This explainer is based on the Occupancy, Organizational and Spending Bylaws and the Investment Policy.
Members’ authority and role
Election & approvals: Members elect directors who prepare operating and capital budgets; members then vote to approve or amend those budgets.
Statutory rights: Members have the right to vote on housing charges and other major commitments specified in the by‑laws.
Scope of amendment: Members may amend any by‑law or budget presented at a members’ meeting, provided the decision falls within members’ powers under the by‑laws (Organizational Bylaw, Articles 4.2 / 6.1 and Article 24.1(a)).
Board responsibilities
Financial oversight: The board oversees the co‑op’s financial affairs, presents budgets to members, and makes financial decisions within approved budgets and applicable by‑laws.
Long‑term planning: The board must ensure long‑term financial planning and maintain a current building condition assessment, reserve fund study, and asset management plan (Organizational Bylaw, Article 9.1(b)).
Committees: Co‑op committees may submit requests for operating budget items; such requests are subject to by‑laws and board approval (Organizational Bylaw, Article 17.1(d)).
Budgets:
(a) Operating budget — Requirements
Each year the board prepares and presents an operating budget for the next fiscal year for member approval. It must include:
- Total expected operating cost.
- Detailed breakdown by expense category.
- Full monthly housing charge proposed for each unit type.
- Charges for separately billed services (e.g., parking).
(Occupancy Bylaw, Article 4 Setting Housing Charges)
The operating budget will include:
- The amount of money available for the Emergency Housing Charge (EHC) Assistance Fund the financial year must be approved as part of the operating budget. (Article 7, EHC)
(b) Capital budget — Requirements
If capital projects are planned, the board prepares a capital budget for member approval (ideally presented with the operating budget). It must include:
- Proposed capital expenses – the list of capital items to be replaced or repaired
- The estimated cost
- Proposed funding sources.
- Impact on the capital reserve.
- Impact on future operating and capital budgets.
- Estimated timeline for the projects.
The board will take the building condition assessment (BCA) recommendations into consideration in preparing the capital budget. (Spending Bylaw, Article 5 (c).
Notice and delivery requirements
Proposed by‑laws or budgets must be referenced in the meeting notice or agenda.
A copy of the proposed budgets must be delivered to every member at least five days before the meeting (Organizational Bylaw, Article 3.3(e)).
Note: Notice of a members’ meeting has to be given at least ten days before the date of the meeting.
A general meeting may only consider a proposed budget or housing charges if the meeting notice states a budget will be considered and notice is given as required by the Co‑operative Corporations Act and by‑laws.
Changes in housing charges
Effective date: Changes to full monthly housing charges begin on the first day of the third month after members approve them, unless a two‑thirds vote at the meeting sets a different date (including earlier).
Notice of change: Deliver notice of the approved change to each unit within a reasonable time after the meeting (or within any government‑required timeframe).
Mid‑year changes
If the board proposes mid‑year changes to the budget or housing charges, it must prepare a statement explaining the reasons and present it at a members’ meeting. Notice follows the rules above and timing/other rules follow sections on budgets and charge changes.
Process – summary
- Board drafts operating and capital budgets (incorporating committee requests as applicable) with the help of staff and the Finance Committee.
- Board ensures required long‑term studies and plans are current.
- Meeting notice states budgets will be considered and includes proposals/agenda.
- Deliver proposed budgets/by‑laws to members at least five days before meeting.
- Members consider, may amend, then vote to approve or reject budgets and housing charges.
- Approved budgets authorize spending per the Spending By‑law; approved housing charge changes take effect per the timing rules above.
Emergency expenses
Spending Bylaw Article 9.1. What are emergency expenses
Emergency expenses are those expenses the Co-op must make immediately because a delay will:
• risk property damage, or
• endanger the safety of persons or property, or
• disrupt essential services to members (for example, light and power, heat, hot water, refrigeration, cooking)
Confidentiality
Confidential staff information (e.g., individual salaries, staff contracts, management contracts) remains confidential; aggregated salary or fee information may be presented in general terms in the budget (Organizational Bylaw, Article 20.2).
Member approval and authority to spend
Member approval is required for housing charges, operating and capital budgets, and major commitments noted in the by‑laws.
See Organizational Bylaw, Article 24.1
(a) When member approval is needed
(b) When member approval is not needed
c) Optional member approval – The board can request approval from the members for any action that is not within the definition of
Major Commitment. If the board requests approval, it must follow the decision of the members’ meeting.
Approval of an operating or capital budget authorizes the board to spend as stated in the budget, subject to the Spending By‑law. Article 3. Authorization of spending.
Reserves and investment earnings
The Board must maintain a Capital Replacement Plan or Asset Management Plan, updated at least every five years, to guide investment and spending decisions.
Capital replacement reserves, other reserves, and Co‑op funds may be invested together.
Reserves may be a budget item to meet long-term planning needs.
Additionally, the Spending Bylaw earmarks earnings on reserves to be added back to the reserves.
The Spending Bylaw says that ninety five (95) percent of any income earned on the co-op’s cash and investments shall be allocated to replacement reserves. The other five percent shall be allocated to operations. This ratio roughly represents the ratio of our combined replacement reserves to accumulated surplus.
The Board can override this ratio but must report this to members as part of the budget process (Spending Bylaw, Article 7)
Where to find more information
See other articles in Budgets in Finances: budgets, housing charges & reports
Reporting on spending to members, see Financial Oversight and Reporting to Members
Bylaws and policies
Occupancy Bylaw – Setting Housing Charges (Article 4)
Spending Bylaw – Operational, capital budgets, spending, budget control
Investment Policy– Reserve funds (Article 9)
Organizational Bylaw– Holding Members’ Meetings, Duties of the Board, Financial (Article 24)
Articles about General Members’ Meetings.