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