hsc materials packet

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Chapter Housing Service Committee

Chapter Housing Service Committees are made up of outreach Indiviouals in the Chapterwho devote a portion of their time for very special service work - helping those individual OxfordHouses in the Chapter, which need help. For example, the Committee always helps the new housein a Chapter get off to a good start, as well as-existing houses which may encounter chalfeges.

The Chapter Service Committee generally consists of the Vice-chairperson of the Chapter, aChairperson(s) of the Committee itself and several indi'fidualvolunteers from other houses In the

. Chapter. The Committee provides suggestions and help to the members of a new house or a housein trouble. Since each house Is autonomous the Housing Service Committee always offerssuggestions first - not orders. "Bossism" wor1<sno better on the Chapter level than it does withinan Oxford House. Remember the committee's collective experience. strength and hope can a verypowerful voice.

A significant role of the Chapter Housing Services Committee is to impress upon the newhouse - or house in trouble - the importance of meeting the conditions of an Oxford House Charter.Oxford House relies on having a good reputation in the community and one "bad apple" canadversely affect the welfare of Oxford House as a whole. By skillfully carrying the message, theHousing Services Committee can prevent problems from arising and quickly provide suggestionsfor those problems that do arise.

The Housing Services Committee should beware of acting out on control Issues orbecoming a court for disputes that may arise among residents of a new or troubled house.Tradition five clearly states: "Each Oxford House should be autonomous except in matters affectingother houses or Oxford House as a whole." What that means in a nutshell Is that if a house is

. operating in accordance with its charter and their Chapter gUidelines the Housing SeMceCommittee is limited to making suggestions. On the other hand. if a house is in violation any of thethree conditions at its charter or otherwise adversely affecting Oxford Houses as a whole, theChapter Service Committee can take corrective action. Whenever corrective action is necessary it isa good idea to call the Outreach representative for your area or State Housing Service Chair, andremember that Oxford House, Inc. must approve any action that infringes on the autonomy of ahouse.

Some Pointers:

• Read and be familiar with your Oxford House Manual and Chapter Manual.• Always schedule a follow up visit after initial visit. Consistency is important.• Be accessible, return phone calls .

•

1 Share your experience. strength and hope.• On your first visit your primary role is to observe and develop a plan of action.• Encourage members to identify problems briefly, then concentrate on the solution.• Use your Committee. All too often Housing SeMces Chairpersons try to do everything on

theirown.• You may want to schedule a Housing Services Committee meeting prior to the Chapter

Meeting to help share information.

What is Housing Services?Housing g~rvices is a branch of service which works in three areas of Oxford House operations:

1.) Propagation of new Oxford Houses; expanding to fit the needs of the recovery community (housing therecovering addict/alcoholic).

2.) Attracting prospective members of Oxford House (through the Internet, and in treatment centers, etc.),3.) Reaching out to existing Oxford Houses through the fraternal domain of the Chapter to help establish the

traditional structure/modelof Oxford House and to assist with achieving financial and communitystability of each house. .

There are three levels of Housing Service within the territory of the State :

1.) State Housing Services Chairman2.) Chapter Housing Services Chairman3.) Housing Services Representatives (from each house in the Chapter: these Representatives, the Chapter

Chairman and the Chapter Vice-Chair together form the Chapter Housing Services Committee)4.) In addition to these roles of service a Housing Services Secretary' should be elected to record the minutes

of the Housing Services Committee.

The Housing Services Representatives have the following responsibilities:

1.) Participates in scheduled presentations at area treatment centers.2.) Assists in the various tasks of opening a new house as needed.3.) Attends a regular monthly Housing Services Committee.4.) Helps their individual house maintain a healthy image in their immediate community.5.) Assists the Chairman and Committee: in troubleshooting problems w/houses in Chapter 8S needed,6.) Lend support to their individual house in helping house officers realize their expected duties (educate).7.) Compile monthly statistics/data about their house to submit to Chapter.8.) Inform their individual house about Housing Services Committee's endeavors regularly.9.) Represent their house and its consensus opinions to the Committee when/if needed.

The Housing Services Chairman has the following responsibilities:

1.) Hold 11 regular monthly Housing Services Committee meeting prior to the Chapter Meeting.2.) Generate an agenda for the Committee.3.) Provide leadership to the Committee and the Chapter regarding Housing Services issues. Delegate to the

Chapter Vice-Chair when needed.4.) Report to the Chapter monthly the outcomes and activities of the Committee.5.) Report to the State Housing Services Chairman concerns and positions of the Chapter/HS Committee.6.) Schedule and participate in treatment center presentations.7.) Spearhead and Coordinate the opening of new houses.8.) Encourage all Oxford members to get involved with Housing Services activities.9.) Be an available contact for any houses in Chapter asking for help.

Housing Services is both a responsive and proactive ann of the Oxford House Chapter and is intended to bethe chief modality for growth of Oxford House in the community at large. It is through the legacy of HousingServices that Oxford House keeps it's vitality and profound traditional integrity. The dynamic of each house'srelationship \\-1111the Chapter is an integral part of our continued success. This is an ideal area of service and agreat opportunity to give back some of what you have been given.

HOUSING SERVICES CHAIRPERSON

Housing Services Chairperson shall serve a term of one year and abide by the majorityvole of the membership.

1. The Housing Services Chairperson shall serve as the Chairperson of a Committeeselected from members a/the individual houses within their Chapter. They shallalso conduct and record all Committee meetings. (A member of the Committeeitself maybe voted in to assume the role of HIS Secretary to take minutes a/themeetings.) In th eevent of the HIS Chairpersons absence, the Chapter ViceChairperson shall assume his/her responsibilities.

2. Hold regular business meetings once a month, (just prior to Chapter meetingsseems to work out well) to implement Housing Services Business.

3. The Housing Services Chairperson and the Committee shall be responsible/or:

A. Approving any new facility, reviewing the lease and assisting inprocessing of the loan application. (Except, when an Outreach Representative isresponsible.)

B. Assisting a new house by attending their weekly meetings, teaching theConcepts, training the new house officers, and help in finding new prospectivemembers.

C. Assist however necessary, any house experiencing problems. (Remember,each house is autonomous; the Committee is there to help, not control.)

D. Promote Oxford House by scheduling presentations with treatmentcenters, recovery houses, community drug and alcohol centers, corrections,Churches, outpatient treatment centers, etc.

4. Housing Services Chairperson shall report at the monthly Chapter meeting, anyactivities the Committee conducted and what the results were.

5. Shall submit an accurate account of approved expenses and receipts to theChapter treasurer monthly.

Oxford HousesChaptel Hoosmg SeMces ChalrpetSOn·and ComrniHBe

1. Rum a committee

a. Housing Semces chair

b. Chapter Vice Chair

c. One member from each house

2. Educate)OW' CXX11fIUtIee

a. Know your treatment centers

b. Know your contacts at each treatment center

c. KNOW ABOUT OXFORD HOUSE & pass it on'"

3. Monthly planning meetings

a. Outline objectivesb. Assign tasks

c. Review previous assignments & dIscuss results

4. SuperAse chapCer HOtInaO.K. to assign task to someone else· Follow up - check on it!

5. Make appointments attreatrnent centets

a. Schedule presentations same time & day each month/weekb. Schedule several months/weeks in advance

6. Monthly repOf1sa. Record all activities of committee for the monthb. Written report

c. Read at chapter meetingd. Copy to chapter secretan for chapter minutes

7. Acknowtedge and appreciate)'OUr committee mernbelsf f r J

8.~In theReg1onalWo~ps

1. Promotions and Presentationsa. presentations at treatment centersb. literaturec. display boardd. hotline

2. Assist Houses in troublea. attend house meetingsb. educate them in proper guidelinesc. help with monthly audits and reportsd. be available for questionse. EDUCATION-teach the members how it worksf. don't tell the members-show themg. please don't be a dictator-it's their ~ouse'

. 3. Open new housesa. find a suitable houseb. tour house and determine acceptabilityc. negotiate leased. apply for loane. make flyers to attract new membersf. furnish house-donations .

4. Assist the new housea. attend house meetings for at least 2 monthsb. teach them to run a business meetingc. make up new member information packetsd. set up their filese. be available to answer questions

OXFORD HOUSE HOUSING SERVICE CONf1vIITTEE J\1EETINGOne vote per house in the Chapter

l.Call the meeting to order at the specified time.

2.0pen the meeting with a reading of one of the "Three Principles" from theOxford House Chapter Manual.

3.Ask for a roll call by the Service Committee Secretary."House and Representative attending meeting

4.Ask for the reading of the minutes for the last Service Meeting.*Read minutes of the last Service Meeting.'"Ask for additions or corrections.'"Ask for a motion to "Accept as read"or "Accept as corrected" if there areany additions or corrections.

5.Ask for a reading of the Old Business."Old business is business discussed at the previous Service Meeting.*Each matter is open to discussion and decision by the members present."'Motions must be made to take any action.

6.Ask for any New Business.*Any matter is open to discussion and decision by the members present."'The Housing Service Committee will present information related to thestatus of the current and future houses in the Chapter.*Motions must be made to take any action. .

7.Ask for a motion to adjourn the meeting ..*Discuss where and when the next Chapter Meeting will be held.

OXFORD HOUSES OF VIRGINIAHOUSING SERVICE COMMITTEE

MEETING MINUTES

location of Meeting: Date of This Meeting:

Purpose of Meeting: Meeting Start Time:

0 Regular Meeting 0 Emergency Meeting

Meeting Chairperson and Position:

House and Representative Names·

House: Present 0 Absent 0 House: Present 0 Absent 0

Representative: Representative:

DHSCREP HSCALT.D OTHER0 DHSCREP HSCALT.O OTHER0



OHSCREP HSCALT.O OTHER0 DHSCREP HSCALT.O OTHER0



DHSCREP HSCALT.D OTHER0 DHSCREP HSCALT.D OTHER0



DHSCREP HSCALT.D OTHER0 DHSCREP HSCALT.D OTHER0



OHSCREP HSCALT.O OTHER0 OHSCREP HSCALT.D OTHER0



DHSCREP HSCALT.D OTHER0 DHSCREP HSCALT.O OTHER0Minutes of the previous meeting were read and the following action was taken:0 Approved as reado Changed as follows:

Housing Service Committee Meeting Minutes-Version March 2010 Page 1 of 3

OXFORD HOUSES OF VIRGINIAHOUSING SERVICE COMMITTEE

MEETING MINUTES

New Business and HSC House Visit Evaluation Reports

Scheduled House Visits and HSC Representatives'House Visit & HSC Representatives: Date:

House Visit & HSC Representatives: Date:




Remember when you have a vacancy; hold a special meeting as soon as possible toConsider anyone (with or without a job) applying for membership in the House.

Recovery requires a quick response and a vacant bed generates no revenue.

Give a Man or Woman a chance to get their LIFE back!

Housing Service Committee Meeting Minutes-Version March 2010 Page 3 of 3

OXFORD HOUSES OF VIRGINIAHOUSE VISIT EVALUATION FORM

HOUSING SERVICE COMMITTEE HOUSE VISIT

THIS REPORT IS TO BE REVIEWED AT MONTHLY CHAPTER MEETING

RATING SCALE

'---_1_-_E_xc_e_lI_e_nt 2-_G_o_o_d __ 1_3_-_S_at_is_f_ac_t_o_ry!..-...L-. __ 4_-F_a_ir__ --'-I_s_-u_n_s_a_ti_sf_a_c_to_r-.!..-y I

NAME OF HOUSE: PHONE: _

HOUSEADDRESS: _

# OF BEDS: _ # OF BEDROOMS _ # OF MEMBERS: _

NAMES OF HOUSE OFFICERS: NAME ELECTED

PRESIDENT

SECRETARY

TREASURER

COMPTROLLER

CHORE COORDINATOR

HSC REPRESENTATIVEHSC REPRESENTATIVEALTERNATE

OVERALL APPEARANCE OF THE HOUSE: _[IS THE HOUSE ClEAN, DUSTED, GENERALLY WELL MAINTAINED, COMMON AREAS, KITCHEN, YARD, OUTSIDE]

HOUSE MEMBERS RENT STATUS: [LIST MEMBERS IN ARREARS & AMOUNT]

MEMBER & AMOUNT: _

MEMBER & AMOUNT: --' _

MEMBER & AMOUNT: _

[LIST MEMBERS PAID AHEAD A WEEK OR MORE]

MEMBER & AMOUNT: _

MEMBER & AMOUNT: _

HSC HOUSE VISIT FORM-VERSION MARCH 2010 Page 1 of 5


HOUSING SERVICE COMMlliTEE HOUSE VISIT

AMOUNT OF MONTHLY RENT PAID TO LANDLORD: _

AMOUNT OF CURRENT WEEKLY EES PAID BY MEMBERS: _

ESTIMATED UTILITY COST PER MONTH: _

STATUS OF HOUSE BILLS:

ARE ALL HOUSE BILLS CURRENT [Y/N] ? IF NOT, LIST BILLS & AMOUNT DUE &REASON FOR ARREARS:

HOUSE BUSINESS MEETING:[USE 1-5 SCALE]

1. READING OF TRADITIONS & RULES AT HOUSE MEETING: _

2. PRESENTATION OF TREASURER'S REPORT: _

3. PRESENTATION OF COMPTROLLER'S REPORT: _

4. PRESENTATION OF COORDINATOR'S REPORT: _

5. PRESENTATION OF SECRETARY'S REPORT: _

6. ADHERANCE TO TRADITION GUIDELlNES: _

7. HANDLING OF HOUSE BUSINESS/ISSUES: _

8. HOUSE MEMBER'S ATTENDANCE AT MEETING: _




ARE HOUSE OFFICERS ELECTED EVERY 6 MONTHS [Y/N]? _

DO THE PRESIDENT, TREASURER & COMPTROLLER COMPLETE THE MONTHLY AUDIT USING THEPROPER FORM [Y/N]? [ASK TO REVIEW MOST RECENT AUDI7]

IS THE HOUSE CHECKBOOK PROPERLY SECURED [Y/N]? _

IS ACCESS TO THE HOUSE CHECKBOOK CONTROLLED BY A HOUSE MEMBER WHO DOES NOTHAVE SIGNATURE AUTHORITY ON THE HOUSE CHECKING ACCOUNT [Y/N]? _

ARE THE MONEY ORDERS & RECEIPTS PASSED AROUND DURING THE TREASURER'S REPORT ATTHE HOUSE MEETING [YjN]? _

DOES THE HOUSE SHOW THE 60 MINUTES VIDEO DURING THE INTERVIEW PROCESS [Y/N]

--?

DOES THE HOUSE HAVE CURRENT INTERVIEW QUESTIONS [YjN]? _

DOES THE HOUSE HAVE NEW MEMBER PACKETS {YjN]? _

DOES THE HOUSE HAVE A PROCEDURE TO WELCOME NEW MEMBERS? [EXPLAIN HOUSEGUIDELlNESj RULES, CUPBOARD SPACE, REFRIGERATOR SPACE, ETC.] YjN: _

GENERAL IMPRESSION OF HOUSE MEETING: [ATTENDANCE, ALLOWING ADEQUATE TIME FORDISCUSSION ON ISSUES, DEMOCRATIC PROCESS, FEELINGS CHECK, ETC.]




IS THE CHECKBOOK BALANCED AGAINST THE BANK STATEMENT [Y/N]? _

DOES THE HOUSE USE THE CURRENT OXFORD HOUSE FORMS [Y/N]? _[DOES THE HOUSE NEED ANY FORMS?)

DOES THE HOUSE HAVE AN APPROPRIATE NUMBER OF SMOKE DETECTORS [Y/N]? _

FIRE EXTINGUISHERS [Y/N]? _ CARBON MONOXIDE MONITORS [Y/N]? _

ASK FOR A COpy OF CURRENT HOUSE RULES/BYLAWS & LEASEAGREEMENT

NAME OF LANDLORD/PROPERTY MANAGEMENT FIRM, ADDRESS & PHONE NUMBER:

WHAT IS THE HOUSE POLICY FOR DEALING WITH PHONE CALLS FOR INTERVIEWS WHEN THEHOUSE IS FULL?

DOES THE HOUSE HAVE CONTACTS AT LOCAL COMMUNITY REFERRAL AGENCIES [e.g.COMMUNITY SERVICES BOARDS, TREATMENT CENTERS, DETOX CENTERS, PROBA TfON &PAROLE OFFICES AND OTHER REFERRAL AGENCIES]? WHO IS THE CONTACT? IS THERE ADESIGNATED PERSON RESPONSIBLE FOR CONTACTING THESE AGENCIES? IF SO, WHO?




DOES THE HOUSE HAVE ANY COMPLAINTS? WHAT COULD THE CHAPTER DO BETTER FOR THEHOUSE?

PROPOSED SOLUTIONS/SUGGESTIONS:

HOUSING SERVICE REP HOUSING SERVICE REP



DATE OF VISIT: _ FOLLOW-UP VISIT DATE: _


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