Oxford House, Inc.

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

President's Duties:
• President will be responsible for calling a regular business meeting not less than
once per week. The President will preside over the meeting and will follow the
Oxford House Sample Meeting Agenda and basic parliamentary procedure.

• The President will have the duty of accepting responsibility for general leadership
within the house. Such leadership should include encouraging all house officers to
fulfill their duties and frequent AAlNA meeting attendance by all house members. In
addition, the President should stand ready to entertain any complaints from
members of the house as to general operation, personality conflicts, or events which
would affect the reputation of the house.

• The President, when present, will be responsible for calling and presiding over
emergency house meetings, particularly in regard to a house member's concerns of
possible alcohol or drug use by a res~dent.

• The President will be responsible for presiding over the process of interviewing
prospective new residents. In addition, unless otherwise delegated, the President
will be responsible for orienting new house members, including reading house rules,
filling out appropriate paperwork, and providing newcomer packets.

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

• The President will represent the house at Chapter meetings. The President will vote
on behalf of the house and report the status of the house to the Chapter, including
providing a monthly financial status report and monthly activity report. The President
will be responsible for reporting to their house all decisions and business conducted
at each Chapter meeting.

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

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

• The President will be responsible for checking the house phone voicernail on a daily
basis, retrieving any house business-related calls, and addressing them
appropriately in a timely manner.
 • Running a House Meeting
o Go through agenda
o Discuss parliamentary procedure
o Emergency meetings
• For true emergencies only: relapse, violence, threats of
violence - lower level issue should wait until regular business
meeting
o Keeping order/recognizing speakers
• Conducting Interviews
o Go through interview procedure in packet and discuss
• Orienting New Members
o Unless house has buddy system, president's responsibility
o First 24 hours, read rules aloud, documents signed: application,
signed copy of rules, residency contract, probation contract,
emergency medical info, personal property list
o Recommend scanning these critical documents (have electronic copy)
o If a house is using "My Plan for Recovery", make sure it is brought to
and discussed at a business meeting
o Help with bus system, meeting locations, grocery stores.jobs (?)
• Role as Financial Officer
o MUST ensure audit is held with treasurer and comptroller, established
time every month
• Chapter Meeting
o Discuss which forms to bring and how to present: new financial
summary form (filled out at audit with a copy brought to chapter),
new house activity report (chapter house report)(filled out by
secretary, presented by president)
o Concept of representing house with vote
o Discuss that in president's absence, house must vote to approve
someone to vote for house at chapter meeting
• Leadership (Mediator), Not a Boss
o Principles over personalities
o Listen to all sides, remember everyone has an opinion and a story
• Voicemail
o Must he checked daily by president
o President must return house related calls, or delegate to appropriate
house officer [e.g.... interviews get turned over to secretary)
o Make sure voicemail stays open '
o Ensure appropriate house greeting
 Oxford House, Inc.

SECRETARY
Each House shall have its own duly-elected Secretary. The Secretary must be a
resident of the particular house and shalt serve a term not to exceed six months. A
resident may not serve as Secretary for two consecutive terms. but may be elected to
Secretary again six months after the completion of one term.

Secretary's Duties:
• The Secretary will accurately and thoroughly record the minutes of each weekly
house meeting, interviews, and emergency house meetings and will maintain an
organized Secretary's Manual.

• The Secretary will maintain a house resident record book, keeping organized files on
all resident applications, contracts, and other forms.

• The Secretary will keep pending applications for new residents and oversee
interview scheduling process.

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

• The Secretary will update the annual house activity report form on a monthly basis
and will update the Chapter Secretary each month no later than the second day of
the month. The Secretary will complete a monthly activity report for the President to
present at the monthly Chapter meeting.

• The Secretary wilt be responsible for checking the Oxford House website
(http://www.oxfordhouse.org), recording any vacancy change before each weekly
house meeting, informing the house of any communications received via the
website, and updating any house data as needed (http://www.oxford
house.org/update) .

• The Secretary wiU be responsible for any correspondence to and from the house,
including thank-you notes.

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

• Minutes
o Very important: detailed minutes of house meetings) emergency meetings
and interviews
o Interview minutes should be read and approved at first meeting the
applicant (new member) attends - interview does not need to be read if the
applicant does not move in
o New form
• Coordinating Interviews
o Responsible for scheduling all interviews based on house rules
When house is very low interviews are scheduled at any time
• Remember, cannot schedule interview if 80% of house members are
not available
o Pending applications must be contacting when vacancies become available
in the order they were received
• Newcomer Packets/Literature/Forms
o Responsible for ensuring all house literature supplies stay replenished
o Put newcomer packets together
o Submit receipts for copies for rent credit
• Website'/Email Responsibilities
o VERY IMPORTANT
o Must log in to website minimum once per week
o Problems with password: Molly Brown 1-800-689-6411
o File password multiple manuals
o Update vacancies and house information, soon to be more detailed reporting
and venue for announcements
o House email MUSTbe checked regularly
o Post ernail address and password in multiple manuals
o Make house aware of all email correspondence
o ? Print off week's emails for house review at meeting?
• House Activity Report
o Update annual report at end of month
o Call/ email chapter secretary with information by 2nd of each month (but not
before months end)
o FiJ1out new house activity report prior to chapter meeting
• Applications and Contracts Manual
o Maintain section on each current member with all pertinent documents
• House Correspondence
o Thank you letters, correspondence with applicants and institutions, etc. ...
• House Officer Terms
o Maintain record in front of secretaries manual of current house officers
names, contacts, beginning and ending of term. and inform house week in
advance of upcoming elections (6 month term limit not negotiable)
 Oxford House, Inc.

TREASURER
Each House shall have its own duly-elected Treasurer. The Treasurer must be a
resident of the particular house and shall serve a term not to exceed six months. A
resident may not serve as Treasurer for two consecutive terms, but may be elected to
Treasurer again six months after the completion of one term.

Treasurer's Duties:
• The Treasurer will have the overall responsibility for assuring the sound financial
management of the house. The Treasurer will become familiar with and follow the
financial record keeping procedures established by the house and will maintain
accurate and organized financial records.

• The Treasurer will write checks for all house approved expenditures and will be one
of the duly authorized officers designated to sign checks. As an authorized check
signer, the Treasurer will not have direct access to the house checkbook.

• The Treasurer will have a full and working knowledge of the Comptroller's position.
The Treasurer will assist the Comptroller and may undertake all financial
transactions authorized by the house.

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

• The Treasurer must accurately maintain all transactions in the house checkbook
ledger. The Treasurer wi!! reconcile the monthly bank statement with the house
checkbook ledger and present to house in a weekly business meeting.

• The Treasurer must complete a Weekly Financial Status Report prior to the weekly
business meeting, including an accurate account of bills to be paid, and present it to
the house at the weekly business meeting.

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

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

• The Treasurer will prepare a monthly financial status report for the President to
present at the monthly Chapter meeting-
Treasurer
• Weekly Financial Summary
o Step by step discussion of how to do report
o Must be completed at least one hour before business meeting
o Reporting on last weeks financial activity (Sunday - Saturday)
o Fill out form thoroughly (e.g. checks paid to and purpose, bills to be
paid section include all financial obligations for the next 30 days)
o Treasurer must anticipate some bills that do not arrive in mail (e.g.
chapter dues, revolving loan, $50 World Service Dues ...)
o Once report has been approved, post weekly report in common area
for the week
o Treasurer must receive information on money paid from comptroller
- recommended comptroller and treasurer do report together on
Sunday (based on rent being due Saturday at lOpm)
• Maintaining Checkbook
o Fill out every space on checkbook stub (draw a line if there is no
information for that slot)
o Do not count deposits that have not yet been made as a part of the
total balance .
o Discussion on not writing checks with money that is still to be
deposited - if necessary, approve expenditure and write check after
deposit is confirmed by a receipt
o This is very important, ledger is the most accurate real time reflection
of house's balance
o Must make checkbook available for all residents to review at weekly
house meeting
o Must remain locked up during week, signers (president and
treasurer) may not have key/combo/access
o If treasurer needs access to checkbook in between meetings (e.g.
prepare for audit, complete report ...) must remain in common area in
company of key holder
o Checkbook is only thing that should be locked up regarding financial
records, all others must be available for any house, chapter or OBI
review
• House Finances are a Complete Open Book, Treasurer Must Be WiIling to
Answer Any and All Questions Regarding Finances
• Monthly Audit
o MUSTattend the scheduled monthly audit with president and
comptroller
o Discuss audil procedures/filling out monthly summary form and
reconciliation form
o New form for monthly financial summary good for house audit
 o If scheduled audit can be held after receiving bank statement, conduct
hank statement reconciliation with audit
o If chapter meeting requires audit and monthly financial summary
prior to receiving bank statement, treasurer must conduct
reconciliation and report at following house meeting
o Must be signed by all three financial officers (president, treasurer and
comptroller)
o Make two copies of monthly financial summary form, one for
treasurer's records and one for president to take to chapter meeting
o Must resolve/reconcile any discrepancy in treasurer's
report/checkbook ledger/bank statement/deposit receipts to the
penny
• Weekly Bank Deposits
o To be made on a timely basis after weekly business meeting
o MUSTbe available for house review at the weekly business meeting
o Must immediately staple deposit receipt to front of posted treasurer's
report - deposit receipt must match weekly total of money received
from report
o Treasurer's are discouraged from asking for balances at bank when
depositing, because with checks written but not cleared, it is not an
accurate balance
 Oxford House, Inc.

~~~:~~~~d~Y~_ comL~r The cornotroner mumbe.

resident of the particular house and shalf serve a erm not to exceed six months. A
resident may not serve as Comptroller for two con ecutive terms, but may be elected to
Comptroller again six months after the completion of one term.

Comptroller's Duties:
• The Comptroller will have the responsibility of eeping accurate and organized
records of residents' rent balances, including oney owed to the house for fines or
other purposes.

• The Comptroller will fiU out an Accounts Recei ble Journal and update an Individual
Member Receivable Ledger every week, updat n9 all rent, fine, and move-in fee
balances. An Individual Member Receivable L dger will be accurately maintained
for each house resident, including move-in and move-out information.

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

• The Comptroller must complete the weekly rep rts prior to the weekly business
meeting and present the Accounts Receivable ournal to the house at the weekly
business meeting.

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

• The Comptroller will open house biUs and revie them prior to informing the
Treasurer for inclusion in the Weekly Financial tatus Report. The Comptroller will
also be responsible for paying and mailing the ouse bills once the house has
approved payment and the Treasurer has writt n a check.

• The President, Treasurer and Comptroller TOG THER shall conduct a monthly
house account and audit report The audit rep rt results must be posted for the
entire house to examine and a monthly financia report submitted to the local
Chapter on a monthly basis.
Comptroller

• Reports, Weekly and Individual

o Comptroller must complete weekly summary report and update all
individual member ledgers each week (reports must be completed at
least one hour before weekly business meeting)
o Go through step by step process of filling out both forms
o Discuss prorating, sliding scale rent procedures, totaling all columns,
separate rows for rent and move-in fee. filling out data at top of
individual ledger including move-out information
o Importance of indicating positive and negative on previous balance
and ending balance
o Staple any receipts used for rent credit to back of that weeks report
o Amount paid column must match treasurer's total money received
column
o Start date - end date, Sunday - Saturday based on rent due date being
Saturday
o Reporting on last weeks Financial activity
o Comptroller must provide treasurer with amount paid information so
treasurer can complete that section of report (recommended that
treasurer and comptroller do reports together on Sunday based on
rent due date of Saturday at 10pm)
•• Late Rent Consequences
o It is comptroller's responsibility to ensure that rules regarding late
rent/fines are enforced.
o Fines in rules should be automatic
o Two weeks behind should invoke contract
o Three weeks behind should result in eviction
o Very important, one of most neglected elements of house operations
• Collecting Rent
o Discussion of secure procedures (drop box vs. handing directly to
comptroller)
o Receipts must be written for all money received
o If receipts are submitted, make sure resident checked receipt in with
another house member (if not coordinator for house supplies or
secretary for copies, must have been pre-approved at a weekly
business meeting)
o Make for deposit only stamp available to residents, if any money
orders have not been stamped, comptroller must stamp
•• Audit
o Must participate in audit with treasurer and president every month at
regularly scheduled time
o Comptroller's books should be audited as well
o Review procedure for audit/monthly financial summary report
• House Bills
o Comptroller should open all house bills and review, and must forward
to treasurer in timeJy fashion so they can be included on the
treasurer's report
o Once expenditures have been approved, treasurer has written checks,
president and treasurer have signed checks at/after weekly house
meeting, it is comptrollers responsibility to prepare mailing and mail
hills
 Oxford House, Inc.

CHORE COORDINATOR
Each House shall have its own duly-elected Chore Coordinator. The Chore Coordinator
must be a resident of the particular house and shall serve a term not to exceed six
months. A resident may not serve as Chore Coordinator for two consecutive terms, but
may be elected to Chore Coordinator again six months after the completion of one term.

Chore Coordinator's Duties:

• The Chore Coordinator will assign chores in order to keep the house clean and
orderly. Chores will be assigned to house members in a fair manner on a weekly
basis prior to each weekly business meeting.

• The Chore Coordinator will report to the house at the weekly business meeting the
status of chores completed or not adequately completed.

• The Chore Coordinator is authorized to bring to any member's attention their failure
to appropriately clean up after themselves.

• The Chore Coordinator will be responsible for the general safety of the house,
including regularly testing smoke-detectors, conducting fire safety checks, and fire
drills. and discussing house safety issues with the house members at the weekly
business meeting.

• The Chore Coordinator will be responsible for the general upkeep of the house,
bringing to the attention of the house any maintenance issues and enlisting the
support of all house members in completing any projects undertaken by the house
as the result of a house decision.

• The Chore Coordinator will be responsible for keeping the house properly stocked
with house supplies that the house provides (e.g. cleaning supplies, toilet paper,
coffee, etc.),

• The Chore Coordinator will conduct periodic cursory visual checks of all members'
rooms in order to make sure they are keeping their rooms clean.
Chore Coordinator

• Chore Assignments
o Discussion of coordinator's chore assignment form
o Need to customize form to house
o Establishment of chore categories
o Suggested as many chores as there are beds
o Chores change on a weekly basis throughout entire house
o When operating at less than full capacity, must assign double chores fairly
o Coordinator's responsibility to check on chore completion and confront
residents that have not completed to satisfaction so they have a chance to
rectify prior to chore deadline
o Ifhouses have a once a week system, coordinator should check board every
day to see which residents have completed their chore assignments. Check
board based on chore system in house.
o Important to enforce rule regarding dating or checking immediately upon
completion so coordinator may do adequate checkup
o Coordinator cannot approve their own chore
o Oxford Houses are held to a high standard of cleanliness, so be a chore Nazi
41 Supplies
o Coordinator's responsibility to keep all house supplies stocked, failure to do
so results in fine
o House supply purchasing should be done out of pocket, submit receipt
toward rent
o Important to find house member to check in supplies against receipt
a Review house shopping list - customize to house
o Coordinator is not authorized to make non supply purchases without
discussion and approval by house
• Safety
o Review safety literature in packet
o Coordinator is in charge of house safety, e.g. smoke detectors, fire
extinguisher, fire escape plans
• Maintenance
o Coordinator should include any weekly report any existing maintenance
concerns in house
o Recommended there be a consistent contact for landlord
o Discuss grievance process with landlord - importance of writing all
correspondence, including written summaries of phone conversations, send
certified with return receipt requested
o If problems persist over time, contact outreach
o DO NOTwithhold rent for maintenance concerns
• Room Checks
o Coordinator should conduct cursory visual inspection of rooms, no need to
enter

.;;w~ DAY
'-------