Worker Owned Restaurant Corporation
I .1 Hiring Team: The Hiring Team consists of the Human Resources Coordinator and at least two (2), but as many as deemed necessary by the HR 1 Coordinator and BOD, BOD-appointed workers.
Hiring Team Selection: Hiring Team members are selected by the BOD once each year for a one (1) year term, and any time a member of the Hiring Team steps down. The BOD will post a sign up sheet for prospective team members at least two weeks prior to interviews. Any interested workers must sign the sheet and post a letter of intent stating why he or she would like the position and any qualifications he or she has for the position at least one week prior to the BOD meeting at which the interviews take place. The BOD interviews the candidates and votes to select qualified candidates.
Hiring Procedures: When the Human Resources Coordinator I or the Coordinator Team identifies the need for a new associate, openings will be advertised in the print media or by putting a sign in the window. The hiring team will choose the number of applicants to be interviewed. At least 2 members of the hiring team will conduct interviews. A standard question format will be used for interviewing purposes. One member of the interviewing team will check references (see Article I.1.c). The interviewees’ applications will be posted for 72 hours. The Hiring Team will reconvene after said 72-hour posting and decide whether to accept applicants as new associates. A formerly designated member of the hiring team will notify interviewees promptly as to membership’s decision. Interviewees whose applications will be kept on file must also be so notified. (See Appendix 1)
Checking References: A member of the Hiring Team will contact references when appropriate. The current employer of the applicant will not be contacted until after the interview. The applicant may refuse to have the current employer contacted.
I.2 Scheduling Team: The Scheduling Team consists of the Human Resources Coordinator I and one (1) Coordinator from each area of the house: one (1) Food Coordinator, one (1) Front of House Coordinator, and one (1) Cantina Coordinator. The Team will request input from other Coordinators as needed. (See Appendix 2 and Appendix 2A for current scheduling team practices and policies.)
Scheduling Procedure: The Scheduling Team creates a semester scheduling template for Worker Owners and Associates based on workers’ availability, ideal schedule requests, and the seasonal scheduling needs of WORC. The Scheduling Team creates regular schedules, based on the semester template, to staff the business to reflect the operational needs for the scheduling period and to accommodate requests for time off. The needs of the business will take precedence over shift requests.
Requesting Time Off: Associates may request days off before the schedule that includes those days is created by submitting a written request to the Scheduling Team. The Scheduling Team must let the Associates know when those requests are due. The Scheduling Team will use discretion when deciding whether or not to grant any request. Any worker can get his or her scheduled shift covered by asking someone to cover it or by posting a form on the dairy cooler stating what shifts the worker would like to have covered. Once the worker gets a scheduled shift covered, he or she must write on the shift coverage sheet the name of the individual who will be covering the shift.
I.2.b.i. Scheduling Requirements: All workers, coordinators excepted, must request a minimum of three shifts per week according to their semester schedule request form.
I.2.b.ii All workers, coordinators excepted, are required to work two weekend shifts per week, with weekend shifts being defined as Friday AM through Sunday PM. The Bake shift may be an allowable exception as well, as the hours in which this shift work is performed are unique to this position. The Associate Handbook explains our Operating Rules, Human Resources Policies and procedures. The Associate Handbook is revised and updated on a regular basis.
I.2.c: Requesting Time Off: Workers may request days off before the posted request deadline by submitting a written request to the Scheduling Team. The Scheduling Team must let workers know when those requests are due. The Scheduling Team will use discretion when deciding whether or not to grant any request. The Scheduling Team may refuse further weekend requests if a worker has previously requested off a number of weekend shifts that exceeds the limit outlined in the scheduling team practices. Any worker can get his or her scheduled shift covered by asking someone to cover it or by posting a form on the scheduling cooler stating what shifts the worker would like to have covered. Once the worker gets a scheduled shift covered, he or she must write on the sub sheet the name of the individual who will be covering the shift.
I.2.c.i All workers are expected to work during school breaks and holidays. Workers who request multiple holidays off and/or extended time off during school breaks are not likely to have their requests granted, according to the discretion of the Scheduling Team.
I.2.c.ii Workers may request up to fourteen consecutive days off as detailed in article I.2.b. Workers who would like to request an absence of more than fourteen consecutive days must notify the Scheduling Team at least six weeks before the request deadline for which the absence is to begin. Workers must have accrued at least 1000 hours of tenure in order for the Scheduling team to consider the request for an absence; furthermore, depending on the season, length of the requested absence, or the circumstances of the absence, the Scheduling Team may advise the worker to resign then reapply.
I.3 Evaluation Team: The Evaluation Team consists of the Human Resources Coordinator II and at least two (2), but as many as deemed necessary by the HR2 Coordinator and the BOD, BOD-appointed workers.
Evaluation Team Selection: Evaluation Team members are selected by the BOD once each year for a one (1) year term, and any time a member of the Evaluation Team steps down. The BOD will post a sign up sheet for prospective team members at least two weeks prior to interviews. Any interested workers must sign the sheet and post a letter of intent stating why he or she would like the position and any qualifications he or she has for the position at least one week prior to the BOD meeting at which the interviews take place. The BOD interviews the candidates and votes to select qualified candidates.
Evaluation Team Procedure: The Evaluation Team follows the guidelines in the Evaluation Team Training Manual for all procedures (See Appendix 3).
I.4 Accountability Team: The Accountability Team consists of the Human Resources Coordinator II and at least two (2), but as many as deemed necessary by the HR2 Coordinator and the BOD, BOD-appointed workers.
Accountability Team Selection: Accountability Team members are selected by the BOD once each year for a one (1) year term, and any time a member of the Accountability Team steps down. The BOD will post a sign up sheet for prospective team members at least two weeks prior to interviews. Any interested workers must sign the sheet and post a letter of intent stating why he or she would like the position and any qualifications he or she has for the position at least one week prior to the BOD meeting at which the interviews take place. The BOD interviews the candidates and votes to select qualified candidates.
Accountability Team Procedure: The Accountability Team follows the guidelines in the Accountability Team Training Manual for all procedures (See Appendix 4, Appendix 4A, and Appendix 4B).
I.5 Human Resources Policies:
Over Staff Policy: When a shift is over staffed in the Front of House, the Host 1 may decide to “cut” a position. In any other area, the staff in that area may decide by consensus to “cut” a position when over staffed. If the position is not needed and 1 ½ hours have passed after the shift start time, the employee will be “cut” and allowed to leave. During that 1 ½ hours, the employee will perform duties on the auxiliary checklist or perform committee work. The employee is entitled to a shift meal. (See appendix 5 for details.)
Break Policy: The definition of a break as used in this policy is a period of time when an employee is away from or unavailable for normal job duties, either in or outside the building, which is more than the few minutes it takes to go to the bathroom or take a few quick bites of vulture food. If a worker needs to take a break, he or she must check with the other workers in their area. If a coworker needs a hand, or customers need attention, it’s not a good time to take break. Employees receive up to twenty minutes of paid break time per shift, no matter how long the shift lasts. If a worker takes one or multiple breaks that exceed this period of time, the principle of self-management dictates that they tally their hours accordingly and accurately record them on the time sheets. Unused break time cannot be added to hours worked if you choose not to take a break. (See Appendix 6 for details.)
Personal Communication Device Policy: Cell phones may not be used during shift work. If an employee must make a call, it may be made while on a break. Exceptions may be made in extreme circumstances, such as family emergencies. Front of House and Cantina staff may not have cell phones or other devices on their persons while on shift. Employees also may not use the computer while on shift unless it is being used for work. Employees may use the computer for personal use, but must defer use to any employee who is using it for work. (See Appendix 7 for details.)
Harassment Policy: Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other legally protected characteristic will not be tolerated. (For information on Prohibited Sexual Harassment behavior and reporting guidelines, see appendix 8.)
I.6 Art Curator Selection: When the current Art Curator resigns, the BOD will accept the resignation and post the Art Curator Job Description and a sign up sheet for interested Associates, Trial Members, or Members to sign at least two weeks before BOD interviews. The interested parties must sign the sheet and post a letter of intent stating why he or she would like to be the Art Curator and any qualifications he or she has for the job. The BOD will interview each applicant at a BOD meeting and select the most qualified applicant. The chosen Art Curator will hold the position until he or she decides to step down or until the BOD decides to replace him or her. The Art Curator is accountable to the Marketing Coordinator. (See appendix 9 for the Art Curator Job Description.)
I.7 Graphic Designer/Web Liaison Selection: When the current Graphic Designer resigns, the BOD will accept the resignation and post the Lead Graphic Designer Job Description and a sign up sheet for interested Associates, Trial Members, or Members to sign at least two weeks before BOD interviews. The interested parties must sign the sheet and post a letter of intent stating why he or she would like to be the Graphic Designer and any qualifications he or she has for the job. The BOD will interview each applicant at a BOD meeting and select the most qualified applicant. The chosen Graphic Designer will hold the position until he or she decides to step down or until the BOD decides to replace him or her. The Graphic Designer is accountable to the BOD and Coordinator team. (See appendix 9a for the Graphic Designer/Web Liaison Job Description.)
Membership Selection & Resignation
II.1 Trial Member Selection: The associate must have had at least one (1) evaluation before going to the BOD for recommendation to trial membership. The associate must post a letter of intent to run for trial membership stating why he or she would like to be a member and any qualifications he or she has for membership at least one week before going to the BOD for recommendation. The BOD interviews the applicant and makes its recommendation to membership. During a member meeting, membership will accept or reject the applicant. If approved, a trial member buddy will be assigned to the new trial member. If denied, the applicant will retain associate status and may apply to the BOD for trial membership again in the future. (For information regarding Trial Member procedure see Appendix 10, and for returning Members, see Article II.5)
II.2 Trial Membership: The trial member must complete a set of requirements before being accepted as a full member. The trial member must attend a BOD meeting, a Coordinator meeting, and at least one meeting of each committee. The trial member must choose a committee for continued participation and demonstrate task work for that committee. It is preferred that the trial member show proficiency in at least four (4) jobs. The trial member must fulfill the finance and co-op communication workshops. The trial member will have one (1) evaluation approximately six (6) weeks into the trial period.
The Buddy Role: The buddy is an adviser and support person to the Trial Member. He or she should know how the trial period works, when an evaluation is needed, and the requirements to apply for membership. (For the duties of the Buddy, see Appendix 10A.)
II.3 Applying for Full Membership: When the Trial Member has completed the previously mentioned requirements (Article II.2), he or she must post a letter of intent to be interviewed for full Membership at least one (1) week before going to the BOD for recommendation. The letter should include a statement of commitment to fulfill two (2) years in the cooperative, what he or she has learned during his or her tenure at Casa, and why he or she wants to become a member. The Trial Member’s buddy will present information about workshops and meetings attended during the trial phase, as well as the evaluation conducted during the trial phase. The BOD interviews the applicant and makes its recommendation to membership. During a member meeting, membership will accept or reject the applicant. If approved, the new member will have immediate voting privileges. If denied, membership may make recommendations for further accomplishments by the trial member before moving into full Membership. Once the trial member and his or her buddy feel the trial member has fulfilled the recommendations of membership, the trial member will again post a letter of intent to be interviewed for full Membership, starting the process over from that point.
II.4 Resigning from Membership: A Member may resign from Membership at any time. He or she may choose to remain employed in the Corporation, resuming or assuming Associate status. He or she may alternately choose to leave the Corporation altogether.
Withdrawal: If a Member withdraws from the group, he or she will retain Associate status in the Corporation. The best way to withdraw is by writing and posting a letter to Membership informing the group of his or her decision to withdraw, stating reasons for the withdrawal and the date he or she would like to officially withdraw. The withdrawal date should ideally be chosen to coincide with a pay period change. Alternately, a Member may withdraw during the heat of an emotional encounter, especially at a Member Meeting. In such a case, the Member will be given one week to decide whether to follow through on the withdrawal or to request that Membership allow him or her to remain a Member. If he or she decides to continue with the withdrawal, he or she must write a resignation letter as mentioned above, but stating that the date of withdrawal is the date when the emotional encounter took place (i.e. the date of the last Member Meeting). If he or she decides to request retention of Membership status, he or she must write a letter of intent to Membership, stating reasons for the desire to remain a Member. The topic will be discussed at either the next scheduled Member Meeting or a Special Member Meeting scheduled for that purpose, and Membership will vote whether to allow the conflicted Member to retain Membership Status. If Membership votes not to allow the return to Membership, the former Member may take the request to two more Member Meetings, following the consensus guidelines. (For information regarding wage changes, see Article VI.1.a.i, and for Member Fee Return information, see Article VI.3.b)
Resignation from the Corporation: If a Member decides to leave the Corporation altogether, he or she must write and post a letter of resignation to Membership, stating reasons for leaving and specifying the last day that he or she will be available to be scheduled for work. (For information regarding member fee return, see Article VI.3.b)
II.5 Returning to Membership: There may be instances when a former Member decides to reapply for Membership. This can occur if the former Member has either remained an Associate or has left the Corporation and has since been rehired as an Associate. In order to reapply for Membership, the former Member must have been an Associate for at least three (3) months following his or her rehire and must have had a formal evaluation during that time. Once the former Member has been approved for Trial Membership, he or she will remain a Trial Member for at least one (1) month. The BOD and the Trial Member’s buddy will work with the Trial Member to determine the criteria needed to apply for full Membership, based upon the Trial Member Checklist and the experience that the Trial Member has formerly gained as a Member.
III.1 Trial Coordinator Selection: When a Coordinator decides to step down (or is terminated) from his or her position, or if a new Coordinator position is created, the BOD will accept the departing Coordinator’s resignation (if there is one) and post the job description for the position and a sign up sheet for members who would like to apply for the open position. A member wishing to apply for the position must sign the sheet and write a letter of intent to run for the position stating why he or she would like the position and any qualifications he or she has for the position by the deadline posted on the sign up sheet. The BOD interviews the applicants and makes its recommendation to membership. If there is more than one applicant, the BOD votes to recommend only one (1) applicant to membership. During a member meeting, membership will accept or reject the applicant. If the applicant is rejected, the BOD will re-post the position and sign-up sheet, and begin the process anew. (For pay structure of the Trial Coordinator phase, see Article VI.1.c.i: Trial Coordinator Wage.)
III.2 Applying for Intensive Coordinator Phase: During the Trial Phase, which generally lasts around three (3) months, the Trial Coordinator will be trained by the existing Coordinator in the position. If there is no outgoing Coordinator to train the Trial Coordinator, the BOD will appoint a buddy to lend guidance and training to the Trial Coordinator. The Trial Coordinator will have a check-in with the BOD during the Trial Phase. When the current Coordinator (or BOD-appointed buddy) and the Trial Coordinator feel that the Trial Coordinator has completed his or her direct training and is therefore ready to move to the Intensive Phase, the Trial Coordinator posts a letter of intent to be interviewed for the Intensive Phase at least one (1) week before going to the BOD for approval. If approved, the Trial Coordinator will move to the Intensive Coordinator Phase. If denied, the BOD will make recommendations as to what they would like to see accomplished by the Trial Coordinator before moving on to the Intensive Phase, or recommend to cease the Member’s Coordinator Track. If remaining on the Coordinator Track, the Trial Coordinator will remain in the Trial Phase until the current Coordinator (or BOD-appointed buddy) and the Trial Coordinator feel the recommendations of the BOD have been fulfilled, and the Trial Coordinator will then post another letter of intent to be interviewed for the Intensive Phase, starting the process over from that point. (For pay structure of the Intensive Coordinator phase, see Article VI.1.c.ii: Intensive Coordinator Wage.)
III.3 Applying for Full Coordinator Phase: During the Intensive Phase, the Intensive Coordinator will be fulfilling the job description with less formal training. The current Coordinator (or BOD-appointed buddy) will still be providing support as needed while the Intensive Coordinator grows into the position. The Intensive Coordinator will have a formal evaluation during the Intensive Phase. When the current Coordinator (or BOD-appointed buddy) and the Intensive Coordinator feel the Intensive Coordinator no longer needs guidance and is therefore ready to move into the Full Coordinator Phase, the Intensive Coordinator posts a letter of intent to be interviewed for the Full Coordinator position at least one (1) week before going to the BOD for recommendation. The BOD interviews the applicant and makes its recommendation to membership. At a member meeting, membership will approve or reject the request. If approved, the Intensive Coordinator will move into the Full Coordinator position, and the previous Coordinator will no longer hold the responsibilities or benefits of that Coordinator position. If denied, membership will make recommendations as to what they would like to see accomplished by the Intensive Coordinator before moving on to the Full Phase or recommend to cease the Member’s Coordinator Track. If remaining on the Coordinator Track, the Intensive Coordinator will remain in the Intensive Phase until the current Coordinator (or BOD-appointed buddy) and the Intensive Coordinator feel that the recommendations of membership have been fulfilled, and the Intensive Coordinator will then post another letter of intent to be interviewed for the Full Phase, starting the process over from that point. (For pay structure of the Full Coordinator phase, see Article VI.1.c: Coordinator Wage.)
III.4 Interim Coordinator Task Fulfillment: In the event that no qualified candidate applies for a vacant Coordinator Position, it is the responsibility of the Board of Directors to see that the tasks of the job description are fulfilled. The coordinator position remains open and it is the responsibility of the BOD to keep the position posted, and to actively recruit Members to run for the position. Until a qualified applicant is put into the trial phase of the position, the BOD may fulfill these tasks by splitting the tasks among any combination of BOD Members, Coordinators, Members, or Associates; or creating an Interim Coordinator position to be filled temporarily by a Member, Coordinator, or BOD Member. (For Interim Coordinator Task Wage, see Article VI.1.k)
IV.1 Regular Elections: A new seven (7) member BOD is elected each year at the annual meeting. (See Article 5.2 of the Bylaws.) A sign up sheet for nominations will be posted by the current BOD one month before the annual meeting. A member may nominate himself or herself as well as other members. BOD members who wish to run for re-election must also sign up. Any person accepting a nomination must post a letter of intent to run for a BOD seat at least one (1) week before the annual meeting. Nominations will be closed one week before the elections. All nominees may give a small speech at the annual meeting, highlighting the important points of their letters of intent. The vote is made by closed ballot. Each member may vote for no more than seven (7) nominees. The votes will be counted by at least two members of the governance committee, or any two members who are not running for a seat. Members who cannot attend the annual meeting may vote by proxy. The new BOD Members will take their seats at the first BOD meeting following the annual meeting and will retain those seats until the first BOD meeting following the next annual meeting. (See V.2) (See appendix 11 for details about obligations of BOD members.)
BOD Election Ties: In the event of a tie vote, there will be a run off amongst the affected individuals. If 100% Membership is present, the run off can take place immediately following the counting of the initial votes. If any Members are absent, the run off will take place at either the next regularly scheduled Member Meeting, or a Special Member Meeting (See Article IV.3 of the Bylaws for the procedure for calling a Special Member Meeting). The procedure for the run off will be same as for the regular BOD election. The top-scoring individuals who receive more than 50% of the vote will fill the remaining BOD seats. If the run off results in a tie, another run off will occur following the procedure for BOD Election Ties.
IV.2 Mid-term Elections: If a director needs to step down from his or her BOD seat before the end of his or her term (see appendix 9 for details about obligations of departing BOD members), a sign up sheet will be posted after the BOD Member’s resignation is accepted. A special member meeting can be held two weeks from the date of the posting. The nominees must have letters of intent posted at least one (1) week before the member meeting. The voting procedure is the same as the procedure for Regular Elections (see Article IV.1). The new BOD Member will take his or her seat immediately, and retain that seat until the 1st BOD meeting following the next annual meeting.
IV.3 BOD Executives: BOD Executives include President, Vice President, Treasurer, and Secretary. BOD members are voted into these positions during the first BOD meeting following the annual meeting. BOD members can nominate themselves or other members of the BOD for the positions. Once BOD members have accepted the nominations, the BOD votes to accept the nominees as Executives. (For BOD voting procedure, see V.1.a)
V.1 Passing Proposals: When a proposal for the amendment of an Operating Rule or the decision to hire a worker into a new position (Trial Member, Coordinator, etc.) is brought to a vote, there are specific guidelines as to the percentage of votes one must achieve before the proposal is passed, depending upon at which stage of the process the vote is occurring. (See Article VII for proposal procedure.)
BOD Meeting: The BOD consists of seven (7) voting members. Quorum for BOD meetings is four (4) voting members. For a vote to pass at the BOD level, there must be four (4) votes in favor of the proposal regardless of how many BOD members are present at the vote.
1st Member Meeting: When a proposal is brought to Membership by an authorized group or party (see Article VII for details), 100% of quorum must vote in favor of the proposal for the proposal to pass. Quorum for a Member Meeting is 51% of Membership. If Membership does not pass the proposal, it may go to a second Member Meeting.
2nd Member Meeting: If Membership decides to bring a proposal to a second Member Meeting, 100% of quorum must vote in favor of the proposal for the proposal to pass. If Membership does not pass the proposal, it may go to a third Member Meeting.
3rd Member Meeting: If Membership decides to bring a proposal to a third Member Meeting, 100% of quorum minus one person must vote in favor of the proposal for the proposal to pass. If Membership does not pass the proposal, it is defeated. After three months, the proposal can be reworked and brought before Membership as a new proposal starting again at the 1st Member Meeting.
V.2 BOD Elections: BOD members are chosen by a simple majority, or 51%, of all of Membership. If more than seven (7) candidates receive more than 50% of the vote, the seven (7) top-scoring individuals are chosen. (See Article IV.1 for election procedure.) This is a simple “yes/no” vote.
V.3 Ways to Vote: When voting on an issue, members have several options:
Full Support: Used when the voting member completely supports the proposal. This is an approval vote.
Reservations: Used when the voting member is mostly in support of the proposal, but thinks there could be some improvements. This is an approval vote. Stated reservations will be recorded in the meeting minutes.
Stand Aside: Used when the voting member has serious concerns with the proposal or has a conflict of interest regarding the proposal, but does not want to stop others from going ahead with it. This is an approval vote. Stated reasons for standing aside will be recorded in the meeting minutes.
Dissent: Used when the voting member thinks that passing the proposal would be detrimental to the business. This is not an approval vote. Stated reasons for dissenting will be recorded in the meeting minutes.
Proxy: Members who are not present may cast a written vote prior to the member meeting only for BOD elections. All proposed decisions will honor the right of non-present members and trial members to be heard with a written statement and their non-binding vote read aloud during discussion. These proxies are not counted as part of quorum or as an official vote.
VI.1 Pay Structure:
Base Wage: All new employees are paid for regular shift work and committee work at the base wage of $5.00 per hour. The base wage increases by $.15 for every 1000 hours the associate has accrued as an employee of the corporation. The base wage for members is $6.00 per hour plus $.15 for every 1000 hours the member has accrued as an employee of the corporation. (See Appendix 32A.)
Wage Changes for Withdrawing Members: When a Member withdraws from Membership, his or her Base Wage reverts to the structure of the Associate Base Wage beginning on the date that the former Member has specified in his or her Withdrawal Letter. He or she retains his or her tenure wage increases based on the number of hours accrued as an employee of the corporation. If a Member has withdrawn in the heat of the moment and has decided to appeal the withdrawal, his or her wage will remain at Associate wage until the time that Membership has approved his or her return to Member status.
Wage Changes for Returning Members: When a Member leaves Membership and later regains Membership status, he or she receives the Member Wage upon return to Membership, and retains or regains tenure wage increases based on all hours accrued in the Corporation, including those worked before leaving the Corporation.
Revenue Share: The revenue share is a percentage of sales, to be determined by membership and may be changed from time to time, which is split amongst all shift and committee hours worked during a pay period. The Cash Flow and Personnel Finance Coordinator will determine the number of hours worked and use the revenue share amount earned during each pay period to figure an hourly revenue share wage for that pay period. This revenue share wage will be paid via paycheck to each worker according to the number of shift and committee hours he or she worked during that pay period. (See appendix 32.)
Coordinator Wage: The base wage for Full Coordinators is $11.70 per hour starting October 1, 2014. The Coordinator is paid this base wage plus $.25 for every 1,000 hours he or she has accrued as an employee of the corporation. (See Appendix 32A.)
Trial Coordinator Wage: Trial Coordinators are paid, at hours worked per pay period, a wage that is equivalent to their base wage plus revenue share wage plus one third (1/3) the difference between their base wage plus revenue share wage and the Full Coordinator Wage for their tenure.
Intensive Coordinator Wage: Intensive Coordinators are paid, at hours worked per pay period, a wage that is equivalent to their base wage plus revenue share wage plus two thirds (2/3) the difference between their base wage plus revenue share wage and the Full Coordinator Wage for their tenure.
BOD Wage: BOD members are paid their base wage plus revenue share and a BOD incentive for any BOD work they do. The BOD incentive for non-executives is $1.25 per hour plus $.15 per hour for every 1000 hours accrued in the corporation. The BOD incentive for executives is $1.50 per hour plus $.15 per hour for every 1000 hours accrued in the corporation. The BOD incentive for the BOD President is $1.75 per hour plus $.15 per hour for every 1000 hours accrued in the corporation. (See Appendix 32A.)
Specialist Wages: There are currently two job descriptions that may be held by either members or associates. These have a special incentive wage.
Curator Wage: The Art Curator receives a $1.00 per hour incentive added to his or her base wage for any art curator work he or she logs in the hours book. (See Appendix 9)
Graphic Designer/Web Liaison Wage: The Graphic Designer receives a $1.00 per hour incentive added to his or her base wage for any graphic design or web site work that he or she logs in the hours book. (See Appendix 9a)
Training Wage: Anyone who is training for a new position is paid a flat hourly rate of minimum wage. There is no revenue share wage added into this wage. The number of training hours worked must be circled in the hours book to let the Cash Flow and Personnel Finance Coordinator know which rate to pay the worker.
Trainer Wage: Any associate who is training another worker for a position will be paid $1.00 per hour incentive for that training. The associate and the training session must be approved by an appropriate Coordinator.
Renovation Wage: Renovation wage will be determined by the BOD as needed.
Member Meeting/Retreat Wage: Members will be paid at minimum wage for member meetings and retreats that they attend. The group will collectively decide upon the maximum number of hours an individual may log in for each meeting/retreat session. If the member did not attend the full meeting or session, he or she must reduce the number of hours he or she logs into the hours book by the appropriate number of hours. Associates are paid committee wage for attending member meetings or retreats. (See Appendix 12.)
Consulting Wage: An owner who does consulting work within Athens County will be paid Coordinator or Committee wages. When doing consulting for a group or presenting in a conference outside of Athens County, the Owner will negotiate a fee with that group. Expenses may be reimbursed by the outside group directly to the Owner for travel, meals, and lodging. The consulting fee will be paid to WORC, and the Owner will be paid a percentage of that fee through payroll. (For more information on consultant requirements and negotiations, see Appendix 30.) (Added March 23, 2011)
Interim Coordinator Task Wage: In the event that a Member, Coordinator, or BOD Member has been tasked by the BOD to fulfill any Coordinator job duties in an Interim capacity, the Member, Coordinator, or BOD Member will receive their Intensive Coordinator wage for any work done in that Interim capacity. (See Article VI.1.cii for information on calculating the Intensive Wage.) In the event that an Associate has been tasked by the BOD to fulfill any Coordinator job duties in an Interim capacity, the Associate will be paid $1/hour incentive (above shift and revenue share wage) for those duties performed.
Cost of Living Base wage and Coordinator Wage Adjustments: The annual business plan will recommend potential increases to the base rate for associates, worker-owners and coordinators when determined financially feasible. A new proposal developed during the annual business plan process will be developed by the Board in following the recommendation of the finance committee and with input from the governance committee. Proposals to recommend a new starting amount for the 0 to 1,000 pay rate of the payroll chart can be considered through the drafting of a proposal to change the operating rules or through the passage of proposal attached to the annual business plan. (See Appendix 32A.)
Emergency Loan: A member may request an emergency loan under the following circumstances: Family problems (illness, death), personal legal problems, personal medical problems, or automobile/property problems. Emergency loans must be approved by the BOD and either the Cash Flow and Personnel Finance Coordinator or the Business and Governance Coordinator. The maximum amount of an emergency loan is 50% of the current member fee, but no more than the member has paid in to his or her member fee. (For terms and implementation, see Emergency Loan Policy, Appendix 13.)
Advances: Associates, Trial Members, and Members may request an advance under the same circumstances as for an Emergency Loan (Article VI.2a) with the addition of rent, utilities (with shut-off notice), and child care. Advances must be approved by the Cash Flow Coordinator. The maximum amount of an advance is $100. (For terms and implementation, see Advance Policy, Appendix 14.)
Vacation Loan: Members may borrow a portion of their member fee for the purpose of taking a vacation. Members must have paid in their entire member fee contribution to be eligible. The maximum amount of a vacation loan is $500. Interest on the member fee stops accruing during the duration of the vacation and the loan pay back period. Members are responsible for covering their own shifts during the vacation. Anyone on Sabbatical or leave is not eligible. (For more terms of this loan, see Vacation Loan Policy, Appendix 15.)
Health Insurance: Workers who have been employed for 90 days and who consistently work 25 hours per week are eligible for Health Insurance Benefits. (For internal and external regulations and implementation, see Insurance Policy for WORC, Appendix 16.)
Voluntary Aflac Benefit: Employees are offered the option to enroll in an Aflac Insurance Plan. New hires will have 2 months to sign up. Otherwise, open enrollment will occur each year from November 1 to December 31. The Cash Flow and Personnel Finance Coordinator will administer payroll deductions and pay Aflac. Employees will pay 100% of their premium. It is the employee’s responsibility to set up a plan with an Aflac representative and return paperwork to the Cash Flow and Personnel Finance Coordinator. (See Appendix 16a for more information.)
Medical or Family Leave of Absence: A leave of absence is defined as an employee needing extended time off from work for family or medical reasons. This includes any reason which is considered legally acceptable by the Family and Medical Leave Act. (For terms and implementation, see Medical or Family Leave of Absence Policy, Appendix 17.)
Personal Sabbatical: A sabbatical is a privilege offered to tenured members who have either fulfilled their two year commitment or achieved 3000 hours worth of work. Sabbaticals are generally granted for personal reasons to pursue opportunities outside of the cooperative or to have the space and time necessary to make life choices. (For terms and implementation, see Personal Sabbatical Policy, Appendix 18.)
Paid Time Off: Members who average 20 or more hours per week per quarter will be eligible for Paid Time Off. The time off can be used for any reason the member deems necessary. It can be used for no more than 80 hours consecutively, and up to 10 hours per day. If a Member does any work on a day that he or she uses PTO, the number of worked hours must be subtracted from the 10 hour limit. (So if a Member works two (2) hours, he or she can use up to 8 hours of PTO for that day.) Members are responsible for covering their own shifts. PTO hours must be recorded in the hours book as such. PTO hours may be used for any day, whether the Member was originally scheduled to work that day or not. BOD members may use up to four (4) hours for any BOD meetings missed while taking time off. (For terms and implementation, see Paid Time Off, Appendix 19; PTO Policy Amendment, Appendix 20; and 2012 PTO Policy Revision, Appendix 20A)
Retirement Benefits: Workers who have been employed by WORC for 12 full months and who have received gross wages of at least $5000 during the past calendar year and are reasonably expected to make at least $5000 during the next calendar year are eligible for retirement benefits. WORC will match an individual’s salary reduction, up to 3% of gross income for the calendar year, and will follow all federal laws governing SIMPLE IRA plans. (For terms and implementation, see Retirement Benefits Policy, Appendix 21.)
Self-Funded, Performance-Based Incentive Plan: Any quarter that profits are more than 1.5 percentage points higher than projected, the BOD may approve all profits above and beyond that 1.5% to be split amongst members through an hourly bonus wage. Bonuses will not be given if the quarterly profit is less than $3000 or the profit remainder is less than $500. (For terms and implementation, see Self-Funded, Performance-Based Incentive Plan, Appendix 22.)
Shift Meals: Employees are entitled to one free meal per shift worked, up to $15 before tax at retail price. The shift meal must be ordered the day of the shift worked. (See Appendix 23 for guidelines.)
Half Staff Meals: Employees are entitled to half price menu items when not working or if that item is not available as a shift meal (such as desserts). This benefit is not transferable to friends or family members. An employee paying for a half staff item or meal should always have an employee who is on shift ring in the transaction.
At Cost Purchasing: Employees are allowed to purchase some products from Casa at cost. These are purchases that are not rung through the POS system. (See appendix 24 for a detailed description of what may be purchased at cost and how to pay for the purchase.)
VI.3 Member Fees: All members must pay a member fee of $1800 to the corporation. This fee is deducted from the member’s paycheck, beginning with the first paycheck after becoming a member, at a rate specified by the member of no less than $37.50 per pay period.
Increasing the Member Fee: Membership may choose from time to time to increase the member fee. At that time, Membership will decide whether to raise the fee for all members or only incoming members, and will decide the procedure for implementation of payment of the new fee.
Member Fee Return upon Resignation or Withdrawal: When a Member resigns from the Corporation or withdraws from Membership or is terminated, he or she will receive his or her Member Fee return paid out in five (5) annual installments. Interest will be paid with the final installment. The Member Fee will stop accruing interest on the last day worked as a Member. The first Member Fee return payment will be made within one month of the Member’s last day as a Member. If the Member withdrew in the heat of the moment, the Member Fee will stop accruing interest on the date of the withdrawal. If the withdrawn Member has requested to remain a Member, the interest will only begin accrual again provided Membership votes to allow him or her to retain Membership, and the interest will recommence accrual on the date of re-admittance to Membership. The first installment of the Member Fee will not be paid back during the time that the withdrawal is in appeal. If a Member whose withdrawal is in appeal has not completed full payment of his or her Member Fee, payroll deductions for the Member Fee will be suspended until he or she is admitted back into Membership. Should the Member regain Membership status at some time in the future, any portion of the Member Fee that has not been paid back to the Member will be credited to his or her new Member Fee account.
Member Fee Donation: A Member may request upon resignation, withdrawal, or termination to donate 50% of his or her Member Fee to the Corporation. In which case the BOD can decide based on cash flow availability to transfer 50% of the Member’s Member Fee and 50% of his or her accrued interest to the Collective Account, and instruct the Cash Flow Coordinator to pay out the remaining 50% of the Member Fee and 50% of the accrued interest to the Member within one month of the Member’s last day as a Member. Should the Member regain Membership status at some time in the future, the portion of the Member Fee that was donated will not be available to the Member to put toward his or her new Member Fee account.
VI.4 Patronage Dividends: Each member is owed a share of the profit in relation to the number of hours worked in the corporation during the fiscal year. The Cash Flow and Personnel Finance Coordinator will keep track of the number of hours worked by each member during the fiscal year and determine the amount owed to each individual based on the total profit for the year. (See Article III of the Bylaws for information regarding determination of total member profit.)
VI.5 Retrieval of Outstanding Debts: Any money owed to the Corporation by an employee at the time of said employee’s dismissal or resignation will be withheld from said employee’s final paycheck and applied toward the repayment of the outstanding debt. In the event that the employee’s debt exceeds the employee’s paycheck, all legal avenues will be considered to collect the debt. (See Appendix 25.)
VI.6 Emergency Cab Ride Policy: Bartenders may call a cab for employees and customers who are too intoxicated to drive. The employees and customers are expected to pay the cab fare themselves. In the event that they cannot pay, the bartenders may do a paid out from the drawer to pay the cab driver. Employees are expected to reimburse Casa for the ride as soon as possible following the incident. (See appendix 26 for details.)
VI.7 Gas Mileage Reimbursement Policy: Employees using their own vehicles for Casa business will be paid the current federal reimbursement rate for their mileage. The Cash Flow and Personnel Finance Coordinator will issue checks for mileage reimbursement to employees on a quarterly basis. (See appendix 27 for details.)
Amending The Operating Rules
VII.1 Process for Proposals: When members of the Corporation desire any amendment to the Operating Rules, a proposal must be written and passed by Membership before the change can be enacted.
Writing a Proposal: Any proposal must be presented by a committee or team, a member of the BOD, or 25% of membership. The proposal must go through the committee or group for revision before being taken to the BOD for recommendation. The group may post the proposal at any time to elicit input and suggestions for revision from all Members, Trial Members, and Associates. (See Appendix 28 for instructions for the structure of the written proposal.)
BOD Recommendation of Proposals: The committee or group who wrote the proposal must present the proposal to the BOD for recommendation before presenting the proposal to Membership. The proposal must be added to a BOD agenda, and members of the BOD must have access to the proposal, one week prior to the meeting at which the proposal will be discussed. A copy of the proposal may by posted or copies may be distributed individually to each BOD member. A member of the committee who worked on the proposal must be present at the BOD discussion to answer any questions and receive feedback from the BOD. The BOD may either make recommendations for revision or vote to recommend the proposal to Membership. If the BOD makes recommendations for revision, the committee will work to revise the proposal and bring it back to the BOD following the aforementioned guidelines. The proposal may also be taken to membership by the BOD President or 25% of membership without BOD approval. (See Article VII.1.c for the procedure to follow once the proposal is ready to be taken to Membership.)
Membership Approval of Proposals: Once the BOD has recommended the proposal to Membership (or the BOD President or a group of 25% of membership wish to bring the proposal to Membership), the BOD will add the proposal to a Member Meeting agenda. The proposal must be posted at least one (1) week prior to the Member Meeting at which it will be discussed. All Owners are expected to read and be familiar with each proposal before discussion at the Member Meeting. A member of the group who wrote the proposal will present the proposal to Membership. Members will discuss the proposal and state any concerns that they have with the proposal. If concerns are minimal, the proposal may be revised at the meeting. If all concerns are addressed and alleviated, the proposal may be voted upon. If Membership votes to accept the proposal, the terms of the proposal will be enacted on the date stated in the proposal or on a date chosen by Membership. If there are larger concerns, Membership may choose not to vote on the proposal but rather to send the proposal back to committee with the understanding that any Member with concerns should attend the meeting to help find a solution for the concern. The proposal can then be taken back to Membership at the following Member Meeting for further discussion. At any point, if Membership decides to vote on the proposal and it does not pass (See Article V.1.b.i for criteria for the passing of a proposal), the committee can bring the proposal back to membership for a second vote. (See appendix 29 for details.)
2nd Member Meeting Vote: After working to alleviate any concerns, the group will hang the amended proposal and bring it back to membership for a second vote. (The BOD will decide if the proposal has been altered enough to make it a new proposal that will need to go through the proposal process from the beginning.) Once the committee or group working on the proposal brings the proposal for a second vote, it will again be discussed bringing any further concerns to light. If Membership votes on the proposal and it does not pass (see article V.1.b.ii for the criteria for the passing of a proposal at the 2nd vote), the committee can bring the proposal back to membership for a Final Vote.
3rd Member Meeting Vote: After working once again to alleviate any concerns, the group will hang the amended proposal and bring it back to membership for a third vote. (The BOD will again decide if the proposal has been altered enough to make it a new proposal that will need to go through the proposal process from the beginning.) If the proposal does not pass (see Article V.1.b.iii for the criteria for passing of a proposal at the 3rd vote), the proposal is considered dead. Any group can revive the proposal after three (3) months from the 3rd Member Meeting have passed by rewriting the proposal and bringing it to the BOD for recommendation as a new proposal.
Action Without Meeting: According to Article IV.8 of the Bylaws, “Any action to be taken by the members may be taken without a meeting if all members entitled to vote on the matter consent to the action in writing. Such written consent shall be filed with the records of the meetings of members, and shall be treated for all purposes as a vote at a meeting.”
VII.2 Recording of Amendments: When Membership votes to amend an operating rule, a member of the Governance Committee will make the necessary changes to the Operating Rules document. If the Governance Committee is not functioning, a member of the BOD will make the changes. He or she will include in the text of the Operating Rules the change that was made and attach a copy of the passed proposal, including the date the proposal was passed, to the Appendices with a reference in the Operating Rules text and Table of Contents to the appended proposal. Any text that no longer applies will be removed from the Operating Rules text. A copy of the original text will be kept on file for historical reference. The most recent copy of the Operating Rules will be made available for all members to access and copy.