May 31, 2008 Annual Meeting Minutes

The Bowdoin Alpha Delta Phi Society Alumni Association

Annual Meeting

The Chapter House, Brunswick, Maine

May 31, 2008 // 9:00 AM

Thomas Clark ’99 (President)

Nessa Reifsnyder ’86 (Vice-President)

Jennifer Clodfelter ’00 (Treasurer)

Pamela Smith ’92 (Secretary)

Greg Merklin ‘83

Kevin Cassidy ‘85

Clive Tillotson 

Kendall Chenoweth ‘90

Tom Roulston ‘68

Derrick Alderman ‘96

Jim VanDerNoot ’74

Barry Browning ’73

Craig Cheslog ’93

Stevens Frost ’42

David Clodfelter ’89

Peter Kester ‘87

 

 

9:12am

 

Thomas Clark – Xaipe, Welcome. 

Please legibly sign name on attendance sheet.

New business will be dealt with at end of meeting

Officer Reports

Society still standing

Literary fund with college, to be discussed, FDR Cup still awarded. Sean C. Morse won this year – he improved the House system when everyone else had given up on it, led alternative spring break trip to Mississippi, leadership qualities, engaged on campus.

 

College has accommodated some of our previous concerns. We do not have a signup sheet at registration, so we try to do that on our bulletin board.

 

There will be a Saturday afternoon gathering to unite generations, started by Harry Carpenter ’57 last year. Class of 63, George Smith, worked with Nessa Reifsnyder this year for slide presentation and Sing. Bro. Carpenter’s slides were astonishing in their spirit last year and putting together this year’s presentation was inspiring, Power Point through the Ages. Several 63s did not register with College for Reunions as a protest against the cost, so this may be the one time we see them this weekend.

 

Kevin Cassidy asked about Sing CD to provide to a couple of alums who sang on it. Hans Tromp should be here later, may have a copy. Thomas Clark has a copy. Will try to get copies.

 

 

Patricia Triplett is in language training for assignment to Tokyo, sends regards.

Several archived materials around House for the weekend – Mike and Ike, composites, various ’63 pieces, etc. Paper items slowly being archived.

 

Barry Browning – Making sure that material given to Bowdoin was ‘rescued’ and placed in our archives at Middletown. Thom assures him that they were and are being well cared for by the Middletown ADs.

 

A Brother H. Stevens ’46 wrote Thomas Clark to propose donating Mike and Ike (“The Brothers in Arms” statue) to the Bowdoin Art Museum. Thomas Clark bringing it up to gauge reaction. Strong opposition from meeting attendees, pointing out that Museum will store it and not display it. Seeing the statue is an emotional experience for many alums. 

Nessa Reifsnyder – statue not ours to give to College, but belongs to the Society. 

Craig Cheslog – saw how poorly College treated our other archived materials, why repeat that mistake. Nessa Reifsnyder asks Craig Cheslog about Society guidelines, Craig Cheslog says Society would strongly oppose donation. Meeting “hisses” disapproval of donation idea. Kevin Cassidy asks if we should offer to loan the statue for a temporary display. 

Barry Browning – we could offer it on condition that it be permanently displayed. (lol) Barry Browning – asks where it is now.

Thomas Clark – it is in storage at Ft. Andros and brought out for reunions. 

Barry Browning – how many are left?

Craig Cheslog – they may be cast about once a decade when enough are wanted to make it financially feasible, some individual copies out there, short of copies for new groups right now. 

Barry Browning – worst case, we could bequest ours to a new chapter that does not have one. 

Nessa Reifsnyder – perhaps the brother would want to buy an individual copy to donate. Cost about $1200.

Thom is asked to respond to the Bro. H. Stevens’46 with an explanation of how the Mike and Ike statue is still in use by the chapter, and therefore the meeting would rather not donate it at this time.

 

Barry Browning – note of gratitude to archivists. Material was uncared for and decaying under the College stewardship. Good to hear it is cared for.

 

 

Report separate

Standard expenses, investments steady and covering expenses, donation made this year that covered some expenses and reunion assistance.

Donations accepted.

Moved to make transfer to cover expenses, second by Derrick Alderman, passed unanimously

 

Barry Browning – What investment advisor manages McKelvey account?

Thomas Clark – George McKelvey Co., which is part-owned by the family of a Middletown alum, Bro. Bob McKelvey (MID’59). Also manages other Society accounts.

Barry Browning – not broke, don’t fix it

Thomas Clark – McKelvey wants us to take a more active role

 

 

 

Samuel Eells Literary and Educational Foundation (SELEF), Thomas Clark serves on the Board. In addition to managing scholarships and funds, also runs Seward Scholarship and ADP literary competition for Society and Fraternity. Society members get about 3/4 of the awards, Fraternity members 1/4. Newest submission just recently collected.

 

Tom Roulston – What is submitted?

Thomas Clark – 4 categories, fiction prose, nonfiction prose, poetry, photography. Of the writers, one is chosen to win the Daniel Pearl (Stanford ’85) Memorial prize. Talk of increasing cash awards for winners. Talk of expanding categories – screenwriting, computer animation, scientific dissertation, and playwriting. Draft proposal being prepared on how to increase participation as well as expanding categories. Thomas Clark being asked to assist with reform proposal and make sure there is Society influence in the decisions.

Tom Roulston - Should be enough to take girlfriend to NYC for weekend like when I won an award. 

Thomas Clark – Awards come from donations to the Chamberlain and general funds held by SELEF.  Donations to Fraternity do not come back to our chapter or other co-ed chapters. Checks specified to the Society’s Chamberlain Fund will.  Donations to SELEF are tax deductible.  

 

Thomas Clark – On the Fraternity side, 2 new affiliates at UConn and Rutgers and a Chapter at Brandeis. Encouraging Society folks to reach out to Brandeis – has occurred, but no response from Brandeis group.

SELEF provides documentation to get matching funds from employer. Remember to put “Chamberlain Fund” or “Society” on check memo line.  

Foundation Board meets in October and April. Bowdoin has one of the largest SELEF funds, so we will continue to have a voice. 

 

 

The State of Society is strong. Four strong undergrad chapters that are growing, good rushes over past year. Board of Governors implemented new strategic plan to organize and move forward. Most important item is expansion – most chapters are at private universities and that’s a bit precarious – as we know all too well. 

UNH - new affiliate established. Thomas Clark the contact on that. They had their first pledging period – added 4 for a total of 12 members so far. Looking for large pledge class in the fall.

Looking for leads on new affiliate possibilities.

Looking for any and all expansion ideas.

Craig Cheslog will attend next Fraternity Convention at California Chapter (UC-Berkeley).  

There are new communication initiatives to reach out to and inform Society members of what’s going on. Bowdoin ADP email group, Facebook, fundraising through certain channels.

Talking about adding a lit competition for alumni members of ADPS. Hopefully hear about that in the next year. ADP is a lifelong experience and literary society.

Talking about conventions every year instead of every two. Expansion remains the big priority, but also keeping the established chapters connected with the National and with each other.  Next convention is March 2009 in Boston, Mass.

 

Constitutional Amendment to deal with Board of Governor members who will be termed out of office soon unless term limits changed. Interest in keeping current Board members. Looking to waive term limits. (Tom Roulston ADP Stop-Loss program)

<amendment separate>

<amendment read into record by Pamela Smith>

<vote to occur later in meeting> 

David Clodfelter – specifically written to individual the limit is being waived for, not as a blanket amendment.

 

Craig Cheslog has tried to broaden base of leadership. Handful involved since Society founded, need new folks, really. Try for 2 members from every chapter. Terms are by calendar years for 3 years. The Amendment is partly about Craig Cheslog becoming limited-out and people not wanting to lose him, and being unable to replace him. 

Regional grad organizations established in Boston, DC, and SF Bay Area. Groups are being established in NYC and Seattle/Portland (OR).

 

Clive Tillotson – We’re working so hard to colonize. Why can’t we get it back at Bowdoin?

Craig Cheslog – Bowdoin made a bad decision 10 years ago. Trustees are not going to reconsider. Society has strict policy against having chapters where students can be expelled for being members, as is the current case at Bowdoin.

Clive Tillotson – Mills may not being here much longer, and there seems to be less animosity towards Fraternities than there used to be.

Craig Cheslog – that’s part of why we negotiated the way that we did and have our fund from selling the house. That cash is there, partly, so we could recolonize if that becomes possible for whatever reason. (Bowdoin reconsiders its decision, legislation, etc.). Reflects Public vs. private colleges – public colleges cannot restrict a student’s rights to assembly and association. Private colleges can. Columbia is an example. Stanford can’t even get permission for a literary night. The National IFC continues to work to protect student rights and the rights of Greek organizations. National IFC isn’t really interested in having co-eds be a part of it, so there is some talk of forming a new National Co-ed Greek Council.

Tom Roulston - Cultural lag

Clive Tillotson – Mills upfront about things being different now, tossing out traditions

Craig Cheslog – Board/Trustees say they want to look forward. Craig Cheslog points out that we should honor the past, not throw it out. This place [Bowdoin College] was different, which is why many of us came here.

 

Thomas Clark – If anyone is interested in the Granite Affiliate at UNH, possibly helping out, please talk to Thomas Clark who can get you in touch and on track.

Regarding Expansion, we are looking at Tufts, possibly Carnegie-Mellon due to recent Bowdoin legacy being in the incoming freshman class, always looking for others.

Barry Browning asks about NC, is encouraged. Thomas Clark reports that the Fraternity may have an affiliate at Duke, has claimed UNC. Barry Browning asks about Davidson, Appalachian State, Erskin Bowles. Thomas Clark is interested in discussing any of those with him.

<amendment read in by Pamela Smith>

moved by David Clodfelter, second by Kevin Cassidy

13 in favor

0 opposed

1 abstention – Craig Cheslog, who it would impact

Motion carries – Bowdoin approves the Amendment

 

 

Need to select delegate and alternate delegate

 

David Clodfelter nominates Peter Kester, second by Kevin Cassidy

Greg Merklin nominates Nessa Reifsnyder, second by David Clodfelter

Peter Kester nominates David Clodfelter, second by Greg Merklin

Nessa Reifsnyder says she’s happy to be an alternate.

No other nominations

 

Tom Roulston move to vote for Delegate, second by Clive Tillotson

Peter Kester – 0

Nessa Reifsnyder – 8

David Clodfelter – 0

 

Nessa Reifsnyder is declared the Bowdoin Delegate to the 2009 Convention in Boston

 

Jennifer Clodfelter move to vote for Alternate Delegate, second by Craig Cheslog

Peter Kester – 

David Clodfelter – withdraws as he will already be attending as Society Treasurer

Peter Kester declared Alternate Delegate

 

Nessa Reifsnyder ’86 – Delegate

Peter Kester ’87 – Alternate

 

Election of Board left until later as scheduled discussion may impact vote

10:15  Future Use of House for Reunions

Notified by Alumni Relations that this will be the last time we can gather on Reunion Weekend. Two explanations for this: 1) Becoming physically hard to house reunion classes as classes grow and people live longer and our real estate is largest single social space on campus, many class agents are requesting Howell House and being turned down is causing rancor. Movement to share house as in previous years, but not accepted. 2) Politics involved from higher up than reunion organizers in Alumni Relations. Alums/Trustees complain about ADP getting ‘special’ treatment.

 

 

College wants to do something else with our Literary Fund.  Was to be used for FDR Cup, undergrad Literary Competition, other literary pursuits we deemed worthy. They want us to do more than the FDR Cup and discuss a competition. We seem to get started and stopped by them on the Literary Competition. They do not want to do the Lit Comp and use money for a speaker series, scholarships, etc. We have to approve all this under our agreement. 

Tom Roulston – Move that we insist that the endowment be used to fund a Lit Prize (and whatever else). 

Second by Stevens Frost

Unanimously passed

 

 

Nessa Reifsnyder- Motion to select 4 reps to committee

Thomas Clark – Open floor to nominations

Tom Roulston – 4 of you at table

Nessa Reifsnyder – We’re far too familiar and not varied enough in years

 

Nessa Reifsnyder nominated Tom Roulston, 2nd by Peter Kester

 

Tom Roulston happy to take lead with us, will rely on us to pass him the ball 

Tom Roulston lives in Greenfield, Mass.

 

Leaver things as we have one nominee from this floor today, need to open nominations to more general group.

 

Craig Cheslog – Moves that Board be empowered to select group

2nd by Greg Merklin

unanimously Aye

 

 

Bro. Bob McKelvey (MID ’59) requests that we give George McKelvey Co. more direction on where we want our investments to go. 

Thomas Clark – We should designate a person or committee to go over this and make recommendations rather than try to do this as a whole group.

Jennifer Clodfelter – A couple of years ago, we came up with an investment committee

Thomas Clark – We need to find them

Determined that Bro. Paul Faulstich was on it

Thomas Clark – David Clodfelter, Jennifer Clodfelter and I should be on it as Treasurers

Anyone else like to be on the committee?

Barry Browning – Would be willing (by email)

Craig Cheslog – Society’s conference call facilities available to us.

Tom Roulston – Should have everyone else’s e-mail addresses.

Nessa Reifsnyder – E-mail list a good source.

David Clodfelter – move (Peter Kester 2nd) that the investment committee be empowered to make recommendations to McKelvey Co. 

Motion passes unanimously

 

 

Has not been updated in years

David Clodfelter nominates Kendall Chenoweth to be our Webmaster, second by Nessa Reifsnyder

Kendall Chenoweth accepts

Unanimously passed

 

 Thomas Clark – We have previously agreed to keep initiations going, though not the initiation of undergrads at Bowdoin.  Must be 18, must not be a Bowdoin student or prospective Bowdoin student, must not already be a Greek anywhere else (exceptions to honor and service groups, etc

David Clodfelter moves to close nominations, Greg Merklin 2nd

Unanimous aye

 

Proposed slate sent around

Peter Kester move to accept as written

Tom Roulston 2nd

Unanimous aye

 

Tom Roulston move to adjourn

Peter Kester 2nd

No objections