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03 - November 7, 2023 JAAC Agenda Packaged/o zuiuull�lr, o,�fir D+ NA101 ELGIN/CENTRAL ELGIN JOINT ACCESSIBILITY ADVISORY COMMITTEE ORDERS OF THE DAY Tuesday, November 7, 2023, 3:30 p.m. Council Chambers 450 Sunset Drive St. Thomas ON NOTE FOR MEMBERS OF THE PUBLIC: This meeting will not be livestreamed. Minutes will be posted to the Elgin County website following the meeting. Accessible formats available upon request. Pages 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. ADOPTION OF MINUTES 3 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 5. DELEGATIONS 5.1 Sylvia Baliko, Regional Coordinator - Central Region, Tetra Society of 6 North America - Tetra Society of North America Presentation 6. REPORTS/BRIEFINGS 6.1 Accessibility Coordinator - Elgin County and its LMPs Joint Diversity, 33 Equity, and Inclusion Plan 2024-2026 6.2 Accessibility Coordinator - Review of Policies 66 6.2.1 2.130 Elgin County Accessibility Policy 72 6.2.2 2.130.1 Emergency Workplace Response for Employees with 85 Disabilities 6.2.3 2.80.2 Accommodations in the Workplace 91 6.3 Accessibility Coordinator - Updates on Accessibility Initiatives (verbal) 6.3.1 Joint Annual Accessibility Status Report 6.3.2 Accessibility Compliance Report 6.3.3 General Updates 6.3.3.1 Accessibility Coordinator Position 6.3.3.2 Upcoming Initiatives 7. OTHER BUSINESS 8. CORRESPONDENCE 9. CLOSED MEETING ITEMS 10. MOTION TO RISE AND REPORT 11. DATE OF NEXT MEETING 12. ADJOURNMENT Page 2 of 97 Diu i�oiY@11%;,, ELGIN/CENTRAL ELGIN JOINT ACCESSIBILITY ADVISORY COMMITTEE MINUTES June 1, 2023, 3:00 p.m. St. Thomas Seniors Centre 225 Chestnut St. St. Thomas ON N5R 2135 Members Present: Tom Marks, Chair Dave Baughman, Municipality of Central Elgin Councillor Jenn Salverda George Corrin Members Absent: Todd Noble, Elgin County Councillor Staff Present: Sarah Savoie, Accessibility Coordinator Jenna Fentie, Manager of Administrative Services/Deputy Clerk, Elgin County Stefanie Heide, Legislative Services Coordinator, Elgin County Delany Leitch, Deputy Clerk/Record Management Coordinator, Municipality of Central Elgin 1. CALL TO ORDER The meeting was called to order at 3.50 p.m. with Tom Marks in the chair. 2. APPROVAL OF AGENDA Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the agenda for the June 1, 2023 meeting be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES 1 Page 3of97 Moved by: Jenn Salverda Seconded by: George Corrin RESOLVED THAT the minutes of the meeting held on April 20, 2023 be adopted. Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. DELEGATIONS None. 6. REPORTS/BRIEFINGS 6.1 Accessibility Coordinator - Additions to Joint MYAP for Elgin County Heritage Centre The Accessibility Coordinator presented the report recommending that the Joint Multi -Year Accessibility Plan be amended to include accessibility progress, goals, and timelines that are specific to the Elgin County Heritage Centre. Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the Joint Accessibility Advisory Committee approve the amendments to the Elgin County and Local Municipal Partners' Joint Multi - Year Accessibility Plan 2021-2026 to include accessibility progress, goals, and timelines specific to the Elgin County Heritage Centre; and THAT the amendments be forwarded to Elgin County Council and to Central Elgin Council for approval. Motion Carried. 7. OTHER BUSINESS 1101 8. CORRESPONDENCE None. 9. CLOSED MEETING ITEMS 1101 10. MOTION TO RISE AND REPORT 2 Page 4 of 97 None. 11. DATE OF NEXT MEETING The next meeting will be held at the call of the Chair. 12. ADJOURNMENT Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT we do now adjourn at 3.57 p.m. to meet again at the call of the Chair. Motion Carried. Jenna Fentie, Manager of Administrative Services/Deputy Clerk. Tom Marks, Chair. 3 Page 5of97 m u 10 IIfI ljjjj j W"", S C c poD el" rg 71, i�l gma a//,�,:-'; 2, 12 F ul �� /� 21, row I ti rn 4- 0 c0 a� c� a -Id ( -111�11111111111�134 m M. Il/'1,n,� �� /d(fff �llr /F �� l rrrrrN � �': �c��✓! � l� rr' / �r aa�r �N�rlrrr 0 0 0 0 0 —0 Lu 0 T- 7 66 < U- 5 0 1 uj z z w �lq ai 5,5 w T- :E (9 0 u E-u z 0 man= m Meg qp d a z z 2 Z 0 U., uj lJ m >. Z F— 0 z 0 z F-- la C) ......... . 0 z 00 u LL OF Elgin,, Progfressive by Nature Recommendations: Report to Joint Accessibility Advisory Committee From: Sarah Savoie, Accessibility Coordinator Date: November 7, 2023 Subject: Elgin County and its LMPs Joint Diversity, Equity, and Inclusion Plan 2024-2026 THAT the report titled Elgin County and its LMPs Joint Diversity, Equity and Inclusion Plan 2024-2026, dated November 7, 2023 from Accessibility Coordinator Sarah Savoie be reviewed and forwarded to Council for approval. Introduction: The purpose of this report is to provide the Joint Accessibility Advisory Committee with an opportunity to review and provide input on the Joint Diversity, Equity and Inclusion (DEI) Plan. The Joint DEI Plan is a collaborative effort between the County of Elgin and its Local Municipal Partners. The Joint DEI Plan outlines the DEI progress made and the DEI goals that will be implemented from 2024-2026, across Elgin County. The Joint DEI Plan was created to reflect best practices and is comparable to work that has been/is being completed by other Municipalities in Ontario. Note: there is no specific legislation that requires Municipalities to have a DEI Plan, however, the Joint DEI Plan does consider, and account for, legislative requirements under the � �;;y uany ��y�� yy��n �� ua :� � � .. � )Y . 1 "�� a.. (AODA) and the )ni/ tr)n.�yn l ��y). ht, � ��:� e II �` '„�k � �...�� :' �.) C., II N °i...9 (the Code). n�yy� Discussion: The Joint DEI Plan includes the following sections: Decolonization and Reconciliation o Provides information stating the County ands its LMPs will continue to collaborate with Indigenous communities and partners to advance mutual DEI goals o States the County's commitment to supporting the Calls to Action o Notes the County has implemented a Land Acknowledgement Statement Purpose o Outlines the reason for creating a Joint DEI Plan, and how the County and its LMPs are dedicated to responding to and eliminating patterns of systemic discrimination and to ensure the needs of all residents are met Page 33 of 97 Lel 2 Provides 5 overarching objectives the Joint DEI Plan strives to achieve Statement of Commitment o Demonstrates the County and its LMPs commitment to creating a workplace environment and community that is diverse, equitable and inclusive for all o Includes the main aims the Joint DEI Plan will achieve and how the plan acts as a framework for ensuring policies, practices and procedures are non-discriminatory, fair, and just • Scope o Includes the way the plan is applied and who it is applied to • Legislative Authority o Includes all legislation (with links) that may have requirements that can impact the Joint DEI Plan o Acknowledges the Joint DEI Plan will adhere to all relevant legislation as well as international and Indigenous related guidelines/treaties/acts • Plan Coordination o Provide information on how the plan was created, who was involved, and the approval process o Includes participating municipalities information • Implementation o Outlines the way the County and its LMPs will implement the plan • Evaluation, Reporting and Outcomes o Describes how the Joint DEI Plan will be communicated, the right to freedom from discrimination, the protected grounds, DEI progress reports, and DEI topics o Includes information on the outcomes and how it will be measured • Overview of Diversity, Equity and Inclusion o Why DEI Matters -explains the current climate for municipalities, ongoing challenges, and why it is important to address DEI o DEI Statistics in Canada o DEI Statistics in Ontario o Demographic Profile of Elgin County o Applying DEI at Work -what areas of the workplace it can be applied to o Benefits of DEI in the Workplace o CSA Psychological Health and Safety Standard Commitment Challenges and Directives o Discussed potential challenges that may impact the implementation of the Joint DEI Plan o How challenges can be addressed DEI Training o How and when training will be provided and who must take the training Sections on the Progress and Goals for 2024-2026, for all of the following: o Elgin County (general) Progress o EC HR Goals Page 34 of 97 o EC Legislative Services Goals o EC Community & Cultural Services Goals o EC Engineering / Facilities / Planning Goals o EC Economic Development / Tourism Goals o EC Finance / Purchasing o EC Homes & Seniors Service s o EC POA / Legal o Municipality of Bayham o Municipality of Central Elgin o Municipality of Dutton Dunwich o Municipality of West Elgin o Town of Aylmer o Township of Malahide o Township of Southwold Communication and Contact Information o Information provided on feedback process, compliance, LMP websites, and contact information o Includes statement that "this document is available in accessible format and/or with communication supports, upon request" Financial Implications: Staff time allocated to the creation and implementation of the Joint DEI Plan goals. Alignment with Strategic Priorities: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. Additional Comments: None. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 3 Page 35 of 97 Locai iwunicipal Partner Impact: 0 Local Municipal Partners were responsible for providing a list of progress and goals to incorporate in the Joint DEI Plan. Local Municipal Partners will oversee the implementation of the goals set in the Joint DEI Plan between 2024-2026. Collaboration between the County of Elgin and its Local Municipal Partners may take place regarding specific DEI and accessibility related goals (where applicable). Communication Requirements: The Joint Accessibility Advisory Committee has reviewed and approved the Joint DEI Plan. The Joint DEI Plan will then require approval from County Council, before being sent to Local Municipal Partner Councils for approval. The Joint DEI Plan is expected to be posted on the County website and Local Municipal Partners' webs ites. On an annual basis, the County and its Local Municipal Partners may publish a progress report to demonstrate the work that has been done under the Joint DEI Plan. Conclusion: The information contained in this report is intended to provide a high-level overview of the Joint DEI Plan, its purpose, and the goals that the County of Elgin and its Local Municipal Partners have set out to achieve between 2024-2026. All of which is Respectfully Submitted Approved for Submission Sarah Savoie Jenna Fentie Accessibility Coordinator Manager of Administrative Services/Deputy Clerk Page 36 of 97 F' gf,sve by Nat'Llf" Elgin County and Local Municipal Partners Joint Diversity, Equity and Inclusion Plan 2024=2026 IRON 'm�ivul!�Miunkipah-tyI1,/I b"J, Dunwich U u'wHO P a 1111 °'d (A": WestIII gu Iin i Page 37 of 97 Table of Contents Decolonization and Reconciliation..................................................................................3 Purpose........................................................................................................................... 3 PlanCoordination............................................................................................................5 Evaluation, Reporting, and Outcomes.............................................................................6 Overview of Diversity Equity and Inclusion...................................................................... 8 WhyDEI Matters..........................................................................................................8 Benefits of DEI in the Workplace............................................................................... 10 CSA Psychological Health and Safety Standard Commitment .................................. 11 Challenges and Directives............................................................................................. 11 DEITraining.................................................................................................................. 12 Countyof Elgin(EC)...................................................................................................... 13 Elgin County DEI Progress (General)........................................................................ 13 EC Human Resources DEI Goals.............................................................................. 16 EC Legislative Services (Admin) Goals..................................................................... 17 EC Community and Cultural Services (Libraries / Archives / Museum) Goals........... 17 EC Engineering / Facilities / Planning Goals............................................................. 18 EC Economic Development / Tourism Goals............................................................. 19 EC Finance / Purchasing........................................................................................... 20 EC Homes & Seniors Services.................................................................................. 20 ECPOA / Legal......................................................................................................... 21 Municipalityof Bayham................................................................................................. 21 Municipality of Central Elgin.......................................................................................... 22 Municipality of Dutton Dunwich..................................................................................... 23 Municipality of West Elgin............................................................................................. 25 Townof Aylmer............................................................................................................. 26 Townshipof Malahide................................................................................................... 27 Townshipof Southwold................................................................................................. 28 Communication and Contact Information...................................................................... 29 Feedback................................................................................................................... 29 Compliance................................................................................................................ 29 Local Municipal Partner Websites.............................................................................. 29 ContactInformation................................................................................................... 29 E Page 38 of 97 Decolonization and Reconciliation The County of Elgin and its Local Municipal Partners are supportive of all communities and will continue to foster meaningful relationships and collaborate with Indigenous communities and partners to advance mutual diversity, equity and inclusion goals. The County of Elgin supports the Truth and Reconciliation Commission of Canada's work to implement the 94 Calls to Action. The County further supports and encourages its employees to participate in activities and wear orange shirts to honour the National Day for Truth and Reconciliation, which takes place annually on September 30. The County recognizes that decolonization and reconciliation go beyond the scope of the Commission's recommendations, and the County has and continues to work with Indigenous leaders to support the recommendations and other relevant initiatives. The County of Elgin has implemented a Land Acknowledgement Statement. The full report on the development of a Rural Indigenous Strategy can be viewed in the County Council Agenda Package August 10, 2021, on page 319. Purpose The County of Elgin and its Local Municipal Partners are regulated by the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, Employment Equity Act, Ontario's Anti -Racism Strategic Plan and so forth, and are dedicated to responding to and eliminating patterns of unfair treatment and forms of systemic discrimination that still take place, often resulting from bias, stereotypes, and prejudice. The County and its LMPs recognize that creating a community that celebrates diversity and inclusion ensures that goods, services, and facilities provided meet the needs and ambitions of the entire population. One of the main objectives of the DEI Plan is to enhance staff awareness and knowledge of diversity, equity, and inclusion, and how it impacts the workforce. Staff will be provided with training, tools and resources that help increase DEI across the County and Local Municipalities. This Plan strives to: 1. Increase the County and LMPs understanding and deepen the commitment to DEI. 2. Strengthen DEI within the organizational culture and workplace morale. 3. Engage staff in DEI efforts, and foster opportunities for leadership, advancement and development. 4. Identify, remove and prevent barriers to DEI across the County. 5. Determine and implement industry best practices regarding DEI initiatives. Statement of Commitment The County of Elgin and its LMPs are committed to creating a workplace environment and community that is diverse, equitable and inclusive for all. The Diversity, Equity and Inclusion (DEI) Plan aims to: K Page 39 of 97 • Identify and address any forms of discrimination that create barriers to services, community engagement, inhibit flexibility, participation and equity in the workplace. • Work with marginalized groups to counter historical, attitudinal, structural, systemic, and institutional practices that hinder inclusivity. • Implement training, programs, and initiatives that recognizes the full range of human differences and ensures fairness and justice. • Embrace differences amongst employees and residents with empathy and curiosity. • Create a workplace culture/environment that is safe, open, and inclusive for everyone. • Increase awareness of the different barriers that prevent DEI in the workforce. The plan seeks to make employees and residents feel valued and accepted. Further, strives to remove all barriers so that all community members can participate in an equitable environment. The plan emphasizes the importance of recognizing the systematic, structural, unified and intersectional aspects of discrimination, and the benefits of undertaking inclusive action. The plan acts as a framework for embracing diversity in the workplace, and seeks to create policies, procedures and practices that are fair, just, and non-discriminatory. Scope This plan applies to all persons who deal with members of the public or other third parties on behalf of the County and its LMPs, whether the person does so as an employee, member of Council, agent, volunteer, student placement, Committee member, or otherwise and all persons who participate in developing the County's policies and procedures governing the provision of goods, services or facilities to members of the public or other third parties. Legislative Authority The plan adheres to the legislative requirements set out in the following: • Accessibility for Ontarians with Disabilities Act (AODA) • Integrated Accessibility Standards Regulation (ISAR) • Accessible Canada Act • Ontario Human Rights Code (OHRC) • Employment Standards Act (ESA) • Occupational Health and Safety Act • Canadian Charter of Rights and Freedoms • Universal Declaration of Human Rights • International Convention on the Elimination of All Forms of Racial Discrimination • The Citizenship Act • Canadian Multiculturalism Act • Employment Equity Act • Ontario's Anti -Racism Strategic Plan 4 Page 40 of 97 In addition to the above legislation, several policies and agreements set out requirements, recommendations and frameworks relating to Indigenous -Municipal governance: • Treaties • United Nations Declaration on the Rights of Indigenous Peoples • Report of the Royal Commission on Aboriginal Peoples • Truth & Reconciliation Calls to Action • National Inauiry into Missina and Murdered Indiaenous Women and Girls Calls for Justice Plan Coordination This plan was created through a collaborative effort between the County Accessibility Coordinator, Human Resources Department, and Local Municipal Partners. All staff are responsible for identifying, removing and preventing discrimination across the County. The plan went through several phases of revision, and was taken to the Joint Accessibility Advisory Committee for feedback and input. A DEI Survey was circulated amongst staff at the County to identify areas needing improvement and to provide input. The final DEI Plan was received and approved by County Council. After County Council approved the plan, it was sent to all LMPs to take to their respective Councils to be received and adopted. The plan is available on the County and LMPs websites in accessible format. Participating Municipalities The Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, ON NOJ 1Y0 The Municipality of Central Elgin 450 Sunset Drive, St. Thomas, ON N5R 5V1 The Municipality of Dutton Dunwich 199 Currie Road, Dutton, ON NOL 1 JO The Municipality of West Elgin 22413 Hoskins Line Rodney, ON NOL 2C0 The Town of Aylmer 46 Talbot Street West, Aylmer, ON N5H 1J7 The Township of Malahide 87 John Street South, Aylmer, ON N5H 2C3 The Township of Southwold 35663 Fingal Line, Fingal, ON NOL 1 KO Implementation In order to implement the DEI Plan, the County and its LMPs will undertake the following actions: • Review County and LMP documents to ensure the use and incorporation of inclusive and gender -neutral language. Collect employee demographic data to compare to community demographics, and identify ways to enhance DEI within the organization and opportunities for engagement with the community. 5 Page 41 of 97 • Review policies and practices to ensure it aligns with goals outlined in the DEI Plan. • Increase workplace DEI activities and events to increase engagement and awareness. • Engage with local businesses and communities to provide recognition of diversity, equity and inclusion initiatives that have a positive impact across the County. • Create an Intranet and web page for DEI that includes resources and important DEI dates that highlights and celebrates DEI. • Promote staff awareness and participation in internal and external events for DEI (Black History Month, Women's History Month, Pride Parade, Orange Shirt Day etc.). • Ensure recruitment, selection and retention practices account are diverse, equitable and inclusive. • Provide free training information through the DEI plan and offer training to staff on topics not covered through the free training. Evaluation, Reporting and Outcomes The success of the DEI Plan requires that information and communication is transparent, and that the evaluation, reporting, and intended outcomes of the plan are clearly stated. As laid out in the Ontario Human Rights Code, all employees have a right to Freedom from Discrimination with respect to five social areas and seventeen personal attributes. The protected grounds for the five social areas include: 1. Employment 2. Housing 3. Services 4. Unions and Vocational Associations 5. Contracts The protected grounds for the seventeen personal attributes include: 1. Citizenship 2. Race 3. Place of Origin 4. Ethnic Origin 5. Colour 6. Ancestry 7. Disability 8. Age 9. Creed 10. Sex/Pregnancy 11. Family Status 12. Marital Status 13. Sexual Orientation 14. Gender Identity Page 42 of 97 15. Gender Expression 16. Receipt of Public Assistance (housing) 17. Record of Offences (in employment) The Plan will focus on addressing diversity, equity, and inclusion in the workplace and community, and combat any form of discrimination, direct or indirect. The plan will be updated on an annual basis, as necessary. The DEI Plan provides an overview of diversity, equity and inclusion, and the County and its LMPs goals regarding DEI spanning 2024-2026. The purpose is to provide a high-level overview of all DEI projects and initiatives, and the way that each municipality intends to approach different topics relating to DEI. DEI Progress Reports The DEI Plan will be assessed and updated on an annual basis as needed. A DEI Progress Report will be completed annually to demonstrate commitment to implement the DEI Plan goals. DEI Topics • Anti -racism and anti -oppression o Indigenous awareness o Lasting impact of colonialism o Addressing unconscious and implicit biases o Black and racialized Canadians o Micro -aggressions • LGTBQ2+ o Gender identity o Sexual orientation • Accessibility o Disability awareness o Barriers to accessibility o Accommodations in the workplace • Women o Understanding feminism o Sexism in the workplace • Immigrants and Refugees o Addressing myths about immigrants and refugees o Benefits of a multicultural and diverse workplaces o Cultural competence and diversity • Mental Health o Mental health first aid o Combatting stigmas and bias towards mental illness o Homelessness o Addiction • Age o Generational diversity o Digital divide 7 Page 43 of 97 The outcomes of this plan will be measured using the following: • Use surveys to get feedback from the public and employees regarding DEI. • Obtain statistics on employee and community demographics as it relates to DEI. • Review statistics to identify areas for improvement regarding: recruitment, selection, retention, employee satisfaction, community outreach etc. • Review HR policies and procedures to ensure industry best practices. • Get feedback on questions related to diverse, inclusive, and equitable workplaces from exit interviews, stay interviews, and employee engagement questionnaires. • Examine workplace accommodations to ensure accessibility and inclusivity, consider a Universal Design approach. • Partner with Council to join the following: o Canadian Coalition of Municipalities Against Racism and Discrimination (CCMARD -United Nations). o Canadian Coalition of Inclusive Municipalities (UNESCO -United Nations) o City for All Women Initiative (CAWI). • Create an annual report to demonstrate progress towards DEI goals laid out in the plan. • Form DEI related committees at the County level and encourage LMP participation. Overview of Diversity, Equity and Inclusion Why DEI Matters In the current climate, diversity, equity and inclusion in municipalities is imperative. Systemic discrimination remains an ongoing challenge, and when left unaddressed, these issues can grow and become difficult to mitigate. The community is growing, which can lead to an increase in inequities regarding resources, access and power. These barriers impact marginalized communities' access to healthcare, employment, housing, and County goods, services, and facilities. These inequities negatively impact both the community and the workplace. Elgin County and its Local Municipal Partners are responsible for the wellbeing and quality of life of its residents. Addressing these inequities can help ensure the inclusion of all residents. DEI creates a more sustainable community where people from all walks of life have the right to, and can participate fully in social, economic, political, and cultural life. The demographic and economic changes required focus efforts to advance DEI practices and policies to address unfair treatment and forms of systemic discrimination that still take place. This Plan is a systemic response to these imbalances in accessibility, economic status, religious beliefs, ability, gender and gender identity, geographic location, sexual orientation, race, Indigenous ancestry, age and other similar markers of identity. The Plan aims to incorporate best practices recognized and identified in various Municipalities plans, practices, charters and reports on DEI, and unite the different Page 44 of 97 initiatives the County is currently undertaking to affirm and advance its commitment and focus on DEI. DEI Statistics in Canada In accordance with the Diversity for Social Impact: • In 2018, 23.6% of the population are foreign -born. • A majority of immigrants are from Asia. • Over 6 million people identify as a member of a visible minority group. • 61.4% of women and 70.1 % of men participated in the labour force in 2019. • In 2016, less than 1/5 of all leadership roles were held by women. • In 2017, it was reported that 11% of women and 5% of men have a mental health related disability. • In 2017, for First Nations people living off reserves 51 % of women and 40% of men reported unemployment due to not having enough education. DEI Statistics in Ontario According to Ontario Public Service Inclusion & Diversity Blueprint: • Ontario is home to the largest population of Indigenous people in the country. • 48% of Ontario's population will be racialized by 2036. • 1 in 7 Ontarians has a disability. • By 2020, Millennials will make up half of the global workforce. • The majority of visible minority members live in Toronto, Montreal and Vancouver • N 2017, 40% of racialized people in Ontario reported experiencing discrimination due to race in the last 5 years. Demographic Profile of Elgin County According to the Census Profile 2021 for Elgin County: • 20% of the population is age 65 and over. • 9.6% of residents live in low-income status. Over 2000 residents identify as Indigenous. Over 4200 residents are visibly minorities including South Asian, Chinese, Black, Filipino, Arab, Latin American, Southeast Asian, West Asian, Korean, Japanese, and multiple. Over half the population is religious. The County is a growing and changing community. The population of the surrounding local Municipalities is increasing and becoming more diverse due to everchanging immigration, migration, urbanization, and aging society. For further information on the demographic profile of the County, visit Census Profile 2021 —Elgin County. Due to the changing demographics, the County is dedicated to focusing its efforts towards advancing inclusive practices and policies. Applying DEI at Work DEI can be applied to various areas of the workplace, and can enhance existing practices related to, but not limited to, the following: eJ Page 45 of 97 • Communications • Engaging Community • Gathering Information/Research • Leading and Supervising • Monitoring and Evaluation • Planning: Services, Programs, Events • Policy and Procedure Development • Recruitment, Hiring, Selection and Retention • Strategic Planning • Training • Customer Service Benefits of DEI in the Workplace According to the OSP Inclusion & Diversity Blueprint, DEI can lead to: Diverse Talent: ensuring that the workplace is reflective of the population and better represents the public we serve. Inclusive Leaders: allows for better collaboration between the County, its LMPs, internal and external stakeholders and the community. Diversity of Thought & Experience: ensures workplace embraces DEI perspectives. Greater Collaboration: allows for better creativity and innovation in the organization. Responsive Public Service: ensures policies, programs and services are equitable and inclusive. Increased Innovation: improves the creativity and diverse thought and decision making. Better Employee Satisfaction: ensures employees feel included and are represented throughout the organization. Team Performance: enhances team engagement and collaboration Reduces Bias: ensures that all employees are treated with respects, and are free from discrimination. DEI Plans and policies are proven to increase efficiency in customer satisfaction, and contribute to the following improvements for Municipalities: • Increases social capital, engagement, collaboration, and feeling of belonging. • Better physical, psychological and social health and safety. • Decreases healthcare and social services costs. 10 Page 46 of 97 • Increases economic prosperity and productivity. • Increases growth and tax revenue. • Creates a better understanding and empathy for decisions made by the Municipality. CSA Psychological Health and Safety Standard Commitment The County of Elgin and its Local Municipal Partners are committed to ensuring a psychologically healthy and safe workplace. Under the CSA Psychological Health and Safety in the Workplace Standard, there is a section pertaining to diversity, that indicates the connection between psychological health hand safety and diversity in the workplace. Section 4.3.6 Diversity Organizations comprise diverse populations and groups. • The organization shall consider the unique needs of these diverse populations and solicit input when these needs are relevant to complying with the requirements of this Standard. • The organization shall consider workplace factors that can impact the ability of these workers to stay at work or return to work. • While psychological health and safety in the workplace is a shared responsibility among stakeholders, the organization should support individual workers to seek assistance internally or externally when needed. • The organization shall take steps to link workers in need to internal resources and should also take steps to link workers to community or other resources. Challenges and Directives While the County and its LMPs are committed to achieving greater diversity, equity and inclusion, it is important to recognize the challenges with its implementation: • Financial and resource limitations. • Competing priorities for staff. • Uncertain about what best practices or approaches to apply. • Disbelief inequities exist (ex: "there is no gender pay gap"). • Limited political support. • Lack of knowledge regarding the intersectional lens. • Department DEI initiatives happening in isolation without corporate -wide framework. • Need for greater demographic data or feedback on DEI. • Absence of DEI related performance measures. • Some DEI issues are not given as much attention as others. These challenges can be addressed by: • Realizing that DEI change is fluid, constant and there is no one size fits all approach. • Change can be achieved through many avenues and is not limited. 11 Page 47 of 97 • Tensions are not always negative, it is important to address implicit biases to improve awareness and understanding which can result in some discomfort. • Asking questions is important to determine who is included, what causes exclusion, and how can the organization be more inclusive. • Issues may be complex and should involve various stakeholders and the community. • Engagement with community organizations is critical to advancing DEI goals. The County encourages people to be allies and commit to using info learned to take a stand and advocate for all marginalized groups. Being an ally is not a one-time thing, it is a lifelong learning process of asking questions and turning insights into action. DEI Training The County will provide training to: • All people who are an employee of, or a volunteer with the organization; • All people who participate in developing the organizations policies; and • All other people who provide goods, services or facilities on behalf of the organization. General DEI Training • An overview of the Ontario Human Rights Code • An overview of the protected grounds in Canada • Identify common barriers to DEI and how to mitigate them • Discuss important definitions and their implications in the workplace • Address intersectionality and privilege as it relates to the workforce • Discuss the importance of DEI Fundamentals The training will be appropriate to the duties of the employees, volunteers, Council members, and Committee members. It will be provided on an ongoing basis, and updated as needed. A list of free online training resources will be provided in a DEI Guide on various DEI related topics. 12 Page 48 of 97 County of Elgin (EC) Elgin County DEI Progress (General) • Partners with Homewood Health which includes mental health and DEI related resources and supports. • Participated in Orange Shirt Day to support reconciliation efforts and demonstrating support for Indigenous communities. • Participated in Pink Shirt Day to support anti -bullying initiatives throughout Canada. • Has an Accessibility Coordinator that focuses on accessibility and DEI initiatives • Provides comprehensive benefit package to employees. • Engages the Joint Accessibility Advisory Committee on many aspects of accessibility planning and consultation processes. • Provided ongoing training on the AODA and Ontario Human Rights Code. • Creation of the Multi -Year Accessibility Plan with LMPs spanning 2021-2026. • Community and Cultural Services hosted facilities tour and collections review of museum and archives with Chippewas of the Thames First Nation and Oneida Nation of the Thames to review Indigenous collections and discussed ways to work more closely together on future cultural programming. • Community and Cultural Services have actively been working with Oneida Language and Cultural Centre since 2019 on the following: o On -site curatorial support to better display their artifacts to the community. o Providing free collection management software to the Centre. ■ They now input their artifacts into the "Museums of Elgin County Database" which we host. o Installing (late fall 2023) a 16' x 8' mural on the exterior of the Heritage Centre depicting Oneida's settlement story which went proceeded through Elgin County in 1840. o Library staff are working with Oneida's educational resource centre to promote usage of our system by Oneida residents. ■ Rack cards were mailed to residents in 2022 promoting the Shedden branch. ■ The Digital Services Librarian visits Oneida bi-monthly to distribute cards and promote programs. • Elgin County Library hosted 2 drag queen story times (Belmont 2019 and Dutton 2022) and work regularly with Rainbow Optimists Club on inclusionary programming. • Elgin County Library completed the M.I. Understanding Project. • Elgin County Library participates in the Indigenous Reads program annually. • Elgin County Library has implemented Library policies that address DEI issues: Collection Development Policy (approved September 2022), Collection Acknowledgement Statement (June 2023, Membership & Circulation Policy, Program Policy (expected approval September 2023). • Elgin County Library provides opportunities for cardholders to have their voices heard and participate in collection purchasing and that decision making as well 13 Page 49 of 97 as offer objections to these decisions (e.g. Suggest to Purchase form, Request for Reconsideration form). • Elgin County Library has amended an approach to holiday stickering of the Library collection through a DEI lens (Collection Development Team project). • Elgin County Library has analyzed who our Library cardholders are, as well as County residents, and assessing the composition of our collections using a DEI lens and diversity audit for community fit. • Elgin County Library has selected new purchases and discarding Library collections using DEI information and resources and the Collection Development Policy which includes a DEI lens. • Community and Cultural Services provided training in 2023 on inclusive labelling and displays of library materials. • Elgin County Homes & Senior Services have achieved the following progress: o Collection and utilization of resident demographic data to plan services and activities: ■ Faith and spiritual program need based on resident demographics ■ Language, culture and ancestral history. ■ Recognition of persons with disabilities and ensuring access to accessible programming. ■ Recreation program development, implementation and review are based on each and collective resident -assessed interests, abilities, past participation, cultural heritage and perceived or actual barriers to promoting inclusion and participation. ■ Information, programming and resources specific to low -German- speaking residents based on the area demographic and assessed need. o Elgin Homes Grant projects and projects gather demographic data based on participation and report to the Government of Canada, including mentoring others, age, gender identity, and project benefits and outcomes (2019 - 2022). o Leadership Team members actively promote equity, diversity and inclusion: ■ MPT (8 hours volunteer) and 4 Recreationists participated in the Taking it to the Streets Reimagining Dementia "A Creative Coalition for Justice" Art Show and Film Screening. These Hands Project was a featured Art Exhibit. The focus was to create a more just, caring and inclusive society for everyone impacted by dementia — consultation with the Homes Resident and Family Council and resident participants (September 2023). ■ Seniors in Sync Grant project, utilizing technology to recognize individuals' ancestral roots and celebrate diversity in Elgin County through recorded interviews and collaboration with the Elgin County Archives, volunteers and staff (2021). ■ Finding our Heartbeat Drumming Project, utilizing and consulting with Tribal Spirit Music Drums, Studio Arts Music School to create a 14 Page 50 of 97 virtual drumming program for the residents. It was hands-on and celebrated the diversity and history of drums and their importance worldwide; the project continues in the Homes (2022 - 2023). Staff offered, and MPT and project lead participated in the Indigenous Canada Course provided by the University of Alberta. ■ These Hands, a Published Book and Photographic Art Project, celebrates the accomplishments and lifelong contributions of seniors living in our communities. Fifty-seven residents and community members participated in creating the Book and Photographic Art. ■ These Hands Art Show with Audio, Elgin -St. Thomas Public Art Gallery (April 2022). ■ Recorded in an Audio format (2022) and is currently being created in an accessible e-book format (Cooperative Education Student 2023). ■ MPT and Recreationist presented "These Hands" at the City of London Dearness Home to assist and promote similar projects in the long-term care sector. ■ MPT and Recreationist attended and presented at the Therapeutic Recreation Ontario Conference (2023). Which provides education and guest speakers related to inclusion, diversity, and the role recreation professionals play in ensuring each individual can reach their highest potential. ■ MPT attended and presented at the Recreation Professionals of Ontario Conference "Robotic Technology." Participated in the Inclusive Environments for LGBTQ2, provided by the Egale Human Rights Trust and the Indigenous Cultural Competency Training Cycle 1-4 (2019). ■ MPT attended the Aging and Spirituality Conference 2021 (Virtual attendance). ■ Terrace Lodge accommodated a Recreation staff with a physical disability utilizing a ride/walker to continue her role in the Home. ■ Elgin Homes ensures inclusive volunteer services recruitment, onboarding, training and positions which support and recognize diversity. ■ MPTs and Recreationists offer support to individuals with language, culture or persons with disabilities to ensure they have access to resources such as: • Local affiliated churches, spiritual resources, and organizations. • Adaptive resources and equipment to promote independence through leisure. • Access to or collaboration with local agencies that provide support, such as the CNIB, Alzheimer Society, Community Living, Canadian Multifaith Federation, Music Care 15 Page 51 of 97 Conference, Room 220, and Mennonite Community Services. o Recreation teams at Bobier Villa and Elgin Manor implemented a collaborative project with Dietary services called "Countries of Discovery". For each month starting in April of 2023, each home had chosen a country to explore where related programs/activities and residents' meal (lunch service) were focused during the month (i.e. April = Greece, May = Mexico, October = Germany, etc.) Input from residents, families and staff were strongly promoted to enhance cultural feedback, inclusion and participation. This project continues for the remainder of 2023 and is projected to continue in 2024. EC Human Resources DEI Goals The work done to ensure diversity, equity and inclusion is addressed across the County includes, but is not limited to: • Working with other County departments to support various organizations that emphasize DEI in their mission and values. • Sign the declaration or join different groups focused on DEI (Canadian Coalition of Inclusive Municipalities, Canadian Coalition of Municipalities Against Racism and Discrimination, City for All Women Initiative etc.). • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI. • Have the Accessibility Coordinator at the County level to assist with the County and LMPs DEI and Accessibility initiatives. • Establishing a DEI Plan and related procedures and guides. • Creating a monthly DEI Calendar highlighting important dates (updated annually). • Include DEI content on HR page on the Intranet (ongoing). • Compose a list of funding available to Municipalities to support DEI projects (ongoing). • Supporting projects and initiatives undertaken in the County and local Municipalities that focus on diversity, equity, inclusion, and accessibility. • Conduct mandatory DEI training for all staff at the County and Council members. • Encourage staff to take Indigenous Awareness training via the Four Seasons of Reconciliation Professional Development Course or Indigenous Awareness by MOOC. • Develop anti -discrimination and diversity education campaigns. • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Work alongside the Union to identify gaps in DEI awareness and provide training. 16 Page 52 of 97 • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. o Create standardized job templates that are accessible. EC Legislative Services (Admin) Goals • Provide opportunities for community members to be heard and participate in decision -making processes. o This will be accomplished by issuing public surveys (i.e. budget survey) when public input is required, and also by utilizing the Engage Elgin website that allows community members to provide feedback and get information about ongoing County projects. • Celebration of holidays and important calendar dates for community organizations. o With Council's approval, Admin will continue to arrange and hold flag raisings in support of various community organizations (i.e. Elgin County Pride, Childhood Cancer Awareness, Elder Abuse, etc.). o Make every attempt to acknowledge significant holidays and cultural milestones through our weekly CAO updates, on the Intranet, and on our Facebook page. • Representative marketing on municipal platforms. o Continue to and make a more conscious effort to include representation of ethnicities, LGBTQ2+ communities in our social media advertising i.e. job postings showing equal representation of men and women and diverse ethnic backgrounds for all county positions. • Gathering demographic information of surveys of staff and the public. o Include questions at the beginning of our surveys asking for information on an individual's background, if they choose to indicate it. EC Community & Cultural Services (Libraries / Archives / Museum) Goals • Elgin County Library o Continue to recognize and embrace the principles of Truth and Reconciliation with Ontario's diverse Indigenous population. o Continue to engage in meaningful dialogue with Indigenous people and First Nation bands and is committed to drawing on resource and strategies developed by the Canadian and International library community. o Continue to commit to policies and actions that addresses the value of Indigenous collection materials and enables Indigenous authors and content creators to be included and highlighted. o Elgin County Library will continue to offer commit to the provisions of library services for Indigenous people and include plans or policies to partner with Indigenous people and their communities. o Accessing and using other DEI toolkits created by community partners for our own programming and outreach work (e.g. STELIP's Planning Events That Are Culturally Inclusive Guidebook). o Provide free or low-cost programs for County residents. 17 Page 53 of 97 o Continue to provide inclusive programs that meet the needs of everyone, e.g. First Nations Communities Read, Drag Queen Storytime, M.I. Understanding. o Ensure program accommodation for sensory or other needs. o Ensure the Library has diverse partners and is at community tables to support diverse groups, e.g. Oneida Friendship Resource Centre partnership. o Continue to support National Day for Truth and Reconciliation with programs. o Continue to review and eliminate outdated subject terms in cataloguing of Library materials through a DEI lens. o Continue to evaluate how customers access our systems (and Library services). o Provide DEI support to existing Library teams and Committees (Collection Development Team, Collection Reference and Processing Team, Supervisors' Meetings, eResources Team). o Provide ongoing regular training and resources for all Library staff with regards to DEI at annual staff development day. • Elgin County Museum and Elgin County Archives o Continue to be committed to the implementation of the Truth and Reconciliation of Canada: Calls to Action as it pertains to museums and archives. o Continue to commit to policies and actions that addresses the value of Indigenous collections and the importance of historical research for purposes that may include Truth and Reconciliation, healing, self- awareness, land acknowledgement and treaty rights. o Continue to make existing Indigenous and non -Indigenous collections fully available for research and understanding with appropriate descriptive language that considers Indigenous traditions and methods of communication. o Continue to commit to repatriating existing Indigenous collections wherever feasible. o Continue to commit to the provision of museum and archives services for Indigenous people that include plans or policies to partner with Indigenous people and their communities. EC Engineering / Facilities / Planning Goals • Ensuring spaces with County owned facilities are sensory -friendly. • Involve DEI representatives in project planning. • Continue to design public spaces in accordance with the Building Code and AODA requirements. • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. 18 Page 54 of 97 EC Economic Development / Tourism Goals • Inclusive Representation in Tourism Marketing o Ensure that all marketing materials, such as videos and photography, accurately represent the diverse demographics of Elgin County, promoting an inclusive and welcoming image to potential visitors. • Comprehensive Diversity and Inclusion Training o Actively participate in ongoing diversity and inclusion training for all department staff, fostering an environment that values and celebrates differences while promoting cultural awareness and sensitivity. • Enhanced Diversity in Summer Tourism Assistants Recruitment o Develop and implement a recruitment process for hiring summer tourism assistants that focuses on increasing representation from diverse backgrounds, fostering a more inclusive and diverse team. • Engagement through Community Partnerships o Strengthen partnerships with community organizations, ensuring all voices are heard in decision -making processes. • Equitable and Inclusive Service Monitoring o Regularly assess and monitor the accessibility, inclusivity, and equitable provision of services, including grant programs and business surveys, to guarantee that they are accessible to all members of the community. • Diverse and Inclusive Event Planning o Incorporate diversity and inclusion principles into event planning, ensuring that all gatherings and consultations are accessible to diverse groups, and actively encourage their participation in regional events and discussions. • Promotion of Elgin's Diverse Workforce and Community o Raise awareness about the diverse composition of Elgin County's workforce and community, offering resources to local employers to encourage inclusivity and diversity within their workforce. • Inclusive Support for Businesses o Provide comprehensive support to both existing and new businesses, offering informational resources that guide them in delivering inclusive services that cater to the diverse needs of local residents. • Empowering Underrepresented Business Owners o Actively attract and support businesses owned by underrepresented groups, including new immigrants, through tailored assistance and resources, fostering an environment that promotes their success and growth. • Amplifying Indigenous History and Practices o Increase awareness and knowledge of Indigenous history and cultural practices through educational initiatives. Incorporate land acknowledgments in corporate communications and events, and provide accessible resources for community members to deepen their understanding. Elevated Cultural Feedback Mechanisms o Enhance feedback collection methods, such as social media and surveys, to gather insights about cultural offerings, enabling continuous 19 Page 55 of 97 improvement and ensuring that cultural programming resonates with the diverse community. Provision of Up -to -Date Demographic Data o Provide relevant departments and the business community with current data on resident demographics, community changes, and other trends that impact the inclusive delivery of services. This information will facilitate informed decision -making and strategic planning that addresses the evolving needs of the diverse population. EC Finance / Purchasing • Continue to ensure that documents are made available in accessible format and/or with communication supports upon request. • Coordinate with other departments to identify a designated space that can be utilized for meetings that require confidentiality, that ensures full accessibility for people with disabilities. • Engage in ongoing training on accessibility, diversity, equity and inclusion related topics (implicit biases, accessible customer service, anti -discrimination, etc.). • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. • Review the process for accessing personal financial information and ensure that employees with disabilities are accommodated upon request. EC Homes & Seniors Services Demonstrate a shared responsibility and commitment to welcoming and affirming communities for all members of the diverse populations who live, work and visit the County of Elgin's Long -Term Care Homes. Support the development and implementation of a Long -Term Care Home specific DEI assessment, which can be utilized at the County of Elgin 3 Long - Term Care Homes, to support equitable and respectful care and services within the Homes. Focus to include areas such as: o Mission, Vision and Values that commit us to practice diversity, equity and inclusion, o Policy and procedures that promote diversity, equity and inclusion, o Including diversity, equity and inclusion as a standing agenda item on committees such as Joint Health and Safety, resident council, family council, etc., o Practices to incorporate DEI into Long -Term Care Homes services and activities, o Staff, resident, family and volunteer engagement, and o Education and training. Participate in the review of Corporate policies and procedures regarding the process for submitting and responding to complaints about harassment and discrimination to ensure it reflects DEI best practices. 20 Page 56 of 97 • Through the Long -Term Care Home review/assessment process, identify areas for improvement and highlight areas of strength. • Ensure the application of a DEI lens with regards to the Quality Improvement initiatives at the Homes to support work related to the DEI assessment outcomes. • Develop a Home specific DEI policy to support residents within the three Long - Term Care Homes that incorporates opportunities for residents to engage in personal reflection and bring awareness to unconscious biases; and recognition that the resident is the expert in their own life, etc. • Provide training on an ongoing basis to staff on topics related to DEI (implicit bias, anti -discrimination, DEI fundamentals, psychological safety etc.). • Update new hire (employees and volunteers) orientation programs to include diversity, equity and inclusion. • Create awareness and taking an inclusive approach to incorporate cultural considerations (based on resident demographics) to plan services and activities such as meal planning and programming processes. • Continue to include information and resources on DEI related dates and celebrations in communications. • Continue to ensure staff awareness and encourage the use of Employee Assistance Plan and Homewood Health resources. • Seek out meaningful partnerships with community -based organizations and community groups to advance equity, diversity and inclusion within the Homes and enhance life for residents from various communities. EC POA / Legal Municipality of Bayham Bayham DEI Progress • Review policies to ensure best practices for workplace discrimination and harassment. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Strive for a diverse, talented workforce that is reflective of our community • Offer an Employee Assistance Program. • Supports individuals who experience discrimination. • Offer flexible work arrangements to meet individualized needs of each employee. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Implemented the following DEI related policies: o Personnel Policy o Code of Conduct for Members of Council o Council/Staff Relations o Non -Union Work From Home o Accessibility Policies 21 Page 57 of 97 o Council Pregnancy & Parental Leave • Construct accessible recreation facilities such as the Port Burwell Gazebo and Vienna Pavillion. • Provide use of speaking mechanisms to Council on agendas through formal delegation or the use of open forum. Bayham DEI Goals • Provide inclusive voting methods for the 2026 Election. • Incorporate DEI training for new Council in 2026. • Encouraging diverse perspectives in consultation processes. • Review selection and recruitment process. • Develop policies while applying a DEI lens and aligning it with corporate strategic priorities. • Engage with Elgin County regarding general benefits provision to ensure changing workplace demographics and needs are met. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. • Create more opportunities to engage youth and seniors. • Continue to improve access to information and services for all residents. Municipality of Central Elgin Central Elgin DEI Progress • Offers flexible work arrangements to meet the individualized needs of each employee. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Ensures that all Council materials receive an accessibility review via Adobe Pro before publishing Agendas in addition to accessibility features included with the iCompass platform. • Continues to ensure closed captioning for all live -streamed meetings. • Continues to leverage partnerships and community tables. • Provides opportunities for community members to be heard and participate in decision -making processes. Central Elgin DEI Goals • Increase the diversity of job applicants and new staff hired. • Provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Develop a Communications Plan that includes specifications for accessibility requirements. • Offer car -side Commissioner of Oaths for individuals who aren't able to easily access the municipal office. 22 Page 58 of 97 • Conduct representative marketing on municipal platforms (Training portals, Website, Social Media). • Provide opportunities for community members to be heard and participate in decision -making processes. • Review & adapt the recruitment, hiring, and promotion policies, processes, and practices to ensure barriers to employment are understood & addressed. • Provide training on how to have `courageous conversations' to address bias and support DEI. • Understand who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Develop and implement process for evaluating organization satisfaction with DEI. • Encourage opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Identify and address systemic barriers within the Corporation. Municipality of Dutton Dunwich Dutton Dunwich DEI Progress • Developed and implemented a DEI Plan and Policy in 2022 to provide a framework to staff that supports existing and future policies and procedures. o The plan and framework were provided to all staff to raise education and awareness and equip staff with the knowledge, skills, and resources to reduce racism and discrimination, and improve DEI. • Strive for a diverse, talented workforce that is reflective of our community. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Has identified and addressed systemic barriers within the Municipality. • Works with diverse communities to ensure our programs and services meet the needs of everyone. • Issues and complaints are addressed in accordance with the procedures outlined in the Harassment and Discrimination Prevention Policy. • Supports individuals who experience discrimination. • Implemented various AODA policies to destigmatize and treat others with dignity • Increased the diversity of job applicants and new staff. • Reviewed recruitment practices to remove barriers impacting the employment of a diverse workforce. • Improved collaboration with diverse community members and organizations to actively celebrate National Truth and Recognition day with our local Indigenous communities, schools, and other community members. • Continue to engage our diverse communities in a meaningful way. • Developed policies while applying a DEI lens and aligning it with corporate strategic priorities. • Implemented the following DEI related policies: 23 Page 59 of 97 o Violence in the Workplace Policy (WE 01-2014) o Workplace Harassment and Discrimination Policy (WE 02-2014) o Commitment to a Civil Workplace Environment and Workplace Interactions Policy (WE 03-2014) o Accommodations in the Workplace Policy (WE 04-2014) o Emergency Workplace Response for Employees with Disabilities Policy (WE 05-2014) o Code of Conduct for Employees Policy (WE 12-2014) o Code of Conduct for Members of Council and Local Boards Policy (WE 17-2114) o Post Traumatic Stress Disorder — Anti Stigma Policy (WE 24-2017) o Council Member/Staff Relationship Policy (WE 25-2020) o Return to Work — Accommodating Employees with PTSD Procedure (HS&W 75-2017) o Accessibility Training Procedure (A 09-2017) o Requests for Accessible Formats and Communication Procedure (A 10- 2017) o Service Animals in the Workplace Procedure (A 11-2017) o Support Persons Procedure (A 12-2017) o Waiver or Reduction of Rental Fees for Municipally Owned Facilities Policy (A 23-2019) o Patron Conduct Policy (AP 02-2015) o Hiring Policy (RR 04-2014) o General Grants Policy - Culture and Heritage (F&A 11-2016) Dutton Dunwich DEI Goals • Set objectives for advancing DEI at all stages of the employment life cycle, including recruitment, hiring, retention and advancement throughout the Municipality reflecting the qualities and differences of the broader population it serves. • Ensure budget planning, staffing and other resources necessary to meet our DEI goals are available. • Provide for DEI education and training. • Support and promote the breaking down of barriers, deconstructing biases, identifying systemic racism, and fostering and promoting an inclusive, respectful, and welcoming environment for all who interact with the Municipality. • Continue to commit to the principles of DEI when doing business, delivering services, programs and providing opportunities. • To provide opportunities for community members to be heard and participate in decision -making process. • Developing a well -thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti -Bias & Diversity Flexible work arrangements to meet the individualized needs of each employee. • Celebration of holidays and important calendar dates for faith -based groups, human rights groups, and cultural groups. 24 Page 60 of 97 • Continue to focus on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Seek out and celebrate DEI to mark Black History Month, International Women's Day, Asian Heritage Month, Jewish Heritage Month, National AccessAbility Week, National Indigenous History Month, Pride Month, Emancipation Day and Islamic Heritage Month. • Providing free or low-cost recreation programs for residents with low incomes. • Create more opportunities to engage youth and seniors. • Ensuring spaces are sensory -friendly or offering times with reduced noise and stimulation. • Understanding and affirming how we need to treat each other through anti -racism training for all staff and management. • Continue to improve access to information and services for all residents. • Understanding who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Establishing anonymous and safe means for staff to share experiences, feedback, and complaints. • Review Municipal forms for inclusive language and gender neutrality. • Review the recruitment process. • Creating programs that provide recognition of DEI activities that positively impact the Corporate culture and foster a welcoming environment for staff. • Have a Cultural Celebrations Calendar of events. • Promote staff awareness and participation in events and initiatives i.e., Black History Month. • Actively attract ethnic businesses. • Investigate a quiet room/space at a Municipal facility. • Promote and provide training and/or educational sessions on DEI fundamentals, anti -Black racism/anti-racism. • Continually reinforce and set expectations for a harassment free and respectful workplace. Municipality of West Elgin West Elgin DEI Progress • Participate in recognition days to commemorate and raise awareness of important dates relating to DEI (Orange Shirt Day, Pink Shirt Day etc.). • Sharing of resources and posting information internally and externally related to DEI topics and important DEI related dates. • Has a process in place for monitoring discrimination and harassment and responding allegations made by employees and/or members of the public. • Provide equal opportunities as a municipal employer, service provider and contractor. • Offer flexible work arrangements to meet individualized needs of each employee. • Provide opportunities for community members to consult and participate in decision -making processes as it relates to DEI and accessibility. 25 Page 61 of 97 • Ensuring materials and information are accessible and available in language(s) used by the intended audience. • Celebration of holidays and important calendar dates for faith -based groups, human rights groups, and cultural groups. • Offers an affordable and accessible transportation option to members of the community. • Promotes the respect, knowledge, and appreciation of cultural diversity and inclusion of Indigenous and racialized communities in the cultural fabric of the municipality. • Monitors services to ensure they are accessible, inclusive and equitably provided. West Elgin DEI Goals • To provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • To improve collaboration with diverse community members and organizations in West Elgin. • Provide professional development opportunities and training on topics relating to DEI (unconscious bias, mental health and wellness, anti -discrimination etc.). • Ensuring the Municipality incorporates a DEI lens when conducting performance evaluations for employees. • Work alongside the Union to identify gaps in DEI awareness and provide training • Develop and implement a process for evaluating the Municipality's satisfaction with DEI. • Continue to identify, promote and reshare resources on topics relating to DEI. • Develop leadership awareness of DEI and accountability ensuring leaders have an understanding, competence, and resources to discuss a variety of topics relating to DEI. • Evaluate flexibility and accommodation practices ensuring they meet industry best practice, incorporate and consider DEI, and are barrier free. • Provide opportunities to welcome newcomers to the municipality. Town of Aylmer Aylmer DEI Progress • Review recruitment/ candidate pool generation existing and best practices to increase diversity of job applicants and new staff hired. The goal is to attract and leverage a diverse workforce. • Provide opportunities for community members to be heard and participate in decision -making processes through public engagement aimed at engaging a diverse community. The goal is to improve collaboration with diverse community members and organizations in Aylmer. • Establishment of a corporate communication policy (2021) to implement best practices, with the goal of engaging a diverse community. 26 Page 62 of 97 • Encourage opportunities for cross -training and job shadowing across the organization. Aylmer DEI Goals • Reviewing organizational capacity and need for specific positions or departments to support DEI work. • Reviewing organizational complaint processes to ensure complaints stemming from one of more of the protected grounds of the Ontario Human Rights Code are addressed appropriately. • Continued review and consideration of flexible work arrangements to meet the individualized needs of each employee. • Continue working with community organizational stakeholders to ensure that diverse populations are able to effectively and efficiently engage with Town programs and services. Part of this includes engaging diverse communities in a meaningful way. • Increase vigilance against systemic and individual discrimination. Support individuals who experience discrimination. • Monitor services to ensure they are accessible, inclusive and equitably provided • Create more opportunities to engage youth and seniors. • Provide opportunities to welcome newcomers to the municipality. Township of Malahide Malahide DEI Progress • What do we already do in recruitment process. • What do we already to in training of all staff. • Monitor discrimination in the municipality and act to address it. • Support individuals who experience discrimination. • Provide equal opportunities as a municipal employer, service provider and contractor. • Support measures that promote equity in the labour market. • Flexible work arrangements to meet the individualized needs of each employee. • Continue to promote existing resources while creating additional corporate learning opportunities on diversity and inclusion topics that are available to all staff (e.g. mental health, unconscious bias, plain language, anti -oppression). Malahide DEI Goals • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Work alongside the Union to identify gaps in DEI awareness and provide training. 27 Page 63 of 97 • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI. • Offer skill -building opportunities that will develop our workforce. • Encourage opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Facilitate networking and collaboration to learn from others with expertise in diversity and inclusion. • Monitor services to ensure they are accessible, inclusive and equitably provided • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. Township of Southwold DEI Progress • Provided staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Provide opportunities for community members to be heard and participate in decision -making processes. • Offer flexible work arrangements to meet the individualized needs of each employee. • Established anonymous and safe means for staff to share experiences, feedback, and complaints. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Provided clear, confidential processes for reporting any violations of harassment and discrimination policies. • Encouraged opportunities for cross -training and job shadowing across the organization with increased use of courtesy postings. • Implemented secondments and acting assignments as a tool for employee development and create supporting policies and procedures. • Developed and implemented a diversity and inclusion lens to help staff identify barriers in Regional policies, programs and services. DEI Goals • Developing a well -thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti -Bias & Diversity Training — starting with leaders and champions. • Developing supportive resources like a DEI Lens Toolkit to support staff across the municipality to integrate DEI into their work (see Ottawa's El Lens Handbook, Appendix A), or a DEI Guide or DEI Policy to supplement the DEI Plan. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. 28 Page 64 of 97 Create a quick reference handbook on diversity and inclusion that includes definitions, FAQs and tips on the best way to address issues and inappropriate behavior. Create more opportunities for education and awareness on DEI topics for residents. Communication and Contact Information Feedback The County and its Local Municipal Partners accept all feedback from members of the public relating to the provision of accessible goods, services or facilities as it pertains to diversity, equity, inclusion and accessibility. The County and its Local Municipal Partners will develop procedures that specify the actions that will be taken if a complaint is received about the manner it provides goods, services or facilities. Information regarding the feedback process will be posted on the County's website. Individuals can request this information by contacting the County. Compliance The County is compliant with the various legislative requirements that oversee diversity, equity and inclusion throughout the Province of Ontario and Canada as a whole. This plan will be available on Elgin County's website, located at www.elgincounty.ca. A hard copy can be obtained by contacting the County's Human Resources Department. Local Municipal Partner Websites Municipality of Bayham: https://www.bayham.on.ca/ Municipality of Central Elgin: https://www.centralelgin.org/en/index.aspx Municipality of Dutton Dunwich: https://www.duttondunwich.on.ca/ Municipality of West Elgin: https://www.westelgin.net/en/index.aspx Town of Aylmer: https:Havlmer.ca/ Township of Malahide: https://www.malahide.ca/en/index.aspx Township of Southwold: https://www.southwold.ca/en/index.aspx Contact Information The County encourages people to reach out if they have any questions, comments, or concerns regarding the County DEI Plan, or with accessing goods, services, and/or facilities. Address: 450 Sunset Drive, St. Thomas, ON, N5R 5V1 Email: hr(cD-elgin.ca Phone: 519-631-1460 Website: www.elgincounty.ca This document is available in accessible format and/or with communication supports, upon request. 29 Page 65 of 97 010� PROP "'�VVIIVVII�)�I'i P1SfiiNaw�.mm Recommendations: Report to Joint Accessibility Advisory Committee From: Sarah Savoie, Accessibility Coordinator Date: November 7, 2023 Subject: Updates to the Accessibility Policy, Emergency Response Policy, and Accommodations Policy THAT the report titled Updates to the Accessibility Policy, Emergency Response Policy, and Accommodations Policy, dated November 7, 2023 from Accessibility Coordinator Sarah Savoie be reviewed and forwarded to Council for approval. Introduction: The purpose of this report is to provide the Joint Accessibility Advisory Committee with an overview of the updates and changes made to the following policies: • 2.130 County Accessibility Policy • 2.130.1 Emergency Workplace Response for Employees with Disabilities Policy • 2.80.2 Accommodations in the Workplace Policy The information provided in the report is intended to provide a comprehensive overview of the recommended updates and changes that were made to the above policies. The purpose of the changes was to better align the policies with best practices and ensure the are aligned with the requirements under the 1 (g tt ilVl1P :b� "°.)n a.;�tiantt� with Y g q.......................................................................................................................................................... Dlsal)i1ifieA(�1(��t!t 2OO.a'S 0:..2))))5.., 11 (AODA), 121ggt�g.tg d82�g ala n t d (IASR), and the )ntn tk"') I lut°ran r) l � ,h,ta��...) �� 1� �°.�� II i �� 191(.).�1 r II N1 9 (the Code. The County is committed to identifying, removing and preventing barriers that inhibit the full and equal participation of people with disabilities. Discussion: 2.130 County Accessibility Policy The AODA requires all public organizations to meet the accessibility standards established by the legislation. This policy provides a framework to guide the review and development of Elgin County goods, services, programs and facilities in an inclusive manner that considers the AODA requirements and the needs of people with disabilities. Page 66 of 97 2 i ne policy acts as the main accessibility policy for Elgin County and provides information on how the County will meet the requirements of the IASR This regulation establishes the accessibility standards and sets forth the requirements Municipalities must meet, which includes: information and communication, employment, transportation, design of public spaces, and customer service. Further accessibility related requirements beyond the AODA and IASR can be found in both the Ontario Building Code and the Code. Requirements set out in the Accessibility Policy are not a replacement or substitution for the requirements established under the Code, nor does the policy limit any obligations owed to persons with disabilities under any other legislation. Further amendments to the Accessibility Policy may occur if Standards under the IASR are amended or developed and will be brought forward to Council approval based on timelines and compliance requirements. The policy will be reviewed and updated on an as needed basis. Summary of Changes Made to Accessibility Policy: • Added a Purpose section that indicates the aim of the policy and • Updated the Statement of Commitment (previously titled Policy Statement) section to reduce repetitiveness • Added a Legislative Authority section to outline the relevant legislation that oversees accessibility requirements in Ontario and the sections of the IASR • Added a Scope to indicate who the policy applies to and how it is applied • Expanded the Definitions section to include accessible formats, barrier, communication supports, service animal (removed `guide dog' as it is covered under service animal), and support person. • Reorganized the sections of the Accessibility Policy to align with the sections in the IASR (ex: general requirements, information and communication etc.), and used similar titles/headings o The purpose of this is to make information easier to find and access • Updated and added the following sections under General Requirements: Joint Multi -Year Accessibility Plan; Annual Accessibility Status Report; Procurement of Goods, Services and Facilities; Self -Service Kiosks; and Training • Updated and added the following sections under Information and Communications: Feedback; Accessible Formats and Communication Supports; Emergency Procedures, Plans and Public Safety Information; Accessible Website and Web Content; and Public Libraries • Updated and added the following sections under Employment: Recruitment, Assessment or Selection Process; Workplace Accommodations; Workplace Emergency Response Information; Documented Individual Accommodation Plan; Return to Work Process; and Performance Management, Career Development and Redeployment • Updated and added the following sections under Design of Public Spaces: Accessible Built Environment; Joint Accessibility Advisory Committee Consultation; and Maintenance of Accessible Elements Page 67 of 97 3 • Updated and added the tollowing sections under Customer Service: Provision of Goods, Services and Facilities; Service Animals; Support Persons; Assistive Devices; Notice of Temporary Service Disruptions • Added a section on Compliance to indicate the importance of adhering to all legislative requirements and information outlined in the Accessibility Policy • Included sections on Contact Information and Supporting Documents 2.130.1 Emergency Workplace Response for Employees with Disabilities Policy The County of Elgin will make all reasonable efforts to provide individualized workplace emergency response information for employees who have a disability. The County must be made aware of the need for an individualized response. It is the expectation that all staff involved in assisting employees with disabilities during an emergency response, do so in a safe manner. Staff must ensure that the environment, equipment, and tools used during the emergency response are safe and in good working condition. The policy is aligned with the AODA and IASR requirements. Summary of Changes Made to Emergency Response Policy: • Updated the Statement of Commitment (previously titled Policy Statement) to include section indicating all staff involved in assisting employees with disabilities during an emergency must do so in a safe manner • Expanded the Definitions section to include: Accessible Emergency Information; Designated Person(s); Employee Requiring Assistance; Disability; and Individualized Emergency Response Plan • Expanded the Roles and Responsibilities section to include more details for employees (ex: being aware of what happens during an emergency and review plans to ensure it is accessible) and human resources (ex: include other information for the plan such as identifying designated person(s), delegating responsibilities when absent, providing emergency information to designated person(s), reviewing the plan and consulting the manager (as needed) • Added the following sections: Manager Responsibilities, Department Staff Responsibilities, and Maintenance Responsibilities o The purpose is to ensure that the planning process is more comprehensive and inclusive, and that the workplace is being maintained in a manner that considers the safety of all employees • Expanded the Procedures for Designated Persons section to include details on the responsibilities (ex: delegating responsibilities, involvement in the planning process etc.), and a Tips on Staying Safe in an Emergency section was added • Added a Supporting Documents section including references and resources • Added a Worker Emergency Self Evaluation Assessment form (inclusion TBD) 2.80.2 Accommodations in the Workplace Policy The County of Elgin is committed to providing inclusive, barrier -free employment, facilities, and services that are free from discrimination per the Code, and the AODA. Page 68 of 97 0 The aim of the County's Accommodations in the Workplace Policy is to foster an inclusive workplace environment, and fulfil the duty to accommodate by promoting accessible and inclusive employment practices, facilities, and service provision. Accommodations shall be explored for persons and/or groups when requested, and ensure it is aligned with the requirements set out in the AODA, IASR, and the Code. Summary of Changes Made to Accommodations Policy: • Added a Purpose section indicating the aim of the policy • Moved the Statement of Commitment (previously titled Elgin County's Commitment) under the Policy Statement and altered the wording to be more inclusive and less repetitive • Added a Scope section to indicate which stakeholders the policy applies to • Expanded Legislative Authority (previously titled The Legal Environment) to include the links to relevant legislation and moved information relating to the Duty to Accommodate to its own section • Added a Definitions section with accommodation types (universal and individual) disability, documented individual accommodation plan, and duty to accommodate • Duty to Accommodate section details what is required of the Employer per the Human Rights Code (which includes accommodations on the basis of disability, sex, religion etc.) to accommodate employees to the point of undue hardship • Included an Accommodation Process description added before the responsibilities sections that details that all parties must cooperate and work collaboratively in order to ensure accommodations are successfully implemented o Included the following statement: Employee privacy and confidentiality will be maintained throughout the accommodation process, and information will only be disclosed on a need to know basis, with the consent of the individual (Employee or applicant). All accommodation requests will be taken seriously, and no person will be penalized for making an accommodation request. • Responsibilities sections include Employee, Management, Bargaining Agent, Workplace Community, and Attending Physician • Made minor changes to the Recruitment Accommodations section (removed use of `he or she' and replace with gender neutral `they' or `them'; altered wording regarding obtaining of information to verify accommodation needs etc.) • Made minor changes to the Workplace Accommodations section (added `or other relevant Health Care Practitioner' beside Attending Physician as some accommodation needs may be better verified by a different practitioner; added a line about reviewing and making changes to the accommodation plan) • Changed `accommodation plan' to `Documented Individual Accommodation Plan' to better reflect legislative requirements • Included Supporting Documents section with related policies and procedures Page 69 of 97 Financial Implications: None. 5 Alignment with Strategic Priorities: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Additional Comments: None. Local Municipal Partner Impact: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. There is no direct Local Municipal Partner impact. If requested, the County can share the updated policies with its Local Municipal Partners should they wish to use it when reviewing and updating their own accessibility related policies. Communication Requirements: The Joint Accessibility Advisory Committee has reviewed and approved the changes made to the accessibility policies as outlined above. The changes then require approval from County Council, as indicated in this report. The 2.130 County Accessibility Policy is required to be posted online in an accessible format for the public to access. Conclusion: The information contained in this report is intended to provide a high level, but detailed overview of the changes made to the three accessibility related policies. Changes are subject to be altered during the review process by the JAAC and Elgin County Council. Page 70 of 97 All of which is Respectfully Submitted Sarah Savoie Accessibility Coordinator Approved for Submission Jenna Fentie Manager of Administrative Services/Deputy Clerk 0 Page 71 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature Subject: Policy Number: Date Approved: Date of Last Revision: Code: Section: County of Elgin Human Resources Policy Manual County Accessibility Policy 2.130 September 25, 2012 November 22, 2016 A 2 County Accessibility Policy Purpose This policy provides a framework to guide the review and development of Elgin County goods, services, programs and facilities, that considers the Accessibility for Ontarians with Disabilities Act (AODA) and Integrated Accessibility Standards Regulation (IASR) requirements and the needs of people with disabilities. Requirements set out in the Accessibility Policy are not a replacement or substitution for the requirements established under the Ontario Human Rights Code (the "Code") nor does the policy limit any obligations owed to persons with disabilities under any other legislation. Statement of Commitment The County of Elgin (the "County") is committed to providing a barrier -free environment for all individuals accessing County goods, services, and facilities. The County recognizes the diverse needs of its residents and employees, and will continue to prioritize accessibility to ensure the full inclusion of people with disabilities. In order to meet the needs of people with disabilities the County will: • Ensure policies address dignity, independence, integration and provide for equal opportunity for people with disabilities. • Allow people with disabilities to use their own personal devices to obtain, use or benefit from the services offered by the County. • Accommodate the accessibility needs of people with disabilities to ensure they can obtain, use or benefit from the County's goods, services, programs and facilities. • Communicate with people with disabilities in a manner that considers the person's disability. Page 72 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Legislative Authority The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires all public organizations to meet the accessibility standards set out under the AODA and the O.Reg 191/11 Integrated Accessibility Standards Regulation (IASR). Additional legislative requirements beyond the AODA and IASR can be found in both the Ontario Building Code (OBC) and the Ontario Human Rights Code. The AODA and IASR provides for the development, implementation and enforcement of accessibility standards in order to achieve accessibility for persons with disabilities in all aspects of society. All County policies, procedures, by-laws, standards, and guidelines must comply with the legislative requirements. The County must meet requirements in key areas under the IASR, including: • General Requirements (Procurement, Training and Policy) • Information and Communications • Employment • Transportation • Accessible Built Environment • Customer Service Scope This policy applies to all persons who deal with members of the public, other third parties who act on behalf of the County, employees, member of Council, agent, volunteer, student placement, committee member, or otherwise and all persons who participate in developing the County's policies governing the provision of goods, services or facilities to members of the public or other third parties. Definitions Accessible Formats: may include, but are not limited to, large print, recorded audio and electronic formats, braille and other formats usable by persons with disabilities. Barrier: means anything that prevents a person with a disability from fully participating in all aspects of society because of his, her or their disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice Communication Supports: may include, but are not limited to, captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications. E Page 73 of 97 I ��„11�nri//1e1111111(�l�NNll1, OF ✓ mu 4w , .� �. County of Elgin Progressive byNature Human Resources Policy Manual Disability (as defined by the Code) means, a. any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, b. a condition of mental impairment or a developmental disability, c. a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, d. a mental disorder, or e. an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; ("handicap") Service Animal: For the purposes of this policy, an animal is a service animal for a person with a disability if- 1 ) the animal can be readily identified as one that is being used by the person for reasons relating to the person's disability, as a result of visual indicators such as the vest or harness worn by the animal; or 2) the person provides documentation from one of the following regulated health professionals confirming that the person requires the animal for reasons relating to the disability: i. A member of the College of Audiologists and Speech -Language Pathologists of Ontario ii. A member of the College of Chiropractors of Ontario iii. A member of the College of Nurses of Ontario iv. A member of the College of Occupational Therapists of Ontario V. A member of the College of Optometrists of Ontario vi. A member of the College of Physicians and Surgeons of Ontario vii. A member of the College of Physiotherapists of Ontario viii. A member of the College of Psychologists of Ontario ix. A member of the College of Registered Psychotherapists and Registered Mental Health Therapists of Ontario Support Person: means, in relation to a person with a disability, another person who accompanies him, her or them in order to help with communication, mobility, personal care or medical needs or with access to goods, services or facilities. K Page 74 of 97 I OF Progressive by Nature County of Elgin Human Resources Policy Manual General Requirements Joint Multi -Year Accessibility Plan The County will establish, implement, and maintain a Joint Multi -Year Accessibility Plan (MYAP), outlining the County and its Local Municipal Partner's (LMPs) strategy to identify, remove and prevent barriers, and to meet relevant legislative requirements. The County will establish and implement the Plan in consultation with the public, people with disabilities and the Joint Accessibility Advisory Committee. The County shall review and update the plan at least once every five (5) years. The plan will be made available to the public on the County website, and it will be provided in an accessible format and/or with communication supports upon request. Annual Accessibility Status Report The County and its LMPs will prepare a Joint Annual Accessibility Status Report, on an annual basis, to report on the progress and measures taken to implement the strategy and goals set out in the Joint MYAP. The Joint Annual Accessibility Status Report will be posted on the County and Local Municipal Partner's websites. The report can be made available in an accessible format, upon request. Procurement of Goods, Services and Facilities The County will incorporate accessibility design, criteria and features when purchasing or acquiring goods, services or facilities, except where it is not practicable to do so. Where it is not practicable to incorporate accessibility design, criteria and features, an explanation will be provided upon request. Self -Service Kiosks The County shall incorporate accessibility features when designing, procuring, and acquiring self-service kiosks. Training The County will provide training to all employees and volunteers including Council and Committee Members, people who participate in the development of policies, and all persons who provide goods, services or facilities on behalf of the County. Training provided will be appropriate to the duties of the individual, on any policy changes, and it will be provided as soon as practicable. AODA and OHRC Training: • An overview of the Ontario Human Rights Code 4 Page 75 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual • A review of the Accessibility for Ontarians with Disabilities Act, 2005 • A review of the Integrated Accessibility Standards Regulation (O. Reg 191/11) • Specific review of IASR requirements, based on the duties associated with the employee Customer Service Training: • How to interact and communicate with people with various types of disabilities • How to interact with people with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person • How to use equipment or devices available on the County's premises or otherwise provided by the County that may help with the provision of goods, services or facilities to a person with a disability • What to do if a person with a disability is having difficulty accessing the County's goods, services or facilities The County will maintain a record of training that includes details on the training provided, who received training, the dates, and number of individuals trained. Information and Communications The County is committed to ensuring all stakeholders can access information and communications created by the County. Note that the information and communications standards do not apply to products and product labels (exceptions apply) unconvertible information or communications, and information that the County does not control directly or indirectly through a contractual relationship (exceptions apply). Feedback The County welcomes feedback from members of the public relating to the provision of accessible goods, services or facilities to people with disabilities. Customer feedback helps the County identify barriers, improve the delivery of goods, services and facilities, and to respond to accessibility related questions or concerns. It is recommended that the feedback submitted include the date, description, any suggestions or recommendations for the County, input on how to resolve the complaint (if applicable), and personal contact information if the individual wishes to be contacted. Feedback can be submitted to the County in the following ways: a) By mail addressed to: • Human Resources Department Attention: Accessibility Coordinator 5 Page 76 of 97 I ��„11�nri//1e1111111(�lNNll1' OF Progressive by Nature • Elgin County • 450 Sunset Drive County of Elgin Human Resources Policy Manual • St. Thomas, ON, N5R 5X7 b) By email: TBD c) By phone: 519-631-1460 d) By website using the Accessibility Contact form or the Accessibility Feedback Form located on the Accessibility page of the County website The County will ensure the feedback process is accessible by providing, or arranging for the provision of accessible formats and communication supports, upon request. The County is required to develop a feedback process and the steps that will be taken when responding to complaints, as outlined below. The public can request more details on the process by contacting the County. County Feedback Process: 1. Once feedback is received the Accessibility Coordinator will identify if the feedback is a complaint, suggestion, recommendation, or complement. 2. The Accessibility Coordinator will maintain a recording outlining the details provided (date, description, suggestions, recommendations, input, personal contact information), and follow-up actions will be taken. 3. If the feedback submitted indicates the individual wishes to be contacted, the Accessibility Coordinator will acknowledge receipt of the feedback within 5 business days. 4. Where possible, complaints will be acknowledged and addressed immediately. 5. When the feedback requires input from a Director/Manager, the Accessibility Coordinator will forward feedback to the appropriate Director/Manager to determine what action will be taken. If a barrier is identified, the Director/Manager will determine if it is feasible to remedy the barrier. The Director/Manager will advise the Accessibility Coordinator of the decision and reasons for it. 6. In the case where a decision is made by a Director/Manager, the Accessibility Coordinator will respond to the individual who submitted the feedback of the decision made and reason for it within thirty (30) business days. 7. If agreement on the resolution of a complaint cannot be reached, the Director/Manager has the option to present the issue to County Council for final disposition. In this case, the Accessibility Coordinator will inform the individual who submitted the feedback of the decision and reasoning once it is received. Page 77 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Accessible Formats and Communication Supports The County will provide accessible formats of information and communications that are produced by, or in direct control of the County. Information produced by third parties, that is not controlled directly or indirectly by the County, can be requested to be provided in an alternative format that is accessible and/or with communication supports. The public can make a request by submitting the Accessible Format or Communication Supports Form located on the Accessibility page on the County website. The County will consult with the individual making the request to determine the suitability of an accessible format or communication support. Accessible formats and communication support will be provided upon request in a timely manner and at a cost that is no more than the cost charged for the original format. When it is not practicable to provide an alternate accessible format, the County will provide an explanation and a detailed summary of the document in an accessible format. If the County is unable to obtain the requested communication support, the County will consult the individual to determine an alternative method of communication. Emergency Procedures, Plans and Public Safety Information The County will provide emergency procedures, plans and public safety information in an accessible format or with appropriate communication supports, as soon as practicable, upon request. Accessible Website and Web Content The IASR requires that all County's web content (websites, social media pages, and web applications) controlled directly by the County or indirectly through a contractual relationship, to conform to the WK Web Content Accessibility Guidelines (WCAG) 2.0 Level A and AA (except criteria 1.2.4 and 1.2.5) by the schedule set out in the IASR. The Accessibility Coordinator is responsible for establishing and maintaining procedures, standards, guidelines and training to ensure all web content made publicly available is accessible. Any County Departments that are involved in the creation and distribution of web content are required to adhere to the WCAG 2.0 requirements. The County will ensure all documents that are directly controlled by the County, or indirectly through a contractual relationship, are in accessible format when made publicly available online. Members of the public may request for documents that are not directly or indirectly controlled by the County to be provided in accessible format and/or with communications supports, upon request. 7 Page 78 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual In the event that the document (whether directly or indirectly controlled by the County) or web content is unconvertible, the County shall provide an explanation as to why it is unconvertible, and a summary of the unconvertible information in accessible format. The County will consult with the requesting individual to determine suitability of format. Public Libraries Elgin County Libraries will provide access to or arrange for the provision of access to accessible materials where they exist. The public can access information regarding the availability of accessible materials on the Elgin County Library website or by contacting the Library. Information is available in accessible formats and/or with communication supports, upon request. Employment The County is committed to fair and accessible employment practices. The Employment Standards in the IASR outlines requirements for the accommodation of persons with disabilities during the recruitment process and throughout their employment with the County. Note that the employment standards do not apply in the respect of volunteers or other non -paid individuals. Recruitment, Assessment or Selection Process The County will notify all potential applicants that accommodations are available upon request during the in the interview, assessment and testing process. Applicants must make their accessibility needs known and put in a request for accommodations. Upon receipt of such request, the County will consult the individual making the request and determine suitable accommodations. When making an offer of employment, the County will inform the individual of the County's commitment to providing accommodations in the workplace. Information regarding the accommodation process and accessible employment practices and policies will be provided to new employees as soon as practicable, once they begin their employment. Updated information will be provided whenever there are changes made to relevant policies. Workplace Accommodations Accommodations will be provided to employees with disabilities during the duration of their employment with the County of Elgin. Employees must submit their request for accommodations in writing. Employees may request for information required to perform their job duties and/or information available to all employees in the workplace to be provided in an accessible format and/or with communication supports. The County will consult with the employee to determine the suitability of the accessible format and/or communication support being offered/provided. Page 79 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Workplace Emergency Response Information The County will provide Individualized Workplace Emergency Response Plans for employees with disabilities when deemed necessary and the County is aware of the need for accommodation due to the employee's disability. If the employee receiving the emergency response plan requires assistance, the County will, with consent from the employee, provide the emergency response information to the designated person that will provide the assistance. The County will provide relevant information as soon as practicable. Individualized Workplace Emergency Response Plans will be reviewed when: • The employee moves to a different location in the organization • The employee's overall accommodation needs or plans are reviewed • The employer reviews the general emergency response policies Documented Individual Accommodation Plan The County must maintain a written process for the development of Documented Individual Accommodation Plans for employees with disabilities. For full details, see 2.80.2 Accommodations in the Workplace Policy. Return to Work Process The County has in place a return to work process for employees who have been away from work due to a disability and require disability -related accommodations in order to return to work. The return to work process must be documented, and include the steps the County will take to facilitate the employees return to work, and include a documented individual accommodation plan. Performance Management, Career Development and Redeployment The County will take the accessibility needs and Individual Accommodation Plans into consideration for employees with disabilities during a performance management process, when providing career development and advancement, or when the employee is being redeployed. Design of Public Spaces Accessible Built Environment The County is committed to designing public spaces that are free from barriers and accessible to all persons. The County will comply with the requirements found in Part IV.1 of the IASR where applicable, in relation to the design of public spaces. The Design of Public Spaces Standards requires the County to comply with respect to public spaces that are newly constructed or redeveloped, including: Page 80 of 97 I ��„11�nri//1e1111111(�lNNll1' OF Progressive by Nature County of Elgin Human Resources Policy Manual • Recreation trails and beach access routes • Outdoor public use eating areas and rest areas • Outdoor play spaces • Exterior paths of travel • Accessible parking • Obtaining services The County has created, in collaboration with the Joint Accessibility Advisory Committee, several guidelines to assist with the implementation of this Standard: a) Accessible On -street Parking Standard b) Accessible Playground Consultation Document c) Recreational Trails Consultation Document & Guidelines The County is must also adhere to the requirements for the Accessible Built Environment under the O.REG. 332112 Ontario Building Code Act. Joint Accessibility Advisory Committee Consultation In accordance with the IASR, Municipalities with a population of 10,000 or more must have a Municipal Accessibility Advisory Committee. Elgin County has formed a joint committee with the Municipality of Central Elgin, known as the Joint Accessibility Advisory Committee (JAAC). The Committee is legally required to provide consultation to the Municipality and County on various matters relating to accessibility. Elgin County will ensure the JAAC is consulted on the following: • When establishing, reviewing and updating the Joint MYAP • When developing accessible criteria for the design, construction, renovation or placement of bus stops or shelters • When determining the proportion of on -demand accessible taxicabs • The need, location and design of accessible on -street parking spaces when building new or making major changes to existing on -street parking spaces • When building new or making major changes to recreational trails • The needs of children and caregivers with various disabilities when building new or making major changes to existing outdoor play space s • The design and placement of rest areas along an exterior path of travel when building new or making major changes to existing exterior paths of travel • When the County constructs, purchases, significantly renovates, and leases buildings or declares a municipal capital facility • Provide site plans or drawings from developers in a timely manner, when requested (example: subdivisions, municipal offices, community centres, recreational centres) 10 Page 81 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual • In all other circumstances where it appears appropriate to seek advice from the JAAC on how to remove barriers for people with disabilities Maintenance of Accessible Elements The County has established a procedure for preventative and emergency maintenance of accessible elements in public spaces, and a procedure for dealing with temporary service disruptions regarding accessible elements. Both procedures are included in the Joint Multi -Year Accessibility Plan under Appendix A and Appendix B. Customer Service Provision of Goods, Services and Facilities The County shall develop, implement and maintain policies regarding the provision of goods, services or facilities. It shall align the policies with the following principles- 1 . The goods, services or facilities must be provided in a manner that respects the dignity and independence of persons with disabilities. 2. The provision of goods, services or facilities to persons with disabilities must be integrated with the provision of goods, services or facilities, unless an alternative measure is necessary, to ensure access for all persons. 3. Persons with disabilities must be given an opportunity equal to that given to others to obtain, use and benefit from the goods, services and facilities. 4. When communicating with a person with a disability, the County shall do so in a manner that considers the person's disability. Service Animals The County welcomes all persons with disabilities and their service animals. Service animals are not required to have certificates or identity cards; however, in the event that a service animal is not easily identifiable, County employees may ask for documentation (template, letter or form) from a regulated health professional or identification card from the Ontario Ministry of the Attorney General (where applicable). In the event that a service animal is excluded by law, such as in a food preparation area, the County will provide an explanation and, in consultation with the individual, will find an alternative way to ensure the person with a disability can obtain, use or benefit from County goods, services and facilities. The individual with the service animal is responsible for the care and control of their service animal at all times, while on County premises. In the unlikely circumstance that control is unable to be maintained, the person with the disability will be informed they must regain control. If the animal is acting in a manner that causes health and/or safety concerns, the County may request the animal be removed from the situation or 11 Page 82 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual premises until control is resumed. The County will consider alternate accommodations in such circumstances to ensure access to County goods, services and facilities. General information on service animals: • Service animals are specially trained to assist a person with a disability and may aid with opening doors, picking up items, predicting seizures, alerting to sounds. • Service animals may be dogs or other types of animals. • Service animals are not pets, they are working animals. Do not pet or talk to a service animal. • Service animals provide a vital service and are allowed to be with their owner at all times, and may Support Persons The County will allow people with disabilities to be accompanied by a support person in all County -owned and operated public facilities. The County reserves the right to request a person with a disability to be accompanied by a support person when on the premises, but only if, after consulting with the person with a disability and considers the available evidence, the County determines that: • A support person is necessary to protect the health or safety of the person with a disability or the health or safety or others on the premises; and • There is no other reasonable way to protect the health or safety of the person with a disability and the health or safety of others on the premises. Admission fees will be waived for support persons who accompany a person with a disability. Assistive Devices The County allows people with disabilities to use their own personal assistive devices to obtain goods, services or facilities offered by the County. It is the responsibility of the person with a disability to ensure their assistive device is operated in a safe and controlled manner at all times. If a person with a disability is unable to access a good, service or facility through the use of their own personal assistive device, or if their own personal assistive device poses a health and safety risk to others, the County will consult with the individual to determine an alternate means to obtain, use or benefit from the County's goods, services or facilities. Staff within the applicable department will be trained in the application and use of the device the County has on site or that is being provided to be used by customers with disabilities while accessing our goods, services or facilities. 12 Page 83 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Notice of Temporary Service Disruptions Temporary service disruptions in County services or facilities may occur due to reasons that may or may not be within the County's control or knowledge. If a temporary service disruption is planned or unplanned the County will make reasonable efforts to provide notice of the disruption. Notice of the disruption will include: the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any, that are available. Procedures for specific service disruptions will be developed, and a copy of the procedures will be available to individuals upon request. If the disruption is anticipated, the County will provide a reasonable amount of advance notice. Notice will be given by posting the information in a conspicuous place as well as by posting the information on the County or Library website. Compliance The County must submit completed Accessibility Compliance Reports to the Ministry for Seniors and Accessibility, in accordance to the schedule set out under the AODA. Failure to comply with all legislative requirements may result in fines and reputational damages. All employees are responsible for ensuring compliance with this Policy. Contact Information For questions relating to this Policy and other Accessibility related policies, procedures or guidelines, contact the Accessibility Coordinator at the County Accessibility Page Supporting Documents Policies 2.80.2 Accommodations in the Workplace Policy 2.130.1 Emergency Workplace Response for Employees with Disabilities Procedures Accessible Maintenance Procedures Temporary Service Disruptions Procedure Plans and Reports Return to Work Plan and Process Elgin County and its LMPs Joint Multi -Year Accessibility Plan 2021-2026 Joint Annual Accessibility Status Reports 13 Page 84 of 97 I ��„11�nri//1e1111111(�l�NNll1' OF luuumm� County of Elgin Progressive by Nature Human Resources Policy Manual Subject: Emergency Workplace Response for Employees with Disabilities Policy Number: 2.130.1 Date Approved: September 11, 2012 Date of Last Revision: Code: A Section: 2 Emergency Workplace Response for Employees with Disabilities Statement of Commitment The County of Elgin is committed to making all reasonable efforts to provide individualized workplace emergency response information for employees who have a disability. The County must be made aware of the need for an individualized response. It is the expectation that all staff involved in assisting employees with disabilities during an emergency response, do so in a safe manner. Staff must ensure that the environment, equipment, and tools used during the emergency response are safe and in good working condition. Definitions Accessible Emergency Information: emergency information is any visual or audio material that explains what employees should do in the event of an emergency in the workplace, this includes posters and training videos. Designated Person(s): the staff member(s) assigned to assist the employee requiring assistance during an evacuation. Employee Requiring Assistance: staff with a permanent or temporary disability that may impact their ability to evacuate the building safely during an emergency. Examples of conditions may include, but are not limited to: Inability to climb/descend stairs Inability to hear emergency alarms and/or see signs Require emergency equipment and evacuation directions Disability means, a) Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality Page 85 of 97 I ��„11�nri//1e1111111(�lNNll1' OF Progressive by Nature County of Elgin Human Resources Policy Manual of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, b) A condition of mental impairment or a developmental disability, c) A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, d) A mental disorder, or e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997("handicap") Individualized Emergency Response Plan: an individualized emergency response plan is a written document that outlines the information for the employee or volunteer with a disability, that is specific to the workplace. It may outline types of assistance an employee with a disability requires, such as: • Activating an alarm or installing a flashing alarm in an office • Locating building exits • Communicating with emergency responders • Moving through crowds in stressful situations • Travelling in and out of buildings using the elevator • Finding designated emergency waiting areas Individualized Workplace Emergency Response: refers to the provision of emergency response information to employees or volunteers that is specific to their workplace and provided in a manner that considers the nature of their disability. Roles and Responsibilities Employee Responsibilities • Notifying their manager or Human Resources of their need for an Individualized Workplace Emergency Response Plan as soon as it becomes apparent o This applies equally to employees who permanently require assistance and those who may have a temporary need. • Notifying their new manager of their need for Individualized Workplace Emergency Response Plan when they move to a different position or location within the organization. • Notifying their manager if their emergency response needs changing. E Page 86 of 97 I ��„11�nri//1e1111111(�l�NNll1' OF luuumm� County of Elgin Progressive by Nature Human Resources Policy Manual Informing their manager or Human Resources if they require assistance in the event of an emergency situation. Consenting to having their emergency workplace response information shared with a designated person or persons who can aid the employee if the employee requires assistance accessing emergency information. Being aware of what happens during an emergency at their workplace, and everything employees are expected to do during an emergency. This may include reviewing or identifying the following: o Evacuation and fire safety plans, emergency procedures and policies, alarms, maps, exits, and designated waiting areas Manager Responsibilities • Ensuring employees are trained and aware of general emergency response plan for employees requiring assistance. • Being aware of employees with disabilities (temporary and permanent) and those that require assistance to evacuate in the event of an emergency. • Notifying the Emergency Management Department, HR, the employee and other stakeholders as required, to develop and communicate Individual Workplace Emergency Response Plan. • Discussing with the employee that requires assistance to determine level of assistance required to evacuate the floor in the event of an emergency. • Assisting with assigning a designated person to aid employees who require assistance during an emergency evacuation. Department Staff Responsibilities Participating in training on general emergency response plan for employees requiring assistance Assisting those that require assistance during an emergency evacuation Human Resources Responsibilities Providing individualized workplace emergency response information to their employee as soon as possible after they become aware of the need for this information. Reviewing the Individualized Workplace Emergency Response Plans on an as needed basis or when employees switch departments/locations. Developing Individualized Workplace Emergency Response Plans for employees requiring assistance which will include as a minimum: o Identification of both primary and secondary evacuation exits. o Procedures for notifying the employee in the event of an emergency in a manner that considers their disability. o Identifying which staff member(s) will be the designated person that assists an employee with disabilities during an emergency evacuation K Page 87 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual ■ Consider work arrangements and absences (delegate designated person responsibilities to another staff member when absent). o With the employee's consent, providing the workplace emergency response information to the person or persons designated by the employer to aid the employee. o Reviewing the employee's Individualized Workplace Emergency Response Plan if the employee's emergency response needs change. o Consulting the employee's manager as required. Maintenance Responsibilities • Ensuring that there are multiple signals used (visual, audio, vibratory alarms) to alert employees of emergency through audio and visual cues. • Ensuring visual signage is legible for everyone and uses images, Braille, large print and good colour contrast. • Providing audio directions to employees during emergency (when necessary). • Ensuring any equipment used to aid in emergency evacuations are in working order at all times and properly maintained. • Informing employees of possible hazards or barriers (ex: no elevator access) that may arise during an emergency situation. • Ensuring instructions provided are clear and employees are aware of where the exit routes are: o Exit routes must be safe. o Backup must be provided if stairs are the only way to exit certain parts of the building. o Exit paths should be clear of obstacles on the floor and overhead. o All doors and exit paths should be labelled. Procedures for Designated Persons • With the employee's consent, providing the workplace emergency response information to the person or persons designated by the employer to aid the employee. • Reviewing the employee's individualized workplace emergency response plan if the employee's emergency response needs change. • Consulting the employee's manager as required. • If there is an immediate threat on the floor that requires evacuation, the designated person assigned to the person requiring assistance will assist in the evacuation as planned. • If assigned to be a designated person, delegating and communicating responsibilities to another staff member when absent from the office and unable to assist (working remotely, on vacation, sick etc.). 4 Page 88 of 97 I ��„11�nri//1e1111111(�lNNll1' OF Progressive by Nature County of Elgin Human Resources Policy Manual In the event that the designated person is not available at the time and the responsibilities were not delegated to another staff member, the person requiring assistance will identify themselves to the evacuation team leader/designate or any staff member in the area so a designated person can be assigned and assist the employee. Tips on Staying Safe in an Emergency • Move horizontally on the same floor away from the danger, if possible. • If the employee cannot move horizontally away from danger, the employee requiring assistance should be assisted to the closest exit stairs where they can be helped, if able, up or down the stairs towards the building exit. • If in the process of descending or ascending the exit stairs the employee cannot continue, the designated person should assist the employee to ensure the pathway is not obstructed for others evacuating the floor, if possible. • The designated person should be prepared to call or have another staff member call to inform the emergency responders of their status and location. • *DO NOT WAIT AT ELEVATOR LOBBIES: Elevator use for persons requiring assistance is not permitted, unless authorized by the Municipal emergency responders. Supporting Documents Policies 2.130 County Accessibility Policy 2.80.2 Accommodations in the Workplace Policy Procedures Accessible Maintenance Procedures Temporary Service Disruptions Procedure Assistive Device Procedure (Accessible Lift) Plans and Reports Return to Work Plan Return to Work Process Elgin County and its LMPs Joint Multi -Year Accessibility Plan 2021-2026 References Emergency Response Planning for Employees with Disabilities -Mount Sinai Hospital Personal Workplace Emergency Response Plan -Township of Brock Additional Resources Emergency Preparedness Guide for People with Disabilities -Government of Ontario How to Provide Accessible Emergency Information to Staff -Government of Ontario 5 Page 89 of 97 I ��„11�nri//1e1111111(�lNNll1' OF Progressive by Nature County of Elgin Human Resources Policy Manual Worker Emergency Self -Evaluation Assessment Do you experience any of the following conditions that could interfere with your ability to quickly evacuate the workplace in the event of an emergency? Limitations that interfere with walking or using stairs, such as joint pain or the use of a mobility device (wheelchair, canes, crutches, walker, etc.). Yes ❑No❑ Reduced stamina, fatigue or tire easily due to a variety of temporary or permanent conditions. Yes ❑No❑ Respiratory conditions, such as heart conditions, asthma, emphysema or other symptoms triggered by stress, exertion, or exposure to small amounts of dust or smoke, etc. Yes ❑No❑ Emotional, cognitive, thinking or learning difficulties (for example, you may become confused when dealing with an emergency, may lose sense of direction or may need emergency directions explained). Yes ❑No❑ Vision loss, so you may require assistance learning evacuation routes or assistance moving down stairs. Yes ❑No❑ Hearing loss, so you may require modification to emergency announcements, notifications and instructions. Yes ❑No❑ Temporary limitations resulting from, but not limited to, surgery, accidents and injuries, such as sprains, broken bones and pregnancy. Yes ❑No❑ Reliance on technology or medication that may not work in an emergency, such as hearing aids, wheelchair, elevator, lighting, sounds, etc. Yes ❑No❑ Do you believe that you will need assistance in an emergency evacuation? Yes ❑ No ❑ If yes, describe assistance needed: Worker's Name: Signature: Page 90 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Subject: Accommodations in the Workplace Policy Number: 2.80.2 Date Approved: October 21, 2003 Date of Last Revision: January 28, 2014 Code: A Section: 2 Accommodations in the Workplace Policy Purpose The aim of Elgin County's Accommodations in the Workplace Policy is to foster an inclusive workplace environment, and fulfil the Duty to Accommodate by promoting accessible and inclusive employment practices, facilities, and service provision. Accommodations shall be explored for persons and/or groups when requested, and align with the relevant legislative requirements (see The Legal Environment). Statement of Commitment The County of Elgin (the "County") is committed to ensuring equality rights in the workplace. The County is dedicated to assessing and addressing the legitimate accommodation needs of Employees. The County strives to prioritize accessibility and ensure the inclusion of people with disabilities in a manner that respects their dignity, independence, integration and equal opportunity. It is understood that the Employer's ability to identify, properly assess and implement appropriate accommodation initiatives is dependent upon the support and input of all of the parties as outlined herein. All accommodation requests will be treated in a confidential manner. The objective of this policy is to facilitate the identification and resolution of accommodation issues that arise out of the following circumstances: 1. The existence of needs attending a condition of disability (see definition) that is in conflict with the employment obligations; 2. The existence of needs arising out of a protected status under human rights legislation that are in conflict with the employment obligations. Scope This policy applies to all employment policies, programs, practices, systems, communications, the use of facilities, and provisions of all County goods and services. Page 91 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Legislative Authority The County of Elgin will adhere to all legislative requirements set out in the Ontario Human Rights Code (the Code), the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), and the Part III: Employment Standards section under the O.Reg 191/11 Integrated Accessibility Standards Regulation (IASR). The Employer, the Bargaining Agent (if applicable) and all Employees who are members of the workplace community all share a legal obligation to identify, implement and/or support appropriate accommodation initiatives where employees can be accommodated in the workplace without undue hardship. Definitions Accommodation Types: Universal Accommodations: a proactive process of identifying and eliminating barriers for everyone. This can be done through the initial design and/or modifying facilities, policies, programs, processes and practices, and ensuring potential barriers are identified and removed. 2. Individual Accommodations: an adaptation of adjustment and/or modification that may be required to enable an employee to perform his, her or their essential job responsibilities effectively and/or a service recipient to participate in a County program. This may involve one or more types of accommodations outlined. Disability: as defined by Accessible Canada Act S.C. 2019, C. 10, means any impairment, including a physical, mental, intellectual, cognitive, learning, communication or sensory impairment — or a functional limitation — whether permanent, temporary or episodic in nature, or evident or not, that, in interaction with a barrier, hinders a person's full and equal participation in society. (handicap). Disability means, a. Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co- ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, b. A condition of mental impairment or a developmental disability, E Page 92 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual c. A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, d. A mental disorder, or e. An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997("handicap") Documented Individual Accommodation Plan: is a document which outlines the details of individual accommodations for an Employee with a disability. The Employee and Employer should work together to create the individual accommodation plan. Duty to Accommodate: requires the Employer to provide Employees, who have needs related to a disability, religious obligation or sex, that conflict with their working conditions, with reasonable assistance, modification, and/or accommodation to enable them to participate in the activity of work, to the point of undue hardship. It is done to ensure people with disabilities have equal opportunities, access and benefits. The Duty to Accommodate means that the accommodation must be provided in a manner that respects the dignity of the person, and does not create undue hardship. Dignity includes consideration of how accommodation is provided and the individual's participation in the process. Employers have an obligation to take steps to eliminate the disadvantage caused by systemic, attitudinal, or physical barriers that exclude individuals or groups protected under the Code from participating in all aspects of employment, use of facilities and service provision. Accommodation Process The County will fully consider every accommodation request. Successful accommodation initiatives require the cooperation, input and support of all parties; the Employer, the Employee seeking accommodation, Attending Physicians, Bargaining Agents and all Employees in the workplace community. It is expected that all parties will provide their cooperation and relevant input to ensure that they can successfully address accommodation issues that arise in the workplace. Employee privacy and confidentiality will be maintained throughout the accommodation process, and information will only be disclosed on a need to know basis, with the consent of the individual (Employee or applicant). All accommodation requests will be taken seriously, and no person will be penalized for making an accommodation request. A) Employee Responsibilities 1. Obligation to Communicate Need K Page 93 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual Employees have an obligation to promptly advise Management or Human Resources of any condition of disability or need related to any other protected status that conflicts with their ability to either provide regular attendance at work, perform their regular duties or comply with other terms and conditions of employment. 2. Obligation to Provide Information (Medical or Other) Where a potential accommodation issue has been identified, the Employee seeking accommodation is responsible for promptly responding to all Employer requests for information that the Employer identifies as relevant to assessing or pursuing accommodation initiatives. 3. Obligation to Facilitate Accommodation Initiative Any Employee requiring accommodation is expected to conduct himself/herself reasonably and provide his/her full cooperation and support to the implementation of accommodation initiatives. Employees should recognize that a failure to do the following may limit the Employer's ability and obligations to successfully address the Employee's accommodation needs: a. Communicate an accommodation need; b. Provide all relevant information in a timely manner; and c. Cooperate with the implementation of accommodation measures. B) Management's Responsibilities 1. Upon an accommodation issue being raised or communicated by an Employee, Management will: a. Assess and verify the existence of an accommodation need; and, b. Assess and identify appropriate accommodation options. 2. Where accommodation options have a potential to impact on Collective Agreement terms or other Employees' rights under such Agreement, Management will consult with the Union prior to finalizing any accommodation option. 3. Management will monitor the progress of Employees who are being accommodated. Such monitoring may include requests for up -dated information from Employees and/or attending medical practitioners from time to time. The monitoring and current information will enable the Employer to respond to changing needs and/or identify when the need for accommodation ends. 4 Page 94 of 97 I OF Progressive by Nature County of Elgin Human Resources Policy Manual C) Bargaining Agent's Responsibilities The Bargaining Agent is jointly responsible for pursuing and successfully identifying and facilitating appropriate accommodation initiatives in the workplace wherever there is a conflict between an accommodation option and a collective agreement right. The Union will provide any relevant input, as well as its cooperation in identifying and facilitating relevant accommodation initiatives. D) Workplace Community's Responsibilities Successful accommodation requires the support and commitment of everyone in the workplace community. All Employees are expected to provide their assistance and support where required to facilitate accommodation initiatives. All members of the workplace community have an obligation to respect the right to accommodation of any Employee with a qualifying need. E) Attending Physician's Responsibilities The verification of accommodation issues and identification of appropriate accommodation initiatives is dependent upon relevant and timely input from Attending Physicians (or other relevant Health Care Practitioners). The Attending Physicians of any Employee who is faced with an accommodation issue in the workplace shall provide their full cooperation and support by: 1. Responding in a complete and timely manner to any request for information initiated by the Employer. 2. Communicating to the Employer in a timely manner any changes in the Employee's condition that may alter the required scope, duration or nature of an accommodation initiative. Recruitment Accommodations Accommodations will be provided to candidates during the recruitment process, including assessment, and orientation. Process for Recruitment Accommodations: 1. Make sure that qualifications are reasonable and pertain to the job. They should focus on education, experience, skills and abilities that reflect the bona fide occupational requirements of the job. 2. Ensure all potential applicants are made aware that the County will take steps to accommodate disability related needs in the interview and/or testing process. Applicants must identify their needs up front and provide timely information about how their situation or condition may affect their abilities to perform in an interview and/or test in order to receive accommodation(s). 3. Communicate the offer of accommodation to all applicants at the beginning of the selection process. Explain to the applicants the assessment methods and 5 Page 95 of 97 I ��„11�nri//1e1111111(�l�NNll1, OF ✓ mu 4w , .� �. County of Elgin Progressive byNature Human Resources Policy Manual formats you will use. This is especially helpful for people with disabilities as it helps them identify whether they need an accommodation and the type of accommodation required for each stage of the assessment process. 4. When an applicant makes a request for accommodation, ask the individual to identify what accommodations they will need in order to allow them to compete on an equal basis with other applicants. Obtain all relevant information on the applicant's accommodation needs, but do not request details about the disability unless it is to clarify the applicant's accommodation needs. In most cases the applicant is the best source of information. 5. Any accommodations provided should not change the nature of the qualification being assessed or the level at which it is assessed. Design accommodations to allow for equitable assessment of applicants with accommodation needs without placing them at an advantage or disadvantage when comparing them to other applicants. 6. When making an offer of employment, notify the individual of the County's commitment to providing accommodations in the workplace. Workplace Accommodations Accommodations will be provided to Employees with disabilities during the duration of their employment with the County of Elgin. Ensure the Accommodations Policy is communicated to all Employees (current or future) during the onboarding process. Process for Workplace Accommodations: 1. Encourage Employees to submit their request in writing. However, all forms of requests for accommodations will need to be addressed. 2. Ensure that the Employee requesting the accommodation is involved in the development of an individual accommodation plan. A representative from a bargaining unit or other workplace representative can be present during this process at the request of the Employee. 3. Once an accommodation is requested the Human Resources Manager will request medical information from an Attending Physician (or other relevant Health Care Practitioner) advising of the need for the accommodation and direction on appropriate modifications. The Human Resources Manager will inform the Employee of the steps taken to protect their privacy. 4. The Human Resources Manager will consult with the individual, their Manager and Attending Physician (or other relevant Health Care Practitioner) on accommodation requirements and determine a suitable option. Page 96 of 97 I ��„11�nri//1e1111111(�lNNll1, OF Progressive by Nature County of Elgin Human Resources Policy Manual 5. Once the accommodation option has been determined, inform the Employee and implement the accommodation as quickly as possible. The Human Resources Manager will document accommodation plans and include: a) Any information regarding accessible formats or communication supports b) Individualized workplace and emergency response information, if necessary and; c) Any other accommodation that is to be provided. 6. Determine, with the Employee on how often the individual accommodation plan will be reviewed. The review may result in changes if an accommodation is not working correctly, or there are changes to the Employee's condition, job location, or responsibilities. Ongoing monitoring will help to ensure the success and effectiveness of the plan. 7. If an accommodation is denied, the Human Resources Manager will inform that Employee of the reason for denial. 8. Ask the Employee if alternate format and/or communication supports are required for the accommodation process and plan. Supporting Documents Policies 2.130 County Accessibility Policy 2.130.1 Emergency Workplace Response for Employees with Disabilities 8.320 Transitional Work Assignments 9.60 Paid Sick Leave Short -Term Disability Procedures Request for Accessible Formats and Communication Supports Procedure Assistive Device Procedure (Accessible Lift) 7 Page 97 of 97