documents:officers
Differences
This shows you the differences between two versions of the page.
| Both sides previous revision Previous revision Next revision | Previous revision | ||
|
documents:officers [2021/09/05 23:24 UTC] lee [Treasurer (4 hours)] |
documents:officers [2024/03/14 22:04 UTC] (current) russrodnick [Bookkeeper (4 hours)] |
||
|---|---|---|---|
| Line 18: | Line 18: | ||
| * 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> < |
| Line 35: | Line 35: | ||
| * 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: |
| - | < | + | < |
| Line 51: | Line 51: | ||
| * 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/ | ||
| + | |||
| + | * 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. | ||
| + | * 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. | ||
| + | * Calculate vacancy cost at the end of every month and deduct it from the rent payment to CHEA | ||
| + | * 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. | ||
| + | * Maintain an efficient and convenient bank account for the House. | ||
| + | * Ensure that the account is as resistant to embezzlement as possible. | ||
| + | * Answer financial questions from the membership. Encourage input from the membership. | ||
| + | * 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 the House follows any of its relevant spending policies. | ||
| + | * Share responsibility with Steward and Membership Coordinator on evicting 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 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. | ||
| + | * 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. | ||
| + | * 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 signer on the bank account. If you are moving out, your deposit will not be returned until you have removed yourself as a signer. | ||
| + | * You are not allowed to be Bookkeeper while you are Treasurer 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 dates and amounts charged in monthly reports. | ||
| + | |||
| + | Passed [[meetings: | ||
| Line 92: | Line 118: | ||
| * Notify the Treasurer of any member that is falling behind on rent payments. Be aware of all payment plans, and alert the Treasurer if someone has fallen off their payment plan schedule. | * Notify the Treasurer of any member that is falling behind on rent payments. Be aware of all payment plans, and alert the Treasurer if someone has fallen off their payment plan schedule. | ||
| * 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 $100 by the 16th of the month they can go on a payment plan, which should be done in consultation with the Bookkeeper. | + | * 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. | ||
| * Deposit checks received into the appropriate bank account | * Deposit checks received into the appropriate bank account | ||
| Line 102: | Line 128: | ||
| * Email monthly income and expense reports to all La Reunion members | * Email monthly income and expense reports to all La Reunion members | ||
| - | Passed [[: | + | Passed [[:meetings:archive: |
| - | ===== 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 128: | Line 142: | ||
| - Work with other officers as necessary. | - Work with other officers as necessary. | ||
| - | < | + | < |
| ===== Maintenance Coordinator (4 hours) ===== | ===== Maintenance Coordinator (4 hours) ===== | ||
| Line 145: | 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 157: | Line 171: | ||
| - | ===== Bookkeeper (Income) (3 hours) ===== | ||
| - | * 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. | ||
| - | * Provide older financial data to members regarding their balances, upon request. | ||
| - | * Give the books to the Treasurer shortly after the 7th and 15th of the month. Make sure the Treasurer is aware of any member that is falling behind on rent payments. Be aware of all payment plans, and alert the Treasurer if someone has fallen off their payment plan schedule. | ||
| - | * Ensure that overdue member balances are sent to the Treasurer for the creation of a payment plan or, in extreme cases, eviction. Rent is due each month on the 1st, is late on the 8th, and is delinquent on the 16th. If a balance is over $100 by the 16th, send this person' | ||
| - | * 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 checks received into the appropriate bank account. Depositing checks is a responsibility shared by the Treasurer and Bookkeeper, and they should work together to make sure deposits occur in a timely manner. | ||
| - | * 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. | ||
| - | * 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 [[: | ||
| - | |||
| - | ===== 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) ===== | ||
| - | |||
| - | - Organize and supervise a minimum of one well-organized house event a month. | ||
| - | - Events should bring people together and build community (// | ||
| - | - Events should be advertised via e-mail and print. | ||
| - | - Larger events should be advertised on Facebook, with smaller events being advertised on Facebook at the Outreach Coordinator’s discretion. | ||
| - | - Connect and foster relationships with the wider community on behalf of La Reunion (//Example: Attend neighborhood association meetings// | ||
| - | - Plan La Reunion' | ||
| - | - Once per term organize an event that brings together members from La Reunion and Sasona with the intention of expanding intercoop familiarity amongst members. | ||
| - | - Work with other officers as necessary. | ||
| - | |||
| - | < | ||
| - | |||
| - | ===== Maintenance Coordinator (4 hours) ===== | ||
| - | |||
| - | * Keep a running maintenance request list clearly posted. | ||
| - | * Work with people on maintenance team to keep house in running order. | ||
| - | * Teach people how to fix basic problems themselves, e.g. clogged faucet, running toilet, etc. | ||
| - | * Communicate with treasurer and bookkeeper when larger projects requiring significant funds are being planned. Keep track of how much money is left in the maintenance fund, and budget accordingly. Spend money frugally so that there will be some Minor Maintenance money left near the end of the fiscal year. Be aware of and follow NASCO Properties' | ||
| - | * Turn in receipts to the Treasurer within 24 hours of making a purchase. Use the CHEA Tax ID number to make tax-exempt purchases. | ||
| - | * Communicate with house to ensure that the maintenance projects being performed are both wanted and needed. Request house-level input (e.g. emailing the entire house, discussing it at a meeting, or calling an informal meeting for discussion) for non-routine and/or aesthetic decisions. Request and encourage house input, and work to facilitate the needs and interests of the members. | ||
| - | * Report weekly to the house on what the maintenance crew is doing. | ||
| - | * Work with Labor Czar and Grounds Coordinator to plan effective and efficient labor holidays. Communicate with the house to determine what the house wants to accomplish on the labor holiday. | ||
| - | * Ensure that AC filters are changed when needed. | ||
| - | * The Maintenance Coordinator is the cooperative' | ||
| - | * If a non-urgent maintenance issue involving health, safety, or structural integrity is not addressed by maintenance crew members within 7 days of the time it is reported, the Maintenance Coordinator is authorized to hire a contractor to complete the work. Urgent maintenance issues must be addressed immediately. | ||
| - | * Note: members of the Maintenance Team must have been resident members of the house for at least 6 months (passed 10/29/17.) | ||
| - | |||
| - | Passed [[: | ||
| - | |||
| - | ===== CHEA Board Representative (2 positions) (4 hours) ===== | ||
| - | |||
| - | * Attend as near to all meetings of the CHEA Board of Directors as possible. Advocate for the needs of La Reunion while keeping in perspective the needs of CHEA as an organization. | ||
| - | * Expect to assist with special projects and roles on the Board. Plan to spend at least a few hours outside of the meetings each month on relevant support tasks. Expect to serve as one of the four elected positions of the Board: Secretary, Treasurer, Board Chair, or Human Resources Officer. | ||
| - | * Communicate the activities of the Board to members of La Reunion. Ensure that agendas for Board meetings are distributed 72 hours in advance, and that meeting minutes are distributed in a timely manner after each meeting. | ||
| - | * Help make decisions that orient CHEA towards organizational stability, mission-oriented work, and improvement in its processes. Act as a publicly-facing representative of CHEA and the cooperative movement. | ||
| - | |||
| - | [[https:// | ||
documents/officers.1630884271.txt.gz · Last modified: 2021/09/05 23:24 UTC by lee
Page Tools
Except where otherwise noted, content on this wiki is licensed under the following license: CC Attribution-Noncommercial-Share Alike 4.0 International
