The purpose of this policy is:
· to set out the respective responsibilities of the members and the co-op for the maintenance, repair and improvement of the co-op property;
· To establish guidelines concerning what repairs and improvements individual members may undertake within their individual units.
The policy does not deal with maintenance-related procedures that will be used to carry out the policy. The Maintenance Committee (in consultation with the Board and the co-op staff) is responsible for such procedures in place.
i) The co-op is generally responsible for routine maintenance, repair and improvement of the buildings interior, exterior and grounds in order to:
a) Ensure that buildings are structurally sound, safe and secure;
b) Provide property-related services and facilities to meet the needs of the members;
c) Keep mechanical systems and appliances in good working order; and
d) Maintain and enhance the appearance of the property.
ii) Members are generally responsible for the upkeep and cleaning of their units including:
a) Carrying out minor repairs;
b) Reporting maintenance problems to the co-op promptly;
c) Redecorating; and
d) Where applicable, grounds keeping and general maintenance of private yards.
iii) Members will be responsible for any costs resulting from repair or replacement of co-op property which is necessitated by:
a) The removal by the member of co-op-owned property or equipment;
b) Undue wear and tear caused by the member, member’s family or guests;
c) Damage caused wilfully or through negligence by the member.
i) Routine Maintenance of Interior of Unit:
a) The co-op will supply sufficient paint for the members to re-paint their units every five years. The Maintenance Committee will determine the amount of paint allowable for each size of unit.
b) The co-op will require members to re-paint their units at their own expense when it is necessary because of undue wear and tear.
c) Painting equipment and supplies, e.g. brushes, rollers, thinner and drop cloths will be supplied by the co-op for routine painting only.
d) Only surfaces previously painted may be painted. (Members are reminded that units must be returned to their original state at termination of occupancy. See Move-out Policy)
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e) Members must take due care when painting.
f) Texture spray, stucco or textured paint may not be applied to any wall.
g) Before vacating their unit, members are responsible for the repair of damage caused to walls and ceilings by picture hanging devices, ceiling hangers, etc.
h) The Maintenance Committee will assist members who are unable to do routine painting work because of illness, age or disability.
ii) Floors:
a) Members are expected, on a regular basis, to clean and maintain any and all floor coverings.
b) Any floor coverings installed by members must be installed in such a way so as not to cause permanent damage.
iii) Appliances:
a) Co-op owned appliances and their accessories belonging to the co-op may not be removed or moved from one unit to another, or replaced without prior written permission from the co-op.
b) The co-op is responsible for maintaining co-op owned appliances in working order and replacing them, as necessary.
c) Members are required, on a regular basis, to clean both the interior and exterior of their refrigerators and stoves, in accordance with the recommendations of the manufacturer. Damage to any appliance, which is caused by the failure of a member to carry out these responsibilities or otherwise caused by the member’s abuse or neglect, will be repaired by the co-op at the member’s expense.
d) Members may install additional appliances without consulting the co-op provided no structural alterations are required to do so. If structural alterations are required; they must be approved in advance by the Maintenance Committee, in accordance with Section 5 (to follow).
iv) Windows and Screens:
a) The co-op is responsible for the replacement of all broken windows and torn screens. The member will be charged for the cost of such repair if the damage is judged to be the member’s fault.
v) Pest Control:
a) In the event of a serious pest control problem in the buildings, the co-op will have the right to take such pest control measures as it considers necessary to deal with the problem. When determining what measures to take the co-op will have regard for the health of members and will provide seven (7) days prior written notice to the members before action is taken.
b) Exemptions to the general requirement that chemical pesticides be used in units will be allowed to members who obtain a letter from a doctor confirming an allergy or sensitivity to these products. Members who are exempted from the use of chemical pesticides will be required to co-operate with the implementation of an alternative method of pest control recommended by the co-op. Such exemptions will apply only to the member’s unit and not to common areas of the building.
c) Members must co-operate in the preparation of their units for the extermination services. If members are incapable of preparing for extermination services, the co-op will provide assistance.
vi) Locks:
a) The co-op will maintain all locks on entrance doors to the buildings and individual units, and will change locks when there is a change of occupancy.
b) Members may not alter the locking system of their unit without the written permission of the co-op.
c) If a lock is changed or added, a copy of the key must immediately be delivered to the co-op office.
d) If all keys to a unit are lost, the co-op will provide one new key for a nominal sum. Additional keys are cut at the member’s expense.
vii) Hazards:
a) Members are not permitted to store volatile or flammable substances within their units.
b) Smoke detectors installed by the co-op may not be painted, disconnected, or removed and will be checked annually by the co-op.
c) Members are responsible to report the failure of smoke detectors. The co-op is responsible for repairing or replacing malfunctioning smoke detectors.
viii) Move-out/Move-In Inspections:
a) On receipt of a 60-day notice from a member of intention to vacate, the co-op will carry out an inspection of that member’s unit within 30 days of the notice to vacate.
b) On completion of the inspection, the co-op will provide the member with a list of repairs required (including painting and carpet cleaning) to bring the unit up to a condition which, in the opinion of the co-op, is acceptable.
c) Where a member is responsible for repairs, a final inspection will take place on move-out day, with the member in attendance, to ensure that the repairs have been completed. If they have not been completed, the co-op will arrange for the work to be done and the member will be charged for the expenses incurred.
d) Carpets must be professionally cleaned upon move-out. The bill is the responsibility of the leaving member. An official receipt must be presented to the Maintenance Committee as proof of this work having been done.
e) The Share capital may be applied against the costs of repairs or cleaning.
f) Money on deposit will not be refunded until after the co-op has received vacant possession of the unit and will be refundable as specified by the bylaws of the co-op.
g) On move-in, a unit inspection will be carried out by the co-op in the presence of the new member. A report on the condition of the unit will be signed by both the new member and the co-op.
ix) Annual Unit Inspections;
a) As part of the preventative maintenance program, the co-op will carry out an annual inspection of all units to identify present and possible future maintenance problems.
b) The co-op will be responsible for giving each household at least one week’s advance notice of the inspection. The exact date and time will be mutually agreed upon by the co-op and the member.
c) Following the inspection, the member will be given a list of repairs (if any) required and a date for follow-up inspection will be set. If the member fails to carry out the necessary repairs, the co-op will arrange for the work to be completed and the member will be charged for the expenses incurred.
h) General:
a) The co-op is responsible for the routine maintenance, repair and periodic redecorating of all interior common areas (including meeting rooms, offices, laundry, maintenance workshop etc.).
b) The co-op will carry out annual inspections of all interior common elements.
c) The co-op is responsible for maintaining and servicing all common mechanical systems and equipment (e.g. laundry room, appliances, etc.).
d) The co-op is responsible for relamping lights in the common areas.
e) The co-op is responsible for regular testing of all safety systems, including sirens.
f) Members must not permit anything to block fire exits, stairs and corridors or public thoroughfares.
ii) Garbage:
a) Newspapers, papers, magazines and cardboard boxes may be bundled separately and left in the Cosmos collection depot provided, rather than in the regular garbage bins.
b) Large items (e.g. unwanted furniture) must be disposed of by members at the city dump.
c) The co-op is responsible for regular cleaning and spraying of garbage and storage bins.
d) Residents must place garbage in the garbage containers provided. Garbage must be contained in properly secured plastic bags.
iii) Mechanical and Electrical Systems:
a) The co-op is responsible for the routine maintenance and repair of mechanical and electrical systems to ensure their effective functioning.
b) Members are responsible
for reporting any mechanical or electrical problems (e.g. leaking faucets) to
the co-op as soon as detected.
i) Buildings:
a) The co-op is responsible for the routine maintenance, repair and improvement of the exterior of the buildings (e.g. roofing, masonry, windows, light fixtures etc.).
b) The co-op will carry out an annual inspection of the exterior and common areas of the buildings.
c) The co-op is responsible for all exterior painting.
d) The co-op is responsible for periodically cleaning the exterior and the interior of the common area windows.
e) Members in units are responsible for periodically cleaning the exterior and interior of all windows.
ii) Grounds:
a) The Co-op’s Responsibilities
The co-op is responsible for the following common area grounds maintenance:
· routine maintenance of lawns and trees
· Trees and shrubs in Common areas and in front yards of units are the property of the Co-op and all maintenance and emergency pruning of the same must be approved by the Maintenance Committee according to its established Tree Pruning Guidelines. In order to ensure consistency and correct pruning procedure, members are required to contact the Maintenance Committee chair about pruning and care of all trees and shrubs; shrubs planted by members in their own fenced yards are exempted.
· routine maintenance and improvement of driveways, steps, and walkways, including repair and resurfacing of pavement, cleaning and sweeping
· removal of litter from common lawns, walkways, parking lots and play areas
· maintenance of exterior drains
· routine maintenance repair and replacement of exterior common area lighting, including periodic relamping
· regular removal of snow and ice and sanding of common walkway, common steps and driveways
· painting and staining of fences and gates (to be done solely by the co-op in order to maintain uniform appearance)
· Repair of damaged fences. (The cost of repair will be charged to the member if the damage was caused by neglect or abuse.)
b) Members will be given at least seven (7) days prior written notification of any application of herbicides or pesticides to common green areas.
c) Members’ Responsibilities
· the reasonable maintenance and orderly appearance (lawn mowing and snow and ice removal) of their private yards and walkways leading to their units
· the erection of any structure in private backyards must receive prior written approval of the Maintenance Committee
· The Maintenance Committee will assist members unable to carry out these responsibilities due to disability, illness or age.
i) Major Renovations:
Members must receive the prior written approval of the co-op before undertaking any alteration to their units or private outdoor space which:
· involves structural changes (e.g. removing walls)
· requires a building, electrical or other permit (e.g. plumbing or electrical alterations)
· is to be left in place permanently (e.g. built-in bookcase)
· will affect the external appearance of the unit
· involves changes in the equipment (e.g. replacement of the stove)
· Alters division of space in the unit.
ii) Redecorating:
a) Any redecorating (e.g. painting, wallpaper, and installing new flooring) must have prior written approval of the Maintenance Committee.
b) When members wish to re-paint their units, they will be responsible for carrying out the work, or paying for it to be done. Members are responsible for the cost of paint when the painting is outside of routine maintenance.
c) Members repainting outside of routine painting are expected to use discretion when choosing a paint colour. When the member moves out, the cost of paint required to restore the unit to its original condition will be at the member’s expense.
d) Only surfaces previously painted may be painted.
e) Members must take due care when painting. Drop cloths or similar protective coverings must be used. Cover plates on outlets must be removed before painting, and all hardware, controls, fixtures etc. masked before painting.
f) All wallpaper must be dry-strippable and must be removed when the member vacates the unit unless the member moving in has requested, in writing, that the wallpaper be left in place. The co-op will not contribute to the cost of the wallpaper or its removal. No wallpaper or other wall finishes may be applied during the period of the 12 month construction warranty.
g) Other wall finishes such as cloth, tiles, mirrors etc. may be used only if their application will not damage the wall surface. Any damage caused by their application must be corrected by the members at their own expense, or will be deducted from their share capital, before the unit is vacated.
h) Texture spray, stucco or textured paint may not be applied to any wall or ceiling
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i) Before vacating their unit, members are responsible for the repair of damage caused to walls and ceilings by picture hanging devices, ceiling hangars, etc.
j) Any floor coverings installed by members must be installed in a way that does not cause permanent damage.
iii) Application and Approval of Alteration/Improvement Requests:
a) Application must be made to the Maintenance Committee and all information requested concerning the proposed alteration must be provided in writing.
b) The Maintenance Committee is authorized, in accordance with the terms of this Policy, to approve or reject requests and to attach such conditions to approved requests as it considers appropriate. Members may appeal to the Board of Directors if the request is turned down.
c) Alternations and improvements will be subject to a final inspection at the discretion of the Maintenance Committee.
d) The Maintenance Committee will establish guidelines to use when reviewing requests. These guidelines will be designed to ensure that any alteration undertaken is safe, meets all applicable codes and regulations, does not adversely affect the future marketability of the unit, will be of an acceptable quality and, generally, is in the interests of the co-op.
e) If the Maintenance Committee finds it necessary to employ the services of a consultant in order to determine whether an improvement request should be approved, the member submitting the request will be responsible for the costs involved. (The member will be advised of the costs and asked whether the consultant should be employed.)
f) The Maintenance Committee may require a member to pay a deposit to the co-op prior to undertaking an improvement. The deposit may be held pending and returned following satisfactory completion of the work or, in the case of a temporary but major alteration, it may be held by the co-op until the unit has been restored to its original condition.
iv) The Maintenance Committee may, from time to time, set standards of design, materials and quality of work for improvements which members carrying out improvements must meet.
v) Members are responsible for obtaining and paying for the cost of any permits required by the local municipality. The Maintenance Committee must be provided with a photocopy of any permit received.
vi) Members will not be compensated for the cost of improvements to their units unless the improvements are undertaken at the initiative of the co-op.
vii) Fixtures in place are the property of the co-op. Members may, on a temporary basis, replace co-op owned fixtures with their own, but are responsible for storing the original fixtures within their units and replacing them, in good condition, before they move out.
viii) If a member undertakes any alteration listed above, without signing a “Letter of Agreement” with the Maintenance Committee or if, at the time of final inspection, the work is judged to be unsatisfactory, the member will be required to restore the unit to its previous condition at their own expense.
ix) In the case of requests for alterations/improvements not specifically mentioned in the above sections, the Maintenance Committee should be consulted as to whether or not approval is required.
x) Member(s) may create gardens inside their fenced yards within 3 feet of the fence, within 3 feet of the fronts of their homes, and within 3 feet of their decks. The member(s) may have to cut back plants when painting or staining is done to property. Garden areas should have some shrubs or perennials or Co-op may charge for laying sod or putting in other plants. The move out charge for putting in other plants will not exceed estimate for laying sod.
In some spots, grass dies because of lack of sunlight. In these spots members may lay paving stone (stone or cement) or bricks provided the result looks good. When planting around patios the normal path out across the grass should not be dug up and turned into garden. When plants touch co-op property, (such as a fence that needs staining or other maintenance) co-op staff or members may cut back the plants to facilitate the work.
6. REIMBURSEMENT FOR EXPENDITURES BY MEMBERS:
i) The co-op will reimburse members for maintenance-related expenditures, which they have made only if they have received prior written approval of the co-op for the expenditures. This does not include alterations/improvements not undertaken at the initiative of the co-op.
ii) Members are encouraged to purchase Tenant/Home Insurance. If they choose not to do so, they are responsible for damage/injury items normally covered in such insurance policies, since these items are not covered in the co-op’s insurance policy.
Maintenance tools and supplies owned by the co-op may not be borrowed or used by members for their own use.
a) The Maintenance Committee will determine from time to time which co-op equipment, if any, may be loaned to member and on what terms.
b) Members will be responsible for loss of or damage to any equipment borrowed from the co-op while in their custody, however caused.