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Membership Coordinator Training Checklist
Advertising: mostly done via Craigstlist, but is good to diversify by posting flyers, making sure our listing on gosection8.com is up-to-date, etc. Do this whenever there is a possibility of a room opening and/or if there are few or no prospective members on the waitlist actively seeking residency at the time. Do not assume long waitlist = lots of people wanting to move in. Many people move on and find another housing situation if they are not able to move in soon after applying.
Be familiar with how to check the roster and keep tabs on members’ lease expiration dates. Members should be notified that their leases are coming up at least 6 weeks before they expire, and should sign a new lease at least 4 weeks before the end of their lease term. If they cannot commit to another lease term by this point, even an extension of less than 6 months, then start seeking out a new member to fill the room.
Understand the membership acceptance process. Be familiar with how to prioritize admission.
Ensure new members receive keys and “New Member FAQ” sheet, which is stored on Drive. Understand how to add new members to the e-mail list. Send out a “welcome” e-mail to the house so they know there is a new member.
Respond to all e-mail inquiries as promptly as possible (people are very appreciative of prompt replies, and get very irritated/lose interest if it takes you too long)
Make sure you receive the login information for the info@lareunioncoop.org]]e-mail from the outgoing Membership Coordinator. Also be sure that you are familiar with the prospective member response e-mail (saved in the drafts folder), the running waitlist (also saved in the drafts folder), and the rent roll (on Google Drive.)
Respond to all communication from Housing Authority inspectors, caseworkers, or other agents as promptly as possible. It’s crucial that we provide HACA with rent rolls, rent certifications, make sure inspections are getting completed and passed etc. for us to continue accepting tenants’ Section 8 vouchers. If you need to communicate something to a tenant’s caseworker but don’t know who that person is, you can look them up athttp://www.hacanet.org/downloads/S8 Phone List 02-05-2014.pdf OR if this link is out-of-date use HACA’s internal searchbar to look for “HCV program”.
Understand how to maintain the Membership Roster on the wiki.
Assist the Steward in coordinating conflict mediation between members when needed.
Edited 8/8/14
