Last Week’s Minutes Approved
(Automatic) Member review of Joshua for accruing 5.5 hours of no-shows in July and 7.5 hours in August.
Vaidy wants to know what labor was missed Richard responds to Vaidy that some of it was DCU, other was officer related hours Russ observes that the problem may be missing the reporting of labor, not non-performance of labor Joshua says previous co-ops didn’t have reporting requirements like LaRe Ryan observes that the unreported hours could be the result of the recently instituted no-show policy Richard says Joshua missed a labor holiday (4hrs) and a DCU (1.5hrs) for July. Richard says he doesn’t have access to the August report. Ryan says he is able to bring up the August report. Richard recommends the standard plan, which is to agree that Joshua should not accrue 5 hours of no-show labor for three months consecutively. Ryan says Joshua missed a DCU (1.5hrs), failed to return a receipt (3hrs), and one failure to report Board Coordinator hours (3hrs) for August. Russ moves to vote on a behavior contract or eviction. Doing nothing 8-1 Behavioral contract 5-4 Eviction 0-8 Nolan says we should at least tell Joshua to commit to his DCU. Vaidy says he doesn’t see a reason to put Joshua under pressure because he’s obviously co-operative. Bernard brings up the kitchen was a mess when he had fridge clean labor. Richard says Bernard can claim extra labor hours if he feels he’s doing extra work. Richard amends the behavior contract, which is to agree that Joshua should not accrue 6 hours of no-show labor per month for three months consecutively, rather than 5 hours. Behavior contract passes 8-0
(Richard, Hannah, Cynthia) Member review of Maranda for total non-performance of labor
Richard says Maranda’s member review should be taken care of since the record of her maintenance labor has been wiped. Richard observes that Maranda has done no labor since August when she was taken off maintenance. Vaidy asks how much of her no-shows are due to ignorance or of the labor system. Richard responds that she was taken off maintenance in August and hasn’t done anything sense. Don says there are plenty of ways Maranda could have gotten the labor information she needed. Barak says we can’t chalk up her avoiding her labor to ignorance, it has to be deliberate. Richard says it’s possible she doesn’t realize failure to do labor will result in eviction Russ moves to vote on a behavior contract or eviction. Behavioral contract 9-0 Eviction 0-9 Doing nothing 0-9 Behavioral contract 9-0 passes. Russ moves to vote on the details of the behavioral contract, which states that Maranda should not accrue 6 hours of no-show labor per month, for three months consecutively. Behavioral contract 8-1-0 passes
(Melissa) We have very loose requirements for our Maintenance Coordinator(s) written in our officer description, and some of what is described there has never been carried out by any of the officers since I’ve been a member here. This neglect to address maintenance needs properly and in a timely manner has led to extensive, unnecessary damage being done, (such as from not treating leaks for months on end) waste of funds, (for unnecessary purchases and contracting) unsafe and hazardous living conditions, (such as members not able to use their front doors or stairs) and overall unfair living conditions (such as some maintenance needs being addressed while others are ignored.) I propose we begin enforcing the basic requirements outlined for our MC in the governing documents and instate a few additional requirements for maintenance.
1.) Create a maintenance request reporting system that is accessible to all and publicly listed for all members to review. “Keep a running maintenance request list clearly posted.” is the first priority listed in our Officer Description. I propose we add to that description that it be accessible to all and new maintenance requests must be added to the list within one week of reporting. Set a date for when this list should be completed and posted by our current maintenance coordinator.
2.) Create a mandatory timetable for certain maintenance requests. Set a date for a later meeting to brainstorm and collaborate the specifics of this list, and then add to the office description. Ex: Leaks must be addressed within one week. (Faucets and pipes that are allowed to drip for longer than a week can cause damage to the wood and drywall they leak on.) -Will prevent requests being ignored or addressed by favoritism or convenience to maintenance crew. -Will help when switching officerships so members do not have to repeatedly report problems.
3.) Whenever possible, allow members who are able and wish to do maintenance the opportunity to do so rather than hiring out for the jobs. List this as a requirement that maintenance coordinator and labor Czar attempt to work with members first and only hire out if we are unable to complete the repairs in house. If necessary create a separate Maintenance Labor Czar position. -We have a surplus of labor in other, less important areas while many easy maintenance jobs that could be addressed by members who are not on maintenance or during our labor holiday.
Melissa says we need reforms to maintenance reporting and the description of officer duties. Melissa suggests creating a physical maintenance request reporting system that is accessible to all and publicly listed for all members to review. Joshua suggests the possibility of a tablet interface for maintenance requests installed in the commons. Nolan says the proposals for publicly posted maintenance request boards would be overwhelming for him personally. Melissa says the duties of maintenance coordinator should be split up into multiple positions to avoid coordinator burnout. Nolan agrees that coordinator should be split up. Russ suggests forming a maintenance committee that creates solutions to the maintenance system. Corey observes that committees have historically not produced results. Barak says it seems as though neither committees nor Sunday meetings are good enough to tackle the complexity of the maintenance overhaul. Nolan says splitting up the maintenance coordinator position would require an Agenda Item due to maintenance laborers requiring access to the keybox. Ryan says no labor positions should be put to the ballot without a specific labor description with precise language. Barak suggests that we should send out a survey to take inventory of everyone’s skill levels with certain maintenance jobs. Melissa says the focus of her proposals is not encouraging people to do more labor, but to solve structural problems with the maintenance system, such as the lack of deadlines for certain types of jobs or requests. Ryan suggests creating a standard Maintenance section to the Sunday meetings, such as Meet & Greet. Russ and Barak suggest that Nolan at least report the activities of maintenance in a basic email for the co-op. Nolan tells Richard that having a Contracting Coordinator position would be immediate relief for the maintenance team. Ryan requests that the conversation be tabled. Item is tabled.
(Richard) Only those who have been resident members for at least six months may be assigned to the maintenance team.
Richard proposes that those who have been resident members for at least six months may be assigned to the maintenance team. Nolan suggests that the maintenance team be able to choose members with maintenance experience with less than six months residency at their discretion. Richard suggests a quick amendment to exclude Sylvester from this proposal. Ryan suggests the moratorium on joining the maintenance team should be the same amount of time it takes to trigger an automatic member review for no labor done. Nolan suggests that the maintenance team be able to choose members with maintenance experience with less than six months residency at their discretion. Richard moves to vote on the proposal that house members who have been resident members for at least two months may be assigned to the maintenance team, excluding Sylvester. 6-0 motion passes
(Richard) Forgive October maintenance no-shows of those who have been members for fewer than six months.
Richard proposes to forgive October maintenance no-shows of those who have been members for fewer than six months. Richard mentions that Aundre and Sylvia would benefit the most from this proposal. Richard says he’s already rescheduled Aundre off of maintenance but still has to talk to Sylvia. Russ moves to vote on the proposal to forgive October maintenance no-shows of those who have been members for fewer than six months. 5-0 motion passes
Paul says we have three new members.