Bylaw Committee Policy

Approved by the Board of Directors, January 2024.

Bylaw Committee Role

The Bylaw Committee has two functions:
– develop bylaws and policies
– member education about co-op bylaws and policies

Developing bylaws and policies

The Bylaw Committee, on behalf of the Board of Directors, ensures that the co-operative has workable and up-to-date bylaws and policies for managing the co-operative.

The Board of Directors can request that the committee develop or revise a document. This may be due to government legislative changes, Co-operative Housing Association recommendations or a gap in Woodsworth’s framework that requires the development of a bylaw or policy.

The Bylaw Committee may propose to the Board that they develop, create or update a bylaw or policy.  Legal authority to make decisions on behalf of the co-op corporation rests with the board of directors.

Either the Board must give the committee the parameters for developing the document or the Bylaw Committee must report back to the Board with a plan or scope in a timely manner.

Bylaws may be reviewed by a lawyer before approval being brought to a general members’ meeting (GMM).

Bylaws approved by the Board must be confirmed by 2/3 of votes cast by members at a general members’ meeting. Policies need a simple majority of votes. Normally, the Bylaw Committee presents the bylaw or policy to the members’ meeting.

Member education

The committee participates in member education through the co-op newsletter, website, forums and other means.

The Bylaw Committee can act as an advisor on bylaw interpretation to the Board of Directors, committees, members and Management. However this advice does not take the place of legal consultation by the Board when appropriate.

Committee Membership

The general membership can request to join the committee. The Board can assign a member or members to join the Bylaw Committee if they wish. This may be due to specialized knowledge or any other reason.

The committee will select a chairperson and a secretary. The committee may set and delegate other roles as required. The chairperson will be responsible for overall coordination of the committee, for convening meetings whenever necessary, for chairing meetings and for reporting to the Board of Directors. The Chair should share reports with the committee before submitting them. The committee must report the makeup  of the committee to the Board of Directors.

The committee will not have the ability to spend any money, authorize any expense, enter into any contract or commit the co-op to anything.  However the committee can submit a budget request for the operating budget subject to bylaws and the approval of the Board of Directors.

Committee members are responsible for attending all meetings or if unavailable, to give notice of absence, for being punctual, for performing an equal share of assigned tasks, and for contributing to decision-making. If a member misses three (3) consecutive meetings, without giving prior notification or having suitable justification, their position on the committee will be reviewed with sufficient notice to all committee members and they may be asked to resign.

All committee members would be notified of the review with at least ten (10) days notice. The vote will happen without the presence of the committee member under review. The Board will be notified if a recommendation of removal is approved by a simple majority vote. (A simple majority is more than half of the votes cast, rounding up if necessary. Abstentions and spoiled ballots are not considered votes cast.)

The quorum for committee meetings will be 50% of committee members. (i.e. of seven members, four are required, including the chair.) If requested by a committee member, the rules of order in the Organizational Bylaw will be followed.

Confidentiality, privacy and conflict of interest

This committee is not normally privy to confidential information. However, the committee members are bound by the articles of the Organizational Bylaw for confidentiality and conflict of interest.

The Bylaw Committee must report to the Board of Directors at least annually or as requested.

Approved by the Board of Directors:    January 9, 2024

Approved by the members:

Organizational Bylaw #83 – what the bylaw covers

The Bylaw Committee is very pleased that members at the general members’ meeting on May 3, 2023 approved the Organizational Bylaw by a two-thirds majority vote.

Some previous bylaws and policies were updated by the bylaw and included as part of the new bylaw.

If you are looking for:
–  The Conflict of Interest By-law, see article 19.
–  The Confidentiality Policy , see articles 20 – 23.
–  Committee Vacancies and By-election Policy, see articles 12.3 Vacancies on the Board and 17.3 (d) for committees
–  The Rules of Order, see Schedule A of this bylaw
– Staffing, see article 16
– Investments, see article 243.

The Organizational Bylaw is on the co-op website.

Additionally there are two copies in green Woodsworth binders in the Photocopy Room. You can refer to the bylaws there or use your monthly allowance to photocopy all or part of the bylaw.

Moving into and around Woodsworth: a guide to bylaws and policies

Updated:  2023-11-02

This only applies to those who are members of Woodsworth and are allowed to move into or relocate in Woodsworth, based on the Occupancy and Membership Bylaws.

Woodsworth has a number of bylaws and policies that outline the unit maintenance responsibilities of the co-operative and the members.  There may be conflicting rules. Bylaws have precedence over policies. The Board can review queries and inconsistencies.

The by-laws and policies tell you what you can expect:

  • when you move into a unit (unit condition),
  • what changes you can make or are responsible for when you are living  here, and
  • how to make improvements including painting,
  • what you are responsible for when you move out of Woodsworth or relocate to a different unit within the co-op. These apply whether you are making an internal move or moving into Woodsworth for the first time.
  • how you apply for a unit or to relocate.
Applying to relocate or request a unit in Woodsworth

There are detailed rules about allocation units and about members’ requests for relocations in the Membership Bylaw #84. For a summary, see Summary of unit allocation rules, based on Membership Bylaw #84

Please note that our external waiting list is closed. We will advertise through CHFT when it opens.

The following refer to the maintenance / physical plant.

Maintenance Bylaw

Section 3. Unit Maintenance:

Painting and wallpapering – see also Wall Covering and Paint Policy and Move-Out By-law #41
– Windows
– Floor coverings – see also Floor Covering Policy
– Appliances

Section 6. Improvements by members

e) Alterations/renovations approved by the Co-op and undertaken by a member remain the permanent property of the Co-op.

(f) Upon termination of Occupancy no compensation will be given for said alteration/renovation.

– and see also Maintenance Renovation By-law #35

Section 7. Move-outs and Move-ins – see also Move-Out By-law #41

(b) Move-Ins

i) 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.

Section 8. Inspections

Move-Out By-law #41

In the Preamble:

  • Members will not be penalized for normal wear and tear.
  • Conversely, the Co-op will make every effort to ensure that units are in reasonably acceptable condition when members move in, but will not guarantee an “as new” condition.

Section 1. Inspections
– 1.5 Any agreements between in-coming and out-going members must be documented in writing and a copy filed with the Co-op office.

Section 2. Floor and wall covering – see also:
Floor Covering policy and Wall Covering & Paint Policy (linked below)

Section 3. Renovations by the member
Sections 4 & 5 – Payment for damages, including partial payment
Section 6. Responsibilities of the co-op (to be charged outgoing member)
Section 7. Expectations of in-coming members (moving in)
The Co-op cannot restore a unit to its original condition, or guarantee a relocating member that their new unit will be in as good condition as the one which they are vacating.
-7.2 and 7.4 major deficiencies

Maintenance Renovation Bylaw  #35

Part A
About permanent approved renovations
–  4. Renovations approved by the Co-op as permanent Renovations and undertaken by a member remain the permanent property of the Co-op unless other arrangements were made at the time of the approval.
– 7. Upon termination of Occupancy, no compensation will be given for any renovation.

Part C: Types of Renovations

1. Permanent Approved Renovations
These renovations become a permanent part of the unit and the property of the Co-op. They will not be restored to previous condition for subsequent in-coming members. However, they must be well done and inspected by staff.

2. Temporary renovations

3. Bonded temporary renovations

Part D:
Specific types of renovations, such as electric, air conditioner, plumbing, dishwashers, removal of fixtures, basements, a list of some previously approved renovations.
– The section on air conditioning for the mid-rise does not reflect the new window installation over the past few years. Please consult Management.

Floor Covering Policy

Rules about wall-to-wall carpeting – installation, who owns it, etc. Approvals needed for changing co-op installed carpeting or tiling.

Wall Covering & Paint Policy

Wallpaper policies including type, moving. Painting including information about ordering paint from the office (paint ordering procedure) and paint order form.

Floor Plans

Please note that individual units may have changed somewhat. Kitchens in some units have been remodelled. For example, some 3-bedroom mews units now have an open plan second floor, not an enclosed kitchen. Floorplans do not reflect these changes.

Occupancy Bylaw

Section 3.5 (e) says that before returning the maintenance deposit, the co-op can deduct any amount which the member owes because the unit was not left in the condition required under the co-op by-laws.

Section 5 Members Units includes maintenance and repair, privacy, damage by fire.