House Corporation Handbook

Transcription

1 House Corporation Handbook 1

2 Revised Spring 2016 Table of Contents Delta Gamma House Corporation - What and Why... 4 The Housing Team... 5 The House Director... 7 Procedure for Hiring the House Director... 9 House Director and Chapter Officers... 9 Annual Responsibilities and Procedures Committees Summary of Annual Procedures for All House Corporations Annual Meeting Reporting Obligations of a House Corporation Insurance Worker's Compensation Obligations Construction/Remodeling/Refurbishing/Financing Space Needs Summary Chapter Budgets House Corporation Budget Chapters with Residential Housing Chapters with a Lodge or Suite Chapters with No Facility Risk Management Crisis Management Emergency Telephone List Security System Basic Requirements Safety - Security - Fire Checklist The Americans with Disabilities Act (ADA) Strategies Fundraising Fundraising Guidelines for Non-Member Income Fraternity Housing Corporation

3 Classification of House Corporations by the Internal Revenue Service How to apply for a 501(c) tax status Suggestions on How to Fill Out Form How to Help Protect a House Corporation with a 501(c)2 Designation from Audit House Corporation Dissolution Procedures Wording of Dissolution Vote Appendix

4 Delta Gamma House Corporation - What and Why Article XX., Section 1, of the Delta Gamma Constitution states: Council, in its sole discretion, will determine whether there shall be a House Corporation for an existing or anticipated collegiate chapter. House Corporations exist for the purpose of establishing, providing and supporting a suitable social environment for the collegiate chapter including, but not limited to owning, maintaining, equipping and managing a chapter house or facility. All Delta Gamma owned housing will have a house corporation. The alumnae chapter or association organized in the community of the chapter shall be responsible for the formation of such corporation according to local, state or provincial laws and under the direction of Council (see Article XVIII. Section 5). A house corporation of a Delta Gamma chapter (organized as a corporation): Is composed of all collegiate and alumnae members who have paid the house corporation fees as required by the Delta Gamma Constitution and bylaws of that house corporation. Owns, rents and/or maintains the chapter house, lodge, suite or storage facility rather than the collegiate chapter because of the ever-changing collegiate membership. Is a separate, legal entity incorporated under a state or province charter. Seeks federal tax exempt classification under Code Section 501(c)(7) from the IRS within one year of incorporation. Is administered by a house corporation board, composed of elected directors and ex-officio members. Owns or rents and/or maintains the chapter house, lodge, suite or storage facility and meets all financial obligations involved in ownership, renting and/or maintenance. Employs and oversees payroll of persons who assist the chapter (i.e., house director, cook, waiters, houseboys, etc. Catering companies should be treated as a regular vendor and should not be processed through payroll.) Executes annually a legal agreement (Annual Agreement) between itself and the chapter that states the financial and other obligations of the two groups to each other. Changes in the agreement may be made only through mutual consent and with the approval of the Fraternity Vice President: Finance. Both the chapter and house corporation should have an annual budget that is understood by both parties. Charges a membership fee which is called the house corporation fee. The amount is determined by Fraternity policy for the type of housing provided. Charges annual rent, even if there is no housing. Rent (chapter obligation and facility rent, if applicable) is based on costs of debt retirement, rent to a landlord/university, insurance, payroll expenses, taxes, Convention, seminar, 4

5 accounting fees, grounds upkeep, legal fees, maintenance, trash disposal, storage and small miscellaneous expenses. Reports annually to the chapter membership the financial condition of the house corporation (including the financial statement, Annual Report, the budget and the status of funds in the account). The Delta Gamma Housing Team Vice President: Finance is the elected member of Council who oversees and is responsible for all Delta Gamma Fraternity housing programs. Director: Housing Development is appointed by Council. She directs the Regional Housing Specialists in supervising all major projects, including but not limited to, new construction, major renovations, acquisitions and sale of property and: Serves as a director of the Fraternity Housing Corporation Board of Directors. Serves as a director of the Fraternity Management Corporation Board of Directors. Serves as a member of the Fraternity Development Committee. Director: Housing Resources is appointed by Council to co-direct the Fraternity's housing program. She directs the Regional Housing Specialists in supervising all house corporations and: Maintains a file on each house corporation. Serves as a director of the Fraternity Housing Corporation Board of Directors. Serves as a director of the Fraternity Management Corporation Board of Directors. * One of the Directors of Housing will be the Chairman of the Fraternity Housing Corporation and the other will be the Chairman of the Fraternity Management Corporation Regional Housing Specialists are Fraternity officers who work with the house corporations in their regions. They: Serve as a liaison between the house corporations and the Fraternity and the Director: Housing Development and Director: Housing Resources, verifying that the house corporation is functioning properly, maintaining chapter housing and meeting financial responsibilities. Meet with the house corporation boards. Request information from the house corporation boards. Aid in enforcing Delta Gamma housing policies. Maintain a current roster of house corporation officers. Communicate with house corporation presidents and treasurers. Communicate with and mentor the chapter director of house management and her adviser. Communicate with the Fraternity Housing Corporation housing staff regarding each house corporation as needed. 5

6 Train house corporation officers. Review preliminary house corporation budgets and approve final budgets. Serve as a member of the Regional Team. House Corporation Board is composed of elected directors and ex-officio voting members. The board is regulated as such: The directors are elected by the corporation at its Annual Meeting. They serve for a term of two years, with the terms staggered between the directors. No director should serve more than three consecutive full terms without two intervening full years off the board. If there is a vacancy left by a director, or the board wishes to appoint additional directors (up to 11), the president may appoint a new director. If a board member is appointed, she shall serve until the next Annual Meeting at which time she will be credited 1 year for time served and, if elected by the membership, fulfill the remainder of her two year term. Terms run from July 1 to June 30. Directors and officers may also be appointed by the Regional Housing Specialist. The number of directors is determined by the house corporation's bylaws. Delta Gamma House Corporation Model Bylaws stipulate not less than two (2) for unhoused corporations and three (3) for housed corporations and no more than eleven (11) elected directors for both housed and unhoused corporations. The ex-officio members are: advisory team chairman, local alumnae president, collegiate chapter president, collegiate chapter vice president: finance and the collegiate chapter director of house management. They are voting members of the board. The house corporation board elects its officers from among the directors. The officers are president, vice president, secretary and treasurer or secretarytreasurer, all of whom are elected at the first board meeting following the Annual Meeting and serve for a minimum of one year. They may be reelected each year until the end of their term as a director, which is a maximum of six (6) consecutive years. The president and/or Regional Housing Specialist may appoint directors and officers if there is a vacancy outside of the normal election cycle. Terms run from July 1 to June 30. Some of the elected directors may reside in another city as long as they can attend the meetings of the house corporation board. In order to serve as a director of a house corporation, an alumna must be a life member of that corporation. This may be achieved in one of two ways (1) she is an initiated member of that chapter or (2) she has paid the minimum house corporation fee stated in the house corporation bylaws. She must also be current on her per capita dues to the Fraternity. At house corporation board meetings, the house director and/or chapter operations adviser may be invited to give reports or suggestions at the beginning of the meeting. Adheres to the alumnae dual office grid, ensuring that if their directors hold more than one volunteer officer position, they may in fact be held concurrently. Fraternity Housing Corporation, Housing, Human Resources and Insurance Staff 6

7 members are employed at Delta Gamma Executive Offices. They: Administer the Fraternity s insurance program. Administer the Fraternity Housing Corporation "Fee for Services" programs. Answer or direct daily individual house corporation requests or questions regarding insurance. Maintain current files on all house corporations. Coordinate house corporation budgets and Annual Agreements. Bill collegiate chapters per their Annual Agreement. Assist participants with analysis of cash flow and fiscal cash management. Monitor receivables for house corporations. Processes payables for house corporations. Process payroll for house corporations. Generate Annual House Corporation Reports for house corporations. Prepare and file tax forms house corporations. Generate reports for the Fraternity Housing Corporation Board of Directors. Generate employee contracts and assist with employee review process. Provide house director search services (additional fee). The House Director Duties of House Director The duties of each house director will vary from chapter to chapter. These duties should be clearly stated in the job description that is attached to the house director s employment agreement and understood by all in involved. Some suggest duties are: Adhere to campus, Fraternity and chapter policies and rules Direct all the employees with the approval of the house corporation employment committee. Supervise management of the house. Operate the house in accordance with the budgeted allotments for food, kitchen supplies and miscellaneous house expenses, and prepare a budget comparison at the end of each term. Supervise the maintenance, safety and security of the house. Supervise and maintain the furniture in its proper location and see that it is kept clean and in good repair. Encourage, by example, an attitude of decorum during meal hours and instruct the chapter in dining room etiquette. Create a home atmosphere within the chapter house. Assist the cook or caterer in planning nutritious and varied meals within the budget and work with the cook to order all food and kitchen supplies. Keep advisers informed of any disturbing or unusual trends and problems within 7

8 the chapter. Acquire and review time sheets of employees, then submit time records to Fraternity Housing Corporation for payments. Keep accurate monthly records and receipts for chapter or house corporation reimbursement if a petty cash account is utilized. Review annually the House Director Handbook. Responsibilities of Advisory Team to the House Director Inform the house director about the function, authority and responsibility of the advisory team. Provide a roster of adviser names, addresses, telephone numbers and areas of responsibility. See that the house director understands the operations of the Honor Board. It is the house director's responsibility to report infractions of campus, Fraternity or chapter rules to the president, vice president: social standards or advisory team chairman. The house director is not the chapter disciplinarian and should understand the limitations of her role in discipline. The chapter operations adviser requests the house director's input before preparing the chapter budget, and the two should meet regularly to discuss payment of house management bills. See that the house director has copies of the chapter s house standing rules. Responsibilities of House Corporation to the House Director Inform the house director about the function, authority and responsibility of the house corporation. Provide a roster of board members' names, addresses, telephone numbers and areas of responsibility. See that the house director has a copy of the House Director Handbook Maintain a list of qualified vendors to assist in emergencies (i.e. electrician, plumber, general contractors). Arrange training on all alarm systems when applicable. Ensure timely payment of staff through Fraternity Housing Corporation Communicate at all times regarding any ongoing projects. No vendor will perform tasks without the house director being notified in advance of their arrival. Work with house director to establish vacation schedules and opening and closing dates of the house. Discuss needed repairs and house director's suggested improvements, communicates these ideas to appropriate committees for consideration. 8

9 Procedure for Hiring the House Director Agreement If the current house director does not plan to return or if her agreement is not renewed, the house corporation employment committee serves to hire a replacement. All members of this committee should be familiar with the House Director Handbook. Terms of Employment The committee determines salary, benefits, methods of advertising, the job description and the interviewing schedule before beginning the search. Additionally, a background search is required prior to employment offers (conducted by Fraternity Housing Corporation). Note: house directors should be paid at least minimum wage. Signing of Agreement The actual employment agreement (the legal agreement) is finalized by the house corporation employment committee (and prepared by Fraternity Housing Corporation). Signing of Appointment Letter The appointment letter is not an agreement nor is it legally binding. It is designed to provide the employee with a job description and outline the pay schedule. This is still finalized by the house corporation employment committee (and prepared by Fraternity Housing Corporation). Work Schedule The house director is responsible for arranging her schedule. A suggested schedule is as follows: Planning meals and ordering food 6 hrs Mealtime duty 16 hrs Meeting with officers, advisers, members 12 hrs Emergencies, repairs, inspection, social or campus duties 6 hrs Total equals 40 hrs House Director and Chapter Officers The house director will work most closely with three chapter officers. All officers, parents and advisers should respect the work schedule of the house director. The president The house director and president must set the pace and tone for the chapter. The house 9

10 director should: Report to the president any problems within the chapter which require Honor Board action, including major infractions or repeated infractions of university regulations (when this authority is delegated to the chapter by the administration), the Fraternity Constitution, policies and procedures, the chapter house rules, or civil law committed by a member or new member. The vice-president: finance The house director and vp: finance must work together to: Ensure that the chapter's budget allowance for food and supplies is satisfactory to the house corporation. See that bills, for which the chapter is responsible, are paid promptly to local merchants. See that the house director's petty cash fund is reasonable and properly maintained. (The petty cash fund should be reimbursed only after receipts are provided from the house director for expenditures from this account to the vp: finance.) Ensure that collections are made promptly for all guests eating or remaining overnight in the chapter house. The director of house management The house director and director of house management must work closely together at all times, for their jobs are closely aligned. They share the responsibility for: Proposing house standing rules for chapter approval. Standing rules delineate the course for the chapter to follow in managing chapter affairs and are adopted by a majority vote of the chapter members. The house director should keep a copy of chapter approved house standing rules. Maintaining communications between the house director and the chapter. Ensuring that the chapter house and grounds are kept in order at all times. Annual Responsibilities and Procedures House Corporation Board Responsibilities Make a five-year plan for buying or building housing, or for remodeling or redecorating housing. This is due by December 1. Collect rent from the chapter for a suite, room or other quarters rented from the college or university and pay the school rent. o Neither the house corporation nor the chapter may collect deposits of any kind. Additionally, the house corporation may not fine the collegiate chapter but may recover actual costs associated with repairing damaging, excessive cleaning, or replacement of lost house corporation property through the Fraternity Housing Corporation chapter receivables procedures. 10

11 The standard Delta Gamma room agreement contains a paragraph in which the resident agrees to a reasonable search of her room and personal property. The decision to conduct a room search is not a house corporation board responsibility/decision/function. House corporation directors do not participate in chapter room searches. Pay all fixed expenses relating to ownership or rental of chapter housing when due, i.e., mortgage, taxes, insurance and payroll expenses. Provide adequate insurance coverage for the chapter house and its contents, including replacement costs of the house and furnishings and provide adequate liability insurance for the chapter and house corporation. Provide and maintain housing for the chapter which is comparable to other housing on campus. Delta Gamma housing should always be competitive. Purchase furnishings for the chapter housing including all dishes, kitchen appliances, large appliances such as commercial mixers, silverware, glasses, lamps, pictures, draperies, furniture and replace such items as needed. Examine the chapter house at the close of the school year to determine needed repairs or purchases to be made during the summer months. Arrange for repairs or purchases during school vacation and turn over wellequipped, cleaned and furnished housing to the chapter at the agreed upon time. Is responsible for heavy cleaning of items such as draperies, carpeting and walls during school vacation. Maintain locks on outside doors of the chapter housing and ask the director of house management to conduct frequent key inspections. The house corporation may reasonably expect to replace outside locks every three years. Invite the house director to a board meeting to provide information to the board members when needed. Pay the fee for commercial general liability, fidelity bonding and director and officer liability insurance covering all house corporation officers to Executive Offices when billed, as long as blanket policies are provided by the Fraternity. Prepare the Annual House Corporation Report on e-ops+ by the due date, September 1. Hold at least four house corporation board meetings yearly for housed groups and two for unhoused groups, with the chapter president, chapter vice president: finance, chapter director of house management, advisory team chairman and local alumnae president in attendance. The meetings should be held in the chapter housing. Hold an Annual Meeting of the house corporation membership on or around the chapter s Founders Day. If not possible, the meeting should at least be in the spring semester/quarter of the collegiate chapter to enable the entire collegiate chapter membership to attend. All members of the corporation who have paid the house corporation fee (members of the corporation are initiated members of that chapter or members of another chapter, but who have paid the minimum house corporation fee stated in the house corporation bylaws) must be notified of the meeting s date, time and location pursuant to the corporation s bylaws. This can be accomplished through an advertisement in the Fraternity magazine, the ANCHORA. Is responsible for snow removal, lawn care and yard maintenance. Ensure that every voting member of the house corporation signs both the Conflict 11

12 of Interest and Whistleblower forms - including ex-officio members who are the collegiate president, collegiate vice president: finance, collegiate director of house management, advisory team chairman and local alumnae president. o All voting members must disclose any potential conflict of interest to the board and the Office of Housing. Additionally, the member with the potential conflict should be excused from the meeting for discussion and should abstain from voting on any matter in which she has a potential conflict. Comply with Fraternity Constitution and all Fraternity policies and procedures which pertain to house corporations. Pay worker's compensation and unemployment insurance costs. Pay quarterly and annual payroll taxes to the IRS, state and local governments for employees on the payroll. Pay wages to employees hired to assist the chapter and distribute W-2 forms to employees and file W-3 forms with the IRS at year-end. Prepare #1099 for all contract employees earning more than $600 per year (gardener, maintenance person, etc.). Arrange a meeting date with the collegiate chapter president to present the house corporation budget and future plans for chapter housing to chapter members, and also review the work done during the summer break. Confirm annually with the appropriate state agency that the corporation is in good standing and/or take appropriate steps to maintain standing. Many states require a form listing current house corporation officers to be sent annually with an annual renewal fee to retain corporate good standing. If this is not done, the house corporation could lose its nonprofit status. Review and update house corporation bylaws every two (2) years. House Corporation President Responsibilities Ensure that the board and corporation abide by and conform to the policies and procedures established by the Council of Delta Gamma Fraternity with respect to financing, governing, building and remodeling of chapter house facilities. Ensure that the board and corporation recognize and abide by any action taken by the Council of Delta Gamma Fraternity with respect to the requested resignation or removal from office of any member of the board of the corporation who does not fulfill properly the requirements of her office, or who fails to comply with the Constitution or requirements of the Council of Delta Gamma Fraternity. Guide the board in filling any vacancy on the board. If a board member is appointed, she shall serve until the next Annual Meeting at which time a board member will be elected to serve until the expiration of the term of the board member whom she succeeds. Ensure that the board holds at least four regular meetings plus an Annual Meeting of the membership during each fiscal year for housed groups and two regular meetings plus an Annual Meeting for unhoused groups. Ensure that the house corporation bylaws are reviewed and updated every two years. 12

13 Ensure that adequate and correct accounts of the business transactions of the corporation including accounts of its assets, liabilities, receipts, disbursements, gains and losses, if any, and of the special trust funds handled by or in the name of the corporation are kept. Sign and issue Certificates of Life Membership. Ensure that the collegiate chapter president, collegiate vice president: finance, collegiate director of house management, the advisory team chairmen and local alumnae president are kept apprised of meetings and, as ex-officio members, cast their votes. Ensure that all directors elected by the board, off the annual cycle, are presented to the membership at the next Annual Meeting for formal election to the board. Time served prior to this election count as one year toward the director s term limits. Ensure that any decision to buy, sell, or otherwise dispose of chapter house facilities or establish a lien thereon, be approved by a majority of the members present at an Annual Meeting of the corporation or at any other meeting of members especially called for that purpose. Ensure that in matters of policy concerning the affairs of the corporation, the board follows the Constitution of Delta Gamma Fraternity and the Delta Gamma Fraternity policy database. Execute and ensure that all items listed on the Annual House Corporation Calendar (president and treasurer) are completed in the time frame dictated (including filing the Annual Report). Meet with collegiate chapter members and new members to review house corporation operation and summer expenditures in the fall, and again in the spring, to present the budget and obtain a "wish list" from chapter. Preside at all meetings of the corporation and the board. At the direction of the board, sign bonds, mortgages, contracts, notes and leases after the lease has been reviewed by the Director: Housing Development and approved by the VP: Finance. Effect an agreement between the corporation and the collegiate chapter governing the use of corporate real property (Annual Agreement). Call special meetings of the board upon direction of the board or upon written request of 10 members of the corporation. Ensure that the date and time of the Annual Meeting is sent to each member by a mailing to her last known address at least one month before such meeting, or, ensure that the meeting notice is placed in the ANCHORA to meet this requirement. Appoint annually, for housed groups, a standing committee to be known as the house committee whose duties shall be to inspect the chapter house, recommend necessary repairs and report to the board. There shall be a collegiate representative appointed to this committee. Appoint annually a standing committee to be known as the furnishings committee whose duties shall be to have supervision over decorating, furnishings and replacing furnishings. There shall be a collegiate representative appointed to 13

14 this committee. Appoint annually a nominating committee whose duties shall be to nominate and present at the Annual Meeting the names of the candidates for directors to be voted upon at that Annual Meeting. There shall be a collegiate representative appointed to this committee. Ensure that, for groups with employees, the house corporation maintains an employment committee, whose chairman is an elected director of the house corporation board and appointed by the house corporation president. Employment committee membership shall be as follows: committee chairman, the advisory team chairman and one other collegiate member of the house corporation board appointed by collegiate chapter president. The employment committee will hire, train and hold a yearly performance review of the house director. The committee will share recommendations with the house corporation regarding any changes to payroll activity including raises and the addition or deletion of employees prior to the house corporation budget approval. The employment committee will hold a yearly performance review of the house director and share the recommendations with house corporation. Ensure that incorporation renewal forms and fees are completed and returned promptly to the designated state/province agency. Perform such other duties as may be required of her, from time to time, by the board. Perform any and all other functions as may be required of the chief executive officer of a corporation. Is the house corporation hostess for any Fraternity visitors to the chapter. The chapter will have Collegiate Development Consultants visit on an annual basis and may have other Fraternity visitors for other events such as recruitment, National Panhellenic Conference s Something of Value, a Delta Gamma lectureship, etc. The house corporation president should assure that the house is in order and arrange a time to meet with the visitor. If possible, arrange a house tour and provide an update on recent and future projects the house corporation has planned or is planning. We are proud of our Delta Gamma homes and want our visitors to be comfortable when visiting. Ensure that the house corporation roster is updated on e-ops+ at all times. House Corporation Treasurer Responsibilities Keep adequate and correct accounts of the business transactions of the corporation including accounts of its assets, liabilities, receipts, disbursements, gains and losses, if any, and all of the special trust funds handled by or in the name of the corporation.* Present a written statement of the financial condition of the corporation at the Annual Meeting and any other meeting of the members at which directors or trustees are to be elected. Keep record of all monies, bonds, notes and similar property belonging to the corporation and disburse the same as directed by the board.* Ensure that proper insurance is in effect against loss of corporation assets in 14

15 accordance with Fraternity policies or specific instructions.* Collect and record all monies due to the corporation, i.e., chapter obligation, house corporation fees and facility rent.* File Form 990 with the IRS annually.* File, if applicable, Forms 940 and 941 quarterly with the IRS and distribute Forms W-2 to employees. File Form W-3 annually.* File, if applicable, required state and local payroll taxes, prepare form 1099 for contract employees earning $600 or more in one year, i.e., gardener, maintenance, etc.* Ensure that at the close of each fiscal year, an audit or review of the financial records of the corporation is prepared.* Acknowledge or attest with the president: bonds, mortgages, contracts and notes executed by the corporation as directed by the board. Turn all property of the corporation over to successor or the president of the corporation upon expiration of term of office. Maintain, control and record all other financial matters of the corporation.* Execute all items pertaining to treasurer as listed on the annual House Corporation Calendar (president and treasurer) in the time frame dictated. Prepare an annual budget. Note the amount of income needed from the chapter to cover all known expenses of the house corporation: debt retirement payments, all payroll expenses, including wages, payroll taxes and cost of payroll preparation, insurance, taxes, general maintenance, etc. (use budget form as provided by the Fraternity Housing Corporation). Present to board and collegiate chapter. Send copy of approved budget to Executive Offices for review and approval by the Regional Housing Specialist. Pay all bills incurred by the corporation in a timely manner.* Deposit all income in a timely manner.* Bill the collegiate chapter as soon as monies are due. Execute Annual Agreement with collegiate chapter. Notify Fraternity Housing Corporation of any invoices which should be billed back to the chapter for repair of damage beyond normal wear and tear of the facility. The house corporation may not fine the collegiate chapter but may recover actual costs associated with repairing damaging, excessive cleaning or replacement of lost house corporation property. Meet with new members and reviews house corporation finances. Function under the confines of the approved budget providing for a safe margin of profit. The annual budget should generate a 10 percent contribution to reserves each year. *These items are completed by the Fraternity Housing Corporation staff Committees The house corporation board may be assisted by chairmen and/or committees appointed by the board for special projects such as rebuilding, remodeling or redecorating. Committees may be appointed for a special project or for a specific period of time. All 15

16 committees shall include both alumnae and collegians. House Committee Inspects the chapter house, recommends necessary repairs and reports to the board annually on needs of the chapter and chapter house regarding housing. There shall be a collegiate representative appointed to this committee. Furnishings Committee For housed groups, works with the house director on repairs, cleaning and replacement of furniture, and on the redecorating and cleaning of the house during the summer. The house corporation should state clearly in its minutes the goals and objectives of the committee so that both the committee members and the board understand them fully. Collegiate representatives should be included on this committee. Capital Fundraising Committee The members of this committee need not live in the college community. Because appeals for funds are normally made by mail, a group of alumnae living in a community distant from the chapter house may perform this function. Note: Only house corporations which have an IRS designation of 501(C)7 may fundraise. House Corporation Employment Committee The house corporation president shall appoint as chairman of the employment committee an elected director of the house corporation board and appointed by the house corporation president. Employment committee membership shall be as follows: committee chairman, the advisory team chairman and one other collegiate member of the house corporation board appointed by collegiate chapter president. The employment committee will hire, train and hold a yearly performance review of the house director. The committee will share recommendations with the house corporation regarding any changes to payroll activity including raises and the addition or deletion of employees prior to the house corporation budget approval. Nominating Committee Appointed annually by the house corporation president and whose duties shall be to nominate and present at the Annual Meeting the names of the candidates for directors to be voted upon at that Annual Meeting. There shall be a collegiate representative appointed to this committee. Interior/Architectural Committee Shall be appointed when redecorating is apparent. It is composed equally of alumnae and collegians. Suggested collegiate representation is as follows: one representative from 16

17 each class or members elected by the chapter. The Collegiate Chapter In most cases the school and the campus Panhellenic make the decision as to the type of housing sororities will have, i.e., houses, suites, lodges, apartments or meeting rooms. Housing should be similar for all groups. Collegiate Chapter Responsibilities Pay all costs for repair of damages due to carelessness on the part of chapter members or guests. Pay for all plumbing repairs when actions of chapter members or guests have caused the problem. Purchase all disposable supplies (paper supplies, trash bags, food, etc) for the use of the chapter. Pay all utility bills, including the phone bill. Maintain the online agreements signed through GreekBill. Each member who lives in Delta Gamma housing must sign a room agreement. Chapters should use the current Room Agreement and Secondary Room Agreement (if applicable). Chapter President and Chapter Vice President: Finance Responsibilities Participate in house corporation board meetings. Ensure that the rent is paid promptly when due according to the Annual Agreement. Send to Fraternity Housing Corporation all house corporation fees promptly after collection and include a list of the names of those pledged or newly initiated and the amount of payment for each. The house corporation should receive the total amount of house corporation fees paid to the chapter. Pay the entire amount of chapter obligation to the house corporation according to the Annual Agreement signed between the chapter and house corporation. Remind the chapter members that house corporation funds are always used to benefit chapter life. Take suggestions from the chapter to the house corporation board meetings pertaining to improvement or maintenance of the housing. Ensure that all housing agreements are signed on GreekBill by the specified due date in the bylaws and standing rules. Director of House Management Responsibilities Formulate and review, with input from the house corporation, the house rules section of the chapter standing rules once a year and reviews with the chapter and 17

18 informs members of policies. Plan all room assignments. Encourage all officers to live in the chapter house. Holds house meetings on a regular basis or as necessary. The director of house management acts as chairman at all house meetings. Hold a special meeting with new women who have moved into the house for the first time, explaining the operation of the house and the rules governing those who live in it. Discuss house rules with members not living in the house. See that a list of house rules is posted in each room or is in each member's notebook. Is familiar with university rules and regulations concerning women s housing. Consult with the chapter operations adviser early in the year and frequently during the year. Know the university policy regarding the person responsible for enforcing the university rules and the procedures for handling violations of these rules within the house. Hold the required fire drills in October, January and April. Attempt to create an atmosphere of courtesy and hospitality within the house among members as well as toward guests. Is responsible for seeing that overnight guests are provided for, that they are shown courtesy and consideration, that they meet the house director and president, and that the house rules are explained to them. Is familiar with the procedures involved in a visit by a Collegiate Development Consultant or other Fraternity officers. Works with the president and vice president: social standards in making arrangements for such visits. Check all rooms for neatness and order and issues fines accordingly with the bylaws and standing rules. Meet with the house director on a regular basis or as needed to discuss items needing attention and report back to the house corporation if their assistance is required. Assist in distributing and collecting keys (including but not limited to fobs, swipe cards, etc. Joint Responsibilities of the Chapter and Advisory Team Working together, the collegiate chapter and its advisory team have the following duties: See that house rules are written to facilitate the handling of requests from the house corporation regarding care, repair and maintenance of the chapter housing. See that monies designated for the house corporation are separated from chapter funds in the chapter budget. See that Fraternity housing policies are in effect. Chapter Operations Adviser Responsibilities Attend monthly advisory team meetings, officer transition, meetings with house 18

19 director and director of house management and Panhellenic functions concerning housing Approve standing rules concerning the live-in/live-out policy and additional house rules. Ensure that a satisfactory division of responsibilities for the care of chapter housing is established and understood by all involved (director of house management, house director, house corporation board and advisory team). These responsibilities are recorded in the Annual Agreement. Encourage the director of house management to have regular house meetings. Ensure director of house management and house director make appropriate requests for employees' salaries and food. Ensure that requests for finances are adequate to keep the housing in good repair and attractive condition (beyond the responsibility of the house corporation). Assist director of house management in serving as a liaison between the chapter and the house director. Assist director of house management and house corporation with orientation of a new house director. Encourage officers to attend house corporation board meetings as an ex-officio member. Ensure that the Annual Agreement between the house corporation and the chapter is executed annually. Encourage director of house management to advise house corporation board of any necessary major alterations or repairs. Encourage director of house management to advise house director and house corporation board of repair and cleaning needs. Ensure that room contracts are executed each spring and the housing is filled to capacity. Assist officers in formulating standing rules for housing facilities and group living conditions. Ensure the appropriate officers report all violations of house standing rules to the chapter Honor Board. See that Fraternity visitors are comfortably and graciously housed and fed. Assist director of house management with inventories taken at the beginning or end of the school year. Ensure the provisions of the male visitation waiver are incorporated into chapter standing rules. See that officers inform members who live outside the house of the house rules. These should be included in chapter and new member notebooks 19

20 Summary of Annual Procedures for All House Corporations Annual Agreement Every house corporation must have a written agreement between the chapter and the house corporation describing financial and other responsibilities of both parties. This should be completed in the spring for the coming academic year. The housing situation determines which Annual Agreement form is to be utilized. These forms are provided by the Office of Housing. If circumstances warrant, an Annual Agreement may be amended with the consensus of the collegiate chapter, the house corporation board, the Regional Housing Specialist and ultimate approval by Fraternity Vice President: Finance. The Annual Agreement no longer contains information about a damage deposit as neither house corporations nor chapters may collect deposits of any kind. The actual cost of repairs beyond normal wear and tear can be billed back to the chapter through the Fraternity Housing Corporation Chapter Receivables procedure. Bylaws Review with house corporation board members. Prepare any amendments for consideration at the Annual Meeting. This should be done once during each convention biennium. Annual Report Every house corporation must complete the Annual Report on e-ops+ by September 1 for the last fiscal year. Budget Prepare and present the budget for the coming fiscal year to the collegiate chapter in the spring. Note the amount of income needed from the chapter to cover all known expenses of the house corporation, debt retirement, rent to landlord, insurance, taxes, general maintenance, accounting, all payroll expenses including wages, payroll taxes and cost of payroll preparation. All house corporations must maintain a capital reserve fund, the amount of which is calculated by tabulating six months operating income and six months of any principal loan payments. If circumstances warrant, a budget may be amended with the approval of the collegiate chapter, the house corporation board and the Regional Housing Specialist. In the fall, invite the chapter to develop a "wish list" of ideas for the house corporation to consider. Meet with the collegiate chapter in the fall to report expenditures made during the summer. New Member Meeting A house corporation representative should meet with the new members to discuss the operation of the house corporation. Many times new members wish to give a gift to the house corporation. That gift should be in the form of a cash donation unless authorized 20

21 by the corporation furnishings committee. Sample program for a new member meeting for a chapter with housing We re here to talk with you about your house corporation. Let me introduce myself and the others here with me. (Make introductions of all house corporation officers present.) What is a house corporation? It s a separate corporation formed according to the Delta Gamma Fraternity Constitution to provide the chapter with a suitable social environment. Now, what exactly is a suitable social environment? In our case at chapter, it means that we provide the chapter, not the individual members, with a (house/suite/chapter room/mini warehouse) through an Annual Agreement. It is our responsibility to maintain the facilities. In order to do that, we have a house corporation board, consisting of alumnae members such as myself and (insert other members present and not present) and ex-officio voting members who are the chapter president, vice president: finance and director of house management. The board also includes the advisory team chairman (advisory team chairman) and the alumnae group president as ex-officio voting members as well. Since this is a corporation, we have shareholders, or members, as we call them. Once you ve paid your house corporation fee of (insert amount for your group) during this first year of membership, you will become a full member of the house corporation and can attend any meeting of the board (if requested by you to the board in advance) and the entire membership is invited at the Annual Meeting which we hold in (insert month). In order to work with the chapter to be sure our facility is up to date and competitive with other groups on campus, we ask each fall for a wish list from the chapter of things they may need or want for the (house/suite/chapter room/mini warehouse). We do our best to make those things happen within the constraints of the budget and need for others items. Sometimes we have to put off the fun things for more basic chapter housing needs such as (insert new heat/cooling systems or other safety equipment). The chapter s liability insurance, the insurance coverage for your events, is paid through the house corporation as well. So this, along with the costs of operating the facility (add employees if your house corporation has them) are included in the house corporation budget and billed to the chapter through the Annual Agreement. It is paid by the individual members as resident rent and/or chapter obligation. Also, we are planning ahead for our (insert new house, expansion, remodel,100th anniversary, whatever may be pertinent to your group that the new members should know about). Just know that we have your best interest in mind at all times! Any questions? 21

22 Sample program for a new member meeting for a chapter with no housing We re here to talk with you about your house corporation. Let me introduce myself and the others here with me. (Make introductions of all house corporation officers present) What is a house corporation? It s a separate corporation formed according to the Delta Gamma Fraternity Constitution to provide the chapter with a suitable social environment. Now, what exactly is a suitable social environment? In our case at chapter, it means that we pay the chapter s liability insurance so that the social events that you have are covered. We can also help out on occasion with other things that might be social in nature such as provide (insert tent for Bid Day, Founders Day, etc., or whatever your house corporation does for the chapter). In order to do that, we have a house corporation board, consisting of alumnae members such as myself and (insert those members present and not present) and ex-officio voting board members who are the chapter president, vice president: finance and director of house management. The board also includes the advisory team chairman (advisory team chairman) and the alumnae group president as ex-officio voting members. Since this is a corporation, we have shareholders, or members, as we call them. Once you ve paid your house corporation fee of (insert amount for your group) during this first year of membership, you will become a full member of the house corporation and can attend any meeting of the board (if requested by your in advance to attend) and the entire membership is invited at the Annual Meeting which we hold in (insert month). The chapter s liability insurance, the insurance coverage for your events, is paid through the house corporation as well. So this, along with the costs of operating the facility, are included in the house corporation budget and billed to the chapter through the Annual Agreement. It is paid by the individual members as chapter obligation. Also, we are planning ahead for our (insert 100th anniversary, whatever may be pertinent to your group that the new members should know about). Just know that we have your best interest in mind at all times! Any questions? 22

23 House Corporation Board Meetings Plan at least four meetings annually for housed groups and two for unhoused groups, with the collegiate president, collegiate vice president: finance, collegiate director of house management, advisory team chairman and local alumnae president in attendance as voting members. Annual House Corporation Meeting Schedule an Annual House Corporation Meeting, in accordance with the bylaws, for the entire membership of the house corporation on or around the collegiate chapter s Founders Day. If not possible, the meeting should at least be in the spring semester/quarter of the collegiate chapter s academic year to enable the entire collegiate chapter membership to attend. Send a notice to the ANCHORA by the appropriate deadline in order to comply with the bylaw requirement to notify all members of the Annual Meeting. Minutes Upload minutes of house corporation meeting and Annual Meeting minutes to e-ops+. Regional Housing Specialist Maintain regular communication with your Regional Housing Specialist. Respond to her requests and connect with her with questions and/or problems of any kind. She is the liaison between the house corporation, the Director: Housing Development, the Director: Housing Resources and the Office of Housing. 23