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THE PINEY STUARTBURN ECONOMIC DEVELOPMENT DISTRICT
"EMPLOYEE CODE OF CONDUCT "
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Subject:
Employee Code of Conduct
Effective Date:
October 5th, 2019
Replaces Policy: New
Motion No.:
#4/2019
Motion Date: October 4th, 2019
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PURPOSE
The Piney Stuartburn Economic Development District (herein referred to as the "District") strives to
maintain a high level of public trust and confidence in the integrity, objectivity and impartiality of the
District.
As our most valuable and significant resource, our employees are expected to maintain high standards of
personal and professional conduct, demonstrate integrity and impartiality at all times, and perform their
duties and responsibilities in a manner that recognizes a commitment to the well-being of the community.
PREAMBLE
This Code of Conduct operates in addition to other policies, regulations and administrative directives for
employees, as may be determined from time to time by the Board and partnering municipalities.
Where any provision of this Code is inconsistent with a collective agreement or employment contract that
applies to that employee, the provision of the collective agreement or employment contract applies.
DEFINITIONS
Assets include, but are not limited to, municipal buildings and land, equipment, supplies, vehicles,
materials, electronic networks, and financial assets;
Board means board members appointed to the joint committee of the Piney Stuartburn Economic
Development District;
Chief Administrative Officer ("CAO") means the Chief Administrative Officer of one of the two
partnering municipalities, and includes his or her designate;
Code means the Employee Code of Conduct established and approved by the Board;
Confidential Information means information that is not part of the public domain and information
designated by the Board as confidential, such as personal information, internal policies, items under any
legal proceeding, etc;
Dependant means the spouse or common-law partner of an employee, and any child, natural or adopted,
residing with the employee, and has the same meaning as in The Municipal Council Conflict of Interest
Act;
District means the Piney Stuartburn Economic Development District;
Employee means any person employed by the District, and includes designated officers, full time, part
time, contract, or casual employees, and volunteers;
Municipality means the Rural Municipality of Piney or the Rural Municipality of Stuartburn;
SCOPE
This code applies to all employees of the District.
USE OF CONFIDENTIAL INFORMATION
Employees may have access to confidential information during the course of their duties and
responsibilities. Employees are expected to keep information confidential, until the information is
available to the general public. Employees must not use confidential information concerning the affairs of
the District to advance their personal interests, their dependants' interests, or the interests of any other
person.
USE OF INFLUENCE
The District strives to ensure fairness and objectivity in its decision-making process. Employees must not
use their positions to give anyone preferential treatment that would advance their own interests, or that of
any member of the employee's family, friends or business associates.
Employees who have a financial interest in a Board contract, sale or other transaction, or knowingly have
family members, friends (individual with whom the employee has a close personal relationship) or
business associates with such interests, must not participate in any discussion, evaluation or
recommendation with respect to the matter.
ACCEPTANCE OF GIFTS
Citizens' perception of the integrity of the District and its employees is important. Employees must avoid
real or perceived appearances of impropriety with organizations or businesses that do business with the
District.
Employees must not accept gifts, favours or other benefits (eg. hospitality or entertainment) that are
connected directly with the performance of their duties or responsibilities, from any person who is directly
or indirectly involved in any business relationship with the District.
Gifts, favours or benefits that are part of a normal exchange between persons doing business or part of a
public function are permitted.
USE OF MUNICIPAL PROPERTY AND ASSETS
For the purpose of this section, all property and assets owned by the District shall be referred to as
Municipal assets, understanding that the District is established by 50/50 partnership between the two
Municipalities.
Municipal property and assets belong to the community as a whole and must only be used by an employee
to perform work related duties and responsibilities, or for community activities that are authorized by the
Board or Council.
Personal use of municipal property and assets by an employee are permitted only if authorized by the
Board. Generally, personal use of property and assets will only be permitted if they are also available to be
used by the public.
Municipal property and assets in the care of an employee must be protected and kept secure at all times.
All material produced in the course of an employee's works, while working for the District, shall remain
the property and asset of the Municipalities;
POLITICAL AND COMMUNITY ACTIVITIES
All employees have the right to take part in political and community activities. Employees need to ensure
that participation in such activities does not place them in a real or perceived conflict of interest.
Employees may only participate in political activities (eg. actively campaign or solicit funds for a political
party or candidate) outside work hours and without using municipal property, assets or resources.
Employees engaged in community activities must continually assess their involvement and expected
decision-making responsibilities in light of their employment with the District.
FAMILY AND PERSONAL RELATIONSHIPS
The District strives to be fair, objective and transparent at all times. Board employees must ensure that
their family and other personal relationships and their official duties are independent of each other.
As with all other areas of municipal business, it is expected that all hiring, promotions, performance
appraisals or discipline will be undertaken in an objective and impartial manner. At times, this may require
reporting relationships to be revised to ensure employees are not supervised directly or indirectly by a
close family member.
Employees must not give preferential treatment to family or any other person with whom the employee
has a personal relationship.
OUTSIDE WORK OR BUSINESS ACTIVITIES
Employees are committed to ensuring the District's success in delivering services to citizens effectively
and efficiently, and must act in the best interests of the District.
Employees, excluding volunteers, must ensure that they avoid any outside employment or business
activities:
- that interfere with the performance of an employee's duties;
- in which the employee has an advantage or appears to have an advantage as a result of their
employment with the District;
- that will or might appear to influence or affect the employee in carrying out their Board duties;
- that requires or involves use of municipal property or assets;
- that is contrary to the interests of the District.
PROCEDURES
Employees are expected to comply with the Code of Conduct. Employees have a responsibility to request
an interpretation of the Code from the Board if they are unsure whether their behaviour, circumstances or
interests contravene the Code.
Where an employee suspects that he or she is, or may potentially be, in conflict with any of the provisions
of the Code, the employee must disclose the conflict or potential conflict in writing, to:
- his or her direct supervisor, in the case of any employee. The supervisor must immediately
advise the Board;
- in the case of the supervisor, they must immediately advise the Board;
The disclosure should include a detailed description of the conflict or potential conflict.
Where a disclosure is made, the matter will be treated seriously and in confidence. The supervisor must
review the disclosure within five (5) business days, from the date the disclosure is made, and determine an
appropriate course of action to address the actual or potential conflict.
An employee who fails to disclose an actual or potential conflict may be subject to discipline.
REVISIONS
The Board may, at its discretion and by motion, amend the Code.
Adopted: October 4th, 2019 - Motion #4/2019