Housing Corporation Certification and Recognition Program (HCCRP)

Transcription

1 Program Description: Program Ratings: The HCCRP program is intended to promote national adoption of best practices through a rating system that recognizes housing corporations that (1) follow good organizational policies, (2) implement good business strategies, and (3) provide safe attractive livinglearning facilities using sound property management practices. The HCCRP follows a comprehensive approach to management by recognizing performance in several key areas. These key areas include: Alumnae Relations Board Governance Campus & Community Relations The program rating levels include: Chapter Communications Financial Stability Property Performance Risk Management Certified (Level I) Silver (Level II) Gold (Level III) The criteria listed for each key area have been identified as the best practices for Alpha Chi Omega. These criteria provide a concise framework for identifying and implementing practical and measurable strategies. Program Scoring: To qualify for the Certified (Level I) rating, all of the criteria must be met. There is an application specific to the Certified (Level I) rating. To qualify for the Silver (Level II) or Gold (Level III) rating based on total points, the house corporation applicant must first qualify for the Certified (Level I) rating in all key areas. There is an addendum application for the Silver (Level II) / Gold (Level III) rating. For the Silver (Level II) or Gold (Level III) rating, the addendum application identifies the criteria for each key area and points associated with each criteria. The overall program rating for each applicant is determined by weighting the rating of each key area according to the following weights: Alumnae Relations 5% Board Governance 25% Campus & Community Relations 5% Chapter Communications 10% Financial Stability 20% Property Performance 15% Risk Management 20% TOTAL 100% Program Goals: 1) All local house corporations achieve a minimum Certified (Level I) rating by 2012 Convention. -2) Achieve an environment of collaboration and continuous improvement by all local housing corporations in order to provide appropriate, competitive and safe facilities for members. Program Task Force: References: The program, rating system, and methods for recognition were developed through an open, consensus based process by the HCCRP Task Force. The volunteer task force represented a cross-section of Alpha Chi Omega s local house corporations and included a diverse set of skills and expertise. The task force consisted of a total of 13 members from across the country, including the National Housing Corporation Director of Housing, National Housing Structure Volunteers, and Local House Corporation Representatives. HCCRP Certified (Level I) Application Form, HCCRP Silver (Level II) / Gold (Level III) Application Addendum Form, HCCRP Application Worksheet, HCCRP Scoring Sheet Page 1 of 8

2 Alumnae Relations Alumnae Relations involves the exchange of information and ideas with, and the involvement in projects, committees and events of the alumnae members of Alpha Chi Omega. Communications o Events o A communication (ex. newsletter, letter, , website posting, etc.) is sent at least one (1) time a year to alumnae. This could be in conjunction with or the same as a chapter correspondence or other alumnae correspondence. Local alumnae are invited to the annual meeting. Communications o Provide recognition and appreciation to all volunteers for their time and monetary donations (ex. thank you note, phone call, website register) o A communication (ex. newsletter, letter, , website posting, etc.) is sent at least two (2) times a year, on a consistent timeline, to alumnae. Communication is separate from fundraising appeals for financial support. Outlines house corporation activities, reviews facility operations and performance, and identifies trends on campus and future requirements. Features stories on alumnae, and highlights from alumnae events. Discusses completed projects and provides pictures. Includes a donor list to acknowledge any gift to a corporation board. Website o The house corporation has either its own website or a page on the chapter website used to communicate. The names and contact information of the board directors are identified at a minimum. Information is current and updated frequently. Discusses completed projects and provides pictures. Includes a donor list to acknowledge any gift to a corporation board. Events o The house corporation hosts at least one (1) alumnae event per year (ex. homecoming, annual meeting, reunion weekend, etc). This event can be hosted in conjunction with the collegiate chapter. Fundraising / Donations o A fundraising plan is established Donors are personally thanked by a member of the board for any gift (ex. phone call, letter, etc.). Identifies ways of seeking alternate sources of revenue to support expenses. Cultivates donor prospects for specific projects and presents them with well thought out proposals for any special project fundraising initiative. Outlines possible future projects for fundraising and communicates them to alumnae to highlight the plan for the future of the facility. Annually solicits alumnae (ex. newsletters, solicitation letters, project oriented asks, , annual meeting, phone calls, personal visits, etc.) Page 2 of 8

3 Board Governance Board Governance involves the processes, policies, customs and regulations that affect the way the organization is directed, administered, and controlled. Board Meetings o One (1) annual house corporation meeting with quorum is held at the chapter house, allowing for collegiate participation, and where board directors are elected. o Following the annual meeting, the board of directors meets to elect officers. o Board of director meetings held four (4) times a year at a minimum. These meetings can include virtual communications. o Roberts Rules of Order followed during meetings. Board Composition and Size o The board of directors has a minimum of six (6) total members to include two (2) chapter representatives appointed by the chapter and the Housing Advisor. o Alumnae directors have majority representation on the board. o Conflict of interest disclosure forms are signed by all board members annually. Board of Directors Officers o A President, Vice President and Secretary-Treasurer are elected at a minimum. o Clear roles/responsibilities of each officer position and the executive committee are defined in the bylaws. Board Communications o Meeting agenda and minutes communicated in a timely manner to board members per the bylaws. Current Documents are On File with the AXO Headquarters as Follows: o Articles of Incorporation and Amendments o Business Entity Report (Certificate of Good Standing with the State) o Non-Profit Application Documentation (IRS Determination Letter) o House Corporation Bylaws (Reviewed Annually/Revised As Needed) (Follow Model Bylaws with No Deviations, See Form H19 or H19-A) o Report of Election of Officers (Form H17) o Meeting Minutes for Each Meeting Held by the LHC Board Meetings o Board of director meetings held six (6) times a year at a minimum. These meetings can include virtual communications. Board Composition and Size o Active recruitment plan established, allowing for both experienced and new board members to serve. Board of Directors Officers o A President, Vice President, Secretary, and Treasurer are elected as separate positions at a minimum. Board Committees o Committees (ex. fundraising, event planning, maintenance, etc.) are established to assist the board. Annual Plan of Work o An Annual Plan of Work is developed with goals and outcome measures for each fiscal year. o The plan states each goal for the year with an estimated date of completion. o The plan names the person(s) responsible for oversight of the goal and outcomes. o The plan is tied to the approved budget. Board Meetings o Board of director meetings held nine (9) times a year at a minimum. These meetings can include virtual communications. Board Committees o Committee meetings are ongoing (can be part of a board meeting or separate), with committee reports given at each board meeting. Strategic Planning o A 5-Year Strategic Plan is established and reviewed annually. o Succession plan established for board directors. Page 3 of 8

4 Campus & Community Relations Campus and Community Relations involves the exchange of information and ideas with the members of the surrounding community such as the university, local businesses, and neighbors. Events o Attend university initiated housing meetings for alumnae. Communications o Monitor trends on housing initiatives of the university and share information with the collegiate chapter and AXO Headquarters (ex. read local campus newspaper, attend university housing meeting). Market Research o At least once per year, tour similar housing (ex. other sororities, local apartments, dorms) to ensure the AXO housing is competitive with the market. Communications o Promote positive communication with the community to build relationships for the good of the neighborhood (ex. participate in town parade, open chapter house for celebratory functions, share project plans with neighbors, etc.). Page 4 of 8

5 Chapter Communications Chapter Communications involves the exchange of information and ideas with the collegiate members of Alpha Chi Omega. Chapter Meetings o In-person presentation given by a board director at a chapter meeting once a year to outline house corporation board activities, to share successes, and to hear feedback from the chapter. Chapter Member Involvement o The board actively collaborates and works closely with the Chapter President and VP Facility Operations. Property Management o Set forth clear expectations for the care of the house at the beginning of each academic year. Establish board generated rules for use of the facility (Exhibit B of the Lease). Communicate with the Chapter President to ensure that these rules are incorporated into the Residential Services Agreement (Form 138) and into the Chapter By-Laws. Chapter Meetings o Attend at least two (2) chapter meetings per year to educate the chapter on house corporation board activities. Chapter Member Involvement o Collegiate member input is requested and considered as part of project planning. Property Management o Participate in a training session to review the board generated rules with the chapter members. Chapter Member Involvement o Collegians actively involved in house corporation committee work to support facility operations. Committees may include fundraising, decoration, landscaping, and technology. Involvement may include surveying the chapter, committee meeting attendance, and serving as a communication link to the chapter. Publications o Annual update communication (ex. newsletter, letter, , website posting, etc.) is sent to all collegians at/or before the start of each academic year highlighting work done over the summer. o Partner with the collegiate chapter to produce a newsletter and contribute ongoing articles promoting house corporation activities. Events o Board members engage regularly with the collegiate chapter at chapter events. o Plan an event or participate in a project to allow the chapter collegians and the board members to work together (ex. cleaning day over the summer, annual Founders Day celebration, finals week study break). Page 5 of 8

6 Financial Stability Financial Stability involves the state of the organization s finances as it relates to assets, liabilities, income and operational expenses. Finance deals with time, money, and risk and deals with how money is spent and budgeted. House Corporation Budget o Franchise Fee expense included in the budget for property management services. o Establish and attempting to build a General Reserve Fund from year to year for emergencies, etc. equal to or greater than the budgetary guidelines from AXO Headquarters. o Develop Capital Reserve for future capital improvements. Compliance o IRS Form 990 filed annually. o State Tax Forms filed annually. o All real estate taxes and assessments paid on-time. o Annual franchise fee paid on-time. Reviews o Checks and balances system provided to prevent theft, fraud or inaccurate reporting (ex. two signatures used on checks, treasurer s report showing receipts and expenses, etc.). o Treasury accounts and financial statements reviewed annually. o Overview of the budget, and major receipts and expenses presented to the chapter annually. Current Documents are On File with the AXO Headquarters as Follows: o House Corporation Annual Report (Form H20-A) o Budget and Capital Improvement Plan (Form H20) o IRS Form 990 and State Tax Forms o Lease Contract between Chapter and House Corporation (Form H141/H142) House Corporation Budget o Reviewed and updated by the House Corporation at least once (1) per year after initially established. o House Corporation engages participation of Chapter Vice President Finance, and Financial Advisor when possible, in house corporation budgeting process annually. Reviews o Outside, independent review of treasury accounts and financial statements completed annually. House Corporation Budget o Fundraising incorporated into the budget as necessary with an annual plan for fundraising for small capital improvement projects. o House Corporation updates the chapter on the ability to complete capital improvement projects based on house corporation revenue and expenses mid-year. o Implementing General Reserve Fund account with goal worth at least three (3) months of operating expenses. Page 6 of 8

7 Property Performance Property Performance involves the condition and operations of the organization s real estate assets. Some performance measures include operating costs, occupancy rate, and energy efficiency. Operating Costs o Follow AXO s guidelines, identified on the AXO website under Housing Resources, for budgeting on an annual basis. Occupancy o Establish occupancy based on input from the fire marshal and the collegiate chapter according to AXO s policies on facilities. Maintenance and Repair Plan o Track repairs and maintenance of major mechanical systems on an annual basis. o Use maintenance and repair information to develop short term and long range plans for the Budget and Capital Improvement Plan (Form H20). Budget and Capital Improvement Plan o Develop a capital improvement plan for the facility ten (10) years out by working with a qualified expert (ex. general construction contractor, architect/engineer firm, university researcher, etc.). Energy Efficiency o Conduct an energy audit of the facility using a qualified consultant (ex. utility company representative, environmental engineer, etc.). o Actively investigate green practices to incorporate into the operation and maintenance of the facility. Page 7 of 8

8 Risk Management Risk Management involves the policies, procedures, and practices involved in analyzing exposure to risk and determining how to best handle such exposure. Inspections o At least one (1) thorough physical inspection conducted per year by designated AXO board member(s) and House Director to look for hazards, etc. Compliance o All local fire and health codes met. o All recommendations from national insurance company inspection are reviewed and either followed or not followed with justification. o Heating and air conditioning equipment serviced annually. o Kitchen equipment serviced annually. o Certifications and licenses physically posted. Insurance Coverage o Participate in National Property Insurance Program or have exemption from NHC. Inspections o At least two (2) physical inspections conducted per year. Safety Education o Two (2) training sessions are held to educate chapter collegians per academic year; one in the fall term, one in the spring term (ex. emergency evacuation, operation of fire extinguisher, placement of security lights and motion detectors). o Partner with chapter to schedule a safety speaker to present on important issues (ex. fire inspector, health inspector, police). Inspections o At least three (3) physical inspections conducted per year. Emergency Plan o Partner with chapter to establish procedures to clearly identify the process and people to contact in the event of a natural disaster (ex. fire, tornado, earthquake, etc.), urgent legal issue associated with facility operations, etc. o Documents are stored in more than one location (can be hard-copy and electronic-copy). Page 8 of 8