Chapter House Summer Break Checklist
Updates from Lexington
As hard as it may be to believe, most chapters are already quickly approaching the end of the academic year. The summer months typically find chapter properties with little to no occupants which can present unique property management challenges and considerations. It is important for house corporations to be prepared for a smooth move-out process and effective summer management of the chapter facility.
Utilize the following checklist produced by Holmes Murphy, leading insurance broker for fraternal organizations, to prepare your chapter house for the upcoming summer break:
- Inspect all rooms/suites, document damage and collect payment from security deposits.
- Repair all broken windows and doors to prevent damage; ensure that doors latch completely.
- Inform the host institution (college/university) as to whether the residence will be occupied or not and provide proper contact information for the facility.
- As a chapter, clean the house before departing for break – nobody wants to come home to a dirty house.
If members will be attending school and living in the facility over the summer period:
- Have each sign a housing agreement, specific to the summer period.
- If the appropriate chapter officers will not be living in the facility, appoint someone to oversee daily maintenance, collect rent and pay bills.
If the chapter facility is unoccupied over the summer, make sure the following is completed:
- Securely lock the property and limit access to only designated alumni and/or undergraduates.
- Unplug all non-essential appliances and electronic devices – televisions, computers, etc.
- Have a responsible alumnus, undergraduate or professional property-management company check the property daily. A consistent daily presence will deter thieves and vandals.
- Inform local police and/or campus security the property will not be occupied. Provide them with a key/code for access to the facility and ask them to patrol frequently.
There is no need for the chapter to return from the summer break to a damaged chapter house. Work with your local house corporation and college/university to ensure your chapter house is properly prepared. For additional ideas on how to prepare the chapter facility for summer break check out the Holmes Murphy Summer Break Checklist.