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POLICY ON ATTENDANCE OF DIRECTORS AT BOARD MEETINGS
POLICY ON RETURNED CHEQUES AND LATE PAYMENTS
POLICY ON USE OF THE BULLETIN BOARD
POLICY ON OCCUPATIONAL HEALTH AND SAFETY
POLICY ON WORKPLACE HARASSMENT
POLICY ON Diversity and Discrimination
POLICY ON ATTENDANCE OF DIRECTORS AT BOARD MEETINGS
Pursuant to the Condominium Act, 1998, Section 56 (1) (b) “to regulate board meetings…” and By-Law No. 1, Section 11 (2) “The Directors may meet, adjourn or otherwise regulate their meetings as they think fit.” as set out in the Declaration for C.C.C. No. 145, the following policy statement governing the attendance of Directors of the Corporation at regularly scheduled meetings of the Board is proposed for the Board’s consideration:
Every Director of the Corporation will endeavour to be in attendance in person at each regularly scheduled Board meeting, generally on a monthly basis. A Director who is absent from either three consecutive or half (50%) of the regular Board meetings will tender his/her resignation from the Board. The Board reserves the right to derogate from the application of this policy when, in its judgment, mitigating circumstances prevail. This policy in no way precludes a Director who is not physically present at a given Board meeting from participating in said meeting, albeit in an ex officio manner, via teleconference.
By Resolution of the Board, July 2010
POLICY ON RETURNED CHEQUES AND LATE PAYMENTS
This policy is based on the following Corporation documents:
EXTRACT FROM BY-LAW NO. 1
ARTICLE IX – ASSESSMENT AND COLLECTION OF CONTRIBUTIONS TOWARDS COMMON EXPENSES
DEFAULT
41. In the event an Owner is in default in payment of any levy for Common Expenses or Reserve Funds hereunder and such default continues for a period of fifteen (15) days, the Board may in its sole discretion take such steps as may be necessary to enforce collection thereof and there shall be added to any amount found due, interest at the rate of 1% per month, or such other rate of interest as the Corporation may by By-law from time to time determine, and all legal and other collection expenses incurred by the Corporation.
EXTRACT FROM RULES
G. COMMON EXPENSES
1. The Board will levy a charge of $25.00 when cheques which are submitted for payments to CCC # 145 are returned or when payments are submitted late. By-Law 1, Article 39(2) states that payment of condominium fees is due on the first of each month. The notices of other payments will state the date on which such payments are due.
NSF CHEQUES
Cheques and pre-authorized payments submitted to the Corporation by owners and/or residents in payment of monthly condominium fees, locker rentals, elevator bookings, key or FOB purchases and/or any other form of payment made by cheque from time to time, will be subject to an administrative fee in the event such cheque is returned by the bank for insufficient funds, or for any other reason whatsoever. This administrative fee, as specified in the currently applicable Rule which may be modified from time to time in accordance with Section 59 of the Condominium Act of Ontario, 1998, will be added by the Corporation against the unit owner’s account and will be collectible in the same fashion as common element fees.
The Board of Directors reserves the right to waive such administrative fees and may do so at its sole discretion.
LATE PAYMENTS
As required by the Declaration, payments of monthly condominium fees are due on the first of each month. Payments received after such date will be subject to an administrative fee, as specified in the currently applicable Rule.
Late payments for Special Assessments will also be subject to the same administrative fee.
This administrative fee will be added by the Corporation against the unit owner’s account and will be collectible in the same fashion as common element fees.
The Board of Directors reserves the right to waive such administrative fees and may do so at its sole discretion.
FOR BOTH NSF CHEQUES AND LATE PAYMENTS
The Condominium Manager will send the Owner a courtesy reminder via letter or email during the first 10 operating days following the due date of payment.
If payment or response is not received by the 15th operating day following the due date, as specified in the Declaration, the matter will be sent to legal counsel for collection.
All correspondence addressed to the Corporation (CCC 145), to the Board of Directors, to individual Board members and/or to Property Manager which are received either in person, by mail, by email or by courier at 151 Bay Street or at the Property Management company’s offsite offices, are to be handled as follows:
All correspondence will be opened by the Property Manager unless noted “Personal and Confidential” on the envelope;
All correspondence addressed to the Property Manager shall be
acknowledged by the Property Manager in writing, in person or by phone at her/his discretion, based on the nature of the correspondence; and acted upon.
Issues which fall within the Property Manager’s scope of authority, such as Requests for Service, Rules Enforcement, Board Policies’ application, are to be handled without further Board involvement and a copy of such correspondence shall be provided for Board review at the next meeting;
All correspondence addressed to the Board shall be acknowledged by the Board’s Secretary, in writing, and the Board may reply, if it so chooses, to requests for information, explanation of Board policies or other corporate matters, while ensuring that the Property Manager is copied with the correspondence;
Issues which require new policy directives, a change in policy directive or a Board decision pertaining to a specific unit shall be placed on the meeting agenda for consideration by the Board of Directors;
Decisions made by the Board relating to items placed on a Board agenda shall be confirmed in writing by the Board Secretary or by the Property Manager by way of correspondence to the Owner, or by way of notation in the Board minutes, at the Board’s discretion;
Anonymous correspondence will be neither acknowledged nor given a response.
By Resolution of the Board of Directors, April 7, 2021
POLICY ON USE OF THE COMMUNITY BULLETIN BOARD
There are three notice boards located in the Mail Room. Official announcements from the Board of Directors are posted on the glass-covered board. A second board contains Management’s notices of work being done in the building that affects residents. The third is the Community Board where residents can post notices of specific interest to the Park Square community.
The following guidelines shall govern the use of the Community Bulletin Board:
- The board is for the exclusive use of residents.
- All notices shall clearly identify the resident or group posting the notice and their contact information.
- All notices shall be dated and removed two weeks after the initial posting.
- The board shall be used to post community events, announcements and notices. . Where space is limited, posting notices endorsed by the various Park Square Committees shall have precedence.
- The board can be used to announce the sale of condominium units at Park Square by the owner or a real estate agent.
- The board shall not be used for the purpose of advertising goods not owned by residents.
- The board shall not be used for the purpose of advertising external services.
- The board shall not be used for the dissemination of political and/or religious materials;
- The board shall not be used to post materials or statements which may be deemed to be erroneous;
- The board shall not be used to post materials or statements which may be considered defamatory, slanderous or libelous to the Corporation, any owner, resident, director, officer, manager, staff or contractor of the Corporation;
- The board shall not be used to post any materials which may negatively impact Park Square’s reputation and/or property values.
- The board shall not be used to post materials which may be deemed to be abusive, offensive, or vulgar.
In order to protect the Corporation from potential liability, and with the goal of fostering and maintaining a harmonious living environment for its owners and residents, the Board of Directors hereby appoints the Secretary of the Board, or in the Secretary’s absence, any other Board Director designated for this purpose, to monitor items posted on the bulletin board.
Any posting which in the sole discretion and opinion of the Secretary of the Board does not comply with the above noted guidelines and criteria shall be removed by the Secretary of the Board and submitted to the Board of Directors for their consideration at their next regularly scheduled meeting. The Secretary of the Board shall also have the authority and discretion to remove or reduce the number of postings and notices in the board when space is needed.
POLICY ON OCCUPATIONAL HEALTH AND SAFETY
The Board of Directors of Carleton Condominium Corporation No145 (the “Corporation”) are vitally interested in the health and safety of its employees. Protection of employees from injury or occupational disease is a major continuing objective. The Corporation will make every effort to provide a safe and healthy work environment. All supervisors and workers must be dedicated to the continuing objective of reducing risk of injury.
The Corporation, as employer, is ultimately responsible for worker health and safety. The Corporation gives its promise that every reasonable precaution will be taken for the protection of workers.
The Corporation will be held accountable for the health and safety of workers under their supervision. Supervisors are responsible to ensure that machinery and equipment are safe and that workers work in compliance with established safe work practices and procedures. Workers must receive adequate training in their specific work tasks to protect their health and safety. Workers should avoid hazardous conditions and should promptly notify the Condominium Manager of any unsafe chemicals, products or conditions. Every worker must protect his or her own health and safety by working in compliance with the law and with safe work practices and procedures established by the Corporation, from the president to the workers.
It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of this Condominium.
POLICY ON WORKPLACE HARASSMENT
The Board of Directors of CCC No 145 is committed to providing a work environment in which all individuals are treated with respect and dignity.
Workplace harassment will not be tolerated from any person in the workplace. Everyone in the workplace must be dedicated to preventing workplace harassment. Managers, supervisors, workers, unit owners and residents are expected to uphold this policy and will be held accountable for their actions by CCC 145.
Workplace harassment means engaging in a course of vexatious comment or conduct against a worker in a workplace – a comment or conduct that is known or ought reasonably to be known to be unwelcome. This may include making remarks that demean, ridicule, intimidate or offend; displaying or circulating offensive materials; bullying and yelling at workers; intimidating phone calls or e-mails; inappropriate sexual advances; attempts to direct work performed by workers by those not authorized to do so; and perceived threats of physical violence (shaking a fist in a worker’s face).
Harassment may also relate to a form of discrimination as set out in the Ontario Human Rights Code, such as discrimination based on gender, religious beliefs, ethnic background, etc. This policy is not intended to limit or constrain the reasonable exercise of management functions in the workplace.
Workers are encouraged to report any incidents of workplace harassment to their supervisor. Should the supervisor be the source of the harassment, workers are encouraged to report such incidents directly to the Board of Directors. Management will investigate and deal with all concerns, complaints or incidents of workplace harassment in a fair and timely manner while respecting workers’ privacy as much as possible. Nothing in this policy prevents or discourages a worker from filing an application with the Human Rights Tribunal of Ontario on a matter related to Ontario’s Human Rights Code within one year of the last alleged incident. A worker also retains the right to exercise any other legal avenues that may be available.
Pursuant to By-law #1, the Board may from time to time elect or appoint such Committees as it may deem advisable. All such committees are advisory in nature and shall carry out such tasks or studies that the Board may direct. Committees exist at the pleasure of the Board and may be created or abolished as required.
Every committee shall have a Terms of Reference (TOR) to establish its mandate and such other matters the Board deems important, including but not limited to, the chairmanship, the size of the committee, and specific tasks the committee is to focus on. Committees may choose to pursue other tasks or issues that fall within their mandate but will give priority to assignments from the Board. TORs will be reviewed annually, such reviews to occur within two months of the Annual General Meeting.
The general purpose of committees is to advance the goals of the Board in ensuring the building infrastructure and operations, maintaining financial integrity of the corporation and advancing the collective interests of the unit owners.
The TOR will establish the size of the individual committees but, except in exceptional circumstances determined by the Board, committees will have between 3 and 7 members, one of whom will be a CCC145 Director. The appointed Director shall be the Chair or Deputy Chair of the committee as determined by the Committee and shall be responsible for presenting committee recommendations to the Board for consideration.
Committees shall keep a record and/or Minutes of their meetings.
Committee members, other than Directors who shall be appointed to committees annually, shall be appointed by the Board for two-year renewable terms. The Board will actively recruit committee members. Committees may recommend persons to the Board for appointment providing details of their qualifications and willingness to serve.
Committee members will sign a Code of Ethics to govern their work
No committee shall represent the Board, expend corporation resources or enter into agreements with third parties without pre-approval and direction by the Board of proposed budgets or terms of the agreement. Committee Chairs shall be responsible for reporting to the Board on expenditures and related matters.
The Board understands the value of committees and the energy and enthusiasm that members bring to their work and will endeavor to ensure that their efforts are recognized and appreciated by residents of CCC145.
Approved by the Board of Directors on February 3, 2021
POLICY ON Diversity and Discrimination
The Board of Directors of CCC145, in accordance with Ontario’s Human Rights Code, recognizes the dignity and worth of persons regardless of race, ancestry, colour, place of origin, ethnic background, citizenship, creed, sex, gender identity or expression, sexual orientation, abilities, age, marital status or family status (“human rights grounds”).
The Board of Directors of CCC 145 is committed to promoting an environment where CCC 145’s owners, residents, workers, supervisors and managers are free from discrimination and harassment.
We welcome everyone and celebrate diversity within our community. We believe our very differences strengthen our bonds of understanding. We believe in being inclusive, accepting, and accommodating of everyone in the community.
CCC 145 shall comply with its obligations under human rights law, including taking adequate steps to prevent and address harassment and discrimination such as any activity that attempts to injure, harm, insult, malign or harass another person on the property on the basis of human rights grounds.
Owners, residents, workers, supervisors, and managers are expected to uphold the principles of dignity, individualization and inclusion. Anyone witnessing incidents of discrimination and harassment is strongly urged to report any incident directly to the Board of Directors.
By Resolution of the Board of Directors passed on June 6, 2016
