From Fraternity Management Group

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