Events and shared facilities

It is up to the tenant committee and the tenants themselves to decide how many events will be organised throughout the year. For many tenants, the events and the use of the shared facilities at the property are the reason why they engage in tenant activities.

The number and purposes of the shared facilities vary, but usually there is at least one club room in each property. The shared facilities and their keys are managed by the tenant committee and their development depends greatly on how active the tenant committee is. If there are many shared facilities in the property, some of them can be modified to suit different purposes, such as music, crafts or fitness uses. Any plans for such changes must always be discussed with Hoas first, so that the structural suitability of the facilities can be verified before any changes are made.

The shared facilities usually have separate keys and the tenant committee is responsible for managing them and lending them to the tenants. When keys are lent out, it is important to ask the tenant to sign the key borrowing form both when handing the keys to the tenant and when they return them. The tenant committee can manage the reservations in any way they choose, for example via an electronic or paper calendar or by email reservations. You can also ask for tips and experiences for setting up a well-functioning reservation and key management system in the Tenant Activity Facebook group 

The shared facilities can also be used as event venues for the tenants living in the property. In addition to the suggestions made by the members of the tenant committee, ideas for various events can also be sought from the tenants themselves. Traditional events include voluntary yard work days in the spring and autumn, a welcoming event for new tenants in the autumn and pre-Christmas parties. Other ideas might include board game evenings, barbecue parties and Sunday brunches. 

A well planned event is already half done. The first thing to do when planning an event is to enter a decision on the matter into the tenant committee meeting minutes, along with a budget. It is always advisable to record a maximum budget in the minutes for the total cost of the event, inclusive of all purchases. Communication about the event should be started early enough via as many channels as possible to spread information about it to as many tenants in the property as possible. The event should be advertised at least on the property notice boards but using electronic channels is also a good idea. Asking people to sign up for the event beforehand is a handy way to get a ballpark estimate on how much food and drink will be needed. Serving alcoholic drinks is allowed in moderation, and signing up in advance will help with this as well. The guideline is that there should be a maximum of two servings per adult participant. 

During the event the most important thing is to enjoy meeting your neighbours and maintaining the community spirit. The participants' names should be recorded in a list of participants, which needs to be given to Hoas after the event, along with the expense claim form and receipts. The list of participants provides proof to Hoas that the tenant committee has actually held the event that the purchases and statement of accounts are for.

 

Voluntary work days 

The tenant committee can organise voluntary work days in the spring and autumn, so that the tenants can volunteer to help tidy up the yard area quickly. It also provides a great opportunity to get to know your neighbours and you might even make some new friends. The tenant committee may also clean up the storage areas and empty the bike storage rooms during the voluntary work day. If the tenant committee wishes to empty out storage rooms, they must always ask permission and get instructions from Hoas Tenant Committees for doing so. 

If there are no tools at the property, such as rakes, shovels or bin bags, the tenant committee can order the required items from Hoas at least two weeks prior to the work day by submitting a fault report. More detailed instructions for this are available from Hoas Tenant Committees. The tenant committee can also make a sauna reservation for the workers by announcing the date and times to Hoas Tenant Committees at least one week before the voluntary work day. The sauna is available for reservation only if there are no private or shared sauna bookings at the time. 

Recycling waste is always the responsibility of the tenants themselves, so any waste that does not belong in the waste containers must be taken to the designated areas. Any large, old, broken or otherwise unusable items stored in the tenant committee spaces must be taken to Sortti facilities or you must order a service to take them away. If a large fire load is found in the corridors at the property, a fault report must be submitted to Hoas on the Hoas website.