Fire Procedures for Occupants……………………………………………………. 38
Fire Prevention……………………………………………………………………. 39
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Introduction
Welcome to the Stanley Knowles Housing Co-operative. The purpose of this Handbook is to provide you with practical information to assist you with everyday living in the Stanley Knowles Housing Co-operative. For details on the legal set-up and formal rules under which our Co-op operates and with which all Co-op members must comply, please refer to the Co-op’s By-laws and Policies which are in a separate document. The Table of Contents for the By-laws and Policies are:
Table of Contents from By-laws/Policies PART I – Legal Documents
Excerpts from Articles of Incorporation PART II – By-laws
Policy 1 – Member Relations Policy 2 – Rules of Order for Membership Meetings Policy 3 – Member Selection Policy 4 – Internal Moves Policy 5 – External Waiting List Policy 6 – Committees Policy 7 – Supplementary Committees Policy 8 – Memberships and Delegates Policy 9 – Noise Policy 10 – Air-Conditioner Mounting Policy 11 – Parking Policy 12 – Pets Policy 13 – Complaints about Co-op Staff Policy 14 – Procedure for Amending By-laws Policy 15 – Spending Limits Policy 16 – Alternate Superintendents Group Policy 17 – Redecoration Policy
PART IV – Guidelines
Guideline 1 – Sample Forms Guideline 2 – List of Standard Fees Guideline 3 – Committee Mandate Template
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A Brief History
The Stanley Knowles Housing Co-op was first sponsored by the Canadian Council of Retirees (CCR), a group of retired trade unionists. Back in l978–79, the Labour Council Development Foundation, which assists unions and other groups in building co-ops, realized they had never built one for seniors and the CCR was the logical group to sponsor it. Their Housing Committee became our founding board. The first step was the selection of the site. Some committee members were attracted to an available waterfront site, but soon realized that it was not close to transportation or shopping. It had originally been intended that an office tower be constructed on top of the Northern District Library; however, the objections of neighbouring residents— mainly that of predicted traffic problems—prevented the necessary zoning by-law changes. After several meetings with the Housing Committee of the CCR, these residents agreed to support a by-law change that would permit the building of a seniors’ co-op. The next steps were to obtain approval and a mortgage from the Canada Mortgage and Housing Corporation, hire an architect and a builder, and begin interviewing applicants for membership. In the course of this work, the committee members decided they did not believe in segregating seniors, so they decided that the co-op’s members would be of mixed ages and that the majority would be seniors. Consequently, two-thirds of the 102 units are allocated to seniors sixty and over. Ten of the units are designed for members who use wheelchairs or other mobility assists. The first members—a group that included our architect, who was a member of our first board—moved into the building in late February 1984. By our official opening party on May 26, a number of committees had already started functioning. The CCR decided to name our co-op after Stanley Knowles because he had done so much for seniors during his career in Parliament. Mr. Knowles was present at our official opening and visited us several times before his death in 1997. In the years before his death, we would invite him to our annual co-op birthday celebration, which was always held on a Sunday near the end of June, which meant it was within a few days of his own birthday. He was very proud of the Stanley Knowles Housing Co-op and pleased that we used his name. Let’s make sure we keep it a place of which he would —and all of us can—continue to be proud.
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Stanley Knowles Housing Co-operative Organization Chart
Members must not discriminate in the Co-op because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender, sexual orientation, record of offenses, marital status, family status, or disability.
Anti-harassment (By-law 1.1.020)
Members must not engage in any form of harassment in the Co-op. Harassment means engaging in a course of vexatious comment or conduct that is known, or ought reasonably to be known, to be unwelcome.
Definitions Refer to the Stanley Knowles Co-op By-laws and Policies for a complete list of definitions
Act, the the Co-operative Corporations Act, a provincial law that governs co-operatives incorporated in Ontario, including housing co-ops
arrears the amount outstanding on a debt or payment after its due date
Board of Directors a group elected by the co-op membership, who may exercise all the powers of the Co-op unless the by-laws or the Act expressly require any action to be done or decision to be made by the general membership
CMHC Canada Mortgage and Housing Corporation, the national housing agency of the federal government that insures residential mortgage loans, provides subsidies under federal housing programs, administers the operating agreements for co-ops funded under federal government programs, conducts and publishes housing research, and promotes Canadian exports in the housing field
guest, casual a guest of a co-op member, visiting in the member’s unit for up to three months
guest, long-term a guest of a co-op member, visiting in the member’s unit for up to one year, if authorized by the Board of Directors
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housing charge the monthly charge set by a co-op to recover each unit’s share of the co-op’s operating expenses, mortgage payments, and replacement reserve contributions
income the money or assets received annually from one’s business, work, pensions, government assistance, or investments (Refer to the Housing Charge Subsidy Application form and the Acceptable Forms of Proof of Income document for clarification.)
member of Co-op a person who has been accepted by the Board of Directors and has signed an Occupancy agreement. This person has the right to live in a particular housing co-op; the right to speak and vote at membership meetings; the responsibility of taking part in the community; and the responsibility of obeying the by-laws, policies, and rules of the co-op
member of household a co-op member living in a housing unit, as well as any other members residing in the unit; children under sixteen residing in the unit; any persons sixteen or older permitted to remain in the unit under the Persons Turning Sixteen section of the Occupancy by-law; and any long-term guests of the member
member in good standing
a co-op member who participates in volunteer activities in the Co-op, attends the General Membership Meetings, has a record of prompt payment of housing charges, and has a record of abiding by all the by-laws and policies of the Co-op
occupancy i. the condition or act of possessing and living in a housing unit of a co-op
ii.the period of time during which one lives in a housing
unit of a co-op
subsidy a grant or contribution of money (for housing co-ops, money they receive from the government to help pay for operations and house low-income members, or the difference between the amount a low-income member pays a co-op and the co-op’s full housing charge)
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waiting list, external
a list of approved candidates who will be offered an appropriate housing unit in the Co-op when one becomes available
waiting list, internal
a priority list of members in good standing whose request for an alternate unit has been approved by the Board and who will be offered the next appropriate housing unit in the Co-op when one becomes available, prior to its being offered to any candidate on the External Waiting List
Committee Lists for more information on this topic see Policies 6 and 7
Permanent Committees Supplementary Committees
Building Operations Committee* 2019 Committee* Finance Committee Art Committee Labour Relations Committee* By-laws Committee Member Relations Committee* Gardening Committee Member Selection Committee Member Involvement Committee Subsidy/Arrears Committee* Newsletter Committee
Social Recreation Committee Turn Over a New Leaf Committee Co-op Culture Committee Community Liaison Committee*
Nominations Committee *Board-Appointed Committees
Alternate Superintendents for more information on this topic see Policy 16
The volunteer Alternate Superintendents Group consists of Co-op members who deal with emergency situations and provide access if needed to members, emergency personnel and tradespeople when the Superintendent is off duty. They are the people who answer the cell phone when the Superintendent is off-duty. The Co-ordinator oversees the Alternate Superintendents Group.
Requirements for Members for more information on this topic see By-laws 36.1.09, 2.36, and Policy 4
Criteria for good standing are: • participation in the activities and life of the Co-op;
• attendance at General Membership Meetings;
• a record of prompt payment of housing charges;
• a record of abiding by all the by-laws and policies of the Co-op.
Housing Charge for more information on this topic see By-laws 2.3 and 2.4
The monthly housing charge is set by the members at a general meeting of the members. Monthly housing charges are reviewed and established annually—or more often as necessary—by a majority of the votes cast at a Co-op meeting of the members. Housing charges, including any applicable parking charge, must be paid in advance by submitting twelve monthly cheques, post-dated to the end of the next fiscal year, by the twenty-fourth of January each year. Housing and parking charges may also be paid via automatic withdrawal by the Co-op by making the necessary banking arrangements with the Co-ordinator. The monthly housing charge does not include the following, which the member will be responsible for paying: telephone charges for the member’s unit; charges for cable television, beyond the set cable package, for the member’s unit; insurance of the member’s personal property; and personal liability insurance for the member’s unit.
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Member Code of Conduct
for more information on this topic see By-law 1.12, Policies 1 and 6.4
Members and guests of the Stanley Knowles community need to share the building space together effectively. The code of conduct lays down the ground rules for our behaviour. Members are obligated to abide by the terms of their Occupancy Agreement, and by the by-laws, and policies that govern all members. Members must consider each other’s needs for a quiet, comfortable building. All members want to enjoy their homes; however, the enjoyment must not do harm or infringe on the rights of another member or guest. We might all experience some frustration now and then, but we cannot allow that frustration to turn into a personal attack. It is important to remember that a community where people feel uncomfortable or threatened is not a friendly one. Members must respect and treat members and guests with dignity. We may not always agree with others, but a disagreement is no excuse for poor behaviour and poor manners. Members should honour the following rules:
• Do not wilfully cause damage to other members’ property.
• Resolve disagreements and constructively with the member with whom you have a dispute and, if that fails, with the help of the Member Relations Committee.
• Do not engage in any inappropriate or unwanted physical contact with other members.
• Do not make false statements, slander, or spread rumours of any kind about another member.
Process for Dealing with Complaints If you wish to make a complaint about another member the process outlined below will apply: 1) Registering a Complaint If you have a complaint about another member’s behavior, you should first try to speak personally to the member involved. If the problem cannot be solved through personal contact or, if you find it difficult to approach a member personally about a problem, you should consult the Member Relations Committee. 2) Taking a Complaint to the Member Relations Committee Complaints to the Member Relations Committee must be in writing and must be signed by the member making the complaint. The Member Relations Committee will address the problem in the way it deems best, which may include mediation between the parties. If one or
more of the members involved in the complaint refuses mediation or refuse to sign an agreement, or abide by the terms of a negotiated settlement—the matter will be referred to the Board of Directors. 3) Referring a Complaint to the Board of Directors The Member Relations Committee will provide a written background report to the Board prior to discussion at a Board meeting, and will give a copy of this report to each of the members involved in the complaint. Parties to the complaint will have the opportunity to be heard by the Board. In determining the final resolution of the complaint, the Board will comply with the Occupancy By-law in terms of the prescribed notices, notice periods, and rights of members.
Division of Responsibility This code of conduct does not apply to disputes between members that do not involve an alleged breach of the Co-op’s code of conduct, by-laws, or policies. Complaints that are not within the jurisdiction of the Member Relations Committee, or which the Member Relations Committee does not feel that it can resolve, will be referred by the Member Relations Committee to the Board. The Board has the final authority to resolve disputes and, ultimately, to terminate the right of a member to remain living in the Co-op due to a breach of the Co-op’s by-laws, policies, and rules in accordance with the Occupancy By-law.
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Air Conditioner Policy for more information on this topic see Policy 10
Each member is fully responsible for damages related to the installation and removal of window-type air-conditioners. This responsibility includes damages arising from the fall of an air-conditioner from a window, as well as damages to the window frame and water damage to any unit caused by the air-conditioner. Normally, professional installers would cover this liability; however, should the member remove or install the air-conditioner him- or herself, he or she will assume full responsibility.
Noise Policy for more information on this topic see Policy 9
The following noise policy has been adopted for the benefit of all members. Adherence to these simple rules will create a happier, healthier, and certainly less noisy environment for everyone.
• Sound-generating devices must be located on non-adjoining walls.
• Stereo speakers should not rest directly on the floor. (That is, they should sit on shelves, stands, Styrofoam, etc.)
• The volume of sound-generating devices should not unduly interfere with the quiet enjoyment of their units by other members.
• The corridors, stairwells, laundry room, and other common areas within the building are not to be used as play areas for children.
Note: You are encouraged to reduce noise transmitted to members living in the units below them by purchasing broadloom or area rugs, and by not wearing outdoor shoes in the unit.
Pet Policy for more information on this topic see Policy 12
The following pets are allowed:
• a maximum of 2 neutered/spayed cats;
• a maximum of 2 contained pets (such as budgies, canaries, turtles, domesticated rats, gerbils or hamsters);
• fish in a bowl or an aquarium. The following pets are not allowed:
• Dogs will not be allowed in the Co-op on a permanent, temporary, or visiting basis.
• Snakes and other reptiles, noisy birds (such as parrots, mynah birds, or macaws), ferrets, skunks, raccoons and all animals prohibited by City of Toronto By-Laws will not be allowed in the Co-op.
Non-smoking Requirement for more information on this topic see Bylaw 2.6, Policies 3.1.10 and 4.1.01
In accordance with provincial law, smoking is not permitted in any indoor common area of SKC, including the halls, stairwells, elevators, lobby, meeting room, lounge, laundry room and office. Smoking is permitted on the outdoor 3rd and 4th floor decks. Effective February 17, 2011, new members must agree neither to smoke nor permit smoking in their units as part of their Occupancy Agreement. Members in residence prior to this date shall retain the right to smoke and permit smoking in their units. The Board of Directors shall enact rules, procedures and/or practices necessary to give force and effect to this By-law. It is not the responsibility of staff to deal with complaints about smoking. Members with complaints about smoking should follow the procedure outlined under Member Code of Conduct.
Occupancy Regulations for more information on this topic see By-law 2.7
No one may reside in the co-op without status. The person/people specified on the Occupancy Agreement are the only persons who may reside in that unit. The only exceptions to this are minor children of the members who live in that unit or visitors staying less than seven days. All other persons can only reside in the unit with the knowledge of the Co-ordinator and/or authorization of the Board.
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Minimum Occupancy The minimum occupancy standard is one member for a one-bedroom unit and two occupants, the adults of whom must both be members, for a two-bedroom unit. Exception: Since the two-bedroom “09” units are so small, the minimum standard for them is one member. However, preference will always be given to 2-resident households in the allocation of any 2-bedroom units to applicants on the Internal or External Waiting Lists. When a large 2-bedroom (an 07 or 08) is no longer occupied by two or more members, the remaining single over-accommodated member may remain in a two-bedroom unit provided he or she is able to pay market rent. Maximum Occupancy and Change in Household Size The maximum occupancy standard is normally two persons for a one-bedroom unit and four persons for a two-bedroom unit. The following regulations apply if changes occur in the size of your household:
• You must give the Co-op prompt written notice if your household size changes or is expected to change
• If your household size grows to require more than a two-bedroom unit, the Co-op may terminate your right to occupy the unit.
• You will be given at least ten days’ prior, written notice of any meeting called to consider a resolution to terminate your occupancy rights. You will be entitled to attend the meeting, to be represented by an agent or counsel, and to make representations.
• You may appeal the decision to terminate occupancy if you were present or represented at the meeting of the Board. The appeal procedure is outlined in the By-law.
• Any obligations you may have to the Co-op if you die while residing here will be claimed from your estate. Occupancy rights in the Co-op cannot be bequeathed.
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Internal Moves for more information on this topic see Policy 4 Conditions for Internal Moves Internal moves will have priority in filling a vacant unit under certain conditions. The following is a partial list of these conditions must be met before a move can be approved. See the By-laws/Policy document for a complete list of conditions.
• You must be a member of the Co-op for a minimum of one year in order to be approved for an internal move. This requirement may be waived if a special need is recognized by the Board of Directors.
• You must submit a dated, written request stating the reason for the request to move, as well as the size and location of the unit desired, to the Co-ordinator who will provide you with a copy of the Internal Moves Policy, which you must sign to acknowledge receipt. If you accept the conditions of the policy, the Co-ordinator will forward the request to the Board of Directors for approval.
• You must be a member in good standing to apply to the Board of Directors for an internal move. The Co-ordinator determines that you are in good standing. Priority will be given in cases of over-accommodation, or where there are extenuating circumstances such as family size, medical requirements, or other exceptional circumstances.
• If the unit you request has a greater housing charge, you need to demonstrate to the Co-ordinator your ability to pay the increased amount.
Where the Board has designated certain floors ‘non-smoking floors,’ you are only eligible for a unit on those floors through the Internal Moves process if you agree to sign an addendum to your Occupancy Agreement indicating that you will neither smoke nor permit smoking in your unit.
Refusals You may refuse an offer for a new unit twice. If a third offer is refused, your name will go to the bottom of the Internal Waiting List. If your application for an internal move is refused by the Board of Directors, a letter will be sent informing you of the reason for refusal. Vacating Previous Unit You must completely vacate the unit you are leaving by the date specified in the notice of intent to leave. If you fail to vacate by that date, you will be subject to a penalty of $100.00 per day—to be taken from your maintenance deposit. If the new unit is unoccupied and restored before the scheduled date to move in, the courtesy of early access may be granted. Maintenance Deposit Any money remaining in the maintenance deposit for your previous unit will be refunded to you within 30 days after you vacate. The maintenance deposit for the new unit is due when you sign the new occupancy agreement.
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Casual Guests for more information on this topic see By-law 2.8.04
The following provisions will apply to members who wish to host casual guests:
• You must complete the Casual Guest Form and submit it to the Co-ordinator if your guest(s) will be staying longer than seven days. Forms are available in a file in the 4th floor lobby.
• You may not have an unreasonable number of guests at any one time (i.e. a number that exceeds the maximum occupancy standards).
• No person may be a guest for any single visit for more than three consecutive months without the permission of the Board.
• The Board will not normally grant permission for the extension of any single visit beyond a total of three months.
• In granting permission for any visit where permission is required, the Board will set a specific maximum duration for the visit.
Long-Term Guests for more information on this topic see By-law 2.8.05
The following provisions apply to long-term guests:
• If you are a member in good standing, you may apply to have a long-term guest in your unit for up to one year.
• You must apply to the Co-ordinator. The Co-ordinator will advise the chair of the Member Selection Committee, who will arrange for the prospective guest to be interviewed. Following the interview, the Member Selection Committee will make a recommendation to the Board as to whether to grant long-term guest status.
• The Board may grant long-term guest status to people such as children over sixteen, elderly parents, family members with mental or physical handicaps, nurses, and live-in baby sitters. The Board will take into account the maximum occupancy standards when deciding whether to grant long-term guest status.
• You and your long-term guest will be required to sign a Long-Term Guest Agreement.
• The Board may vary or cancel long-term guest status at any time. You will be entitled to notice of any meeting at which a change may be made to the status of the long-term guest in your unit. Cancellation of a long-term guest’s right to occupy a unit will not take effect until thirty days after written notice of the Board’s decision is delivered to the unit.
• The income of long-term guests will normally be considered part of the household income if you are receiving a subsidy. See By-law No. 4 Housing Charge Subsidy By-law.
• Long-term guests and their host members who wish to extend the stay beyond the approved one-year period must apply in writing to the Board.
• Individuals who become members of the co-op after coming in as Casual Guests or Long-Term Guests cannot apply for their own unit unless they go through the external application process, to the bottom of the waiting list.
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Giving Notice and Moving Out Giving Notice for more information on this topic see By-law 2.10 You may terminate your occupancy in the Co-op in a two-month written notice to the Co-op with the period ending the last day of the month. Once you have given such notice, the notice may not be withdrawn without the consent of the Board. Until the two-month period is up, your rights and obligations will remain in full force and effect. On the expiration of two months, if you vacate the unit in accordance with the notice, your continuing obligations to the Co-op will end, but any outstanding obligations to the Co-op which still exist will continue until paid or fulfilled.
Moving Out Procedures You should be aware of the following rules and procedures when you move out of the Co-op:
• Your unit should be left clean and in good repair.
• The unit will be inspected by staff prior to, and following your move to determine if repairs/renovations to the unit are needed.
• The cost for repairs beyond normal wear and tear, or required by decorating choices will be deducted from your maintenance deposit.
• Whatever sum is owing to you from your maintenance deposit will be sent to you 30 days following your move.
• Notify the Superintendent of the day and time of your move so the elevator and side entrance will be prepared in time.
• Movers should be told to park their vehicle in the library driveway on Helendale.
• Movers should use caution in the lobby, elevator and hallways to avoid damage to these common areas.
Dealing with Garbage Disposal in a Move Moving always creates a lot of items to be disposed of and it is important that the disposal be done properly by you or anyone acting on your behalf. Please take note of the following rules:
• Please see the section on Garbage in this handbook and follow the procedures outlined there for smaller amounts of garbage.
• Material to be disposed of must never block the area in the basement outside the elevators or entry door.
• Large pieces of cardboard or boxes must be flattened and taken to the basement parking garage.
• Perishable food should be bagged and put down the chute in the appropriate manner.
• Canned goods or non-perishable food should be placed in left in the food bank basket by the elevators on the 4th floor.
• Toxic materials such as batteries, solvents, paint, etc., can be left in the labelled container in the basement in front of the elevators.
• They can also be boxed, labelled and left in the basement.
• The Co-op is not responsible, and has no resources, for the removal of large pieces of furniture (beds, chairs, sofas). It is your responsibility to arrange for the removal of such items. If the Co-op is forced to make these arrangements, the cost will be deducted from your maintenance deposit.
• All other items should be boxed or bagged and left in the basement parking garage next to the red doors.
Should you have any questions about disposal, please call the superintendent who will help you.
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Maintenance and Repairs
Insurance Requirement for more information on this topic see By-law 2.9.02
As a member, you are responsible for the acts, omissions, and behaviour of your household, guests, or sub-occupants as well as those of all persons invited or permitted to enter your unit, Co-op common areas, or other property of the Co-op. All members are required on an annual basis to maintain insurance on their units of at least one million dollars and show proof of this to the Co-ordinator every year. Member Responsibilities for more information on this topic see By-law 2.5.04
You are expected to maintain your unit in an ordinary state of cleanliness at all times, and to comply with all the requirements and standards of health authorities—and other authorities—respecting standards of cleanliness and maintenance. You will be responsible for the repair of damage to Co-op property caused by your own wilful or negligent conduct or by people you permit into your unit. When you move out of your unit, you must leave it clean and in good repair. You will not be entitled to compensation for any alterations, fixtures, and improvements. You may not make major alterations or improvements to your unit, or alter or change the locking system except by the prior, written consent of the Board of Directors. If permission is given to alter or change your locking system, the new system must be compatible with the Co-op’s master key. You must promptly report to the Co-op any repair problem in your unit (such as a leak), or malfunction of the unit’s equipment as soon as you notice it. A problem in your unit which is not reported may cause deterioration of the unit or the building if not corrected. Failure to report the problem could make you liable for any resulting damage. Work Order forms are available on the 4th floor by the elevator. Window Maintenance Our window screens can be tricky to remove and put back in, as they have to be jiggled into and out of position. Turn buttons may be too tight or even too loose, and screens twist in an awkward fashion. At present we have no alternative but to live with the existing screens, and to try to limit the cost of maintaining them. Should you experience difficulties with your screens, please report these difficulties to the Superintendent by means of a Work Order.
Inspections and Privacy for more information on this topic see By-law 2.5.03
You are entitled to privacy within your unit. Neither the Co-op nor anyone on its behalf will enter your unit without your permission, except in case of an emergency or in the situations outlined below. Authorized persons will be permitted to enter a unit at any reasonable time on twenty-four hours’ notice for:
• regular or special maintenance inspections (including any that may be required in connection with any insurance policy or appraisal of the Co-op’s property);
• for the performance of maintenance, repairs, renovations; or
• for such other reasons as the Board may determine. The Co-op may, on twenty-four hours’ notice, enter your unit at any reasonable time to show it to prospective occupants if you have given notice of termination of occupancy or if a resolution has been passed by the Board terminating occupancy. Any notices need not set out specific times but may set out a time range, which may be over more than one day and may include provision for more than one entry into the unit.
Redecorating Units for more information on this topic see Policy 17
Staff will inspect the condition of each unit as part of its bi-annual inspection and, if deemed necessary, may recommend redecoration. You are entitled to be reimbursed for the cost of paint for your unit once every five years. This would apply if you are painting it yourself or if you are having a contractor paint it for you. The paint reimbursement allotment is structured as follows: 1 bedroom unit—walls only $175 1 bedroom unit—walls & ceilings $325 1 bedroom ceilings $150 2 bedroom unit—walls only $220 2 bedroom unit—walls & ceilings $350 2 bedroom ceilings $180
Should you not wish to paint your unit yourself, the Co-op has an arrangement with a contractor to provide apartment painting at a reduced price. You may contact the office to make arrangements to hire this contractor. If you hire contractors to redecorate units other than the recommended contractor or use volunteer labour for such redecoration, you must ensure that redecoration and clean up is carried out in a manner consistent with the standards of the Co-op. If you use your own contractor or volunteers, you will be financially responsible for clean-up and for whatever redecoration is necessary to restore the unit to a condition consistent with the standards of the Co-op.
Paints used in the units shall be:
• latex-based flat or eggshell paint for living room, bedroom and hall walls;
• semi-gloss paints for kitchen and bathroom walls, ceilings, and doors;
• semi-gloss for window sills;
• specially designed, flat paint for stuccoed ceilings.
If you do not wish to use a standard colour (that is, an ivory or off-white), you may redecorate your unit with other colours, provided that the colours are pastel shades that can be covered with one coat of the standard colour. You may decorate with dry, strippable wallpaper. If you apply non-standard paint colours or wallpaper to your unit’s wall, ceilings or window sills, you shall be responsible for restoring standards colours to those parts of your unit.
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Garbage Stanley Knowles Co-op RECYCLES!
This section refers mainly to the disposal of everyday household waste. Please see the section of this Handbook on Giving Notice and Moving Out and follow the procedures there for how to handle garbage and dispose of items when moving out of the Co-op.
1. Garbage Disposal System on Each Floor Please contact your floor co-ordinator for training in how to use the garbage disposal system.
• There is a garbage room opposite the elevators and next to the hall window on each floor.
• Some instructions for using the garbage disposal system are posted in each garbage room. The garbage disposal system requires you to separate your garbage into recycling, organic and garbage. Lists of items for recycling and organic disposal are posted in each garbage room.
• The maximum size of cardboard that can go down the garbage chute is posted in each garbage room.
• Everything going down the garbage chute must be in plastic bags.
• You can only use the system when the “system ready” green light is on. Do not use it when the light is off as the system is not in operation.
• Before putting something (bagged) down the chute, push the appropriate button for what you are throwing out. Make sure you push the bag so it drops down the chute. Close the chute door when finished.
• Leave the light on in the garbage room as it helps to deodorize the room.
• If you have a caregiver or helper, please make sure that they know how to use the garbage disposal system as well.
2. Wine Bottles, Liquor Bottles, Beer Bottles and Beer Cans
• Please put the empty bottles in the container provided in the basement opposite the elevators. The collection of these bottles provides funding for the co-ops’ Meet and Greet events.
3. Kitty Litter
• A garbage can is provided in the basement opposite the elevators for double-bagged kitty litter. Do not put kitty litter down the shute.
4. Toxic Materials Such As Batteries, Solvents, Paint
• Containers for toxic materials are on the 4th floor opposite the elevators.
• Printer cartridges, pens and batteries go into the containers provided, fourth floor lobby.
• Large pieces of cardboard or large cardboard boxes must be flattened and taken to the basement parking garage.
• The disposal/removal of large pieces of furniture (beds, chairs, sofas) is your responsibility, not the Co-op’s. Do not leave these in the basement or parking garage.
• Disposal of items/material must never block the area in the basement outside the elevators or entry door.
Please do not collect newspapers and magazines and leave them in the basement. They should be bagged and put down the chute as recycling. Please do not leave garbage in the basement area by the elevators on weekends. It stays there all weekend, leaving an unsightly mess and making it difficult for some members to access the exit or the elevators.
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Staff for more information on this topic see Policy 13
The Co-op employs 4 staff members: (Revised as of October 2016) Co-ordinator Carroll Bonello 416 481-3712 Superintendent Dave Curtis 416 837-2667 Custodian Diana Monge 416 837-2667
Part- time Administrative Assistant Alison Conway 416 481-3712 Our staff members belong to a union and we have a collective agreement in place. A Labour Relations Committee (see Policy 6 .4) oversees all matters related to staff. No permanent employee may be a member of the co-op.
Complaint Procedures Any member who has a complaint about an employee should report the matter as outlined below as soon as possible, preferably no longer than a week after the event giving rise to the complaint. In all cases, a member who files a complaint about an employee will be informed of the disposition of the matter; however, under no circumstances will this include information to indicate whether an employee was disciplined.
Superintendent, Custodian and Administrative Assistant A member who has a complaint about the Superintendent, Custodian or the Administrative Assistant should inform the Co-ordinator, preferably in writing, about the details of the complaint. Within a week, the Co-ordinator will inform the employee about the complaint and begin an investigation of the complaint. If necessary, the Co-ordinator will take appropriate corrective action. The Co-ordinator will report the results of her/his investigation to the Labour Relations Committee (LRC). If appropriate, the Co-ordinator will recommend to the LRC that the employee involved be disciplined. The LRC will confirm or modify any corrective action implemented and/or recommended by the Co-ordinator.
Co-ordinator A member who has a complaint about the Co-ordinator should first try to resolve the matter by speaking with the Co-ordinator. If the member is not satisfied with the Co-ordinator’s response, he or she should inform the LRC, preferably in writing, about the details of the complaint. Within a week of receiving the complaint, the LRC will inform the Co-ordinator and invite him or her to the next LRC meeting to discuss the complaint. If necessary, the LRC may undertake further investigation of the matter. After discussing and/or investigating the complaint, the LRC will take any necessary corrective action, including any discipline deemed appropriate.
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Facilities and Services Meeting Room The meeting room and the adjacent kitchen are for the benefit and enjoyment of all members of the co-operative. Use of these rooms shall not interfere with the rights of other co-op members to the quiet enjoyment of their homes. Members wishing to book the meeting room and/or the kitchen must make the booking with the Co-ordinator before planning their event. What follows are general regulations concerning the use of the meeting room and kitchen.
Use for Co-op-sponsored events The meeting room will be set up and is primarily used as a room for general members’, Board of Directors and co-op committee meetings, and as an activity room. It is also used for recreational activities, social functions, or functions relating to co-op business. The room is to be booked in advance with the office staff. There is no charge for booking the meeting room for such events.
Use for private, member-sponsored events The meeting room may be booked by an individual member for a private function by filling out a meeting room booking application form and submitting it to a member of the office staff. A fee of $30/day will be required; this rate can be prorated at $7.50/hr. It may also be booked by an individual member for use by a non-profit organization for $100 or a Commercial one for $200 if the co-op member is a member of that organization and will be responsible. A meeting room booking application form will in this case also be completed and submitted to the office staff. For private events, a letter of agreement shall be signed by the member(s) and the co-op. This agreement shall be in the form provided by the co-op and shall state that the members sponsoring the event agree to act in accordance with the provisions of this policy. Members using the meeting room for private events must follow the Guidelines for Use set out below and any other guidelines that the co-op may establish. Failure to comply with the provisions of this policy, the Guidelines for Use set out below, and any other guidelines that may be established by the co-op may result in forfeiture of the damage deposit and the member’s loss of the right to use the meeting room for private events.
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Damage Deposit In the case of a booking by an individual member for a private function or for a non-profit organization, a damage deposit of $100 must be submitted to the office staff prior to the event and an agreement signed by the co-op and the member. The damage deposit will be returned to the member by a staff member on satisfactory inspection by the staff member of the meeting room and kitchen following the event. A deduction from this deposit will be made for any cleaning or repairs to the meeting room and kitchen that were made necessary by the event. If the costs of cleaning or repair go beyond $100, these costs will be charged to the member. If damage or unreasonable noise occurs as a result of an event in the meeting room, the member responsible will be on probation and may not be allowed to rent the meeting room in future.
Guidelines for Use
• Members using the meeting room must ensure that they and their guests do not interfere with the right of other members to the quiet enjoyment of their units.
• All fire and safety regulations must be followed.
• The booking is for the meeting room and the kitchen. The terrace must be shared with members of the co-op. The lounge shall be considered off limits for private functions.
• Music and noise must be reduced by 11 p.m.
• If the event is expected to go on past 11 p.m., the member sponsoring the event must obtain a key from the office and will be responsible for locking the meeting room doors at the conclusion of the event.
• Members sponsoring an event must respond promptly and politely to complaints from other members concerning noise or other matters related to the event.
• The member sponsoring the event will be held responsible for the conduct of their guests while they are in the building.
• Members using the room shall be responsible for returning the room to a clean and orderly condition following an event. This responsibility extends to the use of the stove, refrigerator and dishwasher, main room, adjacent washrooms, kitchen, and any other area affected by those in attendance at the event.
The Board of Directors reserves the right to cancel or alter bookings of the meeting room at its sole discretion.
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Lounge The lounge is located next to the laundry room on the 4th floor and is for the use of all members. It is open from 7:30 a.m. to 11:00 p.m. Monday through Friday and from 9:00 a.m. to 11:00 p.m. on weekends and holidays. It contains a library for the use of members. Members are asked to keep this space tidy and observe the need for quiet enjoyment of their units by the members who reside on this floor. Occasionally the lounge is booked for social events such as the Friday Night Film events, Co-op parties, interviews, and meetings when the meeting room is unavailable. Such bookings must be made through the Office. In these cases, a sign will be posted on the door of the lounge to advise members of the situation. Roof Deck and Terrace Both the third-floor roof deck and the fourth-floor terrace are community property, and as such may be used by any member of the co-op, as long as the following guidelines and restrictions are observed:
• Children under 13 must be accompanied by an adult. Youths under 16 may not have guests on the deck unless accompanied by an adult member.
• Noise must be limited in consideration of members in units overlooking these areas, for neighbours in surrounding buildings, and for other members using these areas at the same time.
• Loud conversations or any noise likely to disturb sleep must end by 11 p.m. and must not start until 8 a.m. on weekdays (11 a.m. on weekends).
• Running games (e.g., tag), ball playing, other active games, and any unusual or unreasonable disturbances are not permitted.
• Fire regulations will be strictly enforced. No barbecues or cooking devices of any kind are permitted on the roof deck or terrace. Candles and all similar open-flame devices are likewise prohibited.
• Each member is responsible for cleaning up after him/herself after any roof deck or terrace activity, and for using the receptacles designed for litter.
• Smoking is permitted on the roof deck and the terrace, provided each smoker uses an ashtray. Buckets will be provided for emptying ashtrays. Butts, ashes, matches, and so on must wind up in the ashtray or bucket. They must not be thrown from or onto the roof deck or the terrace. Great care must be taken to extinguish live ashes. Careless smoking could damage the roof deck and may even start a fire.
• Guests may be entertained by members on the roof deck and terrace, provided that the guests adhere to the regulations, that members are responsible for their guests, and that all concerned remember that the roof deck and terrace are primarily for the enjoyment of co-op members.
• Under no circumstances may anyone climb or sit on the walls of the roof deck or the terrace, or on flower pots or gardens. Parents are requested to make certain that their children understand and honour this rule.
Third-Floor Roof Deck
• Access to the roof deck on the third floor is via the elevator. Each unit will receive only one elevator recall key. That key, if turned in the lock outside the third-floor elevator, will permit you to call the elevator to that floor.
• The door entrance to and from the roof deck can only be operated by an automatic open button. Do not prop the door open. Do not use the other exit doors on the roof.
• Furniture on the roof deck must be placed on the paved areas only and must not block library doors.
Fourth-Floor Terrace
• Access to the terrace is from the laundry room, meeting room and lounge.
• The Terrace is open from 7:30 a.m. to 11:00 p.m. Monday through Friday, and from 9:00 a.m. to 11:00 p.m. on weekends and holidays.
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Laundry Room The laundry room, which is on the fourth floor between the office and the lounge, is open from 7:30 a.m. to 11:00 p.m., Monday through Friday, and from 9:00 a.m to 11:00 p.m. on weekends and holidays. It is locked overnight, and if your laundry is not finished by 11:00 p.m., it will have to be left in the laundry room until the morning. The washing and drying process takes approximately 1 hour and 40 minutes. The cost is $1.00 for one cycle each of a washer or a dryer. Loonies are accepted in all machines and quarters are accepted in some. No change is provided. Care of Laundry Room Appliances
• Do not overload washing machines. Wash mats and sneakers in the laundry tub.
• Use only high efficiency (HE) laundry detergent in washers.
• Check the lint screen before using a dryer. Remove the lint if there is a build-up of it, because it could cause a fire. After using the dryer, again check the lint screen and empty lint into the trash receptacle.
• If a machine breaks down, take an ‘Out of Order’ card from the envelope on the notice board, indicate the problem with the machine and place it on the affected machine.
• If someone else does your laundry, please make sure these instructions are followed. Laundry Etiquette Most of the time we have enough washers and dryers, but emergencies, machine breakdowns or a sudden desire on the part of many members and helpers to wash at the same time can sometimes produce a pile-up. We encourage the following polite customs to maintain a friendly and co-operative community. Please make sure that anyone who does laundry for you is aware of them:
• Please give other members and helpers five more minutes before removing clothing from a machine whose cycle has finished and filling the machine with your laundry.
• Please empty washers and dryers no later than five minutes after the cycle is over.
• Please make sure the counter is clean before putting someone’s clothing on it.
• It is helpful if non-working members to try to do their laundry on weekdays and leave evenings and weekends free for working members.
• It is helpful to leave a few washers and dryers free for others instead of filling most or all of them with one unit’s load at one time, especially if the laundry room is busy. Using more than 3 washers at one time should be avoided.
• If you check inside a dryer door, please make sure the switch is turned on again and someone isn’t left with a dryer full of still damp clothing.
• Broom and dustpan are provided for your convenience.
• Please leave the laundry room clean after using it. Cleaning equipment is provided.
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Cable TV The Co-op has an arrangement with Rogers Cable to provide cable service to all units as part of the housing charge. Each unit is entitled to up to three Rogers Cable standard boxes. If you wish to obtain additional digital boxes, you can arrange to do so at a local Rogers store. If you wish to upgrade your Rogers box to a PVR box and/or upgrade your cable package, you can make the necessary arrangements with Rogers. You will be charged for the difference in price between the existing service and the service you choose. Rogers boxes must be returned to a Rogers store when you move out. If you have complaints about your cable service, please contact Rogers at 1-888-764-3771.
Bike Cage The bike cage is located in the northeast corner of the underground garage. Members may put bikes in the cage at no cost. The office will issue you access. The bike cage is locked, but for added security you should also have a chain lock on your bicycle. We also ask that members mark their bikes with their apartment numbers. Once a year we check the cage for unmarked bikes. Any that are unmarked are taken and given to charity, so please take the time to ensure that your bike is marked. Your bike is your responsibility. Neither the Co-op nor the Library can be held responsible for loss or damage to your bike.
Security in the Stanley Knowles Housing Co-op is the responsibility of each and every member at all times. Here are the guidelines to follow that will keep members safe: i. If you have a guest or guests staying in your unit, the office should be notified and told
how long they will be staying, and whether the guest is occupying the unit while you are away. If caregivers come on a regular basis, the office should be aware of this as well.
ii. Do not hesitate to speak to strangers to find out whether they have a legitimate reason for entering the building. It is necessary to be vigilant to be sure that people who do not belong here are not allowed entrance. Never open the door to the lobby of the entrance just because someone is standing there waiting to get in. Only with the co-operation of every member in adhering to this policy of not opening the door to strangers can we ensure safety and security for everyone.
Enter Phone System The Enter Phone system provides lobby entrance communication and entry control through your regular telephone service without interfering with telephone calls. You can answer your enter phone from any telephone in your unit. High-grade voice reproduction allows you to recognize the caller’s voice and, therefore, admit only those persons you want to admit. You can view who is calling you from the lobby on your television on Ch. 988, if you have a Rogers digital box, and on Ch.59, if you do not.
How to answer enter phone system calls: If you are not using your telephone when a visitor places an enter phone system call to your unit, your telephone bell will ring with a distinctive sound—two quick rings—so that you can distinguish between an entrance call and an outside call. Just pick up your phone and talk to the visitor. To let the visitor in, dial or press “6” and then hang up. The entrance door will automatically unlock and your visitor can enter. To refuse entry, simply hang up.
If you are using the phone when a visitor calls you from the entrance, you will hear a muted double overtone on your telephone line. You can then do one of two things:
• Excuse yourself and hang up. Your phone will ring almost immediately. Pick it up and speak to the visitor. To let the visitor in, dial or press “6” and then hang up. To refuse entry, simply hang up.
• Ask the outside party to wait a minute and then dial or press “3.” This places your outside call on hold and simultaneously connects you to your visitor. Identify your visitor and permit entrance by dialling or pressing “6” to unlock the door. After a short period you will be reconnected with your outside party. If you don’t want to admit the visitor, simply dial or press “3” again and return to your outside party.
If you are on an enter phone system call when you receive a regular telephone call, you will hear the familiar ringing sound, as an overtone, on the line. As soon as you complete your conversation with your entrance visitor, hang up and the telephone will ring. Answer it as usual. Note: When pressing “3” or “6,” depress the key approximately two seconds. This assures that you will not accidentally unlock the entrance door or unintentionally refuse entry.
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Parking for more information on this topic see Policy 11
The Co-op has the use of 25 spaces in the Library’s underground parking lot. The Co-op’s Co-ordinator is responsible for administering the use of the Co-op’s allotted parking spaces in underground parking lot, in accordance with the provisions of the Parking Policy. Each household may apply for, and subject to availability, be assigned a parking space for a licensed vehicle belonging to that household. No parking space will be assigned to vehicles that exceed the size of the available parking spaces. Spaces will be allocated according to the following priorities:
• disabled members;
• members with medically documented special needs;
• members with new-borns;
• elderly members; and
• women who work shifts.
• other members The Co-ordinator and the Superintendent will each be entitled to one parking space. If a household no longer has a vehicle, it must notify the office immediately and return the entrance card to the Co-op office. Registration You must apply to the Co-op for a parking space and provide the information requested in connection with the application. You must also inform the Co-op immediately of any changes in the vehicle information registered with the Co-op. Parking Charges The parking charges will be reviewed annually at the time of budget preparation. Parking charges are part of, and are payable at the same time and in the same manner as, the housing charges. Waiting List Once all available spaces have been allocated, a waiting list will be established based on the priorities stated above and the date of an application. Requests for a first space will have priority over requests for a second space.
Parking Restrictions Residents and employees may park vehicles only in the space allocated to them. Any vehicle parked in a “no parking” area is liable to be tagged and towed away at the vehicle owner’s expense. Use and Maintenance of Parking Spaces No mechanical work or automotive repairs other than light repairs will be carried out in the parking garage. Residents are expected to show courtesy towards their neighbours by parking in such a way as not to interfere with the entry or exit of other vehicles, or with the legitimate use of the parking spaces by other residents. All residents are expected to co-operate to keep their parking space tidy. Parking spaces may be used only for the parking of vehicles, not for storage of any kind. Visitor Parking No parking spaces will be reserved for visitors, except when an assigned spot is not required for a period of time. In this circumstance, permission to use the space must be obtained from the member to whom the space has been assigned and/or the Co-ordinator. Visitors may seek parking in metered spot in a parking facility in the area or on the street where/when that is permitted.
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Communications
As the Stanley Knowles Housing Co-operative is an organization run by and for its members, it is essential that members are informed of matters affecting the Co-op and/or the membership. This is accomplished through various vehicles of communication in the Co-op. 1. Knowles Knowtes
The Co-op’s Co-ordinator produces this communications sheet containing Co-op news. Copies will be delivered by hand to each unit.
2. Newsletter
Four times a year, the Newsletter Committee publishes a multipage newsletter containing reports from the Chairs of the Board of Directors and Co-op Committees, Co-op news and items of interest submitted by Co-op members (jokes, stories, recipes, poems, etc.). A copy is distributed to each apartment.
3. Memos/Letters/Notices
• Urgent matters are communicated to members usually by memos or letters from the Co-op’s Co-ordinator and/or the Board of Directors.
• Members receive advance notice of General Members’ Meetings.
• All items to be posted in locations other than the laundry room must be cleared through the office. They must be on topics affecting or of interest to all in the co-op or groups we support.
4. Bulletin Boards
• Bulletin boards are located in the first floor lobby, in the fourth floor lobby and in the laundry room. These contain a variety of information.
• The minutes of Board of Directors’ meetings and a monthly schedule of committee meetings and Co-op events are posted on a fourth floor bulletin board.
• Any member may put items up on the information boards in the laundry room. These may be personal. They must have a member’s name or unit number on the back, and be removed when no longer in effect.
• On the large fourth-floor information boards, articles from media sources and other items of interested are posted.
A list of Co-op members’ phone numbers is distributed to every apartment. It is updated as needed.
6. Special Reminders
Occasionally a notice is posted in and/or outside the elevators to remind members of an imminent event.
Standard Fees as of June 2016 Membership Application processing fee: $17. NSF cheque fee (see by-law 3.1.05): $10. Meeting Room Rental:
i. $30/day or $7.50/hr for Members, $100 for Non-Profits, $200 for Commercial ii. $100 damage deposit
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Emergencies Three kinds of emergencies may arise in the Co-op: personal, maintenance, or fire. Personal Emergencies A personal emergency is something that you are physically unable to handle. The most important thing to remember in such an emergency is remain calm and realize that you can handle some things yourself and that if you can’t, there is someone around who will be able to. For a personal emergency, here are some suggestions:
• If you can reach the telephone, call 911.
• Unlock your door if possible.
• Use your alarm signal if you have one.
• Thump with a steady rhythm on the floor with a hard object.
• Scream as loud as you can. Maintenance Emergencies A maintenance emergency is something you can’t possibly live with, not even for one day (e.g., no heat, water, or electricity; flooding; or large areas of broken window in the winter). Before you assume you have a maintenance emergency, take a moment to think about it. Make sure that the lack of heat isn’t because of a blown fuse or a turned-off switch. Be sure the fridge is plugged in before you get someone in to repair it. Check the oven’s on and off control knobs if the oven doesn’t work. Turn off the shut-off valve under the sink if your tap won’t stop running. Maintenance emergencies are handled by advising the superintendent, or the alternate superintendent. If the problem is not an emergency, fill out a Work Order form and hand it in to the office or deposit it in the office mailbox. Fire Emergencies A fire emergency is handled according to the following procedures, which have been approved by the Fire Department:
Fire Procedures for Occupants In the event of a fire:
• Leave fire area, taking your unit and building keys with you.
• Close all doors behind you.
• If you see flames or excessive smoke, pull one of the alarm switches located on the wall of the hallway beside the elevator and beside the 08 units.
• Do not use the elevators; use exit stairwells stairs to leave the building immediately.
• Do not return until it is declared safe to do so.
• Do not stand in the lobby. Exit the building and stand a safe distance away so that emergency personnel can do their work.
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If you are in a unit and you hear the fire alarm:
• Before opening door, feel the door knob for heat. If it is not hot, brace yourself against the door and open slightly. If you feel air pressure or a hot draft, close the door quickly.
• If corridor is clear, leave your unit, taking your key with you. Close all doors behind you and leave building by the nearest exit. Do not lock the door.
• If you encounter smoke in the corridor or stairwell, take the other stairwell. If you encounter smoke in the second stairwell, return to your unit.
If you cannot leave your unit or have returned to it because of fire or heavy smoke:
• Remain in your unit and close the door, leaving it unlocked for possible entry of a fire fighter.
• Dial 911 and tell the Fire Department where you are and then signal to fire fighters by waving a sheet at your window.
• Seal all cracks where smoke can get in by using wet towels or sheets.
• Crouch down on the floor if smoke enters the room.
• Move to the most protected room and open the window a bit for air. Close the window if smoke comes in.
• Wait to be rescued. Remain calm. Do not jump or panic.
• Listen for instructions from authorized personnel on the public address system. In general, you are also advised to:
• Know where alarm pull stations and exits are located.
• Call the Fire Department (911) immediately whenever you need assistance.
• Know the correct building address (38 Orchard View Boulevard).
Fire Prevention To prevent fires, you are advised as follows:
• Do not put burning material such as cigarettes and ashes into garbage chutes and waste containers.
• Do not put flammable liquids down garbage chutes.
• Avoid using unsafe electrical appliances and overloading outlets.
