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--- policy_documents:board_policy_manual:section_2 [2020/01/10 12:45] – itadmin
+++ policy_documents:board_policy_manual:section_2 [2025/04/22 06:45] (current) – hojosparks
@@ Line 3: / Line 3: @@
 __**2.0  POLICY TITLE: GLOBAL EXECUTIVE CONSTRAINT**__\\
-The Executive Team shall not cause or allow any practice, activity, decision, or organizational circumstance which, is either unlawful, imprudent or in violation of commonly accepted cooperative administrative practice and professional ethics, or in violation of Cooperative Identity, Values and Principles.
+The Executive Team shall not cause or allow any practice, activity, decision, or organizational circumstance, which is either unlawful, imprudent or in violation of commonly accepted cooperative administrative practice and professional ethics, or in violation of Cooperative Identity, Values and Principles.
 \\
@@ Line 12: / Line 12: @@
 Further, the Executive Team shall not:
-  -**2.1.1** Use application forms that elicit information for which, there is no clear necessity.
+  -**2.1.1** Use application forms that elicit information for which there is no clear necessity.
   -**2.1.2** Use methods of collecting, reviewing, transmitting, or storing resident information that fail to protect against improper access to the material elicited.
   -**2.1.3** Allow residents to be uninformed or misinformed about Cooperative Identify, Values and Principles, and their rights and responsibilities as cooperative members and as residents.
     -**2.1.3.1** Operate without a written policy on member relations, including rights and responsibilities as cooperative members and as residents.
+  -**2.1.4** Cause or allow conditions that leave members unaware of the process for setting the annual budget and member carrying charges.
+    - **2.1.4.1** Operate without a written and accessible policy on the Annual Budgeting Process, fail to share this policy with all members, or fail to facilitate at least one annual opportunity for members to learn about and provide input on the co-op’s budget.
+    - **2.1.4.2** Operate without a written policy outlining the expectations and procedures regarding the setting and stabilization of carrying charges (a “Charge Stabilization Policy”), or fail to share this policy with all members.
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@@ Line 30: / Line 33: @@
 __**2.3  POLICY TITLE:  TREATMENT OF WORKERS**__\\
-With respect to the treatment of paid and volunteer staff, member-workers and contractors, the Executive Team may not cause or allow conditions, which, are unfair, unsafe, undignified, disorganized, or unclear.\\
+With respect to the treatment of paid and volunteer staff, member-workers and contractors, the Executive Team may not cause or allow conditions, which are unfair, unsafe, undignified, disorganized, or unclear.\\
 Further, the Executive Team shall not:
-  -**2.3.1** Operate without written and consistently enforced personnel policies which, clarify rules for all workers and provide for effective handling of grievances internally.
+  -**2.3.1** Operate without written and consistently enforced personnel policies which clarify rules for all workers and provide for effective handling of grievances internally.
   -**2.3.2** Discriminate against any worker for non-disruptive expression of dissent.
   -**2.3.3** Provide for inadequate documentation, security and retention of personnel records and personnel-related decisions.
@@ Line 49: / Line 52: @@
   -**2.4.1** Promise or imply permanent or guaranteed employment to individuals.
-  -**2.4.2** Establish compensation and benefits which, are internally inequitable or not in alignment with similar student cooperative organizations.
+  -**2.4.2** Establish compensation and benefits, which are internally inequitable or not in alignment with similar student cooperative organizations.
   -**2.4.3** Change their own compensation and benefits, except to be consistent with the package for all other employees.
@@ Line 64: / Line 67: @@
   - **2.5.4** Plan for the operating reserves to drop below three months or 25% operating expenses.
   - **2.5.5** Provide less for board prerogatives during the year than is set forth in the Governance Investment policy (3.8).
+  - **2.5.6** Fail to present an annual multi-year financial and strategic plan for the Board to review.
+    - **2.5.6.1** Fail to include projections related to vision, expansion, and fiscal priorities as part of the multi-year plan.
+  - **2.5.7** Modify the monthly carrying charge amount for any SHC household or housing unit without approval by a majority vote of the Board.
+  - **2.5.8** Fail to use the Charge Stabilization Policy as set forth in Treatment of Member-Residents (2.1.4.2) as a guide during the Annual Budgeting Process.
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@@ Line 76: / Line 82: @@
   - **2.6.4** Conduct interfund shifting in amounts greater than can be restored to a condition of discrete fund balances by certain, otherwise unencumbered revenues within 30 days.
     - **2.6.4.1** Exception: Use funds to purchase up to $30,000 of refrigerators from Best Buy to be used in SHC properties until reimbursed in full by BWL . This policy expires February 28, 2018.
   - **2.6.5** Incur debt other than trade payables or other reasonable and customary liabilities incurred in the ordinary course of doing business.
   - **2.6.6** Allow late payment of contracts, payroll, loans or other financial obligations.
@@ Line 83: / Line 88: @@
     - **2.6.8.1** Exception: Purchase $10,000 of lumber from The Wood Butcher to be used in SHC properties. This policy expires August 1, 2016.
     - **2.6.8.2** Exception: Hunnicutt Plumbing costs paid from operating budget.
+    - **2.6.8.3** Exception: Exceed $100,000 budgeted amount by up to $77,695 for electrical, HVAC upgrades, and vacancies at 711 W Grand River Ave, East Lansing during Summer 2018. This policy expires September 1, 2018.
   - **2.6.9** Acquire, encumber or dispose of real property.
   - **2.6.10** Fail to aggressively pursue receivables after a reasonable grace period.
@@ Line 99: / Line 104: @@
   - **2.7.3** Operate without proper risk management and appropriate insurance toward continuous operations, services and property.
   - **2.7.4** Allow unbonded personnel access to material amounts of funds.
-  - **2.7.5** Allow inadequate security of cooperative premises and property and reasonable protections for member personal property.
+  - **2.7.5** Allow inadequate security of cooperative premises and property or fail to provide reasonable protections for members' personal property.
   - **2.7.6** Make any asset purchase:  (a) wherein normally prudent protection has not been given against conflict of interest;  (b) without having obtained comparative prices and quality;  (c) without a stringent method of assuring the balance of long term quality and cost.
     - **2.7.6.1** Exception: emergency purchases.
   - **2.7.7** Allow improper access to data, intellectual property, and information or files to be unprotected from loss, theft or significant damage.
     - **2.7.7.1** Allow improper usage of members’ personal information.
   - **2.7.8** Receive, process or disburse funds under methods that are insufficient to meet the GAAP standard for internal controls.
   - **2.7.9** Allow investments or operating capital to be held in insecure or uninsured instruments or unreasonably risked.
@@ Line 127: / Line 130: @@
     - **2.9.1.1** Neglect to submit monitoring data required by the board (see policy on Monitoring Executive Team Performance) in a timely, accurate and understandable fashion, directly addressing provisions of board policies being monitored and including operational definitions and verifiable data.
     - **2.9.1.2** Allow the board to be unaware of any actual or anticipated noncompliance with any Ends or Executive Limitations policy as soon as the condition becomes apparent, regardless of the board’s monitoring schedule.
-    - **2.9.1.3** Hesitate to advise the board if the board is out of compliance with its own board means policies, particularly in the case of board behavior which, is detrimental to the working relationship between the board and the Executive Team.
+    - **2.9.1.3** Hesitate to advise the board if the board is out of compliance with its own board means policies, particularly in the case of board behavior, which is detrimental to the working relationship between the board and the Executive Team.
     - **2.9.1.4** Allow the board to be without decision information required periodically by the board or let the board be unaware of relevant trends.
     - **2.9.1.5** Present information in unnecessarily complex or lengthy form or in a form that fails to differentiate among information of three types: monitoring, decision preparation, and other.