documents:officers
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documents:officers [2021/07/26 20:25 UTC] barak [Membership Coordinator (4 hours)] |
documents:officers [2024/03/14 22:04 UTC] (current) russrodnick [Bookkeeper (4 hours)] |
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| * Register your phone and other contact info with the Austin Fire Department as an emergency point of contact for the coop. | * Register your phone and other contact info with the Austin Fire Department as an emergency point of contact for the coop. | ||
| - | <sub> < | + | <sub> < |
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| * Keep extra copies of all of the room keys. Keep them organized. With the maintenance coordinator’s help, make sure that everyone has a key and a functional lock on their door. | * Keep extra copies of all of the room keys. Keep them organized. With the maintenance coordinator’s help, make sure that everyone has a key and a functional lock on their door. | ||
| * Determine how much a member’s deposit will be charged upon move-out. | * Determine how much a member’s deposit will be charged upon move-out. | ||
| - | * Notify the house by email via the house mailing list within 5 business days when membership is newly granted or revoked < | + | * Notify the house by email via the house mailing list within 5 business days when membership is newly granted or revoked < |
| - | Passed [[:meetings: | + | Passed [[meetings:archive: |
| - | < | + | < |
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| * Ensure that all labor matters are accessible and available to all members of the cooperative in a timely manner, regardless of ability or means of communication. | * Ensure that all labor matters are accessible and available to all members of the cooperative in a timely manner, regardless of ability or means of communication. | ||
| - | Amended [[:meetings: | + | Amended [[meetings:archive: |
| - | < | + | < |
| ===== Grounds Coordinator (3 hours) ===== | ===== Grounds Coordinator (3 hours) ===== | ||
| Line 68: | Line 68: | ||
| * Remove sources of standing water – fight mosquitoes! | * Remove sources of standing water – fight mosquitoes! | ||
| - | Passed [[:meetings: | + | Passed [[meetings:archive: |
| ===== Food Buyer (3 hours) ===== | ===== Food Buyer (3 hours) ===== | ||
| Line 76: | Line 76: | ||
| - Accepts requests weekly and attempts to satisfy them as allowed by cost, necessity, or other reasonable constraints. | - Accepts requests weekly and attempts to satisfy them as allowed by cost, necessity, or other reasonable constraints. | ||
| - Maintains communication with the house regarding any relevant issues. | - Maintains communication with the house regarding any relevant issues. | ||
| - | - Turn in receipts to the Rent-Box within 24 hours of making a purchase < | + | - Turn in receipts to the Rent-Box within 24 hours of making a purchase < |
| - | - Use the CHEA Tax ID number to make tax-exempt purchases < | + | - Use the CHEA Tax ID number to make tax-exempt purchases < |
| - Works with other officers as necessary | - Works with other officers as necessary | ||
| - Include a “Grocery Run done” email to be sent to the House after unloading groceries. This email should include the next expected grocery run date< | - Include a “Grocery Run done” email to be sent to the House after unloading groceries. This email should include the next expected grocery run date< | ||
| - Email a picture of all physical grocery receipts to the House or forward emails with digital receipts to the House within 48 hours of the grocery run. Included with this should be a list of items requested by members that were not purchased and the reason for not purchasing them (i.e. out of stock, not an appropriate co-op purchase, etc.) < | - Email a picture of all physical grocery receipts to the House or forward emails with digital receipts to the House within 48 hours of the grocery run. Included with this should be a list of items requested by members that were not purchased and the reason for not purchasing them (i.e. out of stock, not an appropriate co-op purchase, etc.) < | ||
| - | < | + | < |
| + | <font 16px/ | ||
| - | ===== Treasurer (3 hours) ===== | + | |
| - | + | * Ensure the House follows that budget by keeping records of what spending occurs in what budget categories, and comparing the actual spending with the budgeted amounts. | |
| - | | + | |
| - | * Ensure the house follows that budget by keeping records of what spending occurs in what budget categories, and comparing the actual spending with the budgeted amounts. | + | |
| * Keep track of deposits, credits, money owed to us, and money we owe. | * Keep track of deposits, credits, money owed to us, and money we owe. | ||
| - | * Ensure that deposits are made in time to pay all bills. | + | * Calculate vacancy cost at the end of every month and deduct it from the rent payment |
| + | * Calculate reimbursable maintenance expenses at the end of every month, send a reimbursement bill to NASCO Properties, and deduct the total from the rent payment to CHEA | ||
| * Pay all our rent and bills in full and on time. | * Pay all our rent and bills in full and on time. | ||
| - | * Maintain an efficient and convenient bank account for the house. | + | * Maintain an efficient and convenient bank account for the House. |
| * Ensure that the account is as resistant to embezzlement as possible. | * Ensure that the account is as resistant to embezzlement as possible. | ||
| * Answer financial questions from the membership. Encourage input from the membership. | * Answer financial questions from the membership. Encourage input from the membership. | ||
| - | * Provide a public place for the filing of house financial documents. Ensure that all deposit slips and bank statements are filed in a public place within the house on at least a monthly basis. | ||
| * When handing out checks, ensure that the person responsible for the check is named in the memo slot for accountability. Any checks that are lost or stolen can therefore be the responsibility of the person to whom the check was issued, so make sure that the carriers of checks are aware of this and take care of the checks they are issued. | * When handing out checks, ensure that the person responsible for the check is named in the memo slot for accountability. Any checks that are lost or stolen can therefore be the responsibility of the person to whom the check was issued, so make sure that the carriers of checks are aware of this and take care of the checks they are issued. | ||
| - | * Ensure | + | * Ensure the House follows any of its relevant spending policies. |
| - | * Cash is never, ever to be accepted from any members. Ever. Cash has no paper trail and is far too easy to steal. Accept only checks and money orders. | + | * Share responsibility with Steward |
| - | * Evict members who are overdue on rent and will not or cannot get on a payment plan. | + | * Process bank feeds and reconcile accounts in CHEA’s books for all La Reunion bank accounts |
| - | * Ensure that taxes are filed on time by working with other members of finance team to maintain | + | * Ensure that the La Reunion financials, including all revenue and expenses in CHEA’s book classified to La Reunion, La Reunion A/R balances, and La Reunion Security/ |
| * Uphold the Open Books Policy. Upon request, show any current member the bookkeeping records, bank account statements, deposit slips, and any other financial information that is requested, including how money is spent and what members owe money, who is facing eviction, who is on a payment plan, etc. | * Uphold the Open Books Policy. Upon request, show any current member the bookkeeping records, bank account statements, deposit slips, and any other financial information that is requested, including how money is spent and what members owe money, who is facing eviction, who is on a payment plan, etc. | ||
| - | * Send out monthly Profit and Loss and Balance sheet statements | + | * Send out monthly Profit and Loss and payment plan reports. |
| * Write deposit return checks to members who are moving out, after being informed of the amount by the Membership Coordinator. | * Write deposit return checks to members who are moving out, after being informed of the amount by the Membership Coordinator. | ||
| - | * Communicate with the Labor Czar every month to ensure that labor fines are being assessed in a timely manner. | ||
| * If a new Bookkeeper is elected during your term, help to train them. | * If a new Bookkeeper is elected during your term, help to train them. | ||
| - | * When stepping down from the position, train the new Treasurer. Do whatever needs to be done to assist in removing yourself as a signor | + | * When stepping down from the position, train the new Treasurer. Do whatever needs to be done to assist in removing yourself as a signer |
| - | * You are not allowed to be bookkeeper | + | * You are not allowed to be Bookkeeper |
| - | * Our tax filing date is November 15. Help ensure that our tax return is filed well ahead of this deadline. This entails helping to ensure that the Treasurer compiles the necessary records and reports needed by our outside, independent bookkeeper by August 1st and CPA by September 15th. | + | |
| * Consult with the internal knowledge resources (other financial officers, CHEA staff members) before asking questions of our external bookkeepers. If external bookkeepers are consulted, include dates and amounts charged in monthly reports. | * Consult with the internal knowledge resources (other financial officers, CHEA staff members) before asking questions of our external bookkeepers. If external bookkeepers are consulted, include dates and amounts charged in monthly reports. | ||
| - | Passed [[:meetings:2013-09-22|September 22, 2013]] | + | Passed [[meetings:archive: |
| - | < | ||
| - | ===== Bookkeeper (Income) (3 hours) ===== | + | ===== Bookkeeper (4 hours) ===== |
| * Maintain Accounts Receivable bookkeeping system, tracking all charges to, payments from, and outstanding balances carried by La Reunion members. | * Maintain Accounts Receivable bookkeeping system, tracking all charges to, payments from, and outstanding balances carried by La Reunion members. | ||
| * Cash is never, ever to be accepted from any members. Ever. Cash has no paper trail and is far too easy to steal. Accept only checks and money orders. | * Cash is never, ever to be accepted from any members. Ever. Cash has no paper trail and is far too easy to steal. Accept only checks and money orders. | ||
| * Provide older financial data to members regarding their balances, upon request. | * Provide older financial data to members regarding their balances, upon request. | ||
| - | * Give the books to the Treasurer | + | * Notify |
| - | * Ensure that overdue member balances are sent to the Treasurer | + | * Ensure that overdue member balances are sent to the Treasurer |
| + | * If a member has a past due balance over $250 by the 16th of the month they can go on a payment plan, which should be done in consultation with the Bookkeeper. | ||
| * Communicate with the Labor Czar every month to ensure that labor fines are being assessed in a timely manner. | * Communicate with the Labor Czar every month to ensure that labor fines are being assessed in a timely manner. | ||
| - | * Coordinate with the Treasurer to assist in depositing | + | * Deposit |
| * Deposit funds from laundry machines. | * Deposit funds from laundry machines. | ||
| - | * Our tax filing date is November 15. Help ensure that our tax return is filed well ahead of this deadline. This entails helping to ensure that the Treasurer compiles the necessary records and reports needed by our outside, independent bookkeeper by August 1st and CPA by September 15th. | ||
| * If a new Bookkeeper is elected during your term, help to train them. | * If a new Bookkeeper is elected during your term, help to train them. | ||
| - | * You are not allowed to be treasurer | + | * You are not allowed to be Treasurer |
| - | * Consult with the internal knowledge resources (other financial officers, CHEA staff members) before asking questions of our external bookkeepers. If external bookkeepers are consulted, include | + | * Consult with the internal knowledge resources (other financial officers, CHEA staff members) before asking questions of our external bookkeepers. If external bookkeepers are consulted, include |
| + | * Collect all expense receipts and enter them into Quickbooks, ensure that receipts are attached to transactions in Quickbooks and that all maintenance expenses are marked as billable to NASCO Properties | ||
| + | * Email monthly income and expense reports to all La Reunion members | ||
| - | Passed [[: | + | Passed [[: |
| - | ===== Bookkeeper (Expenses) (3 Hours) ===== | ||
| - | |||
| - | * Collect all Expense receipts and enter them into quickbooks and file them into filing cabinets located in the commons. | ||
| - | * Scan all maintenance and grounds receipts. Create a report that lists the date, vendor, amount and whether that expense is part of a major maintenance project (a project that costs over $1000) or minor (less than $1000). Send the report and receipt scans to the treasurer and NASCO Properties executive director monthly. | ||
| - | * Reconcile bank accounts | ||
| - | * Our tax filing date is November 15. Help ensure that our tax return is filed well ahead of this deadline. This entails helping to ensure that the Treasurer compiles the necessary records and reports needed by our outside, independent bookkeeper by August 1st and CPA by September 15th. | ||
| - | * When stepping down from the position, train the new Bookkeeper. If you are a signor, do whatever needs to be done to assist in removing yourself as a signor on the bank account. If you are moving out, your deposit will not be returned until you have removed yourself as a signor. | ||
| - | * If a new Treasurer is elected during your term, help to train her or him. | ||
| - | * You are not allowed to be treasurer while you are bookkeeper or vice versa. | ||
| - | * Consult with the internal knowledge resources (other financial officers, CHEA staff members) before asking questions of our external bookkeepers. If external bookkeepers are consulted, include this dates and amount charged in monthly reports. | ||
| - | |||
| - | Passed [[: | ||
| ===== Events Coordinator (3 hours) ===== | ===== Events Coordinator (3 hours) ===== | ||
| Line 156: | Line 142: | ||
| - Work with other officers as necessary. | - Work with other officers as necessary. | ||
| - | < | + | < |
| ===== Maintenance Coordinator (4 hours) ===== | ===== Maintenance Coordinator (4 hours) ===== | ||
| Line 173: | Line 159: | ||
| * Note: members of the Maintenance Team must have been resident members of the house for at least 6 months (passed 10/29/17.) | * Note: members of the Maintenance Team must have been resident members of the house for at least 6 months (passed 10/29/17.) | ||
| - | Passed [[:meetings: | + | Passed [[meetings:archive: |
| ===== CHEA Board Representative (2 positions) (4 hours) ===== | ===== CHEA Board Representative (2 positions) (4 hours) ===== | ||
| Line 183: | Line 169: | ||
| [[https:// | [[https:// | ||
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documents/officers.1627331105.txt.gz · Last modified: 2021/07/26 20:25 UTC by barak
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