Facility Management Plan
SIGMA PHI EPSILON FRATERNITY
New Hampshire Alpha Chapter
11 Webster Avenue
Hanover, New Hampshire
FACILITY MANAGEMENT PLAN
The Alumni and Volunteer Corporation (AVC) of the New Hampshire Alpha Chapter of Sigma Phi Epsilon Fraternity has established this plan, a set of operational and facility management policies, for the Chapter House. New or modified policies will be publicized by the AVC as warranted.
The goals of these policies are:
· to ensure the proper maintenance of the Chapter House for all past, present, and future Members of the Chapter;
· to ensure the financial stability of the Chapter and its ability to meet all current and future operational and capital improvement needs;
· to ensure that the Chapter, at all times, exemplifies the sustained excellence of the Chapter and Sigma Phi Epsilon; and
· to ensure that the Cardinal Principles of Virtue, Diligence, and Brotherly Love are followed in a spirit of cooperation and Brotherhood for the mutual benefit of the undergraduates, and alumni.
All College Rules & Regulations as put forth in the Dartmouth College Student Handbook and College Residence Policies and Terms are incorporated by this reference into this document. All College undergraduates are obligated to know and to follow these established rules and regulations. As of the release of this plan, a current copy of these rules is available on the Dartmouth College Website:
Each Member of Sigma Phi Epsilon is reminded of and expected to fulfill his sworn promise:
· to never permit the name of Sigma Phi Epsilon to be dishonored, if within his power to prevent it;
· to foster, promote, and help every worthy endeavor of Sigma Phi Epsilon; and
· without making unjust demands on himself, to give without reservation of his time or talents to realize the principles, ideals, and aspirations of Sigma Phi Epsilon.
In addition, the AVC, as the owner and the responsible party for the successful operation and maintenance of the Chapter House, expects all Residents and Members of the Chapter to act as gentlemen and observe the Cardinal Principles of Virtue, Diligence, and Brotherly Love. Respect and care towards Members and their Guests/Visitors must be shown at all times. Residents and Members are expected to report issues regarding safety, maintenance, habitability, etc. to the Chapter House Manager or the Professional Property Manager (PPM); to be responsible and respectful of the Chapter House and the grounds and the Residents living in it; and to keep the Common Areas, such as bathrooms, hallways, kitchen, grounds, etc. litter free.
Alumni and Volunteer Corporation (AVC) — The Sigma Phi Epsilon New Hampshire Alpha Alumni and Volunteer Corporation, a New Hampshire nonprofit Corporation, owns the Chapter House and is responsible for its management, maintenance, and financial stability.
Chapter — The New Hampshire Alpha Chapter of Sigma Phi Epsilon Fraternity.
Chapter House — The house and grounds located at 11 Webster Avenue, Hanover, New Hampshire including the parking to the rear of the Chapter House now leased from the College.
Common Areas — Any area in the Chapter House outside of the bedrooms, such as bathrooms, entryways, the kitchen, Chapter Room, TV room, basement, hall ways, showers, the library, lift, closets, storage rooms, stair cases, etc.
Guests — Individuals who are not Dartmouth College undergraduates.
Members — All members of the Chapter.
Professional Property Manager (PPM) — The firm or personnel hired, or a volunteer designated by the AVC to carry out inspections, maintenance, and other responsibilities on behalf of the AVC.
Residents — Members who reside in the Chapter House.
Resident Rooms — The single and double bedrooms in the Chapter House.
School Year — The 12-month period beginning with the first day of Summer Term.
Visitors — Dartmouth College students who are not assigned to the room they are visiting.
IV. General Policies
1. Alcohol & Drugs
All alcohol will be consumed in Resident Rooms or in the basement (which includes the TV Room). Alcohol may be consumed in other areas of the Chapter House and/or on the grounds, for specific, defined, and appropriately “Registered” events provided that the Chapter acquires explicit permission from the AVC in advance. No illegal drug use will be permitted or tolerated on the property. Members must abide by the laws and regulations of the State of New Hampshire, the Town of Hanover, and Dartmouth College. It is each Member’s obligation to act responsibly and to not let another Member or his Guest/Visitor become dangerously intoxicated. Violation of this policy may result in disciplinary action as set forth below. Members are expected to report ANY overly intoxicated individual using the College’s “Good Samaritan” policy. Furthermore, Members are expected to abide by all Social Event Management Procedures (SEMP) and whatever new set of guidelines replaces or complements SEMP with respect to social event management.
Each Member is expected to report any information regarding specific acts of vandalism to the House Manager, other Members, the Executive Committee, the Chapter Counselor, or the AVC. It is each Member’s responsibility, not just that of the Residents, to ensure that the grounds and Common Areas are all kept clean, safe, and litter free. It is the responsibility of the Residents and Members to decide how they will observe these expectations. Members, their Guests, or other students who are found responsible for damages will be liable for any damage or loss to the Chapter House, its furnishings, or the grounds, and may face disciplinary action as set forth below. Whenever possible, repair or replacement costs will be assessed to the Member or Members, their Guests, or other students responsible. When this is not possible, costs will be prorated among the Members of the Chapter. The amount of damages assessed will be the cost of materials plus all time and labor involved in completing the repair.
3. Damage or Loss of Personal Property
The AVC does not assume responsibility or carry insurance for the loss of personal property within the Chapter House or grounds due to vandalism, theft, fire, wind, flood, accidents, catastrophes, or any other hazards. Personal property insurance policies are available through the College. Additionally, most homeowners insurance policies provide a certain amount of personal property coverage for students away at school. It is the responsibility of each Member either to purchase his own policy, confirm he is covered by his parents’ homeowner’s policy, or to retain the risk of damage to his personal property.
4. Food Preparation
The kitchen located in the Chapter House is intended for the use of Residents and Members for occasional casual dining purposes. For reasons of health, sanitation, and fire safety, food may be cooked only in the kitchen or outside on the barbecue grill. Members who use cooking facilities must clean up after themselves. All food must be kept in closed containers, and garbage must be disposed of immediately. Members who violate health and sanitation standards may be liable for any resulting cleaning or pest control costs, and may be subject to fines and/or disciplinary action as set forth below.
All bicycles must be registered with the Department of Safety and Security and the House Manager. Bicycles cannot be left in hallways, entryways, access ramps, porch, stairways, or any other Common Area and must be stored in appropriate racks beside the Chapter House or in the basement storage room.
6. Motorized Vehicles
Any Member who plans to bring an automobile to campus must register the vehicle with the College Parking Office and is subject to the regulations promulgated by that office. Mopeds, motorcycles, snowmobiles, ATVs, or any other vehicle with an internal combustion engine (other than a private passenger automobile), may not be parked or stored adjacent to or within the Chapter House, but may use a designated parking space. If a Member wishes to operate a vehicle other than a private passenger automobile on campus, he must consult with the Parking Office as to where he may safely park or store his vehicle. Members and their Guests/Visitors park their cars on the Chapter property solely at their own risk, and neither the Chapter nor the AVC is responsible for any damage. Cars illegally parked or considered abandoned will be towed at the owner’s expense.
No pet (dog, cat, fish, bird, reptile, or any other animal) is allowed in the Chapter House, even for a short visit, and no pet is allowed on the Chapter House grounds except for a short visit. The only exception is for properly trained and certified assistance animals, such as a seeing-eye dog.
The Chapter House and the grounds are a smoke-free facility except for a specifically designated area to the rear of the Chapter House. Members found smoking in the Chapter House or on the grounds other than in the designated area, may face disciplinary action. Members will be charged for any related maintenance or cleaning as a result of smoking in the Chapter House or on the grounds.
9. Permanent Alterations
NO PERMANENT ALTERATIONS MAY BE MADE TO ANY ROOMS ON THE GROUND FLOOR OR BASEMENT, OR ANY OTHER COMMON AREA OF THE CHAPTER HOUSE WITHOUT THE EXPRESS WRITTEN CONSENT OF THE AVC. Requests must be made in writing to the AVC which will respond in a timely manner. Permanent alterations include painting, installation of lighting or partitions, removal or replacement of any floor covering or any modification that permanently alters the condition of the room. In this case, a “permanent” alteration shall be defined as any alteration which leaves a noticeable impact on the property above and beyond normal wear and tear, or any alteration or addition (such as a picture or work of art permanently affixed to the wall) which is intended to be enduring. The AVC Facilities Committee will be responsible for accepting, evaluating, and either approving or denying requests by Members and Residents to make permanent alterations to the Chapter House.
10. Safe and Secure Use
All Members who use the Chapter House are responsible for the safety and security of the Chapter House.
a. No Members, visitors, or guests may participate in unsafe activities in the Chapter House including but not limited to: being on any roof surface, being in the Mechanical room, accessing the attic, elevator, or elevator mechanical room without authorization by the AVC or its PPM agent.
b. Members will not share keys or code access to the facility with non-Members. The House Manager may change the outside door security codes only with the notification and approval of the AVC Facility Committee.
c. All windows and entrances will be secured (closed and locked) when there are no Members in the facility.
11. Emergency Contact
The House Manager is the primary Chapter House Emergency Contact for the AVC and Professional Property Manager. When the House Manager is away from the House, the Chapter President and Risk Manager are the presumed Emergency Contacts. In the event that none of those officers are on campus, the House Manager will designate and communicate the name and contact information of an alternate Emergency Contact to the AVC Facilities Committee and the Professional Property Manager.
V. Individual Room Policies
1. Occupancy Policy
The Chapter house has 26 beds. With 4 academic terms, this means that over the course of the academic year, there is a total potential occupancy of 104 beds. It is the responsibility of the Members to keep the Chapter House as close to full occupancy as possible during the School Year but in no event less than an occupancy of 100 beds over this period. If, at the beginning of the Spring Term, it is determined the 100 bed goal has not been reached, then the members will be assessed the amount necessary to meet this 100 bed goal.
The House Manager, or his designee, will maintain a “wait list” of at least three members each term for Chapter House rooms, and will notify members on the “wait list” as soon as openings are identified. Members on the wait list agree to accept an offer to move into the Chapter House within the first three weeks of the term.
If there is an open bed in the house and a brother wishes to move in from a College dorm, the AVC shall absorb any cancellation fees as long as the amount of the cancellation fee does not exceed the pro-rated rent for the remainder of the term.
2. Room Rents
Rental rates are reviewed and set by the AVC Board of Trustees.
3. Parlor Fee
A parlor fee will be charged each term to Members that are resident in the Hanover area in order to cover the expense of cleaning and maintaining the common areas of the Chapter House.
4. Security Deposit for Seniors
Seniors will be charged a security deposit of $150 at the beginning of their last term in residence, refundable once the room has been satisfactorily vacated and the key has been returned.
5. Rental Refund Policy
See Dartmouth’s Office of Residential Life’s “College Residence Policies and Terms.”
6. Move-In/Move-Out Policy
The AVC, in conjunction with its Professional Property Manager, will establish a Move-In/Move-Out Policy. The general outlines of this policy are as follows: On move-in the Professional Property Manager will inspect the room with the prospective Resident to ascertain the condition of the room at that time. A photographic record may be taken. As soon as the parties have agreed on the room condition, both will sign the Room Condition Statement. On move-out, the Professional Property Manager will conduct a similar inspection of the room with the Resident moving out. As soon as both parties have concluded their inspection of the room, a Room Condition Statement will be countersigned by both parties indicating the status of the room as of the end of the lease term. Any discrepancies between the statements due to damage, etc. will be assessed to the Resident’s account. In regard to seniors, no security deposit will be returned until any discrepancies are resolved.
· Residents are encouraged to personalize their own rooms and may decorate their rooms subject to the following requirements:
PERMANENT ALTERATIONS TO RESIDENTIAL ROOMS: Residents wishing to make permanent alternations to rooms must obtained express written consent from the ExComm PRIOR to beginning any such alternations. Such alterations include, but are not limited to: flat-panel universal mounting brackets (which should remain once installed), murals, decals or appliqués, permanent decorations such as portraiture, shadow boxes, or posters, window treatments, built-in fixtures, A/V racks and shelving. Decorations must be in good taste and not sound any themes which might reasonably be perceived as promoting violence, hate, racism, misogyny, or drug and alcohol abuse. Residents are not permitted to hang items from, or interfere with the proper operation of, the sprinkler piping, sprinkler heads, or any room electrical wiring, smoke detectors, or fire alarms.
· Residents are permitted to hang items with map tacks and thumb tacks. Residents are not permitted to hang items with nails, screws, contact paper, double-sided tape, wall tape, or stickers.
8. Guests and Visitors
· Resident Rooms are intended to be occupied only by the assigned Resident. Guests/Visitors are allowed to stay over for not more than 3 consecutive nights in a Resident Room, but their presence must not negatively affect other Residents or Members.
· Members are responsible for the actions of their Guests/Visitors and will face disciplinary action if their Guest or Visitor violates College or AVC policies. Members must familiarize their Guests and Visitors with AVC expectations. Visitors are also responsible for their actions according to both College and AVC policies. Violation of this policy may result in disciplinary action as set forth below.
9. Open Flame/Candles
Open flames of any type are not permitted in any Resident room at any time.
10. Room Access
Members and Guests/Visitors:
§ Access Group 1: All Members and Guests/Visitors
Access to all public areas: Chapter Room, basement, laundry room, bathrooms, kitchen, NPR (Haldeman Lounge). Guests/Visitors are granted access to all of these areas when accompanied by a Member.
§ Access Group 2: Residents
Each Resident is granted access to all of the areas in Access Group 1 with the addition of his individual room. A Resident may invite Guests/Visitors into his individual room. He may also refuse access to any individual, other than that Resident’s roommate, a member of the AVC, an authorized agent of the AVC, a College official, the undergraduate House Manager, or the undergraduate President.
§ Access Group 3: Members of the undergraduate Executive Committee
Executive Committee Members are granted access to all of the areas listed in Access Group 1 with the addition of the Officers’ Closet. Those Executive Committee Members who are also Residents are also part of Access Group 2.
§ Access Group 4: The undergraduate President, undergraduate House Manager
These two Members are granted access to all parts of the Chapter House with the exception of the attic and elevator mechanical room.
11. Room Keys
When a Member joins the Chapter, he will receive a key to Access Group 1. At such time, the Member will be College billed $20 for a key deposit. This key will be his to keep until the Member graduates, is no longer a Member, is suspended, withdrawn, or separated as a Dartmouth student, or moves into a different Access Group. When a key is returned to the undergraduate House Manager, Chapter President, Professional Property Manager, or their designated representative, this deposit will be returned to the Member. If a Member moves out of the Chapter House, he must exchange his “Resident” key for the appropriate key. Each Executive Committee member will keep his Access Group 3 or 4 key from the time he takes office until his term of office ends or until his office transition is completed. A Summer Executive Committee Member will keep his Access Group 3 or 4 key only for the Summer Term.
Any lost key in Access Groups 2-4 will result in all corresponding locks being changed, and the cost being billed to the Member responsible. The cost will either be College billed or, in the case of graduating seniors, deducted from the security deposit. This policy is in keeping with the College’s policies for lost keys.
A Member must return any and all keys to the undergraduate House Manager, Chapter President, Professional Property Manager, or their designated representative when the Member graduates, is no longer a Member, is suspended, withdrawn, or separated as a Dartmouth student, or moves into a different Access Group.
12. Room Care
For health and safety concerns and proper maintenance of the room, Residents are expected to keep their rooms in a clean and orderly fashion at all times. If, after appropriate warning or warnings a Resident does not maintain the room in reasonable order, the Resident may be required to vacate the premises. If this occurs, no rent refund will be made, and the Resident may be assessed a room cleaning charge. If a vacated room is left in a condition that requires more than routine cleaning, then whatever cost is necessary to clean the room and put it back in proper condition will be assessed to the Resident.
13. Room Entry without Consent
The College and the AVC reserve the right to enter and to inspect the Chapter House and the grounds, including any Resident Room, at any time, without permission or consent of the room occupants, to provide emergency services, make life safety inspections or investigate probable violations of College and/or AVC regulations.
The PPM will make maintenance inspections of the Common Areas and grounds on a regular basis to be agreed upon by the AVC, the PPM, and the Members.
· Planned maintenance/repairs events in Resident Rooms will be by prior agreement with the Resident.
· If a Resident Room is entered to perform maintenance or repairs when an occupant is not present, the PPM will leave a note in the room stating the room was entered for an official reason and will give a telephone number that the Resident may call for information about the maintenance or repair. The room will be locked after the inspection or maintenance work is completed.
· Any room inspection performed by an agent of the AVC or the College as a “life safety” check will be a “no fault” inspection. Because the primary concern in such a case is the well-being of a Member or Guest/Visitor, no punishment will result from anything found during such a search. This is meant to remove any impediment to a “life safety” check when the safety of an individual may be at risk.
· Furthermore, any room inspection by the AVC or its authorized agents will follow the same “in plain sight” rule as inspections by College officials during their inspections. No agent or member of the AVC will go through the belongings of a Resident during an inspection.
· At the end of each term and interim period, the College’s Office of Residential Life designates a closing date and time for that term. All Residents are expected to vacate their rooms by that date and time unless permitted to remain by the AVC or its representatives. (See below for the AVC policy on Interim Housing).
14. Room Furnishings
Each Resident is provided with a bedframe, mattress, desk, desk chair, dresser, and closet. Other furniture that does not pose a fire or safety hazard is permitted. There is no storage for room furnishings. All Chapter House supplied furniture must stay in its designated room. Residents are not permitted to leave room furnishings in Common Areas. Furniture found in any of these areas will be returned to the Resident’s Room, and a fine may be assessed for obstruction of egress, and a moving charge may be assessed to the Resident for each incident. Cinder blocks are not permitted in the Chapter House under any circumstances. Table tennis tables, pool tables, video arcade games, and other large game tables by use or function are not permitted in a Resident Room. Students who have a medical need for specific furnishings or equipment must contact the PPM to obtain information regarding an application and the requirements for medical documentation. The House Manager and the PPM must be notified if any such furnishings or equipment will be added to the room.
15. Room Maintenance
Residents and Members are expected to report maintenance needs by notifying the House Manager in a timely manner.
16. Room Use and Occupancy
Each Resident is responsible for what occurs in his room, except in the case of a break-in. The rooms in the Chapter House are expected to be occupied as designated. For example, a single room is expected to be occupied by an individual, and a double is expected to be occupied by no more than two persons. Any individual found to be residing in a Resident Room for more than 3 consecutive nights without a room assignment may face disciplinary action.
17. Permitted and Non-Permitted Items
There are various items that are appropriate for and permitted in Resident Rooms. Please review the list below to identify approved items. Examples of such permitted items are:
· Electric refrigerators not larger than three cubic feet
· Small coffee makers (if UL-approved with automatic shut-off and a 3 pronged plug)
· Cordless telephones of 900MHZ or 5.8GHz
· Electric flat irons
· Hair dryers
· Surge protectors
There are various items that are not appropriate for possession or use inside the Chapter House. Possession of one or more of these items can subject the Resident of the room to possible disciplinary action. Examples of non-permitted items follow (please note this list is not exhaustive and may be added to at a later date):
· Air conditioners (the Chapter House has central air)
· Outside antennas and/or satellite dishes for television/radio reception
· Portable space heaters
· Electrical appliances with a heating element
· Microwave ovens, hot plates, toasters, rice cookers (except in the kitchen)
· Electric, propane gas or charcoal grills
· Torchiere style halogen lamps or any halogen lamp with a bulb of 100 watts or greater
· 2.4 GHz cordless telephones as they interfere with the wireless network (900MHz and 5.8GHz are permitted)
· Live or cut Christmas trees
· Flammable liquids or gases
· Any weapon, including, but not limited to, any firearm (including antique and military “trophy” firearms), paint gun, BB and pellet gun, air gun, bow and arrow, sword, spear, knife of any kind other than cooking utensil or pocket knife with a blade length of less than 3”, switchblade, slingshot/catapult/any other device to hurl a missile, and any martial-arts device capable of being used as a weapon
· Fireworks or any other explosive Cinder blocks
· Lofted beds
18. Smoke Detectors
Smoke detectors are permanently wired to each room and must never be disconnected, covered or otherwise obstructed. Any such acts may result in disciplinary action and assessment of repair and replacement costs to the responsible party or parties.
VI. Building and Grounds Policies
1. Permitted Uses of Chapter House (Including Grounds)
The Chapter may use the Chapter House as a residence for Members and for the Chapter’s ordinary and customary activities. However, the AVC must give its prior approval, at its discretion, for any use that:
· requires a permit or other approval from the College (except routine social event registration), town, state, or other regulatory agency; or
· involves use of heavy equipment or any addition or modification to the Chapter House; or
· creates any unusual liability risk or risk of damage or extraordinary wear-and-tear to the Chapter House or its property; or
· includes sharing revenues or net income with any commercial enterprise.
2. Cleaning and Maintenance of Chapter House and Grounds
The AVC expects Residents and Members to be responsible and respectful to the Chapter House and to its Residents and other Members. It is the AVC’s expectation that the Chapter House, including the grounds, will be considered a clean and litter-free property. It is each Member’s responsibility, not just the Residents’, to ensure that the Chapter House grounds and the Common Areas (including the bathrooms, corridors, the kitchen, etc.) are kept clean and litter-free. Violation of this policy may result in disciplinary action as set forth below.
A. Regular Cleaning
· The Chapter, under the direction of the House Manager, Risk Manager, or other officer, will hold regular, at least weekly, “clean-ups” while school is in session. Clean-ups will include all Common Areas and Grounds.
· Chapter Cleanups will be completed within 24 hours of any party, House Meeting, or other event at the Chapter House.
· Cleanups will use approved cleaning methods:
No water is to be left behind by mops on wood floors.
The basement floor is to be cleaned per Dur-A-Flex procedures.
· The Professional Property Manager (PPM) or other personnel may provide cleaning services on a regular basis as directed by the AVC.
B. Inspections for Cleanliness
- The PPM will conduct regular and report on regular inspections as directed by the AVC.
C. Special Cleaning
· The AVC may request special cleanups by the Chapter and direct the PPM to provide additional cleaning support for the Chapter.
· A Facility Maintenance Plan specifies all regular maintenance items to be performed at the Chapter House and on the Grounds.
· All Maintenance (by Chapter or PPM) required by the Facility Maintenance Plan will be logged.
· Maintenance Requests will be reviewed weekly by the AVC Facility Committee, assigned as appropriate, and tracked until closed.
3. Interim Housing
The Chapter House will be available to Members during Interim at no fee. An agreement will be signed by those Members residing in the Chapter House indicating they understand they are responsible for all cleaning and maintenance; agreeing to a firm move-out date, unless they are staying in the same room for the following term; and limit Guests to only three per Resident at any one time. Costs to repair damages or to do the maintenance and/or cleaning not done as agreed upon will be assessed per AVC policy.
The Chapter House lacks sufficient space for any storage of personal property except for Residents staying in the same room for the immediately succeeding term or during Interim. Arrangements for this must be made at least two weeks before the term ends with the House Manager and the PPM. All other personal property must be removed from the Chapter House when the term ends. Arrangement for storage is available either through the College or with private companies. Neither the Chapter nor the AVC nor the PPM nor any individual will be responsible or liable regarding any property that has not been removed from the Chapter House as required.
5. Common Areas
The use of the Common Areas is restricted to the Residents, Members, and their Guests/Visitors. The Members will comply with all College regulations regarding the necessity to register social events, etc. Residents, Members, and/or their Guests/Visitors, may not sleep in any Common Areas. Residents and Members found sleeping in any Common Areas may be subject to disciplinary action. Common Area furniture must remain in that room. If Common Area furniture has been moved, the Member responsible must ensure it is moved back as soon as possible. If Common Area furniture and other equipment placed in Common Areas for the benefit of all Members and Residents is found in a Resident Room, the occupants of that room may face disciplinary action. Common Areas must not be physically modified in any way without prior approval by the AVC. Due to health and safety concerns, Members are expected to keep Common Areas clean, orderly, and litter free for all Members to use.
The Chapter House includes a lift restricted exclusively to use by the disabled. Any other use is strictly prohibited.
Only Chapter related notices may be posted on specifically designated bulletin boards. No notices or signs may be placed on interior or exterior walls, windows, doors or elevators or on the grounds.
VII. Disciplinary Action and Enforcement
1. The AVC Standards Board will have the authority to establish disciplinary actions and sanctions and their enforcement. It will be the responsibility of the AVC Standards Board and the Undergraduate Executive Committee to ensure the day-to-day integrity of the disciplinary process.
2. The AVC Standards Board may impose one or more of the following penalties for a violation of these policies:
· Reprimand or censure in open Chapter meeting.
· Imposition of a fine of no more than $500.
· Denial of specific privileges, including but not limited to the privilege of being a Resident, access to a specific area of the Chapter House, or other use restrictions of the property.
· Suspension of Fraternity membership for a definite time.
· Expulsion from the Fraternity.