Transfer and Mutual Exchange Policy and Procedure

Statement of objectives

The word ‘transfer’ is used to refer to members moving to different accommodation within the Co-op, whether through an allocation meeting or by other means, outlined below.

There are three distinct situations where tenants may be transferred within the Co-op:

  1. The first is mutual exchange where two tenants or groups of tenants agree to exchange units. 
  2. The second is transfer where a tenant/s require(s) a transfer to a different location, type or size of unit. This will usually happen at an Allocation Meeting.
  3. The third is a Management Transfer requested by the Co-op

Transfers of Vine Co-op tenants take priority over the allocation of non-members, except where a property must be allocated to an outside nomination as a condition of funding or as part of a Housing Corporation funded scheme.

All vacancies are advertised in the MC minutes.

The three main objectives of the Transfer Policy are:

1. Meeting tenants’ wishes to move

As a good landlord the Co-op is obliged to do everything it can to facilitate transfers to meet the needs, wishes and aspirations of its tenants

2. Maximising the use of the Co-op’s housing stock

The Co-op has a legal obligation to require tenants to transfer (and to provide suitable alternative accommodation) when:
a) there is statutory overcrowding;
b) major works are needed;
c) continued occupation by the tenant conflicts with the charitable objectives of the Co-op;
d) the unit is specifically designed for people with special needs which the tenant does not require;

Circumstances in which the Co-op would wish to encourage tenants to transfer include:
e) where tenants under-occupy the dwelling and they could move to smaller accommodation;
f) if a transfer would facilitate resolving other members’ housing needs.

If a transfer is caused through relationship breakdown, the partner who does not have the major part of the custody of the children must move to the smaller housing unit (i.e. the partner with the major part of the custody stays in the existing family home).

3. Downsizing and mobility

a) Tenants who agree to downsize within the Co-op should have reasonable expenses covered by the Co-op, including any improvements to their new homes and deep cleaning if necessary.
b) Tenants who move out of a Co-op property and away from the Co-op, thereby freeing up at least one bedspace for allocation, may apply to have reasonable moving expenses covered by the Co-op, to be agreed by the MC on an individual basis. This will be agreed in principle first, then paid on presentation of receipts.
c) Information should be made available about moving out of the Co-op.

Fulfilling the Co-op’s general aims

In accordance with its Equal Opportunities Policy, the Co-op must ensure there is equal access to mutual exchanges, transfers and equal treatment of all Co-op members under the Transfer Policy.

The Co-op must show a commitment to cater for everyone’s changing needs.

Transfers of existing tenants should not result in inferior or less desirable housing becoming the only units available for new members.

Amendments to the Policy

Amendments to the Transfer Policy and Procedure should be agreed at a Management Committee Meeting, and also agreed at a General Meeting.

Membership Policy

Agreed March 2007

Amended 23 March 2023