CMLC Employee Handbook - January 2023

CMLC EMPLOYEE HANDBOOK January 2023
PRESIDENT’S MESSAGE
Calgary Municipal Land Corporation (CMLC) strives to be a closely knit, team-oriented employer of choice
for motivated, enthusiastic people, and to support our employees in their goals for growth, personal
satisfaction and lifelong learning. As a company we will do whatever it takes to support our employees, as
you are our most valuable asset and our only means to develop a fantastic community for all Calgarians
within the Rivers District.
The Board of Directors have worked diligently to provide clear direction, and the creation of this Employee
Handbook is one step in communicating this direction to all of us. This employee handbook clearly
outlines the high standards we hold our employees to, and the expectations that you should expect from
CMLC in return.
Thank you for working with everyone at CMLC to deliver a truly world-class example of a sustainable,
urban renewal project of which all Calgarians can enjoy and be proud!
Yours truly,
Kate Thompson
President and CEO
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ACKNOWLEDGEMENT BY EMPLOYEE
I ACKNOWLEDGE that I have read and considered the Employee Handbook of CMLC, including
specifically the Code of Conduct for Officers and Employees of CMLC and I agree to conduct myself in
accordance with all policies and guidelines as they apply to me.
I acknowledge that a breach of the policies contained in this Handbook may lead to disciplinary action, up
to and including termination of employment.
I undertake to read, understand and comply with the most recent version of the Employee Handbook of
CMLC available from time to time, together with all policies and guidelines of CMLC, including specifically
the Code of Conduct, during the term of my employment.
____________________________________________
SIGNATURE
BHAVANA CHAUDHARY
____________________________________________
PRINTED NAME
____________________________________________
24/10/2023
DATE
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Table of Contents
PRESIDENT’S MESSAGE ................................................................................................................... 1
ACKNOWLEDGEMENT BY EMPLOYEE .......................................................................................... 2
Table of Contents ....................................................................................................................................... 3
1.1 INTRODUCTION TO OUR COMPANY .................................................................................. 8
1.1.1 Mission Statement .............................................................................................................. 8
1.1.2 Mandate ............................................................................................................................... 8
1.1.3 Values .................................................................................................................................. 9
1.2 STAFF AND OFFICES ............................................................................................................ 10
1.2.1 Office Location .................................................................................................................. 10
1.2.2 Full-time Staff Directory ................................................................................................... 11
PRIVACY POLICY ............................................................................................................................... 13
1.2.3 Personal Information ........................................................................................................ 14
1.2.4 Privacy Principles ............................................................................................................. 15
1.2.5 Identified Purposes for the Collection, Use and Disclosure of Personal Information
16
1.2.6 Changes to the Personnel Privacy Policy..................................................................... 17
1.2.7 Further Information........................................................................................................... 18
1.3 CODE OF CONDUCT ............................................................................................................. 19
1.3.1 Definitions .......................................................................................................................... 20
1.3.2 Ethical Decision Making .................................................................................................. 21
1.3.3 Honesty and Integrity ....................................................................................................... 22
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1.3.4 Compliance with the Law ................................................................................................ 22
1.3.5 Confidential Information .................................................................................................. 22
1.3.6 Entertainment, Gifts and Favors .................................................................................... 23
1.3.7 Non-profit and professional associations...................................................................... 24
1.3.8 Use of CMLC’s Assets..................................................................................................... 24
1.3.9 Conflict of Interest Procedure ......................................................................................... 24
1.3.10 Full Disclosure .................................................................................................................. 25
1.3.11 Conflict of Interest Situations .......................................................................................... 25
1.3.12 Material Effect ................................................................................................................... 26
1.3.13 Conflict with Corporation ................................................................................................. 26
1.3.14 Disciplinary Actions .......................................................................................................... 26
1.3.15 Suspected Conflicts of Interest ...................................................................................... 26
1.3.16 No Benefit .......................................................................................................................... 26
1.3.17 Use of Information ............................................................................................................ 26
1.3.18 Participation in Meetings ................................................................................................. 27
1.3.19 Fraud or Mis-Management.............................................................................................. 27
1.3.20 Responsibilities ................................................................................................................. 27
1.3.21 Review of Code ................................................................................................................ 27
1.3.22 Reporting ........................................................................................................................... 27
1.3.23 Where to Seek Clarification ............................................................................................ 27
1.3.24 Whistleblower Policy ........................................................................................................ 27
1.4 CONDITIONS OF EMPLOYMENT ........................................................................................ 28
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1.4.1 Anti-discrimination and Harassment.............................................................................. 28
1.4.2 Classification of Employment ......................................................................................... 31
1.4.3 Dress and Personal Appearance ................................................................................... 32
1.4.4 Hours of Work ................................................................................................................... 33
1.4.5 Probation Period ............................................................................................................... 33
1.4.6 Housekeeping ................................................................................................................... 33
1.4.7 Safety ................................................................................................................................. 33
1.4.8 Smoking ............................................................................................................................. 34
1.4.9 Substance Abuse ............................................................................................................. 34
1.5 HOLIDAYS AND LEAVES ...................................................................................................... 35
1.5.1 Statutory Holidays ............................................................................................................ 35
1.5.2 Vacations ........................................................................................................................... 35
1.5.3 Personal Days................................................................................................................... 36
1.5.4 Sickness and Leave ......................................................................................................... 37
1.5.5 Maternity, Parental and Adoption Leave....................................................................... 37
1.5.6 Leave of Absence............................................................................................................. 39
1.5.7 Bereavement Leave ......................................................................................................... 39
1.5.8 Compassionate Care Leave ........................................................................................... 40
Who’s considered a family member? ................................................................................................ 40
Length of leave ..................................................................................................................................... 41
Giving notice ......................................................................................................................................... 41
a) Medical certificate ............................................................................................................................ 41
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b) Starting leave ................................................................................................................................... 42
c) Ending leave ..................................................................................................................................... 42
Vacations and vacation pay ................................................................................................................ 42
Termination of employment ................................................................................................................ 42
Employment Insurance (EI) benefits ................................................................................................. 42
1.5.9 Course Examination Leave ............................................................................................. 43
1.5.10 Voting Leave ..................................................................................................................... 43
1.5.11 Jury Duty and Court Appearances ................................................................................ 43
1.6 PERFORMANCE AND SALARY ........................................................................................... 43
1.6.1 Compensation Policy ....................................................................................................... 43
1.6.2 Salary Administration ....................................................................................................... 45
1.6.3 Payroll and deductions .................................................................................................... 45
1.6.4 Internal Job Postings ....................................................................................................... 47
1.6.5 Resignation ....................................................................................................................... 47
1.7 EMPLOYEE BENEFITS .......................................................................................................... 48
1.7.1 Overview ............................................................................................................................ 48
1.7.2 Exclusions and limitations ............................................................................................... 48
1.7.3 Registered Retirement Savings Plan (“RRSP”) Matching ......................................... 48
1.7.4 Education Assistance ...................................................................................................... 49
1.7.5 Memberships in Professional Organizations................................................................ 49
1.7.6 Health & Wellness ............................................................................................................ 49
1.8 CONTACT WITH MEDIA ........................................................................................................ 50
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1.8.1 Discussion with Media ..................................................................................................... 50
1.8.2 Contractual Information ................................................................................................... 50
1.8.3 Competitive Information .................................................................................................. 50
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GENERAL POLICIES
1.1 INTRODUCTION TO OUR COMPANY
1.1.1 Mission Statement
Strengthening connections between people and the places they share, our passionate approach to
elevating the urban experience infuses communities with new energy and the confidence to build, grow
and believe. CMLC is a community builder: we imagine the possibilities and size the opportunities to
transform Calgary and the ways people experience it.
1.1.2 Mandate
Being in a position to make a tangible difference in the way a rich and growing city looks, feels and thinks
about itself is a very interesting place to be. CMLC is in that enviable position. It is in the business of
community redevelopment, and its job is making places. Where others see empty lots, dilapidated
buildings, homeless souls and contaminated soils, CMLC looks at the same terrain with the passionate
zeal of the place maker and sees ground in which to plant fresh seeds and new life, opportunities for
rejuvenation and revitalization.
CMLC is, in a way, a product of a new political will: an organization with the entrepreneur's fire for making
things happen and finding innovative new ways to do so. CMLC has a very real, pressing mandate, a
perfect storm of opportunity and challenge, something to prove: bring the city's most neglected
neighborhood to life, and make it part of the city again. By extension, CMLC could become the spark that
will ignite a movement in downtown living and substantially change the way Calgarians think about and
live in the city.
We commit to deepening our understanding of the vast diversity of human experiences, backgrounds and
cultures and to ensuring that all perspectives are valued and reflected in our workplace and in the
communities we’re building.
Giving equal voice to all people, groups and viewpoints will ensure our organization’s work reflects and
respects the changing social landscape while upholding our dedication to the betterment of our city. It is
one more way CMLC nurtures engagement and belonging, builds deeper connections across our
communities, empowers innovation and enables long-term resilience.
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1.1.3 Values
Trust the Team

(Collaboration/Authenticity)
We’re better together. We’re purpose driven, we want to make places better, and we know we can’t do it
alone. That’s why we value the quality, depth and authenticity of relationships we form with CMLC
teammates, partners, stakeholders, and community members. We trust, respect and rely on one another
and our collaborators to deliver to a consistently great standard. We do it together—by showing up for
one another and bringing our whole selves to our work.
Break Through
(Innovation)
Innovation makes us exceptional. We love nothing more than boundary-pushing opportunities, projects
for which there’s no template, and we’re proud of our reputation for getting things done as leaders in best
practice. We confidently bring our creativity and adaptability to creating a custom approach to projects
and to inspiring our peers and our community to dream big and take smart risks with us to create
beautiful, meaningful places.
Make it Count
(Impact)
Make a difference, start to finish. Our projects may be inventive, beautiful and award-winning, but their
true purpose is only realized when they’re brought to life by the community that lives with them. Every
project, small to large and beyond, is conceived and designed to enhance everyday life for everyone that
encounters it.
Build the City. Better the City.

(Pride, through excellence)
Elevate everything. We're privileged to shape the future of the city where we live, work and raise our
families. That's why good enough isn't good enough—it's why we bring world-class ideas to the table,
passionately steward funds and budgets, and work to create international best in class places. We build
the city to better the city: we want to create meaningful places for the good of us all, now and for the
future.
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1.2 STAFF AND OFFICES
1.2.1 Office Location
Calgary Municipal Land Corporation

St. Louis Hotel
430 8th Avenue SE
Calgary, AB T2G 0L7
Phone: (403) 718-0300

Fax: (403) 718-0500
Website: www.calgarymlc.ca
Office Hours: Monday to Friday 8:00 a.m. to 4:30 p.m.
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1.2.2 Full-time Staff Directory
President & CEO Kate Thompson

CFO & VP, Corporate Services Kondwani Bwanali
VP, Communications & Strategic Partnerships Clare LePan
VP, Building and Infrastructure Kelly Coles
Manager, Marketing Alison Robertson
Development Coordinator Allison Davelaar
Senior Manager, Community Engagement Amanda Eveson
Director, Development Amber Osadan-Ullman
Senior Manager, Communications Amy Castle
Senior Manager, Marketing Anna Lake
Executive Assistant to the Executive Leadership Team Anu Sharma
Project Manager Ashton Lee
Junior Accountant Candice Leggott
Accounting Manager Chelsea McEwan
Office & Property Manager Colleen Atterbury
Senior Project Manager Craig Johnson
Coordinator, Programming & Events Craig Lennon
Intermediate Accountant Dustin Anderson
Project Manager Emily MacDonald
Director, Communications Emma Stevens
Director, Special Projects Georgette McGrath-Jukic
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Director, Construction James Logan

Director, Special Projects Jane Ferrabee
Senior Project Manager Jessie Boyle
Development Coordinator Jewel Chan
Manager, Programming & Events Joanna Pesta
Project Manager Josh Sartorelli
Project Coordinator Kamal Uddin
Human Resources Advisor Kathryn de Guzman
Controller Lauren Martin
Executive Assistant to the President & CEO Leticia Maciel
Project Accountant Lyndsie Sauer
Project Coordinator Mark Crean
Administrative Assistant / Reception Megan Turner
Project Accountant Sandy Yang
Junior Accountant Stacey Conklin
Junior Accountant Sobia Parvaiz
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PRIVACY POLICY
CMLC is committed to maintaining the accuracy, security and privacy of personal information in
accordance with applicable law. This Personnel Privacy Policy is a statement of principles and guidelines
concerning the protection of personal information of all prospective, current and former personnel of
CMLC, including all staff and officers (collectively, “Personnel”).
In addition to this Personnel Privacy Policy, CMLC may also be subject to the requirements of applicable
federal or provincial legislation and regulations and the orders of any court, regulatory body or other
lawful authority (collectively, “Privacy Laws”). Nothing in this Personnel Privacy Policy will limit CMLC’s
rights and obligations pursuant to such Privacy Laws.
CONSENT
BY SUBMITTING PERSONAL INFORMATION TO CMLC OR ITS AGENTS, YOU AGREE THAT

CMLC AND ITS AGENTS MAY COLLECT, USE AND DISCLOSE SUCH PERSONAL INFORMATION
FOR IDENTIFIED PURPOSES IN ACCORDANCE WITH THIS PERSONNEL PRIVACY POLICY AND
AS PERMITTED OR REQUIRED BY LAW.
Subject to legal and contractual requirements, you may refuse or withdraw your consent to
certain of the identified purposes at any time by contacting the President and CEO. If you refuse
or withdraw your consent, we may not be able to provide you or continue to provide you with
certain services or information which may be of value to you. If you provide CMLC or our service
provider and agents with personal information of another individual, you represent that you have
all necessary authority and/or have obtained all required consents from such person to enable us
to collect, use and disclose such personal information for the purposes set forth in this
Personnel Privacy Policy.
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1.2.3 Personal Information
Canadian Privacy Laws define personal information broadly as information about an identifiable individual
or as information that allows an individual to be identified. For the purposes of this Personnel Privacy
Policy, "personal information" means information about an identifiable individual as defined from time to
time in applicable Privacy Laws. Generally speaking, personal information does not include what is
considered business contact information: your name, title or position, business address, telephone
number, facsimile number, or e-mail address. The types of personal information that CMLC may collect
about its Personnel includes:
• Home telephone number/e-mail address;

• Date of birth;
• Social insurance number;
• Driver’s license data;
• Place of birth (from birth certificate);
• Written proof of legal authorization to work in Canada (if not a Canadian citizen);
• Marital status;
• Name of spouse;
• Name and birth dates of dependents;
• Educational data;
• RRSP and benefits information;
• Emergency contact name and telephone number;
• Bank account numbers for payroll deposit;
• Performance reviews;
• Complaints and/or commendations;
• Disciplinary letters and notes of meetings regarding performance issues;
• Change of status forms;
• Expense claims;
• Travel information (passport number, destinations, etc.)
• Results of background (criminal record) checks;
• Periodic computer and Internet usage reviews;
• Notes, memoranda and other materials related to investigations in relation to any breach of other
CMLC policies or external laws;
• Notes or memoranda from post-employment exit interviews.
This is not a complete list of all the kinds of personal information that may be held or controlled by CMLC.
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1.2.4 Privacy Principles
In meeting its obligations under Privacy Laws, CMLC strives to adhere to the following ten “fair
information practices” enumerated in Part I of the federal Personal Information Protection and Electronic
Documents Act, which essentially sets the standard for Privacy Laws in Canada.
Principle 1 - Accountability
CMLC is responsible for personal information under its control and has appointed a Privacy Officer to
oversee its compliance with this Personnel Privacy Policy and Privacy Laws. Contact information for the
Privacy Officer is provided below. In addition, where CMLC transfers personal information to a third-party
(such as to one of the third-party service providers identified below), appropriate contractual and security
precautions will be undertaken to ensure the protection of personal information.
Principle 2 - Identifying the Purposes for Collection of Personal Information
CMLC will identify the purposes for which personal information is collected, used and disclosed at or
before the time the personal information is collected. Some of the identified purposes for which CMLC
collects, uses and discloses personal information are described below. CMLC may identify other
purposes from time to time.
Principle 3 - Obtaining Consent for Collection, Use or Disclosure of Personal Information
The knowledge and consent of an individual are required for the collection, use, or disclosure of his or her
personal information, except as permitted by Privacy Laws. This Personnel Privacy Policy confirms
consent to collect, use and disclosure of personal information for several of the most commonly identified
purposes for which such information is collected, used and disclosed. Where personal information is
collected, used or disclosed for other purpose, employees will be informed of such purposes. In addition,
consent may be withdrawn at any time, subject to legal or contractual restrictions and reasonable notice.
CMLC will advise of the implications of such withdrawal.
Principle 4 - Limiting Collection of Personal Information
CMLC will limit the collection of personal information in both amount and type, to that which is necessary
for the purposes identified by CMLC. Personal information shall be collected by fair and lawful means,
and not through misleading or deceptive practices.
Principle 5 - Limiting Use, Disclosure, and Retention of Personal Information
CMLC will not use or disclose personal information for purposes other than the identified purposes for
which it was collected, except with the consent of the individual or as required or permitted by Privacy
Law. In addition, CMLC will retain personal information only as long as necessary to fulfill the identified
purposes.
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Principle 6 - Accuracy of Personal Information
Personal information will be as accurate, complete and up-to-date as is necessary for the purposes for
which it is to be used. CMLC will update personal information as and when necessary to fulfill the
identified purposes or upon notification from the employee. CMLC will not routinely update personal
information, unless such process is necessary to fulfill the identified purposes.
Principle 7 - Security Safeguards
CMLC will protect personal information by security safeguards appropriate to the sensitivity of the
information. Examples of “sensitive information” include any medical health information that may be
collected.
Principle 8 - Openness Concerning Policies and Practices
CMLC will make readily available specific information about its policies and practices relating to the
management of personal information (for instance, by preparing and circulating this Personnel Privacy
Policy). CMLC will make information about its Personnel Privacy Policy and practices available
electronically on the CMLC server, and upon request to the Privacy Officer via the contact information
provided below.
Principle 9 – Individual Access to Personal Information
Upon written request, subject to certain exceptions, CMLC will inform an employee of the existence, use,
and disclosure of personal information and will provide access to that information. If access is denied,
CMLC will notify the employee in writing and give reasons for the denial. If access is granted, CMLC will
give the employee a reasonable opportunity to review their personal information. The employee will be
able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Principle 10 - Challenging Compliance
Employees will be able to address a challenge concerning CMLC’s compliance with this Personnel
Privacy Policy to the Privacy Officer.
1.2.5 Identified Purposes for the Collection, Use and Disclosure of

Personal Information
a) CMLC collects, uses and discloses personal information about Personnel for the following
purposes:
(i) Recruitment for positions with CMLC, including for the purpose of obtaining and providing
references regarding Personnel;
(ii) Establishing, managing and terminating relationships with Personnel, including implementing
Personnel compensation, allocations, benefits, rewards and travel programs and assessing
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and facilitating the implementation of programs, policies, procedures and opportunities for
Personnel;
(iii) Administration of CMLC’s policies and procedures regarding the training, retention,
performance, evaluation, discipline and termination of Personnel;
(iv) Administration of compensation, allocations, benefits, travel, and other services for
Personnel and fulfilling taxation and other legal requirements in respect of Personnel;
(v) Complying with other requirements imposed by law, including without limitation, collecting
personal information required by applicable workplace insurance and safety legislation and
occupational health and safety legislation;
(vi) Detecting and protecting CMLC and other third parties against error, theft, fraud and other
illegal activity, and to comply with CMLC or our Shareholder’s audit requirements, and to
audit compliance with CMLC’s policies, procedures and contractual obligations;
(vii) As permitted by and to comply with any legal or regulatory requirements and laws; and,
(viii) For any other purpose to which the individual provides express or implied consent.
b) CMLC may collect from and/or disclose personal information to:
(i) Service providers of CMLC to the extent required to provide administrative, human resources
or technological support services to CMLC within the scope of the purposes identified above.
Examples of service providers include, but are not limited to, insurance companies
processing claims of Personnel and their dependents, web site support companies, CMLC
and Personnel’s banking institutions, pension and benefit providers, travel agents, and
Personnel assistance plan organizations;
(ii) A person who, in the reasonable judgment of CMLC, is providing or seeking the information
as the individual's agent or upon the individual's authorized behalf;
(iii) Government agencies to the extent required to comply with applicable laws; and,
(iv) Any other third-party or parties, where the individual consents to such disclosure or
disclosure is required or permitted by law.
1.2.6 Changes to the Personnel Privacy Policy
CMLC reserves the right to modify or supplement this Personnel Privacy Policy at any time. If CMLC
makes a change to this Personnel Privacy Policy, such changes will be posted on our website, and email
notification will be provided by email and upon request to the CMLC Privacy Officer. However, CMLC will
obtain the necessary consents required under applicable Privacy Laws if it seeks to collect, use or
disclose an individual's personal information for purposes other than those to which consent is obtained
unless otherwise required or permitted by law.
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1.2.7 Further Information
CMLC has appointed a Privacy Officer to oversee compliance with this Personnel Privacy Policy and
applicable Privacy Laws. For information on CMLC’s Personnel related privacy practices, please visit the
CMLC website for information or contact the Privacy Officer as follows:
Kondwani Bwanali
Calgary Municipal Land Corporation
St. Louis Hotel
430 8th Avenue SE
Calgary, AB T2G 0L7
E-mail: kbwanali@calgarymlc.ca
Phone: (403) 718-9244
Fax: (403) 718-0500
References to CMLC refer to Calgary Municipal Land Corporation and its subsidiaries, including but not
limited to:
• 1349263 Alberta Ltd.
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1.3 CODE OF CONDUCT

CMLC expects staff to adhere to a certain standard of conduct in order to maintain high standards and
create a positive work environment for all. Condescending and disrespectful conduct to clients, fellow
employees or management will not be tolerated. CMLC expects your support in ensuring that our work
environment is positive, productive and motivating for one another.
Adherence to the policies and procedures in this manual and which are expressed in the workplace, is
also mandatory. If you have any questions regarding a policy, speak to your manager or supervisor for
clarification. Following are some examples of inappropriate behavior, but this list is not exhaustive.
• Absence from work without proper authorization;

• Abuse of company property;
• Insubordination towards management, refusal to comply with instruction, or failure to perform
reasonable duties which are assigned;
• Sexually, verbally, physically or mentally harassing any person on our premises;
• Threatening, intimidating, coercing, using abusive or vulgar language, or interfering with the
performance of other employees;
• Disclosing confidential information to unauthorized persons;
• Falsifying data or results;
• Falsifying employment applications or other records;
• Unauthorized possession or use of CMLC property, or property belonging to another employee;
• Carrying weapons or explosives, or violating criminal laws on CMLC premises;
• Fighting, horseplay, or other disorderly conduct;
• Engaging in acts of dishonesty, fraud, theft or sabotage;
• Malicious damage to or neglect of client or CMLC samples or equipment;
• Performance which, in CMLC’s opinion, does not meet the requirements of the position;
• Violation of CMLC safety rules;
• Negligence in observing fire prevention rules;
• Use of, or being under the influence of inhalants, illegal drugs or other intoxicants at any time on
CMLC premises or while on CMLC business;
The Code of Conduct of CMLC forms part of the overall policy framework that governs the CMLC’s
business operations. It sets out the standards of behavior that the CMLC expects its officers and
employees to meet. Because of the CMLC’s public mandate, it is critically important that it preserve
public confidence, trust and accountability.
The purpose of this section is to articulate standards and principles of conduct required of all officers, and
employees of CMLC. The Board of Directors wishes to ensure that CMLC has a reputation for the
highest standard of public trust and confidence in serving the public’s interests.
CMLC is committed to engaging in relationships with the public, with the business community and with
their officers and employees in an environment which:
1. Recognizes the economic role of wholly owned municipal corporations in the economies of local
communities;
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2. Operates in an environmentally responsible manner by complying with the applicable

environmental legislation and government policy;
3. Provides services that are courteous, professional, equitable, efficient and effective;
4. Promotes a safe and healthy workplace;
5. Is sensitive and responsive to the changing needs, expectations and rights of a diverse public
while respecting the framework of duties and responsibilities within CMLC;
6. Values and respects multicultural diversity and cultivates understanding and mutual acceptance
of cultural diversity among all customers, suppliers, officers and stakeholders;
7. Is free from favouritism, fear, coercion, discrimination or harassment;
8. Recognizes that its officers and employees exercise their responsibilities to CMLC, a corporation
that is wholly owned by the City of Calgary and that its officers and employees are therefore
bound to promote policies or mandates as directed to CMLC by our Shareholder, the City of
Calgary; and
9. Recognizes that its officers and employees exercise a role within CMLC to provide leadership
and direction on this Code of Conduct in addition to the business of CMLC.
The following standards and principles are not intended to be exhaustive and if other questions arise,
they should be settled in accordance with the general principles in this Employee Handbook and through
the exercise of sound business and ethical judgment. These standards and principles are in addition to
any statutory or common law duties and obligations or any other standards of conduct applicable to
officers and employees of CMLC.
Our stakeholders are entitled to expect that the business and interests of CMLC will be conducted with
efficiency, economy, fairness, impartiality and integrity. Because of the importance that CMLC attaches
to this Code, you should understand that breach of the Code will be treated very seriously. Sanctions for
those who breach it may range from reprimand or suspension all the way to dismissal for cause and
further legal remedies.
Where appropriate, CMLC will inform our suppliers, consultants, advisors and business partners of the
principles of this Code, and of our expectation that they govern their conduct similarly in their dealings
with CMLC. Where we have reason to suspect unethical conduct by a supplier, consultant, advisor or
business partner, an appropriate CMLC Manager will be asked for guidance, and if unethical conduct is
confirmed, the relationship will be ended subject to any contractual obligations.
This Code of Conduct applies to all officers and employees of CMLC.
Nothing in this Code of Conduct is intended to diminish the obligations of an individual to comply with the
ethical obligations of a professional body of which the individual is a member.
1.3.1 Definitions
For the purpose of this Code and for greater certainty:
(a) “Associate” means:
1. An officer’s or employee's spouse;

2. An officer’s or employee's son or daughter who is under 19 years of age or who is living in the
officer’s or employee's family residence;
3. A relative who is living in the officer’s or employee's family residence;
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4. A corporation of which the officer or employee beneficially owns, directly or indirectly, more
than 20% of the voting rights attached to all outstanding voting securities of the corporation;
5. A corporation of which a person referred to in paragraph (1), (2) or (3) beneficially owns,
directly or indirectly, more than 20% of the voting rights attached to all outstanding voting
securities of the corporation; or
6. A trust or estate in which the officer or employee has a substantial beneficial interest or for
which the officer or employee serves as trustee.
If a benefit is received by an associate of the officer or employee, the benefit is deemed to have
received by the officer or employee himself or herself.
(a) “Chairperson” is the person who chairs the Board of Directors of CMLC;
(b) “Director” refers to a member of the Board of Directors of CMLC. This excludes the use of the
term within employee job titles;
(c) “President and CEO” is the senior employee responsible for the management and operation of
CMLC, or his or her designee;
(d) “Confidential Information” is information that is not available to the general public and includes
inside information provided by an external source with the expectation that the information will be
kept confidential and will be used solely for the business purposes for which it was conveyed. It
also includes materials generated by CMLC that contain or are derived from such Confidential
Information. When in doubt, officers and employees should confirm with the President and CEO
whether information is to be treated as confidential;
(e) “Contractors” include suppliers, consultants, advisors and independent managers;
(f) “Spouse” means a person the officer or employee is married to or with whom the officer or
employee is living in a marriage-like relationship, including a person of the same gender, but does
not include a person from whom the officer or employee is separated or living apart and with
whom the officer or employee has entered into an agreement to live apart or who is the subject of
an order of a court recognizing the separation;
(g) Information is “non-public” if it has not been effectively disseminated to the general public.
Examples of public dissemination include a press release carried over a local news service, an
article in a news publication, and a public filing made with a government body. It is important to
note that even following a public announcement of a major transaction, many aspects of the
matter may remain non-public;
(h) A “Material Interest” is not restricted to the minimum 10% investment threshold often used in
securities legislation. The Conflict of Interest test does not lend itself to such clear quantitative
measurement. The relevant question is: would a reasonable, well-informed person conclude that
a person’s interest in another entity or organization could affect the person’s exercise of a power
or performance of a duty on behalf of CMLC.
1.3.2 Ethical Decision Making

As a guide to their everyday conduct and decision making, all officers and employees should consider the
following questions:
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(a) Is the decision or conduct legal? In addition, is it consistent with the CMLC’s mandate and
policies? Is it ethical?
(b) Is the decision or conduct in line with the CMLC’s public objectives and business mission?
(c) Is there a conflict of interest that should be disclosed? Where parties are uncertain whether a
conflict exists, they should err on the side of disclosure.
1.3.3 Honesty and Integrity

The fundamental relationship between each officer or employee and CMLC must be one of trust.
We expect you to observe the highest business and ethical standards. Essential to trust is a commitment
to honesty, openness and integrity.
1.3.4 Compliance with the Law

(a) Officers and employees shall comply with all applicable laws;
(b) Officers and employees shall not engage in any illegal or improper conduct. Officers and
employees shall carry out the CMLC’s policies in a manner that does not impair (or appear to
impair) their ability to act impartially in the best interests of CMLC;
(c) No officer or employee shall commit or condone an illegal act or instructor encourage another
officer or employee or party involved with CMLC to do so; and
(d) No officer or employee shall create or participate, in the creation of a false or misleading record.
1.3.5 Confidential Information

Officers and employees are in positions of trust and may have access to confidential information. You
are responsible for using good judgment when communicating CMLC information, either verbally or in
writing.
Confidential information can be defined as information that will put CMLC at a competitive disadvantage if
improperly communicated, or information that cannot be communicated due to contractual or legal
obligations (see definition in Part 1.4.17). Examples include financial data, drawings, business plans,
salary information, policy manuals, or personal information about officers and employees of CMLC.
Communicating confidential material to other officers or employees should be undertaken only when
essential for another to perform the job. Confidential information routed through the internal or external
mail should be marked as such on the outside of the sealed envelope. When faxing confidential material,
ensure the receiver will obtain the information directly. Confidential information in hard copy should be
kept in a secure, locked location. Confidential documents being disposed of should be shredded.
Officers and employees are also responsible for protecting the security of confidential information on the
computer network. Passwords should not be revealed to anyone under any circumstances. If you have
any questions about this policy or if you are unclear about what is confidential, consult your manager,
supervisor, or the President and CEO.
For clarity:
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(a) Confidential Information (defined in Part 1.4.17 below) includes policy, proprietary, technical,
business, financial, joint venture and other information, which CMLC treats as confidential or
which is not made available publicly. Officers and employees who leave CMLC must not disclose
Confidential Information;
(b) Officers and employees shall at all times maintain the confidentiality of all information and records
connected with the business of CMLC and shall not reveal such information unless and until it
becomes a matter of general public knowledge;
(c) Officers and employees shall not use Confidential Information obtained by virtue of their
employment with CMLC for their personal benefit, or to benefit friends, relatives or others;
(d) Officers and employees using CMLC’s electronic mail system shall comply with our policy on the
storage, use and transmission of information through this medium.
1.3.6 Entertainment, Gifts and Favors

(a) All those who do business with CMLC as contractors or service providers (including consultants,
suppliers, advisors and independent managers) have access to CMLC on equal terms;
(b) Officers and employees shall not solicit or accept benefits, entertainment or gifts of any kind
(including cash, preferred pricing, preferred loans, securities or secret commissions) or any other
direct or indirect benefit as a condition of the exercise of their duties or as an inducement for
performing an act associated with their duties or in exchange for preferential treatment;
(c) Officers and employees may accept modest gifts, hospitality or other benefits associated with the
officer’s or employee's official duties and responsibilities if such gifts, hospitality or other benefits:
(i) Are within the bounds of propriety, a normal expression of courtesy or are within the
normal standards of hospitality;
(ii) Would not bring suspicion on the officer’s or employee's objectivity and impartiality; and
(iii) Would not compromise the integrity of CMLC;
(d) Entertainment and similar things (such as business lunches, the exchange of modest items
between business associates, the presentation of small tokens of appreciation at public functions
or an inexpensive memento) should be reasonable and never lead to a sense of obligation. As a
rough guide, officers and employees should not accept any entertainment that could not be
justified on CMLC’s expense statement if the officer or employee were providing or offering such
entertainment rather than receiving it;
(e) Unless they have obtained the approval of the President and CEO, officers and employees may
not accept free airfare or accommodation from any firm or organization associated with CMLC or
from any provider of goods or professional or other services to CMLC;
(f) Inappropriate gifts that are received by an officer or employee should be returned to the donor
together with a letter making reference to this Code;
(g) Any officer or employee experiencing or witnessing conduct contravening or not in compliance
with the letter and spirit of this Code, or having reasonable grounds for believing that such
conduct has occurred, must immediately report the incident to the President and CEO or the
Chairperson of the Board of Directors as appropriate;
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(h) In any instance where there is doubt whether particular conduct complies with this Code, full and
immediate disclosure to the President and CEO or the Chairperson of the Board of Directors will
indicate good-faith compliance with this Code.
1.3.7 Non-profit and professional associations

(a) From time to time, individual officers and employees reach positions of leadership in other entities
or organizations where they may be viewed as spokespersons for such groups. In such
situations, the individuals should ensure that they are seen as speaking for their organization or
as individuals, and not as a spokesperson of CMLC;
(b) Officers and employees who are members of non-profit associations should refrain from internal
solicitation and the solicitation of those contracting or otherwise involved with the CMLC for
donations of funds, goods or services;
(c) An officer or employee must receive the approval of the President and CEO before accepting any
appointment as a director or to any other position of authority in a non-profit or professional
association that might place him or her in a position of conflict with the CMLC.
1.3.8 Use of CMLC’s Assets

CMLC makes a substantial investment in physical, electronic and staff resources. Without the prior
approval of the President and CEO, the use of such resources for non-business purposes shall be
modest and reasonable in the circumstances, and shall not in any way threaten or harm the reputation of
CMLC.
1.3.9 Conflict of Interest Procedure

Officers and employees are expected to devote their best effort to the interests of CMLC and the conduct
of its affairs. CMLC recognizes the right of employees to engage in activities outside their employment
which are of a private nature and unrelated to the business of CMLC.
However, a policy of full written disclosure to your manager or supervisor must be followed to prevent
potential conflicts of interest from arising.
Officers and employees may not engage in outside work that will interfere with their primary jobs with
CMLC, or that is in some way hostile or adverse to CMLC. Officers and employees shall not accept gifts,
commissions, consulting fees, retainer fees, or any other fee arrangement or remuneration from a client,
supplier or other industry associate of CMLC, of such value or significance that their acceptance might
reasonably be expected to interfere with or influence the exercise of independent and objective judgment
of the officer or employee. This policy does not apply to director’s fees paid to directors, officers and
employees by companies when those directorships have been duly authorized by the Board of Directors.
No work for a third-party may be done during regular working hours and CMLC facilities, equipment, labor
or supplies are not to be used to conduct this outside activity. Officers and employees engaged in any
outside work are obliged to advise their client that the work is in no way by, for, or in the name of CMLC.
“Conflict of Interest” means:
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(a) A direct or indirect personal or pecuniary interest in a contract involving CMLC;

(b) An influence that is likely to negatively affect the advice or services that a person is providing
to CMLC;
(c) Any personal or pecuniary interest, condition, connection, relationship, activity or circumstance
as a result of which an officer or employee is unable or potentially unable to provide an
impartial and objective decision, recommendation or assessment of facts in any circumstance;
or
(d) Any other circumstance in which a person’s individual interests conflict with that person’s
duties to CMLC.
1.3.10 Full Disclosure

Officers and employees are responsible for taking such action as is appropriate to prevent real, potential
or apparent Conflicts of Interest when contracting for goods or services. Officers and employees are
required to make full disclosure in writing to the President and CEO of their personal (or corporate)
interest, connection or relationship:
(i) As parties to contracts or proposed contracts with CMLC;
(b) As officers or employees of entities or organizations that are parties to contracts or proposed
contracts with CMLC;
(c) If they hold a Material Interest, defined in Part 1.4.12, below, in any entities or organizations that
are parties to contracts or proposed contracts with CMLC; or
(d) With any party when it is likely that they could be influenced, or could be perceived to be
influenced by such personal (or corporate) interest, connection or relationship in carrying out their
duties for CMLC.
1.3.11 Conflict of Interest Situations

Conflict of Interest situations occur, for instance, if without the written consent of the President & CEO:
(a) An officer or employee, or an associate of a officer or employee has, whether directly or indirectly,
a significant financial interest in, or obligation to a contractor with CMLC (other than a contractor
with an existing relationship with CMLC at the time of the employment of such officer or
employee), or a party seeking to establish a contractor relationship with CMLC;
(b) An officer or employee conducts business on behalf of CMLC with a contractor of which an
associate of the officer or employee is a principal officer or representative;
(c) An officer or employee or an associate of an officer or employee accepts gifts of more than token
or nominal value from an actual or potential contractor of CMLC;
(d) An officer or employee, or an associate of an officer or employee, has a personal (or corporate)
interest, connection or relationship with a third-party which is likely to cause influence, or could be
perceived to influence the officer's or employee's conduct in carrying out his or her duties for
CMLC; or
(e) An officer or employee uses information obtained in the course of his or her employment with
CMLC for purposes inconsistent with the best interests of CMLC.
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These situations are not exhaustive.
In addition to an officer's or employee's duty to remedy any real or apparent conflict of interest, officers
and employees must also exercise due diligence in avoiding potential conflicts of interest in the future.
Upon appointment or employment, officers and employees must consider whether arrangements for their
private interests and financial affairs are necessary in order to prevent conflicts of interest or the
perception of conflicts of interest from arising.
1.3.12 Material Effect

If, in the opinion of the Chairperson of the Board of Directors, a conflict may exist in principle but would
not as a practical matter have any material effect on CMLC, the Chairperson of the Board of Directors
may, in writing, permit such condition to continue. Any such permission must be disclosed at the next
meeting of the Board of Directors.
1.3.13 Conflict with Corporation

An officer or employee engaging in any other business activity directly or indirectly affecting the activities
of CMLC or which is in competition with CMLC or which in any other manner may be construed as being
in conflict with CMLC’s interests, must make full disclosure of such activity to the Chairperson of the
Board of Directors who may rule on the conflict and may either require the termination of the activity or
consent to it in writing.
Any such decision must be disclosed at the next meeting of the Board of Directors.
1.3.14 Disciplinary Actions

An officer or employee who fails to disclose a conflict of interest may be subject to disciplinary action up
to and including dismissal, and further legal remedies.
1.3.15 Suspected Conflicts of Interest

All suspected conflicts of interest will be investigated and resolved.
1.3.16 No Benefit
An officer or employee shall not, without the written consent of the Chairperson of the Board of Directors
(or, in the absence of the Chairperson of the Board of Directors, the President and CEO), engage in, or
accept appointment as a director of or to any other position of authority in any organization or association
that might benefit from the policies of CMLC or be engaged, or expected to become engaged, in any
activity which is, or reasonably appears to be, in conflict with any activity of CMLC.
1.3.17 Use of Information

No officer or employee shall use information obtained as a result of his or her employment with CMLC for
personal profit or as the basis for giving advice or suggestions to others unless the information has been
made generally available to the public. This restriction will apply for one year after an officer or employee
ceases employment or directorship with CMLC.
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1.3.18 Participation in Meetings

Officers and employees will refrain from participating in any decision and will absent themselves from any
meeting involving a discussion to approve any proposed contractor where the officer or employee has a
financial interest in such contractor or where an associate of an officer or employee is a director or
employee of such contractor.
1.3.19 Fraud or Mis-Management

If any officer, employee, supplier, consultant, manager, supervisor or contractor believes that he or she
has become aware of a situation which involves or may involve fraud or mismanagement, such person is
expected to communicate that situation to the President and CEO or Chairman of the Board as
appropriate.
1.3.20 Responsibilities
Each officer and employee must adhere to the standards described in this Code and to the standards set
out in CMLC’s policies, guidelines and any applicable legislation.
1.3.21 Review of Code

To demonstrate its determination and commitment to ethical business practices, CMLC asks each officer
and employee to review the Code periodically throughout the year. Officers and employees must take the
opportunity to discuss with the Chairperson of the Board of Directors or the President and CEO, or his or
her designee for this purpose, any circumstances that may have arisen which could be an actual or
potential violation of the standards of conduct described in this Code. This Code should be reviewed
by the Board of Directors on an annual basis.
1.3.22 Reporting
Integrity, honesty and trust are essential elements of the business success of CMLC. Any officer or
employee who knows or suspects the existence of a conflict of interest, fraud or theft from CMLC shall
report it to the President and CEO for this purpose.
1.3.23 Where to Seek Clarification

An officer or employee who requires advice on a particular matter or suspects improper activities should
seek clarification from the President and CEO, or from the Chairperson of the Board of Directors.
1.3.24 Whistleblower Policy

Whistleblowing is the confidential disclosure by an individual of any concern encountered in the
workplace relating to a perceived wrongdoing.
Calgary Municipal Land Corporation is committed to open, ethical, accountable and transparent conduct
from all its employees. An important aspect of accountability and transparency is a mechanism to enable
all individuals to voice concerns internally in a responsible and effective manner when they discover what
they believe to be wrongdoing.
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The purpose of this policy is to provide protection from reprisal to those employees who in good faith
report wrongdoing. All staff are protected from victimization, harassment or disciplinary action as a result
of any disclosure, where the disclosure is made in good faith and is not made maliciously or for personal
gain.
This policy covers situations where an individual (the whistleblower) raises a concern about a risk,
improper conduct or wrongdoing that affects others such as members of the public, contractors, sub-
contractors, agency staff, suppliers, and CMLC employees. It is not designed to question financial or
business decisions taken by CMLC nor should it be used to reconsider any matters which have already
been investigated.
CMLC will fully investigate any suspected acts or allegations of wrongdoing. An appropriate, objective,
and impartial investigation will be conducted regardless of the Named Individual’s position and title.
Complaints or concerns should be submitted to any Director of the Board or to the President & CEO
recognizing however, that this depends on the seriousness and sensitivity of the issues involved and who
is suspected of wrongdoing. As an alternative, complaints or concerns under this Whistleblower Policy
may be submitted directly to the Chair of the Human Resources Committee.
1.4 CONDITIONS OF EMPLOYMENT
1.4.1 Anti-discrimination and Harassment

CMLC is committed to maintaining a workplace that provides every officer and employee with freedom
from harassment and discrimination. CMLC will not tolerate an abusive atmosphere where an officer or
employee is subjected to offensive remarks, behavior or surroundings that create intimidating, hostile, or
humiliating working conditions.
An immediate investigation will be initiated whenever evidence or complaint of such behavior becomes
known, and whatever action is necessary to correct the situation will be taken. Conduct which is found to
be harassing or discriminating will be regarded as a serious matter and may be cause for discipline
including, where appropriate, termination.
1.4.1.1 Definition
The Alberta Human Rights, Citizenship and Multiculturalism Act prohibits discrimination in employment on
a number of grounds including race, creed, religion, color, sex, marital status, disability, age, nationality,
ancestry, place of origin, sexual orientation, source of income or family status. The Occupational Health
and Safety Code 2009 requires that an employer must develop a policy and procedures respecting
workplace violence.
The workplace includes the offices and vehicles of CMLC, as well as any other place officers or
employees are required to be in their role as officers and employees of CMLC; e.g. premises of
customers and suppliers, conferences, business travel, business social gatherings, etc. Harassment
includes sexual harassment which is defined as any unwelcome behavior which is sexual in nature and,
directly or indirectly, negatively affects an employee’s work performance or working conditions,
undermines the employee’s sense of personal dignity, or places a condition of a sexual nature on
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employment or on any employment opportunity. However, similar behavior based on any of the
prohibited grounds of discrimination will also be considered harassment.
Therefore, harassment includes but is not limited to:
• Unnecessary physical contact;

• Inappropriate touching;
• Repeated offensive sexual flirtation;
• Offensive calendars, posters, drawings or cartoons;
• Unwanted advances or propositions;
• Inappropriate comments, jokes or leering;
• Racial slurs;
• Implied or expressed promises of reward or benefit for complying with sexually oriented
requests or threats of reprisal for refusal;
• Transmission of pornographic or offensive material via fax, internet, e-mail or any office
communication device;
• Sexual assault;
• Verbal abuse or threats; or
• Any other inappropriate conduct based on one of the prohibited grounds of discrimination.
1.4.1.2 Designated Persons

• It is important that officers and employees have a neutral third-party they can contact to
request informal advice or to initiate a complaint. In respect of this, the following persons
have been designated to assist employees:
• Human Resources Advisor
• CFO & VP, Corporate Services;
• President and CEO;
• Chairman of the Board of Directors.
1.4.1.3 Responsibility of Employee

All officers and employees have an obligation not to cause or participate in the harassment or
discrimination of another officer or employee. An officer or employee who believes that he or she is being
subjected to harassment or discrimination, either directly or indirectly in the course of employment, should
confront the alleged offender and clearly and firmly indicate that the behavior is objectionable and ask him
or her to stop.
If the officer or employee is uncomfortable confronting the alleged offender or if the discussion has not
resolved the problem, then the officer or employee should immediately advise a designated person of the
circumstances surrounding the complaint. Officers and employees should keep a written record of the
objectionable behavior, persons involved, dates, places, and witnesses, if any.
1.4.1.4 Responsibility of Designated Persons

It is the responsibility of every designated person to:
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a) Be a role model of appropriate behavior;

b) Ensure that the workplace is free from harassment and discrimination by addressing any
behavior that potentially could be deemed harassment or discrimination and by immediately investigating
any complaints;
c) Inform employees of company policy and procedures in dealing with harassment and
discrimination; and
d) Treat each complaint in a serious and confidential fashion.
Any officer or employee in a supervisory or management position who receives a complaint alleging
harassment or discrimination and fails to take corrective action pursuant to this policy will be subject to
disciplinary action up to and including dismissal.
1.4.1.5 Complaint Process

All harassment and discrimination complaints will be handled immediately in a serious and confidential
manner to protect the privacy of both the complainant and the reputation of any person who may be
wrongly accused. Information provided by the complainant, the alleged offender and any witnesses will
be treated in a fully confidential manner within the limits of conducting a proper investigation and any
disclosure required by the law. CMLC has adopted four steps to ensure that a thorough and consistent
complaint investigation is performed:
1. Determine what happened, based on evidence gathered. Both the complainant and the alleged
offender will be interviewed along with any individuals who may be able to provide relevant
information.
2. Determine whether harassment or discrimination occurred and the appropriate action that
should be taken. If the investigation reveals evidence to support the complaint, appropriate
remedies will be applied.
3. Communicate findings to the parties involved. Upon completion of the investigation, the
complainant and the alleged offender will receive a summary of the findings, but NOT the
content of the entire investigation report. Both will be notified in writing as to the course of
action to be taken to resolve the complaint. Others involved in the investigation will be notified
as appropriate.
4. Document all steps taken from initiation to resolution. The Designated Person who investigates
the complaint will retain a file documenting the complaint, details of the investigation, findings,
and the resolution reached.
Examples of possible remedies include but are not limited to:
• A written apology;
• Separate complainant and the offender;
• Counseling and/or training;
• Suspend employment;
• Terminate employment.
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If the investigation does not support the complaint, no disciplinary action will be taken against the
complainant, unless it is found that the accusation was made in order to discredit another person.
Retaliation against complainants or witnesses will not be tolerated and will be treated as serious
misconduct.
1.4.2 Classification of Employment

All employees of CMLC are classified into an appropriate employment status to provide uniformity and
equality in the administration of payroll and benefits and the application of company policy.
Full-time Salary: Employees hired for an indefinite period (permanent), who generally work
normal office hours and also outside normal office hours, and who are paid an
annual salary for compensation. Full-time Salary employees are eligible for full
coverage under CMLC’s Benefit Plan. These employees are generally not
eligible for overtime pay.
Part-time Salary: Employees hired for an indefinite period (permanent), who generally work
normal office hours (pro-rated for part-time hours) and also outside normal
office hours, and who are paid a pro-rated annual salary for compensation.
Part-time Salary employees are eligible for full coverage under CMLC’s Benefit
Plan.
Full-time Hourly: Employees hired for an indefinite period (permanent), who generally work
during normal offices hours only, and who are paid an hourly wage. Full-time
Hourly employees are eligible for full coverage under CMLC’s Benefit Plan.
Part-time Hourly: Employees who work at least 20 hours but less than the regular work week, on
either a regularly scheduled basis or on an irregular basis.
Temporary: Employees who are hired for a specified period of time either full-time, part-time,
or seasonal are considered Temporary employees. They are advised in
advance of the period of employment and under what conditions it may be
terminated. Employees hired as Temporary are not eligible for coverage under
CMLC’s Benefit Plan.
1.4.2.1 Discipline
CMLC expects all employees to perform their duties and responsibilities in a satisfactory manner,
consistent with established performance standards. CMLC also expects employees to conduct
themselves in a manner that adheres to established CMLC policies, rules and regulations. Failure to
observe such policies, rules and regulations can result in disciplinary action up to and including
termination of employment.
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1.4.2.2 Procedures
Managers and supervisors are responsible for establishing and communicating standards for work
performance and employee conduct in the workplace and for taking appropriate corrective measures
when problems are observed. Whenever an employee commits an offence warranting disciplinary action,
the supervisor/manager may begin disciplinary action in any of the steps listed below, depending on the
seriousness of the offense committed.
For repeated or comparable offences, disciplinary action should be progressive with each offence being
subject to more severe discipline. All disciplinary actions must be documented, noting the particulars of
the offence and actions taken by the supervisor/manager.
Verbal Warning
A verbal warning should be given for a first offence of a minor nature. All verbal warnings should be
noted in the employee’s file indicating the infraction, date and time of occurrence and the form and nature
of the warning and the supervisor/manager who gave the warning.
Written Warning
A written warning is considered the first step of the formal disciplinary process. If a verbal warning does
not correct the situation within a reasonable length of time, the supervisor/manager should then issue a
written warning specifying the corrective action required and the consequences for failing to correct the
problem. For more serious offences, a written warning can be the first step of the disciplinary procedure.
Normally, not more than two (2) written warnings should be given for the same offence.
Dismissal
Progressive disciplinary action can eventually result in dismissal if the employee persists in committing
offending behavior in spite of warnings. Employees can also be immediately terminated, without warning
or notice, for just cause including gross misconduct such as theft, insubordination, safety violations, etc.
1.4.3 Dress and Personal Appearance

CMLC maintains a business casual working environment. All employees should use discretion in wearing
attire that is appropriate for work and client interaction.
Worksite Attire
Some employees may need to visit or supervise active construction sites or worksites during the day, and
clothing such as jeans that are clean and in good condition suitable for the conditions of the site are
acceptable for construction site activities. CMLC will supply all safety equipment and CSA approved
footwear to members of the Development Team, who require them on a regular basis. CSA approved
footwear will not be reimbursed for employees of any other teams.
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1.4.4 Hours of Work

The employee’s normal work hours are set out at the time of hire or when the employee changes jobs
within CMLC. Full-time employees generally work 37.5 hours per week, and the standard workday is
normally 7.5 hours exclusive of the lunch break. However, the hours of work can vary by area and by
individual positions.
Employees are expected to limit their breaks to appropriate times to ensure CMLC’s operations run
smoothly and efficiently at all times.
1.4.5 Probation Period

New employees hired by CMLC are not classified as regular full-time (or regular part-time) employees
until the successful completion of the probation period. Typically, the probation period is three months
from the time of hire; however, this can be extended an additional three months, at the
manager’s/supervisor's discretion, if there is question about the suitability of the employee for the job.
During this probation period you will not be eligible for:
• Salary increases;
• Paid leaves of absence for any reason, including illness; and
• Participation in the benefits program.
Subject to the provisions of the Employment Standards Code an employee may be terminated without
notice or pay in lieu of notice during the probationary period. After successful completion of the
probation period, the employee’s official start date is retroactive to the date of hire. In the event that the
legislation requires pay in lieu of notice, then only the minimum amount required by the legislation shall
be paid.
1.4.6 Housekeeping
Coffee, tea and water are provided by CMLC as a benefit and enhancement of your work environment. In
return, we ask that you respect this benefit and assist in keeping the kitchen area neat and clean at all
times. Everyone is responsible for their own dishes and is expected to take part in the overall
maintenance required on a daily basis.
1.4.7 Safety
As part of our stated aim ensuring an optimal work environment for our employees, CMLC is dedicated to
providing a safe work environment for our staff. Everyone is responsible for preventing accidents and
removing conditions which might cause injury, interrupt workflow, or damage or destroy equipment or
property. The workplace safety program established at CMLC is a priority to the company and it must be
for our staff as well. Report any potentially unsafe conditions to your supervisor/manager or the
Development Manager immediately. Familiarize yourself with the locations of first aid facilities should an
accident occur.
Only qualified personnel may treat an injured staff member in the event of an accident. Accidents must
be reported to your supervisor/manager as soon as possible in order to ensure unsafe conditions are
rectified.
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NOTE: Refer to CMLC Health, Safety & Environmental Policy for further information. Policy
located on the server in electronic form.
1.4.8 Smoking / Vaping

CMLC complies with all applicable legislated health and safety requirements pertaining to smoking/vaping
in the workplace. Smoking is prohibited in all corporate premises. At the Hillier Building, designated
smoking areas are a minimum of 5 metres from any entrance or exit doors. Chewing tobacco is
prohibited.
1.4.9 Substance Abuse

CMLC is committed to having a workplace that is free from unauthorized, prohibited, or illegal substances
including hallucinogenic drugs and other illegal drugs or restricted chemicals. Employees are expected to
be fit for duty, able to perform their assignments and responsibilities safely and efficiently. CMLC
encourages employees who have a substance abuse problem to seek assistance through appropriate
professionals. Employees are prohibited from engaging in any activity that would contradict the goals of
this policy.
• The consumption, use, possession, purchase or sale of illicit substances and/or substance-
related paraphernalia while performing Company work or on Company premises, is strictly
prohibited;
• Employees are strictly prohibited from consuming or using illicit substances or alcohol during
working hours, or reporting to work with adverse after-effects of such consumption or use.
On limited occasions, alcohol may be responsibly consumed on Company premises but only
with prior approval of senior management. (i.e. Staff functions);
• Employees must notify their supervisor/manager when using a prescription or over-the-

counter product (whether physician approved or not) which, in the employee’s opinion, may
be likely to affect their work performance. It is necessary to ensure that such use does not
jeopardize safe job performance
• The use of alcoholic beverages at CMLC approved functions, wherever they take place, does
not relieve employees from responsibility for maintaining sobriety and control over their
actions and behavior so as not to represent a hazard or danger to themselves, other
employees, the general public, or CMLC’s reputation.
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Violations of this policy may be cause for or may result in disciplinary action up to and including dismissal
for cause.
• CMLC employees benefit from an “Employee Assistance Program” designed to provide

confidential assistance during times of stress and trauma or for general wellness enquiries.
This service is available 24/7. CMLC subscribes to the “Lifeworks” employee assistance
program.
Contact info: login.lifeworks.com

User id: calgarymlc
Password: eap
Confidential 24/7 Toll Free Line: 1-844-671-3327
1.5 HOLIDAYS AND LEAVES
1.5.1 Statutory Holidays

CMLC observes the following statutory holidays:
• New Year’s Day

• Family Day
• Good Friday
• Easter Monday
• Victoria Day
• Canada Day
• Heritage Day
• Labour Day
• Thanksgiving Day
• Truth and Reconciliation Day
• Remembrance Day
• Christmas Day
• Boxing Day
*If the stat holiday falls on a Saturday the preceding Friday will be designated as a paid holiday; if the stat
holiday falls on a Sunday the following Monday will be designated as the paid holiday.
All employees who have been employed at CMLC for 30 calendar days are eligible for statutory holidays
with pay. Statutory holidays will be paid in accordance with the Alberta Employment Standards.
1.5.2 Vacations
Vacation eligibility will be determined from the employee’s anniversary date of hire in accordance with the
Employment Offer. Vacation time should be scheduled to allow for minimal disruption to the daily
operation of CMLC and based on the following policy.
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Vacation entitlement within CMLC is as follows:
Permanent Full-time Employees
Length of service Vacation entitlement
1 – 4 years 15 working days

5 – 14 years 20 working days
15 years + 25 working days
Temporary Part-time Employees
4% of wages calculated and accumulated with each pay period. Vacation pay will be paid out to the
employee when vacation has been taken by the employee and specifically requested. Any remaining
balance will be paid out to employees on the first payroll payment of each calendar year.
General
• The “Vacation Year” begins January 1 and ends December 31.

• One half of allotted vacation days can be carried forward to the next year. All other unused
vacation days will expire unless written permission has been obtained from the CFO & VP,
Corporate Services;
• In extenuating circumstances and subject to approval by your immediate supervisor/manager,
and the CFO & VP, Corporate Services, additional days can be carried forward to the next year,
or with additional approval by the President and CEO, paid out in the year earned;
• Employees are encouraged to take vacation days in no more than two (2) week segments;
• All vacation requests must be submitted electronically to your supervisor/manager for approval in
advance of the time requested;
• Statutory holidays that fall during scheduled vacation are not counted as a vacation day;
• Senior Management, including the President and CEO, who receive more than three weeks
annual vacation can take no more than three weeks consecutively.
1.5.3 Personal Days

Permanent full-time employees are eligible for 6 paid personal days per calendar year. New employees
will accrue ½ personal day per month worked in the calendar year.
Personal days may be used in whole or half days (to a maximum of two consecutive days) at the
employee’s discretion. Employees are permitted to carry forward three personal days to the following
calendar year. Any additional personal days not used by the end of the year will be forfeited without
compensation.
All personal day requests must be electronically submitted to your supervisor/manager for approval in
advance of the time requested.
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1.5.4 Sickness and Leave

Periodic absences due to illness of 3 consecutive work days or more require a medical note.
Absences due to illness in excess of 5 consecutive work days would be covered under the Short-Term
Disability Benefits outlined in Section 1.8.
All sick days must be submitted electronically to your supervisor/manager for approval upon return to
work.
1.5.5 Maternity, Parental and Adoption Leave

Eligible employees are entitled to up to 78 weeks of unpaid job-protected maternity leave. This is made
up of 16 weeks of maternity leave and 62 weeks of parental leave. Leave for birth mothers will be granted
for a duration of up to 78 weeks, commencing at any time within 13 weeks of the estimated date of
delivery.
Leave may start no earlier than 13 weeks before the expected birth date and end no earlier than six
weeks after the birth date, unless the employee provides a medical certificate indicating that resumption
of work will not endanger the birth mother’s health. A six-week extension may be granted if the employee
is unable to return to work for reasons relating to the birth.
CMLC can require an employee to commence maternity leave within the 13 weeks prior to delivery if the
pregnancy is interfering with the ability to perform employment duties and CMLC is unable to modify
those duties or re-assign the employee to another job with the same wages and benefits. An employee
who does not return to work at the end of scheduled maternity/parental leave is presumed to have
resigned.
Eligibility Requirements
a) Employees who are currently employed and have been employed by CMLC for 90 days are eligible for
maternity, parental and adoption leaves;
b) A written Request for maternity, parental and adoption leave (letter or memo) must be submitted by the
employee to their direct Supervisor at least six (6) weeks before the expected commencement of the
leave, unless there is a valid reason that such notice cannot be given. In the case of an employee already
on maternity leave and wishing to take parental leave, such notice must be given at least four (4) weeks
before the scheduled return to work date;
c) An employee’s notice of maternity leave must include a certificate from a duly qualified medical
practitioner specifying the expected date of delivery. Requests for parental leave must be accompanied
by either a doctor’s certificate, or the child’s birth certificate.
Maternity Leave Support
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Eligible employees will receive a top-up benefit equal to 100% of their salary (less Employment Insurance
benefits received) for eight (8) weeks post-delivery.
Parental Leave
Eligible employees will be granted parental leave for a period of not more than 62 consecutive weeks. An
employee who takes maternity leave and wishes to also take parental leave must take both leaves
consecutively. Parental leave can begin at any time after the birth of the child or adoption of the child but
it must be completed within 78 weeks of the date a baby is born, or an adopted child is placed with the
parent.
Notice to End Leave
Employees must give at least four (4) weeks' written notice to their Supervisor that they intend to return to
work or to change their return date. Employees returning from maternity or parental leave will be
reinstated in the same or at a comparable position with earnings and other benefits at least equal to those
received when the leave began.
Where an employee fails to provide this notice, or fails to report to work the day after their leave ends,
CMLC is under no obligation to reinstate the employee unless the failure is the result of unforeseen or
unpreventable circumstances.
Benefit Provisions
As a CMLC benefit, employees on maternity, parental and/or adoption leaves can continue to participate
in CMLC’s benefit plan at no expense to them. Benefits will be offered in the same manner and at the
same level as before the leave. Seniority will continue to accrue during maternity, parental and adoption
leaves, however, vacation and personal days will not accrue.
RRSP contributions will be stopped on the last day worked prior to the issuance of the record of
employment. Participation in the Health and Wellness plan will also stop during the period of the
maternity/parental leave.
CMLC Assets
Laptop: Employees will be required to hand in CMLC issued laptops to the CFO & VP, Corporate
Services upon commencement of their maternity/parental leave.
Cellphones: Employees will be allowed to use cellphones during their leave with the understanding that
CMLC will only be covering their basic plan. It should be noted that any overage charges that occur
during this period will be borne by the employee. These charges will continue to accumulate on the
employees’ expense account and will have to be paid back upon the return of the employee.
Swipe cards & Office keys: Employees will be required to hand in office swipe cards and office keys to
the CFO & VP, Corporate Services upon commencement of their maternity/parental leave.
Communications Protocols
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Access Privileges: Employees will not have access to CMLC servers, websites or social media channels
during their maternity/parental leave and must assign any related duties or responsibilities to their
Supervisor (or designate). All access passwords must be shared.
Email Accounts: Employee email accounts must be programmed to have an outgoing message which
re-directs inquiries to their Supervisor (or designate). Email accounts will be disabled from the CMLC
issued cellphones.
1.5.6 Leave of Absence

A leave of absence without pay may be granted to an employee for any valid reason, at the discretion of
the President and CEO. Failure to return to work from the leave on the date specified, without prior
notification and approval, will be deemed a resignation of employment.
Eligibility
All permanent, full-time employees who have completed 90 days are eligible to apply for leave of
absence.
A Request for Leave of Absence must be submitted by the employee in writing to his or her immediate
supervisor/manager at least two (2) weeks prior to the intended leave, except where there are
extenuating circumstances that make such notice impossible.
Benefits Coverage
During an approved leave of absence without pay, all insurance related benefits will continue, provided
the employee pays both his or her share and CMLC's share of the benefit premiums prior to
commencement of leave.
There will be no accrual of seniority, vacation and personal day credits during a leave of absence without
pay.
1.5.7 Bereavement Leave

On the death of a member of the immediate family of either the employee or the employee’s spouse,
employees are entitled to bereavement leave for a period of up to 5 days (per occurrence). For
employees who have completed 90 days of continuous employment, the bereavement leave is with pay
at the employee’s regular wage rate for his or her normal work hours. Employees who have not
completed 90 days of employment are still entitled to bereavement leave, but without pay. “Immediate
family” is defined as spouse, child, parent, sister, brother, grandparents, “guardian”, and any relative
permanently residing in the employee’s household.
Should additional time be required in special circumstances, for example, for travel purposes, the
circumstance should be communicated to the supervisor/manager, and additional leave may be granted
as either vacation days taken or without pay, with the concurrence of the CFO & VP, Corporate Services.
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Employees should inform their supervisor/manager immediately when bereavement leave is to be taken.
The supervisor/manager must notify the CFO & VP, Corporate Services. All bereavement leave must be
submitted electronically to your supervisor/manager for approval in advance or upon return to work.
1.5.8 Compassionate Care Leave

Employees are eligible for compassionate care leave if they have been employed at least 90 days with
the same employer. Eligible employees who provide a medical certificate can take time off work for
compassionate care leave without risk of losing their job. Employers must grant compassionate care
leave to eligible employees and give them their same, or equivalent, job back after they return to work.
Employees on compassionate care leave are considered to be continuously employed, for the purposes
of calculating years of service.
Eligibility Requirements
a) Employee has been employed at least 90 days with the same employer;
b) Employee gives care or provides support to a gravely ill family member; the ill family member may live
in Alberta or elsewhere;
c) Employee’s family member is at significant risk of dying within 26 weeks, as established by a medical
certificate.
Employees with less than 90 days of employment may still be granted leave. However, CMLC is not
required under employment standards legislation to grant them leave.
If more than one employee who is employed by CMLC is entitled to compassionate care leave with
respect to the same family member, CMLC is not required to grant the leave to more than one employee
at a time.
Who’s considered a family member?
All of the following are considered family members.
Employee’s family members:
a) Spouse, adult interdependent partner or common-law partner

b) Children (and their partner/spouse)
c) Current or former foster children (and their partner/spouse)
d) Current or former wards
e) Parents, step-parents and/or current or former guardians (and their partner/spouse)
f) Current or former foster parents
g) Siblings, half-siblings, step-siblings (and their partner/spouse)
h) Grandchildren, step-grandchildren (and their partner/spouse)
i) Grandparents, step-grandparents
j) Aunts, uncles, step-aunts, step-uncles (and their partner/spouse)
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k) Nieces, nephews (and their partner/spouse)

l) A person the employee isn’t related to but considers to be like a close relative
Family members of employee’s spouse, common-law or adult interdependent partner:
a) Children (and their partner/spouse)

b) Current or former wards
c) Parents, step-parents, foster parents
d) Sibling, half-sibling, step-sibling
e) Grandparents
f) Grandchildren
g) Aunts, uncles
h) Nieces, nephews
Length of leave
An eligible employee can take up to 27 weeks of compassionate care leave. The number of weeks of
leave exceeds the Employment Insurance benefit length by one week in recognition of the waiting period.
Employees should be aware of this before taking their leave.
The leave can be split into multiple instalments, but each period must be at least one week in length.
Compassionate care leave ends when the earliest of the following occurs:
a) the last day of the work week in which the family member dies
b) the 27 weeks of compassionate care leave ends, or
c) the last day of the work week in which the employee ceases to provide care or support to the seriously
ill family member
After the leave is completed, and if the family member is still gravely ill and care is required, the employee
may request the leave again. However, a new medical certificate must be provided.
Giving notice
a) Medical certificate
Employees caring for an ill family member must give their employer a medical certificate. A medical
certificate may be issued by a nurse practitioner or physician. The certificate must include:
• a statement that the family member has a serious medical condition and a significant risk of dying
within 26 weeks
• a statement that the family member needs the care or support of one or more family members
If the employee cannot provide the certificate prior to starting the leave, they must provide it as soon as is
reasonable.
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The 26 weeks is calculated by the earlier of:
• the day the certificate was issued by the physician, or

• the day the leave began, if it began before the certificate was issued
b) Starting leave
Employees must give their employer written notice at least 2 weeks before the start date of their leave.
Notice must include the estimated date of the employee’s return to work.
However, less than 2 weeks’ notice may be given in circumstances where 2 weeks’ notice is impossible.
In this case, notice must be provided to the employer as soon as is reasonable.
c) Ending leave
Employees must give their employers at least one week’s written notice to return to work unless the
employee and employer agree otherwise.
An employee who chooses not to return to work after the leave ends must give the employer at least 2
weeks’ written notice.
Vacations and vacation pay
Annual vacation earned prior to leave must be taken within 12 months after it was earned. If this time falls
while the employee is on leave, the employee must:
• take the remaining vacation time at the end of the compassionate care leave, or
• get approval from the employer to take the vacation time at a later date
Termination of employment
Employees cannot be terminated or laid off while on compassionate care leave unless:
• the employer suspends or discontinues the business; in this case, the employer must reinstate
the employee if the business starts up again within 52 weeks after their leave ends, or
• the reason for the termination is unrelated to the employee requesting or taking the leave
Employers cannot discriminate against, lay off or terminate an employee, or require them to resign,
because of compassionate care leave.
Employment Insurance (EI) benefits
Employees eligible for compassionate care leave may also be eligible for Employment Insurance benefits
for compassionate care.
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1.5.9 Course Examination Leave

CMLC will provide paid leave to employees attending examination for job-related courses. Prior approval
must be obtained from the CFO & VP, Corporate Services / President & CEO.
1.5.10
1.5.11 Voting Leave

Federal
In a federal election, employees who qualify as voters, are entitled to three consecutive hours, while the
polls are open, in which to vote.
Provincial or Municipal
In a provincial or municipal election, employees who qualify as voters, are entitled to three consecutive
hours in which to vote.
Procedures
If the employee's hours of employment do not allow for three hours outside of work to vote, the leave will
be at a time that is convenient for CMLC. Prior approval must be obtained from the employee’s
supervisor/manager. When not required by statute, management may, if requested, give time off with or
without pay depending on individual circumstances.
1.5.12 Jury Duty and Court Appearances

An employee who receives a summons or subpoena to serve jury duty or to appear as a witness in a
court proceeding, other than a court proceeding occasioned by the employee’s private affairs, will be
granted a leave of absence with pay for the required period of absence. All jury or witness fees received
by the employee must be remitted to CMLC. Should you receive a summons to appear in court or
documentation to report for jury duty, provide a copy to your supervisor as soon as possible so
arrangements can be made. Request a confirmation of your court appearance from the Clerk of the Court
and give this document to your supervisor when you return to work.
Your supervisor will forward it to the CFO & VP, Corporate Services in case any adjustments to your pay
are required.
1.6 PERFORMANCE AND SALARY
1.6.1 Compensation Policy

Calgary Municipal Land Corporation (CMLC) will conduct a compensation review annually based
upon performance, market competitiveness and economic conditions.
The Compensation Policy seeks to achieve the following goals:
1. Reward employees for meritorious performance throughout the past fiscal year;
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2. Provide a competitive compensation program within the industry;

3. Contribute to employee satisfaction.
The Compensation Policy will be administered by:
1. President & CEO

2. CFO & VP, Corporate Services
Performance
All employees will be evaluated on their individual contributions and CMLC’s achievement of its key
strategy objectives as set out in the annual budget as approved by the Board. This evaluation and any
adjustments will be documented by a written report which will be placed in the employee’s personnel file.
The evaluation will be conducted as early as possible in the New Year and any adjustments shall be
effective January 1 of the New Year. An employee must have worked in the same position for a minimum
period of six (6) months before he/she is eligible for a performance increase. If an employee has worked in
the same position for a period ranging from 6-12 months, the approved performance increase will be
prorated for the period worked.
Parameters
CMLC’s management will develop a base salary budget for the coming year at the beginning of each fiscal
year. During the annual budget development process, an amount will be set aside for salary review
increases to guide the administration of performance-based salary adjustments.
After the development of the budget, management will submit it to the HR and Compensation
Committee for review and approval of the budget. The review process will include looking at
corporate performance and market indicators.
Staff performance evaluations will be conducted by the appropriate team supervisor/manager. The
supervisor/manager then recommends an increase to the President & CEO. The President & CEO will
review and provide final approval of the increase.
Market or equity
Market rate is the rate of pay with which CMLC competes in fields or disciplines in local and
provincial markets. CMLC will conduct a market survey on a yearly basis to ensure that the
salaries are equitable. When necessary and appropriate, salary adjustments not related to
performance, but intended to correct market or equity disparities may be proposed for individual
employees or groups of employees.
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Retention
If a supervisor/manager believes that the current salary of a staff member needs to be reviewed due
to pay compression, market factors, or increase of duties, the supervisor/manager may submit a
request to review the salary to the CFO & VP, Corporate Services. The request should include a
memo outlining the reasons for review for the staff member. Individual salary changes will be
recommended on the basis of performance, internal and external market factors, and position in
the salary range. A staff member must have at least six (6) months of continuous employment at
CMLC in his/her current position to be eligible for a salary adjustment review. A staff member, who
currently is on a performance improvement plan, is not eligible for a salary adjustment. All review
adjustments require the approval of the President & CEO.
1.6.2 Salary Administration
New Employee Procedures
To ensure new employees are paid with the first pay period following their commencement date, the
following process must be followed.
Full-time permanent and temporary employees must execute an Offer of Employment prior to their start
date. The Offer of Employment must include the following; position, reporting to, brief description of
duties, location, effective date and term if applicable, remuneration, benefits if applicable, vacation
entitlement, and probation period. The Offer of Employment must be coordinated through the Human
Resources Advisor with prior authorization from the CFO & VP, Corporate Services
Upon receipt of an acknowledged Offer of Employment, an employment package is to be prepared and

provided to the employee for completion on their first day with the company. The forms requiring
completion include the following; Employment Agreement, Salary – Direct Deposit Request, TD1 Federal,
TD1 Provincial. All forms complete with authorization/approval must be forwarded to the Human
Resources Advisor no later than three (3) days after employee's start date.
1.6.3 Payroll and deductions

All employees are paid semi-monthly on the 15th and on the last day of the month. If you are reimbursed
on an hourly basis, then you are required to submit time sheets as part of your job, and these are due on
the scheduled dates provided by your supervisor at the start of the year.
Changes to personal information, including change of address, name, benefit coverage, or banking
information required are made on the change of employee information form and submitted to the Human
Resources Advisor a minimum of 5 working days prior to the payroll cut-off date.
All payroll must be automatically credited to your bank account on payday via electronic funds transfer.
Any exception to this must be submitted to the CFO & VP, Corporate Services for approval, stating the
reason for the exception.
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All mandatory deductions from your gross wages will be made in accordance with Alberta legislation.
These deductions include CPP, EI and income tax. Other deductions include the employee portion of the
Group Benefit Plan, including premiums for life insurance and long term disability. Should you wish to
have extra income tax deducted, please complete the appropriate form and submit to Human Resources.
T4s are prepared annually based on the preceding year’s wages, and distributed by February 28.
Employees are responsible to ensure a change of address is submitted to the CFO & VP, Corporate
Services to avoid delays in receiving your T4s for income tax filing.
Notice of Change
A written Notice of Change must be forwarded by the supervisor/manager for all recommended changes
in employment (i.e. salary changes, promotions, transfers between departments, or any changes in
position title).
The Notice of Change should be approved by the President and CEO, and then forwarded to the CFO &
VP, Corporate Services.
1.6.3.1 Overtime
CMLC will pay or provide paid time off to eligible employees at the rate of time and one-half (1½ times
pay rate) for time worked in excess of eight (8) hours in any day, or 44 hours in any week whichever is
greater, when such overtime has been authorized in advance by CMLC.
1.6.3.2 Eligibility for Overtime
Full-time Hourly Employees
Full-time hourly employees with hours in excess of the normal working hours are eligible for overtime pay
at 1½ times regular hourly rate.
Part-time Employees Working Full-time Regular Hours
Part-time employees, working regular hours, are paid for the hours actually worked at the regular hourly
rate, (excluding any lunch breaks which are unpaid). Hours worked in excess of regular full-time hours
will be eligible for overtime pay under the same conditions as those for the Full-time employees.
Part-time Employees not Working Full-time Regular Hours
Part-time employees, not working full-time regular hours, are paid for the hours actually worked at the
regular hourly rate (excluding any lunch breaks which are unpaid). Approved hours worked in excess of
eight (8) hours a day or 44 hours a week, whichever is greater, are paid at the rate of 1½ times regular
hourly rate.
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Management and Salary Employees
Full-time Salary Employees are generally not eligible for overtime pay. However, under special
circumstances and at the discretion of the employee’s supervisor/manager and with the concurrence of
the CFO & VP, Corporate Services, time off in lieu of overtime may be granted.
Authorization of Pay for Overtime
Any overtime required must receive the prior authorization of the supervisor/manager and the CFO & VP,
Corporate Services. Where appropriate and agreed by the employee, granting of time off in lieu of
overtime pay – at straight time, could be considered. All overtime pay (for both Part-time and Full-time
employees) must be approved by the employee’s supervisor/manager. A copy of the approval must be
forwarded to the CFO & VP, Corporate Services. Time in excess of scheduled hours which has not been
pre-authorized may not be recognized as overtime.
1.6.4 Internal Job Postings

CMLC is a growing, dynamic company and as such there may be opportunities for advancement and
growth. Our policy is to fill vacancies from within if there are qualified candidates available.
Job vacancies will be posted via inter-office email prior to, or concurrent with any external advertising. A
job may not be posted where there is a natural line of progression within a work unit or where one or
more employees are in training for a position. Qualified employees who are interested in a particular job
opportunity should notify the Human Resources Advisor in writing within one week of posting, with a copy
to their supervisor/manager, in order that a preliminary interview may be arranged.
Employees will be notified within a reasonable time period by the Human Resources Advisor of the
decision resulting from their interview with the hiring supervisor/manager.
1.6.5 Resignation
Resignation is defined as voluntary termination of employment initiated by the employee. In such case,
you must write a letter of resignation, stating fully your reasons for leaving and the last date of your
employment, and forward this to your supervisor/manager, who will then forward the letter of resignation
to the CFO & VP, Corporate Services. This letter should be submitted a minimum of two (2) weeks
before your last day of employment. Before leaving, you will be required to do several things:
• Return all keys and company property;

• Remind your supervisor/manager of your leaving two (2) days before your final day of work
so that your last cheque and Record of Employment can be issued on your last day. You will
receive pay for any accrued but unused vacation time;
• This Employee Handbook is the property of CMLC and must be returned to the CFO & VP,
Corporate Services prior to leaving; and
• If your address changes after leaving, notify the CFO & VP, Corporate Services of a
forwarding address so that you may receive any follow-up correspondence as well as
government T4 slips at year end.
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1.7 EMPLOYEE BENEFITS
1.7.1 Overview
CMLC provides insurance protection through a comprehensive Group Insurance Plan, to all Full-time and
Part-time Salary employees and Full-time Hourly employees and their dependents, upon enrolment on
the 91st day of employment, in order to minimize financial hardship caused by sickness, accident or
death. Premiums for coverage stipulated below other than LTD are borne by CMLC. Premiums for Life
Insurance are treated as a taxable benefit to employees. The following employee benefits will be offered
to all eligible employees:
(a) Life and Accidental Death & Dismemberment;

(b) Dependent Life Insurance;
(c) Long term disability;
(d) Short term disability;
(e) Extended health care;
(f) Dental;
(g) Vision care;
(h) Emergency travel insurance.
Note 1: For pregnancy related disabilities starting prior to approved maternity leave, benefits are
payable prior to and after such leave, but not during the maternity leave.
Note 2: For disabilities starting during the approved maternity leave, no benefits are payable until the
end of the maternity leave.
1.7.2 Exclusions and limitations
**Please refer to the Group Insurance benefit booklet provided on the Intranet site upon
commencement of employment for further details and explanations on the above coverage. In the
case of any variances or discrepancies, the Group Insurance benefit booklet and other documents
as provided by the group insurance provider shall prevail, and CMLC is not obligated to and will
not supplement any benefit outside of that documented and provided by our group insurance
provider.**
1.7.3 Registered Retirement Savings Plan (“RRSP”) Matching

To assist employees in saving for retirement, an RRSP matching program will be made available to all
full-time and part-time salaried employees. CMLC employees must contribute 2.5% to receive a 5%
CMLC contribution of an employee’s annual salary. Further, if the employee contributes 5%, CMLC will
contribute a maximum of 10% of an employee's annual salary. CMLC will deduct the employee’s
contribution calculated from their gross earnings, together with the company’s matching portion, from
each paycheck. The employee is responsible for the administration of their own RRSP.
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1.7.4 Education Assistance

CMLC encourages the personal development of its employees through enrollment in job-related courses.
Subject to approval for reimbursement by the CFO & VP, Corporate Services.
prior to enrollment by written request, reimbursement of up to 100% of tuition and other necessary fees
will be made at the time of successfully passing and/or completing the course by submitting an expense
claim to the CFO & VP, Corporate Services. Such reimbursement is considered a taxable benefit unless
the course is undertaken on the employer’s initiative and for the benefit of the employer rather than the
employee, which will usually be the case. Income tax, CPP and EI will be deducted at source for any
taxable benefit; however, employees may recover the income taxes by way of educational deduction
upon submission of their personal income tax forms, based on the official tax receipts provided from the
educational institution.
Employees may request reimbursement of course fees before the course has been completed subject to
the approval of the CFO & VP, Corporate Services. Employees must sign a promissory note which will be
provided by the Human Resources Advisor The employee must submit their final grades to the Human
Resources Advisor.
In the event that a course is not passed or not completed by the employee, no reimbursement will be
made by CMLC. If an employee chooses to retake the course, CMLC will not reimburse the employee if a
promissory note has already been signed beforehand.
On completion of the course, the employee must submit the course results to the CFO & VP, Corporate
Services and the Human Resources Advisor
1.7.5 Memberships in Professional Organizations

CMLC will reimburse employees for membership costs of appropriate professional organizations for the
purpose of developing CMLC’s business. Eligibility for reimbursement of fees will be determined by the
President & CEO based upon the anticipated benefit to CMLC. Wherever possible, memberships should
be held under CMLC's name rather than the individual.
At the discretion of the CFO & VP, Corporate Services, CMLC will reimburse employees for job related
professional organization fees and meeting costs (i.e. CA Dues, Professional Engineering or Technology
Dues, Commissioner for Oaths, etc.).
1.7.6 Health & Wellness

Employees will receive an annual allocation of $2,500 to help support their overall health and wellness.
The list below is intended to guide but is not exhaustive in how you can utilize the benefit within reason
and understanding the purpose of the benefit. If you are unsure whether a purchase or activity is
permissible please confirm with the Human Resources Advisor prior to purchase for guidance, information
regarding the Health & Wellness program can be found on the intranet site:
• Fitness Centres
• Instructed classes (e.g yoga, tennis)
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• Home exercise fitness equipment

• Wellness related programs (e.g nutrition counseling & smoking cessation)
• Medical expense shortfalls that are not fully covered under the Sun Life extended health plan.
• Other additional undefined claims will be paid at the discretion of the President & CEO.
Proof of payment of the membership fees must be provided to the CFO & VP, Corporate Services, prior to
reimbursement being made.
1.8 CONTACT WITH MEDIA
1.8.1 Discussion with Media

No employee, other than one specifically authorized to do so, should discuss any matter or activity of
CMLC with the media without first consulting the President and CEO or, in the absence of the President
and CEO, the Chairman of the Board of Directors.
Presentations to other groups at seminars, conferences, and similar occasions are permitted.
Information on individual contracts, contract policies or procedures will not be given to the media or any
other third-party inquirer without the authority of the President and CEO or the Chairman of the Board of
Directors.
1.8.2 Contractual Information

An employee shall not divulge information regarding a contract unless:
(a) it is available to the general public in accordance with CMLC’s public relations policies and
freedom of information legislation; or
(b) prior authorization for its release has been given by senior management.
Price and other details will not be revealed in a way that enables the information to be seen as applying to
an offer from a particular company or organization.
1.8.3 Competitive Information

An employee shall not divulge any information which could impair the negotiating position of CMLC or
which could benefit the competitive position of one contractor at the expense of another.
Page 50 of 50

CMLC Employee Handbook - January 2023

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CMLC Employee Handbook - January 2023

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CMLC EMPLOYEE HANDBOOK January 2023

ACKNOWLEDGEMENT BY EMPLOYEE .......................................................................................... 2

Table of Contents ....................................................................................................................................... 3

1.1 INTRODUCTION TO OUR COMPANY .................................................................................. 8

1.1.1 Mission Statement .............................................................................................................. 8

1.1.2 Mandate ............................................................................................................................... 8

1.1.3 Values .................................................................................................................................. 9

1.2 STAFF AND OFFICES ............................................................................................................ 10

1.2.1 Office Location .................................................................................................................. 10

1.2.2 Full-time Staff Directory ................................................................................................... 11

PRIVACY POLICY ............................................................................................................................... 13

1.2.3 Personal Information ........................................................................................................ 14

1.2.4 Privacy Principles ............................................................................................................. 15

1.2.6 Changes to the Personnel Privacy Policy..................................................................... 17

1.2.7 Further Information........................................................................................................... 18

1.3 CODE OF CONDUCT ............................................................................................................. 19

1.3.1 Definitions .......................................................................................................................... 20

1.3.2 Ethical Decision Making .................................................................................................. 21

1.3.3 Honesty and Integrity ....................................................................................................... 22

1.3.4 Compliance with the Law ................................................................................................ 22

1.3.5 Confidential Information .................................................................................................. 22

1.3.6 Entertainment, Gifts and Favors .................................................................................... 23

1.3.7 Non-profit and professional associations...................................................................... 24

1.3.8 Use of CMLC’s Assets..................................................................................................... 24

1.3.9 Conflict of Interest Procedure ......................................................................................... 24

1.3.10 Full Disclosure .................................................................................................................. 25

1.3.11 Conflict of Interest Situations .......................................................................................... 25

1.3.12 Material Effect ................................................................................................................... 26

1.3.13 Conflict with Corporation ................................................................................................. 26

1.3.14 Disciplinary Actions .......................................................................................................... 26

1.3.15 Suspected Conflicts of Interest ...................................................................................... 26

1.3.16 No Benefit .......................................................................................................................... 26

1.3.17 Use of Information ............................................................................................................ 26

1.3.18 Participation in Meetings ................................................................................................. 27

1.3.19 Fraud or Mis-Management.............................................................................................. 27

1.3.20 Responsibilities ................................................................................................................. 27

1.3.21 Review of Code ................................................................................................................ 27

1.3.22 Reporting ........................................................................................................................... 27

1.3.23 Where to Seek Clarification ............................................................................................ 27

1.3.24 Whistleblower Policy ........................................................................................................ 27

1.4 CONDITIONS OF EMPLOYMENT ........................................................................................ 28

1.4.1 Anti-discrimination and Harassment.............................................................................. 28

1.4.2 Classification of Employment ......................................................................................... 31

1.4.3 Dress and Personal Appearance ................................................................................... 32

1.4.4 Hours of Work ................................................................................................................... 33

1.4.5 Probation Period ............................................................................................................... 33

1.4.6 Housekeeping ................................................................................................................... 33

1.4.7 Safety ................................................................................................................................. 33

1.4.8 Smoking ............................................................................................................................. 34

1.4.9 Substance Abuse ............................................................................................................. 34

1.5 HOLIDAYS AND LEAVES ...................................................................................................... 35

1.5.1 Statutory Holidays ............................................................................................................ 35

1.5.2 Vacations ........................................................................................................................... 35

1.5.3 Personal Days................................................................................................................... 36

1.5.4 Sickness and Leave ......................................................................................................... 37

1.5.5 Maternity, Parental and Adoption Leave....................................................................... 37

1.5.6 Leave of Absence............................................................................................................. 39

1.5.7 Bereavement Leave ......................................................................................................... 39

1.5.8 Compassionate Care Leave ........................................................................................... 40

Who’s considered a family member? ................................................................................................ 40

Length of leave ..................................................................................................................................... 41

Giving notice ......................................................................................................................................... 41

a) Medical certificate ............................................................................................................................ 41

b) Starting leave ................................................................................................................................... 42