The updated Organizational bylaw creates new rules for the co-op and members about notices, including electronic mail / email.
It stipulates that members can sign a form consenting to notices by electronic mail and the form must state an e-mail address for notices and documents. Members can also cancel their consent or change their email address in writing.
If you have not signed a consent form, and wish the convenience of receiving email from the co-op, talk to Management about the Electronic Communication Agreement Form:
The bylaw in Article 26 outlines what can be sent by email, such as
• notices of members’ meetings, agendas and documents to be presented or discussed at a meeting
• notices about the co-op, the co-op property or co-op activities that the board or staff decides to send to all members or a large portion of the membership (such as all members on a floor) notices personal to a member or responses to e-mails from a member.
Notices and documents by e-mail are considered delivered at the time of sending.
What cannot be sent by email:
There are specific rules about what you cannot send to the co-op by email, such as
• credit check authorizations
• occupancy agreements, including all attachments, schedules and appendices
• statements of income and household composition, as applicable
• co-signer or guarantee agreements
• long-term guest agreements
• sub-occupancy agreements
• requisitions or petitions
• Directors’ Ethical Conduct Agreements, Confidentiality and Conflict of Interest Agreements
• consents to serve as Director or any similar documents such as nomination forms
• confidential information complaints
• human rights complaints
• other complaints under co-op by-laws.
The bylaw also talks about delivery of paper notices – such as handing personally to the member or another adult in the member’s unit. And it also mentions ordinary mail – Canada Post – at their co-op unit or last known address.
Only one notice or one copy of a document needs to be given for each unit.
A minor error or omission in any notice will not affect any decision made by the board or members. This includes accidentally failing to give notice or a document to someone. It also includes someone not receiving a notice or document that has been delivered or sent.
The Organizational Bylaw article 26 does not include notices about an eviction which are governed by the Occupancy By-law.