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Approved by Council February 12, 2024
Table of Contents
Aim & Values
Definitions
Section
Introduction
1
Administration
2
Recruitment, Application & Selection
3
Work Schedule
4
Overtime
5
Acting Pay
6
Payday
7
Paid Holidays
8
Sick Leave
9
Workers' Compensation Benefits
10
Bereavement Leave
11
Pregnancy and Parental Leave
12
Leave to Write Examinations to Upgrade Qualifications
13
Leave for Jury Duty
14
Leave Without Pay
15
Special Leave - Family Illness
16
Retirement Allowance
17
Vacations
18
Resignation
19
Personal Conduct
20
Employee Complaint Process
21
Informal Complaint Process
22
Formal Complaint Process
23
Harassment Complaint Procedure
24
Discipline
25
Career Development & Training
26
Personal Vehicle Allowance & Travel Expense
27
Pension Plan
28
Other Employee Benefits
29
Funeral Expense Contribution
30
Job Classifications, Descriptions & Salary Ranges
31
Final Note
32
Appendix A - Declaration of Confidentiality
Appendix B - Written Warning - Reprimand
Appendix C - Dismissal
Appendix D - Declaration - Leave Without Pay
Town of Truro - Policy & Procedure Manual
Subject:
Policy Number:
Approval Date:
Departments:
Policy & Procedure Manual for Non-Union Personnel
P1040101
July 5, 2004, as amended to February 14, 2024
All Departments
Approved by Council February 12, 2024
OUR AIM
The Town of Truro is a progressive employer and continuously strives to be an employer of
choice.
The Town of Truro is not only a place of employment providing services to residents, but also
where collegial relationships support excellent service delivery.
The elected officials and staff of the Town of Truro consider trust, openness, and pride to be
important, co-operation and accountability to be valued, and participation and innovation
encouraged.
ORGANIZATION VALUES
Town staff have the unique responsibility of ensuring that municipal services are provided to the
residents of the Town of Truro. As such, services are delivered:
-
Promptly;
-
with a positive attitude that reflects our commitment to a healthy, safe, and
supportive workplace;
-
with respect and appreciation for our customers/residents/stakeholders.
The Town of Truro is committed to maintaining a healthy, safe, and supportive workplace that
values diversity where all people are treated with respect and dignity. It is the right of all employees
to work in an environment free from harassment, sexual harassment, violence, and discrimination.
Harassment, sexual harassment, and discrimination are all violations of the Human Rights Act, and
the Town will take all reasonable and necessary steps to ensure the workplace is free from
harassment, sexual harassment, and discrimination.
Approved by Council February 12, 2024
DEFINITIONS
TOWN
means the Town of Truro
COUNCIL
means the Council of the Town
CHIEF ADMINISTRATIVE OFFICER
means the administrative head of the municipality
and Council's principal advisor
DEPARTMENT HEAD
means an employee responsible for the proper and
efficient operation of a designated Department of
the Town
SENIOR STAFF
Chief Administrative Officer and Department
Heads
EMPLOYEE
means an employee of the Town of Truro not
otherwise covered by a collective agreement
SUPERVISOR FOR UNION EMPLOYEE means an employee of the Town of Truro that
manages unionized employees covered by a
collective agreement
PERMANENT FULL TIME EMPLOYEE means an employee working on a regular and full-
time basis with the Town of Truro, and
who works a normal forty (40) hour work week, or
an agreed upon variation.
PERMANENT PART-TIME EMPLOYEE means an employee working on a regular part time
basis with the Town of Truro, and who works less
than the normal forty (40) hour work week, but on
a fixed schedule.
TEMPORARY/TERM EMPLOYEE
means an employee who has been hired for a
specific
task or term with the Town of Truro but is not
entitled to any of the employee benefit provisions
of this Personnel Policy unless specified in the
agreed upon terms of employment.
CONTRACT EMPLOYEE
means an employee whose services have been
engaged with the terms and conditions set out in a
specific contract document
HARASSMENT
any behavior that demeans, humiliates, or
embarrasses a person, and that a reasonable person
should have known would be unwelcome (Nova
Approved by Council February 12, 2024
Scotia Human Rights Act)
SEXUAL HARASSMENT
includes offensive or humiliating behavior that is
related to a person's sex, as well as behavior of a
sexual nature that creates an intimidating,
unwelcome,
hostile,
or
offensive
work
environment, or that could reasonably be thought
to put sexual conditions on a person's job or
employment opportunities (Canadian Human
Rights Act).
Approved by Council February 12, 2024
1.
INTRODUCTION
1.1
A Personnel Policy is hereby established to provide a uniform, fair, and effective
system of personnel administration for all the Town of Truro employees
(exclusive of Fire, Public Works, Parks and Recreation, and Police employees
covered under separate collective agreements or individual contracts) and a
mutual understanding amongst the Town Council, Chief Administrative Officer,
Department Heads and supporting staff members.
1.2
The Policy contains four primary objectives:
1.2.1 To ensure that the provisions of this Policy are consistent with established
principles of personnel management and, where necessary, Federal and
Provincial Statutes.
1.2.2 To ensure that the policies are fair to both employer and employee and that
adequate protections are provided for the interest of both parties.
1.2.3 To provide employee benefits at a level that will enable the Town to
maintain a competitive position in the labor market.
1.2.4 To fill all vacant positions with the best qualified, available applicants
without regard to characteristics outlined in the Nova Scotia Human
Rights Act.
1.3
This Policy will be reviewed and revised, if necessary, at a minimum every two
years.
2.
ADMINISTRATION OF THE PERSONNEL PROGRAM
2.1
The Chief Administrative Officer (or his/her designate) shall be responsible for
directing and coordinating the personnel activities of the Town, including the
following:
2.1.1 Preparation of position classifications, salary grids, and the administration
of such grids.
2.1.2 Recruiting, testing, selection and hiring of all employees.
2.1.3 Approval of the appointment, promotion, demotion, transfer, discipline,
suspension, or discharge of any employee.
2.1.4 Development, supervision, and maintenance of all departments including
forms and procedures.
Approved by Council February 12, 2024
2.1.5 Maintenance of a personnel file for each employee. The file will list the
employee's name, title, job description, department, salary, change in
employment status, attendance record, disciplinary record, performance
reviews and other pertinent information. An employee's personnel record
is confidential and shall not be disclosed except to the extent required for
the proper administration of the Town or as required by law. Any employee
shall have the right to view his/her own record with verbal or written notice
to his/her Department Head.
2.1.6 Administration of the employee benefits program.
2.1.7 Administration of the personnel policy, including employee grievance
procedures.
3.
RECRUITMENT, APPLICATION AND SELECTION
3.1
Vacancies
3.1.1 When a new position or vacancy in the Town is to be filled, the Department
Head shall notify the Manager of Human Resources to declare the vacancy.
It will be the responsibility of the Manager of Human Resources to ensure
notice of such new position or vacancy is placed on all bulletin boards in
the buildings where Town employees work and on the Town website
(www.truro.ca) under the employment category. The posting will normally
contain the position title, position summary, specific requirements, and
closing date for applicants.
3.1.2 All new positions or vacancies may be filled by one of the following
methods:
-
internal candidate search and competition.
-
a simultaneous internal and external candidate search and
competition.
(The method of filling a new position or vacancy will be
in accordance with the Standard Hiring Procedures).
3.1.3 Job advertisements may be placed in a newspaper circulating in the local
or regional area, and a copy may be forwarded to the Human Resources
Skills Development Canada Office and a copy shall be placed on the Town
of Truro Facebook and twitter accounts in accordance with the Town of
Truro Affirmative Action Policy and the Standard Hiring Procedures.
3.1.4 The job advertisement shall specify the job title, description, required
qualifications, closing date and may indicate the salary range. All job
postings shall state: "The Town is an equal opportunity employer".
Approved by Council February 12, 2024
3.2
Application for Employment
3.2.1 All persons requesting employment shall submit an application for
employment and/or a pertinent resume to the Manager of Human
Resources.
3.2.2 The Manager of Human Resources will distribute the applications to the Head of
the Department in which the vacancy occurs, and the Department Head shall short
list candidates for job interviews from among the applicants.
3.2.3 All interviews for the vacant position will be conducted by the Manager of
Human Resources and the Head of the Department or designate in which
the vacancy occurs along with such other personnel as determined by the
Manager of Human Resources and the Head of the Department.
3.2.4 Upon the completion of all interviews, the interview board shall consider
the factors set out in subparagraphs 3.3.2, 3.3.3, and 3.3.4 and shall
recommend to the Department Head the appointment of an applicant.
3.2.5 Where the vacant position is for the Director of a Department applications
will be reviewed , interviews held and a recommendation made by an
Interview Board consisting of the CAO, Manager of Human Resources, a
Council member, and a citizen representative.
3.3
Appointment of Applicants
3.3.1 The Chief Administrative Officer and/or Department Head shall consider
the recommendation of an interview board and the factors set out in
subparagraph 3.3.2, 3.3.3, 3.3.4 and subject to 3.3.5, may appoint the
recommended candidate, direct further candidate searches, or decline to
fill the position.
3.3.2 Appointments will take into consideration each applicant's qualifications,
ability, education, employment history, job-related knowledge, skills,
suitability, and fitness for the position (if applicable).
3.3.3 When testing is used a pass mark will be identified prior to the
commencement of the testing process.
3.3.4 The Town is an equal opportunity employer and has a policy of no
discrimination in the hiring process on any basis prohibited under the Nova
Scotia Human Rights Act.
3.3.5 All appointments of Department Heads are the responsibility of the Chief
Administrative Officer.
3.3.6 Offers of employment are to be made in writing or via e-mail and a written
Approved by Council February 12, 2024
or e-mailed acceptance is required. There will be a deadline for acceptance
of an offer of employment, with at least five (5) days to accept or decline.
3.3.7 If the candidate declines the offer, the board will review existing
short-listed candidates for alternate choices. However, the Department
Head and/or the interview board may choose to re-post the position at their
discretion.
3.4
Notification of Applicants
A reasonable effort will be made to notify all applicants interviewed for the
position by mail, phone, or email, as soon as possible, after the vacancy has been
filled.
3.5
Probationary Period
A successful applicant will be on probation for a period of at least six (6) months
but may be extended by the Department Head, to determine suitability for
permanent employment with the Town and may be discharged if found to be
unsuitable. The employee will have at least one performance review within the
six (6) month probationary period. The performance review will be completed by
a supervisor on a Probationary Employee Report, as per the Performance
Appraisal Policy. Upon successful completion of the probationary period, the
probationer will become a permanent employee.
3.6
Contract/Term Employee
A successful applicant, hired as a contract or term employee, will be subject to
the terms and conditions outlined in the specific contract or term of employment
document.
3.7
Confidentiality
Every full time, part time, permanent, term, or contract employee of the Town
will maintain strict confidentiality with respect to information obtained during
their employment with the Town and sign a Declaration of Confidentiality on
their first day of employment. (Appendix A)
3.8
Personnel Policy
It is the responsibility of every full-time, part-time, permanent, term, or contract
employee of the Town to read the Personnel Policy or their contract terms and
seek clarification on any aspect of the document as required.
Approved by Council February 12, 2024
4.
WORK SCHEDULE
4.1
Work Week
The normal work week shall consist of five (5) consecutive, eight (8) hour days
Monday through Friday.
4.2
Workday
The normal workday shall consist of eight (8) working hours, as determined by
the Department Head and/or Chief Administrative Officer.
4.3
Workday Breaks
A normal eight (8) hour workday shall include a one-hour lunch period and two
(2) fifteen-minute breaks, subject to application of 4.2.
4.4
Variation from Normal Work Schedule
The Department Head, in consultation with the employee and Manager of Human
Resources, and with the approval of the Chief Administrative Officer, may vary
the normal work schedule for any employee.
4.5
An employee that manages a unionized workforce shall adopt the work schedule
of that union, subject to approval by the Department Head or Chief
Administrative Officer.
5.
OVERTIME
5.1
Before any overtime hours are worked by any employee, such overtime shall be
authorized by the Department Head or designate concerned.
5.1.1 Hours worked in excess of forty (40) hours per week, shall be constituted
as overtime. Overtime will be recorded at straight time and compensated
as Time-In-Lieu. Compensation for overtime worked by a Supervisor of
unionized employees shall be determined by the Department Head in
consultation with the Manager of Human Resources.
5.1.2 In computing overtime, a period between fifteen (15) and thirty (30)
minutes shall be counted as one-half hour, and a period of more than thirty
(30) minutes but less than sixty (60) minutes shall be counted as one hr.
5.1.3 An employee may not have more than 40 hours in their Time-In-Lieu
Bank. Whenever an employee has accumulated more than 40 hours, they
are to take time off within a reasonable period of time. An employee may
not earn more than 80 time-in-lieu hours in one calendar year. For special
circumstances, a Department Head may request approval from the Chief
Administrative Officer for an exception.
Approved by Council February 12, 2024
5.1.4 Subject to documentation and approval by the Chief Administrative
Officer, if a Town employee is normally entitled to time-in-lieu for
overtime worked, that employee will be paid for overtime hours worked,
where those overtime hours and pay are determined to be eligible
recoverable expenses under the Federal Disaster Financial Assistance
Program, and the Town will be reimbursed for the overtime paid.
6.
ACTING PAY
6.1
At the commencement of the sixteenth (16) consecutive working day , where it is
necessary for an employee to temporarily fill the position of a Department Head,
the Chief Administrative Officer may approve additional remuneration, not to
exceed 10 % of the salary, an amount which would result in the gross salary of
the acting employee not exceeding that currently being paid to the Department
Head involved, and such pay may be retro-active to the first day.
7.
PAYDAY
7.1
Employees will be paid on a bi-weekly basis every second Thursday for hours
worked up to and including the Tuesday of that week.
7.2
When a payday falls on a holiday, payment will be made on the last prior banking
day.
8.
PAID HOLIDAYS
8.1 All employees covered by this Agreement shall be granted the following as paid
holidays:
1.
New Year's Day
2.
Heritage Day
3.
Good Friday
4.
Easter Monday
5.
Victoria Day
6.
Canada Day
7.
1st Monday in August
8.
Labour Day
9.
National Day for Truth and Reconciliation
10. Thanksgiving Day
11. Remembrance Day
12. Four (4) hours in the afternoon of December 24 (or if December 24 falls on a Saturday
or Sunday, four (4) hours in the afternoon on the preceding Friday), unless the Town
requires some employees to work due to weather conditions or an emergency (as
defined in Article 2.03), in which case:
a. all those employees who are not required to work to deal with the weather
conditions or an emergency, will be granted four (4) hours as a paid holiday;
and
Approved by Council February 12, 2024
b. when the weather conditions or emergency no longer requires work, those
employees who did work shall be granted the remainder of the afternoon of
December 24 as a paid holiday.
13. Christmas Day
14. Boxing Day
15. Any other day proclaimed as a holiday applicable to the Town of Truro by the federal,
provincial, or municipal government.
8.2
Holiday pay for shift workers
An employee who works a regularly scheduled shift on a holiday will
receive additional pay at straight time for the number of hours worked.
The employee may request equivalent time off in lieu of pay at the
discretion of the supervisor.
9.
SICK LEAVE
9.1
Sick Leave shall be granted to an employee who, through illness, is unable
to perform his/her duties. The Town reserves the right to investigate any
reported illness or injury of an employee. The Town shall have the right to
such medical reports and records respecting an employee claiming sick
leave benefits as are reasonably necessary to evaluate the claim, provided
that copies of all such reports or other information obtained by the Town
shall be given forthwith to the employee concerned. Sick leave shall
include, but not be limited to , absence for medical appointments with a
doctor, specialist and therapist and absence for visits to the hospital for
medical procedures and tests.
9.2
Eighteen (18) days sick leave per year shall be earned by an employee at the rate
of one and one-half (1-1/2) days for every month of employment.
9.3
When unused, sick leave shall accumulate to a maximum of one hundred and
thirty (130) working days.
9.4
Deductions shall be made from any accumulated credit in favor of any employee
for such periods of sick leave granted with pay to such employee.
9.5
Should any employee exhaust their accumulated sick leave credits, the Town may
require a doctor's certificate be provided to the Manager of Human Resources at
such intervals as deemed appropriate. Such certificate shall contain information
concerning the employee's condition, prognosis, and expected return to work
date.
Approved by Council February 12, 2024
10.
WORKERS' COMPENSATION BENEFITS
10.1
Definition
The period during which an employee is absent from work by reason of injury
entitling the employee to Workers' Compensation earnings - replacement benefits
is a workers' compensation absence and shall not be classified as sick leave.
10.2
Top Up of Workers' Compensation Benefits
(1) For the purposes of this Article 10.2:
a) An "employee's net pay" means the employee's gross pay for regular
working hours less withholdings for:
i. CPP contributions;
ii. EI premiums;
iii. The income tax deducted, taking into account the CPP
contributions, EI premiums, union dues, and pension
contributions.
b) The amount of Workers' Compensation temporary earnings
replacement benefits paid to the employee is deemed to be the amount
of such benefits to which the employee would be entitled if there were
no reduction to the benefits for income from sources other than
employment with the Town.
(2) In the event an employee is unable to work because of injuries received in such
circumstances as would entitle the employee to temporary earnings
replacement benefits under or by virtue of the Workers' Compensation Act of
Nova Scotia, and such employee makes application for and receives such
benefits under the Act, the Town shall, except for those weeks the employee
would otherwise not have worked because of lay off or the regular conclusion
of park maintenance work, pay the employee the difference between the
employee's net pay and the aggregate of all Workers' Compensation benefits
and Canada Pension Plan benefits paid to the employee until the earliest of the
following events:
a) The employee is capable of employment;
b) The termination of Worker's Compensation temporary earnings
replacement benefits;
c) The payment of a permanent impairment benefits by the Workers'
Compensation Board;
d) The employee's sick leave bank is exhausted;
e) The employee attains the age of 65;
f) The employee's employment is terminated.
Approved by Council February 12, 2024
(3) The intent of this Article is to ensure that the combination of Workers'
Compensation temporary earnings replacement benefits and Town top up pay
made under Sub Article (2) above is the same as the regular net pay an
employee receives for regular working hours.
(4) The Town shall commence paying the difference as soon as the employee is
unable to work and upon the completion of the Workers' Compensation
Accident Report Form. The Town shall make any required adjustment if the
Workers' Compensation Board disallows the employee's claim for temporary
earnings replacement benefits or awards reduced temporary earnings
replacement benefits to the employee.
(5) Commencing after the first 9 months of an employee's Workers'
Compensation absence, each month the Town will deduct from the employee's
sick leave bank the number of hours equal to the amount of top up pay paid to
the employee during that month under Sub Article (2) divided by the
employee's regular hourly rate.
(6) When an employee's Workers' Compensation benefit claim is disallowed, any
required adjustment caused by the Town providing the employee with regular
pay while off work but not entitled to Workers' Compensation earning
replacement benefits shall be made, after the employee has accepted the
Workers' Compensation Board decision or has exhausted all rights of appeal,
in one or more of the following ways:
a) If the employee is entitled to sick leave, by deducting the time from the
employee's sick leave bank;
b) By deducting the time from the employee's overtime bank;
c) By deducting the time from the employee's vacation carried over from
previous years;
d) By deducting the time from the employee's vacation entitlement, and
e) A repayment schedule by way of payroll deduction.
Both the method or combination of methods used to affect the adjustment and the
timing and amount of each repayment instalment shall be agreed upon by the
Town and the employee. If agreement cannot be reached, the matter may be
referred to the CAO whose decision on the matter shall be final.
(7) When an employee's temporary earnings replacement benefits are reduced by
the Workers' Compensation Board because of income from sources other than
employment with the Town, any required adjustment shall be made in one or
more of the following ways:
a) By deducting the time from the employee's overtime bank;
b) By deducting the time from any vacation carried over from previous
years;
c) By deducting the time from the employee's vacation entitlement;
d) A repayment schedule by way of payroll deduction; or
e) A cash repayment.
Approved by Council February 12, 2024
Both the method or combination of methods used to affect the adjustment and the
timing and amount of each repayment instalment shall be agreed upon by the
Town and the employee. If agreement cannot be reached, the matter may be
referred to the CAO whose decision on the matter shall be final.
10.3
Continuation of Rights and Benefits
While an employee is on a Workers' Compensation absence, the employee shall
accumulate sick leave in accordance with Sub Article 12.02(1) and shall continue
to participate in all insurance plans and in the PSSP, if permitted by the terms of
the PSSP. The Town and the employee shall continue to pay their respective shares
of the contributions and premiums for all insurance plans and the PSSP based on
100% of earnings.
11.
BEREAVEMENT LEAVE
11.1
When death occurs in the immediate family of an employee, such employee shall
be granted bereavement leave, with pay, for a period not to exceed five (5)
consecutive days, four days of which must be consecutive and one of which shall
be the day of the funeral, wake, or other remembrance service to the extent that
any or all these days are normal working days.
11.2
For the purpose of this section, members of the immediate family are the
employee's wife, common-law spouse/partner, husband, mother, father, former
legal guardians, brothers, sisters, sons, daughters, step children, grandchildren,
grandparents, mother-in-law, father-in-law, son-in-law, daughter-in-law, sister-
in-law or brother-in-law and includes stepparents and any relative of second
degree living under the same roof at the time of death.
11.3
An employee shall be granted compassionate leave, with pay, of one day for the
purpose of attending the funeral of an aunt, uncle, step-grandparent, step-
grandchild, niece, nephew or first cousin, provided that such day is a normal
working day.
12.
PREGNANCY AND PARENTAL LEAVE
The provisions of the Nova Scotia Labour Standards Code, as amended from time to time,
respecting pregnancy and parental leave shall apply to all employees.
12.1
An employee on pregnancy or parental leave may maintain coverage under the
Town of Truro group insurance, medical and dental plans. If the employee elects
to do so, the employer shall continue to pay 50% of the cost for same.
12.2
An employee on pregnancy or parental leave may elect:
a) To continue to make the required contributions to the PSSP pension plan while
on such leave;
Approved by Council February 12, 2024
b) To stop contributions to the PSSP pension plan while on such leave but double
the required contributions to the PSSP pension plan immediately following the
employee's return to work until the contributions missed while on such leave
have been made in full;
c) To forego any contributions to the PSSP pension plan for the period the
employee is on pregnancy or parental leave.
12.3
If the employee makes PSSP pension contributions pursuant to Article12.2 a) or
b) hereof, the employer shall make matching contributions to the plan on behalf
of the employee.
12.4
While on pregnancy or parental leave, any employee shall not accumulate sick
leave entitlement.
12.5
Vacation entitlement will be prorated for the proportion of the year that the
employee is on pregnancy and/or parental leave.
12.6
An employee shall produce, when requested by the Manager of Human
Resources, any certificate referred to in the pregnancy and parental leave
provisions of the Nova Scotia Labour Standards Code.
12.7
Leave for illness of an employee arising out of or associated with the employee's
pregnancy prior to the commencement of, or after the end of pregnancy leave may
be granted in accordance with sick leave procedures.
12.8
The employer shall pay an employee on pregnancy leave a sum equal to 25% of the
employee's regular wages (regular wages shall mean 1/52 of the annual wage) for
a maximum of seventeen (17) weeks.
13.
LEAVE TO WRITE EXAMINATIONS TO UPGRADE QUALIFICATIONS
13.1
An employee shall be entitled to a leave of absence with pay and benefits to write
examinations to upgrade employment qualifications, if prior approval to take the
course was granted by the Chief Administrative Officer.
14.
LEAVE FOR JURY DUTY
14.1
Any employee who is summoned for jury duty shall receive full pay from the
Town at the same regular rate of pay as was in effect for such employee
immediately before going on jury duty, for such period, to the extent that any or
all the days in the period are normal working days.
15.
LEAVE WITHOUT PAY
15.1
The Town may, in its absolute discretion, grant leave without pay to any employee
for a maximum of two (2) weeks per calendar year. If leave without pay is granted
to an employee within the probationary period, the probationary period will be
extended by the leave without pay period. Leave without pay will not be granted
Approved by Council February 12, 2024
to an employee if the employee intends to work for another employer. The
employee must sign a declaration (Appendix D) before starting leave without pay
stating the he or she will not work for another employer while off on leave without
pay. An employee who works for another employer while on leave without pay
is subject to discipline up to and including dismissal.
15.2
Application for leave without pay should be made in writing by the employee to
the Department Head, or in the case of a Senior Staff member, to the Chief
Administrative Officer, at least one month prior to the date of the leave. The Town
will, among other things, consider the timing of the requested leave and its impact
on the operations of the Department and give precedence to staff vacation periods,
in exercising its discretion regarding the application for leave.
15.3
Life insurance, accidental death and dismemberment insurance, long term
disability coverage and health and dental benefits will be maintained for the leave
without pay period. Employees will be responsible for 100% of the premium of
these benefits for the leave without pay period.
15.4
No pension benefit will be earned for the leave without pay period.
15.5
An employee on leave without pay will not accrue vacation pay or sick leave.
15.6
An employee on leave without pay will not be entitled to pay for holidays,
bereavement leave, jury duty, or special leave-family illness.
16.
SPECIAL LEAVE - FAMILY ILLNESS
16.1
Where no one, other than the employee, can provide for the needs during illness
of an immediate family member, an employee shall be entitled to special leave
days with pay for this purpose, not exceeding one (1) week per calendar year,
which will be deducted from the employee's accumulated sick leave.
17.
RETIREMENT ALLOWANCE
17.1
All employees may retire at or before attaining the age of 65 years.
17.2
Retirement Allowance:
(a)
For the purposes of calculating retirement allowance entitlement, an
employee's continuity of work will be intact when the employee is
working, is on holiday, vacation, the first 6 months of a workers'
compensation absence, paid sick leave, paid leave of absence, pregnancy
leave or parental leave.
(b)
Each employee with 25 years of service shall be entitled to take off with
pay, the number of days left in the employee's sick time bank, immediately
prior to the employee's retirement, providing that the days taken are consecutive
and that the employee does not intend to return to duty.
Approved by Council February 12, 2024
(c)
Each employee with between 20 and 25 years of service shall be entitled
to take off with pay, the number of days left in the employee's sick time
bank, prorated and determined by multiplying the number of days
calculated above by a fraction, the numerator of which is the employee's
completed years of service and the denominator is 25, immediately prior
to the employee's retirement, providing that the days taken are consecutive
and that the employee does not intend to return to duty.
18.
VACATIONS
18.1
All employees (other than Department Heads) covered by this agreement, except
seasonal employees, having completed:
(a)
more than one (1) years' service but less than ten (10) years' service shall
receive three (3) weeks' vacation with pay annually, i.e., fifteen (15)
working days;
(b)
Ten (10) years' service but less than eighteen (18) years' service shall
receive four (4) weeks' vacation with pay annually, i.e., twenty (20)
working days;
(c)
eighteen (18) years' service but less than twenty-five (25) years' service
shall receive five (5) weeks' vacation with pay annually, i.e., twenty-five
(25) working days;
(d)
twenty-five (25) years' service and subsequent years' service shall receive
six (6) weeks' vacation with pay annually, i.e., thirty (30) working days.
(Amended March 13, 2006)
(e)
less than one (1) years' service shall receive 1 and ¼ days' vacation with
pay for each month of service to a maximum of ten (10) working days.
18.2
If a paid holiday falls or is observed during an employee's vacation period, the
employee shall be allowed an additional vacation day with pay at a time mutually
agreed to by the employee and the employer.
18.3
Earned vacation days will be calculated from January 1st of each year. A
permanent employee that commences employment after January 1st will have
vacation entitlement pro-rated to January 1st of each year.
18.4 (a)
Employees are expected to utilize their annual earned vacation entitlement
during the twelve-month period following the anniversary of the
employee's date of hire.
Approved by Council February 12, 2024
(b)
If an employee, by reason of working conditions or other compelling
circumstances beyond the employee's control, does not use all earned
vacation days during the twelve-month period following the anniversary
of the employee's date of hire, then a written request for authorization to
carry a maximum of five (5) days' vacation into the following year may
be made to the employee's Department Head.
18.5
Requests for vacation leave shall be submitted to the Department Head for
consideration and approval.
18.6
An employee who, at termination of employment, has not used all the earned and
unused vacation days, shall be entitled to a proportionate payment of salary or
wages in lieu of such vacation days at termination.
18.7
Vacation pay for each week of vacation shall be at the employee's current rate of
pay.
18.8
(a)
An employee shall be entitled to receive vacation in an unbroken period,
to a maximum of three (3) weeks. An unbroken period of longer duration
may be taken with the mutual agreement of the employee and the
employee's Department Head.
(b)
Vacation days earned in excess of three (3) weeks shall be selected only
after all other employees of the department have made their selection for
vacation days up to three (3) weeks.
18.9
Any temporary/term employee or contract employee receiving full-time
employment at the end of their term or contract shall accrue vacation under this
section from the beginning of their term or contract.
19.
RESIGNATION
19.1
Should any employee decide to cease employment with the Town, the employee
shall submit a written notice to their Department Head at least two (2) weeks prior
to the termination date of service, so that the necessary procedures may be
commenced to find a suitable and qualified replacement.
19.2
The CAO and Department Heads are required to give one (1) month's written
notice.
20.
PERSONAL CONDUCT
20.1
All employees must be courteous and efficient in the performance of their duties.
They are expected to establish and maintain harmonious and effective working
relationships with other employees, departments, and the public.
21.
EMPLOYEE COMPLAINT PROCESS
21.1
The Employee Complaint Process is designed to address and resolve problems
Approved by Council February 12, 2024
arising between supervised employees, supervisors, Department Heads, and the
Chief Administrative Officer where an employee or group of employees believe
they have been unfairly treated or been subject to unprofessional conduct.
21.2
The Employee Complaint Process may address matters that relate to:
(a) complaints by one or more employees about the actions or lack of action of
an individual employee or group of employees;
(b) a complaint by an employee about the employee's own classification or
remuneration;
(c) a complaint by an employee about the employee's own job description or
workload.
21.3
The Employee Complaint Process shall not address complaints that relate to:
(a) performance reviews;
(b) probationary employees;
(c) acts of harassment or discrimination covered by the Town's Anti-Harassment
Policy.
21.4
To be eligible to initiate a complaint resolution procedure under this policy, an
individual must be a non-union staff employee who is actively employed and is
non-probationary.
21.5
The Town prohibits any retaliation against or adverse treatment of any employee
who initiates a complaint or participates in an investigation of a complaint under
this policy. Any employee who believes they have been subjected to retaliation
as a direct result of filing a complaint can report the matter directly to a member
of the Complaint Appeal Panel.
21.6
The Town reserves the right to consolidate employee complaints when deemed
appropriate.
21.7
All complaints may be made through either the informal process or the formal
process at the discretion of the person making the complaint (the complainant). If
the informal process is selected, the complainant may, at any time, discontinue
the informal process and file a formal complaint.
21.8
All complaints will be processed and investigated in a professional manner as
expeditiously as possible. As much as possible and practicable, the confidentiality
of the information gained through the complaint and investigative process will be
maintained.
22.
INFORMAL COMPLAINT PROCESS
22.1
An employee's informal complaint may be made to the Manager of Human
Resources who will act as mediator. The complaint need not be in writing nor
signed by the complainant.
Approved by Council February 12, 2024
22.2
To activate the informal process, the person(s) who is (are) the subject of the
complaint (the respondent) must agree to participate in the informal process and
to work with the Manager of Human Resources to resolve the complaint.
22.3
The Manager of Human Resources in consultation with the Department Head
shall meet with the complainant, describe the mediation process, and discuss
whether mediation is an appropriate method to resolve the complaint.
22.4
If the Manager of Human Resources and the complainant decide to proceed with
mediation, the Manager of Human Resources shall meet with the respondent,
informing him or her that an informal complaint has been filed and that the
complainant wishes to resolve it by mediation.
22.5
The Manager of Human Resources shall describe the mediation process to the
respondent and discuss whether mediation is an appropriate method to resolve the
complaint.
22.6
The Manager of Human Resources will inform the respondent that mediation is a
voluntary conflict resolution process intended to make each party aware of the
position or feelings of the other and to resolve the conflict.
22.7
If mediation is agreed upon, the mediator may conduct such investigations and
hold meetings with one or both of the parties, either separately or together, as is
deemed appropriate.
22.8
Any agreement resolving a complaint through mediation must conform to the
policies and procedures of the Town applicable to the parties. Any resolution
which does not do so is void.
22.9
An informal complaint is resolved upon its being withdrawn or upon an
agreement being reached between the parties.
22.10 If mediation has been successful, the Department Head and Chief Administrative
Officer will be informed of the nature of the complaint and the terms of its
resolution.
22.11 If mediation fails to establish a resolution satisfactory to both parties, then the
complainant can pursue the formal complaint procedure.
23.
THE FORMAL COMPLAINT PROCESS
23.1
An employee's formal complaint must be in writing and signed by the employee.
The complaint must:
- explain the nature of the complaint and the specific circumstances at
issue;
- identify the rights, procedures or policies violated; and
- state the specific remedies sought by the employee.
Approved by Council February 12, 2024
23.2
The formal complaint must be filed within two (2) weeks of the event, or last
incidence of the events, that give rise to the employee's complaint.
23.3
Complaints against employees below the level of Department Head
23.3.1
The formal complaint shall be filed with the Department Head of the
person or persons against whom the complaint is made (the respondent).
Where respondents work in more than one department, the Chief
Administrative Officer will decide which Department Head will process
the complaint.
23.3.2
The Department Head and Manager of Human Resources will meet and
discuss the matter with the complainant, shall conduct such
investigation as may be appropriate, shall meet and discuss the matter
with the respondent and shall provide a written response to all parties
within two (2) weeks (if reasonably feasible) of receiving the complaint.
23.3.3
If the response is not satisfactory to either the complainant or the
respondent, the dissatisfied party may appeal to the Chief
Administrative Officer within one (1) week of the Department Head's
response and may appeal within four (4) weeks of the filing of the
complaint if the Department Head has not responded.
23.3.4
The appeal must:
(a) be in writing
(b) include a copy of the original formal complaint,
(c) include a copy of the Department Head's response if any and
(d) state the reasons for disagreeing with the Department Head's
response.
23.3.5
The Chief Administrative Officer will obtain all relevant documents
from the Department Head, will investigate as may be appropriate, may
have discussions with some or all parties as may be appropriate and will
provide a written response to the employee within two (2) weeks (if
reasonably feasible) of the appeal being properly filed.
Appeal to Complaint Appeal Panel
23.3.6
The Complaint Appeal Panel shall consist of the members of the Town's
Audit Committee.
23.3.7
If the response of the Chief Administrative Officer is not satisfactory to
either the complainant or the respondent, the dissatisfied party may
appeal to the Complaint Appeal Panel within one (1) week of the Chief
Administrative Officer's response and may appeal within four (4) weeks
of the appeal to the Chief Administrative Officer being properly filed if
the Chief Administrative Officer has not responded.
Approved by Council February 12, 2024
23.3.8 The appeal to the Complaint Appeal Panel must:
(a) be in writing;
(b) include a copy of the original formal complaint and the appeal of that
complaint to the Chief Administrative Officer;
(c) include copies of the responses of both the Department Head and the
Chief Administrative Officer, if any;
(d) state the reasons for disagreeing with the Chief Administrative
Officer's response; and
(e) be filed by delivering all required material to a member of the
Complaint Appeal Panel or to the Chief Administrative Officer.
23.3.9 The Complaint Appeal Panel will obtain all relevant documents from the
Chief Administrative Officer and will determine whether the complaint
requires a formal hearing to include the complainant, respondent and
any relevant witnesses and staff members or whether the appeal can be
fairly decided based upon the written documents and interviews of the
complainant, respondent, and others.
23.3.10 The Complaint Appeal Panel shall provide a written recommendation to
the Chief Administrative Officer for the resolution of the complaint
within fifteen (15) days of the conclusion of the hearing or within
twenty-one (21) days of the receipt of the properly filed appeal to the
Complaint Appeal Panel if there is no hearing. A copy of its
recommendation shall be provided to the complainant and respondent.
23.3.11 The Chief Administrative Officer may follow the recommendations of
the Complaint Appeal Panel in their entirety, in which case the matter is
concluded. If the Chief Administrative Officer decides not to follow all
or any part of the recommendations of the Complaint Appeal Panel, the
Chief Administrative Officer shall so notify the members of the
Complaint Appeal Panel, the complainant and the respondent and shall
place the matter on the agenda of the next meeting of Town Council in
Committee.
23.3.12 Town Council in Committee shall be provided with all documents
available to the Complaints Appeal Panel, the Complaint Appeal Panel's
recommendation, and a written summary of the Chief Administrative
Officer's decision respecting the recommendation and the reasons for it.
The Town Council in Committee shall decide based upon the document
review and the representations of both the Chief Administrative Officer
and the Complaint Appeal Panel. The decision of the Town Council in
Committee shall be final and binding upon all concerned.
Approved by Council February 12, 2024
Complaints against a Department Head
23.4
The procedure for complaints against a Department Head shall be the same as
those against an employee outlined in section 23.3 except that the complaint will
be filed with the Chief Administrative Officer and the provisions of section 23
from 23.3.5 and following shall apply and constitute the procedure to be followed.
Complaints against the Chief Administrative Officer
23.5
The procedure for complaints against the Chief Administrative Officer shall be
the same as those against an employee outlined in section 23.3 except that the
complaint will be filed with the Complaints Appeal Panel and the provisions of
section 23 from 23.3.9 and following shall apply and constitute the procedure to
be followed.
24.
HARASSMENT COMPLAINT PROCEDURE
24.1
All employees have a responsibility to contribute to a harassment free workplace.
All persons have the right to be treated fairly, respectfully and with dignity.
24.2
The Town of Truro has an Anti-Harassment Policy that applies to all employees.
It is the responsibility of every employee of the Town of Truro to read the Anti-
Harassment Policy and seek clarification on any aspect of the document as
required.
24.3
The Chief Administrative Officer shall oversee the complaint process and ensure
that all employees are treated fairly in accordance with this Policy.
24.4
It is a violation to threaten, intimidate, or discriminate against a person who files
a complaint. Employees are required to maintain confidentiality in a complaint
process.
25.
DISCIPLINE
25.1
The Town may take disciplinary action because of employee misconduct as stated
in the Code of Conduct policy.
25.2
Disciplinary action may include a verbal warning, written warning, written
reprimand (see Appendix B), demotion, suspension without pay for up to thirty
(30) days or dismissal from employment (see Appendix C).
25.3
The nature and severity of the misconduct, the employee's personnel and
disciplinary records and any other relevant circumstance may be considered in
determining an appropriate remedy for misconduct.
25.4
A record of any disciplinary action shall be placed in the employee's personnel
file, with a copy provided to the employee, to be considered in any future
disciplinary actions.
Approved by Council February 12, 2024
25.5
Records of disciplinary action shall be retained on the employee's personnel file
and will be reviewed every two (2) years. If the employee has maintained a good
record of conduct for the two (2) year period, all accounts of minor infractions
and corrective actions shall be removed from the employee's personnel file. The
employee shall be advised that their record has been cleared. All corrective
actions shall remain in the personnel file until they complete the necessary two
(2) year period of good conduct. Accounts for major infractions shall be retained
in the personnel file for a period of five (5) years.
25.6
In cases of termination, details of the employee's behaviour and offences leading
to the dismissal shall be documented in a letter and hand delivered to the
employee.
25.7
An employee may appeal a disciplinary action to the Chief Administrative Officer
within five (5) days of the employee's demotion, suspension or dismissal or the
employee's receipt of a copy of the record of a warning or reprimand placed in
the employee's personnel file. The appeal shall be in writing setting out the
reasons for the same.
25.8
The Chief Administrative Officer may determine that a hearing is necessary or
advisable to decide an appeal and determine the scope, form, and content of such
hearing. The employee may be represented by legal counsel at any such hearing.
25.9
The Chief Administrative Officer shall decide on the appeal within fifteen (15)
days of receipt of the appeal or within ten (10) days of a hearing, whichever is
later, and such decision shall be binding upon the employee and the Town,
respectively.
25.10 Section 25 does not apply to the Chiefs or Deputy Chiefs of Police whose
discipline is governed by the Nova Scotia Police Act and Regulations.
26.
CAREER DEVELOPMENT AND TRAINING
26.1
Any employee, who is no longer a probationary employee, may request approval
for reimbursement for the costs of registration, tuition and course materials for
any course taken at an accredited institution which will, in the opinion of the Chief
Administrative Officer, help the employee maintain or improve the job skills or
knowledge required for the employee's current position or to qualify the
employee for promotion or transfer.
26.2
In deciding whether to grant such requests, the Chief Administrative Officer will
consider, among other relevant factors, the availability of budgeted funds and the
extent to which the course will enhance the administration of the Town.
26.3
An employee who successfully completes (with a grade of "C" or better or a
"Pass" where no grade is given) a course pre-approved by the Chief
Administrative Officer shall be reimbursed the full costs of registration, tuition,
and expenses for that course.
Approved by Council February 12, 2024
26.4
Subject to the approval of the Chief Administrative Officer, which approval will
not be unreasonably withheld, the Town will pay, in advance, the costs of
registration, tuition and books for courses taken through a recognized educational
institution in Municipal Administration. If the course is not completed or
successfully completed (with a grade of "C" or better or a "Pass" where no grade
is given), the employee shall make immediate arrangements to promptly repay
the Town all funds advanced in respect of the course.
26.5
(a)
If the employment of an employee is terminated for any reason except
dismissal without cause within one (1) year of the date the employee
completes an approved course, the employee shall repay to the Town 50%
of the costs of the course which had been paid by the Town. This
repayment shall be made on or before the final pay is received by the
employee and the Town may deduct the repayment from that final cheque.
(b)
If the employment of an employee is terminated for any reason except
dismissal without cause at or after one (1) year but within two (2) years of
the date the employee completes an approved course, the employee shall
repay to the Town 25% of the costs of the course which had been paid by
the Town. This repayment shall be made on or before the final pay is
received by the employee and the Town may deduct the repayment from
that final cheque.
26.6
Training
(a)
The Town may authorize or require employee attendance at conferences,
seminars, workshops, or other functions of a similar nature that are
intended to improve or upgrade the employee's job skills.
(b)
Requests to attend training sessions should be made to the employee's
Department Head at least thirty (30) days prior to the deadline for
registration.
(c)
When a request for training is approved, the employee's reasonable cost
of registration, tuition, course materials, transportation, lodging, and per
diem will be paid by the Town. A report outlining the employee's
experience and opinion of the training must be submitted to the
Department Head upon request following the session.
27.
PERSONAL VEHICLE ALLOWANCE AND TRAVEL EXPENSES
27.1
Whenever an employee is required to use a personal vehicle in the performance
of official town business, the employee shall be compensated at such rates to be
determined yearly by Town Council regarding:
(1)
A basic monthly allowance (taxable), and/or
(2)
A per kilometer rate.
Approved by Council February 12, 2024
Senior Staff are to refer to Travel and Conference Policy for Council and Senior
Staff.
27.2
An employee who is only required to use their vehicle for town business from
time to time and not on a regular basis shall be compensated at the provincial rate
per kilometer.
27.3
The determination of which method under section 27.1 should be applicable to
any staff position will be at the discretion of the Chief Administrative Officer.
27.4
Only personal vehicle use authorized by the employee's Department Head and
approved by the Chief Administrative Officer will be compensated.
27.5
Driving to and from the usual work site is not compensable.
27.6
Compensable uses include attendance at out-of-town functions, training sessions,
and meetings.
27.7
When an employee is required to have more than one work site or is required to
travel in the normal course of work, mileage will be reimbursed for all trips which
occur during the workday except for the original reporting to work and the final
departure from work.
27.8
When an employee is required to attend meetings outside their normal working
hours, they will be reimbursed for mileage from their point of departure to the
meeting and from the meeting to their home.
27.9
For work sites, meetings, etc. located in Truro, compensation shall not exceed
thirty-two (32) kilometers from the point of departure to the work site or meeting
location. For meetings, work sites, etc. outside of Truro, mileage will be measured
from Town Hall or the employee's point of departure to the location in question,
whichever is the shorter.
27.10 Employees' travel expenses shall be made on the Travel Reimbursement Forms
provided through the Finance Office.
27.11 Use of Town Vehicle
An employee must obtain permission from their Department Head or the Chief
Administrative Officer to use Town vehicles. A Town gasoline credit card or
Town pumps will be used for gas. Any out-of-pocket expenses such as parking
tolls, emergency repairs, shall be reimbursed upon presentation of receipts.
27.12 Out of Town Travel
The employee will be provided with transportation expenses for the mode of
travel approved by the Chief Administrative Officer (bus, trains, Town vehicle,
personal vehicle, etc.).
Approved by Council February 12, 2024
27.13 All authorized air travel on Town business shall be by air economy fare.
27.14 Lodging
An employee's reasonable lodging expenses will be covered when traveling on
Town business.
27.15 Travel Advance
All employees traveling on Town business shall receive, in addition to
transportation and lodging expenses, a per diem of $60.00 per day (breakfast
$15.00, lunch $15.00, dinner $30.00) for each day of a conference, meeting, etc.
An advance for travel will be subject to approval by the Department Head.
The purpose of the per diem is to cover ordinary expenses such as meals and
related incidentals. The total advance may be paid before the employee leaves.
Upon return, the employee is required to account for the use of the per diem
advance (receipts or a declaration of expenses incurred where receipts are not
available). Any unused portion of the advance shall be returned to the Finance
Office.
28.
PENSION PLAN
28.1
The Town shall participate in the Public Service Superannuation Plan (the
"PSSP") as an employer.
28.2
An employee of the Town is required to join the Public Service Superannuation
Plan (PSSP) as a member subject to eligibility and other rules of the PSSP.
28.3
The terms and conditions of the Public Service Superannuation Plan are
summarized online at www.nspssp.ca.
29.
OTHER EMPLOYEE BENEFITS
29.1 All permanent employees shall be included in the following benefits
package, unless similarly covered. However, actual coverage will be governed by
the company's rules and regulations with respect to its eligibility period provided
for in the individual contract.
(a)
Life Insurance
(b)
Accidental Death and Dismemberment Insurance
(c)
Long Term Disability Benefits
(d)
Health Care Benefits
(e)
Dental Care Benefits - In special circumstances, with approval from the
Town and the service provider, an employee may be granted exemption
from participating in the Town's Dental Care Benefits program.
Approved by Council February 12, 2024
29.2
(a)
The premiums for each employee's long term disability insurance shall be
paid entirely by each employee through payroll deductions.
(b)
If an employee's premium for long term disability insurance is less than or
equal to 50% of the aggregate of the premiums for long term disability,
life, medical and dental insurance, the Town shall pay a sum equal to
one-half of the premiums for that employee's long-term disability, life,
medical and dental insurance which payment shall be applied to the
premium for the employee's life, medical and dental insurance and the
employee shall pay the balance of the premiums for life, medical and
dental insurance.
(c)
If an employee's premium for long term disability insurance is greater than
50% of the aggregate of the premiums for long term disability, life,
medical and dental insurance, the Town shall pay the full premiums for
that employee's life, medical and dental insurance and shall pay the
employee a sum equal to the difference between one-half of the premiums
for the employee's long term disability, life, medical and dental insurance
and the full premiums for the employee's life, medical and dental
insurance. This sum will be paid once yearly and included with the first
pay period in December each year.
(d)
The intention is to have both parties pay equal amounts for all insurance
premiums.
(e)
Employees who retire before age 65 and are qualified to receive Public
Service Superannuation Plan benefits shall be entitled to remain in the
medical and dental plan provided that the employee pays 100% of the
premium.
30.
FUNERAL EXPENSE CONTRIBUTION
30.1
The Town shall contribute one thousand dollars ($1,000) towards the cost of
funeral expenses for any permanent employee who dies while actively employed
with the Town.
31.
JOB CLASSIFICATIONS, DESCRIPTIONS AND SALARY RANGES
31.1
The Town will maintain an up-to-date Job Classification Plan to provide a title,
description, required qualifications, and salary scale for all positions.
31.2
All job classifications are divided into scales. The salary scale for a job
classification will provide salary differentials.
31.3
Employee eligibility for a scale change will be determined by the Chief
Administrative Officer, in his or her absolute discretion, after receipt of the
written recommendation of the employee's Department Head. Normally, such
scale changes will be implemented for eligible employees annually.
Approved by Council February 12, 2024
31.4
Recommendations for re-classification of positions, the creation of new
classifications or a revision of the salary scale for an existing classification shall
be prepared by the Department Head and Manager of Human Resources and
forwarded to the Chief Administrative Officer for consideration. Generally, a
revised Salary Scale for an existing classification will only be made where the
duties, responsibilities, or volume of work of a job has substantially changed.
31.5
The Town of Truro has a Performance Appraisal Policy that ensures each
employee shall be formally evaluated on an ongoing basis.
32.
FINAL NOTE
32.1
This Personnel Policy encompasses most aspects of work in the Town of Truro.
Department Heads should always keep an up-to-date copy of this Policy available
within their respective Departments.
A MEMORANDUM WILL BE DISTRIBUTED TO ALL EMPLOYEES WHEN
CHANGES, ADDITIONS OR DELETIONS TO THIS POLICY ARE MADE.
Approved by Council February 12, 2024
Appendix A
TOWN OF TRURO
DECLARATION OF CONFIDENTIALITY
I
hereby acknowledge that the information
and documentation that I will be exposed to during my employment with the Town of
Truro may be privileged or confidential. I further acknowledge and agree that I will not,
without appropriate authorization, access information that the town considers privileged
or confidential, release such privileged or confidential information to any unauthorized
persons, either during my term of employment or thereafter. I also acknowledge that a
breach of this undertaking may result in my dismissal from the Town of Truro.
Date
Employee's Signature
I have explained the implications of signing the Declaration of Confidentiality to
, and am fully satisfied he/she is aware of the necessity
to hold the Town's affairs in confidence.
Date
Senior Staff's Signature
Approved by Council February 12, 2024
Appendix B
Written Warning/Reprimand - Confidential Memorandum
Date:
From:
To:
Re:
Written Warning for (Unsatisfactory Job Performance or Inefficient Job
Performance or Unacceptable Personal Conduct)
1st paragraph
Notification that the letter serves as a written warning.
The purpose for the written warning.
Specific issues that are the basis for the warning.
Previous steps taken to eliminate the unsatisfactory performance or the
unacceptable conduct.
2nd paragraph
The specific improvements or corrections that must be made to address the issues
that are the basis for the warning.
The time frame allowed for making the required improvements or corrections.
The consequences of failing to make the required improvements or corrections.
3rd paragraph
The employee's appeal rights
For permanent/part-time/seasonal/contract and probationary employees.
This written warning may be appealed to the CHIEF ADMINISTRATIVE
OFFICER within 15 workdays of receipt
of this letter, only if alleging the letter contains inaccurate or misleading
information, or is in violation of the Human Rights Act for discrimination on the
basis of race, religion, color, creed, national, ethnic, or Aboriginal origin, political
affiliation, sex, age, or disability.
Attach a copy of the Non-Union Personnel Policy that refers to personal conduct.
A copy of this letter shall be placed in the employee's personnel file.
Approved by Council February 12, 2024
Appendix C
Dismissal - Confidential Memorandum
Date:
From:
To:
Re: Dismissal for (Unsatisfactory Job Performance or Unacceptable Personal Conduct)
1st paragraph
Notice of Dismissal
The specific reason(s) for the dismissal (the specific rule or procedure violated or
the performance which was unsatisfactory).
The effective date of the dismissal.
2nd paragraph
Previous steps taken to eliminate unacceptable conduct or unsatisfactory performance
(previous disciplinary actions). For probationary employees, state the occasions
where performance or conduct has not met expectations.
3rd paragraph
The Employee's Appeals Rights
For permanent employees: In accordance with the Non-Union Personnel Policy,
you have 15 workdays from the receipt of this letter to appeal your dismissal to
the Chief Administrative Officer.
For probationary employees: As a probationary employee, this dismissal may be
appealed to the Chief Administrative Officer within 15 workdays of receipt of this
letter, only if alleging discrimination based on race, religion, color, creed, national,
ethnic, or Aboriginal origin, political affiliation, sex, age, or disability.
4th paragraph
Advise the employee to contact the Finance Department concerning insurance and
retirement contributions, if applicable.
Attach copies of any previous disciplinary action.
Appropriate copies should be placed in the employee's personnel file.
Approved by Council February 12, 2024
Appendix D
TOWN OF TRURO
DECLARATION
I
, employed by the Town of Truro as
acknowledge that I am taking a leave without
pay beginning on
and ending on
.
I confirm that I will not be employed by another employer during my leave without pay
and acknowledge that doing so is contrary to Town policy and constitutes a disciplinary
offence, with penalty up to and including dismissal.
Dated at Truro, Nova Scotia this
day of
, 20____.
Witness
Employee