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HUMAN RESOURCE POLICY
Municipality of the District of St. Mary
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Approved October 2023
Page 1
1.
Purpose
The purpose of policy is to provide direction to staff and management on the accepted Human Resource
standards under which the Municipality will conduct business.
2.
Authority
3.
Terms/Definitions
Human Resource Policy
4. Recruitment and Selection
4.1
Position Announcement New or vacant positions may be advertised internally before they are
advertised externally in an effort to communicate any potential upcoming changes within current
staff. The CAO may, from time to time determine that it is appropriate to advertise internally and
externally simultaneously.
4.2
Interview Standards- In an effort to create consistent and fair hiring practices, all hiring staff shall
follow the municipal hiring processes as outline in Appendix #1- Interviewing & Hiring SOP.
4.3
Accommodation for Persons with Disabilities The Municipality is committed to hire, train and
promote qualified individuals with disabilities and to make reasonable accommodations for their
unique needs.
4.4
Medical Discrimination - The Municipality believes in protecting the rights and privacy of all
employees and the Municipality assures non-discriminatory services to staff members. The
employee 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. To ensure confidentiality, any medical records provided by the employee shall be kept
Employees who believe they have been discriminated against
on the basis of any matter, may file a complaint with the CAO or their direct supervisor as set out
in the municipal Workplace Harassment and Discrimination Policy.
4.5
Reference Checks When scheduling an interview, the applicant shall be asked for authorization to
contact their references. If available, at least two refences 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. A copy of the reference
check form, including responses, can be found in Appendix #2- Reference Check SOP and shall
4.6
Orientation All new employees will be provided with a comprehensive, detailed orientation to the
organization and their role within the Municipality. Procedures and an orientation package for new
employees include the following:
4.6.1 CAO or designate shall inform the new staff member of the Municipality policies, as well
as staff services and benefits.
4.6.2 CAO or designate may ask another staff member to assist the new employee with
specific staff training.
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Human Resource Policy
4.6.3 CAO or designate, along with supporting staff, shall ensure that the workplace is
prepared for the new employee.
4.6.4 CAO or designate is expected to ensure that other staff members are aware of the new
much as possible.
4.6.5 New
binder will include but will not be limited to; job description/scope and
workplan, review of policies/procedures, staff benefits if applicable (pension and
medical forms to complete), occupational health and safety (OHS) orientation, and any
training deemed mandatory for the position. In addition, the following forms will also
be included for review and signing acknowledgment: Appendix #3- Confidentiality
Agreement Form, Appendix #4- Property Acknowledge Form, Appendix #5-
Employee Contact Form (both employer/staff and employee emergency contact
information), and Appendix #6- Policy Acknowledgement Form.
4.7
Employee Classification Employees classification is determined at time of hire and is not changed
by hours worked or time in lieu. The classification of position determines how an employee may
be paid, including the number of hours per pay period and the type of benefits (pension/health)
they are eligible for. The CAO is responsible for assigning classifications of employees:
4.7.1 Full Time Permanent (FTP) An employee whose regularly scheduled workweek is
between 35-40 hours per week
with the Municipality.
4.7.2 Full Time Term (FTT) An employee who is filling a special position for a specified period
of time and works between 35-40 hours per week for a pre-determined length of time,
generally not exceeding one year.
4.7.3 Part Time Permanent An employee who has been appointed to a position for which
hours of work on a continuous basis are less than the standard workday or work week.
4.7.4 Casual Employee
An individual employed with the Municipality for work of a
temporary nature.
4.7.5 Permanent Seasonal Employee An employee who is employed on an hourly basis
during certain times of the year on an annual rotation.
4.8
Employment of Immediate Family The Municipality may employ relatives of municipal employees
and elected officials. No special advantages or favouritism will be shown in hiring relatives. A
relative of a candidate for employment may not be involved, directly or indirectly, assessing with
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Human Resource Policy
merits, qualifications or capacities or any candidates 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
-law), child, sibling
or half s
4.9
Release of Information for Employment -
Check or other documentation related to training, certificate, or professional membership upon
request. It is the responsibility of the applicant to obtain criminal record checks performed by the
RCMP. The record checks should be completed and received by the Municipality as soon as
possible and no later than 10 business days after the applica
start date of employment, unless
extenuating circumstances exist, and an extension is granted by the CAO. Regarding non-
compliance to provide a criminal record c
then
this, at the discretion of the CAO, may preclude any applicant from involvement with or engagement
of the Municipality. If an employee is working with children/youth, then a venerable sectors check
must also be completed within the same timeframe. A person who requires a vulnerable sector
check under this Section must obtain a new vulnerable sector check and provide the updated copy
no later than 5 years after the date of the most recent check, and every 5 years after that.
4.10 Staff Qualifications The CAO or direct supervisor of an employee shall ensure staff meets the
qualification guidelines for employees as determined by the Municipality. The Municipality shall
provide opportunity for staff to maintain or upgrade their necessary credentials as determined by
the Municipality and incur the costs associated with any mandatory training. Copies of up-to-date
5. Benefits
5.1
Federal/Provincial Benefits Employees receive deductions from their bi-weekly pays 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.
5.2
Pension Benefits Permanent Full-Time employees of the Municipality are required to join the
Municipality Pension Plan through Manulife after completing the six (6) month probation period,
unless otherwise determined by the CAO. Part Time Permanent employees become eligible on the
1st day of any month following the completion of 24 months of continuous service. In addition, they
must have earned at least 35% of the year s maximum pensionable earnings as defined under the
Canada Pension Plan or have worked at least 700 hours in each of the two consecutive calendar
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Human Resource Policy
years of service with the employer immediately prior to joining the plan. Participation for Full Time
employees is compulsory, and it is voluntary for part time employees. Employees contribution is
6% of annual earnings and is 100% matched by the employer. Voluntary contributions above 6%
are permitted but not matched by the employer. Automatic deductions will be taken from the
cover the plan premiums.
5.3
Medical, Dental Benefits and Long-Term Disability (LTD) The Municipality is committed to
providing employees with a benefit plan which have options available to meet individual needs.
Eligibility is based on employee classification, Full Time Permanent employees are eligible to join
the plan upon successful completion of their probation period, generally 6 months or under the
discretion of the CAO during employment negotiations.
5.3.1 Full Time Permanent employees agree to pay 100% of the Long-Term Disability (LTD)
Plan and the employer pays 100% of the balance of the Group Medical/Dental Plan.
5.3.2 Full Time Term employees are eligible to join the Medical/Dental Plan after successful
completion of their probation period and are responsible to pay 100% of LTD and 50%
cost share of the balance of the plan.
5.3.3 Permanent Seasonal employees working full time hours (35 hours per week) are eligible
to join the Medical/Dental Plan after successful completion of their probation period
and are responsible to pay 100% of LTD and 50% cost share of the balance of the plan
while employed seasonally and 100% while not employed (off-season). During off-
season, premiums must be paid at the first of each month by the employee. If premiums
are not paid by the seasonal employee within 10 days following the start of the month,
5.3.4 Casual employees are not eligible to join the Medical/Dental Plan.
5.3.5 Deductions for the employee s share of LTD and/or Medical/Dental Plan will occur
through payroll on a bi-weekly basis for all eligible employees.
5.3.6 In the event that an employee is off sick or injured for an extended period, the employee
may have to contribute their share of the LTD during the 119 day LTD waiting period or
the balance of premiums depending on eligible sick or vacation days remaining.
5.4
Employee and Family Assistance Program As part of the group medical plan employees have
access to various programs and assistance with immediate and confidential help for any work,
health, or life concerns.
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Human Resource Policy
5.5
Employee Wellness Program The Municipality has created a policy, know as the Workplace
Wellness Policy. The purpose of this policy is to encourage, support and offer health related
programs that will assist employees in achieving ownership for their physical, mental, and emotional
wellbeing, resulting in improving the overall health and wellbeing for all employees. A healthy
workplace leads to improved satisfaction and morale, which contributes to a more effective
workplace.
5.6
Employee Service Recognition- The Municipality is committed to providing a positive and
appreciative work environment for its employees at all municipal work sites. A program of
recognition is meant to celebrate the service accomplishments of staff as public servants striving to
represent the Municipality in service to the community.
5.6.1 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 below:
Years of Service
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 $300
35
Certificate & gift valued at $350
40
Certificate & gift valued at $400
5.6.2 Retirement from the Municipality will be acknowledged at the next available milestone
5.6.3 In the first year that this program becomes active for staff, the acknowledgement of
years of service will be recognized at the
5.6.4
of full years which an employee has been employed with the Municipality. Maternity,
parental, and
years of service.
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Human Resource Policy
5.7
Occupational Health and Safety - Health and safety are of the upmost importance to the
Municipality. The program binder for the OHS program is located in the staff room at the Municipal
Office, along with additional OHS information at each municipal facility. Employees are invited to
take part in the OHS Committee or express their concerns or questions to any committee member
and/or supervisor at any time in accordance with the Joint Occupational Health and Safety
Committee Policy.
5.8
Nova Scotia Workers Compensation
The Municipality works to provide a safe, healthy
environment free of recognized hazards for its employees, clients and visitors. Employee and/or
witnesses must immediately report an accident/injury to their supervisor and/or the CAO and
complete either Appendix #7- Incident Investigation Report, or Appendix #8- Accident
Investigation Witness Statement. The supervisor and/or CAO will 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 supervisor and/or CAO shall investigate the accident/injury and complete the appropriate
records which
6. Attendance & Absences
6.1
Attendance All employees are expected to be present, on-time and ready to work at their work
location on scheduled workdays as described in their Letter of Employment. Absenteeism and
tardiness will be monitored. If an issue arises regarding attendance, a process shall be put in place
isor/
or designate shall maintain a record of employee attendance. If the frequency of absenteeism of
an employee reaches a level that is of concern, the direct supervisor and/or CAO shall meet with
the employee to discuss the issue and work to improve the 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.
6.2
Reporting Absences When an employee is unable to attend work without prior notice or approval,
they shall contact their direct supervisor and/or CAO by either phone, email or text as soon as
possible and advise of the reason for the absence and the anticipated return date. Missed time from
work due to an approved absenteeism will first be deducted from the employee s banked time in
lieu or vacation if either are available for use. If not available, then the employee would be
considered off work without pay. For absences due to illness, please refer to Section 8- Sick/Medical
Leave.
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Human Resource Policy
6.3
Unauthorized Absence - Employees that are found to have unauthorized absences may be subject
to disciplinary action, up to and including dismissal. This may include absent from work without
advising their supervisor, at which point the supervisor shall be required to conduct a review of the
incident and provide follow-up to the CAO/designate with a written letter or report.
7. Vacation
7.1
Vacation Entitlement The vacation year runs from April 1st to March 31st (fiscal year). Vacation days
are applicable to FTP and FTT employees, hourly employees will receive vacation pay in accordance
with the requirements under the NS Labour Standards Code. Vacation entitlement for full time
employees in the first year of employment is calculated on a pro-rated basis from employees start
date until March 31st. If an employee uses their pro-rated vacation days within the fiscal year that
have not yet been earned to date and the employment is terminated, those days may be deducted
from the employee s final pay with the Municipality.
7.2
Annual Vacation Leaves -
letter of employment, FTP/FTT
employees are entitled to the following annul vacation leaves which are pro-rated based on the
number of days worked within the fiscal year:
7.2.1 Less than one (1) year of service pro-rated portion of fifteen (15) working days/annum
7.2.2 After completion of one (1) year of service fifteen (15) working days/annum
7.2.3 After completion of ten (10) years of service twenty (20) working days/annum
7.2.4 After completion of fifteen (15) years of service twenty-five (25) working days/ annum
7.2.5 After completion of twenty-five (25) years of service thirty (30) working days/annum
7.3
Vacation Carry Over Vacation must be taken within the fiscal year for which it is eligible, except
where pre-approved by the CAO. Employees who have twenty (20) or less vacation days per annum
are permitted to carry over a maximum of five (5) days unused vacation time to the next fiscal year.
Employees who have greater than twenty (20) vacation days per annum are permitted up to a
maximum of ten (10) days unused vacation time to be carried over to the next fiscal year. Any
exception to this section must have CAO approval in writing. Employees who have unused vacation
days at the time they leave their employment with the Municipality will have the option of taking
paid vacation days prior to their departure date, or be paid out at the rate of pay being used when
they vacation was earned.
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Human Resource Policy
7.4
Vacation Approval Employees are responsible to request vacation time from their direct supervisor
two business days prior to the first day they will be absent by completing the Appendix #9-
Absence Request Form. The Municipality reserves the right to limit the number of employees on
vacation during one period of time. When conflicting requests arise, the employee who submitted
their request first will be granted leave, followed by preference given to the employee with the
greatest length of service. This will ensure adequate departmental coverage with the Municipality
and prevent having more than one employee absent from the workplace/department. Employees
are encouraged to work together in achieving a departmental vacation schedule that
accommodates all employee vacation requests to the greatest degree possible. Supervisors are to
ensure the application of the vacation policy is fair to all and the CAO, in consultation with the
Director, can make exceptions to the vacation approval when discrepancies arise. Subject to the
operational requirements of the Department, the Director/ direct supervisor shall make every
direct supervisor has made every reasonable effort to grant the vacation leave but is unable to
the Director/direct supervisor shall give the reason for
denying the request in writing.
8. Sick/Medical Leave
8.1
Eligibility for Sick Days/Leave - Eligible employees for sick leave can accumulate a maximum of one
hundred and fifty (150) days. No remuneration shall be granted in lieu of unpaid sick leave/benefits
, so are the accumulated sick leave days. Employees
are eligible as follows:
8.1.1 Full Time Permanent employees
FTP employees who have completed their
probationary period as outlined in their letter of offer/contract of employment will be
permitted to use sick leave/days accumulated at a rate of 1.5 days earned/worked per
month from the date of their first day of FTP employment with the Municipality.
8.1.2 Full Time Term employees FTT employees who have completed their probationary as
outlined in their letter of employment of employment will be permitted to use sick
leave/days at a rate of 1 day earned/worked per month from the date of their first day
of FTT employment with the Municipality.
8.1.3 Casual/Part Time employees are not eligible for paid sick leave unless otherwise
negotiated as part of
contract of employment by the CAO.
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Human Resource Policy
8.2
Reporting Sick Leave -Employees are required to contact their direct supervisor as soon as possible
when they are unable to come to work due to illness or injury for themselves, or are required to
care for their sick, ill or injured child/dependant. The employee must communicate with their
supervisor directly by telephone, email or text, unless the nature of the illness or injury prevents
them from doing, so in which case another person must contact the supervisor. If possible,
employees are to provide the length of time they expect to be absent from the workplace. If the
employee is unable to return to work at that time, they shall notify their supervisor as soon as
possible with an update. A medical certificate may be required by the employee's supervisor for
extended periods of sick leave but must be in compliance with provincial regulations. Exceptions
may apply depending on provincial health protocols and practices relating to health pandemics.
8.3
Health Care Appointments
The Municipality recognizes the need for employees, or their
dependant child(ren), to visit health care professionals during 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 employee should be considered. There may be instances where an employee
is unable to arrange an appointment outside of working hours, therefore, employees should be
granted use of available sick days.
8.4
Hospitalization- Employees may use sick days instead of vacation for days in which the employee
is hospitalized while on vacation or has a letter from their physician, in accordance with provincial
regulations for requesting physician/doctor medical certificates.
8.5
Advancement of Sick Leave- Sick leave credits/days cannot be used in advance, only actual earned
days are eligible to be used.
8.6
Termination for Health Reasons Termination of employment may become inevitable when an
Municipality may be able to offer/accommodate. This may occur when an employee has exhausted
sick leave benefits but is not fully disabled and not yet 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 reason is unable to maintain regular attendance at work.
9. Other Leaves
9.1
Volunteer Firefighter and Ground Search and Rescue Leave The Municipality recognizes the value
of volunteer firefighters (VFF) and the important role they play in keeping the community safe.
Generally, municipal employees who are volunteer firefighters may respond to calls during their
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Human Resource Policy
regular hours of employment without loss of time. However, when required to manage a municipal
situation of an urgent nature as an employee, the employee must remain at work, be on-call or
standby to carry out their duties required. If an employee who is a VFF is required to leave work to
respond to a call, they must notify their direct supervisor/CAO and when the call is complete the
employee must return to work if their regular schedule shift has not ended.
9.2
Emergency Unpaid Leave The Municipality recognizes that situations may unexpectedly occur
which require employees to be absent from their position. The CAO may approve emergency
unpaid leave as per the N.S. Labour Standards.
9.3
Maternity/Parental Leave - Maternity and parental leave shall be in compliance with legislated
standards. In addition to legislative requirements the following applies to any FTP staff requiring
maternity or parental leave:
9.3.1 Vacation and sick leave do not accumulate while on leave but will resume when the
employee returns to work.
9.3.2 Years of service and seniority continue while on leave.
9.3.3 Pension contributions can be voluntarily made while on leave but will not be matched
by the Municipality. Pension contributions from the Municipality will resume
immediately upon returning to work after leave.
9.3.4 Group Medical Insurance will continue while on leave. If for any reason upon
completing for the employees leave they choose not to return to work with the
Municipality, group medical must be repaid to the Municipality in full. If an employee
resigns within 12 months after returning to work, group medical must be repaid on a
pro-rated basis and may be deducted from the employee's final pay.
9.3.5
-
maximum of 26 bi-weekly pays of the employee's Long Term Disability payments. This
is considered a taxable benefit.
9.3.6 Employee(s) must notify their direct supervisor in writing if they wish to take maternity
or parental leave stating their estimated start and ending date of the leave.
9.4
Voting Leave
existing legislation in relation to planning and scheduling time off for voting, as per section 131 of
the Nova Scotia Elections Act.
9.5
Bereavement Leave These days are normally to be taken consecutively however, the employee
may request permission from their supervisor and/or CAO not to take the days consecutively. This
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Human Resource Policy
may be granted at the discretion of the supervisor and/or CAO. The CAO may approve a paid leave
for a period of one day for family members of the employees other than those as listed. Each
FTP/FTT employee is entitled to compassionate leave; full pay shall be granted to an employee:
9.5.1 Five working days following the death of a partner (married or common law), child,
stepchild, parent,
legal guardian
9.5.2 Three working days following the death of a sibling, brother, grand parent, father or
mother-in-law, step-parent
.
9.5.3 All other employees of the Municipality are entitled to take unpaid bereavement leave
in compliance with the N. S. Labour Standards.
9.6
Compassionate Care Leave is an unpaid leave for an employee whose personal care is required
for a seriously ill family member, including a partner (married or common-law), child or grandchild
(including step), parent (including in-law), sibling, son-in law, daughter-in law or any family member
living is domicile , who has a high risk of dying within 26 weeks An employee must have been
employed by the Municipality for more than three months before becoming eligible for
compassionate care leave. Compassionate care leave request must be done in writing to the
employee s supervisor and/or CAO and must follow the N. S. Labour Standards.
9.7
Jury Duty/Court Duty When an FTP/FTT employee is summoned for jury duty or subpoenaed to
appear in court shall be granted paid leave but must notify their direct supervisor and/or CAO as
soon as possible and provide a copy of the summons or subpoena immediately. All other employees
will be compensated in accordance with the N.S. Labour Standards.
10.
Workplace Performance
10.1 Harassment Free Workplace The Municipality will provide a workplace free from harassment and
discrimination. Employees are responsible to review both the Workplace Harassment and
Discrimination Policy and the Dealing with Difficult Customers Policy.
Grievances
conditions of employment or treatment by management or other employees. Processes to file a
grievance can be found in Workplace Harassment and Discrimination Policy and/or the Code
of Conduct Policy.
10.3 Drug/Alcohol Abuse - Employees are prohibited for using, distributing, procuring, and possessing
illegal drugs or non-prescribed controlled substances on Municipal property or in connection with
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Human Resource Policy
f alcohol and/or drug abuse in a drug
free environment may be subject to termination. Individuals suspected of being under the influence
of illegal drugs, non-prescribed controlled substances, alcohol, or marijuana in the workplace may
be terminated if determined/found to be valid.
10.4 Annual Performance Reviews - An
direct supervisor, in conjunction with the CAO will
conduct an annual performance review each fiscal year by completing the municipal performance
review package. A copy of the completed package will be reviewed with the employee and filed.
Annual performance reviews are generally only completed for FTP employees but at the director's
discretion other categories of employees may have annual performance reviews completed.
10.5 Corrective Action and Documentation - The CAO or direct supervisor has the responsibility of
counselling employees, administering corrective action, and documenting the counselling or
corrective action. The code of conduct and their performance are communicated to the employee.
This may be accomplished in writing, by discussion or other reasonable means. Before imposing
corrective action involving suspension, Directors must consulate the CAO. Before the CAO imposes
corrective action involving suspension of a Director, the CAO must consult with Council.
10.6 Unsatisfactory Work Performance Unsatisfactory work performance is work-related performance
that fails to satisfactory meet job requirements as set out in the relevant job description, work plan
or as direct
take corrective active towards any employee with unsatisfactory work performance as follows:
10.6.1 Step 1 Meet with employee and discuss areas of concern and suggest ways in which the
employee can improve their work performance through developing an action plan for
improvement.
10.6.2 Step 2 Written notice
tify the
employee that their work performance is unsatisfactory. The written notice shall include
the area(s) of concern and the expectations 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
understand the contents. They should also be provided with an opportunity to add their
written comments at the end of the notice.
10.6.3 Step 3 Formal meeting
the employee to advise the employee of the areas of concern, provide the employee with
the opportunity to respond and advise the employee of the potential outcome should they
fail to improve their performance to a satisfactory level.
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Human Resource Policy
10.7 Employee Code of Conduct All employees must read and sign the policy acknowledgement form
and comply with the Municipal Code of Conduct Policy.
10.8 Smoke/Vape Free Facilities - All municipal facilities are smoke and vape free. Both employees and
the public are not permitted to smoke or vape in any municipal facilities.
11.
Personal Records
11.1 Personnel File Contents and Document Management - The Municipality shall maintain accurate and
complete personnel records for all employees in accordance with the Municipal Records
Management Policy.
11.2 Access to Information and Protection of Privacy - Employees have the right, given reasonable notice,
to examine their files maintained by the Municipality. The employee may request that information
in the file be corrected or supplemented in cases of error or inadequacy.
11.3 Resignations Employees are entitled to voluntarily resign from their position at the Municipality.
It is encouraged that employees provide minimum written two weeks notice of resignation, unless
otherwise stated in their letter of employment, to their supervisor and/or CAO. Written notice
should include their last day of work and the reason for resignation.
11.4 Personal Information Changes Employees are responsible to notify their direct supervisor in
writing of personal changes such as changes in material status, additions/deletions of dependent
information, and home address and home phone number. All employees, when starting their
employment with the Municipality, must complete the TD1 Form and Appendix #5- Employee
Contact Form.
12.
Hours and Location of Work
12.1 Hours of Work - The employees direct supervisor, in conjunction with the CAO, shall determine
hours of work.
12.1.1 The Municipal Administration Office hours of operation is from 8:30am to 4:00pm each
day of the week excluding Saturdays, Sundays and Holidays.
12.1.2 The Public Works Department working hours are based a schedule developed by the
Director of Public Works in conjunction with the CAO/designate. Schedules are based on
workload/projects/time of year
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12.1.3 The Municipal Transfer Station hours of operation are Monday, Tuesday, Friday and
Saturday, 9:00am to 4:30pm. Employees working at the
ransfer Station receive
a paid lunch break due to being unable to leave to facility.
12.1.4 Employees are entitled to a half hour lunch break (unpaid) and two (2) fifteen (15) minute
(paid) break if they work more than five (5) hours per day. An employee is entitled to one
(1) fifteen (15) minute break if they work more than three (3) hours and less than five (5)
hours per day as per NS Labour Standards Code.
12.2 Location of Work
Sherbrooke, NS. Municipal Public Works staff location of work will vary across worksites and
municipal properties. Part time/hourly employees location of work will be as outlined in the
employment.
12.3 Public Holidays The following shall be legal holidays and FTP/FTT employees shall not be required
to work and shall be paid at their regular rate of pay, except for essential services required. Paid
Canada Day, Natal Day, Labour Day, National Day of Truth and Reconciliation, Thanksgiving Day,
Remembrance Day, Christmas Day and Boxing Day. FTP/FTT workers required to work on the above
holidays shall receive time in lieu at a rate of one and a half times the hours worked. When any of
the above-mentioned
another day of equal hours off.
quantity for holidays is based on the NS Labour
Standards.
12.4 December/January Holiday Closure The Municipal Administration Office and the Municipal
Transfer Station are closed for business between Christmas Eve and re-open on the first week-day
period there are three statutory holidays for FTP/FTT
following options to cover the remaining regular workdays between the holidays; either previously
earned time in lieu time or vacation days.
12.5 Time in Lieu/Overtime Accumulation See attached Appendix #10 - Accumulation and Use of
Time in Lieu SOP
12.6 Monthly Time Sheet Reporting FTP/FTT employees are required to track all vacation, sick and TIL
hours/days used and/or accumulated on the monthly time sheet, see attached Appendix #11-
Monthly Time Sheet. Time sheets are to be submitted within the first five business days following
month end to the finance department and their direct supervisor. Timesheets will be reviewed, and
a summary provided to the employee stating vacation/TIL/sick day balances.
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Human Resource Policy
12.7 Work From Home Eligibility See attached Appendix #12- Work from Home Request SOP
12.8 Inclement Weather/Storm Day -See attached Appendix #13- Inclement Weather/Storm Day SOP
13.
Conditions of Employment
13.1 Probationary Period All new and present employees, transferred or promoted to a new job, shall
undergo a probation period of 6 (six) months for full time permanent employees unless otherwise
stated in their letter of employment. For term or part time/employees the probation period will be
employment. During the probationary period,
direct supervisor shall review performance expectations specific to the position as well as provide
appropriate guidance and leadership. The probationary period may be extended for up to the
length of the original probationary period should the direct supervisor and CAO agree that, with
clearly defined objectives and timelines, any remaining performance issue will be resolved. A
performance review must be conducted prior to the end of the probationary period as outlined in
the letter of employment. A performance evaluation and/or probationary review form should be
completed, signed, and a copy keep in the employee's file.
13.2 Payroll Payroll is processed bi-weekly, with 26 pay periods each calendar year for all employees.
Pay day is every second Thursday for the two weeks previously worked and is automatically
deposited in the employee's bank account. A statement of this deposit is distributed to employees.
Without exception, deadline for payroll submission is 1:00pm on the Tuesday prior to the scheduled
pay day.
13.3 Salary Determination The CAO is ultimately responsible for determining the amount of the
within the Municipal Operating Budget as approved by the Municipal Council.
Specifications related to salary determinations can be found in Appendix #14- Salary
Determination and Salary Scales.
13.4 Use of Municipal Facilities/Equipment/Technology The Municipality provides its employees with
the necessary technology/equipment to facilitate communication among personnel, clients and
other parties in connection with municipal business. The use
internet systems are for municipal business purposes only. All work performed on Municipal
equipment remains the property of the Municipality and may therefore be monitored and/or
surrendered to a court of law. Employees will only download/install software on the advice of the
Municipality IT contractor and with permission of the CAO and/or Director.
13.5 Municipal Staff Communication See attached Appendix #15- Municipal Communications SOP
Page 16
Human Resource Policy
13.6 Commitment of Confidentiality The Municipality considers commitment to confidentially. 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 employee who violates municipal confidentiality
will be subject to the appropriate disciplinary action. Before commencing a position at the
Municipality, all employees are required to ready and sign a confidentiality form. See attached
Appendix #3- Municipal Confidentiality Agreement Form.
14.
Revisions to Policy
14.1 The Municipality shall ensure that this policy is reviewed at least every four years and, where
necessary revised. All amendments to this policy will be recorded using Schedule A- Policy
Amendments.
Page 17
Human Resource Policy
SCHEDULE A- POLICY AMMENDMENTS
Version #
Amendment Description
Approved By
Approval Date
Page 18
Motion Approved at Tuesday, October 10th, 2023 - Regular Council Meeting:
Recommendation from Committee of the Whole - September 6th, 2023
On motion of Councillor Malloy, and seconded by Councillor Mailman, Council rescinded the old
Municipal Working Policy and approved the Human Resources Policy.
Motion approved.
Standard Operating Procedures
Interviewing and Hiring June 21st, 2023
Interviewing and Hiring
1. Purpose
1.1
The Municipality believes that hiring qualified individuals to fill positions contributes to the
overall success of Municipal operations. When hiring the most qualified candidates for
positions, the hiring process shall consist of the following procedural steps.
1.2
While the CAO may not necessarily be part of every hiring process/interview, they ultimately
will have the final approval of hiring all new employees based on interview committee
recommendations.
2. Job Posting
2.1
The department in which the vacancy exists for the position is responsible for developing
the job posting and position description. The job posting must include but is not limited to
the following: position title, type of employment (full time/term/casual), duties specific to
the position, salary/hourly compensation and benefits, due date, skills/qualifications
required, primary work location, criminal record check requirements/special requirement
and directions on how to submit applications. Job postings should also include that only
those selected for an interview will be contacted and that verbal applications are not
accepted.
2.2
The direct supervisor and/or the director must review the job posting along with
accompanying full job description prior to advertising. The CAO may also wish to approve
the job posting and/or position description prior to advertising. If advertisement is related
to a new position within the Municipality, then the CAO must review prior to being
advertised publicly.
2.3
Job postings should be advertised for a minimum of 10 business days through the following
channels but not limited to: local print media, municipal website, municipal social media,
employment centers, municipal newsletter, etc.
3. Interview Committee
3.1
The interview committee shall consist of 2-3 staff members and will be comprised of various
staff members depending on the position which is being interviewed for. The interview team
will be the direct supervisor and/or director of the position being filled, and one/two
additional staff members chosen by the direct supervisor and/or CAO. Council members are
only members of an interview committee during the hiring process of the CAO.
Page 19
Standard Operating Procedures
Interviewing and Hiring June 21st, 2023
3.2
The direct supervisor of the position being filled should be the lead individual on the
interview committee or appoint another staff member who is sitting on the committee to
be the lead. The lead individual will be responsible for contacting the candidates to arrange
interview dates and times, developing interview questions
review) and organization of the interview folders and content for the interview committee.
4.
Interview Process
4.1
Short listing of candidates should occur within one week of the job posting deadline. The
interview committee will meet to review applications and short list candidates based on
application completeness and position requirements advertised. When interviewing for one
vacant position, no greater than 6 candidates should proceed to the interview processes.
Ideally 3-4 candidates would proceed past the short-listing stage to the interview stage.
Candidates who do not advance past the short-listing stage will not be notified.
4.2
The preferred method of contacting candidates to schedule interviews is email, although
there may be times when phone calls are required. This method helps to ensure all
information is communicated correctly. When contacting the candidates for interviews the
following must be communicated; name and title of person contacting them, date, time and
location of interview (in person/virtual). Also ensure to ask if the candidate requires any
accessibility accommodations to complete their interview.
4.3
Develop the interview package for the interview committee. Interview packages should
include a file folder for each committee member with the job description, interview
questions for each candidate along with a copy of their resumes. The committee should
receive the packages no later than one business day prior to the first interview. Set up
interview room for both in person (water/pens/note pads) and virtual interviews
(technology) should be completed by the lead/designate.
4.4
The interview committee and/or direct supervisor will appoint a committee member to
develop the interview questions and interview packages. Once developed, interview
questions should be emailed out to the committee 2-3 days in advance for review to allow
for edits prior to interview. The general structure to the interview questions/process should
be as follows:
4.4.1.
Introductions of interview committee.
4.4.2.
Review exits/safety information with candidate.
4.4.3.
Provide general overview and process of the interview including number of
interview questions, overview of position interviewing for, general length of the
interview, and anticipated start date of the position.
Page 20
Standard Operating Procedures
Interviewing and Hiring June 21st, 2023
4.4.4.
Interview questions should cover topics such as candidates background and
experience relating to position, quality score component (professionalism/
impression/resume/cover letter), direct questions relating to experience with duties
listed in job description, questions relating to interaction with managers, co-
workers and/or public. Certain positions may benefit from situational type
questions. See attached municipal Interview Questions Form.
4.4.5.
At the end of the interview the following questions/items must be covered;
check/vulnerable sectors check requirements, reference confirmation, when a
decision will be made and if ask if the candidate has any questions or any items
they would like to revisit.
4.4.6.
All interviews must be scored out of 100 points with a pass mark of 60 points. If
no candidate reaches the pass mark, then the position is not filled at that time and
re-posting may be required.
4.4.7.
At the end of the interview, the interview committee should ensure to thank the
candidate for taking the time to apply for the position and interview.
4.4.8.
All interview documents should record candidates name, interviewers name, date,
time, and position. All records will be managed in compliance with the Municipal
Records Management Policy.
4.4.9.
Once all interviews are completed for the position the interview committee will
review their scores and the candidate with the highest average score above the
pass mark will proceed onto the reference check stage of the hiring process. See
Interview Reference Check SOP
5. Job Offer
5.1
After the reference checks are reviewed with the interview committee, their decision on the
successful candidate, along with proposed compensation details must be presented to the
CAO or designate prior to a job offer being presented to the candidate.
5.2
Once the information for the successful candidate and compensation details have been
approved by the CAO, the direct supervisor of the position which is being filled will contact
the successful candidate to present the job offer to them.
5.3
The initial job offer should be presented by way of phone call to the successful candidate.
That offer should include congratulating them on being the successful applicant for the
position, followed by confirming the position title, salary or hourly compensation, overview
of vacation and sick time entitlement, health/dental benefits if applicable, position hours
Page 21
Standard Operating Procedures
Interviewing and Hiring June 21st, 2023
and potential start date. The successful candidate should be provided with time to consider
the offer and inform them that a letter of employment will be followed up by emailing
outlining the employment offer. The successful candidate should be asked to provide a
response within 3 business days of receiving the offer. The letter of offer template must be
used for all employment offers made by the Municipality. See attached municipal Letter of
Employment Form.
6. Interview Wrap-Up
7.1
Once the successful candidate has signed and accepted the letter of employment, then the
unsuccessful candidates who were interviewed can be notified that a decision has been
made.
7.2
Unsuccessful candidates are to be notified by email as soon as the successful candidate
formally accepts using the following template:
Dear [unsuccessful candidate name],
We sincerely thank you for taking the time to apply and meet with our team about the [job
title or position]. We enjoyed learning more about your past achievements as well as your
skills and
you all the best.
Regards,
Municipal Signature
7.3.
All interview documentation, including the applicant
letter of employment, must
be submitted to the Director of Finance to be filed in accordance with the Records
Management Policy and a copy placed in the new
personal file.
7.4.
and staff by email introducing the new
employee upon their start date welcoming them to the internal team. In addition, a short
public notice in the newsletter should be placed welcoming the new employee (no personal
information).
Page 22
Standard Operating Procedures
Interview Reference Check June 21st, 2023
Interview Reference Check
1. Purpose
1.1
The Municipality believes that hiring qualified individuals to fill positions contributes to the
overall success of municipal operations. Reference checks are performed to help verify any
pertinent information shared by the candidate employment history, relevant experience,
and eligibility.
1.2
Prior to hiring an individual, candidates must provide at minimum of (3) three references,
preferably a mix between professional and personal. A minimum of two reference checks
must be completed by a staff member involved during the hiring process prior to job offer
negotiation commencing.
2. Process
2.1
Confirm during the interview process that it is ok to contact the references provided. If
additional references are required, ensure to follow up with the candidate during the
interview to make that request.
2.2
When contacting a reference provided, ensure to state your name, position and that you
2.3
Inform the reference why you are contacting them, that the candidate has applied for the
specific position and has listed them as a reference to contact. Ask if they are available to
answer a few questions regarding the candidate on their performance/character or if it
would be better to contact them at an alternate time to do so.
2.4
Once the reference is completed ensure to thank the reference for their time.
2.5
Generally, reference checks are only completed for the lead candidate for the position based
on the interview
recommendation.
2.6
Reference checks must be completed by an individual on the interview committee, when
completed the results must be shared with the committee and signed/dated by the
individual who completed the reference check.
Page 31
Municipal Confidentiality Agreement Form
EMPLOYEE NAME & POSITION TITLE
DATE
DISCLOSURE
I acknowledge that in the course of carrying out my duties and responsibilities with the
, I may gain knowledge to information concerning the business of the
Municipality, its employees, clients and Municipal Council. The disclosure of any information
could potentially be highly detrimental to their interests.
Accordingly, I hereby agree to treat all confidential information which I may have access to during
the course of my employment with the Municipality, neither will I take possession of, make a copy
of or allow another party access to any information or receive a copy.
Furthermore, upon termination of employment with the Municipality of St.
, I hereby agree
to keep all confidential information in which I may have had access to during my employment
with the Municipality.
EMPLOYEE SIGNATURE
_________________________________
_______________________________________
Name Printed
Signature
Page 34
Municipal Property Acknowledgment Form
EMPLOYEE NAME & POSITION TITLE
DATE
DISCLOSURE
I acknowledge that I have received the following Municipal Property and return all property once
no longer employed with the Municipality. I acknowledge that I will not reproduce any municipal
keys for facilities unless permission is granted in writing by my supervisor or CAO. I acknowledge
that when municipal logins and passwords are changed, they are documented in a secure location.
Keys listed by facility:
Computer/IPAD:
Municipal Cell Phone:
Tools/Equipment:
EMPLOYEE SIGNATURE
_________________________________
_______________________________________
Name Printed
Signature
Page 35
Employee Contact Form
EMPLOYEE NAME & POSITION TITLE
WORK & PERSONAL EMAIL & MAILING ADDRESS
WORK & PERSONAL PHONE NUMBERS
EMERGENCY CONTACT INFORMATION (NAME, PHONE, EMAIL) & MEDICAL
INFORMATION
_________________________________
_______________________________________
Name Printed
Signature
Page 36
Policy Acknowledgment Form
EMPLOYEE NAME & POSITION TITLE
DATE
DISCLOSURE
I acknowledge that I have received and reviewed all policies within the first month of my
employment that were provided and recommended during my new employee orientation.
I also acknowledge that all employees are encouraged to stay up to date and informed on all
municipal policies.
EMPLOYEE SIGNATURE
_________________________________
_______________________________________
Name Printed
Signature
Page 37
Municipality
Note: Include diagram or photo where necessary
Incident Number:_________
Incident type (Check Off):
Injury/Illness_____ Property Damage______ Near Miss______ Fire_____ Environmental_____
Other_________________________________________________________________________
Details:
Incident Date (YYYY/MM/DD):___________________ Time (24 Hour Clock)_________________
Location:____________________________________ Weather Conditions:_________________
Name of injured party:_______________________ Other Contacts:______________________
Age:________
Describe Injury:_________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Describe Damages:______________________________________________________________
______________________________________________________________________________
Describe how the incident occurred (use additional sheets if needed): _____________________
STAFF EMPLOYEE SECTION (If Applicable):
Experience at incident-related job (years): ______ Start Date of Employment:_________________
Occupation:_______________________________
Lost Time:________________________________
Workers Compensation Accident Form Completed? Yes____ No____ N/A____
Page 38
______________________________________________________________________________
What were the immediate causes (use additional sheets if needed):______________________
______________________________________________________________________________
______________________________________________________________________________
What are the underlying causes (use additional sheets if needed):_______________________
______________________________________________________________________________
______________________________________________________________________________
How can this or similar incidents be prevented? (Use additional sheets if needed):___________
______________________________________________________________________________
______________________________________________________________________________
Employee/Manager comments and recommendations (use additional sheets if needed)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
What action has been taken or planned to ensure that this incident does not happen again?
______________________________________________________________________________
______________________________________________________________________________
Supervisor:________________________________________ Date:______________________
Investigators:______________________________________ Date:_______________________
Manager is to sign and date when Incident Investigation Report has been reviewed.
Manager:__________________________________________ Date:______________________
Page 39
Municipality
Incident Number:_____________ Date:_________________________
Witness Name:____________________________ Witness Phone Number__________________
Witness Addess:________________________________________________________________
______________________________________________________________________________
Name of Injured Party:__________________ Date of Accident:______________________
Where was the injured party when the accident of injury happened?
______________________________________________________________________________
What was your location when the accident of injury happened?
______________________________________________________________________________
What distance were you from the injured party when the accident happened?
______________________________________________________________________________
Describe in your own words how the accident or injury happened:________________________
______________________________________________________________________________
______________________________________________________________________________
Did any other factor or person contribute to the accident?______________________________
______________________________________________________________________________
______________________________________________________________________________
_____________________________________
Witness Signature
Page 40
Municipality of the
Absence Request
Absence Information
Employee Name:
Department:
Supervisor:
Type of Absence Requested:
Sick
Vacation
Bereavement
Training/Conference
Other
Jury Duty
Maternity/Paternity
Personal Appointment
Dates of Absence: From:
To:
Total # of Days Requested: __________
Reason for Absence:
You must submit requests for absences, other than sick leave, two days prior to the first day you will be absent.
Employee Signature
Date
Approval
Approved
Rejected
Plan in place for backfill (if required)
Comments:
Supervisor Signature
Date
Page 41
Standard Operating Procedures
SOP -Accumulation and Use of Time in Lieu August 2022
Accumulation and Use of Time in Lieu (TIL)
1. Purpose
1.1
It is recognized that from time-to-time salaried employees may be required to work outside
or above their regular work schedule. During such circumstances time in lieu (TIL) hours will
be provided to employees to compensate for such time worked. Circumstances for which
eligible time in lieu accumulation can occur includes:
1.1.1. After Regular Working Hours: When employees are requested to stay after
regular working hours to attend or participate in authorized municipal business
including, council or committee of council meetings. Employees are to
reference the municipal committee structure matrix to guide which committee
meetings have been approved for them to attend.
1.1.2. Between Work or Meetings: When an employee has a gap between their regular
end of day and a council or committee of council meeting of no more than 1-2
hours, the employee may elect to stay in office and continue to work until the
meeting. If the employee takes a meal break during that time, then that
duration is not eligible to claim TIL.
1.1.3. Community Consultations: When employees are requested to stay after regular
working hours to attend or participate in an authorized community consultation
or workshop. Authorization must be granted by direct supervisor and/or CAO
prior to session as per the Municipal Mileage/Expense Policy.
1.1.4. Hosting Municipal Events: When employees are requested or responsible for
hosting/organizing a municipal event conducted after regular working hours
such as; Canada Day, Volunteer Awards and/or Small Business Week Events.
Authorization must be granted by direct supervisor and/or CAO prior to event.
1.1.5. Travelling After Hours: When an employee is travelling after hours to an
approved conference or training event. Employee will make every effort to
travel during regular scheduled hours.
1.1.6. Deadline Considerations: When an employee is requested by their direct
Supervisor and/or CAO to complete work on a specific project outside of regular
working hours in order to meet a timeline, an employee would be eligible to
accumulate TIL.
Page 42
Standard Operating Procedures
SOP -Accumulation and Use of Time in Lieu August 2022
1.1.7. Emergency Situations: Public works employees dealing with emergency
situations, such as water shuts off, water/sewer breaks, leak detection, or
line/hydrant flushing.
1.1.8. Holiday Scheduling: When an employees scheduled regular day off falls on an
approved holiday as outlined in the Municipal Human Resource Policy, then the
employee shall receive another day off with pay at a time to be determined by
their Supervisor or CAO and with consideration of other staff scheduling.
Should an employee be scheduled to work on a holiday then they will receive
TIL at a rate of 1.5 times.
2. Roles and Responsibilities
2.1
Employees are responsible to ensure the following with regards to accumulation and use of
TIL:
2.1.1.
An employee Supervisor must be aware prior to them accumulating or using
TIL.
2.1.2.
Regardless of time or location (extended shift lengths, off site emergency calls
etc.), when an employee is actively accumulating TIL all health and safety
measures must be adhered to and practiced.
2.1.3.
Any deviation from an
regular shift must be reviewed and approved
by their Supervisor prior to occurring and shall be recorded on their monthly
timesheet regardless of if there is a net zero impact to weekly hours worked.
2.1.4.
When an employee records TIL on their monthly timesheet, hours recorded
must reflect actual TIL worked. Example: if a scheduled committee meeting
occurs from 4-5:30pm, then 1.5 hours TIL is recorded.
2.1.5.
In emergency situations resulting in callouts during non-scheduled shifts, hours
recorded will reflect and adhere to the NS Labour Standards.
2.1.6.
TIL is to be accumulated at a regular rate for hours not overtime, unless
otherwise superseded by the NS Labour Standards or in relation holidays as
stated above.
2.1.7.
Employees will make all reasonable efforts to ensure efficient use of time and
responsible project management to limit TIL accumulation.
Page 43
Standard Operating Procedures
SOP -Accumulation and Use of Time in Lieu August 2022
2.1.8.
TIL accumulation is not to be treated in a manner to gain or accumulate
additional time off or as vacation but, rather, TIL accumulation must be due to
occurrences as outlined in the purpose.
2.1.9.
TIL may only be accumulated to a maximum of 35 hours at any one point in
time. Accumulated hours above 35 will be brought to the attention of the CAO
as soon as possible for consideration
possible time management inefficiencies.
2.1.10. If fraudulent claims are made or patterns of misuse are identified by the
Supervisor and/
TIL
privileges will be revoked and could result in loss of pay for fraudulent time
claimed.
3. Procedure
3.1
Employees requesting to use TIL accumulated must complete a time off request form to be
submitted for approval by supervisor and/or CAO.
3.2
Employees must submit either their accumulation or usage request as soon as possible to
ensure adequate time to process the request.
3.3
demands, a TIL usage request may not be accommodated or approved by the Supervisor
and/or the CAO.
3.4
If the Supervisor or CAO is unavailable to make the approval in the time frame needed,
approval may be given solely by either party.
Page 44
Name:
Month:
Start of
Month
Start of Month
Start of
Month
Date
Vacation
Days Used
Time In Lieu Description
Time In Lieu
Accum.
Time in
Lieu Used
Sick Days
Used
Monthly Totals
0.00
0.00
0.0
0.00
Totals to Date
0.00
0.00
0.0
0.00
Employee Signature:
Date Submitted:
Please note time in lieu is measured in hours and sick / vacation time is measured in days.
All monthly time sheets are to be submitted to the Director of Finance / Treasurer
Municipal Staff Monthly Time Sheet
Page 45
Standard Operating Procedures
SOP-Work From Home Request January 23, 2023
Work From Home Request
1. Purpose
1.1
All municipal staff are expected and encouraged to make all efforts possible to report to
work each day scheduled but it is recognized that due to unforeseen circumstances and
when other avenues such as sick days, vacation days or time in lieu are not a viable option,
work from home may be requested by the employee. Unforeseen circumstances include:
1.1.1.
Lost or cancelled childcare within 24 hours of scheduled work provided the
employee has made all reasonable efforts to find alternate childcare. Not to
extend for more than 2 consecutive days.
1.1.2.
If a child is sick, it is expected that employees use available sick days, or time in
lieu (TIL) to cover first. If sick or TIL are not available to use, then a work from
home request may be permitted.
1.1.3.
Storm days or inclement weather. (See Inclement Weather/Storm Day SOP)
1.1.4.
Unplanned school closures on the same day of the request or within 24 hours.
2. Roles and Responsibilities
2.1
If a work form home request is approved, the employee is responsible to ensure that:
2.1.1.
They have all materials required to preform duties. (Computer, files, etc.)
2.1.2.
They are readily available, by email, phone and Microsoft Teams to
communicate with co-workers during regular work hours (8:30am-4:00pm) and
to check-in with their supervisor at the beginning and end of the day.
2.1.3.
If any meetings or appointments were scheduled with clients, counterparts,
residents, co-workers etc., that they attend by electronic means or reschedule
with proper notification.
2.1.4.
They provide their Supervisor with details of work completed for that day by
4:00pm.
2.1.5.
They are working in a safe and hazardous free workplace.
2.1.6.
All municipal property is stored in a safe and secure location to ensure
confidentiality.
Page 46
Standard Operating Procedures
SOP-Work From Home Request January 23, 2023
2.2
In extreme cases (such as a provincial state of emergency etc.) and after approved by the
CAO, the duration of a work from home request may be extended.
2.3
Depending on the nature and duties required of the em
demands, work from home request may not be accommodated or approved by the
Supervisor and/or the CAO.
2.4
If
Supervisor and/
revoked and could result in loss of pay for fraudulent time claimed.
2.5
The Municipality will not reimburse any employees for their home electrical, internet, or
other similar costs while working under an approved work from home request.
3. Procedure
3.1
Employees requesting to work from home must complete Form WFH-1 and submit to their
supervisor for initial approval who will then submit to the CAO for final approval.
3.2
Due to the approved circumstances for such a request being unanticipated, employees must
submit the request form as soon as possible to ensure adequate time to process the request.
3.3
If the Supervisor or CAO is unavailable to make the approval in the time frame needed,
approval may be given solely by either party.
Page 47
Standard Operating Procedures
SOP-Work From Home Request January 23, 2023
Form WFH-1
WORK FROM HOME REQUEST
Employee Information
Employee Name
Department
Supervisor
Details of Request
Work From Home Date
Circumstance (Sect. 1.1)
Date
Employee Signature
Authorization
Approved
Denied
Date
Supervisor
CAO
Page 48
Standard Operating Procedures
Inclement Weather/Storm Day - SOP January 5th, 2023
Inclement Weather/Storm Days
1. Purpose
1.1
The Municipality has an obligation to conduct its business and provide municipal services on a
regular basis, despite occasional inconvenience caused by inclement weather. At the same time,
the Municipality has a responsibility for safety and well-being of residents and staff. The
Inclement Weather/Storm Day SOP is therefore intended to provide flexibility for the CAO and
staff to make responsible decisions when confronted with adverse weather conditions that make
it unsafe to report to, or remain at, work.
1.2
This SOP encompasses additional operating processes due to weather events, including
potential road closures or unsafe driving conditions, flooding caused by weather, and power
failure at the municipal administration office.
1.3
The CAO or Direct Supervisor can approve employees that submit a work from home request
during these events.
2. Roles and Responsibilities
2.1
The decision to close, reduce the hours of operation or delay opening at any or all municipal
facilities due to severe weather conditions will be the responsibility of the CAO, after
consultation with appropriate weather and road authorities.
2.2
Municipal program cancellations with be determined by both the CAO and Director of
Community Development and Recreation in conjunction with the Municipal Communications
SOP.
2.3
In the event of impending inclement weather, staff are responsible to ensure they gather and
take with them any materials required to preform duties from home. (Computer, files, etc.) Staff
will also be responsible for re-directing their phone line to municipal cell phones prior to the
storm in preparation.
2.4
Employees will be notified of potential closures by the CAO or designate by email, text and
Teams message an hour prior to the office opening or sooner if possible. During weather events
employees are to check their means of communication for office closure notifications.
2.5
If an employee is going to arrive at work late due to inclement weather/unsafe driving
conditions
to notify the CAO by way of phone, Teams
message, email or text as soon as possible.
Page 49
Standard Operating Procedures
Inclement Weather/Storm Day - SOP January 5th, 2023
2.6
In the event facilities/programs are closed/cancelled, full time employees who can work from
home are required to do so unless it is agreed to use time in lieu (TIL) or vacation time. The
employee shall follow the procedure in the Municipal Work From Home SOP. Notification if
an employee wishes to use vacation to TIL must be provided to their direct supervisor at the
start of their regularly scheduled shift.
2.7
Casual/hourly employees will not be paid for any time lost of shift cancellations due to inclement
weather.
2.8
Employees working in essential services include employees responsible for water and
wastewater. During inclement weather/storm day events the Director of Public Works must
ensure adequate staff are able to report to work to ensure essential services continue to operate
in a safe manner.
2.9
Employees may be called into work when it is deemed safe to travel at the discretion of the CAO.
2.10 A minimum of two staff members must be present at the municipal administration office for the
office to be open to service the public. One of the two staff members must be a staff member
trained to work the front desk area. If the minimum of two staff members are unable to be
present at the municipal administration office, then the office is unable to open or remain open
to the public for occupational health and safety reasons.
2.11 The Municipal Clerk will notify the Public of office closures in consultation with the CAO.
Notification will be posted on the municipal website, social media platforms and through
community cancellations on local radio stations.
2.12 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 CAO in these cases in requirements.
2.12 If the building is closed, there will be no loss of pay or other benefits during the time of the
closure for full time permanent employees who are unable to work from home.
2.13 During inclement weather/unsafe driving conditions employees will be provided with up to a 30
minute grace period from the beginning or end of their regular scheduled shift without penalty.
Supervisor notification is required for grace periods. Any additional time taken will require the
use of vacation or time in lieu. If any miss use of the grace period is recognized, the CAO or
direct supervisor has the ability to address.
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Standard Operating Procedures
SOP Salary Determination and Salary Scales July 6, 2023
Salary Determination and Scales
1. Purpose
1.1.
The Municipality believes in providing employees with salary levels comparable to other
employees performing similar functions in other Nova Scotian Municipalities.
2. Process for Salary Determination and Scale Changes
2.1.
In consultation with Directors, the Chief Administrative Officer shall determine the
appropriate salary for a position based on a number of parameters including
knowledge/skill, responsibility and effort.
2.2.
Every active job description shall be reviewed by the Chief Administrative Officer or their
designate at a minimum of every (3) years.
2.3.
The Municipality shall keep an up-to-date salary scales schedule which is updated on an
annual basis depending on the approved cost of living as set by municipal council at the
Annual General Meeting.
2.4.
The Chief Administrative Officer shall recommend any new salary scales and benefits to
Council as required. Each salary scales should be comprised of 10 steps in total, the bottom
of the scale should be 80% of the top of the scale with equal increments in between.
2.5.
Directors shall submit and justify any recommendations for salary changes to the Chief
Administrative Officer.
2.6.
a satisfactory annual performance review. After completion the annual performance review,
Directors must submit salary increase recommendations to the Chief Administrative Officer.
Positions receiving greater than one salary range step must be approved at the Annual
General Meeting of Council through presentation of operating budget(s).
2.7.
Certain factors help determine salaries and the CAO will apply the approved salary scales to
the following:
2.7.1.
There will be an annual practice of movement within the approved step range
for a level based on perf
review.
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Standard Operating Procedures
SOP Salary Determination and Salary Scales July 6, 2023
2.7.2.
assignments (other than covering for vacations) where
the staff is expected to be fully needed, trained and accountable, the best
practice is to move staff to a minimum of the first step in the new level of the
position they are working in. In such circumstances, a Letter of Employment will
2.7.3.
A review of the market position on ranges and salaries will be conducted every
3-5 years, unless otherwise requested by the CAO and/of Council.
2.7.4.
The cost of living, as determined annually by Council, is applied to salary ranges
each year to keep salaries and ranges accurate.
3. Salary Scales for Full Time Permanent Positions
Position
Salary Scale (as of 2025-2026)
Chief Administrative Officer
$93,729 - $116,698
Director of Finance/Treasurer
$86,840 - $108,550
Municipal Clerk
$43,670 - $54,474
Cashier/Receptionist
$40,360 - $50,450
Director of Economic Development
$57,243 - $71,533
Director of Community Development and Recreation
$56,026 - $71,000
Active Living Coordinator
$44,600 - $55,750
Director of Public Works
$77,749 - $97,186
Public Works Operator 1
$50,459 - $63,073
Public Works Operator 2
$50,459 - $63,073
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Municipali
Standard Operating Procedures
Municipal Communications SOP - February 13, 2022
Municipal Communications
1. Purpose
1.1
The following procedures outline the steps for appropriate and efficient municipal
communication. These procedures apply to all municipal staff members in their respective
departments that are tasked with delivering communications on behalf of the Municipality
2. General Municipal
2.1
Effective communication both internally amongst staff and Council, and externally to
municipal residents is key for efficient administration of municipal government. In order to
streamline communications and present a cohesive unit, the below steps outline general
municipal communication.
2.1.1 Council/Staff- All formal communication to Council should be delivered by the
CAO, unless otherwise directed or outlined in another municipal policy. If
municipal staff is sending correspondence to Council, the CAO should be
attached/notified for information purposes.
2.1.2 Municipal Templates- All staff shall use the municipal templates provided to
them in the digital template package for internal and external communication
which includes a template for letterhead, email signature, and staff reports.
2.1.3 Political/Media-
Any
communication
to
local
politicians
or
media
outlets/reporters shall be done through the CAO unless otherwise directed. All
correspondence with media/politicians, where possible, should ideally be in a
written format so that content can be reviewed by the CAO
2.1.4 General Operating- Any communication for the operation of general municipal
services including water/sewer utility, solid waste/recyclable collection, civic
addressing and government relations will be the responsibility of the Municipal
Clerk in conjunction with the CAO.
3. Community Development & Recreation Department
3.1
The Director of Community Development and Recreation (CDR) is responsible for the
planning and management of recreational and community development events and
programming. For the success of these events and programs, effective communication to
the public is essential. The steps below outline the process for the delivery of routine
communications (event promotions, updates, cancellations) from the CDR Department. All
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Municipali
Standard Operating Procedures
Municipal Communications SOP - February 13, 2022
other communication that is not considered routine shall have all content approved by the
CAO prior to distribution.
3.2
All routine CDR Department communications will be posted to the municipal website and
Facebook page by the Director of CDR.
3.3
recreation programs will also be cancelled.
3.4
Targeted communication to participants/guardians in the case of youth programs, should
be the first method of notification for cancellations. A Voyent Alert can be issued by the
Director of CDR for a program/event cancellation only if time does not allow for efficient
notification or direct contact will all participants has not been made.
3.5
For after-school youth programs, a cancellation notification will be given prior to 10:00am
in case guardians need to make alternative arrangements for childcare. The Director of CDR
will call the school secretary to communicate the cancellation and any scheduled student
recreation staff. All other programming (after work hours/weekends) should be cancelled
no later than 4 hours prior to the start time of the program, unless due to an unforeseen
circumstance.
3.6
It will be the responsibility of external/private organizations that hold programs at municipal
facilities (Recplex) to issue their own cancellations. The private organization will notify the
Director of CDR by phone or text of the cancellation. In the case of such a cancellation, it
will be the responsibility of the Director of CDR to ensure that municipal staff (Recreation or
am cancellation.
4. Emergency Management Office (EMO)
4.1
The Emergency Management (EM) Coordinator is responsible for participating with internal
and external committees and agencies regarding emergency preparedness, including those
at the hospital, local, regional, and provincial levels. As such, in preparation for a forecasted
event (weather, wild fire, etc.), the EM coordinator will review applicable information and
generate a summary of the event identifying the type, length and severity of the event as
well as recommendations for preparedness. This communication piece will be delivered
following the below steps:
4.1.1 EM Coordinator generates a summary of the event (if possible).
4.1.2 EM Coordinator emails a summary to all Councillors, the CAO and the Municipal
Clerk within 24hrs of the event- if forecasted.
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Municipali
Standard Operating Procedures
Municipal Communications SOP - February 13, 2022
4.1.3 Using the summary provided by the EM Coordinator, the Municipal Clerk will
issue a Voyent Alert and post it to the municipal website and Facebook page to
inform residents.
4.1.4 EM Coordinator will continue to review information received and monitor
databases (NS Power, NS 511, etc.) and provide updates as needed throughout
the event in the same manner as Step 2.
4.1.5 Throughout the event the EM Coordinator will continue to check in with
appropriate entities including but not limited to local comfort centres, the
hospital, senior care facilities, to ensure additional support is not needed.
4.1.6 The EM Coordinator will notify by email to all councillors, the CAO and Municipal
clerk when the event is over, and the Municipal Clerk will end the Voyent Alert.
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