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documents:manual:membership

​Membership

Member Admission Priority Policy

The ultimate goal and the bottom line is to make sure there are no gaps in occupancy. Our budget relies on having every room full all the time.

The person on the waiting list who was accepted earliest has priority for being offered the room/unit. However, among the accepted prospective members who respond, the person who can immediately move-in without a gap of unpaid for days, is able to immediately pay the full deposit and membership fees, and can pay rent on or before their date of move-in is the person given priority for actual move-in. Partner Organization prospectives, a current resident moving from another room/unit, associates that are not behind on labor, or general prospective members are on the waitlist, in that order, assuming for the latter three that they can also pay the full deposit, fees, and first month's rent before the move-in date [HM 8-18-13].

Associate members who have not performed their labor are ineligible for rental contracts until such a time when they have done enough make up labor for their missed hours. Paying labor fines does not make up for this. [HM 8-24-14]

The general order of the waitlist is as follows:

  1. ​Current members residing at the coop in order of request to move.
  2. Associate members who are not behind on labor, in order of acceptance. Associates shall receive elevated priority in the move-in waiting list only after four full consecutive weeks of membership in good standing.
  3. General prospective members, in order of acceptance.

<sub>[HM 10-11-15] [HM 12-6-15] [HM 9-1-19] </sub>

Unless otherwise excepted, the House may not sign a residential lease for a person to solely occupy a unit if such action would reduce the number of members residing at the House to a quantity fewer than 32. Exemptions shall be provided if a person requires a whole unit as a reasonable accommodation for disability, receives assistance via a partner organization, has legal dependents, is pregnant, or is in the process of adopting a child [HM 10-11-15].

In the case that the person given priority for move-in is requesting an entire unit, the Membership Coordinator will facilitate their move-in and the signing of a lease as such. Leases should be signed 30 days before the unit is due to come open.

In the case that the person given priority for move-in is requesting a single room, the Membership Coordinator will spend a reasonable amount of time seeking to find them a roommate, with the expectation of having a lease signed for the room by all occupants at least 30 days prior to its opening. The secondary roommate must also be an accepted prospective member. Similar prioritization guidelines will be taken into account as for the person given primary priority.

Considerations for prioritizing roommate applicants:

  • a) Does the primary accepted roommate have pet allergies that the secondary roommate's pets might irritate?
  • b) Does the primary accepted roommate have pets that are territorial or otherwise incompatible with a secondary roommate's pets?
  • c) Does the primary roommate have other reasonable objections to a proposed roommate? The Membership Coordinator may determine if an objection is reasonable or not.

If 5 weeks before the room is scheduled to open no acceptable roommate can be found from the pool of accepted prospective members, the Membership Coordinator will instead seek to fill the room with an applicant requesting an entire unit OR an alternate set of roommates [HM 8-18-13].

Security Deposit Return and Contract Break Policy

When a member moves out at the end of their lease, the Treasurer will calculate how much of their security deposit (and any other credits) is due back to them and refund it within 30 days of the end date of their lease.

If a member breaks their contract, the Treasurer will calculate and refund anything due back to them within 30 days of the actual move out date, or if a decision is made to waive a rent liability or fee (see below,) then within 30 days of that decision being made.

The Membership Coordinator will determine and communicate to the Treasurer, within 10 days after move out, how much a member who moved out should have deducted from their security deposit for any issues with the condition they left their unit in. The Treasurer will deduct these, as well as any rent liabilities and fees that a member who broke contract is liable for (see more below), out of their security deposit and/or any unused rent they’d paid.

If a member needs to break their contract, they need to inform the Membership Coordinator as soon as possible.

Members who break their contract will be charged a $100 contract break fee, regardless of how much notice is given.

If a member breaking contract gives the Membership Coordinator at least 40 days notice, they are not liable for any rent beyond the day they actually move out.

If a member breaking contract gives the Membership Coordinator less than 40 days notice, they are liable for exactly 40 days worth of what remains of their lease, calculated from the date that notice is given, regardless of the date they actually move out.

This additional rent liability for failing to provide 40 days notice must be waived when due to draft by military, medical causes with note from a doctor (MD), domestic violence, or due to unacceptable behavior of the roommate as determined by a Member Review.

This additional rent liability for failing to provide 40 days notice can also be waived by the Membership Coordinator if they think there are extenuating circumstance which warrant it.

Membership Coordinator must inform the house via e-mail, and posting to next meeting's new business. The Membership Coordinator’s decision to waive this liability (other than the circumstances where it must be waived) can be overturned by a simple 50% majority of a house vote.

Any amount owed by a member breaking contract, including the $100 contract break fee, can also be waived by a 75% affirmative vote at a house meeting, or as a last resort by the Board [HM 03-07-21]

Member Review Policy

A membership review is a public review at a house meeting of a member's actions or behavior. A membership review can result in a vote to evict a member from the house, can result in the house requesting a behavioral contract of the member, or in no action being taken at all.

It is the expectation of the cooperative that members will first address conflict with each other through other courses such as dialogue or conflict mediation.

Any three members of the house may call a membership review of any member. A membership review is called by writing it on the meeting agenda and publicly posting the reasons for the review by Friday at noon before the meeting. The Meeting Chair will ensure that the meeting discussion adheres to the publicly posted reasons for the review. The Steward will ensure that house policies regarding eviction meetings are followed if necessary and will inform the membership and the member being reviewed of all relevant policies .

The member being reviewed has a right to address fully all of the reasons for the review .

After discussing all of the reasons for the review, the Chair will ask the member being reviewed to leave the room while the meeting discusses whether to call for a vote to remove them from the house or ask for a behavioral contract, the nonfulfillment of which will result in removal (see below.) While the member is out of the room, no new issues should be brought up. If any new issues are brought up, then the member will be called back into the room and given the chance to address those issues.

The Chair will first ask for a straw poll to determine which option the majority of members are interested in: eviction, behavioral contract, or no action. The action receiving a plurality of votes will be discussed first. A single member may call for a vote to initiate the action. An eviction requires an affirmative vote by 3/4 of the members present, except in the case of a member having broken a behavioral contract, in which case a simple majority is required. Other kinds of actions require a simple majority to pass.

In the case of a vote for eviction, the vote will take place while the member is out of the room. The member being reviewed can come back into vote before leaving the room again.

The vote will be a secret vote, tallied by the Meeting Chair and the Steward. The vote can be taken on paper ballots, prepared by the Meeting Chair.

In the case of a behavioral contract, discussion of the terms can take place with and/or without the member being reviewed present. A behavioral contract may contain more than one required behavior. Each condition must be voted on separately and must be worded in terms of specific, observable behavior. If the meeting votes to allow the member continued membership under a behavioral contract, the Steward is in charge of drafting such a contract which should be brought for approval to the next house meeting.

The member being reviewed does not have to be in attendance at the meeting to be evicted from the house or to have their membership revoked. The member being reviewed may write a response, which will be presented at the meeting, if they are unable/unwilling to attend the meeting.

If the meeting votes to remove the member from the house, then the member's membership will be revoked and eviction proceedings will begin.

If a member believes that the member under behavioral contract has violated this contract at any point during its duration, they can bring it to a house meeting as such. There is no need to go through the membership review procedure again at this point. The membership will simply discuss and vote on whether the member breached their contract. An affirmative vote of a simple majority will result in eviction [HM 10-6-13].

<sub>[HM 12-6-15]

Associate Membership Program

Associate members must go through the standard membership acceptance process, and may be denied membership only for the reasons outlined as acceptable for denial of prospective resident members. Unlike resident members, associate members may contract for membership on a month-to-month basis.

Associate members may not spend the night in common areas except under extenuating circumstances, such as sickness or inclement weather. They may not store items in common areas without approval of the house. Otherwise, associate members have the rights of resident members except where outlined below [HM 5-19-13].

Associate members are obligated to do one hour of labor a week. These members have access to the courtyard, garden space, grounds, can run for coordinator positions, and are entitled to full participation at all meetings including a vote. [HM 8-2-15] [HM 1-24-16] [HM 5-19-13][HM 3-23-14]

On the 21st of the month, Associates with an outstanding balance of over $100 shall have their Associate Membership Contract terminated [HM 8-2-15].

Associates are not obligated to participate in Labor Holiday. Any work done by an associate for Labor Holiday will be logged as surplus hours. [HM 11-26-17].

Visitors

Guests of members who wish to stay on the property for longer than 14 days must obtain house approval . Guests are not allowed to stay for more than 14 days in any month. <sub>[HM 11-12-17]

End of Contract

If, 6 weeks before their contract ends, a member will not guarantee that they will renew their contract, the Membership Coordinator will start advertising that the member's room will open up soon. The member can renew their contract at any time then, but if someone signs a contract for the room before they do, then they must either move out or, if other rooms are available, switch rooms. If the member's contract is not renewed a month before the end of the contract period, the Membership Coordinator will advertise their room and let someone else sign for their room (after first giving them a chance) [HM 6-23-13].

If at the end of a member's contract they have not re-signed a contract their membership will be revoked and a 30 day notice to vacate will be given [HM 3-8-15].

Membership coordinators shall not be permitted to sign their own lease as an agent of the House. For this instance, such duty shall be carried out by any current House officers or members of the CHEA Board, provided that they do not reside in the same unit as the Membership Coordinator [HM 9-27-15].

​Members that have started a payment plan within the last 2 months of their contract are only eligible for a 3 month renewal. If a member becomes delinquent on the payment plan they may not sign another contract or payment plan without house approval [HM 8-17-14].

Any member who leaves the co-op not in good standing cannot sign a new contract until they have returned to good standing [HM 8-2-15].

Reporting

The Membership Coordinator will notify the house by email via the house mailing list within 5 business days when membership is newly granted or revoked [HM 3-15-15].

documents/manual/membership.txt · Last modified: 2021/09/17 17:47 UTC by wikiperson209