All members must abide by the following policy. In accordance with Clause 8.4.3. of By-law Number One, and Clause 7.5 of By-Law Number One; contravention of any co-op policy can result in membership termination and eviction from this co-op.
PARTICIPATION POLICY PURPOSE
To provide all members with guidelines of the participation requirements of Brittany Lane Co-operative.
ACTIVE PARTICIPATION IS MANDATORY
Note: Committees meet a minimum of once per month. Regular Committee Meetings dates are posted on the Notice Board outside of the hall (#59) beside the mail boxes, and /or delivered to members mail boxes, a minimum of one week prior to the meeting date.
Members are responsible for finding out when and where committee meetings take place.
All members are expected to actively participate in the operation and activities of the co-op, by:
- becoming a member of a committee
- attending all regularly scheduled meetings
- undertaking tasks assigned by a committee and/or by the Board.
ATTENDANCE AT GENERAL AND ANNUAL GENERAL MEETINGS
Each member shall attend all general and annual general meetings.
MEETING ATTENDANCE LOG
Each committee member shall sign an attendance log each time they attend a meeting. The attendance log shall be kept by an appointed committee member and submitted to the designated member for tracking purposes. Upon notification to the membership by the Board; in the absence of a designated member tracking participation; the attendance log shall be submitted to the Black Box outside of the hall (#59) on a monthly basis.
MISSING MEETINGS – WRITTEN EXPLANATION REQUIRED
Note: In the event of a Member missing a total of two General or Committee meetings within one calendar year without prior written notification stating just cause, will be treated as member non-participation. The member shall be issued a letter noting their lack of attendance and will outline their obligations and responsibilities for continued membership in this co-op.
Members are responsible for advising the Chair of the committee if they are unable to attend a scheduled meeting; before the meeting, not after, in writing.
NON-ATTENDANCE AT A MEETING
NON-ATTENDANCE DUE TO ILLNESS
If a member is ill and unable to attend a meeting they must provide written notification to the Committee Chair.
NON-ATTENDANCE DUE TO AN EMERGENCY
In an emergency or other exceptional circumstance occurs, the member may be unable to provide written notification to the Committee chair prior to a scheduled meeting and must then provide written explanation as soon as possible after the missed meeting.
NON-ATTENDANCE DUE TO OTHER REASONS
Members who are required to work during a regular scheduled meeting time must provide written notification to the Committee chair prior to the meeting.
In this case, with prior written approval from The Board and/or the Committee chair; the member may work on co-op activities/ tasks and maintain a record of such activities and provide a record to the Committee Chair and the Board to their continued participation requirement has been met.
Note: Members are not permitted to present logs indicating personal participation without prior Board and/or Committee chair approval, nor can personal participation logs be submitted in lieu of attending regularly scheduled meetings except as noted.
MEMBER CONTACT INFORMATION
Each member must keep their contact information current by advising the Office Administrator or providing updates via the Black Box located outside of the Hall # 59.
From time to time a revised telephone contact list will be distributed to all members indicating first names of all members, their home telephone number and the committee in which they participate. Each member is responsible for letting the office and /or the committee Chair know of any changes to their contact and committee information immediately.