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--- documents:officers [2018/02/22 21:38 UTC]
amandaklacy [Maintenance Coordinator (3 hours)]
+++ documents:officers [2018/02/25 22:33 UTC]
rsimoes rm duplicate sections
@@ Line 153: / Line 153: @@
 <sub>[[:meetings:2015-05-24#agenda_item_4|[HM 5-24-15]]]</sub> <sub>[[:meetings:2015-10-18#agenda_item_3|[HM 10-18-15]]]</sub>
-===== Bookkeeper (Expenses) (2 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 external bookkeeper with reasonable requests regarding financial procedures.
-  * Consult with the CHEA staff members before directly asking questions of our corporate accountants, if applicable.
-Passed [[:meetings:2017-05-28|May 28, 2017]]
-===== Other Officer Positions =====
-  * Board Representative (3 hour)
-===== Grounds Coordinator (3 hours) =====
-TODO: If list archives are available, look for messages with subject of "Grounds Coordinator's job description" from June. This description has Sasona's description plus Hannah's amendments. I'm unsure whether there were further amendments. -MPG
-  * Work with and coordinate grounds crew in weekly grounds maintenance labor.
-  * Ensure the regular watering and maintenance of the courtyard garden beds with an eye towards their health and attractiveness.
-  * Keep regular maintenance and project/improvement to-do lists up to date and available to house members.
-  * Field suggestion for projects/improvements from house members and add them to running list.
-  * Plan and manage landscape improvement projects.
-  * Communicate with house to ensure that the grounds 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. Routine tasks include maintaining the compost pile, raking leaves, picking up trash, and keeping clutter in the yard to a minimum. (Note: If something is potentially useful, it needs to have a place where it will neither be ruined by weather nor be an eyesore.) Examples of non-routine and/or aesthetic decisions include, but are not limited to, the removal and/or disassembly of existing structures and the assembly of new structures. Request and encourage house input, and work to facilitate the needs and interests of the members.
-  * Work with Labor Czar and Maintenance Coordinator to plan effective and efficient labor holidays.Communicate with the house to determine what the house wants to accomplish on the labor holiday.
-  * Report weekly to house on what grounds crew is doing.
-  * Remove sources of standing water – fight mosquitoes!
-Passed [[:meetings:2013-06-30|June 30, 2013]]
-===== Food Buyer (3 hours) =====
-  - Keeps fiduciary records of all cooperative food activities.
-  - Maintains a stock of coop's food, spices, condiments, and other appropriate items for member consumption.
-  - Works with Kitchen Coordinator and other kitchen labor to make sure required ingredients are available for meals.
-  - 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.
-  - Turn in receipts to the Rent-Box within 24 hours of making a purchase <sub>[[:meetings:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>.
-  - Use the CHEA Tax ID number to make tax-exempt purchases <sub>[[:meetings:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>.
-  - Works with other officers as necessary
-<sub>[[:meetings:2015-02-15#agenda_item_5|[HM 2-15-15]]]</sub>
-===== Treasurer (3 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.
-  * Ensure that deposits are made in time to pay all bills.
-  * 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.
-  * 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.
-  * Ensure that the house Spending Policies are followed.
-  * 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.
-  * Evict members who are overdue on rent and will not or cannot get on a payment plan.
-  * Ensure that taxes are filed on time by working with other members of finance team to maintain accurate and up to date books. Be familiar with tax filing procedures.
-  * 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 and payment plan reports.
-  * 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.
-  * When stepping down from the position, train the new Treasurer. 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.
-  * You are not allowed to be bookkeeper while you are treasurer or vice versa.
-  * 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 external bookkeeper with reasonable requests regarding financial procedures.
-Passed [[:meetings:2013-09-22|September 22, 2013]]
-<sub>[[:meetings:2015-12-13#agenda_item_1|[HM 12-13-15]]]</sub>
-===== 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's balance to the Treasurer for action.
-  * 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 external bookkeeper with reasonable requests regarding financial procedures.
-Passed [[:meetings:2017-05-28|May 28, 2017]]
-===== Bookkeeper (Expenses) (2 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 external bookkeeper with reasonable requests regarding financial procedures.
-Passed [[:meetings:2017-05-28|May 28, 2017]]
-===== 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 (//Examples: Movie screenings, Discussion groups, Guest speakers, Game nights, Craft nights, Parties//).
-  - 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's annual birthday party sometime in March-May. This includes advertising the party, ensuring food and beverages are available, and organizing party clean-up.
-  - 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.
-<sub>[[:meetings:2015-05-24#agenda_item_4|[HM 5-24-15]]]</sub> <sub>[[:meetings:2015-10-18#agenda_item_3|[HM 10-18-15]]]</sub> <sub>[[:meetings:2017-12-17#agenda_item_1|[HM 12-17-17]]]</sub>
-===== Outreach Coordinator (1-2 hours) =====
-This position has been abolished with a sunset clause of one election cycle. <sub>[[:meetings:2017-01-08#agenda_item_3|[HM 1-8-17]]]</sub>
 ===== Maintenance Coordinator (4 hours) =====
-  * Should work with The Fixer even more closely than with the rest of the volunteer maintenance crew, since The Fixer has higher expectations and is receiving rent credit.
-  * Keep a clear task list for The Fixer, and be in contact with The Fixer every week to monitor the progress of projects.
-  * Make sure The Fixer does not spend too little or too much time on maintenance.
-  * May choose to require public accountability such as a public timesheet for The Fixer in the name of transparency.
-  * Should keep the house informed of The Fixers work during weekly reports.
-  * The Maintenance Coordinator is the cooperative's designated representative for handling repairs. Written requests are only accepted via email to maintenance@lareunioncoop.org or the maintenance box.
-  * 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.
-Passed [[:meetings:2017-11-12|November 12, 2017]]
-Passed [[:meetings:2013-08-25|August 25, 2013]]
-===== Other Officer Positions =====
-  * Board Representative (3 hour)
-===== Maintenance Coordinator (3 hours) =====
   * Keep a running maintenance request list clearly posted.
@@ Line 311: / Line 169: @@
 Passed [[:meetings:2017-11-12|November 12, 2017]] Passed [[:meetings:2013-08-25|August 25, 2013]]
-===== CHEA Board Representative (3 hours) =====
-  * [needs description]
-===== Grounds Coordinator (3 hours) =====
-TODO: If list archives are available, look for messages with subject of "Grounds Coordinator's job description" from June. This description has Sasona's description plus Hannah's amendments. I'm unsure whether there were further amendments. -MPG
-  * Work with and coordinate grounds crew in weekly grounds maintenance labor.
-  * Ensure the regular watering and maintenance of the courtyard garden beds with an eye towards their health and attractiveness.
-  * Keep regular maintenance and project/improvement to-do lists up to date and available to house members.
-  * Field suggestion for projects/improvements from house members and add them to running list.
-  * Plan and manage landscape improvement projects.
-  * Communicate with house to ensure that the grounds 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. Routine tasks include maintaining the compost pile, raking leaves, picking up trash, and keeping clutter in the yard to a minimum. (Note: If something is potentially useful, it needs to have a place where it will neither be ruined by weather nor be an eyesore.) Examples of non-routine and/or aesthetic decisions include, but are not limited to, the removal and/or disassembly of existing structures and the assembly of new structures. Request and encourage house input, and work to facilitate the needs and interests of the members.
-  * Work with Labor Czar and Maintenance Coordinator to plan effective and efficient labor holidays.Communicate with the house to determine what the house wants to accomplish on the labor holiday.
-  * Report weekly to house on what grounds crew is doing.
-  * Remove sources of standing water – fight mosquitoes!
-Passed [[:meetings:2013-06-30|June 30, 2013]]
-===== Food Buyer (3 hours) =====
-  - Keeps fiduciary records of all cooperative food activities.
-  - Maintains a stock of coop's food, spices, condiments, and other appropriate items for member consumption.
-  - Works with Kitchen Coordinator and other kitchen labor to make sure required ingredients are available for meals.
-  - 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.
-  - Turn in receipts to the Rent-Box within 24 hours of making a purchase <sub>[[:meetings:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>.
-  - Use the CHEA Tax ID number to make tax-exempt purchases <sub>[[:meetings:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>.
-  - Works with other officers as necessary
-<sub>[[:meetings:2015-02-15#agenda_item_5|[HM 2-15-15]]]</sub>
-===== Treasurer (3 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.
-  * Ensure that deposits are made in time to pay all bills.
-  * 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.
-  * 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.
-  * Ensure that the house Spending Policies are followed.
-  * 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.
-  * Evict members who are overdue on rent and will not or cannot get on a payment plan.
-  * Ensure that taxes are filed on time by working with other members of finance team to maintain accurate and up to date books. Be familiar with tax filing procedures.
-  * 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 and payment plan reports.
-  * 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.
-  * When stepping down from the position, train the new Treasurer. 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.
-  * You are not allowed to be bookkeeper while you are treasurer or vice versa.
-  * 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 external bookkeeper with reasonable requests regarding financial procedures.
-Passed [[:meetings:2013-09-22|September 22, 2013]]
-<sub>[[:meetings:2015-12-13#agenda_item_1|[HM 12-13-15]]]</sub>
-===== 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's balance to the Treasurer for action.
-  * 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 external bookkeeper with reasonable requests regarding financial procedures.
-  * Consult with the CHEA staff members before directly asking questions of our corporate accountants, if applicable.
-Passed [[:meetings:2017-05-28|May 28, 2017]]
-===== Bookkeeper (Expenses) (2 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 external bookkeeper with reasonable requests regarding financial procedures.
-Passed [[:meetings:2017-05-28|May 28, 2017]]
-===== Events Coordinator (1 hours) =====
-  - Organize and supervise a minimum of one well-organized house event a month.
-  - Events should bring people together and build community (//Examples: Movie screenings, Discussion groups, Guest speakers, Game nights, Craft nights, Parties//).
-  - 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's annual birthday party sometime in March-May. This includes advertising the party, ensuring food and beverages are available, and organizing party clean-up.
-  - 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.
-<sub>[[:meetings:2015-05-24#agenda_item_4|[HM 5-24-15]]]</sub> <sub>[[:meetings:2015-10-18#agenda_item_3|[HM 10-18-15]]]</sub>
 ===== CHEA Board Representative (3 hours) =====

La Reunion Cooperative

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