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documents:officers [2018/12/28 02:43 UTC]
hannahf
documents:officers [2024/03/14 22:04 UTC] (current)
russrodnick [Bookkeeper (4 hours)]
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 ====== Officer Descriptions ====== ====== Officer Descriptions ======
  
-===== Steward (hours) =====+===== Steward (hours) =====
  
   * Monitor central responsibilities of house officers and reporting delinquencies first to the officer, then to the house if necessary.   * Monitor central responsibilities of house officers and reporting delinquencies first to the officer, then to the house if necessary.
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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>[[:meetings:2013-08-25|[HM 8-25-13]]]</sub> <sub>[[:meetings:2013-12-01#travis_proposal_to_standardize_6-month_officer_terms_to_january-june_and_july-december|[HM 12-1-13]]]</sub> <sub>[[:meetings:2015-03-08#agenda_item_1|[HM 3-8-15]]]</sub> <sub>[[:meetings:2015-12-06#agenda_item_5|[HM 12-6-15]]]</sub> <sub>[[:meetings:2015-12-13#agenda_item_31|[HM 12-13-15]]]</sub> <sub>[[:meetings:2016-02-07#agenda_item_3|[HM 2-7-16]]]</sub>+<sub> <sub>[[meetings:archive:2013-12-01#travis_proposal_to_standardize_6-month_officer_terms_to_january-june_and_july-december|[HM 12-1-13]]]</sub> <sub>[[meetings:archive:2015-12-06#agenda_item_5|[HM 12-6-15]]]</sub> <sub>[[meetings:archive:2016-02-07#agenda_item_3|[HM 2-7-16]]]</sub>
  
-===== Membership Coordinator (hours) =====+ 
 +===== Membership Coordinator (hours) =====
  
   * Keep the cooperative as close to full occupancy as humanly possible.   * Keep the cooperative as close to full occupancy as humanly possible.
   * Advertise! Post and update our ads on Craigslist. Regularly reach out in other ways to ensure a diverse membership: this can include flyers, Facebook posts, events, contact social services that work with affordable housing etc. It’s always a good thing for more people to know about us.   * Advertise! Post and update our ads on Craigslist. Regularly reach out in other ways to ensure a diverse membership: this can include flyers, Facebook posts, events, contact social services that work with affordable housing etc. It’s always a good thing for more people to know about us.
   * Answer emails/questions from prospective members and give them tours when you’re around. Answer e-mails to the “info” address in a timely manner. Learn to recognize scam emails (bad grammar/punctuation, usually from a foreign country, says “advert,” claims to be a model or working for some altruistic cause, attaches a picture of a beautiful girl, weird email addresses, obviously didn’t read the ad, immediately starts asking about how much rent and deposit to pay, etc). Don’t be a sucker. If you aren’t sure if an email is a scam, send it to the house for advice.   * Answer emails/questions from prospective members and give them tours when you’re around. Answer e-mails to the “info” address in a timely manner. Learn to recognize scam emails (bad grammar/punctuation, usually from a foreign country, says “advert,” claims to be a model or working for some altruistic cause, attaches a picture of a beautiful girl, weird email addresses, obviously didn’t read the ad, immediately starts asking about how much rent and deposit to pay, etc). Don’t be a sucker. If you aren’t sure if an email is a scam, send it to the house for advice.
-  * Keep the information sent to prospective members updated and thorough.+  * Keep the information sent to prospective members updated, public to current members, and thorough.
   * Serve as primary liaison with the Housing Authority of the City of Austin. Answer their correspondence promptly. Handle the renewal process for tenants' receiving HCV (Section 8) vouchers. If communication from HACA concerns other coordinators’ areas of oversight promptly inform them and the committees working with them.   * Serve as primary liaison with the Housing Authority of the City of Austin. Answer their correspondence promptly. Handle the renewal process for tenants' receiving HCV (Section 8) vouchers. If communication from HACA concerns other coordinators’ areas of oversight promptly inform them and the committees working with them.
   * 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 updated on the wiki. Be aware of whose contract is ending soon, and make sure they renew their contract. If, 6 weeks before their contract ends, they will not guarantee that they will renew their contract, start advertising that their room will open up soon. They can renew their contract at any time then, but if someone signs a contract for the room before they do, then they must either move out or, if other rooms are available, switch rooms. If their contract is not renewed a month before the end of the contract period, then advertise their room and let someone else sign for their room (after first giving them a chance).   * Keep the Member Roster updated on the wiki. Be aware of whose contract is ending soon, and make sure they renew their contract. If, 6 weeks before their contract ends, they will not guarantee that they will renew their contract, start advertising that their room will open up soon. They can renew their contract at any time then, but if someone signs a contract for the room before they do, then they must either move out or, if other rooms are available, switch rooms. If their contract is not renewed a month before the end of the contract period, then advertise their room and let someone else sign for their room (after first giving them a chance).
-  * Jack’s Law: Make sure that new members pay their depositmembership fee, and any pet deposit needed when they sign their contract. If they do not pay their deposit, then they cannot sign a contract. DO NOT let people move in if they haven’t paid these.+  * Jack’s Law: Make sure that new members pay their sign an Income Disclosure Affidavitdeposit, and any pet deposit needed when they sign their contract. If they do not pay their fees and the income disclosure, then they cannot sign a contract. DO NOT let people move in if they haven’t paid and signed these. Once the contract has been signed to send copies of the income discloser and the final page of the contract to the chea operations manager, La Reunion treasurer, and La Reunion bookkeeper. [[:https:www.lareunioncoop.org:meetings:2020-01-05#agenda_item_4|:https:::www.lareunioncoop.org:meetings:2020-01-05#agenda_item_4]]
   * 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 <sub>[[:meetings:2015-03-15#agenda_item_1|[HM 3-15-15]]].</sub>+  * Notify the house by email via the house mailing list within 5 business days when membership is newly granted or revoked <sub>[[meetings:archive:2015-03-15#agenda_item_1|[HM 3-15-15]]].</sub>
  
-Passed [[:meetings:2013-06-23|June 23, 2013]]+Passed [[meetings:archive:2013-06-23]]
  
-<sub>[[:meetings:2015-12-06#agenda_item_5|[HM 12-6-15]]]</sub>+<sub>[[meetings:archive:2015-12-06#agenda_item_5|[HM 12-6-15]]]</sub>
  
-===== Labor Czar (hours) =====+ 
 +===== Labor Czar (hours) =====
  
   * Plan and post the labor schedule for each week. Maintain running no-show sheet with who was indicted, what for, the plaintiff, and action taken to resolve the situation.   * Plan and post the labor schedule for each week. Maintain running no-show sheet with who was indicted, what for, the plaintiff, and action taken to resolve the situation.
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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:2013-04-21|April 21, 2013]]+Amended [[meetings:archive:2013-04-21|April 21, 2013]]
  
-<sub>[[:meetings:2015-12-13#agenda_item_31|[HM 12-13-15]]]</sub>+<sub>[[meetings:archive:2015-12-13#agenda_item_31|[HM 12-13-15]]]</sub>
  
 ===== Grounds Coordinator (3 hours) ===== ===== Grounds Coordinator (3 hours) =====
Line 66: Line 68:
   * Remove sources of standing water – fight mosquitoes!   * Remove sources of standing water – fight mosquitoes!
  
-Passed [[:meetings:2013-06-30|June 30, 2013]]+Passed [[meetings:archive:2013-06-30|June 30, 2013]]
  
 ===== 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 <sub>[[:meetings:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>+  - Turn in receipts to the Rent-Box within 24 hours of making a purchase <sub>[[meetings:archive: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>.+  - Use the CHEA Tax ID number to make tax-exempt purchases <sub>[[meetings:archive:2015-08-09#agenda_item_1|[HM 8-9-15]]]</sub>.
   - 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<sub>[[https://www.lareunioncoop.org/meetings/2020-10-04|[HM 10-4-20]]]</sub>.
 +  - 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.) <sub>[[https://www.lareunioncoop.org/meetings/2020-10-04|[HM 10-4-20]]]</sub>.
  
-<sub>[[:meetings:2015-02-15#agenda_item_5|[HM 2-15-15]]]</sub>+<sub>[[meetings:archive:2015-02-15#agenda_item_5|[HM 2-15-15]]]</sub>
  
-===== Treasurer (hours) =====+<font 16px/inherit;;inherit;;inherit>**Treasurer (hours)**</font>
  
-  * 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. 
-  * 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.+  * 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.   * Keep track of deposits, credits, money owed to us, and money we owe.
-  * Ensure that deposits are made in time to pay all bills.+  * 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.   * Pay all our rent and bills in full and on time.
-  * Maintain an efficient and convenient bank account for the house.+  * Maintain an efficient and convenient bank account for the House.
   * Ensure that the account is as resistant to embezzlement as possible.   * Ensure that the account is as resistant to embezzlement as possible.
   * Answer financial questions from the membership. Encourage input from the membership.   * 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.   * 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+  * Ensure the House follows any of its relevant spending policies
-  * 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. +  * 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. 
-  * Evict 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 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.+  * 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/Pet Deposit balances are accurate
   * 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.   * 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.+  * 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.   * 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.   * 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+  * 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+  * 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 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 [[:meetings:2013-09-22|September 22, 2013]]+Passed [[meetings:archive:2021-04-11]]
  
-<sub>[[:meetings:2015-12-13#agenda_item_1|[HM 12-13-15]]]</sub> 
  
-===== Bookkeeper (Income) (3 hours) =====+===== Bookkeeper (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 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. +  * 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 for the creation of 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.+  * Ensure that overdue member balances are sent to the Treasurer 
 +  * If a member has past due balance over $250 by the 16th of the month they can go on a payment planwhich 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 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 checks received into the appropriate bank account
   * 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 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 this 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 
 +  * Email monthly income and expense reports to all La Reunion members
  
-Passed [[:meetings:2017-05-28|May 28, 2017]]+Passed [[:meetings:archive:2021-04-11|]]
  
-===== 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 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 [[:meetings:2017-05-28|May 28, 2017]] 
  
 ===== Events Coordinator (3 hours) ===== ===== Events Coordinator (3 hours) =====
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   - Work with other officers as necessary.   - 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:archive:2015-05-24#agenda_item_4|[HM 5-24-15]]]</sub> <sub>[[meetings:archive:2015-10-18#agenda_item_3|[HM 10-18-15]]]</sub>
  
 ===== Maintenance Coordinator (4 hours) ===== ===== Maintenance Coordinator (4 hours) =====
Line 168: 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:2017-11-12|November 12, 2017]] Passed [[:meetings:2013-08-25|August 252013]]+Passed [[meetings:archive:2017-11-12]] Passed [[meetings:archive:2013-08-25]] 
 + 
 +===== 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://www.lareunioncoop.org/meetings/2020-11-01|Passed November 1st2020]] 
 + 
  
-===== CHEA Board Representative (3 hours) ===== 
  
-  * [needs description] 
  
  
documents/officers.1545965016.txt.gz · Last modified: 2018/12/28 02:43 UTC by hannahf