1. House Association Basics
Providing the Building Blocks for Your Chapter

2. Today’s Blueprint Overview Responsibilities Members Board of Directors
Meetings
Finances & Fundraising
Reporting
Insurance
Recognition
Fraternity Support

3. 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

4. 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.

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

6. 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.

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

8. 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

9. 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

10. 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
Transfer collegiate chapter surplus funds to the house association as outlined in the collegiate chapter Bylaws

11. 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
Secure approval from Board of Directors prior to spending any funds on the facility
FILL THE HOUSE

12. 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

13. 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

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
If few alumnae in the area, then this position can be held by the Finance Advisor*
Vice President (optional)
Treasurer
If few alumnae in the area, then this position can be held by the Chapter Advisor*
Secretary
Elected for 2-year terms, alternating years
Members-At-Large
Number determined by bylaws
*House Association funds MUST be held at IHQ in this situation.

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

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

22. 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

23. 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

24. House Association Income

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

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

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

28. Unincorporated HA – Funds held locally
IHQ staff send invoice for property insurance to HA
HA Treasurer delivers banking information to FA for chapter’s 990
Submit request to House Associations Specialist for expenditure over $1000

29. 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

30. Fund Raising
Must be conducted by the collegiate or alumnae chapter who receive income and make a gift to the house association.
May solicit among own alumnae but not solicit other chapters, clubs, or members without International Council approval
May not receive non-member income
Donations are not tax deductible
All fund raising plans must be approved by DHA

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

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

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

34. Fraternity Support

35. 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

36. Questions?