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-====== Railyard Policies ======
-The following policies are connected to the proper maintenance and upkeep of the building at 95 East
-st Avenue. These responsibilities are shared between CLT and the co-op (and may also be affected by
-obligations to other parties).
-Remember that some obligations appear in the Occupancy Agreement rather than as separate policies
-Please note:
-> Smoking is forbidden in Railyard Co-op’s homes, in interior common areas, on balconies, by doors, near playgrounds or in outdoor spaces designated as part of a Unit for the exclusive use of a member. (See Section 7.04 of the Occupancy Agreement.) Smoking includes tobacco and non-tobacco products whose use generates smoke. Vaping is similarly prohibited (see Section 7.05).
-Also note:
-> Alterations to units or exteriors require prior written consent of the co-op Directors. (See Section 9.01 of the Occupancy Agreement.) Alterations include changes to major appliances.
-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.)
-== Balcony Policy ==
-^ Status | In Effect |
-^ Effective Date | September 5, 2018 |
-=== Purpose of the policy ===
-To lay out practical rules for balcony usage to ensure member safety and the overall appearance and amenity of the Railyard Housing Co-op.
-=== Policy ===
-Balconies, patios, terraces or limited common property should be used primarily as outdoor spaces for the enjoyment of members. Members should take care not to engage in activities that may affect other members in outdoor or indoor spaces nearby. This includes playing loud music, loud games such as floor hockey, smoking or burning of incense (see Occupancy Agreement), charcoal or open fires that may cause smoke. Any items stored on balconies should be neatly arranged or enclosed and not detract from the overall appearance of the building. The Co-op reserves the right to restrict items that make the space seem unduly cluttered and disorganized and especially if they are not one of the following:
-  * One working electric barbecue
-  * Plants
-    * (Planters must be raised one inch to allow airspace if sitting on anything other than concrete)
-  * Outdoor furniture
-At the discretion and request of the Co-op, and according to the timeline provided, a member must remove any items that annoy other members or detract from the overall appearance and amenity of the Co-op. Failure to comply will result in items being removed at the member’s expense.
-== BBQ Policy ==
-^ Status | In Effect |
-^ Effective Date | April 29, 2019 |
-=== Purpose of the policy ===
-To ensure safe use of barbecues and outdoor cooking stoves.
-=== Policy ===
-  - Barbecues and cooking units meant for outdoor cooking purposes are not permitted in anyindoor space or unit.
-  - No barbecues and outdoor cooking units other than those fuelled by electricity may be used. Only clean-burning, non-smoke producing barbecues and outdoor cooking units are permitted on outdoor balcony and patio areas.
-  - Barbecues may be used for social gatherings but not permanently stored on the amenity room terrace (6th floor). As an exception to the general rule, propane barbecues may be used on the amenity room terrace (6th floor).
-  - Barbecues and cooking units must be kept 45 cm or more from building exterior walls.
-=== Notes ===
-You can find the details of the City of Vancouver Fire Bylaw here: https://vancouver.ca/your-government/fire-bylaw.aspx.
-== Building Security Procedure ==
-^ Status | In Effect |
-^ Effective Date | September 5, 2019 |
-=== Purpose of the policy ===
-To maintain the security of the building and the personal safety of all members within the Co-op.
-=== Policy ===
-**Entering and Exiting the Building**
-  * 1. Do not allow anyone you do not know into the building.
-  * 2. Ensure that the doors are completely closed behind you before you leave.
-**Entering and Exiting the Parkade**
-  * 3. Do not open the gate for anyone you do not know.
-  * 4. Enter or exit the gate one vehicle at a time, no tailgating.
-  * 5. Stop after you clear the gate to ensure no vehicles or pedestrians enter or exit the parkade.
-  * 6. Wait until the gate is completely closed before you leave.
-  * 7. For your personal safety, do not enter or exit the parkade gate on foot.
-**Deliveries**
-  * 8. It is the responsibilities of the member to receive their own parcel deliveries.
-  * 9. Members will only be able to receive deliveries when they are at home. The co-op coordinators or office staff will not sign for or accept any deliveries on the member’s behalf.
-  * 10. It is the responsibility of the member to ensure delivery personnel.
-**Visitors**
-  * 11. Members must accompany visitors and guest while they are in the common areas of the building and ensure they do not loiter in the building after their visit.
-  * 12. Members are responsible for ensuring their guests and visitors are aware of the building security policy and follow its protocols.
-**Report Any Suspicious Activities / Individuals**
-  * 13. If you encounter suspicious activity or individuals, do not engage the individuals. Report the incident to the Co-op office, or the Vancouver Police Non-Emergency Line.
-== Common Room Policy ==
-^ Status | In Effect |
-^ Effective Date | September 5, 2018 |
-=== Purpose of the policy ===
-To set criteria for the use of the common room at 95 East 1st Avenue.
-=== Policy ===
-**Use of the Common Room**
-  * 1. No pets are allowed in the Common Room.
-  * 2. No alcohol is allowed in the Common Room.
-  * 3. No more than 100 people are allowed in the room. (This is the capacity of the room).
-  * 4. Railyard will be responsible for the heat and hydro costs associated with the Common Room.
-  * 5. The Common Room is not to be used for commercial or business purposes.
-  * 6. Persons under the age of thirteen (13) must be supervised at all times by someone age thirteen or older while using the Common Room.
-  * 7. Common Room use is at the discretion of the Railyard board: the Co-op maintains absolute discretion over the right to use of the Common Room and reserves the right to refuse use.
-**Booking the common room:**
-  * 8. The Common Room may be booked by Railyard members and their resident children, Co-op committees and the Board. The room is not to be booked by non-members.
-  * 9. Hours of use, terms of use and configuration shall be posted in the common room.
-  * 10. Co-op meetings and co-op social events will have priority.
-  * 11. Members may book available dates for use of Common Room on a first-come, first-served basis in accordance with the Procedure for Booking the Common Room.
-  * 12. Members may use the Common Room to host social events with family and friends.
-  * 13. Railyard will not be responsible for the interruption in the use of the Common Room due to routine maintenance or necessary repairs.
-=== Procedure for Booking the Common Room ===
-  - Room bookings are only to be arranged through the Co-op Office. Reservations are posted on a Google Drive document administered by the Co-op Office. Bookings must be made at least one week (7 days) in advance by submitting a completed Common Room Reservation Request Form/Indemnification Agreement.
-  - Railyard will not be responsible for the loss or damage to member-owned objects. Railyard will be indemnified against injury sustained by users of the Common Room.
-  - The member booking the room is responsible for ensuring all those who use the room (members, guests and visitors) are aware of the Co-op policies and that the users will abide by them accordingly.
-  - Members and guests must comply with all laws and regulations, civil and criminal codes, and municipal by-laws (Fire Department room capacity regulations, noise by-laws, etc.). Activities shall begin no earlier than 8 am and the room shall be vacated no later than 11 pm. Activities will be contained within the room, except in the case of activities organized by the Co-op for the benefit of Co-op members.
-  - The member booking the room will be responsible for cleaning and tidying up (cleaning washrooms, kitchen, appliances, common areas; removing decorations; spot cleaning walls, removing garbage to the bulk container; and stacking tables and chairs). Damage and the resolution of complaints regarding the use of the room is a member responsibility. Members are responsible for the actions of guests and visitors invited to a function held in the Common Room. Failure to abide by this policy will result in the member being held financially responsible for clean-up and/or damage caused.
-  - The Common Room shall be inspected after each booking.
-  - Any outstanding cleaning or damages shall be itemized and provided to the member in writing.
-  - The Co-op shall provide the member a written timeline to complete outstanding cleaning and/or damage repair.
-  - Where a member fails to clean or repair damage to the satisfaction of the co-op, or in the timeline provided, the co-op shall:
-    - complete the work necessary and provide the member with a written, itemized account of the work and the cost, and
-    - charge the total cost of cleaning and damage repair to the member and the member shall owe arrears to the co-op.
-=== Note: Procedures ===
-  - Access to the common room is by FOB key. When there are multiple reservations for the meeting room when management is not available, management will arrange to have a FOB key for each member who books the Common Room.
-  - Each member is responsible for ensuring they have proof of the condition of the Common Room at the end of their rental. Management will inspect the room on the first business day following the rental.
-== Parking Policy ==
-^ Status | In Effect |
-^ Effective Date | April 29, 2019 |
-=== Purpose of the policy ===
-  * To provide Members, guests and visitors with regulations for the use of Co-op parking stalls.
-  * To fairly distribute the limited number of parking stalls among Co-op members wanting them.
-=== Policy ===
-**Member Parking Spaces**
-  * 1. The Co-op is not responsible for providing parking spaces for use of Members.
-  * 2. One (1) parking space per household unit may be rented subject to the following:
-    * a. The Member may park only operative, licensed and insured vehicles in the parking space allocated to the Member’s household.
-    * b. The Member must obtain the prior written consent of the Co-op to park full-sized trucks, recreation vehicles, boats or trailers in his/her parking space.
-    * c. Parking spaces will be used for vehicular parking only. Use of any parking space for storage or any use other than vehicular parking is prohibited.
-    * d. The Member occupant must remove any vehicle leaking oil or other fluids. Members are responsible for cleaning up stains made by vehicles in assigned parking stall(s). The Co-op may clean stained stalls at the member’s expense.
-    * e. Parking spaces must not be used for the repair or maintenance of vehicles.
-    * f. The Member shall register their vehicle(s) with the Co-op and notify the Co-op of any change in vehicle(s) parked in a rented stall.
-    * g. The Co-op may assign or re-assign parking stalls.
-    * h. Only individuals residing in the household unit may park in the assigned parking stall. Members shall not sublet their parking stalls to non-members.
-  * 3. A Member seeking to end the rental of a parking stall must give written notice to the Co-op. The Co-op must receive the notice at least one full month before the rental agreement will be terminated.
-  * 4. Vehicles parked in fire lanes may be towed without notice. The Co-op may tow away other illegally parked or unregistered vehicles. The Co-op will tow at the member’s expense.
-**Guest Parking**
-  * 5. Guests and visitors may park only in a designated visitor parking stall and must display a Visitor Parking Pass in their vehicle window in their vehicle window faced up showing the Parking Pass number. Each household unit will be provided with a Visitor Parking Pass for their exclusive use.
-  * 6. Members are not permitted to park in visitors parking stalls.
-  * 7. Visitors may not park more than twenty-four (24) hours consecutively in a parking stall.
-**Secondary Member Parking Spaces**
-  * 8. The Co-op may offer second parking space rentals to member households.
-  * 9. Second parking spaces may be rented subject to the terms outlined in sections 2(a) through 2(h) and section 3 of this policy.
-  * 10. Units not renting parking spaces have priority over units already renting a stall.
-  * 11. When every available parking space is in use and the Co-op receives a request from a member requesting a first stall, a member renting a second stall will be required to release that second stall. The Co-op may give notice of one full month to a unit renting a second parking space terminating the rental of the second parking space.
-  * 12. The unit household that has held a second space longest will be the first to receive a notice made under section 8. However, if several stalls are empty and a group of unit households get second spaces in one month, then a lottery will be held and a decision will be made by the management to choose who has to relinquish their stall.
-**Rental of Parking Spaces to Resident Non-Members**
-  * 13. The Co-op may offer a rental parking space to a resident non-member.
-**Responsibilities and Consequences for failing to comply with the Policy**
-  * 14. Members are responsible for ensuring that their guests and other invitees abide by this policy.
-  * 15. The Co-op may tow away, at the Member’s expense, any vehicles improperly parked or parked in a manner contrary to this policy, or remove any other items, at the Member’s expense, left in a parking space in contravention of this policy.
-**Charges**
-  * 16. The monthly parking charges shall be set by the Community Land Trust and may be revised in consultation with the Co-op from time to time.
-  * 17. Non-members shall be charged no less than the fee charged to members.
-=== Procedure for Parking Stalls ===
-  - To apply for a parking stall and register a vehicle, applicants must complete a Parking Stall Agreement and return that Agreement to the Co-op coordinator.
-  - The Co-op shall charge a member the rental fee currently in force.
-  - Renters of parking stalls must supply the Co-op with proof of valid insurance annually. The name on the insurance documents must be under an individual residing within the unit to which the parking stall is assigned.
-  - Management will allocate the parking stalls designated for electric vehicles (e-vehicle) according to the procedures laid out in the “Secondary Member Parking Spaces” section.
-  - Those members using the e-vehicle stalls for electric vehicles will incur fees as calculated by the individual meters assigned to each stall.
-  - Those members requiring alteration to the e-vehicle stall to accommodate an extension in order to use the charging receptacle will need to submit a request to the Board and require approval.
-== Pet Policy ==
-^ Status | In Effect |
-^ Effective Date | April 29, 2019 |
-=== Purpose of the policy ===
-To regulate the number, type, and behaviour of pets in the Co-op.
-=== Policy ===
-  - Guide dogs and other service animals are not considered pets under this policy.
-  - Subject to subsections (3) and (4), a maximum of two cats or dogs or rabbits is allowed in each Co-op unit (i.e. a maximum of either two cats or two dogs, or one cat and one dog, or one rabbit and one dog, etc.). A maximum of four (4) total contained birds, gerbils, hamsters or guinea pigs is also permitted. A maximum of two fish tanks is permitted, each limited to a maximum of twenty litres or five gallons.
-  - Pets NOT allowed include, but are not limited to invertebrates, amphibians, reptiles, and exotic or illegal animals or pets of any kind. The acceptability of any pet is at the sole discretion of the Co-op.
-  - Notwithstanding the foregoing, the Co-op may allow additional pets at its sole discretion.
-  - All Members and prospective Members with pets must complete the Co-op’s Member Survey/Emergency Contact Form.
-  - Members must promptly advise the Co-op of any changes to information on the Member Survey / Emergency Contact Form.
-  - Members shall comply with all applicable municipal bylaws and other laws and regulations, including in respect of breed, pet licensing, spaying or neutering.
-  - All contained pets must remain inside their tank or cage when outside of the unit.
-  - Pets shall be cared for in a responsible manner and shall not be permitted to cause a disturbance that will affect the quiet enjoyment of other Members, such as noise or odours, or be allowed to bite, claw or otherwise act aggressively toward any person or other pets.
-  - Members shall be liable for any damage done to their unit or the common property by their pet and shall be liable for physical harm done to anyone caused by their pet.
-  - Pets are not permitted to enter any common room.
-  - Cats and dogs must be on leash when on the roof garden and must not use the garden or pathways to relieve themselves.
-  - Dogs and cats shall always be restrained on a leash when on common property.
-  - Dogs and cats shall not be chained or tethered and left unattended anywhere on common property.
-  - Dogs and cats shall not be tethered, chained or contained on Co-op balconies.
-  - In consideration of children and others, dog, cat and other animal owners shall not allow their pet to defecate or urinate on common property. Dog owners must take their dogs off-site daily on “walks” to avoid this and cats must be provided with an appropriate litter box in the cat owner’s unit.
-  - Dogs and cats shall not be left unattended on Co-op balconies and patios.
-  - Dogs and cats shall not be permitted to defecate and urinate on Co-op balconies.
-  - Litter boxes are not permitted on Co-op balconies.
-  - All pet litter shall be bagged and placed directly in appropriate garbage bins.
-  - Members or a responsible adult must be present in their unit, or the pet(s) must be kennelled or caged, while any maintenance work is performed in their unit.
-  - The feeding of wild birds or animals anywhere on Co-op property is prohibited.
-== Playground Policy ==
-^ Status | In Effect |
-^ Effective Date | September 5, 2018 |
-=== Purpose of the policy ===
-To regulate the use of the children’s 6th floor playground area in the Co-op.
-=== Policy ===
-  - The children’s play area 6th floor is for the use of members’ children and their guests. It is not for public use.
-  - Use of playground equipment is at the user’s own risk. The Co-op does not supervise the playground.
-  - Playground equipment must be used for its intended purposes only.
-  - All signs posted by the Co-op regarding the playground must be obeyed.
-  - No pets are permitted on the playground.
-  - No bare feet are permitted on the playground. Proper footwear is required at all times.
-  - No skateboards are allowed at any time.
-  - The children’s playground is available between dawn to dusk (daylight hours only).
-  - Children using the playground equipment must be supervised by an adult.
-  - Users of the playground shall not create excessive noise after 11 pm or before 8 am.
-== Roof Garden Policy ==
-^ Status | In Effect |
-^ Effective Date | September 5, 2018 |
-=== Purpose of the policy ===
-To establish regulations for the use of the roof gardens.
-=== Policy ===
-  - Gardening and other activities on the roof garden may only be conducted according to a policy approved by the Co-op.
-== Storage Policy ==
-^ Status | In Effect |
-^ Effective Date | April 29, 2019 |
-=== Purpose of the policy ===
-To clarify the locations Members may use for storing personal possessions, noting that improperly stored items may constitute a fire or safety hazard.
-=== Policy ===
-  - Members may store personal possessions inside their own units.
-  - Subject to the exceptions listed in sections (2), (3) and (4), members may not store personal possessions elsewhere at 95 East 1st Avenue.
-  - Members may store personal possessions on their unit balconies in accordance with the Balcony Policy.
-  - Members may not store bicycles on balconies, in hallways, in walkways or in parking spaces.
-  - NO storage of personal belongings in common areas, walkways, parking or hallways due to fire hazards.
-=== Notes ===
-  * Studios get first choice of underground storage units
-  * Any excess storage will be available for rental.
-== Video Surveillance Policy ==
-^ Status | In Effect |
-^ Effective Date | April 29, 2019 |
-=== Purpose of the policy ===
- * To inform members about the Co-op's video surveillance system
- * To balance privacy concerns with security benefits possible from a video surveillance system
-=== Policy ===
-  - **Rationale & Purpose for Limited Video Surveillance**
-    - The Co-op does not have a concierge or any 24-hour/day security staff in place. To improve the safety and security of members, guests and the building, the Co-op may maintain a video surveillance system. The presence of cameras in communal areas is intended to deter criminal activity such as break-ins, assaults and vandalism. If there is a safety or security incident, the recordings of the cameras may be useful in an investigation.
-  - **Location and field of vision**
-    - Video cameras may be positioned to observe public areas of 95 East 1st Avenue. No cameras shall be installed in members’ suites or common washrooms.
-  - **Notices**
-    - The Co-op shall post notices informing members and visitors that certain areas of the Co-op may be under video surveillance.
-    - Notices will include the information that publicly accessible areas of the Co-op (such as its lobby, its parkade) may be monitored by video cameras.
-  - **Recording Limitations**
-    - The cameras record only video. They do not record sound or have night vision capabilities. The cameras have fixed fields of view.
-    - The camera system runs 24 hours a day but records video only when motion is detected.
-    - No one regularly monitors the cameras in real-time.
-    - The cameras automatically record data to a device kept in a locked room. Only authorized personnel shall have access to the system and the recordings.
-  - **Access to the Video Recordings**
-    - Access to the recordings requires a key to the locked room where the system hardware is kept and a user-name and password pair to log into the surveillance system software.
-    - Designated personnel from COHO Repair Services and COHO Management Services may access the video recordings:
-      - To ensure the system functions properly.
-      - To investigate safety or security incidents.
-    - Others, including law enforcement personnel, may access video recordings:
-      - In conjunction with system maintenance requirements
-      - As part of an official investigation of a security or safety incident.
-    - Personal information contained in the recordings shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law.
-    - Individuals who use surveillance camera footage inappropriately will be subject to disciplinary sanctions, up to and including termination.
-  - **Disposition of the recordings: Destruction and Retention**
-    -  With the exception of records retained for criminal, safety, or security investigations, or for evidentiary purposes the Co-op shall not keep copies of the recordings longer than 90 days.
-    - The surveillance system is on a recording cycle, and new recordings overwrite over the old. Depending on activity levels, recordings may be overwritten in fewer than 90 days.
-    - If recordings are used to investigate an incident, those recordings will be retained for one year after a final decision is reached concerning the incident.
-  - **Privacy Questions**
-    - The Co-op shall designate a privacy officer to answer questions about the video surveillance system. Please contact the Co-op coordinator to find out more.
-=== Procedures ===
-  - A total of (5) cameras will operate from the following locations:
-    - one (1) camera by the Co-op’s main lobby entrances (embedded in the Co-op intercoms);
-    - one (1) camera at the North Ground floor exit
-    - one (1) camera on the West ground floor exit;
-    - one (1) camera on the exterior of the Co-op’s west emergency exit
-    - one (1) cameras in the Co-op’s parkade entrance
-  - The Board and/or Community Land Trust may designate individuals having authority to access the video recordings, subject to the requirements of the Personal Information Privacy Act (PIPA).
-  - Questions concerning privacy should be directed to the Co-op’s privacy officer, for more information contact the office.