Mission Statement

The 1848 Housing Committee was created by the Archon’s to serve as the housing programming arm of Phi Gamma Delta. Its goal and purpose to support the Fraternity’s efforts to provide competitive housing in Phi Gamma Delta by providing resources and assistance that promotes competitive living environments within the fraternity. Where feasible, we believe that housing is an important aspect of fraternity life, and that quality, safe housing is important to the long-term success of the Phi Gamma Delta and individual chapters. 

Vision

To challenge our membership to maintain the highest standards of safety and excellence in housing. 

What We Do

Our role is to foster housing excellence within Phi Gamma Delta and to provide resources and support to help house corporations and chapters to operate at the highest level possible. Members of the 1848 Housing Committee provide guidance to House Corporations on a variety of topics, with each serving as a key contact for the areas indicated.

1848 Housing Committee Members

  • Chairman: Steve Bocher (Denver 1983), Safety
  • Jim Lee (Minnesota 1978) 
  • John Ziza (Ohio 1978), Programs
  • Mark Krill (Florida 1986), New House Corporations
  • Jason Fitzgerald (Vermont 1998), Renovations & Fundraising

House Corporation Tools & Resources

Resources

Communications for House Corporations

 Recommended House Corporation Communication Plan

The Fraternity recommends the following communication plan for all House Corporations:

  1. 5-7 communications per year to your graduate base. This should include at least two physical (mailed) newsletters and 3-5 other mail or email communications. 
  2. It is also important to create a strong social media presence on Facebook and Twitter. You should also consider using Instagram for photos or to engage more recent graduate brothers. People will be able to discuss things and plan events with your HC members and other brothers on Facebook. Twitter and Instagram can be used in a similar way, but it reaches a younger and more diverse audience.
  3. Keep a strong communication plan. It will make it easier to fundraise in the future, in addition to keeping graduates involved in the chapter.
  4. If you do not have a good email list, or have any questions about how you can maximize your communication strategy, email Paige Prylinski, Coordinator of Communications. 

 Example Communication Plan

  • January: Physical newsletter, including: Pig Dinner information/save the date, information about spring events, other relevant chapter updates.
  • March/April: Mail a Pig Dinner invitation 6-8 weeks prior to the Pig Dinner, add info about the BCA and House Corporation and how to reach them if needed.
  • May/June: E-newsletter with end of the school year information, Pig Dinner attendance report, chapter house updates and other relevant information.
  • July/August: E-newsletter with information and important reminders for the start of the school year, updates on chapter house renovations, and how to volunteer in any volunteer roles if they are interested.
  • October: Physical newsletter, including: fall news (recruitment, house renovations, etc.), information about upcoming tailgates or events and other relevant information.
  • December/End of Year: Fundraising letter, asking for donations and Happy Holidays message. Also include an update about the chapter or house and other important information.

 Need Help Communicating With Your Chapter's Graduates?

The Fraternity's Graduate Communication Services can assist you with your email communications, newsletters and other mailings. For more information visit www.phigam.org/GraduateCommunicationServices.

Graduate Communication Services Mailing Cost: 

Costs vary depending on the project type, quantity and printing or mailing preferences. We created an estimate cost sheet, but for an accurate quote, please contact our Coordinator of Communications.

Newsletters:
 

House Corporation Quarterly Newsletter

 October 2020

 
 
 
October 2020 House Corporation Newsletter
 

In This Issue

-Chairman Message
-Contingency Fundraising
-Tax Filing
-Preferred Partners Message
-Housing Webinars
-Winter Break Checklist

 
 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
Message from Steve Bocher - Thinking Ahead

It is hard to believe that we have been living through the pandemic for eight months! For some, it has been a roller coaster of preparing and then little or nothing significant happening. For others, it has been a series of “fire drills” and dealing with multiple issues. In either case, it has been a lot of work, and we are grateful for your determination to deal with this situation. I am hopeful that we are turning the corner, and we won’t see a dramatic rebound of cases later this fall. But if we do, I am confident your preparation over these past months will put you in a good position to deal with what may come. 

In addition to our focus on COVID, I would like to encourage you to look toward the future as well. The Fraternity is weathering through this period, just as we have through wars, economic downturns and other big events throughout our 170+ year history. Preparing and looking ahead is as important as ever. 

 1. Be Well Prepared for Winter Break. Take time now to improve on your plan for upcoming extended breaks. Now is a good time to evaluate how you monitor the facility when residents are gone as more insurance claims tend to happen during break periods than non-break periods (and the damage/claims are significantly larger). Now is also a good time to think about possible maintenance, repairs, improvements and cleaning you want to do over the break period. Additional considerations are outline in the winter/fall break checklists.

 2. Conduct a Rent Study. This doesn’t have to be tedious but take some time to find out what your “competitors” are charging – including other fraternities, residence halls and even area apartments. Charging a fair and reasonable rent is critical to giving your house corporation the funding it needs not just for current operations but future improvements.

 3. Look at Your 1, 3, 5-Year Plans. If you do not have one of these, assign members of your board the task of writing one of these plans. This plan can include developing a maintenance plan, schedule for improvements, communications with graduates, starting or updating your reserve study and adopting various best practices. 

Finally, 1848 Housing is continuing to expand our team and resources! If you would like to share your knowledge and experience with the rest of the Fraternity, contact me and we will get you plugged in! And don’t forget to check out the resources at phigam.org/Housing.

Best Regards,

Steve Bocher
Chairman, 1848 Housing

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Contingency Fundraising

During this difficult year, many House Corporations are forecasting revenue losses. They are finding that reserves may not adequately cover any shortfalls, or they are discovering opportunities for capital improvement projects are given lower than normal occupancy. To make up the difference, many house corporations are relying on fundraising. The Fraternity and the 1848 Housing Committee want to offer you assistance with short-term or contingency fundraising efforts. 

We now have templates available that you can utilize to communicate your needs to your graduate base. These templates can be found in the COVID-19 Digital Repository.

The Fraternity is also making its Graduate Communication Services available for these short-term/contingency efforts at little or no cost. There will be no charge for email communications to your graduates, and house corporations will only be charged the 'hard costs' of printing and postage for mailed solicitations. (Note that you will need to provide your own fundraising platform/collections mechanism.) If your undergraduate chapter utilizes LegFi for dues collections/payments, your house corporation has access to a free account for online fundraising. Contact JB Goll with any questions about LegFi's services.

Contact Dio Protopapadakis, Director of Graduate Engagement, with questions or to put you in touch with a member of the 1848 Housing Committee for additional assistance.

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Tax Filing Requirement for Nonprofit Organizations

All nonprofit entities in the U.S., including house corporations, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the 5th month following the close of the fiscal year. For those house corporations that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2020

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. Unfortunately, several chapters and house corporations have lost their exempt status and are working through an onerous process to regain it. To check if your chapter / house corporation is on the revocation list, go to this page on the IRS website.

If your chapter/house corporation is not on the list, but you know that the tax return has not been filed for one or more years, you should give this your immediate attention. And we suggest you engage a local tax professional to assist you. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked by contacting Will Shier.

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Message from Our Preferred Partners

Columns Fundraising
Does your house corporation want to raise some last-minute, year-end cash? Columns Fundraising has created a recommendations list for our house corporations to help ease the year-end fundraising process. Click HERE to learn more on the recommended steps to raise funds in 2020. 

Upper Crust Food Service
Does you chapter host gatherings around food? Are your chapter’s chefs looking for ideas to bring brothers together? Upper Crust Food Service has provided some suggestions in this month’s article on how to utilize national food days in your kitchen. Click HERE to learn more about the importance of food or to contact a representative from Upper Crust. 

Additional Suggested Vendors
If you are a house corporation searching for a property management company, an architecture firm or property insurance, we suggest reviewing the list of Suggested Vendors on the Housing Resources page.

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1848 Housing Committee Webinar Recordings

The 1848 Housing Committee held an open forum discussion for house corporations that gave brothers the opportunity to talk through the struggles associated with the COVID-19 pandemic. The 1848 Housing Committee also hosted a webinar in late September with the Fraternity’s insurance provider, Holmes Murphy. This webinar highlighted ways to reduce liability and exposure, particularly focusing on trends happening in the Greek community. The recording of this webinar can be found on the 1848 Housing Webinar page.

All previous webinar recordings can also be found on this page. Previous webinars cover topics such as kitchen operations, fundraising, property management programs and more.

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Winter/Fall Break Checklist

We know academic calendars look different this year due to COVID-19. However, it is important to start thinking ahead to prepare for the next time brothers move out of the facility for an extended period, such as winter break. This is an opportunity to get inside the house while brothers aren’t there to review a checklist to ensure everything is up to our standards and to properly disinfect the facility. 

Holmes Murphy insurance provides a winter break checklist and a closure checklist for you to use when doing your winter break walk through of the chapter house. Click here to view the Winter Break Checklist. Despite your facility not necessarily being closed due to COVID, we encourage you to utilize the Facility Closure Checklist during your walk-through as well.

The cold months are coming, and this checklist goes over the obvious safety and security issues, including issues concerning cold weather (e.g. checking water lines, hoses and furnaces). This is a very useful tool that we highly suggest saving for your house corporation's use.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Dio Protopapadakis, Director of Graduate Engagement.

You may also contact Dio to determine who is currently listed in the Fraternity's records. 

 
 

© 2016-2020 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 August 2020

 
 
 
August 2020 House Corporation Newsletter
 

In This Issue

-Message from the Chairman
-Beginning of Year Tips
-Fall Opening Guidance
-Preferred Partners
-Taxes for Nonprofits
-Webinars

 
 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is more important now than ever as we all work to navigate the pandemic at hand. The Fraternity wants to provide the resources that you need to be effective.

This message will address several matters that should be of interest to you, particularly concerning the measures that need to be taken to re-open your facility and proper preparations for the fall semester as students return to campus.

We appreciate everything you do for Phi Gamma Delta and for our undergraduate brothers. 

 
Message from Steve Bocher: Making This Your Best Year Ever

Brothers,

"Making this your best year ever” might seem like it is a bit ambitious given the pandemic and resulting uncertainty, but I still think it is a worthy goal. We covered this very topic during our recent webinar in late July. If you weren’t able to join, I would encourage you to view the webinar.

Hopefully, in the weeks ahead, the uncertainty of how many men will be returning, and if/when the house will be opening, will be settled and we will be able to get back to a small sense of normalcy. For some, it could be business as usual, whereas for others that have more limited operations, it might provide you with a window to evaluate your operations. In any event, the concept we shared in the webinar is that “success comes from doing ordinary things, extraordinarily well.” We shared several ordinary things, that if performed extraordinarily well, could help propel a house corporation forward. All were ideas that are relatively easy to implement, so we hope you will take a look.

Communication Is Critical
Please remember, you cannot over communicate in challenging times like we are in now. Keeping parents and University/College administration up to date about your operations and the proactive steps your house corporation has taken could save you countless calls and will be reassuring, nonetheless. Keeping graduates up to date on your re-opening and the “state of housing” is not only part of your fiduciary responsibility, but it could be helpful if emergency fundraising is needed. Lastly, great communication with the chapter regarding expectations for the coming year is also important. A large part of successfully navigating the pandemic is in their hands, but their failure is your financial headache/nightmare. Good communications with the BCA, chapter offices and leaseholders is going to be important too!

Also, be sure to check out the new House Opening Checklist, which was just updated.

Emergency Fundraising
There are instances around the country where universities or government entities are surprising Greek systems with the news that they will not be allowed to open. This of course puts a house corporation in a difficult situation, having to sustain itself without income! Our partner, Columns Fundraising, has already been approached by some non-Fiji groups to do emergency fundraising, and they stand ready to help Phi Gam chapters as well if this is needed. To learn more about these services contact Mark Wilkison (Vermont 1983) at mark@columnsfundraising.com.

Finally, thank you for your service! If there is anything we can do to support you, please do not hesitate to contact us at housing@phigam.org.

Best regards,

Steve Bocher
Chairman, 1848 Housing

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Beginning of the Year Tips

The early part of the fall season will be a busy time for your house corporation team, and it may look very different than previous years. Starting the year off with strong plans and procedures, particularly as they relate to COVID-19, should hopefully pay dividends through the remainder of the year. We encourage our house corporations to have fluid communication with members, parents, University / College administration and local authorities as we all work to navigate through the pandemic.

There are still a lot of unknown challenges that we can/may face as the fall semester progresses. The 1848 Housing Committee strongly suggests working with local authorities to implement precautionary policies and guidelines to prepare your facility and house corporation board for these challenges/concerns. We encourage you to continue utilizing the resources available on the COVID-19 Guidance page to make this one of the best years ever.

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Fall (Re-)Opening Guidance

Over the last several months, the 1848 Housing Committee has compiled several resources to help ensure a safe re-opening of all Phi Gamma Delta housing facilities. Below you will find some of the available resources that can be found on the Fraternity’s COVID-19 Guidance page. We encourage local house corporations to create/implement COVID specific re-opening guidelines/addendums to ensure the safety of all brothers, guests and housing staff.

Opening Checklist
The Housing Committee has worked endlessly to create a Housing Opening Checklist to help ease the re-opening process. Included in the checklist is a COVID-19 specific section that includes some recommendations from the Committee regarding various areas of facility management operation that may be affected by the pandemic. 

The Fraternity's insurance provider, Holmes Murphy, has also created a Re-Opening Checklist that will help you identify further recommended guidelines for safety. We highly encourage all house corporations to utilize these checklists and follow all CDC/local guidelines as students begin to re-occupy the facility to ensure the safety of all members and staff. 

Procurement/PPE Supply Lists
As our house corporations begin/continue to re-open for the fall semester, there is not only a need to have an in-depth plan for cleaning/sanitizing/decontamination, but also to have an adequate amount of supplies on hand. The 1848 Housing Committee has been able to compile procurement lists from American Business and Upper Crust to help ease the process of ordering needed supplies.

It is important to communicate to members whether the house corporation will be providing cleaning supplies for individual/personal spaces. If it is a member’s responsibility, we encourage that it is communicated in a timely manner so brothers can prepare accordingly.

Undergraduate Brother Expectations
The serious nature of COVID-19 has presented a further need for our house corporations to set expectations for the undergraduate chapter regarding cleanliness and other precautionary measures. These expectations should not only apply to brothers living in the facility, but to all members returning to campus.

The Undergraduate Brother Expectations Sheet is intended to help promote the safest, cleanest and most comfortable living environment while keeping brothers’ safety as the number one priority. We encourage our house corporations to adapt the expectations to align with local and university guidelines/policies and to be clearly communicated to all brothers. 

If a Brother Tests Positive
There is mixed guidance on what the housing corporation should do if a brother living in the facility tests positive for COVID-19. We highly encourage our house corporations to follow CDC guidance regarding self-isolation and to work with local authorities to create contingency plans. Holmes Murphy has created a list of considerations that we encourage our HC’s to consider when developing contingency plans. This list of considerations and other facility management questions regarding decontamination can be found HERE.

Headquarters staff is also working to create messaging templates that should be used to model communications by all house corporations if a brother tests positive. These templates are intended to increase the HC’s transparency with parents of brothers, the undergraduate chapter and University/College administration. Messaging templates can be found HERE.

Digital Resource Library
Headquarters staff and the 1848 Housing Committee have been compiling resources from Universities/Colleges and other House Corporations to help provide some examples of COVID specific policies/protocols/procedures that have been created by individual groups. We encourage you to utilize these resources to edit or model your COVID-19 specific policies as your facility re-opens for the fall. Click here to access the digital repository. Also, if your house corporation has enacted any COVID-19 specific policies/protocols, please share them with us.

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Message from Our Preferred Partners

Columns Fundraising
Does your house corporation feel financially stable for the upcoming semester and beyond? Is your house corporation worried about the financial impact of COVID-19 on the preservation of your facility? Has your house corporation thought of/planned out contingency plans for the continuation of facility operations? Columns Fundraising has created a blueprint for short-term contingency fundraising to help ensure financial stability amidst the pandemic at hand, regardless of student occupancy in the facility. Click here to learn more about protecting the financial stability of your facility.

Upper Crust Food Service
Do you know kitchen management basics? Operating a kitchen at your chapter house means that you are accepting a certain level of responsibility. Whether you hire your chef directly or use a food service company, you are still responsible to understand and supervise the operation to ensure you are complying with necessary guidelines. Our goal should not be to just provide a lot of food, but to provide great tasting food in a safe, well-run kitchen.

Take this quiz and see how much you know about the basics of kitchen operations. You can request the answer sheet from shana@uppercrustfoodservice.com. The first person to score 100% on their quiz will receive a $25 Amazon Gift Card.

Upper Crust Service is also creating a kitchen re-opening checklist to help all facilities safely re-open their kitchens for members. We encourage our House Corporations to frequent the COVID-19 Guidance page as it will be posted there once finalized.

Additional Suggested Vendors
If you are a house corporation searching for a property management company, an architecture firm or property insurance, we suggest reviewing the list of suggested vendors on the Housing Resources page.

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Taxes for Nonprofit Organizations

All nonprofit entities in the U.S., including house corporations, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the 5th month following the close of the fiscal year. For those house corporations that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2020

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. Unfortunately, several chapters and house corporations have lost their exempt status and are working through an onerous process to regain it. To check if your chapter / house corporation is on the revocation list, go to this page on the IRS website.

If your chapter/house corporation is not on the list, but you know that the tax return has not been filed for one or more years, you should give this your immediate attention. And we suggest you engage a local tax professional to assist you. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked by contacting Will Shier.

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1848 Housing Committee Webinars

The 1848 Housing Committee hosted a webinar in late July on how to make this year your best, despite the situation we are all facing. It highlighted various suggestions from the Housing Committee concerning all areas of operation and addressed the re-opening of facilities. Above all, it allowed an opportunity for our House Corporation members to ask questions directly to the committee, our preferred food service provider Upper Crust, and two of our suggested vendors: CSL Management and Alpha Fraternity Management.

You can find this webinar, as well as previous webinar recordings on the 1848 Housing Webinar page. Previous webinars cover topics such as kitchen operations, fundraising, property management programs and more.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a house corporation contact Director of Graduate Engagement Dio Protopapadakis

You may also contact Dio to determine who is currently listed in the Fraternity's records. 

 
 

© 2016-2020 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 June 2020

                                                           
 
                                                           
     
  Phi Gamma Delta House Corporation Bulletin - June 2020  
 
 
 
June 2020 House Corporation Newsletter
 

In This Issue

- Message from Steve Bocher
- Fall Preparations
- Town Hall - What's Next
- Message from Our Preferred Partners
- 1848 Webinars

 
 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
Message from Steve Bocher - Things to Consider for the Fall Semester

Will your campus be re-opening in the fall? What will enrollment be like? Will the University or CDC have stringent cleaning requirements? How will the economic downturn impact interest of freshmen in recruitment? Will upperclassmen have the discretionary income for fraternity dues? 

These are just some of the things I am sure you have been pondering these past months. In a few weeks, we will hold another town hall to discuss many of these issues with you. In the meantime, if you haven’t formalized alternative plans, I want to encourage you to go from “pondering” to “pre-planning." 

We are starting to see some universities announce fall plans. Some have been emphatic that students will return to campus in the fall (University of Alabama, University of North Carolina, etc.), and others (like the California State University system) have announced that they will be doing online learning again in the fall. I am sure that many more announcements will follow in the coming weeks. While it would be helpful to know the status of your campus, we are suggesting that you start your pre-planning process now. 

What are some examples of pre-planning we recommend? 

Membership Level Scenarios:

First, we suggest that you roughly plan three budget scenarios: best-case, worst-case, and a middle scenario. We do not have a specific recommendation for you on what numbers to use, because that will vary by chapter (including the trend lines of prior growth and strength of the chapter). The house corporation should be working closely with the BCA/PL to best predict if any significant number of members will not return in the fall as well. 

In a general sense, a best-case scenario might be 90% of membership levels are maintained, a worst-case scenario might be membership levels dropping 40-50%, and your middle scenario might be something in between. If you work your budget numbers for all three of these scenarios, there is a good chance you will not be caught off guard this fall.

House Operations:

The next level of pre-planning deals with operational aspects of the house. Of course, these will be impacted by how your membership numbers play out.

Kitchen Operations - The level of planning you will need in this area depends on whether you are directly hiring a chef or using a food service company. If you are directly hiring a chef, you are going to need to do more work to understand what the food industry requirements are. It is our experience that the main Greek foodservice companies are very much on top of the evolving situation. For this reason, if you are directly hiring a chef, this might be an excellent time to at least consider using a food service company. Our preferred vendor, Upper Crust, is often able to retain current chefs and provide them with benefits! And their experience and resources would be ideal for many house corporations now. What are some of the potential new kitchen changes? Switching to individually served meals, required use of to-go containers, new kitchen sanitation requirements, and labor and supply costs that might be incurred with some of these changes.

Cleaning - Cleaning and disinfecting recommendations and requirements are evolving, making this challenging to prepare. We think it is safe to assume that there will be some level of “frequent, rigorous” cleaning/sanitizing expected. House corporations should be thinking about what process they have in place currently and if that system could be executed more frequently - perhaps at a higher quality. Make sure you have a process in place to guarantee the recommended cleaning and sanitizing is completed as expected.

Requests for Refunds - If students are unable to return to school, or if campuses are forced to close again mid-semester, do you have a process or deadline ready for refund requests?

Communications with the Chapter and Graduate Brothers - Keeping undergraduates informed about your plans and ability to re-open will build confidence for these men. Keeping graduates informed is another key part of your role as a house corporation. It keeps them informed and more supportive of the HC’s situation.

General Operations - In what ways would changing membership numbers impact general operations, like day-to-day maintenance operations of the house/yard maintenance, preventative maintenance, and safety systems? 

Planned Maintenance & Repairs - Every house has a list of necessary repairs. While the pandemic has been a severe disruption, we encourage our house corporations to keep up with the basic repairs and maintenance as much as possible so returning brothers have the best experience possible when they move back in.

We want to ensure that 1848 Housing is ready to provide support and advice if you need it. We can also help connect you to brothers involved with other house corporations so that you can network and learn from your peers.

Fraternally,

Steve Bocher
President, 1848 Properties Inc.

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Prepare for the Fall Semester

Fraternity staff and the 1848 Housing Committee want to help your housing corporation to become fully prepared to re-open your facility for the fall semester. There are still a lot of unknowns regarding the pandemic and its impact on university housing policies. However, we are here to answer any questions you may have and direct you to resources.

As students begin to return to campus, you should think about, and consider, steps to safely re-open your facility. Some of our preferred partners have created key resources that will assist your house corporation with re-opening procedures. We urge you to follow Holmes Murphy's Re-Opening Checklist as you begin fall facility preparations.

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Town Hall for House Corporations - What's Next

The full nature of this pandemic is still unknown, but the 1848 Housing Committee wants to make you aware that we are available as a resource to answer your questions. We also want to encourage you to look ahead to determine your financial staying power so that proper steps are taken to protect your facility and to safely re-open for the fall semester.

The headquarters staff continues to encourage all house corporation members to access the resources and guidance related to the COVID-19 pandemic. These resources can be found on the COVID-19 Guidance page under the "House Corporation" section.

With this in mind, we are hosting a Virtual Town Hall for house corporations on Wednesday, June 24, at 7:00 pm ET. Members of the 1848 Housing Committee and IHQ staff members will provide information about what higher education trends look like for the fall 2020 semester. They will also discuss which operational areas house corporations should examine, including budget plans, cleaning, food service, contracts, safety, and more. More importantly, we will help answer your questions and direct you towards resources that can help provide guidance. 

Click here to register for the Town Hall on June 24. Additional “working sessions” will be hosted after the Town Hall to provide a more interactive discussion with members of the 1848 Housing Committee. 

Additional Working Sessions:
1848 Housing realizes that there is a benefit and need to collaborate on how to respond to specific areas of your operations. Where the Town Hall session is designed to share information at the 1,000-foot level, the working sessions are designed to get into the details of certain aspects of operation.

There is, of course, no “one-size fits all” solution to anything when it comes to running a house corporation. So we want to provide you with an opportunity to exchange ideas with members of the 1848 Housing Committee and brothers from around the country. These moderated sessions are designed for maximum interaction between brothers, and there may be some vendor experts included in these sessions as well. More information and registration links will be provided in further emails.

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Message from Our Preferred Partners

Columns Fundraising:
As your house corporation prepares for re-opening, are finances in a healthy position? Does your house corporation plan on running a fundraising campaign? Columns Fundraising has provided a straight-forward list of recommendations to help ease the fundraising process during these uncertain times. Click here to read more about possible expected changes.
 

Upper Crust Food Service:
What changes can be anticipated regarding kitchen trends come fall semester? Upper Crust Food Service has provided an at-glance view of some changes that should be expected for kitchen re-opening for the fall. Click here to read more about possible expected changes. 

Do you know the kitchen management basics? Operating a kitchen at your chapter house means that you are accepting a certain level of responsibility. Whether you hire your chef directly or use a food service company, you are still responsible to understand and supervise the operation to ensure you are complying with the necessary guidelines. Our goal should not be to just provide a lot of food, but to provide great tasting food in a safe, well-run kitchen!

Take this quiz and see how much you know about the basics of kitchen operations. You can request the answer sheet from shana@uppercrustfoodservice.com. The first person to score 100% on their quiz will receive a $25 Amazon Gift Card.

Additional Suggested Vendors:
If you are a house corporation searching for a property management company, an architecture firm, or property insurance, we suggest reviewing the list of suggested vendors on the Housing Resources page.

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1848 Housing Committee Webinars

The 1848 Housing Committee, in collaboration with Upper Crust Food Service, hosted a webinar in late May about kitchen and meal trends. It highlighted various trends and fads (as shown by Gen Z) and some changes to be expected for the fall semester concerning kitchen operations due to COVID-19. This was a webinar hosted by representatives from Upper Crust.

You can find this webinar, as well as previous webinar recordings on the 1848 Housing Webinar page. Previous webinars cover topics such as building and renovating spaces, fundraising, property management programs, and more. 

COVID-19 Webinar - Upper Crust Food Service:
Upper Crust Food Service, the preferred partner of Phi Gamma Delta, hosted a webinar specific to the impact of COVID-19 on kitchen trends. In this webinar, they discuss anticipated changes that could impact your kitchen’s operations for the fall semester and foreseeable future, and they provide additional resources/guidance to help your house corporation prepare for fall re-opening.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Dionysis Protopapadakis, Director of Graduate Engagement.

You may also contact Dio to determine who is currently listed in the Fraternity's records. 

 
 

© 2016-2020 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 April 2020

                                                           
 
     
  Phi Gamma Delta House Corporation Bulletin. April Newsletter.  
 
 
 
April 2020 House Corporation Newsletter
 

In This Issue

- The New Normal?
- Addressing COVID-19
- 1848 Housing Committee Webinars
- End of Year Tips
- Message from Our Preferred Partners
- Annual Awards

 
 

Now more than ever we thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you and concerns you may have during these unforeseen times. 

 
The New Normal? Message from Steve Bocher, Chairman of 1848 Housing

While the Fraternity has gone through difficult times in our history, this period will undoubtedly be looked at as one of the most challenging in the past 70 years.

I wish I could share with you with certainty what the new normal will be, but no one can do that. What I can share with great confidence is that it will not just be business as usual in August/September 2020. This means that we need to begin anticipating changes that may be required come the fall semester and beyond. Here is a partial list of some of the issues that you will want to start considering:

 1. Enrollment numbers changing. Reports from a variety of sources suggest that there could be a 20% reduction in the freshman class as a result of the pandemic. This might not affect your house numbers for the fall semester, but it will of course impact recruitment and the numbers for either later that year or in 2021. 

There is also speculation that a percentage of out of state students may not return to the school they attended this past year in the fall. This of course could have an immediate financial impact on the HC.

We may need to be prepared to include cancellation clauses in our lease if COVID-19 resurfaces again next year during the typical "flu" season.

 2. Changes in cleaning. It is very likely that there will be new standards/expectations for house cleaning processes in communal housing. This may either be government driven or simply the expectation of the parents and students. It is possible that this will mean more frequent cleaning and may necessitate the use of professional cleaning services. In either case, it is safe to assume that you will be spending more on cleaning and cleaning supplies next year.

 3. Food operations. There are several concerns in this area, including whether buffet-style / communal eating will be allowed, or if individual servings or to-go containers are needed. This could result in higher costs for both containers and serving food. There could also be new cleaning/sanitation standards, and unless you are outsourcing your food service to a professional organization, it could mean more time and effort will be required to oversee food service. (Note: we do not recommend the chapter should be overseeing this directly with a provider. Rather, the employment of a chef or food service company be done by the house corporation, and we mentor and use student involvement as a learning experience.)

 4. Changes in lease length/time. There are already reports that some institutions have announced shorter semesters and changes in finals week, which suggests that students could be on campus for less time. This means costs will have to be allocated over a shorter period of time (looking like a rate increase to the men). House corporations are going to need to monitor this for how it applies to food service and cleaning contracts as well.

 5. Lost revenue and impacts on reserves, maintenance and improvements. Undoubtedly, many house corporations are going to have experienced some "loss of revenue" from the recent pandemic. Combined with the above factors, it is going to be difficult but important to rebuild reserves and stay on track with repairs and maintenance so that the quality of the housing experience does not get compromised. There also needs to be consideration for a reoccurrence or new crisis that emerges soon and ensure that the HC will be financially ready to face what happens.

 6. Communications with undergraduates and graduates. While you may not know exactly what changes you will need to make, we encourage you to stay in close communications with the chapter and your graduate base, keeping them posted on what is happening with your chapter house. We encourage that you err on the side of over-communication with both undergraduates and graduates.


1848 Housing is here to support you! We are not going to have all the answers, but know that you are not in this alone and we will try to help you any way we can. Please continue to check the Housing section under the Graduate tab on the Phi Gamma Delta website for resources. 

Stay well,

Steve Bocher

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Addressing COVID-19

Life in the last month has changed how we work, communicate and understand society around us. We have all had to adapt quickly, adjusting every aspect of our lives. The nature of this pandemic is unknown, but the 1848 Housing Committee wants to make you aware that we are available as a resource to answer your questions. We also want to encourage you to look ahead to determine your financial staying power and have taken proper steps to protect your facility.

The headquarter staff continues to encourage all House Corporation members to access the resources and guidance related to the COVID-19 pandemic. These resources can be found on the COVID-19 Guidance page.

Finally, we want to provide a summary report to the Archons, on the state of housing amidst this crisis.

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1848 Housing Committee Webinars

The 1848 Housing Committee will be hosting a webinar on Thursday, April 23, on the topic of property management, highlighting the pros and cons of using an outside company for maintenance. This will be a Q&A style discussion with a panel made up of representatives from our suggested property management vendors.

You can also find previous webinar recordings on the 1848 Housing Webinar page, discussing topics such as building and renovating spaces, fundraising, new kitchen management programs and more.

Please register for 1848 Housing Webinar - Pros/Cons of Using an Outside Company for Maintenance/Property Management on April 23 at 7:00 pm ET HERE. After  registering, you will receive a confirmation email containing information about joining the webinar.

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End of the Year Tips

The pandemic at hand may have caused your house corporation to have shut down the facility and ensure it is prepared for the summer months. If you have not already prepared your facility for closure, here are some tips to help with end-of-year closing procedures:

 - Service air conditioning system if needed
 - Examine exterior of house, repair roof/gutters, paint exterior
 - Fertilize lawn, check lawn maintenance tools and make sure gasoline for equipment is stored safely
 - Prepare/install window screens if needed
 - If closing the chapter house for summer, collect all keys before brothers leave for summer, or change all electronic key combinations on the house if brothers are not to have access over the summer
 - Check to make sure doors/locks/windows are functioning correctly
 - Clean/inspect fireplace and chimney
 - Unplug and store any unused appliances or electronics
 - Notify the university and/or local police department if the house is to remain empty over the summer

A more thorough checklist of summer closing procedures is available from our insurance broker, Holmes Murphy, here.

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Message from Our Preferred Partners

Upper Crust Food Service
Has your House Corporation properly closed it's kitchen? Upper Crust Food Service has provided guidance when it comes to properly shutting down your kitchen for the summer months. This article also highlights preventative maintenance and the impact it can have on your kitchen equipment. Click here to read Upper Crust's Kitchen Closing Checklist.

Columns Fundraising
What fundraising challenges has COVID-19 brought for your house corporation? Is your house corporation at a standstill when it comes to raising revenue? Columns Fundraising has provided a short article on suggestions to continue generating revenue during time of uncertainty, focused on the idea of communication. Click here to read Columns Fundraising Confidence in Uncertainty article.

Additional Suggested Vendors
If you are a house corporation searching for a property management company, an architecture firm or property insurance, we suggest reviewing the list of suggested vendors on the Housing Resources page. These vendors have very good reviews from Phi Gams who have worked with them. We do not have an exclusive relationship with these companies. They are merely suggested vendors.

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Apply for the 2019 Awards

The deadline for awards has been extended to Thursday, April 16 at 11:59 pm PT. Visit phigam.org/Awards for more information and to submit applications. We encourage our House Corporation members to help recognize our graduate brothers for their contributions and/or accomplishments through one of two ways: Individual Awards and the William A. Martin III Distinguished Fiji Award

The Fraternity's awards competition provides several individual awards to recognize deserving brothers for their contributions as graduate volunteers. We encourage you to nominate deserving brothers by submitting an application no later than April 16. These awards include:
 - Coulter Cup: Graduate brother who has contributed the most to an undergraduate chapter through service in a capacity other than as a Purple Legionnaire or General Officer
 - Crowder Cup: Outstanding Faculty Advisor
 - Durrance Award: Outstanding Purple Legionnaire
 - Haynes Award: Most Effective Section Chief

William A. Martin III Distinguished Fiji Award:
Each year, the Archons select up to six accomplished graduate brothers for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at-large, recognized by the William A. Martin III Distinguished Fiji Award. We encourage you to nominate deserving brothers by April 16 for consideration this year.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Dio Protopapadakis, Director of Graduate Engagement.

You may also contact Dio to determine who is currently listed in the Fraternity's records. 

 
 

© 2016-2020 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 February 2020

 
 
 
February 2020 House Corporation Newsletter
 

In This Issue

• Chairman Message
• Note from Our Partners
• Webinar Recap
• Cold Weather Tips
• Plan for Pig Dinner
• Insurance Coverage
• Plan for Spring Break
• Recognize Graduates

 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
A Message From Steve Bocher - Chairman of 1848 Housing

What's Working & What Isn't?

One of the challenges many of us struggle with is taking time to access our performance. We are all busy and in our fraternity role, we are all volunteers. Taking extra time to evaluate programs may not be something you are thinking about or, perhaps, something you don’t have time to do. However, not doing any evaluation often results in operating with the status quo. In the case of housing, having a “status quo” approach can be a serious detriment, as it is possible that small problems can be repeatedly overlooked until they become bigger issues and that can cost the house corporation more money.

The way you evaluate your operations can vary based on the size and complexity of your operations. An evaluation can include an involved review, or it can be a quicker, more simple process where you pause to consider how well a part of your operation is running.

So, what are some areas that you should be evaluating?
 1. Safety: Clearly, we need to be tireless in our efforts to keep our houses safe! Using the Safety Checklist regularly will help you identify most safety concerns. But you can also do random checks focusing on a few areas when you stop by the property. For instance, you could look for whether doors are shut or propped open, look for items improperly stored in stair wells, or if the exterior lights are coming on at the right time and in good working order.
 2. Market Competitiveness: Evaluating where your house stands on campus is highly relevant. It can impact the chapter’s ability to recruit, which impacts the ability of the chapter to meet the house corporations’ financial needs. When was the last time the board walked campus to see other houses? When is the last time the board has toured other houses?
 3. CapEx Needs: Has the board evaluated its capital expenditure forecast and compared that to funds on hand or anticipated funds on hand?
 4. Feedback from the Chapter: Is the house corporation getting regular (at least annual) input from the chapter on the undergraduates’ satisfaction with the chapter house or areas which they wish were improved?
 5. Food Service: If your house operation includes food service, is that program running well? Are the men happy with the quantity and quality of the food that is being served? Is the kitchen noticeably clean and organized? Are items in the cooler labeled and dated? These are simple areas where you can do spot reviews.
 6. Maintenance Program: Is the house clean and being well maintained? Whether the men oversee cleaning, or you are hiring out maintenance, it is important to periodically evaluate whether the plan in place is getting the results you expect. 

There are of course many more areas to evaluate, these are just some suggestions that you could start with. Don’t forget that there are many new resources on the Housing page that you may find helpful.

Also, I mentioned food service above, if your food service program is not getting rave reviews from the men, we’d encourage you to reach out to our preferred partner, Upper Crust Food Service, and talk about options. Did you know that food service is a profit center for many houses?

As always, we are just a phone call away to help you, so please don’t hesitate to reach out to us if you have any questions.

Steve Bocher - Chairman

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Message From Our Preferred Partners 

Upper Crust Food Service:
As the spring semester rolls around and the weather begins to change, so do our undergraduate brother’s appetite and food choices. Upper Crust has provided us with an article discussing healthier food options, customizable meal plans and some pertinent mid-year reminders surrounding your kitchen’s current services. Click here to read more about Upper Crust's Health Options & Kitchen Reminders.

Columns Fundraising:
Is your chapter planning a fundraising campaign? Columns Fundraising has provided an in-depth look at the different types of fundraising and various auxiliary benefits that can come from capital campaigning efforts. Click here to read Fundraising: A Different Animal.

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1848 Housing Webinar Recap

Pete Welsh (Wittenberg 1974) and John Ziza (Ohio 1978), two 1848 Housing Committee members, provided an in-depth look and discussion into Leasing Property for a Chapter House. In this webinar, the discussion highlighted some benefits and risks associated with the leasing process, a breakdown of the process itself and some considerations to take as your housing corporation looks to lease a property. 

Click here to watch the Leasing Property for a Chapter House Webinar. You can also find previous webinar recordings on the 1848 Housing Webinars page, discussing topics such as building and renovating spaces, fundraising, new kitchen management programs and more.

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Cold Weather Tips

As a part of our Chapter House Inspection Checklist there are a handful of cold weather tips and things to check in your chapter house. We will list a few here, but we encourage you to take a look at the checklist and do a walk-through of the house.

Cold Weather Tips:
 - Check for evidence of holes or damage to walls/ceiling
 - Inspect the roof to make sure it is in good condition
 - Make sure the exterior walls are in good condition
 - Make sure the exterior doors are in good condition
 - Check that the windows are in good condition to keep moisture out and heat in
 - Inspect that the electrical system is in working condition, especially in the cold weather
 - Plumbing: make sure to check that the pipes are working in cold weather and check for any signs of mold
 - Examine the furnace/hot water heater to ensure it is in working order
 - Examine the outside of the house (yard/garden). Is it being taken care of in the wet months?

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Plan for Pig Dinner
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Most of our undergraduate chapters will be hosting their Pig Dinner in the coming months. The house corporation has a vested interest in the success of the annual Pig Dinner. This provides an opportunity for the HC to be involved in the planning process. We suggest the HC work with the Purple Legionnaire and BCA (Board of Chapter Advisors) in planning and executing Pig Dinner. The Pig Dinner weekend also provides itself an opportunity for the HC to update all graduates on the housing projects and needs, as well as recruiting new members to serve on the HC.

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Insurance Coverage

The International Fraternity purchases general liability coverage, as well as directors and officers (D&O) insurance, which includes house corporations, their officers and directors as insureds. (Purple Legionnaires and other chapter advisors also are insureds.) Effective with our March 1 renewal, the current coverage limit on the primary general liability is $1 million, and the current limit on the excess coverage is $4 million. The D&O limit is $5 million.

Exclusions:
The Fraternity’s general liability coverage excludes from coverage anyone directly involved in a violation of the Risk Management Policy that results in a claim. This includes the construction and/or use of water features, towers, platforms and other similar. Our claims experience shows that these structures pose a significant risk of injury. The prohibition applies not just to Fiji Island parties, but to all chapter events.

We suggest that you, along with the Purple Legionnaire and BCA, reinforce with your chapter that the Fraternity’s Risk Management Policy, including the provision regarding pools and construction, is to be followed at all times on chapter property. The policy and provisions are also to be followed at all other locations, but we emphasize chapter property here because of your house corporation’s role and interest in the property.

This exclusion does not apply to a brother, advisor or house corporation that is not directly involved in a violation. 

Commercial Crime Coverage:
The insurance program of the Fraternity also provides coverage for theft, forgery and alteration of checks by house corporation, chapter officers or employees. The coverage limit per claim is $50,000. To maintain coverage and to avoid the opportunity for claims, all chapters and house corporations should be certain that (1) all checks require the signatures of two people and (2) the bank statements are balanced by someone other than the individual who has check writing authority. It is also highly recommended that house corporations annually have an independent third party conduct an audit of the corporation’s financials. 

Property Coverage:
The Fraternity does not provide property coverage, which all house corporations who own property should have in place. If you would like information on agencies that specialize in property coverage for fraternities, please contact Rob Caudill.

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Plan for Spring Break
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What is your plan or policy for spring break? Many house corporations follow the lead of the campus dorms, if they close then the chapter houses closes. Other groups will “close” but allow some members to stay at the house over break, but food service and other services might not be offered. Obviously, your planning will be dependent on what your policy is, but here are some considerations as you plan for spring break:
 - Notify campus security or police what you house status is so they can patrol/monitor your house accordingly.
 - If the house will be closed, verify who is responsible for securing the house (doors/windows, etc.) and who oversees making sure everyone has left.
 - For houses where winter weather is still an issue, ensure that steps are taken to avoid frozen pipes. Consider a mid-week inspection to insure all is well.
 - For houses that remain open, we strongly recommend that there is no kitchen access. (Commercial kitchens and equipment should not be used by non-professionals for safety reasons.)
 - If the house is open over break, who is in charge? If there isn’t someone available to be in that role the house should not be open.
 - Set clear expectations about what can happen at the house and who is allowed in the house over break.
 - Evaluate. At the end of break, evaluate the condition of the house and the level of compliance that was observed to house corporation/chapter rules so you can determine if you want to have the house open during break again.

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Recognize Graduate Brothers
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We often get requests or questions related to how Phi Gamma Delta recognizes its graduate brothers for their contributions and/or accomplishments. Generally, on the International Fraternity level, these fall into two categories: Individual Awards and the William A. Martin III Distinguished Fiji Award

Individual Awards for Volunteers:
The Fraternity's awards competition provides a number of individual awards to recognize deserving brothers for their contributions as graduate volunteers. We encourage you to nominate deserving brothers by submitting an application no later than March 31. These awards include:
 - Coulter Cup: Graduate brother who has contributed the most to an undergraduate chapter through service in a capacity other than as a Purple Legionnaire or General Officer
 - Crowder Cup: Outstanding Faculty Advisor
 - Durrance Award: Outstanding Purple Legionnaire
 - Haynes Award: Most Effective Section Chief

William A. Martin III Distinguished Fiji Award:
Each year, the Archons select up to six accomplished graduate brothers for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at-large, recognized by the William A. Martin III Distinguished Fiji Award. We encourage you to nominate deserving brothers by April 1 for consideration this year. Additional information and past Distinguished Fiji Award recipients are listed here.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Dio Protopapadakis, Director of Graduate Engagement.

You may also contact Dio to determine who is currently listed in the Fraternity's records. 

 

© 2016 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 November 2019

 
 
 
November 2019 House Corporation Newsletter
 

In This Issue

• Focus on What's Important
• 2020 Fiji Academy
• Preferred Partners
• Next Housing Webinar
• Winter Break Checklist

 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
Focus on What Is Really Important

In our lives outside of the house corporation, we all face the challenge of getting consumed with the tyranny of the urgent things popping up that seemingly demand our immediate attention and distract us from focusing on bigger more important tasks. 

Inside the world of house corporations, we are volunteers faced with busy lives and plenty of competing time interests. We have limited time to give to our roles serving in the house corporation, yet we face that same challenge as we have in other areas of our lives, the tyranny of the urgent: something breaks, there is a problem in the kitchen, we have a staffing issue, the chapter or university is complaining about something… All our available time is consumed responding to “problems” and we don’t get around to the strategic tasks that will ensure the long-term success of our housing operation. What specifically are the tasks that are integral to long-term success?

At a minimum, every house corporation should be focusing on these five areas: 

1. Focus on Safety. We need to be relentless in our efforts to provide the safest environment for the brothers living in the house. Fire safety is one of the items at the top of the list, so making sure your alarm, extinguishers and sprinkler system are tested, and in good working order, is essential. There are many other safety concerns that you need to be focused on as well, including, but not limited to: zero-tolerance for roof access or fire escapes; installation of sprinkler covers; heat sensors in attics; water sensors to prevent water damage over breaks; safety lighting is in good working order; stairwells are cleaned of stored items; and more. We have suggested safety checklists available on the housing website for you to use. 

2. Develop a Maintenance Plan. Having a proactive plan for ongoing care and maintenance of the house will not only improve the experience for the brothers living there but can also reduce your long-term costs for repairs and maintenance. This should be a 1-5 year plan that budgets and schedules regular and periodic maintenance items ranging from carpet cleaning, refinishing wood floors, painting, deep cleaning of bathrooms, deep cleaning of kitchen, furnace maintenance, wall repairs, etc. 

3. Complete a Reserve Study. Using the Reserve Study Tool on the housing website is another way to help you determine your mid to long-term cash needs. Furnaces and roofs eventually must be replaced, as does furniture and other fixtures. A portion of the cost of replacement should be borne by every brother that lives in the house and factored into your rent cost. But if you don’t know what your costs will be, it is hard to justify adding that to your rent calculation. 

4. Create a Plan to Increase Capital Reserves. This of course ties in with items 2 & 3. What we know from our recent surveys is that most of our house corporations do not have enough reserves on-hand. There isn’t a set dollar amount we can share for what is the right amount of reserves because the size/scope of house corporations vary greatly. A very simplified approach to determining how much money you should have on-hand could be to add together: 1, having funds available for a “major repair.” And 2, having funds available to cover six months of operating expenses. But the “real” answer for how much cash you should be accumulating will come from you completing the reserve study. 

5. Implement Your Communication Plan. We have previously shared that having regular communications (6-8 communications) with members of your chapter throughout the year is not only part of your fiduciary responsibility as a house corporation, but is essential to future fundraising. As a high percentage of our house corporations will be looking to do renovations/remodeling projects in the near term, it is critical that you start improving your communications now!

Of course, being responsive to maintenance issues is important. However, if that is all you do, you will be letting your brothers down. Ignoring any of the five areas above for too long is going to place your house corporation at a severe disadvantage in the future. Hopefully, the tools that we have developed for each of these areas will make them easier for you implement. And please know that 1848 Housing is committed to supporting your efforts, so reach out to us if you need support. 

Steve Bocher

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Fiji Academy 2020 Housing Breakout Information 

The Fraternity will hold the 2020 Fiji Academy January 3-5, 2020 in St. Louis, Missouri. The Academy is designed to give new chapter officers a strong foundation so they can dynamically and courageously lead their chapters. The Academy also provides training to our graduate volunteers.

House corporation members may be interested in a housing breakout session facilitated by 1848 Housing. This session will be held during the during the Graduate Advisor track on Saturday, January 4, in the morning. Please note that most of our graduate volunteer training is tailored to our Section Chiefs and other advisors, but this housing breakout will be useful and informative to anyone who is interested.

Details regarding the 2020 Fiji Academy may be found at  www.phigam.org/Academy. The Academy registration deadline is December 1, 2019.

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A Note from Our Preferred Partners

Upper Crust Food Service
It's hard to believe that winter break is already right around the corner. Upper Crust is prepared, and they have provided us with an article discussing winter break kitchen maintenance and mid-year kitchen expectations. Click here to read the Winter Break Checklist & Mid-Year Expectations article

Columns Fundraising
Have you been asked to serve as a volunteer for your chapter's fundraising campaign? Do you plan on asking brothers to assist with your fundraising goals? Columns Fundraising has provided an article discussing a volunteer's responsibilities when working on a fundraising campaign, as well as the benefits of hiring fundraising counsel to meet your goals and get the projects done. Click here to read Columns Fundraising's Volunteer Responsibilities article.

New Suggested Vendors
In our efforts to continue to provide as many resources as possible to house corporations, we have added a list of suggested vendors to the housing resources page. These vendors have very good reviews from Phi Gams who have worked with them, but we do not have an exclusive relationship with these companies. They are merely suggested vendors.

If you are a house corporation searching for a property management company, an architecture firm or property insurance, then check them out! 

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Next 1848 Housing Webinar: Building & Renovating Houses

Join us for our next 1848 Housing Webinar on Thursday, November 14, at 7:00pm ET. The webinar is about building and renovating houses.

Steve Bocher, of 1848 Housing, will be joined by Mark Krittenbrink, of Krittenbrink Architecture, to have an interactive discussion about building and renovating houses, as well as any other architectural needs. Both Steve and Mark will be available to answer any questions that you have, as we know building a renovating can be a very complex project, and we want to help as much as possible!

Click here to register for the webinar

You can also find our previous webinars on the 1848 Housing Webinars page, where we have previously discussed fundraising, new communications plans, new kitchen management programs and more. 

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Winter Break Checklist from Holmes Murphy

Winter break is a very important time for Greek houses. It is an opportunity to get inside the house when the brothers aren't there and go over a checklist to make sure everything is up to our standards.

Holmes Murphy insurance has given us a winter break checklist for you to use when doing your winter break walk through of the chapter house. Click here to view the Winter Break Checklist

The cold months are coming, and this checklist goes over the obvious safety and security issues, including issues concerning cold weather (e.g. checking water lines, hoses and furnaces). This is a very useful tool that we highly suggest saving for your house corporation's use. 

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement.

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 

© 2016 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 July 2019

 
 
 
July 2019 House Corporation Newsletter
 

In This Issue

- 1848 Housing Note
- Reopening the House
- Best Practices...
- Preferred Partner Info
- Important Tax Info
- Housing Agreements
- Successful HCs Habits
- Update Your Roster

 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
A Note from 1848 Housing

As the new school year rapidly approaches, we want to encourage House Corporations to take a fresh look at their operating practices. In the past year, we have shared new systems, processes and tools for you to use, and we want to encourage you, no matter how good or great your current systems and processes are, to “up your game” to the next level!

As a committee, we would suggest you meet and ask some reflective questions to start a new academic year: 
 - What did we do best last year and how can we take that experience and apply it to other areas of our operations? (Why did that area go so well?)
 - What were some of the most painful areas last year? What do we need to change in our processes and policies to make those areas better this year?
 - How are our finances? Do we have adequate reserves for an emergency or two
 - How well did we communicate with the chapter last year? What can we do better this year?
 - Have we started working on our graduate brother communication plan?
 - Are we 100% focused on safety? Are we using the safety checklist provided by the fraternity? What can we do to make the house even safer this year?

Steve Bocher - Chairman of 1848 Housing

Perge!

Reopening the Chapter House: Tips & Safety Checklist

After summer, whether there were tenants in your chapter house or not, it is almost time to reopen the chapter house for the fall semester. Welcome the brothers moving in for the first time, new members and potential members with a chapter house that is clean, in working order and fully functioning. 

Click here to see the Safety Checklist, which can be used for pre-opening to ensure the house is ready for occupancy.

Go through the Opening the Chapter House checklist before tenants move in.

Lastly, view the Beginning of the Year Tips for some helpful information about organizing the undergrads. 

Best Practices, Webinars & Preferred Business Partners

Visit the Best Practices for House Corporations page on the website to see a list of our suggest best practices. If you come across an issues, it is likely the answer will be on this page.

Another resource for house corporations that the Fraternity provides is a library of past housing webinars. Visit the Housing Webinars page to view the most recent webinar, New Communication Plan for House Corporations, and to see a schedule future webinars. The webinars are a great tool that explain some major house corporation ideas and problems more in depth than a Google search, an email or a single document can do. 

Finally, the 1848 Housing Committee has worked to identify business partners for our house corporations. Our Preferred Business Partners are exclusive partnerships with companies that we believe have exemplified themselves to be some of the best in their industry. While we have done research into these businesses, vast differences exist in our properties and house corporation needs. It is critically important that you verify that the services of these companies meet your specific needs. 

We are working to identify additional companies which represent a wide range of service areas that we believe have good reputations and track records for providing services within Phi Gamma Delta or the larger national Greek system. While not necessarily named as Preferred Partners, these companies may be a good resource for house corporations to consider. If your house corporation has had a good experience with a company in any of these categories, please share their contact information with us.

Updates from Preferred Partners

In each newsletter, we plan to provide some information and updates from our Preferred Partners:
  - Upper Crust Food Service provided an article regarding beginning of the year considerations with your kitchen and food service.
 - Columns Fundraising provided an article about submitting a request for proposal for fundraising services

Important Tax Information

All nonprofit entities in the US, including house corporations, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the 5th month following the close of the fiscal year. For those house corporations that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2019

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. Unfortunately, several chapters and house corporations have lost their exempt status and are working through an onerous process to regain it. To check if your chapter/house corporation is on the revocation list, visit this page on the IRS website.

If your chapter/house corporation is not on the list, but you know that the tax return has not been filed for one or more years, you should give this your immediate attention. And, we suggest you engage a local tax professional to assist you. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked by contacting Will Shier.

College/University Housing Agreements: Important Info

We continue to see an increasing number of host institutions requiring fraternity chapters, and in some cases house corporations, to execute relationship or housing agreements with the institution. 

Many of these agreements require that the institution be named as an insured on the chapter/house corporation’s liability insurance and that the chapter or house corporation indemnify the institution. Some of these requirements are not feasible or are inequitable. 

Any such document should not be executed until it has been reviewed by the Fraternity’s insurance agency. It can be sent to Executive Director Rob Caudill.

Seven Habits of Successful House Corporations

The best house corporations across the country, regardless of which fraternity or sorority, have a few things in common: organization, communication, money management and a few others. This is a really helpful piece, titled The Seven Habits of Highly Successful House Corporations. Check it out and share it with your fellow house corporation members.

Please Update Your House Corporation's Roster

House corporation officers are encouraged to regularly update their member rosters with the Fraternity. Contact Director of Graduate Involvement Thomas Lovejoy to determine who is currently listed in the Fraternity's records and/or to update these records.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement. 

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 

© 2016 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 September 2019

 
 
 
September 2019 House Corporation Newsletter
 

In This Issue

• Note from 1848 Housing
• Beginning of the Year Tips
• From the Experts
• Taxes for Non-Profits
• Communication Plan

 

Welcome to another academic year! Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
A Note from 1848 Housing

"You can't expect to improve and change nothing.” This was one of the favorite sayings of my former boss, mentor and past Archon President Bob Albin (Missouri 1962)

What is your house corporation planning on changing this year so you can improve? One of the things that is most important to all of us is safety. So, if you only have the bandwidth to focus on one thing right now, we want to encourage you to make to focus on safety. What are the types of things you do to improve safety? The list below shares a few ideas:

• Conduct an unannounced fire drill
• Ensure that all your major systems have been inspected and tested
     - Fire alarm system
     - Sprinklers
     - Security systems (locks, cameras)
     - Check on exterior lighting
     - Check that fire extinguishers are in place and good working order
     - Check that all exterior door locks are in good working order
• Verify that hazardous items are stored correctly (propane tanks, gasoline, etc.)
• Start using the new Safety Checklist
• Look into adding heat sensors in attic spaces

If you have the bandwidth to do more than focus on safety, then we encourage you to start looking through the Best Practices and start to work on other areas that will help your house corporation succeed! 

Later in the newsletter, we talk about the new communications plan. We can’t stress enough the importance of doing a better job of staying connected with the graduate members of your chapter. Over 40% of our house corporations are planning to do a campaign soon, and fundraising experts all agree that you need to have two solid years of communication with your graduates before attempting a campaign. (Plus, communication is your obligation - they are your shareholders and deserve to be kept in the loop!) 

Regarding finances, we want to encourage you to look at and build up your financial reserves. In the recent housing survey that was completed, 39% of our house corporations reported having less than $50,000 in reserves. And, 44% indicated that they feel they are charging below market rate for living at the house—if your house is one of these, what can you do to change that? 

Are you meeting enough? In the survey, it was reported that 47% of our house corporations are only meeting two times per year…that is not frequent enough!

We are just a phone call away to help you, so please don’t hesitate to reach out to us! 

Steve Bocher - Chairman of 1848 Housing

Perge!

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Beginning of the Year Tips

The early part of the fall season should be a busy time for your house corporation team. Starting the year off with strong communications should hopefully pay dividends through the remainder of the year.

This resource provides six timely tasks that we encourage house corporations to do as the academic year begins.

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From the Experts: A Message from Our Preferred Providers 

Upper Crust Food Service
Upper Crust was kind enough to provide an article discussing how pulling off great events is not easy. There are a lot of moving parts and getting the food right is one of them. Read what Upper Crust has to say in the article.

Columns Fundraising
In case you missed it: Columns Fundraising and 1848 Housing recently held the second edition of their Fundraising 101 and Fundraising 201 webinar series. In the webinar, Mark Wilkison (Vermont 1983) discussed how to successfully run and manage a capital campaign and how to best utilize communications with your chapter's graduates. You can also visit Columns Fundraising's website for any questions HERE.

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Taxes for Non-Profit Organizations 

All nonprofit entities in the U.S., including house corporations, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the 5th month following the close of the fiscal year. For those house corporations that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2018.

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. Unfortunately, several chapters and house corporations have lost their exempt status and are working through an onerous process to regain it. To check if your chapter / house corporation is on the revocation list, go to this page on this IRS website.

If your chapter/house corporation is not on the list, but you know that the tax return has not been filed for one or more years, you should give this your immediate attention. And, we suggest you engage a local tax professional to assist you. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked by contacting Will Shier.

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House Corporation Communications Plan - Reminder

With a new academic year here, it is good to remember how to best communicate with your chapter's graduates. To continue to grow and improve the resources available to our house corporations, we recently added a house corporation specific communications plan that includes samples and a pricing model that the international fraternity can offer your house corporation.

The operation of a house corporation is not just managing the physical house, it involves maintaining solid communications with your graduates. That consistent communication leads to improved graduate support of the chapter, increased interest in graduate volunteer positions on the house corporation and BCA and easier fundraising campaigns with engaged graduates.

Visit the House Corporation Communication Plan to view communication samples, templates and estimated prices. We have created a comprehensive plan for house corporations to use for their own graduate communication plans.

There is a suggested communication schedule with the ideal amount of communications to help keep graduates engaged with the chapter, including events, newsletters, Pig Dinners and, most importantly, future fundraising.

You will also find the webinar, "21st Century Strategy For Operating Your House Corporation" with the research behind the communication plan here. Some of that research by fundraising experts suggest that house corporations need at least two years of communication with graduates to run the most successful fundraising campaigns.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement. 

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 

© 2016 Phi Gamma Delta

1848 Properties Inc.
1201 Red Mile Road, Lexington, Kentucky 40544-4599
phigam@phigam.org  |  859.255.1848
www.phigam.org/1848Properties

 
 

 April 2019

 
 
 
April 2019 House Corporation Newsletter
 

In This Issue

New Partner: Columns Fundraising

HC Communication Plan

Webinars

End of Year Tips

 
 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
Announcing a New Preferred Partner: Columns Fundraising

Phi Gamma Delta and Columns Fundraising are pleased to announce our new partnership. On the recommendation of 1848 Housing, the Archons have designated Columns Fundraising as the Fraternity's preferred fundraising company.

Columns is one of the leading providers in the Greek fundraising industry and has a successful track record of working with Phi Gamma Delta house corporations, and those other national fraternities and sororities.

Click here to read the full press release

Columns Fundraising recently provided an article that tells it like it is when it comes to chapter house fundraising. Read the Myths vs. Realities of Chapter House Fundraising article by Mark Wilkison (Vermont 1983) discussing some common misconceptions about fundraising.

Information about Columns Fundraising and the services they offer can be found at www.columnsfundraising.com or by contacting Mark Wilkison, principal and partner of Columns Fundraising.

Learn more about the benefits of using a third-party to fundraise in this recorded 1848 Housing webinar

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Announcing the New House Corporation Communications Plan

In an effort to continue to grow and improve the resources available to our house corporations, we have added a house corporation specific communications plan that includes sample newsletters, emails and postcards with a pricing model that the international fraternity can offer your house corporation.

The operation of a house corporation is not just managing the physical house, it involves maintaining solid communications with your graduates. That consistent communication leads to improved graduate support of the chapter, increased interest in graduate volunteer positions on the house corporation and BCA, and easier fundraising campaigns with engaged graduates.

Visit the House Corporation Resources to view communication samples, templates and estimated prices. We have created a comprehensive plan for house corporations to use for their own graduate communication plans.

There is a suggested communication schedule with the ideal amount of communications to help keep graduates engaged with the chapter, including events, newsletters, Pig Dinners and, most importantly, future fundraising.

You will also find the webinar, "21st Century Strategy For Operating Your House Corporation" with the research behind the communication plan here. Some of that research by fundraising experts suggest that house corporations need at least two years of communication with graduates to run the most successful fundraising campaigns.

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New House Corporation Webinars Posted on Website

The housing committee recently recorded two more webinars to add to our library of webinars for the benefit of house corporations.

The two new webinars are titled "New Safety Checklist" and "Reserve Study Tool For Your House Corporation". You can find them both on the 1848 Properties Webinar page.

The New Safety Checklist Webinar goes over safety as our number one priority. If your house corporation is not using a comprehensive chapter house safety checklist, we encourage you to use the one provided.

The Reserve Study Tool Webinar explains the tool, and how it helps your house corporation plan for future expenses. 

You will also find the New Safety Checklist and the Reserve Study Tool and explanation.

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End of Year Tips From Preferred Partner Upper Crust Food Service and the Housing Committee 

Our Preferred Partner, Upper Crust Food Service, is providing house corporations with an end of year checklist for kitchen cleaning, safety and closing. Learn more about Upper Crust Food Service and the services they provide HERE.

As an end of the year reminder, another major resource that is expanding is our list of best practices for house corporations. Over the next few months we will be providing expanded explanations for all of the best practices listed on the website.

A few other tips for spring and summer:
 - Service air conditioning system if needed.
 - Examine exterior of house, repair roof/gutters, paint exterior.
 - Fertilize lawn, check lawn maintenance tools, and make sure gasoline for equipment is stored safely.
 - Prepare/install window screens if needed.
 - If closing the chapter house for summer, collect all keys before brothers leave for summer, or change all electronic key combinations on the house if brothers are not to have access over the summer.
 - Check to make sure doors/locks/windows are functioning correctly.
 - Clean/inspect fireplace and chimney.
 - Unplug and store any unused appliances or electronics.
 - Notify the university and/or local police department if the house it to remain empty over the summer.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement.

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 

 February 2019

 
 
 February 2019 House Corporation Newsletter
 

In This Issue

Added Resources

Upcoming Webinars

Food Services

Seeking Volunteers

 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
Added Resources on 1848 Properties, Inc. Website

We are excited to let you know about some added resources and tools for house corporations on the 1848 Properties, Inc. website.

Reserve Study: This is a powerful tool for house corporations to track assets and budget for future replacement costs of major items, allowing you to look differently at your operating costs and rent levels.

Best Practices: We have included links to a number of best practices that provide you with more detailed explanations of each of these areas, and where appropriate, we have links to documents or tools like the reserve study. In the near future, all best practices will have a link that provides a further, more detailed explanation.

Additionally, we have added an 1848 Properties, Inc. webinar schedule for 2019, all the previous webinars and a preferred partners section.

1848 Properties will continue to provide more housing resources for house corporations as we develop them, so please check back regularly. You can find all of that information HERE.

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Upcoming 1848 Properties, Inc. Webinars

Our next webinar is scheduled for March and will cover new communication strategies for house corporations.

Renovations and rebuilding projects are huge undertakings that require participation from our graduate brothers. Studies show that if you haven’t had consistent communications with your graduates for at least two years prior to the campaign, your fundraising effectiveness is severely diminished. Also, as the “trustees” for the biggest asset owned by your chapter, regular communications with your “shareholders” is an important part of your duties.

This webinar will discuss what types of communication you need to have and will introduce tools that have been created to make this easy for you to accomplish!

An invitation to join this webinar will be sent in the coming weeks.

Here is the schedule of live webinars for the rest of the year:
 - March: New Communication Strategies
 - May: Fundraising 102
 - July: Strategies For When You Do Not Have a House
 - September: Building And Renovating Houses

In case you missed it:
On January 30, 1848 Properties and Upper Crust Food Service hosted a webinar titled "A New Approach to Kitchen Operations". You can find that video and all previous webinars HERE.

Keep an eye out for invitation emails to join these webinars, as well as other informational videos being posted to the 1848 Properties Website.

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Food Corner With Upper Crust Food Service

As we have mentioned in a previous email and in the most recent webinar, 1848 Properties has partnered with Upper Crust Food Service as the fraternity's preferred food service provider. Upper Crust can take your current chef and simplify your kitchen management program - aiming to make it a profitable endeavor - as well as give your chef benefits and more resources to work with.

More information and instructions to request a price quote is available HERE

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Seeking Brothers for Advisory Role: "Ask a Brother" Section of Website

In our continued effort to enhance the resources provided to housing corporations, we are seeking brothers who have recently navigated certain situations on their own housing corporations that other housing corporations might face themselves. Our intent is to build a directory we can refer other brothers to for advice in similar siutations.

We are seeking brothers who have recently, and successfully, completed:
 - Fundraising efforts
 - Major house rebuilds
 - Started a new house corporation
 - Dealt with a crisis (fire, injury, flood, chapter house closure)
 - Successful self-managed kitchen program
 - Successfully used a kitchen management company (like Upper Crust)
 - Used a good cleaning or maintenance company
 - Good experience with a live-in house advisor
 - A successful chapter with non-traditional housing
 - A chapter that has a successful communications plan with its graduates

Please reach out to Thomas Lovejoy, Director of Graduate Involvement, if you would be willing to offer others advice on any of these subjects.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement.

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 November 2018

     
  Phi Gamma Delta House Corporation Newsletter.  
 
 
 
November 2018 House Corporation Newsletter
 

In This Issue

Best Practices

Annual Tax Filing

Fundraising 101 Webinar

Fiji Academy

 
 
 

Thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, and the Fraternity wants to provide the resources that you need to be effective. 

This message will address a number of matters that should be of interest to you. 

 
1848 Properties Best Practices

1848 Properties has developed some "Best Practices" for house corporations. There are many types and variations of housing assets within Phi Gamma Delta from traditional chapter houses owned by house corporations to houses owned by universities or private parties, to chapters with lodges or private residences used by members.

We recognize that these different types of housing assets will require different levels of oversight and involvement by house corporations and that some of the items in the link will not be applicable, but it is a good starting point as a general point of reference. See the link below for more information. 

1848 Best Practices

 
Annual Tax Filing

All nonprofit entities in the U.S., including house corporations, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the 5th month following the close of the fiscal year. For those house corporations that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2018.

Nonprofit entities that fail to file the annual return for three consecutive years may have their tax-exempt status revoked by the IRS. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax.

Unfortunately, a number of chapters and house corporations have lost their exempt status and are working through an onerous process to regain it. To check if your chapter / house corporation is on the revocation list, go to this page on the IRS website.

 
Fundraising 101 Webinar - In Case You Missed It

On November 7th, 1848 Properties hosted a webinar, presented by Mark Wilkison of Columns Fundraising, focusing on the steps and considerations needed before embarking on a capital campaign.

If you missed it, you can find it here.

 
Fiji Academy - Housing Breakout Information

The Fraternity will hold the 2019 Fiji Academy January 4-6, 2019 in St Louis, MO. The Academy is designed to give new chapter officers a strong foundation so they can dynamically and courageously lead their chapters, as well as provide training to our graduate volunteers.

House Corporation members may be interested in a housing breakout session facilitated by 1848 Properties. This session will be held during the during the Graduate Advisor track on Saturday morning, January 5. Please note that the majority of our graduate volunteer training is tailored to our Section Chiefs and Advisors.

Details regarding the 2019 Fiji Academy may be found at www.phigam.org/academy.

Note the Academy registration deadline is November 30th.

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You are receiving this newsletter because you are listed as a House Corporation member for a Phi Gamma Delta Chapter/Colony. If you are no longer a member of a House Corporation contact Thomas Lovejoy, Director of Graduate Involvement.

You may also contact Thomas to determine who is currently listed in the Fraternity's records. 

 

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Preferred Partners

As a part of the growing list of resources, the 1848 Housing Committee is pleased to announce our preferred partners for house corporations. 

*The 1848 Housing Committee has made efforts to verify the capabilities and check references of the companies listed on this page. However, given the unique nature of chapter house services, local governmental requirements and the diverse types of properties within Phi Gamma Delta, it is possible that not all providers will be able/willing to serve all chapters. Further, it is critically important for local groups to do their own due diligence to ensure that any company they hire has the specific experience needed for their project. The 1848 Housing Committee may, in some instances, be receiving fees from the companies listed; however, all services provided to our house corporations and chapters by these providers should be at market competitive rates irrespective of whether a fee is paid or not.*

 Columns Fundraising

On the recommendation of 1848 Housing, the Archons have designated Columns Fundraising as the Fraternity's preferred fundraising company. Columns is one of the leading providers in the Greek fundraising industry and has a successful track record of working with Phi Gamma Delta house corporations and other national fraternities and sororities. Information about Columns Fundraising and the services they offer can be found at www.columnsfundraising.com or by contacting Mark Wilkison (Vermont 1983), principal and partner of Columns Fundraising.

Learn more about the benefits of using a third-party to fundraise in the recorded 1848 Housing webinar.

 Upper Crust Food Service

You can find all of Upper Crust's information on their website at www.uppercrustfoodservice.com. Upper Crust Food Service provides a turnkey solution for all of your kitchen management needs. We handle the daily logistics of running your kitchen including hiring and training staff, purchasing goods from vendors, cleaning the food service areas, creating delicious menus, handling insurance and workers comp, meeting with your students to gain feedback, and much more.

 

Suggested Vendors

The 1848 Housing Committee is committed to providing house corporations with resources to help you achieve housing excellence. Below is a list of vendors that have experience working in the “Greek Housing” industry. This is not an exhaustive list, and there is no requirement to use the services of any of these companies. This is only a suggestion of companies to look at when doing your own due diligence when finding the company that is right for your local house corporation's needs.

 Property Management

 Architects

 Property Insurance

 

1848 Properties, Inc.

About 1848 Properties, Inc.

The Archons have established a national housing corporation for Phi Gamma Delta called 1848 Properties, Inc. This concept has been in discussion for some years. With this new housing-focused entity, Phi Gamma Delta is following in the footsteps of several other fraternities and sororities. The primary purpose of 1848 Properties, Inc. is to hold title to and safeguard certain assets of closed chapters, including proceeds from the sale of chapter properties.

What We Do

1848 Properties, Inc. will work with house corporations of closed or closing chapters to assist them in safe guarding and holding housing assets for future brothers of Phi Gamma Delta in a manner prescribed by and consistent with the by-laws of the Fraternity.

While the preferred model for ownership and management is the local house corporation, 1848 Properties has been charged with the responsibility to protect the valued housing assets of the Fraternity. If a local house corporation is unwilling or unable to do so, 1848 Properties Inc, may either manage such assets until such a time that a local house corporation or chapter is re-established.

Board of Directors

  • President: Steve Bocher (Denver 1983)
  • Secretary: Jim Lee (Minnesota 1978)
  • Treasurer: Jason Fitzgerald (Vermont 1998)
  • Director: Dana Hesse (Virginia Tech 1986)
  • Director: John Ziza (Ohio 1978)

Have a Question About Housing?
Contact Us