HomeMy WebLinkAboutKIN 80 4265 Est. Persnel Policy
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THE CORPORATION OF THE TOWN OF KINCARDINE
BY-LAW NO. 4265
A BY-LAW TO CONSOLIDATE AND ESTABLISH PERSONNEL
POLICIES FOR EMPLOYEES OF THE CORPORATION OF THE
TOWN OF KINCARDINE, ITS BOARDS, CO~ITllTTEES, AND
OTHER BODIES RECEIVING ~roNICIPAL FUNDS, SAVE AND
EXCEPT ~WLOYEES COVERED BY COLLECTIVE BARGAINING
AGREEMENTS.
NOW THEREFORE the Council of the Town of Kincardine
ENACTS as follows:
1.
In this By-law:
(a) "Employee" means any person in the employ of the Corporation
of the Town of Kincardine, its Boards, Committees, and other
Bodies receiving municipal funds other than grants.
(b), "Permanent Full Time" means a person employed by the
municipality on a permanent basis having a work schedule of
not less than 30 hours per week.
(c) "Permanent Part Time" means a person employed by the
municipality on a permanent basis having a work schedule of
less than 30 hours per week.
(d) "Temporary Full Time" means a person employed by the
municipality on a temporary basis having a work schedule of not
less than 30 hours per week.
(e) "Temporary Part Time" means a person employed by the
municipality on a temporary basis having a work schedule of
less than 30 hours per week.
(f) "Casual" means a person employed by the municipality for
a specific project for a brief and specific length of time
and shall be deemed not to be included in the other classifications.
(g) "Employer" means the Corporation of the Town of Kincardine,
its Boards, Committees or other Bodies receiving municipal funds
other than grants.
(h) "Ontario Health Insurance Plan" means the standard ward
accommodation provided in Hospital and the coverage provided
for medical and surgical expenses provided by the Ontario
Health Insurance Commission.
(i) "Tri-Care Services" means the firm administering any
Extended Health Care Benefits, Accidental Death and Dismemberment,
Semi-Private Hospital Charge, Life Insurance Coverage, and
Dental Coverage for employees.
(j) "m-mRS" means the Pension Plan provided by the Ontario
Municipal Employees Retirement System including Type 1 and 3
of the Supplementary Plan.
2. Annual Vacation, vacation pay on retirement or separation from the
employer, Sick Leave, Statutory Holidays, Leave of Absence, and
other benefits shall be as set out in Schedule "A" and "B"
attached hereto. The male pronoun in these schedules shall also
denote the female pronoun.
Paragraph 1
2.
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3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
.
Paragraph 1.
2.
3.
4.
5.
~ 6.
7.
8.
9.
10.
tI ll.
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INDEX
SCHEOOLE "A"
Tenure Program
Employee Classification
Pay Periods
Annual Vacations
Annual Employee Evaluation
Jury & Court Duty
Pregnancy Leave
Absence with out Leave
Reporting Absence
Retirement Policy
Paid Holidays
Leave of Absence
Compassionate Leave
Complaint Procedure
Special Considerations
Workmen's Compensation
Overtime Policy
SCHEDULE "B"
Sick Leave Plan
Group Life Insurance
Accidental Death & Dismemberment Insurance
Ontario Health Insurance Plan
Extended Health Care Benefit
Dental Benefits
Pension Plan
Tuition Allowance
Unemployment Insurance
Long Term Disability
General
THE CORPORATION OF THE TO\VN OF KINCARDINE
BY-LAW NO. h499
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BEING A BY-LAW TO M~ND BY-LAW 4265, A BY-LAW TO CONSOLIDATE
AND ESTABLISH PERSONNEL POLICIES FOR EMPLOYEES OF THE
CORPORATION OF THE TO~m OF KINCARDINE.
·
NOW THEREFORE the Council of the Corporation of the To\~ of
Kincardine ENACTS as follows:
·
THAT Section 2 of Schedule "A" of By-la~r 4265 be deleted and
replaced with the following:
EMPLOYEE CLASSIFICATION
All employees of the Corporation are classified as follows:
(a) Permanent full-time
(b) Permanent part-time
(c) Temporary full-time
(d) Temporary part-time
(e) Casual
These classifications are for payroll and fringe benefit purposes
only and have no bearing on terms of employment within individual
departments.
ONLY PEm~ANENT FULL-TI~m employees are eligible for all benefits
· (except where noted). PEIDfJANENT PART-TU1E,
T~~PORARY and CASUAL employees do not qualify for any benefits.
READ a FIRST and SECOND TI~m this 2nd day of December, 1982.
·
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READ a THIRD TTIÆE and FINALLY PASSED this 2nd day of December, 1982.
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SCHEDULE "A"
By-Law 4265
1. TENURE PROCEDURE
.
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2.
AMUlJ~~
(a) The tenure of a position will normally be for a maximum
period of six (6) months, unless otherwise stipulated or provided
for in Provincial Legislation;
(b) During the probationary period, an evaluation shall be made
by the Department Head and Committee, who shall use this evaluation
as a basis for recommending to the Councilor Board, continued
probation or termination;
(c) Nothing in the provisions of (a) or (b) shall be interpreted
to prevent the employee or the employer from terminating employ-
ment before the expiry date of the probationacy period. However,
if the employee has been employed for three (3) months or more
of the probationary period, he must be given one week's notice
in writing or pay in lieu thereof;
(d) Termination of employment may take Dlace upon the initiative
of either the employee or the employer;
(e) A permanent employee seeking termination shall give to the
employer a fourteen-day notice in writing in the case of a
Department Head, Deputy or Professional Staff and seven days'
notice in the case of other employees. Failure to give proper
notice could disqualify the employee from any benefit, except
those to which he may be entitled by provincial statute or
regulation;
(f) The period of notice in (e) may be shortened in any instance
by special circumstances, but in all cases, the services of
the employee shall be available if requested by the employer
during the notice period, subject to Provincial Regulation or
Statute;
(g) If the Employer terminates the employment of an employee
after completion of the probationary period, notice of termination
in writing will be given as follows:
( . )
(~i)
(iìi)
(iv)
Period of employment less than two (2) years - 1 week;
Period of employment two (2) or more but less than five
(5) years - 2 weeks;
Period of em~loyment five (5) years or more but less
than ten (10) years - 4 weeks;
Period of employment ten (10) years or more - 8 weeks;
(h) Severance pay by the employer to the employee shall include
the accrued salary up to the end of the notice period if properly
given; and pay for unused vacation time.
~,WLOYEE CLASSIFICATION
All employees of the Corporation are classified as follows:
cont'd...
Schedule "A" - Page 2
(a) Pennanent full-time
(b) Pennanent part-time
(c) Temporary full-time
(d) Temporary part-time
( e ) Casual
These classifications are for payroll and fringe benefit purposes
only and have no bearing on tenns of employment within individual
departments.
. þflillA.J..J. r PERMANENT FULL-TIME AND PERMANENT PART-TIME employees are
.. ~ligible for all benefits (except where noted).
T~ORARY and CASUAL employees do not qualify for any benefits.
3.
PAY PERIODS
·
Employees shall be paid every week on Thursday. Employees shall
receive their pay one week after it is earned.
When a pay date falls within a vacation period, advance pay
will be issued, on request, fourteen days in advance of holidays.
4.
ANNUAL VACATIONS
Vacation cannot be taken before the anniversary date upon which
it is calculated and must be taken within the succeeding ten
months thereafter.
The Corporation's vacation plan for employees provides for:
(a) Two weeks vacation after one full year of service.
(b) Three weeks vacation after five years of service.
(c) Four weeks vacation after ten years of service.
(d) Five weeks vacation after twenty years of service.
In detennining eligibility for vacations, the employee's
anniversary date shall be used.
Department heads shall request vacation approval from their
responsible Committee, Board or Chairman, at least fourteen
days in advance of vacation.
·
The selection of vacation dates will, where practical, be approved
on the basis of seniority in each department. The head of each
department shall determine the number of employees who will be
on vacation at anyone time.
·
Vacations shall not be cumulative from year to year and employees
with more than one year of service shall not draw pay in lieu
of vacation except under special circumstances which must be
authorized by the Council.
When an employee tenninates employment, the following vacation
pay schedule shall apply:
(1) Less than one full year of service - 4 per cent of his
earnings from date of employment to the date of termination;
(2) More than one year but less than five full years of
service - accumulated vacation pay as of anniversary date if
not already taken, 4 per cent of his earnings from his
anniversary date to date of termination.
cont'd...
e
5.
·
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6.
Schedule "A" - Page 3
(3) More than five years but less than ten full years of
service - accumulated vacation pay as of his anniversary date
if not already taken, plus 6 per cent of earnings from the
anniversary date to date of termination;
(h) More than ten full years of service but less than twenty
full years of service - accumulated vacation pay as of the
anniversary date if not already taken, plus 3 per cent of
earnings from anniversary date to the date of termination.
(5) Over twenty full years of service - accumulated vacation
pay as of the anniversary date if not already taken, plus
lO per cent of earnings from anniversary date to date of
termination.
ANNUAL ill~LOYEE EVALUATION
An evaluation of each permanent employee's job performance will
be done every year. A new employee with less than one year's
service will have an evaluation done for that time he has been
employed by the Corporation.
This evaluation will be completed by the employee's immediate
supervisor. In the case of department heads, supervisors, etc.
the evaluation will be completed by the appropriate Board or
Committee of Council.
The evaluation is to be completed not later than the end of
October each year in the following manner:
1)
Sufficiently before the completion date, the supervisor will
write down an evaluation of each employee's job performance
under his jurisdiction using the appended form heading. He
will give one copy of the completed form to the employee for
his perusal.
Within one week of receipt of his copy the employee will sign
the supervisor's copy if he is in agreement with the report;
or write his comments or complaints on the supervisor's copy
if he disagrees with the evaluation.
In the event of a disagreement, the complaint procedure
(Schedule A, paragraph 14) will be followed.
2)
3)
A copy of the completed evaluation form will remain with the
employee; the completed original is to remain in the employee's
personnel file.
Only the employee and the appropriate supervisor (and the Committee
of Council if necessary) are to have access to this file. However,
the rating given each employee may be used in determining wage
merit increases by the Committee of Council responsible for
negotiating annual wage increases.
JURY AND COURT DUTY
If an employee is required to serve on jury duty, or is subpoenaed
as a witness, the Corporation will pay the employee his full
wages provided he turns over to the Corporation the amount
received as compensation, other than travelling allowance, and
further provided the employee reports for work when not required
at Court.
cont'd...
Schedule "A" - Page 4
7. PREGNANCY LEAVE
Requests for leave of absence without pay because of pregnancy
will be granted in accordance with the Women's Equal Employment
Opportunity Act, chapter 501, R.S.O. 1970.
(a) She shall have completed twelve (12) months of continuous
service before the starting date of the leave;
e
(b) She shall make written application to the Head of her
department requesting such leave at least one (1) month prior
to the starting date of the leave;
.
Such request shall be accompanied by a certificate from a duly
qualified medical practitioner stating the expected terminal
date of the pregnancy.
(c) When an employee is on pregnancy leave, the Corporation
will continue to pay its share of O.H.I.P., Group Insurance,
and Supplementary Medical Plan for a period of four (4) months
provided the employee returns to work at the expiration of
such leave of absence.
(d) If the employee does not return to work at the expiration of
the leave of absence, the money so expended for payment of the
above fringe benefits will be recovered from the employee's
separation pay.
8. ABSENCE WITHOUT LEAVE
An absence from work without the approval of the Department
Head or his designate is considered absence without leave. In
addition to forfeiture of pay, unauthorized absence may result
in ,dismissal.
9. .
REPORTING ABSENCE
.
The employee is personally responsible for advising his
Supervisor or designate on each occasion necessitating an
absence from duty and in the case of illness the employee must
notify his supervisor before 10:00 a.m. Failure to do so may
result in forfeiture of pay, suspension, or discharge from
employment.
10.
RETIRID1ENT POLICY
Normal retirement age is 65, but with the consent of Council,
an employee may have his retirement extended.
11.
PAID HOLIDAYS
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All employees shall be paid for the following holidays:
(1) New Year's Day
(2) Good Friday
(3) Easter Monday
(4) Victoria Day
(5) Dominion Day
(6) Civic Holiday
(7) Labour Day
(8) Thanksgiving Day
(9) Remembrance Day
(10) Christmas Day
(11) Boxing Day, and any other day
proclaiming as a holiday by
Dominion or Provincial Government.
cont'd...
·
12.
·
13.
Schedule "A" - Pa,ge 5
vlhere any of the above holidays fall on a Saturday or Sunday,
the preceding Friday or succeeding Monday shall be designated by
the Council as a holiday in lieu of the holiday falling on
these days, excepting shift employees, who shall receive another
day in lieu.
ìVhere any of these holidays occur during a vacation period, an
extra day's vacation is allowed. The timing will be at the
discretion of the Department Head.
\ihen any of the above holidays occur during an illness, that
day shall not be charged against sick leave credits.
LEAVE OF ABSENCE
The Council may grant leave of absence to any employee for
personal reasons. Employees on leave of absence shall not be
paid and shall not accumulate service or benefits while on
leave.
CO~ASSIONATE LEAVE
An employee shall be allowed up to a maximum of three days off
for compassionate leave due to the death of a member of the
immediate family, being a husband or wife, grandmother, grand-
father, father, mother, brother, sister, son or daughter of
either the employee of the Town of Kincardine or his or her
spouse.
14. CO~WLAINT PROCEDURE
·
e
It shall be the policy of the Corporation of the Town of
Kincardine to permit any employee, having cause for complaint,
a means of obtaining a fair and equitable hearing.
(a) An employee having cause for complaint shall first discuss
the complaint with his immediate supervisor and/or department
head, who will give his reply within two (2) working days;
(b) Failing a satisfactory settlement of the complaint, the
employee, without fear of discrimination, may, within three (3)
working days submit the complaint in full detail to the
appropriate Committee or Board;
(c) The complaint will be placed on the agenda of the next
Committee or Board meeting and the Department Head will be
invited to attend. The employee concerned, and at his option,
accompanied by a citizen of his choice, \rill be invited to state
his case, listen to the Department Head's reply, and then be
required to withdraw;
(d) The appropriate Committee or Board will then consider the
case and on reaching a decision, so notify the complainant. The
Committee may defer a decision at its option to obtain additional
information but must render its decision within fourteen (lh)
working days;
cont'd...
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15.
.
16.
Schedule "A" - Page 6
(e) The appropriate Committee or Board, at its option, may:
(i) refuse to hear a frivolous co~plaint;
(ii) Appoint a third party to hear the complaint and
to render an opinion on it for submission.
(f) The Co~~ittee or Board shall report to the Town Council
whose decision shall be final, but the Town Council, in its
discretion, may hear any further or additional representatives
before deciding.
SPECIAL CONSIDERATIONS
Kincardine Cemetery Commission and the Kincardine & District
Community Centre Recreation Board may hire and discharge
temporary, part-time or casual employees on behalf of the T~~,
and for such purposes shall be the "Employer" under this
By-law.
WORKMEN'S CO~WENSATION
The employee must report injuries to his superior or designate
without delay since the employer is required to file a report
on every accident within three (3) days. Failure to report
may result in no compensation payment.
17. OVERTI~ΠPOLICY
.
4
Employees being paid an hourly rate will receive one and
one-half their hourly rate for time worked in excess of
forty (40) hours per week.
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SCHEDULE "B"
By-Law 4265
1. SICK LEAVE PLAN
·
·
(1) Every full-time employee who has completed a minimum of
nine months' service shall be entitled to 21 days of Sick Leave
per annum at 100 per cent (100%) of salary.
(2)
(i) For hourly rated employees, a week's earnings shall
be calculated on the basis of five eight-hour days;
(ii) For salaried employees, a week's earnings shall be
calculated by dividing their annual salary by fifty-two.
A day's earnings shall be calculated by dividing a week's
pay by five.
(3) Effective the 7th day of May, 1981, there shall be no
payment of accumula~ed sick leave for those employees who have
not completed five (5) years of continuous service. For
those employees having five (5) years of service or more prior
to the 7th day of May, 1981, they will receive fifty per cent
(50%) of the number of accumulated days up to the 7th day of
May, 1981, paid on retirement at the rate of pay he or she is
receiving at the time of retirement.
2. GROUP LIFE INSURANCE
·
3.
-
4.
(a) All employees as a condition of employment shall join the
Town of Kincardine Life Insurance after serving a period of
three (3) months.
(b) Each Department Head shall receive insurance coverage to
a maximum of $30,000.
(c) All other employees shall receive insurance coverage of
$15,000. minimum or twice their salary to a maximum of
$30,000.
(d) The Employer agrees to pay one hundred per cent (100%)
of the premiums for Group Life Insurance.
ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE
(a) Every member of the Group Life Insurance Plan is covered
under this policy. Benefits are payable as a result of death
or dismemberment due to a non-occupational accident.
(b) The Employer agrees to pay one hundred per cent (100%)
of the premium for this type of coverage.
ONTARIO HEALTH INSURANCE PLAN
(a) As a condition of employment, all full-time employees are
required to enroll or complete an exemption form.
cont'd...
Schedule "B" - Page 2
5. EXTENDED HEALTH CARE BENEFIT
(a) This coverage is optional with each employee and is not
a condition of employment where they are already otherwise
covered.
·
(b) Coverage commences the month following enrolment and is not
subject to an overall maximum benefit.
(c) There is no deductible, except .35ø per drug prescription.
(d) The employer agrees to pay 100 percent of the premium
cost for semi-private coverage for employees qualifying for
enrolment.
·
(e) For eligible charges for necessary medical care, services
or supplies administered by, or ordered by a licensed physician,
refer to your Group Plan handbook.
(f) For Services outside the Town of Kincardine, the employee
is required to make payment and obtain a receipt for services
received. He then completes a claim form to the Insurance
Company using forms obtainable from the Town Clerk's Office.
In the case of drugs or other small payments, these can be
held and a number claimed at one time.
6. DENTAL BENEFITS
(a) Dental Plan coverage will be an optional benefit for
those employees wishing to enroll in the plan.
(b) The Employer agrees to pay fifty per cent (50%) of the
Dental Plan.
7. PENSION PLAN
(a) Canada Pension deductions are made from all employees up
to the maximum amount necessary to conform to the provision of
the Canada Pension Plan. The employer matches these
contributions.
·
(b) Ontario Munici al 10 ees' Retirement S stem or OMERS
Plan deductions commence on employment. The employer wil
contribute an amount equal to the amount contributed by the
employee to the system. New employees who have been making
contributions to the system through another group may transfer
to the Town of Kincardine without the one-year waiting period.
A separate pamphlet explaining in more detail is available.
-
s.
TUITION ALLOWANCE
Employees who wish to further their education relative to their
particular position with the Town, and who will be requesting
reimbursement of cost of tuition fees and books must obtain
approval through their Department Head, Committee or Board
before enrolling for any course of study.
cont'd...
·
·
·
·
9.
Schedule "B" - Page 3
Satisfactory proof of successful completion of the course
must be submitted. Reimbursement to the employee will be
made one year following successful completion of the course
providing he or she is still employed by the employer.
UNEMPLOYMENT INSURANCE
Deductions must be made from all employees as established by
the Unemployment Insurance Commission.
Benefits are now payable for periods of unemployment, disability
and sickness.
10. LONG TERM DISABILITY
All employees are covered under a Long Term Disability Plan. The
monthly benefit is 60~ of monthly earnings to a maximum of
$1,500.00 per month. The Employer agrees to pay One Hundred (100%)
per cent of the premiums for this plan.
11. GENERAL
Employees in all positions must submit a medical certificate
as a condition of employment.
All employees must report to the payroll department if changes
are made in any of the following:
Address
Marital Status
Number of Dependents
Change of Beneficiary
On hirings, terminations, increments or whenever salary is
paid for part of a month, it will be calculated days (i.e.
yearly salary divided by 260 or 26l)~
Sick Leave and Leave of Absence will be calculated on working
days (i.e. yearly salary divided by number of calendar working
days). (Paid holidays are counted as working days.)
Final pays on termination or retirement must be obtained in
person at the payroll office so that final documentation can be
completed. This is important since Pension Options, Unemployment
Insurance, Ontario Municipal Employees Retirement System, and
Ontario Health Insurance documents must be properly completed,
explained, and in certain instances, signed by the employee.
-11-
READ A FIRST AND SECOND TIME this 7th day of February, 1980.
lì~~
Mayor
~ ??/l~
~lerk Administrator
.
READ A THIRD TIME AND FINALLY PASSED this 6th day of
August , 1981.· -
-
-
./""_'=-
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.
~~~~/
Mayor
-~
~-nI~
,.. Clerk Administrator
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