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HomeMy WebLinkAbout07 346 Tripartite Agreement (2008-2009) By-law . . . . THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE BY-LAW NO. 2007 - 346 BEING A BY-LAW TO ENTER INTO A TRIPARTITE AGREEMENT WITH EMPLOYEES OF THE MUNICIPALITY OF KINCARDINE AND WHEREAS Sections 8 (1) and 9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provide that the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to respond to municipal issues and has the capacity, ;ights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS By-law No. 2000-141 was passed on the 8th day of November, 2000 to establish personnel policies for the employees of the Municipality of Kincardine; AND WHEREAS By-law No. 2004-165 was passed on the 3'" day of November 2004 to amend the above mentioned personnel policies by-law to refiect the 2005, 2006 & 2007 negotiation settlements with the employees of the Municipality of Kincardine; AND WHEREAS the Council fa; The Corporation of the Municipality of Kincardine deems it expedient to enter into an agreement, to refiect the 2008, 2009 negotiation settlements, with the employees of the Municipality of Kincardine; NOW THEREFORE the Council of the Corporation of the Municipality of Kincardine ENACTS as follows: 1. That The Corporation of the Municipality of Kincardine enter into a Tripartite Agreement with the employees of the Municipality, attached hereto as Schedule 'A', 2, That the provisions provided herein supercede any by-laws which are inconsistent with the provisions provided in this by-law. 3. That By-laws No. 2000-141 and No. 2004-165 are hereby repealed. 4. This by-law shall come into full force and effect upon its final passing. .../2 . . . . Page 2 Tripartite Agreement (2008 - 2009) By-law No. 2007 - 346 5, This by-law may be cited as the "Tripartite Agreement (2008 -2009) By-Law". READ a FIRST and SECOND time this 14th day of November, 2007. ~11'=~ Clerk READ a THIRD time and FINALLY PASSED this 14th day of November, 2007. d(fY~ Sk- i~ Clerk This is Schedule ~. to By-Law ~"J-- "'+-,- No. {,., passed the ~ -oay of 0,"1- \l""",,-i>'<<-<~ CIa:Ir. ... TRIPARTITE AGREEMENT This AGREEMENT made this 14+1--- day of Novembe.....,200fr BETWEEN: THE EMPLOYEE GROUP THE SENIOR MANAGERS GROUP MUNICIPALITY OF KINCARDINE TO CONSOLIDATE AND ESTABLISH PERSONNEL POLICIES FOR EMPLOYEES OF THE MUNICIPALITY OF KINCARDINE 5(f{ ~",..(L.--- ./Ib-- JC4 Page #2 TRIPARTITE AGREEMENT Table of Contents SECTION PAGE # ABSENCE WITHOUT LEA VE----------------------------------------- 19.0 16 ACCEPTABLE COMPUTER USE--------------------------------------- 50.0 40 ALCOHOL/DRUG/EMOTIONAL PROBLEMS------------------------ 47.0 35 ANNUAL EMPLOYEE EV ALUATION--------------------------------35.0 23 ANNUAL V ACATIONS--------------------------------------------------16.0 13 BEREAVEMENT/COMPASSIONATE LEA VE----------------------- 23.0 17 CODE OF ETHICS ------------------------------------------------------- 48.0 36 COMPLAINT PROCEDURE----------------------------------------- 45.0 29 CONFERENCE AND CONVENTIONS------------------------------- 27.0 19 DEF~ITIONS-------------------------------------------------------------------- 1.0 4 DISCIPLINARY PROCEDURE----------------------------------------------49.0 39 DRESS CODE--------------------------------------------------------------22.0 17 EARLY RETIREMENT BENEFITS---------------------------------- 43.0 28 EFFECTIVE DATE------------------------------------------------------------- 54.0 42 EMPLOYEE ADVANCEMENT AND RECLASSIFlCATION---------36.0 24 EMPLOYEE RECOGNITION PLAN------------------------------------33.0 22 EMPLOYER RIGHTS--------------------------------------------------- 2.0 6 HARASSMENT POLlCY-------------------------------------------- 46.0 31 HOURS OF WORK -------------------------------------------------------11.0 II ILLNESS WHILE ON V ACATION-------------------------------------- 38.0 25 INTERNET ACCESS AND ACCEPTABLE USE--------------------- 51.0 40 INTERVIEW PROCEDURES--------------------------------------------- 9.0 9 JOB CLASSIFICATION AND EVALUATION------------------------- 4.0 7 JURY AND COURT DUTIES---------------------------------------------24.0 18 LEAVE OF ABSENCE--------------------------------------------------- 18.0 16 LIFE ~S., ACCIDENTAL DEATH AND DISMEMBERMENT-------41.0 27 LONG TERM DISABILlTY-------------------------------------------------- 40.0 27 MANAGEMENT OF USERS-------------------------------------------- 53.0 42 MEDICAL BENEFITS--------------------------------------------------- 39.0 26 MEET~G ALLOW ANCE----------------------------------------------- 31.0 21 NEPOTISM & COUNCIL RELA TIONS---------------------------------- 7.0 8 NEGOTIATION PROCESS -------------------------------------------- 34.0 23 NEW POSITION CREATION---------------------------------------- 5.0 7 OFFlCE HOURS------------------------------------------------------------- 14.0 13 OVERTIME, LIEU TIME-----------------------------------------------12.0 11 PAID HOLIDAYS-------------------------------------------------------- I 7.0 14 PENSION BENEFITS AND RETIREMENT ---------------------------26.0 18 PREGNANCY/PARENTAL/ADOPTION LEA VE--------------------- 25.0 18 PROBATION---------------------------------------------------------------10.0 10 RECRUITMENT & HIRING POLlCY--------------------------------- 6.0 8 REGULAR REMUNERATION---------------------------------------------- 3.0 7 REPORTING ABSENCE-----------------------------------------------------20.0 16 SHIFT PREMIUM---------------------------------------------------------29.0 20 SICK LEA VE----------------------------------------------------------------37.0 24 SOFTWARE LICENSES, ACQUISITION, ~ST. & SUPPORT--------52.0 41 Page #3 SECTION PAGE# SPECIAL DEDUCTIONS & BENEFIT------------------------------ 44.0 29 ST AFF TRAINING------------------------------------------------------15.0 13 ST AND-BY REMUNERATION---------------------------------------- 30.0 20 STEP-UP P AY------------------------------------------------------------- 32.0 21 STORM POLICY------------------------------------------------------- 28.0 19 STUDENTS/CASUAL/CONTRACT EMPLOYEES W AGES--------13.0 12 TERMINATION------------------------------------------------------------ 21.0 16 'VACJ\1\ICIES---------------------------------------------------------------------- 8.0 9 WORKPLACE SAFETY AND INSURANCE BOARD------------------42.0 27 SCHEDULES "A" CLOTmNG J\1\ID BOOT ALLOW J\1\ICE -------------- 44 "B" MILEAGE RA TE/NOTES (PRIVATE 'VEHICLE)------ 46 "c" EXPENSE ALLOW J\1\ICES- CONFERENCES & CON'VENTIONS --------------------------------------- 47 "D" SENIOR MANAGEMENT EMPLOYEES ------------- 48 "E" SHIFT PREMIUM RATES ------------------------------- 49 "F" STAND-BY REMUNERATION --------------------------- 50 "G" GROUPS OFFERED/NOT OFFERED BENEFITS---- 51 "II" J>>j\1{ (;~ -------------------------~----------------------------- :;2 "I" SENIOR MANAGERS' AGREEMENT -----------------54 "J" COMPUTER PURCHASE GUIDELINES...................55 The aforementioned Schedules are attached hereto and form part of this agreement. Page #4 1.0 DEFINITIONS 1. I In this Agreement, the following definitions will be nsed: (a) Anniversary Date Anniversary date shall mean the date upon which the employee becomes a regular full-time or regular part-time by means of Council resolutionlby- law. (b) Bona fide Retirement An employee is deemed to have a bona fide retirement if they have continuous service greater than 10 years. The intent of this defmition is to recognize and reward employees who truly retire and not those who invoke their own terminate. (e) C.A.O. The term "C.A.O," means the Chief Administrative Officer of the Municipality of Kincardine. (d) Casnal Employee The term "Casual Employee" means any person who works on an irregular basis or on a call-in basis as required from time to time by the Corporation. Casual Employees shall not receive benefits or P.LL.B. (e) Contract Employee The term "Contract Employee" shall apply to any individual who agrees, by means of a formal employment contract, to provide services to the Corporation for a specific period of time for a set amount of remuneration. In no event will an employment contract be written for a period in excess of one year. Further, contract positions are entitled to a payment in lieu of benefits at a rate of 12 Yi%. Contract employees do not accrue or accumulate service/seniority with the Corporation. All employment contracts must have budget approval in conjunction with the Senior Manager and Human Resources sign-off. (t) Corporate Services The term "Corporate Services" means the standing committee of Council to which the Human Resources Department reports. (g) Corporation This term refers to The Corporation of the Municipality of Kincardine. (h) Council Council shall mean the Mayor and elected officials of the Corporation of the Municipality of Kincardine. (i) CPI Consumer Price Index. The CPI is tracked by utilizing federal statistics of the Canadian rate on an October to October basis. Note: the October CPI is released in November. OJ Dnal Job Employee A dual job employee is a regular full time employee that works two separate regular part-time positions in a 12 month period. (1<) Employee The term "Employee" means any person employed by The Corporation of the Municipality of Kincardine and who receives remuneration through payroll, for services provided. "Employee" does not include volunteers or Council. Page #5 OJ Emptoyees Group Employees Group (re: negotiations) shall mean all regular full-time and regular part-time employees (with the exception of volunteer firefighters, contract workers and casual employees). (m) Employer The term "Employer" means The Corporation of the Municipality of Kincardine. (n) ESA Employment Standards Act (0) Gender The designation "she" or "he" shall be interchangeable throughout this documentation and shall be deemed to mean a "person" as defined under the Canadian Charter of Rights. (P) Human Resources Department The term "Human Resources Department" means the administrative department staffed by the CAO, Director of Recreation and Executive Assistant. (q) Immediate Family The term "Immediate Family" means spouse, grandmother, grandfather, father, mother, brother, sister, child or grandchild, stepparents, step brother/sister, step child, father-in-law or mother-in-law of the employee sister-in-law, brother-in-law, aunt, uncle, niece, and nephew. Common law and same sex spouses shall be deemed to be spouses. (r) Job Evaluation Committee (J.E.C.) The term "Job Evaluation Committee" shall mean a committee appointed by the Human Resources Department to make an independent evaluation of job task listings in accordance with the Job Chart International System. The lEC shall be representative of the workforce. (s) Municipality The tenn Municipality" means The Corporation of the Municipality of Kincardine. (t) OMERS The term "OMERS" means the basic pension plan provided by the Ontario Municipal Employees Retirement System. (u) Overtime "Overtime" means any authorized hours in accordance with Section 12. (v) P.I.L.B PILB shall mean payment in lieu of benefits (12 Y2 %) (w) Probationary Employee The term "Probationary Employee" shall apply to all persons appointed to regular full-time and regular part-time positions until such time as they have successfully completed all the requirements outlined in Section 10.0 Probation. (x) Red Circling Red Circling shall mean the temporary freezing of an employee's wage rate until such time as the grid catches up to the rate. Page #6 (y) Regular earnings The term "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 sum payments, but does include retroactive pay adjustments for basic pay. (z) Regular Full-time Emptoyee The term "Regular Full-time Employee" shall apply to any employee who is engaged for an indefinite period of time and is regularly scheduled to work not less than 35 hours per week. (lUl) Regular Part-time Emptoyee The term "Regular Part-time Employee" shall apply to any employee who has been employed to work for an undetermined duration on a regular year round basis and whose hours of work are consistently less than the standard work week for the appropriate or comparable full-time classification. (bb) Seasonat Emptoyee The term "Seasonal Employee" shall apply to any employee who has been employed to work for a specific season on an automatic recurring basis and whose weekly or daily hours may vary within the maximum permissible under legislation. (cc) Senior Manager The term "Senior Manager" shall apply to and include all employees designated by the titles: Chief Administrative Officer, Public Works Manager, Treasurer, Clerk, Building & Plamring Manager, Director of Recreation and the Administrative Fire Chief. (dd) Shift Premium Shift Premium is paid to employees who work outside their normal working hours and do not receive overtime for these hours. (ee) Students Students shall mean an individual who works their regular scheduled school vacation period. (ft) Volunteer Fireperson Covered under By-Law 2004-160 (Fire Department ReguIatiug By-Law) 2.0 EMPLOYER RIGHTS 2.1 The Employer has and shall retain the exclusive right to govern the affairs of the Municipality. 2.2 The Human Resources function shall be managed by the Human Resources Department ofthe Municipality. 2.3 The Human Resources Department shall have the right to minor interpretations of this agreement. Minor interpretations, once made, will be e-mailed to the secretary of the Employee Groups. Major interpretations of this Agreement shall be first negotiated with the Employee Groups, prior to being brought to the Corporate Services Committee/Council for review and by-law passage. 2.4 The Employer in exercising the aforesaid function shall do so in accordance with the provisions of this Agreement, and all applicable laws of the Province of Ontario. Page #7 2.5 Nothing in this Agreement shall be construed as imposing any personal liability upon an individual who is an employee of the Municipality of Kincardine to administer policies of the Municipality ofK.incardine. 3.0 REGULAR REMUNERATION 3.1 Employees shall receive remuneration for their position. Effective the 1st day of January annually, the salary ranges for each pay grade set out in Schedule "H" shall apply for those who qualif'y. 3.2 Each employee shall receive hislher pay ou pay day; pay day beiug biweekly. For employees who receive an annual salary, their biweekly pay shall be determined by dividing their annual salary by the number of pay periods in the particular year. 3.3 The pay period for the Municipality shall commence at 12:01 a.m. on the Sunday of every other week. 3.4 Employees must have their pay deposited directly to their bank account. 3.5 When an employee begins work with the Corporation, the necessary forms will be completed to facilitate direct deposit. It will be the responsibility of the employee to inform the Treasury Department of any change to banking information. 3.6 All retroactive increases in wages and salaries shall be paid to the employees within four weeks of the date of the passage of the by-law adopting the salaries. 4.0 JOB CLASSIFICATION AND EVALUATION 4.1 The Human Resources Department shall be responsible for ensuring that personnel are classified initially in accordance with Schedule H of this agreement. Grade and Salary levels for new positions shall be established prior to hiring utilizing the Job Chart System. 4.2 The Human Resources Department will establish rates of pay and shall confirm these decisions at the next regular scheduled meeting of the Job Evaluation Committee. The grade will be included on the hiring motion. 5.0 NEW POSITION CREATION Coverage: All positions in the Corporation Statement: The Corporation will develop new positions within the Municipality in a consistent manner. 5.1 Procedure: (a) When the need for a new position arises, the Senior Manager develops a task list in consultation and conjunction with the Human Resources Department as per the Job Chart International format. The Human Resources Department provides a draft in an accepted Municipality format. (Ii) The Draft Task List is presented to the Chief Administrative Officer for review and approval of content. (c) The position is evaluated by the Human Resources Department and then re-evaluated at the next regular scheduled meeting of the Job Evaluation Committee. Any increase as a result shall be retroactive to the hire date. Page #8 (d) In the event that the J.E.C. evaluates a position lower than the posted rate (with review statement in posting) the job holder's rate -will be red circled at that time. 6.0 RECRUITMENT & HIRING POLICY Coverage: All regular full-time, regular part-time, recurring seasonal, casual and contract employees. Statement: The Corporation will diligently practice fair and consistent hiring practices in all areas, and will work to ensure that these practices are followed in all areas. 6.1 Procedure (a) Council shall appoint the Chief Administrative Officer and all Senior Managers by by-law. (b) Regular part-time, regular full-time and recurring seasonal staff shall be hired by resolution of Council, as per interview procedure, Section 9.0. ( c) All contract, student and casual employees shall be hired by the Senior Manager within their approved budgets. Senior Managers shall provide hiring reports/forms to the Human Resources Department. (d) The V ohlllteer Firefighters hiring process is regulated by By-Law 2004-160. 7.0 NEPOTISM & COUNCIL RELATIONS Policy Statement: This policy has been created to eliminate any hiring practice that may have the potential of conflict (real or perceived), when recruiting, managing or terminating employees of the municipality. Specifically, this policy will outline both nepotism and councillor relations with respect to our human resources procedures. 7.1 Section 'A' Nepotism: 1. Recruitment and hiring shall not take place if it would create a supervisory relationship in the recruiting department between immediate family members as defined in the consolidated personnel agreement. 2. To clarify this nepotism position, it is also made clear that section #1 does not apply to other departments of the municipality if the family relationship does not have a potential conflict with the supervisory relationship. 7.2 Section ~B' Council Relations 1. Any family relations (immediate family as defined in the consolidated personnel agreement) of a member of Council may apply to the Corporation for employment subject to: A. The Council member (whose relation has applied) may not participate, comment or apply any influence in the human resource hiring process. B. In order to avoid a nepotism conflict, Councillors' immediate family will not be eligible for positions of Senior Managers or higher in the Corporation. 7.3 Section 'c' Nepotism and Council Relations Interpretation Step #1: All interpretations ofthis policy shall be referred to the Human Resources Department of the Municipality of Kincardine. Page #9 Step #2: Appeals to Step #1 decisions shall be made within seven days, in writing, to the Corporate Services Committee. Step #3: All decisions of the Corporate Services Committee shall be final and not subject to appeal. Decisions of the Corporate Services Committee shall be in writing and available within thirty-one days of the submitted appeal request. Step #4: Corporate Service's decision shall be communicated to Council 8.0 VACANCIES 8.1 Vacancies for positions in the Municipality of Kincardine shall be initially advertised internally for five (5) business days. If a suitable qualified candidate cannot be found internally, then the position shall be advertised externally through available channels. 8.2 Internal vacancies are open to all qualified Municipality of Kincardine employees, which include: - Regular Full-time ~ Regular Part-time - Seasonal (Recurring) - Employment Contract and Casual employees that have accumulated more than 910 hours. - Volunteer Firefighters 8.3 Students are excluded from internal postings. 8.4 Probationary employees can not apply for positions that are advertised internally until their probation period is complete or the position is advertised externally, whichever comes first. 8.5 The tenn "qualified candidate" shall mean a person who meets the standards as outlined in the job posting. 8.6 The employer will consider existing qualified employees prior to considering external candidates. Note: The Municipality has the right to hire the best candidate for the job based on qualification and interview performance. 8.7 The Senior Manager shall in cooperation with the Human Resources Department establish job posting requirements and qualifications. The minimum standard shall be Grade 12 and/or industry related experience. 9.0 INTERVIEW PROCEDURES 9.1 For the C.A.O. position, the interview team shall consist of the Mayor, Council and an external consultant. 9.2 For Senior Manager positions under the direct supervision of the C.A.O., the interview team shall consist of the Mayor, Committee Chairperson, Chief Administrative Officer and one external consultant. 9.3 For supervisory positions the interview team shall consist of the Human Resource department (2 members) and the senior manager. 9.4 For other regular full time, regular part time, casual, contract and seasonal positions the interview team shall consist of the senior manager, departmental representative and the Human Resources Department (1 member). 9.5 Student interview teams shall consist of a minimum of two permanent full-time departmental employees. 9.6 Reference checks: (a) Reference checks are conducted to obtain additional or substantiating information concerning an applicant. Page # 10 (b) Personal and professional reference checks will be undertaken on all prospective employees by the Human Resources Department or by the Departmental representative prior to any formal offer of employment. 9.7 Employment Market Demands To meet employment market demands it may be required to negotiate with the preferred candidate (a) Payment of moving expenses, wages and vacation shall be decided on a case-by- case basis by the Human Resources Department. 10.0 PROBATION Coverage: All Regular Full-time and Regular Part-time Employees Statement: All newly hired employees shall be subject to a probationary period from the date of hire. 10.1 (a) Full-time Employees Regular full-time employees shall be on probation for six months from the most recent date of hire as a full time employee. Prior to the completion of the probationary period, the Senior Manager shall review the performance during the probationary period with the employee and advise the Human Resources Department of the employment continuation decision. The employee and senior manager will be notified in writing regarding the Human Resources Department decision. (b) Part-time Emptoyees Regular part-time employees shall be on probation for a period of 910 working hours from the most recent date of hire. Prior to completion of the probationary period, the Senior Manager shall review the performance during the probationary period with the employee and advise the Human Resources Department of the employment continuation decision. The employee and senior manager will be notified in writing regarding the Human Resources Department decision. 10.2 General (a) It is the responsibility of the Senior Manager to ensure that the performance of a probationary employee is monitored and the proper documentation completed and forwarded to the Human Resources Department. (b) The decision to dismiss a probationary employee will be made by the Senior Manager in consultation with the Human Resources Department and Council will be notified. ( c) After completion of the probationary period, seniority for the purpose of salary grid increases shall be effective from the employee's most recent date of hire. (d) Longstanding employees who have worked greater than 5 years and who are awarded a new Corporation position, shall be subject to a 3 month probationary period. (The original, regular status hire date shall be their seniority date for vacation i.e., your previous amriversary date shall be maintained). Page #11 11.0 HOURS OF WORK Coverage: All employees Statement: In order to administer its affairs as efficiently and effectively as possible, and in the best interest of the general public, the Corporation will establish hours of work, including shift work if required, for all job classifications. 11.1 Hours of Work (a) "Dav" shall mean seven hours for those employees employed on a 35-hour per week basis, and shall mean eight hours for those employees employed on a 40- hour per week basis, with the exception of the Davidson Centre "day" shall mean ten hours for the Inside Maintainers' employed on a 40-hour per week basis. (b) Fifteen minute break periods and a lunch period shall be provided in accordance with the ESA. I 1.2 F1ex Time (a) Flex time schedules shall be approved by the Senior Manager. Flex time schedules are a privilege and as such may be withdrawn by the Senior Manager if conditions warrant. (b) Core hours must be maintained. 12.0 OVERTIME. LIEU TIME (Non-Management Employees) 12.1 (a) Regular full time employees overtime will consist of any authorized hours by an eligible employee in excess of 35 hours in a calendar week for a 35 hour per week employee or more than 40 hours in a calendar week for a 40 hour per week employee. (b) Regular full-time employees are paid at 1 Y2 times the hourly rate. Lieu time taken means 1 lf2 hours off for each hour worked. (c) Employees should try to use up all accumulated overtime by the eud of the calendar year. Overtime not taken as lieu time or paid by the year-end must have senior manager approval to carry forward into the next year. (d) Overtime records shall be kept by the senior manager. Please note: the overtime hours shall also be documented on the employees timesheet. ( e) All overtime to be paid must be documented on the timesheets and note hours actually worked not hours to be paid. (f) 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. snowplowing, pump alarms, etc. (g) Overtime accumulated between December 1 st and December 31 st may be carried over to the next calendar year. 12.2 CaH1n Non-management employees are entitled to receive minimum overtime compensation of two hours at time and a half for called-in overtime; i.e. the employee has been called back to work from home. Overtime hours worked as the result of a call in beyond 2 hours, or as an extension of normal working hours for the day shall receive overtime compensation or time off in lieu for each completed thirty (30) miuute period worked by tbe employee. Page #12 12.3 Regular Part- Time/Recurring Seasonal/Contract!StudentlCasual (a) Overtime shall only be accumulated if the employee works more than 44 hours in one week. (b) Overtime may be banked, with Senior Manager approval, and shall be documented by the Senior Manager. (c) All overtime to be paid shall be documented on the hi-weekly timesheets and note hours actually worked not hours to be paid. (d) All overtime hours must be authorized by the employee1s 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. snowplowing, pump alarms, etc. (e) Overtime shall be paid, or with the consent of the employee, taken off in lieu at time and one-half. 12.4 Senior Management Employees (a) This section applies to employees designated as senior management employees in Schedule "D" attached to aud fonning part of this Agreement. (b) The Municipality will endeavour to provide adequate resources to enable each department to meet the objectives and level of service required without excessive overtime being incurred. Senior 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 Municipality without incurring excessive overtime. (c) Senior management employees shall, on a regular basis, keep the Chief Administrative Officer 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 Municipality be maintained. The Senior Manager shall also provide the CAO with proposed solutions and alternatives to assist in solving the problem. (d) The Chief Administrative Officer shall be required to report to the Mayor on the subject of his overtime in the same manner as the other management employees do to the Chief Administrative Officer. (e) All overtime shall he documented ou the bi-weekly timesheets. 13.0 STUDENTS ICASUALS ICONTRACT EMPLOYEES WAGES Coverage: Students/Casuals/Contract employees' employed by the Corporation Statement: The Corporation of the Municipality of Kincardine has established wage rates for employees of the Corporation in order to provide consistency among all departments in the remuneration of such employees. 13.1 Coutract employeesshall be paid step I of the pay grid position plus P .1.L.B. (The prohationary period shall he stipulated in the contact). 13.2 Casual employees shall he paid 15% less thau Step I Grade 4. 13.3 Students All Students minimum wage + $1.00 per hour Other Special Needs Co-ordinator Playground Supervisor Fitness Instructors Babysitting Instructor Kindergym Instructor minimum wage + $1.25 per hour minimum wage + $1.25 per hour $20.00 per class (class is I hr.) $10.25 per hour $12.25 per hour Page #13 14.0 OFFICE HOURS (All Administrative Departments) The normal hours of business for all administrative departments shall be 8:30 A.M. to 4:30 P.M. 15.0 STAFF TRAINING 15.1 Employees shall be provided with the training necessary to carry out their tasks in a safe and efficient manner. Senior Managers may, within their approved budgets, schedule employees for specific training. The Municipality shall cover 100% (one hundred percent) of the tuition costs for any courses required by the Municipality. The Senior Manager is authorized to approve paid travel time for training functions that are mandated by the Municipality. 15.2 Each Senior Manager shall determine the type of training and the certifications/professional designations required in their department. These decisions shall be reflected in the annual business plan and budget process. 15.3 Employee wishing to receive an advance to cover eligible expenses may make a written itemized request and the Senior Manager may authorize an advance up to 85% of eligible expenses. The employee on return must file an expense report showing eligible expenses incurred less the advance. Claims for advances or expense claims shall be paid within 7 days of Accounts Payable receiving a proper completed and authorized form (by manual cheque if necessary). 15.4 The employee shall provide the Human Resources Department with a copy of any municipal funded certificate/training course, once received, for the Human Resource's file. 15.5 Existing employees that wish to upgrade their education to minimum Grade 12 standards will be eligible for tuition cost and course material reimbursement. (It is required that the employee complete this course on their own time) 15.6 Licence renewal fees (as part of job requirement) will be paid by the Municipality excluding "0" licence. 16.0 ANNUAL VACATIONS 16.1 All regular full-time employees shall receive annual paid vacations based upon their length of continuous service with the Corporation. Vacation is based on calendar year except when the extra week(s) are granted, which occurs after anniversary dates for 3 years, 9 years, 17 years and 25 years. Service At the end of the calendar year of the 1st year of hire Vacation Entitlement Oranted 1 day/month of service up to 10 days. (paid @ 4% gross pay) (No carryover will be granted) Employees may be granted unpaid days off to top up (earned vacation) to ten days off. After one full calendar year ofcontinuoussennce 10 days (paid at 4% of previous years gross earnings less any vacation pay) (No carry over will be granted) After three years of continuous service 1 extra week after anniversary date = 3 weeks. After nine years of continuous service 1 extra week after anniversary date = 4 weeks After seventeen years of continuous service Page #14 1 extra week after anniversary date = 5 weeks After twenty-five years of continuous service 1 extra week after anniversary date ~ 6 weeks 16.2 In year 1 & 2 the 4% vacation entitlement shall cover all regular hours paid including overtime. 16.3 In calendar year 1 employees may take up to 1 unpaid week vacation. 16.4 Regular part time employees shall be entitled to vacation entitlement category on a pro-rated basis, moving to the next % category (on their anniversary date) using 910 hours as a minimum qualification. 16.5 Employees who receive Payment in Lieu (PILB) of benefits shall receive vacation pay with their bi-weekly pay. 16.6 Vacation entitlement benefits for students, contract and casual employees shall be pursuant to the Employment Standards Act. 16.7 When a regular full-time or regular part-time employee has their employment terminated, compensation for accumulated vacation shall be calculated based on the unused vacation as of the date of termination. The payment will be done as per the Employment Standards Act or using the rates in this Agreement whichever is higher. Please note that these calculations are only based on regular earnings (i.e. overtime hours are not included). 6% after three years 8% after nine years 10% after seventeen years 12% after twenty-five years 16.8 Earned vacation may be requested by the Employee at any time in the vacation calendar year subject to work demands of the respective Departments. 16.9 It will be the responsibility of the Senior Manager to determine the number of employees who may be on vacation at anyone time. 16.10 The Senior Manager may permit an employee to carry over a maximum often (10) days vacation credits into the following year. (Senior Managers must notify the Human Resources Department and Payroll in writing that carryover has been granted). Under exceptional circumstances an employee requesting more than the ten (10) day maximum carry over, must receive the Chief Administrative Officer's approval. The CAD will inform Council at the next Council meeting. (The CAO's office must notify payroll, in writing, additional carry over has been granted.) 16.11 Where an employee leaves the service of the Corporation because of termination, retirement or death the employee is entitled to all pay entitlements, which include vacation pay. Payable to the employee or estate, as the case may be. 16.12 While an employee is on LTD (Long Term Disability) the employee does not accumulate vacation or any other employee recognition credits. 17.0 PAID HOLIDAYS 17.1 The following paid holidays will be recognized by the Corporation. All regular part-time and regular full time employees will be allowed a one day leave from work, subject to the conditions expressed below with the exception of playground students. New Year's Day Family Day Good Friday Easter Monday Page #15 Victoria Day Canada Day Civic Holiday Labour Day Thanksgiving Day Christmas Day Boxing Day Civic Holiday *2 Floater Days (Supplemental Holidays) Boxing Day 17.2 Regular full-time employees shall receive 7 hours (officer workers) statutory pay/floater and 8 hours (all other regular full-time employees). 17.3 Regular part-time employees statutory paylfloater pay shall be calculated as per ESA. 17.4 Casual employees shall receive statutory pay (calculated as per ESA) if they work or are scheduled to work the day before and after the holiday, at the time the payment is to be paid. 17.5 Floaters must be used by December 31 st. 17.6 *Employees hired after June 30 are granted 1 floater day for the fIrst calendar year hired and 2 floaters starting JaxlUary of the next calendar year. 17.7 This section does not apply to any employee who fails to work his full scheduled regular day of work preceding or his full scheduled regular day of work following the designated holiday unless the employee is otherwise on an authorized leave of absence with pay. 17.8 An employee on leave of absence without pay shall not be eligible for pay for any designated holiday, which falls within the period of such leave. 17.9 Where any of the above holidays falls on a Saturday or Sunday, either the preceding Friday or succeeding Monday shall be designated the holiday in lieu of the holiday falling on these days, by the Human Resources Department. 17.10 Where any of these holidays occur during an employee's vacation period, an extra day of vacation will be allowed. 17.11 Where any of the above holidays occur during an illness, the statutory day will not be charged against the employee's sick leave credits. 17.12 Where an employee is required to work on a holiday, he will be granted one day of leave from work in lieu of such holiday at a time mutually agreeable to the employee and his Senior Manager or Receive public holiday pay for the day plus premium pay for the hours work at 1 Y2 times regular wages. Note: If an employee works Christmas day he shall receive double time for the hours worked. *Where a playground student is required to work on a holiday, he will receive time & one half for the hours worked and statutory holiday pay, but not be granted one day of leave from work in lieu. (Ex. Canada Day) I ~ Page #16 18.0 LEAVE OF ABSENCE 18.1 The Corporation may grant an unpaid leave of absence to any employee for personal reasons. Employees shall not accumulate service while on such leave nor shall they be entitled to any benefits. 18.2 Leave of absence is intended for long term scheduled absences and will be determined on a case-by-case basis. 18.3 Unpaid personal leaves of absence of up to one month in duration may be authorized by the Senior Manager. Personal leaves of absence of more than one month in duration must be authorized by the Chief Administrative Officer. 18.4 A request for a leave of absence of more than one month in duration should be made in writing at least one month prior to the desired commencement date of the leave. If the Corporation grants such leave, it shall confirm the tenns of said leave in writing; unless this is deemed an emergency situation by the Human Resources Department. If this is the case, a confidential report shall be given to the Corporate Services Committee at the earliest opportunity. 18.5 Life and Long Term Disability insurance benefits will terminate at the end of the calendar month in which the leave begins. 18.6 Employees will be given the option to continue extended health, dental and semi- private hospitalization benefits for a period of up to twelve months. If this option is chosen, the employee will pay 100% of the premium costs. Premiums are payable quarterly, in advance, by cheque. Payroll deduction may also be arranged if the employee wishes to prepay benefits prior to the commencement of the leave. 19.0 ABSENCE WITHOUT LEAVE 19.1 Any unauthorized absence from work will be considered absence without leave and may warrant disciplinary action. 20.0 REPORTING ABSENCE 20.1 It is the responsibility of the employee to advise his/her superior or designate of each occasion which requires an absence from duty. Failure to do so may warrant disciplinary action. 21.0 TERMINATION Coverage: AIl Employees Statement: Termination of employment, either voluntary or involuntary shall be initiated with the appropriate notice and shall be properly documented for payroll processing. 21.1 Voluntary Termination An employee who resigns his/her position is required to submit the resignation in writing. If the employee refuses to provide the resignation in writing, the Senior Manager will immediately confirm the verbal resignation in writing, stating the date and, if appropriate, the circumstances. The senior manager will notify the CAD immediately regarding this situation. 21.2 Employees are expected to give a minimum of two weeks notice when resigning. Senior Managers are expected to give thirty days notice. All written resignations must be acknowledged immediately. Page #17 21.3 When an employee leaves or retires the employment of the Municipality of Kincardine their Department may fund a farewell event with the cost not to exceed $250.00. (The CPI indexing will apply on an annual basis). 21.4 General Termination Notice is not required for termination of temporary positions if the defined term is worked. However, if the intended term is increased or decreased, the Senior Manager should state to the employee, in writing, the revised term. Two weeks advance notice should be given if possible. 21.5 Involuntary Termination Any termination shall be consistent with the tenus of the Employment Standards Act. 21.6 Appeal Procedure No appeals will be considered in the case of any employee discharged prior to completion of the probationary period. 21.7 Full time staff shall follow the Complaint Procedure outlined in Section 45. 22.0 DRESS CODE 22.1 The Municipality of Kincardine creates a working environment in which employees may wear business casual clothing. Each employee possesses the professional judgment necessary to decide what is appropriate attire on any day given their daily business activity. 23.0 BEREA VEMENT/COMPASSIONATE LEAVE Coverage: All Employees Statement: Employees shall be granted paid leave of absence in the event of a death in the family. 23.1 Regular Fnll-time Employees The Corporation will pay an employee up to: a) Four (4) days pay at the employee's straight time hourly rate for all regular time lost in the event of the death of an employee's spouse, son (step), or daughter (step). Common law and same sex partner shall be deemed to be spouses. b) Three (3) days pay at the employee's straight time hourly rate for all regnlar time lost in the event of the death of an employee's grandmother, grandfather, father, mother, brother, sister, grandchild, step-parents, step brother/sister, father-in-law, mother-in-law. c) One (I) day pay at the employee's straight time hourly rate to allow an employee to attend the funeral of a sister-in-law, brother-in-law, aunt, illlcle, niece, nephew, grandparents of a spouse. 23.2 Part time, casual and contract employees (while working) shall be paid for an equivalent number of days off. The payment to be calculated on the same basis as a statntory holiday under the Employment Standards Act. 23.3 Employees receiving P .I.L.B. will not receive pay for bereavement/compassionate leave. Page #18 23.4 Bereavement leave must be taken to coincide with either the date of the funeral or memorial service. 23.5 Common-law status is recognized but in no event shall an employee be eligible for leave for a former common-law relationship or relationship by marriage which has since been terminated by formal separation, divorce or annulment. 23.6 Additional unpaid days off for extenuating circumstances (i.e. prohibitive travelling distance) shall be granted at the discretion of the senior manager, to a maximum often (10) days. 23.7 When an employee cannot attend the funeral of an immediate family member because of geographical distance, he shall receive pay for one day at his regular rate for the day of the funeral. Such payment will be made only in respect of the employee's absence from work on a regularly scheduled work day. 23.8 If an employee/councillor of the Municipality of Kincardine passes away, any employee may attend the funeral, subject to staffing approval by the senior manager. These hours shall be paid by the Municipality. Please note that if an employee does not attend the funeral then it is expected that he/she will be in attendance at the workplace. 23.9 In the event that bereavement leave is required while an employee is on paid vacation, the affected paid vacation will be re-credited to the employee. 24.0 JURY AND COURT DUTIES 24.1 In the event that an employee is called for jury duty or is subpoenaed as a court witness, the Corporation shall pay the employee his regular pay for each day that the employee is required to be absent from work provided that the employee: a) advises the Corporation immediately upon notification that the employee will be required to attend; b) presents proof of service to the employer; c) promptly repays the amount (other than expenses paid to him) which he receives for such attendances; and d) reports to work when not required at court. 25.0 PREGNANCY/PARENTAL/ADOPTION LEAVE Coverage: All employees Statement: Pregnancy, Parental or Adoption Leave is available to all employees who qualify, as per E.S.A. 25.1 Pregnancy Leave Pregnancy Leave will be granted in accordance with the Employment Standards Act. 25.2 ParentaIJAdoption Leave Parental/Adoption Leave will be granted in accordance with the Employment Standards Act. 26.0 PENSION BENEFITS AND RETIREMENT 26.1 All regular full-time employees shall, upon hiring, he enrolled in the Ontario Municipal Employees Retirement System (OMERS). The Municipality shall deduct from all employees' pay the contributions required by the Plan and the Mlll1icipality will make such contributions on the employees' behalf as required Page #19 by the Plan and Regulations. All provisions of the OMERS Act shall apply with respect to transfers, payments, etc. Exceptions - Any employee, who elected prior to 1999 to participate in employer shared RRSP in lien of OMERS may continue with the RRSP instead of OMERS. They will have the option to change to our OMERS plan if they request to do so. All payments to either plan shall be of the same percentage value in order to meet pay equity principles. 26.2 Part-time, casual and contract employees may join the OMERS pension plan if they so desire, provided that the eligibility requirements of OMERS are met. 26.3 Employees who qualify for an early retirement benefit program shall refer to Section 43 for details 27.0 CONFERENCES AND CONVENTIONS 27.1 Employees authorized to attend conferences and conventions shall receive expenses as outlined on Schedule "C" attached to and forming part of this Agreement. All submitted expenses, except for mileage, meals and gratuities, must be substantiated with receipts. 28.0 STORM POLICY Purpose: lbis policy will give clear direction to both council and administration to ensure .that safe decisions are made with respect to the cancellation of public meetings and/or municipal administration workdays. Scope: This policy applies to council, committees and municipal staff Process: A. Council and Committees In the event of inclement weather, the Mayor/Committee Chairperson will be the person who will make a decision to cancel, continue or reschedule public meetings. The decision of the Mayor/Committee Chairperson shall be predicated upon the safety of the individuals who attend the meetings and thus their consideration should reflect: - current weather conditions - current weather reports - status of highway closures - forecast conditions at end of meeting/workday In order to ascertain the above noted considerations the Mayor/Committee Chairperson shall have the following resource people available for advice: 1. OPP for highway conditions 2. Public Works Manager for existing conditions 3. Airport Manager for weather forecast If a decision is made to cancel, continue or re-schedule a meeting the Mayor/Committee Chairperson shall instruct the CAO/Senior Manager to invoke a notification of all meeting participants. When Highway 21 has been declared closed at 3:00 p.m. on the day ofthe meeting, the meeting shall be cancelled. Page #20 The CAO/Senior Manager shall take into account the nature and subject of the meeting being cancelled, continued or rescheduled, and shall make appropriate notification utilizing whichever method is most appropriate (telephone, email, TV, radio) B. Administration With respect to the municipal workforce the following individuals or designate shall be the decision-makers: 1. Municipal Administration Centre - CAO 2. Public Works Department - Public Works Manager 3. Emergency Services - Administrative Fire Chief 4. Recreation - Recreation Director Listed managers shall take the identical consideration into affect with respect to the closure of offices, due to inclement weather. Process Each manager shall make his/her decision to close a facility with regards to safety issues early in the morning period, and shall have a prearranged telephone fan-out contact list. Replacement of lost time bv employees All time lost due to inclement weather, while office/facility officially open, may be addressed by each employee by one of the following means: a) Use of bank time b) Use of vacation time c) Use of floater day d) Work from home or other location, as pre-arranged by the supervisor. e) Unpaid leave In the event that a decision to close the office/facility has not been made, employees will be given a one hour "grace" period to ensure their personal safety while driving our road network. When an employee takes time over and above the one hour "grace" period this time shall be made-up by the employee. If during the day weather conditions warrant the closing of the offices/facility, as detennined by the CAO, the employees affected will be asked to leave so as to arrive home safely. Employees shall be credited with a full day of work. In this situation notification of office closure shall be advertised to the public by means ofthe local media. No legal liability, in any way, shall be assumed for cancellation of any meeting/workday under this policy. 29.0 SHIFT PREMIUM 29.1 All regular employees that are shift workers shall be paid shift differential pursuant to Schedule nEn attached to and fonning part oftms Agreement. 29.2 Shift differential shall not be paid for hours worked as outlined on Schedule nEtt if those hours are worked as part of a flex schedule enabling employees to work longer hours during the week in order to take time off in lieu of those hours. 30.0 STAND-BY REMUNERATION 30.1 Employees entitled to stand-by remuneration shall be remunerated pursuant to Schedule "F" attached to and forming part of this Agreement. Page #2 I 31.0 MEETING ALLOWANCE 31.1 Committee Secretaries that are not IDWlicipal employees shall receive $75.00/meeting for all meeting preparations, meeting time and minutes. 32.0 STEP-UP PAY 32.1 When a regular employee is assigned by his supervisor to perfonn all or any part of the duties of a position, other than his own, which has a pay grade higher than his own for a period of at least one day (one day = regular scheduled shift), the employee may be entitled to step-up pay. Detennination for a replacement employee shall be at the discretion of the senior manager. (The step up plan that is created by each Senior Manager must be approved by the C.A.O.) 32.2 Non-Management Employees: Step up pay shall be calculated as follows: If an employee in Group 1 c to Group 11 is stepped up to a Group not greater than Group 11, the stepped up employee shall move to the Group of the employee they are replacing at the equivalent step that the stepped up employee is currently being paid. 32.3 Non-management employees who are stepped up to a Group greater than 11 it is recognized that hours of work and overtime are treated differently for each group, therefore the step up pay shall be calculated as follows: A) The employee shall move to the Group of the position that they are replacing aud be paid at the step 1. B) In the event that the individual being stepped up does not receive a minimum 15% dollar value increase, then they will receive 15% step up pay. 32.4 Senior Management Employees The step up pay shall be calculated as follows: A) The employee shall move to the Group of the position that they are replacing and be paid at the step 1. B) In the event that the individual being stepped up does not receive a minimum 15% dollar value increase, then they will receive 15% step up pay. 32.5 Due to the various scenarios that could be created by the step-up pay situation, the Human Resources Department may have to make minor interpretations to deal with specific situations. 32.6 The employee is expected to be available for the duration of the step up period. Therefore employee should not schedule vacation or bank time during this stepped up period. If the stepped up period is greater than one month in duration the employee may schedule vacation and banked time off in cooperation with the Senior Manager. 32.7 If a statutory holiday falls withiu the period that the employee is stepped up, the step np pay still applies. Page #22 33.0 EMPLOYEE RECOGNITION PLAN Coverage: All permanent regular full/part time & recurring seasonal employees. Statement: The Corporation will recognize and reward all employees for their years of service and contribution to the Corporation. 33.1 Recognition of service shall be for regular full/part time & recurring seasonal employees reaching 5, 10, 15,20, 25 and 30 years of service. 33.2 Employee(s) will receive an appropriate corporate memento and/or gift as outlined below in recognition of their contribution and years of service. 33.3 The date used to calculate service for the purpose of this policy will be the year of regular full time, regular part time or eligible service & credited service with the Municipality of Kincardine or pre-amalgamation municipalities. This rate will be based on a calculation of91O hours per year (minimum standard). All hours will be accumulative for the basis of these calculations. 33.4 Service Recognition Awards: 5 Years: $50 -Dinner Gift Certificate from 10 Years: Gold tie-pin or gold pendent with murucipallogo or set of crystal wine glasses with inscribed Municipal Crest. Not to exceed $100.00 in value. 15 Years: In recognition of your birthday the employee receives 1 additional day off with pay (year. 20 Years: Gold Watch with Engraving/or Gold Bracelet with Engraving. Not to exceed $250.00 in value. 25 Years: Municipal Gold Ring with Crest. Not to exceed $275.00 in value. 30 Years: Employee's choice of a gift up to $300.00 in value. Retirement: Monetary Gift ofa value of$50.00 per year of service for bona fide retiring employees. Retiring employees will be given the option to be recognized at the Christmas Party as a retiring employee. *Dinner gift certificates to be used at any restaurant in the Municipality of Kincardine Notes: a) In October of each year, Human Resources Department will provide to Senior Managers, for verification, a list of those employees who will qualify for a service recognition award for the current year. b) The service recognition awards will be presented to the employees prior to December 31. c) Costs associated with recognition and retirement will be included in the respective department's budget. d) The Fire Department will develop their parallel service recognition award and retirement schedule using this schedule as a draft. e) The Municipality will pay for all dye charges for pendants, pins etc. Page #23 34.0 NEGOTIATION PROCESS Preamble: The intent of this tripartite agreement is to foster employee relations in balance with fiscal responsibility by the employer. This agreement contains personnel policies that are common to both employee groups (Non-Management & Senior Management) and clauses that are specific to each group. Therefore, the spirit of this tripartite agreement is to allow mutual gain through the use of one common agreement, yet prohibit employee groups from commenting on clause/policies that are not applicable to that group. 34.1 The negotiation process is a defined process to evaluate the Agreement over a defined period of time. (Length of Agreement). 34.2 The C.A.O. and two members of the Corporate Services Committee will negotiate on behalf of the Municipality and report to closed session of Council/Committee of the Whole to obtain authorization and/or general comments from Council. 34.3 The regular full and part-time non-management employees shall choose from amongst themselves a ltnegotiating committee", which shall consist of no more than five members, who shall be the liaison between the non-management employees and the Negotiating Committee of the Municipality. An employee who sits on the Employee Negotiation Committee shall not be subject to discrimination or punitive action by Council because of his/her involvement with the Employee Negotiation Committee. 34.4 Senior Management employees, with the exception of the Chief Administrative Officer, shall form a separate negotiating group from those employees outlined in Schedule D. 34.5 The Chief Administrative Officer shall negotiate separately with the Negotiating Committee of Council. 34.6 On or before Sept. 15th of the year prior to the year for which negotiations are being undertaken, the employee negotiating groups shall present to the Chief Administrative Officer, confidentially, in writing, their requests for salary and benefits for the following year. The Chief Administrative Officer shall then meet with the Corporate Services Committee, in camera, and schedule meetings with the employee negotiating groups to discuss the requests. This negotiating process may require several meetings. 34.7 It is the general intention of the Municipality 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 shall be required to adjust to Council's schedule. 34.8 Nothing in this section shall preclude the Council and employees from agreeing to a multi-year salary and benefit package. 34.9 The Employees Group members will be paid for up to 12 hours/year for bona fide employee meetings. The rate of pay shall be straight time. The "Employee Group" meeting shall be documented, with the time/date submitted to the Human Resources Department. 35.0 ANNUAL EMPLOYEE EVALUATION 35.1 An evaluation of each full or part-time employee's job performance will be carned out each year. A new employee hired after September 1st may be exempt from this process with the exception of the evaluation required during the probationary period or unless the terms of hiring make an exception. 35.2 Evaluations shall be in writing and completed by the employee's immediate supervIsor. 35.3 In the case of the C.A.O.'s evaluation it shall be completed by the Mayor/Corporate Services Committee. Page #24 35.4 The evaluation is to be completed pnor to the calendar year end for each employee in the following manner: (i) Sufficiently before the completion date, the supervisor shall write down an evaluation of each employee!s job performance under his jurisdiction, using the form supplied by the Human Resources Department. He shall give one copy of the completed form to the employee for his perusal. (ii) Within one week of the receipt of his copy the employee shall meet with the supervisor to discuss the evaluation. lbis meeting shall be scheduled by the supervisor. The employee shall write his comments or complaints on the evaluation form and shall sign it. The employee's signature does not certify his agreement with this evaluation, but indicates that he has read it and discussed it with his supervisor. (iii) In the event of disagreement, the employee may follow the complaint procedure outlined in Section 45 of this Agreement. A copy of the completed evaluation shall be provided to the employee. A copy, marked "Confidential!1 shall be provided to the Human Resources department for filing in the employee's human resource file. Only the employee and the appropriate senior manager are to have access to the evaluation. (iv) The supervisor shall report to the Human Resources department any employee who has not received a successful evaluation. 36.0 EMPLOYEE ADVANCEMENT AND RECLASSIFICATION 36.1 Employees shall annually progress from one step to another within their position's pay grade on January 1 st, provided the employee's perfonnance evaluation is "satisfactory" or better. The employee must accumulate a minimum of9l0 hours before being moved to the next step. New employees who start part way through the year will be subject to the 910 rule and if they meet this standard they are eligible to move to the next step as of January 1st of the proceeding year. (The 910 rule will apply for movemeut of each step). 36.2 A position's pay grade may be reviewed upon application to the Human Resources department who shall detennine if a review is in order. If the applicant is dissatisfied with the Human Resources department decision, he/she has recourse to the complaint procedure outlined in this Agreement. 37.0 SICKLEAVE Coverage: All Regular full-time employees & regular part-time employees working a minimum 20 hrs/week. Statement: The Corporation will provide to eligible employees a salary continuance insurance plan to protect its employees from financial hardship in the event oflegitimate, substantiated illness or accident in the fonn of sick leave. 37.1 Every regular full-time employee shall be entitled to accumulate sick leave at 1 1/2 days (based on 7 hrs/day for 35 hrs/work week and 8 hrs/day for 40 hrs/work week) per month worked from date of hire at one hundred percent (100%) of salary (18 days per year). The earned sick leave shall be cumulative from year to year to a maximum of one hundred and eighty (180) working days. The maximum number of accumulated sick days for grandfathered employees with more than 180 as at January 1St, 1999 shall not increase, but shall decrease by usage until it falls below 180 whereupon the maximum of 180 shall apply. 37.2 New hired full time employees shall be credited with the first four months of sick leave allowance (or 6 days) but have to earn these over the first 4 months of employment. New hires will at the end of 4 months have a sick leave balance of (4 months X 1 1/2 days) six days less any used sick days and this total will be used as part of the year-end calculation of sick time at 1 1/2 days per month. Page #25 37.3 (For Calculation Purposes) Regular part-time employees shall receive sick leave hours pro-rated against the regular full-time employee entitlement based on the percentage of hours worked in the previous year. For example, a regular part-time employee who, in the previous year, worked 1,095 hours compared to that of a regular full-time employee (40 hrs/wk) would be entitled to 53% fifty-three percent (1,095 divided by 2080) of the regular full-time employee's sick leave allotment (53% x 18 days x 8 hrs ~ 76 hrs sick time. A regular full-time employee (35 hrs/wk) would be entitled to 60% sixty percent (1,095 divided by 1820) of the regular full-time employee's sick leave allotment (60% x 18 days x 7 hrs ~ 75.5 hrs). 37.4 There shall be no sick leave paid for absence caused by accident or illness for which an employee is receiving Workplace Safety and Insurance Board benefits. 37.5 No sick leave shall be earned by an employee who is absent from work in that month for more than eleven (11) working days for any reason other than vacation, a Workplace Safety and Insurance Board claim or jury duty. 37.6 A senior manager may require a medical certificate and/or medical evidence of appointments after three consecutive days' absence. The certificate is to be completed by a duly qualified medical practitioner certifying to the inability of the employee to attend work, and if the sickness continues from time to time thereafter, as the Municipality requires. Failure to provide requested medical certificate could result in no pay for the period of absence. The Municipality shall reimburse the employee for the cost of obtaining such certificates. 37.7 Where an employee has accumulated sick leave hours, he/she shall be entitled to use sick time for the purpose of the employee attending medical or dental appointments. The employee must advise his or her supervisor in advance of the appointment. Time used for appointment must be noted as appointment on the timesheet. Appointment time will be deducted from sick time. 37.8 Special sick time consideration will be at the discretion of the c.A.O. 38.0 ILLNESS WHILE ON VACATION 38.1 An employee who becomes ill while on vacation shall not be placed on sick leave unless hospitalized or confined to residence by doctor's orders. (Under exceptional circumstances in case of serious illness, sick leave may be granted at the discretion of the Chief Administrative Officer.) 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. 38.2 The decision to transfer from vacation to sick leave must be based on reliable medical evidence and made by the Chief Administrative Officer on a physician's advice. All cases of requests for such consideration must be referred to the Chief Administrative Officer without exception. 38.3 In cases of long-term continuous absence, a medical certificate must be provided for every twenty (20) days of absence. This medical certificate must state the latest date of medical examination, and the expected date of the employee's return to work. 38.4 An employee who is unable to return to work because of illness must notify his immediate Supervisor prior to the commencement of his regularly scheduled working day and must advise the Supervisor of his expected date of return to work. Page #26 39.0 MEDICAL BENEFITS General 39.1 The Mllllicipality of Kincardine reserves the right to select the insurance carrier for medical benefits. In all cases, the sole obligation of the Municipality is to detennine the benefits to be provided under the planes) and pay the premiums required by the planes). Any disputes regarding the administration of the plan or payment of benefits lie between the employee and the insurance camero The Human Resources Department will act to assist employees in areas of dispute. 39.2 Medical benefits are optional with each employee and not a condition of employment, where they are already otherwise covered. 39.3 The Municipality of Kincardine shall pay 100% (one hnndred percent) of the billed premium for Medical Benefits (i.e. Co-operators and Green Shield) for eligible employees. (This program may be reevaluated after 2 years) 39.4 Coverage commences on the first date of employment. 39.5 In the event that a regnlar full-time employee dies while employed by the Municipality, the Municipality shall continue to pay extended health care, vision plan, and dental plan premiums on behalf of that employee's dependants 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 Municipality. This section shall not apply if the insurance company in effect at the time does not offer this benefit as an option. 39.6 Extended Health Care 39.7 Particulars of the benefit plan are outlined in the insurance company's handbook to employees and are subject to the provisions of the insurance plan documents. 39.8 Employees shall be reimbursed costs covered under the benefit pursuant to the applicable insurer's 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. 39.9 Dental Benefits Particulars of the benefit plan are outlined in the insurance company's handbook to employees and are subject to the provisions of the insurance plan documents. 39.10 Premiums and benefits shall be based on the Ontario Dental Association fee schedule, which is one year behind the year in which the service is provided. Any disputes regarding the administration of the plan or payment of benefits lie between the employee and the insurance carrier. 39.11 Vision Care Particulars of the benefit plan are outlined in the insurance company's handbook to employees and are subject to the provisions of the insurance plan documents. Includes coverage for eye exams once every 24 months to a maximum of$90.00 39.12 Any disputes regarding administration of the plan or payment of benefits lie between the employee and the insurance carrier. 39.13 Safety Glasses Option #1 Employee supplied exterior safety glasses provided by the Municipality of Kincardine. (All employees, if required) Option #2 Prescription safety glasses up to *$225.00 every 36 months or sooner with written certification from an optometrist/ophthalmologist that the prescription has changed significantly in that it may affect safety. (Offered, if required, to Regular Full-time, Regular Part-time and Recurring Seasonal Employees). *Receipts must be forwarded to the Human Resources Department, which will be paid with regular accounts from the employee's department budget. Page #27 Regular Full-time, Regular Part-time and Recurring Seasonal Employees have the choice of Option #1 or Option #2 above. 40.0 LONG TERM DISABILITY 40.1 Long-tenn disability shall be provided to all eligible employees. Particulars of the benefit plan are outlined in the insurance company's handbook to employees and are subject to the provisions of the insurance plan documents. 40.2 The Municipality ofK.incardine reserves the right to select the insurance carrier. Any disputes regarding the administration of the plan or payment of benefits lie between the employee and the insurance carrier. 40.3 Eligibility for long-tenn disability benefits shall be detennined by the insurance company. 40.4 The Municipality shall pay 100% of the billed preminm for the long tenn disability plan. 40.5 Employees on long-term disability may, after 12 months, cease to be an employee of the Municipality. 40.6 Subject to the above policy, the Municipality reserves the right to accommodate employees, who are able to return to work after being on LTD in excess of 12 months. 41.0 LIFE INSURANCE. ACCIDENTAL DEATH AND DISMEMBERMENT fA. D. &Dl 41.1 Life insurance shall be provided to all eligible employees. Particnlars of the benefit plan are outlined in the insurance company's handbook to employees and are subject to the provisions of the insurance plan documents. 41.2 The Municipality reserves the right to select the insurance carrier. Any disputes regarding the administration of the plan or payment of benefits lie between the employee and the insurance carrier. 41.3 The Municipality of Kincardine shall pay 100% of the billed premium cost for life, A.D.&D., and dependent life insurance coverage for eligible employees. 42.0 WORKPLACE SAFETY AND INSURANCE BOARD (WSIB) 42.1 Employees must report injuries to his supervisor or designate immediately following such an injury. Failure to report may result in no compensation payment. The employees supervisor will take all steps necessary to ensure the employee receives appropriate acute medical attention, as per the requirements of the OHSA and WSIB. 42.2 If an employee believes that a condition has arisen because of work related injury at a later date, they must notify the supervisor immediately. 42.3 The supervisor shall document all cases of injury and report any significant lost time accidents immediately to the CAD. 42.4 In the case of death or serious injury (as defined in the OHSA) to an employee while at work, the CAO will notify the Mayor innnediately. The CAO and the employees supervisor will brief Council at the earliest opportunity. 42.5 All employees are to use and wear the appropriate personal protective equipment (as per the PPE requirements under OHSA), in the proper manner, while working for or on behalf of the Municipality. Failure to do so, may result in disciplinary action. Page #28 42.6 Employees approved for Workplace Safety Insurance Board payments shall not receive his or her regular salary during that period, and shall receive Workplace Safety Insurance Board payments pursuant to rules and regulations prescribed by the Workplace Safety Insurance Board. 42.7 If a delay of more than 15 days after the employee's last pay cheque, an advance of up to 75% of the employee's net pay can be approved by the CAD. If the claim is not approved by the Board, the employee must reimburse the Municipality any funds advanced. In this scenario the employee may utilize accumulated sick leave or vacation credits. 42.8 Employees off work and receiving WSIB benefits shall receive all health benefits as would normally be received had the employee been at work, until retirement, unless stipulated othenvise in this Agreement, provided the employee pays their share of the applicable premiums. 43.0 EARLY RETIREMENT BENEFITS Coverage: Employees who retire early with the qualifying factors listed below. Terms: 1. Eligibility is based on the employee being a minimum age of 55 with ten (10) years of continuous service with the Municipality. At the end of the month, upon reaching their 65th birthday this benefit plan will tenninate. 2. Extended Health Coverage will be made available to early retirees under the terms and conditions set out in this Agreement. Please note that the cost for Extended Health shall be funded by the employee/employer on a SO/50 basis. 3. Life Insurance Life insurance and AD & D will be made available to early retirees, at the level of one (1) times the annual salary, frozen at the date of retirement. The employee will pay 50% of the premium costs. 4. Dependent Life Insurance Dependent Life Insurance will be made available to early retirees, under the terms and conditions set out in this Agreement at the date of retirement. The employee will pay 50% of the premium costs. 5. Semi-Private Coverage Semi-Private Coverage for hospitalization will be made available to early retirees. The employee will pay 50% of the premium costs. 6. Dental Dental will be made available to early retirees. The employee will pay 50% of the premium cost. Note: Employees working greater than 20 hrs! week who receive municipally paid benefits prior to their retirement, may choose to take the above on a pro-rated basis. Page #29 44.0 SPECIAL DEDUCTIONS & BENEFIT Coverage: All employees Statement: The Corporation may offer certain plans that employees may partake (i.e. CSB/Computer Purchases). Note: RSP's are grandfathered and will not be offered to any other employees. 44.1 If a special deduction plan is authorized, only those employees who wish to participate and who provide properly signed documentation authorizing such deductions will be affected. 44.2 Information about special deduction plans will be circulated as deemed appropriate by the Corporation. 44.3 Use of the Davidson Centre Health Club is provided by the Municipality of Kincardine as a benefit to encourage healthy living. It is provided to all employees, councillors, spouses, retired employees and dependant children living in the home of the immediately mentioned groups above. The Davidson Centre Health Club includes the use of the gym, pool and sauna facilities. 44.4 High Speed Internet discount through Bruce Telecom. (For details please contact Bruce Telecom) 44.5 Cell phone discount through Bruce Telecom. (For details please contact Bruce Telecom) 44.6 Computer purchases through payroll deduction Employees may purchase one computer system/term up to a value of $3000.00. No additional computer purchases can be made until the terms of each repayment has expired. See Schedule' J" for term information 45.0 COMPLAINT PROCEDURE Coverage: All employees Statement: The Corporation will provide a mechanism for any employee who has cause for complaint to obtain a fair and equitable hearing. This procedure in no way will supersede an employee's right under complaints of harassment or other rights under the Human Rights Codes of Ontario and Canada. Procedure: Step 1 An employee who has an issue must first verbally discuss the complaint with his immediate superior. Step 2 Failing a satisfactory settlement of the complaint, the employee may, within five working days of the alleged incident, submit the complaint in writing to his Senior Manager. The Senior Manager and the Supervisor will meet with the employee in an attempt to resolve the complaint. The Senior Manager will render a decision in writing within five (5) working days of the meeting. Page #30 Step 3 Failing satisfactory settlement of the complaint by the Senior Manager, the employee may, within five (5) working days of the receipt of the Senior Manager's written reply, notifY the Chief Administrative Officer, in writing, requesting an opportunity to present the complaint to the Human Resources Department. The Human Resources Department shall render a decision in writing within five (5) working days of the meeting. Step 4 Failing satisfactory settlement by the Human Resources Department, the complaint will be placed on the confidential agenda of the next Corporate Service's meeting. The Senior Manager and employee involved, will be invited to attend. The employee will be given an opportunity to state his/her case in camera, and to hear the reply of the Senior Manager. Both parties will then be required to withdraw from the meeting. Corporate Services will then consider the complaint and render a decision. Council shall be informed of the Corporate Service's decision. StepS Failing a satisfactory settlement of the complaint, the employee may, within five working days of the written decision in step 4, submit the complaint in writing to Council, in camera, at the next regularly scheduled session. The decision of Council shall be final and binding. (Please note the process in Step 4 will be adhered to). Senior Managers Issues from Senior Managers will be processed by the Chief Administrative Officer. Complaints from Senior Managers in response to any disciplinary action(s) taken by the Chief Administrative Officer will be processed in the following manner: a) The Senior Manager will provide his complaint in writing within five (5) days to the Chief Administrative Officer, who shall have five days to respond in writing after the meeting. b) Failing satisfactory settlement at Step a) above, the complaint will be submitted to the Corporate Services Committee. i) Complaints dealing with disciplinary actions will be decided upon by Corporate Services. Upon written decision by Corporate Services the Senior Manager may appeal to Council, subject to the same process as previously set out for all employees. ii) All appeals to Council will be dealt with in closed session. The decision of Council shall be final and binding. Chief Administrative Officer Issues of the Chief Administrative Officer will be processed by the Corporate Services Committee, with appeals to Council. Corporate Services/Council may: a) refuse to hear a frivolous complaint, b) appoint a third party to hear the complaint and provide an opinion for Corporate Services/Council, c) waive the established time limits in order to deal with the right and just substance of the complaint. Page #31 46.0 HARASSMENT POLICY 46.1 Every employee of the Municipality has a fundamental right to a work place free from harassment (derived from gender, race, religion, sexual orientation or any other identifYing characteristic of the individual's makeup) by the employer, agent of the employer, elected official of the Municipality or by another employee or committee member. The Municipality is committed to providing a work place, which demonstrates mutual respect for one another as employees and individuals and is thereby free from harassment. Note: This policy is not meant to inhibit relationships based on mutual consent or normal social contact between employees. Further, specific comments with regard to work performance as part of regular job evaluations shall not be deemed to be harassing in nature rather they shall be construed as the supervisor's mandate to provide constructive criticism to his/her subordinates. 46.2 Harassment shall be defined as any action, verbally or non-verbally conveyed to an individual that is known or ought reasonably to be known to be unwelcome to the receiver. 46.3 Management's Responsibility: Senior Managers who are aware of, or who ought to be aware of harassment taking place in their work unit, must take appropriate action to stop it. Each senior manager shall receive each complaint to be acted on in good faith with the assumption that the complainant believes that harassment is taking place. The senior manager shall inform the complainant of their options be they formal or informal in this regard including the possibility of notifYing the police. Any senior manager who does not inform the complainant of their options or a senior manager, who does not investigate and take appropriate action in circumstances of this nature, may be disciplined. The senior manager shall, upon receiving a complaint that may be criminal in nature, notify the CAD for immediate investigation, which mayor may not result in contacting the Ontario Provincial Police. 46.4 Employee's Responsibility: Every employee of the Municipality of Kincardine shall have the responsibility to ensure a workplace free from harassment. 46.5 Employees who witness harassment have a responsibility to report their observations to a senior manager. 46.6 Any employee found to have engaged in any type of harassment shall be disciplined up to and including dismissal. 46.7 Elected Officials Responsibility: Council are deemed to hold the same status as management employees with regard to this policy. COMPLAINT PROCEDURE 46.8 The complaint procedure shall be pursuant to the following sections (Informal or Formal Procedures). The complaint shall be advised of the due process and shall select one procedure Page #32 46.9 INFORMAL PROCEDURE The informal procedure shall be as follows: It shall be recognized that harassment is not easily defined and in many instances people harassing may be unaware that their actions are creating discomfort. The complainant shall write a letter to the harasser's senior manager informing herlhim of three things; 1) What action was taken; 2) How this action creates discomfort; 3) That the actions must stop. 46.10 The letter will be hand delivered to the harasser and a copy will be retained by the complainant and by the senior manager engaged by the complainant to act as ombudsman. The letter shall also be retained and could be used as evidence during a formal investigation. 46.11 The letters are to be kept in a secure area by the Hwnan Resources Department but NOT in the employee's personnel file. 46.12 RECOURSE PROCEDURE In the event that the informal procedure has taken place and either party are not satisfied with the results, he/she may start the formal appeal process. Note: this recourse procedure is subject to a 30 day time limit. 46.13 FORMAL PROCEDURE Every complainant shall be informed that there are formal or informal options available to himlher. 46.14 If the complaint is criminal in nature the complainant shall be informed immediately that the matter is being referred to the police for investigation. Senior Managers are encouraged to assist the employee by supporting the employee during any police investigation. 46.15 Only the complainant may determine if the formal or informal procedure shall be followed, except in the case of a criminal matter. 46.16 Should the complainant choose to have the complaint formally investigated the following shall apply. 46.17 A written letter shall notify the accused harasser's senior manager that a formal complaint has been lodged. In the case of the C.A.O. or a member of Council being the accused, the Mayor shall be notified. In the case of the Mayor the Human Resources Department and Deputy Mayor shall be notified. The senior manager shall then notify the CAD that an investigation has been initiated. This procedure shall be followed by the senior manager informing the Human Resources Department that written notification has been received by the C.A.O. The senior manager shall then have ten working days to interview colleagues of the complainant and the accused harasser in order to determine the nature of the complaint, and the circumstances surrounding it. After the ten days have elapsed, the Human Resources Department investigating will notify the complainant and the accused by written registered mail that a hearing will be held. Included in the letter shall be a caution advising both parties that legal counsel may be retained, by any and all parties interested in the matter. Such hearing shall be held within seven to fourteen days after the completion of the investigation. Page #33 HARASSMENT HEARING PROCEDURE Panel (Closed Session Hearing) 46.18 The hearing will be held in front of a panel of three. Included on the panel shall be one member of Council, one management employee and one non-management employee. The specific people shall be named by Council, with recommendations to be provided by the Human Resources Department. 46.19 One member of the panel shall act as chair and will run the hearing. 46.20 The chair, as well as all members of the panel, may take notes during the hearing. In addition, a recorder (minute taker) shall be used to provide a verbatim transcript of the proceedings. 46.21 Upon conclusion of the hearing the panel reserves the right to consider the reimbursement of the innocent parties legal cost. 46.22 Emptoyees It is not a requirement for the Municipality to pay for either employee's legal costs. 46.23 Procedure There are two options: 1) Both employees are present for the hearing Goint presentation); or 2) Employees may present their evidence separately and not in the presence of each other. Full disclosure to the other party will be mandated. Both employees should agree on whether option I or 2 is chosen. If they cannot agree, the panel shall decide after considering the specific circumstances and reason for the disagreement. 46.24 Option 1 - Joint Presentation The Chair shall call the hearing to order and advise that this is a hearing under the Municipality's Consolidated Personnel Agreement with respect to a harassment charge made by one employee against another person. For ease of understanding, the term llplaintiff' shall be used for the employee making the charge, and the tenn "defendant" shall be used for the person who is the alleged harasser. 46.25 The plaintiff shall first address the panel, outlining the charge and any other pertinent information the plaintiff believes the panel should hear. The plaintiff may call witnesses to substantiate his or her charges. The plaintiff will speak without interruption by the defendant, or defendants agent. 46.26 The defendant shall then be given an opportunity to respond to the charges. The defendant may call witnesses as well. The defendant will speak without interruption by the plaintiff, or plaintiffs agent. 46.27 The Human Resources Department shall then present their investigation results. This may involve calling further witnesses. The Human Resources Department shall, prior to the hearing, make available a copy of his /her investigation report to the members of the panel, the plaintiff, or the defendant. 46.28 Members of the panel may at any time question any of the persons involved in the hearing. Page #34 46.29 Cross-examination of the plaintiff and the defendant by each other shall not be permitted unless both have retained legal counsel and representation. In the absence of legal representation, the plaintiff and/or the defendant may pose questions to the other through the chair of the panel. The panel shall decide if such question shall be posed to the plaintiff and/or defendant. 46.30 Following the presentation, both the defendant and the plaintiff shall have a final opportunity to rebut Of answer anything that has been presented. 46.31 The chair shall then adjourn the hearing, following which the panel shall make its recommendations to Council. 46.32 Option 2 - Separate Presentations The chair shall call the hearing to order and advise that this is a hearing under the Municipality's Consolidated Personnel Agreement with respect to a harassment charge made by one employee against another person. For ease of understanding, the term "plaintiff' shall be used for the employee making the charge, and the term "defendant" shall be used for the person who is the alleged harasser. 46.33 The plaintiff and the supervisor shall be present in the room along with the panel. 46.34 The plaintiff shall first address the panel, outlining the charge and any other pertinent information the plaintiff believes the panel should hear. The plaintiff may call witnesses to substantiate his or her charges. A verbatim transcript shall be provided to the defendant. 46.35 Following a minimum of two (2) and a maximum of five (5) working days have been provided to review the transcript, the hearing shall reconvene with the defendant being given the opportunity to answer the charges made by the plaintiff. The defendant may call witnesses. Again, a verbatim transcript shall be kept and provided to the plaintiff. 46.36 The defendant shall then leave the hearing. The Human Resources Department shall then present the findings of his/her investigation into the matter. Witnesses may be called. A further transcript of this presentation shall be provided to both the plaintiff and the defendant. The hearing shall then be temporarily adjourned. 46.37 The hearing shall reconvene after a minimum of two (2) and maximum of five (5) working days have been provided for a review of the transcripts by the plaintiff and the defendant. The plaintiff and the defendant shall then be given separate opportunities to make a final "rebuttal" based on all evidence submitted. Transcripts of these final presentations shall also be made and provided to all parties. 46.38 The members of the panel may at any time question any of the persons giving evidence or submissions. 46.39 The chair shall then adjourn the hearing, following which the panel will make its recommendations to Council. 46.40 The implementation of any disciplinary measures shall be a matter between the employee and the employee's senior manager. Council, based on the report of the panel, shall determine disciplinary procedures. The report of the panel is confidential to Council alone. Page #35 47.0 ALCOHOL/DRUG/EMOTIONAL PROBLEMS Coverage: All employees Statement: 47.1 The Corporation shall provide guidance to employees who develop social or health problems as a result of drug or alcohol abuse, or emotional problems which affect the quality of their job performance. The objective will be to identifY employees whose work habits are affected by an alcohol/drug problem or an emotional problem and to attempt to assist in correcting an employee's work habits, through the establishment of a rehabilitation program or treatment program, or if necessary, through disciplinary action. It is recognized that successful rehabilitation of an employee will result in an increase in productivity and improve general morale. 47.2 Procedure: Assisting an employee who has a drug/alcohol problem or emotional problem is a co-operative venture of the individual employee and management and may require referral to, and assistance from, one or more treatment agencies listed at the end of this policy. It has been found that this team concept produces the best results. Clear directions from management are required to motivate the employee to accept help. The success or failure of the rehabilitation programs/treatment programs will be measured through work performance and attendance data. The facts should therefore be properly recorded and brought to the employee's attention on a regular basis. The employee needs to know that in the end, their job depends on their successful rehabilitation. Step 1 Whenever it is suspected that poor work performance, attendance, employee relations or other problems indicate the existence of a drug/alcohol/emotional problem, the Senior Manager will conduct an interview with the employee. The employee is informed by his Senior Manager that their work must improve within a specified time frame (usually one month), or a formal letter of warning will be issued to the employee. The employee is then informed of the resource agencies. Details of this interview are to be recorded by the Senior Manager and filed with Human Resources Department. NOTE The employee may actually initiate this step, and in fact the employee should be encouraged to do so. Step 2 A confidential record of the employee's performance is maintained by the Human Resources Department who, after the time frame specified in Step I, either files a report stating that the employee's problems are being resolved or alternatively sends a letter of warning that suspension or other action will follow repetition of the action(s) outlined. Again, the Senior Manager must specify a time frame for immediate improvement. A copy of all warning letters must be filed with the Human Resources Department, and if required, the treatment agency to which referral is made. The employee's work record is maintained regularly and, after the time frame specified in Step 2, the Human Resources Department sends the employee one of the following letters: Page #36 a) if work record has improved and rehabilitation is progressing according to the treatment agency, a letter of commendation is sent to the employee with a note, that their work habits will continue to be evaluated on a regular basis, or b) if work has not improved, a letter of suspension or other action. If the Human Resources Department opts for suspension rather than other action, a new trial period, as per Step 2 must be established. Copies of these letters are to be sent to the Human Resources Department and Senior Manager and the treatment agency involved. NOTE The foregoing procedures are guidelines only and may be altered to cope with specific situations. lbis policy does not bind the Corporation to undertake any rehabilitation procedures. The provisions of any working agreements, must however be strictly followed. Confidential documentation is vital for either the rehabilitation or the disciplinary process. The individual actions of the Senior Manager will be limited to the frame work set out above. Attempts at rehabilitation, including counselling for drug, alcohol, or emotional problems, will be left to the appropriate agencies as listed at the end of this policy or acceptable alternate accredited professionals. Complete and accurate confidential records must be kept on file by the Human Resources Department. 48.0 CODE OF ETHICS Coverage: All employees 48.1 The Municipality has undertaken this initiative in order to both promote professionalism and to ensure that the relationship of trust that exists between staff and the public remains an integral part of local government in Ontario. Since its inception, local government has been understood to be an open, accessible and accountable form of government. 48.2 The purpose of a code of ethics for municipal employees is to foster universal understanding of the fundamental rights, privileges and obligations of a municipal public servant. A code of ethics serves as an embodiment of the basic principles of integrity, honesty, impartiality and common-sense and recognizes that at the very least, a municipal public servant has a responsibility to uphold these principles. 48.3 The proper operation of a municipal government requires that employees be independent, impartial, and responsible to the citizens; that their positions not be used for personal advantage; and that the public have confidence in the integrity of the Municipal employees. 48.4 The Code of Ethics is intended as a guide for municipal employees in their conduct in certain specified areas. It is not intended to be exhaustive or to provide specific guidelines in every circumstance. Policy: 48.5 Private Interests Dermed 1. Private interests are all those aspects of an employee's activity outside those connected with official municipal duties. These include: a) Financial interest; b) Paid and unpaid activities beyond official duty; c) Relationships with third parties who may be: i) employed by the Municipality Ii) doing business with the Municipality Hi) seeking employment or benefits from the Municipality Page #37 2. It is important to emphasize that conflict of interest relates to the potential for wrongdoing as well as to actual or intended wrongdoing. 48.6 Outside Emptoyment 1. No employee may engage in outside work or a business undertaking as an employee or shareholder that: a) Interferes with the performance of duties under the employment of the Municipality; b) May provide an advantage derived from Municipal employment; c) Is likely to influence or affect the carrying out of municipal duties; 2. Employees may take supplementary employment, including self- employment, unless such employment: a) Is performed in such a way as to appear to be an official act, or to represent a municipal opinion; b) Unduly interferes with regular duties; c) Constitutes an additional full-time job. 48.7 Gifts. Favours and Services A Municipal employee shall not accept a gift, favour or service from any individual or organization in the course of the performance of civic duties other than: a) the normal exchange of hospitality among persons doing business, m an amount not to exceed $100.00; (individual level) b) tokens exchanged as a part of protocol; c) normal presentations made to persons participating in public functions. d) gifts to the Mlll1icipality of Kincardine shall be used for the benefit of the municipality and shall not exceed $500.00. Monetary or other payment may not be accepted for the performance of any service connected to municipal govenunent. Employees shall not use the name "Corporation of the Mlll1icipality of Kincardine" to obtain discounts for privately purchased goods and services. Employees shall not receive or demand preferential treatment in the use of mlll1icipal facilities or services unless it is a requirement of formal duties or as provided for lll1der the authority of Council. Exceptions to this section must be approved in writing by both the Mayor and CAO. 48.8 Misuses of Property and Information Municipal property, including vehicles, equipment and material, shall be used only in the performance of municipal duties and shall not be used or converted for personal benefit or use. Unauthorized use of Municipal property for other than civic purposes is not pennitted and may result in disciplinary action. Every employee is held responsible for exercising all reasonable care to prevent abuse to, excessive wear of, or loss of, Mlll1icipal equipment or material entrusted to the employee's care. Page #38 Municipal employees are entrusted 'With information and data used for the administration of the municipal government and not generally available to the public. Moreover, certain employees have access to information of a sensitive or confidential nature, which is not to be made known to others in the Corporate structure. Both types of information must be distributed on a need-ta-know basis only. Systems, procedures, reports and information developed by the Municipality shall not be given or loaned to, or shared with, any other persons, company or organization without the permission of the appropriate Senior Manager. The approval of the Chief Administrative Officer must be secured before information regarding computerized systems is divulged. 48.9 Public Statements The C.A.O. is responsible for making policy statements concerning municipal business to the news media. The Senior Manager may deal with all departmental operational issues. 48.1 0 Criminat Code Offences Any employee convicted of an offence under the Criminal Code of Canada may be suspended from employment dependent on the nature of the offence and its relationship to the duties of the employee. 48. i1 Penalties and Appeats 1. Any infraction or transgression of the Code of Ethics may result in the Municipality taking the following action: a) Instruct the employee to divest himselflherself of the outside interest or transfer it to a blind trust; b) Transfer the employee to another division of the department or arrange a transfer to another department (if a position is available); c) Remove the employee temporarily from the duties which brought about the conflict of interest; d) Accept the resignation of the employee; e) Initiate disciplinary action in the form of: i) an oral or written reprimand; ii) suspension without pay for a period of time; iii) a recommendation that the employee be dismissed. 2. The employee may appeal as prescribed in this Agreement. 48.12 Compliance aJ This Code of Ethics must be observed by ail employees of the Corporation. b) Senior Managers are responsible for ensuring that employees are aware of this Code of Ethics, that it is regularly re-circulated and reviewed by employees, and that employees comply with its provisions. c) A Senior Manager who is of the opinion that an employee is breaching this Code of Ethics shall immediately notify the C.A.O. of this situation in writing. d) Compliance with this Code of Ethics constitutes a condition of employment, and breaches of the Code of Ethics may result in disciplinary action up to and including dismissal. When an employee has breached this Code of Ethics, the Senior Manager and the Human Resources Page #39 Department shall detennine jointly if disciplinary action is warranted and, if so, what disciplinary action is appropriate. e) Where an employee has reason to believe that a Senior Manager has committed a breach of this Code of Ethics, he/she may approach the Chief Administrative Officer directly and in strict confidence. f) All new employees shall read and subscribe in writing to this Code of Ethics upon commencing their employment with the Corporation. 49.0 DISCIPLINARY PROCEDURE 49.1 Disciplinary action should be corrective, not punitive. 49.2 When a situation arises where a senior manager feels that disciplinary action may be required, he/she shall gather all the facts and discuss them with the employee prior to instituting any disciplinary measures. 49.3 The Municipality shall follow the progressive disciplinary steps outlined below: (a) The employee's supervisor shall discuss the problem with the employee and shall give a verbal warning to the employee. This discussion shall be documented by the supervisor. (b) If further disciplinary action is required, a clear written warning from the supervisor shall be issued to the employee outlining the nature of the infraction, expected corrective action, and consequences if the employee fails to comply. A copy of this letter shall be filed in the employee's human resources personnel file. Any written response from the employee should also be retained in the human resources personnel file. (c) If necessary, a second written warning shall be issued to the employee by the senior manager, indicating that this is a final warning before more serious consequences shall follow. The consequences shall include further disciplinary action up to and including dismissal from employment. A copy of this letter shall also be placed in the employee's personnel file, a copy provided to the Human Resources department. (d) If the employee does not meet the requirements set out in the letter, the senior manager shall meet with the Human Resources Department to detennine further disciplinary action, which may include suspension without pay. The employee concerned shall not be in attendance at this portion of the meeting. Prior to a decision, the employee should be given the opportunity to speak to the Human Resources Department. When a decision is reached, the employee shall be infonned of the decision in writing, and the appropriate action taken immediately. The employee shall also be infonned in writing that further disciplinary incidents shall lead to dismissal from employment and a copy of the written report should be filed in the human resources personnel file. (e) If all of the above steps do not resolve the problem, the Human Resources Department shall meet and, in consultation with a labour relations solicitor, shall recommend an appropriate action to Corporate Services. Prior to Corporate Services making a final decision, it shall give the employee (or his agent, or both) an opportunity to make representations before it. Following such representations, which shall be held in-camera, Corporate Services shall render its decision, in writing, to the employee, within fourteen (14) working days. Council shall be infonned of the Corporate Service's decision. (t) In the event of an action by an employee which warrants immediate suspension or dismissal, the C.A.O. may take the appropriate action, which must be reviewed by the Corporate Services Committee. The Corporate Services Committee must review, confinn or reject the C.A.O. 's decision within a 14 day period. (g) All final actions of Corporate Services mnst be approved by Connci!. Page #40 50.0 ACCEPTABLE COMPUTER USE Coverage: All employees who are authorized to use corporate computers and related equipment, software and programs, shall comply with the following policy. Statement: The Municipality of Kincardine will identify responsibilities and requirements of all technology users and provide guidance for the use of Corporate desktop pes, laptops, and related components, technologies and supporting software and hardware. 50.1 OVERALL PRINCIPLES All equipment and software programs, information and data installed or created on corporate equipment belongs to The Corporation of the Municipality of Kincardine. This includes all programs, documents, spreadsheets, databases, and methods or technologies developed using corporate equipment and/or software, while employed by the Corporation. 50.2 Confidential information or data cannot be copied to removable media (e.g. diskette, writeable CD) or downloaded electronically to another individual, agency, public or private corporation, for any purpose other than approved corporate business. 50.3 All electronic documents related to the Corporation, including emails that are created, received and retained by an employee either electronically or on paper, are considered to be records of the Corporation and as such are subject to all of the access and privacy provisions of the Municipal Freedom of Information and Privacy Act. 50.4 Equipment and software cannot be used for any activity for which an employee receives remuneration or "in-kind" service or other personal benefits other than those received directly from the Corporation. 50.5 Incidental and occasional personal use of corporate equipment and software is allowed, similar to occasional use of the Corporation's telephones, providing such limited use will not result in any measurable expense to the Corporation in time or materials. 50.6 Employee use of Municipal electronic systems including but not limited to equipment, hardware, software, data, databases, internet resources (hereafter "electronic systems") is intended primarily for activities which are necessary to the employment of the user. Municipal electronic systems are not intended for personal use and employees shall not have any expectation of privacy when using any Municipal electronic system. 50.7 Monitoring (including random spot checks) and reporting of abuses ofthis policy, will be an on-going function of Human Resources Department. 51.0 INTERNET ACCESS AND ACCEPTABLE USE 51.1 Internet access is provided to employees for research and communication purposes relevant to the Corporation's business and to provide such information to residents and business partners. 51.2 Senior Managers, at their discretion, may choose to block public Internet access for specific locations. 51.3 Corporate-provided Internet access and email are corporate resources and are to be used for corporate business purposes. Page #41 51.4 Personal use of the Internet and email is authorized within reasonable limits as long as it does not interfere with or conflict with business lise, and provided the employee has their supervisor's approval. However, under no condition is the Internet to be used to access sites that generally are viewed as inappropriate. 51.5 Employees shall not knowingly: 1 Visit Internet sites that contain obscene, pornographic, hateful or otherwise objectionable content. 2 Send any material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person or group of persons. 3 Use the Internet for illegal purposes, or to gather information to support illegal activities. 51.6 Downloading of non-executable files for business use is permitted. These would include reports, Adobe "PDF" files, spreadsheets, etc. Employees must ensure the source is reliable as viruses can be introduced to the system through spreadsheets and other documents. 51.7 Executable files may not be downloaded without authorization from the employee's manager. Such software, if approved, must be checked for viruses before execution. 51.8 Supervisors are responsible for their respective employees' use of the Internet. The supervisors, along with the Human Resources Department, will co-ordinate any action as a result of abuse of Internet privileges. 51.9 If email is not required as a pennanent record of the Corporation, it shall be read and deleted from the system. If email is to be retained, employees shall print a paper copy and place it in an appropriate file and then delete the email. Alternatively, an electronic copy can be retained in an electronic folder. 51.10 Email messages are like any other communications that are created to correspond with customers. As a result, professional business practices shall be adhered to in respect to the creation and content of email messages. 51.11 Any person suspecting a virus or any other concern is regards to the municipal computer system shall contact the IT Specialist. 52.0 SOFfWARE LICENSES. ACQUISITION. INSTALLATION AND SUPPORT 52.1 Only software provided by the Municipality and/or licensed to the Municipality may be installed on computer hardware that is provided by the Municipality. Unauthorized software shall not be used. Any exceptions to the above require approval from the LT. Specialist. 52.2 Software provided by the Municipality may only be installed on computer hardware that is provided by the Municipality unless written approval has been received from the LT. Specialist. 52.3 Software shall not be copied except for the sole purpose ofbackup. Piracy is strictly prohibited. 52.4 The Municipality will retain licenses and original copies of all licensed software. 52.5 Beta versions of software and Internet downloads (including software upgrades, freeware and shareware) must not be installed without written approval from the LT. Specialist. Page #42 52.6 Departments may request that a product be added to the corporate standard. The LT. Specialist will add that product to the list of standards where, in their judgment, the product will be of interest and benefit to a substantial number of corporate users. 53.0 MANAGEMENT OF USERS 53.1 Departments must notify the LT. Specialist of all changes to be made to employees' User IDs. This includes disabling the person's access (temporarily or permanently), deleting the User ID, adding new users, changing access rights, advising of employee location changes, etc. 53.2 Upon employee termination or transfer, all documentation, email, programs, etc. are to be turned over to the employee's Senior Manager. No information is to be deleted or otherwise made inaccessible or 000- functional regardless of storage medium. All information remains the property of the Corporation. 53.3 Users must surrender any documentation in their possession relating to the Corporation's hardware or software upon termination of their employment. 53.4 Management authorization must be given for an employee to have computer access outside their own work area and for after-hours access to computers. 53.5 All User IDs and passwords are confidential to each user and are not to be shared amongst users. 53.6 Users are accountable for all activities that occur under their User ID/password. Users are responsible for immediately reporting any known or suspected compromise of their User ID/password. If an irregularity is suspected, staff can examine logs to determine if unauthorized usage may be occurring. 53.7 Passwords must not be left where someone else can [md it (e.g. taped to a PC, under a keyboard, etc). 54.0 EFFECTIVE DATE 54.1 This agreement shall come into full force and effect on January 1, 2008. 54.2 This agreement shall be effective for the years 2008 and 2009. 54.3 In the event that this agreement expires prior to a new agreement being agreed to by all parties, the existing agreement shall stay in place and regulate the labour environment until the new agreement is ratified/signed by all parties. Page #43 IN WITNESS WHEREOF the Municipality has hereto affixed its corporate seal attested by the hand of its Mayor and Chi~..;A~stratlve Office; this 14#-< day of NCNGmher 200/Ct-<>ttle les have hereunto set their han~ jJ"ld seals this '-1- 't-'--- day of Nn\lc .v-n'be.-v =0~. ~ ~ ryer SIGNED, SEALED AND DELNERED in the presence of: EMPLOYEES GROUP 'tVov,O'"'$. Ib""'1.. Date ';)~ ...f(^,f2C Kyle nell on behalf of the Employees Group SENIOR MANAGERS GROUP JJc;(.J '7 deb! Date ~lcM,'&V(A' ichele Barr, on behalf of the Senior Managers Group MUNICIPALITY OF KINCARDINE ~ Mayor a Kraemer, on behalf ~ Municipality of KincardiJj'ne )e,.>'- ~;Z~~ CAO John deRosenroll, on behalf of the Municipality of Kincardine ~v iLl 'dob-=J- Date Page #44 SCHEDULE "A" CLOTHING AND BOOT ALLOWANCE will be paid as follows: 1. Clothing Allowance $115.00/year Paid through payroll- taxable benefit (No receipt required) 2. Boot Allowance and Safety Shirts (Specifically for health & safety purposes) All employees shall be eligible for boot allowance and/or safety shirts, if job reqUITes. a) Boot Allowance The employee may utilize up to $160.00/yr (Regular Full-time) & $125.00/yr (Other than Regular Full-time) and may purchase up to two pairs from this amount. Note: the intent of this policy is to provide employees with green patch safety boots. b) Safety Shirts (Supplied by Employer) Two/year (Certified CSA Z96-02 Class 2 level 2 standard) - Solid or Mesh style) Once per year payment will be issued for clothingfboots on or before September 30th (please Note: receipts for boots must be received on or before September 15th of each year) Payment by exception will be made by the Human Resources Department. New hires must submit their boot receipts within 2 weeks after their hire date and payment will be made within 2 weeks. Boot/Safety Shirts **Clothing, Boot, Safety Shirts $75.00 Only Boot & Safety + $75.00 Shirts Public Works Overall Custodian All non- Manager Responsible management Operator employees not listed in categories to the left. Please see note below Building & Planning Foreperson Rink Attendant Manager Director of Mechanic Recreation Emergency Planning Building Co-ordinator Inspectors Administrative Fire Operator Chief W aterIW aste Water Students (if Lead Hands requirement of the position) Cemetery Supervisor 5 Pa.e #4 Solid Wa,te 'Members of the Attendant Health & Safety Committee who conduct workplace insnections. Horticulturist Inside Maintainer Maintenance Person Fire Hall Parks Sunervisor Outside Maintainer Landfill Site Utility Person Landfill Site Attendant Cemetery Attendant Maintenance Person/Custodian Please note the following groups are excluded from the above category: Employees receiving P .LL.B. are exempt from clothing allowance. - Casual employees are exempt from clothing & boot allowance. The following Public Work Employees, namely the mechanic and water & wastewater operators are eligible for five pairs of coveralls per week (vis-a.-vis, a bulk municipal service rental program). **Employees who receive a uniform service will not be eligible for the $115.00/year clothing allowance. ***Volunteer Firefighters shall receive 1 dress uniform per career after 5 years of sefYlce. Senior Managers shall receive 1 golf shirt annually. The Administrative Fire Chief and Community Emergency Management Co-ordinator shall receive a dress uniform on an as required basis. Due to the make-up of the Health & Safety Committee, members may receive items in Schedule' A' in accordance with: _ Senior Managers = boot allowance & safety shirts only _ Non-Management/Office Workers = boot allowance, safety shirts & $75.00 _ Non-Management/Outside Workers = boot allowance, safety shirts & clothing allowance *** All clauses pertaining to the Volunteer Firefighters shall remain in effect until such time that a new separate agreement between the Municipality of Kincardine and Firefighters has been duly passed. Page #46 SCHEDULE "B" MILEAGE RATEINOTES (PRIVATE VEHICLE) Notes: 1. The mileage rate will increase/decrease in accordance with the County of Bruce scheduled mileage rate. The Human Resources Department will monitor changes. 2. Individuals that drive municipal vehicles for personal driving will be subject to the taxable benefits as per eRA guidelines. Page #47 SCHEDULE flC" EXPENSE ALLOWANCES - CONFERENCES AND CONVENTIONS 1. SalarylW ages An employee's regular salary or wages will be paid for the working days of the conference or convention. No overtime salary will be paid for hours extended outside the employee's normal working day or for travelling time. Please note: Conferences & Conventions are a privilege, not a mandatory requirement and thus, the employee is expected to contribute his/her time beyond the normal working day. 2. Meals At cost, to a maximum of$1 00.00 per day with receipts. Allowance for meals supplied as part of the cost of registration will not be paid and will reduce daily maximum by the following: Breakfast - $20.00, Lunch - $30.00 & Supper, $50.00). 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 B attached to and fonning part of this agreement. 4. Parking Parking fees will be reimbursed at cost, supported by receipts, while attending the conference or convention, 5. Taxi and Rental Vehicles Taxi fares or rental vehicles where the travelling arrangements make the use of this necessary. Receipts are required for rental vehicles. 6. Accommodation All basic accommodation charges. All business calls in tandem with 1 personal call/day will be permitted. (Receipts are required) 7. Tips and Gratuities Reasonable tips and gratuities. 8. Extraordinary Expenses Only if subsequently approved by the Mayor or CAO. 9. Costs for Companion/Spouse The Municipality 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 Mayor or CAO. 10. Entertainment Expense Entertainment expenses must be previously approved by the Mayor or CAO. Page #48 SCHEDULE"D" SENIOR MANAGEMENT EMPLOYEES a) Senior Manae:ement The following managers are designated senior managers in consideration of their level of responsibility and duties. They are required to regularly put in extra hours outside regular hours to attend meetings and to fulfill the job requirements. CAO Public Works Manager Building & Planning Manager Clerk Director of Recreation Treasurer Administrative Fire Chief b) Senior Managers overtime policy shall be: i) Base Salary includes attendance at the three regular Council meetings per month (. 1" 2"d&3'" ') I.e., meetmg . the existing one week extra vacation time shall be included to compensate the Council meetings attendance. ii) Committee Duties/Overtime For committee duties (including special meetings called by the Mayor) and regular overtime hours worked each Senior Manager is to be paid straight time or straight time off (i.e. at regular hourly rate) Page #49 SCHEDULE "E" SHIFT PREMIUM RATES Shift premium shall be paid at $1.00 cents per hour for all hours worked outside regular departmental hours Water & Sewer Utility Regular Hours 7:30 a.m. - 4:30 p.m. (5 days/week) includes 1 hr luuch Public Works 7:30 a.m. - 4:30 p.m. (5 days/week) includes 1 hr luuch Davidson Center (Inside Maintainers) 8:00 a.m. - 4:00 p.m. includes ~ hr. lunch* Parks/Horticulturist 7:30 a.m. - 4:30 p.m. Employee/Department who utilizes flex hours will not be subject to a shift premium for flex hours that are outside of regular departmental hours. *Inside Maintainers at the Davidson Center must stay on-site during the lunch period and be available for public service Page #50 SCHEDULE "F" STAND-BY REMUNERATION a) Public WorkslRoads Summer - On a rotating basis one roads employee is paid $100.00 per week standby from the 1st week of April to last week of October. Winter - Three Roads Foremen are paid $100.00 per week standby from 15t week of November to last week of March. Public Works Operators are paid $60.00 per week standby from 1st week ofNovemher 1 st to last week of March. b) Water/Sewer All year round, on a rotating basis, one Wastewater and Water Operator is paid $100.00 per week standby. (Singular license) or Operator (with dual wastewater/water license) who is able to be on call is paid $150.00 per week standby. Operator in overall charge shall be paid $50.00 per week standby. c) Emergency Services The Emergency Services Coordinator shall be paid $100.00 per week to be on call and carry the appropriate pager. Page #51 SCHEDULE "G" Groups Offered/Not Offered Benefits Or #1 #2 Or OUpi Groun J oup #3 12.50/0 in lieu of Benefits Offered Benefits Not Offered 12.5% or (P.LL.B.) Benefits Working less thau 20 Working minimum of 20 Casual hrs/week hrs Contract Employees ex. Participates in the Benefit Students Seasonal Program including the vacation Progression 12.5% In Lieu includes - Cooperators Grp. Ins. - Greeu Shield Grp. Ins. - Sick Time - Easter Monday - Civic Holiday - Floater Holiday - Compassionate Leave - Clothiug Allowauce Page #52 7~~'I;~eJ,"",N1:~108(3'5%;",~ .S~..~~3<~ ~ 20013" OP\f;y20Q9~, ' , Y: 14 Chief Administrative Officer 88,776 91,883 92,327 95,558 95,878 99,234 99,429 102,909 102,980 106,585 13 Public Works Mananer 68,314 70,705 71,221 73,713 74,128 76,723 77,036 79,732 79,943 82,741 12 Administrative Fire Chief 65,891 68,197 68,798 71,206 71,705 74,215 74,613 77,224 77,519 80,233 Building & Planning Manager Clerk Director of Recreation Treasurer 11 Emergency Planning Coord 30.38 31.45 31.61 32.72 32.85 34.00 34.08 35.28 35.32 36.56 Operator in Overall Resnonsibilit\l 10 24.11 24.96 24.99 25.87 25.87 26.78 26.76 27.70 27.64 28.61 9 Public Works Foreperson 23.79 24.62 24.61 25.47 25.43 26.32 26.25 27.17 27.07 28.01 Recreation Supervisor Financial Coordinator Suoervisor Revenue ServicesfTaxation 8 Aquatic & Pool Supervisor 22.88 23.68 23.65 24.48 24.40 25.26 25.16 26.04 25.92 26.83 Building Inspector Deputy Clerk I.T. Co-ordinator Manager Econ. DvIpmt & Tourism Mechanic 7 Operator/Maintainer WaterfWaste Water 22.22 23.00 22.93 23.73 23.62 24.45 24.31 25.1 25.02 25.89 6 Compliance Officer 21.53 22.29 22.18 22.98 22.84 23.63 23.49 24.31 24.14 24.98 Executive Assistant Outside Maintainer -lead Hand Solid Waste Attendant 5 Admin Asst. Planning & Building 20.33 21.04 20.93 21.66 21.53 22.29 22.13 22.90 22.74 23.53 Admin AsstfDispatcher - PW Admin. Ass!. Water Depl. Cemetery Supervisor Lead Hand Davidson Centre Parks Supervisor Payroll/Accounting Clerk Tourism Coordinator 4 Accounting Clerk 19.29 19.97 19.86 20.55 20.42 21.14 20.99 21.73 21.56 22.31 Accounting Payable/Accounting Clerk Accounts Receivable/Accounting Clerk Clerk TypislfRecept-Recreation Horticulturist Inside Maintainer Licensing/Administration Clerk Maintenance Person-Fire Hall Outside Maintainer Records CierkfReceplionist Revenue Clk/Cash - Kincardine Revenue elk/Cash - Underwood Secretarv - Buildinn&PlanfRecnt./Cem. 3 Clerk TypistfRecept-Clk's Dept 18.45 19.09 18.98 19.64 19.51 20.19 20.04 20.7 20.58 21.30 Clerk Typist - CAO's Dept Clerk TypisllRecept-Fire Instructor Landfill Site Attendant Landfill Slte AttendanlfUtility Person Maintenance Coordinator 2 Cemetery Attendant 17.69 18.31 18.19 18.83 18.70 19.35 19.21 19.88 19.71 20.40 LaserFiche Clerk Lifeguard Parks Worker " Custodian 17.04 17.63 17.51 18.13 18.01 18.64 18.48 19.13 18.97 19.63 1b School Crossinn Guard 10.42 10.79 10.86 11.24 11.2 11.67 11.70 12.10 12.12 12.54 1, Attendant 8.18 8.47 8.49 8.78 8.80 9.10 9.11 9.43 9.41 9.74 SCHEDULE "H" Page #53 Notes: When a dual job employee is directed by their Supervisor to complete tasks in their higher job grade position, they will be entitled to the higher rate of pay associated with the higher grade. Page #54 SCHEDULE "I" Agreement between the Senior Managers and Municipality of Kincardine 1. Due to the Senior Managers having to work in a political environment, it is deemed that: If at any time the Senior Manager is either terminated, demoted or restructured at the discretion/action of Council/either upper or lower tier then: (If the demotion or restructuring does not result in a reduction in salary then this clause does not apply) A. The Municipality shall pay the Senior Manager 1 month severance pay for each year of accredited service in addition to the requirements under the Employment Standards Act. B. The severance payout shall have a maximum cap limit of 24 months. C. A minimum of90 days notice shall be given by either party (Municipality or Senior Manager) prior to any separation being enacted. D. The Senior Manager is credited with five years of seniority, plus any separately negotiated accredited service, at the commencement of his or her employment with the Municipality. This seniority status shall be applicable to all benefits. E. A confidential list of Senior Managers hiring dates and credited service will be kept on file in the Human Resources Department. 2. The Municipality agrees to allow/provide the Chief Administrative Officers use of a municipal vehicle, subject to: A. All personal use shall be recorded and the CAO shall be responsible for the taxable benefit accruing. B. The vehicle shall be maintained by the municipality, with fuel, licence, repairs and insurance included. Page #55 SCHEDULE "J" COMPUTER PURCHASE GUIDELINES The standard hardware would be - CPU (tower), monitor, keyboard, mouse, speakers and printer. The standard software that would come with this equipment - Windows operating system, word processing, spread sheet, internal and e-mail. 1. Minimum purchase of $500.00 with term of repayment no longer than one year maximum. (26 pays period as long as pay frequency remains bi-weekly). 2. Purchase of$500.01 up to and including $1,000.00 will have a repayment term of two years maximum. (52 pays period as long as pay frequency remains bi-weekly). 3. Purchase of$1000.01 up to and including $3,000.00 will have a repayment term of three years maximum. (78 pays period as long as pay frequency remains hi-weekly). 4. No additional purchases can be made until the term of repayment has expired. 5. Once an employee has completed the term of the agreement, the employee may enter into another agreement. 6. To obtain applicable forms please see Human Resources Department.