House Officer Descriptions

8/6/2019 House Officer Descriptions

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Oxford House, Inc.

PRESIDENTEach House shall have its own duly-elected President. The President must be aresident of the particular house and shall serve a term not to exceed six months. Aresident may not serve as President for two consecutive terms, but may be elected toPresident again six months after the completion of one term.

President's Duties:

• President will be responsible for calling a regular business meeting not less thanonce per week. The President will preside over the meeting and will follow theOxford House Sample Meeting Agenda and basic parliamentary procedure.

• The President will have the duty of accepting responsibility for general leadershipwithin the house. Such leadership should include encouraging all house officers tofulfill their duties and frequent AAlNA meeting attendance by all house members. Inaddition, the President should stand ready to entertain any complaints frommembers of the house as to general operation, personality conflicts, or events whichwould affect the reputation of the house.

• The President, when present, will be responsible for calling and presiding over

emergency house meetings, particularly in regard to a house member's concerns ofpossible alcohol or drug use by a res~dent.

• The President will be responsible for presiding over the process of interviewingprospective new residents. In addition, unless otherwise delegated, the President

will be responsible for orienting new house members, including reading house rules,filling out appropriate paperwork, and providing newcomer packets.

• The President will be one of the duly authorized officers designated to sign checks.As an authorized check signer, the President will not have direct access to thehouse checkbook.

• The President will represent the house at Chapter meetings. The President will voteon behalf of the house and report the status of the house to the Chapter, includingproviding a monthly financial status report and monthly activity report. The Presidentwill be responsible for reporting to their house all decisions and business conductedat each Chapter meeting.

• The President, Treasurer and Comptroller TOGETHER shall conduct a monthlyhouse account and audit report. The audit report results must be posted for theentire house to examine and a monthly financial report submitted to the localChapter on a monthly basis.

• T he P residen t w ill b e responsib le fo r check in g the house phone vo ice rn a il on a d a ilybasis, retrieving any house business-related calls, and addressing themappropriately in a timely manner.



• Running a House Meeting

o Gothrough agendao Discuss parliamentary procedure

o Emergency meetings

• For true emergencies only: relapse, violence, threats ofviolence - lower level issue should wait until regular business

meetingo Keeping order/recognizing speakers

• Conducting Interviews

o Gothrough interview procedure in packet and discuss• Orienting New Members

o Unless house has buddy system, president's responsibilityo First 24 hours, read rules aloud, documents signed: application,

signed copy of rules, residency contract, probation contract,emergency medical info, personal property list

o Recommend scanning these critical documents (have electronic copy)

o Ifa house is using "My Plan for Recovery", make sure it is brought to

and discussed at a business meetingo Help with bus system, meeting locations, grocery stores.jobs (?)

• Role as Financial Officero MUST ensure audit is held with treasurer and comptroller, established

time every month

• Chapter Meetingo Discuss which forms to bring and how to present: new financial

summary form (filled out at audit with a copy brought to chapter),

new house activity report (chapter house report)(filled out bysecretary, presented by president)

o Concept of representing house with voteo Discuss that in president's absence, house must vote to approve

someone to vote for house at chapter meeting

• Leadership (Mediator), Not a Bosso Principles over personalitieso Listen to all sides, remember everyone has an opinion and a story

• Voicemail

o Must he checked daily by presidento President must return house related calls, or delegate to appropriate

house officer [e.g.... interviews get turned over to secretary)

o Make sure voicemail stays open 'o Ensure appropriate house greeting



Oxford House, Inc.

SECRETARY

Each House shall have its own duly-elected Secretary. The Secretary must be a

resident of the particular house and shalt serve a term not to exceed six months. A

resident may not serve as Secretary for two consecutive terms. but may be elected toSecretary again six months after the completion of one term.

Secretary's Duties:

• The Secretary will accurately and thoroughly record the minutes of each weeklyhouse meeting, interviews, and emergency house meetings and will maintain an

organized Secretary's Manual.

• The Secretary will maintain a house resident record book, keeping organized files on

all resident applications, contracts, and other forms.

• The Secretary will keep pending applications for new residents and oversee

interview scheduling process.

• The Secretary will maintain a supply of newcomer packets for incoming residentsand will be responsible for keeping an appropriate supply of all house forms.

• The Secretary wil l update the annual house activity report form on a monthly basis

and will update the Chapter Secretary each month no later than the second day ofthe month. The Secretary will complete a monthly activity report for the President to

present at the monthly Chapter meeting.

• The Secretary wilt be responsible for checking the Oxford House website(http://www.oxfordhouse.org), recording any vacancy change before each weekly

house meeting, informing the house of any communications received via thewebsite, and updating any house data as needed (http://www.oxford

house.org/update) .

• The Secretary wiU be responsible for any correspondence to and from the house,

including thank-you notes.

• The Secretary will maintain a record of all house officers. start and end dates ofterm, and inform house at least one week in advance when an election is to be heldat the weekly house meeting.



secretary

• Minutes

o Very important: detailed minutes of house meetings) emergency meetingsand interviewso Interview minutes should be read and approved at first meeting the

applicant (new member) attends - interview does not need to be read if the

applicant does not move in

o New form

• Coordinating Interviewso Responsible for scheduling all interviews based on house rules

When house is very low interviews are scheduled at any time• Remember, cannot schedule interview if 80% of house members are

not availableo Pending applications must be contacting when vacancies become available

in the order they were received

• Newcomer Packets/Literature/Formso Responsible for ensuring all house literature supplies stay replenished

o Put newcomer packets togethero Submit receipts for copies for rent credit

• Website'/Email Responsibilitieso VERY IMPORTANTo Must log in to website minimum once per week

o Problems with password: Molly Brown 1-800-689-6411

o File password multiple manualso Update vacancies and house information, soon to be more detailed reporting

and venue for announcementso House email MUSTbe checked regularlyo Post ernail address and password in multiple manuals

o Make house aware of all email correspondenceo ? Print offweek's emails for house review at meeting?

• House Activity Reporto Update annual report at end of montho Call/email chapter secretary with information by 2nd of each month (but not

before months end)o FiJ1out new house activity report prior to chapter meeting

• Applications and Contracts Manualo Maintain section on each current member with all pertinent documents

• House Correspondenceo Thank you letters, correspondence with applicants and institutions, etc. ...

• House Officer Termso Maintain record in front of secretaries manual of current house officers

names, contacts, beginning and ending ofterm. and inform house week inadvance of upcoming elections (6 month term limit not negotiable)



Oxford House, Inc.

TREASURER

Each House shall have its own duly-elected Treasurer. The Treasurer must be a

resident of the particular house and shall serve a term not to exceed six months. A

resident may not serve as Treasurer for two consecutive terms, but may be elected to

Treasurer again six months after the completion of one term.

Treasurer's Duties:

• The Treasurer will have the overall responsibility for assuring the sound financial

management of the house. The Treasurer will become familiar with and follow thefinancial record keeping procedures established by the house and will maintain

accurate and organized financial records.

• The Treasurer will write checks for all house approved expenditures and will be one

of the duly authorized officers designated to sign checks. As an authorized check

signer, the Treasurer will not have direct access to the house checkbook.

• The Treasurer will have a full and working knowledge of the Comptroller's position.

The Treasurer will assist the Comptroller and may undertake all financial

transactions authorized by the house.

• The Treasurer will be responsible for making a weekly bank deposit of total moneyreceived and will obtain a receipt of deposit from the bank.

• The Treasurer must accurately maintain all transactions in the house checkbook

ledger. The Treasurer wi!! reconcile the monthly bank statement with the house

checkbook ledger and present to house in a weekly business meeting.

• The Treasurer must complete a Weekly Financial Status Report prior to the weekly

business meeting, including an accurate account of bills to be paid, and present it to

the house at the weekly business meeting.

• The President, Treasurer and Comptroller TOGETHER shall conduct a monthly

house account and audit report. The audit report results must be posted for theentire house to examine and a monthly financial report submitted to the local

Chapter on a monthly basis.

• The Treasurer will prepare a monthly financial status report for the President to

present at the monthly Chapter meeting-



T r e a s u r e r

• Weekly Financial Summaryo Step by step discussion of how to do reporto Must be completed at least one hour before business meetingo Reporting on last weeks financial activity (Sunday - Saturday)o Fill out form thoroughly (e.g.checks paid to and purpose, bills to be

paid section include all financial obligations for the next 30 days)o Treasurer must anticipate some bills that do not arrive in mail (e.g.

chapter dues, revolving loan, $50 World Service Dues ...)

o Once report has been approved, post weekly report in common areafor the week

o Treasurer must receive information on money paid from comptroller

- recommended comptroller and treasurer do report together on

Sunday (based on rent being due Saturday at lOpm)• Maintaining Checkbook

o Fill out every space on checkbook stub (draw a line if there is noinformation for that slot)

o Donot count deposits that have not yet been made as a part of thetotal balance .

o Discussion on not writing checks with money that is still to bedeposited - if necessary, approve expenditure and write check afterdeposit is confirmed by a receipt

o This is very important, ledger is the most accurate real time reflection

of house's balanceo Must make checkbook available for all residents to review at weekly

house meetingo Must remain locked up during week, signers (president and

treasurer) may not have key/combo/accesso If treasurer needs access to checkbook in between meetings (e.g.

prepare for audit, complete report ...) must remain in common area in

company of key holder

o Checkbook is only thing that should be locked up regarding financialrecords, all others must be available for any house, chapter or OBIreview

• House Finances are a Complete Open Book, Treasurer Must BeWiIling toAnswer Anyand AllQuestions Regarding Finances

• Monthly Audit

o MUSTattend the scheduled monthly audit with president andcomptroller

o Discuss audil procedures/filling out monthly summary form andreconciliation form

o New form for monthly financial summary good for house audit



o If scheduled audit can be held after receiving bank statement, conduct

hank statement reconciliation with audito If chapter meeting requires audit and monthly financial summary

prior to receiving bank statement, treasurer must conduct

reconciliation and report at following house meeting

o Must be signed by all three financial officers (president, treasurer andcomptroller)

o Make two copies of monthly financial summary form, one fortreasurer's records and one for president to take to chapter meeting

o Must resolve/reconcile any discrepancy in treasurer's

report/checkbook ledger/bank statement/deposit receipts to thepenny

• Weekly Bank Depositso To be made on a timely basis after weekly business meeting

o MUSTbe available for house review at the weekly business meeting

o Must immediately staple deposit receipt to front of posted treasurer'sreport - deposit receipt must match weekly total of money receivedfrom report

o Treasurer's are discouraged from asking for balances at bank whendepositing, because with checks written but not cleared, it is not an

accurate balance



Oxford House, Inc.

~ ~ ~ : ~ ~ ~ ~ d ~ Y ~ _omL~ r The cornotroner mumbe.resident of the particular house and shalf serve a erm not to exceed six months. Aresident may not serve as Comptroller for two con ecutive terms, but may be elected to

Comp t r o l le r again six m o n th s a fte r th e c o mp le t io n o f o ne term.

Comptroller's Duties:

• The Comptroller will have the responsibility of eeping accurate and organized

records of residents' rent balances, including oney owed to the house for fines orother purposes.

• The Comptroller will fiUout an Accounts Recei ble Journal and update an Individual

Member Receivable Ledger every week, updat n9 all rent, fine, and move-in fee

balances. An Individual Member Receivable L dger will be accurately maintained

for each house resident, including move-in and move-out information.

• The Comptroller will provide accurate and pro pt receipts for money paid to the

house.

• The Comptroller must complete the weekly rep rts prior to the weekly business

meeting and present the Accounts Receivable ournal to the house at the weeklybusiness meeting.

• The Comptroller will assist the Treasurer in ove all house financial operations.

• The Comptroller will open house biUs and revie them prior to informing theTreasurer for inclusion in the Weekly Financial tatus Report. The Comptroller will

also be responsible for paying and mailing the ouse bills once the house hasapproved payment and the Treasurer has writt n a check.

• The President, Treasurer and Comptroller TOG THER shall conduct a monthlyhouse account and audit report The audit rep rt results must be posted for the

entire house to examine and a monthly financia report submitted to the local

Chapter on a monthly basis.



Comptroller

• Reports, Weekly and Individualo Comptroller must complete weekly summary report and update all

individual member ledgers each week (reports must be completed atleast one hour before weekly business meeting)

o Gothrough step by step process of filling out both forms

o Discuss prorating, sliding scale rent procedures, totaling all columns,separate rows for rent and move-in fee. filling out data at top ofindividual ledger including move-out information

o Importance of indicating positive and negative on previous balance

and ending balanceo Staple any receipts used for rent credit to back of that weeks reporto Amount paid column must match treasurer's total money received

columno Start date - end date, Sunday - Saturday based on rent due date being

Saturday

o Reporting on last weeks Financialactivityo Comptroller must provide treasurer with amount paid information so

treasurer can complete that section of report (recommended that

treasurer and comptroller do reports together on Sunday based onrent due date of Saturday at 10pm)

•• Late Rent Consequences

o It is comptroller's responsibility to ensure that rules regarding late

rent/fines are enforced.o Fines in rules should be automatic

o Two weeks behind should invoke contracto Three weeks behind should result in eviction

o Very important, one of most neglected elements of house operations

• Collecting Rento Discussion of secure procedures (drop box vs. handing directly to

comptroller)

o Receipts must be written for all money received

o If receipts are submitted, make sure resident checked receipt in withanother house member (if not coordinator for house supplies or

secretary for copies, must have been pre-approved at a weeklybusiness meeting)

o Make for deposit only stamp available to residents, if any money

orders have not been stamped, comptroller must stamp•• Audit

o Must participate in audit with treasurer and president every month atregularly scheduled time

o Comptroller's books should be audited as well

o Review procedure for audit/monthly financial summary report



• House Bills

o Comptroller should open all house bills and review, and must forward

to treasurer in timeJy fashion so they can be included on the

treasurer's reporto Once expenditures have been approved, treasurer has written checks,

president and treasurer have signed checks at/after weekly house

meeting, it is comptrollers responsibility to prepare mailing and mail

hills



Oxford House, Inc.

CHORE COORDINATOREach House shall have its own duly-elected Chore Coordinator. The Chore Coordinator

must be a resident of the particular house and shall serve a term not to exceed six

months. A resident may not serve as Chore Coordinator for two consecutive terms, but

may be elected to Chore Coordinator again six months after the completion of one term.

Chore Coordinator's Duties:

• The Chore Coordinator will assign chores in order to keep the house clean and

orderly. Chores will be assigned to house members in a fair manner on a weekly

basis prior to each weekly business meeting.

• The Chore Coordinator will report to the house at the weekly business meeting the

status of chores completed or not adequately completed.

• The Chore Coordinator is authorized to bring to any member's attention their failure

to appropriately clean up after themselves.

• The Chore Coordinator will be responsible for the general safety of the house,

including regularly testing smoke-detectors, conducting fire safety checks, and fire

drills. and discussing house safety issues with the house members at the weekly

business meeting.

• The Chore Coordinator will be responsible for the general upkeep of the house,

bringing to the attention of the house any maintenance issues and enlisting the

support of all house members in completing any projects undertaken by the house

as the result of a house decision.

• The Chore Coordinator will be responsible for keeping the house properly stocked

with house supplies that the house provides (e.g. cleaning supplies, toilet paper,

coffee, etc.),

• The Chore Coordinator will conduct periodic cursory visual checks of all members'

rooms in order to make sure they are keeping their rooms clean.



Chore Coordinator

• Chore Assignments

o Discussion of coordinator's chore assignment formo Need to customize form to houseo Establishment of chore categories

o Suggested as many chores as there are bedso Chores change on a weekly basis throughout entire houseo When operating at less than full capacity, must assign double chores fairlyo Coordinator's responsibility to check on chore completion and confront

residents that have not completed to satisfaction so they have a chance torectify prior to chore deadline

o Ifhouses have a once a week system, coordinator should check board every

day to see which residents have completed their chore assignments. Checkboard based on chore system in house.

o Important to enforce rule regarding dating or checking immediately upon

completion so coordinator may do adequate checkupo Coordinator cannot approve their own choreo Oxford Houses are held to a high standard of cleanliness, so be a chore Nazi

41 Supplies

o Coordinator's responsibility to keep all house supplies stocked, failure to do

so results in fineo House supply purchasing should be done out of pocket, submit receipt

toward rent

o Important to find house member to check in supplies against receipt

a Review house shopping list - customize to house

o Coordinator is not authorized to make non supply purchases withoutdiscussion and approval by house

• Safety

o Review safety literature in packeto Coordinator is in charge of house safety, e.g. smoke detectors, fire

extinguisher, fire escape plans

• Maintenanceo Coordinator should include any weekly report any existing maintenance

concerns in house

o Recommended there be a consistent contact for landlord

o Discuss grievance process with landlord - importance of writing all

correspondence, including written summaries of phone conversations, send

certified with return receipt requestedo Ifproblems persist over time, contact outreach

o DONOTwithhold rent for maintenance concerns

• Room Checks

o Coordinator should conduct cursory visual inspection of rooms, no need toenter

.;;w~ D A Y'-------

Documents

House Officer Descriptions