Housing Corporation Certification and Recognition Program (HCCRP) House Corporation of Chapter

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1 Housing Corporation Certification and Recognition Program (HCCRP) House Corporation of _Chapter Please return one copy to Alpha Chi Omega headquarters by February 1, Mail: 5939 Castle Creek Parkway North Drive, Indianapolis, IN Fax: (317) , ATTN: Laura Eisler. Please keep one copy for your files. The HCCRP program is intended to promote national adoption of best practices through a rating system that recognizes housing corporations that (1) follow good organizational policies, (2) implement good business strategies, and (3) provide safe attractive living-learning facilities using sound property management practices. The HCCRP follows a comprehensive approach to management by recognizing performance in several key areas. These key areas include: Alumnae Relations Board Governance Campus & Community Relations Chapter Communications Financial Stability Property Performance Risk Management The program rating levels include: Certified (Level I), Silver (Level II), Gold (Level III). To qualify for the Silver (Level II) or Gold (Level III) rating, the house corporation applicant must first qualify for the Certified (Level I) rating in all key areas. To be Certified, all minimum requirements must be met. The following chart identifies the points required for each key area to receive the indicated rating: Key Area Certified Silver Gold (mandatory level for recognition) Alumnae Relations Board Governance Campus & Community Relations 5 9 Chapter Communications 8 20 Financial Stability 6 12 Property Performance 8 16 Risk Management 5 14 This is a self-certified application and is reviewed by Alpha Chi Omega headquarters on a biennial basis. last updated 05/15/2013 page 1 of 20

2 Alumnae Relations I.A. Communications A communication is sent to alumnae. (ex. newsletter, letter, , website posting, etc. This could be in conjunction with or the same as a chapter correspondence or other alumnae correspondence.) How many communications are sent per year? Please describe the contents of the communication(s): (check all that apply) Appeals for financial support (separate from fundraising). Outlines house corporation activities, reviews facility operations, and identifies trends on campus and future requirements. Features stories on alumnae, and highlights from alumnae events. Discusses completed projects and provides pictures. Includes a donor list to acknowledge any gift to a corporation board. Yes No Recognition and appreciation is provided to all volunteers for their time and monetary donations? (ex. thank you note, phone call, website register, etc.) 2 pts Please describe the recognition efforts: 1 pt Total Points Earned: 3 pts possible last updated 05/15/2013 page 2 of 20

3 Alumnae Relations I.B. Events Local alumnae are invited to the annual meeting. Yes No House Corporation hosts alumnae events? 1 pt How many alumnae events are held per year? One 1 pt Two or More 4 pts Please describe the nature of the alumnae events: 1 pt (ex. homecoming, annual meeting, reunion weekend, etc. These events can be hosted in conjunction with the collegiate chapter.) Total Points Earned: 6 pts possible I.C. Fundraising / Donations (Silver/Gold Level Applicable) Yes No A fundraising plan is established? 4 pts Please describe the fundraising plan: 1 pt last updated 05/15/2013 page 3 of 20

4 Alumnae Relations I.C. Fundraising / Donations (Silver/Gold Level Applicable) - Continued Yes No Donors are personally thanked by a member of the board for any gift? (ex. phone call, letter, etc.) 2 pts Yes No Ways of seeking alternate sources of revenue to support expenses are identified? 2 pts Please describe alternate sources of revenue identified: 1 pt Yes No House Corporation cultivates donor prospects for specific projects and presents well thought out proposals for any special project fundraising initiative? 2 pts Please describe the process and one special project fundraising initiative: 1 pts Yes No House Corporation outlines future projects for fundraising and communicates them to alumnae to highlight the plan for the future of the facility? 2 pts Yes No House Corporation annually solicits alumnae? (ex. newsletter, solicitation letter, project oriented asks, , annual meeting, phone call, personal visit, etc.) 2 pts Please describe the annual solicitation(s): 1 pt Total Points Earned: 18 pts possible last updated 05/15/2013 page 4 of 20

5 Alumnae Relations I.D. Website (Silver/Gold Level Applicable) Yes No House Corporation has website or page on the chapter website? 4 pts Please list the website address: 1 pt Please describe the contents of this website: (check all that apply) The names and contacts of the board directors are identified. 2 pts Information is current and updated frequently. 2 pts Discusses completed projects and provides pictures. 2 pts Includes a donor list to acknowledge any gift to a corporation board. 2 pts Total Points Earned: 13 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 40 pts possible Board Governance II.A. Board Meetings Annual house corporation meeting is held. (check all that apply) Meeting is held at the chapter house with quorum. Meeting is held allowing for collegiate participation. Board directors are elected. Roberts Rules of Order are followed during meetings. Yes No Board of Director meetings are held? 2 pts last updated 05/15/2013 page 5 of 20

6 Board Governance II.A. Board Meetings - Continued How many board meetings are held per year? One/Two Three/Four Five or More 1 pt 3 pts 4 pts Total Points Earned: 6 pts possible II.B. Board Composition and Size Total number of board directors. (a minimum of six is required) Number of chapter representatives. (a minimum of two is required) Number of alumnae directors. (a majority representation is required) House Corporation reviews indemnification clause on an annual basis with board of directors. Yes No An active recruitment plan is established for board members? 2 pts Please describe the recruitment plan: 1 pt Total Points Earned: 3 pts possible II.C. Board of Directors Officers Clear roles and responsibilities of each officer position and the executive committee are defined in the bylaws. II.D. Board Committees Meeting agenda and minutes are communicated in a timely manner to board members. last updated 05/15/2013 page 6 of 20

7 Board Governance II.D. Board Committees - Continued Yes No Committees are established to assist the board? 2 pts Please list the types of committees: 1 pt (ex. fundraising, event planning, maintenance, etc.) Yes No Committee meetings are held (as part of a board meeting or separate)? 4 pts Yes No Committee reports are given at each board meeting? 2 pts Total Points Earned: 9 pts possible II.E. Annual Plan of Work The following are filed with Alpha Chi Omega headquarters: Articles of Incorporation and Amendments last revision date: Business Entity Report (Certificate of Good Standing with the State) last revision date: Non-Profit Application Documentation (IRS Determination Letter) last revision date: House Corporation Bylaws (Following Form H19 or H19-A) last revision date: Report of Election of Officers (Form H17) last revision date: Meeting minutes for each meeting held by the LHC last updated 05/15/2013 page 7 of 20

8 Board Governance II.E. Annual Plan of Work - Continued Yes No An Annual Plan of Work is developed? 2 pts Yes No Goals and outcome measures for the fiscal year are established? 1 pt Yes No Completion dates for each goal and measure are established? 1 pt Yes No Each goal and measure identifies person responsible for oversight? 1 pt Yes No The plan is tied to the approved budget? 1 pt Please list some of the goals and outcome measures: 1 pt Total Points Earned: 7 pts possible II.F. Strategic Planning (Silver/Gold Level Applicable) Yes No A 5-Year Strategic Plan is established? 4 pts Yes No The plan is reviewed and updated annually? 2 pts Yes No Succession plan is established for board directors? 2 pts Total Points Earned: 8 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 33 pts possible Campus & Community Relations III.A. Events Board members attend university-initiated housing meetings. last updated 05/15/2013 page 8 of 20

9 Campus & Community Relations III.B. Communications (Silver/Gold Level Applicable) Yes No Trends on housing initiatives of the university are monitored? 2 pts Yes No Information is shared with the collegiate chapter? 1 pt Yes No Information is shared with AXO Headquarters? 1 pt Please describe the activities to monitor trends in housing initiatives: (ex. read local campus newspaper, attend university housing meeting, etc.) 1 pt Yes No House Corporation builds relationships with the community? 4 pts Please describe the activities to promote communications and build relationships: (ex. participate in town parade, open chapter house for celebratory functions, share project plans with neighbors, etc) 1 pt Total Points Earned: 10 pts possible III.C. Market Research (Silver/Gold Level Applicable) Yes No House Corporation tours similar facilities to ensure Alpha Chi Omega housing is competitive with the market? 1 pt Yes No One or more visits are conducted per year? 2 pts Please describe the activities to ensure competitiveness? 1 pt (ex. tour other sororities, local apartments, dorms, etc.) Total Points Earned: 4 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 14 pts possible last updated 05/15/2013 page 9 of 20

10 Chapter Communications IV.A. Chapter Meetings House Corporation board member(s) attend chapter meetings. How many meetings are attended per year? (a minimum of one is required) Please describe the participation from the House Corporation at chapter meetings: (presentation outlining board activities required at a minimum) IV.B. Chapter Member Involvement The board actively collaborates and works closely with the chapter president and VP facility operations. Please describe the collaboration work: Yes No Collegiate member input is requested and considered as part of project planning? 2 pts Yes No Collegiate members are actively involved in House Corporation committee work to support facility operations? 4 pts Please describe the participation from the collegiate members: 1 pt (Committees may include fundraising, decoration, landscaping, technology, etc. Involvement may include surveying the chapter, committee meeting attendance, serving as a communication link to the chapter, etc.) Total Points Earned: 7 pts possible last updated 05/15/2013 page 10 of 20

11 Chapter Communications IV.C. Property Management Clear expectations for care of the house are set forth at the beginning of each academic year. Board-generated rules for use of the facility are established. Board-generated rules are communicated to the chapter president for incorporation into the Residential Services Agreement (Form 138) and chapter bylaws? Yes No House Corporation board member(s) participate in a training session with the chapter members to review the board generated rules? 2 pts Total Points Earned: 2 pts possible IV.D. Publications (Silver/Gold Level Applicable) Yes No An annual update communication is sent to all collegians at/or before the start of each academic year highlighting work done over the summer? (ex. newsletter, letter, , website posting, etc.) Yes No House Corporation partners with the collegiate chapter to produce a newsletter and contribute ongoing articles promoting House Corporation activities? 4 pts 4 pts Total Points Earned: 8 pts possible IV.E. Chapter Events (Silver/Gold Level Applicable) Yes No House Corporation board members engage regularly with the collegiate chapter at chapter events? 4 pts Yes No House Corporation plans/participates in an event/project to allow the chapter collegians and the board members to work together? 4 pts last updated 05/15/2013 page 11 of 20

12 Chapter Communications IV.E. Chapter Events (Silver/Gold Level Applicable) - Continued Please describe the event(s)/project(s): (ex. cleaning day over the summer, annual Founders Day celebration, finals week study break, etc.) 1 pt Total Points Earned: 9 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 26 pts possible Financial Stability V.A. House Corporation Budget House Corporation budget is established? Franchise Fee expense included in the budget. General Reserve Fund established and attempting to build from year to year for emergencies, etc equal to or greater than the budgetary guidelines from headquarters. Capital Reserve developed for future capital How often is budget reviewed and updated per year? Yes No House Corporation engages participation of VP finance, and financial advisor when possible, in the House Corporation budgeting process annually? 2 pts Please describe the participation of the VP finance and financial advisor, if applicable: 1 pt last updated 05/15/2013 page 12 of 20

13 Financial Stability V.A. House Corporation Budget - Continued Yes No Fundraising incorporated into the budget as necessary with an annual plan for fundraising for small capital improvement projects? 4 pts Please describe how fundraising is incorporated into the budget: 1 pt Yes No House Corporation updates the chapter on the ability to complete capital improvement projects based on House Corporation revenue and expenses mid-year? 4 pts Yes No House Corporation is implementing a General Reserve Fund account with a goal worth at least three months of operating expenses? 4 pts Total Points Earned: 16 pts possible V.B. Compliance IRS forms are filed annually. State tax forms are filed annually. All real estate taxes and assessments are paid on-time. Annual franchise fee is paid on-time. V.C. Reviews A checks and balances system is followed to prevent theft, fraud or inaccurate reporting. Please describe the checks and balances system: (ex. two signatures used on checks, treasurer s report showing receipts and expenses, etc.) last updated 05/15/2013 page 13 of 20

14 Financial Stability V.C. Reviews - Continued An overview of the budget, and major receipts and expenses is presented to the chapter annually? Treasury accounts and financial statements are reviewed annually? Yes No An outside, independent review of treasury accounts and financial statements is completed annually? 2 pts Please list the outside, independent organization used to conduct the review? 1 pt Total Points Earned: 3 pts possible V.D. Forms The following are on file at Alpha Chi Omega headquarters: House Corporation Annual Report (Form H20-A) last revision date: Budget and Capital Improvement Plan (Form H20) last revision date: IRS forms and state tax forms last revision date: Lease contract between chapter and House Corporation (Form H141/H142) last revision date: TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 19 pts possible last updated 05/15/2013 page 14 of 20

15 Property Performance VI.A. Operating Costs Alpha Chi Omega s guidelines identified on alphachiomega.org, under Housing Resources for budgeting operating costs on an annual basis are followed. VI.B. Occupancy Occupancy levels are established based on input from the fire marshal and the collegiate chapter according to Alpha Chi Omega s facility policies. What is the permissible occupancy total? What is the current occupancy level? VI.C. Repair and Maintenance Plan (Silver/Gold Level Applicable) Yes No Repairs and maintenance of major mechanical systems are tracked on an annual basis? 2 pts Yes No Repair and maintenance information is used to develop short term and long range plans for the Budget and Capital Improvement Plan (Form H20)? 2 pts Please list some of these short term and long range plans: 1 pt Total Points Earned: 5 pts possible VI.D. Budget and Capital Improvement Plan (Silver/Gold Level Applicable) Yes No House Corporation develops a ten-year-out capital improvement plan by working with a qualified expert? (ex. general construction contractor, architect/engineer firm, university researcher, etc.) 4 pts Please list the expert used to develop the plan and their qualifications? 1 pt Total Points Earned: 5 pts possible last updated 05/15/2013 page 15 of 20

16 Property Performance VI.C. Energy Efficiency Yes No House Corporation conducts energy audit of the facility using a qualified consultant? (ex. utility company representative, environmental engineer, university researcher, etc.) 4 pts Please list the consultant used to conduct the energy audit: 1 pt Yes No House Corporation actively investigates green practices to incorporate into the operation and maintenance of the facility. 4 pts Please list some of the green practices identified: 1 pt Total Points Earned: 10 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 20 pts possible Risk Management VII.A. Inspections Thorough physical inspection(s) is conducted by designated Alpha Chi Omega board member(s) and house director to look for hazards, etc. One physical inspection is conducted per year. (a minimum of one is required) Yes No Two or more physical inspections are conducted per year? 1 pt Total Points Earned: 1 pt possible last updated 05/15/2013 page 16 of 20

17 Risk Management VII.B. Compliance All local fire and health codes are met. All recommendations from national insurance company inspections are reviewed and either followed or not followed with justification. Heating and air conditioning equipment is serviced annually. Kitchen equipment is serviced annually. Certifications and licenses are physically posted. VII.C. Insurance Coverage Participant in National Property Insurance Program. VII.B. Safety Education (Silver/Gold Level Applicable) Yes No Training sessions are held to educate chapter collegians on safety issues? 1 pt How many sessions are held per academic year? One 1 pt Two or More 2 pts Please describe the content of some of the training sessions: 1 pt (ex. emergency evacuation, operation of fire extinguisher, placement of security lights and motion detectors, etc.) Yes No Safety speaker is scheduled in partnership with the chapter? 2 pts Please describe the content of any of the safety topics: 1 pt (ex. domestic violence, etc.) Total Points Earned: 7 pts possible last updated 05/15/2013 page 17 of 20

18 Risk Management VII.C. Emergency Plan (Silver/Gold Level Applicable) Yes No House Corporation partners with chapter to establish procedures to clearly identify the process and people to contact in the event of a natural disaster (ex. fire, tornado, earthquake, etc.), urgent legal issue associated with facility operations, etc.? 4 pts Yes No Documents are stored in more than one location (can be hard-copy and electronic-copy)? 4 pts Total Points Earned: 8 pts possible TOTAL KEY AREA SILVER/GOLD POINTS EARNED: 16 pts possible last updated 05/15/2013 page 18 of 20

19 Overall Rating Overall Rating Key Key Area Certified Silver Gold (mandatory level for recognition) Alumnae Relations Board Governance Campus & Community Relations 5 9 Chapter Communications 8 20 Financial Stability 6 12 Property Performance 8 16 Risk Management 5 14 Meets Minimum Required? Total Points Silver/Gold Key Area (Yes/No) (if applicable) Alumnae Relations Board Governance Campus & Community Relations Chapter Communications Financial Stability Property Performance Risk Management Total / 168 *** Overall Rating [Certified (all minimum required met), Silver (57 or above), or Gold (125 or above)] *** Alpha Chi Omega headquarters will notify the House Corporation president of overall rating confirmation. last updated 05/15/2013 page 19 of 20

20 Housing Corporation Certification and Recognition Program (HCCRP) House Corporation of _Chapter Risk Management House Corporation President (Signature) House Corporation Treasurer (Signature) House Corporation President (Printed) House Corporation Treasurer (Printed) Date Date Address Address City/State/Zip City/State/Zip ( ) Daytime Phone Number ( ) Daytime Phone Number last updated 05/15/2013 page 20 of 20

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