Hot Topics
Hot Topics Roles and Responsibilities Due Dates Policies Conflict of Interest Statement Credit Cards vs. Local Accounts Outsourcing Employees
Roles and Responsibilities • House Corporation Treasurer – Be knowledgeable of the financial activity and status of the corporation – Inform the board of directors on a regular basis and all members at the Annual Meeting – Approve budgeted expenses and work with the board when un-budgeted items arise – Complete the Capital and Operating budgets and present to the board for input and approval – Consult with the COA or chapter advisors as necessary
Due Dates • July 1 is the beginning of our fiscal year – Many house corporations are in the middle of the summer projects – Monitor the expenses, approve invoices in a timely manner • September 1 the Annual Report is due – This is usually completed by the President or Secretary and uploaded to eOps • Oct 1 is a good time to begin thinking about the next year’s projects – Refer to your current five year plan – Obtain an inspection and get bids from vendors – Review the chapter wish list • December 1 the Capital Budget is due – This is used to complete your main budget, Schedule A – It should be a rolling document that has continuity – If planning a major project, alert your RHS and FHC as soon as possible
Due Dates Continued… • March 1 your budget for the next fiscal year is due – Proposed budget is sent to the President and Treasurer by Feb. 1st – Work with the chapter, your employment committee and any other committees to obtain all necessary information and input – If you are doing a major project, you will need to have estimates for the project itself and any fundraising expenses you will incur in the next year
• May 1 the Annual Agreement with the chapter must be approved – The chapter budget has to be completed before they leave school and it is dependent on the HC budget – All three parties must approve before it is complete. The HC Treasurer is the final approval
• Miscellaneous Dates – Notices for the Annual Meeting in the Anchora are due in October – The HC schedules time to meet with the collegians in the fall and spring semesters – Minutes are uploaded to eOps or sent to the Office of Housing and your RHS after every meeting
Policies • “It is the responsibility of each member to act in accordance with the Constitution and the policies and procedures of Delta Gamma. Failure to read and understand the policies is not a defense for a failure to comply with policies. Ignorance of the policies and procedures is not an excuse for not complying with one’s duties.”
Housing Related Policies • Here are a few of the ones that you may encounter: – Governance – Employment Committee – Term Limits – Guests – Major Projects – Animals – House Director – Locks All housing related policies will be sent out every August to be shared with the entire house corporation board
Conflict of Interest/Whistle Blower Statements • • • • •
What are they? Why are they important to the board? What is the process? When are they signed? Who signs them?
Update on the new process for all Council and Cabinet
Credit Cards Vs. Local Accounts • The down side of local checking and savings accounts – Change in officers – Low interest rates – Security issues
• The FHC credit card – – – – –
How it works, who gets one, what is the limit…. Ability to make purchases on line Preferred by most companies and vendors Can be used by the HD Can be increased temporarily for special purchases
Outsourcing Employees • The main reason to outsource is for the liability to the corporation (Workers Comp) • The kitchen help and house keeping are the most common ones to outsource • Catering has risen 27% in the past two years – Liability – Food Allergies/Preferences – Dependability • There are almost as many claims in housekeeping as in the kitchen • A note regarding house directors
Questions???? • From any of the sessions you’ve attended this weekend, what burning questions do you have? • What would you like more information on or clarification? • What services would you like to see provided in the future? • Where to find resources or who to go to for what? • What types of training are happening in the future?
Roles and Responsibilities • House Corporation Treasurer – Be knowledgeable of the financial activity and status of the corporation – Inform the board of directors on a regular basis and all members at the Annual Meeting – Approve budgeted expenses and work with the board when un-budgeted items arise – Complete the Capital and Operating budgets and present to the board for input and approval – Consult with the COA or chapter advisors as necessary
Due Dates • July 1 is the beginning of our fiscal year – Many house corporations are in the middle of the summer projects – Monitor the expenses, approve invoices in a timely manner • September 1 the Annual Report is due – This is usually completed by the President or Secretary and uploaded to eOps • Oct 1 is a good time to begin thinking about the next year’s projects – Refer to your current five year plan – Obtain an inspection and get bids from vendors – Review the chapter wish list • December 1 the Capital Budget is due – This is used to complete your main budget, Schedule A – It should be a rolling document that has continuity – If planning a major project, alert your RHS and FHC as soon as possible
Due Dates Continued… • March 1 your budget for the next fiscal year is due – Proposed budget is sent to the President and Treasurer by Feb. 1st – Work with the chapter, your employment committee and any other committees to obtain all necessary information and input – If you are doing a major project, you will need to have estimates for the project itself and any fundraising expenses you will incur in the next year
• May 1 the Annual Agreement with the chapter must be approved – The chapter budget has to be completed before they leave school and it is dependent on the HC budget – All three parties must approve before it is complete. The HC Treasurer is the final approval
• Miscellaneous Dates – Notices for the Annual Meeting in the Anchora are due in October – The HC schedules time to meet with the collegians in the fall and spring semesters – Minutes are uploaded to eOps or sent to the Office of Housing and your RHS after every meeting
Policies • “It is the responsibility of each member to act in accordance with the Constitution and the policies and procedures of Delta Gamma. Failure to read and understand the policies is not a defense for a failure to comply with policies. Ignorance of the policies and procedures is not an excuse for not complying with one’s duties.”
Housing Related Policies • Here are a few of the ones that you may encounter: – Governance – Employment Committee – Term Limits – Guests – Major Projects – Animals – House Director – Locks All housing related policies will be sent out every August to be shared with the entire house corporation board
Conflict of Interest/Whistle Blower Statements • • • • •
What are they? Why are they important to the board? What is the process? When are they signed? Who signs them?
Update on the new process for all Council and Cabinet
Credit Cards Vs. Local Accounts • The down side of local checking and savings accounts – Change in officers – Low interest rates – Security issues
• The FHC credit card – – – – –
How it works, who gets one, what is the limit…. Ability to make purchases on line Preferred by most companies and vendors Can be used by the HD Can be increased temporarily for special purchases
Outsourcing Employees • The main reason to outsource is for the liability to the corporation (Workers Comp) • The kitchen help and house keeping are the most common ones to outsource • Catering has risen 27% in the past two years – Liability – Food Allergies/Preferences – Dependability • There are almost as many claims in housekeeping as in the kitchen • A note regarding house directors
Questions???? • From any of the sessions you’ve attended this weekend, what burning questions do you have? • What would you like more information on or clarification? • What services would you like to see provided in the future? • Where to find resources or who to go to for what? • What types of training are happening in the future?
