Chapter Eleven — People in Condominiums Human Dynamics, 11-2 Impact of Culture on Community. 413 Religious and Cultural Festivals, 41-3 Residents with a Mental Health Condition 11-5 Hoarding 117 Entry to Suites, 11-8 Police/Sheriff and Other Authorities. 118 People with Disabilities 11-9 Dealing with the Lonely Owner vat Entry in Case of Illness. ava Dealing with Death or Illness i111 Good Samaritan Doctrine. a-12 Teamwork 11-12 Volunteers 11-12 Noise Complaints, 11-13 Dealing with Board Members, Owners, Contractors, Staff and Others. 11-14 Chapter Eleven Questions 41-16 Chapter Eleven Appendix, 11-17 1-1|PageChapter Eleven — People in Condominiums This chapter covers the role of the condominium manager in recognizing and managing the impacts of the human dynamic within the condominium community in order to reduce or manage liability or risk to the corporation in the most efficient and cost-effective way. Topics covered include: the human dynamic and what makes people tick; the impact of culture on the ‘community; and appreciating the Canadian mosaic. Religious and cultural festivals have impact ‘onthe community. So too, do mental health and hoarding issues in units. Mechanical rooms can produce or have sound-sensitivities with residents ~ what is a reasonable level of “lifestyle” noise? Practical tips are provided for the condominium manager for handling the police, fire department and sheriff. Handling entry to suites by the manager and staff is important to be done properly, as is dealing with the lonely owner, and when to contact an owner's family to report concerns about issues related to the owner. A condominium manager should also have an understanding of the Good Samaritan doctrine, teamwork, and human rights. Managers need to know how to work with volunteers ~ by tapping into their strengths and lastly, how to deal with the legal requirements of dealing with people with disabi The most important qualities of a condominium manager are people skills and customer service skills. Condominium management is working with people whether they are staff, Board members, owners or tenants of the building and people will come in all races, sizes and personalities. A condominium manager needs to understand the dynamics of people and what motivates them in order to properly serve and work with them. As the Human Rights Act is the highest level of legislation in the province, it is important to ensure compliance to avoid liability for the manager, the corporation and the management company. The Human Dynamic There are many different types of personalities represented in a condominium. The trick for a condominium manager is to take the time to recognize the personality type when presented and understand what is motivating the behaviour so service levels and responses can be adjusted to meet their needs and thus be effective. 11-2|PageImpact of Culture on the Community — Appreciating the Canadian Mosaic Canada is a country of people from a variety of cultures and places, and there is a tradition of embracing the uniqueness of all cultural groups. Within condominium communities there may be a variety of nationalities living under one roof. The Human Rights Act protects people from any type of discrimination. A condominium manager cannot control the behaviours of other residents; however, s/he is responsible to control the staff and Board of Directors or be liable for their actions, as well as respond to any complaints or issues raised on these grounds by residents. When a condominium manager works in a multicultural building it is their responsibility to take action to understand the customs of the cultures represented in their building to better understand the people of that culture and their behaviour. An example would be the Jewish culture, whereby depending on how observant the residents are they may or may not be allowed to leave their homes after dusk on Friday or use electricity on a Saturday. Another example would be where Muslim women are required to be fully covered, including the times when they are using the facilities. A condominium manager has to balance the job of rule enforcement with being sensitive and understanding cultural norms so that they do not offend people or violate their human rights. The goal as a condominium manager should be to promote cultural sensitivity and understanding among everyone living in the building to foster harmony. In addition to the residents of the building, it is also likely that the manager may have a multicultural staff. Should this be the case, the manager may need to make accommodation for particular customs. For example, in a culture which requires the person to pray a number of times a day, the condominium manager may be required to allow staff time away from their duties and provide an area where they can do this without interruption Religious and Cultural Festivals ‘As multiculturalism is a way of life in Canadian society in general, and condominiums in particular, a condominium manager needs to respect all cultures and to be mindful of how they impact day- to-day management of the buil customs or observances. It is suggested that the manager put the various holidays on their calendar so they can plan work/meetings around these dates, including all statutory or public holidays, special events in the municipality (election night) or major sporting events. jing. Many cultures have special holidays that involve particular The internet is a good place to find a comprehensive list of holidays. For example, this site can help the condominium manager acquire the information they need, and some samples of information provided can be found below: http://www. timeanddate.com/holidays/canada/ . 11-3 |PagePlease note each year the dates will change, so be sure to check the site annually. This lst is not limited to other known cultural dates which can be added to the manager's specific site profile. Sample | Holidayname Holiday type Date Jan-Oi New Year's Day National holiday Jan-07 Orthodox Christmas Day Orthodox Jan-i4_ | Prophet's Birthday Muslim Janta Orthodox New Vear Orthodox Jan-16__|_ Tu B'Shevat (Arbor Day) Jewish holiday Jan-3t Chinese New Vear Observance Mar-i6 | Purim Jewish holiday Mar-i7_| St. Patrick's Day Observance ‘Apris | _ First day of Passover Jewish holiday ‘Apris | Good Friday National holiday, Christian ‘Apr2i_| _ Easter Monday National holiday, Christian Apr22 Last day of Passover Jewish holiday ‘Apr28_| Yom Hashoah Jewish holiday May-06 | _YomHaAtemaut Jewish holiday May-i8_| _lagB’Omer Jewish holiday May-19_| _ Victoria Day National holiday May-27_| _lsra and Mi'raj Muslim sun-04 Shavuot Jewish holiday Tun-23 Ramadan begins Muslim TubO7 Canada Day National holiday suk2a Taylat al-Gadr (Night of Destiny) Maslin Juk29 Eid-al-Fitr Muslim ‘Aug-04 | _Civie/Provincial Day ‘Common Local holidays ‘Aug-05 | Tisha BAV Jewish holiday Sep-0i_| Labour Day National holiday ‘Sep-25 | _ Rosh Hashana Jewish holiday oct-04 | Yom Kippur Jewish holiday Oct-05 Eid-alAdha Muslim Oct-08 First day of Sukkot Jewish holiday Oct-13 | Thanksgiving Day National holiday Oct-15 | Last day of Sukkot Jewish holiday Oct-16 | Shmini Atzeret Jewish holiday 11-4|PageOct-17 [_ Simchat Torah Jewish holiday (Oct-25 Muharram/islamic New Year Muslim Nov-11__[ Remembrance Day Common Local holidays Dec-17_| First Day of Hanukkah Jewish holiday Dec-24 | Last day of Hanukkah Jewish holiday Dec25_| Christmas National holiday, Christian Dec26 | Boxing Day National holiday Knowing these and other holidays will assist the condominium manager in scheduling their annual planning, thereby ensuring maintenance and other related work can be done with minor disruption to the residents, such as water shut down, power washing or window washing. In addition the manager can plan their information and general meetings around these dates for optimum attendance and resident participation. Some buildings will allow and put up seasonal decorations ~ be mindful that the timing of the season extends to all seasonal holidays. It is a good idea to be culturally sensitive with corporation events, for example having a holiday party versus a Christmas party. The other thing to be mindful of is terminology — the condominium manager should ensure they are not using offensive terminology in notices, agreements, etc. Make sure terminology avoids discrimination, racism, cultural slurs, and promotes equality, diversity, and is inclusive of all. Residents with a Mental Health Condition There are a variety of illnesses that people suffer with or from. The condominium manager is not always aware of the medical condition of the residents at all times. Normally, only after an incident occurs will management be aware of the illness. It is a good idea to put a question on the resident information form to advise the corporation of any illnesses that may result in the resident requiring assistance in case of an emergency. The emergency contact information is also critical; this will help the condominium manager contact someone in event there is an incident or someone is in need of assistance. 11-5|PageBelow are some staggering facts about mental health in Canada — http://www.cmha.ca/media/fast-facts-about-mental-illness/i#.U0fZHmdzbL8 Fast Facts about Mental Illness Who is affected? + Mental illness indirectly affects all Canadians at some time through a family member, friend or colleague. +*20% of Canadians will personally experience a mental illness in their lifetime. «Mental illness affects people of all ages, educational and income levels, and cultures. * Approximately 8% of adults will experience major depression at some time in their lives, » About 1% of Canadians will experience bipolar disorder (or “manic depression”). How common is it? + Schizophrenia affects 1% of the Canadian population, Anxiety disorders affect 5% of the household population, causing mild to severe Impairment. * Suicide accounts for 24% of all deaths among 15-24 year olds and 16% among 25-44 year olds. ide is one of the leading causes of death in both men and women from adolescence to middle age. oS +The mortality rate due to suicide among men is four times the rate among women. As the statistics show, mental illness is quite common and many people are able to manage their condition. Some diseases develop or become more evident as people age; some go unrecognized for many years. Often the illness comes to light through an incident or series of incidents in which the condominium manager needs to get involved. The challenge for any manager is convincing a family member or caregiver that the individual needs assistance or 24 hour care. The condominium manager needs to ensure the safety of all residents and if the individual's illness is affecting others in the building, the manager needs to take the necessary steps to look after the best interests of the majority. 116 |PageSome examples include: © Abi-polar child has a tendency to bang his head against the wall and the noise is disturbing the neighbouring residents ‘¢ Aperson with Alzheimer’s is found wandering in the building not fully clothed, etc. © Someone suffers with depression and is continually threatening suicide. These are all situations that fall outside the condominium manager's expertise and they need to know when to take steps to protect others in the building as well as the resident involved. Documentation is critical to obtaining the result they need. Hoarding Hoarding Is a disease that could be harmful to other residents and can go unrecognized for long period of times. http://en.wikipedia.org/wiki/Compulsive hoarding defines hoarding as: Compulsive hoarding (or pathological collecting, or, informally, pack ratting) is a pattern of behaviour that is characterized by the excessive acquisition of and inability or unwillingness to discard large quantities of objects that cover the living areas of the home and cause significant distress or impairment (could include the collection of pets). The key to determining if someone is a hoarder can occur when entering a unit during the annual fire testing or fan coil maintenance. Someone who does not allow entry or will only allow the contractors in could be a hoarder. Prior to the start of the inspection the condominium manager should prep the staff and trades to be on the lookout for signs of hoarding Recently, hoarding has been the cause of several high-rise fires and has caused structural integrity issues in buildings. The Fire Department is a great resource to assist in obtaining compliance by an owner. Once a hoarding issue is discovered, the condominium manager can contact the Fire Department who will arrange to send someone to inspect the unit. In an ideal situation the Fire Department will require that the owner clean up the space within a certain period of time. An appointment will be scheduled for a second visit after the deadline at which time the Fire Department will determine if the clean-up is acceptable or if charges are to be levied. In the worst case, they will remove the resident and arrange for the clean-up at their expense. The Declaration of each corporation normally has a clause that states no owner shall cause or do anything in the unit to increase the risk of fire. The condominium manager cannot leave a problem and hope it will look after itself; they must take action to remedy the situation and once the area has been cleaned, conduct on-going inspections. The illness will not go away 11-7|Pagewith the clean-up; the person will continue to hoard so the manager needs to stay on top of it before it becomes an issue again. Entry to Suites Part of day-to-day management is 2 requirement to enter suites for routine maintenance, corporation business and in the case of an emergency. it starts with access to the suites; ideally the condominium manager wants to ensure all suite door locks remain on the master key. This will allow them to go from suite to suite easily and in less time than having individual keys for each suite. If the manager allows the locks to be changed, ensure at the very least that a key is obtained for each suite. The Condominium Act states that management needs to provide reasonable notice ~ it does not define reasonable but the common practise Is to follow the Residential Tenancies Act which states a minimum of twenty-four hours’ notice. The condominium manager needs to be careful as some Declarations may specify forty-eight or seventy-two hours’ notice and in some cases even more. The corporation could enter suites for a variety of reasons. The most common is to carry out the corporation's business and some examples would include maintenance and repair of common elements, annual fire inspections, fan coil maintenance, dryer vent cleaning and balcony inspections. From time to time entry to suites may be required in the case of an emergency like a water leak, fire or flood or any other safety concern. In this case immediate entry will be made without notice to the owner. It is recommended regardless of the reason for entry that the condominium manager leave a card notifying the owner of the entry and the reason why. Police/Sheriff/Fire Department or Other Authorities Police/Sheriff/Fire Department or other authorities from time to time may arrive at the condominium and demand entry to a suite. The condominium manager needs to ensure that the proper documentation is in place such as a warrant prior to releasing the unit or master key or opening the unit door. It is recommended that the manager obtain a copy of the warrant and document the badge number of the officer, including time, date and action taken. The condominium manager does not want to prevent the entry and should co-operate. As well, the ‘manager can consult the corporation's lawyer on giving access to a unit or to seek advice or to assist in understanding a warrant and any limitations it may presi 11-8|PagePeople with Disabilities In the day-to-day management of a property, condominium managers will be dealing with people of all ages, educational backgrounds and some individuals with special needs or disabilities. The most important thing that a manager can do is listen carefully to any requests, ensure they remain neutral (do not commit), do the research and present the request and solution to the Board of Directors so they can make an informed decision. The government enacted the Accessibility for Ontarians with Disabilities Act (AODA) in 2005. Its goal is to make Ontario accessible for people with disabilities by 2025. What is accessibility? It simply means giving people of all abilities opportunities to participate fully in everyday life. This Act lays the framework for the development of province-wide mandatory standards on accessibility in all areas of daily life. The legislation and regulations can be found on the following websites. http.//www.e-laws,gov.on.ca/html/statutes/english/elaws statutes 0Sa11_e.htm htto://www.e-laws.gov.on.ca/html/regs/english/elaws regs 070429 e.htm Accessibility for Ontarians with Disabilities Act (AODA) states that “disability” means, {a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-or n, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, (b) a condition of mental impairment or a developmental disability, (c)a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, (a) a mental disorder, or (e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; (“handicap”) The legislation was written for accommodation of employees and trades working on the site yet it is clear from the legislation that it will one day encompass residents and guests. The 11-9|Pagecondominium manager has a duty to accommodate, and policies, practises and procedures must be established. The manager would need to train workers on these policies, allow the use of animal aids by workers and have a response plan in place. As well, the condominium manager must provide notice if a facility is unavailable and an example of this would be where an elevator or change room is out of order and there is a visually-impaired person in the building. The manager would need to notify them in advance of the shutdown. ‘The manager is required to be mindful of accessibility needs and to take steps as necessary to deal with the individual or situation. The persons affected also have the right to be a part of the solution and provide feedback to the condominium manager. One of the most important components of this legislation is the need to have an individualized emergency response plan in place for workers with a disability. An example of a plan could be: + Immediate action is taken to assess the situation and injury 911s called for emergency response * Where the injury is less critical and emergency response is not required take measures to mitigate injury or loss of blood and arrange for transportation to a medical facility. = Where the injury is minor and does not require immediate medical attention, recommend that all injured persons seek medical review. Below is an excerpt from a health and safety policy that ensures compliance with the legislation: In accordance with The Accessibility Standards Legislation and Human Rights.. * We are an equal opportunity employer © We ensure a safe and accessible work place for all staff © We permit the use of aids for handicapped individuals requiring assistance * We believe in evaluating and investing in our workplace making accommodation for people with special needs ‘© The corporation has an individual special needs emergency plan and each employee has the right to or refuse to take advantage of such action jum can no longer ignore their ies as they relate to workers, residents, guests, etc. Accessibility legislation together with human rights legislation has a mandate to protect the interests of people in this category. The fines for non-compliance can be severe as well as the costs of fighting the action. Encourage the Board of Directors to be accommodating without a claim. The communication, actions and behaviour of the condominium manager and the Board of Directors are critical when a arises. Tread with caution. ation 1-10|PageDealing with the Lonely Owner Many elderly people reside in condominiums, primarily because it is considered to be hassle-free living. These residents may have a tendency to “hover” in the common areas, facilities or by the mail boxes or in the management office. The condominium manager does not want to encourage this behaviour yet at the same time s/he does not want to be rude. If the person is of sound mind the manager may want to keep them busy through activities, projects, etc., otherwise the manager may need to give the appearance that they are really busy and cannot afford the time to spend with them. The condominium manager needs to handle them carefully and with the utmost respect. Entry in Case of Illness Family or friends will come to the site when they are concerned for a resident's safety, i.e. if they have tried calling them and they have not responded for days. The first step a condominium manager should take is to verify if the person making the inquiry is the emergency contact. If they are not, contact the person who is listed as the emergency contact to obtain approval, then go with the person and knock and enter the suite. If the manager is absolutely uncomfortable with the entry the police can be contacted to escort the person to the suite. Dealing with Death or Illness ‘Asa result of the above entry or by the resident contacting the staff the person may be in need of medical assistance or worst case scenario they are not alive at the point of entry. In all cases the condominium manager should call 911 first and let the medical professionals deal with the situation. The manager should co-operate and assist wherever possible. Ensure they secure the suite after entry and document the incident for future reference. At no time should they move the person if they are hurt or if there was a loss of life. The condominium manager should remember to contact the emergency contact to notify them of the incident. Should the death or injury occur in the common elements the condominium manager should ensure that someone stay with the person and secure the area from other residents. Keep discussion about the situation to a minimum. I-11 |PageGood Samaritan Doctrine People are sometimes reluctant to help others in need. Under common law, there is a Good Samaritan doctrine, which is defined on Wikipedia as follows: In common-law areas of Canada, a Good Samaritan doctrine is a legal principle that prevents a rescuer who has voluntarily helped a victim in distress from being successfully sued for ‘wrongdoing’. Its purpose is to keep people from being reluctant to help a stranger in need for fear of legal repercussions should they make some mistake in treatment. This concept will help protect the condominium manager and their staff when taking action to. help a resident in need. Bear in mind the manager is not forced to take action they are not comfortable taking. Teamwork The condominium manager's staff will be on the front line so it is important that the manager train them and help them to manage in time of crisis or emergency. The better trained they are the more likely something will go off without a problem. Under the WSIA, regulation 1101 all sites are required to havea least one person with St. Johns Ambulance training. In addition under the Occupational Health and Safety Act (HSA) someone is required to be the health and safety representative. Itis suggested that the condominium manager start with emergency procedures, training and practising with staff so the response becomes natural. In most cases the staff will be the first point of contact so it is important that they know how to respond, get the facts and n to obtain the desired result. take act Volunteers In condominiums the Board of Directors and management staff are often not enough when dealing with emergencies or the corporation's affairs. A healthy environment often involves the recruitment and empowerment of volunteers. A number of condominiums will create committees such as gardening, building, finance, social, welcoming, etc. If the condominium uses volunteers it is suggested that criteria or an operating understanding be created. Some committees that operate without an understanding or criteria will often cross the boundaries of a volunteer to a Board member. They may perceive that they have the right to make decisions and carry out activities without Board of Director approval. Volunteers are a valued resource and 11-12 |Pagethey will often not be offended and rather grateful for the opportunity to serve especially when they understand their role and have appropriate guidelines to follow. See the Chapter Appendix for a sample guideline for use with volunteers. Remember to recognize their efforts and ensure that when using volunteers the corporation is not being exposed to liability directly or indirectly. Waivers are helpful in this regard. Many hands make for light work — get the residents involved and the condominium manager will ikely have a more vibrant condominium community. Noise Complaints Another common concern of residents is the transfer of noise and sound disturbing the quiet enjoyment of the premises by others. Most Declarations state that owners must not disturb the quiet enjoyment of the premises of others. A corporation and condominium manager are required to enforce the condominium documents. ‘The stages of a complaint will be as follows: 1. Someone complains of a noise ~ this might be done verbally, in writing, or in person. 2. The next step would be to have someone verify the noise ~ this would typically be done by the concierge or superintendent. 3. Once the noise has been verified the owner responsible would be asked to stop making or reduce the noise ~ the most common noise comes from music or heavy walking on a floor that is not soundproofed. Often once the problem is brought to the owner's attention the concern is addressed. 4, Others are not so easily solved. Some residents have a complete disregard for others. In this case the condominium manager needs to encourage the person complaining to document the instances including the dates, types and times the sound can be heard. It will also entail several letters from management in an effort to resolve the situation. 5. The condominium manager should encourage the owners to contact the police—they will normally issue a warning; if they are called out a second time the same evening it is not uncommon for them to levy a disturb the peace fine and a third time they may remove the people from the unit and escalate the fine. 6. Worst case scenario would be when the noise continues regardless of the efforts made and the condominium manager will then be required to mediate or arbitrate or go to Court with an owner to obtain compliance. All of these avenues entail a great deal of expense to the corporation and the owner. 11-13 [PageSound is a relative thing and what disturbs one person may not disturb another. The Declaration will specify what noise is deemed unreasonable. It is the corporation's responsibility to ensure compliance or protect the homeowner who is complaining and take all steps to resolve the issue. The condominium manager will need to work with both owners to recreate the sound and facilitate a solution. It is recommended to take some preventative measures to prevent noise issues: ‘* Adopt a flooring policy which forces owners to put in a sound barrier underlay under their hardwood. The underlay will carry a decibel rating for sound transfer. ‘* Suggest that owners who install surround sound or stereo systems keep their equipment away from the wall and that they are not directly placed on the floor. ‘* Educate owners on reasonable times for noise from renovations, stereos and TV's - create a responsible resident who is mindful of the time and will take steps on their own to reduce the sound. * Set a policy when laundry can be done in a suite, Try and find an amicable solution - when the condominium manager has a persistent problem arrange for sound testing with the owners at home so the manager can ident when the problem is escalated. It may result in just turning the sound down by a notch and no sound could be heard. 80% of the time it can be sorted out without further steps. Dealing with Board Members, Owners, Contractors, Staff and Others Communication with any of the above groups or individuals can be challenging. Board members may, without intent or possibly with intent micro-manage the manager. Contractors can be aggressive if they want to make proposals or quotes for their services to the Board and management. Finally, interactions with staff can become complicated especially during their annual review or when disciplinary action is required, Successful communication is a key point when dealing with all related parties in condominium living and or working. Relations! are important, and inter-relationships even more so. When communicating with any of the parties, answering the following questions when delivering information helps: 1, Who 2. What 3. When 4, Where 5. Why 11-14|Page6. How Keep communication simple, provide all the information a recipient will need to respond to should it be requested. Each paragraph should be a statement followed by supporting information. Communication should be factual and to the point, and should never be personal. Written communication should be positive even when delivering negative information, such as a termination of a contractor's services. This type of news can be lightened with "Thanks for your past services, however the corporation has accepted another proposal”. The tone of communication can be expressed in the words used by the author of a written communication - - keep it positive. 11-15 |PageChapter Eleven — Questions What is the responsibility of a condominium manager in a multicultural building? Cultural holidays are a critical thing to consider when planning events in a building. Where could someone find out about the special dates and holidays? Under AODA legislation, what is required for workers with a disability? What is the definition of hoarding2f. j |— 7 Describe the process of identifying and solving a hoarding issue in a condominium, . The Condominium Act permits entry to suites by the corporation. What is required and what are the potential reasons for entry? From time to time a condominium manager will have a panicked relative or friend of a resident concerned for their safety contact them. What steps should be taken prior to LeasT person opening the suite door to avoid liability for the corporation? AT Please describe in your own words the Good Samaritan doctrine. What types of policies can a condominium adopt to limit the occurrence of noise complaints? 11-16|Page) Chapter Eleven — Appendix ‘The resources for this chapter are: ‘Sample Committee Protocol page 11-18 11-17|PageSample Committee Protocol Committee Protocol T.S.C.C. # XXX What does it mean to be a Committee Chair? Itis the responsibility of the Chair of any committee to be responsible for the management and effective performance of the committee and act as the leader to the committee in fulfiling its duties and any other matters passed on to it by the board. Chair is responsible for: = Chairllead committee meetings ~ Ensure proper notice of meetings is served to ALL committee members - Present the challenge to the committee and foster an environment which encourages input, from each member = Summarize the input and lead the group to making a solid recommendation to the board = work with Joint-Committee representative(s), Board and Condominium Management - When required and with consultation/approval with the committee, manage and terminate committee members in-line with fulfillment of their responsibilities. - _ Report to the Board and Condominium Management on activities of the committee and recommendations/proposals set forth by the committee. - Yearly review of committee to assess effectiveness and charter/goals of committee Stipulations for Chair and com .e mem b) Chair of each committee, will be the single point of contact for Condominium Management and Board ¢) The Committee understands that it has no decision making power. d) The purpose of the Committee is to receive ideas, carry out research and put forward recommendations to the board. @) The Board is not bound in any way to follow the recommendations. f) The Committee shall conduct themselves in a professional manner and shall ensure that they are working closely with the Board of Directors as support and not to undermine decisions. 9) The recommendations put forward by the committee shall be the consensus of the members as a whole and not the ideas of one individual. h) All members of the committee abide by the deciaration, policies and rules that make up the Corporation i) Reservations for the amenity rooms for meetings, events etc. should be made through management. ) Privacy must be exercised for committee members and the Board ~ what happens in the room stays in the room 11-18 |PageCommittee Recommendation Sheet (to be given to Condor for discussion at Board Meetin: Committee Name: Committee CI Chair Info Phone: E-Mai Purpose or Project: Recommendations: 11-19|Page+ Identify any research, or other kinds of information that was used to build this recommendation if relevant to providing support for the above recommendation. + Indicate organization’s/contractor’s pricing ete. in order to complete this work or fulfill the recommendation: + Outline any action or resources that would be necessary to implement and maintai recommendation? the 11-20|Page‘© Are there any implications to the condominium corporation should the Board not move forward with this decision at this time? If so, what are the implications? We, understand that by submission of this recommendation it in no way binds the Board to a decision. Nor will a negative decision by the Board impact our on-going work or relationship with the Board, individual members or the community as a whole. We agree that itis not our role to ‘communicate about or proceed with the work unless approved by the Board. Committee Chair Signature: Date: Committee Member Signature: Decision of the Board: - 11-21|PageSample Purpose Statements for each Committee (A) Pet Committee - On-going Committee Be familiar with the rules and regulations governing the condominium as it relates to pets Bring forth ideas to improve items related to safe and friendly pet environment - Welcome new pet owners to the building and share with them the policies and procedures Foster a pet friendly atmosphere at the building - Be aware and on the lookout for inappropriate behaviour from fellow pet owners - As the need arises be available to mediate pet issues with the owner Propose ideas to Condominium Management and Board to enhance the community Bring forth recommendations as required on challenges given by the Board or self- initiated (B) Community Neighborhood Watch Committee - Monitor community security, garbage, garage issues and assess whether the current system is working properly or needs adjustment ~ Meet with local Police to propose improvements on maintaining a safe community - Propose ideas to Condominium Management and Board to enhance the community security/garbagelgarage/pet watch ~ Review current rules and regulations on pets, garbage and garage and propose changes to those rules (C) Community Building Committee - Support the Board and the community by serving as an interest point for all structural, mechanical, electrical matters including any alterations to, maintenance of, the buildings, garage = committee conducts periodic building/grounds walk-throughs - Board consults with the committee on the need for anticipated repairs or improvements and works to maintain the replacement reserve schedule. As needed Committee sor & Green Thumb Committe - Committee works closely with the Board and management on specifically assigned projects which will enhance the building. - Onoe a task is assigned to the committee a meeting with be called for that purpose. - The committee will review the problem or suggestion and brainstorm on potential possibilities - Anaction plan will be put in place to follow through on next steps, research etc. to come up with a solution ~ The committee will meet to review the research and work together to complete the recommendation sheet for board discussion and consideration. (E) Amenity/Gym Committee ~ As needed Committee - Committee works closely with the Board and management on items specifically related to maintaining and enhancing the amenity area 11-22|Page~ Once a task is assigned to the committee a meeting with be called for that purpose. ~The committee will review the problem or suggestion and brainstorm on potential possibilities - _Anaction plan will be put in place to follow through on next steps, research etc. to come up with a solution - The committee will meet to review the research and work together to complete the recommendation sheet for board discussion and consideration (C) Community Social/Newsletter/Web Committee - On Going Committee ~ Primarily concerned with efforts to facilitate communication and community spirit ~ _ Provide information to the owners and residents once approved by the Board - Ensure the web site is kept current, and issue a quarterly newsletter ~ Actas a welcoming committee for new residents including providing a tour of the amenity area, and provide insights to help familiarize the residents with the property; where possible obtain resident information and email addresses ~ Plan, host, and advertise social events for the enjoyment of all residents with pre- approval from the Board ~ Assist the Board and Management with the annual meetings — including registration, solicitation of proxies and help with the set up and refreshments - From time to time, the committee may be asked to handle other items, which may require the counting of votes, and or opinions. ~ Evaluating and monitoring the Amenity Rooms to ensure they are well stocked and in good shape - Monitor the display boards on the condominium site to ensure current events are posted and non-condominium material is removed [D) Community Budget/Finance Committee - As Needed Commi ~ Committee works closely with the Board and management on specifically assigned projects which will impact the finances of the Building ~ Once a task is assigned to the committee a meeting with be called for that purpose. ~ Support the Board and the community by reviewing budgets, Reserve Fund Studies and other spending plans, - Recommend cost-saving efforts, where feasible in operating expenses. - Research and recommend secure investment plans to the Board - The committee will review assigned task - Review the documents provided, obtain more information if necessary and work together to complete the recommendation sheet for Board discussion and consideration. 11-23|PageE) Community Policy/Business Committee- As Needed Committe = Review the current rules and regulations of the condominium = Recommend revising existing rules or introducing new rules/by-laws to the Board = Review the site procedures and make recommendations for improvement to ensure the building is operating as smoothly as possible in a friendly but structured manner 11-24|Page