III.A. Unit Operations
III.A.1. HOUSE-LEVEL MANAGER/OFFICER CENTRAL TRAINING REQUIREMENTS2021
1. DEFINITIONS House Level Officers include all House, Kitchen, Maintenance and Workshift Managers, along with House Presidents. House Level Officers who have only had summer training will be treated as “new” or “first time managers” with regards to any training policy requirements. “Continuing managers” must have held and been trained in the same position in the prior, nonsummer term, otherwise, they will be considered “new” managers. (March 15, 2007, BOD)
2. HOUSE OFFICER TRAINING REQUIREMENTS
- a. Four days of training. Sessions will be from 9am-1pm and from 2-6pm.
- b. Training will be the Saturday – Wednesday before move-in day in Fall and Spring Semesters.
- c. There will be a $40 fine for each required session not attended by an officer. Missing more than 15 minutes of any session will result in a maximum fine of $40 for that session.
- d. Session #1 New KMs
- e. Session #2 All KMs
- f. Session #3 All HMs
- g. Session #4 All HMs & WMs
- h. Session #5 New Managers & Presidents
- i. Session #6 All Managers & Presidents
- j. Session #7 All Presidents
- k. Session #8 All MMs
- l. Session #9 All MMs
- m. Session #10 All KMs & WMs (Mandatory City Safety Training)
- n. Supervisors may excuse absences due to unavoidable circumstances such as illness or death in family.
- o. No returning house-level manager or officer is required to attend any training session more than twice, with the exception of the mandatory City Safety Training.
3. TRAINING SESSIONS
- a. Session #1 NEW KMs: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, CK Staff Structure and Functions, CK Workshift Structure, Food Politics, Budgets, Ordering, Inventory, Availability and Cooking/Nutrition/Cook Supervision.
- b. Session #2 ALL KMs: Email, KM Pairs, Week 0 Ordering, Website Overview, Decentralization Reports, Recycling & Sustainability, Q&A, Monthly Meeting Schedule, and Feedback/Training Evaluations.
- c. Session #3 ALL HMs: Safety Training, House Lists/ Move-Ins, Furniture Ordering, Duties, Pest Control, and Neighbor/Media Relations.
- d. Session #4 All HMs & WMs: Maintenance & Habitability, Sustainability & Recycling, Member Problems & Terminations, Advice from veteran managers, Oversight Policy/Evaluations/Stipends, Duties/Accountability, Central Level Workshift Pool, How To, Workshift Website, and Accommodating Disabilities.
- e. Session #5 New Managers & Presidents: Email/Website, Sexual Harassment, Safe Space, BSC Policies, Emergency Preparedness, and Fire Safety.
- f. Session #6 All Managers & Presidents: Budgets, Reimbursements, Team Communication, Conflict Resolution, Member Wellness, and Party Safety & Harm Reduction.
- g. Session #7 All Presidents: Elections, Website, VOCs, and Meeting Facilitation.
- h. Session #8 All MMs: Plumbing, Electrical, Locks & Keys, Doors & Windows, and Safety Training.
- i. Session #9 All MMs: Job Description/Expectations, Oversight Policy/Evaluations/Stipends, General Inspection Procedures, CM Contact Information, Key Cutting Policy, Tool Loan Policy, Telephone Wiring Policy, BSC Vehicles & House Drivers, Room Condition Reports, Fire Alarms & Sprinklers, Emergency Shut-Off Locations, Habitability Code, Preventative Maintenance Program.
- j. Session #10 Mandatory City Safety Training (All KMs & WMs): Content determined by the City.
 Updated 5/6/10
III.A.2. CENTRAL LEVEL OVERSIGHT OF HOUSE MANAGEMENT22
A. OVERSIGHT AND CENTRAL LEVEL VOC POLICY:
- 1. This policy applies to all the following positions or their equivalents for each unit. Standardized job descriptions with minimum performance requirements for each shall be made official and kept at central office. Managers will be informed of these guidelines during their initial and recurrent training. House-level managers will meet regularly with the following central-level liaisons:
- 1. House Manager - Member Resources Supervisor
- 2. Workshift Manager – Operations Manager
- 3. Kitchen Manager - Warehouse Supervisor
- 4. Maintenance Manager - Maintenance Supervisor
- 2. Each Manager will have 60% of their stipend controlled by the unit, and 40% controlled by central-level. The unit may disburse or withhold any portion of their 60% as the house council sees fit.
- 3. Initially, the entire central-level stipend will be withheld until the manager has completed basic duties to become established in the job, (e.g. attending training, signing up for the BSC email account, and completing relevant forms for the Bookkeeping Department). See the guidelines below for the specific duties for each manager. Once these duties have been fulfilled, the first half of the central level controlled stipend (i.e. 20% of the total stipend) will be released. These initial duties must be done within the first two weeks or the stipend will not be released.
- 4. The remaining half of the central-level controlled stipend (i.e. 20% of the total stipend) will be withheld until the end of the semester to ensure accordance with basic guidelines, outlined below.
- 5. During the academic year, managers and their corresponding central level staffer shall meet personally by week 7 and again between weeks 7 and 12. At both weeks 7 and 12, the central-level staffer will submit a report card on each manager, including a comments section, to the houses by email or house posting. 5% of the manager’s stipend (of the 2nd 20% comp, see below) will be withheld for each meeting missed.
- 6. If by week 12 they are still not meeting the guidelines, the meeting and report card will constitute an official warning
that the stipend will be withheld.
- 7. During the Summer, managers and their corresponding central-level staffer shall meet as follows:
- o House & Kitchen Managers: Once by week 3 and again by week 7.
- o Maintenance & Workshift Managers: Once by week 6.
- 8. The amount of stipend lost, if any, will be in proportion to the severity of the manager's behavior.
- 9. At the end of the semester, assuming a manager has met all performance guidelines, their central-level liaison will release the rest of their central-level stipend.
- 10. Each house will be informed, through the House President (if one exists) of the central-level status of their managers before elections for the following semester. Any member may ask for a verbal or written report of their manager’s performance from the central-level.
- 11. It will be the responsibility of the House President to inform their house of each manager’s respective duties and responsibilities at the beginning of the semester. This practice will increase membership awareness and managerial accountability.
- 12. The President will also be responsible for updating the house on the progress of the managers after their meetings with the central-level staff or before the houses’ VOCs. The President will receive the report card that the centrallevel liaison writes for each manager. This will provide very basic information on how the manager is doing with respect to their central-level responsibilities. The President should also compile information from within the house,(i.e. being personally familiar with the bigger and more important duties of the managers, soliciting feedback from members of the house, and looking into the houses financial standings).
- 13. A list of managers and their status shall be submitted to Board at the end of the semester and posted in the houses.
- 14. Staff decisions to not release any amount of manager stipend may be appealed to Cabinet in the semester in question and the following semester ONLY. An appealing manager may use the services of the Member Advocate.
- 15. The staff is expected to facilitate the completion of these responsibilities by notifying managers at least 3 days before meetings and due dates; training dates should be announced far in advance.
- 16. The staff will make a reasonable effort to warn managers if their stipend is in danger of being lost, to allow them to address or make up any missed responsibilities.
- 17. Managers will be expected to follow and enforce BSC and House level policies, including but not limited to: Budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% (of the 2nd 20% stipend) withheld.
- 7. During the Summer, managers and their corresponding central-level staffer shall meet as follows:
B. REMOVAL POLICY FOR CENTRAL LEVEL OVERSIGHT
- 1. Cabinet has the right to remove household managers from office for violations of policy or performance issues, which endanger the membership or significantly jeopardize the organization.
- 2. If it is reported and corroborated that any manager has violated or sanctioned the violation of BSC policy, their centrallevel liaison shall meet with them. This meeting shall constitute an official reprimand and a warning against future violations.
- 3. If further reports are made, the central-level liaison shall nominate the manager for removal from their position. Cabinet will hear the case. The manager in question will have one week to prepare their case. During that week, the house will be informed of the manager’s nomination for removal and, as reasonable, the reasons why. At the meeting, the centrallevel liaison will present their reasons for nominating the manager for removal. The manager will be allowed to respond. The appealing manager may use the services of the Member Advocate. Cabinet may make any decision, including removal from office. Removals by cabinet may be appealed to Board.
C. FALL & SPRING GUIDELINES FOR REVIEWS VIA CENTRAL LEVEL OVERSIGHT
- House Manager Guidelines
To release initial half (20% of total):
- o Attend required House Manager trainings, including Safety Training
- o Must be present at the co-op residence the Sunday before move-in day through the last day of contract, (appropriate substitutes can be appointed during mid-semester absences)
- o Move in members and ensure that they have all of the furniture required by contract
- o Report no shows
- o Hold house-level New Member Orientation
- o Coordinate and inform the Accountant of parking status
- o Provide a list of room assignments to C.O. after room bids
- o Provide a copy of the current house by-laws and/or constitution to C.O.
- o Collect emergency medical and contact information from each member
- o Sign into the BSC email account
- o Update all house-level information on the Who’s Who
To release remaining half (20% of total), throughout the semester:
- o With the Maintenance Manager, ensure completion and submission of Room Condition Reports
- o Order furniture if necessary
- o Prompt and effective communication with Central Office
- o Work with other major managers and the central-level to ensure the habitability and cleanliness of the co-op and compliance with inspection standards
- o Maintain records of the house decentralized and checking accounts
- o Balance the house budget
- o Pay all house bills
- o Collect house bills and/or fines, if necessary
- o Turn in house finance information to C.O., (e.g. receipts)
- o Pick up reimbursement checks from Bookkeeping
- o Deposit checks or arrange for their deposit
- o Act as contact person for any house member
- o Maintain positive external relations with outside entities, such as neighbors or city officials
- o Facilitate member relations and manager disputes
- o File incident reports, including reporting any incidents of police or other emergency interventions and/or Sexual Harassment/Assault/Discrimination complaints
- o Post co-op newsletters/announcements and keep members informed of co-op resources, opportunities, and obligations
- o Attend CERT Training and fulfill other disaster readiness responsibilities as outlined in section V.K. of the Policy Directory
- o Attend required House Manager meetings
- o Move out members, (and ensure they do so in a timely fashion)
- o Ensure that members checking out leave their rooms in good condition and with the proper furniture and/or make plans for addressing problems before new members move in
- o Turn in check-out slips for any members who leave the house owing money, within 10 days of departure and/or at the end of each semester
- o Meet with the incoming House Manager to exchange email account, records, and relevant information.
- o Meet with supervisors by the 7th and 12th week as required. See #5, above. Failure to attend a meeting will result in 5% of stipend withheld for each meeting.
- o Follow and enforces BSC and house-level policies, including but not limited to: budget/financial policies, Harassment and Sexual Harassment Policy, Substance Abuse Policy, Alcohol Policy, Party Policy, Guest/Fish Policy, and any policies pertaining to safety and liability. Failure to do this will result in 5% of the stipend withheld. See # 14, above.
- o Submit house elections information in accordance with section III.A.10 of the Policy Directory
Workshift Manager Guidelines To release initial half (20% of total): o Report to required Workshift Manager Training, including Safety Training o Send in updated copies of house Workshift Policy to C.O. o Sign into the BSC email account. o Must attend Workshift City Safety Training To release remaining half (20% of total), throughout the semester: