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Home > By-Laws > 3422-2019 Establish an Employee Code of Conduct

3422-2019 Establish an Employee Code of Conduct

3422-2019 Establish an Employee Code of Conduct

BEING A BY-LAW TO ESTABLISH A CODE OF CONDUCT FOR THE EMPLOYEES OF THE TOWNSHIP OF AUGUSTA

Passed by Council June 10, 2019

This By-Law references the Procurement By-Law (3423-2019)


THE CORPORATION OF THE TOWNSHIP OF AUGUSTA
BY-LAW NUMBER 3422-2019
A BY-LAW TO ESTABLISH A CODE OF CONDUCT FOR THE
EMPLOYEES OF THE TOWNSHIP OF AUGUSTA

WHEREAS the Council of the Corporation of the Township of Augusta is dedicated
to providing good and effective governance for the public in an open, accountable
and transparent manner; and

WHEREAS Municipal staff hold positions of privilege and that public interests will
be placed above the interests of the individual; and

WHEREAS Council wish to establish clear and reasonable standards of conduct
required of all employees and provides guidance in the actual determination of
appropriate conduct in the workplace;

NOW THEREFORE the Council of the Corporation of the Township of Augusta
enacts as follows:

1. That this Council does hereby adopt the Code of Conduct, attached hereto
as Schedule “A”.

2. That Schedule “A” forms part of this by-law.

3. That this by-law shall come into force and take effect upon receiving the
final passing thereof.

4. That by-law 2891 and any other by-law(s) or parts of by-law(s) that are
contrary to or inconsistent with this by-law are hereby rescinded.

Read a first and second time this 10 day of June, 2019.

Read a third time and passed this 10 day of June, 2019.

Signed by Mayor Doug Malanka and Deputy Clerk Ray Morrison


TOWNSHIP OF AUGUSTA
EMPLOYEE CODE OF
CONDUCT

SCHEDULE ‘A’ TO BY-LAW 3422-2019

1. PREAMBLE
Employees are stewards of public trust and are responsible for delivering a wide range
of important public services in an effective and efficient manner, which are supported
by member of the public through their taxes. As such, employees have a duty to
uphold public trust by maintaining integrity, respect and dedication in all they do.

2. DEFINITIONS
Communications: include but are not limited to, written or spoken words in the form
of e-mail transmissions, social media, phone and pictures.

Conflict of Interest: means a conflict between professional duty and private interests.

Employee means all paid staff of the municipality including statutory officer whether
full-time, part-time, contract, seasonal or temporary.

Fraud: means an act committed which, through deceit, misrepresentation and other
such behaviour, either deprives the Municipality of its assets, property or other
resource.

Harassment: means engaging in a course of vexatious comment or conduct against
a fellow employee, member of the public or council members that is known or ought
to be known to be unwelcome.

Pecuniary Interests: means the capacity for personal financial gain, either directly or
indirectly.

Workplace: means any premises (whether owned by the Municipality or otherwise)
where the business of the municipality is being transacted, including, but not limited
to, vehicles, conference centers, motels/hotels and/or restaurants.

3. PURPOSE
This by-law is intended to provide broad guidelines and principals for standard of
ethical behaviour for employees.

Our employees are expected to maintain a high standard of conduct to ensure a
commitment to the well-being of the community.

Employees shall observe and comply with every provision of this Code of Conduct
as well as all other policies and procedures adopted or established by Council.

This Code operates in addition to all corporate policies, procedures and systems to
guide employee in their decision making to ensure quality service delivery.

4. APPLICATION
This Code of Conduct applies to all employees.

5. TRAINING
Employees will be provided with training and/or literature that addresses the policy
and its implementation at the township.

6. GENERAL
Employees are responsible for complying with all applicable legislation, by-laws and
policies pertaining to their position.

Employees shall refrain from making public statements on municipal policy/and or
Council decisions.

Employees shall do their jobs without bias, favour and personal interests.

Employees shall know the code and observe the Code as part of their daily work.

The Code of Conduct sets forth values and expectations, but is not intended to
answer all situations or ethical issues, for which employees are expected to use
good judgement.

7. CONFIDENTIALITY
Employees must not disclose, use or release information in contravention of
applicable privacy laws.

It is the responsibility of each employee to ensure that confidential information
obtained in the scope of their employment is kept strictly confidential and not
released to anyone except as required by law.

Employees may not use any information obtained through their role for personal
gain, or disclose such information to other persons to permit those persons to realize
personal gain, directly or indirectly.

The obligation to keep information confidential applies even if the employee ceases
their employment with the township.

8. CONDUCT AT MEETINGS OF COUNCIL
Employees shall conduct themselves appropriately at Council meetings in
accordance with the provisions of the Municipal Procedural By-law.

Respect for Members of Council, Delegates and other staff members requires that
all employees show courtesy and not distract from the business of Council during
presentations and when other members have the floor. This does not mean that
staff may not offer advice, comments or suggestions; it means that all comments
must be accurate, respectful and relevant to the subject at hand.

9. ACCEPTANCE OF GIFTS OR BENEFITS
Employees shall not accept gifts that would, to a reasonable member of the public,
appear to be in gratitude for influence, to induce influence to ensure that
Township decisions are based on impartial and objective assessment of each
situation, free from influence of gifts, favours, hospitality or entertainment.

This Code does not prohibit the acceptance of gifts which are given as hospitality
or promotional items to individuals.

Disclosure
Employees shall disclose any single gift (or total value of gifts received from one
source) over $100.

10. DISCRIMINATION AND HARASSMENT
Harassment of another employee or any member of Council or the public is
inappropriate and prohibited behaviour. It is the policy of the Township that all
persons be treated fairly in the workplace in an environment free of discrimination,
intimidation, bullying, coercion, threats and sexual harassment.

11. USE OF TOWNSHIP PROPERTY, SERVICES AND OTHER RESOURCES
Township property, services and resources must only be used by an employee to
perform work related duties.

Employees shall not use for personal purposes any township property, equipment,
services, supplies or services of consequence unless prior authorized is issued
and the Township is reimbursed, where appropriate.

12. PUBLIC COMMUNICATIONS
Communication with the media and the public will be conducted so that all
information originates form an authoritative source.

The employee must use caution to ensure that the Municipality’s interests are not
compromised in any way, either by use of Municipal Letterhead, e-mail addresses
or by any other implication.

When participating personally in external or internal social media, employees
should do so responsibly and in compliance with applicable policies as they could
be considered to represent the Municipality both inside and outside of work.
Employees should consider the potential impact their comments may have on the
Municipality’s reputation.

13. CONFLICTS OF INTEREST
Employees must ensure that any conflict between personal interest and public
duty is minimized. A conflict of interest can occur when an employee, or another
person or corporation having a relationship with the employee, may derive, or be
seen to derive, some financial or personal benefit. These benefits are generally
financial in nature but are not limited to such.
Employees must not use their position to give anyone preferential treatment that
would advance their own interests, or that of any member of the employee family,
friends or business associates.

14. FRAUD/THEFT
All employees shall work in accordance with both the Municipality’s controls
established to prevent fraudulent behaviour and all applicable laws, regulations
and government guidelines. All employees shall not knowingly be party to any
fraudulent activity, including theft.

15. COUNCIL & STAFF- ROLES & RESPONSIBILITIES
The role of Council and staff have clearly defined roles that distinguish
between the concepts of “governance” and “management”. For the
municipality to function as it should, Council and staff should work together on
the basis of shared responsibility to serve the electorate. This common
objective can best be established by means of the effective management of
municipal polices adopted by council.

An effective working relationship starts with mutual respect for each other’s roles and
responsibilities.

16. BREACH OF POLICY & ENFORCEMENT
Every employee is expected to be aware of, and act in compliance with, this code.
Violation is a serious matter and will be handled in accordance with the progressive
discipline policy.

A complaint is required to be in writing setting out the grounds for the belief that there
is an alleged contravention of the Code and shall be filed with the CAO. Anyone who
becomes aware of a violation of the Code of Conduct should report the matter to the
CAO.

Complaints received will be reviewed by the GAO for further investigation and if
necessary, disciplinary action. Anonymous or what the CAO considers
frivolous/vexatious will not be acted upon.

If the complaint concerns the CAO, it will be immediately submitted to Council with
the Mayor being the point of contact.