Hi Tim,
Steve and I remain aligned that you are good to move forward today.
Angie/Tim, I've added this to the document review list if you'd like
outside counsel to review. I'll put it on our next agenda.
Jennifer A.
On Wed, Jun 21, 2023 at 7:24 AM Timothy Thomas <tt@thekey.com> wrote:
> Good morning.
>
> We were planning to present the new vacation policy at today's pipeline
> meeting. Should we postpone?
>
>
> On Tue, Jun 20, 2023 at 12:46 PM Steve Koyanagi <skoyanagi@thekey.com>
> wrote:
>
>> Thanks, everyone. My assumption is that we're 90% there with this policy
>> as far as compliance, but there are likely a few technical items in each
>> province that we need to account for. As mentioned by Jennifer, if rolling
>> it out this week is a top priority we should do so.
>>
>> We have the option to concurrently have outside counsel review if we want
>> to assess additional compliance concerns. I'd estimate the review would
>> take an additional 2-3 weeks and likely cost 3-5k for a thorough review.
>>
>> Happy to discuss further.
>>
>> On Tue, Jun 20, 2023 at 9:20 AM Angie Markwell <angie.markwell@thekey.com>
>> wrote:
>>
>>> How long a delay and how much to use outside counsel?
>>>
>>> Sent from Angie's iPhone
>>>
>>> On Jun 20, 2023, at 11:51 AM, Timothy Thomas <tt@thekey.com> wrote:
>>>
>>>
>>> Personally I don't see any legal issues with this policy as it was built
>>> upon previous franchise policies that were already reviewed by council.
>>> Ultimately Steve's call.
>>>
>>> On Tue, Jun 20, 2023 at 11:48 AM Jennifer Allen <jallen@thekey.com>
>>> wrote:
>>>
>>>> Hi Angie,
>>>>
>>>> Yes, from the comments I do see she did review the original version.
>>>> The big differences are:
>>>>
>>>> - Moved from weekly to daily time allotments
>>>> - Allowing for people to use time (as approved by leadership) after
>>>> the 90 day probationary period
>>>> - Requiring a "1 week (5 day)" rollover year over year
>>>> - Rolled Nova Scotia employees into a higher accrual for the 6%/3
>>>> weeks if they get to 5 years (previously 8 years until they would have been
>>>> eligible for those amounts.
>>>>
>>>> Jennifer
>>>>
>>>> On Tue, Jun 20, 2023 at 6:07 AM Angie Markwell <
>>>> angie.markwell@thekey.com> wrote:
>>>>
>>>>> Let me ask did Shameema review this way back when we started through
>>>>> the process?
>>>>>
>>>>> Sent from Angie's iPhone
>>>>>
>>>>> On Jun 19, 2023, at 7:43 PM, Jennifer Allen <jallen@thekey.com> wrote:
>>>>>
>>>>>
>>>>> Hi Angie and Tim,
>>>>>
>>>>> Alina and I shared the final communication plan and vacation policy
>>>>> with Steve K. in legal. His recommendation would be to have outside counsel
>>>>> take a look at the policy as a legal specialist in each province did not
>>>>> review the document to ensure that we are 100% compliant and to ensure
>>>>> there is not a risk to the company that may have been overlooked. I
>>>>> honestly thought the previous group supporting the implementation had
>>>>> looped in Steve prior for his initial thoughts; I take full responsibility
>>>>> for this callout so late in the process.
>>>>>
>>>>> We can still move forward with Wednesday's launch, however, I did want
>>>>> to make you aware of Steve's thoughts.
>>>>>
>>>>> *Angie/Tim*, based on the resources you would like to invest in this
>>>>> policy, would you like Steve and I to have the policy reviewed with
>>>>> external specialist legal consultants?
>>>>>
>>>>> Jennifer A.
>>>>>
>>>>> On Thu, Jun 15, 2023 at 10:51 AM Angie Markwell <
>>>>> angie.markwell@thekey.com> wrote:
>>>>>
>>>>>> Perfect - sorry had another engagement.
>>>>>>
>>>>>> Sent from Angie's iPhone
>>>>>>
>>>>>> On Jun 15, 2023, at 1:20 PM, Jennifer Allen <jallen@thekey.com>
>>>>>> wrote:
>>>>>>
>>>>>>
>>>>>> Hi Team,
>>>>>>
>>>>>> Tim, Germaine and I met this morning to finalize the policy,
>>>>>> communication approach and next steps.
>>>>>>
>>>>>> *We are green light!*
>>>>>>
>>>>>> *Next Steps:*
>>>>>>
>>>>>> - *Tim/Germaine* to do one more review of the payout list and
>>>>>> amounts
>>>>>> - *Tim *to schedule time to announce the policy to Canada
>>>>>> corp/field team members on 6/21 (He will include Beth, Germaine, Dawn and
>>>>>> Jenn Allen to be HR reps)
>>>>>>
>>>>>> Resources/Links
>>>>>>
>>>>>>
>>>>>> - Policy Document: Click HereClick Here
>>>>>> <https://drive.google.com/file/d/1H4K_Q8CV3U6E4DAp468W5qsw2unlzGWe/view?usp=sharing>
>>>>>> - Communication Plan: Click Here
>>>>>> <https://docs.google.com/document/d/1nEnfxY4e_DnBrkGw7QCkYs3_20nSdkuC/edit?usp=sharing&ouid=112088303795525050915&rtpof=true&sd=true>
>>>>>> - Calculation Workbook: Limited access; contact Germaine Daniels
>>>>>> directly if you require access-she is the file owner.
>>>>>>
>>>>>> Thank you for your partnership!
>>>>>>
>>>>>> Jennifer AllenSr. Director of Human Resources
>>>>>> TheKey
>>>>>>
>>>>>>
>>>>>> On Wed, Jun 7, 2023 at 11:14 AM Dawn Kellerman <dkellerman@thekey.com>
>>>>>> wrote:
>>>>>>
>>>>>>> Hi All
>>>>>>>
>>>>>>> I spoke to the Canadian leadership team, and they are supportive of
>>>>>>> one call for the entire Canadian population. Mid-day, 2:30 pm ET, works
>>>>>>> best any day except Wednesdays (that is their pipeline).
>>>>>>>
>>>>>>> Thank You
>>>>>>>
>>>>>>> On Mon, Jun 5, 2023 at 11:08 PM Germaine Daniels <
>>>>>>> germaine.daniels@thekey.com> wrote:
>>>>>>>
>>>>>>>> Hi Jennifer and team,
>>>>>>>>
>>>>>>>> I do not see any reason why we can not convert the hourly
>>>>>>>> (non-exempt) employees to the salary (exempt) vacation policy. This change
>>>>>>>> will impact approximately 4 hourly Corporate/Field Canadian employees.
>>>>>>>>
>>>>>>>> Regards,
>>>>>>>> Germaine Daniels
>>>>>>>>
>>>>>>>> *Payroll Director *germaine.daniels@thekey.com
>>>>>>>> Phone: 562-784-1800
>>>>>>>> TheKey.com <https://www.thekey.com/>
>>>>>>>> [image: TheKey] <https://homecareassistance.com/>
>>>>>>>>
>>>>>>>>
>>>>>>>> On Mon, Jun 5, 2023 at 5:09 PM Jennifer Allen <jallen@thekey.com>
>>>>>>>> wrote:
>>>>>>>>
>>>>>>>>> Hello Team,
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Please find an update on the Canada Vacation policy effort below.
>>>>>>>>> I will be away from the office 6/6-6/9. In my absence, Jennifer W. and Liz
>>>>>>>>> are on standby to help support any urgent items.
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Policy
>>>>>>>>>
>>>>>>>>> - Click Here
>>>>>>>>> <https://docs.google.com/document/d/1B0uZK7B4TaJkWzSckQYmvm-U3rcy_HFdUn9iWhmSdOA/edit?usp=sharing>
>>>>>>>>> to view the policy document
>>>>>>>>> - The province-wide vacation policy is *98% complete*.
>>>>>>>>> - Germaine- Can corporate/field exempt and non-exempt team
>>>>>>>>> members accrue and pay out vacation time and pay in the same manner? Last
>>>>>>>>> week, Germaine mentioned to Jenn Allen that non-exempt were having vacation
>>>>>>>>> paid out with their paychecks as it was accrued (similar to caregivers).
>>>>>>>>> The ideal state would be corporate/field exempt and non-exempt have the
>>>>>>>>> same process/pay out that follows the vacation year outlined in the policy.
>>>>>>>>> - Next Steps:
>>>>>>>>> - *Germaine *to confirm same approach for exempt/non-exempt
>>>>>>>>> team members
>>>>>>>>> - Policy wording to be finalized based on Germaine's outcome
>>>>>>>>> - *Jennifer Winters/Beth/Dawn*-hop in one more time to see
>>>>>>>>> word updates from our conversation today.
>>>>>>>>> - *Angie/Tim* to review final policy and activate the
>>>>>>>>> communication plan
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Communication Plan
>>>>>>>>>
>>>>>>>>> - Click Here
>>>>>>>>> <https://docs.google.com/document/d/1nEnfxY4e_DnBrkGw7QCkYs3_20nSdkuC/edit?usp=sharing&ouid=112088303795525050915&rtpof=true&sd=true>
>>>>>>>>> to view the communication plan
>>>>>>>>> - Next Steps:
>>>>>>>>> - Plug in the final date information into the communication
>>>>>>>>> plan/emails/slides
>>>>>>>>> - *Jennifer Winters/Beth/Dawn*-hop in one more time to see
>>>>>>>>> word updates from our conversation today.
>>>>>>>>> - *Tim/Angie* to schedule team member/leader meetings to
>>>>>>>>> review the new policy; update Germaine on when the last meeting will occur
>>>>>>>>> so that she can bulk send the team member emails with their individual
>>>>>>>>> payout amounts, as applicable.
>>>>>>>>> - Note: On the "requesting time off" slide, I included the
>>>>>>>>> FULL email communication (Feb 2023) in the slide NOTES section for
>>>>>>>>> reference, if needed. The words on the slide are a summary.
>>>>>>>>> - Check the slide wording to match the final policy outcome
>>>>>>>>> (exempt/non-exempt) before hosting meeting with leaders/team members)
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Resources/Links
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> - Policy Document: Click Here
>>>>>>>>> <https://docs.google.com/document/d/1B0uZK7B4TaJkWzSckQYmvm-U3rcy_HFdUn9iWhmSdOA/edit?usp=sharing>
>>>>>>>>> - Communication Plan: Click Here
>>>>>>>>> <https://docs.google.com/document/d/1nEnfxY4e_DnBrkGw7QCkYs3_20nSdkuC/edit?usp=sharing&ouid=112088303795525050915&rtpof=true&sd=true>
>>>>>>>>> - Calculation Workbook: Limited access; contact Germaine
>>>>>>>>> Daniels directly if you require access-she is the file owner.
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> Jennifer AllenSr. Director of Human Resources and Training
>>>>>>>>> TheKey
>>>>>>>>>
>>>>>>>>
>>>>>>
>>>>>
>>>>> --
>>>>> Jennifer AllenSr. Director of Human Resources
>>>>> TheKey
>>>>>
>>>>>
>>>>
>>>> --
>>>> Jennifer AllenSr. Director of Human Resources
>>>> TheKey
>>>>
>>>
>>>
>>> --
>>> Tim Thomas
>>> Head of Canada Division
>>> *Please note my email has changed:*
>>> tt@TheKey.com <tt@thekey.com>
>>> (514) 591-9387
>>> TheKey.ca <https://www.thekey.ca/>
>>> [image: TheKey] <https://www.thekey.com/>
>>>
>>>
>
> --
> Tim Thomas
> Head of Canada Division
> *Please note my email has changed:*
> tt@TheKey.com <tt@thekey.com>
> (514) 591-9387
> TheKey.ca <https://www.thekey.ca/>
> [image: TheKey] <https://www.thekey.com/>
>
--
Jennifer AllenSr. Director of Human Resources
TheKey