Invent the settlement

Harbor Co-op needs a way to record work, confirm what is owed, and pay a supplier when the usual record keeper is unavailable. A shared ledger can help if several people need to check the same entries. It is not a substitute for clear approval rules, a payment account, or responsible administrators.

Design one settlement process for a single fuel payment. State who records a delivery, what evidence is attached, who approves the amount, how the seller receives payment, and who can inspect the completed record. Include a recovery step for a lost password or key and a way to correct a mistaken entry without hiding the original record.

Keep the pilot local and measurable. Do not invent a brand, a new currency, or a plan for the whole school. The test is whether the process can settle one legitimate bill fairly and on time.

Success means Sam can show what was delivered, who approved the amount, and that the fuel seller was paid before the dock loses service.

A common mistake is to wait for the treasurer rather than build a safe backup procedure.

Propose the smallest process that can be tested this week.