Lambda Chi Alpha, Alpha Delta Zeta Chapter

Housing Corporation Meeting Minutes

12 March 2011, MS&T St. Pat's

Current Officers & Directors Current Committees

President: Len Kirberg AD 610 (present) Volunteer Giving:
Vice President:: Curt Hertel AD 681 (by proxy) Curt Hertel AD 681
Secretary: Jason George AD 1139 (present) Gene Faenger AD 580 (present)
Treasurer: Kevin Schwalje AD 1131 (present)
Hi Pi: Tony Siebert GG 1374, aps2pc@mst.edu (present) Scholarship Committee:
Rob Sutton AD 1158 (present)
Steve Puzach AD 1315 (present)
Directors:
Tom Green AD 1002 (by proxy) Newsletter Committee: Scott Preston AD 1135
John Vaninger AD 569 (by proxy)
Larry Thomas AD 1207 (by proxy) Rush Counselor: Len Kirberg AD 610
Josh Hemphill AD 1274 (present)
Scott Preston AD 1135 Academic Advisor: Scott Grasman AD 1322
Scott Bertelsmeyer AD 1169 (by proxy)
Jack Bertelsmeyer AD 683 (by proxy) Finance Committee:
Troy Williams AD 1177 Artem Cherynak AD 1352
Ryan Miller AD 1316 Kevin Schwalje AD 1131
Rob Sutton AD 1158 (present) Pete Legsdin AD 699
Scott Green AD 1176 (present)
Chuck Toedtman AD 608 (by proxy) House Committee:
Andy Singleton AD 1175 Curt Hertel AD 681
Pete Legsdin AD 699 (present) Rob Sutton AD 1158
Scott Green AD 1176
Jon Vaninger AD 569

Chapter Officers
High Alpha – President – Matthew Callaway, AD1362 – mcc3m8@mst.edu (present)
High Beta – Vice President Internal – Matthew Naglich – mpnrkb@mail.mst.edu
High Theta – Vice President External – Justin Kutay – jmk52b@mst.edu
High Gamma – Secretary – Andy Saake – asnh6@mst.edu
High Tau – Treasurer – Artem Chernyak, AD1352 – acqk6@mst.edu (present)
High Iota – Risk Manager – Matthew Wicklund – maw5hd@mst.edu
High Kappa – Fraternity Educator – Brad Georgen – bjg27f@mst.edu
High Delta – Rush Chairman – Alexander Gibbs – aegy95@mst.edu
High Phi – Ritualist – James Buckley – jpbyt3@mst.edu
High Sigma – Scholarship Chairman – David Taylor – djtvy4@mst.edu
High Epsilon – Social Chairman – John Ross – jrrp64@mst.edu
High Rho – Alumni Correspondent – Josh Noeldner – jlnth9@mst.edu
House Manager – John Baumgartner, AD1326 – jabb87@mst.edu
Website Manager – Tony Roth - atrvw5@mst.edu

Additional Alumni Accounted for at Meeting

Al Faenger, AD609 Shawn Borgerding, AD1317
James Nelson, AD1171 Mark Puzach, AD1357
Brent Schumer, AD1250
If you see any errors, please notify the Secretary: Jason George, onetofixit@yahoo.com

9:06am meeting called to order by Len

I. Reports of Officers: (15 members constitute a quorum; at least 12 must be alumni)

President's Report: Len Kirberg
Welcome and Introductions
Len announces the need to depart from the usual schedule to discuss current House Treasury mess.
Problem was described as follows:
Financial problems became noticeable in October 2010
On October 30th, 2010 a letter from National threatened to suspend the chapter's charter due to lack of payment

Current Situation:
The previous Chapter Treasure (High Tau) is no longer in the office and a new High Tau (Artem Chernyak) is in
place. Len has been in communication with Brother Chernyak about this most pressing issue. Brother Chernyak
believes he is capable of managing the office. There is currently a large amount of unaccounted for debts and credits
in the account. A brief show of hands among actives and associates in attendance at the meeting indicated several had
not seen their house bill checks cleared.
Chapter agreed to the goal of reconciling the accounting within a 30 day deadline. Chapter Tau has a committee and
a previously successful Tau to help in this important task.

Future Actions / Changes:

Len came to the meeting prepared with 4 recommendations to minimize the risk of a re occurrence of this situation.
1) Chapter finances must be reconciled within 30 days after the close of each semester. - chapter agreed.
2) Outstanding uncollected debt from previous terms may not be counted as income for future budget. Not
only are uncollected funds allocated for the previous term,they can creates a budget shortfall if construed as income
for future semesters. - chapter agreed.
3) Increase the house bill by $40 per man per month starting next semester. Discussion pointed out this is
reasonable for the following reasons:
- several years have passed since the last increase
- increased costs of food and other house expenses
- LCA house bills will reach the average Rolla Fraternity house bill AFTER a $40 increase
- Planned dorm cost increases will keep LCA significantly less costly than the dorms
- This additional income will likely be necessary to lessen the impact of potential shortfalls in the budget.
The increase was motioned by Al Faenger and 2nd by Gene Faenger. Unanimously approved.
4) Chapter to begin making incremental, predetermined payments to the Housing Corp at predetermined dates
within each semester. Len proposed some amounts and some dates, after discussion ensued, chapter agreed to the
policy and would offer specific amounts and dates within a month.

Brother Sutton recommended the High Tau provide regular reports to the HC Treasurer or other HC representative on
the status of the Chapter finances.

Len pointed out the current $75/month Parlor Fee charged to out of house active members may not be adequate to
cover the expense of even the food if the out of house member eats frequently at the chapter. There was discussion
and the High Alpha agreed to have this issue evaluated.

Vice-President's Report: Curt Hertel (not present – available by proxy vote)

Secretary's Report: Jason George (no report)

Treasurer's Report: Kevin Schwalje

Current Balances:
$7,884.42 Operating
$39,114.11 Reserve
$257,402.74 Loan (so far this year paid $4,500 toward principal in addition to monthly P&I payments)
Totals to date (FY runs 7/1/10 to 6/30/11)
Expense: $42,317.77 of budgeted $78,250
Income: $28,250 from chapter of budgeted $78,250 (~$15,500 behind from last semester and no payments made
toward current semester yet)

High Pi (Executive Vice-President) Report: Tony Siebert

Tony announced he may be moving from Rolla soon leaving a vacancy in the Office of High Pi. The chapter is in
need of a local volunteer to advise the chapter.

Academic Advisor's Report: Scott Grasman

Spring 2010 Fall 2010 Trend

GPA GPA GPA Rank
GPA Members GPA Members
Rank Rank Change Change
Associate 2.49 3 10/12 2.37 17 11/16 -0.12 -1
Active 2.64 46 15/20 2.76 36 15/21 0.12 held
All ADZ 2.64 45 14/21 2.64 53 14/21 0 held
All Men's 2.99 n/a n/a 2.92 n/a n/a -0.07 n/a
All
3.04 n/a n/a 2.97 n/a n/a -0.07 n/a
Student
All
2.88 n/a n/a 2.83 n/a n/a -0.05 n/a
Fraternity

Rush Counselor Report: Len Kirberg

High Alpha's Report: Matt Callaway

1) Rush
a. Total Membership: 53 Current Actives: 50 Current Associates: 3
b. Summer and Fall 2011 Rush plans currently in action:
-New freshmen callings and house tours, spring and summer house visits, sports games, rush parties in St.
Louis, no float trips
c. PRO Days – Already signed two high school students for next fall
d. Call-a-thon to all incoming freshmen interested in Greek life.
e. Cole Recruitment Seminar with Master Steward
2) Scholarship
a. Fall 2010 GPA: 2.64 Spring 2010 GPA: 2.64 Fall 2009 GPA: 2.63
(Fall 2010 Active GPA of 2.76)
b. Big Brother / Little Brother Collaboration
c. Incentives (Dinners, Awards)
d. Mandatory study hours / LEAD sessions
e. File Room Maintenance
f. Alumni Support
g. Apple Polishers April 7th
3) Philanthropy
a. NAFD participation and events
b. Watermelon Bash (4th Annual) April 9th
c. Volunteering at Alumni Office
d. Over 650 hours of community service last semester
e. Highway cleanup (3 miles on Highway V)
f. Chicken Benefit Dinner (50th Annual) – Largest charity event in ΛΧΑ
g. Collaboration with Boys and Girls Town
4) Brotherhood
a. Intramurals 4th among Fraternities, near perfect attendance and participation
b. Weekly Brotherhood events
 c. Beta Day – April 10th
d. Great collaboration of Brotherhood events and Rush events
5) Finances
a. Had past member pay outstanding debt
b. Overdue bills paid.
6) Conclave
a. February 25-27
b. Five members attended and will write report

High Tau's Report: Artem Chernyak

High Rho's Report: Josh Noeldner

The Transit when out – everyone should have received a copy by now

Reviewed the schedule of St. Pat's events for the weekend's visitors

Currently in progress: updating the e-mail and phone lists of alumni. Alumni, please send your current
information to Josh at jlnth9@mst.edu

House Manager’s Report: John Baumgartner

Several projects underway


Parking lot concrete finished on December 16th

Brother Rob Langford volunteered to fabricate some hand rails for the project – pending

Thanks to Brothers Len Kirberg and Doug Workman for volunteering to recover the pool table.

II. Reports of Committees:

Executive Committee (President, Vice President, Treasure, Secretary and Hi Pi)
No report

House Committee (Curt Hertel, Rob Sutton, Scott Green, Jon Vaninger)
No report

Finance Committee (Artem Cherynak, Kevin Schwalje & Pete Legsdin)

No report

Newsletter Committee (Scott Preston)

Great job by Brother Scott Preston putting out a fantastic newsletter

Noted article on ADZ in the National Cross & Cresent publication – a very good article recommended to
anyone who missed it.

Scholarship Committee (Rob Sutton, Steve Puzach)

Brother Rob Sutton visited the chapter earlier in the semester to discus scholarship

Noted was lack of activities restrictions for those on academic probation

In works: Planning for holding a Fraternity Education on academics

High Alpha to provide mid term reports on status of academics

Volunteer Giving Committee (Curt Hertel, Gene Faenger)

No report

III. Unfinished Old Business:

Len has attempted to contact the property manager of the apartments next door to resolve the survey issue.
No significant progress to report.

IV. Upcoming Meetings

 ◦ Homecoming is October 8th, 2011
◦ Brother Jason George to organize a KC area alumni gathering
◦ Brother Len Kirberg to organize a St. Louis area alumni gathering
◦ April 9th, 2011: Tentative Beta Day brotherhood event – house workday
◦ Brother Scott Preston suggested an Alumni Family Day be organized

Board of Directors Meeting (Must have 9 members to constitute a quorum) – not held
1) Old Business

2) New Business

Chapter Improvements Update

Work Call Issues

Remove and dispose tree limbs and plastic bags.

Paint fire door and surrounding area at bottom of stairs on 1st floor.

Power wash floor of front porch as needed.

Clean, wax & buff vinyl floors and halls on 1st & 2nd floors.

Clean & paint utility closets on 2nd & 3rd floors; hang mops.

Paint ΛΧΑ on columns in dining room.

Power wash hall floor to crevice and paint white.

Clean and paint spritzer room.

Sand/paint (white)both sides exterior door to crevice

Paint fence (black) on both sides along west property line.

Paint electric box (black) on front of house.

Power wash floor of shed & hang tools on walls.

Clean & straighten-up trophy room.

Sand & paint (black) metal legs on dining room tables.

other items to be determined

List of Chapter House Projects or Issues

Rolla Fire Dept. Inspection (alumni to complete)

1. Correct junction box issues in kitchen. Alumni
2. Add panic push bars with twist/turn locks to 3 doors. $450
3. Fix all exit lighting and battery packs to operate OK ?
4. Install handrails as needed on outside steps & retaining walls ?
5. Evaluate stove and repair or replace. ($300 to $9,000) ?

Web site upgrade ?

Replace seating and floor boards on rear deck. $4,000

Refurbish piano ($8,500) or buy used upright ($700 min). ?

Acquire used shuffle board, video or Wii game ?

Digital photo frame to show historical pictures $14

Trophy case on wheels $450

Other items to be determined
Other Chapter House Improvements

* All may be deferred indefinitely or not done at all

1. New flooring/baseboard trim 2nd floor halls $6,000

2. Landscape Improvements in front yard $5,000
3. Paint exterior for more contemporary look $8,000
4. Limited kitchen spruce-up $3,000
5. Replace large front window above stairway $5,000 *
6. Foundation repair in formal Living Room wing $15,000 *
7. Inject foam insulation in exterior walls $30,000 *
8. Other issues? ?
______
Total $ 72,000
Alpha Delta Zeta House Corporation Budget 2010-2011

Income (35,000/semester+1pmt) $78,250

Expenses:
Bank Pmts on Loan (mo. pmt) 23,645
Water Care 900
Tax Accountant 400
Taxes 3,800
Fire Protection 300
Insurance 10,800
Repair & Maintanence 16,000
Training 1000
Events 800
Safe Deposit Box 30
Other Expenses 350
Reserve Account 2,225
ADD'L PRINCIPAL PMTS 18,000
Total Exp $78,250

Net Inc over Exp $0

Loan Balance on House as of 8/30/10: $265,572.01

Total Alumni Debt Collected: $8,252.79
Old Outstanding Debt: $913.36
New Outstanding Debt: $7,490.12

Alpha Delta Alumni

7/1/09 - 6/30/10 Financials

INCOME
RENT 59,750.00
INT (Sav+Ck ) 488.35
DONATIONS 0.00
DEBT COLL. 373.93
$60,612.28

EXPENSES Budgeted for 2009-2010

Bank Pmts on Loan (mo. pmt) 23,645.16 Bank Pmts on Loan\ Total w/out add'l pmts-->23,645.00
Water Care 936.25 Water Care 900.00
Tax Accountant 400.00 Tax Accountant 400.00
Taxes 3,491.00 Taxes 4,000.00
Fire Protection 285.96 Fire Protection 250.00
Insurance 10,496.00 Insurance 11,000.00
Repair & Maintanence 7,662.12 Repair & Maintanence 18,000.00
Training 130.00 Training 1,500.00
Events 727.38 Events 750.00
Lock Box 28.00 Lock Box 55.00
Other Expenses 905.37 Other Expenses 0.00
Reserve Account 0.00 Reserve Account 500.00
ADD'L PRINCIPAL PMTS 9,000.00 ADD'L PRINCIPAL PMTS 9,000.00
$57,707.24 $70,000.00