Policy Database

Policy FolderPolicies on the cohousing.org website come from two major places: The collection of Useful Documents done by Laura Fitch and others in December of 2011, and the Cohousing / Intentional Community policy database which was created and is maintained by Daniel Lindenberger. To submit a policy for inclusion on this site, contact our webmaster.

The 37 numbered parking spaces in the parking lot will be allocated to the 37 units by the Landscape Team. Each unit will receive the use of one space. Space assignments will change over time based on the needs of the community, including a likely reduction in the total number of parking spaces. 2/26/09
Parking Policy - Columbia Ecovillage 2009 Parking Policy • The 37 numbered parking spaces in the parking lot will be allocated to the 37 units by the Landscape Team. • Each unit will receive the use of one space. • Space assignments will change over time based on the needs of the community, including a likely reduction in the total number of parking spaces.
Parking Policy - WindSong 2008 Parking Policy Parking Policy Update Background: There are 55 parking stalls in WindSong, allowing for 7 visitor stalls. There are 7 one bedroom, 20 three bedroom, and 7 four bedroom units. If the one and two bedroom units were guaranteed one parking stall each, and the three and four bedroom units were guaranteed two, this would require a total of 60 parking stalls, which is more than we have. Therefore, we cannot guarantee any unit more than one stall, and we must work together creatively to fairly allot the rest of the available stalls to those...
Introduction We support one another in building our community life together and promoting the overall sustainability of our lives, our farm and our land. We have not set rigid requirements as we consider the work hours we spend, the meetings we attend, the committees we serve, and/or the many tasks we undertake. There are some chores that we share equally; there are others that we select according to interest, skills, and time. We count on each other to feel responsibility for the great variety of tasks in managing and living in a community of this size and intention. Community Meetings...
The following proposal is intended as a point-of-departure. The Participation Team developed this system based on a review of other cohousing communities and input from Columbia Ecovillage members. The initial system will be reviewed periodically and refined as appropriate.   Preamble Residents of Columbia Ecovillage enjoy a wonderful landscape and network of buildings, paths, and other elements that are held in common by the Community. Care and improvement of these elements are necessary so that the property is maintained and quality of life for residents enhanced. Meals are also a...
Helmets: Helmets are required for all kids and adults on regular (two-wheel) bikes. Helmets are required for all wheeled toys (such as roller blades, skateboards, unicycles) when they are going up or down hills such as the loop. (If kids are riding on trikes in the courtyard, helmets are recommended, but not required.) Helmets are highly recommended for wheeled toys in the courtyard and other flat places, but parents have the final say. Exception: In community-sponsored childcare, kids on wheels must always wear helmets (unless they are on a tricycle/small toy in the courtyard)....
Proposal Name:         Creekside Commons Pet Rules Proposal Number:     1 Distribution Date:     October 3, 2005 Committee:                General Meeting Contact Name:           Pam Munroe   dpmunroe@telus.net   Decision Type:                       Long Term  High Impact   Background:               Ronaye provided background information and a sample pet policy which was distributed to members via e-mail.  A group of members, representing 8 of the 10 equity members, met in person and with written comments on September 25 and drafted a pet rule.  This was presented to the...
Pets (approved at community meeting, oct. 15/06) 1. Pets are valued members of the community. Members of the community should be able to enjoy pets. 2. Pet owners must take primary responsibility to ensure that their pets do not disturb or become a nuisance to others. Other community members may take responsibility. 3. Pet owners are responsible for cleaning up after their pets. 4. The Common House Dining Room/Kitchen and Dome Room are dog-free areas. 5. All indoor common areas are cat-free areas. Strata Rules- May 27, 2008 1. All cats...
*Kids Agreements are posted in the playroom on the bulletin board. Use of Space • The Playroom is a space for loud play with boisterous movement. • Children and children who are guests must be informed about our playroom agreements. • The playroom is open to all ages at all times. • Before 3:30pm, older kids need to watch out for the younger children. • After school play- b/w 3:30-6:00pm- parents of younger children need to watch kids more closely. • Children 2 and under must be supervised. • During parties/meals, events, children should be checked more...
Purpose 1.1     Effective and efficient property management will support our vision and the strategies related to minimizing ecological impacts and conserving resources.   It will ensure that: ·         tenants have a point of contact about maintenance issues; ·         necessary maintenance is done on a timely basis; ·         the property is clean and in good order; ·         the storage of trailers and other items on the property is managed in YES’ best interests, and ·         visitors to the ecovillage are referred to the appropriate contact person. Objectives 2.1  In carrying...
Email has become a vehicle for exploring ideas prior to decision making meetings. However, when emotions are high, email can easily fall short of our stated values around respect. The best way to deal with highly charged issues is by direct face to face communication, also with the support of the First Response Team members (see names above

 These guidelines are designed to maintain respectful...
Quiet Hours and Privacy Cards 2.1 Quiet Hours and Privacy Cards The community has a Quiet Hours policy that asks people not to do construction use power tools, or make big noises between 9 PM and 9 AM. There is a request not to use power tools in the courtyard after 6 PM. Noise has not been too much of an issue. The insulation in the walls and the design of where the closets are seems to cut most of the sound out between units side to side. The sound does travel through the floors especially on hard surfaces and stairs. Keep that in mind and check in with your neighbors...
Teams should be reauthorized by the entire community when there is a need for a significant shift or addition in their job descriptions due to changing needs of the community. All teams should be reviewed on an annual basis to ensure their missions and tasks fit the needs of the community. Team members can request the dissolution of a team to the community if there is no longer a need for the team’s existence.
These agreements intend to make explicit any assumptions we may have about expectations for living in the WindSong Cohousing Community. Every adult resident of WindSong is required to read the following statements, initial the bottom of each page, and to sign at the bottom of the last page to show agreement. These agreements must also be communicated to everyone of all ages in their household. WindSong residents aspire to: • relationships that provide physical and emotional safety for residents • responsible conduct that safeguards our private and communal property Agreements...
The rental policy is guided by the By-laws, sections 8.1 to 8.7. In order to rent a unit, an owner will: 1) Notify the Board (per Bylaws, section 8.1.5), the members of the Rental Team and the community. 2) Give the description of the rental to the Membership Team for publication. 3) Determine rental fee. (This does not have to be consistent with other units.) 4) Begin the selection process. Renter Application and Selection Process: The renter chose by the owner of the unit will become a member of the Ecovillage community, possibly for a long time. It is important that this choice is made...
Rentals Rentals (approved at community meeting Feb. 18/07) 1. It must be the intention of any purchaser that the unit is being purchased as his/her principal residence, and not for rental purposes. 2. It is understood that an ownder may need to rent his/her unit from time to time. If that need arises, it is agreed that all the attempts possible will be made to find a cohousing friendly renter. 3. Any potential renter will be provided a cohousing orientation. 4. It is understood that renters have full participation at community and committee...
  REPLACEMENT RESERVES Replacement Reserves is a fixed amount included in every year’s budget. Replacement Reserves are set aside, usually in a separate account, and build up year by year. Replacement reserves are spent whenever some big ticket item (like the roof) needs to replaced. This is how you figure out how much to put into replacement reserves: You make a list of all the items you want to include. Figure out their life expectancy (5, 10, 15 years?). Then how much it would cost to replace that item. If you divide the cost by...
12 RESIDENCY AND RENTAL OF UNITS 12.1  All units shall be owner occupied except as provided in section 4.2.  Unit owners may rent a portion of their unit while the unit owner remains in residency in the unit.  The renter shall sign a lease which incorporates these Rules and Regulations and obligates the renter to comply with them. 12.2  If any unit owner wishes to rent their entire unit and not remain in residency in that unit, such rental shall be allowed only by notice to and approval of the membership of the Association.  Approval will normally be given if the...
Smoking Smoking (approved at community meeting, nov. 15/06) 1. All residents must ensure that no secondhand smoke from their units enters other units or common areas. AGM- May 27, 2008 1. Smoking is not permitted in indoor common property. Smoking is not permitted in outdoor common property. This rule about outdoor smoking may be relaxed for occasional social events. Smoking is only permitted in limited common property if it is infrequent and if no-one else is exposed to or objects to that smoke.
Teams have authority to determine how to spend money in their budgets without going through the Board. A team should notify the Board if expenditures may result in a request for more money later in the year. 7-26-09 Every team that has a budget allocated by the village must have a Financial Officer. All teams should have designated Financial Officers by 09/01/09 or when formed if creation of the team is past that date. Roles and responsibilities of the Financial Officer: Manage receipts and team reimbursements in communication with the treasurer. Have an...
Facilitation Team Members of the facilitation team serve the community in the following capacities: 1. Agenda setting for Village and Board meetings in coordination with the BOD agenda planner. 2. Assist teams/board in creating agenda presentations or discussions and in designing proposals with clarity to support our community consensus process. 3. Facilitates village meetings 4. Facilitation of team and BOD meetings if requested. 5. Identify training and mentoring resources of the facilitation process. 8-29-10.   Neighborhood Relations Team The mission of the Neighbor Relations...
Teams may choose the times, frequency and format of their meetings. Frequency of meetings will be based on the project load of the teams and member availability. Formats of meetings include the way the meetings are conducted, whether in person or by conference calls, agenda items and facilitation techniques. Teams have the right to determine the minimum number of members required at an official team meeting. Participation: Team meetings are open to any community member to attend. Non-team members may want to attend meetings to see if they are interested in joining a team or to gather...
Teams will keep and distribute minutes of all official team meetings. Key Features of Minutes: Attendance at meeting Agenda Decisions and Actions Who is the point person(s) on an action Timeline of Actions Next meeting date, time and location. What not to include in minutes: Verbatim of conversations, personal opinions or reflections: including comments about other people or teams that, though useful in the discussion, could have hurtful effects when made public. Distribution of Minutes Process:...
Trillium Hollow Teams a) Trillium Hollow- Portland Oregon, USA. Committees and Teams You are encouraged, and expected participate in at least one team. You can join any team. Trillium Hollow By-Laws state the requirement that every resident over the age of 15 participate as a member of at least one Team. Board of Directors The Board generally meets monthly. Additional meetings will be called, as required. Examples of Board responsibilities include: paying all bills and accounting for community income and expense; approving collection actions...
It is the responsibility of every community member, including members of a team, to note, offer help and a expect improvement when the team is not doing its job. If needed the community can recommend a Nimble Squad be appointed to do the tasks with approaching deadlines.  And that the Nimble Squad, be asked to recommend to the team how to resolve the problem.
Teams: Long standing sub-group of the community authorized by the community to make and implement decisions covered in the scope of their job descriptions.   Nimble squads: Short-term task forces authorized by the community to perform tasks that have an immediate need of implementation. Once these tasks are completed, Nimble Squads are dissolved.
Unit Selection – Mosaic Commons - 2009 We will attempt to find an amicable and optimal allocation of units. This will probably be done by an ad-hoc team, which will ask each member household for its first choice of a unit (and if possible, second and/or third choices) together with a statement of what factors are important for that household's members. If not every household can get its first choice unit, the team, in consultation with the households involved, will attempt to find the next best allocation. If there is any impasse, the deciding factor will be seniority. Highest...
For Decision Making * • Green means I agree * • Yellow means I can live with it * • Red means that I want a better way and I am willing to help create it

 For Discussion * • Green means I have a comment or concern * • Yellow means I have a question/I can clarify or need clarification * • Red means Stop -Are we off topic? -Do we need a break? -Is our process off track?
Our Vision We have co-created a sustainable neighbourhood of beauty and peace where we can grow as individuals while supporting each other, the land on which we live and the wider community.  We  foster a sense of belonging, meaning and purpose, sharing the fullness of ourselves and celebrating the gifts of life with integrity. Our community intention and values: Encouraging positive connections while honoring personal privacy Taking responsibility individually and communally for our actions Using the consensus process to enhance community decision-making...
DIVISION 3 - COUNCIL BY-LAWS SECTION (16) VOTING AT COUNCIL MEETINGS. Decision making guidelines. A. Creekside Commons will use a modified consensus process for decision making because we believe: • Consensus gathers experiences from the whole group. Better decisions are made when we draw on the wisdom and creativity of the group, rather than on one or two individuals. • Consensus agreements need less enforcement. Once an agreement is made, and everyone gives their consent to it, the agreement is backed by the relationships. • Consensus moves toward doing what is best for the common...
WAITING LIST HOW TO GET ON THE WAITING LIST Approved 11/17/95, with authority to Membership Committee to rearrange the order of steps as they see fit. Here are the steps you must complete in order to be put on the waiting list (the first four steps do not need to be sequential): ORIENTATION Meet with a member of the Membership Committee to ask your questions and to go over the basic agreements and dynamics of the community...
WindSong Noise Guidelines Passed April 9, 2010-04-14 Communication Guidelines · If there is a noise concern, communicate, in the moment, directly and respectfully (use eye contact, gentle tone and words and with kids to get on their eye-level). · Consult the feedback book if unsure about how to communicate to one another re: noise · Post a sign outside your unit for more quiet as needed · It is the responsibility of WindSong residents to communicate these guidelines to their adult and child guests. Hancock Square The Square is a hub...
Newly adopted Vision Statement:  “WindSong is a cohesive community of self responsible contributors, who are valuing each other’s uniqueness, reducing our ecological footprint and sharing what we’ve learned with other communities.”
WORK (10/14/01) All community members are asked to honor the guideline of 61/2 hours of community work per month, Associates, four hours of work per month. Community work includes all work done through work teams, committees or independently. (2/27/00) REQUIRED WORK/EVERYONE REPORTS TO SOMEONE Each community adult member is expected to do community work. This agreement will be implemented in a way which 1) minimally intrudes on people’s privacy, and 2) assures the community...

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