The following governing documents define how FAAVHC will operate:

• The Co-operative Association Act offers a legislative framework for BC’s housing co-operatives generally.
• The FAAVHC Rules set out how FAAVHC is governed (defining membership, outlining Board responsibilities, describing the scheduling of meetings, and creating a dispute resolution process, etc.).
• The Co-op Occupancy Agreement is like a rental agreement. It describes various member responsibilities. The Rules and the Occupancy Agreement (Schedule A to the Rules) are filed with the BC Registrar of Companies. 
• Polices are internal documents that help govern the day to day operation of the Co-op. Members agree to follow these policies as part of the Occupancy Agreement (section 7) and the Board will enforce those policies. Policies may relate to Co-op maintenance and governance, but also deal with practical matters such as how to deal with pets, parking and co-op payments.
  
  

This section of the Member Handbook includes the Co-op policies and procedures that complement the guiding legislation and the Co-op’s formal rules that are registered with the Province.

In addition to regular policies and procedures, this section includes descriptions of the various board positions.

Purpose of the policy:

To lay out practical rules for balcony usage to ensure member safety and the overall appearance and amenity of the First Avenue Athletes’ Village 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, or neighbouring buildings. This includes playing loud music, loud games such as floor hockey, smoking or burning of incense, 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 gas or 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 in the timeline provided, a Member must remove any items that unreasonably annoy other Members, neighbouring buildings 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.

Approved by the Board of Directors: June 15, 2022

Purpose of policy

To ensure safe use of barbecues, outdoor cooking stoves and propane tanks.

Policy

1. Barbecues and cooking units meant for outdoor cooking purposes are not permitted in any indoor space or unit.
2. No barbecues and outdoor cooking units other than those fuelled by propane or natural gas or electricity may be used. Only clean-burning, non-smoke producing barbecues and outdoor cooking units are permitted on outdoor balcony and patio areas.
3. Barbecues may be used for social gatherings but not permanently stored on the roof gardens or in the courtyard.
4. Barbecues and cooking units must be kept 45 cm or more from building exterior walls.
5. Size, storage and use of propane tanks are subject to all applicable municipal bylaws and other laws and regulations.
6. Storage and use of all flammable and/or hazardous substances (e.g. kerosene, paraffin oils) are subject to all applicable municipal bylaws and other laws and regulations.

Approved by the Board of Directors: July 23, 2013

Purpose of the policy

To set rules of use and booking procedures for the Athletes Village Housing Co-operative Common Room and Roof Gardens.

Policy

Common Room Rules of Use

1. The Common Room is for the use of Members, resident children, and guests.
2. Activities shall begin no earlier than 8 am and the room shall be vacated no later than 11 pm.
3. No smoking or vaping is allowed in the Common Room.
4. No pets are allowed in the Common Room except service animals.
5. Persons under the age of eight (8) must be supervised at all times by an adult while using the Common Room.
6. The Member booking the room is responsible for cleaning and tidying up including: cleaning the kitchen; loading and emptying the dishwasher, washroom, appliances, and common areas; removing decorations; spot cleaning walls; vacuuming; removing garbage to the bulk container; and stacking tables and chairs.
7. Members are responsible for the actions of guests and visitors invited to a function held in the Common Room. Damage and the resolution of complaints regarding the use of the room is a Member responsibility.
8. The Common Room is not to be used for commercial or business purposes.
9. Failure to abide by this policy may result in the Member being held financially responsible for clean-up and/or damage caused.

Roof Garden Rules of Use

10. Roof garden use is for the use of Members, resident children, and guests.
11. All activities on the roof gardens will end no later than 10 pm. Please respect the privacy of Members living adjacent to the gardens.
12. No smoking or vaping is allowed on the roof gardens.
13. Pets (cats and dogs) must be on-leash when on the roof gardens, and must not use the gardens or pathways to relieve themselves.
14. Members using the roof gardens shall provide responsible and adequate supervision of children and guests, and control noise and behaviour in and around the gardens.
15. After use, Members are responsible for cleaning the garden area, taking all waste to the recycling bins and garbage compactor, and ensuring any food waste is removed to avoid attracting pests.
16. Members and guests using the roof gardens are reminded to protect the plants and trees, avoid stepping on the garden beds whenever possible, and be considerate and respectful of the many hours some Members spend maintaining our gardens for all to enjoy.
17. Any malfunctions, loss or damage of furnishings, equipment or property must be reported immediately to the Co-op. Repairs and other maintenance will be arranged by the Co-op at the cost of the Member(s) responsible.
18. BBQs may be used on the roof gardens. The Member(s) must ensure that when taking the BBQs to the gardens, that they do not soil carpets or do damage to any area of the Co-op. Propane tanks and BBQs are not to be stored on the roof gardens, and BBQs must be removed at the end of any event.

Procedure for Booking the Common Areas

19. Members may book available dates for use of Common Room and Roof Gardens on a first-come, first-served basis.
20. Bookings must be made through the Co-op office or Events Committee Chair at least two business days in advance by submitting a completed Common Area Reservation Request Form/Indemnification Agreement. Members can expect to receive a response within two business days.
21. Only two areas of the Roof Gardens are bookable space: the picnic table area under the trellis in the North Garden, and the sitting area in the South Garden. Please be aware that the gardens are also access points in and out of the building through the exterior stairways, and be respectful of Members passing through or accessing the garden (such as to maintain the gardens, pick produce, or access compost bins). A larger area of the gardens may be booked by special request only, and with approval of the Garden Committee.
22. The Roof Gardens is a shared space to be used cooperatively, so Members are encouraged to use the space without booking if it is free, and with respect for others.
23. The Member who books the common areas is responsible for ensuring all those who use these areas (Members and guests) are aware of the Co-op policies and that the users will abide by them accordingly.
24. Use is at the discretion of the Co-op Board: the Co-op maintains absolute discretion over the right to use of the Common Room and Roof Gardens, and reserves the right to refuse use.

Approved by the Board of Directors: May 26, 2021

5. 2nd floor breezeway patios (units 206 and 209):

Permitted items in the unit door setback include (all other items not listed here are prohibited):

  5.1. door mats measuring no more than 77 mm (30.25 inches) wide and 46 mm (18 inches) deep,

  5.2. wall art that is attached to unit doors and walls,

  5.3. temporary deliveries within the setbacks of unit entrances.

Permitted items within the patio space on the breezeway include (all other items not listed here are prohibited):

  5.4. potted plants (note: railing planters and hanging plants are NOT permitted)

  5.5. tables

  5.6. chairs

  5.7. open benches (note: storage benches, baskets, bins and other storage items are NOT permitted)

6. 3rd and 4th floor 3-bedroom breezeway units (units 306, 309, 406 and 409):

Permitted items in the unit door setback include (all other items not listed here are prohibited):

  6.1. door mats measuring no more than 77 mm (30.25 inches) wide and 46 mm (18 inches) deep,

  6.2. wall art that is attached to unit doors and walls,

  6.3. temporary deliveries within the setbacks of unit entrances.

7. Courtyard or street-facing patios (on the ground floor): personal items are allowed on 1st floor patios, but must not be placed within 43 cm (17 inches) of unit entrances and the paved walkways extending from those unit entrances.

8. Playground walkways: toys and play equipment are permitted but must be stored in designated bins/areas when not in use.
9. Lobby walkways: items are only permitted in designated bins or areas.

Appearance

9. Items that meet these requirements should be neatly arranged or enclosed, and not detract from the overall appearance of the building.
10. The Co-op reserves the right to restrict items that make the space seem unduly cluttered and disorganized.
11. Members are encouraged to talk to their neighbors directly if they have concerns about the appearance, safety, or orderliness of items.

Security / Liability

13. The placement of items, by a Member or non-Member resident, in corridors is at the owner’s risk and there will be no claim against the Co-op for any reason.
14. In the event of an accident or emergency, the Co-op will not be held liable for any damage or injury resulting from permitted or prohibited items in corridors.
15. The Co-op is not responsible for the theft of any items, including deliveries, in its corridors.

Enforcement

16. The Co-op may, without prior notice or warning to the Member, remove from the corridors of the Co-op, at the Member’s expense, any items that are hazardous or dangerous. Within a reasonable time following such removal, the Co-op will give notice to the Member of the item removed and where it may be recovered, should recovery by the Member be possible. The Co-op will not be liable for any loss or damage resulting from the removal, without prior warning, of hazardous or dangerous items.
17. Failure to comply with this policy is a breach of the Rules and Occupancy Agreement of the Co-op. The failure of a Member to remove any item that it is not permitted under this policy, within the time directed by the Co-op, may result in such item being removed by the Co-op at the Member’s expense, or termination of a Member’s membership in the Co-op and Occupancy Agreement with the Co-op in accordance with the Rules of the Co-op. The further breach of this policy by the Member, following a warning from the Co-op regarding a prior breach of this policy, may lead to termination of the Member’s membership in the Co-op and Occupancy Agreement with the Co-op in accordance with the Rules of the Co-op.

[1] As per BC Building Access Handbook 2014, Interior Access 3.3.1.9. Corridors (page 29) - https://www2.gov.bc.ca/assets/gov/farming-natural-resources-and-industry/construction-industry/building-codes-and-standards/guides/2014_building_access_handbook.pdf

Approved by the Board of Directors: September 23, 2020

Purpose of the policy

To ensure members are not negatively affected by scents from the shared laundry room, which vents into the courtyard. Unscented products are also less toxic for people and less damaging to the environment.

Policy

1. Members using the shared laundry room are not to use scented dryer sheets. Members may choose alternates such as unscented dryer sheets or reusable wool dryer balls.
2. Members using the shared laundry room are to choose laundry detergents that are labelled as “unscented” or “fragrance-free.”

Approved by the Board of Directors: August 25, 2021

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 the use of Members.
2. One (1) parking space per household unit may be rented subject to the following:
   1. The Member may park only operative, licensed and insured vehicles in the parking space allocated to the Member’s household.
   2. 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.
   3. Parking spaces will be used for vehicular parking only. Use of any parking space for storage is prohibited.
   4. 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 talls at the member’s expense.
   5. Parking spaces must not be used for the repair or maintenance of vehicles.
   6. 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.
   7. The Co-op may assign or re-assign parking stalls.
   8. Members shall not sublet their parking stalls.
   9. Members are not permitted to wash their vehicles anywhere in the parkade.
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.

Guest Parking

4. Guests and visitors may park only in a designated visitor parking stall and must clearly display a Visitor Parking Pass which includes a Member Unit number in their vehicle window. Members will be issued one Visitor Parking Pass per Unit. Members are not permitted to use visitor parking stalls for their own vehicles.

Secondary Member Parking Spaces

5. The Co-op may offer second parking space rentals to member households.
6. Second parking spaces may be rented subject to the terms outlined in sections 2(a) through 2(h) and section 3 of this policy.
7. Units not renting parking spaces have priority over units already renting a stall.
8. 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.
9. 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 Non-Members

10. The Co-op may offer a rental a parking space to a non-member. (See Operator Agreement, Schedule B, Section E(5)).

Responsibilities and Consequences for failing to comply with the Policy

11. Members are responsible for ensuring that their guests and other invitees abide by this policy.
12. 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

13. The monthly parking charges shall be set by the Co-op and may be revised from time to time.
14. Non-members shall be charged no less than the fee charged to members.

Procedure for Parking Stalls

15. 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.
16. The Co-op shall charge a member a rental fee for each stall.
17. Renters of parking stalls must supply the Co-op with proof of insurance annually.

Approved by the Board of Directors: February 15, 2023
Amended by the Board of Directors: November 15, 2023 - removed reference to $75 in item 16

Purpose of the policy

To regulate the number, type, and behaviour of pets in the Co-op.

Policy

1. Subject to subsections (2) and (3), a maximum of two cats or dogs is allowed in each Co-op unit (i.e. a maximum of either two cats, or two dogs, or one cat and one dog). A maximum of four (4) contained fish, birds, gerbils, hamsters or guinea pigs is also permitted. Fish tanks are limited to a maximum of twenty litres or five gallons.
2. Pets NOT allowed include, but are not limited to: insects, snakes or reptiles, and exotic or illegal animals or pets of any kind. Dog breeds not allowed include Pit Bull Terrier, Staffordshire Bull Terrier, American Staffordshire Bull Terrier, Rottweiler, or any mixed breed dog that, in the opinion of the Co-op, has dominant features of these breeds, or any other dog of any kind felt by the Co-op to be a threat to other Members, authorized visitors and invitees or the staff of the Co-op or its respective authorized representatives, agents or contractors. The acceptability of any pet is at the sole discretion of the Co-op.
3. Notwithstanding the foregoing, the Co-op may allow additional pets at its sole discretion.
4. All Members and prospective Members with pets must complete the Co-op’s Pet Application and Registration Form.
5. Members must promptly advise the Co-op of any changes to information on the Pet Application and Registration Form.
6. Members shall comply with all applicable municipal bylaws and other laws and regulations, including in respect of breed, pet licensing, spaying or neutering.
7. Cats and dogs older than six (6) months shall be spayed or neutered. Members must provide proof of spaying or neutering to the Co-op.
8. 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.
9. 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.
10. Pets are not permitted to enter the shared laundry room, lounge (common room) or the playground area in the central courtyard.
11. Cats and dogs must be on leash when on the roof gardens, and must not use the gardens or pathways to relieve themselves.
12. Dogs and cats shall be restrained on a leash at all times when on common property. Dogs or cats shall not be allowed to roam free.
13. Dogs and cats shall not be chained or tethered and left unattended anywhere on common property.
14. 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.
15. Dogs and cats shall not be tethered, chained or contained on Co-op balconies.
16. Dogs and cats shall not be left unattended on Co-op balconies.
17. Dogs and cats shall not be permitted to defecate and urinate on Co-op balconies.
18. Litter boxes are not permitted on Co-op balconies.
19. All pet litter shall be bagged and placed directly in garbage bins, and shall not be placed in garbage chutes or toilets or recycling containers.
20. 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.
21. Members owning dogs and cats shall provide regular flea and tick treatment for their pets. On move-out members with dogs or cats must treat their units for fleas.
22. The feeding of wild birds or animals in, at or near the Co-op, is prohibited.

Approved by the Board of Directors: July 17, 2012

Purpose of the policy:

To regulate the use of the children’s playground area in the Co-op courtyard.

Policy

1. The children’s play area in the central courtyard is for the use of members’ children and their guests. It is not for public use.
2. Use of playground equipment is at the user’s own risk. The Co-op does not supervise the playground.
3. Playground equipment must be used for its intended purposes only.
4. All signs posted by the Co-op regarding the playground must be obeyed.
5. No pets are permitted on the playground.
6. No bare feet are permitted on the playground. Proper footwear is required at all times.
7. No skateboards are allowed at any time.
8. The children’s playground is available between dawn to dusk (daylight hours only).
9. Children using the playground equipment must be supervised by a responsible adult.
10. Users of the playground shall not create excessive noise after 11 pm or before 8 am.

Approved by the Board of Directors: July 17, 2012

Purpose of the policy:

To provide Members, guests, and visitors with regulations for smoking.

Policy:

1. For the purposes of this policy, the term "smoking" includes the inhaling, exhaling, burning or carrying of any lit cigarette, cigar, non-medicinal vape, marijuana product or any other combustible material such as incense whose use generates smoke.

2. Smoking is forbidden anywhere inside of the Co-op building. For greater clarity: this prohibition applies, without limitation, to all Members’ units, enclosed common areas including the front lobby, hallways, elevators, corridors, the laundry room, the common room, the underground parkade, stairwells, the garbage room and the bicycle storage rooms.

3. Smoking is forbidden on all outdoor balconies, patios, rooftop garden areas, entrance areas and all other outdoor areas that are part of the Co-op building.

4. Smoking outside the Co-op building is subject to all applicable municipal by-laws and other laws and regulations.

5. Certain smoke-creating activities for religious or ceremonial purposes (e.g. ceremonial smudging) may be permitted provided they are also permitted by municipal by-laws and after notifying the Board of Directors.

Approved by the Board of Directors: June 15, 2022

Note:

1. The City of Vancouver Health Bylaw 9535 includes restrictions on smoking outdoors.
2. Section 2(2) of the Bylaw states there shall be no smoking: “within six metres measured on the ground from a point directly below any point of opening into any building including any door or window that opens or any air intake”.

Purpose of the policy:

To clarify the locations Members may use for storing personal possessions.

Policy:

1. Members may store personal possessions inside their own units.
2. Subject to the exceptions listed in sections (3), (4) and (5), members may not store personal possessions elsewhere at First Avenue Athletes Village Housing Co-operative.
3. Members may store personal possessions on their unit balconies in accordance with the Balcony Policy.
4. Bicycles shall be stored in the five storage rooms (P-21, P-22, P-25, P-31 and P-32) provided for that purpose in the underground parking area. Only bicycles and bicycle related items may be stored in these rooms. Bicycles may also be stored on purpose-installed racks behind certain parking spots.
5. Cars and motorcycles may be parked in the underground parking area as outlined in the Parking Policy.

Approved by the Board of Directors: February 16, 2022

Purpose of the policy:

To protect the financial viability of the Co-op by:

• Collecting housing charges and any other charges due to the Co-op, in full and on time
• Dealing with failure to make payment promptly, and
• Setting out what happens when Members fail to meet their payment obligations.

Policy

Member Obligations and Arrears Definitions

1. Members must pay housing charges, share installments and any debts to the Co-op in full and on time. A failure to pay housing charges is cause for termination of a member’s Occupancy Agreement (Section 4.07 of the Occupancy Agreement). A failure to pay for shares is cause for termination of a member’s Occupancy Agreement (Section 5.01 of the Occupancy Agreement).
2. A member is in arrears if that member fails to pay, by the required date, housing charges, share installments or any other debts to the Co-op.
3. When a member is making scheduled payments related to an arrears-payment agreement approved by the Co-op, the member is not in arrears.
4. If a member has not paid any amount owing, submitted a written request for, or signed an arrears-payment agreement, management staff will send the member a 10-day notice demanding payment immediately after the due date.
5. If the member has not paid any amount owing or signed a payment agreement within ten (10) days of the member’s receipt of the notice, then the Board of Directors will consider a resolution of termination of Occupancy Agreement (reference Sections 16.03 and 16.04 of the Occupancy Agreement), and other appropriate steps.
6. The Co-op will charge a late fee of $50 (fifty dollars) for any housing charges not paid in full by the due date unless the member has submitted a written request for an arrears-payment agreement before the due date.

Problems Paying Charges

7. Members shall inform the Co-op regarding expected problems in paying charges [Section 4.08 of the Occupancy Agreement):
   1. If the Member anticipates a problem in making payment on time of the housing charge or any other charge, the Member shall notify the Co-op of this likelihood in advance of the due date of the charge.
   2. Notice by the Member shall not excuse the Member from any obligation of payment as set out in the Occupancy Agreement.
   3. Where a Member notifies the Co-op that payment cannot be made on time, a written Payment Agreement shall immediately be set out by the Co-op and signed by the Member.

Payment Methods

8. Cash will not be accepted for any payment.
9. The Co-op may receive payments by post-dated cheque, bank draft or money order. The Co-op may also receive payment for housing charges through a pre-authorized debit (PAD) agreement.
10. Housing charges not part of a payment agreement are to be paid using post-dated cheques or through a pre-authorized debit (PAD) agreement. Post-dated cheques must be submitted at the
    time and place set out by the Co-op.
11. New members must pay their share purchase by bank draft, money order, or personal cheque when FAAVHC accepts them as members.

Payment Agreements

12. Members may submit a written request for an arrears-ayment agreement in which they explain the special circumstance for asking for the agreement.
13. A member may use a payment agreement to repay an amount of arrears no greater than one (1) month’s housing charges, plus any fees. Management staff may authorize payment agreements to a maximum of three (3) months. The Board may, at its discretion, authorize payment agreements for a longer term or waive any or all fees in cases of genuine hardship or extraordinary circumstances. The Board may not waive housing charge arrears.
14. Only the Board can authorize payment agreements for individual Directors (reference Rule 17.5 Persons disqualified to act as Directors).
15. While an arrears-payment agreement is in effect, the member may, at the discretion of management, be required to make all payments, including housing charge payments, by bank draft or money order only.
16. Failure to sign and/or adhere to all terms of the payment agreement shall result in the Member being deemed to have failed to make payment of housing charges or other charges as required, and shall be cause for termination of the Member’s occupancy in FAAVHC in accordance with the Co-op’s Occupancy Agreement.

Consequences of a breach of the Payment Agreement

17. The payment agreement will set out the consequences of a breach of the agreement, including deemed withdrawal of membership and termination of the member’s Occupancy Agreement.

Returned Cheques and Denied Pre-Authorized Debits

18. If a cheque is returned due to insufficient funds (NSF) or for other reasons or if a pre-authorized debit agreement does not clear the member’s financial institution, the member is deemed to have failed to pay, and the member shall be liable for any bank charges incurred by the Co-op in the processing of the returned cheque. (Section 4.09 of the Occupancy Agreement.) start="8"
19. The Co-op will charge an NSF fee of $40 (forty dollars) for any returned cheque or failed pre-authorized payment.
20. Members with a returned housing charge cheque or failed pre-authorized payment must make future payments by bank draft or money order, unless excused in writing, by the Board (refer to Occupancy Agreement 4.10).

Approved by the Board of Directors: July 23, 2013

Definitions

A purchase is any commitment to buy goods or services, or have work done at the Co-op’s expense.

Expenses are either discretionary or non-discretionary:

The Co-op can control or choose to spend money on discretionary items, or not. For example, it can decide each year to plant some trees, paint the common room or hire a handy person. Even though an expense is defined as discretionary for purposes of this policy, it may still be critical to the Co-op’s operations.

You have no choice when it comes to non-discretionary expenses. You must pay the mortgage and taxes, and renew your insurance.

Emergency expenses are unbudgeted purchases of work or materials that must be made immediately because a delay can:

• Result in property damage
• Endanger the safety of people or property, or
• Disrupt essential services to members.

Purpose of the policy:

• To put in place adequate controls and authorization for the Co-op’s spending
• To provide Board, committees, members and staff with a framework for spending on behalf of the Co-op
• To ensure the Co-op meets budget projections.

Policy

Spending authorization

1. Persons spending or purchasing on behalf of the Co-op must do so in accordance with this policy and have written authorization.
2. The Co-op management will only purchase goods or services on behalf of the Co-op for the following reasons:
   1. to complete a Co-op work order;
   2. to fulfil a requirement of the warranty agreement;
   3. to complete work identified on the annual maintenance calendar;
   4. for emergency repairs;
   5. for other reasons at the request of the Board.

Non-Discretionary Items

3. The Board will identify and authorize spending on budgeted non-discretionary expense items and authorize management staff to make payment. The management staff must report any expense that goes over budget to the next Board meeting.

Discretionary Items

4. The management can authorize spending on and approve payment for budgeted discretionary expense items.
5. The management can authorize spending on and approve payment for unbudgeted discretionary items up to $250.
6. Unbudgeted items must be reported to the next Board meeting.
7. The Board must approve spending on unbudgeted items over $250.
8. The general meeting must approve spending on unbudgeted items over $2,000 before the purchase is made.

Emergency Expenses

9. Authorized persons will authorize unbudgeted spending required to deal with emergencies.
10. Emergency expenses must be reported to the next Board meeting.
11. Emergency expenses over $2,000 must be reported to the next general meeting.
12. The Co-op management will respond to all Emergency Calls and arrange for the goods or services to be purchased to remedy the emergency, following the Emergency Procedure.

Budget Revisions

13. The Board may revise the budget as necessary during the fiscal year. Revisions must be reported to the next general meeting as follows:
    1. any difference in one budget category over 10%
    2. any overall change of more than $2,500 in total expenses, and
    3. for a discretionary expense, any overall change to the budget of more than $4,000 must be approved by the general meeting before the purchase is made.

Committee budgets

14. The Board authorizes the committees to spend for committee items included in the Co-op's approved budget.
15. Any unbudgeted items must be brought to the Board for approval before spending.
16. No committee may overspend in any one budget category by more than 10% without Board approval.
17. No committee may overspend its annual budget without Board approval.
18. Where a committee member is authorized to spend any part of the committee budget, the member's name and the dollar amount authorized shall be recorded in the committee's minutes.

Purchases

19. Authorized purchases for the Co-op must be made using a:
    1. purchase order ;
    2. written Co-op authorization to a selected supplier or contractor; or
    3. tendering process for major items.
20. Where the purchase price is over $5,000 three quotes will be presented to the Board, provided three suppliers are willing to quote.

Payment

21. Payments must be made following procedures set by the Co-op.
22. Persons who authorize a purchase or payment by cheque requisition or other method cannot sign the cheque nor be the payee.
23. There must always be two signatures on a cheque. As much as possible, none of the signees will be the payee.
24. When using co-op credit accounts, the Co-op management companies will approve invoices for goods or services and forward them to the Co-op as quickly as possible. The Co-op will ensure payment is made to the supplier by the required due date.
25. When goods or services are purchased on Co-op management companies’ credit accounts, the Co-op management companies will approve and pay invoices for completed work directly. The Co-op will be invoiced for these purchases and any applicable processing costs. Copies of invoices will be included. The Co-op will ensure payment to the Co-op management company in a reasonable time.

Approved by the Board of Directors: July 23, 2013

Purpose of the policy

• The Security of Tenure Policy is intended solely to cover an involuntary loss of income to assist members in paying their housing charge for a short period of time as outlined in the policy.
• To maintain a stable membership by assisting members to remain in the Co-op when a temporary loss of income is experienced.
• To manage a Security of Tenure fund and set the conditions under which a member may request temporary financial assistance.

Summary

The FAAVHC Security of Tenure (SOT) fund was established from money provided by Vancity as part of its community support program.   The SOT Fund is intended solely to cover an involuntary loss of income to assist members in paying their housing charge for a short period of time. Members must apply to the board and supply documentation acceptable to the board to justify their claim. Funds are approved at the discretion of the Board of Directors. Members may be able to draw on the SOT fund when they experience a temporary loss of income, for example, due to a job loss. However, the SOT funds are not intended to replace lost income.

The amount of assistance that may be provided is based on the availability of funds, and a comparison between gross household monthly income and the housing charge. An applicant household for SOT funds is required to pay 30% of its gross monthly household income. The Security of Tenure fund covers amount remaining to equal to the market housing charge.

Policy

1. The Security of Tenure Fund is administered at the discretion of the Board.
2. A member who involuntarily experiences an income loss may make application to the Co-op for a housing charge reduction, to be paid from the Fund. The Co-ordinator will process the application and present it to the directors for approval, providing that:
   1. The member currently pays the market Housing Charge;
   2. The loss of income means the member(s) would now be paying more than 30% of his/her/their gross household income toward housing charges;
   3. The member(s) has no arrears with the Co-op;
   4. The member(s) is not in violation of any of the Co-op’s Rules or policies, as determined by the Board of Directors.
3. Use of the Security of Tenure Fund shall not reduce a member household’s housing charge to less than 30% of its gross household income.
4. A member may only draw from the Security of Tenure Fund three (3) months in a fiscal year. The Board of Directors may approve an additional three (3) months grant on application. Approval of a grant and amount of the grant is always at the complete discretion of the Board of Directors. This is based on the SOT Fund having sufficient money for the ongoing needs of the Co-op for this fund for years to come.  A member receiving the grant will not necessarily set a precedent for other members to receive the grant in the future.
5. If a member’s income fluctuates as a matter of course (e.g. teachers, seasonal workers, etc.) he/she is not eligible to receive a Security of Tenure grant unless the member experiences an actual job loss.
6. The Security of Tenure Fund shall not be used to supplement a voluntary leave except in such cases where a medical condition is present, and then at the the discretion of the Board.
7. Knowingly providing false information on a SOT application will be grounds for termination of the member’s Occupancy Agreement, and any assistance received by the member in these circumstances is immediately repayable to the Co-op.

Procedures

8. Blank applications for a Security of Tenure grant are available in the Co-op’s office.
9. Applications must be completed and handed into the office at least five (5) business days prior to the end of the calendar month.
10. Applicants must supply proof of change of financial status or financial need for each month that SOT is requested. A change in financial status eligible for a grant refers to involuntary loss of income caused by a job layoff or an unexpected short term or long-term disability or illness. Proof includes Record of Employment, EI acceptance confirmation, letter from employer, medical certificate or other documentation deemed appropriate by the Co-op.
11. Applicants must supply proof of current income for all household members.
12. Any payment returned to the Co-op (including but not limited to NSF cheques and stop payments), the SOT grant is invalidated and the member must pay the full housing charge.

Approved by the Board of Directors: April 16, 2013

Purpose of the policy

To clarify for directors their ethical responsibilities.

Policy

1. Directors must abide by the principles set out in the Ethical Conduct Agreement.
2. Directors must sign the Ethical Conduct Agreement form each year.

Ethical conduct

1. 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.
2. A Director will observe and comply, in order of precedence, with:
   1. the Cooperative Association Act and other relevant laws;
   2. the Co-op’s Memorandum of Association, Rules and Occupancy Agreement;
   3. policies adopted and approved by the Co-op; and,
   4. decisions taken by resolution of the Board or members.
3. A Director will publicly support the policies and positions of the Board of Directors.
4. A Director will:
   1. put the interests of the Co-op and the Board of Directors ahead of the Director’s personal interests (see Rule 22);
   2. avoid conflicts of interest; and,
   3. 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.
5. A Director will comply with policies and procedures adopted by the Co-op in respect of the Personal Information Protection Act of British Columbia.
6. A Director will keep confidential all:
   1. financial information and sensitive personal information about members, applicants, former members, residents and employees of the Co-op (see Rule 24);
   2. information about co-op business which should be kept confidential to protect the Co-op; and,
   3. information a Director learns about matters specifically determined by board resolution to be matters of confidence.
7. 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.
8. 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.

Approved by the Board of Directors: July 23, 2013

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

1. The meeting’s Chair shall apply the Rules of Order fairly.
2. The members shall treat each other with consideration and respect during meetings.
3. The following Rules of Order are adopted by the Co-op for use at Co-op meetings:

Rules

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 lace. (Refer to Rule 14.15)

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.

Approved by the Board of Directors: July 23, 2013

Note: The Rules are adapted from CHF Canada and CHF BC Rules of order.

Overview

The president unites the community by leading the Board of Directors, committees, members and staff to work together for the Co-op's goal—well-maintained, affordable housing and a strong community that values diversity.

The president and vice-president work together as a team to carry out the president's responsibilities. They are usually signing officers. They decide together how to share the responsibilities. They review their responsibilities regularly to see that they are following the priorities set by the Board and members. Sharing the work will keep the job of president from becoming too difficult. Here is a list of regular responsibilities.

Education

The president and vice-president:

• see that education for the Board, staff, committees and general members is a top priority in the plan for each year
• meet with any new directors to bring them up to date and discuss their responsibilities
• explain rules, policies and Board decisions to members in terms that everyone can understand.

Meetings

The president and vice-president

• work with the staff and the corporate secretary to set the agenda of meetings
• see that directors and members receive early information on all agenda items
• make sure that there is a report on the Board's activities at all general meetings
• lead a review of the Board's performance before the election, and share this evaluation with the new Board.

Representation

The president and vice-president make sure a director represents the Co-op to neighbourhood
organizations.

Overview

The treasurer is an officer of the Co-op, and is appointed by the Board. The treasurer monitors the finances and makes sure that the co-op keeps proper financial records. The treasurer reports regularly to the Board and members, and is usually a signing officer.

The treasurer is usually a member of the finance committee.

Responsibilities

The treasurer makes sure there is a clear presentation of

• the annual budget to the members
• the monthly financial statements to the Board
• the audited financial statement to the Board and to the members at the annual general meeting
• the Board’s recommendation of auditor to the annual members’ meeting.

The treasurer makes sure that

• the Board and finance committee have all the information they need to make decisionson financial matters
• the Co-op is following its rules and financial policies
• the Co-op has an up-to-date set of financial records.

The treasurer reviews

• the bookkeeping and internal financial controls of the Co-op. The treasurer should work with the bookkeeper and the finance committee or the staff to solve any problems that come up and to develop new procedures as they are needed.

Overview

The corporate secretary is one of the officers of the Co-op. The corporate secretary is sometimes called the secretary and is usually a signing officer. The secretary’s main duties deal with the corporate responsibilities of the Co-op, meetings and communication. If a co-op has management staff, a staff person usually carries out these tasks. However, the corporate secretary is responsible for making sure that they are done.

Corporate responsibilities

The secretary is responsible for the records of the co-op and should check regularly to make sure that

• the Co-op obeys government laws and its agreements with governments
• the Co-op makes proper reports and files the notices that the governments require. This includes the Registrar of Companies and the funding agency.
• the Co-op has an up-to-date record of rules and changes to the rules
• the Co-op obeys its own rules, policies and procedures
• the Co-op keeps the minute book up to date and in a safe place
• the Co-op has all records it must keep by law.

Meetings

The secretary makes sure that

• a quorum of members or directors is present before any decisions are made at a meeting
• members and directors receive proper notice of meetings
• only members move motions and vote
• minutes are taken at all meetings of the members and the Board, and that copies of the minutes are available as soon as possible.

Communication

The secretary makes sure that

• members have up-to-date copies of rules, policies, procedures and committee job descriptions
• Co-op correspondence is handled promptly.

Some co-operatives expect the corporate secretary to take minutes at Board and members’ meetings. Other co-ops appoint another person as recording secretary.

Overview

Some co-ops appoint a recording secretary to assist the corporate secretary. The Board can appoint any member who has the necessary skills.

Usually the recording secretary has the following responsibilities

• record minutes at board and general meetings
• amend the minute book copy of minutes, rules, policies, reports and other documents if corrections are necessary
• help the corporate secretary with correspondence.

Limits

If the recording secretary is not a director, the recording secretary

• does not take part in discussions at board meetings
• does not vote at board meetings
• has the same responsibility as directors to protect confidentiality. The recording secretary should sign a confidentiality agreement.

Overview

The chair makes meetings run smoothly. The chair is also responsible for making sure that members treat each other with respect during the meeting. Chairing meetings calls for skills.

The Board should appoint one or more members to chair members' meetings. If you do not have members with chairing experience, ask your federation to provide training for members who want to learn.

The chair should know and follow the Co-op's rules of order.

Here are some guidelines for chairing meetings.

Before each meeting

• study all reports on each agenda item
• make sure that someone will record the minutes of the meeting
• check that a member will prepare and present each item on the agenda.

At each meeting

• call the meeting to order and ask the members to approve the agenda
• follow the agenda by keeping the speakers on topic
• explain clearly how each item will be discussed and decided. Most items need a simple majority to pass. However, rules and special resolutions need a higher level of support.
• receive motions from the members and check that motions are clear
• invite everyone to give their opinion
• control the meeting so that some speakers do not take over the meeting
• sum up each discussion and decide if members are ready to vote
• make sure that everyone understands the decisions they have made

Purpose of the policy:

• to set up professional, consistent, and standardized unit inspections;
• 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 inspected annually to identify any maintenance or repairs required.

Procedure

1. Units will be inspected annually by a certified building inspector.
2. 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.
3. 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.
4. 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.
5. The manager will give a member a copy of the member’s completed unit inspection form, upon request.
6. Following the inspection, the manager will identify in a timely fashion any work that needs to be performed.
   1. The management will complete work that is the Co-op’s responsibility according to the urgency of the repair and the budget available.
   2. 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.
7. 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. (Occupancy Agreement Section 11.04)

Approved by the Board of Directors: July 23, 2013

Purpose of the policy

To provide direction and requirements for members wishing to have a dishwasher installed in their unit.

Policy

1. A member must complete a Unit Alterations Agreement: Dishwasher Installation form and agree that:
   1. The member must purchase his/her own dishwasher.
   2. The installation will be done by approved and certified contractors, including carpentry, electrical work, plumbing and finishing.
   3. Installation is subject to prior approval by First Avenue Athletes Village Housing Co- operative (the Co-op).
   4. Installation is subject to inspection by the Co-op and/or the Co-op’s management and maintenance companies.
   5. The member is responsible for all costs related to installation and removal of a dishwasher.
   6. The member is responsible for the storage of the cupboard removed for dishwasher installation.
   7. Should the member move out of the Co-op, the member will remove the dishwasher and restore the installation site to its original condition unless the incoming member resident accepts in writing the alteration. A copy of the written acceptance will be provided to the Co-op. The Co-op is not responsible for any financial arrangements between the member who installs a dishwasher and an incoming member resident.
   8. The member will ensure that the member has sufficient liability and personal insurance to cover any damages done as a result of the installation of a dishwasher. The member is responsible for any insurance deductible costs incurred by the Co-op in the case of damage done to the building as a result of the installation of a dishwasher.

Approved by the Board of Directors: March 16, 2022*

*copied verbatim from previous Alterations policy, which was updated to no longer include appliance-related policies

Purpose:

To provide guidelines on what to do in a maintenance emergency.

Procedure

1. Emergencies include:
   1. Roof, ceilings or heating systems that are leaking
   2. Damaged or blocked water pipes, sewer pipes or plumbing fixtures
   3. A complete loss of heat or hot water throughout a suite during harsh winter conditions
   4. A complete loss of electricity throughout a member’s entire suite (Please check your breakers first, and then call BC Hydro)
   5. Broken locks or a keyless entry system that allows anyone to enter the premises
   6. Gas leaks: If you smell gas, leave the building immediately. Go to a nearby phone and call the FortisBC 24-hour Emergency line at 1-800-663-9911, or call 911.
   7. Fire trouble signals or bells: If fire bells are ringing and/or there is smoke, leave the building immediately, then call 911.
2. Emergencies DO NOT include:
   1. Non-leaking, non-functioning or blocked toilets and sinks (unless there is no alternate toilet or sink in the unit)
   2. 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.)
3. Report emergencies:
   1. During regular work hours (Monday to Friday, between 9:00 am and 4:00 pm) call COHO Repair Services (CRS). CRS is available to address some emergency situations (and receive your non-emergency maintenance work order requests).
   2. Outside regular work hours, call the 24-hour Emergency Hotline at 1-877-651-8301.
   3. If CRS is unavailable or cannot be reached during regular work hours, call the Emergency Hotline at 1-877-651-8301
4. CRS will not respond to an emergency call if:
   1. The problem is being worked on when you call
   2. You do not provide a name and phone number in your message
   3. The call is not an emergency.
   4. When calling for assistance be sure to give your name, phone number, address and a brief description of the problem
5. Members are NOT authorized to call trade contractors directly. Members will be held financially responsible if they call a trades contractor or if CRS responds to a member-reported non- emergency.

Approved by the Board of Directors: July 23, 2013

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

1. Four (4) master keys to the Co-op will be cut.
   1. One (1) or more of the master keys will be kept in a secured location in the Co-op office.
   2. The remaining master keys may be issued and signed out by the Co-op or its management.
2. The master keys may be used by designated Members or staff:
   1. to access units in an emergency;
   2. to access a unit for repair or inspection with the consent of the Member; and
   3. for non-emergency access (refer to Occupancy Agreement Section 25.03).
3. The Co-op will provide to each unit household, without charge:
   1. One (1) key per bedroom to the Co-op’s core common areas (lobby entrance/stairwells/parking level/waste and recycling room/bicycle storage rooms).
   2. One (1) unit key per bedroom.
   3. One (1) building key fobs per bedroom. Additional key fobs requested by a Member may be issued at the Member’s expense.
   4. Two (2) mailbox keys.
   5. One (1) garage door remote for every adult (age 18 or older) residing in a unit who wants a remote.
4. 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.
5. 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.
6. Unit door locks will be changed when a unit becomes vacant.
7. 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.
8. A Member must immediately report the loss of any garage door remote or key fob to the Co-op. A Member may be charged for additional sets of garage remotes or key fobs.

Procedure for Key Replacement and Duplicates

9. The Co-op shall charge a fee of $5 (five dollars) for each additional key.
10. The Co-op shall charge a fee of $20 (twenty dollars) for a new or replacement key fob.
11. The Co-op shall charge a fee of $60 (sixty dollars) for a replacement garage door opener.

Approved by the Board of Directors: June 15, 2022

Purpose:

1. 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.
2. Minimize vacancy loss through timely and well organized scheduling of repairs.
3. Bring each unit up to Co-op standard before a new member moves in.
4. Outline the responsibilities of out-going members concerning their moves.

Procedures

Move Out Procedures (Inspections and Repairs)

1. When a member gives notice to move out, the Co-op will advise the management of the official move-out date.
2. 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.
3. 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.
4. Inspection Form to be sent to CRS Designate Contact.
5. The management will give the departing member a list of member responsible repairs within 5 days after the inspection.
6. The management will assign repairs that are the Co-op’s responsibility to either the management personnel or other trade companies as necessary.
7. 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.
8. 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 3 days prior to the new member moving in.
9. Final Move-Out Inspection to be completed by management or Co-op inspection volunteer(s) on move-out day.
10. The management will complete all remaining or new repairs that are Co-op responsibility.
11. 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.
12. 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

13. Members withdrawing from the Co-op are responsible for their housing charge payments up to and including the effective termination date.
14. Members are to vacate their suites no later than 12:00 pm (noon) on the effective termination date.
15. 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).
16. 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.
17. 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).
18. 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.
19. 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.
20. Departing members are responsible for closing their utility accounts at move-out (e.g. Enerpro, telephone, hydro, cable, etc.) and to ensure any balances owing are paid.
21. Departing members are to remove all personal items from their suites, your 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.
22. Outgoing members must return laminated visitor parking passes to the Office. A fee of $10 will be charged for passes not returned.
23. 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, transmitters, and parking passes; and that the energy monitor is left in your suite at move-out. Please also submit your receipt for professional carpet cleaning at the time of your final inspection.

Outgoing Member Cleaning Procedure: Responsibilities By Area

24. General
    1. All carpets shall be professionally steam-cleaned. Carpets are to be professionally deodorized and treated for fleas if the member had pets.
    2. All vinyl flooring shall be cleaned and stains removed.
    3. All walls shall be washed and thoroughly cleaned. It is required that you fill nail holes, patch cuts, scratches and any breaks.
    4. Clean all baseboards and switch plates.
    5. Wash windows and screens.
    6. Clean window sills.
    7. Clean light fixtures.
    8. Clean walls.
25. Kitchen
    1. Clean refrigerator: shelves, crisper, freezer, foot-guard and exterior; clean beside and behind fridge.
    2. Clean cupboards inside and outside, under sink, counter tops, faucets, fixtures and sinks.
    3. Clean stove: under burners, controls, burner rings, racks and drip pans, exterior panels (side and front).
    4. Behind stove and the exhaust fan.
26. Bathroom(s)
    1. Clean tub, toilets, wash basin and cupboard.
    2. Clean chrome fixtures throughout.
    3. Clean medicine cabinet inside and outside.
    4. Clean walls in shower including grout.
27. Exterior
    1. Wash and sweep patio and balconies.
    2. Sweep entrance to unit and clean door.
    3. Dispose of all garbage.
    4. Ensure bicycles are removed from bike rooms
    5. Ensure parking space is empty and clean

Move In Procedures:

28. The Co-op will inform the management of the new member’s name, contact information and move in date.
29. 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.
30. A copy of the completed form will be placed in the manager’s unit file.

Approved by the Board of Directors: July 23, 2013

Purpose of the policy

To maintain Co-op property and set out Co-op requirements for members who wish to paint, repair, alter or improve their units.

This policy is to be interpreted in conjunction with Occupancy Agreement rule 10: Alterations to Property and rule 11.06 Repairs on Leaving.

Policy

Painting & Wall Treatments

1. Members must use standard paint types and colours specified by the co-op:

Walls
Co-op Standard White | Lifemaster Eggshell Finish
Athlete's Village Beige | Lifemaster Eggshell Finish

Doors and Trim
Doors & Trim Cloud White | Diamond Pearl Finish Ceiling
Ceilings Cloud White | 7700 Red Label Ceiling Flat Finish

Exterior of Unit Doors
Obsidian Glass (Dulux Color A2014) | Diamond Exterior Satin Finish

Note: Members can find these paint types at Dulux Paints on 2630 Main St. under the account: Athlete’s Village Co-op.

2. Units will be painted every six (6) years at the co-op’s expense, using professional painters and paint types and colours specified by the Co-op. If Members wish to undertake any additional painting outside of this period, they are responsible for the costs. The Co-op will not reimburse Members for these costs.

3. On move-out, the Co-op will paint units as necessary, at the Co-op’s expense, using professional painters and standard Co-op paint types or colours.

4. Other paint types and colours are permitted with written consent from the Board. Unless a Member that is moving in is prepared to accept the colours and conditions of the wall as is, Members are responsible for any additional costs of restoring walls on move-out to standard Co-op paint types and colours beyond the two coats of paint that the Co-op will cover. All painting must be done in a professional manner and must use low VOC latex paints.

Note: Using low VOC latex paints is extremely important to maintain the air quality of the building and to comply with the LEED certification of the building.

5. Wallpaper is not permitted on unit walls.

6. Members are not permitted to repaint ceilings, doors, cupboards, trim, or baseboard heaters.

Note: Members are permitted to add contact paper to cupboards because it is considered removable decoration but will be responsible for restoring cupboards to their original condition unless a Member that is moving in is prepared to accept the condition of the cupboard as is.

Minor Alterations

7. Members may attach pictures, paintings, shelving and other objects to the unit’s interior walls. Members will be responsible for any repair or re-painting resulting from installation or removal of minor alterations or improvements, as required by the Co-op.

8. Members must not attach any object to unit ceilings.

Major Alterations

9. Members must obtain approval from the Board in writing for any major alteration or structural change. Any major alterations or structural changes must comply with Occupancy Agreement Sections 10 and 11.06 and the Procedure for Obtaining Permission for Alterations.

Procedure for Major Alterations

10. Members must prepare a detailed plan in writing for any proposed alterations to be considered by the Co-op.

11. The Member(s) requesting the alterations will be responsible for any fees for building permits, contractors, engineers, etc.

12. Members should submit two (2) copies of the written request to the Co-op Coordinator and keep another copy for their own records. One of the copies given to the Coordinator will be used by the Co-op, the other will be passed on to the management companies.

13. The Co-op and its management companies will review the plan and the Co-op will decide whether to consent to the proposed alterations or not.

a. The Co-op shall respond to a Member proposal within 60 days of the proposal’s receipt. The date of receipt shall be deemed as the first day the Co-op office is open after the proposal is submitted.

b. The Co-op’s approval of an alteration may be conditional on the Member agreeing to restore the original condition of the unit upon the Member’s departure or transfer.

If the plan is rejected:

14. The Co-op or its management companies will issue, in writing, an explanation of why the plan was rejected.

15. The Member may not proceed with the planned work.

16. The Member may seek from the Board of Directors reconsideration of the rejected proposed alterations.

If the plan is approved:

17. The Member(s) may proceed with the work necessary to make the approved change.

18. Members are always responsible for ensuring that any work is carried out in compliance with City By-laws. Members should learn whether building or other permits are necessary before submitting their alteration proposal to the Co-op.

19. Upon completion of the work, the Member(s) must notify the Co-op.

20. The Co-op’s management will inspect and review the completed work.

21. If the work is performed satisfactorily, the Co-op shall issue final approval.

22. If the work is deficient or does not meet Co-op standards, then the work must be changed or upgraded to resolve those deficiencies. The Member is responsible for the cost of this additional work.

23. After any additional work set out as part of subsection (14), the Co-op or its management would then carry out an additional inspection and determine whether final approval can be granted.

24. If approval is not granted after a second inspection, rounds of additional work and inspection will continue until final approval is given.

Restoration of Alterations upon Departure:

25. If a Member alters a suite, that Member may be responsible (under Section 4), upon moving out or transferring from that suite, for restoration of the suite to its original state, at the Member’s expense, and subject to inspection and approval by the Co-op and its maintenance company.

26. The Co-op or its manager will inspect and review restorations of altered units.

27. If the Co-op determines the work is deficient or incomplete, the Member is responsible for the cost of additional work to complete the restoration or correct any related deficiencies.

28. If the Member does not complete the work, the Co-op’s management will coordinate completion of the work, and the Co-op will charge back to the Member the costs of this work.

Approved by the Board of Directors: October 27, 2021

Purpose of the policy 

1. To provide clarity to building management and AVC Board in the process of replacing and selecting new appliances in Members’ units. 

2. To provide clarity to Members on the process, timing, and potential cost to Members when appliances are to be replaced.

Definitions

An “appliance” refers to a combined refrigerator and freezer,  a combined range and oven, or a hood vent. It does not include dishwashers. 

An “original appliance ” is the combined refrigerator and freezer,  the combined range and oven, or the hood vent  installed either at the opening of the building or provided as a replacement appliance 9 or more years before present.  For example,  on Jan 1st 2025, an original appliance under this policy is any appliance that was installed either at the opening of the building or provided as a replacement appliance  before Jan 1st 2016.  

“Standard replacement appliance” refers to the make and model of appliance that the building management has selected (to be used in replacing appliances) based on the selection criteria outlined in this policy.

“Upgraded appliance” refers to any appliance purchased directly by a member that is of equal or greater value than the standard replacement appliance at the time of purchase 

A “valid work order” is determined by the building management representative upon inspection of the appliance in question and confirmation that the issue in the work order reflects the actual condition of the appliance and therefore would require the appliance to be repaired or replaced. 

Procedures

1. Replacement of Original Appliances Requiring  Repair

   1. From the date when the Appliance Replacement Policy is passed by the Board of Directors, and upon receipt of a valid work order concerning an original appliance, and corresponding confirmation from the COHO technician that the appliance requires a repair or cannot be repaired due to normal wear and tear,  building management will provide a standard replacement appliance in a timely manner and in accordance with the priorities set out in this policy.

2. Ongoing Replacement of Appliances that are not Original Appliances 

   1. From the date when the Appliance Replacement Policy is passed by the Board of Directors, and upon receipt of a valid work order concerning a standard replacement appliance or updated appliance, and corresponding confirmation from the COHO technician that the appliance cannot be repaired due to normal wear and tear, building management will provide a standard replacement appliance in a timely manner and in accordance with the priorities set out in this policy.

3. Replacement of Original Appliances Not Requiring Repair.

   1. If a member wishes to replace their original appliance, but the inspection by the COHO technician states that the appliance does not require repair, the member can request to be placed on a waitlist. Towards the end of the fiscal year, building management will review the appliance replacement budget and replace original appliances on the waitlist, with standard replacement appliances, in the order they were received, depending on the amounts remaining in the appliance replacement budget (the budget will be determined by the Asset Management Plan).

4. Record Keeping

1. 1. Building Management will create a document in which all appliance replacements are documented, including unit number, date of replacement, type of appliance replaced, reason for replacement, whether the appliance replaced was a standard model or a member-paid upgraded model, and whether any unit alterations were required.

5. Selection of Standard Replacement Appliances

   1. The Board/management will select the make and model of the replacement appliances based on the following:

      1. Whether the appliance fits in the unit

      2. Energy efficiency

      3. Longevity/durability/quality of the appliance

6. Replacement of Standard Replacement Appliances in Accessible Units

   1. Members in accessible units will be provided with appliances that are appropriate for their needs. COHO and the Board will consult with these members to ensure their needs are met.

7. Reimbursement 

   1. Athlete’s Village Co-op has an agreement with Trail Appliances for standard replacement appliances that provides a discount on certain appliance models.

   2. When a standard replacement appliance is to be provided as per section 1, 2 or 3 of this policy, members may choose to upgrade the broken appliance(s) to one(s) of equal or greater value than the standard replacement appliances. In these cases, the member will be reimbursed up to the amount of the standard replacement appliance approved by the Board. The reimbursement amount will include the total cost of the appliance (e.g. taxes, delivery fee, etc.)

   3. The Board/building management will inform members of the approved standard appliance make, model, and cost in advance so members have the option of buying an upgraded replacement appliance themselves, knowing they will be reimbursed. 

   4. The co-op will pay for any repairs needed for standard replacement appliances [or for the standard functions of an upgraded appliance] upon receipt of a valid work order.

      1. If members choose additional features or upgrades, the member is responsible for the cost of repairs that are due to those additional features and upgrades. Repairs must still be logged via a work order.

         1. If Members inherit an appliance with additional features or upgrades when they move into a unit, and the appliance requires repairs, the Co-op will be responsible for any repairs that are essential for the primary function of the appliance. For example, Co-op will pay for a repair to keep the fridge working, but will not pay for a repair to an ice maker.

            1. The Board will determine the cost benefit of replacing the appliance versus purchasing a new standard appliance and may make a decision to replace rather than repair.

8. Upgraded Appliances 

   1. If the Board approves the replacement of an appliance (original or otherwise) with a standard replacement appliance, as per section 1,2 or 3 of this policy, but a Member wants to purchase an upgraded appliance, the Member must seek the Board’s approval via submission of a notice that details the following:

      • Make

      • Model

      • Cost

      • Retailer

      • Name of two or more companies/repair people located in the Greater Vancouver area certified by the brand to conduct repairs on the appliance.

      • Whether the installation of the upgraded appliance requires any modifications to the unit. Any costs associated with the installation of the upgraded appliance will be the member’s responsibility.

   2. In the case that a member has upgraded their appliance(s) (of equal or greater value than the standard appliance) beyond the standard replacement appliances, and moves units within AVC, the member has the following options:

      1. Leave the upgraded appliance in the original unit and use the appliance that is in the new unit; or

      2. Move their upgraded appliance from their original unit to their new unit , and the standard appliance from their new unit to their original unit.

         1. In this case, the member is responsible for paying for the cost of switching the appliances and any cost associated with that switch, including but not limited to any damage in the process of moving the appliances. 

   3. In the case that a member moves out of AVC, the member has the following options:

      1. Leave the upgraded appliance; or

      2. Bring the appliance with them when they move;

         1. In this case, the Member is responsible for paying back the amount they were reimbursed when they purchased the upgraded appliance (if applicable).

         2. In this case, when the Member provides the management company with their initial move out notice as per the Occupancy Agreement, the Member must also make clear which upgraded appliances will be taken with them upon moving out, so the management company has sufficient time to order standard replacement appliances

9. Members Purchasing Their Own Appliance Outside of the Standard Replacement Cycle

   1. In the case that a member chooses to upgrade a standard replacement appliance that is still operational, the member will be responsible for disposing of the operational standard appliance. 

   2. In the case that a member moves out of AVC, the member has the following options:

      1. Leave the upgraded appliance; or

      2. Bring the upgraded appliance with them when they move.

         1. In this case, the member will be responsible for purchasing a standard replacement appliance  to replace the upgraded appliance they are taking with them. This amount will be withheld from the Member Share purchase reimbursement unless other arrangements are made with the Co-op's management company.

10. Policy review

    1. This policy will be reviewed every three to five years to determine the effectiveness of the policy and whether changes need to be made as appliances continue to age, and to ensure alignment with the Co-op’s Asset Management Plan.

Approved by the Board of Directors: April 17, 2024

HOUSING STANDARDS AND INTERNAL WAITLIST POLICY

Purpose of the Policy:

• To ensure that Members are provided with a suitable Unit of appropriate size.

• To balance Member households' wants and needs with the Co-operative's (Co-op’s) objective of providing affordable and adequate housing to current and future Members.

• To maintain the economic viability of the Co-op.

• To provide clear definitions so all Members understand the Policy and its operation, and to facilitate administration of the Policy in the most consistent and transparent manner possible, including but not limited to the process of administering the waitlist for internal transfers and admitting new Members.

Policy

Definitions:

• Adequately housed: the situation meeting the characteristics described in s. 2 below, in which a Member is neither over-housed or under-housed.

• Child: a person under the age of 19.

• Children: more than one Child.

• Internal transfer: a Member moving from one Unit within the Co-op to another Unit within the Co-op, typically between Units with different numbers of bedrooms. (The exception is a lateral transfer, defined below.)

• Lateral transfer: a Member moving between two Units within the Co-op that have the same number of bedrooms.

• Occupant: a Member (either an individual or all people comprising a Joint Membership), a Resident, or the Child(ren) of a Member or Resident.

• Over-housed: a situation in which a Member’s Unit has too many bedrooms for the characteristics of their household, according to the definition of “adequately housed” in s. 2 below.

• Resident: a person who is at least 19 years old who lives in the Unit with a Member(s) on a full-time basis as their principal residence and this status has been confirmed by the Board of Directors.

• Under-housed: a situation in which a Member’s Unit has too few bedrooms for the characteristics of their household, according to the definition of “adequately housed” in s. 2 below.

Determining if a Member is adequately housed, over-housed, or under-housed:

1. Application: This Policy applies equally to market and below market households, as defined in Schedule A of the Operator Agreement, except for any specific differences explicitly identified below.

2. Adequately housed: A Member Unit’s household is considered to be adequately housed if:

   1. there is at least one Occupant per bedroom;

   2. there are no more than two Occupants per bedroom;

   3. there are enough bedrooms such that a Child does not have to share a bedroom with an adult;

   4. there are enough bedrooms such that Children age 5 and older do not have to share a bedroom;

   5. there is one bedroom for live-in caregivers for Occupants with disabilities and/or medical conditions necessitating such care; and,

   6. there is one additional bedroom for Occupants with medical conditions that require such accommodation (subject to the minimum one Resident per bedroom criteria above).
       

3. Under-housed: A Member Unit’s household is considered to be under-housed if it has fewer bedrooms than necessary to meet the above definition of “adequately housed.”

4. Over-housed: A Member Unit’s household is considered to be over-housed if it has more bedrooms than necessary to meet the above definition of “adequately housed.”

5. Adequately housed in more than one size of Unit: Based on the characteristics specified above in s. 2, a particular Member household could be considered adequately housed in two different sizes of Units (e.g. depending on their characteristics, a particular Member household could be adequately housed in a two-bedroom or three-bedroom Unit). There is no distinction of any kind in this case. For all purposes of this Policy, the Member would be treated as adequately housed in both sizes of Unit.

6. Counting Occupants - Children under 19: For the purposes of determining if a Member’s household is adequately housed, a Child under 19 is counted if they are the Child of a Member (either an individual Member or one of the people comprising a Joint Membership) or a Resident, and this includes a Child who resides at the Co-op part-time due to parenting arrangements, fostering, or other similar circumstances. 

7. Counting Occupants – Residents: Residents are counted as such in determining if a Member’s household is adequately housed. 

8. Counting Occupants - Visitors: Visitors (as per s. 24 of the Occupancy Agreement) are not counted as Occupants when determining if a Member’s household is adequately housed. Visitors who wish to be counted as Residents can apply to the Board of Directors to be deemed Residents or apply to become part of a Joint Membership with the Member they are visiting.

9. Duties of Members: Members must provide adequate documentation to the Co-op for the purposes of administering this Policy, including informing the Co-op of any change to household composition, size or any other characteristics pertinent to this Policy within 30 days of the change.

10. Joining the Internal Waitlist when under-housed or adequately housed: Members who are under-housed or adequately housed can choose to join the Internal Waitlist. Members who are under-housed will receive priority when a Unit that would adequately house their household becomes vacant, as per the Internal Waitlist and Transfers procedure below.

11. Over-housed Members’ obligation to move: Members who are over-housed will be required to move to a Unit with a number of bedrooms such that the Member household would be adequately housed, at such time when such an appropriate-sized Unit becomes vacant. If multiple Members are over-housed when an appropriate-sized Unit becomes vacant, the over-housed Member that will be required to move will be the Member who has been over-housed for the longest amount of time.

12. Exception to the above: The Board can approve a request by an over-housed household for an exemption to the requirement to move as described in s. 10. Barring exceptional circumstances, in the following situations the Board will approve an exemption:

    1. where age or poor health make a move inadvisable;

    2. at minimum 18 months following a bereavement that has resulted in the household becoming over-housed;

    3. for two-bedroom market rate Units;

    4. for two-bedroom non-market rate Units the Operator Agreement between the Co-op and the City of Vancouver precludes the Co-op from unilaterally approving exemptions, but the Board will endeavour to get the joint approval required for such exemptions from the City for below-market two bedrooms units that are over-housed; or

    5. when the Internal Waitlist is empty of any under-housed Members requesting a transfer to a Unit with the same number of bedrooms as the over-housed Member’s Unit.

Other requests for exemptions are approved at the discretion of the Board.

13. Grace Period for Over-housed Members required to move: For the four months following the date at which a Member household became over-housed (the “grace period”), over-housed Members can choose not to accept an offered adequately-sized Unit, should one become vacant. After the grace period has passed, the Member household must move when the next adequately-sized Unit becomes vacant.

14. Accessibly-designed Units: Accessibly-designed one-bedroom units will be allocated for those Members who need them, and they will generally not be considered a vacant Unit for an existing over-housed Member or for new potential external Members who do not have accessibility needs.

15. Daycare-designated Units: The two three-bedroom Units designated as daycares will not be considered a vacant Unit for the purpose of any transfer other than an existing Member wishing to also provide a licensed daycare service, as per the Policies and agreements that govern the daycare Units. 

16.  Exceptions: Exceptions to this Policy can be made by the Board of Directors for unforeseen or unusual circumstances, at the Board’s discretion and in accordance with the purpose of this Policy. When exceptions are made, the Board must report the exception with appropriate detail to Membership in the summary of Board Meeting Minutes from the meeting at which the exception was decided upon, or by similar means.

Internal Waitlist and Transfers:

17. The Internal Waitlist: The Co-op shall maintain a file of current Members seeking or requiring an Internal Transfer. This file is called the Internal Waitlist.

18. Joining the Internal Waitlist for Members adequately- or under-housed: Members – including Members whose households are currently under-housed – who wish to apply for an Internal Transfer must contact the Co-op management office to join the Internal Waitlist and fill out the appropriate forms and provide adequate documentation. Members can join the Internal Waitlist regardless of whether they are currently under-housed or adequately housed. An adequately or under-housed Member who does not wish an Internal Transfer will not be obligated to move Units under this Policy.

19. Obligation for over-housed Members to notify the Co-op, and automatic addition to the Internal Waitlist: Members who are over-housed must notify the Co-op of the change in housing status, as per s. 8 above, at which point they will be placed on the appropriate Internal Waitlist to be moved to an adequately-sized unit. Notwithstanding a Member’s compliance or lack of compliance with their obligation to notify the Co-op of their over-housed status, all over-housed Members will be added to the appropriate Internal Waitlist upon the Co-op becoming aware of that over-housed status. Should a Member fail to comply with their obligation to notify the Co-op upon becoming over-housed as per s. 8, the Board may decide to deny that Member the grace period as per s. 12, and support to move as per s. 27, and the over-housed Member will be required to move as described in s. 10 when the next appropriate-sized Unit becomes vacant.

20. Members must join the Internal Waitlist prior to vacancy: To be considered for a vacancy, a Member must be on the Internal Waitlist prior to that vacancy being announced.

21. Priority to those on the Internal Waitlist: Members on the Internal Waitlist shall be considered first in filling any vacancies at the Co-op. Notwithstanding this, the Board may decide that no existing Member should receive priority and fill the vacancy externally. In this case, the Board must comply with its obligations for exceptions to this Policy as set out in s. 15. 

22. Priority to under-housed Members: Members who are under-housed will be given priority over those who are adequately housed or seeking Lateral Transfers. Priority between Members will be determined according to Schedule A below.

23. Payment for Shares upon transfer: When a Member is offered a transfer to a Unit with a larger number of bedrooms, as a condition of the transfer they will be required to pay the difference in the cost of purchasing Shares between their current Unit and the Unit they are seeking a transfer to. When a Member is offered a transfer to a Unit with fewer bedrooms, they will be refunded the difference in the price of Shares, subject to any other conditions as specified in the Co-op’s Rules and Occupancy Agreement.

24. Limit to Lateral Transfers: Lateral transfers shall be limited to two transfers per Membership. The Board may further limit the number and timing of Lateral Transfers at its discretion, or approve additional transfers in exceptional circumstances.

25. Financial standing: Members whose housing charges are in arrears shall not be considered for a transfer of any kind except for an over-housed Member’s obligation to move as per s. 11.

26. Board approval required: All internal transfers and Unit allocations must be approved by the Board in accordance with this Policy and in keeping with the Board’s obligations to the Co-op, financial and otherwise.

27. Support for over-housed Members to move to an adequately sized unit: when an over-housed Member is required to move to an adequately-sized unit per this s. 11 of this policy the Co-op will provide financial support equivalent to one month of market housing charges of the adequate-sized Unit to be moved into to facilitate the move. This will not apply in cases where an internal transfer is requested by a Member.

Schedule A - Internal Waitlist Priority:

1. When a Unit becomes vacant, this Schedule will be used to determine which Member on the Internal Waitlist will be first offered an internal transfer.

2. Upon being offered an internal transfer, the Member has five business days to accept the offer of a transfer. If the offer is declined or no response is given, the next Member in the order determined by this Schedule will be made the offer. This repeats until an offer is accepted or all Members on the Internal Waitlist who would not become over-housed in the vacant Unit have been made an offer, unless otherwise determined as per s. 20 above, at which point the vacancy will be filled externally.

3. The Board and the Co-op’s management company will endeavour to make the offer of an internal transfer as soon as possible upon being notified of an impending vacancy.

4. Priority for internal transfers to a differently-sized Unit will be given first to any Member under-housed in their current Unit. If no Member is known to be under-housed in their current Unit, Members adequately housed in their current Unit will be considered for an internal transfer to a differently-sized Unit.

5. Members who are adequately housed in their current Unit but have an impending change in household composition such that they would become under-housed may be considered before those adequately housed without such an impending change. It is at the discretion of the Board and the Co-op’s management company to make this determination, including how far in advance the change is impending and what documentation may be required to demonstrate this change, but using a general guideline to not consider impending changes more than four months in the future from when the offer would be made.

6. Within the group of under-housed Members, or adequately housed Members should there be no under-housed Members, the order in which Members shall be offered an internal transfer is:

   1. Members with live-in caregivers providing specialized care to Occupants with disabilities and/or medical conditions necessitating such care

   2. Member households with more than two Occupants per bedroom*

   3. Member households with a Child or Children having to share a bedroom with an adult Occupant*

   4. Member households with a Child age 5 or older having to share a bedroom with a another Child*

   5. Members households with a medical condition requiring an additional bedroom (subject to the minimum one Occupant per bedroom criteria in s. 2(a) above)

      1. In recognition of the degree and severity of different types of medical needs, the Board can elevate the priority of this characteristic in cases it deems appropriate, for the sake of compassion or otherwise

      2. Members requesting this accommodation will be required to provide a standard form completed by a Health Care Professional belonging to a regulated professional college in BC. This form will be provided by the Co-op management office upon request.

   6. Member households otherwise with exactly two Occupants per bedroom*

   7. All other Member households

*these criteria are concerned only with counting total Occupants vs total bedrooms; there is no consideration in these criteria for how Members choose to utilize their actual bedrooms

7. If there are multiple Members who would receive equal priority given the ordering above, the offer will be made as follows:

   1. Should there be multiple under-housed Members with otherwise equal priority, the offer will be made starting with the Member that has been under-housed for the longest amount of time, but no earlier than the date they became a Member of the Co-op. In the case of a tie on length of time, the Member to first be offered an internal transfer will be selected at random from this group of tied Members.

   2. Should there be multiple adequately housed Members with otherwise equal priority (and no under-housed Members awaiting an internal transfer), the offer will be made starting with the Member who has belonged to the Co-op longest. In the case of a tie on length of time, the Member to first be offered an internal transfer will be selected at random from this group of tied Members.

8. Lateral transfers will only be considered when there is no Member household on the Internal Waitlist that is under-housed in their current Unit and would become adequately housed in a Unit of the size requested for lateral transfer. Priority for lateral transfers will be based simply on length of time since the request for a lateral transfer was made, starting with the Member that made the earliest request. In the case of a tie on length of time, the Member to first be offered the lateral transfer will be selected at random from the group of tied Members.

Approved by the Board of Directors: September 20, 2023

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

1. The Board will appoint a Personal Information Protection Officer (PIP officer).
2. The Board will:
   1. provide PIP officers with a job description outlining duties in relation to PIPA and its principles
   2. ensure PIP officers receive appropriate training
   3. ensure PIP officers fulfill their duties.
   4. 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.
3. 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.
4. The Co-op shall use and share personal information only with the agreement of the individuals concerned, or as provided for in PIPA.
5. 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.
6. 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.
7. 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.
8. 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.

Personal Information Protection Officer (PIP officer)

Purpose

The PIP officer[s] will ensure that the co-op follows the Personal Information Protection Act (PIPA), its principles and the co-op’s personal information protection policy.

Job description

The PIP officer[’s] job is to:

1. review the co-op’s policies and practices for dealing with personal information
2. make recommendations to help the co-op follow PIPA
3. provide information to members and the public about how the co-op protects personal information
4. handle complaints as outlined in the personal information complaint procedure.

The PIP officer[s]:

5. reports to the board with periodic reports to the general meeting
6. serves for a term of 1 year and is renewed annually by the board.

Approved by the Board of Directors: July 23, 2013

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

1. Rationale & Purpose for Limited Video Surveillance
   1. 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. As needed, the Co-op may access video recordings to ensure the compliance of Members with the Rules and Policies of the Co-op, especially in matters that may pertain to liability.
2. Location and field of vision
   1. Video cameras may be positioned to observe public areas of FAAVHC. No cameras shall be installed in members’ suites or common washrooms.
3. Notices
   1. The Co-op shall post notices informing members and visitors that certain areas of the Co-op may be under video surveillance.
   2. Notices will include the information that publicly accessible areas of the Co-op (such as its lobby, its parkade and its central courtyard) may be monitored by video cameras.
4. Recording Limitations
   1. The cameras record only video. They do not record sound or have night vision capabilities. The cameras have fixed fields of view.
   2. The camera system runs 24 hours a day but records video only when motion is detected.
   3. No one regularly monitors the cameras in real-time.
   4. The cameras automatically record data to a device kept in a locked room in the parking level. Only authorized personnel shall have access to the system and the recordings.
5. Access to the Video Recordings
   1. 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.
   2. Designated personnel from COHO Repair Services and COHO Management Services may access the video recordings:
      1. To ensure the system functions properly.
      2. To investigate safety or security incidents.
      3. To ensure the compliance of Members with the Rules and Policies of the Co-op.
   3. Others, including law enforcement personnel, may access video recordings:
      1. In conjunction with system maintenance requirements
      2. As part of an official investigation of a security or safety incident.
   4. 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.
   5. Individuals who use surveillance camera footage inappropriately will be subject to disciplinary sanctions, up to and including termination.
6. Disposition of the recordings: Destruction and Retention
   1. 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 15 days.
   2. 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 15 days. (Recordings may automatically be overwritten in as few as 3 days.)
   3. 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.
7. Privacy Questions
   1. The Co-op shall designate a privacy officer to answer questions about the video surveillance system. Contact information for that officer shall be included on notices mandated by Section 3.

Procedures

8. A total of eleven (11) cameras will operate from the following locations:
   1. Two (2) cameras by the Co-op’s south and east lobby entrances (embedded in the Co-op intercoms);
   2. Three (3) cameras inside the lobby of 151 West 1st Avenue on the ground floor;
   3. One (1) camera on the south-facing roof-top garden;
   4. One (1) camera on the exterior of the Co-op’s east wing, courtyard-side;
   5. Four (4) cameras in the Co-op’s parkade.
9. The cameras are to be aimed to view public spaces:
   1. Intercom cameras view the areas adjacent to the south and east lobby entrances (the south lobby camera faces largely west and the north lobby camera faces towards the south).
   2. The lobby cameras view the interior of the building by the common entrances on 1st Avenue. This space includes the area by the elevators and the door that leads to the east corridor (where the communal laundry facilities and lounge are located). One camera looks west towards the entrance to the lobby on the east/courtyard side.
   3. The camera on the south-facing garden observes the playground area from above.
   4. The camera mounted on the east wing faces west towards the playground area.
   5. Fields of view of the parkade cameras cover the security gates (one camera looking towards the exterior gate and Walter Hardwick Avenue, another on the west well by the second security gate), the waste disposal room entry area and the most easterly north- south lane (third camera), and the other lane inside the parkade (fourth camera).
10. The following CRS and COHO Management Services Society employees and non-Co-op personnel are designated as having authority to access the video recordings:
    1. CRS Manager of Field Operations
    2. CRS Maintenance Coordinator
    3. Technicians from Blue Mountain Technologies for system set-up and maintenance purposes.
    4. CRS Maintenance Technicians and Caretakers have access to the room where video recordings are stored but are not authorized to view any recordings and do not have passwords to enter the system software.

11. Questions concerning privacy should be directed to the Co-op’s privacy officer, which unless specified otherwise is the President of the Co-op’s Board of Directors and can be reached at info@athletesvillagecoop.com or 604-873-1066.

Approved by the Board of Directors: September 14, 2022

Background

The purpose of the Co-op is to provide full-time, permanent housing at a rate that excludes a profit component. Housing charges for units in the co-op are a mixture of market and below- market rates - providing Members affordable housing options relative to current market conditions.

Purposes of the policy

The purposes of this policy are to:

• Provide clarity to Members on the Co-op’s rules and procedures in regards to “subletting in whole or in part” their unit, pursuant to Article 14.01 of the Occupancy Agreement.
• Provide guidance to the Board of Directors of the Co-op for consideration and approval of Member requests for “subletting in whole or part” their unit, pursuant to Article 14.01 of the Occupancy Agreement.

Guiding principles

• Community-focused housing environment
• Stable and long-term Membership tenure
• Co-op principles of providing not-for-profit and affordable housing
• Safe and welcoming environment

Definitions

A “Member” (also including joint Members) is a person living in the co-op on a full-time basis as their principal residence, who is at least 18 years old, has purchased shares in the Co-op, and has been approved for Membership by the board.[1]

A “visitor” is any adult residing in the Co-op who is not a Member.[2]

“Subletting” is when a Member leases out their unit, in whole or in part, for over 30 days and under 12 months.

A “sublessor” is a Member who leases out all or part of their unit to a visitor.

A “sublessee” is a visitor who sublets all or part of a unit for a set period of time.

[1] See Rule 2 of the Rules of the Athletes Village Housing Co-operative for more detail about Membership.

[2] See Section 24 of the Occupancy Agreement. Note: if a visitor stays for over 30 days, the Member must provide the visitor’s name to the Directors via the Co-op Coordinator. For more information on how a visitor could become a joint Member, see Section 3.1 of the Rules.

Procedures

1. Short-term stays
   1. Short-term stays, in full or in part, are allowed for friends and family of Members of the Co- op. The Board does not need to be informed of these arrangements. Members are responsible for ensuring their visitors comply with the Occupancy Agreement and any other applicable policies in the Co-op.
2. Sublets
   1. Short-term sublets under 30 days, in full or in part, are not allowed.
   2. Long-term sublets over 30 days, in full or in part, may be allowed under the following conditions:
      1. Member must receive prior written approval from the Board per Section 14.1 of the Occupancy Agreement.
      2. If the Member will be absent from the unit, the Member must comply with sections 14.03 (Failure to reside) and 14.04 (Temporary period of absence) of the Occupancy Agreement and the Notification of Vacancy Policy. To paraphrase those Rules: the Member must give advance notice to the co-op office of temporary absences longer than 30 days and board permission is required for absences longer than 120 days.
      3. Sublets are limited to a maximum of two per year per unit, with or without a member in the unit.
      4. Members eligible for paying a reduced housing charge according to requirements of subsection 4.13 of the Occupancy Agreement, will not be eligible for reduced housing charges.
      5. Member is responsible for complying with the Subletting Procedures outlined below, and any damages and/or unpaid housing charges should any visitor fail to abide by his/her obligations. Member is responsible for ensuring access to the unit per the Occupancy Agreement and the Notification of Vacancy Policy.
      6. Money or value exchanged must not exceed the Member’s regular occupancy charge (ROC).
      7. Sublessees are welcome to use shared amenities (laundry room, common room, garden, playground, bike rooms, etc.) but must familiarize themselves with and follow guidelines set out in Membership Handbook.
3. Subletting may include, but is not limited to, the following situations:
   1. A Member wishes to have another adult live with them in the unit to share living expenses (e.g. roommate, grown child, adult homestay student, etc.).
   2. A Member wishes to have a minor that is not related to the Member live with them (e.g., a homestay student).
   3. A Member wishes to take an extended leave of absence from the Co-op (must comply with Leave of Absence Policy) and have their Co-op housing charges compensated while away.

To make these subletting situations more clear, below are a few detailed scenarios.

Scenario A: Alice and Bob are going on holidays for two weeks and want to list their unit on AirBnB or VRBO to find someone to rent their place out to while they are away.

NO, short term sublets are not allowed (see Procedure 2.1).

Note: although the new City of Vancouver bylaws allow short-term rentals under 30 days in some cases starting in April, 2018, this is not permissible in AV Co-op since our Occupancy Agreement does not allow for obtaining “rental business licenses.” http://vancouver.ca/doing-business/short-term-rentals.aspx

Scenario B: Alice and Bob are going on holidays and want to let other Members of the Co-op use their place for their visiting family and friends visiting while they are away?

YES, short-term stays are allowed for friends and family of Members of the Co-op. (See Restriction 2).

Scenario C: Alice and Bob  want to rent out one of their bedrooms to a homestay student for a semester.

YES, long-term sublets may be allowed with prior Board approval.

Scenario D: Alice is taking a 1 year sabbatical. Alice wants to advertise their unit and find someone to sublet for a one year period until they return.

YES, long-term sublets may be allowed with prior Board approval. Members must also comply with the Leave of Absence Policy.

Scenario E: Alice is an AV Co-op Member and wants to rent out a spare bedroom to Eve, a student studying at university for 8 months.

YES, long-term sublets may be allowed with prior Board approval.

Scenario F: Alice and Bob have purchased a villa in France and plan to live there for 9 months of the year. They will continue to live at the co-op every summer. They would like to sublet their unit while they are away.

NO, this is not allowed because Members must live in the co-op on a full-time, permanent basis. The co- op must be a Member’s principal residence.

Subletting Procedures

4. The Member must submit a request for approval to sublet to the Board via the Co-op Coordinator with at least 30 days notice.
5. The request must include the following information:
   1. The name(s) of the proposed sublessee(s) including the number of adults and children.
   2. The start and end dates of the sublet (min 30 days and max 12 month duration).
   3. The background, occupations, and a minimum of two references who know the sublessee(s).
   4. Proof of the Members’ renters insurance.
   5. For subsidized units, income information.
   6. Must agree in writing to comply with all applicable Co-op rules and policies.
6. The Board may ask to interview the sublessee(s) prior to the anticipated start-date of the sublet. The interview may be conducted by a designate of the Board.
7. The Board will communicate its decision to authorize or not authorize the sublet request at a board meeting following receipt of the request.
8. In case of dispute:
   1. Failure to comply with restrictions or board decisions related to this policy could result in the board not allowing future requests to sublet.
   2. Failure to comply with restrictions in this policy may result in consequences pursuant to the coop rules and/or Membership being revoked pursuant to Rule 5.
9. Any costs incurred by the coop will be charged back to the member.

Approved by the Board of Directors: September 4, 2018