documents:officers
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documents:officers [2021/09/05 23:29 UTC] lee [Maintenance Coordinator (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) ===== | ||
| + | |||
| + | - 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. | ||
| + | |||
| + | < | ||
| + | |||
| + | |||
| + | ===== 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. | ||
| + | * 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 [[: | ||
| ===== Bookkeeper (4 hours) ===== | ===== Bookkeeper (4 hours) ===== | ||
| Line 91: | Line 130: | ||
| * Provide older financial data to members regarding their balances, upon request. | * 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. | * 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. |
| * Deposit funds from laundry machines. | * Deposit funds from laundry machines. | ||
| * 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 while you are Bookkeeper or vice versa. | * 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. | * 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 | + | * 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 | + | * Email monthly income and expense reports to all La Reunion members. |
| - | + | ||
| - | Passed [[: | + | |
| + | Passed [[: | ||
| ===== Events Coordinator (3 hours) ===== | ===== Events Coordinator (3 hours) ===== | ||
| Line 116: | Line 154: | ||
| - Work with other officers as necessary. | - Work with other officers as necessary. | ||
| - | < | + | < |
| ===== Maintenance Coordinator (4 hours) ===== | ===== Maintenance Coordinator (4 hours) ===== | ||
| Line 133: | 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) ===== | + | |
| - | + | ||
| - | * 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:// | + | |
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| - | + | ||
| ===== CHEA Board Representative (2 positions) (4 hours) ===== | ===== CHEA Board Representative (2 positions) (4 hours) ===== | ||
documents/officers.1630884549.txt.gz · Last modified: 2021/09/05 23:29 UTC by lee
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