documents:officers
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documents:officers [2021/09/05 23:20 UTC] lee [Treasurer (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) ===== | ||
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| - 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 (4 hours) | + | |
| * Take a leading role in helping the House create an annual budget. Seek and encourage input from the membership. Create at least three options to propose to the House, by changing the amounts of the food budget, reserve fund, rent, or other variables as needed to provide some options to choose from. The budget should be based on comparisons of actual income and spending compared to the previous budget, and on the coop's income relative to the price of comparable housing. | * Take a leading role in helping the House create an annual budget. Seek and encourage input from the membership. Create at least three options to propose to the House, by changing the amounts of the food budget, reserve fund, rent, or other variables as needed to provide some options to choose from. The budget should be based on comparisons of actual income and spending compared to the previous budget, and on the coop's income relative to the price of comparable housing. | ||
| Line 109: | Line 108: | ||
| * 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 [[https:// | + | Passed [[meetings: |
| - | [[: | ||
| - | + | ===== Bookkeeper (4 hours) ===== | |
| - | ===== Bookkeeper (Income) (3 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) ===== | ||
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| - Work with other officers as necessary. | - Work with other officers as necessary. | ||
| - | < | + | < |
| ===== Maintenance Coordinator (4 hours) ===== | ===== Maintenance Coordinator (4 hours) ===== | ||
| Line 172: | 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 182: | Line 169: | ||
| [[https:// | [[https:// | ||
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documents/officers.1630884002.txt.gz · Last modified: 2021/09/05 23:20 UTC by lee
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