Policy Relating to Human Resource Management for Non-bargaining Unit Employees
Lanark Highlands, Ontario
· adopted 2022-12-06
This is the exact embedded text of the captured official document.
Snapshot 1eac6d68ffcd · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
1/25
CORPORATION OF THE TOWNSHIP OF
LANARK HIGHLANDS
POLICY RELATING TO
HUMAN RESOURCE MANAGEMENT
FOR
NON-BARGAINING UNIT EMPLOYEES
FINAL
December 6, 2022
EFFECTIVE DATE
December 6, 2022
2/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
Contents
1.
Introduction: .............................................................................................................. 5
2.
Application of Policy .................................................................................................. 5
3.
Definitions ................................................................................................................. 5
4.
Attendance at Work .................................................................................................. 6
5.
Conflict of Interest ..................................................................................................... 7
6.
Confidentiality ........................................................................................................... 8
7.
Other Employment .................................................................................................... 8
8.
Probation .................................................................................................................. 9
9.
Calculation of Service ............................................................................................... 9
10. Vacation .................................................................................................................... 9
11. Paid Holidays ............................................................................................................ 9
12. Bereavement Leave .................................................................................................. 9
13. Pregnancy, Parental and Adoption Leave............................................................... 10
14. Sick Leave - Regular Full Time Employees ........................................................... 10
14. Sick Leave- Regular Part Time Employees ............................................................ 13
15. Compassionate Leave ............................................................................................ 14
16. Jury and Witness Leave .......................................................................................... 14
17. Benefits ................................................................................................................... 14
18. Clothing Reimbursement ........................................................................................ 15
19. Conferences and Seminars .................................................................................... 15
20. Hours of Work ......................................................................................................... 16
21. Compensation for Additional Hours of Work and Overtime ..................................... 16
22. Code of Ethics......................................................................................................... 17
23. Discipline and Termination ...................................................................................... 17
24. Termination of Employment and Lay-Off ................................................................ 17
25. Resignation ............................................................................................................. 18
26. Pay .......................................................................................................................... 18
27. Acting Pay ............................................................................................................... 18
3/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
28. Job Descriptions ..................................................................................................... 18
29. Performance Review ............................................................................................... 19
30. Filling of Vacancies and Promotions ....................................................................... 19
31. Hiring ...................................................................................................................... 19
32. Discrimination ......................................................................................................... 20
33. Respect in the Workplace ....................................................................................... 20
34. Employee Assistance .............................................................................................. 20
35. Modified Work ......................................................................................................... 21
36. Alcohol and Substance Abuse ................................................................................ 21
37. Occupational Health and Safety ............................................................................. 22
38. Smoking in the Workplace ...................................................................................... 22
39. Appeal Procedure ................................................................................................... 22
40. Use of Township Property and Vehicles ................................................................. 23
41. Private Vehicles ...................................................................................................... 23
42. Professional Fees and Dues ................................................................................... 24
43. Work at Home ......................................................................................................... 24
44. Family and Other Relationships in the Workplace .................................................. 24
45. Amendment of Policy .............................................................................................. 25
4/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
Schedules
Schedule "A" - Code of Ethics
Schedule "B" - Conflict of Interest Declaration
Schedule "C" - Non-BU Compensation Policies and Salary Schedule
Schedule "D" - Respect in the Workplace Policy and Procedures
Schedule "E" - Hours of Work
Schedule "F" - Overtime and Additional Hours of Work
Schedule "G" - Vacation
Schedule "H" - Paid Holidays
Schedule "I" - Use of Private Vehicle
Schedule "J" - Performance Appraisal Policy, Procedures and Forms
Schedule "K" - Occupational Health and Safety Policy
Schedule "L" - Use and Operation of Township Vehicles
Schedule "M" - Organizational Chart
5/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
1.
Introduction:
1.1
This Human Resource Policy has been implemented by By-law by the Corporation
of the Township of Lanark Highlands ("the Township") and supersedes any existing
Human Resource Management or Personnel By-laws previously in force.
1.2
The purpose of this policy is:
(a)
to describe the terms and conditions of employment in force at the Township
for Non-Bargaining Unit employees;
(b)
to provide a sound basis on which Human Resource Management decisions
will be made;
(c)
to ensure that the Human Resources practices of the Township are fair,
equitable and transparent.
1.3
The Township is committed to providing the best possible municipal services to its
citizens in the most efficient ways possible. In order to achieve this, the Township
requires a committed, flexible work force to provide those services.
2.
Application of Policy
2.1
This policy shall apply to all Non-Bargaining Unit Township employees, except
where indicated otherwise in this policy or except where indicated otherwise in a
written individual employment agreement approved by Council or the CAO.
2.2
This policy shall not apply to employees in a Bargaining Unit covered by a
Collective Agreement, volunteers, councillors of the Township or contractors of the
Township (except where required by law or indicated otherwise).
2.3
It is the responsibility of every Township employee affected by this policy to read it,
be familiar with it, and be guided by it in his or her day-to-day work for the Township.
2.4
Any amendments to this policy shall be posted and/or distributed to all affected
Township employees.
2.5
Schedules A to M, appended hereto, shall form part of this policy.
3.
Definitions
3.1
In this policy "employee" means a person employed by the Township who is not in
a Bargaining Unit covered by a Collective Agreement. i.e. a Non-BU employee. The
term "employees" shall have a similar meaning.
6/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
3.2
In this policy "Township" means the Township of Lanark Highlands, and where the
context requires it, Council, the Chief Administrative Officer (CAO), or any
supervisor authorized to act on behalf of the Township.
3.3
The following are the types of employees engaged by the Township and referenced
in this policy:
(i) Employment Length Categories
(a)
"Regular" - those employees who work on a year-round, ongoing basis;
(b)
"Seasonal" - those employees who work less than a full year on a
recurring basis due to seasonal or business fluctuations.
(c)
"Casual" - those employees who are asked to work by the Township from
time to time, as required by the Township.
(d)
"Term" - those employees who are engaged for a specific term not
normally exceeding one (1) year unless otherwise approved by the CAO
or Council.
(e)
"Students" employed during the school vacation period year and who are
excluded from the Bargaining Unit
(ii) Hours of Work Categories
(a)
"Full-time" - those employees who normally work those hours per week
as set out in Schedule "E" of this policy;
(b)
"Part-time" - those employees who normally work less than the hours of
work of a full-time employee;
Employee types shall be denoted by selecting one term from each category (e.g.,
regular full- time, regular part-time, seasonal full-time, casual part-time, etc.).
4.
Attendance at Work
4.1
Every employee is expected to attend at work on every normal workday as required
by this policy, unless otherwise stipulated by agreement/contract or as directed by
their immediate supervisor, unless reasonable excuse for any absence exists.
Employees are also expected to be on time for work each day, and to work to the
end of each workday, unless reasonable excuse permission or direction of the
immediate supervisor exists.
4.2
If an employee is going to be late for work or absent for any part of the workday,
the employee shall notify his or her immediate supervisor by telephone as soon as
possible prior to the commencement of the workday. In the usual case, that
7/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
notification will be provided to the immediate supervisor at least one (1) hour before
the commencement of the workday. The employee shall provide sufficient
information, as appropriate, to his or her immediate supervisor relating to the
intended absence or lateness, and the employee shall seek the approval of his or
her immediate supervisor for such absence or lateness. Conditions may be
imposed on any such approval (for example, the provision of a medical certificate).
4.3
If the employee is unable to reach his or her immediate supervisor by telephone,
such notification and request for approval shall be directed to the next higher level
of supervision.
4.4
All contacts by an employee with the Township to report an absence and seek
approval shall be as direct as possible, and not via alternate routes such as
messages from co-workers or other third parties.
4.5
If an employee is having difficulty maintaining regular attendance at work, he or she
shall:
(a) notify his or her supervisor as to the circumstances causing the absences (this
does not require the provision of a diagnosis);
(b) obtain medical or other appropriate treatment or counselling;
(c) contact the Employee Assistance Program to obtain assistance;
(d) advise the Township of any assistance that the employee requires;
(e) take any other appropriate action in the circumstances in order to once again
attend regularly at work.
5.
Conflict of Interest
5.1
A conflict of interest is defined as any circumstance that interferes with, or
potentially may interfere with the employee's first obligation, that being to provide
loyal, impartial and devoted service to the Township. In considering whether a
conflict of interest exists, the relationships of the employee and his or her relatives
and friends with suppliers, contractors and other third parties who deal with the
Township should be considered. In addition, the "conflict of interest" section in the
Township Code of Ethics (see Schedule "A") should be reviewed in order to
determine whether or not a conflict of interest exists. If the employee has any doubt
about whether or not he or she is in a conflict-of-interest position, he or she should
consult with his/her immediate supervisor or the CAO.
5.2
On the acceptance of an offer of employment from the Township, new employees
shall declare in writing (using the Conflict-of-Interest Declaration attached as
Schedule "B") any personal or business interests which may directly or indirectly
give rise to a conflict of interest. The new employee shall provide the CAO with a
confidential report in writing describing the circumstances.
8/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
5.3
During the course of his or her employment, all employees shall immediately
declare in writing to the Township any conflict of interest that has arisen affecting
that employee.
5.4
If the employee is in doubt whether or not he or she is in a conflict-of-interest
position, the employee shall declare the issue to the CAO, at which time the
Township shall determine whether a conflict of interest exists.
5.5
In all cases where a conflict of interest may exist, the Township shall consider the
matter and respond accordingly. The Township may or may not provide the
affected employee the opportunity to remedy the conflict of interest.
6.
Confidentiality
6.1
Every employee of the Township is expected to maintain confidentiality (both
internally and externally to the Township) regarding the business and affairs of the
Township. The section "confidential information" in the Code of Ethics at Schedule
"A" should be reviewed in determining whether or not information is in fact
confidential. If the employee has any doubt about the confidentiality of the
information, he or she should consult with his immediate supervisor or the CAO.
6.2
If an employee receives a request for information that may be confidential, the
employee should politely decline to respond, and should refer the request to his or
her immediate supervisor or the CAO.
6.3
Confidential information obtained as a result of the employee's employment with
the Township is not to be used by any employee for private purposes or to make
personal gain.
7.
Other Employment
7.1
The Township respects that some employees, particularly part-time employees,
may hold outside employment at times other than when the employee is at work or
is required to be available for work for meetings or events outside of normal
business hours.
7.2
Any such outside employment must not interfere with the employee's commitments
to the Township nor place demands on an employee that negatively affects the
employee's work performance, health, attendance, punctuality or productivity.
7.3
Outside employment shall not conflict with the employee's work with the Township
nor be work that could be perceived by the public to be in conflict with the
employee's duties and responsibilities with the Township. If a conflict exists or is
foreseeable; the employee shall consult with his or her supervisor immediately or
well in advance. The supervisor shall attempt to address the conflict, having regard
to the business and operational needs of the Township. Where a conflict cannot be
avoided, the employee will have to choose between the outside employment and
employment with the Township.
9/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
8.
Probation
8.1
Unless otherwise approved by the CAO or Council, all new employees shall be
subject to a six (6) month probationary period during which time the employee must
be actively at work at least ninety percent (90%) of their scheduled time. If the
ninety percent (90%) threshold is not reached, or if concerns exist on the part of
the Township, the Township may extend the duration of the probationary period.
8.2
An employee may be dismissed without notice or pay during his or her probationary
period, at the sole discretion of the Township, except as required by the
Employment Standards Act.
8.3
A probationary employee shall be provided with performance criteria related to
his/her position at the beginning of the probationary period.
8.4
A probationary employees shall be provided with feedback on his/her performance
during the probationary period, as required.
9.
Calculation of Service
9.1
Subject to Section 9.2, the service of an employee shall be calculated from his/her
first day of work for the Township in any capacity, except that a break in service
without approved leave in excess of thirteen (13) weeks shall break the employee's
service. In such case, the employee's service date shall be calculated from his/her
first day of work for the Township following the break in service.
9.2
Regular part time service with the Township shall be pro-rated to full time service
using the formula of 1,950 hours equaling 1 year of full-time service.
10.
Vacation
10.1
Vacation shall be as set out in Schedule "G".
11.
Paid Holidays
11.1
Paid Holidays shall be as set out in Schedule "H".
12.
Bereavement Leave
12.1
This section applies only to regular full time and regular part time employees.
12.2
Employees may be granted a maximum of five (5) working days (including the day
of the funeral), without loss of pay or benefits, in the case of the death of a parent,
spouse, common law spouse, same sex partner, brother, sister, or child.
12.3
Employees shall be granted a maximum of three (3) working days (including the
day of the funeral) without loss of pay or benefits, in the case of the death of a
10/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
grandparent, grandchild, father-in-law, mother-in-law, brother-in-law, or sister-in-
law.
12.4
Employees shall be granted a maximum of one (1) working day (i.e. the day of the
funeral) without loss of pay or benefits, in the case of the death of any other relative
to the employee not identified in Sections 12.2 or 12.3.
13.
Pregnancy, Parental and Adoption Leave
13.1
Pregnancy, parental and adoption leave shall be granted to eligible employees in
accordance with the Employment Standards Act.
14.
Sick Leave - Regular Full Time Employees
14.1
The Township will provide paid sick leave to eligible regular full-time employees
who are temporarily unable to work due to legitimate illness, injury sustained
outside the workplace or quarantine. Sections 14.1 to 14.24 apply only to regular
full-time employees.
14.2
Employees who sustain a work-related injury must submit a claim for workplace
injury benefits in accordance with Township policy.
14.3
This sick leave program is established as an Employment Insurance (EI) sub-plan
and therefore eligible employees must submit claims in accordance with the
provision of that plan and this section if the absence extends beyond ten (10)
regular working days.
14.4
The benefits described in this section are subject to approval of the E.I. claim and
all other conditions of this section. The Township will pay only the portion to cover
the difference between the approved E.I. benefit and the applicable amount in
Section 14.9.
14.5
At the beginning of each calendar year, all regular full-time employees shall be
credited with ten (10) sick leave days per year, to be used by the employee
throughout the year on an "as required" basis for bona-fide absences due to
legitimate illness, injury sustained outside the workplace, or quarantine. If required,
these ten (10) days per year shall be augmented by the benefit described in Section
14.9 herein.
14.6
The use of sick leave credits shall be limited to the number of days the employee
would otherwise have been at work.
14.7
Unused sick leave days shall not accumulate from year to year.
14.8
In section 14.5, a "day" shall mean the number of regular hours normally worked
by the employee in a 24-hour period.
11/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
14.9
If an employee's absence due to legitimate illness, injury sustained outside the
workplace or quarantine extends beyond ten (10) days, the employee shall be
eligible for a further fifteen (15) weeks of sick leave, subject to the provision of
satisfactory medical evidence (See Sections 14.12 and 14.13), according to the
following schedule:
Length of Service 95% of Salary 65% of Salary
6 months but less than 1 year
1 week
14 weeks
1 year but less than 2 years
2 weeks
13 weeks
2 years but less than 3 years
3 weeks
12 weeks
3 years but less than 4 years
4 weeks
11 weeks
4 years but less than 5 years
5 weeks
10 weeks
5 years but less than 6 years
7 weeks
8 weeks
6 years but less than 7 years
9 weeks
6 weeks
7 years but less than 8 years
11 weeks
4 weeks
8 years but less than 9 years
13 weeks
2 weeks
Over 9 years
15 weeks
0 weeks
14.10 Employees shall report their absence due to sickness in accordance with Section
4 (Attendance at Work) of this policy.
14.11 Employees are required, by the nature of their employment, to make every attempt
to minimize both the frequency and duration of absences. The Township
recognizes that it is in both the employee's and the employer's interest to allow the
employee to recover from illness or injury sustained outside the workplace.
14.12 Where an employee has been absent from work under this section, their supervisor
may require the employee to provide a medical certificate certifying the employee's
fitness to return to work. Where appropriate, the medical certificate shall include
the following information:
a) Confirmation that the employee is/was prohibited from attending at work due to
illness or injury (and for what dates);
b) If possible, a prognosis should be provided;
c) If a return to work on a modified basis is possible, specific restrictions applicable
to the employee's return to work must be provided.
14.13 As soon as an eligible employee becomes aware of a need for sick leave benefits
under this section, he or she must immediately notify his or her supervisor, outlining
the reasons why he or she is prevented from working as well as the anticipated
date of return to work. Modifying duties so that the employee can return to work
should be considered by the supervisor in consultation with the CAO.
14.14 Unless otherwise directed by his/her supervisor, an employee is required to provide
a medical certificate for continuous absences in excess of three (3) days.
12/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
Notwithstanding, the Township may, at its sole discretion, require an employee to
provide a medical certificate in respect of any claim for sick leave made under this
section.
14.15 The Township reserves the right to have the employee examined by a licensed
physician of its choice. The Township's physician shall be consulted for medical
advice as required to determine if the employee's medical condition warrants
absence. The physician shall also be utilized to evaluate any sensitive medical
condition where the employee prefers not to discuss details with their supervisor.
The Payroll Officer/Benefits & HR Clerk shall generally be involved in the process
of obtaining any required medical information.
14.16 Employees utilizing benefits under section 14.9 are required to report to their
supervisor at least once per week, and at such times specified by their supervisor,
providing an indication of their health status and their expected date of return.
Failure to do so may result in termination of employment based on a failure to return
to work.
14.17 Absences from work caused by all illnesses, injuries sustained outside the
workplace or quarantine are combined together so that the total sick leave
coverage for all absences is 17 weeks. The maximum amount of coverage remains
at 17 weeks per annum until the employee's allotment is renewed.
14.18 An employee earns vacation during the 17 weeks of available sick leave.
14.19 Each employee's allotment of 17 weeks is based on a calendar year, and as such,
is automatically renewed on the first working day of the new year on which the
employee is at work on a full or regular part-time basis. Employees disabled and
collecting sick leave or long-term disability benefits on the first working day of
January will not be entitled to their new allotment of 100% weeks until they have
returned to work on a medically certified full or regular part-time basis...
14.20 For the purposes of this section, subject to section 14.21, successive absences
from work due to the same illness will be considered to be in the same sick leave
period.
14.21 Absences separated by ten (10) or more working days will be reviewed on a case-
by-case basis by the CAO to determine whether the new absence constitutes a
new sick leave claim or a continuance of the original claim. If it is deemed to be a
continuance of the original claim, the original absence will be combined with the
new absence in calculating the 17-week elimination period required to qualify for
long term disability benefits. Decisions shall be based on the principle that
employees will move from sick leave coverage to long term disability coverage as
soon as the employee meets the insurance carrier's eligibility requirements for long
term benefits coverage.
14.22 Where an employee who is absent on approved vacation leave becomes ill, injured
or subject to quarantine to the extent that he or she is unable to continue his or her
13/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
normal vacation activities and is unable to return to work, the employee may
request to utilize sick leave credits for the balance of the scheduled vacation period
from the date of notification of the employee's supervisor as per Section 14.10 and
subject to all other conditions of this policy.
14.23 The CAO is authorized to act on behalf of the Township in all matters pertaining to
this policy except for matters pertaining to the CAO which shall be approved, as
required, by the Reeve on behalf of Council.
14.
Sick Leave- Regular Part Time Employees
14.24 Sections 14.24 to 14.30 apply only to regular part-time employees.
14.25 Sick leave shall be earned at the rate of one (1) day for every twenty (20) days
worked for regular part-time employees.
14.26 For the purposes of this Section, the term "day" shall mean a regular workday
involving the hours normally worked in a day by the regular part-time employee.
14.27 Provided the regular part-time employee has sufficient accumulation of sick leave
credits, sick leave may be granted by the Township for legitimate illness or accident
that prohibits the employee from attending at work.
14.28 Regular part-time employees shall report their absences in accordance with
Section 4 (Attendance at work) of this policy.
14.29 Regular part-time employees may be required by the Township to produce
documentation or other evidence to support their claim for sick leave. Such
evidence may include a medical certificate or report from a qualified medical
practitioner. Regular part-time employees who are absent from work for three (3)
or more consecutive days shall provide evidence/documentation that attests to the
following:
a) Confirmation that the employee is/was prohibited from attending at work due to
illness or injury (and for what dates);
b) If possible, a prognosis should be provided;
c) If a return to work on a modified basis is possible, specific restrictions applicable
to the employee's return to work must be provided.
14.30 The Township may require a regular part-time employee to produce a medical
certificate in respect of any claim for sick leave, regardless of duration.
14/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
15.
Compassionate Leave
15.1
An employee may request the Township to provide compassionate or special leave
to the employee, with or without pay. Except where it is impossible to do so, any
such request shall be submitted in writing as soon as possible prior to the expected
commencement date of the compassionate or special leave. If the Township
approves the employee's request, it may do so on the basis of stipulated conditions.
The granting of compassionate leave shall be at the sole discretion of the
Township.
16.
Jury and Witness Leave
16.1
This section applies only to regular full time and regular part time employees.
16.2
Employees shall be granted leave without loss of pay or benefits to attend as a
juror or as a subpoenaed witness before any Court or Tribunal related to cases
involving the Township on the following basis:
(a) Immediately upon being advised of his or her requirement to attend as a juror
or subpoenaed witness, the employee shall notify his or her immediate
supervisor of such requirement;
(b) The employee shall provide to the Township copies of all documentation
related to their attendance, and shall pay to the Township all monies received
in connection with their attendance, other than expense monies;
(c) Employees shall be paid at their regular rate of pay for the duration of the leave;
(d) If at the end of the leave, the employee is able to return to the Township and
work four (4) or more hours in that day, he or she shall do so.
16.3
Employees who serve as a witness on behalf of the Township shall be considered
to be on regular duty and shall be paid at their regular rate of pay.
17.
Benefits
17.1
This section applies only to regular full time and regular part time employees
(provided the employee works the minimum hours per week as required by the
insurer).
17.2
The Township's only obligation with respect to the provision of benefits to its
employees is to enroll the employees (if the eligibility requirements are met) and to
pay its share of the premiums necessary to maintain those benefits during the
employment of the employee. Any dispute regarding entitlement to benefits shall
be as between the employee and the insurer. Where it is reasonable to do so, the
Township shall assist the employee in any such dispute.
15/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
17.3
The Township shall determine from time to time the content of the benefits and the
proportion of premiums payable by the Township and the employee. The Township
reserves the right to change insurance carriers and/or to decide to provide the
benefits directly.
17.4
At the current time, the Township pays the following proportion of the benefit
premiums:
(a)
Extended Health - 100%;
(b)
Dental - 100%;
(c)
Life Insurance - 100%;
(d)
Long Term Disability - 0% (paid by the employee).
(e)
OMERS pension plan (mandatory for all new regular full time or regular part
time employees who meet plan eligibility requirements).
(f)
Vision Care to a maximum of $450.00 every two (2) calendar years for each
employee and each dependent.
18.
Clothing Reimbursement
18.1
This section applies only to regular full time and regular part time employees.
18.2
Employees who have completed one hundred and fifty (150) working days of
service and whose duties so warrant (at the discretion of the Township) shall be
reimbursed up to a maximum of Two Hundred and Fifty Dollars ($250.00) per year
in respect of the purchase of work-related clothing and footwear (e.g. safety boots,
gloves, coveralls, etc.). For greater certainty, this payment is not available to
employees whose primary job is performed in an office environment.
18.3
In order to claim such reimbursement, the employee shall provide a receipt or other
appropriate documentation to the Township, which, if satisfactory, shall reimburse
the employee for the cost of his or her purchases (to a maximum of two hundred
and fifty dollars ($250.00) per year.
18.4
The Township shall provide necessary safety equipment and clothing in order to
allow employees to perform their duties. The safety equipment and clothing to be
provided by the Township shall be determined by the Township.
19.
Conferences and Seminars
19.1
This section applies only to regular full time and regular part time employees.
19.2
The Township may require employees to attend conferences, seminars or other
training, or employees may request the Township's approval to attend such
sessions.
19.3
Travel to and from during the regular workday, and time spent at the conference,
seminar or other training shall be considered a regular workday and employees
16/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
shall be reimbursed at their regular rate of pay. Overtime shall not be paid for
attendance at such sessions.
19.4
The following expenses shall be eligible for reimbursement by the Township:
(a) Travel to and from the conference, seminar or other training location, either by
commercial carrier or by the employee's personal vehicle, reimbursed at the
rate set out in Schedule "I" attached hereto.
(b) Taxi transportation while at the location;
(c) Reasonable accommodation costs, comparable to the convention/conference
hotel rates;
(d) Conference, seminar or other training fees;
(e) Seventy-five dollars ($75.00) per day to cover meals and incidental expenses;
(f)
Any expenses related to text and course materials.
(g) Receipts shall be required to support the employee's claim for reimbursement
of any of the above expenses, other than the per diem payment of seventy-five
dollars ($75.00) and any claim for mileage.
19.5
At its discretion, the Township may grant a travel advance to an employee of up to
Five Hundred Dollars ($500.00) for reasonable anticipated expenses.
19.6
Employees shall submit travel expense reports, with supporting receipts, to the
Township within ten (10) calendar days of their return from the conference, seminar
or other training.
20.
Hours of Work
20.1
Normal Hours of Work shall be as set out in Schedule "E".
21.
Compensation for Additional Hours of Work and Overtime
21.1
Employees who fall under this policy are not normally eligible for compensation for
additional hours of work or overtime as they exercise managerial functions. Upon
the approval of the CAO, such full-time employees in managerial positions who are
regularly required to work additional hours outside of normal full time work hours,
may receive up to two weeks of paid leave per year in lieu of overtime
compensation. Such positions shall be listed by the CAO in Appendix "F" which
shall include the position of CAO.
21.2
Where a (non-bargaining unit) employee is in a position entitled to receive
compensation for overtime under the provisions of the Employment Standards Act,
17/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
the CAO shall ensure that the employee receives compensation for overtime in
accordance with the Township's policies for providing overtime compensation to
other staff who are eligible for overtime compensation. Such positions shall be
listed by the CAO in Appendix "F".
22.
Code of Ethics
22.1
The Township's "Code of Ethics" is attached as Schedule "A" to this policy. It is the
responsibility of all employees to read and abide by the Code of Ethics at all times.
23.
Discipline and Termination
23.1
The Township will normally follow the steps of progressive discipline, as follows:
(a)
verbal warning;
(b)
written warning;
(c)
suspension without pay;
(d)
dismissal.
23.2
The Township may accelerate or repeat disciplinary steps depending on the
severity of the matter and may dismiss an employee for cause at any time.
Examples of cause (which are not all inclusive) are:
(a)
substandard work performance;
(b)
misconduct;
(c)
sexual harassment of others;
(d)
theft;
(e)
conduct contrary to this policy/the Code of Ethics;
(f)
insubordination;
(g)
fraud;
(h)
off duty conduct which is reasonably related to the employee's employment
or position (e.g. making threats against a person because of a work-related
matter).
23.3
If the employee is terminated for cause under 23.2, no notice or pay in lieu of notice
or severance pay shall be provided by the Township.
24.
Termination of Employment and Lay-Off
24.1
Employees may be laid off temporarily in accordance with the Employment
Standards Act.
24.2
Employees may be terminated without cause, in which case they shall receive
notice or pay in lieu of notice in accordance with the Employment Standards Act
and severance pay, if applicable, in accordance with the Employment Standards
Act.
18/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
24.3
The employment of seasonal, term or casual employees shall terminate on the date
specified in writing at the time of hire.
25.
Resignation
25.1
All resignations by employees shall be in writing and shall state the effective date
of their termination of employment.
25.2
Employees shall give at least fifteen (15) working days' notice of their intended
departure.
26.
Pay
26.1
The rates of merit pay and merit pay ranges for Township employees shall be
determined from time to time by Council. The current merit pay rates and merit
ranges and compensation provisions are set out in Schedule "C" of this policy.
26.2
Employees shall be paid on the basis of a bi-weekly pay period.
27.
Acting Pay
27.1
From time to time, it may be necessary for the Township to replace employees who
are absent or to temporarily fill vacancies with acting appointments.
27.2
An acting appointment that is expected to last more than six (6) months shall
normally be posted in accordance with section 30 of this policy or filled by an
employee who has been identified under a succession planning developmental
program.
27.3
An employee who is acting in a higher paid position shall be paid at the next step
of the higher pay range (compared to the replacing employee's normal pay range)
for the duration of the acting pay period. A "step" for the purpose of this section
shall be at least five percent (5 %) above the employee's current rate of pay or the
minimum pay of the acting position, whichever is greater.
28.
Job Descriptions
28.1
Each position or class of positions shall be described in a written job description.
28.2
The job description shall be reviewed with the employee by the employee's
supervisor. The job description shall be signed by both the supervisor and the
employee to indicate that the job description has been reviewed, the employee
understands the duties of the position, and the employee agrees to perform the
duties of the position in accordance with the job description.
28.3
Job descriptions shall be reviewed at least annually with the employee in order to
ensure continued accuracy and that the employee understands his or her duties as
set out in the job description.
19/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
29.
Performance Review
29.1
Performance reviews shall be conducted in accordance with a Performance
Management Plan approved by the CAO using a performance appraisal form
specified by the CAO as set out in Schedule "J".
29.2
A written performance appraisal of each employee shall be conducted at least
annually by the employee's supervisor and shall be placed on the employee file
with a copy provided to the employee.
29.3
The CAO's performance review and appraisal shall be administered by the Reeve
in consultation with Council in accordance with a process approved by Council in
discussion with the CAO and as set out in Schedule J.
29.4
On acceptance of any position and commencement of employment, an employee
shall be provided with a list of expectations and performance criteria against which
the employee shall be measured.
30.
Filling of Vacancies and Promotions
30.1
The CAO or Council, at their sole discretion, shall determine if, when and how
position vacancies shall be filled in the best interest of Township operations.
Vacancies may be filled by competition, lateral transfer, acting appointment or
succession planning. Competitions may be posted internally for Township
employees only or posted internally and advertised externally concurrently.
Positions shall be posted and/or advertised, as applicable, for at least five (5)
working days.
30.2
Applicants for a posted or advertised vacancy shall be selected on the basis of
such factors as education, qualifications, training, experience, skills, competence,
suitability, past performance, service with the Township and reference checks.
30.3
Applicants for a posted or advertised vacancy must be able to demonstrate that
they have the qualifications required and the present skill, ability, experience,
competence and suitability to fulfil the duties and responsibilities of the position.
30.4
The Township shall determine the process to be used to assess candidates, which
may include oral interviews, reference checks, written tests, or other assessment
methods.
31.
Hiring
31.1
The Township may offer employment to a successful applicant subject to certain
conditions, including the following:
(a)
provision of a satisfactory criminal reference check;
20/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
(b)
if applicable, satisfactory medical evidence as to the ability of the employee
to perform the essential duties and functions of the position subject to
accommodation considerations approved by the Township;
(c)
a signed "declaration of conflict of interest" form;
(d)
a document acknowledging that the employee has read and agrees to abide
by this policy.
31.2
The employee shall be required to sign a copy of the letter of hire indicating his or
her agreement to the terms thereof and this letter will be held on file.
32.
Discrimination
32.1
The Township and its employees shall abide by the provisions of the Ontario
Human Rights Code.
32.2
All allegations of discrimination brought to the attention of the Township shall be
investigated and the appropriate corrective action taken, if any.
33.
Respect in the Workplace
33.1
The Township expects all employees to abide by the Respect in the Workplace
Policy and Procedures pertaining to harassment and violence, Schedule "D", and
such related policies and procedures as may be established by the CAO.
34.
Employee Assistance
34.1
If an employee experiences a personal crisis (for example, personal, emotional or
related to drug or alcohol abuse) for which they need assistance, an employee may
make a confidential request to the CAO for employee assistance under this policy.
34.2
Alternatively, the Township may identify the need for an employee to obtain
employee assistance, in which case the Township will approach the employee on
a confidential basis.
34.3
Employee assistance will consist of appropriate measures approved by the CAO
relating to the circumstances of the employee, which may include the following:
(a)
Provision of information to the employee concerning services that are
available locally to assist the employee;
(b)
Provision of time off with or without pay to attend counselling or other
sessions which are intended to assist the employee (leave credits such as
vacation or lieu time will normally be used to cover any paid time off);
(c)
Other measures appropriate to the employee's circumstances.
21/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
34.4
Any records maintained in the employee's personnel file regarding employee
assistance shall only indicate that a request for or suggestion of employee
assistance was made or provided to the employee, and whether or not such
assistance was obtained by the employee.
35.
Modified Work
35.1
The Township is committed to the provision of modified work to its employees,
where available and appropriate.
35.2
Modified work may be requested by the employee or may be offered by the
Township. In either case, it is the responsibility of the employee to provide all
necessary documentation and information respecting his or her medical condition
and any other circumstances affecting his or her ability to perform the essential
duties and functions of the position in question.
35.3
On receipt of a request from an employee for modified work or accommodation of
some type, the Township shall:
(a)
Determine and request from the employee what further information is
required in order to respond to the employee's request;
(b)
Address the employee's request taking into account at minimum the
employee's individual needs (medical or otherwise), the Township's legal
obligations under any applicable legislation such as the Ontario Human
Rights Code, the availability of work which is suitable to the employee's
needs, and all other relevant circumstances.
35.4
If the Township determines that it is not able to accommodate the employee's
needs, it shall so advise the employee in writing, with reasons.
36.
Alcohol and Substance Abuse
36.1
Job performance of employees must not be impaired by alcohol or drugs at any
time during the workday or while on Township business.
36.2
The unauthorized and/or illegal use, possession, sale or distribution of alcohol or
illicit drugs at the Township's workplaces is prohibited.
36.3
Employees are expected to:
(a)
Check with their physician regarding the effects of any drugs prescribed to
them. Employees are required to advise their supervisor of any job
performance impairment which might be expected due to the use of a
prescribed drug so that alternate work arrangements can be made if
possible;
22/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
(b)
Use over the counter drugs responsibly and be aware of any side effects
their use may have on job performance.
36.4
There must be a willingness and commitment on the part of any employee affected
by alcohol or drug abuse to resolve the issue, as the employee has an obligation
to regularly be available for work in a timely and fit fashion.
36.5
Employees who have substance abuse problems are encouraged to seek
treatment or counselling through the Employee Assistance Program or other
appropriate means.
36.6
Employees are not to tolerate an alcohol or substance abuse problem of a co-
worker that jeopardizes workplace safety. If an employee suspects that a co-
worker's use and/or abuse of alcohol or drugs is jeopardizing workplace safety for
anyone, that employee must report these concerns to their supervisor.
36.7
The Township will make reasonable efforts to support, assist, and if appropriate
under the Ontario Human Rights Code, to accommodate any employee affected
by alcohol or substance abuse. The co-operation of the employee is required in
order to enable the Township to provide these measures.
37.
Occupational Health and Safety
In accordance with its obligations under the Occupational Health and Safety Act,
the Township is committed to providing and maintaining safe and healthy working
conditions for all its employees. The Township requires all employees to comply
with the provisions of its Occupational Health and Safety policy at Schedule "K".
38.
Smoking in the Workplace
38.1
All work areas and those areas open to the public are smoke free, and smoking is
strictly prohibited.
39.
Appeal Procedure
39.1
An employee who believes that this policy has been violated or that this policy has
not been applied correctly may take the following steps:
(a)
Discuss the matter with his or her immediate supervisor;
(b)
If not satisfied with the supervisor's response, the employee may inform his
or her supervisor and file a written request for review with the CAO (all
requests for review must contain full details in support of the employee's
position);
(c)
If not satisfied with the CAO's response, the employee may file a written
request for review to the Reeve, who shall confer with the CAO and may
23/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
bring the matter before Council for information and/or consideration. Council
may direct the employee to attend at Council or meet with the Reeve and/or
CAO at Council's sole discretion.
Employees should initiate the process described above as soon as possible after
the circumstances giving rise to the employee's concern, and in any event, within
five (5) working days.
39.2
This policy regarding "Appeal Procedure" is not intended to replace, conflict with or
serve as an appeal to the exercise of a supervisor's or the CAO's authority with
respect
to
such
matters as
operational decision-making,
performance
management, discipline or termination.
39.3
The decision of the supervisor, CAO or Council, as applicable, shall be final and
binding.
40.
Use of Township Property and Vehicles
40.1
Township premises, equipment and supplies are to be used exclusively for the
purposes of conducting work related to the Township's business and activities.
40.2
Employees whose duties require them to drive or be in charge of Township vehicles
and equipment shall:
(a)
Ensure that the vehicle or equipment is in satisfactory mechanical condition;
(b)
Drive safely and responsibly and obey all highway traffic laws;
(c)
Employ all measures recommended for the safe use of vehicles and equipment;
(d)
Be personally responsible for the payment of all fines imposed for breaches
of traffic regulations;
(e)
Be in possession of the appropriate driver's license;
(f)
Advise the Township of any loss of driver privileges, however temporary;
(g)
Not permit unauthorized persons to operate vehicles and equipment;
(h)
Report immediately any accidents or damage to the vehicles or equipment.
40.3
Employees must also adhere to the provisions of Financial Management Policy No.
2-2003 governing the use and operation of Township Vehicles.
41.
Private Vehicles
41.1
From time to time, employees may be required to use their personal vehicle for
Township business. In such case, employees shall be reimbursed for all business-
related travel using their private vehicle at the rate approved by Council.
41.2
The Township shall not be responsible for any loss or damage, which may arise as
a result of the use of a private vehicle for Township business. The Township may
require an employee to prove that there is insurance liability coverage on the
vehicle as prescribed by the Township.
24/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
42.
Professional Fees and Dues
42.1
Annual dues for occupational certifications or professional designations of
employees who are required to obtain and retain such designation as part of their
employment with the Township may be reimbursed or paid by the Township with
the approval of the CAO or Council upon submission of an invoice or receipt. It is
the responsibility of employees who require such designations to ensure that they
do not expire.
43.
Work at Home
43.1
Employees may be granted the option to "work at home", with the approval of their
immediate supervisor in consultation with the CAO. Such approval may be provided
with or without conditions.
44.
Family and Other Relationships in the Workplace
44.1
Employees shall not be in a direct reporting/supervision relationship with a family
member, relative or a person with whom the employee is involved in a common-
law or conjugal relationship.
44.2
Employees shall not serve on a selection panel where an applicant is a family
member, relative or a person with whom the employee is involved in a common-
law relationship.
44.3
If during the course of an employee's employment, the employee's family status
changes such that the employee is placed in a relationship described under Section
44.1 the employee shall immediately report such change or anticipated change to
the CAO.
44.4
The Township shall consider the employees' situation and shall decide what course
of action it intends to follow, which may include but will not be limited to a
reorganization of positions, or a change in reporting relationships, if operationally
feasible, or other staffing action.
44.5
An employee who fails to report a relationship or a change in relationship as
described in 44.1 or 44.2 may attract disciplinary action up to and including
dismissal.
44.6
"If an employee feels their relationship with a co-worker, though not a common-law
relationship, could impact on their ability to be impartial towards that co-worker,
that employee should notify a supervisor of the relationship and the provisions of
44.1 and 44.2 may apply."
25/25
Human Resource Policy - Non-BU Employees - FINAL December 6, 2022
45.
Amendment of Policy
45.1
This policy and its Schedules may be amended by By-law passed by Council or by
the CAO in accordance with authority delegated by Council. Any amendments shall
be listed and recorded and shall be posted and/or distributed to all affected
employees upon adoption.
Non-BU Human Resource Policy - Schedules - FINAL Sept 18, 2014
SCHEDULE "A"
CODE OF ETHICS
Employees and of the Corporation of the Township of Lanark Highlands are expected to
adhere to the highest standards of personal and professional competence, integrity and
impartiality.
The purpose this Code of Ethics document is to establish a policy statement, adopted by
Council, that outlines the high standards of practices expected of employees. The code
will represent general standards that aim to be comprehensive but not exhaustive. By
implication, the code will also recognize more stringent requirements by specific staff,
according to the role they play.
POLICY
For purposes of this policy, "Family" and "Relative" shall include immediate family; i.e.,
spouse (includes common law or same sex), mother, father, sons, daughters, brothers,
sisters and in-laws (i.e. spouses' mother, father, sons, daughters, brothers and sisters.)
1.
Confidential Information
Some municipal employees have access to confidential information; some more than
others. Employees shall not make such information public unless it is deemed public
information. Where there is uncertainty about the status of any information, he/she
shall confirm with the CAO before any release.
Non-exclusive examples of confidential information for which care should be
exercised are:
- Items under litigation;
- Personnel matters;
- Information about suppliers which might be useful to competitors;
- Information which infringes upon the right to privacy of others;
- Sources of complaints about a variety of matters where the identity of the
complained is given in confidence;
- Items under negotiation;
- Information supplied in support of license applications, etc., where such
information is not part of public documentation;
- Schedule of prices in contract tenders.
2.
Media Relations
Only the CAO or his/her designate shall comment to the media on all matters
concerning staff operations, actions and functions of the municipality. This policy is
not intended to restrict the ability of employees to express an opinion, or give input
to, non-municipal matters. However, where applicable, the employee shall make it
clear that he/she is commenting as a private citizen and not in a capacity of a
municipal employee.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
27/30
3.
Conflict of Interest
An employee will be considered to have a conflict of interest where he/she, or a family
member, has a direct or indirect financial interest in matters, including contracts with
the municipality, and where the employee could influence the decision of the
Corporation with respect to those financial matters.
A conflict of interest exists where the employee could directly influence the decision
made in the course of performing his/her job duties. This includes exerting influence
over the decision-maker.
If a conflict exists because of an employee's personal or family interest in a property
matter, a business dealing with the Corporation, or similar circumstance, the
employee shall notify the CAO, and he/she will make appropriate alternative
arrangements to handle the matter. Of course, if the employee is not sure of a conflict,
the advice of the CAO shall be sought and a discretionary decision made by the CAO
on the matter.
Employees shall not sell goods, materials or services to the Corporation. An
exception, with the approval of the CAO, could be where an employee competes,
outside of regular working hours, in competitive bidding on a fee for services basis,
to supply goods, materials or services.
Employees shall not engage in private employment or render services for any person
or corporation, which has, or may have, business dealings with the Corporation of
the Township of Lanark Highlands. Where such action occurs, the CAO shall be
notified and discretionary action pursued.
Employees shall recognize that they are seen to exert influence on public policy
decisions, or, on the other hand, have positions requiring neutrality and trust in
dealing with the public. If any employee wishes to exercise his/her rights as a private
citizen in respect to decisions by Council and/or Administration, their intentions shall
be made to the CAO (or Reeve) and appropriate measures taken to protect the
integrity of the Corporation.
4.
Use of Municipal Property
Municipal property shall not be used by employees for personal use unless through
prior approval of the CAO.
No employee shall make financial gain from the use of or sale of Municipal property
including computer programs, technological innovations or other patentable items
either while an employee of the Corporation or thereafter. All such property shall
remain in exclusive ownership of the Corporation.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
28/30
5.
Gifts and Benefits
In order to preserve the image and integrity of the Corporation, business gifts and
invitations of hospitality shall be discouraged. However, the Corporation recognizes
that moderate hospitality is an accepted courtesy in any business relationship. The
key is to not reach the level where it becomes obvious that an influence on a business
matter is sought or implied. All employees, when in doubt regarding a gift or invitation,
shall consult with the CAO before acceptance of the gift.
6.
Political Involvement and Activity
No employee shall have an involvement in a partisan manner in municipal elections
for Lanark Highlands. Employees may become involved in other municipalities'
elections as well as Provincial and Federal elections, subject to the requirements of
Section 4 ("Attendance at Work") of the HR Policy.
Where an employee wishes to run for Council of the Township of Lanark Highlands,
he/she shall first seek a leave of absence to cover the campaign period, and, if
elected, pursuant to Section 38(5) of the Municipal Act, he/she must resign from
his/her position with the Corporation.
7.
Hiring Relatives
No employee shall influence, in any way, the hiring or appointment of relatives to
positions within the municipality.
8.
Enforcement
It shall be the responsibility of all staff to ensure that this Code of Ethics is enforced.
Where an employee has some reason to be concerned about a possible breach of
this Code of Ethics, the CAO shall be consulted, in total confidence, immediately. The
CAO is responsible for ensuring that the problem is appropriately addressed.
Conflict of interest matters concerning the CAO shall be referred to the Reeve or
Council.
The observance of this Code of Ethics shall be a condition of employment with the
Corporation. Breaches of the Code of Ethics will provide grounds for disciplinary
action including, in serious cases, dismissal.
All employees shall read and subscribe to this Code of Ethics. A signed
acknowledgement that each employee has read and understood this Human
Resources policy document (including this Code of Ethics) shall be placed in each
employee's personnel file.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
29/30
9.
Severability
The provisions of this Code of Ethics are severable and, if any provision, section or
word is held invalid or illegal, such validity or illegality shall not affect or impair any of
the remaining provisions, sections or words.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
30/30
SCHEDULE "B"
CONFLICT OF INTEREST DECLARATION
This declaration is required for all employees of The Township of Lanark Highlands
I have read Section 5 of the Human Resource Policy of the Township and agree to be
bound by the same.
I hereby declare:
1.
I am
/am not in a conflict of interest with the Township, and I am aware of no
circumstances within the foreseeable future that may place me in a conflict-of-
interest position with the Township.
2.
I am /or may be in a conflict-of-interest position with the Township by reason of
the following circumstances: (attach extra sheets if required).
DATED at
this
day of
Signature
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
31/30
SCHEDULE "C"
NON-BU COMPENSATION POLICIES AND SALARY SCHEDULE
1.
This policy applies to all Non-Bargaining Unit employees of the Township as identified in
the Township's salary schedule. The compensation of Management employees shall be
administered in accordance with this policy unless otherwise specified in a written
employment agreement.
2.
Non-BU employees shall normally be engaged with specified terms of employment
specified in a written employment agreement. Where an employment agreement provides
for salary treatment based on merit, the employee's salary shall be administered in
accordance with this policy and this policy shall be appended to the employee agreement.
Where any provision of a written employment agreement is at variance with this policy the
provision of the employment agreement shall prevail.
3.
Employment agreements shall contain a clause stating that acceptance of the offer of
employment constitutes agreement that performance assessment and salary treatment in
compliance with the Township's compensation and performance management polices
shall not amount to constructive dismissal.
4.
Each management pay grade shall have a salary range with a minimum and a maximum.
As a guideline, there shall be approximately a 15% spread between the minimum and the
maximum of the range.
5.
Each employee shall be paid within the salary range which corresponds to the
classification and pay grade of their position. Progression through the range shall be based
on merit.
6.
Each employee's performance shall be assessed in accordance with the performance
management plan contained in Schedule J of the Non-BU HR Policies and as may be
amended from time to time. An employee's overall performance rating shall be considered
in determining merit increases and the employee's progression through the range.
7.
An employee shall normally be hired at the minimum of the range or, with CAO or Council
approval, as applicable, at another rate within the range as may be required to attract a
qualified candidate. The approval to hire a new employee at a salary greater than three
percent above the minimum of the salary range shall be brought before Council by the
CAO with a rationale for the proposed salary.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
32/30
8.
The CAO may approve annual merit increases up to the maximum of the salary range
providing that the employee has received (and maintains) at least an overall satisfactory
performance rating on his or her most recent performance appraisal and subject to the
following conditions:
An annual merit increase under the provisions of this policy shall normally be 3%, upon
CAO approval, for satisfactory performance and, with Council approval, up to 5% for
exceptional performance but shall not exceed the maximum of the salary range of the
employee's position;
A proposed merit increase greater than 3% per annum shall be brought before Council by
the CAO with a rationale for the merit increase.
9.
Progression through the salary range is not automatic and shall be based on merit. An
employee may be held at a level in the range on the basis of his/her performance. At the
discretion of the CAO, an employee's salary may be decreased to correspond to a
decrease in the employee's overall performance rating providing that the employee has
been assessed in accordance with the provisions of the performance management plan.
10.
Merit salary changes shall be based on the most recent performance appraisal providing
that the employee's performance has not declined between the time of the last appraisal
and the effective date of the salary change.
11.
Merit salary changes shall normally be effective at the beginning of the fiscal year, or at
such other time as may be specified in a written employment agreement, or at such time
as may be approved by the CAO or Council, as applicable. For a recently hired employee,
a merit increase may be pro-rated for the portion of the year served or delayed until the
employee's first anniversary date. However, the intent should be to bring the employee's
merit salary reviews in line with the fiscal year cycle as soon as possible and no later than
during the employee's second year of employment.
12.
Upon promotion or reclassification to a higher salary range an employee shall receive a
3% salary increase or the minimum of the new salary range, whichever is greater. The
approval of a merit or promotional increase greater than 3% and up to 5% may be
recommended to Council by the CAO but shall not exceed the maximum of the salary
range of the employee's new classification.
13.
For part-time or seasonal employees, the 3 to 5% merit increase or the 12-month period
between merit adjustments may be pro-rated according to the employee's hours of work
in relation to full time hours. The timing or percentage change may be adjusted at the
discretion of the CAO.
14.
In accordance with the performance management policy, the Reeve shall conduct a formal
annual performance review of the CAO, in consultation with Council and by the beginning
of each fiscal year shall bring before Council, for their consideration and
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
33/30
approval, a recommendation with respect to the salary of the CAO including any merit
salary adjustment or such other change in the terms and conditions of employment of the
CAO, as may be recommended. Any adjustments to the salary of the CAO or to the CAO's
terms and conditions of employment shall require the approval of Council.
15.
From time to time, normally on a fiscal year cycle, Council may approve an adjustment to
any or all salary ranges and, in consultation with the CAO, shall determine at the time
whether or not the adjustment shall be applied to individual salaries.
16.
Notwithstanding the other provisions of this policy, Council may, upon the recommendation
of the CAO, and subject to the terms of an employment agreement, authorize additional
compensation, including salary and/or benefits, to an employee or withhold or delay
compensation, for reasons which Council may specify. Council may do the same with the
CAO's salary and/or benefits.
17.
The pay grid will be presented to Council for approval (on an annual basis) in accordance
with the previous year's Ontario Consumer Price Index (O.C.P.I). The prior year's
calculation will be done on an October to October basic. The salary schedule shall be
appended to and form part of Schedule "C".
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
34/30
SCHEDULE "C"
Township of Lanark Highlands
Non-BU SALARY SCHEDULE
Effective: January 1, 2022
Position Title
Class/Pay
Level
Annual
Hours
Hourly
Minimum
Hourly
Maximum
Annual
Minimum
Annual
Maximum
CAO-Deputy Clerk
M5
1950
54.88
63.12
107,016
123,084
VACANT
M4
1950
43.94
50.97
85,683
99,392
Treasurer
M3
1950
39.70
46.02
77,415
89,739
Clerk
M3
1950
39.70
46.02
77,415
89,739
Public Works Superintendent
M3
2080
39.70
46.02
82,576
95,722
Fire Chief
M3
1950
39.70
46.02
77,415
89,739
Planning Manager
M3
1950
39.70
46.02
77,415
89,739
Chief Building Official
M2
1950
33.53
38.87
65,384
75,797
Public Works Technologist
(Vacant)
M2
1950
33.53
38.87
65,384
75,797
Facilities Manager/Community
Affairs Officer
M2
1950
33.53
38.87
65,384
75,797
Deputy Fire Chief (part-time)
M2
1248
33.53
38.87
41,845
48,510
Vacant
M1
1950
30.56
36.29
59,592
70,766
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
35/30
SCHEDULE "D"
THE TOWNSHIP OF LANARK HIGHLANDS
RESPECT IN THE WORKPLACE
POLICY AND PROCEDURES
(Harassment and Violence)
1:
Purpose
The Township of Lanark Highlands is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone in the
organization. It is the Township's goal to provide a healthy and safe work environment that
is free of any form of harassment or violence.
2:
Scope
This policy applies to all employees, volunteers, contractors and consultants. It applies in
any location in which you are engaged in work-related activities. This includes, but is not
limited to:
-
the workplace;
-
during work-related travel;
-
at restaurants, hotels or meeting facilities that are being used for business purposes;
-
in company owned or leased facilities;
-
during telephone, email or other communications; and
-
at any work-related social event, whether or not it is Township sponsored.
This policy also applies to situations in which you are harassed or subjected to violence in
the workplace from individuals who are not employees of the organization, such as
customers and suppliers, although the available remedies may be constrained by the
situation.
3:
Definitions
In this policy, "CAO" means the Chief Administrative Officer-Clerk or designate and
"supervisor" means the Non-Bargaining Unit employee or designate to whom an employee
reports. The supervisor of the CAO is Council or the Reeve acting on behalf of Council.
3.1. Discrimination
Workplace discrimination includes any distinction, exclusion or preference based on
the protected grounds in the Ontario Human Rights Code, which nullifies or impairs
equality of opportunity in employment, or equality in the terms and conditions of
employment.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
36/30
The protected grounds of discrimination are:
-
race, colour, ancestry, citizenship, ethnic origin or place of origin;
-
creed, religion;
-
age;
-
sex (including pregnancy and gender identity);
-
sexual orientation;
-
gender identity, gender expression,
-
family, marital (including same-sex partnership) status;
-
disability or perceived disability; and
-
a record of offences for which a pardon has been granted under the Criminal
Records Act (Canada) and has not been revoked, or an offence in respect of
any provincial enactment
3.2. Sexual Harassment
Sexual harassment includes conduct or comments of a sexual nature that the
recipient does not welcome or that offend him or her. It also includes negative or
inappropriate conduct or comments that are not necessarily sexual in nature, but
which are directed at an individual because of his or her gender.
Both men and women can be victims of sexual harassment, and someone of the
same or opposite sex can harass someone else.
Some examples of sexual harassment are:
-
sexual advances or demands that the recipient does not welcome or want;
-
threats, punishment or denial of a benefit for refusing a sexual advance;
-
offering a benefit in exchange for a sexual favour;
-
leering (persistent sexual staring);
-
displaying sexually offensive material such as posters, pictures, calendars,
cartoons, screen savers, pornographic or erotic web sites or other electronic
material;
-
distributing sexually explicit e-mail messages or attachments such as pictures
or video files;
-
sexually suggestive or obscene comments or gestures;
-
unwelcome remarks, jokes, innuendoes, propositions or taunting about a
person's body, clothing, sex or sexual orientation;
-
persistent, unwanted attention after a consensual relationship ends;
-
physical contact of a sexual nature, such as touching or caressing; and
-
sexual assault.
3.3. Discriminatory Harassment
Discriminatory harassment includes comments or conduct based on the protected
grounds in the Ontario Human Rights Code, which the recipient does not welcome or
that offends him or her. Some examples of discriminatory harassment include:
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
37/30
-
offensive comments, jokes or behaviour that disparage or ridicule a person's
membership in one of the protected grounds, such as race, religion, sex, or
sexual orientation;
-
imitating a person's accent, speech or mannerisms;
-
persistent or inappropriate questions about whether a person is pregnant, has
children or plans to have children; or
-
inappropriate comments or jokes about an individual's age, sex, sexual
orientation, personal appearance or weight.
Harassing comments or conduct can poison someone's working environment,
making it a hostile or uncomfortable place to work, even if the person is not being
directly targeted. This is commonly referred to as a poisoned working environment
and it is also a form of harassment.
Some examples of actions that can create a poisoned work environment include:
-
displaying offensive or sexual materials such as posters, pictures, calendars,
web sites or screen savers;
-
distributing offensive e-mail messages, or attachments such as pictures or video files;
-
practical jokes that embarrass or insult someone; or
-
jokes or insults that are offensive, racist or discriminatory in nature.
3.4. Workplace Harassment and Bullying
Workplace harassment is a health and safety issue that is covered under the
Occupational Health and Safety Act.
The Occupational Health and Safety Act defines workplace harassment as:
Engaging in a course of vexatious comment or conduct against a worker in a
workplace that is known or ought reasonably to be known to be unwelcome.
Workplace harassment may have some or all of the following components:
-
it is generally repetitive, although a single serious incident may constitute
workplace harassment if it undermines the recipient's psychological or physical
integrity and has a lasting harmful effect;
-
it is hostile, abusive or inappropriate;
-
it affects the person's dignity or psychological integrity; and
-
it results in a poisoned work environment.
In addition, behaviour that intimidates, isolates or discriminates against the recipient may
also be included.
Some examples of workplace harassment are:
-
verbally abusive behaviour such as yelling, insults, ridicule and name calling
including remarks, jokes or innuendos that demean, ridicule, intimidate or
offend;
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
38/30
-
workplace pranks, vandalism, bullying and hazing;
-
gossiping or spreading malicious rumours;
-
excluding or ignoring someone, including persistent exclusion of a particular
person from workplace-related social gatherings;
-
undermining someone else's efforts by setting impossible goals, with unrealistic
deadlines and deliberately withholding information that should normally be
provided and would enable a person to do their job;
-
providing only demeaning or trivial tasks in place of normal job duties;
-
humiliating someone;
-
sabotaging someone else's work;
-
displaying or circulating offensive pictures or materials;
-
offensive or intimidating phone calls or emails;
-
impeding an individual's efforts at promotions or transfers for reasons that are
not legitimate; and
-
making false allegations about someone in memos or other work-related
documents.
What Isn't Harassment
Workplace harassment should not be confused with legitimate, reasonable
management actions that are part of the normal work function, including:
-
supervisory direction and feedback on performance,
-
measures to correct performance deficiencies, such as placing someone on a
performance improvement plan,
-
measures to determine an employee's capability to perform job duties and
responsibilities or to examine limitations,
-
investigation of workplace incidents or complaints,
-
inquiring into or imposing discipline for workplace infractions; or
-
requesting medical documents in support of an absence from work.
It also does not include normal workplace conflict that may occur between
individuals or differences of opinion between co-workers.
The Test of Harassment
It does not matter whether you intended to offend someone. The test of harassment
is whether you knew or should have known that the comments or conduct were
unwelcome to the other person. For example, someone may make it clear through
their conduct or body language that the behaviour is unwelcome, in which case you
must immediately stop that behaviour.
Although it is commonly the case, the harasser does not necessarily have to have
power or authority over the victim. Harassment can occur from co-worker to co-
worker, supervisor to employee and employee to supervisor.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
39/30
3.5. Workplace and Domestic Violence
Workplace and domestic violence that may occur in the workplace are health and
safety issues, which are covered under the Occupational Health and Safety Act.
Workplace Violence
Workplace violence is defined under the Occupational Health and Safety Act as:
-
the exercise of physical force by a person against a worker, in a workplace, that
causes or could cause physical injury to the worker;
-
an attempt to exercise physical force against a worker, in a workplace, that
could cause physical injury to the worker; and
-
a statement or behaviour that is reasonable for a worker to interpret as a threat
to exercise physical force against the worker, in a workplace, that could cause
physical injury to the worker.
It is defined broadly enough to include acts that may be considered criminal.
Workplace violence includes:
-
physically threatening behaviour such as shaking a fist at someone, finger
pointing, destroying property, throwing objects;
-
verbal or written threats to physically attack a worker;
-
leaving threatening notes or sending threatening emails;
-
wielding a weapon at work;
-
stalking someone; and
-
physically aggressive behaviours including hitting, shoving, standing
excessively close to someone in an aggressive manner, pushing, kicking,
throwing an object at someone, physically restraining someone or any other
form of physical or sexual assault.
Violence that occurs outside the normal workplace but which has an impact on the
working environment, including working relationships, may also be considered
violence in the workplace.
Workplace violence may come from many different sources:
-
strangers or people with no ties to the workplace;
-
clients or customers;
-
other employees; and
-
intimate relationships outside of work (such as intimate partners, family, friends)
Domestic Violence
If you are experiencing domestic violence that would likely expose you, or other
workers, to physical injury that may occur in the workplace, you should inform your
supervisor or the CAO so that the Township can take every precaution reasonable to
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
40/30
protect you and your co-workers in the circumstances. This may include some or all
of the following:
-
creating a safety plan;
-
contacting the police;
-
establishing enhanced security measures such as a panic button, code words,
and door and access security measures;
-
screening calls and blocking certain email addresses;
-
setting up priority parking or providing escorts to your vehicle or to
public transportation;
-
adjusting your working hours and location so that they are not predictable; and
-
facilitating your access to counselling through the Employee Assistance
Program or other community programs.
Supervisory staff and the CAO appreciate the sensitivity of these issues and will do
their best to assist you as discreetly as possible while maintaining your privacy.
4:
Preventing Harassment and Violence
It is the responsibility of the Township and all staff to ensure that we create and maintain
a harassment and violence-free workplace and address violence and/or the threat of
violence from all possible sources (including customers, clients, employers, supervisors,
workers, strangers and domestic/intimate partners).
4.1. Township's Commitment
The Township of Lanark Highlands will do its part by not tolerating or condoning
discrimination, harassment or violence in the workplace. This includes making
everyone in our organization aware of what behaviour is and is not appropriate,
assessing the risk of workplace violence, investigating complaints and imposing
suitable corrective measures.
4.2. Duties of Supervisors
Supervisors are expected to assist in creating a harassment-free workplace and to
immediately contact the Workplace Respect Committee if they receive a complaint of
workplace harassment or violence or witness or are aware of harassing or violent
behaviour.
Supervisors must also take every reasonable precaution to protect employees from
workplace violence, including evaluating a person's history of violent behaviour to
determine whether and to whom this employee poses a risk. In making this evaluation
supervisors should consider:
-
whether the person's history of violence was associated with the workplace or
work;
-
whether the history of violence was directed at a particular employee or
employees in general; and
-
how long ago the incident(s) of violence occurred.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
41/30
In certain circumstances, supervisors may have a duty to provide information about
a risk of workplace violence from a person with a history of violent behaviour (not
necessarily an employee) if an employee can be expected to encounter that person
during the course of his or her work, and the risk of workplace violence is likely to
expose the employee to physical injury. Supervisors will only release as much
personal information about the person with a history of violent behaviour as is
reasonably necessary to protect the employee from physical injury. Supervisors are
required to consult with the Workplace Respect Committee prior to releasing
information about a person with a history of violence.
4.3. Duties of All Employees and Others covered by this Policy
Individual employees and others must do their part by ensuring that their behaviour
does not violate this policy and by fostering a work environment that is based on
respect and is free of harassment.
They are also required to report to their supervisor the existence of any workplace
violence or threat of workplace violence.
5:
Procedure for Investigating and Resolving Harassment Complaints
Step 1: Informal Complaint
1.1 If an employee believes that they are being harassed, the first thing to do is to tell the
person to stop. Do so as soon as you receive any unwelcome comments or conduct.
Although this may be difficult to do, telling the person you don't like their actions is
often enough to stop the behaviour. In certain circumstances you may choose to
proceed directly to Step 2.
Some of the things you can say that might stop the behaviour include:
"I don't want you to do that."
"Please stop doing or saying..."
"It makes me uncomfortable when you..."
"I don't find it funny when you ..."
1.2 If the harassment continues after you have confronted the individual, you may want
to provide him or her with a written statement of the situation. Include specific details
of the behaviours you consider to be harassing, your request to the harasser to stop
and your expectations that he or she will stop.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
42/30
Provide details of the next steps you plan to take if the harassment does not stop
e.g., filing a formal complaint at Step 2. Make sure you keep a copy of this statement
for yourself.
It helps to keep a record of any incident(s) that you experience. This includes when
the harassment started, what happened, whether there were any witnesses and what
was your response.
1.3 If you believe that someone who is not a member of our organization, e.g., a
customer, supplier, etc., has harassed or discriminated against you, please report the
harassment to your supervisor.
Although the Township has limited control over third parties, the Township will do its
best to address the issue and prevent further problems from arising.
Step 2: Formal Complaint
2.1 If the complaint cannot be resolved informally or if it is too serious or difficult for you
to deal with as an informal process, you may bring a formal written complaint to the
CAO who may designate a qualified investigator to look into your complaint. The
investigator may be internal or external to the organization. The CAO and/or
investigator may also seek specialist or legal advice and adjust the process for
handling your complaint as per their advice.
2.2 The investigator will need as much written information as possible from the
complainant, including the name of the person you believe is harassing you, the
place, date and time of the incident(s), and the names of any possible witnesses. A
copy of the Workplace Respect Complaint form is available from the CAO or can be
obtained for you by your supervisor. Additional documents may be attached to the
form. This form must be used unless it is not readily available in which case your
complaint may be submitted in a memo to the CAO with the subject heading
"Workplace Respect Complaint"
2.3 Your written complaint to the CAO must be kept strictly confidential. You may, of
course, share it in confidence with an employee or legal representative who should
be informed by you to keep the matter confidential. Do not discuss the matter with
others, particularly potential witnesses. This may interfere with the investigation.
It is important that the CAO receive your complaint as soon as possible so that the
problem doesn't escalate or happen again. Once the Township receives your
complaint, the CAO will initiate a formal investigation, if it is necessary and
appropriate to do so.
2.4 Your written complaint form must be dated and delivered in a sealed envelope
addressed to the CAO and marked "Personal and Confidential - To be opened only
by the CAO." It must be delivered in a discreet manner.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
43/30
2.5 Discrimination and harassment are serious matters. Therefore, if you decide not to
make a formal complaint, the Township may still need to investigate the matter and
take steps to prevent further harassment. For example, the Township may need to
continue with an investigation if the allegations are serious or if there have been
previous complaints or incidents involving the respondent. Staff may also observe
apparent harassment and bring the matter to the attention of the CAO which may
require investigation.
2.6 Please note that it is Township policy not to investigate anonymous complaints unless
there are extenuating circumstances.
NOTE: Where your complaint is against the CAO, your complaint and envelope must
be addressed to the Reeve. The Reeve will follow a procedure similar to that outlined
above for the CAO. The investigation, reporting and corrective action procedures will
be altered accordingly.
Step 3: Investigation Procedure
3.1
The designated Investigator will commence an investigation as quickly as possible.
The Township may choose to use either an internal or external investigator,
depending on the nature of the complaint.
3.2
The investigation will include:
-
interviewing the complainant and respondent to ascertain all of the
facts and circumstances relevant to the complaint, including dates and
locations
-
interviewing witnesses, if any
-
reviewing any related documentation; and
-
making detailed notes of the investigation and maintaining them in a confidential
file
3.3
Out of respect for the relevant individuals, it is essential that the complainant,
respondent, witnesses and anyone else involved in the formal investigation of a
complaint maintain confidentiality throughout the investigation and afterwards. A
breach of confidentiality can also impair an investigation. A flagrant or a repeated
breach of confidentiality may in and of itself attract disciplinary action up to and
including termination.
3.4
Once the investigation is complete, the Investigator will prepare a detailed report of
the findings and submit it to the CAO for review. The CAO may consult with
specialists and legal counsel. A summary of the findings will be provided to the
complainant and respondent following the CAO's review.
3.5
It is the Township's goal to complete any investigation and communicate the results
to the complainant and respondent within thirty days after we receive a complaint,
where possible.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
44/30
Step 4: Corrective Action
The CAO will determine what action should be taken as a result of the investigation. The
CAO will also inform the complainant and respondent of the results of the investigation and
whether (but not necessarily what) corrective measures were taken, if any were necessary.
If a finding of harassment is made, the Township will take appropriate corrective
measures, regardless of the respondent's seniority or position in the Township.
Corrective measures may include one or more of the following:
-
discipline, such as a verbal warning, written warning or suspension without pay
-
termination of employment
-
referral for counselling (sensitivity training), anger management training,
supervisory skills training or attendance at educational programs on workplace
respect
-
a demotion or denial of a promotion
-
reassignment or transfer
-
financial penalties such as the denial of a merit salary increase, and
-
any other disciplinary or corrective action deemed appropriate under the
circumstances
If there is not enough evidence to substantiate the complaint, corrective measures will not
be taken.
If you make a complaint in good faith and without malice, regardless of the outcome of the
investigation, you will not be subject to any form of discipline. The Township will, however,
discipline or terminate anyone who brings a false and malicious complaint.
6:
Procedure for Resolving and Investigating Workplace Violence
6.1. Workplace Violence
You have the right to refuse work if workplace violence is likely to endanger you. In
that instance, please immediately contact your supervisor at which point appropriate
measures will be taken to protect you and investigate the situation. You will be moved
to a safe place as near as reasonably possible to your normal workstation and will
need to be available for the purposes of investigating the incident. In some
circumstances, you may be provided with reasonable alternative work during normal
working hours.
In appropriate circumstances, we may contact the police or other emergency
responders as appropriate, to assist, intervene or investigate workplace violence.
Details about the measures and procedures for summoning immediate assistance
will be provided and may include:
-
equipment to summon assistance such as fixed or personal alarms, locator or
tracking systems, phones, cell phones, etc.;
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
45/30
-
emergency telephone numbers and/or email addresses; and
-
emergency procedures
Provided the situation is dealt with quickly and the danger to workers is removed,
the necessity of work refusal may be alleviated.
6.2. Investigation Procedure for Workplace Violence
Step 1: Reporting
1.1. Employees are required to report the existence of any workplace violence or
threat of workplace violence to their supervisor and their supervisor shall
immediately inform the CAO.
NOTE: Where the supervisor is the respondent, the employee shall report the
matter to the CAO. Where the CAO is the respondent, the employee shall report
the matter to their supervisor who shall immediately inform the Reeve. The
procedures for investigating and taking corrective action will be altered
accordingly.
Step 2: Investigation
2.1 The CAO will designate an investigator and shall ensure that an investigation is
commenced as quickly as possible. The CAO may choose to use either an
internal or external investigator, depending on the nature of the incident.
2.2 The investigation will include:
-
conducting interviews of relevant individuals, including the complainant
and respondent, to ascertain all of the facts and circumstances relevant to
the complaint, including dates and locations;
-
reviewing any related documentation; and
-
making detailed notes of the investigation and maintaining them in a
confidential file.
2.3. Once the investigation is complete, the Investigator will prepare a detailed report
of the findings and submit it to the CAO for review. The CAO may consult with
specialists and legal counsel. A summary of the findings will be provided to the
complainant and respondent following the CAO's review and subject to advice
received.
Step 3: Corrective Action
The CAO will determine what action should be taken as a result of the investigation.
If a finding of workplace violence is made, the Township will take appropriate
corrective measures, regardless of the respondent's seniority or position in the
Township.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
46/30
Corrective measures may include one or more of the following:
-
discipline, such as a verbal warning, written warning or suspension without pay;
-
termination with or without cause;
-
referral for counselling (sensitivity training), anger management training,
supervisory skills training or attendance at educational programs on workplace
respect;
-
a demotion or denial of a promotion;
-
reassignment or transfer;
-
financial penalties such as the denial of a bonus or performance related salary
increase, and
-
any other disciplinary action deemed appropriate under the circumstances.
If you make a complaint in good faith and without malice, regardless of the outcome
of the investigation, you will not be subject to any form of discipline. The Township
may however, discipline or terminate anyone who brings a false and malicious
complaint.
7:
Procedures for Addressing Domestic Violence
If an employee is experiencing domestic violence that would expose you to physical injury
in the workplace or you are experiencing workplace violence or believe that workplace
violence is likely to occur, you may seek immediate assistance by contacting the CAO. The
CAO will assist in preventing and responding to the situation.
8:
Confidentiality of Complaints and Investigations
The Township recognizes the sensitive nature of harassment and violence complaints and
will keep all complaints confidential, to the extent that we are able to do so. The Township
will only release as much information as is necessary to investigate and respond to the
complaint or situation or if required to do so by law.
Out of respect for the relevant individuals, it is essential that the complainant, respondent,
witnesses and anyone else involved in the formal investigation of a complaint maintain
confidentiality throughout the investigation and afterwards. A breach of confidentiality can
also impair an investigation. A flagrant or a repeated breach of confidentiality may in and
of itself attract disciplinary action up to and including termination.
9:
Protection from Retaliation
The Township will not tolerate retaliations, taunts or threats against anyone who complains
about harassment or violence or takes part in an investigation. Any person who taunts,
retaliates against or threatens anyone in relation to a harassment or violence complaint
may be disciplined or terminated.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
47/30
10: Mediation of Harassment and Violence Matters
10.1. At any time, where appropriate and in situations that warrant, the parties to a
complaint may, by mutual agreement, enter into a mediation process in an effort to
resolve the matter. Mediation is a voluntary process.
10.2. Mediation will require the approval of the CAO since costs may be involved. Where
the parties agree to mediation, the CAO shall appoint a mediator who may be internal
or external to the organization. The mediation process is confidential and shall be
explained to the parties prior to their signing an agreement to mediate. At any time
either party may withdraw from mediation without stating a reason.
10.3. Since mediated settlements may involve costs or obligations for the Township, a
proposed mediated settlement must first be approved by the CAO and, if required,
by Township Council prior to the parties entering in the settlement.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
48/30
SCHEDULE "E"
HOURS OF WORK
E.1
The normal hours of work for full-time non bargaining unit employees shall be 37.5 hours
per week except for employees in the following positions:
Positions at 40 hours per week
Public Works Superintendent
E.2
The normal hours of work for part time employees shall be as approved by the CAO or
authorized supervisor. At all times the business and operating requirements of the
Township shall be the primary consideration in determining hours of work.
E.3
The normal hours of work may be altered by the CAO on a temporary basis or by the CAO
on a permanent basis with the approval of Council.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
49/30
SCHEDULE "F"
OVERTIME and ADDITIONAL HOURS OF WORK
F.1 Non-BU Positions Eligible to Receive Two Weeks of Paid Leave in Lieu of Compensation
for Additional Hours of Work and Overtime
CAO-Deputy Clerk
Treasurer
Clerk
Public Works Superintendent
Fire Chief
Facilities Manager/Communities Affairs Officer
Planning Manager
F.2 Non-BU Positions Eligible for Compensation for Overtime (i.e. hours worked beyond the
normal work week, approved in advance by the supervisor.)
None
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
50/30
SCHEDULE "G"
VACATION
G.1 This section applies only to full time and regular part time employees of the Township.
G.2 Employees shall be provided vacation leave and vacation pay as follows:
Service
Leave
Pay
After one (1) year
two (2) weeks
4%
After five (5) years
three (3) weeks
6%
After ten (10) years
four (4) weeks
8%
After twenty (20) years
five (5) weeks
10%
After twenty-five (25) years
six (6) weeks
12%
G.3 Vacation pay shall be calculated at the appropriate percentage based on the employee's
gross earnings from the Township.
G.4 The Township uses the "bank system" by which the employee's annual vacation
entitlement is put in the employee's bank on Jan. 1st of each year. If upon termination, an
employee has taken more vacation than the employee has earned, then the Township will
deduct the unearned amount from amounts owing to the employee at the time of
termination.
G.5 Vacation shall be scheduled at a time that is mutually convenient to the employee and the
Township, always having regard to the business and operating requirements of the
Township.
G.6 An employee may carry over a maximum of one (1) week of vacation leave (i.e. forty (40)
or thirty-seven and one-half hours (37.5) depending on the length of the employee's regular
work week) from one year to the next year if approved by the employee's immediate
supervisor.
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
51/30
SCHEDULE "H"
PAID HOLIDAYS
H.1 This section applies to full time and part time employees of the Township.
H.2 Subject to section H.3, employees shall receive the following paid holidays:
New Year's Day
August Civic Holiday
Family Day
Labour Day
Good Friday
Thanksgiving Day
Easter Monday
Christmas Day
Victoria Day
Boxing Day
Remembrance Day
National Day for Truth and Reconciliation
Canada Day
H.3 In addition to the Paid Holidays listed in Section H.2 hereto, employees shall be entitled to
two (2) additional paid holiday (Floater Day) per year to be taken off at a time mutually
convenient to the employee and the supervisor.
H.4 Employees shall only be entitled to pay for the above listed paid holidays if they work their
scheduled regular day of work preceding and their scheduled regular day of work following
the paid holiday, unless absent with the approval of the Township.
H.5 The pay for each paid holiday shall be calculated at the employee's regular rate of pay.
I-1
Non-BU Human Resource Policy - Schedules - FINAL December 6, 2022
52/30
SCHEDULE "I"
USE OF PRIVATE VEHICLE
I-1
Employees shall be reimbursed for all business-related travel using their private vehicle at
a rate prescribed by the Canada Revenue Agency (CRA) each year.
I-2
The minimum liability insurance coverage is set at $1,000,000 and an employee must carry
this amount of liability on any personal vehicle used on Township business.
1 of 7
Form Revised: April 4, 2014
Schedule "J"
The Township of Lanark Highlands
PERFORMANCE APPRAISAL FORM
For Management/Supervisory Employees
CONFIDENTIAL TO EMPLOYEE FILE
To be comp le ted first in draft by the employee's supervisor and discussed with the employee prior to the supervisor
completing the final Performance Appraisal.
Employee:
Position Title:
Review Period: from
to
Length of Time in Position:
Employee's Supervisor:
Performance Appraisal - Rating Levels and Definitions
The supervisor and employee will review the following definitions to ensure that they have a complete understanding of
the meaning of the rating levels. As required throughout the performance appraisal discussion, the Supervisor should
provide specific examples to illustrate to the employee how expectations can be met and exceeded.
Rating
Definition
1. Unacceptable
The employee has not demonstrated the ability and/or desire to meet expectations.
2. Progressing
The employee has demonstrated the potential to meet or exceed all expectations during the
upcoming review period(s).
3. Meets or Exceeds
The employee is meeting or exceeding all expectations.
Signatures
Employee's Supervisor
I have reviewed/revised the job description for the employee's position to ensure that it is current and accurate.
I have prepared this Appraisal in accordance with established policies and procedures.
I have discussed this Appraisal with the employee and have given the employee an opportunity to add written
comments.
_
Supervisor's Signature
Date
Employee
I have had an opportunity to review my job description with my supervisor and to suggest any changes.
I have had an opportunity to thoroughly discuss this Appraisal with my supervisor.
I have been given the opportunity to add my written comments.
_
Supervisor's Signature
Date
CAO
I have reviewed the final Appraisal to ensure that it conforms to established policies and procedures.
I will ensure that the employee receives a copy of the signed Appraisal and that the original is placed on the
employee's file.
_
CAO's Signature
Date
2 of 7
Part 1: Achievement of Job Expectations
Supervisor's Assessment of Employee's Performance during the Review Period
Employee:
Review Period: from
to
1. Job Knowledge
Demonstrates possession of the knowledge required to perform all of the duties and responsibilities of the position.
Proactively acquires additional knowledge to enhance performance or meet changing job requirements.
Supervisor's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
2. Technical Skills
Demonstrates the technical skills required to perform all of the duties and responsibilities of the position
Proactively seeks ways to enhance existing skills and acquire new skills to meet changing job requirements.
Supervisor's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
3. Quality of Work
Consistently produces work of acceptable or exceptional quality. Complies with all relevant legislation, regulations and
policies. Adheres to proper procedures, standards and practices. Is always ethical and honest.
Supervisor's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
4. Productivity
Consistently meets or exceeds acceptable level of productivity. Plans and organizes work effectively. Identifies the
resources required to complete work. Sets appropriate deadlines/checkpoints and meets them. Identifies and recommends
ways to improve the efficiency of own work and related operations.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
5. Judgment, Problem Solving and Decision Making
Recognizes and analyzes work-related problems and issues; evaluates alternative solutions and selects the best course
of action to resolve matters efficiently and effectively using available resources, logic and practical decision-making skills.
Supervisor's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
6. Initiative
Self-directed and resourceful within scope of position's responsibilities. Anticipates and prevents problems; recommends
solutions to problems; offers to assist other workers; proposes improvements to work methods and procedures.
Supervisor's Assessment & Comments:
Unacceptable Progressing
Meets or Exceeds
3 of 7
7. Adaptability and Flexibility
Welcomes necessary or beneficial change. Accepts constructive criticism and suggestions and uses them to advantage.
Deals with frustration or disappointment in a mature manner. Maintains objectivity in conflict situations.
Supervisor's Assessment & Comments:
Unacceptable Progressing
Meets or Exceeds
8. Customer Service
Meets or exceeds the service expectations of external and internal customers/clients in a positive, professional, pro-active
and timely manner. Recommends ways to enhance customer service in own position and related operations. Participates
consistently and fully in community events, meetings, conferences, etc. within scope and requirements of position.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
9. Interpersonal Skills
Demonstrates effective interpersonal skills with customers/clients, colleagues, supervisor, Council members and others.
Identifies and responds to needs of others. Develops and promotes effective working relationships. Is appropriately
assertive but also supportive, respectful, tactful and discreet in all interactions. Projects a positive and professional image
of self, position, work unit and the Township.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
10. Communication Skills
Listens effectively to customers/clients, colleagues, supervisor and others. Seeks clarification if required. Makes oral and
written communication easy to understand by adjusting style, content and terminology to suit the receiver or audience.
Maintains effective communication with staff and the Reeve and Council. Effectively presents oral and written information
in a professional manner to individuals and groups, as required.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
11. Health and Safety
Always adheres to relevant health and safety policies, procedures, standards, and legislation. Identifies unsafe conditions
and looks out for the safety of staff and the public. Practices preventative maintenance and cares for Township property.
Supervisor's Assessment & Comments:
Unacceptable
Progressing Meets or Exceeds
4 of 7
12. Attendance, Punctuality and Reliability
Is punctual and attends work on a regular basis. Always follows policies and procedures for reporting unavoidable lateness
or absence and requesting time off. Provides medical certificates as required. Works cooperatively and pro- actively with
management in return-to-work and workplace accommodation situations.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
13. Leadership and Supervision
Provides leadership and motivates staff and volunteers to achieve organizational goals and performance expectations.
Creates a positive work environment. Sets an excellent example for staff through work habits, appearance and performance.
Effectively delegates and assigns work. Resolves conflicts and employee relations issues, seeking appropriate advice and
support when required. Deals effectively with performance issues and follows disciplinary process with staff, as appropriate,
within scope of authority. Recruits and/or participates in the recruitment of qualified staff. Ensures appropriate training and
development. Adheres to the performance appraisal process, setting clear and appropriate expectations for employees and
appraising performance accurately and fairly. Recommends and/or approves merit increases consistent with the
employee's performance and the Township's compensation policies.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
14. Management
Manages the development and implementation of short- and long-term plans, policies programs and procedures within
scope of authority to maximize the effective utilization of assigned human, material, physical, financial and information
resources in order to best meet organizational goals and objectives. Ensures procedures are in place and followed for
effective reporting, audit and administrative review. Submits reports in a thorough and timely manner. Pro-actively
contributes to the development and achievement of the strategic objectives of the Township. Works cooperatively with staff,
managers, the CAO and Council.
Supervisor's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
S UPERVISOR'S ASSESS MENT of Employee's OVERALL PERFORMANCE
Unacceptable Performance
In one or more key areas.
Progressing
in four or more areas.
Progressing
in one to three areas.
Meets or Exceeds
All Expectations
Supervisor's Comments on Overall Performance
5 of 7
Part 2: Employee's Comments on Performance Assessment
Part 3: Review of Job Description
1. Review the job description for the employee's position to ensure that it is current and accurate.
2. Ask the employee to provide suggestions for any changes to the job description to ensure its accuracy.
3. Revise the job description, if required, in accordance with the Township's job description approval process.
Supervisor: (check one)
A new/revised job description has been/will be submitted to the CAO for approval and processing.
The job description dated
is current and accurate as of
.
6 of 7
Part 4(a): Training and Development - Achievements
Include training and development action plan items from the review period just completed.
Employee:
Review Period: from
to
Training and Development
Action Plan Item
Results
Supervisor's Comments: Include explanation and, if
applicable, plan to address items not completed.
1)
Completed
Not Completed
2)
Completed
Not Completed
3)
Completed
Not Completed
4)
Completed
Not Completed
5)
Completed
Not Completed
6)
Completed
Not Completed
Part 4(b): Key Objectives - Achievements
Include key objectives, projects and initiatives from the review period just completed.
Key Objective
Results
Supervisor's Comments: Include explanation and, if
applicable, plan to address items not completed.
1)
Completed
Not Completed
2)
Completed
Not Completed
3)
Completed
Not Completed
4)
Completed
Not Completed
5)
Completed
Not Completed
6)
Completed
Not Completed
7)
Completed
Not Completed
8)
Completed
Not Completed
Employee's Comments on Training and Development and Key Objective Achievements
7 of 7
The Township of Lanark Highlands
Employee:
Position Title:
Date:
Part 5(a): Training & Development - Action Plan for Next Review Period
Include training and development which will occur during the upcoming review period.
Note: Proposed training and development may be subject to funding approval.
What is Planned
Start &
End Date
Expected Results and/or Success Indicators
(i.e. how we will know that this has been achieved)
1)
2)
3)
4)
5)
6)
Part 5(b): Key Objectives - Action Plan for Next Review Period
Include key objectives, projects and initiatives which will occur during the upcoming review period.
Key Objective
Start &
End Date
Expected Results and/or Success Indicators
(i.e. how we will know that this has been achieved)
1)
2)
3)
4)
5)
6)
7)
8)
Employee's Comments on Training & Development & Key Objectives for Next Review Period
1
Form Revised: April 4, 2014
Schedule "J"
The Township of Lanark Highlands
PERFORMANCE APPRAIS AL
For The Chief Administrative Officer-Clerk (CAO)
CONFIDENTIAL TO EMPLOYEE FILE
To be comp le ted first in draft by the Reeve in consultation with Council and discuss ed with the CAO prior to the Reeve completing
the final Performance Appraisal in consultation with Council.
Employee:
Position Title: Chief Administrative Officer-Clerk
Review Period: from
to
Length of Time in Position:
Reeve:
Council Members:
Performance Appraisal - Rating Levels and Definitions
The Reeve, Council and the CAO will review the following definitions to ensure that they have a complete understanding
of the meaning of the rating levels. As required throughout the performance appraisal discussion, the Reeve on behalf
of Council should provide specific examples to illustrate to the CAO how expectations can be met and exceeded.
Rating
Definition
1. Unacceptable
The employee has not demonstrated the ability and/or desire to meet expectations.
2. Progressing
The employee has demonstrated the potential to meet or exceed all expectations during the
upcoming review period(s).
3. Meets or Exceeds
The employee has met or exceeded all expectations.
Signatures
Reeve on behalf of Council
I have reviewed/revised the job description for the employee's position to ensure that it is current and accurate.
I have prepared this Appraisal on behalf of Council in accordance with established policies and procedures.
I have discussed this Appraisal with the CAO and have given the CAO an opportunity to add written comments.
_
Reeve's Signature
Date
CAO
I have had an opportunity to review my job description with the Reeve and Council and to suggest any changes.
I have had an opportunity to thoroughly discuss this Appraisal with the Reeve and Council.
I have been given the opportunity to add my written comments.
_
CAO's Signature
Date
2
Reeve on behalf of Council
I have reviewed the final Appraisal to ensure that it conforms to established policies and procedures.
I have provided the CAO with a copy of the signed Appraisal and placed the original on the employee's file in
a confidential sealed envelope to be opened only in the presence of the Reeve or designate.
_
Reeve's Signature
Date
3
Part 1: Achievement of Job Expectations
Council's Assessment of Employee's Performance during the Review Period
Employee:
Review Period: from
to
1. J b Knowledge
Demonstrates possession of the knowledge required to perform all of the duties and responsibilities of the position.
Proactively acquires additional knowledge to enhance performance or meet changing job requirements.
Council's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
2. Technical Skills
Demonstrates the technical skills required to perform all of the duties and responsibilities of the position
Proactively seeks ways to enhance existing skills and acquire new skills to meet changing job requirements.
Council's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
3. Quality of Work
Consistently produces work of acceptable or exceptional quality. Complies with all relevant legislation, regulations and
policies. Adheres to proper procedures, standards and practices. Is always ethical and honest.
Council's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
4. Productivity
Consistently meets or exceeds acceptable level of productivity. Plans and organizes work effectively. Identifies the
resources required to complete work. Sets appropriate deadlines/checkpoints and meets them. Identifies and recommends
ways to improve the efficiency of own work and related operations.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
5. Judgment, Problem Solving and Decision Making
Recognizes and analyzes work-related problems and issues; evaluates alternative solutions and selects the best course
of action to resolve matters efficiently and effectively using available resources, logic and practical decision-making skills.
Council's Assessment & Comments:
Unacceptable
Progressing
Meets or Exceeds
6. Initiative
Self-directed and resourceful within scope of position's responsibilities. Anticipates and prevents problems; recommends
solutions to problems; offers to assist other workers; proposes improvements to work methods and procedures.
Council's Assessment & Comments:
Unacceptable Progressing
Meets or Exceeds
4
7. Adaptability and Flexibility
Welcomes necessary or beneficial change. Accepts constructive criticism and suggestions and uses them to advantage.
Deals with frustration or disappointment in a mature manner. Maintains objectivity in conflict situations.
Council's Assessment & Comments:
Unacceptable Progressing
Meets or Exceeds
8. Customer Service
Meets or exceeds the service expectations of external and internal customers/clients in a positive, professional, pro-active
and timely manner. Recommends ways to enhance customer service in own position and related operations. Participates
consistently and fully in community events, meetings, conferences, etc. within scope and requirements of position.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
9. Interpersonal Skills
Demonstrates effective interpersonal skills with customers/clients, colleagues, supervisor, Council members and others.
Identifies and responds to needs of others. Develops and promotes effective working relationships. Is appropriately
assertive but also supportive, respectful, tactful and discreet in all interactions. Projects a positive and professional image
of self, the office of CAO and the Township.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
10. Communication Skills
Listens effectively to customers/clients, colleagues, supervisor and others. Seeks clarification if required. Makes oral and
written communication easy to understand by adjusting style, content and terminology to suit the receiver or audience.
Maintains effective communication with staff and the Reeve and Council. Effectively presents oral and written information
in a professional manner to individuals and groups, as required.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
11. Health and Safety
Always adheres to relevant health and safety policies, procedures, standards, and legislation. Identifies unsafe conditions
and looks out for the safety of staff and the public. Practices preventative maintenance and cares for Township property.
Council's Assessment & Comments:
Unacceptable
Progressing Meets or Exceeds
5
12. Attendance, Punctuality and Reliability
Is punctual and attends work on a regular basis. Always follows policies and procedures for reporting unavoidable lateness
or absence and requesting time off. Provides medical certificates as required. Works cooperatively and pro- actively with
management in return-to-work and workplace accommodation situations.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
13. Leadership and Supervision
Provides leadership and motivates staff and volunteers to achieve Township's goals and performance expectations.
Creates a positive work environment. Sets an excellent example for staff through work habits, appearance and performance.
Effectively delegates and assigns work. Resolves conflicts and employee relations issues, seeking appropriate advice and
support when required. Deals effectively with performance issues and follows disciplinary process with staff, as appropriate,
within scope of authority. Recruits and/or participates in the recruitment of qualified staff. Ensures appropriate training and
development. Adheres to the performance appraisal process, setting clear and appropriate expectations for employees and
appraising performance accurately and fairly. Recommends and/or approves merit increases consistent with the
employee's performance and the Township's compensation policies.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
14. Management
Manages the development and implementation of short- and long-term plans, policies programs and procedures to
maximize the effective utilization of assigned human, material, physical, financial and information resources to best meet
the goals and objectives of the office of CAO and the Township. Ensures procedures are in place and followed for effective
reporting, audit and administrative review. Submits reports in a thorough and timely manner. Pro-actively contributes to the
development and achievement of the strategic objectives of the Township. Works cooperatively with staff, managers, The
Reeve and Council.
Council's Assessment & Comments:
Unacceptable Progressing Meets or Exceeds
COUNCIL'S ASSESSMENT of CAO's OVERALL PERFORMANCE
Unacceptable Performance
In one or more key areas.
Progressing
in four or more areas.
Progressing
in one to three areas.
Meets or Exceeds
All Expectations
Council's Comments on Overall Performance
6
Part 2: CAO's Comments on Performance Assessment
Part 3: Review of Job Description
1. Review the job description for the CAO's position to ensure that it is current and accurate.
2. Ask the CAO to provide suggestions for any changes to the job description to ensure its accuracy.
3. Revise the job description, if required, in accordance with the Township's job description approval process.
Reeve on behalf of Council: (check one)
A new/revised job description has been/will be submitted to Council for approval and processing.
The job description dated
is current and accurate as of
.
7
Part 4(a): Training and Development - Achievements
Include training and development action plan items from the review period just completed.
Employee:
Review Period: from
to
Training and Development
Action Plan Item
Results
Council's Comments: Include exp la nation and, if
applicable, plan to address items not completed.
1)
Completed
Not Completed
2)
Completed
Not Completed
3)
Completed
Not Completed
4)
Completed
Not Completed
5)
Completed
Not Completed
6)
Completed
Not Completed
Part 4(b): Key Objectives - Achievements
Include key objectives, projects and initiatives from the review period just completed.
Key Objective
Results
Council's Comments: Include exp la nation and, if
applicable, plan to address items not completed.
1)
Completed
Not Completed
2)
Completed
Not Completed
3)
Completed
Not Completed
4)
Completed
Not Completed
5)
Completed
Not Completed
6)
Completed
Not Completed
7)
Completed
Not Completed
8)
Completed
Not Completed
CAO's Comments on Training and Development and Key Objective Achievements
8
The Township of Lanark Highlands
Employee:
Position Title:
Date:
Part 5(a): Training and Development - Action Plan for Next Review Period
Include training and development which will occur during the upcoming review period.
Note: Proposed training and development may be subject to funding approval.
What is Planned
Start &
End Date
Expected Results and/or Success Indicators
(i.e. how we will know that this has been achieved)
1)
2)
3)
4)
5)
6)
Part 5(b): Key Objectives - Action Plan for Next Review Period
Include key objectives, projects and initiatives which will occur during the upcoming review period.
Key Objective
Start &
End Date
Expected Results and/or Success Indicators
(i.e. how we will know that this has been achieved)
1)
2)
3)
4)
5)
6)
7)
8)
CAO's Comments on Training and Development and Key Objectives for Next Review Period
Non-BU Human Resource Policy - Schedules - FINAL April 26, 2022
28/30
SCHEDULE "K"
OCCUPATIONAL HEALTH AND SAFETY POLICY
K.1 The Township and its employees equally share the responsibility for reducing
accidents and absenteeism by performing their jobs in a safe and healthy manner.
Injuries and property damage losses can be controlled through sound management
systems and practices, combined with active employee involvement and co-
operation.
K.2 Supervisors have the following responsibilities:
(a)
training of each employee in the safe performance of his or her duties through
orientation and proper job instruction and keeping records of such training;
(b)
ensuring that the equipment, materials, and protective devices as prescribed in
the regulations are provided to employees, maintained in good condition and
used as prescribed;
(c)
enforcement of safe operating procedures;
(d)
regular inspection and ensuring of good housekeeping of work areas to prevent
hazards from developing;
(e)
conducting accident investigations thoroughly and promptly;
(f)
compliance with applicable safety and health regulations;
(g)
reporting of any unsafe conditions that are beyond the control of the supervisor;
(h)
ensuring chemicals have complete MSDS sheets accessible to all employees;
(i)
maintenance of records regarding employees' health related problems or
complaints, even if not work related.
K.3 Employees are responsible for their own safety and health in the workplace and the
safety and health of their co-workers, which includes the following:
(a)
Performing their jobs within safety and health requirements. This includes
wearing protective clothing and equipment if required, and using common sense
and thinking safely when performing all duties;
Non-BU Human Resource Policy - Schedules - FINAL April 26, 2022
29/30
(b)
Unsafe working conditions and practices must be reported to the employee's
immediate supervisor and recommendations for corrective actions made.
Hazards must be corrected immediately and reported to the supervisor;
(c)
In the event that an employee suffers a work-related personal injury or illness
he must report same to a supervisor as soon as practicable.
POLICY
SCHEDULE "L"
USE AND OPERATION OF TOWNSHIP VEHICLES
1. POLICY STATEMENT
The purpose of this policy is to identify the parameters under which municipal vehicles shall
be used by employees of the Corporation of the Township of Lanark Highlands. This policy
shall apply to all non-management staff who operate municipal vehicles or management staff
who operate municipal vehicles or supervise staff who operate municipal vehicles.
2. SCOPE
This policy applies to all vehicles owned/leased and operated by the Township of Lanark
Highlands in use within the various departments of the municipality.
3. PROCEDURE
3.01
Personal use of municipally owned/leased vehicles is not permitted. Employees shall
only use municipal vehicles when conducting municipal business unless otherwise
authorized by Council. At the discretion of Council or the CAO, all or any part of this
policy may be waived in the event of an emergency.
3.02
All municipal vehicles shall remain at the designated work locations of the Township
of Lanark Highlands when not being used during regular work hours by employees.
Under extenuating circumstances, the CAO, Fire Chief, or Superintendent of Public
Works may authorize the use of municipal vehicles outside of regular work hours.
3.03
Employees required to operate personal vehicles occasionally or routinely while
performing their duties will be compensated in accordance with Schedule "I" of the
Human Resources Policy of the Township in effect from time to time.
3.04
Employees must have a valid Ontario Driver's License (complete with suitable
endorsements if applicable) to operate any municipal vehicle.
TR-02-2003-use
Subject:
Use of Municipal Vehicles
Policy No.:
TR-02-2003-use
Approval Date: November 18, 2003
By-law No.:
Res 03-11-295
Page No.:
1 of 2
Amendment:
POL
Subject:
Use of Municipal Vehicles
Policy No.:
TR-02-2003-use
Approval Date: November 18, 2003
By-law No.:
Res 03-11-295
Page No.:
2 of 2
Amendment:
3.
PROCEDURE (Cont'd)
3.05
Authorization to operate municipal vehicles may be revoked at any time at the
discretion of Council. Such action shall be precipitated by the misuse of the vehicle,
which includes, but is not limited to, the following:
a) Driving under the influence of drugs/alcohol;
b) Reckless operation of a municipal vehicle;
c)
Poor driving/accident record;
d) Allowing an unauthorized person to operate the vehicle;
e) Carrying passengers for hire;
f)
Carrying persons who are not municipal employees or authorized contractors of
the municipality;
g) Any illegal trade or transportation;
h) Moving violations or at fault accidents;
i)
Driver's License suspension.
3.06
The employee to whom a municipal vehicle is assigned shall be responsible for the
proper mechanical maintenance and appearance of the vehicle.
4.
RESPONSIBILITY
Employees who operate municipal vehicles and/or supervise employees who operate
municipal
vehicles
are
responsible
for
ensuring
compliance
with
this
policy.
TR-02-2003-use
Schedule " M "
Township of Lanark Highlands
Organizational Structure
Council
May 22, 2014
Fire Fighters
Volunteer
Lead Hands
Equipment Operators
Labourers
Station Chiefs
Volunteer
Crossing Guards
Deputy Chiefs
Volunteer
Waste Site (Contracted)
Accounts Receivable
Taxation Clerk
Part Time Arena
Attendants
Summer Students
Administrative
Assistant Fire
Dept
Public
Works
Technologist
Administrative
Assistant Public Works
Administrative
Assistant
Accounts Payable
Payroll Benefits HR
Clerk
Arena Manager Parks &
Rec
Fire Chief
Superintendent of
Public Works
CBO & By-Law Officer
Planning
Administrator/Deputy
Clerk
Treasurer
Receptionist
CAO/CLERK