1. Balancing the Scales Presenters:Erin Boyce Mandy Craig

2. National Volunteer Housing Team Barb Bridges Director of Housing Cassie Gerhardt Volunteer Director of Housing Michelle Merrick Lead Specialist Property Sustainability Erin Boyce Lead Specialist Board Operations & Property Oversight Lindsay Vise Lead Specialist Fundraising & Marketing Specialists: Sharon Renfro Carrie Salter Ucer Specialists: Britain Dwyre Joan Lutz Sarah Nolan Kimberly Riley Jill Stroope Fundraising Specialists: Anna Clovis Williamette (Willy) Shafer Marketing Specialist: Catherine (Katie) Griffin

3. In the beginning… Articles of Incorporation – Created by founding members – Primary rules – Necessary as a business entity Register as a business entity – Forms located on each state’s Secretary of State website – May need to pay a fee – Complete business entity report annually

4. By-laws Review and revise annually Establish the framework of the organization Templates available on the website under Housing – 501-(c)7 – 501-(c)2 Board votes to amend by-laws – Aligned with the Articles of Incorporation

5. Annual Governance Checklist Are you in good standing with the state? (filed business entity report) Have you reviewed your bylaws to ensure they are current to the practices of the board and the requirements of the organization? Have you compared your bylaws to your Articles of Incorporation to ensure that they do not conflict each other? Have you submitted your Report of Election of House Corporation Offices? (Form H17 or H17A) – Due within a week of elections of new officers Have you submitted your annual report? (Form H20-A or H21-A) – Due October 31st Have you submitted your annual budget and capital improvement plans to the housing department at headquarters? (Form H20 or H21) – Due February 1st Have you submitted your monthly meeting minutes to headquarters – Minutes must also be approved by the board and signed by the secretary

6. Robert’s Rules of Order By-laws Article 8 “The rules contained in the current edition of ROBERT’S RULES OF ORDER NEWLY REVISED shall govern in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the House Corporation may adopt.” Order of Business Roll Call Call to Order Chapter Comments Chapter Exec. Board Comments House Director Report Committee Reports – Fundraising – Other Action Items – Minutes – Financial Report President’s Report Discussion Items Information Items Board Comments Adjournment

7. Quorum A quorum must be met at each meeting as determined within by-laws (example: 4 alumnae & 2 collegiate members) Definition: a gathering of the minimal number of members of an organization to conduct business wordnetweb.princeton.edu/perl/webwn wordnetweb.princeton.edu/perl/webwn

8. Board Members Alumnae Members President Vice President Treasurer Secretary Members at Large Chapter Representatives Housing Advisor 2 collegiate members designated by the chapter

9. Roles and Responsibilities Board of Directors (4 – 7 Members) Elect the following officers: President – Chief executive officer – Power to call meetings – Power to execute in the name of the corporation all deeds, bonds, and contracts when authorized by the Board of Directors (when required). – Co-signs all checks and drafts with the Treasurer – Other duties may be assigned Vice President – Performs all duties of the Presidents in case of absence of the President. – Other duties may be assigned Secretary – Creates agenda for monthly meetings – Keeps minutes of all actions of members and of the Board of Directors. – Sends copies of minutes monthly to Headquarters – Brings past minutes and other documents to the meetings for reference as needed. Treasurer – Keeps track of all expenditures, deposits, etc… – Reports expenditures, deposits, balances at monthly meetings – Co-signs all checks and drafts with the President

10. Roles and Responsibilities cont… Collegiate Members (2) – Voice of the chapter on the board Reports concerns of the chapter – items needing repair, questions about moving furniture, decorating, early move-ins/move-outs Votes as chapter voice on action items Brings chapter wish-list to the board – Present information from board meetings at chapter meetings

11. Increasing Alumnae Participation Plan your annual meeting with these suggestions: Combine with a brunch, lunch or dessert on a weekend to follow the annual meeting. This could be combined with a fundraiser or just be a thank you type of event. Shoot for a daytime event, not one after work. Combine with an alumnae meeting - a 2 for 1 special! This would also take care of programming for an alumnae meeting, always a difficulty. Invite a recent graduating class, or 2 or 3, to attend to try to get them involved in working in this capacity. Advertise through local alumnae chapters, Facebook, and Homecoming Facilitating meetings through conference calls or other technology (on- line meetings, etc.)

12. Gaining Collegiate Member Buy-in Communicate – Attend at least 2 chapter meetings annually as a board – Present a report in the fall of past year’s activities, future plans, and budget – Send notes of praise, celebration – Newsletters, emails, phone calls, snail mail Offer Choices – Members create a wish list – Allow chapter committees to choose designs, colors, flooring, etc…for projects Link the present to the future – Share the long term goals of the board and facility Link the past to the present – Incorporate historical documents, pictures and other memorabilia into the facility. Evaluate – Annually evaluate long term goals and projects with collegiate participation – Inspect property on a regular basis for maintenance and repairs. Interact with campus HCBs – Tour other facilities on campus Plan functions together – Homecoming – Parents Weekend

13. Questions?