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Home > By-Laws > 3432-2019 Employment & Personnel Policy (Non-Union Employees)

3432-2019 Employment & Personnel Policy (Non-Union Employees)

3432-2019 Employment & Personnel Policy (Non-Union Employees)

BEING A BY-LAW TO ESTABLISH EMPLOYMENT AND PERSONNEL POLICIES FOR NON-UNION EMPLOYEES OF THE TOWNSHIP OF AUGUSTA

Passed by Council July 15, 2019


THE CORPORATION OF THE TOWNSHIP OF AUGUSTA
BY -LAW NUMBER 3432-2019
BEING A BY -LAW TO ESTABLISH EMPLOYMENT AND PERSONNEL POLICIES
FOR NON-UNIONIZED EMPLOYEES OF THE TOWNSHIP OF AUGUSTA

WHEREAS the Municipal Act 2001, c. 25 Part II section 8 allows for the Powers of a
Natural Person

NOW THEREFORE BE IT RESOLVED THAT the Corporation of the Township of
Augusta enacts as follows:

1. PROBATIONARY PERIOD
Every full-time and part-time employee in the Corporation is required to serve a
probationary period of six (6) calendar months.

2.DEFINITIONS
A full-time employee is one who is regularly scheduled to work the full-time
normal hours set out in the respective Departments. Permanent full-time
employees are eligible for all fringe benefits as outlined in this By-Law.

A part-time employee works regularly scheduled hours per week as required
but are not eligible for fringe benefits throughout this By-Law save and except
3. 1. Part time employees also qualify for any benefits as outlined in the
Employment Standards Act and Regulations.
A student is hired for a specified period as required and is not eligible for any
fringe benefits as provided in this By-Law and will receive employment
entitlements (e.g. vacation pay) in accordance with the Employment Standards
Act.

3. EMPLOYEE BENEFITS
(Applicable to permanent full-time employees only unless otherwise
specified)
Effective July 1, 2019, the premiums for employee benefit plans included in this
section will be paid 100% by the employer.

A. SICK LEAVE CREDITS/SHORT-TERM DISABILITY
Sick leave is intended for full-time employees who are totally disabled from
performing any work for the Employer. All full-time employees earn twelve (12)
sick leave credits per year. Employees who are on leave of absence without
pay exceeding thirty (30) calendar days shall have their annual entitlement prorated
accordingly. Unused sick leave credits can be accumulated from year to
year but are not payable upon termination for any reason. Accumulated sick
credits will be used by an employee until the employee is eligible for weekly
short-term disability insurance payments. The Corporation reserves the right to
ascertain the validity of claims made under the sick leave plan. Employees
may be required to substantiate any absence for illness claim by the
submission of the attending Physician’s Certificate of illness. The cost of such
certificate will be reimbursed to the employee to a maximum of $25.00 upon
submission of a receipt from the physician’s office. Absence from employment
due to maternity shall not be covered by this sick leave plan.

Absence due to an accident while on duty which is payable under the
Workplace Safety and Insurance Act shall not be deducted from sick leave
credits. When an employee is in receipt of Workplace Safety and Insurance
Board (WSIB) benefits and requests the Corporation to make up the difference
between the amount of WSIB benefits paid and his salary, if the Corporation
agrees, the employee shall be paid his full wages provided he turns over to the
Corporation the amount received from the WSIB. The difference between the
amount paid by the WSIB and the normal wages shall be deducted from the
employee’s sick leave credits.

When an employee’s sick leave credits have been depleted then he or she
shall only receive WSIB benefits. I

The Treasurer or designate will be responsible for keeping records of I
employee’s absences due to illness.

Eligible full-time employees will receive short-term disability insurance in
accordance with the terms and conditions as outlined in the short-term disability
insurance plan.

B. SEMI-PRIVATE PLAN
A Plan for semi-private room care is available.

C. EXTENDED HEALTH CARE (after 3 months employment)

(i) Plan for drug assistance, private room and other health care costs not
covered by OHIP is available with 100% cost of hospital and medical
benefits which are not covered by the Provincial Plan and are subject to
a deductible factor, (not payable by the Plan).
(ii) Life Insurance and Accident Death and Dismemberment:
A Plan for Life Insurance rate of $1,000.00 per $1,000.00 of salary and
double indemnity if killed at work is available.

D. VISION CARE
Vision care is underwritten by the Corporation for prescription eye wear to a
maximum of $300.00 every twenty-four (24) months which will include one
eye exam. to a maximum of $100, per insured family member every twentyfour
(24) months.

E. DENTAL CARE
A dental plan is available for insured family members.

F. LONG TERM DISABILITY INSURANCE
In accordance with the terms and conditions of the Plan, long term disability
insurance is available for full-time employees with benefit of 66 2/3 of regular
wages to age 65. Eligible after 120 days of sickness or accident if not
covered by WSIB benefits.

4. PENSION PLAN
The Corporation is a Member of the Ontario Municipal Employees
Retirement System (OMERS). For eligible full-time employees’ participation
in this plan is mandatory and commences upon employment. Transfer of
existing Memberships from previous employment with an OMERS employer
shall become effective immediately. Deductions for Canada Pension Plan
are made in accordance with the Regulations under the Act. Contributions
and benefits of the two pension plans are integrated. The Corporation and
the employee shall make contributions in accordance with the provisions of
the plan .

5. EMPLOYMENT INSURANCE
Deductions are made in accordance with Regulations under the Employment
Insurance Act.

6. MEMBERSHIP FEES
Full-time and part-time employee membership to all municipally recognized
associations will be funded at 100% by the Township upon request of the
employee and the necessity determined and recommended by the CAO and
approved by Council.

Where a licence for a job is necessary, the cost of licence and testing shall
be reimbursed upon successful completion.

7. SAFETY CLOTHING ALLOWANCE
Due to the nature and safety requirements of certain department work, the
Corporation will provide personal protective equipment for the following
working non-union/management staff:

(i) The CBO
(ii) The Public Works Manager/Drainage Superintendent
(iii) Fire Chief
(iv) CET

• Safety rubber boots
• CSA approved boots (with proof of purchase to a total maximum of
$250/year, with no limit on the number of pairs).
• Winter and summer safety jackets.
• One (1) pair of safety prescription glasses for employees who require
corrective eyewear, if appropriate, at manager’s discretion.
All personal protective equipment shall only be replaced upon the return of
the worn-out item.

8. LEAVE WITHOUT PAY IN EXCESS OF 30 DAYS
Full time employees on leave without pay, in excess of thirty (30) continuous
calendar days, shall have the right to continue coverage of benefits by
making direct payments to the Employer covering the estimated length of the
leave, in advance, by post-dated cheques covering the Employer and
Employee portions of the premiums.

NSF cheques will mean cancellation of benefit coverage if payment is not
received in cash or by certified cheque, by the end of the month for which
proper payment is received by the Employer.

Failure to ensure payments are made as required may result in the
cancellation of benefit coverage by the carrier without notice and any
reinstatement will be subject to approval of the carrier.

9. WORKERS’ COMPENSATION
All employees are eligible for benefits according to the Workplace Safety and
Insurance Act Workers’ Compensation Act of Ontario for injuries sustained
during and in the course of their employment. The employee must report
injuries to their immediate supervisor without delay.

10. BEREAVEMENT

(i) A full-time employee will be allowed up to four (4) consecutive working
days’ leave of absence without loss of regular pay from regularly
scheduled hours in conjunction with the death of their parent, spouse,
child, brother, sister, parent-in-law, sister/brother-in-law or grandparent
(ii) A full-time employee will be allowed up to three (3) consecutive working
days’ leave of absence without loss of regular pay from regularly
scheduled hours in conjunction with the death of their grandparent-in-law,
aunt, uncle, niece and nephew.
(iii) To qualify for bereavement, leave the full-time employee must notify the
Employer as soon as possible following the death of the family members
identified above and such leave must be subject to approval by the CAO.
Time off with pay may be granted on an individual basis to attend funerals.

11 . VACATION

(i) FULL TIME EMPLOYEES
Full-time employees will be credited with their vacation entitlement as earned
each pay period. Vacation will not accrue during any absence in a calendar
month where the employee has not worked the full month (or on paid leave),
with the exception of pregnancy and parental leave.

An employee who has completed less than three (3) years of continuous
service shall receive an annualized vacation allocation of two (2) weeks
(prorated weekly from their date of hire) with vacation pay earned at 4% of their
gross earnings.

An employee who has completed three (3) years of continuous service shall
receive an annual vacation of three (3) weeks with pay at their regular rate of
pay.

An employee who has completed ten (10) years or more of continuous service
shall receive an annual vacation of four (4) weeks with pay at their regular rate
of pay.

An employee who leaves the employ of the Township for any reason shall be
entitled to receive any unpaid vacation pay which has accrued to the date of
their separation of employment.

All part-time employees will receive vacation in accordance with the
Employment Standards Act on the basis of 6% vacation pay.

(ii) VACATION / TIME IN LIEU CARRYOVER
To a maximum of one (1) Week, subject to the approval of the CAO/Clerk.

(iii) Employees shall be granted an additional day of paid vacation if a paid holiday
falls or is observed during their scheduled vacations.

The selection of vacation dates, will, where practical, be approved on the basis
of seniority in each Department. When an employee terminates employment
his compensation for vacation not taken will be computed on the number of
days times the per diem rate at time of cessation of employment

12. PAID HOLIDAYS
The following paid holidays, regardless of when they fall, will be
granted to all employees with pay:

New Year’s Day
Family Day
Good Friday
Easter Monday
Victoria Day
Canada Day
1/2 Christmas Eve day
Civic Holiday
Labour Day
Thanksgiving
Remembrance Day
Christmas Day
Boxing Day
1/2 New Year’s Eve day

When any of the above holidays fall on a Saturday or Sunday, the preceding
Friday or succeeding Monday shall designated by the Council as a holiday in lieu
of the holiday falling on the Saturday or Sunday. When any of the above
holidays occur during a vacation period an extra day’s vacation is allowed.

13. JURY AND COURT DUTIES
When any full-time employee who is required to serve on jury duty, or
subpoenaed as a witness, the Corporation will pay the employee his full wages
provided he turn over to the Corporation the amount received as compensation,
excluding travel, meal and accommodation allowances and further provided that
the employee:

a) Informs the Employer immediately upon being notified that the employee
will be required to attend Court.
b) Provides proof of service requiring the employee’s attendance.
c) Provides official receipts re travel, meal and accommodation allowances.
d) Reports for work when not required at Court.

14. PREGNANCY/PARENTAL LEAVE

a) Pregnancy leave will be granted to pregnant employees and Parental leave
will be granted to all employees who qualify under the E.S.A. as provided by
this Article. The employee shall give written notification of at least two (2)
weeks in advance of the date of commencement of such leave and the
expected date of return, while on such leave seniority will accrue.

b) It is agreed that during such leave, credit for the purposes of service shall
accrue in accordance with the Employment Standards Act.

c) An employee who is in receipt of Employment Insurance pregnancy
benefits pursuant to the Employment Insurance Act, shall be paid a
supplemental unemployment benefit. That benefit will be equivalent to the
difference between seventy-five (75%) percent of her regular weekly
earnings and the total sum of her weekly Employment Insurance benefits
and any other earnings. Such payment shall commence following
completion of the two week Employment Insurance waiting period. and
receipt by the Employer of the employee’s Employment Insurance cheque
stub as proof that they are in receipt of Unemployment Insurance
pregnancy benefits, and shall continue while the employee is in receipt of
such benefits for a maximum period of fifteen (15) weeks. The employee’s
regular weekly earnings shall be determined by multiplying her regular
hourly rate on her last day worked prior to the commencement of the leave
times her normal weekly hours in the last six (6) months.

An employee who is on parental leave who has applied for and is in receipt of
Employment Insurance parental benefits, shall be paid a supplemental
unemployment benefit for a period not exceeding ten (10) weeks. That benefit will
be equivalent to the difference between seventy-five (75%) percent of his or her
regular weekly earnings and the total sum of his or her weekly Employment
Insurance benefits and any other earnings. The employee’s regular weekly
earnings shall be determined by multiplying his or her regular hourly rate on his or
her last day worked prior to the commencement of the leave times his or her
normal weekly hours in the last six (6) months.

15. ABSENCE WITHOUT LEAVE
Any absence from work without the approval of the GAO is considered absence
without leave. In addition to forfeiture of pay, unauthorized absence may result in
dismissal.

16. WORKING HOURS
Normal working hours for full-time employees shall be:
Monday to Friday 8:30am to 4:30pm – 37 1/2 hours per week.

17. PAYMENT OF OVERTIME
Payment of overtime is not applicable to employees who perform supervisory or
managerial duties.

(i) Overtime is to be kept to a minimum and must be approved by the
CAO before it is worked.
(ii) Overtime will be paid at the rate of time and one-half (1/2) the
employee’s regular hourly rate for all hours worked as follows:

    •  Time worked on Sundays or Statutory Holidays
    • Time worked in excess of 37.5 hours per week

18. TIME OFF IN LIEU OF OVERTIME
Time off in lieu of approved overtime may be taken on a mutually agreed upon
basis between the employee and the CAO. Such time off will be the equivalent
of the premium rate the employee has earned for working overtime.

The balance owing will be paid prior to the end of December of the year in which
the overtime is accrued. Employees may carry forward up to 37.5 hours of bank
time into the next calendar year.

19. REPORTING ABSENCE
The employee is personally responsible for advising the CAO or designate on
each occasion necessitating an absence from duty. Failure to do so may result
in forfeiture of pay, suspension or discharge from employment. In the case of the
Library employee, the employee is to advise the Library Board designate.

20. RETIREMENT
All employees must retire as per the Employment Standards Act.

21. WAGE RATES AND JOB CLASSIFICATION
Job classifications and wage rates are maintained separately by the CAO.
Progressions are not automatic but with the recommendation and approval of
management, and subject to satisfactory performance and completion of
appropriate courses.

THAT By-Law 3298-2017 is hereby repealed.

THAT all other by-laws inconsistent herewith are hereby repealed.

THAT this by-law shall come into full force and effect at the time of passing.

Read a first time this 15 day of July 2019

Read a second time this 15 day of July 2019

Read a third time and passed this 15 day of July 2019.

Signed by Mayor Doug Malanka and Clerk Annette Simonian