Category: Board of Directors

Subtopic in Board & Administration

Addressing bylaw breaches: relevant provisions and possible actions by the co-op

From the Organizational, Occupancy and Spending Bylaws

This guide summarizes key bylaw provisions and the procedures that may apply in response to bylaw breaches and problems. It covers topics such as conflicts of interest, conduct, confidentiality, privacy, occupancy, and other related matters. It is intended as a reference only and does not replace the full bylaws.

  1. Conflict of interest rules
  2. Directors and officers
  3. Confidentiality
  4. Ethical conduct
  5. Spending and contracts
  6. Privacy officer
  7. Co-op responsibilities
  8. Dealing with arrears, prohibited conduct, domestic violence, eviction
  9. Maintenance bylaws – Moving into and around Woodsworth

1. Conflict of interest rules

(Organizational Bylaw, Article 19)

The rules in this article are to help avoid conflicts of interest and to have fair ways to deal with them. They apply in addition to the requirements of the Co-op Act and other legal and government requirements.

(Source: Organizational Bylaw, Article 19.10)

Members, directors, and staff must avoid situations where personal interests could interfere with their co-op duties.

1.1  Manageable and prohibited conflicts

(Organizational Bylaw, Article 19.4)

Rules for directors, officers, committee members, staff.

1.2. Members’ Conflict of Interest

(Organizational Bylaw, Article 19.9)

At members’ meetings, all members can discuss and vote as they wish, even if they have a conflict of
interest. Members are encouraged to declare the conflict of interest before taking part in the discussion.
Members should try to act in the best interests of the co-op as a whole

1. 3   What the Board can do – proof

The Board may ask for documents or proof to confirm compliance.
People must fully cooperate and provide requested information.

Important

Refusing or failing to provide information may be treated as a bylaw violation.
It may also be taken as evidence of non-compliance.

1.4  Organizational Bylaw, Schedule B: Confidentiality and Conflict of Interest Agreement

Agreement to be signed by directors, officers, committee members and staff member sof the co-op.

2. Directors and Officers

2.1  Standards for Directors

(Organizational Bylaw Articles 10.1 and 10.2. Standard of Care and Performance of Directors’ Duties)

Standards of care required for a director are stated in the Co-op Act and other laws. A director must
act honestly, in good faith and in the best interests of the co-op rather than in the director’s personal interest, and ïo use the care, diligence and skill of a reasonably prudent person.

2.2. Performance of Directors’ Duties

Each director must

  • attend all board and members’ meetings unless excused by the board based on advance notice of
  • absence or later information if advance notice was not possible
  • prepare for all meetings
  • comply with the co-op by-laws and with board decisions, and
  • comply with the Directors’ Ethical Conduct Agreement and the Confidentiality and Conflict of Interest Agreement.


2.3  Removing a Director

Section 12.2 deals with removing a director. When a director is also an officer, removal as a director automatically includes removal as an officer.

(Source: Organizational Bylaw, Article 12.2)

A director can be removed in several ways:

By Members

Members can vote to remove a director at a general meeting
Written notice must be given in advance
A majority vote is required

By Board Recommendation

The Board may recommend removal if a director:

  • Does not meet expected standards
  • Fails to carry out duties

Process includes:

Written notice to the director (at least 10 days)
The director can attend and speak
The Board votes without the director present
Members make the final decision

Temporary Restrictions

If removal is recommended:
The director cannot attend Board meetings
They do not count toward quorum
They do not receive Board documents

Immediate Removal

A director with a serious conflict of interest can be removed immediately by the Board without member approval.

2.4  Removing an officer

(Organizational Bylaw, Article 13.4)

The Board can remove officers at any time.At least 3 days’ written notice must be given. The officer can attend and speak at the meeting. The Board votes without the officer present. A replacement can be appointed right away.

3. Confidentiality

(Organizational Bylaw, Article 20.5 Limiting disclosure)

3.1  What must be kept private

  • Board matters
  • Personal information
  • Sensitive co-op information

3.2. Key rules

Everyone must keep confidential information private, even after leaving the co-op or their role
It does not matter how the information was obtained

3.3. Breaking confidentiality

(Organizational Bylaw, Article 20.5 (c))

Unauthorized disclosure can lead to:

  • Eviction
  • Removal from the Board
  • Job termination
  • Legal action

The Board considers:

  • How sensitive the information is
  • How serious or repeated the breach is
  • Who was affected

4. Ethical conduct

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

Directors must follow an ethical conduct agreement.
Breaking it may lead to removal from the Board.

5. Spending and contracts

5.1. No personal benefit: about conflict of interest

(Spending Bylaw, Article 3.1)

No person may initiate, approve or take part in any decision regarding an expense, purchase
or contract, where the person benefits in a way that is not available to other members. In such
circumstances, members must follow the conflict of interest articles in the Organizational By-
law (Article 19).

Individual members, staff and committees of the Co-op may not authorize expenditures or
otherwise make financial commitments on behalf of the Co-op unless the board has given
them explicit authority to do so. See Organizational Bylaw Article 17.4 Committees.

Spending will also follow the Occupancy Bylaw (Article 17.4, Co-op employees) and the Orga-
nizational Bylaw (Article 18, No Payment of directors or officers).

5.2. Important contract rules – Article 11.4 (c)

Large contracts must allow the co-op to cancel if conflict-of-interest rules are broken.
Contracts do not renew automatically.

5.3. Bidding rules

(Spending Bylaw, Article 11.4. Bids and quotes: rules for all spending except routine or non-discretionary)

Anyone involved in bids must sign confidentiality agreements.
Extra forms may be required for compliance.

(Spending Bylaw: Attachment A: Confidentiality Agreement – Bids and contracts)

6. Privacy officer

(Organizational Bylaw Article 22)

The Board appoints a Privacy Officer (PIPEDA).
The Privacy Officer helps ensure privacy laws are followed.
They advise on privacy issues but:
– Do not manage staff
– Do not make spending decisions

7. Co-op responsibilities

(Occupancy Bylaw, Articles 7.6, 7.7)

7.1  Behaviour and enforcement

The co-op may respond to complaints like harassment, violence, or other rule-breaking.
The co-op is not required to act in every case, but will assess each situation carefully.
Police or outside agencies may be contacted when needed.
Criticism of the co-op (if reasonable and respectful) is not harassment.

7.2  Human Rights

(Occupancy Bylaw, Article 7.2)

Co-op members must respect the human rights of other members of these communities. Co-op members must obey the Ontario Human Rights Code and not do anything that would discriminate against or harass any other member of these communities in a way that would breach the Human Rights Code. Co-op members must strive for an environment at the co-op that is fair, inclusive and respectful of people’s dignity.

(Human Rights Bylaw, Article 3)

The co-op will deal with complaints about a breach of Human Rights By-law as stated in this By-law. The board of directors will deal with situations that it becomes aware of whether or not there is a specific complaint, but where there are reasonable grounds to believe a breach of the By-law has occurred.

7.3  Responsibility for others

(Occupancy Bylaw, Article 7.8)

Members are responsible for:

  • People living in their household
  • Guests they invite or allow on co-op property

If they break rules:

  • The member may face consequences.
  • The member may be responsible for damage or eviction outcomes.

7.4  Proof of compliance with bylaws or policies

(Occupancy Bylaw, Article 17.7)

Members may be asked to show proof of:

  • Living in their unit as a primary residence
  • Household income or composition (if required)
  • Guest or sub-occupancy arrangements
  • Other compliance matters

If members do not provide proof:
It may be treated as non-compliance

8.  Dealing with arrears, prohibited conduct, domestic violence, eviction

(Occupancy Bylaw, Article 11, Dealing with arrears)

8.1  The board of directors can evict a member if the member owes housing charges to the co-op. Non-payment, late payment, persistent late payment, advance notice of lateness, replacement of payment, arrears payment agreements.

8.2  Directors and arrears

(Occupancy Bylaw, Article 11.5 No director arrears)

A director must not owe any money to the co-op other than future payments for a member deposit. A director must have a signed payment agreement for these payments.

8.3.  Prohibited conduct

(Occupancy Bylaw, Article 7.1. Prohibited conduct)

The co-op is a community which includes all the residents, visitors and staff. It is also part of the larger neighbourhood community. Co-op members must not harass, obstruct, coerce, threaten or interfere with any other member of these communities. Co-op members must not make or allow any noise, nuisance or other act that unreasonably disturbs or interferes with any other member of these communities. Co-op members must not commit any illegal act in their units or on co-op property.

8.4. Violence

(Occupancy Bylaw, Article 7.3. Violence)

Co-op members must not commit violence against any other member of these communities. Violence can be real or threatened. Violence can be physical, psychological or sexual. Child abuse is a kind of violence. Violence against another person in the same household is domestic violence.

8.5. Domestic violence

(Occupancy Bylaw, Article 7.4. Domestic violence not tolerated)

The co-op does not tolerate domestic violence. It will try to assist victims of domestic violence. Members who engage in domestic violence may be evicted.

8.6. Eviction

(Occupancy Bylaw, Article 12.1. Eviction)

The board of directors can evict a member if the member has broken the by-laws in a way the board considers serious or someone the member is responsible for under the by-laws has done so. This includes repeated serious breaches of the by-laws even if the situation was corrected after notice was given.

8.7. Alternatives when dealing with problems

(Occupancy Bylaw, Article 14)

The board of directors can take steps to deal with issues without eviction. These could happen after a Notice to Appear was issued or without a Notice to Appear. Some examples are:

  • mediation, which could be paid for by the co-op
  • limiting access by a member or another person to the co-op staff or office or other parts of co-op property or requiring different ways of access
  • limiting or prohibiting access by non-residents to co-op property
  • limiting contact between certain households or household members
  • sending a warning letter
  • signing an arrears payment agreement
  • signing a performance agreement
  • having a conditional eviction decision

8.8  Guideline for Prohibited Conduct

At its August 19, 2020 meeting, the Board approved a guideline to address prohibited conduct, recognizing that some situations require responses other than eviction. The guideline draws on provisions from CHFC’s model Occupancy Bylaw (version 2) that are not currently included in the co-op’s Occupancy Bylaw. It provides additional tools for addressing problematic behaviour, including measures such as issuing no-trespass notices.

Guideline for Prohibited Conduct: Board policy 2020

8.9  Co-op action limits

(Occupancy Bylaw, Article 12.4. Limits of Action by Co-op)

The co-op is not required to take action in every situation.
The Board considers evidence, fairness, and cost before acting.
The co-op is generally not responsible for misconduct by members or guests unless acting officially.

9.  Maintenance bylaws – Moving into and around Woodsworth

Woodsworth has bylaws and polices related to what members can and cannot do to their units. The bylaws also include about expected condition on moves and charging members for damage or unapproved renovations. This document is a guide to finding the information in the Maintenance, Move-Out, and Maintenance Renovation Bylaws.

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

Sources:

Human Rights Bylaw

Occupancy Bylaw

Organizational Bylaw

Spending Bylaw

June 14, 2026

Request for Appearance (RFA) Form

Approved by Woodsworth Board of Directors on July 2, 2024.
Version 1.0

This form is issued to invite a Woodsworth Coop member or members to speak to the Board of Directors.

This form is not a Notice to Appear (NTA) i.e., this form is not being issued to discuss ending the below mentioned member or members occupancy rights and evicting them. For more information on NTAs please see Occupancy Bylaw #82.

Guides to Woodsworth’s bylaws and policies

Many topics are addressed in more than one bylaw or policy. These guides consolidate the relevant articles and policy provisions into a single, organized article, while preserving the original language wherever possible. They are intended to help members understand how Woodsworth’s bylaws and policies apply to specific topics.

Explainers and overviews of bylaws – Primarily, Occupancy, Organizational, Membership (member approval and unit allocation)  but also subsidy and emergency financial assistance, human rights and accommodation, maintenance including Move-Out and renovation, and finance-related such as Spending Bylaw and Investment Policy.

The guides are provided for convenience only. The official bylaws and policies remain the authoritative source. Please refer to the bylaws and policies available online.

Accessible housing and human rights

Accessibility

This overview of Woodsworth accessibility regulations was developed by the Board of Directors. Woodsworth has a Human Rights Bylaw and an Accommodation policy for residents with disabilities and are bound by the Ontario laws as well.

Accessible housing and accommodation for disabilities

Accommodation is part of human rights legislation. Woodsworth has created a policy, procedures and application forms.

Accommodation policy, procedures, forms, guide to the accommodation policy for disabilities.

Human rights

Woodsworth must follow human rights legislation. To make it easier, the co-op adopted a bylaw and created a human rights complaint form.

Priority internal waiting list and priority relocation

Based on Membership Bylaw (Member Approval and Unit Allocation).

This guide explains Woodsworth’s Priority Waiting List for members experiencing medical or disability-related accommodation needs, severe financial hardship, or domestic violence. It outlines eligibility requirements, the documentation needed to support an application, and the process for requesting a priority move and the request form.

Wheelchair adapted units

From the Membership (Member Approval and Unit Allocation) Bylaw, Article 9

Democratic functioning, finances, participation

Addressing bylaw breaches: relevant provisions and possible actions by the co-op

From the Organizational, Occupancy and Spending Bylaws.

This guide provides a reference to key bylaw provisions concerning bylaw breaches and related procedures. It helps users locate and understand rules addressing issues such as conflicts of interest, conduct, confidentiality, privacy, and occupancy. It is a guide only and does not replace the full bylaws.

Annual budgets, housing charges and reserves

This explainer is based on the Occupancy, Organizational and Spending Bylaws and the Investment Policy.  

Members’ authority and role, board responsibilities, operating and capital budgets, confidentiality, member approval and authority, notice and delivery requirements, changes in housing charges, emergency spending, reserves.

Board liaisons – their role and responsibilities

This document expands on our bylaws and aligns with usual co-op practice for clarity and guidance; it is not a formal co-op policy.

Liaisons are selected from the Board of Directors according to the directors’ specific skill sets and interests. This selection process typically occurs concurrently with the appointment of officers. Liaisons report to the Board and have no independent decision making powers.

Board of Directors – key tasks and responsibilities

This guide summarizes the Board’s key responsibilities and powers under Woodsworth’s bylaws and related policies, including governance, Board operations, financial oversight, management, legal and ethical obligations, membership and occupancy matters, and staffing responsibilities. References to source documents are included throughout.

Board of Directors and Management – correspondence

From the Board of Directors, October 2025
and from Management, The Weekly, November 2, 2025

This guide explains how correspondence is handled at Woodsworth, including when to contact the Office, Board, or committees, how escalations work, where to find forms and assistance programs, and expectations for respectful communication.

Election bylaw articles (Organizational Bylaw)

The relevant articles from the Organizational Bylaw, Occupancy Bylaw, Membership Bylaw. Includes the role of the Election Committee, the procedures, who can run, etc.

Financial oversight and reporting to members

Based on the Spending Bylaw with references to the bylaw.

Our bylaws, especially our Spending Bylaw #90 describe how the Board of Directors must inform members about co-op finances.

Participation: what the bylaws say about members and directors

Outlines the rules in the Occupancy, Membership and Organizational Bylaws.

See also Members’ meetings (below)

Subsidy and housing charge support

Based on the Housing Charge Subsidy Bylaw and the Emergency Housing Charge Assistance Policy

What the bylaws and policies say about housing charge subsidy

Maintenance

Backyards and decks – what the bylaws say

A summary organized by bylaw. Back yards and gardens had no structures in 1979. No decks, no patios. Just grass. Some members chose to build wood decks (with permission) and some put patio stones. Some did nothing. Any backyard construction and planting was done at the members’ own cost. The co-op looks for safety issues.

Maintenance: moving into and around Woodsworth – a guide to bylaws and policies

A summary organized by bylaw – maintenance, move-out, and maintenance renovation bylaws.

The maintenance bylaws place responsibility on both the Co-op and members: the Co-op maintains common areas, building systems, and major repairs, while members are responsible for day-to-day care of their units, obtaining approval for alterations, reporting problems promptly, and ensuring units are left in reasonable condition at move-out.  The bylaws also explain the the co-op does not penalize for normal wear and tear but also how the co-op should charge for damage or unapproved changes to the unit.

Unit condition, inspections on move-out, damages, and move-ins – from the bylaws

This overview is based on the Move-Out Bylaw with some additions from the Maintenance and Membership Bylaws.

Key information about moves with quotes from our bylaws.
1. Unit condition
2. Inspections
3. Maintenance deposit
4. Payment for damages
5. Expectations of incoming members
6. Alterations by members
7. Moving dates

Management

What the Bylaws and Policies say about management and staff

This document brings together the parts of Woodsworth’s bylaws and policies that relate to management’s role and tasks. The original bylaw wording is included to help both management and members understand what the bylaws require and how responsibilities are assigned.

Management reports to the Board, and the directors may make other assignments for management. The maintenance and membership bylaws provide the most detail about staff responsibilities connected to property management and unit turnover. The Membership and Occupancy bylaws address member records, unit allocations, and waiting lists, including arrears within the Occupancy bylaw.

Members’ meetings

Meeting process guide (GMM, AGM)

This Board-developed guide explains decisions the board must take when planning a GMM, setup for the meeting and how meetings function in a hybrid fashion (in person and online).
NOTE:  The Board of Directors will be reviewing part of this process guide. October 2026.

Member meetings at Woodsworth – a summary of the bylaws

Based on the Organizational Bylaw

– Attendance
– Notices and agendas
– Quorum
– Participation
– How meetings operate
– Voting
– Member authority

Members’ meetings rules of order – quick reference

Based on Schedule A, Organizational Bylaw

A simplified overview of the basic rules of order for meetings as an aid to chairs and participating members. The Organizational Bylaw also says that these Rules of Order replace any other rules, including Roberts’ Rules.

There are some differences about voting, quorum, etc. for Board of Directors’ meetings. See Board of Directors – key tasks and responsibilities, item 2 (b).

Membership, moving in, relocation, moving out, unit allocation and waiting lists

These are based on the Occupancy and Membership (member approval and unit allocation) bylaws.

Some are aimed at individuals (members and applicants) and some are especially helpful to Management.

Becoming a member – membership guide

Based on the Membership (Member Approval and Unit Allocation) and Occupancy Bylaws

Covers internal applicants (teens (turning 16s), long-term guests (LTGs), and returning members as well as external applicants who don’t already live in Woodsworth or have previously lived in Woodsworth.

Households, occupancy standards and unit sizes

Based on the Occupancy and Membership Bylaws.

A Woodsworth household includes only people who have official approval and status under the co-op’s bylaws.
– Who is part of the household
– Who is not part of the household
– Rights of people who are not members
– Children and young people up to age sixteen (16)
– Casual guests
– Sub-occupants
– Unit selection and relocation – occupancy standards

Long-term guests and approval to live in Woodsworth

Based on the Occupancy and Membership (Member Approval and Unit Allocation) Bylaw

A Long-Term Guest (LTG) is someone who is not a Woodsworth member but has been formally approved by the Board of Directors to live in a member’s household. This webpage outlines the rules for long-term guests under the bylaws and includes links to the request form and long-term guest agreement signed after Board approval.

Moving out, notice requirements, vacating the unit, and withdrawing from membership

The Occupancy Bylaw has instructions for members and Management about moving out procedures.

Membership and occupancy are linked. Includes death of a member and move-outs of part of a household.

– Membership and occupancy are linked. Move out and your rights to membership end.
– Notice Requirements for Moving Out (Occupancy Bylaw, Article 10.2)
– Vacating the unit
– When only some household members move out
– Death of a member (Occupancy Bylaw, Article 10.4)
– Member rights after moving out
– Last Month’s Housing Charge Deposit and Maintenance Deposit
– Move-out standards
– Temporary absences and sublets
– Moving within Woodsworth

New members:  external waiting lists and moving into Woodsworth

An explainer based on the Occupancy and the Membership (Member Approval and Unit Allocation) Bylaws.

At this time (June 2026), Woodsworth’s external waiting list is closed to new applicants.  Please watch the Co-op Housing Federation of Toronto’s list for any change.

This document gives members moving into the co-op relevant information. For specific questions about your contact information or your position on the waiting list, please contact Management.

Principal residence, absence, sublets, home businesses

From the Occupancy Bylaw

– Principal residence and absence (proof of residency from Membership Bylaw)
– Sub-occupancy (sublets) – Occupancy Bylaw
– No short term rentals – Occupancy Bylaw
– Home businesses

Relocation, the internal waiting list and unit allocation

An explainer based on the Membership (Member Approval and Unit Allocation) and Occupancy Bylaws.

If you’re thinking about relocating, make sure your form is up to date.

Accurate information helps ensure:
– You don’t miss an offer
– You don’t receive offers for units you no longer want or qualify for
– You avoid unnecessary refusals

1. Who can join the Internal Waiting List?
2. Additional eligibility restrictions.
3. Occupancy standards.
4. Choosing unit preferences
5. How units are offered
6. Offers, refusals and contact rules
7.  Move-in timelines for internal relocations
8. After you accept a unit
9. When should you update your Internal Relocation Form?
10. Where to get the form
11. Recommended sources for details

Returning members: about former members re-applying to Woodsworth

An explainer based on the Membership (Member Approval and Unit Allocation) Bylaw.

For members who have moved out of Woodsworth and wish to return, based on the Membership Bylaw. See especially the requirements about eligibility.
See Membership (Member Approval and Unit Allocation) Bylaw, Article 2.3.5. Returning members applying as internal applicants

Teens, become a member when you turn 16

This guide explains how young adults can become members of Woodsworth Co-op, based on the Membership and Occupancy Bylaws.

It covers who is eligible, how the approval process works, and the benefits and responsibilities of membership.

As a member, you can vote at general meetings, run in most co-op elections (you must be 18 or older to serve on the Board), and apply for your own unit after two years of membership. Membership also means being part of the co-op community—respecting its values, supporting diversity, and taking part in meetings and other co-op activities.

Unit allocation procedures – internal and external waiting lists

Based on Membership (Member Approval and Unit Allocation) Bylaw #84

This guide explains Woodsworth’s procedures for internal and external waiting lists and unit allocations. It covers relocation requests, occupancy standards, unit offers and timelines, move-in requirements, special priority situations, and Management’s role in the process. It is intended as a practical reference for Management and anyone seeking to understand how units are allocated.

See also:

Unit condition, inspections on move-out, damages, and move-ins – from the bylaws.

This overview is based on the Move-Out Bylaw with some additions from the Maintenance and Membership Bylaws.

Waiting lists: alternating between internal and external waiting lists – unit allocation

This is based on the Membership (Member Approval and Unit Allocation) Bylaw Article 4.1].  Management must follow the bylaw when units become available.

Woodsworth alternates between internal and external waiting lists for units of the same size.

Read complete bylaws and policies here.