3429 To amend the Town of Tillsonburg Personnel Policy.THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3429
A BY-LAW to amend the Town of Tillsonburg Personnel Policy.
WHEREAS The Town of Tillsonburg is desirous of amending the Personnel Policy;
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT Schedule "A"' attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached Policy marked
as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 14th DAY OF June 2010.
READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF June 2010.
MAY0R-Stephen Molnar
CLERK -Michael Graves
THE CORPORATION OF THE TOWN OF TILLSONBURG
PERSONNEL POLICY
Amended June 2010
Table of Contents
Section No. And Title
Page No.
Introductory Statement 4
1.0
Employment Conditions/Work Hours
5
1.1
Hours of Work
5
1.2
Flexible Scheduling
5
1.3
Rest and Meal Periods
6
1.4
Timekeeping
6
1.5
Payday
6
1.6
Pay Advances
6
1.7
Administrative Pay Corrections
6
1.8
Pay Deductions
6
1.9
Overtime
7
1.10
Vacation and Vacation Pay
8
1.11
Public Holidays and Public Holiday Pay
9
1.12
Rates of Pay
10
1.13
Discipline/Termination/Problem Resolution
10
1.14
Termination of Employment
11
2.0
General Employment Benefits
11
2.1
Regular Attendance and Pay During Sick Leave
11
2.2
Absence and Lateness Reporting/Call In
12
2.3
Personal Days
12
2.4
Short -Term Disability Benefits
12
2.5
Long -Term Disability Insurance
13
2.6
Employees Injured on the Job
13
2.7
Group Insurance
14
2.8
Pension
14
2.9
Miscellaneous
14
3.0
Educational Assistance
16
4.0
Leaves of Absence
16
4.1
Personal Leave of Absence
16
4.2
Sick Leave and Short -Term Disability Leave
17
4.3
Long -Term Disability Leave
17
4.4
Pregnancy, Parental Leave and Family Medical Leaves
18
4.5
Bereavement Leave
19
4.6
Time Off to Vote
19
4.7
Jury Duty
20
4.8
Witness Duty
20
2
Form 2 Employee Disclosure of Interest Form 30
Form 3 External Employee Complaint Form 31
Schedule A Personnel Policy Rates 32
3
Table of Contents Continued
Section No. And Title
Page No.
5.0
Other Employment Regulations
20
5.1
Probationary Period
20
5.2
Retirement
20
5.3
Use of Vehicles and Equipment
20
5.4
Visitors in the Workplace
21
5.5
Phone, Mail, Computer, Internet: and E -Mail Usage
21
5.6
Performance Evaluations
21
5.7
Equal Opportunity Employer
22
5.8
Criminal Reference Checks
22
5.9
Recruitment
22
5.10
Workplace Security
22
5.11
No Pyramiding or Compounding
22
6.0
Code of Conduct
23
6.1
Hiring of Relatives
23
6.2
Conflict of Interest
23
6.3
Outside Employment
23
6.4
Confidential Information
24
6.5
Media Relations
24
6.6
Gifts and Other Benefits
24
6.7
Political Activity
24
6.8
Distribution of Literature/No Solicitation
25
6.9
Use of Property
25
6.10
Infractions
25
6.11
Compliance
25
7.0
Discrimination and Workplace Harassment
25
7.1
Purpose
25
7.2
Investigation Procedure
26
7.3
Discipline
26
8.0
Health and Safety Committees
27
9.0
External Complaint Procedure
27
Form
1 Employee Acknowledgement Form &
Non -Disclosure Agreement
29
Form 2 Employee Disclosure of Interest Form 30
Form 3 External Employee Complaint Form 31
Schedule A Personnel Policy Rates 32
3
INTRODUCTORY STATEMENT
This Personnel Policy (the "Policy") is intended to inform all employees of the rights, privileges and
benefits of their employment with the Corporation of the Town of Tillsonburg (the "Town") and what the
Town expects of them in respect of their employment.
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 Director of Finance, or his or 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 primant labour and employment statutes including the Employment
Standards Act, Human Rights Code, Workplace Safety and Insurance Act, Occupational Health and
Safety Act, and Labour Relations Act.
In the case employees have contracts of employment or other agreements which establish and govern
their employment, those contracts of employment and other agreements shall apply to their employment
instead of this Policy, except if the contrary is specifically noted.
4
1.0 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 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 less than
35 hours per week in one or more positions. Part-time employees are not eligible for group insurance
arranged by the Town. Part-time employees are eligible for insurances, required to be provided by
statute, like employment insurance and workplace safety insurance.
1.1 Hours of Work
The following is intended to define the normal hours of work for Full-time and Part-time employees. In
describing the normal hours of work, the Town is expressly not providing a guarantee to employees of
either specific hours of work or the number of hours of work. All hours described are subject to be
modified by the Town in accordance with its operational requirements.
• Office Employees
Normal hours of work for Full-time employees employed in an office, clerical or engineering capacity
are 7 working hours per day exclusive of the unpaid meal period described in this Policy and a normal
working week of 35 hours, exclusive of unpaid meal periods, save for Customer Service
Representatives whose normal hours of work shall be either 7 working hours per day or 11 working
hours per day, exclusive of unpaid meal period(s) and a normal working week of 35 hours, exclusive of
unpaid meal periods.
• Operations Employees
Normal hours of work for Full-time employees employed in an operations capacity, which includes all
employees other than employees employed in an office or clerical capacity, are 8 working hours per
day exclusive of an unpaid meal period and a normal working week of 40 hours, exclusive of unpaid
meal periods.
Part-time Employees
Normal hours of work for Part-time employees will vary and may be up to 34 hours per week from
Sunday to Saturday inclusive.
Supervisors will advise employees of the times of their working schedules, including the normal start and
end times of their working day. As described above, the Town's operational requirements may
necessitate temporary or permanent changes to start and end times to an employee's working day,
temporary or permanent changes to the Gays of the week scheduled, as well as temporary or permanent
changes to the total number of hours that may be scheduled each day and week.
1.2 Flexible Scheduling
Flexible scheduling ("Flextime") is available for some positions to allow employees to vary their start and
end times each day within established limits. Both the Director and the employee's Supervisor/Manager
must approve all Flextime arrangements. Requests for Flextime arrangements must be made directly to
the employee's supervisor or manager. Approval of such requests lies wholly within the discretion of the
Town. Without limiting its discretion, the Town intends to consider, inter glia, staffing and other
operational requirements, the employees' performance, and the nature of the job before deciding on a
request for a Flextime arrangement (Note: a Flextime arrangement is not time off in lieu of overtime).
61
1.3 Rest and Meal Periods
In each working day, an employee shall be permitted, at such times as may be designated by his
supervisor, the following:
a) Two 15 minute paid rest periods; and:
b) Office employees, except those described at paragraph b) i): a one-hour unpaid lunch period.
i) Customer Service Representatives: a one-half hour to one hour unpaid lunch, depending on the
work schedule and as shall be determined by the employee's supervisor, and a one-half hour unpaid
dinner period.
c) Operations employees; a one-half hour unpaid lunch period.
1.4 Timekeeping
All employees are required to submit timesheets, as may be required, on a weekly basis and in the form
directed by the Town. Employees are required to accurately record the time actually spent performing
their assigned duties. Employees are also required to accurately record any departure from work,
including for personal reasons (as may be approved by their supervisor), vacation or public holidays and
sick leave.
1.5 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.
1.5 Pay Advances
The Town does not provide pay advances on wages to employees.
1.7 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. Any required corrections will be made
as quickly as possible.
1.8 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 employees and, amounts as directed by the OMERS Plan, are deducted from each participating
employee's pay. Employees should consult their supervisor 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.
6
1.9 Overtime
Office Employees
i) No overtime shall be worked except as authorized in advance by the employee's supervisor.
ii) All authorized overtime shall be calculated to the nearest Y4 hour upwards.
iii) Employees will be paid overtime pay of one and one-half times their regular straight time rate of pay
for all hours worked in excess of 40 hours in a week.
iv) If agreed upon between the employee and the Town, an employee may be compensated for overtime
hours worked by receiving one and one-half hours of paid time off work in lieu of overtime pay. Paid
time off in lieu of overtime pay must: be taken within three months of the work week in which the
overtime was earned, or 12 months if the employee and the Town so agree.
v) All hours up to 40 hours in a week, whether or not an employee's normal hours of work are less than
40 in a week, will not attract overtime pay or be compensated as described in paragraph iv.
Operations Employees
i) No overtime shall be worked except as authorized in advance by the employee's supervisor.
ii) All authorized overtime shall be calculated to the nearest %4 hour upwards.
iii) Employees employed in the Operations Department, other than employees working in Hydro
functions, former PUC and Works departments, will be paid overtime pay of one and one-half times
their regular straight time rate of pay for all hours worked in excess of 40 hours in a week.
Employees who work in Tillsonburg Hydro functions and employees of the former PUC will be paid
overtime pay of two times their regular straight time rate of pay for all hours worked in excess of 40
hours in a week. Employees in the Works department when called into work will be paid overtime pay
for hours worked on a Sunday or statutory holiday at two times their regular straight time rate of pay.
iv) Employees attending to work for overtime hours, when called in, shall receive the greater of their
actual hours worked at the overtime rate, or two hours pay at the appropriate overtime rate, which for
employees working in Operations is two. times their regular straight time rate of pay.
v) If agreed upon between the employee and the Town, an employee may be compensated for overtime
hours worked by receiving one and one-half hours of paid time off work in lieu of overtime pay. Paid
time off in lieu of overtime pay must be taken within three months of the workweek in which the
overtime was earned, or 12 months if the employee and the Town so agree.
Senior Employees
i) No overtime shall be worked except as authorized by the employee's supervisor or Chief
Administrative Officer.
ii) All eligible time shall be calculated to the nearest % hour upwards.
Ili) Employees listed in sub -paragraph iv (the "Ineligible Senior Employees") shall not be eligible for
overtime pay.
iv) The Ineligible Senior Employees are: the Chief Administrative Officer, Director of Finance, Director of
Corporate Services, Director of Operations, Director of Community Services, Fire Chief Deputy Fire
Chief and Development Commissioner.
v) Other senior employees may have their eligibility for overtime pay limited or eliminated by an
employment contract or agreement.
Part-time Employees
i) No overtime shall be worked except as authorized in advance by the employee's supervisor.
ii) All authorized overtime shall be calculated to the nearest Y4 hour upwards.
iii) All overtime will be paid at one and one-half times the employee's regular straight time rate of pay for
all hours worked in excess of 44 hours in a week.
in
General Rules Applying to Overtime
In all cases, the Town reserves the right to schedule overtime. In most cases, the Town will first seek
volunteers from amongst employees that 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 do work overtime, and the Town approves such work in advance,
the employee is entitled to be paid the applicable overtime rate.
Subject to the terms of the Employment Standards Act, "hours worked" for the purposes of this Policy
shall not include time not worked, including time for which employees are paid, save and except for rest
periods..
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 Eligible Service Vacation Vacation Pay
Upon initial eligibility (12 mos.) Two weeks 4% of wages earned
4 years Three weeks 6% of wages earned
10 years Four weeks 8% of wages earned
1 18 years Five weeks 10% of wages earned
25 years Six 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.
A vacation week shall consist of the number of days in the employee's regularly scheduled workweek.
Vacation, except the floating vacation day, is required to be taken in weekly blocks unless the employee
requests otherwise in writing and the Town agrees. In no case will the Town agree to vacation in less
than a half day block.
All Part-time employees. irrespective of years of eligible service, shall be eligible for 2 weeks vacation and
vacation pay equal to four per cent of the wages earned, excluding vacation pay. Vacation pay will be
paid to Part-time employees bi-weekly in accordance with the Town's customary payroll practice.
Vacation pay will be calculated on the regular wages earned by the employee during the twelve-month
period for which the vacation is given. Regular wages do not include overtime pay or any special forms of
compensation such as incentives, commissions, bonuses, or shift differentials. Employees entitled to 4%
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 made.
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, that employee may request in writing and, at the
discretion of the Town, may be granted the vacation days requested up to a maximum of five days.
Vacation of up to one week may be carried over into the employee's next vacation year, if approved by
the respective Director or chief Administrative Officer.
8
To schedule vacation, employees must submit their request for vacation to their supervisor on or before
February 1 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 weeks will also require the approval of
the Director or the Chief Administrative Officer. All employees at the manager level and above should
send an email to their Director and copy Council, one week in advance notifying them of their vacation
request, which must be approved by a manager of higher authority or by Council, as appropriate.
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.1 Town agree otherwise.
When a public 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
public holiday pay as if the substituted day were a public holiday. The substituted day must be scheduled
within three months of the public holiday, or 12 months if the employee and the Town so agree.
1.11 Public Holidays and Public Holiday Pay
Each employee is entitled to a holiday with public holiday pay on each of the following public holidays:
New Year's Day
Good Friday
Easter Monday
Labour Day
Thanksgiving Day
Victoria Day Family Day
Canada Day
Civic Holiday
Boxing Day
Christmas Day
Part-time employees are not eligible to receive a holiday with public holiday pay on Easter Monday or the
Civic holiday.
To be eligible for public holiday pay, employees must work all of their last regularly scheduled day of work
before the holiday and all of his or her first regularly scheduled day of work after the holiday, unless the
employee had reasonable cause for not so working.
Public holiday pay for Full-time employees will be equal to the employee's regular wages for a regular
work day, except in the case where less than a full day is observed as the public holiday. In that case,
public holiday pay shall be based on the employee's regular wages for a regular work day but shall be
prorated having regard for the part of the day that is observed as the public holiday. Public holiday pay
for other employees will be equal to the employee's regular wages earned and vacation pay payable to
the employee in the four weeks before the work week in which the public holiday occurred, divided by 20,
except in the case where less than a full day is observed as the public holiday. In that case, public
holiday pay shall be based on such formula but shall be prorated having regard for the part of the day that
is observed as the public holiday.
If the Town and employee agree that the employee will work on a public 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 he or she shall be paid public holiday pay as
if the substitute day were a 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 public holidays, provided, however, that Christmas and
New Year's half day public holidays willl be 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.
1.12 Rates of Pay
The regular straight time rates of pay applicable to each position classification shall be as specified from
year to year by Council. Employees working in Hydro functions, Works, or Water departments will be paid
a premium of $1.00 per hour over their regular straight time rate of pay for each hour they are assigned to
act as a, sub -foreperson, provided that such assignment is approved by the appropriate Director.
1.13 Discipline/Termination/Problem Resolution
The Town's own best interest lies in ensuring fair treatment of all employees and in making certain that
disciplinary actions are prompt, uniform and impartial. The major purpose of a disciplinary action is to
correct a problem, prevent recurrence and prepare the employee for satisfactory service in the future.
Progressive Discipline
To the extent appropriate in the circumstances, the Town will follow a progressive discipline policy, with
disciplinary consequences advancing in severity with each incident deserving of discipline. Any violation
of a rule or policy contained in this Policy will be considered to be an incident deserving of discipline,
notwithstanding that the rule or policy breached may not specifically describe discipline as a
consequence.
In certain circumstances, the Town will, having regard to the severity of the incident, the employee's
performance, workplace habit or other workplace conduct, advance past a step or steps in the scale of
progression, including directly to termination. In cases of the least serious nature, the Town may repeat a
step in the scale of progression.
The Disciplinary Scale of Progression is as follows:
y Counseling
Verbal Warning
Written Warning
Suspension
r Termination
Problem Resolution
The Town is committed to providing the best possible working conditions for its employees. Part of this
commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion
or question receives a timely response from the Town's management. Employees are encouraged to offer
positive and constructive criticism.
If a situation occurs when employees believe that a condition of employment or a decision affecting them
is unjust or inequitable, they can express their concern through the problem resolution procedure, using
the following steps. No employee will be penalized, formally or informally, for using the problem resolution
procedure. The employee, at his or her election, may discontinue the procedure at any step.
Step 1. Employee presents issue to immediate supervisor after incident occurs. In a situation where it
would be inappropriate to contact the employee's immediate supervisor, the employee may
10
present the issue to the Director of Finance or his or her designate or to the Chief Administrative
Officer, or, if the immediate supervisor is the Director of Finance or Chief Administrative Officer,
to Council in care of the Mayor.
Step 2. Supervisor responds to the issue after consulting with appropriate management or other
interested parties as may be appropriate; Supervisor documents discussion.
Step 3. If the employee is not satisfied with the supervisor's response, he or she may present issue to
the Director of Finance or his or tier designate or Chief Administrative Officer.
Step 4. The Director of Finance or his or her designate or Chief Administrative Officer reviews and
considers the issue, assists in putting the problem in writing, meets with the employee's
supervisor(s) or manager(s) as may be appropriate. The Director of Finance or his or her
designate or Chief Administrative Officer provides written response.
1.14 Termination of Employment
While the Town hopes that the employment relationship is a long and mutually satisfying one, the Town
can make no assurances concerning the duration of an employee's employment with the Town. Either the
employee or the Town may terminate employment at any time without notice, except as that which may
be required by the Employment Standards Act.
2.4 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.
2.1 Regular Attendance and Pay During Sick Leave
Regular attendance is vital to maintaining a productive and efficient workplace. While the Town
recognizes that illness or other important matters may keep an employee from work from time to time,
there is an expectation that these instances will be kept to a minimum. Excessive absenteeism impacts
everyone, and will be dealt with on a case-by-case basis. In every case, employees will be provided
opportunity, support and counselling, as may be appropriate, to correct the problem of irregular
attendance.
All Full --time employees are eligible to request paid sick leave in the case of personal illness or non -work
related accident that requires an absence from work of five days or less. For personal illness or non -work
related accident that requires an absence from work of more than 5 days, section 2.4 of this Policy
applies.
The Town will determine whether to approve any request for sick leave having regard for the information
and medical evidence available to it. The Town reserves the right to deny requests for sick leave made
pursuant to this Policy and to determine whether an employee has excessive absenteeism and has
abused or misused this Policy. In the latter cases, an employee may be subject to discipline, up to and
including termination, in accordance with section 1.13 of this Policy.
Absenteeism is considered excessive if an employee has seven or more absences within a twelve-month
period. Refer to Sections 2.2 and 4.2 of this Policy for requirements to provide proper notice to the Town
11
and to provide medical certificates supporting a request for leave.
2.2 Absence and Lateness Reportinq/Call In
As soon as an employee becomes aware that he or she will be absent or late for work, he or she must
call his or her supervisor to report the absence or lateness. In any event, the absence or lateness must be
reported to the employee's supervisor or manager within one-half hour of the commencement of the
absence or lateness (usually the beginning of the employee's regular start time). If the supervisor is
unavailable, after the employee makes all reasonable efforts to contact the supervisor, the employee shall
inform another person in the Department in which the employee is employed who shall be requested to
convey a message to the supervisor.
A failure to report a lateness or absence as required by this Policy will result in discipline, up to and
including termination. A failure to report a lateness or absence, as required by this Policy, for three
consecutive days will result in the Town considering the employee to have abandoned his or her
employment. The employee's employment will be terminated at that time. Exceptions will be made only in
the most extraordinary of cases.
Excessive absences or lateness, which have not been excused by the Town, will result in disciplinary
action, up to and including termination.
All absences or lateness for which an employee seeks to be excused must be supported by appropriate
documentation. Except in extraordinary cases, an absence or lateness for which an employee is unable
or unwilling to provide documentation will not be excused.
Even absences or lateness that are excused by the Company may result in an employee receiving
counselling to determine whether and to what extent the absences and lateness can be reduced.
2.3 Personal Days
All Full-time employees are eligible to claim up to 2 personal days per calendar year, subject to the
approval in advance by the employee's supervisor, to cover non -sick leave situations that require the
employee to be absent from work, such as a sick child or a parent who is ill, legal appointments, etc. The
employee will be required to provide support for the reasons for the absence (including documentation)
as may be required by the Town. The 2 personal days may not be carried forward and will not be paid
out.
2.4 Short -Term Disability Benefits
Full-time employees who have completed their probationary period are eligible to claim for short-term
disability benefits on the event of an illness or non -work related injury that requires the employee to be
absent from work for five consecutive days or more.
A detailed medical certificate issued by a qualified physician must support a claim for short-term disability
benefits. If a claim for short-term disability benefits is approved by the Town, benefits may be paid for a
period of up to 26 weeks per single disabling event or related disabling events, in accordance with, and to
the maximum weeks and amounts provided by, the following schedule, and on the further condition that
the employee continues to provide the Town with detailed medical certificates, if and when requested by
the Town, updating the status of the employee's illness or non -work related injury, the requirement to be
absent from work and medical restrictions, if any.
12
Refer to Section 2.2 for notification requirements. Approved benefits under this section shall be payable
effective commencing the first day of the eligible absence from work as a result of the illness or non -work
related injury for which no other compensation has or will be received by the employee.
All applicable deductions will be made from the benefits payable to employees.
2.5 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; 26 week period of disability is satisfied (Please refer to your
Group Insurance Booklet to obtain the specific details). During the 26 -week waiting period, the employee
may be eligible for benefits under the Short-term Disability Plan described at section 2.4 of this Policy. 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 request the contact information of the insurance carrier from the Director of Finance or his or
her designate.
2.6 Employees Iniured 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:
In respect of 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 that
the employee pays the employee's share of the premiums, if any.
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Benefit Weeks
75% of
Length of Service
Full Salary
Salary
Less than
1 year
1
25
1 year but less than
2 years
2
24
2 years ` `
3 years
4
22
3 years ' ` ` `
4 years
6
20
4 years ' ® `.
5 years
8
18
5 years ' ` `
6 years
11
15
6 years ` ` ` `
7 years
14
12
7 years ' ` ` `
8 years
17
9
8 years '.
9 years
21
5
Over 9 years
26
0
Refer to Section 2.2 for notification requirements. Approved benefits under this section shall be payable
effective commencing the first day of the eligible absence from work as a result of the illness or non -work
related injury for which no other compensation has or will be received by the employee.
All applicable deductions will be made from the benefits payable to employees.
2.5 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; 26 week period of disability is satisfied (Please refer to your
Group Insurance Booklet to obtain the specific details). During the 26 -week waiting period, the employee
may be eligible for benefits under the Short-term Disability Plan described at section 2.4 of this Policy. 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 request the contact information of the insurance carrier from the Director of Finance or his or
her designate.
2.6 Employees Iniured 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:
In respect of 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 that
the employee pays the employee's share of the premiums, if any.
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A Full-time employee shall not 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 that the Town
makes a payment to an employee in respect of 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"
Awards).
2.7 Group Insurance
The Town presently pays premiums on behalf of eligible Full-time employees for group insurance which
consists of the following group benefits:
r Life Insurance
y Critical Illness Insurance
Extended Health Insurance
Deluxe Travel Insurance, and
r 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.
Premiums are only paid on behalf of eligible Full -Time employees who are actively employed, except as
specifically described in this Policy.
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.
2.8 Pension
Participation in a pension, administered by and in accordance with the provisions of the Ontario Municipal
Employee's Retirement System (OMERS) I is compulsory for every 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 supervisor.
2.9 Miscellaneous
a) Clothing Allowance
The Town will assist, in accordance with Schedule A to this Policy, each Full-time employee
employed in an Operations capacity with the purchase of clothing required for the conduct of the
employee's duties. The payment shall only be made upon submission of the appropriate receipts.
b) Safety Equipment
Safety equipment shall include, but is not limited to, CSA safety boots, gloves, fluorescent safety
wear, safety glasses, hearing protection, etc. The Town shall provide such equipment to the
employee as determined by the employee's supervisor and as job conditions warrant.
c) Mileage
Employees using personal vehicles, as approved by the employee's supervisor, 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 Schedule A to this Policy.
14
d) Meal Per Diems
Employees, Councillors, and members of the boards of Tillsonburg Hydro Inc. and the Tillsonburg
Police Services Board 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;
the employee is involved in a meeting or seminar where such employee cannot bring a lunch,
or
the meeting is outside of the geographic boundaries of the Town, or
the meeting is during the day and includes lunch as a business lunch.
Approved meal per diems will be paid in accordance with Schedule 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) Per Diems
Councillors and members of the boards of Tillsonburg Hydro Inc. and the Tillsonburg Police Services
Board are eligible to be reimbursed in accordance with Schedule A to this Policy for attendance, in
their official capacities, at outside meetings, seminars, conventions or conferences. The
reimbursement for this per diem is through the payroll system, will include travel time and will be
prorated to the nearest half day. For instance, if the conference begins in the afternoon or evening
and the time spent including travel time is less than 3.5 hours, then the per diem will be one half of
the per diem rate.
f) Seminars, Conventions and Conferences
Employees, Councillors, members of the Boards of Tillsonburg Hydro Inc. or the Tillsonburg Police
Services who are required to attend approved seminars, conventions or conferences, 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 or conference, will not be paid by the Town. Employees should also consult the Town's
Conference and Training Policy which supplements this section of the Policy.
g) Overtime/On Call Compensation
Compensation for an employee required to be on stand-by is in accordance with Schedule 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 Chief Administrative Officer.
i) Parking
If an employee is required to use a vehicle on Town business and receives a parking ticket as a result
of getting delayed in a meeting or other similar event that was not reasonably foreseeable, the Town
will pay the cost of the ticket.
(j) Health Club Membership
The Town will offer Full-time employees 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.
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3.0 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 detail; 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.
The request for educational assistance will be reviewed and a decision will be made as to whether the
course qualifies for educational assistance. The Town reserves the right to reimburse none, some or all of
cost of the educational course. All approvals for education assistance must be received prior to the
employee commencing the course for which the education assistance is sought and will be subject to the
condition that the employee achieves a final grade of at least 60%, or equivalent, (where the course is
graded in that manner) or present a certificate of completion where only a certificate of completion is
presented to successful participants.
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.
4.0 LEAVES OF ABSENCE.
4.1 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 advance application, in writing, to his/her immediate supervisor who
shall review the request with the Director involved 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 30 calendar days.
In the event an employee wishes to use a personal leave of absence to extend a pregnancy, parental
or compassionate leave, the 30 calendar day period may be extended to not more than 90 calendar
days.
• All personal leaves of absence approved under this Policy shall be on condition that the leave of
absence results in no 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 1) In the event the personal leave of absence exceeds 10 working days but is less than 30 calendar
days, group life and extended health insurance may be maintained at the employee's expense. In
16
any case where a leave of absence exceeds 10 working days, the short term disability benefits
described in this Policy that would otherwise be available to employees shall not be available.
ii If the employee wishes to maintain the benefit coverage noted above, arrangements, in writing,
are to be made prior to commencement of the leave of absence and payment of the total
premium involved is to be made by the employee to the Town prior to the commencement of the
leave. Failure by the employee 'to notify the Town in writing of his desire to maintain available
benefit coverage and make full payment for the premium associated with the group insurance
shall result in the insurance coverage lapsing and otherwise not covering the employee for the
period of the leave of absence (arid beyond).
iii) No OMERS contributions will be made by either the Town or the employee in respect of any
personal leave of absence, but the employee may arrange with OMERS to contribute, at the
employee's expense, for the broken service period on behalf of both the employee and the Town,
subject to OMERS regulations.
4.2 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 requiired to notify their immediate supervisor of their inability to be at
work because of sickness or disability, as required by section 2.2 of this Policy.
Employees may be required to produce ;proof of sickness or disability in the form of a detailed medical
certificate issued by a qualified physician. The Town will pay or reimburse the employee for the cost of
the first medical certificate. 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.
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 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.
4.3 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 to the Town from a
qualified physician.. 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 short term disability leave and suspension or discharge from
employment.
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 to accommodated employment) the Town may treat
the employment relationship as having been frustrated and terminate the employee's
employment.
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
17
extended health insurance for 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 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
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 this Article 4.3(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 65 h birthday;
(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.
4.•4 Pregnancy, Parental Leave and Family Medical Leaves
A pregnancy, parental or family medical leave of absence without pay shall be granted to all employees in
accordance with the relevant provincial legislation.
While an employee is on pregnancy, parental or family medical leave, group insurance will be
administered in accordance with the appiiicable legislation.
In the event an employee wishes to extend a pregnancy/parental leave, the employee may make
application in accordance with Section 4.1.
18
4.5 Bereavement Leave
A 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.
• 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.
4.6 Time Off to Vote
If, due directly to their work schedules, employees are unable to 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.
19
4.7 Jury Duty
An employee who is required to serve as a juror in any court in Ontario shall be granted a leave of
absence without loss of regular straight time pay during the period which the employee is required to
serve as a juror and actually attends at court for that purpose.
Upon completion of jury duty, such employee shall present to his 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.
4.8 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, he or she will not suffer loss of regular straight time pay during the period he or she
is 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 a party other than the Town shall not suffer loss of
regular straight time pay for the first two days of the absence.
An employee who is subpoenaed must deliver a copy of the subpoena to his supervisor immediately after
it is received so that, where necessary, the supervisor may make such adjustments as operating
requirements warrant. The employee is expected to report for work whenever the court schedule permits.
5.0 OTHER EMPLOYMENT REGULATIONS
5.1 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 months
of active employment. The probationary period may only be satisfied through active employment.
An employee may be terminated at any time during the probationary period, with or without cause, and for
any reason, including unsuitability or unsatisfactory performance.
The Town, in its discretion, may extend the probationary period for a period of up to three additional
months of active employment, on the provision of written notice to the employee affected.
5.2 Retirement
An employee may retire on the date of the employee's 65th birthday. An employee may explore early
retirement options with OMERS.
5.3 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 drivers
licence and a driving abstract from the Ministry of Transportation on an annual basis and at such other
20
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.
Vehicles or equipment owned, leased, or rented by the Town may not be used for personal use.
5.4 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. 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.
5.5 Phone, Mail, Computer, Internet and E -Mail Usaqe
Phones, computers, computer files, the Internet, the E-mail system, and software furnished to
employees are the Town's property and (except as otherwise provided by this Policy) are intended to
be used for the conduct of Town business only. To ensure compliance with this Policy and to address
any potential security concerns, phone, mail, computer, Internet and E-mail communications and use
may be monitored through video surveillance of non -private workplace areas or other monitoring
techniques, files accessed and items inspected.
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 thE!ir personal use of the phone. Employees must refrain from
sending or receiving personal mail from or to the workplace.
The Town prohibits the use of computers and the E-mail system in ways that are disruptive, offensive to
others, or harmful to morale. For example, the access, display or transmission of sexually explicit
images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic
slurs. racial comments, off-colour jokes, or anything that may be construed as workplace harassment or
showing disrespect for others.
Employees may only use software on the local area network or on multiple machines according to the
software license agreement. The Town prohibits the illegal duplication of software and its related
documentation.
Employees should notify their immediatE� supervisor, the Director of Finance or his or her designate or
any member of senior management upon learning of violations of this Policy. Employees who violate this
Policy will be subject to disciplinary action, up to and including termination of employment.
5.6 Performance Evaluations
Performance evaluations are conducted at the end of an employee's probationary period, and annually
21
thereafter. The evaluation process shall include a review of the job description; an evaluation prepared by
management/supervisor, with an oppod,.unity for review and comment by the employee; and the
establishment of objectives for the next following evaluation. Results of the evaluation process will be a
factor in determining placement on the approved salary grid.
5..7 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.
5.8 Criminal Reference Checks
Consent for criminal reference checks may be requested of any employee. Any findings are to be
discussed with the Chief Administrative Officer and the Director of Finance or his or her designate.
5.9 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 before actually applying. 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 Director of Finance 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.
5.10 Workplace Security
Every employee is responsible for making the workplace a safe and secure environment. Accordingly, all
employees are required to comply with following 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 his or her individual office or workspace 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.
5.11 No Pyramiding or Compounding
All the employment benefits and terms of employment that are described in this Policy do not pyramid or
compound.
22
6.0 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, honE►sty, 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.
6.1 Hiring of Relatives
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 a position that
does not directly report to or supervise the relative.
Employees may not be transferred into a reporting relationship.
For the purposes of this Policy, a relativE.1 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, spouses grandparents, aunt, uncle.
If the relative relationship is established after employment, the Town will determine which or both of the
individuals concerned will be transferred or terminated from their employment.
All employees are required to report relationships to the Town that would place them in violation of this
Policy. 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.
6.2 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. Employees are required to use Form 2, attached to this Policy, for purposes of advising the
Town of the conflict of interest.
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 Section 6.1.
Once an employee has declared a conflict of interest, in accordance with this Policy, he or she 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.
6.3 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 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.
23
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.
6.4 Confidential Information
M
6.6
6.7
Confidential information shall only be relE.1ased 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.
Matters and information that may come to be known by employees through the course of their
employment and which must be kept confidential include:
Compensation data
Personnel information
Collection Roll
Taxpayer and User Accounts
Financial information
Labour relations strategies
Legal Opinions and Briefs
Pending projects and proposals
Pending Land purchases and sales
All employees are required to sign the non -disclosure agreement, attached as Form 1 to this Policy, as a
condition of employment. Employees who improperly use or disclose confidential information will be
subject to disciplinary action, up to and including termination of employment. 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 his
absence.
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 an 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.
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6.8 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 a Director or the Chief Administrative Officer.
No employee shall solicit other employeEIs of the Town, or third parties, during their working hours, in
respect of personal or other business or matters not directly related to the business of the Town.
6.9 Use of Property
Employees must not use Town property, E5quipment, 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 EI.mployees use Town property, equipment, supplies, or services
for personal gain.
6.10 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:
Falsification of timekeeping records
Possession, distribution, sale or use of alcohol 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
Excessive absenteeism or tardiness or any absence without authorization
Unsatisfactory performance or conduct
Unprofessional dress, grooming, personal cleanliness including inappropriate display of a
tattoo or piercing.
6.11 Compliance
Supervisors 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 or other
disciplinary action..
7.0 DISCRIMINATION AND WORKPLACE HARASSMENT
7.1 Purpose
The Town is committed to establishing and maintaining a work environment free from discrimination and
workplace harassment. The Town strictly prohibits discrimination because of 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 (as all of those terms are defined and
understood under the Human Rights Code). The Town also strictly prohibits workplace harassment.
"Workplace harassment" means engaging in a course of vexatious comment or conduct against another
person at the workplace that is known or ought reasonably to be known to be unwelcome.
Any violation of this Policy will be considered serious and will result in disciplinary action, up to and
including termination.
The Town has implemented the following guidelines for handling a complaint of discrimination or
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workplace harassment:
1 } A person who believes he or she is being harassed or discriminated should initially make
it known that the action is unwelcome and will be reported unless it is stopped
immediately.
2) If the workplace harassment or discrimination continues, a discrimination or workplace
harassment complaint must be reported as soon as possible. An employee has the right
to report an incident of discrimination or workplace harassment to any supervisor or other
official of the Town.
3) All reports of discrimination or workplace harassment will be promptly and thoroughly
investigated. Confidentiality will be maintained to the extent possible. The investigation
will be objective and complete, all those with pertinent information on the subject will be
interviewed.
4) No employee will suffer reprisal for reporting an incident of discrimination or workplace
harassment or any other unlawful conduct, or for initiating or assisting in any action or
proceeding regarding discrimination or workplace harassment.
6) When the investigation ends, a determination will be made, and the results will be
communicated to the complainant, the alleged offender, and, as appropriate, to all others
directly concerned.
6) If discrimination or workplace harassment is proven, prompt remedial action will be taken.
This action includes the following: a) the offender will be disciplined and the complainant
notified, b) steps will be taken to prevent any further offence; and c) other appropriate
remedial action will be taken as may be required.
Any complaint of discrimination or workplace harassment that is found to be frivolous, malicious, or based
upon false information will be considered to be serious workplace misconduct and will result in
disciplinary action, up to and including termination of employment.
7.2 Investigation Procedure
The Town has the responsibility to respond immediately to complaints of workplace harassment in
accordance with the following steps:
• Inform the complainant that an investigation is being conducted.
• Interview both the complainant and the alleged harasser as soon as possible.
• Interview any witnesses.
• To the extent possible, the Town will keep all information, including the complaint and the statements
of witnesses, confidential.
• Render the decision, discuss the findings with the complainant and the alleged harasser, and take
any appropriate remedial action.
7.3 Discipline
If the complaint is determined by the Town to have merit, then the Town may follow section 1.13 of this
Policy for disciplinary actions in respect of the harasser.
If the complaint is determined by the Town to lack merit, the Town will maintain a confidential file on the
allegations in the Chief Administrative Officer's office.
If the complaint is determined by the Town to lack merit and was made vexatiously, maliciously or in bad
faith, the Town may follow section 1.13 of this Policy for disciplinary actions in respect of the complainant.
Mei
8.0 HEALTH AND SAFETY COMMITTEES
It is the policy of the Town to establish Joint Health and Safety Committees. The membership,
appointments, and procedures of such Committees shall be as established from time to time, in
accordance with the provisions of the Occupational Health and Safety Act.
The Committees ensure, among other things, that information is provided to employees about workplace
health and safety issues, ensures the Health and Safety Policies are up to date and posted, that training
occurs, ensures that inspections occur and looks to provide recognition to employees where initiatives are
taken to improve safety performance.
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees
must immediately report any unsafe condition to the appropriate supervisor. Employees who violate
safety rules or standards, who cause hazardous or dangerous situations, or who fail to report or, where
appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination
of employment. Each employee's manager will evaluate that employee on health and safety in the annual
performance appraisal.
Candidates for employment or promotion will, when possible, be evaluated on performance and
experience in respect of health and safety.
In keeping with the Towns intent to provide a safe and healthy work environment, and to comply with the
Smoking in the Workplace Act, smoking is allowed only in designated smoking areas, and in all work
locations, smoking has been completely prohibited.
9.0 EXTERNAL COMPLAINT PROCEDURE
The following procedure allows members of the public to express any problem, complaint or suggestion
regarding an employee of the Town. Periodically, in a quarterly report, Council is to be made aware of all
external complaints against employees in their departments.
1. The member of the public should complete a prescribed External Employee Complaint Form (Form 3
attached to this Policy or obtained from the Customer Service Centre or Corporate Office) or provide
a written letter outlining the nature of their complaint. The External Employee Complaint Form is
immediately forwarded to the Chief Administrative Officer. The Chief Administrative Officer will
review the complaint and forward a copy of the Form to the complained of employee's immediate
supervisor.
2. The complained of employee's immediate supervisor is required to respond to the complaint by
requesting a meeting with the complained of employee within three (3) working days after the
complaint is received by the immediate supervisor. Further information may be obtained from the
complaining member of the public prior to or subsequent to this meeting. The Town may conduct
further investigation as it, in the circumstances, deems appropriate.
The Director of Finance, or his or her designate, is required to attend the meeting with the
complained of employee and his immediate supervisor.
The Supervisor shall immediately document the discussion and within five (5) working days of the
meeting shall prepare a written report including a recommendation for response to the complaint.
This report shall be discussed with the complained of employee who is required to sign the report in
acknowledgement. The complained of employee should be encouraged to provide written comment
or comments that can be documented on the report at time of review. A copy of this report will be
forwarded to the Director of Finance,, or his or her designate. The complaint and its disposition will
be filed in the employee's personnel file.
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3. The Town will make every effort to comply with the time limits for processing complaints but
circumstances may not make strict compliance possible or practicable.
4. Any disciplinary action deemed necEnssary will be prompt and impartial in accordance with Section
1.13 of this Policy.
5. If the complainant is not satisfied by the action taken as decided in paragraph 2 of this Policy, the
complainant shall notify the Director of Finance or his or her designate in writing for review and
consideration of the matter. The Diirector of Finance or his or her designate shall, within five (5)
working days from receipt of written notice of the Complainant's dissatisfaction, inform the
Supervisor of any further action that may be required.
6. The complaining member of the public may retract their complaint at any time during the complaint
procedure. In the event of a retraction of the complaint, it will be at the discretion of the Director of
Finance or his or her designate if the procedure is to continue or cease.
7. The Chief Administrative Officer must be kept appraised of all external complaints and retains full
authority to make any adjustment deemed appropriate. The Chief Administrative Officer will inform
the Mayor and Council as deemed appropriate. In the event that a complaint is received in reference
to the Director of Finance, all reporting to the Director of Finance as set out in this Policy shall be
made to the Chief Administrative Officer. In the event that a complaint is received in reference to the
Chief Administrative Officer, all reporting shall be made directly to the Mayor and members of
Council.
8. Repeated complaints from the same Complainant or complaints deemed to be of frivolous nature
may, at the discretion of the Chief Administrative Officer and Mayor, not necessarily follow all steps
in this procedure.
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Form 1
EMPLOYEE ACKNOWLEDGEMENT FORM & NON -DISCLOSURE AGREEMENT
The Policy describes important information about the Town and my employment with the Town. I
understand that I should consult the Director of Finance or his or her designate regarding any questions
not answered in the Policy. I have entered into my employment relationship with the Town voluntarily and
acknowledge that the Policy is not intended to, nor does it, create an employment contract of any fixed
duration and that either me or the Town may terminate the employment relationship at any time with only
the notice, if any, that may be required by the Employment Standards Act.
I understand that it is my responsibility to read and comply with the terms of the Policy and any revisions
made to it. All such revisions will be communicated through official notices and I understand that revised
policies may supersede,, modify, or eliminate existing policies. The Council of the Town has the ability to
adopt any revisions to the policies, as it deems necessary.
Further, I acknowledge that the protection of confidential business and personal information is vital to the
interests of employees, Councillors, ratepayers and the success of the Town. If I improperly use or
disclose trade secrets or confidential business information, I will be subject to disciplinary action up to and
including termination of employment and legal action even if I do not derive any personal benefit from the
disclosure of the information.
I confirm that I have received a copy of the Town's Policy.
Date
Date
Employee's Signature
Employee's Name (Please Print)
Supervisor's Signature
Supervisor's Name (Please Print)
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Forms 2
EMPLOYEE DISCLOSURE OF INTEREST FORM
Disclosure of Interest
1. Instructions
An employee shall, as soon as the employee is aware of any interest, direct or indirect that he/she, or
his/her family, may have in any matter under consideration by the council/local board or committees
thereof, of by any officers or officials of the council/board, complete and file this declaration with the Chief
Administrative Officer or appropriate supervisor as described in the Policy.
This record shall be placed in the employee's personnel file and maintained there for the duration of
his/her employment with the corporation.
1. Declaration of employee
Name of employee
In accordance with the Policy, I disclose an interest in the following matter under consideration by
Provide a brief description of the matter:
The general nature of the conflict of interest is as follows:
I certify that the above information is true, correct and accurate.
Signature of employee
Date received by Chief Administrative Officer or Supervisor
Date
30
Form 3
EXTERNAL EMPLOYEE COMPLAINT FORM
Instructions
A member of the public shall, as soon as an incident that involves a Town employee takes place in which
the member of the public is of the opinion that the employee acted in a manner that was not professional,
honourable, courteous or consistent, shall complete and file this declaration with the Chief Administrative
acc
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Form 3
EXTERNAL EMPLOYEE COMPLAINT FORM
Instructions
A member of the public shall, as soon as an incident that involves a Town employee takes place in which
the member of the public is of the opinion that the employee acted in a manner that was not professional,
honourable, courteous or consistent, shall complete and file this declaration with the Chief Administrative
Officer in accordance with the Personnel Policy.
This matter shall be addressed in accordance with Section 9, External Complaint Procedure., of the
Town's Personnel Policy
Name of Employee
Date of Incident
In accordance with Section 9 - External Complaint Procedure, Personnel Policy, I disclose the following
complaint and request consideration of this matter.
Provide a brief description of the matter (additional information may be attached):
I certify that the above information is true, correct and accurate.
Signature of Complainant
Address,
Phone Number
Date
Please place this form in an envelope and mark it "Confidential" to the "Attention of the CAO".
CAO Acknowledgment of Receipt Date Received
31
PERSONNEL POLICY RATES
Section Item
2.9 (a) Clothing Allowance
2.9 (c) Mileage
Rate
To a maximum of $261 per calendar year.
Out of Town, $.52 per kilometer or
In Town allowance to a maximum of $12.00 per
day.
2.9 (d) Meal Per Diems To a maximum of $105 per day for an overnight
event and a maximum of $32 per day for a
single day event with the submission of
conference or seminar details that indicate what
meals are provided at the event. If meals are
provided at the event, then a deduction for each
meal provided of $15 for breakfast, $20 for lunch
and $40 for dinner will be made from the
maximum meal per diems.
2.9 (e) Per Diems To a maximum of $130 per day.
2.9 (g) Overtime/On Call Compensation To a maximum of $140 for a seven-day period
plus an additional maximum of $27 for public
holidays.
32