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-Where Co-op policies (now or as amended or adopted in the future) are inconsistent with the Community Land Trust’s agreement with the City of Vancouver, the CLT agreement with the City will prevail. (In the same way, provincial legislation takes precedence over co-op Rules and policies.)
-=====  Ethical Conduct Policy  =====
-^ Status | In Effect |
-^ Effective Date | February 5, 2018 |
-====  Purpose of the Policy  ====
-To clarify for directors their ethical responsibilities.
-====  Policy  ====
-  - Directors must abide by the principles set out in the Ethical Conduct Agreement.
-  - Directors must sign the Ethical Conduct Agreement form each year.
-====  Ethical Conduct  ====
-  - A Director will act honestly, in good faith and in the best interests of the Co-op. In so doing the Director will use the care, diligence and skill that any reasonably prudent person would use in a similar situation.
-  - A Director will observe and comply, in order of precedence, with:
-    - the Cooperative Association Act and other relevant laws;
-    - the Co-op’s Memorandum of Association, Rules and Occupancy Agreement;
-    - policies adopted and approved by the Co-op; and,
-    - decisions taken by resolution of the Board or members.
-  - A Director will publicly support the policies and positions of the Board of Directors.
-  - A Director will:
-    - put the interests of the Co-op and the Board of Directors ahead of the Director’s personal interests;
-    - avoid conflicts of interest; and,
-    - declare in writing any possible conflicts of interest that a Director has, or may have, in connection with any co-op contract, business or proposed business as soon as it occurs.
-  - A Director will comply with policies and procedures adopted by the Co-op in respect of the Personal Information Protection Act of British Columbia.
-  - A Director will keep confidential all:
-  - financial information and sensitive personal information about members, applicants, former members, residents and employees of the Co-op;
-  - information about co-op business which should be kept confidential to protect the Co-op; and,
-  - information a Director learns about matters specifically determined by board resolution to be matters of confidence.
-  - Where a Director is uncertain in determining whether something is a matter of confidence, the Director will seek direction by way of a resolution of the Board of Directors.
-  - A Director will not disclose any confidential information that the Director comes to learn through his or her position with the Co-op unless authorized by the Board of the Co-op. This applies while a Director acts a director or member of the Co-op as well as after a Director leaves the Co-op.
-=====  Policy Regarding Rules of Order  =====
-^ Status | DRAFT |
-^ Effective Date | NA |
-====  Purpose of rules of order:  ====
-For the Co-op to run effective meetings it is important to have a well-structured meeting process, and
-for meeting participants to follow a shared set of rules.
-====  Policy  ====
-. The meeting’s Chair shall apply the Rules of Order fairly.
-. The members shall treat each other with consideration and respect during meetings.
-. The following Rules of Order are adopted by the Co-op for use at Co-op meetings:
-====  Rules of Order  ====
-===  Main Motion  ===
-**Purpose:**
-To get the meeting to take some kind of action. The motion and its meaning should be clear. It should include what, when, where, who, how and timeline, as needed.
-**Use:**
-Seconder required. Debate allowed. All other motions apply to it.
-**Note:**
-A simple majority is required to pass a motion. The Co-op Act requires the Co-op to pass a “special resolution” in order to take certain actions (like changing the co-op’s Rules, or removing a director from office).
-To pass a special resolution,
-  * members must be given at least 14 days’ notice of the meeting
-  * the notice of meeting must indicate that the special resolution is to be considered, and
-  * the majority in favour of the motion must be at least two-thirds (or more, depending on your Rules).
-Check the Co-op Act and your Rules for details about when a special resolution is required and the majority it needs to pass.
-===  To Amend  ===
-**Purpose:**
-To make some change to the main motion without changing its intent. Amendments may not be directly against or unrelated to main motion.
-**Use:**
-Seconder required. Debate allowed on the proposed amendment. Simple majority required to incorporate the amendment into the main motion.
-**Note:**
-Once an amendment is passed, the meeting continues to discuss and eventually vote on the main motion as amended.
-**Friendly amendment:**
-A member may ask the mover and seconder of the main motion to accept an amendment as “friendly”. If they all agree, the main motion is debated as amended. A friendly amendment should only be used to make minor changes or correct obvious errors.
-===  To Refer  ===
-**Purpose:**
-To send the main motion to another body for consideration (e.g. the Board, committee).
-**Use:**
-Seconder required. May debate whether to refer or not. Provides direction about who to refer to and timeline for reporting back to the meeting, if necessary. Simple majority required.
-===  To Close Debate  ===
-**Purpose:**
-To close debate on the motion under discussion without hearing any more speakers, and proceed directly to the vote.
-**Use:**
-Seconder required. No debate. Two-thirds majority required.
-**Note:**
-This is sometimes called “calling the question”. Someone who has already spoken on the motion cannot move to close debate. At any time, if no member of the assembly wants to speak on the motion, the chair may call for a vote and there is no need for a motion to close debate.
-===  To Table  ===
-**Purpose:**
-To postpone consideration of a motion, usually to a stated time.
-**Use:**
-Seconder required. No debate. Simple majority required.
-===  To Withdraw  ===
-**Purpose:**
-To withdraw any motion under consideration.
-**Use:**
-May be moved only by mover of the motion and requires permission of seconder. No debate. No vote required unless there is an objection to the withdrawal, in which case a simple majority would be required.
-===  To Appeal  ===
-**Purpose:**
-To appeal a decision of the chair.
-**Use:**
-Seconder required. No debate. Mover states reason for appeal, then chair states reason for decision. Simple majority required to uphold the chair or not.
-===  Point of Order  ===
-**Purpose:**
-To correct an error in the conduct of the meeting.
-**Use:**
-No debate. The member calls out “point of order”. The chair interrupts the current speaker (if there is one) and asks the member to state the point of order. Point is decided by the chair. The chair’s decision may be appealed. After the point of order has been dealt with, the meeting continues where it was interrupted.
-**Note:**
-May also be used as point of information where a mover asks for clarification about the business at hand.
-===  Point of Privilege  ===
-**Purpose:**
-To make a request to the chair or to propose a motion on a matter that may affect the integrity, comfort, rights or privileges of the meeting or of individuals.
-**Use:**
-No debate. The member calls out “point of privilege”. The chair interrupts the current speaker (if there is one) and asks the member to state the point of privilege. Point is decided by the chair. The chair’s decision may be appealed.
-Any resulting motion (if permitted by chair) is debated. All other motions apply to it. Simple majority required.
-After the point of privilege has been dealt with, the meeting continues where it was interrupted.
-===  To Close  ===
-**Purpose:**
-To end the meeting.
-**Use:**
-Seconder required. May be debated. Majority vote required. Not normally made until all business has been completed, except in cases of urgency.
-**Note:**
-"The chair may close the meeting without a motion when all the business is done, there is no quorum, or it has become impossible to conduct business.
-===  To Adjourn  ===
-**Purpose:**
-To adjourn the meeting to a future time, date and place. No business shall be conducted at an adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
-**Use:**
-The chair of a meeting may, and if directed by members must, adjourn a meeting at which quorum is present. Seconder required. May be debated. Simple majority required. There are two motions that have less priority than the main motion, because they cannot be made until the vote has been taken on the main motion. They are:
-===  To Reconsider  ===
-**Purpose:**
-To reconsider the vote on the main motion.
-**Use:**
-Debatable if original motion was debatable. Can be moved at any time, by any person who voted in favour of the original motion, providing that no one has acted on the original motion and it can be reversed. Requires same notice and same majority as the original motion.
-Cancels the outcome of a previous vote on the main motion and allows the meeting to debate and vote again on the motion.
-===  To Rescind  ===
-**Purpose:**
-To cancel a main motion.
-**Use:**
-Debatable. Two-thirds majority required. Has the effect of cancelling an earlier decision (if the decision has not yet been acted upon). If passed, a new motion may be placed before the meeting. Rarely used and not in order if a motion to reconsider would have the same effect.
-Note: The Rules are adapted from CHF Canada and CHF BC Rules of order.
-=====  Bike Room Policy  =====
-^ Status | Draft |
-^ Effective Date | NA |
-====  Purpose of the Policy  ====
-  * To provide Members, guests and visitors with regulations for the use of Co-op bike parking spaces.
-  * To distribute fairly the limited number of bike parking spaces among Co-op members wanting them.
-  * To prevent abandoned bicycles from tying up spaces other members could use.
-====  Policy  ====
-. The Co-op is not responsible for providing enough bike parking spaces for all of the Members bikes.
-. One (1) bike parking space per household unit may be reserved subject to the following:
-a. The Member may store only bicycles, trailers or bike related items in the bike rooms.
-b. The Member shall identify each of their bike parking spaces with their unit number and register the space with the Co-op.
-c. The Co-op may assign or re-assign bike parking spaces.
-d. Members shall not sublet their bike parking spaces but should give them up to other members if not required.
-. A Member no longer requiring a bike parking space must notify the Co-op and remove all identification on the space.
-. Any bike attached to a bike rack without identification including a unit number or registration can be removed by the co-op at any time.
-. Any bike not registered will be considered abandoned after a period of (30) days. If notice is given requesting confirmation of registration, a bike will be considered abandoned if no confirmation is received within (30) days.
-. Bike spaces will be available on a first come, first served basis.
-. If extra spaces are available, a member may use more bike racks, but must give the excess up (i.e. no more bikes than occupants) if all racks become full and another unit having fewer spaces than the number of bedrooms requires the space.
-. Members are encouraged to use the bike racks as efficiently as possible by placing more than one bike on a rack if possible or by storing their bikes in their units.
-. The Co-op may remove, at the Member’s expense, any item stored in the bike parking space in a manner contrary to this policy.
-. A monthly charge for the use of bike parking spaces can be set at the discretion of the board of directors. If such a charge is required, it will be added to the housing charge.
-====  Procedure for Registering Bike Racks  ====
-. To apply for a bike parking space, members must register the space where they park their bike(s) at the office. They must also place an identification including their unit number on the bike rack.
-=====  Housing Standards Policy (Over-/Under-housing Policy)  =====
-^ Status | Draft |
-^ Effective Date | NA |
-====  Purpose of the Policy  ====
-To provide guidelines for maintaining an internal waiting list of current members seeking transfers and establish a system for allocating units to members on that list.
-====  Policy  ====
-**Waiting Lists**
-. The Co-op may maintain a file of applications for membership. This file is called an external waiting list.
-. The Co-op shall maintain a file of current members seeking an internal transfer. This file is called the internal waiting list.
-**Internal Transfers**
-. Internal moves and unit allocations are approved at the discretion of the Board.
-. Internal transfers shall be limited to two transfers per shareholding member excluding transfers due to over-housing or under-housing. The Board may further limit the number and timing of internal moves.
-. Members who wish to apply for an internal move must notify the Co-op in writing. Members who have given appropriate notice shall have their applications date stamped and their names placed on the internal waiting list.
-. To be considered for a vacancy, a member must be on the internal waiting list prior to that vacancy being announced.
-. Members on the internal waiting list shall be considered first in filling any vacancies at Railyard. The Co-op’s management company shall consider the following factors when deciding if any shareholding member should receive priority in filling a vacant unit:
-a. Medical needs of residents in the applicant’s unit (special needs units are only offered to households that meet the criteria for those units);
-b. Changes or probable changes to the applicant’s household size or composition (over and under-housed households);
-c. Whether the member is in good financial standing with the Co-op for the last twelve (12) months;
-d. The date that a transfer application was received by the Co-op’s management company;
-e. Other criteria identified by the Co-op.
-. The Board may decide that no existing member should receive priority over an applicant on the external waiting list.
-=====  Annual Unit Inspection Policy and Procedures  =====
-^ Status | Draft |
-^ Effective Date | NA |
-====  Purpose of the Policy  ====
-  * to set up professional, consistent, and standardized unit inspections;
-  * to identify any health and safety issues;
-  * to comply with insurance policies;
-  * to identify and complete maintenance needed to keep units in good repair and marketable; and
-  * to gather the information necessary to prepare the maintenance plan and budget, and review, when needed, the capital replacement plan and funding of the Co-op replacement reserve.
-====  Policy  ====
-All units in the Co-op will be professionally inspected annually to identify any maintenance or repairs required.
-====  Procedure  ====
-. Units will be inspected annually at the Co-op’s expense.
-. The manager will provide at least one week’s notice prior to unit inspection so members can make arrangements for access. The manager will provide formal written notice at least 24 hours prior to unit inspection, identifying the specific date(s) and time(s) of the inspection.
-. Members may be present during the unit inspection. The inspection can be conducted in the member’s absence. The member is responsible for arranging access if they will not be present.
-. If a member fails to provide suitable access after an attempt to schedule a unit inspection, the manager will issue a second 24 hours’ written notice that access is required. The inspector will inspect the unit on the date and time specified in the notice. Any costs incurred to gain access will be charged back to the member.
-. The manager will give a member a copy of the member’s completed unit inspection form, upon request.
-. Following the inspection, the manager will identify in a timely fashion any work that needs to be performed.
-a. The management will complete work that is the Co-op’s responsibility according to the urgency of the repair and the budget available.
-b. The management will advise members of any items to repair that are the responsibility of the members or damaged by members with a timeline for repair completion. The management will prioritize and coordinate the completion of any required work that is a member’s responsibility.
-. If the member fails to make the required repairs within the stated timeline, the management will coordinate the needed work and it will be charged back to the member.
-=====  Emergency Procedure  =====
-^ Status | DRAFT |
-^ Effective Date | NA |
-====  Purpose of the Policy  ====
-To provide guidelines on what to do in a maintenance emergency.
-====  Policy  ====
-. Emergencies include:
-a. Roof, ceilings or heating systems that are leaking
-b. Damaged or blocked water pipes, sewer pipes or plumbing fixtures
-c. A complete loss of heat or hot water throughout a suite during harsh winter conditions
-d. A complete loss of electricity throughout a member’s entire suite (Please check your breakers first, and then call BC Hydro)
-e. Broken locks or a keyless entry system that allows anyone to enter the premises
-f. Fire trouble signals or bells: If fire bells are ringing and/or there is smoke, leave the building immediately, then call 911.
-. Emergencies DO NOT include:
-a. Non-leaking, non-functioning or blocked toilets and sinks (unless there is no alternate toilet or sink in the unit)
-b. Loss of access to a member’s suite due to locking oneself out. (Members in this situation should call a locksmith at their own cost. The Co-op recommends members make an extra copy of their unit key and leave the copy with a neighbour to help avoid this situation.)
-. Report emergencies:
-a. During regular work hours (Monday to Friday, between 9:00 am and 4:30 pm call COHO Maintenance. COHO Maintenance is available to address some emergency situations (and receive your non-emergency maintenance work order requests).
-b. Outside regular work hours, call the 24-hour Emergency Hotline at 1-877-651-8301.
-c. If COHO Maintenance is unavailable or cannot be reached during regular work hours, call the Emergency Hotline at 1-877-651-8301.
-. COHO Maintenance will not respond to an emergency call if:
-a. The problem is being worked on when you call
-b. You do not provide a name and phone number in your message
-c. The call is not an emergency.
-d. When calling for assistance be sure to give your name, phone number, address and a brief description of the problem
-. Members are NOT authorized to call trade contractors directly. Members will be held financially responsible if they call a trades contractor or if COHO Maintenance responds to a member-reported non-emergency.
-=====  Keys and Locks Policy  =====
-^ Status | DRAFT |
-^ Effective Date | NA |
-====  Purpose of the Policy  ====
-To control unit and building access and the issuing of keys and access control key fobs (“key fobs”) in order to balance:
-  *protection of member and Co-op property, with
-  *ensured access to adequately maintain the Co-op’s property.
-====  Policy  ====
-. Five (5) master keys to the Co-op will be cut.
-a. One (1) or more of the master keys will be kept in a secured location in the Co-op office.
-b. The other seven (4) master keys may be issued and signed out by the Co-op or its management.
-. The master keys may be used by designated members or staff:
-a. to access units in an emergency;
-b. to access a unit for repair or inspection with the consent of the member; and
-c. for non-emergency access.
-. The Co-op will provide to each unit household, without charge:
-a. One (1) FOB to the Co-op’s core common areas (lobby entrance/stairwells/parking level/waste and recycling room/bicycle storage rooms). Those residing in one (1-), two(2-) or three (3-) bedroom units are eligible for a maximum of two (2) FOBs. Additional key fobs requested by a member may be issued at the member’s expense.
-b. Two (2) mailbox keys.
-c. One (1) unit keys. Those residing in one (1)-, two (2)- or three (3)-bedroom units are eligible for a maximum of two (2) unit keys.
-. A member may not change unit door locks without written permission of the Board of Directors. New locks must be keyed to the master key.
-. A member must receive written permission from the Board of Directors to install additional security locks or devices. The member will be responsible for any damage, replacement costs, or additional costs that result from accessing their unit in an emergency.
-. Unit door locks will be changed when a unit becomes vacant.
-. A member must immediately report the loss of any Co-op key to the Co-op. A member may be charged for additional sets of keys or the costs to rekey locks and reissue new keys.
-. A member must immediately report the loss of any key fob to the Co-op. A member may be charged for additional key fobs.
-====  Procedure for Key Replacement and Duplicates  ====
-. Duplication of unit keys is the sole responsibility of the member requiring them including any fees associated with duplication.
-. The Co-op shall charge a fee of $30 (THIRTY dollars) for a new or replacement key fob.
-=====  Move-In / Move-Out Procedure  =====
-^ Status | DRAFT |
-^ Effective Date | NA |
-====  Purpose  ====
-. To ensure that maintenance items are identified and repaired or replaced once a member gives notice to move-out and before a new member moves in.
-. Minimize vacancy loss through timely and well-organized scheduling of repairs.
-. Bring each unit up to Co-op standard before a new member moves in.
-. Outline the responsibilities of out-going members concerning their moves.
-====  Procedures  ====
-Move Out Procedures (Inspections and Repairs)
-. When a member gives notice to move out, the Co-op will advise the management of the official move-out date.
-. The management will arrange to conduct a Pre-Move-Out Inspection, within 10 days of notice being given, to determine any repairs that need to be carried out or replacements that need to be done.
-. A Pre-Move-Out Inspection shall be completed by the management and repairs or replacements will be identified by the management as Co-op or member responsibility as per Co-op policy.
-. Inspection Form to be sent to COHO maintenance contact.
-. The management will give the departing member a list of member responsible repairs within five (5) days after the inspection.
-. The management will assign repairs that are the Co-op’s responsibility to either the management personnel or other trade companies as necessary.
-. Work orders generated from the Pre-Move-Out Inspection will take priority in order to allow enough time to have the unit prepared by the member’s move out date. During this time, management will try as much as possible not to inconvenience the member.
-. A Pre-Move-In Inspection will be completed by the management to make sure that all Work Orders created as a result of the Pre Move-Out Inspection have been addressed. This will take place with at least three (3) days prior to the new member moving in.
-. Final Move-Out Inspection to be completed by management on move-out day.
-. The management will complete all remaining or new repairs that are Co-op responsibility.
-. Any remaining or new items that are member responsibility will also be completed by the management, and the Co-op will inform what is to be charged back to the member.
-. The management will submit any required charge back items to the Board for review within 15 days after move out.
-====  General Move Out Procedures for Departing Members  ====
-. Members withdrawing from the Co-op are responsible for their housing charge payments up to and including the effective termination date.
-. Members are to vacate their suites no later than 12:00 pm (noon) on the effective termination date.
-. A departing member should provide a forwarding address, telephone number and e-mail address so the Co-op can keep in touch and forward to the departing member the share refund cheque (less any monies the departing member may owe the Co-op).
-. The Co-op will need to show a vacating member’s apartment to prospective members. Co-op staff will give written notice in advance of any showings, providing at least 24 hours’ notice in writing of an intention to enter a departing member’s suite. This is an important part of making sure the unit is filled by the time it is vacated, so co-operation in allowing access is greatly appreciated.
-. The Co-op will inspect units to determine their condition, to identify items for repair, and to ensure they are ready for any incoming member(s).
-. Departing members are responsible for ensuring their units are properly cleaned and that all damage (other than reasonable wear-and-tear) is repaired at move-out.
-. The management will inspect your unit and provide you with information about the things you must clean and repair. However, the Co-op cannot guarantee all such damage will be found on inspection. Any failure of the Co-op to notify you of such damages does NOT release you from your responsibilities under the Occupancy Agreement.
-. Departing members are responsible for closing their utility accounts at move-out (e.g., telephone, hydro, cable, etc.) and to ensure any balances owing are paid.
-. Departing members are to remove all personal items from their suites, their parking stall and the bicycle room. Do not place furniture, electronics or any other items that are not regular household waste in the garbage compactor, recycling bins or garbage room.
-. Outgoing members must return laminated visitor parking passes to the Office. A fee of $10 will be charged for passes not returned.
-. Members are advised that processing a share refund can take up to 60 days from the official move-out date. To speed up the refund, make sure your unit is completely ready for occupancy when you move out; that you have returned all your keys, fobs, and parking passes. Please also submit your receipt for professional carpet cleaning at the time of your final inspection.
-====  Outgoing Member Cleaning Procedure: Responsibilities by Area  ====
-. General
-a. All carpets shall be professionally steam-cleaned. Carpets are to be professionally deodorized and treated for fleas if the member had pets.
-b. All vinyl flooring shall be cleaned and stains removed.
-c. All walls shall be washed and thoroughly cleaned. It is required that you fill nail holes, patch cuts, scratches and any breaks.
-d. Clean all baseboards and switch plates.
-e. Wash windows and screens.
-f. Clean window sills.
-g. Clean light fixtures.
-h. Clean walls.
-. Kitchen
-a. Clean refrigerator: shelves, crisper, freezer, foot-guard and exterior; clean beside and behind fridge.
-b. Clean cupboards inside and outside, under sink, counter tops, faucets, fixtures and sinks.
-c. Clean stove: under burners, controls, burner rings, racks and drip pans, exterior panels(side and front).
-d. Behind stove and the exhaust fan.
-. Bathroom(s)
-a. Clean tub, toilets, wash basin and cupboard.
-b. Clean chrome fixtures throughout.
-c. Clean walls in shower including grout.
-. Exterior
-a. Wash and sweep patio and balconies.
-b. Sweep entrance to unit and clean door.
-c. Dispose of all garbage.
-d. Ensure bicycles are removed from bike rooms
-e. Ensure parking space is empty and clean
-====  Move In Procedures  ====
-. The Co-op will inform the management of the new member’s name, contact information and move in date.
-. The management will provide the new member with a move-in condition form to fill in and will follow up through the work order process if any additional work is required.
-. A copy of the completed form will be placed in the manager’s unit file.
-=====  Privacy Policy  =====
-^ Status | In Effect |
-^ Effective Date | September 5, 2018 |
-====  Purpose of the Policy  ====
-To protect the dignity of members and the security of personal information the Co-op may gather on
-individuals, in compliance with the Personal Information Protection Act (PIPA) and its principles.
-====  Definition  ====
-“Personal information” under PIPA means information about an identifiable individual. It includes employee personal information but does not include work contact information or work product information.
-====  Policy  ====
-. The Board will appoint a Personal Information Protection Officer (PIP officer).
-. The Board will:
-a. provide PIP officers with a job description outlining duties in relation to PIPA and its principles
-b. ensure PIP officers receive appropriate training
-c. ensure PIP officers fulfill their duties.
-d. The Co-op and its management company will co-operate fully with PIP officers in the performance of the officers’ duties and in implementation of the policy.
-. The Co-op shall only collect the personal information that it requires to ensure sound management of the co-op and to fulfil its obligations to its members, its contractual obligations, and any legal requirements.
-. The Co-op shall use and share personal information only with the consent of the individuals concerned, or as provided for in PIPA.
-. The Co-op will store documents that contain personal information securely to prevent unauthorized use. The Co-op will destroy personal information when the Co-op no longer needs it.
-. Individuals will, on written request, have access to any personal information that the Co-op has about them. The Co-op will provide the information within 30 days, except where to do so would be in violation of PIPA. The Co-op will correct any errors in personal information that the individual brings to its attention.
-. All directors will sign the Ethical Conduct Agreement that includes a confidentiality section. Management staff and any designated members who have access to some personal information or Co-op confidential information will also sign an ethical conduct agreement.
-. Discussion that will result in sensitive personal information appearing in the minutes will be held in camera. Minutes of the in camera portion of meetings will be kept separate from the regular minutes, and stored securely, to prevent unauthorized use.
-. In the event of any conflict between the provisions this policy and the Personal Information Protection Act, and any other applicable legislation, the terms of the relevant legislation will prevail.