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Introduction to the Code of Business
Conduct3
Breaches of the Code.4
Exemptions From Application of the
Code.4
Responsibility To Our Associates.4
Equal Opportunity.5
Open Communications.5
Workplace Health and Safety.5
Substance Abuse.6
Workplace Violence.6
Anti-Harassment7
Conflict of Interest7
Gifts and Entertainment8
Outside Employment8
Employment of Family Members.9
Employment of Partners or Employees of
External Auditor9
Responsibility To Our Customers.9
Keeping Our Commitments.10
Confidentiality.10
Focus on Excellence.10
Social Awareness.11
Fair Competition.11
Responsibility To Our Shareholders.11
Insider Trading and Window Periods.11
Definitions.12
Requirements.12
Responsibilities.13
Additional
Restrictions and Requirements.13
Financial Transactions and Financial
Statement Integrity.14
Concerns Regarding Questionable Accounting
or Auditing Matters.14
Investments.14
Executive Compensation.15
External Business Practices.15
Boardwalk, Associate and Customer Assets.16
Intellectual Property.16
Confidential and Proprietary
Information.16
Protection and Proper Use of Corporate
Opportunities.17
Copyright Material18
Trademarks.18
Responsibility To Our Communities.18
Government and Law..18
Political Contributions.19
Community Involvement19
Media Communications.19
Environment Protection.19
Communications Regarding Business
Conduct20
Business Conduct Committee.20
Associate Information.20
Contact Information.21
Code of Conduct Investigations20
Schedule
‘A’22
Schedule
‘B’24
Boardwalk Rental Communities, including Boardwalk Real
Estate Investment Trust (“Boardwalk REIT”), Boardwalk REIT Limited Partnership,
Boardwalk General Partnership, as well as their subsidiaries and affiliated
entities, collectively called “Boardwalk”, has always been committed to
conducting business in compliance with all applicable laws and regulations, and
in accordance with ethical principles and standards. This commitment is a significant part of
ensuring our reputation for honesty, quality, fairness, respect and integrity.
The essence of a successful
and growing organization is the ability to maintain its core values while
promoting progress and enrichment. The
Golden Rule, “to treat others, including staff and customers, as you would like
to be treated”, acts as our guiding principle.
Our Corporate Values guide our decisions as to what is considered
ethical business practices and form the basis of our conduct as a business
organization.
o
Integrity: we will be
honest, accountable, transparent, respectful and trusting in our dealings with
others, appreciating their views and differences.
o
Teamwork: we will
effectively work as a team, appreciating and benefiting from each other’s
unique talents and skills in an open environment while recognizing that the
team’s successes are our successes.
o
Customer
Service: we will promptly respond to
customer concerns and needs with thoughtfulness, compassion and innovation
while at the same time striving to develop proactive solutions through a
support network and a positive service attitude.
o
Social
Responsibility: we will contribute to our community and
encourage our Associates to contribute in ways that reflect the Golden Rule,
balancing our needs with those of others.
o
Our
Associates: we will provide a safe and respectful work
environment that attracts, supports, develops and recognizes high-performing
and innovative team members while striving to maintain a strong work-life
balance.
Maintaining
our reputation for corporate integrity and fairness is vital to our continued
growth and success. Boardwalk recognizes
that the
foundation of corporate integrity is the personal integrity of each individual,
and the choices and decisions we each make.
Boardwalk’s Code of
Business Conduct outlines standards and expectations that guide and assist us
in making the right choice. It defines
individual and corporate responsibilities and is provided to all Boardwalk
Associates, contractors, agents, officers and Board of Trustees of Boardwalk
REIT (“Trustees”). Unless otherwise
indicated, the term “Associates”, when used herein, refers to all employees,
officers, directors, agents, contractors, including the Trustees, where the
context requires. Each individual is
responsible for understanding this Code and is accountable for his or her
business conduct.
Although this Code outlines
many legal and ethical business situations, there will be circumstances in
which you would question legal or ethical compliance. The Code must be used together with your
common sense and good judgment.
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As a member of the Boardwalk Team, it is your responsibility to
communicate any questions or concerns that may arise and report any possible
contraventions of the Code. You are
encouraged to convey these concerns to Boardwalk using any of the avenues
available. If you are in doubt or have a
specific business conduct question, you should contact your immediate Leader or
the Business Conduct Committee. Contact
information is provided in Section 2.6, “Communications Regarding Business
Conduct”.
A component of good
corporate governance is the need for an appropriate policy to protect
individuals who report corporate misconduct from reprisal. In order to facilitate reporting by
Associates who are aware of corporate misdeeds (other than violations of
accounting policies, which is dealt with under “Responsibilities to Our
Unitholders”, under subheading “Concerns Regarding Questionable Accounting or
Auditing Matters”), Boardwalk has adopted the Business Conduct Complaints
Procedure which can be found in Section 2.7 Schedule A. The related complaint
form is located in Appendix 9.3.
Boardwalk has an excellent
reputation for conducting its business activities with integrity, fairness, and
in accordance with ethical principles and standards. We all enjoy the benefits of this reputation
and it is our responsibility to uphold it in every business activity by
understanding our legal and ethical responsibilities and conducting business in
compliance with these obligations.
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As a
general rule, waivers from the application of the Code will not be provided except in very limited circumstances. Associates (other than management or
Trustees) can only be provided with an exemption from the requirements of the
Code with explicit written direction or consent of a duly authorized representative
of Boardwalk. There can be no waiver
from the application of the Code for the benefit of executive officers or
Trustees of Boardwalk unless such waiver is granted by the Board of Trustees or
the Corporate Governance and Compensation Committee, thereof.
Waivers for executive
officers or Trustees from the application of the Code may, depending on the
type of conduct in question, constitute a “material change” under applicable
securities laws, which would require Boardwalk to issue a press release and
file a material change report detailing the conduct in question and explaining
why a waiver was granted.
Boardwalk’s Associates and our collective contributions are the key to our continued success. Our energy, creativity and dedication are what separate us from the competition. Believing in the Golden Rule, we are committed to providing and maintaining a working environment that respects the rights of all Associates. This includes protecting the confidentiality and privacy of Associate records, personal activities and personal information.
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We recruit, train, promote,
and compensate Associates on the basis of performance, experience and
work-related criteria. We are dedicated
to equitable and competitive compensation for all Associates in order to
compete effectively in the labour market.
We are also committed to
providing encouragement and support to Associates in the development of
themselves and to providing opportunities for growth.
We comply with all laws
governing fair employment and labour practices.
We do not discriminate against any applicant for employment or any
Associate in any aspect of his or her employment with Boardwalk because of a
person’s race, colour, religion, gender, national origin, age, sexual
orientation, marital status, family status, mental or physical disability, or
any other legally protected characteristic.
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We believe that an open
exchange of information and ideas promotes teamwork, performance, initiative
and innovation. All Associates are
encouraged to share their opinions, concerns, and suggestions with management
and fellow Associates. In turn, we are
dedicated to giving prompt attention by listening, providing feedback and addressing
each concern or suggestion. It is
important to respect the existing lines of authority prior to consulting with
other members of management.
In addition, Boardwalk
announcements are distributed by email, newsletter, interenal and external corporate
websites and / or by posting on bulletin boards in common areas. These announcements are an essential form of
inter-office communication and are used to inform Associates of changes in
various matters regarding Boardwalk.
The health
and safety of our Associates is of the utmost importance to us and we are committed to protecting and enhancing
it. We expect all Associates to share in
the responsibility of providing a safe, clean and healthy work atmosphere by
following all safety rules and practices.
Take the necessary precautions to protect yourself and fellow Associates
and report immediately any unsafe conditions, practices or accidents.
All Associates are required
to review Boardwalk's Health and Safety Policy Statement found in the Safety
Procedures Manual. In addition, we
provide timely communications on health and safety issues.
In addition to following
Occupational Health and Safety Standards, we ensure Associates are trained in
First Aid according to provincial guidelines.
We also provide Workplace Hazardous Material Information System
(“WHMIS”) training for those Associates who work closely with controlled
products.
In our commitment to
providing a safe working environment, Boardwalk’s Health and Safety Program
includes Health and Safety Committees, Event Recording Forms, Event
Investigations, Contractor Safety Agreements, Job Hazard Assessments, Worksite
Inspections, Worker’s Right to Refuse Dangerous Work, and Safety Infraction
Notices.
Where applicable, we also
form an affiliation with the provincial Worker’s Compensation/Insurance Boards
in programs such as Partnerships in Injury Reduction to further improve our
working environment.
We insist
all Associates use good
judgment and common sense in matters of health and safety, observe any rules
posted and use personal protective equipment and gear when required. We also require Associates to complete
pre-safety and post-safety checks on all equipment, ensuring items are properly
maintained and in good working order.
All contractors are
required to agree to and sign a “Conditions of Contract” schedule in which
expectations regarding safety are clearly outlined.
We encourage all Associates
to contact Human Resources or the Health and Safety Committee should they have
any concerns or questions regarding health and safety in the workplace.
Boardwalk’s policy is to
maintain a drug-free and alcohol-free work environment. Use of illegal drugs and/or alcohol creates
serious health and safety risks in the workplace for yourself and others. The use, possession or distribution of
alcohol, illegal drugs, or other illegal substances is strictly prohibited while
on Boardwalk property. This restriction
also includes illegal or improper use of controlled substances.
At certain
Boardwalk-approved functions, where alcoholic beverages may be served either on
Boardwalk property or at another location, it is expected that the Associate
will exercise responsible drinking habits.
It is strictly prohibited
for any Associate to report for work under the influence of any such
substances.
Smoking is not permitted
anywhere in any Boardwalk office, building or vehicle. Smoking is also not permitted in front of
Boardwalk buildings.
Through Wilson Banwell,
Boardwalk provides confidential personal counseling services for Associates who
are members of the Group Benefit program.
Associates requiring assistance with substance abuse can obtain
information from Human Resources.
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Boardwalk believes in a
zero tolerance policy regarding workplace violence. “Workplace Violence” is any
act in which a person is abused, threatened, intimidated or assaulted in his or
her employment.
Workplace violence can take
many forms, including:
o
Threatening
behavior – such as shaking fists, destroying property or throwing objects.
o
Verbal or
written threats – any expression of intent to inflict harm.
o
Harassment –
any behavior that demeans, embarrasses, humiliates, annoys, alarms or verbally
abuses a person and that is known or would be expected to be unwelcome. This
includes words, gestures, intimidation, bullying, as well as sexual or other
inappropriate activities.
o
Verbal abuse –
swearing, insults or condescending language.
o
Physical
attacks – hitting, shoving, pushing or kicking.
Associates must report to
their immediate Leader or Human Resources, any workplace violence they have
witnessed or to which they have been subjected.
Boardwalk is committed to
maintaining a working environment free from any form of harassment. Any conduct or behavior based on a person’s
race, colour, religion, gender, national origin, age, sexual orientation,
marital status, family status, mental or physical disability, or any other
legally protected characteristic is considered harassing if it creates a
hostile, intimidating or offensive work environment, or unreasonably interferes
with an Associate’s work performance.
Harassment can take many
forms, including:
o
Physical: Unwanted, suggestive physical contact or
behavior, unwelcome leering or touching, whistling, aggression or assault.
o
Verbal: Foul or obscene language, derogatory remarks
or slurs, off-colour jokes, propositions, sexual innuendos, threats or
intimidation.
o
Non-Verbal: The display in the workplace of suggestive or
explicit derogatory objects, pictures, posters or cartoons, including, but not
limited to, offensive electronic communications or voice-mail messages or
obscene gestures or hate messages.
o
Sexual: This includes but is not restricted to,
unwelcome sexual advances, requests for sexual favours, as well as other
conduct of a sexual nature when the acceptance or rejection of such conduct is
made as a condition of the Associate’s continued employment or used as the
basis for any employment decisions affecting the Associate.
Associates must report to
their immediate Leader or Human Resources, any harassment they have witnessed
or to which they have been subjected.
We are all expected to give
exclusive loyalty to Boardwalk when conducting business-related activities and
duties. Nonetheless, a conflict of
interest can arise when an Associate or Trustee has a private or personal
interest sufficient to appear to influence the objective exercise of his or her
business duties and responsibilities.
We believe that an
Associate or Trustee should not create or participate in situations where you
have to choose between personal interests and the interests of Boardwalk, where
there may be a perception that you may not be acting in the best interests of
Boardwalk nor create a situation that would interfere with your independent
judgment when conducting business.
In addition, Trustees must
follow corporate policies and procedures when dealing with conflict of
interest, use of official authority, hiring of Associates and in handling
grievances/complaints.
If you perceive a conflict
of interest, you may discuss the situation with your immediate Leader.
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This policy applies to
anything given as a result of Boardwalk’s business affiliations, for which you
have not paid fair market cost. Business
gifts and entertainment are courtesies that are intended to build strong and
positive working relationships with business associates.
It is important to
distinguish between encouraging a social interaction with suppliers, customers
or potential vendors of Boardwalk and individual gifts or benefits to an
Associate or Trustee. If an Associate or
Trustee is given an opportunity for a business or social event that a third
party vendor is hosting and there is a benefit to Boardwalk in attending, it is
acceptable.
At times, business gifts
may bring into question our ability to make objective and fair decisions. If the gift compromises or appears to
compromise your independent and objective judgment, it is inappropriate. In addition, neither Associates nor Trustees
should accept compensation or rewards from individuals, suppliers or other
vendors because of the position they occupy at Boardwalk.
At times, it may be difficult to determine the appropriateness of a gift. If you are in doubt, discuss the situation
with your immediate Leader and ask yourself:
o
Is the gift
unquestionably associated to the conduct of business?
o
Is the gift
reasonable and of moderate value?
o
Is the gift of
a communal nature?
o
Would I be
comfortable owning up to the giving or receiving of this gift in front of
others?
o
Do I feel any
pressure to respond or grant special favours as a result of this gift?
o
Am I certain
the gift does not violate any law or business regulation?
Your immediate Leader, or
in the case of Trustees, the Chair of the Compensation and Governance
Committee, must be advised of all gifts and entertainment immediately upon
receipt. If the gift is not appropriate,
it should be returned.
We believe that all
business associations are the result of a team effort. Hence, management is responsible to ensure
the fair distribution of all gifts and entertainment to all departments and
teams at Boardwalk.
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Outside employment,
occupation, consulting or other similar activities may present or be perceived
to present a conflict of interest.
Associates must not engage in outside employment if it is related to the
business in which Boardwalk is in now or may become engaged, or which would
otherwise conflict with your work obligations to Boardwalk. Trustees must not engage in employment,
occupation or consulting that conflicts with their obligations to Boardwalk.
If you feel that any
position or office you hold outside of Boardwalk may present a conflict of
interest, discuss the situation with your immediate Leader, or in the case of
Trustees, with the Chair of the Compensation and Governance Committee.
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A conflict of interest
could arise or be perceived when family members work closely together. A family member is defined as a spouse,
common-law spouse, child, sibling, parent, grandchild, grandparent, uncle,
aunt, niece, nephew, first cousin or in-law.
Family members of an
Associate can be hired for employment as long as the Associate does not work
under the direct supervision of a family member and vice versa.
If a marriage or common-law
relationship develops which breaches the above condition, every effort will be
made to transfer one Associate to another position within Boardwalk. If this is not feasible due to unavailability
or any other circumstances, one of the Associates will be required to resign
from his or her position at Boardwalk.
Please note that any
relationships existing prior to August 1, 2003 that would otherwise be a violation of this policy
are specifically excluded from its application.
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A conflict of interest
could arise or be perceived if Boardwalk were to hire partners, employees or
former partners or employees (collectively referred to as “Partners”) of our
present or former external auditor as Associates. Accordingly, pursuant to the requirements of
applicable securities laws and in order to maintain the independence (as that
term is defined in Canadian Securities Administrators’ Multi-Lateral Instrument
52-110, titled “Audit Committees”) of our external auditor and preserve the
integrity of our reporting of financial results, any decision to hire a Partner
as an Associate will not be finalized until it has been reviewed by the Audit
and Risk Management Committee.
Such review will include
the qualifications of the Partner in question, as well as an assessment of the
potential impact the Partner’s hiring could have on the independence of our external
auditor and the integrity of our financial reporting. If the Audit and Risk Management Committee
determines that the hiring of such Partner would adversely affect the
independence of our external auditor or the integrity of the reporting of our
financial results, such Partner will not be hired as an Associate.
Please note that any
Partners hired prior to August 1, 2003 are specifically excluded from the application of
this section.
Each
Associate has a responsibility to our Customers. Though some Associates may have greater contact with Customers than others, we
must all think of how our Customers feel about how we conduct business and we
should act accordingly.
At all times, we will
conduct ourselves in a respectful and professional demeanor, upholding the
Golden Rule and Corporate Values.
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Our Customers deserve and
expect our timely attention to their concerns and needs. We are committed to responding to all
concerns with a respectful, professional and positive service attitude.
Customers depend on us to
honour our commitments. Misrepresenting
ourselves or failing to keep our promises undermines our reputation for
conducting business with integrity, fairness, and in accordance with the highest
ethical standards.
We are committed to honest,
accurate and clear communications with our Customers, recognizing that they
deserve and need to know that we keep our promises. Hence, we only make commitments that we
believe we will be able to fulfill.
Many Associates deal
primarily with other Associates, departments and teams. These principles apply equally to internal
customer relationships.
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We respect our Customers’
rights to privacy and understand its importance to them. We treat what we learn about our Customers as
confidential and we do not sell, lease or provide this information to any other
organization, person or agency unless required by law, or as required as a
result of the landlord-tenant relationship or as necessary to provide
building-related services to the Customer.
A Customer’s confidential
information is any information the Customer would consider private, which is
not common knowledge outside of Boardwalk, and which you have learned as a
result of Boardwalk’s association with that Customer.
For visitors to our
website, Boardwalk’s Privacy Policy explains how we handle, use and safeguard
information we learn from each visit.
All Associates are
obligated to protect and to treat any Customer information and data with the
utmost confidence, respecting the privacy of our Customers.
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Boardwalk offers rentals in
quality apartment and townhouse properties in some of Canada’s most desirable locations.
We are focused on providing
the best value in apartment and townhouse living. Our aggressive renovation strategy and
capital improvements ensure a quality home for our Customers’ lifestyles. In addition, our Preventative Maintenance
programs and capital upgrades of heating, plumbing and fire alarm systems work
towards our corporate objective of providing high quality, efficiently run
buildings.
We analyze and address
Customer and building concerns to continually improve the quality of the
homes we provide. We are dedicated to exploring and welcoming new
ideas that fulfill our commitment to provide our Customers with a carefree
lifestyle and enhance the value to them.
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Boardwalk is a
customer-focused organization that is keenly aware of the human element in our
business. The Community Development and
Social Services Department was created to foster collaboration with government
and social service agencies to provide affordable housing and to assist our
Customers who are in financial need
Our Internal Subsidy
program is designed to assist long-term, good-standing Customers who find
themselves in financial hardship. We
believe that many of these Customers, with a little assistance, can continue to
enjoy and appreciate quality housing in the market.
In addition, Boardwalk
recognizes the uncertainty that is brought about by volatile movement of rental
rates and acts responsibly in implementing all increases in rents to current
Customers.
Boardwalk also works with
local social service agencies and housing authorities to assist Customers who
are in financial need. We often refer
our Customers to community services and work together with those service
agencies to help our Customers.
Boardwalk is committed to
competing vigorously in all markets.
While doing so we will comply with all applicable fair competition
laws. Canada’s Competition Act prohibits agreements and
practices that restrict competition.
In general, unfair
competition and deceptive acts or practices are prohibited. This includes deliberate misrepresentation in
advertising and promotions.
Competition laws can be
highly technical. When in doubt, the
Vice President of Legal Affairs must be consulted. Every Leader is required to understand these
laws and regulations and how they apply to his or her position and area of
responsibility at Boardwalk.
Boardwalk
is committed to providing value to its unitholders in a number of ways, one of which is to
maintain a strong financial position.
Unitholder value is ultimately created through satisfied and loyal
Customers, and customer satisfaction is directly dependent on Associates who
are satisfied and effective.
We are dedicated to
conducting business in the unitholders’ best interests. Boardwalk believes in timely communications
with our unitholders, in accordance with applicable laws and regulations, in
order to inform them of major actions or decisions.
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While performing their
duties, Associates and Trustees may gain knowledge or information about
Boardwalk that is generally not available to the public. All Associates have the responsibility to
keep such Boardwalk information confidential until it is officially announced
publicly.
“Insider Trading” is a serious
offence under securities laws in both Canada and the United States. Insider
trading may also expose Boardwalk to civil action by other participants in the
equity markets and cause serious harm to Boardwalk’s reputation. Insider trading occurs when Associates and/or
Trustees trade securities on the basis of non-public information. To avoid even the appearance of insider
trading, Boardwalk has adopted a trading policy that includes “Window Periods”. Window Periods are periods within which
Trustees and designated Associates are permitted to trade in securities of
Boardwalk. At all other times Trustees
and designated Associates are prohibited from trading in securities of
Boardwalk. In the event that Boardwalk
adopts a trust unit option plan similar to the one previously adopted by
Boardwalk Equities Inc., and issues options to purchase units to Associates and
Trustees, optionees will be able to exercise their options at any time, but any
sales of the units issued on such exercise will only be allowed to be made
during a Window Period.
This policy is applicable
to all Associates and Trustees, with additional obligations imposed on
designated Associates. If you have any
questions about the application of this policy, you must contact the Chief Financial
Officer or the Vice President and General Counsel before trading. Given the serious consequences of insider
trading, violations of this policy may lead to disciplinary action up to and
including termination of employment.
The
Vice President and General Counsel should be consulted if you are uncertain
about any aspect surrounding insider trading.
“Material Information” is
information that could reasonably be expected to have a significant effect on
the market price or value of any of the securities of Boardwalk. Proposed changes to the business, operations
or capital of Boardwalk that are expected to be ratified by the Board of
Trustees may also be material.
Information that could be material about Boardwalk includes:
o
A change in the
regular dividend.
o
Actual change
in earnings.
o
Upcoming
announcement of earnings or losses.
o
A stock split.
o
A pending or
prospective merger, acquisition, or tender offer.
o
The sale of
assets or a subsidiary or associated entity.
Both positive and negative
information can be material. The
probability that an event will occur or not affects whether it is
material. Any questions concerning the
materiality of particular information should be resolved in favour of materiality,
and trading should be avoided.
“Non-Public” information is
information that is not available to the general public.
“Trading”
is the purchase or sale of stocks, bonds, debentures, options or other
marketable securities. Questions as to
what transactions are covered by these terms can be addressed to stockbrokers
or the Vice President and General Counsel.
Requirements
No Associate or Trustee may
trade in the securities of Boardwalk or securities of any other organization at
any time when the Associate or Trustee, as a result of Boardwalk employment or
office, respectively, has “material non-public” information about Boardwalk or
that organization. This restriction on
“insider trading” is not limited to trading in Boardwalk stock. It includes trading in the securities of
other companies with which Boardwalk has a commercial relationship or with
which it is engaged in confidential negotiations.
In addition, neither
Associates nor Trustees may communicate material non-public information learned
or developed through Boardwalk employment or office, respectively, to other
persons (“tipping”) who may misuse the information, and neither Associates nor
Trustees may recommend that anyone purchase or sell any securities on the basis
of such information. So long as material
information is non-public, members of an Associate or Trustee’s immediate
family and others who have received the information from the Associate or
Trustee as applicable are not permitted to trade in the securities.
After material non-public
information learned or developed through Boardwalk employment or office has
been publicly disclosed through a press release or other official announcement,
Associates or Trustees should not trade in the securities until 24 hours
following the announcement to allow the market to absorb the information.
Every Associate and Trustee
who has knowledge of material non-public information is responsible for
ensuring that he or she does not violate applicable securities laws or
Boardwalk policy governing securities trading.
Insider trading and tipping can result in substantial civil and criminal
penalties. Boardwalk, as an employer and
reporting issuer, could also be liable for fines as a consequence of any
Associate’s or Trustee’s insider trading or tipping.
The Vice President and
General Counsel of Boardwalk is responsible for providing guidance regarding
this procedure.
Trading in “puts” and
“calls” (publicly traded options to sell or buy stock) and engaging in short
sales are often perceived as involving insider trading. Therefore, Boardwalk strongly discourages
Associates and Trustees from such trading with respect to Boardwalk securities.
In addition, to avoid even
the appearance of impropriety in transactions involving Boardwalk securities,
Trustees, officers and certain other designated Associates must comply with the
following restrictions:
o
They must
refrain entirely from trading in puts and calls in, and engaging in short sales
of, Boardwalk stock.
o
They are
permitted to trade or monetize Boardwalk stock only during the period beginning
on the second business day following the date of release of a quarterly or
annual statement of financial results and ending on the last day of each
financial quarter.
o
Boardwalk will
email all affected persons reminding them of the commencement of trading bans;
however, Trustees and designated Associates must still comply with this policy
even if they do not receive such notification.
The Vice President and
General Counsel will designate and notify those Associates who are subject to
these additional restrictions.
The integrity of
Boardwalk’s financial records is crucial to the operation of our business and
is vital in maintaining the confidence and trust of our Associates, unitholders
and other stakeholders. We are committed
to providing full, accurate and timely disclosure of Boardwalk’s financial
performance and results. Boardwalk’s
finance and accounting Officers and Associates have a distinct fiduciary
responsibility to ensure that all finance and accounting practices support this
commitment.
We are
dedicated to ensuring that all business transactions are correctly recorded and encapsulated
in accordance with Boardwalk’s accounting policies, which ensure compliance
with Canadian and U.S. Generally Accepted Accounting Principles and applicable laws and
regulations.
It is against Boardwalk
policy to manipulate the representation of our financial performance or
otherwise knowingly compromise the integrity of Boardwalk’s financial
statements. Associates must not enter or
record information that purposely misleads or disguises the true nature of any
financial or non-financial transaction.
Additionally, each Associate must maintain, safeguard and dispose of
Boardwalk records in accordance with applicable laws and regulations.
It is also against
Boardwalk policy to unduly or fraudulently influence, intimidate or mislead
auditors regarding financial records, processes or internal controls.
All Associates must
immediately report any suspected case of financial or operational
misrepresentation or misconduct to their immediate Leader. Any reports of this nature will be promptly
and thoroughly investigated. An
Associate who brings forward such a report in good faith will not be subjected
to reprisal nor will it negatively impact his or her career or employment at
Boardwalk.
Applicable securities
regulatory initiatives require public entities such as Boardwalk to create a
system to facilitate the reporting of corporate wrongdoing consisting of
questionable accounting or auditing matters.
Multi-Lateral Instrument 52-110 requires that the Audit and Risk
Management Committee establish procedures for:
o
the receipt,
retention and treatment of complaints received regarding accounting, internal
accounting controls, or auditing matters; and
o
the
confidential, anonymous submission by Associates of concerns regarding
questionable accounting or auditing matters.
In
response to such regulatory requirements, the Audit and Risk Management
Committee has adopted the Whistleblower Policy, attached to this Code as
Schedule B.
Boardwalk acknowledges and
respects the right of Associates and Trustees to participate in financial and
business interests and activities outside of their jobs and offices, respectively. However, there is a potential conflict of
interest if you have a direct or indirect financial or ownership interest in
one of Boardwalk’s competitors, suppliers, customers, vendors or in any
organization with which Boardwalk may potentially do business.
Associates should refrain
from such investments or transactions should the investment or transaction be
of a significant or material interest to Boardwalk. If you feel that any investment you hold
outside of Boardwalk may present a conflict of interest, discuss the situation
with your immediate Leader.
Trustees should not
participate in any such investments or transactions, whether directly, or
indirectly through a family member, business or other organization or entity
owned or controlled by them.
Investments in mutual funds
or similar investment vehicles in which you do not directly control the
selection, sale, or purchase of a particular stock or security will not
typically present the same likelihood of a conflict of interest as a direct
purchase and are generally permissible.
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We are committed to
equitable and competitive compensation for all Associates. In particular, while balancing the needs of
our unitholders, we develop executive compensation policies that meet the needs
of Boardwalk to compete in the managerial labour market.
We also
ensure there is a balance in the selection of performance measures and that
they tie into the long-term strategic plan and financial performance of
Boardwalk. We establish performance targets that must be
achieved for short-, medium- and long-term incentives.
We believe in conducting
business with those who incorporate and exhibit high standards of ethical
business practice and comply with applicable laws and regulations. We are fair in choosing suppliers,
contractors and consultants and honest in all business interactions with them.
All purchasing and contract
decisions will be based on the best value realized by Boardwalk and in
alignment with our business standards and goals. Our criteria for choosing suppliers,
contractors and consultants include competitive price, quality, quantity,
delivery, service, qualifications and reputation.
Without the approval of the
Executive Committee, Boardwalk shall not enter into a contract for the supply
of goods or services with a family member of an Associate. Similarly, without the approval of the entire
Board of Trustees, Boardwalk shall not enter into a contract for the supply of
goods or services with a family member of, or a business, organization or other
entity owned or controlled by a Trustee.
Further, Boardwalk shall not, under any circumstances, enter into a
business transaction with a family member of, or a business, organization or
other entity owned or controlled by a Trustee if, as part of the transaction,
the Trustee is to receive a fee. A
family member is defined as a spouse, common-law spouse, child, sibling,
parent, grandchild, grandparent, uncle, aunt, niece, nephew, first cousin or
in-law.
Agreements should be in
writing and have established expectations set forth for all parties. All
contractors are required to agree to and sign a “Conditions of Contract”
schedule in which expectations are clearly outlined.
Respect and security of
Boardwalk property, as well as Associate and Customer personal property is
everyone's concern. Every Associate is
required to protect the assets of Boardwalk and ensure their efficient use. Theft, carelessness and unnecessary waste
have a direct impact on Boardwalk's profitability and its reputation.
Boardwalk property such as
supplies, tools, equipment, buildings, telephones, fax machines, cellphones,
pagers, Blackberries and computers are not to be used for personal reasons or
for any purpose not related to Boardwalk business except as authorized by your
immediate Leader.
Similarly, other Associate
or Customer personal property is not to be touched or used without the express
permission of the owner of such property and, if such permission is obtained,
for any purpose other than that expressly agreed to by the owner of such
property. Permission to use or borrow
Customer or other Associate personal property should not, as a matter of normal
practice, be sought, except in the most exceptional circumstances. Except in the case of emergency, a Leader
must not request use of, or seek permission to borrow, the personal property of
an Associate who reports directly to them.
Boardwalk Associates must
not take items which have been abandoned by Customers or former Customers. This is theft and will result in immediate
suspension or termination of employment. This is a zero tolerance policy.
Email, Boardwalk
applications, computers, terminals and internet connections are Boardwalk
property and are intended for conducting corporate business only. Email messages and computer files on
Boardwalk's computers/ Blackberries/servers/network are the property of
Boardwalk and may be accessed at any time by management without notice or
consent.
It is also the
responsibility of every Associate to treat all property and equipment with the
highest degree of care and respect.
Missing or damaged property or equipment, whether owned by Boardwalk,
our Customers or other Associates, should be reported directly to your
immediate Leader.
In order to perform job
responsibilities effectively and efficiently, Boardwalk may issue Associates
Boardwalk property such as a Blackberry, laptop computer, pager, walkie-talkie,
camera or cellular phone. If you are
issued any Boardwalk property, you are responsible
for replacing such items should they become lost or damaged. All such property
must also be returned in good working order immediately upon the request of your
immediate Leader or at the end of your employment with Boardwalk.
If a set of master keys,
building access cards, or key fobs is signed out or made available to an
Associate, they will be the sole responsibility of the Associate and must not
be lent to anyone under any circumstances.
In addition, the Associate is not to copy a master key, building access
card, key fob, or set in any fashion.
All master keys, buildings access cards, or key fobs must be returned on
the earlier of: (a) the date provided
for when same are signed out or made available, or; (b) at the end of your
employment with Boardwalk.
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Boardwalk depends on
intellectual property, such as processes, trade secrets, trademarks,
copyrighted materials, technology, software programs and applications. Associates have made considerable investments
of time and organization assets in our intellectual property. Inadequate security allows it to become
available to others who have not made similar investments. We would thus lose the competitive advantage
this information provides and compromise our ability to provide unique services
to our Customers.
It is the responsibility of
every Associate to help protect Boardwalk’s intellectual property. Management must promote and maintain
awareness of the importance of this. This responsibility continues even if an Associate leaves the services
of Boardwalk for any reason.
Information is a valuable
corporate asset. Honest and effective
distribution of information is crucial to Boardwalk’s success. Much information about Boardwalk’s business
activities is restricted or proprietary. Confidential information is information Boardwalk considers private and
which is not common knowledge to the public. Proprietary information is
information Boardwalk owns, develops, or pays to have developed.
Every Associate is required
to protect Boardwalk’s confidential or private information including that of
its Customers, suppliers, contractors, unitholders, fellow Associates and third
parties who disclosed information to Boardwalk in confidence. Any and all information that may be developed or
shared as a result of the Boardwalk's business processes including any and all
programming code or software applications developed during business hours
and/or using Boardwalk computers and/or Boardwalk software, is
proprietary to Boardwalk and must be treated as confidential.
Associates must keep
confidential, except as Boardwalk may otherwise consent in writing, and not
disclose, or make any use of except for the benefit of Boardwalk, at any time
either during or subsequent to their employment, any trade secrets,
confidential information, computer software and systems, trademarks,
copyrighted material, processes, technology, software applications, knowledge,
data or other information relating to products, processes, know-how, designs,
Customer lists, business plans, marketing plans and strategies, and pricing
strategies or any subject matter pertaining to any business Boardwalk or any of
its clients, licensees or affiliates, which may be produced, obtained or
otherwise acquired during the course of business.
Associates will not
deliver, reproduce or in any way consent to any such trade secrets, confidential
information, knowledge, data or other information, or any documentation
relating thereto, to be delivered or used by any third parties without explicit
direction or consent of a duly authorized representative of Boardwalk.
This responsibility to
protect Boardwalk’s confidential and proprietary information continues even if
an Associate leaves the services of Boardwalk for any reason.
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Boardwalk has made
considerable investments of time and resources in our business. It is the responsibility of every Associate
and Trustee to help protect these investments and management must promote the
awareness of the importance of this.
Opportunities in the
ownership and/or operation of multi-family rental communities, Boardwalk’s core business, or in
related businesses, may be presented to Associates, particularly Trustees and
senior management. Such opportunities
usually are presented to such persons exclusively as a result of their office
or employment with Boardwalk and rightfully belong and are the property of
Boardwalk. The conduct of Trustees in
such a situation is governed by applicable law on the duties of directors and
by the declaration of trust of Boardwalk REIT.
In short, Associates,
including Trustees, who are presented with such an opportunity have a duty that
requires them to bring such opportunity to the attention of Boardwalk senior
management and/or the Board of Trustees for consideration and possible
participation in same by Boardwalk.
Associates and Trustees
must not, in any circumstances, participate in a corporate opportunity that
arises by virtue of their employment or office, respectively, with
Boardwalk. If an Associate or Trustee
has any doubt as to whether a particular opportunity presented to them is the
rightful property of Boardwalk, they should err on the side of caution and
disclose the nature of the opportunity to senior management and/or the Board of
Trustees for a definite determination.
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We will not reproduce or
distribute copyrighted materials owned by others without a valid license or
proper permission of the copyright owner or its authorized agents.
Though it is not always easy to determine if such permission already exists,
you must verify that appropriate permission exists before reproducing or
distributing such materials.
Copyrighted materials
include, but are not limited to, books, trade journals, magazines, TV, radio
programs, videotapes, music performances, photographs, manuals, documentation,
software programs, databases, diskettes, CDs and World Wide Web pages. Generally, all laws pertaining to printed
materials are also applicable to visual and electronic media.
Boardwalk respects the software ownership rights of others. Boardwalk and
its Associates will not knowingly install illegal copies of software
or software applications on Boardwalk computers, servers and/or
networks. All software installations on Boardwalk computers, servers and/or
networks must have been purchased or obtained through legal means and must be
pre-approved for installation by the Boardwalk IT Department. Computer software licensed by Boardwalk or developed
by Boardwalk must not be illegally copied for personal, Boardwalk or Customer
use.
In addition to not
infringing upon the copyrights of others, we also have a responsibility to
protect those works that belong to Boardwalk.
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In order to preserve our
reputation and the integrity of Boardwalk’s reputation, we must ensure proper
use of our name and our trademarked images, for example the Boardwalk logo, at
all times.
When reproducing these
images, it is important to do so accurately as they represent Boardwalk and
help uphold the Boardwalk image. The
“Logo Standards Guide” should be reviewed regularly to ensure comprehension of
and compliance with our trademark usage guidelines.
Boardwalk
recognizes the influence and impact it has on the communities in which it has a presence. We believe that companies have social
obligations that extend beyond the operation of their business. Directly and through our Associates, we are
committed to contributing to local communities, charitable organizations and
the general well-being and improvements of these communities.
Laws, legal standards,
rules and regulations are our starting point and minimum acceptable level of
conduct. We expect all Associates and
Trustees to operate within legal guidelines and cooperate with local and
national authorities. Disregard of the
law cannot and will not be tolerated.
It is not possible to
reproduce and distribute every law or rule that exists. We encourage Associates and Trustees to use
common sense and good judgment when representing Boardwalk to avoid
contradicting legal laws and standards. We should attempt to comply with the letter and spirit of the law.
All management Associates
and Trustees are expected to understand regional legal and regulatory
requirements, as well as business requirements, and how they apply to their
position and area of responsibility at Boardwalk.
All Canadian citizens have
the right to partake in the political process. We respect and encourage Associates and Trustees to participate in
political activities and public issues on their own behalf. We do not reimburse Associates or Trustees
for personal political contributions, nor do we permit Associates or Trustees
to campaign on Boardwalk time or property.
While Boardwalk may express
its views on local and national issues, which may affect its operations, we do
not abuse corporate power to influence public issues.
We encourage all Associates
to contribute to our communities on an individual basis and as part of
Boardwalk. We are committed to
contributing to and investing in the long-term interests of our communities.
Where possible, we
participate in community and charitable events and provide financial support to
worthwhile community programs in areas such as social housing and financial
hardship. Volunteer activity is
encouraged and practiced by our Associates through Boardwalk sponsored events
such as Habitat for Humanity and Food Bank Campaigns.
We believe in giving our
support to our communities and that our actions lead the way for our Associates
to do the same.
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The media, whether
television, newspaper or radio, plays a significant role in influencing public
opinion and awareness. Boardwalk
understands and values the need for reporting newsworthy events with honesty
and integrity. We are committed to open,
honest and consistent communications in all our dealings with the media.
To maintain consistency and
accuracy of the information provided, all Associates, other than Senior
Officers, must direct media inquiries to the Corporate Communications Manager.
Our business will be
conducted in a manner that protects our environment and goes beyond simply
complying with environmental laws. We
believe in a proactive approach to protecting Customers, Associates and
property from environmental hazards. As
part of our commitment, we develop programs that promote conservation of our
environment.
We are dedicated to the
responsible use of natural resources and the reduction of greenhouse gas
emissions. Our responsibilities include:
o
ensuring proper
storage, handling and disposal of hazardous waste and materials;
o
performing
environmental clean-up upon acquisition, as required;
o
minimizing
electrical energy consumption through the use of high-efficiency lighting and
equipment;
o
minimizing
natural gas consumption through the replacement of old, inefficient equipment
and the proper control of equipment;
o
upgrading
building envelopes to reduce energy waste, and;
o
updating HVAC
and other equipment.
Throughout our operations,
we uphold these responsibilities and ensure we do our best to preserve and
protect our environment.
The Code of Business Conduct gives a general overview
of Boardwalk’s commitment to maintaining ethical principles and standards in
all our business practices. There may be
situations in which you have questions about legal or ethical compliance and
are unable to find the information you need within this Code.
Boardwalk has appointed a
Business Conduct Committee to ensure Boardwalk’s compliance with all applicable
laws and this Code.
You can discuss your
concern with this Committee. The
Committee will request that a Business Conduct Complaint Form be
completed. Each concern will be handled
promptly, discreetly, and professionally.
It will be reviewed by the Committee and the Committee will respond to
you in writing with their findings and conclusion.
The Committee may elect to
investigate a concern or may determine that it is not a matter falling within
the Code or that a current process effectively handles the matter of the
concern and a review is not justified.
Should a concern warrant an investigation, all parties will be given an
opportunity to express their viewpoint before a conclusion is reached by the
Committee. Investigations will be made
discreetly, respecting the rights and privacy of all individuals.
The process in which the
Committee reviews concerns and conducts investigations is governed through the
Business Conduct Complaints Procedure, attached to this Code as Schedule A.
The Vice-President, Legal
Affairs of Boardwalk, a member of the Business Conduct Committee, shall, on a
quarterly basis, provide a report to the Audit and Risk Management Committee of
investigations ongoing or concluded pursuant to the Business Conduct Complaints
Procedure or, if no such investigations are ongoing or concluded, a certificate
to that effect.
Your primary resource is
your immediate Leader. They may have the
information you seek, or can forward the question to the Associate most
appropriate to respond to your concerns.
There may be times when you choose not to discuss a situation or concern
with your immediate Leader. Perhaps you
are dealing with a business ethics problem and want confidential advice, or you
may want more information than your immediate Leader is able to provide, or you
may want to report an ethical concern regarding your immediate Leader’s
conduct.
You can discuss your
concern with the Business Conduct Committee in confidence and without risk of
reprisal.
The Business Conduct
Committee can be contacted by telephone at (403) 206-6702, by fax at (403)
298-3993, by email at BusinessConduct@bwalk.com
or by mail to the attention of Business Conduct Committee, #200, 1501 – 1st Street SW, Calgary, Alberta T2R 0W1.
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Reporting
To report a breach of the code of conduct, an
Associate should immediately notify their Leader of the situation. They will in
turn notify the Regional Human Resources Coordinator who will contact the
Associate to discuss the claim.
It is important that all breaches of the code of
conduct be immediately reported to an Associate’s Leader, regardless of the
perceived significance or severity of the event. Even if an Associate doesn’t
believe the event to be worth mentioning, it is crucial that HR is informed.
o
If your Leader is the subject of a complaint of a breach of the code of
conduct, directly contact your Regional Human Resource Coordinator
o
Our HR Coordinators are trained for investigations and have specific
procedures established for evaluating situations and conducting investigations
o
Once a Human Resources Coordinator is notified of the complaint, they
will immediately discuss the event with the complainant, review the incident,
and determine whether or not an investigation of the event should take place
Discussing the Incident with your Leader
If,
and only if,
the Regional HR Coordinator cannot be immediately reached should an Associate
discuss the event in depth with their Leader. The Leader will not, at any point
under any circumstance discuss the complaint with the accused or any co-workers,
peers, etc… of either the accused or the complainant. It is important the
Associate also refrain from discussing the event with anyone else
If
an investigation is not deemed necessary, Human Resources will be responsible
for making a recommendation based on the complaint received and the information
collected. This information will be
presented to the Leader and the Leader’s Leader.
Investigation
If
an investigation is deemed necessary, Human Resources will be responsible for
coordinating and conducting all aspects of the investigation. The respondent
and/or complainant will be suspended with pay during the course of the
investigation to ensure the safety of all involved.
Privacy
It is the duty of our Leaders, HR Coordinators, and
Investigation Team to ensure the privacy of the Associates and individuals
involved in the investigation throughout the entire process except if required
to do so by applicable law, rule, legislation, or order(s) of court or other
competent authority having jurisdiction.
o
Under no circumstance will they divulge information that would lead
anyone to the reasonable conclusion that an Associate is under investigation
for any reason
o
They will not discuss any details of the investigation, the event in
question, the Associate(s) accused, the complainant(s), similar events,
potential ramifications, personal opinions, or anything that whatsoever might
be interpreted as related to the investigation unless explicitly instructed by
one of the investigators
Procedure
All
investigations will be conducted by two individuals.
The Leader of the Associate being investigated will not be one of the
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