MUNICIPALITY OF THAMES CENTRE ADMINISTRATION SERVICES CLERKS / CEMETERY

Transcription

1 MUNICIPALITY OF THAMES CENTRE ADMINISTRATION SERVICES CLERKS / CEMETERY REPORT NO. C TO: Mayor and Members of Council FROM: Margaret Lewis, Clerk/Cemetery Manager DATE: SUBJECT: THAMES CENTRE POLICY MANUAL RECOMMENDATION: It is recommended that: 1. Report No. C , of the Clerk/Cemetery Manager, dated, concerning the Thames Centre Policy Manual, be received for information; 2. The Thames Centre Policy Manual, which incorporates the Employee Policy Manual, Council Policy Manual and Corporate Policy Manual, dated be adopted. PURPOSE: The purpose of this Report is to present the Thames Centre Policy Manual which includes the Employee Policy Manual, Council Policy Manual and Corporate Policy Manual. BACKGROUND: In 2006, the Council adopted the Municipality s Employee Policy Manual. Throughout the years several policies have been added or revised and incorporated into the manual. Throughout the years, Council has adopted several other policies that pertain to Council directly (ie. Clothing Allowance, Health Benefit Plan, Remuneration, Procedural By-law, Code of Conduct, etc.). These policies were not incorporated into a manual. Also, there are departmental policies/by-laws which there were not incorporated into a manual. As noted, there has not been a formal process to incorporate the various municipal policies/by-laws into one Thames Centre Policy Manual. The Municipal Staff wish to consolidate the policies/by-laws into one manual for easy access for the Members of Council and Staff. I wish to note that only the most frequently used/requested by-laws have been incorporated into the Manual. COMMENTS: Municipal Staff reviewed and updated the Employee Policy Manual.

2 Page 2 The Municipal Staff developed a Council Policy Manual to include the policies that were previously adopted by Council with some additional policies. As well, Municipal Staff developed a Corporate Policy Manual which includes various policies and frequently requested by-laws for the departments within the Municipality. EMPLOYEE POLICY MANUAL The following are the proposed revisions for previously adopted policies under the Employee Policy Manual: - Policy No. EP-A-1.2 Organizational Chart - updated - Policy No. EP-B-1.5 Minimum Age for Hiring- changed minimum age for hiring from 14 years to 16 years - Policy No. EP-B-3.3 Safety - updated Safety Statement - Policy No. EP-B-4.2 Respect in Workplace Policy - changed corrective action so that if an investigation involves an employee, the Chief Administrative Officer will determine what action should be taken as a result of the investigation involving municipality employees; and changed correction action so that if an investigation involves a Member of Council, the Council will determine the appropriate action to be taken. Also, updated to state that the policy applies to employees, Council Members, Committee Members, Volunteers, Contractors and Consultants. - Policy No. EP-C-2.3 Short Term/Sick Leave - defined immediate family for sick leave purposes (spouse, son, daughter, mother, father, mother-in-law and fatherin-law). - Policy No. EP-C-3.3 Dress, Grooming and Personal Hygiene removed requirement for necktie under #7 for traditional business dress for males. - Policy No. EP-C-3.8 Protection and Use of Corporate Property added #4 wherein the Municipality shall accept collect calls from municipal rate payers or residents required to call long distance on matters of municipal business. As well, added #7 wherein it states that employees shall not use the Municipality of Thames Centre letterhead for personal correspondence at any time. - Policy No. EP-C-3.12 Cellphone Use added #3 wherein it now states that any employee who uses their cell phone, not equipped with hands free device, while driving a municipal vehicle will be subject to disciplinary action. - Policy No. EP-D-1.2 Payment of Wages removed section to grant salary advances. - Removed Policy relating to Time Records overtime form implemented - Policy No. EP-D-2.4 Vacations added #10 wherein it states that vacation credit can be banked in the case of bereavement of husband, wife, son, daughter, father, mother, step-parent, step-child, legal guardian, legal ward (5 days), father-in-law, mother-in-law, brother, sister, grandparents, grandchild, sister-in-law, brother-in-law (3 days) and that proof of such bereavement may be required. - Policy No. EP-D-3.2 Vehicle Expenses changed the rate to reimburse staff for use of their personal automobile for municipal services and business mileage to be consistent with the automobile allowance established by the Canada Revenue Agency.

3 Page 3 - Policy No. EP-D-3.3 Travel and Conference/Convention Expenses changed to provide only Department Heads and Supervisory Staff an allowance of $6,000 for conferences/conventions (same as Council) and to remove the maximum number of two (2) conferences/conventions per year. Also changed to allow other Members of Staff to attend one (1) conference/convention per year subject to Department Head approval. In relation to #13, Part-time Volunteer Firefighters changed to state that the per diem rate does not apply to Thames Centre Volunteer Firefighters who are employed full-time by the Municipality of Thames Centre. - Policy No. EP-D-3.4 Corporate Credit Cards updated Corporate Credit Card Policy to reflect current practice - Policy No. EP-D-3.5 Safety Foot Wear Allowance and Clothing Allowance changed the maximum annual reimbursement to $575 to be the same as unionized employees. (Total was $150 footwear, 300 clothing. Also added #4 as confirmed with Director of Community Services & Facilities). COUNCIL POLICY MANUAL The following are the policies previously adopted by Council that were added to form the Council Policy Manual, including proposed revisions: - Policy No. C-A-1.1 Organizational Chart updated (forms part of employee and corporate manuals as well) - Policy No. C-A-2.1 Safety Statement (Health & Safety) updated to reflect current statement - Policy No. C-B-2.1 Attendance at Conferences/Conventions, Seminars & Workshops Policy - revised to add 2nd and 3rd paragraph in No. 1 (same as Police Services Board Conference Policy). Also, changed the per diem amount to reflect the per diem rate to equal the per diem rate of the Middlesex County Policy - Policy No. C-B-2.2 Clothing Allowance same as approved - Policy No. C-B-3.1 Health Benefit Plan same as approved - Policy No. C-C-1.2 Respect in Workplace Policy - changed corrective action so that if an investigation involves an employee, the Chief Administrative Officer will determine what action should be taken as a result of the investigation involving municipality employees; and changed correction action so that if an investigation involves a Member of Council, the Council will determine the appropriate action to be taken. Also, updated to state that the policy applies to employees, Council Members, Committee Members, Volunteers, Contractors and Consultants. (same as Employee Policy Manual) - Policy No. C-C-1.3 Acceptable Use of Technology (including Network & Hardware and Security) same as approved - Policy No. C-C-1.6 Use of Corporate Services same as approved - Policy No. C-C-1.7 Social Media same as approved - Policy No. C-D-1.1 Acknowledgement of Significant Personal Events of Council Member same as approved

4 Page 4 The following is a list of the policies that were added to form the Council Policy Manual: - Policy No. C-B-1.1 Elected Officials Salaries - Policy No. C-B-2.3 Vehicle Expenses mileage rate for reimbursement same as staff s proposed policy reimburse council for use of their personal automobile for municipal services and business - mileage to be consistent with the automobile allowance established by the Canada Revenue Agency. - Policy No. C-B-3.2 Association Memberships - Policy No. C-C-1.4 Access to Information - Policy No. C-C-1.5 Confidentiality - Policy No. C-C-2.1 Authority to Execute Documents incorporates resolution passed to authorize the Clerk to sign municipal documents, of a time sensitive nature, in the absence of the Chief Administrative Officer CORPORATE POLICY MANUAL The Corporate Policy Manual is broken down into sections: General, Building/By-law Enforcement Services, Cemetery, Drainage Services, Fire Services, Environmental Services, Community Services, Transportation Services, and Finance Services. Each of these sections contains policies/by-laws that have been adopted by Council. The Municipal Staff tried to incorporate the most frequently requested by-laws to be included in the Manual. The following is a list of the policies that were previously adopted by Council and added to form the Corporate Policy Manual: - Policy No. CP-A-1.1 Background and Description of Municipality of Thames Centre same as approved - Policy No. CP-A-1.2 Corporate Philosophy same as approved - Policy No. CP-A-1.3 Mission Statement same as approved - Policy No. CP-A-1.4 Vision and Values same as approved - Policy No. CP-A-1.5 Elected Officials same as approved - Policy No. CP-A-1.6 Organizational Chart - updated - Policy No. CP-A-2.1 Establishment of a Policy - updated - Policy No. CP-A-3.1 Accessibility same as approved - Policy No. CP-A-3.2 Health & Safety same as approved - Policy No. CP-A-4.1 Resolutions of Other Municipalities revised to change current practice where resolutions of other municipalities are circulated to Council rather than being placed on the agenda under correspondence. - Policy No. CP-A-4.2 Proclamations Council adopted resolution in June 2001 that no proclamations be made by Council - Policy No. CP-A-5.1 Accountability and Transparency Policy - revised - Policy No. CP-A-7.1 Delegation of Powers and Duties same as approved - Policy No. CP-A-8.1 Municipal Recognition of Birthdays, Anniversaries and Other Recognition Policy same as approved - Policy No. CP-A-10.1 Charity Collection Boxes same as approved - Policy No. CP-D-1.1 Drain Maintenance Policy same as approved

5 Page 5 - Policy No. CP-F-1.1 Charity Metal Depots same as approved - Policy No. CP-F-1.2 Energy Policy same as approved - Policy No. CP-G-1.1 Ice Allocation Policy same as approved - Policy No. CP-G-1.2 On-Ice Advertising Policy same as approved - Policy No. CP-G-1.3 Municipal Facility Leasing Policy same as approved - Policy No. CP-G-1.4 Flightexec Centre Walking Track Rules same as approved - Policy No. CP-G-1.5 Supervision Policy same as approved - Policy No. CP-G-1.6 Security Video Surveillance Policy same as approved - Policy No. CP-G-1.7 Outdoor Surveillance Cameras Policy same as approved - Policy No. CP-G-1.8 Facility User Group Liability Insurance Program Policy same as approved - Policy No. CP-G-1.9 Municipal Encroachment Procedure same as approved - Policy No. CP-G-1.10 Fee Waiver and Reduction Request Policy same as approved - Policy No. CP-G-1.11 Naming/Renaming Municipal Parks, Open Spaces, Trails and Facilities - Policy No. CP-G-1.12 Community Event Trailer Use Policy same as approved - Policy No. CP-H-1.4 Warning Sign Policy same as approved - Policy No. CP-H-1.5 Disabled Person Warning Sign Policy same as approved - Policy No. CP-I-1.1 Reserves same as approved - Policy No. CP-I-1.2 Tangible Capital Asset same as approved The following is a list of the policies that were added to form the Corporate Policy Manual: - Policy No. CP-A-2.1 Establishment of a Municipal Policy (similar to policy outlined in Employee Policy Manual) - Policy No. CP-A-4.3 Notice of Official Plan Amendments and Zoning By-laws received from other municipalities - Policy No. CP-A-6.1 Appointment to Boards and Committees - Policy No. CP-A-8.2 Flying of Flags - Policy No. CP-A-8.3 Municipal Branded Products/Logo - Policy No. CP-A-9.1 Use of Bulletin Boards in Municipal Facilities The following is a list of by-laws that were added under the General Section as part of the Corporate Policy Manual (not all municipal by-laws were added): - Council Code of Conduct - Emergency Plan - Food Premises - Notice to the Public - Records Retention (By-law) - Remuneration - Rules Governing the Proceeding and Conduct of Meetings - Smokefree Workplace - Tariff of Fees - Animal Control - Discharge of Firearms

6 Page 6 - Discharge of Fireworks - Unusual Noises - Sign - Swimming Pool Fences and Gates - Property Standards - Building - Abandoned Cemetery Policy - Cemetery Regulations Dorchester Union Cemetery - Municipal Drainage Works - Open Air Burning - Establish, Maintain and Operate a Fire Department - Extension of Municipal Waste/Wastewater - Curbside Collection of Waste & Recyclables - Sewer & Sewer Rates - Water & Wastewater Rates & Charges - Municipal Alcohol Policy - Provide for Use, Protection and Regulation of Public Parks in Recreation Areas - Tree Planting Guidelines - Regulate Parking and Traffic - Purchasing of Goods and Services - Water Billing & Procedures - Sale and other Disposition of Land - Tax Rates and Levies Please be advised that the Municipal Staff has already posted the most frequently requested by-laws on the Municipality s website. CONSULTATION: S. Findlater, CAO FINANCIAL IMPLICATIONS: N/A REFERENCES/ATTACHMENTS: Prepared by: Margaret Lewis, Clerk/Cemetery Manager Reviewed by: S. Findlater, Chief Administrative Officer