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.
- Conflict of interest rules
- Directors and officers
- Confidentiality
- Ethical conduct
- Spending and contracts
- Privacy officer
- Co-op responsibilities
- Dealing with arrears, prohibited conduct, domestic violence, eviction
- 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.
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:
June 14, 2026