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--- policies_and_procedures:internal:move_in_out [2025/04/13 05:00] – created awhetter
+++ policies_and_procedures:internal:move_in_out [2025/09/29 16:43] (current) – Move to drafts awhetter
@@ Line 1: / Line 1: @@
-======  Move-In / Move-Out Procedure  ======
-^ Status | DRAFT |
-^ Effective Date | NA |
-=====  Purpose  =====
-. To ensure that maintenance items are identified and repaired or replaced once a member gives notice to move-out and before a new member moves in.
-. Minimize vacancy loss through timely and well-organized scheduling of repairs.
-. Bring each unit up to Co-op standard before a new member moves in.
-. Outline the responsibilities of out-going members concerning their moves.
-=====  Procedures  =====
-Move Out Procedures (Inspections and Repairs)
-. When a member gives notice to move out, the Co-op will advise the management of the official move-out date.
-. The management will arrange to conduct a Pre-Move-Out Inspection, within 10 days of notice being given, to determine any repairs that need to be carried out or replacements that need to be done.
-. A Pre-Move-Out Inspection shall be completed by the management and repairs or replacements will be identified by the management as Co-op or member responsibility as per Co-op policy.
-. Inspection Form to be sent to COHO maintenance contact.
-. The management will give the departing member a list of member responsible repairs within five (5) days after the inspection.
-. The management will assign repairs that are the Co-op’s responsibility to either the management personnel or other trade companies as necessary.
-. Work orders generated from the Pre-Move-Out Inspection will take priority in order to allow enough time to have the unit prepared by the member’s move out date. During this time, management will try as much as possible not to inconvenience the member.
-. A Pre-Move-In Inspection will be completed by the management to make sure that all Work Orders created as a result of the Pre Move-Out Inspection have been addressed. This will take place with at least three (3) days prior to the new member moving in.
-. Final Move-Out Inspection to be completed by management on move-out day.
-. The management will complete all remaining or new repairs that are Co-op responsibility.
-. Any remaining or new items that are member responsibility will also be completed by the management, and the Co-op will inform what is to be charged back to the member.
-. The management will submit any required charge back items to the Board for review within 15 days after move out.
-=====  General Move Out Procedures for Departing Members  =====
-. Members withdrawing from the Co-op are responsible for their housing charge payments up to and including the effective termination date.
-. Members are to vacate their suites no later than 12:00 pm (noon) on the effective termination date.
-. A departing member should provide a forwarding address, telephone number and e-mail address so the Co-op can keep in touch and forward to the departing member the share refund cheque (less any monies the departing member may owe the Co-op).
-. The Co-op will need to show a vacating member’s apartment to prospective members. Co-op staff will give written notice in advance of any showings, providing at least 24 hours’ notice in writing of an intention to enter a departing member’s suite. This is an important part of making sure the unit is filled by the time it is vacated, so co-operation in allowing access is greatly appreciated.
-. The Co-op will inspect units to determine their condition, to identify items for repair, and to ensure they are ready for any incoming member(s).
-. Departing members are responsible for ensuring their units are properly cleaned and that all damage (other than reasonable wear-and-tear) is repaired at move-out.
-. The management will inspect your unit and provide you with information about the things you must clean and repair. However, the Co-op cannot guarantee all such damage will be found on inspection. Any failure of the Co-op to notify you of such damages does NOT release you from your responsibilities under the Occupancy Agreement.
-. Departing members are responsible for closing their utility accounts at move-out (e.g., telephone, hydro, cable, etc.) and to ensure any balances owing are paid.
-. Departing members are to remove all personal items from their suites, their parking stall and the bicycle room. Do not place furniture, electronics or any other items that are not regular household waste in the garbage compactor, recycling bins or garbage room.
-. Outgoing members must return laminated visitor parking passes to the Office. A fee of $10 will be charged for passes not returned.
-. Members are advised that processing a share refund can take up to 60 days from the official move-out date. To speed up the refund, make sure your unit is completely ready for occupancy when you move out; that you have returned all your keys, fobs, and parking passes. Please also submit your receipt for professional carpet cleaning at the time of your final inspection.
-=====  Outgoing Member Cleaning Procedure: Responsibilities by Area  =====
-. General
-a. All carpets shall be professionally steam-cleaned. Carpets are to be professionally deodorized and treated for fleas if the member had pets.
-b. All vinyl flooring shall be cleaned and stains removed.
-c. All walls shall be washed and thoroughly cleaned. It is required that you fill nail holes, patch cuts, scratches and any breaks.
-d. Clean all baseboards and switch plates.
-e. Wash windows and screens.
-f. Clean window sills.
-g. Clean light fixtures.
-h. Clean walls.
-. Kitchen
-a. Clean refrigerator: shelves, crisper, freezer, foot-guard and exterior; clean beside and behind fridge.
-b. Clean cupboards inside and outside, under sink, counter tops, faucets, fixtures and sinks.
-c. Clean stove: under burners, controls, burner rings, racks and drip pans, exterior panels(side and front).
-d. Behind stove and the exhaust fan.
-. Bathroom(s)
-a. Clean tub, toilets, wash basin and cupboard.
-b. Clean chrome fixtures throughout.
-c. Clean walls in shower including grout.
-. Exterior
-a. Wash and sweep patio and balconies.
-b. Sweep entrance to unit and clean door.
-c. Dispose of all garbage.
-d. Ensure bicycles are removed from bike rooms
-e. Ensure parking space is empty and clean
-=====  Move In Procedures  =====
-. The Co-op will inform the management of the new member’s name, contact information and move in date.
-. The management will provide the new member with a move-in condition form to fill in and will follow up through the work order process if any additional work is required.
-. A copy of the completed form will be placed in the manager’s unit file.