1. Operate Like A Business
- Alumni Leadership
- Alumni and Parent Relations programs in place
- Recruit leaders who possess a passion for the chapter
- Follow a specific plan for volunteer identification, recruitment, training, and recognition
- Identify 2-3 core leaders and surround them with others
- Invest in education
- Identify those with a “thick skin”
- Ensure that everyone is having fun and is recognized
- Reporting
- Incorporate
- File annual report
- File other tax reports
- Property Management
- Establish a budget
- Decide if professional and/or volunteer management is needed for: chapter finances, alumni chapter and house corporation finances and property maintenance
- Ensure that a professional or volunteer makes inspections weekly
- Ensure that the house corporation property manager and undergraduate house manager speak weekly
- Meet with the chapter as a whole at the beginning of each semester
- Utilize an online maintenance form
- Follow move-in and move-out procedures
- Enlist a Resident Advisor, if possible
- Implement a 5-Year Master Plan
- Budget and ensure you complete maintenance every holiday and/or summer
- Hold the chapter accountable for cleanliness and damage
- Use security cameras (it’s controversial, but it works)
- Master Lease and House Rules
- Ensure that you post and distribute rules for use of the house
- Follow a master lease that includes fees, rules, etc.
- Require the chapter to use housing/member contracts rules need to be posted in the lobby, in members’ rooms, on the website, emailed to members and parents, and attached to member leases
- Discuss with the chapter each semester
- Meet on a Quarterly Basis
- Set annual meeting schedule and promote via email, newsletter, and website
- Conduct meetings in different markets (top 2-4 markets where your alumni live)
- Invite alumni and parents in the market you are meeting to a reception (this will cultivate them and possibly identify new volunteers)
- Recruit New Volunteers Every Few Years
- Identify sharp undergraduate leaders who are graduating and recruit them to your board
- Establish a volunteer recruitment committee focused on recruiting a few more volunteers
- Conduct an interest/involvement survey
- Follow One- and Five-Year Master Plans and Budget
- Involve advisors, house corporation members, parents and undergraduates in developing and updating 1-Year and 5-Year plans every year
- Produce an annual budget
- Focus on alumni/parent relations, finances, fundraising, land, facility, and volunteers
- Resources On Your Website
- Everything you do should go on the website (public and private areas)
- Educate all alumni and undergraduate leaders on where resources are
- Review and update annually
- Beat Your Competition
- Your philosophy must be: “How can we remain competitive not just today, but 10-15 years from now?”
- What can you provide that is better than apartments, dorms and other fraternity facilities?
- Open Communication
- Stay involved with University house corporation committees and your national house corporation, if available or appropriate
- House Corporation officers communicate with each other regularly
- House manager and property manager communicate weekly
- Require the chapter to provide monthly accounting reports to the board
- House Corporation update email to all board members monthly and all alumni and parents annually
- House Corporation meets at least quarterly
- Every term or quarterly meeting with entire chapter and officers
- Have Fun!
- Volunteers join to be around others they enjoy – remember that
2. Execute Master and Individual Leases
- Officers sign for chapter use each year in March/April (house rules attached)
- Chapter secures signed leases by all members (renters, meal plan, and dues)
3. Research, Charge Market Rents & Collect It
- Research rent fees on apartments, houses, dorms and other fraternities every 1-2 years
- Ensure that the chapter understands why you have set rent at the level you have
- Set the rent and collect 100% (use professionals as needed)
- Bill up-front and provide a discount and, for those who cannot pay in-full, use payment plans
4. Establish A Maintenance Reserve Fund
- Budget to put away no less than 5-10% of your annual revenues
- Complete a Life-Use Assessment of your facility to help set an appropriate budget
- Consider adding an undergraduate building fee
5. Reduce The Debt and Fundraise
- Do not let your debt get out of control
- Rule of thumb for long-term debt is no more than $5,000 to $10,000 per bed
- Conduct an annual fundraising drives, soliciting donations from alumni and parents
- Complete a major fundraising campaign every 20-25 years
6. Fill The House
- Do whatever it takes to keep the facility at least 90% full
- Have the chapter incorporate a point system for move-in and move-out priority
7. Develop A Sense of “Ownership” In The Undergraduates
- Invite chapter officers to attend all board meetings
- Recruit officers to help the House Corporation set the rent and rules
- Have fun with the undergraduates with an annual meeting trip