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2004 National Convention 2004 Theta Tau National Convention 2004 National Convention Alumni Track 2004 National Convention Becoming an Effective Adviser 2004 National Becoming an Effective Adviser Convention "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 2004 Becoming an Effective Adviser National 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 2004 Leadership Similarities National Convention 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? 2004 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, •Maintaining a Global stimulate innovation, and encourage personal improvement. perspective 2004 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 2004 Leadership Similarities National Convention Individuals and organizations will use 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 2004 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 2004 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 2004 National Convention Theta Tau After Graduation Because Brotherhood lasts a lifetime 2004 National Convention 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 2004 National Convention 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 2004 National Five Steps to form an Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Plan the 1st Event Convention 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 2004 National Convention 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 2004 National Prepare the 1st Mailing Convention 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 2004 National Increasing Alumni Convention 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 2004 National Convention 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) 2004 National Convention Your Local Centennial Event 2004 National Convention Educational Foundation Securing the Next 100 Years 2004 National Convention Building a Better House Corporation 2004 National Building a Better Convention House Corporation Who What Where Why When How 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National When should an HC be Convention 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. 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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? 2004 National Convention 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. 2004 National Convention 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 2004 National What about EIN, TIN, and FIN Convention Numbers, and 501c status? EIN – employee identification number FIN – federal identification number TIN – taxpayer identification number SSN – social security number 2004 National Each HC can apply for a TIN using IRS Convention 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 2004 National Convention 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 2004 National Nonprofit designation by a state is Convention 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 2004 National Convention 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 2004 National If you request IRS tax Convention 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 2004 National When the HC is established, Convention 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? 2004 National When the HC is established, Convention what do I do? Observe Regulatory Obligations (federal, state, and fraternity) Buy a headquarters Maintain/Oversee/Manage the chapter house 2004 National Convention Raising funds The Theta Tau Chapter Officers Manual contains information on: Housing Notes Fundraising Events Chapter Newsletters 2004 National 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 2004 National Funds raised for housing are put in a Convention 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) 2004 National Convention Regulatory Obligations State-Annual Report Fed-990 Fraternity Laws regarding HC’s What’s expected of us regarding Risk Management 2004 National Convention Buying a house A great house on Fraternity Row just opened up and you want to buy it. What do you do? 2004 National Buy it, If you have Convention Incorporated within the state a TIN # Saved a down payment (~20%) a history of fundraising success developed a Business Model 2004 National Convention 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. 2004 National Convention A Biz Model REVENUE __ members @ __ rent = $_____ __ housing notes@ __ income = $_____ __ annual fundraising @ __ = $_____ Total Income $_____ 2004 National Convention A Biz Model EXPENSE Mortgage payment $_______ Taxes/Insurance $_______ Utilities $_______ Maintenance $_______ Total Expense $_______ 2004 National Convention A Biz Model Revenue $______ Less Expense $______ Net Profit $______ (net profit should be a positive number, not negative, and not zero) 2004 The last item (maintenance) on the 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 2004 National Maintaining a House Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention 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 2004 National Convention Risk Management Policies Alcohol Controlled Substances Abusive Behavior Hazing Gun-Safety High Risk Events Property Management High-Risk Events 2004 National Convention 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 2004 National Convention 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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