June 25, 2026

At Karis Disability Services, our dedication to providing high quality services while ensuring the safety of the people who use our services remains a top priority.

As a part of our ongoing efforts to clarify and ensure consistent roles and responsibilities, and ensure transparency and adherence to legislative requirements, we have introduced key updates to various policies.

SECTION B – OPERATIONS

B.11 ON | B.8 SK Establishing or Changing a Service

  • B.11.5 ON | B.8.7 SK Guidelines When Engaging the Services of a Contractor

A change of requirement has been introduced to require multiple quotes for any contracted work up to $59,999 in value.

B.12 ON | B.9 SK Property and Vehicle Management

  • B.12.13.1 Insured Driver Policies (Ontario)

Additional clarification has been added regarding insured driver requirements, including expectations for communicating personal insurance coverage and any changes to that coverage.

  • B.12.1 ON | B.9.3 SK Property Maintenance

The policy has been clarified to ensure that repairs at support locations are completed by appropriately designated and licensed individuals where required. In addition, electrical repairs may only be performed by a licensed business authorized to carry out electrical work in a home or facility, in accordance with Electrical Safety Authority requirements.

  • B.12.6 ON | B.9.7 SK Fire and Carbon Monoxide Precautions

Additional guidance has been added prohibiting the operation of combustible equipment or vehicles in enclosed spaces to protect the safety of the people we support and our employees.

For Ontario only, following feedback received during recent Ministry of Children, Community and Social Services (MCCSS) compliance inspections, the policy now clarifies that all buildings owned or operated by Karis (including apartments and office buildings) must have an approved Fire Safety Plan. Where Karis leases a building and the landlord is responsible for the Fire Safety Plan, a copy of the approved plan’s approval page must be obtained and maintained by Karis.

  • B.12.9 ON | B.9.10 SK Water Temperature

Following feedback from recent MCCSS compliance inspections, and as a best practice adopted in both provinces, the policy has been updated to clarify that water temperature requirements apply to all supported living locations owned or operated by Karis, including:

  • Supportive Group Living homes;
  • Group Living apartments where Karis is the lessee; and
  • Community Participation Supports locations where bathing or showering assistance is provided.

Where a landlord controls water temperature settings, point-of-use temperature controls must be installed, or individual-specific protocols must be implemented to reduce risk. These controls or protocols must be documented in the Community Services Procedure Manual, included in the a person using services’ bathing/showering protocol, and referenced in their personal plan.

SECTION D – FINANCE

D.4 Purchasing (Ontario)

The policy has been updated to reflect new procurement and tendering requirements associated with fleet vehicle purchases and capital infrastructure projects under the Buy Ontario Act.

D.5 Accounts Payable (Ontario & Saskatchewan)

The policy update highlights the only valid form to be used by Host Family Services (HFS) Providers to invoice Karis for non-recurring HFS supports and respite services. Also, clarifies the mileage rate for reimbursement of HFS providers’ travel costs.

D.8 Capital (Ontario)

Clarification has been added regarding capital asset acquisition and disposal processes. Final approval authority for all capital transactions rests with the Chief Financial Officer.

D.8.2 Minor Capital (Ontario)

The policy now provides additional guidance on what qualifies as minor capital from an accounting perspective.

D.10 Signing Authorities (Ontario & Saskatchewan)

Administrative updates and clarifications have been made to support consistent application of signing authority requirements.

SECTION G – HOST FAMILY SERVICES

G.4 Application and Approval Process for Host Families (Saskatchewan)

  • G.4.4.2 Documentation Requirements

In response to new legislative requirements introduced by the Ministry of Social Services, the policy now requires all Host Family Services Providers to complete an Annual Criminal Record Declaration Form.

G.6 ON | G.6 SK Program Administration (Ontario & Saskatchewan)

  • G.6.3.1 Per Diem Rates

Historically, the policy stated that the per diem rates for Host Family Services Provider included in-area travel; however, the term “in-area travel” was not defined, resulting in inconsistent application across the organization.

The policy has been updated to define in-area travel as up to 450 kilometres per month. Travel within this limit (excluding travel related to Passport activities) is covered by the per diem rate. Travel exceeding 450 kilometres per month may be submitted for reimbursement following discussion with the Host Family Services Coordinator or Program Manager.

This change aligns with recommendations from the Host Family Services Per Diem Working Group and has previously been endorsed by our Organizational Leadership Team.

Please log into PolicyManager to review and complete the updated policies document in your iAttest folder. Ensure you review all updates and attest to them as assigned by September 30, 2026.

Justin Toth, Director of Strategic Finance
Abi Salu, Director of Financial Reporting & Control
Michelle Norton, Director of Operations