STANDING RULES

Section 5: House Operations

5.1. ICC Alcohol Policy
1. 1. Definitions
  1. 1.1. Alcoholic Beverage means alcohol, or any beverage containing more than one-half of one percent alcohol by volume, which is capable of use for beverage purposes, either alone or diluted. (See Tex. Alcoholic Beverage Code 1.04)
  2. 1.2. ICC means University of Texas Inter-Cooperative Council, Inc.
  3. 1.3. Minor means a person who is under 21 years of age. (See Tex. Alco. Bev Code 106.01)
  4. 1.4. Public means persons who are not members of ICC.
  5. 1.5. To sell alcoholic beverages means to receive any form of compensation in return for an alcoholic beverage, including but not limited to (1) exchanging money for an alcoholic beverage; (2) charging a cover share (fee for entry charged at the door) if alcoholic beverages are then served at no charge; (3) charging for tickets in advance of an event if alcoholic beverages are served at the event at no charge; (4) taking a tip for service of an alcoholic beverage, even if the alcoholic beverage is served at no charge.
  6. 1.6. TABC means Texas Alcoholic Beverage Commission.
2. 2. Rules for Parties Where Any Alcoholic Beverage Is Sold
  1. 2.1. A temporary alcohol permit must be obtained from the TABC to sell alcohol. The following rules for parties where any alcoholic beverage is sold apply to serving or providing (not just selling) alcohol when ICC is acting under the authority of a TABC permit or license. In other words, when the ICC has a permit for a party or other event because alcohol is being sold, the rules apply to any alcohol served or otherwise provided at that party, whether the particular drink is being paid for or not.
  2. 2.2. No alcoholic beverages shall be sold, served, or provided between the hours of 2am and 7am. Hours of service and consumption shall be strictly limited to 7am to 2am. All beverages should be collected at 2am, and no alcoholic beverages should be served after 2am.
  3. 2.3. Alcoholic beverages shall not be sold, served, or provided to minors. No person shall be served an alcoholic beverage without producing a valid Texas driver's license or identification card showing the person to be 21 years of age or older. See Tex. Alco. Bev. Code 106.03.
  4. 2.4. Alcoholic beverages shall not be sold, served, or provided to any person who is obviously intoxicated. See Tex. Alco. Bev. Code 2.02(b)(1).
5.2. Alcoholic Beverages and Minors
1. 1. ALCOHOLIC BEVERAGES SHALL NOT BE SERVED OR PROVIDED TO MINORS AT ANY PARTY UNDER ANY CIRCUMSTANCES
2. 2. The following rule must be followed when hosting any party where any alcoholic beverages is served or provided to any person:
  1. 2.1. Alcoholic beverages shall not be served or provided to minors.
5.3. No Legal Duties Created
1. 1. This policy shall not be construed to create any legal duty on the part of ICC toward ICC members or the public.
5.4. ICC Members to Follow This Policy And The Laws of Texas
1. 1. UNDER ALL CIRCUMSTANCES AND AT ALL TIMES, MEMBERS OF ICC ARE EXPECTED TO FOLLOW THIS POLICY AND THE LAWS OF THE STATE OF TEXAS CONCERNING THE PURCHASE AND CONSUMPTION OF ALCOHOL.
5.5. Purchase of Alcoholic Beverages
1. 1. No ICC central or house funds may be used to purchase alcoholic beverages, with the exception of alcohol used for cooking.
2. 2. Violations of the above (2.56.1) shall be considered theft; violators will own any monies concerned to the ICC. No admission charges or cover charges may be required at any entry into an ICC subdivision (house). ICC (central or house) sponsored flyers may not mention alcohol, except to note that functions are B.Y.O. (bring your own alcohol) and that alcohol will not be provided. Only the Board of Directors may waive the above provisions. The ICC does not condone or indemnify illegal sales or the consumption of alcohol or any illegal substance.
5.6. ICC Boarder Policy
1. 1. The House Treasurer is responsible for the accounting of all boarders at their house. These responsibilities include the following:
  1. 1.1. Collecting boarder fees on a monthly basis
  2. 1.2. Depositing boarding fees into the house Food Account on a monthly basis
  3. 1.3. Limiting the number of boarders at houses without health department status so that there are no more than 24 people paying to eat at the house at one time. So Seneca could have seven boarders if the house was a full occupancy of 17. Avalon is still restricted from having boarders.
2. 2. Houses are encouraged to pay close attention to the boarders in their houses as mismanagement of boarders can lead to lack of food and money which will cause stress in a house. The house can use the money obtained from the boarders in accordance with ICC policy. However, the house is responsible for all boarder charges and any deficits resulting in non-payment of boarder charges. If a house constantly mismanages their house funds due to a failure to collect boarder fees, then the ICC Board of Directors is empowered to take the following actions:
  1. 2.1. Remove the house's right to have boarders
  2. 2.2. Remove a house's checkbook and place it in the control of the ICC Financial staff
3. 3. Mismanagement is defined by the following criteria:
  1. 3.1. A serious lack of food and supplies in a house on a consistent basis
  2. 3.2. Persistent overdraft of checks on the house food account
  3. 3.3. Surpassing the house's discretionary allotment (HDA) of food many by depositing extra money into the house food account
  4. 3.4. House member complaints
4. 4. The above criteria are left to the judgment of the Accounting Administrator. If any house is viewed to be mismanaging their funds, then the Accounting Administrator will report it to the Board. ICC general membership is encouraged to report any mismanagement to the Accounting Administrator or the ICC Board of Directors.
5. 5. Houses are encouraged to take great care that their residents are adequately fed. Sacrificing the obligation to feed its members will cause enormous stress on a house and eventually residents will move out.
5.7. Changes to Room Size Designation
1. 1. No house in ICC can make room size designation changes without approval of the Board
2. 2. Room Occupation Policy (updated 06/23/2006, passed by BOD on 02/22/2006)
  1. 2.1. Rooms that either do not have a current contract, have been abandoned, or are suspected to have an un-contracted tenant will be reviewed at staff's discretion to insure that they are empty and available to be contracted for, and are clean.
  2. 2.2. Specifically: At the beginning of each semester, during interim, and at staff's discretion, staff will check that the office keys work for each room that has no contract or that has been abandoned and that the room is clean and in decent condition. (If the room is damaged, not clean, or the key does not work, staff will refer to the check out policy for action to be taken) If during that semester, the room is found not as clean or in decent condition compared to the beginning of the semester, the house will be given seven days to clean the room and fix damages or staff will have the room cleaned and the house will be charged the exact cost of cleaning the room and/or fixing any damages.
  3. 2.3. If a room that is supposed to be empty is occupied (at any time during the semester) or the office key does not work in the door (not counting the first visit for inspection) and the room cannot be opened at that time the house will be given notice to correct the situation within 24 hours. The room will be reinspected after the 24 hour period and the room will be reviewed once again. If the room continues to appear to be occupied or the office key still does not work the house will be fined $200 for the first occurrence, and $100 more for each additional occurrence in the same ICC fiscal year. (for example- the third occurrence shall cost $400)
  4. 2.4. If any person is living in an ICC room without a contract, then the disciplinary process outlined in point 3 will apply to said person and the house. Each occupied room (that should be empty) counts as a separate occurrence. A room that is occupied by someone with an ICC contract and another person without an ICC contract shall count as an occurrence. (Please see Split Single Policy)
  5. 2.5. If a current member is in a room that should not be occupied, that counts as an occurrence. Staff will send an e-mail indicating that a room was found occupied, locked, or uninhabitable to the house e-mail list so that as many members of the house as possible shall be made aware of the potential fine and the need to resolve the occurrence.
  6. 2.6. Occupants will have 48 hours from when the house is notified by e-mail to remove their belongings. Rooms can be reviewed again 48 hours after the notification is sent by e-mail. If the room is still occupied it will count as an additional occurrence. The house may appeal fines to the board.
5.8. Move-in/Move-out (Reviewed and updated 10/11/06)
1. 1. The members of the ECC will check rooms for which the contract has ended during the specified move-out dates or whenever a room is vacated. If necessary, an additional person can be hired at the discretion of the Facilities Committee.
  1. 1.1. The ECC will check empty rooms in accordance with ICC Room Damage Charges.
  2. 1.2. Check-out forms will be returned by the ECC to the office so that fines for damages (if any) may be taken out of the member's room deposit.
  3. 1.3. Funding for the hired person will come first from any fines collected for not turning in check-in/check-out forms, and secondarily from the Facilities Committee Discretionary Fund.
  4. 1.4. The ECC will inform staff of rooms that need to be cleaned or worked on before the next person moves in.
2. 2. New members will be given a check-in form upon moving into ICC, and are required to return it to the ICC office or a designated box in the house within two weeks, with a deposit-forwarding address included. If the form is not returned within four weeks of moving in, the member will be held responsible for all damages to the room upon moving out.
3. 3. There will be two designated move-out days at the end of each semester, one for members leaving ICC and another for members changing rooms or houses within ICC. These two dates will be separated by one day to alleviate house conflicts and allow for the ECC to check all vacated rooms and perform any cleaning or repairs necessary.
  1. 3.1. House-elected interim officers will coordinate with the ECC during the check-out process to ensure the house is in good condition.
  2. 3.2. An official move-in date for new members will be set two days after the room switch date
    1. 1. Members standing in ICC will not have to remove their belongings from ICC
  3. 3.3. The Membership Resource Administrator will provide a list detailing the status of each room by house.
  4. 3.4. Members staying in the same room are not affected by this policy.
  5. 3.5. Any variance to this schedule must be approved by the Member Resource Administrator.
4. 4. Members whose rooms are not vacated by midnight on their appropriate move-out date will be charged the holdover fee (defined in membership contract). The Room Switch Day will be considered the official move-out date of people switching rooms within ICC.
5.9. House Officer Descriptions
1. 1. Board Representative (see SR 1.4)
2. 2. Education Officer - Tabled to EdCom- include "Ensure that ICC staff members are aware of house membership policies. Keep an updated house policies sheet at the ICC office."
3. 3. Treasurer
  1. 3.1. Attend ICC Finance Committee Meetings
  2. 3.2. Attend ICC Treasurer trainings
  3. 3.3. Set a house budget
  4. 3.4. Keep a running total of the balance of the house food account
  5. 3.5. Maintain receipts for the house food account
  6. 3.6. Turn in receipts, check stubs, and treasurer A/R forms to the Accounting Administrator on the first day of the month or as designated.
  7. 3.7. Post house ledgers or spreadsheets prominently in the house
  8. 3.8. Answer house members' questions regarding ledger sheets
  9. 3.9. Notify Accounting Administrator of house labor fines or fines for damages
  10. 3.10. Pay house bills, make deposits and collect money as needed
  11. 3.11. Perform all other tasks related to house accounts as required by the house or ICC.
4. 4. Labor Czar
  1. 4.1. Ensure house labor is performed cooperatively and equitably
  2. 4.2. Implement house labor policies and fines
  3. 4.3. Enforce Section ** of Membership Contract regarding weekly labor
5. 5. Kitchen Manager
  1. 5.1. Solicit nutritious menus from cooks
  2. 5.2. Make shopping lists based on staples needed, menus received, and requests
  3. 5.3. Work with house Treasurer to ensure that food purchases stay within budget
  4. 5.4. Keep kitchens stocked with food for general consumption
  5. 5.5. Designate food for cooks
  6. 5.6. Maintain sanitary food storage and adequate kitchen equipment.
  7. 5.7. Ensure that all Health Department requirements are met
  8. 5.8. Perform all other tasks related to kitchen management as required by the house or ICC
6. 6. Maintenance Officer
  1. 6.1. Attend all ICC Facilities Committee meetings
  2. 6.2. Perform minor repairs in house as requested by house members
  3. 6.3. Report major maintenance problems to ICC Facilities Administrator
  4. 6.4. Ensure the safety of members in the house
  5. 6.5. When possible, be available to let contractors into the house or to explain problems to contractors
  6. 6.6. Keep an inventory of house tools
  7. 6.7. Make house members aware of fire and other safety hazards
  8. 6.8. Ensure working order of all house smoke alarms and fire extinguishers and educate house members of emergency procedures
  9. 6.9. Inspect all water fixtures for leaks
  10. 6.10. Be familiar with the location of all fuse boxes, water and gas mains
  11. 6.11. Perform all other tasks related to house maintenance as required by the house or ICC
7. 7. Membership Officer
  1. 7.1. Attend all ICC Membership Committee meetings.
  2. 7.2. Maintain current ICC marketing in the house to give to potential applicants
  3. 7.3. Train house members to give house tours and answer questions from perspective members.
  4. 7.4. Maintain copies of all house keys.
  5. 7.5. Act as a resource person to new members during move-in.
  6. 7.6. Ensure that all members fill out check-in/check-out forms or ensure interim officer fulfils this responsibility
  7. 7.7. Keep all house members informed of important contract signing dates.
  8. 7.8. Ensure that house members are aware of all ICC membership policies. Ensure that ICC membership policies are followed at the house level.
  9. 7.9. Perform other tasks related to membership policies as required by the house or ICC
8. 8. Trustee
  1. 8.1. Attend all Management Committee meetings and trainings
  2. 8.2. Schedule weekly or bi-weekly house meetings, and ensure that meetings follow house rules
  3. 8.3. With Board Representative, ensure that all house officer positions remain filled.
  4. 8.4. Inform ICC staff members of any house problems with may require their attention
  5. 8.5. Be aware of ICC standing rules and policies and communicate them to other house members
  6. 8.6. Act as a resource person for house member regarding house policies
  7. 8.7. Mediate problems on a house level when appropriate
  8. 8.8. Maintain neutrality and delegate mediation to a neutral party if necessary
  9. 8.9. Ensure that house and ICC policies, and local, state, and federal laws are followed at the house level
  10. 8.10. Inform the ICC board or staff when violations of the preceding item occur
  11. 8.11. Uphold Part III, Section 9 of the ICC contract regarding prohibitions
  12. 8.12. Ensure the selection of interim officer(s) and inform them of their responsibilities (see Interim Policy)
  13. 8.13. Perform other tasks as required by the house, ICC board, or ICC staff.
5.10. House Tool Policy Updated (06/30/2006 - passed by BOD on 11/22/2005)
1. 1. Each house is responsible for owning and maintaining such tools as are needed to maintain the house and perform such repairs for which the house is responsible. For a list of what the house is responsible for, see the House Maintenance Responsibility Defined section of ICC's Standing Rules.
5.11. NASCO Scholarships Policy
1. 1. The Board shall annually budget for a minimum of 12 full scholarships to the NASCO Institute. These scholarships are to be distributed as follows:
  1. 1.1. Five scholarships are held on priority for ECC coordinators registration until two weeks before the conference. Any unfilled ECC scholarships will be allocated as general member scholarships.
  2. 1.2. All non-ECC scholarships will be general member scholarships. Any members interested in attending the conference will enter a lottery. The lottery drawing will be held on the morning of the early registration deadline for the conference. Any names that were not chosen will be put in waiting list lottery. Anyone that has received a scholarship and then is unable to go must give 48 hours notice. If someone from the waiting list is not able to take the vacant spot, the member must pay the amount of the scholarship.