cowell auto group€¦ · 2014-11-19 · this operational guide was developed by the management...

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Audi of Richmond (Cowell Motors Ltd.)Cowell Volkswagen (Cowell Motors Ltd.)Jaguar Richmond (Cowell Imports Inc.)Land Rover of Richmond (Cowell Imports Inc.)

Version 2014.11.19

P.O.G | WELCOME | 2

Welcome to the Cowell TeamEver since we first opened for business in 1967 we have considered that our customers and our employees are our greatest assets. This belief is reflected in our Mission Statement, Core Values, Promises and Pillars. As an employee, we want you to understand that your individual efforts are critical to your own success and are an integral part of the success of the entire team at The Cowell Auto Group.

This Operational Guide was developed by the management and employees of Cowell Auto Group for the benefit of both employees and Management. We believe that, by being well informed, we can all serve our customers in a more professional and confident manner. It is designed to provide information on the Company’s basic policies as well as some of the employer and employee responsibilities.

Please retain this guide for your continued reference. If you have any questions that are not answered in the guide, please do not hesitate to ask your Department Manager.

We value your membership on the “Cowell Team”. By working together we will continue to grow and prosper in our mutual endeavors.

Sincerely,

Gary CowellPresident

WELCOME!

WELCOME TO COWELL AUTO GROUP ..................................................................................................2

COMPANY OVERVIEW1. INTRODUCTION .............................................................................................................................................52. NEW STAFF ORIENTATION ......................................................................................................................53. GET CONNECTED .........................................................................................................................................54. HOURS OF BUSINESS .................................................................................................................................65. STAFF LOUNGE/LUNCHROOM .............................................................................................................76. PARKING ............................................................................................................................................................77. PERSONAL USE OF OFFICE EQUIPMENT & MAIL ......................................................................78. SECURITY ..........................................................................................................................................................79. VISITORS ............................................................................................................................................................810. GIFTS, TIPS & GRATUITIES .......................................................................................................................811. SOLICITATION .................................................................................................................................................812. SUGGESTIONS ................................................................................................................................................813. BULLETIN BOARDS ......................................................................................................................................814. HOUSEKEEPING .............................................................................................................................................815. CHARITY PARTICIPATION .........................................................................................................................9

EMPLOYMENT16. HUMAN RIGHTS ............................................................................................................................................. 1017. DISCRIMINATION & SEXUAL HARRASSMENT ............................................................................... 1118. WORKPLACE BULLYING & HARRASMENT ...................................................................................... 1219. EQUAL EMPLOYMENT OPPORTUNITY ............................................................................................. 1320. MOTOR VEHICLE RECORD INQUIRY .................................................................................................. 1321. EMPLOYEE RECORDS / PERSONAL INFORMATION ................................................................. 1422. GRIEVANCE PROCEDURES ..................................................................................................................... 1423. DISCIPLINE ........................................................................................................................................................ 1524. TERMINATION OF EMPLOYMENT ........................................................................................................ 16

1. INVOLUNTARY ................................................................................................................................... 162. VOLUNTARY ........................................................................................................................................ 16

25. EXIT INTERVIEW ............................................................................................................................................ 1626. USE OF PROPERTY ...................................................................................................................................... 16

GENERAL POLICIES27. COMPUTER USE ............................................................................................................................................. 1728. PUNCTUALITY & ATTENDANCE ............................................................................................................ 1929. PERSONAL APPEARANCE .......................................................................................................................2030. CUSTOMER RELATIONS ............................................................................................................................2031. CUSTOMER VEHICLES ................................................................................................................................2132. DEALERSHIP VEHICLES ............................................................................................................................21

1. REPAIRMAN’S PLATES ...................................................................................................................212. DEMONSTRATION PLATE ............................................................................................................22

33. SERVICE RENTALS .......................................................................................................................................2234. PARTS DELIVERY VEHICLES...................................................................................................................2335. TOOLS & EQUIPMENT .................................................................................................................................23

TABLE OF CONTENTS

36. TOOL ALLOWANCES ..................................................................................................................................2337. REPAIR SHOP ..................................................................................................................................................2338. WASH BAYS ......................................................................................................................................................2339. SUBSTANCE ABUSE ....................................................................................................................................2340. SMOKING ...........................................................................................................................................................2441. SAFETY ...............................................................................................................................................................2442. PERSONAL PROTECTIVE EQUIPMENT .............................................................................................2443. EMPLOYEE TRAINING POLICY ...............................................................................................................24

PAY & PERFORMANCE44. PAY PERIODS ...................................................................................................................................................2545. TIMEKEEPING ..................................................................................................................................................2546. OVERTIME .........................................................................................................................................................2547. WAGE & SALARY ADJUSTMENTS ........................................................................................................2648. SALES PAY ........................................................................................................................................................2649. CASH ADVANCEMENTS ............................................................................................................................2650. MEAL PERIODS ..............................................................................................................................................26

LEAVE POLICIES51. VACATIONS ......................................................................................................................................................2752. SICKNESS ..........................................................................................................................................................2753. LEAVES OF ABSENCE ................................................................................................................................2854. PUBLIC HOLIDAYS ........................................................................................................................................2855. JURY DUTY .......................................................................................................................................................2856. BEREAVEMENT LEAVE ..............................................................................................................................2957. FAMILY RESPONSIBILITY LEAVE ..........................................................................................................2958. COMPASSIONATE CARE LEAVE ...........................................................................................................29

HEALTH & WELFARE BENEFITS59. HEALTH & DENTAL BENEFITS ...............................................................................................................3060. GROUP INSURANCE PLANS ...................................................................................................................3161. RETIREMENT PLANS ...................................................................................................................................31

OTHER BENEFITS62. EMPLOYEE REFERRAL PLAN .................................................................................................................3363. EMPLOYEE PURCHASES ...........................................................................................................................3364. STAFF DISCOUNTS.......................................................................................................................................3365. FINDERS FEE ...................................................................................................................................................3466. DEMONSTRATORS .......................................................................................................................................3467. WORKSAFEBC ................................................................................................................................................35

COMMON SENSE ..................................................................................................................................................36

P.O.G | COMPANY OVERVIEW | 5

1. INTRODUCTIONThis Handbook has been designed for the benefit of all Cowell Auto Group* staff. We believe that a well-informed staff member can better serve our customers in a more professional and confident manner. The Handbook is designed to provide you all the information concerning our Company employment policies and this handbook should be used as a reference whenever you are not sure of proper procedures.

The two biggest assets to a company are satisfied customers and a well-motivated, productive and enthusiastic work team. As our business depends on the customer, it is expected that you will treat everyone with utmost courtesy and helpfulness so that the customer will leave any of our operations satisfied. We must ensure that our customers continue to come to us for all of their needs and satisfied customers will return. Customer relations are the responsibility of all staff members at all times. With all staff members committed, we can strive to achieve satisfied customers in all departments within the dealership. Therefore, the Company and our staff will both grow and succeed in the long run.

We would like all staff to feel comfortable at work so that we can all work towards the same goals. Cooperation and communication is essential for the Group to continue its success. These policies have evolved over the many years of our existence and we understand that our environment will be continuously evolving. Therefore, we will continually modify policies to keep them updated, fair and equal.

*The Cowell Auto Group may be referred to as the “Company” in this document.

2. NEW STAFF ORIENTATIONAll staff new to Cowell Auto Group will be given a tour of the respective facilities, introduced to other employees and be given a copy of COWELL AUTO GROUP MISSION STATEMENT, CORE VALUES and PROMISE card.

3. GET CONNECTEDThe site www.cowellautogroup.com/staff is a rich source of current company information including this document, health and dental policies and forms, current versions of the Connector, our Occupational Health and Safety Program and current career opportunities. Please be sure to check it out often!

Prior to the commencement of each new employee, the Manager will receive a “New Hire Checklist”. It is the Manager’s responsibility to ensure that all appropriate items on these Checklists are completed within the first week of employment. The Manager and employee both sign the forms and they are returned to the Human Resources Department.

Prior to entering into training for the job, each new employee is required to be trained by the Manager on all aspects of safety procedures required for the particular job for which he/she was hired.

The Human Resources Department will meet with each new staff member to explain benefit packages and payroll deductions. At the same time we may require a copy of each new employee’s driver’s license and abstract.

COMPANY OVERVIEW


The new employee will be scheduled to attend a mandatory group orientation session during

which the Company history, brand platform and outlook for the future will be presented.

4. HOURS OF BUSINESSThe following core hours of business for Company locations in the Richmond Auto Mall are subject to change by Management, by Provincial and/or Federal Legislation or by the Richmond Auto Mall regulations:

ACCOUNTING 8:30 a.m. - 5:00 p.m. Monday - Friday Closed Saturday & Sunday

BUSINESS OFFICE 9:00 a.m. - 8:00 p.m. Monday – Thursday (Pacific Standard time) 9:00 a.m. - 9:00 p.m. Monday – Thursday (Pacific Daylight time) 9:00 a.m. - 6:00 p.m. Friday & Saturday 11:00 a.m. - 5:00 p.m. Sunday

SERVICE & PARTS DEPARTMENT Volkswagen & Audi 7:30 a.m. – 6:00 p.m. Monday - Saturday Closed Sundays

Jaguar / Land Rover 8:00 a.m. – 6:00 p.m. Monday - Friday Closed Saturday & Sunday

RECEPTION (Volkswagen, Audi & 8:00 a.m. - 8:00 p.m. Monday – Thursday (Pacific Standard time)Jaguar / Land Rover) 8:00 a.m. – 9:00 p.m. Monday – Thursday (Pacific Daylight time)

8:00 a.m. – 6:00 p.m. Friday & Saturday 11:00 a.m. – 5:00 p.m. Sunday

VEHICLE SALES & LEASING (Volkswagen, Audi & 9:00 a.m. - 8:00 p.m. Monday – Thursday (Pacific Standard time)Jaguar / Land Rover) 9:00 a.m. - 9:00 p.m. Monday – Thursday (Pacific Daylight time)

9:00 a.m. - 6:00 p.m. Friday & Saturday 11:00 a.m. - 5:00 p.m. Sunday

DETAIL DEPARTMENT 8:30 a.m. – 8:00 p.m. Monday – Thursday 8:00 a.m. – 6:00 p.m. Friday 8:00 a.m. – 6:00 p.m. Saturday Closed Sunday

Individual shift times vary in order to satisfy customer needs. The Manager will inform you of your hours, daily breaks and meal times.

Before you leave your station at any time, ensure that customers have not been left unattended and that your station is properly watched in your absence.


5. STAFF LOUNGE/LUNCH ROOMThe staff lounges/lunch rooms are there for your use on breaks and at lunch. The rooms are equipped with a refrigerator and microwave for your convenience. Please make sure that these facilities are kept clean at all times. All trash, food and beverage litter should be cleaned up and thrown away in the proper trash receptacle.

No meals are to be consumed in customer contact areas.

6. PARKING The Company rents parking spots for staff use in the lot behind Fenders Restaurant. Employees shall park in specified employee parking areas only and must display a valid parking pass. Please check with your Manager or HR for the designated location and to obtain a parking pass.

Street parking is for the convenience of our customers and must be avoided by staff. Vehicles parked on the street are subject to ticketing and/or towing. Any tickets/warning issued will be brought to the attention to the employee driving the vehicle through a letter on his/her file. Repeated parking letters on file will result in disciplinary action up to and including termination.

Company Demonstration vehicles will be assigned parking areas by Sales Management. Only Company vehicles that are displayed for sale are allowed to have “FOR SALE” signs in them on Company property.

7. PERSONAL USE OF OFFICE EQUIPMENT & MAILAll office equipment use should be for business purposes only. Department Managers must approve any digression from the above use. All costs that Cowell Auto Group incurs from personal use of the office equipment must be reimbursed to the Company. All mail received will be opened whether it is business or personal. For this reason staff is requested not to use the Companies’ addresses for personal mail.

The use of Company letterhead/stationery or other supplies for personal use is prohibited. Department Managers should be aware of all outgoing business correspondence prior to being sent.

8. SECURITYAll staff members are responsible for the safety and security of themselves, their possessions, coworkers, customers, and the dealership. Any situations that may arise that jeopardize the safety or security of any of the above should be reported immediately to any Department Manager. If the situation requires quick response from police, fire department, or ambulance, please call 911 immediately. The safety and security of our staff is a priority and we expect every staff member to act accordingly. After hours, the Auto Mall has security on site. However, the management of Cowell Auto Group is responsible for securing the buildings, all Company vehicles, tools and equipment before leaving work. Employees are responsible for the security of their personal belongings or tools.

Employees should be advised that some areas of our operation are monitored by video cameras and/or alarms.


9. VISITORSCowell Auto Group prohibits, for insurance/WorkSafeBC coverage, unescorted visitors in any unauthorized area of the workplace. This includes areas that may present safety hazards such as shops, parts storage or around equipment or other storage facilities. Additionally, common sense should be used when permitting visitors to enter office areas or any areas where confidential or sensitive papers, money, or other Company documentation are held. If a visitor is expected, employees should notify their Manager.

10. GIFTS, TIPS & GRATUITIESEmployees may not accept gifts, money, meals or entertainment in excess of $25 per year from any vendor, prospective vendor or customer of the Company without prior Management approval.

11. SOLICITATIONSoliciting for funds, membership to outside organizations or distribution of literature for any purpose by any staff or non-staff person is prohibited on Company property.

12. SUGGESTIONSCowell Auto Group has an “OPEN DOOR” policy for suggestions. Our people are our most important asset and we encourage each of you to make constructive suggestions. If you have a suggestion, please put it in writing and give it to your supervisor or to a Director. Because the dealership is interested in improving its efficiency and the quality of service that we provide for our customers, we will review all suggestions.

13. BULLETIN BOARDSBulletin Boards are located throughout our premises. The boards are to be used solely to post announcements or notices relating to Cowell Auto Group business. Notices or advertising of any company, product or organization other than the Cowell Auto Group, Volkswagen Canada Inc., Audi of America, Jaguar Canada or Land Rover Canada Inc. is prohibited. Customer waiting areas and offices must be kept free of any materials promoting competitive products or companies.

14. HOUSEKEEPINGPlease try to see our workplace “through the customer’s eyes.” Orderliness and cleanliness in one’s work area enhances the enjoyment of your work and creates an impression of professionalism for our customers. Please make extra efforts to keep our work place clean. We have provided trash receptacles throughout - please use them. If each staff member will clean her/his own area, our premises will be a SHOW PLACE for our customers.


15. CHARITY PARTICIPATIONThe Cowell Auto Group officially supports the Alzheimer Society of B.C. If available, small prizes like t-shirts, caps, etc., may be donated at the employee’s request for various charitable causes, but any significant donations will be considered through the Community Giving Community. We also encourage employee involvement by facilitating some selected charity events (e.g. RAMA food drive) but these are largely “support” donations and not cash or products donations. Please contact the Marketing Manager for further information. Staff are encouraged to join the Community Giving Committee if they are interested in regularly discussing corporate charity participation. Please see HR for details.

P.O.G | EMPLOYMENT | 10

16. HUMAN RIGHTSThe Cowell Auto Group recognizes respects and values the dignity, equity and diversity of all employees, candidates for employment and customers. The Company will take positive steps to ensure and promote those basic human rights in an environment free from discrimination and harassment based on any unlawful ground which may include race, ancestry, place of origin, color, ethnic origin, citizenship, creed, gender, pregnancy, sexual orientation, handicap, religion, age, marital status, family status, record of offences, and political beliefs.

• Cowell Auto Group believes that its business, conducted by a diverse workforce for a diverse customer base in a diverse community, cannot be effective without fair employment practices.

• The color of a person’s skin, for example, is irrelevant to a judgment of their intrinsic worth.

• Preconceived generalizations about the traits of gender, aboriginal, minority or disabled groups are unfounded, unprofessional, and unacceptable.

• It is in the best interests of the Company to appoint objectively the best person for each position.

• The principles of consistency and fairness in employment apply to all employees.• Discrimination leads to poor morale, which in turn can result in turnover, absence, and

performance problems.• Neither social nor employee relations harmony can be achieved if discrimination founded

on prejudice exists.• Diversity enriches our cultural and business environment.

This commitment applies to all aspects of the employment relationship, including recruitment, selection, references, work duties, training, development, pay, performance appraisal, conditions of employment, promotion, transfer, layoffs, and termination. The policy also applies to all services or dealings with customers, the public or others by employees in the course of their employment with the Company. Should any employee complain of a violation of their human rights, including direct or indirect discrimination on the grounds set out above, it will be investigated immediately and processed as a complaint. Violation of this policy will result in disciplinary action.

InvestigationThe Company will quickly investigate all alleged incidents of discrimination which are reported by its employees and clients. Any person who is alleged to have engaged in discriminatory behavior will be informed of the allegation made against him/her and given a full opportunity to explain his/her view of the incident(s). Following its investigation, the Company will determine its response to the complaint of discrimination and advise the person who made the complaint and any person who is alleged to have engaged in discriminatory behavior of that response.

ConfidentialityThe complaint and all details of the resulting investigation will be treated as confidential, except as is necessary to investigate and respond to any proceedings arising out of or related to the complaint.

EMPLOYMENT


PenaltiesAny breach of this policy will be treated as a serious matter, and appropriate disciplinary action will be taken against any person who violates it. Disciplinary action may include the termination of employment.

17. DISCRIMINATION & SEXUAL HARRASSMENTThe Company will not tolerate discrimination, including sexual harassment, in the workplace as the Company is committed to providing a workplace which is free from such discrimination and in which the dignity and self-worth of each person is respected.

Every person has a right to equal treatment with respect to employment without discrimination because of any of the prohibited grounds listed below. However, a limitation, exclusion, denial or preference arising from a prohibited ground of discrimination may not result in discrimination if it is based on qualifications or requirements of the job or workplace.

Every person has a right to freedom from harassment in the workplace based on any of these prohibited grounds. For the purpose of this policy, the workplace includes the actual workplace and any place where employment related events or responsibilities are conducted.

This policy applies to discrimination, which may be caused by a person in authority such as supervisor, by a co-worker, by a subordinate, or by a non-employee such as a client or customer.

Discrimination occurs when a person is treated in a manner which, either intentionally or not, results in that person suffering adverse consequences because of his/her:

• Race or color• Religion• Age• Sex• Marital or family status• Physical or mental disability• Sexual orientation• National or ethnic or aboriginal origin, or• Any other ground of discrimination prohibited by local legislation

Discrimination also includes sexual harassment and general harassment. Harassment of any kind will not be tolerated. If a staff member feels that they have been subjected to harassment of any form, they should discuss the situation with the General Manager, or Human Resources Manager. All complaints of harassment will be thoroughly investigated by a team consisting of a member of senior management and the Human Resources Manager and appropriate action will be taken. Sexual harassment includes unwelcome sexual advances, sexually oriented conduct, comments, solicitations, gestures or actions that create a work environment that is offensive, hostile, threatening or demeaning. Sexual harassment and general harassment includes, but is not limited to, any of the following unwelcome conduct:

• Sexual flirtations, sexual advances, or sexual propositions, including the threat of reprisals for failure to comply with demands for sexual favors.

• Sexual looks such as leering• Gestures that are sexually suggestive• Innuendoes and/or comments of a sexual nature


• Jokes of a sexual nature• The display of sexually explicit material, or other derogatory pictures, including “pin-

ups” e.g. centerfolds and calendars• Physical contact of a sexual nature such as touching, patting and pinching.• Comments about a person’s sex life• Derogatory comments about a person’s appearance or unwelcome comments about

a person’s physical attractiveness or body.• Name calling of a sexual nature• Express or implicate insinuations that an individual’s submission to or rejection of sexual

advances will in any way influence any decision regarding that individual, including compensation, advancement, assigned duties, shifts, evaluation, or any other conditions of employment or career development.

• Sending of sexually explicit email or jokes with sexual innuendoes that can be interpreted as offensive

• Email or jokes with obscenities or explicit language.

The victim of sexual harassment may be male or female and the harasser may be male or female and may be the same sex as the victim.

Reporting of an IncidentNo person should feel uncomfortable about reporting an incident due to fear of reprisal, embarrassment, fear of not being taken seriously, fear of being accused of having ulterior motives or fear of being made to feel the incident was his/her fault.

Any person who feels he/she has been discriminated against in any way is encouraged to report the incident(s) to Human Resources. If the individual is not comfortable discussing the situation with this person, he/she may contact any member of senior management, who then would have a duty to report the matter to Human Resources.

A person may initiate a complaint of discrimination by way of a meeting, email, written letter or phone call.

18. WORKPLACE BULLYING & HARRASSMENTCowell Auto Group considers workplace bullying unacceptable and will not be tolerated in any circumstances. All staff members will be treated in a fair and respectful manner.

Workplace bullying and harassment includes any inappropriate conduct or comment by a person towards a worker that the person knew or reasonably ought to have known would cause that worker to be humiliated or intimidated. Workplace bullying and harassment may cause the loss of trained and talented employees, reduce productivity and morale and create legal risks.

Employees should be able to work in an environment free of bullying and harassment. Managers and supervisors must ensure employees are not bullied or harassed.

The Company encourages all employees to report workplace bullying and harassment as per British Columbia’s occupational health and safety requirements. Managers and supervisors must ensure employees who make complaints, or witnesses, are not victimized.


Disciplinary action will be taken again anyone who bullies or harasses a co-worker. Discipline may involve a warning, counseling, demotion or dismissal, depending on the circumstances.

This policy is not intended to limit or constrain the reasonable exercise of management functions in the workplace. For example, decisions regarding job duties, workloads, deadlines, transfers, reorganizations, work instructions or feedback, work evaluation, performance management and/or disciplinary actions do not constitute bullying and harassment, provided these actions are done reasonably.

This policy is consistent with the Company’s Brand Platform: Mission statement, Core Values, WOW Promises and Pillars.

This policy statement applies to all staff members, including permanent, temporary, casual, contract, and student workers. It applies to interpersonal and electronic communications, such as email.

Reporting of an IncidentNo person should feel uncomfortable about reporting an incident due to fear of reprisal, embarrassment, fear of not being taken seriously, fear of being accused of having ulterior motives or fear of being made to feel the incident was his/her fault.

Any person who feels he/she has been bullied or harassed in any way is encouraged to report the incident(s) to his/her Department Manger or General Manager. Please see Grievance Procedures section. If the individual is not comfortable discussing the situation with this person, s/he may contact any member of senior management, who then would have a duty to report the matter to Human Resources.

A person may initiate a complaint of discrimination by way of a meeting, email, written letter or phone call.

19. EQUAL EMPLOYMENT OPPORTUNITYCowell Auto Group is an Equal Opportunity Employer. Every staff member or prospective staff member will be treated equally and without discrimination. It is the policy of the Cowell Auto Group to administer all phases of its staff activity without regard to race, colour, religion, ancestry, place of origin, political belief, marital status, disability, sex or age. These include, but are not limited to, employment advertising, recruitment, hiring, job separations, compensation, benefits (except as allowed by law), business travel, educational opportunities, use of Company facilities, and all other conditions or privileges of employment. The Company affirms its position in complying fully with the spirit and the letter of the provisions of applicable legislation guidelines dealing with employment and employee practices. All employees are an important part of the dynamic team working here and each staff member will be treated fairly, respectfully, and with dignity. We provide employment for dedicated, committed, honest, and productive individuals.

20. MOTOR VEHICLE RECORD INQUIRY Employees who are required to drive company vehicles or a customer’s vehicle must have a valid driver’s license, will be required to prove insurability and are subject to motor vehicle record inquiries from time to time. If an employee cannot be insured, loses driving privileges or whose driving record indicates, in the opinion of the dealership, that the employee is not a safe driver, employment may be terminated or denied.


21. EMPLOYEE RECORDS / PERSONAL INFORMATIONWhen you enter our employ, you complete a form supplying us with various facts requested about yourself. Keeping this record up-to-date is important to you because it enables us to reach you in an emergency, properly maintain your insurance and other benefits and properly compute your payroll information. Please keep the Human Resources Department notified of any changes in your:

• Address• Telephone Number• Person to notify in case of accident or illness• Name - through marriage or otherwise• Marital Status (for benefits administration purposes)• Any other pertinent detail

It is the policy of the Company, and with respect to PIPA (Personal Information Protection Act) not to disclose information contained in your employee file without permission from you. The Company will use this information for such business purposes as providing employee benefits, payroll remittances and other purposes directly related to my employment, business proposals and corporate reporting and record keeping requirements as they pertain to Cowell Motors Ltd./Cowell Imports Inc.

The Company will provide your name, years of employment and positions held if inquiries are made. If you wish to have further information disclosed (for example, if a lending institution requests your salary for a loan application), Human Resources will only confirm the information you have provided to the asking party.

Employees may have access to information that is kept in their own employee files according to applicable law. Employee files may be reviewed in the presence of the Human Resources Manager who will inform the employee of the permissible access and who will coordinate any employee review.

The Company will not share such personal information with any other businesses or individuals without prior consent.

Definition of Personal Information:Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form (e.g. employee file), such as:

• age, name, ID numbers, home address, phone number, compensation information, birth date, family information

• health/medical information, education and training, work experience• opinions, evaluations, comments, or disciplinary actions

Personal information does not include the name, title, business address or telephone number of an employee of an organization.

22. GRIEVANCE PROCEDURESIn the event that a staff member has a grievance, the settlement of said grievance shall be handled as follows:


1. The individual staff member shall go directly to the Department Manager or General Manager to discuss the matter within five (5) working days of the time that the staff member becomes aware of the alleged grievance. Should the above mentioned not agree to a settlement at this stage, then:

2. The grievance shall be put into writing by the staff member, signed and dated. The written grievance then shall be presented to Human Resources for review. S/he shall review the grievance and then discuss the grievance with the staff member and the Department Manager or General Manager. Within (5) five working days, the Department Manager or General Manager and Human Resources shall present a written reply to the staff member.

3. Failing a settlement, then the staff member and Human Resources may have a mutually agreed upon Third Party meet to attempt to mediate a settlement to the grievance.

4. At any step of the grievance procedure, the grievance can be abandoned by mutual agreement from both parties in writing.

23. DISCIPLINEWhenever people work together, some rules and guidelines for conduct are necessary. The dealership will discipline, up to and including termination, for violations of any dealership rule or policy, including, but not limited to, those shown below. If there is a difficulty with a staff member’s performance and/or behavior, the Department Manager will issue a warning outlining the improper conduct and recommending remedial actions. This warning will also contain a clause which informs the staff member that failure to improve performance and/or behavior by a certain review date will have specific consequences. In the case of a final warning, the staff member should be informed that failure to modify behavior/performance would result in job termination. Some (but not all) rules are as follows:

1ST OFFENCE 2ND OFFENCE 3RD OFFENCE

Being under the influence of non-prescription drugs or alcohol; possession, sale or use of unauthorized drugs on dealership time or property.

DISMISSAL

Dishonesty. DISMISSAL

Removal of Company property without permission DISMISSAL

Destruction of Company property. DISMISSAL

Disorderly conduct on Company property. DISMISSAL

Insubordination DISMISSAL

Knowingly recording time of another staff member. DISMISSAL

Misrepresentation or deceptive practices when dealing with customers.

DISMISSAL

Misrepresentation of material facts in employment application.

DISMISSAL

Being absent without proper notice or permission. DISMISSAL

Failure to adequately perform work. WRITTEN WARNING WRITTEN WARNING DISMISSAL

Violation of safety rules. WRITTEN WARNING WRITTEN WARNING DISMISSAL

Being tardy without proper notice or permission. WRITTEN WARNING WRITTEN WARNING DISMISSAL

This list is not inclusive and is meant as a guideline only. Individual circumstances may vary and each case will be dealt with on its own merits.


24. TERMINATION OF EMPLOYMENTINVOLUNTARYThe schedule for years of service and weeks of notice or pay is as follows:

YEARS OF SERVICE WEEKS OF NOTICE/PAY

0 - 3 months 0

>3 months to 1 year 1

>1 year but < than 3 years 2

3 3

4 4

5 5

6 6

7 7

8+ 8

If notice is given, it must be in writing and the staff member is expected to work out the notice period. If the Department Manager prefers that the staff member not work, then employment should be terminated and the staff member is paid severance pay, in lieu of notice, according to the length of service to the Company as set out in the chart to the right. There can also be a combination of notice and severance pay.

Notice is NOT required when terminating a staff member for

just cause

VOLUNTARYEmployees are expected to provide at least two weeks written notice when leaving on their own volition.

25. EXIT INTERVIEWIn the event that an employee is voluntarily terminated, the dealership will usually seek to conduct an exit interview with the employee prior to his or her departure. The exit interview is conducted for the purpose of gathering information concerning the employee’s perceptions about the Cowell Auto Group as an employer in order to help the dealership improve the working environment.

26. USE OF PROPERTYAll property belonging to the Cowell Auto Group must remain at the premises unless authority has been provided for removal. Some property can be used with the permission in advance of the departmental manager responsible.

P.O.G | GENERAL POLICIES | 17

GENERAL POLICIES27. COMPUTER USETo remain competitive, better serve our customers and provide our employees with the best tools to do their jobs, Cowell Auto Group makes available to our workforce access to one or more forms of electronic media and services, including computers, e-mail, telephones, voicemail, fax machines, external electronic bulletin boards, wire services, online services, intranet, Internet and the World Wide Web. Corporate webmail can be accessed at http://owa.postoffice.net.

Cowell Auto Group encourages the use of these media and associated services because they can make communication more efficient and effective and because they are valuable sources of information about vendors, customers, technology, and new products and services. However, all employees and everyone connected with the organization should remember that electronic media and services provided by the Company are company property and their purpose is to facilitate and support company business. All computer users have the responsibility to use these resources in a professional, ethical, and lawful manner.

To ensure that all employees are responsible, the following guidelines have been established for using e-mail and the Internet. No policy can lay down rules to cover every possible situation. Instead, it is designed to express Cowell Auto Group philosophy and set forth general principles when using electronic media and services.

Prohibited communicationsConsistent with our general workplace policies, electronic media cannot be used for knowingly transmitting, retrieving, or storing any communication that is:

1. Discriminatory or harassing;2. Derogatory to any individual or group;3. Obscene, sexually explicit or pornographic;4. Defamatory or threatening;5. In violation of any license governing the use of software; or6. Engaged in for any purpose that is illegal or contrary to Cowell Auto Group policy or

business interests.

Personal useThe computers, electronic media and services provided by Cowell Auto Group are primarily for business use to assist employees in the performance of their jobs. Limited, occasional, or incidental use of electronic media (sending or receiving) for personal, non-business purposes is understandable and acceptable, and all such use should be done in a manner that does not negatively affect the systems’ use for their business purposes. However, employees are expected to demonstrate a sense of responsibility and not abuse this privilege.

Access to Employee CommunicationsGenerally, electronic information created and/or communicated by an employee using e-mail, word processing, utility programs, spreadsheets, voicemail, telephones, Internet and bulletin board system access, and similar electronic media is not reviewed by the Company. However, the following conditions should be noted:


Indirectly, Cowell Auto Group does gather logs for most electronic activities or monitors employee communications, e.g., telephone numbers dialed, sites accessed, call length, and time at which calls are made, for the following purposes:

1. Cost analysis;2. Resource allocation;3. Optimum technical management of information resources; and4. Detecting patterns of use that indicate employees are violating Company policies or

engaging in illegal activity.

Cowell Auto Group reserves the right, at its discretion, to review any employee’s electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy and other Company policies. While we do not routinely directly listen to individual calls, etc. we reserve the right to do so should we have reason to be concerned and need to verify whether or not the Company policy is being upheld.

Employees should not assume electronic communications are completely private. Accordingly, if they have sensitive information to transmit, they should use other means.

SoftwareTo prevent computer viruses from being transmitted through the Company’s computer system, unauthorized downloading of any unauthorized software (via the Internet, on floppy disks, CDs or any other form) is strictly prohibited. This includes, but is not restricted to Internet Relay Chatlines (IRC), cursors, voice or video conferencing. Only software registered through Cowell Auto Group may be downloaded. Employees should contact the system administrator if they have any questions.

Security/Appropriate useA. Employees must respect the confidentiality of other individuals’ electronic communications. Except in cases in which explicit authorization has been granted by Company management, employees are prohibited from engaging in, or attempting to engage in:

1. Monitoring or intercepting the files or electronic communications of other employees or third parties;

2. Hacking or obtaining access to systems or accounts they are not authorized to use;3. Using other people’s log-ins or passwords; and4. Breaching, testing, or monitoring computer or network security measures.

The security of its computer systems is crucial to the continued success of Cowell Auto Group. Access to the Company’s computer resources is restricted; they can only be used in accordance with Company policy. Individuals who are granted access have an obligation to keep their login names and passwords confidential, not to give them to other employees or communicate them to non-employees of Cowell Auto Group. All computer data of a confidential nature, whether in paper or electronic form, must be kept secure at all times.

B. No e-mail or other electronic communications can be sent that attempt to hide the identity of the sender or represent the sender as someone else.

C. Use of Internet connection to TV channels is prohibited.


D. Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system.

E. Anyone obtaining electronic access to other companies’ or individuals’ materials must respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by the copyright owner.

F. To avoid interfering with the ability of the Company to provide effective support, unauthorized changes to hardware/software settings on work stations including installing screen savers (password protected or otherwise), backgrounds, themes, display settings, network settings, adding/altering/deleting programs, shortcuts and icons are prohibited. Doing so may result in additional cost to the Cowell Auto Group that may be charged directly to the assigned user of the workstation.

G. To avoid the waste of expensive data storage space, all e-mail messages should be deleted periodically. The deleted items/recycle bin section of the e-mail program and the equivalent Windows Recycle Bin should also be cleared monthly.

EncryptionEmployees can use encryption software supplied by the systems administrator for purposes of safeguarding sensitive or confidential business information. Employees who use encryption on files stored on a Company computer must provide their supervisor with a sealed hard copy record (to be retained in a secure location) of all of the passwords and/or encryption keys necessary to access the files.

Participation in online forumsEmployees should remember that any messages or information sent on Company-provided facilities to one or more individuals via an electronic network—for example, Internet mailing lists, bulletin boards, and online services—are statements identifiable and attributable to Cowell Auto Group.

Cowell Auto Group recognizes that participation in some forums might be important to the performance of an employee’s job. For instance, an employee might find the answer to a technical problem by consulting members of a news group devoted to the technical area.

ViolationsAny employee who abuses the privilege of their access to e-mail or the Internet in violation of this policy will be subject to corrective action, including possible termination of employment, legal action, and criminal liability.

28. PUNCTUALITY & ATTENDANCEAll personnel are required to work their scheduled hours. In order to satisfy the needs of our customers and other employees, it is the individual’s responsibility to inform management as far in advance as possible and no later than a THREE HOURS before a shift of non-attendance so that alternate arrangements can be made.


29. PERSONAL APPEARANCEOur dealerships take pride in the quality image we present to our customers. Therefore, personal grooming habits and dress must be in good taste and in accordance with the dealership’s business standards. In an effort to provide a workplace that is conducive to productivity in a relaxed, open, yet professional environment, we have a casual business wear policy as our everyday work standard year-round. We wish to offer a business casual environment to our associates while maintaining the professional image we wish to convey as a Company. Business casual dress offers a welcome alternative to the suits, ties, dress shoes and formality of the typical office. How you dress and present yourself is a statement about you and about the Cowell team. Whether you’ll be interacting with fellow employees on the job, meeting with customers, suppliers, or other business people, or representing Cowell Auto Group at an industry meeting or conference, your attire, behaviour and attitude says a lot about you. While we practise a business casual dress policy, we trust that employees will come to work well groomed and dressed for a professional work environment. All employees are responsible for ensuring that our Company maintains an appropriate business atmosphere throughout the organization. “Casual Business Dress” is not casual home or recreational attire. Business casual wear means clean, neat, professional clothing. Not all casual clothing is appropriate for the office. Anything you would wear to a gym; to the beach; to clean the garage; or to work in the yard, please leave at home. Regardless of what you wear, casual does not mean sloppy. Clothing should be clean, pressed or wrinkle free, and without holes or frayed areas. On the last Friday of each month only, employees may wear jeans, but the overall appearance must meet the professional nature of the dress code.

Please note that this policy defines the minimum guidelines. Please check with your department manager. He or she may have more formal requirements, as dictated by client contact.

These guidelines are in place and will be enforced equally for all employees in all departments, with the exception of the departments providing uniforms. These employees should dress according to established safety considerations and guidelines. Any employee who is deemed to be inappropriately attired will be asked to return home to change into something more appropriate. He or she will not be paid for this time away from work. If employees continue

to dress inappropriately, s/he may receive a written warning which will go on file.

Please check with your department manager or Human Resources if you have any questions about what constitutes appropriate workplace attire.

30. CUSTOMER RELATIONSThe Cowell Auto Group’s reputation is influenced by its employees’ consideration shown to dealership customers. Every employee is responsible for maintaining and improving service to the customer. The customer may not always be right, but even if he or she is not, do not argue. All staff members are expected to talk to customers with appropriate language. Language is to be used as a way of building relations with our customers. Use appropriate language at all times so that customers and/or staff will not take negatively to the things you say. Swearing is not permitted. When dealing with both internal and external customers, please ensure that you don’t mislead, deceive, or misrepresent the Company. It is important to be HONEST and CONSISTENT.


We like to regard each of our Cowell Auto Group people as an exemplary member of our “public relations staff”. This places an important responsibility on each of us. By thoughtless acts and words, we can blemish the positive relations being augmented with our community and our customers. Say “YES” as much as possible, for it is a word that customers usually like to hear. Remember, if people recall the staff at Cowell Auto Group as friendly, helpful, and courteous then they will more than likely return to us in the future.

IF YOU CANNOT SATISFY A CUSTOMER, REFER HIM OR HER TO YOUR MANAGER.

31. CUSTOMER VEHICLESCustomers are why we exist. Customers and their vehicles will be treated in a manner exemplifying our standards of excellence. Every precaution should be taken to drive customer vehicles as carefully as possible, obeying all traffic regulations, including the use of seat belts. Customer vehicles may only be driven for road testing purposes as required by your job. Any improper use of customer vehicles may be grounds for immediate termination. When leaving a customer’s vehicle, be sure that all windows have been closed and the vehicle is properly parked and secured in the service compound. Smoking, eating or changing the radio station in a customer’s vehicle are not permitted.

32. DEALERSHIP VEHICLESCompany vehicles are to be driven in accordance with all laws. All staff driving Company vehicles must have a valid Driver’s License and this license must be kept with them at all times while driving the vehicle. Staff members are expected to drive Company vehicles with care by watching out for other drivers - DRIVE DEFENSIVELY!!! When driving Company vehicles, staff are representing the Company to the public and are expected to drive in a courteous fashion. We expect that Company vehicles will be kept clean and in excellent working order at all times. All unlicensed Company vehicles must have a Company Repairman or Demonstration License Plate visibly showing on the back of the vehicle when being driven. Cowell Auto Group policy for these plates is as follows:

1. REPAIRMAN’S PLATES(a) Repairman’s Plates are to be attached only to an unlicensed vehicle being driven, operated or towed for the purpose of repairing, testing or rendering a service incidental to the repairing or testing at Cowell Motors Ltd. (Volkswagen/Audi) or Cowell Imports Inc. (Land Rover/Jaguar).

(b) Repairman’s Plates are the responsibility of the Service Manager and may not be used without his/her prior consent.

(c) Repairman’s Plates may NOT BE USED for a vehicle which is owned by, or leased to, staff members, a customer, or an owner or staff member of another repair operation.

(d) Repairman’s Plates may not be used on a vehicle being operated for “pleasure” use. (A vehicle may not be operated for any other purpose than as indicated in (a) above.)

(e) Repairman’s Plates may not be used on a vehicle not eligible to be registered and licensed for operation on a highway, including a vehicle whose status is salvage.

All ICBC regulations for Repairman’s Plates must be adhered to.


2. DEMONSTRATION PLATESDemonstration Plates may be used on unlicensed vehicles owned by Cowell Motors Ltd. (Volkswagen/Audi) or Cowell Imports Inc. (Land Rover/Jaguar), on consignment for sale at Cowell Motors Ltd., Land Rover Richmond or Jaguar Richmond, or any non-owned vehicle while being operated for all purposes relating to the business of Cowell Motors Ltd. or Cowell Imports Inc. (e.g. for repair, testing, appraisal) These plates are the responsibility of Sales Management and Sales Management consent must be obtained prior to using Demonstration Plates.

A vehicle with a Demonstration Plate attached may be used only for the following purposes:

Business use:(a) For the Dealer (Named Insured), or vehicle salesmen regularly employed by the Dealer

(b) Conditioning or testing a motor vehicle by any mechanic in the regular employee of the Dealer or the Dealer and his/her salesmen

(c) Delivery of a vehicle to or from the Dealer or to a purchaser by the Dealer, the Dealer’s salesmen and/or technicians or any other regular employee of the Dealer or any person licensed to operate a vehicle who has written authority from the Dealer

(d) To drive a vehicle owned by the Dealer for the purpose of delivery to or from the Dealer or to a purchaser

(e) Demonstration by a prospective purchaser who is licensed to operate a vehicle, and who has written authority from the Dealer authorizing the prospective purchaser to use the vehicle for a demonstration and the authority does not give the prospective purchaser use of the vehicle for more than 48 hours.

Pleasure use by:(a) The Dealer, a salesperson regularly and actively employed by the Dealer or a member of the household of the Dealer, or of a salesperson regularly and actively employed by the Dealer.

A demonstration plate cannot be attached to a vehicle that is owned by or leased to a partner, officer or employee when they are operating the vehicle they own or lease; owned by or leased to a customer when it is being driven by that customer. (includes a vehicle just purchased); a revenue generating vehicle, e.g. Used as a courtesy car, parts truck, service, towing or delivery vehicle; not eligible to be registered and licensed for operation on a highway, including a vehicle whose status is salvage.

Please note that Demonstration plates owned by Cowell Imports Inc. cannot be used by Cowell Motors Ltd. staff for any purpose and vice-versa.

33. SERVICE RENTALSService rentals are NOT to be used by staff members for personal use without management approval.


34. PARTS DELIVERY VEHICLESParts vehicle drivers are responsible for reporting when the vehicles are due for routine and extra maintenance. Engine oil and tires should be checked weekly. The driver is also responsible for ensuring the vehicle carries valid insurance decals. The parts vehicle is also representing Cowell Auto Group while on delivery runs. The vehicle should be driven in accordance with the guidelines for all Dealership vehicles. Use of a parts vehicle for other than Company business is subject to prior approval by the Parts Manager.

35. TOOLS AND EQUIPMENTCowell Auto Group provides all major equipment and special tools for repairs and detailing. Each technician is required to have their own general tools and is responsible for carrying insurance coverage on their own tools. As a goodwill gesture, Cowell Auto Group carries a limited insurance policy on tool coverage. Company tools may be taken home only with the consent of the Service Manager. The use of the shop and/or Company-owned tools and equipment for personal use by any staff member is subject to the prior approval of the Service Manager only and must occur only during supervised hours. Any such personal use will only be allowed for work on vehicles belonging to the immediate family of the staff member. Any equipment damage must be brought to the attention of the Service Manager before it is used or the staff member using it may be held liable for the costs of equipment repair.

36. TOOL ALLOWANCESCowell Auto Group will pay a $200 tool allowance to each eligible apprentice/technician once every 12 months. To be eligible, an employee must have been employed for 6 months. To claim the allowance, the staff member must present a receipt to the Accounting Department for payment. The employee will then become eligible for the next year’s allowance 12 months after they claim for their first one.

37. REPAIR SHOPUse of the shop is allowed when the staff member is not working a shift and permission has been granted from the Fixed Operations Manager and the staff member has signed a “Repair Shop Usage Agreement”. Work is only allowed on vehicles owned by the staff and their immediate family. A co-worker must be present at all times for safety, WCB, and insurance reasons. The use of our shops is for employees only so please ensure that, when using the shop areas, no one other than employees are present.

38. WASH BAYSUse of the detail department and wash bays are only permitted for employee personal use at designated times. Please contact the Fixed Operations Manager at each store for approval and details.

39. SUBSTANCE ABUSEUnder NO circumstances should anyone report to work under the influence of alcohol, intoxicants or illegal drugs (see section 20-Discipline). The use or possession of illegal drugs and the unauthorized consumption of alcohol on Company property is strictly prohibited and immediate action will take place if these rules are violated.


40. SMOKINGThe City of Richmond Bylaw No. 4514 states that no person shall smoke in a retail establishment except for designated smoking areas that meet Bylaw requirements. In accordance with the Bylaw, the Cowell Auto Group does not permit smoking in any public areas of the Dealership buildings including the shop, showroom and all customer reception areas. There are ashtrays provided outside of the buildings for those who wish to smoke. See your Department Manager for designated smoking areas. Smoke breaks must be taken during the allotted meal and other breaks and smoking must be done in the designated smoking areas.

41. SAFETYCowell Auto Group believes that the safety of all staff members and customers is of the UTMOST importance in the workplace. Safety is also a joint responsibility shared by the Company and all staff members. For this reason, a Joint Health and Safety Committee has been established for the Group. All staff are required to read, and to abide by, the Company Safety Program and all safe workplace practices.

42. PERSONAL PROTECTIVE EQUIPMENT In keeping with the Company’s focus on workplace safety as well as WorkSafeBC requirements, proper footwear must be worn by all staff for their job. In some areas, steel-toed shoes or other forms of safety footwear may be required. Please confirm the requirements for your area with your Manager.

Cowell Auto Group will pay an allowance of up to $200 in any 24-month period to be applied toward the purchase of CSA-approved safety footwear and any other personal protective equipment such as earplugs, safety glasses, etc. This allowance applies to each technician (including apprentice), detail associate, lot person and parts person who is required to wear safety equipment and who has completed their probationary period. The amount will be reimbursed with the submission of an acceptable receipt to the Department Manager.

43. EMPLOYEE TRAINING POLICY Cowell Auto Group provides opportunity through manufacturer training and other training, for staff that will enhance skills and knowledge and maximize job performance. On occasion, when the training investment is significant on the Company’s part, the Company may request that the staff member sign a repayment clause in case of departure from the Company. Please see your Manager for specific details concerning the Cowell Auto Group policies and procedures concerning attendance at required training programs and possible repayment requirements.

P.O.G | PAY & PERFORMANCE | 25

PAY & PERFORMANCE44. PAY PERIODSPay periods are on a semimonthly basis and via direct deposit on the 15th and the last day of the month. If the pay date falls on a weekend, deposit will be made on the Friday.

Pay statements will be emailed only to the named employee (with a SIN password). Requests for special handling of statements in exceptional cases must be arranged in advance with your Manager and will be issued to others only with proper identification and written authorization signed by you.

45. TIMEKEEPINGEach staff member shall furnish an accurate report of time worked on a daily basis where the staff member’s pay is based upon time worked. In those departments where a time clock is provided, each staff member shall punch in and out, including lunch period. No one shall record the time of another staff member. Sales staff are required to provide their time sheets to management on the fifteenth and the end of the month. All staff must submit time sheets/time cards, as required by the Administration Department, prior to each pay period. Please check with your Manager for details.

A record must be kept for each employee, accounting for all time off including: sickness, vacations, holiday, paid or unpaid leaves, etc.

46. OVERTIMENo person shall work overtime without the PRIOR approval of her/his Department Manager. Staff working overtime and who qualify for overtime compensation pursuant to the Employment Standards Act will be remunerated, upon department managerial approval, according to the Provincial guidelines for overtime pay. Full-time, non-management staff (excluding salespeople) are scheduled to work forty (40) hours per week. Current Legislation states that any hours worked in excess of forty (40) during a work week is considered overtime and will be paid according to the following rates

Daily1. Beyond the first eight (8) hours in a day, 1.5 times the regular rate.

2. Anything in excess of twelve (12) hours in a day is subject to 2 times the regular pay rate.

Weekly1. Any time over 40 hours in a week, 1.5 times the regular rate.

Salespersons and Managers are excluded from the Overtime policy.

P.O.G | PAY & PERFROMANCE | 26

47. WAGE & SALARY ADJUSTMENTSCowell Auto Group strongly believes in pay for performance. It is Company policy to review all salaried and hourly staff wages effective October 1st of each year. Adjustments will be determined on the basis of merit and value to the Company as well as prevailing industry rates. If any other situation arises, the decision will be left to the discretion of management.

For registered apprentices only, the Company will follow Provincial and ITA guidelines.

48. SALES PAYA Salesperson is guaranteed minimum wages paid as an advance on the last day of each month and assuming his/her hours logged are at least full-time hours.

49. CASH ADVANCEMENTS It is Company policy that NO cash and debit card advancements will be given. As well, The Cowell Auto Group policy is such that personal cheques will not be cashed.

50. MEAL PERIODSAny employee working more than 5 consecutive hours is entitled to a meal break of at least 30 minutes duration. Employees will ordinarily have an unpaid meal period approximately halfway through the workday. The exact length and time of the meal period is scheduled by the employee’s Manager. It is in the best interest of both the employee and dealership for all employees to take a meal period every day. If job requirements are such that an employee will not get a meal period, they must advise their Manager in advance so that an alternate time may be arranged for the meal break. If alternate arrangements cannot be made, the provisions of Section 44 – Overtime shall prevail. Smoke breaks must be taken during the allotted meal and other breaks and smoking must be done in the designated smoking areas.

P.O.G | LEAVE POLICIES | 27

LEAVE POLICIES51. VACATIONS

Vacation EntitlementThe number of paid annual vacation days each employee is entitled to is based on length of service with the Company. The annual vacation accumulation schedule is as follows:

YEARS (MONTHS) OF SERVICE WEEKS OF VACATION VACATION PAY ACCRUAL

1-2yrs (12-24mths) 2 4%

2-9yrs (25-108mths) 3 6%

9-20yrs (109-240mths) 4 8%

20+yrs (241mths) 5 10%

Commissioned staff vacation pay structure is proportioned in the commission plan.

Scheduling VacationsThe annual vacation schedule has been established to allow our employees time away from the job to relax and refresh themselves. Vacation dates will be scheduled by each Department Manager, working with the requests of eligible staff, in a manner which will minimize disruption of each department’s work assignment. Every effort will be made to accommodate staff member’s requests for specific dates.

In order to allow all staff an opportunity to enjoy a vacation during the peak holiday periods, those employee entitled to more than two weeks vacation may only take more than two (2) weeks in one continuous stretch with approval of their Manager.

Vacation days accumulate from an employee’s start date. They are considered earned on a start date anniversary basis. You are eligible to use vacation days, after successful completion of your probationary period and upon Manager approval.

Part-time employees are paid vacation pay at each pay period.

Our policy requires employees to take ALL of their earned vacation each year. In exceptional circumstances, when it has not been possible to take the full number of accrued vacation days in the current vacation year, and providing the minimum number of weeks of vacation have been taken in a calendar year (according to Provincial Employment Standards), an employee may qualify for a carry forward of vacation or cash in lieu of vacation.

Carry Forward VacationEmployees may carry forward one year of vacation accrual. This carry forward vacation must be taken in the first six months of the next vacation year.

52. SICKNESSAbsence from work must be reported as soon as possible in advance and no later than a minimum of three hours before the employee’s normal starting or scheduled time. Staff should contact their Department Manager to report this absence. If the Department Manager is not available, contact any other Manager to report the absence.


For full-time employees, the Company will pay up to three (3) days for time lost due to illness after they have been a full-time employee for more than 3 months. Benefits for extended sickness are provided under our Group Insurance Plan. The weekly indemnity benefit under the Group Life Insurance Plan is payable after the first day of a qualified accident or after the eighth day of illness to maximum of seventeen (17) weeks. All entitlements are governed by the terms of the Plan. For more information on this, please see the Human Resources Manager.

The Company reserves the right to request a medical certificate for any individual day of absence. The Company may require a doctor’s certificate from the employee upon return to work where the sickness has been for three or more days. Any cost incurred in obtaining medical documents is the responsibility of the employee.

For sales staff members, payment of sick time will go towards satisfying the minimum wage requirement.

53. LEAVES OF ABSENCEAny request for a leave of absence should be submitted in writing to the Department Manager, with a copy to Human Resources, as far in advance of the anticipated leave as possible. A leave of absence may be granted for a specific period. For any leave of absence past the original date, you must submit a written extension request and have it approved in advance of the original expiration date. Should you fail to submit an extension request for approval or not return to work as the original request states, you will be considered to have voluntarily terminated your employment.

54. PUBLIC HOLIDAYSAfter employment of thirty (30) days, full-time personnel will be eligible to receive Public Holidays with pay at their regular straight time rate. Part-time staff is entitled to pro-rated pay for the holiday. Cowell Auto Group designated Public Holidays are:

1. New Year’s Day 4. Canada Day 7. Thanksgiving Day2. Good Friday 5. B.C. Day 8. Remembrance Day3. Victoria Day 6. Labour Day 9. Christmas Day

Since Public Holidays will occur on different days each year, please obtain details of exact dates from your Department Manager. To be eligible for Statutory Holiday pay, an employee must have been employed for 30 calendar days before the statutory holiday AND have worked or earned wages on 15 of the 30 days immediately before the statutory holiday. In cases of sickness, the Company may request a doctor’s certificate. A full-time staff member shall receive another day off with pay for any Statutory Holiday that falls on their regular day off.

Employees on full commission will receive 4% of gross earnings on every cheque in the place of statutory holiday pay.

55. JURY DUTYAny regular full-time staff member who is required to perform jury duty on days on which he/she would normally have worked will be reimbursed by the Company for the difference between the pay received for jury duty and his/her regular straight time hourly rate of pay for a period of up to ten working days. It is understood that such reimbursement shall not


be for hours in excess of eight (8) per day, or forty (40) per week, less pay received for jury duty. The staff member will be required to furnish proof of jury service and jury pay received. We request that you notify your Manager immediately upon receipt of a jury duty summons. Upon completion of your jury duty, present a statement from the Court Clerk indicating the time served and compensation received.

56. BEREAVEMENT LEAVEIn the event of a death in the immediate family of a staff member, the Company shall grant up to three (3) days leave of absence with pay to make arrangements for and/or to attend the funeral. The term “immediate family” refers to spouse, Mother, mother-in-law, Father, father-in-law, children, Brother, brother-in-law, Sister, sister-in-law, and Grandparents.

57. FAMILY RESPONSIBILITY LEAVEAn employee is entitled to up to 5 days of unpaid leave during each employment year to meet responsibilities related to the care, health or education of any member of the employee’s immediate family.

In this case, the term “immediate family” refers to:

(a) spouse, child, parent, guardian, brother, sister, grandchild or grandparent of the employee, and(b) any person who lives with an employee as a member of the employee’s family

We request that you inform your Manager, in writing and with a copy to Human Resources, of the need for such leave as far in advance as possible, so that alternate scheduling arrangement can be made.

58. COMPASSIONATE CARE LEAVEAn employee can take up to eight weeks of unpaid leave within a 26 week period for a gravely ill family member.

The employee must obtain a medical certificate which states that the family member is gravely ill with a significant risk of death within 26 weeks.

“Family member” means someone who is:

• in relation to an employee:• a member of an employee’s immediate family• an employee’s aunt or uncle, niece or nephew, current or former foster parent,

ward or guardian• the spouse of an employee’s sibling or step-sibling, child or step-child, grandparent,

grandchild, aunt or uncle, niece or nephew, current or former foster child or guardian• in relation to an employee’s spouse:

• the spouse’s parent or step-parent, sibling or step-sibling, child, grandparent, grandchild, aunt or uncle, niece or nephew, current or former foster parent, or a current or former ward; and

• anyone who is considered to be like a close relative regardless or whether or not they are related by blood, adoption, marriage or common law partnership

P.O.G | HEALTH & WELFARE BENEFITS | 30

59. HEALTH & DENTAL BENEFITS All plans, except the standard Medical Services Plan, are compulsory for full-time, permanent employees, unless you are covered under a spousal plan. Cowell Group pays 100% of the premiums for all plans except for MSP Married/Married plus family and Disability premiums. The waiting period for all plans is the 1st of the month after three months of continuous employment.

Medical Services Plan (MSP) - the standard provincial medical plan

Monthly premiums are (at the time of writing):

Total Cost Cost to you under our group plan

Single $ 64.00 $ 0

Married $ 125.50 $ 56.25

Married plus family $ 138.50 $ 69.25

Dental Plan - standard plan, which covers 100% of all basic work and 50% of major restorative (preapproved) with no deductible. Maximum benefit per year is $1500 combined per member.

Monthly premiums are:

Total Cost

Single $ 41.63

Married / Married plus family $ 114.18

Extended Health Plan - standard plan, which covers 80% of claims with a $25.00 annual deductible for single employees and a $50.00 annual deductible for married/married with children employees.

Monthly premiums are:

Total Cost

Single $ 30.67

Married / Married plus family $ 71.25

HEALTH & WELFARE BENEFITS

P.O.G | HEALTH & WELFARE BENEFITS | 31

60. GROUP INSURANCE PLANS Except for EAP, premiums are dependent upon your projected annual earnings:

1. Weekly Indemnity - will pay 67% of your regular weekly salary up to $468.00 per week (non-taxable) to a max. of 17 weeks. Total monthly premium is $.39 per $100 of coverage.

2. Life Insurance - coverage of 2x annual salary to a max. of $250,000.00. Total monthly premium is $0.129 per $1000 of coverage.

3. Accidental Death and Dismemberment - coverage of 2x annual salary to a max. of $250,000.00. Total monthly premium is $0.025 per $1000 of coverage.

4. Long Term Disability – will pay 67% of your first $4,500 regular monthly salary plus 50% of balance up $7,500 per month to age 65. Total monthly premium is $1.152 per $100 of coverage.

5. Employee Assistance Program (EAP) – Work/Life/Wellness solutions. $2.95 per month.

As there are a significant number of employees on a variable pay plans, please note that annual salary for insurance purposes are updated twice a year – January and July.

61. RETIREMENT PLANSThe RFPP program is a universal program intended to help you plan for your retirement and financial future with the CAG participation. The program offers you with flexibility to plan for your individual retirement/financial needs while also recognizing your loyalty to the CAG. The RFPP is simple: the CAG will contribute towards your RRSP based upon your eligibility! The details of the program are as follows:

Structure:The CAG will contribute a percentage of your yearly earnings to your RRSP based upon your continual years of service as follows:

Number of Years Maxium CAG Contribution Per Year

1 0%

2-5 2%

6-10 3%

11-19 4%

20+ years 5%

Eligibility:1. Program effective on employee’s gross income earned during the calendar year starting

with monies earned for the month of October 2006.

2. Must be a full-time employee (40 hours per week).

3. Eligible earnings referred to in point 1). “gross income earned” included in gross income are all regular, overtime, bonus and vacation pay earnings paid to the individual during the year.

P.O.G | HEALTH & WELFARE BENEFIT | 32

4. CAG contribution must be made directly to a RRSP program.

5. CAG will match your contribution up to the maximum dollar amount determined by the combination of your annual gross income multiplied by the percentage above based upon your continual years of service.

6. The CAG maximum dollar contribution will be 50 percent of the maximum RRSP contribution limit for the taxation year as outlined by CCRA.

7. Your contribution can be made on a monthly basis or at year end. You must contribute by the February 15th following for the CAG to match the contributions for the RRSP taxation year. After the CCRA RRSP contribution deadline the CAG will not contribute for prior year’s eligibility.

a). To contribute on a monthly basis you must be on monthly payroll deduction program for direct deposit into your RRSP. You may enroll in the RFPP program at any time however you cannot opt in and out of the program during the year. The ability to make monthly contributions will be limited at the start of the program.

b). To contribute on an annual basis you must provide payroll with your contribution receipt for the prior year by February 15th. The CAG matching contribution will be sent directly to your plan.

8. You will be eligible for the maximum contribution percentage above based upon your anniversary month and year of continual employment.

Please contact Human Resources for more information and to start your RFPP.

P.O.G | OTHER BENEFITS | 33

62. EMPLOYEE REFERRAL BONUS PLAN Open positions will be posted on the bulletin boards in the dealerships and on the CAG staff website. You are encouraged to recommend and refer qualified candidates for employment. If you know of someone who would like to work here, we will be glad to consider him or her for appropriate openings. Complete the appropriate form (available from Human Resources) and be sure the individual mentions your name when contacting the dealership.

Should your candidate be hired to a full-time, permanent position, once they have passed the probationary period (three months of full-time service), you will be eligible to receive up to $1000 as an Employee Referral Bonus. Please check with Human Resources as to the current bonus per position.

63. EMPLOYEE PURCHASESAn employee purchase of services, accessories and parts from any of the Cowell Auto Group stores is considered a privilege and not a right of employment. SINCE ALL EMPLOYEE PURCHASES MUST BE ON ACCOUNT, employees wishing to purchase must request that an account be set up for their exclusive use only and complete an authorization to deduct from payroll cheque (this form may be obtained from Accounting).

Employees that have an account in good standing may purchase services, accessories and parts from any of the Cowell Auto Group stores and be treated like any customer. In addition, employees that have an account will also enjoy the privilege of having an employee discount.

Employee accounts will be paid by payroll deductions no later than from the mid–month pay period of the month following the month of purchase. Of course, employees may pay an invoice in cash.

64. STAFF DISCOUNTSOnly permanent staff (including immediate family) will be eligible for staff discounts (See SECTION 63 – EMPLOYEE PURCHASES). A permanent staff member is one who has been on the Company payroll for a period of three (3) consecutive months and is not employed on a part-time basis.

1. Parts:• Eligible staff may purchase parts and accessories at invoice Cost + ten (10) percent.

These parts must be ordered through the Parts Department.

2. Service:• Eligible staff may have repair work performed on their own vehicle at fifteen (15)

percent off the current customer labor rate.

3. Automobile Purchases:New Vehicles: A staff member (or immediate family) may only purchase one new and one used vehicle at the staff discount rate per calendar year. Eligible staff purchasing an eligible new vehicle at a Cowell Auto Group Company may purchase at Dealer Cost price (including freight and PDI) plus $100.00 and all applicable taxes. Vehicle eligibility is subject to Management discretion.

OTHER BENEFITS


Used Vehicles: Staff used vehicle prices depend upon the particular vehicle and must be determined by the Sales Manager.

Staff making a purchase under the Staff’s Purchase Plan may charge only purchases of $10.00 or more to account. Anything below that price must be paid in cash. New and Used vehicle purchases cannot be charged.

65. FINDER’S FEEStaff members are entitled to a Finder’s Fee (Bird Dog) if you bring a NEW customer who subsequently purchases a new or used vehicle. The selling price of the vehicle must exceed $500.00. In order to qualify for a Finder’s Fee, the customer must not be a current sales, service, or parts customer of the Cowell Auto Group and the Sales Manager must be provided with the name, telephone number and address of the customer before he/she comes into the Dealership. The Finder’s Fee is paid for half by the selling salesperson and half by the Cowell Auto Group dealership. It is payable only after the customer has taken delivery of the vehicle. Sales Management will inform employees of the current Finder’s Fee or Bird Dog when the new customer’s information is given to them. THIS EXCLUDES STAFF PURCHASES.

66. DEMONSTRATORSCowell Auto Group may provide Demonstration vehicles for Department Managers and Sales Staff only. Remember, these vehicles represent our Company’s product and they are to be driven in accordance with all laws. The Dealership may provide demonstrators to the above-mentioned people primarily to facilitate their performance of services for this dealership. Accordingly, each person provided a demonstrator must have that demonstrator available for showing to customers during that person’s working hours. The vehicles should be kept CLEAN, FUELED, and READY for use at all times. Remember to ALWAYS:

1. Drive the posted speed limit.2. Drive with the vehicle headlights on at all times. 3. Drive in a safe, defensive manner.4. Do not drive a vehicle with defective safety equipment.

Should an accident occur:

1. Call the Police Department.2. Make a report of the accident to the Police.3. Secure the name, address, phone number, etc. of all other parties involved.4. DO NOT drive a vehicle materially damaged. Call your Department Manager and

request a tow-truck to return the vehicle to the dealership5. Report the accident to Department Manager and Controller.

Demonstrators are to only be used by people assigned use of them and they are not to be driven outside of British Columbia without approval of the General Manager. Used Car Department Vehicles are not available for personal use. Sales Management must approve any removal of used cars from the premises in advance.


Since demonstrators are vehicles intended for sale, in the event that any person, in possession of a demonstrator, will be absent for a lengthy period of time (either on vacation or any form of leave), they shall return their demonstrator to the Company. Use of a Company vehicle during vacation or leave is subject to the approval of the General Manager.

67. WorkSafeBCAll accidents that are work related must be reported to your first aid attendant and Department Manager IMMEDIATELY.

The Cowell Auto Group endorses all safety regulations of WorkSafeBC. It is expected that all staff will be familiar and comply with WorkSafeBC safety regulations. The Joint Health and Safety Committees review every on-the-job injury and recommend preventative measures.

P.O.G | COMMON SENSE | 36

If a situation should arise that is not covered in this Guide please use your best judgement and common sense, taking into account our Mission Statement and Core Values, in order to resolve it and report the actions that you took to your Department Manager. This common sense approach is particularly important when dealing with customer service issues.

COMMON SENSE

cowell auto group€¦ · 2014-11-19 · this operational guide was developed by the management...

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