Governance

Governance

One of the most important things about a co-op is, of course, that we collectively control it! Co-ops operate under principles of democracy, equality, and solidarity, and the way we govern ourselves and structure our organization reflects these values.


MOSAIC's structure is divided into two levels: the House level and the Board level (also known as "central" level). Most decisions about day-to-day life in the co-op get made at the house level: each house internally makes decisions about things like chores, meals, cleanliness, guests, and lots more. Meanwhile, MOSAIC's elected Board of Directors makes decisions about things that affect the whole co-op, and looks out for the long-term welfare of the co-op in a way that simply can't happen during house meetings. Additionally, members can make decisions for the whole co-op directly through All-Member Meetings and referenda.


MOSAIC runs kind of like a tiny federated country, where 2 semi-autonomous units (states) are coordinated by a cross-house, representative, central Board (federal government). It's a really powerful metaphor: we are one big community with coexisting values, identities, and visions. Fortunately, MOSAIC is still a comparatively small co-op, so if you speak up, you can easily have a large effect on the direction MOSAIC takes.


House Structure

Houses make most decisions about day-to-day life collectively through weekly house meetings.


House Meetings

Houses have meetings on a regular basis at a time decided by everyone, typically Sundays at 7 PM. Generally, houses make their decisions by consensus, with each member having an equal voice and an equal ability to veto potential actions. Each house has their own rules and procedures for meetings, but they tend to be similar across houses.


Consensus is a powerful way of making decisions; it emphasizes the democratic nature of the co-op. Before living in a co-op, many people have never been part of a group that uses consensus, and it can be an empowering—but also occasionally frustrating—experience. Consensus does not simply mean "unanimous agreement"; rather, it is a particular process of decision-making that relies on certain shared goals and assumptions about how people will engage with one another. Consensus takes effort, but the rewards are worth it.


For more details about house meetings, see Meetings. To learn more about the consensus process, see Consensus.


House Functions

As specified in MOSAIC's Bylaws or by central policy, houses make decisions about things including (but not limited to) the following:

  • Procedures for their own house meetings & making house decisions
  • The chore system – how to allocate chores
  • House budgets & the use of house funds
  • Other "lifestyle" issues in their house (e.g., cleanliness, quiet hours, guest policy)
  • Throwing house events – what, when, how
  • Procedures for recruiting new members and criteria for evaluating applicants, consistent with central policies


Central-Level Governance

House meetings and consensus are a great way to make decisions for one house. But in a multi-house co-op, there has to be some forum where issues affecting the whole co-op get discussed, some body of people with authority to make decisions for the whole organization. The Board of Directors is that forum and that body, and serves as a kind of representative parliament for MOSAIC.


Decisions for the whole co-op do not always have to get made through the Board; members can also directly make decisions through an All-Member Meeting (basically, a house meeting including both houses) or a referendum. But it's impractical to rely on those for most routine decision-making for the whole co-op, so that's where the Board comes in.


Functions of the Board

The Board serves all of the following functions:

  • Providing overall direction for the co-op on behalf of regular members. As the place where decisions get made for the whole co-op, it's important for the Board to provide real and symbolic leadership. The Board sets goals and direction for the co-op, in accordance with the needs and desires of current members and the interests of future members.
  • Being accountable to regular members. Co-ops are nothing if they are not democratic, and the Board must be a fundamentally democratic body. Unlike in many organizations with Boards of Directors, in co-ops Directors are ordinary members who are elected by their fellow members. They are expected to communicate regularly with regular members, both to explain what the Board is doing and to solicit feedback to communicate to the rest of the Board. Furthermore, Board meetings are open to all members, and members are encouraged to come to Board meetings and voice their opinion if they think the Board should take some particular course of action.
  • Looking out for the long-term well-being of the co-op. House meetings are good for making short-term decisions affecting one house; they're much less effective for discussing and planning for longer-term issues facing the whole co-op. The Board fills this void by providing a forum for discussing longer-term issues and an elected body of people whose job it is to look out for the co-op's long-term interests.
  • Looking after the financial health of the whole co-op. Many of the short- and long-term goals of the co-op can only be achieved with effective financial monitoring and planning. The Board is the primary body responsible for looking out for the financial health of the co-op, and works with house accountants to manage the co-op's finances.
  • Representing MOSAIC to the wider community. The Board responds to emails the co-op receives, maintains our membership in larger associations like NASCO, and just generally serves as the "point people" representing the co-op to the wider world.

Board Meetings

Board meetings happen every two to three weeks, at a time and place announced by the Board ahead of time. Board decisions are not made by consensus, but instead by (typically) majority vote. All members can attend, speak at, and make proposals at all Board meetings, although only elected Board members can vote.


If you think the co-op should take some action or move in a certain direction, make your voice heard! You can either come to a Board meeting in person to voice your opinion, or talk to your House Rep or another Board member to raise your perspective on your behalf. You can also try to call an All-Member Meeting or a referendum (LINK) if you think the whole co-op should directly have a say in some issue (see below).


Board Composition

The Board is composed of current members of the co-op who are elected by their fellow members. Board positions are year-long terms, and run from the end of Spring quarter to the end of Spring quarter the following year. Elections are held at the beginning of each spring for the coming year's Board, and as needed to fill vacant positions.


The Board is composed of five people, and includes the following specific positions:

  • President – The President is elected at-large (i.e. all members of both houses can cast votes), and serves as the official representative for MOSAIC to the wider world. The President does lots of things, but primarily chairs & facilitates all Board meetings; makes sure the central processes of the co-op function smoothly; makes sure members are informed about MOSAIC policy and structure; and looks after the general welfare of the co-op.
  • VP of Finance – The VP of Finance is elected at-large, and oversees all aspects of MOSAIC's finances. Among other things, the VP of Finance works with house Accountants to look after house-level finances; interprets and analyzes the financial state of MOSAIC; and makes sure members are informed about the co-op's financial policies. The VP of Finance chairs the Finance Committee.
  • VP of Membership – The VP of Membership is elected at-large, and primarily manages the co-op's recruitment process. Among other things, the VP of Membership works with members in each house to coordinate interviews with applicants to live in the co-op, and ensures that MOSAIC's recruitment process is being carried out fairly and in accordance with relevant laws like the Fair Housing Act.
  • House Representative – Each house elects one House Representative (House Rep). The House Rep serves as the official representative for their house on the Board, soliciting the opinions of members of their house about issues facing the co-op; bringing the concerns of their house to the attention of the rest of the Board; and keeping their house informed about what the Board is doing.

All-Member Meetings and Referenda

Members can make decisions for the whole co-op directly through All-Member Meetings and referenda.

  • An All-Member Meeting (AMM) is a physical meeting of the co-op, kind of like an extra-large house meeting. At an AMM, members can make decisions and pass policy for the whole co-op, just as if the Board had passed the policy. AMMs can be called by either a vote of the Board, or a petition signed by 30% of the total members of MOSAIC.
  • A referendum is simply a co-op-wide vote held on a particular decision or policy. Similar to an AMM, a referendum can be called either by a vote of the Board or by a petition signed by 30% of the total members of MOSAIC.

Click here (LINK) for more information about calling an All-Member Meeting or referendum.


Bylaws

The Bylaws are our highest-level policy document, and are akin to a constitution for MOSAIC. They describe the different parts of MOSAIC and how it functions. Like a real-world constitution, they're designed to be relatively constant and somewhat abstract. As a legal document, we're obliged to follow the Bylaws unless and until we decide to amend them (which can only be done through a vote of the whole membership). Everything above is described in the Bylaws.


The Bylaws were first written and adopted in June 2015. You can see them here. We're still working out the kinks, so if you think something should be changed, propose it!


Governance Philosophy

MOSAIC is a unique organization. On the one hand, MOSAIC is an association of two housing communities, resting on principles of flexibility, understanding, and mutual support. On the other, it is an organization, resting on principles of efficiency, low costs, and policy. Successfully running MOSAIC involves keeping the needs of the organization half in balance with the needs of the community.


Keeping this balance is everyone's responsibility. The Board of Directors tries to make the best decisions for the whole co-op, but they aren't all-knowing. When members don't make their voices heard (either by communicating with their House Rep or coming to Board meetings themselves to make their opinions heard), then the day-to-day needs of individual members may get lost in the hustle and bustle of managing finances, developing policies, and solving organizational problems. If you feel like MOSAIC is going in a direction you don't agree with, talk to your House Rep or the President about your concerns.