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Fall Chapter House Maintenance Checklist

Updates from Lexington

Is your chapter facility ready for the start of another academic year? In most cases, the chapter facility sits empty or with minimal tenants over the summer. As a result, there can be several surprises when the chapter arrives for the fall semester.

For instance, recently a chapter excitedly returned to their facility for the new academic year to discover a significant mold infestation. Instead of focusing on renewing relationships and preparing for recruitment, they had to work with the house corporation to find interim housing options until the issue could be resolved, which would end up taking weeks.

The following list outlines some steps the chapter and/or house corporation should consider taking to properly prepare the chapter house for full occupancy once again and, hopefully, avoid any surprise maintenance issues.

  1. Schedule an inspection by the local fire marshal and correct any identified deficiencies.
  2. Schedule an inspection by a local building code official and correct any identified deficiencies.
  3. Ensure each member has signed an updated lease and paid their security deposit BEFORE allowing them to move in.
  4. Distribute a copy of the chapter house policies (e.g. no smoking in the house, penalties for not completing house cleaning duties, no possession of alcohol above 15% alcohol by volume unless part of a chapter event in which a cash bar is facilitated by a licensed and insured third party vendor, etc.) and ensure these policies are regularly reviewed with all chapter members. It is recommended that each chapter member sign a form confirming he understands and will comply with the chapter house policies.
  5. Have each resident detail any issues with their room (e.g. holes in drywall, electric outlets not working, window issues, etc.).
  6. Set up all utility services (i.e. gas, electric, cable, internet, etc.). Make sure internet equipment is updated and each resident room has access to high-speed internet.
  7. Develop and finalize a house cleaning schedule involving all chapter members and ensure there is a sufficient supply of cleaning supplies. The House Manager should verify with the chapter Treasurer that money has been allocated for the purchase of cleaning supplies over the academic year.
  8. Set up a meeting with the house corporation, or other appropriate entity, to discuss the budget, property insurance coverage, and any deficiencies identified in the house inspections.

Many, if not at all, of the above items should be conducted in tandem with your local housing authority (house corporation, landlord, residence hall association, etc.). This list is meant to be a starting point for your fall chapter house maintenance as additional needs may need to be addressed depending on your chapter’s housing situation.

Close communication with your house corporation is essential to ensuring the chapter facility is ready to welcome the new residents. So, if you haven’t done so already, give your house corporation president or appropriate advisor a call and discuss what needs to be done to get the house ready for another successful and safe academic year.

© 2015-2020 Sigma Nu Fraternity, Inc.
9 North Lewis Street, P.O. Box 1869, Lexington, Virginia 24450
Phone: (540) 463-1869 | Fax: (540) 463-1669 | Email: headquarters@sigmanu.org

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