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FarmHouse International Fraternity

2014-16 Policy Manual

As updated by the International Executive Board of Directors

and presented to the voting delegates and membership

for review, reaffirmation and endorsement at each Biennial Conclave.

Endorsed by the delegates of the 48th Biennial Conclave, July 25, 2014

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Overview and Table of Contents

This policy manual is provided to FarmHouse chapters, associations, advisors, house

mothers/directors, volunteers and staff as a resource for understanding the important policies

and positions of FarmHouse International Fraternity. As deemed necessary and appropriate the

International Executive Board (IEB) of Directors will draft and adopt policy. These policies do

not require approval from the membership, but are offered at each Biennial Conclave for review

by the voting delegates representing the membership and endorsed and reaffirmed by

legislative action of the delegates. Suggestions for policy improvement or clarification are

continually sought and welcomed as a means to help the International Fraternity be responsive

to meeting the needs of our membership and chapters in accordance with good governance

practices. This policy manual is also available online at farmhouse.org.

FarmHouse International Fraternity Policy on…

Alcohol and Drugs……………………………………………………………….

Alcohol-Free Housing at Conferences…………………...…………………….

Animals, Pets and Mascots……………………………………………………...

Auxiliary Organizations………………………………...………………...…….

Chapter Amnesty …………..……………………………………………...…….

Chapter Excellence Challenge…………………………………………………..

Chapter Visits to Other FarmHouse Chapters………………………………..

Conflicts of Interest………………………………………………………………

Disciplinary Action and Due Process………………………………………….

Disclosure of the International Executive Board……………………………...

Diversity and Inclusion………………………………………………………….

Document Retention and Disposal…………………………………………….

Firearms, Explosive and Incendiary Devices………………………………….

Joint Ventures…………………………………………………………………….

Legacy Member Recruitment…………………………………………………..

Non-Payment of Accounts Receivable………………………………….……..

Non-Payment of Fraternity Loans……………………………………………..

Non-Payment of FRMT Insurance Premiums………………………………...

University Relationship Statements and Contract Agreements…………….

Whistleblower Protection……………………………………………………….

Worker’s Compensation and Property Insurance……………………………

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FarmHouse International Fraternity Policy on

Alcohol and Drugs

FarmHouse Fraternity recognizes its responsibility to exert influence towards high standards

of personal, social, and moral conduct upon its members. The Fraternity acknowledges that the

college years are times particularly important to the testing and shaping of individual attitudes,

beliefs and values. While the Fraternity understands these concepts as being basic to the collective

missions of all chapters, it further recognizes that the shaping and development of members is a

function of the nature of individual chapters of FarmHouse.

1. The possession, use and/or consumption of alcoholic beverages must be in compliance

with any and all applicable laws of the state, province, county, city and university.

2. No alcoholic beverages may be purchased through the chapter treasury nor may the

purchase of same for members or guests be undertaken or coordinated by any member

in the name of or on behalf of the chapter. The purchase and/or use of a bulk quantity of

such alcoholic beverage, i.e. kegs, is prohibited.

3. No chapter member or any other individual(s), collectively or individually, shall

purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal

"drinking age").

4. The possession, sale and/or use of any illegal drugs or controlled substances at any

chapter house, sponsored event or at any event that an observer would associate with

the fraternity, is strictly prohibited.

5. The possession, sale and/or use of any illegal drugs or controlled substances by any

member is strictly prohibited.

6. No chapter may co-sponsor an event with an alcohol distributor, charitable organization

or tavern (tavern defined as an establishment generating more than half of annual gross

sales from alcohol) where alcohol is given away, sold or otherwise provided to those

present.

7. No chapter may co-sponsor or co-finance a function where alcohol is purchased by any

of the host chapters, groups, or organizations.

8. All recruitment (rush) activities associated with any chapter will be "dry" (no alcohol

present).

9. Open parties where alcohol is present, meaning those with unrestricted access by non-

members of the fraternity, without specific invitations, shall be prohibited.

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10. No member shall permit, tolerate, encourage or participate in "drinking games".

11. No alcohol shall be present at any prospective/new member program or activity of the

chapter.

12. At the beginning of each term all members will go through a mandatory alcohol

awareness program as prescribed by the International Fraternity with written, verified

attendance by the Association to the International Fraternity.

13. Although discouraged, alcoholic beverages may be present or consumed at chapter

functions off FarmHouse property only if approved by a 3/4 vote of the chapter. Chapter

function is defined as any event an individual would associate with the Fraternity. Each

proposed function must be voted on separately by the chapter. Chapter functions with

alcohol must be Bring-Your-Own Bottle (B.Y.O.B) or cash bar operated by the holder of a

valid liquor license. In no case may alcohol be stored or consumed on FarmHouse

property.

14. Associations of chapters that have alcohol functions must certify to the International

Executive Board that they and the chapter are covered by a general liability insurance

policy which provides at least $1,000,000.00 of coverage and must specify that incidents

related to alcohol are covered. Further, the International Fraternity would have to be

listed as "a named insured."

15. Chapters that have alcohol at functions must provide alternative beverages, food and an

appropriate means of safe travel for participants.

16. FarmHouse Fraternity, and/or any of its chapters or associations, may at no time be

considered the holder of a liquor license.

17. This policy does not preclude an individual chapter from establishing a stricter policy if

the members of that chapter vote to do so.

(Adopted, 1990 Conclave)

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FarmHouse Fraternity Policy on

Alcohol-Free Housing at Conferences

Due to increasing risk management and public relations concerns, FarmHouse Fraternity

hereby establishes the following policy regarding all regional and international conferences and

Conclaves of the Fraternity.

1. No alcohol will be allowed in hotel rooms and college dormitory rooms in conjunction

with any stays for FarmHouse sponsored leadership conferences or conventions.

2. If they so choose, of-age chapter members will not be prohibited from going to a

tavern/bar near the hotel or consuming alcohol at a tavern/bar inside the hotel - with the

explicit understanding that they will conduct themselves in a responsible manner - and

not bring alcohol outside of that licensed liquor establishment. No alcohol will be

allowed in meeting rooms, hallways or just outside the property.

3. This policy does not preclude members and/or the International Executive Board or staff

from voting to allow alcohol at specially designated off-property events at Regional

Leadership Conferences, FarmHouse Leadership Institute, Conclave, To Be and Become,

etc. (such as bowling/pizza nights at a licensed liquor establishment). However, a 3/4

vote is required for of-age participants to consume alcohol - as per FarmHouse Alcohol

and Drug Policy requirements.

4. All participants will be expected to stay in the host hotel/residence hall - unless they’re

staying at their chapter houses or make prior arrangements with FarmHouse

International. The same policy will apply to all members in attendance - regardless of

where they’re lodged.

5. Hotel managers and/or RAs will be given full authority to remove any person (or room

full of persons) from the hotel/facility should this policy be violated. No refunds will be

given to participants sent home. Additional penalties/disciplinary action may be taken

against individual(s) and/or chapters who violate this policy.

(Adopted, Spring 1999)

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Animals, Pets and Mascots

No chapter of FarmHouse International Fraternity shall own a pet, animal or mascot of

any kind at any time. Furthermore, Alumni Association Boards are strongly encouraged to

prohibit any and all pets, animals and mascots at any time at Fraternity facilities. It is the request

and expectation of the International Fraternity that each FarmHouse association include

preventative and prohibitive language regarding pets, animals and mascots in chapter and/or

individual member housing agreements/contacts that are executed by the association.

Adopted by the International Executive Board of Directors, October 15, 2011

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FarmHouse Fraternity Policy on

Auxiliary Organizations

FarmHouse Fraternity hereby establishes the following policy with regard to auxiliary

groups:

All chapters of FarmHouse Fraternity are prohibited from maintaining, organizing,

establishing or governing auxiliary groups commonly know as "sisters" as part of

chapter operations.

Chapters are prohibited from allowing non-members (those who are not candidates for

membership or initiated members) to:

Vote on chapter business or policy.

Pay any dues or fees to a chapter.

Be recognized or take part in the Ritual for Formal Initiation (for active or Associate

Members) ceremony other than as an invited guest.

Be included in the chapter composite picture or listed on any roster with FarmHouse

members or pledges.

FarmHouse recognizes that there are persons who wish to organize to support the mission

and values of FarmHouse Fraternity. The First Amendment Right of Freedom of Association

allows individuals to organize such groups which are independent of FarmHouse Fraternity.

The choice to conduct activities with an independent formed auxiliary is a chapter decision. An

independent auxiliary shall be one that:

Independently governs itself with absolute authority to create and disband the

organization.

Selects its own members independently of other organizations.

Is a recognized organization of the university or college.

Has its own constitution or by-laws.

FarmHouse Fraternity prohibits any auxiliary or other organization from using its name,

logos, and jewelry and prohibits chapters from recognizing auxiliaries in chapter by-laws.

(Adopted, 1992 Conclave)

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Chapter Amnesty

(For violations of the Alcohol & Drug Policy and Hazing Policy)

If you have any questions or concerns about FarmHouse hazing or alcohol policy

violations that may be existing in your chapter, the International Fraternity is committed to

helping correct the situation. FarmHouse Fraternity's staff is capable of outlining a positive,

reinforcing, progressive program to correct any violations that may be occurring in your

chapter. Provided that your chapter, by majority vote, officially notifies the Executive Director,

through the Chapter President of the chapter’s desire for assistance in correcting any problems,

there will be no sanctions or penalties for any current or previous violations of our alcohol/drug

or hazing policies. Please take the first step to remove these policy violations from your chapter.

(Adopted, Fall 1998)

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Chapter Excellence Challenge

As a means of holding chapters accountable to the high standards to which FarmHouse aspires,

FarmHouse Fraternity hereby establishes the following policy and program to help regularly gauge

the health of each chapter. Chapters not meeting a minimum of 70 percent of the criteria set forth in

the Chapter Award of Excellence will be placed on the "Chapter Excellence Challenge Period" as

defined below. The Chapter Excellence Challenge Program replaces the previous Chapter Challenge

Program.

1. Upon confirmation that a chapter has fallen below the 70 percent level on the application,

the International President and staff shall automatically provide notification to the chapter

and association president that they’ve been placed on the Chapter Excellence Challenge (no

Board action is required). Notification shall be in the form of a phone call, followed by a

letter outlining expectations.

2. Within 30 days of the date of the letter from the International President that the chapter is

not meeting 70 percent of the criteria, the chapter and its association must jointly submit a

written plan of action outlining to the International Executive Board the steps they jointly

propose to take to meet at least the minimum standards.

3. Upon receipt of the plan of action, the International President and/or staff will provide a

personalized written acknowledgement of receipt with feedback on the plan.

4. FarmHouse International will help conduct an Association/Advisor support visit as soon as

possible (within 60 days) of a chapter being placed on Challenge. FarmHouse International

will assist the Association with mailing a letter to alumni in the area encouraging them to

attend. A 1-page chapter data trends sheet will be included with the mailing.

5. The Excellence Challenge Period will be in effect for at least two full years from the date of

notification - unless the chapter meets the minimum of 70 percent of the criteria the

following year after being placed on the Challenge.

6. A progress report and draft of the new year’s Chapter Award of Excellence application is to

be submitted by the chapter and association six months after the chapter's plan of action is

due and every six months thereafter, until the Excellence Challenge Period is removed by

the Board. Additionally, a member from the Board or staff must make personal contact once

a month with chapters, associations and/or advisors of chapters on the Excellence Challenge

Period.

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7. If the Challenge has not been met after two years as specified in Item 2, the International

Executive Board will send a representative of the Board or staff to meet with the chapter and

association and give them a choice of being placed on probation until the following year or

of proceeding to reorganize** the chapter.

If the chapter and association choose the probation option, a representative of the Board

will facilitate a review and discussion by undergraduates, alumni and appropriate

resource people of the terms of the probation and develop plans and programs to meet

these terms by addressing the need to develop programs detailed in the Chapter Award

of Excellence.

If the chapter and association choose to proceed with reorganization,** the International

Executive Board, in consultation with the chapter and association, will determine an

appropriate time frame and schedule for the reorganization.

8. If the chapter and association choose the probation option and if, at the end of the probation

period, the goals of the probation period have not been met, the International Board may

suspend the chapter's charter or determine an appropriate time frame and schedule for

reorganization.

** Reorganization of a chapter as used in this policy is defined as a process wherein the

International Executive Board or its representatives review the membership status of

undergraduates, the appropriateness and suitability for continued service by chapter officers, and

prescribe plans and programs for the chapter. If the Board finds just cause when investigating the

reorganization option, a chapter may be suspended instead of being reorganized.

(Modified and adopted, April 7, 2006)

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Chapter Visits to Other FarmHouse Chapters

To make a chapter visitation enjoyable and rewarding for both the visiting chapter and the

host chapter, FarmHouse Fraternity hereby recommends the following procedures to establish and

maintain good relations between undergraduate chapters of the Fraternity:

1. The visiting chapter or colony should contact the president of the host chapter or colony a

minimum of three weeks in advance to request and plan a visit. The visiting chapter shall

have an active member responsible for the trip. This leader shall identify himself to the

chapter president during the planning call and immediately upon arriving at the chapter.

This leader is responsible for the conduct of all the visiting delegation during their stay.

2. Approval of the host chapter or colony must be received, ideally at least two weeks in

advance of the visit. It is the right of the chapter or colony selected for the visit to deny

permission to the inquiring group.

3. During the trip and while visiting, the chapter must obey local laws, chapter rules, and

International Fraternity Policy concerning the use of alcohol and drugs. Drinking can be the

direct cause for unacceptable behavior and the bad feelings that inevitably arise. The

Alcohol Policy still applies regardless of what campus you're visiting.

4. The host chapter shall appoint an officer of the chapter to act as guide for the visiting

chapter. As guide, the officer will explain to the visiting chapter upon its arrival all the

necessary local, city, chapter and campus laws concerning alcohol, quiet hours, proper

conduct and any other items deemed appropriate by the host chapter. The visiting chapter

will be expected to live up to the wishes of the host chapter.

5. Policies regarding lodging should be established. The availability of floor space and/or bed

space should be determined and communicated in advance of the visit. The host chapter

shall provide suitable sleeping arrangements for the visiting chapter or notify the visiting

chapter in advance that such arrangements are not possible. Areas of the house considered

off-limits should also be stated.

6. The host chapter and visiting chapter should discuss some activity geared towards a

positive blending of both chapters. If there is a cost to an agreed upon activity, it should be

shared by both chapters. While social activities may well take place, the host chapter should

consider taking the visiting chapter on a campus tour as well. A tour of the host chapter's

housing and a full explanation of the chapter's operation, traditions, achievements, officers

and plans for the future is always appreciated.

7. The host chapter is not expected to provide meals, beverages, or transportation for the

visiting chapter, unless previously arranged and agreed to by both chapters. If the visiting

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chapter is to pay for only food or supplies, the arrangements need to be made before the

visit.

8. The visiting chapter should serve as good will ambassadors for their chapter, their school,

and the Fraternity. All visiting members should be aware of local customs and the rules of

proper respect and good behavior. Do not enter the house of other fraternities, sororities, or

dormitories unless specifically invited.

Such chapter visits can be very enjoyable and rewarding if these guidelines and common

sense rules of good conduct are followed. The members and pledges of your chapter are

representatives of FarmHouse Fraternity. Whether visiting or hosting a chapter, the impression you

leave will establish your chapter's idea of brotherhood.


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Conflicts of Interest

In order to ensure the proper, efficient and disinterested management of FarmHouse

International Fraternity, Inc. (the “Fraternity”), no officer, director or key employee of the

Fraternity shall have any outside commitments, personal or otherwise, that would prevent him

or her from acting in the best interests of the Fraternity. For the purposes of this statement of

policy, the term “key employee” shall be deemed to mean an employee of the Fraternity who

exercises policy-making functions, whether or not such employee is an elected officer of the

Fraternity. Nothing in this statement of policy shall be deemed to preclude any person from

being a director, officer or key employee of another or similar entity.

Also, for purposes of this statement of policy, the reference to acting in the best interests of the

Fraternity shall be understood to include: to not receive any money or thing of value, either

directly or indirectly, in association with any financial transaction involving the Fraternity; to

not receive, as a consequence of your affiliation with the Fraternity, any money or thing or

value, either directly or indirectly, from another party who has or is likely to have any business

or financial relationship with the Fraternity; and to not participate or engage directly in any

business activity which will or could conflict with the interests of the Fraternity.

I, the undersigned director/officer/key employee of FarmHouse International Fraternity, Inc.,

hereby subscribe to the above statement of policy and declare that I have no outside

commitments, personal or otherwise, that would prevent me from acting in the best interest of

the Fraternity. In the event a situation or issue should arise in which my participation would

create an actual or apparent conflict of interest, I hereby undertake to give the President of the

International Executive Board of Directors immediate written notice and will refrain from

participating in any action or vote with respect to such matter.

________________ _______ Printed Name

________________ _______ ____ Signature Date

(Adopted, November 2008)

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Disciplinary Action and Due Process

1. VIOLATIONS/OFFENSES:

Any act or alleged act which violates the Constitution, By-Laws, Objectives or Position

Statements of FarmHouse Fraternity, any state law or any school rule, regulation, policy or

procedure, whether or not it results in negative publicity to FarmHouse Fraternity.

2. REPORTING:

Any alleged violation/offense should be reported to the International Headquarters, even if no

formal charges are brought by any authorities. This should be done immediately, but no later

than 24 hours after the event.

3. REVIEW PROCESS:

A) Executive Director

1. Upon receiving any notification of an alleged violation/offense, the Executive Director

shall immediately contact the International President.

2. Should the allegations, if true, constitute sufficient information to meet the definition of a

violation/offense as determined by the International President, the International

President shall instruct the Executive Director to call the Chapter or Colony in question

within 24 hours to notify them of the allegations and the course of action that will be

taken.

B) International President may:

1. Appoint a Review Committee to investigate further;

2. Pending severity of the violation/allegations, give the association and chapter the first

opportunity to address violation/allegations and develop a plan/solution to address

concerns;

3. Summons the International Board to take immediate action (on-site staff/Board

investigation, temporary suspension, etc.) should violations/allegations be deemed

severe enough and/or warrant such action.

C) If the International President appoints a Review Committee, within one week of receipt

of the allegations, he shall:

1. Appoint a Review Committee consisting of three members, none of whom are

International Executive Board Members.

2. Send the Chapter or Colony a signed written statement of the specific allegations and

"official notifications" of the Review Committee's appointment by certified mail, return

receipt requested.

3. Send by regular mail copies of the Chapter's or Colony's "official notification" (see B 2) on

the same day to the members of the Review Committee and Campus Fraternity Affairs

Advisor.

4. Instruct the Executive Director to arrange for a Risk Management presentation set up for

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the chapter, association board and advisors to take place within 3 weeks of notification -

either conducted by a staff member, Board member, legal counsel or an expert in risk

management.

D) Chapter or Colony Response:

1. After receipt of the written "official notification" (see 3B2) from the International

President, the Chapter or Colony will have one week to provide a written response to

the Review Committee.

E) Review Committee:

1. Review Committee members may not be on the present International Executive Board or

staff members.

2. It will be the responsibility of the Review Committee to evaluate the alleged

violation/offense.

3. After written Chapter or Colony response has been received by the Review Committee,

they shall discuss the case and take any necessary actions in preparing their report for

the International President.

4. Necessary actions may include but are not restricted to further inquiries by phone or, if

deemed necessary by the Review Committee, by an on-the-site visit by one or more

committee members to collect first hand data, evidence, clarification, or verification from

accusers and/or alleged offenders in order to ascertain with reasonable certainty the

validity and seriousness of the allegations.

5. The Review Committee shall have 45 days from the date of the written "official

notification" (see B2) to report its evaluation and recommendation to the International

President. The report should separately state each allegation and its findings on each

allegation.

F) International Executive Board:

1. Each International Executive Board Member will be immediately copied on all documents

sent or received by the Executive Director concerning the disciplinary allegations.

2. After a copy of the final Review Committee report has been received by the International

Executive Board Members, a conference call among all International Executive Board

Members and Review Committee members who are able to participate will be held to

discuss the case and to recommend a course of action. Only International Board Members

may vote on the course of action to be taken.

3. No action or judgment will be taken until the parties accused have been given Due

Process as provided in this Disciplinary Procedure.

4. The International Executive Board is not restricted to information gathered by the Review

Committee and may ask for further information or clarification from the Review

Committee or any interested party.

5. In no instance shall violations/offenses or allegations occurring more than four years

prior to any subsequent allegation be considered by the International Executive Board in

making its judgment or action.

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6. In no instance shall the International Executive Board automatically impose a stiffer level

of disciplinary action than previously imposed.

7. All reasonable efforts should be taken to work with the Chapter or Colony in

understanding and correcting any violations/offenses of the Policies, Procedures, By-

Laws, Constitution or Objectives of FarmHouse Fraternity.

4. IMPLEMENTATION OF DISCIPLINARY ACTION:

If the active Chapter or Colony does not remedy conditions to meet the request of the

International Executive Board, as presented through the International President, further action

may be taken, including an oral or written Statement of Abomination, a Written Reprimand of

Censure, a Requirement of In-Kind Restitution, a Restriction of Privileges, Disciplinary

Probation, Suspension of Charter, Revocation of Charter or any combination of the above by

majority vote of the International Executive Board. If suspension or revocation of the charter is

invoked, such action will become effective immediately. Probation may involve additional

provisions other than those set out herein as directed by the International President.

If a chapter or colony is placed on probation, which may but need not include additional

provisions, local alumni and representatives of the college/university faculty or staff shall be

appointed by the International President to serve as a Probationary Review Committee to

review the progress of the Chapter or Colony. An official letter from the International President

will be sent to the Probation Review Committee and to the Chapter or Colony explaining their

relationship to one another and the role of each, to outline procedures to be followed and to

identify any action that must be taken. The Probation Review Committee and the Chapter or

Colony shall send a mutually agreed upon and co-signed status report to the International

Office monthly and to the International President for each International Executive Board

meeting. At the discretion of the International Executive Board and upon the recommendation

of the Review Committee, Probation may be removed after one year if all the conditions of the

probation have been met and in the opinion of the International President the Chapter of Colony

is stable enough to operate on its own. When a Chapter or Colony fails to comply with specific

requirements designed to put the Chapter or Colony in compliance with the standards of

FarmHouse Fraternity, the Charter or recognition of the Chapter or Colony may be suspended.

Pursuant to Article V, Section 1, of the FarmHouse International by-laws, the International

Executive Board in conjunction with the local association board, is granted the power to confer

Alumni Membership status on a chapter member as one of the possible disciplinary actions

which the Board may impose in the exercise of its authority and obligation to Adecide all

questions of discipline and decorum.@

5. SUSPENSION OF CHAPTER OR COLONY:

Suspension shall be defined as denial of recognition, participation, and/or other privileges and

services of the Fraternity for a length of time determined by the International Board. The

International Executive Board, by a three-fourths vote may suspend a Chapter's Charter or

Colony's recognition, at which time the Chapter or Colony must be notified by the International

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President. At the discretion of the Board, suspension could include the Charter, and other

Fraternity property, being placed in the custody of the Executive Director or his designee during

the period of the suspension. Suspension may include other penalties or sanctions as

determined appropriate by the International Executive Board. At the end of the suspension

period, the International Executive Board shall review the status of the Chapter or Colony. The

suspension may thereafter be continued for an additional period of time.

6. REVOCATION OF CHAPTER'S CHARTER OR COLONIES' RECOGNITION:

If, after suspension of the Chapter's Charter or Colony's recognition, the Chapter or Colony still

fails to comply with FarmHouse policy and/or the directives of the International President, the

International Executive Board, by a three-fourths vote, may revoke the Chapter's Charter or

Colony's recognition. Notice of appeal must be sent to the attention of the Executive Director of

FarmHouse Fraternity by certified mail, return receipt requested, within 45 days of receipt by

the Chapter or Colony of the notice of the International Executive Board's decision to revoke the

Chapter's Charter or Colony's recognition. Revocation of a Chapter's Charter or Colony's

recognition will be effective 45 days from receipt by the affected Chapter or Colony of notice to

revoke its charter or recognition unless timely notice of appeal is received by the Executive

Director. If timely notice of appeal is received by the Executive Director, the revocation will not

become final or effective until the International Executive Board's decision to revoke is approved

at the next Conclave following the International Executive Board's decision to revoke. The

appeal shall fail unless the appeal receives the vote of three-fourths of all eligible Conclave

Delegates. Delegates of the Chapter or Colony bringing the appeal and its Association shall not

be permitted to vote.

7. REACTIVATION OF CHAPTERS OR COLONIES:

The International Executive Board, by a three-fourths vote, may reactivate any Chapter or

Colony, whose Charter or recognition has been revoked no less than one year after the

revocation. Reactivation of a Chapter or Colony shall follow the expansion guidelines and

policies of the Fraternity. The Charter or recognition of a reactivated Chapter or Colony whose

Charter or recognition was revoked may include special provisions. No past members of the

Chapter or Colony whose Charter or recognition was revoked may be active members of the

reactivated Chapter or Colony.

DUE PROCESS

The Disciplinary Procedures, as outline above, shall be followed in every disciplinary situation

involving a FarmHouse Chapter or Colony.

1. FAILURE TO NOTIFY - If notification is not sent to the Chapter or Colony as prescribed in

each disciplinary level, no action may be taken against the Chapter or Colony until appropriate

notification is given.

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2. WRITTEN NOTICE - The Chapter or Colony shall be given written notice of the decision

reached by the International Executive Board.

3. RESPONSE TO DECISION - The Chapter or Colony shall be afforded the opportunity to

respond to the decision, either in writing or by having one or more representatives appear

before the International Executive Board, understanding that these members represent the entire

Chapter or Colony.

4. NOTICE TO OTHER CHAPTERS - If any disciplinary action is imposed by the International

Executive Board, the International President shall provide written notice of its actions to all

Chapters, Colonies, and Associations of the Fraternity within ten days of the Board's

disciplinary action.

5. SUBSTANTIAL JUSTICE - The Board is empowered to interpret these Disciplinary

Procedures and make exceptions as warranted by the circumstances in order to insure that all

issues are resolved in the interest of substantial justice.

(Modified and Approved, April 7, 2006)

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Disclosure of the International Executive Board

The FarmHouse International Board approved the following policy effective Nov. 19, 2006,

which applies to all colonies and chapters:

In the event that any chapter event or action causes any one or more of the following to

circumstances to occur:

1. Letter from Board/staff

2. Listed on the agenda for an International Board Meeting

3. Specific board action taken

4. Board conference call/special meeting

5. Follow-up report required of chapter/association

Then, the event or action shall be recorded in the Minutes of the International Board

meetings; and the specific violations may be used as educational opportunities at FarmHouse

conferences.


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Diversity & Inclusion

FarmHouse Fraternity is committed to recruiting exceptional men of all backgrounds

and experiences. We believe that our men are the best and brightest on the campuses where we

are located. Our commitment to diversity only enhances our membership.

FarmHouse is committed to the recruitment and selection of any student who is

interested in the ideals of the fraternity.

This policy affirms that FarmHouse does not discriminate on any basis other than gender

and expressly will not discriminate against any man based on his ethnic heritage, national

origin, personal beliefs, race, religion or sexual orientation.

(Approved, Fall 2002)

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Document Retention and Disposal

This Policy on Document Retention and Disposal of FarmHouse International Fraternity

identifies the record retention responsibilities of staff, volunteers, members of the International

Executive Board of Directors, and outsiders for maintaining and documenting the storage and

disposal of the Fraternity’s documents and records.

1. Rules. The Fraternity’s staff, volunteers, members of the International Executive Board of

Directors and outsiders (i.e., independent contractors via agreements with them) are required to

honor these rules: (a) paper or electronic documents indicated under the terms for retention

below will be transferred and maintained by the Human Resources, Legal or Administrative

staffs/departments or their equivalents; (b) all other paper documents will be disposed after

three years; (c) all other electronic documents will be deleted from all individual computers,

data bases, networks, and back-up storage after one year; and (d) no paper or electronic

documents will be disposed or deleted if pertinent to any ongoing or anticipated government

investigation or proceeding or private litigation.

2. Terms for retention.

a. Retain permanently:

Governance records – Charter and amendments, Bylaws, other organizational documents,

governing board and board committee minutes.

Tax records – Filed state and federal tax returns/reports and supporting records, tax

exemption determination letter and related correspondence, files related to tax audits.

Intellectual property records – Copyright and trademark registrations and samples of

protected works.

Financial records – Audited financial statements, attorney contingent liability letters.

b. Retain for ten years:

Pension and benefit records -- Pension (ERISA) plan participant/beneficiary records,

actuarial reports, related correspondence with government agencies, and supporting

records.

Government relations records – State and federal lobbying and political contribution reports

and supporting records.

c. Retain for three years:

Employee/employment records – Employee names, addresses, social security numbers,

dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire

and termination/separation, evaluations, compensation information, promotions,

transfers, disciplinary matters, time/payroll records, leave/comp time/FMLA,

engagement and discharge correspondence, documentation of basis for independent

contractor status (retain for all current employees and independent contractors and for

three years after departure of each individual).

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Lease, insurance, and contract/license records – Software license agreements, vendor, hotel,

and service agreements, independent contractor agreements, employment agreements,

consultant agreements, and all other agreements (retain during the term of the

agreement and for three years after the termination, expiration, non-renewal of each

agreement).

d. Retain for one year:

All other electronic records, documents and files – Correspondence files, past budgets, bank

statements, publications, employee manuals/policies and procedures, survey

information.

3. Exceptions. Exceptions to these rules and terms for retention may be granted only by the

Fraternity’s executive director or the International Executive Board President.


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Firearms, Explosive and Incendiary Devices

The use of firearms, explosive or incendiary devices of any kind on FarmHouse premises

is expressly forbidden. The possession of firearms, explosive or incendiary devices is expressly

forbidden in the chapter house. Unless prohibited by state law or university regulations, a

firearm may be stored in a locked compartment within a vehicle with access limited to the

owner of the firearm to prevent it from misuse or accidental use by its owner, another member,

a guest, or an intruder. Any and all ammunition will be stored in a locked compartment

separate from any firearms. All firearms will remain unloaded at all times while on fraternity

property. Firearms shall not be displayed, demonstrated, or cleaned on chapter premises or as

part of any chapter activity. Furthermore, it is the request and expectation of the International

Fraternity that each Association proactively educate chapter members on the local laws and

policies, which vary from state to state and from campus to campus, regarding firearms,

explosives or incendiary devices.


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Joint Ventures of the International Executive Board

This Policy on Joint Ventures of FarmHouse Fraternity requires that the Fraternity

evaluate its participation in joint venture arrangements under Federal tax law and take steps to

safeguard the Fraternity’s exempt status with respect to such arrangements. It applies to any

joint ownership or contractual arrangement through which there is an agreement to jointly

undertake a specific business enterprise, investment or exempt-purpose activity as defined in

this policy.

1. Joint ventures or similar arrangements with taxable entities.

For purposes of this policy, a joint venture or similar arrangement (or a “venture or

arrangement”) means any joint ownership or contractual arrangement through which

there is an agreement to jointly undertake a specific business enterprise, investment, or

exempt-purpose activity without regard to: (1) whether the Fraternity controls the

venture or arrangement; (2) the legal structure of the venture or arrangement; or (3)

whether the venture or arrangement is taxed as a partnership or as an association or

corporation for federal income tax purposes. A venture or arrangement is disregarded if

it meets both of the following conditions:

(a) 95% or more of the venture’s or arrangement’s income for its tax year ending within

the Fraternity’s tax year is excluded from unrelated business income taxation [including

but not limited to: (i) dividends, interest, and annuities; (iii) royalties; (iii) rent from real

property and incidental related personal property except to the extent of debt-financing;

and (iv) gains or losses from the sale of property; and

(b) the primary purpose of the Fraternity’s contribution to, or investment or participation

in, the venture or arrangement is the production of income or appreciation of property.

2. Safeguards to ensure exempt status protection.

The Fraternity will: (a) negotiate in its transactions and arrangements with other

members of the venture or arrangement such terms and safeguards adequate to ensure

that the Fraternity’s exempt status is protected; and (b) take steps to safeguard the

Fraternity’s exempt status with respect to the venture or arrangement. Some examples

of safeguards include:

(i) control over the venture or arrangement sufficient to ensure that it furthers the

exempt purpose of the organization;

(ii) requirements that the venture or arrangement gives priority to exempt purposes over

maximizing profits for the other participants;

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(iii) that the venture or arrangement not engage in activities that would jeopardize the

Fraternity’s exemption; and

(iv) that all contracts entered into with the organization be on terms that are arm’s length

or more favorable to the Fraternity.


26


Legacy Recruitment

Periodically the International Executive Director, the International Executive Board or

individual Board Members receive questions and communication concerning the Board's

policies and role in the selection of new members and chapter members, especially those

prospective members who are relatives of members of FarmHouse Fraternity or "legacies".

A FarmHouse chapter or colony should not assume that a "legacy" prospect will accept

an invitation to membership because of his relative's membership in the Fraternity, nor should

such an individual be entitled to membership on the basis of such a relationship.

When a legacy or a prospective member has been brought to the chapter or colony's

attention by an alumnus, the chapter members have an obligation to introduce themselves to the

prospect and to consider the possibility of extending him an invitation to membership.

The chapter or colony also has an obligation to acknowledge the efforts of alumni in

assisting with the recruitment of prospective new members.

The International Board reaffirms the Fraternity's policy that the local FarmHouse

chapters and colonies are solely responsible for new member and membership selection.

Neither the Executive Director, nor the International Executive Board, collectively or

individually, will become involved in new member selection by the local chapters and colonies.


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Non-Payment of Accounts Receivable

The FarmHouse International Executive Board revised and approved the following policy

effective October 16, 2004, which applies to all colonies, chapters and associations - as well as

vendors and outside companies or organizations the Fraternity does business with:

1. a 1 ½ percent late fee will be added if invoice is not paid within 31 days of invoice date

and an additional 1 ½ percent late fee will compound and be added each month bill is

late thereafter;

2. For chapters, colonies and associations, if invoice is not paid within 61 days of the

invoice date, the chapter will be placed on probation.

3. For chapters, colonies and associations, if invoice is not paid within 91 days of the

invoice date, the chapter's Charter will be suspended.

Chapters, please pay all Term Reports within 30 days of the beginning of the semester. Initiation

Reports and fees are due within 30 days of the initiation. All bills are due within 30 days from the

date issued.


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Non-Payment of Fraternity Loans


effective October 16, 2004, which applies to all colonies, chapters and associations:

1. A 1 ½ percent late fee will be added if loan payment is not paid by the agreed upon loan

payment date and an additional 1 ½ percent late fee will compound and be added each

month payment is late thereafter;

2. If payment is not made within 31 days of the due date, the chapter will be placed on

probation;

3. If payment is not made within 61 days of the due date, the chapter's Charter will be

suspended;

The above stipulations shall apply for every loan the Fraternity or Foundation originates with a

colony, chapter or association.


29


Non-Payment of FRMT Insurance Premiums


effective October 16, 2004, which applies to all colonies, chapters and associations:

1. A $5 per man late fee will be added to the FRMT premium invoice for any chapter,

colony or association that has not made payment that is postmarked by Sept. 1st of that

year (payment required within 31 days of the August 1st invoice date).

2. The late fee will increase to $10 per man that will be added to the FRMT premium

invoice for any chapter, colony or association that has not made payment that is

postmarked by Sept. 15th of that year.

3. Chapters/colonies/associations that have not submitted payment of the invoice

postmarked by October 1st will have the Chapter’s Charter suspended (payment within

61 days of invoice date).


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FarmHouse International Fraternity Position on

University Relationship Statements

No chapter or association of FarmHouse International Fraternity shall sign, enter into or

execute a contract, relationship statement of consent, property lease, special event lease or

similar contract with a campus host institution, regarding the defined relationship between the

university/campus and the chapter or association, without first consulting with and receiving

consent from the International Fraternity.


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Whistleblower Protection

A whistleblower as defined by this policy is an employee of FarmHouse International

Fraternity who reports an activity that he/she considers to be illegal or dishonest to the party

specified in this policy. The whistleblower is not responsible for investigating the activity or for

determining fault or corrective measures.

Examples of illegal or dishonest activities are violations of federal, state or local laws;

billing for services not performed or for goods not delivered; financial fraud, theft or misuse of

the organization’s funds and other fraudulent reporting.

If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity,

the employee is to contact the President of the International Executive Board with the

understanding the information shared will remain confidential. Any investigative work and

disposition of the matter would be up to the discretion of the International Board President.


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Worker’s Compensation Insurance & Property Insurance

The FarmHouse International Executive Board approved the following policy effective April

12, 2003, which applies to all colonies, chapters and associations with employees and all

chapters living in a chapter house.

1. Each chapter and/or association is required to provide worker’s compensation coverage

as part of its benefits package for any paid employee of the chapter (cook, housemother,

etc.). Though states and provinces vary on requirements on the salary an employee

must earn before worker’s compensation coverage is needed, to be safe all chapters

and/or associations must provide this coverage for employees. Chapters and/or

associations should research what the required statutory limits within your state or

province are and ensure that adequate coverage limits are purchased.

2. A current copy of the policy listing each employee and the worker’s compensation limits

must be mailed to the FarmHouse International Headquarters annually. Please request

the insurance provider to mail a copy of the proof of insurance to FarmHouse

International Headquarters; 7306 Tiffany Springs Parkway, Suite 210; Kansas City, MO

64153 upon renewal each year.

3. Chapters/association that provide payment for summer recruitment coordinators should

obtain legal/insurance advice as to whether worker’s compensation coverage is

necessary for such members/employees. Additional chapter officers who may receive a

small discount on house bills such as treasurers, house/business managers or kitchen

managers may technically be considered employees in some states. Discuss this with the

insurance broker/carrier who will be providing the coverage.

4. Each chapter/association that owns a house/property is also required to provide proof of

property insurance coverage annually. Coverage limits will vary, based on the appraised

value of the chapter house. Please ensure that your association has adequate coverage

for the replacement value. Chapters/associations should also investigate adding loss of

use coverage to their policies.

5. A current copy of the property insurance policy must also be mailed to the FarmHouse

International Headquarters annually. Please request the insurance provider to mail a

copy of the proof of insurance to FarmHouse International Headquarters; 7306 Tiffany

Springs Parkway, Suite 210; Kansas City, MO 64153 upon renewal each year.


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