| Responsibilities of Members
At-Large Board Members (all members)
Attend monthly board meetings and four-time a year All-Coop meetings
Bring concerns and ideas to board meetings when approached by co-op members
Have a greater than average familiarity with by-laws and co-op policies
Help co-op members use by-laws and policies when asked
Help co-op members communicate with Board, management company (Garsten), and the Partnership (TCHDC and ArtSpace) when asked
When decisions need to be made at Board Meetings, vote in the interests of the Co-op as a whole (note: any co-op member attending a Board meeting in person is able to vote on decisions)
Help solve problems and implement ideas, usually by directing co-op members to the appropriate committee, by-law, or policy.
--- Responsibility is that of helping to inform, educate, and communicate, not to solve co-op members' problems for them.
President
Responsibilities of At-Large Board Members plus;
See that monthly Board and four-times-yearly All Co-op Meetings are scheduled in a timely manner.
Set agenda for Board and All Co-op meetings. This includes:
--- Making note of items from Board meetings which need to be brought up at the next All-Co-op meeting
--- Receiving requests for agenda time from Committee Chairs, Board Members, Management, and the Partnership
--- Prioritizing items based on urgency and time available.
All Co-op agenda generally consist of:
Introductions
Announcements
Reports from Committees, Management, and Partnership
New Business
Make agenda available to Secretary for posting a week ahead of time
Preside over Board and All-Co-op meetings. This means:
---Moving the discussion through the items on the agenda in a timely fashion
---Reporting on committee work when supplied by a Chair who cannot attend
---Call for a vote or refer to committee as needed
---Work towards insuring that co-op members have the opportunity to express themselves and ask questions, but without monopolizing everyone else's time in an unproductive manner.
NOTE: The majority of work should get done in committees, therefore, when an agenda item exceeds the amount of time reasonably available, the item should be referred to the appropriate committee for further work. An item which has already had committee meeting time devoted to it should come to the All-Co-op with only limited discussion time needed and allotted. This is best achieved by posting the results of the committee work well in advance so that co-op members can inform themselves to vote BEFORE coming to the All-Co-op meeting.
---Sign checks for expenses that are approved by the Finance committee to be paid out of the discretionary co-op bank account.
NOTE: IT IS NOT THE PRESIDENT'S RESPONSIBILITY TO BE AVAILABLE TO CO-OP MEMBERS AT ALL TIMES OR TO SOLVE PROBLEMS DIRECTLY. Problems are solved and ideas are approved and implemented by the Committees, the Board, or the Co-op as a group. The president is a volunteer and has agreed only to communicate, inform, and educate.
Vice-president
All responsibilities of At-Large Board members plus;
Taking on any responsibilities of the President that they are temporarily unable to perform, on a case by case basis, as requested by the President
Performing the duties of the President when the office is vacant due to resignation, move-out, etc. until another President can be voted on by an All Co-op vote, or an Interim President is appointed by a vote at a Board meeting. Such a vote must be posted ahead of time and all co-op members are encouraged to attend and vote.
NOTE: Nowhere in the By-laws does it say that the Vice-President is required to automatically become President, or to finish out a President's term.
Secretary
All responsibilities of At-Large Board members plus;
Posting announcements for Board and All-Coop meetings at least a week ahead of time, including an agenda. If any policy or Board or Committee positions are to be voted on, this must be included in the posting.
Taking minutes for Board and All-Co-op Meetings, including general topics of discussion, any decisions voted on, and members in attendance.
Overseeing voting, recording a show of hands or tallying of paper ballots, and including results in minutes. (Paper results should be counted by two co-op members.)
Treasurer
All responsibilities of At-Large Board members plus;
Serve as chair of the Finance Committee
Scheduling and presiding over Finance Committee meetings
---Meeting announcements should include information on any requests for funds so that interested co-op members can attend and vote
Working with co-op members, the Board, the management company, and the Partnership to develop the Budget for each year.
Keeping and balancing the checkbook for the bank account containing the co-op's discretionary funds; keeping receipts for expenditures; informing the Committees of the current availability of funds when ideas are being considered
Writing checks and contacting the President for signature when discretionary funding has been approved by the Finance Committee
Answering co-op member's questions regarding how to fund ideas and what information would be helpful in submitting funding requests to the Finance Committee
Serving as a liaison between co-op members and the Board, the Management Company, and the Partnership (TCHDC etc.) on any financial matters. This is more efficient than individual co-op members trying to obtain information from all the parties involved.
Note: It is not the Treasurer's responsibility to research information on each request for funds or Budget item. Individual co-op members who support the idea must be willing to research projects and present the request to the Finance committee.
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