rules [Sasona Cooperative]

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**Membership

1. Membership**

1.1. These Rules are adopted to provide uniform and fair treatment of all persons in routine membership affairs.

1.2. A member in good standing is:

1.2.1. A person who has no debt to CHEA over $100 or is on a payment plan.

1.2.2. A person who has not been denied a contract by the house.

1.3. A member in bad standing is a person who:

1.3.1. Has a debt exceeding $100 past the 10th day after the date due and does not have a payment plan arranged with CHEA.

1.3.2. Has been evicted or rejected for any reason other than non- payment of rent.

1.3.3. Has not been offered a new contract.

1.3.4. Has left CHEA and owes money to CHEA.

1.3.5. Has been banned or otherwise barred from the house by the membership.

1.4. Class A member: Current residents and associates of the house in good standing.

1.5. Class B member : Educational, social, and honorary members as defined by the board and who are in good standing.

1.6. The House will:

1.6.1. Adopt uniform rules as needed.

1.6.2. Hear appeals from members as provided by these rules. Quorum shall be required for hearing of appeals of various kinds. (passed by house vote 2-8-2015)


**Application, Acceptance Availability
2. Application, Acceptance Availability**

2.1. Applicants must complete an application for membership approved by the House.

2.4.1. Contract renewal is not guaranteed by the house, although it is generally assumed of anybody who is on good terms with the house and the houses account.

2.4.2.Sasona is allowed to seek to diversify membership by proactively advertising to underrepresented groups (including gender, race, age, nationality, family status, disability status, religion, etc.) and share information about how to become a part of the co-op. Our open membership policy adds value to Sasona by increasing diversity and reducing risk of prejudice (See CommunityAgreements). In order to ensure that we follow the Fair Housing Act, our membership acceptance policy (See MembershipAcceptancePolicy) is strictly followed to avoid bias. (Passed 2-18-2024)

2.5. The house will make every effort to assign members to rooms in an area of the house with similar noise levels, health concerns, etc. to the member's requests.

2.5.1. Doubles should always be assigned to same sex roommates, unless specifically requested otherwise by both members involved

2.6. CHEA does not discriminate based on sex, religion, sexual orientation, Race, political belief, national origin, handicap, or other characteristics a person may have.

2.7. No non-emancipated persons under the age of 18 shall be admitted as members of CHEA

2.8. Members who wish to leave the house before the end of their contract may find a replacement

2.8.1. The replacement must be accepted by the house before any agreement to allow the member to leave without penalty.

2.8.2. The replacement must be a person that the member found through means completely independent of the normal house applications and recruitment.


**Contracts
3. Contracts**

3.1. Terms and Requirements: Contracts are the only legal documents that CHEA has between the Corporation and the members. This is both an important and delicate matter between the two parties

3.2. No parties should rely on verbal agreements concerning contract matters within CHEA immediately make application for membership and, if approved, sign a contract. If the person is the guest of a member or hosteler, see the section 5 on Guests.

3.3. Contract Forms: All membership contracts should be on standardized forms approved by the House. Each member shall receive a copy of all contracts that they sign with CHEA.

3.4. Types of contracts:

3.4.1. Full Room and Board: A contract for a specified period of time that allows the member to reside in the house and receive all benefits of membership. This is a Class A membership.

3.4.2. Associate: A contract for a specified period of time that allows a member to eat a number of agreed upon meals a week. Associate members pay $80 a month and complete 2 lumps of labor per week and have full access to house resources. (per house vote 3/29/15)

3.4.3. Guest: A contract for no longer than 4 weeks that allows a non-member to reside in a room of the house with the full understanding that this is a temporary situation. The Guest must be sponsored by a current member of the house to be considered for a guest contract.

3.4.4. Hostel: A contract for no longer than 14 days that allows a person to stay in the house. This is intended for transients as they move from place to place. Because CHEA does not have a hotel\motel license, the house cannot allow hostelers to stay for more than 14 days, and payment for the stay shall be received in advance with some type of ID held by the house till checkout.

3.4.5. The house may offer either a single or a double contract to an applicant at the house's discretion

3.4.6. Changing from single to double: The house may authorize a person to change from a double to a single when:

3.4.6.1. No new person is waiting to get a single contract.

3.4.6.2. The action will not reduce the total number living in the house.

3.4.6.3. There is a vacant single room and there is no waiting list for singles or doubles.

3.4.6.4. There is a waiting list for doubles. Then the current member has priority over new members.

3.4.6.5. A person generally cannot move from a double to a single unless all doubles are filled or the person finds a new member to take his or her place.

3.4.7. Rules for doubles: Persons with double contracts must accept roommates. They must make every effort to cooperate and make the living arrangement work for both persons. Unacceptable behavior is grounds for eviction. Examples of unacceptable behavior are:

3.4.7.1. Causing several roommates to request another room.

3.4.7.2. Threatening behavior

3.4.7.3. Actions that lead he house to believe you do not want to cooperate.

3.4.7.4. Not sharing the space equally.

3.4.8. Living as a single with a double contract: The only time a person may live as a single and pay double rates is if the house ends up with and odd number of double contracts.

3.4.8.1. The house may only enforce this rule in a same- sex situation, though opposite sex pairing is acceptable if both parties agree.

3.5. Contract Periods

3.5.1. Contracts are to be for a minimum of 6 months

3.5.1.1. Contract term start date will be the date of move in.

3.5.1.2. Renewals may be made for less than 6 months at the approval of the house

3.5.1.3. Renewals for longer than 6 months may be made at the Membership Coordinator or Steward's discression

3.5.2. Initial contracts for all new members shall be for 6 months. (house vote 5/29/2016 passed 8-0-1)

3.6. Contract Signing process

3.6.1. Signature authority: The Membership Coordinator normally signs membership contracts; the Steward may also sign contracts if necessary.

3.6.2. If requested, the Membership Coordinator can extend a contract for less than the normal six month lease upon approval from the House.

3.6.3. Confidentiality: Member's records are confidential. Only those with a valid need to know may access office files.

3.6.4. Renewals: Contracts should be renewed no less than one month before the end of the current contract. A member's option to renew a contract is forfeited 3 weeks (21 days) before the end of their current contract unless special arrangements are approved by the house.

3.7. Contract break procedures:

3.7.1. Automatic contract breaks: members may obtain a complete contract break for the reasons outlines below and generally don't require House approval.

3.7.1.1. Draft by military.

3.7.1.2. Medical, and supported by MD written proof.

3.7.1.3. A contract break fee shall be charged as decided by the House.

3.7.3. Contract breaks without break fee may be approved by the House if an approved applicant is ready to move in upon leaving the room.

3.8. Voiding Contracts

3.8.1. Definition: Voiding a contract is cancellation of the obligations of a member for their contract and all attendant rights of the member as outlined in contract. Voiding contracts is generally not a member-initiated action. Contract breaks are voluntary on the part of the member whereas a contract may be voided without consent of the member if any of the following apply.

3.8.1.1. Non-appearance: At any time 7 days after the beginning of a contract, the Membership Coordinator may void a contract of a person who has not arrived provided there is suitable replacement ready to move in.

3.8.1.2. Departure: Any person who leaves without going through approved check-out procedures will continue to remain liable for all charges.

3.8.1.2.1.A person is considered departed if they leave their room for 5 days without notifying someone in the house or the office.

3.8.1.2.2.Every effort will be made to clarify the situation before a member is considered departed.

3.8.1.3. Non-payment of debt: Renewed contracts may be voided by the Steward in consultation with the Membership Coordinator by giving 7 days notice of non-renewal of the contract.

3.8.1.4. Contract signed in error: If an unauthorized person signs a contract, either for renewal or new members, and unknown to the authorized person, the renewal or new member does not meet contract criteria, then that contract may be voided.

3.8.1.5. Appeals: Any person having a contract voided because of debt to CHEA, may appeal the action to the House,first; and — if it is alleged that house policies or relevant public laws have not been followed — then to the CHEA Board. Appeals may only be heard at regularly scheduled meetings. Quorum shall be required for hearing of appeals of various kinds. (passed by house vote 2-8-2015)


**Eviction
4. Eviction**

4.1. Eviction: eviction shall be considered the formal removal of a person who is occupying a space, either legally or illegally, in the house.

4.2. Liability: A member who has been evicted remains fully liable for all contractual obligations until they have found a suitable replacement consistent with all rules of CHEA or of the house. The replacement must fill the same room that the person was evicted from. All remaining debt will immediately become due as stated in the contract.

4.3. Enforcement of contract: Persons have the responsibility to report violations of CHEA or house policies to the Steward, who has the responsibility for the implementation of policy in the house. It is the Steward's responsibility to report the complaint\violation to whomever is in violation of the policy and under ultimate threat of eviction. If the violation is not corrected within a reasonable time, or the complaint is of such seriousness that immediate action is required, then the Steward will take necessary actions but will clear these actions with the house ASAP.

4.3.1. The CHEA Board will act as the final authority in contract violation issues.

4.4. Grounds for eviction: Specific grounds for eviction shall be:

4.4.1. Non-payment of rent

4.4.2. Debt owed on a previous contract

4.4.3. Failure to pay CHEA for damages, repairs, and service cost

4.4.4. Member or member's guest violating contract or membership agreement

4.4.5. Violation of any CHEA or house rules or policies

4.4.6. Violation of federal, state, or local laws

4.4.7. Abandonment of premises

4.4.8. Non-performance of house labor

4.4.9. Consistent failure to attend house meetings

4.4.10. Vandalism or damage to house property

4.4.11. Violence to other members, guests, or any other person on the house property

4.4.12. Violation of eligibility requirements that may be set up by the house or CHEA

4.4.13. Providing false information on a membership application

4.4.14. Possession of a <del>firearm</del> or other lethal weapon in the house. (Firearm stricken by CHEA Board on February 22 Meeting Minutes, 2024)

4.5. Eviction Procedures for non-payment of rent: A person is liable for eviction for non-payment of rent if their debt to CHEA exceeds $100 after the 10th day past when rent has come due.

4.5.1. Notification: the Steward will initiate the eviction with a formal notification. This notice will be on the CHEA eviction form, and will be delivered to the person by the Steward or a designated deputy in accordance with the procedures outlined in the membership contract.

4.5.2. No Response: If Payment has not been received, or an agreement between the Treasurer and the respondent has not been made within one week, then the eviction will be taken to court.

4.5.3. Court Action: A court representative will visit the respondent with notice to vacate the premises within 7 days of the presentation.

4.5.4. Appeal: Within that 7 days, the respondent may appeal to the House or a relevant public court.

4.5.5. Removal: If a satisfactory solution has not been agreed to in the 7 days, then CHEA may request the court to force removal of the person from the property.

4.5.6. Respondent Actions: a person receiving an eviction notice may negate the eviction:

4.5.6.1. By paying the debt to within limits for a member in good standing prior to the date on the eviction notice. (No checks or debit cards will be accepted)

4.5.6.2. By appealing to the Treasurer for relief from the full payment at that time. Quorum shall be required for hearing of appeals of various kinds. (passed by house vote 2-8-2015)

4.5.6.3. By paying the amount owed at any time during the eviction process

4.5.7. Court Costs: All court costs are added to the person's debt.

4.6. Criteria for eviction due to non-performance of labor:

4.6.1. 6 no-shows (labor or otherwise) in any 60 day period require that during the next house meeting a date must be set for a Membership Review for inquiry (described below in 4.7.3.). (passed 6/8/14) (updated 5/7/17)

4.6.2. If labor is assigned to a member as punishment for a previous no-show, and that labor is not completed before the next infraction, that member will be liable for eviction.

4.7. Procedures for other types of eviction: Normally, all other types of eviction will be initiated by the house. Since most members are not experts in eviction procedures, it is recommended that the house consult with the board, and possibly outside counsel, for assistance. However, no decision to evict shall be voided or set aside merely because a technicality was omitted, unless it can be proven that substantial justice has been thwarted by the omission. Documentation for eviction must be in house minutes from legally held meetings and such documentation must be in detail sufficient to withstand legal scrutiny. Hearings shall be considered fair and sufficient if:

4.7.1. Notice: 7 days written notice of the time and place of the meeting and the alleged grounds for the action to said member is given to the person and also placed in a generally accepted area where notices are expected to be in the house.

4.7.2. Open Meetings for inquiry and adjudication. Membership review meetings of both types are open to all house members and meet the criteria set by the house for a meeting. (passed by house vote 7/27/2014)

4.7.3. Membership review for inquiry. It is preferable that an initial meeting for inquiry be facilitated more like a mediation than as an adjudication, in that those who have grievances are invited to speak, and the member being reviewed responds—all with the intention to understand the situation from the points of view of all concerned, rather than to render a judgment, per se. In so doing, relevant behaviors of all members involved are open to question, not just the member being reviewed. (passed by house vote 7/27/2014)

4.7.4. Membership review for adjudication. If a meeting such as described in 4.7.3 does not resolve the issues to the satisfaction of all concerned; and/or at least three members call for a member-review-to-evict, adjudicative style meeting facilitation should take place in which witnesses may be called to testify and the person being reviewed has to opportunity to speak in their own defense and call persons to defend their side of the case. (passed by house vote 7/27/2014)

4.7.5. Decision: The membership in attendance will vote for a decision. An abstention is considered a non-vote and will not be included in the total vote. A simple majority vote is required.

4.7.6. Appeal: A person who is evicted through the house process has the right to appeal to the CHEA Board. The Decision of the CHEA Board is final.

4.7.7. Administration: The CHEA Board and Sasona Steward will process any paperwork necessary to enforce the decision.

4.8. Returning to CHEA: persons evicted, or otherwise not selected to remain members for reasons other than non-payment of rent, are considered banned from CHEA property and are not welcome.

4.9. Uncooperative behavior: The following principles are laid out to clarify the boundaries of appropriate conduct within the house. These principles reflect rather than define a belief fundamental to the cooperative... that individuals can live together with mutual respect and tolerance and that those individuals will benefit from sharing their life experiences, both their burdens and their joys.

4.9.1. General: CHEA understands will differ in expectations and values. Working these issues out, or accepting them, is vital to the success of the house as a social unit. However, if the situation cannot be resolved, and the disagreement reaches a point at which the action or inaction of an individual threatens the house, then the house should consider any and all possible solutions, including eviction, to remedy the problem. This section is intended to lay down guidelines for what behaviour is considered uncooperative, although the following list should not be considered exhaustive.

4.9.2. Examples of uncooperative behaviour: This list is neither complete nor absolute; it would be impossible to set down a definitive list of all the problematic behaviour that a member could engage in, but this list should help establish a tone for what the house expects from it's members and their guests.

4.9.2.1. Failure to do work: A: Sign up for and complete required work B: Attend house meetings C: Don't behave in a way that creates work for others D: Work to the best of your ability E: Work properly and in concert with others

4.9.2.2. Abusive or destructive behavior: A: Exhibition of cruel or destructive behavior towards others, whether physical, mental, sexual, or other. Any forms of behavior found to be abusive will not be tolerated. This includes “ad hominem” name calling that attacks the traits of another (e.g., you are a “bully;” you are a “racist”). Instead, try to state a specific behavior of another that needs attention and/or change, and why.) B: Intentionally or accidentally destroying property and not owning up to the house and paying for damages. C: Do not abuse community property. Return tools, dishes and other items to their place when you have finished with them.

4.9.2.3. Privacy: A: Do not enter a member's room without permission B: Don't use a members possessions w/o permission C: Don't touch or invade the body space of a member

4.9.2.4. General Behavior: A: Behavior that denigrates on the basis of race, sex, political belief, sexual orientation, national origin, handicap, religion, age, or other personal traits is not acceptable. B: Personal actions that disrupt the right of quiet enjoyment of the house by fellow members is not acceptable. Quiet enjoyment is a legal term which means that a person has the right not to be disturbed or have to put up with unacceptable behavior where they live. C: Behavior that instills fear in people is not acceptable.

4.9.2.5. Members are responsible for the actions of their guests

4.9.3 Refusal of a request for mediation may be brought to the attention of the house mediators, who will as a group gather sufficient information to judge whether the refusal was reasonable and acceptable behavior, with some other form of conflict management to be followed; or unacceptably uncooperative behavior and adequate grounds for membership review.

4.9.4 Escape from behavior that is unwanted: Any member who needs to escape from the behavior of others should be able to do so without recourse from others. If necessary, the “T for time out” sign with two hands should be used to communicate the desire to leave off with no further communication. Failure to respect the “T” sign by another is considered abusive behavior.

4.10. Grievance procedures.

4.10.1. Mediation-oriented grievance procedures (see Mediation FAQ section for more detail): Members should bring their concerns first to the individual(s) involved, then to the Steward or a mediator. Normally, grievances should be settled via mediation; and if that fails, by house review of the situation (e.g., in a membership review).

4.10.2. General grievance procedures: A member may come before the House to request a decision on concern. This could be an accusation of harassment, an eviction for labor, or any act of uncooperative behavior.

4.10.3. The House will hear and deliberate over the complaint.

4.10.4. If a committee is formed to investigate the concern, it should meet at the earliest possible date. This date should be days, not weeks, from when the complaint is brought up by the member.

4.10.4.1. Meetings: The meetings should be held at a neutral location. There may be as many meetings as the committee feel are necessary.

4.10.4.2. Privacy: The meeting should take place in private, but minutes will be kept.

4.10.4.3. Witnesses: All sides involved in the complaint will be able to call witnesses.

4.10.5. Decision: The committee will write the decision and present it to the member. If that is not possible, then the Steward will be given the decision for presentation. The minutes and decision should be given presented to a house meeting for approval and filed with the minutes. The House decision is final.

4.10.6. Appeal: An appeal to the CHEA Board can only be made if it is alleged that the House failed to follow its own procedures in good faith. There is no right of appeal to a decision by the CHEA Board.


**Guests**
5. Guests: A guest is defined as a person invited by a member to visit, and may stay overnight if the member so wishes. There is no cost to the member or to the guests other than meals eaten. The intent of this policy is to allow the member and the guest enough flexibility to enjoy the use of the house, and yet preclude non-members from living in, and using the facilities of, the house without proper legal authority.

5.1. Duration and Frequency:

5.1.1. Guests may stay no longer than 3 consecutive nights

5.1.2. Guests may not stay more than twice a month

5.2. Alternatives: If a guests wishes to stay longer than that described above, than that person should apply for a guest or associate contract and follow all the guidelines concerning those contracts.

5.3. Assessments: Members will be assessed the cost of food and other items as related to their guest.

5.4. Responsibility: Member's are completely responsible for their guests actions, including any damages done by the guest, and any untoward behavior committed shown by the guest.

5.5. House Authority: The House has a right to request that a guest behave responsibly.

5.5.1. The house has the right to ban a guest from the premesis

5.5.2. No person who is not a member of the house has the right to access the house, its grounds, or its facilities without house approval.

5.6. Guest Meals:

5.6.1. Resident and associate members have 4 guests meals available per month to share with their guests as they please.

5.6.2. A member who invites a nonmember to eat a house meal without contributing money for the meal is using a guest meal.

5.6.3. The exception is Sunday dinner, when all guests are invited to eat free of charge.

5.6.4. Guests are responsible for a $3 per meal fee to be deposited directly in the lock box with a note when not hosted by a current member. ** Members are responsible for notifying their guests of their $3 responsibility


**Move-in and Move-out**
6. Move-in and Move-out: The House membership officer will typically determine room assignments.

6.1. Room assignment: Every effort will be made to assign a member to a room of their choice. There is, however, no guarantee of choice. CHEA reserves the right to move a person after rooms have been assigned. Examples of the necessity to move a person are:

6.1.1. Filling up doubles

6.1.2. A problem with the room or bath

6.1.3. Matching life styles to accommodate members in a certain part of the house.

6.2. Move-in: The house will determine whether a member may move in prior to the date of the start of the contract.

6.2.1. A nominal fee of $15 per day will be charged for each day prior to the start of the contract that the person resides in the house

6.2.2. Each member will fill out a room condition form each time that they move into a room. This form will be turned into a membership officer who will keep it in the member's file.

6.3. Move-out: Members are not entitled to a room in their house after the end of their contract unless they have signed a contract for the following semester.

6.3.1. If a house allows a member to stay past the end of their contract, that person must pay a minimum of $15 per day.

6.3.2. A member may stay past the end of their contract so long as the room is not needed at that time for a new occupant, and the membership officer approves the stay.

6.3.3. A member will be evicted if they do not leave at the end of their contract and arrangements have not been made with the house concerning their staying over.

6.3.4. Members will fill out a room condition form upon moving out of the room.

6.3.5. Departing members must fill out a check-out form with the membership officer. The member will not receive any of the remainder of their deposit until this check-out form is completed to the membership officer's satisfaction.


**Payment of Rent
7. Payment of Rent:**

7.1. General: All basic costs associated with living in the house are inclusive. Other potential costs not covered may include individual phones, TV service, and fees or fines such as labor fines, parking fees, office equipment fees, etc.

7.2. Date Due: Rent is due on the first of the month, or on the first day of the contract.

7.3. Late payment penalties: Rent is late as of midnight on the 3rd day after rent is due, and a $25 late fee will be assessed if the member does not pay in full. A second $25 late fee will be changed at midnight of the 10th day if the member does not pay to within $100 of the full due amount. (passed by house vote on 3/30/14)

7.4. Deposits: All member deposits will be placed into a central account.

7.5. Evictions: A member whose balance exceeds $100 on the 10th of the month is subject to eviction. Once a member has received an eviction notice they have 72 hours to get their balance due below $100, including any fees incurred. If the member fails to make the appropriate payment, CHEA may initiate eviction.

7.6. (STRICKEN 4/16/17) Membership Fee: a one-time, non-refundable $50 membership fee will be charged to new members of CHEA. As of May 28, 2002, that fee will be divided as follows:

7.6.1. (STRICKEN 4/16/17) North American Students of Cooperation dues: $20

7.6.2. (STRICKEN 4/16/17) Capital Improvement Fund: $20

7.6.3. (STRICKEN 4/16/17) Educational Events: $5

7.6.4. (STRICKEN 4/16/17) Emergency fund: $5

7.7. Deposit: A $500 security deposit is required when a person signs their residential contract. As long as that person resides at the house, the deposit will be held in Sasona House funds. When a person leaves Sasona, a check-out form must be filled out and given to the Membership Coordinator. No refund is paid without this form.

7.8. Texas Law: You cannot use your deposit for rent. Please don't ask.

7.9. Pet Deposit: The House membership will set its own pet deposit amount. In no case will the amount collected be less $100 per pet. $50 is a 'pet fee' and therefore non-refundable, as it goes to pest control when the pet leaves. The other $50 is a pet deposit and may be refunded depending on pet damage/mess at move-out. The pet owner is also responsible for any damage done to carpet, rugs, walls, furniture, smell, etc. above and beyond what is normally expected to put the room back into its pre-pet condition. This means a pet owner can be charged additional costs if needed. ('Pet Fee' added 10/4/15 by vote of 12-0-0)

7.9.1. All pets must be approved by the house prior to being moved in

7.9.2. No dangerous animals will be allowed.

7.9.3. Roommates must approve of all all new pets.

7.10. Payment Plans: Members are expected to pay all rent and charges on time, however, it is understood that members may sometimes be unable to meet their commitment in a timely manner and may need a pay plan. The following criteria outline CHEA policy:

7.10.1. Pay plan requests must be on the proper form and submitted to the CFO for approval. The request will be placed in the member's folder once approval is received.

7.10.2. A payment plan extending beyond the due date of the next month's rent disqualifies the payment planee from participating in another payment plan until 4 months after the payment plan is paid off.

7.10.2.a. A payment plan that is paid off according to a payment plan contract that does not extend past the next month's rent due date does not disqualify a member from starting another payment plan in subsequent months.

7.10.3. Late fees will not accrue during the payment plan, however, the house may set a pay plan fee as seen fit to be included in the payment schedule.

7.10.4. Missing one of the payment plan payments will result in the member being liable for immediate eviction for non- payment of rent.

7.10.5. Payments made during the plan may not be made with a credit or a debit card, but only with check, or money order.

7.10.6. If a member fails to pay the agreed upon plan, that member may be evicted immediately.

7.11. Bounced Check Policy: If a member bounces a check, CHE will process it a second time. If the check is still not good, a $25 fee will be assessed. If the member bounces 2 checks in a six month period, that member may be barred from using checks/debit for the remainder of their contract.

7.12. Outstanding debt: the maximum amount that a member may carry over from month to month is $100.

7.13. Absentee Policy: A member can get a $150 rent credit per month, with a 2 week minimum and a 2 month maximum, with pro-rated credits. This is for resident members only. A member seeking absentee reimbursement must get written approval from the Bookkeeper or Treasurer. The invoice for the month’s rent following the absentee period will be adjusted to reflect their applicable rent credit.


**Collection Process
8. Collection Process:**

8.1. When a member leaves owing money to CHEA: CHEA will follow the process outlined below to collect the money:

8.1.1. A letter, or series of letters, will be sent outlining the charges and requesting payment. This letter will be sent out to the address on the check-out form, the address given on the contract, or the latest known address.

8.1.2. If no response to the letter is received, the account will be turned over to a collection agency, who will send a series of six letters requesting payment, including their fee.

8.1.3. If there is still no response, they are put into the credit system and noted as bad credit. The credit agency will continue to make every effort to collect, including nasty phone calls.


**Property/Room Damage
9. Property/Room Damage**

9.1. Moving In: Members moving into a room must fill out a room condition sheet. This sheet may be filled out in as much detail as the member wishes. The room should:

9.1.1. Be painted to the house scheme or be neutral in color.

9.1.2. Have plumbing in good working order.

9.1.3. Have fan that works if installed.

9.1.4. Have a clean rug or floor and be in good condition

9.1.5. Be clean, including the windows.

9.1.6. Have a clean bathroom.

9.1.7. Have a lock on the room side to a shared bathroom door.

9.1.8. Have a working smoke detector.

9.1.9. Have all lights in working order.

9.2. Moving Out: The member has the obligation to return the room to conditions at least as good as when the person moved in.

9.2.1. If you painted, get approval to retain those colors or repaint to original color.

9.2.2. Clean the room and bathroom.

9.2.3. Note all changes on the room sheet.

9.2.4. Fill out a check out form.

9.2.5. Turn in all keys.


**Quiet Hours**
10. Quiet hours are after 11pm to 6am on weekdays. (passed by house vote 2-8-2015)


**Maintenance Areas**
11. Maintenance Areas: Maintenance includes all work done in the facilities to protect, preserve repair or improve short of Capital Projects. For Purposes of budget and responsibility, maintenance is divided into the following areas:

11.1. General Maintenance: This area includes those things that the members can easily perform and that do not alter the basic condition of the building. It also includes the responsibility to call professional electricians, plumbers, etc. To correct normal small cost repairs and improvements. Some typical examples of house responsibility are:

11.1.1. General plumbing problems typically handled by a resident.

11.1.1.1. Opening a wall and replacing valves or replacing parts of the domestic hot water system would require calling the plumber.

11.1.2. General lighting repairs, but not major electrical repairs/improvements.

11.1.3. Minor carpentry

11.1.4. Replacing light bulbs.

11.2. Contract Maintenance: This area includes all basic functions that require continual and on-going maintenance. These are contracted out as to insure regular and professional accomplishment of necessary checks. When it is necessary to have work done on systems that have maintenance contracts, the company with the contract should be called. Examples are:

11.2.1. HVAC systems

11.2.2. Pest control

11.2.3. Sort water systems

11.3. Emergency maintenance: this area encompasses those emergencies that arise and are typically so expensive that the cost would deplete the house maintenance budget. These problems fall short of a CIP item, as this is normally a repair, not an improvement. Examples are:

11.3.1. A major plumbing leak in the wall/floor

11.3.2. An expensive piece of equipment needing repair and or replacement.


**Maintenance Problems and Scheduling**
12. Maintenance Problems and Scheduling

12.1. The house should maintain a list of things that need to be done.

12.1.1. Every four months, each room suite, and building shoud be inspected and the “to do” list updated.

12.1.2. The house should then make a master schedule to ensure prompt correction of the most serious problems and a schedule of completion for the rest.

12.1.3. In cases of members' rooms and bathrooms, these items should be put close to the top of the list.


**Upholding Standards**
13. Upholding Standards: The house is self-managing, but shall maintain the facility standards set by the Sasona House and CHEA Board of Directors.

13.1. Purpose: The house maintains the property under its control in a manner to ensure and promote the safety and comfort of the members, the economic operation of the house and to protect the assets of CHEA and the personal property of the members.

13.2. Standards: The house should maintain the facility to meet:

13.2.1. The terms of the contract

13.2.2. The city health, environmental, and housing codes

13.3. Reporting problems:

13.3.1. Each member of the house is responsible for reporting problems.

13.3.2. This is particularly true in their own room or space.

13.3.3. A method for reporting these problems shall be provided.

13.4. Emergency maintenance condition: Any condition which:

13.4.1. Effect equipment

13.4.2. Structural integrity

13.4.3. Places the house in a dangerous condition.

13.4.4. Places a member in a dangerous condition.

13.4.5. Cause a room to become uninhabitable or causes unacceptable discomfort to the member.

13.4.6. Does not comply with City health, environmental or housing codes

13.4.7. While these conditions are called “emergency”, the corrective action may or may not fall under the budget as emergency maintenance.

13.5. House action on the above conditions:

13.5.1. The house will take immediate action to resolve any of the above conditions.

13.5.2. The Steward should be notified if the corrective action will require extensive repair or if the City must be notified.


**House Furniture**
14. House Furniture: The house will provide furniture to make the common rooms inhabitable and meet the requirements of the contract.

**15. Member Improvements:**

15.1. Altering the building: Small general improvements are allowed, but when decisions are made as to whether to alter something or not, the guiding principle should be whether it effects the overall structure or not.

15.1.1. No changes should be made that alter the structure

15.2. Painting: Members may paint their room at their own expense.

15.2.1. However, no dark colors, such as black, should be used.

15.2.2. Rooms must be painted back to a neutral color when the member changes rooms, or departs, unless an appropriate officer concurs with the color choice.

15.2.2.1. This may be at the members expense.

15.2.3. General painting throughout the house should be done to enhance the present condition. Again, light colors should prevail.


**The Capital Improvements Program
16. The Capital Improvements Program:**

16.1. Purpose: To ensure a continuous and funded program that will provide for the reinvestment of capital in our facilities.

16.1.1. This program should be tied to the short and long term plans developed and updated each year.

16.1.2. This is the major program that reinvests our money in ourselves and is oriented towards the future of CHEA.

16.1.3. It should always receive a high priority when allocating resources.

16.2. Oversight:

16.2.1. The Finance Committee will oversee the program.

16.3. Process

16.3.1. Finance committee will oversee and make decisions on what projects will be funded within any given fiscal year.

16.3.2. Funds not spent may be carried over to the next year.

16.3.3. A consolidated list will be kept of items accomplished and what is to be done.

16.3.3.1. This list should be:

16.3.3.1.1.By year, two years, and five years

16.3.3.1.2.It should be categorized as outlined in 16.4

16.4. Categories:

16.4.1. Safety for members.

16.4.2. Safety for the building

16.4.3. Equipment deterioration.

16.4.4. Life cycle replacement

16.4.5. General improvement of the building.

16.4.6. New code requirements

16.4.7. General living conditions improvements

16.4.8. Kitchen

16.5. House: the house will have a formal list of projects:

16.5.1. The list should be by priority

16.5.2. The list should be by year if possible

16.5.3. The list should be by category if possible.

16.6. Timing

16.6.1. House should update their list at the beginning of July.

16.6.2. Finance committee should update the current list after each fall and spring general membership meeting.

16.6.3. Finance committee should establish an initial list for the next year each spring.

16.7. Funding:

16.7.1. Finance committee will suggest funds for the next year to the House each July for planning purposes, funding should be at least 15% of the proposed budget.


**The Furnishings and Fixtures Program
17. The Furnishings and Fixtures Program:**

17.1. Purpose: To ensure a pleasant and up-to-date living environment is maintained for the members and that old items are discarded.

17.2. Oversight: The house is charged with maintaining and F&F program that will meet the house needs.

17.2.1. Funds are allocated through the central budget process, but the house may spend the funds as they see fit within the confines of the program.

17.3. Process: The house should review the furnishings and fixtures in the house. Once that is done:

17.3.1. Money should be allocated in such a manner as to fulfill as many of the needs as possible.

17.4. Coverage: Items covered under this program include:

17.4.1. Carpet, both is the rooms and in the common areas.

17.4.2. Chairs and tables for the common areas.

17.4.3. Lighting

17.4.4. Furniture for the common areas

17.4.5. Shower Curtains

17.4.6. Blinds and curtains for all windows.

17.4.7. Entertainment equipment

17.4.8. Bulletin boards and items like that

17.5. Programming: The house should maintain an inventory of F&F items. That inventory should include the date each item was purchased.

17.5.1. A “life” should be given to each category, such as Tables or Sofas.

17.5.2. Then the total requirement should be divided equally by years.

17.5.3. The house should then plan to purchase a quantity equally by years. The house should then plan to purchase a quantity equal to the yearly requirement so that the house always has relatively new items.


**Parties
18. Parties: The house is encouraged to have an active and fun social environment. Social Coordinators should plan events events each new semester that meet the needs of all the house members, not just a few. The following outlines general criteria for parties.**

18.1. House may have one party per season where guests from outside the co-op are invited.

18.2. The house director/trustee is always responsible for house actions whether or not they are there or not.

18.3. If alcohol is to be served, all appropriate legal guidelines and laws must be followed.

18.4. House labor cannot be used to serve alcohol

18.5. No party may be advertised outside CHEA, or off CHEA property.


**Illegal activities
19. Illegal activities: CHEA does not condone illegal activities.**

19.1. Alcohol and minors: The legal age to consume alcohol is 21. We didn't make the law but we must abide by it. It is illegal for anyone under the age of 21 to drink alcohol, even in the privacy of their own room.

19.2. Prohibition of Sexual Harassment: CHEA's policy is to maintain an environment free from harassment and intimidation. Sexual harassment is expressly prohibited, and offenders are subject to disciplinary action. CHEA defines sexual harassment as unwelcome sexual advances or requests for sexual favors, or other verbal or physical conduct of a sexual nature, by any member or guest, when the intended or perceived effect of such conduct is to create an intimidating, hostile or threatening environment for any other member or guest. Whenever possible, complaints or sexual harassment should be dealt with at the house level rather than the CHEA Board. However, no member should feel intimidated about seeking relief from sexual harassment. In all proceedings, CHEA and Sasona officers and shall maintain the confidentiality and the rights of the individuals involved to the fullest extent of the law.

19.3. Prohibition of Racial Harassment: It is the policy of CHEA to strive to create and maintain a living environment free from racial harassment, humiliation and intimidation of students. “Racial harassment” is defined as acts of communication that are intended to harass, intimidate, or humiliate a member or members on account of race, color, or national origin, and that cause them to suffer severe emotional distress. Racial harassment in CHEA is expressly prohibited, and any member who engages in such conduct is subject to appropriate disciplinary action.


**Roofs
20. Roofs: Don't go on the roofs of the buildings.**


**Possessions**
21. Possessions: If a member vacates the house, but leaves behind some or all of their possessions then CHEA will hold onto their possessions until the possessions are considered (declared) abandoned. Examples of different circumstances.

21.1. A person remaining in a room for the next season and leaves their possessions in the room over interim. The room is not cleaned and there is no reason for CHEA to handle the possessions. This is the case whether or not the person remains or leaves during interim.

21.2. A person who has not signed a contract for the next semester must move out by the move-out date. A date is set for two purposes:

21.2.1. If a person has not signed a new contract and is still present, the eviction procedures may begin in order to clear the room.

21.2.2. If a person has not signed a contract and leaves the house but leaves his possessions , then that sets a date after which time their possessions may be declared abandoned property. CHEA can then remove the possessions and start procedures to auction off the property.

21.3. If a person is moving to another room in the near future. Then it is their responsibility to move their possessions on the move out date. This will ensure CHEA does not handle the possessions during the interim in order to clean or prepare the room for the next member.

21.4. If CHEA must handle a member's possessions, then at least three persons should be involved.


**Prohibitions**
22. Prohibitions: All <del>firearms, ammunition</del>, explosives, other items qualifying as weapons, illegal articles/substances are forbidden on CHEA property. (Firearm and ammunition stricken by CHEA Baord on February 22 Meeting Minutes, 2024)

22.1. Motorcycles are not allowed inside the houses.

22.2. Tigers are not allowed anywhere.

22.3. The flushing of baby wipes is banned regardless of the labeling of the specific wipe. (passed 1/24/16 by vote of 8-2-4)

22.4. Smoking of tobacco products is banned within 25 feet of all doors and windows of the house. (passed 10/16/16 by 10-0-1) (altered 2/12/19)


**Labor Holidays**
23. Labor Holidays: Normally a labor holiday occurs each fall, spring, and summer at each house.

23.1. All members living at the house are required to participate in the event or make up the time through the house labor system.