1. House Association Specialists
Supporting the Building Blocks of Our Chapters

2. Today’s Blueprint House Association Specialist Job Description Review
House Association Basics
Fundraising
Reporting
Insurance
Awards
Housing Trends

3. What did I get myself into?
Serve as the housing expert for your provinces
Provide first-line support to Province Directors and House Associations regarding housing issues
Work to improve the functioning of the House Associations in your provinces
Review and comment on annual House Association reporting
Maintain regular contact with your House Associations

4. Other Specific Duties Participate in province conference calls
Provide House Association officer training as requested/required
Tabulate Five Star Award criteria
Provide input to Chapter Roll for International Council
Attend Convention, The Leadership Conference (TLC),
or other volunteer training as applicable
Check daily, responding within 24 hours
Respond cheerfully when called upon to perform other duties and assignments

5. Fraternity Support – Where do we fit in?

6. 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

7. 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.

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

9. 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.

10. Incorporated House Associations
House and land owned by the House Association
House owned by the House Association; land owned by college or university
House and land owned by the college or university but college or university requires the House Association to be incorporated in order to sign a lease agreement

11. Unincorporated House Associations
House and land owned by the college or university but college or university does not require the House Association to be incorporated in order to sign a lease agreement
House owned by a private individual or corporation
Panhellenic Residence Hall
Suite/Lodge/Apartment
No housing

12. Governing Documents Incorporated Unincorporated
Articles of Incorporation
Bylaws
Articles of Association

13. Governing Documents - Incorporated
Articles of Incorporation
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 (new requirement)

14. Governing Documents - Unincorporated
Articles of Association
Defines the purpose of the organization: furnishing & maintaining any public areas or renting/leasing of property for housing/meeting facilities and furnishings
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 (new requirement)

15. 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

16. 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

17. 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

18. 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

19. 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

20. Lease Agreements (HA to University)
Agreements must be reviewed by Director of House Associations and House Association Specialist prior to signing
Some universities will wrap relationship statements into lease agreements
Constitution & Bylaws Requests
GPA Requirements
Budgets & Financials
Ritual
Judicial process

21. 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

22. 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

23. 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

24. Outside House Association Authority
Setting and maintaining house capacity
House Rules & Chapter Bylaws
Individual member discipline
Employees
Utilities and Consumables

25. 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

26. Relationships

27. Board of Directors

28. 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

29. 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 to the collegiate chapter:
An annual program explaining the duties, functions, and goals of the house association
An annual program on fire safety

30. 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)

31. 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 House Association Specialist

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

33. 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

34. 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

35. 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 as to not elect a new board every two years.

36. House Association Income

37. 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

38. 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.

39. 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 House Association Specialist

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

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

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

43. Unincorporated HA – Funds held locally
International Headquarters staff send invoice for property insurance to House Association
House Association Treasurer delivers banking information to Finance Advisor for chapter’s 990
Submit request to House Associations Specialist for expenditure over $1000

44. 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.

45. 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.

46. 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.

47. 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.

48. 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 two 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.

49. 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 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.

50. 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.

51. 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 2005 later in presentation.

52. Excess Funds – What happens to our money?
Excess funds are held in an account with International Headquarters 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.

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

54. 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

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

56. 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

57. 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”

58. 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

59. 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

60. 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

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

62. House Association Regular Reporting Requirements
Submitted by House Association
Submitted by Specialist
Meeting Minutes
Lease Agreements with University
Annual Report with Annual Review
Financial Reports
Five Year Plan
Inventory
Archives Report
Notice & Proxy
Bylaws
Chapter Roll
Five Star Tally
Other information as requested

63. Regular Fraternity Reporting
Report / Correspondence
Sender
Frequency
Leadership Consultant / Advisor Reports
Chapter Services
Following visits
Report on Budget
Finance Specialists
Annually*
House Association Aging Report
Accounting & Operations
Monthly*
Probation / Alert Reports
Monthly
Status of Incorporated HA 990 filing
Annually
Skirouros
Member Services
Periodically
House Association Account Balances
* These reports were not consistently sent during the biennium

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

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

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

67. 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

68. Incorporated House Association Five Star Award
Meetings
Sending meeting minutes to the Director of House Association and House Association Specialist within 10 days
Holding Board of Directors 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

69. Uncorporated House Association Five Star Award
Filing the Annual Report with Annual Review on time and to the correct recipients
Paying the insurance bill on time.
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

70. Uncorporated House Association Five Star Award
Meetings
Sending meeting minutes to the Director of House Associations and House Association Specialist within 10 days
Holding Board of Directors meetings 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

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

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

73. 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 <

74. 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

75. 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

76. Successful House Association Specialists
A volunteer that regularly communicates with and supports her Province Directors and House Associations, understands her material, is willing to lend a helping hand, and is not afraid to ask questions.

77. Questions?