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Home My WebLink AboutKIN 93 003 Amend Cons Fee . . THE CORPORATION OF THE TOWN OF KINCARDINE BY-LAW NUMBER 1993 - 3 THE TOWN OF KINCARDINE CONSOLIDATED PERSONNEL BY-LAW A BY-LAW TO CONSOLIDATE AND ESTABLISH PERSONNEL POLICIES FOR EMPLOYEES OF THE TOWN OF KINCARDINE First and Second Reading Third and Final Reading January 7, 1993 January 7, 1993 . . BY-LAW NO. 1993 - 3 A BY-LAW TO CONSOLIDATE AND ESTABLISH PERSONNEL POLICIES FOR EMPLOYEES OF THE CORPORATION OF THE TOWN OF KINCARDINE, ITS BOARDS I COMMITTEES AND OTHER BODIES RECEIVING MUNICIPAL FUNDS, SAVE AND EXCEPT EMPLOYEES COVERED BY COLLECTIVE BARGAINING AGREEMENTS. NOW THEREFORE the Council of The Corporation of the Town of Kincardine ENACTS as follows: 1.0 INTERPRETATION AND DEFINITIONS 1.1 In this By-law: (a) "Employee" means any person in the employ Corporation of the Town of Kincardine and who remuneration for services provided. of The receives (b) "Permanent full time" means a person employed by the municipality on a permanent basis having a work schedule of not less than 30 hours per week (for OMERS purposes "Continuous Full Time"). (c) "Permanent part time" means a person employed by the municipality on a permanent basis having a work schedule of less than 30 hours per week (for OMERS purposes "Other Than Continuous Full-Time"). (d) "Temporary full time" means a person employed by the municipality on a temporary basis having a work schedule of not less than 30 hours per week. (e) "Temporary basis" means a period determined by the Council of the municipality and whose work term is pre-determined and set by resolution of council. (f) "Temporary part time" means a person employed municipality on a temporary basis having a work of less than 30 hours per week. (g) "Casual" means a person employed by the municipality for a specific project for a brief and specific length of time and shall be deemed not to be included in the other classifications. by the schedule (h) "Permanent seasonal employee" means an employee whose work period is not necessarily specified and who returns to the same position on a seasonal basis every year. (i) "Summer student" means an employee hired for any period between May 1st and Labour Day inclusive. The employee does not necessarily have to be a student provided the position filled is one traditionally filled by students. CONSOLIDATED PERSONNEL BY-LAW TABLE OF CONTENTS Subiect Article No. . Absence without Leave ............ 32.0 Accidental Death & Dismemberment.. 13.0 Advancement ...................... 31.0 Amendments to by-law............. 38.3 Annual Employee Evaluation ....... 30.0 Boot Allowance .................................... .. Canada Pension Plan .............. Clothing and Equipment ........... co-Op students (Vacation Pay) .... Co-Op students (Paid Holidays) ... compassionate Leave .............. Complaint Procedure .............. Conferences and Conventions ...... Court Duty ....................... Death Benefits ................... Definitions ............................................ Dental Benefits .................. Disciplinary Procedures .......... Effective Date of By-law......... Employee (Change of Information) . Employee Evaluation (Annual) ..... Employer Rights .................. Extended Health Care ............. 15.0 10.1 15.0 6.10 7.6 8.0 22.0 17.0 29.0 ......... 22 14 22 25 21 ................ .. ................ .. ................ .. ................ .. .. .. .. .. .. .. .. .... 15 ......... 11 15 8 9 9 17 16 21 ................ .. ................ .. ................ .. ................ .. ................ .. ................ .. ................ .. Paee No. n.1(e) ...... 12 1.1 ......... 1 11.3.........13 27.0 ......... 20 41.0 38.2 30.0 2.0 11. 2 Health and Safety................ 15.0 Hiring Procedures ................ 24.0 Interpretation ................... 1.0 Interview Procedures ............. 26.0 Jury Duty .............................................. .. Kincardine & District Recreation Board Employees .................. Leave of Absence ................. Lieu Time ................................................ Life Insurance ................... Long Term Disability............. Medical Benefits ................. Medical Certificate .............. Meeting Allowance ................ Mileage, Private Vehicle ......... Name of By-law ................... Negotiation Procedures ........... New positions .................... O.M.E.R.S. ....................... Overtime ......................... . Paid Holidays .................... Pay Equity ....................... Pay Period ....................... Pension Benefits ................. 29.0 3.3 33.1 4.0 13.0 12.0 11. 0 38.1 20.0 16.0 40.0 37.0 35.2 10.2 4.0 7.0 35.0 3.5 10.0 · . . . . . . .. 25 25 21 3 13 ................ .. ................ .. ................ .. ................ .. .................. 15 19 ................ .. 1 · . . . . . . .. 19 ........... . · . . . . . . .. 21 ........ . · . . . . . . .. 23 4 14 14 ........ . ........ . ........ . ......... 12 24 17 16 ........ . ........ . ........ . ......... 25 24 23 ........ . ........ . · . . . . . . .. 12 4 ........ . 9 ......... 23 3 11 ........ . ........ . ........ . 3 . . TABLE OF CONTENTS - Paee 2 Sub! ect Article No. pregnancy Leave .................. Private Vehicle Mileage .......... probationary Period .............. Reclassification ................. Regular Remuneration ............. Repeals .......................... Replacement/Relief Pay........... Reporting Absence ................ Retirement ....................... Retroactive Pay.................. school Crossing Guards-Vacation " Shift Premium .................... Sick Leave ....................... staff Training ................... stand-By Remuneration ............ Statutory Holidays ............... Storm/Snow Policy................ Student/Seasonal Employees ....... 28.0 16.0 23.0 31. 0 3.0 39.0 21.0 32.0 10.0 3.7 6.11 18.0 9.0 5.0 19.0 7.0 33.2 3.2 Paee No. · . . . . . . .. 21 16 18 ........ . ........ . ......... 22 3 25 17 22 11 4 ........ . ........ . ........ . ........ . ........ . ........ . 8 · . . . . . . .. 16 10 6 17 9 23 3 ........ . ........ . ........ . ........ . ........ . ........ . ........ . Termination of Employment ........ 36.0 ......... 24 Unemployment Insurance ........... 34.0 ......... 23 Vacancies ........................ Vacations ........................ Vision Care Benefits ............. Workers compensation ............ . SCHEDULES "A" 25.0 6.0 11.4 14.0 .........19 6 13 ........ . ........ . · . . . . . . ., 15 Current Salaries by position (Minimum and Maximum ranges) "Bn nC" "D" "E" "F" "G" "H" "I" "J" ilK" "LA "H" nN" "0" lip" Student/Seasonal Wages Safety Boot Allowances Mileage Rate (Private Vehicle) Lump Sum Mileage Payments Evaluation Form - Management/Supervisory Evaluation Form - Clerical/Secretarial Evaluation Form - Manual/Mechanical Salary Ranges By Position Expense Allowances - Conferences/Conventions Replacement Allowances Shift Premium Rates Stand-By Remuneration Pay Equity Plan Management Employees Meeting Remuneration -2- . (j) "Replacement employee" means an employee who replaces a permanent full-time employee who is on sick leave, vacation, long-term disability, etc. and who performs substantially the same work as that employee. (k) "Employer" means The Corporation of the Town of Kincardine, its Boards, committees or other bodies recelvlng municipal funds other than grants, and does not include the Kincardine Board of Commissioners of Police or the Kincardine Public utilities commission. (1) "Town" means The corporation Kincardine. of the Town of (m) "Council" means the Council for The Corporation of the Town of Kincardine. (n) "Ontario Health Insurance Plan" means the standard ward accommodation provided while in hospital and the coverage provided for medical and surgical expenses provided by the Ontario Health Insurance Plan, or its equivalent, as determined by the Province of Ontario in its statutes and regulations. (0) "OMERS" means the pension plan provided by the ontario Municipal Employees Retirement System, including Type 3 of the supplementary plan. (p) "Day" shall mean eight hours for those employees employed on a 40-hour per week basis, and shall mean seven hours for those employees employed on a 35-hour per week basis. (q) "Regular earnings" shall mean the basic pay to an employee, and does not include overtime earnings, vacation pay, shift differential, stand-by pay, meeting allowance, bonuses, workers' compensation benefits, long term disability payments, or lump sump payments, but does include retroactive pay adjustments for basic salary. (r) "Immediate family" means husband, wife, grandmother, grandfather, father, mother, brother, sister, son, daughter or grandchild of either the employee or his or her spouse. Common law spouses shall be deemed to be spouses. (s) "Contributory earnings" (for OMERS purposes) shall include regular salary, retroactive pay, regular vacation pay, shift premium and statutory holiday pay, but shall not include bonuses, stand-by pay, overtime pay, meeting allowance or vacation pay paid on termination. (t) "Management employees" means employees listed on Schedule "0" attached to and forming part of this by-law. (u) "Week's earnings" shall be calculated by dividing an employee's annual salary by fifty-two point one seven eight five seven (52.17857). . (v) "evening meetings" shall be meetings which commence after normal office hours or which commence during normal office hours but extend more than one-half hour beyond normal office hours. 1.2 -3- In this by-law, words importing the male persons female persons, words in the singular include the and words in the plural include the singular, context requires. include plural, as the 2.0 EMPLOYER RIGHTS The Council shall maintain efficiency. 2.3 The Council shall hire, discharge, direct, classify, transfer, promote, demote and suspend or otherwise discipline any employee, provided that a claim that an employee has been discharged or disciplined without reasonable cause may be the subject of a complaint and dealt with as hereinafter provided. . 2.1 2.2 2.4 2.5 The Council has and shall retain the exclusive right to manage the affairs of the municipality. order, discipline and The Council in exercising the aforesaid function so in a fair and reasonable manner in accordance provisions of this by-law, and all laws of the of ontario and Dominion of Canada. shall do with the Province Nothing in this by-law shall be construed as imposing personal liability upon an individual who, from time time, is an employee of the Town of Kincardine administrate and administer policies of the Town Kincardine. any to to of 3.0 REGULAR REMUNERATION 3.1 Effective the first (1st) day of January annually, the salary ranges for permanent employees set out in Schedule "A" attached hereto and forming part of this by-law shall apply. Individual rates of pay within each salary range shall be adopted by resolution of Council based on a confidential report of the administrator. steps within each salary range are outlined on Schedule "I" attached hereto and forming part of this by-law. 3.2 Rates of pay for permanent seasonal, summer student, and replacement employees will be pursuant to Schedule "B" attached hereto and forming part of this by-law. This schedule shall not apply where regulations of the federal or provincial government specify wages of employees hired for programs sponsored by those agencies. 3.3 Student and temporary part-time employees under the jurisdiction of the Kincardine and District Recreation Board are exempt from the summer student wage policy set out on Schedule "B". The Board will submit to the Council on an annual basis the wage scale to be paid to part-time Davidson Centre and Recreation Dept. employees in order that the committee may be assured that the policies of the Recreation Board are generally consistent with the policies of Kincardine Town Council with respect to wages paid to part-time employees. Each employee shall receive his/her pay on pay day; pay day being bi-weekly on Thursdays. . 3.4 3.5 The pay period for the municipality shall commence at 12:01 a.m. on the Sunday of every other week. -4- 3.6 Each employee shall be provided together with his pay cheque, an itemized statement of his salary, overtime, and any other supplementary pay and deductions. Subject to the approval of the administration, an employee may elect to have his/her pay deposited directly to his/her bank account and the employee provided with a statement indicating all earnings and deductions. . 3.7 All retroactive increases in wages and salaries as adopted shall be paid to the employees within four weeks of the date of the passage of the by-law adopting the salaries. Retroactive pay will not be paid to employees who have terminated employment with the Town prior to the date of the passage of the by-law. 4. 0 OVERTIME. LIEU TIME 4.1 Overtime will be at the discretion of the Town through its authorized representatives and the Town will fairly compensate employees who are required to work overtime. 4.2 Overtime must be supervisor, with articles. authorized in advance by the employee's exceptions as noted in the individual 4.3 Excessive booked overtime cannot be accumulated by an employee from year to year. (See 4.9(f)) 4.4 Overtime records will be kept by the department head, who will, on a timely basis, accurately record overtime hours earned, paid out, or taken off in lieu of payment. In certain circumstances, such as snow plowing, may be required by the Town and this fact reflected in the position's job description. 4.6 Non-management employees are entitled to receive minimum overtime compensation of one hour for called-in overtime; i.e. the employee has been called back to work from home. Overtime hours worked as an extension of normal working hours shall receive overtime compensation or time off in lieu for each completed fifteen (15) minute period worked by him. overtime will be 4.5 4.7 Shift premium shall not be paid in addition to overtime remuneration. 4.8 Overtime shall not be included for the purposes of calculating fringe benefit payments. 4 . 9 Permaneut. full-time emplovees (nou-manaeement): (a) Regular work week is normally 35 or 40 hours, depending upon the employee's job description. (b) All overtime must be documented on the timesheets and note hours worked not hours to be paid. . (c) All overtime hours must be authorized by the employee's immediate supervisor in advance. The only exception to this rule is in the case of a working supervisor requiring staff for emergency situations; i.e. snow plowing, pump alarms, etc. -5- 4.9 (d) Subject to the provlslons of the Employment Standards Act, overtime will either be paid at one and one-half times the employee's salary, or, with the consent of the employee, be taken in time off in lieu at the rate of one and one-half times. . (e) If the accumulated overtime has not been taken off in lieu, or scheduled to be taken off, by November 30th, the department head will authorize a cash pay-out to the employee, which will be made by December 31st. (f) Overtime December 31st year. accumulated between December 1st and may be carried over to the next fiscal 4 . 10 Temporary aud Part- Time Employees (includes seasonal and students): (a) Overtime will only be accumulated if the employee works more than 44 hours in one week. (b) Overtime accumulated by temporary and part-time employees will be in unusual situations. (c) All overtime will be documented on the weekly timesheets and note hours worked not hours to be paid. (d) All overtime hours must be authorized by the employee's immediate supervisor in advance. (e) Overtime will be paid, or with the consent of the employee, taken off in lieu at time and one-half within one week. It is the supervisor's responsibility to schedule time off in lieu if the employee wishes compensation in this manner. In the event that the supervisor neglects to do so, the employee will receive a cash pay-out of accumulated overtime. 4.11 Pennanent Full-Time Manaeement Employees . (a) This section applies to employees management employees pursuant to Schedule and forming part of this by-law. (b) The Town will endeavour to provide adequate resources to enable each department to meet the objectives and level of service required by the Council without excessive overtime being incurred. Management employees are expected to manage the resources of their department and their own time using proper delegation, time management and other management principles, in order to meet the objectives and level of service established by the council without incurring excessive overtime. It is acknowledged that on some occasions, some overtime will be required; therefore, management employees may take time off within one month of working such overtime. Overtime hours are not to be accumulated or carried forward. Management employees will, on a regular basis, keep the administrator informed of excessive workloads or unyielding deadlines which may cause overtime in order that alternate solutions may be investigated, while ensuring that the objectives and level of service required by the Council be maintained. designated as "0" attached to -6- 4.11 (continued) (c) The administrator shall be required to report to the committee of the whole on the subject of his overtime in the same manner as the management employees do to the administrator. . 5.0 STAFF TRAINING 5.1 Employees shall be provided with the training necessary to carry out their tasks in a safe and efficient manner. Department heads may, within their approved budgets, schedule employees for specific training. The Town will cover 100% (one hundred per cent) of the costs for any courses required by the Town upon successful completion of the course. For employees required to take technical courses of a short duration (five days or less), the Town will pay 100% of tuition, accommodation, and meal expenses and will pay travel expenses pursuant to the travel policy. 5.2 Employees who wish to further their education relative to their particular position with the Town and anticipate financial assistance, must obtain approval from their department head before enrolling in any course of study. Satisfactory proof of successful completion of the course must be submitted. The employee will be reimbursed 50% (fifty per cent) of the costs of the course (including books but excluding travel costs) one year following successful completion of the course provided the employee is still employed by the Town. 6.0 VACATIONS 6.1 Vacation cannot be taken before the anniversary date upon which it is calculated and must be taken within the succeeding twelve (12) months thereafter. 6.2 It is not the general policy of the Council employees to take two years' vacation as one leave (i.e. the end of one anniversary period with the beginning of another). 6.3 Annual vacation for all permanent full-time employees shall be as follows: to allow extended together (a) Two weeks' vacation after one full year of continuous service (to be paid pursuant to the Employment Standards Act). Employees may, if they wish, take one week vacation after six full months of continuous service and the second week after twelve full months of continuous service. . (b) Three weeks' vacation after three full years of continuous service (to be paid at the employee's regular weekly earnings, not including overtime or any other payment(s), for the vacation period). (c) Four weeks' vacation after ten full years of continuous service (to be paid at the employee's regular weekly earnings, not including overtime or any other payment(s), for the vacation period). -7- . 6.3 (continued) (d) Five weeks' vacation after twenty full years of continuous service (to be paid at the employee's regular weekly earnings, not including overtime or any other payment(s), for the vacation period). (e) six weeks' vacation after twenty-five full years of continuous service (to be paid at the employee's regular weekly earnings, not including overtime or any other payment(s), for the vacation period). 6.4 Annual vacation for all permanent part-time employees shall be as follows: (a) Two weeks' vacation after one full year of continuous service (to be paid pursuant to the Employment Standards Act). Employees may, if they wish, take one week vacation after six full months of continuous service and the second week after twelve full months of continuous service. 6.4 (b) Three weeks' vacation after three full years of continuous service (to be paid at 6% of previous calendar year's regular earnings or 4% of gross earnings, whichever is greater). (c) Four weeks' vacation after ten full years of continuous service (to be paid at 8% of previous calendar year's regular earnings or 4% of gross earnings, whichever is greater)¡ (d) Five weeks' vacation after twenty full years of continuous service (to be paid at 10% of previous calendar year's regular earnings or 4% of gross earnings, whichever is greater); (e) six weeks' vacation after twenty-five full year~ of continuous service (to be paid at 12% of prev~ous calendar year's regular earnings or 4% of gross earnings, whichever is greater). 6.5 In determining eligibility for vacations, the employee's anniversary date shall be used. For the purposes of this section "continuous service" means no break in service due to termination of employment. 6.6 Employees shall request vacation approval from their supervisor at least fourteen days in advance of vacation and shall do so on the form provided by the Town. 6.7 Vacation shall be approved on the basis of seniority each department. The department head shall determine number of employees who will be on vacation at any time. in the one 6.8 Vacations shall not be cumulative from year to year. Exceptions to this may be approved by the department head, in the case of a department head by the administrator, and in the case of a department head not under the jurisdiction of the administrator, by the supervising committee or board. . . . -8- 6.9 Employees with more than one year of service shall not draw pay in lieu of vacation except under special circumstances, which must be authorized by resolution of council. 6.10 Vacation benefits for temporary or casual employees shall be pursuant to the Employment Standards Act of ontario. Co-operative education students employed by the Town shall receive the same vacation entitlement as granted to temporary part-time employees under the Act. 6.11 School crossing guards employed by the Town shall be granted their annual vacation leave immediately following the completion of the school year, and will receive payment in advance of the leave together with their last pay cheque pursuant to the schedule outlined in clause 6.4. 6.12 Upon termination of a permanent employee, the following vacation pay schedule shall apply: (a) Less than one full year of continuous service: 4 per cent of total gross earnings from date of employment to the date of termination. (b) More than one year but less than three full years of continuous service: accumulated vacation pay as of anniversary date if not already taken, plus 4% of the total gross earnings from his anniversary date to date of termination. (c) More than three years but less than ten full years of continuous service: accumulated vacation pay as of anniversary date if not already taken, plus 6% of regular earnings or 4% of gross earnings, whichever is greater, from the anniversary date to date of termination. (d) More than ten years but less than twenty full years of continuous service: accumulated vacation pay as of the anniversary date if not already taken, plus 8% of regular earnings or 4% of gross earnings, whichever is greater, from the anniversary date to date of termination. (e) More than twenty but less than twenty-five full years of continuous service: accumulated vacation pay as of the anniversary date if not already taken, plus 10% of regular earnings or 4% of gross earnings, whichever is greater, from the anniversary date to date of termination. (f) More than twenty-five years of continuous service: accumulated vacation pay as of the anniversary date if not already taken, plus 12% of regular earnings or 4% of gross earnings, whichever is greater, from the anniversary date to date of termination. -9- 7.0 PAID HOLIDAYS 7.1 All permanent full- and part-time employees shall be paid for the following holidays: . (a) New Year's Day (g) (b) Good Friday (h) (c) Easter Monday (i) (d) Victoria Day (j ) (e) Canada Day (k) (f) August Civic Holiday and any other day which is proclaimed as a public holiday by the federal or provincial governments. Labour Day Thanksgiving Day Christmas Day Boxing Day Floating holiday 7.2 Where any of the holidays noted in 7.1 fall on a Saturday or Sunday, the succeeding Monday shall be designated as a holiday in lieu of the holiday falling on these days, excepting shift employees, who shall receive another day in lieu, or one day's pay. 7.3 The floating holiday may be taken at any time during the year, with the consent of the employee's supervisor. 7.4 Where any of the paid holidays occur during an employee's vacation period, an additional vacation day will be granted to the employee. That day will be at the discretion of the department head. 7.5 Where any of the above holidays occur during an illness, that day shall not be charged against the employee's sick leave credits. 7.6 All other classes of employees shall receive payment for public holidays pursuant to the Employment Standards Act of Ontario. Co-operative education students employed by the Town will receive the same benefits as granted to temporary part-time employees under the Act. 7.7 All employees must fulfill the eligibility requirements for public holidays under the Employment Standards Act of ontario. 8.0 COMPASSIONATE LEAVE 8.1 All permanent full-time employees shall be allowed up to a maximum of three (3) working days off for compassionate leave due to the death of a member of his immediate family (see definitions section for definition of "immediate family"). 8.2 Additional prohibitive discretion (5) days. days off for extenuating circumstances (i.e. travelling distance) will be granted at the of the department head, to a maximum of five . -10- 9.0 SICK LEAVE 9.1 Every permanent full-time employee who has completed a minimum of three (3) months' service shall be entitled to accumulate sick leave at 1.75 days per month worked from date of hire at one hundred per cent (100%) of salary (21 days per year). The earned sick leave shall be cumulative from year to year to a maximum of two hundred (200) working days. The maximum number of accumulated sick days for employees with more than 200 as at January 1, 1990 shall not increase, but shall decrease by usage until it falls below 200 whereupon the maximum of 200 shall apply. . 9.2 Permanent part-time employees shall receive sick leave credits pro-rated against the full-time employee entitlement based on the percentage of hours worked in the previous year. For example, a part-time employee who, in the previous year, worked 1,095 hours compared to that of a full-time employee would be entitled to 56% (fifty-six per cent) of the full-time employee's sick leave allotment (1,095 divided into 1,957), or 12 paid sick days in the following year (21 X 56%). For the purposes of this calculation, a permanent full-time employee is deemed to work 1,957 hours per year, and the sick leave credits shall be rounded to the nearest half-day. 9.3 There shall be no sick leave remuneration for absence caused by accident or illness for which an employee is receiving workers' compensation benefits. 9.4 No credit shall be given to an employee in any month who is absent from duty in that month, (1) without leave, or (2) for more than eleven (11) working days for any reason other than vacation, workers compensation, or leave of absence. 9.5 After three days' absence because of illness, no leave with pay shall be allowed unless a certificate by a duly qualified medical practitioner is forwarded certifying to the inability of the employee to attend work, and if the sickness continues, from time to time thereafter as the Town requires. 9.6 Employees, upon termination, shall receive no credit remuneration for unused accumulated sick leave, with exception of those employees qualifying under section below. or the 9.8 9.7 Annually, by February 28th, each department head will be provided with a statement from the payroll department, indicating the number of days accumulated, used and remaining for each employee in his or her department. Department heads will so advise his or her employees of these figures. . -11- 9.8 Effective the 7th day of May, 1981, there shall be no payment of accumulated sick leave for those employees who have not completed five (5) years of continuous service. For those employees having five (5) years of service or more prior to the 7th day of May, 1981, they will receive pay equal to 50% (fifty per cent) of the number of accumulated days up to the 7th day of May, 1981, paid on termination or retirement at the rate of pay he or she is receiving at the time of termination or retirement. The payment shall be charged against the Sick Leave Reserve established by the Town of Kincardine. . 9.9 Illness While on Vacation An employee who becomes ill while on vacation shall not be placed on sick leave until after termination of the vacation. Under exceptional circumstances in case of serious illness, sick leave may be granted at the discretion of the administrator. The employee would then be entitled to the unused portion of his/her vacation after recovery from the illness. Minor illnesses and injuries may cause some degree of discomfort or disability to an employee while on vacation. Yet for the most part, these do not necessitate complete removal from the vacation setting or loss of the beneficial effects of the holiday. However, when an employee on vacation becomes seriously ill or injured, he or she should be entitled to sick leave based upon medical evidence. The decision as to when an illness or nonoccupational injury is sufficiently severe to justify transfer from vacation to sick leave should be made on medical grounds. Normally, hospitalization or complete confinement to bed in the home under regular physician's care have been the criteria used to judge severity, often after consultation with the attending doctor. "Exceptional circumstances" may include a number of things such as the employee's hospitalization, the need for the employee to be flown home from a trip abroad, becoming seriously ill while on vacation. The decision to transfer from vacation to sick leave must be based on reliable medical evidence and made by the administrator on a physician's advice. All cases of requests for such consideration must be referred to the administrator without exception. An employee may appeal the administrator's decision to the committee of the whole. The committee of the whole, in camera, will deal with appeals to the administrator's decision, and the committee of the whole's decision shall be final. 10 . 0 PENSION BENEFITS AND RETIREMENT . 10.1 Canada Pension Plan deductions are made from all employees up to the maximum amount required to conform to the provisions of the Canada Pension Plan. The employer will make such matching contributions as required under the Canada Pension Plan. 10.2 . 10.3 10.4 -12- All continuous full-time employees shall, upon hiring, be enrolled in the ontario Municipal Employees Retirement system (OMERS). The Town will deduct from all employees' pay the contributions required by the Plan, and the Town will make such contributions on the employees' behalf as required by the Plan. All provisions of the OMERS Act shall apply with respect to transfers, payments, etc. is sixty-five (65). Employees of the month following his or her Normal retirement age shall retire at the end sixty-fifth birthday. other than continuous full-time employees may join OMERS pension plan if they so desire, provided that eligibility requirements of OMERS are met. the the 11 . 0 MEDICAL BENEFITS 11 . 1 General . (a) the with The Town of Kincardine reserves the right to insurance carrier for medical benefits after the employees. select review (b) Medical benefits are optional with each not a condition of employment, where they otherwise covered. employee and are already (c) Permanent part-time employees shall be entitled to all extended health care, vision care, and dental benefits provided to full-time employees. However, the portion of the premium paid by the Town shall be pro-rated against a full-time employee's entitlement based on the percentage of hours worked in the previous year. For example, if the Town pays 100% of the premium cost for a full-time employee, a part-time employee who worked 1,095 hours in the previous year will pay 56% of the premium (1,095 divided into 1,957 hours). For the purposes of this calculation, a regular full-time employee is deemed to work 1,957 hours per year. The cost of the employee's share of benefits shall be deducted from the employee's pay cheque. (d) Coverage commences on the first day of the third month following an employee's date of hire. (e) In the event that a permanent full-time employee dies while employed by the Town, the Town shall continue to pay extended health care, vision plan, and dental plan premiums on behalf of that employee's dependents for a period of two (2) years from the date of the employee's death, provided the employee's share of the premiums is remitted to the Town. This section shall not apply if the insurance company in effect at the time does not offer this benefit as an option. (f) Employees who have reached the age of 55, have been continuously employed by the Town of Kincardine for a minimum of ten (10) years, and elect to take early retirement, may continue on the Town's medical benefit plan from the date of early retirement until age 65, provided the employee pays the full Dremium cost of the benefits (both Town and employee shares). -13- 11 . 2 Exteuded Health Care . (a) The Town of Kincardine will cover 100% per cent) of the cost of the benefit permanent full-time employees. (b) Extended health care benefits include private and semi-private hospitalization, drugs that require a physician's prescription, and other services or supplies administered by, or ordered by a licensed physician or medical practitioner as provided by the insurance company in effect. Particulars of the benefit plan are outlined in the insurance company's handbook to employees. (one hundred premium for (c) Employees will be reimbursed costs covered under the benefit pursuant to the applicable administrative policy in effect at the time. In some cases, an employee may be required to pay for the goods and services and be reimbursed following submission of a claim to the insurance company. 11 . 3 Dental Benefits (a) The dental benefit provided to the employee will include 100% coverage for basic care, 80% coverage for restorative dental care, and 50% coverage for orthodontic care. The maximum benefit allowed shall be no less than $1,500 combined maximum on basic and restoration benefits for each individual of the employee's family in a calendar year, and at least $1,500 maximum for orthodontic treatment and appliances for each individual of the employee's family for the duration of coverage. (b) For services provided under basic care, restorative care and orthodontic care, refer to the employee handbook provided by the insurance company. (c) The Town of Kincardine will pay 75% of the premium cost of the plan for permanent full-time employees. Employees will pay 25% of the premium cost, and will have those costs deducted from their pay cheques. Premiums and benefits shall be based on the ontario Dental Association fee schedule no older than one year prior to the salary year (e.g. 1992 rates in the 1993 salary year) . 11 . 4 Visiou Care (a) The maximum benefit for any employee or anyone of his/her dependents shall be no less than $200, during any two consecutive calendar years for adults and every one calendar year for dependent children. (b) The Town of Kincardine will pay 75% of the premium cost of the plan for permanent full-time employees. Employees will pay 25% of the premium cost of the plan and such premium shall be deducted from the employee's pay cheques. . . . -14- 12.0 LONG TERM DISABILITY 12.1 Long term disability will be provided to all full-time employees under the age of 65 on the of the third month following an employee's hire permanent first day date. 12.2 The Town of Kincardine reserves the right to select the insurance carrier. 12.3 The long term disability benefit will be 70% of basic monthly earnings, with a maximum of no less than $2,500 per month. Payments commence following a minimum four-month waiting period calculated from last day worked. Employees may use accumulated sick leave prior to commencing long term disability. Calculation of payments will be made by the insurance company pursuant to its own rules and regulations. 12.4 Eligibility for long term disability determined by the insurance company. occupation" benefit will be provided insurance company. benefits will be A two year "own if offered by the 12.5 Employees commencing long term disability will have their (or a similar) position held open for them for one year. Benefits will be continued for that period, provided the employee pays his share of the premiums. Should an employee be able to return to work after one year has expired, he or she must apply for a position as would any other person seeking employment with the Town. Employees on long term disability as at the date of the passage of this by-law shall enjoy employment status as agreed between the Town and the employee when the employee commenced receiving long term disability benefits. 12.6 The Town of Kincardine will pay 100% of the premium cost for long term disability. 13 . 0 LIFE INSURANCE AND ACCIDENT AL DEATH AND DISMEMBERMENT (A.D. & D) 13.1 Life insurance will be provided to all permanent full-time employees equal to 200% of basic annual earnings rounded to the next higher $1,000. with a maximum of no less than $150,000. The benefit will be provided on the first day of the third month following an employee's hire date. 13.2 The Town of Kincardine reserves the right to select the insurance carrier. 13.3 Accidental death and dismemberment (A.D.&D.) will of basic annual earnings rounded to the next $1,000, with a maximum of no less than $150,000. be 200% higher 13.4 A.D.&D. insurance for loss of or loss bodily functions will be pursuant provided by the insurance company. An employee may choose to have dependent coverage equal to $5,000 for the death of a spouse and $2,500 for the death of a child. of use of certain to the schedule 13.5 -15- 13.6 The for for Town of Kincardine will pay 100% of the premium cost life, A.D.&D., and dependent life insurance coverage permanent full-time employees. 14.0 WORKERS' COMPENSATION . 14.1 Employees designate report may must report injuries to his supervisor or immediately following such injury. Failure to result in no compensation payment. 14.2 Employees approved for workers compensation payments will not receive his or her regular salary during that period, and will receive workers compensation payments pursuant to rules and regulations prescribed by the Workers' Compensation Board. 14.3 Where an employee has been injured while carrying out his duties for the Town of Kincardine and has made a claim for benefits from the Workers' Compensation Board, normal payment of salary will cease (see 14.2). If a delay of more than 15 days after the employee's last paycheque occurs, an advance of up to 75% of the employee's net pay can be approved by the administrator. The administrator will determine eligibility re work-related injury, etc. If not approved, the employee may appeal to the committee of the whole, in camera. The committee of the whole's decision shall be final. Any such advances must be repaid by the employee when he is compensated by the Workers' compensation Board. If the claim is not approved by the Board, the employee must reimburse the Town any funds advanced. 14.4 Employees off work and receiving workers' compensation benefits will receive all other benefits as would normally be received had the employee been at work, until retirement, unless stipulated otherwise in this by-law, provided the employee pays his share of the premiums. 15.0 HEALTH AND SAFETY/CLOTHING AND EOUIPMENT 15.1 The health and safety of employees is of primary importance to management and its goal is the prevention of all accidents, occupational illnesses and injuries. 15.2 Management accepts its responsibility to inform employees of known hazards and to develop effective standards for protecting the health and safety of employees. 15.3 Each manager is responsible and held accountable for providing a safe and healthy work environment for employees, controlling hazards by using well-designed processes, equipment, training and programs. 15.4 Each employee shares with management the for preventing accidents, occupational injuries. responsibility illnesses and . 15.5 The Town of allowance to attached to employees so while on duty. Kincardine shall provide a the employees listed on and forming part of this noted must wear safety boots safety Schedule by-law. at all boot "en All times -16- 15.6 Boot allowance payment shall only be made once per year and only upon receipt of a bill of sale for proper safety boots. If no boots are purchased, no boot allowance shall be paid. . 15.7 The Town of Kincardine reserves the right to require any employee to wear certain protective clothing and the Town will be responsible for either providing the clothing or reimbursing the employee providing the employee submits evidence of payment. 15.8 The Town of Kincardine will purchase safety vests, rain coats and hats for the school crossing guards employed by the Town. 16.0 PRIV ATE VEHICLE MILEAGE 16.1 When duly authorized by the department head, any employee that shall be required to use his own vehicle for Town use, shall be paid at the current rate set by the Town or be reimbursed expenses from another source. The employee may elect only one source for reimbursement. The current rate is attached as schedule "D" attached to and forming part of this by-law. 16.2 certain employees are entitled to a lump sum payment for use of private vehicles within the Town on Town business. Those employees and the schedule of payment are attached to this by-law as Schedule "E". Employees receiving this benefit will not receive mileage on a "per kilometer" basis in addition to the lump sum payment, with the exception of out-of-town travel. 16.3 Non-owned automobile liability insurance shall be carried by the Town with a contractual extension. Such insurance will provide excess liability insurance over and above the employee's own liability insurance in the event an accident occurs while the employee is operating his own vehicle on Town business. 17.0 CONFERENCES AND CONVENTIONS 17.1 Employees authorized to attend conferences and conventions will receive expenses as outlined on Schedule "J" attached to and forming part of this by-law. All submitted expenses must be substantiated with receipts. 18.0 SHIFT PREMIUM 18.1 All shift workers will pursuant to Schedule "L" this by-law. be paid shift differential attached to and forming part of . 18.2 Shift differential will not be paid for hours worked as outlined on Schedule "L" if those hours are worked as part of a summer schedule enabling employees to work longer hours during the week in order to take time off in lieu of those hours. . . -17- 19.0 STAND-BY REMUNERATION 19.1 Employees entitled to remuneration for stand-by duty be remunerated pursuant to Schedule "M" attached to forming part of this by-law. will and 20.0 MEETING ALLOWANCE 20.1 For those employees required to attend meetings to record minutes as noted in their respective job descriptions, the overtime payment policy will apply. 20.2 Management employees, with the exception of administrator, shall be entitled to remuneration meetings attended pursuant to Schedule lip" attached and forming part of this by-law. the for to 21.0 REPLACEMENT ALLOWANCE 21.1 When a department head is absent, due to sickness or vacation, for a period of one working week or longer, relief pay will be paid to the department head's replacement at the rate of pay mid-point between the department head rate of pay and the replacing employee's rate. The employees to whom this article applies are listed on Schedule "K" attached to and forming part of this by-law. 22.0 COMPLAINT PROCEDURE 22.1 with the exception regulations made employee complaint the any of such matters as are governed by under provincial legislation, shall be dealt with as follows: STEP ONE: (a) Employee whose supervisor is a department head or lower: If an employee has a complaint that he feels has not been resolved to his satisfaction by discussion with his supervisor, he may, without fear of recrimination, discuss the complaint with the department head. The department head may, in some cases, be the employee's direct supervisor. The department head must reply to the complaint within two (2) working days, and shall document the discussion. (b) Employee whose supervisor is the administrator (i.e. certain department heads): The employee administrator. complaint within the discussion. discuss his complaint with the administrator must reply to the (2) working days, and shall document may The two -18- 22.1 (continued) (c) Employee whose supervisor is a committee or board (i.e. certain department heads and the administrator): . The employee may or board. The complaint within the discussion. discuss the complaint with the committee committee or board must reply to the two (2) working days, and shall document STEP TWO: Failing a satisfactory settlement of the complaint, the employee, without fear of recrimination, may within three (3) working days submit the complaint in writing in full detail to the appropriate committee or board, with a copy to the administrator. STEP THREE: The complaint will be placed on the confidential agenda of the next committee or board meeting, and the department head and administrator will be invited to attend. The employee concerned will be invited to state his case, listen to the department head's reply, and then be required to withdraw. The department head, and the administrator if the complainant is under his direct supervision, shall also be required to withdraw. STEP FOUR: The appropriate committee or board will then consider the case and on reaching a decision, so notify the complainant in writing, with a copy to the department head and administrator. The committee may defer a decision at its option to obtain additional information, but must render its decision within fourteen (14) working days. The appropriate committee or board, at its option, may: (i) refuse to hear a frivolous complaint; (ii) appoint third party to hear the complaint and to render an opinion on it for submission. STEP FIVE: If the employee is not satisfied with the committee/board decision, he may appeal to the committee of the whole, in-camera. The committee of the whole may hear further or additional representation before rendering its decision, which it shall do in writing within fourteen (14) working days, with a copy to the department head and administrator. 23.0 PROBATIONARY PERIOD 23.1 An six for employee will be hired for a probationary period of (6) months, unless otherwise stipulated or provided in provincial or federal legislation. . 23.2 During the probationary period, an evaluation will be made by the employee's department head, who shall use this evaluation as a basis for recommending to the level of management responsible for hiring the employee cessation of the probationary period, continued probation, or termination of the employee. . . -19- 23.3 Nothing in the provisions of sections 22.1 or 22.2 shall be interpreted to prevent the employee or the employer from terminating employment before the expiry date of the probationary period. 23.4 Termination of employment may take place upon the initiative of either the employee or the employer. 24.0 HIRING PROCEDURE 24.1 The Council shall hire the administrator and all department heads by by-law. 24.2 Permanent staff (part-time and full-time) shall by resolution of Council, as recommended appropriate department head or committee/board. be hired by the 24.3 All head will non-permanent staff shall be hired within their approved budgets. provide hiring reports to council. by the department Department heads 25.0 VACANCIES 25.1 vacancies for all permanent full-time and positions in the Town of Kincardine shall be both internally and in the local newspapers. part-time advertised 25.2 Vacancies for summer and non-permanent seasonal positions shall be advertised in the local newspapers. 25.3 Non-permanent, casual positions of an expected duration of six (6) weeks or less need not be advertised. 26.0 INTERVIEW PROCEDURES 26.1 For the administrator's position, the interview team shall consist of the mayor and the designated committee of Council. 26.2 For department head positions supervision of the administrator, shall consist of the mayor, one Council and the administrator. under the direct the interview team representative from 26.3 For department head positions under the direct supervision of a committee of Council, the interview team shall consist of the mayor and two representatives from the supervising committee, and the administrator if invited. 26.4 For all other positions, the interview team shall consist of the department head and his or her designate. If the position reports to a supervisor other than the department head, that supervisor shall be deemed to be the department head's designate. -20- 27.0 DISCIPLINARY PROCEDURE 27.1 Disciplinary action should be corrective, not punitive. 27.2 When a situation arises where a supervisor feels disciplinary action may be required, he will gather the facts and discuss them with the employee prior instituting any disciplinary measures. that all to . 27.3 The Town will follow the progressive disciplinary steps as outlined below: (a) The employee's immediate supervisor (or supervising committee or board) will discuss the problem with the employee and will give a verbal warning to the employee. This discussion will be documented by the supervisor and, where the supervisor is below the department head level, will be reported to the department head. (b) Where the supervisor is below the department head level and the infraction continues or is repeated, the matter will be referred to the department head who will meet with the individual and take further disciplinary action if warranted in accordance with this by-law. (c) If further disciplinary action is required, a clear written warning from the department head (or committee/board as the case warrants) will be issued to the employee outlining the nature of the infraction, expected corrective action within a specified period of time, and consequences if the employee fails to comply. A copy of this letter will be filed in the employee's personnel file. (d) If necessary, a second written warning will be issued to the employee, indicating that this is a final warning before more serious consequences will follow. A definite time period should be outlined for the employee to correct his/her conduct. A copy of this letter shall also be placed in the employee's personnel file, a copy provided to the administrator, and to the appropriate committee or board. (e) If the employee does not meet the requirements set out in the letter, the department head will meet with the appropriate committee and the administrator (this group hereinafter referred to as the "management team") to determine further disciplinary action, which may include suspension without pay. The employee concerned will not be in attendance at this meeting. When a decision is reached, the employee will be informed of the decision in writing, and the appropriate action taken immediately. . (f) If all of the above steps do not resolve the problem, the management team will meet and, in consultation with a labour relations solicitor, shall recommend dismissal, if warranted, to the management level responsible for hiring the employee (hereinafter referred to as the "hiring body" ) . Prior to the hiring body making a final decision, it shall give the employee (or his agent, or both) an opportunity to make representation before it. Following such hearing, which shall be held in-camera, the hiring body will render its decision, in writing, to the employee, within fourteen (14) working days. -21- 27.3 (continued) (g) In the event of an action by an employee which warrants immediate suspension or dismissal, council may consider the matter immediately and take whatever action it considers appropriate. Discussion of the matter will be held in-camera. . (h) In cases of dismissal, the notice period shall be determined by the hiring body. 28.0 PREGNANCY LEAVE 28.1 Requests for leave pregnancy will be Employment Standards of absence without pay due granted in accordance with Act of ontario. to The 28.2 The employee shall make written application to the head of her department requesting such leave at least two (2) weeks prior to the starting date of the leave. Such request shall be accompanied by a certificate from a duly qualified medical practitioner stating the expected day of deli very. 28.3 When an employee is on pregnancy leave, the Town will continue to pay its share of health insurance, medical and supplementary benefit plans for a period of four (4) months provided the employee returns to work at the expiration of such leave of absence and pays their applicable share of such benefits. 28.4 If the employee does not return to work at the expiration of the leave of absence, the money so expended for payment of the fringe benefits noted in section 28.3 shall be recovered from the employee's severance pay. 29 .0 JURY AND COURT DUTY 29.1 If an employee is required to serve on jury duty, or is subpoenaed as a witness, the Town will pay the employee his full wages provided he turns over to the Town the amount received as compensation, if any, other than travelling allowance, and further provided the employee reports for work when not required at court. 30.0 ANNUAL EMPLOYEE EVALUATION 30.1 An evaluation of each permanent employee's job performance will be carried out each year. A new employee hired after January 1st will be exempt from this process with the exception of the evaluation required after six months' probation. . 30.2 Evaluations will be completed by the employee's immediate supervisor. In the case of department heads not reporting to the administrator, the evaluation will be completed by the appropriate Board or Committee of Council. -22- 30.3 The evaluation is to be completed not later than the end of October each year in the following manner: (i) Sufficiently before the completion date, the supervisor will write down an evaluation of each employee's job performance under his jurisdiction, using the form appended to this by-law as Schedule "F", "G", or "H" attached to and forming part of this by-law, dependent upon the employee's status. He will give one copy of the completed form to the employee for his perusal. . (ii) Within one week of the receipt of his copy employee will meet with the supervisor to discuss evaluation. This meeting will be scheduled by supervisor. The employee will write his comments complaints on the evaluation form and will sign it. employee's signature does not certify his agreement this evaluation, but indicates that he has read it discussed it with his supervisor. (iii) In the event of disagreement, the employee may follow the complaint procedure outlined in section 22 of this by-law. the the the or The with and (iv) A copy of the completed evaluation will be provided to the employee. A sealed copy, marked "confidential" will be provided to the administrator for filing in the employee's personnel file. only the employee and the appropriate supervisor are to have access to the evaluation. (v) The supervisor will provide to the administrator the rating given to each of his employees. 31 . 0 EMPLOYEE ADVANCEMENT AND RECLASSIFICATION 31.1 An employee's training, experience and accumulated qualifications will determine any advancement or reclassification increases. No employee will be advanced or reclassified if their evaluation is less than "Good". 31.2 Any replacement system adopted by council in 1993 to replace the former merit system shall be retroactive to January 1, 1992. 31.3 The salary scales for individual positions in the Town of Kincardine are outlined on Schedule "I" attached to and forming part of this by-law. 32.0 ABSENCE WITHOUT LEAVE/REPORTING ABSENCE 32.1 An absence from department head without leave. work without the approval or his designate is considered of the absence . 32.2 An employee will not receive remuneration while on absence without leave, and unauthorized absence may result in disciplinary action. -23- 32.3 Employ~es are personally responsible for advising his superv~sor or designate on each occasion necessitating an absence from duty due to illness or unforeseen circumstances. Employees must notify their supervisor or designate within two hours of their normal start of work. . 33.0 LEAVE OF ABSENCE 33.1 Council personal working absence of one absence service may grant leave of absence to any employee for reasons when such leave is in excess of one week. Department heads may grant leave of to any employee for personal reasons for leaves working week or less. Employees on leave of shall not be paid and shall not accumulate or benefits while on leave. 33.2 Any employee who is absent from work during normal working hours due to inclement weather shall not be paid for such time absent. However, the employee shall have the opportunity to make up such time and must do so within one month. The employee will be paid for the make-up time at his normal basic rate of pay, which shall not be increased by overtime or shift differential. 34.0 UNEMPLOYMENT INSURANCE 34.1 Deductions will be made from all employees' paycheques as established by the Unemployment Insurance Commission. The Town will pay its share as established by the Unemployment Insurance Commission. 35.0 EOUAL PAY FOR WORK OF EQUAL VALUE (PAY EQUITY) The Town of Kincardine has adopted a pay outlined on Schedule "N" attached to and this by-law. The Plan is pursuant to the 1987 and addresses salary inequities occupying female-dominated positions. 35.2 Before the Kincardine Town Council will create a new position in the Town, or hire a person into a new position, the following action must be taken: 35.1 Equity Plan, as forming part of pay Equity Act, for employees (a) The responsible department head must submit a draft job description to the administrator; (b) The administrator will review the job description and submit it to the designated committee of council for personnel. (c) The designated committee of council will review the job description, make any changes deemed appropriate and submit it to the pay equity committee for evaluation. (d) The designated committee of council will review the evaluation. . (e) The Council details clerk shall prepare a by-law for consideration by together with a report setting out the relevant of the evaluation and position. . . -24- 36.0 TERMINATION OF EMPLOYMENT 36.1 An employee's termination date shall be his last day physically at work. Any monies owing to him for unused overtime, vacation, etc., will be paid in cash on his last pay cheque. 37.0 NEGOTIATION PROCESS 37.1 The council will, at the beginning of its term, appoint one councillor who will be responsible for personnel matters. That councillor, the mayor and the clerk-administrator shall be responsible for annual salary and benefit negotiations with the non-management employee group and the management employee group, and will report to and receive direction from the committee of the whole, in camera, as required. The councillor responsible for personnel matters and the mayor shall negotiate with the clerk-administrator. 37.2 The permanent, non-management employees will choose from amongst themselves a "negotiating committee", which will consist of no more than five members, who will be the liaison between the non-management employees and the negotiating committee of council. 37.3 Management employees, with the clerk-administrator, shall form a group from those employees outlined exception of the separate negotiating in clause 37.2. 37.4 The clerk-administrator shall negotiate separately with the negotiating committee of council. 37 . 5 On or before October 1 st of each year, the employee negotiating groups shall present to council, confidentially, in writing, their requests for salary and benefits for the following year. The council negotiating committee shall then meet with the committee of the whole, in camera, and schedule meetings with the employee negotiating groups to discuss the requests. This negotiating process may require several meetings. 37.6 It is the general intention of the council to conclude the negotiating process prior to January 1st; however, in an election year, this may be impossible, and the out-going council may wish to leave the salary negotiations for the new council to carry out. In this case, the employee groups will be required to adjust to council's schedule. 37.7 Nothing in this employees from benefit package. section shall preclude the council and agreeing to a multi-year salary and 38.0 GENERAL PROVISIONS 38.1 Employees in all positions certificate of health, 1n requirements of the Human Rights the Human Rights commission. a medical with the policies of must submit accordance Code and the . . -25- 38.2 All e~ployees must report to either superVlsor or the payroll department if made in their name, address, telephone status, dependent coverage, or change in their immediate any changes are number, marital beneficiary. 38.3 This by-law shall not be amended without consultation with the employee(s) affected by the amendment. 39.0 BY-LAW AND POLICY REPEALS 39.1 By-law numbers 1991-87, 1992-02 and 1992-37 be and the same are hereby repealed. 40.0 NAME OF BY-LAW 40.1 This By-law shall be cited as the "1993 Consolidated Personnel By-law". 41. 0 EFFECTIVE DATE 41.1 This by-law shall come into full force and effect on January 1, 1993. READ a FIRST AND SECOND time this 7th day of January, 1993. READ a THIRD TIME and FINALLY PASSED January, 1993. ~d~ day of Effective date: SCHEDULE "A" Salaries January 1, 1993 Note: All salaries stated as hourly rates with the exception of department heads, which are stated as annual rates. . Position Clerk-Administrator Treasurer Manager of Public Works Director of Recreation Facilities Manager Chief Building Official Fire Chief Public Works Supervisor Deputy Clerk Parks Supervisor Garage Mechanic Pollution Control System OP/Mtr. Pollution Control System Coordinator Waste Site Disposal Operator outside Maintainer I Labourer Parks/Inside Maintainer Aquatics Director Assistant Aquatics Director Lead Hand - Davidson Centre Inside Maintainer Program Coordinator Building Inspector Fire Dept. Maintainer Sr. Accounting Clerk Executive secretary Clerk Typist/ Receptionist Tax Clerk/Typist Accounting Clerk Tourist Consultant custodian school Crossing Guard . Classification Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent part-time Permanent full-time Permanent full-time Temporary full-time Permanent full-time Permanent part-time Permanent full-time Permanent full-time Permanent full-time Permanent full-time Permanent part-time Permanent full-time Permanent full-time Permanent part-time Minimum $ 52,635 43,499 43,499 39,545 35,950 35,950 35,950 17.22 16.26 14.24 14.24 12.94 14.24 12.94 12.94 10.70 12.94 16.26 12.94 12.94 12.94 14.24 14.80 11.76 16.90 14.24 12.94 12.94 12.94 12.94 9.72 10.70 Maximum $ 62,904 51,985 51,985 47,260 42,964 42,964 42,964 20.58 19.43 17.02 17.02 15.46 17.02 15.46 15.46 12.79 15.46 19.43 15.46 15.46 15.46 17.02 17.69 14.05 20.20 17.02 15.46 15.46 15.46 15.46 11. 62 12.79 . . SCHEDULE "B" SUMMER STUDENT, SEASONAL. AND REPLACEMENT EMPLOYEE WAGES Effective date: January 1, 1993 Summer Student Non-supervisory Supervisory $ 6.49 per hour 7.07 per hour Seasonal Emplovee Non-Supervisory Supervisory $10.43 per hour 12.63 per hour Replacement Employees A replacement employee will be paid the lowest rate on the scale of the position being replaced, less 15% for the first six months. After six months, an increase to equal the bottom of the scale will be granted if work is satisfactory. . . SCHEDULE "C" SAFETY BOOT ALLOWANCES Effective Date: January 1, 1993 Position Manager of Public Works Working Supervisor - Public Works Garage Mechanic Waste site Disposal Operator Waste site Gate Attendant Outside Maintainer I Labourer Parks Supervisor Parks/Inside Maintainer Pollution Control System Maintainer Pollution Control System Coordinator Director of Recreation Facilities Manager Aquatics Director Lead Hand - Davidson Centre Inside Maintainer - Davidson Centre Inside Maintainer - Municipal Buildings Custodian - Municipal Buildings Fire Chief Maintenance Person - Fire Department Chief Building Official Building Inspector Part Time - Parks, Public Works, Cemetery and Davidson Centre Maintainer (includes summer and seasonal employees) pavment $ 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 80.00 40.00 . . Effective date: o - 10,700 km. 10,701 - 24,000 km. Over 24,000 km. SCHEDULE "D" MILEAGE RATE (PRIVATE VEHICLE) January 1, 1993 30.0 cents per kilometer 22.0 cents per kilometer 18.5 cents per kilometer . . SCHEDULE "E" LUMP SUM MILEAGE PAYMENTS Effective date: January 1, 1993 Emplovee Director of Recreation Facilities Manager Clerk-Typist - Davidson Centre Lump Sum Amount $ 600.00 600.00 250.00 , ~ .;..i. SCHEDULE "F" The Corporation of the Town of Kincardine Performance Evaluation Management - Supervisory PRIVATE ·AND CONFIDENTIAL WHEN COMPLETED I ANNUAL PERFORMANCE EVALUATION The Town of Kincardine has initiated a revised employee evaluation procedure and forms. This pro- cedure is designed to evaluate employees in order to assist both the employee and the supervisor in pin- pointing strengths and weaknesses and to help em- ployees in their professional development and to do a better job in their position. Evaluators are instructed to take their time and prepare a well-thought-out and honest evaluation of each employee. Do not take the easy way out and rank aJI employees the same. Treat this as an oppor- tunity to sit down with each employee and have a heart-to-heart talk with them about their perfor- mance. This procedure should be a positive tool and develop both better employees and better supervis- ors. Evaluators who have questions on the form or procedures should discuss them with the clerk- administrator. Questions concerning individuals should follow normal reporting lines of authority and responsibility. GENERAL INSTRUCTIONS 1. The evaluation is to be completed by October 31 st of each year. New employees hired after Janu- ary 1 st of the same year shall be exempt from this process. II. The evaluation shall be completed by each em- ployee's immediate supervisor or, if no supervisor, the supervising committee. III. Upon completion of the evaluation form, the evaluator(s) must provide a copy to the employee, and discuss, in private, the evaluation with the em- ployee. The form must be signed by both the evalu- ator and the employee. It should be noted that the signature of the employee indicates that the form has been dicussed with him/her, and does not necessari- ly indicate that the employee agrees with it. If the employee does not agree with the rating or the eval- uation, an appeal procedure may be followed pursu- ant to the procedure outlined in the Town's Consoli- .d Personnel By-law. . ·.._U__·_n...·' IV. The proposed rating shall be forwarded by October 31st to the Personnel Chair of the Commit- tee of the Whole. c/o the clerk-administrator, in sealed envelopes marked "PRIVATE AND CON- FIDENTIAL". The original shall be filed in the clerk-administrator's office. V. The Committee of the Whole may return to an evaluator, all the evaluations submitted if, in the opinion of the Committee the evaluations as a whole were improperly or poorly completed. The evaluator will then be required to re-evaluate aJI em- ployees in accordance with the correct procedure, or justify to the Committee's satisfaction the origi- nal evaluations. Any evaluations returned unsigned will also be returned. RATING CRITERIA 1. Exceptional - performance is extraordinary and goes far above expectations for the job. Con- sistently demonstrates creative approach to the job and proposes innovative ideas. The employee will have exhibited at least one outstanding or unusual accomplishment. 2. Very Good - performance is beyond the re- quirements for Good perfonnance for the position. 3. Good - performance consistently meets full job requirements. Has acquired full knowledge, ex- perience, and training. Work is done, employee re- quires linJe supervision, and is dependable. 4. Satisfactory - meets minimum job standards and needs some improvement. Lacks full job knowledge, experience or training. S. Unsatisfactory - performance consistently faJIs below minimum requirements for the position. Requires constant insttuction and motivation to complete even the most rudimentary aspects of the position. Job should not be retained without im- provement. September, 1991 .' "}~' , SCHEDULE "F" - Page 2 0/: I .J EVALUATOR'S COMMENTS AND SUGGESTIONS FOR DEVELOPMENT .t is critical that this area be completed. You st, in your own words, sum up the individual's . Iengths, weaknesses, and steps to be taken to im- , .,rove upon these weak areas as well as outlining potential for increased responsibility and job pro- motion. EMPLOYE~S COMMENTS In this area, the employee is encoUIaged to com- ment on the evaluation, as well as outline his/her expectations for the position. The employee should be given an opportunity to complete this area after the evaluation has been discussed with the employee. I EMPLOYEE I Supervisory - Management Performance Evaluation I Unsatisfactory I Satisfactory I Good I Very Good I Exceptional QUALITY OF WORK - extent to which work produced meets requirements of accuracy, thoroughness, neatness. o 0 points o 4 points o 5 points o 6 points o 8 points Unacceptable - work Work meets minimum Work satisfies Often performs tasks Extraordinary done Incompletely or job requirements. raquirements. better than the accu racy and in a careless manner. standard required. thoroughness. Makes mistakes olten. COMMENTS QUANTITY OF WORK - output and volume of acceptable work produced, meeting objectives and deadlines. limeiness. o 0 points o 4 points o 5 points o 6 points o 8 points Insu!ficlent quantity of Meets minimum Completes assign- Often successfuliy com- Extraordinary work. Makes excuses standards of ments in reasonable pletes work asssignments speed and to justify lack of performance. length of time. ahead of schedule. Re- volume of production. quasts additional work. outout. COMMENTS JOB KNOWLEDGE· knowledge of techniques, equipment, methods. Understanding of the job to be performed based on education andior experience. o 0 points o 4 points o 5 points o 6 points o 8 points Job knowledge is Job knowledge usualiy Generally understands stan- Above-average Excellent knowledge limited to certain areas. adequate to complate dard procedures, practices, knowledge and in· in all aspects of the Insu!ficient to handle minimum of job instructions and details need- depth understanding job. most tasks. standards. ed to completa assignments. in most areas. COMMENTS JOB PERFORMANCE - use of time, plans work schedules, effective organization of work. o 0 points o 4 points o 5 points o 6 points o 8 points Takes action only when Meets minimum Steady regular Performance Is Extraordinary instructed. Must be standards of results. beyond normal performance. prodded to keep performance. requirements. worklnc. COMMENTS . page 2 . . "'-"'\:>';'-"- , J SCHEDULE "F" - Page 3 I Unsallsfactory I Sallsfactory r Good I Very Good I Exceptional I . INITIATIVE/MOTIVATION - self-starting ability to proceed with work without being told. Recognizes and acts on new opportunities, strives to leam latest developments. o 0 points o 4 points o 5 points o 6 points o 8 points Needs constant Completes jobs Accepts respen· Ambitious . takes respen· Self·starter. Challenged supervision and with minimum sibillty lor getting sibility lor work beyond by new and difficult as· instruction. supervision. the job done. regular duties. Makes sug- signments. Originates gestions to improve work. ideas and methods. COMMENTS DEPENDABILITY· extent to which employee can be counted on to carry out instructions, be on the job, and fuKill responsibilities. Meets schedules and deadlines,reports back to supervisor. o 0 poinls o 4 points o 5 points o 6 points o 8 points Unreliable. Usually reliable. Consistently reliable. Superior to normal Recognizes needs and Does regular as well job demands. assumes responsibil· as special assignments ity beyond Job level. promptly. COMMENTS PLANNING / ORGANIZING / UTILIZING RESOURCES - to meet objectives and CounclVBoard requirements. Ability to form programs and establish priorities. o 0 points o 4 points o 5 points o 6 points o 8 points Minimal planning without Adequate In utilizing Plans and organizes Plans and organizes Planning and Organizing considering objectives, rasourcas, planning, as required to meet in detail. Considers exceptionally complete. priorities, and resources organizing work and work group objectives objectives, priorities Objectives clearly Iden- available. Poor organiz- setting priorities. and priorities. and interrelations tified. Spots potential ational techniques. between tasks required. problems. Considers Cost- conscious. cost minimization. COMMENTS SUPERVISORY TECHNIQUES - DELEGATION AND FOLLOW-UP - delegation and follow-up of work. o 0 points o 4 points o 5 points o 6 points o 8 points Doas little to define Minimum delegation Delegates work to meet Continually aware of Effectively delegates goals or procedures. 01 work and follow-up. current requirements, work progress. work and achieves high Does not follow-up. providing necessary Makes good use of performance. Consist- guidance and follow-up. subordinates' abilities. ently follows·up on all work assignments. COMMENTS SUPERVISORY TECHNIQUES - MOTIVATION OF STAFF o 0 points o 4 points o 5 points o 6 points o 8 points Does not encourage Minimum staff Encourages staff to Emphasizes the Consistently motivates staff participation. Wor participation. achieve effective results I need for high staff to achieve high work habits sat poor example an efficient manner. quality and performance. Stimulates lor others, resulting Work habits set a good quantity 01 work. others In the developmant in peor morale. example lor others. and Implementation 01 IdeBS COMMENTS page 3 .r,ll5.m; , .' '1 SCHEDULE "F" - Page 4 I .i I Unsatisfactory I Satisfactory I Good I Very Good I Exceptional I . STAFF DEVELOPMENT· to meet present and future needs. o 0 points o 4 points o Spoints o 6 points o 8 points Lacks knowledg e, Possesses adequate Recognizes present Anticipates short tern Develops staff for ability and foresight to on-the-job training needs and trains staff training needs and long term needs and provide the required techniques. to meet current require- effectively develops considers individual training of staff. ments in work group staff. Provides guid- career goal activities. ance to other work development. groups as appropriate COMMENTS COMMUNICATIONS SKILLS - oral and written - wrijing and conveying concise, organized and clear Information o 0 points o 1 point o 2 points o 3 points o 4 points Not clear. Often Seldom encounters Clear and concise. Concise and clearly Excellent presentation incomplete, inaccurate difficu~y in expressing Usas proper language undarstood. Maintains Always accurate and and not easily under- Ideas clearly and and terminology. logic and clarity, even on well organized in stood. concisely. complex assignments content. and issues. COMMENTS JOB ATTITUDE - Amount of cooperativeness, interest and enthusiasm shown in work. Avoids personallnflu· ences, willingly accepts addijional responsibility, accepts personal counselling and guidance, adjusts personal time to satisfy needs of project. o 0 points o 1 point o 2 points o 3 points o 4 points Attitude very poor. Att~ude needs some Favorable attitude. Willingly contributes Highly enthusiastic, Improvement. extra effort and persevering, constantly energy. seeks additional work. Conscienclous. COMMENTS ADAPTABILITY - ability to perform variety of assignments within scope of Job duties and meet changed and/or urusuals~uallons. o 0 points o 1 point o 2 points o 3 points o 4 points Resists change. Usually adjusts to Consistently adjusts to Very adaptable Quick to adjust to change. changes or new or unus- to change. changed conditions. ual s~uations enough to perlorm work satisfactorily COMMENTS INTERPERSONAL SKILLS - maintaining positive working relationships with peers, supervisors, and the public, assisting others to acco!1l)lish 'NOrk group objectives. o 0 points o 1 point o 2 points o 3 points o 4 points Uncooperative with Displays minimum Cooperative w~h peers, Works well with others. An excellent team others. Has an adverse courtasles and supervisor(s) and the An asset in futher- worker. Highly respect effect on work group. cooperation. public. Accepts construe- ing cooperation with ed by all. Contributes Frequently challenges tiva criticism. Interacts others. to group ralatlonships supervisor's authority. well with groups and and effectiveness. Rude to the public. individuals. COMMENTS APPEARANCE - Personal hygiene, neatness, and appropriate standard of dress. o 0 points I o 1 point I o 2 points I o 3 points I o 4 points COMMENTS . page 4 ..........-. -" - ,",. SCHEDULE "F" - Page 5 I··~. ., , ~ 1 TOWN OF KINCARDINE ANNUAL PERFORMANCE APPRAISAL SUMMARY . I. ;PRIVATE AND CONFIDENTIAL WHEN COMPLETED } ,,' SUPERVISORY - MANAGEMENT Emp!oyee :Jepartme:1t ·.1 Date I Class.! callor .. '. Presen! Salary Or Wage P'ese:1t Level In Grid per (hr/year) ','''i. ....~ . .~\:'~t';. .",',' "'"'' Prepared By Title .~: ;,::.. "~:{:~.". . . ,". :.; 'N. . ,. 'x-:. ::;;.::: CRITERIA 1. Qualit of Work 2. Quantit of Work 3. Job Knowled e 4. Job Performance 5. Initiative/Motivation 6. De endabilit 7. Plannin lOr anizin 8. Supervisory Techniques - Dele ation and Follow-U 9. Supervisory Techniques - Motivation of Staff 10. Staff Develo ment 11. Communications Skills 12. Job Attitude 13. Ada tabilit 14. Inter ersonal Skills 15. Appearance RATING POINTS max.8 max.8 max.8 max.8 max.8 max.8 max.8 TOT AL POINTS (max. 100) Exceptional Very Good Good Satisfactory Unsatisfactory 87·100 points 68 - 86 points 54 - 67 points 46 - 53 points o - 45 points . ...2 '---...,...,....~.....-.,...,.." SCHEDULE "G" i ~ :g .£ The Corporation of the Town of Kincardine Performance Evaluation Clerical - Secretarial PRIVATE AND CONFIDENTIAL WHEN COMPLETED ANNUAL PERFORMANCE EVALUATION The Town of Kincardine has initiated a revised employee evaluation procedure and forms. This pro- cedure is designed to evaluate employees in order to assist both the employee and the supervisor in pin- pointing strengths and weaknesses and to help em- ployees in their professional development and to do a better job in their position. Evaluators are instructed to take their time and prepare a well-thought-out and honest evaluation of each employee. Do not take the easy way out and rank all employees the same. Treat this as an oppor- tunity to sit down with each employee and have a heart-to-hean talk with them about their perfor- mance. This procedure should be a positive tool and develop both better employees and better supervis- ors. Evaluators who have questions on the fonn or procedures should discuss them with the clerk- administrator. Questions concerning individuals should follow nonnal reporting lines of authority and responsibility. GENERAL INSTRUCTIONS 1. The evaluation is to be completed by October 31st of each year. New employees hired after Janu- ary I st of the same year shall be exempt from this process. II. The evaluation shall be completed by each em- ployee's immediate supervisor or. if no supervisor, the supervising committee. III. Upon completion of the evaluation fonn, the evaluator(s) must provide a copy to the employee, and discuss, in private, the evaluation with the em- ployee. The fonn must be signed by both the evalu- ator and the employee. It should be noted that the signature of the employee indicates that the fonn has been dicussed with hirn/her, and does not necessari- ly indicate that the employee agrees with it. If the employee does not agree with the rating or the eval- uation, an appeal procedure may be followed pursu- ant to the procedure outlined in the Town's Consoli- dated Personnel By-law. . ....n_....·.· IV. The proposed rating shall be forwarded by October 31st to the Personnel Chair of the Commit- tee of the Whole, c/o the clerk-administrator, in sealed envelopes marked "PRIV ATE AND CON- FIDENTIAL". The original shall be filed in the clerk-administrator's office. V. The Committee of the Whole may return to an evaluator, all the evaluations submitted if, in the opinion of the Committee the evaluations as a whole were improperly or poorly completed. The evaluator will then be required to re-evaluate all em- ployees in accordance with the correct procedure, or justify to the Committee's satisfaction the origi- nal evaluations. Any evaluations returned unsigned will also be returned. RATING CRITERIA 1. Exceptional - perfonnance is extraordinary and goes far above expectations for the job. Con- sistently demonstrates creative approach to the job and proposes innovative ideas. The employee will have exhibited at least one outstanding or unusual accomplishment. 2. Very Good - perfonnance is beyond the re- quirements for Good perfonnance for the position. 3. Good - performance consistently meets full job requirements. Has acquired full knowledge, ex- perience, and training. Work is done, employee re- quires liwe supervision, and is dependable. 4. Satisfactory - meets minimum job standards and needs some improvement. Lacks full job knowledge, experience or training. 5. Unsatisfactory - perfonnance consistently falls below minimum requirements for the position. Requires constant instruction and motivation to complete even the most rudimentary aspects of the position. Job should not be retained without im- provement. September. 1991 ............ '., . ;; i .~ ~l SCHEDULE "e" - Page 2 EVALUATOR'S COMMENTS AND SUGGESTIONS FOR DEVELOPMENT EMPLOYEE'S COMMENTS .t is critical that this area be completed. You st, in your own words. sum up the individual's engths, weaknesses, and steps to be taken to im- , rove upon these weak areas as well as outlining potential for increased responsibility and job pro- motion. In this area, the employee is encouraged to com- ment on the evaluation, as well as outline hislher expectations for the position. The employee should be given an opponunity to complete this area after the evaluation has been discussed with the employee. I EMPLOYEE , Clerical - Secretarial Performance Evaluation I Unsatisfactory I Satisfactory I Good I Very Good I Exceptional QUALITY OF WORK - extent to which work produced meets requirements of accuracy, thoroughness, neatness. o 0 points o 6 points o 8 points o 10 points o 12 points Unacceptable· work Work meets minimum Work satisfies Often pertorms tasks Extraordinary done incompietely or job requirements. requirements. better than the accuracy and in a careless manner. standard required. thoroughness. Makes mistakes often. COMMENTS QUANTITY OF WORK - output and volume of acceptable work produced, meeting objectives and deadlines. T1meliness. o 0 points o 6 points o 8 points o 10 points o 12 points Insufficient quantity of Meets minimum Completes asslgn- Often successfully com- Extraordinary work. Makes excuses standards of ments In reasonable pletes work asssignments speed and to justify lack of pertormance. length of time. ahead of schedule. Re- volume of production. quests additional work. output. COMMENTS JOB KNOWLEDGE - knowledge of techniques, equipment, methods. Understanding of the job to be performed based on education and/or experfence. o 0 points o 6 points o 8 points o 10 points o 12 points Job knowledge is Job knowledge usually Generally understands stan· Above-average Excellent knowledge limited to certain areas. adequate to complete dard clerical procedures, knowledge and In- in all areas of the Insufficient to handle minimum of job instructions and details need- dapth understanding job. most tasks. standards, ed to complete assignments. in most araas. COMMENTS . page 2 , Ii' ., L'I.'\"""~ . SCHEDULE "G" - Page 3 . I Unsatisfactory I Satisfactory I Good I Very Good I Exceptional I JOB PERFORMANCE - use of time, plans work schedules, effective organization of work. o 0 points o 6 points o 8 points o 10 points o 12 points Takes adlon only when Meets minimum Steady regular Perlormance is Extraordinary instructed. Musl be standards of results. beyond normal performance. prodded to keep perlormance. requirements. working. COMMENTS DEPENDABILITY - extent to which employee can be counted on to carry out instructions, be on the job, and fulfill responsibilities. Meets schedules and deadlines, feeds back Information. o 0 points o 6 points o 8 points o 10 points o 12 points Unreliable, Usualiy reliable, Consislently reliable. Superior 10 normal Recognizes needs and Does regular as weli Job demands. assumes responsibil- as special assignments ity beyond job level. promptly. COMMENTS IN ITIA TIVElMOTIV A TION . self-starting ability to proceed with work without being told. Recognizes and acts on new opportunities, strtves to learn latest developments. o 0 points o 4 points o 6 points o 8 points o 10 points Needs constant Completes jobs Accepts respon- Ambitious - lakes respon· Self·starter. Chaillenged supervision and with minimum slbillty for getting slblllty for work beyond by new and difficult as· instruction. supervision. Ihejob done. regular duties. Makes sug- slgnmenls. Orlglnatas gasllons 10 Improve work. Ideas and methods. COMMENTS JOB ATTITUDE· Amount of cooperativeness, Interest and enthusiasm shown In work. Avoids personallnflu- enees, willingly accepts additional responsibility, accepts personal counselling and guidance, adjusts personal time to satisfy needs of project. o 0 points o 4 points o 6 points o 8 points o 10 points Attitude very poor. Attitude needs some Favorabla attitude. WIllingly conlrlbutes Highly enthusiastic, Improvement. extra effort and persevering, conslanliy energy. seeks additional work. Conscienclous. COMMENTS ADAPTABILITY - ability to perform variety of assignments within scope of job duties and meet changed ardlor unusual sl1uatlons. o 0 points o 2 points o 4 points o 6 points o 8 points Resists change. Usually adjusts to Consistently adjusts 10 Very adaptable Quick to adjust to change. changes or new or un us- 10 change. changed conditions. ual situations enough to perform work satisfactorily COMMENTS . page 3 ......-..-... .' , I t ~. SCHEDULE "G" - Page 4 Unsatisfactory Satisfactory Good Very Good Exceptional INTERPERSONAL SKILLS - maintaining positive working relationships with peers, supervisors, and the public, assisting others to accol'r4'lish work group objectives. o 0 points o 2 points o 4 points o 6 points o 8 points Uncooperative with Displays minimum Cooperative with peers, Works well with others. An excellent team others. Has an adverse courtesies and supervisor(s) and the An asset In futher- worker. Highly respect effect on work group. cooperation. pubiic. Accepts construc- ing cooperation with ed by all. Contributes Frequently challenges tive criticism. Interacts others. to group relationships supervisor's authority. well with groups and and effectiveness. Rude to the public. individuals. COMMENTS APPEARANCE· Personal hygiene, neatness, and appropriate standard of dress. o 0 points o 1 point o 2 points o 3 points o 4 points COMMENTS . page 4 : ; ., ~. SCHEDULE "G" - Page 5 TOWN OF KINCARDINE ANNUAL PERFORMANCE APPRAISAL SUMMARY ,PRIVATE AND CONFIDENTIAL WHEN COMPLETED· CLERICAL - SECRETARIAL Em::> oyee Departme~: wI Date !. C:assiti:a:ior ?reser.: Sa ary Or Wage per (h r/yea~) Prese:"!t Level In Gr;d . . ~. '.,:',', ' Prepared By Title :~:':,:.: )::*~::,:~;::~:;·:~:n:¡:::'¡:~:~:·::::,::::¡:.:i .·;X:~ .~ ~ CRITERIA RATING POINTS 1 . Quality of Work (max.12) 2. Quantity of Work (max.12) 3. Job Knowledge (max.12) 4. Job Performance (max.12) 5. Dependability (max.12) 6. Initiative/Motivation (max. 10) 7. Job Attitude (max. 10) 8. Adaoabilitv (max.8) 9. Interpersonal Skills (max.8) 10. Aooearance (max.4) TOTAL POINTS (max. 100) Exceptional Very Good Good Satisfactory unsatisfactory 91·100 points 72 . 90 points 55 . 71 points 43 . 52 points o . 42 points ...2 . , I SCHEDULE "H" l ~ .9; ..L The Corporation of the Town of Kincardine Performance Evaluation Inside/Outside Manual and Mechanical PRIVATE AND CONFIDENTIAL WHEN COMPLETED ANNUAL PERFORMANCE EVALUATION The Town of Kincardine has initiated a revised employee evaluation procedure and forms. This pro- cedure is designed to evaluate employees in order to assist both the employee and the supervisor in pin- pointing strengths and weaknesses and to help em- ployees in their professional development and to do a better job in their position. Evaluators are instructed to take their time and prepare a well-thought-out and honest evaluation of each employee. Do not take the easy way out and rank all employees the same. Treat this as an oppor- tunity to sit down with each employee and have a heart-to-hean talk with them about their perfor- mance. This procedure should be a positive tool and develop both better employees and better supervis- ors. Evaluators who have questions on the form or procedures should discuss them with the clerk- administrator. Questions concerning individuals should follow normal reporting lines of authority and responsibility. GENERAL INSTRUCTIONS 1. The evaluation is to be completed by October 31st of each year. New employees hired after Janu- ary 1st of the same year shall be exempt from this process. II. The evaluation shall be completed by each em- ployee's immediate supervisor or, if no supervisor, the supervising committee. III. Upon completion of the evaluation form, the evaluator(s) must provide a copy to the employee, and discuss, in private, the evaluation with the em- ployee. The form must be signed by both the evalu- ator and the employee. It should be noted that the signature of the employee indicates that the form has been dicussed with him/her, and does not necessari- ly indicate that the employee agrees with it. If the employee does not agree with the rating or the eval- uation, an appeal procedure may be followed pursu- ant to the procedure outlined in the Town's Consoli- dated Personnel By-law. . .----..~--_.. -. IV. The proposed rating shall be forwarded by October 31st to the Personnel Chair of the Commit- tee of the Whole, c/o the clerk-administrator, in sealed envelopes marked "PRIVATE AND CON- FIDENTIAL". The original shall be filed in the clerk-administrator's office. V. The Committee of the Whole may return to an evaluator, all the evaluations submitted if, in the opinion of the Committee the evaluations as a whole were improperly or poorly completed. The evaluator will then be required to re-evaluate all em- ployees in accordance with the correct procedure, or justify to the Committee's satisfaction the origi- nal evaluations. Any evaluations returned unsigned will also be returned. RATING CRITERIA 1. Exceptional - performance is extraordinary and goes far above expectations for the job. Con- sistently demonstrates creative approach to the job and proposes innovative ideas. The employee will have exhibited at least one outstanding or unusual accomplishment. 2. Very Good - performance is beyond the re- quirements for Good performance for the position. 3. Good - performance consistently meets full job requirements. Has acquired full knowledge, ex- perience, and training. Work is done, employee re- quires little supervision, and is dependable. 4. Satisfactory - meets minimum job standards and needs some improvement. Lacks full job knowledge, experience or training. 5. Unsatisfactory - performance consistently falls below minimum requirements for the position. Requires constant instruction and motivation to complete even the most rudimentary aspects of the position. Job should not be retained without im- provement. September, 1991 . . , ¡. " .j, SCHEDULE "H" - Page 2 EVALUATOR'S COMMENTS AND SUGGESTIONS FOR DEVELOPMENT EMPLOYEE'S COMMENTS It is critical that this area be completed. You .ust, in your own words, sum up the individual's engths, weaknesses, and steps to be taken to im- ove upon these weak areas as well as outlining , ,otential for increased responsibility and job pro- ,notion. In this area, the employee is encouraged to com- ment on the evaluation, as well as outline his/her expectations for the position. The employee should be given an opportunity to complete this area after the evaluation has been discussed with the employee. I EMPLOYEE I Inside/Outside Manual and Mechanical Performance Evaluation I Unsatisfactory I Satisfactory I Good I Very Good I Exceptional I QUALITY OF WORK - extent to which work produced meets requirements of accuracy, thoroughness, neatness. o 0 points o 6 points o 8 points o 10 points o 12 points Unacceptable - work Work meets minimum Work satisfies Often performs tasks Extraordinary done incompletely or job requiremants. requirements, better than the accuracy and in a careless manner. standard required. thoroughness. Makes mistakes often. COMMENTS QUANTITY OF WORK - output and volume of acceptable work produced, meeting objectives and deadlines. limeliness. o 0 points o 6 points o 8 points o 10 points o 12 points Insullicient quantity of Meets minimum Completes asslgn- OIIen successfully com· Extraordinary work. Makes excuses standards of ments In reasonable pletes work assslgnments speed and to justify lack of performance, length of time. ahead of schedule. Re· volume of production, quests additional work. output, COMMENTS JOB KNOWLEDGE· knowledge of techniques, equipment, methods. Understanding of the job to be performed based on eåJcation and/or experfence. o 0 points o 6 points o 8 points o 10 points o 12 points Job knowledge is Job knowledge usually Generally undarstands Above-average Excellent knowledge limited to certain areas. adequate to completa standard procadures, work knowledge and in· in all areas of the Insufficient to handle minimum of job methods, instructions and depth understanding job. most tasks. standards. details needed to complete in most areas. assl~nments. COMMENTS page 2 . .' .' -.~"M1",., ~ I SCHEDULE "H" - Page 3 I Unsatisfactory J Satisfactory I . Good I Very Good I Exceptional I JOB PERFORMANCE - use of time, plans work schedules, effective organization of work. o 0 points o 6 points o 8 points o 10 points o 12 points Takes action only when Meets minimum Steady regular Pertormance is Extraordinary instructed. Must be standards of results. beyond normal pertormance. prodded 10 keep pertormance. requiremants. working. COMMENTS DEPENDABILITY - extent to which employee can be counted on to carry out instructions, be on the job, and fulfill responsibilijies. Meets schedules and deadlines,reports back to supervisor. o 0 points o 6 points o 8 points o 10 points o 12 points Unreliable. Usually reliable. Consistently reliable. Superior to normal Recognizes needs and Does regular as well job dem ands. assumes responsibil· as special assignments ~y beyond job ievel. promptly. COMMENTS SAFETY PRACTICES - knowledge of safety practices, regulations and application. Keeping the work area clean. o 0 points o 6 points o 8 points o 10 points o 12 points Displays unsalifactory Saldom requires remind- Complies with safety Complies whh safety Promotes and prac· safety and/or house- ing of proper safety rules and procedures. rules and procedures tices good safety keeping practices. standards and proce- Maintains clean, weil- and encourages others procedures. Elimin- dures and/or house- organized work area. to do the same. ates safety hazards. keeping practices. Maintains clean, well- Maintains claan, well- organized work araa. organized work area. COMMENTS INITIATIVE/MOTIVATION - self-starting ability to proceed wijh work without being told. Recognizes and acts on new opportunities, strives to learn latest developments. o 0 points o 4 points o 6 points o 8 points o 10 points Needs constant Completes jobs Accepts respon- Am bhlous - takes respon- Self-starter. Chaliienged supervision and w~h minimum sibll~y for getting sibUlIy for work beyond by new and dlfficuh as· instruction. supervision. the job done. regular duties. Makes sug- signments. Originates gestlons to improve work. Ideas and methods. COMMENTS JOB ATTiTUDE - Amount of cooperativeness, Interest and enthusiasm shown in work. Avoids personal inllu- ences, willingly accepts additional responsibility, accepts personal counselling and guidance, adjusts personal time to satisfy needs of project. o 0 points o 4 points o 6 points o 8 points o 10 points Attitude very poor. Attitude needs some Favorable atthude. Willingly contributes Highly enthusiastic, Improvement. extra effort and persevering, ccnstantly energy. seeks additional work. Consciencious. COMMENTS page 3 . ~ 'tUtl , i SCHEDULE "H" - Page 4 .' Unsatisfactory I Satisfactory I Good I Very Good I Exceptional ADAPTABILITY - ability to perform variety of assignments within scope of job duties and meet changed and/or unusual situations. o 0 points 0 1 point o 2 points o 3 points o 4 points Resists change. Usually adjusts to Consistently adjusts to Very adaptable Quick to adjust to change. changes or new or unus- to change. changed conditions. ual s~uations enough to perform work satisfactorily COMMENTS INTERPERSONAL SKILLS - maintaining positive working relationships with peers, supervisors, and the public, assisting others to accorT'plish work group objectives. o 0 points o 1 point o 2 points o 3 points o 4 points Uncooperative with Displays minimum Cooperative w~h peers, Works well with others. An axcellant team others. Has an adverse courtesies and supervisor(s) and the An asset in futher· worker. Highly respect effect on work group. cooperation. public. Accepts construc- Ing cooperation with ed by all. Contributes Frequently challenges tlve criticism. Interacts others. to group relationships supervisor's authority. well w~h groups and and effectiveness. Rude to the public. Individuals. COMMENTS . page 4 , · i .Z SCHEDULE "H" - Page 6 EVALUATOR'S COMMENTS AND SUGGESTIONS FOR IMPROVEMENT EMPLOYEE'S COMMENTS AND DEVELOPMENT INTERESTS Prepared/Appraised by: Signature: Date: This appraisal has been discussed: Date: (Signature of Employee) Note: Signature of employee does not necessarily signify concurrance with appraisal. , . . ¡.¡ Z H ¡::¡ ~ ...: u z H ::.:: ~ o Z :3 o E-< ¡.¡ :r:: E-< ~ o z o H E-< ...: ~ o p... ~ o u ¡.¡ :r:: E-< C") a- a- .-< .-< <J) '0 <Ø Q) .r:: ¡:: <Ø ...., Q) :> .,.< ~ U Q) 4-< 4-< ~ ~ ¡:: Q) S ~ I-< <Ø 0. Q) '0 4-< o ¡:: o .,.< ~ 0. 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N ...::tNNON\.ONNN...::t...::trl\.O...::tNNNNO"\Q rl rlrlrlrlrlrlrlrlrlrlrlrlrlrlrlrlrlrl rl . . SCHEDULE "J" EXPENSE ALLOWANCES - CONFERENCES AND CONVENTIONS Effective date: 1. January 1, 1993 Salarv An employee's regular salary will be paid davs of the conference or convention. No will be paid for hours extended outside normal working day or for travelling time. for the workinG overtime salary the employee's 2 . Meals At cost, to a maximum of $40.00 per may be reimbursed if warranted. sufficient detail to justify the reimbursement. day. Unusual expenses Receipts must be of need for additional 3 . Travel By air, if more economical. If not, by rail, bus or automobile. The rate per kilometer for use of own automobile will be pursuant to Schedule "D" attached to and forming part of this by-law. The corporation vehicle will be used when available. Every effort will be made to share rides. The least expensive mode of transportation available will be used. 4 . Parkin I! Parking fees will be reimbursed, at cost, while attending the conference or convention. 5 . Taxi aud Reutal Vehicles will be reimbursed arrangements make the limousine is used, taxi at cost where the travelling use of these necessary. If a rates only will be reimbursed. 6 . Accommodation At cost, all approved accommodation charges. 7 . Tips and Gratnities Reasonable tips and gratuities, at cost. 8 . Extraordinarv Expenses At cost only if subsequently approved by Council. 9 . Costs for Companion/Spouse The Town will not pay the costs incurred because of a spouse or companion accompanying an employee to an approved event unless prior approval has been given by the appropriate authority. 10. Entertainment Expense Entertainment expenses must be previously approved by the appropriate committee or council. . . SCHEDULE "K" EMPLOYEES AFFECTED BY REPLACEMENT ALLOWANCE Effective date: January 1, 1993 Department Head/Supervisor Replacement Clerk Director of Recreation Chief Building Official Working Supervisor - Pub.Wks. Deputy Clerk (see note) Facilities Manager Building Inspector Lead Hand - Public Works Note: For the purposes of this schedule, the clerk's salary shall be deemed to be equivalent to that of the Fire Chief. . . SCHEDULE "L" SHIFT PREMIUM RATES Effective date: $.35 8:00 4:00 January 1, 1993 cents per hour for all non-overtime hours worked outside a.m. to 5:00 p.m. for outside workers and 8:00 a.m. and p.m. for Davidson Centre inside maintainers. . . SCHEDULE "M" STAND-BY REMUNERATION Effective date: January 1, 1993 Outside Maintainers - Public Works $ 40.00 per week if on stand-by. stand-by to be in effect from December 1 to March 31 annually. Pollution Control System EmDlovees $ 40.00 per week if on stand-by. stand-by to be in effect from January 1 to December 31 annually. Notes 1. Maximum of one pollution control system employee and three public works employees to be on stand-by in anyone week. 2. The Manager of Public Works may require stand-by shifts for outside maintainers outside the months of December to March should conditions warrant. . . I SCHEDULE "N" TOWN OF KINCARDINE PAY EOUITY PLAN made under The Pay Equity Act, 5.0. 1987, Chapter 34 REVISED AS OF SEPTEMBER 20. 1990 SECTION 1 THE ESTABLISHMENT COVERED BY THIS PLAN The establishment covered by this plan is The Corporation of the Town of Kincardine non-union employees. SECTION 2 JOB CLASSES The job classes covered by this Plan are as follows: Female Job Classes Class No. Position Name F-I F-2 (#l) F-2 (#2) F-2 (#3) F-2 (#4) F-3 F-4 ,F-5 F-6 F-7 F-8 Aquatics Dir~ctor Clerk-Typist/Receptionist - Davidson Centre Clerk-Typist/Receptionist - Building Dept. Clerk-Typist/Receptionist - Municipal Offices Tourist Consultant Tax Clerk/Typist Accounting Clerk Senior Accounting Clerk Executive Secretary Building Inspector School Crossing Guards Male Job Classes M-l M-2 M-3 M-4 M-S M-6 M-7 M-B M-9 M-IO M-ll Manager of Public Works Fire Chief Director of Recreation Chief Building Official Facilities Manager Public Works Supervisor Parks Supervisor Outside Maintainer - Sewage System Outside Maintainer - Public Works Parks Maintainer Mechanic . . J ..... ._u. Page 2 SECTION 2 - (cont'd) Male Job Classes (cont'd) M-l2 M-13 M-14 M-15 M-16 M-17 Labourer Lead Hand - Davidson Centre Inside Maintainer - Davidson Centre Inside Maintainer - Municipal Buildings Custodian - Municipal Buildings Parking Meter Maintainer Gender-Neutral Job Classes GN-1 GN-2 Clerk-Administrator Treasurer & Deputy Clerk SECTION 3 GENDER-NEUTRAL COMPARISON SYSTEM The gender-neutral comparison method used to prepare this Plan was as follows: Points were assigned under the four criterion of determining the value of work performed by a position. The value of work was determined by a composite of the skill, effort, responsibility, and working conditions required in each position. Employee job descriptions were used to determine these values. Description Assianed Points Minimum Maximum SKILL - Education - Experience - Special Skills 20 10 20 60 50 40 EFFORT - Physical Effort - Mental Effort 5 5 30 40 RESPONSIBILITY - includes spending authority, budget control and preparation, result of errors and impact of decisions, supervision of people and reporting relationships, and decision-making 50 100 . ../3 . . I" ':;~,: ,: _n__·.__. Page 3 SECTION 3 (cont'd) WORKING CONDITIONS - adverse conditions relating to the physical environment and adverse psychological conditions (includes stress) Female Job Class No. F-l F-2 (U) F-2 (ii2) F-2 (jf3) F-2 (#4) F-3 F-4 F-5 F-6 F-7 F-8 Male Job Class No. M-l M-2 M-3 M-4 M-5 M-6 M-7 M-8 M-9 M-IO M-ll M-12 M-13 M-14 M-15 M-16 M-17 SECTION 4 RESULTS OF COMPARISONS 5 25 115 345 Assianed Points 211 (revised) 165 161 166 161 180 182 231 213 197 128 (new) Assianed Points 268 257 255 260 248 249 192 205 163 146 234 136 191 158 158 133 (new) 126 (new) . . . /4 . 1" .,' ,'¡i, .:. - _h Page 4 SECTION 4 (cant'd) Gender-Neutral Job Class Assianed Points GN-l GN-2 292 275 SECTION 5 EXCEPTIONS UNDER SECTION 8 OF THE PAY EOUITY ACT No one employee or job class was excluded from this plan for reasons outlined in Section 8 of the Pay Equity Act. Where a particular employee will sit on the salary grid, however, will be affected by the gender-neutral merit system that has been in effect in the Town of Kincardine for some years. Employees receiving salary adjustments will do so laterally and will be at the same level on the new schedule as they were on the previous schedule, due to reasons of merit and seniority. SECTION 6 COMPENSATION ADJUSTMENTS (FEMALE JOB CLASSES ONLY) The female job classes were compared to male job classes as listed below. Also listed is the compensation (salary) adjustment which will be made to all employees in these classes ,which will be retroactive to Januarv 1. 1990 and the total adjustment will be made at that time. 1989 Hrly Salarv $ 1990 Adjustment Per Hour $ Female Job Class Being Compared 1989 Hrly Salarv $ Compared to Male Job Class F-l F-2 (#1) . F-2 (if2) F-2 (if) ) F-2 (if4) F-3 F-4 F-5 13.41 No comparator - proportional value used (see below) 11.08 8.21 9.03 8.21 9.03 9.03 12.02 M-9 10.71 nil M-9 10.71 2.50 M-9 10.71 1.68 M-9 10.71 2.50 M-9 10.71 1.68 M-9 10.71 1.68 No comparator - proportional value used (see below) . . J, '" / - . ',:< -... -- Page 5 SECTION 6 (cont'd) Female Job Class Being Compared 1989 Hourly Salary $ Compared to Male Job Class 1989 Hourly Salary $ 1990 Adjustment Per Hour $ F-6 F-7 9.94 12.02 M-7 11.79 1.85 No comparator - proportional value used (see below) No comparator - proportional value used (see below) F-8 10.44 PROPORTIONAL VALUE SYSTEM For those female job classes which were deemed to have no male comparator, Council has instituted a "proportional value" system which in effect assigns an average dollar value per point to those female job classes. The average dollar value of all the male job classes (excluding management employees, whose salaries are deemed to include overtime), was determined at .0603 cents per point. In applying this value to the four female job classes without comparators, the results are as follows: Job Class Points X .0603- 1989 Rate Adiustment $ 12.72 $ 13.41 nil 13 .93 12.02 $ 1. 91/hr. 11.88 12.02 nil 7.72 10.44 nil F-1 F-S ~-7 F-8 211 231 197 128 GENERAL INFORMATION The revised pay equity plan will be submitted to the Pay Equity Commission, following which an order mav be issued by the commission to accept or amend the results. If and when that occurs, employees will have thirty days after that to appeal the order to the Pay Equity Tribunal. The Town will keep the employees informed of progress in this matter. . . SCHEDULE "0" EMPLOYEES DESIGNATED AS MANAGEMENT EMPLOYEES Effective Date: January 1, 1993 Clerk-Administrator Treasurer Manager of Public Works Chief Building Official Fire Chief Director of Recreation Facilities Manager . . . SCHEDULE "P" MEETING PER DIEM - MANAGEMENT EMPLOYEES Effective date: For bona-fide Council, have been duly convened invited or authorized to board, and to attend. January 1, 1993 and committee meetings which which the individual has been Amount per meeting attended in excess of 24 per year: $50.00