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Home My Public Portal AboutBy-Law 2013-28 Adopt Human Resources Policy and Repeal 2008-09CORPORATION OF THE MUNICIPALITY OF TWEED BY-LAW NO. 2013-28 Being a By -Law to adopt a Human Resources Policy for the Municipality of Tweed and to repeal By -Law No. 2008-09. WHEREAS the Municipal Act, 2001 provides the general authority for Councils to adopt policies; NOW THEREFORE the Council of the Corporation of the Municipality of Tweed enacts as follows: 1. That the Human Resources Policy attached hereto as Schedule "A" to this by-law is hereby adopted as the policy for employment operations and human resources in the Municipality of Tweed. 2. That By -Law No. 2008-09 be repealed in its entirety. 3. That this by-law shall come into force and take effect immediately upon the passing thereof by the Council of the Corporation of the Municipality of Tweed. Read a first and second time this 27th day of August, 2013. Read a third and final time, passed, signed and sealed in open Council this 27th day of August, 2013. CLERK / MUNICIPALITY OF TWEED HUMAN RESOURCES POLICY TABLE OF CONTENTS Hiring Employee Classifications Hiring Process Hiring of Relatives Probationary Period New Hires Departments Departments and Positions Organization Chart Employee Job Descriptions Development Training Professional Development Acting Roles and Responsibilities Department Hours of Work Operations Breaks Wages Salary and Wage Scale Benefits Bereavement Leave Short Term Disability Coverage Sick Days Vacation Vacation Periods Public Holidays Unpaid Personal Leave Overtime Overtime Entitlement Accumulation and Compensation Page 2 - Municipality of Tweed Human Resources Policy HIRING Employee Classifications Permanent Full Time Employees - employees that are employed on a continuous basis and for the total number of normal weekly hours for the relevant department. O O Permanent Part Time Employees - employees that are employed on a continuous basis and for less than the total number of normal weekly hours for the relevant department. Casual Employees - employees that are employed on a short term basis for specific time periods. Hiring Process Permanent full time and permanent part time employees shall be hired in accordance with the following procedures: • positions filled through advertising or selection by Council approval • advertised positions will be internally and / or externally subject to Council discretion • hiring committee comprised of department head and / or supervisor, member of Council, member of committee (if applicable) • application review and interview process by hiring committee • recommendation to Council • Council resolution to confirm employment Hiring of Relatives For the purpose of this policy "immediate family" shall mean the following: spouse; son; daughter; sister; brother; son-in-law; daughter-in-law; brother-in-law; sister-in-law; grandchild. For the purpose of this policy the hiring of relatives does not pertain to the hiring of volunteer firefighters. No member of the immediate family of any member of Council shall be hired for any staff position, including permanent full time, permanent part time and casual positions. No member of the immediate family of any staff person existing at the time of hiring shall be hired for any position, including permanent full time, permanent part time and casual positions, within the same department as the existing staffperson. Probationary Period Employment of all successful applicants for permanent full time and permanent part time positions shall be subject to a one year probationary period. Page 3 - Municipality of Tweed Human Resources Policy New Hires An eligibility list will be created for all new positions, including firefighter positions, for consideration by Council when filling vacant positions. DEPARTMENTS Departments and Positions The departments and positions within departments shall be in accordance with the Municipality's by-law for wages, benefits, positions and position placements. Organization Chart The organizational structure of the departments and positions shall be in accordance with the attached schedule. EMPLOYEE DEVELOPMENT Job Descriptions Job descriptions shall be established for all permanent full time and permanent part time positions. Job descriptions shall be reviewed on a regular basis for relevancy to positions. Training All permanent full time and permanent part time employees, casual employees and students shall complete the relevant Workplace Safety training courses on an annual basis or as determined by the Occupational Health and Safety Act. All permanent full time and permanent part time employees, casual employees and students shall complete other training courses relevant to their applicable department and as required by the Occupational Health and Safety Act. Professional Development Permanent full time and permanent part time employees will be given the opportunity to attend training courses, conferences, seminars and workshops for career development as determined by Council. Page 4 - Municipality of Tweed Human Resources Policy Annual performance assessments will be carried out with all permanent full time and permanent part time employees and the performance assessments will be carried out by the employe& s immediate supervisor. Acting Roles and Responsibilities Permanent full time and permanent part time employees may be requested to perform supervisory duties on a temporary, short term basis as determined by the Department Supervisor. 0 O Where more than one employee in a department has the necessary qualifications to assume temporary, short term supervisory duties, the acting assignments will be carried out on a rotation basis. An employee requested to fill a supervisory role on a temporary, short basis shall be compensated as follows. Compensation in the amount of $ 25.00 per day. Monetary compensation only; no compensation in equivalent hours. Compensation paid based on minimum one day acting supervisory duties. No compensation, monetary or equivalent hours, for periods less than one day. DEPARTMENT OPERATIONS Hours of Work The following regular hours of work shall be maintained for the relevant departments and shall apply to permanent full time employees. Administration 40 hour work week By -Law / Fire 40 hour work week Public Works 40 hour work week Parks Arena Permanent full time: 40 hour work week Permanent part time: 24 hour work week Permanent full time: 40 hour work week Permanent part time: 24 hour work week Monday to Friday Monday to Friday Monday to Thursday and Friday Monday to Thursday and Friday 8:15 am to 4:45 pm 7:30 am to 4:00 pm 6:30 am to 4:00 pm 6:30 am to 10:30 am 7:00 am to 4:00 pm 6:30 am to 12:00 pm Weekdays and weekends as per ice rental schedule and building/plant maintenance up to regular work week: Monday 4:00 pm to 11:00 pm Tuesday 4:00 pm to 11:00 pm Page 5 - Municipality of Tweed Human Resources Policy Wednesday 10:00 am to 12:00 pm Wednesday 4:00 pm to 11:00 pm Thursday 4:00 pm to 11:00 pm Friday 4:00 pm to 11:00 pm Saturday 9:00 am to 9:30 pm Sunday 9:00 am to 9:00 pm Waste Disposal open hours O Tuesday 9:00 am to 5:00 pm Wednesday 1:00 pm to 5:00 pm October to April Wednesday 1:00 pm to 8:00 pm May to September Saturday 9:00 am to 5:00 pm Hours of work for permanent part time employees shall be determined by the Department Supervisor and in accordance with the terms established at hiring. Hours of work for casual employees shall be determined by the Department Supervisor. Any variance in the normal working hours for all employees shall be approved by the Department Supervisor. Breaks The following break periods shall be provided to all employees within the relevant departments. Administration one 30 minute unpaid lunch break two 15 minute paid breaks mid morning and mid afternoon By -Law / Fire one 30 minute unpaid lunch break two 15 minute paid breaks mid morning and mid afternoon Public Works one 30 minute unpaid lunch break two 15 minute paid breaks mid morning and mid afternoon Recreation - Parks one 30 minute unpaid lunch break two 15 minute paid breaks mid morning and mid afternoon Recreation - Arena one 30 minute paid lunch break two 15 minute paid breaks per 8 hour shift Waste Disposal one 30 minute paid lunch break O Page 6 - Municipality of Tweed Human Resources Policy WAGES Salary and Wage Scale The salary and wage scale for all employees shall be in accordance with the Municipality's by-law for wages, benefits, positions and position placements. O New employees shall be hired at the entry level of the relevant position in the wage scale unless otherwise agreed by Council. Movement within the employee's wage scale shall be on an annual basis unless otherwise determined by Council and in accordance with supervisor recommendation. BENEFITS Bereavement Leave Permanent full time and permanent part time employees shall be allowed up to five days off with pay for bereavement leave in the death of the following family members: mother; father; spouse; and child. Permanent full time and permanent part time employees shall be allowed up to three days off with pay for bereavement leave in the death of the following family members: sibling; grandparent; grandchild; mother-in-law; father-in-law; daughter-in-law; son-in-law; brother-in-law; and sister- in-law. Short Term Disability Coverage Short term disability coverage for all permanent full and permanent part time employees shall be in accordance with the terms set out by the Municipality's insurer. Where the short term disability coverage provides for a one week waiting period before coverage commences, the one week waiting period shall be paid by the Municipality, but only in the event that short term disability coverage is commenced with the Municipality's insurer. Sick Days Permanent full time and permanent part time employees shall be given three paid sick days in the calendar year. There will be no accumulation of sick days or carry over of sick days in any year. 0 Page 7 - Municipality of Tweed Human Resources Policy VACATION and PUBLIC HOLIDAYS Vacation Periods Vacation entitlements shall be in accordance with the vacation day and vacation pay entitlements established in the Municipality's by-law for wages, benefits, positions and position placements. Public Holidays 0 Public holiday entitlements shall be in accordance with the public holiday entitlements established in the Municipality's by-law for wages, benefits, positions and position placements. Unpaid Personal Leave Permanent full time and permanent part time employees shall be entitled to take up to three unpaid days of personal leave in a calendar year. OVERTIME Overtime Entitlement Overtime hours shall be any hours worked over 40 hours per week in all departments. Overtime hours worked shall be at the request of the Department Supervisor and approved by the Department Supervisor. Accumulation and Compensation Compensation for overtime hours worked shall be in accordance with the following. Permanent full time employees not including salary employees overtime calculated at rate of 1.5 times regular hourly rate for each hour worked over 40 hours per week; accumulated overtime hours not to exceed 80 hours at any time; compensation for overtime hours worked to be taken in pay or time off based on the following: ► maximum of 80 hours banked at any time; ► overtime hours in excess of 80 hours at end of each pay period to be paid out in that pay period. 0 2 Page 8 - Municipality of Tweed Human Resources Policy Salary employees accumulated overtime taken in lieu time only; • no monetary compensation for overtime hours accumulated; • overtime compensated on actual number of overtime hours accumulated to a maximum of 120 hours in any year; no carry over of unused overtime hours at end of calendar year. O O O Fe nce Viewers Plan ni ng Ad visory Committee I nfrastructure Committee Recreation Committee Pool Fun draisin g Committee Economic Development Officer Municipality of Tweed Organization Chart Committee of Adjustment Fire Chief Deputy Fire Chief Council Personnel & Fi nance Committee Perso ns & Property Committee Quinte Conservation Captains Fire Fighters By -Law Enforcement Officer Q uinte Waste Solutions CPAC C AO/Clerk Treasu rer/ Depu ty Clerk Tax & Property Assistan t Treasury A ssistant Admin. /Public Works Assistant Corporate Services & Plan ning A ssistan t BISC Parks & Recreatio n S upervisor Parks & Recreation Staff Recreation Assista nt 1 Public Works Supervisor Chief B uilding Official Building I nspector P ublic Works Operators WDS Supervisor WDS Operators