08 07 2014 SpCouncil Agenda
The Township of Oro-Medonte
Special Council Meeting Agenda
Council Chambers
Thursday, August 7, 2014
10:00 a.m. - Open Session
Page
1.Call to Order - Private Prayer/Moment of Reflection:
2.Adoption of Agenda:
a) Motion to Adopt the Agenda.
3.Disclosure of Pecuniary Interest:
4.Reports of Municipal Officers:
2 - 133 a) Report No. HR2014-02, Tamara Obee, Manager, Health & Safety, Human
Resources re: Human Resources Policies Manual.
5.By-Laws:
134 - 143 a) By-Law No. 2014-126: A By-Law for the Imposition of Development Charges
and Repeal By-Law Nos. 2009-105 and 2011-086.
6.Questions from the Public Clarifying an Agenda Item:
7.Confirmation By-Law:
144 a) By-Law No. 2014-114: Being a By-Law to Confirm the Proceedings of the
Special Council Meeting held on Thursday, August 7, 2014.
8.Adjournment:
a) Motion to Adjourn.
Page 1 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Page 2 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Page 3 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Page 4 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Page 5 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/Section Policy #
Human ResourcesPOL-HR-1.01
Subject Enacted by Council:
June 17, 2009
Policy and/or Procedure Acknowledgement
Motion #
CW090617-18
1. Purpose:
To establish a Policy for the Township of Oro-Medonte that ensures awareness of policies
and/or procedures by all Township employees with respect to the execution of their assigned
duties.
2. Scope:
This policy applies to all full-time and part-time employees, as well as Township volunteers,
at all locations of the Corporation. Where any provision of this policy conflicts with the terms
of the collective agreement, the collective agreement will prevail.
3. Policy:
The Corporation of the Township of Oro-Medonte values a supportive, respectful and
harassment free work environment which includes the health and safety of all employees.
Enacting policies and procedures by Council is primarily for risk management, ensuring that
the Corporation, Council, Officers, Staff and the general public are not placed at risk, and not
simply created as an avenue to pursue disciplinary action.
Failure to comply with established policies and procedures may result in discipline up to and
POL-HR-
including dismissal, in accordance with the discipline policy. Refer to
7.02 Discipline.
for
Refer to POL-HR-1.01 for Policy and/or Procedure Acknowledgement Form within
Section 9 of the Human Resources Policy Manual.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 6 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Policy #
Department/Section
POL-HR-2.01
Human Resources
Enacted by Council:
Subject
Motion #
Organization Structural Charts
1.Purpose:
To establish a Policy for theTownship of Oro-Medonte thatoutlinesthe organizational
structure of theCorporation.
2.Scope:
This policy applies to all full-time and part-time employeesatall locations of the Corporation.
Where any provision of this policy conflicts with the terms of the collective agreement, the
collective agreement will prevail.
3.Policy:
The OrganizationStructural Charts for the Township of Oro-Medonte have been created to
reflect the Management andorganizational flow.
Department and Services as seen on the Organization Structural Chart are as follows:
Chief Administrative Officer (CAO)s Office
Corporate Services
Development Services
Finance
Fire and Emergency Services
Recreation and Community Services
Transportation and Environment Services
Note: Studentand other Temporary positions are not required to be identified on the
Corporations OrganizationStructural Charts.
The charts have been circulated to members of the Senior Management Team and are
available upon request from Human Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 7 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.02
SubjectEnacted by Council:
Confidentiality Statement
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the Corporations
commitment to having all Township employees and volunteers sign and understand the
Corporations confidentiality statement.
2.Scope:
This policy applies to allfull-time,part-timeemployeesand Volunteer Firefighters,as well as
Township volunteers, at all locations of the Corporation.
For the purpose of this policy only Township Volunteers are defined as: any person whom
volunteers their services to the Municipality where in the Senior Managers opinion the
Volunteer may have access to confidential information.
3.Policy:
All Township of Oro-Medonte employees and volunteers must sign a Confidentiality
Municipal Freedom of Information and Protection
Statement (pursuant to Section 47(1) of the
of Privacy Act
and applicable Regulations)as a condition of employment to ensure the
security and confidentiality of records and personal information under the control of the
Township.
A written offer of employment is conditional upon the completion of the Confidentiality
Statement Forms by all Township employeesand volunteers, where they will be retained in
their personnel file. Refusal to sign the Confidentiality Statement after signing a written offer
of employment voids and nullifies the written offer of employment.
Township employees or volunteers who breach any aspect of the following confidentiality
statements are subject to discipline up to and including dismissal, in accordance with the
POL-HR-7.02Discipline
Corporations discipline policy. Refer to on .
12
of
Page 8 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Refer to POL-HR-2.02-Form 1 and POL-HR-2.02-Form 2 for Employee/Volunteer
Friefighterand Volunteer Confidentiality Statement Forms, within Section 9 of the
Human Resources Policy Manual.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
of
Page 9 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.03
SubjectEnacted by Council:
Orientation Program
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that welcomes the new employee to
the Corporation and provides them with the information they need to be an effective member
of the Corporation. This policy ensures that all new employees receive a comprehensive
orientation to the Townships organizational culture, its employee support mechanisms,
Human Resources policies, Health andSafety policies, applicable procedures and Standard
Operating Guidelines.
2.Scope:
This policy applies to all full-time and part-time employeesat all locations of the Corporation.
Where any provision of this policy conflicts with the terms of the collective agreement, the
collective agreement will prevail.
3.Policy:
Guidelines
All new employees are to participate in the seven(7) part orientation program outlined below.
Part 1: General Administrative Orientation (Human Resources)
Part 2: General Corporate Orientation (Human Resources)
Part 3: Health and Safety Orientation (Human Resources,Supervisors and/or Managers)
Part 4: Union Orientation (As Per the Governing Collective Agreement)
Part 5: Accessible Workplace
Part 6: Workspace Set-Up and Orientation (Supervisor and/or Manager)
Part 7: Job Specific Orientation (Supervisor and/or Manager)
13
Page of
Page 10 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
The employee is to complete each part of the orientation program in the order set out above,
to ensure that the employee receives information in the most logical, efficient and meaningful
manner possible.
Orientation Program ChecklistForm POL-
The employee will be provided with an (refer to
HR-2.03-Form 1
), which is to act as the Corporations permanent documentation of the
employees orientation, and will also serve the purpose of tracking the employees progress
through the stages of the orientation program.
Whenthe employee completes the orientation program, they are to sign in the space
provided on the orientation checklist to indicate their participation. Their signature will also be
an acknowledgement that they understand the information in the program that has been
communicated to them and have received all materialsappearing on the checklist. Human
Resources and the applicable Supervisor arealso responsible for signing the orientation
checklist in the space provided as an indication that the employee has participated in the
required program and has received all materials appearing on the checklist.
Upon completion of the orientation program, the orientation checklist is to be maintained in
the employee file and is to be considered part of the permanent employee record.
Part 1: General Administrative Orientation (Human Resources)
New employee orientation will take place with Human Resources prior to the commencement
of employment were possible. New employeesnot receiving orientation prior tothe
commencement of employmentwill report to Human Resources on the first day of their
employment, unless Orientation can be arranged prior to the commencement of employment.
When the employee arrives, Human Resources will guide the employee through the process
of completing all paperwork required for employee file set-up, benefits enrollment and payroll
enrollment.
Part 2: General Corporate Orientation (Human Resources)
Human Resources must provide a detailed orientation for the new employee on the general
corporateoverviewdefined as:
Part 3: Health and Safety Orientation (Human Resources, Supervisors and/or Managers)
Human Resources shall provide a Health & Safety Orientation in accordance with Health &
Safety Procedure # 7-01-01.
Part 4: Union Orientation (as per the governing Collective Agreement)
Employees in unionized positions are to receive an orientation as outlined in their collective
agreement. If requested, a union representative will be present.
23
Page of
Page 11 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Part 5: Accessible Workplace
Human Resources will reviewthe policies andwill provide a detailed orientation on a semi-
annual basis for the new employee(s)explaining the Townships policieson Accessibility
Standards, Customer Services and Communications when deemed necessary.
Part 6: Workplace Set-Up and Orientation (Supervisorand/or Manager)
Supervisorsand/or Managersmust provide a detailed orientation for their new employee in
Orientation Program Checklist Form
their respective workplacesas outlined in the , where
applicable.
Part 7: Job Specific Orientation (Supervisor and/or Manager)
Supervisors,Managersand/or Directors must provide a detailed orientation for their new
Orientation Program Checklist Form
employee in their workplaces as outlined in the ,
where applicable.
Refer to POL-HR-2.03 Orientation Program Checklist Form within Section 9 of the
Human Resources Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 12 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.04
SubjectEnacted by Council:
Probationary Period
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte thatoutlines a specified period of time
used to determine anemployees skill in performing his orher duties and ability to adjust to
the working environment. It is intended to assist the employee to identify strengths and gaps
in hisorher job performance and to develop remedial strategies if necessary.
2.Scope:
This policy applies toall full-time and part-time employeesat all locations of the Corporation.
Where any provision of this policy conflicts with the terms of the collective agreement, the
collective agreement will prevail.
3.Policy:
All newly hired employees are subject to a probationary period from the date of hiring.
Permanent appointment as an employee of the Township of Oro-Medonte is conditional upon
satisfactory performance during theformal probationary period.
Purpose and Length of Probationary Period
A probationary period ofone hundred and twenty (120) days, or six (6) months, worked
applies to all Bargaining Unit Excluded full-time employees within the Corporation.A
probationary period of ninety (90) days or three (3) months applies to all Part-time and
Bargaining Unit Employees. This period provides a mutual period of evaluation. It gives the
employee an opportunity to decide whether or not they are suited foremployment with the
Corporation. At the same time, it allows the Corporation time to decide whether the
employees work habits, skills and ability, and attendance meet the Corporations
requirements. All employees hired prior to the effective date of this policy will maintain their
current probationary status.
13
Page of
Page 13 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Notice During Probationary Period
Employees are free to resign during their probationary period by providing the Corporation
two (2) weeks written notice.
The Corporation may releasethe employee without notice during the employees
probationary period if management determines that the employees work habits and/or
performance are not acceptable.
Extension of the Probationary Period
The employees Director, Supervisorand/or Manager, in consultation with Human Resources,
may decide, in writing, to extend the probationary period of the employee based on the
employees work habits and/or performance. The probationary period may be extended up to
an additional sixty (60) days, one timeonly.
Probationary Period When Moving From One Position to Another
If an employee is moving from one position to another within the Corporation, the employee
maybe required to serve an additional probationaryperiodas may be determined during the
recruitment process.
Impact of Probationary Period onSpecific Conditions of Employment
The probationary period which an employee is required to serve may impact the employees
entitlement to benefits and eligibility for job application.
Probationary Performance Reviews
All probationary employees will receive regular feedback on their performance during their
probationary period, in addition, a formal written performance appraisal shall be completed
prior
to the conclusion of their probationary period.The performance feedback will be
maintained in the employee file and form part of the employees permanent record.
At the same time as the performance appraisal,a decision is to be made about continued
employment of the employee. At the discretion of the Senior Manager, additional counseling,
with documentation, may occur during the probationary period.
When the probationary performance of the employee does not meet the standards that are
required, the employee is dismissed. Dismissal of the employee, during or at the close of the
probationary period takes place after a full review of the employees performance and a
written appraisal.
Probationary Performance Reviews of Promoted Employees
Promotion is the appointment of an employee to a new or vacant position requiring increased
competency and responsibility. Promotion is based on educational qualifications, experience,
and an evaluation of the employees ability to meet the requirements of the new position.
23
Page of
Page 14 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Should a promoted employee not successfully complete the probationary period, the
employer shall have the option to:
Transfer the employee to a position equivalent to that previously occupied, provided
that he orshe is qualified for that position, and that such a position is available within
the organization
Return the employee to the position which he or she occupied prior to the promotion
provided the position is still available;
or,
Dismiss the employee, given just cause.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 15 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.05
SubjectEnacted by Council:
Personnel Files
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the guidelines for
retaining personnel files for all Township employees and the release of employee information.
2.Scope:
This policy applies toMembers of Council all full-time, part-timeand contractemployeesand
volunteer firefightersat all locations of the Corporation.
3.Policy:
Personnel file(s)will be maintained for each full-time, part-time and contract employee and
volunteer firefighterworking for the Corporation.Informationwill be maintained in the file(s)
and released from the file(s)in accordance with legislation relating to record retention and
privacy of information.
Personnel files may not be removed from Human Resources. Employees may have access
to their personnel file(s)upon written request; however,at no time will original documents
which comprise part of the file be released to the employee, or any representative of the
employee. In addition, if the employee chooses to review the content of his or her personnel
file, the file must be reviewed by the employee in the presence of a Human Resources
Representative.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 16 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.06
SubjectEnacted by Council:
Identification Badges/Name Tags
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which outlines a photo identification
system that effectively and efficiently identifies any individuals who are employed by the
Corporation. Proper identification helps to ensure a safe and secure workplaceenvironment
forTownship employees, as well as promoting efficient customer services to the public.
2.Scope:
This policy applies to all employees who operate withinand out of the Townships
Administration Centre. Any staff who operate outside of the Administration Centreare to
follow the Visitor Policy when entering the Administration Centre.
3.Policy:
Guidelines
a)All employees are issued a photo identification badge bearing theirname, photograph
and position as well asa magnetized name tag.
b)Human Resources will be responsible for the issuance of an identification badge(by
Information Technology)and name tag to the employee as soon as possible following
commencement of employmentwith the Corporation.
c)Employees are required to wear their identificationbadge/name tagat all times when
on the Corporations premises.
d)Employeesmust wear their identificationbadge/name tagin a place that it can be
readily seen and identified by the public.
e)The employee identification badge/name tagmust not be altered in any way and must
be worn in a manner in accordance with applicable health and safety legislation.
f)Employees are issued a lanyard with a breakaway cord and clip to be worn with the
identification badge. Employees may wear their photo identification badge with a
12
Page of
Page 17 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
lanyard/clip of their choosing, however, the lanyard must have a breakaway cord and
be in keeping with this policy.
g)Lost identification badges/name tagsare to be immediately reported by the employee
to Information Technologyso that a replacement can be issued.
Building Officials, Environmental Services Technicians and Municipal Law Enforcement
Officers shall be excluded from wearing a Photo Identification Badge provided they are
wearing their full uniform as issued by the Township and they produce their Township issued
photo identification upon request.Transportation Services Employees shall be excluded from
wearing a Photo Identification Badge/tag provided they are wearing their full uniform with
their name proximately displayed as issued by the Township.
NON-COMPLIANCE:
AnyTownshipemployee who fails to wear the required identificationbadge/name tag while
Discipline
on the Corporations premises will be subject to discipline, according to the policy
POL-HR-7.02
(refer to ), at the discretion of their respective Supervisor and/or Manager.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 18 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.07
SubjectEnacted by Council:
Drivers License Abstracts
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte wherein the Corporation shall obtain a
all
valid drivers license abstracts of employees of the Township.
2.Scope:
This policy applies to allfull-time,part-time, contract and studentemployees, as well as
Township volunteers and Volunteer Firefighters at all locations of the Corporationwhere
there is potential for the individual to operate a municipal vehicle.
3.Policy:
valid every
The Corporationshall obtain adrivers abstract for employee of the Township on
a quarterlybasis, and where it is deemed appropriatemore often, at the discretion of the
Corporation. This discretion shall not be exercised in bad faith.
The Corporation requires that all employees who are required to operate vehicles and
equipment owned, leased, or rented by the Townshipmust hold a valid and appropriate class
of drivers license, prior to operating Townshipvehicles and equipment either as a regular or
occasional part of their job.
Guidelines
a)Valid Drivers License
Highway Traffic Act
The Province of Ontario, under the authority of the , requires each
person to have a valid drivers license to operate a vehicle. The Province of Ontario
can suspend a drivers license for various reasons. The Township,as a responsible
Corporation using both private and corporately owned equipment, requires staff to
provide verification of a proper valid license. Therefore, all employees who drive
Townshipvehicles (whether ownedorrented; or, employees who are required to use
their personal vehicle for Townshippurposes), shall at all times be in possession of a
valid drivers license with the appropriate class.
12
Page of
Page 19 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
b)Pre-Hire Drivers License Checks and Offer of Employment
A Driver position is held by an employee whose primary job function as outlinedin the
job description requires a valid drivers license specific to the vehicle or equipment
operated(e.g., Class A-Z endorsement, Class D-Z endorsement, Class G).
The employment offer for any Driver position is contingent on a satisfactory Drivers
Abstract, which must be provided toHuman Resources by the potential employee.
If a potential Driver employee who is required to operate Townshipvehicles and
equipment has a suspended license for any reason, the offer of employment shall be
rescinded.
c)License Suspension, Downgrade or Cancellation
An employee must report immediately, in writing, any suspension, revocation or
downgrading of their drivers license to their Supervisor and/or Manager. Failure to do
so willresult in discipline, up to and including, discharge.
An employee as part of their employment contract must keep in good standing a valid
drivers license. If the employees license is suspended or revoked and the employee
cannot meet the job requirements, the employee may be terminated.
Individual cases will be reviewed by the Chief Administrative Officer, Human Resources and
the EmployeesSenior Manager.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 20 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
gh
Department/SectionPolicy #
Human ResourcesPOL-HR-2.08
SubjectEnacted by Council:
Exit Interviews
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte outlining the Corporations intent to
conduct exit interviews with employees who have chosen to leave the Township. This is done
as a means to gather information regarding why the employee has left the Township, as well
as what might be done to improve operations and management in order to promote retention
of personnel.
2.Scope:
This policy applies to all employees at all locations of the Corporation. Where any provision of
this policy conflicts with the terms of the collective agreement, the collective agreement will
prevail.
3.Policy:
Voluntary Exits
All full-time employees voluntarily exiting the Corporation, will be asked to participate
in an exit interview particularly when the exiting employee belongs to a job category
where there is a high employee turnover.Volunteer Firefighters mayalso be asked to
participate in an exit interview.
The exit interview is to be conducted by Human Resources.
All departing Senior Managersshall be offered an exit interview with the Chief
Administrative Officer or Human Resources.
Involuntary Exits
In the case of involuntary separation, it is not necessary to ask the exiting employee to
participate in an exit interview; however, if it is the decision to request an exit interview,
the terms of this policy will apply.
12
Page of
Page 21 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Information that is gathered will be compiled and provided in aggregate form to the Senior
Manager of each departmenton an annual basis, along with information pertaining to trends
that have been identified,and recommendations from Human Resources,where appropriate.
Areport will be submitted to the Chief Administrative Officerannually summarizing the data
gathered from the exit interviews and any indications or conclusions that can be drawn from
the data, and report on actions taken by management to correct any identified issues.
Responsibility:
Human Resources
Provide consistent and timely handling of the exit interview process;
Contact employees voluntarily exiting the Corporationto request and encourage them
to participate in an exit interview;
Conduct the exit interview no more than two (2) weeksprior to the last day of work;
In instances where the employee declines to participate in an exit interview, the
Exit Interview
employee will be requested and encouraged to complete an
Questionnaire POL-HR-2.08-Form 1
(refer to );
Exit Interview
In instances where the exiting employee prefers to complete an
QuestionnairePOL-HR-2.08-Form 1
(refer to ),the questionnairecan be forwarded to
the employees home address and returned in a pre-addressed envelope stamped
confidential;
Unless otherwise agreed to, information obtained will be shared with therespective
Senior Manager;
Retain documentation of the information in a confidential file and/or data base in
Human Resources; and,
Follow-up on suggested areas of improvement (policies, practices and procedures) as
well as workplace relationships and act upon them,as required.
Supervisors
Provide exiting employees time away from work responsibilities, and/or away from
their work siteif required, to participate in the exit interview, provided operational
requirements are not unreasonable affected.
Refer to POL-HR-2.08 Exit Interviews Form within Section 9 of the Human Resources
Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 22 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-2.10
SubjectEnacted by Council:
Employee Credentials
Motion #
1.Purpose:
To establish a policyfor the Township of Oro-Medonte that outlines the requirements for all
new and existing employees with respect to employee credentials.
2.Scope:
This policy applies to current and perspective full time,part-timeand contract employees as
well as Volunteer Firefightersat all locations of the Corporation.
3.Definitions:
Employee credentials includes, but is not limited to:
Diplomas/Degree(s)
Certification(s)
Training
Certificate(s)
Licenses
4.Policy:
Prior to the commencement of employment,and as a condition of the offer of employment all
prospective employees will be required to provide a copy of their credentials, as outlined
within their application (resume) for employment.All copies will be included in permanent
employment records with Human Resources.
All existing employees,are responsible and accountable to ensure that copies of all their
credentials for both current andnewly acquired,are included in their permanent employment
record with Human Resources.
Anyemployee participating in training while working for the Township of Oro-Medonte as a
condition of continued employment, shall be responsible to ensure a copy of all training
12
Page of
Page 23 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
certificates and documentation is submitted to Human Resources for inclusion in their
permanent employment record with Human Resources.
The Township reserves the right to request the original documentation for review.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 24 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.01
SubjectEnacted by Council:
Position Authorization
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that ensures that all vacant and/or
newly created positions within the Corporation have prior written approval before they are
filled and are subject to a position authorization process.
2.Scope:
This policy applies to allfull-time and part-timeemployeesat all locations of the Corporation.
Where any provision of this policy conflicts with the terms of the collective agreement, the
collective agreement will prevail.
3.Policy:
The Corporation ensures that any vacant and/or newly created position which is filled has
been given prior consideration in the planning and budgeting process, and will not exceed the
staffing complement.
Guidelines
a)For the purpose of this policy, the staffing complement is defined as the number of
personnel in any departmental position, which has been approved through the
planning and budgeting process for the current business cycle.
b)Human Resources will be responsible for maintaining accurate records relating to the
Corporations staffing complement.
c)The Chief Administrative Officer may approve a temporary appointment over and
above this complementfor a period not more than twelve(12) months to provide for
reliefcoverage required due to illness, vacation, or other extended leaves and for
coverage during a large departmental project.
d)The Senior Managermust have the CAO and Council approve any requests to
increase the complement beyond that which has been budgeted for.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy bycompleting POL-HR-1.01-Form 1.
11
Page of
Page 25 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.02
SubjectEnacted by Council:
Job Descriptions/Position Mandates
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that clearly outlines the structure and
responsibilities associated with each position existing within the Corporation.
2.Scope:
This policy applies to all full-time, part-time, contract and student employees, as well as
Township volunteers, at all locations of the Corporation. Where any provision of this policy
conflicts with the terms of the collective agreement, the collective agreement will prevail.
3.Policy:
The Corporation provides the following guidelines regarding the composition, development
and maintenance of job descriptions/position mandates.
Guidelines
Human Resources is responsible for the management of all processes relating to the
development and administration of job descriptions/position mandates.
A current job description/position mandateis to be maintained for eachpositionemployed by
the Corporation.
The job description/position mandatewill include the following job-related information:
-A general description of the services that the position provides;
-Qualification requirements in terms of experience, educations, skills, knowledge
and abilities;
-A list of the job duties, which are to be performed and are not listed in order of
priority;
-General responsibilities;and,
-Organizational relationships.
12
Page of
Page 26 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Employees will be required to acknowledge the content of their job description by signing the
appropriate acknowledgement. Such acknowledgement will become a component of their
employee file.
Review of Current Job Descriptions/Position Mandates
All job descriptions/position mandateswill be reviewed as required.
The employees job description/position mandateis to be reviewed jointly by the employee,
the employees Supervisorand/or Managerand Human Resources. Human Resources will
review to ensure corporate consistency and to determine if the changes are significant
enough to warrant that the position be submitted to the job evaluation committee for re-
evaluationand.
All revised job descriptions/position mandatemust be approved by the respective Supervisor
and/or Manager, Senior Manager and Human Resources prior to undergoing job evaluation.
Development of Job Descriptions/Position Mandatefor New Positions
The approval process for any new position must include the development and approval of a
job description/position mandate. The Supervisorand/or Managerof the new position will be
responsible for developing the job description/position mandatein conjunction with the
respective Senior Manager andHuman Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 27 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.03
SubjectEnacted by Council:
Job Postings
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines theguidelines that the
Corporationwill follow when posting a job vacancy.
2.Scope:
This policy applies to the job postingprocess for all bargainingunitexcluded job vacancies at
all locations of the Corporation.
3.Policy:
The Corporation believes in promoting employees from within and has established ajob-
posting program to give all employees an opportunity to apply for positions that they are
interested in and for which they are qualified.
Job Posting Guidelinesand Procedures
a)Content
The job posting will normally include the title,the minimum hiring specifications, the
essential job functions, the closing date of the posting, and the specific location and
person to whom applications should be forwarded.
The job posting will be prepared using information from a current job
description/position mandate.It is the responsibility of Human Resources in
consultation with the respective Supervisor and/or Manager to ensure that the job
description/position mandateis current and therefore appropriate for use when
preparing the job posting.
b)Length of Posting
Non-union positions will be posted for a minimum period of twenty-one(21)daysor
such other time as may be deemed appropriate.
12
Page of
Page 28 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
c)Preparation and Authorization
All job postings are to be authorizedby the CAO and prepared and released by
Human Resources.
d)Maintenance and Recording of Postings
Human Resourcesis responsible for ensuring the job posting is posted on all
designated bulletin boards on the day of the posting and is removed following the
closing date of the job posting.
Human Resources will maintain a record and copy of all job postings. A copy of a
specific job posting will be provided to employees upon request.
e)Consideration of External Candidates
Notwithstanding the above, where it is deemed appropriate, the Corporation reserves the
right to advertise the posting for a job vacancy both internally and externally at the same time.
In addition, the Corporation reserves the right to either fill the vacancy from outside sources,
if there is no satisfactory applicant. Or,to withdraw the posting at any time including after the
termination of the twenty-one(21) day posting period. The Corporation in its sole discretion
will ultimately determine who fills the vacancy.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 29 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.04
SubjectEnacted by Council:
Job Applications
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the guidelines to be
followed by applicants when applying to Township job postings.
2.Scope:
This policy applies to the job application processfor all job vacancies at all locations of the
Corporation. Where any provision of this policy conflicts with the terms of the collective
agreement, the collective agreement will prevail.
3.Policy:
Employee Application to Job Posting Guidelines and Procedures
The employee is responsible for monitoring job postings.
The employee is responsible for fulfilling the application requirements by the
application deadline date in order to be considered a potential candidate.
a)Eligibility
To be eligible to apply for a posted position, the employee must meet the following
Please note that these are the requirements for applying to a position, and are
requirements (
not the determining factors in making the selection decision
):
Meet the job requirements stated on the job posting.
Be presently able toperform the jobs essential functions, with or without reasonable
accommodation.
Be an employee in good standing in terms of overall work record, including
performance reviews and record of discipline.
12
Page of
Page 30 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Worked a minimum of one hundred and twenty (120) days, or six (6) months, in their
POL-HR-
current position &successfully completed their probationary period. Refer to
2.04Probationary Period
for policy on .
b)Employees are excluded from applying for a job posting for the following reason(s):
The employee has not completed their probationary period in their current position.
The employee has received an unsatisfactory performance review in the six(6) month
period preceding the date of the job posting.
The employee has received a written warning accompanied by a suspension, and/or,
has received a written termination warning accompanied by a suspension in the twelve
(12) month period preceding the date of the job posting.
c)Supervisor and/or Manager Notification
The employee is not required to notify his or her Supervisor and/or Manager when
applying for a posted position. However, if it is determined by Human Resources that
the employee meets the qualifications as set out in the job posting and the employee
will be invited to proceed into the job competition, at which time it will be the
responsibility of the employee to inform their Supervisor and/or Manager that they are
officially involved in a job competition for an internal job posting.
d)Deadline and Receipt of Applications
All applicants must file the application with Human Resources during the posting
period and no later than the closing date and time appearing on the job posting.
In the event where there are no internal applications received by Human Resources
within the posting period, Human Resources will proceed with external candidates, to
the exclusion of all internal employees, regardless of their qualifications to perform the
job posted.
Considering the impact of these clauses in this policy, it may have an impact on the
employees eligibility to be considered for a job posting, and therefore their opportunity
to be placed or promoted into a position within the Corporation, it is critical that
employees monitor job posting boards carefully and ensure that any application made
to a job posting is received by Human Resources within the posting period.
e)Determination of Eligibility of Applicants
Human Resources in consultation with hiringManager is responsible for determining
which applications will go forward into the job competition based on the eligibility
requirements described in this policy.
Human Resources will proceed with the interviewing and selection phase of the
POL-HR 3.05Interviewing and Selection of
recruitment process. Refer tofor
Applicants.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 31 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.05
SubjectEnacted by Council:
Interviewing and Selection of Applicants
Motion #
1.Purpose:
To establish a Policyfor the Township of Oro-Medonte that demonstrates the Corporations
commitment to the interviewing and selectionof qualified applicants;while abiding by
consistent, fair and equitable hiring practicesand ensuring legal compliance is achieved.
2.Scope:
This policy applies to the interviewing and selection of candidates for non-bargaining unit
positions atall locations of the Corporation.
3.Policy:
The Corporation believes that by using consistent, fair and equitableinterviewing and
selection procedures, which are in compliance with current Human Rights Legislation and
based on bona fide job requirements, the Corporation will select the candidate most closely
meeting the requirements of the job in an impartialmanner, while at the same time meeting
the business objectives of the Corporation.
For the purposes of this policy, hiring and selection of Township employees will be based on
qualifications including skills, abilities, education, experience, values andattitude, without
regard to any prohibited grounds of discrimination. Prohibited grounds of discrimination shall
be defined as race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex
(including pregnancy), sexual orientation, age,marital status(including same sex) ,family
status, disability, the receipt of public assistance, record of offences, gender identity or
gender expression,as outlined in the Human Rights Code.
Guidelines for the Interviewing and Selection of Applicants
Preparing for Interviewing and Selection
POL-HR-3.03
All positions must be posted in accordance with the procedures set out in on
Job Postings
prior to the interview and selection process proceeding. Human Resources,in
conjunction with the Supervisor and/or Manager of the vacant position, will be responsible for
preparing for the interview and selection process by determining the interview questions and
14
Page of
Page 32 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
any tests to be administered. When time permits this process must be undertaken prior to the
posting of the vacancy to help ensure the objectivity of the interview and selection process.
Human Resources in conjunction with the Hiring Manager willpreparetheinterview
questions, all of which must be directly related to the bona fide job requirements of the
position being interviewed for.
Prior to the interview, Human Resources andthe Hiring Manager will prepare Screening
Criteriato be used during the interview and selection process. Only Human Resources and
the Hiring Manager shall screencandidate applications.
The Screening Criteria will contain the following information:
A list of the job requirements to be used in the determination and selection of the successful
candidate for the position, as well as the weight (importance) assigned to each job
requirement. Each and every requirement must be a bona fide job requirement and must be
in compliance with current Human Rights Legislation. These may include but are not limited
to:
Skills and abilities;
Educational requirements and designations;
Licenses or accreditations;
Physical demands;
Equipment operation requirements;
Scheduling requirements such as hours of work and shift rotation; and,
Minimum experiential requirements related to the position (i.e. a minimum of two years
supervisory experience).
The questions that will be presented to candidates competing for the positionmust be
organized in a manner which clearly indicates the bona fide job requirement to which the
question is related. In addition to this, alist of any tests that may be administered as a part of
the selection process, indicating which bona fide job requirement that the test is related to,
and a copy of the test(s),should accompany the Screening Criteria.
Selection Criteria for Successful Candidate
The successful candidate will be the best candidate who most closely meets the
requirements set out in the job posting.
Interviews:
Human Resourceswill be responsible for arranging all interviews related to the job
competition and notifying all participants.
The interview is to be held in a suitable room that will ensure the candidates privacy. Out of
respect for the candidate and the interview process, the interview is to be conducted without
interruption.
24
Page of
Page 33 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
All Interview Committees shall be composed of a minimum of three (3) interviewers including
the Hiring Manager and Human Resources. All interviewers will be responsible for taking
their own notes during the interview and will be responsible for scoring their own interview
sheet. Immediately upon completion of the interview,the interviewerswill fully complete their
individualinterview sheet and mutually discuss the suitability of the job candidate compared
to the position requirements.
Copies of Candidate Applications having been selected for an interview shall be distributed to
the Interview Committee. Such applications are to be held in the strictest of confidence and
are not to be shared with others outside of the Interview Committee.
Positions at the Manager and/or Supervisor Level or Below
The Interview Committee for positions at the Manager and/or Supervisor Level or below shall
include the Department Senior Manager, Human Resources and one other Senior Manager
or Manager at the discretion of the Department Senior Manager.
Positions of the Senior Management Team
The Interview Committee for a Senior Manager shall include one (1) member of Council(HR
Committee), Chief Administrative Officer, Human Resources and one other person at the
discretion of the Chief Administrative Officer.
Position of Chief Administrative Officer (CAO)
st
The Interview Committee for the 1interview for aChief Administrative Officer shall include
nd
three (3) members of Council, two (2) Senior Managers and Human Resources. The 2
Interview Committee shall be comprised of all Members of Council and the Staff members
st
included in the 1interview.
Management of Job Competition Files:
Human Resources will be responsible for creating and maintaining a Job Competition File for
each and every job being recruited for. The contents of the Job Competition File will include a
copy of the following:
Job description;
Job posting;
All applications received for the position;
Interview schedules including dates, time, location and attendees;
The Screening Criteria prepared and completed for the position; and,
Declaration of the successful candidate.
All completed interview summaries will become part of the Job Competition Filefor the
position.
Job Competition Files shall be maintained by Human Resources in accordance with the
Townships Records & Retention By-Law.
34
Page of
Page 34 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Human Resources shall be responsible for the notification of unsuccessful candidates.
Reference checks will be conducted by Human Resources on the candidates prior to making
POL-HR-3.10Employment References.
an offer for the position. Referto for guidelines on
Where it is determined that a candidate will be offered the position, the offer will be made
POL-HR-3.12Employment Offers.
following the guidelines in on
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
44
Page of
Page 35 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.06
SubjectEnacted by Council:
Volunteer Firefighter Recruitment
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the processandcriteria
to be followed during the recruitment and selection of volunteer firefighters for Oro-Medontes
Fire & Emergency Services Department.
2.Scope:
This policy applies to allcandidates applying to become a volunteer firefighterforthe
Township of Oro-Medontes Fire & Emergency Services Department.
3.Policy:
The Corporation of the Township of Oro-Medonteis continually committed toproviding a high
degree of Fire & Emergency Services to the community and the travelling public. With that
being said, the recruitment of highly qualified individuals to fulfill volunteer firefighter positions
is of great importance to the Township and is taken very seriously. Thisrecruitment process
is the responsibility of Human Resources,in conjunction with the Fire & Emergency Services
Department.
Volunteer Firefighter Recruitment Process
a)Posting
Postingsindicating recruitment for vacant volunteer firefighter positions will typically be
posted for a period of4-8weeks. The posting will be displayed on the Township of
Oro-Medontes website, in local newspapers,at Township of Oro-Medonte Fire
Stations where volunteer firefighters are required (in appropriate bulletin board areas),
corner stores, distributed via door to door recruitment where appropriate, or anywhere
else deemed to be appropriate.
12
Page of
Page 36 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
b)ApplicantRequirements
All volunteer firefighter applicants must meet the following requirements in order to be
consideredfor mandatory testing:
Reside within Township of Oro-Medonte boundaries;
Hold a DZ license, or be willing to obtain within 1 year;
Minimum of grade 12 or equivalent education;
Not attending a post-secondary institution ona full-time basis;
Minimum of 18 years of age;
No criminal convictions for which a pardon has not been granted; and,
Legally entitled to work in Canada.
**NOTE these applicant requirements may be amended on a case by case basis as
deemed required byconsensus of the Fire Chief, Deputy Fire Chief and Human Resources.
c)Mandatory Testing
All applicants meetingthe position requirements outlined above shall then be required
to undergo mandatory testing which is comprised of 3 components:
Written Examination
OralInterview
Physical Testing
d)Selection
After mandatory testing is complete, selection of volunteer firefighters will be based on
fulfillment of the following criteria:
Commit to approximately 80hours of unpaid training;
Live withinthe responsearea of a specified Fire Station;
Achieve 75% or more on the physical testing component;
Pass both written examination and oral interview;
Pass medical examination;
Pass criminal record check, including vulnerable sector screening; and,
Drivers license abstract with fewer than 6 demerit points.
Once successful candidates have been identified, selection of volunteer firefighters will be
made by Deputy Fire Chief,District Chief of the specified Fire Station being recruited forand
Human Resources.
Human Resources shall be responsible for the notification of unsuccessful candidates
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 37 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.07
SubjectEnacted by Council:
Student Employment and Recruitment
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the terms for all student
employment and recruitment.
2.Scope:
This policy applies to all student employment positionsat all locations of the Corporation.
3.Policy:
Students may be temporarily employed by the Corporation when requiredby business
demand and/or other related business reasons, such as co-operative employment
opportunities associated with a college and/or university programor job shadowing
opportunities associated withhigh school.
The Employment of Students during School Vacation Periods
Any student applying for a position must meet the following eligibility requirements:
a)Eligibility
Educational Status: A student is defined as a person who attended a secondary or
post-secondary educational institution full-time in the school term prior to the vacation
period of the current year and who plans to continue hisorher studies full-time in the
following academic semester of the current year.
Age Requirement: The minimum age requirement is sixteen (16) years of agefor Day
Camp and eighteen (18) for all other positions.
Employment of Relatives: Students who are relatives of current employees of the
Corporation may be employed in a position that does not report directly or indirectly to
a relative employed by the Corporation. Management reserves the right to consider
the impact of any personal relationships occurring in the workplace and take
15
Page of
Page 38 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
POL-HR-3.08Employment of
appropriate action where necessary. Refer to for
Relatives.
Budget Approval and Recruitment Authorization: Any student hired must be hired into
a position that has been approved in accordance with the budgetary and recruitment
POL-HR-3.01Position
authorization procedures of the Corporation. Refer to for
Authorization.
b)Terms of Employment
Obtaining Approval for the Position: The position being recruited for must be approved
and have funding identified through the budgetary process. This substantiation is
required to make sure that the recruitment process begins only for those jobs where
funding has been approvedor notification of grant approval been received.
Organizational Chart: Student positions are not required to be identified on the
POL-HR-2.01 Organization
Corporations organizational chart (as outlined in on
Structural Charts
).
Current Job Description: A current job description is required for the recruiting process
and will be used to create a job posting for the position, inform student applicants
about the job requirements, advertising, and the development of interview questions
and skill testing where required. The job description must be created and approved by
the Supervisor and Human Resources prior to the commencement of recruiting.
Benefits: The only benefits students are entitled to will bestatutory benefits. These
include Employer Health Tax (EHT), Canada Pension Plan (CPP), Employment
Insurance (EI), and Workers Safety and Insurance Board Coverage (WSIB)where
applicable. Students are not entitled to paid sick leave (or any paid leave), non-public
holidays, and benefit plan coverage or safety footwear allowance.
Vacation, Holidays and Overtime: A students entitlement to vacation pay, public
holidays and overtime pay will be in accordance with the Employment Standards Act,
2000, as follows:
Vacation Pay:
4% paid with each payroll.
Holidays: POL-HR-6.01Paid Holidays
Public holidays are as outlined on. The
student must work his or her scheduled days before and after thepublic
holiday in order to be paid.
Overtime:
Overtime is paid at the rate of one and one-half (1.5) times the rate of pay
for each hour worked in excess of the set number of full-time hours that
constitute the regular work week in the department where the student is
employed.
Applying for Alternate Funding:Additional wage-subsidy funding may be available
through organizations such as the HRDC (Human Resources Development Canada).
Where deadlines permit, Human Resourceswill work with the Hiring Manager to
ensure that applications have been submitted for any available student grant program.
25
Page of
Page 39 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
c)Recruitment and Screening of Applications
Recruitment:Human Resources will begin the recruitment process approximately 3
months prior to the commencement of employment.
Contact with Applicants:The contact for receipt of applications and receipt of all
correspondence between the Corporation and job candidateswill be Human
Resources,unless otherwise agreed to.
General, Unsolicited Walk-In Applications: A general student application file will be
maintained by Human Resources and will be available for review by the Hiring
Manager.
Screening:Human Resources will screen applications on the basis of the qualifications
outlined in the job posting.Along with the Hiring Manager, Human Resourceswillalso
determine the need for testing of job-related skills, which may be used as a screening
tool during the recruitment process and they will administer these tests. In addition,
job-related validations such as confirmation of licenses and police checks mayalsobe
required.
d)Selection of Candidates
POL-HR 3.05
Interviews: Interviews will follow the guidelines outlined in on
Interviewing and Selection of Applicants
. If students are away at school, telephone
interviews or video conference (ie Skype) may be an option.
Reference Checks: Human Resources conductreference checks on all final
candidates. A minimum of two(2) reference checks must be completed using the
appropriate reference check form. References must be current or past employersor
supervisors from a voluntary position. Once completed,the reference form is to be
kept in the successful candidates employee file. A job offer cannot be made without
POL-HR-3.10Employment
the completion of reference checks (refer toon
References
).
Job Offers: Upon the receipt of satisfactory reference feedback, Human Resourceswill
proceed to make a verbal job offer and will prepare and forward an employment
POL-HR-3.12Employment Offers
contract to the successful applicant(refer toon ).
Young Worker Orientation: A Young Worker Orientation program is held annually (orr
as required) solely for student employees before their work term with the Township
POL-HR-2.04Orientation Program
begins. Refer tofor guidelines regarding , as the
orientation program components outlined in this policy are essentially the same for the
Young Worker Orientation program (Union Orientation is the only exclusion).
e)End of Summer Work Term
Reference Letters: Upon completion of their summer work term, students may request
reference letters,which are to be created by their respective Supervisor and/or
Manager and approved by Human Resources.
35
Page of
Page 40 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Co-operative Employment Opportunities
A Co-operative Employment Opportunity is an opportunity granted to a student of a post-
secondary education institution. It is based on the understanding that the student will be
returning to school after the opportunity expires to continue studies. The co-operative
opportunity is traditionally a paid opportunity, and must be part of the students educational
requirements while attending an accredited post-secondary educational institution.
For recruiting a co-op position, the Hiring Manager should follow the guidelines set out in the
previous section of this policy.
a)The student must be currently registered in a cooperative program at a post-secondary
education institution and be returning to that institution at the end of their co-operative
placement, unless the co-op occurs at the conclusion of their final school term at that
institution. The students educational institution usually determines the term of the co-
operative placement.
b)Rather than advertising, Human Resourcesand the Hiring Manager may work in
conjunction with the educational institutions cooperative program coordinator, who will
forward applications for qualified candidates, and/or participate in the educational
institutions on campus co-operative recruiting program.
c)Students are paidby the Corporation. The rate of pay for the placement and other
conditions of the students employment must be outlined in an employment contract
and signed by both parties prior to the commencement of the students first day of
employment.
d)These positions are available only to students of post-secondary education institutions
and therefore one hundred percent (100%) of the available positions will be offered to
students ofpost-secondary education institutions.
Job Shadowing Employment Opportunities
A Job Shadowing Employment Opportunity is granted to high school students, providing them
an opportunity to job shadow and learn about work opportunities as part of their educational
program. Placement and term conditions may vary and are determined by theprogram and
educational institution, and must be agreed to by the Corporation. Placement students are
not paid by the Corporation.
a)The student must be currently registered as a full-time high school student who will
return to that educational institution at the end of their job-shadowing placement,
unless the placement occurs at the conclusion of their final school term at that
institution. The term of the job shadowing placement may be other than, or extend
beyond April 1 to Labour Day as stipulated forsummer relief positions.
b)Rather than advertising,Human Resources and the Hiring Manager may work in
conjunction with the educational institutions guidance department to determine the
qualified candidates for such positions, and/or participate in the educational
institutions on site recruiting program.
c)Students are not paid for this type of placement. All references to wages, benefits
and/or alternate funding appearing in this policy do not apply. The conditions of the
students employment must be outlined in a letter of employment agreed to by both
45
Page of
Page 41 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
parties (legal guardian if under the age of 18) prior to the commencement of the
students first day of employment.
d)These positions are for high school students only and therefore one hundred percent
(100%)of the available positions will be allocated to high school students.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
55
Page of
Page 42 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.08
SubjectEnacted by Council:
Employment of Relatives
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which outlines the Corporations
position with respect toa general prohibition on employees having asupervisory role in
relationship to a relative.
2.Scope:
This policy applies to all full-time and part-time employees, as well as Township volunteers,
at all locations of the Corporation. Where any provision of this policy conflicts with the terms
of the collective agreement, the collective agreement will prevail.
3.Policy:
Note‘relative’
: For thepurpose of this policy, ais defined as the parents,step
parents,spouse, same-sex partner, child, step-children, brother, sister, mother-
in-law, father-in-law, brother-in-law, sister-in-law, grandparent, grandchild, niece
or nephew, of an employee or member of Council by blood, marriage or
adoption or as referred to in the Collective Agreement as amended from time to
time.
The Township will avoid any practice that may give rise to conflicts or difficulties for
Supervisors, co-workers, and subordinates when recruiting, maintaining order, maintaining
discipline, and terminating employees when an employee is aware that the Supervisor, co-
worker, or subordinate is a relative of an existing employeeormember of council.
No recruitment of an individual will take place in a Department in which a relative of that
person is a Supervisorand/or Managerof, or may be supervised by, the applicant.
No recruitment of an individual will take place if they are deemed to be a relative of a Council
Member,the Chief Administrative Officer and/or the Chief Administrative Officers
Designate(s)regardless of the position being recruited for.
12
Page of
Page 43 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Recruitment of a relative, other than a direct Supervisor/ Subordinate relationship is
permissible with written permission of the CAOprovided that the Senior Managercan
establish the following:
a)That standard competition procedures were not circumvented;
b)That the applicant is the most qualified;
c)That no undue influence was exerted on the recruiting Supervisor; and,
d)That no potential conflicts or difficulties appear to exist.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 44 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.09
SubjectEnacted by Council:
Employee Relationships in the Workplace
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that provides employees with
guidance relating to personal and/or intimate relationships with fellow employees. The
Corporation reserves the right to consider the impact of any personal and/or intimate
relationship occurringin the workplace and take appropriate action where necessary up to
and including the termination of employment.
2.Scope:
This policy applies to all employees at all locations of the Corporation. Where any provision of
this policy conflicts with the termsof the collective agreement, the collective agreement will
prevail.
3.Policy:
The Corporation strongly discourages personal and/or intimate relationships between
employees due to the potential impact these relationships can have on daily work practices,
and the disruption that can occur in the workplace when these types of relationships become
negative and/or terminate. This Policy is not intended to prevent casual socializing between
management and subordinates or between management employees and peers or between
non-management employees and peers.
This policy distinguishes betweenthree (3) different categories of relationships:
i.Manager/ Subordinate Relationships: this includes relationships between
managers and employees reporting to them, or relationships between managers
and employees in any other subordinate position within the organization.
ii.Manager/ Peer Relationships: thisincludes relationships between managers who
hold the same level of position within the organization.
iii.Relationships between Non-Management Employees.
12
Page of
Page 45 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Definition of Personal and/or Intimate Relationships in the Workplace
Personal Relationship: a relationship that involves more than casual socializing
between two (2) individuals either in private or public.
Intimate Relationship: a relationship marked by very close association, contact, or
familiarity with a person, and ofa very personal or private nature, which is carried
outin either public or private.
Management Relationships with Subordinate
The Corporation discouragespersonal and/or intimate relationships between its management
staff and subordinates reporting directly or indirectly to them, or holding any position in the
Corporation. This applies regardless of whether the subordinate is a management or non-
management employee.
Relationships between management employees and subordinate employees in the
Corporation prevent management from managing in a positive, objective and responsible
manner and can have a negative impact on employee relations throughout the Corporation.
Management Relationships with Peers and/or Relationships between Non-Management
Employees
These relationships are strongly discouraged by the Corporation for reasonsset out above,
namely, disruption to the workplace and negative impacts on employee relationships in the
workplace. TheCorporation reserves theright to consider the impact of any such personal
and/or intimate relationship, and to take appropriate action when necessary up to and
including the termination of employment.
Questions and Interpretation
Questions regarding the interpretation, application and the consideration of any exceptions
are to be directed to Human Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 46 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.10
SubjectEnacted by Council:
Employment References
Motion #
1.Purpose:
To establish a Policy for the Township ofOro-Medonte that outlinesthe guidelines to be
followed when conducting reference checks prior to making an offer of employment to an
appicant, and when providing a reference for former or current Township employees.
2.Scope:
This policy applies to all full-time and part-time employees,as well as Township volunteers
(where deemed appropriate by Hiring Manager), at all locations of the Corporation.Where any
provision of this policy conflicts with the terms of the collective agreement, the collective
agreement will prevail.
3.Policy:
The Corporation will conduct reference checks prior to making an offer of employment to an
applicant. Only qualified applicantss who receive acceptable references will be considered for
employment, at the discretion of HumanResourcesand the Hiring Manager.
Guidelines
a)All reference checks will be conducted by Human Resources.
b)Human Resourceswill conductreference checksfor all applicants being considered for
placement. All positions, including volunteer positionswhere it has been deemed
appropriate, require reference checks.
c)In the case of external applicants, a minimum of two (2) previous employers will be
contacted for references.
d)Candidates for the position will be asked to sign a written release granting permission
POL-HR-3.10-Form 1
forthe Corporation to conduct reference checks. Refer to for
Reference Check Consent Form
.
12
Page of
Page 47 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
e)When conducting a reference check on a potential employee,Human Resources will
request a confirmation of the following information only:
i.Verification of information provided on the written application and/or resume.
ii.Verification of position title(i.e. position held by reference).
iii.Verification that the candidate has been previously employed by the Corporation,
and the results of that employment.
f)References obtained by Human Resources on behalf of the Hiring Manager will be
shared with all parties involved in the hiring decision to assist in the hiring decision.
g)Any management or other employee receiving a request to act as a reference for a
current or former employee must ask that the request be forwarded to Human
Resources who is responsible for confirming employment information relating to current
and former employees.
h)When providing references for a former employee, Human Resources will be able to
confirm the following information only:
i.Position title; and,
ii.Date of hire and/ or departure from the organization.
Information over and above this will not be provided, unless written in a reference letter
by Human Resources or inthe case of a Supervisor and/or Manager for a student.
Refer to POL-HR-3.10 Employment References Form within Section 9 of the Human
Resources Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 48 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.11
SubjectEnacted by Council:
Criminal Record Check/
Motion #
Vulnerable Sector Screening
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that acts as a precautionary measure
designed to confirm that employees or volunteers of the Corporationdo not have a criminal
history, which could potentially make them unsuitable for employment orengagement in
positions of trust. This Policyassists the Corporation by ensuring the safety and well-being of
people who are receiving Township services and aids in the protection of the Township
against financial or other loss.
2.Scope:
This Policy applies toall full-time, part-time, contract,student employees, volunteer
firefightersas well as Township volunteers(where deemed appropriate by the Hiring
Manager and Human Resources),at all locations of the Corporationexcluding Council
appointed Committees and Advisory Boards Members. Where any provision of this Policy
conflicts with the terms of the collective agreement, the collective agreement will prevail.
3.Policy:
Guidelines
All applicants and/orvolunteers shall beinformed of the Townships policy regarding a
mandatorycriminal record check for prospective employees and/orvolunteers, aged
eighteen (18) and over.
Responsibility
After an offer of employment is made, all prospective employeesand/or volunteersare
required to apply fora criminal record check with the Ontario Provincial Policedetachment
responsible for the jurisdiction where they live or Municipal Police Force.
Any prospective employees and/orvolunteersresponsible for the well-being of one or
more children or vulnerable persons is also required to obtain a vulnerable sector
13
Page of
Page 49 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
screening from the Ontario Provincial Police detachment or Municipal Police Force
responsible for the Townships jurisdictions.
Once the criminal record check/vulnerable sector screeningis complete, the Ontario
Provincial Police will provide the prospective employee and/orvolunteer with a certificate
or other document indicating the results of the check.
The prospective employeeand/orvolunteer is responsible for providingthe original
criminal record check/ vulnerable sector screening document to Human Resources
immediately after it is obtained. If the check will take more than two (2) weeks to
complete,it is the prospective employee and/orvolunteers responsibility to provide, or
arrangefor the provision of, official written or verbal documentationconfirmingsuch.
Cost
Any costs associated with obtaining a criminal record check/ vulnerable sector screening
shall be borne by the Corporation, upon submission of receipts.
Criminal Convictions
Ifaprospective employee and/orvolunteer has criminal convictions for which a pardon
has not been granted, outstanding/ pending criminal charges, probations, prohibitions, or
other judicial orders in effect, it is at the discretion of the Chief Administrative Officer, in
consultation with the appropriate Senior Managerand Human Resources, to determine if
the prospective employee will be excluded from employment with the Corporationbased
on the results of the criminal record check.
A criminal conviction for which a pardon has not been granted, outstanding/ pending
criminal charges, probations, prohibitions, or other judicial orders in effect do not
automatically exclude a prospective employee from employment with the Corporation.
The following extenuating circumstances may be considered when a criminal record
check reveals a criminal conviction, charges, probations, prohibitions, or other judicial
orders in effect:
i.The specific duties and responsibilities of the position in question, and the relevance of
the criminal convictions, charges, probations, prohibitions, or other judicial orders in
effect to that position;
ii.The potential risk posed to Township elected officials, employees, residents,
volunteers, property/ equipment, or the public it serves;
iii.The period of time since the criminal convictions, charges, probations, prohibitions, or
other judicial orders; and/or,
iv.Any rehabilitative or other efforts undertaken relating to the criminal convictions,
charges, probations, prohibitions, or other judicial orders in effect.
23
Page of
Page 50 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Written Offer of Employment
A written offer of employment or avolunteer position offer is conditional upon the
Corporations acceptance of a submitted original criminal record check/ vulnerable sector
screeningcertificate or other document provided by the police force detachment.
A written offer of employment shall be deemed null and void if:
i.The prospective employee/volunteerfailsto apply for a criminal record check within
five (5) working days of the verbal offer of employment;
ii.The prospective employee/volunteer appliesfor a criminal record check/ vulnerable
sector screeningbut choosesnot to submit the results to Human Resources
immediately (an extension may be granted for a criminal record check that requires
additional processing time; confirmation of this extension must be confirmed by the
Ontario Provincial Police); or,
iii.The results of the criminal record check/ vulnerable sector screeningindicate that the
prospectiveemployee/volunteercannot be considered for employment.
Any person regardless of age by the virtue of their positionthatis responsible for the
well-being of one or more childrenor vulnerable persons is required to obtain a criminal
reference check and vulnerable sector screening every other yearas a condition of their
continued employment.
Ontario Human Rights
This Policy shall be enforcedand applied in accordance with the
Code
and all other applicable statutes or regulations.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 51 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-3.12
SubjectEnacted by Council:
Employment Offers
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the guidelines to be
followed by both the Corporation regarding offers of employment.
2.Scope:
This policy applies to job offers made by the Corporation for all non-bargaining unitpositions
at all locations of the Corporation.
3.Policy:
It is the policy of the Corporation to provide a letter of employment to all new employees. The
letter of employment will act as clear evidence of the agreement, which has been made
between the two (2) parties. The letter of employment may cover any number of provisions,
depending on the nature of the employment and is assumed to be in addition to any
legislative obligations which the Corporation has relating to that position.
Guidelines
a)All letters of full-time employment will be authorized andpreparedby Human
Resources and signedbythe Chief Administrative Officer or his/herdesignate.
b)Fixed Term Employment Contracts and Part-time employment offers shall be
signed/executed by Human Resources.
c)The letter of employment will address, but will not be limited to the following
provisions:
i.Purpose of Employment/Position
ii.Start Date/End date (if applicable)
iii.Wage and/or Salary
iv.Benefits
v.Hours of Work
12
Page of
Page 52 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
vi.Probationary Period
vii.Certifications
viii.Vacation/SickEntitlements
ix.Reporting requirements
x.Confidentiality and Code of Conduct
xi.Termination Provisionsif applicable
xii.Compliance with all Corporate Policies
xiii.Any applicable Collective Agreement
d)Human Resources will present all employment offers to the potential employeeon
behalf of the Corporation.
e)The potential employeewill be given a reasonable amount of time to review the
contents of the letter of employment.
f)The successful candidate will sign the letter of employment in the presence of a
witness. The successful candidates signature will indicate his or her acceptance of the
employmentoffer and the conditions as set out in the letter of employment.
g)Both parties will sign two (2) original copies of the letter of employment. One (1) copy
to be retained by the employee and the other copy to be retained byHuman
Resources and filed in the employees personnel file.
h)Employees musthave signed/accepted the letter of employment prior to the
commencement of their first day of employment with the Corporation.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 53 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.01
SubjectEnacted by Council:
Council/Employee Training Opportunities
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that demonstrates the Corporations
commitment to and the benefit of Members of Council and employees enhancing the skills,
abilities and opportunities. The Corporationbelieves that attendance at conferences,
conventions, seminars and workshops enables theworkforce to prepare for the conditions
that are critical to theTownships future health and growth.
2.Scope:
This policy applies to Members of Counciland all employees holding permanent full-time
positions at all locations of the Corporation. The policy covers all training programs initiated
and/or implemented by the Corporation.
This policy does not cover Health and Safety Training, which is covered under a separate
Section 7 Health and Safety Policies & Procedures Manual
policy. Refer toin the. Also
excluded is tuition reimbursement for approved courses taken at post-secondary education
POL-HR-4.02Education & Development Opportunities.
institutions. Refer to for policy on
3.Policy:
Council/Employee Training Opportunities areencouraged in the following areas:
Conferences and conventions;
Workshops and seminars;
Training required to maintain Licenses; Designations; Certifications;
Training required to meet legislative compliance.
An Employee wishing to participate in an Employee Training Opportunity shall complete the
Employee Training Opportunity Request Form (POL-HR-4.01-Form-1)prior to registering. All
sections of the form must be included, including a copy of the agenda or overview ofthe
training opportunity.
12
Page of
Page 54 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
The request must be in advance approved by the appropriate individual as outlined below:
Councilbyby resolution of Council
Chief Administrative Officerby Mayor or Deputy Mayor
Senior ManagerbyChief Administrative Officer
Committee of Council Memberby by resolution of Council
StaffbySenior Manager
The Township,subject to the appropriate budget allocation shall assume all costs associated
Townships
with the Council/Employee Training Opportunity in accordance with the current
Remuneration and Expenses By-Law
including all taxes and/or gratuities. Exclusions
include: spousal expenses, alcoholic beverages and incidental hotel charges such as movie
rentals.
Council Members and Employees are to submit their completed Council/Employee Training
Opportunity Expense Statement for approval bythe above noted individual. Original and
itemized receipts are required for all related expenses, a credit card slip is not considered
acceptable regardless if the charges are on an individuals or Township credit card.
Upon approval the completed Council/Employee Training Opportunity Expense Statement is
to be submitted to the FinanceDepartment for payment.
Attendance at a Council/Employee Training Opportunity is not eligible for overtime or any
other premium payment.
4.Budgetary Commitment
Each department shall provide in its annual budget an allocation for the costs relating to
anticipated participation in training opportunities.
Refer to POL-HR-4.01 Council/Employee Training Opportunities Form1and POL-HR-
4.01 Council/Employee Training Expense Statement Form 2 within Section 9 of the
Human Resources Policy Manual
It shall be the responsibility of allemployees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 55 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.03
SubjectEnacted by Council:
Township Payment of Membership Fees
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte in whichthe Corporationrecognizes
that membership in relevant Professional or Occupational Associations is a benefit to the
Corporation.As such, it agrees to pay, subject to funds availability, membership fees in such
organizations asdeemed appropriate.
2.Scope:
This policy applies to all employees of the Corporation holding permanent full-timepositions,
as well as all Members of Council, at all locations of the Corporation.
3.Policy:
Whereit is determined by the Senior Managerand/orthe Chief Administrative Officer that
membership in a Professional or Occupational Associations is directly related to the
department/ job, or is complimentary to the department/ job and of benefit to the Corporation,
the Corporationwill pay or reimburse, in full (subject to funds availability), all work related
Membership and Association Fees and Licenseswithapproved annualbudget allocations.
Eligibility for Payment/ Reimbursement of Fees
A Professional or Occupational Association must be either:
a)An association in which an employees membership is necessary to retain a
professional certification or designation that is a required qualification of the
position or that is required by statute (e.g. Registered Professional Planner (RPP)
in Ontario Professional Planners Institute (OPPI)); or,
b)An association in which an employees membership is not a required qualification
of the position but is highly desirable from the Corporations point of view:
i.Membership in the association must be intrinsic to the employees regular
duties and responsibilities;
12
Page of
Page 56 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
ii.Membership in the association must yield a direct and tangible benefit to the
Corporation; and,
iii.Membership in the association must be cost effective; that is, the benefit to
the Corporationmust exceed the cost of the membership.
Types of Memberships
There are various types of membership which the Corporationsupports. Foradministrative
purposes, they will be categorized as follows:
a)Corporate Membership
Generally, municipal associations which the Council wishes to belong to/
participate in.
An example would be the Association of Municipalities of Ontario (AMO).
b)Departmental Membership
Generally, municipal or professional associations which relate to the work of the
Operating Department.
Examples include Municipal Finance Officer Association (MFOA), Association
of Municipalities of Ontario (AMO), Ontario Municipal Human Resources
Association (OMHRA), Ontario Good Roads Association (OGRA), Ontario
Parks Association (OPA), etc.
c)Individual Membership
Generally, professional associations which relate to the work of the employee.
In these instances, the membership is often a requirement to maintain a
professional designation. Substitution of membership is not permitted.
Examples include Association of Professional Engineers of Ontario (APEO),
Certified General Accountants Association (CGA), Association of Municipal
Clerks and Treasurers of Ontario (AMCTO), Canadian Institute of Planners
(MCIP),Human Resources Professionals Association (HRPA),Ontario Building
Officials Association (OBOA), Ontario Association of Certified Engineering
Technicians and Technologists (OACETT), etc.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 57 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.04
SubjectEnacted by Council:
Succession Planning
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which ensures continuing success of
the Corporation through the timely replacement oftalent within key/ critical positions.
2.Scope:
This policy applies to all employees of the Corporation holdingpermanent full-time positions
at all locations of the Corporation.
3.Definitions:
Succession Planning:
the process of identifying long-range needs and cultivating a supply
oftalent to meet those future needs. Used to anticipate the future needs of the organization
and assist in finding, assessing and developing the human capital necessary to the strategy
of the organization.
Replacement Chart:
type of organizational chart where possible replacements for key/
criticalpositions are identified.
Key/ Critical Positions:
typically defined as those positions that are key or critical to the
organizations success now and in the future and therefore cannot be left unfilled for any
substantive length of time. The key/ critical positions are identified usingthe following criteria:
Critical strategies, skills and abilities required for the organization today, in 5 years, in
10 years;
Characteristics of the workforce pool required by the organization;
Shortages in specific occupations or skills;
Impact of shortages on the organization;
Employees with skills and knowledge essential to the organization;
Difficulty level of replacing essential employees;
14
Page of
Page 58 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
4.Policy:
a)The CAO, with the assistance of the Senior Management Team will identify, develop
and/or implement the following:
i.Competency, ability and skills requirements for each position within the
organization;
ii.Formalized training and development programs and opportunities; and,
iii.Replacement charts and accompanying documentation(confidential).
b)Directors, with the assistance of Human Resources will identify key/ critical areas and
positions (leadership and technical) within their department or team.
c)Directors and Human Resources will recognize the long lead time required for
development of particular skills sets and ensure this is considered for the appropriate
timing and implementation of training programs.
d)The CAOand the Senior Management Team will assess employees against
requirements for key areas and positions to identifykey/critical talentwithin the
organization and tailor development opportunities, as required.
e)The CAO, with the assistance of the Senior Management Team, will evaluate and
monitor succession and development plans.
f)Council, with the assistance of the CAO, will confirm and approve the succession plan
and implementation process as it applies to the CAO and Director-level positions.
Corporate Selection Criteria:
As a member of the Senior Management Team the
5.
position incumbent employees should meet certain corporate criteria in addition to the
skill requirements of the position for which he/she is being considered.
a)Drive for Results, Achievement of Individual and Corporate Objectives:
Candidates for Senior Management Team positions are expected to exhibit a major
concern for delivering results against plan as well as a sharp awareness of the impact
of their Departments output and the output of other Departments on the Townships
overall operations and service delivery.
b)Managerial Leadership
Candidates should score well on the various factors used to assess managerial
leadership on the part of the Senior Management Team. These factors would include
(but not be limited to): i) ability to make hard decisions, ii) interpersonal effectiveness
(listening skills, ability to generate/build trust, strong communicator, ability to gain
support/buy-in for decisions, etc.), and iii) strategic thinking and corporate-wide vision.
c)High Tolerance for Complex Issues, Anticipatory Skills
At the Senior Management Team level, employees should be able to effectively cope
with increasingly complex municipal issues and to be at ease with multi-purpose
decision-making (e.g., integration of vertical chain of command with special purpose
task forces that cross organization lines). Senior Management employees should also
24
Page of
Page 59 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
possess anticipatory skills and the ability to deal comfortably with uncertainty and
political realities.
d)Commitment to the Township of Oro-Medonte
The candidate should to have evidenced a clear commitment and dedication to
Township. This implies an appropriate balancing in past decisions of what is best for
the individuals personal career and department with what is best for the Township of
Oro-Medonte.
e)Team Leadership
Candidates should be able to excel in situations requiring the teaming of talents to
achieve successful results. He/she would have established a reputation for getting the
best out of members of a work team, making full use of the strengths and talents of the
various team members.
f)Intellectual Scope
The candidate should have the ability to step out of the box, i.e., not be intellectually
limited to his/her area of competency.
g)Mentoring Track Record and Employee Empowerment
Ideally, the candidate would have already shown the ability to increase the Township
of Oro-Medontes intellectual capital by successfully mentoring peers and
subordinates. This competency also includes an understanding and commitment to
the concept of employee empowerment.
h)Life Long Learning
Candidates for the Senior Management Team should have demonstrated the ability to
be life-long learners. It is expected that the candidate would have an intellectual
curiosity and a zest for learning not only in his/her field but also other fields pertinent to
the Townships current and future operations and service delivery.
i)Goodness of Fit with Existing Senior Management Team
The overall caliber of the candidate must be sufficiently high so that he/she clearly
belongs in the company of the best of the current members of the Senior Management
Team. The candidate is expected to contribute to the high standard of qualifications
represented by the current group and not in any way to detract or diminish from the
high standard established.
j)Effective, Positive Relations with Council
The candidate should have the ability to liaise effectively with the Mayor, Deputy
Mayor and Councillors on a day-to-day basis, engendering confidence in
communications (open, transparent) and response to Council issues, concerns and
priorities.
34
Page of
Page 60 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Monitoring
On a regular basis, Human Resources will update the information contained in the
succession plan to account for employee and/or organizational changes.
On an annual basis, the CAOwill evaluate and report the effectiveness of the succession
plan to Council and make any adjustment required.
Responsibilities
CAO
Approving and monitoring the succession plan, including the developmental plans/ programs
needed to ensure a continuing pool of qualified successors; fully implementing the
successionplan throughout the organization; evaluating the effectiveness of the succession
plan; ensuring that succession planning is well integrated with the corporate strategy.
Director
Identifycritical/ key department positions; identifying employees who are ready now or who
havepotential to fill critical/ key positions; implementtraining and development
recommendations; career planning for employees; providefeedback through the performance
management system to employees.
Human Resources
Designeffective succession planning programs, tools and processes; create and implement
training and development plans; integratesuccession planning through all human resources
processes.
Employee
Participatein development and training opportunities; completeactivities required by the
performance management system; understanding that involvement in the succession plan
does not automatically entitle promotions or transfers.
It shall be the responsibility ofall employees of the Township of Oro-Medonte to
ensure that they are aware ofthis policy by completing POL-HR-1.01-Form 1.
44
Page of
Page 61 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.05
SubjectEnacted by Council:
Employee Recognition
Motion #
1.Purpose:
To establish a policy for the Township of Oro-Medonte that outlines a formal method for
acknowledging and appreciating employees for their years of dedicated service to the
Township.
2.Scope:
This policy applies to all active permanent full-time employeesat all locations of the
Corporation.
3.Policy:
The Township of Oro-Medonte believes that loyal and committed employees are the core of
theCorporation. In recognition of their contribution, the Corporationwould like to express its
gratitude by honoring major milestones in an employees service.
Guidelines
An employees service with the Corporationis counted from hisor her date of hire in hisor
her most recent period of continuous employment.Service milestones are based on reaching
the milestone in the period from January to December of the award year.
Human Resources will prepare and release a notice to the Senior Management Team by no
th
later than September30annually, indicating the names, position title and department of
each employee who will complete five (5), ten (10), fifteen (15), twenty (20), twenty-five (25),
thirty (30) and thirty-five (35) years of service in the calendar year.
a)Recognition Awards
Service milestones of 5, 10, 15, 20, 25, 30 and 35 years are recognized. Upon completion
of 5 years of service an employee shall receive a plaque, and upon completion of 10, 15,
20, 25, 30 or 35years, an employee shall receive a gift of their choice withan applicable
value multiplied by the employees years of service. Employees will be provided a
12
Page of
Page 62 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
brochure outlining the choices of reward according to milestone.All rewards will have the
Township crest affixed to the gift. In addition, the employees reaching milestone 10 years
or more will have service stars added to their plaque in recognition of each milestone.
A Quarter Century Club plaque will be displayed in the Township Administration Centre
Lobby recognizing employees that have reached the 25 yearmilestone.
b)Presentation
All employees will be acknowledged by receiving their plaques at the Annual Employee
Holiday Luncheon among their peers including those for 5 years of service or with the
additional service stars. Employees reaching the 10 year milestone will be presented with
their gift of choice.
In addition, for those employees who reachthe 15, 20, 25, 30 or 35 year milestones an
evening presentation with rewards being presented by Members of Council.The
rd
dedicated Recognition Council meeting will be held the 3Wednesday of December with
all staff members, family and friends of the employees receiving rewards invited to attend.
c)Administration
Administration of the long-service recognition program is the responsibility of Human
Resources.
Long service verification is the joint responsibility of theemployee and Human Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 63 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.06
SubjectEnacted by Council:
Volunteer Firefighter Recognition
Motion #
1.Purpose:
To establish a policy for theTownship of Oro-Medonte that outlines a formal method for
acknowledging and appreciating our Volunteer Firefightersfor their years of dedicated
service to the Township.
2.Scope:
This policy applies to all active Volunteer Firefightersat all locations of the Corporation.
3.Policy:
The Township of Oro-Medonte believes that Volunteer Firefighters are aninvaluable
component in the social fabric and are the key ingredient that defines the quality of life in our
community. In recognition of their contribution, the Corporationwould like to express its
gratitude by honoring major milestones in a Volunteer Firefightersservice.
Guidelines
A Volunteer Firefightersservice with the Corporationis counted from hisor her date of hire in
hisor her most recent period of continuous employment.Service milestones are based on
reaching the milestone in the period from January to December of the award year.
a)Recognition Awards
Volunteer Firefighters withmilestones of 5, 10, 15, 20, 25, 30years; and for every 5 years
of service over 30 will berecognized.
b)Township Recognition
The Oro-Medonte service pin will be presented to all firefighters achieving 5 years or more
of dedicated service. Volunteer Firefighters reaching the ranks of District Chief or Captain
will receive a gold service pin and all other Volunteer Firefighters will receive a silver pin.
12
Page of
Page 64 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
A retiring Volunteer Firefighter reaching a minimum of 20 years of service orachieving the
rank of District Chief willreceive either a Township of Oro-Medonte watch, or framed print
with an engraved plate.
A Volunteer Firefighter reaching 20 years of service will be presented with a framed
certificate of appreciation for their years of dedicated service and commitment to the
Township.
c)Provincial Recognition
Government of OntarioFire Services Long Service Medal
The awards the in
recognition of twenty-five years of courageous and faithful service to the citizens of
Ontario in protecting their lives and property from fire.
Government of Ontario
The complements the Fire Services Long Service Medal with a
Service Bar
for every five years of service over 25.
d)Federal Recognition
Government of CanadaExemplary Service Medal
The awards an in recognition of 20
years of loyal and exemplary service to Public Security in Canada. A person who has
been awarded the Medal is eligible to be awarded a Bar in respect of each additional 10
year period.
e)Presentation
Volunteer Firefighters reaching milestones of 20, 25, 30, and for every 5 years over 30,
along with family and friends will be invited to attend an evening presentation with rewards
being presented by Members of Council.
Volunteer Firefighters reaching milestone of 5, 10 and 15 years shall be presented with
their service pin at aVolunteer Firefighter general meeting.
f)Administration
Administration of the long-service recognition program is the responsibility of Human
Resources and Fire & Emergency Services.
Long service verification is the joint responsibility of the employee and Human Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 65 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human Resources POL-HR-4.07
SubjectEnacted by Council:
Receipt of Gifts
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that ensures that the receipt of any
type of gratuitous expression is not detrimentalto the aims of the Corporation.
2.Scope:
This policy applies to Members of Council and all employeesincluding Volunteer Firefighters
at all locations of the Corporation.
3.Policy:
or
a)Any sort of benefaction attained byaTownshipemployee member of Council shall
in its entirety be limited to a total amount of under $100.00.
If a gift of more than the amount stated in this policy is received, it shall be returned to
the sender with an acknowledgement of the return and reference to this policy.
However, ifthe refusal of any gift, hospitality or other benefit will strain the
Corporations business relationship, the Mayor or Chief Administrative Officer may
accept it on behalf of the Townshipwith the appropriate acknowledgement.
or
b)No Townshipemployee member of Council shall place themselves in a position
where they are under obligation to favour an individual or firm.
Employees shall not, under any condition, solicit or accept a gift, present or favour, if it
would place the employee under an obligation to the donor, or that could be viewed as
being given in anticipation of or in recognition of special consideration or influences
upon the employee in the course of their employment.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 66 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.08
SubjectEnacted by Council:
To Recognize Life Events
Motion #
1.Purpose:
To establish a Policy for the Townshipof Oro-Medontethat outlines the Corporations
commitment to providing floral arrangementsand/ordonations as a means of recognizing
certain life events, while offering support during significant times andindicating toCouncil
Members and our employees that they are valued.
2.Scope:
This policy applies to Members of Council and all full-time employeesat all locations of the
Corporation.
3.Policy:
Note: Forthe purposeof this policy,immediatefamilymembersis as outlined in the
collective agreement.
The Corporationmay provide flowersor donation to the charity of the familys choicein the
following situations:
Staff:-Illness when short-term disability takes effect;
-Employee death;or,
-Death of immediate family member, as outlined above.
Council:-Death of Council/Committee Member;
-Death of former Council/Committee Member;
-Death of immediate family member, as outlined above;or,
-Illness when second Council or Committee meeting missed.
Outside:-Illness or death of a retired employee, a prominent citizen of Oro-Medonte, or
any other personat the discretion of the Chief Administrative Officeror the
Mayor on behalf of Council.
12
Page of
Page 67 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
The flowers to be ordered on behalf of the Township of Oro-Medonte shall be $100.00 per
arrangement (including taxes and delivery) or a $100.00 donation to the charity of the familys
choice. No other tributes/ donations should be sent from departmental budgets.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 68 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.09
SubjectEnacted by Council:
Performance Review
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte thatoutlines the guidelines and format
to be followed when conducting a performance review forTownship employees.
2.Scope:
This policy appliesto all employeesat all locations of the Corporation. Where any provision of
this policy conflicts with the terms of the collective agreement, the collective agreement will
prevail.
3.Policy:
Performance reviews are intended to be a constructive and positive experience for
employees. They should be viewed as an opportunity for employees to learn where they
stand relative to their expected job performance and to become involved in determining their
future career development.
Administration Guidelines and Format
Human Resources will be responsible for the administration of the Corporations performance
review system and the development of new performance review system(s) when required.
The performance review process shall be a participatory process with both theemployees
Supervisor and/or Manager and the employee mutually preparing for the review and
providing feedback on the employees performance.
Note:
An employees rating on his orher performance review will impact their eligibility for
salary increases.
Frequency of Review
Feedback is to be provided to Employees, on a on-going basis. Recognition of
successes and areas of improvement must to be communicated regularly.
12
Page of
Page 69 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Upon completing their probationary period, employees will have their performance and
salary reviewed, at minimum, on an annual basis.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 70 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.11
SubjectEnacted by Council:
Acting Pay
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the process for acting
assignments and compensation associated with acting assignments.
2.Scope:
This policy applies only toall non-bargaining unit employees at all locations of the Corporation.
3.Definitions:
Acting Assignment
Acting Assignment is a term used to describe when a qualified person is assigned, on a
temporary basis, to fulfill the duties of another position. The job isdeemed a critical business
need and therefore a person is needed to perform all or most functions of the position.
Acting Pay
Acting Pay is financial recognition for an employee who is formally assigned, for a temporary
period of time, a significant component or all of the duties and responsibilities of a position that
has a higher job rate of pay than the position normally held.
Home Position
Home position refers to the position the employee held immediately prior to commencing an
acting assignment.
13
Page of
Page 71 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
4.Policy:
Guidelines
The appointment of an employee to an acting assignment will be at the sole discretion of
management.
Acting pay is not applied in situations whereby an employee assists a work colleague from
time to time, or where an employee undertakes additional or specialized training, or time
adapting to new processes or equipment.
This policy does not apply to positions where statutory requirements or the job description
recognizes the responsibility to act on behalf of the immediate supervisor i.e. Deputy
Treasurer, Deputy Fire Chief, Deputy Clerk or Deputy CAO as examples. The Chief
Administrative Officer may utilize the provisions of this policy where a temporary vacancy is
created by the prolonged absence of the supervisor beyond four(4) consecutive weeks, and
it is determined that the Township requires the responsibilities to be assigned to another
employee.
Reason for Acting Appointment
An Acting Assignment is made:
During the extended absence of the incumbent employee (i.e. maternity leave,
medical leave);
Before a vacant position is filled;
When organizational demand necessitates additional assistance in a department,
while Management determines the future status of a position, department
restructuring and/or realignment; or
When vacation coverage is required for a position for a period of 20 consecutive
business days or more.
Procedure
Wherever possible or where there are multiple qualified candidates, an acting assignment
should be posted if operationally feasible, however the Chief Administrative Officer may
appoint an employee to an acting assignment at his/her sole discretion.
Compensation during the Acting Assignment
Acting pay may be granted when an employee is assigned to a position at a higher salary
grade level (where the jobrate exceeds the job rateof the employees position. The
employee should receive acting pay equivalent to 10%. The effective date of the acting pay
shall be the commencement date of the acting assignment.
Upon return to the home position, the employee will return to the appropriate salary within
the corresponding salary grade for the home position.
23
Page of
Page 72 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Lateral Acting
Where an employee is acting in a position at the same salary grade, no adjustments shall
apply and the employee will retaintheir same salary.
Acting for a Person on Vacation
Acting pay does not apply when an employee fills in for another employee or supervisor who
is on vacation for a period of 20 consecutive business day or less. Where the assignment is
more than 20 consecutive business days, the effective date of the pay change shall be the
first day of the acting assignment.
Other
At no time shall the person be paid above the established and approved salary range.
During the time an employee is assigned to an acting position, the employeewill retain their
home position but it may be filled temporarily.
The overtime provisions as per the Overtime Policy (POL-HR-04-012) for an employee on an
acting assignment will reflect the overtime provisions for the acting assigned position.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 73 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.12
SubjectEnacted by Council:
Overtime
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the compensation for hours
worked in excess of regularly scheduled work hours.
2.Scope:
This policy applies only toall non-bargaining unit employees at all locations of the Corporation.
3.Policy:
The Township of Oro-Medonte recognizes that tasks and duties must be performed outside
of an employees regularly scheduled work day, this includes extra hours, evening/weekend
meetings and training.
All non-bargaining unit employees shall receive one week (35 hours) in lieu of overtime in
recognition of the anticipated work in excess of their regular work week.
Supervisor(s), Transportation Services will continue to be paid overtime at a rate of time and
one half for any hours worked in excess of their regularly scheduled work week.
st
The week in lieu of overtime will be granted on January 1of each year. Should an employee
leave the Township during the year, the week in lieu of overtime will be prorated accordingly.
t shall be the responsibility of all employees of the Township of Oro-Medonte to
I
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 74 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-4.13
SubjectEnacted by Council:
Mileage Reimbursement
Motion #
1.Purpose:
To establish a policyfor the Township of Oro-Medonte that outlines the parameters for
reimbursement when an employees may be required to on occasion utilize their own personal
vehicle for travel while conducting Township business.
2.Scope:
This policy applies to Members of Counciland all employees including full-time, contract,
part-time, Committee of Council member(s), Township Volunteer(s)and Volunteer
Firefighter(s) (herein after called Employee for the purpose of this policy).
3.Policy:
When an Employee uses their personal vehicle to travel on Municipalbusiness in the
performance of their duties, the employeeshall be reimbursed for the distance travelled at
Remuneration and Expenses By-
the current rate as outlined in the Townshipscurrent
Law
.
The Township does not reimburse for distance travelled from an employees residenceto
Remuneration
their regular place of work (unless permitted under the Townships current
and Expenses By-Law
).
Reimbursed mileage is not a taxable benefit and will not be included in an employees
taxable income or on their T4.
The mileage reimbursement is intended to cover all operating and ownership expenses.
Employees are required to have and maintain appropriate insurance. The Townships
insurance policies do not cover Employees personal vehicles regardless if they are utilized
for Municipal business or not. Should an Employee be involved in a not-at-fault accident
while on Municipal business the Township shall reimburse the Employee the deductible
associated with their personal insurance policy
12
Page of
Page 75 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Reimbursable amounts are paid to the driver only. Passengers travelling the vehicle may not
claim mileage.
Mileage reimbursement costs are calculated by applying the per kilometer rate to the actual
driving distance by using the most direct route.
An Employee submitting a mileage reimbursement must complete the Mileage
Reimbursement Claim Form(POL-HR-4.13-Form-1
).
Employees are to submit their completed Mileage Reimbursement Claim Form for approval in
accordance with the chart below:
Chief Administrative Officerby Mayor or Deputy Mayor
Senior ManagerbyChief Administrative Officer
Committee of Council Memberby respective Senior Manager
StaffbySenior Manager
Upon approval the completed Mileage Reimbursement Claim Form is to be submitted to the
Finance Department for payment.
Refer to POL-HR-4.13 Mileage Reimbursement Form within Section 9 of the Human
Resources Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensurethat they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 76 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.02
SubjectEnacted by Council:
Office Phone Headsets
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the conditions inwhich
Township employees maybe provided with an office phone headsetin order to prevent
musculoskeletal injuries (MSI).
2.Scope:
This policy applies to all employees of the Corporation holding full-timepositions,at all
locations of the Corporation.
3.Policy:
Many Township employees spend significant amounts of time on the telephone, while also
typingand/or take extensive notes on their computer. As a result, the Corporation has
developed an office headset policy designed to improve customer service and ensure that the
health and safety of Township employees is maintained. This policy achieves these
objectivesin that it:
Supports the Corporations core values to be Efficient (Continually improve the quality
of our service provided), while offering Optimum Service (Provide quality and timely
service in a friendly manner); as outlined in the Township of Oro-Medontes Customer
Service-Vision and Values mandate.
Givesemployeesthe opportunity to engage in conversations with hands-free
convenience, allowing interaction with their computer orto engage in other desk-
centered activities in acomfortable andnatural manner.
Helpsavoid neck, shoulderand back pain and reducesthe chance of injury from
squeezing a handset between onesneck and shoulder.
With these objectives in mind,headset usage is recommended when an employee finds
themselves working on the computer and talking on the phone at the same time (telephone
and mouse or keyboard combination).
12
Page of
Page 77 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
As a result, all frontline phone users should be provided with the opportunity to submit a
writtenrequest for an office phone headset to theirrespective Supervisor, ccd to their Senior
Managerand Human Resources. Once there has been dualsign off, an office phone headset
is authorized for that particular employee.
Information Technologyshall determine the type of headset and will order and maintain
headset(s). Ifa wireless headset is utilized, the employee is to only use it while at their work
station, customers are not to be served while wearing a headset. (Customer Service
Representative is excluded from this requirement under this policy)
An employee requiring an ear piece for the purpose of listening to voicemail messages
through the email system, training, and transcription/review of Township audio files, shall be
issued a single wired ear piece through Information Technology.
It shall be the responsibilityof all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 78 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.03
SubjectEnacted by Council:
March 12, 2008
Self-Insurance of Vision Care
Motion #
C080312-33
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which reimburses employees and
their dependants for vision care up to a specified amount.
2.Scope:
This policy applies to Council Members and all permanent full-time employeesat all locations
of the Corporation.
3.Policy:
Note:For the purpose of this policy, the definition of dependants will be used as
outlined in the Corporations extended health benefits package.
The Corporationwill reimburse each employee and each of their dependants whom are
enrolled in the extended health benefit plan up to $150.00 every 12 months for:
Eyeglasses (lenses and/or frames) including prescription sunglasses;
Contact lenses;
Repairsto such lensesor frames;
Laser Surgery; and/or
Eye examinations
Benefits not used in the calendar year can be banked up to a maximum of $300.00per
employee or dependent.
The benefit maximum of $300.00 may be shared among all members of a family, i.e., 4 family
members with a maximum of $300.00 each for a total of $1,200.00 can be split by 2 family
members for $600.00 each.
The Township of Oro-Medonte will not pay benefits for:
Any expenses covered by the Workplace Safety and Insurance Board or any government
12
Page of
Page 79 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
plan.
Guidelines
Vision Care Reimbursement Expense Form(POL-
1)Employees must complete the
HR-5.03 Form 1)
and submit all prescription vision care expenses incurredto
Human Resourcesinorder to be considered for payment.
2)Original receipts must be presented for payment. In the instance where reimbursement
is received through a spouses employee benefit plan, a copy of the receipt may be
submitted with the original payment statement from the spouses benefit carrier.
3)If the claim is for a dependant as outlined in the Township master benefit plan, their
name and date of birth must be indicated.
4)Reimbursement will be made within three (3) weeks of approval of the claim.
Refer to POL-HR-5.03 Self-Insurance Vision Care Form within Section 9 of the Human
Resources Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 80 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.04
SubjectEnacted by Council:
Computer Purchase Program
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte wherein the Townshipsupports the
sponsorship of a program to assist employees to purchase eligible electronic equipment,
enabling them to improve theirliteracy and productivity in todays electronic environment, at
work and in their own home.
2.Scope:
This policy applies to all Members of Council and full-time employees atall locations of the
Corporation, upon completion of their probationary period.
3.Policy:
a)Computer Equipment
Employees may purchase computer equipment as pre-approved by Human Resources
orInformation Technology at a retail outlet.
Equipment approved for purchase shall include: computer equipment (laptops/
desktops), monitor(s), printer(s), tablet(s) (tablet, cellular phone,ipod or equivalent
device), projector and digital camera(s), excluding any data packages/ plans.
Equipment purchases must be a minimum of $300 and a maximum of $2,500.
Employees may participate in the program a maximum of twice per year.
b)Repayment Options and Restrictions
Employee Computer Purchase Program Application
Employees must complete an
FormPOL-HR-5.04-Form 1within Section 9
(refer to ).
Employees may finance, on an interest-free basis, over a maximum of twelve (12)
months.
12
Page of
Page 81 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
The application form sets out the employees automatic payroll deductions which will
commence the first pay period after the order is placed until the debt to the Township
has been fully re-paid.
In the event thatan employee who is participating in theEmployee Computer
Purchase Program leaves the employment of the Township of Oro-Medonte, the
application sets out how the debt will be re-paid.
Taxable benefits would be applicable for the deemed interest, at the prescribed rate.
c)Use of Corporate Infrastructure
Equipment purchased through the Computer Purchase Program shall not be
supported by the Townships Corporate Infrastructure (i.e. wireless internet).
d)Computer Warranty, Service and Technical Support
Technical advice and system/ software support is available only through the
manufacturer. The Townships limited staff resources are not to be utilized for home
computer equipment or software related queries. The Township does not warrant any
equipment purchased through this program.
Employees may participate in the Gym & Sports Membership/Home Gym
Equipment and/or Computer Purchase Program or combination thereof no more
than twice per calendar year and not to exceed $2,500 per purchase.
Refer to POL-HR-5.04 Computer Purchase within Section 9 of the Human Resources
Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 82 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.05
SubjectEnacted by Council:
Critical Illness Benefit
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which provides for a Critical Illness
Benefit.
2.Scope:
This policy applies to all permanent full-time benefit eligible employeesat all locations of the
Corporation.
3.Policy:
If a permanent full-time benefit eligible employee is diagnosed with a Critical Illness and
completes the Survival Period, the Township of Oro-Medonte shall provide a one-time life-
time benefit payment of $2,000.
For the purposes of this policy only,a Critical Illness includes:
Heart Attack
Life Threatening Cancer
Stroke
The Survival Period is 30 consecutive days, immediately following the date of diagnosis of a
Critical Illness (as defined in this policy), which the Employee must survive before a Critical
Illness Benefit becomes payable.
An Employee is eligible to receive the one-time lifetime benefit payment regardless if the
Employee incurs or is diagnosed with more than one Critical Illness.
The Township will process a Critical Illness Benefitpayment upon confirmation by the
Employee of the diagnosis of a Critical Illness (as defined within this policy) and the
completion of the Survival Period.
12
Page of
Page 83 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 84 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.06
SubjectEnacted by Council:
Smoking Cessation Program
Motion #
1.Purpose:
To establish a program to provide assistance to Township of Oro-Medonte employees
wishing to stop smoking.
2.Scope:
This policy applies to all permanent full-time employeesand their spouses at all locations of
the Corporation.
3.Policy:
The Township of Oro-Medonte feels strongly that offering assistance to employees and their
spouses who would like to stop smoking benefits both the employees and the Corporation
alike. For employees and their spouses, the benefits are profound, most smokers would like
to quit and smoking cessation can significantly improve health, well-being and quality of life.
For the Township as an employer, the benefits include reducing the high cost of
absenteeism, medical care, lost productivity and increased extended health care premium
costs.
The Township of Oro-Medonte will reimburse each employee and their spouse whom are
enrolled in the extended health benefit plan up to $500 every 12 months for smoking
cessation interventions including but not limited to:
hypnosis;
laser;
prescription medication/patch;
nicotine gum/sprays(e.g. Nicorette or Thrive)
The Township of Oro-Medonte will support and reimburse employees and their spouses up to
three (3) attempts to stop smoking.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 85 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-5.07
SubjectEnacted by Council:
Gym & Sports Memberships/Home Gym
Motion #
Equipment Purchase Program
1.Purpose:
To establish a Policy for the Township of Oro-Medonte to proactively supportemployee
health and wellness through the sponsorship of a program to assist employees to purchase
gym membership(s), sports membership(s)and/or home gym equipment through providing
aninterest-free loan.
2.Scope:
This policy applies to all Members of Council and full-time employees atall locations of the
Corporation, upon completion of their probationary periodherein after referred to employees
for the purposes of this policy
3.Policy:
The Township of Oro-Medonte recognized that the ability of an organization to achieve its
objectives is dependent upon the health and productivityof employees. The Township of
Oro-Medonte acknowledges thatoneof thekey elements of employee well-being is realized
through physical fitness. Physical activity and fitness have been proven to increase
motivation, productivity and leads to fewer workplace injuries.
a)Gym Memberships/Fitness Programming
Employees, their spouses and dependents (as defined within the Townships benefit
package) may purchase a gym membership at a commercial and/or municipal
recreation and fitness centre.
Gym membership(s) may include fitness programs and fees associated with personal
training
.
Gym Membership purchasesmust be a minimum of $300 and a maximum of $2,500
per year.
13
Page of
Page 86 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
b)Sports Memberships/Lessons/Equipment Rentals
Employees, their spouses and dependents (as defined within the Townships benefit
package) may purchase a sports membership/season passincluding lessons and
equipment rentals included but not limitedgolf, ski, cycling.Provided that the
membership/season pass includesthat the activity provides for a significant amount of
physical activity contributing to cardio-respiratory endurance andto at least one of:
muscular strength, muscular endurance, flexibility, or balance.
Sports Memberships/Lessons/Equipment Rentalspurchasesmust be a minimum of
$300 and a maximum of $2,500per year.
c)Home Gym Equipment
Employees may purchase home gym equipment as pre-approved by Human
Resources at a retail outlet.
Equipment eligible for purchase shallinclude but not be limited to: treadmill, rowing
machine, elliptical, steppers, stair climbers, stationary bike, weights etc.
Home Gym Equipment purchasesmust be a minimum of $300 and a maximum of
$2,500per year.
d)Repayment Options and Restrictions
Gym Membership/Home Gym Equipment Purchase
Employees must complete the
Program Application FormPOL-HR-5.07-Form 1within Section 9
(refer to ).
Employees may finance, on an interest-free basis, over a maximum of twelve (12)
months.
The application form sets out the employees automatic payroll deductions which will
commence the first pay period after the order is placed until the debt to the Township
has been fully re-paid.
In the event thatan employee who is participating in the Gym Membership/Home Gym
Equipment Purchase Programleaves the employment of the Township of Oro-
Medonte, the application sets out how the debt will be re-paid.
Taxable benefits would be applicable for the deemed interest, at the prescribed rate.
e)Warranty, Service and Technical Support
The Township does notwarrant any equipment purchased through this program.
Employees may participate in the Gym & Sports Membership/Home Gym Equipment
and/or Computer Purchase Program or combination thereof no more than twice per
calendar year and not to exceed $2,500 per purchase.
23
Page of
Page 87 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Refer to POL-HR-5.07Gym & Sports Membership/Home Gym Equipment Purchase
Programwithin Section 9 of the Human Resources Policy Manual
It shall be the responsibility of all employees of theTownship of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 88 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.01
SubjectEnacted by Council:
Paid Holidays
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which outlines days deemed paid
holidays by the Corporation.
2.Scope:
This policy applies to all full-time bargaining unit excluded employeesatall locations of the
Corporation.
3.Policy:
The Corporationrecognizes the following as paid holidays for Townshipemployees:
New Years Day
Family Day
Good Friday
Easter Monday
Victoria Day
Canada Day
Civic Holiday
Labour Day
Thanksgiving Day
Remembrance Day
½ Day before Christmas Day
Christmas Day
Boxing Day
½ Day before New Years Day
And any other day that is subsequently proclaimed a public holiday by the Federal or
Provincial Government or as outlined in the Collective Agreement
12
Page of
Page 89 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Substitute Day for Observance of Holiday
When any of the holidays specific above fall on a Saturday or Sunday, the next regular day of
work shall be deemed to be the holiday.
Eligibility for Paid Holiday
As legislated by the Employment Standards Act and the Ministry of Labour, an employee
shall not be eligible for holiday pay unless he or she works his last regularly scheduled shift
before the holiday and his first regularlyscheduled shift after the holiday. This provision shall
not apply, however, if the employee is absent from work with permission on either or both of
the above days. Similarly, this provision shall not apply if an employee fails to report to work
due to illness which is subsequently verified to the satisfaction of the Corporation.
When any of the above noted paid holidays falls on an employees scheduled day off, the
employee shall receive another days pay at hisor herstandard basic rate, or if in the
judgment of the Corporationit will not adversely affect operations, the employee shall be
given an additional day off in lieu thereof with pay at a time mutually agreed upon by the
employee and the Corporation.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 90 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.02
SubjectEnacted by Council:
Vacation
Motion #
1.Purpose:
To establish a Policy for theTownship of Oro-Medonte which outlines an employees
vacation entitlement based on their continuous years ofservice with the Corporation.
2.Scope:
This policy applies to all non-bargaining unit positions,at all locations of the Corporation.
All positions other than permanent full-time positions will be paid vacation pay in accordance
Employment Standards Act
with the .
3.Policy:
Length of Vacation
Upon completion of their probationary period, all employees with less than one (1) year of
continuous service from the last date of hire with the Corporationshall have their vacation
entitlement prorated, between the completion of the probationary period and the end of the
calendar year. Such prorated vacation time will be with pay.
The qualifying year for each permanent employee shall be based on his/heranniversary date.
Anniversary date is the date on which the employee last commenced full-time employment
with the Corporation.
Vacation entitlement will be allocated to employees as follows for the appropriate bargaining
unit excluded group.
13
Page of
Page 91 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Senior Management, Managers and Supervisors
Continuous Years of ServiceVacation Entitlement
1 Year15Days
3 Years20 Days
8 Years25 Days
10Years26 Days
11Years27 Days
12Years28 Days
13Years29Days
14Years+30Days
Bargaining Unit Excluded
Continuous Years of ServiceVacation Entitlement
1 Year15 Days
5Years20 Days
10Years25 Days
12Years26 Days
13Years27 Days
14Years28Days
15Years29Days
16 Years +30 Days
These entitlements may be increased for a new hire, as necessary, byHuman Resources,
subject to the newly hired employee moving to the next vacation entitlement threshold only
upon obtaining the years of service with the Corporationassociated with that threshold.
Vacation Scheduling
a)The Corporationshall attempt to provide vacations during the periods preferred by
employees; however, in schedulingvacations, the Corporationshall ensure that
operational requirements are met and that sufficient personnel are available to provide the
required level of service.
b)Applications for scheduling vacation shall be completed, authorized by the employees
respective supervisor and be submitted to Human Resources.
Vacation Carry Over
Employees maycarry over 5 vacationdaysper year to a maximum of 20 days.
23
Page of
Page 92 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Compensation for Holidays Falling Within Vacation Schedule
If a paid holiday falls or is observed during an employees vacation period, he or she shall be
allowed an additional vacation day with pay at a time mutually agreed to.
Unbroken Vacation Period
The Corporationshall endeavor, when so requested, to schedule employees to receive an
unbroken period of vacationof up to two(2) consecutive weeks in duration.Vacations of a
longer duration shall only be approved by the Chief Administrative Officer. An employee shall
not be entitled to receive vacation pay in a lump sum payment without taking the
corresponding time off.
Illness or Accident During Vacation Leave
If an employees vacation is interrupted due to illness or accident requiring hospitalization, the
period of hospitalization shall be considered sick time under the Corporations short-term
disability benefit provisions.
Unpaid Leave
Paid vacation credits shall not accrue while an employee is absent from work on an unpaid
leave of absence in excess of 30 consecutive days or more. In these circumstances,
employees shall have their annual vacation entitlement prorated accordingly.
Employeeson pregnancy/ parental leave shall accrue vacation time off, but not vacation pay,
to be taken at the end of their leave unless agreed otherwise.
Vacation Pay on Termination
An employee leaving the employ of the Corporationand/ or severing hisorheremployment
at any time in the vacation year prior to using accrued vacationshall be entitled to a
proportionate payment of wages in lieu of such vacation.
In the event that an employee, upon termination, has exceeded the prorated vacation
allotment, the Corporation shall receive the right to deduct the necessary funds from the
employees final pay.
Death and Vacation Pay
In the event of the death of an employee, hisor herexecutor or administrator shall be entitled
to receive such vacation pay as may stand to the employees credit, such to filing an
executed Succession Duty Release in appropriate form withHuman Resources.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 93 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.03
SubjectEnacted by Council:
Recording and Reporting Hours Worked
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte thatoutlines the guidelines
surrounding the recording and reporting of hours worked by all hourly paid Township
employees.
2.Scope:
This policy applies to all hourly paid employees at all locations of the Corporation. This policy
excludes employees paid by salary. Where any provision of this policy conflicts with the terms
of the collective agreement, the collective agreement will prevail.
3.Policy:
Human Resources has establishedpayroll procedures for the recording and reporting of
hours worked to be followed at each corporate location. Human Resources isresponsible for
communicating these procedures to all employees and will notify employees and their
managers,in writing,when any changes to these procedures occur.In addition to this, the
respective Supervisor and/or Managerof each employee is responsible for ensuring that the
employee reports his or her hours on the appropriate supplied timesheet in accordance with
this policy.
Any employee, who falsifies the reporting of hours worked, or Supervisor and/or Manager
who knowingly authorizes hours which have been falsified,by anemployee, shall be subject
POL-HR-7.02Discipline,
to discipline,according to on up to and including dismissal.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 94 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.04
SubjectEnacted by Council:
Reporting Absenteeismand/or Lateness
Motion #
1.Purpose:
To establish a Policy forthe Township of Oro-Medonte that outlinesthe guidelines to be
followed by all Township employees when reporting absenteeism and/or lateness.
2.Scope:
This policy appliesto all employeesat all locations of the Corporation. Where any provision of
this policy conflicts with the terms of the collective agreement, the collective agreement will
prevail.
3.Policy:
If an employee is unable to attend at work as scheduled, he is required to notify the
Supervisor and/or Manager, not later than the employees scheduled starting time, providing
details of the reasons for his absence from work and of the expected duration of the absence.
The employee may subsequently offer evidence of extenuating circumstances that explains
the failure to provide notice as above.
The employee should speak directly to their Supervisorand/or Manager.In cases where this
is not possible, employees should leave avoice mailor send a text message ontheir
respective Supervisor and/or Managers cell phonestating the date, a general description of
the reason for absence (sickness, family crisis, etc.) and the expected time and date that the
employee will be returning to work.
An employee, who has already arrived for his or her shift, and for whatever reason, must
leave the workplace for a period other than their rest period and/or break, must have their
absence approved by their Supervisor and/or Managerprior to departing from the workplace.
All absences must be authorized by the employees respective Supervisor and/or Manager
and logged by the employee in accordance with proper payroll reporting procedure.
Messages are not to be left in the general voice mailbox or with reception.
12
Page of
Page 95 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Employee absences, which are not in compliance with this policy, are subject to discipline up
POL-HR-7.02Discipline
to and including dismissal.Refer to for .
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 96 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.06
SubjectEnacted by Council:
Leaves of Absence
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which outlines when a Township
employee may be granted either paid or unpaid leaves of absence depending on the
situation, i.e. for bereavement purposes to make arrangementsfor and/or to attend a funeral;
for pregnancy or parental requests; for personal reasons; for court duty; or for voting time.
2.Scope:
This policy applies to all employeesat all locations of the Corporation. Where any provision of
this policy conflicts with the terms of the collective agreement, the collective agreement will
prevail.
3.Policy:
Approval of all leaves noted in this section must be obtained from the employees Supervisor
and/or Manager, or their respective Senior Manager, who will then inform Human Resources
of suchleaves of absence. Authorized leaves of absence include:
Bereavement Leave
Pregnancy, Parental and Adoption Leave
Unpaid Leaves of Absence
CourtDuties(Jury Service or Court Witness)
Voting Time
Bereavement Leave
The following apply to full-time or probationary employees to make arrangements for and/or
to attend the funeral:
a)In the event of the death of an immediate family member, an Employee shall be
entitled to five (5) days leave of absence with pay to attend the funeral of a member of
his/her immediate family.
13
Page of
Page 97 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Note: For the purpose of this policy, immediate family is as outlined in Article
22.01(a) of the collective agreement.
b)A paid leave of absence of up to one (1) day may be granted to an employee for the
purpose of attending the funeral of someone other than a member of the employees
immediate family.
c)The Corporation may, in its sole discretion, grant an employee additional days off for
the purpose of attending a funeral outside the Province of Ontario.
d)The Corporationis entitled to demand proof of death and/or relationship, and the
employee shall provide same.
Pregnancy, Parental and Adoption Leave
Pregnancy, parental and adoption leave shall be granted as set out legislatively in the
Employment Standards Act.
An employee may return to work prior to the expiration of the pregnancy or parental leave.
Notice of said return to work must be provided at least four (4) weeks in advance of the date
of return.
Seniority for all purposes continues to accrue during pregnancy or parental leaves.
Employees are reinstated following return from pregnancy or parental leave in the position
that the employee held prior to commencing leave, if it still exists, or a comparable position at
the rate equal to the wages most recentlypaid by the Corporation.
Extensions to pregnancy or parental leave beyond as outlined in legislation are to be
requested as an unpaid leave of absence.
Unpaid Leave of Absence
The Corporationmay grant a leave of absence without pay to an employee for personal
reasons on an individual basis. All requests for such leaves of absence must be inwriting as
far in advance as possible.
Employees are to submit written leaves of absence without pay requests to their Senior
Manager for consideration. Human Resources, in consultation with the respective Senior
Managerand Chief Administrative Officer, will confirm or deny the request for such leaves as
soon as practicable.
If the absenceis in excessof thirty (30) consecutive days or more, the employee shall not
accumulate service for the purpose of vacation entitlement, seniority, merit increment
progression, or other compensation matters affected by service from the first day of the
approvedleave of absence.
These unpaid leaves are in addition to the leaves as outlined in the Employment Standards
Act.
23
Page of
Page 98 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Court Duties (Jury Service or Court Witness)
The Corporationshall grant an employee a leave of absence to serve as a juror, or to attend
at criminal court as a Crown witness pursuant to a subpoena, or as a witness for the
Township in any legal proceeding.
The Corporationshall pay such an employee his or her regular wage in respect of such
leave. Any payment he orshe receives in respect of jury service, or as a witness for the
Crown or the Township, shall be forwarded to the Corporationimmediately upon receipt
thereof(less any kilometerreimbursement allotted). The employee will present proof of
service, or attendance as the case may be, and the amount of any payment received.
The employee is required to notify and provide a copy of the order to the Corporationas soon
as possible of hisorher selection for jury service, or in the event he orshe has been
subpoenaed by the Crown to attend as its witness in criminal court.
The employee is required to report to work at all times and on dates when not actually
required in Court.
An employee on authorized vacation leave that is required to testify or is subpoenaed as a
witness because of employment with the Corporation has his or her vacation leave
entitlement restored for the period of time required to attend Court and will be reimbursed for
legitimate expenses incurred in performing these tasks on authorization of the Senior
Manager.
Voting Time
Where legislation, as amended from time to time, requires and where, by reason of the hours
of his or her employment, an employee who is a qualified elector and who will not have three
consecutive hours to vote while the polls are open on avotingday of an election, the
Corporationshall, at the convenience of the Corporation,as much as possible allow the
employee such time for voting as is necessary to provide the three consecutive hours. There
will be no deduction from the pay of an employee or any penalty imposed on the employee by
reason of absence from work during the time allotted by the employer for voting.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
33
Page of
Page 99 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-6.07
SubjectEnacted by Council:
Holiday Shutdown
Motion #
1.Purpose:
To establish a Policy for theTownship of Oro-Medonte to provide a uniform standard with
regard to Holiday Shutdownfor the week between Christmas and New Years.
2.Policy:
TheCorporation will officially close the Administration Centre, Fire Administrationand the
Transportation and Environmental Services for the week between Christmas and New Years.
This policy provides for an offset of vacation time, lieu time, or an unpaid leave of absence (or
combination thereof).
Paid Holidays
Employees shall be entitled to the following paid holidays: Christmas Day, Boxing Day and
New Years Day, ½ day for Christmas Eve and ½ day for New Years Eve.
If any of the paid holidays fall on Saturday or Sunday, the day of observance shall be
determined by the Corporation.
Required Holidays
All employees areentitled to use vacation time, lieu time, or an unpaid leave of absence (or a
combination thereof) to offset unpaid holidays.
12
Page of
Page 100 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Entitlement
Administration,Corporate Services, Finance, Development Services, and Administrative
personnel from the Recreation & Community Services, Fire & Emergency Services, and
Transportation & Environmental Services Departments.
All employees are entitled to the above mentioned holidays.
Part-time and contract employees will receive the paid holiday benefit in accordance with the
Employment Standards Act.
General
The Township of Oro-Medonte does not have the option to close its essential service
operations. Services such as Transportation Services, Environmental Services and
Recreation & Community Services will continue to be provided on an as-needed/call-in basis.
Employees required to work shall be paid in accordance with the Collective Agreement if
applicable.
Administration
Administration of Christmas Holiday Closure policyshall be under the responsibility of Human
Resources.
Human Resources will advise Council on an annual basis and issuea memo advisingstaff of
the RequiredHolidays as outlined above with adequate time to select between the option of
using vacationtime, lieu time, or unpaid leave.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 101 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.01
SubjectEnacted by Council:
Code of Conduct
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines professional standards
and guidelines that will provide effective guidance to employees in terms of what constitutes
appropriate and inappropriate conduct. This policy also ensuresthat there is no conflict
between employeepersonal interestsand official duties. Failure to comply with any of these
procedures willexposeanemployee to disciplinary action up to and including termination
and/or action through the Courts.
2.Scope:
This Policy appliesto all Membersof Council, Township of Oro-Medonte employees,Council
Appointees, Volunteer Firefightersand volunteers, who, for the purposes of this policy,shall
becollectively referred toas Employees. This Policy applies to all Employees in all facets
of performing their responsibilities for the Corporation, including but not limited to duties
which are performed:
In 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 company sponsored.
Where any provision of this policy conflicts with the terms of the collective agreement, the
collective agreement will prevail. Members of Council and Council appointees may have
additional provisions under the Townships Procedural By-law.
3.Policy:
Condition of Employment
Responsibility for an employees conduct lies with the individual and compliance with this
policy is a condition of employment.
19
Page of
Page 102 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Principles of Conduct
Employees will promote the goals, objectives, and policies of the Corporation.
Employees will acknowledge and recognize the dignity and worth of others with
respect to their duties.
Employees will afford,in the performance of official duties, equaltreatment to all
persons and, without restricting the generality of the foregoing, shall refrain from
affording preferential treatment to any person, group, or organization.
Employees will not benefit from the use of information acquired or used, and that is not
generally available to the public, during the course of official duties.
Employees will not, except as specifically provided by policy, use Townshipproperty or
equipment for activities or purposes not associated with the discharge of official duties.
Employees, their immediate family, and family members residing in their household,
may not sell goods, materials, or services to the Townshipwithout the express
permission of the Chief Administrative Officerwhich is to be reviewed on an annual
basis.
Employees will not engage in any business dealingor transaction or have a financial
or other personal interest, which is in conflict with the discharge of theirofficial duties.
Employees will not place themselves in a position where they could derive any benefit
or gain from any Townshipcontracts, persons, groups, companies, or organizations
with which the Corporationdoes business.
Employees will not engage in any outside work, private employment, business, or
undertaking for any person, group, or organization, which might interfere or appear to
interfere with their duties as a Townshipemployee, without the prior written approval
fromtheir Senior Managerand the Chief Administrative Officer.
Gifts
POL-HR-4.07
Employees shall not accept gifts except as may be permitted under
Receipt of Gifts.
Rules of Disclosure
Employees will disclose,in writing,to theirSenior Managerand the Chief
Administrative Officer any business, commercial, or financial interest where such
interest might be construed as being in actual or potential conflict with their official
duties; and shall abide by the advice given. Upon approval, the written disclosure will
be kept in the employees personnel file for the duration of the activity.
Complaint Procedure
Any person who feels an employee has violated the terms of this policy is required to
make written complaint to the Chief Administrative Officer, or in the case of a
complaint regarding the Chief Administrative Officer written complaint is to be made to
Human Resources for presentation to Council in closed session.
29
Page of
Page 103 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Contravention
Contravention of any of the provisions of these principles of conduct and rules for
disclosure will be cause for discipline up to and including dismissal according to the
POL-HR-7.02Discipline.
Corporations Discipline Policy.Refer to for
Alcohol and Drugs
Employees shall not possess, carry and shall not consume alcoholic beverages or
illegal drugs during working hours or while wearing a Township uniform/Corporate
Attireat any time. In addition, Employees are not to operate Township vehicles or
equipment after consuming alcoholic beverages or utilizing illegaldrugs. The use of
over the counter and prescription drugs shall be monitored by Supervisor and/or
Manager in conjunction with Human Resources to ensure their use will not impair an
employees ability to perform their duties.
4.Principles of Conduct Explained:
Service to the Public
It is important to remember that all Township employees hold positions of trust within the
community, and therefore, it is their responsibility to perform their duties in a manner that
recognizes a fundamental commitment to the well-being of the community and its citizens. It
is the expectation of the employees to demonstrate the qualities of honesty and integrity;
impartiality, objectivity and fairness; effectiveness and efficiency; responsiveness and
sensitivity; tact and discretion; and reasonable common sense.
In addition, Township employees should provide service to the public in amanner that is
professional, courteous, equitable, efficient and effective.
When dealing with the public,employeesmusttreat each contact with the public with
diplomacy, tact and objectivity, and should recognize that such contacts affect the
Corporations public image. To further improve the image of professionalism, employees
should refrain from work-related conversations in front of any visitors and/or civilians, and
shall not discuss internal matters with visitors or civilians. Any conflict between an employees
personal or private interests and theirofficial duties should be resolved in favour of the public
interest.
Township employees should be sensitive and responsive to the changing needs, wishes and
rights of the public while respecting the legal and legislative framework within which service
to the public is provided.
Political Neutrality
Township employees should be sensitive to thepolitical process and knowledgeableabout
the laws and traditions regarding political neutrality that are applicable to their sphere of
employment.
Irrespective to any personal opinions, it is the responsibility of the appointed employees to
provide forthright and objective advice to, and carry out thedirectionsofCouncil.
39
Page of
Page 104 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Appointed employees should not express their personal views on matters of political
controversy, or on Township policy or administration when such comment is likely to impair
public confidence in the objective and efficient performance of their duties.
Permitted Political Activity
Direct or indirect involvement in any campaign or political activity during working hours or in
Corporate
the workplace, or with the use of Township equipment is not permitted. See
Communications During an Election Year (POL-ADM-20) Use of Corporate
and
Resources for Election Purposes (POL-ADM-11)
Employees may engage in political activity in federal, provincial and municipal elections,
subject to the following restrictions:
Council may appoint an employee to represent the Township ondesignated boards,
corporations or committees.
Participation in provincial and federal political campaigns is permissible provided that
such activities do not interfere with the performance of their duties, or conflict with the
interests of the Township.
Endorsements of any candidate(s) for any elected or appointed office are not provided
byan employee based upon their position with the Township.
Where an employee proposes to be a candidate to hold office as a member of Council, he or
she shall request and shall be granted a leave of absence without pay for a period as
Municipal Elections Act
specified under the .If suchemployee is electedto office, he or she
shall immediately resign hisor her position with the Township.
Confidentiality and Disclosure
Records and information held by the Corporation shall be dealt with in accordance with
Confidentiality Statement (POL-HR-2.02)
TownshipPolicy and proceduresand the
MunicipalFreedom of Information and Protection ofPrivacy Act
provisions of the .
Employees shall not disclose or release either verbally or in written form, any confidential
information or material acquired by virtue oftheir position with the Corporationunless
Municipal Freedom of Information and Protection
obligated or compelled to do so through the
of Personal Privacy Act
, or as a result of Police Investigation or other legal process.
All personnel matters and files of any employee orformer employee of the Corporationwill be
kept in strictest confidence withinHuman Resources and knowledge of its contents will be
available only to those with appropriate authorization.
Employees shall not permit any person to inspect or have access to Township information in
electronic or paper form which is confidential, other to than those who are entitled. If any
uncertainty exists as to whether or not a record or information is confidential, or as to whether
or not a record or information may be released or disclosed, an employee should seek
49
Page of
Page 105 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
guidance from hisorher Supervisor and/or Manager. If uncertainty still exists, the Supervisor
and/orManager should consultthe Clerk and Senior Manageror Chief Administrative Officer.
All confidential records, documents, personnel files, and other such confidential information is
to be the responsibility of the employee appointed to such files, and are to be stored in the
proper storage with the proper safeguarding. The disposal of confidential information, both
hard copy and electronic documents, shall be conducted in accordance with the Townships
Records Retention By-Law.
POL-HR-
Employees shall be required to sign the Confidentiality Statement as outlined in
2.02ConfidentialityStatement.
the
Media
Relations with the media regarding programs, policies and decisions shall only be conducted
POL-ADM-21Media Relations Protocol for Council and Staff
in accordance with onand
POL-ADM-20 Corporate Communications During an Election Year,
Appropriate Use of Inside Information
Township employees shall not seek or obtain personal or private gain from the use of
information acquired during the course of their official duties, which is not generally available
to the public. All employees arerequired to refrain from the use or transmission of
confidential or privileged information while working for the Corporationand after termination
of employment from the Corporation.
Employees will not place themselves in a position where they could derive any benefit or gain
from any Townshipcontracts, persons, groups, companies, or organizations with which the
Corporationdoes business.
Conflict of Interest
Township employees shall not engage in any activity that creates a conflict of interest. A
conflict of interest is any situation in which an employee or a member of hisor her family
has a business dealing, pecuniary interest, interest in a property matter, or any other direct or
indirect interest, which results or appears to result in:
An interference with the objective and impartial exercise of his or her duties and
responsibilities for the Corporation; and/ or,
A gain or an advantage by virtue of his or her position with the Corporation.
Township employees shall not engage in any business ortransaction, or have any financial
or other personal interest that is, or may appear to be, incompatible with the performance of
their official duties. Employees shall not sell goods, materials or services to the Corporation
except from outside his or herworking hours, provided the opportunity to sell the goods,
materials or service is available onan equal basis to any other person.
It is the employees responsibility to identify and report any possible or actual conflict of
interest, regardless of whether or not the employee derives benefit, to their Supervisor and/or
Managerfor evaluation. If an employee is unsure whether or not, but has reason to believe
59
Page of
Page 106 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
would
that heor she may be in conflict of interest, or a conflict of interest exist if heor she
were to engage in a particular activity, the employee should notify their Supervisor and/or
Managerso that they can then consult with the Chief Administrative Officerto assess the
situation to determine whether a conflict of interest exists or would exist.
Areas to be aware of, which conflicts of interest may occur are, but are not limited to:
Use of confidential information;
Outside employment and directorships;
Outside activities including political activities and involvement in volunteer
organizations;
Financial interests;
Public appearances; and,
POL-HR-4.07Receipt of Gifts
Acceptance of favours and gifts (Refer tofor ).
Outside Work
An employee shall not engage in any outside work, business activity or other undertaking:
While on duty;
That interferes with the performance of hisor her duties for the Corporation;
Conflict of Interest
That creates a conflict of interest (See section in this policy);
That is in conflict with aby-law, policy, plan or objective of the Corporation or that is in
any way contrary to the interests of the Corporation;and/or,
From which the employee derives some form of benefit by virtue solely of his or her
employment with the Corporation.
If the employee is unsure as to whether or not the carrying out of any outside work, business
activity or other undertaking would create an interference, conflict or improper benefit, the
employee should seek prior guidance from his or her Supervisor and/or Manager.
Avoidance of Preferential Treatment
Township employees shall not accord preferential treatment in relation to any official matter
to family members, friends, or to organizations in which the employee, family members or
friends have an interest. Care must be taken to avoid being placed or appearing to be placed,
under obligation to any person or organization that might benefit from special consideration
by the employee.
In dealings between the Corporation and members of the public or outside organizations, an
employee shall not offer or provide to any individual or entity assistance that is outside the
official duties and responsibilities of the employee, where such assistance would provide the
individual or entity with a gain or advantage.
Personal or Private Affairs during Working Hours
Township employees shall limitconduct personal affairs while on duty, and shall not perform
any work for any other employer or organization while on duty without the express permission
of his or her Supervisor and/or Manager.
69
Page of
Page 107 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Personal telephone calls should be kept to an absolute minimum. If this privilege is abused
and continuous warnings are given, there may be cause for further discipline in accordance
POL-HR-7.02Discipline.
with for
Use of Township Property
Township employees shall not use Township property, equipment, supplies or services for
personal or private reasons, except as expressly permitted by his orher Supervisor and/or
Manager or for such use as is permitted for any citizen. All Township vehicles, equipment and
supplies will be used according to the appropriate procedures, and employees are expected
to use all vehicles, equipment and supplies with due care and accountability. Only authorized
personnel with a valid drivers license will be permitted to drive Township vehicles, during
working hours. Township vehicles will not be loaned out to unauthorized personnel for
POL-ADM-14to 18
personal use. Refer tofor policies governing appropriate use of
Township vehicles.
If, in the discharge of hisor her official duties, an employee must use Township property,
equipment, supplies or services outside the employees normal working hours, prior written
approval must be obtained from his or her respective Senior Manager.
This excludes the use of laptop computers and corporate issued cell phones/Blackberrys
POL-HR-7.05Appropriate Use of Electronic
assigned to employees in accordance with
Communications
.
Fraud and Breach of Trust
All Township employeesare responsible for immediately reporting suspected fraud, breach of
trust or other wrong doings to their respective Supervisor and/or Manager,Senior Manageror
Chief Administrative Officer. Such disclosure cannot be frivolous, vexatious or slanderous
and making the disclosure must serve the public interest. Fraud or a breach of trust is a
serious situation as it contravenes Township policy and some acts may constitute a criminal
Criminal Code of Canada.
offence under the
Examples of fraud and breach of trust include, but are not limited to the following:
Illegally obtaining money, including the acceptance of bribes;
Getting early payments or advances;
Use of Township Property
Using equipment for private purposes (See section in this
policy);
Avoiding fees or taxes;
Obtaining approvals under false pretenses;
Avoiding contractual obligations;
Appropriate
Using public position for private gains, either directly or indirectly(See
Use of Inside Information
section in this policy);
Falsification or duplication of reports, attendance records or other records of the
Corporation; and,
Fraudulent or negligent misrepresentation of physical abilities,qualifications, past
employment or other important factors in seeking or during employment.
79
Page of
Page 108 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
All suspected fraud or breach of trust will be investigated fully and the rights of all persons
accused or suspected will be respected. All employees are required to cooperate fully with
Township-authorized investigators or police. Employees should not discuss cases of
suspected fraud or breach of trust outside of the investigation. If evidence is given which is
based on opinions formed as a result of gossip rather than on fact, then an investigation
could be misdirected and employees could be treated inappropriately.
5.Specific Standards ofUnacceptable Conduct:
In addition to the principles and standards mentioned above, the following are examples of
some, but not necessarily all, types of such conduct:
Stealing or attempting to steal property from any individual on Township property;
Bodily assault to any person on Township property;
Threatening, intimidating, coercing or interfering with other employees;
Discriminating against, or harassing an employee or member of the public;
Indecency;
Possession of weapons, including firearms and explosives on Township property;
Acts of sabotage, or other interference with Township projects;
Insubordination;
Negligence;
Walking off the job (except if exercising the right to refuse unsafe work under the
Occupational Health and Safety Act
);
Vandalism;
Committing a legally defined indictable offence or summary conviction offence while
on the job;
Participating in an unauthorized work stoppage or slowdown;
Failure to report an absence to the appropriate Immediate Supervisor and/ or Senior
Managerprior to the start of the shift on the day of the employees absence;
Excessive absenteeism/ tardiness; and,
Leaving work before the end of the scheduled shift or not ready to begin work at the
start of a shift.
Whistleblowing
Where an employee has reason to believe that an immediate Supervisorand/or Managerhas
committed a breach of any of the principles, standards or rules contained in this policy, heor
she may approach hisor her Senior Manager. If the Supervisor and/or Manageris the Senior
Manageror the Chief Administrative Officer, the employee may contact Human Resources. If
the Supervisor and/or Manageris a member of Human Resources, the employee may
approach the Chief Administrative Officer.
No employee shall be disciplined or discharged, nor will any other form of reprisal be taken
against the employee for making any allegation or disclosing information concerning any
violation of this policy, provided that the employee is acting in good faith. However, if filed in
bad faith, with the intent to harm an individual or the Corporation, the employee may be
subject to discipline, up to and includingtermination.
89
Page of
Page 109 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
6.Non-Compliance:
Compliance with this policy constitutes a condition of employment for all employees, and any
POL-HR-7.02 -Discipline
breach of it may result in disciplinary action asoutlined in . When
an employee has breached any of theprinciples, standards, or rules contained in this policy,
their Supervisor and/or Manager, Senior Manager or Human Resourcesshall determine
jointly if disciplinary action is warranted and, if so, what disciplinary action is appropriate.
Every new employee shall read this policy upon commencing his or her employment with the
Corporation. Supervisors and/or Managersare responsible for ensuring that employees are
aware of this policy, and all contents contained within.
It shall be the responsibility of all employees in the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01 Form1.
99
Page of
Page 110 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.02
SubjectEnacted by Council:
Discipline
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte which addresses behaviour
considered detrimental to the operation or policies of the Corporation.Discipline is intended
to be constructive in correcting an employees unacceptablebehaviour, work habits or
performance.
This policyis intended to advise an employee of when and how they have failed to meet
performance expectations or displayed inappropriate behaviour. This policy provides a
guideline for the use of progressive discipline, whenappropriate, and informs an employee of
the consequences of a failure to correct the problemin a timely fashion.
2.Scope:
This policy applies to all employees, in all classifications of employment and at all locations of
the Corporation. Where any provision of this policy conflicts with the terms of the collective
agreement, the collective agreement will prevail.
3.Policy:
Any deficiency which exists in the employees performance or conduct should be promptly
identified by the employees respective Supervisor and/or Manager, and must always be
investigated to obtain all pertinent facts concerning the deficiency before disciplinary action is
taken. Employees must be informed of the problem and given a chance to discuss it with their
Supervisorand/or Manager. This stage is referred to as counseling and is not considered to
be disciplinary action.
The actions that may be taken by the Township (depending on the severity of the problem,its
15
Page of
Page 111 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
history, and the employees record) are:
VerbalReprimand;
Letter of Warning;
Letter of Suspension;
Letter of Discharge.
Each situation is assessed on its own merits. Accordingly, each stage may be repeated.
Although the steps are normally applied progressively, a particular incident may warrant by-
passing any or all of the steps resulting in immediate dismissal of employment.
Certain Violations of Performance and Behaviour Standards Will Result in Termination
of Employment for the First Occurrence
It is very important that all employees understand that certain violations of performance and
behaviour standards will result in the termination of employment for the first violation.
Township employees areexpected to maintain an acceptable standard of performance and
behavior by complying with all the Corporationspolicies and procedures. While progressive
discipline will normally be used for minor violations of Corporate policy and procedures,
certain serious violations will result in the termination of employment for the first occurrence.
The following are the most frequently encountered situations, which may result in the
termination of employment for the first violation. They include, but are not limited to:
Failing to report to work or notify your Supervisor and/or Managerof your absence
for two(2) consecutive days;
Falsification, misrepresentation of facts, dishonesty, including any statement in your
employment application and supporting documentation;
Unauthorized possession, use, or removal of Township property, property entrusted
to the Corporation, or property of another employee of the Corporation;
Destruction, damaging, defacing or tampering with the Townships equipment or
property, property entrusted to the Corporation, or property of another employee of
the Corporation;
Fighting or any form of physical altercation;
Serious threats or acts of physical violence intended to threaten or harm;
Possession, sale, distribution and/or use of a weapon, or an object that is used as a
weapon during an altercation;
Possession, sale, distribution and/or use of alcohol, a controlled substance, non-
prescribed or prescribed medication which may impact the safety of the employee or
other employees, and/or being under the influence while on duty;
Transmission of non-business relation or confidential company information via
electronic communication, telephone, verbally or in writing;
Any false verbal or written communication which is intended to damage the image,
reputation or impact the Corporations business relationships;
Dissemination of false statements or rumours, which areintended to impact the
Corporationor managements ability to effectively direct its operations;
Intentional restriction of work output;
Intentionally failing to comply with health and safety policies procedures, rulesand
25
Page of
Page 112 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
practices;and,
Harassment of any nature, including sexual, racial, ethnic, basedon a persons
disability, and/or any other ground prohibited in human rights legislation governing
the Corporation.
Approach to Performance and Behaviour Improvement
Disciplinary action is imposed as a corrective measure rather than to punish an employee.
Prior to imposing discipline, it should be considered whether:
All necessary facts and/or information have been gathered;
The employee either knew or should have known that their performance was
unsatisfactory or their behaviour inappropriate;
The employee has had an opportunity to state their version of the facts orposition;
The employees record has been reviewedfor the presence of prior discipline;
Any factors which would tend to offset or lessen the degree of discipline have been
considered;
In all instances of discipline of a Bargaining unit employee a Union Steward will be
present; and,
Human Resources will beconsulted prior to any and all discipline.
4.Types of Discipline:
Any
act of behaviour considered detrimental to the operation or policies of the Corporation
infraction.
will be designated as an
All disciplinary action letters/forms must be signed by Human Resources and/or the
Chief Administrative Officer prior to delivery to an employee.
1)Verbal Reprimand
A Supervisor may give averbalreprimand to an employee for minor infractions. This
reprimand should be given in private because the employee and Supervisor may both
benefit from a free exchange of opinion. All verbalreprimands shall be documented in
writing. The Discipline Form (see Section 9 for the applicable form)shall be given to
the employee affected within five (5)working days of the occurrence and placed in the
employees personnel file.
2)Letter of Warning
If it is recommended by a Supervisor to the Senior Manager and agreed that a letter of
warning be issued, this letter or applicable discipline form available through Human
Resources must include:
a)a description of the infraction(s);
b)a warning that repetition of the infraction(s) shall result in more severe
disciplinary action; and
c)in the case of incompetence, a specific time limit must be established during
which work is to be brought up to a required standard.
35
Page of
Page 113 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
If the letter of warning is sent subject to Item c)above, by the Supervisor in absence of
the Senior Manager then the Senior Manager must be informed immediately upon his
or her return.
This letter is to be sent with five (5) working days of the infraction or culminating
incident to the employee with a copy to Human Resources. The letter may be signed
by theSupervisor or Senior Manager and Human Resources.
3)Letter of Suspension
If the infraction(s) is deemed serious by the Supervisor and the Senior Manager, then
it may be decided to issue the employee a letter of suspension. This letter or discipline
formmust include:
a)a description of the infraction;
b)a warning that repetition of the infraction will result in more severe disciplinary
action;
c)in the case of incompetence, a specific time limit during which the employee
must bring his work/skills up to a required standard;
d)where applicable, a description of the required standard expected to be
maintained; and
e)the time period that the employee is suspended without pay.
Theletter/formmay be signed by the Supervisor or Senior Manager and Human
Resources or Chief Administrative Officer and sent to the employee with a copy to
Human Resources. Additionally the employee must be given the reason for the
suspension within five (5) working days after the infraction.
If the letter of suspension is signed subject to Item c)above, by the Supervisor in the
absence of the Senior Manager,then the Senior Manager must be informed
immediately upon his or her return.
4)Letter of Discharge
If the infraction(s) is critical to the efficient operation ofthe Department, a letter of
discharge is to be issued promptly to the employee by the Chief Administrative Officer.
This must include:
a)a description of the infraction(s);
b)a description of disciplinary action taken to date (if applicable); and
c)notice thatthe employee is dismissed on a specific date (within legal time
period).
This letter must be signed by the Chief Administrative Officer and sent to the employee
with a copy to Human Resources.
45
Page of
Page 114 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
It is understood that the Corporation reserves the right to commence discipline at any level of
the procedure depending on the severity of the infraction and the employees history. All
discipline letters shall be signed by; the employee and the union representative,if applicable,
acknowledging receipt,and Human Resources or the Chief Administrative Officer. If the
employee refuses to sign the discipline notice, the Townshipwill mark it as refused to sign
however the employee will still be bound by it. The employee may not use vacation days or
lieu time tocover the period of suspension.
Refer to POL-HR-7.02 Progressive Discipline Form within Section 9 of the Human
Resources Policy Manual
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
55
Page of
Page 115 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.03
SubjectEnacted by Council:
Employee Complaint and Appeals Process
Motion #
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that provides Township employees
with a formal opportunity to have individual issues and concerns reviewed by management.
Use of the policy requires that any issues or concerns which are appealed must be of
personal interestto the employee, and that the employee may not use the appeal process
outlined in this policy for the benefit of another employee or employees in general.
2.Scope:
This policy applies to all non-bargaining unitemployees at all locations of the Corporation, as
well as any employees terminated with or without cause. For complaint and appeal
procedures for employees holding unionized positions, refer to the collective agreement
governing the position.
3.Policy:
Step 1: Informal Discussion with Supervisorand/or Manager
Employees are encouraged to informally discuss and attempt to resolve issues with their
Supervisor and/or Managerwhenever possible. Therefore, an employee having cause for a
complaint should first discuss the matter with his or her Supervisor and/or Manager. The
supervisor must respond to the employee within two (2) of the employees regularly
scheduled working days. If theSupervisor does not respond, or the employee isnot satisfied
with his or her Supervisors answer or decision, the employee may decide that they want to
formally pursue the issue by requesting a formal meeting with both their Supervisor and
Human Resources. The employee must initiate his orher request, in writing, within ten (10)
regularly scheduled workdays of when the employee first knew or should have known of the
incident which they are appealing. This is to avoid trying to address issues which have
become too stale to accurately determine the facts.
13
Page of
Page 116 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Step 2: Meeting between the Employee, Supervisor and/or Manager and Human
Resources
The meeting between the employee,Supervisor and/or Manager, andHuman Resourceswill
be conducted in the following manner:
The employee will state the issue to be addressed, provide a brief factual background,
introduce the statements of any relevant witnesses, and state the desired result.
The Supervisorand/or Managerwill then discuss any differences in the facts as
stated, and state the basis for their decision.
Human Resources will strive to facilitate a resolution to any factual disagreements and
provide the parties with an understanding of the Corporations policy as it applies to
the facts.
If an immediate resolution cannot be reached, the Supervisor and/or Manager must
issue a written response to the employee, with a copy to Human Resources within five
(5) of the employees regularly scheduled working days.
Step 3: Meeting between the Employee, Senior Managerand Human Resources
Step 2
If the employee is not satisfied with the results in , he or she may then appeal the
Supervisor and/or Managers decision to their respectiveSenior Manager. The appeal to the
Senior Managermust be made within five (5) regularly scheduled working days following
Step 2
receipt of the Immediate Supervisors response resulting from .The employee must
indicate his or herintent to appeal to the Senior Managerin writing to Human Resources.
Oncethe intent to appeal is received in writing, Human Resources will schedule a meeting as
soon as possible and no later than three (3) working days(subject to availability)following the
receipt of the intent to appeal. Human Resources willnotifyall parties of the meeting date,
time and location.
All factual matters and issues must be fully identified beforean appeal may be heard by the
Senior Manager. New factual matters and issues may not be presented for the first time
during this meeting or at any subsequent steps in this procedure. If any party has new facts
to present, they must be presented to all parties who participated at the first stage that the
complaint was originally presented (usually the first formal meeting taking place between the
New facts must be processed through
employee, the Supervisorand Human Resources).
Step2.
Step 3
If there are no new facts,the complaint can continue into (Meeting with employee,
Step 2
Senior Managerand Human Resources). All participants in the meeting are to be
Step 3
invited to attend the meeting to present their respective positions.
After hearing both the employee and the employees Supervisor and/or Managers position,
the Senior Managerwill issue a written decision to the employee, with a copy to Human
Step 3
Resources within five (5) working days of the meeting.
23
Page of
Page 117 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Step 4: Final Level of Appeal/ Chief Administrative OfficerReview
Step 3
If the employee is not satisfied with the result obtained in , he or she may then appeal
the Senior Managers decision to the Chief Administrative Officer of the Corporation. The
employees intent to appeal must be made in writing to Human Resources, and copied to the
Supervisor and the Senior Manager,within five (5) working days of receipt of the Senior
Managers written decision. This is the final stage of appeal available to an employee.
The meeting date, time and location will be arranged byHuman Resourcesand will be
attended by the employee, the Supervisor and/or Manager, the Senior Manager,Human
Resources, and the Chief Administrative Officerof the Corporation.
The employee will present his or her arguments in support of their stated position.
Managements position will be presentedby the appropriate Senior Manager.A decision
made by the Chief Administrative Officer will be issued in writing to the employee, and copied
to all parties within five (5) working days of the Step 4meeting. The decision of the Chief
Administrative Officerwill be considered final.
In the event the issue is with the Chief Administrative Officer, any reference to the Chief
Administrative Officer shall be interpreted by the DeputyChief Administrative Officer or
designate.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policyby completing POL-HR-1.01-Form 1.
33
Page of
Page 118 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.04
SubjectEnacted by Council:
Full-Time Employees Responding To
Motion #
Emergency Calls During Working Hours
1.Purpose:
To establish a Policy for the Township of Oro-Medonte that outlines the guidelines for Full-time
Employees thatare also employed as Volunteer Firefighters responding to emergency calls
during regularly scheduled working hours. The Corporation is committed to community safety
and recognizes the importance of the dedicated services of the Townships Volunteer
Firefighters in providing services to the community.
2.Scope:
This policy applies to Full-time Employees that are also employed as Volunteer Firefighters.
For the purpose of this policy only the Full-time Employees that are also employed as a
Volunteer Firefighter shall be called Employee.
3.Policy:
The Township of Oro-Medonte Full-time Employees that are also employed as Volunteer
Firefighters, are encouraged to respond to emergencycallsduring working hours when:
The emergency call is considered large
It is apparent there is a lack of manpower to respond to the emergency call
The employee is not working alone
The employees absence will not negatively impact the customer service or
organizational needs
4.Guidelines:
a)Employees must receive permission from their immediate Supervisor or designate to
leave work and attend an emergency call.
b)An Employee attending an emergency call with their Supervisors permission shall suffer
no loss of pay and will be paid at their Full-time wage up to and including the end of their
regularly scheduled shift should the emergency call require them to be absent until that
12
Page of
Page 119 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
time. Any hours over and above the regularly scheduled Full-time shift shall be paid in
accordance with the Volunteer Firefighters remuneration schedule.
c)At the conclusion of an emergency call the Employee is to return to work and complete
their regularly scheduled shift.
d)Wherean Employee attends an emergency call prior to the commencement of their
regularly scheduled shift they must advise their Supervisor as soon as possible and ask
permission to report for work late.
e)Supervisors may at any time ask for confirmation from the Fire & Emergency Services
Department of an Employees attendance at an emergency call including date, time,
location and duration of the call.
f)It is the responsibility of the Fire & Emergency Services Department to ensure that an
Employee is not paid any Volunteer Firefighter remuneration during a regularly
scheduled shift where the Employee will be receiving their Full-time wages.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 120 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.05
SubjectEnacted by Council:
Appropriate Use of Electronic
Motion #
Communications
1.Purpose:
To establish a Policy for theTownship of Oro-Medonte that outlinesacceptable use of
electronic communications, including internetande-mail,by employees and other authorized
users of the Township of Oro-Medonte Computer Network and Corporate issued cellular
phones, Blackberrys and other devices.
2.Scope:
This policy applies to all employees, in all classifications of the employment and at all
locations of the Corporation. Where any provision of this policy conflicts with the terms of the
collective agreement, the collective agreement with prevail.
3.Policy:
It is the policy of theCorporationthat all forms of electronic communications be used only by
employees who have been properly authorized to do so. Employees must use only those
types of services for which they have been authorized.
It is the responsibility of each Supervisor and/or Managerto determine the forms of electronic
communication and types of services which their employees require to fulfill their job
responsibilities, and to supervise their employees to ensure that they are utilizing these
services in accordance with this policy.
It is the responsibility of each employee who utilizes electronic communications to do so in a
mannerthat safeguards the Corporations information assets by understanding and
complying with this policy and related procedures.
There shall be no expectation for privacy with a Township employees use of internetand
email privileges.
The Township reserves the right to block or restrict access to any website or domain.
14
Page of
Page 121 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
4.Computer Guidelines
:
Computers and related software and equipment are thepropertyof the Township of
Oro-Medonte. To prevent problems and protect us from liability, the Corporation
reserves the right to examine all files, e-mail directories and other information stored
on our computers, tapes and disks.
Always scan for viruses before opening files that are contained on a portable storage
device or downloaded from the internet.
Consultation with Information Technologystaff should occur before downloading or
installing any files from the internet.
To prevent viruses, only open business-related e-mail attachments when you know
what they are and that they are coming from a reputable source. Avoid opening e-mail
attachments that contain wave files, video files or executable files as they may contain
viruses.If in doubt, contact Information Technology staff.
Report any lost, stolen or damaged device immediately to Information Technology.
5.Mobile Devices:
Mobile devices include cellular phone(s), Blackberry(s), smart phone(s),mobile
internet stick(s), tablets and IPad(s).
Mobile devices, software and accessories are the property of the Township of Oro-
Medonte.
Mobile devices are provided to an employee for business purposes. It is understood
that a mobile device will be utilized for personal use. Personal use of a mobile device
is permitted provided the use does not violate Township policy and that the use does
not incur costs for the Township in addition to business related charges.
Personal charges incurred on Township mobile devices in excess of $5.00 mustbe
repaid by the Employee.
Mobile devices store confidential and private information. It is essential that
employees safeguard the Townships intellectual property, therefore it is mandatory
that all mobile devices be password protected at all times.
Mobile devices enabled with a camera shall not be used for the purposes of
pornography or any other illegal use.
Employees issued a mobile device will be responsible for ensuring all reasonable and
appropriate measures are taken to safeguard their device from loss, damage or theft.
Bluetooth connections shall only be accepted from other devices with care and
assurance that the recipient is known.
Report anylost, stolen or damaged device immediately to Information Technology.
6.Internet Guidelines:
The internetis to be used as a business tool for reasons that are necessary for the
accomplishment of an employee's job assignments.
As internet and e-mail access is for the purpose of conducting Township business, no
information should be given through e-mail or over the internet which you would not
provide on the Corporationsletterhead or under the Corporationslogo.
Internet and e-mail are effective business tools but they can also be misused or
abused. To prevent problems and protect us from liability, the Township reserves the
24
Page of
Page 122 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
right to monitor your internet use, including anyweb sites you visit, and read your e-
mail messages, including any attachments.We may do so at our discretion and
without notifying you.
Accessing, sending, storing, or displaying sensitive materials including, but not limited
to, gambling or other inappropriate activities, sexually explicit materials, or materials
that include profane, obscene, or discriminatory content is prohibited.
Data and files on the internet must be considered copyrighted material and may not
be distributed or published in any form without the written permission of the originator.
You may not use your internet or e-mail access to make negative or harassing
comments about individuals or the Corporation in chat rooms, on blogs or any other
type of social media.
In addition to work-related access, employees may briefly visit non-sensitive internet
sites during non-work time, such as break, lunch, or before andafter work hours.
Examples of acceptable sites are those dealing with health matters, weather, news,
business topics, community activities, career advancement, and personal enrichment.
It is imperative thatcommon sense be used in viewing non-work related sites and
they must not result in any additional cost or expose the Corporations computer
network to malicious software.
Equipment purchases through the Computer Purchase Program shall not be
supported by the Townships Corporate Infrastructure (wireless internet). Written
requests for exemption may be made and granted by the Director Corporate Services/
Clerk. The Township of Oro-Medonte holds the right to revoke any exemption granted
at any time.
7.E-Mail Guidelines:
E-mail is to be used for official Township business which includes communications with other
Township departments, governmental entities, private sector entities, and the general public.
Although the Corporation does not prohibit all personal use of e-mail, a common sense
approach should be applied.
Acceptable personal use of e-mail is where the communication is brief, does not
interfere with work, does not subject the Corporation to any additional cost, and is
consistent with the requirements contained in this policy.
Prohibited uses of e-mail include:
a)Non-Corporation sponsored solicitations, including, but not limited to such things
as advertising the sale of property or other commercial activities, but shall
exclude solicitation for charitable organizations.
b)Sending copies of documents in violation of copyright laws or licensing
agreements.
c)Messages which may reflect unfavorably on the Corporation, or which may be
perceived as representing the Corporation's official position on any matter when
authority to disseminate such information has not been expressly granted.
d)Sending confidential or proprietary information or data to persons not authorized
to receive it, either within or outside the Corporation.
e)Sending content that may constitute harassment or be considered discriminatory,
obscene, profane, derogatory or excessively personal, whether intended to be
serious or humorous.
34
Page of
Page 123 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
f)Sending communications reflecting or containing chain letters, illegal activity,
sensitive information, inappropriate language, or racial, ethnic or other
discriminatory content.
g)Sending material promotingpersonal political positions or actions.
The Townshipdoes not intend to routinely monitor the contentsof e-mail messages.
However, the Township reserves the right to monitor your internet use, including any
web sites you visit, and read your e-mail messages, including any attachments. We
may do so at our discretion and without notifying you.
8.Non-Compliance:
Failure to comply with these procedures may result in the loss of internet/internete-mail
privileges. The responsible Supervisor and/or Manager is authorized to request termination of
the access privileges of any employee not complying with these guidelines. In addition, any
charges incurred as a result of non-compliance shall be the personal responsibility of the
employee, and depending on the consequences of the employees actions, other appropriate
POL-HR-7.02Discipline.
disciplinary action may be taken. Refer to for
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
44
Page of
Page 124 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-7.06
SubjectEnacted by Council:
Personal Use of Social Media
Motion #
1.Purpose:
To establish a Policy for theTownship of Oro-Medonte to provide guidance foremployee use
ofsocial media, which should be broadlyunderstood for purposes of this policy to include
blogs, wikis, microblogs, message boards, chatrooms, electronic newsletters, online forums,
social networking sites, and other sites and servicesthat permit users to share information
with others.
2.Scope:
This policy applies to all employees, including Volunteers and Volunteer Firefighters in all
classifications of the employment and at all locations of the Corporation.
3.Policy:
The following principles apply to employees personal use of social media:
Employees are expected and required to adhere to the Township of Oro-Medontes
Code of Conduct, Respect in the Workplace, Confidentiality, and Appropriate Use of
Electronic Communication when using social media.
Actions taken online may have an effect and impact on an Employees professional
image, and in turnon the Corporations image. The information that employees post
or publish may be public informationfor a long time.
Employees should use their best judgment in posting material that is neither
inappropriate nor harmful to the Township, its employees, orresidents.
Posting commentary, content, or images that belong to the Township (proprietary),
that aredefamatory, pornographic, harassing,disparaging, or adversely impact the
Townships reputation or internal work environment is contrary to Township policy and
thus prohibited.
12
Page of
Page 125 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Employees are not to publish, post or release any information that is considered
confidential or information which otherwise is not available to the public. If there are
questions about what is considered confidential, employees are to consult with their
Supervisor/Manager for further information.
Social media networks, blogs and other types of online content sometimes generate
press and media attention. Employees should refer these inquiries to the Townships
Communications Division.
An Employees personal use of social media that is found to be in violation of this or any
other Township policy are subject to discipline up to and including dismissal, in accordance
POL-HR-7.02Discipline
with the Corporations discipline policy. Refer to on .
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 126 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
POL-HR-8.01
Human Resources
SubjectEnacted by Council:
Employee Practices During Emergency Meeting Date
and/or Exceptional Circumstances
Motion #
C-
1.Purpose
To help maintain and streamlinethe process forall departments in an Emergency and/or
Exceptional Circumstance,and to outline the roles and responsibilities of Senior
Management, Managers, Supervisors and Employees across the Corporation.
2.Definition
Emergency and/or Exceptional Circumstance is defined as an Emergency per the Townships
Emergency Plan, the Activation of the Townships Emergency Operations Centre or an
ExceptionalCircumstanceas deemed by the Mayor and/or Chief Administrative Officer.
3.Scope
This policy applies to all full-time and part-time employees, as well as Township volunteers,
at all locations of the Corporation. Where any provision of this policy conflicts with the terms
of the collective agreement, the collective agreement will prevail.
4.Policy
The role of the municipality is to manage business on behalf of the public. This policy aims to
implement a streamlined procedure, and act as a guidefor all Township employees in the
case of Emergencyand/or ExceptionalCircumstances.
5.Procedure
Senior Management
In the event of an Emergency,Senior Management will be responsible for a direct response
to the event and will be required to create a strategy to deal with such emergency. This
strategy will be passed down through Managers andSupervisors and applied across the
corporation.
12
Page of
Page 127 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Managers and Supervisors
Department Managers and Supervisors will be responsible for taking direction from Senior
Management and implementing the strategy to deal with the Emergencyand/or Exceptional
Circumstances. They will be responsible for altering their own staff to coincide with the
response from Senior Management. This may include, but is not limited to:
Assigning duties
Authorizing alternative working arrangements
Authorizing overtime requests
Requesting more help
Sending employees home or to alternative locations
Employees
Employees must follow the instructions given to them by their direct supervisor. This could
involve; completing alternative job duties, staying to complete over time,going home etc.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 128 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-8.02
SubjectEnacted by Council:
Alternate Working Arrangements in Meeting Date
Emergencyand/or Exceptional
Motion #
C-
Circumstances
1.Purpose
To outline the requirements and protocols for employees who cannot make it to their
specified workplace for their scheduled shift due to Emergencyand/or Exceptional
Circumstances.
2.Definition
Emergencyand/or Exceptional Circumstanceis defined as an Emergencyper the Townships
EmergencyPlan, the Activation of the Townships EmergencyOperations Centre or an
ExceptionalCircumstanceas deemed by the Mayor and/or Chief Administrative Officer.
3.Scope
This policy applies to all employees at all locations of thecorporation including full time, part
time, seasonal, students, co-op placements, contract service employees who work in
municipal or municipally owned or controlled offices, facilities and worksites.
4.Policy
The municipality is committed to making every reasonable attempt to ensure that all
Municipal Offices are open and municipal operations are functioning during Emergency
and/or ExceptionalCircumstances.The Township can ensure thisby allowing for flexible
worksites, work hours and by assigning alternative job duties to employees. The goal of this
policy is to enable employeesto meet the needs of the Township while balancing personal
needs and responsibilities that may arise in Emergencyand/or ExceptionalCircumstances.
5.Procedure
Flexible Work Sites
Management mayestablish temporary work sites (including personal residences), specific to
their department, to be used for work inEmergencyand/or ExceptionalCircumstances.
Thosewho work in alternate work sites may be required to report to a given location when
advised to do so. Staff members who do not report towork fortheir scheduled shift and who
12
Page of
Page 129 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
have not been approved for an alternate working arrangement will be considered absent and
not receive compensation for that scheduled time.
It is understood that not all positions within the Township are suitable for working from remote
sites, thereforeemployees wouldbe required to come to work if deemed necessary during
Emergencyand/or ExceptionalCircumstances.
Flexible Work Hours
Whenever possible during Emergencyand/or ExceptionalCircumstances, Management will
accommodate employee requests for flexible work hours, while taking into consideration
operational concerns and the employees needs. Managementmay grant employee requests
to leave for home early or report to work lateon a case by case basis. Adjustment to
compensation for time granted may take one of the following forms:
A change to vacation time or accrued lieu time
An undertaking by the employee to work extra hours at the regular rate of pay, to
make up lost time
Loss of wages
Alternate Job Duties
Immediate Supervisors and/or Managementmay temporarilyalter an employees job duties
during Emergencyand/or ExceptionalCircumstances in order to address staffing and work
flow issues that may arise during such an event. Management will use their discretion to
determine what work each staff member will perform during Emergencyand/or Exceptional
Circumstances.
Requesting an Alternative Arrangement
A request for an alternate working arrangement must be submitted in writing to the
employees direct Supervisor and must include the following:
The arrangement being requested (including anticipated days in the office, hours
worked etc.)
Reason for the request
Anticipated duration of the arrangement
The Manager or Supervisor reserves the right to fully, partially or not authorize the alternate
arrangement depending on the Emergency and/or ExceptionalCircumstanceat hand.
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
22
Page of
Page 130 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-8.03
SubjectEnacted by Council:
Payroll in Emergency and/or Exceptional Meeting Date
Circumstances
Motion #
C-
1.Purpose
To outline the procedure for the execution of payroll activities during Emergencyand/or
ExceptionalCircumstances where usual payrollsystems may be down and regular
procedures cannot be conducted.
2.Definition
Emergencyand/or ExceptionalCircumstanceis defined as an Emergencyper the Townships
EmergencyPlan, the Activation of the Townships EmergencyOperations Centre or an
ExceptionalCircumstanceas deemed by the Mayor and/or Chief Administrative Officer.
3.Scope
This policy applies to all employees at all locations of the corporation including full time, part
time, seasonal, students, co-op placements andcontract service employees who work in
municipal or municipally owned or controlled offices, facilities and worksites.
4.Policy
The municipality is committed to continually providing employees andcontract service
employees with the compensation they have earned, even in situations where regular payroll
procedures cannot be carried out due to Emergencyand/or ExceptionalCircumstances.
5.Procedure
Human Resources will use hard copy records from previous pay periods to generate the
value for amanual cheque for each employee. Cheques will be available for pick upat the
Administration Building or other location as determined by the event at hand on pay day
(Thursdays, bi-weekly).Once payroll systems are restored, the regular payroll procedure will
be conducted for the pay period(s)during the Emergencyand/or ExceptionalCircumstances.
If there is a discrepancy between amount owing and amount paid, during the given pay
period, advances will be deducted or given to compensate for the discrepancy.
12
Page of
Page 131 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
It shall be the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completingPOL-HR-1.01-Form 1.
22
Page of
Page 132 of 144
4.a) Report No. HR2014-02, Tamara Obee, Manager, Health & Sa...
Policy
Department/SectionPolicy #
Human ResourcesPOL-HR-8.04
SubjectEnacted by Council:
Overtime/Lieu Time during Emergency
and/or Exceptional Circumstances
Motion #
1.Purpose
To outline how overtime pay and/or lieu time is granted to compensate full-time employees
not governed by the Collective Agreement during an Emergencyand/or Exceptional
Circumstance.
2.Definition
Emergencyand/or Exceptional Circumstanceis defined as an Emergencyper the Townships
EmergencyPlan, the Activation of the Townships EmergencyOperations Centre or an
ExceptionalCircumstanceas deemed by the Mayor and/or Chief Administrative Officer.
3.Scope
This policy applies to all full-time employees not governed by the Collective Agreement at all
locations of theCorporation who work in municipal or municipally owned or controlled offices,
facilities and worksites.
Policy
4.
Under this policy, overtime is paid to employees not governed by the Collective Agreement
where the overtime is required as a result of Emergencyand/or ExceptionalCircumstances.
Overtime hours must be pre-authorized by the Manager/Supervisor and/or respective Senior
Manager. Overtime will be paid at time and one half of theemployees normal rate of pay
and will be paid for overtime hours worked in excess of theirregular work week.
Compensation for such overtime shall be in pay only, not in time off in lieu and shall be paid
POL-HR-8.03 Payroll in
on the regularbi-weekly payroll schedule or as outlined in
Emergencyand/or ExceptionalCircumstances.
The total amount of overtime that an
employee is allowed to work may not exceed the limits established under applicable
legislation.
It shallbe the responsibility of all employees of the Township of Oro-Medonte to
ensure that they are aware of this policy by completing POL-HR-1.01-Form 1.
11
Page of
Page 133 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
The Corporation of the Township of Oro-Medonte
By-Law No. 2014-126
A By-Law for the Imposition of Development Charges
and Repeal By-Law Nos. 2009-105 and 2011-086
Whereas Development Charges Act, 1997
the c. 27 (hereinafter called the Act)
provides that the council of a municipality may by by-law impose development
charges against land to pay for increased capital costs required because of
increased need for services;
And Whereas
a development charges background study has been completed in
accordance with the Act;
And Whereas
the Council of the Township of Oro-Medonte has given notice and
rd
held a public meeting on the 23 day of July, 2014 in accordance with the Act and
the regulations thereto;
Now Therefore the Council of The Township of Oro-Medonte enacts as
follows:
1.0 Definitions
1.1 In this by-law,
Act Development Charges Act,
(1) means the S.O. 1997, c. 27, as
amended, or any successor thereto;
Accessory use
(2) means where used to describe a use, building, or
structure, that the use, building or structure is naturally and normally
incidental, subordinate in purpose of floor area or both, and
exclusively devoted to a principal use, building or structure;
Apartment unit
(3) means any residential dwelling unit within a building
containing three or more dwelling units where access to each
residential unit is obtained through a common entrance or entrances
from the street level and the residential units are connected by an
interior corridor;
Bedroom
(4) means a habitable room larger than seven square metres,
including a den, study, or other similar area, but does not include a
living room, dining room or kitchen;
Benefitting area
(5) means an are defined by a map, plan or legal
description in a front-ending agreement as an area that will receive a
benefit from the construction of a service;
Board of education
(6) means a board defined in subsection 1(1) of
Education Act
the, R.S.O. 1990 c. E.2, as amended, or any successor
thereto;
Building Code Act Building Code Act
(7) means the , R.S.O. 1992, c.B.-
23, as amended, or any successor thereto;
Capital cost
(8) means costs incurred or proposed to be incurred by the
municipality or a local board thereof directly or by others on behalf of,
and as authorized by, the municipality or local board,
(a) to acquire land or an interest in land, including a leasehold
interest;
(b) to improve land;
110
Page of
Page 134 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
(c) to acquire, lease, construct or improve buildings and structures;
(d) to acquire, lease, construct or improve facilities including,
(i) rolling stock with an estimated useful life of seven years
or more,
(ii) furniture and equipment, other than computer
equipment, and
(iii) materials acquired for circulation, reference or
information purposes by a library board as defined in the
Public Libraries Act
, R.S.O. 1990, c.P.-44; and
(e) to undertake studies in connection with any of the matters
referred to in clauses (a) to (d);
(f) to complete the development charge background study under
Section 10 of the Act; and
(g) interest on money borrowed to pay for costs in (a) to (d)
required for the provision of services designated in this by-law within
or outside the municipality.
Commercial
(9) means any non-residential development not defined
under institutional or industrial;
Council
(10) means the Council of The Corporation of the Township of
Oro-Medonte;
Development
(11) means the construction, erection or placing of one or
more buildings or structures on land or the making of an addition or
alteration to a building or structure that has the effect of increasing the
size or usability thereof, and includes redevelopment;
Development charge
(12) means a charge imposed pursuant to this By-
law;
Dwelling unit
(13) means any part of a building or structure used,
designed or intended to be used as a domestic establishment in which
one or more persons may sleep and are provided with culinary and
sanitary facilities for their exclusive use;
Existing industrial building
(14) means a building or buildings existing
on a site in the Township of Oro-Medonte on the day this by-law
comes into effect or the first building or buildings constructed and
occupied on a vacant site pursuant to site plan approval under section
Planning Act
41 of the , R.S.O. 1990 c. P.13, as amended, (the
Planning Act
"') subsequent to this by-law coming into effect for which
full development charges were paid, and is used for or in connection
with
(i) the production, compounding, processing, packaging, crating,
bottling, packing or assembling of raw or semi-processed
goods or materials in not less than seventy-five percent of the
total gross floor area of the building or buildings on a site
(manufacturing) or warehousing related to the manufacturing
use carried on in the building or buildings;
(ii) research or development in connection with manufacturing in
not less than seventy-five percent of the total gross floor area of
the building or buildings on a site;
(iii) retail sales by a manufacturer, if the retail sales are at the site
where the manufacturing is carried out, such retail sales are
restricted to goods manufactured at the site, and the building or
part of a building where such retail sales are carried out does
not constitute greater than twenty-five percent of the total gross
floor area of the building or buildings on the site; or
210
Page of
Page 135 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
(iv) office or administrative purposes, if they are,
(1) carried out with respect to manufacturing or warehousing;
and
(2) in or attached to the building or structure used for such
manufacturing or warehousing;
Farm Building
(15) "" means a building or structure actually used as part of
or in connection with a bona fide farming operation and includes
barns, silos and other buildings or structures ancillary to a bona fide
farming operation, but excluding a residential use.
Grade
(16) means the average level of finished ground adjoining a
building or structure at all exterior walls;
Gross floor area
(17) means the total floor area of all floors above grade
of a dwelling unit measured between the outside surfaces of exterior
walls or between the outside surfaces of exterior walls and the centre
line of party walls dividing the dwelling unit from other dwelling units or
other portion of a building;
In the case of a non-residential building or structure, or in the case of
a mixed-use building or structure in respect of the non-residential
portion thereof, the total area of all building floors above or below
grade measured between the outside surfaces of the exterior walls, or
between the outside surfaces of exterior walls and the centre line of
party walls dividing a non-residential use and a residential use, except
for any of the following:
i. A room or enclosed area within the building or structure above or
below grade that is used exclusively for the accommodation of
heating, cooling, ventilating, electrical, mechanical or
telecommunications equipment that services the building;
ii. Loading facilities above or below grade;
iii. A part of the building or structure below grade that is used for the
parking of motor vehicles or for storage or other accessory use;
Industrial
(18) means lands, buildings or structures used or designed or
intended for use for manufacturing, processing, fabricating or
assembly of raw goods, warehousing or bulk storage of goods, and
includes office uses and the sale of commodities to the general public
where such uses are accessory to an industrial use, but does not
include the sale of commodities to the general public through a
warehouse club;
Institutional
(19) means lands, buildings or structures used or designed
or intended for use by an organized body, society or religious groups
for promoting a public or non-profit purpose and shall include, but
without limiting the generality of the foregoing, places of worship, and
special care facilities;
Local board Development
(20) has the same definition as defined in the
Charges Act, S.O. 1997 c.27, as amended
;
Local services
(21) means those services, facilities or things which are
under the jurisdiction of the municipality and are related to a plan of
subdivision or within the area to which the plan relates in respect of
Planning Act R.S.O. 1990,
the lands under Sections 41,51 or 53 of the
c. P.13, as amended or any successor thereto;
Mobile home
(22) means any dwelling that is designed to be made
mobile, and constructed or manufactured to provide a permanent
residence for one or more persons, but does not include a travel trailer
or tent trailer;
Multiple dwelling
(23) means all dwellings other than single detached
dwellings, semi-detached dwellings, and apartment dwellings;
310
Page of
Page 136 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
Municipality
(24) means The Corporation of the Township of Oro-
Medonte;
Non-residential use
(25) means a building or structure of any kind
whatsoever used, designed or intended to be used for other than a
residential use and includes all commercial, industrial and institutional
uses;
Owner
(26) means the owner of land or a person who has made
application for an approval for the development of land upon which a
development charge is imposed;
Regulation
(27) means any regulation made pursuant to the Act;
Residential use
(28) means lands, buildings or structures of any kind
whatsoever used, designed or intended to be used as living
accommodations for one or more individuals;
Semi-detached dwelling
(29) means a dwelling unit in a residential
building consisting of two dwelling units having one vertical wall or one
horizontal wall, but no other parts, attached or another dwelling unit
where the residential units are not connected by an interior corridor;
Servicesservice
(30) (or ) means those services set out in Schedule
B to this By-law;
Servicing agreement
(31) means an agreement between a landowner
and the municipality relative to the provision of municipal services to
specified lands within the municipality;
Single detached dwelling unit
(32) means a residential building
consisting of one dwelling unit and not attached to another structure
and includes mobile homes.
2.0 Designation of Services
2.1 The categories of services for which development charges are imposed
under this by-law are as follows:
(a) Roads and Related
(b) Fire Protection Services
(c) Outdoor Recreation Services
(d) Indoor Community Services
(e) Administration
2.2 Components of the services designated in Subsection 2.1 are described in
Schedule “A”.
3.0 Application of By-Law Rules
3.1 Development charges shall be payable in the amounts set out in this by-law
where:
a) the lands are located in the area described in Subsection 3.2; and
b) the development of the lands requires any of the approvals set out in
Subsection 3.4 a).
Area to Which By-Law Applies
3.2 Subject to Subsection 3.3, this by-law applies to all lands in the geographic
area of the Township.
Exemptions
410
Page of
Page 137 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
3.3 This by-law shall not apply to lands that are owned by and used for the
purposes of:
a) any Municipality or a local board thereof;
b) a Board of Education;
c) an enlargement of the gross floor area of an existing industrial building
in accordance with Section 4 of the Act;
d) the issuance of a building permit in accordance with Section 2(3) of
the Act;
e) farm buildings as defined herein;
f) a place of worship exempt under Section 3 of the Assessment Act; or
g) a public hospital under the Public Hospitals Act.
Approvals for Development
3.4 a) Development charges shall be imposed on all lands, buildings or
structures that are developed for residential or non-residential uses if
the development requires,
(i) the passing of a zoning by-law or an amendment to a zoning
Planning Act;
by-law under Section 34 of the
(ii) the approval of a minor variance under Section 45 of the
Planning Act;
(iii) a conveyance of land to which a by-law passed under
Planning Act
Subsection 50(7) of the applies;
(iv) the approval of a plan of subdivision under Section 51 of the
Planning Act
;
Planning Act
(v) a consent under Section 53 of the ;
(vi) the approval of a description under Section 9 of the
Condominium Act, 1998, S.O. 1998, c.19; or
Building Code Act
(vii) the issuing of a permit under the , in relation
to a building or structure.
b) No more than one development charge for each service designated in
Subsection 2.1 shall be imposed upon any lands, buildings or
structures to which this by-law applies even though two or more of the
actions described in Subsection 3.4(a) are required before the lands,
buildings or structures can be developed.
c) Despite Subsection 3.4(b), if two or more of the actions described in
Subsection 3.4(a) occur at different times, additional development
charges shall be imposed if the subsequent action has the effect of
increasing the need for services.
Rules with Respect to an Industrial Expansion Exemption:
3.5.1 Notwithstanding if a development includes the enlargement of the gross floor
area of an existing industrial building, the amount of the development charge
that is payable in respect of the enlargement is determined in accordance
with the following:
(i) Subject to subsection 3.5.1 (iii), if the gross floor area is enlarged by
50 per cent or less of the lesser of:
1. the gross floor area of the existing industrial building, or
2. the gross floor area of the existing industrial building before the
first enlargement for which:
a) an exemption from the payment of development charges
was granted, or
b) a lesser development charge than would otherwise be
payable under this by-law, or predecessor thereof, was
paid, pursuant to Section 4 of the Act and this
subsection,
the amount of the development charge in respect of the enlargement
is zero;
(ii) Subject to subsection 3.5.1 (iii), if the gross floor area is enlarged by
more than 50 per cent or less of the lesser of:
1. the gross floor area of the existing industrial building, or
510
Page of
Page 138 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
2. the gross floor area of the existing industrial building before the
first enlargement for which:
a) an exemption from the payment of development charges
was granted, or
b) a lesser development charge than would otherwise be
payable under this by-law, or predecessor thereof, was
paid, pursuant to Section 4 of the Act and this
subsection,
(iii) the amount of the development charge in respect of the enlargement
is the amount of the development charge that would otherwise be
payable multiplied by the fraction determined as follows:
1. determine the amount by which the enlargement exceeds 50
per cent of the gross floor area before the first enlargement,
and
2. divide the amount determined under subsection (A) by the
amount of the enlargement
(iv) For the purposes of calculating the extent to which the gross floor area
of an existing industrial building is enlarged in subsection 3.5.1 (ii),
the cumulative gross floor area of any previous enlargements for
which:
1. an exemption from the payment of development charges was
granted, or
2. a lesser development charge than would otherwise be payable
under this by-law, or predecessor thereof, was paid, pursuant
to Section 4 of the Act and this subsection, shall be added to
the calculation of the gross floor area of the proposed
enlargement.
(v) For the purposes of this subsection, the enlargement must not be
attached to the existing industrial building by means only of a tunnel,
bridge, passageway, canopy, shared below grade connection, such as
a service tunnel, foundation, footing or parking facility.
3.5.2 For the purpose of section 3.7 herein, existing industrial building is used as
defined in the Regulation made pursuant to the Act.
Amount of Charges
Residential
3.6 The development charges described in Schedule “B” to this by-law shall be
imposed on residential uses of lands, buildings or structures, including a
dwelling unit accessory to a non-residential use and, in the case of a mixed
use building or structure, on the residential uses in the mixed use building or
structure, according to the type of residential unit, and calculated with respect
to each of the services according to the type of residential use.
Non-Residential Uses
3.7.1 The development charges described in Schedule “B” to this by-law shall be
imposed on non-residential uses of lands, buildings or structures, and, in the
case of a mixed use building or structure, on the non-residential uses in the
mixed use building or structure, and calculated with respect to each of the
services according to the gross floor area of the non-residential use.
610
Page of
Page 139 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
3.7.2 The following percentage of each service for non-residential uses, as
provided in Schedule “B”, shall be imposed until Council considers the
economic climate of the Township warrants a change to the development
charge being imposed:
NON-RESIDENTIAL
Service
Municipal Wide Services:
Roads and Related0%
Fire Protection Services0%
Police Services0%
Outdoor Recreation Services0%
Indoor Community Services0%
Administration0%
Total Municipal Wide Services0%
Reduction of Development Charges Where Redevelopment
3.8 Despite any other provision of this by-law, where, as a result of the
redevelopment of land, a building or structure existing on the same land
within 60 months prior to the date of payment of development charges in
regard to such redevelopment was, or is to be demolished, in whole or in
part, or converted from one principal use to another principal use on the
same land, in order to facilitate the redevelopment, the development charges
otherwise payable with respect to such redevelopment shall be reduced by
the following amounts:
a) in the case of a residential building or structure, or in the case of a
mixed-use building or structure, the residential uses in the mixed-use
building or structure, an amount calculated by multiplying the
applicable development charge under Subsection 3.6 and 3.7 and of
this by-law by the number, according to type, of dwelling units that
have been or will be demolished or converted to another principal use;
and
b) provided that such amounts shall not exceed, in total, the amount of
the development charges otherwise payable with respect to the
redevelopment.
Time of Payment of Development Charges
3.9 Development charges imposed under this section are payable upon issuance
of a building permit with respect to each dwelling unit, building or structure.
4.0 Payment by Services
4.1 Despite the payments required under Subsection 3.9, Council may, by
agreement, give a credit towards a development charge in exchange for work
that relates to a service for which a development charge is imposed under
this by-law.
5.0 Indexing
5.1 Development charges imposed pursuant to this by-law may be adjusted
annually, without amendment to this by-law, commencing on January 1, 2015
and each January 1 annually thereafter, in accordance with the Act. The
amount of the adjustment shall be determined by the annual change in
Statistics Canadas Non-residential Billing Construction Price Index.
710
Page of
Page 140 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
6.0 Schedules
6.1 The following schedules to this by-law form an integral part thereof:
Schedule “A” Components of Services Designated in Subsection 2.1
Schedule “B” Residential and Non-Residential Development Charges
municipal-wide
7.0 Date By-Law in Force
7.1 This by-law shall come into force upon passage.
8.0 Date By-Law Expires
8.1 This by-law will expire as of 5 years from the date of passage, unless it is
repealed at an earlier date.
9.0 Repeal
9.1 Upon the coming into force of this by-law, By-Law Nos. 2009-105 and 2011-
086 of the Township of Oro-Medonte are hereby repealed.
th
By-Law Read a First, Second and Third time, and Passed this 7 day of
August, 2014.
The Corporation of the Township of Oro-Medonte
__________________________
Mayor, H.S. Hughes
__________________________
Clerk, J. Douglas Irwin
810
Page of
Page 141 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
Schedule A to By-Law No. 2014-126
Designated Municipal Services under This By-Law
1. Roads and Related
Roads, sidewalks, intersections, traffic signals, streetlights
Depots and Domes
Rolling Stock and equipment
2. Fire Protection
Fire Facilities
Fire Vehicles
Small Equipment and Gear
3. Outdoor Recreation Services
Parkland Development, Amenities & Trails
Parks Vehicles and Equipment
4. Indoor Community Services
Indoor Community Facilities
5. Administration
Studies
910
Page of
Page 142 of 144
5.a) By-Law No. 2014-126: A By-Law for the Imposition of De...
Schedule B to By-Law No. 2014-126
Schedule of Municipal-Wide Development Charge
NON-RESIDENTIAL
RESIDENTIAL
Apartments -
Service
Single and Semi-Apartments - 2 (per ft² of Gross Floor
Bachelor and 1 Other Multiples
Detached DwellingBedrooms +Area)
Bedroom
Municipal Wide Services:
Roads and Related2,947 1,821 1,338 2,504 1.15
Fire Protection Services969 599 440 823 0.40
Police Services- - - - 0.00
Outdoor Recreation Services1,231 760 559 1,046 0.27
Indoor Community Services1,468 907 666 1,248 0.33
Administration212 131 96 180 0.09
Total Municipal Wide Services6,827 4,218 3,099 5,801 2.24
1010
Page of
Page 143 of 144
7.a) By-Law No. 2014-114: Being a By-Law to Confirm the Pro...
The Corporation of the Township of Oro-Medonte
By-Law No. 2014-114
Being a By-Law to Confirm the Proceedings of the Special Council Meeting
held on Thursday, August 7, 2014
Whereas Municipal Act, 2001, S.O. 2001, C. 25, as amended
Section 5 of the
provides that the powers of the Municipal Council shall be exercised by By-Law,
unless the municipality is specifically authorized to do otherwise;
And Whereas
The Council of The Corporation of the Township of Oro-Medonte
deems it expedient that the proceedings at this Council Meeting be confirmed and
adopted by By-Law;
Now Therefore
the Council of The Corporation of the Township of Oro-Medonte
hereby enacts as follows:
1. That the actions of the Council at its Special Council Meeting held on Thursday,
August 7, 2014, and in respect to each Motion, Resolution and other actions
passed and taken by the Council at its said Meeting is, except where prior
approval of the Ontario Municipal Board is required, hereby adopted, ratified and
confirmed.
2. That the Mayor and the proper Officials of the Township are hereby authorized
and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and to execute all documents as may be
necessary on behalf of the Council of the Corporation of the Township of Oro-
Medonte.
3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to
execute and affix the corporate seal to all necessary documents.
4. And That this by-law shall come into force and take effect on the final passing
thereof.
th
By-Law Read a First, Second and Third time, and Passed this 7 day of
August, 2014.
The Corporation of the Township of Oro-Medonte
__________________________
Mayor, H.S. Hughes
__________________________
Clerk, J. Douglas Irwin
Page 144 of 144