Maintenance

A volunteer Maintenance Committee oversees the maintenance of Helen’s Court Co-op. A paid Maintenance Manager and a paid Handyperson, under the direction of the Committee, carry out routine maintenance and coordinate other maintenance activities as needed. The Committee meets once a month, reports to the Board once a month, and reports to members at least once a year. All Co-op members are welcome to participate.

Chair: The members of the Committee elect the chair every two years.

Board Representative: At least one member of the Committee will serve as a representative on the Board.

COMMITTEE PURPOSE

  • To ensure the long-term physical stability and integrity of the Co-op through responsible maintenance of the buildings, common areas, and grounds.
  • To meet the property management obligations set out in the Operating Agreement between the Co-op and Canada Mortgage and Housing Corporation (CMHC).

DUTIES AND RESPONSIBILITIES OF THE COMMITTEE

Coordination and Implementation:

  • Coordinate maintenance work with the Maintenance Manager and Handyperson.
  • Delegate and coordinate volunteer tasks, including janitorial maintenance of grounds and common areas (excluding Common Room and gardens).
  • Hire and coordinate the activities of those individuals paid to clean common areas.
  • Facilitate regular unit, building, and move-in and move-out inspections.
  • Develop a plan to respond quickly and appropriately to maintenance emergencies.
  • Coordinate maintenance for move-in and move-out.
  • Develop and implement an annual maintenance plan, including routine and preventative maintenance and special projects.
  • Develop and implement a long-term maintenance plan. Helen’s Court Co-op Handbook

Finance and planning:

  • Work with the Finance Manager to develop the draft annual maintenance budget for approval at the annual general meeting.
  • Monitor maintenance operating expenses regularly.
  • Recommend revisions to the Co-op capital plan, to the Board.

Policy Implementation

  • Adhere to Co-op procedures and budget when purchasing, tendering and issuing work orders, etc.
  • Administer maintenance related policies and make recommendations for revisions or new policies.

Training:

  • Provide training for Maintenance Committee members and educate members regarding Co-op maintenance.

Confidentiality

  • Keep confidential all applicants’ and members’ personal information, except where that information is required by a Committee member, the Board or other committees to carry out their responsibilities.
  • Each Committee member will sign a confidentiality agreement.