Occupant Handbook - 8.0 Other information and requirements

8.1 Household information

The Occupant is responsible to ensure that their file is up to date by providing the Housing Services Centre (HSC) with changes to their rank, unit, household size, phone numbers and email addresses of all adult Occupants and all changes of household members (dependents, extended family and any other persons occupying the residential housing unit (RHU)) by completing the online Household information update form.

8.2 Inter-residential housing unit moves

The Canadian Forces Housing Agency (CFHA) may permit inter-RHU moves requested by the Occupant for the following reasons:

• Change in official household size as per Posting Instruction or confirmation from the Unit Orderly Room.
• Compassionate reasons, at the discretion of the HSC manager.

Inter-RHU moves typically do not take place during the active posting season, however, they may be considered at the discretion of the HSC manager, subject to availability of housing. All costs associated with the move will be the Occupant’s responsibility.

The approval of inter-RHU moves depends on a passed preliminary inspection. This means there is no damage (other than fair wear and tear) to the present RHU. The HSC manager will not approve the move until any damage has been repaired and/or paid for, to the satisfaction of the HSC.

The Occupant is responsible for shelter charges, utility costs, and liability and damage insurance coverage for both RHUs during the move as they remain responsible for the previous RHU until official move-out has occurred, and for the new RHU on the day the keys are provided.

The move-out date from the previous RHU must be the same as the move-in date of the new RHU. However, if occupants require extra days, they may submit a written request to the HSC and will incur additional shelter charges. The additional shelter charges for the RHU may be payable by cheque, debit, or credit card on the day the keys are picked up. The previous RHUs shelter charge will be source deducted from your pay until the move-out procedures are completed.

8.3 Domestic pets

Occupants may keep certain pets on the premises, however, CFHA will limit the type and number of pets permitted. If you are a pet owner or would like to adopt a pet, please refer to the Annex B - Responsible Pet Ownership – Residential Housing Units of the DND Living Accommodations Instruction for more details.

Note: The occupant may be held responsible for costs resulting from non-fair wear and tear, including damage caused by pets or neglect. The cost of repairs is charged at full value. Replacements are subject to depreciation, with a minimum charge of 20% of the replacement cost.

8.4 Pest management

Strategies for managing pest populations are developed according to the species of pest, as well as the threat they pose to people, property, and the environment. For CFHA managed RHUs, the focus of pest management is to reduce any potential health hazards, prevent loss or damage to CFHA and/or occupant property, and to avoid the proliferation of pests.

The HSC will be responsible for pest control costs:

• To protect the infrastructure, occupants’ health and safety, or the environment.
• When it is confirmed that the infestation has not been caused by occupant negligence.

The Occupant will be responsible for pest control costs:

• When a CFHA inspection confirms the pests are due to occupant negligence (poor housekeeping).
• As a preventive measure.
• In structures installed by the occupant.

The HSC will not undertake pest control for skunks, rabbits, or other roaming animals, or for insects outside the RHU. For occupant safety and to ensure the wildlife maintains their self-sufficiency, please do not feed wild animals.

8.5 Good neighbour considerations

Conscientious and respectful neighbours help create a happy community. The following guidelines will maintain a respectful neighbourhood for all occupants:

• Occupants must not trespass on the grounds of their neighbours.
• Occupants must not disturb the peace and/or comfort of their neighbours or any individuals in any RHU. Occupants must not cause or permit anything that unreasonably interferes with their neighbours’ peace, privacy, or quiet enjoyment, including barking dogs and loud parties.
• Occupants must respect all local by-laws and base/wing standing orders.

The Occupant is responsible for the behaviour and actions of any guest invited onto the premises.

8.6 Hazardous spills

Hazardous material spills inside or outside the RHU, such as fuel, oil, gasoline, pesticides or otherwise, must be reported to the HSC or local environment officer immediately. If outside of regular working hours, call EAHRS to ensure proper precautions and/or remedial actions can be taken to minimize health and safety, and environmental concerns.

Under Canadian Federal Laws (Canadian Environmental Protection Act, and the Fisheries Act), you may be held personally liable for any spill that causes environmental damage. This includes cleanup costs, damages, and fines for negligence or failure to act promptly. Ensure you have taken appropriate precautions when using hazardous materials.

8.7 Firearms and ammunition

If Occupants’ own firearms and/or ammunition, they must contact the Military Police and/or local policing authority for instructions on how these items need to be licensed and stored.

The Occupant must comply with the security and storage requirements as it pertains to containers for small arms and ammunition in accordance with federal law.

Storage, Display, Transportation and Handling of Firearms by Individuals Regulations.

8.8 Reasonable and emergency access

Occupants must allow access to all premises by CFHA, Defence Construction Canada (DCC) employees, DND employees and contractors when they are required to enter in the performance of their duties, even when Occupants are on extended absences from their RHU. If an Occupant is not allowing access or arranging an appointment, the chain of command will be contacted. With the exception of emergencies, the HSC will inform the Occupant at least 24 hours in advance of the inspection, and provide the reason, date, and approximate time.

In emergencies such as, but not restricted to, fire, flood, or gas leaks, CFHA, DND employees or contractors may be required to enter the premises to perform their duties without obtaining the occupant’s permission.

CFHA/DCC/DND employees accessing the premises must provide proper identification upon request. Contractors will carry official work orders issued by CFHA. Occupants should inform the HSC of any unscheduled visits.

Contractors will contact occupants to arrange an appointment time during normal working hours convenient for both parties. The Occupant is required to provide the HSC with their current, local phone numbers and email addresses to pass along to contractors.

Note: It is the occupant’s responsibility to contact the contractor should they need to cancel or reschedule the appointment. Missed appointments may result in CFHA administering a charge to the Occupant.

8.9 Signage

It is prohibited to post advertising signs outdoors or in the windows of an RHU or to solicit door-to-door in the residential area.

It is also important to note that occupants are not permitted to erect/display political activity signs in support of candidates and/or political parties on RHU premises during election periods as per DND Regulations QR&O Section 19.44, paragraph (3).

The installation of a flagpole on the ground or attached to an RHU is prohibited except for those already existing.

8.10 Extended absences from your residential housing unit

When an RHU is unoccupied for more than 48 hours, the Occupant must ensure that the premises are checked daily so that emergencies can be dealt with promptly. The Occupant must advise the HSC of the contact person’s name and telephone number by submitting the online Extended absence form. Failure to do so will result in the Occupant being held responsible for any costs of gaining access to the RHU in an emergency situation as well as any damages to the RHU.

While away, the Occupant is responsible to ensure the lawn is mowed, mail/flyers are removed regularly and the driveway, sidewalk, utility meters, and steps are kept clear of snow, ice, or any other debris. Additionally, hot water tanks are to be left in the “ON” position to prevent bacteria growth in the tank.

During winter absences, occupants are to leave the heating system on and set to maintain a minimum temperature of 15º C. In addition, the main water supply valve must be turned “OFF” during absences to prevent or minimize damage should a leak occur. Occupants living in row houses must ensure to turn off the main water valve for their unit and not the valve for all the RHUs in that row. If unsure, contact the HSC.

RHU in Yellowknife

Due to colder weather conditions, for RHUs in Yellowknife, the premises must be checked daily and a notice of absence sent to CFHA for absences of more than 24 hours.

8.11 Respectful conduct

CFHA is committed to providing an environment for all employees and occupants that is safe, secure, and free of harassment, threats, intimidation, and violence. Occupants must treat CFHA staff and contractors with respect at all times. Any verbal abuse, aggressive behaviour, or harassment will be subject to the Violation Management Policy. Please refer to section 8.12 Violation management of this Handbook for more information.

8.12 Violation management

Occupants are responsible for ensuring they adhere to all related regulations and policies. Violations, disregard for regulations, or damages to public property, may result in administrative, legal, financial, or disciplinary action up to, and including, eviction against the Occupant.

The following represents some (but not all) grounds/breaches requiring consideration of licence termination:

• Non-payment of shelter charge or other financial commitment to CFHA.
• Damage to the RHU or related assets caused by willful and/or negligent acts of/by the occupant(s).
• Criminal conviction/incarceration where it is clearly determined that continued occupancy is not in the best interest of the community.
• Continued unacceptable behaviour (e.g., pet and housekeeping issues, noise, privacy violations, threatening behaviour to other occupants, etc.).
• Continued non-compliance with other Conditions of Occupancy.
• Loss of DND Housing eligibility.

The Violation Management Policy ensures all occupants of DND housing are treated fairly and, in most cases, are given the opportunity to address violations of the CFHA Licence to Occupy/Occupant Handbook, including relevant provincial and municipal by-laws, by issuing infraction notices or violation letters.

8.13 CFHA interior/exterior photos of an occupied residential housing unit

CFHA is committed to its responsibility to maintain its premises to a standard that prevents health, safety, or security issues for occupants. Photos may be required to document the condition of the premises for non-compliance with the terms and conditions of the Licence to Occupy/Occupant Handbook, and to manage the programs and activities within our mandate.

8.14 Extension beyond release

The Occupant will typically vacate the RHU no later than their date of release and are expected to make early provisions for an orderly transition to private sector housing.

Occupants seeking to extend occupancy beyond their date of release are required to submit an Extension beyond release request form to the HSC. The form must include a copy of the applicant’s release message, confirming intended place of residence (IPR) eligibility or enrolment in an approved career/transition training program.

Subject to RHU availability, the HSC manager may authorize an extension of occupancy beyond release date to occupants who are enrolled in approved career transition/training programs (e.g., vocational rehabilitation). Occupancy beyond release date will be for the period of the program, not to exceed two years.

8.15 Residential service damage

The Residential Service Damage Report is the procedure used by CFHA when an Occupant is liable for the cost of repair or replacement of non-fair wear and tear and other circumstances that result in charges, including non-compliance with move-in and move-out procedures. Refer to each section of this document for additional details.

Liability extends but it’s not limited to damage caused by pets, dependants, roommates, guests, or visitors caused at move-in, at any point of occupancy and at move-out.

CFHA reserves the right to identify repairs and to establish remediation requirements. Correction of damages may be deferred if the HSC determines that the asset is not compromised, no health or safety risk exists, and no further deterioration is expected.

The cost of repairs is charged at full value. Replacements are subject to depreciation, with a minimum charge of 20% of the replacement cost.

The following is a not all-inclusive list of what may result in charges to the Occupant:

• Misuse, mistreatment, or neglect
• Wilful damage
• Accidental damage
• Failing to report maintenance issues
• Unauthorized modifications
• Removing or disposing of house components
• Damage from forced entry caused by the Occupant’s actions
• Non-compliance with move-out requirements.

Please refer to section 10.2 Moving-out requirements of this Handbook for more information.