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House Upkeep
Policy
In order for our co-op to run smoothly and
stay in existence all members need to share in the upkeep of the
house. Some jobs are elected. If you want an elected job just
announce that you are running for it at a house meeting and members
will vote on you. Besides the elected positions, everyone is expected
to do general house and yard cleaning. Included in that are a few
jobs that are a bit out of the ordinary so they are listed here:
Emptying compost buckets, covering compost with straw, and watering it;
Dumpster Diving; and Picking up our bulk and produce orders from Mifflin.
Elected Jobs Are:
Accounts Payable Treasurer:
Pay bills, pay Supplies, Maintenance, Food accounts, and MCC at the beginning
of each month, work with accounts receivable, keep check register up to date by
recording all deposits and withdrawals.
Accounts Receivable Treasurer:
Maintains billing sheet for members; Keeps records of each member's
account including a paper copy; Receives members' share; Makes
deposits to Credit Union twice per month; Gives deposit information
to Accounts Payable Treasurer; Makes payment plans with members
behind on share; Makes Treasurer's report to MCC on the 6th of each
month; Reconciles Accounts Receivable in Quickbooks by the 14th of each month;
Makes reports at house meetings on Loth's financial
situation.
Alternate Board Reps: Fill in
for the board reps when they are unable to attend board meetings.
Board Reps: Discusses Board
Agenda items with house members; Represents house members at Board of
Directors Meetings every other week; Votes as instructed by house
members on decision items; Gives house reports at board meetings; Gives a
report at house meetings about what the board is doing.
Bulk Food Buyer: Orders food
every week from Mifflin on Tues between 2pm and 4pm; Keeps track of
bulk food budget; Keeps inventory of bulk items; Posts request list and
checks it to see what members want; Keeps track of changing
prices.
Crasher Coordinator: Schedules
Crasher Meetings; Makes sure crasher policy is followed when
accepting crashers.
Debt Collector: Within the legal
limits of the law attempt to collect debts from former members. Keep
records on collection activities.
Finance Rep: Attends Finance
Committee meeting every other week; Gives a report at house meetings on
what the Finance Committe is doing.
Food Treasurer: Pays food
accounts; Maintains food budget for bulk, produce, spice and tea
buyers; Keeps food buyers informed on how much they have to
spend.
Grievance Elf: Acts as 3rd
party arbitrator between elves with disputes that can't be worked
out on their own.
Mail Forwarder: Maintains list
of former member's addresses and forwards their mail; Maintains
member's mail slots; Puts incoming mail in slots.
Maintenance Coordinator - Administrative:
The bulk of this job involves dealing with administrative tasks.
First this involves attendance at the MCC maintenance committee
meetings that meet roughly twice a month. At these meetings budgets,
projects, and proposals are discussed and decided upon. Also
involved is a review of the MCC maintenance coordinator and worker
group members’ contracts. MCC bylaw: Section 6 E. The Maintenance
Committee shall consist of the one (1) house maintenance coordinator
from each house, the Maintenance Officer, the Maintenance
Coordinator, and any additional members approved by the Board. The
committee shall be responsible for setting standards for the repair
and improvement of MCC-owned buildings; assessing the maintenance
needs of MCC houses; drafting long- and short-term maintenance
budgets; and implementing and evaluating the progress of all
maintenance projects. Also involved is dealing with room check
in/out sheets. These sheets are given to members at the beginning
and end of inhabiting a room. These sheets must be checked after a
check in to verify any reported damage. The sheets are then kept in
an orderly fashion until the member is preparing to move out. At
this time the second half of the sheet (check out) is filled out and
verified by the maintenance coordinator. These sheets are then
turned into MCC on a quarterly basis. Also for MCC, the
administrative maintenance coordinator must complete quarterly and
monthly house check off sheets. Failure to complete these sheets by
a given deadline results in being charged for an MCC worker member
to complete the sheets. This position is also responsible for
managing the maintenance budget and dealing the financial aspects
involved. These aspects include budget proposal and reimbursing the
Grass Roots Maintenance coordinator and other house members for
maintenance related expenses. Lastly, the administrative maintenance
coordinator must maintain a maintenance board. This is used to keep
track of maintenance that the house needs (in a prioritized
fashion), and maintenance hours that members have completed. The MCC
bylaws stipulate that every member must complete 1.5 hours worth of
maintenance per month. Or house policy prevents a large accumulation
of maintenance hours by limiting hours gained to 1.5 hours per month
per contract period. This way the total hours accumulated are zeroed
out at the beginning of each contract period.
Maintenance Coordinator - Grass-roots:
The bulk of this job deals with assisting members with completing
their maintenance hours. This will involve working with the People!
Helping house members to complete maintenance hours. This can be
done by delegating certain jobs to members based on their skills
set. It can also be done by organizing and attending maintenance
work parties for the house. For this position, it will be necessary
to learn new skills and educate others. It will also involve
purchasing certain materials or tools necessary for completion of a
given project. All purchasing is to be done in cooperation with the
Administrative Maintenance coordinator and the proposed maintenance
budget. This maintenance coordinator will also be responsible for
organizing biweekly meetings with the other maintenance coordinator
and assigning jobs to the maintenance drones. Some research may also
be involved also. This could involve tracking down contractors for
estimates, or determining city codes.
Main Treasurer: Train with MCC
Financial Coordinator, check accuracy of Accounts-Receivable and Payable
Treasurers, learn EXCEL and Quickbooks on MacIntosh at MCC office, create
yearly budget in Spring, make Treasurer’s Report to MCC on 14th of each month
and post copy on fridge, keep Past Debt updated, report to Elven Council meetings
about Loth’s financial situation, maintain “The Black Box” of files and treasurer
materials, work with Accounts-Receivable treasurer to assure smooth financial sailing
of Loth. At the end of each fiscal year file LLC tax return documents.
You should be willing to do this position for at least a year since they
take a while to learn. Get a behind-the-scenes look at Loth!
Membership Coordinator:
Responsibilities: Keeps track of advertising budget; Advertises
openings; Responds to e-mails about membership; Schedules membership
meetings; Contacts membershippers with the results of house vote;
Confirms with accepted membershippers when they will move in; Contracts
Members; Keeps list of all members contracts, room #s, deposits,
parking, and pets; Keeps the house updated on how many openings there
are so current members can recruit new members; Attends Membership
Committee meeting every other week.
Milk Elf: Drop off milk bottles on Sat.
and pickup milk on Sunday.Once every 6-8 weeks drive out to East Troy and
pickup milk for the whole milk co-op. This job requires access to a car. The
house can reimburse for the milage.
Produce Buyer: Orders Produce,
honey, molasses, and eggs; Maintains produce request list for members;
Keeps track of inventory; Orders organic and fair-trade whenever
possible; In season goes to the Farmer's Market around the Capitol Saturday
mornings.
Spice and Tea Buyer: Orders
spices and teas; Posts request list to find out what members want; Keeps
inventory of spices and teas.
Supplies Buyer: Maintains house
supplies checking account and budget; Orders house supplies; Maintain a list of
supply requests for members.
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