Draft

MEMBER RELATIONS COMMITTEE POLICY

(This is a draft of a policy that will be reviewed by a Sub Committee of the Ad Hoc Committee and ultimately reviewed, modified and approved of by the General Membership)

In order to alleviate problems being aired in an inappropriate area such as General Membership Meetings, the Member Relations Committee has been created to facilitate the resolution of conflicts and disputes between members in a separate and confidential setting.

The MRC (Member Relations Committee) will also aid the membership through arranging speakers and workshops to help address educational issues in an attempt to promote constructive and efficient conflict resolution processes.

Composition

The MRC shall be composed of three members (Member Relations Coordinators) elected by the General Membership. One member of the Board of Directors agreed upon by both the MRC and the Board shall serve as a liaison between the two committees.

This Board member will be a non-voting liaison and will not be involved in any confidential aspects or resolution interventions of any conflict or dispute.

In the event that a member of the MRC becomes involved in a conflict or dispute, this member will stand down from the MRC during the resolution of this specific problem. At such a time, the Board liaison will act as the third member of the MRC to assist in the resolution of this situation only. During this time the Board liaison will be bound by the same confidentiality as the other two members of the MRC.

Term

The length of service on the Member Relations Committee is to be two years. After this time a member whose term has expired may run for re-election if they so choose.

New member(s) to the MRC shall not participate in any issue(s) that are in progress at the time they join the committee. Out going member(s) will continue to work with the previous member(s) of the committee on any issue(s) unresolved at the time of their departure.

Procedures

1. To help members define their problem, a Member Assistance Form will be available for members to fill out.

a.) It is necessary for the MRC to have this form completed before any steps can be taken. The blank forms will be available in the office and when completed may be given to any member of the MRC.

b.) The MRC will acknowledge in writing within 48 hours the receipt of the Member Assistance Form. The chairperson will ensure that the matter will be addressed within 7 days after the receipt of the form.

2. In order to help facilitate the alleged problem the MRC is to use the following procedures:

a.) Determine if the problem falls within the mandate of the MRC.

b.) Determine if the problem may fall under the mandate of any other existing committee within the co-op and inform the member(s) if this is the case.

3. If the alleged problem does fall within the mandate of the MRC the committee will proceed as follows:

The MRC will explore the nature and causes of the circumstances giving rise to

the problem in order to help clarify the situation and attempt to determine;

a.) If the individual(s) involved have made an attempt to resolve the problem between them.

b.) If the individuals involved wish to meet separately with the MRC to discuss the situation.

c.) If all parties to the situation wish to meet together to help resolve the dispute with the assistance of the MRC.

4. If the dispute has not been resolved to the mutual agreement of all parties after the above procedures have been initiated, it is the right at this time of either party to seek arbitration.

5. A dispute may be referred directly to an Arbitration Committee with the consent of the Member Relations Committee both parties, or at the discretion of the Board of Directors, or by one party giving notice in writing.