2022-086 Schedule A6-010
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HUMAN RESOURCES
Policy 6-010: RZone Policy
Approval Date: September 9, 2019
Approval Authority: Council, By-Law 2022-086
Effective Date: September 9, 2019
Next Scheduled Review Year: 2026
Department: Human Resources
Last reviewed: September 9, 2019, By-Law 4340
Revision Date/s: December 12, 2022
Schedules: None.
Policy Statement:
Tillsonburg’s properties include facilities such as corporate offices, council chambers,
customer service centre, airport, museum, arenas, swimming pools, parks, skate parks,
trails, community centre, sports fields and associated parking lots. These properties
provide residents with opportunities to interact with Town staff for business purposes
and to enjoy social and recreational activities in a safe and positive environment.
Tillsonburg operates programs and properties that encourage public participation and is
committed to ensuring the safety of all participants, spectators, volunteers and staff in
accordance with the Occupiers’ Liability Act, the Ontario Human Rights Code, The
Occupational Health and Safety Act, the Trespass to Property Act, the Criminal Code,
municipal by-laws and policies and other provincial legislation.
Throughout Tillsonburg, many programs, services and facilities are operated and
managed by community volunteers. Tillsonburg wants to ensure that they have the
ability to volunteer in a safe and positive environment. The user groups or contract
holders utilizing Tillsonburg’s facilities and property must take PRIMARY responsibility
for the behaviour of all individuals associated with their usage of the facility or property;
this includes the athletes, coaches, officials, spectators, volunteers, renters and users.
Purpose:
The RZone Policy requires persons using a Town facility, park, program or service to
respect others and take responsibility in helping the Town maintain a safe and
comfortable environment for all participants, spectators, patrons, volunteers and staff.
They have the right to expect that others will behave in a manner consistent with a safe
and positive environment in public spaces. With this right comes the responsibility to be
accountable for actions/behaviours that put the safety of others at risk. The RZone
Policy helps to ensure that inappropriate behaviours are dealt with in an equitable and
consistent manner.
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The Town of Tillsonburg will have zero tolerance for inappropriate behavior, violence,
indecency, hate speech or vandalism within its programs or properties, and will take
appropriate action where necessary to deal with these incidents.
Scope:
The policy applies to all Tillsonburg Properties (including indoor and outdoor facilities)
and activities that are being conducted on all of the properties – both structured (permit
issued) and unstructured (no permit issued) and to all patrons and guests. The policy
also applies to any interaction in the workplace (telephone, email, in Town vehicles,
worksites) as well as any interaction that is a result of employment with the Town (ie: an
interaction with a client/patron outside of work hours).The aim of this policy is to ensure
that measures are in place so that incidents of inappropriate behaviour, violence,
indecency, or vandalism do not occur on its properties. Circumstances not addressed in
this policy or exceptions to this policy will be addressed on a “case by case”basis.
Policy Goals:
1. To provide a comfortable, respectful and safe environment for patrons and
guests of the Towns programs, services and properties.
2. To provide a comfortable, respectful and safe work environment for Town of
Tillsonburg staff and volunteers. This policy will be applied in coordination with
Tillsonburg’s respect in the workplace, workplace harassment and violence
policies.
3. To recognize and meet the needs of all Tillsonburg programs, services and
properties to implement zero tolerance when dealing with inappropriate public
conduct on Tillsonburg property.
4. To reduce or eliminate violence on town properties, both indoor and outdoor.
5. To increase the level of awareness of users regarding appropriate behaviour and
the importance of a positive and supportive environment.
6. To ensure that wireless internet connections in Town of Tillsonburg facilities are
used in keeping with the respectful and decent tone of a public facility used by
children and families.
7. To outline the process that will be implemented to address inappropriate
behaviour, violence, vandalism and the inappropriate use of technology.
Definitions:
Community Volunteer
a) A representative of a community hall group;
b) A representative of a field management group; or
c) A representative of a community group sponsoring a recognized Town of
Tillsonburg special event.
Contract Holder
a) An individual who assumes personal responsibility for the contract;
b) Designated representative of a recognized minor or junior sports association; or
c) Legal entity or corporation.
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Harassment
For the purpose of this policy, harassment is defined as engaging in a course of
vexatious comment or conduct that is known or ought reasonably to be known to be
unwelcome” as defined by the Ontario Human Rights Code and covered by the Town of
Tillsonburg’s Workplace Violence and Workplace Anti-Violence, Harassment and
Sexual Harassment Policies.
Inappropriate Behaviours and/or Violence
For the purposes of this policy, the definitions of inappropriate behaviour and/or
violence, inappropriate use of technology and vandalism include but are not limited to:
• Refusal to abide by specific program or facility rules and any contravention of
Town by-laws, policies or procedures
• Verbal assaults (profanity and/or loud verbal assaults including racial or ethnic
slurs, directed at participants, spectators, referees, staff and volunteers)
• Threats or attempts to intimidate
• Hate speech
• Throwing of articles in a deliberate or aggressive manner
• Aggressive approaches to another individual
• Attempts to goad or incite violence in others
• Physical striking of another individual
• Theft of property
• Vandalism
• Harassment
• Possession of weapons
• Participation in any illegal act on Town of Tillsonburg Property (i.e. drugs,
drinking, use of tobacco products in areas designated tobacco free, etc.)
Inappropriate Use of Technology
For the purposes of this policy, inappropriate use of technology includes but is not
limited to:
• Using technology devices to photograph images of participants, spectators, Town
of Tillsonburg staff or volunteers without their express written consent using
technology device(s) for illegal or criminal purposes.
• Invading or attempting to invade another person’s privacy
• Sending or receiving documents, websites or pages that contain lewd, illegal or
offensive materials via internet.
• Viewing, producing or exhibiting lewd, illegal or offensive materials, either hard
copy or using technology devices.
• Sending or creating viruses, worms and other invasive computer programs
• Hacking or other unauthorized access or attempts thereof
• Illegal downloading or copying software or data.
• Inappropriate comments on the Town of Tillsonburg social media sites
Regular User Sport Group
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Resident or non-resident sport organizations, that rent facilities on a weekly basis for
the applicable sport season.
Rzone
Respect for yourself; Respect for others; and Responsibility for your actions.
Staff
Incident Review and follow-up staff shall mean the Manager of Human Resources and
the Health & Safety Coordinator and Director of department that complaint falls under.
All Rzone violation consequences must be approved by the department Director.
RZone Appeals Committee
Senior Leadership Team
Vandalism
For the purpose of this policy, vandalism is defined as the deliberate act of destruction
or damage to Town of Tillsonburg owned property, buildings, or equipment. Examples
of vandalism include but are not limited to:
• Glass breakage
• Graffiti
• Theft
• Arson
Enforcement Procedures:
In accordance with the Occupiers’ Liability Act, the Occupational Health and Safety Act,
the Trespass to Property Act, the Criminal Code, municipal by-laws and policies and
other provincial legislation, contract holders and community volunteers are authorized to
initiate enforcement options at Town of Tillsonburg programs and properties.
In the event that the contract holder or community volunteer cannot control the situation:
1. When possible, Town of Tillsonburg facility staff will be asked for assistance; or
2. In the event that Town of Tillsonburg facility staff are not available, the contract
holder and/or community volunteer will contact the Ontario Provincial Police
(OPP) for assistance.
When inappropriate behaviour, violence, vandalism or inappropriate use of
technology is witnessed:
1. Assess situation to determine if policy should be enacted.
2. Request that the identified party, without jeopardizing one’s safety, cease the
inappropriate behaviour and/or violence immediately.
3. Advise the identified party that failure to cease the inappropriate behaviour,
violence, vandalism or inappropriate use of technology that jeopardizes the
safety of others or themselves, will result in police being called and advise they
will be considered to be trespassing.
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4. If the individual refuses to cease inappropriate activity, do not engage in
argument or physical confrontation, call the police (911) and report the
individual(s) immediately.
5. Advise authorized staff of the situation, if applicable.
6. Complete all aspects of the RZone Incident Form and submit to the Manager of
Human Resources within three (3) business days of the incident.
7. Incident will be reviewed by Human Resources staff.
8. Follow up action will be taken and documented.
Incident Review and Follow-up:
This process will be administered by the Human Resources department upon receipt of
an RZone Incident Report.
1. Staff will review the RZone Incident Form. As well, staff may view available video
of the occurrence and follow up with interviews if necessary.
2. Staff will contact the Ontario Provincial Police to determine if a report has been
filed and obtain any further information or details related to the incident.
3. Should the incident be associated with a contract holder or community volunteer
at the time of occurrence, staff will work with the contract holder or community
volunteer to determine the details of the incident.
4. Staff (and the contract holder or community volunteer, if applicable) will meet with
the individual(s) responsible for the inappropriate behaviour, violence, vandalism
or inappropriate use of technology to review the suspension and issue the letter
of suspension. Facility staff, contract holder and/or community volunteer and the
police will be notified when applicable and copied regarding outcome of the
investigation.
5. Should the individual(s) choose not to meet, a letter of suspension will be sent by
staff utilizing registered mail (if address is known).
6. Should the incident involve damages to a Town of Tillsonburg facility or result in
increased maintenance, an invoice for recover of repair of damages, including
materials and labour and an administrative fee will be charged.
7. There will be no reconsideration by the Town of Tillsonburg with respect to the
length of the suspension time given, unless new information becomes available.
8. Following the fifth (5th) anniversary of a reported incident, with no further
contraventions of this policy, the individual’s record will be expunged.
Appeal Process:
Individuals may appeal an RZone suspension by using the following process:
1. Individual(s) wishing to appeal any disciplinary measure may present their case
in writing, accompanied with a mandatory $100 fee to the RZone Appeals
Committee within 14 days of the decision. The fee will be refunded if the appeal
is successful.
2. The RZone Appeals Committee will review the in consultation with the
appropriate staff or organization, appeal and any decision made is final.
Education & Awareness:
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Town of Tillsonburg staff, along with community volunteers, will undertake a promotional
and educational campaign aimed at raising awareness among parents, volunteers,
spectators and general public of the RZone Policy and in particular, the importance of
their role in creating a positive atmosphere when on Town of Tillsonburg properties.
Initiatives will include:
• Circulation of the policy to all facility rental contract holders and community
having management agreements with the Town of Tillsonburg;
• Signage/posters to be displayed on all Town of Tillsonburg properties;
• The policy will be referenced in the Terms & Conditions section on all facility
contracts and permits.
• Regular user groups will be asked to update and amend their club’s constitutions
and/or code of conduct to reflect this policy.
• Regular user groups will be asked to designate a person responsible for the
implementation and administration of the Public Conduct on Town of Tillsonburg
Policy at each event;
• Community volunteers will be asked to reference the policy in their organization
newsletters/booklets/websites and will be provided with tools to help
communicate to participants, parents and patrons.
• Where possible, announcements will be made prior to all games regarding the
policy and reporting of incidents
• On an ongoing basis, staff will follow-up with representatives of organizations
that have had incidents or been affected by this policy, to review the process and
resulting consequences to ensure the policy is addressing inappropriate behavior
in an effective manner; and
• Staff will review the education and promotional campaign on an annual basis with
community groups to ensure the policy remains effective.
Prevention of Incidents
In an effort to prevent inappropriate behaviour, violence, vandalism or inappropriate use
of technology, community groups shall be requested to:
• Ensure all participants, coaches and parents sign a Code of Conduct contract.
• Ensure all spectators are aware of the RZone Policy.
• Have a representative for each group or team on site who understands the terms
of the policy.
• In the event of an incident, advise without jeopardizing one’s safety, identified
party that there is a zero tolerance for inappropriate behaviour and they are
contravening the RZone Policy.
Staff will receive training on their roles and responsibilities as set out in the RZone
Policy, and will be re-trained on an annual basis.
Facility user groups and community volunteers will be notified of the updated policy.
Staff will provide orientation sessions to ensure they are aware of and informed about
the updated policy and their role to ensure that all participants, spectators, volunteers
and staff have the right to be safe and feel safe while attending a program or facility on
Town of Tillsonburg property.
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RZone Incident Report
Individual Reporting Details:
Name of Person Reporting ________________________________________________
Department ____________________________________________________________
Position _____________________________________ extension _________________
Date incident was reported ________________________________________________
Incident Information:
Date __________________________________ Time __________________________
Incident Information _____________________________________________________
Location of Incident ______________________________________________________
Participant(s) Involved:
Complainant Name____________________________________________________
Address ______________________________________ Postal Code ______________
Phone ____________________________________
Respondent Name __________________________________________________
Address ______________________________________ Postal Code ______________
Phone ____________________________________
If there are more participants involved, please attach extra pages.
Category (please check all that apply)
Verbal assault
Threats
Physical assault/harm
Vandalism
Possession of Weapons
Use of alcohol or drugs
Harassment
Theft of property
Other (please specify in detail)
_________________________________________________________________
Describe in detail what happened:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Other relevant information:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Who else was made aware of the incident?
Name ________________________________________________________________
Address ______________________________________ Postal Code ______________
Phone _______________________________________
If there are more individuals involved, please attach extra pages.
If another individual was made aware of the incident, how were they informed?
In-person
Phone
Email
Other (please specify in detail)
_________________________________________________________________
Date the individual was informed: ____________________________________
Please identify if another individual witnessed the incident.
Name ________________________________________________________________
Address ______________________________________ Postal Code ______________
Phone _______________________________________
If there are more individuals who witnessed the incident, please attach extra pages.
For Office Use Only:
Action Taken (please check):
Verbal Warning
Date: _______________
Letter of Warning
Date: _______________
Letter of Trespass
Date: _______________
Appeal:
No
Yes
Date: ________________
Outcome:______________________________________________________________
______________________________________________________________________
Date File Closed: ________________________________________________
Name: ____________________________ Position: ___________________________
Signature:
______________________________________________________________
Personal information on this form is collected under the authority of the Municipal Act,
2001, S.O. 2001, c. 25 and will be used for the purpose of aggregate statistical
reporting, and allocation of staff and resources. This information will also be used for the
promotion of programs or activities so that we can provide good customer service.
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RZone Enforcement Guidelines
The following chart represents guidelines and outlines the consequences for acts of
inappropriate behaviour, violence, vandalism or inappropriate use of technology in Town
of Tillsonburg programs and property. It is understood this does not include all types of
inappropriate behaviour, violence, vandalism or inappropriate use of technology. Each
incident will be reviewed based upon the information available at the time and that the
consequences outlined below are guidelines and may be adjusted to reflect the severity
of conduct and/or actions involved. Any restrictions/suspensions will apply to all Town of
Tillsonburg programs, facilities and properties unless noted differently.
Subsequent acts of inappropriate behaviour, violence, vandalism or inappropriate use of
technology that will result in increased consequences may be reported to the Oxford
OPP detachment, which may result in criminal charges.
Below are examples of behaviours and examples of sequensial consequences,
however each incident will be reviewed individually.
Behavior Consequence
of 1st
Occurrence
Consequence
of 2nd
Occurrence
Consequence
of 3rd
Occurrence
Consequence
of 4th
Occurrence
Inappropriate
behaviour,
non violent
in nature:
Immediate
ejection,
followed by
written
warning
1 Month
Suspension
3 Month
Suspension
6 Month
Suspension
Inappropriate
behaviour
with the
potential to
incite
violence:
Immediate
ejection,
police
contacted,
followed by
written
warning
6 Month
Suspension
3 Year
Suspension
Inappropriate
behaviour
with physical
violence:
Immediate
ejection,
police called,
1 year
suspension
3 Year
Suspension
5 Year
Suspension
Vandalism Immediate ejection. Those identified as perpetrating
vandalism will be required to pay 100% cost of repairs
(including but not limited to materials, equipment, labour and
administrative costs). A suspension may be applied. In the
event that the individual(s) can’t be identified, the contract
holder will be held responsible and invoiced accordingly.
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