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Housing Charge Management
- Verify annual incomes and assess housing charges.
- Make interim housing charge adjustments as required.
- Maintain a subsidy waiting list.
- Process housing charge payments from members.
- Maintain a historical record of member payments.
- Implement and enforce an approved arrears policy.
- Maintain accounts receivable records for each member. Prepare and distribute bi-monthly account statements to members with late payments or returned cheques and follow up with specific arrears problems to encourage prompt payment.
- Provide fully annotated bi-monthly reports listing members in arrears and explanations for each entry. Authorized co-op representative can request detailed reports about individual member accounts.
- Set up and administer repayment agreements according to approved policy.
- Issue final demands for payment and initiate termination procedures as required.
Financial Management
- Prepare and submit a draft budget for approval by Board, members and CMHC.
- Process Replacement Reserve expenses
- Prepare and forward deposits.
- Transfer funds between operating, replacement reserve, propery tax and shares accounts when required.
- Monitor and report on performance of investments.
- Update bank signing resolutions and authorities.
- Prepare monthly financial reports package, including summary statement, operating statement, Replacement Reserve summary, subsidy use reports, maintenance and committee spending reports, G/L transactions list, year-to-date summary and trial balance.
- Provide monthly copies of the reconciled bank statement and a monthly balance sheet upon request at no additional charge.
- Distribute financial reports to co-op directors and committees.
- Enforce approved spending authorization policy and purchase order system.
- Code payments to the appropriate general ledger budget accounts.
- Prepare cheques for signature, with supporting documentation.
- Maintain files of paid invoices.
- Maintain petty records.
- Provide all accounts files for audit.
- Detail all expenses to be accrued to prior year.
- Prepare all files for Prepare and File Your Annual GST Rebate Claim
- Property Tax Administration: process assessments, property tax payments, and claims for Home Owner Tax Grants.
- Auditor including year-end summary reports.
- Facilitate auditor’s access to files and records at site office and Cana’s central office.
- Co-ordinate communication between auditor and Board.
- Post auditor’s year-end adjustments to accounting records.
Member Records Management
- Administer move-ins, unit transfers and share purchases (including associate members).
- Process sign-up of approved applicants for membership.
- Calculate housing charges and obtain post-dated housing charge payments.
- Administer move-outs and process share refunds.
- Maintain individual files for each member.
- Maintain register of members and their share holdings.
Administrative Support
Site Office Staffing
- Administer and staff you site office.
- Provide scheduled appointments for member contact.
Communications and Corporate Records
- Receive, record, and process telephone, fax, and e-mail inquiries from members and others; refer appropriate inquiries to the Co-op officials, as needed.
- Maintain administrative files, including all corporate records and correspondence.
- Provide the following external reports, as required:
- Annual report to funding agency (CMHC, BC Housing, etc.).
- Annual report to Registrar of Companies.
- Change of Director reports to Registrar of Companies.
- Provide internal reports, as requested, such as member lists, phone lists and sign-in lists for general meetings.
Monthly Board of Director Meetings
- Prepare and distribute agenda and meeting package.
- Prepare and present a monthly written report for the Board of Directors on all contracted service tasks and assignments.
Annual General Meeting Support:
- Help with planning, running, and following-up on your AGM.
- Coordinate and attend your AGM.
- File required post-AGM reports with government agencies.
- Prepare materials for post-AGM Board meeting.
- If requested the coordinator will prepare and distribute general meeting notices, agendas and minutes and attend up to three general meetings in addition to the AGM
Cana provides many additional services as our clients request them. Are most popular service is photocopying and our prices are often much lower than a Co-op can get for themselves.
We also provide many clerical services such as minute taking for General Membership meetings as well a chairing the meetings.
We also provide some important privacy services. We will archive your files for you complying with PIPA standards as well as file purging.
A more complex service we provide is Co-ops staff payroll. This brings security to the Co-op Board and volunteers knowing that professionals are doing this important service.
We also can provide services to Co-op that are not presently our clients. The most common request is for our Income Tested Assistance Adjustments.
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