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Policy and Procedure Manual
SECTION: Human Resources
POLICY #: HR-002
Date Approved: December 17, 2012
Employee Code of Conduct
Revision Date:
Review Date: June 27, 2016
Authority: Report DCS-25-12
HR-002 - Employee Code of Conduct
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INTRODUCTION
The Town's most valuable and important assets are its employees, and therefore, the highest standards of
behaviour are expected. All employees are expected to be aware of, and in compliance with this Code and its
related policies.
Each Town employee must perform their duties in a manner that maintains and enhances public confidence
and trust in their integrity, objectivity and impartiality. Trust and mutual respect are the cornerstones of any
relationship between the public and municipal governments. Furthermore, as an organization entrusted with
public funds, the Town of Hanover is obligated to ensure that protection and appropriate use of all its resources
and assets.
PURPOSE
The purpose of a Code of Conduct for municipal employees is to foster universal understanding of the
fundamental rights, privileges and obligations of a local government employee. A Code of Conduct serves as
an embodiment of basic principles of integrity, honesty, impartiality and common-sense, and recognizes that a
municipal employee has a responsibility to uphold these principles. The Code of Conduct is also intended to
recognize implicitly that an employee of a municipal corporation is entitled to the same basic rights and
freedoms afforded to all citizens.
Media Relations
Staff should exercise care when communicating with the media on municipal matters. Only Department Heads
and the Chief Administrative Officer/Clerk should comment to the media on any Town matter, unless otherwise
authorized by the Department Head and/or Chief Administrative Officer/Clerk. Please refer to the Personnel
Policy in Section D that deals with employee contact with the media. This provision is not intended to restrict
the ability of employees to express an opinion on non-municipal general interest matters, where the employee
makes it clear that he/she is commenting as a private citizen, and not in his/her capacity as a municipal
employee.
Confidential Information
Where a member of the public requests information regarded as confidential by the Town of Hanover, they
must be referred to the Chief Administrative Officer/Clerk who will advise them of the formal procedures in
accordance with the Municipal Freedom of Information and Protection of Privacy Act.
CONFLICT OF INTEREST
A conflict of interest occurs when, in the course of an employee's duties, the employee is called upon to deal
with, or has been involved in, a matter in which the employee has a direct or indirect personal interest.
A direct interest arises when an employee may derive, or be seen to derive, some personal benefit or avoid
personal loss. An indirect interest arises when the potential benefit or loss would be experienced by another
person or corporation having a relationship with the employee. These benefits, losses, interests and
relationships are generally financial in nature but are not limited to such.
HR-002 - Employee Code of Conduct
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In other words, a conflict arises when any employee participates in activities that advance a personal interest
at the expense of the Town's interests, which include public trust and confidence. Any behaviour, which is, or
could be perceived as, a conflict is strictly prohibited and subject to corrective measures.
Employees of the Corporation, as a condition of employment, are required to avoid involvement in any
situation, activity or issue that could present a perceived, real or potential conflict of interest between the
employee and the Corporation by adversely affecting:
The employee's performance of duties and responsibilities as an employee of the Corporation; and/or
The relationship of mutual trust and responsibility that is necessary between the Corporation and its
employees; and/or
The interest of the Corporation, financial or otherwise, the reputation of the Corporation in the
community or any other legitimate concern of the Corporation as addressed by the Chief Administrative
Officer/Clerk.
Principles of Conduct
An employee shall not:
Conduct external business activities that compete with Town services;
Engage in any business or transaction or have a financial personal interest that is incompatible with the
discharge of the employee's official duties, or corporate interests;
Be under an obligation to any person who might benefit from special consideration or favour from the
employee or who might seek, in any way, preferential treatment;
Give, in the performance of official duties, preferential treatment to relatives or friends or to
organizations in which relatives or friends have an interest, financial or otherwise;
Deal with an application to the Town for a loan, grant, award, or other benefit which involves
themselves or immediate relatives, be in a position where the employee could derive any direct or
indirect benefit or interest from any contracts about which the employee can influence decisions;
Benefit from the use of information acquired during the course of official duties that is not generally
available to the public in any outside work or activity or business undertaking that interferes or appears
to interfere with the employee's duties, gives or appears to give the employee an advantage derived
from employment at the Town, or might appear to influence or affect the carrying out of duties as a
Town employee; or
Use Town property, equipment, supplies or services for activities not associated with the discharge of
official duties.
Conflict of Interest Disclosures
An employee must make prompt and full disclosure in writing to the applicable Department Head and/or Chief
Administrative Officer/Clerk of any actual or potential conflict of interest, including:
A description of the conflict of interest;
The nature of the direct or indirect personal interest; and
Identity of any person(s) or corporations in which there is a personal interest.
Upon receiving disclosure of a conflict of interest, the Department Head and/or Chief Administrative
Officer/Clerk shall take reasonable steps to ensure the employee is removed from the conflict of interest
situation. An actual or potential conflict of interest can arise without any intentional wrongdoing or improper
conduct on the part of the employee. Therefore, employees will not be disciplined or treated adversely for
making prompt and full disclosure of the circumstances. However, all employees are expected to make every
effort to avoid such circumstances. Employees are expected to use sound judgment and Conflict of Interest
guidelines in a pro-active fashion in order to maintain the public's trust in the Town's objectivity and integrity.
Failure to disclose conflicts of interest will be treated as a serious matter.
HR-002 - Employee Code of Conduct
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PROFESSIONAL BEHAVIOUR
The Corporation's employees are the ambassadors of the Town. Thus, each employee must be
conscious of the Town's public duty and their part in the discharge of that duty. They are expected to
conduct themselves with the highest degree of ethical behaviour and integrity.
Town employees interact with community agencies, contractors, suppliers and the public on a daily
basis. Employees must be professional, courteous and objective in all of these interactions.
Employees, as representatives of the Corporation, are expected to reflect a professional image.
As with external relations, employees must be professional and courteous with their co-workers. They
should be aware of the effect that their workplace behaviour has on others. Employees are expected to
be reasonable and fair in their expectations of each other and resolve any conflict in a mature and
professional manner.
The following standards are intended as a guide to the conduct the Corporation expects of its employees and
are not designed to inhibit its employees unnecessarily. The standards outlined are not intended to cover
every possible situation and others may be added to include new situations. The following shall not be
acceptable standards of conduct. Failure to abide by these may result in progressive corrective measures up
to and including termination.
1.
ALCOHOL/DRUG USE
The Corporation strives to provide a safe, alcohol and drug-free work environment for all persons.
Accordingly, the Corporation strictly prohibits an employee being impaired or under the influence of
legal or illegal drugs or alcohol which could adversely affect the employee's work performance, the
safety of the employee or others, or puts the Corporation's reputation at risk.
2.
DAMAGING PROPERTY
The neglect or carelessness of an employee that results in the loss, damage, breakage or destruction
of Corporation property or the property of fellow employees or others.
3.
DISCOURTEOUS BEHAVIOUR
The use of profane, discourteous, abusive or rude language, or action against another employee,
supervisor or others.
4.
DISCRIMINATION
Every employee of the Corporation has the right to receive fair treatment and to work in an environment
that is free of discrimination and harassment.
The Corporation is committed to providing a workplace in which all persons are treated with dignity and
respect. Harassment undermines an individual's self-respect and adversely affects work performance and
well-being.
5.
DRESS CODE/GROOMING
Business attire is required for administrative positions within departmental offices in conducting
corporate business. Employees are requested to take pride in their attire and appearance, as this
presents an appropriate image to fellow employees, business partners and the public, plus is a
reflection of the Corporation and the respective position.
6.
EMPLOYEE ABSENTEEISM
Employees are expected to be on duty and ready to commence work at the stipulated starting time.
Likewise, employees are expected to remain on duty until the stipulated quitting time.
Repeated and unjustified late arrival for work and absence from work without prior notification to the
appropriate supervisor is not acceptable behavior.
HR-002 - Employee Code of Conduct
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7.
FACILITIES AND EQUIPMENT
The unauthorized use of Corporation property, resources or premises, and the unauthorized removal of
property from the Corporation's premises, without the prior approval of the supervisor, are subject to
discipline up to and including dismissal and may be subject to Criminal Charges. See Section G-
Policies, Policy #11 (Information Technology (IT) Policy).
8.
FAILURE TO REPORT ACCIDENTS
Failure to report accidents, breakage or damage to equipment and machinery (which occurs when
assigned to drive or use equipment and machinery), giving false information, refusing to give testimony
when accidents are being investigated, or receiving traffic violations with vehicles of the Corporation.
9.
FAILURE TO OBSERVE SAFETY RULES
Failure to observe the established fire safety, health and safety procedures and engage in dangerous
or potentially dangerous activities.
10.
FALSIFYING RECORDS
Falsifying or altering of employment or time records, work schedules or payroll records. Falsifying an
employment application, and/or providing false or misleading information, prior to or during your
employment.
11.
GAMBLING
Gambling or engaging in gambling activities on the Corporation's premises.
12.
INDECENT BEHAVIOUR
Engaging in any immoral or indecent behaviour or soliciting persons for immoral purposes or the aiding
and/or abetting of any of the above.
13.
INSUBORDINATION
Willful disregard, disrespect toward a supervisor or representative of management, failure to obey or
perform work as required or assigned.
14.
NOT REPORTING FOR WORK
Employees who are unable to report to work at their scheduled starting time are required to notify their
supervisor directly and to do so as soon as possible so that, if necessary, replacement staff can be
scheduled.
Employees who are unable to report for work are required to contact their supervisor on a daily basis
throughout their absence to confirm their continuing inability to report to work. When a continuing
absence is due to illness, daily notification of the supervisor is required until medical confirmation is
received regarding the estimated length of the absence.
15.
PERSONAL INJURY
Failure to report any personal injury either to yourself, or witnessed by you, sustained while on duty.
16.
POLICIES AND PROCEDURES
Violation of any approved policies and procedures of the Corporation's Departments.
17.
RELEASING CONFIDENTIAL INFORMATION
Releasing confidential information to other employees or the public without authorization.
18.
THEFT
Embezzling and/or pilfering of Corporation property, or the property of employees or others (the
unauthorized removal, storage, transfer or utilization).
HR-002 - Employee Code of Conduct
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19.
VIOLENCE IN THE WORKPLACE
Fighting or attempting bodily injury to a fellow employee or others, threatening, intimidating, coercing or
interfering with other employees on the premises at any time.
20.
WEAPONS
Possession of any dangerous weapon when on Corporation property.
POLITICAL ACTIVITY
Employees are discouraged from direct involvement in the Town and County Election Campaigns. This
includes the posting of candidate signs on their personal property, and the signing of nomination papers.
Employees may be involved in provincial and federal campaigns as long as this involvement does not affect
the objectivity with which they must discharge their duties as a representative of the Corporation. Town
resources shall not be used on any election campaign.
An employee who intends to be a candidate in a Town of Hanover municipally run election, must take a leave
of absence and, if elected, must resign their position with the Town of Hanover.
EMPLOYEE RESPONSIBILITIES
Employees of the Town of Hanover must follow the highest standards of ethical behaviour in the course
of their work to ensure that public confidence and trust is maintained.
The Code of Conduct applies to each employee of the Town. Each employee is responsible for
understanding and complying with the Town's Code of Conduct, all related Corporate Policies and any
applicable laws, regulations, government guidelines and internal controls. As such, each is required to
address any situations of existing or potential non-compliance. Any suspected fraud, breach of trust
and other wrongdoing must immediately be reported to the Department Head and/or Chief
Administrative Officer/ Clerk. Every effort will be made to protect the confidentiality of such information.
When in doubt about the interpretation or application of the Code of Conduct, clarification should be
sought from a Manager/ Supervisor, Department Head, Director of Corporate Services and/or Chief
Administrative Officer/Clerk.
MANAGEMENT RESPONSIBILITIES
As part of effective performance management, each Department Head and/or Chief Administrative
Officer/Clerk must ensure that employees are aware of and in compliance with the Code of Conduct.
The Corporation is accountable for protecting the assets of, and the public trust in the Town. Toward
this end, Management must ensure the establishment and monitoring of adequate systems, procedures
and controls to prevent and detect fraud, breach of trust and other forms of wrongdoing.
Management will provide training and development that will enable our employees to understand and
comply with the intent of this Code to the best of their ability.
Prior to taking action on a suspected wrongdoing, Management should seek the advice of the Director
of Corporate Services, who will subsequently notify the Town Solicitor where appropriate. This
consultation will protect the Town's legal interests in potential subsequent corrective measures, protect
the rights of those employees involved, and prevent further losses or damage to the Corporation.
It is the responsibility of Management to ensure that each suspected wrongdoing is investigated. If a
wrongdoing is confirmed, the Town will deal firmly and fairly with all its employees regardless of their
position or length of service.
HR-002 - Employee Code of Conduct
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ENFORCEMENT
The provisions of the Municipal Act, the Municipal Conflict of Interest Act, The Municipal Freedom of
Information and Protection of Privacy Act, shall apply to instances of improper conduct by Employees of the
Town of Hanover.
The preceding guidelines and expectations, as well as the related policies, re-affirm the Town's
commitment to integrity, objectivity and professionalism in delivering services to the public. Maintaining
the taxpayer's confidence and trust in Town government and its employees is of the utmost importance.
The high standards of conduct expressed in this document are intended to ensure that this public trust
is not compromised.
Every employee is expected to be fully aware of, and in compliance with the Code of Conduct and its
related policies. Violation of these principles is a serious matter, and any employee in violation of these
principles will be treated fairly, consistently and without regard to their position or length of service. In
addition, any employee who has contravened these policies, including the obligation to report any
knowledge of wrongdoing or fraudulent behaviour, shall be subject to such corrective measures (up to
and including termination) as is deemed appropriate under the circumstances.
Any employee under investigation for suspected fraud or other wrongdoing may be suspended with or
without pay or be re-assigned to other duties pending completion of the investigation, depending on the
particulars of the case and the best interests of the Town.
Nothing in this Code of Conduct is intended to conflict with the Town's obligations to its employees
under its collective agreements.
Corporate policies are not intended to undermine the firm commitment to the well-being and
professional treatment of employees throughout the Town.
Public service is a public trust, and as an organization entrusted with public funds, it is critical that every
employee regularly re-affirm their commitment to the highest standards of ethical behaviour.
SEVERABILITY
The provisions of this Code are severable and if any provision, section or word is held invalid or illegal, such
invalidity or illegality shall not affect or impair any of the remaining provisions, sections or words.