11:15 Call to order.
Thom Clark laid out the agenda and thanked everyone for coming to this very special reunion.
It was a productive year for literary fund, with the Geoff Stanwood visiting author position being filled for first time, ADP is the largest donor/supporter of website http://www.fishouse.org/
11:17 Reunion/VP's Report
David Clodfelter says he also came to Bowdoin’s Reunion and felt that the College got good use out of the House then.
11:20 Archivist Report
Patricia Triplett is still in service to country in Asia, but sends regards. Items still successfully stored in climate-controlled storage. Some other items are stored at Fort Andross. Work to scan old photos and literary items into database will continue. Requested members to scan any old photos and such that they may have at home. Please keep eyes open for items on eBay, but please watch out for bidding against each other. If traveling through Middletown, please let Nessa or Thom know and they’ll arrange for you to see our archives if requested.
David Sheff - Asked about old meeting minutes that were given to Special Collections. Thom notes that those were not being taken care of by Special Collections and so were rescued. We are now preserving them, including Joshua Chamberlain’s drop signature.
11:23 Treasurer's Report
David Clodfelter notes that market is rough and our investment value has gone down from about 64k to about 46k. 2k went for operating expenses, but net activity was a loss in the market. Operating expenses included payment for storage, liability insurance costs, alumni association fee, reporting fee, minimal bank fees. $4,000 moved from McKelvey to checking to cover reunion and other operating expenses.
David Howe - Why do we continue to pay for Andross storage when the rest is housed in climate-control? Thom Clark replied that the available climate-controlled space is limited. Items stored at Fort Andross are mainly items that we tend to use at House gatherings a lot - Mike and Ike, etc. David Howe expressed a cost concern about need for large storage space. Thom Clark replied that we use that space very efficiently instead of paying for larger locker.
Thom Clark stated that we would not have been able to gather here if not for the insurance we get through the Society that we started paying for 6 years ago. Bowdoin’s Summer Events runs this gathering rather than reunion folks and they insist on the insurance.
Thom Clark - Printouts of the financial records are available if anyone would like to see them.
11:28 Foundation Report
Thom Clark reports that the Bowdoin Foundation Fund is the most successful Samuel Eels Literary and Education Foundation fund by McKelvey, Co. right now. Foundation is the last remaining link between fraternity and society. Non profit that provides funding for educational purposes only. Donations are tax-deductible. There are two specific national funds - one for Fraternity, one for Society. Society’s fund is the Chamberlain Fund. The Society is trying to run more fundraising through foundation - write Chamberlain Fund on your check. The Bowdoin Fund includes proceeds of house sale. Foundation meets twice a year in Manhattan if anyone wants to attend.
Will finally have a website rolling out by Sept. Cannot yet donate online, but can view literary competition winners and such online. Society continues to do well in national literary competition.
11:33 Society Report
Craig Cheslog – The National Society is "improving" - implementing communication plans, etc. Improvements have been made to the website. Also available on Facebook, email newsletter with updates on alumni and chapters.
Kate Jovin asks about Society Tweets
Craig Cheslog – On Twitter as #adps, use hashtag instead of account since not very centralized for now
Craig Cheslog notes the good news that chapters are having good pledge periods - everyone in double digits, some over 20, including Stanford which had been discussed as a chapter to be shut down due to falling numbers.
Society moved to having conventions every year as a way to keep connections, promote involvement. This is more expensive, but it's important to keeping people informed and keeping undergrads and alums involved. Middletown next year, 2011 may be at Stanford.
Open to suggestions on how to do all of this better and encourage donations.
Craig Cheslog - 1832 Club with members who donate $18.32 each month. If you sign up now, you will receive an ADPhi Society messenger bag. Will continue to post information.
Thom Clark - continuing expansion efforts. Granite Affiliate is up to 15 members and growing, looking for a house. Targeting Tufts, UPenn, and anywhere else possible that is not already colonized by the fraternity. Talk to friends and relatives who may be going off to college and may be interested. Check expansion link on website.
Thom Clark asked Nessa Reifsnyder to speak about last Society convention.
Nessa Reifsnyder - Craig Cheslog has discussed some of this already. It was a fruitful con, people found common ground, good opportunity to discuss issues, nice to see how Bowdoin fits into the overall framework and good to see we do have a role. Thom has convention book in front of him if anyone wants to see it. Commends anyone who had a hand in setting up con.
David Ragsdale - 12-14 Bowdoin brothers at banquet, so we had a real presence.
Nessa did banquet keynote speech - slide show that went over well, depicting ADP experience as lived by Bowdoin members. Great opportunity to make connections
Craig Cheslog mentions Thom Clark as expansion chair, Nessa as awards chair and managing literary foundation, David Clodfelter as treasurer. Nice to gather away from a college setting so we can create out own experience.
Thom Clark mentions Fraternity President John Vick (Hamilton) having built good relationship between Fraternity and Society. Next May 18th will be Samuel Eells' 200th birthday. Celebrations hopefully will be joint between the Fraternity and the Society across the country.
Erica Finn - commends Nessa Reifsnyder for her great keynote speech - was also great for those Bowdoin members who have not been around for a while and it will stay in memory.
11:50 Society Convention Delegate Elections and Constitutional Amendments
Thom Clark - who will be delegates to convention to be held at Middletown Chapter, in late March?
David Clodfelter - nominates Zoe Reifsnyder contingent to initiation, second by Nessa Reifsnyder
Thomas Clark - by proxy, nominates Peter Kester, 2nd by David Sheff
David Howe moves to close nominations, David Clodfelter 2nd
David Howe moves to set slate Peter Kester delegate, Zoe Reifsnyder alternate, John Howland 2nd
David Clodfelter motions to amend motion to reverse order, Zoe Reifsnyder delegate, Peter Kester alternate. 2nd by Jeffrey Zeman, accepted by David Howe
Clarify - Zoe Reifsnyder would represent our group, not an undergrad group
Motion passes unanimously
Delegate: Zoe Reifsnyder '12, Alternate Peter Kester '87
Craig Cheslog presents amendments under discussion as written
John Howland proposes waiver of reading, Jeffrey Zeman 2nd
Thom Clark reads VP amend, David Howe move to accept, David Clodfelter 2nd, need counted vote
Motion passes 20yeas, 0 nays, 0 abstentions
Bowdoin ratifies amendment
Thom reads Term Limit amendment
Howe move to accept, Howland 2nd, need counted vote
Motion passes 19 yeas, 0 nays, 1 abstention (Craig Cheslog abstained as it affects him directly)
Bowdoin ratifies amendment
David Howe move to accept last year’s minutes, Jeffrey Zeman 2nd
Jeffrey Zeman moves to pass minutes, David Howe 2nd
Motion passes unanimously
12:06 Lit Fund Discussion
Thom Clark – When we sold house, we were to be allowed to meet, money went to literary fund. College approached us about changing rules because except for FDR Cup, it has not been tapped into.
Motion to empower the Board to move forward with the concerns expressed during the caucus, David Howe move, John Howland 2nd
Passes unanimously
12:21 Future Reunions Discussion
Nessa Reifsnyder - kind of early to get much of substance done today. Do people like this time of year for gatherings in general?
John Howland notes that end-of-month weekend bad for David Howe.
Nessa Reifsnyder - can shift around year to year
Thom Clark notes that Bowdoin is ok with the weekend we choose as long as they aren’t already using the house. This weekend was far enough away from Bowdoin Reunion to be ok for us, Bowdoin had locked down several weekends. By third week of August, they are cleaning for incoming students. Would like to pick a weekend that is regular from year to year.
Craig Cheslog - Suggests 1st weekend of August as proposed regular weekend, last in July as 2nd choice.
Katherine Jovin - appreciated being here as someone from another chapter as it allowed her to experience us as a group, not just as stories. Sees this as an important weekend for us to establish our identity as a chapter in Society, so perhaps we should encourage others to attend.
Nessa - touch on housing aspect. From Board standpoint, we want to encourage multi-chapter experience, but more people makes housing more difficult due to limited available space. Nessa Reifsnyder will commit to others that we will tell Bowdoin that we need more rooms than we were assigned this year. Will also commit to getting a house if possible. Bowdoin nixed our use of either Burnett or ARU. Nessa Reifsnyder notes that other houses were lit up and filled this weekend, so we have to see what's available.
Thom Clark - good to see we filled the house this year. Lower prices may have helped. Will try to keep prices low.
Nessa Reifsnyder – One positive side is that alum relations seems to be enjoying doing these gatherings for various groups and likes that we sort of gave it all more shape.
Thom Clark – We guaranteed payment for all beds ahead of time, which kept costs down
Nessa Reifsnyder - Food. Suggest that we have email conversation after this weekend to work on suggestions for future reunions.
Thom Clark - asks for suggestions of events to do over reunion weekends. May not always have a ceremony, so what would people like to do? Notes different attitude from Summer Events as opposed to Alum Events over Bowdoin Reunion- no handlers, etc.
General appreciation for reunions expressed.
12:35 Society and Chapter Flags
Thom Clark -- The Society is looking for regalia. Several possible designs already put forth. Discussion that each chapter should design its own flag.
David Sheff asks if we already have a flag.
Nessa Reifsnyder notes that we did at one time, but not now and it wasn't "specific" anyway
Thom Clark wants flags to fly outside house next year.
Committee – Zoe Reifsnyder, Thom Clark, Jeannie Coltart, Lauren Ackerman, Nessa Reifsnyder
David Howe moves slate, John Howland 2nd
Passes unanimously
12:39 Investment Strategy
Continuing requests from Foundation to do something with the Bowdoin funds, in part to avoid the possibility of an audit. Could move some to Chamberlain Fund. We have used some for operating expenses and such. This fund could go for educational things, reunion overages.
Nessa Reifsnyder - can we utilize the fund to help store sensitive archives?
Thom Clark - archival materials probably qualify, as they provide for history education
Nessa Reifsnyder- if we do that and add an educational layer to reunions, Is that enough?
Thom Clark - Yes
Craig Cheslog – We could just add a reading or a speaker, a sing, etc, to reunion
12:44 Updating Website
Kendall Chenoweth - states he has done little, asks to be forgiven due to birth of 3rd child. Crystal Chenoweth may be able to help him this year, but if someone else has more time and would like to take over, he's ok with that. Also ok if we agree to give him the year to give it a try. Looking for something where members can submit things, need to be approved as a member, could run paypal, bulletin board, post redacted minutes, etc…..
Craig Cheslog - notes that we currently use Society paypal account or payments
Thom Clark notes that room keycards must be returned by 1030 or charges start racking up.
12:48 Nominations for Initiation
Thom Clark -- Explains Initiation consideration restrictions -- Must be 18+, cannot be a current Bowdoin student, cannot be a member of another Greek social organization
12:53 Discussion of Afternoon's Activities
12:58 Slate of Directors
Slate presented as written.
Moved David Ragsdale, 2nd David Howe
Passed unanimously
David Clodfelter notes that Jennifer Clodfelter can serve next year, but will need replacement as Treasurer.
David Howe moves to approve Board’s actions over past year
Passes unanimously
Jeffrey Zeman moves Board to carry forth, Francine Briggs 2nds
Passes unanimously
