HOUSE MANAGERS SUMMER 2015 CAMPUS CO-OP

RESIDENCES INC.

AGENDAWELCOME & INTRODUCTIONSJOB DESCRIPTION & RESPONSIBILITIESKITCHEN CLEAN UPCHORESCHORE SCHEDULEFINES & FINING PROCEDURESCONFLICT RESOLUTION & COMMUNITY BUILDINGFIRE SAFETYMAINTENANCE FAQs and Q&APAPERWORK

JOB DESCRIPTION AND DUTIES HOW TO BE A GREAT

MANAGER!

MAINTENANCE DUTIES• Overall responsibility to keep all areas of the house and property in good and clean condition.• Overall safety and maintenance.• Limit access to house to authorized persons only.• Fire safety – daily common areas fire safety systems check.• Minor maintenance (e.g. change light bulbs).• House Manager to report property damage to head office.• House Manager to report broken appliances to maintenance office.• House Manager to request cleaning/bathroom supplies as required.• Create Chore Schedules, Communicate expectations and Fine accordingly

CHORES A clean house, is a healthy house, a healthy house is a happy house.

KITCHEN CLEAN UPDUTIESWIPE ALL SURFACES: COUNTERS, TABLES, CABINET DOORS, STOVE, MICROWAVEBRING OUT GARBAGE/COMPOSTING/RECYCLING PUT AWAY DISHESSWEEP THE FLOOR/REMOVE ANY GARBAGE

Schedules: Rotating schedule Everyone is responsible for KCU Multiple kitchens can get divided by floor and rotated through appropriately

Single kitchens in large houses can be divided up between two people as needed

KCU SCHEDULE EXAMPLE Rotating KCU:

620 2nd Floor Example

JANUARY 2015 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

28 29 30 31 1 2 3

4 5 6 7 8 Suki Change Green bin

9 Lilin 10 Lin Change Green bin

11 12 Chris Change Green bin

13 Suki 14 Lilin Change Green bin

15 Lin 16 Chris 17 Suki Change Green bin

18 19 Lilin 20 Lin Change Green bin

21 Chris 22 Mariam Change Green bin

23 Suki 24 Lilin Change Green bin

25 26 Lin 27 Chris Change Green bin

28 Mariam 29 Suki Change Green bin

30 Lilin 31 Lin Change Green bin

Note:

DON’TS MESSY, DIRTY, DISORGANIZED

DOS TIDY, CLEAN, ORDERLY

WEEKLY CHORESBATHROOMS: Divide the duties based on floor, everyone is responsible for the bathroom closest to them

KITCHEN(S): One shared kitchen may need to be divided into multiple duties, multiple kitchens get divided by floor

COMMON ROOM: Vacuum, put things in their place and clean any spills or garbageFRONT HALL/STAIRWAYS: Sweep, Mop and Vacuum (when appropriate)WINDOWS: Windows can get done with each room, or it can be a set task every weekPORCH/YARD & WALKWAY: Seasonal, clear leaves, snow or garbage. Ensure the yard is respectable and cleared of any debris. Sweep the front steps.

GARBAGE: Take out garbage on garbage day, clean up the area where the bins are keptLAUNDRY ROOM: Sweep, dust and clear away debris or garbage, Wash any house laundry (towels, cloths etc.)

ANY OTHER SHARED SPACES: You may want to skip weekly chores (bathroom and kitchens excepted) and have a big project that everyone participates in

CHORE SCHEDULE EQUITABLE & EFFICIENT

GARBAGE DAY MAKE SURE THAT GARBAGE IS OUT ON TUESDAY MORNING Garbage should be a scheduled chore that is due every Monday night

If the garbage chore is missed, or the person assigned is away the house manager should ensure the garbage is out.

Please post the Garbage Collection Schedule Ensure that members are bringing out the correct bins, compost should be put out every week.

FINES & FINING PROCEDURES

FINES INCOMPLETE HOUSE CHORE: $10 MISSED HOUSE CHORE: $15 MISSED HOUSE MEETING (without exemption): $10

PROCEDURES: Make sure chore schedules are posted clearly and are accessible to members.

Communicate with your housemates. Allow housemates to complete chores within a reasonable amount of time. Give a warning, but fine consistently.

CONFLICT RESOLUTION

DE-ESCALATING, PROBLEM SOLVING & HARMONIOUS LIVING

STEP-BY-STEP

REMAIN CALM:1) CENTRE YOURSELF2) IGNORE ANY PERSONAL ATTACKS OR ANGER DIRECTED AT YOURSELF OR OTHERS3) BE PREPARED TO FOCUS ON THE SPEAKER AND PROVIDE OPEN & RESPECTFUL DIALOGUE

LISTEN:1)BE ATTENTIVE AND MAKE IT CLEAR YOU ARE INTERESTED IN THE SPEAKERS CONCERNS2) DO NOT INTERRUPT, IF APPROPRIATE TAKE NOTES WHILE THE PERSON IS SPEAKING TO KEEP TRACK OF ANY THOUGHTS OR QUESTIONS YOU MIGHT HAVE

ACKNOWLEDGE AND REFLECT1)PAUSE BEFORE RESPONDING2) MAKE IT CLEAR TO THE SPEAKER THAT YOU ARE THINKING ABOUT WHAT THEY SAID3)REFLECT ON WHAT YOU HAVE HEARD4) MAKE SURE YOU UNDERSTAND THE ISSUES THAT ARE BEING RAISED

ASK QUESTIONS1) CLARIFY ANY INFORMATION THAT

IS MISSING OR THAT YOU ARE UNSURE OF

2) ASK OPEN-ENDED QUESTIONS TO ALLOW THE SPEAKER TO EXPRESS AND UNCOVER WHY THE ISSUE IS IMPORTANT TO THEM WITHOUT PROVOKING THEM (How did that affect you? What happened next?)

3) AVOID ACCUSATORY LANGUAGE

PROBLEM SOLVING:1) ONCE YOU HAVE ALL THE

INFORMATION MOVE TOWARDS A PEACEFUL SOLUTION

2) INVITE THE SPEAKER AND ALL PARTIES INVOLVED TO MAKE SUGGESTIONS OF SOLUTIONS (What do you suggest? What do you think is an equitable solution?)

3) OFFER SOME SOLUTIONS AND CHOICES

1. REMAIN CALM 2. LISTEN

3. ACKNOWLEDGE

& REFLECT4. ASK

QUESTIONS

5. PROBLEM SOLVE

BUILDING COMMUNITY

EVENTS, COMMUNICATION & COOPERATION

COMMUNITY OUTREACH As a member of co-op you are expected to foster and build community

As a house manager you are a leader within the community The other members will look to you to facilitate positive relations between your housemates, and the wider co-op community

Being a social, friendly and approachable person is key to being a successful house manager

It is important that you are aware and knowledgeable about co-op by-laws, procedures and general happenings

Planning house meetings and social events can enhance cohesiveness within your house, and make co-op a more enjoyable place to live

SAFETY PREVENTING INJURY

FIRE SAFETY STOP, DROP & DO YOUR FIRE CHECKS

FIRE SAFETY DON’TS FIRE HAZARDS

MAINTENANCE MAINTENANCE REQUESTS, UPKEEP & PERSONAL RESPONSIBILITY

REQUESTS & RESPONSIBILITIES

For non-emergency requests encourage your housemates to email Bernadette: Keep an inventory of cleaning supplies, and request them before you run out

As house manager you may be asked to communicate with maintenance on your housemates behest

Having a positive working relationship with maintenance is very important, make sure you are communicating in a respectful and professional manner

As a member of co-op staff you are expected to not just report maintenance issues but to investigate those issues as well.

If there is a maintenance issue in the common spaces or exteriors of the house ensure that you notify maintenance ASAP

For emergencies contact Bernadette:

COMMUNICATION KEEPING IN TOUCH AND GIVING OUT CORRECT INFORMATION

SOCIAL MEDIA/EMAILCREATE A PRIVATE FACEBOOK GROUPADD ALL CURRENT HOUSEMATES, UPDATE WHEN NEW HOUSEMATES MOVE INSEND OUT NOTIFICATION EMAILS or FACEBOOK POSTS

ENCOURAGE HOUSEMATES TO POST EVENTS ON THE FACEBOOK PAGEPOST CHORE SCHEDULES AND HOUSE MEETING AGENDAS ON THE WEBYOU CAN CREATE DOODLE POLLS TO TRACK YOUR HOUSEMATES AVAILABILITIES

BULLETIN BOARDSBULLETIN BOARDS ARE A GREAT WAY TO COMMUNICATE WITH HOUSEMATES AND TO FOSTER COMMUNITYNEEDS TO BE POSTED: IMPORTANT NOTICES FIRE & SAFETY PROCEDURES A COPY OF THE CHORE SCHEDULE THE GARBACE COLLECTION SCHEDULE EMERGENCY CONTACT INFORMATION

GET CREATIVE!!

    

THANK YOU FILL OUT YOUR PAPERWORK!