Quote:
Originally posted by honeychile
So, breaking it down:
1) Do we need to file a new corporation?
2) How do you introduce a totally new, but more efficient, system to a chapter, while still asking them to help out with the "sweat equity" - at first.
3) Do other HC's take yearly inventory of the property, and send out newsletters to alumnae? The chapter does the occasional newsletter (usually via email), but I think one combined with the Housing Corp. would work even better (because you can include an envelope, for starters!).
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1. As AXiD670 said, you may not have to refile. It depends on the state. In Ohio, we had to file a domestic reinstatement to reactivate the corporation when the new board came in.
2. Do something tangible, something they can see before asking them for sweat equity. Once they see the CB doing something (even if it's coming in and doing a major deep clean on the suite) they may be more likely to buy into the plans. Let them know in writing about the Corp's reorganization and short-term plans. If your GLO doesn't require a chapter representative on your CB, get one. It makes a world of difference if the Chapter President or Property officer, for example, is at the CB meetings and can report what's going on to the chapter. Actions speak louder than words, and once the chapter sees and knows the Corp is acting on their behalf, it'll be easier to "sell" a new system. Trust me, it takes time, but it's worth it once accomplished!
3. We've instituted an inventory control tag system which is updated when any new property (everything from shower curtains to the huge food service fridge!) is obtained or disposed of. The next step in that process is having the chapter inventory the "chapter equipment" to ensure a current and complete listing of everything (down to the last catsuit!) The house is inventoried once a year. It's made life so much easier for us as we rent, and we now documentation of what we actually own.
As for a newsletter, we have not done one in a while but send an annual announcement/evite for the annual board meeting each fall. We'll be doing a mailing soon for a landscaping "sweat equity" project, where the Corp provides the mulch/flowers/shrubs, etc and we ask the collegians, parents' club members and local alumnae to come help with the weeding and planting.
We are required to do an annual letter to the collegiate chapter, outlining what we plan to do to improve the property and reviewing what is expected of them in relationship to the property. We also do a move-in packet at the start of the year to residents, outlining the house calendar (openings and closings, etc) house rules, emergency contact paperwork and so on. At the end of the year, we do a summary letter to the chapter and request their "wish list".
It really helps when the CB is planning on expenditures and improvements to know what the chapter members would like to see. For example, we finally got high speed wireless internet installed last year and the girls seem to be happy with that particular improvement. We also purchased an ice machine--our first--that's been a huge hit!
I'd be happy to share prior letter samples if anyone would be interested, just PM or email me.