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Chapter Excellence 2022.org
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@ -92,27 +92,27 @@ CLOSED: [2022-11-14 Mon 13:44]
| Matt Folenta | TODO | \_ Question Three |
| Ezra Yohay | TODO | \_ Question Four |
| Ryan Saklad | TODO | \_ Question Five |
| Ryan Saklad | | [6%] Financials |
| Ryan Saklad | | [87%] Financials |
| Ryan Saklad | | \_ Financial Health |
| Matt Adam | TODO | \_ Question One |
| Matt Adam | DONE | \_ Question One |
| Marko Vila | TODO | \_ Question Two |
| Matt Adam | TODO | \_ Question Three |
| Matt Adam | TODO | \_ Question Four |
| Matt Adam | TODO | \_ Question Five |
| Matt Adam | TODO | \_ Question Six |
| Matt Adam | TODO | \_ Question Seven |
| Matt Adam | DONE | \_ Question Three |
| Matt Adam | DONE | \_ Question Four |
| Matt Adam | DONE | \_ Question Five |
| Matt Adam | DONE | \_ Question Six |
| Matt Adam | DONE | \_ Question Seven |
| Matt Adam | | \_ Transparency and Education |
| Matt Adam | TODO | \_ Question One |
| Matt Adam | TODO | \_ Question Two |
| Matt Adam | TODO | \_ Question Three |
| Matt Adam | DONE | \_ Question One |
| Matt Adam | DONE | \_ Question Two |
| Matt Adam | DONE | \_ Question Three |
| Ryan Saklad | TODO | \_ Question Four |
| Matt Adam | | \_ Organization and Record Keeping |
| Matt Adam | TODO | \_ Question One |
| Matt Adam | TODO | \_ Question Two |
| Matt Adam | DONE | \_ Question One |
| Matt Adam | DONE | \_ Question Two |
| Matt Adam | | \_ Collection and Commitment |
| Matt Adam | TODO | \_ Question One |
| Matt Adam | DONE | \_ Question One |
| Ryan Saklad | DONE | \_ Question Two |
| Matt Adam | TODO | \_ Question Three |
| Matt Adam | DONE | \_ Question Three |
| Spencer Harding | | [18%] Health & Safety |
| Roman Bolshakov | | \_ Culture of Health and Safety |
| Roman Bolshakov | TODO | \_ Question One |
@ -842,12 +842,13 @@ specifically for neighbors and whether there is a system in place for
communication with neighbors (e.g., annual sharing of chapter contact
information, attending neighborhood association meetings, or other efforts).
#+end_quote
* [6%] Financials
* [87%] Financials
:PROPERTIES:
:OWNER: Ryan Saklad
:END:
** Financial Health
*** TODO Question One :original:new:
*** DONE Question One :original:new:
CLOSED: [2022-12-03 Sat 22:38]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -858,6 +859,20 @@ post-graduate dues collection, housing payments (rent, utilities, maintenance,
etc.), and managing accounts. In other words, what financial aspects is the
chapter NOT responsible for? Please list responsibilities thoroughly.
#+end_quote
The board of directors oversee more of the important things when it comes to
owning a house and running a business. The division is such that the
undergraduate treasurer deals with a lot of the years expenses such as bills,
contractors, and paying for things approved by the budget. The graduate
treasurer on the Board of Directors uses a separate building fund budget to make
improvements to the house. Buying new appliances, making renovations, and other
larger tasks associated with house ownership are dealt with by the board of
director treasurer. The Board of Director Treasurer also oversees the operation
of the Undergraduate Treasurer to make sure that the yearly budget runs smoothly
and the house has good financials. The undergraduate Treasurer is never alone in
making decisions. There is a shared quickbooks account to help us keep track of
everything together, and there is always an open line of communication between
the Graduate BOD Treasurer and the Undergraduate Treasurer.
*** TODO Question Two :documentation:
:PROPERTIES:
:OWNER: Marko Vila
@ -867,7 +882,8 @@ Upload/link documentation (a letter or email from your inter/national
organization, dated within the last year) that your chapter is in strong
financial health with your inter/national organization.
#+end_quote
*** TODO Question Three
*** DONE Question Three
CLOSED: [2022-12-03 Sat 22:44]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -876,7 +892,14 @@ Does the chapter have a savings account or reserve for emergencies? How much
money (as a percentage of the overall budget) does the chapter contribute
annually to a savings/reserve account?
#+end_quote
*** TODO Question Four
The chapter has budgeted mandatory contribution each year to long term savings.
This does not include the fact that we only budget for 92% collections in case
of failure to pay. That extra 8% of the budget is also considered savings and
goes straight to the long term savings account when collected. Including both
budgeted and unbudgeted amounts, we contribute 13.75%.
*** DONE Question Four
CLOSED: [2022-12-03 Sat 22:50]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -884,7 +907,14 @@ annually to a savings/reserve account?
How often does the chapter extract/use money from the reserve account and what
is it used for?
#+end_quote
*** TODO Question Five :documentation:original:new:
The reserve savings account is mostly used by the BOD for emergencies or for any
major house renovations. It is always there for emergencies, but I have never
seen it have to be used for emergencies during my time. It is always there as a
buffer, and if it gets too large it can be used for major house improvements
such as replacement appliances.
*** DONE Question Five :documentation:original:new:
CLOSED: [2022-12-03 Sat 22:53]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -895,7 +925,23 @@ categories broken down and how are these allocations determined? Were there
areas of the budget where the chapter over budgeted or underbudgeted? How did
the chapter adapt to the needs of the chapter or reallocate funds?
#+end_quote
*** TODO Question Six :original:new:
The local chapter has control over the undergraduate budget created in
the spring before the upcoming year. This budget includes the bills that
are sent to the house such as electric, water, heating, etc. It also
includes meal plan expenditures, housing maintenance, and dues for each
committee. This is almost comprehensive, the only other aspect of
chapter funds is the BOD budget which is mostly for insurance and taxes
for the house, inspections, etc. For the areas of the main undergraduate
budget managed by the undergraduate treasurer, the allocation is created
by the BOD Treasurer and undergraduate Treasurer together, and is voted
on by the house and the BOD separately. If the budget must be amended,
it has to be approved by both the BOD and the house before it can take
affect.
[[file:documentation/Financials/Financial Health/budget.png][Link to budget]].
*** DONE Question Six :original:new:
CLOSED: [2022-12-03 Sat 22:53]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -904,7 +950,20 @@ What are the checks and balances systems used for approval and obtaining of
funds? Who is involved (officers, advisors, etc.), who has access to funds, and
what is the process?
#+end_quote
*** TODO Question Seven
The comptroller, treasurer, and president are officially on the bank paperwork.
All approved expenses of committee heads must ask the treasurer for a check or
reimbursement. The treasurer has a lot of responsibility to make sure budgets
are in order, and no one is going over budget. The balance on committee chairs
is that they must sit down with the treasurer before making too big of a
purchase. The check and balance on the undergraduate treasurer is mainly the BOD
Treasurer. He has set up the accounts, has access to quickbooks, and has control
over the money. The BOD Treasurer reconciles the books to make sure everything
is how it should be. A good line of communication between the BOD Treasurer and
the undergraduate Treasurer ensure that the financials of the chapter run
smoothly.
*** DONE Question Seven
CLOSED: [2022-12-03 Sat 22:54]
:PROPERTIES:
:OWNER: Matt Adam
:END:
@ -912,24 +971,75 @@ what is the process?
Does the chapter conduct an annual review of the chapter’s finances? If so, how?
Are community resources used to complete the annual review (e.g., CPA)?
#+end_quote
Usually, the undergraduate treasurer and graduate treasurer review quickbooks
and other general finances during late spring when the budget for the next
school year is being made. We also budget for an accountant to do our taxes each
year to ensure everything is done correctly. The financial accounting processes
of the chapter are reviewed constantly by the BOD treasurer and the
undergraduate treasurer.
** Transparency and Education
:PROPERTIES:
:OWNER: Matt Adam
:END:
*** TODO Question One :documentation:original:new:
*** DONE Question One :documentation:original:new:
CLOSED: [2022-12-03 Sat 23:11]
#+begin_quote
How does the chapter communicate to members the financial health of the
organization, including how all organization funds are allocated and managed?
How often is the information shared? What resources are provided to members to
understand this financial health?
#+end_quote
*** TODO Question Two :documentation:original:new:
The treasurer sends out the budget at the beginning of the term, and it
is accessible to anyone for the duration of the term. Any brother can
check the weekly house meeting minutes that include a report of the
house budget and collections. Collections are reported as a percent of
the total, omitting who has paid in full and who is paying via a payment
plan to keep that information confidential between the treasurer and
each Brother.
Below you will find a budget report that is published in the minutes
every week.
| Budget | $ Spent | $ Remaining | $ Budgeted |
|---------------+---------+-------------+------------|
| Risk | a | b | c |
| Rush | a | b | c |
| Rush Shirts | a | b | c |
| Postulancy | a | b | c |
| Social | a | b | c |
| Fraternal | a | b | c |
| Scholastics | a | b | c |
| Activities | a | b | c |
| PR | a | b | c |
| Ritual | a | b | c |
| CS | a | b | c |
| House Manager | a | b | c |
*** DONE Question Two :documentation:original:new:
CLOSED: [2022-12-03 Sat 23:11]
#+begin_quote
How does the chapter educate members and new members about the annual financial
commitment/obligations in being involved with the chapter? What resources are
available to chapter members to understand financial obligations?
#+end_quote
*** TODO Question Three :documentation:original:new:
The budget is available to every brother at any time through out shared
google drive. The current budget state is also published in our house
meeting minutes every week. The financial obligations for each brother
are very clear throughout the year. The Treasurer is also required to
live on housing so they can answer any questions or address any pressing
issues when they come up.
Educating new members about financial obligations is important. We do
not know exact numbers for until we know how many people will be living
on housing during C term. At that time, budgets are created by the BOD
treasurer and undergraduate treasurer and final numbers are calculated.
Budgets are approved by the BOD and the House including the new members
at house meeting. Everyone must approve the budget and so they are very
clear about chapter financials during the coming school year while they
are living on housing.
*** DONE Question Three :documentation:original:new:
CLOSED: [2022-12-03 Sat 23:17]
#+begin_quote
How does the chapter provide support to their members who are undergoing
financial hardship, but are committed to the chapter? Please share any payment
@ -937,6 +1047,17 @@ plan information, scholarships, grants or other resources/ programs provided.
These financial resources should be both within the organization and from
external sources.
#+end_quote
[[file:documentation/Financials/Transparency and Education/paymentplan.png][Payment plans]] are provided for members who are undergoing financial
hardship. They require sitting down with the current treasurer and
talking through what your problem is and what you need from the chapter.
We are accommodating, but we usually require that everything is paid by
the end of the semester unless there are very extreme circumstances. We
talk each brother individually through what they need to pay each week,
and talk them through logistics on their end. The treasurer must be
confidential with this information. Additionally, nationals provides
scholarships for dedicated students, and we direct new members to these
scholarships when necessary.
*** TODO Question Four :documentation:original:new:
:PROPERTIES:
:OWNER: Ryan Saklad
@ -950,26 +1071,55 @@ such as salary information, investing, etc.
:PROPERTIES:
:OWNER: Matt Adam
:END:
*** TODO Question One
*** DONE Question One
CLOSED: [2022-12-03 Sat 23:21]
#+begin_quote
Does the chapter keep financial records for at least seven years?
#+end_quote
*** TODO Question Two
Yes, currently there is a filing cabinet in the treasurers single containing all
records from 2014 onwards. Quickbooks also keeps a fairly in-depth record of
chapter finances.
*** DONE Question Two
CLOSED: [2022-12-03 Sat 23:21]
#+begin_quote
How does your chapter document and organize their expenditures/income (financial
ledger)? How does the chapter ensure that all expenditures are accounted for in
this documentation process?
#+end_quote
Our chapter uses quickbooks to document and organize income and
expenditures. Quickbooks automatically pulls any transactions from the
bank website that occur on the debit card, and the treasurer logs all
checks that he writes manually in quickbooks. Receipts must be reviewed
every other week to match receipts from the debit card with their
respective transactions in quickbooks. All payments are approved by the
treasurer, and he is responsible for ensuring that the
auto-documentation from the bank is correct. There has been no problems
with this system for at least the past 3 undergraduate treasurers.
** Collection and Commitment
:PROPERTIES:
:OWNER: Matt Adam
:END:
*** TODO Question One
*** DONE Question One
CLOSED: [2022-12-03 Sat 23:24]
#+begin_quote
What percent of the members pay their financial obligations on time (both
in-house and out-of-house members)? Do you have a process for how late payments
are handled? If yes, how are they handled and how are members held accountable?
#+end_quote
Members pay their obligations for the house almost 100% of the time. Wether that
is a payment plan or payment in full at the beginning, all members are required
to be in financial good standing with the chapter. If they miss payments for
their plans, we do have a process for handling that. First, an immediate sit
down with the treasurer occurs and the brother explains the situation. The
treasurer decides if he will allow a modification to the payment plan, or if he
needs to pursue further action for non-cooperative brothers. Very few brothers
have ever become non-cooperative in this chapter. If they do, we can put them in
financial bad standing, revoke privileges they have around the house, and
escalate the problem from there. A situation like this is very unlikely and has
not happened to my knowledge.
*** DONE Question Two :original:
CLOSED: [2022-11-28 Mon 14:03]
:PROPERTIES:
@ -980,12 +1130,18 @@ What percentage of the class of 2022 graduated with a balance owed to the
chapter?
#+end_quote
17 Brothers graduated last year. Of those, 2 owed the chapter money, or 11.17%.
*** TODO Question Three :original:new:
*** DONE Question Three :original:new:
CLOSED: [2022-12-03 Sat 23:23]
#+begin_quote
What happens to above members who have an outstanding bill after graduation?
What role do undergraduates have in terms of collection and commitment after
graduation?
#+end_quote
The undergraduate treasurer would inform the BOD treasurer of all
outstanding debts, and they would continue the process of receiving
payment. The BOD treasurer can decide to send the debt to a collections
agency if they deem it necessary.
* [18%] Health & Safety
:PROPERTIES:
:OWNER: Spencer Harding
@ -1445,7 +1601,8 @@ in an honor society (academic honor society or Greek honor society)?
:PROPERTIES:
:OWNER: Dimitry Blazy
:END:
*** TODO Question One :documentation:
*** DONE Question One :documentation:
CLOSED: [2022-12-04 Sun 13:41]
#+begin_quote
Please include documentation for the recruitment-related aspects listed below.
Note that documentation required for these is more extensive than an activity or

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