Board Policies

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POLICY ON ATTENDANCE OF DIRECTORS AT BOARD MEETINGS

POLICY ON RETURNED CHEQUES AND LATE PAYMENTS

POLICY ON CORRESPONDENCE

POLICY ON USE OF THE BULLETIN BOARD

POLICY ON OCCUPATIONAL HEALTH AND SAFETY

POLICY ON WORKPLACE HARASSMENT

POLICY ON OCCUPATIONAL HEALTH AND SAFETY



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.



POLICY ON CORRESPONDENCE

All correspondence addressed to the Corporation (CCC 145), the Board of Directors, to individual Board members and/or to Management, which are received either in person, by mail or by courier at 151 Bay Street or at the Property Management company’s offsite offices, are to be handled as follows:

Opened by the Condominium Manager unless noted “Personal and confidential” on the envelope;

Emails will generally be forwarded to the Condominium Manager for acknowledgement and action. Individual Board members may reply, if they choose, to requests for information, further explanation on Board policies or to general comments, ensuring that other members and the Condominium Manager are copied;

Acknowledged by the Condominium Manager in writing, in person or by phone at the Condominium Manager’s discretion, based on the nature of the correspondence;

Issues which fall within the Condominium Manager’s scope of authority, such as Requests for Service, Rules Enforcement, Board Policies’ application, etc., are to be handled without further Board involvement and a copy of such correspondence shall be provided for board review at the next meeting;

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 or by the Condominium 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, October 19, 2011



POLICY ON USE OF THE BULLETIN BOARD

The open bulletin board in the mail room is limited to the exclusive use of residents. Messages of specific interest to residents may be displayed if in compliance with the criteria outlined below. All messagesmust be dated and must be removed not later than two weeks after posting. After that period, they will be removed by the Secretary of the Board. Bulletin boards in the elevators and the enclosed bulletin board in the mail room are for the exclusive use of the Board of Directors, Management Office, and Social Group. 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 to monitor items posted on the open bulletin board. The Secretary of the Board shall use the following guidelines in his/her administration of bulletin board postings.

1. All notices shall clearly identify the person or group posting the notice;

2. All notices shall be dated;

3. The bulletin board shall not be used for the purpose of external advertising of goods and/or services;

4. The bulletin board shall not be used for dissemination of political and/or religious materials;

5. The bulletin board shall not be used to post materials or statements which may be deemed to be erroneous;

6. The bulletin 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;

7. The bulletin board shall not be used to post any materials which may negatively impact Park Square’s reputation and/or property values;

8. The bulletin board shall not be used to post materials which may be deemed to be abusive, offensive, or vulgar;

Any posting which in the sole opinion of the Secretary of the Board does not comply with the above noted 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.



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.



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 th 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.

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