Omega Chi Epsilon Business Meeting Minutes and Newsletter
Monday November 17, 2008
Meeting Room 102-A
Pennsylvania Convention Center
Philadelphia, PA

Agenda

1. Call to Order and Welcome – G. Glenn Lipscomb
2. Attendees were introduced. An attendance sheet was circulated.
3. 2007 Meeting Minutes were approved.
4. President’s Report: G. G. Lipscomb
   • Domain names were acquired for OmegaChiEpsilon.org, com, net, etc were secured.
   • Officer elections. Ballots were given to attendees. Chapters were reminded to vote on the OXE web site.
   • Chapter advisors reported that they are not receiving the national mailings. The national officers are working to improve communication with the chapters. Currently all mailings go to chapter advisors due to issues of continuity with students.
   • A web based career service that matches up students with internships and permanent positions, Experience, has offered its services to OXE at no cost or obligation. The service targets honor societies. Several societies are presently using the service without complaint. We agreed to use the service on a trial basis of two years.
5. Executive Secretary Report: R. A. Davis
   • The 2008 annual report was reviewed. Chapters were encouraged to use the OXE services, including stationary, envelopes, membership cards, brochures, and the OXE award, all of which is provided to the chapters annually at no cost. The chapters are interested in learning more about the various criteria used for giving the award. Glenn Lipscomb will tabulate the reasons given by the chapters on the request form.
   • The chapters were also reminded about the stoles, honor chords, and jewelry that are available to recognize student membership and graduation.
6. Treasurer’s Report: W. P. Walawender
   • The finances of the organization, as listed in the annual report, were reviewed.
7. ACHS Representative Report: A. J. Perna
   • The new IRS rules for non-profit organizations were discussed. The rules apply to organizations with greater than $25,000 income annually. Chapters with tax-id numbers should respond to IRS mailings. Chapters need not do anything if they have not heard from the IRS.
8. Discussion Topics – G. Glenn Lipscomb
   • New Chapters (TAMU-Qatar, FIT, Maine, Hampton, National University of Mexico which was ABET accredited)
   • Angie cautioned us to be careful when considering international chapters because of the difficulty in maintaining the academic standards.
   • OXE does not currently own the Copyright/trademark on the name of the society. Glenn will investigate the process and cost of obtaining the copyright.
   • AIChE Award Sponsorship –
     • We decided that our sponsorship include a statement that awards are given subject to awardees meeting a minimum standard reflective of the standards of OXE.
     • It was agreed to increase the sponsorship of the student design award to $300 per team member. This makes the award in line with the average award amount for the individual competitions.
9. Other Business
   • Walter Walawender made stated, “We have no paid officers, staff, and no physical buildings or offices.”
   • Walter will prepare this statement in writing.
10. The meeting was adjourned at 12:15 pm.

Summary of Action Items

• Improve communication by checking accuracy of the advisor contact information (Richard and Walter)
• Agree to use Experience web career service on 2-year trial basis (Glenn)
• Tabulate reasons provided by chapters for selected OXE Award winners (Glenn)
• Investigate process and cost of copyrighting OXE name (Glenn)
• Increase team design award amount to $300/team member (Glenn and Walter)
• Written statement that OXE has no paid staff or office space (Walter)