Lothlorien House Manual
From LothWiki
Lothlórien Home Owner’s Manual
This manual was created to help define the characteristics of our special community. But one thing that makes our community so special is that we’re a cooperative, and we can decide how we want to live. Therefore, nothing in this manual is set in stone; house members can vote to change house policy at any time. Remember, this is your co-op, and your co-op is what you make it. This manual was updated August 2006 and can be found off of the Lothlórien home page under the policies section. Intro to Lothlórien
Introduction
We are a community of over 30 members striving for a feminist/queer friendly, egalitarian atmosphere for both students and non-students. Our coffeehouses and vegetarian / vegan meals are great community events. Much of our food is locally grown. Our house decisions are made by modified consensus. We have a beautiful plant-filled living room, piano, fireplace, lake front porch, terraced garden, dock, canoe, and a few cats.
Special Features of Loth
Quiet Room Fireplace Piano Community Events Rock terrace and campfire pit Crasher room Food Not Bombs cooks here Workspace with tools Dock and Canoe DSL Rooftop Balconies
Responsibilities in a Nutshell
See the section called “Member Responsibilities” for more on each of these points. House Upkeep. It’s our house let’s keep it nice and clean. Maintenance Hours. Every co-oper is required to do 1.5 hours of maintenance on our house every month. Elven Council. Come to your Elven Council and participate. Pay monthly charges. You knew that one was coming. Moving In / Out When you move in, you should be sure to fill out your check in/check out form for your bedroom and get your key and Mifflin Co-op membership card.
When you move out, you should make sure your room is clean so the next person may move in. Fill out the moving out section of the check in / check out form and give your key and Mifflin card back to the membership person. Getting Acquainted with Stuff There’s a lot to learn about the house and MCC. Read this manual, come to dinners, and attend the Elven Council. You should have gotten an MCC Owner’s Manual when you signed your contract. Read that to know about how our organization is structured and how you can get involved. Also attend the MCC-wide orientation that’s held at the beginning of every semester. Ask about anything you don’t understand and someone will be happy to help. You’ll do the same for new members after you’ve been here for awhile.
Intro to MCC
About MCC
MCC is a cooperative community made up of 11 houses, of which Lothlórien is one. Other houses in MCC include: • Ambrosia, 256-1151, 225 E. LakeLawn Place • Emma Goldman, 259-1976, 625 N. Frances • Friends’, 251-0156, 437 W. Johnson • Hypatia, 257-4149, 102 E. Gorham • International, 283-6333, 140 W. Gilman • Ofek Shalom, 608-257-8880, 122 N. Basset • Orton, 204-0641, 1239 Spaight • Phoenix, 256-3131, 636 Langdon • Syntropy, 255-4598, 812 Jenifer • Womyn’s, 251-3101, 20 N. Franklin
MCC Mission and Purpose
Mission Statement
MCC strives to improve the Madison community by providing low-cost, not-for-profit cooperative housing for very low to moderate-income people and to be inclusive of underrepresented and marginalized groups of the community.
Purposes
MCC will work toward its mission by: Educating its members in cooperative principles and in managing cooperative housing Providing resources, services, and administrative support to its members and member houses Developing cooperative housing and services Assisting very low to moderate income students to afford a higher education by providing for them low-cost housing convenient to the University of Wisconsin campus, MATC, and other colleges Striving to be inclusive of underrepresented and marginalized members of the community, including people of color, lesbian, bisexual, gay, and transgendered people, people with disabilities, parents raising children, and international persons Striving to be environmentally responsible Maintaining a community of co-operation by affiliating itself with other co-ops, non-profit community co-ops, schools, neighborhood associations, and collectives for the exchange of information.
Cooperative Principles
- Voluntary and Open Membership. Co-operatives are voluntary organizations, open to all persons able to use their services and willing to accept the responsibilities of membership, without gender, social, racial, political, or religious discrimination.
- Democratic Member Control. Co-operatives are democratic organizations controlled by their members, who actively participate in setting their policies and making decisions. People serving as elected representatives are accountable to the membership. In primary co-operatives members have equal voting rights (one member, one vote) and co-operatives at other levels are organized in a democratic manner.
- Member Economic Participation. Members contribute equitably to, and democratically control, the capital of their co-operative. At least part of that capital is usually the common property of the co-operative. They usually receive limited compensation, if any, on capital subscribed as a condition of membership. Members allocate surpluses for any or all of the following purposes: developing the co-operative, possibly by setting up reserves, part of which at least would be indivisible; benefiting members in proportion to their transactions with the co-operative; and supporting other activities approved by the membership.
- Autonomy and Independence. Co-operatives are autonomous, self-help organizations controlled by their members. If they enter into agreements with other organizations, including governments, or raise capital from external sources, they do so on terms that ensure democratic control by their members and maintain their co-operative autonomy.
- Education, Training, and Information. Co-operatives provide education and training for their members, elected representatives, managers, and employees so they can contribute effectively to the development of their co-operatives. They inform the general public -- particularly young people and opinion leaders -- about the nature and benefits of co-operation.
- Cooperation Among Co-operatives. Co-operatives serve their members most effectively and strengthen the co-operative movement by working together through local, national, regional, and international structures.
- Concern for Community. While focusing on member needs, co-operatives work for the sustainable development of their communities through policies accepted by their members.
Member Responsibilities
House Upkeep
In order for our house to be a nice place to live, we all have to pitch in. Please, don’t blow off your household responsibilities. Rather look at them with some satisfaction and take pride in your work – you are making Lothlórien a better place to live. Everyone is expected to help with cooking, cleaning, and general upkeep of our house. This also includes:
Maintaining our compost heap – it’s in the backyard. Vegetable and food wastes from the kitchen are dumped on it and then should be covered with straw to keep the critters out and keep it from getting water-logged. It needs to be turned periodically to keep it aerated. If properly maintained the compost should never smell bad. Volunteering at Mifflin – we are responsible for 16 hours per month. We get a 25% discount on our bulk orders and 10% discount on things we buy off the shelves when these hours are completed. That means a big savings in our food budget and more yummy food for us! Picking up our Mifflin orders – Our bulk, produce, supplies, and spice and tea buyers order many things from Mifflin, so someone has to go get’em and bring them home.
In addition to the normal stuff we have elected jobs that members can run for at Elven Council meetings by announcing their desire to do those jobs. Your fellow housemates will vote whether or not they want you to do one or more of these jobs. The elected jobs generally take extra responsibility and some skill, but don’t be afraid to try something new. Lothlórien and MCC are full of people who can answer your questions about how to do things, and all you have to do is ask. So, if you have never order large quantities of food or created a budget, hook up with someone who has. When everyone pitches in and is responsible, we all benefit. The elected jobs are: Accounts Payable Treasurer, Accounts Receivable Treasurer, MCC Board Reps (2 positions), Alteranate Board Reps (2 positions), Bulk Food Buyer, Crasher Coordinator, Debt Collector, Finance Rep, Food Treasurer, Grievance Elf, Mail Forwarder, Maintenance Coordinator – Administrative, Maintenance Coordinator – Grass-roots, Main Treasurer, Membership Coordinator (2 positions), Milk Elf, Produce Buyer (2 positions), Spice & Tea Buyer, and Supplies Buyer. A description of these jobs is at the end of this manual.
Maintenance
You personally are responsible for relatively little (1.5 hours per month), but every little bit helps! It may range from being House Maintenance Coordinator to getting together with others to set up the dock in spring or paint a common room. The most important thing to remember is to keep an open mind and ear, because you’ll have the chance to learn a lot of valuable information and skills that you will use long after you leave the co-op. Extra maintenance you do can be carried over until the end of the contract period. Maintenance you don’t do is billed to you on a quarterly basis at a rate of $12.50/hour of unfulfilled maintenance.
No Experience Needed!
You don’t need any experience to start with, although any experience you do have will likely be tapped into. Many people have the conception that maintenance is difficult, or something they’re not suited to do. That simply isn’t true! The best way to learn new skills is just to get involved and be observant. If not, MCC has a good maintenance library that will give you some direction. Plus, you could work with power tools!
- Talk to the Grass-roots Maintenance Coordinator for projects (small or large!) to work on.
- Check the Maintenance board in the kitchen for projects to do.
- Get fellow elves together for a fun day of work and play.
Paying Monthly Charges
You should pay your room and food charges by the first of the month in the form of a check or money order made out to Lothlórien Co-op. Drop your payment into the top right mailbox to be collected by the Accounts Payable person. Food share may also be paid in Madison Hours. Make sure that however you pay your name is clearly visible so the A/R Treasurer credits you for your payment.
Basic House Procedures
Kitchen
The vent hood uses lots of energy and blows cold air in during the winter, so turn it off when it's not in use. When you are cooking for the house, you must cook a vegan option. Also please observe the allergy list on the fridge. Dumpstered items should be labeled as such and be kept separately from non-dumpstered items. If you use dumpstered items in a dinner dish, you must label what it is in the dish that was dumpstered. Dumpstered items should be cleaned and stored on the lowest shelf possible in the fridge. Beware the oven temperature readings. Pay attention and use the oven thermometer since the dials often do not read the right temperatures. Store meat in the personal fridges in the dining room. Care of cast iron and woks: Cast iron and woks are wonderful non-stick surfaces when properly cared for. Never use soap to wash cast iron cooking stuff or woks; they are porous so later you will be eating soap, Yuck! Right after use spray/wipe it off with water only. Put it face down on the stove so the pilot can dry it off. When it's dry, oil it with the oil rag stored on the nearby shelf. These very important devices help keep our cast iron from rusting. If these simple instructions are not followed then the cast iron must be re-seasoned to regain its lovely non-stick finish. This process includes hours of sanding, oiling, and baking. Cooks may spend up to $10 (varies depending on overall budget) at Mifflin for special ingredients (we are not budgeted for cooks to do this every night, so use with discretion). Meat may be cooked in the kitchen if you ask really nicely first and 1) no woks, cast iron pans, or wooden cutting boards are used and 2) everyone in the kitchen consents.
Substance Policies
Cigarette smoking is allowed in bedrooms only (not in common areas) with proper ventilation (that means no indoor smoking when the house is sealed up for winter). Before drinking alcohol in common spaces, ask those who are currently in commons if it's okay with them. The house does not buy alcohol (not for parties, nor to use in dinner, nor for any other reason). No drug dealing is allowed. This is grounds for immediate termination of contract.
DSL
DSL is available to everyone. If you don’t have DSL in your room already and would like to ask the one of the Maintenance Coordinators to help.
Parking
6 cars may be parked in the driveway (the first six people with signed contracts who own cars can have a space saved if they let the house know). Parking is an extra $28.25 per month.
Pets
Five cats are allowed at Lothlórien without membershipping. The sixth cat must be membershipped in. Dogs (or any animal over 5 lbs) must be membershipped and must meet all cats before admittance. Anything under 5 lbs that stays in your room does not need to be membershipped.
Boycotts
The house follows certain boycotts (to be decided at Elven Council meetings). These should be kept updated. The house does not buy: Meat or meat products, “refined” sugar, bananas, coffee, chocolate, GMO products, Monsanto products, Dairy from cows injected with rBGH, or Tyson products.
House Buying Policies
The produce buyer acquires food from the garden if possible, from CSA and local produce venders otherwise, if possible. The house buys organic and from co-ops whenever possible. The house does not buy bleached flour. The house does not buy or use commercial cleaning products that are not biodegradable, such as bleach, comet, other nastiness, etc. We clean with Dr. Bronner’s, baking soda and vinegar, Citrasolv, and other friendly cleaners that the house buyers buy. The house buys eggs of free roaming chickens whenever possible. Bread is made and dumpstered. Bulk food and some supplies come from Mifflin Co-op; produce from Roots and Fruits and the Farmer's Market; herbs, teas, and spices from Frontier Co-op and some on-line sources. The house does not buy excessive paper products such as napkins, paper towels, etc. (We do buy toilet paper, and organic cotton tampons and pads.) Neither Maintenance nor Supplies Buyer may spend more than $25 on any one item without bringing it to a Elven Council.
During the Winter
We do not turn on the heat until the house is weatherized. Weatherizing a few windows in the house is a great way to get maintenance points. Everyone is required to weatherize her/his own bedroom.
High wattage
Any device that uses 1000 watts or more is not allowed in your room. Some of these items may include but are not limited to space heaters, air conditioners, refrigerators, sun lamps and grow lights. It is very costly for the house when someone uses high wattage equipment. It also endangers lives because of antique wiring that could overheat and cause a fire. Anyone using such items will be fined $50 for the first offense and a $100 for each subsequent offense. This money will go towards the general operating funds.
Coffeehouses
Coffeehouses are a tradition in which we invite the community into our home to share each other's company and talents. We brew up a bunch of coffee and tea, bake tasty goodies, and have an open mic for all sorts of performance. Ambrosia, Nottingham, and Lothlórien co-ops alternate hosting a coffeehouse every month.
Clothing Optional
This is a clothing optional house, so don’t be surprised if you see folks walking around in the nude. No one can make you put your clothes on. If you are cooking for the house, you must wear clothes. If you are cooking for yourself, feel free to do it in the buff, but always keep naked booties off of kitchen surfaces. If a guest/crasher is nekkid, a member can at anytime ask them to put their clothes back on.
Garden
We have a great garden here, which anyone is invited to get involved in. We often have vegetables and herbs in the garden that can make yummy additions to your dinner, so check out there before you buy something.
Laundry
We have 2 washers and 2 dryers. Be respectful of this space and get your stuff out when it's finished. If you leave your clothes in the laundry room for ages (a few days), they might disappear to the free store.
Supplies
Supplies can be found in the "Question Authority Closet" next to the mailboxes on the first floor. If you see that we are running out of something, you can usually jot a note on a request list that is on the wall in the dining room. Supplies that the house provides are basic household items you will need for cleaning and maintenance PLUS: shampoo/conditioner, soap, tp, organic cotton tampons/pads, q-tips, laundry detergent, and natural toothpaste. Like anything else in the house, if you want the house to start or stop buying something, bring it to a Elven Council.
Police
Police aren’t allowed in the house at all, unless, of course, they have a warrant. Still refuse entry (for legal reasons if they find something). This means they can come in, but we (legally) didn't consent to it. Try to bring the person the warrant is for to them if possible. If they must come in, remember to only escort them to and from the room they have a warrant for and have as many witnesses as possible.
Crap Abandonment
Prior occupants of rooms that leave can be charged for the cost to clean the room. The cost is the living wage of the city of Madison. ($12.50 per hour)
Random
No firearms. TV is not allowed in common spaces. Movies can be watched in the Quiet Room.
Membership Policies
The Process
Membership Dinner
If someone is interested in becoming a member of Loth, they must come to at least 3 membership dinners and have a membership meeting.
- Note: This requirement may be waived by the Membership Coordinator for people that live considerable distances away from Loth.
Membership Meetings
Membership meetings must be announced at least 48 hours in advance on the fridge. Quorum for membership meetings is set at 6 members. Accepting new members requires consensus to be reached at first Elven Council after the membership meeting.
Membership Renewal
A person leaving the house (not getting kicked out or asked to leave) may re-enter the house without re-membershipping within a six-month period. All this person has to do is sign a contract, and they are home again.
- Note: Any member with more than the allowed $50 debt may not sign a new contract unless they have an approved payment plan than eliminates the debt within 1 month of contract approval.
Contracts
- Summer (June 1st to August 14th) and fall (August 15th to May 31st) contracts must be signed by January 31st in order to keep one's own room and to participate in summer room draw.
- Security deposit and membership fees must be paid when contract is signed.
Room Selection
- New members will choose rooms in order of contract signing date. Summer and fall contracts are separate.
- A member leaving for summer may have his or her room back in the fall ("squatter's rights"), provided that s/he has signed a fall contract by the deadline (s/he may also participate in fall room draw.)
Financial Information
Where Your Room Charges Go
The Accounts Receivable Officer collects all room charges at Loth. To understand where all the money goes, one must understand the different levels on which MCC operates. There is the house level, and there is the MCC level. When your monthly check goes to your house treasurer, the house treasurer turns around and gives about 2/3 of this to MCC. MCC money covers the larger costs of running the organization - long term debt, property insurance, large-ticket maintenance items, administration, staff salaries, and the like. Each of the houses sets their own budget, which includes things like utilities, maintenance, phone, water, house supplies, and food. You should voice your opinion about how we spend money here during our budgeting season. You are an important part of this co-op, and your input counts!
Late Fees
At the discretion of Accounts Receivable, a $10 late fee will be charged to those who do not pay their rent down to the maximum debt allowed (presently $50) by the 5th of the month unless they turn in a payment plan by the 5th.
Payment Plans
If you want a payment plan, talk to Accounts Receivable person. Extra blank payment plans are usually located in the bottom right mailbox.
Debt Ceiling
The house follows the MCC debt ceiling policy, which says that you must pay down your debt to under $50 or set up a payment pay within 5 days or we have the right to terminate your contract. All payment plans below $150 are automatically approved and do not need to be brought to an Elven Council.
House Purchases
Please don’t buy something random for the house and expect to get reimbursed. If you feel the house should buy something outside of the normal buying list, bring your suggestion to a Elven Council. The house has designated people (Maintenance, Supplies, and Food Buyers) to buy things the house needs.
Creating a House Budget
Things to Remember
No need to recreate the wheel! Look at last year's budget, compare it to what actually went down this year and build on that info. What's MCC's payment amount? (see the treasurer of the house for a recent copy of the budget, financial reports). Has your house treasurer done this before? If not, encourage them to contact the MCC finance staff person. Due to the finance committee by June 30th. Things to Consider in Your House Discussion The MCC Payment is only one of the house's expenses (yes, it is the largest one but there are other things in the house budget that can or will change). Did you have members that didn't pay their debt in the past 2 years? Maybe the house should think about building up their savings by budgeting a portion of this debt as "bad debt" in the coming year(s). How is your actual spending looking when you compare it to what was budgeted this year? (food, utilities, etc.) Do you want to allow for increases in these costs? Is there something that the house wants to do (alternative energy, landscaping, child-friendly improvements, a subsidy to house members)? Do you want to take it out of savings and budget to replenish over the next 2, 3 years in conjunction with maybe a match from MCC?
Elven Council
Time & Place
Council meetings are held every week after dinner at 7:00pm, alternating between Mondays and Sundays. Attendance at council meetings is required for smooth functioning of our house. Only members and approved guests should be at our meetings.
Proposals
If you want the house to talk about something, you can add it to the agenda clipboard at least 24 hours before the meeting is scheduled. The clipboard is located in the entryway, next to the MCC bulletin board. It is helpful to include the following when writing a proposal: Title, presenter(s), date, proposal text, background, pros, cons, alternatives. A discussion item can also be posted, though without the last three items.
Quorum
To begin an Elven Council, a “quorum” must be obtained. Quorum is defined as at least 1/3 of the members currently living in the house. Without quorum, all decisions made at the meeting can be overturned at subsequent Elven Councils.
Minutes
Minutes from last week’s meeting are on a clipboard next to the agenda for the next week’s meeting. Both clipboards are located in the entryway next to the MCC bulletin board.
Facilitation
Members take turns facilitating meetings. It is helpful if the facilitator has read “On Conflict and Consensus,” a handbook of the formal consensus process. There are various copies around the house, if you can't find one ask or read it online.
Facilitator
The word facilitate means to make easy. A facilitator conducts group business and guides the Formal Consensus process so that it flows smoothly. Rotating facilitation from meeting to meeting shares important skills among the members. If everyone has firsthand knowledge about facilitation, it will help the flow of all meetings. Co-facilitation, or having two (or more) people facilitate a meeting, is recommended. Also, an inexperienced facilitator may apprentice with a more experienced one. Try to use a variety of techniques throughout the meeting. And remember, a little bit of humor can go a long way in easing tension during a long, difficult meeting
Principles of Good Facilitation
- Non-directive leadership
Facilitators accept responsibility for moving through the agenda in the allotted time, guiding the process, and suggesting alternate or additional techniques. In this sense, they do lead the group. However, they do not give their personal opinions nor do they attempt to direct the content of the discussion. If they want to participate, they must clearly relinquishthe role and speak as an individual. During a meeting, individuals are responsible for expressing their own concerns and thoughts. Facilitators, on the other hand, are responsible for addressing the needs of the group.They need to be aware of the group dynamics and constantly evaluate whether the discussion is flowing well. There may be a need for a change in thediscussion technique. They need to be diligent about the fair distribution of attention, being sure to limit those who are speaking often and offering opportunities to those who are not speaking much or at all. It follows that one person cannot simultaneously give attention to the needs of the group and think about a personal response to a given situation. Also, it is not appropriate for the facilitator to give a particular point of view or dominate the discussion. This does not build trust, especially in those who do not agree with the facilitator.
- Clarity of Process
The facilitator is responsible for leading the meeting openly so that everyone present is aware of the process and how to participate. This means it is important to constantly review what just happened, what is about to happen, and how it will happen. Every time a new discussion technique is introduced, explain how it will work and what is to be accomplished. This is both educational and helps new members participate more fully.
- Agenda Contract
The facilitator is responsible for honoring the agenda contract. The facilitator keeps the questions and discussion focused on the agenda item. Be gentle, but firm, because fairness dictates that each agenda item gets only the time allotted. The agenda contract is made when the agenda is reviewed and accepted. This agreement includes the items on the agenda, the order in which they are considered, and the time allotted to each. Unless the whole group agrees to change the agenda, the facilitator is obligated to keep the contract. The decision to change the agenda must be a consensus, with little or no discussion. At the beginning of the meeting, the agenda is presented to the whole group and reviewed, item by item. Any member can add an item if it has been omitted. While every agenda suggestion must be included in the agenda, it does not necessarily get as much time as the presenter wants. Time ought to be divided fairly, with individuals recognizing the fairness of old items generally getting more time than new items and urgent items getting more time than items which can wait until the next meeting, etc. Also, review the suggested presenters and time limits. If anything seems inappropriate or unreasonable, adjustments may be made. Once the whole agenda has been reviewed and consented to, the agenda becomes a contract. The facilitator is obligated to follow the order and time limits. This encourages members to be on time to meetings.
- Good Will
Always try to assume good will. Assume every statement and action is sincerely intended to benefit the group. Assume that each member understands the group's purpose and accepts the agenda as a contract. Often, when we project our feelings and expectations onto others, we influence their actions. If we treat others as though they are trying to get attention, disrupt meetings, or pick fights, they will often fulfill our expectations. A resolution to conflict is more likely to occur if we act as though there will be one. This is especially true if someone is intentionally trying to cause trouble or who is emotionally unhealthy. Do not attack the person, but rather, assume good will and ask the personto explain to the group how that person's statements or actions are inthe best interest of the group. It is also helpful to remember to separate the actor from the action. While the behavior may be unacceptable, the person is not bad. Avoid accusing the person of being the way they behave. Remember, no one has the answer. The group's work is the search for the best and most creative process, one which fosters a mutually satisfying resolution to any concern which may arise.
Other Roles
Co-Facilitator
This person acts as a helper to the main facilitator and is idealy also more experienced. If the main facilitator loses tract of the process or the meeting has broken down in some other way this person will step in to help get things back on track. This person is often chosen to also be the Peacekeeper.
Peacekeeper
The role of peacekeeper is most useful in large groups or when very touchy, controversial topics are being discussed. A person who is willing to remain somewhat aloof and is not personally invested in the content of the discussion would be a good candidate for peacekeeper. This person is selected without discussion by all present at the beginning of the meeting. If no one wants this role, or if no one can be selected without objection, proceed without one, recognizing that the facilitator's job will most likely be more difficult. This task entails paying attention to the overall mood or tone of the meeting. When tensions increase dramatically and angers flare out of control, the peacekeeper interrupts briefly to remind the group of its common goals and commitment to cooperation. The most common way to accomplish this isa call for a few moments of silence. The peacekeeper is the only person with prior permission to interrupt a speaker or speak without first being recognized by the facilitator. Also, it is important to note that the peacekeeper's comments are always directed at the whole group, never at one individual or small group within the larger group. Keep comments short and to the point. The peacekeeper may always, of course, point out when the group did something well. People always like to be acknowledged for positive behavior.
Advocate
Like the peacekeeper, advocates are selected without discussion at thebeginning of the meeting. If, because of strong emotions, someone is unable to be understood, the advocate is called upon to help. The advocate would interrupt the meeting, and invite the individual to literally step outsidethe meeting for some one-on-one discussion. An upset person can talk to someone with whom they feel comfortable. This often helps them make clear what the concern is and how it relates to the best interest of the group. Assume the individual is acting in good faith. Assume the concern is inthe best interest of the group. While they are doing this, everyone else might take a short break, or continue with other agenda items. When they return, the meeting (after completing the current agenda item) hears from the advocate. The intent here is the presentation of the concern by the advocate rather than the upset person so the other group members might hear it without the emotional charge. This procedure is a last resort, to be used only when emotions are out of control and the person feels unable to successfully express an idea.
Timekeeper
The role of timekeeper is very useful in almost all meetings. One is selected at the beginning of the meeting to assist the facilitator in keeping within the time limits set in the agenda contract. The skill in keeping time is the prevention of an unnecessary time pressure which might interfere withthe process. This can be accomplished by keeping everyone aware of the status of time remaining during the discussion. Be sure to give ample warning towards the end of the time limit so the group can start to bring the discussion to a close or decide to rearrange the agenda to allow more time for the current topic. There is nothing inherently wrong with going over time as long as everyone consents.
Public Scribe
The role of public scribe is simply the writing, on paper or blackboard, of information for the whole group to see. This person primarily assists the facilitator by taking a task which might otherwise distract the facilitator and interfere with the overall flow of the meeting. This role is particularly useful during brainstorms, reportbacks from small groups, or whenever it would help the group for all to see written information.
Notetaker
The importance of a written record of the meetings cannot be overstated. The written record, sometimes called notes or minutes, can help settle disputes of memory or verify past decisions. Accessible notes allow absent members to participate in ongoing work. Useful items to include in thenotes are:
- date and attendance
- agenda
- brief notes (highlights, statistics...)
- reports
- discussion
- verbatim notes
- announcements
- proposals (with revisions)
- decisions (with concerns listed)
- next meeting time and place
- evaluation comments
After each decision is made, it is useful to have the notetaker read the notes aloud to ensure accuracy. At the end of the meeting, it is also helpful to have the notetaker present to the group a review of all decisions. In larger groups, it is often useful to have two notetakers simultaneously, because everyone, no matter how skilled, hears information and expresses it differently. Notetakers are responsible for making sure the notes are recorded accurately, and are reproduced and distributed according to the desires of the group (e.g., mailed to everyone, handed out at the next meeting, filed, etc).
Consensus Decision-Making
The consensus process was pioneered in the Religious Society of Friends (Quaker Church) and is now used in many organizations. The process prevents “tyranny of the majority” by allowing a single member to block a group decision. The meeting process used at Loth is Formal consensus. Though a facilitator guides discussion, each member has equal voice in decision-making. Definitions, concepts, and helpful hints useful to this meeting process are described below, and a flowchart (Sample Agenda) is presented subsequently.
Helpful Dictionary
Proposal
A proposal concerns a change in house policy, the establishment of a new policy or any situation that has arisen and must be dealt with by the house. A proposal should be posted on the clipboard 24 hours before the Elven Council. If you would like to add an agenda item without the 24-hour notice, the house will vote during Agenda Review to consider it.
Sparkling
an old Elf tradition (borrowed from the Quakers, who borrowed it from American Sign Language, in which it means “applause”)--a time-saving gesture of the hands used to signal unspoken agreement with the person currently speaking. you'll know it when you see it...
Speakers’ List or “Stack”
a list of names of people wishing to speak during the meeting, made by the facilitator as hands are raised. Keeping an accurate speaker’s list is very important to the organized flow of a meeting.
Sense Vote
an informal vote thumbs up, down, or sideways indicates where we are in the consensus process
Point of Process
signaled by forming a triangle with one’s fingers. is an opportunity for a member to mention a procedure of meeting process, past precedent, or any other established information of direct relevance to the current state of the meeting. Can result in saved time through preventing the reinvention of the wheel.
Sample Agenda
- Check-ins
- Announcements
- Agenda Review
- Committee Reports
- Elections
- Membership
- Proposals
- Discussion
- Check-out
Meeting Process
Presentation
The author(s) of the proposal explains the proposal briefly. It is helpful to read the proposal, state the motivation of the proposal and state some pros and cons.
Clarifying Questions
Questions are asked until everyone understands the proposal.
Discussion
Once the proposal is clear to everyone focus should move from the presenters to the feelings of the group. The proposal now belongs to the entire group and not individuals. The proposal should be referred to as "the hot-tub proposal" or "the heat proposal", not "Joe's proposal" or "Jen's proposal." Discussion should concern how the proposal fits in with the groups over-all goals. This is a broad philisophical discussion of benefits, necessity and ramifications of the proposal. A skillful facilitator will make sure that all members actively participate, and can tell whether silence indicates hostility, indifference or social discomfort.
Call For Consensus
This begins the resolution process. The facilitator calls for consensus. At this point it is each member's responsibility to voice all their own concerns about the proposal. The concerns are listed and not yet discussed. All members should feel comfortable voicing cocerns no matter how small they might seem.
Clarifying Concerns
Members should ask questions about all listed concerns until all concerns are understood. At this point concerns should also be grouped.
Discussion
Concerns and/or groups of cocerns are addressed. Ideas for resolving concerns should be voiced and discussed til all concerns are resolved or determined that they are not relevant to the group. For Example a concern that a proposal does not earn members retirement in Tahiti would not be relevant to the group since that is not one of its goals.
Call For Consensus
The facilitator calls for consensus. At this point members should voice any concerns that have not been resolved. It is not appropriate to bring up now concers at this stage. The remaining concerns are recorded in the minutes. The facilitator will then ask each member with remaining cocerns whether they are willing to stand aside. If a member stands aside the decision still passes with their concern documented in the minutes. If a member does not stand aside then consensus is blocked.
Results
Proposal Passes (Consensus) Everybody feels comfortable with the decision; that is; while some may still have concerns they are willing to let the process procede. Proposal Does Not Pass (blocked) The individual(s) or group feels that the proposed action is too problematic to act upon, that the concept is not desirable, or the proposal cannot be amended to become acceptable.
Food Co-opers & Guests
Food Co-opers
Who Are They?
Food Co-opers are people who pay to eat here and help with labor. We like food co-opers because they expand our community, enlarge our food budget, and ease our labor situation. If someone you know wants to hang out at our pad and eat, you should have her/him talk to the membership coordinator.
Privileges of a Food Co-oper
Food co-opers go through the normal membership process, just like a full membershipper would. Food co-opers are not responsible for maintenance hours. They have 24-hour access to the kitchen, but they don’t get keys to the house. Food co-opers do not come to Elven Council meetings.
Responsibilities of a Food Co-oper
Food co-opers pay the monthly food charge (which is currently $90 but might change) and do one of the following:
- Cook dinner once a week.
- Do dinner dishes once a week.
- Do daytime dishes twice a week.
Crashers
Who is a Crasher
Crashers are generally people that nobody knows but who want to stay at Loth for a while. Often, they are traveling through town and were referred to us by friends or other community members. They usually stay in the crasher room, outside, or on the couches. Crashers do not get house keys.
How to be a Crasher
- Give 24 hr. notice of desire to stay at Loth.
- Find a house member to be their sponsor.
- Have a Crasher Meeting.
- Make a fair donation to the house (determined by the crasher).
- Have a picture taken for the crasher board.
- Agree to a background check.
Crasher Meeting
- Quorum: 4 members
- A new meeting must occur after 1 week or when requested by a house member.
- ) Ask Questions: both house members and crasher. (How long do you plan to stay? Are you traveling? Where? Any special requirements? Are you comfortable with our pro-feminist, queer-friendly, anti-racist culture?)
- ) Discuss Policies: Payment, Common Space, Food / Meals, Alcohol, Clothing-optional, Option for any member to object, Firearms, Police-free zone, Vegetarian / Vegan Option
- )Vote.
Logistics 3 crashers allowed at 1 time. Exceptions can be made for groups coming to Madison for events. 2 weeks max. stay for a crasher with a second meeting after one week if staying for 2. If desiring to stay more than 2 weeks must become a guest or a member. 27 days max. stay in a row including crasher and guestship. Stay no more than 40 days in a 90 day period.
Guests
A guest is a friend (relative, partner, etc.) of someone in the house. Guests usually stay with that person in their room. If they stay anywhere else in the house, they are considered a crasher. If is fine, however, I you want to give your guest your bedroom and sleep in common space yourself. Guests are welcome to stay for 7 days, and after that, they are asked to pay $5 per day for food. Creepy Guests or Crashers This is your house, and you have the right to feel comfortable here. People under contract can object to anyone not under contract. If there is someone at the house who is not a member and whom you feel uncomfortable with for any reason, you can try to work it out with that person. If that doesn’t work out, you have the right to ask her/him to leave or request that another house member/ Crasher Coordinator ask her/him to leave. If someone is objected to and asked to leave, s/he cannot come back to the house while the objector objects to them.
Elected Job Descriptions
Accounts Payable Treasurer
how often: daily
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
how often: daily
Train with MCC Financial Coordinator, collect rent (and crasher fees) and food co-oper money, make out payment plans with members, post updated billing sheets several times a month, keep paper records of each member’s account, deposit money at UWCU twice monthly, make Treasurer’s Reports to MCC on the sixth and 14th of the month, work with Past Debt collector, learn EXCEL and Quickbooks programs on MacIntosh computer at MCC office, work with Accounts-Payable Treasurer to assure smooth financial sailing of Loth.
Bulk Buyer
how often: every week
Order bulk food and some supplies through Mifflin Street Co-op. Choose organic food whenever possible. Maintain a request list: “Name, What do you want ordered, Why, Response”, and reply to entries.
Board Rep
(2 positions)
how often: every other Wednesday evening
Represent Loth on the MCC Board of Directors. Tell the house what MCC is doing (give a Board report at each Elven Council, write notes in journal, bring Board packet down to kitchen). Let MCC know what we are doing. Ask our opinions about these matters and communicate to the board. Please try to give us as much advance warning about MCC decisions as possible. Encourage other house members to get involved in MCC committees. Be prepared to tackle special projects outside the board meetings by joining ad hoc committees, doing research and so
forth.
Alternate Board Rep
(2 positions)
how often: as needed
Fill in for the Board Reps when they are unable to attend Board meetings.
Crasher Coordinator
how often: whenever there’s a crasher
Talk to all people who drop by and want to crash. If you’re at home when they stop by, facilitate a crasher meeting (otherwise, whoever’s around should do it). A crasher meeting should 4 members attending. At the meeting, find out why the crasher needs a place to stay, how long they need to stay, and tell them about pertinent house policies, including request for fair donation. After the person leaves the room, decide whether the person can crash, and where they will crash. If a crasher is accepted, keep track of when they came, how much they’ve paid, and when they intend to leave on a posted sheet of paper. That posted sheet of paper should be placed in the black Crashers binder as soon as it's no longer necessary on the board. Lead posse to ask the crasher to leave if a member wants you to.
Debt Collector
how often: as needed
Within the legal limits of the law attempt to collect debts from former members. Keep records on collection activities.
Finance Rep
how often: every other week
Represent Loth on the MCC Finance Committee, whose purpose is to give oversight and direction to MCC’s fiscal state of affairs. Develop improved policies and procedures for MCC’s financial well-being, and create yearly MCC budget.
Food Treasurer
how often: often
Pay for the food we eat. Keep tabs on the food budget in collaboration with the food buyers. Most importantly, keep enough cash in the food account to avoid bounced checks--the Accounts Payable Treasurer will give you a check every month (#people paying in food co-op * monthly fee - food credit to members who’ve prorated).
Garden Elf Coordinator
how often: as needed
Responsible for coordination of garden related activities. The coordinator will care for garden needs and garden activities. Organizes committee meeting of interested elves, provides updates on an announcement board, the loth-wiki, and at house meetings. The committee of garden elves is to guide and protect everything growing at Lothlorien. The garden elves will garden cooperatively and keep a journal of notes, garden maps and plans to inform everyone of progress in the gardens as well as its needs. The garden plan includes fruits, vegetables, flowers, shrubs, and trees, but is not limited to them. It will also guide digging in the yard and other yard work.
Anything growing or any weeding will be guided by communication amongst the garden elves, discussing best courses of action (or inaction) and deciding cooperatively with those that are involved with the care of the gardens.
Any elf that desires to contribute to any garden activity such as planting, pruning, trimming, or weeding of any plants (e.g. herbs, fruit bushes, shrubs, or trees), or mulching or digging in the yard anywhere, should consult with the garden elf committee and will hopefully participate in the committee.
Grievance Elf
how often: as needed
Act as 3rd party arbitrator for members with grievances when requested to.
Mail Forwarder
how often: daily
Every day put mail into peoples' mail boxes. Maintain a list of past members forwarding addresses and their mail since the post office won’t forward co-op mail.
Maintenance Coordinator - Administrative
how often: often
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.
Responsible for 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.
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 person also manages the maintenance budget and deals with the financial aspects involved. These aspects include budget proposal and reimbursing the Grass Roots Maintenance coordinator and other house members for maintenance related expenses.
Reports also have to be made to the Accounts Receivable Elf for fining of damages or for cleaning of rooms.
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
how often: often
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.
Some research may also be involved also. This could involve tracking down contractors for estimates, or determining city codes.
Main Treasurer
how often: about 6-8 hours per month
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
(2 positions)
how often: as needed
Keep track of advertising budget, advertise openings, respond to e-mails about membership, schedule membership meetings, contact membershippers with the results of house vote, confirm with accepted membershippers when they will move in, contract Members; keep list of all members contracts, room #s, deposits, parking, and pets; keep the house updated on how many openings there are so current members can recruit new members, attend Membership Committee meeting.
Milk Elf
how often: weekly
Drop off milk bottles on Sat. and pickup milk on Sunday. Once about every 6-8 weeks drive out to East Troy to pick up milk for the whole milk co-op. This job requires access to a car. The house can reimburse for the millage.
Produce Buyer
(2 positions)
how often: often
Order food requested by bakers, food coordinators, cooks, auxiliary buyers and all other co-op members. Order honey and molasses, eggs and produce. Order organic, fair trade whenever possible. Reduce food orders during vacation times. In season, go to Farmer’s Market around the Capitol on Saturday mornings to pick up fresh, locally grown produce. Put the food away and label it (unidentified greens don’t get used!). Write a note in the journal about what was purchased and what cooks can do with it.
Spice and Tea Buyer
how often: as needed and budget permits
Order spices and teas, maintain a request list to find out what members want, keep inventory of spices and teas.
Supplies Buyer
how often: as needed, once a week minimum
Maintain house supplies checking account. Always keep a supply of toilet paper and tampons/pads on hand (order these and toothpaste/soap through Blooming Prairie buyer). Buy vacuum bags, potholders, tape, house journals, small appliances, etc. Maintain a request list: “Name, What you want me to buy, Why, Response” and reply to entries.
