Human Resources Administrative Manual for Employees (Policy 5)
Antigonish, Nova Scotia
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POLICY 5 - HUMAN RESOURCES
ADMINISTRATIVE MANUAL FOR EMPLOYEES
Approved by Council July 26, 2016
Amended January 16, 2018; March 19, 2019
November 19, 2019, September 14, 2021, September 13, 2022
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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TABLE OF CONTENTS
Introduction ..................................................................................................................................... 4
Letter from the Municipal Clerk Treasurer ...................................................................................... 5
Letter from the Warden ................................................................................................................... 6
Commitment to Public Service & Code of Conduct ......................................................................... 7
SECTION 1: RECRUITMENT AND SELECTION
1:001 Medical Discrimination ........................................................................................................ 8
1:002 Accommodations for Persons with Disabilities .................................................................... 9
1:003 Position Announcement..................................................................................................... 10
1:004 Release of Information for Employment Application ........................................................ 11
1:005 Equal Employment Opportunities ...................................................................................... 12
1:006 Reference Checks ............................................................................................................... 13
1:007 Orientation ......................................................................................................................... 14
1:008 Review of Administrative Policy and Procedures .............................................................. 15
Statement of Review and Understanding .......................................................................... 16
1:009 Employment of Immediate Family ..................................................................................... 17
1:010 Employee Classification...................................................................................................... 18
1:011 Staff Qualifications ............................................................................................................. 19
SECTION 2: BENEFITS
2:001 Federal/Provincial Benefits ................................................................................................ 20
2:002 Pension Benefits ................................................................................................................. 21
2:003 Long Term Disability ........................................................................................................... 22
2:004 Benefits Plan (Medical & Dental) ...................................................................................... 23
2:005 Worker Compensation ....................................................................................................... 24
2:006 Life Insurance ..................................................................................................................... 25
2:007 Employment Insurance ...................................................................................................... 26
2:008 Severance Pay .................................................................................................................... 27
2:009 Employee Recognition ....................................................................................................... 28
2:010 Employee Wellness ............................................................................................................ 29
2:011 Employee Computer Purchase ........................................................................................... 30
SECTION 3: LEAVES AND ABSENCES
3:001 Attendance ......................................................................................................................... 31
3:002 Reporting Absences ........................................................................................................... 32
3:003 Unauthorized Absences ..................................................................................................... 33
3:004 Vacations ............................................................................................................................ 34
3:005 Sick Leave ........................................................................................................................... 36
3:006 Unpaid Leave of Absence ................................................................................................... 37
3:007 Emergency Unpaid Leave ................................................................................................... 38
3:008 Health Care Appointments ................................................................................................. 39
3:009 Jury Duty/Court Duty ......................................................................................................... 40
3:010 Maternity Leave ................................................................................................................. 41
3:011 Parental Leave .................................................................................................................... 42
3:012 Leave of Absence for Training or Professional Development ............................................ 43
3:013 Voting ................................................................................................................................. 44
3:014 Inclement Weather ............................................................................................................ 45
3:015 Termination for Health Reasons ........................................................................................ 46
3:016 Compassionate Leave ........................................................................................................ 47
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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SECTION 4: WORKPLACE PERFORMANCE
4:001 Harassment Free Workplace .............................................................................................. 49
4:002 Human Resource Records .................................................................................................. 54
4:003 Grievances .......................................................................................................................... 55
4:004 Corrective Action................................................................................................................ 57
4:005 Documentation of Corrective Action ................................................................................. 59
4:006 Drug/Alcohol Abuse ........................................................................................................... 60
4:007 Conflict of Interest ............................................................................................................. 61
4:008 Unsatisfactory Work Performance ..................................................................................... 63
4:009 Political Affiliation .............................................................................................................. 65
SECTION 5: PERSONNEL RECORDS
5:001 Personnel File Contents ..................................................................................................... 66
5:002 Access to Information and Protection of Privacy ............................................................... 67
5:003 Resignations ....................................................................................................................... 68
5:004 Personal Information Changes ........................................................................................... 69
5:005 Document Management .................................................................................................... 70
SECTION 6: HOURS OF WORK
6:001 Hours of Work .................................................................................................................... 71
6:002 Public Holidays ................................................................................................................... 72
6:003 Banked Time ....................................................................................................................... 73
6:004 Overtime ............................................................................................................................ 74
6:005 Christmas Shutdown .......................................................................................................... 75
SECTION 7: CONDITIONS OF EMPLOYMENT
7:001 Terms of Employment ........................................................................................................ 76
7:002 Commitment to Confidentiality ......................................................................................... 78
7:003 Travel .................................................................................................................................. 79
7:004 Dress Code ......................................................................................................................... 80
7:005 Performance Review .......................................................................................................... 81
7:006 Use of Municipal Facilities and Equipment ........................................................................ 82
7:007 Information Technology Use .............................................................................................. 83
7:008 Absenteeism and Tardiness ............................................................................................... 84
7:009 Employee Assistance Program ........................................................................................... 85
7:010 Salary Determination ......................................................................................................... 86
7:011 Payroll Advances ................................................................................................................ 87
7:012 Expense Claims ................................................................................................................... 88
7:013 Training and Development ................................................................................................. 89
Professional Development Request for Support................................................................ 90
7:014 Payroll ................................................................................................................................ 91
Glossary .......................................................................................................................................... 92
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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INTRODUCTION
This document is a collection of policies related to employment with the Municipality of the
County of Antigonish. It conveys standards, practices and expectations for employees,
supervisors and managers.
It is the responsibility of all employees follow these policies and to see that they are administered
in a fair, consistent and impartial manner. A compassionate and reasonable approach to
individual circumstances is expected to be applied in the administration of policy.
Employees have the right to fairly and reasonably discuss employment related matters with their
direct supervisor or the Municipal Clerk Treasurer. The Senior Leadership Team and Staff
Engagement Committee have also been created to facilitate ongoing conversations surrounding
employment policies.
The purpose of this document is to present all employment related policies and procedures and
to ensure a shared clear understanding of the terms, conditions and requirements governing
employment with the Municipality. It is the intent of the Municipality to provide fair and
equitable work practices and parameters for its employees.
Embedded in this document is a Commitment to Public Service & Code of Conduct. As an
employee of the Municipality of the County of Antigonish, you agree to uphold this commitment
& code in addition to working in a manner that is reflective of the policies herein.
The procedural requirements of these policies are intended to complement, supplement and be
consistent with, not to compromise or replace the requirements of applicable labour legislation.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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LETTER FROM THE MUNICIPAL CLERK TREASURER
"I am of the opinion that my life belongs to the community, and
as long as I live it is my privilege to do for it whatever I can."
- George Bernard Shaw (1856 - 1950), Irish Playwright
Dear colleagues -
It is my pleasure to introduce this revised policy manual for all employees of the Municipality of
the County of Antigonish. Thank you for your contributions to this work and your continuing
commitment to breathe life into these words.
First and foremost we are public servants.
In the words of George Bernard Shaw, our work belongs to our community and it is our privilege
to do for it what we can. This is what it means to be a public servant. In committing ourselves to
our community we also have responsibilities and commitments to the Municipality and each
other. Those commitments, developed and agreed to by all, are conveyed in this document.
In building this document and reviewing existing policies, the following goals we kept top of mind:
- Policies are practical and useful for employees and the Municipality,
- Policies are fair, clear and consistent,
- Policies reflect contemporary standards, and
- Policies are consistent with the law.
This considerable body of work was made possible through the contributions and engagement
of staff, the Staff Engagement Committee and Senior Leadership Team. This was a team effort
and everyone can say they played a role. We have also benefited from the coordination and
advice of Patrick Hartling of SPL Consulting.
I wish you the best as you read and consider these policies and work to apply them. As always,
my door is open if you would like to discuss what you read here or if you have any questions.
Best,
Glenn Horne
Municipal Clerk Treasurer
LETTER FROM THE WARDEN
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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Friends & colleagues -
On behalf of Municipal Council, I wish to express our appreciation and support for your work.
Council, residents, business owners and visitors are acutely aware of the importance of our work
and you are an integral part in making it happen. We all have high regard for the work you do to
create a richer community with your energy, with your skill and with your dedication to public
service.
As we all know too well, the future is facing us with challenges and new pressures. But the way
in which we will meet these challenges as a team, each doing our part, is critical to our success.
The work you do is important and we are proud of your efforts, your commitment and your
unwavering focus on service to the residents of Antigonish County.
Not only is what you do important, but how you do it is as well. You have built a culture of
proactive participation. You see challenges and opportunities before they arise, and work
together to see the Municipality succeed. This is what will make us successful far into the future.
On behalf of Municipal Council, we commend the work you have done to produce this document
- it was no small feat, especially while juggling your normal workload. Again, we appreciate all
you do to make our communities a wonderful place to live, work and grow.
Sincerely
Owen McCarron
Warden
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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COMMITMENT TO PUBLIC SERVICE & CODE OF CONDUCT
As professional public servants, we play a vital role in our community. We are committed to the
highest degrees of integrity. We are committed to deliver the best administration possible. We
are committed to fair, transparent and accountable governance, to delivering high quality
services and to a stewardship of government funds that will maximize cost-effectiveness. We are
committed to the improvement of the Municipality and community we serve.
It is in this context that employees of the Municipality of the County of Antigonish commit to the
following code of conduct:
- Employees spend the workday effectively - by performing the proper tasks promptly,
safely and well and by demonstrating an awareness of priorities.
- Employees take responsibility for the achievement of the Municipality's goals and
objectives and their part in achieving them.
- Employees treat with respect other employees, residents and all those encountered in
the course of carrying out their duties.
- Employees are accountable for their actions.
- Employees maintain a workplace that fosters teamwork and cooperate with reasonable
requests from coworkers and as assigned by the Clerk Treasurer/Designate.
- Employees uphold the letter and spirit of the Nova Scotia Human Rights Act.
- Employees respect the confidentiality of sensitive information.
- Employees safeguard the property of others and the Municipality.
- Employees give due credit to the contributions of colleagues and support their careers.
- Employees are committed to learning, innovation and improvement through continuous
study and thoughtful, measured experimentation to forward the Municipality's priorities.
- Employees hold their employment with the Municipality foremost above any other
outside employment and do not accept outside work that would compromise their
integrity or that of the Municipality.
- Employees listen, empathize and cooperate with each other to resolve workplace
challenges.
- Employees constructively intervene where a colleague's behaviour does not align with
this code.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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MEDICAL DISCRIMINATION
Administrative Policy
The Municipality believes in protecting the rights and privacy of all employees and the
Municipality assures non-discriminatory services to staff members.
Procedures:
- The employees shall follow all relevant health and safety guidelines as issued by the Nova
Scotia Department of Health and the Department of Labour, and as provided in applicable
Human Rights Legislation.
- The Municipality will seek current guidance from reliable medical sources.
- To ensure confidentiality, any medical records provided by the employee shall be sealed
within the employee personnel file.
- Employees who believe they have been discriminated against on the basis of any matter
may file a complaint with the Clerk Treasurer/Designate.
- Employees with any illness shall take all safety precautions per their Medical Practitioner
to ensure the wellbeing of other employees and clients.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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ACCOMMODATION FOR PERSONS WITH DISABILITIES
Administrative Policy:
The Municipality is committed to hire, train, and promote qualified individuals with disabilities
and to make reasonable accommodation for their unique needs.
Procedure:
- A qualified individual with a disability is defined as "an individual with a disability who
with or without reasonable accommodation, can perform the essential functions of the
employment position" that such an individual holds or desires.
- Reasonable accommodation may include making existing facilities used by employees
readily accessible to and usable by individuals with disabilities. It may also include job
restructuring; adjusting or modifying examinations and training materials; and other
reasonable accommodations, for persons with disabilities, provided that making such
accommodations does not constitute any undue and unreasonable hardship for the
Municipality.
The Municipality is committed to maintaining a proper work environment, therefore, the Clerk
Treasurer/Designate must:
- Be conscious to both of the sensitive and unique needs of individuals with disabilities.
- Periodically review personnel records of all employees at the Municipality to determine
the availability of promotion and transferability of qualified individuals, including those
with known disabilities.
- Determine if the present and potential skills of the individuals are being fully utilized and
developed.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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POSITION ANNOUNCEMENT
Administrative Policy:
The Municipality encourages the advancement chances of all employees. New or vacant positions
will be advertised internally before they are advertised externally. The Clerk Treasurer may, from
time to time determine that it is appropriate to advertise internally and externally
simultaneously.
Procedure:
- The Clerk Treasurer/ Designate must post the job listing and inform the employees that a
new job listing is posted.
- The posting will be placed in a common area to ensure all employees have easy access to
the posting.
- The posting will be left in the common area for period of eleven (11) working days.
- The Clerk Treasurer/Designate must ensure that position details and funding confirmation
is finalized before posting the job listing. In fact, the Clerk Treasurer in consultation with
the Senior Leadership Team (SLT) will consider alternates to replacement, and consider
all the elements of the position to ensure that staffing reflects the current priorities of the
Municipality, as well as fiscal realities. An updated outcome based position description
will be prepared prior to any staffing action.
- When filling job vacancies, the Municipality seeks to offer the position to competent and
experienced applicants. Each interested person must apply for the position.
- The Clerk Treasurer/Designate is responsible for advertising the job vacancy externally.
Any costs relating to the advertising are borne by the Municipality. All position vacancies
are to be filled only when in the opinion of the Clerk Treasurer, there is a suitable
candidate who meets the requirements of the Municipality.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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RELEASE OF INFORMATION FOR EMPLOYMENT APPLICATION
Administrative Policy:
All potential employees and educational placement applicants must provide a "Criminal Record
Check" or other documentation related to training, certification or professional membership
upon request.
Procedure:
- It is the responsibility of the applicant to obtain the record checks. The record checks
usually would have been completed 30 days prior to being received. The applicant shall
pay all costs incurred to comply with an employment requirement.
- In regard to a Criminal Record check, any result other than "No record on file" may, at the
discretion of the Clerk Treasurer, preclude any applicant from involvement with or
engagement by the Municipality.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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EQUAL EMPLOYMENT OPPORTUNITIES
Administrative Policy:
As a matter of law and Administrative Policy, selection for opportunities for hire, promotion,
transfer, or training as well as decisions regarding demotion, termination, or lay off shall occur
without regard to race, color, religion, sex, sexual orientation, national origin or other prohibited
bases.
Procedures:
- Employees who feel they have not been given an equal employment opportunity can
submit a written report to the Clerk Treasurer/Designate, describing his/her complaint.
- The Clerk Treasurer/Designate shall review and investigate the information within the
report. If discrimination is clearly discovered, the Clerk Treasurer/Designate in
conjunction with the Clerk Treasurer shall immediately resolve this concern.
o Please refer to Administrative Policy 04:004 for corrective action.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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REFERENCE CHECKS
Administrative Policy:
When scheduling an interview, the applicant shall be asked for authorization to contact their
references. If available, at least two reference checks must be completed for every prospective
employee and placement. The applicant shall provide references of individuals who are not
related in any way to the applicant, including through marriage. Reference names should be
employment, educational, or community based in nature.
Procedure:
- The Clerk Treasurer/Designate must keep a written record of questions and responses to
reference checks. The identity of the person(s) contacted should be kept on file.
- A copy of the reference check, including responses, shall be kept in the employee's
personnel file
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:006
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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ORIENTATION
Administrative Policy:
All new employees will be provided with a comprehensive, detailed orientation to the
organization and their role within the Municipality.
Procedure:
- The Clerk Treasurer/Designate shall inform the new staff member of the Municipality's
policies, as well as, staff services and benefits.
- The Clerk Treasurer/Designate may choose to ask another staff member to assist the new
employee for a short period of time.
- The Clerk Treasurer and supporting staff shall ensure that the workplace is prepared for
the new employee (i.e. Furniture, WorkStation, materials, equipment, etc.)
- The Clerk Treasurer/Designate or supporting staff is expected to ensure that other staff
members are aware of the new employee's commencement date and are prepared to
welcome and assist the new employee as much as possible.
Orientation may include but is not limited to the following:
- Review of policies and procedure;
- Overview of history of the Municipality, mission, vision, value and principles and lines of
communication;
- Overview of staff services and benefits;
- Occupational health & safety orientation;
- Successful completion of ICS-100 and any other training deemed mandatory for the
position.
For example; terms of employment, job description and scope, pension and medical forms,
declaration of confidentiality, introduction to all staff, clients and facility.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:007
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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REVIEW OF ADMINISRATIVE POLICY AND PROCEDURES
Administrative Policy:
It is the responsibility of all employees to ensure that they have read all of the policies and
procedures for the Municipality.
Procedure:
- A reasonable amount of time shall be made available during work time to permit
employees to read the manuals.
- When clarification of an Administrative Policy is required employees shall request this
through the Clerk Treasurer/Designate. The Clerk Treasurer/Designate shall provide
clarification and when necessary consult the Clerk Treasurer/Designate.
- Employees shall sign a Statement of Review and Understanding Form in a timely manner,
at the prompting of the Clerk Treasurer/Designate from:
o The time of commencement of employment at the Municipality; or
o Institution of a new or revised Administrative Policy
- The Statement of Review and Understanding form(s) shall be placed in the employees
personal file
- A copy of the Administrative Policy manual shall be made accessible to all employees.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:008
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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STATEMENT OF REVIEW AND UNDERSTANDING
I have reviewed and understand the Municipality of the County of Antigonish's Human Resource
Administrative Policy Manual for Employees.
______________________________
______________________________
Employee
Witness
__________________
YYYY - MM - DD
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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EMPLOYMENT OF IMMEDIATE FAMILY
Administrative Policy:
The Municipality may employ relatives of municipal employees and elected officials.
Procedure:
- No special advantage or favouritism will be shown in hiring relatives.
- A relative of a candidate for employment may not be involved, directly or indirectly, in
assessing with merits, qualifications or capacities of any candidate for an open position.
- An employee may not be employed in a position subject to direct or in-line supervision or
direction by a relative.
- For the purposes of this section, a "relative" includes parent, spouse (including common-
law spouse), child, sibling or half sibling, grand-parent, grandchild, niece, nephew or any
of those by way of marriage ("in-law" or "step" relatives).
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:009
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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EMPLOYEE CLASSIFICATION
Administrative Policy:
This Administrative Policy addresses permanent full-time and permanent part-time staff.
Classification is designated at time of hire and is not changed by hours worked or overtime. The
classification of position determines how an employee may be paid, among other things, for
hours worked in excess of 37.5-42.5 hours per week (depending on position) and whether or not
they are subject to overtime.
Procedure:
- Classifications of employee status are:
Full-Time- An employee whose regularly scheduled workweek is 37.5-42.5 hours
per week (depending on position).
Part-Time - An employee whose regularly scheduled workweek is less than 37.5
hours per week.
Casual - An employee whose schedule is on an "as needed" basis and does not
have regularly scheduled hours of work.
- The Clerk Treasurer/Designate in conjunction with the Clerk Treasurer shall determine
the aspects of each classification.
- The Clerk Treasurer/Designate is responsible for assigning classification of responsibilities
to qualified staff.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:010
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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STAFF QUALIFICATIONS
Administrative Policy:
The Clerk Treasurer/Designate shall ensure all staff meets the qualification guidelines for
employees as determined by the Municipality of the County of Antigonish.
Procedure:
- The Municipality shall provide opportunity for staff to maintain or upgrade their
necessary credentials as determined by the Municipality of the County of Antigonish. The
Municipality will incur the costs associated with any mandatory training.
- Copies of up to date certifications shall be maintained in the employee's personnel file.
Administrative Policy Focus:
Recruitment and Selection
Policy:
01:011
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
20
FEDERAL/PROVINCIAL BENEFITS
Administrative Policy:
Employees receive deductions from their paycheques for the Canada Pension Plan, Employment
Insurance and Income Tax. If and when needed, employees are eligible to apply for benefits from
federal and provincial governments.
Procedure:
- Employees shall have the appropriate deductions taken from their bi-weekly pay as is the
legal responsibility of the employer.
- Employees shall receive a record for all payroll deductions.
Administrative Policy Focus:
Benefits
Policy:
02:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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PENSION BENEFITS
Administrative Policy:
Permanent full-time employees of the Municipality are required to join the Municipality's
Pension Plan after completing one year of service with the Municipality.
Procedure:
- Employees will receive detailed information from the Municipality's Pension Plan
Administrator.
- Automatic deductions will be taken from the employees' paycheque to cover plan
premiums.
Year of Service
Employee Contribution
Employer Contribution
Year 2-5
5% of their annual salary
5% of the employee's annual
rate of earnings
Year 6-10
7% of their annual salary
7% of the employee's annual
rate of earnings
Year 11-20
9% of their annual salary
9% of the employee's annual
rate of earnings
Year 21+
7% of their annual salary
11% of the employee's annual
rate of earnings
- The contribution increases by both employee & employer through the years of Service
graduated table increase on the employee's date of hire anniversary for years of service
2, 6, 11 & 21.
- The increases in employee pension contributions based on the years of service graduated
table are voluntary. If for any reason the employee does not wish to step up to the next
contribution level (based on their years of service anniversary), then the employee can
elect to decrease their pension contribution to a previous contribution level, with a
minimum contribution of 5%. The County will match the employee's contribution at the
reduced percentage amount.
o A request for a contribution increase deferral, rollback, and any reversion back to
the regular schedule of increase, must be provided to the Clerk-Treasurer by
January 1st in any year, and will not take effect until the subsequent April 1st.
o An employee cannot "buy back" any deferred contributions.
Administrative Policy Focus:
Benefits
Policy:
02:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 16 with
changes effective April 1,
2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
22
LONG TERM DISABILITY
Administrative Policy:
The Municipality is committed to providing employees with Long Term Disability coverage. The
Municipality contributes resources to fund these programs and services. Employees can pay the
benefit plan premiums through a payroll deduction. The Clerk Treasurer must approve any
changes in the plans.
Procedure:
- Information on the plans will be provided to all employees.
- In the event that an employee is off for an extended period, during the 119 day waiting
period, an employee may have to contribute their share of the Long Term Disability, Life
Insurance, Accidental Death and Dismemberment and Dependent Life Premiums.
Administrative Policy Focus:
Benefits
Policy:
02:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
23
BENEFITS PLAN (MEDICAL AND DENTAL)
Administrative Policy:
The Municipality is committed to providing employees with a benefit plan with options available
to meet individual needs. The Municipality contributes resources to fund these programs and
services. Employees can pay the benefit plan premiums through a payroll deduction. The Clerk
Treasurer must approve any changes in the plans.
Procedure:
- To be eligible for group benefits, you must be a permanent employee who is a resident of
Canada, working a minimum of 30 hours per week on a regular basis, year round.
- Information on the plans will be provided to all employees.
Administrative Policy Focus:
Benefits
Policy:
02:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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WORKER COMPENSATION
Administrative Policy:
The Municipality works to provide a safe, healthy environment free of recognized hazards for its
employees, clients, and visitors. It is Administrative Policy to comply with all applicable health
and safety standards, regulations, and codes. The Municipality takes an active role in the Workers
Compensation Program.
Procedure:
- The employee and/or witness must immediately report an accident/injury to the Clerk
Treasurer/Designate.
- The Clerk Treasurer/Designate shall ensure that the injured employee receives
appropriate medical care.
- If medical treatment is received from a physician the employee must request the
physician complete an accident/injury report form, provided by the WCB.
- The Clerk Treasurer/Designate shall ensure all necessary documents are completed and
forwarded to the WCB.
- The Clerk Treasurer/Designate shall investigate the accident/injury and complete a
written report. The report shall be forwarded to the Clerk Treasurer and a copy shall be
placed in the employee's personnel file.
Administrative Policy Focus:
Benefits
Policy:
02:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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LIFE INSURANCE
Administrative Policy:
While insured for this benefit, the amount for which you are insured will be paid to your
beneficiary, upon your death. Employees have the right to change his/her beneficiary subject to
any statutory restrictions.
Procedure:
- As per guidelines for the life insurance package provided by the carrier.
- In the event that an employee is off for an extended period, an employee may have to
contribute their share of the Long Term Disability, Life Insurance, Accidental Death and
Dismemberment and Dependent Life Premiums.
Administrative Policy Focus:
Benefits
Policy:
02:006
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
26
EMPLOYMENT INSURANCE
Administrative Policy:
Employment Insurance covers full-time and permanent part-time employees. The purpose of this
coverage is to protect employees from complete loss of pay in periods of unemployment. There
are regulations required by The Government of Canada pertaining to qualification for
unemployment benefits. Information regarding the regulation is available at Service Canada
office and website.
Procedure:
- A deduction is taken from the employee's gross earnings and this amount is remitted to
the Canada Revenue Agency on behalf of the employee.
- The Municipality is responsible to remit the employees EI contribution to Canada Revenue
Agency on behalf of the employees.
- A Record of Employment will be issued to those employees that need to submit a claim
for Employment Insurance for unemployment benefits. The Clerk Treasurer/Designate
must forward a copy of the Record of Employment so that the claim for benefits can be
considered.
Administrative Policy Focus:
Benefits
Policy:
02:007
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
27
SEVERANCE PAY
Administrative Policy:
The Municipality offers mutually agreed upon benefits as included in severance. The Municipality
will comply with the labour standards regarding severance.
The following are some severance qualifying factors:
- Accrued Vacation pay
- Elimination of Position
- Dismissal from position
Procedure:
- In lieu of financial compensation, the Clerk Treasurer/Designate shall give written notice
to staff members in a situation in which their position is being eliminated.
- The Clerk Treasurer/Designate shall give written notice to staff members who are being
dismissed from their position, outlining the circumstances and terms.
- The Clerk Treasurer/Designate is expected to give an adequate notice of dismissal or
elimination of the position. This notice will comply with current labour code standards.
- Staff are provided sick leave as an insurance in case of a temporary inability to report for
work. It is designed and offered thus as an insurance and not intended to be paid out at
termination or retirement.
Administrative Policy Focus:
Benefits
Policy:
02:008
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
28
EMPLOYEE RECOGNITION
Administrative Policy:
The Municipality of the County of Antigonish is committed to providing a positive and
appreciative work environment for its employees at all municipal work sites. A program of
recognition is to celebrate the service accomplishments of staff as public servants striving to
represent Municipality in service to our community.
Procedure:
- An annual recognition event will be planned by the Staff Engagement Committee (SEC)
and others as desired.
- A budget will be approved each fiscal year based on service award levels to be recognized
for that year.
- The Warden and Council will acknowledge staff service milestones and retirements as
they arise through the calendar year at the appropriate monthly Council meeting.
- Staff will be recognized at the service milestones outlined in the table below:
Years of Service Completed
Award / Monetary Value of Recognition
5
Certificate & gift valued at $50
10
Certificate & gift valued at $100
15
Certificate & gift valued at $150
20
Certificate & gift valued at $200
25
Certificate & gift valued at $250
30
Certificate & gift valued at $400
35
Certificate & gift valued at $500
40
Certificate & gift valued at $500
- Retirement from the Municipality will be acknowledged at the next available milestone
based on the employee's years of service;
o e.g., if an employee retires after completing 12 years of service with the
Municipality, they will be recognized with an award/gift at the "15 years of service
completed" level.
- Notwithstanding the preceding clause, in recognition of the previous retirement practice
any staff members hired before January 1, 1997, will receive a lump sum payment of
$2000 upon retirement instead of a gift value based on the table above.
Administrative Policy Focus:
Benefits
Policy:
02:009
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Amended November 2019
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
29
EMPLOYEE WELLNESS
Administrative Policy:
A healthy workplace leads to improved satisfaction, employee morale, and a more effective
workplace. The Municipality has created a policy, known as the Workplace Health and Wellness
Policy (Policy #42), which was passed by Council on October 17, 2017. The intent of this policy is
to encourage, support and offer health related programs that will assist employees and elected
officials in improving their own physical, mental and emotional wellbeing.
A copy of this Policy can be found on the Municipality's website, or alternatively, can be provided
by the Municipal Clerk-Treasurer/Designate upon request.
Administrative Policy Focus:
Benefits
Policy:
02:010
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
30
EMPLOYEE COMPUTER PURCHASE
Administrative Policy:
The Municipality provides a benefit to municipal employees by permitting personal computer or
tablet purchases to be funded through payroll deductions over the course of two years.
Procedure:
- Employees wishing to use this benefit must apply to the Clerk Treasurer/Designate by
submitting a cheque requisition request for the value of the computer or tablet being
purchased.
- Once approved, a cheque will be requisitioned for the purchase and notice provided to
the payroll administrator for appropriate payroll deductions.
- Only one personal computer or tablet may be purchased and deducted from an
employee's pay at one time.
- The full value of the purchase must be reimbursed to the Municipality within two years
from the time of purchase.
Administrative Policy Focus:
Benefits
Policy:
02:011
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
31
ATTENDANCE
Administrative Policy:
All employees are expected to be present at work on scheduled working days. Absenteeism will
be monitored. A process shall be in place to work with the employee to improve any excessive
absenteeism.
Procedure:
- The Clerk Treasurer/Designate shall maintain a record of employee attendance.
- If the frequency of absenteeism of an employee reaches a level that is of a concern the
Clerk Treasurer/Designate shall meet with the employee to discuss the issue.
- The Municipality will work with the Employee to improve attendance.
- If efforts to address the frequency of absenteeism fail to improve attendance to an
acceptable level the continued employment of the employee will be reviewed.
:
Administrative Policy Focus:
Leaves and Absences
Policy:
03:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
32
REPORTING ABSENCES
Administrative Policy:
The Municipality relies on the employee's presence to ensure efficient daily operations.
Employees are responsible to notify the Clerk Treasurer/Designate of all absences.
Procedure:
- When an employee is unable to attend work he/she shall, as soon as practical, contact
the Clerk Treasurer/Designate and advise of the reason for the absence and the
anticipated return date. When the employee is the Clerk Treasurer/Designate the
information shall be provided to the Clerk Treasurer. For the purpose of this
Administrative Policy the term "unable to attend work" includes a requirement to leave
work prior to the end of the workday.
- An absence would not include vacation. This is for sick leave, family leave and
compassionate leave.
- An employee shall be identified as "Designate" in the absence of the Clerk Treasurer. The
Clerk Treasurer shall as soon as practical contact the Designate and advise when he/she
is unable to attend work. The designate shall be advised of the anticipated return date
and shall be kept informed of the actual return date as required.
- An email or phone call to the Clerk Treasurer/Designate and the employee's direct
supervisor is acceptable to report absences.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
33
UNAUTHORIZED ABSENCES
Administrative Policy:
Employees that are found to have unauthorized absences may be subject to disciplinary action
up to and including dismissal. For the purpose of this Administrative Policy "unauthorized
absences" may include but not be restricted to:
a. Absent from work without advising supervisor as per 03:002.
b. Reason for absence is not authorized under Administrative Policy.
Procedure:
- When there is reason to believe the absence of an employee may be on an unauthorized
leave, the Clerk Treasurer/Designate shall require the supervisor to conduct a review of
the incident. Should the review determine the absence was unauthorized, a written
report shall be provided to the Clerk Treasurer.
- The Clerk Treasurer/Designate shall determine the level of disciplinary action to be taken.
- The employee shall be provided with a written letter or report, describing the
recommended disciplinary action.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
34
VACATIONS
Administrative Policy:
Employees are entitled to vacation time.
Procedure:
The vacation year is April 1st to March 31st. Entitlement for full time employee in the first year
of employment is calculated on a pro-rated basis from start date until the next March 31st as
follows: (Days are accumulated at 1.25 days per month).
- Subject to any variation in an employee's contract of employment, entitlement to
vacation after the first March 31st following the date of hire is normally calculated as
follows:
o Less than five (5) years of service on April 1: one and one-quarter (1 ¼) days per
month vacation for each month of service to accumulate to a maximum of fifteen
(15) working days.
o More than five (5) years of service but less than ten (10) years of service on April
1: one and two-thirds (1 2/3) days per month vacation for each month of service
to a maximum of twenty (20) working days.
o More than ten (10) years of service but less than twenty five (25) years of service
on April 1: two and one-tenth (2 1/10) days per month vacation for each month of
service to a maximum of twenty-five (25) working days.
o More than twenty (25) years of service on April 1: Plus one day for each
additional year beyond the 25 to a maximum of 30 working days.
- The Employee's start date is the date from which the annual vacation allotments are
calculated. The vacation entitlement will be accrued on a pro-rate basis.
Example: Employee had 5th anniversary of employment on July 3rd. In that year, they will
receive 3 months accrued at the 1-4 year rate and 9 months accrued at the 5-9 year rate.
3 x 1.25 = 3.75
9 x 1.67 = 15
Therefore, that employee would be entitled to 18.75 days of vacation during the year
where they celebrated their 5th anniversary of employment.
- Seniority shall not apply when vacation leave has been approved in advance.
- If two persons apply for the same dates of vacation leave at the same time, the senior
staff person will get priority in regards to vacation leave scheduling.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
35
- Long standing practice at the Municipality is that all administrative employees reserve
three (3) days of vacation time to be taken between December 25th and January 1st, the
Municipal Administration Centre will then be closed for those days.
- Employees will be required to submit prior to May 1 of each year their vacation request.
The request will specify the dates that vacations will be taken for the period ending March
31.
- All but five (5) days must be specified on this schedule. No changes will be made to this
schedule unless approved the Clerk Treasurer/Designate. The remaining five (5) days can
be taken as required provided sufficient notification is given to the employee's supervisor.
- Vacation schedules are not official until they have been approved by the Clerk Treasurer
in consultation with the Senior Leadership Team no later than May 15.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
36
SICK LEAVE
Administrative Policy:
The Municipality of the County of Antigonish strives to be a work environment that is healthy
and supports the physical and mental health of its employees. A health related absence is a
period of time an employee is absent from work because he/she is unable to fulfill work
obligations due to sickness, accident or illness.
Procedure:
- Sick leave is a period of time an employee is absent from work because he/she is unable
to fulfill work obligations due to sickness for which compensation is not payable under
the Workers Compensation Act. A health related absence includes sick leave and leave
for general physical and mental well-being.
- Permanent full-time employees are entitled to accumulate sick leave credits at a rate of
1.25 days, for each completed month of service, to a maximum of 150 Days. If the
employee becomes ill, full salary will be paid until all sick leave credits are used.
- No remuneration shall be granted in lieu of unpaid sick benefits.
- Sick leave credits cannot be used in advance.
- Employees may be required to provide a written notice from a physician when sick leave
is taken. The notice shall be provided at the employee's expense.
- Employees may receive sick leave benefits instead of vacation for days the employee is
hospitalized while on vacation or has a letter from the physician. For the purpose of this
Administrative Policy, hospitalized means a person is admitted as an inpatient to a
hospital.
- Employees will not receive sick leave for days that they normally do not work or for days
on which they would be entitled to a holiday.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended March 2019
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
37
UNPAID LEAVE OF ABSENCE
Administrative Policy:
In special circumstances and at the discretion of the Clerk Treasurer upon recommendation from
Municipal Council, leave without pay for a period of up to four (4) weeks may be granted to a
staff member without loss of continuity of service or and other privileges.
Procedure:
- The leave of absence without pay will not affect the accrued vacation or sick time.
- The employee is responsible to submit a written request to the Clerk Treasurer/Designate
concerning reasons for leave and estimated leave time required.
- The Director will get approval from the Clerk Treasurer concerning the length of leave.
- The Clerk Treasurer/Designate may request written verification from an authority
knowledgeable of the reason(s) for such a request.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:006
Issuing Authority:
Municipal Council
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
38
EMERGENCY UNPAID LEAVE
Administrative Policy:
The Municipality recognizes that situations may unexpectedly occur which require the employee
to be absent from their position at the Municipality. The Clerk Treasurer/Designate may approve
emergency unpaid leave for the employee.
Procedure:
- The employee must submit in writing to the Clerk Treasurer/Designate a request
explaining the reasons for the emergency unpaid leave.
- The Clerk Treasurer/Designate shall review and respond to the request in writing in a
timely fashion.
- While the employee is absent due to emergency unpaid leave, the Clerk
Treasurer/Designate shall assign their duties to other staff members.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:007
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
39
HEALTH CARE APPOINTMENTS
Administrative Policy:
The Municipality recognizes the need for staff to visit health care professionals during office
working hours, from time to time. However, in arranging these appointments, both the best
interest of the Municipality as well as the best interests of the employees shall be considered.
There may be instances where an employee is unable to arrange an appointment outside normal
working hours, therefore, employees should be granted time-off for health-care appointments.
Procedure:
- Whenever possible, employees are requested to arrange such appointments at times
other than during normal working day hours.
- Where repeated appointments are necessary, it is anticipated that the Clerk
Treasurer/Designate and the employee shall schedule appointments so as to minimize
the disruption of the working day.
- When approved by the Clerk Treasurer/Designate, sick time may be used for health care
appointments. Sick time used for this purpose shall be coded to identify it as time taken
for a health care appointment.
- Employees are entitled to thirty (30) hours per year for medical appointments. Anything
over and above this is deducted from accrued sick time.
- Employees are entitled to twenty two and one half (22.5) hours per year for family
illness/medical appointments. Anything over and above this is deducted from accrued
sick time.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:008
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
40
JURY DUTY/COURT DUTY
Administrative Policy:
Employees who have been called for Jury Duty or subpoenaed to appear in court shall be granted
paid leave.
Procedure:
- Staff who receive a summons to serve on Jury duty are to provide the Clerk
Treasurer/Designate with a copy of the summons immediately.
- Staff who receive a subpoena to show up in Court and are requesting paid leave, are
required to provide the Clerk Treasurer/Designate with a copy of the subpoena
immediately.
- The Clerk Treasurer or Designate may request in writing that the Courts consider an
exemption from serving on the jury for employees as a result of undue financial hardship.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:009
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
41
MATERNITY LEAVE
Administrative Policy:
Maternity benefits shall be in compliance with legislated standards.
Procedure:
- Maternity benefits shall be in compliance with legislated standards.
- Notification of an employee intending to take maternity leave should be given at least
two weeks prior to the intended absence. The Municipality agrees to adhere to the
present legislation under the EI Act and the Nova Scotia Labour Standards Code
concerning entitlement to maternity leave. Should other conditions prevail during this
term, a medical certification of ability or non-ability to return to work will be acceptable.
Maternity leave can be taken for a maximum of 52 weeks.
- The Municipality will pay a maternity leave top up of 40% of the employees EI payment
for 17 weeks of pregnancy leave.
- While off on maternity leave, employees will contribute their share of the Long Term
Disability, Life Insurance, Accidental Death and Dismemberment and Dependent Life
Premiums as per Administrative Policies 2:003 and 2:006.
- Employees have the ability to put their Medical and Dental Benefits plan on hold during
their time off.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:010
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
42
PARENTAL LEAVES
Administrative Policy:
The Clerk-Treasurer / Designate shall comply with the Nova Scotia Legislative Guidelines
regarding Parental Leave.
Procedure:
- The Clerk Treasurer/Designate shall comply with the Nova Scotia Legislative Guidelines
Regarding Parental Leave.
- While off on parental leave, employees will contribute their share of the Long Term
Disability, Life Insurance, Accidental Death and Dismemberment and Dependent Life
Premiums as per Administrative Policies 2:003 and 2:006.
- Employees have the ability to put their Medical and Dental Benefits plan on hold during
their time off.
Supportive-Parental Leave
The Municipality values the time and commitment of employees to their position and to their
family. Work-life balance is important, and this includes providing time for permanent full-time
employees who are not giving birth to provide support when introducing a new child to the
family, either through birth or adoption.
- As a parent of a new child, you may take up to five (5) paid days leave in support of a new
child coming into your family (through birth or adoption)
- Notification of an employee intending to take this supportive-parental leave should be
given at least two weeks prior to the intended absence if possible, and must be approved
by the Clerk-Treasurer / designate.
- This supportive-parental leave must be taken within one (1) month of the arrival of a new
child (through birth or adoption).
Administrative Policy Focus:
Leaves and Absences
Policy:
03:011
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
43
LEAVE OF ABSENCE FOR TRAINING OR PROFESSIONAL DEVELOPMENT
Administrative Policy:
Leave of absence without pay may be granted to employees who wish to attend training to
enhance professional development.
Procedure:
- All requests for leave of absence shall be submitted to the Clerk Treasurer for
consideration. Request shall include the dates requested, training subject, location, and
an explanation of how the training will enhance the employee's professional
development in relation to their duties at the Municipality.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:012
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
44
VOTING
Administrative Policy:
The Municipality respects employees' right/privilege to vote. The Municipality will comply with
existing legislation.
Procedure:
- The employer shall plan and schedule time off for voting per the legislative standard,
through the employment and voting day, in accord with the legislated standards.
- Section 131 of the Nova Scotia Elections Act States:
"131 (1) An employee who is an elector is entitled, while the polls are
open on election day, to three consecutive hours for the purpose of casting the
employee's vote."
Administrative Policy Focus:
Leaves and Absences
Policy:
03:013
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
45
INCLEMENT WEATHER
Administrative Policy:
The Municipality has an obligation to conduct its business and provide municipal services on a
regular basis, despite occasional inconveniences caused by inclement weather. At the same time,
the Municipality has a responsibility for safety and well-being of residents and staff. The
Municipality may close or suspend some or all municipal operations during periods of severe
inclement weather. Employees will be notified by the Clerk Treasurer/Designate and residents
will be advised of the Municipality's closures through radio announcements.
Procedure:
- The Clerk Treasurer/Designate shall determine the contents of the announcement, and
arrange for the announcements to be made on the radio.
- Staff may be called into work when it is deemed safe to travel at the discretion of the
Clerk Treasurer/Designate.
- Employees are expected to make every reasonable effort to be at work during normal
working hours, however the Municipality recognizes that severe inclement weather may
create concerns for employees with respect to travel to and from work who must use
their own judgement in determining whether it is safe to travel. Consultation with Clerk
Treasurer/Designate in these cases is required.
- In the event that the building is closed, there will be no loss of pay or other benefits during
the time of the closure. Those employees that choose to remain at work during such
building closures or that may be required to work at home are not eligible to receive
incremental pay or accumulate overtime.
- Building closures do not entitle employees to reinstatement of previously booked vacation,
time off in lieu or leave.
- Employees on paid sick leave the day prior to a building closure who do not report to work
when the building reopens are required to utilize sick time for the duration of the closure.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:014
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
46
TERMINATION FOR HEALTH REASONS
Administrative Policy:
Termination of employment may become inevitable when an employee's status of health no
longer permits him or her to do the job, or any other job that the Municipality may be able to
offer. This may occur when employee has exhausted sick leave benefits, but is not fully disabled
and yet not medically fit for any other work available within the Municipality.
Termination of employment may also result when the employee fails to keep a correctable
condition or illness under control, in such a way that job performance is affected; or where the
employee for any health related reason(s) is able to maintain regular attendance at work.
Procedure:
- In any case, where health is affecting the employee's ability to do his/her job the
Designate shall consult with the Clerk Treasurer for guidance.
- To determine the implications of the health problem and prognosis for the staff member's
employment, arrangements are to be made for the employees personal Physician to be
consulted.
- If the condition is controllable or correctable, and the employee is pursuing the indicated
program of treatment and is reasonably able to work, the Municipality will support the
employee in whatever way it can.
- The Clerk Treasurer/Designate shall explore the possibilities of accommodating the
employee. The employee would transfer at the same rate of pay.
- If a return to a level of health compatible with job responsibilities is not possible, and
internal reassignment possibilities have been exhausted, a formal recommendation for
termination of employment should be developed by a supervisor or designate with final
approval from the Clerk Treasurer.
- Once the decision has been made, formal notice of the decision to terminate employment
for health reasons shall be given to the employee. This should be handled in a timely
fashion. The Clerk Treasurer/Designate will provide reasonable assistance to the
employee regarding government services for reemployment or training, and the Canada
Pension Plan or Employment Insurance benefits that may be available.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:015
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
47
COMPASSIONATE LEAVE
Administrative Policy:
Each full-time staff member is entitled to a compassionate leave. Leave on full pay shall be
granted to an employee on account of:
- Death of a partner, child, parent, legal guardian, ward, grandparent, or sibling of the
employee.
- The death of a child, parent, legal guardian, grandparent, or sibling of the employee's
partner.
Extended illnesses that require staff member absence should be considered for such immediate
relatives. Other aspects of this policy may be applied with discretion upon consideration of the
circumstances by written application of the employee.
Procedure:
- The Clerk Treasurer/Designate in conjunction with the Clerk Treasurer shall approve a
paid leave for a period of five working days. The days are normally to be taken
consecutively, however, the employee may request permission from the Clerk
Treasurer/Designate, not to take the days consecutively. This may be granted at the
discretion of the Clerk Treasurer/Designate.
- The employee shall suffer no loss of regular earnings for the time that would otherwise
have been worked during this period.
- If a staff member is requesting any further leave, this matter will be at the discretion of
the Clerk Treasurer and Clerk Treasurer/Designate considering the circumstances.
- The Clerk Treasurer/Designate may approve a paid leave for period of one (1) day for
family members of the employee other than those listed in the above Administrative
Policy.
- Compassionate care leave is an unpaid, maximum eight-week leave for an employee
whose personal care is required for a seriously ill family member, including a spouse
(including common-law), child (including child of common-law spouse), father, mother,
brother, sister, step-child, mother-in-law, father-in-law, son-in-law, daughter-in-law, or
any family member living is domicile, who has a high risk of dying with 26 weeks. An
employee must have been employed by the Municipality for more than three months
before becoming eligible for compassionate care leave.
Administrative Policy Focus:
Leaves and Absences
Policy:
03:016
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
48
- A request for compassionate care leave must be made to the Clerk Treasurer in writing,
as far in advance as possible. Failure to make such a request may result in permission
being denied, or the requested start date being delayed. An employee requesting
compassionate care leave may be required to provide a medical certificate from a
qualified practitioner, stating that the employee's family member is seriously ill and
requires personal care.
Employees who take all compassionate care leave at once may qualify for a six-week
compassionate care leave benefit under the federal government's EI program.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
49
HARRASSMENT FREE WORKPLACE
ADMINISTRATIVE POLICY
The Municipality of the County of Antigonish will provide a workplace free from harassment and
discrimination. Harassment of any nature will not be tolerated at the Municipality.
The Municipality prohibits any behaviour that results in discrimination. The Municipality of the
County of Antigonish will not tolerate any conduct that is unwelcome or ought to be reasonably
known to be unwelcome.
The Municipality holds its employees, clients, and volunteers to a high standard in the execution
of this procedure. It is the responsibility of each employee to be familiar with the Harassment
Free Workplace Administrative Policy and process.
DEFINITIONS
Employee includes any permanent employee of the Municipality.
Harassment is any improper behaviour by an employee directed at, and is offensive to, any
employee of The Municipality of the County of Antigonish and which that person knew or ought
reasonably to have known would be unwelcome. Harassment can be objectionable conduct,
comment or display made either on a one-time or continuous basis that demeans, belittles, or
causes personal humiliation or embarrassment to an employee.
Harassment includes harassment within the meaning of the Nova Scotia Human Rights Act, i.e.
harassment based on the following prohibited grounds of discrimination: sex, race and colour,
ethnic and national origin, religion or creed (religious belief), disability, age, aboriginal origin,
source of income, pregnancy, sexual orientation, persons having HIV/AIDs, or conviction for
which a pardon has been granted.
Sexual Harassment is any conduct, comment, gesture or contact of a sexual nature, whether on
a one-time or continuous series of incidents that:
(a) might reasonably be expected to cause offence or humiliation to any employee; or
(b) that the employee might reasonably perceive as placing a condition of a sexual nature on
employment or an opportunity for training or promotion.
Administrative Policy Focus:
Workplace Performance
Policy:
04:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
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Racial Harassment has many forms. It can be verbal or physical. It can be a one-time event or a
series of incidents. Any unwelcome comment or action based on race, colour, or national, ethnic
or aboriginal origin is racial harassment.
For further clarification, harassment includes, but is not limited to, the following behaviours:
- Abuse of authority towards employees;
- Written or verbal insults, abuse or threats;
- Racial or ethnic slurs, including racially derogatory nicknames;
- Unwelcome remarks, jokes, innuendoes or taunts;
- Persistent and/or aggressive use of obscene language;
- Patronizing behaviour. Language or terminology which reinforces stereotypes and
undermines self-respect or adversely affects work performance or the work environment;
- Displaying offensive or demeaning pictures or material, or pictorial representations of a
sexual nature;
- Practical jokes which cause awkwardness, embarrassment or negatively affect work
performance;
- Unwelcome sexually oriented remarks, invitation, jokes or requests whether indirect or
explicit;
- Leering or obscene or offensive gestures;
- Unwanted and inappropriate physical contacts such as touching, kissing, patting, pinching
or brushing up against a person; and
- Inquiries or comments about a person's sex life or sexual preference.
RESPONSIBILITIES
The Municipality encourages prompt reporting of complaints so that rapid and appropriate
action may be taken. Due to the sensitivity of these problems, the late reporting of complaints
will not preclude from taking action.
An employee who is not being harassed directly but who has witnessed or is affected by the
harassment of others may also lodge a complaint.
The Municipality will not in any way penalize or retaliate against an employee who in good faith
makes a complaint of harassment.
The Municipality will not tolerate any retaliation against an employee for having complained of
harassment, participated or co-operated in an investigation of a complaint. An employee who is
found to have retaliated may be subject to disciplinary action. The Municipality encourages
employees to co-operate in any investigation of harassment.
Investigations cannot be undertaken on the basis of an anonymous complaint. However, when a
potential problem is brought to the attention of a supervisor, it will not be ignored. The potential
problem will be actively monitored, and, when necessary, steps will be taken to correct the
situation.
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Complainants' Rights
Complainants have the right:
(a) to file a complaint and to obtain a review of their complaint without fear of
embarrassment or reprisal;
(b) to be accompanied by a person of their choice during interviews related to their
complaint;
(c) to obtain information about their complaint, subject to the Freedom of Information and
Protection of Privacy Act; and
(d) subject to the provisions of the Freedom of Information and Protection of Privacy Act, to
be informed of the corrective, including disciplinary, measures implemented as a result
of a founded complaint.
Respondents' Rights
Respondents have the right:
(a) to be informed that a complaint has been filed;
(b) to be provided with a written statement or summary of the allegations and to be given
the opportunity to respond to them;
(c) to be accompanied by a person of their choice during employment related/investigative
interviews related to the complaint; and
(d) to receive information related to the review, subject to the Freedom of Information and
Protection of Privacy Act.
Complainants' Responsibilities
Complainants have the responsibility:
(a) to make their disapproval or unease about the harasser's actions known within a
reasonable time to the alleged offender, unless it is unreasonable to do so;
(b) to seek timely assistance from a supervisor;
(c) to submit a formal complaint in writing when informal resolution attempts do not cease
offending behaviour. A written complaint should contain;
- a brief account of the incident(s);
- when it occurred;
- where it occurred;
- the names of the persons involved;
- the names of any witnesses;
- the remedy sought; and
(d) to cooperate with those responsible for reviewing the complaint.
Respondents' Responsibilities
A person against whom a complaint has been lodged has the responsibility:
(a) to cooperate with the person or persons responsible for reviewing the complaint;
(b) to seek assistance from a supervisor to obtain advice on an appropriate course of action.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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INFORMAL PROCESS
An employee who has experienced harassment should first attempt to make it clearly known to
the person(s) responsible that the behaviour is offensive and contrary to the Municipality's
Administrative Policy and request that it stop.
In some situations this may be difficult or inappropriate, or the offensive behaviour may continue
even after the harasser has been told that the behaviour is offensive. In this case, employees
should take immediate action as outlined below.
Employees who experience harassment and attempt to deal directly with the harasser may
choose to have the matter dealt with on an informal basis with the assistance of their supervisor
without proceeding with a formal complaint. The purpose of this step is to provide a means of
obtaining information, voicing concern and developing a way to deal with the problem.
Employees are encouraged to discuss these matters directly with a supervisor if they feel this
could resolve the issue.
Where an employee is unsure that harassment has occurred and would like help in determining
whether or not the incident constitutes harassment, the employee should immediately discuss
the incident with his/her supervisor. When an incident involves the employee's supervisor, the
employee should immediately discuss the incident with the member of the Clerk Treasurer
designated to receive such complaints.
Where the complainant finds that the informal process of the problem was unsuccessful,
inappropriate or unacceptable, the complainant may proceed with the formal process.
FORMAL PROCESS
All formal complaints must be written and signed by the complainant and should be directed to
the Clerk Treasurer. The written complaint must include a description of the incident, witnesses
if any, and steps already taken to resolve the matter.
The Clerk Treasurer/Designate will initiate an investigation of all formal complaints with three (3)
working days of receiving a complaint.
If an investigation is to be conducted, it will include interviews with the complainant, the alleged
harasser, any witnesses and anyone else who could have relevant information. The investigator
will document the situation accurately and completely. The parties will be advised that their
statements will form part of the confidential report.
The Clerk Treasurer will review the report and make a decision concerning the resolution of the
complaint and any disciplinary action that might be imposed. The complainant and the alleged
harasser will be informed in writing of the outcome.
A finding of harassment will be considered employee misconduct. Therefore, disciplines can
range from verbal counselling, a written reprimand to suspension or dismissal.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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Complaints will be dealt with on an urgent basis. The investigation of a complaint should be
finished within thirty (30) days of the date it is received by the Clerk Treasurer.
No record of a complaint will be filed on the personnel file of a complainant or any witnesses.
A copy of the final report that recommended disciplinary action due to employee misconduct will
be placed on the file of the person being disciplined.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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HUMAN RESOURCE RECORDS
Administrative Policy:
This Administrative Policy applies to any person affiliated with the Municipality in any capacity.
Procedure:
The specific procedure will be developed and outlined in the Records Management Policies and
Procedures.
Administrative Policy Focus:
Workplace Performance
Policy:
04:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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GRIEVANCES
Administrative Policy:
The Municipality encourages employees to bring work related problems to the attention of the
Clerk Treasurer/Designate in a timely manner. Employees should be provided with an
opportunity to present issues and to appeal decisions through a formal complaint and grievance
procedure. All grievances shall be handled promptly and fairly.
Procedure:
Definition: a grievance is defined as an employee's expression of dissatisfaction concerning
conditions of employment or treatment by management or other employees.
In example, this could include application of the Municipality's policies, practices, rules,
regulations, and procedures perceived by the employee to be unfair to him/her.
Alleged improper or unfair administration of employee benefits; or conditions of employment
such a salary, holidays, vacation, fringe benefits, or promotion could be potential causes for an
employee to file a grievance.
- Employees must first discuss any complaints or questions they may have with the Clerk
Treasurer/Designate.
- Every reasonable effort should be made by the Clerk Treasurer/Designate and the
employee to resolve any questions, problems, and misunderstandings that have arisen
prior to initiating a grievance. This shall be done in a timely fashion.
- Clerk Treasurer/Designate, in return, should take positive and prompt action to answer
employee's questions and resolve complaints presented to them.
- Formal grievance action begins only after an employee has discussed an issue with the
Clerk Treasurer/Designate and no resolution is reached. Formal grievance procedures are
to be brought to the Clerk Treasurer.
- To be accepted for consideration under the grievance procedure, a grievance must be in
writing within four weeks of the occurrence.
- Where the Clerk Treasurer is the subject of the complaint, the Warden shall receive the
complaint and act in the place of the Clerk Treasurer as noted above and below.
- See Administrative Policy 04:004 - Corrective Action
In receiving a complaint the Clerk Treasurer/Chair shall;
Administrative Policy Focus:
Workplace Performance
Policy:
04:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
56
- Schedule the meeting where the Clerk Treasurer/Chair shall convene to hear the
grievance
- The Clerk Treasurer and the employee shall submit written reports outlining their position
on the grievance. The reports must be received by the Clerk Treasurer/Chair of the
scheduled meeting fourteen days prior to the meeting.
- The Clerk Treasurer and the employee have the right to attend the meeting.
- In all cases, the Clerk Treasurer must give the employee a written response to the
grievance within four (4) weeks of this meeting. A copy of the response, together with
any relevant material, will be placed in the employee's personnel file and any grievance
files kept by the Clerk Treasurer/Designate
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
57
CORRECTIVE ACTION
Administrative Policy:
Supervisory counselling with employees is designed to establish an equitable system of corrective
action for employees who do not adhere to the standards of conduct or to bring a staff member's
performance to an acceptable level.
Procedure:
- The progressive improvement procedure is appropriate corrective action to improve a
staff member's performance in a particular position and to bring about adherence to
expected standards of conduct. However, the progressive improvement procedure is not
appropriate corrective action for extremely serious deviations from accepted standards
of conduct, such as conduct that may be injurious to the employee, other employees,
clients, members of the public, or municipal property. For serious deviations, immediate
suspension and/or involuntary terminations are appropriate.
- The progressive improvement procedure is designed to provide employees with an
opportunity to be heard and to correct the problem.
- Corrective action must be reasonably related to the seriousness of the circumstances and
employee's past record must be taken into consideration.
- Before taking corrective action involving suspension or involuntary terminations,
consultation with the Clerk Treasurer is required.
Counselling and disciplinary procedures include:
- Verbal Counselling - this is a private discussion between the Clerk Treasurer/Designate
and an employee who is either not adhering to the code of conduct or not meeting
expected standards of performance. Under most circumstances, verbal counselling will
occur before taking any other corrective action. The Clerk Treasurer/Designate shall
document the date, time and summary of discussion.
o See Administrative Policy 04:005 - Documentation of Corrective Action
- Written Counselling - this is a written communication from the
Clerk
Treasurer/Designate to the employee who continues either not to adhere to standards of
conduct or who continues not to meet its specific standards of performance. Generally,
an employee will receive two written communications before any other corrective action
Administrative Policy Focus:
Workplace Performance
Policy:
04:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
58
is applied. The second communication may advise the employee of suspension pending
review for termination.
- Suspension - This action is appropriate where:
(1) A suspension is a leave of absence with or without pay imposed upon a staff
member who continues not to adhere to excepted standards of conduct.
(2) A suspension pending review for termination is given in order to conduct an
investigation and a review of the facts to determine whether the employee shall
have an additional opportunity to improve behaviour or whether the employee
shall be terminated.
- Involuntary termination - This action is appropriate where:
(1) After oral and written counselling, an employee still cannot meet the standards of
performance expected;
(2) After oral and written counselling, the employee continues not to adhere to
expected standards of conduct;
(3) Following an investigation and review during the suspension, the decision is to
terminate.
- In cases of serious misconduct or criminal activity, the Clerk Treasurer/Designate may
suspend the employee without following the progress of counselling and disciplinary
procedure.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
59
DOCUMENTATION OF CORRECTIVE ACTION
Administrative Policy:
The Clerk Treasurer/Designate has the responsibility of counselling employees, administering
corrective action, and documenting the counselling or corrective action.
Procedure:
- The code of conduct and performance are communicated to the employee. This may be
accomplished in writing, by discussion, or other reasonable means.
- Before imposing corrective action involving suspension, consultation with the Clerk
Treasurer/Designate is required.
- All disciplinary action, counselling discussions, and related facts are to be documented
and forwarded to the Clerk Treasurer.
- All documentation of corrective action shall remain on in employee file for the length of
time specified in the Records Management Policy and Procedure Manual.
- The Clerk Treasurer will assist Clerk Treasurer/Designates in developing appropriate
documentation for written warnings, suspensions, and discharge.
Administrative Policy Focus:
Workplace Performance
Policy:
04:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
60
DRUG/ALCOHOL ABUSE
Administrative Policy:
Staff members are prohibited from using, distributing, procuring, or possessing illegal drugs or
non-prescribed controlled substances on Municipal property or in connection with the
Municipality's activities. Individuals found being in violation of the County's Administrative Policy
on alcohol and drug abuse and a drug free environment (Administrative Policy) may be subject
to termination.
Individual suspected of being under the influence of illegal drugs, non-prescribed controlled
substances, or alcohol in the workplace must abide by the treatment plan as prescribed by their
physician applicable to substance abuse.
Procedure:
- An employee who was found to sell, distribute, or procure illegal drugs or non-prescribed
controlled substances on Municipal property shall be terminated from Municipal
employment, will not be eligible for future Municipal employment , and may be subject
to criminal prosecution.
o See Administrative Policy 04:005 - Documentation of Corrective Action
- An employee who is found to use or possess illegal drugs or non-prescribed controlled
substances, unlawfully on Municipal property, may be terminated from Municipal
employment. Staff members terminated, for this reason, are ineligible for future
Municipal employment.
o See Administrative Policy 04:005 - Documentation of Corrective Action
- A subsequent incidence of being under the influence of legal drugs, non- prescribed
controlled substances, or alcohol in the workplace may result in termination of Municipal
employment and permanent ineligibility for future employment with the Municipality.
- Nothing in this procedure precludes appropriate disciplinary action for acts of misconduct
committed by a staff member under the influence of illegal drugs, non-prescribed
controlled substance or alcohol.
o See Administrative Policy 04:005 - Documentation of Corrective Action
Administrative Policy Focus:
Workplace Performance
Policy:
04:006
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
61
CONFLICT OF INTEREST
Administrative Policy:
The Municipality realizes that employees may become involved in situations where loyalties are
divided or where his/her personal interest may conflict with their duty to the Municipality.
Definition:
"Conflict of interest" is a breach of an obligation to the Municipality that has the effect or
intention of advancing one's own interest or the interests of others in a way detrimental to the
interests or potentially harmful to the integrity or fundamental mission of the Municipality.
Conflicts of interest and the appearance of conflicts of interest must be avoided.
The Municipality shall also include the "Perception" of conflict of interest when deciding what
type of conflict is currently being presented with.
"Perceived conflict of interest" may be defined as a conflict of interest that may be perceived or
apparent rather than actual. In deciding whether or not an apparent conflict of interest existed,
the staff member must remember that even though the conflicts may not be real; or, if real, may
not result in any harm or benefits, the perception of the conflict is just as damaging to the
integrity of the staff member as in an actual conflict of interest. The staff member should
recognize that the appearance of a conflict of interest is serious and as such must be reported to
the Clerk Treasurer/Designate.
Procedure:
- Employees are expected to remain loyal to the Municipality even in situations that arise
in which they may be tempted to act in violation of their duty to the Municipality. i.e.
financial gain, professional advancements, and commitment to third parties which
conflicts with their duties for the Municipality.
- An employee in the conflict or potential conflict of interest must disclose the
circumstances
to
the
Clerk
Treasurer/Designate
immediately.
If
the
Clerk
Treasurer/Designate has an interest in the matter disclosed, then this interest should be
made to the person at the next level of authority.
- The Clerk Treasurer/Designate and the employee will agree, in writing, on a course of
action to avoid or monitor the conflict.
Administrative Policy Focus:
Workplace Performance
Policy:
04:007
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
62
- All information concerning this matter must be kept in confidence unless otherwise and
agreed by the parties involved.
- It is the responsibility of those with Clerk Treasurer/Designate authority, who detects
what they believe to be violations of this Administrative Policy, to act promptly in order
to provide or initiate the appropriate disciplinary measures.
- Staff members associated with an enterprise should not, through the enterprises name,
publicity, or operations, imply that is associated with or benefit from the Municipality,
unless authorized to do so.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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UNSATISFACTORY WORK PERFORMANCE
Administrative Policy:
Unsatisfactory work performance is work-related performance that fails to satisfactorily meet
job requirements as set out in the relevant job description, work plan, or as directed by the Clerk
Treasurer/Designate.
Procedure:
- The Clerk Treasurer/Designate shall take corrective action towards any employee with
unsatisfactory work performance.
- In most cases a measured approach shall be taken to address unsatisfactory work
performance. It is recognized that in some cases due to the seriousness of the issue initial
steps in the process may be omitted.
- Step 1 Meeting with Employee
Clerk Treasurer/Designate shall meet with the employee and discuss area(s) of concern
and suggest ways in which the employee can improve their work performance.
Develop an action plan for improvement. The employee shall be provided the opportunity
to participate in the development of the action plan. The action plan shall include goals,
timelines, responsibilities of the employee and the employer. When appropriate,
counselling shall be included in the plan.
- Step 2 Written Notice
The Clerk Treasurer/Designate shall notify the employee in writing, that his/her work
performance is unsatisfactory. The written notice shall include the area(s) of concern and
the expectation for improvement and the potential outcome should the employee not
improve to a satisfactory level of performance.
The employee shall be required to sign a copy of the written notice acknowledging they
have read and understood the contents. They shall also be provided with an opportunity
to add their written comments at the end of the notice.
- Step 3 Formal Meeting
The Clerk Treasurer/Designate shall meet with the employee. The purpose of the meeting
is:
a. Advise the employee of the area(s) of concern.
b. Provide the employee with an opportunity to respond.
Administrative Policy Focus:
Workplace Performance
Policy:
04:008
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
64
c. Advise the employee of the potential outcome should they fail to improve their
performance to a satisfactory level.
The Clerk Treasurer/Designate shall provide the employee with a written report which
summarizes the meeting, including the action plan. The employee shall be required to sign a copy
of the report acknowledging they have read and understood the contents. They shall also be
provided with an opportunity to add their written comments at the end of the report.
Should the employee fail to improve to a satisfactory level of performance the Director or Clerk
Treasurer/Designate shall bring the matter to the Clerk Treasurer for discussion of possible
termination.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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POLITICAL AFFILIATION
Administrative Policy:
The Municipality does not restrict political involvement of employees, but remains apolitical as
an organization.
Procedure:
- The Municipality does not restrict political activity of employees if it does not invoke the
Municipality's name, property, facilities, or materials, or interfere with the performance
of any Municipal duties, or Municipal interest.
Administrative Policy Focus:
Workplace Performance
Policy:
04:009
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
66
PERSONNEL FILE CONTENTS
Administrative Policy:
The Municipality shall maintain accurate and complete personnel records for all employees.
Procedure:
Some contents of personnel files are, but not limited to:
- Application for employment
- Written and telephone references
- Offer of employment (and all terms and conditions)
- Name of emergency contact
- Classification and salary memos and related history
- Copy of all certified training certificates
- Evaluation documentation
- Sealed and dated medical certificates, as required
- Criminal record check
- Drivers licence if required for role
- Declaration of confidentiality (to be included in the annual PDP)
- Terminations summary
Administrative Policy Focus:
Personnel Records
Policy:
05:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
67
EMPLOYEE ACCESS TO PERSONNEL FILES
Administrative Policy:
Employees have the right to examine their files maintained by the Clerk Treasurer/Designate.
The employee may request that information in the file be corrected or supplemented in cases of
error or inadequacy.
Procedure:
- An employee must give the Clerk Treasurer/Designate reasonable notice of desire to
review his/her file.
- The Clerk Treasurer/Designate shall define the conditions, which an employee may
examine his/her file in order to ensure security of the records and to minimize disruption
of work at the Municipality.
Administrative Policy Focus:
Personnel Records
Policy:
05:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
68
RESIGNATIONS
Administrative Policy:
Employees are entitled to voluntarily resign from their position at the Municipality.
Procedure:
- A staff member must give a minimum of two weeks' notice of resignation to his/her Clerk
Treasurer/Designate.
- The staff member or the Clerk Treasurer/Designate must confirm a notice of resignation
in writing. A copy must be immediately submitted to the Clerk Treasurer. It should include
the last day of work, the reason for resignation, and the commencement date of the
resignation.
- The Clerk Treasurer/Designate may wish to conduct an exit interview.
Administrative Policy Focus:
Personnel Records
Policy:
05:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
69
PERSONAL INFORMATION CHANGES
Administrative Policy:
Employees are responsible for notifying the Municipality of personal changes such as:
- Changes in marital status
- Home address
- Home phone number
Procedures:
- Employees must report, in writing, any changes in personal information.
- The Clerk Treasurer/Designate is responsible for assuring the updated information is
placed in the employees personnel file.
Administrative Policy Focus:
Personnel Records
Policy:
05:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
70
DOCUMENT MANAGEMENT
Administrative Policy:
The Clerk Treasurer/Designate shall ensure the proper storage and destruction of all personnel
files.
Procedure:
- The specific procedure will be developed and outlined in the Records Management
Policies and Procedures.
Administrative Policy Focus:
Personnel Records
Policy:
05:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
71
HOURS OF WORK
Administrative Policy:
The CAO/Designate in conjunction with the Director shall determine employees' hours of work.
Procedure:
- The hours of operation of the Municipality shall be set by Municipal Council. The
CAO/Designate shall have the authority to assign hours of work to employees based
on service requirements.
- Employees who work the minimum of 7.5-8.5 hours (depending on department) in the
day shall be paid a one-hour lunch period.
- The Municipal Administration Centre hours of operation is from 9:00am to 4:30pm on
each day of the week excluding Saturdays, Sundays and holidays. Lunches are to be
taken between 12:00pm and 2:00pm. Breaks are to be taken between 10:00am and
11:00am and between 3:00pm and 4:00pm.
- The public Tax Office and Reception is to have at least one employee on duty at all open
hours. Employees may alternate those duty hours so that all may share the responsibility
of the Office being open to the public at regular working hours.
- The Public Works Department hours of operation is from 8:00am to 4:30pm on each day
of the week excluding Saturdays, Sundays and holidays.
- The Landfill hours of operation is from 8:00am to 4:30pm on each day of the week
excluding Sundays and holidays and 8:00am to 12:00pm on Saturday.
- Garbage and Recycling Collectors hours of operation are from 7:00am to 3:30pm on each
day of the week excluding Saturdays and Sundays. Garbage and Recycling shall be picked
up on all holidays except, Christmas Day, Boxing Day, Good Friday, and Remembrance
Day.
- Employees are entitled to one hour each for lunch and two (2) fifteen (15) minute paid
breaks if they work more than five (5) hours per day. They are entitled to one (1) fifteen
(15) minute break if they work more than three (3) hours and less than five (5) hours per
day.
- Exceptions to this Policy will be considered by the CAO/Designate.
Administrative Policy Focus:
Hours of Work
Policy:
06:001
Issuing Authority:
CAO
Effective:
July 2016
Amended September 2022
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
72
PUBLIC HOLIDAYS
Administrative Policy:
The following shall be legal holidays and the employees shall not be required to work and shall
be paid at his/her regular rate of pay, except as required for service delivery.
Procedure:
Paid holidays are as follows:
- New Year's Day*
- Heritage Day*
- Good Friday*
- Easter Monday
- Victoria Day
- Canada Day*
- Natal Day
- Labour Day*
- National Day for Truth and Reconciliation
- Thanksgiving Day
- Remembrance Day
- Christmas Day*
- Boxing Day
* Paid at time plus time and one-half.
All other holidays will be paid at time plus one half.
Administrative Policy Focus:
Hours of Work
Policy:
06:002
Issuing Authority:
CAO
Effective:
July 2016
Amended September 2021
Amended September 2022
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
73
BANKED TIME
Administrative Policy:
Banked time shall be provided to staff members to compensate them for hours they volunteer
or are required to work outside of regular scheduled working hours.
Procedure:
- Banked time is earned when staff members are requested to stay after regular working
hours to attend meetings or participate in authorized County related business. Banked
time can also be accrued on weekends if staff members are involved in County related
business.
- The Clerk Treasurer/Designate determines which events qualify for banked time.
- Banked time is accumulated at a regular rate not overtime rate and is recorded by the
Clerk Treasurer/Designate.
- On or before May 1st, September 1st and December 1st of each year the Clerk
Treasurer/Designate will provide staff with a copy of their accumulated banked time to
date.
- In order for banked time to be used, the Clerk Treasurer/Designate must approve it in
advance.
- Banked time can only be used for approved time off.
- Banked time may be accrued to a maximum of 37.5 hours.
Administrative Policy Focus:
Hours of Work
Policy:
06:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
74
OVERTIME
Administrative Policy:
In order to promote employee wellbeing, overtime is generally discouraged. It is intended that
employees will be able to carry out to their responsibilities in normal working hours. However,
staff may be required to work overtime.
Procedure:
Non-Management Employees:
- Any prior approved time over 31 minutes after the regular workday is considered
overtime.
- Any scheduled time which exceeds 37.5-42.5 hours in a week (Sun - Sat) is considered
overtime.
- The Clerk Treasurer/Designate must authorize any overtime hours in advance.
- To ensure employee well-being, the Clerk Treasurer/Designate and the employee shall
make every reasonable effort to avoid overtime.
- An employee shall be compensated at a rate of 1.5 their regular rate of pay for overtime
worked. The employee may request to bank the hours for additional time off, which shall
be referred to as banked time. The decision is at the discretion of the Clerk
Treasurer/Designate.
Management Employees:
- Overtime shall be compensated at straight time as time in lieu when pre-approved by the
Municipal Clerk Treasurer/Designate.
o Notwithstanding the preceding statement, overtime worked during public
holidays referenced in policy 06:002 shall be compensated at the rates provided
for in that policy.
Administrative Policy Focus:
Hours of Work
Policy:
06:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
75
CHRISTMAS SHUTDOWN
Administrative Policy:
The Municipal Administration Centre is closed for business during the Christmas shutdown
period. The Christmas shutdown period commences at noon on Christmas Eve and re-opens on
the first weekday after New Year's Day.
Procedure:
- During the Christmas shutdown period there are three statutory holidays - Christmas
Day, Boxing Day and New Year's Day.
- During the Christmas shutdown period staff may choose one of the following options for
the three normal workdays which are not statutory holidays between Boxing Day and
New Year's Day:
a. Use banked time
b. Use vacation
Administrative Policy Focus:
Hours of Work
Policy:
06:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
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TERMS OF EMPLOYMENT
Administrative Policy:
All new and present employees, transferred or promoted to a new job, shall undergo a probation
period of twelve (12) months. Upon successful completion of this period, the employees should
be assigned regular status. Every employee is subject to certain terms and conditions involved
with their position at the County, including but not limited to all of the policies and procedures
set out in this manual and in their letter of offer.
Procedure:
- New employees must serve a probationary period as per their letter of offer, unless waived
in the letter of offer the probationary period is one year from the date of commencement
in position.
- During the probationary period: the employee's director shall review performance
expectations specific to the position as well as provide appropriate guidance and
leadership in support of position; the employee shall demonstrate the skills, abilities, quality
of work, commitment to position, and conduct themselves in a manner that is respectful and
appropriate toward co-workers, Council, and the public that the Municipality serves.
- The Probationary Period may be extended for up to the length of the original probationary
period, should the Director and Clerk Treasurer agree that with clearly defined objectives
and time lines any remaining performance issues will be resolved.
- An appropriate probationary period may be defined should an employee be promoted or
transferred to a new position.
- Time spent as a temporary or contract employee may or may not be included in
probationary period, depending on the nature or length of time spent as a contractual or
temporary employee. Time taken as a medical or other defined leave must be discussed
with Director or Clerk Treasurer to define how this time impacts probationary period.
- A probationary review must be conducted prior to the end of the probationary period as
outlined in the letter of offer, a performance evaluation or probationary review form
should be completed, signed and a copy kept in the employees file.
- Should at any time a probationary employee's Director determine that the employee has
failed to perform at the level required for a permanent appointment to the position;
notice in writing outlining areas of improvement needed with specific guidelines for
Administrative Policy Focus:
Conditions of Employment
Policy:
07:001
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
77
change needed should be provided as part of an early intervention. Before a decision to
terminate has been finalized an opportunity with an appropriate time allowed should be given
to the employee to improve his or her performance to the level of standard expected by
the position and the Municipality.
- If this has occurred or there has been a serious breach of conduct termination may be
effective immediately, and communicated both verbally and in writing. In most
circumstances notice in writing of not less than one week, or pay in lieu, will be given.
- Probationary employees are required to provide at least two weeks' notice of resignation,
unless discussed with the Director or Clerk Treasurer and a shorter time period is agreed
upon. Notification of resignation should be in writing or a written format should
accompany or follow up such a conversation.
- If the employee goes on a leave during their probationary period, then the remainder of
the probation period must be fulfilled on their return.
- Every employee is to follow the policies and procedures indicated in this manual unless
other direction is indicated by the Clerk Treasurer/Designate.
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
78
COMMITMENT TO CONFIDENTIALITY
Administrative Policy:
The Municipality considers commitment to confidentiality of very serious matter. All information
regarding clients, families, and staff members is considered confidential, and therefore, may not
be used or disclosed other than for purposes of direct care without consent of the legal Guardian,
staff member, or by court order. Any person(s) who violates this Administrative Policy will be
subjected to the appropriate disciplinary actions.
Procedure:
- Before commencing a position at the Municipality, employees are required to read and
sign a commitment to confidentiality form.
- The Clerk Treasurer/Designate is responsible for ensuring the privacy and safety of
information within client and staff files. All client and employee personnel files and
records should be kept in a locked area with only the Clerk Treasurer/Designate having
access to the information.
- The destruction of files will be done in accordance with the Records Management Policy.
- The Clerk Treasurer/Designate shall approve access to client employees personnel files.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:002
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
79
TRAVEL
Administrative Policy:
Upon prior approval from the Clerk Treasurer/Designate employees shall receive compensation
for travel expenses.
Procedure:
- Reimbursement for travel expenses is only available for job related activities, and with
prior approval of the Clerk Treasurer/Designate
- Employees will be given an allowance for meals during conference/training attendance
not to include meals that are provided as part of the registration fee. This is the maximum
allowed under the Income Tax Act without provision of receipts. Allowances inclusive of
gratuity will be paid as follows:
Meal
Rate (per day)
Incidental
$10.00
Breakfast
$15.00
Lunch
$20.00
Dinner
$36.00
Total
$81.00
- Per-Diem meal allowances will be pro-rated based on the length of the day.
- Incidentals can only be claimed when employees travel for a full day.
- The mileage allowance reimbursed for employees using personal vehicles for travel shall
be at the rate stipulated from time to time by the Province of Nova Scotia as the maximum
mileage rate for its employees and the employee shall be expected to take the most direct
route of travel reasonably possible.
- Where several employees attend the same meeting, conference or function, each shall
make reasonable efforts to share a vehicle.
- Expense claims are to be submitted to the Clerk Treasurer/ Director for approval by the
end of each month.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:003
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended March 2019
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
80
DRESS CODE
Administrative Policy:
The Municipality requires a neat and professional appearance from all employees. It is expected
that all employees will exercise good judgment and dress appropriately for their jobs. Dress and
grooming should fit the Municipality's situation. Neatness, health and safety, and
appropriateness shall be observed.
Procedure:
- An employee, who goes to work without proper attention having been given to personal
cleanliness or neatness of dress, may be sent home to be properly prepared for work.
- Clothing should be suitable and comfortable for normal work activities. Clothing should
be clean and in good repair.
- Clothing should correspond with the demands and purpose of the activity in which staff
participate.
- Footwear must be worn at all times.
- Steel-toed boots and other personal protective equipment will be designated by the Clerk
Treasurer/Designate and required in designated work areas and functions.
- When an employees' dress does not comply with the dress code, the Clerk
Treasurer/Designate shall discuss the matter with the employee. If continued counselling
fails to bring about the desired response, the Clerk Treasurer/Designate may initiate
disciplinary action.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:004
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
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81
PERFORMANCE REVIEW
Administrative Policy:
The Clerk Treasurer/Designate conducts an annual performance review and Performance
Development Process - PDP - for all employees for each fiscal year. There are several
performance factors reviewed during this process. Some performance factors are, but not limited
to those items listed in the Municipality's Competency Dictionary and other factors including:
- Achievement of assigned goals and duties,
- Attendance, and
- Motivation-attitude impacting performance of assigned duties.
Procedure:
- Being developed in consultation with SEC & SLT.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:005
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
82
USE OF MUNICIPAL FACILITIES AND EQUIPMENT
Administrative Policy:
The Municipality is equipped with facilities and equipment that are essential for day-to-day
operations. Circumstances may arise where a staff member may wish to use the Municipality's
facilities or equipment for personal reasons and should only do so with approval in advance from
the Clerk Treasurer/Designate.
Procedure:
- The Municipality's facilities and equipment may only be used for municipal services and
business.
- This policy shall not restrict the use of the Municipality's Wi-Fi.
- The facilities or equipment of the Municipality are to be booked by staff for personal use
only when there is advance request and acceptance of the request by the Clerk Treasurer,
supported by a recommendation from the appropriate member of SLT who is accountable
for the facility or equipment.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:006
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
83
INFORMATION TECHNOLOGY USE
Administrative Policy:
The Municipality provides its employees with the necessary technology to facilitate
communication among personnel and clients and other parties in connection with our business.
Procedure:
- All users of the Municipality's computer network shall adhere to the same code of
conduct that governs Municipality of the County of Antigonish.
- The use of the Municipality's phone, email and internet systems are for business purposes
only.
- All work performed on the Municipality's network remains the property of the
Municipality of the County of Antigonish and may therefore be monitored and/or
surrendered to a court of law.
- During working hours, the employee will restrict their use of the information technology
to work-related subjects.
- Employees will only download and/or install software on the advice of the Municipality's
IT professional and with the express permission of the Clerk Treasurer/Designate.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:007
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
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84
ABSENTEEISM AND TARDINESS
Administrative Policy:
Employees are expected to be at work on time. Continuous, blatant disregard for the
Municipality's hours of operations may result in disciplinary action.
Procedure:
- Employees are expected to be at work on time and to work the full number of scheduled
hours.
- The Clerk Treasurer/Designate, as far in advance as possible should approve planned
absences.
- If employees are unable to give advance notice, but must be absent from work for any
reason, the employee must notify the Clerk Treasurer/Designate and their direct
supervisor as soon as possible.
- Employees must email or telephone the Clerk Treasurer/Designate and their direct
supervisor no later than 8:00am on the initial day of absence.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:008
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
85
EMPLOYEE AND FAMILY ASSISTANCE PROGRAM
Administrative Policy:
The Municipality provides a comprehensive Employee and Family Assistance Program for the
support of the staff member and where applicable per the current plan, family members to assist
with personal problems which may impact upon physical and mental health, or work focus and
relationships.
Procedure:
- The Municipality's EFAP shall be promoted by management through an annual
introductory session as well as regular written promotion and information.
- Employees are encouraged to seek assistance from the program and make other
employees aware of the program.
- Management may refer staff to the EFAP should the circumstances of the employee
appear to suggest the utility of such a referral.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:009
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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SALARY DETERMINATION
Administrative Policy:
The Clerk Treasurer is ultimately responsible for determining the amount of the employees'
salaries. Although certain factors are used to help determine salaries, the Clerk Treasurer will
apply the approved County scale.
Procedure:
-
There will be an annual practice of movement within the approved step range for each
level based on performance as measured through the employee's professional
development plan.
-
These practices recognize the annual performance gain of the individual as they move
from a new employee in a range to one with five years of experience.
-
The outcome is to recognize the increased contribution in 5 years of experience.
-
For "acting" assignments where the staff is expected to be fully needed and trained and
accountable the best practice is to move staff to a first step in the new level of the position
they are working in
-
A review of market position on ranges and salaries will be conducted every 3-5 years.
-
A policy of cost of living increases based on annual increases in the consumer price index
(CPI) is also applied to keep salaries and ranges accurate.
-
Employees who reach Step 5 in their respective level will receive CPI increases for each
year of service.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:010
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended January 2018
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
87
PAYROLL ADVANCES
Administrative Policy:
The Municipality does not provide any advances of Payroll.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:011
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
88
EXPENSE CLAIMS
Administrative Policy:
Employees who incur expenses while conducting business related to their duties at the
Municipality should be reimbursed for these expenses in a timely fashion.
Procedure:
- Where practical, prior approval should be obtained from the Clerk Treasurer/Designate
- The employee shall submit an expense claim to the Clerk Treasurer/Designate with
receipts for approval by the end of the month in which it is incurred.
- For further direction regarding expense claims made by the Municipal Clerk Treasurer,
please refer to the Policy on Municipal Council and Municipal Clerk Treasurer Expense
Reimbursement.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:012
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Amended March 2019
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
89
TRAINING AND DEVELOPMENT
Administrative Policy:
The investment that the Municipality makes in partnership with staff members in their continuing
career development and training allows it to achieve maximum flexibility in meeting its current
and future skill requirements. Therefore, the Municipality will support staff members in the
acquisition of knowledge or skills necessary for the achieving the Municipality's objectives
through training and professional development programs. Employees are responsible for
pursuing self-development alternatives, which address current and future organizational needs.
The Municipality will research and define training and development processes that educates,
inform and support the knowledge, skills, and abilities of employees.
Procedure:
- The Clerk Treasurer/Designate in consultation with staff shall as clearly and realistically
as possible, identify the staff's requirements, as well as the needs for staff training and
development initiatives, based on agreed upon objectives.
- The Clerk Treasurer/Designate shall provide the staff with opportunity for the discussion
of individual goals on at least an annual basis and for the development of a mutually
agreed on plan for career training and development.
- Mandatory training shall be given priority. Other requests for training will be considered.
Approval of such requests will be based on but not restricted to:
a. Availability of funding,
b. Relevance to strategic priorities,
c. Organizational need. (Are other employees already trained?)
d. Recommended training on performance reviews
- Employees shall take the primary responsibility for managing their own careers by:
o Examining current skills and identifying areas for further development,
o Seeking opportunities for ongoing skills enhancement,
o Taking advantage of relevant training,
o Contributing to the Municipality's annual planning process.
- Employees requesting professional development shall complete the attached form.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:013
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
90
Professional Development Request for Support
Employee:
Position:
Professional Development Opportunity:
Rationale for Support:
Financial Support Requested:
Training-
Travel-
Accommodations-
Food-
Total:
Dates of Training:
Location of Training:
Submitted by:
Request Reviewed by:
Approved
Not approved (Circle)
Comments:
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
91
PAYROLL
Administrative Policy:
Payroll is processed biweekly, with 26 pay periods each calendar year. Pay Day is every second
Wednesday (although pay periods are defined from Friday to Friday); and is automatically
deposited in the employee's bank account; unless other arrangements have been made with the
Designate. A statement of this deposit is distributed internally or mailed to the individual.
Procedure:
- Without exception, deadline for payroll submission is 12:00pm on the Thursday prior to the
scheduled pay day to the Designate.
- When authorized by an employee, confirmation of employment/earnings, and other
inquiries will be handled by the Designate and will consist of verification of necessary details
only.
Administrative Policy Focus:
Conditions of Employment
Policy:
07:014
Issuing Authority:
Municipal Clerk Treasurer
Effective:
July 2016
Municipality of the County of Antigonish
Policy 5 - HR Administrative & Procedure Manual
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GLOSSARY
Designate - Can represent the Deputy Clerk in the absence of the Clerk Treasurer, the Director
of a specific department or a person who has been specifically designated to act in a certain role.
SEC - Staff Engagement Committee is comprised of staff representing each Municipal
Department.
SLT - Senior Leadership Team is comprised of the Municipal Clerk Treasurer, Deputy Clerk and all
Directors/Managers.