Common Room Policy

To set criteria for the use of the common room at 95 East 1st Avenue.

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.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. The Common Room shall be inspected after each booking.
7. Any outstanding cleaning or damages shall be itemized and provided to the member in writing.
8. The Co-op shall provide the member a written timeline to complete outstanding cleaning and/or damage repair.
9. 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:
   1. complete the work necessary and provide the member with a written, itemized account of the work and the cost, and
   2. charge the total cost of cleaning and damage repair to the member and the member shall owe arrears to the co-op.

1. 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.
2. 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.