Policy Example: Team Job Descriptions & Authority

Facilitation Team
Members of the facilitation team serve the community in the following capacities:
1. Agenda setting for Village and Board meetings in coordination with the BOD agenda planner.
2. Assist teams/board in creating agenda presentations or discussions and in designing proposals with clarity to support our community consensus process.
3. Facilitates village meetings
4. Facilitation of team and BOD meetings if requested.
5. Identify training and mentoring resources of the facilitation process. 8-29-10.
Neighborhood Relations Team
The mission of the Neighbor Relations Team is to support the health, safety, and harmony of our community by fostering caring and respectful interactions between CEV and its visitors and neighbors. The NRT mission includes helping Team and CEV members to increase our capacity to engage with visitors, neighbors, and the surrounding community in effective, culturally thoughtful ways. 10-25-09
Events Team
Organizes and implements one-time and ongoing events in collaboration with the community to cultivate supportive relationships and provide opportunities for engagement, fun and enjoyment. Events Team maintains community traditions so these traditions continue from year to year. Please note: Events at Columbia Ecovillage are not the sole domain of the Events Team. We encourage all Villagers to create events, large and small, spontaneous and preplanned. The Events Team will be happy to assist in these endeavors if needed. 11-8-09
Build It Team
Focused on expediting the planning and construction of the new dining/kitchen common area.
Areas of work assigned would include:
- Developing a time line/critical path schedule of a complicated process stretching out over a 12-15 month period. Make a chart of this for all to see.
- Communicate with the entire Village about project progress and the need of members to make timely decisions at various points along the way.
- Screening and recommendations of candidates for contractor and project manager.
- Work with the professionals we hire to assist them in the completion of the building.
Other related items - Team will terminate with the completion and opening celebration of the new building. 8-17-08
Maintenance Team
Insert Job Description
Secretarial Team
The Team’s responsibilities will include determining records needed by the Columbia Ecovillage Condominium Homeowners Association and Board, setting up and maintaining systems of record keeping, establishing a template and procedures for note taking at meetings, ensuring minutes of meetings are completed properly and filed, providing trainings as needed related to secretarial tasks (e.g., training in CEV standards for minute taking and processing). 7-19-09
Process Team
Will generate a list of internal mediators (list will be stored on Yahoo Groups). Who agree to act as a neutral party to meet with all involved in the dispute. The Neutral Party will pledge confidentiality and impartiality. 5-31-09
Children’s Team
The mission of the Children’s Team is to foster the creation of a healthy environment for raising children in Columbia Ecovillage and to implement strategies that support effective community engagement by parents and children. The Childrens Team is responsible for:
  • Scheduling and coordinating childcare for meetings
  • Developing budgets for childcare and other child related expenses
  • Coordinating with other teams on issues that impact childrens’ health, safety, and well-being
  • Ensuring that impacts to families are considered in the planning of community activities
  • Facilitating cross-generational connection
Common Interiors Team
Our goal is to help the community create welcoming, functional and orderly common interior spaces in ways that met our needs, maximize our shared resources, provide a pleasant aesthetic experience, and are suited to the diversity of interests, styles, and ages of our community.
Tasks include:
  • Facilitating group decisions around the furnishing and use of the common interior space;
  • Developing processes for the inventory and selection of furnishings, house wares, finishes, art and decorations. Including donated and purchased items.
  • Identify temporary storage opportunities for donated items (until their new home is completed).
  • Facilitate interior decoration.
  • Facilitate standards of use and maintenance of common spaces.
Coordination Team - Inactive
The Coordination Team is responsible for the coordination of the ongoing work of the community including:
Coordinate community tasks implemented by teams, nimble squads, and individuals
Business Meeting Agenda Planning
Propose structural tools for community organization including Team formation, decision-making protocol, and record keeping.
Act as Liaison between the Developers and the Community. 8-17-08
Food Team
The food Team is charged with developing food programming that meets the diverse needs and interests of our community while also fulfilling the community’s visions and values. The team will deal with a range of food related issues and tasks including budgeting; menu planning guidelines and suggestions; food, equipment, and supplies procurement; and scheduling cooking, service and clean-up. The team will make recommendations to the community that are informed by Village member and team input, lessons learned from other communities, and research. 11-9-08
Finance Team
The Finance Team’s primary responsibility is to assist the HOA treasurer in the creation and maintenance of all budget proposals, reports, financial records and financial procedures. The team acts in an advisory role to village entities regarding financial questions and decisions as requested. 9-13-09
The Treasurer has authority to authorize non team related expenses to be charged to the Association Operation Expense Account. No single transaction greater than $50 and no more than a total of $100 / month. 8-9-09
Landscape Team
Or a sub-team, is responsible for the creation, location, allocation and management of all garden plots at the Ecovillage. This includes delegating responsibility for specific plots to members (individuals or groups), who wish to garden community land for community purposes as part of their cohousing participation commitment. In addition, the Landscape Team has the option to designate specific plots for use by member households for their exclusive use as household garden plots as long as doing so does not negatively impact community need. No community participation hours will be credited for work on these plots, known as “Harvest Plots”. 12-20-08
Planning the common outdoor areas, with these objectives:
  • Creation of functional outdoor activity areas
  • Production of food and other needed goods (e.g., animals, wood, bamboo, medicinals)
  • Restoration of the native ecosystem
  • Beautification of our environment
  • Efficient circulation and integration of buildings and other features on the land within the context of our community life
  • Establishment of positive relations with the broader community. (For example, by creating facades, entrances and other public areas that are assets to the Cully Neighborhood and to Portland.)
  • Constructing, planting and grading these areas as needed.
  • Identifying practices for caring for these outdoor areas.
  • Monitoring, managing and maintaining these common outdoor areas.
    Tasks include:
  • Managing and maintaining various farming operations
  • Maintaining landscape features and plantings
  • Minimizing harmful environmental impacts
  • Organizing the labor needed to accomplish this work.
  • Providing the community with training and educational resources on landscape planning, permaculture, horticulture, plant materials, the native ecosystem and landscape construction.
Decision-making will be by consensus within the Landscape Team, referring very important or unresolved questions to the whole community. It is particularly valuable to have a large, diverse membership in this team so that the diversity of opinions can be heard within the team, so that the team can model and demonstrate the large number of physical tasks it will be passing on for wider participation, and so that the many management tasks can be sub-divided. 4-19-09
Membership Team
Interacts with people interested in knowing more about Columbia Ecovillage. This includes overseeing the path to membership, interviewing potential new residents and orienting them, as well as assisting the developer in maintaining a waiting list. 11-9-08
Participation Team
Mission is to develop and implement a system in which the Columbia Ecovillage residents joyfully and equitably share the work necessary for a functioning community. The participation system is important for getting the work done, building community through working with our neighbors, and minimizing Homeowner Association dues. The Participation Team works with other teams to define tasks and works with residents to ensure participation requirements are understood and fulfilled. The Participation Team will conduct periodic reviews to ensure that the participation system is working well for individuals and for the community as a whole, suggesting modifications when appropriate and interfacing with the Process Team should the need arise. 12-7-08
Bathhouse Team.
3-15-09. Insert Job description
Reserve Study Group Task force 8-23-09
Farm House Lead Squad.
To assess potential lead risks in the Farm House, recommend solutions to the village and coordinate the implementation of the agreed solutions. 8-30-09