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HomeMy Public PortalAboutBy-Law 2019-32 Adopt Training & Conference PolicyCORPORATION OF THE MUNICIPALITY OF TWEED BY-LAW NO. 2019-32 Being a By-law to Adopt a Training & Conference Policy for the Corporation of the Municipality of Tweed. WHEREAS the Municipal Act, 2001, as amended, provides the general authority for Councils to adopt policies; 0 0 AND WHEREAS Council has deemed it expedient to set a policy for training and conference requests to the Corporation of the Municipality of Tweed; NOW THEREFORE the Council of the Corporation of the Municipality of Tweed enacts as follows: 1. That the Training & Conference Policy attached hereto as Schedule 'A' to this By-law is hereby adopted as the policy for training and conference requests in the Municipality of Tweed. 2. That the Training Request Form and Authorization for Training Cost Recuperation attached hereto as Schedule `B' to this By-law is hereby adopted as the standardized request form to request training from the Municipality of Tweed. 3. That Schedule 'A' and Schedule `B' attached hereto form part of this By-law. 4. 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 29th day of May, 2019. Read a third and final time, passed, signed and sealed in open Council this 29th day of May, 2019. Schedule 'A' to By-law No. 2019-32 MUNICIPALITY OF TWEED TRAINING & CONFERENCE POLICY POLICY STATEMENT The Corporation of the Municipality of Tweed recognizes the needs and benefits for upgrading skills, knowledge and qualifications of its employees to maintain and enhance employee performance for the benefit of both the employee and the Municipality of Tweed. DEFINITIONS A. Memberships, Conferences, Conventions and Seminars — All employees may join Organizations or Associations, or attend conferences, conventions and seminars deemed beneficial to the Municipality and to be relevant for the employee by the Department Head and approved by the Council. B. Job -related Courses —augment municipal training initiatives, and are normally specific to Department requirements. Courses have direct application to an employee's current job responsibilities, or are required for the current job. Courses may be scheduled by the Department Manager, or be requested by the employee. However, the attached training request form must be completed and approved by the Council. C. Career -related (Development) Courses/Programs — are designed for managers and supervisors who wish to progress to higher management levels or extend their current skills in their present position. Courses/programs are not normally directly related to the current job, but are part of the employee's possible career path within the Municipality. Request for career -related (development) Courses/Programs must be made on the attached training request form and approved by the Council. ELIGIBILITY In order to be eligible for training the individual must be: a) A permanent employee b) A member of Council c) Any other person authorized by the Council Page 1 of 4 Individual approval must be obtained prior to the enrollment date from Council, and is subject to any annual limitation of budget and ability of the Department to accommodate the time off and the attached training request form must be completed. ALLOWABLE EXPENSES The municipality shall assume all allowable costs associated with the attendance at approved activities, including: a) Registration fees b) Mileage expenses — in correlation with the Municipal mileage by-law, carpooling is recommended c) Accommodation — room rate and parking only, telephone calls are the responsibility of the employee d) Meals — at a rate of $100 maximum per day, subject to providing receipts and alcohol is excluded e) Other expenses as may be authorized by Council Receipts for authorized expenses associated with the conference, convention or seminar participation shall be forwarded to the Treasurer, after which a refund will be made payable to the employee. Registration fees and accommodation can be arranged and paid for prior directly by the Municipality. MEMBERSHIPS, CONFERENCES, CONVENTIONS AND SEMINARS Membership in Organizations and Associations will be considered that allow the employee to remain current in their job, or aid in the career development of the employee. The employee must be a permanent employee. The appropriate department head or staff member is entitled to attend the monthly, bi- monthly or quarterly association meetings as listed below: a) Road Superintendents meeting b) Hastings County Clerks and Treasurers Association meeting c) AMCTO Zone 5 meeting d) Emergency Management Sector meeting JOB -RELATED COURSES Approval of job -related courses is through the Department budget, and must be approved in advance on the attached training request form and recommended by the Department Head, subject to: O Page 2 of 4 a) The applicability of the particular course to the employee's current job (ie. may include licensing, professional development programs, seminars, technical skills programs, etc.) b) The availability of department training funds c) The ability of the department to permit the employee time off to take the course d) Approved courses are paid or reimbursed through the applicable departmental budget at the rate of 100% for necessary fees such as tuition, registration fees, related examination fees and books. Please note if the training request form is not completed and signed by both parties, no one shall attend any Job -related courses. CAREER -RELATED (DEVELOPMENT) COURSES/PROGRAMS Career -related (development) education/programs leading to a degree, diploma or certificate must be requested on the attached training request form and approved in advance by the Council subject to: a) Level of reimbursement/time off is based on applicability of education to the municipality's needs, availability of funding, and the ability of department/municipality to accommodate time off. Reimbursement and time off may be in full, or pro -rated to allow partial reimbursement (ie. employee may be required to pay a portion of the expenses, use compensatory time, annual vacation or leave without pay, etc.) b) Reimbursement may include tuition, books, travel and time off c) Employee must provide verification of payment and proof of successful completion in order to receive reimbursement Please note if the training request form is not completed and signed by both parties, no one shall attend any Career -related (development) courses/programs unless they pay for the course/program themselves and there will be no reimbursement from the Municipality. RECUPERATION OF TRAINING COSTS The Council of the Municipality of Tweed has discretion to require employees to reimburse the Municipality the costs incurred, through payroll deduction, for any job -related courses that are not successfully completed. If an employee leaves the Municipality prior to completing a job -related or career -related course/program, or if an employee leaves within 3 years of successfully completing a job - related or career -related course/program the municipality shall recuperate training costs through payroll deduction as follows: a) Recuperate 100% of training costs if the employee leaves prior to completing one year of service from the date the training was acquired b) Recuperate 66% of training costs if the employee leaves prior to completing two years of service from the date the training was acquired 0 Page 3 of 4 c) Recuperate 33% of training costs if the employee leaves prior to completing three years of service from the date the training was acquired APPLICABILITY OF POLICY This policy applies to all Municipal employees. New employees must complete their probationary period before this policy applies, however, Department Heads may waive this requirement if completion of the course is an immediate priority upon consultation with the Council. Part-time, temporary or seasonal employees may be eligible if the Department Head considers completion of the course an immediate priority and the attached training request form is completed and approved by the Council. O O Page 4 of 4 Schedule 'B' to By-law No. 2019-32 MUNICIPALITY OF TWEED Training Request Form and Authorization for Training Cost Recuperation Employee Name: Date of Request: Training Request Information: Training Policy Recuperation: I understand that as per By-law No. 2019-32 Schedule 'A' that if I leave within 3 years of successfully completing a job -related or career -related course/program the Municipality may recuperate training cost through payroll deduction as follows: a) 100% of training costs if you leave prior to completing one year of service from the date the training was acquired; b) 66% of training costs if you leave prior to completing two years of service from the date the training was acquired; c) 33% of training costs if you leave prior to completing three years of service from the date the training was acquired; I hereby agree to the above information and understand the training policy recuperation. I further agree that these training costs may be deducted from wages, notice or severance pay pursuant to By- law No. 2019-32 and that my signature on this form will constitute valid written authorization for such set off or deduction in compliance with the Employment Standards Act RSO 1990 and all applicable contracts, by-laws, policies and legislation. 0 Employee Signature Training approved: Date CAO/Clerk-Treasurer Date