Housing Advisory Committee
Mission Statement
The Housing Advisory Committee (HAC) was created by the Archons 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 HAC provide guidance to house corporations on a variety of topics, with each serving as a key contact for the areas indicated.
House Corporation Tools & Resources
Resources
Communications for House Corporations
The Fraternity recommends the following communication plan for all house corporations:
- 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.
- 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.
- Keep a strong communication plan. It will make it easier to fundraise in the future, in addition to keeping graduates involved in the chapter.
- If you do not have a good email list, contact us.
- 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.
House Corporation Quarterly Newsletter
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| June 2021 House Corporation Newsletter |
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| Introduction |
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As we wrap up another non-traditional academic year, we want to thank you for the work that you do to provide housing for an undergraduate chapter of Phi Gamma Delta. That work is important, especially as we prepare for a more traditional summer and fall semester and get back to a sense of normalcy. 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.
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| A Message from Chairman |
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Dear Brothers,
As the academic year ends, we can all take a deep breath! You made it…what a crazy year!
As you all know, the summer season should be one of your busiest, so we are hopeful that you will quickly turn your thoughts toward the future and make good use of this time. In case you are wondering what things you should be focusing on, I have listed some of them below.
1. Protecting the house over the summer. Statistically, there are more insurance claims, and claims with higher losses, when the house is vacant. Top priorities should include ensuring that the house remains secure and conducting regular inspections of the house. Conducting inspections, particularly for water leaks, is very important.
2. Completing items on your maintenance plan. The summer break period is typically chock full of activities from your maintenance plan since the house is empty, making work easier. Common summer maintenance items include painting, cleaning carpets, deep cleaning bathrooms, refinishing wood or concrete floors, etc.
3. Renovation plans. Many HC’s use the summer break to complete portions of their renovation plan, which includes upgrading portions of the house as needed.
4. Assessing the past year and planning for improvements. An important element of process improvement is looking back at how things went in the prior period and making changes to enhance things. Did the contract process go smoothly? Was the check-in/check-out process good? Was your end of year inspection process effective? Was food service above average and an overall enhancement to the member experience? Was the house run in a manner that it is an attraction to both members and new recruits? Should we be consider hiring a property manager? Should we contract out our food service operations?
These are just some of the areas we hope you focus on this summer. Please remember what we have been sharing for the past few years, just maintaining the status quo is actually moving backwards. We have to be moving our houses forward in order to stay competitive. If you have questions or need support reach out to us. We have a team of volunteers that are ready to help!
Best regards,
Steve Bocher
Chairman, 1848 Housing
Perge!
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| Fall Preparations |
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The upcoming fall semester may return business to normal, similar to how we knew it pre-pandemic. Trends indicate high potential and push for an in-person fall semester, which may mean your facility can go back to full capacity. We encourage you to contact your University administration to learn more about fall preparations and plans, especially as they relate to housing. Fraternity staff and the 1848 Housing Committee want to help your house corporation to be fully prepared to open your facility for the fall semester.
As students begin to return to campus, you should think about, and consider, steps to safely re-open your facility. It is important to 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.
• We urge you to follow Holmes Murphy's Re-Opening Checklist focused on COVID-19 re-opening, as you begin fall facility preparations.
• Click here to see the Safety Checklist, which can be used for pre-opening to ensure the house is ready for occupants.
• 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.
• Please CONTACT US if you have any questions.
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| 2021 House Directors Conference |
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CSL Management will host a 2021 Housing Conference, geared toward resident house directors, held in-person from June 22-25 in Denver, Colorado. The in-person capacity is limited to 75 attendees due to local and CDC guidance, with optional virtual conference options available if attendees are unable to travel during that time. Additional information, including conference registration is available HERE. We encourage you to share this information with your house directors and others in your house corporation as appropriate.
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| Message From Our Preferred Partners |
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Upper Crust Food Service
Has your house corporation started to prepare your facility for the summer and fall semester? Is the kitchen a part of that process? Have you started to look at necessary permits/inspections needed before the facility reopens? Upper Crust Food Service has prepared an article outlining some reminders of larger summer items to add to your cleaning and repair lists pertaining to kitchen maintenance. CLICK HERE to read more about some items to include on your inspection lists.
Columns Fundraising
How is your house corporation preparing for the return to normalcy in the fall semester? Columns Fundraising has put together a list of things to consider as your HC prepares the facility during the summer months. These considerations are intended to help your HC gain further financial stability, continue communicating and building relationships with graduate brothers, and assess fundraising potential. CLICK HERE to read more.
Additional Suggested Vendors
If you are a house corporation searching for a property management company, an architecture firm, property insurance or financial services, we suggest reviewing the list of suggested vendors on the Housing Resources page.
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| Committee Focus Area Updates |
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The below write-ups include updates from members of the 1848 Housing Committee as they relate to their specific areas of focus. If you have any questions about the below, please do not hesitate to contact us.
Safety - Did you know that water leaks are one of the biggest liability issues for Greek Houses? Early detection of leaks makes a huge difference in the amount of damage and can save you tens of thousands of dollars. If you have not heard about Pipeburst Pro, one of the best-in-class products in this category, you should take a moment to investigate it.
In short, Pipeburst Pro detects leaks and has an automatic water shutoff system. This combination of detection and shutoff takes away the worry that someone might not notice or report a leak and is great for when the house is empty during breaks. You can learn more about this product at www.pipeburstpro.com It is worthwhile to note that many insurance companies will offer discounts if you install this system.
Food Operations - Is your kitchen passing all health department inspections without any critical violations?
It is vital that your kitchen operates according to health department regulations; this ensures the safety of all members and the operation of the kitchen itself. CLICK HERE to read more about considerations to take into account to ensure proper communication measures are in place, and your kitchen is passing all health department inspections and meeting necessary regulations.
New House Corporations - How to NOT BURN OUT and promote TURNOUT
As we go into the summer, we wanted to review a few helpful hints for our new and current house corporations to help prevent BURNOUT and promote TURNOUT.
Ideas to Prevent Burnout:
• Set terms for house corp. members and officers (i.e., each member can serve two 2-year terms; officers serve only two annual terms).
• Stagger your board members terms (i.e., half the board serves terms that begin on even years and half the board serves on odd year terms).
• Encourage every brother who is a HC member to be accountable for replacing themselves.
• Give each board member, whether an officer or not, a single measurable task to keep them engaged and spread the work across the board.
Ideas to Promote Turnout:
• Recruit board members that represent every decade of the current graduate brother pool based on your chapter’s age.
• Identify clear short-term goals so the board can measure and see progress that builds excitement.
• ASK a brother to suggest an area of interest to serve on the board or a new idea to bring to the board. This provides a path for engagement.
• Develop social events for your board.
• Senior board members can mentor new board members to establish continuity.
We hope these helpful hints promote an environment of task focused - brother engagement - within a given time frame. Let us know how we may assist.
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| 1848 Housing Webinars |
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In April, the 1848 Housing Committee hosted a webinar on How Food Service Can Make Your Chapter Stand Out on Campus. This discussion included some suggestions from the committee to utilize food services as a competitive advantage to on and off-campus living. The next webinar, Creating Plans: The Key to Getting Things Done, will be hosted in July.
The April webinar, as well as previous recordings, can be found on the 1848 Housing Webinar page. Other recordings include topics such as building and renovating spaces, fundraising, new kitchen 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 Dio Protopapadakis, Director of Graduate Engagement.
You may also contact Dio to determine who is currently listed in the Fraternity's records.
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Phi Gamma Delta House Corporation Bulletin. April 2021. |
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| April 2021 House Corporation Newsletter |
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| Introduction |
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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.
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| Message from Steve Bocher, Chairman of 1848 Housing |
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Dear brothers,
Hopefully between Fiji Academy and the Housing Conference you are finding yourselves re-energized with new ideas and thoughts on how to enhance the housing experience for the undergraduate brothers of the chapter you work with. We are excited about what the future holds for housing in Phi Gamma Delta!
You will notice a slightly different format in this newsletter as we are practicing what we are asking of you - to look at what you are doing and seek out ways to improve. So, as we go forward, you will be seeing articles/updates from 1848 Housing Committee members' focus areas, which include: renovations/fundraising, food service, safety, new house corporations, and special programs. These will be in addition to articles from preferred vendors and other timely topics.
I hope you find this new information helpful to you!
Best regards,
Steve Bocher
Chairman, 1848 Housing
Perge!
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| End of Year Tips |
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The pandemic at hand has caused House Corporations to treat their facilities in different ways. Some may have already shut down the facility to ensure it is prepared for the summer months, while others are still operating as the spring semester comes to a close. 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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| 1848 Housing Committee Focus Area Updates |
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The below write-ups include updates from members of the 1848 Housing Committee as they relate to their specific areas of focus. If you have any questions about the below, please do not hesitate to contact us.
Safety
Emergencies can happen in an instant. Proper preparation and procedures being in place regarding safety should be available to all undergraduate brothers, especially the ones living in the facility. The Chapter's responsiveness and actions can dictate the extent of the damage in cases of emergencies. CLICK HERE to read more about safety procedures to help reduce damage.
Renovations & Fundraising
Many house corporations are considering renovating their facility for various reasons. The main dilemma when assessing a renovation is not knowing how to properly go about the renovation, and most importantly, raise funds for a major renovation. CLICK HERE to read more about some considerations and tips to putting together proper renovation and fundraising plans.
New House Corporations
The New House Corporations Committee is off to a great start. Over the last two months, we have created a committee of four experienced house corporation members to help broaden our knowledge and experience. Each new committee member has committed to assist with serving as a mentor and a resource to new and revitalized house corporations.
Additionally, we have already held calls to assist four separate HC's dealing with multiple issues. We have gotten very positive feedback on the conversations held with those groups and continue to see how we may serve as a valuable resource for more chapters and HC's.
Special Programs
As the 1848 Housing Committee, we are continuing to explore options to partner with national internet service providers to enable service discounts for our chapter houses. We would like to get a glimpse into the various services our house corporations are currently using regarding internet providers. Please take a moment to complete this survey to help us evaluate the feasibility of such a program.
Food Operations - Thinking About Food? Chew on This.
Occassionally I hear undergrads talking about firing their contract food company and hiring the cook to become a chapter employee. Be sure your House Corporations' and/or Board of Chapter Advisors' attorney reads the contract food company's agreement first. There is most likely a non-compete clause included in the cook's and the chapter's agreements. This will give the contract food company the right to sue the cook and the chapter. It has been successfully done by contract food companies in the past. Forewarned is forearmed.
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| 1848 Housing Committee Webinars |
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The 1848 Housing Committee will be hosting our April webinar - How Food Service Can Make Your Chapter Stand Out on Campus on Tuesday, April 20 at 7:00 pm EST. CLICK HERE to register for the upcoming webinar. Once registered, you will receive a link to join.
In March, the 1848 Housing Committee hosted a Roundtable discussion revolving around responsibilities associated with operating the housing facility. This discussion, as well as previous webinar recordings can be found on the 1848 Housing Webinar page. Other recordings include topics such as building and renovating spaces, fundraising, new kitchen management programs, and more.
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| 2021 House Directors Conference |
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CSL Management will host a 2021 Housing Conference, geared toward resident House Directors, held in-person from June 22-25 in Denver, CO. The in-person capacity is limited to 75 attendees due to local and CDC guidance, with optional virtual conference options available if attendees are unable to travel during that time. Additional information, including conference registration is available HERE. We encourage you to share this information with your House Directors and others on your House Corporation as appropriate.
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| Message from Our Preferred Partners |
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Columns Fundraising
Has your house corporation put together a spring housekeeping checklist of tasks to complete before the summer months? Does your house corporation have fundraising items as part of that checklist? Columns Fundraising has some recommendations of items that should be on your spring housekeeping checklist. CLICK HERE to read more.
Upper Crust Food Service
Is your house corporation facing challenges regarding chapter meal plans? Did your meal plan struggle in helping enhance the brotherhood experience? Upper Crust Food Service has written an article that highlights how to deal with struggles on food quality, employee management/inconsistency, and enhancing the brotherhood experience. CLICK HERE to read more.
Additional Suggested Vendors
If you are a house corporation searching for a property management company, an architecture firm, property insurance or financial services, we suggest reviewing the list of suggested vendors on the Housing Resources page.
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| Recognizing 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 several individual awards to recognize deserving brothers for their contributions as graduate volunteers. While many tend to rely on the undergraduate chapter to nominate these brothers, we encourage graduate brothers to nominate others where they recognize deserving brothers.
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
Application details are available here and are due April 16.
William A. Martin III Distinguished Fiji Award:
Each year, the Archons select up to six graduate brothers to receive the Distinguished Fiji Award, selected as recognition for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at large. Nominations are due May 1. Contact Dio Protopapadakis if you have questions.
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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.
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| February 2021 House Corporation Newsletter |
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| Introduction |
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Brothers,
Thank you for continuing to adapt and for the work you do to provide housing for an undergraduate chapter. That work is important, and 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.
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| Message from Chairman of 1848 Housing |
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Dear brothers,
January was a busy month for 1848 Housing! Following two presentations at the Fiji Academy, we held out first Housing Conference on January 23.
The spotlight the Fraternity is placing on housing is very exciting. I don't think that there is a time in our 172-year history when more focus and attention has been placed on housing!
With the changes and challenges we face on campuses, it is more important than ever to continue to improve our housing operations. This will ensure that we stay competitive, make a positive contribution to the membership experience and continue to make our properties safe for our members.
As we shared in our presentations, maintaining the status quo means you are moving backwards. Why? Because the housing market is improving all around us. Universities are spending millions to upgrade dorms; private sector builders are building incredible apartments; and other Greek organizations are improving their facilities. If we are just "maintaining our properties," we are falling behind.
At Academy, we talked about the importance of working closely with the Chapter, PL and BCA - particularly sharing information about issues surrounding housing and improving the member experience. I hope that you will renew your efforts to work closely with these other graduate volunteers. If you weren't able to attend the Housing Conference, I encourage you to view the session recordings as valuable information was shared.
I am hopeful that 2021 will be smoother than 2020. As you continue your work with your house corporation, please know that the 1848 Housing Committee is here to support your efforts.
Best regards,
Steve Bocher
Chairman, 1848 Housing
Perge!
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| 2021 Housing Conference Recap |
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The 1848 Housing Committee hosted its first Housing Conference on January 23. The conference had 76 attendees, representing over 38 different chapters. Attendees included house corporation members, Purple Legionnaires, Boards of Chapter Advisors, Section Chiefs, house directors and even undergraduate officers. The feedback from attendees was very positive, and the 1848 Housing Committee is assessing options to make this an annual event.
The Housing Conference included a "State of the Fraternity" address by Archon President Nic Loiacono (Illinois 1974), a keynote speech by Dave Schreck (Kansas State 1969), which highlighted the process used to complete a two-year turnaround for Kansas State, and several breakout sessions. The breakouts included:
- 10 Reasons to Outsource Your Kitchen Operations
- Why Using a Third-Party Management Company Makes Sense in 2021
- Getting Started with a Reserve Study
- Reducing Liability & Exposure
- Fundraising in 2021: The New Realities
- Five Things You Can Do to Improve Your HC in 2021
- Roundtable Discussions
If you, or other members of your house corporation team, were not able to participate, each session of the 2021 Housing Conference was recorded and has been compiled in a playlist, which can be found on the Fraternity's YouTube page or the Housing Webinar page.
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| House Corporation Questionnaire: Internet Service Providers |
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The 1848 Housing Committee is continuing to explore additional ways to support house corporations, which includes identifying potential partnerships for common services like internet service.
We would like to get a glimpse into the various services our house corporations are currently using regarding internet providers. Please take a moment to complete this survey to help us evaluate the feasibility of such a program.
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| Message from Our Preferred Partners |
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Upper Crust Food Service
Is your house corporation considering renovating your chapter's commercial kitchen? Is your house corporation currently rebuilding? Upper Crust Food Service has provided an article outlining various kitchen designs, layouts and components to consider. CLICK HERE to read more about the various designs and components. Upper Crust Food Service will also be hosting a Zoom call in April to discuss kitchen functions in more detail.
Columns Fundraising
Is your house corporation looking to secure graduate investment for a project? Does your house corporation have a short-term and long-term capital goal? Columns Fundraising outlines advantageous steps that are encouraged before your house corporation begins planning a capital fundraising effort. CLICK HERE to read more about the steps needed to get graduates involved in your campaign.
Additional Suggested Vendors
The 1848 Housing Committee has recently added Residential Capital Corp as a suggested vendor for financing. Residential Capital Corp specializes in securing capital for Greek housing projects.
If you are a house corporation searching for a property management company, an architecture firm, property insurance or financial services, we suggest reviewing the list of suggested vendors on the Housing Resources page.
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| 1848 Housing Webinars |
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The 1848 Housing Committee will be hosting webinars throughout 2021 to help our house corporations continue to excel. The list of tentative housing webinars for 2021 can be found on the 1848 Housing Webinar page. The next webinar, Who Should Be Running Things - the Chapter or the House Corporation?, will be a roundtable discussion hosted in March.
All previous webinar recordings, as well as the 2021 Housing Conference recordings, can also be found on the 1848 Housing Webinar page. Previous webinars topics include reducing liability and exposure, 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 Dio Protopapadakis, Director of Graduate Engagement.
You may also contact Dio 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 Housing Advisory Committee (HAC) is pleased to announce our preferred partners for house corporations.
*The HAC 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 HAC may, in some instances, receive 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.*
On the recommendation of the Committee, 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 Housing Webinar.
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 Housing Advisory 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.
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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.