1. LIST OF ABBREVIATIONS 2. OVERALL GOALS & PRIORITIES 2.1. MAINTENANCE GOALS (passed 1983, amended 1/23/91) 2.2. MAINTENANCE PRIORITIES (passed 7/6/83; amended 2/26/92)

3. MCC/HOUSE ROLES & ACCOUNTABILITY 3.1. UNOWNED HOUSES (passed 6/29/79) 3.2. MAJOR VS. MINOR MAINTENANCE (passed 7/6/83; amended 2/26/92) 3.3. HOUSE ACCOUNTABILITY FOR MAJOR MAINTENANCE COSTS (passed 8/26/98) 3.4. MINOR MAINTENANCE (amended 1/23/91) 3.5. MINOR MAINTENANCE FUNDS (passed 7/6/83; amended 2/26/92) 3.6. BILLING HOUSES FOR UNMET RESPONSIBILITY (passed 7/19/89) 3.7. ROLES AND RESPONSIBILITIES (passed 1/23/91) 3.8. MONTHLY INSPECTIONS BY HMC (passed 3/5/97) 3.9. MONTHLY INSPECTIONS BY AMC (passed 3/5/97) 3.10. ROOM CHECK-IN / CHECK-OUT LISTS (passed 3/5/97, rewritten 10/14/98) 3.11. HOUSE MAINTENANCE COORDINATOR HANDBOOKS (passed 3/5/97) 3.12. HOUSE TOOLS (3/5/97 recommendation -- not enforceable) 3.13. POWER TOOL LIBRARY (passed 3/5/97) 3.14. MAINTENANCE SEMINARS (passed 3/5/97) 3.15. APPLIANCE REPLACEMENT SCHEDULE (passed 3/5/97) 3.16. HOUSE MAINTENANCE HISTORIES (passed 3/5/97) 3.17. HOUSE VS. MCC CONTROL (passed 7/6/83; amended 2/26/92)

4. BUDGETING 4.1. THE BUDGETING PROCESS & TIMELINE (passed 1/23/91;amended 4/19/00): 4.2. BUDGET FORMAT (passed 1/23/91; amended 4/19/00) 4.3. PROJECT PRIORITIZATION (passed 4/19/00) 4.4. LEFT OVER PROJECT FUNDS (passed 7/19/89), amended 2/26/92) 4.5. PROJECT ALLOCATIONS: DO EARLY & TELL BOARD (passed 7/19/89) 4.6. BIDS FOR ALL PROJECTS (passed 7/19/89) 4.7. REPORTING ON MAINTENANCE SPENDING (passed 4/5/00)

5. EMERGENCIES 5.1. DEALING WITH MAINTENANCE EMERGENCIES (passed 1/23/91) 5.2. CRITERIA FOR HOUSE USE OF EMERGENCY FUNDS (passed 1/23/91):

6. HOUSE & MEMBER MAINTENANCE INCENTIVES 6.1. NINETY MINUTES OF MAINTENANCE/MEMBER/MONTH (passed 6/15/96) 6.2. MATCHING GRANTS (passed 11/29/95, revised 6/30/99) 6.3. MCC MEMBER INCENTIVE PROGRAM (passed fall of 5/14/1997)

7. LEGAL STUFF (INJURY, HIRING, CONTRACTING) 7.1. CATASTROPHIC DAMAGE (informational item -- not policy) 7.2. LIABILITY FOR INJURY (from Membership Contract, Obligations& Covenants -- not maint. policy) 7.3. BUILDING PERMITS (passed 7/6/83; amended 2/26/92) 7.4. WORKER GROUP PERSONNEL RULES (passed 6/6/90; amended 6/17/98) 7.5. WORKER GROUP EMPLOYMENT AGREEMENT (passed 6/6/90) 7.6. WORKER GROUP HEALTH BENEFITS AND PAID LEAVE (passed 6/28/00) 7.7. STANDARDIZED CONTRACTOR POLICY(passed 7/6/83; made recommendation, not policy 10/14/98))

8. OTHER 8.1 TRUCK USAGE POLICY (passed 7/11/96) 8.2 WATER SOFTENER SALT (passed 3/19/97) 1. LIST OF ABBREVIATIONS

AMC - Assistant Maintenance Coordinator ("lead dog" worker group person) BoD or Board - MCC Board of Directors ? - MCC Coordinating Committee (officers & staff) HMC - House Maintenance Coordinator MC - Maintenance Coordinator (MCC paid staff) MCC - Madison Community Cooperative MO - Maintenance Officer (MCC elected position) WG - Worker Group (paid hourly maintenance workers, under MC direction)

Member Responsibility for Major Maintenance* Projects Proposal Form

All major maintenance projects performed by MCC members must meet the following criteria: 1. Prior to beginning the work, the project must be approved by vote at a Maintenance Committee by committee members. 2. All work shall be of quality comparable to licensed contractors and up to code standards. 3. The house is responsible for obtaining any needed permits and/or supporting documents and maintaining them in their proper places. 4. The project will be completed in a timely manner and according to the timeline that has been established in this document. 5. If project remains incomplete past the due date, it is agreed that a review of the project will take place between those members responsible for the project and the Maintenance Committee. From there, it will be decided what appropriate actions should be taken, be it a specified extension of the project to house members or handing the project over to MCC maintenance to handle. 6. If the project has been previously approved in the current years budget and funds have been set-aside for it, then the project shall not exceed the amount budgeted for it. 7. If the project exceeds the budgeted amount, any additional funds needed to complete the project will come from the funds of the house where the work is being performed. 8. If the project has NOT been budgeted for with MCC maintenance funds, no money from this fund shall be used on the project without prior approval of the maintenance committee. 9. Any damages incurred as a direct or indirect result of the project be repaired at the expense of the house. The house may then choose whether to extend those charges to the house members assuming responsibility for the project or to pay for them from house funds. The MCC Maintenance Policy regarding these issues (3.3 House Accountability for Major Maintenance Costs) should be referenced in such instances. 10. MCC Maintenance staff is not held responsible for this project or any costs associated with this project, unless otherwise indicated in this form.

House Name: __________________________ Title of Project: _____________________________________________________ Description of Project: _______________________________________________ Project starting date:______________ Project completion date: ________________ Amount of MCC maintenance funds to be used (and not exceeded) on project: $_____ The following individuals have read the above information and agree to comply with all the criteria listed in regards to the aforementioned project. Person(s) responsible for completion of project: Name: _________________________________ Date: ________ Name: _________________________________ Date: ________ Name: _________________________________ Date: ________ MCC Maintenance Coordinator: ___________________________ Date: _______ MCC Maintenance Officer:________________________________ Date: _______ Agreed upon by the MCC Maintenance Committee on _______ day of ___________________, 20____

By a majority vote tallying: In Favor_______ Opposed _______ Abstaining _______

*Some suggested guidelines to determine what qualifies as major maintenance

Major maintenance can be described as repairs that:

" Cost more than $1000 " Typically require the assistance or use of a professional " Involve dangerous work " Are a safety or structural concern " Will become costly in the future if neglected now

4.1. THE BUDGETING PROCESS & TIMELINE (passed 1/23/91):

Nov. 1 thru Mid-December: House inspections by the MC, MO and HMC Dec. thru January: Information gathering - specific plans for how to do proposed projects and the costs. Bids where possible. Define time requirements - both the duration and starting and ending dates. Discussion within the house about projects. First two weeks of Feb.: HMC, MO and MC go through the projects and rank them in order of priority (see below) By the end of Feb.: MC and MO rank all the house projects together and figure out a budget proposal to present to the maintenance committee. By the end of March: Maintenance committee discusses and revises proposed maintenance budget. Finished budget goes to the finance committee for consideration with the rest of the budget. June 1st: Each house gets a sheet listing what projects are funded and the amount allocated

4.2. BUDGET FORMAT (passed 1/23/91) The maintenance budget should have these parts: 1) Rehab Loan Payments 2) Replacement Reserve 3) Allocated Budget a) Projects b) Matching Grant Fund (added late 96 or early 97) 4) Unallocated Budget a) Cost Overruns b) Emergencies

Part 1 - Rehab Loan Payments This is part of maintenance, but it will be less confusing to think of it separately from other parts. The amount to budget is fixed by the amount of the loan payments.

Part 2 Replacement Reserves and Unspent Funds(passed 7/6/83; amended 2/26/92) The committee should allocate money into a reserve for replacement of boilers, roofs, etc.

Part 3a- Projects - This is the traditional part of the maintenance budget where houses put together their maintenance requests for the coming year and money is allocated for them. Henceforth these allocations will only be done at budget time, not during the year. All project requests will be ranked and funded in order of their priority. See the description of the budget making process for more details.

Part 3b - Matching Grant Fund - Refer to Matching Grant policy.

Part 4a - Cost Overruns - These will be budgeted as a flat 5% of allocated projects until we have some years' experience to use in budgeting for this.

Part 4b - Emergencies - Emergencies are anything that has to be done that isn't covered elsewhere in the maintenance budget. This included situations where money must be spent first to discover the nature of a problem or the extent of a problem before it can be dealt with. A later section of this policy report describes the process for approving emergency expenditures. The goal is to have $6000 always present in the maintenance fund (at least until the replacement reserve is built up to $20,000). Each year's maintenance budget will include enough money to bring the emergency fund back up to $6000 after the previous years emergency outlays. This implies that whatever is left at year end will be carried over to the following year. However towards the end of the year the maintenance committee could decide to fund some special projects, such as projects that had too low of a priority to be funded during the year. But, the committee is encourage to leave some money to carry over to next years emergency fund.

4.3. PROJECT PRIORITIZATION (passed 4/19/00) When developing and carrying out the annual maintenance plan and budget, variable line item and capital improvement projects will be prioritized. The purpose is that in case we need to cut projects to stay within budget, we will already have the low priority projects identified. the prioritization does not dictate what order the projects ware performed.

The exact method of prioritization is at the discretion of the Maintenance Coordinator and the Maintenance Committee. If a Maintenance Committee member wants to propose a method of prioritization, s/he should propose that criteria to Committee, prior to house inspections, so that the Maintenance Coordinator can identify priority according to the criteria.

4.4. LEFT OVER PROJECT FUNDS (passed 7/19/89), amended 2/26/92) If an allocated project is canceled or completed for a sum less than the original allocation, the house involved shall not retain any claim to the unspent allocation. (7/19/89). Any unspent maintenance money should be carried over into the next budget (2/26/92)

4.5. PROJECT ALLOCATIONS: DO EARLY & TELL BOARD (passed 7/19/89) Project allocations shall be made by the Maintenance Committee or the MC as far in advance of actual expenditures as possible, with due consideration given to accuracy of the amount allocated. Such allocations shall be listed in a subsequent board packet. Likewise, project cancellations and emergency spending shall be noted in Board packets.

4.6. BIDS FOR ALL PROJECTS (passed 7/19/89) No project [whether contracted or not] can appear on the annual, membership-approved budget unless a bid (such as a contractor's estimate) for all relevant labor and materials is available. Once approved by the membership, such bids shall be promptly signed and delivered to the bidder. House wish lists, as processed by the Maintenance Committee/Coordinator, will be used by the Finance Committee to suggest the maintenance expenditures for the year.

4.7. REPORTING ON MAINTENANCE SPENDING (passed 4/5/00) The Maintenance Coordinator and the Finance Coordinator will prepare a monthly maintenance spending report to the Maintenance Committee. The Maintenance Officer is responsible for ensuring that the report format enables the Maintenance Committee to make informed decisions. The report will include the following for each completed and ongoing project: * budgeted amount * actual spent * estimated cost to complete * comments explaining individual and total cost overruns and/or savings * projects planned for the upcoming month

The Maintenance Coordinator and the Finance Coordinator will prepare a quarterly maintenance spending report to the Board and Finance Committee. It must include budgeted vs. actual spending, explaining individual and total cost overruns and/or savings, and plans to deal with them from the maintenance coordinator, finance committee, and maintenance committee. The reports shall be submitted at these times of the year: ﾙ July (after the final report for the past budget year is complete) ﾙ September or October (after the summer maintenance season) ﾙ January ﾙ early March (when the finance committee is preparing next yearﾒs overall budget).

2.1. MAINTENANCE GOALS (passed 1983, amended 1/23/91)

The Planning Function: * Identify present and future problems and plan for repairs * Keep houses in compliance with city codes * Improve the aesthetic appeal of houses * Make sure in-house (minor) maintenance gets done * Be prepared for emergencies * Be able to get things done in a timely way * Preventive maintenance (perform it)

Financial Function: * Maximize the use of limited money resources * Build up a replacement reserve

Member involvement in the maintenance process: * Training and education of members to do maintenance work * Involvement in doing the work (maximize member energy)

2.2. MAINTENANCE PRIORITIES (passed 7/6/83; amended 2/26/92) * safety * structural soundness * cost effectiveness * aesthetics.

3.1. UNOWNED HOUSES (passed 6/29/79) Unowned houses are not to be part of the pooled maintenance fund as their payments are not equalized and there is no way to discern how much money should be returned to the house should it decide to leave MCC.

3.2. MAJOR VS. MINOR MAINTENANCE (passed 7/6/83; amended 2/26/92) The houses are expected to carry out and pay for routine minor maintenance, for example, minor plumbing, refrigerator and furnace servicing, broken windows, washer and dryer repair, and the like. However, the committee may decide to allocate funds for any of the above projects when a house asks for help or the project simply wouldn't get done otherwise. The committee will not always bail out a house for minor maintenance. It may just do it in the form of a loan.

MCC is expected to carry out and pay for major maintenance projects like repairing or replacing floors, walls, ceilings, roofs, porches, doors, windows, and gutters except when the repair is routine.

The Maintenance Committee should bring any major vs. minor conflicts to the Board for resolution. The Board can overrule any decision made by the committee or MC. Otherwise, it's the committee's decision.

3.3. HOUSE ACCOUNTABILITY FOR MAJOR MAINTENANCE COSTS (passed 8/26/98) Given fair notice by MCC, individual Houses shall be held responsible for major maintenance costs which are normally covered by MCC, to the extent that costs are a result of abuse or negligence by House members. Charges shall be prorated accordingly for: age; warranty; natural deterioration; fair and equitable treatment of all Houses; and other relevant factors. Houses may choose to pass such costs on to the individual members responsible for incurring the costs.

The source and timing of financial reimbursements to MCC is to follow a three-stage process: 1) Use some of the houseﾒs savings to pay for the damage. If this doesnﾒt cover the full amount, then 2) Use some of the houseﾒs House Operating Reserve to pay the debt. If the financial obligations still arenﾒt fulfilled by these steps, then 3) Set up a payment plan with the house, so that the house pays MCC small, set monthly amounts into the future. The particular method of payment shall be decided by the MCC Finance Committee based on the houseﾒs financial circumstances.

Determining and assessing charges is the responsibility of the staff Maintenance Coordinator. Disputes shall go to the Maintenance Committee, and if unresolved they shall pass through MCC's standard proposal process. Examples of costs which would be passed on to Houses include (but are not limited to): - roof damage caused by foot traffic in prohibited areas or other unapproved roof activity; - exterior damage caused by extensive ivy growth on the House; - interior water damage caused by windows left open during storms.

The MCC Maintenance Coordinator shall give fair notice to each House, regarding what constitutes abuse and neglect regarding maintenance costs. Clearly posted warning signs shall constitute fair notice, when the signs are reasonably maintained by MCC and not altered by House abuse or neglect. Signs are appropriate for situations such as restricted roof access. In other cases, fair notice by MCC consists of: - one written warning to the House, with ten (10) days to correct; and - if the written warning is not heeded, another written warning to the House, with five (5) days to correct.

This policy overrides previous MCC Maintenance Policy where the two are in direct conflict.

3.4. MINOR MAINTENANCE (amended 1/23/91) The HMC is in charge of seeing that minor maintenance gets done. MCC does not intend to pay for the costs of doing minor maintenance. Therefore houses should budget enough to cover it all. Houses may also budget for permanent improvements, if they wish. The minor maintenance list is too big for any one person to do it all, so HMCs are strongly urged to delegate parts of it and act as a supervisor/advisor wherever possible. The HMC and MC will periodically go over the list together to see what is and isn't getting done.

Minor Maintenance Responsibilities of the House: * Test fire alarms and smoke detectors, replace batteries * Do annual boiler maintenance * Turn off outside water faucets in winter * Install storms and do weatherizing * Defrost refrigerators and vacuum coils * Test fire extinguishers annually * Keep fire doors unobstructed and exit lights working * Check and clean air filters of fans and hoods, esp. in kitchen * Clean fireplaces, chimneys and ash pit * Repair loose stairs, hand rails, carpeting * Make sure basic tools and maintenance supplies are in the house * Keep up or improve internal painting * Educate house members on safety and maintenance * Test pressure relief valves on water heaters, boilers, and dishwasher booster heaters monthly. * Drain one gallon of water from water heater and boiler monthly. * Keep salt in water softener and check that softener is working properly * Do minor repairs (electrical, plastering and dry wall, grouting in showers, caulking, radiator repairs, broken windows) * appliance repairs (vacuum cleaners, toasters, etc.) * plumbing (replace washer, fix drips, etc.) * window and door repairs * Keep sidewalks shoveled and free of ice

3.5. MINOR MAINTENANCE FUNDS (passed 7/6/83; amended 2/26/92) Houses must continue to collect an in-house minor maintenance fee from each member totaling at least $7.00 per member per month.

3.6. BILLING HOUSES FOR UNMET RESPONSBILITIY (passed 7/19/89) The MC shall have the option to bill a house, in April of each year, for parts and labor for MCC-performed minor maintenance or any other unmet house responsibility that impairs maintenance or member safety. If a house at the end of its budget year is able to prove with receipts that it spent more than the required amount month on materials for house-funded maintenance during the previous year, then MCC should refund the amount charged for MCC's labor during that year.

3.7. ROLES AND RESPONSIBILITIES (passed 1/23/91)

MCC Maintenance Officer: A) MCC Bylaws (Sec. 5.09(A-F) establish Maintenance Officer for: * Chairing & being responsible for the Maintenance Committee. 2. Overseeing the MC, and MCCﾒs maintenance books and records 3. Seeing that house maintenance needs are assessed yearly, and that a MCC maintenance program is in place. 4. Submitting written reports to the Board in August, December, and April. * With the MC and HMC, deals with emergencies unless its controversial -- reports to Board and Maintenance Committee. * Assists MC with house inspections, prioritizing & first draft of maintenance budget. * Assists MC where appropriate, particularly with training of HMCs, dealing with emergencies, and supervising workers * Initiates Maintenance Committee quarterly review of goals and objectives * Brings up policy issues to the Maintenance Committee * Attends Coordinating Committee meetings and Board meetings * Oversees the tool library (or delegates it)

Maintenance Committee: * MCC Bylaws (Sec. 6.03-C) establish Maintenance Committee (MC, MO, HMCﾒs) for: 1) setting standards for the repair and improvement of MCC owned buildings; 2) assessing maintenance needs of the houses; 3) drafting long and short term maintenance budgets and 4) implementation and evaluation of the progress of each maintenance project. * Sharing of info/brainstorming ideas on projects/sharing of skills * Discusses policy issues * Reviews goals and objectives proposed by MC and reviews progress quarterly * Reviews maintenance budget proposal done by MC and MO * Allocate Matching Grant funds (see policy) * Makes decision on emergency spending when the MC/HMC/MO cannot * Note: The Maintenance Committee meets about once a month as needed. Quorum is a majority of the houses plus either the MC or MO.

House Maintenance Coordinator: * Makes sure minor maintenance work gets done * Deals with fire, building, and insurance inspection reports, and correcting any violations or problems * Does "Monthly Inspections" (see policy) & turns checklists in to MCC * Keeps the "HMC Handbook" (see policy) & other house info to pass on to next HMC * Makes sure "Room Check-in / Check-out Lists" (see policy) get done. * Informs MC of major maintenance needs * Identifies emergency maintenance needs and consults with the MC or MO * With the MC and MO does annual house inspection * Puts house maintenance budget request together * Get bids for major projects * Attends maintenance committee meetings * Solicits input from & provides info to house regarding maintenance needs * Coordinates work days

MCC Maintenance Coordinator: * Orients, trains and prods MO as needed * With MO does house inspections and first draft of MCC maintenance budget, including cash flow analysis and starting dates. * With MO, keeps houses to project schedule * With the HMC and MO, decides on emergency spending unless it's controversial * Ensures that code violations are corrected * Trains, prods & meets monthly with individual HMCs * Holds HMCs accountable for doing Monthly House Inspection checklists (see policy) * Compiles HMC Handbooks with MOﾒs help (see policy) * Checks that HMCs get maintenance information to house members * Hires and supervises WG members (can delegate supervision) * Gets payroll info and W-4s to the finance coordinator * Coordinates maintenance loan or grant applications as needed * Attends and brings up policy issues to Maintenance Committee * Maintains the following records: budget and project schedule; code violations; House Maintenance Histories (see policy); Appliance Replacement Schedule (see policy); contractor lists; loan files and documents; energy usage data * Organizes Maintenance Seminars twice a year (see policy)

Assistant Maintenance Coordinator (passed 3/5/97) The MC has the power to change the title of the lead WG person to Assistant Maintenance Coordinator (AMC) and assign the following duties : * assist the MC in obtaining bids for major projects * along with the MC and the MO, is responsible for dealing with fire, building, and insurance inspection * with MC and MO, does house inspections, prioritizing and first draft budget * makes sure that in-house (minor/preventative)maintenance gets done, including training HMCﾒs to do preventative maintenance * meets monthly with individual HMCﾒs * checks that HMCﾒs get maintenance information to house members * reviews Monthly Inspection checklists by HMCﾒs (see policy) * updates monthly House Maintenance Histories (see policy) * oversees the tool library (or delegates it) * steps in as interim MC in situations when the MC is unavailable * performs worker group tasks as directed by the MC * gets payroll info and W4s to the finance coordinator The MC is responsible for hiring someone to fill the AMC position from within MCC worker group if possible, and is responsible for providing oversight for this position. A line item will be added to the maintenance budget to cover the time spent by this person in both administrative and preventative maintenance tasks. Aside from overseeing the tool library, which will now be the AMCﾒs job, the duties of the MO will remain the same.

House Members: * Tell HMC about maintenance problems, needs, emergencies, ideas on budget priorities * Report fire or other inspections to HMC * Learn fire safety and other emergency procedures * Attend work days

MCC Board of Directors: * Approves major policy changes * Decides on spending replacement reserve money * Approves of maintenance loan/grant applications (other than Matching Grant) * Receives maintenance reports including: who attended maintenance meeting; emergency spending; projects in progress or completed; projects cancelled; other budget changes.

3.8. MONTHLY INSPECTIONS BY HMC (passed 3/5/97) Each month, no later than 7 days after the previous monthﾒs checklist is received at the MCC office, every houseﾒs HMC will be mailed 2 copies of a checklist of preventative maintenance tasks to be completed. Each checklist will be specifically tailored to meet the maintenance needs of each house at that time of year. The completed checklist will be collected by the MC or the AMC each month. There will be a space on each checklist for HMCﾒs to register house input regarding maintenance concerns, and can be considered a guaranteed channel of communication from the house to the MCC maintenance administration.

One copy of the checklist will be mailed to the MCC office by the first of each month, and one copy will be filed in the HMC Handbook. In the event that MCC does not receive a copy of the monthly checklist-a ten day notice will be sent to the house. If, after ten days, the checklist hasnﾒt been received, the AMC or another of worker group will come in and do the monthly report, for which the house will be billed.

3.9. MONTHLY INSPECTIONS BY AMC (passed 3/5/97) Each month, using the Madison City Building Code as a guide, the MC will direct the AMC to inspect the major public areas of all of the houses against the HMC checklist that was turned in on the first of that month. Private bedrooms will be inspected no more than twice per year -at budget time as well as at the beginning of every fiscal year-unless the member contracted for that room specifically requests an inspection. If every item on the checklist is completed, the house will pass inspection for that month. In the event that the entire list is not done-the worker group will come into the house and complete the work, and the house will be billed for time and materials.

During each inspection, the AMC will look for problems not necessarily on the monthly checklist, such as holes in walls, leaky faucets and the like, which will then be added to next monthﾒs checklist along with a deadline for the amelioration of the problem. This deadline will be no shorter than 30 days. If the problem is due to MCC negligence, then the house will not be held responsible. The AMC will also take into account factors such as house size will influence the capacity of the house to perform Preventative Maintenance when assigning duties/repairs to the house.

If the HMC lacks the technical expertise necessary to complete the checklist, the MC or the AMC will provide the needed training at no expense to the house. If a house lacks the specific tools needed to complete a task, MCC will attempt to provide them out of its tool library (see section J). At no time will houses be expected to complete a task for which they are not reasonably prepared to undertake in terms of tools, or ability.

The results of each inspection may be contested through the maintenance committee.

3.10. ROOM CHECK-IN / CHECK-OUT LISTS (passed 3/5/97, revised 10/14/98) A room check-in list is to be filled out when a member moves into a new room. The member will record the general condition of the room and specific problems on the check-in list. When a member moves out of a room, s/he will fill out a room check-out list. The House Maintenance Coordinator will assess any damages made to the room by the member based on the room check-in form.

Individual members are responsible for completing their check-in lists within one week of their move-in date. Please note that per Madison Law, "Tenants must be allowed at least seven days after moving in to complete check-in forms (MGO 32.07(b))."1

Per section 3.2 ﾖ 3.4 of the MCC Maintenance Policies, houses are responsible for minor maintenance. Per the Maintenance Liability Policy (passed 8/26/98 Board Meeting), Houses are responsible for major maintenance costs which are normally covered by MCC, when the costs are due to abuse or negligence by house members. Therefore, Houses are responsible for having an effective room check-in/check-out system.

The House Maintenance Coordinator will maintain a file containing room check-in/check-out lists. House Maintenance Coordinators will provide the Maintenance Coordinator with a copy of each room check-in list. House members are responsible for having a copy of their check-in list.

House Maintenance Coordinators will provide the member with a room check-out form before the member moves out. Per Madison law, "the forms must be comparable to the check-in forms and must include space for the tenantﾒs new address (Madison General Ordinance 32.07(6))." 1

The Maintenance Coordinator will provide check-in lists to House Maintenance Coordinators. The Maintenance Coordinator will provide assistance to the House Maintenance Coordinators with room check-in/check-out procedures as needed. At the request of the House Maintenance Coordinator, the Maintenance Coordinator will make damage repair cost estimates.

The specific logistics of the room check-in/check-out system will be determined by the individual house.

3.11. HOUSE MAINTENANCE COORDINATOR HANDBOOKS (passed 3/5/97) The MC, the AMC, or the MO will annually distribute HMC Handbooks. These will serve as training manuals and reference guides. A copy of this policy will be kept in the HMC handbook ,as well as copies of other pertinent MCC maintenance policies.

In the event that the HMC handbook is lost, MCC will distribute a second at no charge. If this or further booklets are lost, MCC will provide replacements, and bill the house for the time and materials used for itﾒs replacement. Every year, the printing budget will provide the resources necessary to replace up to ten booklets. Every year, each house will then have the opportunity to misplace its HMC handbook and have it replaced at no charge.

3.12. HOUSE TOOLS (3/5/97 recommendation -- not enforceable) These are the tools each house should own. The house is responsible for the maintenance of this tool kit.

Toolbox HMC handbook 16 oz. Hammer 8" pliers circuit tester 10" vice grips hacksaw 10" Channel locks Wonderbar utility knife 10" crescent wrench 1-1/4" stiff putty knife 25ﾒ snake(for drains) measuring tape 6 pc. Screwdriver set Appropriate Yard Tools

NOTE: MCC used to have a "discretionary allowance projects" fund for each house which was for funner projects, but had to be spent for these tools first if they werenﾒt owned. That fund was shitcanned in 1998.

3.13. POWER TOOL LIBRARY (passed 3/5/97) The AMC will maintain a tool library, from which houses can borrow power tools, and other items, with which they can complete in-house projects. MCC will work towards developing this tool library each year through the "Tools" line item in the MCC maintenance budget.

3.14. MAINTENANCE SEMINARS (passed 3/5/97) The MC will present maintenance Seminars at least twice per year - in the fall, and at the beginning of summer. These seminars will cover all the skills that MCC can reasonably expect members to know in order to perform routine in-house maintenance, including plumbing, minor electrical repair, wall repair, and basic physical plant maintenance. The cost of these maintenance seminars will be covered by a line item in each yearﾒs maintenance budget.

3.15. APPLIANCE REPLACEMENT SCHEDULE (passed 3/5/97) The MC/AMC will develop and implement a replacement schedule for major appliances and systems within each house-washers/dryers ,boilers, refrigerators, floor refinishing, etc. MCC will also attempt to rebuild or upgrade older appliances when feasible.

3.16. HOUSE MAINTENANCE HISTORIES (passed 3/5/97) The MC will direct the AMC to begin compiling house maintenance histories compiled from the monthly checklists as well as records of work that the worker group has been doing. These histories will be updated monthly and will be kept in each houseﾒs file at the MCC office.

3.17. HOUSE VS. MCC CONTROL (passed 7/6/83; amended 2/26/92) House controls unless safety or structural soundness is involved. Board arbitrates.

4.1. THE BUDGETING PROCESS & TIMELINE (passed 1/23/91):

Nov. 1 thru Mid-December: House inspections by the MC, MO and HMC Dec. thru January: Information gathering - specific plans for how to do proposed projects and the costs. Bids where possible. Define time requirements - both the duration and starting and ending dates. Discussion within the house about projects. First two weeks of Feb.: HMC, MO and MC go through the projects and rank them in order of priority (see below) By the end of Feb.: MC and MO rank all the house projects together and figure out a budget proposal to present to the maintenance committee. By the end of March: Maintenance committee discusses and revises proposed maintenance budget. Finished budget goes to the finance committee for consideration with the rest of the budget. June 1st: Each house gets a sheet listing what projects are funded and the amount allocated

4.2. BUDGET FORMAT (passed 1/23/91) The maintenance budget should have these parts: 1) Rehab Loan Payments 2) Replacement Reserve 3) Allocated Budget a) Projects b) Matching Grant Fund (added late 96 or early 97) 4) Unallocated Budget a) Cost Overruns b) Emergencies

Part 1 - Rehab Loan Payments This is part of maintenance, but it will be less confusing to think of it separately from other parts. The amount to budget is fixed by the amount of the loan payments.

Part 2 Replacement Reserves and Unspent Funds(passed 7/6/83; amended 2/26/92) The committee should allocate money into a reserve for replacement of boilers, roofs, etc.

Part 3a- Projects - This is the traditional part of the maintenance budget where houses put together their maintenance requests for the coming year and money is allocated for them. Henceforth these allocations will only be done at budget time, not during the year. All project requests will be ranked and funded in order of their priority. See the description of the budget making process for more details.

Part 3b - Matching Grant Fund - Refer to Matching Grant policy.

Part 4a - Cost Overruns - These will be budgeted as a flat 5% of allocated projects until we have some years' experience to use in budgeting for this.

Part 4b - Emergencies - Emergencies are anything that has to be done that isn't covered elsewhere in the maintenance budget. This included situations where money must be spent first to discover the nature of a problem or the extent of a problem before it can be dealt with. A later section of this policy report describes the process for approving emergency expenditures. The goal is to have $6000 always present in the maintenance fund (at least until the replacement reserve is built up to $20,000). Each year's maintenance budget will include enough money to bring the emergency fund back up to $6000 after the previous years emergency outlays. This implies that whatever is left at year end will be carried over to the following year. However towards the end of the year the maintenance committee could decide to fund some special projects, such as projects that had too low of a priority to be funded during the year. But, the committee is encourage to leave some money to carry over to next years emergency fund.

4.3. PROJECT PRIORITIZATION (passed 4/19/00) When developing and carrying out the annual maintenance plan and budget, variable line item and capital improvement projects will be prioritized. The purpose is that in case we need to cut projects to stay within budget, we will already have the low priority projects identified. the prioritization does not dictate what order the projects ware performed.

The exact method of prioritization is at the discretion of the Maintenance Coordinator and the Maintenance Committee. If a Maintenance Committee member wants to propose a method of prioritization, s/he should propose that criteria to Committee, prior to house inspections, so that the Maintenance Coordinator can identify priority according to the criteria.

4.4. LEFT OVER PROJECT FUNDS (passed 7/19/89), amended 2/26/92) If an allocated project is canceled or completed for a sum less than the original allocation, the house involved shall not retain any claim to the unspent allocation. (7/19/89). Any unspent maintenance money should be carried over into the next budget (2/26/92)

4.5. PROJECT ALLOCATIONS: DO EARLY & TELL BOARD (passed 7/19/89) Project allocations shall be made by the Maintenance Committee or the MC as far in advance of actual expenditures as possible, with due consideration given to accuracy of the amount allocated. Such allocations shall be listed in a subsequent board packet. Likewise, project cancellations and emergency spending shall be noted in Board packets.

4.6. BIDS FOR ALL PROJECTS (passed 7/19/89) No project [whether contracted or not] can appear on the annual, membership-approved budget unless a bid (such as a contractor's estimate) for all relevant labor and materials is available. Once approved by the membership, such bids shall be promptly signed and delivered to the bidder. House wish lists, as processed by the Maintenance Committee/Coordinator, will be used by the Finance Committee to suggest the maintenance expenditures for the year.

4.7. REPORTING ON MAINTENANCE SPENDING (passed 4/5/00) The Maintenance Coordinator and the Finance Coordinator will prepare a monthly maintenance spending report to the Maintenance Committee. The Maintenance Officer is responsible for ensuring that the report format enables the Maintenance Committee to make informed decisions. The report will include the following for each completed and ongoing project: * budgeted amount * actual spent * estimated cost to complete * comments explaining individual and total cost overruns and/or savings * projects planned for the upcoming month

The Maintenance Coordinator and the Finance Coordinator will prepare a quarterly maintenance spending report to the Board and Finance Committee. It must include budgeted vs. actual spending, explaining individual and total cost overruns and/or savings, and plans to deal with them from the maintenance coordinator, finance committee, and maintenance committee. The reports shall be submitted at these times of the year: ﾙ July (after the final report for the past budget year is complete) ﾙ September or October (after the summer maintenance season) ﾙ January ﾙ early March (when the finance committee is preparing next yearﾒs overall budget).

5.1. DEALING WITH MAINTENANCE EMERGENCIES (passed 1/23/91) (Things not budgeted for and needing immediate attention)

How problems are identified: 1. House member notices and tells HMC 2. HMC notices 3. Outside inspector notices (fire, building code, or insurance) 4. MC notices and tells HMC ** In all cases the information should be given to the HMC

HMC does initial analysis: 1. Does the problem need immediate attention (anything from this minute to this budget year) 2. Can the problem be easily fixed by the house? if yes, HMC makes sure it gets done, either herself or by another house member 3. If no, gather more information 4. Is it minor or major maintenance? 5. What are the root causes?

Solving identified problems: If major maintenance, HMC consults with MC and/or MO; HMC and MC/MO outline the steps to deal with the problem including: 1. Who will do each step (house work party, worker group, contractors, etc.) 2. Assessment of costs 3. Assessment of work time needed 4. Assessment of skills needed

Deciding on how much money to spend: The HMC, MC and MO jointly make the decision of how to spend money in these emergency situations. If there is a lack of funds, or other major controversy, then they should bring it to the maintenance committee and if needed, the MCC BOD. The MO should include the disbursement in her reports to the MC and BOD

5.2. CRITERIA FOR HOUSE USE OF EMERGENCY FUNDS (passed 1/23/91): This policy is to clarify and standardize decisions about use of MCC Emergency Funds Account for use by houses. Funds will be allocated to houses if reason for the request fits any of conditions 1, 2, or 3 below and meets both conditions 4 and 5 below:

1. Bona Fide Emergency a) A condition that is dangerous to members b) Code violation with due date c) A newly developing untenable situation

2. Gross Discomfort or Ugliness a) Washer/dryer replacement b) Water damage from building leaks or faulty plumbing c) Vandalism

3. Ongoing costly Situation a) a proven tabulated excessively expensive expenditure b) a problem that comes to light since last budget which effects member living costs

4. Costs Excessive to House a) If house has been spending it's full in-house maintenance budget consistently and expenditure for desired repair (above) would severely crimp household maintenance budget b) a cost over $125.00

5. Funds Exist in MCC Emergency Fund budget a) Money needs to be spent proportional to the passage of time. b) Necessity and urgency of problem (1,2, or 3 above) will be balanced against existing funds by the MO and MC, who will make the final decision together.

6.1. NINETY MINUTES OF MAINTENANCE / MEMBER / MONTH (passed 6/15/96), (revised 3/19/03) 6.1.1 By contract each MCC member is responsible for performing 1.5 hours of maintenance work per month. 6.1.2 Maintenance work will be defined as: 1.) Any repairs, capital improvements or other projects done to an MCC house that arenﾒt covered by the regular work-job system subject to House Maintenance Coordinator (HMC) and/or house approval 2.) Work designated in the yearly maintenance budget as an "A, B, or C" priority 3.) Items that appear on the MCC maintenance coordinatorﾒs considerations reports derived from the "House Maintenance Coordinator Monthly Checklist" and the MCC "Quarterly Preventative Maintenance" checklist 6.1.3 Maintenance hours not completed will be charged at a rate of $12.50 per hour. These charges will be applied to the memberﾒs monthly billing on a quarterly basis (Jan 1st, Apr 1st, July 1st , Oct 1st) or taken from the memberﾒs security deposit if necessary. In cases where member has both debt and maintenance hours, debt will take priority over maintenance hours. The money from these charges will be kept in a house fund to be used to pay for minor maintenance that may be done by the house or by MCC 6.1.4 The HMC will be responsible for keeping a detailed log that contains the following information: 1.) Member name 2.) Description of work performed 3.) Dates of work 4.) Amount of time spent completing work 6.1.5 The HMC will be responsible for submitting two reports detailing who has done their hours and who has not. One copy will be given to the MCC maintenance coordinator along with the HMC monthly checklists that are due on the dates mentioned in section 6.1.3. The MCC maintenance coordinator will place a copy of this report in the houseﾒs file and submit a copy to the maintenance officer. One copy of this report will be given to the house treasurer on the dates mentioned in section 6.1.3. The house treasurer will use this information to bill members for non-compliance and submit a copy with the house treasury report. 6.1.6 If a house does not include these reports in the required treasury report or the House Maintenance Coordinatorﾒs checklist then these reports will not be considered complete and will face the same penalties as incurred for late completion as stipulated in the MCC policies related to these reports 6.1.7 Houses will have the ability to waive this requirement via normal house decision-making processes if an individual member experiences exceptional burden (e.g.) a member with children or a member who is physically incapable of performing these tasks). 6.1.8 The maintenance officer will be responsible for making sure that each house is carrying out the policy by submitting a report to the maintenance committee 6.2. MATCHING GRANTS (passed 11/29/95, revised 6/30/99) and 8/21/02) The annual MCC maintenance budget shall include an MCC Capital Improvements Matching Grant (MG) which will be determined annually as a component of the budget. The Maintenance Committee will determine the amount of money allocated to this fund during the annual budgeting process. This money is used as a source of matching funds for minor capital improvements that houses may wish to undertake. Minor capital improvements may include tiling a bathroom, refinishing woodwork, buying new furniture, etc. It is not to be used to fund repairs or routine maintenance, nor is it to be used to fund major capital improvement projects such as a new kitchen, since these are things which MCC could easily handle within its regular budget.

If a grant is given to a house, the house can either match it dollar for dollar from its savings or provide the labor to complete the project, and the MCC grant would be used to provide the materials. MCC will not match housesﾒ expenditures at a rate greater than one dollar for one dollar. Unused Matching Grant funds will be rolled over to the next budget year. If there is a deficit in any budget year then any unused Matching Grant funds will be used to offset this deficit. Matching Grant Application Process: The house will submit a proposal to the Maintenance Committee which will describe in detail the project, the material costs, beginning and ending date for the project and the exact dollar amount requested. the Maintenance Committee will then decide whether or not to allocate the requested funds.

Matching Grant Allocation Criteria: 1 Money in the Matching Grant fund will be allocated on a first come, first serve basis. No more than 25% of the total fund will be allocated to any single house in a given budget year. 2. Receiving a grant obligates the house to complete the project for which funding was requested. 3. MCC Matching Grant funding will be transferred to the house upon completion of the project. 4. In order to be eligible for this grant the house must have an active HMC. 5. Unless Worker Group is hired to complete the project, the house is responsible for making sure the project gets done. 6. All grant proposals must be received no later than the last Maintenance Committee meeting in the MCC fiscal year in question. 7. All projects must be completed one week prior to the last day of the budget year that the matching grant was applied for. 8. All funds must be reimbursed by the last day of the budget year that the matching grant was applied for; otherwise those funds will be returned to the general maintenance budget to offset any overruns.

6.3. MCC MEMBER INCENTIVE PROGRAM (passed fall of 1996 or early 1997) House members will be compensated for major maintenance work that they perform within their own houses on the following basis:

1. The proposed compensation and project must be budgeted as a line item on the MCC fiscal year budget. 2. The proposed compensation and project must be pre-approved by the MC and the majority of current WG members. 3. Compensation will be allocated upon the successful completion of the project as determined by the MC. 4. Compensation will be based on the cost of labor budgeted by MCC for the project. All materials will be provided by MCC and the individual shall receive 80% of the labor costs for the project. 5. Only one house member may receive compensation for any project. 6. Compensation will be allocated on a per-project basis only. 7. Compensation based on the expected number of hours shall be equal to or greater than the MCC living wage. However, if the project takes longer than anticipated to complete, the living wage cannot be guaranteed.

Houses may perform major maintenance projects as a group on the following basis: 1. The proposed project must be budgeted as a line item on the MCC fiscal year budget. 2. The proposed compensation and project must be pre-approved by the MC. 3. All materials will be provided by MCC. 4. Each house can create a new line item project on their house maintenance budget for the same fiscal year that shall not exceed the cost of labor saved by completing this project. this new line item must be approved by the MC. 5. A new line item will be created upon successful completion of the project as determined by the MC.

In the event of unforeseen complications and major additional work beyond the control of the contracted house member, he/she shall be compensated for work that was completed and the project shall be reevaluated.

7.1. CATASTROPHIC DAMAGE (informational item -- not policy) MCC's insurance will cover catastrophic damage (i.e. fire) even when caused by, say, an electrical device installed by a nonprofessional member. However, that person may be sued by our insurance company. If a member is injured while performing work for pay and decides to sue MCC, MCC is covered by worker's compensation.

7.2. LIABILITY FOR INJURY (from Membership Contract, Obligations& Covenants -- not maint. policy) "MCC shall not be responsible, except through direct acts of negligence or omission, for injury, loss or damage to a Memberﾒs person or property and Member expressly waives any such claim against MCC/House. Member shall be solely responsible for obtaining insurance on his/her person and/or property." (Even though members sign this agreement, MCC may still be partially liable -- what really protects MCC is clearly warning members of a specific danger, like locking restricted roof access areas and posting signs.)

7.3. BUILDING PERMITS (passed 7/6/83; amended 2/26/92) The city of Madison requires a permit for any work that involves electrical, plumbing, or heating system modification. To obtain a permit for work on a boarding house (the city's label for a co-op), one must be a licensed professional. MCC should pay for any permits or fines incurred for work done without a permit. A member can and should obtain a permit for a carpentry job with a total cost of over $400.

7.4. WORKER GROUP PERSONNEL RULES (passed 6/6/90; amended 6/17/98) This document spells out the rules and expectations for members of MCC Workers Group (WG). It must be read, understood and signed by all persons paid for work on MCC houses.

1. Hiring Preference will be given to Worker group candidates with experience in co-op environments. 2. Final Decision on employment in WG will be made by the Maintenance Coordinator (MC). 3. Paid Breaks: WG members will be paid for up to two 15-minute breaks in the course of a 6 hour day. 4. Length of Employment: All WG personnel must be hired to work on a particular project or projects initially. After this, they may be hired as ongoing member of the worker group, to work on a variety of projects, as decided with the Maintenance Coordinator. 5. Record of Hours Worked: WG members will keep a written, daily account of the exact hours worked and specific tasks completed. This daily account, when submitted to the MC, will be used to determine pay. 6. Grievances and Disputes: Significant disputes between WG member(s) and MC regarding their employment may bring their concerns before the MCC Grievance Committee. Minor disputes may be brought to the MO. Appeal of any Committee or MO decision should be made to the MCC Board, within two weeks. If any grievance process is started, the MC has the right to refuse to have the WG member on the job site until the process is completed. 7. Termination: MC may terminate this agreement at any time. WG member may terminate this agreement at any time, however, it is requested that two weeks advance notice be given to MC and MO. 8. Paperwork: Worker group members must fill out W-4 forms, I-9 forms, and other required tax and employment forms. 9. Injury: WG members are covered by Worker's Compensation.

A general note on Worker Group Expectations: MCC will make an effort to be a progressive, flexible employer. In turn, WG members are expected to be dependable, responsible employees. Basically, the purpose of this note is to make sure WG members understand that this is a "real job". In the past, some WG folks have gotten the impression that because we are a groovy co-op, that somehow we are infinitely flexible. It is sad, but true, that this isn't the case. If you show up late for work, or don't come in to work when you told the MC you would, or work very inconsistently, this is going to drive the MC bonkers. It will waste the money of the co-op members, and slows down our maintenance program, and actually makes it more difficult to be a progressive, effective co-operative system.

7.5. WORKER GROUP EMPLOYMENT AGREEMENT (passed 6/6/90)

Madison Community Co-operative ("MCC") agrees to hire for the position of Maintenance Project Worker, as detailed below. This agreement includes all the Worker Group Personnel Rules, which are printed on the reverse side of this page.

Term of this agreement (Choose one:)

_____ Length of employment in WG is not guaranteed by MCC. Verbal statements about length of employment are estimates about length of time necessary to complete specific projects. With this document, MCC agrees to provide work until the below projects are completed.

-- OR ---

_____ MCC agrees to provide employment from ____/____/___ to ____/____/___. MCC agrees to provide approximately ______ hours per week of work until that date unless there are unforeseen changes in the projects being worked on. What an "unforeseen change" is, is up to MCC's sole discretion.

Wages MCC agrees to pay a wage of $______ per hour, based on the Record of Hours Worked. Paychecks will be paid every two weeks. There is no paid vacation.

Minimum Time Commitment WG member agrees to work a minimum of ______ hours per week, until ____/____/____ (date), OR until project(s) described below is/are completed, whichever comes first.

Projects to be worked on & description of work to be done: * * *

Other Agreements:

Signatures I have read the above, and I have read the incorporated Worker Group Personnel Rules, and agree to abide by the conditions of both.

Worker Group Member

MCC Maintenance Coordinator

7.6. WORKER GROUP HEALTH BENEFITS AND PAID LEAVE (passed 6/28/00)

ELIGIBILITY

Retirement Benefits Eligibility -- see relevant policy Worker Group members already have the same eligibility & payment standards as other MCC employees, as per the MCC retirement benefits policy. This Worker Group benefits policy does not discuss retirement benefits.

Budget Limitation If WG benefits exceed amounts allocated in the general MCC budget, the excess shall be paid from the maintenance budget.

Starting Date A WG member is eligible in the current calendar month if they worked at least an average of twenty-five (25) hours/wk (including any paid time off) within the previous six (6) calendar months.

-- OR --

A WG member is eligible immediately if they sign a contract to work for at least 12 months at an average of at least _25_ hours/wk (including any paid time off). However, if the WG member doesnﾒt work enough to fulfill the contract, they can only become eligible in the current calendar month if they worked at least an average of 25 hours/wk (including any paid time off) within the previous _6_ calendar months.

Ending Date (when MCC stops paying in, though employee have some rights to unspent benefits) A WG member is no longer eligible in the current calendar month if they worked less than an average of twenty-five (25) hrs/wk in the previous six (6) calendar months. This criteria applies even if a WG member stops working completely, unless they were fired for embezzlement or gross non-performance, in which case eligibility would end immediately.

HEALTH CARE

Basic Health Care Coverage MCC shall provide basic health care coverage to eligible WG members. An eligible WG member may choose to use her/his share of the funds allocated in the MCC budget, to purchase health coverage from any insurance provider or health maintenance organization and/or to pay for treatment from any traditional or alternative health care provider.

This may include any provider of health care or wellness services, including but not limited to the services of a doctor of medicine, doctor of osteopathy, physician's assistant, certified nurse practitioner, psychologist, certified nurse midwife, dentist, opthamologist, or optometrist; chiropractor, naturopath, homeopath, massage therapist, acupuncturist, nutritionist/dietitian, biofeedback technician, marriage counselor or occupational therapist. This may also include health care medicines, cleansing or wellness-promoting dietary items, herbs, apparatus, literature, etc. for use in the personal maintenance of physical and mental well-being.

Unused Funds These funds shall accumulate and be carried over from year to year as the employee desires or until her/his employment at MCC ends. At such time s/he must spend funds on health matters within three months after eligibility ends. Note that eligibility may last past the point when a WG member stops working.

LEAVE FROM WORK

Paid Vacation An eligible WG member is entitled to five six-hour days of paid vacation days per full calendar year. If the WG member has been eligibile for only part of a calendar year, they will receive a proportional number of vacation days. The Maintenance Coordinator must be given one weekﾒs prior notice of vacation, and give approval.

Paid Sick Leave An eligible WG member is entitled to up to five six-hour days of paid sick leave per full calendar year. If the WG member has been eligibile for only part of a calendar year, they will receive a proportional amount of paid sick leave. The WG member shall report each use of sick leave to the MC. Subject to prior approval of the Maintenance Coordinator, paid sick leave can be used as paid vacation if all paid vacation to date has been used.

Maternity/Paternity Leave An eligible WG member is entitled to up to six months unpaid maternity/paternity leave. At least one monthﾒs notice must be given to the Maintenance Coordinator before taking maternity/paternity leave. Eligibility for benefits shall continue during maternity/paternity leave.

Unused Paid Vacation & Sick Days Unused paid sick leave shall accumulate from year to year up to a maximum of 21 days. There is no limit for accumulation of paid vacation. Except for the stated limitations, a WG member is entitled to compensation for unused vacation and sick leave they have accumulated during their employment.

7.7. STANDARDIZED CONTRACTOR POLICY(passed 7/6/83; made recommendation, not policy 10/14/98)

On 10/14/98, this policy was reduced to a recommendation (not required), so that the MC has the flexibility to add & remove items according to MCC/Contractor negotiations.

When companies or people submit bids for maintenance work on any MCC house, a signed copy of the Contractor's Policy should accompany their bid for the bid to be valid. The contractors shall receive a copy of the policy at the time of inspection so as to be able to calculate their costs fairly. The authorized signers for MCC shall be either the MC or the MO. The house signer must be the HMC.

General Specifications for Maintenance Contractors

1. Permits and supporting documents: The contractor is responsible for obtaining any needed permits and/or supporting documents.

2. Workpersonship: All work shall be of quality typical to the craft.

3. Completion date: To be negotiated before bid is submitted and stated in the bid.

4. Late completion penalty: The Contractor agrees to forfeit $50.00 per day penalty if the contracted work is not completed by the designated completion date. Any delays caused by MCC shall not be held against the Contractor but shall be added to the Contractor's schedule in writing with a Change Order.

5. Change Orders: Any and all Change Orders shall be in writing and signed by an authorized agent of MCC and Contractor prior to commencement of any work pertaining to the Change Order.

6. Warranty: To be negotiated before the bid is submitted and stated in the bid.

7. Bid: Bids submitted for any project shall be a fixed price and shall be effective for at least 90 days.

8. Progress payments: To be negotiated before bid is submitted and stated in the bid.

9. Insurance: All worker's compensation insurance for the Contractor, Contractor's employees and any subcontracted work are the responsibility of the Contractor. Proof of worker's compensation insurance must be provided by the Contractor prior to beginning of work. Insurance on work performed by Contractor shall be negotiated before the bid is submitted and stated in the bid.

10. Security of materials: It shall be the responsibility of the Contractor to provide security for any materials at the construction site.

11. Cleaning: All trash and excess construction materials shall be cleaned up and hauled away by the Contractor unless otherwise negotiated and placed in writing.

12. Occupancy: The building will be at least partially occupied during the time construction is performed.

13. Turnkey: All jobs are turnkey unless otherwise negotiated and stated in writing.

14. Modifications to Specification: Exceptions to the above mentioned specifications may, when appropriate, be made by written agreement between the Contractor and MCC.

Contractor Authorized Signature: _____________________________________ Date: ____________

MCC Authorized Signature: _____________________________________ Date: ____________

House Maintenance Coordinator Signature: _____________________________________ Date: ____________

8. OTHER POLICIES

8.1 TRUCK USAGE POLICY (passed 7/11/98)

* The vehicle is to be used only by licensed drivers that are MCC members and are using the vehicle specifically for MCC Maintenance Projects. This limits the vehicle to use only by the Maintenance Coordinator, Maintenance Officer and members of the worker group when use is needed for projects. It is not to be used for individual use. * There is to be absolutely no drug or alcohol use while operating the vehicle. To make this clear, those using the vehicle are to be 100% sober at the time of use! * A member of the house who is using the vehicle must sign a waiver of responsibility and/or any other necessary documents, so the driver is included in MCCﾒs insurance and so MCC is not necessarily liable for damages of injuries caused by that individual while they are using the vehicle. * The maintenance coordinator is responsible for keeping track of keys and vehicle usage. An extra set of keys will stay at the MCC office * A copy of the vehicle usage policy will be in the vehicleﾒs glove compartment and anyone who uses the vehicle must have read through it in itﾒs entirety before they may use it. It is the person who last used the vehicleﾒs responsibility to ensure that the person using the vehicle next has knowledge of their responsibility to read through the policy.

MCC VEHICLE MAINTENANCE AND UPKEEP POLICY passed by MCC Board 10/4/00

Routine maintenance and upkeep shall be performed on any MCC vehicle owned and operated by MCC as delineated in the manufacturerﾒs ownerﾒs manual. This shall include but not be limited to: * Oil level and tire pressure check at every gasoline fill-up. * Oil changes every 3,000 miles. * Thorough cleaning every 3,000 miles. * Fluid checks every 3,000 miles (transmission and transfer case fluids/gear oils; rear and/or front differential oils; brake fluid; radiator coolant; windshield washer fluid; power steering fluid; battery water; and clutch fluid). * General chassis lubrication and inspection every 12,000 miles. * Parts checks and/or replacement every 12,000 miles (gas and air filters; PCV valve; fan, alternator, power steering and other belts; battery; clutch and brake adjustment; all lights interior and exterior; wiper blades; radiator; shock absorbers; tire rotation; spark plugs; spark plug wires; distributor cap and rotor; ignition timing; all vacuum lines and hoses; radiator hoses). * Any maintenance and/or parts replacement suggested by the manufacturer at subsequent intervals of 24,000 miles, 36,000 miles, and more. Log & Reporting: The maintenance coordinator shall be responsible for the oversight of the MCC vehicleﾒs maintenance needs. He or she will be required to keep a log of maintenance and any other work performed. This information will be presented to the maintenance officer and the maintenance committee along with the usual reports already required of the maintenance coordinator. Qualified Mechanic: A qualified professional mechanic shall perform all repairs or maintenance done to the MCC vehicle. The maintenance committee must approve any exceptions to this. Repair Manual: MCC shall retain a repair manual that pertains to the vehicle. It will be used as a reference for repairs or maintenance. This will help insure that improper work will not be done at the expense of unknowledgeable MCC members.

Post in Vehicle: A copy of this policy will be posted on the dashboard in the maintenance vehicle.