Purpose of the policy

To set criteria for the use of the FAAVHC common room.

Policy:

Use of the Common Room

1. No smoking is allowed in the Common Room.
2. No pets are allowed in the Common Room.
3. FAAVHC will be responsible for the heat and hydro costs associated with the Common Room.
4. The Common Room is not to be used for commercial or business purposes.
5. Persons under the age of nineteen (19) must be supervised at all times by an adult while using the Common Room.
6. Use is at the discretion of the FAAVHC board: the Co-op maintains absolute discretion over the right to use of the Common Room and reserves the right to refuse use.

Booking the common room:

7. The common room may be booked by FAAVHC members, Co-op committees and the Board. Hours of use, terms of use and configuration shall be posted in the common room.
8. Co-op meetings and co-op social events will have priority.
9. Members may book available dates for use of common room on a first come first served basis in accordance with the Procedure for Booking the Common Room.
10. All room bookings are to be arranged through the Co-op office.
11. Members may use the Common Room to host social events with family and friends.
12. The Common Room is for the use of members, and their resident children. The room is not to be booked by non-members.
13. FAAVHC will not be responsible for the interruption in the use of the Common Room due to routine maintenance or necessary repairs.

Procedure for Booking the Common Room:

1. Only bookings made through the Co-op office will be considered. Bookings must be made at least two weeks (14 days) in advance by submitting a completed Common Room Reservation Request Form/Indemnification Agreement.
2. FAAVHC will not be responsible for the loss or damage to member-owned objects. FAAVHC will be indemnified against injury sustained by users of the Common Room.
3. Keys must be obtained from, and returned to Co-op staff.
4. The member booking the room is responsible for ensuring all those who use the room (members, guests and visitors) are aware of the Co-op policies and that the users will abide by them accordingly.
5. Members and the guests must comply with all laws and regulations, civil and criminal codes, and municipal by-laws (Fire Department room capacity regulations, noise by-laws, etc.). Activities shall begin no earlier than 8 am and the room shall be vacated no later than 11 pm. Activities will be contained within the room, except in the case of activities organized by the Co-op for the benefit of Co-op members.
6. The member booking the room will be responsible for cleaning and tidying up (cleaning washrooms, kitchen, common areas; removing decorations; spot cleaning walls, removing garbage to the bulk container; and stacking tables and chairs). Damage and the resolution of complaints regarding the use of the room is a member responsibility. Members are responsible for the actions of guests and visitors invited to a function held in the Common Room. Failure to abide by this policy will result in the member being held financially responsible for clean-up and/or damage caused.
7. The common room shall be inspected after each booking.
8. Any outstanding cleaning or damages shall be itemized and provided to the member in writing.
9. The Co-op shall provide the member a written timeline to complete outstanding cleaning and/or damage repair.
10. Where a member fails to clean or repair damage to the satisfaction of the co-op, or in the timeline provided, the co-op shall:
    1. complete the work necessary and provide the member with a written, itemized account of the work and the cost, and
    2. charge the total cost of cleaning and damage repair to the member and the member shall owe arrears to the co-op.

Status: DRAFT POLICY
Approved by general meeting: n.a. 
Replaces policy dated: n.a.