Co-op Forms

Forms used by Woodsworth

These are all downloadable from this page. Some are also available in the Photocopy Room on the 2nd floor. Or ask staff.

Accessibility and accommodation

These forms are to be used with the procedure for requesting accommodation for residents with disabilities.
The request is completed by members. Given to Management.


Arrears and evictions

 Committees
  • Committee advance and reimbursement (finance and budget)

Committee advance and reimbursement

To be completed by committee chair or designated person and given to Management.

  • Committee request form

Committee Request Form

To be completed by one or more members and given to Management.

  • Confidentiality and Conflict of Interest Agreement

Confidentiality and conflict of interest agreement

Completed by directors and committee members. Given to Management.

  • Code of Conduct

Woodsworth Code of Conduct
Applicable to all members, volunteers and staff.


Conflict and human rights
  • Human rights complaint form

Human rights complaint form

Form for making a complaint to the co-op about a violation of the co-op’s Human Rights By-law. The Board does not have to wait for a specific complaint  but will deal with specific situations where there are reasonable grounds to believe a breach of the By-law has occurred. For more information, see the Human Rights Bylaw.
Completed by members. Given to Management or to a director. The Board deals with the complaint.

  • Incident report form

Incident report form

Member should complete it and given it to Management and / or Board.


Directors
  • Consent Form for Directors for Sharing Information

Schedule E: Consent Form for Directors for Sharing Information
Based on PIPEDA.

  • Director’s Ethical Conduct Agreement

Schedule C: Director’s Ethical Conduct Agreement
Completed by directors. 


Elections
  • Board nomination form

Nomination form for the board of directors (elections)

  • Nomination form for elected committees and delegates 

Nomination form for Committees and Delegates
Completed by candidates. Given to the Elections Committee.


Email to members from the co-op

Electronic communications agreement

This gives Woodsworth permission to email a member documents such as general members’ meeting agendas and other notices.
Completed by member, given to Management.


Membership, relocation, sublets, long-term guests
  • Occupancy Agreement

Occupancy Agreement: Schedule A, Occupancy Bylaw #82

This is signed by members when they accept a unit in Woodsworth. Those approved for membership by the Board of Directors in a member’s unit also must sign an agreement.
Completed by Management. Signed by Management and by members.

A Membership application is not available except to applicants who attend an information session hosted by the Membership Committee. Completed forms are kept on file by Management.

  • Internal relocation application form

Internal relocation request form

A request to join the internal moves list. There is an overview of  unit allocation procedures, based on the Membership Bylaw #84. For more information, see the Membership Bylaw.
Completed by members. Given to Management.


Sub-occupancy agreement 

Sublets are approved by the Board of Directors if the. sublet is for more than one (1) month. The agreement must be signed before the sub-occupancy begins. For more information see, the Occupancy Bylaw. Sub-occupancy agreement – Occupancy Bylaw #82
Completed and signed by all members in the unit and the sub-occupants. Filed with Management.


  • Long-Term Guests:

Application form: Request for long-term guest status
Completed by members. Given to Management. Approval by Board.

Long-term guest agreement
Completed by Management after Board approval. Signed by long-term guest and members in the household. Witnessed by Management.
Required for applying for membership as a resident.


Work orders – a link to online form for repairs.

Work Order Request Portal
Completed by members. Retrieved by Management.

Work Order Evaluation Form
Completed by members. Given to Management.


Board notices to members or committees
  • Notice to appear – NTA:
    These forms are for a Notice to appear for arrears or other issue.

    It  tells  a member that they must attend a Board meeting due to arrears or another reason. There are also forms to document any decision by the Board of Directors for arrears or for non-arrears situations and  official notices to the member(s) to give them of the decision to evict. The Occupancy Bylaw also has performance agreement forms for arrears and non-arrears situations.

Completed by the Corporate Secretary or designated director or Management as directed.  This may be part of an eviction procedure.

  • Request for appearance – RFA:
    This form is for a  Request for appearance at a Board meeting (RFA) to attend a Board meeting. This is not an eviction procedure.
    Completed by the Corporate Secretary or designated director or Management as directed.

 

Sub-occupancy request form

Members must use this approved form to request a sublet (sub-occupancy) if the member wants to leave the co-op temporarily, and allow someone to occupy their unit as a sub-occupant.

Once approved by the Board of Directors, the members and sub-occupants must sign the sub-occupancy agreement , witnessed by Management. See the Occupancy Bylaw for more information.

sub-occupancy request form approved by the board April 2025

Confidentiality and Conflict of Interest agreement

For directors, officers, committee members and staff members.

I copy for Board or committee chair, 1 copy for Management for filing.

Organizational Bylaw #83    Schedule B:  Confidentiality and Conflict of Interest Agreement

– Copy needed for Management files and the Board or committee.

TO: Woodsworth Housing Co-operative Inc.

I am signing this Agreement as a director, officer, committee member or staff member of the co-op.

CONFIDENTIALITY

1.    I understand that this Agreement applies to

(a).  Personal information about co-op members and applicants.

(b).   Confidential information about co-op staff.

(c).   Confidential information about the co-op or co-op business.

2.    I understand that the above is considered confidential information even if I learn about it from a source unrelated to my position with the co-op and even if it is publicly available.

3.    I will not tell anyone any confidential or personal information 

  that I know through my position with the co-op 

•. that I learn at meetings related to my position with the co-op, or

•. that I know about in any other way.

4.   I will not disclose, or permit disclosure of, any confidential or personal information in any other way.

5.    I will safeguard confidential or personal information that I may have.

6.    The only exception is when I am authorized by the board or the co-op by-laws to disclose the information. If I am not sure whether information should be kept confidential, I will ask the board for a decision about it.

7.    I agree that the above obligations apply while I have my position with the co-op and after I no longer have that position or any connection with the co-op.

8.    I will always give the board any information requested by the board. When I no longer have my position with the co-op, I will return all co-op papers and property to the co-op.

9.    While I have a position with the co-op, I will not gossip about the co-op or its members or employees.

CONFLICT OF INTEREST

10.    Whenever I am involved in a decision or action of the co-op, I will put the best interests of the co-op ahead of my personal interests and the interests of my relatives and friends.

11.    A conflict of interest is where I take part in a decision that benefits me or a relative or friend in a way that is different from most co-op members.

12.    I understand that some conflicts of interest are prohibited and some situations are manageable as stated in the Organizational By-law.

•  Prohibited conflicts. I will not become involved in any conflict of interest that is prohibited.

•. Manageable situations. If I am involved in a potential conflict that is manageable, I will follow the applicable rules as stated in the co-op’s Organizational By-law.

13.    I promise that I will declare any conflict of interest or situation that could become a conflict of interest as stated in the Organizational By-law. If there is any doubt, I will report the situation to the board, or any committee that I am on, and they will decide if it is a conflict of interest.

14.    I promise that I will abide by the conflict of interest rules and definitions in the Organizational By-law. I promise to ask if I have any questions or there is anything I don’t understand.

15.    I also agree to abide by any legal and government requirements about conflict of interest that are not included in co-op by-laws.

GENERAL

16.    I understand that this Agreement is a binding legal document and I have had the opportunity to obtain legal or other advice before signing it.

Date:  ____________________

Signature: ________________________

Print Name:  ________________________

Easier to print copy! Use the file folder icon to download.

confidentiality and conflict of interest agreement Organizational Bylaw 83