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									2004
National
Convention




                    2004
                  Theta Tau
             National Convention
2004
National
Convention




             Alumni
              Track
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Convention



               Becoming an

             Effective Adviser
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             Becoming an Effective Adviser
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                 "We don't always know whose lives we touched and made better for having cared

                because actions can sometimes have unforeseen ramifications. What is important is

                               that you do care and you act." -Charlotte Lunsford
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             Becoming an Effective Adviser
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Convention                                          "We don't always know
             Maintenance Functions                  whose lives we touched
                                                    and made better for
               •Leadership                          having cared because
               •Supervisory                         actions can sometimes
                                                    have unforeseen
               •Link to History                     ramifications. What is
                                                    important is that you do
                                                    care and you act."
             Group Growth Functions                 - Charlotte Lunsford
               •Facilitation
               •Sounding Board
             Program Content Functions
               •Steers Program Development
               •Provides Subject Matter Expertise
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             Leadership Similarities
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             Vision of Success               Leadership needs to exist at all
                                             levels, as people work toward a
               •How do we know when we are     common vision. Leadership
                                                will come in forms such as
               successful?                    "invisible" and "alongside."
                                             Leadership will occur through
               •How do we want to                relationships rather than
                                                     through structure.
               communicate?
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             Leadership Similarities
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Convention                                Individuals and organizations will use
             Conflict Resolution          conflict and differences as constructive
                                        forces and minimize their negative aspects.
               •Methods of Resolution       Conflict shouldn't be seen as purely
                                          negative. Conflict can spark creativity,
               •Maintaining a Global       stimulate innovation, and encourage
                                                   personal improvement.
               perspective
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             Leadership Similarities
National
Convention                                Individuals and organizations will use
             Conflict Resolution          conflict and differences as constructive
                                        forces and minimize their negative aspects.
               •Methods of Resolution       Conflict shouldn't be seen as purely
                                          negative. Conflict can spark creativity,
                                           stimulate innovation, and encourage
                                                   personal improvement.


             Maintaining a Global
             Perspective
               •Collaboration vs.
               Competition
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             Leadership Similarities
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             General Rights and      conflict and differences as constructive
                                   forces and minimize their negative aspects.
                                       Conflict shouldn't be seen as purely
             Responsibilities        negative. Conflict can spark creativity,
                                      stimulate innovation, and encourage
               •Adviser                       personal improvement.

               •Chapter



             Specific Rights and
             Responsibilities
               •Adviser
               •Chapter
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             Leadership Similarities
National
Convention                         Individuals and organizations will use
             Leadership Styles     conflict and differences as constructive
                                 forces and minimize their negative aspects.
               •Telling              Conflict shouldn't be seen as purely
                                   negative. Conflict can spark creativity,
               •Selling             stimulate innovation, and encourage
                                            personal improvement.
               •Participating
               •Delegating
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             Leadership Similarities
National
Convention                         Individuals and organizations will use
             Leadership Styles     conflict and differences as constructive
                                 forces and minimize their negative aspects.
               •Telling              Conflict shouldn't be seen as purely
                                   negative. Conflict can spark creativity,
               •Selling             stimulate innovation, and encourage
                                            personal improvement.
               •Participating
               •Delegating
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             Theta Tau After Graduation
              Because Brotherhood lasts a lifetime
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             Staying Involved
                Attend an initiation
                Celebrate Founders’ Day
                Call a brother just to see how they are
                Volunteer to give a PD tour of your Facility
                Update your contact info with your chapter
                Inform the chapter of employment
                 opportunities at your company
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             Staying Involved
                Visit your chapter next time you visit
                 campus
                Send a letter to your chapter on Founders’
                 Day
                Volunteer to speak to the chapter about
                 your career
                Join or Start an Alumni Club
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             Five Steps to form an
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             Alumni Club
                Make initial contacts to insure there is not
                 an existing Alumni Club in your area.
                Formalize the New Group
                Plan the 1st Event
                Make use of the zip code list
                Plan your 1st mailing
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             Make Initial Contacts
                Call or email the Central Office
                  Inform them that you would like to start

                   an Alumni Club
                  Request a zip code list of the brothers

                   living in your target area
                  Request a copy of the sample bylaws
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             Make Initial Contacts
                Inform the Regional Director
                   Copy the RD on all communication to

                    the Central Office
                   Ask for any assistance that the Regional

                    Director may have
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             Formalize the New Group
                Set up an email group
                Determine the area the group will include
                Adopt bylaws
                   Use sample bylaws

                   Ask other Alumni Clubs for a copy of

                    their bylaws
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             Formalize the New Group
                Send a letter to the Grand Regent
                   Request official recognition

                   Include a copy of the bylaws

                   Include the contact information of the
                    founding members
                   Inform the Grand Regent of upcoming
                    events
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             Plan the       1st   Event
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                Activities
                  Plan an activity that everyone can enjoy

                  Select a location that is easy to find

                  Plan activities that are too interesting to
                   miss
                  Find out what local alumni want to do
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             Make use of the zip code list
                Don’t be shocked
                  There are a large number of Theta Tau

                   Alumni all over the country
                The 10% Rule (Don’t be discouraged)
                  Do not expect more than 5 to 10% of the

                   list to attend the first event
                  10% turnout should be considered a

                   resounding success
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             Prepare the        1st   Mailing
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                Make the mailing stylish
                Be sure to include:
                  The news that a Theta Tau Alumni Club
                   has been formed
                  Invitations to the 1st event

                  The names and contact information of the
                   founding members
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             Increasing Alumni
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             Participation
                Mail all alumni in your zip code areas
                 yearly
                Give graduating seniors a year’s free
                 membership to get them involved in the
                 club
                Welcome new alumni to the area
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                Chicagoland Alumni Club
                Detroit Alumni Association
                Greater Cincinnati Alumni Club
                Midwest Alumni Association (Iowa)
                National Capital Alumni Club (D.C.)
                Puget Sound Alumni Club (Seattle)
                Twin Cities Alumni Association
                 (Minneapolis/St. Paul)
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               Your Local
             Centennial Event
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             Educational Foundation
               Securing the Next 100 Years
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              Building a Better
             House Corporation
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             Building a Better
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             House Corporation
                Who
                What
                Where
                Why
                When
                How
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             Who should start an HC?

             Each chapter which expects to do 1 of the
             following within the next 25-50 years:

                  Build                 Furnish
                  Re-build              Maintain
                  Renovate              Everyone
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             What is an HC?
             A house corporation is a legal entity established for
             the express purpose of:

                   Gathering
                   Preserving
                   Augmenting
                   Protecting

             funds and assets (the house) for the purposes
             described above
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             Why should an HC be formed?
             The corporation provides the most effective
             means over the long-term of:

             Ensuring success in fulfilling its mission
             Provides checks balances over assets

             Provides a veil of legal/corporate protection
             to the corporation and board member
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             When should an HC be
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             formed?

                              Now!

             Most groups make a fundamental error in
             thinking they can establish an HC and raise
             funds when they find a house they want.
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             How is an HC be formed?
             Incorporation process is a function of each
             

             state’s government.

                Process varies from state to state

             Some generalizations can be made about the
             

             process
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             How?
             Process is handed by the Secretary of State
             



             HC must file an Annual Report with the State
             



             The fee’s to state are nominal ($25, $50, etc)
             



             The Board is elected to run the HC
             



             The HC board must meet at least annually
             
             and maintain minutes
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             How?
                 The state requires bylaws be part of your
                  incorporation papers (Articles of Incorporation
                  and Bylaws)

                 You want your HC to request status as a “non-
                  profit” corporation.

                 It is vital the Annual Report and Fee are submitted
                           every year (or every 5 years in Ohio)
                             or your corporation is dissolved
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             What does nonprofit mean?
                Is it the same as not-for-profit?

                Can we make a profit?

                Can we only break even?

                Can we get paid?
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             What does nonprofit mean?
             Nonprofit is the same as a not-for-profit
             corporation.

             Nonprofits can and need to make a profit.

             They simply cannot distribute that profit
             to shareholders because they do not issue
             any stock.
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             What does nonprofit mean?
             If your HC doesn’t make a “profit,” it will
             

             never own a house.

             Instead, the “profit” is kept within the
             corporation to perpetuate the HC and help
             fulfill its mission
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             What about EIN, TIN, and FIN
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             Numbers, and 501c status?
                EIN – employee identification number

                FIN – federal identification number

                TIN – taxpayer identification number

                SSN – social security number
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                Each HC can apply for a TIN using IRS
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                 form #SS-4

                When a HC’s annual gross receipts reach
                 $25,000, they must file the lengthy
                 federal tax return 990

                The 990 is simply the annual tax return
                 that nonprofits file
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                Before gross receipts reach $25,000, the
                 HC should likely request determination by
                 the IRS as to its tax status

                Nonprofits, even Theta Tau, sometimes pay
                 federal income taxes
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                 separate and different from the IRS’
                 determination of federal tax status

                IRS tax status determination is a
                 function of the federal government, not
                 the state

                Non-profit status is a determination of
                 state government, not the federal
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             The Federal Process
                As opposed to the state non-profit status,
                 requesting the IRS to determine your tax
                 status process is lengthy and expensive.

                Form 1024/8718 Fee – $150 - $500
                Time to complete – 12 hours
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             If you request IRS tax
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             status determination
                Request status as a 501c7 corporation

                Donations to 501c7’s are not tax deductible

                The Educational Foundation is a 510c3
                 corporation so donors can get tax deductions

                When IRS status is determined, it is vital
                 that the HC file its federal tax return each
                 year or excessive financial penalties are
                 risked
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             When the HC is established,
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             what do I do?
                Raise funds
                Communicate with alumni
                Raise Funds
                Elect board members
                Raise Funds
                Communicate with students
                Raise Funds
                Did I mention that you should raise funds?
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             When the HC is established,
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             what do I do?
                Observe Regulatory Obligations
                   (federal, state, and fraternity)

                Buy a headquarters

                Maintain/Oversee/Manage the chapter
                 house
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             Raising funds
             The Theta Tau Chapter Officers Manual
             contains information on:

             Housing Notes
             Fundraising Events

             Chapter Newsletters
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                Annual events (like homecoming or
Convention       chapter anniversary) can be when the HC
                 board is elected and used as a fundraising
                 opportunity

                Successful HC’s require student members
                 to sign a Promissory/Housing Note

                Chapters also often set aside into the
                 housing fund a portion of its fundraising
                 proceeds
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                 separate account for that purpose

                This separate account is not used for
                 ordinary expenses of the HC or the
                 chapter

                The funds are invested conservatively to
                 moderately (not aggressively)
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             Regulatory Obligations
                State-Annual Report

                Fed-990

                Fraternity Laws regarding HC’s

                What’s expected of us regarding Risk
                 Management
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             Buying a house
             A great house on Fraternity Row just opened
             up and you want to buy it.

                          What do you do?
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             Buy it, If you have
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                Incorporated within the state

                a TIN #

                Saved a down payment (~20%)

                a history of fundraising success

                developed a Business Model
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             A Biz Model? What’s that?
             The house may be great but it may not be
             right for your HC and Chapter. It may be:

             too large
             too expensive

             too run-down

             not zoned correctly

             etc.
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             A Biz Model
                              REVENUE

             __ members @ __ rent =              $_____
             __ housing notes@ __ income =       $_____
             __ annual fundraising @ __ =        $_____
                                    Total Income $_____
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             A Biz Model
                                EXPENSE

             Mortgage payment             $_______
             Taxes/Insurance              $_______
             Utilities                    $_______
             Maintenance                  $_______
             Total Expense                $_______
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             A Biz Model
             Revenue          $______
             Less Expense     $______
             Net Profit       $______

             (net profit should be a positive number,
             not negative, and not zero)
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National
Convention       expense side is the most often under-
                 budgeted

                A house with umpteen folks living in it
                 receives a lot of abuse

                Failing to adequately budget for these
                 repairs leads to deterioration of the asset
                 (the house) that the HC was formed to
                 preserve
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             Maintaining a House
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             Relationship between chapter and House
             Corp should be professional

               •   Contracts signed with regards to rent,
                   repairs, cleanliness, events, etc.
               •   “give the chapter a break” often hurts
                   everyone in the long run when the value
                   of the assets (house, fixtures,
                   furnishings) and eventually the
                   Brotherhood suffer
2004         Repair projects, especially those performed by
National
Convention   members should be overseen to ensure that the
             following are met:

                The chapter’s needs

                HC specifications

             The budget established

              Fraternity, university, and community
             standards
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                No repair of significance should take place
                 without prior HC approval

                Those that do should not be funded

                Here, we have already moved into the area
                 maintaining a chapter house
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             The HC of 1954
                Absentee landlord

                Came by the house a couple times/year

                Chapter sent a check monthly for “rent”

                HC paid taxes and insurance
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             The HC of 2004
                Integrated with an Alumni Club

                Communicates with chapter, alumni, and Nat'l
                 Fraternity

                Reports on its assets, income, needs, progress

                HC pays taxes/insurance
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             The HC of 2004
                Tells national Fraternity problems it sees
                 and requests help when it needs it

                Requires signed lease from each tenant in
                 the house

                Has written agreement with chapter and
                 each tenant outlining responsibilities of
                 tenant, chapter, and HC
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             The HC of 2004
                HC has walk-through with chapter at least quarterly

                Form used to report deficiencies after walk-thru

                HC rewards the chapter for cleanliness/maintenance
                 successes

                HC approves repairs in advance and has them done
                 professionally if appropriate

                HC acts as first line of defense against abuse of the
                 house and all risk management concerns
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             Risk Management Policies
                Alcohol
                Controlled Substances
                Abusive Behavior
                Hazing
                Gun-Safety
                High Risk Events
                Property Management
                High-Risk Events
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             Useful Resources
                Theta Tau Officers’ Manual
                Theta Tau Central Office
                Alumni
                Other chapter’s House Corps.
                www.thetatau.org
                www.nass.org
                www.irs.gov
                www.guidestar.org
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             In Summary
                Plan ahead in forming your HC
                Be prepared to meet regulatory obligations
                Remember to preserve your housing asset
                Communicate with students and alumni
                Ask for help when you need it
                Celebrate successes and Reward them
                Questions?

								
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