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

Accommodation for disabilities request forms

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.

Woodsworth Code of Conduct

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

Confidentiality and Conflict of Interest Agreement

Confidentiality and conflict of interest agreement
Completed by directors and committee members. Given to Management.

Nomination form for Board of Directors (elections)
Completed by candidates. Given to the Election Committee.

Voter registration form
This form was delivered to every member in September 2024 requesting information from
every member in the unit, giving their choice of either electronic voting or paper ballot and appropriate contact info. This register is maintained by the Election Committee.
Contact them at nominate@woodsworthcoop.ca

Email 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.

Finance and budget

Committee advance and reimbursement
Completed by committee chair or designated person. Given to Management.

Human rights problems

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.

Incidents and problems

Incident report form
Completed by member. Given to Management and / or Board.

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.

Membership

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.

Notices to appear and requests for appearance

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.

Relocation

Internal relocation application request

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.

Sublets

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.

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.

Internal Relocation Application Form

Return the completed form to the office to join the internal waiting list.

There is an overview of unit allocation procedures, based on the Membership Bylaw #84.

relocation request form version 4

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

Schedule E: Consent Form for Directors for Sharing Information

Schedule E: Consent Form for Directors for Sharing Information, Organizational Bylaw

Woodsworth Housing Co-operative Incorporated

CONSENT FORM – BOARD MEMBER

On January 1, 2004 the Federal Personal Information and Electronic Documents Act took effect. This Act regulates the collection, use and disclosure of personal information.

| acknowledge that Woodsworth Housing Co-operative Incorporated is required to collect and use personal information about me and that, I have provided that information voluntarily.

I understand that this information is required in order to comply with Woodsworth Housing Co- operative’s legal obligations, such as reporting the names and addresses of directors and officers to the Ministry of Consumer and Business Services and our bank.

I also understand that as a director, my photo, name and/or job title may appear on publications, in the annual report, in member mailings and on the website (if applicable). If | do not wish them to appear, | will contact the Privacy Officer who will ensure that they do not appear.

Signature
Director’s Name
Date
Witness (please print) ’ »

Schedule C: Director’s Ethical Conduct Agreement

Schedule C: Director’s Ethical Conduct Agreement, Organizational Bylaw

TO: Woodsworth Housing Co-operative Inc.

1. I agree to be a director of the co-op and to do my best to forward the interests of the co-op and the members and the other stakeholders in the co-op.

I am at least 18 years old, am not bankrupt or incapable of managing property under the Substitute Decisions Act.

Board Procedures

2. CROSS OUT ONE:

(a) I will accept notices to directors by electronic mail.
(b) I will NOT accept notices to directors by electronic mail.

DUTIES of a director

3. I will perform my duties as a director honestly, in good faith and in the best interest of the co-op rather than in my personal interest.

4. I will use the care, diligence and skill of a reasonably prudent person in performing my duties as a director.

5. I will sign and comply with the co-op’s Confidentiality and Conflict of Interest Agreement and all legal and government requirements about confidentiality, privacy and conflict of interest.

6. I will always give the board any information requested by the board. I will return confidential papers to the co-op when requested. I will delete confidential materials from my computers and electronic devices when requested. When I am no longer on the board, I will return all co-op papers and property to the co-op and I will delete confidential materials from my computers and electronic devices.

7. I will attend all board and members’ meetings unless excused by the board based on advance notice of absence.

8. I will prepare for board meetings and act constructively at all board meetings.

9. I will participate in all training programs as decided by the board, including on human rights and Ontario disabilities legislation and I will sign Schedule F Woodsworth Code of Conduct.

ACTING AS A BOARD

10. I understand that the board acts as a whole. If I disagree with something the board is considering, I will say so at a board meeting. Once the board has made a decision, I will support that decision or remain silent.

11. I understand that directors can act only by a decision at a proper board meeting. Between meetings I have no authority unless the board has given me authority to do something, such as to sign a document.

12. I understand that even if the board has given me responsibility for something, the final authority and responsibility stays with the board.

13. I understand that, if I am an officer or a member of a committee, my duties must be performed as directed by the board and within any limits set by the board.

RESPECT FOR OTHERS

14. As a director I will remain open to other points of view and options. I will not act defensively when directors or members question or disagree with my point of view.

15. I will do my best to work together with the other directors for the good of the co-op. I will not let personal dislikes or grudges affect my conduct or decisions.

16. I will never make statements which in any way harm, put down or show a lack of respect for other directors, members or staff.

17. (a) I will never make statements, take actions or harass anyone in any way that is prohibited under the Ontario Human Rights Code.

(b) I will complete OHRC training courses on the Human Rights Code, and the Accommodation for Ontarians with Disabilities Act each time I am elected. I will sign to confirm that I have completed the training.

18. I will make any complaints I may have about the co-op or the co-op’s staff only to other directors. I will bring any concerns I may have to the attention of the board.

19. I will support the co-op’s staff as they carry out their duties and not say or do anything that might cause them to lose respect among the membership or other staff.

Duties of A MEMBER

20. I will perform my duties as a co-op member. I will comply with the by-laws and policies approved by members at a members’ meeting of the co-op.

21. I will not be in arrears while I am a director.

I have read and understood this Agreement and I agree that I will follow it. I understand that, if I break this Agreement, the board of directors can follow the procedure stated in the Organizational By-law to remove me as a director.

Date: ________________________

Signature: _______________________________

Print name: _________________________________