What is the decision you need to make?

Hello Guildmates,
Below is the Late Payment Policy for your review. When finished reviewing please vote whether this can pass as is or if you object please write why. We will need 2/3rds of stewarding members to approve.

Major changes include:
90 day grace period to 60 day strategy period to come up with dues.

List of resources available to use and outlined option to do work exchange if approved.
Clarification around time periods and when action would take effect.

Prime Produce Apprentice Cooperative Late Payment Policy

To be Implemented Immediately Upon Cooperative Approval on Loomio

Overview

Prime Produce Apprentice Cooperative (PPAC) is committed to fostering a supportive and accountable culture. We understand that financial challenges may arise and aim to work collaboratively with members to address late payments while maintaining the sustainability of our cooperative. The baseline intention for this document is rooted in a question "how can we create sustainability both for the guild itself and for each member?"

This policy outlines the steps and expectations for members with unpaid dues, emphasizing open communication and mutual accountability.

1. Payment Terms

Membership dues are billed on a monthly basis and are expected to be paid in full by the due date indicated on the invoice. Membership dues can be paid in advance annually or broken down into a monthly payment. Dues are billed on the 1st of each month. Once you set up the automatic payment, your due will be taken out on the 14th of every month.

Members are encouraged to communicate any anticipated difficulties two weeks before the beginning of the next month by emailing ppac@primeproduce.coop.

2. Grace Period and Opportunities for Recovery

If a member is unable to pay their invoice on time, they will have a 60-day grace period during which they are encouraged to come up with a strategy to be in financial good standing. In the meantime:

  - They can continue to use the space as needed.

  - They are encouraged to organize fundraisers, workshops, or other activities within the space to generate income and fulfill their dues.

  - Open and consistent communication with the board via ppac@primeproduce.coop is strongly advised during this period. We recommend a weekly check in via email about your status and the strategies you are employing to make up for the late payments.

3. Membership Suspension

If dues are not paid within 60 day grace period:

  - The member’s full membership will be suspended.

  - The member will lose access to the space and must remove all belongings from the building within a timeframe specified by the board.

4. Member Responsibilities

Members with outstanding dues are expected to:

  - Maintain weekly contact with the board via ppac@primeproduce.coop to provide updates on their situation or work with the board to work out alternative ways of contributing (services, fundraising, etc) 

  - Actively explore solutions to resolve outstanding dues, including leveraging the resources and value provided by PPAC including but not limited to the event space, technology resources, art resources, etc.

5. Cancellation Policy

Members who wish to cancel their membership must notify the board in writing via ppac@primeproduce.coop at least 30 days prior to their intended cancellation date.

• All outstanding dues must be paid in full before the cancellation is processed. PPAC retains the right to withdraw the funds from your account if this is not done.

• Pre-members are required to complete a minimum commitment of six months in their program. If a pre-member cancels their membership before completing six months, a cancellation fee equivalent to one month’s dues will be charged.

• Failure to follow the cancellation process or pay outstanding dues may result in the loss of membership privileges in the future.

6. Final Note

PPAC is committed to supporting its members wherever possible and encourages transparency about financial hardship to the board and proactive communication to reach solutions that work for both parties. This policy is intended to balance individual needs with the cooperative’s shared responsibilities. Please reach out to ppac@primeproduce.coop if you have any questions or require further assistance.

7.  No Interest 

You may note that PPAC does not charge interest on late payments (as is often the case for late fees). This is because we are NOT prioritizing profit-seeking over relationships. We are trying to balance the needs of operating a fair and sustainable cooperative with an intention to provide flexibility for members facing hard times. 

Acknowledgment

By continuing membership at PPAC, members agree to abide by this Late Payment Policy.