85-57
~
G.
C. Leverton
Clerk.
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.. Lavereau,
Warden.
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READ a
third
time and finally passed this
20th day of November
1985
READ a second
READ a first time this
time this 20th day of November
20th day of November
1985
1985
2
1. That the attached "Personnel Policy Manual" marked
Schedule "A" be formally adopted and apply to all full~time
staff not covered by collective agreements.
That this by-law be effective
January
1st
1986
NOW THEREFORE the Municipal Council of the Corpora-
tion of the County of Elgin enacts as follows
WHEREAS the Personnel Committee has received,
reviewed and amended various personnel policies for inclusion
in a said manual
WHEREAS County Council engaged an outside firm to
review present policies and suggest others for inclusion in a
written "Personnel Policy Manual", for employees who do not
have these presently documented in a written collective agree-
ment: and
WHEREAS policies concerning the employment, con~
ditions and various other aspects dealing with full-time
employees, not covered by collective agreements, have been
both written and/or understood by usage over a period bf
time and
FULL-TIME STAFF NOT COVERED BY A COLLECTIVE AGREEMENT
'BEING A BY~LAW TO FORMALLY ADOPT PERSONNEL POLICIES FOR ALL
"
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By-Law No
COUNTY OF ELGIN
85-56
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Schedule All
COUNTY OF ELGIN
PERSONNEL POLICY MANUAL
1. APPLICATION
(a) Policies in this manual apply to all full-time staff not
covered by a collective agreement.
(b) Part-time, temporary and contract staff shall be covered by
these policies only if specifically mentioned.
2. EMPLOYEE STATUS - DEFINITIONS
(a) Full-time staff are those employees who regularly work the
standard weekly hours for the Department as specified in Section
13, for 52 weeks each year on a continuing basis.
(b) Permanent part-time staff are those employees who regularly
work less than the standard weekly hours specified for the
Department on a continuing basis.
(c) Temporary staff are those employees who are hired for a
period of time which mayor may not be defined and whose condi-
tions of employment are not set out in a written contract.
(e) Department Heads are the: Clerk-Treasurer; County Engineer
Director, Homes for Senior Citizens; Director of Social Services
County Librarian.
(f) Management staff are the: Assistant Engineer; General
Superintendent; Assistant General Superintendent; Engineering
Technician; Roads Office Co-Ordinator; Deputy Clerk-Treasurer;
Assistant Homes Administrator; Director of Nursing; Building
Supervisor (Homes); Assistant Director of Nursing; Dietary
Supervisor; Deputy Librarian.
3. EMPLOYMENT
3.01 Hiring Procedure
(a) Authorization for the creation of all new positions shall.be
given by the appropriate Standing Committee before any recruiting
activities begin.
(b) The Personnel Committee shall advertise for, interview and
select staff to fill the positions of Department Head and
Assistant/Deputy to the Department Head.
(c) The Department Head shall have the authority to hire all
staff below the level of Assistant/Deputy and shall personally
carry out necessary recruiting/selection procedures, unless dele-
gated to an appropriate individual within the Department.
(d) Vacancies for all full-time and permanent part-time posi-
tions not covered by a collective agreement, including Department
Head and Assistant/Deputy, shall be posted in all Departments.
If, in the opinion of the individual recruiting, the posting does
not generate a sufficient number of suitable applicants, he/she
may commence advertising.
(e) Positions other than those noted above may be posted at the
Department Head's discretion.
(f) All full-time and permanent part-time hirings shall be
reported to the appropriate Standing Committee.
3.02 Employment of Relatives
(a) No member of an employee's immediate family, as defined in
Section 19 (c) as well as his/her niece or nephew shall be hired
to fill any position within the employee's department
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')' 3. EMPLOYMENT cant inued - 2 " "
3.03 Pre-employment Medicals
All applicants for full-time and permanent part-time positions
shall have a pre-employment medical at the County's expense prior
to commencing work. Such medicals shall be performed by a physi-
cian designated by the County.
Employees of Elgin Manor and Terrace Lodge will have annual
medicals performed by their own physician, as set out in the
regulations under the Homes for the Aged Act.
3.04 Relocation Expenses
Moving and other relocation expenses in connection with assuming
a position with the County will not be paid unless specifically
authorized by the Personnel Committee.
3.05 Probationary Period - New Employees
(a) The first 120 days worked, including paid holidays, for a
full-time management employee shall be a probationary period.
Prior to the end of this period, each such employee shall be
given a performance review. If satisfactory, the Department Head
will confirm the individual's employment by letter.
(b) If not satisfactory, the employee must be terminated before
the end of the period or the Department Head may authorizè one
extension of a further 60 days worked. A review must again be
given as above and the employee confirmed or terminated.
(c) The probationary period for non-management employees shall
be 60 days worked and the above procedures shall apply.
(d) Reports on the progress of new Department Heads and
Assistants/Deputies shall be provided to the Personnel Committee
by the Standing Committee by the 40th and 80th day of the proba-
tionary period. The performance review specified at thè end of
the period shall be carried out by the Standing Committee and
reported to the Personnel Committee.
(e) The Department Head may terminate an employee during his/
her probationary period and there will be no appeal against such
action.
3.06 Probationary Period - Internal Transfers
Employees transferred to other Departments will have the first 60
days worked treated as a probationary period and be subject to a
performance review before the end of the period as described
above. Department Heads are under no obligation to offer rein-
statement in the previous Department to employees who do not
succeed in their new position.
3.07 Conflict of Interest
Because of possible interference with their own jobs, employees
must not perform work for a supplier of goods or services to the
County, unless prior approval is given by the Department Head.
Violation of this policy will lèad to disciplipary action.
4. DISCIPLINE
(a) The Department Head and the employee's immediate supervisor
are responsible for enforcing fair and consistent discipline
within the Department. Disciplinary measures can include repri-
mands, formal warnings, suspensions without pay and terminations.
The Department Head must be consulted before any action is taken,
except for reprimands.
(b) Subject to the duties of Head of Council as specified in The
Municipal Act, disciplinary procedures for Department Heads shall
be initiated by Council as a whole
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5. WARNING PROCEDURE
In all cases where there is a possibility that an employee may
have to be terminated, a warning procedure should be followed.
Suggested steps in such a procedure are:
5.01 Informal Warning
The supervisor should tell the employee of the nature of the pro-
blem and offer help in its solution. A date should be set for a
review of progress. A written summary, as described in Step B,
is not necessary except where serious problems are encountered.
5.02 Formal Warning
This should take place on the date set in Step A. The supervisor
should stress the seriousness of the situation and note future
consequences if there is no improvement. A new review date
should be set and help offered once more. Unless it would impede
problem-solving, another staff member should be present as a
witness.
Immediately after the interview, the supervisor must write a
summary of the proceedings noting the date, steps to be taken by
both sides and the consequences discussed. Copies must go to the
employee's central personnel file, the employee and the
Department Head.
5.03 Final Warning
A second person designated by the employer must be present during
this interview which should be conducted by the Department Head.
It must be stressed that this is the final warning with termina-
tion the next step. Help should again be offered, but an end
date for the procedure must be set.
If appropriate, the employee may be suspended without pay at this
point to reinforce the seriousness of tþe situation. The suspen-
sion must be for a specific period and should commence immediately
after the interview.
The Personnel Committee should be consulted before a suspension
is given to obtain authorization for the action and to determine
reasonable notice if termination becomes necessary.
A summary of all proceedings should be written and distributed as
before.
5.04 Termination Interview
A witness must be present at this time. Only the facts of the
case should be dealt with and, if appropriate, the employee
should be asked to leave the premises and turn in keys and other
security items. A summary of the proceedings should be placed in
the personnel file.
The employee's final cheque, with all deductions made, should be
forwarded to him/her at the earliest opportunity.
IN SOME CASES, MORE OR FEWER STEPS MAY BE NEEDED, DEPENDING ON
THE CIRCUMSTANCES.
6. TERMINATIONS
6.01 Authority
(a) Department Heads shall recommend to the appropriate Standing
Committee the termination of full-time and permanent part-time
staff who have completed their probationary period.
(b) Department Heads have the authority to terminate temporary
and contract staff and employees who have not completed their
probationary period
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6. TERMINATIONS continued
6.01 Authority continued
(c) Terminations of Department Heads shall be authorized by
Council with regard to rights to hearings under statute.
6.02 Termination Date
The termination date for all employees shall be the last day
worked except for cases of resignation and retirement (see
Sections 6 D, and 7). All benefits shall cease on the date of
termination.
6.03 Types of Terminations and Notice Periods
(a) End of contract period
The end of the period stated in the contract shall be the ter-
mination date for contractual employees, unless that period is
extended in writing with another end date. No notice or pay in
lieu of notice shall be given to contractual employees unless
specifically stated in the contract.
(b) Layoff
i. Layoff under the Employment Standp.rds Act are interrup-
tions of employment for 13 weeks or less..
ii. Notice is not required in layoff, but Department Heads
should, if possible, give at least seven calendar days notice in
such cases.
iii. Layoff shall be on the basis of service with the County
and ability to do the job. The employee with the shortest ser-
vice shall be laid off first unless this leaves the Department
with no one who is available to perform the required duties. In
such a case, the shorter service employee with the required
skills may be retained.
iv. Recall shall be on the basis of service, with preference
being given to the employee with the longest service who is capa-
ble of doing the work available.
v. Service for the purposes of this section shall, be based on
time actually worked for the County and shall not include periqds
on layoff.
vi. If an employee does not return to work within seven calen-
dar days of being notified by registered mail to his/her last
known address that work is available, he/she shall be deemed to
be no longer in the employ of the County unless granted a leave
of absence by the Department Head. If re-employed, he/she shall
be treated as a new employee.
vii. No credits for sick payor vacation pay shall be accumu-
lated during periods of layoff.
viii. vacation credits accumulated during the vacation year
prior to the date of layoff must be used up immediately following
the commencement of the layoff.
ix. No Paid Holidays (see Section 16) will be given during
periods of layoff, nor will sick pay from the County (see Section
19 c) be available for illness/disability occurring after the
layoff commences.
(c) Extended Disability
The first 24 months during which an employee receives Long Term
Disability payments under the County's plan is considered a leave
of absence without pay. At the end of this period, the employee
will be terminated as he/she is unable to perform his/her duties
The date of termination will be the end of the 24 month period
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6 TERMINATIONS continued
6.03 Types of Terminations and Notice Periods continued
(c) Extended Disability - continued
Such a termination will in no way affect the entitlement to LTD
payments themselves.
The Department Head will inform the employee of these conditions
in writing before disability payments from the insurance company
commence.
Should the employee recover and be accepted for work after ter-
mination under this section, he/she will be granted credit for
employment up to the date of disability for any service-related
benefits such as vacation and layoff protection.
(d) Involuntary for "cause II
Terminations for cause are those resulting from very serious
actions or neglect by the employee or from total inability to do
the job. Examples are criminal acts against the County, misrep-
resentations of qualifications and serious violation of County
rules. Consultation with legal counsel is advised in such cases
(see also Section 26, Rules of Conduct).
No notice or pay in Lieu shall be given in terminations for
cause.
(e) Involuntary, "no causell
No cause terminations exist where cause (section d) cannot be
proven. Notice or pay in lieu of notice must be given. The
Personnel Committee must be notified beforehand where no cause
terminations are contemplated so that an adequate notice can be
determined.
Pay in lieu of notice will be given in a lump sum equal to the
number of weeks notice times the employee's regular weekly
salary. All statutory deductions will be made from the final
cheque.
6.04 Resignations
All staff should give notice of resignation in writing. Senior:
staff should give four weeks notice; others, two weeks.
6.05 Exit Interviews I
Employees who are resigning from the County should be interviewed I
I
by the Department Head, his designate or a neutral party as to
their actual reasons for leaving, suggestions for improvements in
policies, working conditions, etc. and general impressions of
employment with the County. Any recommendations arising from
these interviews should, if appropriate, be discussed by manage-
ment and brought to the Personnel Committee.
7 . RETIREMENT
(a) The normal retirement date for full-time and permanent part-
time staff is the end of the month following their 65th birthday.
(b) Retirement for disability reasons prior to age 65 will be
allowed if substantiated by a doctor's certificate.
(c) Employees may voluntarily retire early with three months
notice to their Department Head. The early retirement provisions
of the OMERS plan will apply.
d All employee benefits cease on retirement
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7 RETIREMENT continued
(e) Retiring employees will receive a payment equal to 50% of
the number of days of sick leave credits remaining in the sick
pay plan frozen on June 30, 1983, times their rate at the time of
retirement, to a maximum of 130 days.
(f) Employment on temporary status with the County beyond
retirement age may be authorized ·from year to year by Council.
While so appointed, employees will accrue no additional sick
leave credits and will receive vacation pay;as set out in
Section 17 E.
(g) Retiring employees with more than five years service will
receive a retirement allowance, calculated at $20.00 per year of
service to a maximum of $200.00. Such employees wIth more than
15, and less than 25 years service will also receive a watch (see
Section 25, Employee Recognition). All retiring employees will
receive an invitation to the Warden's Banquet held during the
year of their retirement.
8. SALARY ADMINISTRATION
8.01 Salary Schedule
Salaries for full-time employees shall be set and administered
according to a salary scale established annually by Council on
recommendation from the Personnel Committee.
8.02 Acting Appointments
Employees temporarily appointed by Council to a position in a
grade higher than that of their present job for more than 20
working days will receive an increase of 5% of their regular
salary for the duration of the appointment to a maximum of 60
days worked.
Employees assuming an acting position for more then 60 days will
receive, on the 61st day, an increase to a step in the higher
range giving an increase of at least 10%, and this rate will con-
tinue for the duration of the appointment.
At the end of the acting appointment, employees will resume
their previous position at the rate existing at the time of the
appointment plus any general adjustments.
9. OVERTIME AND CALLBACK
9.01 Department Heads
(a) The first 32.5 hours per year worked beyond the standard
hours set out for the Department in Section 13 will be compen-
sated for by one week's vacation in addition to the entitlement
set out in Section 17 B.
(b) The vacation noted in (a) shall be granted only if the full
32.5 hours have been worked and the time off shall be taken in
the 12 month period following the year in which the hours were
worked. Such vacation shall not be taken consecutively with
other vacation leave unless approved by the Personnel Committee
9.02 General Superintendent and Assistant Superintendent, Roads
These employees are covered by specific Departmental policy.
9.03 Registered Nurses
Registered Nurses will receive pay at one and one-half times
their regular rate for all hours worked beyond 8 in the day.
9.04 Other Staff
Staff, other than those noted above, will receive compensation
for overtime hours worked on the basis of time off on an hour-
for-hour basis
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OVERTIME AND CALLBACK continued
9.05 Paid Holidays - see Section 16 E Public Holidays
9.06 Non-scheduled Work Day
Non-management employees, other than Registered Nurses, required
to work a non-scheduled work day which is not a holiday will
receive compensating time off on an hour-for-hour basis, with
the exception of Call-In Pay (below).
9.07 Call-In Pay
Non-managem~nt employees called in to work after they have left
the premises at the end of their regular shift will receive a
minimum of four hours pay at their regular rate. Call-in pay
will not be in addition to overtime pay authorized under other
sections of this manual.
9.08 Documentation and Authorization
To qualify under this section, all overtime hours worked must be
properly documented and authorized.
10. PAY PROVISIONS
10.01 Pay Periods
(a) The pay period for all County employees is a two week
period beginning on a Thursday and ending on the second
Wednesday fOllowing.
(b) All staff are paid on the second Friday following the end
of the pay period except if a statutory holiday falls on the
Friday, in which case it shall be paid on the working day imme-
diately prior to the said holiday.
10.02 Method of Payment
Payment is by cheque or bank deposit, at the employee's option.
Deductions for Canada Savings Bonds only may be authorized.
10.03 Time Sheets
All Roads Department and part-time employees shall submit time
sheets for all hours worked.
10.04 Retroactive Pay
Any employees as of the retroactive date who have ceased to be
employed shall have a period of 30 days only from the date of
mailing of notices in which to claim from the County any adjust-
ments to their remuneration payable. Any new employees hired
since that date shall be entitled to pro-rata adjustments to
their remuneration from the date of their employment. The
County shall contact, in writing, by mailing notices to their
last known addresses, any employees who have since left its
employ. These shall be mailed, by registered mail, within 15
days of the date Council passes the appropriate by-law(s).
11. EMPLOYEE BENEFITS
11.01 Benefit Premium Payments
(a) County benefits County Employee
% %
OHIP 100 0
Semi-Private Coverage 100 0
Extended Health Care 100 0
Life Insurance 50 50
Dental Plan * 80 20
Long Term Disability (reimbursement 100 0
Short-Term Sick Pay provided by County
* except Roads Department staff
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11 EMPLOYEE BENEFITS
11. 01 Benefit Premium Payments continued
(b) Statutory Benefits County Employee
'" %
0
Canada Pension Plan 50 50
OMERS Basic 50 50
Unemployment Insurance 58.3 41.7
Worker's Compensation 100 0
11.02 Benefit Booklet
Full details of all benefits are described in a benefit booklet
available to staff from~he Clerk-Treasurer's office.
11. 03 Cost-Sharing on Sick Leaves
(a) The cost-sharing arrangements noted above for OHIP,
Extended Health, Semi-Private Coverage, Dental Plan, Life
Insurance and Long Term Disability will be continued for employ-
ees receiving pay through the County's current Short-Term sick
pay plan or the previous sick pay plan.
(b) Employees who have exhausted their sick leave credits and
are not receiving pay directly from the County will not be able
to participate in benefit plans through the County. They may,
however, participate in such benefits directly through the
appropriate insurer by paying the total amount of the premiums
to such company where this is possible.
(c) The above provisions in no way affect the entitlement to
Long Term Disability payments from the insurance carrier.
11.04 OMERS Buy-Back Provisions
Employees returning to work after being laid off without pay
will be required to purchase OMERS broken service in one lump
sum, if they choose to buy back the time lost.
11.05 Workers' Compensation Payments
(a) An employee in receipt of a Workers' Compensation Board
award shall be paid, at his/her option, the difference between
the amount of the award and his/her regular salary at the time
of the injury, provided that the amount of such difference shall
be deducted from unused sick leave credits available under the
plan frozen on June 30, 1983.
(b) All sick leave payments made under 12.01 shall cease when
such credits are exhausted.
12. PERQUISITES
12.01 County Vehicles
(a) The County Engineer and the Assistant Superintendent*,
Roads Department will be supplied with a vehicle for use in the
course of their duties and for full personal use within the
Province of Ontario. The County will pay all maintenance and
insurance charges for such vehicles and all fuel costs except
those for personal use.
* until retirement of present incumbent, C. Gordon.
(b) The General Superintendent will be supplied with a vehicle
for use in the course of his duties, which he may drive to and
from his residence, but which will not be available for other
personal uses.
12.02 Memberships
Membership fees for appropriate professional and technical
organizations for Department Heads, Deputies/Assistants and
other specified staff will be submitted to the appropriate
Committee for approval
13.01 Weekly Hours
The work week for County employees shall be 5 days comprising
the following hours:
Department Heads and management group, except Roads: 32.5 hours
County Engineer, Assistant Engineer, Engineering Technician,
Roads: 40 hours
General Superintendent, Assistant Superintendent, Roads: 46.5
hours
R.N.' s (both Homes), Recreation Director, First Cook, Terrace
Lodge: 40 hours, including paid lunch hour
Custodian: 40 hours
Clerical staff in all Departments, including Library: 32.5
hours
Social Services field staff: 32.5 hours.
(a) Variations in the above hours may be instituted by the
Department Head who will be responsible for the scheduling of
daily and weekly hours for all staff.
14. LATENESS
(a) It is the obligation of all employees to come to work on
time. Repeated lateness will result in disciplinary action
being taken including docking of pay. Continued and severe
cases of lateness will result in termination.
(b) Employees who will be more than 10 minutes late must report
this fact to their supervisor before their regular starting
time.
15. PUBLIC HOLIDAYS
15.01 Full-Time Staff
(a) Subject to (b) below, full-time staff will be granted the.
following holidays with pay at their regular rate:
New Years Day Labour Day
Good Friday Thanksgiving Day
Easter Monday Remembrance Day *
Victoria Day Christmas Day
Canada Day (July 1) Boxing Day
Civic Holiday
one-half day before Christmas or, if such cannot be taken
because of workload considerations, another half day in lieu as
designated by the Department Head.
* Employees at Terrace Lodge and Elgin Manor will receive the
second Monday in February in place of Remembrance Day.
(b) To qualify for holiday pay, employees must not:
i. be absent on the scheduled work day immediately preceding
or following the holiday or the day granted in lieu, unless
excused by the Department Head.
ii. be absent on the holiday after being scheduled to work.
15.02 Part Time and Contract Staff
(a) Part-time staff will receive holidays as specified by the
Employment Standards Act. They must meet the conditions set out
in that Act to be paid for the holiday
15 PUBLIC HOLIDAYS continued
15.02 Part Time and Contract Staff continued
(b) Contract staff will receive holidays as specified in their
contract.
15.03 Holidays on Non-Scheduled Working Days
(a) Where a paid holiday falls on a Saturday or Sunday and this
is a non-scheduled working day, the next working day following
will be taken off in lieu.
(b) Where a holiday falls on a non-scheduled working day other
than Saturday or Sunday, another day off in ,lieu will be granted
at a mutually agreeable time within 30 calendar days.
15.04 Within Vacation Period
Where a paid holiday falls within an employee's vacation period,
an extra day shall be granted at a mutually convenient time.
15.05 Work on a Holiday
With the exception of staff exempted in the Employment Standards
Act*, all hours worked on a public holiday will be paid at one
and one-half times the employee's regular rate and another day
will be given off in lieu at a mutually convenient date. If a
day in lieu cannot be given, the employee will receive one day's
pay at his/her regular rate in addition to the pay for the day
worked.
* Professional Engineer, students in work experience programs
plus employees who qualify under any of the following:
(a) is employed for less than three months;
(b) does not earn wages on twelve days of the four work weeks
preceding the holiday;
(c) does not work his/her scheduled regular day of work pre-
ceding and following the holiday;
(d) having agreed to work on a public holiday, does not
report for and perform the work without reasonable cause,
(e) is employed under an arrangement where he/she may elect
to work or not when requested so to do.
16. VACATIONS
16.01 Vacation Year
For the purpose of computing vacation entitlement, the vacation
year shall begin on January 1st and end on the following
December 31st.
16.02 Vacation With Pay Entitlement, Department Heads and Management
Group
Every full-time employee shall be granted an annual vacation
with pay according to his/her credited service as follows:
(a) Where at December 31st, in any year, an employee has com-
pleted less than one year of continuous service, he/she shall
receive 2 weeks vacation in the following vacation year. Vaca-
tion pay shall be calculated at 4% of total wages during the 12
months immediately preceding December 31st.
(b) Where at December 31st, in any year, an employee has
completed one year continuous service, he/she shall receive 2
weeks vacation in the following vacation year. Vacation pay
shall be calculated at 4% of total wages, during the 12 months
immediately preceding December 31st or 2 weeks regular pay,
whichever is the greater.
(c) Where at December 31st, an employee has cömpleted 2 years
of continuous service, he/she shall receive 3 weeks vacation,
in the following vacation year
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16. VACATIONS continued
16.02 Vacation With Pay Entitlement, Department Heads and Management
Group - continued
(d) Where at December 31st, an employee has completed 6 years
of continuous service, he/she shall receive 4 weeks vacation, in
the following vacation year.
(e) Where at December 31st, an employee has completed 12 years
of continuous service, he/she shall receive 5 weeks vacation, in
the following vacation year.
16.03 Vacation With Pay Entitlement, Other Full-Time Staff
Every full-time employee shall be granted an annual vacation
with pay according to his/her credited service as follows:
(a) Where at December 31st, in any year, an employee has
completed less than one year of continuous service, he/she
shall receive 2 weeks vacation in the following vacation year.
Vacation pay shall be calculated at 4% of total wages during
the 12 months immediately preceding December 31st.
(b) Where at December 31st, in any year, an employee has
completed one year continuous service, he/she shall receive 2
weeks vacation in the following vacation year. Vacation pay
shall be calculated at 4% of total wages, during the 12 months
immediately preceding December 31st or 2 weeks regular pay,
whichever is the greater.
(c) Where at December 31st, an employee has completed 4 years
of continuous service, he/she shall receive 3 weeks vacation in
the following vacation year.
(d) Where at December 31st, an employee has completed 8 years
of continuous service, he/she shall receive 4 weeks vacation,
in the following vacation year.
(e) Where at December 3lst, an employee has completed 14 years
of continuous service, he/she shall receive 5 weeks vacation,
in the following vacation year.
16.04 Vacation Scheduling
(a) Employees must take their vacation within 12 months of tne
end of the vacation year during which it is earned and no carry-
over of credits to the following year will be allowed unless
approved by the Personnel Committee.
(b) No cash payment in lieu of vacation time off will be made
and all credits not used up by the end of the 12 month period,
or carried over by decision of the Personnel Committee, will be
lost, subject to conditions in the Employment Standards Act.
(c) All vacation leave must be approved by the Department Head
before it is taken.
16.05 Part-Time, Temporary and Contract Staff Vacation Credits
(a) Permanent part-time staff:
Less than 8,320 hours worked
by December 31st of any year 4% of prior year's earnings
More than 8,320 hours worked
by December 31st of any year 6% of prior year's earnings
(b) Temporary staff will receive vacation pay as specified by
the Employment Standards Act.
(c) Contract staff will receive vacation pay as specified in
their contract
16. VACATIONS continued
16.06 Termination of Employment
(a) On termination of employment, full-time employees will
receive vacation pay equal to their regular entitlement (see
Sections B or C, above) times the number of calendar days worked
to the date of termination divided by 365, or 4% of total earn-
ings, whichever is greater.
(b) Other employees will receive a percentage of total earnings
to the date of termination equal to their percentage entitlement
for yearly vacation pay, as noted in Schedule E above.
16.07 Effect of Léaves of Absence on Vacation Credits
Leaves of absence without pay of less than one month will not
affect calculation of vacation credits under this section unless
the entitlement is a percentage of salary. Where there is a
leave of more than a month during a calendar year, the number of
wéeks vacation allowed will be based on the proportion of actual
service during the year to 12 months.
16.08 Vacation Credits on Retirement
Employees who are retiring must use up all outstanding vacation
credits plus those accrued to date before retirement. No lump
sum payments for unused credits will be made.
16.09 Vacation Pay Advances
In order to receive vacation pay in advance, an employee must
make a request, in writing, to his/her Supervisor in time for it
to be included with the last pay prior to the employee's vaca-
tion. This will mean that the normal paycheque/direct deposit
will be increased by the amount of the advance. SUCH ADVANCE
SHALL COVER ONLY THE PAYDAY(S) FALLING WITHIN THE EMPLOYEE'S
VACATION PERIOD.
16.10 Definitions
(a) Continuous service includes all regular service from the
last date of hire, and periods during which the employee is
receiving short-term sick pay from the County or has been
granted a leave of absence, but excludes absences while on Long
Term Disability.
(b) Gross earnings include regular, overtime and County sick
pay, but excludes payments received from an insurance company
under an employee benefit plan, benefit plan premium payments
on behalf of employees and other items excluded under the
Employment Standards Act.
17. EMPLOYEE FACILITIES
Specific parking places may be designated for employees by the
Property Committee.
18. ABSENCES
18.01 Reporting
(a) Except as noted in (b) below, employees who must be absent
from work for sickness and other unavoidable reasons must report
the fact to their Department Head during the first 30 minutes of
the first day of their absence. The reason for, and the expected
length of the absence must be noted. Unreported or unauthorized
absences are subject to disciplinary action including termina-
tion.
(b) R.N.'s and the Cook Supervisor at Terrace Lodge must report
absences before the start of their shift
c
(b)
under
wife, husband, child, mother, father, brother,
sister, grandchild, son-in-law, daughter-in-law
"
Scheduled work days which fall within the period granted
(a) will be paid at the employees regular rate
Immediate Family
"
is
defined as
(a) In the case of the death of a member of an employee's
immediate family, a leave of absence of no more than three cal-
endar days ending on the day of the funeral will be granted for
the purpose of arranging or attending the funeral
03
19
Bereavement
(b) Employees who must appear in court or consult with lawyers
on County-related business while on vacation will not have such
time counted against vacation credits
Leave
(a) An employee serving as a Juror or who has been subpoenae4
as a Crown Witness shall receive the difference between his/her
Jury or Witness pay and his/her regular pay for the lost time
while serving in one of those capacities. A subpoena or legal
notice for such duty will be provided to the Employer in such an
instance of Jury or Witness Duty. The employee shall provide
the Employer proof of hours engaged on Jury Duty or as a Witness
and proof of payment therefore
19.02
Jury Duty and Court
The County provides all full-time employees with more than three
months service with a short-term sick pay plan designed to cover
absences because of illness or disability until the start of
Long Term Disabililty payments from the insurance carrier. In
most cases, there will be no gap between short-term and L.T.D.
coverage. Full details of the plan are given in the appropriate
"Fringe Benefit By-Laws"
Appearances
19.
19.01
Paid Sick Leave
AUTHORIZED LEAVES OF ABSENCE
All time granted for short-term absences such as appointments
illness of children, etc., must be charged against accrued
overtime, vacation or other credits. If such credits are not
available the time must be taken without pay
18.05
Absences for Appointments
Excessive absenteeism is grounds for disciplinary action
and including termination
etc
up
to
18.04
Excessive Absenteeism
Employees who are unable to come to work because of a legitimate
"Act of God" or other natural calamity will receive their regu-
lar pay for the period absent for up to two days per calendar
year. The Department Head will determine whether the event con-
stitutes a legitimate reason for absence. Employees absent for
non-legitimate reasons after being informed of the Department
Head's decision will be docked pay for the time absent
18.03
Acts
Department Heads are responsible for maintaining attendance
records for their staff
of God
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18.02
",".
Attendance Records
ABSENCES
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19.03 Bereavement Leave - continued
(d) Leave of absence of one day with pay calculated as in
S""ct'ion (b) above will be granted for the purpose of attending
the funeral of a:
brother-ih-law, sister-in-law, mother-in-law,
father-in-law, grandparent,
where the funeral falls on a scheduled work day.
(e) A statutory holiday which falls during a bereavement leave
will not extend the leave.
(f) Bereavement leave which falls during a vacation period will
be counted as part of the vacation.
19.04 Maternity Leave
Maternity leave without pay will be granted in accordance with
the current provisions of the Employment Standards Act. Employ-
ees must notify their immediate supervisor at least two weeks
before they intend to begin their leave and submit a medical
certificate estimating time of delivery.
19.05 Educational Leaves With Pay
(a) Attendance at courses and seminars during working hours of
up to one day in duration may be approved by the Department Head
on his/her own authority.
(b) Attendance at courses and seminars during working hours of
more than one day in duration must be approved by the Department
Head and the appropriate Standing Committee before registration.
19.06 Other Leaves, With or Without Pay
Leaves of absence not mentioned in this section or not covered
by other County policies may be charged against vacation, over-
time or County sick payor granted without pay, at the discre-
tion of the Department Head.
19.07 Return to Work
Employees returning to work after an extended leave, including
those covered under the Long Term Disability plan, must give at
least one month's notice of their expected date of return to
their Department Head.
19.08 Approval Procedure
Application for all leaves authorized under this section must be
submitted to the Department Head who will forward it to the
appropriate Standing Committee for approval.
20. EMPLOYEE TRAINING AND DEVELOPMENT
20.01 Tuition Refund
Full time employees will be reimbursed for 100% of the cost of
tuition fees and books for educational courses taken if all the
following conditions are met:
(a) The course is directly related to their present job or
future career with the County.
(b) The course is given by a recognized educational institution
including a correspondence school.
(c) The course is approved before it is taken by the Department
Head and the Standing Committee
'i.
20. EMPLOYEE TRAINING AND DEVELOPMENT continued
20.01 Tuition Refund - continued
(d) The course is completed successfully and documentation of
this fact is submitted to the Department Head with a receipt for
the tuition fee.
20.02 Training Budget
All costs for tuition refund, educational leaves and associated
activities will be charged against a budget within each
Department.
21. MEETINGS
Department Heads may authorize the attendance of staff at meet-
ings outside of regular working hours and of having mileage and
expenses reimbursed.
22. EXPENSES
Department Heads and Assistants shall be reimbursed for out~of-
pocket expenses (parking, meals, etc. ) incurred while carrying
out their duties for the County.
23. EMPLOYEE NEGOTIATIONS
(a) At the option of the Personnel Committee, Department Heads
will sit in as observers in collective bargaining negotiations
affecting their employees.
(b) Department Heads will be given a copy of any brief pre-
sented on behalf of employees in his/her department after such
brief has been presented to the Personnel Committee.
24. APPEAL PROCEDURE
(a) Employees who feel that they are not being treated fairly
or in accordance with County policy may raise the matter with
their immediate supervisor.
(b) If the problem cannot be resolved, they may approach their
Department Head who will attempt to find a solution.
(c) Problems still unsolved may be referred to the Standing .
Committee.
(d) This appeal procedure does not apply to persons who are
terminated "for cause II .
25. EMPLOYEE RECOGNITION
Employees will be given awards as set out below on the comple-
tion of the following years of service:
10 years - a photo and short, descriptive announcement in the
St. Thomas daily, and Elgin weekly newspapers
- a framed copy of the photo and article and a framed
certificate of appreciation from the County.
15 years - same as 10 years.
20 years - same as 10 years plus a lapel pin plus an annual
invitation to the Warden's Banquet to continue until
the employee's retirement.
25 years - same as 10 years plus an engraved quartz watch.
All expenses associated with these awards will be chargeable to
the Department
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The County pays aguarterly $21.25 allowance for uniforms to
R.N. 's and the Cook Supervisor at Terrace Lodge.
27. SAFETY AND HEALTH
27.01 County Policy
It is County policy to provide safe working conditions and
facilities for its employees. Employees, in their turn, should
always try to work in a safe and sensible manner, correcting
situations which may cause accidents and reporting those which
cannot be corrected to their supervisor.
The employee's safety record will be considered in awarding
salary increases.
27.02 Accidents
Whenever an accident occurs, employees should get immediate med-
ical attention, if necessary. Such occurrences must be reported
to their supervisor immediately.
27.03 Accident Investigations and Programs
(a) The Department Head or his/her designate will investigate
all accidents as soon as possible after they occur. He/she will
complete a WCB Form 7 and submit it to the Board.
(b) Department Heads will organize safety and related programs
in order to prevent accidents within their Departments and will
establish and work with Health and Safety Committees required
under the Occupational Health and Safety Act.
27.04 Safety Equipment
The County provides all required safety equipment, except
safety footwear which must be supplied by employees themselves.
Employees must use safety equipment whenever necessary. Not
using this equipment is grounds for disciplinary action and
repeated offences will result in termination.
27.05 Housekeeping
Employees must keep their workplaces in a neat and tidy condi-
tion to avoid situations which could cause accidents.
27.06 Alcohol/Drug Addiction
The County considers alcohol/drug addiction to be an illnes
which can be treated with the co-operation of everyone con-
cerned. Accordingly, the policy in regard to employees whose
behaviour and work performance indicate alcohol/drug addiction
is:
Initial discussions of performance will follow the Warning
Procedure set out in Section 5, with the Department Head indi-
cating the County's policy in regard to addiction.
If alcohol/drug addiction is acknowledged, the Department Head
will work with the employee's doctor and other concerned par-
ties to arrange treatment. Payment for such treatment will be
made through the County's benefit plans, if possible. If not,
the County will pay reasonable costs associated with residen-
tial treatment for up to 30 days at a public institution.
This policy applies only to employees who have completed their
probationary period.
Periods absent for treatment under this section will be
charged against the County's short-term sick pay plan
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27 SAFETY AND HEALTH - continued
27.06 Alcohol/Drug Addiction - continued
- On return to work after treatment, the employee will be placed
in his/her previous position and given full support in the
performance of his/her duties. If, however, the alcoholic
behaviour resumes, he/she will be termi~ated for cause. The
employee will be told this on return to work.
The purpose of this policy is to provide a realistic rehabili-
tation program for the addicted employee. Such a program must
include assumption by the employee of responsibility for his/
her own actions.
28. COMMUNICATIONS
28.01 Bulletin Boards
Bulletin boards will be set up in convenient locations in County
buildings. All notices to be placed on these boards must have
management approval before posting.
28.02 Suggestions
The County welcomes suggestions from employees as to improvement
in operations, new or revised policies and similar items.
29. RULES OF CONDUCT
The County believes that most employees will act fairly and
reasonably at all times. Accordingly, it is for the protection
of that majority that the rules of conduct set out below are
published. Breaches of these guidelines or other acts against
County or employee interests will result in disciplinary action,
including suspension and termination.
The following practices are strictly prohibited and will result
in immediate disciplinary action, up to and including termina-
tion:
(a) Reporting to work or working in an intoxicated state or
using prohibited drugs during working hours.
(b) Removal from the premises of County-owned items or items.
owned by other employees without specific permission.
(c) Physical or verbal abuse of, or threats towards other
employees.
(d) Flagrant disregard of County safety rules.
(e) Being convicted of a criminal offence related to the
employee's work or being unable to work for an extended period
because of any criminal conviction.
(f) Willful and malicious damage to County property.
(g) Serious violations of the Ontario Human Rights Code.
30. PERSONAL USE OF EQUIPMENT
(a) The use of County-owned equipment and tools for personal
purposes is discouraged and is prohibited without express per-
mission of the Department Head. If approved, such use will be
permitted only on the premises.
(b) Loans of equipment and tools to other organizations will be
allowed only in the most unusual circumstances and where the
Department Head has given prior approval. Vehicles purchased by
the County may not be loaned out under any circumstances.
(c) Personal long distance calls made on County equipment must
be charged to the employee's personal telephone number
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18
3l. PERSONNEL RECORDS
The Clerk-Treqsurer will maintain central þersonnel records
Changes in employee data affecting these records must be repor-
ted to that office as soon as they occur.
32. MILEAGE
Employees who do not have a County-supplied vehicle will be paid
a mileage rate for use of their own car on County business which
will be set annually by Council.
33. DRESS CODE
The County expects a standard of dress and grooming from employ-
ees that is reasonable and appropriate under the circumstances
85-11-20