An Individual & Comm unity Responsibility Deborah M. Howes,€¦ · HCI for CCI NAC May 2014 312014-05-10. 5/10/2014 HCI for CCI NAC May 2014 32 Democratic Actions Involving Owners:

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HCI for CCI NAC May 2014 1

An Individual & Community Responsibility

Deborah M. Howes, ACCI, FCCIPresident, High Clouds Incorporated

For CCI NAC Conference May 10, 2014

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Understand the question/issue/concern/problem/ difference

State it out loud – write it down Gather the relevant information Create the options Evaluate the options using the information

A free process with tips: http://alis.alberta.ca/pdf/cshop/LetsTalk.pdf

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Everyday◦ Keep calm

◦ Really listen

◦ Identify the concern / request

◦ Use the Act, Bylaws, Rules, Code of Conduct

◦ Get it or put it in writing

◦ Gather all the information – on all sides

◦ Have the right people make the decision

◦ Respond within a reasonable time

◦ Agree to disagree

◦ Be respectful through out – Code of Conduct

◦ Don’t take it personally


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At a meeting:◦ Prepare well

◦ Use an independent chair

◦ Follow the agenda

◦ Stay within the Act and bylaws

◦ Use the rules of order

◦ Help manage owner expectations –advance information

◦ Focus on responsibility – not blame

◦ Give credit where due

◦ Allow owners to ask questions

◦ Insist on respect through out – Code of Conduct


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Harassment Bullying

Usually has a physical edge You are the focus of attention because of

who you are Could just be a few incidents or many over

time. The victim realizes they are being harassed

right away. If an assault, is usually of a sexual or

indecent nature. Often an element of being possessive for

example stalking a person. Offensive language relating to the colour

of your skin or sex is often used. The problem occurs with the person both

in and outside of work. The person sees the victim as easy prey.

Is mostly psychological. Anyone will do regardless of the colour of skin, sex

or competence. Rarely just a single occurrence and happens

frequently. The victim doesn’t realize what is happening to

them at first. If physical will be pushing or punching and is

often mental abuse. Usually about controlling the person there and

then, for example frightening someone or making them feel small in front of others.

Vulgar language can be used but in a different context and usually to state that you are useless or worthless.

The problem with the person only occurs in the workplace. The victim is seen as a threat which must be controlled.


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◦ motivates fear in others◦ insists on exercising power ◦ is self - focused ◦ is not respectful or

considerate of others◦ seeks attention and control◦ demonstrates poor social

skills and poor judgment◦ does not promote good

condominium communities.

HCI for CCI NAC May 2014 152014-05-10

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repeated acts over time

involve a real or perceived imbalance of power

often somebody who appears more powerful either by physical stature or social standing or authoritative position.


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How to stop adult bullying:

http://www.bing.com/videos/search?q=how+to+stop+a+bully&qs=n&form=QBVR&pq=how+to+stop+a+bully&sc=4-19&sp=-1&sk=#view=detail&mid=7CBFF0117C15F82D51497CBFF0117C15F82D5149

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1. Set the standard in your community –

a. General meeting

b. Everyone’s input – what kind of treatment do we want and expect

c. Pass it in a motion – “Move that Condominium Corporation No. approves the following statement of values and expectation: our condominium corporation promotes respectful conduct and actions – abuse, harassment and bullying will not be condoned or tolerated”

d. Post the new statement of values and expectations everywhere – in the common areas, in the newsletter, on the website, in the board binders, displayed at board & owners’ meetings

2. Adopt a Code of Conduct for treatment of owners, directors, manager, professionals – by them and to them – see: CCI National


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Good Conduct – At all times, I will conduct myself in a professional and businesslike manner at meetings of Directors or Owners. I will approach allBoard issues with an open mind, preparing to make the best decisions on behalf of the Corporation. I will act ethically with integrity and in accordancewith legal criteria. I will comply with rules of good conduct and will deal with others in a respectful manner. I will comply with principles of goodgovernance and procedural rules of order.

Defamation – I will not make erroneous or defamatory statements about the Corporation or any owner, resident, director, officer, manager, staff orcontractor of the Corporation.

Minimize Conflict – I will attempt to prevent or minimize conflict and disruption and will promote good relations amongst persons involved in ourCondominium Community. I will promote a first class image for our Corporation, its units, owners and residents.

http://www.cci.ca/CCINATIONAL/PDF/CE-1-CCI-Directors-Ethics-ENG.pdf


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h) Owners should participate in owners' meetings by speaking clearly, while refraining from shouting, speaking in an aggressive or hostile manner, interrupting others who are speaking, monopolizing the discussion or displaying a lack of consideration for others. Genuine disagreements, questions and concerns should be expressed politely and at their appropriate time in the meeting agenda. Instructions of the meeting chair must be followed.

i) Support your board of directors and appreciate the complexities facing property managers. Act reasonably at all times in your dealings with the board of directors and the property manager.

http://www.cci.ca/CCINATIONAL/ethics-owners.asp


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Organizational Actions:1) Develop a harassment and bully complaint process – tied to

the Code of Conduct – to encourage:◦ Resolution with the persons directly involved◦ Resolution with the assistance of others – board, manager, lawyer,

mediator◦ Formal complaint process ◦ Investigation process◦ Decision making process◦ Consequences of misconduct

2) Conduct initial and on-going education sessions on respectful treatment, harassment, bullying and the complaint process

3) Be vigilant about misconduct – identify it, consider a balance response, enforce where necessary

4) Seek professional assistance – there are professionals in this area – your current professionals may not have this expertise


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How to stop bullying at work:

http://www.bing.com/videos/search?q=how+to+stop+a+bully&qs=n&form=QBVR&pq=how+to+stop+a+bully&sc=4-19&sp=-1&sk=#view=detail&mid=F8F915110EBC0C44EB75F8F915110EBC0C44EB75

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Individual Actions:1) Stay calm – choose a response that matches the

situation2) Demand respect – names, personal space, time3) Do not respond/engage in the same way – take

time and space 4) Rely on the Act, bylaws, rules of order, code of

conduct5) Remember – you are not alone – tell someone else6) Take a picture, a note, a recording7) Seek help or professional assistance8) Call the police, if afraid9) File a complaint under the Harassment Policy


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Board Actions:1) Set boundaries◦ set boundaries on times, length of meetings, numbers of letters

or calls◦ be prepared to walk away or take a time out – if respect is not

shown◦ Insist on respect at meetings – no director runs the show alone◦ Remove an offending officer from their office – board motion◦ Stand up for what is right and fair in your complex and at your

meetings

2) Rely on / return to the Act, bylaws, rules of order, code of conduct

◦ insist on following the rules of order of meetings◦ Insist on following the code of conduct


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Board & Manager Actions:1) Use systems and tools◦ set up board emails – not personal – eg board@cc#@gmail.com

– then set times to review and respond◦ assign a person to deal with the bully (change the person if

need be)◦ rotate who deals with complaints & owners – give people a

chance to get both bouquets and bummers◦ use the sir name – Mr. Ms. Mrs. rather than first names – make

it more formal◦ don’t meet in the hall or your home – arrange more formal

meetings – with others present◦ assign the manager as the contact / take it back from the

manager◦ block an email or call (on your personal lines) from a bully – and

tell them you are doing so◦ tell others what is happening and what you are doing (don’t

defame, but name the game!)


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Democratic Actions Involving Owners:1) Use the Rules of Order

a. everything through the chair b. no talking without a motion, point of order or report to givec. only talk once on a motiond. call the vote e. recess the meeting if it gets out of hand – motion to recess or adjournf. Use an outside meeting chair – at board and general meetings – nothing

like a stranger in the room

2) Petition for / hold an EGM a. to remove an offending directorb. to give directions to the board to adhere to the Code of Conduct /

Harassment Complaint Policy

3) Rely on / return to the Act, bylaws, rules of order, code of conducta. Act amendments propose to clarify that owners cannot force something

contrary to the Act, bylaws, rules


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Other Actions 1) Consider a Human Rights Complaint2) Owners – obtain your own legal advice (as a group)3) Deal with what you can resolve or remove4) Change the contact person5) Don’t let it linger – if necessary consider court action6) End the contract with a bully – include provisions to allow you

to end without penalty7) Tell the verbal bully all communication must be in writing8) Set times when you read and respond to calls and emails –

electronics can help


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Let’s Talk - http://alis.alberta.ca/pdf/cshop/letstalk.pdf Library – books on topic U-tube – lots of video clips on line Canadian Condominium Institute http://www.cci.ca/ Community Associations Institute – bookstore

& resources https://cai.caionline.org/eWeb/DynamicPage.aspx?site=CAI&WebCode=storeHome

High Clouds Incorporated www.highclouds.ca◦ Deborah Howes bio - http://www.highclouds.ca/Deborah%20Howes%20bio_2013%20HCI.pdf

Documents

An Individual & Comm unity Responsibility Deborah M. Howes,€¦ · HCI for CCI NAC May 2014 312014-05-10. 5/10/2014 HCI for CCI NAC May 2014 32 Democratic Actions Involving Owners: