uRth HAUS Missed Meeting Policy

Voted in by uRth on 3-12-18

Attendance

1. Members are required to attend house meetings.

2. Member must be informed about mandatory meeting requirement during application process and once again during new member orientation (conducted by Membership Coordinator).

3. In order to be considered “present” at a house meeting, member has to be present for 50% of the scheduled meeting, excluding extensions, while the meeting is in session.

   1. If the member expects to miss a house meeting, the member should notify the house in writing at least 24 hours in advance of the scheduled meeting start time, if they do not, they are subject to penalty.

4. The Secretary will record attendance at house meetings in minutes archived in an accessible location (ex: folder on shared drive).

5. Missed meeting penalties

6. Penalties will be assigned after a member has missed more than three meetings in a three-month period; OR after a member has missed more than 50% of meetings in one year.

7. Member will be assigned no more than one penalty per missed meeting.

8. Missed meeting penalties will never be monetary, but may involve addition of HAUS efforts (labor)

   • Labor Czar OR Secretary OR Facilitator and Member must agree upon what labor penalty will entail.

9. If a HAUS meeting fails to take place on a scheduled day and is cancelled (day of) because the quorum is not present, all members absent will be given penalties (unless extenuating circumstances).

   • Labor penalty should be no longer than length of meeting

10. Missed meetings information or refusal to adhere to/complete penalties (without request for appeal OR denial of appeal) may be used as supportive documentation in circumstances of membership review (termination of lease).

Termination of Lease due to Missed Meetings

1. HAUS board may vote on terminating a member’s lease when following occurs:
   • After a member has missed more than three meetings in a three-month period; OR after a member has missed more than 50% of meetings in one year.
2. Missed meetings due to extenuating circumstances and legitimate scheduling conflicts (with verifiable documentation and request for accommodation) will NOT be grounds for termination.
3. Termination process
   • Member must be aware of missed meeting policy for there to be grounds for termination
   • They must have had at least one meeting with Facilitator OR Secretary AND Trustee about missed meetings before grounds for termination is provided to board.
     • Ground for termination of a member’s lease due to missed meetings may be submitted to board at any time by any member, but board review will NOT take place if member has adhered to policy as stated.
   • If member is up for board review, HAUS board will request written statement OR in-person, private meeting with member who will explain reason for missed meetings and why they should remain a HAUS member.
     • Board may decide to terminate member’s lease. Under these circumstances, the board will send member email (through official HAUS email) or letter (on letterhead) with termination reasons and last day they are allowed to occupy the premises.
     • If the member does not vacate the premise by the date given in the notice, the board will proceed with a legal action.

Forgiveness and avoiding missed meeting penalties and fines

Extenuating Circumstances: