1. Incorporated House Association Presidents
Maintaining the Building Blocks of your Chapter

2. Today’s Blueprint Overview Responsibilities Members Board of Directors
Finances
Reporting
Insurance
Recognition
Housing Trends
Recruiting & Retaining Volunteers
Essentials of an Orderly House

3. 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.

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

5. 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.

6. Governing Documents Articles of Incorporation Bylaws
Defines the corporation
Outlines the IRS 501(c) designation of the corporation
Filed with Secretary of State
Bylaws
Defines the operations of the House Association
Outlines number of members of Board of Directors
Should be reviewed every four years & submitted to Documents Audit Committee for approval

7. 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

8. 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

9. 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
Pay for all utilities and consumables
Transfer collegiate chapter surplus funds to the house association as outlined in the collegiate chapter Bylaws

10. 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
Pay for any small repairs as outlined by lease agreement
Secure approval from Board of Directors prior to spending any funds on the facility
FILL THE HOUSE

11. Who is Responsible? House Association Collegiate Chapter
Collecting rent from individual members
Paying for a plumber to un-stop a toilet
Replacing sink when it cracks
Obtaining loans for capital improvements
Installing a security system

12. Who is Responsible? House Association Collegiate Chapter
Replacing a window broken by an intruder
Replacing a window broken by a member
Landscape planning
Landscape maintenance
Installing wireless internet access

13. Who is Responsible? House Association Collegiate Chapter
Paying for monthly internet service
Paying property taxes
Paying property insurance
Paying liability insurance
Hiring and supervising employees

14. 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

15. Relationships

16. Board of Directors

17. Board of Directors Officers Members-At-Large President Vice President
Treasurer
Secretary
Elected for 2-year terms, alternating years
Members-At-Large
Number determined by bylaws

18. 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

19. 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)

20. 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
Send minutes to HA Specialist

21. Fraternity Support

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

23. 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 and proxy
REQUIRED EVENT for collegiate members

24. 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

25. Electing Officers
During the Annual Meeting of the Membership, members elect the Directors.
At the Annual Meeting of the Board of Directors, the members of the board elect the individual House Association officers.
Officers serve for a two-year term.
Terms should be staggered so that a new board is not elected every two years.

26. 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

27. 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

28. House Association Income

29. Setting Rent Amounts Rent is set without regard to number of beds
House Association IS NOT RESPONSIBLE for finding members to fill the house.
Must (at a minimum) cover mortgage payments, maintenance costs, and insurance
Be competitive with university dormitories, off-campus housing, and other NPC groups’ facilities
Have a complete understanding of income picture (including dues and fees) before setting rent

30. Budgets
In January, the House Association should prepare a budget of expected income and expenses for the upcoming year.
Deliver rent amount to collegians in February
Report on current budget and review next year’s budget during annual meeting of the membership.

31. Journals
House Association Treasurer should keep an income and disbursements journal for the corporation
All income, bills paid, and other expenses should be detailed
Disbursement key available from your HAS

32. Checks
TWO SIGNATURES MUST BE ON EVERY CHECK WRITTEN BY THE HOUSE ASSOCIATION
TWO SIGNATURES MUST BE ON EVERY CHECK WRITTEN BY THE HOUSE ASSOCIATION
TWO SIGNATURES MUST BE ON EVERY CHECK WRITTEN BY THE HOUSE ASSOCIATION
TWO SIGNATURES MUST BE ON EVERY CHECK WRITTEN BY THE HOUSE ASSOCIATION

33. IRS Designations Entity IRS Corporation Description Employees?
Accept tax deductible donations?
Collegiate Chapters
501(c)(7)
Social and Recreational Clubs
Yes No
Incorporated House Associations
501(c)(2)
Title Holding Corporation for Exempt Organization
No**
No*
International Fraternity
Foundation
501(c)(3)
Religious, Educational, Charitable, Scientific, or Literary (among others) Organizations
*Collegiate Housing & Infrastructure Act
**Although the IRS allows 501(c)(7) organizations to have employees, no Alpha Gamma Delta House Association employs any personnel.

34. IRS Regulations – 501(c)(2) Corporation
IRS Publication 557:
The corporate charter that you submit upon application must confine the purposes and powers of your organization to holding title to property, collecting income from the property, and turning the income over to an exempt organization.
You must show that your corporation is required to turn over the entire income from that property, less expenses, to one or more exempt organizations.

35. IRS Regulations – 501(c)(2) Corporation
IRS Publication 557 (ctd):
The term ‘expenses’ (for this purpose) includes not only ordinary and necessary expenses paid or incurred, but also reasonable additions or depreciation reserves….
In addition, the title-holding corporation may retain part of its income each year to apply to debt on property to which it holds title.
Donations to an exempt title-holding corporation…are not deductible as charitable contributions on the donor’s federal income tax return.

36. What does it all mean?
The corporate charter that you submit upon application must confine the purposes and powers of your organization to holding title to property, collecting income from the property, and turning the income over to an exempt organization.
Your corporation’s purpose is to own & maintain property.
You agree to turn over income to the International Fraternity at the end of the fiscal year.
No gain of income year to year.

37. What does it all mean?
You must show that your corporation is required to turn over the entire income from that property, less expenses, to one or more exempt organizations.
Your Articles of Incorporation state that the purpose of your corporation is to hold title to property, collect income from that property, and transfer that income (less expenses) to the Alpha Gamma Delta Fraternity.

38. What does it all mean?
The term ‘expenses’ (for this purpose) includes not only ordinary and necessary expenses paid or incurred, but also reasonable additions or depreciation reserves….
According to the IRS, you do not have to transfer income to the Fraternity for any near-term improvements that you plan to make to the structure, either for routine maintenance or for impending capital improvements.
If you do not plan to need the funds in the two to three months, you should transfer the funds.

39. What does it all mean?
In addition, the title-holding corporation may retain part of its income each year to apply to debt on property to which it hold title.
At the end of your fiscal year, you can hold back the amount you’ll need for mortgage or other loan payments until your next income is received.

40. What does it all mean?
Donations to an exempt title-holding corporation…are not deductible as charitable contributions on the donor’s federal income tax return.
Any donations you receive from individuals are NOT tax deductible to the donor. Any fundraising efforts you undertake MUST include this information on the materials.
See Collegiate Housing & Infrastructure Act of 2007 later in presentation.

41. Excess Funds – What happens to our money?
Excess funds are held in an account with IHQ in your House Association’s name.
The funds DO NOT go away!
Funds earn interest and have service fees applied to them just as they would at most banks.
Service fees & interest rates vary
Service fee is capped at 3.25% and is always at least 0.5% lower than current interest rate.
Service fee is only applied to the first $25,000 held at IHQ.

42. Excess Funds – What happens to our money?
When the House Association is ready to use the funds, submit “Request for Distribution” form to HAS
Amount requested
Purpose of disbursement
Five Year Plan
Three bids received
Name/address to send check
HAS reviews, approves, and sends form to IHQ
Assuming no issues, check is sent during next check run (approx. every two weeks)

43. 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

44. Loan Overview Local banking institutions
International Fraternity CAN NOT be listed as a guarantor of an individual HA loan
Endowment Fund loans

45. Why Fundraise? Aging facility Chapter has outgrown current space
Complete overhaul to major system(s) in house
Upgrades required to meet current safety codes
Keep up with other NPC organizations on campus
Major redecorating projects needed

46. Fundraising Guidelines
Must be conducted by the collegiate or alumnae chapter who receive income and make a gift to the house association.
IRS Regulations only allow 501(c)(2) organizations to take in income from their property
Funds are not raised in the name of the House Association
NOT “Alpha Gamma Delta House Association Yard Sale”
BUT “Alpha Gamma Delta Yard Sale”

47. Fundraising Guidelines
May solicit among own alumnae but not solicit other chapters, clubs, or members without International Council approval
Collegiate chapters can solicit fundraising donations from parents of members, but cannot solicit from other non-members without services provided
Parent’s Club
Funds are brought in to the alumnae / collegiate chapter and are then gifted to the House Association

48. Fundraising Guidelines
The House Association may not receive non-member income directly
Collegiate / alumnae chapter can hold fundraisers for non-members
Funds are taken in by the chapter and donated as a gift to the House Association

49. Fundraising Guidelines
Donations are not tax deductible
All paperwork, letters, postcards, signs, etc. to potential donors must include the words “DONATIONS ARE NOT TAX DEDUCTIBLE”
Reiterate this information as often as possible to potential donors

50. Fundraising Guidelines
All fund raising plans must be approved by DHA
AFTER you have a plan and BEFORE you begin to execute it, notify DHA
Send copy of your plan and draft of materials
Include the rough timeline of the campaign
Outline the specific distribution of the income received

51. Top Fundraising Tips People give to other people
People give because of self interest and because they are ASKED
Money follows people
Get to know a key alumna so that she introduces you to others
Be specific when asking for money
“10 Top Fundraising Tips.” Richard Male & Associates. Retrieved March 24, 2007 <

52. Top Fundraising Tips Plan ahead; raising money takes TIME
Diversify your revenue
Use media and marketing to position your organization for success
Fundraising is an every day art
“10 Top Fundraising Tips.” Richard Male & Associates. Retrieved March 24, 2007 <

53. Fundraising Tips & Tricks
START EARLY
Develop a good working relationship with collegiate members, advisors, and alumnae chapter
Develop your vision and goals
Compile an accurate alumnae mailing list

54. Fundraising Tips & Tricks
Survey your alumnae
Communicate, communicate, communicate your vision
Alumnae NEED to feel welcome and informed before they will send money

55. Donor Management Create varying donor levels for varying incomes
Identify creative ways of offering a ‘return’
Named room dedications
New member class dedications/Senior class dedications
Personalized bricks
Create multi-year pledge donations (& follow up!)
Keep accurate records of donations
Follow up with personalized thank you notes
Don’t leave them hanging

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

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

58. Insurance MJ Insurance provides insurance for 25 NPC organizations
Web Site is
Library
Request Certificate of Insurance
Directory
Claims Reporting
Notify your HA Specialist of any changes
Mention Certificate of Property Insurance

59. Recognition House Association Five Star Program
Emily Butterfield House Association Award

60. Incorporated House Association Five Star Award
Filing the Annual Report with Annual Review and Form 990/990T on time and to the correct recipients
Paying the insurance bill on time. Sending excess funds to the Fraternity Reserve Account.
Reporting
Sending the updated Five Year Plan with the Annual Report
Sending the current inventory with the Annual Report
Filing the Archives Report on time

61. Incorporated House Association Five Star Award
Meetings
Sending meeting minutes to the DHA and HAS within 10 days
Holding BoD meetings with collegians and alumnae present
Mailing notice of the annual meeting and proxy to the membership
Holding the annual meeting with collegians and alumnae present
Programming
Present a relationship program to the collegiate chapter annually
Present a fire safety program to the collegiate chapter annually

62. Emily Butterfield House Association Award
Biennial award given at Convention
Nominated by IC and HA Committee
Fulfill the general HA responsibilities outlined in the House Association Handbook
Maintain and encourage effective communication between the collegiate chapter and the HA
Maintain and encourage effective communication between the HA and the HA Committee
Complete all requirements for the Five Star Award

63. Housing Trends Changing generational expectations
More requests for single rooms
Expected amenities
Availability of off-campus housing
Aging facilities nearing the end of their useful lives
Need for capital fundraising

64. Housing Trends University Housing Improvements
In 1997, median cost per square foot of new residence hall was $75.
In 2007, that number ranges from $123 to $192, with a median of $150.
Abramson, Paul. “2007 College Construction Report” College Planning & Management. Retrieved 10 April 2007 <

65. Government & Housing Collegiate Housing & Infrastructure Act of 2007
Amend IRS code to allow for tax-deductible contributions for collegiate housing and infrastructure improvements
Collegiate Fire Prevention Act
Grants awarded for fire prevention system installation

66. Recruiting & Retaining Volunteers
What does it mean to be a leader?
A good leader is someone who…
Has integrity and authenticity
Possesses a sense of humor
Cares for others and their well-being
Thinks positively
Celebrates!
Knows that principles are more important than rules
George, Melvin. “Personal Characteristics of Leaders.” Project Kaleidoscope. Retrieved 9 April 2007 <

67. Recruiting & Retaining Volunteers
The trouble: “If I don’t do it, no one will.”
President’s role is to be a leader and get people involved, not do it all herself
If you have them, use them.
Make every board member responsible for something
Many hands make light the load.
Use your committees and don’t be afraid to ask women to volunteer
-Chris Usry-Arnold, President, Gamma Phi House Association

68. Recruiting & Retaining Volunteers
Sometimes, a girl just likes to be asked.
Asked for a update? Perhaps she’d like to help.
Celebrate the successes
Provide supportive feedback as well as recognition for a job well done.
Know when it’s time to leave the party.
Remember to let volunteers know that it’s only a 2-year commitment.
-Chris Usry-Arnold, President, Gamma Phi House Association

69. What motivates your volunteers?
Achievement
Power
Affiliation
Recognition
Altruism
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

70. Volunteer Motivation - Achievement
Volunteer is looking for situations to excel
She likes to out-perform others
She enjoys striving for lofty goals
Working Relationships
Ask for her help in setting the work pace and methods
Give her challenging tasks that require efficiency
Allow her to learn new skills or material
Give her clear feedback on her performance
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

71. Volunteer Motivation - Power
Volunteer wants to have an impact
She wants to win arguments and have others do things her way
She seeks ways to influence through communication
Working Relationships
Give her opportunities to direct others
Allow her to implement changes
Give her tasks that require managerial skills
Ask her how jobs should be done
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

72. Volunteer Motivation - Affiliation
Volunteer wants to build friendships
Social aspects of volunteering appeal to them
She likes being with others, wants to help people, and cares about others’ feelings
Working Relationships
Let her work on committees with others
Find tasks that require cooperation
Give her social time to interact with others
Allow plenty of relationship building time and activities
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

73. Volunteer Motivation - Recognition
Prestige and status are important
Prefer short-term tasks with well-defined endings
She enjoys public relations
Working Relationships
Give her work that can be completed quickly
Let her be in high-visibility positions
Award her with plaques, certificates, or public announcements of their achievements
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

74. Volunteer Motivation - Altruism
Volunteers pursue attainment for the greater good
She has high ideals and values
She cares about accountability
Working Relationships
Include her with others of similar values and goals
Have her work with highly committed people
Provide opportunities that revolve around the mission of the organization
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

75. Success with Volunteers
Determine their needs
Give them jobs they enjoy and from which they can learn
Involve them in planning and decision-making
Show them their experience is valued
Reward volunteers from the moment of initial contact
“Recruitment is only the beginning of a volunteer program. Retention is vital to program success.”
Skelly, JoAnne. “Motivating Volunteers” University of Nevada Cooperative Extension. Retrieved 10 April 2007 <

76. Essentials of an Orderly House
Renew your state license every year (if applicable)
You may not be able to obtain a bank loan without it
Employ a professional to perform your annual audit
Know where your important items are located
Current corporate state license
IRS letter for your HA
Articles of Incorporation
Current bylaws
Current chapter lease
Floor plans & blue prints
University lease (if applicable)
Deed to the property
Chapter seal
Loan papers
Most recent appraisal

77. Essentials of an Orderly House
Stay on top of campus and NPC organizations’ rent amounts
Ensure your lease outlines when and how you are to be paid
Maintain a list of reliable service providers
Create a directory of ‘go-to’ alumnae for special projects
Spend money every year on preventive maintenance and decorative upgrades

78. Safe Deposit Box Articles of Incorporation Bylaws Property Title(s)
Mortgages and/or loan agreements
Leases
Contracts
Investments
Tax exemption letter & Federal Identification Number
Blueprints (if possible)
Current Inventory

79. 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.

80. Questions?