city of armstrong finance & administration committee

CITY OF ARMSTRONG

AGENDA FINANCE & ADMINISTRATION COMMITTEE

Councillors K. Rowe (Chair), J. Trainor, R. Nitchie

November 12, 2013 Council Chambers: 1:30 p.m.

Page

1. CALL TO ORDER:

2. ADOPTION OF AGENDA:

a) Finance & Administration Committee Agenda - November 12, 2013

3. ADOPTION OF MINUTES:

a) Finance & Administration Committee Minutes - October 15, 2013

4. BUSINESS ARISING FROM THE MINUTES:

5. PRESENTATION OF REPORTS:

a) Request from Age Friendly Community Committee - Grant Support/Financial Support 2014 (Mr. Peter Rotzetter, Chair, Age Friendly Community Committee, In Attendance)

b) Request for Proposals - Bylaw Enforcement Services

c) 2013 Budget Amendments

d) Implementation of WorkSafeBC Bullying and Harassment Policies

6. CORRESPONDENCE:

a) Colin Mayes, MP Okanagan-Shuswap Re: Online Pre-Budget Consultations

7. NEW BUSINESS:

8. UNFINISHED BUSINESS:

3-5

7-13

15-16

17-19

21-30

31-32

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Finance & Administration Committee Agenda November 12, 2013

Page

9. RESOLUTION TO MOVE IN CAMERA:

10. ADJOURNMENT:

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CITY OF ARMSTRONG

Minutes of the Finance & Administration Committee Meeting held in the Council Chambers, 3570 Bridge

Street, Armstrong B.C., on October 15, 2013.

PRESENT:

Committee: Councillor K. Rowe (Chair), Councillors J. Trainor & R. Nitchie

Council: Mayor C. Pieper, Councillors P. Britton & S. Fowler

Regrets: Councillor R. O’Sullivan

Staff: Patti Ferguson, Administrator

Melinda Stickney, Deputy Corporate Officer

Terry Martens, Chief Financial Officer

Wendy Wallin, Recording Secretary

Others: 1 member of the public

Grant Colling, Bylaw Enforcement Officer

Heather Black, Okanagan Advertiser

CALL TO ORDER:

Councillor Rowe called the meeting to order at 2:00 p.m.

ADOPTION OF THE AGENDA:

MOVED by Councillor Nitchie, seconded by Councillor Trainor that the Finance & Administration

Committee Agenda be adopted with one addition.

CARRIED

ADOPTION OF THE MINUTES:

MOVED by Councillor Trainor, seconded by Councillor Nitchie that the Finance &Administration

Committee Minutes of September 23, 2013 be adopted.

CARRIED

PRESENTATION OF REPORTS

Request for Proposal – Banking Services

Councillor Rowe reviewed the staff report regarding the banking services request for proposal. The City

sent out proposals to the three local financial institutions for a term of five years. Staff have recommended

that we continue with Valley First Credit Union which scored the highest on the predetermined criteria.

The Committee RECOMMENDS that Council appoint Valley First Credit Union as the City’s Bankers

for a five-year term beginning January 1, 2014 based on their proposal of October 3, 2013.

Mr. Terry Marten, Chief Financial Officer, stated that the contract has a renewal option for an additional

three years if the City is happy with Valley First Credit Union’s work.

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Minutes of the Finance & Administration Committee

October 15, 2013

2

Dog Control Officer’s Report – July to September 2013

Councillor Rowe reviewed the Dog Control Officer’s Report for the period of July to September, 2013.

Mr. Don Smythe, Dog Control Officer, has been very busy this past quarter. Mr. Smythe has informed the

City that he has decided to retire.

Mr. Martens stated that Mr. Grant Colling, Bylaw Enforcement Officer, will be covering the Dog Control

position for the next two weeks. Ms. Vicki Gagne has been hired as the permanent Dog Control Officer.

She is currently being trained and will start with her position in two weeks.

Councillor Rowe requested that staff send Don a letter of thanks for all his hard work the past couple

years.

Bylaw Enforcement Officer’s Report – July to September, 2013

Councillor Rowe welcomed Mr. Grant Colling, Bylaw Enforcement Officer, to the meeting.

Mr. Colling took the floor and spoke to his report explaining the surge of Traffic and MTI that occurred.

During the IPE some individuals received warnings for parking while others received tickets, depending

on how they parked and how much of the traffic lane was obstructed. The majority of the parking issues

were along Otter Lake Road this year. Since Public Works has installed “no parking” signs along

Okanagan and Schubert the illegal parking incidents have stopped along those routes. The addition of “no

parking” signs on Otter Lake Road, at the point where there is not enough shoulder room to accommodate

a vehicle safely, could reduce these types of parking issues on this road as well.

Councillor Rowe requested that Mr. Colling discuss the placement of additional “no parking” signs along

Otter Lake Road with Mr. Perepolkin, the City’s Acting Public Works Manager.

Council Meeting December Dates and Christmas Hours of Operation at City Hall

Councillor Rowe reviewed the staff report regarding December’s Council meeting dates and Christmas

hours of operation at City Hall.

The Committee RECOMMENDS that Council authorize the cancellation of the second meeting of

December (December 23, 2013) Council meeting and leave a make-up meeting to be called at the

discretion of the Mayor.

Mayor Pieper stated that December 24 is an important and valued “family” day and would like staff to

have the opportunity of taking this day off. With this additional day off the Christmas closure would run

from December 24th to January 1

st, 2014.

Application for 2014 Age Friendly Community Planning and Project Grant

Councillor Rowe reviewed the staff report regarding the 2014 Age Friendly Community Planning and

Project Grant.

Administrator Ferguson stated that UBCM is managing another round of funding for Age Friendly

planning and project grants. UBCM’s priority is to engage communities that have not yet completed an

age-friendly plan or undertaken a project focused on age-friendly communities.

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Minutes of the Finance & Administration Committee

October 15, 2013

3

The Age Friendly Community Committee confirmed that their preferred projects would be to utilize the

grant for the proposed outdoor exercise equipment park and to hire a temporary individual, perhaps

through Parks and Recreation, to create a program and run workshops which would include all age groups

and encourage proper equipment use, as well as to review and encourage other opportunities for active

living in Armstrong.

Councillor Rowe stated that the Committee will bring this forward at this evenings Regular meeting.

ADJOURNMENT:

Councillor Rowe adjourned the meeting at 2:19 p.m.

CERTIFIED CORRECT:

_______________________

CHAIR

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19ß2e-13

CiLy of Ârmstrong

MEMORANDUM

To: Finance and Administration Committee

From: Patti Ferguson, City Administrator

Date: November 7,2013

Subject: Request from Age Friendly Community Committee - Grant SupporUFinancialSupport 2014

Peter Rotzetter, Chair of the Age Friendly Community committee will be in attendanceto speak to the attached grant opportunity the Committee would líke to apply for.

The grant is thru the New Horizons for Seniors Program, looking for Pilot Projects. Thefunds they give must be matched with cash from the applicant. The Project mustfocus on:

For the purpose of this Call for Proposals (CFP), funding will be provided tosuccessful applicanfs" fo underTake projects with major activities that address anidentified need focusing on one of the following project streams:

. Expanding on the continuum of integrated services for seniorsexperiencing, and at risk of, social isolation.

. Supporting social participation through intergenerational learning.Iheseprojects could, for example, encourage seniors mentoring others.

. Early warning/identification within the community of those seniors at riskof social isolation, and determining the existing programs and servrceswhich could support them.

The Age Friendly Community Committee Strategic Objectives and Action Plan identifiesActions in both Social lnclusion and Participation and Communication and lnformationcategories that support a project proposed to focus on bullet one and bullet three.

The Committee is in the process of speaking to a number of agencies seeking financialcommitment as well.

Since the process has such a quick turnaround time, he would like to ask Council tocommit to providing $5,000 in their 2O14 budget which would be matched by the Grant,

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should they be successful. The more funding partners they can secure prior tosubmission of the application will determine the actual Grant request.

The Committee is confident that they can accomplish a great deal of work utilizing theirCommittee Members and volunteers with even the minimal amount of funding, butobviously it is not possible to even apply without some financial backing. The Gov'tdoes not expect projects to start prior to March 3fr,2014, so it will be possible to letCouncil know early in their budget planning process, whether the $5,000 will be neededfor certain (i.e. whether the Application was successful or not).

To sum up - The Committee is seeking:1. $5,000 Financial Commitment2. Letter of support confirming City of Armstrong would manage the grant funding

and reporting, collaborating with the Armstrong Age Friendly CommunityCommittee, who would manage the Grant work.

Respectfully submitted,

Patti Ferguson, CMCCity Administrator

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Employment and Social Development CanadaHome >Seniors >Funding

Call for Proposals: New Horizons for Seniors Program (Pilot)The New Horizons for Seniors Program (NHSP) invites eligible organizations to submit proposals toindicate their interest in being part of pilot projects that address seniors' isolation through buildingsocial support networks and resources as well as community interventions, and/or projects thataddress intergenerational learning.

Policies and Standards

Service StandardsOffÍcial Languages

Apply Now:Deadline: November 13, 2013 at 11:59 PM EST

The Government of Canada is currently acceptíng proposals from organizations interested in receivingfinancial assistance from NHSP.

Eligib ility Background Assessment Develop Your Proposal Apply Follow-Up Enquiries

Purpose

The Government of Canada is currently accepting proposals from organizations interested inreceiving financial assistance from the New Horizons for Seniors Program (NHSP).

The purpose of this Applicant Guide is to provide information to assist you with the completion ofyour Application for Funding to Human Resources and Skills Development Canada (HRSDC) styledas Employment and Social Development Canada (ESDC).

If you have enquiries about this Call for Proposals (CFP) process, please send them to the followingaddress: [email protected]. Enquiries will only be answered between October 3 andNovember 1, 2O13. During this time, to ensure fairness and transparency, additional informationstemming from the enquiries received will be posted on a weekly basis to this website.

IntroductionThe NHSP helps to ensure that seniors can benefit from, and contribute to, the quality of life in theircommunities through active living and participation in social activities.

The program provides funding for projects that encourage seniors to play an important role in theircommunities by volunteering, participating in and leading community activities. The program alsoprovides funds to help organizations make necessary modifications or repairs to their existingfacilities, or to purchase/replace equipment and furnishings to enable programs and activities forsenrors.

The overall program objectives are:

o promoting volunteerism among seniors and other generations;. engaging seniors in the community through mentoring of others;. supportíng social participation and inclusion of seniors;

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http : I I www.hrsdc. gc. caleng/seniors/funding/pilot/index. shtml 061r1120t3 of 32

f undrng: Call tor Proposals: New Honzons lor Senlors Program (Pllot) | tjSDU YAge ¿ or ¿

. providing capital assistance for new and existing community projects and/or programs forseniors; and

. expanding awareness of elder abuse, including financial abuse.

For more information on the program, please refer to the NHSP Websíte

Objective of this CFP

The objective of this CFP is to invite eligible organizations to submit proposals to indicate theirinterest in being part of NHSP pilot project initiatives that address seniors' isolation through buildingsocial support networks and resources as well as community interventions, and/or projects thataddress intergenerational learning.

Call

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for Proposal Summary

The duration of agreements may be up to two years, and the funding from ESDC will bebetween $50,000 and $100,000 total per project.It is expected that project activities will start after March 3L,2Ot4.Where required, proposals must demonstrate the applicant's capacity to carry out functionsin both official languages.Proposals must demonstrate how their proposed approach will address an identifiedcommunity need.This is a competitive process; not all proposals submitted under this CFP will be selected asfunding is limited and subject to ESDC's yearly budget considerations and allocation of fundsby Parliament.The Government of Canada reserves the right to accept a proposal in whole or in part.

Expected Results

Each project should have its own stated objectives, outputs and outcomes. Results must be specific,concrete and measurable. Applicants will be required to report to ESDC using key performanceindicators to monitor progress achieved against the project's stated objective(s), over the projectlifecycle.

The NHSP contributes to the achievement of the following direct outcomes. All proposed projectsshould support one or more of these expected outcomes:

1. Recipient organizations adopt approaches to engage volunteers.2. Participating seniors share their knowledge and experience including with those of different

generations.3. Recipient organizations have capacity to support seniors' initiatives in their communities.4. Recipient organizations equip community members to recognize elder abuse.

Next Steo: AssessmentDate modified: 2013-10-31

http : //www.hrsdc. gc. caleng/seniors/funding/pilot/index. shtml 06lrU2013 of 32

Fundlng: Uall tor Proposals: New Honzons tor Senlors Program (Prlot.) | bSDU tsage I oI J

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Employment and Social Development CanadaHome >Seniors >Funding

Call for Proposals: New Horizons for Seniors Program (Pilot)The New Horizons for Seniors Program (NHSP) invites eligible organizations to submit proposals toindicate their interest in being part of pilot projects that address seniors'isolation through buildingsocial support networks and resources as well as community interventions, and/or projects thataddress intergenerational learning.

Policies and Standards. Service Standards¡ Official Lanouages. Access to Information and Privacy

Apply Now:Deadline: November 13, 2013 at 11:59 PM EST

The Government of Canada is currently accepting proposals from organizations interested in receivingfinancial assistance from NHSP.

Eligibility Background Assessment Develop Your Proposal Apply Follow-Up Enquiries

Eligible Projects

For the purpose of this Call for Proposals (CFP), funding will be provided to successful applicantsx toundertake projects with major activities that address an identified need focusing on one of thefollowing project streams:

. Expanding on the continuum of integrated services for seniors experiencing, and at risk of,social isolation.

. Supporting social pafticipation through intergenerational learning. These projects could, forexample, encourage seniors mentoring others.

. Early warning/identification within the community of those seniors at risk of social isolation,and determining the existing programs and services which could support them.

Priority consideration may be given to projects:

. that approach hard-to-reach populations, such as, but not limited to Aboriginal seniors,currently isolated seniors, or those at risk of isolation due to factors such as low-income,homelessness, new immigrants, living alone, living with physical or mental disability, and,seniors providing caregiving;

. that ensure an appropríate regional distribution of funding across Canada; and

. that ensure an appropriate distribution of funding across the three (3) project streams listedabove.

In addition, each of the following requirements must be met in order for projects to be consideredeligible for funding:

. Projects must be seniors led or inspired.

. Projects must have a maximum duration oI 24 months and all activities must becompleted and results be achieved within this time period.

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Funding: Call t-or Proposals: New Horizons f-or Seniors Program (Pilot) | ESDC Page 2 oI 3

. The total amount of funding requested from Employment and Social Development Canada(ESDC), formerly Human Resources and Skills Development Canada, must be between$50,000 and $100,000 over the life of the agreement.

. Cash contributions equal to or greater than 5Oo/o of the ESDC contribution must beprovided through other sources than the federal government.

. Applicants must provide letters of support from contributing partners with theirapplication, confirming the amount of the cash contribution, the fact that the cashcontribution will be provided at the beginning of the project period, and thatit will be directly applied to project costs.

. All applications must include an evaluation plan and a sustainability plan, as per therequirements set out in this document.

. Projects cannot support on-going or core organizational costs, nor projects that primarilydeal with health interventions.

* Note to organizations located and operating in Quebec: This CFP was the subject ofdiscussions with the Secrétariat aux aînés du Québec (SA), as provided for under the terms of theCa n ad a -Quebec P rotocol.

Eligible Recipients

Eligible recipients include:

o Not-for-profit organizations;. Coalitions, networks and ad hoc committees;. For-profit organizations;¡ Municipal governments;. Research organizations and institutes'. Educational institutions (i.e. un¡vers¡tLs, colleges, CÉGEPs, school boards/school districts)*;. Public health and social services institutions*; and. Aboriginal organizations (including band councils, tribal councils and self-government

entities)* Provincially/territorially funded institutions are eligible with the agreement of theprovincial/territorial government.

For the purposes of this CFP, applicants must demonstrate the following in order for their project tobe considered eligible for funding:

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a

Have managed at least $25,000 in federal grant or contribution funding within the past fiveyears and include references to that effect as paft of their proposals.Have proven experience of working collaboratively with other community paftners.

. Recipients must submit at least one letter of reference to that effect.

. Have demonstrated financial and organizational stability (See Additional DocumentsRequired).

Eligible Costs

For the purposes of this CFP, the following costs are eligible for funding (please note that all eligiblecosts are subject to assessment and negotiation):

. wages and mandatory employment related costs (MERCS) for project staff;o professional fees;. evaluation costs (e.9. surveys);. hospitality;. participant costs (e.9. security checks for volunteers);r printing, advertising, distribution and other communication costs;. travel costs within Canada;. rental, repair, renovation and/or maintenance of facilities;

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Funding: Call for Proposals: New Horizons for Seniors Program (Pilot) | ESDC Page 3 of3

. purchase and/or rental of equipment, materials and supplies;

. shipping costs for equipment, materials or supplies;

. other costs necessary to support the purpose of the funding as approved by ESDC;

. capital assets required to complete the project (must not exceed $25,000); and¡ âñy applicable taxes (that are not subject to rebate through the Canadian Revenue Agency

(CRA). For more information on taxes, please visit the CRA website: www.cra.gc.ca).

Please note that general operating costs of your organization that are not specifically related to yourplanned project are not eligible for the purpose of this CFP (e.9. regular telephone and heatingcosts, rent, utilities, property taxes, insurance, equipment for staff, audit costs, etc.).

Next Steo: BackoroundDate modified: 2013-10-31

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MEMORANDUM

To:

From:

Date:

Subject:

Patti Ferguson, CAO

Terry Martens, CFO

November 5,2Q13

Request for Proposals - Bylaw E

Responses to Core Required ServicesAdditional Services ProposedCost

Maximum Points Assioned

402040

Background

Commissionaires BC has been providing Bylaw Enforcement services for the City since 2008The existing contract expires on December 31, 2013. As a result, a formal Request forProposals was issued in October for a new three-year agreement beginning January 1,2014.

Comments

The RFP was advertised in the Morninq Sfa,î on the City's website; on the Civiclnfo website;and on BC Bid. The RFP closed on November 1 with two proposals received:

. Commissionaires BCo Tim Ostoforoff

Evaluation of the proposals was based on the following scoring matrix:

Criteria

The proposalfrom Commissionaires received the highest overall score due mostly to theexisting experience and training for Commissionaires' officers. The proposed hourly rates in theCommissionaires proposal are $29.55 for 2014; $30.00 for 2015; and $30.45 for 2016. Theproposed rate from Mr. Ostoforoff is $27.00 for all 3 years. The total 3-year cost differencebetween the two proposals is $9,882 based on the total actual number of hours of serviceduring 2012. The current hourly rate for 2013 is $29.00.

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Memo - Reouest for Prooosals - Bvlaw Enforcement Services Page 2

Recommendation

That Council award a 3-year contract for bylaw enforcement to Commissionaires BC for theperiod of January 1, 2014 to December 31 , 2016 with a renewal option for an additional 3 years;and that the contract be based on their proposal of October 31,2013.

Respectfully Subm itted,

ïerry Martens, CPA, CGAChief Financial Officer

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MEMORANDUM

To:

From:

Date:

Subject:

Patti Ferguson, CAO

Terry Martens, CFO

November 4,2013

2013 Budget Amendments

Background

Council adopted the 2013-2017 Financial Plan last Spring. Each year, there are changessubsequent to the adoption that require a budget amendment. Rather than processingindividual budget amendment bylaws throughout the year when these situations arise, it hasbeen the City's practice to consolidate all such amendments into one annual amendment bylawat the end of the year.

Comments

Attached is a schedule that shows 4 pro¡ects that require a budget amendment. The first 2have been completed; while ltems 3 & 4 are being proposed for 2013. Each is described below:

1. Water Meters - Scope Chanqe: Earlier this year, Council approved a change in scope forseveral of the City's strata complexes in which rather than one common meter being installed inthese complexes, individual metering was necessary. The net impact of that change was$66,500 with the additionalfunding coming from the Water Reserve.

2. Afterthe stoim of July 27,2012, it was noted that several drainage improvements were warranted atthe east end of Heather Ave. Rather than separately contracting that work, it was noted that thecontractor replacing the watermain could carry out the necessary drainage improvements whilebeing onsite. Being that drainage is a function of the General Fund and not the Water Fund, abudget amendment is required. lt is proposed that the $12,000 in required funding would comefrom the Roads & Drainage Reserve.

3 Public Works Shoo - It Shed Replacement: Public Works staff have done considerablework in cleaning up and re-organizing the Public Works shop yard including selling surplusequipment. This has been done under the existing operating budget. However, the existing saltshed is in need of replacement. The Public Works Manager can speak to the specific issuesverbally with Council. The estimated cost of this project is $14,000. lf approved, it is proposed

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Memo - 2013 Budoet Amendments Paoe 2

that funding would come partially from the sale of surplus equipment with the remainder fromdevelopment fee revenue.

4. Telephone Svstem Replacement: The existing phone system at City Hall is I years old andis budgeted for replacement in 2016: however, the supplier of that system has informed us thatthe system is now obsolete and no longer serviceable if a mechanical breakdown occurs. Toprevent a lengthy phone outage in the event of a breakdown, we are proposing to replace thesystem this year including voice mail and a good quality conference phone for the CouncilChambers. Based on quotes received so far, it is estimated that the cost will be no more than$8,500. Proposed funding is to come from development fee revenue.

Upon approval of the items described, a budget amendment bylaw will be drafted and presentedto Council for first three readings on Nov 25.

Recommendation

That Council approve the proposed salt shed replacement for $14,000 and the proposedtelephone system replacement for $8,500 with funding from the sale of surplus equipment andfrom development fee revenue; and that Council approve funding of $12,000 from the Roads &Drainage Reserve for the completed Heather Avenue drainage improvements.

Respectfully Submitted,

ïerry Martens, CPA, CGAChief Financial Officer

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191)2C13

CiLy of Àrmstrong

To:

From:

Date:

Subject:

MEMORANDUM

Finance and Administration Committee

Patti Ferguson, City Administrator

November 7,2013

lmplementation of WorkSafeBC Bullying and Harassment Policies

The WorkSafeBC Board of Directors have created three new Policies on Bullying &Harassment that took effect on November 1, 2013. The regulations require adoption ofa Policy and Procedure to deal with Bullying and Harassment.

The BC Municipal Safety Associatíon has taken the step of creating a template for aWorkplace Bullying & Harassment Program, for its members to customize and use.The attached Policy for Council consideration utilizes that template.

Once adopted by Council the policy will be reviewed at the next staff meeting, all staffwill be provided a copy and planning will begin for training.

Respectfully subm itted,

'frh'&yz¿-ttrPatti Ferguson, CMCCity Administrator

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Cityot i\rmstron6

Title: Gity of Armstrong Workplace Bullying and Harassment Program Policy

Policy No.: 3-300-r3

Section: Labour Relations and Personnel

PURPOSE

The purpose of this policy and program is to assist in developing a working environment inwhich harassment and bullying are known to be unacceptable and where individuals have theconfidence to complain about harassment and bullying, should it arise, in the knowledge thattheir concerns will be dealt with appropriately and fairly. The Program outlines procedures to befollowed by the City of Armstrong if a member of staff feels they are being harassed or bullied inthe course of their work or as a result of their employment.

POLICY

The City of Armstrong welcomes diversity and is committed to ensure that all staff will be treatedin a fair and respectful manner. Bullying and harassment are not acceptable or tolerated in theworkplace. All incidents must be reported and investigated immediately.

SCOPE

This program applies to all City of Armstrong employees including permanent, temporary,casual, contract and student workers, managers and supervisors. lt applies to face{o-face andelectronic communications, such as email or social media.

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Citv of Armstrono Workolace Bullvino ancl H Prooram Policv No. 3-300-13

DEFINITIONS

Bullying/Harassment

Gomplainant

Education

External lnvestigator

lnternal lnvestigator

Any inappropriate conduct or comment by a person towards aworker that the person knew or reasonably ought to haveknown would cause that worker to be humiliated or intimidated,but excludes any reasonable action taken by an employer orsupervisor relating to the management and direction of workersor the place of employment.

Bullying and harassing behavior can include:

Verbal aggression, insults or threats

Humiliating initiation practices or hazing

Spreading malicious rumors

Calling someone derogatory names

Vandalizing personal belongings

lsolation and/or exclusion from work-related activities

The above list is not exclusive and harassment can also takeplace on the grounds of a persons' age, religion, or any othercharacteristic protected under Human Rights.

Bullying and harassing behavior does not include:

Expressing differences in opinion

Offering constructive feedback, guidance or adviceabout work-related behavior

Reasonable action taken by an employer or supervisorrelating to the management and direction of workers orthe place of employment (eg. Managing a workersperformance, taking reasonable disciplinary actions,assigning work)

Someone who makes a complaint or files a formal objection

Knowledge acquired by learning and instruction

Someone outside the organization hired to investigate anincident

Someone within the organization assigned or designated toinvestigate an incident

One who responds or is in the position to defend hisiherposition

a

a

a

a

Respondent

Page2

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Citv of Armstrono Workolace Bullvino and Ha ent Prooram Poliev No 3-3OO-13

Supervisor

Target

Worker

Workplace

A person who instructs, directs and controls workers in theperformance of their duties. This could be a Manager,Supervisor, Foreman, or Lead hand.

Person who is the focus of bullying/harassment

A person employed to perform a function or duty. For thepurposes of this Program, worker means any permanent,temporary, casual, contract and student workers, managers andsupervisors.

Workplace is not confined to the offices and buildings wherebusiness of the City of Armstrong is being carried out.Harassment can occur during or after working hours, on or offCity of Armstrong property. Harassment can occur duringbusiness travel, work-related social gatherings, through internetcommunications, or any other locations where the prohibitedconduct may have a subsequent impact on the workrelationship, environment or performance of any person towhom this policy applies.

Page 3

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Citv of Armstrono Workolace Bullvino and H Prooram Policv No. 3-300-13

RESPONSIBILITIES

Senior Management will:

. Support and endorse the workplace bullying and harassment program

. Ensure time and resources are available to conduct training, investigations etc.

. Complete all appropriate forms to document any incidents of bullying or harassment

o Assist in the investigation of any incidents of bullying or harassment where necessary orrequired

. Not engage in bullying or harassment of workers, supervisors or other managers

Managers/Su pervisors/Foremen/Lead Hands wi I I :

. Apply and comply with this program

. lnform and train workers on this program

. Ensure bullying/harassment is never endorsed or engaged in

o Take steps to prevent bullying and harassment

o Promote the process to report incidents and complaints of bullying and harassment


. Assist in the investigation of any incidents of bullying/harassment where necessary orrequired

o Not engage in bullying or harassment of workers, other supervisors or managers

Workers will:

. Report bullying and harassment observed or experienced in the workplace


. Apply and comply with the employer's policies and procedures on bullying andharassment

o Not engage in bullying or harassment of other workers, supervisors, or managers

lnvestigators will:

. Gather all required information to conduct a full and comprehensive investigation

. Complete investigations free of bias

. Provide follow up and recommendations to assist in eliminating reoccurrence

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Citv of Armstronq Workolace Bullvinq and Harassment Proqram Policv No. 3-300-13

PROGRAM

This program includes

A. Procedures for reporting incidents of bullying/harassment (COMPLAINANT)

B. Procedures for investigating incidents of bullying/harassment (EMPLOYER)

C. Appeal Procedure

D. Training

E. Record Keeping

F. Annual Review

A. PROCEDURES FOR REPORTING INCIDENTS OF BULLYING/HARASSMENT(coMPLATNANT)

All incidents of bullying/harassment must be reported immediately to a supervisorverbally and in writing. AWorkplace Bullying and Harassment Complaint Form is to becompleted. A sample is shown in Appendix A.

2. Where the supervisor is the alleged bully, the City Administrator will assist inreceiving/following up on incidentsireports.

B. PROCEDURES FOR INVESTIGATING INCIDENTS OF BULLYING/HARASSMENT(EMPLOYER)

The process for investigating incidents and complaints of workplace bullying andharassment will be:

. undertaken promptly and diligently, and be as thorough as necessary, given thecircumstances

. fair and impartial, providing both the complainant and respondent equaltreatment inevaluating the allegations

. sensitive to the interests of all parties involved, and maintain confidentiality

. focused on finding facts and evidence, including interviews of the complainant,respondent, and any witnesses

o incorporate, where appropriate, any need or request from the complainant orrespondent for assistance during the investigation process

1. lnvestigator selection

Most investigations at the City of Armstrong will be conducted internally. The CityAdministrator will appoint, depending on the situation, a Manager or Supervisor, unionrepresentative or other designate as the lead investigator. A worker representative from

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Citv of Armstrono Worknlace Bullvino enri Hara ent Prooram Policv No. 3-300-13

the safety comm¡ttee may also be involved. ln complex or sensitive situations, anexternal investigator may be hired. A Workplace Bullying and Harassment lnvestigationForm is shown in Appendix B.

2. Incident Review

lnvestigations will include interviews with the alleged target, the alleged bully, and anywitnesses. lf the alleged target and the alleged bully agree on what happened, then theCity of Armstrong will not investigate further, and will determine what corrective/follow upaction to take, if necessary.

Documents to be reviewed may include:

. Workplace Bullying and Harassment Complaint Form

o Emails or social media evidence

. Notes

¡ Photographs

. Physical evidence like vandalized objects

3. Follow up

All investigations of alleged bullying and harassment will be followed up anddocumented. Follow up will include a description of corrective actions, a time frame, anda means for dealing with adverse symptoms. The complainant(s) will be advised of theoutcomes and options available. These could include assistance programs, training anddiscipline.

Documents to be completed:

Workplace Bullying and Harassment Complaint Formo

C. APPEAL PROCESS

Should either complainant or respondent wish to appeal any outcome of theinvestigation, they are free to do so.

An appeal must be made in writing without unreasonable delay, no later than 30days after the decision.

Full details on the reason for appealing the decision must be provided, clearlyexplaining why there is a disagreement on the decision.

Every effort must be made to follow the current corrective actions while the appeal isreviewed.

An appeal meeting will be arranged to discuss the appeal and, where possible, otherparticipants may be included in the discussion (different senior manager, unbiased3rd party, union etc).

o

a

a

a

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Citv of Armstronq Workolace Bullvino and Harassment Prooram Policv No. 3-300-13

a A final decision will be provided in writing within one week of the appeal meeting

D. TRAINING

Training for supervisors and workers will include the following

o How to recognize bullying and harassment

o How staff who experience or witness bullying and harassment should respond

. Procedures for reporting, and how the employer follows up with incidents orcomplaints of bullying and harassment

. Documents/formreview

Training will occur as required and will be included in orientation. A record of training beingprovided will be placed in each employees personnelfile.

E. RECORD KEEPING

The City of Armstrong expects any staff experiencing or witnessing suspected/allegedbullying and harassment to complete the Workplace Bullying and Harassment ComplaintForm. (Appendix A). The City of Armstrong will keep all records pertaining to investigationsand findings in a secure and confidential manner.

F. ANNUAL REVIEW

This program and these procedures will be reviewed annually. Allworkers will be provided a

copy of this policy and program for review with their Supervisor when they are hired, witheducation to be scheduled following probationary period.

Approval Date: Mayor and Council

1. Amendment Date:

2. Amendment Date:

3. Amendment Date:

Review Date Employees

4. Review Date:

5. Review Date:

Approved by:

Approved by:

Approved by:

Approved by:

Review Date:Council

Review Date:

Review Date:

Review Date:6. Review Date:

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Citv of Armstronq Workplace Bullvinq and Harassment Prooram

APPENDIX A

WORKPLACE BULLYING AND HARASSMENT COMPLAINT FORM

NAME POSITIONDEPT DATE:

NAME SPOS ITION/RELATIONSH I P :

Please provide details on the bullying and harassment incident(s), including:- Names of all parties involved- Any witnesses to the incident(s)- Location, date and time of the incident(s)- Details about the incident(s) (behavior and/or words used)- All other relevant information

Attach any supporting documents, such as emails, handwritten notes, or photographs. Physicalevidence, such as vandalized personal belongings, can also be submitted. Attach additionalpages, as necessary.

Complaint form received by: (Name and Position)

Date:

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Citv of Armstrono Workolace Bullvino and Harassment Proqram

APPENDIX B

WORKPLACE BULLYING AND HARASSMENT INVESTIGATION FORMCOMPLETED BY THE INVESTIGATOR

NAME S POSITIONDEPÏ DATE

List all documentation reviewed (emails, notes, photographs, physical evidence etc.)

PERSON INTERVIEWED Nam n

SITUATION DESCRIPTION (include dates, words actions) and impact (humiliated, intimidatedetc.)

PERSON INTERVIEWED (Name, position)SITUATION DESCRIPTION (include dates, words actions) and impact (humiliated, intimidatedetc.)

PERSON INTERVIEWED (Name, position)SITUATION DESCRIPTION (include dates, words actions) and impact (humiliated, intimidatedetc.)

Based on the i ation did bul and harassment occur? Yes NoReason(s) for this conclusion

Follow up with complainanUrespondent. lnclude corrective actions, time frame, trainingopportunities etc.

Page 9

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Patti Ferguson fi xaxc'e f, ¡èun,¡From:Sent:Subject:

colin.mayes.cl [email protected] 7 ,2013 2:56 PMOnline Pre-Budget Consultations

Cot-tl-t -tlC'€

The Honourable Jim Flaherty, Minister of Finance, today launched this year's pre-budget consultations in Toronto at aroundtable discussion with business representatives, community leaders and academics. This roundtable marks thelaunch of a series of events in communities across the country, as well as online consultations, aimed at engagingCanadians in Economic Action Plan2014 deliberations.

"Our Government's priority is to create jobs and opportunities for Canadians by protecting the economy and keepingtaxes low," said Minister Flaherty. "ln the midst of a fragile and uncertain global economy, our Government remainssquarely focused on creating jobs and securing economic growth, which includes balancing the budget in 2015. Withthese consultations, I am looking fonvard to hearing from Canadians on how best to achieve these objectives."

ln addition to a series of pre-budget roundtables, which will be hosted by Minister Flaherty, Minister of State (Finance)Kevin Sorenson and Parliamentary Secretary Andrew Saxton, Canadians are also invited to submit their views onlinebeginning today.

"We will be asking Canadians what concrete actions can be taken to strengthen our economy in an uncertain world, tosolidify our recovery and position Canada to compete and prosper over the long term," said Minister Flaherty. "We needto hear from Canadians on where they want us to control spending and how to further encourage private sector growth. I

look forward to engaging Canadians in these discussions."For more information:

Sincerely,

Colin Mayes, MPOkanagan-Shuswap

1

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Introduction to Pre-Budget Online Consultation Page 1 of2

I+t Ffð3"äff"t F.îb1ii3å"'"1Can

Department of Finance Canada

Introduction to Pre-Budget Online Consultation

As Finance Minister, my job is to make sure that the Canadian economy is growing and that the finances of

the Federal Government are in good shape. That means keeping taxes low, so you can keep more of your

hard-earned dollars, and investing in programs and services that are important to you and your family.

As I build the budget every year/ I hear from many experts, like private sector economists, academics and

business representatives, as well as my Cabinet colleagues. But I also need to hear from Canadians from

across the country and from all walks of life.

I am seeking your views on my upcoming budget again this year. Specifically, I would like your perspective

on how we can strengthen and build on the successes we have achieved as a country through our

Government's Economic Action Plan.

Although we fared better than most throughout the recession, the global economic outlook remains highly

uncertain. Indeed, much of our potential as a nation remains unfulfilled.

So today I am asking you to help shape the future by sharing your thoughts on how we can take thenecessary steps to continue to build a stronger, more prosperous Canada.

I encourage you to answer any or all of the questions that matter to you on this online consultation and

share them with your friends, family, and colleagues. All Canadians have a stake in the answers to thesequestions, so all Canadians should have a say in answering them.

I look forward to hearing from you

Jim Flaherty, Minister of Finance

http://www.fin.gc.calnews-nouvelleslrc-ncl2013/prebudget-prebudgetaire-eng.asp 07ltu20r3 of 32