OTITC Policy

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====== Unit turnover ======

  - Give notice: Vacating member will submit an **Intent to Vacate Form**, indicating the date the unit will be available 60 days in advance of moving out.
  - Management will schedule a unit inspection within one week of receiving the **Intent to Vacate Form** to make a work order checklist.
  - The following items will be checked when making the final inspection of your unit before your deposit is returned to you. In order to receive your full deposit, you must leave your unit in good condition. Please follow the suggestions listed below so your unit will pass inspection.
    * STOVE:	Clean the rings, pans and under the burners, the stove drawer, the oven and the entire outside of the unit. Pull appliance out and clean the sides and floor underneath.  Fully disclose to incoming tenant and management any deficiencies with the appliance.
    * REFRIGERATOR: Defrost the refrigerator by shutting controls off. Clean the inside and outside. This includes taking out the shelves and drawers so they are free of dirt. Pull out appliance and clean the sides, top, and floor underneath. Leave the door of the refrigerator open. Fully disclose to incoming tenant and management any deficiencies with the appliance.
    * KITCHEN CUPBOARDS: Vacuum free of crumbs and wipe out all the shelves and drawers. Clean the outsides of the cabinet doors and drawers as well.
    * WALLS: Wipe all walls to free them of fingerprints, smudges and stains. Wipe off all casings of the heating pipes or air ducts. Use appropriate strength cleaner on all surfaces. (Such as Spic ‘n Span or Bon Ami.)
    * CARPET: You are responsible for cleaning the carpet. Vacating member will be charged for professional cleaning if deemed necessary by management. If you want a professional referral, contact the management office.
    * BATHROOM: Clean the tub, shower stall, toilet, sink and cabinets inside and out.
    * LIGHTS:	Clean all shades and fixtures to remove bugs and dirt including the switch and electrical plate covers. Vacuum dust from exhaust fans.
    * FLOORS: Vacuum and scrub clean the kitchen and bathroom floors. They do not have to be waxed.
    * WINDOWS: Windows are designed to be removed from the inside of your unit. Windows should be cleaned inside and, if possible, on the outside. Call the office for instructions on how to remove your windows if needed. (Please exercise caution!)
    * BLINDS: Clean all slats.<WRAP>
Please refer to the **Maintenance Move-Out Checklist** which will be filled out during the Move Out Inspection and will detail all work commitments due by management and vacating member before Move Out Inspection.  Copies will be made at time of Pre-Move-Out inspection and on day of Move Out Inspection and provided to vacating member, incoming member and retained by the cooperative.</WRAP>
  - Painting (also refer to **Unit Upgrade** policy)
    - If the unit is not painted in accordance with the Unit Upgrade Policy, member is responsible to bring unit into compliance
    - During pre-move-out inspection, management will denote on the **Maintenance Move-Out Checklist** any areas that require attention from vacating member before the final move-out inspection. This may include normal wear and tear at the discretion of Management. Incoming member may sign off on any item they wish to keep going forwards.((Management may encourage painting in neutral room colors to expedite marketing of a unit.  If the departing member finds a tenant that wants to keep the style, the Maintenance Move-Out Checklist will specify what painting will and will not be done before move-in and the new member will sign-off on that document.))
    - If vacating member is required to paint prior to moving out they will be informed of this in writing via the **Maintenance Move-Out Checklist**. Vacating member may procure written consent from incoming member for conditions of walls to be kept “as is,” or for specific elements to be left “as is.” 
   - If vacating member has not completed necessary painting by final unit inspection, management will have unit professionally painted and billed to the vacating member.
  - Any damage caused by vacating member (or their guests) will be billed to the vacating member.
  - The board of directors must approve any management-recommended replacements (including but not limited to floors, appliances, windows, cabinets, countertops, and fixtures).
  - Management will determine whether the unit will be available immediately after the member vacates.((This rule is in place in the event that Management or the Board of Directors deem the unit require more extensive refurbishing between tenants. If this option is pursued it does not excuse the vacating member from their responsibilities for damages or cleaning.))
  - If unit is deemed immediately available, vacating member will be responsible for unit and dues 1) for 60 days following notice of move-out, or 2) until it is filled by the incoming member (whichever comes first) and must make a good faith effort to sell the unit.
    - Management will determine the new unit dues of the unit based on unit inspection. 
    - Management will give vacating member marketing materials and waiting list. These materials will be provided to vacating member within one week of pre-move out inspection.((If marketing materials are not available for the unit, vacating member is responsible on generating materials and will turn them into management to be used and saved for future use.)) Marketing materials should include:
      - Revised dues amount for incoming member
      - Square footage of unit
      - Good photos of space
      - Craigslist template
      - Maintenance records from previous upgrades/repairs
      - Fair Housing and Equal Opportunity briefing as deemed appropriate by management
    - Vacating member will be responsible for showing the unit to prospective members.
    - A move-out inspection will be completed on move-out day at noon.
      - Any cleaning not done will be billed to the vacating member.
      - If additional cleaning is necessary, a cleaning company will clean the unit the morning after move-out.
    - If the vacating member has not sold their membership by the end of the 60 day period following notice of move-out, the cooperative will exercise its right to repurchase the membership at its original sale price. The former member’s responsibility for continuing dues will end at this time. Management will notify the board of directors that this option has been exercised.
  - If management determines unit will not be immediately available, management will assume responsibility for re-selling unit and the vacating member’s responsibility for continuing dues will end immediately after the 60 day notice period.  The cooperative will exercise its right to repurchase the membership at the end of the 60 day period.  Management will notify and obtain Board approval to pursue this option. 
  - Management will post notice of upcoming vacancy for current members according to the **Unit Transfer Policy**. 
  - Vacating member must allow and accommodate maintenance, management, and/or vendors into the unit to make any necessary and reasonable repairs to unit as per the **Maintenance Move-Out Checklist** to prepare for incoming members or to show unit to prospective members. Management will provide reasonable notice of need of access to unit. 
  - New members can move in at noon the day after the vacating member leaves.  
  - Security deposit, plus interest, minus fees kept for repairs/damages, will be mailed to vacating member within 21 days of scheduled move out date to forwarding address provided to management.


<WRAP box>
==== History ====
=== "Final inspection at move out" policy ===
  * Original, 1996-11
  * Revised, ????

=== "Share price and damage deposits for internal transfers" policy ===
  * Original, 1996-11

=== "Unit turnover" policy ==
  * Reorganized & revised, 2016-09-20
  * Revised 2017-07-18

</WRAP>
OTITC Policy

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