Providing affordable student housing since 1932

Treasurers (TR)

Contact Info

Finance Department Contact Info

Director of Financial Services
Karin Lee Keim, CPA

Email: DFS@icc.coop
Office: 734-662-4414 (x7309)
Direct: 734-372-7309
Cell: 734-634-3919

Hours: 12-9 PM M-F

Financial Services Coordinator
 

Email: iccfinanceoffice@gmail.com
Office: 734-662-4414 (x7314)
Direct: 734-372-7314

Hours: 10 AM – 6 PM

VP of Finances
Chair of Finance Committee

Email: vp.finance@icc.coop

Meeting Times: TBD

Review Rent Manager Member List and Owner Web Access:

Look for these issues:

  1. Is everyone at the house listed? Is anyone listed that’s not at the house? Has anyone left the house? Total # of occupants is printed at bottom.
  2. Has everyone been charged the right amount?
  3. Does the balance due look okay?
  4. Are the people being charged for doubles living with a roommate?
  5. This is the only reminder to housemates that charges are due–your job is to get everyone to pay on time, so post this or email it to EVERYONE as a reminder.
  6. Please let us know if you see any problems.

Payment Due Dates and Fines

  1. Rent is always due on the 1s​t​ of the month, reminders are sent on the 5t​h​ and $15 late fines are assessed on the 6th​ if their account balance is over half of current central campus F/W charges.
  2. If a person owes over half of current central campus F/W charges on the 15th of the month, then eviction proceedings may begin, unless they have a payment plan.
  3. Members will pay using our online system (accessible through the “Pay Charges” link on the ICC website). Individuals have access to their own account information, and there are tabs across the top of the Tenant Web Access payment screen, including a “Transaction History.” This will display a breakdown of all the member’s charges and payments.
  4. Remember financial aid: payment plans and MLK and Bridge scholarships.

House Budgets

Your budget​ ​needs to be voted on at a house meeting – use last year’s numbers as your starting point. September house charges were estimated. Your current year budget will include September, but we will only change charges for October onwards. You’ll need to account for how much you already paid in September.

We have designed a budget template that may help! You need the estimated number of members in your house to plug into the template, along with numbers for each budget line item. The template will subtract out September charges and calculate charges per member per month, then you can make changes and adjustments from there. You may want to discuss more than one option at the house meeting.

Consider these issues when figuring out your budget:

  1. The number of residents last year versus this year.
  2. Do you have any set bills you have to pay, like periodicals or TV?
  3. Make sure you budget enough for paper products and cleaning supplies.
  4. The amount and kind of food your house wants. For instance, if the house is
    interested in buying more organic and/or local products make sure to discuss how
    this will affect your budget.
  5. We’ll need a copy of the approved house budget and the minutes ASAP​ so
    monthly charges can be posted for October. Please turn them in by September 26, 2018 at the latest. If you need to adjust your budget, you will be able to discuss that as a house, vote on it and submit for January, 2019.
  6. Track your spending! Part of budgeting is keeping track of how well you did at estimating your costs. We’ve given you a sample budget tracking sheet, but you can use your own if you prefer. Please upload your spreadsheet to the Google Drive and share it with us: iccfinanceoffice@gmail.com.

House Charges Release Forms

Requires meeting minutes with the house vote and two signatures on a paper form.

Checking Account Balance

As you pay the house bills you need to be aware of how much money you have in the bank account. Enter all checks written on the green sheets and​ keep a running balance ​so you don’t overdraw the account. Take the beginning balance and subtract each check and add each deposit. Each column on the right of the green sheet will be labeled with an expense category, and each time you write a check, enter it into the appropriate column. At the end of the month, the total of all checks written should equal the total of all of the expense columns. ​We will do this with you one-on-one the first time. Make an appointment to come in sometime when you have at least 30 minutes to spend with us.

Note: You may not write a check to yourself!

Money is transferred into house accounts upon request, or when your balance is below $1000, so know your bank balance by keeping a tally on the green sheet and plan ahead​.

Bills/Expenses

  1. The ICC pays for Student Buyers (SBA) and all Comcast bills. We will try to email you a report of ICC-paid expenses monthly.
  2. The ​SBA​ bill must be approved before we will pay it. The food steward and treasurer should look it over and make sure that all items charged were ordered and that there are receipts showing what was purchased. ​Make sure that you are collecting receipts for every purchase​. When you get your SBA bill you need to compare the total of the receipts with the total of the bill. Revoke credit card privileges from anyone who does not turn in receipts or misuses the cards.
  3. If something on the SBA bill is NOT Food and Supplies, please let us know so that we can record it in the appropriate budget category.
  4. SBA charges a 5​% cooperative handling fee​ based on the total of the bill. But remember, the SBA is a nonprofit cooperative and any profit they make is returned to the members as a rebate.

What You Need to Bring Into the Office Each Month

  1. Green sheet and ​ALL receipts​ by the ​15th​. Please staple each receipt to the corresponding check copy and bring voided checks.
  2. Two-part Treasurers Monthly Report and bank statement. The bank statement is necessary to complete the monthly reports. The UMCU Credit Union sends us copies of your bank statement each month and we forward them to you.
    1. Part 1 is a summary of the green sheet showing just the totals, not all the detailed expenditures. If your green sheet balances then this will balance too. Simply transfer totals over.
    2. Part 2 reconciles what the Credit Union says you have in the account to what your green sheet says you have. The difference is usually just checks you have written that the Credit Union doesn’t know about. Come into the office with your green sheet balanced and we’ll walk you through this the first time.
    3. Once you fill out the reports you will turn them in to us. When you bring them to the office we will make a copy for you to take back to your house. This report will only show expenses that go through your checking account. You should have a separate record of total expenses that include bills paid at the office. Only you will know if the house is spending more or less than budgeted, ​so you are responsible for making regular budget reports at house meetings. It’s a big part of your job!

Fines and Additional Charges

We require 2 “signatures​” to process fines and additional charges. If your work manager wants to fine people, have them email you the first and last names, dates, missed chores and amounts to be charged and then IF you agree that the fines are legitimate, forward the email to us. If you have more than a few fines, you must summarize them in a spreadsheet. Fines must be turned in in a timely manner. We won’t post fines that are more than 30 days old.

Amenities Fund

The ICC holds money in trust for each of the houses. You can spend this money on ​any long-term improvements​ to the house that the ​members agree upon​. The items purchased through the House Amenities Fund are used to benefit present AND future members. All amenities fund purchases MUST be approved by house members at a house meeting. Wall votes and email votes will not be accepted.

Steps to spending amenities money:

  1. Ask the finance department how much money is in your amenities fund.
  2. Vote to approve purchase at a house meeting.
  3. Purchase item—either pay directly with a house check or write a check to reimburse an individual who paid out of pocket. You can also use a credit card, order through SBA or order online, if you tell us.
  4. Fill out an Amenities Reimbursement Form. Attach meeting minutes, receipts, and carbon copy of the check used for the purchase.
  5. Bring all the paperwork to the Finance Office with your monthly accounting. We will take the money out of your amenities fund and credit it to the house. This will take place behind the scenes—you won’t see a deposit into your account.

Maintenance Reimbursements

Ask before you spend as many items are covered by ICC collected funds, but maintenance funds are limited! Each house also has limited funds allocated for landscaping. Items paid for by the ICC need to be approved by Geoff Mayers in maintenance.

Maintenance policy handbook on groundskeeping:

2.5.1  Landscaping should be done with the intent of maintaining, beautifying or improving the exterior of a house. Houses may spend up to their allotted amount for each FW and again for SS term on landscaping from Annual Maintenance. Escher will be allotted $300 per term, Black Elk, Gregory, Ella Baker, King, Luther, MichMinnie’s, Owen, Truth and Vail are allotted $150.00 per term, Lester, Debs, Linder, Nakamura, Osterweil, Ruths’, Rochdale and Ed Center are allotted $100.00 per term. Landscaping funds do not accrue over time. Additional funds must be approved by the Maintenance Staff. It is strongly recommended that houses buy perennial flowers or low maintenance bushes or shrubs.” 

Resources:
  • You can get free compost to use in your garden! (Saturdays only, 8 a.m.–noon between April 13 and June 29, 2019, or while supplies last)
  • The Washtenaw Conservation District has a variety of native plants for sale
  • The WCC Seed Library has a variety of flowers and vegetables (and some additional gardening resources)
  • Here is a presentation about the Native Garden Initiative that contains a lot of useful information – from information about types of gardens to information about city regulations regarding height of groundcover plants
  • Here is the list of locations where the ICC has charge accounts (so no mucking around wit reimbursements or anything) – your maintenance manager has access to these

New Treasurers Checklist

  • Login to your Treasurer email. Email passwordrecovery@icc.coop to gain access to your .treasurer@icc.coop email account.
  • Attend New House Officer’s Training (NHOT).
  • At NHOT get on your house’s UMCU checking account. You will need to bring your photo ID and sign a form so that you can become an authorized signer on your house’s UMCU checking account.

You can view the Treasurer Google Drive folder here.

Monthly Checklist

  • Fill out Green Sheets and turn in all receipts by the 15th of the month – staple each receipt to the corresponding check copy and bring voided checks
  • Fill out two-part Treasurers Monthly Report and bank statement
  • Remind housemates to pay rent
  • Write checks to housemates for reimbursements
  • Give bottle return money to Finance Office
  • Schedule monthly meeting with Director of Financial Services
  • Manage and review debit and credit cards
  • Fill out House Charges Release form if necessary

Monthly Treasurer's Report

Checks

You can read more about how to write a check here.

House Cards

Responsibilities from House Constitutions

Baker

Article III – House Decision Making

D. Finances

1. Setting Budget and Charges. (i) The Treasurer shall propose the House budget early in the year, which will form the basis of future House charges.

3. Exceeding Budget: Treasurer should notify the Officer who runs the budget when they are approaching/exceeding the limits of their budget.

Article VI – Officers

F. Treasurer

  1. Responsibilities. The Treasurer is responsible for the following:
    1. Informing Members of due dates for all payments at least seven days in advance;
    2. Paying all Member refunds and reimbursements;
    3. Paying all House bills from the House checking account;
    4. Facilitating the discussion of the House budget, accurately informing and explaining the impact of budget changes on House charges;
    5. Preparing and submitting for House the final House budget for Member consideration no later than one month after the beginning of each term;
    6. Reporting Members with overdue charges to the President, and assessing fines; Maintaining the House books and preparing statements as required by the ICC Director of Financial Services;
    7. Providing the House with regular financial statements and expense reports as necessary;
    8. Accurately recording fines, credits and all other House variances to Member accounts and communicating them with the ICC;
    9. Assisting Maintenance Manager and FoodCoordinator with budgeting and ordering supplies, kitchen supplies, and food respectively;
    10. Serving as liaison between the House and the ICC Financial Coordinator; and
    11. Reviewing and commenting on all Amenities proposals and their effect on their budget at a House meeting;
    12. Being a check-signer for the House checking account; and
    13. The member filling the position of Treasurer shall receive 3 hours of labor credit

Article VIII – Discipline

4. Recording fines.

  1. The Work Manager, or fining officer, shall inform the Treasurer, President, and fined Member of all levied fines.
  2. The Treasurer shall keep a record of un-appealed fines for each Member, and inform the ICC.

Ella Baker Graduate House By-Laws

8. Guests.

0. Members may have a guest for dinner for up to 2 consecutive nights without prior notification of the house.

  1. Guests staying in the House overnight longer than 4 nights per semester shall require House approval. If joining in communal meals and/or using GUFF food supplies, guests shall also pay house charges for their stay (determined by the number of days at Baker multiplied by the daily house charge, as set by House Treasurer), or may work the equivalent labor hours as determined by the ICC living wage.

Black Elk

Sec 2 The Officers and their duties:

F. The treasurer shall formulate the house budget and present it to the house for approval, keep account of all transactions including online rent payments, and make monthly balances of the books. For transparency sake, all treasurer documents should be updated frequently and made available online in the appropriate Google Drives and should only be editable by the treasurer and house president. They are responsible for making financial reports at house meetings. At the beginning of the month, the treasurer is responsible for reminding members of their house and ICC charges. The treasurer shall keep other house officers well informed concerning the financial status of the house and its budget. The treasurer will write check reimbursements to members who have bought house-approved items on personal cards and will oversee house credit card purchases.

Debs

ARTICLE FOUR: HOUSE OFFICERS

Officers to be elected at the first House meeting are outlined in Article Three, Section One. Officers shall receive the following work hours: iii. Treasurer, half work hours

b) The Treasurer

  1. Prepares and submits the House budget for member consideration at the second House meeting of each term
  2. Makes financial reports at regular House meetings and when otherwise necessary. Reports must include the names of everyone (current and non-current members) in debt to the House
  3. Send regular reminders for members to pay House charges, reimburse members for expenses on House goods, keeping a record of all transactions
  4. Post budget variance each month and notify the House of any surpluses or deficits
  5. Be in communication with members as officers as necessary to monitor expenses
  6. Attend ICC finance meetings to regularly assess financial situation of the house.

Escher

Article 4: House Labor

4.5. The Work Manager shall inform the Treasurer of fines due to missed, partially completed, or substandard shifts. It shall then be the Treasurer’s job to keep a record of how many fines each member has. Missed shifts accumulate within the previous six month (6 month) period. Thus if a member misses a shift on September 1, that absence would be stricken from the record on March 2.

Article 5: House Officers

5.1.5. Treasurer

  1. Responsible to President and House.
  2. Prepares the House budget in consultation with the ICC, any House staff, and the House.
  3. Presents the House budget for member consideration by September 20th for the Fall/Winter contract period and May 20th for the Spring/Summer contract period.
  4. Assists ICC Finance Office in maintaining House financial records.
  5. Reviews rent rolls sent by the ICC.
  6. Maintains a document of charges, fines and credits.
  7. Keeps accounts receivable journal of House revenue.
  8. Tracks and manages cash, check, credit card, and incoming receipts. Pays House bills as needed and maintains the House checkbook.
  9. Reconciles bank statements to the ledger each month.
  10. Organizes annual review meeting for any staff member of the House.

Article 8: Finances

8.2.5. Up to $600 per contract period may be spent by officers to repair or replace broken appliances without obtaining house approval. Such purchases must be approved by the Treasurer, President, and one other officer. This must be reported at the next House meeting.

Gregory

Article V: House Officers and Elected Positions

The officers of the House, and the order of elections shall be as follows:

2b. The Treasurer shall serve from the election in the fall contract period until the end of the winter contract.

5b. Treasurer (full time position)

  1. Serves as the chief financial officer of the House;
  2. Prepares and submits the House budget for member consideration at the second House meeting of each term;
  3. Collects all charges to submit to the ICC, and pays all debts for the House;
  4. Authorizes purchases of budgeted or appropriated expenditures;
  5. Maintains accounts in accordance with ICC finance methods and standards as outlined in the ICC Standing Rules, Appendix B: Standards of Bookkeeping for House Treasurers, so that the value of current assets, liabilities, expenses, and equity of the House and the debts of House members can be accurately determined;
  6. Asks members who are one month behind in charges to sign a loan agreement; vii. Prepares monthly balances, presents the balances at the next House meeting, and prepares all other reports required by the ICC;
  7. Notifies the House when a member has bad debt;
  8. Cooperates with other house treasurers and the ICC staff in notifying former members of assessments, rebates, and bad debts;
  9. Establishes procedures for making House purchases of supplies and equipment;
  10. Provides financial reports requested by other House officers or by motion at a House meeting;
  11. Attends all meetings for house treasurers and all ICC officer meetings.

King

Section 3 – Duties

d. The Treasurer shall:

  1. Collect monthly and other charges from House members.
  2. Post member accounts in a timely fashion.
  3. Pay house bills.
  4. Write and present the House budget to the House for approval by the members.
  5. Alert House members of all financial issues which concern them.

Lester

Section 3: Duties of the House Officers

e) Treasurer: The treasurer shall formulate the house budget and present it to the house for approval at the beginning of the term in a timely manner, reimburse house members for approved purchases for the house, keep track of financial transactions, submit a monthly financial report to the ICC, be responsible for keeping the house informed on its financial status and tracking monthly budget expenditures, remind members to pay house charges, and direct members who are experiencing financial difficulty to the resources the ICC provides for members in such positions (scholarships, payment plans, etc.). The person holding this position shall receive 2 work hours.

Linder

IV. Duties of House Officers

c) The Treasurer shall:

  1. Educate members on the budgetary process and provide relevant financial information/histories. Facilitate a budget meeting to vote on the budget for the semester;
  2. Make financial reports at regular House meetings and when otherwise necessary;
  3. Process member fines and additional charges;
  4. Write reimbursement checks;
  5. Prepare financial statements meetings;
  6. Keep up-to-date on House accounts and request transfers as needed;
  7. Monitor activity on House debit card and check receipts of house purchases. Report any inconsistencies or misuse and confiscate card if necessary;
  8. Manage House check book. Verify purchases and make payments as needed;
  9. Assist with closing House books from the previous term;
  10. Manage amenities fund purchases.

Luther

ARTICLE VI: HOUSE OFFICERS

6. House Treasurer:

  1. Shall fill out financial forms required by the ICC, turn them in on time and make copies for the house records.
  2. Shall draw up and propose a budget within the first month of the term.
  3. Shall submit the house budget to the ICC by the deadline.
  4. Shall reimburse members with house funds for house-approved purchases.
  5. Shall keep a variance of house funds and shall report a statement to the house monthly. The treasurer shall find errors and report them to the house and the ICC.
  6. Shall be the point of contact between the house and the entities from which the house makes purchases using the house budget.
  7. Shall notify the house of monthly charges.
  8. Shall keep track of all warranty information for house purchases.
  9. Shall receive 2.5 work hours for this position.

MichMinnies

3. Duties of the Community Officers

3.4. The Minister of Finance shall:

3.4.1. Receive four hours of work credit

3.4.2. Collect receipts for the house and reimburse members.

3.4.3. Prepare a budget, keep an account of house money, and make a monthly report on the

3.4.4. financial condition to the house.

3.4.5. Attend all ICC Treasurer Training Meetings.

3.4.6. Notify the house of delinquent bills and bill old members who have unpaid bills.

3.4.7. Maintain a vigilant watch over the house funds and inform the membership if any aspect of the budget gets out of hand

3.4.8. Be responsible for maintaining and distributing Partial Boarding Contracts

Nakamura

Section 4: Officer Records.

c. The Treasurer shall:

  1. Formulate the House budget and submit it to the House for approval.
  2. Make financial reports at regular House meetings and when otherwise necessary. Reports must include name of everyone (current and noncurrent members) in debt to the House.
  3. Prepare financial statements as dictated by the ICC and attend all ICC Treasurers’ meetings.
  4. Assist with closing the House books from the previous term.
  5. Work to collect debts from former members of the house.
  6. Attend appropriate officer trainings.
  7. Post the Monthly Report in a public place.
  8. Attend meetings of the House Council.
  9. Submit a written record at the end of the term to the House President

Osterweil

Sec. 3. Duties of Officers

d. The Treasurer-Accountant shall collect all the money for the house and pay all house bills. S/he shall prepare a budget, keep an account of house money and make mid and end of semester accounts of the financial condition of the house. S/he can charge members double for any phone call not signed for that is found to be theirs. It is his/her duty to bring to the attention of the house any problems members may have with payments. Shall facilitate, or choose facilitator, at House Meetings in case of unexpected absence of President.

Owen

Article V: House Officers and Elected Positions

Treasurer: The house treasurer shall prepare a budget and present it to the house at the second house meeting of each term, collect all income and pay all debts for the house, authorize budgeted or appropriated expenditures, establish procedures for making house purchases, prepare monthly balances, present the balances at the next house meeting, prepare all other reports required by the ICC, provide financial reports requested by other house offices or by motion at a house meeting, and purchase administrative supplies. They shall maintain accounts in accordance with ICC methods, so that the value of current assets, liabilities, expenses, and equity of the house and the debts of the house members can be accurately determined. The treasurer shall cooperate with other house treasurers and the ICC staff in notifying former members of assessments, rebates, and bad debts. They shall participate in all meetings for house treasurers and all ICC officer meetings. They shall ask members who are one month behind charges to sign a loan agreement with the house that includes the amount owed, the payment policy, the signatures of the member and two witnesses to that signing, the date and a space for the date in which the house accepts the agreement. The loan agreement must be presented to the house at the next house meeting and approved by one-third of all house members to reach house approval.

Ruths'

Section C Duties

2) Treasurer shall:

  1. Keep the House finances in good order.
  2. Educate the House regarding House and ICC finances.
  3. Prepare the House budget and submit for House approval.
  4. Collect charges from members, keeping account of each transaction.
  5. Pay all House bills, including refunding members who have made House purchases.
  6. Prepare financial statements as required by the ICC.
  7. Assist with closing House books from the previous term and rebate or assess pervious members if necessary.
  8. Serve on an ICC committee, to be assigned by ICC Treasurer.
  9. Notify the House if the budget seems inaccurate and propose appropriate revisions (to be modified and approved by the House).
  10.  Make a regular financial report of House Meetings and when otherwise necessary. Reports shall include the names of everyone (current and non-current members) in debt to the House.
  11. Manage the phone bill, posting and collecting long distance charges.

Truth

No content in house constitution.

Vail

Treasurer (1 person, 2 hrs)

The Treasurer is primarily in charge of house finances. They make sure that each member knows that payments are due at the start of the month, and work with them to create payment plans if monthly payment does not work for them. They create the house budget, working with the Ordering/Food Steward to ensure that we are keeping the house as affordable as possible and getting the food and other supplies we need to live well. The Treasurer educates the rest of the house about how the budget is set and works with them to vote on and create a budget. Every month the Treasurer updates the house about the budget in specific terms and provides charts and other data to transparently show where our money is being spent. The Treasurer is in charge of managing fines that house members might incur and working with them to pay their fines. They must also be aware of how much money we have in the Amenities Fund and offer advice on how to spend it when needed.

Tasks include:

  • proposal of house budget at the beginning of each year by working with the food stewards
  • alert members of payments due
  • help members with payment plans
  • educate house members about how budget works
  • ensure that we keep the house as affordable as possible while living well
  • provide data and visuals of house spending and report out at house meetings
  • advise on how to spend amenities fund

As someone interested in taking on this position you may consider these questions:

  1. How can the house best be educated about the way finances work in a coop?
  2. How does a cooperative operate differently from other living situations? How can we educate people about the awesome economic benefits of coops?
  3. How can we reduce costs in the house? What costs are extraneous or can be avoided?
  4. How can we best keep people up to date about house spending in an accessible way?

House Charges Release

Baker

C. Release of a Member from future rights and obligations.

  1. Automatic. A Member may be automatically released from all future obligations if the member is:
    1. Drafted into the military of any sovereign country,
    2. Dies
    3. Expelled, or
    4. Released by the ICC Contract Committe
  2. By Request. Member may request that she be released from all or any specific House obligations, including House Labor and Charges, through the following process: i
    1. Send an email to the house president with thorough explanation
    2. The President will add agenda item for next house meeting
    3. The member will present request at house meeting. House will discuss request and vote in accordance with the house voting procedure
    4. Releases from obligations may come before, during, or after the dates for which releases are requested
    5. Release from House charges does not constitute a release from ICC charges, or a release from any other obligations under a Member’s contract with the ICC.

Black Elk

No content in house constitution.

Debs

No content in house constitution.

Escher

Article 2: Membership

2.7. Release of a member from House charges.

2.7.1. A member shall be released from House charges and House Labor automatically when written documentation of one of the following circumstances is provided:

  1. The member will be drafted into the United States military. The automatic release shall occur one month before the member is inducted.
  2. The member has failed out of school. The automatic release shall occur on the date the member leaves the house.
  3. The member or member’s significant other has become pregnant. The automatic release shall occur on the date the member is notified by their doctor.
  4. The member dies.

2.7.2. A member may request that they be released from House charges or labor for any reason as follows:

  1. A written request must be presented to the President. This request must specify the grounds for release, as well as a date when the release would be effective.
  2. The President shall call an open meeting of the Judiciary Committee to hear the request. This meeting may be replaced with a House meeting if the President and Vice Presidents decide so unanimously.
  3. The House hears all evidence from the member requesting release, as well as other interested members. The Treasurer shall also provide information on how such a release would impact the House budget. The Work Manager shall also provide information on how such a release would impact the House Labor.
  4. The Judiciary Committee votes to recommend or not recommend release of the member. The President composes a report which includes all relevant facts and the Committee’s recommendation, and informs all house members.
  5. At the next regularly scheduled House meeting, the House membership shall decide the issue by in-meeting ballot vote (See Section 3.3). 2.7.3. A member who is released from full House charges is expected to vacate their room and the building on the effective date of the release.

2.7.4. A member leaving the co-op for a period of fourteen (14) consecutive meal-providing days or more shall be automatically released from food charges (this does not include release from labor responsibilities), provided that they notify the Treasurer in writing prior to their departure.

Gregory

Article II: Membership

5. A motion to release a member from House charges or a motion to allow a member to rescind his/her membership contract with the ICC and the House must be passed by the members of the House according to standard House process in order to take effect.

King

No content in house constitution.

Lester

No content in house constitution.

Linder

V. Release from House Charges (see ICC Standing Rule 5.1)

Luther

No content in house constitution.

MichMinnies

5. Release from House Charges

5.1. Please Refer to ICC Standing Rule 5.1.7 BOARDER RELEASES: “Boarders not residing in ICC houses are automatically released of responsibility for ICC charges if they are completely released from house charges. Under special circumstances, members who room and board within the ICC may be released from the boarding portion of their contract with approval from the boarding house.” (21/05)

5.2. Under special circumstances

5.2.1. All MichMinnie’s members seeking release from house charges or to buy out of their contracts must fulfill the following:

5.2.2. Notify the President prior to a Community meeting of their intention and desire to be released from House charges

5.2.3. Make a good faith effort to find a contract replacement, including (as examples) posting the open spot on social media or classified web sites.

5.2.4. Pay a release fee of $50, intended to treat members to farewell ice cream

5.3. At the next Community meeting, members should vote on releasing the member on the above conditions. The leaving member may choose to offer an explanation for why they believe a release from house charges is justified.

5.4. Any member may call for discussion and a vote on releasing a member of the release fee based on the display of the leaving member’s effort. This is a separate majority vote.

Nakamura

No content in house constitution.

Osterweil

Article VI House Policies

Sec 8 Release from food charges A member who is away from the house for 30 or more non-interim days may petition the house prior to their departure to be released from house food charges for said period.

Owen

Article III: House Meetings

Section 7 A motion to release a member from house charges or a motion to allow a member to rescind his membership contract with the ICC and the house must be passed by sixty percent of the members of the house.

Ruths'

Section D Release From House Charges

  1. General:
    1. Release from House charges must precede any attempt of a member to gain release from ICC charges.
    2. Cases should be judged on the basis of the:
      1. effort made by member to fill her spot, keep the House informed of situation and minimize inconvenience to the House, and,
      2. extent to which circumstances forcing the member to seek release from House charges were out of his control.
    3. House members can only release someone from her charges by agreeing to take responsibility for these charges themselves.
  2. Grounds:
    1. death,
    2. pregnancy,
    3. c. flunked out of school,
    4. d. draft, or
    5. extenuating circumstances (considered case by case)
  3. Procedure:
    1. Release from House Charges can only occur at an open hearing at a House Meeting, which:
      1. must be posted four days in advance
      2. the member in question must be able to attend, send a proxy or willingly waive the right to attend, and
      3. has quorum present.
    2. The decision to release someone from house charges:
      1. May be by secret ballot at the request of a single member.
      2. Requires the support of two-thirds of the House to pass.

Truth

No content in house constitution.

Vail

Release from House Charges

  1. If a member would like to be released from house charges, they fill out a replacement request form and consults with the ICC staff member. They have the following options:
  2. b. Release by Replacement (Standing Rule 5.1.2.). Member is replaced by:
    1. Recruiting a replacement
    2. A member from the waitlist
  3. Release by Contract Release Committee (CRC) (Standing Rule 5.1.4 – 5.1.6).Member is replaced by CRC decision, based on:
    1. CRC approval of petition
  4. Release by Buy out (Standing Rule 5.1.3). Member is replaced by paying contract buy out fee:
    1. i. One and a half month’s charges + shares
    2. 2 months charges without using shares

Share Returns

When your house members are moving out of the ICC completely remind them to fill out the share return form: bit.ly/ICCShareReturn. This will get them their $500 in shares back.