QIVC Member Agreement

Quaker Intentional Village-Canaan Member Agreement

Approved 9/17/13, revision approved 3/15/14

 

The following are agreements that we expect all members to honor in their relationship to QIVC.

 

A. We agree to the following financial agreements:

 

  1. Setting and paying the amount of the required membership loan:  When homeowner membership begins, homeowner members agree to make a membership loan to QIVC equal to $30 per square foot of the home they are buying or building. This required membership loan is most often made up front, but can be made via a payment plan acceptable to both the new members and QIVC. (The required membership loan is separate from the purchase or construction cost of the house, because it helps cover the cost of the land and any commonly owned improvements, such as driveways, septic systems, wells, and the Farmhouse.)  

  2. Return of the required membership loan:  If the house is sold to a new member and the associated membership loan has been collected, QIVC will return to the departing member the amount of the required membership loan minus any debts to QIVC. Circumstances of the house sale may alter the schedule of repayment. For example, if the community buys the departing member’s house, therefore foregoing a new membership loan, repayment may take longer than if a lump-sum membership loan from a new member were available. The repayment schedule will be determined in deliberation with the departing member.  

  3. Acknowledgement of risk: New members acknowledge that there is a financial risk in joining this community. It is the community’s intention to pay back the required membership loan if a member leaves the community, but at any specific time we may not have the resources to pay it back in full immediately. We cannot guarantee the timing of repayment.

  1. Annual fee to QIVC:  Members pay an annual fee, as determined by the Finance and Legal Committee in deliberation with each member via our process of discernment. This fee covers QIVC operating expenses.

  1. Member Agreement about Payments
     

When any member does not meet financial agreements, the processes we follow should be the same. We believe that having a specific process spelled out which we can follow in these situations is good for the community and also for the members who have not met agreements. A specific pre-defined process keeps things clear and objective.  

 

Failure to meet payment agreements is onerous to the community as a whole.  The annual fee paid by all members covers the insurance, maintenance, and taxes for the community’s property as well as other community expenses.  The monthly rent paid by rental members covers not only the annual fee but also the costs of maintenance, insurance, and taxes for the rental buildings.  Thus if a member fails to pay, all other members bear these costs (or take the risk of not paying for them).

 

All members will follow the same the financial-agreement process:

 

  • Payment dates are agreed to in advance by members and the community, as part of setting the annual budget and the annual fees.  

  • If a member cannot meet financial obligations on the date(s) agreed to, the member will talk to Finance and Legal’s designated Piggy Bank person on or before the relevant date, saying when the payment can be made.  The Piggy Bank person will inquire whether this situation is short-term or if the original agreement needs to be revised because circumstances have changed.  If the latter, the Piggy Bank person will convene a meeting between the member and Finance and Legal to consider how to revise the agreement.

  • The member is then expected make the payment in full on or before the new date without reminders from the Piggy Bank person.

  • If members do not follow this process:

    • For members with twice-yearly payments, if the process is not followed twice in a row, a meeting is initiated.  (The structure of the meeting is described below.)

    • For members with monthly payments or more than twice-yearly payments, if this process is not followed for three payments in a row, or is not followed for three out of five payments, a meeting is initiated.

  • The meeting will follow gospel order—the Piggy Bank person will meet with the member along with a member of Finance & Legal to try to resolve the problem.

  • If a member is in significant arrears with no prospect of being able to live up to his/her financial agreements, Finance & Legal will bring to the business meeting the question of moving the member to non-residential status.

 

B. We agree to the following additional agreements:

  1. Decision-making process: We conduct community business in the traditional manner of the Religious Society of Friends, by seeking the sense of the meeting or seeking unity.  We agree to participate in these meetings and be bound by agreements made at such meetings, including those made prior to our participation.
     

  2. Participation: The community cannot thrive or even survive without the energy and time of all members.  We agree to participate in the life and work of QIVC as we are able, attending workdays and special events, participating in community business meetings and committee meetings, and sharing the work of committees.
     

  1. We agree to follow the Agreements & Expectations for Residents and Members of QIVC (http://qivc.org/content/expectations-and-agreements)
     

  2. We agree to follow our process for conflict resolution as described in our Conflict Transformation Procedure (http://qivc.org/content/conflict-transformation-procedure). It is Friends’ practice to prefer mediation or negotiation, rather than litigation, to resolve disputes.  In order to avoid an adversarial legal process, we agree not to engage in litigation to resolve disputes among each other or with QIVC. Therefore if the conflict transformation process does not result in resolution, members agree to engage in community mediation facilitated by an outside mediator, and, if not successful, to submit to binding arbitration.
     

  1. QIVP membership: We agree that when entering into QIVC membership, each member household also becomes a member of the QIVP, Inc. organization.  (QIVC will financially support QIVP, Inc. based on the number of QIVC members.)
     

  1. House construction and design: The design of a new dwelling at QIVC requires approval at a QIVC business meeting.
     

  1. House alteration: Members agree to bring house alteration plans that change the square footage or the footprint of their houses to the community for approval.  Changing the square footage changes a household’s buy-in fee.
     

  2. Non-members living in the community:

    1. If homeowner members want to rent their house or part of their house to non-members (for example, renting their house while leaving the community temporarily), their proposed renter(s) must be approved by the membership.  The homeowners are responsible for orienting the renter(s) to the Agreements & Expectations for Residents and Members of QIVC (http://qivc.org/content/expectations-and-agreements).
       

  1. We agree to follow our Process for Exiting Membership (http://qivc.org/content/process-exiting-QIVC-residential-membership)
     

  2. In the event of the death of a homeowner member, the heirs to the member’s QIVC house inherit the value of the house (as determined per our community process for setting house value).  Heirs may have long-term use of the house itself only if they are, or if they become, members of QIVC in the usual fashion.
     

  1. Upon entering the community, homeowner members agree to reflect #10 above in the legal documents that contain their estate plans.  This may be done, for example, via revision or creation of a will, creating a codicil to a will, or revising a trust document, using sample legal language provided by QIVC.

 

C. Breach of agreement:  If a member does not follow these agreements, the community will follow our usual decision-making process in deciding whether it will take action and, if so, what action it will take in response.

 

D. By signing this member agreement, the member agrees to be bound by future versions of or addendums to this agreement, as approved by QIVC business meetings and reflected in our numbered minutes.

 

Version 2, March 2014

 

Member Signatures

 

I have read and understood, and agree to follow, the Agreements for Members of the Quaker Intentional Village-Canaan.

 

Printed name                           Signature                                     Date