documents:officers
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documents:officers [2021/09/05 23:24 UTC] lee [Treasurer (4 hours)] |
documents:officers [2025/01/16 01:07 UTC] (current) rainbowbugjar [Membership Coordinator (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. | ||
| - | < | + | < |
| ===== Membership Coordinator (4 hours) ===== | ===== Membership Coordinator (4 hours) ===== | ||
| Line 29: | Line 28: | ||
| * Serve as primary liaison with the Housing Authority of the City of Austin. Answer their correspondence promptly. Handle the renewal process for tenants' | * Serve as primary liaison with the Housing Authority of the City of Austin. Answer their correspondence promptly. Handle the renewal process for tenants' | ||
| * Keep the originals of all signed contracts. Under no circumstance should the Membership Coordinator let a member borrow the original contract if there are no copies on-hand, or the final copy if for some reason the original is not on-hand. | * Keep the originals of all signed contracts. Under no circumstance should the Membership Coordinator let a member borrow the original contract if there are no copies on-hand, or the final copy if for some reason the original is not on-hand. | ||
| - | * Keep the Member Roster | + | * Keep an updated |
| - | * Jack’s Law: Make sure that new members pay their sign an Income Disclosure Affidavit, | + | * Jack’s Law: Make sure that new members pay their deposit and pet fees when they sign their contract |
| * Keep track of who attended two meetings and when. Keep the waiting list updated. After a prospective member has been accepted, make sure they are added to the email list for when a room opens up. Keep track of what prospective members have pets, pet allergies, and if their preference is for a room or a whole unit. | * Keep track of who attended two meetings and when. Keep the waiting list updated. After a prospective member has been accepted, make sure they are added to the email list for when a room opens up. Keep track of what prospective members have pets, pet allergies, and if their preference is for a room or a whole unit. | ||
| * If several people are interested in the same room or unit, decide who gets it. Be very familiar with the Member Acceptance Policy, and follow it faithfully. Update the Member Acceptance Policy, with the house’s help, if you encounter situations that the policy does not adequately handle. | * If several people are interested in the same room or unit, decide who gets it. Be very familiar with the Member Acceptance Policy, and follow it faithfully. Update the Member Acceptance Policy, with the house’s help, if you encounter situations that the policy does not adequately handle. | ||
| * 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 [[: | + | Passed [[:meetings:archive: |
| - | < | + | < |
| Line 51: | Line 50: | ||
| * 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 [[: | + | Amended [[:meetings:archive: |
| - | < | + | < |
| ===== Grounds Coordinator (3 hours) ===== | ===== Grounds Coordinator (3 hours) ===== | ||
| Line 68: | Line 67: | ||
| * Remove sources of standing water – fight mosquitoes! | * Remove sources of standing water – fight mosquitoes! | ||
| - | Passed [[: | + | Passed [[:meetings:archive: |
| ===== Food Buyer (3 hours) ===== | ===== Food Buyer (3 hours) ===== | ||
| Line 76: | Line 75: | ||
| - 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.). < |
| - | < | + | < |
| + | ===== Kitchen Manager (4 hours) ===== | ||
| - | ===== Bookkeeper (4 hours) ===== | + | - Oversee cooks, including training and development. |
| + | - Maintain inventory levels for all staples and special requests, and ensuring proper storage. | ||
| + | - Send a list of needed items to the food buyer weekly. | ||
| + | - Maintain a list of all food allergies and dietary restrictions and ensure all meals are labeled properly. | ||
| + | - Ensure food safety and quality. | ||
| + | - Ensure compliance with health and safety regulations, | ||
| + | - Promptly address issues such as equipment breakdowns or supply shortages. | ||
| + | - Organize the pantry and fridges to maximize space. | ||
| + | - Coordinate with the Labor Czar if there are changes to cooks or other kitchen laborers, and coordinate with other officers as necessary. | ||
| - | * 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. | + | |
| - | * 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 | + | |
| - | * 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. | + | |
| - | * 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 funds from laundry machines. | + | |
| - | * 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 the dates and amount charged in monthly reports. | + | |
| - | * 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 [[: | ||
| - | ===== Bookkeeper | + | ===== Treasurer |
| - | * Collect all Expense receipts and enter them into quickbooks and file them into filing cabinets located | + | * Take a leading role in helping |
| - | * Scan all maintenance | + | * Ensure |
| - | * Reconcile | + | * Keep track of deposits, credits, money owed to us, and money we owe. |
| - | * Our tax filing date is November 15. Help ensure that our tax return | + | * Calculate vacancy cost at the end of every month and deduct it from the rent payment to CHEA. |
| - | * 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 | + | * 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. |
| - | * If a new Treasurer is elected during your term, help to train her or him. | + | * Pay all our rent and bills in full and on time. |
| - | * You are not allowed to be treasurer | + | * Maintain an efficient and convenient |
| - | * 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 | + | * Ensure that the account |
| + | * Answer financial questions from the membership. Encourage input from the membership. | ||
| + | * When handing out checks, | ||
| + | * 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 | ||
| + | * Uphold the Open Books Policy. Upon request, show any current member | ||
| + | * 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 | ||
| + | * 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 | ||
| + | * You are not allowed to be Bookkeeper | ||
| + | * 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 | ||
| - | Passed [[: | + | Passed [[: |
| - | ===== Events Coordinator (3 hours) ===== | + | ===== Bookkeeper |
| - | + | ||
| - | - 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 | + | |
| - | + | ||
| - | * 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/ | + | |
| - | + | ||
| - | 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:// | + | |
| - | + | ||
| - | + | ||
| - | ===== 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 | |
| - | Passed [[: | + | * Email monthly income |
| - | + | ||
| - | ===== Bookkeeper (Expenses) (3 Hours) ===== | + | |
| - | + | ||
| - | * Collect all Expense | + | |
| - | * Scan all maintenance | + | |
| - | * 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 | + | |
| - | * 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 [[: | + | Passed [[: |
| ===== Events Coordinator (3 hours) ===== | ===== Events Coordinator (3 hours) ===== | ||
| Line 198: | Line 154: | ||
| - Work with other officers as necessary. | - Work with other officers as necessary. | ||
| - | < | + | < |
| ===== Maintenance Coordinator (4 hours) ===== | ===== Maintenance Coordinator (4 hours) ===== | ||
| Line 215: | Line 171: | ||
| * 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 [[: | + | Passed [[:meetings:archive: |
| ===== CHEA Board Representative (2 positions) (4 hours) ===== | ===== CHEA Board Representative (2 positions) (4 hours) ===== | ||
documents/officers.1630884271.txt.gz · Last modified: 2021/09/05 23:24 UTC by lee
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