Proposal for By-Law Amendments at DSCC 324

A. Director Qualifications and Board Composition

Qualifications:

• Maintain the existing qualification criteria, ensuring inclusivity and encouraging diverse participation on the board.

Expanded Disqualifications:

• Failure to complete mandatory ongoing education requirements for condominium directors.
• Unresolved conflicts of interest.
• A documented history of non-payment of common expenses or other financial irregularities.
• A record of disruptive, disrespectful, or unethical behavior.

Term Limits:

• Implement a limit of two consecutive terms for directors to promote fresh perspectives and broader community engagement.

Resident Eligibility:

• Broaden director eligibility to all residents, while reserving 3 of 5 seats for owner-occupiers, ensuring owner majority and broader community input.

B. Enhancing the Arbitration Process

Building on the comprehensive arbitration process established in By-law 3, we propose enhancing its effectiveness and accessibility through the following measures:

• Accessibility: Ensuring clear documentation and guidance is readily available to all community members.
• Education: Providing regular workshops and resources on the arbitration process and conflict resolution.
• Timelines: Establishing clear timelines for each stage of the process to ensure efficient resolution.
• Enforcement: Implementing clear mechanisms for ensuring compliance with arbitration decisions.

C. Comprehensive Disclosure Requirements

Enhance transparency through mandatory disclosure of:

• Current legal proceedings and potential financial implications.
• Insurance policy details and recent claims history.
• Director and officer liability matters affecting the corporation.
• Regular updates on significant operational decisions.

D. Enhanced Communication Standards

Implement comprehensive communication protocols including:

• 14-day deadline for publishing board meeting minutes.
• Monthly community updates and newsletters.
• Dedicated communication channels for owner feedback.
• Regular town hall meetings for community dialogue.

E. Enhancing Community Communication and Operational Practices

Community Engagement:

• Quarterly community forums for open discussion.
• Annual resident satisfaction surveys.
• Digital platform for community interaction.

Financial Transparency:

• Monthly financial dashboards accessible to all owners.
• Detailed annual budget presentations.
• Regular reserve fund updates and planning sessions.

Inclusive Community Building:

• Accessibility accommodations for all community events.
• Multi-language communication options.
• Support for diverse community initiatives.

F. Hiring and Termination Practices

To prevent confusion and ensure fair, transparent decisions regarding employee relations, we propose the following requirements:

• Formal Board Approval: Any hiring or termination of employees, whether full-time or part-time, requires a recorded board vote. A written record of the rationale for each decision should be kept on file.
• Notification & Communication: The board must provide prompt notification to owners when a significant staffing change occurs, including a brief explanation of why the change was made.
• Standardized Procedures: Clear guidelines for recruitment, selection, and dismissal protocols shall be established and aligned with applicable labor laws. These guidelines must be accessible to owners upon request.
• Conflict-Resolution Measures: If staffing decisions lead to community concern or dispute, the enhanced arbitration process (see Section IV.B) may be invoked, with the board demonstrating it followed due process.