Respectful Workplace Policy

Fundy Shores, New Brunswick · adopted 2025-12-03

This is the exact embedded text of the captured official document. Snapshot 021cbac340c6 · verified 2026-06-07 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 POLICY TITLE: RESPECTFUL WORKPLACE POLICY POLICY NUMBER: 2025 - 4 VERSION NUMBER: 3.0 DATE APPROVED: DECEMBER 3, 2025 EFFECTIVE DATE: DECEMBER 3, 2025 Policy Statement: At Fundy Shores, we believe that every person deserves to work in an environment built on respect, trust, and inclusion. We value the contributions of all employees, volunteers, and community partners, and we are committed to ensure a safe, healthy, and supportive workplace. To us a respectful workplace means: - Treating one another with kindness, courtesy, and fairness; - A workplace grounded in mutual respect, inclusion and collaboration - Valuing diverse perspectives and experiences; - Communicating openly and honestly; and - Working together to prevent and address any form of harassment, bullying, or discrimination. o Responding promptly and fairly to all complaints or concerns o Supporting individuals who experience or report harassment o Protect the confidentiality of all parties to the greatest extent possible o Ensure that no one faces retaliation for coming forward in good faith. Fundy Shores' strength as a community lies in how we care for one another - whether we are serving the public, supporting a colleague, or lending a hand at a community event. By choosing kindness and respect, we help make Fundy Shores not only a great place to live, but also a great place to work. Harassment of any kind has no place here, in our organization and will not be tolerated. This policy outlines our shared responsibility to ensure a safe, supportive and respectful workplace for all. Scope: This policy applies to all employees, elected officials, volunteers, contractors, students, and other representing or working with the Rural Community of Fundy Shores. It extends to all work-related interactions - whether in the office, during community functions, traveling for work, or through electronic communications. Legislative Alignment Statement Compliance with the New Brunswick Occupational Health and Safety Act Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 This Workplace Harassment Policy and its companion procedures are developed in accordance with the New Brunswick Occupational Health and Safety Act, including: - Section 8.1 - Employer Duties Regarding Harassment Employers must develop and implement a written policy on workplace harassment, in consultation with employees, that: o Defines harassment, o Outlines procedures for reporting and investigating complaints, and o Describes corrective measures to be taken. - Section 8.2 - Worker Rights and Responsibilities Workers have the right to a workplace free from harassment and the responsibility to refrain from any behaviour that could reasonably be seen as harassment. - Section 8.3 - Confidentiality and Retaliation All complaints must be handled confidentially, and no worker shall be subjected to retaliation for filing a complaint or participating in an investigation. This policy meets or exceeds the requirements set out in the Act by: - Providing clear definitions and examples of harassment; - Detailing step-by-step reporting and response procedures; - Ensuring confidentiality, fairness, and protection from reprisal; and - Committing to regular review, training, and continuous improvement. The Rural Community of Fundy Shores recognizes its legal and ethical responsibility to maintain a safe, respectful, and harassment-free workplace for all. Definition of Harassment "Harassment", in a place of employment, means any objectionable or offensive behaviour that is known or ought reasonably to be known to be unwelcome, including bullying or any other conduct, comment or display made on either a one-time or repeated basis that threatens the health or safety of an employee, and includes sexual harassment, but does not include reasonable conduct of an employer in respect of the management and direction of employees at the place of employment (General Regulation 91-191, Occupational Health and Safety Act, Section 2). Harassment may include, but is not limited to: - Offensive or intimidating jokes or comments - Bullying or aggressive behaviour, intimidations, threats or verbal abuse - Displaying or circulating offensive pictures and/or materials - Inappropriate staring - Workplace Sexual harassment: Unwelcome solicitation or advances from a manager or supervisor or another person who has the power to reward or punish the worker, sexual remarks, advances, or requests. - Discriminatory harassment: Comments or conduct that demeans or excludes based on race, gender, age, disability, sexual orientation, religion, or any other protected ground. - Isolating or making fund of a worker because of gender identify or other personal characteristics Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 - Psychological harassment: Repeated or severe behaviour that undermines a person's dignity or emotional well-being. - Online harassment: Inappropriate or harmful messages, images, or posts shared electronically. - A single serious incident may constitute harassment if it has a lasting negative effect. Responsibilities All Employees and Representatives - Treat others with respect and professionalism at all times. - Speak up or seek support if they experience or witness harassment. Supervisors and Managers - Model positive and respectful behaviour. - Address concerns immediately and sensitively. - Ensure those affected feel safe and supported. Chief Administrative Officer / Designated Officer - Receive complaints with empathy and impartiality. - Coordinate a fair, confidential, and timely review or investigation. - Ensure appropriate action and follow-up. Reporting Harassment Anyone who experiences or witnesses' harassment must report the incident as soon as possible. Reports can be made verbally or in writing to a supervisor, the Chief Administrative Officer, or another designated official. If the concern involves a supervisor or senior official, reports may be directed to an alternative contact named in the organization's reporting procedure. All complaints will be taken seriously, and efforts will be made to resolve them informally where appropriate and formally when necessary. Investigation and Resolution Each complaint will be reviewed promptly and handled with fairness and discretion. Both the complainant and the respondent will have the opportunity to share their perspectives. Investigations will be impartial, and findings, including any corrective action taken, will be communicated to both parties in writing. Where harassment is found to have occurred, appropriate corrective or disciplinary measures will follow. Support for Employees We understand that experiencing or reporting harassment can be difficult. Employees are encouraged to seek support through: - The Chief Administrative Officer or designated official. - A trusted supervisor or colleague. - The Employee Assistance Program (if available) or local counselling resources. Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Fundy Shores will make every reasonable effort to provide support and ensure that individuals feel safe throughout the process. Confidentiality and Non-Retaliation All reports and investigations will be handled as confidentially as possible. Information will only be shared with those directly involved in managing or resolving the concern. Retaliation or reprisal against anyone who raises a concern or participates in an investigation will not be tolerated and may result in disciplinary action. Continuous Learning and Review The Rural Community of Fundy Shores is committed to continuous learning and improvement. This policy will be reviewed regularly to reflect any changes in the conditions of the workplace, legislative updates and best practices. Training on the Respectful Workplace Policy will be delivered to all employees as part of new employee orientation and training and must be reviewed annually by all staff. Open discussions on respect and inclusion will be encouraged as part of maintaining a healthy workplace culture. Contact: For more information or if you have any questions about this policy, please contact the Chief Administrative Officer for the Rural Community of Fundy Shores Maintenance: This policy will be reviewed every year, in accordance with Regulation 91-191, with the next schedule review to be conducted in December 2026, any necessary changes to the policy prior to December 2026 will be carried out forthwith to prevent any gaps in safety to those impacted. Version Number Editor Changes Date 1.0 Linda Sullivan Brown, CAO Fundy Shores Initial Draft 10/08/2025 2.0 Hannah Van Beelen, Solicitor Gorman Nason Legal Review and Changes 10/31/2025 3.0 Linda Sullivan Brown, CAO Fundy Shores Compare and Address changes required after legal review 11/20/2025 Approval & Adoption This Respectful Workplace Policy has been approved by Rural Community of Fundy Shores on December 3, 2025. It shall be implemented and adhered to by all relevant stakeholders to ensure responsible asset stewardship for the benefit of current and future generations. Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Annotation for Official Policy Book This is to certify that the foregoing is a true and accurate copy of the Respectful Workplace Policy for the Rural Community of Fundy Shores, which was adopted by Council at its duly convened meeting held 3rd day of December 2025. ________________________________ ____________________________ Linda N. Sullivan Brown Date Chief Administrative Officer/Clerk Rural Community of Fundy Shores Appendix - A) Workplace Harassment Compliance Checklist B) Procedure C) Formal Reporting Document Template D) Investigation Process Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Appendix A Workplace Harassment Compliance Checklist (Aligned with the NB Occupational Health and Safety Act & Regulations) 1. Policy Development and Approval Requirement Status Notes ✔ Written workplace harassment policy developed in consultation with employees ✔ Policy defines harassment clearly and includes examples ✔ Policy includes reporting and investigation procedures ✔ Policy outlines corrective measures and confidentiality ✔ Policy reviewed and approved by Council or Senior Management ✔ Policy distributed to all employees and posted in a visible location 2. Employee Awareness and Training Requirement Status Notes ✔ All employees, supervisors, and officials trained on the policy ✔ Training includes what harassment is and how to report it ✔ Supervisors trained in how to receive and respond to complaints ✔ Refresher or onboarding training scheduled annually ✔ Training records maintained and signed attendance kept 3. Reporting and Investigation Procedures Requirement Status Notes ✔ Procedure identifies multiple reporting options (supervisor, CAO, designate) ✔ Complaints can be made verbally or in writing ✔ Investigation steps are clearly defined and impartial ✔ Confidentiality of all parties protected ✔ Timeframes for acknowledgement and response established ✔ Records of complaints and outcomes maintained securely 4. Support and Protection Requirement Status Notes ✔ Employees informed of support resources (EAP or local counselling) ✔ Non-retaliation clause clearly stated in policy and training ✔ Interim safety or workplace adjustments available when needed Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 5. Review and Continuous Improvement Requirement Status Notes ✔ Policy reviewed at least every year or after a significant incident ✔ Employee feedback considered in policy review ✔ Lessons learned from incidents used to improve prevention ✔ Updated versions distributed and posted promptly 6. Record-Keeping and Documentation Requirement Status Notes ✔ All training, complaints, and investigations documented securely ✔ Confidential files stored separately from personnel files ✔ Records retained for minimum period required by law ✔ Council or management receives annual report confirming compliance Certification This checklist confirms that the Rural Community of Fundy Shores has taken all reasonable steps to meet or exceed the requirements of the New Brunswick Occupational Health and Safety Act and to maintain a respectful, safe, and harassment-free workplace. Completed by: ____________________________ Title: ____________________________________ Date: ____________________________________ Next Review Date: _________________________ Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Appendix B Reporting and Response Procedure (Companion to the Workplace Harassment Policy) Purpose This procedure outlines how employees and representatives of the Rural Community of Fundy Shores can report concerns related to workplace harassment and how those concerns will be handled. The goal is to ensure that every concern is treated seriously, promptly, and respectfully. 1. Reporting Options Employees and representatives have several options for reporting harassment or seeking advice: a. Informal Discussion If you feel comfortable doing so, you may: - Speak directly with the person involved to explain how their behaviour affected you. - Ask a supervisor or trusted colleague to help facilitate a respectful conversation. Sometimes, early communication can resolve misunderstandings quickly and prevent escalation. However, you are never required to confront someone directly. b. Formal Complaint A formal complaint can be made in writing to on the provided document Appendix C: - Your immediate supervisor, or - The Chief Administrative Officer (CAO), or - A designated alternate official if the concern involves your supervisor or the CAO. Written complaints should include: - Your name and contact information; - Name of the person against whom the complaint is directed (the "respondent") - Position(s) and contact information for the Respondent (if known) - A description of what happened (including dates, frequency, locations, time, and names of those involved or who witnessed the incident and their contact information (if known)); - Any relevant documents (statements, emails, etc.); and - Any steps you have taken so far. 2. Immediate Safety Concerns If anyone feels unsafe at any time, they should remove themselves from the situation and seek assistance immediately. - Emergency concerns should be directed to 911. - The organization will take immediate action to ensure the safety of all parties involved. Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 3. Support During the Process Anyone involved in a complaint--whether as a complainant, respondent, or witness--may seek support through: - The Employee Assistance Program (if available); - Local counselling or community mental health services; - A trusted friend, family member, or representative. Confidentiality and dignity will be respected throughout the process. 4. Investigation Process 1. Receipt of Complaint: The designated official receives and acknowledges the complaint within five (5) business days. 2. Preliminary Review: Determines whether the complaint falls under the Workplace Harassment Policy and whether an informal resolution is possible. 3. Investigation: If required, an impartial investigator (internal or external) will be appointed. o Both parties will have the opportunity to provide information and respond. o Relevant witnesses or documentation may be reviewed. 4. Findings: The investigator will prepare a report summarizing the facts and conclusions. 5. Outcome: The CAO or designate will determine appropriate follow-up, which may include mediation, training, or disciplinary action. 5. Confidentiality All information will be kept as confidential as possible, shared only with those directly involved in managing or resolving the matter. 6. Non-Retaliation No one will be penalized for raising a concern or participating in a process in good faith. Any retaliation will itself be treated as a serious breach of conduct. 7. Record Keeping A confidential record of all formal complaints and their outcomes will be maintained securely by the Chief Administrative Officer. 8. Follow-Up and Learning After each case, the organization will consider what lessons can be learned to strengthen workplace respect, communication, and trust. Closing Note Fundy Shores is a small community where collaboration and care are part of who we are. We approach each concern not only as a compliance matter but as an opportunity to uphold the values of respect, fairness, and compassion that define our community. Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Appendix C Formal Reporting Document Template Reporters Information: Name Contact Information Work Phone Number Residential Phone Number Cell Phone Number Mailing Address Name of Respondent(s) - If more than one, please use an additional sheet. Name Contact Information Work Phone Number Residential Phone Number Cell Phone Number Mailing Address Details of the Complaint: Please describe in as much detail as possible the incident, names of the parties involved, names of the witnesses, date(s), time(s) and location(s) of the incident(s) and any other details. Attach additional pages if needed. Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Document(s)/Evidence Include any supporting documents (emails, notes, photographs, physical evidence, etc.). If you are unable to attach documents and they are relevant place list them below. Employee Signature: _______________________________________ Date of Report: _____________________________ Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2 Appendix D Rural Community of Fundy Shores 31 Malcolm Meehan Road Musquash NB E5J 2G2