Compiled by Jill, Daphne
Updated June 7, 2023
Glossary
Scope of work. This means the contractual work and budget agreed to by the board, then agreed to by the members at a capital project GMM.
Change orders are added requests that have not been included in scope of work. The costs of these must be added to the agreed budget.
Who is responsible for the renovation
Homestarts is not managing the renovation, so members should not be calling the office looking for answers about the renovation or making complaints.
CMS Building Consultants supervises Winford Construction. Patrick Arendse is the Capital Projects Coordinator, an independent contractor, hired by the co-op and he works with CMS and reports to the board.
Why can’t I refuse this renovation?
Members may collectively own the Co-op as a whole; an individual co-op member does not privately own the unit they occupy. Members cannot opt out of capital project renovations or disrupt them, especially since the repairs are meant to prevent the further deterioration of co-op property.
Schedules
When will my renovation take place?
The project schedule has been posted in the lobby showing the date that your unit renovation will take place. Merely find your unit number, then slide your finger over to the right to find your date. Please note that as the projects progress the schedules may be modified, so continue to check the lobby schedules for any changes.
How long will the renovation take?
The estimated work duration for the ventilation is approximately two weeks, and for the kitchens, up to three weeks. That being said, even when the active work has been completed there still may need to be another visit for inspection purposes and then for the drywall and painting to be finished.
Why is there weekend work by the contractors?
To deal with delays to the schedules, and in order to finish the entire project on time, Winford prefers to work through weekends. The Board has agreed that members may be asked if they will accept renovations to be done in their units on weekends but they have the right to refuse. Many members agree because they want the renovations to be done as quickly as possible.
Why are there changes to the project schedules?
Some changes are caused by supply chain delays of materials.
Some scheduled renovations do not take place due to unforeseen circumstances such as member illness.
Some members have refused access to the contractors and the work is carried forward causing disruptions to the schedule and a great expense to the co-op. Members refusing access may be charged for this extra work.
What is the schedule of work?
There are multiple units being done at the same time up and down the building. Crew with different skill sets and credentials will renovate part of the unit, then go to the next. Later, they will come back to do some more and so on. Different crews work on the various steps of the project.
The basic steps involved for the ventilation are as follows: unit preparation, drywall cutting, duct work, electrical work, inspection, drywall repair, and painting. The painting will only be done in the areas directly affected by the work. It will be white in colour unless a paint of another colour is left available by the member(s) with instruction to use it.
Members can requisition the office in advance for their paint colour (1 gallon for kitchens and 1 pint for ventilation touch-ups.) Please be sure to have it ready by the time your renovation is being completed so that the workers can apply it. The office will provide you with the paint-chip book and you can notify them what colours you need. The contractors will then paint the repaired area in your chosen colour. The contractors will not paint other walls.
Members can expect at least two visits from Patrick and/or contractors for the ventilation, and three for the kitchen. Preliminary visits are necessary in order to take accurate measurements for the materials to be used.
Getting Ready
What am I supposed to do to get ready?
Be ready. That means clearing areas before the contractors arrive and leaving an area at least 3’ clear under the bulkheads.
Kitchen Renovation:
1. The kitchen must be completely cleared of all personal belongings
2. Store all your belongings including any valuables, away from the work site.
3. Members must provide a clear path to the kitchen so workers can enter and work safely.
Please check your Kitchen Renovation Notice of Entry for all the details.
Kitchen Ventilation:
1. Clear the area/cabinets above the stove and cabinets where the bulkheads meet
2. Clear 3 feet of space under the bulkhead
3. Clear the floor of all tripping hazards
What about my appliances?
Your refrigerator will be moved into another area of your unit and plugged in for your use. The fridge does not have to be completely emptied before it is moved, but please ensure that you remove anything that may spill or break. Check the fridge every night to make sure it is plugged overnight. The stove will be moved and will not be able to be used, but you may use the stove in the Penthouse Room.
Ventilation:
Bathroom:
1. Clear the area where the exhaust vent is located
2. Clear floor of all tripping hazards
3. Clear any personal items from countertops
The contractors will drape plastic over your sink and toilet area, which may be rolled-back for use at the end of the day.
Bedroom (in 1-bedroom apartments only):
1. Clear three feet from the wall under the bulkhead
2. Clear the closet area on the bulkhead side (You don’t need to completely clear the closet but keep in mind that there will be dust)
3. Clear a three feet path for the contractor to walk to the bulkhead
If you need help please contact Patrick to make arrangements.
The contractors will drape doorways leading into non-renovated areas. It is recommended that members cover all furniture, computers and tv with plastic sheeting.
Living / Dining room:
1. Clear three feet from the wall that has a bulkhead
2. Clear all ornaments from that area
3. Clear all hanging picture frames from that area
4. Clear all tripping hazards from this area
Will the co-op provide me with any materials?
The co-op will provide you with boxes, bubble wrap and assistance, if requested. Contact Patrick Arendse
Do I have to remove anything off the walls?
Please remove any paintings or ornaments that are hanging on the walls that might fall because of construction vibrations. Please store all valuables in a safe place while work is done. Sometimes, the workers may remove light fixtures if they are in the work-area. The co-op is not responsible for damage to belongings if they are not removed from the work area.
Will my carpets/rugs be protected?
Please clear the path from your front door to the areas where the ventilation work will be done. The contractors will lay sheeting over floors/rugs where they walk, which will be removed at the end of the day.
Can we lay our own materials over our carpets/rugs?
Members are welcome to lay their own materials to cover the floor, but they may not stand up to the frequent impact of heavy, steel-toed boots worn by the contractors. The workers do cover the floors that they walk on.
Doors and accessibility
Is my door locked when there is no work being done?
When the contractors are working intermittently in a unit, they will keep the door closed but unlocked. This is to allow them to work on several units together. The door is locked at the end of the work day, 6:00 p.m. to 6:30 p.m. For your security and comfort, you may want to ask a neighbour to check that your door is closed throughout the day if you’re not going to be there.
Members will be notified if the workers are returning that day, or if no work is to be done on a day within the specified schedule.
Please note that the date on your Notice of Entry may be shifted to the next day if your unit is at the end of the assembly line of units being done on a given day.
What time does the renovation start and can I stay in my unit?
All members must provide access to the contractors between 9:00 a.m. and 6:00 p.m. Any delays by the member results in weekend work, which is a “change order” and costs the Co-op (and subsequently, the member) money. While you can stay in your unit, it is not recommended as the work is very noisy and dusty. The penthouse room is available for members. Or you may ask your friends to stay at their place. The renovation ends each day at 6:00 p.m.
Can I go into the areas that are being renovated during the day?
No, for member safety, members may not go into the areas being renovated during the day. The Penthouse public space has been spruced up in order to offer it to members who may need to escape the noise and dust of the renovations. It comes equipped with appliances such as a microwave and coffee maker, as well as a fridge, stove, television, and wi-fi. It even comes with a binder of instructions of how to use the devices. There has been an additional kitchenette and furniture provided for your comfort and convenience.
What should I do with my pets?
All pets should be contained.
Pets are allowed in the penthouse room but must be on a leash and controlled at all times.
I’ve noticed that the elevators are often left on service – why is that?
On Monday, Tuesday and Friday, one elevator is put on service. On Call will check the elevators after 6 p.m. and put the elevators back-in-service.
Safety Issues
Is there asbestos in my unit, specifically the popcorn ceiling?
There is asbestos in the popcorn ceilings but members should be aware that an analysis conducted a few years ago showed it is the lowest level. The majority of the ventilation renovations will not disturb the popcorn ceiling but sometimes, the contractors cut into it to accommodate the ventilation pipes. The workers have received training in asbestos-handling and follow procedures before, during and after cutting.
ECOH (testing company) conducted tests in some townhouses in May 2023 and advised that there is no concern or hazard to the tenants with respect to asbestos fibres in the air as a result of the townhouse renovations . The fibre levels are well below the occupational exposure limit and the clearance limit under Ontario Regulation 278/05.
In the coming weeks there will be more ECOH asbestos testing in the midrise building as necessary.
Why do the contractors leave the bulkhead areas open?
The bulkhead areas are open while the work is being done and for the city inspection to approve. Inside the cavity, members can see the concrete ceiling and wall as well as pipes. There are no contaminants inside the cavity. If you have any concern please contact Patrick
What about the dust?
The contractors will open windows and/or doors to aid ventilation during renovation. The co-op will be providing air filter units to members with health issues that request them during their renovation. Air filter units will also be placed in the halls where the renovation work is taking place. Recommendations for dealing with dust in individual units include opening windows and running fans that are directing the air toward the outdoors.
When the coring takes place (zoom boom outside units), there is significant dust, and it is strongly recommended that neighbouring units close their windows and stay inside from their balconies and terraces.
Once kitchen ventilation is finished, are rooms thoroughly vacuumed and stairwell and carpets shampooed?
Are kitchen cupboards hygienically clean for kitchen items to be reinserted or do we have to bring in a cleaner to clean and sanitize?
The crew, on completion, remove all drapes, trash and as much visible dust as possible. This is normal construction practice. Further thorough cleaning is not part of the scope of work.
Member Requests
I have an old dishwasher – can I use it in my new kitchen?
It is unlikely, as newer faucets do not match older equipment. As part of the kitchen renovation, dishwasher connections are provided and capped-off for future installations should a member wish to install a dishwasher at a later date. Please contact Patrick
Why can’t I make changes to the plan for my unit?
Customization was not part of the project design because it increases costs substantially. The contracts (based on the member-approved budget) were signed last fall. Since then, an enormous amount of work by the engineer and the contractor has already taken place, and the contracts can’t be substantially altered without risking significant monetary and legal repercussions. Requests for customization from members also cause delays in the scheduled work. We urge members to refrain from making such requests.
Why are some members having extra work done?
There are three reasons:
1. Some members have requested disability accommodations which the co-op is legally obligated to process. Members must fill out an Accommodation Request form and submit it to the manager with supporting medical documentation. The board makes a final decision.
2. Each unit is individual and as the contractors are doing the work, they sometimes discover that changes need to be made. This may be moving an outlet, a change to a cabinet or a removal of a heating panel. These are added to the budget.
3. Under Woodsworth’s Maintenance Bylaw, members have the right to request renovations to their units from the Board. These requests for changes must follow the procedures laid out in that Bylaw. Costs are assumed by the member, and an application to the City of Toronto for permits and inspections, as well as the Electrical Safety Association are needed for approval. The approval process can increase costs significantly because seemingly simple changes as upgrades must comply with ESA standards. Needless to say, such requests disrupt the projects and cause delays. We urge members to wait until the end of the projects to make renovation requests.
Any such change orders which are outside the scope of work must be covered by the member.
Can the contractors help me?
No, the contractors are here to do the work, they are not here to answer member questions. Please do not interfere with their time as that impacts the Co-op budget. Address your questions to Patrick
Please note that Woodsworth has a legal duty to provide a safe work environment for all staff and contractors. Members must refrain from any threatening or harassing behaviour. They must also not violate the Human Rights Code. If members engage in discriminatory behaviour towards the workers, it puts Woodsworth at serious risk of legal action. The Board will swiftly address any reports of harassment or discrimination.
Deficiencies
There are some things incomplete in my renovation – what do I do about that?
All deficiencies should be reported to the Renovation Email address within two weeks of the completion of the renovation. Deficiencies include such things as shelves missing, handles missing, holes in walls – anything that needs to be remedied.
Complaints
How do I lodge a complaint?
Send your complaint to renovation email address
What if I don’t use email?
How do we communicate with the project coordinator Patrick and/or the Renovations team?
In addition to email, members will have a pre renovation meeting with Patrick for measurements, to apprise the members of what they need to do to ready their unit and to answer any concerns.
If members have concerns but no email, Patrick is on site Mon.Tues.Wed.and Friday afternoons and Thursday from 7.30am to 4pm. You may see him in the outer office on the second floor between his visits to units. If all else fails, you can write your question and put in office mailbox labeled ‘Attention Patrick’.
Some new questions may need to go to the Renovations team for discussion at the biweekly meetings. Patrick will pass those questions on to the team. We will do our best to keep members informed via the Weekly
See also Part 2 of the FAQ.