House Association Basics Providing the Building Blocks for Your Chapter

Today’s Blueprint Overview Responsibilities Members Board of Directors Meetings Finances & Fundraising Reporting Insurance Recognition Fraternity Support

Alpha Gamma Delta Chapters are required to have a House Association Did you know? ALL Alpha Gamma Delta Chapters are required to have a House Association

Purpose of House Associations To provide a safe and secure living and/or meeting area. To protect the assets of the Fraternity and to fulfill its fiduciary responsibilities.

Types of Housing Traditional Chapter House Panhellenic Resident Hall Chapter Suite Rental Facility No Housing

Types of House Associations Incorporated Unincorporated The corporation which leases / owns its properties for the benefit of its affiliated collegiate chapter. The association does not own real property but may own / maintain furnishings for the benefit of its affiliated collegiate chapter.

Governing Documents Incorporated Unincorporated Articles of Incorporation Bylaws Articles of Association

Functions of the House Association Own and/or manage real property for the collegiate chapter Lease the chapter facility to the collegiate chapter Furnish a suite or meeting room for the collegiate chapter Maintain equipment and furnishings Analyze long-term facility and financial needs

Functions of the House Association Maintain accurate financial records Obtain loans when necessary Enter into contracts when applicable Participate in the Alpha Gamma Delta Fraternity Master Insurance Program Assure that tax returns are filed and property taxes are paid by the appropriate due dates

Chapter Responsibilities Lease the facility from the house association Collect Property Support Payments from members and transfer those payments to the House Association Treasurer immediately after collection Make timely and complete rental payments Transfer collegiate chapter surplus funds to the house association as outlined in the collegiate chapter Bylaws

Chapter Responsibilities Pay repair bills for damage to house association property caused by members or guests Report any needed repairs or replacements to Board of Directors through Property Coordinator Secure approval from Board of Directors prior to spending any funds on the facility FILL THE HOUSE

Lease Agreements (Chapter to HA) Should be sufficiently specific and inclusive to outline duties and responsibilities of the chapter and the house association so there will be no misunderstandings Collegiate chapter and house association should keep copies of this lease Send one copy of the lease agreement to the House Associations Specialist by June 1

Lease Agreements (HA to University) Agreements must be reviewed by DHA and HAS prior to signing Some universities will wrap relationship statements into lease agreements Constitution & Bylaws Requests GPA Requirements Budgets & Financials Ritual Judicial process

Voting Members Three classifications of members in Good Standing: Collegiate members who have completed Property Support Payments Affiliated members of the alumnae chapter, collegiate chapter, or house association Alumnae members of the collegiate chapter

Relationships

Board of Directors

Board of Directors Officers Members-At-Large President If few alumnae in the area, then this position can be held by the Finance Advisor* Vice President (optional) Treasurer If few alumnae in the area, then this position can be held by the Chapter Advisor* Secretary Elected for 2-year terms, alternating years Members-At-Large Number determined by bylaws *House Association funds MUST be held at IHQ in this situation.

Board of Directors Role Conduct the day-to-day business of the house association Elected by the entire house association at the annual meeting Officers are elected alumnae Present an annual program explaining the duties, functions, and goals of the house association Present an annual program on fire safety

Board of Directors Meetings Held in accordance with house association’s bylaws Give proper notice to all meetings to the members of the Board of Directors Select a meeting location that facilitates an efficient meeting as well as attendance of all board members (INCLUDING collegians)

Board of Directors Meetings May meet as often as once per month if managing housing facilities, while others may only need to meet quarterly May invite the Resident Supervisor as a guest to a part of the Board of Directors meetings, however, she does not have a vote Use parliamentary procedure and Robert’s Rules of Order

Committees Nominating & Bylaws Decorating* Maintenance* Landscape & Grounds Special Gifts / Fund Raising Others * Must include at least one collegiate member

Annual Meeting of the Membership Hold at a time & place convenient for alumnae and especially collegians to attend Send an annual meeting notice and proxy to all members of the house association Publish the meeting notice REQUIRED EVENT for collegiate members

Annual Meeting of the Membership Elect the Board of Directors ALL members of the house association can vote during the elections Act on any business coming before the house association Present the annual financial statements

House Association Income

Unincorporated HA – Funds held at IHQ HA President & Treasurer CAN be the Finance Advisor and Chapter Advisor Chapter collects House Association dues from members VPF / Finance Advisor sends check to IHQ with total House Association dues each term. IHQ staff holds funds in an account specifically for the chapter’s House Association

Unincorporated HA – Funds held at IHQ IHQ staff deducts property insurance fee from that account IHQ staff sends Finance Advisor banking information for chapter’s 990 Submit request to House Association Specialist for distribution of funds

Unincorporated HA – Funds held locally HA President & Treasurer CANNOT be the Finance Advisor and the Chapter Advisor Chapter collects House Association dues from members VPF / Finance Advisor sends check to HA Treasurer with total House Association dues each semester. HA Treasurer deposits the funds into a local bank account

Unincorporated HA – Funds held locally IHQ staff send invoice for property insurance to HA HA Treasurer delivers banking information to FA for chapter’s 990 Submit request to House Associations Specialist for expenditure over $1000

Fraternity Policy Obtain written approval from Director of House Associations before: Buying or selling property Building or remodeling a house Undertaking a major decorating project Signing a lease (excludes the lease agreement with the collegiate chapter) Making any major financial commitment

Fund Raising Must be conducted by the collegiate or alumnae chapter who receive income and make a gift to the house association. May solicit among own alumnae but not solicit other chapters, clubs, or members without International Council approval May not receive non-member income Donations are not tax deductible All fund raising plans must be approved by DHA

Reporting Requirements Meeting minutes Annual Reports 990/990T Lease Agreements Excess Funds Insurance Payments *See handout for more details

Insurance Property Insurance Liability Insurance Boiler Insurance Builder’s Risk Insurance Fidelity Bonding

Recognition House Association Five Star Program Emily Butterfield House Association Award

Fraternity Support

Keys to a Successful House Association A committed group of volunteers who collaborate to form a team, have a vision, can complete a task and believe in their passion for success

Questions?