MaintCo Agenda 3-22-2011

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MaintCo Notes 3/8/11

Nicole OF

Peter AMDorothy AV

Kate SY

Tony MCGeorge OFKevin HY

Nikki MOStephan SO

Tessa AUHenry PH

Dorothy: Thorton Ave?

Tony: Will go for share sale in a few weeks, Commonwealth is likely to get it, want to show how it will

be reflected into the budget, looking to prioritize projects without raising rent too much, we need to beaware of what is completely necessary, other priorities will be looked at if we get grants, loans, etc,

better plan for longer term

Employee Policy Presentation

-Want to look at holistic view of MCC policy, based on employee handbook from a company, liked thecomprehensive nature, added staff protocol to the employee handbook that was found in another area,

want to just discuss worker group here,

-big difference between staff and WG: no contracts with WG, only with coordinators

! at-will may be the best for the organization, but we can offer them contracts if we want toPeter: As staff, what's the difference with what you are doing versus WG with regards to leaving?

Tony: need to give 4 weeks, have job duties very clearly delineated, payscale is different

-Benefits: e.g. setting up a retirement plan takes time, if leaving after 3 months is a waste of time

-Pay rate: set up according to UW payscale, has a minimum and maximum, based on u.s. Inflation

Tessa: the rungs are a bit different for WG and staff, is that ok?

Tony: do you think it's fair?

Tessa: I do, just want to cover cap discussion, are the officers fairly compensated, or is that a differentdiscussion?

Tony: officers are in bylaws, set there

! argument for reimbursement: much more flexibility, can keep doctors for shorter term

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employment! can have final say rest with MaintCo versus just the MC! added information: things that should be in a responsible employee handbook! extra costs for WG: must have CoCo approval! stuff not in there before: bereavement, military, smoking, harassment, privacy protection,

returning company property, equal opportunity employment, staff grievance, substance abuse

Peter: Would we pass this as a committee along with the budget? Or separate?

Tony: CoCo wants a WG policy before budget, can dig out just WG stuff, but everything workstogether

Peter: on budget: major maintenance should total #1 priorities

Nikki: rents will not go up $100/mo, FinCo will only give us a 5-7% increase, rest of the money willcome from grants/loans not from rent

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MAINTENANCE SPENDING REPORTJUNE, 2010-FEBRUARY, 2011

AMB AU AV FR HY I N LO OF PH SO SV TotalsF 1,463.54 $ . - $ 1.78 $ !F $ 335.07 ' - iF 374.26 $ . F 7 . 6 9 $ 2,182.34S a f e t y !F 921.33 $ 809.43 $ 258.40 $ 2,791.72 !F 6 6 0 . 2 8 $ 761.29 $ 1,072.51 iF 347.87 !F 923.70 $ 75.00 iF 3 6 1 . 6 1 $ 8,983.14bing F 1,887.66 $ 452.73 * 189.00 $ !F 2 8 4 . 3 9 $ 567.36 $ 264.87 JF 539.47 !F 182.0S $ 95.45 iF 2 8 0 . 4 5 $ 4,743.43$ 20.96 * 35.64 $ 1F $ 206.00 $ 1> - ! ; $ - F 1 3 . 4 6 $ 1,065.37s/F loo rs/ Cel ll ngs JF 28,481.54 $ - $ 819.85 $ 1F 1 4 . 2 8 $ 3.54 $ 778.61 iF iF 287.50 $ 8,865.70 tF 1,105.21 $ 40,356.23rs/Windows F 1,479.53 $ 128.95 $ 16.16 $ 242.48 jF 3 1 0 . 2 4 $ 4,893.28 $ 5,151.88 iF ' .F 1.3B6.37 $ 24.22 !F 4 95 .6 0 $ 14,128.71iances F 1,139.05 $ 233.57 $ 844.96 $ !F $ 136.37 $ 1F 1 2 5 . 6 3 !F 2,099.82 $ 3,512.24 1F 1, 416.97 * 9,508.61i $ 473.13 * 1,664.00 $ 4,430.17 |F $ - $ - ' < i ; $ - ; $ 6,567.30; $ - $ - $ 2,385.00 iF $ 42.93 $ :: ; $ 64.50 i; $ 2,492.43F $ - $ - $ i ; $ - $ ; . ; $ . ; . $ mF $ - $ $ iF $ - $ 67.11 i; - ; ; * . ; $ 67.11F $ - $ - $ i ; $ . $ ;; . ; [ $ . _ $ $ - $ - $ iF $ 7,303.47 $ :; - : : * ;; $ 7,303.47F 135.41 * 510.50 $ 306.25 $ 606.25 i! 1 1 8 . 7 5 $ 383.75 $ 311.00 iF 624 .02 iF 75 . 0 0 $ . F 3 2 9 . 1 6 $ 3,400.09F $ - $ - $ iF $ 85.35 $ !; . : ; $ . ; * 85.35f 1 7 . 0 7 * 115.94 $ - $ iF $ - $ !i - < ; $ . | 9 133.01- * - $ - * i $ - $ iF - 1( $ iF $ -

l s jF36.314.44 $ 2,745.21 $ 4,136.04 $10,455.62 t 1 ,387 .94 $ 14,718.41 $ 7,645.98 !t 1,636.99 % 5,328.70 $ 12,637.11 4,010.15 $101,016.59

Madison Community CooperativeMaintenance Budget vs. Actual June, 2010-February, 2011Budget figures for FYE 5/31/11Jun '10 - HS.7/ Budget

Ordinary Income/ExpenseExpenseMAINTENANCEMAINTENANCE/ADMIN CO..Total Expense

137.732.9947.902.30185.635.29

202.400.0065,640.00268,040.00

$ Over Budget % of Budget

64,667.01-17.737.7082.404.71

68.0%73.0%69.3%

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Maintenance Coordinator Staff Report for 3/23/11 Board Meeting -Tony AndersonAdministrative: Worker group (Mik and CJ) has been hard at work taking care of lots of stuff. CJ will be gone by the time youread this. I am sad to see her go and sad she will not be returning next year. I have had them evaluating the lists of minormaintenance to revise them and also working on some of the more immediate issues.I had tasked CJ with performing various tests to evaluate our houses for safety issues such as mold, water quality, lead,asbestos, radon, etc. We have been working towards a serious state-of-our-houses report in order to determine not only issuesthat need immediate attention but a master plan for making sure our houses are safe places. It is my philosophy that we needobjective data to determine for certain the safety issues we may or may not have. I want to dispel fears that some folks may have inregards to these issues and develop a management plan for the issues we do in fact have. We are still in the process and will bedetailing the results as soon as we have compiled the data.While working on a revised policy for worker group employment I found it to be an efficient use of time to attemptimprovement of MCC's other employee policies. I have brought my ideas to MaintCo and CoCo so far. I will be bringing a morefocused work to the next BOD that deals more specifically with the worker group part of this. I will also be working with the ad hoccommittee that is working on policy updates/revisions to develop the whole employee policy as well.Thanks to Nikki, MaintCo has been experimenting with working more in the digital realm in regards to getting agendas andpackets to the committee. Things have been working pretty well so far with a few snags here and there, but mostly working the bugsout I have been working on better means of disseminating information to MaintCo too. I have built a simple blog where I can postmeeting agendas, notes, and links to videos that may be helpful to HMCs. Go to this address - http://maintenance4mcc.blogspot.com/- to see my work and check back to see as new things get posted. If you have any requests, critiques, suggestions, or comments,please let me know. My thought is that if I can get things like this set up, established, and work out the bugs and problems on thissmaller scale for MaintCo, then we could work at possibly instituting some of these ideas and systems on an MCC-wide scale. Itwould be great if there were someone else in MCC that might be willing to work on some of this.I also have been working on digitally backing up some of maintenance computers files online as a redundant system toarchive info and to sync things between my computer at the office and the maintenance laptop. Quite often it is quite a pain to tryrunning back and forth from the office to access information that I need in the field. This is working out very well. Through thissystem I am working on a better way for HMCs to have access to these archived files as well. Stay tuned for more updates on thisfrontAM: We are scheduling to have the stove replaced now that the weather is getting warmer and the snow has melted. Hopefullythis will be this week or the next at the latestAU: CJ has been continuing to try to deal with squirrels or whatever that has been scampering around in the walls. She got omeoneout but they seem to not want to try trapping animals in areas that we suggest (the attic/fire escapes/etc) but they have trappednumerous rabbits that have been living in the foundation. CJ has been keeping in touvch with the HMC and we will keep up on tryingto deal with this.AV: It seems that the house has had a maintenance revolution and has been doing a lot of work.FR: Nothing new to reportHY: Nothing new to reportIN: Mik was at the house to work on many of the things on the minor maintenance listLL: We did some more service on the boiler, however it seems that the system may need a good cleaning and more intensiveservice, as there have been a few leaks here and there. More info when we get to itI have been helping our electrician rewire and make some improvements to the boiler/basement areas electrical. We alsowill be working towards improving the electrical on the third floor. Theses are the areas that we left of at when we started runningout of money in the previous year's budget and we intended to get to in the future. It is great that we are continuing because wehave been finding some crappy things as we dig into some of the electrical boxes. He will also be working on some crappy lookingwiring in the boiler room.Champion Windows has been at the house the last week installing the windows we ordered back a couple months ago.Things are going great and the windows are a vast improvement on the broken ones that were there originally.Mik will be spending some more time at the house working on the minor maintenance list and we will be talking with thehouse to see how we can get them involved as well. There were some complaints brought up at CoCo in regards to somemaintenance issues at the house (potential mold/general cleanliness/non working and broken florescent bulbs/etc) that I am going tobe working on helping the house address. Through the efforts of Mik, house members, and myself, I truly believe that we can takecare of many concerns that people may have and make their house into the place that all Loth members can enjoy. I would LOVE tohave more Loth members come and talk with me and/or Mik to see what they would like for us to do to help. Ultimately, I don'teel it is my job or inclination to come into the house and tell folks what they "have" to do or direct people to adopt my standards. Ireally just want to help make the house become what people there envision. So, come talk to me.OF: Nothing new to reportPH: One of the water heaters started leaking and had to be replaced. It was only a few years old and was still under warranty so alle needed to pay for was the labor.SO: Nothing new to reportSY: Nothing new to report

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Upcoming Proiects:House Potential oroiects for the comma sDrinatime & work in oroaress

Exterior work - dealinq with rot and roof issues on the biq bav windows room #101LO Exterior work - work on plans for maior exterior work

| E l e c t r i c a l u p g r a d e sExterior repairs and de-battina the houseChimney repairs/install chimney linerAU Trim & foundation repairs f dealing with critter infiltration")

L Assist house with aarden area imDrovementsSY Exterior work - work on plans for maior exterior workIf we purchase the properties, we will begin the full swing rehab(this is dependent on manyThornton things - namely GMM approval for purchase)

DevCo: I am going to work on trying to get some DevCo meetings going again in the next week or so. The group that contactedme about being a potential core group for the THorton property is very interested in helping to develop this or another potentialco-op. I hope to try to get them more involved and introduce them to MCC and our process. More info as it comes in.Other; I have submitted applications for Lead Hazard Reduction project funds for 3 of our houses; AM, LO, SO. I am waiting tohear back about whether or not we can qualify for some of the program. More info as it comes in.

Included is a copy of the maintenance budget report that Kathy supplies to me through the end of February.lf anyone hasquestions, send me an email.

Special Note: Below you will find charts that show which house maintenance coordinators have been turning in theirmonthly maintenance checklists, documenting the quarterly maintenance hours that MCC members are obligated to perform, andMaintCo attendance. The HMC monthly checklists are designed so that HMCs can be aware of common issues that might arise intheir house. They are required to complete the checklist and turn it in to the MCC maintenance coordinator so that I can also beaware of issues in the house and archive this Information. I will be including these charts with all future staff reports.If vou haveanv Questions or problems foreferablv maintenance related!), o/eose call me at: 213-3551

\-wi j wiqTiTnTwiiTHTTTviiETiTWfTOii^MffMTwo > vT=?"Er

ouse who did their HMC checklists- i . ' l l l l l . H I

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ouses who have completed their auarterlv maintenance hours report

ouses reps who have attended M;

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Proposed Maintenance Budget 2011/12 Updated 3/5/11

Code* ItemAdministrative Costs5724 worker Grouo Sala5725 Worker GrouD Employment Taxes5726 Administrative Expense5727 Tools5728 Mobile Phone Service5729 vehicle Principal Expense5730 Venice Expense5731 Maintenance Education5732 Fire Safetv Education5733 Parkino. Lease Exoence for Truck5734 Supplies Restock5735 Vehicle Interest Expense5736 Match no Grant5737 Tool Room/Workshoo Expense5738 Meetings5739 Msc. Admin Expenses5740 Worker Grouo Health Care5741 Worker Group Retirement5744 UPMC Guarantee Fund5745 Worker Grouo Trainina FundsTotal Administrative Costs

2009/10 2009/10 12010/11B u d a e t A c t u a l - M a y l B u d g e t 2 0 1 0 / 1 1 2 0 1 1 / 1 2 1 2 0 1 1 / 1 2A c t u a l - D e c l i B u d a e t A c t u a l

House Maintenance CostsMinor Maintenance5701 Electrical5702 Fre Safetv5703 Plumbin5704 Heatino/Ventilation5705 Walls/Floors/Cellinqs5706 Doors/Windows5707 Aop ances5708 Structural/Foundation5709 Exterior Repairs5710 Landscaoln5711 Weathenzation/Enerqy Efficiency5712 Preventative Insoecton Repairs5713 Bulldlna Inspection Repairs5714 Routine Maintenance5715 Miscellaneous5716 PestContro5717 Lead Safetv5718 Asbestos Safetv Minor Maintenance Total $ 55,000 S 45,941

Maior Maintenance0000 Capital Replacement Set-aside Fund0000 Maior Maintenance5742 Maintenance Loan Principal (Capital Improve frd S 24,9005743 Maintenance Loan Interest (Capital Improve fr5707-HAppliances (To be capitalized/replacements)0000 Thornton Ave Development Project (Rehab)Major Maintenance Total I $130,400

49,000 S 103,60424,900 I i

I Final TOTAL I 5 254,620 I S251,381 5 268,040 I 5153,685 I $1,130,484S u r p l u s / O v e r r u n ! I S 3 . 2 3 9 I I S 1 1 4 . 3 5 5 I I S 1 , 1 3 0 . 4 8 4Increase from previous vear 862.4443 2 2 %I Final total(excludmq Thornton project)Increase from previous vearfwithout Thornton proiecty $556,584288.544

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MCC 2011-2012 BUDGET w/3% increase in maintenance from 10/11

Actual Estimated PROJECTED AggregateBUDGET Expenses BUDGET Actual for BUDGET for Difference

FY2009-2010 FY2009-2010 FY2010-2011 FY2010-11 FY2011-12$/per

member/per

month

$/per

member/per

monthREVENUESOwned House Income 631,560 629,116 648,370 648,370 668,257 $278.44 $15.29Interest Income 2,000 1,365 2,000 1,200 1,200 $0.50 -$0.33Co-op Loan Repayments (interest) 2,360 2,486 2,400 2,400 1,900 $0.79 -$0.19Late Fees 3,000 2,785 3,500 3,500 3,500 $1.46 $0.21Misc. Income 200 -91 200 2,700 200 $0.08 $0.00TOTAL REVENUES 639,120 635,661 656,470 658,170 675,057 $281.27 $14.97EXPENSES1. *Staff Salaries 125,618 127,374 125,294 125,294 137,628 $57.35 $5.002. *Employer Taxes 9,968 9,718 9,755 9,755 11,105 $4.63 $0.473. *Accounting Fees 3,000 3,000 3,700 3,700 4,100 $1.71 $0.464. Advertising (Membership committee) 300 410 150 150 480 $0.20 $0.085. Attorney Fees 7,000 10,712 11,000 15,000 12,000 $5.00 $2.086. Board Travel (accessibility) 0 0 50 50 100 $0.04 $0.047. Child Care 0 0 50 50 100 $0.04 $0.048. Child Subsidy 15,740 8,156 12,092 11,478 14,192 $5.91 -$0.659. Computer 500 500 6,000 6,768 600 $0.25 $0.0410. Education (Membership Committee) 600 350 1,000 1,000 1,500 $0.63 $0.3811. *Health Benefits 21,789 22,095 22,020 18,947 25,344 $10.56 $1.4812. *HOR Expense 3,288 2,407 2,480 2,888 2,512 $1.05 -$0.3213. *Insurance 51,168 48,846 52,682 46,800 50,574 $21.07 -$0.2514. *Interest Expense 65,935 61,874 45,000 40,584 36,276 $15.12 -$12.3615. *Jim Jones Fund Donation 1,000 1,000 1,000 1,000 1,000 $0.42 $0.0016. Literature 100 0 100 150 100 $0.04 $0.0017. *Mileage & Parking 700 650 700 700 700 $0.29 $0.0018. Misc. Administrative 250 164 250 250 250 $0.10 $0.0019. Misc. Expense & Contingency Fund 1,500 1,508 1,500 1,200 1,500 $0.63 $0.0020. *Mortgage Principal 21,174 22,463 29,863 29,858 32,051 $13.35 $4.5321. NASCO Scholarships 1,500 1,142 1,500 2,000 2,000 $0.83 $0.2122. NASCO Intern 0 -428 1,075 1,100 1,200 $0.50 $0.5023. NDS 0 0 1,200 1,200 1,200 $0.50 $0.5024. Newsletter 280 454 280 280 480 $0.20 $0.0825. *Office Supplies 2,500 2,678 3,000 2,400 2,400 $1.00 -$0.0426. *Officer Stipends 14,700 14,875 14,700 14,700 18,900 $7.88 $1.7527. *Photocopier 3,000 3,000 3,000 3,000 3,000 $1.25 $0.0028. *PILOT payment 11,525 11,122 11,344 11,344 11,571 $4.82 $0.0229. *Postage 600 542 600 600 600 $0.25 $0.0030. *Printing 1,000 364 1,000 1,000 700 $0.29 -$0.1331.*Office Rent 12,408 12,408 12,408 12,408 12,408 $5.17 $0.0032. *Retirement Benefits 4,944 4,523 4,925 3,960 5,505 $2.29 $0.2333. Security Deposit Interest 0 0 0 0 170 $0.07 $0.0734. *Staff/Officer Training 3,000 3,504 3,300 2,400 2,400 $1.00 -$0.2535. *Telephone (includes MSC cell phone) 2,100 2,137 2,100 2,100 2,100 $0.88 $0.0036. Web Development 50 0 50 50 2,400 $1.00 $0.98Routine (Ongoing) Maintenance Expense 150,400 166,670 202,400 202,400 276,081 $115.03 $52.37Maintenance/Administrative Costs 104,220 84,711 65,640 65,640TOTAL EXPENSES 641,857 628,929 653,208 642,204 675,227 $281.34 $13.90

NET GAIN (LOSS) -2,737 15,966 -170

*These items are fixed expenses

Owned house income increased by .32%in 09/10 and 2.66% in 10/11

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FY2009-2010 FY2009-2010 FY2010-2011 FY2010-11 FY2011-12$/per

member/per

month

$/per

member/per


NET GAIN (LOSS) -2,737 15,966 0



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FY2009-2010 FY2009-2010 FY2010-2011 FY2010-11 FY2011-12$/per

member/per

month

$/per

member/per


NET GAIN (LOSS) -2,737 15,966 0



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MCC 2011-2012 BUDGET w/requested maintenance increase lessThornton Avenue costs


FY2009-2010 FY2009-2010 FY2010-2011 FY2010-11 FY2011-12$/per

member/per

month

$/per

member/per

month

REVENUESOwned House Income 631,560 629,116 648,370 648,370 948,760 $395.32 $132.17Interest Income 2,000 1,365 2,000 1,200 1,200 $0.50 -$0.33Co-op Loan Repayments (interest) 2,360 2,486 2,400 2,400 1,900 $0.79 -$0.19Late Fees 3,000 2,785 3,500 3,500 3,500 $1.46 $0.21Misc. Income 200 -91 200 2,700 200 $0.08 $0.00TOTAL REVENUES 639,120 635,661 656,470 658,170 955,560 $398.15 $131.85EXPENSES1. *Staff Salaries 125,618 127,374 125,294 125,294 137,628 $57.35 $5.002. *Employer Taxes 9,968 9,718 9,755 9,755 11,105 $4.63 $0.473. *Accounting Fees 3,000 3,000 3,700 3,700 4,100 $1.71 $0.464. Advertising (Membership committee) 300 410 150 150 480 $0.20 $0.085. Attorney Fees 7,000 10,712 11,000 15,000 12,000 $5.00 $2.086. Board Travel (accessibility) 0 0 50 50 100 $0.04 $0.047. Child Care 0 0 50 50 100 $0.04 $0.048. Child Subsidy 15,740 8,156 12,092 11,478 14,192 $5.91 -$0.659. Computer 500 500 6,000 6,768 600 $0.25 $0.0410. Education (Membership Committee) 600 350 1,000 1,000 1,500 $0.63 $0.3811. *Health Benefits 21,789 22,095 22,020 18,947 25,344 $10.56 $1.4812. *HOR Expense 3,288 2,407 2,480 2,888 2,512 $1.05 -$0.3213. *Insurance 51,168 48,846 52,682 46,800 50,574 $21.07 -$0.2514. *Interest Expense 65,935 61,874 45,000 40,584 36,276 $15.12 -$12.3615. *Jim Jones Fund Donation 1,000 1,000 1,000 1,000 1,000 $0.42 $0.0016. Literature 100 0 100 150 100 $0.04 $0.0017. *Mileage & Parking 700 650 700 700 700 $0.29 $0.0018. Misc. Administrative 250 164 250 250 250 $0.10 $0.0019. Misc. Expense & Contingency Fund 1,500 1,508 1,500 1,200 1,500 $0.63 $0.0020. *Mortgage Principal 21,174 22,463 29,863 29,858 32,051 $13.35 $4.5321. NASCO Scholarships 1,500 1,142 1,500 2,000 2,000 $0.83 $0.2122. NASCO Intern 0 -428 1,075 1,100 1,200 $0.50 $0.5023. NDS 0 0 1,200 1,200 1,200 $0.50 $0.5024. Newsletter 280 454 280 280 480 $0.20 $0.0825. *Office Supplies 2,500 2,678 3,000 2,400 2,400 $1.00 -$0.0426. *Officer Stipends 14,700 14,875 14,700 14,700 18,900 $7.88 $1.7527. *Photocopier 3,000 3,000 3,000 3,000 3,000 $1.25 $0.0028. *PILOT payment 11,525 11,122 11,344 11,344 11,571 $4.82 $0.0229. *Postage 600 542 600 600 600 $0.25 $0.0030. *Printing 1,000 364 1,000 1,000 700 $0.29 -$0.1331.*Office Rent 12,408 12,408 12,408 12,408 12,408 $5.17 $0.0032. *Retirement Benefits 4,944 4,523 4,925 3,960 5,505 $2.29 $0.2333. *Staff/Officer Training 3,000 3,504 3,300 2,400 2,400 $1.00 -$0.2534. *Telephone (includes MSC cell phone) 2,100 2,137 2,100 2,100 2,100 $0.88 $0.0035. Web Development 50 0 50 50 2,400 $1.00 $0.98Routine (Ongoing) Maintenance Expense 150,400 166,670 202,400 202,400 556,584 $231.91 $169.24Maintenance/Administrative Costs 104,220 84,711 65,640 65,640TOTAL EXPENSES 641,857 628,929 653,208 642,204 955,560 $398.15 $130.71

NET GAIN (LOSS) -2,737 15,966 0



Documents

MaintCo Agenda 3-22-2011