Standing Orders Chapter 9 - PERSONNEL SUPPORT PROGRAMS

9.01 GENERAL

Refs:

  1. VCDS Instruction 3/96 18 Jul 96
  2. CFAO 27-1 Messes
  3. DAOD 5023-2 Physical Fitness Program
  4. CFAO 50-2 Recreation
  5. CFAO 50-20 Recreation Clubs
  6. CFAO 50-21 Married Quarters Community Councils
  7. DAOD 5031-10 Adventure Training
  1. Applicable to: All military personnel (Regular, Reserve Class B, C and CIC) supported by CFSU(Ottawa) in the NCR.
  2. Aim. The aim of this Order is to define the level of Personnel Support Programs (PSP) management and physical education and recreation provided to all military personnel supported by CFSU(Ottawa) in the NCR.
  3. Public support. As the delivery of Personnel Support Programs is a public responsibility, CFSU(Ottawa) will provide, at no charge, accommodation for staff and administrative support such as travel services, central registry support, furniture, stationery, telephone, transport and IT support.

9.02 MESSES AND INSTITUTES

  1. Every member shall belong to a mess appropriate to the member's rank and environment. The following persons shall be ordinary members of an NDHQ mess appropriate to their rank and environment designated to serve their unit:
    1. members of the Regular Force; and
    2. members of the Reserve Force and CIC when performing Class B or C Reserve Service at a Regular Force establishment shall be ordinary members of the appropriate mess of that establishment.
  2. Application for change of Mess. When, in his/her opinion, a member has valid and justifiable reasons to belong to a mess that is appropriate to his/her rank and environment, but is other than the one established to serve his Unit, he/she may make application to do so with the following conditions:
    1. both losing/gaining Presidents of the Mess Committee recommend the transfer of membership; and
    2. both the member's CO and Cmdt CFSU(Ottawa), on the advice from the respective PMCs approves the transfer.
  3. Visits, social gatherings, rank inappropriate to Mess. A member of a mess, except in the course of duty, shall not enter another mess inappropriate to his/her rank or attend social functions at such messes without an invitation sanctioned by the Cmdt CFSU(Ottawa). Such invitations are normally limited to official and traditional visits or unit all ranks social gatherings.
  4. Married service couples of different ranks. In the case of married members of different ranks, the spouse holding the higher rank may attend social functions at the mess of the spouse of the lower rank, providing the spouse holding the higher rank is invited by the PMC of the other spouse's mess.
  5. Public support to official functions. An official mess function is an activity, which fulfils a public responsibility, or contributes to the effective functioning of the Canadian Forces. An official function may include a function for the entertainment of official visitors for which subsidies have been authorized from public funds. An official mess function may also include a mess dinner held for training purposes or to enhance unit cohesion and effectiveness.
  6. The extent of public support to messes is limited to official mess dinners. The total cost to the public is not to exceed $1,400 per fiscal year per Mess.

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9.03 CHARITABLE CAMPAIGNS

It is policy not to permit canvassing, solicitation or collection of funds on behalf of charitable campaigns. The annual United Way Campaign, the Royal Canadian Legion Poppy Fund and Red Cross Blood Donor Clinic are the only exceptions to this policy.

9.04 LOTTERIES, SWEEPSTAKES OR RAFFLES

The sale of lottery, sweepstakes or raffle tickets is an offence under the Criminal Code of Canada, Section 1898, unless authorized in specific instances by appropriate provincial/federal government agencies.

9.05 ADVENTURE TRAINING

*This paragraph has been replaced by DAOD 5031-10.

9.06 MARRIED QUARTERS COMMUNITY COUNCILS

References:

  1. CFAO 50-21 Married Quarters Community Councils
  2. CFHA Occupancy Agreement December 1997
  3. SHHO Occupancy Agreement October 1999
  1. Purpose. This order prescribes the policy and regulating guidelines for married community councils at the CFSU(Ottawa) Rockcliffe and Uplands sites. It should be read in conjunction with the CFHA/SHHO Occupancy Agreements.
  2. Establishment. In accordance with CFAO 50-21 the Cmdt CFSU(Ottawa) has established the Viscount Alexander Community Council at the Rockcliffe site and the Elizabeth Park Community Council at the Uplands site.
  3. Functions. An MQ council is a representative body that works for the general betterment of life at both the Rockcliffe and Uplands sites. It brings together all segments of MQ community interest and provides a medium for co-operative study, planning and action to enhance the life of the military community.
  4. The specific responsibilities of the MQ councils are:
    1. identify and study community needs, and co-ordinate and plan programs and projects to meet these needs; and
    2. sponsor and promote new committees, clubs and interest groups as the need arises.
  5. Administration and Organisation. The administration and organisation of the MQ councils shall be detailed in a constitution approved by the Cmdt CFSU(Ottawa).
  6. The constitutions shall define the size, composition, method of formation and specific responsibilities of the MQ council, and shall be prepared by taking into consideration the circumstance at the Unit and by applying the following principles:
    1. it should be representative of the main segments of interests, such as social, physical, cultural and welfare;
    2. it should provide for representation of the physical areas making up the community;
    3. it should provide a forum for the points of view of the military community;
    4. it should provide opportunity for council members to be elected by the MQ residents; and
    5. it should provide for council members to be appointed by the Cmdt CFSU(Ottawa).
  7. The chief officer of the MQ council shall be designated as Mayor of the community council. The Mayor may be appointed or may be recommended by council members and approved by the Cmdt CFSU(Ottawa).
  8. Other members of the MQ council may:
    1. be elected by eligible voters from candidates nominated by the military community;
    2. when authorized by the constitution of the MQ council, be named to the council as representatives of existing organisations or homogeneous groups of organisations; or
    3. be appointed by the Cmdt CFSU(Ottawa).

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  9. All MQ residents 18 years of age are eligible to serve on the MQ council.
  10. Ex-officio members may be appointed when authorized by the constitution of the MQ council, and include the FS&R Dir, Mgr SHHO, Mgr CFHA, Military Police, MFRC, and PWGSC.
  11. MQ councils have representation on the CFSU(Ottawa) Unit Fund Committee.
  12. Community Council executive meetings shall be held at lease once a month and a general community meeting shall be held at least quarterly under the chair of the Mayor to consider the financial affairs of the Council and other business related to the administration thereof.
  13. Finances. Funds raised by the Community Councils are non-public funds (NPF) and are subject to NPF directives governing their administration and control including the disposal of assets.
  14. Public Support – Services and Facilities. MQ councils shall be provided with public support in accordance A-PS-110, and CFP 120. The PSP Mgr shall be responsible for including community services support in the annual cycle of the business plan.
  15. Conditions of Occupancy. All MQ residents are subject to the conditions of occupancy as set out by CFHA and SHHO. All breaches of the conditions of occupancy shall be reported to the appropriate Housing Manager for resolution. Occupants who do not comply with the conditions of occupancy may be subject to proceedings under the Code of Service discipline or eviction.
  16. Organisational Structure. Married Quarters community councils fall within the purview of the PSP Mgr, CFSU(Ottawa) and as such, he is responsible to the Cmdt CFSU(Ottawa) for all community-related activities.

9.07 PERMISSION TO SERVE ALCOHOLIC BEVERAGES AT SOCIAL FUNCTIONS WITHIN NDHQ OFFICES

Ref: CFAO 27-12 Provision, Serving and Consumption of Alcoholic Beverages

  1. The Liquor Licensing Board of Ontario (LLBO), and Régie des alcools, des courses et des jeux (RACJ), allows for the serving of alcoholic beverages without a license only when certain conditions are met. The most critical aspect is that the event takes place in a "private place". The definition of a "private place" denotes an indoor place that is not generally open to the public and is not open to the public at the time of the event. (This could be a private office, for example). That means everyone at the function must be an employee. If one "public" person (e.g. spouse, contractor, etc.) is at the function, the place is no longer considered a "private place" and a Special Occasion Permit must be obtained.
  2. The following are rules, pursuant to Ontario's liquor laws and CFAO 27-12, which MUST be adhered to when serving alcohol in an NDHQ site that meets the "private place" criteria:
    1. no one under the legal age of 19 years old is permitted to be served alcohol. In Québec, the legal age is 18 years old;
    2. no one under the legal age of 18 years is permitted to serve alcohol. "Serving alcohol" includes taking drink orders, stocking the refrigerator or bar area, and bartending;
    3. alcoholic drinks may not contain more than 85 millilitres (3 oz.) of spirits each;
    4. alcoholic beverages must be free of charge;
    5. appropriate steps must be taken to curb excessive drinking and alcohol shall not be served to anyone you suspect may already be intoxicated;
    6. quarrelsome, violent or disorderly conduct must be checked;
    7. guests must not be allowed to bring liquor into the venue or remove liquor from the premises;
    8. there must be no raffling of liquor or contests that involve buying, drinking or winning liquor;
    9. noise from the event must be kept to an acceptable level, particularly during working hours;
    10. responsible serving practices and responsible drinking shall be encouraged;
    11. all reasonable steps are to be taken to avoid contributing to injury or death resulting from the consumption of alcohol served at the function;
    12. the potential for corporate and personal liability when serving alcohol at a private function is to be stressed to attendees;
    13. food and a variety of non-alcoholic drinks are to be served and promoted;
    14. the lawful capacity of the number of people on the premises is to be followed; and
    15. the Liquor Licence Act and Regulations are to be observed. Contact the Ontario Govt bookstore for a copy of the Act. Call 1-800-668-9938 or (416) 326-5300. In Québec call Société des alcools du Québec (SAQ), 1-800-298-2545 or 819-771-5979.
  3. On the stipulation that the OPI undertakes to ensure compliance with all conditions required by the LLBO/SAQ and CFAO 27-12, as stated above, permission to serve alcohol during a social office party is granted.
  4. The following Statement of Understanding is to be signed by the OPI and returned to CFSU(Ottawa) attention: PSP Manager.

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    STATEMENT OF UNDERSTANDING OF FUNCTION OPI

    The following is to be completed and returned to the CFSU(Ottawa) PSP Mgr prior to the function.

    I have read and understand the contents of CFAO 27-12 and I am aware of the rules and restrictions concerning a "Private Place" under the LLBO/SAQ regulations. I agree to ensure that these regulations are applied without condition.

    Place, Date and Time of Function:

    _____________________

    Name of Function OPI:

    ________________________________________________________

    Name of Responsible Group Principle:

    ________________________________

    Signature of Function OPI:

    ________________________________

9.08 SELF HELP HOUSING ORGANIZATION (SHHO)

Date of Issue: 2007-10-26

Application
This standing order applies to Self Help Housing Organization (SHHO) and SHHO Unit occupants.
Authority
This order is issued under the authority of the Commandant (Cmdt) CFSU Ottawa.
Enquiries
CFSU Ottawa: Personnel Support Programs Manager.

1. Definitions

Change in Circumstance
For the purpose of this order, change in circumstance means circumstance that affects a CF member's eligibility for retention of a SHHO Unit, such as rank, marital status, number of childern, etc.
Dependant
A spouse or common-law partner as defined in QR&O Article 1.075 or a person listed as a dependant on the member's Military Personal Records Resume (MPRR) and residing with the CF member. If living separately is doing so for military reasons.
Directed Moves
Refers to occupants being ordered to move from a SHHO Unit, and who are required to relocate to other SHHO Unit or to the local economy to accommodate portfolio rationalization or other military requirements.
Eviction
The act of being ordered out of SHHO Unit for operational requirements, administrative adjustments, violation of this Standing Order and/or any part of the SHHO Occupancy Agreement or other regulations.
Family
For the purpose of this order, a family is constituted of the occupant and one or more dependant residing with the occupant. If living separately is doing so for military reasons.
Geographic Boundary
The limits of the Ottawa area as set by the Cmdt CFSU Ottawa in which personnel posted to that location could reside.
Household
Shall be deemed to include:
  1. the occupant;
  2. any family members as identified on the occupant's MPRR or other individuals residing with the occupant as approved by SHHO;
  3. household of one individual occupant; and
  4. their household goods and effects (HG&E).
Imposed Restriction (IR)
An approved delay in moving dependants, HG&E for a specific period of time.
Intended Place of Residence (IPR)
The place to which an entitled regular force member or former member intends to reside following termination of military service.
Military Community
A community consisting of the CF members and their families resident in a specific location having a common bond by virtue of sharing a common profession and way of life, and that are an entity wherein they, and the organization to which they belong, share similar values and are supportive of one another. The military community therefore is not necessarily dependent on the provision of Crown owned SHH Unit or being located on Crown property.
SHHO Occupancy Agreement
A document, which outlines the conditions that the occupant of a SHHO Unit is required to follow for the duration of occupancy.
Occupancy Charge
The established charge for a SHHO Unit plus the monthly value of utilities. This may include charges for an additional parking space.
Occupant
A serving member of the CF who has been allotted a SHHO Unit and has accepted full responsibility for that Unit, having signed a SHHO Occupancy Agreement.
Place of Duty
The place at which a CF member actually performs his/her normal military duties and includes any place in the surrounding geographical area that is determined to be part thereof by the CDS or such officer as he may designate.
Primary Residence
SHHO Unit intended to be the member's place of residence for the purpose of mailing address, taxes, voting and telephone listing.
Sharing Occupant
CF personnel serving in the National Capital Region that resides in a SHHO Unit with the full consent of that unit's occupant and that is subject to a current SHHO Occupancy Agreement signed by the Occupant.
Self Help Housing Organization (SHHO) Unit
A unfurnished SHHO residential dwelling located at the Uplands Military Site and assigned to an occupant. A SHHO Unit encompasses residential building, walkway and driveway to and from the building and a fenced in backyard adjacent to that building.
Self Help Housing Organization (SHHO)
The CFSU Ottawa NPF entity that is responsible for the management, operation, maintenance and allocation of Non Public Funded residential units assigned to serving CF members.
Self Help Housing Organization (SHHO) Re-capitalization Program
Long-term re-capitalization program to redevelop Self Help Housing Organization sites. This program is comprised of: replacement of housing, disposals and major renovations.
Single Member
A member who is not married or in a common-law partnership and who does not have dependant children living with him or her.
Utilities
Gas and electricity.

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2. Governing Principles

2.1 General

The Self-Help Housing Organization (SHHO) is a Non-Public Property vested in the Cmdt CFSU Ottawa by Sections 38 to 41 of the National Defence Act.

The SHHO is a subsidiary of the CFSU Ottawa Unit Fund that operates on a revenue dependency.

The SHHO is governed by a Board of Directors (BOD). The BOD is chaired by the Cmdt CFSU Ottawa. The BOD provides the means by which the Cmdt administers, guides, directs and safeguards all SHHO assets.

The SHHO is designated a sub-section status and is assigned to the Personnel Support Program (PSP) section, which in turn reports to the CFSU Ottawa Senior Administration Officer.

Occupancy of a SHHO residential unit is a privilege granted to CF personnel serving in the NCR. CF personnel occupying a SHHO unit do not obtain any additional rights during the course of a signed occupancy agreement. Eligibility to occupy does not, in and of itself, constitute an entitlement. The Ontario Provincial Landlord and Tenant Act does not apply to SHHO.

SHHO's purpose is to provide affordable living accommodation for military families and serving CF members that hold the rank or appointment of Master Corporal/Master Seaman and below and officers in the rank of Lieutenant/Sub-Lieutenant (Navy) and below.

Occupants shall diligently report to the SHHO any change of personal circumstances which may affect their eligibility for retention of a SHHO Unit. Change of personal circumstances include:

  1. promotion above the rank of Master Corporal/Master Seaman or Lieutenant/Sub-Lieutenant (Navy);
  2. release form the CF;
  3. end of the Class B or C terms of service;
  4. posting outside the NCR; and
  5. a change in a member's domestic situation such as a divorce, separation, death etc.

The aforementioned list is not exhaustive.

To ensure community order and quality of life, all occupants and residents of SHHO are expected to fully comply with all military community regulations and by-laws and to the conditions stipulated in the Occupancy Agreement. In the absence of a by-law enforcement officer, SHHO will, at the expense of any non-abiding occupant, initiate all necessary work to timely address deficiencies and maintain site safety and cleanliness.

3. SELF HELP HOUSING - Application

3.1 General

SHHO Units are designed primarily to meet the needs of CF members with family posted to the NCR in the performance of their duties. Where surplus SHHO Unit exists, single members may also be considered for occupancy.

Requests for occupancy of SHHO Units are to be made to SHHO. An application form for SHHO Unit occupancy can be obtained from the SHHO website and through the SHHO office located at the Uplands site, 200 DeNiverville Private, Ottawa, ON K1V 7N5.

3.2 Eligibility Criteria

Eligibility criteria and priority for SHHO Unit allocation follows:

  1. Priority 1. CF members holding the rank or appointment of Master Corporal/Master Seaman and below and officers in the rank of Lieutenant/Sub-Lieutenant (Navy) and below with a family;
  2. Priority 2. Single CF members holding the rank or appointment of Master Corporal/Master Seaman and below and officers in the rank of Lieutenant/Sub-Lieutenant (Navy) and below; and
  3. Opportunity Occupant. Other SHHO Unit applicants as approved by the Cmdt CFSU Ottawa.

Notes:
Priority 1 and 2 applicants must have one or more years of service remaining with the CF. Members of the Reserve Force must be in possession of Class B or C Terms of Service of one year or more at the time of application.
Priority 2 and Opportunity Occupants are subject to a 30-day notice to vacate, at their expense, should a Priority 1 applicant require housing.

3.3 SHHO Action on Receipt of Application

On receipt of Application Request, SHHO as appropriate, shall:

  1. ensure the applicant's name is placed on the appropriate waiting list;
  2. advise the applicant, as soon as is practical or at least 60 days before reporting date, whether or not a SHHO Unit will be available;
  3. if a SHHO Unit is not available, advise the applicant of the forecasted date of availability; and
  4. advise the applicant that he/she has (30) days after reporting date to report to SHHO and to confirm Unit application. Failure to do so will result in removal of applicant's name from the waiting list.

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3.4 Waiting Lists for Self Help Housing

SHHO will maintain separate waiting lists for Priority 1 and Priority 2 applicants.

An applicant shall be assigned a position on the waiting list using the date and time the completed application is received by SHHO. For applications received by correspondence, the originator's date shall be used to determine the position on the waiting list.

The waiting list will not be altered beyond the point where members have been officially advised that a SHHO Unit on a specific date is available.

Priority 2 applicants will only be considered where surplus SHHO Unit exists that exceeds the current/projected needs of SHHO for Priority 1 applicants.

All SHHO Units shall be allocated on a first come first-served basis.

3.5 Imposed Restriction

Family members are permitted to remain in SHHO Unit while the occupant is on IR.

4. Allocation of SHH Unit

4.1 General

Allocation of a SHHO Unit shall be made on the approval of the SHHO Manager.

The allocation of a SHHO Unit and the maintenance of waiting lists for a SHHO Unit shall be based on a first come first served basis.

Where service couples are posted to the same location, only one member, the highest ranked member, may apply for a SHHO Unit.

When a member lives in the private market place or a PMQ and wishes to move into a SHHO Unit or, already lives in a SHHO Unit and wishes to be considered for a different SHHO Unit, the member shall apply to SHHO for that privilege. The member may be entered on a waiting list or be granted immediate approval where vacancy permits. In such cases, the member will assume all relocation cost.

4.2 Offer of Self Help Housing

When allocating a SHHO Unit, the applicant shall be provided with the following information:

  1. a copy of the SHHO Standing Order and the Occupancy Agreement;
  2. type of SHHO Unit (bungalow or row housing), including liveable floor area and property value (for the purpose of securing public loss payable liability and property damage insurance );
  3. parking stipulations, as applicable;
  4. address of SHHO Unit (include mailing address if different);
  5. monthly shelter value in dollars and applicable rent adjustments as of 1 April of each year, if known;
  6. utility charges responsibility;
  7. date the SHHO Unit is available for occupancy;
  8. name and contact numbers of the person to whom an applicant may direct allocation inquires; and
  9. SHHO housing office location.

4.3 Acceptance of Offer for Self Help Housing

The applicant is required to provide written confirmation of acceptance of offer to SHHO Manager within 72 hours of receipt. If no acceptance is received the offer will be withdrawn. Upon acceptance, and prior to taking possession of a SHHO Unit:

  1. a 30-day written notice is required to cancel acceptance. If not, charges equivalent to 30 day's occupancy charge will apply unless the cancellation is due to service reasons;
  2. if the offer is accepted, occupancy charges commence on the agreed date of occupancy;
  3. SHHO Units are not intended to serve as transitional housing while a CF member is in the process of acquiring a private home/property. If a member would like to occupy a SHHO Unit for that purpose, a minimum of 1 year occupancy is required;
  4. SHHO is to receive 30 days written notice of intent to vacate a housing unit. If not, a 30 day occupancy charge will apply from date of receipt of official notification to vacate;
  5. for full duration of occupancy, occupant must obtain and maintain public loss payable liability and property damage insurance; and
  6. prior to keys being issued, the applicant must sign the SHHO Occupancy Agreement and provide proof of public loss payable liability and property damage insurance.

4.5 Offer on Relocation Pursuant to Canadian Forces Integrated Relocation Program (CF IRP)

SHHO Management will communicate directly with the applicant on all Self Help Housing matters. When a SHHO Unit has been identified for occupancy, SHHO will formally notify the applicant. The member is personally responsible for all arrangements with his/her Relocation Service Provider and relocation as per CF Integrated Relocation Program.

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5. Occupancy Agreement

5.1 General

Occupancy is subject to a number of conditions. These conditions are contained in a document called the “Occupancy Agreement”, which is available through SHHO or their website.

The occupant shall sign a copy of the Occupancy Agreement prior to occupancy and shall abide by the contents therein throughout the period of his occupancy. Occupant must be informed, in writing, of amendments to Occupancy Agreement within 30 days of the amendment.

Where multiple Single members or a service couple occupy a SHHO Unit, only one CF member shall be the occupant, pay occupancy charge, responsible to sign and ensure that all dependants or Sharing Occupants comply with the Occupancy Agreement.

As an occupant is not a tenant and has no legal estate or interest in the premises, a SHHO Unit cannot be sublet or assigned to others.

The occupant shall ensure that his/her family, other members and guests do not trespass on the grounds or in/on the premises of neighbours, and shall refrain from any activity that constitutes a common nuisance to occupants and residents of other units.

Subject to applicable local by-laws and provincial regulations, a SHHO Unit may only be used for commercial purposes, i.e. (daycare or hair salon) if written permission from the Cmdt CFSU Ottawa has been obtained. Details regarding the operation of a business from a SHHO Unit can be found in the SHHO Occupancy Agreement.

5.2 Access To SHHO Unit

SHHO Units may be accessed as indicated:

  1. Emergencies. In emergencies such as, but not restricted to, fire, flood or gas leak, a SHHO Unit may be immediately entered by SHHO employees in the performance of their duties, without the permission of the occupant;
  2. Inspections. Under the authority of the Cmdt CFSU Ottawa for inspections carried out in accordance with the custom or practice of the service under the provisions of QR&O 19.76 (Inspections in Accordance With Custom or Practice of the Service) ; and
  3. Maintenance. The occupant shall allow access to the SHHO Unit by SHHO employees and contractors when they are required to enter in the performance of their duties. Except when the consent of the occupant has been received SHHO shall give the occupant written notice at least 24 hours before the required time of entry. The expected date, time, duration and the reason for entry shall be stated in the notice.

5.3 Vacating of SHHO Unit In Emergency

The Cmdt CFSU Ottawa may order an occupant to vacate a Unit immediately in order to address an urgent/serious repair or a health and safety problem. Under such circumstances, SHHO will cover the costs of displacement, as pre-approved by Cmdt CFSU Ottawa, if the circumstances that led to the ordered eviction arise from negligent SHHO management.

5.4 Inspection/Access upon Vacating Unit

On acceptance of notice of departure and subject to this Standing Order and the Occupancy Agreement, SHHO shall conduct an inspection of the SHHO Unit and it may, from that point on, be shown to prospective new occupants. The timely establishment of specific dates for following inspections are to be initiated by departing occupant with the concurrence of SHHO. Mandatory Pre-inspection shall take place a minimum of 30 days prior to departure date and mandatory final (march out) inspection will take place on vacating day.

6. Retention of SHHO Unit

6.1 General

Occupants are all equally entitled to fair treatment under the principles of safety, security, dignity and privacy. Hence, they shall not be evicted from their SHHO Unit without just cause.

6.2 Change in Circumstances

Occupants shall report to the SHHO, immediately upon being made aware of, any change of personal circumstances which may affect their eligibility for retention of a SHHO Unit or their priority standing.

6.3 Vacating SHHO Unit

An occupant remains responsible for a SHHO Unit and all associated costs (rent, utilities and maintenance) until (s)he has completed all the following action:

  1. a complete and satisfactory march-out inspection has been conducted by SHHO;
  2. all damages to the Unit, other than those caused by normal wear and tear, have been repaired or paid for by the occupant;
  3. a thorough cleaning of the SHHO Unit had been completed or paid for by the occupant; and
  4. the occupant has been officially relieved of his responsibility for the Unit by SHHO management.

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6.4 Vacating SHHO Unit on Promotion

Promotion to Sgt/PO2. On promotion to the rank of Sgt/PO2, an occupant will be expected to vacate his/her SHHO Unit. However, under special circumstances and if no priority 1 applicant is waiting for a vacancy, the occupant may retain the SHHO Unit until posted outside the NCR or until promoted to the rank of WO/PO1. Under such consideration, the occupant becomes an Opportunity Occupant and will be considered as such if SHHO Units need to be reallocated. When promoted to the rank of WO/PO1, the member shall vacate the SHHO Unit within 90 days following his/her effective date of promotion. All costs associated with the move are the responsibility of the member vacating the unit.

Promotion to Capt/Lt(N). An officer promoted to the rank of Capt/Lt(N) shall vacate the SHHO unit within 90 days following his/her effective date of promotion. All costs associated with the move are the responsibility of the member vacating the unit.

Occupant failing to timely vacate a SHHO Unit may be subjected to disciplinary and administrative action, including eviction, or assessment of rent at market rate.

6.5 Vacating SHHO Unit on Family Breakdown.

When no longer involved in a family relationship, the occupant shall inform SHHO of the situation and ensure that his/her former dependants move out of the SHHO Unit within 90 days following the end of the relationship. All costs associated with the move will be the responsibility of the occupant.

An occupant failing to notify SHHO of changes in a family relationship and/or to vacate former dependants from his SHHO Unit within the allowed 90 days may be subjected to disciplinary and administrative action, which includes eviction and the recovery of costs sustained by SHHO to deal with the matter.

6.6 Vacating SHHO Unit on Release

Occupants in the process of releasing from the CF shall vacate SHHO Unit no later than their date of release and are encouraged to make early provisions for an orderly transition to private sector housing. Occupant shall arrange for SHHO Unit pre-departure inspection to take place at the earliest convenience once notice of departure has officially been handed to SHHO. The march out inspection is to take place on the day of departure. An occupant failing to vacate SHHO Unit by release date will be evicted. Evicted occupant will be billed for all costs generated by his prolonged stay.

6.7 Occupancy of SHHO Unit Beyond Release Date

Occupants seeking to extend occupancy beyond date of release for extraordinary reasons shall submit a written request to SHHO who in turn shall submit its recommendations to the Cmdt CFSU Ottawa for his consideration and approval. Under such special consideration, the occupant becomes an Opportunity Occupant and will be considered as such if SHHO Units need to be reallocated.

Occupancy charges shall be at the established market rate and shall be recovered in advance along with an additional one month rent payment to serve as a safety deposit.

Prior to recommending continued occupancy by a member released from the CF, SHHO shall ensure that an inspection of the SHHO Unit is conducted. If the inspection reveals damage other than normal wear and tear, prompt action shall be taken to restore the SHHO Unit to SHHO standard and to recover SHHO expenses incurred in the process.

6.8 Deceased or Missing CF Members

SHHO shall consult with the Cmdt CFSU Ottawa prior to any action being taken with respect to the continued occupancy by family members of a deceased or missing member. As a governing principle, under no circumstances shall a Notice to Vacate be delivered to the family of a deceased or missing member until at least 180 days after the next of kin has been informed of the death. Payment of SHHO Unit rent and utilities will be the responsibility of deceased or missing member's succession until the Unit has been vacated as per established procedures. Under no circumstances shall the family of a deceased or missing member be allowed to stay in SHHO beyond 12 months after the next of kin has been informed of the death.

7. Notice to Vacate – Eviction from SHH Unit

7.1 General

Eviction may be required to address:

  1. operational requirements;
  2. administrative adjustments;
  3. violation of the SHHO Standing Order or Occupancy Agreement ; or
  4. other regulations.

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Regardless of the reason for eviction, the principles of fairness and honesty shall be applied and all practical options will be assessed prior to an eviction.

Eviction will not be used to remove a Priority 1 occupant from a residence to meet the allocation needs of another CF member. However, Priority 2 and Opportunity Occupants can be evicted to accommodate a Priority 1 applicant. Unit to be vacated will be selected based on the following criteria and order of priority:

  1. first, Opportunity Occupant; and
  2. second, Priority 2 Occupant.

The priority for eviction within the above categories will be based on member's seniority in rank and occupancy time. In other words, the senior ranked member having the longest occupancy in SHHO Unit will be the first one to be evicted.

7.2 Approval of Eviction

The Cmdt CFSU Ottawa is the approving authority for eviction from SHHO Unit. In instances where eviction from a SHHO Unit is deemed appropriate, SHHO shall recommend approval, along with the reasons thereof to the Cmdt CFSU Ottawa at the earliest opportunity.

7.3 Notice to Vacate

Following the decision to order an eviction:

  1. a Notice to Vacate shall be prepared by SHHO and signed by Cmdt CFSU Ottawa;
  2. the Notice to Vacate shall be delivered to the occupant or, in his/her prolonged absence, to an adult residing at the SHHO Unit. The occupant's CO or, as applicable, the occupant's NDHQ Director shall be provided with an information copy;
  3. a copy of the notice shall be retained by the SHHO; and
  4. full circumstances of the eviction shall be placed on the member's Unit Personnel Record (Pers file) if eviction is due to violation of SHHO Standing Order or occupancy agreement.

Note - Except in the case of an emergency, a Notice to Vacate shall provide a minimum of 30 days notice to vacate.

7.4 Occupant Subject to the Code of Service Discipline

Disciplinary action may be considered when an occupant subject to the Code of Service Discipline, fails to comply with a duly authorized Notice to Vacate.

7.5 Resident not Subject to the Code of Service Discipline

When an occupant who is not subject to the Code of Service Discipline fails to comply with a duly authorized Notice to Vacate, he/she will be removed pursuant to QR&O Vol 4 Appendix 3.2, Defence Controlled Access Area Regulations .

7.6 Physical Removal from Self Help Housing

Where it is apparent that physical removal is likely to cause a breach of the peace or to cause undue hardship for the persons concerned, particularly children, the matter shall be referred to the Cmdt CFSU Ottawa for direction and assistance of the Military Police.

8. Charges for SHHO Unit

8.1 General

Occupancy charges for Self Help Housing will be reviewed annually by SHHO and approved by Cmdt CFSU Ottawa with updated values being normally applied 1 April of each year. These reviews are to be conducted in sufficient time so as to allow the occupant at least three months notice of any changes to occupancy charges. Notifications of the occupancy charges shall include the Unit market rate assessment and additional parking charges.

8.2 Sharing of Occupancy Charges

No personal gain shall be derived from Occupancy Sharing. As applicable (e.g. occupancy sharing) all occupancy related costs must be shared between Occupant and Sharing Occupant(s).

8.3 Utility Charges

SHHO Units are individually metered for utilities with the occupant paying consumption charges directly to the supplier.

An occupant may not, under any circumstances, commence or discontinue utilities services to a SHHO Unit without prior consent from SHHO. Failure to comply will result in all additional charges and potential damages to affected SHHO Units being charged to the contravening occupant.

8.4 Members Sentenced to Detention or Imprisonment

Deductions for Self Help Housing will continue while a member is undergoing detention or imprisonment as long as their dependants continue to occupy a SHHO Unit.

8.5 Residential Parking

Where additional parking is required and provided, a separate charge will be imposed at the rate approved by the Cmdt CFSU Ottawa and published annually.

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9. Liability for SHHO Unit

9.1 General

The occupant of a SHHO Unit is liable for losses and all damages to the Unit other than that which is occasioned by reasonable wear and tear, , Acts of God, the Queen's enemies, riots or insurrections. Recovery action for losses and/or damages attributed to the occupant will occur in accordance with QR&O Chapter 38, Liability for Public and Non-public Property.

Loss of or damage to private property attributable to the risks of civil life is the responsibility of the occupant. It is mandatory that occupants of Self Help Housing have personal property damage insurance to cover the building in the event of fire, flooding, theft, etc, as well as public loss payable liability in the event of damage to SHHO Unit where the occupant is found liable due to negligence or willful damage.

10. Communicable Diseases

10.1 Communicable Diseases

To prevent or control the spread of communicable diseases, it is essential that military medical authorities be notified of diagnosed or suspected cases that occur in SHHO Unit. Refer to CFAO 34-7, Communicable Diseases – Occupants of DND Controlled Quarters and Military Trailer Parks for definition of communicable diseases.

Occupants and/or residents who know or suspect that any person living in a SHHO Unit is suffering from a communicable disease shall, within 12 hours, notify Cmdt CFSU Ottawa through SHHO.

When a person residing in a SHHO Unit is in the infectious stage of a communicable disease, Cmdt CFSU Ottawa may, on the advice of a medical officer, order that the person be removed to a civilian medical facility or to a CF medical facility.

When a medical officer suspects that a person in a SHHO Unit is a carrier of an infectious disease, the Cmdt CFSU Ottawa may require the person to submit to such medical investigation as the medical officer, or the local medical officer of health, may consider necessary.

11. SHHO Unit - Complaint Procedure

11.1 Complaint Procedure

The SHHO shall make available to its occupants a complaint resolution process.

The SHHO complaint resolution process should be the initial complaint mechanism for an occupant to address a concern with the administration, maintenance or management of Self Help Housing.

If the issue has not been resolved through the aforementioned process, a CF member may raise a grievance in accordance with Queen's Regulations and Orders ( QR&O ) Chapter 7 (Grievances)

12. References

12.1 Source Reference

DAOD 5024-0, DND Living Accomodation

12.2 Related References

CBI 209, Transportation and Travelling Expenses

CBI 209.82, Movement of Dependants

CBI 209.9951, Temporary Evacuation of Family Housing

CBI 209.996, Local Move of Furniture and Effect

CFAO 19-19, Disposal of Absentees

CFAO 34-7, Communicable Diseases – Occupants of DND Controlled Quarters and Military Trailer Parks

CFAO 50-21, Self Help Housing Community Councils

CF Integrated Relocation Program (CF IRP)

QR&O, Vol 1, Chapter 38, Liability for Public and Non-Public Property

QR&O Appendix 3.2, Defence Controlled Access Area Regulations