To better serve your role as Chapter House Manager, this document is to serve as a guide for you along the way. Look to this for any questions you may have, if there is not an answer to your question simply refer to your chapters Chapter Services Consultant for an answer.
Job Description
Operate the chapter house in accordance with all local, state, and federal laws, University regulations, and the guidelines set forth by Phi Kappa Tau’s Risk Management Policy.
Assist in collection of rent and parlor fees. Additionally, ensure that all rent is paid in full and on-time.
Submit to chapter advisor, Board of Governors, House Corporation all suggestions, complaints, or general comments concerning the fraternity property or its affairs.
Tips For Success
•Learn About your Role. Take the time to review this manual. This will allow you to have a clear understanding of the role and what you will be working on during the year.
•Plan Ahead. Failing to stay organized and not planning ahead is the biggest cause for challenges. Take the time to review the “Semester To-Do List” items in your manual and map out what you need to accomplish your goals for the semester. This will allow you to be successful in your role while creating different levels of change within your chapter.
•Ask for help. Reach out to your BOG, Chapter Services Consultant, and past officers if you are struggling. Being a chapter officer is hard work and you are not expected to do it alone. Utilize this manual as a resource but if you need additional support, do not be afraid to reach out for help.
•Form a Committee. Your role requires a lot of time, a committee can be a useful tool to help you manage your workload and complete tasks.
•Model the Way. Holding a position in your chapter means you are a role model for your chapter brothers. You are expected to model the way for your brothers and they will mirror the behavior you model. At times, you must make difficult decisions that might not be popular. Serving in this role means your brothers have trusted you to make those decisions for the chapter. Do not be afraid to make the hard decisions and to challenge your brothers to be better.
•Set Expectations. As a leader, make sure your chapter has very clear expectations for membership. This will allow your chapter to thrive and allow you to be able to better support your brothers who are not meeting these expectations.
Officer Specific information
It is important to keep the Housing Corporation & other advisors in the loop when it comes to repairs, complaints, issues regarding members’ rooms and the common areas.
Term To-Do List
Prior to the Semester Starting
Meet with Outgoing Officer
Attend first Exec meeting with New members.
Introduce self to Housing Corporation (if applicable)
Update name on accounts (if applicable)
January
Perform a house walk-through to ensure that the house is ready for tenants to return following the winter break. Report any issues to advisors and House Corporation.
February
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
March
Develop a plan for tenants leaving on spring break.
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
April
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
Go through room assignments for the following semester and update accordingly.
May
Make sure the house is ready for the summer months & potential vacancy over the summer. (See Vacationing and Winterizing for tips)
Summer
Have someone staying on (or near) campus perform a house walk-through and room check. Report any issues to advisors and House Corporation.
If doing renovations to the house, do the renovations during the Summer.
August
Go through the Fall Housing Checklist to make sure the house is ready for members to move into the house.
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
Assist members moving into the Fraternity house.
September
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
October
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
November
Go through the Winter Housing Checklist to make sure the house is ready for the colder months.
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
Assist in organizing Risk Management Presentation: Fire Prevention (Due November 15th)
December
Perform a house walk-through and room check. Report any issues to advisors and House Corporation.
Assist in members moving out of the house for the winter break.
Make sure that the house is secure for the break. (See house closing tips for additional help)
The Borradaile Challenge is the fundamental way that chapters have their performance evaluated over the course of a calendar year. Encapsulating 10 categories, chapters can fall into one of three standings for each: Meets Expectations, Exceeds Expectations, or Outstanding.
You can access more information on the Borradaile Challenge here: àhttps://www.phikappatau.org/borradailechallenge
Tips for Vacations and Winterizing
Property damage can occur during vacation periods.
· Be aware of the potential for claims resulting from extreme weather and plan accordingly.
Shut off the domestic water supply.
· This should be done especially during cold weather vacations if the house will be unoccupied.
Maintain heat.
· Have your computer property checked periodically during all vacation periods.
Have furnace and heating systems checked professionally.
· Check for proper operation, automatic shutoff and proper venting.
Store combustibles away from heating or furnace areas.
· These areas should be checked and cleaned regularly.
Use wood-burning fireplaces with extreme care.
· Have the chimney cleaned periodically.
· Do not use flammable liquids to start the fire.
· Keep the fireplaces enclosed when in use.
· Keep combustibles clear of the hearth.
Use extreme caution with portable heaters.
· Use only U.L.-approved heaters.
· Keep these heaters away from combustibles.
· Fill units outside and the building.
· Never fill while the unit is in operation or still hot.
· Do not smoke during refilling.
· Maintain ventilation by opening a door or window.
· Store flammable refill material clearly marked in a cool, dry place.
The Housing Corporation and Chapter Relationship
Relationship Building between the Chapter & House Corporation
Sometimes the relationship between the chapter and the house corporation becomes strained. Many times, the chapter views the house corporation as a man or a group of men who only come around to get money. Often, the house corporation views the chapter as a bunch of kids always late on their rent who constantly trash the house. Both sides may have valid points, but the relationship does not need to be adversarial. Adopting some of the practices below could help improve the relationship and result in both sides managing their housing responsibilities more efficiently.
Top Three Relationship Building Practices:
1. Have a Written Lease Between the Chapter & House Corporation. A simple first step is to have a written lease between the chapter and the house corporation which avoids having chapter members renting individually from the house corporation. It is more efficient to have the chapter rent directly from the house corporation at a flat annual rate (i.e. does not fluctuate with actual occupancy). In this system, the Chapter Treasurer or Chapter House Manager collects all the rent and one check is written by the chapter payable to the house corporation for the entire amount. Additionally, this lease should also include an operating agreement that explains which party is responsible for what type of repairs.
2. Maintain Consistent Communication. Many problems between house corporations and chapters result from poor communication.
The following are some simple steps that will improve the communication between the two groups:
Have the Chapter House Manager sit on the house corporation board with a full vote. This will allow both sides to air any complaints and hopefully foster a greater understanding of the problems each side faces.
Have a house corporation representative conduct a house management presentation with every associate class to improve the education of chapter members on the role of the house corporation and the general expectation of tenants living in the chapter house.
Have a house corporation officer attend at least one-chapter meeting per school term to answer questions and update the chapter on the operations of the house corporation.
Have the house corporation board of directors meet with the new chapter officers soon after the election. The lease could then be signed and discussed with the new officers and the long-term plans of the house corporation could be reviewed.
3. Build Reserves & Keep "Open Books". Mistakenly, some house corporations do not disclose their financial statements to the chapter because they are concerned that the chapter will not understand the corporation’s need to make a profit and build adequate financial reserves. Chapters must understand that well-managed house corporations do make profits that go into reserves for future housing needs. The greatest housing problem the fraternity system faces today is that too many house corporations are not charging a market rental rate that will enable the house corporation to build financial reserves. It is encouraged that all financial statements be disclosed and explained to the chapter. This helps avoid mistrust that is created by keeping this information secret.
Who is Usually Responsible for What?
HOUSE CORPORATION
• Loan Payments
• Property Insurance (excluding liability)
• Property Taxes
• Reserves for the Future
• Roof, Mechanical & Structural Repairs
• Long-term Competitive Housing for Chapter
CHAPTER
• Utilities
• Cleaning
• Repairs
• Building Maintenance
• Yard Maintenance
• Collecting Rent
• Leasing Rooms
• Paying the House Corporation