By-Law 2024-013 - Schedule A - Personnel Policy (2)1
THE CORPORATION OF THE TOWN OF TILLSONBURG
PERSONNEL POLICY
www.tillsonburg.ca
Amended January 2024
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INTRODUCTORY STATEMENT .......................................................................... 4
Employment Conditions/Work Hours .................................................................... 5
Pay Day...................................................................................................... 5
Pay Advances ............................................................................................ 5
Administrative Pay Corrections .................................................................. 5
Pay Deductions .......................................................................................... 5
Vacation and Vacation Pay ........................................................................ 6
Public Holidays and Public Holiday Pay ..................................................... 8
Rates of Pay ............................................................................................... 9
Progressive Discipline/Termination/Problem Resolution ............................ 9
Temporary Layoffs ..................................................................................... 9
GENERAL EMPLOYMENT BENEFITS ................................................................ 9
Regular Attendance and Personal Days .................................................. 10
Short-Term Disability Benefits .................................................................. 10
Long-Term Disability Insurance ................................................................ 10
Employees Injured on the Job .................................................................. 10
Group Insurance ...................................................................................... 11
Pension .................................................................................................... 11
Miscellaneous .......................................................................................... 11
EDUCATIONAL ASSISTANCE ........................................................................... 14
LEAVES OF ABSENCE ...................................................................................... 15
Medical Leave of Absence ....................................................................... 15
Personal Leave of Absence ..................................................................... 17
Sick Leave and Short-Term Disability Leave............................................ 18
Long-Term Disability Leave ...................................................................... 18
Provincially Legislated Leaves of Absence .............................................. 20
Bereavement Leave ................................................................................. 20
Time Off to Vote ....................................................................................... 21
Jury Duty .................................................................................................. 21
Witness Duty ............................................................................................ 21
OTHER EMPLOYMENT REGULATIONS ........................................................... 22
Probationary Period ................................................................................. 22
Retirement ................................................................................................ 22
AODA... .................................................................................................... 22
Use of Vehicles and Equipment ............................................................... 24
Visitors in the Workplace .......................................................................... 24
No Pyramiding or Compounding .............................................................. 24
Electronic Communications ................................................................................ 25
General Statement of Policy ..................................................................... 25
Prohibited Use .......................................................................................... 26
Use of Electronic Communications .......................................................... 27
Use of the Internet .................................................................................... 27
Confidentiality ........................................................................................... 27
Copywright of Software ............................................................................ 27
Storage Media .......................................................................................... 27
The town Access to Electronic Communications………….……………….28
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Footer for Email………………….…………………………….………………28
No Expectation of Privacy…………………………………….………………28
Online Social Community Pages, Personal Websites and Blogs…….…..28
Telephone Usage ..................................................................................... 30
Performance Evaluations .................................................................................... 31
Equal Opportunity Employer ............................................................................... 31
Recruitment ........................................................................................................ 31
Workplace Security ............................................................................................. 31
CODE OF CONDUCT ......................................................................................... 32
Hiring of Relatives .................................................................................... 32
Conflict of Interest .................................................................................... 33
Outside Employment ................................................................................ 33
Confidential Information ........................................................................... 34
Media Relations ....................................................................................... 34
Police Check and Vulnerable Sector Screening ..................................... 345
Gifts and Other Benefits ........................................................................... 35
Political Activity ........................................................................................ 35
Distribution of Literature / No Solicitation ................................................. 35
Use of Property ........................................................................................ 36
Scent Free Environment........................................................................... 36
Infractions ................................................................................................. 38
Compliance .............................................................................................. 38
PRIVACY POLICY .............................................................................................. 38
APPENDICES ..................................................................................................... 41
Appendix A – Personnel Policy Rates ...................................................... 42
Appendix B – Clothing Allowance Procedure ........................................... 44
Appendix C – Privacy Consent ................................................................. 47
Appendix D – Personnel Policy Acknowledgment .................................... 48
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INTRODUCTORY STATEMENT
This Personnel Policy (the “Policy”) is intended to inform all employees of the
rights, privileges, expectations and benefits of their employment with the
Corporation of the Town of Tillsonburg (the "Town").
The Town is structured under the Chief Administrative Officer system of
governance. The Mayor and Council will retain overall responsibility for personnel
management through the Chief Administrative Officer for the Town. Council will
be responsible for setting policy for the management of the Town’s resources and
for determining priority in policy execution. The Human Resource Manager, or
his/her designate, will assume responsibility for advising on human resource
matters to ensure compliance with both federal and provincial legislation and
policies and procedures adopted by municipal by-laws. The Town’s managers will
be responsible for ensuring that these policies are implemented and observed.
This Policy covers full and Part-time employees of the Town, its local boards,
commissions and any appointments made by Council.
Council members will not become directly involved in the discharging of the Town’s
administrative functions or in the operation of its facilities and equipment. The
Town’s managers will be expected to keep Council informed of any changes in the
ordered priorities.
This Policy is compliant with all primary labour and employment statutes including
the Employment Standards Act, 2000, Human Rights Code, Workplace Safety and
Insurance Act, 1997, Occupational Health and Safety Act, and Labour Relations
Act, 1995.
In the event of any inconsistency between the terms of such employment
agreement and the Policy, the terms of the employment agreement shall prevail.
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EMPLOYMENT CONDITIONS/WORK HOURS
For purposes of this Policy, full-time employees may be either salaried or hourly
employees who are regularly scheduled to work at least thirty-five (35) hours per
week. Generally, full-time employees are eligible for group insurance arranged by
the Town, subject to the terms, conditions and limitations of the group insurance.
For purposes of this Policy, part-time employees are those who are regularly
scheduled to work up to twenty (20) hours per week. Part-time employees are not
eligible for group insurance arranged by the Town. Part-time employees are
eligible for insurance, required to be provided by statute, such as employment
insurance and workplace safety insurance.
For purposes of this Policy, full-time fixed term contract employees working a term
6 months or greater are eligible to receive Town benefits of paid, personal days,
required safety equipment, and clothing allowance if applicable. All eligible days
will be prorated based on the length of the contract.
Please see policy HR-08 – Hours of Work and Overtime for further details.
Payday
Employees will be paid bi-weekly. The payroll period begins on a Sunday and
ends on the 2nd Saturday following. Each employee will be provided a statement
of earnings and deductions for the payroll period. In the event that a regularly
scheduled payday falls on a day other than regular business day for the Town,
employees will receive pay on the last regular day of business prior to the regularly
scheduled payday.
Pay Advances
The Town does not provide pay advances on wages to employees.
Administrative Pay Corrections
In the event that there is an error in the amount of pay provided to an employee,
an employee should promptly bring the discrepancy to the attention of their
supervisor or Human Resources Generalist. Any required corrections will be
made as quickly as possible.
Pay Deductions
The Town must make certain deductions from every employee's pay, including
applicable Federal and Provincial income taxes, Employment Insurance
premiums, and Canada Pension Plan contributions, in the amounts stipulated by
legislation. In addition, membership in the OMERS Plan is mandatory for certain
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employees and, amounts as directed by the OMERS Plan, are deducted from
each participating employee's pay. Employees should consult Human Resources
Generalist to determine their eligibility and obligations in respect of the OMERS
Plan.
Where the Town offers programs, benefits and insurances beyond those required
by law, eligible employees may be required to, or may voluntarily, authorize
deductions from their pay to cover the costs of participation in these programs.
In all cases, the Town reserves the right to schedule overtime. In most cases, the
Town may first seek volunteers from amongst employees who are qualified to do
the work required. However, where there are no qualified volunteers, the Town
will schedule employees for overtime. Employees who are so scheduled are
expected to report for work except where extraordinary circumstances would
prevent their attendance.
Where an employee offers or is required to work overtime, and the Town approves
such work in advance, the employee is entitled to be paid the applicable overtime
rate.
Vacation and Vacation Pay
All vacation and vacation pay shall be based on the employee’s anniversary date,
and, generally, must be earned in advance. Full-time employees shall be eligible
for vacation and vacation pay in accordance with the following:
Years of Complete Eligible
Service
Paid Vacation Time OR Vacation Pay
Upon initial eligibility (12 mos.) Two (2) weeks 4% of wages earned
4 years Three (3) weeks 6% of wages earned
10 years Four (4)
weeks
8% of wages earned
18 years Five (5)
weeks
10% of wages earned
25 years Six (6)
weeks
12% of wages earned
In addition, full-time employees shall be entitled to a single floating vacation day,
with pay at the employee’s regular straight time rate of pay, in each calendar year.
This day will be prorated in the initial calendar year based on the employee’s date
of hire.
Upon management’s approval, vacation time may be requested in fifteen (15),
thirty (30), sixty (60) minute intervals, as well as daily and weekly intervals.
All part-time employees shall be eligible for vacation time and vacation pay in
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accordance with Ontario’s minimum employment standards legislation. Vacation
pay will be paid to part-time employees bi-weekly in accordance with the Town’s
customary payroll practice.
The vacation pay column in the chart above will only be used to calculate vacation
for employees on an approved leave, where they do not earn wages paid by the
Town.
Part-time, as well as some contract full-time employees receiving an additional 4%
or 6% of wages as vacation pay shall have their vacation pay based on all wages,
excluding vacation pay, earned during the period for which the vacation or vacation
pay is given.
Vacation must be taken as time off. No cash payment in lieu of vacation will be
provided.
Generally, vacation days may not be taken in advance of being credited. If an
employee requires vacation days prior to being credited with sufficient days, the
employee may request in writing to their manager and may be granted the vacation
days requested up to a maximum of five (5) days (40 hours) for the calendar year
requested.
Vacation of up to one (1) week (40 hours) may be carried over into the employee's
next vacation year, if approved by the respective Director or Chief Administrative
Officer.
To schedule vacation, employees must submit their request for vacation through
the Town’s payroll software – Dayforce, on or before the deadline provided by
their department director/manager of each year. The supervisor will approve or
deny the vacation request based on the Town's operational requirements. A
request for vacation of longer than two (2) consecutive weeks will also require
the approval of the department director. Accrued vacation pay shall be paid to
the employee on the regular pay date occurring during the period of the vacation,
unless the employee and the Town agree otherwise.
When a statutory holiday occurs during an employee's vacation, the Town shall
substitute another day that would ordinarily be a working day for the employee to
take off work for which the employee will be paid statutory holiday pay as if the
substituted day were a statutory holiday.
Vacation entitlement (pay and time) does not accrue during unpaid leaves of
absence; however in no case will you receive less than your minimum statutory
entitlement to unpaid vacation time.
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Statutory Holidays and Statutory Holiday Pay
All full time employees are entitled to a statutory holiday with pay on each of the
following holidays:
HOLIDAY
New Year’s Day
Family Day
Good Friday
Easter Monday
Victoria Day
Canada Day
1st Monday in August
Labour Day
Thanksgiving
Christmas Day
Boxing Day
Part-time employees are not eligible to receive a holiday with statutory holiday pay
on Easter Monday or the 1st Monday in August holiday.
To be eligible for statutory holiday pay, employees must work all of their previous
regularly scheduled day of work before the holiday and all of their first regularly
scheduled day of work after the holiday, unless the employee had reasonable
cause.
Statutory holiday pay for full-time employees will be equal to the employee’s
regular wages earned in the pay period immediately preceding the statutory
holiday, divided by the number of days the employee worked in that period. In
cases where less than a full day is observed as the statutory holiday, employees
will be responsible for coverage of the work hours not covered by statutory holiday
either by using accrued vacation or unpaid time off.
If the Town and employee agree that the employee will work on a statutory holiday
that would ordinarily be a working day for that employee, the Town shall pay to the
employee wages at his or her regular straight time rate of pay for the hours worked
on the holiday and substitute another day that would ordinarily be a working day
for the employee to take off work and for which they shall be paid public holiday
pay as if the substitute day were a holiday no later than three (3) months after the
public holiday or upon written agreement with the employee, within twelve (12)
months after the public holiday or the Town shall pay to the employee holiday pay
for the day plus one and one half times the employee's regular straight time rate
of pay for each hour worked on the public holiday.
In addition to the public holidays noted above, the afternoon prior to Christmas Day
and the afternoon prior to New Year's Day shall constitute additional paid holidays,
provided, however, that Christmas and New Year's half day public holidays will be
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observed on the working days preceding the respective holidays except when
Christmas Day and New Year's Day falls on Saturday, Sunday, or Monday in which
case the half-holiday will be observed on the preceding Friday afternoon. The
exact dates to be taken off shall be at the discretion of the Chief Administrative
Officer.
Rates of Pay
The regular straight time rates of pay applicable to each position classification are
outlined in the applicable Compensation Grid as approved by Council.
Employees assigned to act as a lead-hand, provided that such assignment is
approved by the appropriate Director or Manager, will be paid a premium of $2.50
per hour above their regular straight time rate of pay for each hour they are working
in the lead-hand role.
Progressive Discipline/Termination/Problem Resolution
Please see policy HR-09 – Progressive Discipline and Problem Resolution
for details.
Temporary Layoffs
Occasionally, there may be the need for the Town to temporarily layoff one or more
of its employees. The Town retains the sole discretion to determine which
employees will be subject to the temporary layoff.
The Town will give employees as much notice of a layoff as business conditions
allow. This expression of intent, however, does not create an obligation on the part
of the Town to provide any prior notification of a layoff.
The Town will comply with the provisions of the Ontario Employment Standards
Act, 2000 with respect to temporary layoffs.
GENERAL EMPLOYMENT BENEFITS
The Town provides certain employment benefits to eligible employees as
described in this Policy. Where noted, the employment benefits are provided
through contract(s) of insurance and the Town pays certain premiums for the
insured benefits only. All decisions as to the eligibility for a benefit rest exclusively
with the insurance carrier and benefits are subject to the terms of the applicable
contracts. Employment benefits, including insurance coverage, are subject to
change without notice.
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Regular Attendance and Personal Days
Please see policy HR-10 – Regular Attendance and Personal Days for
further details.
Short-Term Disability Benefits
Please see policy HR-07 – Short Term Disability for further details.
Long-Term Disability Insurance
The Town has arranged for a Long-term Disability Insurance Plan (LTD) which
provides eligible full-time employees, who have completed their probationary
period, with insurance coverage equal to 66.7% of the first $2,250 of basic monthly
earnings and 40% of the balance up to a maximum of $4,000 per month, payable
up to age 65, after a continuous twenty-six (26) week period of disability is satisfied
(Please refer to your Group Insurance Booklet to obtain the specific details).
During the twenty-six (26) week waiting period, the employee may be eligible for
benefits under the Short-term Disability Plan described in policy HR-07 – Short
Term Disability. To qualify for benefits under the LTD plan, an employee must
meet the requirements of the insurance plan and provide evidence of the disability
that is satisfactory to the insurance carrier. All decisions as to the eligibility for
benefits rest solely with the insurance carrier. For more information on the terms
of the LTD plan, please contact Human Resources Manager or his/her designate.
Employees Injured on the Job
An employee who is injured while at work, and as a result of such injury, is certified
by a qualified physician as unfit to complete work on the day of the injury, shall not
suffer a loss of regular straight time pay for the day of the injury and no deduction
will be made from sick leave credits with respect to that particular working day.
Employees who sustain work-related injuries or illnesses must inform their
supervisor immediately in order not to affect any benefits that they may be entitled
to under the Workplace Safety and Insurance Act (the "Act").
Where a full-time employee is absent from work as a result of an illness or injury
covered under the Act, and is in receipt of benefits under the Act, the following
applies:
Respecting full-time employees who satisfy the conditions stipulated above,
the Town shall continue to pay the Town’s normal share of the premiums
for the group insurance that that employee would otherwise be entitled to
for the period required by the Workplace Safety and Insurance Act, provided
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that the employee pays the employee’s share of the premiums, if any.
No full-time employee shall suffer loss of regular straight time pay for the
period beginning on the first day of an absence from work as a result of an
illness or injury for which benefits are payable under the Act and ending on
the date that benefits are no longer payable under the Act. In the case the
Town makes a payment to an employee in a period for which the employee
also receives a payment from the Workplace Safety and Insurance Board,
the employee shall remit the payment (or the value of the payment) to the
Town, except any payment that relates to an award of non-economic loss
(NEL).
Group Insurance
The Town presently pays premiums on behalf of eligible Full-time employees for
group insurance which consists of the following group benefits:
Life Insurance
Extended Health Insurance
Deluxe Travel Insurance, and
Dental Insurance
The Town pays certain premiums for the described group insurance only. All
decisions as to the eligibility for a benefit rest exclusively with the insurance carrier,
and are subject to the terms of the applicable insurance plan.
Please refer to your Group Insurance Booklet to obtain specific details of the
insured benefits and to determine the rules respecting eligibility and exclusions for
insurances.
Pension
Participation in a pension, administered by and in accordance with the provisions
of the Ontario Municipal Employees Retirement System (OMERS), is compulsory
for every eligible Full-time employee of the Town from the date of hire.
Participation in OMERS is optional for certain Part-time employees. To determine
whether you qualify or are required to participate in OMERS please contact your
Human Resources representatives.
Miscellaneous
a) Clothing Allowance
The number of articles of clothing as indicted in Appendix B, is to be considered
the maximum annual amount required.
This allowance applies only to clothing required in order for an employee to
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complete their daily tasks. This does not include any required uniforms or health
and safety equipment.
b) Personal Protective Equipment
Personal Protective Equipment (PPE) shall include, but is not limited to,
approved Canadian Standards Association (CSA) safety boots, gloves, high
visibility safety wear, safety eye protection, hearing protection, etc. The Town
shall provide any personal protective equipment to the employee as warranted
by the job conditions determined by department manager and Town’s Health
and Safety Coordinator.
CSA safety boots shall be limited to one pair per year.
In addition, if an employee’s boots are damaged beyond safe limits through the
course of their work, replacement is at the discretion of the supervisor.
Damaged boots must be returned to the supervisor.
If an employee chooses prescription safety glasses, the safety glasses must
comply with CSA Z94.3.1-09 standards, Industrial Eye and Face Protectors.
Expenses for prescription safety glasses may be submitted through our benefit
provider and will be subject to plan reimbursement levels and frequencies.
c) Mileage
Employees using personal vehicles, as approved by the employee’s manager,
or CAO in the case of the in-town rate, while on business for the Town,
Tillsonburg Hydro Inc. or the Tillsonburg Police Services Board, shall be
reimbursed at a rate in accordance with Appendix A to this Policy.
d) Meal Per Diems
Employees may claim, and the Town may approve, reimbursement for meal
per diems where the:
- Director has approved the event which required the employee to attend;
- employee is involved in a meeting or seminar where such employee
cannot bring a lunch, or
- meeting is outside of the geographic boundaries of the Town, or
- meeting is during the day and includes lunch as a business lunch.
Meal per diems include the reasonable purchase of food, a non-alcoholic
beverage, and tip.
Whenever possible, an employee PCard should be used to purchase meals
that meet the above stated criteria.
Receipts are required for all meals purchased either on a PCard, or for
submission of an expense form.
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Approved meal per diems will be paid in accordance with Appendix A to this
Policy with the submission of conference or seminar details outlining whether
meals are provided as part of the conference or seminar.
e) Conferences and Training
Annual attendance of delegates at seminars, conventions, conferences or
training courses will be restricted to provisions made in the current year’s
operating budget. For purposes of this policy a delegate shall mean a
representative of the Town authorized to attend a seminar, convention,
conference or training course.
Delegates who are required to attend approved seminars, conventions,
conferences or training courses, will be reimbursed upon providing receipts for
expenses relating to the registration fee, accommodations, travel, parking and
communications. All costs related to a companion who attends the seminar,
convention, conference or training course, will not be reimbursed by the Town.
If the annual training budget amount has been committed or spent, attendance
at further training opportunities and additional expenses must be approved in
advance.
A cost sharing arrangement with an employee who wishes to attend a
conference or training event may be considered where attendance is
considered to be of mutual benefit. Attendance of employees at events must
be pre-approved by their Director or Manager. Such arrangements may serve
to spread the budget out so that more employees can benefit.
Attendance at events outside of Canada must be pre-approved by Council.
f) On Call Compensation
Compensation for an employee required to be on stand-by is in accordance
with Appendix A to this Policy.
h) Professional Membership Dues
The Town may, in its discretion, reimburse membership dues paid by
employees for membership in professional associations required by, or directly
related to, the employee's employment with the Town. Requests to be
reimbursed for membership dues must be made in writing, together will all
relevant details, to the appropriate Director or Chief Administrative Officer.
(j) Health Club Membership
The Town will offer full-time and part-time employees, volunteer fire fighters
and members of Council a 100% discount on an adult regular membership fee
(for personal use by the employee) in the Town’s Community Centre health
club, squash, tennis and swimming pool facility. This membership is a taxable
benefit.
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Employees may also enroll additional family members for the cost of a
Corporate annual Family rate less the Adult annual rate, plus HST.
Additional Family Membership Qualifiers: employee must hold a membership.
Immediate family members only, this includes spouse, common law spouse,
children between the ages of 10 and 21 (ages 10-12 must be accompanied by
an adult), or up to 25 if they are enrolled as a student.
If an employee leaves the Town, their membership will terminate effective their
last day of employment.
For more details about health club membership enrollment, please contact
Human Resources staff.
EDUCATIONAL ASSISTANCE
The Town may provide educational assistance to eligible full-time and part-time
employees who have completed their probationary period in an eligible
employment classification. Employees must remain in active employment and be
performing their job satisfactorily through to the completion of the course for which
educational assistance is claimed.
An employee must acquire all the details regarding the course (including the
educational institution the course is offered through, the full course description, the
cost of the course, the program through which the course is offered, and the
relevance of the course to the employee's employment with the Town). The
employee must then submit a written request to the Town (accompanied by
information described in this Policy) for educational assistance.
Employees requesting educational assistance must submit a written formal
request, to the Town, outlining the following:
1. Educational Institution
2. Full course description (including program offered)
3. Course fees (detailed)
4. Justification and relevance of course to employment
All requests for educational assistance will be reviewed to determine qualification
for assistance. The Town may approve educational assistance requests for all or
part of the amount of assistance being requested. If approved, employees are
responsible for paying all costs of the course upfront. All approvals for education
assistance must be received prior to the employee commencing the course for
which the education assistance is sought and Final assistance payments from the
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Town will be subject to the employee achieving a final grade of at least 60%, or
equivalent, (where the course is graded in that manner) and/or present a certificate
of completion (where only a certificate of completion is presented to successful
participants).
An employee who resigns or is terminated for cause from the Town prior to
completion of an approved course will not be reimbursed.
While educational assistance is expected to enhance an employee’s performance
and professional abilities, the Town makes no representations that participation in
formal education will entitle the employee to advancement, a different job
assignment, or pay increases.
LEAVES OF ABSENCE
Medical Leave of Absence
The Town recognizes that on occasion, employees may experience an illness or
injury which prevents them from attending at work for a significant period of time.
While it is our hope that employees fully recover and return to work as soon as
possible, this section addresses the circumstances where this is not possible and
outlines our mutual responsibilities.
Firstly, when an employee becomes aware they will be absent from work due to
illness or injury, the employee is required to contact their manager or Human
Resources staff regarding the absence as soon as possible. Please note that
employees are not required to divulge any diagnoses.
The Town will require the employee to supply written medical evidence of inability
to attend work if the absence is expected to be longer than three (3) days, subject
to compliance with the applicable provincial employment standards legislation. It
is important to note any absences not supported by clear medical documentation
may be considered to be unapproved, and therefore subject to disciplinary action
up to and including termination of employment for cause.
In addition, and during the period of the medical leave, an employee will be
required to provide medical documentation to the Town on an ongoing basis, as
requested. Requests for medical documentation will be sent to the employee by
the Town, and may include the requirement to have a treating physician or other
medical specialist to complete medical forms. In all instances, it is the responsibility
of the employee to ensure that these forms are completed acceptably, and within
the time-frames as set by the Town. The purpose of the medical documentation is
to (i) ensure the employee’s medical leave is fully protected; (ii) obtain an
anticipated return to work date; and/or (iii) ensure that the Town is able to evaluate
and determine any appropriate accommodation in ensuring the employee’s safe
return to work.
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As part of this process and in certain circumstances, the Town may also require
the employee to attend independent assessments and/or independent medical
examinations.
Regular communication during medical leaves is essential to ensure that we work
collaboratively in the return to work process. If required, the Town will seek to take
all reasonable measures to accommodate return to work process. If an employee
is unable to perform the essential duties of their pre-injury/illness job, the Town will
work with the employee to find ways to modify the job to suit their abilities. While
the Town is not required to create jobs, if the employee is unable to perform the
pre-injury/illness work with modifications, the Town will seek to be as creative as
possible to accommodate the employee, and will only cease to accommodate if it
would be an undue hardship for the Town, or if the disability were to create a
permanent inability for the employee to perform most of the essential duties of their
position.
In all cases, the Town will continue to accommodate the employee in accordance
with human rights legislation.
While the Town is confident that our employees will comply with all of the
requirements outlined above, employees should be aware that failure to comply
with these requirements may result in disciplinary action up to and including
termination of employment on a with cause basis.
Financial Assistance Available to Employees on Leave
Since medical leaves usually begin with one (1) or two (2) personal days, the
employee will be eligible to first avail themselves of the Town’s Personal Days
policy if the employee indeed has unused time.
If requested, an employee may be permitted to use any unused vacation time
which they have accrued but not yet used.
In all instances where there is an interruption in earnings for more than five (5)
consecutive days, the Town will issue a Record of Employment to the employee.
The Record of Employment is the government document employees will need
should they wish to apply for Employment Insurance “Sick Leave” Benefits through
Employment and Social Development Canada (“ESDC”). The program details can
be found at Employment Insurance benefits - Canada.ca
It is important to note that certain restrictions may apply to these benefits, and we
suggest employees contact their local ESDC office to determine their personal
eligibility.
Lastly, we take this opportunity to also remind all employees that the Town has
both a short term disability and long term disability program that is available for
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extended medical leaves. Both of these programs have various requirements in
order to qualify. For more details please contact Human Resources staff.
Personal Leave of Absence
A personal leave of absence under this Policy is defined as an approved leave
of an employee without pay.
An employee is required to make a request in advance, in writing, to his/her
immediate manager who shall review the request with the department director
and assess it against the operational requirements of the Town or any other
relevant factor. The Town will make all decisions in respect of requests for
personal leave of absence and its decision is final.
Except as identified in this Policy, or in the most extraordinary of circumstances,
a personal leave of absence will not be granted for a period exceeding thirty
(30) calendar days.
All personal leaves of absence approved under this Policy shall not result in
additional cost to the Town, including costs related to the premiums for group
insurance.
While an employee is on a personal leave of absence under this section, group
insurance will be administered on the following basis:
i) In the event the personal leave of absence exceeds ten (10) working days
but is less than thirty (30) calendar days, group life and extended health
insurance may be maintained at the employee's expense. In any case
where a leave of absence exceeds ten (10) working days, the short term
disability benefits described in this Policy that would otherwise be available
to employees shall not be available.
ii) Employees wishing to maintain the benefit coverage noted above, shall
make arrangements, in writing, prior to commencement of the leave of
absence with employees being responsible for all premium payments
required and payable to the Town prior to commencement of the employees
leave. Failure to notify the Town in writing of the desire to maintain available
benefit coverage and make full payment, as noted, for the premium
associated with the group insurance may result in the insurance coverage
lapsing and otherwise not covering the employee for the period of the leave
of absence (and beyond).
iii) No OMERS contributions shall be made by either the Town or the employee
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during any personal leaves of absence. Employees may arrange to make
OMERS contributions, at the employee’s expense, for the broken service
period on behalf of both the employee and the Town, subject to OMERS
regulations.
Sick Leave and Short-Term Disability Leave
A sick leave, or short-term disability leave, may be granted to employees who are
required to be absent from work due to sickness or injury unrelated to work. In
order to qualify for either a sick leave or a short-term disability leave, employees
are required to notify their immediate supervisor of their inability to be at work
because of sickness or disability
Employees may be required to produce proof of sickness or disability in the form
of a detailed medical certificate issued by a qualified physician subject to
compliance with the applicable minimum provincial employment standards
legislation. Failure to comply with the request to provide a detailed medical
certificate in support of the request for leave may result in forfeiture of pay, denial
of the sick leave or short term disability leave and suspension or discharge from
employment for cause.
If an employee is approved by the Town for sick leave or short term disability leave,
the Town shall continue to pay the Town’s normal share of the premiums for the
group insurance that that employee would otherwise be entitled to for a maximum
of twenty-six (26) weeks from the date of the first absence caused by the sickness
or disability, provided that the employee pays the employee’s share of the
premiums, if any.
Long-Term Disability Leave
(a) Full-time employees may be approved for a long-term disability leave of
absence. Employees may be required to produce proof of sickness or
disability, in the form of a detailed medical certificate issued by a qualified
physician, and provide regular updates from a qualified physician, subject
to compliance with the applicable minimum provincial employment
standards legislation. Failure to comply with the request to provide a
detailed medical certificate in support of the request for long-term disability
leave of absence may result in forfeiture of pay, denial of the sick leave or
long term disability leave and suspension or discharge from employment for
cause.
In addition, absences of extended duration and the cause(s) of the
absences will be reviewed by the Town. In appropriate circumstances, and
having regard to available medical evidence and prognosis for return to
employment (including accommodated employment in accordance with
legal requirements) the Town may treat the employment relationship as
having been frustrated and terminate the employee's employment.
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Where a long-term disability leave of absence has been approved by the
carrier, eligible employees shall have their group insurance administered on
the following basis:
i) The Town shall continue to pay the Town’s normal share of the
premiums for group life and extended health insurance for twenty-four
(24) months from the date of the first absence caused by the sickness
or disability, subject to the employee paying the employee’s share of the
premiums, if any.
ii) No contribution to OMERS will be made by either the Town or the
employee while the employee is on long-term disability leave since
provision is made under the OMERS plan for either a disability pension
or disability waiver of contributions, subject to OMERS regulations.
(b) Employees who have been employed by the Town for at least thirty (30)
consecutive
years and i) have been approved for a long term disability leave of absence
in accordance with this Article and ii) have been absent from work on such
approved long term disability leave of absence for at least twenty-four (24)
months from the date of the first absence caused by the sickness or
disability, may request that the Town continue to remit premiums on their
behalf for group life and extended health insurance, subject, in all cases, to
the following further conditions and limitations:
(i) the employee ceases to be employed by the Town commensurate with,
or prior to the time, that the Town begins to remit premiums on behalf of
the employee under article (b);
(ii) the employee makes arrangements satisfactory to the Town for the
payment of the employee’s share of such premiums, if any, prior to
the time that the premiums are payable, and the employee complies
with those arrangements;
(iii) the arrangements described at sub-article (ii) shall include a
commitment by the employee to pay any increases to the premiums
that may be charged by the group insurer from time to time;
(iv) no premiums will be paid by the Town after the earlier of the date that
the employee is no longer eligible to receive long term disability
benefits under the Town’s long term disability insurance, as
determined by the Town’s group insurer, and the employee’s 65th
birthday;
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(v) group insurance will lapse no later than the dates described at sub-
article (iv); and
(vi) the employee complies with all requests made by the Town to supply
information related to the employee’s sickness or disability.
Employees recognize that the Town can agree to pay certain premiums for
the described group insurance only. All decisions as to whether insurance
will be extended and in respect of the eligibility for a benefit rest exclusively
with the insurer, and are subject to the terms of the applicable insurance
plan.
Provincially Legislated Leaves of Absence
Under the Ontario Employment Standards Act, 2000, the following leaves of
absences shall be granted to all employees in accordance with the Provincial
legislation, as noted:
Pregnancy/Parental Leave
Family Medical Leave
Organ Donor Leave
Reservist Leave
Family Caregiver Leave
Critically Ill Child Care Leave
Crime-Related Child Death and Disappearance Leave
Domestic or Sexual Violence Leave
Any other leaves Provincially approved after the date of this Policy
While an employee is on any provincially legislated leave of absence, group
insurance will be administered in accordance with the applicable legislation.
In the event an employee wishes to extend a provincially legislated leave, the
employee may make application in accordance with the Personal Leave of
Absence section.
Bereavement Leave
Bereavement leave of absence, without loss of regular straight time pay, may be
granted for full-time employees attending the funeral and for bereavement
purposes in accordance with the following:
Five (5) working days immediately following the death of a spouse,
common-law spouse, same sex partner, parent, stepmother, stepfather,
child, stepchild, or parent, stepmother, stepfather of the employee’s current
spouse, common-law spouse or same sex partner.
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Three (3) working days immediately following the death of a grandchild,
grandparent, brother, stepbrother, sister, stepsister, or sister, stepsister,
brother, stepbrother or grandparent of the employee's current spouse,
common-law spouse or same sex partner.
One (1) working day, to attend the funeral of an aunt or uncle, a close friend
or to serve as a pallbearer.
An employee requesting a bereavement leave of absence pursuant to this Policy
may be required by the Town to furnish evidence supporting the leave.
Time Off to Vote
If, due directly to their work schedules, employees are not provided with three (3)
consecutive hours to cast their vote in a federal, provincial or municipal election
outside of their working hours, the Town may grant up to four hours off work without
loss of regular straight time pay for the purpose of permitting employees the
opportunity to vote. Employees must request time off to vote under this Policy from
their supervisor at least two working days prior to the day of the federal, provincial
or municipal election.
Jury Duty
An employee who is requested for jury consideration/service, in any court in
Ontario shall be granted necessary leave of absence without loss of regular
straight time pay during the period which the employee is required to serve as a
juror and attends at court for that purpose.
Upon completion of jury duty, such employee shall present to their director a
certificate satisfactory to the director, signed by a responsible official of the Court,
showing such period of service. It shall be a condition of the employee receiving
any compensation pursuant to this Policy that the employee deposits with the
Treasurer of the Town the full amount of compensation received, excluding
mileage and any travelling expenses, for attending jury duty.
Witness Duty
If an employee has been subpoenaed as a witness for the Town or otherwise
requested to testify as a witness by the Town, employee will not suffer any loss of
regular straight time pay during the period they are required to be absent from work
pursuant to the subpoena or the Town's request to testify.
Employees who are subpoenaed to attend court by any party other than the Town
shall not suffer loss of regular straight time pay for the first two days of the absence.
Any employee who is subpoenaed must deliver a copy of the subpoena to their
supervisor immediately after it is received so the supervisor may make any
operational adjustments. The employee is expected to report for work as the court
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schedule permits.
OTHER EMPLOYMENT REGULATIONS
Probationary Period
All new employees will be subject to a probationary period. The probationary
period is a trial period used by the Town to determine if the new employee is
suitable for continued employment with the Town. It shall be a condition of
continued employment with the Town that the employee complete the probationary
period to the satisfaction of the Town.
The probationary period for a new employee shall start on the date in which the
employee commenced active full or part-time employment with the Town and
continue from that date for a period of six (6) months. The probationary period may
only be satisfied through the completion of such working days.
The Town, in its discretion, may extend the probationary period for a period of up
to 90 additional working days, on the provision of written notice to the employee
affected.
Retirement
An employee may retire on the date of the employee’s 65th birthday. An employee
may explore early retirement options with OMERS.
Accessibility for Ontarians with Disabilities Act (AODA)
All employees, volunteers, consultants and persons who provide goods and
services to the municipality shall be trained in accordance with Accessibility for
Ontarians with Disabilities Act (AODA) - Integrated Accessibility Standard
Regulations (IASR) Section 7 and the Ontario Human Rights Code as it pertains
to individuals with disabilities. All training shall be completed with all new hires for
the Town, as well as new volunteers, who have not previously received the
required training as soon as operationally possible.
The Town is committed to principles of equal opportunity for all job applicants and
employees. In keeping with this policy, the Town does not engage in impermissible
discrimination based on any prohibited ground, race, color, religion, sex, gender,
sexual orientation, national origin, age, disability, veteran status, genetic
information or any other protected class as identified including an individual’s
disability (perceived or real). The Town will also make reasonable
accommodations that are necessary to comply with the provincial and federal laws.
The Town will make reasonable accommodations for a known physical or mental
disability or known medical condition of an applicant or employee, consistent with
its legal obligations to do so.
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As part of its commitment to make reasonable accommodations, the Town also
wishes to participate in a timely, good faith, interactive process with the disabled
applicant or employee to determine effective reasonable accommodations, if any,
which can be made in response to a request for accommodations. Applicants and
employees are invited to identify reasonable accommodations that can be made
to assist them to perform the essential functions of the position they seek or
occupy. The Town will also, upon request, provide any necessary supports to
employees with disabilities. Applicants and employees who may require
reasonable accommodation should contact the Human Resources staff as soon
as possible to request the opportunity to participate in a timely interactive process.
By working together in good faith, the Town hopes to implement reasonable
accommodations that are appropriate and consistent with its legal obligations.
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Use of Vehicles and Equipment
When using vehicles and equipment owned or leased by the Town, employees are
expected to exercise care, or report the need for maintenance, and follow all
operating instructions, safety standards and guidelines. Employees required to
use a Town vehicle shall be required to provide proof of a valid driver’s licence and
a driving abstract from the Ministry of Transportation on an annual basis and at
such other times as may be required by the Town. The Town shall pay the costs
of the driving abstracts.
Employees are immediately required to inform their supervisor when their driver’s
licence has been suspended or becomes invalid for any other reason.
Employees shall also notify their supervisor if any vehicle or equipment appears to
be damaged, defective, or in need of repair.
The improper, careless, negligent, destructive, or unsafe use or operation of
vehicles and equipment, as well as excessive or avoidable traffic and parking
violations, can result in disciplinary action, up to and including termination of
employment for cause.
Vehicles, equipment, and/or property owned, leased, or rented by the Town may
not be used for personal use.
For further details, please refer to the Corporate Fleet Policy.
Visitors in the Workplace
For safety and security reasons, only authorized visitors are allowed in the
workplace.
All visitors should enter the Office at the Main Entrance and sign in/out in the
visitors’ logbook located at each Town location. Authorized visitors will receive
directions or be escorted to their destination. Employees are responsible for the
safety of their visitors.
If an unauthorized or abusive individual is observed in the Town's work areas,
employees should immediately notify their supervisor or, if necessary, direct the
individual to the Chief Administrative Officer and otherwise refer to the Town’s
applicable Operations Policy Manual.
No Pyramiding or Compounding
All the employment benefits and terms of employment that are described in this
Policy do not pyramid or compound.
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ELECTRONIC COMMUNICATIONS
General Statement of Policy
This document sets forth the Town’s policy on access to, use and disclosure of
information entered into or obtained through the Town’s computers and other
electronic communication systems that can receive and retain information.
Voicemail, facsimile, data network and email systems and other electronic
communications are for use in conducting the business of the Town. The Town
expects communications and information received or transmitted through these
systems will have a business purpose. The Town recognizes that employees will
occasionally use these electronic communication systems for personal matters.
The Town expects that employees’ personal use will be minimal, will not interfere
with the conduct of our business, and that the content of the communications
employees send and receive will comply with the requirements set forth below.
1. The computer hardware, software, email, other media of electronic and
telephonic communications and the Internet connection, (collectively the
“Communication Systems”) are the property of the Town and are to be used
solely for business purposes.
2. Use of the Communication Systems for outside commercial ventures,
religious or political causes, outside the Town’s, illegal purposes, or other
non-job related matters such as entertainment or gaming, or to disclose,
store or send confidential, proprietary, secret or privileged information is
prohibited.
The Town’s communication systems may not be used in a way that may be
harassing, disparaging, disruptive or offensive to others, or harmful to
morale.
3. Employee communications transmitted or received by the communication
systems should not be considered private by employees. The internet
gateway is not a secure system. There is no expectation of privacy for either
the sender or recipient of electronic communications using the
communication systems.
4. The use of the communication systems and the transmissions sent or
received may be monitored or examined by authorized personnel to ensure
the Town’s legitimate business interest in the proper utilization of its
property and the compliance with its policy. The Town reserves the right to
access and disclose the contents of the communications/transmissions as
is required in furtherance of the Town’s legitimate business interests, by law
or by legal obligations to third parties. By using the communication
systems, employees consent to such access and disclosure of the contents
of the communications/transmissions as set out above by authorized Town
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personnel. The existence of passwords or message delete functions does
not restrict or eliminate the Town’s ability or right to access electronic
communications.
5. Information on Internet activity may be collected and periodically reviewed
with the focus on possible misuse, unauthorized access and growth trends
for capacity planning.
6. Use of software that violates the software vendor’s licensing agreement is
prohibited.
7. Employees shall not use a code, access a file, or retrieve any stored
information, other than where authorized. Employees shall not attempt to
gain access to another employee’s messages without the latter’s
permission.
8. The Town, in its sole discretion, reserves the right to suspend or limit an
employee’s use of the communication systems.
Prohibited Use
Policies prohibiting all forms of harassment apply to the use of the communication
systems. No one may use the communication systems in any manner that could
be construed by others as harassment or discrimination based on a person’s race,
sex, colour, ancestry, ethnic origin, sexual orientation, age, disability, creed or any
other factor that is legislatively protected. As such, it is of fundamental importance
that these tools not be used for the following purposes:
Visiting any pornographic web site,
Expressing sexual jokes or other written references to sexual conduct, and
Displaying sexually suggestive or other offensive objects, pictures or
cartoons.
Any communications containing such content should be immediately brought to
the attention of the immediate supervisor. Abuse of the Communication Systems
to access or transmit offensive images or materials may in certain circumstances
(i.e., child pornography) require the Town to report such illegal activity to the
appropriate authorities.
In addition, due to issues surrounding IT bandwidth, as well as the high volume or
spam that already infiltrates our working environment; the following uses are also
prohibited:
Participation in web based chat rooms,
Storing or forwarding jokes, political satire, trivia, "chain mail," or other
"junk" communications,
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Sending and/or receiving online greeting cards, non-business related
newsletters, or non-business related news groups, and
Downloading of MPEG files.
The Communication Systems may not be used to solicit for social, religious,
political, or other causes, outside the Town’s, or other personal matters unrelated
to the Town’s business. Users may not send unsolicited email to persons within
or outside of the Town. This includes distribution of hoaxes, chain letters, or
advertisements. Users may not propagate viruses, knowingly or maliciously
(spamming). Users may not, under any circumstances, use “spoofing” or other
means to disguise their identities in sending email.
Use of Electronic Communications
Because all electronic communications represent the Town in some way, all such
communications should observe normal standards of professional conduct. All
use of the Communication Systems should take business interests into account:
trade secrets should be protected; communications should be courteous and
display proper grammar and spelling, just as business letters and conversations
should; recipients of communications should be limited to those for whom the
communications are intended and necessary; and responses to communications
should be appropriate and swift, whether entailing reply, storage to other locations,
or deletion to eliminate clutter.
Use of the Internet
Employees may have access to the Internet depending on their job responsibilities.
Every Internet site visited is capable of determining the employee’s and the Town’s
identity. Exercise sound judgment and much discretion when accessing the
Internet.
Confidentiality
We have an obligation to preserve and protect our customer’s confidential data, as
well as trade secrets and other confidential information. The confidentiality of data
(including email messages) sent via the Internet cannot be assured. The
transmission of customer sensitive material, trade secrets or any other proprietary
information, without the customer's permission and/or approval from management,
is prohibited and may result in discipline, including termination of employment for
cause.
Copyright of Software
Unless otherwise noted, all software on the Internet should be considered
copyrighted work. Therefore, employees are prohibited from downloading software
and/or modifying any such files without permission from the copyright holder and
the immediate supervisor.
Storage Media
The Town may store electronic communications and information for a period of
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time. From time to time, communications or information stored in the
Communication Systems may be deleted, printed, or utilized for any purpose.
The Town Access to Electronic Communications
Email and voicemail messages, a history of Internet domains accessed, and
preliminary drafts of word processing documents may be electronically stored even
after they have been deleted from your computer or telephone.
Footer for Email
All email signatures should contain this footer:
“This E-mail contains legally privileged information intended only for the
individual or entity named in the message. If the reader of this message is not
the intended recipient, or the agent responsible to deliver it to the intended
recipient, you are hereby notified that any review, dissemination, distribution or
copying of this communication is prohibited. If this communication was received
in error, please notify us by reply E-mail and delete the original message.”
No Expectation of Privacy
The Town and specially authorized individuals reserve the right to access, use and
disclose contents of the Communication Systems at any time and review, use and
disclose communications within the Communication Systems, without notice to
users of the Communication Systems. No one may access or attempt to access
another's electronic communications without appropriate authorization from
management. The reasons the Town may access the Communication Systems
include but are not limited to, the following: system maintenance; preventing or
investigating allegations of system abuse or misuse or misconduct; assuring
compliance with software copyright laws; complying with legal and regulatory
requests for information; ensuring that the Town operations continue appropriately
during an employee's absence; investigating alleged employee misconduct; and
any other purpose deemed appropriate by the Town. Employees should not expect
the use of the Communication Systems to be private.
Online Social Community Pages, Personal Websites and Blogs
The purpose of this section is to define guidelines and standards for employees
who maintain personal pages within an online social community such as
Facebook, X (formerly known as Twitter), LinkedIn or Instagram (or any other
social networking sites), a personal website, and/or blogs.
This policy covers appropriate use of personal pages, websites and/or blogs that
reference the Town and applies to all employees, contractors, consultants,
temporary employees, and other workers at the Town who maintain a social media
accounts, a personal websites and/or blogs.
If you choose to identify yourself as a Town employee or to discuss matters related
to the Town’s business on your personal page, website or blog, please bear in
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mind that although the personal page, website or blog is a personal project and a
medium of personal expression, some readers may nonetheless view you as a de
facto spokesperson for the Town. In light of this, we ask that you observe the
following guidelines:
Please make it clear to your readers that the views you express are yours
alone and that they do not necessarily reflect the views of the Town. To
help reduce the potential for confusion, we would appreciate it if you put the
following notice – or something similar – in a reasonably prominent place
on your site:
The views expressed on this personal page, website/blog are mine alone
and do not necessarily reflect the views of my employer.
If you do put a notice on your page and or site, you needn’t put it on every
page, but please use reasonable efforts to draw attention to it – if at all
possible, from the home page of your site.
Do not disclose any information that is confidential or proprietary to the
Town or of any third party that has disclosed information to us. The Town’s
policy on Confidentiality applies. Accordingly, a violation of the policy may
lead to discipline, up to and including termination of employment for cause.
Please remember that your employment relationship gives the Town certain
rights with respect to concepts and developments you produce that are
related to the Town’s business. Accordingly, we strongly discourage
publishing such concepts or developments related to the Town’s business
on your site. If you have any questions in this regard, please contact Human
Resources staff.
Since your site is a public space, we anticipate you will be as respectful to
the Town, our employees, our customers, our partners and affiliates, and
others (including our competitors) as the Town itself endeavors to be.
Be very careful to avoid posting any material that is protected by copyright.
Failure to do so could result in legal action against you by the owner of the
material. It may also lead to Town imposed discipline, up to and including
termination of employment for cause.
We also warn you against making a false claim, expressly stated or implied
to be factual, that may harm the reputation of the Town, any individual,
business, product, group, government or nation. This could lead to civil or
criminal actions against you. In addition, you may face Town imposed
discipline, up to and including termination of employment for cause.
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Please be aware that the Town may request that you temporarily confine
your personal page, website or blog commentary to topics unrelated to the
Town (or, in rare cases, that you temporarily suspend your website or blog
activity altogether) if it considers this is necessary or advisable to ensure
compliance with securities regulations, other laws or to protect the interests
of the Town and its stakeholders.
If you have any questions about these guidelines or any matter related to your site
that these guidelines do not address, please direct them to your immediate
supervisor.
Telephone Usage
Cellular Phone and Smartphone Use
All employees who utilize smartphones or cellular phones are asked to
completely turn off these devices during internal meetings and to set these
devices to “vibrate mode” when in the office but not in a meeting. Responses to
emails or calls on these devices should never be done during meetings, and
employees are asked to be cognizant of any distractions or disturbances these
items may create for co-workers.
All employees who utilize smartphones or cellular phones are advised that the
Town strictly prohibits employees from using hand held smartphones or cellular
phones while driving and does not require employees to make or receive calls
when driving for safety reasons.
When driving, hand held smartphones or cellular phones should be switched off
or, if switched on, the call should be left to go through to voicemail until a safe
place to stop has been found to check messages and return calls. Drivers should
pull over to a safe location before making or receiving calls, text messaging or
accessing the Internet. Please note, we do not recommend that you pull over on
the side of a highway. Recommended pull over locations include a parking lot or
service area. Employees should never take notes while talking and driving and if
an in depth conversation requires full attention, employees should return the call
when they are not driving.
For those employees, who travel on Town business, we require that they continue
to adhere to this policy at all times during the trip, even while they are not
technically working. We also require employees who have Town provided
smartphones or cellular phones to adhere to this policy at any time while using the
equipment.
Be aware that you could face prosecution for failing to have proper control of your
vehicle or for careless or reckless driving if use of a smartphone or cellular phone
affects your driving. You may also be subject to discipline, including termination
of employment for cause for violation of this policy.
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It is a provincial offence to drive while using or holding a hand held cellular phone
or smartphone in all Canadian provinces/territories with the exception of Nunavut.
Personal Telephone Calls
Personal use of the phone will be permitted but only in respect of urgent matters.
Employees must limit their personal use of the phone and will be required to
reimburse the Town for all long distance or other charges incurred as a result of
their personal use of the phone.
Personal Mail
Employees must refrain from sending or receiving personal mail from or to the
workplace.
PERFORMANCE EVALUATIONS
Performance evaluations are scheduled during an employee’s probationary
period, and on the employee’s anniversary date thereafter. The evaluation process
shall include a review of the job description; an evaluation prepared by
management/supervisor, with an opportunity for review and comment by the
employee; and the establishment of objectives for the next following evaluation
where applicable. Results of the evaluation process will be a factor in determining
placement on the approved salary grid.
EQUAL OPPORTUNITY EMPLOYER
It is the objective of the Town to provide equal employment opportunities without
discrimination because of a person’s race, ancestry, place of origin, colour, ethnic
origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital
status, same-sex partnership status, family status, or disability or such other
prohibited ground as set out under provincial human rights legislation.
RECRUITMENT
Vacancies for permanent full-time and permanent part-time positions are to be
advertised internally for a period of one week. It is suggested that an internal
applicant advise their immediate supervisor of their intention to apply for a position
prior to submitting an application. The Town may elect to post an advertisement
for a position externally at the same time that it is posted internally. Offers of
employment will be prepared by the Human Resources Manager or his or her
designate in consultation with the Chief Administrative Officer. All positions at the
Director’s level or above will be subject to Council approval.
WORKPLACE SECURITY
Every employee is responsible for making the workplace a safe and secure
environment. Accordingly, all employees are required to comply with following
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security requirements:
1) Keys given to employees may not be duplicated or loaned to anyone. Lost
keys must be reported to the Town immediately. Security codes or
passwords must be kept in a secure location or committed to memory and
are not to be disclosed to any unauthorized individual and not unless
specifically directed by the Town to do so.
2) Each employee is responsible for turning off the lights and equipment, such
as fans, heaters, radios, and computers, in their offices or workspaces at
the end of each workday.
3) During work hours, purses and wallets should be placed in a secure location
and should not be left visible to others.
4) Any employee who notices any unusual condition must report this condition
to the employee's supervisor immediately.
5) Guests and visitors must not be permitted to walk through areas of Town
Buildings or property that are generally accessible to the public unless
specifically authorized to do so by a responsible Town supervisor.
6) Former employees of the Town must be treated as any other guest or visitor
for security purposes.
Employees are not to remain at their work locations after their working hours
unless the Town has given prior approval.
CODE OF CONDUCT
The purpose of this code of conduct for employees of the Town is to foster a
common understanding of the fundamental rights, privileges, and obligations of
employees. A code of conduct serves as a statement of principles of integrity,
honesty, and impartiality, and recognizes that, as employees of a municipal
corporation, employees of the Town are reposed with a public trust that they have
a responsibility to uphold. Every employee has an obligation to the Town to report
practices that are not in compliance with this Policy since it is in the best interest
of the Town and all employees that are involved.
Hiring of Relatives
In most cases the Town does not support having relatives working together. The
reason for this is that it has the potential of creating a conflict of interest, or an
abuse of power.
For the purposes of this policy, a relative is defined as a spouse, common-law
spouse, child, common-law spouse’s child, mother, father, brother, sister,
grandchild, son-in-law, daughter-in-law, brother-in-law, sister-in-law, mother-in-
law, same sex partner, common-law spouse’s mother, father-in-law, common-law
spouse’s father, grandparent, spouse’s grandparents, aunt, and uncle.
The Town does not have a policy against hiring relatives or family members;
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however, one stipulation has been established to ensure fair treatment of all
employees.
Relatives of employees currently employed by the Town or relatives of a member
of Council or a local board may be hired, or may be continued in employment, only
if they will be employed in or transferred into a position that does not directly report
to or supervise the relative.
That said the Town will always look at the nature of the positions that both
employees hold within the Town when making work related decisions (including
but not limited to hiring, promotion and transfer). In all situations, the Town will
ensure that any decisions made in this regard follow all provincial human rights
requirements.
The Town requires that all employees who may be working with a relative disclose
this information to both their supervisor and Human Resources. If the relationship
is found to have been deliberately concealed from the Town at the time the second
relative is hired or any time thereafter, the employment of one, the other or both of
the relatives may be terminated for cause.
For further information on this topic, please feel free to contact Human Resources
staff.
Conflict of Interest
If a conflict of interest (potential or actual) exists because of an employee’s
personal interest (or the interest of a relative of the employee) in a property matter,
a business dealing with the Town, or similar circumstance, the Town must be
immediately advised of the potential conflict in writing by all employees concerned.
A conflict of interest (potential or actual) exists when an employee is in a position
to influence a decision that may result in a personal gain or advantage for the
employee or for a relative of the employee as a result of decisions or actions taken
by the Town. For the purposes of this Policy, a relative is any person as defined in
the Hiring of Relatives section.
Once an employee has declared a conflict of interest, in accordance with this
Policy, the employee will be relieved from any decision-making responsibilities in
respect of the interest that has been disclosed.
Employees who fail to report a conflict of interest (potential or actual) to the Town
in a timely manner will be subject to discipline, up to and including termination of
employment for cause.
Outside Employment
Employees may hold employment outside of their employment with the Town so
long as that employment does not conflict with their responsibilities or work
schedule of their employment with the Town and they satisfactorily perform their
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job responsibilities with the Town. Employment in the same profession or
occupation as that in which an employee is employed by the Town, requires written
disclosure to, and approval by, the Chief Administrative Officer.
If the Town determines that an employee's outside work interferes with
performance or the ability to meet the requirements of employment with the Town,
the employee may be required to terminate the outside employment if the
employee wishes to remain employed with the Town.
Confidential Information
Confidential information shall only be released in accordance with the Municipal
Freedom of Information and Protection of Privacy Act. All matters and information
that come to be known by employees through the course of their employment must
be treated as confidential by the employees and must not be released, disclosed,
or discussed with any employee or third party without the express consent of the
Town. A violation of this confidentiality policy will result in discipline, up to and
including termination for cause.
Matters and information that may come to be known by employees through the
course of their employment and which must be kept confidential include (but are
not limited to):
Compensation data Legal Opinions and Briefs
Personnel information Pending projects and proposals
Collection Roll Pending Land purchases and sales
Taxpayer and User Accounts
Financial information
Labour relations strategies
Employees who improperly use or disclose confidential information will be subject
to disciplinary action, up to and including termination of employment for cause.
Employees may also be subject to legal action in respect of the disclosure, even
in the case they not actually benefit from the disclosure of the confidential
information.
Media Relations
To avoid transmitting misinformation or confidential information, the Mayor and the
Chief Administrative Officer shall be the primary spokespersons and contacts to
the media for the dissemination of information. Directors and managers are
authorized to disseminate information regarding technical/administrative matters
within their functional areas.
In an emergency situation, the provisions of the Town’s Emergency Plan prevail.
The Chief Administrative Officer may appoint a designate in their absence.
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Police Check and Vulnerable Sector Screening
“Vulnerable Person(s)” means any person(s) who, because of their age, a
disability, or other circumstance, whether temporary or permanent, are in a
position of dependence on others, or are at a greater risk than the general
population of being harmed by a person(s) in a position of authority or trust.
The Town of Tillsonburg strives to maintain a safe environment for all staff
(including volunteers) and vulnerable persons. In order to minimize risk and
safeguard its employees, citizens, clients and assets the Town shall require that
a police screening check be conducted on all new hires prior to commencing
employment with Town. Students will require a Vulnerable Sector screening
completed prior to commencing their employment with Town.
In the instance if the police check turns out positive, Human Resources Manager
and the department manager will review the information and will made the hiring
decision based on whether the offence would have a real effect on the new hire’s
ability to do the job and whether there would be any risks associated with the
hire.
Gifts and Other Benefits
Employees must refrain from accepting gifts and other benefits from firms or
individuals, and must not place themselves in a position where they are under
obligation (real or perceived) to favour any individual or firm.
If any question arises as to whether an employee should accept a particular gift,
protocol or social obligation, the employee must consult with his or her supervisor
and receive direction before accepting such gift, protocol or social obligation.
Political Activity
Employees are encouraged not to get directly involved in a local government
political campaign in the Town. Employees may be involved in provincial, federal
or other local municipal campaigns as long as this involvement does not affect the
objectivity and impartiality with which they must discharge their duties.
Distribution of Literature / No Solicitation
No employee shall cause any printed matter unrelated to the business of the Town
and prepared outside of the normal course of the employee's responsibilities with
the Town, to be circulated or posted on Town property without first obtaining the
written approval of their Director or the Chief Administrative Officer.
No employee shall solicit other employees of the Town, or third parties, during their
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working hours, in respect of personal or other business or matters not directly
related to the business of the Town.
Use of Property
Employees must not use Town property, equipment, supplies, or services for
activities not directly related with the discharge of their official duties and
responsibilities unless prior authorization is provided by the employee's supervisor.
In no case shall employees use Town property, equipment, supplies, or services
for personal gain.
Scent Free Environment
The Town of Tillsonburg is committed to eliminating health concerns arising from
exposure to scented products by maintaining a scent-safe environment for all
employees and visitors within Town of Tillsonburg workplaces. All employees and
visitors will refrain from using or wearing scented products at Town facilities.
Section 25 (2)(h) of the Occupational Health and Safety Act imposes a requirement
upon the employer to take every precaution reasonable in the circumstances for
the protection of the worker. Thus this regulation requires the employer to limit the
exposure of workers to chemical substances. Scented products are by their very
nature shared with others. For people who report multiple chemical sensitivity or
environmental illnesses, their ability to function depends on having air free of
chemicals.
Exposure to scented products can adversely affect a person’s health. In sufficient
concentrations scented products may trigger responses to those with allergies or
chemical sensitivities. Allergic and asthmatic people, as well as those with other
conditions, report that exposure to scented products, even in the smallest
amounts, can trigger response. Reported symptoms can include, but are not
limited to:
Headaches, migraines Nausea
Dizziness, lightheadedness Fatigue
Weakness Malaise
Confusion Anxiety
Numbness Difficulty with concentration
Upper respiratory symptoms Sinus Congestion
Skin irritation Loss of appetite
The severity of these symptoms can vary. Some may only experience mild irritation
while others can be incapacitated.
Scented products include both personal products, as well as non-personal
products.
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Personal Products
Hygiene: Products include, but are not limited to, cosmetics,
perfumes, colognes, after-shave and scented shaving creams,
deodorant, shampoo/conditions, hair spray, lotions and creams.
Non Hygiene: Products include, but are not limited to, scented
candles, potpourri and scented ornaments.
Non-Personal Products
Products with a distinct scent or fragrance and include scented
household/ industrial cleaning products, air fresheners, deodorizers,
building materials (e.g. paint) and some types of flowers.
All staff are asked to refrain from using, wearing, and bringing scented products
and materials into Town facilities.
Responsibilities
Senior Management/Managers/Supervisors
Support managers, employees, and Joint Health and Safety Committee in
implementing a scent-safe workplace.
Enforce compliance with maintaining a scent-safe environment.
Inform visitors of this policy before they visit any Town facility.
Ensure employees use scent-free products.
Ensure that materials and other resources required to maintain a scent-
safe environment are readily available (i.e., posted signs, promotional
materials, presentations, etc.).
Ensure that any products used for construction, maintenance, and
cleaning are scent-free, where possible.
Inform contractors of this policy before they visit any Town facility.
Notify appropriate personnel when work is to take place that may involve
the use of scented products, or products that contain an odor that may
affect the health of staff. Sufficient advance warning should be given to
allow employee accommodation to take place, if necessary.
Employees
Do not use or bring scented personal and/or non-personal products Town
facilities.
Participate in scent safety awareness, education, and training.
Report any unsafe conditions or acts to your manager/supervisor.
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Infractions
The following are examples of infractions of the code of conduct that may result in
disciplinary action, up to and including, termination of employment for cause. This
list is not meant to be all inclusive.
Falsification of timekeeping records
Subject to human rights considerations, possession,
distribution, sale or use of alcohol, marijuana or illegal drugs
in the work place
Fighting or threatening violence in the work place
Boisterous or disruptive activity in the workplace
Insubordination or other disrespectful conduct
Possession of dangerous or unauthorized materials
Subject to human rights considerations, excessive
absenteeism or tardiness or any absence without
authorization
Unsatisfactory performance or conduct
Subject to human rights considerations, unprofessional dress,
grooming, and personal cleanliness including inappropriate
display of a tattoo or piercing.
Compliance
Supervisors and managers shall ensure that employees are made aware of and
are in compliance with the terms of the code of conduct. Failure to comply with the
terms of this code of conduct may result in dismissal for cause or other disciplinary
action.
PRIVACY POLICY
The Town is dedicated to maintaining the highest standards of confidentiality with
respect to all employees’ personal information provided to us. We are committed
to ensuring that our handling of personal information is in compliance with
applicable privacy legislation.
What Is Personal Information? Canadian privacy legislation defines “Personal
Information” broadly as information about an identifiable individual or as
information that allows an individual to be identified. Personal Information includes
information such as address, gender, age, ID numbers, income, ethnic origin,
employee files, credit records or medical records. Generally speaking Personal
Information does not include what is considered business contact information: your
name, title or position, business address, business telephone or facsimile number,
or business email address.
Objectives of the Privacy Policy: the Town is responsible for Personal
Information it holds or has under its control, including Personal Information it
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passes on to others with your permission. We have designated a Privacy Officer
to ensure our compliance with legislation and this policy. Our Privacy Officer will
receive and respond to your inquiries and complaints regarding the protection and
privacy of your Personal Information, and deal with requests for access to your
information.
Purpose for the Collection of Personal Information: The purpose for which
Personal Information is collected by the Town is, in part, specified below:
to enrol the employee on the payroll system
to comply with requirements imposed by law
to comply with statutory obligations including tax withholdings and
remittances for Canada Pension Plan and Employment Insurance
Any change of purpose to any of the above will be communicated to you. Where
appropriate, Personal Information will be obtained directly from you. In the event
Personal Information is obtained from any other source, you will be notified or your
authorization will be obtained.
Consent to Collection, Use and Disclosure of Personal Information: BY
SUBMITTING PERSONAL INFORMATION TO the Town OR ITS SERVICE
PROVIDERS AND AGENTS, YOU AGREE THAT WE MAY COLLECT, USE AND
DISCLOSE SUCH PERSONAL INFORMATION IN ACCORDANCE WITH THIS
PRIVACY POLICY, BUSINESS INTERESTS AND AS PERMITTED OR
REQUIRED BY LAW. Subject to legal and contractual requirements, you may
refuse or withdraw your consent to certain of the identified purposes at any time
by contacting the Human Resources staff. If you refuse to consent or withdraw
your consent, we may not be able to provide you or continue to provide you with
certain employment benefits.
There are circumstances where collection, use or disclosure may be justified or
permitted, or where we are obliged to disclose personal information without your
consent. These circumstances could include, but are not limited to:
Where the information is publicly available
Where we are required to do so by law or by order of a court or tribunal
Where we believe, upon reasonable grounds, that there is an imminent risk
to an identifiable person or group of death or serious bodily harm
Where it is alleged that an employee, officer, agent or director of the Town
is guilty of a criminal offence, or is civilly liable in a legal action or guilty of
certain misconduct
In such circumstances, we will not collect, use or disclose more personal
information than is required.
Attached as Appendix C is the form of consent you will be requested to execute
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where applicable.
Third Parties: Third parties that receive personal information will be required to
confirm their commitment to the privacy policies set out herein.
Storage, Security and Protection of Personal Information: the Town
endeavours to maintain appropriate physical, procedural and technical security
over our offices and information storage facilities so as to prevent any unauthorized
access, disclosure, copying, use or modification of personal information. Your
personal information may be stored in secured physical locations and on computer
network servers controlled by the Town, located either at our offices or at the
offices of our service providers. To help protect the confidentiality of your personal
information, the Town employs physical, administrative and technological
safeguards appropriate to the sensitivity of your personal information. For
instance, we use secure computer data networks protected by industry standard
firewalls and password protection systems. In addition, where personal
information is sent to a third party for processing, we make sure, through our
arrangements with them, that all personal information is kept secure.
Retention of Personal Information: We will keep personal information only as
long as it is necessary. When the personal information is no longer required, it will
be destroyed to prevent unauthorized parties from gaining access to the
information.
Access and Accuracy: Upon receiving a written request, and subject to any
applicable exemptions, the Town will inform employees of the current version of
your personal information and will give you access to that information and the
opportunity to correct any errors in it. Access requests should be sent to our
Human Resources staff, using the contact information provided above.
Changes to the Privacy Policy: the Town reserves the right to modify or
supplement this Privacy Policy at any time. If changes are made to this Privacy
Policy, such changes shall be posted and, if requested, a physical copy will be
provided to employees.
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APPENDICES
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Appendix A – Personnel Policy Rates
Item Rate
Mileage Mileage will be reimbursed at the Canada Revenue
Agency’s automobile per-kilometre allowance rate
posted for the year.
Meal Per Diems Daily Maximum Reimbursement of up to $100/day
aligning with the Council Expense Policy.
An employee will only be reimbursed for each meal not
provided at the event based on submission of
conference or seminar details that indicate what meals
are provided at the event.
Receipts must be provided.
For international travel, the Treasury Board
Secretariat of Canada’s Meal Per Diem Rate is to be
used instead of the Town’s standard per diem rate.
On Call Compensation An on-call/stand-by rotational schedule will be
prepared by management and distributed to
participants.
On-call/stand-by employees assigned this
responsibility must be accessible via emergency
pager, cell phone, or smartphone.
On-call/stand-by employees are expected to respond
within a timeframe established by each department
and be able and fit to report to work if required.
Compensation for on-call/stand-by will be $16.00 for
each weeknight.
Each weekend day shall be paid at a rate of $60.00 for
each 24 hour period.
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When a Paid holiday occurs, such day will be paid at
the weekend rate of $60.00.
Maximum allowance for a week without a paid public
holiday is $200.
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Appendix B – Clothing Allowance Procedure
Definitions
T-Shirt – refers to either short sleeve or long sleeve t-shirt based on employee’s
preference; navy blue in colour, unless otherwise specified.
Work Pants – does not include jeans; three styles of work pants to choose from;
navy or khaki in colour, unless otherwise specified.
Sweatshirt – navy blue in colour, unless otherwise specified.
Annual Allowance
The number of articles of clothing is to be considered the maximum annual amount
required.
This allowance applies only to clothing required in order for an employee to
complete their daily tasks. This does not include any required uniforms or health
and safety equipment.
Procedure to Acquire
Managers will be able to supply employees with the approval and means to
purchase from the Town’s approved vendor for each article of clothing they require.
Employee must return the soiled or worn out article that they wish to replace to
their Manager/Supervisor.
CLOTHING ALLOWANCES BY POSITION
All reflective clothing is based on CSA Standard Z96-15
High-Visibility Safety Apparel (HVSA) Minimum level 3
Building
Chief Building Official, Deputy Chief Building Official, Property Standards &
By-Law Enforcement Officer, Building Inspector I
2 Pairs of work pants
4 Short sleeve T-Shirts
2 Long sleeve T-Shirts
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Recreation
Aquatics Supervisor, Aquatics Coordinator, Instructor/Lifeguards
1 Bathing Suit
2 Singlets
2 Long Sleeve Shirts
1 Hoodie
Per Ontario Public Pools Regulation the above clothing must be red in color and
labeled ‘Lifeguard’ for easy identification
Program Supervisor, Program Coordinator- Health Club & Active Living
Athletic Shoes
Parks & Facilities
Parks & Facilities Manager
1 Set of coveralls
Facilities Supervisor, Chief Operator, Facilities Operator II, Facility &
Ground Labourer, Custodial Services Lead Hand, Parks & Cemetery
Supervisor, Parks & Cemetery Operator (I & II)
4 Pairs of work pants
4 T-shirts
2 Sweatshirts
1 Toque
Hydro Operations
Manager of Hydro Operations & Design
1 Set of coveralls
Instrumentation Technologist
4 Pairs of work pants
4 T-shirts
2 Sweatshirts
Hydro Operations Technologist
2 Pairs of work pants
2 T-shirts
1 Sweatshirt
Water/Wastewater
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Manager of Water/Wastewater
1 Set of coveralls
Water Operators, Water Foreperson
4 Pairs of work pants
4 T-shirts
2 Sweatshirts
2 Pairs of work socks for winter work.
Engineering
Engineering Manager
1 Set of coveralls
Development & Design Technologist, Operations Technician, Asset
Management Technician
2 Pairs of work pants
2 T-shirts
1 Sweatshirt
Public Works
Manager of Public Works
1 Set of coveralls
Roads Foreperson/Heavy Equipment Operator
4 Pairs of work pants
4 T-shirts
2 Sweatshirts
Fleet Maintenance Foreperson, Fleet Technician Class S&T, Fleet
Technician Class S
4 Pairs of work pants
4 T-shirts
2 Sweatshirts
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Please remove the following pages, sign where indicated, and return to the
Manager of Human Resources. The original documents will be housed in
your employee file. You are welcome to retain a photocopy for your own
record.
Appendix C – Privacy Consent
I, __________________, by my signature below specifically consent to the
collection, use or disclosure of my Personal Information in accordance with the
Privacy Policy herein. Although I acknowledge I am being requested to provide
written consent in this situation, I understand and agree that there will be
circumstances where my express consent will be oral or my consent implied.
Dated this ________ day of _______________, 20__
Employee’s Name Printed_____________________________________
Employee’s Signature________________________________________
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Appendix D – Personnel Policy Acknowledgment
I, ____________________, certify that I have read the Personnel Policy and
understand all the policies and procedures set out in the Personnel Policy. I have
had a full and complete opportunity to ask questions and seek clarification.
I agree to abide by the policies and procedures contained in this Personnel Policy
and acknowledge that a failure to abide by these policies and procedures may
result in disciplinary action and/or dismissal.
Employee’s Name Printed_____________________________________
Employee’s Signature________________________________________
Date Signed________________________________________________