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Policies

Student Administrative Council Policies

 1. Enabling Procedures
3. Hours of Operation of the Steele Centre       
4. Steele Centre Licensed Areas
5. Pubs and Student Social Functions   
6. Steele Centre Booking Contract
7. Admissions Policy
8. Student Conduct
9. Posting Policy
10. Quiet Lounge Usage Guidelines and Conduct
11. Boardroom Use Guidelines
13. Steele Centre Management Board
15. Ticket Sales
16. Contingency Procedures
22. Steele Centre Staff – Terms of Employment
23. Steele Centre Employee Job Descriptions
24. Pay Scales
25. Hiring and Termination of Hourly Paid Steele Centre Employees
26. Managerial Employment Contracts
27. Operations Managerial Hours
28. Steele Centre Staffing
29. Insurance coverage as per attached document
30. Steele Centre Budget
32. Summer Services
34. Student Administrative Council/Steele Centre Contracts
43. Steele Centre Property/Inventory
50. Social Activities
51. Entertainment Guidelines
52. Staff House Policy

Policy # 01

TOPIC: Enabling Procedures

STATEMENT: All policies regarding the adoption, amending and reviewing of policies shall be made according to the following procedures.   All Board of Directors and Steele Centre Management Board members must comply with these procedures when making a motion to adopt, amend or review any policies).

PROCEDURE:
  1. The Operations Manager is responsible, in consultation with the Board of Directors, for creating new and amending existing policies.
  2. The Operations Manager is responsible for bringing new policies and amendments to existing policies to the Board of Directors for approval as laid out in this policy.
  3. Any voting member of the Board of Directors may make the motion to adopt or amend any policy submitted as outlined above.
  4. Any motion as described above must be made to a full Board of Directors meeting as defined in the Corporation By-law
  5. To adopt new policy or amend an existing policy, the motion described above must be made and carried at each of two (2) readings at one or more Meetings of the Board of Directors.
  6. Each of the motions in the above procedure must be carried by a 2/3 majority.
  7. Copies of the proposed policy or amendment must be distributed to each member at least two working days prior to the meeting.
  8. A discussion period must be scheduled for all members to understand the proposed policy or amendment.
  9. All proposals must be addressed in full by the Board of Directors before the passing of four (4) weeks.
  10. Copies of the adopted or amended policy must be made available to any interested member of the Corporation.
  11. When the policy or policy amendment has been approved by the Board of Directors it is to be sent to the Steele Centre Management Board for approval.  This approval may be given by a vote conducted at a regular meeting of the Management Board, or in the event that the next Management Board meeting is more than three (3) weeks hence, by mail or by email.
  12. The Steele Centre Operations Manual must be reviewed annually by the Centre Manager.

ENABLING INFORMATION:
EFFECTIVE DATE: 1998 01 15                    NEW (X) AMENDMENT ( )
REFERENCE: Constitution weekend 1998                     
EFFECTIVE DATE OF PREVIOUS PROCEDURE: New Procedure
DATE OF CIRCULATION: 1998 02 15              REPLACES POLICY # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 03

TOPIC: Hours of Operation of the Steele Centre

STATEMENT: The following policy specifies the hours of operation for the Steele Centre.

PROCEDURE:  
  1. Plant and Property will unarm the security system and unlock the main doors of the Steele Centre at 7:00 a.m. every business day.
  2. Steele Centre hours of operation will be set by the Operations Manager.  Changes or modifications to these hours will be approved through the Steele Centre Operations Committee with two business days notice given to students prior to being in effect.
  3. The Operations Manager or delegate will be present for the commencement of operation daily.
  4. Pub nights are Wednesdays (or as set by the Board) commencing at 9:00 p.m. and ending at 2:00 a.m.
  5. Special Functions on weekends and evenings are the only exception to the hours of operation of the Steele Centre.
  6. The Steele Centre security system will be armed by the Operations Manager or College Security Staff at the end of each business day.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2005
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  2004 01 31
DATE OF CIRCULATION: 2004 01 31     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none 

Policy #  04

TOPIC: Steele Centre Licenced Areas

STATEMENT: The operating and monitoring of Steele Centre Licenced Areas are the responsibility of the Operations Manager and the Steele Centre Operating Committee.

PROCEDURE:
  1. The Steele Centre Licensed Areas will be operational according to the business hours set by Steele Centre Operations Manual Policy 2.
  2. The Steele Centre Management is authorized to close the Steele Centre Licensed Areas anytime due to vandalism or other extenuating circumstances.
  3. The Steele Centre Management is authorized to ban any student from the use of the Steele Centre Licensed Areas due to unacceptable behavior according to College Student Responsibilities Policy and the Steele Centre Conduct Policy.
  4. If the Board authorizes the use of the Steele Centre Licensed Areas during normal operating hours for special events, then the Board must give 24-hour notice that will be posted prominently, unless extenuating circumstances apply.
  5. The Operations Manager, any employee of the Steele Centre or a member of Security will remove any persons not complying with the Steele Centre House Policies.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Meeting Jan 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  1999 02 08  
DATE OF CIRCULATION: 1999 02 08    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 05

TOPIC: Pubs and Student Social Functions

STATEMENT: All student run pubs (including those not sponsored by SAC) must be authorized and/or organized in conjunction with and in accordance to the Director of Programming job description.  All students involved in the organization and/or running of pubs in any capacity shall adhere to the appropriate Steele Centre Policies.

PROCEDURE:
  1. All student organizations must have proper authorization from the Director of Student Activities to organize and run an on campus social function.
  2. All posters and flyers posted on campus, advertising pubs, must have the SAC stamp.  Once posters are authorized, posting must comply with the College posting policy. No organization will be able to advertise a pub or social function on campus unless proper authorization channels have been taken.
  3. All Social Functions will be authorized on a first come first serve basis.
  4. In the event that an organization does not follow the above procedure in organizing a pub and or social function a formal letter shall be sent to the organization outlining the proper procedure.
  5. All money from the door on SAC sponsored Pub nights will go to the Student Administrative Council or the club which is being sponsored.  
  6. The Operations Manager works in conjunction with the Director of Student Activities to plan the Pubs and other Social functions involving the students of Sir Sandford Fleming College.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 01 17
DATE OF CIRCULATION: 1999 01 17    REPLACES POLICY # N/A
FORMS REQUIRED   Y( ) N(X)                   

Policy # 06  

TOPIC: Steele Centre Booking Contract    

STATEMENT: All Student run pubs (including those not sponsored by SAC) must be authorised and/or organized following the Steele Centre Booking Contract.

PROCEDURE:
  1. Steele Centre supervisory personnel must be on duty at all times when the Steele Centre is being used by any group or organization.
  2. To protect it’s investment in technical equipment and to prevent untrained operators from being injured, the SC requires that a qualified person in its employ be in charge of all electrical, audio visual and mechanized equipment, the applicant shall be required to pay the cost for this service.
  3. Individuals and/or groups are restricted to the use of those facilities specifically covered in the contractual agreement.
  4. The facility is to be used only on the date or dates, hours and for the purpose specified on the contract.  The facility must be vacated by the time shown on the contract.  It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the school buildings and grounds promptly at the time specified on the permit.
  5. The applicant agrees that rental charges will be paid at time of booking of the rental date, or upon receipt of invoice, by cash, money order or certified cheque made payable to The Student Administrative Council Fleming College.
  6. The SC reserves the right to revise its schedule of rental fees at any time, subject to reasonable notice being given by the SC to the applicant.
  7. Rental of the SC does not automatically include the use of SC equipment.  Equipment may be applied for, and permission granted for its use on the basis of a specified request.
  8. SC has reasonable priority for the use of all facilities.  If an organization’s rental date is cancelled, it is the Steele Centre’s responsibility to inform the group that the facility is not available.
  9. The applicant understands and agrees that the contract may be revoked or cancelled with or without cause, subject to reasonable notice, which shall be no less than in one week or that in the event of such revocation on account of any loss, damage, or expense whatsoever.  
  10. If Fleming College is closed due to inclement weather or any emergency situation SC will make every attempt to contact our permit holders.  Cancellations will be rescheduled if possible.
  11. No admission fee shall be charged for the use of the SC property unless the particulars of such a fee are set out in the permit.  When an admission fee is charged, the applicant shall provide the SC with either a letter of exemption from the Retail Sales Tax Branch of the Department of Revenue of the Government of Ontario or a vendor’s permit issued pursuant to the Act.
  12. No advertising in connection with the use of the premises under the contract is to be displayed or affixed to any part of the SAC property or Fleming College property without previous written approval. The SAC, Steele Centre or Fleming College’s name can not be used in connection with any advertising without written approval from SAC and Fleming College.
  13. The sale of any items by the applicant is hereby prohibited except as permitted in writing by SAC.  Such permission shall be included in the contract.
  14. Games of chance, lottery, or gambling in any form are strictly forbidden, unless authorized by Steele Centre Management.
  15. No intoxicating liquor or persons under the influence of liquor shall be allowed on the premises without having booked the SC liquor service to cater your event.
  16. Decorations may be put up with the approval of SC.  All decorations must be taken down at the end of the event.  Aisles, exits, fire extinguishers and fire pulls must be kept free from obstruction for everyone’s safety.  
  17. Smoking is not allowed inside any part of the premises, subject to a fine.
  18. Maximum attendance shall be as stipulated on the permit and/or governed by fire regulations.
  19. Equipment, including such things as tables, chairs, decorations, dishes or any other equipment brought in by the applicant for temporary use, shall be removed prior to the end of each period of facility usage.
  20. At Steele Centre Managements discretion police and/or security protection for SAC facilities MUST be provided at the applicant’s expense.
  21. The applicant herby agrees to indemnify and save harmless SAC, Fleming College, it servants or agents, against all liability, loss, damages, costs and expenses which it may hereafter incur, suffer or be required to pay by reason of the use of SAC property by the applicant.  Without limiting the generality of the foregoing, the applicant hereby agrees to indemnify and save harmless SAC against all claims arising out of libel infringement or royalty rights, copyright, SOCAN charges, slander or which may occur as a result of a public performance or speeches.
  22. Violation of any of the above terms and conditions will result in the cancellation of the booking and no refund will be forthcoming.
  23. Steele Centre Management may at any time whatsoever and regardless of whether a fee has been paid withdraw the use of any such facility if in the opinion of Steele Centre Management (in its unfettered discretion) the use to which the facility is to be or is being put, is not in the best interests of the SAC or the College community.

ENABLING INFORMATION:
EFFECTIVE DATE:             NEW(X)    AMENDMENT( )
REFERENCE:         Constitution Meeting 2006
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 2003 01 24
DATE OF CIRCULATION:2003 01 24        REPLACES POLICY: N/A
FORMS REQUIRED:     Y( ) N(X)        NUMBER ATTACHED: none

Policy # 07

TOPIC: Admission Policy

STATEMENT: The Operations Manager and/or designated staff shall retain control over admission to events held in the Steele Centre and students seeking entrance will be expected to abide by the procedures outlined in this policy and that of Steele Centre Policy #08 “Student Conduct”.

PROCEDURE:
  1. At all events held at the Steele Centre involving alcohol, entrance is restricted to persons 19 years of age or older.  Acceptable government issued photo id such as a BYID LCBO card, picture driver’s license, military card or passport must be produced as proof of age.  The Operations Manager and/or designated staff reserves the right to deny entrance to anyone for any reason whatsoever.
  2. Students who are intoxicated shall be denied entrance to the event at the discretion of the Operations Manager and/or designated staff.
  3. All student, faculty and guests will be required to pay the stated amount of entrance fee.

ENABLING INFORMATION:
EFFECTIVE DATE:         January 2007    NEW()    AMENDMENT( X)
REFERENCE:        January 2007
EFFECTIVE DATE OF PREVIOUS PROCEDURE:        2006 02 28
DATE OF CIRCULATION:     2001-02-28        REPLACES POLICY: N/A
FORMS REQUIRED:     Y(X) N( )        NUMBER ATTACHED: one

Policy # 08

TOPIC: Student Conduct

STATEMENT: This policy sets forth the rules regarding student conduct at Steele Centre functions and explains the method of banning a student from the Steele Centre

PROCEDURE:
  1. All students participating in, or attending events sponsored by S.A.C. must behave in accordance with the College=s document AStudent Rights and Responsibilities and Harassment and Discrimination Policy@ (Refer to attached).  Failure to do so may result in the student’s removal from the event and banning from the Steele Centre.
  2. S.A.C. reserves the right to deny admittance to S.A.C. sponsored events if the student has been banned from any such events for improper conduct.
  3. Students will not be granted admittance to S.A.C. sponsored events if they are intoxicated from the use of alcohol or illegal substances.
  4. S.A.C. board members will conduct themselves in an appropriate manner at all pub events according to the document AStudent Responsibilities and Harassment and Discrimination Policy@.
  5. The student will be given an explanation in writing of decisions made in #1 and  #2 above.

ENABLING INFORMATION:
EFFECTIVE DATE:     2001-02-28        NEW(X)    AMENDMENT( )
REFERENCE:        Constitution Meeting 2001
EFFECTIVE DATE OF PREVIOUS PROCEDURE:        N/A
DATE OF CIRCULATION:     2001-02-28        REPLACES POLICY: N/A
FORMS REQUIRED:     Y(X) N( )        NUMBER ATTACHED: one
FORM TITLES:     Student Rights and Responsibilities and Harassment and Discrimination Policy

Policy # 09

TOPIC: Posting Policy  
 
STATEMENT: The responsibility for producing a posting policy has been assumed by Sir Sandford Fleming College, Plant and Property Department. Effective: September 1990.

PROCEDURE:
  1. Any student or external signs, displays, announcements or soliciting on Sutherland Campus property must be authorized by the Student Administrative Council.
  2. This authorization will be based on the criteria which the Student Administrative Council acknowledges as being beneficial to the students, faculty, and college community.  See signage regulations Brealey Building.
  3. The posting policy is subject to change at the discretion of Sir Sandford Fleming College, Plant and Property Department (attached policy and memorandum of agreement.)
  4. In order to approve a student internal or external fundraising endeavour the coordinator of that program has to be contacted to verify that the fundraising is legitimate.

ENABLING INFORMATION:
EFFECTIVE DATE: 2003 01 24     NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2003
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  1999 02 08                 
DATE OF CIRCULATION: 2003 01 24     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 10    

TOPIC: Quiet Lounge Usage Guidelines and Conduct

STATEMENT: The following policy pertains to the usage of the Jim Bondy Quiet Lounge.

PROCEDURE:
  1. No food or drink is permitted in the lounge unless it is booked for a special function.
  2. No smoking in the lounge.
  3. The noise is to be kept to a minimum during the school day.
  4. At no time are tables or other objects to block any exits in the lounge.
  5. No furniture is to be removed from the lounge without the consent of the Student Administrative Council Board.
  6. The lounge security system is to be unarmed and the entry door unlocked by the first Student Administrative Council Board member who arrives.
  7. The door between the lounge and the Steele Centre will be locked at close of Steele Centre every day except for special functions.
  8. The door from the lounge to the executive offices will be locked at close of Steele Centre every day or when the offices are empty during the day.
  9. All informational material left in the lounge is to be approved by the Student Administrative Council Board.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend Jan 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 02 17
DATE OF CIRCULATION: 1999 02 17    REPLACES Policy # N/A
FORMS REQUIRED   Y(X) N( )   NUMBER ATTACHED: none

Policy # 11    

TOPIC: Boardroom Use Guidelines

STATEMENT: This policy pertains to the usage of the Boardroom.

PROCEDURE:
  1. The Boardroom Calendar must be consulted to determine if the room are available.
  2. The room can only be used during regularly scheduled office hours unless with express Board permission.
  3. Any food or beverages must be removed from the room immediately following the meeting.  The group using the room is responsible for its clean-up following the meeting.
  4. Student Administrative Council business has priority in the use of this room.
  5. The room is available to students at any other time during the day, unless otherwise booked.
  6. The room must be locked upon exit.
  7. The cost of any damage to the room will be borne by the parties involved in the damage.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2006
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  2003 01 24                 
DATE OF CIRCULATION: Feb 1999     REPLACES Policy # N/A
FORMS REQUIRED   Y(X ) N( )   NUMBER ATTACHED: none

Policy # 13    

TOPIC: Steele Centre Management Board

STATEMENT: This policy governs the structure, operations, procedures, and scope of the Steele Centre Management Board.

PROCEDURE:

Terms of Reference:
  1. Attached is the Terms of Reference from the Management Agreement between the Corporation and the College.  This agreement was signed prior to Sir Sandford Fleming College Board of Governors giving approval of the official name of the Student Centre as the Steele Centre.  The attached Terms of Reference therefore refer to the centre as the Student Centre.
  2. Membership:
    Steele Centre Management Board will consist of:
    SAC President, SAC Vice-President Finance and the Operations Manager or Board Designate, and three people to be appointed by the College.
  3. Meetings:
    The Management Board will meet at least four (4) times a year to advise on the operation of the Centre.  The meetings will be held quarterly within 30 days of the end of each quarter.  The quarters are defined as ending in the months of March, June, September and December.
    The SAC President and the designated College representative will co-chair all meetings.  The College co-chair is responsible for calling the meetings and in mutual agreement with SAC President setting the agenda.  The Management Board will select a member to act as the recorder for the meetings.
  4. Meetings will be run in accordance with Robert’s Rules of Order.  Minutes of the meetings will be provided within two weeks of the Management Board meeting.
  5. A quorum will be two (2) representatives of the College and two (2) representatives of the Board of Directors.
  6. Provisions may be made for presentations by those who wish to address or make proposals to the Steele Centre Management Board.
Definitions;
  1. short-range operational plans;
    short-range operational plans are those plans proposed for a time period of one year or less.
  2. Long-range operational plans;
    Long-range operational plans are strategic multi-year plans (usually five years in length).
  3. Operational plans;
    Review the strategic performance of the Centre Management with reference to the current short-range operational plan.
    Review and approve the next quarter’s operational plan.
    Review and approve the short-range and long-range operational plans presented annually at the third quarter meeting in January.
  4. Financial Considerations;
    i) Monitor that appropriate financial control are in place and are maintained.
    ii) Monitor Steele Centre performance by reviewing the written quarterly and year to date financial reports with comparison to the current operating budget.
    iii) Review the annual operating budget of the Steele Centre;
    iv) Monitor that adequate supervision and controls are in place to effectively manage the activities of users of the Steele Centre, commercial tenants and the Centre employees.
    v) Monitor the progress being made to establish a maintenance reserve of $100,000 by making regular contributions to a cost centre established by the Board of Directors.  The amount of these regular contributions will be set by mutual agreement between the Board of Directors and the Operations Manager based on the profitability of the Centre.
  5. Policies;
    Review and approve new or amended Steele Centre Policies
  6. Commercial Activities;
    To exchange information and discuss the College’s and Corporation’s respective business intentions and operations at least once every six months.
TERMS OF REFERENCE

The following outlines the roles and relationships in respect of the Student Centre Management Board, the Student Centre, the Sir Sandford Fleming College Board of Governors, the Sir Sandford Fleming College Student Administrative Council and other constituent parties:
The Student Centre Management Board will:
  • Maintain the trust of Sir Sandford Fleming College and the Sir Sandford Fleming College Student Administrative Council;
  • Recommend the Student Centre policies, which would be approved by the Board of Directors and the College - Reference 15 (c)
  • Maintain good relationships with the President of Sir Sandford Fleming College and the President of the Student Administrative Council;
  • Recommend short and log-range operational plans;
  • Monitor that appropriate financial control are in place and are maintained;
  • Monitor Student Centre performance;
  • Maintain effective relationships with local governments, boards, and community.

ENABLING INFORMATION:
EFFECTIVE DATE: February, 1999    NEW ( ) AMENDMENT (X)
REFERENCE: Board Meeting February, 1999
EFFECTIVE DATE OF PREVIOUS PROCEDURE: October 1996
DATE OF CIRCULATION: February, 1999     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 15

TOPIC: Ticket Sales (may include ticket control and door receipt check)        

STATEMENT: The General Manager and/or designated staff reserves the right to control ticket sales operation for any events held in the Steele Centre in accordance with the following procedures.

PROCEDURE:
Advance Ticket Sales:
  1. Persons selling tickets shall be the General Manager and/or designates.
  2. Completion of ticket control form prior to issuance of tickets by the Vice President Finance (Note: this form is to be attached to the Profit and Loss statement for the event.).
  3. Persons selling tickets shall assume full responsibility for such tickets while in their possession.
  4. Persons selling tickets shall by the published deadline on the day of the event, return to the Vice President Finance all unsold tickets and monies collected.
  5. All unsold tickets shall be counted by the Vice President Finance and/or his/her designate.
Door Sales:
  1. There shall be two people at the door at all times.  
  2. There shall be no admittance at the door without a ticket.  Exemption to this rule will be at the discretion of the General Manager.
  3. The General Manager shall be responsible for the return of all unsold tickets and the deposit of monies received at the door.
ENABLING INFORMATION:
EFFECTIVE DATE:                 NEW(X)    AMENDMENT( )
REFERENCE:        Constitution Meeting 2006
EFFECTIVE DATE OF PREVIOUS PROCEDURE:        2001 02 28
DATE OF CIRCULATION:     2001-02-28        REPLACES POLICY: N/A
FORMS REQUIRED:     Y(X) N( )        NUMBER ATTACHED: one
FORM TITLES:        Ticket Control Form            Filename: Not Available              

Policy # 16  

TOPIC: Contingency Procedures    

STATEMENT: The Steele Centre shall endorse and abide by the college policies as laid out to address the following contingencies.

PROCEDURE:

Copies of these college policies comprise of the following:
  1. Fire - Vacating the Premises
  2. Accidents and Injuries
  3. Stress Related Problems
  4. Assault
The information above, shall be maintained by the General Manager and made availible for reference, during posted business hours. This information shall be contained in a binder and located in the S. A. C. Business Office on the student information counter.


ENABLING INFORMATION:
EFFECTIVE DATE: 1999 02 08     NEW (X) AMENDMENT ( )
REFERENCE: Board Meeting 1999 02 08
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  New Procedure                 
DATE OF CIRCULATION: 1999 02 08     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 22

TOPIC: Steele Centre Staff - Terms of Employment

STATEMENT: This policy incorporates the terms of employment for Steele Centre staff and the reasons which can be used for termination.  The policy is in the form of the text of the sheet to be signed by each hourly paid Steele Centre employee.  Reference is to be made to this policy in Policy #25. (Hiring & Termination)

PROCEDURE:

STEELE CENTRE STAFF - TERMS OF EMPLOYMENT
As a member of the Steele Centre Staff you have been selected to represent the centre in dealing with the students of Fleming College as well as other public users of the centre.   You are expected to be friendly and courteous at all times and to abide by the guidelines as set forth below:

CONDITIONS OF EMPLOYMENT:
All hourly paid staff must maintain an average of 55% in ALL courses, with no course grade below 50% or showing a “Fail” on their transcript (covering the past year), as issued by the College Registrar.  In addition a current employee can have no more than one “Incomplete” or one “Grade Deferred” on their transcript and their employment will be on a probationary status until the “Incomplete” or the “Grade Deferred” is cleared and the average meets the above criteria.  This will be checked at the end/beginning of each semester.  Failure to meet this standard will result in immediate suspension of employment by the Steele Centre.  Further, no prospective employee will have more than one “Incomplete” or one “Grade Deferred” for which the College set time limit has not expired.  The employee will also have to fill out a criminal activity disclosure form.

TERMINATION POLICY:
As of September 9, 1998 the following policy will be in effect for Steele Centre employees:

THREE STRIKES POLICY:
For any of the following you will be given two warnings (first warning verbal, second warning in writing), upon the third incident, your employment will be terminated immediately:
  1. General rudeness to any patron of the Steele Centre.
  2. Intentional over-pouring of liquor shots, draught beer, wine, etc or over/under charging customers for their purchase (bar staff).
  3. Serving under-age patrons alcohol unintentionally. (bar staff).
  4. Not performing required duties while working.  Staff members are responsible for reading and understanding job descriptions.
  5. Allowing under-age patrons into the Steele Centre during an age of majority event.
  6. Allowing certain customers (eg friends, etc) to enter the centre without waiting in a designated line-up (security staff)
  7.  Allowing more than the legal capacity of patrons into the centre (security staff) while working the entrance to the centre.
ONE STRIKE (ZERO TOLERANCE) POLICY:
For any of the following, you will be terminated IMMEDIATELY and without prior warning:
  1. Theft of cash, alcohol or other product (this will also be reported to the appropriate authorities).
  2. Any inappropriate racial, religious or sexual remarks or actions.
  3. Knowingly serving alcohol to underage patrons.
  4. Arriving for work under the influence of alcohol or drugs.
  5. Accepting any form of payment in return for allowing patrons into the centre.
  6. Consuming/using alcohol or drugs at any time while working.
  7. Serving alcohol outside of designated (legal) time periods.
  8. Physical abuse of patrons or using more than reasonable force to remove a patron.

ENABLING INFORMATION:
EFFECTIVE DATE: 2004 31 01    NEW (X) AMENDMENT ( )
REFERENCE:  Constitution Weekend 2004                    
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1998 11 02
DATE OF CIRCULATION:  2004 01 31    REPLACES Policy # N/A
FORMS REQUIRED   Y(X ) N( )   NUMBER ATTACHED: one
FORM TITLES:    Steele Centre Staff Terms of Employment        

Policy #  23

TOPIC: Steele Centre Employee Job Descriptions

STATEMENT: All Steele Centre Employee Job Descriptions are the responsibility of the Operations Manager and are approved by the Student Administrative Council.

PROCEDURE:
  1. Job descriptions will be given to each potential employee prior to his/her interview with the hiring committee.
  2. The Operations Manager will have a master copy of all job descriptions on file at all times.
  3. Steele Centre employee job descriptions are available to any member of the Corporation.

ENABLING INFORMATION:
EFFECTIVE DATE: 1999 01 17     NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 1999
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  New Procedure
DATE OF CIRCULATION:                      REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none


Policy # 24

TOPIC: Pay Scales

STATEMENT: This policy deals with the pay scales for Steele Centre employees.

PROCEDURE:
  1. Pay scales will be reviewed annually by the end of the winter semester for implementation in September.
  2. The pay scale review committee will consist of the Director of Finance, General manager, Operations Manager and the President.
  3. All pay scales will be reviewed and presented to the Board of Directors for ratification by the Director of Finance.
  4. The pay periods will be on a monthly basis with no exceptions.
  5. The wages for Steele Centre staff will be as follows:
    • Bartender - Min. Wage
    • Security - Min. Wage
    • Bar & Security (over-seer) - Min. Wage plus .50/hr
    • Disc Jockey - $ determined through contract.
    • Porter/Busboy - Min. Wage
    • Shooter Servers - Min. Wage
  6. All additional staff positions must be approved by the Board.

ENABLING INFORMATION:                                                              
EFFECTIVE DATE:    NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2006
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  2004 01 31                 
DATE OF CIRCULATION: 2003 01 24    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X )   NUMBER ATTACHED: none


Policy # 25

TOPIC: Hiring and Termination of Hourly Paid Steele Centre Employees

STATEMENT: This policy deals with the hiring and termination of Steele Centre hourly paid employees and the appeal process available to terminated hourly paid employees.

PROCEDURE:
  • A hiring committee consisting of the Operations Manager and at least two of the following  the President, General Manager, Vice-President of Student Affairs and the Director of Finance will conduct the interview for each prospective employee.
  • A majority vote of the above hiring committee will determine the employment of an individual.
  • Termination of an hourly paid employee will follow the procedures laid out in Steele Centre Policy #22, a copy of this policy is shown on the following pages.
TERMINATION POLICY:(see Steele Centre Policy #22)
As of September 9, 1998 the following policy will be in effect for Steele Centre employees:

THREE STRIKES POLICY:
For any of the following you will be given two warnings (first warning verbal, second warning in writing), upon the third incident, your employment will be terminated immediately:
  1. General rudeness to any patron of the Steele Centre.
  2. Intentional over-pouring of liquor shots, draught beer, wine, etc or over/under charging customers for their purchase (bar staff).
  3. Serving under-age patrons alcohol unintentionally. (bar staff).
  4. Not performing required duties while working.  Staff members are responsible for reading and understanding job descriptions.
  5. Allowing under-age patrons into the Steele Centre during an age of majority event.
  6. Allowing certain customers (eg friends, etc) to enter the centre without waiting in a designated line-up (security staff)
  7. Allowing more than the legal capacity of patrons into the centre (security staff) while working the entrance to the centre.
ONE STRIKE (ZERO TOLERANCE) POLICY:
For any of the following, you will be terminated IMMEDIATELY and without prior warning:
  1. Theft of cash, alcohol or other product (this will also be reported to the appropriate authorities).
  2. Any inappropriate racial, religious or sexual remarks or actions.
  3. Knowingly serving alcohol to underage patrons.
  4. Arriving for work under the influence of alcohol or drugs.
  5. Accepting any form of payment in return for allowing patrons into the centre.
  6. Consuming/using alcohol or drugs at any time while working.
  7. Serving alcohol outside of designated (legal) time periods.
  8. Physical abuse of patrons or using more than reasonable force to remove a patron.
APPEALS PROCESS:
  • Upon termination of employment the employee has the right to appeal the decision by asking for a written summation of the reason for their termination.
  • The Operations Manager will provide this document within two business days of the request.
  • If the employee is not satisfied with the Operations Manager’s reasoning for the termination, the employee may approach the Appeals committee consisting of the President and Director of Finance of the Corporation.
  • Upon reviewing the employee records this committee in conjunction with the Operations Manager, will either uphold the decision or overturn it.
  • The written decision will be provided to the employee within two business days of the appeal to the Appeals committee.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 2006
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 01 31
DATE OF CIRCULATION: 1999 01 31    REPLACES POLICY # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 26

TOPIC: Managerial Employment Contracts

STATEMENT: Guidelines for the preparation and production of the Operations Manager’s Contract.

PROCEDURE:
  • A contract for the Operations Manager will be in place within 30 days of hiring.
  • This contract will be approved by the Corporation lawyer.
  • The contract will be signed on behalf of the Corporation by the President and the Director of Finance.
  • The contract will be presented and agreed upon by the Board of Directors.
  • A maximum time for the contracts duration will be stated within it.
  • The President, Vice-President of Student Affairs and the Director of Finance as well as the General Manager are responsible for the contract negotiating committee.
  • All new contracts will be renewed or cancelled before the final month of the contract.
  • All old contracts are the property of Corporation only.

ENABLING INFORMATION:
EFFECTIVE DATE: 1999 01 17    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 1999
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  New Procedure
DATE OF CIRCULATION:                      REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 27    

TOPIC: Operations Managerial Hours

STATEMENT: The Operations Managerial Hours are the responsibility of the Student Administrative Council to set and discuss with the manager. The following schedule is based on a 37.5 hour work week.

PROCEDURE:
  1. The Operations Manager will be in attendance at the Steele Centre, Monday to Friday (30 hours). This includes related operational duties that may temporarily remove the Manager from the Centre.  The Operations Manager must also notify the General Manager when he/she leaves the Centre.
  2. On S.A.C. designated pub nights, the Manager shall return to the Centre at 7:30 p.m., in order to prepare the Centre for the event and remain in the Centre until 3 a.m. (7.5 hours).   Duties to be performed include insuring the Centre is in a clean state and that all bar supplies are on hand by carrying out an inventory check and restocking as required.
  3. The Manager shall devote part of his/her time to the marketing strategies of the Steele Centre.
  4. Office hours will be posted outside of the manager’s office.
  5. For scheduled functions that occur on week-ends or after normal operating hours, it is mandatory that the Operations Manager shall be present for the duration of the function, as well as any set-up and closing time required.  This work will be compensated by time off, in lieu of payment.
  6. The compensation will be at the rate of a day or part of day thereof as the above services required and in mutual agreement with the Board.  These days are not cumulative over the duration of the contract and must be taken within the term of the contract.  These days cannot be added to vacation days without the express permission of the Board.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 01 31
DATE OF CIRCULATION: 1999 01 31      REPLACES POLICY # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 28
    
TOPIC: Steele Centre Staffing

STATEMENT: This policy deals with the staffing of the Steele Centre on a daily basis, Pub Nights and Functions.

PROCEDURE:

Without exception all staff will complete the SMART SERVE program within the first month of employment.

Daytime Pub Operation
  • one Bartender and one security
Pub Staffing (this includes the patio)
  • 5 bartenders maximum (depending on number of patrons)
  • 10 security staff maximum (depending on number of patrons)
  • 2 Porters/Busboys maximum (depending on number of patrons)
  • 1 Disc Jockey
  • Operations Manager
Special Functions
  • Under 100 guests there will be one Bartender
  • Up to 250 guests there will be one Bartender and one Porter/Busboy
  • Over 250 guests there will be two Bartenders and two Porters/Busboys
  • The Operations Manager will be there from open till close
  • * Upon request of the client, the number of bar staff can be increased to accommodate the upper and lower bars.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 02 08
DATE OF CIRCULATION: 1999 02 08    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 29    

TOPIC: Insurance coverage as per attached document

STATEMENT: Insurance coverage purchased by the Student Administrative Council falls under the following categories:

PROCEDURE:
  1. Proven theft on Steele Centre premises.
  2. Injury to Steele Centre personnel in the pursuit of their duties.
  3. At the present time, Liability e.g. personal injury sustained by members of the corporation (student body) is set at $5 million.
  4. Coverage of up to $4,000 will be applicable in the event of a robbery, where Steele Centre funds are stolen.
  5. All members of the Board, including the General Manager, Operations Manager are bonded in an amount up to $10,000.   (e.g. embezzlement of funds.)
  6. $100 deductable is carried on all claims.        

ENABLING INFORMATION:
EFFECTIVE DATE: 1999 02 08     NEW (X) AMENDMENT ( )
REFERENCE: Board Meeting 1999 02 08
EFFECTIVE DATE OF PREVIOUS PROCEDURE: New Procedure
DATE OF CIRCULATION: 1999 02 08     REPLACES POLICY # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 30    

TOPIC: Steele Centre Budget    

STATEMENT: Preparation of the Steele Centre budget for the fiscal year.

PROCEDURE:

The Steele Centre preliminary budget will be prepared by the 30th April of the current fiscal year by the Director of Finance with the help of the previous years financial statements that have been prepared by the corporate Accountant.

The Director of Finance will then meet with the Steele Centre Manager to receive input from the Steele Centre Manager. This will be carried out by May 31st.    

The revised  budget will be brought to the Board of Directors at the same time as the S. A. C. budget and will be discussed and voted on at that time.


ENABLING INFORMATION:
EFFECTIVE DATE: 1999 02 08     NEW (X) AMENDMENT ( )
REFERENCE: Board Meeting 1999 02 08
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  New Procedure                 
DATE OF CIRCULATION: 1999 02 08          REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 32    

TOPIC: Summer Services

STATEMENT: This policy deals with the running of the Steele Centre during the summer semester.   

PROCEDURE:

The Steele Centre hours will be 11:00 a.m till 5:00 p.m. Monday to Friday or as may be set by the Board of Directors from time to time.

There will be no Wednesday night pubs over the summer months.

If the Steele Centre Manager is on vacation the responsibility will fall jointly on the Director of Finance, the General Manager and other Board designates.


ENABLING INFORMATION:
EFFECTIVE DATE: 1999 02 08     NEW (X) AMENDMENT ( )
REFERENCE: Board Meeting 1999 02 08
EFFECTIVE DATE OF PREVIOUS PROCEDURE: New Procedure                 
DATE OF CIRCULATION: 1999 02 08    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none

Policy # 34
 
TOPIC: Student Administrative Council/Steele Centre Contracts

STATEMENT: To deal with contracts that will be used for the Steele Centre.

PROCEDURE:

All expense contracts MUST be signed by two of the following signing authorities.
  • President
  • Director of Finance
  • General Manager
All expense contracts will be brought to the board for approval prior to signing.

All revenue generating contracts other than those for functions will be signed by any two of the above authorities.

Steele Centre Facility Rental contracts will be the responsibility of the Steele Centre Manager who will have signing authority.


ENABLING INFORMATION:
EFFECTIVE DATE: 1999 02 08     NEW (X) AMENDMENT ( )
REFERENCE: Board Meeting 1999 02 08
EFFECTIVE DATE OF PREVIOUS PROCEDURE: New Procedure                 
DATE OF CIRCULATION: 1999 02 08     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none


Policy #  43   

TOPIC: Steele Centre Property/Inventory    

STATEMENT: Property owned by the Steele Centre (S.A.C.) is listed on attached inventory sheet.

PROCEDURE:
  1. The Steele Centre Manager shall carry out inventory of the Steele Centre Property annually, in the month of April and report the results to the Board.
  2. The Steele Centre Manager shall carry out a monthly inventory of all consumables in the Steele Centre and report the result to the Vice President Finance and General Manager.
  3. Any discrepancies shall be noted by the Steele Centre Manager and reported to the Director of Finance.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE: 1999 02 08
DATE OF CIRCULATION: 1999 02 08     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none


Policy # 50    

TOPIC: Social Activities
   
STATEMENT: The Steele Centre Manager and Director of Student Activities are responsible for the organisation of all student social events to take place in the Steele Centre.

PROCEDURE:
  1. All Social Activities are subject to approval by the Steele Centre Manager.  The Steele Centre Manager must notify the Director of Student Activities and inform him/her as to the events.
  2. The Steele Centre Manager must perform/advise all marketing and advertising for events that are held in the Steele Centre.
  3. The Steele Centre Manager must present to the Board of Directors an update of what is happening before, during (depending on the duration of the event), and after the event has taken place (profitable or a loss).
  4. All advertising must be removed no later than the day after the event.  Failure to comply with this may result in a penalty at the discretion of the Student Administrative Council.
  5. The Steele Centre reserves the right to prohibit anyone from using the Steele Centre logo or emblem on any promotional material.
  6. Advertising for any other bar or licensed establishment on Steele Centre property is strictly prohibited.  
  7. Any flyers or promotional material to be distributed in the Steele Centre, or vendors must receive the expressed consent of the Steele Centre Management.  Fees to be discussed with the Steele Centre Manager and vendor.

ENABLING INFORMATION:
EFFECTIVE DATE:    NEW (X) AMENDMENT ( )
REFERENCE: Constitution Weekend 06
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  1999 02 08                 
DATE OF CIRCULATION: 1999 02 08     REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N(X)   NUMBER ATTACHED: none


Policy # 51    

TOPIC: Entertainment Guidelines

STATEMENT: All entertainment hired through SAC must be approved using the following guidelines.  

PROCEDURE:

Before booking entertainment the human rights policy at Fleming College must be consulted.

Event budget must be passed at a regular meeting of the board of directors.

In the event of high risk activities, participants must sign a waver of liability.


ENABLING INFORMATION:
EFFECTIVE DATE: 2004 01 31     NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2004
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  2003 01 24                  
DATE OF CIRCULATION: 2004 01 31    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N( )   NUMBER ATTACHED:      

Policy #52

TOPIC: Steele Centre at Fleming College – Staff House Policy

STATEMENT: The following is the house alcohol policy that staff are expected to observe at all times during business hours. The policy and related procedures are rules about the service of alcohol in the bar/restaurant and how to relate to our customers. The policy is intended to help staff obey the laws under which this business operates, to keep our customers away from the dangers of intoxication and overall, to keep our customers safe. Familiarize yourself with the policy and do your best to implement it.

PROCEDURE:
  1. Do not serve patrons to the point of intoxication.
    • Monitor your service.
    • Observe for signs of intoxication.
  2. Do not serve a patron who is already intoxicated or is apparently becoming intoxicated
    • Again, monitor your service.
    • Speak with the patron and watch for and observe signs of intoxication.
    • Use tact, understanding and patience when denying alcohol service to customers.
    • If necessary, ask the manager on duty for back up and support.
    • No person who is apparently intoxicated may be permitted to leave the bar until reasonable steps have been taken to ensure the persons safety and well being.
  3. Do not serve underage drinkers. Check the ID of any one who appears to be under 25 years old.  In Ontario proof of age identification includes:
    • Ontario driver's license
    • Canadian Armed Forces ID card
    • Canadian Passport
    • LCBO BYID Card
    • Canadian citizenship card
    If you are concerned that the customer does not appear to be of legal drinking age.
    • consider asking for two pieces of photo ID.
    • Examine the ID in proper lighting.
    • As a server, do not assume that the security staff has checked ID.
    • If you are serving a customer for the first time, who appears to be underage, check the customer’s ID before you begin alcohol service.
    • Vouching for a patron's age by another patron or by staff is never accepted. Proof of age must be verified by having the correct ID.
    • Age of majority patrons are prohibited from purchasing, giving or sharing alcoholic drinks with underage patrons. Anyone warned and asked to cease providing alcohol to a minor may, at the manager's discretion, be asked to leave the bar/restaurant if the problem persists.
    • An underage customer who attempts to purchase alcohol will be asked to leave or will be removed the bar.
    • If you are having difficulty with an underage customer or a customer who will not show their ID, ask the manager on duty for assistance.   
  4. Alcohol can only be consumed in areas that are covered by the bar’s licence.
    • Politely discourage customers from taking and consuming alcohol in non-licensed areas of the Steele Centre. 
    • When speaking to customers refer to the signs that are in the vicinity of the non-licensed areas. 
    • If customers do not comply with your request to not consume alcohol in non-licensed areas, speak with the manager on duty.
  5. Do not serve alcoholic beverages outside business hours.
    • By law, alcohol sales end at 2:00 am.
    • To stay within the 2:00 am no sale regulation, alcohol sales and service in the bar stops at 1:30 am.
    • There may not always be a last call.
  6. Deny patrons’ entry to the bar who are intoxicated or troublesome
    • When denying entry, use tact and be polite.
    • If the situation escalates, that is, the patron denied entry becomes belligerent or aggressive, contact the manager immediately.
    • NEVER use excess force to resolve a problem with a patron trying to enter the bar.
    • Contact the police if necessary.
  7. Deny entry to patrons when the bar has reached its legal occupancy load.
    • The manager on duty will maintain the count and inform door staff when to deny entry to more customers.
  8. Remove patrons from the bar who are formally barred from being in the bar in the bar for an unlawful purpose such as causing fights or selling or using drugs; troublesome (i.e. loud, aggressive, rude, riotous, quarrelsome, violent or disorderly);  intoxicated;
    • If removal is decided, the manager or a doorman he or she designates will ask the customer to leave. When removing a patron, using tact and polite words, explain the situation and ask the patron to leave. If the patron will not leave on their own, ask them again. If, after two verbal requests, the patron will not leave peacefully on his or her own, a doorman will escort the customer from the bar. If absolutely necessary, physical force can be used to remove the patron.  Before physically removing a customer, staff under direction of the manager will take up positions in the bar, to ensure proper coverage, as per training.
    • Although it is legal to use physical force to eject a customer, such force must not be excessive. Force that exceeds what is minimally necessary to quell a disturbance or remove a customer is strictly prohibited. In fact, force is a last resort. As stated above, every reasonable effort must be first made to use polite words when intervening or removing a customer.
    • If necessary, call the police.
    • You cannot remove a customer from the bar if doing so violates their civil and human rights. These rights protect Canadians from discrimination associated with a person’s age, gender, sexual orientation, disability, religion and racial background.
    • Do not let an intoxicated customer drink and drive. See the policy for these occurrences (Number 9).
    • If a customer’s removal, in any way, jeopardizes that person’s safety (e.g. it is a cold night; there is a risk of drunk driving or that a fight may break out; the customer needs shelter until a cab comes or to avoid any type of confrontation with other customers), removed customers cannot be left in a helpless state or in a state that jeopardizes their own or others safety. Assistance must be rendered. If necessary, a call to the police for assistance will be made by the manager or his/her designate.
    • Record the events of the removal in the incident reporting book.
  9. Prevent drinking and driving by assisting a patron to find a safe way home.
    • Call a cab or arrange alternate transportation (e.g. with a sober patron).
    • Do not permit an intoxicated patron walk away from the establishment on his or her own.
    • Do not assume that if you call a cab or arrange alternate transportation, the patron will use it. It is often necessary to accompany the patron to the cab or alternate transportation to verify its use.
    • It is best if there is someone to receive and care for the intoxicated patron. Before letting an intoxicated patron leave, try to arrange and verify that there is a sober person to care for the patron when they arrive where they are being transported.
    • If this cannot be arranged, consider calling the police or keeping the patron at the bar until they are in a sober state.
    • If the patron insists on driving, follow them out, record the licence plate number, make of vehicle and colour and call the police to intercept the vehicle.
  10. Staff can request that a patron, who is continuously difficult, be barred for an extended period.
    • The request is made to the owner/manager who will make the final determination about barring a patron.
    • The first time a patron is barred, it will be for 30 days. Subsequent offences of a serious nature, as per Number 8 above, result in the patron being barred for an additional 60 days.
    • The manager will maintain a list of barred patrons and will keep staff informed of who is on the list
  11. In the case of an incident involving problems like refusing service or ejecting a patron etc., the details of the incident are to be recorded in a logbook.
    • The manager or a staff person assigned by the manager writes up the incident
    • Minimally, the report should include the date and time of the incident; names of patrons involved; witnesses; what staff did.
  12. Do not allow patrons behind the bar.
  13. Staff are not allowed to consume alcohol in this establishment during their shift.
    • If you drink in the bar after your shift, the House Alcohol Policy for Customers applies to you.
    • Consuming alcohol during a staff person’s shift will result in immediate termination of employment.
  14. Promote and market the food sold in this establishment.
    • Promote daily specials and generally offer food while the patron is in the bar.
  15. Promote low alcohol beverages.
    • A good way to discourage intoxication is to offer low alcohol drinks.
    • Offer low alcohol drinks to patrons who you consider to be drinking to intoxication (see Number 15).
    • When offering non-alcohol or low alcohol drinks, refer to the house policy for customers that appears in various locations in the bar and specifically point to the component that talks about not serving customers to intoxication and beyond.
  16. Promote non-alcohol drinks especially to those patrons who are possibly on the way to becoming intoxicated.
    • See procedures in Section 15 above.
  17. Offer free non-alcohol drinks to expectant mothers and designated drivers.
    • When speaking to a patron about this, refer to the Fetal Alcohol Spectrum Disorder poster in the bar.
    • You cannot deny alcohol service to a pregnant patron. No matter what your feelings are about alcohol and pregnancy, it is a violation of a pregnant woman’s civil and human rights to be denied alcohol service if she requests this.
    • Staff will take reasonable steps to keep rape drugs out of the bar.  If a customer is at risk, (i.e. is drugged and or is experiencing any of the symptoms described below), staff will take reasonable steps to protect the customer.
  18. Review this next statement carefully.
    With increasing frequency and without their consent, victims are being drugged and then sexually assaulted. Other than alcohol, the two drugs that are most often associated with drug-facilitated rape are Rohypnol and GHB. Simply stated, the drugs are put into a woman's drink without her knowledge or consent. The drug effects include drowsiness, dizziness, memory loss and even loss over physical control of one's body. These effects allow the perpetrator to sexually take advantage of a woman without her ability to resist or even remember what happened.  These drugs are odourless, colourless and tasteless. These drugs come in liquid, tablet or powder form. Perpetrators add the drug directly to a potential victim’s drink. If a customer appears "normal" one moment and then without apparent cause is experiencing any of these signs:
    • dizziness and disorientation
    • weakness and staggering
    • simultaneously too hot and too cold
    • nausea
    • difficulty speaking and
    • even passing out,
    this customer may have been drugged.
    In general, be on the lookout for (i.e. “red flag”) individual customers or groups of customers who do not appear to be in the bar for the bar’s venue or to enjoy a night out. Consider approaching these men and politely inform them that they are being observed. When doing this, it is important not to interfere with a person’s civil right to be in the bar.
    If a customer is experiencing any of the signs or symptoms described above, proceed as follows:
    • Speak with the manager on duty.
    • Call 911.
    • Do not let someone take the customer from the bar unless you know the person escorting the customer and you are completely confident that they will act in the customer’s best interest (examples include someone you know to be a husband/partner or close friend of the customer).
    • If you cannot vouch for the escorting person, with the manager'sassistance, keep the customer in the bar; have a staff person stay with the customer.
    • Put the customer in the recovery position by: placing the person on their side; make sure no food or vomit is in their mouth and extend the person's chin away from their chest.
    • Never give another drug to the customer to counteract the effect.
    • Never put water in the mouth of an unconscious person.
    • Examine the area where the victim in question had been. Collect any container, usually a small one that might have held the   alleged drug and if possible the customer’s last drink. Pass these items to the police as soon as possible.
  19. The Ontario Occupational Health and Safety Act will be respected and complied with by the owner and staff. In accordance with the Act, workers have the right to refuse work they believe is dangerous to either their own safety or that of another worker.
    • As per the OHSA, a joint health and safety committee will be established (for a workplace that regularly employs 20 or more workers). It will consist of the owner, managers and staff.
    • The committee or representative and owners will inspect the premises regularly to insure compliance with the OHSA.
    • Any refusal to work, most notably a refusal to serve alcohol to an intoxicated and/or dangerous or potentially dangerous customer will, using due diligence, be thoroughly investigated by the committee or the representative and owner/manager.
    • Reasonable steps will then be taken to manage the situation (noted above) including support for the worker who refuses to serve a customer who has or could jeopardize the health and safety of the worker.
  20. Familiarize yourself with the house alcohol policy for customers that is posted at the entrance to the bar.
    • Refer to the customer policy when speaking with underage, pregnant, intoxicated or troublesome patrons.
  21. All bar staff are required to carry their Smart Serve registration card when on duty.
  22. Management will take reasonable steps to keep the exterior of the premises safe for customers, neighbors and other people in the community.
    • Management will be responsible to ensure that all exterior parts of the premises are well lit.
    • The exterior lights will be kept on until all the patrons have left the vicinity of the premises.
    • The exterior of premises and the vicinity will be cleared of any obstructions liable to hide a person intent on robbery or violence.
    • The management will assign staff to regularly patrol the exterior, including parking lots, during the evening hours to deter adverse patron behavior (drinking from vehicles, drug use, fights).
    • The management will assign staff to regularly collect refuse from the areas immediately outside the exterior of the premises.
    • Staff assigned to the exterior of the premises will stay on duty until the last patron leaves the area.
    • A video surveillance system will be in place and functioning to record the activities and of patrons and staff outside the premises.
    • Staff assigned to patrol the exterior of the premise will ensure that unreasonable noise from patrons, entertainment or other sources (idling cabs) is not disturbing neighborhood residents.
    • All disturbances will be described in the incident logbook.
  23. The management will take responsibility to implement procedures that reduce the likelihood of fires and that reduce injury if a fire occurs.
    • The management will inspect emergency lights and exits signs continuously to make sure they are in good working order.
    • Entrance workers will keep count of the number of persons entering the bar such that the count never exceeds the licensed patron limit.
    • The management will inspect exit paths continuously to ensure there are no obstructions.
    • The management will check fire exit doors so that these can be opened from the inside by single-handed action that is activated by an easy-to-reach device such as a lever or panic bar.
    • These fire exit doors will not be locked from the inside when the bar is occupied.
    • Management and staff will develop a fire evacuation plan. Staff will conduct regular evacuation drills.
    • Management will test fire extinguishers and hoses semi-annually or will hire someone to do this.
    • Staff will be instructed in the proper use of fire extinguishers and hoses.
    • The local fire department will be invited annually to inspect the premises for fire safety.
  24. All reasonable steps will be taken to prevent noise emanating from the bar and being a bother or nuisance to neighborhood residents.
    • Bottles and other refuse will be emptied into exterior bins between 9:00 am and 5:00 pm.
    • The volume of entertainment noise will be monitored every 30 minutes to prevent it from exceeding predetermined limits.
    • Reasonable noise-limiting measures will be undertaken (e.g. window closing, use of insulated, sound-blocking doors, asking cab drivers to not idle cabs, assisting patrons to vacate the area peacefully and efficiently).
    • Staff will consult neighbors to identify noise problems and solutions.
  25. Management will build relations with neighbors, police, municipal officials, other licensees and officials through regular consultation.
    • The managers will develop and implement a plan to interact regularly with external partners listed above.
    • The purpose of the meetings will be to identify community problems emanating from the bar and to find and implement strategies to eliminate existing or potential problems.

ENABLING INFORMATION:
EFFECTIVE DATE: 2004 01 31     NEW () AMENDMENT (X )
REFERENCE: Constitution weekend 2004
EFFECTIVE DATE OF PREVIOUS PROCEDURE:  2003 01 24                  
DATE OF CIRCULATION: 2004 01 31    REPLACES Policy # N/A
FORMS REQUIRED   Y( ) N( )   NUMBER ATTACHED: