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Policies and ProceduresPrinted August 2012Revisions September 2015Community Living St. Marys and Area300 Elgin St. E, PO Box 1618St. Marys, Ontario N4X 1B9519-284-1400
Community Living St. Marys and AreaPolicy and ProceduresIntroductionThe Policy and Procedures Manual is intended to be a complete book of the currentpolicy decisions of the Board of Directors.Policies are the Board’s statements of the decisions it has made regarding certainquestions that have been raised. Generally, policies follow good practice. The spirit ofthe policies should reflect the mission and principles of the Association. Policies shouldbe looked at as direction and parameters in which decisions are made. It would beimpossible to create a policy for every action that will be taken within the Association.Attempts to do so, lead to lack of creativity, compassion and initiative. However, thereare questions that are asked again and again. In these instances, policies are created.Policies are motions that are moved and seconded and noted in the Board of Directorsminutes.Procedures are the how to’s. They describe how a particular policy is to be carried out.Since both policies and procedures are decisions made from time to time by the Boardof Directors, they can be changed by the board. It is a good rule of thumb, that if apolicy is getting in the way of providing the level of support outlined in the mission andprinciples, then it is time for review.Please note: ‘Association’ refers to Community Living St. Marys and Area. Many policies and procedures refer to attachments for more information. Theseattachments are to be considered part of the policy. If you have received themanual on a flash drive, all the attachments will be included as separate files. Ifyou have received a printed copy, you can access the attachments in the Policyand Procedure Manual kept in the Central Administration office.
Community Living St. Marys and AreaPolicy and Procedures ManualTable of ContentsSection 1V1V2Section 2BD 1BD 2BD 3BD 4BD 5BD 6BD 7BD 8BD 9BD 10BD 11BD 12BD 13Section 3A1A2A3A4A5A6A7A8Section 4HR 1HR 2HR 3HR 4HR 5HR 6HR 7HR 8VisionVision, Mission Statement, Values and PrinciplesService ValuesBoard of DirectorsBoard Member OrientationInvolvement in Decision MakingConflict of InterestAttendance at Board MeetingsPublic AwarenessTerms of Reference of CommitteesReview of Bylaws and Letters PatentReview of Policies and ProceduresDelegation to the Executive DirectorJob Description of the Executive DirectorMonitoring the Performance of the Executive tingBudgetingPurchasingPayroll and AttendanceInformation and Records - OrganizationInformation and Records – ServicesPrivacy of InformationCredit Card PurchasesHuman ResourcesCode of EthicsStandards of ConductJob DescriptionsDefinitions of Employment CategoriesHours of WorkHiringCriminal ReferenceCriminal Reference for Volunteers
HR 9HR 10HR 11HR 12HR 13HR 14HR 15HR 16HR 17HR 18HR 19HR 20HR 21HR 22HR 23HR 24HR 25HR 26HR 27HR 28HR 29HR 30HR 31HR 32Section 5S1S2S3S4S5S6S7S8S9S 10S 11S 12S 13S 14S 15S 16S 17S 18S 19Job SharingPersonnel Files and RecordsProbationary PeriodSeniorityOrientation and TrainingPerformance AppraisalTerminationDisciplinary ActionProblem ResolutionLayoff and DisplacementSalary and WagesVacation PayTime SheetsEmployee BenefitsStatutory and Legislated BenefitsOut of Pocket ExpensesLeaves of AbsenceCommunicable Diseases and EmploymentWorkplace Violence and HarassmentConsultation ServicesConflict of InterestPersonal Business on Work TimeInformation Technology (Email, Social Media)Driver AbstractServicesRights and Diversity of People Using ServicesTypes of ServicesAssisting with Medical, Health and Well BeingPerson Directed PlanningDelivery of Support ServicesRequesting ServicesDistribution of Existing ResourcesMonitoring of ServicesDiscontinuing ServicesService Compliments and ComplaintsPreventing, Identifying and Reporting Abuse/Suspected AbuseReporting Incidents/Accidents/InjurySerious OccurrencesAssisting with Personal FinancesUse of Self-Employed WorkersSharing a Home for ReimbursementBuildings and VehiclesUse and Booking of Association VehiclesUse of Personal Vehicles
Section 6HS 1HS 2HS 3HS 4HS 5HS 6HS 7HS 8HS 9Health and SafetyHealth and Safety CommitteeProviding Personal Care and MedicationTransferring, Lifting and EquipmentIncidents and Physical InterventionAccidents, Injuries and EmergenciesFire SafetyDangerous Weapons and FirearmsDisaster PlanSevere Weather
Community Living St. Marys and AreaPolicy and Procedures ManualIndexAccidents, Injuries and Emergencies HS 5Accounting A 1Assisting with Medical, Health and Well-Being S 3Assisting with Personal Finances S 14Attendance at Board Meetings BD 4Board Member Orientation BD 1Budgeting A 2Buildings and Vehicles S 17Code of Ethics HR 1Conflict of Interest BD 3Consultation Services HR 28Communicable Diseases and Employment HR 26Credit Card Purchases A 8Criminal Reference HR 7Criminal Reference for Volunteers HR 8Dangerous Weapons and Firearms HS 7Definitions of Employment Categories HR 4Delegation to the Executive Director BD 9Delivery of Support Services S 5Disaster Plan HS 8Disciplinary Action HR 16Discontinuing Services S 9Distribution of Existing Resources S 7Driver Abstract HR 32Employee Benefits HR 22Employees acting as Legal Authorities S 14Fire Safety HS 6Fundraising BD 12Health and Safety Committee HS 1Hiring HR 6Hours of Work HR 5Incidents and Physical Intervention HS 4Information and Records - Organization A 5Information and Records - Services A 6Information Technology (Email, Social Media) HR 31Investments BD 13Involvement in Decision Making BD 2Job Description of the Executive Director BD 10Job Descriptions HR 3Job Sharing HR 9Layoff and Displacement HR 18
Leaves of Absence HR 25Monitoring the Performance of the Executive Director BD 11Monitoring of Services S 8Orientation and Training HR 13Out of Pocket Expenses HR 24Payroll and Attendance A 4Performance Appraisal HR 14Person Directed Planning S 4Personal Business on Work Time HR 30Personnel Files and Records HR 10Preventing, Identifying and Reporting Abuse/Suspected Abuse S 11Privacy of Information A 7Probationary Period HR 11Problem Resolution HR 17Providing Personal Care and Medication HS 2Public Awareness BD 5Purchasing A 3Reporting Incidents/Accidents/Injury S 12Requesting Services S 6Review of Bylaws and Letters Patent BD 7Review of Policies and Procedures BD 8Rights and Diversity of People Using Services S 1Salary and Wages HR 19Seniority HR 12Serious Occurrences S 13Service Compliments and Complaints S 10Services Values V 2Severe Weather HS 9Sharing a Home for Reimbursement S 16Standards of Conduct HR 2Statutory and Legislated Benefits HR 23Termination HR 15Terms of Reference of Committees BD 6Time Sheets HR 21Transferring, Lifting and Equipment HS 3Types of Services S 2Use and Booking of Association Vehicles S 18Use of Self-Employed Workers S 15Use of Personal Vehicle S 19Vacation Pay HR 20Workplace Violence and Harassment HR 27Vision, Mission, Principles V1
Community Living St. Marys and AreaPoliciesSECTION 1 VISIONV 1 Vision, Mission Statement and PrinciplesCommunity Living St. Marys and Area is committed to working from a solidvision, mission and principles; as well, adhering to the United Nations UniversalDeclaration of Human Rights.Our Vision: A community where everyone belongs.Our Mission: To nurture the ability and willingness in our community towelcome and support all people as valued and contributing citizens.V 2 Service ValuesThe Association provides services which are responsive to the person usingor requesting these services and to their family and friends. Supports and/or planningare based on the person’s talents, needs, hopes and desires, choices and preferencesas expressed by the person herself or through those closest to her and the principles ofservice.SECTION 2 BOARD OF DIRECTORSBD 1 Board Member OrientationWhen new members join the Board of Directors, it is often confusing andoverwhelming. In order to alleviate some of the initial uneasiness, an orientation to theAssociation and all its activities is undertaken. On-going orientation is provided to allboard members through retreats and participation in conferences and training events.BD 2 Involvement in Decision MakingThe Association actively encourages and promotes the meaningfulinvolvement and participation of all those people using the services of the Association inthe decision-making bodies such as the Board of Directors and its StandingCommittees.The Association engages in organizational planning retreats to study andmake recommendations to the Board. The Board encourages the participation of peopleusing the services, family members, employees, Association members and communitymembers.BD 3 Conflict of InterestThe Association wishes to conduct its business in a fair and open way thatis not seen to be unduly prejudiced by Board and committee members who may derivea personal benefit from the decision being made.
BD 4 Attendance at Board MeetingsThe Board of Directors meets regularly throughout the year. It is expectedthat all directors will attend these meetings to ensure the proper functioning of theBoard. Absence of a director at three consecutive meetings without good regrets willresult in the termination of the directorship.BD 5 Public AwarenessAny public awareness campaigns for the purpose of fundraising and publiceducation must adhere to the vision, mission and principles of the Association.BD 6 Terms of Reference of CommitteesThe Board of Directors recognizes that it is important to define the scopeof the committees undertaking Board business. As such, each committee eitherstanding or ad hoc will have terms of reference approved by the Board.BD 7 Review of Bylaws and Letters PatentThe Bylaws of the Association are the rules for running the organization.The Letters Patent are the legal guidelines of the corporation known as the Association.Both of these documents are to be reviewed regularly to ensure that they reflect thecurrent operations of the Association.BD 8 Review of Policies and ProceduresThe Policies of the Association are the Board’s decisions of what needs tobe done to achieve the mission. The Procedures are how the policies are to be carriedout. Both policies and procedures need to be reviewed regularly. The review shouldinclude looking at changes to existing policies and procedures, additions and deletions.BD 9 Delegation to the Executive DirectorThe Board of Directors has delegated the authority of the day-to-dayoperations to the Executive Director of the Association. The Executive Director isexpected to carry out these duties in accordance with the Mission and Principles of theAssociation and to comply with the policies and relevant government laws.BD 10 Job Description of the Executive DirectorThe job description for the Executive Director is developed and updatedby the Board when appropriate.BD 11 Monitoring the Performance of the Executive DirectorThe Executive Director position carries with it a lot of responsibility. Tosupport, encourage, and recognize these efforts, the Board will undertake to formallyreview the performance of the Executive Director on a yearly basis. Such a review willlook at the achievement of goals set previously and identify future performanceexpectations, the leadership shown, any training or professional development needed orrequested and continuation of employment.BD 12 FundraisingThe Board of Directors and Executive Director are responsible forensuring that the financial needs of Community Living St. Marys and Area are met.
They are also responsible for ensuring that all fundraising activities fall within the ethicalguidelines established by the Association and adhere to and where possible promotethe values, vision, mission and principles of the Association.BD 13 InvestmentsThe Board of Directors is responsible for the security and preservation ofCommunity Living St. Marys and Area’s assets, capital, and reserves and will onlyaccept investment risks common to its peers.SECTION 3 ADMINISTRATIONA1AccountingAs a corporation and a charity, the Association is required by law to havean accounting system for its money and assets. It needs to follow generally acceptedrules for accounting and have the books audited each fiscal year.A2BudgetingEach year the Association is required to submit budgets to funding bodiesfor continued monies. The Association has chosen to budget government funds on anindividual basis and then produce an overall budget to be sent to the respectivegovernment agencies.A3PurchasingAll purchases by or on behalf of the Association must be authorized by theappropriate person and documented by invoice, receipt or voucher.A4Payroll and AttendanceAs a legal employer, the Association provides a mechanism to ensure theaccurate documentation and administration of payroll and attendance information for allemployees.A5Information and Records - OrganizationRecords of all business operations and activities of the Association will bemaintained in an organized, efficient manner.A6Information and Records - ServicesThe Association recognizes its responsibility to maintain personal files foreach person using services for twenty (20) years after the last entry, or seven (7) yearsafter the individual is no longer receiving supports and services. These files must bestored in a safe, secure environment and comply with applicable privacy legislation.A7Privacy of InformationThe Association is committed to keeping personal and personal healthinformation private and safe and is governed by several Acts.
A8Credit Card PurchasesAll credit card purchases by or on behalf of the Association must beauthorized by the appropriate person and documented by attaching the invoice, receiptor voucher to the “Credit Card Purchase” form.SECTION 4 HUMAN RESOURCESHR 1 Code of EthicsThe Association has professional, legal and moral obligations to thepeople using its services and their families. All volunteers and employees will conductthemselves in accordance with a common Code of Ethics.HR 2 Standards of ConductThe Association believes that volunteers and employees will act fairly andreasonably at all times reflecting the Code of Ethics policy.HR 3 Job DescriptionsTo assist each employee to understand the expectations of their job, theAssociation has developed job descriptions for each position within the Associationstructure. For job descriptions of the volunteer sector, please consult the bylaws.HR 4 Definitions of Employment CategoriesThe Association has developed various categories of employment to meetthe needs of those people who are using the services and to provide for the on-goingfunctioning of the Association.HR 5 Hours of WorkHours of work for each employee will be set out in the letter ofemployment. It is expected that each employee will fulfil her obligations unlessreassigned or authorized. The Association also recognizes that the actual day to daywork time may vary depending upon the particular needs of the person receivingsupport services. Employees will need to be flexible in planning each work day.HR 6 HiringThe Association endeavours to hire and maintain highly competentemployees. The process includes both documentation and interviews.HR 7 Criminal ReferenceThe Association wants and needs to provide a safe and secureenvironment for all people who use the services of the Association. It is important thatthe Association can demonstrate to the people using the service that the Associationhas taken as many precautions as it can. As a result, the Association requires that allsuccessful candidates for employment must provide a Police Vulnerable Sector Check.HR 8 Criminal Reference for VolunteersThe Association wants and needs to provide a safe and secureenvironment for all people who use the services of the Association. It is important that
the Association can demonstrate to the people using the service that the Associationhas taken as many precautions as it can. As a result, the Association requires thatvolunteers who work directly for a person using the services must have a PoliceVulnerable Sector Check.HR 9 Job SharingThe Association recognizes that there may be occasions when two ormore employees may wish to job share one position. This arrangement will beconsidered if it is in the best interests of the person using the services and theAssociation.HR 10 Personnel Files and RecordsThe Association will maintain personnel files in a secure manner to ensureconfidentially. The files will contain information required by law and by the policy of theAssociation.HR 11 Probationary PeriodAll successful candidates will begin their employment with the Associationwith a probationary period. This period gives the employee time to understand the jobexpectations, receive any training, have a performance appraisal and determinewhether or not the job is suitable. The Association uses this period to provide anorientation and training, conduct a performance review and determine the employee’ssuitability.HR 12 SeniorityThe Association supports the concept of seniority for recognizing thecontribution of an employee and for determining specified rights and benefits.HR 13 Orientation and TrainingThe Association recognizes that every employee has a personalresponsibility for professional growth and development. The Association would like toenhance all employees’ opportunities to gain information, skills and knowledge aboutthe duties required for their position.HR 14 Performance AppraisalTo support, encourage and recognize the efforts of each employee, aregular, formal performance appraisal is to be conducted at least annually. Theappraisal will assess job performance, identify future performance and training goals,accessibility needs, determine eligibility for continuation of employment after theprobationary period and eligibility for a new position and salary increases.HR 15 TerminationThe Association understands that circumstances for an employee maychange or that an employee may wish to seek employment elsewhere. There are somesituations that arise where continued employment is not feasible.
HR 16 Disciplinary ActionThe Association expects that all employees and volunteers will maintainthe highest standard of performance possible and that supervisors will address allissues of performance as they arise. Performance that fails to meet the standard will beaddressed in a progressive, positive manner which encourages and guides theemployee to better her performance through a process of mutual discussion and goalsetting.HR 17 Problem ResolutionThe Association encourages and promotes open communication betweenall levels of the organization. Occasionally, there may be unresolved issues,disagreements or disputes that need to be discussed and resolved quickly andeffectively for those involved.HR 18 Layoff and DisplacementThe Association expects that there will be changes in people’s lifecircumstances and choices while the person is receiving support services. Thesechanges may be caused by funding availability, resources required and other personalfactors. When such changes occur, the Association will endeavour to implement anyreductions or increases in service, layoffs or displacements fairly and equitably.HR 19 Salary and WagesThe Association recognizes the value of all employees. It endeavours toprovide a level of remuneration that is in keeping with the responsibilities and duties ofeach position, reflects community standards in the Human Services field and isfinancially sound.HR 20 Vacation PayVacation is paid time off from work. The Association recognizes that allemployees need to have an opportunity to balance work and leisure to promote wellbeing and health. Vacation time is intended to give the employee a break from theresponsibilities of the job and a time to enjoy the company of friends and family.HR 21 Time SheetsThe Association will reimburse an employee for hours worked based onthe approved time sheet.HR 22 Employee BenefitsThe Association feels it is important to enhance the compensationpackage for employees by including an employee benefit package.HR 23 Statutory and Legislated BenefitsThe Association will ensure that statutory benefits and payroll deductionswill be made in accordance with the relevant legislation and procedures.HR 24 Out of Pocket ExpensesEmployees or volunteers may incur personal expenses while performingassigned duties on behalf of the Association. Recognizing the Association’s
responsibilities within the Ministry’s Transfer Payment Governance & AccountabilityFramework, the Association will reimburse these expenses when proper documentationand authorization are presented.HR 25 Leaves of AbsenceThe Association recognizes that an employee may need to take leaves ofabsence from time to time for various reasons. All leaves of absence, with or withoutpay, must be approved by the employee’s supervisor, Executive Director or the Board ofDirectors.HR 26 Communicable Diseases and EmploymentGiven that, in most cases, we are unaware of who is a carrier of aninfectious organism or disease, it is imperative that universal precautions are followed.The Association recognizes and respects the rights of employees with regard tocommunicable diseases that have been developed and defined under Federal andProvincial legislation, and recognizes its obligation to provide a safe workingenvironment for its employees and people who receive services.HR 27 Workplace Violence and HarassmentEvery employee has the right to freedom from violence and harassment inthe work place by management employees, another employee, an employee of acontracted service, a volunteer, a person using services or their family. CommunityLiving St. Marys and Area will not tolerate harassment, bullying or violence in theworkplace.HR 28 Consultation ServicesThe Association is happy to share the skills, knowledge and expertise thatits staff have gained through their employment with the Association with other people,organizations or groups. The Association encourages and supports such requests.HR 29 Conflict of InterestThe Association wishes to conduct its business in a fair and open way thatis not seen to be unduly prejudiced by employees who may derive a personal benefitfrom the decision being made.HR 30 Personal Business on Work TimeDoing personal business on paid work time is not permitted. There is acost to the person using services and/or the Association when time is spent on personalbusiness rather than work related activities.HR 31 Information Technology (Email, Social Media)The Association requires that all staff and volunteers take the proper stepsto ensure all technological devices, electronic communications and accessedinformation are used in a professional, ethical and lawful manner.
HR 32 Driver AbstractWhen the Association provides transportation in employee or Associationowned vehicles, safety is a major consideration. As a result, the Association requiresthat all successful candidates for employment must provide a Driver Abstract.SECTION 5 SERVICESS1Rights and Diversity of People Using ServicesThe Association and all employees and volunteers will honour and respectthe diversity and rights people have when using services of the Association.S2Types of ServicesThe Association provides planning services, support services andadministration services to people who have a developmental disability.S3Assisting with Medical, Health and Well BeingPeople using services of the Association may request support with theirmedical health and well-being.S4Person Directed PlanningThe Association believes that person directed planning provides thefoundation for future action. Therefore, each person involved with the Association willbe supported to develop a personal plan, Life Plan and/or Support Plan.S5Delivery of Support ServicesSupport Services provided will be based on what is identified in the persondirected plan.S6Requesting ServicesCommunity Living St. Marys and Area is committed to all people with adevelopmental disability from within the agency catchment area.S7Distribution of Existing ResourcesExisting resources of the Association include human resources, donationsand fundraised monies, and government grants and subsidies. Decisions about thedistribution of existing resources will be made based on the best information at the timeand the availability of resources.S8Monitoring of ServicesPeople using planning, administrative and support services of theAssociation will be supported to monitor these services. As well, the Association has anobligation to regularly evaluate the services provided.S9Discontinuing ServicesIf a person chooses to no longer use our service, the Association willdocument information about their decision. The Association may offer assistance asneeded.
S 10 Service Compliments and ComplaintsPeople using services, their families, volunteers, and the general publichave a mechanism to express their views of the services provided by the Association.Positive comments about services are always welcomed by any employeeor board member. Complaints about Association services are also welcomed withoutfear of reprisal. Positive comments and complaints will contribute to the agency’scontinued growth and development.People who use services, their families, volunteers and the general publicwill be told the process for making a complaint.S 11 Preventing, Identifying and Reporting Abuse/Suspected AbuseThe people using the services trust that the Association will not wilfullyharm them physically, mentally, emotionally, or financially. The Association has a zerotolerance to all forms of abuse.The people using services, staff, volunteers and Board members willreceive training/education on the prevention, identifying and reporting ofabuse/suspected abuse.S 12 Reporting Incidents/Accidents/InjuryWhen a person using the support services of the Association is involved inan incident, accident, is injured or dies, the Association will ensure that the appropriatepeople are notified and that the proper documentation is completed.S 13 Serious OccurrencesThe Ministry of Community and Social Services has a policy andprocedure for the reporting of all “Serious Occurrences” that happen to a person usingthe services of the Association. The Association follows the most recent procedure fromthe Ministry.S 14 Assisting with Personal FinancesThe Association nor their employees will assume legal or financialauthority for people using services.People using services may request assistance with the management oftheir day to day finances.S 15 Use of Self-Employed WorkersThe Association may approve and support people to use self-employedworkers to provide ongoing direct service.S 16 Sharing a Home for ReimbursementWhen requested, the Association will support people using the service tofind someone to share a home with. It is the role of the Association to build in safeguards in these arrangements.S 17 Buildings and VehiclesThe Association has the responsibility to ensure that its physical assets,buildings and vehicles, meet all the community and legal standards. The Association
requires that all vehicles that it provides are operated in a manner which promotes thesafety and well-being of all.S 18 Use and Booking of Association VehiclesThe Association has vehicles to provide a cheaper transportationalternative for people receiving support services and those employees or volunteers onAssociation business. There is an established booking system to ensure vehicles aremade available in an orderly and fair manner.S19Use of Personal VehicleWhen alternative means of transportation are not available, it may benecessary for an employee or volunteer to use their own vehicle.SECTION 6 HEALTH AND SAFETYHS 1 Health and Safety CommitteeThe health, safety and well-being of all people who use our service,employees, and volunteers are of primary concern to the Association. Promoting a safeworking environment and the optimal health and well-being of all individuals is theresponsibility of all people who use our service, employees and volunteers.HS 2 Providing Personal Care and MedicationThe Association will promote and maintain safety practices while providingpersonal supports to ensure the health, safety, and well-being of people using ourservice and employees.HS 3 Transferring, Lifting and EquipmentThe Association will promote the safe use of transferring and liftingtechniques and all relevant equipment.HS 4 Incidents and Physical InterventionPeople who use our services sometimes communicate in physical wayswhich may hurt people or property. The Association wants to maintain the safety of allpeople during these incidents. This policy exists for the purpose of protecting thepeople who use our service as well as protecting the interests of others. In general, it isthe rule that physical restraint is forbidden. Staff and volunteers may not use force inthe performance of any duties.HS 5 Accidents, Injuries and EmergenciesIt is the intent of the Association to reduce accidents and injuries to thegreatest extent possible by the use of every reasonable precaution and by safetypractices that promote the optimal health and well-being of people using our services,employees and volunteers.
HS 6 Fire SafetyFire safety is considered to be everyone’s duty. All employees, volunteersand people who use our service must be aware of potential fire hazards and do all theycan to eliminate or minimize these situations.HS 7 Dangerous Weapons and FirearmsThe Association will not permit any individual to have in his/herpossession any dangerous weapon and/or firearm while conducting any Associationrelated business. Possession includes having the weapon or firearm on person, onAssociation property, or any vehicle being used for Association business.HS 8
Policies and Procedures Printed August 2012 Revisions September 2015 Community Living St. Marys and Area 300 Elgin St. E, PO Box 1618 St. Marys, Ontario N4X 1B9 . A 2 Budgeting A 3 Purchasing A 4 Payroll and Attendance A 5 Information and Records - Organization A 6 Information and Records - Services .
