1. To ensure that applicants for membership are admitted into the co-op in accordance with Membership Committee policies as established by the Co-operative.
2. To maintain procedures and policies for admitting persons into the Co-op under the direction of the Board of Directors.
3. To maintain procedures and policies for internal moves under the direction of the Board.
4. To develop and revise procedures and policies of the membership committee when deemed necessary.
RESPONSIBILITIES
1. To maintain waiting lists of internal and external applicants for Co-op units.
2. To fill units with either internal or external applicants when they become available.
3. To provide orientation of applicants.
4. To screen applicants and make recommendations to the Board for Co-op membership.
5. To provide information to the Move-in, Move-out Committee regarding the filling of units.
6. To propose new and update old Membership policies.
7. To liaise with the Co-op membership, the Board, other committees and Co-op staff as required.
8. To provide a monthly report to the Co-op newsletter.
9. To ensure confidentiality of internal and external applicant information and the decisions of the Committee.
SOURCE OF AUTHORITY
The Board of Directors. (Membership Committee members are subject to Board approval).
ORGANIZATION AND COMPOSITION
Chairperson
• Calls monthly meetings and prepares agendas.
• Chairs meetings.
• Delegates responsibilities to Membership Committee members.
• Ensures that mandate and responsibilities of Membership Committee are fulfilled.
• Recruits Membership Committee members.
• Collects all incoming requests for application information from the office and delivers to recording secretary.
• Provides list of applicants to Interview Co-ordinator to arrange interview.
• Maintains membership files as required by policies and procedures.
• Ensures internal move applicant continues to be in good standing prior to offering internal move.
• Completes credit check on external applicants (in co-operation with office staff).
• Makes recommendations to the Board for Co-op membership.
• Provides information to office staff to sign up new members.
• Makes recommendations to the Board for changes in Membership policies and procedures.
• Reports to the Board and Co-op members.
• Maintains confidentiality.
Recording Secretary
• Records and distributes minutes of meetings to Committee members.
• Corresponds with applicants on behalf of the Co-op.
• Sends out letters of invitation to interested parties to attend an orientation meeting.
• Sends out approval or decline letters to applicants.
• Maintains confidentiality.
Interview Co-ordinator
• Arranges interviews with applicants, setting date, time and place.
• Arranges meeting place for interviews.
• Arranges for Membership Committee representatives to participate in interviews.
• Sets up interview room before and after interview.
• Provides interview materials to Committee representatives.
• Provides results of interviews to Recording Secretary.
• Maintains confidentiality.
Orientation Co-ordinator
• Places ads if there are insufficient enquiries.
• Makes all arrangements for orientation, including room booking, room set-up, and handouts.
• Leads orientation meeting, providing relevant information to interested applicants.
• Answers questions from applicants.
• Hands out application forms and information sheets at the end of the orientation meeting.
• Cleans up room after meeting.
• Hands in completed application forms to Interview Co-ordinator of the Membership Committee.
• Maintains confidentiality.
Unit Co-ordinator
• Maintains internal and external waiting lists according to information provided by Chairperson and Board.
• Contacts vacating members for viewing times.
• Reviews internal waiting list to determine who is eligible for next unit.
• Ensures internal applicant continues to be in "good standing" in co-operation with Chairperson.
• Contacts external applicants according to waiting list when no internal applicants want unit.
• Arranges suitable viewing times with both vacating and viewing parties.
• Shows unit.
• Determines whether the viewing party wants to accept or not accept decorating (i.e. wallpaper, paint done vacating members. Ensures that appropriate forms are signed concerning acceptance/ non-acceptance of decorating.
• Offers unit to applicant according to waiting list priorities.
• Provides information to accepting applicant concerning procedures for sign up, lease agreement, move-in dates, etc.
• Provides information to Membership Committee Chairperson.
• Maintains confidentiality.
Greeting Team
• Greets new members during initial month of move-in.
• Signs up new members for committees and hand delivers sign-up sheets to appropriate chairperson.
• Provides information to new members regarding committees, clean-up days, members' manuals and office hours, etc.
Members At Large
• Attend monthly Membership Committee meetings.
• Follow policies and procedures of Membership Committee.
• Participate in interviews of applicants as requested.
• Help with orientation meetings when required.
• Help show units and make arrangements for viewing when required.
• Vote on policy and procedure decisions in meetings.
• Declare conflicts of interest and decline participation in such cases.
• Project a positive image for the Co-op.
• Perform duties as delegated by the Chairperson.
• Maintain confidentiality.
MEETINGS
• Regular Membership Committee meetings will be held once each month on the first Thursday of the month unless otherwise notified by the Chairperson.
• Members will be required to participate in additional interview or orientation meetings.
QUORUM
• Three (3) committee members.
River Woods Housing Co-op 202-3707 Hamber Pl, North Vancouver, BC V7G 2J4 Tel:(604) 929-2183