Providing the Building Blocks for Your Chapter

House Association Basics Providing the Building Blocks for your Chapter

Overview The purpose of this program is to educate non-House Association volunteers on the basic functions of House Associations and provide additional guidance on things such as fundraising, finances, and awards.

Intended Learning Outcomes • To understand the basics of Incorporated and Unincorporated House Associations • To learn how the collegiate chapter and House Association work together • To review the basic financial aspects of House Associations • To understand Alpha Gamma Delta’s fundraising guidelines. • To learn what awards are presented to House Associations.

Timeline – 60 minutes TOTAL for the program 2 minutes – Introduction and goals of the program 5 minutes – Purpose of House Associations (HA) 7 minutes – HA and chapter responsibilities 3 minutes – Lease agreements with the chapter and the University 7 minutes – Members and Board of Directors (BoD) 7 minutes – Meetings (BoD, Annual, Committees) 5 minutes – Financial aspects of the HA 5 minutes – Fundraising 5 minutes – Annual Reporting 4 minutes – Insurance 5 minutes – House Association awards

Presented at the Volunteer Leadership Conference 2007 1 5 minutes – Questions

Materials • Power Point presentation entitled “Volunteer Leadership Conference HA 101” • “IHA Reporting Calendar 2007” handout • “UHA Reporting Calendar 2007” handout

Facilitator Instructions This program provides you with the tools necessary to perform an educational program to meet the purpose(s) stated above. All of the information is written and organized in a manner that is intended to generate the desired outcome. Please do not skip any components of this program. Items in italics are instructional steps to prompt the presenter. Roman numerals indicate slides or groups of slides; letters indicate information on the slides.

Presentation I. Introduction of presenter, show of hands by position or participants (Chapter Advisor, Finance Advisor, Recruitment Advisor, other VST). II. Review agenda for presentation. III. Did you know? ALL Alpha Gamma Delta collegiate chapters are to have a House Association because all Alpha Gamma Delta chapters have at least some sort of property. The property could be as complex as a house or as simple as ritual items that must be stored. IV. Discuss the two main purposes of House Associations. Click through the slide to display the two items. Discuss one at a time. A. To provide a safe and secure living and/or meeting area for the chapter members. B. To protect the assets of the Fraternity and to fulfill its fiduciary responsibilities. V. Mention various types of housing used by Alpha Gamma Delta chapters. VI. Outline the main differences between an Incorporated and Unincorporated House Association. VII. Review the documents of Alpha Gamma Delta HA’s Presented at the Volunteer Leadership Conference 2007 2 A. Incorporated HAs require Articles of Incorporation (defines the corporation) and Bylaws (defines the operation) B. Unincorporated HAs require Articles of Association (defines the group) and Bylaws (defines the operations) VIII. Review the basic responsibilities of House Associations. There are two slides that cover this topic. Click through slide to display information. IX. Discuss and review the collegiate chapter responsibilities as they relate to the House Association (2 slides). There are two slides that cover this topic. Click through slide to display information. Pay specific attention to filling the house and reiterate that it is the chapter’s responsibility to fill the house, NOT the HA. X. Lease Agreements – Chapter to HA. Click to move through information on screen. Three bullet points in all. XI. Lease Agreements – HA to University. Click to move through information on screen. Two bullet points in all. A. Discuss relationship statements B. All lease agreements with universities must be reviewed prior to being signed. XII. Discuss the three classifications of members A. Alumnae of the chapter in good standing B. Collegiate members that have paid their Property Support Payments C. Affiliated alumnae 1. Bylaws state how members of other chapters become members of the HA. Usually a fee of $1-$5 is involved. XIII. Review relationship of HA with other groups A. Collegiate chapter – previously discussed B. Executive Council – Duties are distinctly different from HA. EC has discipline authority; HA does not. Hiring/firing the resident supervisor, check in/out for school year, withholding money from damage deposits. C. House Associations Committee – Provides assistance to the HA for purchasing property and in managing chapter property.

Presented at the Volunteer Leadership Conference 2007 3 D. Resident Supervisor – No contractual obligation to the HA, however her knowledge of the day-to-day details of the house are extremely important. E. College / University – depends on facility. Facility owned by university, direct communication of issues from HA. Facility not owned by university, cordial communication in place. F. Other NPC Groups on campus – sharing of information, housing agreements on some campuses. XIV. Review members of the Board of Directors (BoD). Click through slide after discussing each level. There are three levels in total. A. Elected alumnae B. Chapter advisor, Property Advisor, Collegiate President, Property Coordinator C. Finance Advisor, VPF. 1. Discuss why these two positions do not have vote. Fraternity allows one person to only be responsible for the financial duties of one group at a time. Since the FA and VPF are responsible for the chapter’s finances, they cannot also be responsible (i.e. vote) on HA matters. They are to keep the HA informed of the chapter’s financial status. XV. Discuss the HA officers A. Elected for 2-year alternating term XVI. Review the role of the BoD. XVII. Review the BoD meetings (2 slides). XVIII. Review the HA committees A. Nominating & Bylaws – responsible for putting together list of interested alumnae for elections and initiating the review of bylaws. President is NOT a member of this committee B. Decorating & Maintenance committees must have at least one collegian on the committee. President is ex-officio member of these committees. C. Other committees as necessary. XIX. House Association annual meeting discussion (2 slides) A. Note that it is a required event for collegians XX. HA Income Pie Chart Presented at the Volunteer Leadership Conference 2007 4 A. Discuss generic income pie chart XXI. Unincorporated House Association Income A. Funds held at IHQ (2 slides). Click through information one at a time discussing each item. 1. CA and FA can be HAT and HAP when funds are not held locally. 2. Review procedures for funds on next two slides. Note how the insurance is paid. B. Funds held locally (2 slides) Click through information one at a time discussing each item. 1. CA and FA CANNOT be the HA officers when funds are held locally because of conflicting financial responsibility. 2. Review procedures for funds on next two slides. Note how the insurance is paid. XXII. Fraternity housing policy A. HA must obtain approval before doing anything major XXIII. Fundraising Guidelines A. Discuss each item on slide individually. XXIV. Annual Reporting Requirements A. Pass out “Reporting Calendar” handout for participants B. Review each row and discuss deadlines XXV. Insurance A. Review each type of insurance listed B. Property Insurance – covers building and HA-owned contents. Does NOT cover resident belongings. C. Liability Insurance – paid for by chapter and covers basic liability of members (socials, meetings, etc.), including the House Association. D. Boiler Insurance – Specific losses due to mechanical breakdown, electrical injury and steam explosion of boilers or other pressurized vessels is not covered under the property policies. HAs with this type of equipment need to have separate coverage. E. Builder’s Risk Insurance – May be required for large (>$25,000) remodeling/construction projects. This coverage Presented at the Volunteer Leadership Conference 2007 5 is not included as part of the regular property policy. Contact insurance company for questions on this insurance. F. Fidelity Bonding – Bond program encompasses all HAs and collegiate chapters. Coverage provided to officers, volunteers, and employees (excluding independent contractors). Fraternity policy requires two signatures on checks – HAP and HAT. XXVI. Recognition A. Five Star Program 1. Discuss how HAs have a Five Star Award just like the collegiate chapters. Mention the criteria: a) Turning in annual reports on time, b) Paying property insurance bill on time, c) Submitting Five Year Plan, Inventory, and Archives report on time, d) Holding meetings and giving appropriate notices, e) Presenting a relationship program and a fire safety program to the chapter annually. B. Emily Butterfield House Association Award 1. Award presented at Convention 2. Must be a five star HA to be considered 3. Other criteria include how well the HA works with the chapter and with the HA Committee.

XXVII. Review the new VST structure as it relates to HAs A. Province Director is the first point of contact for chapter’s questions about housing B. HAS is the first point of contact for the HA’s questions about housing. XXVIII. Keys to a successful House Association A. Discuss the text as well as work to relate this information to how the HA interacts with the chapter. Remind participants that without a collegiate chapter, there is no House Association. XXIX. Questions. Presented at the Volunteer Leadership Conference 2007 6 Facilitation Questions [Covered in ‘Presentation’ section above.]

Conclusion/Wrap-Up Does anyone have any additional questions over the material covered?

This program was intended for you to learn the basics of Alpha Gamma Delta House Associations. Please remember that all of the HA manuals and reports are available on the Alpha Gamma Delta website, and that the deadline for the annual reports is fast approaching. If you have any questions, please feel free to ask. I enjoyed our time here today, and I thank you for letting me present this information to you.

Presented at the Volunteer Leadership Conference 2007 7