Policies

Last modified by Megan Craig on 2023/02/13 03:03

LEVELLERS’ HOUSING CO-OPERATIVE POLICIES

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LEVELLERS’ MISSION, VALUES, & VISION

Adopted: April 17, 2013

Our Mission:

  • Living co-operative principles, Levellers’ sustains a safe, secure, affordable home and caring, respectful, diverse Community.

Our Values:

  • We value community
  • We value consensus decision-making
  • We value diversity
  • We value security of housing
  • We value self-governance
  • We value teamwork
  • We value environmental sustainability

Our Vision:

  • We develop and maintain a long-term plan to ensure that our Co-op is financially, structurally, and environmentally sustainable.
  • We call on government to continue to provide subsidy assistance.
  • If government won’t help, we continue to assist members who can’t afford to pay the full housing charge.
  • We strive to keep our housing affordable for all members.
  • We review and monitor our member selection process to ensure we continue to recruit new members who share our vision and values.
  • We understand that the older our homes become the more it is going to cost to maintain them.
  • We also understand that housing charges are our main source of revenue and so to increase revenue we have to increase housing charges at times.
  • We depend on each other.
  • The work of volunteers is important to the Co-op.
  • We invest in the skills we need to make sure the important work of the Co-op is done well.
  • We believe that Co-op education is critical to our success.
  • We allocate resources to provide our members with opportunities for Co-op education.
  • Levellers’ Housing Co-op strives to maintain a safe, friendly environment for all our members.
  • We find affordable ways to provide activities that contribute to building and maintaining a strong, cohesive Co-op community.
  • We develop a plan to ensure we have sound leadership which is vital to our Co-op’s success.

STATEMENT OF PURPOSE

Passed July 8, 1992

That the following be adopted as a statement of purpose for Levellers' Housing Cooperative:

  • To be responsible in terms of maintenance and finances and member selection.
  • To show environmental and social responsibility
  • To provide an environment positive to building an open, supportive and caring community To foster in our members a sense of empowerment and self-sufficiency
  • To encourage member involvement and education
  • To be nurturing and non-judgmental
  • To treat all members with respect and understanding
  • To foster an environment free from racism, sexism, homophobia and religious discrimination. To treat all members equally regardless of economic relationship to the co-op.
  • To provide an environment positive to persons with varying abilities. To share our experiences and foster a sense of belonging.
  • To share power fairly and with respect for the other "point of view.
  • To take an active part in the Grandview-Woodlands and Vancouver communities and maintain our commitment to the co-op sector and its associations.
  • To treat our employees fairly and with respect.

WINDOW COVERINGS POLICY

Passed March 15, 2017

The Co-op will be responsible for providing good functioning curtain rods. When a suite is vacated the co- op will ensure that functioning curtain rods are installed where needed. Current Members may request that any non-functioning curtain rods be replaced.

It is Members’ responsibility to provide their own window coverings.

If Members take down or alter provided curtain rods, the rods must be replaced and in good working order upon move out.

INCOME DEFINITION POLICY

Passed November 21, 1984

The monthly housing charge is based on the TOTAL GROSS ANNUAL INCOME of ALL members and their families (over the age of 19) that reside in the unit.

TOTAL GROSS INCOME SHOULD INCLUDE:

1: Gross annual earnings/commissions

2: Interest and/or investment income. Interest earned on any assets must be declared, but 'capital gains' such as insurance settlements, inheritance, disability awards, etc. are not considered part of income. Some people may have their capital included in gross income; for example, members on sabbatical or in school will have their monthly housing charges based on income they will be using for the out-of-work period.

3: Alimony; child support

If a member receives either or both of these, the amount must be included in their annual income. Members paying these are not allowed to deduct them from income.

4: Gross annual income of a working teenager not attending school

5: GAIN; Disability Pension. Members receiving only these pay the shelter allowance less the applicable amount for heat, light and telephone. List total received, the shelter allowance portion, and the number of people covered.

6: Rental Income. Income from property rentals must be included in annual income. Taxes, insurance, and approved maintenance costs can be deducted from rental income.

7: Self-employed income. Members must provide financial statements showing income and expenses, on which an acceptable monthly charge can be based. Allowable expenses for Income Tax purposes will not always be deductible for co-op purposes.

TOTAL GROSS INCOME SHOULD EXCLUDE:

1: Earnings of children in regular attendance at recognized institutions of learning; funds for tuition such as scholarships, bursaries, and contributions from nonresident family members

2: Living-out or traveling expenses of a family member

3: Family allowance

4: Capital Gains

Note: IF A MEMBER'S INC0ME IS GOING TO CHANGE IN THE NEAR FUTURE (3 months) CHANGES SHOULD BE NOTED AND THE MONTHLY HOUSING CHARGE MAY BE ADJUSTED

ACCORDINGLY. (See Income Review Policy, sec.3: Adjustments Between Reviews)

MEMBERS WHO RECEIVE A SUBSIDY WILL BE REQUIRED TO VERIFY ALL INCOME. MEMBERS WHO PAY THE REGULAR OCCUPANCY CHARGE CAN INDICATE THIS INTENTION ON VERIFICATION FORMS. VERIFICATION FROM THESE MEMBERS IS NOT REQUIRED, OTHER

THAN ON MOVE-IN. (See Income Review Policy, sec. 1: Review of Housing Charges)

INCOME REVIEW POLICY

Passed: November 21 1984

1: Review of Housing Charges

The initial income verification must be done prior to the signing of the occupancy agreement.

Income verification is required by CMHC and the co-op from all members prior to move-in and from all members who receive a subsidy once a year thereafter.

The co-operative shall have discretion to review incomes more often should financial considerations indicate a necessity.

Income verification forms will be sent out to members sixty days prior to the fiscal year end or sixty days prior to the date. the review will take effect. Forms must be returned to the co-op's designated authority (or place) promptly by the date indicated on the form. Members who do not return forms by the due date will be assessed the regular occupancy charge for their type of unit.

For purposes of setting monthly charges, each review period will be considered separately.

2: Documentation

In accordance with CMHC guidelines the documentation that is acceptable for proof of income for the coming period is as follows:

  1. Confirmation letter from employer stating gross wages or annual salary, and any overtime pay expected for the period.
  2. Confirmation letter from Ministry of Human Resources or case worker, stating shelter allowance receivable for family.
  3. Financial statement or proof of income from a qualified accountant for self-employed persons.
  4. In the case of other income (i.e., child support or alimony, interest or investment income, etc.), satisfactory documentation such as a statement or letter from the source of the income.
  5. Statutory declaration sworn before a notary public if the above are unavailable. The following are not acceptable as proof of current income:
  1. T4 slips: these reflect income earned in the year prior to the application and may not be the total annual Income.
  2. Pay cheque stubs and bank statements: these do not substantiate the applicant's total income.

3: Adjustments between reviews

Monthly payments that require adjustments between reviews for a specific reason will only be considered quarterly, except in cases of genuine hardship.

Decreases in gross income of less than 15o/o will not be considered for a reduction in monthly housing charges between reviews.

If a member disagrees with his/her monthly assessment, a request for review must be sent to the Board of Directors IN WRITING. The Board will respect the confidentiality of the members in all considerations. The Board will decide on appropriate action, and the decision will be final.

Adjustments between reviews are designed to alleviate financial hardship, and members must be aware that housing charges are based on gross annual income. Thus, a short period of unemployment for a member paying the regular occupancy charge may not significantly decrease the annual income to the point where it will affect housing charges.

SUBSIDY: INCOME VERIFICATION POLICY

Passed December 8, 1999

Levellers Housing Co-operative accepts subsidy applications only with a Revenue Canada Notice of Assessment from the previous tax year.

Further, unless a Notice of Objection has been filed, if a Revenue Canada Notice of Assessment is not received by July following the end of the tax year, the person applying for subsidy will have their housing charges assessed at LEM. If a Notice of Objection has been filed and a certified true copy provided to the finance committee, the deadline for providing a Revenue Canada Notice of Re-Assessment is September 30th following the end of the tax year. If the Re- Assessment is not provided and the member cannot demonstrate that the original Notice of Assessment remains a subject of appeal, the member will be assessed at LEM at the expiration of the deadline.

SUBSIDY CALCULATION BASED ON UNEXPECTED DROP IN INCOME POLICY

Passed September 20, 1995

Effective September 1, 1995, for the purpose of determining housing charges, calculations will be made on the basis of a member's annual income, except in the case where a member paying the "LEM" rate requests subsidy after the beginning of a fiscal year due to an unexpected drop in income. In this case, the member's housing charges for the remainder of the fiscal year will be calculated on the basis of a member’s gross income subsequent to the point of reduced income.

MINIMUM SUBSIDY POLICY

Passed March 20, 1985

Subsidy amounts of less than $25.00 per month will not be considered by Levellers' Housing Co-operative.

MINIMUM HOUSING CHARGE POLICY

Passed August 30, 1989.

Levellers removes the minimum housing charge.

In order to be eligible for subsidization, a household must exhaust all approaches and appeals for eligibility for GAIN, HPIA, E.I., Canada Pension, Workers Compensation, wrongful dismissal actions, alimony, torts for damages and student loans, and that any retroactive award be applied retroactively to housing charges. In the event that deep subsidies resulting from this motion preempt the ability of the finance committee to award subsidies to other households normally eligible for subsidy, that a minimum housing charge be reestablished.

HOUSING CHARGES AS PERCENTAGE OF INCOME POLICY

Passed January 27, 1998 (replaces policy passed August 9, 1995)

As of February 1, 1998, the Housing Charges Geared to Income is lowered to 25% of gross annual income from the current 30%.

REQUEST TO HOLD HOUSING CHARGE POLICY

Passed September 28, 2011

If a member anticipates a problem in making any payments of the Housing Charge or any other charge on time. The member shall notify the Co-op of this likelihood in advance of the due date of the Housing Charge. Notice by the member shall not excuse the member from any obligation hereunder and shall not excuse the member from any obligation hereunder and shall be without prejudice to an action or proceeding which the Co-op may wish or undertake including termination of the Occupancy Agreement. A member unable to make full payment must explain in writing, to the treasurer, as soon as possible within seven (7) business days of the due date. No fee will be levied for requesting a Housing Charge cheque to be held. It is only at the discretion of the Treasurer to approve any holds on Housing Charge cheques. All the decisions are final. The Treasurer will notify the member via e-mail or written notice of the decision.

ARREARS POLICY

Passed September 28, 2011

All arrears must be supported by an arrears agreement outlining a schedule of payment, and both signed by the indebted member and the Co-op Treasurer. Arrears that are not supported by an arrears agreement in a timely fashion are grounds for initiating expulsion proceeding against the indebted member. In the event that charges due to the Co-op are not paid, or that a member's cheque is returned due to non-sufficient funds (NSF), The Finance Committee must request in writing that the Member either submit complete payment or draw an arrears agreement with the Treasurer. If neither of these actions are undertaken by the Member within one week of the written notice from the Finance Committee, the Finance Committee may recommend to the Board of Directors that the expulsion proceedings against the Member be commenced immediately. The terms and conditions of arrears agreement are set by the Treasurer under consultation with the Finance Committee and will reflect the need to maintain the financial integrity of the entire Co-operative. Non-Compliance with an arrears agreement is a ground for initiating expulsion proceedings against the Member.

NO FEE will be levied for the first cheque that is retained NSF in any one fiscal year. Any subsequent NSF cheque in any one fiscal year will result in a $15 fee payable immediately as will all cheques rendered invalid by stop payment in the form of a cashiers cheque or money order at any time and at its discretion for sums due that were uncollectible because of returned or invalid cheques.

ARREARS: PAYMENTS APPLIED POLICY

Passed September 10, 1998

Money due to a member (e.g. retroactive subsidy adjustments, rebates, allowances, Homeowners Grants, casual wages) by the co-op will first be applied to any outstanding arrears, except in the case of reimbursement of out of pocket co-op expenses incurred by a member or wages paid to the maintenance co­ ordinator and custodian.

PENALTY POLICY

Approved March 15, 2017

Be it moved any member who does not submit post-dated house charge cheques, certified cheques, proof of insurance and any other financial documentation at agreed date and time be charged fifty dollars ($50.00) penalty. Effective April 1, 2017.

LANGUAGE USED IN RULES/POLICIES POLICY

Passed September 9, 1999

The wording of all house rules at Levellers should be as non-sexist as possible. That includes the use of terms such as Chair rather than Chairman, etc. This policy amends all policies approved to this date.

MEETINGS-RULES FOR PROCEDURE POLICY

Passed September 9, 1999

Unless otherwise stated in Levellers policies, the membership accepts Robert's Rules of order as the guidelines for the operation of our meetings. Further, at Levellers meetings a point of information should be raised when a member has a question or an important piece of information relating to the item under consideration that may save needless debate if it is raised immediately instead of at the member's turn to speak.

GENERAL MEETINGS: DESIGNATION OF NIGHT TO BE HELD POLICY

Passed December 11, 1997

The Board of Directors is authorized to hold General Membership Meetings on a night of the week the Board deems appropriate, without formal motion and subject to all conditions set out in the Rules.

GENERAL MEETINGS - NOTICE & FREQUENCY POLICY

Passed: April 3, 1991

The Board shall schedule general meetings to be held approximately every 6 weeks. The Board, committees and members shall distribute applicable agendas, notices of motion, and minutes of previous general meetings at least two weeks before the next general meeting.

GENERAL MEETING LENGTH POLICY

Passed: March 1, 1989 (See policy October 10, 1984) Each General Meeting is held to two hours in length.

DEFINITION OF CONTENTIOUS ISSUES POLICY

Passed: December 9, 1987

If a motion is brought up at the general meeting, the general meeting can decide if the issue is contentious at that time.

SMOKING AT CO-OP MEETINGS POLICY

Passed: March 6, 1985

All general membership meetings of Levellers' Housing Co-operative, held in the Day Care room, will be non-smoking. An exception may be made if the people attending a particular meeting vote unanimously to allow smoking during the meeting.

CHILDCARE AT MEETINGS-FUNDING OF POLICY

Passed July 15, 1999 (replaces motion passed July 19/89)

Levellers' will subsidize child care at the rate of $5/hour for General Meetings, Extraordinary GMs committee meetings and C.H.F. meetings and, subject to approval by the board, other functions members are expected to attend to fulfill their co-op responsibilities. This rule replaces the motion of July 19, 1989 limiting childcare funding to General Meetings and Extraordinary GMs.

POSTING OF BOARD MINUTES POLICY

Passed: April 3, 1991

The Board shall post minutes in the

laundry room and the daycare room of Board meetings within a day of the approval of said minutes, to remain posted for four weeks thereafter. Confidential or in-camera information may be omitted as the Board sees fit.

LAUNDRY FEES POLICY

Passed July 15, 1999

As ·of September 1, 1999 the laundry machines are to be changed form a monthly fee for service to a coin operated service. This rule replaces the motion of October 1996 defining fee for service.

LAUNDRY ROOM USAGE POLICY

Passed: March 6, 1985

1: Hours are restricted to 8:00 a.m. until 11:00 p.m. inclusive. This means that all washers and dryers must be FINISHED by 11:00 p.m.

2: All residents who do not work during the day should do their laundry during the day time. This will leave the evenings free for those who can do their laundry in 3 to 4 hours and the weekends left for working families.

3: Common courtesy rules:

• Clean lint trays after every use and remove lint from the washers.

• If clothes in the dryer are ABSOLUTELY dry, you may remove them. Be careful to put clothes in a clean place and do not drop anything behind the machines.

• If washers are finished their cycle, you may remove them to a clean place.

• Be very careful not to spill detergent, bleach, softeners, etc. on the outsides of the machines or the floor

4: The laundry room and adjacent corridor is not a play area. Do not allow your children to disrupt the peace of the residents on that floor.

5: No dyeing to be done in the equipment. No oily, greasy or heavily soiled clothes to be cleaned in the washers.

6: Wipe counter, sink, exterior and interior of all machines after use.

REMEMBER: common courtesy and intelligent use of the laundry room will make for many years of convenient laundering.

MEMBER/ASSOCIATE MEMBER STATUS-ABANDONMENT OF SUITE POLICY

Passed April 29, 1999

If a member or an associate member has not made prior arrangement regarding their membership status with the Board and has not lived in the co-op for ninety consecutive days, then their membership has ended.

SHARE REFUNDS POLICY

Passed December 10, 1998

Share refund cheques to outgoing members will be issued a minimum of 30 days and a maximum of 90 days after the date of move out.

KEY COORDINATOR POLICY

Passed November 5, 1998

The Co-op has a volunteer position of Key Coordinator who will be responsible for maintaining and administering all Co-op keys including the following:

  • Front gate
  • Daycare room
  • Locker room
  • Laundry room
  • Bike lock-up
  • Lanscape lock-up
  • Maintenance room
  • Elevator
  • Fence gates

and other such keys as may be assigned by the Board of Directors. The Key Co-ordinator will keep track of what keys have been issued to which members and will keep the records for keys which are not given to all members such as the laundry room and the bike lock-up. The Key Coordinator will report to the Board of Directors.

DISCRETIONARY SPENDING BY THE BOARD OF DIRECTORS POLICY

Passed October 22, 1998

The Board of Directors is authorized to spend the required amount per emergency repair or equipment replacement when the repairs or replacement have not otherwise been budgeted for.

ADMINISTRATION OF CO-OP HOUSING- CHF RESOLUTION POLICY

Passed October 22, 1998

We the members of Levellers Housing Cooperative, firmly oppose the transfer of the administration of our housing program to the Province

AND we support the co-op housing sector's proposal for a new independent co-op agency to administer co-op housing operating agreements

AND we support and congratulate the Provincial Government on its decision to exclude co-operative housing programs from any agreement to transfer social housing to the Province;

AND we urge the Federal Government not to transfer co-op housing to the Province and to accept instead the co-op sector's proposal for a new co-op agency to administer our operating agreements.

LEVELLERS’ OVER/UNDER HOUSING POLICY

Passed March 7, 2007

Terms of Reference

  • This is a revision to the Levellers’ over/under housing policy as passed on March 13, 1996.
  • The policy is to be administered jointly by the Board of Directors (the Board) and the Membership Committee, as outlined below
  • As per CHF guidelines, “over housing” means having too many bedrooms for the size of the household and “under housing” means having too few bedrooms for the size of the household

Purpose of the policy

  • To make sure that members are provided with a suitable unit of appropriate size
  • To balance member households’ wants and needs with the co-op’s objectives to provide affordable and adequate housing to current and future members
  • To maintain the economic viability of the co-operative, and
  • To provide fair and equitable guidelines for communication between individual members and Levellers’ Co-op.

Policy

1: The co-op will use the following CHFBC standards in determining the appropriate unit size for each household:

i: There should be no more than two residents per bedroom

ii: There should be no fewer than one resident per bedroom

iii: There should be enough bedrooms so that parents do not have to share a bedroom with a child

iv: There should be one bedroom for each child of the opposite sex aged 11 or over

2: Members should be provided with sufficient bedrooms to house:

i: Children on a part-time basis (minimum 2 days and 2 nights out of 7) due to custody arrangement

ii: Foster children or family members on an interim basis (duration to be determined on a case- by-case basis)

iii: Care-givers for members with special needs (to be determined on a case-by-case basis)

iv: Members with medical conditions requiring an additional bedroom (to be determined on a case-by-case basis)

Documentation may be required for any exemptions to these guidelines.

3: Members must provide documentation acceptable to the Membership Committee and/or the Board.

4: Members must advise the Membership Committee of any change in household size within 30 days.

5: Members who are under housed will be given the highest priority when suitably-sized suite becomes available.

6: Members who are over housed will be required to move to an appropriately sized unit when one becomes available. Members will be given 60 days notice of this move requirement.

7: Members will be permitted to remain in the current unit provided a suitemate/associate member is secured and is interviewed and approved by the Membership Committee within 30 days of the offer of a suitably-sized unit.

8: A household that remains over housed for more than 60 days will have their housing charges increased. The increase will be the difference in market (LEM) housing charges between the unit being occupied and the suitably-sized unit that was offered. This increase will not apply if the Board has approved an exemption as provided below. For legal reasons, this increase will not apply to members on income assistance.

9: The Board may approve a request by an over housed member for an exemption to the requirement to move:

i: Where age or poor health make a move inadvisable,

ii: For 18 months following a bereavement, or

iii: For other reasons at the discretion of the board, taking into account such factors as the financial situation of the co-op and the members, the status of the waiting list, and the nature of a bereavement or other hardship.

Any exemption approved by the board must be reported in a written statement to the member and reported to the general membership through posted minutes of the Board. Confidentiality of individual members' circumstances will be maintained. Appeal procedures as outlined in Levellers’ policy apply.

10. The Membership Committee will maintain an up-to-date waiting list for both under- and over- housed households. Should a suitable suite become available, the committee will make a recommendation to the Board and the Finance Committee based on member participation and length of wait. The Finance Committee will take available subsidy into account when making a recommendation to the Board.

OVER/UNDER HOUSING: REIMBURSEMENT OF EXPENSES POLICY

Passed September 10, 1998

Members who are required to move under the over/under housing policy will be reimbursed for the cost of reconnecting their hydro and telephone upon receipt of hydro and telephone receipts and pending resolution of all matters relating to the move.

INTERNAL WAITING LIST POLICY

Passed September 17, 1997

1: The Membership Committee shall maintain an internal waiting list specifying:

  • unit type
  • location of unit

2: Applicants on the internal waiting list have priority over the external waiting list. The internal waiting list is open to any member or associate member.

3: A suite cannot be offered unless the member applying (the applicant) meets the following criteria:

i. seniority by date of application

ii. no arrears- including but not limited to housing charges

iii. shares paid in full except where the applicant has a share secured loan, provided that loan is not in arrears

iv. no unresolved Type B or Type C grievances involving the applicant

v. has not violated the minimum hourly requirement of co-op work as outlined in our participation rules, for the previous eight months

vi. the internal move will not result in over(or under) housing in the unit vacated by the applicant's move

vii. the suite to be vacated by the applicant is not sublet on the date ·upon which the move is to take place

viii. where two or more applicants have the same seniority and meet all other criteria for an internal move, consideration will be given to need, for example, under housing, disability

ix. any other special considerations, including financial, as determined by the Board of Directors.

4: Internal waiting list applicants must decide within 3 days of notice if they will accept a vacant unit.

5: If an appropriate unit comes available and is declined 3 times, the applicant will be removed from the internal waiting list. The applicant may re-apply with a new seniority date.

MOVE OUT-MOVE IN POLICY

Passed December 4, 1996

That the following Move Out-Move In policy be adopted on a trial basis for three moves after which it will be re-examined and resubmitted to the membership for final ratification:

Statement of Intent:

All members of the co-op benefit from successful suite transfers. New members must be welcomed in to our community and out-going members must be treated with respect. All members—whether in- coming, out-going, or continuing—are responsible for maintaining the co-op's Statement of Purpose. During moves, provisions of particular relevance include:

To be responsible in terms of maintenance and finances and member selection to:

  • To be responsible in terms of maintenance and finances and member selection to to foster in our members a sense of empowerment and self-sufficiency
  • To treat all members with respect and understanding
  • To treat all members equally regardless of economic relationship to the co-op
  • To share experiences and foster a sense of belonging.

In keeping with these principles, the Move In-Move Out process is intended to treat all members with fairness and respect during each move and minimize the disruption to the on-going operations and environment of the co-op. This policy is intended to: identify the co-op's expectations of out-going members ensure that the co-op familiarizes new members with occupancy and membership requirements, rights, and practices; assist new members in completing their obligations; and specify the functions of co-op committees and officers in carrying our these processes.

MOVE IN- MOVE OUT COORDINATOR POLICY

Passed December 4, 1996

Move In-Move Out Coordinator will be elected by the membership. The MIMO Coordinator will, whenever possible, be a director. If no director is able to assume these duties then another member of the co-op may be designated. The MIMO Coordinator shall be responsible for carrying out all board functions under the policy unless otherwise specified. She or he will notify all relevant parties of their roles in each move and will coordinate timelines between committees and members. The Coordinator will ensure that accurate information is available to all parties.

1: Notice

Committees or officers who receive a move-out notice shall pass it on to the Board which will ask the member to confirm the notice in a written note to the board. Upon receiving confirmation of the notice. The MIMO Coordinator will notify committees of their responsibilities in writing. Regardless of whether committees received notice directly from the member, the committees will not approach potential new members or determine move dates until they have received written notice from the Coordinator.

2: Information to Outgoing Member

Upon receiving written confirmation of move-out, the MIMO Coordinator will send an information letter to the outgoing member containing:

  • a reminder of responsibilities vis-a-vis the Occupancy Agreement and with regard to their responsibilities for the condition of their suite and their financial arrangements with the co-op
  • a statement of their financial status with the co-op. as provided by the Finance Committee
  • a copy of the MIMO Policy and other information about the MIMO process
  • a reminder to have the share certificate, member handbook and any other co-op property easily accessible upon move-out
  • a reminder of upcoming unit inspection by the Maintenance Committee.

3: Financial Preparations

Upon receiving confirmation of a move-out from the MIMO Coordinator, the Finance Committee will determine the amount of subsidy available for new members based on the current policy objectives and financial situation of the co-op and will make a recommendation to the Membership Committee regarding the appropriate income requirements for a new member. At the same time, the Finance Committee will inform the Coordinator of the outgoing member's financial status with the co-op and will begin the share transfer process.

4: New Member Selection

Upon receiving confirmation of a move out from the MIMO Coordinator, the Membership Committee shall review its internal waiting list and determine if an internal move should take place. After the internal moves have been determined, the Membership Committee will select a new member from the external waiting list or, if necessary, by recruiting new prospective members. The Membership Committee, with the Coordinator, will arrange for new occupants to view the available suite. The Membership Committee will attempt to follow the Finance Committee's recommendations regarding the income requirements for a new member. A new member should be selected within 30 days of the initial move-out notice.

5: Maintenance Inspections

Upon receiving confirmation of a move out from the MIMO Coordinator, the Maintenance Committee will arrange with the MIMO Coordinator and the outgoing member for an initial unit inspection to take place within 2 weeks of the initial move out notice. Based on this inspection, the Maintenance Committee and the MIMO Coordinator will inform the Membership and Finance Committees of this date. The Maintenance Committee will prepare a detailed deficiency list, including an estimate of what it would cost the co-op to make the required repairs, and will provide copies to the outgoing member and the MIMO Coordinator. A second unit inspection should be conducted by the Maintenance Committee and the MIMO Coordinator no later than two weeks before the move-out date to determine if the repairs being made are satisfactory and what steps must be taken to ensure that the suite is available by the date determined. The Maintenance Committee shall make recommendations to the Board regarding repairs which it considers should be performed by professionals or repairs for which the co-op should assume the cost The Board shall approve extraordinary repairs and assign costs in consultation with the Maintenance and Finance Committees.

6: New Member Orientation

When a new member has been selected and confirmed, the MIMO Coordinator will provide that person with a check list and the information required to fulfill her or his move in responsibilities, including shore purchase, share loan, income verification, and housing charge payment information.The MIMO Coordinator and a representative of the Membership Committee will meet with the new member 30 days prior to move-in to sign the Occupancy Agreement, collect the membership fee, arrange for share purchase, verify income, arrange for housing charge payment, and answer questions regarding the co-op. The MIMO Coordinator shall provide the new member with information regarding such things as.

  • House rules, including the pet policy
  • Board and Committee activities and contact persons
  • Participation requirements
  • Meeting schedules
  • Physical characteristics of the building and facilities
  • Activities outside the co-op, e.g.: CHF programs, community services, etc.

7: Move Out

The MIMO Coordinator shall collect the keys, the member handbook, the share certificate and all other co-op property from the outgoing member at the time of the move out. The Maintenance Committee will inspect the empty suite with the outgoing member and prepare a report listing deficiencies in the unit and the estimate the cost of repairs or replacement. Copies of the report will be provided to the outgoing member, the Board, and the Finance Committee within one week of move out.

8: Move In

The MIMO Coordinator will welcome the new member upon move in. ensure that shares have been purchased, collect housing charges. provide keys and an updated member handbook, and, with the Maintenance Committee, conduct a move in inspection. The Maintenance Committee will arrange with the incoming member for the performance of repairs and replacements.

KEY POLICY

Passed September 21, 2022

Purpose

The Purpose of this policy is to support the security of the building and of all Members' homes, while assuring access to all parts of the building and amenities as is appropriate to Members, Staff and Volunteers, and on a timely basis.

A. Management of Keys and Locks

'Key Holder' Positions

  1. A 'Maintenance Committee Key Coordinator/Emergency Contact' position will be responsible for:

    - overseeing the management of Keys and Locks in consultation with the Maintenance Co-ordinator to ensure proper operation of all locks and keys.
    - managing requests from Members for replacement locks.
    - regularly reviewing with Staff and the other delegated Key Holders the keys that are in their possession, and updating the system as needed.
     
  2. A second designated volunteer 'Key Monitor' will hold and make available to Members copies of keys and electronic fobs to the Front Gate and electronic fobs for the Parking Garage gates. The Key Co-ordinator also holds copies of utility and storage area keys.
     
  3. The 'MIMO Co-ordinator,' a Move In Move Out Committee member, is responsible for supplying new Members with keys and for collecting keys from outgoing Members. The MIMO Co-ordinator does not hold keys on an ongoing basis, however.
     
  4. The four positions mentioned above and designated Board Members may make keys available to contractors working on site. Any person, such as a contractor, being given temporary use of keys must sign for the key in a log book, noting the type of key and the date, and attaching their signature. Keys signed out must be returned at the end of the working day. Key Holder positions must follow this process.
     
  5. All designated Key Holders will have a copy of the 'Chart of Levellers' Key Holders' which is a complete list of all keys held by all the Key Holders.

B. Master Keys

  1. Master Keys will be strictly guarded by Co-op Management and Volunteer Key Holders. The Co-op will maintain 5 Master Keys. Keys will be assigned to the Maintenance Co-ordinator (1), Board of Directors (2), the Maintenance Committee Key Monitor/Emergency Contact (1), and the Fire Marshall (1).

C. Unit Keys and Common Entrances

  1. At Move In time the MIMO Co-ordinator, will provide each main Member (there is one 'main Member' per Unit) with two keys to their Unit, two keys to the Front Gate, one Mail Box Key and one electronic Garage Gate Opener. At Move In time the MIMO Co-ordinator, will provide each main Member (there is one 'main Member' per Unit) with two keys to their Unit, two keys to the Front Gate, one Mail Box Key and one electronic Garage Gate Opener.
     
  2. Front Gate Electronic Fobs will be supplied free of charge to residents of Accessible Units. Other Members may purchase electronic gate openers through the volunteer Key Monitor.
     
  3. Extra keys. If the home has more than two Members who require keys, extra Front Gate (Common Area) keys can be granted upon request at no cost to the Members. Members can get their Mailbox key copied. Associate Members may obtain an additional Garage Gate Opener from the Co-op at their own expense.
     
  4. Extra Unit keys are not provided by the Co-op. Unit keys can be copied by Members.
     
  5. Members may not change the locks on their Unit Doors. Any installation of a new lock must be managed by the Maintenance Co-ordinator. New locks must be keyed to the Master Key.
     
  6. If a Member loses their key, they should contact any holder of the Master Key to gain access to their Unit. If the services of a locksmith are required, costs to the member may result. Note again, that if the locksmith makes a new key, it must not alter the lock itself. The Co-op's Master key must still work in the lock.
     
  7. Members must receive written approval from the Board of Directors to install any additional security lock or device. The Member must provide the Board with a way to access the lock or device (e.g. a copy of the key or an access code). In addition, the Member will be responsible for any damage or replacement costs that result from accessing the Unit in an emergency.
     
  8. Members are asked to immediately report the loss of a Co-op key or Garage Door Opener to the Maintenance Committee.
     
  9. Upon Move Out, Members must return all keys, (Front Gate, Unit, mailbox and Garage Gate Opener or utility rooms), including all extra copies, to the MIMO Co-ordinator or a designated Member of the Maintenance Committee.

Tip!

Consider giving a copy of your Unit key to a close neighbour in the Co-op - 'just in case' you find yourself locked out or need someone to enter your home to check on something for you.

Common Areas and Utility Rooms

  1. Our Entrance door key also opens the Common Room, the Laundry, the Members' Locker Room and the garbage enclosure.
  2. The Membership Committee holds a key to the Security Panel located at the Front Gate and will update the List of Residents Panel as needed.
  3. The Landscape Committee will hold keys for the Landscape Lock-Up. These are to be available to all Landscape volunteers.
  4. The Bike Lock Up monitor holds keys to the Bike Lock Up. Keys are available to members storing their bikes in the Bike Lock Up.
  5. Keys to the Fire Alarm panel are held by Levellers' Fire Marshall and by each of the five Fire Safety Floor Monitors.
  6. Keys to common areas and utility rooms can be lent to members on their request

The 'Key Holder Chart' companion document is available from Maintenance Committee on request.

Help keep Levellers' secure - Please make sure exterior doors close behind you.

PAINTING POLICY

Passed March 15, 2017

Purpose of the policy

  • To ensure a good quality of paint work in all residential units
  • To ensure equitability in maintaining good quality of painting in all units

1: Contracting, Scheduling and Costs:

All painting by the Co-op of suites and common areas will contracted to professional contractors. The contractor will be paid by Co-op after inspection, at the contracted rate.

Painting by the Co-op under contract is to be done between 8:00AM and 5:00PM weekdays for occupied suites, unless another arrangement is agreed to by both the occupant and the painting contractor.

In preparation for painting, the Member in the unit is responsible for removing all wall hangings and for moving furniture to centers of rooms prior to painting. Otherwise, costs may be assessed to the Member.

Extra cost for non-standard paint will be paid by Member. Extra cost for damage repair beyond normal wear and tear will be paid by the Member.

2: Rotational Painting of Units

All suites will be repainted (two coats) by the Co op on an eight to nine year rotational basis and will be approved and scheduled at the discretion of the Maintenance Committee. Annual Suite Inspections will help to determine priorities for rotational painting.

On a rotational basis, four units will be painted each budget year, in addition to the painting of suites upon move-out. The four units will consist of one (1) one bedroom unit, two (2) two bedroom units, and one (1) three bedroom unit.

Within these parameters, Members may request that their suite be inspected and reviewed for repainting. The maintenance committee will perform inspection along with Maintenance Coordinator to determine whether the suite requires repainting due to normal wear and the length of time since last painting. Non standard colours will require priming to be done at member’s expense.

3: Move-Out Painting

Units being vacated may be considered due for rotational painting at the Co-op’s expense or may not be so considered.

If the unit falls under Rotational Painting, the Co-op will cover the cost of two coats of paint in standard co-op colour and finish.

Even if a unit is due for rotational paining, damage to paint beyond normal wear or painting in non-standard colours will result in Members being assessed as responsible for all necessary repairs to paint and all needed priming.

If at move out the Unit is not eligible for rotational painting, Members are responsible for having the suite returned to the Co-op standard in colour and finish. If non-standard colours have been used, they must be returned to standard unless the incoming Member agrees, in writing, to accept financial responsibility for bringing it to Co-op standard in the event of their own move-out.

Upon Move Out, Members who paint or prime their own suites must do so to professional standards. Members are responsible for the correcting of any substandard paint job, as determined upon inspection by the Maintenance Coordinator. Painting must be completed no later than 2 days prior to Move Out in order to allow for the carrying out of any needed remedial work. Final Inspection will then follow.

PAINT POLICY ADDENDUM

Passed April 19th, 2012

During any external or internal moves the member will be responsible for paying half (½) of the cost of repainting the unit if is deemed that the unit has damage due to smoking. The decision with regard to damage in the unit will be made at move out by the maintenance committee and MIMO coordinator. Further, the damage will be decided in accordance with the City of Vancouver Bylaw #9535.

Further, All moves by members will be required to sign an agreement that states if members or their guests smoke in a unit, the member will have to pay ½ the cost of repainting when member moves out. Further, be it moved that this motion be attached to the present painting policy at Levellers Housing Co-op.

LENGTH OF PARTICIPATION ON A SINGLE COMMITTEE POLICY

Passed September 20, 1995

A three year maximum is placed on participation by a member on any one committee. A member cannot rejoin a committee that they have served on for two or more years until one year after leaving that committee. Members or committees can appeal to the Membership Committee if they feel it necessary for a member to continue on the committee for a longer period of time.

STANDING COMMITTEE ON SAFETY AND SECURITY POLICY

Passed December 7, 1994

Levellers' Housing Cooperative will have a standing committee on Safety and Security.

PARKING POLICY

Passed: February 6, 1985

One parking space is available with each unit. They are allocated at the same time as suite allocation, and are to be used for the resident's parking or storage only. They are not to be rented out, camped in or used as a work area, with the exception of minor automotive repairs. All provisions of the Occupancy Agreement and House Rules apply to the use of each parking space.

PARKED VEHICLES IN CO-OP GARAGE POLICY

Passed April 28, 1994

All motor vehicles currently in use and parked in co-op garages must be insured with legally valid liability insurance. All motor vehicles parked in co-op garages must have a functioning parking gear or hand brake and these must be engaged while parked in the co-op.

INSURANCE OF PARKED VEHICLES POLICY

Passed March 9, 1994

Every vehicle stored in Levellers’ parking lots is required to carry insurance at all times. If a vehicle is not currently operated, the parking stall holder or vehicle owner is required to take out storage insurance and keep the vehicle insured for the duration of its storage. Depending on the duration of the storage policy, each member is required to provide bi-annual or annual proof of insurance to the co-op. Failure to comply with the motion will put the member in arrears/bad standing.

MEMBER MANUALS POLICY

Passed August 26, 1992

Member manuals are the property of Levellers Housing Co-op and a manual is assigned to each unit and a fee of $25 is to be charged for a replacement of any missing manual from the member’s unit during move-outs.

MEMBERSHP IN CHF CANADA AND CHF-BC POLICY

Passed July 8, 1992

Levellers' Housing Co-operative maintains membership in the Co-operative Housing Federation of Canada and the Co-operative Housing Federation of British Columbia, and pay dues to these organizations as they are assessed.

MEMBER FILES POLICY

Passed December 4, 1991

The policy of Levellers' Housing Cooperative regarding personal member files shall be:

That physical access to the personal files of its members shall be limited to the administrator designated Membership Committee members, and members of the Board who are the only ones to possess keys (or access codes in the case of computer files) for these files. Committee members, with a need-to-know for the completion of co-op business, or a member in need of his/her own file information can obtain the needed information from the administrator, the Membership Committee member or members of the Board. The contents of these files are for internal use only by Levellers' Housing Cooperative.

This motion is not designed to address confidentiality of financial files.

SCHEDULED UNIT INSPECTION POLICY

Passed April 11, 2018

Purpose of this Policy

  • to support the Co-op’s goal of keeping all units in good repair and in marketable condition
  • to guard against the unnecessary and expensive deferral of unit maintenance.
  • To provide to all parties the essential details for a consistent process for carrying out Unit Inspections and for following up with appropriate repairs.
  • To support the Co-op in preparing our annual Maintenance Budget and effectively using our Replacement Reserve

Policy

  1. All residential Units will be inspected every two years on a regularly scheduled basis by professional maintenance personnel.
     
  2. The Co-op will provide Members with at least two weeks' written notice prior to Unit Inspection. Members who wish to be present for the inspection may make an appointment time that is mutually agreeable to the Member and the Co-operative. If after reasonable effort, a mutually agreeable time is not arrived at, the inspection will take place within the overall timeline for the inspection process and with 24 hours written notice given to the Member.
     
  3. At the time of the notice being given Members will be asked to report in writing and in advance of their Unit Inspection, any problems or deficiencies currently existing in their Units of which they are aware.
     
  4. The allocation of responsibilities for maintenance and repair of units will follow the breakdown detailed in ‘Guide to Maintenance Responsibilities - Member vs. Co-op Responsibility.’
     
  5. The Co-operative will provide Members with a copy of their completed Unit Inspection Form, including a list of repairs, upgrades or other work to be done by the Co-op, along with an expected timeline for completion.
     
  6. The completed Inspection Form will include a list of any repairs or reparations to be carried out by the Member, along with a reasonable timeline for completion. This may include the removal of nuisance materials and the reparation of unsanitary conditions. The Co-op may follow up on Members’ responsibilities with a further inspection. The Co-op may undertake repairs or other work which is deemed to be Members’ responsibility and which remains undone after the timeframe has expired and at the Member’s expense.
     
  7. The Co-op may prioritize all repairs to units in order that issues pertaining to the health and safety of Members and/or issues that are actively causing damage to the unit or adjacent units are addressed first.
     
  8. Members will sign the Inspection Form to acknowledge completion of the inspection. It is the Member's responsibility to inform the Maintenance Committee in writing of any significant disagreement with the inspection, the itemized list of repairs, or the timeline. The Maintenance Co-ordinator, the Maintenance Committee and if needed, the Board of Directors, will work with Members to resolve any disagreement.
     
  9. The contracted party hired by the Co-op to carry out the Unit Inspections will distribute details of the planned inspection process to all Members in a timely manner.

Resources needed to carry out this Policy:

  • Professional inspection service with full information on that agency’s process available to the Co-op and Members.
  • Co-op and Member Unit Maintenance Responsibilities list which is in compliance with the Occupancy Agreement Section 10.04 ‘Repairs as required’ and Section 10.07 ‘Inspection on withdrawal or termination.’ (‘Guide to Maintenance Responsibilities – Member vs Co-op Responsibility,’ Schedule ‘A’ of the Unit Maintenance Policy’)
  • Co-op Work Order Form for the repairs and deficiencies identified by both Member and Co-op with timelines for completion
  • Co-op Unit Files procedure for the effective recording of data.

KEYS AND SECURITY POLICY

Passed December 4, 1991

The member is responsible for her/his own keys. Duplicates are not kept by the co-op.

PARTICIPATION RULE POLICY

Passed: December 4, 1991

1: Unless the member has a valid excuse which is provided prior to the meeting, all members must attend all general meetings.

2: Each member must do a minimum of 6 hours volunteer coop work per month in order to remain a "member in good standing". These 6 hours is exclusive of attendance at general membership meetings. Loss of “good standing" may result in termination of membership.

3: All members must be available for co-op work parties from time to time.

4: All members must stand for election to the co-op board of directors at least once every three years.

5: In any three year period, no member shall be a member of the board of directors for more than two consecutive one year terms or one two year term.

6: All residents of the co-op are responsible for keeping informed about co-op activities.

7: All co-op activities are open to all residents and residents are urged to participate.

8: If a member fails to comply with rules 1 through 5 above, the Membership Committee shall review that member status to determine whether the member is in 'good standing'. Loss of good standing may result in termination of membership.

SUITE ALLOCATION TO MODIFIED UNITS POLICY

Passed: December 4, 1991

Modified units shall be left available for members requiring modified units. If there are no members or prospective members who require a modified unit at the time of vacancy, modified units will be made available to the members or prospective members on the coop's waiting lists. It is suggested, however, that the co-operative search for members who require a modified unit prior to allocating the unit to a member for whom a modified unit is not a requirement.

GRIEVANCE PROCEDURE POLICY

Passed: December 4, 1991

1: If a member has a grievance with another member, the member should meet with that member to discuss it. If the grievance is not settled between the members, it must go in writing to the appropriate committee. If the grievance is still not settled, it must go in writing to the Board.

2: If the co-operative has a grievance with a member, the co-op should meet with that member to discuss it.

(i.e. if the member is not paying his/her housing charges, the finance committee should meet with-the member.) Before such meeting, the o-op must give the member written notice of the grievance.

3: For the purposes of this Grievance Procedure, “member” includes an associate member.

GRIEVANCE POSITION POLICY

Passed: December 4, 1991

The grievance position is mandatory, if possible, for all members during their term or residency and the position has a 6 month term.

The membership committee is responsible for keeping a grievance position schedule which shall be posted in the daycare room

REQUIREMENT OF MEMBERSHIP FOR ALL ADULT RESIDENTS POLICY

Passed: December 4, 1991

All adult (19 years or older) residents must be either a member or an associate member.

CHANGES TO OCCUPANCY AGREEMENT POLICY

Passed September 4, December 4/91 (replaces motions passed 1984, December 9, 1987) See Occupancy Agreement.

SUBLETTING POLICY

Passed: December 4, 1991

Subletting Defined: A three-party agreement between the sublessee, the member, and the co-op for a period greater than a month during which the member is not residing in the co-op.

1: Members who wish to sublet their units must receive written consent from the Board.

2: Prior to such consent, the sublessee must apply to and be interviewed by the membership committee for eligibility. Refusal of application may be appealed.

3: Once the sublessee’s application is approved, the sublessee, the member and the co-op must enter a sublet agreement.

4: The sublease agreement may be reviewed every three months in conjunction with a suite inspection and may be terminated by the co-op on 30 days notice. A sublet agreement shall not be for a period greater than 13 months without special permission of the Board.

5: If the Board terminates a sublet agreement, the Board will endeavour to contact the member. If no contact with the member can be made, the co-op may select a new sublessee to occupy the unit for the remainder of the sublet agreement.

6: The sublessee shall pay the specified occupancy charge for the sublet unit.

7: The sublessee shall have the same responsibilities to the co-op as the member, and must abide by the Occupancy Agreement and the Policies and Procedures.

8: The member is responsible for any damage, liens, unpaid bills or unpaid housing charges incurred by the sublessee.

9: If the member does not notify the Board 60 days before the end of the agreed sublet period, the member will be considered to have abandoned the unit and the co-op will have the right to recover and reassign the unit as outlined, in the Occupancy Agreement.

10: Members and associate members shall not enter a sublet agreement as the sublessee.

INSURANCE POLICY

Passed: September 4, 1991

All member occupied suites, and including suites occupied by persons subletting from members on leave, shall have Co-operative Members' insurance (or tenants' insurance or strata insurance) on or before November 1, 1991. Such insurance shall be All Risk insurance for the minimum content value of $20,000.00.

Proof shall be submitted to the Finance Committee in the form of a legible facsimile of the insurance agreement held by the member or sub-lessee.

Thereafter, members or sub-lessees must maintain continuous insurance coverage either as arranged through Levellers' Housing Co-operative or on their own account. Proof of each subsequent insurance agreement must be submitted to the Finance Committee within thirty (30) days of the end of the old insurance policy.

Levellers' Housing Co-operative underwrites the purchase of an All Risk Co-operative member insurance policy for one year for each member for the minimum content value of$20,000.00. The whole cost of each members' policy premium is to be repaid to Levellers' Housing Co-operative in twelve (12) monthly installments in addition to normal housing charges.

Members wishing to insure their possessions for amounts greater than $20,000.00 may do so provided the Member pays the difference between the minimum premium and the actual premium on their own policy.

Members leaving the co-operative in less than twelve (12) months shall be required to pay the remaining installments within thirty (30) days of their notice to terminate their occupancy.

INSURANCE- WATER DAMAGE POLICY

Passed December 5, 1984

The member is responsible for the purchase of water-damage insurance.

CONTRACT WORK POLICY

Passed February 21, 1990 (replaces version passed August 5, 1987; see paint policy November 1, 1995)

1: Objective:

To set up a policy and procedure for awarding work to coop members on a fair and equitable basis.

2: Policy:

Wherever possible, work of a nature that could be carried out by coop members will be offered to coop members before it is offered to outside contractors. All members will be given equal consideration and no member who can furnish proof of his/her ability will be discriminated against.

3: Procedure:

Separate lists of names of interested people will be made up for different types of jobs, e.g: carpet cleaning, suite cleaning, etc., as determined by the Maintenance committee and Board from time to time.

In the first instance lots will be drawn to establish an order on the lists, after which new names will be added to the bottom of the lists as they are submitted.

Jobs will then be offered to people as their names come up on the lists. If for any reason a member declines a job when his/her name comes up, that member win revert to the bottom of that particular list.

Jobs that occur frequently such as those mentioned above will be given fixed rates. Those rates will be open to adjustment if specific conditions dictate.

Reasonable notice will be given for every job unless prohibited by circumstance.

Work will be inspected by the Maintenance Coordinator and recommendation for payment will be made by the Maintenance Coordinator to the Bookkeeper upon completion and inspection of the work. Payment will be made to member promptly, but in no case will exceed 15 days. The Bookkeeper and the Finance Committee. will be made aware in writing by the maintenance committee that the contract has been let and how much it will cost.

If the work is deemed to be unsatisfactory payment will be withheld until it is brought up to a satisfactory standard. If there is a dispute as to what is satisfactory, the maintenance Committee. and the Board will inspect the work with the member and recommendation for completion of the work and payment will be agreed upon by all three parties.

Anyone performing work on a coop contract must be a member of the Coop. Any outside contractor employed by the coop and/or the committee must carry their own insurance saving the Co-op from all liability. The intent of this policy is to ensure that anyone working for the Co-op will be covered by Insurance.

CONTRACTING POLICY

Passed March 15, 2017

Purpose of the policy

  • To provide the Co-op with a consistent guideline for hiring professional maintenance personnel
  • To ensure that a high and even quality of workmanship is provided

Paid contractors are hired through agreement by the Board of Directors. The Committee and the Maintenance Co-ordinator will research and recommend to the Board new or renewed contractors and suppliers. The Maintenance Co-ordinator, in his or her responsibility for the management of maintenance, is responsible for dealing with contractors.

The steps in hiring a contractor shall be:

1: Create a clear statement of the scope of work and other contract specifics. Consideration must be paid to the supplying of all materials, labour, equipment, clean-up and disposal of debris, any holdback on payments, the schedule of work and completion date as well as general conditions such as the need for parking, storage, electricity, washroom use and first aid. Ensure WorkSafe coverage and property insurance and liability insurance during the course of the contract as needed.

2: Obtain competitive bids, usually three, for all jobs estimated to be valued at more than $3,000.

3: Through consultation between the maintenance committee and the Coordinator, select and recommended to the Board the full contract proposal.

4: Await Board approval. If not approved follow further Board instructions (i.e. amend the contract or keep looking for the right contractor).

5: Facilitate as needed the completing of the contract.

6: Maintenance Co-ordinator, in open consultation with the Member involved, will assess the work when complete and approve for payment.

BARBECUES ON ROOFDECK- PROHIBITION OF POLICY

Passed: July 19, 1989

No charcoal burning devices of any kind are allowed on roof deck.

COMMITTEE BUDGET FOR SOCIAL ACTIVITIES POLICY

Passed: July 19, 1989

The Finance Committee recommends that each committee and the Board budget $15 per member of the committee/Board to be spend (sic) annually as the committee sees fit for social activities.

REKEYING OF COMMON ROOMS POLICY

Passed: August 5, 1987

The daycare room, laundry room and PI storage room locks are to be re-keyed on one common key, separately from the courtyard gate, to be distributed to and held by adult members only.

PROHIBITION OF UNAUTHORIZED STORAGE IN COMMON AREAS POLICY

Passed: April 15, 1987

Whereas, the Occupancy Agreement places responsibility on the co-op for providing safe conditions in the building, and whereas the fire department could require immediate removal of items found in common areas, it is moved that the following be included in the house rules:

1: All common areas are deemed off-limits for storage of personal items.

2: Removal of items will occur when deemed necessary by either the city fire department, the co-op fire warden, or the maintenance committee.

3: All such items found in common areas will be removed and discarded after a notice has been on the bulletin board for one week, unless removal has been required by the fire department, in which case prior notice may not be possible.

4: This applies to all common areas, including but not limited to, the daycare room, outdoor workshop, corridors of the building, and locker room, roof deck, courtyard, co-op storage room and parking lots, etc.

5: Exceptions may be granted by the maintenance committee in the case of some temporary storage requests, i.e. for periods less than two weeks, if no inconvenience or hazard is posed to the co-op. Requests must be approved prior to placing items in common areas, in order to avoid removal.

6: Flower pots and flower boxes are exempt.

PEST CONTROL POLICY

Passed: April 15, 1987

Whereas some members have voiced dissatisfaction about the presence of insect pests in the building Integrated Pest Management be engaged to spray common areas for insect pests at the discretion of the contractor, and to spray individual suites at the request of occupants.

Regarding the spraying of common areas, all members will receive two weeks written notice accompanied by a fact sheet (what is to be sprayed, where it is to be sprayed, what it is supposed to do, what health precautions are to be taken, etc.)

And in the spraying of suites, all residents adjoining the suite to be sprayed (sides, up, down, and across the hall) will receive two weeks written notice accompanied by a facts sheet

CHF-BC DELEGATE- JOB DESCRIPTION POLICY

Passed: April 15, 1987

Positions as delegate and alternate delegate shall be elected by the general membership of Levellers. Qualifications: the delegates shall be members in good standing at Levellers.

General Purpose:

To participate in the democratic functioning ouch-BC and to provide a liaison between CHF-BC and Levellers, and to develop and maintain links both formal and informal with co-ops in conjunction with the education committee.

Approximate time commitment is 2-4 hours per month at general meetings of CHF-BC. Specific responsibilities:

1: to attend monthly delegate meetings, annual general meetings, and semi-annual general meetings

2: to raise issues of concern to the co-op housing sector and participate in making decisions that benefit the sector

3: to participate in the networking of local housing co-ops

4: to contribute articles of interest to Levellers newsletter and to Scoop

5: to make regular reports to the members at Levellers general meetings

6: to post and distribute information from CHF-BC to Levellers' members

Term of Office:

Of the two delegates elected, one shall hold office for one year and the other for two years. Subsequent delegates will be elected for overlapping two-year periods.

Participation as CHF-BC delegate shall be recognized in lieu of committee participation.

Consistency:

One delegate shall attend meetings of CHF-BC monthly, sharing responsibility as necessary. The one vote assigned to Levellers shall be cast by the first delegate with consultation with the alternate delegate.

HOURS OF CO-OP BUSINESS POLICY

Passed December 17, 1986

Unless in the case of emergencies, the hours of business of Levellers' Housing co-operative be set to 9 a.m. to 9 p.m. This is to include the signing of cheques, getting of keys and equipment.

BAN ON TWO-WHEELERS IN COMMON AREAS POLICY

Passed June 25, 1986

The riding of two-wheelers (those without training wheels) is banned from all common areas.

REQUIREMENT FOR CO-OP NOTICES POLICY

Passed June 19, 1985

All posted notices concerning co-op business should be signed and dated.

DAYCARE USE GUIDELINES POLICY

Passed: April 25, 2007

1: At time of booking, Co-op use of the Daycare Room takes precedence over private use. For example, committee meetings have priority over birthday parties.

2: Anyone wanting to use the Daycare Room should sign up well in advance of the date they want to use it, to avoid conflicting events.

3: The Daycare Room can only be booked by Co-op members.

4: The Daycare Room may not be used for business or by “for-profit” organizations.

5: Repeated use of the Daycare Room must be approved by the Board of Directors.

6: The member or members using the Daycare Room are responsible for leaving it clean and tidy.

7: Any member booking the Daycare Room must include their suite number so they can be contacted if necessary.

HOURS OF PLAY IN THE COURTYARD POLICY

Passed: April17, 1985

The hours of play in the courtyard are between 8:00a.m. and 9:00p.m.

CHILDREN ON ROOFDECK POLICY

Passed March 20, 1985

Children under the age of 12 years must not be on the roof deck unless accompanied by a parent or guardian.

COMMON AREA USE BY CHILDREN POLICY

Passed March 20, 1985

Although members, their families, and guests are encouraged to use the common areas (as defined in the Occupancy Agreement) parents are advised to be cautious and vigilant at all times, as to where their children are playing. Some areas are hazardous for unsupervised children.

Please note that the co-op's responsibilities are negated by any breach of these rules.

TOYS IN THE COMMON AREAS POLICY

Passed: March 20, 1985

Wheel clackers on children's bicycles and riding toys are disallowed in the common areas.

All toys must be cleared from the common areas daily, when the children are finished playing with them.

SUPERVISION OF CHILDREN UNDER 4 YEARS OLD POLICY

Passed: March 6, 1985

All children under the age of 4 are permitted to play in all common areas except the roof deck, provided they are under the supervision of their parent or guardian.

SIGNING OFFICERS OF CO-OPERATIVE POLICY

Passed January 9, 1985

Any two members of the Board of Directors are to be empowered to sign the Occupancy Agreements on behalf of Levellers' Housing Co-operative.

HOMEOWNERS TAX GRANT POLICY

Passed December 19, 1984

The Home Owners Tax Grant is to be included in the budget of Levellers' Housing Co-op.

Approximately one-half of the total sum of the Home Owners Tax Grant monies is applied to the subsidy pool.

NOISE POLICY

Passed December 5, 1984

Residents or guests must not make noise that disturbs others at the following times:

Weekdays: 11:00 p.m. until 8:00a.m.

Weekends and holidays: 12:00 p.m. until 9:00a.m.

SHARE PURCHASE REQUIREMENTS AT LEVELLERS' HOUSING CO-OPERATIVE POLICY

Passed November 7, 1984

The share purchase requirement is .per unit. Reasons given:

1: the share purchase price will be used as a damage deposit.

2: the desire to have a membership that will have an equal investment in the operation of the co-op.

3: the need to have working capital for the co-op.

It is further recommended that 50% of the share purchase price be paid on signing of the Occupancy Agreement, and the other 50% be paid prior to move-in.

DEFINITION OF CONFIDENTIAL INFORMATION FOR POLICY PURPOSES POLICY

Passed: September 26, 1984

Any privileged information (i.e. personal or financial) learned while doing the business of the co-operative, must remain confidential, subject to each committee's policy on confidentiality.

CONFIDENTIALITY POLICY IN ITS ENTIRETY NOW READS:

Purpose:

To insure members that income information is treated confidentially, and only a limited number of person(s) designated by the Board of Directors have access to such information for the sole purpose of setting monthly housing charges at a level that meets the financial ability of the members individually while at the same time make the co-op economically viable collectively.

Rationale:

Income has so far been a social indicator for status. The general societal attitude has not improved to the point where income is not used in one way or another to gauge a person's worth, thus *in many ways affect the respect and dignity rightfully due to an individual.

Persons Having Access to Income Information:

The Board of Directors and the Chairman (sic) of the Finance Committee with the Treasurer shall have access to income information on individual members for the purpose as stated above. The Board of Directors and the Membership Committee shall have access to individual income information, but on an anonymity basis only. Any other person(s) requiring access to individual income. information must have the approval of the Board of Directors and the Chairman (sic) of the Finance Committee.

Measures for Safeguarding Confidentiality:

  • Membership application form and income review form shall include statement of confidentiality.
  • All such forms shall first be addressed to the Chair of the Finance Committee who or a member of the Committee designated by the Chair shall take note of the information and if required pass such forms to other relevant committees (e.g. Membership), remove the income portion. (sic)
  • All persons having access to the income information shall be required to abide by the confidentiality principle.
  • All income information on members shall be kept under lock and key by the Chair of the Finance Committee or a member of the committee designated by him or her.

MEMBERS AND ASSOCIATE MEMBERS POLICY

Passed July 25/84

1: Every member and associate member has one vote.

2: Residents of the same unit are discouraged from serving on the same committee, or being on the Board at the same time.

3: Non-member/associate member residents (e.g. a member's children) may bring business before the membership in the same manner as members or associate members.
 

PET POLICY

Passed September 21, 2022, replaces Pet Policy (February 2009)

The purpose of this policy is to allow Members the companionship of animals as pets while ensuring the safety, comfort and cleanliness of the whole of Levellers' property.

1: Dogs must be kept on a leash at all times while in any common area.

2: No pet urination or defecation is allowed in any common area, interior or exterior.

3: The pet owner member is responsible for righting any damage or infestation caused by their pet. If the co-op incurs any expense caused by a member's pet, the member may be asked to reimburse the co-op, have the expense deducted from their share funds, or receive an order to remove their pet from co-op property.

4: A maximum of two four-legged animals is allowed per unit. A 'per unit' limit is independent of the total number of pets in the co-op. That is, the fact that some unit has no pet doesn't justify another unit acquiring pets beyond the limit.

5: Dogs and cats must be spayed/neutered before 6 months of age. Not withstanding this requirement, litters must be removed within three months of birth.

6: All animals shall have the necessary vaccinations and be kept in a healthy condition according to City Bylaws.

7: The keeping of wild/exotic pets (ie. snakes, monkeys, large reptiles) is not permitted.

8: In general, caged pets, aquariums and birds are allowed except where other restrictions apply.

9: Members must carry insurance for water damage to cover damage caused by any of their possessions such as aquariums or waterbeds.

10: No pets are permitted on the roof deck at any time.

KEY AND LOCK POLICY

Passed: October, 2008

1: The Co-op will provide each member with two keys to the unit and two keys to the front gate. If there are more than two people in the unit who require keys, the member may request the provision of extra keys from the Maintenance Committee in writing. Additional keys may also be obtained at the members’ expense, to a maximum of four keys, or the number of people living in the unit, whichever is greater.

2: The Co-op will provide each member and associate member with one mailbox key and one daycare room/garbage lock key. Additional keys may be issued at the member’s expense, up to a maximum of the number of people living in the unit. Any exceptions require the approval of the Board of Directors.

3: The Co-op will provide each unit with one garage door opener. If there are associate members living in the unit, they may pay for additional garage door openers, to a maximum of the number of members and associate members. Any exceptions require the approval of the Board of Directors.

4: A member may not change the unit front door lock without 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 must give to the Board of Directors a way to access the lock or device (e.g., a copy of the key or an access code). The member will be responsible for any damage or replacement costs that result from accessing the unit in an emergency.

6: A member must immediately report the loss of any Co-op key or garage door opener to the Co-op. Members may be charged for additional sets of keys, particularly if they have a history of losing keys, and they will be charged for garage door openers or any necessary change of locks.

7: Upon an internal move, members may request that the front door lock from their original unit be installed in the front door of the unit into which they are moving. They must notify the Maintenance Committee and the Move-In Move Out Coordinator (MIMO) in writing one month in advance of their move if they wish to do this.

8: A new member moving into a unit may request that the front door locks be changed. They must notify the Maintenance Committee in writing one month prior to the move-in date if they wish to do this.

9: Members will return all keys (front gate, unit door, garbage/daycare, and mailbox), including any extra copies they may have requested, to the MIMO upon moving out. The MIMO is responsible for collecting these keys, and will turn any keys in excess of the permitted numbers over to a designated member of the Maintenance Committee. The MIMO is also responsible for ensuring that new members are given the keys that they need. In the event that there is no MIMO, the designated member of the Maintenance Committee will manage this, or, failing that, the Board of Directors.

10: Members who have regular deliveries of goods (e.g., water, groceries, newspapers that offer door delivery) may request that these service people be given a code to enter by the front gate. They will request this of the Maintenance Committee in writing. The Maintenance Committee may decline these requests, where there are reasonable grounds for doing so.

11: The Maintenance Committee may issue an access code or key to any trades people who require entry to the Co-op in order to do work here. This general access code should be changed periodically.

12: The Maintenance Committee will designate a member of the committee to keep track of the issuance of keys and the companies with access (either gate codes or keys) to the Co-op.

13: The Maintenance Committee will update the list at the front gate with each internal or external move. The Maintenance Committee will ask members to state their preferred form of address in writing. Members may request that they have an anonymous designation that reveals only the unit number and its access code. Anything other than occupants’ names or an anonymous designation must be requested of the Maintenance Committee in writing. If members do not respond to Maintenance inquiries, they will receive an anonymous designation.

Master Keys:

The Co-op will maintain three master keys. These will be assigned to:

1: The Board of Directors.

2: The Maintenance Committee, which may assign it to the care of the Maintenance Coordinator. It is expected and recommended that the Maintenance Committee do this. In the event that there is no Maintenance Coordinator, the key will be managed by a designated member of the committee.

3: The Fire Marshall, who is answerable to the Board of Directors.

Each of these is responsible for passing these keys on to their successors. Failing this, they should return them to the designated members of the Maintenance Committee, and if that is not possible, they should be given to the Board of Directors. If for any reason there is no one to fulfill (2) or (3), these keys will be managed by the Board of Directors.

The Co-op may use the master key to access members’ units:

1: In an emergency

2: If the member has made a maintenance request and agreed to follow the Maintenance Coordinator or repair person into the unit in their absence.

3: In the event of necessary maintenance with 24 hours notice.

4: For annual suite inspections with 24 hours’ notice.

5: For any other kind of inspection with appropriate notice.

Elevator Keys:

The Co-op will maintain two elevator keys, used for stopping the elevator. These will be assigned to:

1: The Maintenance Committee, which may assign it to the care of the Maintenance Coordinator. It is expected and recommended that the Maintenance Committee do this. In the event that there is no Maintenance Coordinator, the key will be managed by the same member designated for the master key.

2: The Move-In Move-Out Coordinator (MIMO). In the event that there is no MIMO, the key will be managed by a designated member of the Membership Committee.

If for any reason there is no one to fulfill (1) or (2), these keys will be managed by the Board of Directors.

Lock Maintenance, Management of Keys:

1: It is recommended that a single member of the Maintenance Committee be responsible for all management of keys and locks.

2: Any requests for extra keys, new locks, or lock changes must go through the Maintenance Committee.

3: It is recommended that Maintenance carry out a re-keying of all common locks every 4 years or after five move outs, whichever comes first.

4: During a rekeying, members will not be charged for replacing extra keys or garage door openers that have been purchased.

MAINTENANCE POLICY

Passed March 15, 2017

Purpose of the policy:

  • To identify the requirements needed to maintain the co-op’s buildings inside and out
  • To ensure the co-op is effectively maintaining the buildings and its units up to the “best rental standard”

Policy:

1: General Repairs

The co-op will repair and/or replace all items that are co-op responsibility. Repairs will be prioritized by urgency and will be done in all units fairly and impartially.

The member will repair and/or replace all items that are member responsibility. If the member does not do so the co-op will make the repair and/or replacement and charge back any costs to the member. (Occupancy Agreement Section 10.04 Repairs as required)

2: Work order response

The co-op will receive work orders from members, inspection reports, and the annual and preventive maintenance schedule. Work orders will be completed in an equal, reasonable and timely fashion.

The co-op will maintain a tracking system, preferably electronic, for all work orders and unit maintenance histories for each unit. Records of work orders, tracking and all work completed at the co-op will be kept in a central office or location and will be backed up electronically and stored at another location on a regular basis to protect the records against destruction or loss.

3: Annual Inspections

All units and common areas, building systems and building exteriors are to be fully and professionally inspected each year to identify any items in need of repair or replacement. (All repairs or replacements to be assigned work orders and completed based on the priority of urgency)

4: Move In and Move Out Inspections

When a member gives notice to move out the co-op will conduct a pre-move out inspection to determine repairs or replacements to be done. Repairs or replacements will be identified as co-op or member responsibility. The member will complete those that are their responsibility and the co-op will complete those that are their responsibility. On move-out day the co-op will conduct a final inspection. The co-op will complete all remaining or new repairs. Any remaining or new items that are member responsibility will be completed by the co-op and charged back to the member.

When a new member moves in the co-op will conduct a move in inspection. Any repairs noted will be fixed promptly by the co-op and any items with visible wear will be noted. The co-op will keep records of all steps in the unit maintenance file. In the case of final move out inspection, the member must be present at the scheduled inspection time or by previous agreement, verify and sign off on the final Inspection at the earliest convenience of the Co-op and the member.

5: Annual and Preventive Maintenance

The co-op will conduct routine annual and preventive maintenance as set out in the annual Preventative Maintenance Schedule.

Procedures needed to carry out this policy

i: Emergency Response Procedure

ii: Work Order Coordination Procedure

iii: [Maintenance Designate, Staff or Maintenance Company] – Job Description

iv: Annual Inspection Form

v: Annual Unit Inspection Procedure

vi: Move In & Move Out Procedure

vii: Annual Calendar – Routine and Preventive Maintenance

UNIT MAINTENANCE POLICY

Passed December 11, 2007

This identifies the general responsibilities of members and the co-op in keeping units in good repair and marketable. See the Unit Maintenance Procedures for more detail.

Member responsibilities:

1: Units must be kept in a sufficient stage of repair and cleanliness to make sure that there is a reasonable life expectancy for capital items, no health or safety risk to members, and no undue financial risk to the co-op.

2: Members are responsible for minor repairs and maintenance as defined in the Unit Maintenance Procedures.

3: Members must immediately report, in writing, damage or needed repairs in the unit which may pose a health, safety or financial risk to the co-operative.

4: Members are responsible for carpet cleaning.

5: Members are responsible for any appliances not supplied by the co-operative, including any damage they might cause.

6: Garbage and recycling must be stored and disposed of as defined in the Unit Maintenance Procedures.

7: Members must obey municipal regulations regarding fire codes, emergency access, etc.

Co-op responsibilities:

1: Units will be maintained to ensure the health, safety and comfort of members and the continued marketability of units.

2: Appliances, equipment and furnishings supplied by the co-op will be kept in working order and useable condition.

3: The co-op will replace capital items according to the replacement reserve plan schedule.

Capital items may be replaced sooner:

  • Where move-out makes replacement convenient and cost effective, or to improve unit marketability; or
  • as needed due to extraordinary wear or damage.

4: Where it is required by city by-laws, the co-op will use licensed professional trades people or ensure necessary city inspections.

5: The co-op will provide each unit with a list of unit items and whether the member or co- op is responsible for maintenance and any costs in the course of ordinary use of that item.

6: The co-op will conduct inspections in accordance with the co-op's unit inspection

policies to identify and schedule necessary maintenance.

UNIT MAINTENANCE PROCEDURES

Passed December 11, 2007

This is a list of unit items and potential unit items. It shows which things are member responsibilities and which are co-op responsibilities in the course of normal use. Remember that members can be held responsible for extraordinary wear and tear due to negligence, including any associated costs, even where this list identifies the item as a co-op responsibility.

Any necessary maintenance to be carried out by the co-op will be identified through either a repair request form or through annual unit inspections. It is your responsibility to let the Maintenance Committee know, through the Maintenance Request forms, of anything that you know needs attention.

We have many members who are capable of doing some of the things that are listed as a co-op responsibility. You are encouraged to do what you can yourself – it saves al of us money, and it gives you a sense of pride of ownership. Please inform the Maintenance Committee of any non-trivial repairs you want to carry out yourself.

Item MemberCo-op
Internal Doors

Door Knobs

Hinges

Screws

Trim

 

X

X

X

X

Light Fixtures (1)

Fixtures

Light Bulbs



X		X
Cupboard Doors  X
Stove, Oven, Exhaust Fan (2)

Repairs

Cleaning



X		X
Refrigerators

Repairs

Damage to handles, shelves, trays (3)

Cleaning

Cleaning Exposed Coils

 

X

X

X

X
Dryers, Chest Freezers, and any other appliances not supplied by the Co-op

Installation

Removal

Replacement

Repairs

Damage to Unit

X

X

X

X

X

 
Electrical

Electrical Box

Faceplates

Outlets

Switches

 

X

X

X

X

Heating--RadiatorsRepairs and maintenance due to ordinary use 
X
Toilets and Drains

Clogs caused by foreign objects

General repairs and maintenance

X

X
Shower-heads, faucets, sinks, tubs

Repairs due to normal wear and tear

Cleaning




X
X
Bathroom fanRepairs due to normal wear and tear 
X
Item MemberCo-op
Caulking and Grout

Repairs due to normal wear and tear

Cleaning




X
X
Flooring

Cleaning (4)

Repairs or replacement due to normal wear and tear

X



X
Walls and Ceilings

Cleaning (5)

Painting (according to paint policy)

Damage, including damage caused by picture hooks, rails, or anything else the member has fixed to the wall or ceiling

X

X




X
Windows, security bars, window hinges, etc.

Cleaning (where easily reached, e.g., by standing on balcony)

Cleaning (where not easily

reached)

Cleaning (where not easily

reached)

Repairs or maintenance due to ordinary use

Member-caused breakage or

misuse (including associate members, family members and guests of member)

Breakage not caused by

member, member's family, or members guests

Broken seals

X

X

X

 

X

X

X

X

Balcony and Railings

Cleaning (including scrubbing)

Pressure washing


X


X

Notes:

  1. Where members have substituted their own fixtures or appliances for the ones the co-op has provided, the member is responsible for all repairs and associated costs. The member must also ensure, upon vacating the unit, that all fixtures and appliances are in place for the incoming member, and that theses fixtures and appliances are comparable in condition to the original co-op owned items. Members must leave working light-bulbs, including for the bathroom heat lamp. Please note that appliances must not be moved from their original locations.
  2. Where members have substituted their own fixtures or appliances for the ones the co-op has provided, the member is responsible for all repairs and associated costs. The member must also ensure, upon vacating the unit, that all fixtures and appliances are in place for the incoming member, and that theses fixtures and appliances are comparable in condition to the original co-op owned items. Members must leave working light-bulbs, including for the bathroom heat lamp. Please note that appliances must not be moved from their original locations.
  3. Except in the case of normal wear and tear.
  4. Carpets must be vacuumed regularly and stains and spills treated promptly. Members are responsible for steam cleaning of carpets upon vacating the unit. Vinyl sheet flooring (kitchen, bathroom, foyer, and dining room) must be moped regularly. Other surfaces (wood, tile, laminate) must be cleaned according to the manufacturer's specifications. Please discuss this with the Maintenance Committee if you are unsure how to proceed.
  5. Members must exercise caution when cleaning ceilings. A feather duster or vacuum with very soft brush attachment may be used.
Maintenance ItemMembers' ResponsibilityLevellers' Responsibility
Wear, Tear & Aging of unitAny wear and tear that is considered excessive arising out of negligence, misuse, or abuse. This includes damage.

Normal wear and tear due to aging.

Replacement of items that are the cooperative's responsibility when they no longer reasonably function.

DamageAll damages resulting from misuse and negligence of the member, associate member and/or their family, guests, or pets.All damages resulting from structural or maintenance deficiency that is the cooperative's responsibility.
CleaningAll of the unit interior and enclosed yardExterior windows and balance of property, including common areas and shared spaces
Property ReplacementPro-rated costs of replacement if required earlier than scheduled due to member abuse or negligenceAs per capital plan or preventative maintenance schedule
FridgeGeneral cleaning and careRespond to malfunction beyond a member's ability to maintain and care for the item, including maintenance and replacement all operational and functional parts if needed
StoveCleaning, routine care, and replacement of element components if neededAll operational and function parts crucial for basic use
Furnace/Thermostatn/aOperation and all aspect of maintenance and replacement of parts
Hot Water Tankn/aOperation and all aspect of maintenance and replacement of parts
Fans (stove/bathroom)Routine superficial cleaning, including replacement of filtersMaintenance and replacement of motors, impellers, and wiring
Light FixturesRoutine cleaning as requiredWiring, operation and functionality as issues arise
Electrical SwitchesOverloading circuits, maintenance and replacement of damaged cover platesOperation

Maintenance Item
Members’ Responsibility
Levellers’ Responsibility
BreakersOverloadingOperation
Safety Sensors (Heat/Smoke)

Ensure that they are adequately powered, operating, and never disconnected

Disconnection voids tenancy insurance

Inspection and operation
Electrical wiringMembers must inform Levellers (MIMO) of all modifications to electric outlets or light fixtures. Members are responsible for any damage or complications arising out of modifications to electrical wiring.Operation
Telephone wiring/boxesn/aOperation
Water & Sanitary Pipesn/aOperation and repairs to leaks
Shut-off valveKnow the location of shut offOperation, drips and leaks
Faucets/Shower HeadsKnow location of shut off and routine cleaningOperation, drips and leaks
ToiletPrevention and response of plugging (overflow) and seats, as well as knowing location of shut offParts (excluding seats), maintenance, and repairs to ensure operation
DrainsPrevention and response of plugging due to material or waste originating from the member’s unitLeaks and seals
Exterior Tap Operation and leaks
Doors (Interior and Exterior)Doorknobs and reasonable maintenance of the condition of the doorsHinges on all the doors, weather stripping and dead bolts on exterior doors, including repair and maintenance of all doors the ensure functioning and safety
Closet DoorsHangers, guides and reasonable maintenance of the condition of the doorsRepair and replacement of doors and rails
Locks and KeysReasonable maintenance and response to sticky locks and worn keys, including reasonable maintenance of garage gate remove and building keyRepair and replacement of locks when worn out
Maintenance ItemMembers’ ResponsibilityLevellers’ Responsibility
WindowsCleaning of interior panes and tracksCleaning of exterior panes and replacement as necessary
Blinds/CurtainsFull maintenance and replacement of all blinds or curtains to presentable condition within the unit doors and windows

Full maintenance and replacement as needed, of blinds or curtains present in common areas

Provision of curtain rods to members

CarpetsStains and burns, reasonably routine cleaning done professionally

Replacement as per capital plan

Maintenance of carpet in common areas

Linoleum/Vinyl/Laminate flooringReasonable cleaning, including prevention and repair of stains, burns and cutsReplacement as per capital plan
Walls and CeilingsMaintenance and repair of holes, cracks, dents, scratches and scuffsResponse and repair of damage that is structural in nature
Cupboards & countertopsReasonable cleaning and maintenance of hinges and handles, scratches, and scuffsReplacement as per capital plan
Vents and fansStove vent cover and interior dryer ducting (if applicable)Cleaning dryer vents as per preventative maintenance schedule
Mildew/Humidity controlAll mildew (and related damages) repairs that arises out of misuse, negligence or misunderstanding due to the member’s actions. Ventilation and regular cleaning is a member responsibilityAll mildew (and related damages) repairs, where excessive moisture can be linked to a structural or maintenance deficiency that is the Co-op’s responsibility
Water damageRepairs and replacement as a result of overflow, open windows or other Member negligenceRepair and replacement due to failure of a component that is a Co-op responsibility

Patios and balconies

(includes balcony and patio railings and fence)

Member’s responsibility to care for and maintain appearance and cleanliness of the spaceRepair and replacement in common areas and during building renewal if necessary
Lawns and gardens within propertyn/aRoutine landscaping, repairs and replacement as needed is the co-op’s responsibility

Maintenance Item
Members' Responsibility
Levellers' Responsibility
Yards fences and gatesn/aMaintenance and replacement as required.
Parking Stalls & parkades

Cleanliness of the stall grounds and prevention of excessive CO buildup due to vehicle idling

Cleanliness of stalls from excessive oil buildup or other automotive fluids

General maintenance and power washing as per maintenance schedule.

EMERGENCY PROCEDURES

Current as of 2011

In an emergency please call the Chairperson of Maintenance or a member of the board. Then fill out a maintenance request form ASAP so we can keep track of the repair and make sure the emergency was handled.

Hans is not authorized to do any work for Levellers unless it is received in one of the two manners above please do not call him or ask him when he is walking around for maintenance requests. He will not be paid unless the form is filled out. Also, when Hans is called out for a one-off repair or outside of normal work hours the co-op is billed at a higher rate.

Please do not directly call plumbers, locksmiths, garage repair companies or any other company in which the Levellers Co-op will ultimately be responsible for the same reasons as above. We have preferred companies, agreements and established methods to deal with building emergencies as a whole and if you do call directly you may be responsible for the bill.

MAINTENANCE REQUESTS PROCEDURE

Current as of 2011

If you have any Maintenance requests either for your suite, the common areas of the building, or from an outside company, please fill out a maintenance request form located in the common room or in your handbook and drop it into the blue folder in the common room.

GARBAGE AND RECYCLING PROCEDURES

Current as of 2011

The garbage dumpster is located outside the lower garage. Please do not store garbage on your deck or patio or dispose of it anywhere else.

Recycling bins for paper, metals, and plastics are in the lower garage. Please recycle! If these bins are full please store your (cleaned) items in your unit or on your deck or patio until there is space in the bins. Do not store it in the common hall. Hallways must be kept clear at all times. Do not leave it beside the bins. Do not leave large cardboard boxes beside the bins – break it down and put it inside the bins.

LEVELLERS RECYCLING INFORMATION

Current as of 2011

We all like to be responsible citizens and recycle, but many of us do not have time to read the instructions on the big blue bins in the garage. So here they are so you can post them near your in-suite recycling depot.

1: Paper Products Bins

i: Magazines/catalogues

ii: Envelopes, ad mail, phone books, glossy paper, wrapping paper ü Office and writing paper

iii: Boxboard – cereal and shoe box type material

  • remove liners
  • flatten boxes

iv: Pizza boxes with food and paper removed

v: Corrugated cardboard

  • small pieces only
  • cut to fit blue bin
  • do not fill the bin beyond the rim, the collectors will not take it
  • If there is no room in the bin, please keep it in your suite until room is available

vi: Does not accept ribbon, bows, foil, tissue paper, paper towels, Styrofoam, milk containers

2: Newsprint Bins

i: Newspapers

ii: Inserts

iii: TV guides

iv: Does not accept plastic bags, string, glossy paper, cardboard, writing paper, magazines, envelopes

3: Glass, Tin and Plastic Bins

i: All glass

ii: Plastic only if it has the numbers 1, 2, 4, and 5 on it

iii: All cans - aluminum, tin or mixed metal

iv: Does not accept plastic bags and wrap, juice boxes, frozen food packages, milk cartoons, waxed paper, Styrofoam, mirrors, ceramics, dishware, window glass, motor oil bottles, hazardous household waste containers, plastic without a number or the numbers 3, 6 or 7, light bulbs, aerosol cans, toys

4: Batteries

i: Someone was kind enough to put a battery recycling pail beside the bins but it does not take car batteries

5: Garbage

i: Garbage should not be left near the bins, it attracts rats, mice and flies, please take it out to the garbage bin and dispose of it properly

IMPROVEMENTS

Passed: help

The member must receive Board and Maintenance Committee approval before any addition or alteration may be made to their units.