ALLISTON BUSINESS IMPROVEMENT ASSOCIATION POLICIES AND PROCEDURES

Transcription

1 1 ALLISTON BUSINESS IMPROVEMENT ASSOCIATION POLICIES AND PROCEDURES

2 2 CONSTITUTION ALLISTON BUSINESS IMPROVEMENT ASSOCIATON (ABIA) In 2003 the ABIA was established under Section 204 of the Municipal Act R.S.O. 2003, Chapter 25 as amended providing that the Council of the Town of new Tecumseth may passed a by-law designating an area as an improvement area as such the membership of the organization elects the Board of Management for the Alliston Business Improvement Association (or Board) which is in turn appointed by the Council of the Town of new Tecumseth. (Corporation of the Town of new Tecumseth By-law ) PURPOSE The Council of the Town of new Tecumseth appoints the board of directors to: 1. Plan and administer activities for the promotion of the ABIA as an attractive business and shopping area and to help in the maintenance of the appearance of the downtown core. 2. Engage in strategic planning necessary to address ABIA issues 3. Advocate on behalf of the interests of the ABIA 4. Manage the money that is collected by the Town of new Tecumseth from the required special ABIA levy for these activities. MEMBERSHIP Membership of the organization shall consist of all property owners and businesses located and/or operating within the designated ABIA boundaries. Only members of the ABIA have the right to vote for representatives to the Board of Management of the ABIA and to vote on issues brought to an Annual General Meeting of the ABIA. Each member has the right to nominate an owner or employee of a business or property (or their designate) to stand for election to the Board of Management of the ABIA according to requirements set out in the Municipal Act 2002 and the Town of New Tecumseth By-law Each member has one vote regardless of the number of properties or businesses owned by any member.

3 3 The boundaries of the Alliston Business Improvement Area as established by the Council of the Town of new Tecumseth involve parts of: Victoria Street East Victoria Street West Highway #89 East Highway #89 West All businesses within the designated area are assessed for a special levy that is collected by the Town of New Tecumseth to support the activities of the ABIA. See Appendix 1 (attached) for specific details of the ABIA boundaries. All members are entitled to voting privileges at the Annual General Meeting, one vote per member. Any member of the ABIA may ask that issues or items of interest be placed on the agenda of the ABIA for discussion and/or resolution. They may contact any ABIA Board member or the ABIA office for inclusion of an item on an upcoming agenda. Additionally, with reasonable notice, any member may make a request to make a deputation or presentation to the ABIA. Additional membership classifications may be added and/or deleted via policies and procedures. BOARD OF MANAGEMENT The Board of Management of the ABIA is a standing committee of the Council of the Town of new Tecumseth. Board of Management and sub-committee work is on a volunteer basis. Neither Board members nor sub-committee members or their relatives can receive payment for work related to the ABIA or its sub-committees apart from budgeted and receipted expenses for materials. Term of Office The Board s Term of Office runs concurrently with that of the Municipal Council appointing it four (4) years. There is a minimum of seven (7) and a maximum of ten (10) members appointed to the Board. Responsibilities of the Board The Board is responsible for:

4 4 1. Drafting and approving of Policies and Procedures to ensure the effective operation of the ABIA and for amending these Policies and Procedures as necessary. 2. Ensuring that Board Policies and Procedures are implemented effectively. 3. Acting as a legal entity to enter into contracts required by the activities of the Board, such as the maintenance, beautification, promotion and advertising of the downtown designated area. 4. Electing an Executive who will also act as Signing Officers for the Board. 5. Drafting an annual budget for presentation to the ABIA membership for approval, submitting the approved budget to the Town of New Tecumseth and implementing the annual budget as approved by the Town Council. 6. Ensuring that financial transactions are appropriately carried out, that records of all financial transactions are maintained and that the auditing firm specified by the Town of New Tecumseth audits these records annually. 7. Ensuring that minutes of all Board and Executive meetings are recorded and distributed to the Town of New Tecumseth and the ABIA membership. 8. Establishing sub-committees and appointing representatives to those subcommittees as required to deal with issues identified by the Board or as requested by the Town of New Tecumseth. 9. Hiring staff to carry out the Board s directives. 10. Maintain communication with the members regarding its activities, including but not limited to, arranging General Meetings of the membership. 11. All other activities necessary to the effective operation of the Board and the ABIA. Appointment to the Board The Council of The Town of new Tecumseth appoints members to the Board as follows: 1. Two (2) member appointed from the elected Councilors for the Town of New Tecumseth; and 2. A minimum of seven (7) and a maximum of ten (10) members appointed by the Town of new Tecumseth from those elected by the ABIA membership at a General Meeting 3. Quorum is The Mayor of the Town of New Tecumseth serves as ex-officio to the ABIA as well the Board of Management may appoint ex-officio members (without voting privileges) to the Board at its own discretion. Board members may resign by resignation in writing that shall be effective upon any time or date requested.

5 5 The seat of a member of the Board of Management may become vacant if the member is absent without notice for three (3) consecutive meetings. Upon 30 days notice in writing to the absent member, the Board may pass a motion authorizing the removal of such member and only then will the member cease to be a member of the Board of Management. Where a vacancy on the Board occurs for any reason, a person qualified to be a member may hold office for the remainder of the term for which his or her predecessor was appointed. Such interim members must be confirmed by a resolution of the Board of Management and appointed by Council for the Town of new Tecumseth. Declaration of Interest At the beginning of each meeting, as an agenda item, it shall be the duty of every Board member who is in any way, whether directly or indirectly, interested in a contract or arrangement that may be an item to be discussed by the Board and has some financial benefit to the Board member, either directly or indirectly, to declare this interest and not participate in the discussion and voting. This applies to a personal self-interest and the interests of any spouse, children, parents, parents-inlaw or siblings. Officers There shall be four (4) officers on the Board of Management s, Executive Committee as follows: Chairperson shall have the general management and direction, subject to the authority of the Board, of the business and affairs of the ABIA and be responsible for setting Board of Management Meeting Agendas. Vice-chairperson will assume the duties of the Chairperson if absence or disability occurs. Secretary will be responsible for Minutes of all Board of Management and Executive Meetings unless a staff member is appointed. Treasurer will be responsible for Financial Statements and related materials with an account of all transactions being presented to the Board on a monthly basis. The Board of Management will elect the Chairperson, vice chairperson, Secretary and Treasurer from within the Board of Management on an annual basis. These officers shall form the Executive Committee.

6 6 ABIA Sub-Committees ABIA sub-committees help the Board to plan and administer approved initiatives, projects or to examine specific areas of concern. Sub-committees propose initiatives and suggest expenditures for approval by the Board. Sub-committees have no independent financial standing and must submit estimated project budgets and basic income and expense reports to the Board. Similarly, if sub-committees contract out work related to their activities the Board must approve the expense and those employed. Ultimate responsibility for their activities rests with the ABIA Board of Management, which must therefore receive written reports on sub-committee activities at monthly Board meetings. Sub-committee members are confirmed by a vote of the ABIA Board of Management. They are expected to work closely with the ABIA Manager/ Coordinator/ Chair. Expenditures by the Board of Management As per section 220 of the Municipal Act, BIA funds can only be used for improvements to publicly owned property, not individual businesses or private properties. The common funds must be used for the common good. Any expenditure over $ must be approved by a quorum at a Board meeting. If the expenditure is required to conduct immediate business, then the Executive Committee may be called upon to approve.

7 7 Approval of Financial Transactions Signing authority: In order to ensure that the ABIA office can function effectively, and that there is adequate financial control by the Board, there are two levels of approval established for financial transactions. Level 1: Approval by two of the Officers of the Board of Management Level 2: Approval by the Board of Management Level 1 Approval The Chair/ Coordinator of the ABIA can make a financial transaction to a maximum of $ at the discretion of two Officers of the Board without prior consultation with, or approval by, the Board of Management provided that: a) the purchase is one that was included in the approved budget; and b) the purchase does not result in an overage in the budget item; and c) two officers of the Board approve the purchase verbally or in writing d) the purchase is reported to the Board at its next meeting Level 2 Approval The Chair/ Coordinator of the ABIA can make a financial transaction of $1000 or over only at the direction of the Board and provided that: a) the purchase has been approved by motion at a meeting of the Board of Management and the approval is documented in the Minutes of the Meeting or b) the purchase is confirmed to the Board of Management at its next meeting following the completion of the transaction or c) the expense is fixed and pre-approved. Note: If any purchase at Level 1 or Level 2 has not been previously approved in the annual budget, or if it will result in budget overrun, the entire Board must give its approval prior to such a purchase.

8 8 Meetings Board Meetings Meetings will be at the call of the Chair, a minimum of 10 per fiscal year as per the municipal act. Fifty per cent of the total number of Board Members must be present to constitute a quorum. The Board may retire to an in camera session to consider matters of finance and personnel provided that prior to moving in camera a resolution is passed stating: a) the fact that the Board is convening into closed session and b) the general nature of the matter to be discussed According to Municipal By-Law the only matters to be considered in camera are as follows: a) security of the property of ABIA b) personal matters about an identifiable individual c) proposed or pending acquisition or disposition of land by ABIA d) labour relations or employee negotiations e) litigation or potential litigation affecting the ABIA f) advice that is subject to solicitor-client privilege Meetings will be open to any member of the ABIA or the public who may attend but may not take part in the proceedings unless invited to do so by the Chair. 3-week notice of request to make any delegations or presentations at a meeting of the ABIA should be given to ensure a place on the agenda and to allow time for staff to prepare any supporting or answering information that may be helpful. At all meetings of the Board every question shall be decided by a majority of the votes cast on the questions, done by a show of hands. In case of a tie-vote, the Chairman of the meeting shall be entitled to a second or casting vote. As a committee of the Council, the Board should base their decision-making process and rules of order for meetings on the procedures used by the Council of the Town of new Tecumseth. In order to represent the entire interests of the ABIA membership, decisions regarding the business and operation of the ABIA are not made in isolation or by individuals (except where explicitly stated elsewhere in this Constitution) but as a result of shared information, discussion and majority agreement by the Board as a

9 9 whole and when appropriate, in consultation with its members. Executive Committee meetings, when held, should adhere to a similar intent. Executive Meetings All decisions are subject to approval and ratification at the next Board of Management meeting. A minimum of three executive members must be present to constitute quorum. All meetings of the Executive Committee shall be at the call of the chair to conduct business as necessary. Minutes must be taken and presented at the next Board of Management meeting. Annual General Meetings and/or Special General Meetings Within 120 days of the ABIA year end the board of Management must call and hold one Annual General Meeting and the Board may also call and hold at any time one or more Special General meeting(s) to deal with special issues or to update the organization membership. The meetings shall be held in a facility located within the ABIA boundaries. At each Annual General Meeting financial statements for the previous year and proposed budgets for the next calendar year must be presented and approved by a majority of the membership present, after which time the figures will be put before Council and the levy requested. Membership should receive written notice of the Annual General Meeting not less than 10 days prior to the meeting date and public notice must appear in one (1) local newspaper prior to the meeting date. The accidental omission to give notice to any member, Board member officer or auditor shall not invalidate any action taken at any meeting held pursuant to such notice. The members may, by resolution passed by at least two thirds (2/3) of the votes cast at a Special Meeting of Members called for that purpose, remove any Member of the Board before the expiration of his/her term of office and may, by majority vote at that meeting, elect any person in his/her place for the remainder of the term. A minimum of 20 members must be in attendance. A petition signed by 10 or more members of the ABIA is sufficient to order a Special Meeting within 10 days of receipt of that petition by the Executive. In case of an equality of votes at an Annual General Meeting or Special General Meeting, either upon a show of hands or upon a poll, the Chair shall be entitled to a casting vote. An agenda for the Annual General Meeting with copies of the most recent audited financial statement should be distributed to the general membership not less than 10 days prior to the meeting.

10 10 Elections It is the responsibility of the ABIA member to register their voting delegate before the election process begins. The names of those Board members continuing their term must appear on the ballot. A voting delegate must make nominations from the floor with a seconder. If desired, the Chairman for the purpose of counting ballots may appoint one or more scrutineers (who need not be members,). Only one delegate per business member can be nominated for election at any one time. New members All new member businesses are to be visited personally by either staff or a member of the Board of Management. At this time their preferred method of communication , fax or phone should be ascertained. Fiscal Year The fiscal year of the ABIA is from January 1 st to December 31 st. The proposed budget approved by the membership at the Annual General Meeting must be set out for the new calendar year and be followed without major modifications. Spending and debt may not exceed the time limits of the calendar year, except where approved at a regularly scheduled AGM or Special General Meeting and with the concurrence of the Town of new Tecumseth. Within 90 days of the ABIA year end the board of Management must call and hold one Annual General Meeting New Board member New board members shall receive a orientation kit, including the past 12 months of the past years minutes policies, procedures, the constitution and the current budget.

11 11 This Constitution shall come into force when approved by a majority of the membership of the ABIA. Passed by the Board of Management on this day Confirmed by the Members on this day

12 12 POLICIES & PROCEDURES Board Responsibilities Chair The Chair ensures the effective and efficient action of the board in governing and supporting the organization, and oversees board affairs. Is elected by the Board. May hold the position for a maximum of 2 consecutive years excluding partial terms. Is ex-officio of every committee. Has the primary signing authority for the Board. Is accessible to ABIA staff for signatures and to respond to direction required by the Coordinator. Leads the Executive Committee and Board. Is responsible for dealing with the Directors on any issues of performance or conduct. Represents the ABIA in the community and the community to the Board. Approves agendas for meetings in concert with the Coordinator. Presides at Board meetings including annual general meeting. Calls and Chairs the Annual General Meeting. Calls and Chairs Executive Committee meetings as needed. Vice-Chair Acts as Chair in the Chair s absence and assists the Chair in his or her duties. Is elected by the Board. May hold the seat for a maximum of two consecutive years excluding partial years. Is a member of the Executive Committee Recommends to the Board which committees are to be established, seeks volunteers for committees and coordinates individual board members assignments. Makes sure each committee has a chairperson and stay in touch with each chairperson to ensure their work is carried out. Identifies committee recommendations that should be presented to the full board. Special responsibilities include recruiting and orientation of Board Members and leading special projects of the board.

13 13 Secretary The Secretary is responsible for all records all facts and minutes of all proceedings and shall give all notices required to members, unless a subordinate staff member is assigned to perform such duties. The Secretary or appointed staff member shall be the custodian of all books, records, correspondence, contracts and other documents belonging to the ABIA, unless a subordinate staff member is assigned to perform such duties. Treasurer The Treasurer is the primary financial signing authority for the Board including payment requests and audited statements. He/she manages the review of, and action related to, the board s financial responsibilities. Is elected by the board Is a member of the Executive Committee. Be accessible to ABIA staff with limited travel to ensure availability for signatures and to respond to direction required by the Coordinator. Responsible for reviewing all financial documents. Responsible for reporting financial information to the Board including monthly financial reports, audited statements and annual budget. Chairs the Finance Committee that prepares the annual budget. Presents the audited statements and annual budget to the membership at the annual general meeting. Liaisons with Town of new Tecumseth staff. Executive Board appoints an Executive Committee from the Board of Directors as their representative between monthly Board meetings. The Executive Committee consists of the Chair, Vice-Chair, Secretary, and Treasurer supported by coordinator. The Executive Committee may not override previous Board decisions or make changes to the Budget. Executive members may be expected to meet between Board meetings and in emergencies. The Coordinator reports directly to the Chair. In the Chair's absence, this responsibility falls upon the Vice-Chair. Quorum for all meetings of the Executive Committee shall consist of a majority of the members of the committee. (3)

14 14 Any one member may hold only one Executive position, unless the list of nominees is exhausted. External Committees External Committee representation can include either ABIA staff or Board Directors. External Committee representatives are required to report information to the Board for formation of the board's position on external committee discussions and included in the ABIA records (minutes). Representatives are expected to focus their comments around Board approved positions. Election (cross-referenced with provincial legislation and constitution) Board elected by the membership every four years in conjunction with municipal election. Board appointment by municipal council. Vacancies between elections are filled for the remaining term and nominated by board members, then appointed by municipal council. Departing board members perform their responsibilities until council appoints new board members. Current Chair is Chair of the Nominating Committee responsible for developing a slate of candidates for election and vacancies between elections. 30 days notice of a board election is provided to the membership. Another member in good standing may nominate any member in good standing. A member in good standing is defined as not owing the ABIA money (levy or otherwise). Number of Board Seats: 7 minimum, 10 maximum Quorum 50%+1 Up to two board seats are reserved for a municipal representative, a minimum of one. Monthly Meetings Date & Time All Board and Committee meetings are held at the ABIA office unless otherwise decided by the Chair presiding over the meeting. Board typically meets the 1 st Thursday of each month from 7:30 am to 9:30 am Committees choose their meeting date and time from meeting to meeting. Attendance Board of Directors is required to attend and actively participate in monthly board and committee meetings.

15 15 Missing three consecutive meetings without notice or reason could constitute possible termination from the board. The Chair is responsible for expelling Board members. A motion from the board is required to expel members who fail to meet attendance requirements. Directors are to inform BIA office in advance of meetings if they are unable to attend, as well as when they are unable to perform their tasks due to travel out of town on business, vacation or illness. Monthly meetings will be held with quorum. The Chair, or a designate, will decide if meetings will be cancelled due to lack of quorum. Expense Guidelines Approval 1.Upon approval of the Annual Budget by the ABIA and Town of new Tecumseth Council, the coordinator and Treasurer has approval to expend funds as identified in detail in the Projects Expenses Breakdown from which the Budget is developed. 2.Expenses not identified in the Budget, must receive Board approval prior to incurring the expense. Procurement Policy 1.The ABIA shall use its best efforts to obtain competitive bids from ABIA members for any purchases under $ Purchases over $ shall be by tender or RFP from 2-3 companies using ABIA members where possible. The Board or Committee in charge of the project or purchase shall administer such tenders or RFP s. In any event tenders shall be opened publicly and the results communicated to the bidders by the Board or Committee immediately. Contracts 1. Where expenses are of a project nature requiring a signed contract, no purchase order is necessary. Instead, an appointed Board Director assigned to monitor the project and the coordinator must sign the contract. 2. Contracts over $10,000 must have written approval of the majority of the Executive Committee to proceed. 3. Contracts will be filed in a project folder.

16 16 Board 1. Board members will be reimbursed for parking and taxis fees to attend meetings on behalf of the BIA. 2. Board members, who have been assigned advocacy tasks by the board, will receive reimbursement for meals at the same rate of the Executive Director and after approval by the board in advance of expenditure. The budget for this expense will be a maximum of $500 annually. 3. All other expenses must be discussed and approved by the board prior to expenditure. Payment Processing 1. The Coordinator signs all Payment Requests approving account allocations identified on the invoice prior to submitting to the Treasurer for signature. 2. The Treasurer will accept supporting, or attached documents in lieu of original receipts. 3. Payments are payable on ABIA cheques and mailed directly from the Treasurer. 4. Transactions /monthly financial reports prepared by the Treasurer of the ABIA. Signing Authorities 1. The Treasurer is the financial signing authority. 2. All payables require the signature of the Treasurer and coordinator. In the absence of the Treasurer, the Chair and then Vice-Chair have signing authority for payment processing. 3. The Treasurer is required to inform the Coordinator when he/she will not be available to sign documents (for example when out of town on business, vacation, illness, etc.) in order that paperwork requiring the Treasurer's signature may be prepared to accommodate the Treasurer's schedule. 4. cheques require two signatures Operational Board & Committee Protocol Board and Committee members contact their respective Chairs with comments and concerns pertaining to issues arising or items in progress. The Chairs consolidate these discussions, brief the Coordinator and reports at the next board meeting. Individual Board and Committee members should not be contacting staff directly with specific requests or direction requiring action outside of what has been approved in minutes at board or committee meetings.

17 17 Chairs are responsible for managing meetings, moving the agenda along, reporting at meetings and ensuring action is executed (by staff and others). Board and Committee members are responsible for preparing for, attending and participating at meetings, keeping their comments concise and constructive and volunteering for action items. The Board will endeavor to conduct meetings in a time efficient manner. Budget The Treasurer in consultation with the Marketing and Finance committees develops the budget. It includes a Breakdown itemizing projects and costs. Finance Committee drafts the budget annually in October. Treasurer presents the draft to the Board at the November board meeting. Board approves the final Budget in November. The Budget is submitted to the Town of new Tecumseth in December for council approval. Upon approval, the Coordinator is authorized to expend funds in accordance with project costing detailed in the Budget Breakdown. Recommendations for spending outside the Budget or changes to the Budget are presented to the Board for approval and include funding options or shifts in account allocation. Changes to Policy or Procedure Board members and staff seeking changes to policies and procedures must first obtain a briefing from staff and/or board on background of subject to clearly understand existing established process. Changes should be developed in consultation with the Coordinator as the primary source of corporate memory for the ABIA. Individuals seeking changes must present their recommendations to the board for full discussion and approval. Recommendations must include reason for requesting change and an explanation as to how change will improve existing process. Code of Conduct Board and Committee members are to be respectful of each other and staff during meetings including arriving on time and not interrupting briefings or speakers. Board and Committee members should also be mindful of guests attending meetings and conduct themselves professionally and efficiently at all times. Employers have a duty to protect their workers from harassment and to inform and educate them about the issues. "Harassment in the workplace" includes, but not limited to: overbearing supervision of staff, misuse of power,

18 18 deliberately undermining a competent worker by overloading and constant criticism. Conflict of Interest Board and Committee members are obligated to declare conflict of interest on discussions requiring such declaration and remove themselves accordingly. Board or Committee members, who feel someone in attendance may be in a conflict of interest position, must inform the Chair to discuss possible conflict and action. Decorum Debate must be confined to the question before the Board and avoid personalities. Officers of the Board should always be referred to by their official titles. Board members are not permitted to disturb the floor by whispering, walking about, or in any other way. Coordinator Reporting The Coordinator informs the Chair of when the Coordinator will be on vacation, ill, worked over-time, etc. The Coordinator presents a monthly report to the board at the monthly board meeting. Ex-Officio Members of Boards and Committees Frequently boards and committees contain some members who are members by virtue of their office, and, therefore, are termed ex-officio members. When such a member ceases to hold the office his membership on the board terminates automatically. If the ex-officio member is not under the authority of the society, he has all the privileges, including the right to vote, but none of the obligations of membership. Media Inquiries The Coordinator and Chair are the primary contacts for media inquiries. Committee Chairs may be required to respond to media calls pertaining to the project(s) they are involved with.

19 19 Ombudsman The Town of New Tecumseth integrity commissioner will act as Ombudsman to investigate accountability issues brought forward by staff or board and unresolved by the Chair or Executive level to ensure accountability of both staff and board. Staffing Statutory Holidays As a quasi-board of the Town of new Tecumseth, ABIA full-time employees receive the same "recognized" holidays off as Town of new Tecumseth employees. public holiday pay plus premium pay for the hours worked on the public holiday; or their regular rate for hours worked on the holiday, plus they will receive another day off (called a "substitute" holiday) with public holiday pay. If the employee has earned a substitute day off with public holiday pay, the public holiday pay calculation is done with respect to the four work weeks before the work week in which the substitute day off falls. The amount of public holiday pay to which an employee is entitled is all of the regular wages earned by the employee in the four work weeks before the work week with the public holiday plus all of the vacation pay payable to the employee with respect to the four work weeks before the work week with the public holiday, divided by 20. Regular wages does not include any overtime or premium pay payable to an employee. If the staff member is salaried and required to work on the holiday or the holiday lands on a regular day off the employee will receive in lieu days.

20 20 Jury and Witness Duty Leave of absence with pay shall be granted to permanent staff required to serve on a jury or attend as a witness by subpoena or summons. Grievance Procedure A grievance is a written complaint and may concern a difference arising between one or more employees and the employer. Parties share a desire to resolve complaints as quickly as possible. The employee shall discuss the complaint with their chair/ supervisor within five days of the occurrence-giving rise to the complaint to afford the chair/ supervisor opportunity to resolve the complaint. A representative may accompany the employee when the complaint is being discussed with the supervisor. The supervisor/ chair shall advise the employee of their decision within ten days after the meeting. When a decision is unresolved to the satisfaction of the employee, the employee may pursue the grievance with the Provincial Board of Labour and seek the assistance of the Town of new Tecumseth human resources. Where meetings on grievance matters take place during the griever s regular working hours, the griever may attend with no loss of pay. Arbitration Procedure -- Rights Dispute When grievance procedures remain unresolved, either party may pursue arbitration through the Town of new Tecumseth by giving notice of intention to each party and appoint its member to the Board of Arbitration from each party. The two members appointed shall confer jointly in an endeavor to select a third member (ideally from the Town of new Tecumseth) who shall be the Chair of the Board. If the matter is not resolved within ten days, it shall be referred to the Minister of Labour of the Province of Ontario. Designated Holidays and Vacation a. The ABIA Chair will approve a vacation schedule, as required, for new or existing employees. b. Each employee will be entitled to a holiday with full pay on any designated holiday which may fall on a working day, provided they work the regularly scheduled shift preceding and following the holiday c. Designated Holidays are (or as per the Town of new Tecumseth):

21 21 New Year s Day Family Day Good Friday Easter Monday Victoria Day Canada Day Civic Holiday Labour Day Thanksgiving Day Christmas Day Boxing Day d. When any designated holiday falls on a Saturday or Sunday and is not proclaimed as being observed on some other day, the normal working day immediately following will be deemed to be the holiday for the purpose of this manual. e. When a designated holiday falls on an employee s scheduled day off or during their vacation leave, the employee will receive another day off with pay at a time mutually agreeable to the employee and their Chair, indicated in writing. f. All vacation leave and vacation pay shall be based on a calendar year. g. Vacation leave must be taken in the 12-month period beginning in January and ending in December, in the year in which the vacation is earned, at a mutually agreeable time arranged between employee and Chair. h. The ABIA Board of Directors in exceptional circumstances may approve a deferral of vacation leave to the following year. i. Employees terminated shall have their vacation leave pro-rated based on their entitlement by the date of termination. Convention, Conference, Employment Expenses and Professional Fees Employees authorized to attend a conference or convention will be paid the following allowable expenses: a. Transportation expenses equal to but not exceeding economy air travel will be paid upon presentation of receipts; b. Mileage at the approved Town of new Tecumseth rate where the employee elects to use his/her motor vehicle for travel, providing the mileage and parking costs do not exceed the economy airfare provided for in (a) above; c. Hotel accommodation, ground transportation, meals (only when not included in conference fees); and d. The ABIA will pay one hundred percent (100%) of the cost of registration for an employee attending a conference or convention.

22 22 Receipts for all expenses including meals, hotel accommodation, ground transportation etc., must be provided for reimbursement. Offers of Employment A prospective employee will be offered a salary in accordance with the salary range approved for that position. Probationary Period and Process a. The Probationary period for new employees is ninety (90) calendar days. b. Newly hired employees will be evaluated during the probationary period. c. Probationary employees may be terminated in accordance with the Employment Standards Act of Ontario, as amended. It is understood that the ABIA has the right to modify work schedules in accordance with the provisions of the Employment Standards Act and at such times as it is necessary for the efficient operation of the GCBIA. Overtime Overtime is payable in time off when excessive hours occur. It is up to the staff person to inform the Board Executive of projected excessive hours to be incurred in advance, at which time the Executive will make a decision to pay overtime in lieu time off or make other arrangements to respond to excessive workload pressures requiring overtime or additional work force. Salaried employees are not eligible for overtime as set out above. However, they shall be eligible for time off in lieu, on an hour for hour basis, for all hours worked in excess of contracted level, up to certain maximums per calendar year. Provision may be made for payment for the overtime, with the approval of the Board of Directors. Accumulated time off in lieu of overtime shall be taken the year in which the hours were accumulated or be forfeited. Absence from Work 1. Incidental Illness a. Every employee will be entitled to nine (9) working days of sick leave for each calendar year only. b. The types of purposes that entitle an employee to receive payment for incidental illness are the following:

23 23 1) illness of the employee 2) illness of an immediate family member (son, daughter or spouse) 3) medical appointments for the employee or an immediate family member c. When absent due to illness, each employee shall notify their Supervisor/ Chair within one-half hour of normal starting time on each day of such absence. d. A doctor s certificate may be requested by the chair at any time. 2. Leave of Absence a. Any leave of absence will require consultation with the Personnel Committee of the ABIA. b. At least two (2) weeks notice should be given before the requested leave of absence unless required due to an emergency. All requests shall be in writing, stating the reason. 3. Compassionate and Bereavement Leave a. Bereavement leave arising from the death in the immediate family will be granted with pay up to maximum of five (5) normally scheduled working days. Immediate family shall include: spouse/companion child parent-in-law parent sibling sibling-in-law Grandparent grandchild Compassionate leave may be granted after consultation with the Chair of the ABIA. Performance Evaluation Will be conducted annually in October by the executive committee in order that changes to salary may be reflected in budget preparations. Car Allowance Based on Town of new Tecumseth, reimbursement for mileage, etc $0.42/km. B. Salary Administration a. The annual rate of pay to any employee shall be in accordance with their salary grade as established by the ABIA. b. Salary will be evaluated annually by the Board of the ABIA.

24 24 Payday c. Step increases may occur annually, contingent upon an acceptable Goal and Performance Development Plan review. d. Goal and Performance Development Plan reviews will normally occur at least once per year. Individual circumstances may require more frequent reviews. Payday will be bi-weekly. Where payday falls on a designated holiday, the preceding workday will be payday. Inclement Weather If the ABIA offices are open, time lost due to inclement weather must be reconciled. Pregnancy and Parental Leave a. Pregnancy and Parental Leave is granted in accordance with the provisions of the Employment Standards Act of Ontario as amended. b. Eligibility requirements for Pregnancy and/or Parental Leave are those detailed in the Employment Standards Act of Ontario, as amended. c. The employee must give the ABIA at least two weeks written notice of the date the leave will begin and a certificate from a legally qualified medical doctor stating the expected birth date. d. An employee who has been employed by his or her employer for at least 13 weeks and who is the parent of a child is entitled to a leave without pay following: i. the birth of a child; or ii. the coming of a child into the custody, care and control of a parent for the first time. D. Employee/Employer Relations 1. General The Chair of the ABIA will provide day-to-day supervision of the Coordinator of the ABIA. In all other matters and circumstances, the Coordinator will report to the Personnel Committee of the ABIA. For clarification on personnel policy matters, questions should be directed to the Personnel Committee of the ABIA. An employee may ask for the opinion in writing.

25 25 2. Employee Complaint Procedure E. Other a. An employee is encouraged to discuss any complaint with their immediate supervisor. b. If an employee is not satisfied with the outcome of such a discussion, then the Personnel Committee of the ABIA may be informed in writing. A decision will be issued in writing to the employee within seven days. 1. Disciplinary Procedure All discipline will be meted out. The Executive Committee with consultation with the Board of Directors must authorize any discipline action. Termination may only occur with the approval of the majority of the ABIA Board of Directors. 2. Protective Equipment a. The ABIA shall provide staff with protective equipment and clothing as may be required to safely perform their duties. The Chair will make the determination as to what constitutes appropriate equipment. b. All employees must wear the safety equipment provided for the job. c. The ABIA accepts no responsibility for damage to personal clothing or footwear to any employee. 3. Hiring of Relatives For the purpose of this policy, a relative is a person s spouse through marriage, common law, or companion, parent, grandparent, grandchild, child, sister, brother, aunt, uncle, niece, nephew, cousin, or in-law. Related ABIA employees cannot work in positions where one supervises the other, or exerts a significant influence over the work or career advancement of the other. This policy also applies to all board members. Administration: The ABIA Coordinator and/or the ABIA Board of Management will bring forward from time to time, amendments to this policy to update, whether adding new clauses or adjusting those currently in force.

26 26 Councillors Role The Councillor Role on a BIA is to act as a liaison between the local board and municipal Council. A Councillor may also be elected as Chair. However, that is subject to any municipal policy, which would prohibit such a role on the Board of Director.

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