human resources policy manual

Human Resources Policy Manual This document contains the HR Policies,

Procedures and Guidelines for the Employees of the City of Spruce Grove.

Table of Contents Message from the City Manager ................................................................................................ 1

Philosophy on Human Resource Management .......................................................................... 3

City of Spruce Grove Guiding Principles .................................................................................... 4

Shared Principles ....................................................................................................................... 6

Compensation Administration Policy .......................................................................................... 7

Benefits Policy ..........................................................................................................................14

Sick Leave Policy ......................................................................................................................17

Weekly Indemnity Benefits Policy..............................................................................................21

Long Term Disability Policy .......................................................................................................24

Accommodation and Return to Work Program Policy ................................................................27

Occupational Health and Safety Policy .....................................................................................30

Occupational Health and Safety for Contractors ........................................................................32

Occupational Health and Safety for Contractors Procedure ......................................................34

Anti-Drug and Alcohol Policy .....................................................................................................36

Workplace Anti-Violence Policy .................................................................................................39

Workplace Anti-Harassment Policy ...........................................................................................41

Complaint and Appeal Procedure..............................................................................................44

Performance Planning and Appraisals Policy ............................................................................46

Performance Appraisal Appeal Procedure ................................................................................48

Discipline and Discharge Policy ................................................................................................49

Recruitment Policy ....................................................................................................................52

Workplace Learning Policy ........................................................................................................54

Membership and Professional Fees Policy ................................................................................57

Business Travel and Expense Policy ........................................................................................58

Corporate Vehicle Procedure ....................................................................................................60

Service Recognition Policy ........................................................................................................64

First Aid Procedure ...................................................................................................................66

Workers’ Compensation and Injury Procedure ..........................................................................69

Workers’ Compensation Board Supplemental Benefit ...............................................................73

Modified Work Procedures ........................................................................................................75

Hours of Work Policy.................................................................................................................79

Time Off In Recognition Of Required Additional Work ...............................................................85

Gifts and Gratuities Policy .........................................................................................................87

Staff Dress Policy ......................................................................................................................91

Office Etiquette Guidelines ........................................................................................................93

Vacation Accrual Policy ........................................................................................................... 100

Leaves Policy .......................................................................................................................... 104

Maternity and Parental Leave Policy ....................................................................................... 107

General Holidays Policy .......................................................................................................... 110

Related Documents ................................................................................................................ 113

Schedule “A” Approved Merit Salary Increases ....................................................................... 115

Schedule “B” Hourly Shift Differential ...................................................................................... 116

Alphabetical Index of HR Policies & Procedures ..................................................................... 117

Disclaimer

The Contents of this Human Resources Policy Manual are designed to provide users with information regarding their employment with the City of Spruce Grove. All contents will be based on Human Resources Policies signed by the City Manager and kept within the Corporate Records Management Structure. Only current (most recently signed) policies shall apply, superseding any older copies of the manual.

City of Spruce Grove | Message from the City Manager 1

Message from the City Manager The City of Spruce Grove’s mission focuses on providing excellence in service to the residents of Spruce Grove. The city believes success in this mission depends on the collective efforts of a workforce made up of individuals committed to excellence in service and performance. In keeping with this commitment, the city strives to be an employer who maintains a healthy work environment by:

§ Demonstrating respect for each employee

§ Providing an opportunity for each employee to contribute

§ Fostering professional and personal development

§ Respecting the challenges of work life balance and

§ Promoting diversity in the workplace

The city takes pride in its tradition of leadership and innovation. The HR management policies and Shared Principals promote this progressive characteristic, providing a foundation for a mutually supportive environment distinguished by equal opportunity and sound business practices.

It is necessary to change these policies from time to time to reflect changes in the workforce, employment trends and economic conditions. However, any changes in policy will be consistent with the city’s approach to:

§ Employ talented individuals whose creativity and imagination will support and contribute to achieving the city’s Mission

§ Communicate the City of Spruce Grove’s standards and expectations

§ Assure equal employment opportunity and a workplace where relationships are based on mutual respect

§ Treat all staff fairly, honestly, justly and with dignity

§ Ensure regular and objective standardized performance appraisals

§ Provide opportunities for training and development

§ Schedule work within a framework of an equitable scheduling system determined by the needs of the area of work

§ Provide safe, effective working conditions and

§ Provide competitive salaries and benefits

City of Spruce Grove | Message from the City Manager 2

Purpose of the HR Policy Manual The Human Resources Policy Manual is central to all exempt City of Spruce Grove employees. The policies will be administered in a consistent fashion and Supervisors and Employees will adhere to the policies.

The specific policies that follow promote the philosophy of the city with regard to standards of excellence; terms of employment; employee development; and employee services. These policies and procedures will be reviewed on a periodic basis and may be revised as necessary and appropriate to reflect the dynamics of the City of Spruce Grove. Changes will be communicated to all employees.

City of Spruce Grove | 3

Philosophy on Human Resource Management

The City of Spruce Grove strives to be an employer who maintains a healthy work environment by:

§ Demonstrating respect for each employee

§ Providing an opportunity for each employee to contribute

§ Fostering professional and personal development

§ Respecting the challenges of work life balance

§ Promoting diversity in the workplace

City of Spruce Grove | City of Spruce Grove Guiding Principles 4

City of Spruce Grove Guiding Principles

Vision Statement We seek to be a full-service, sustainable urban centre, while staying true to the values and principles that built and define us.

Mission Statement We are an active, safe and diverse family-oriented community that is well-run, well-maintained and well-respected.

Core Values

Leadership § Creating opportunities for business and residents to grow and prosper

§ Providing a model that sets a standard of excellence that others will want to follow

§ Respecting the generations and the value that they bring to the community

§ Creating an environment that fosters a sense of community spirit and pride

§ Providing and encouraging a community conducive to safe and healthy living

Openness and Responsiveness § Engaging stakeholders in meaningful dialogue

§ Communicating relevant information with clarity and accuracy in a timely manner

§ Demonstrating a caring attitude

Outward Looking and Forward Thinking § Thinking strategically and planning for the future, being innovative and open to new

ideas

Service Excellence § Being honest and demonstrating integrity in all of our dealings with our customers

§ Taking pride in delivering the best service possible

§ Demonstrating best business practices

City of Spruce Grove | City of Spruce Grove Guiding Principles 5

Good Governance § Engaging in the adoption of effective and appropriate governance practices

§ Ensuring council and management understand and appropriately act on their roles

City of Spruce Grove | Shared Principles 6

Shared Principles

Actions Be a LEADER

Behaviours § Leaders establish trust with candor, transparency and credit § Leaders inspire risk taking and learning by setting the example § Leaders use every encounter as an opportunity to evaluate, coach and

build self-confidence § Leaders believe everyone has something to contribute

Be a CONTRIBUTOR § We are all accountable for the success of the organization § Contributors are part of the solution process in resolving issues § Contributors identify safety hazards and work to resolve them § Contributors understand the need for balance and invest in their well-

being

Be a TEAM PLAYER § Departments are connected and complementary § We value the contributions and talents of others § We support decisions once they are made and move forward § We have fun

Be a COMMUNICATOR § Communication is a two way responsibility – seek and share. § Everyone is heard and their right to have input is respected. § Decisions and their context are shared for understanding. § Sensitive information is handled in a confidential and professional

manner.

Be an INNOVATOR § Innovators think beyond the day to day with vision, strategies and action plans to achieve success.

§ Innovators embrace change and see the possibilities § Innovators take initiative and are self-starters.

Be a BUILDER § Professional and ethical conduct builds trust and respect § Builders take personal satisfaction in their contribution to the

organization and community § Customers are treated with courtesy, dignity and respect building

relationships § Individual contributions and organizational success is celebrated,

building team

Be a LEARNER § Continuous learning is expected, self-initiated and encouraged § Opportunities for growth are a provided for mutual benefit to the

individual and the organization § Learners probe with curiosity making sure their questions are answered

with action

City of Spruce Grove | Compensation Administration Policy 7

Policy Number: 9,055 Approved by: City Manager

Effective Date: December 16, 2012 Department: Human Resources

Compensation Administration Policy

Policy Statement The City of Spruce Grove believes in compensating its employees in a manner that rewards individual performance, while maintaining internal equity and external competitiveness. This policy will outline one aspect of total compensation – salary administration.

Purpose The purpose of this policy is to assist employees in understanding the manner and principles by which salaries are administered and adjusted and to help supervisors translate the results of performance appraisals into meaningful salary adjustments for each employee.

Responsibilities

Supervisor Fundamental to the effective and equitable administration of salaries is a valid, accurate and current position description. A supervisor shall review, update and approve position descriptions when:

§ A new position is created.

§ A significant change occurs in the position title, new duties, new responsibilities or reporting relationships.

§ A position becomes vacant.

§ Annually along with the performance appraisal process


Human Resources § Manage and maintain current job descriptions in accordance with the corporate records

structure

§ Review all updated job descriptions and where responsibilities have changed, review the classification level

§ Perform market salary reviews

Human Resources Manager § Review merit salary adjustments from each General or Department Manager

§ Make recommendations to the City Manager for the approval of salary adjustments

Salary Adjustments

Council Approval Funds for salary and/or pay adjustments (Market, Merit and COLA) to the compensation system are subject to the budget approval process by Council.

Market Salary Adjustments Should unique market conditions indicate that the market salary range for a specific position or positions within a salary grade differ substantially from the City’s salary range established for that position, the City Manager may establish an exception to the City's salary ranges.

Market Salary Review Salary ranges attached to each job at the City of Spruce Grove will be reviewed every two (2) years in response to external influences (market, economic, etc.) and adjusted where it is deemed appropriate, fiscally responsible and fiscally possible. The City Manager may approve market salary adjustments to the salary ranges of the compensation system, in accordance with the Council approved budget.

Should an upward market adjustment to the salary range be deemed necessary, all permanent employees, regardless of length of service, shall be eligible for such an increase provided an employee’s salary is not red-circled.

In the case of an employee who has not yet completed the City’s probation period, the employee’s salary may be adjusted retroactively upon successful completion of their probationary period.

Market Salary Adjustments to Salary Ranges Attached to Red-circled Positions There shall be no market adjustment to the salary of an employee whose salary has been red-circled.


Application of General Salary Increase or Cost of Living Allowance (COLA) Cost of living adjustments (a percentage) may be made to employee salaries. This can be done in one of two ways.

§ COLA may be reflected by a percentage increase by which the salary range is adjusted. For example, if the range is adjusted by 2%, the salaries of employees whose jobs are classified in that range shall be adjusted by 2% and the increase reflected in their hourly rate.

§ The second way would be a lump sum payment for the COLA. The salary ranges would not change and neither would the hourly rate. For example, a 2% COLA lump sum payment for an employee earning $50,000 annually would be a $1,000 payment, with no change to the salary range or hourly rate.

Please note the following about COLA lump sum payments regarding LAPP:

§ Lump sum payments meet the LAPP definition of “Variable Pay” and are pensionable and included in salary for pension purposes.

§ Lump sum payments will not be incorporated in bi-weekly pay base rates

Merit Pay Adjustments

Eligibility for Merit Pay Adjustments Merit pay adjustments are determined through the performance appraisal process.

Employees with less than 12 months service will be eligible for merit adjustments on a pro-rated basis.

Merit Pay Adjustments Merit Pay adjustments will be based on the overall performance rating following the formal Performance Review process as set out below.

Performance Rating Current Salary Below Range Current Salary at Top

of Range or Above Range

Below Expectations No Salary Adjustment No Salary Adjustment

Fully Competent Percentage salary increase within the range No Salary Adjustment

Fully Competent/Frequently Exceeds Expectations

Percentage salary increase within the range No Salary Adjustment


Performance Rating Current Salary Below Range Current Salary at Top

of Range or Above Range

Frequently Exceeds Expectations

Percentage salary increase within the range; any portion that brings salary above range will be paid as lump sum payment

Percentage of current salary in a lump sum payment

Frequently Exceeds/Consistently Exceeds Expectations



Consistently Exceeds Expectations



NOTE:

§ Lump sum payments meet the LAPP definition of “Variable Pay” and are pensionable and included in salary for pension purposes.

§ Lump sum payments will not be incorporated in bi-weekly pay base rates.

§ Lump sum payments may be re-earned based on performance.

There shall be no merit adjustment to the salary of an employee whose performance is assessed as “Below Expectations” until such time as that employee’s performance is assessed as "Fully Competent" or better. At that time, at the discretion of the City Manager, an adjustment may be made. There shall be no retroactivity in any such adjustments.

Amounts of Merit Salary Adjustments The funding for merit pay is approved by Council as per the budget process. The amount of merit salary adjustments are determined by the City Manager and are outlined in Schedule “A” to this policy. Schedule “A” is updated annually after Council approves the budget.

Salary Range Administration

Range Maximum – Exceptions No employee’s salary, exclusive of any earned lump sum payment for merit performance, shall exceed the maximum of the range for the job to which the employee has been appointed unless an exception has been approved by the City Manager.


Range Minimum – Exceptions An employee that lacks the necessary qualifications and experience may be hired at a developmental salary level, which is below the minimum of the pay range. Otherwise, no qualified employee's salary may be established below the minimum of the salary range for the position to which the employee has been appointed.

Salaries on Appointment

General Guidelines In recognition of directly related experience, the employee may be appointed at a rate above the minimum of the range, with careful consideration for salary parity within the appointee’s work unit specifically and within the City of Spruce Grove generally.

The amount of the appointee's salary shall be determined by the City Manager, upon recommendation by the responsible Manager after consultation with the Human Resources Manager, but the recommended salary shall normally not exceed the mid-point of the salary range for the position.

In the case of an appointee who will report directly to the City Manager, the appointment salary shall be determined by the City Manager. The appointment salary shall normally not exceed the mid-point of the salary range for the position.

Salaries on Promotion Where an employee is promoted to a job with a higher pay range, the employee will be eligible for an increment effective the date of the promotion. The increment to the employee’s salary shall be a minimum of 3% of their current salary.

Salaries upon Upward Reclassification Where an employee’s position is reclassified to a higher classification level, effective the date of reclassification, the Employee will be eligible for a salary increase of a minimum of 3% or be placed at the minimum of the new range, whichever is greater.

At the discretion of the City Manager, and upon recommendation of the responsible Manager and the Manager of Human Resources, an additional increase may be granted, provided the resulting salary does not exceed the maximum of the salary range for the position.


Salaries upon Downward Reclassification Where an employee’s position is reclassified, through the application of the City's Job Evaluation system and the employee’s current salary is above the maximum salary of the new pay grade, the employee’s salary shall be red-circled for a period of twenty-four months from the effective date of the downward reclassification. The employee is not eligible for either market or COLA adjustments to the red-circled salary during the twenty-four month time period.

Within the twenty-four (24) month time period, should the maximum of the correct range for the job meet or exceed the red-circled salary, the employee’s salary will be placed on the appropriate range and the employee will be eligible for both market and COLA salary adjustments.

At the end of the twenty-four (24) month period, an employee who is red-circled will be placed on the correct range for the position at a rate which does not exceed the maximum for the correct range. The employee will be eligible for both market and COLA salary adjustments.

Salaries upon Demotion Should an employee be moved to a job where the maximum salary of the pay grade is less than that of the employee’s former job, the employee’s salary shall be so reduced so that it falls at or below the maximum of the range for the new job, whichever is the closest to the employee’s pre-demotion salary.

Salaries upon Transfer Where an employee is transferred by the city to a job with the same salary range, they will at a minimum maintain their current salary.

Salaries on Temporary Assignment (Acting Incumbency)

Eligibility An employee will receive acting incumbency pay, provided: § The “acting” employee will be assuming the normal, full duties of the position and not

merely performing a “housekeeping” function as typical during vacation coverage; and

§ The “acting” employee is expected to assume the full scope of responsibilities in a higher salary classification for a period of time greater than 15 working days.

General Guidelines The employee will receive acting pay at a rate of 5% above their current pay or the minimum rate of the salary range of the relieved position, whichever is greater.

An employee, who is assuming additional duties due to a vacancy in the same or lower salary range, for a period of ninety calendar days or more, will be eligible for 5% above their current salary or a lump sum as approved by the City Manager.


Acting Pay adjustment meets the LAPP definition of “Variable Pay” and is pensionable and included in salary for pension purposes.

ETO and overtime accrual will cease when acting in a supervisory position and vacation accrual will be adjusted to the supervisory rate for the term of the acting incumbency.

Related Documents § Schedule “A”, Approved Merit Salary Adjustments

City of Spruce Grove | Benefits Policy 14



Benefits Policy

Policy Statement The City of Spruce Grove’s total compensation package includes benefits designed to address the needs of its employees. The City is committed to attracting and retaining employees by providing benefits that are beneficial to their health and well-being as well as providing a competitive, comprehensive benefits package.

Purpose The purpose of this policy is to outline the benefits package available to employees, as well as participation requirements and the manner in which benefits will be cost-shared.

General Guidelines

Participation for Permanent Full-Time Employees Permanent Full-Time Employees

§ Must participate in the mandatory plans

§ May participate or opt out of the semi-optional benefits if they have similar coverage elsewhere

§ May participate or opt out of the optional benefits

Participation for Permanent Part-Time Employees

Permanent Part-Time employees may participate in the benefit plan provided they work a minimum of seventeen and one half (17.5) hours per week.

Commencement of Benefits Participation in the benefits plans, with the exception of LAPP, will commence on the first day of employment.

Full Time Term Employees must have a contract of employment for a minimum of twelve (12) months to be eligible for benefits unless otherwise agreed to in their employment contract.


Local Authorities Pension Plan (LAPP) § For the purposes of LAPP a year is defined by the full-time position a person occupies

which can be either 2080 hours per year (40 hours a week) or 1820 hour per year (35 hours per week).

§ Employees must work for the city for a one (1) year probationary pension period before becoming enrolled in LAPP. Employees have the option to purchase back their probationary year of service and if purchased within 5 years of the enrollment date, it will be matched by employer contributions.

§ The probationary pension period will be shortened by pro-rating should the eligible employee:

a) Have previous service with the City of Spruce Grove.

b) Commence employment with the City of Spruce Grove immediately after terminating employment with a previous employer who is under the LAPP or a reciprocal plan. The break must be of less than or equal to one day of work.

§ Employees currently receiving a pension from LAPP are not eligible to contribute to the plan.

§ Permanent part-time employees that work seventeen and one-half (17.5) hours per week or more have the option of joining the LAPP after twelve (12) months of continuous service.

§ Although this is an optional benefit for permanent part-time employees, once participating in the benefits, they must remain on the plan until they terminate employment with the City.

City of Spruce Grove Benefits

Permanent /Term Full-Time Employees Permanent Part-Time Employees (must work a minimum of 17.5 hours/week)

Local Authorities Pension Plan Local Authorities Pension Plan

Extended Health Care (includes Vision & Travel Insurance)

Extended Health Care (includes Vision & Travel Insurance)

Dental Insurance

Employee & Family Assistance Program (EFAP) Employee & Family Assistance Program (EFAP)

Group Life Insurance

Accidental Death & Dismemberment

Dependent Life Insurance

Sick Leave Sick Leave


Permanent /Term Full-Time Employees Permanent Part-Time Employees (must work a minimum of 17.5 hours/week)

Weekly Indemnity¹

Long Term Disability¹

Optional Benefits Optional Benefits

Additional Life Insurance Additional Life Insurance

Spousal Life Insurance Spousal Life Insurance

Alberta Urban Municipalities Association (APEX) Supplementary Pension

Alberta Urban Municipalities Association (APEX) Supplementary Pension

Computer Purchase Plan Computer Purchase Plan

RRSP - Investors RRSP - Investors

Tax Free Savings Account Tax Free Savings Account

Wellness Reimbursement Wellness Reimbursement

Critical Illness Insurance Critical Illness Insurance

¹Eligibility determined by employment contract.

Termination of Benefits All benefits will cease, on the last day worked, upon termination of employment. Pension Benefits will terminate at retirement or when the employee has reached thirty-five (35) years of pensionable service. All other benefits will cease when an employee reaches the age of 70.

City of Spruce Grove | Sick Leave Policy 17



Sick Leave Policy

Policy Statement The intent of the Sick Leave Policy is to provide salary and position continuance during periods of absence from work due to illness or non-work related injury. Sick Leave is intended to cover short-term health related absences, as well as provide income protection during the qualifying period for Weekly Indemnity Benefits and/or Long Term Disability Benefits.

Purpose The purpose of this policy is to establish guidelines with respect to the accrual of sick leave benefits and the use of this benefit.

Eligibility Employees are not eligible for sick leave benefits if they are absent because of an injury that is covered by workers’ compensation and they qualify for benefits or if they were injured while working for another employer.

Employee Responsibilities Employees must contact their supervisor at the start of the workday to advise that they will be unable to attend work due to illness or injury.

If requested, Employees are responsible for providing the city with a medical certificate to substantiate any absence.

Employees have a responsibility to cooperate with the City or any 3rd party adjudicator who has been retained to administer a claim for sick leave benefits.

General Guidelines

Sick Leave Accrual Accrual towards sick leave will commence on the first day of employment, although eligibility to receive the benefit will subject to Eligibility requirements as set out above.

Employees will accrue sick leave at a rate of .07 hours for every hour worked, to a maximum equivalency of eighty-five (85) working days.

For example, assume an employee works thirty-five (35) hours per week; seventy (70) hours over a two-week pay period. The employee would be credited with 4.9 hours accrued sick leave for that pay period. This employee


could accrue a maximum of five hundred ninety five (595) hours sick leave accrual.

Accruals of sick leave will cease and be frozen, should an employee be absent, for any reason for a period of forty (40) consecutive days or more.

Use of Accrued Sick Leave Sick Leave can be used under the following circumstances:

§ Illness and non-work related injury

§ Incapacitation due to serious illness or injury while on vacation if supported by a physician's statement

§ Accrued Sick Leave may be used to satisfy the eighty-five (85) working days qualifying period for Long Term Disability

§ Employees may use accrued sick leave for medical or dental appointments which exceed two (2) hours in length

§ Up to three (3) days of sick leave accrual may be granted annually for the employee to attend to immediate family members who are ill. Payroll will track time taken through timesheet entry

Benefit Amount The sick leave benefit is 100% of the employee’s pre-disability income, less statutory deductions required by law or authorized by the employee.

In the event sick leave extends beyond the number of days accrued, employees may be eligible for Weekly Indemnity Benefits or Long Term Disability Benefits. Please refer to these policies for details.

Employee Notification of Absence and Administration of Sick Leave Benefits An employee must contact their supervisor at the start of the workday to claim any sick leave.

A medical certificate may be requested to substantiate any absence. Medical certificates must be forwarded by the supervisor to HR. If a medical certificate is not provided payment of the sick leave claim can be suspended.

A medical certificate will be required for absences of longer than three (3) days.

After an absence of five (5) days, the City reserves the right to decide whether or not the employee’s claim for sick leave benefits will be submitted to a 3rd party adjudicator. If this occurs:

§ Human Resources will provide the employee with a letter indicating the amount of sick leave accrued, together with a “Non-Occupational Injury/Illness Application Form” which will be submitted to the 3rd party adjudicator.


§ An outside service provider will manage the claim and an independent medical evaluation may be requested. It is expected that employees will fully cooperate with requests made of them, otherwise benefits may be suspended.

§ When an employee provides a medical certificate to substantiate an absence of longer than ten (10) days, an employee will be sent a letter stating the amount of sick leave currently accrued and a “Non-Occupational Injury/Illness Application Form” from Human Resources which will be submitted to the 3rd party adjudicator.

§ If an employee has been disabled for a period of at least 50 working days and has been advised by a physician that the disability may continue past 85 working days, the employee must complete the applicable forms for Long Term Disability.

Payment of Sick Leave Benefits Sick leave benefits will be payable on the 1st day of an illness, non-work related accident or hospitalization.

Termination of Benefits Payments of sick leave benefits will cease on the earliest of:

§ The date the employee returns to work

§ The date on which the maximum benefit period has been reached (85 working days)

§ The date the employee is not under the continuous care and treatment of a Physician who has the medical credentials deemed appropriate by the City of Spruce Grove’s benefit provider or a 3rd party adjudicator

§ The date on which the disabled employee fails to provide satisfactory proof of the continuance of total disability or fails to submit to an examination request by a 3rd party on behalf of the City

§ Any period during which the employee is imprisoned

§ The date the employee dies


Termination of Employment Sick leave accrual will not be paid out to an employee upon termination of employment.

Related Documents § Weekly Indemnity Policy § Modified Work Procedures § Long Term Disability Policy § Accommodation and Return to Work Program Policy § City of Spruce Grove Benefits Booklet § Non-Occupational Injury/Illness Application Form

City of Spruce Grove | Weekly Indemnity Benefits Policy 21



Weekly Indemnity Benefits Policy

Policy Statement Weekly Indemnity provides reduced salary to Permanent full-time staff in the event they are unable to work due to illness or injury and have insufficient or minimum accrued sick leave. The plan is City funded and is administered through Human Resources.

Purpose The purpose of this policy is to outline the details of the Weekly Indemnity Benefit and the circumstances under which benefits will be paid.

Employee Responsibilities § Employees must contact their supervisor at the start of the workday to advise that they

will be unable to attend work due to illness or injury.

§ If requested, Employees are responsible for providing the city with a medical certificate to substantiate any absence.

§ Employees have a responsibility to cooperate with the City or any 3rd party adjudicator who has been retained to administer a claim for sick leave benefits.

§ If an employee has been disabled for a period of fifty (50) working days and has been advised by a physician that the disability may continue past eighty-five (85) working days, the employee must complete the applicable forms for long term disability.

General Guidelines

Eligibility To be eligible to receive Weekly Indemnity benefits an employee must:

§ Have exhausted their sick leave

§ Have completed the Non-Occupational Injury/Illness Application Form for the City’s benefit provider or 3rd party adjudicator

Employees are not eligible for weekly indemnity benefits if they are absent because of an injury that is covered by workers’ compensation and they qualify for benefits or it they were injured while working for another employer.


Benefit Amount The Weekly Indemnity Plan will provide employees with income replacement of 66.67% of gross pre-disability regular pay to a maximum of two thousand dollars ($2,000.00) bi-weekly.

The weekly indemnity benefit is subject to deductions mandated by law and authorized by the employee, such as optional benefits. For examples of the calculation of benefit amounts, please refer to Schedule “C”, Example of Weekly Indemnity Calculation.

The maximum benefit in any one period is eighty-five (85) working days.

Return to Work An employee who returns to work on a modified work schedule will receive a combination of their regular salary for the hours worked and Weekly Indemnity benefits pro-rated for the time absent from work.

An employee on a modified work schedule is not eligible for earned time off or overtime.

Termination of Benefits Payment of Weekly Indemnity benefits will cease on the earliest of:

§ The date the employee returns to their regular duties

§ The date on which the maximum benefit period has been reached (85 working days)

§ The date the employee is not under the continuous care and treatment of a Physician who has the medical credentials deemed appropriate by the City of Spruce Grove’s benefit provider or a 3rd party adjudicator

§ The date on which the employee fails to provide satisfactory proof of the continuance of disability or illness, or fails to submit to an examination request by a 3rd party on behalf of the City

§ Any period during which the employee is imprisoned

§ The date the employee dies

Exclusions and Limitations No employee, while receiving Weekly Indemnity, is eligible for Cost of Living Allowance (COLA) or merit pay adjustments.

Implementation of a COLA increase will occur when the employee returns to their full-time


regular duties and will not be retroactive. Merit increments may be considered based on performance and time in the position, prior to the absence and will not be retroactive.

Related Documents § Non-Occupational Injury/Illness Application Form § Sick Leave Policy § Schedule “C”, Example of Weekly Indemnity Calculation

City of Spruce Grove | Long Term Disability Policy 24



Long Term Disability Policy

Policy Statement The City of Spruce Grove fully supports the principle that employees be treated fairly and in a consistent manner related to lengthy absences from the workplace due to illness or injury. It is also vital that the City places reasonable limitations on its requirements to maintain an employment relationship with employees who will be unable to carry out their duties for a significant period of time.

Purpose The purpose of this policy is to set out the general guidelines pertaining to Long Term Disability insurance provided to the City’s employees. Long Term Disability benefits are provided and administered by a 3rd party provider. Specific details regarding the benefit can be found in the Benefits Booklet of the benefit provider which is available through Human Resources.

Employee Responsibilities § Employees have a responsibility to cooperate with the City, their medical team, and any

3rd party adjudicator who has been retained to administer a claim for Long Term Disability Benefits.

§ If an employee has been disabled for a period of at least fifty (50) working days and has been advised by a physician that the disability may continue past eight five (85) working days, the employee must complete the applicable forms for long term disability.

General Guidelines

Eligibility To be eligible for this benefit, employees must be employed by the City of Spruce Grove on a permanent full-time basis.

Elimination Period The elimination period for Long Term Disability is 119 days which equates to 85 working days.


Benefit Amount Long Term Disability Insurance will provide employees with income replacement of 66.67% of monthly earnings, to the maximums as outlined in the Benefit Booklet. The LTD Benefit is taxable.

Waiver of Premium While receiving Long Term Disability benefits, the premium payment is waived by the provider.

Continuation of Benefits while Receiving LTD Benefits The City will continue to pay the premiums, for the following benefits, until termination of employment:

§ Extended Health and Dental Benefits

§ Group Life Insurance

§ Dependent Life Insurance

§ AD & D Insurance

§ EFAP

The following Optional Benefits may continue at the discretion of the employee, until termination of employment:

§ Additional Life Insurance

§ Spousal Life Insurance

§ Critical Illness Insurance

§ Computer Purchase Plan

§ RRSP

§ Canada Savings Bond Purchase Plan

§ Tax Free Savings Account Purchase Plan

The employee must provide the City with post-dated cheques to cover payment of optional benefits in order for coverage to continue.

LAPP and APEX Pension Benefits will cease while an employee is on Long Term Disability. When an employee returns to work LAPP service time may be costed for purchase.

Termination of LTD Benefit Long Term Disability Benefits will cease at the age of sixty five (65). For further exclusions refer to the Insurance Carrier’s Benefits Booklet.


Termination of Employment The City Manager will review the circumstances of an employee who is away from work for one full year and may terminate the employee. The City Manager may defer the termination for a period of no longer than one more year for a total of not more than a two year absence.

Exclusions and Limitations Employees are not eligible for Long Term Disability benefits if they are absent because of an injury that is covered by workers’ compensation and they qualify for benefits or if they were injured while working for another employer.

No employee, while receiving Long Term Disability, is eligible for Cost of Living Allowance (COLA) or merit pay adjustments. Implementation of a COLA increase will occur when the employee returns to their full-time regular duties and will not be retroactive. Merit increments may be considered based on performance and time in the position, prior to the absence and will not be retroactive.

For further exclusions and limitations refer to the insurance provider’s benefits booklet.

Related Documents § Accommodation and Return to Work Program Policy § Modified Work Procedure § Benefits Policy § Sick Leave Policy

City of Spruce Grove | Accommodation and Return to Work Program Policy 27



Accommodation and Return to Work Program Policy

Policy Statement The City of Spruce Grove is committed to minimizing the impact of a disability on an employee through disability prevention, support and assistance.

Purpose The goal of this program is to return employees, who are temporarily unable to perform their regular duties, to meaningful work as soon as possible. The City of Spruce Grove will achieve effective disability management by:

§ Assisting employees to maintain dignity and self-respect during recovery from a disabling injury or illness

§ Ensuring good communication between all parties

§ Facilitating, where possible, modified duties options and alternatives for employees by providing meaningful work opportunities

Eligibility To be eligible for the Accommodation and Return to Work Program an employee must:

§ Be in a permanent full-time or permanent part-time position.

§ Be temporarily or permanently unable to perform their regular duties due to illness or injury, whether work related or not.

§ Have been on paid or unpaid Sick Leave, Workers’ Compensation, Weekly Indemnity or Long Term Disability

Responsibilities

Employees § Communicate regularly with the City of Spruce Grove and applicable third party

providers to provide information regarding their illness or injury, and provide feedback regarding their return to work

§ Provide an update to their department supervisor after every medical appointment, even if there is no change


§ Cooperate with physicians by adhering to diagnostic treatment and rehabilitation programs

Supervisors § In consultation with Human Resources, the injured or ill worker and other workers in the

area, identify transitional work options or job accommodations for employees who are temporarily unable to do their own jobs

§ Monitor the performance of employees engaged in modified work or alternate employment; and provide progress reports to Human Resources

§ Continue to monitor duties following the employees return to regular duties to assess the employee’s ability to perform assigned work and make modifications if required

§ Keep available the employee’s regular position, and allow the employee to return to it as soon as medically able, or until it is found that the employee will not be capable of returning to the regular position

Human Resources § Ensure overall coordination of any Accommodation and Return to Work Program,

including coordination between the employee, supervisors and all third parties, in accordance with the Modified Work Procedures

§ Assist Supervisors in monitoring the Employee’s Progress and be aware of the employees prognosis and work restrictions

§ Provide summary progress reports to all involved parties

§ In conjunction with the Supervisor, identify and place the employee in suitable temporary job opportunities as required

§ Consult with all departments when reviewing and evaluating the program

General Guidelines All employees on modified work will receive their regular wages for hours worked.

The assembling of duties to create meaningful work for each modified work plan will be case specific and may include a modification of the employee’s original position, providing alternate duties, transitional work, a training opportunity or any combination of these options.

Rehabilitative employment and return to regular employment will not be undertaken without the


consent of the City and the employee’s physician, the Workers Compensation Board, or the 3rd party provider.

Related Documents § Modified Work Procedures

§ Non-Occupational Package

§ Workers’ Compensation Package

City of Spruce Grove | Occupational Health and Safety Policy 30



Occupational Health and Safety Policy

Policy Statement The City of Spruce Grove believes the occupational health and safety of employees is of primary importance and will provide employees with healthy and safe working conditions, equipment, and materials that meet, at a minimum, the requirements of the Occupational Health and Safety Act along with other relevant Legislation and Codes.

Purpose The purpose of this policy is to state the City’s commitment to an Occupational Health and Safety Management System.

Safety Responsibilities

Employees All employees shall act in a safe manner at all times and will report any unsafe condition, procedure, or act for the benefit of the City. Continual adherence to the City Safety Management System is mandatory. It is the responsibility of the employees to keep current on W.H.M.I.S., and other related safety practices and procedures. Employees are expected to attend staff or team meetings where safety is an agenda item.

Visitors Visitors are required to stay within designated public areas. A visitor who enters a non-public area must be accompanied by a City Staff Member or have received a safety orientation for that particular area. While in a non-public area, visitors must comply with the City’s safety procedures.

Contractors Contractors are required to comply with the City of Spruce Grove Occupational Health and Safety for Contractors Procedure.

City Manager The City Manager is responsible for overall Safety Management and will ensure the System is implemented in all Departments throughout the City. There shall be one Corporate Occupational Health and Safety Committee structure for the City of Spruce Grove, which will be established by the City Manager.

City of Spruce Grove | Occupational Health and Safety Policy 31

Managers Managers are responsible for the ongoing development and implementation of programs that comply with the Safety Management System within their Department.

Supervisors Supervisors are responsible for compliance with the Safety Management System in their section and are responsible for ensuring employees are aware of relevant health and safety policies, procedures, and rules, in addition to ensuring all near misses, accidents, and relevant incidents are reported and investigated. Safety must be a regular component of all staff or team meetings.

The Safety Management System The City of Spruce Grove Corporate Occupational Health and Safety Committee will promote and maintain a comprehensive Occupational Health and Safety Management System. The Management System will comply with the “Partnerships Audit Instrument” as a minimum standard.

Reporting All injuries, incidents, and near misses will be reported to the immediate supervisor who in turn will report to the next level supervisor and/or Department Manager. The information will then be forwarded to all other affected Departments and the Corporate Occupational Health and Safety Committee.

City of Spruce Grove | Occupational Health and Safety for Contractors 32



Occupational Health and Safety for Contractors

Policy Statement The Occupational Health and Safety Act requires the designation of a prime contractor for work sites where there are two or more employers represented. The designated Prime Contractor will ensure that all contractors meet, at a minimum, the health and safety standards of the City of Spruce Grove and all the applicable Act and Regulations of the Province of Alberta.

Purpose The Prime Contractor is the party that is responsible for ensuring that a worksite is in compliance with the Occupational Health and Safety Act, Regulations and Code. The designation of Prime Contractor must be determined prior to any work being done for the City.

Administration An individual or firm contracted to provide a service to the City of Spruce Grove must possess a Certificate of Recognition (COR) or Small Employer Certificate of Recognition (SECOR) relevant to their industry.

In the event a service provider or specialized services provider does not possess COR or SECOR, they will, at a minimum, agree to comply with the City of Spruce Grove’s Occupational Health and Safety Program. Contracted services in this category must sign off an acknowledgement of awareness in this regard and shall not be assigned prime contractor status at any point.

Compliance As part of any City contract, the contractor must agree to comply with all relevant components of the designated prime contractor’s Occupational Health and Safety Program. All copies of relevant documentation will be provided to City administration.

The prime contractor must conduct onsite Safe Work Practice Review (sometimes referred to as a Tool Box Meeting) prior to the commencement of any work. This meeting is to be held with all workers for that site with the City contract supervisor in attendance. Additional meetings are required when there is a change in the work site, a significant change in the nature of the work being conducted at the site, or any new workers on the work site who have not attended a Safe Work Practice Meeting for that site. These records must be made available for review by the City of Spruce Grove at any time and shall be provided at the completion of the project.

City of Spruce Grove | Occupational Health and Safety for Contractors 33

Inspections In order to exercise due diligence as the prime contractor, the prime contractor is required to conduct formal safety inspections of all hired or contracted work to ensure, as far as it is reasonably practicable, that all requirements are met. The records of all inspections must be made available for review by the City of Spruce Grove at any time and shall be provided at the completion of the project.

Related Documents § Procedure 9,009 Occupational Health & Safety for Contractors

City of Spruce Grove | Occupational Health and Safety for Contractors Procedure 34

Procedure Number: 9009 Revised Approved by: City Manager


Occupational Health and Safety for Contractors Procedure

Procedure Statement The Occupational Health and Safety Act requires the designation of a prime contractor for work sites where there are two or more employers represented. The designated Prime Contractor will ensure that all contractors meet, at a minimum, the health and safety standards of the City of Spruce Grove and all applicable Acts and Regulations of the Province of Alberta.

Purpose The purpose of this Procedural document is to implement a process that ensures all employers working with or for the City of Spruce Grove are suitably qualified to manage health and safety issues with respect to the work site and, when applicable, the multi-employer relationship. This procedure will satisfy the City of Spruce Grove’s obligation in regards to designating Prime Contractor status as defined in the Occupational Health and Safety Act and associated Regulations.

General Guidelines

Due Diligence The City of Spruce Grove will designate Prime Contractor status where appropriate to successful tenders awarded City contracts. Designation is made in accordance with the Occupational Health and Safety Act and associated Regulations. The City, defined as the owner under this Act, must demonstrate due diligence in its designation.

In exercising due diligence the City will evaluate employers based upon:

§ The employer’s knowledge and understanding of the Occupational Health and Safety Act and associated Regulations

§ The employer’s ability to implement and manage the health and safety system on the contracted work sites

§ The employer’s Health and Safety Program documentation

§ The qualifications and training of key personnel responsible and designated for health and safety

The employer must have a Certificate of Recognition under the Partnerships in Health and Safety Program.

City of Spruce Grove | Occupational Health and Safety for Contractors Procedure 35

Contractor Obligations Where Prime Contractor status has been awarded, any other contractors hired by the prime contractor shall be approved by the City.

When a contractor hired by the City of Spruce Grove does not have a Certificate of Recognition under the Partnerships in Health and Safety Program, the City will maintain Prime Contractor designation.

The contractor must agree to comply with all relative components of the City of Spruce Grove Occupational Health and Safety Program.

In order to exercise due diligence as the prime contractor, the City of Spruce Grove will conduct a formal safety inspection of all hired or contracted work to ensure, as far as it is reasonably practicable to do so, that City of Spruce Grove Occupational Health and Safety Program requirements are being met and the applicable Provincial Health and Safety Act regulations are being complied with. Inspection timing and frequency will be as agreed between the contractor and the City’s contract administrator.

The City contract supervisor will conduct an on-site Safe Work Practice Review. This may also be referred to as a Contractor Pre-Job Safety Meeting.

§ This review is conducted prior to commencement of any work being done.

§ This meeting is to be held with all participants.

§ This meeting is required when there is a change in the worksite, significant change in the nature of the work being conducted at the site, or there are any new workers on the worksite who have not attended a Safe Work Practice Meeting for that site.

At the completion of the contract all documentation relating to safety on the worksite must be made available for filing with the project file. This would include safety meetings, hazard assessments, inspections, etc.

City of Spruce Grove | Anti-Drug and Alcohol Policy 36



Anti-Drug and Alcohol Policy

Policy Statement The employees of The City of Spruce Grove are our most valuable resource, and for that reason, their health and safety are of paramount importance. The City of Spruce Grove will not tolerate any drug or alcohol, or illegal substance use which imperils the health and well-being of its employees, or threatens the organization. This policy is to ensure that any substance abuse/misuse can be dealt with in a fair and positive manner.

Purpose The purpose of this policy is to:

§ Outline the City of Spruce Grove’s policy on substance abuse.

§ Detail behavior that is prohibited by the organization.

§ Discuss City of Spruce Grove policy regarding substance dependency.

§ Provide employees with a set of expectations.

Responsibilities

Employees § In the event that an off-duty employee is requested to come in to work and the employee

is unfit due to the influence of alcohol or other drugs, it is their responsibility to refuse the request and ask that the request be directed to another person.

§ Any employee convicted of any substance related offense must inform the City of Spruce Grove within five (5) days of the conviction or plea. Failure to do so will result in disciplinary action up to and including termination of employment.

§ In the event of an employee’s conviction to charges relating to the manufacture, possession, sale, use, distribution, receipt, or transportation of any illegal substance, the City of Spruce Grove will determine whether disciplinary action will be taken, including the appropriateness of continued employment.

Management § Shall identify any situations that may cause concern regarding an employee’s ability to

safely perform their job functions


§ When necessary, Management shall remove from the premises any employee who is suspected to be in violation of the provisions of this policy. In the event that the suspicion is uncertain, management shall err on the side of caution and act in the best interests of the organization and the employee

§ Escort any employee in violation of this policy from the premises, using a safe and efficient manner. If the employee is suspected of being impaired arrangements will be made for the safe transportation to their home or to the hospital

§ Conduct any investigations regarding suspected violations of this policy

Policy Guidelines

Prohibited Behavior The following are strictly prohibited, and may incur disciplinary action up to, and including termination of employment, as well as any legal ramifications consistent with the necessary involvement of law enforcement agencies.

§ City of Spruce Grove employees shall not be under the influence of any drugs or alcohol which may cause impairment, while they are on company premises, operating a company vehicle, or are in the act of conducting City of Spruce Grove business regardless of location

§ The use, possession, sale, manufacture or dispensation of any illegal drug or alcohol

§ The use of alcohol or illicit narcotics off City of Spruce Grove premises that adversely affects the employee’s work performance, their own safety or the safety of others at work, or the City of Spruce Grove regard or reputation in the community

§ Failure to adhere to the requirements of any drug or alcohol treatment or counseling program in which the employee is enrolled

§ Failure to report to management the use of any prescribed drug which may alter the employee’s ability to safely perform his/her duties


Illegal Substances Any illegal drugs or drug paraphernalia will be turned over to the appropriate law enforcement agency and may result in criminal prosecution and will result in disciplinary action.

Reasonable Suspicion of Impairment Employees that are reasonably suspected to be unfit for duty will be spoken to by a supervisor and removed from the premises if necessary. Suspicions may be based on specific personal observations that other employees can describe pertaining to appearance, behavior, speech and/or the breath odor of the employee. Reasonable suspicion may also relate to any involvement in a workplace accident.

Reasonable suspicion must be documented at or near the time of the observation. In event that an employee is reasonably suspected of impairment, arrangements will be made by the supervisor for the employee to be safely sent home or to the hospital.

Substance Dependency The City of Spruce Grove understands that certain individuals may develop a chemical dependency to certain substances, which may be defined as a disease. The City of Spruce Grove promotes the early diagnosis of this disease, and encourages employees with a dependency on alcohol or drugs to pursue medical, and/or psychological treatment.

Employees are not excused from their duties as a result of their dependencies. Any employee who suspects that he/she might have an emerging drug or alcohol problem is expected to seek appropriate treatment promptly. Employees are encouraged to consult the City of Spruce Grove’s Employee Assistance Program for confidential counselling.

All medical information shall be kept confidential by the City of Spruce Grove.

Related Documents § EFAP Information § Sick Leave Policy § Occupational Health and Safety Policy § Discipline and Discharge Policy

City of Spruce Grove | Workplace Anti-Violence Policy 39



Workplace Anti-Violence Policy

Policy Statement The City of Spruce Grove recognizes the potential for workplace violence and other aggressive behavior directed at our employees, volunteers and board members. We are committed to providing our employees with an appropriate level of protection from the risks associated with workplace violence.

Purpose In accordance with the Alberta Occupational Health and Safety Regulations, the City of Spruce Grove will ensure that all employees are provided with appropriate information, instruction and training on the factors that contribute to workplace violence or a risk of workplace violence.

Responsibilities

Employees § Are required to be familiar with and follow procedures that are in place to protect them

from workplace violence

§ Must attend workplace violence prevention training sessions when available

§ Are required to immediately report all suspicions and concerns in addition to incidents of workplace violence to their supervisor or Human Resources. An Incident Report form must be filled in to initiate the investigation

§ Are responsible for participating in work site risk assessments and implementing controls and procedures to mitigate the associated risk of violence

§ In conjunction with their supervisor, will be responsible for developing safe work practices and procedures for each area hazard identified

Supervisors § Annually perform appropriate workplace violence hazard assessments, and

communicate the findings of these assessments and any actions taken to control identified hazards to all affected employees, which may include reviewing existing safe work practices and/or developing new practices

§ Ensure that employees are provided with appropriate information, instruction and training regarding workplace violence prior to the start of any new role or activity where a risk of workplace violence has been identified

City of Spruce Grove | Workplace Anti-Violence Policy 40

§ Make certain every reported incident of workplace violence is investigated, remedial actions put into place, if possible, and that regular assessments are conducted to identify potential areas of improvement

General Guidelines The City of Spruce Grove will not tolerate behavior from anyone that intimidates, threatens, abuses, injures or otherwise victimizes employees. The City will take whatever steps appropriate to protect employees from the potential risks associated with workplace violence.

Any incident of violence reported will be investigated as per the Complaint and Appeal Procedure.

Employees who have been found to have committed acts of violence in the workplace will be disciplined as per the Discipline and Discharge Policy.

No employee can be penalized, reprimanded or in any way criticized when acting in good faith while following the procedures set forth for addressing situations involving workplace violence.

Related Documents § Complaint and Appeal Procedure

§ Discipline and Discharge Policy

§ Incident Report Form

City of Spruce Grove | Workplace Anti-Harassment Policy 41



Workplace Anti-Harassment Policy

Policy Statement The City of Spruce Grove is committed to building and preserving a safe, productive and healthy working environment and will not tolerate any acts of harassment against or by its employees in accordance with the workplace rights set out by the Alberta Human Rights Commission under the Alberta Human Rights Act.

Purpose This policy defines what is considered harassment and outlines guidelines regarding how complaints will be handled.

Responsibilities

Employee Employees are personally accountable and responsible for enforcing this policy and must make every effort to prevent discrimination or harassing behavior within the workplace.

Any employee who has witnessed harassment in the workplace shall:

§ Inform the harassed person that they witnessed what they believe to be harassment and that they find it unacceptable. Support is often welcome

§ Encourage the harassed person to report the incident to their supervisor

Supervisor § Be sensitive to the climate in the workplace and take immediate action to resolve any

situation that involves harassment

§ Support the employee without prejudging the situation.

§ Conduct investigations as required on allegations of harassment

§ Protect the privacy of the individuals involved and ensure complainants and respondents are treated fairly and respectfully

Human Resources § Assist employees and supervisors in investigating and preparing documentation for

incidents of harassment


§ Protect the privacy of the individuals involved and ensure complainants and respondents are treated fairly and respectfully

§ Ensure discipline or corrective actions have been taken for any violation of this policy

§ Keep on file all formal complaints, accompanying documentation and findings of any investigation. Information from a previous investigation resulting in a substantiated complaint may be used for review and consideration purposes in the event of a new allegation

General Guidelines

Causes for a Complaint The following are examples of behaviour that may be cause for a harassment complaint:

§ Unwelcome or offensive remarks, jokes, innuendoes, propositions, or taunting

§ Leering (suggestive persistent staring)

§ Unwanted or uninvited physical contact

§ Refusing to speak to or work with someone or treating someone differently because of their background or appearance

§ Attempts to intimidate an employee verbally or physically in a manner that could cause physical or mental injury to the employee

Procedure § Any employee who believes they are being harassed should make it clear to the

offender that such behavior is unwanted and unacceptable. Should the behavior continue, they must report the situation to their immediate Supervisor or Manager and Human Resources.

§ Should an employee be harassed or threatened by an individual from outside of the workplace, they are required to report their concerns to their supervisor immediately.

§ All reports of harassment must be made in writing. The individual feeling harassed should, record details of the unwanted behaviour, names of any witnesses to the harassment and any attempts to resolve the issue. This shall be submitted to a supervisor, department manager or Human Resources.

§ Written reports must be submitted within five (5) working days of the incident.

§ Reports of harassment will be investigated pursuant to the Complaint and Appeal Procedure. All investigations will be conducted in strictest confidence and the individual shall be protected from retaliation for lodging a complaint. All attempts shall be made to reach a reasonable resolution through mediation of the complaint with all parties involved.


§ In the event that a complaint is substantiated and a reasonable solution to halt the unwanted behaviour is not possible, appropriate disciplinary measures shall be applied up to and including dismissal as per the Discipline and Discharge Policy.

§ Where a complaint is not substantiated due to lack of evidence or other reasons, both parties shall be informed of the rationale used, with the complainant being notified first.

§ A complainant may request that the investigation be re-opened in the event pertinent new evidence can be provided, or a reprisal due to the allegation has occurred.

False Complaints Making a false complaint or providing false information about a complaint is prohibited and a violation of this Anti-Harassment Policy. Any complaints made in bad faith, if demonstrated as being such through convincing evidence, are subject to disciplinary and/or corrective action, up to and including termination of employment.

General Provisions Managing and/or coaching that includes performance appraisal, work assignment, and the implementation of disciplinary actions, is not a form of harassment, and the policy does not restrict a manager or supervisor’s responsibilities in these areas.

Should an employee have a legal court order (e.g. restraining order, or “no-contact” order) against another individual, the employee may be required to notify their supervisor and to supply a copy of that order to Human Resources. This will likely be required in instances where the employee strongly feels that the aggressor may attempt to contact that employee in the workplace. Such information shall be kept confidential to the extent possible.

Related Documents § Discipline and Discharge Policy

§ Complaint and Appeal Procedure

§ Alberta Human Rights Act

§ Alberta Human Rights Commission

City of Spruce Grove | Complaint and Appeal Procedure 44

Procedure Number: 9,015 Approved by: City Manager


Complaint and Appeal Procedure

Procedure Statement The City of Spruce Grove supports a cohesive and respectful workplace. Employees are expected to support this philosophy and come forward and report any alleged violations.

Purpose The procedure supports resolutions to issues or complaints in a timely and fair manner.

Responsibilities

Employees § Will participate in any complaint investigation with integrity and honesty

Supervisors § Will receive written complaints and consider each to be genuine

§ Will investigate complaints and follow up with any involved employees and Human Resources

Human Resources § Will provide guidance and information to employees regarding the complaint process

General Guidelines

Confidentiality The complaint will be shared with the respondent. All information will be treated as confidential and only released to those individuals appropriate to the investigation.

Complaints Made Against City Employees by Outside Parties § All complaints must be provided in writing to the employee’s supervisor.

§ A supervisor will share the complaint with the respondent as soon as it is practical to do so.

§ If the supervisor finds that the complaint has merit, an investigation will proceed.

City of Spruce Grove | Complaint and Appeal Procedure 45

§ An investigation will establish the facts and determine whether the complaint will be acted upon or dismissed.

§ A written decision shall be made within ten (10) working days of the initial complaint.

Complaints Made Against City Employees from Within the Organization § All complaints must be provided in writing.

§ The complainant shall discuss and document the issue with either their supervisor or Human Resources. Copies of the document will be forwarded to the employee’s immediate supervisor and Human Resources.

§ The immediate supervisor or Human Resources will discuss the complaint with the respondent within seven (7) working days of the incident(s).

§ If it is found that the complaint has merit, an investigation will proceed.

§ An investigation will establish the facts and determine whether the complaint will be acted upon or dismissed. A written decision shall be made within ten (10) working days of the initial discussion with the respondent.

§ Copies of the decision will be forwarded to the Department General Manager or Manager and Human Resources.

Appeal of Decision Process § Should either employee feel the situation has not been adequately addressed they may,

within seven (7) working days of receipt of the written decision, request the issue be taken to the next level (Manager, General Manager or City Manager as appropriate).

§ The appropriate party will review all the necessary documents and render a decision within 7 (seven) working days of their receipt of the appeal. The decision will be reviewed by the City Manager prior to being discussed with the employees. The decision will be final.

Any time lines may be extended if required by mutual agreement of the parties involved.

City of Spruce Grove | Performance Planning and Appraisals Policy 46



Performance Planning and Appraisals Policy

Policy Statement The City of Spruce Grove believes that performance planning and appraisal is a valuable tool used to build strong, committed, creative and competent employees.

Purpose This policy shall apply to all City employees and is intended to:

§ Let employees know what is expected of them

§ Let employees know if they are meeting performance expectations

§ Encourage constructive dialogue between the City and its employees

§ Help employees plan for improving performance as necessary

§ Assist with the employee’s career development

§ Have a formal record/document of the employee’s performance results

Responsibilities

Employee Actively participate in the performance planning and appraisal process. For example, the City of Spruce Grove believes it entirely appropriate for an employee to complete a draft performance planning and appraisal form in respect of her or his own performance and that the completed form may serve as a discussion point during the process.

Supervisor § Ensure that performance planning and appraisal is carried out for employees in their

respective areas of responsibility.

§ Meet with each employee in their area and document the results of the performance appraisal at both the mid-year and year-end.

§ In the case of an employee who is transferred to a different location during the performance period, the employee’s new Manager/Supervisor will complete the performance planning and appraisal form, but must seek input from the employee’s former Manager/Supervisor.

§ Annually review each position description within their scope of responsibility.

City of Spruce Grove | Performance Planning and Appraisals Policy 47

Human Resources § Be a resource for supervisors/managers on how to conduct the performance appraisal

process.

§ Ensure there is an approved process and prescribed form for recording the performance results.

§ On completion of the performance planning and appraisal form, a copy shall be given to the employee and the original document shall be placed on the employee`s personnel file.

General Guidelines

Process The performance of all permanent and temporary employees of the City of Spruce Grove shall be reviewed and documented as follows:

§ One month prior to the expiry of a probationary period

§ On or near the mid-point of the City's fiscal year, and prior to the end of the City's fiscal year (31 December)

The City of Spruce Grove's performance planning and appraisal forms will be used as the basis for this process. Supervisors will conduct performance evaluations using the appropriate form according to the position being evaluated.

Appeal Any employee has the right to appeal their performance appraisal rating.

Related Documents § Performance Appraisal Form

§ Performance Appraisal Appeal Procedure

City of Spruce Grove | Performance Appraisal Appeal Procedure 48



Performance Appraisal Appeal Procedure

Procedure Statement Where a dispute arises over the interpretation, meaning, operation or application of the City's performance planning and appraisal system, a non-union employee may seek redress through the appeal process.

Purpose This policy provides the parameters for appealing a performance appraisal rating.

Performance Appeal Process The Performance Appeal Process shall proceed in the following sequential order:

§ The employee will verbally appeal the performance appraisal with their supervisor and attempt to resolve the matter.

§ Failing a satisfactory resolution of the matter at Step One and within five (5) working days of having received the performance appraisal the employee shall provide a written appeal to the next level of management who shall respond within five (5) working days.

§ Failing a satisfactory resolution of the matter at Step Two, the employee may, within five (5) working days of notification of the decision at Step Two, submit a written appeal to the Human Resources Manager. The Human Resources Manager, in consultation with the City Manager, or their designate General Manager, shall render a decision within ten (10) working days. This decision shall be final. A copy of this decision shall be provided to the Human Resources Manager and to the responsible Manager and Supervisor.

Where an employee reports directly to the City Manager, the appeal shall be made to the City Manager. The City Manager shall consult with relevant stakeholders as appropriate, shall review the matter, reach and communicate a decision, which shall be final and binding. This decision shall be communicated by the City Manager to the employee and to the Human Resources Manager within fifteen (15) days of receipt of the appeal.

The Human Resources Manager shall take any administrative action necessary to implement the City Manager's decision.

Extensions to the time limits may be arranged through mutual agreement between the parties.

Related Documents § Performance Planning and Appraisals Policy

City of Spruce Grove | Discipline and Discharge Policy 49



Discipline and Discharge Policy

Policy Statement The City of Spruce Grove recognizes that discipline and/or termination of employment may be necessary should staff member’s objectives be incompatible with the City of Spruce Grove, should they be unable or unwilling to fulfill the requirements of the position, or should they fail to comply with the Administrative Policies of the City.

Purpose The purpose of this policy is to outline the parameters for discipline and discharge of employees.

Responsibilities

City Manager/Manager § The City Manager and/or Managers shall consult with Human Resources when

disciplining and/or dismissing an employee.

§ The City Manager and/or Managers have full authority to discipline or dismiss any City employee for just cause.

Human Resources § Human Resources will provide advice and assistance on all types of discipline including

dismissal.

§ Human Resources will ensure discipline is documented and placed on the employee’s file.

General Guidelines

Progressive Discipline Progressive discipline, which aims to be corrective in nature, will be used in most cases of where there is a breach of rules or regulations or infractions. The seriousness of the infraction or violation will determine the nature and severity of the disciplinary action applied.


Examples of infractions that would warrant disciplinary action include, but are not limited to, the following:

§ Theft

§ Breach of rules and regulations

§ Misconduct

§ Insubordination

§ Tardiness and Absenteeism

§ Harassment

§ Unacceptable Performance

§ Bullying

§ Unsafe work practices, etc.

The progression of formal discipline may include:

§ Documented Formal Warning

§ Supervisor’s written report

§ Suspension without pay

§ Demotion

§ Termination of employment

Disciplinary Process Should disciplinary action be deemed necessary, a meeting between the Supervisor, employee and Human Resources will take place to discuss the issue, corrective action required, and the consequences of any further incidents, prior to the Supervisor’s report being finalized.

Documentation on the employee’s file will contain the infraction, the corrective action required and the consequence of not following the corrective action. Copies of the disciplinary document will be provided to the employee, related management staff, and Human Resources.

Appeal and Expunging of Disciplinary Record Every employee has the opportunity to appeal disciplinary action. Employees may apply to Human Resources, in writing, to have their disciplinary documents removed from their employee file after eighteen (18) months have lapsed provided the employee has maintained a clear record by meeting acceptable performance expectations and no further disciplinary action took place during that time period.

Human Resources and the appropriate General Manager or Manager will review the application to determine whether or not the records will be removed and respond accordingly.


Termination of Employment Termination of employment will be administered in accordance with City HR Management policies, collective agreements, and relevant legislation.

Monies Paid Out and Recovered Upon Discharge An employee who ceases employment, for any reason, will receive any monies owing to them for time accrued to the date of termination. Vacation accrual will cease and be paid out upon termination of an employee which will be the last day an employee is physically at work. The City of Spruce Grove reserves the right to recover any monies owing to the City by the terminated employee by reducing the amount paid out on termination.

Related Documents § Alberta Human Rights Act

§ Alberta Employment Standards Code

§ Complaint and Appeal Procedure

§ Discipline Form

City of Spruce Grove | Recruitment Policy 52



Recruitment Policy

Policy Statement The City will recruit the “best fit for the position” in terms of attitude, skills, education, experience and ability to meet the position requirements.

Purpose This policy outlines the guidelines for recruitment of City employees.

Responsibilities Human Resources will coordinate and oversee the recruitment process.

Recruitment Guidelines

Approvals All recruitment shall be conducted in accordance with the following approvals.

§ Budget approval is required for the recruitment of all newly created permanent positions.

§ Recruitment of all approved positions will be centralized through Human Resources.

§ A Recruitment Request Form must be submitted to commence the process which includes the CAO and Department Head designated as approving authorities.

Postings § Temporary appointments for up to three (3) months may be made without posting the

position. Supervisors may consider temporary acting appointments as opportunities for developmental assignments while recruitment for the vacant position is in progress. Permanent positions and temporary positions of three (3) months or longer will be posted.

§ A posting labeled "Internal Posting" is open to current employees only.

§ Internal postings will be considered and approved in the case of restructuring or when there are qualified internal applicants. When there are two or more qualified internal candidates that might apply on the competition, Human Resources may recommend to the hiring Supervisor that an internal posting be considered.

§ In consultation with Human Resources, the decision to advertise beyond an internal posting will be made by the Supervisor responsible for hiring for the position.

City of Spruce Grove | Recruitment Policy 53

§ The City Manager, in conjunction with the hiring Supervisor and Human Resources, may appoint a qualified current employee to a position without posting. This may occur due to re-organization or when an employee has been working in an acting capacity. The employee will have a clearly identified advantage, in that they are fully qualified, display adherence to the City’s Shared Principles and be performing the duties in a fully competent manner or exceeding expectations while in the acting capacity.

Nepotism The City Manager may approve the hiring of an immediate family member of an employee of the City provided the City Manager is satisfied that:

§ The recruitment process has been followed appropriately and not been unduly influenced.

§ No employee will be directly supervised or influenced by a relative or member of their immediate family and no employee will work in the same section as another immediate family member.

Probationary Periods All staff will serve the following probationary periods:

§ Administrative - three (3) months

§ Management staff - six (6) months

Probationary periods may be extended after an evaluation is conducted between the employee and supervisor outlining performance concerns or issues. This may only occur in an unusual situation with extenuating circumstances and requires City Manager approval.

During probation an employee may be terminated for cause without notice.

When an employee is working in an appointed position and the appointment becomes permanent, time served may be recognized towards completion of the probationary period.

Related Documents § Recruitment Request Form

City of Spruce Grove | Workplace Learning Policy 54



Workplace Learning Policy

Policy Statement The City of Spruce Grove is committed to the continuous learning of its employees and supports ongoing employee learning and development as an opportunity for improving the overall performance of the organization by preparing employees to meet the current and future municipal service needs of the citizens of Spruce Grove.

Purpose Learning and training includes that which is legislated by statute and required for certification standards. In addition, technical skills must be kept current and employee development is encouraged. This policy provides the parameters for workplace learning.

Different types of learning opportunities are defined in the glossary.

Responsibilities

Employees § Take the initiative in their own development by researching learning opportunities and as

a minimum identifying them in annual performance appraisals

§ Complete and submit all applicable forms required for training approval

§ Ensure approvals are obtained before registering for any course or development opportunity

§ Cooperate and enthusiastically apply themselves to any training and development opportunities they are granted approval to attend

§ Be prepared to make a personal and/or financial contribution toward their development

§ Maintain the professional and technical designations required by their position

§ Identify and pursue appropriate training and development opportunities

§ Follow through on the specific and agreed upon training and development plans established with their supervisor

§ Furnish proof of successful completion of a training course (e.g. certificate, marks) to their Supervisor and a copy to the Human Resources Department for their employee record


§ Notify the Supervisor in writing of withdrawal from any subsidized, external training activity in which the employee is registered

Supervisor § Provide reasonable opportunity, within available resources, for employees to enhance,

develop or maintain their skill level

§ Coach employees by identifying skill and knowledge training needs and development opportunities

§ Plan and evaluate training as an element of the Performance Planning and Review Process

§ Ensure that specific training and development activities identified as requirements for employees are met

§ Ensure that the budget planning includes requests for training and development as identified for City employees

§ Review any training and development requests made by employees and inform them of the decision as soon as practical

§ Support the employee while learning and integrating new skills into the workplace

Human Resources § Advise and assist Departments in administering training and development and in

evaluating resources to meet these needs

§ Work in conjunction with the sponsoring Department to Coordinate City-wide training and development activities

§ Ensure that budget requests include general training and development proposals identified for City employees

§ Ensure all employees have access to all forms necessary for approval of training

§ Maintain all employee training files, electronically and physically

General Guidelines

Approval and Training Costs § Approved training must be relevant to the position occupied or to the City as a whole.

§ Any costs related to the learning opportunity must also be approved within budgetary limits of the City.

§ The costs of training may include fees, textbooks and other incidentals required for the program.


§ The estimated cost will be determined at the time of approval and the City will pay the approved amounts directly to the service provider(s) where feasible at the time of approval.

§ Travel and subsistence (if applicable) will be paid per the approved training session in accordance with the Business Travel and Expense Policy.

§ The City of Spruce Grove may seek assurances in the form of a “Return Service Agreement” when the cost of education and a leave are granted. This will be determined on a case by case basis. The Employee, as such, agrees to continue their employment with the City of Spruce Grove for a minimum period set out in the service agreement regarding time and repayment terms should they leave prior to the end of the agreement.

§ In the event an employee member does not complete or pass the training paid for by the City, the employee must reimburse the City for all costs incurred. The employee may apply to their Department General Manager to forgive the repayment in extenuating circumstances.

Training Expectations or Knowledge Sharing The City of Spruce Grove has a reasonable expectation that employees will apply the knowledge and skills on the job, as well as share this knowledge with other employees, whenever possible, to maximize the positive impact of the learned skills in their work environment.

Related Documents § Application and Approval Training Form

§ Return Service Agreement

§ Business Travel and Expense Policy

City of Spruce Grove | Membership and Professional Fees Policy 57



Membership and Professional Fees Policy

Policy Statement The City of Spruce Grove promotes the membership of employees in work-related organizations that provide staff with a means to enhance their knowledge and professionalism or which may be required to carry out their responsibilities within the City.

Purpose This policy establishes the parameters for memberships and professional fees.

Responsibilities

Employee Responsibilities Employees are responsible to bring memberships forward for approval and ensuring that the memberships are maintained and renewed as needed.

Supervisor Responsibilities Supervisors must account for all membership expenditures within their operating budgets.

Membership Fees and Guidelines Memberships in professional and occupational organizations that provide a benefit to the City may be approved by the applicant's Supervisor in consultation with Human Resources. The membership fee of an approved application will be paid by the City within budgetary limits.

The fees to hold a professional membership that is required by legislation or a position description will be paid by the City.

City of Spruce Grove | Business Travel and Expense Policy 58



Business Travel and Expense Policy

Policy Statement The City of Spruce Grove believes that employees should be fairly compensated for business related travel. Travel should be undertaken with the view of maximum efficiency in a fiscally responsible manner.

Purpose This policy set out the parameters for business related travel compensation.

Responsibilities

Employee § Must have additional insurance coverage in the amount of one million dollars liability for

use of their personal vehicle for business purposes

§ Submit employee expense claims on the required forms for business related travel expenses

§ Seek the most cost effective mode of transportation and accommodations when making travel arrangements

Supervisor § Approve employee travel

§ Ensure that all travel outside of Canada is approved by the City Manager

§ Review and approve employee travel expense claims

Finance Maintain all related expense forms with current reimbursement rates as set out in this policy.

General Guidelines

Use of City Vehicle City owned vehicles are to be used for City approved business only. Staff whose duties necessitate the use of a City owned vehicle may stop for minor convenience purposes.

City of Spruce Grove | Business Travel and Expense Policy 59

City owned vehicles may only be used as an employee’s primary vehicle if required under their terms of employment.

Use of Personal Vehicle Employees using their personal vehicle for City business shall be compensated at the published rate for vehicle travel expenses in accordance with the Canada Revenue Agency for the Province of Alberta. This rate will be followed for each tax year. This rate is intended to cover the cost of using their personal vehicle, including vehicle maintenance and fuel costs.

Employees claiming mileage expenses must submit a proof of personal liability insurance, of a minimum one million dollars. This proof would be a copy of their insurance and need only be submitted with the expense report once per year.

Related Travel Expenses Other means of transportation and related expenses will be paid on submission of receipts.

All travel outside of Canada must be approved by the City Manager.

Accommodation and meal expenses will be paid at reasonable actual costs upon production of receipts or statements. In the event there are no receipts available, the City will reimburse meal expenses at the rates published by the Treasury Board of Canada Secretariat. These rates will be followed for each calendar year.

If a spouse/partner accompanies an employee on City business, the expenses of the spouse/partner for travel and meals are considered a personal expense.

Related Documents § Corporate Vehicle Procedure

§ Employee Expense Form

City of Spruce Grove | Corporate Vehicle Procedure 60

Procedure Number: 9,011 Revised Approved by: City Manager


Corporate Vehicle Procedure

Procedure Statement The City of Spruce Grove recognizes that some employees are required to operate City vehicles during the course of their daily duties. Further, a subset of those employees are required to keep City vehicles in their possession after regular working hours in order to perform City related work including response to emergency call-outs.

Business activities requiring the use of City owned transportation or a City vehicle should be undertaken with the view of maximum efficiency in a fiscally responsible manner.

Purpose The purpose of this document is to ensure Employees will be governed by the following established guidelines and consistent application of this procedure across all sections while recognizing operational requirements.

The Fire Chief and Deputy Chief, when operating the assigned Fire Chief’s vehicles are exempt from this procedure due to the terms and conditions of their employment.

Responsibilities

Employees § Understand and follow this procedure and conduct any assigned duties that require the

use of a City vehicle in accordance with the conditions laid out herein

§ Understand and follow all motor vehicle operation legislation including any City of Spruce Grove bylaws, which may pertain to vehicles

§ Advise Payroll of changes to their place of residence and the corresponding number of round trip kilometers between home and their normal place of work

§ Maintain and provide proof of a valid driver’s license

Manager and Supervisors § Department General Managers of the department affected establish the operational

requirement for employees to take home City vehicles after working hours (and keep those vehicles with them) while off-duty or on stand-by for emergency call-out purposes.

§ Provide vehicles to staff based upon criteria listed within this procedure and to periodically justify his/her department’s use of City vehicles during working hours


Payroll § Regularly review Canada Revenue Agency Income Tax Regulations and take action

necessary to ensure the City is complying with these regulations

§ Develop and maintain processes to record and report all required taxable benefit amounts

§ Enter taxable benefit data into the Payroll system at beginning of each year and calculate any adjustment amounts at year-end for all employees entitled to the benefit as per Canada Revenue Agency Regulations

Procedures

Providing City Vehicles to Employees during Working Hours § City vehicles will be made available to employees to carry out their day-to-day functions

in circumstances where operational requirements warrant a vehicle and where that need cannot practically or cost-effectively be met through other means.

§ Employees shall use City vehicles solely for the purpose of carrying out the operational mandate assigned by the General Manager or designate.

§ Employees shall not be permitted to carry non-work related passengers or cargo.

Providing City Vehicles to Employees during Non-Working Hours or Off-Duty/Standby Periods § A clear operational requirement must be established prior to any employee taking a

vehicle home (and keeping it with him/her) while off-duty or on standby for emergency call-out.

§ City vehicles shall only be taken home or used for out-of-town travel purposes when such use is clearly work-related. When on vacation or extended sick leave, employees will leave City vehicles at their normal place of work.

§ Criteria in determining whether a city vehicle should be provided and taken home by an employee who is responsible for responding to after-hours calls shall include the following:


§ Operational practicality

§ Whether more cost-effective options exist such as reimbursement for mileage

§ Frequency of call-out experience

§ Necessity for the work to be performed outside of the normal working hours

§ Expectations of the public for immediate service

§ Urgency of response time

§ Potential consequence of a delayed response

Appropriate Usage of City Vehicles while On Duty or Off-Duty/Standby § Unrestricted personal use of a City vehicle by any employee is prohibited.

§ Only the authorized City employee may operate a City vehicle at any time.

§ Operation of the City vehicle while impaired by alcohol or drugs may result in immediate dismissal.

§ The employee must respond directly to the prescribed work location when called to do so.

§ Any use of a City vehicle, must not only be appropriate but also be seen to be appropriate by any reasonable member of the public. Any inappropriate use of a City vehicle may lead to disciplinary action.

Treatment of Taxable Benefit arising out of Employee Personal Use of Corporate Vehicles Canada Revenue Agency Regulations stipulate that any personal use of an employer’s vehicle must be treated as a taxable benefit. Employees who are required to keep City vehicles in their possession during non-working or after regular working hours in order to perform City related work including response to emergency call-outs, may be subject to a taxable benefit. This procedure, in part, has been established to deal with the taxable benefit process.

Application of this procedure shall recognize and comply with the Canada Revenue Agency Income Tax Regulations.

The Fire Chief and Deputy Chief, when operating the assigned Fire Chief’s vehicles are exempt from this procedure due to the terms and conditions of their employment.

Record Keeping Related to Taxable Benefit Departments shall keep Payroll informed when employees are added to/deleted from the list of employees who are provided with City vehicles to take home. Employees who are assigned to take home a vehicle will track personal use kilometers and submit them to Payroll prior to year-end.


Applicable Canada Revenue Agency Income Tax Regulations

Personal Use of City-owned vehicle includes the following: § Travel between employee’s place of work and home, even though the employee may

have to return to work after regular duty hours

Exception: employer required employee travel between home and a point of call other than the employer’s normal place of business where the employee normally reports, is not considered personal in nature

§ Maintaining radio contact with the employer’s place of business while driving home does not change the personal nature of the trip

Employers and employees should keep records on the use of motor vehicles so that the total kilometers driven in a calendar year by an employee may be properly apportioned between work and personal travel.

Related Documents § Canada Revenue Agency Income Tax Regulations

City of Spruce Grove | Service Recognition Policy 64



Service Recognition Policy

Policy Statement The City of Spruce Grove promotes recognition of employee service and desires to formally recognize such service to the City.

Purpose This policy provides guidelines for formal recognition of the service of City employees. This policy will not apply to groups of employees where service award recognition has been negotiated within a collective agreement.

Responsibilities

Supervisors § Complete a citation for each employee being recognized within their area

Departmental § After confirming length of service and funds available with Human Resources, the

Department is responsible for organizing a farewell event for a departing employee in their area

Human Resources § Verify years of service for every employee

§ Coordinate the service award recognition event and presentation of the service awards

Service Award Recognition

Eligibility Permanent employees with continuous service of at least 17.5 hours per week will be recognized in the following increments and corresponding awards.

City of Spruce Grove | Service Recognition Policy 65

Years of Service Pin Recognition Values

5 5-year pin $200 cash or choice of item valued at $200




25 25-year pin $1,000 cash or choice of item valued at $1,000



All cash and gift cards are taxable benefits. Any gifts valued over $500 are also taxable benefits.

Service will be determined by the calendar year the employee first assumed a permanent position with the City. Breaks of service for an absence of less than 100 calendar days or a maternity/parental leave of less than 365 calendar days shall not constitute a lost year.

Service recognition awards will be presented annually at an appropriate City function as determined by the City Manager. Should an employee terminate service between reaching a milestone service date and the City function, they will be either invited to attend the service awards recognition function or be awarded the amount at their farewell function.

Farewell Recognition When a farewell function is planned for a departing permanent staff member, the City will contribute toward the expenses and gift based on the employee’s service as set out below:

Years of Service City Contribution to Gift or Social Event

1 to 5 years $100.00

6 to 10 years $200.00

11 to 15 years $300.00

16 to 20 years $400.00

21 to 25 years $500.00

26 to 30 years $600.00

31 to 35 years $700.00

36 or more years $800.00

There will be no cash payment to a departing employee.

City of Spruce Grove | First Aid Procedure 66



First Aid Procedure

Procedure Statement The City of Spruce Grove will ensure that there is a response to any reported injury or illness. In accordance with the Occupational Health and Safety Code, the City of Spruce Grove must provide first aid services, supplies and records.

Purpose The purpose of this procedure is to ensure employees quick access to first aid treatment and expert medical help in the case of work-place injuries.

Definition First Aid Attendants are those staff members who are certified in first aid.

Responsibilities

Employees § Follow the orders of the First Aid Attendants, regardless of their position at the City

§ Advise the ASSET department if they have used, or know that supplies have been taken from the First Aid Kits

§ Complete the form in the First Aid Records Book when kit seals are broken

Injured Employees § Report all injuries to their immediate Supervisor

§ Obtain an Information Package from their supervisor or Human Resources before leaving the worksite, or at the earliest possible opportunity and complete all pertinent forms

§ Return the completed package to their Supervisor after their appointment with the heath care provider or as soon as reasonably practical

First Aid Attendants § Respond to a call for First Aid Treatment

§ Provide First Aid according to their level of training


§ Complete and forward a First Aid Record Form to the injured employee’s supervisor, for all workplace injuries requiring First Aid treatment

Supervisors § Forward First Aid Record Forms to Human Resources

Assets § Maintain and inspect first aid kits every two weeks

§ Ensure the number and type of each first aid kit is appropriate for each worksite

§ Order supplies for the first aid kits, as requested, to ensure they are always fully equipped.

Human Resources § Ensure First Aid training is provided for staff on a regular basis

§ Ensure the appropriate number and level of trained first aid attendants are present at each worksite as per the Occupational Health and Safety Code

§ Retain completed First Aid Record Forms in accordance with the corporate records structure

§ Provide a list of First Aid attendants on the Health and Safety Bulletin Board in each department

General Guidelines

First Aid Kits and First Aid Equipment First Aid Kits and Equipment must be:

§ Quickly and easily accessible during all working hours

§ Ready for use and protected from elements such as heat, cold, wind and moisture

§ Clearly marked to indicate they are intended for First Aid

Procedure for Reporting First Aid Incidents § If First Aid is required, a First Aid attendant must be summoned to assist.

§ First Aid Report Forms, which are located in or near the First Aid Kit, are to be completed by the First Aid Attendant.

§ First Aid Reports must be completed and forwarded to the Injured Employee’s Supervisor within 72 hours of the incident.

§ All calls for First Aid must be reported to the Supervisor on the day of the incident.


§ If transportation of the injured employee is required, the First Aid Attendant shall call 911, or the First Aid Attendant will designate someone to call 911.

Related Documents § Accommodation and Return to Work Program Policy

§ Modified Work Procedure

§ Workers Compensation and Injury Procedure

§ Sick Leave Policy

§ First Aid Report Form

§ Occupational Health and Safety Code

City of Spruce Grove | Workers’ Compensation and Injury Procedure 69



Workers’ Compensation and Injury Procedure

Policy Statement Workers’ Compensation is a liability and disability insurance system set up under the Alberta Workers’ Compensation Act to protect employers, workers and city volunteers against the impact of work-related injuries. It compensates injured workers for lost income, health care and other costs related to their injury. It also protects both the employer and workers from being sued for work-related injuries

Purpose This procedure outlines the necessary processes when reporting Workers’ Compensation Board (WCB) claims.

Eligibility This insurance applies to all City of Spruce Grove employees and volunteers.

Responsibilities

Employee § Notify supervisor immediately, or when reasonably practical, of an injury or illness

§ Complete a Worker’s Report of Injury or Occupational Disease, when required

§ Participate fully in their recovery and return to work program. To start this process, the employee must provide their health care provider with the information package and return the completed package to their supervisor as soon as reasonably practical

§ Regularly communicate with their supervisor regarding their recovery

§ Provide medical information to benefit carriers or designated third parties to determine and maintain eligibility for disability benefits

§ Provide written medical information to their Supervisor determining medical restrictions and abilities

§ Take responsibility for their own well-being by ensuring they do nothing to aggravate their illness or injury

§ Cooperate by participating in the modified work program or alternate rehabilitative employment approved by their treating physician or rehabilitation professional. Any


refusal by an employee to participate in the modified work will be forwarded immediately to WCB or the benefit provider and may affect the payment of benefit.

Supervisor § Provide the employee with an occupational information package before the employee

leaves the worksite, or at the earliest possible opportunity

§ Complete and fax the Employer’s and Worker’s Report of Injury or Occupational Disease on all reportable incidents within seventy two (72) hours of becoming aware of incident. If the Workers report is not available, ensure the Employer’s Report is faxed within this timeframe

§ Advise Human Resources of injury or illness

§ Forward to Human Resources a report from the employee’s physician stating that the injury resulting from the incident was the cause of the employee’s absence from work and all other pertinent information relating to the claim

§ Maintain bi-weekly contact with the employee if the employee is unable to return to work

§ Document all contact information and provide Human Resources with the documentation for filing in the employees file at Human Resources

§ Supply Human Resources with a description of modified duties or tasks that can be completed within the work area and work with Human Resources to create a return to work plan

§ Confirm medical clearance with Human Resources prior to the disabled or sick employee’s return to regular or modified work

§ Within twenty four (24) hours of an employee’s return to work, report to Human Resources that the employee has returned to work

Payroll § Prepare, balance and file the annual WCB return

§ Ensure appropriate salaries and benefits are provided to the injured employee

Human Resources General Accountabilities

§ Develop and recommend policies, procedures and programs relative to the modified work and accommodation program. Actively promote the disability management program to ensure awareness and support

§ Inform new or returning employees of disability management programs during orientation


§ Assist Managers/Supervisors in understanding and complying with the Guidelines established for the Modified Work Program and relevant legislation

§ Maintain a record of all work-related injuries/illnesses reported

§ Maintain an inventory of physical demand analysis (PDAs)

§ Reviews PDA’s annually and identify what is expected of those who will be involved in the implementation of this procedure

§ Review physical demand analyses annually

Case Specific Accountabilities

§ Liaise between The City of Spruce Grove and the Worker’s Compensation Board

§ Obtain all necessary forms for reporting

§ Forward WCB statistics quarterly to senior management

§ Notify WCB within twenty four (24) hours of an ill or injured employee’s return to work

§ Notify WCB of any change in an ill or injured employee’s circumstances that may affect his/her entitlement

§ Notify Payroll of an ill or injured employee’s claim and when returning to work (transitional or full duty)

§ Create and maintain an employee WCB file

§ Maintain contact with the employee if the employee is unable to return to work

§ Maintain an inventory of physical demand analyses (PDAs)

Reportable Claims Workers’ Compensation Claims (WCB) Forms are to be completed within 72 hours when:

§ Any occupational injury or an illness occurs to an employee.

§ The employee is off work beyond the day of their illness or injury

§ The employee requires modified work beyond the day of their illness or injury

§ The illness or injury may result in a permanent disability or death

§ A disabling disease or condition caused by occupational exposure or activity is discovered

§ Injuries require medical treatment

§ Incidents resulting in the need for dental treatment, eyeglass repair or replacement, damage or breakage of an artificial limb, etc. are required upon request by WCB or Human Resources


Related Documents § Modified Work Procedures

§ Benefits Policy

§ Workers’ Compensation Package

City of Spruce Grove | Workers’ Compensation Board Supplemental Benefit 73



Workers’ Compensation Board Supplemental Benefit

Policy Statement The City of Spruce Grove recognizes the inherent risks and dangers involved in fire-fighting positions and is committed to providing all employees involved in professional fire-fighting positions with the same benefits.

Purpose The purpose of the WCB Supplemental Benefit is to provide non-unionized professional fire-fighting positions with the same benefits provided in the IAFF Collective Agreement.

Eligibility To be eligible for this benefit the Employee must:

§ Be in a permanent, full-time position

§ Be employed as the Fire Chief or the Deputy Fire Chief

General Guidelines The City of Spruce Grove agrees that a Workers’ Compensation Board Supplementary Benefit shall be established for the positions of Fire Chief and Deputy Fire Chief under the following conditions:

§ The incumbent is prevented from performing his or her work for the City because of an occupational disability that is sustained during the course of their work

§ The disability is recognized by the Workers’ Compensation Board as compensable

§ The employee is receiving Workers’ Compensation Board Benefits for loss of wages and other allowances

Benefit Amount The City will supplement the award made by the Workers’ Compensation Board for loss of wages and any other allowances (excluding non-economic loss payments), to one hundred percent (100%) of the employee’s regular net pay.

In no case shall the combined payments from the City and Workers’ Compensation Board exceed the regular net earnings of the member. There shall be no duplication of payment from either the City or the Workers’ Compensation Board.

City of Spruce Grove | Workers’ Compensation Board Supplemental Benefit 74

Payment of Benefit Payment shall coincide with the date of commencement of the Workers’ Compensation Board benefit payment and shall continue:

§ Until the Workers’ Compensation Board certifies that the employee is able to return to work (either full or modified/light duties).

§ Until the employee is granted a permanent pension.

§ Until the employee is entitled to any pension.

§ For a period of time not to exceed twenty-four (24) months; whichever comes first.

City of Spruce Grove | Modified Work Procedures 75



Modified Work Procedures

Procedure Statement Modified work is a vital component of a return-to-work program. Modified work assists in the rehabilitation and early return to work of ill or injured employees. The City of Spruce Grove will make every reasonable effort to provide suitable temporary modified employment to any employee unable to perform their regular duties.

Purpose The purpose of this Procedural document is to provide guidelines for the administration of the Accommodation and Return to Work Program Policy. This document outlines detailed responsibilities and accountabilities for those involved in facilitating a return to work program for an employee who has suffered a significant illness or injury.

Responsibilities and Accountabilities

Employee § The employee is responsible for participating fully in their recovery and return to work

program. To start this process, the employee must provide their health care provider with the Information Package and return the completed package to the 3rd party provider as soon as reasonably practical.

§ The employee must provide written medical information to Human Resources and their Supervisor determining medical restrictions and abilities.

§ The employee must take responsibility for their own well-being by ensuring they do nothing to aggravate their illness or injury.

§ The employee must cooperate by participating in the modified work program or alternate rehabilitative employment approved by their treating physician or rehabilitation professional. Any refusal by an employee to participate in the modified work will be forwarded immediately to WCB or the benefit provider and may affect the payment of benefits.

§ In order to minimize risk of re-injury, the employee must provide the City with a medical clearance prior to returning to regular or modified work.


Supervisor The immediate Supervisor shall be responsible and accountable for the following procedures:

§ Immediately upon a report of injury or illness, whether occupational or non-occupational, the Supervisor or designated personnel will ensure that an Information Package is provided to the injured or ill employee either before the employee leaves the worksite, or at the earliest possible opportunity.

§ The Supervisor shall maintain bi-weekly contact with the employee if the employee is unable to return to work.

§ The Supervisor shall document all contact information and provide Human Resources with the documentation for filing in the employee’s file at Human Resources.

§ The Supervisor shall supply Human Resources with a description of modified duties or tasks that can be completed within the work area and will work with Human Resources to create a return to work plan.

§ The Supervisor will confirm medical clearance with Human Resources prior to the disabled or sick employee’s return to regular or modified work.

§ Within twenty four (24) hours of an employee’s return to work, the Supervisor will report to Human Resources that the employee has returned to work.

§ The Supervisor will monitor employee’s return to work to assess their ability to perform assigned duties and modify duties when required.

§ The Supervisor will participate in developing the modified work program.

Human Resources Responsibilities General Accountabilities

§ Develop and recommend policies, procedures and programs relative to the modified work and accommodation program. Actively promote the disability management program to ensure awareness and support.

§ Inform new or returning employees of disability management programs during orientation.

§ Assist Managers/Supervisors in understanding and complying with the Guidelines established for the Modified Work Program and relevant legislation.

§ Maintain a record of all work-related injuries/illnesses reported.

§ Maintain an inventory of physical demand analysis (PDAs).

§ Reviews PDA’s annually and identify what is expected of those who will be involved in the implementation of this procedure.

Case Specific Responsibilities

§ Create and maintain an employee WCB/Medical Leave file.


§ Human Resources will assist employees in applying for medical benefits or obtaining appropriate medical assistance and will ensure that employees are aware of their rights, obligations and the effect of specific decisions on their right to benefits, involving others as necessary.

§ If the Information Package is not returned or completed within seven (7) days from the date of the incident, Human Resources will contact the WCB Case Manager, 3rd Party Adjudicator or the employee to obtain information regarding their fitness to return to work and in what capacity .

§ Arrange for or work with WCB or other outside parties to perform appropriate assessments where necessary (i.e. medical, vocational work capacity, etc.).

§ Present a formal written modified work offer to injured or ill employees after receiving medical clearance.

§ Document all contact information and file documentation in the employee’s Human Resource file.

§ Notify WCB or the Case Adjudicator of any change in an injured employee’s circumstances that may affect his/her entitlement to Benefits which includes:

· No time loss becoming time loss

· Need to modify work duties

· Change in hours of work or rate of pay on modified work

· Change in modified duties or tasks

· Unpaid time loss to attend medical treatments/appointments

§ Notify the Payroll Accountant of the injured employee’s claims and advise when and under what circumstances the employee will be returning to work.

§ With the assistance of the supervisor, develop a return to work plan.

Procedure

Provide Information Package Immediately upon a report of injury or illness, whether occupational or non-occupational, the Supervisor or designated personnel will ensure that an Information Package is provided to the injured or ill employee before the employee leaves the worksite, or at the earliest possible opportunity. The supervisor is responsible for ensuring that the employee receives the Information Package as soon as possible.

The Employee is to give the package to a health care provider and is to return the completed package to his/her supervisor after their appointment with the heath care provider or as soon as reasonably practical. Human resources will assist employees in applying for medical benefits or obtaining appropriate medical assistance and will ensure that employees are aware of their


rights, obligations and the effect of specific decisions on their right to benefits, involving others as necessary.

If the package is not returned or completed within seven days from the date of the incident, Human Resources is to contact the WCB Case Manager, 3rd Part Adjudicator or the employee to obtain information regarding fitness to return to work and in what capacity.

Collect all Documents Human Resources will review the documents from the Information Package and will arrange a return to work if medically approved.

Written Offer of Modified Work Human Resources will present the Offer of Modified Work form to the employee.

Refusal of Offer Any refusal by an employee to participate in the modified work will be forwarded to WCB or the benefit provider immediately by Human Resources. If this is a non-occupational injury or illness and the employee refuses to participate this may affect the payment of any other benefits.

Monitor Return to Work Once placed on modified work the supervisor, in conjunction with Human Resources, will monitor the progress of the employee.

A Return to Work Follow-up form is to be completed and placed in employee’s WCB or medical file.

Return to Regular Duties Human Resources will notify WCB or the 3rd party adjudicator when medical clearance for return to regular duties is received from the employee.

Related Documents § Sick Leave Policy

§ Accommodation and Return to Work Program Policy

§ Benefits Policy

§ Group Benefits Booklet

§ Workers’ Compensation & Injury Procedure

§ Non-Occupational Package

§ Worker’s Compensation Package

§ Return to Work Follow-up Form

City of Spruce Grove | Hours of Work Policy 79



Hours of Work Policy

Policy Statement The Hours of Work policy supports the City of Spruce Grove’s vision of being a full-service, sustainable urban centre. The intent of the various hours of work schedules is to maximize operational efficiencies, enhance service to the public, and foster employee engagement.

Purpose The purpose of this policy is to provide clarity on how the hours of work for City of Spruce Grove Employees are scheduled and to outline the manner in which employees who work outside of regular or scheduled hours of work will be compensated.

Responsibilities

Employees Employees are responsible for arriving at work on time and working the schedules as assigned to them by their Supervisors.

Supervisors § Schedule the employee’s hours of work and monitor work schedules based on

organizational requirements

§ Supervisor and Employee must enter into a written work agreement for a work schedule that differs from regular hours of work

§ Review customer service agreements and develop work schedules for employees to ensure adequate coverage during operational hours without scheduling overtime work

§ In conjunction with employees, balance work schedules to meet firstly the operational needs of the organization and secondly the personal needs of employees

§ Whenever possible, provide employees with one week notice to change an employee’s work schedule

§ Review all alternate work schedules every three months

Managers § Approve any work agreements that differ from the regular hours of work


Human Resources § Provide access to work agreement forms

The Human Resources Manager must approve all written work agreements to ensure compliance with current policies and legislation.

Regular Full-Time Hours of Work Schedule

Administrative Employees The administrative offices of the City of Spruce Grove are open to serve the public from 8:30 am to 4:30 pm Monday through Friday. Regular Hours of Work for Administrative Employees, unless otherwise scheduled by an Administrative Supervisor, fall within these hours. Administrative employees work a seven (7) hour day over a five (5) day period, thus working a thirty-five (35) hour work week.

Rest breaks for Administrative Employees include a one (1) hour unpaid lunch break, and a fifteen (15) minute paid rest break for each half-day worked.

Operational Employees Regular Hours of Work for Operational Employees, unless otherwise scheduled by an Operational Supervisor, are 8:00 am to 5:00 pm Sunday through Saturday. Operational employees work an eight (8) hour day over a five (5) day period, thus working a forty (40) hour work week.

Rest breaks for Operational Employees include a one (1) hour unpaid lunch break, and a fifteen (15) minute paid rest break for each half-day worked.

Alternate Hours of Work Schedules Alternate hours of work schedules refer to work schedules that vary from regular full time hours of work and include flex time, compressed work weeks, captive work force, earned time off (ETO), and telecommuting.

Alternate Hours of Work schedules will only be considered where they increase organizational efficiencies and must be ratified by a Work Agreement form signed by the Employee, Supervisor and Human Resources.

Procedure #9,012, City of Spruce Grove Overtime and Flexible Hours of Work Schedule Procedure outlines the framework required.

An Alternate Hours of work schedule is considered temporary and shall be reviewed every three months to ensure it is meeting the operational requirements of the work area.

Flex Time Schedule Flex Time refers to a scheduling arrangement whereby the employee works the required hours per day for their position, but they are allowed some flexibility to work outside the regular hours


of work, provided they are present at work during designated core working hours. For example, the starting time or departure time could be varied, provided the total required daily hours for the position are met.

Compressed Work Week Schedule A compressed work week refers to a scheduling arrangement whereby the employee works the required hours per week for their position, but over a shorter period of days by working outside the regular hours of work. Where operational requirements permit, a supervisor may assign an employee or group of employees to a compressed work week schedule.

For example: A forty (40) hour, five (5) day work week, could be compressed to a forty (40) hour, four (4) day work week by working ten (10) hours per day, rather than eight (8) hours per day.

Should an employee work a compressed work week, they must take two (2) consecutive days of rest. The third day of rest will be scheduled based on operational requirements.

Captive Work Force Schedule Captive Work Force refers to designated operational positions that are required to remain available to serve the public seven (7) days a week, eight (8) hours per day, including rest breaks. This term refers to Enforcement Services employees only.

Employees designated as a captive workforce may be scheduled to work, in any manner which best meets operational needs, within a forty (40) hour work week. Paid rest periods of a minimum of thirty (30) minutes and maximum of one (1) hour must be taken during each shift in excess of five (5) hours, and may be scheduled by the designated Supervisor.

Captive Workforce General Holidays Employees who are designated as a captive work force may be scheduled to work on a General Holiday. Captive work force employees are ineligible for extra pay on General holidays, except for approved overtime.

In recognition of this possibility in work scheduling, captive work force employees shall receive an additional six (6) hours pay on each pay date to compensate for non-worked General Holidays. This pay will be included in the calculation of the employee’s pensionable income.

Employees who are required to be on duty on a General Holiday shall receive an additional six (6) hours pay which will not be considered pensionable income.

Earned Time Off Earned Time Off (ETO) refers to an alternate work schedule in which employees may, upon written approval, work hours outside of their regular hours of work and take time off work with pay for those extra hours worked.


Eligibility Exceptions The following employees are ineligible for earned time off.

§ Designated supervisors at a salary grade level of 5 or higher

§ Directors

§ Managers

§ General Managers

§ Chief Officers

§ Those on a flex time, compressed work week or telecommuting schedule

§ Those considered a captive workforce

§ Anyone working on a modified work program due to illness or injury

Earned Time Off Accrual Limits Employees must work a minimum of thirty (30) continuous minutes or a maximum of one (1) hour beyond their regular seven (7) or eight (8) hour work day to qualify for earned time off. Employees must take a minimum of thirty (30) minutes lunch break while working an ETO schedule.

Employees may accrue ETO prior to or after their regular hours of work or during the untaken portion of their one hour lunch break.

Partial days worked whether for vacation, sick leave, medical appointments or other reasons are not eligible for ETO accrual, nor are untaken rest breaks eligible for ETO accrual.

The maximum amount of earned time off which may be accrued over a three (3) week period is:

§ Seven (7) hours for administrative employees

§ Eight (8) hours for operational employees.

The maximum amount of time which may be banked is:

§ Fourteen (14) hours for administrative employees;

§ Sixteen (16) hours for operational employees.

No further ETO accrual may occur until the employee has taken the accrued time off. Should an employee exceed the maximum, any extra time worked shall not be accrued.

Telecommuting Schedule Telecommuting refers to a work arrangement that allows an employee to work from home or an alternate worksite. As with other alternate work schedules, this is a temporary work schedule that may be arranged for short periods of time and is limited to those positions that can accommodate this type of work.


Overtime Overtime refers to time worked in excess of the regular hours of work for the position which may be required from time to time to meet operational requirements. Overtime must be approved by a designated Supervisor, prior to being worked.

Eligibility Exceptions The following employees are ineligible for overtime pay.


§ Directors

§ Managers

§ General Managers

§ Chief Officers

§ Any employee on a modified work program due to illness or injury

Calculation and Payment of Overtime The City of Spruce Grove’s calculation and payment of overtime exceeds the minimum standards established by the Employment Standards Code of the Province of Alberta. This calculation is based on the number of hours worked in excess of seven(7) or eight (8) hours in any one day or the total number of hours worked in excess of thirty-five (35) or forty (40) hours in a week. Note, that those that are on the Earned Time Off (ETO) Program, overtime calculation will begin after ETO is accrued. Leaves without pay do not count as time worked.

Employees may elect to be paid for overtime worked or take time off work in lieu of being paid, recognizing the City will have final decision on method of payment, either time in lieu or paying wages.

Rate of Pay The rate of overtime pay will be 1.5 times the employee’s regular hourly rate of pay. If an employee is required to work on a General Holiday, they will be paid 2 times their regular hourly rate of pay.

If an employee chooses to take time off in lieu of pay, the employee will be paid their regular rate of pay on the days they take off as banked time.

Banking of Overtime Hours Worked (Time off in Lieu of Pay) If an employee wishes to take time off in lieu of overtime pay, they may do so provided they sign an Individual Overtime Agreement. Any banked time must be taken within 3 months of the end of the pay period in which it was earned, if departmentally feasible. If banked time is not taken within this period, it will be paid on the employees next pay period.


The maximum time that can be banked to be taken as time off in lieu of pay is thirty-five (35) hours for Administrative employees and forty (40) for Operational Employees. Any overtime earned in excess of these maximums will be paid on the employees next pay period.

Additional Salary for Work Outside of Regular Hours A shift differential will be paid for all regularly scheduled hours worked before 7:00 am and after 5:00 pm, Monday through Friday.

Employees scheduled to work a weekend shift shall receive a weekend shift differential for each hour worked after 5:00 pm on Friday to 7:00 am Monday.

The following positions are ineligible for shift differential.


§ Directors

§ Managers

§ General Managers

§ Chief Officers

Should an employee choose to bank or be paid for extra time worked outside of the regular scheduled hours, shift differential will not apply.

Related Documents § http://humanservices.alberta.ca/working-in-alberta

§ Written Work Agreement Form

§ Individual Overtime Agreement Form

§ Group Overtime Agreement Form

§ Schedule “B”, Hourly Shift Differential

§ Procedure #9,012 Revised City of Spruce Grove Overtime and Flexible Hours of Work Schedule Procedure

http://humanservices.alberta.ca/working-in-alberta

City of Spruce Grove | Time Off In Recognition Of Required Additional Work 85

Policy Number: Approved by: City Manager


Time Off In Recognition Of Required Additional Work

Policy Statement The City of Spruce Grove supports the philosophy of work life balance. This policy is specific to employee groups classed as professional technical, supervisory, and managerial employees that are not eligible for overtime or the earned time off program.

Purpose This policy is intended to provide time off with pay to professional technical, supervisory, and managerial employees who may be required, from time-to-time, to work additional hours over and above normal expectations.

Definitions

Special terms defined in this policy are defined in the HR Glossary of Terms.

Responsibilities

Employees Employees are expected to manage their work priorities to balance their schedule and where possible adjust their schedule to mitigate extra hours.

Human Resources Human Resources will oversee this policy and work with managers in the administration and implementation.

General Guidelines The City may grant up to 5 additional days off annually, with pay for those eligible employees. Additional time off will be granted in recognition of pre approved additional work being completed, only when it is above and beyond the normal responsibilities required of professional technical, supervisory, and managerial employees. Supporting documentation with justification is required prior to approval being granted.

City of Spruce Grove | Time Off In Recognition Of Required Additional Work 86

The department Manager, General Manager, or the City Manager, in conjunction with Human Resources, will determine what will constitute work over and above normal expectations and approve time off in recognition of additional work.

Additional days off granted will not be paid out and must be taken within 6 months of being granted.

City of Spruce Grove | Gifts and Gratuities Policy 87

Policy Number: Approved by: City Manager


Gifts and Gratuities Policy

Policy Statement The City of Spruce Grove Council, Board, Committee and Task Force members and Employees are representatives of the community and are entrusted to perform their duties with integrity.

Purpose

This policy will provide parameters around the acceptance of gifts and gratuities from outside parties in order to preserve the image and integrity of the City of Spruce Grove and the community as a whole.

This policy does not apply to gifts provided to city personnel by the City.

Definitions § “City” means the City of Spruce Grove;

§ “City Personnel” means all members of Council, all internal Board, Committee and Task Force members appointed by Council as well as all employees of the City of Spruce Grove;

§ “Councilor” means a member of Council including the Mayor;

§ “Employee” means an employee of the City of Spruce Grove;

§ “Member” means a member of an Internal Board, Committee or Task Force as appointed by Council;

§ “Staff Liaison” means an employee of the City of Spruce Grove appointed by the City Manager to act as a liaison between an Internal Board, Committee or Task Force and City Administration. This position is liaison only and does not form part of the decision-making processes of the Board. The Staff Liaison facilitates communication between the Board and Council.

Responsibilities

Human Resources It is the responsibility of Human Resources to ensure all employees have acknowledged receipt of this policy. Human Resources will support the interpretation, investigation and monitor the use of this policy.


Supervisors It is the responsibility of all supervisors to ensure that employees are aware of, and act in compliance with this policy.

City Personnel It is the responsibility of all City Personnel to act in the best interests of the City and the public at all times. Following this policy is one way to achieve this.

All City Personnel are responsible for reporting any violations as set out in this policy.

Acceptance of Gifts and Gratuities

For honesty and impartiality to be beyond doubt, City personnel may not accept a gift or gratuity that may result in the following:

§ A personal gain or benefit

§ The perception by an outside person, co-worker or the media that the action is unethical

§ Somebody else will be owed something as a result

§ A decision may be influenced.

City personnel are encouraged to decline gifts that are offered to them. They may however accept the following:

§ Food and beverages at banquets, receptions, ceremonies or similar events;

§ Services provided without compensation by persons volunteering their time;

§ Food, lodging, transportation and entertainment provided by other levels of governments or by other local governments, boards or commissions;

§ A reimbursement of reasonable expenses incurred in the performance of duties or office, in accordance with relevant City policy;

§ Token gifts such as souvenirs, mementoes and commemorative gifts that are given in recognition of service on a committee, for speaking at an event or representing the municipality at an event; and

§ Gifts that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibility of office.

City personnel should be aware that acceptance of these gifts may result in a taxable benefit to the receiver, depending on the nature of the gift, benefit, reward or advantage and is subject to Canada Revenue Agency interpretation.

Opportunities may arise where City personnel are invited to participate in an event where there would be a benefit to the City as well as a personal benefit. It is incumbent on City personnel to consider section 4.1 prior to accepting the invitation. Such events are not considered gifts for the purposes of this policy.


City personnel must report receipt of gifts that carry a market value in excess of $200 to Human Resources.

Those gifts must be turned in to Corporate Office to be raffled off at an upcoming City function and/or distributed throughout the organization. Items received as door prizes or raffle winnings received at an event and/or conference are excluded from this requirement.

Gifts that are consumables shall be placed in common areas for everyone to enjoy.

Enforcement for Employees Questions concerning the interpretation and/or application of this policy should be directed to the Employee’s Supervisor or to Human Resources.

If at any time an Employee thinks they may be in violation of this policy, they must address the situation and make full and prompt disclosure to their Supervisor or Human Resources.

If an Employee suspects non-compliance by another Employee, they must report the incident to their Supervisor or Human Resources.

Anyone who knowingly makes a false accusation about the violation of this policy may be subject to disciplinary action.

Human Resources, in consultation with the City Manager, the appropriate General Manager or Manager and the Supervisor will investigate the circumstances and determine whether a violation of this policy exists.

Disciplinary action, up to and including dismissal, will be used in addressing any violations and in connection with any false accusations regarding violations of this policy.

Enforcement for Members of Internal Boards, Committees or Task Forces Questions concerning the interpretation and/or application of this policy should be directed to the Chair and Staff Liaison of the Internal Board, Committee or Task Force.

If at any time a member thinks they may be in violation of this policy, they must address the situation and make full and prompt disclosure to the Chair and Staff Liaison.

The Chair and Staff Liaison may call upon Human Resources for assistance with interpreting this policy and they may work together to investigate the circumstances and determine whether a violation of this policy exists.

Violation of this policy may place the member in a position of conflict of interest which may result in their removal from the Internal Board, Committee or Task Force.

Enforcement for Council Questions concerning the interpretation and/or application of this policy should be directed to the Mayor and City Manager.

If at any time a Councillor thinks they may be in violation of this policy, they must address the situation and make full and prompt disclosure to the Mayor and City Manager.


The Mayor and City Manager may call upon Human Resources for assistance with interpreting this policy and they may work together to investigate the circumstances and determine whether a violation of this policy exists.

Violation of this policy may place the Councillor in a position of conflict of interest which may result in them being disqualified from Council as per the Municipal Government Act or ineligible to hold office as per the Local Authorities Election Act.

Related Documents § Policy 5,015, Task Force Policy

§ Policy 5,003 Ad Hoc Committees of Council

§ Policy 5,007 Appointments to Council Boards, Commissions and Committees

City of Spruce Grove | Staff Dress Policy 91



Staff Dress Policy

Policy Statement The City of Spruce Grove requires all employees to present themselves in a manner that is appropriate to their position and work requirements in order to project a professional image to the public and ensure employee safety.

Purpose This policy sets out the guidelines for appropriate attire, personal hygiene and appearance for City of Spruce Grove employees.

Responsibilities

Employees Employees are responsible for exercising sound judgment and common sense for their attire at all times. They should appear clean and neat and report to work in a presentable manner.

Supervisors Supervisors are responsible for ensuring that their employees present themselves in an appropriate manner and for coaching those who are deemed to be in violation of this policy. Supervisors have the right to request an employee to go home and change into appropriate dress.

General Guidelines Casual business attire is appropriate for the majority of non-union employees such as follows.

For Men For Women

Dress pants, khakis or twill pants Collared shirt or sweater

Dress pants, khakis or twill pants, capris Skirts or dresses Blouse or sweater

Appropriate dress for summer may include knee length shorts for both men and women.

Office appropriate footwear for both men and women

City of Spruce Grove | Staff Dress Policy 92

Casual Friday Dress Attire on a Friday may be more casual, and includes denim, sweatshirts and T-shirts, subject to the restrictions set out below.

Representing the City Traditional business dress, such as suits for both men and women, is recommended while attending a Council meeting or when representing the City at a professional event.

Inappropriate Dress Examples of inappropriate dress may include, but are not limited to, the following.

§ Any clothing that is very tight fitting or low riding and could make another person feel uncomfortable

§ Sweatshirts (other than on casual Fridays)

§ Sweat pants or other athletic wear

§ Baseball caps

§ Visible undergarments

§ Very short skirts

§ Clothing that is torn, worn, dirty or frayed, including cut-offs

§ Tube tops or other tops that bare the midriff

§ Shirts with offensive messages

Related Documents § Office Etiquette Guidelines

City of Spruce Grove | Office Etiquette Guidelines 93

Office Etiquette Guidelines

Office Etiquette Vision Statement The City of Spruce Grove is committed to providing public services that meet the highest professional and ethical standards. In carrying out these public services, staff of the City will respect their customers and each other, foster a work environment that is conducive to effective performance while recognizing quality of life and present a positive and professional image to the community.

Office Etiquette Recommended Guidelines Rules governing office etiquette are not necessarily documented in our policies or procedures – they tend to boil down to common sense and courtesy. As the workplace becomes busier and more pressured, these guidelines are more apt to fall by the wayside. Here are some tips to keep in mind:

Office Neatness and Cleanliness § Ensure that our work areas, including desks, are neat and tidy. Stack files, banker’s

boxes and papers neatly and when a project is complete put it away either in storage or a cabinet.

§ Employees are allowed to personalize their work areas. You should be aware of how items are displayed, for example pictures should be in frames or holders of some type and personal items should be tasteful and kept to a minimum. Absolutely no racial, moral or ethical items will be tolerated.

§ Many employees have windows and Items placed against these windows can been seen from the sidewalk or street. Be aware of this.

§ Should you have a delivery come, and are notified of such, you should pick it up immediately and put it away as soon as possible.

§ Employees are to use discretion when eating at their desks. Meals should be eaten in the staff room, however should circumstances dictate that meals or snacks be eaten at their desk, staff are requested to consider the image to the public, the smells in the workplace and the impact of spills and food particles on computers, work surfaces and paperwork.

§ If an accident occurs and a mess is made (i.e. spilling coffee), immediately do your best to clean it up. The cleaners will have the tools to do the job, but do as much as possible to clean it up.


Coffee Bar and Staff Room Etiquette Each floor coffee bar will be maintained and cleaned by those on that floor. It is the responsibility of all those that use the coffee bar to ensure that it is clean and that coffee supplies are looked after. Should you take the last cup of coffee, make another pot; do not expect someone else to make it for you. If you dirty dishes or cutlery, ensure they are washed and put away after use.

The 3rd floor coffee room will have a weekly departmental schedule to ensure that it is tidy on a daily basis and to clean out the cooler at the end of the week. Should you use the cooler, please note that anything left in it will be thrown out after 4:00 pm every Friday. The cooler is designed to keep lunches and snacks cool and fresh for a short period of time, it is not designed to refrigerate items for extended periods of time. Coffee making and condiment refilling duties will still fall to the person that first arrives in the coffee room in the morning and the person who took the last cup. Again, if you use dishes or cutlery, ensure they are washed and put away after use.

Cooking and reheating of food should only be done in the 3rd floor microwave. With our very open spaces, this will keep odors away from any public areas. One should also be aware that others might be allergic to some odors or find them offensive. Be aware of what you bring to be reheated.

Noise § Use the handset to check voicemail. Speakers, when so equipped are to be used

primarily for conference calls and using them for voicemail playback can be distracting to those around you.

§ Be aware of the impact that your voice has on those around you. Use a conversational tone when conversing on the phone or with colleagues and customers in open areas.

§ Be aware of the volume of audio equipment: radio, CD player, computer speakers, you may be using. If others can also hear it, this is a distraction. Consider using headphones.

§ If you are having a discussion either with a co-worker or a customer be aware of where you are and who is around. For example, do not stand in front of someone’s office door or workstation and have this discussion. Move into a conference room, empty office or away from where it may distract others trying to work.

Scent § Be aware that others may be allergic or sensitive to your perfume, aftershave or any

other scents you may use in your area such as aromatherapy.

§ Should you have allergies, make it known to those around you.


Interpersonal § If passing a colleague’s office or workstation and think about dropping in for a chat,

consider that they may be busy or trying to concentrate, so do not interrupt unless you really have to speak to them.

§ Respect closed doors. There’s obviously are reason they are closed.

§ If someone is on the phone or having a conversation with someone else, indicate you need to speak with him or her and then leave. Respect their privacy.

§ If you are speaking with someone and they need to take a phone call, excuse yourself and give them privacy.

§ Should you find yourself privy to a conversation that is taking place in an open area or at someone’s desk, do not feel that you have to contribute unless the conversation is directed to you. Respect the privacy of others conversations.

§ If you should overhear something personal or private, keep it to yourself.

§ Treat everyone with respect and dignity. Never engage in any actions that may embarrass people or make them feel uncomfortable.

§ Don’t criticize publicly. If you disagree with a position a colleague has taken, request a private meeting where you can ask for clarification and, if appropriate, express your concerns.

§ Don’t make cell phone calls in public or common areas, such as the staff room.

§ Turn off your cell phone when you go into a meeting. If you are expecting a call that is critical, ask the meeting facilitator if you may leave your phone on. Use whatever “silent ringer” feature the phone is equipped with and leave the room to answer the call.

§ If a fax isn’t addressed to you, don’t read it.

§ Try and return every call and email within 24 hours.

§ Never assume that any of your coworkers are less busy or stressed than you are when making requests.

§ If you have committed to working on a committee or group project, value and respect your colleagues time and make an effort to attend meetings and show up on time.

§ Do not go into someone else’s desk or personal space without authorization from that individual.

§ If you have a concern with another’s actions, talk to them about it. If a resolve is not reached speak to the department supervisor.

§ Other departments may have a slightly different culture and operational requirements. Be aware that coffee time for you may not apply or appeal to others.

§ Do not judge others. You do not know what their position requirements are. They may have to leave to go out for meetings or for other reasons.


Social § Decorating for occasions such as Christmas shall be simple and tasteful. Decorations

should be coordinated so that it appears similar on all floors and must be approved by management.

§ Attendance is not compulsory for staff functions or events, but efforts should be made to at least make an appearance. Management and staff will plan and promote various staff functions throughout the year.

Dress Code The dress code, including personal grooming and Casual Fridays, is addressed in a Human Resources Policy.

City of Spruce Grove Internal Email Etiquette Internal email is a vital communications tool at the Organization of Choice. When used well, it encourages the sharing of information and increases productivity. The following guidelines are designed to help staff use this tool effectively.

Creating Emails § Whenever possible, make your messages short and to the point. Mark is FYI (For

information), Follow-up Requested or Feedback Requested.

§ Think about the message content before you send it. Make sure that the content is relevant. Nobody likes junk email.

§ Make sure to have a descriptive subject line. Some people discard emails with vague or no subject lines.

§ When sending internal emails to the City of Spruce Grove distribution list, ensure that everyone really needs the information you are sending. There are over 140 on the City’s list.

§ Use bold or coloured type sparingly. Treat your email as you would a letter.

§ Be polite. Terseness can be easily misinterpreted.

§ Use humour and irony sparingly, as it can be easily misinterpreted.

§ Quote from the original message where relevant.

§ End your emails with a brief signature (your name, title, department, and contact phone number) to help the recipient understand who it is from.

§ Do not use all capital letters, as this is considered SHOUTING.

§ Without the benefit of eye contact, voice inflection, and body language, the written word can come across as harsh. Reread your emails before sending them to ensure your message cannot be misunderstood.


§ The use of "smilies", or emoticons, is discouraged as this makes the City’s emails look unprofessional.

§ When composing an email, fill out the “To:” field last. This will prevent you from accidently sending the email before you are finished writing it.

Sending Emails § When replying to mailing list messages, or to messages sent to many recipients, make

sure you are not unintentionally replying to the whole list.

§ Let people know (by cc’ing or with a separate email) that you’ve forwarded their message so they will know that they may expect a reply.

§ Think before you send. Never reply to an email when angry. Once it has been sent, you can’t get it back.

§ As a courtesy, check with the recipient before sending large attachments (5MB or greater).

§ Consider everything that you send by email to be public. People can forward your emails and you never know where they will end up.

General Email Use § Please be patient with inexperienced email users.

§ Don't keep mail on your server longer than necessary, especially large attachments.

§ Keep your inbox clean. Delete anything that is trivial or that you don’t need.

§ Don't correct people's spelling and punctuation. It is considered rude. Often emails are typed quickly and many people have no way of running a spellcheck on their emails.

§ Never "flame" people by sending abusive email messages.

§ Don't make personal remarks about third parties. Email messages can come back to haunt you.

§ Don't send unsuitable emails or attachments, including anything of an abusive, sexual or racist nature, as well as other subjects that may make the City liable under the Canadian Human Rights Act.

§ Never mark things as urgent if they aren't. When you really do have an urgent message, people may not believe it.

§ Don't post your email address on the Internet unless you want to be deluged with spam emails. When signing up for things like Web shots, realize that many companies will sell these lists. Avoid giving your email address, or choose the “do not contact” feature.

§ If you do get spam emails, do not use the “unsubscribe” feature. This is just a method for the sender to verify that a real person is reading the message and will usually lead to more spam. Simply delete the spam message.


§ Due to the problems with spam emails, many companies are now using spam filters. To avoid having your email tagged as spam you should always have an appropriate subject and do not use all capitals or bolding in the subject line.

§ Use abbreviations and acronyms sparingly, and only those that are common to the English language such as FYI and BTW. You risk of confusing your recipient.

§ Never open attachments from someone that you do not know well. Never open attachments that end in ".exe" or “.scr” no matter whom they are from. Report these emails to IT.

§ Do not participate in online chain letters, they merely increase Internet traffic and slow things down for everyone. Simply delete the message.

§ Remember to activate your Out of Office Assistant in Outlook when you will be away from the office.

§ Limited personal use is permitted on email, Office Suite and the Internet when it complies with City policies and guidelines, has no negative impact on the performance of the staff member and/or colleagues, and does not impose a storage burden on City’s information storage systems. You may not use the City’s electronic networks for private business, personal gain or profit, or political activity.

§ While all City staff are entitled to a reasonable expectation of privacy, be aware that the system administrator and management may examine email that is sent and received on City email accounts and computers. The City has monitoring technology solutions in place to maintain the integrity of the system and protect it from viruses, and to ensure the system is operating efficiently and in conformity with the law.

§ All information obtained, stored or disseminated using City of Spruce Grove computer systems is not personal information and is subject to the Freedom of Information and Protection of Privacy Act.

City of Spruce Grove Voicemail Etiquette The City of Spruce Grove is committed to delivering top-notch customer service to citizens and visitors alike. One area that is often overlooked is voicemail etiquette. The following tips and guidelines will help staff ensure that when people phone in, they can either leave a message or reach another person without too much difficulty.

Setting Up Your Voicemail § Set your voicemail to answer the phone in the fewest rings possible.

§ Use a professional and warm voicemail message. Limit the background noise when recording your message.

§ Voice mail for front-line customer service numbers that are shared by a number of people should be generic in nature and include the area’s name instead of an individual’s name.


§ Keep your message short so callers won’t wait long to leave a message. If possible, let the caller know what number to press to reach an operator or other person should they choose not to leave a message.

§ Update your outgoing voicemail message often. If you are out of the office or away from your desk, let your callers know why they can't reach you and when you will be available to be reached.

§ It is better to have a generic outgoing message than one that is outdated.

Returning Voicemail Messages § Check your messages as often as possible. Try to return all calls within two hours, and

at the very latest within 24 hours.

§ Thank the caller for leaving you a voicemail message.

§ Leaving Voicemail Messages

§ Speak clearly and slowly, using a pleasant tone of voice.

§ State your name, the date and the time of your call.

§ Leave a detailed message that includes your phone number and when you can be reached.

§ Keep your message short and to the point.

General Voicemail Use § When possible, answer your phone personally.

§ Don’t use your voicemail to screen your calls.

§ Keep your mailbox clean. Delete answered and unimportant messages to give you room for new messages.

City of Spruce Grove | Vacation Accrual Policy 100



Vacation Accrual Policy

Policy Statement The City of Spruce Grove recognizes the importance of time off for rest, relaxation, and personal pursuits. All employees are encouraged to use their full amount of accrued vacation time every year.

Purpose The purpose of this policy is to explain the standards, guidelines, and procedures for paid vacation time for all non-union employees.

Responsibilities

Employee § Submit requests for vacation time in writing to their Supervisor

§ Ensure that vacation time taken will not exceed the accrued amount

§ Ensure that vacation accrual does not exceed 100% of their maximum accrual from one year to the next

§ Work with their supervisor to ensure coverage is in place during their vacation time

Supervisor § Schedule staff vacations taking into consideration the needs and requests of the

employee and operational requirements

§ Ensure coverage and/or cross-training are in place when an employee is on vacation

§ Monitor vacation accruals as per this policy

Payroll § Provide supervisors with a quarterly vacation entitlement report for their employees

General Guidelines

Vacation Scheduling § An employee’s accrued vacation time will be planned for, scheduled and approved by

immediate supervisors annually as appropriate, based on operational requirements


§ Any conflict in vacation requests between employees will be decided by the supervisor based on organizational requirements

Vacation Accrual Rates The anniversary date for vacation accruals is the date the employee first assumed a permanent position of 17.5 hours per week or more.

Vacation entitlements are earned on an accrual factor per pay period.

Entitlements for a permanent employee who works 17.5 hours or more per week are prorated to a permanent employee’s full-time equivalent per pay period.

When earning acting pay in a supervisory/management position, the vacation accrual rate will increase accordingly and will revert to the original accrual rate at the end of the acting term.

The full-time vacation accrual (based on a seven (7) hour day) for each pay period is as follows. Anniversary

Administrative Accrual Hours

Administrative Annual Days

Administrative Annual Hours

Management Supervisors

Accrual Hours

Management Supervisors Annual Days


Annual Hours

0 to 5th 4.06 15.08 105.56 5.39 20.02 140.14

On 5th 4.34 16.12 112.84 5.67 21.06 147.42

On 6th 4.62 17.16 120.12 6.02 22.36 156.52

On 7th 4.97 18.46 129.22 6.37 23.66 165.62

On 8th 5.39 20.00 140.00 6.72 24.96 174.72

On 9th 5.67 21.06 147.42 7.07 26.26 183.82

On 10th 6.02 22.36 156.52 7.42 27.56 192.92

On 11th 6.37 23.66 165.62 7.77 28.86 202.02

On 12th 6.72 24.96 174.72 8.12 30.16 211.12

On 13th 7.07 26.26 183.82 8.47 31.46 220.22

On 14th 7.42 27.56 192.92 8.82 32.76 229.32

On 15th 7.77 28.86 202.02 9.17 34.06 238.42

On 16 and thereafter

8.12 30.16 211.12 9.52 35.36 247.52


The full-time vacation accrual (based on an eight (8) hour day) for each pay period is: Anniversary Administrative

Accrual Hours Administrative Annual Days

Administrative Annual Hours


Accrual Hours

Management Supervisors Annual Days


Annual Hours

0 to 5th 4.64 15.08 120.64 6.16 20.00 160.00

On 5th 4.96 16.12 128.96 6.48 21.06 168.48

On 6th 5.28 17.16 137.28 6.88 22.36 178.88

On 7th 5.68 18.46 147.68 7.28 23.66 189.28

On 8th 6.16 20.00 160.16 7.68 24.96 199.68

On 9th 6.48 21.06 168.48 8.08 26.26 210.08

On 10th 6.88 22.36 178.88 8.48 27.56 220.48

On 11th 7.28 23.66 189.28 8.88 28.86 230.88

On 12th 7.68 24.96 199.68 9.28 30.16 241.28

On 13th 8.08 26.26 210.08 9.68 31.46 251.68

On 14th 8.48 27.56 220.48 10.08 32.76 262.08

On 15th 8.88 28.86 230.88 10.48 34.06 272.48

On 16 and thereafter

9.28 30.12 241.28 10.88 35.36 282.88

Part-time, Temporary or Casual Employees Part-time, Temporary and Casual employees who work less than 17.5 hours per week, will receive pay in lieu of vacation entitlements, paid out on each pay period, based on the following length of service:

§ 0 to 5 years of service - 4%

§ Over 5 years of service - 6%

Maximum Accrual § For vacation purposes, the reference year spans beginning the first pay period of the

year to the last pay period in December.

§ Employees and their supervisors must ensure vacation entitlements do not exceed 100% of their maximum accrual from one year to the next.

§ All vacation accrual over the maximum carry over will be paid out on the last pay period of the year.


Request for Carry-Over of Accrued Vacation Requests to carry over any vacation in excess of 100% into the following year must be submitted in writing to the Department Manager or General Manager. The Manager or General Manager will then review the request in conjunction with Human Resources and provide their recommendation to the City Manager for final approval or denial.

Authorization may be granted for special circumstances, such as illness or absence late in the year which prevented the use of vacation, or planning for a major holiday. The request must indicate a specific date by which the carry-over will be used, within that year.

Vacation time taken cannot exceed vacation accruals earned.

Employee Illness during Vacation An employee who becomes ill, is hospitalized or confined to their residence under a physician’s direction, or a combination thereof, during a vacation leave, for a period of at least three (3) consecutive days, may apply to have this time converted to sick leave.

Applications are to be in writing to the supervisor and should include all necessary documentation, medical certificates and details to support the conversion request.

Brief illnesses that occur during a vacation period may not be counted towards sick leave.

Cessation of Vacation Accrual Should an employee be away from work for more than 40 calendar days, for any reason, vacation accrual will cease and entitlements will be frozen.

City of Spruce Grove | Leaves Policy 104



Leaves Policy

Policy Statement The City of Spruce Grove acknowledges that circumstances may arise that require staff to be away from their duties for reasons other than illness, injury or vacation and has developed this policy to manage employee requests for leave.

Purpose The purpose of this policy is to provide guidelines for the administration of requests for paid and unpaid for leaves of absence.

Responsibilities

Employee § Make any request for leave in writing to their immediate supervisor as far in advance of

the commencement date of the leave as possible

§ Complete the appropriate Leave Request Form outlining the details of the requested leave

Supervisors § Approve or deny any requests for temporary leaves with pay as prescribed under this

policy

§ Notify the employee of their decision within a reasonable period of time

Managers § Approve or deny any requests for unpaid leaves of up to four (4) weeks as prescribed

under this policy

§ Notify the employee of their decision within a reasonable period of time

City Manager § Approve or deny any requests for unpaid leaves in excess of four (4) weeks as

prescribed under this policy

Human Resources § Oversee this policy and work with all employees in its implementation


§ Where appropriate, provide employees requesting unpaid leaves with information regarding Employment Insurance Benefits available through the Federal Government.

General Guidelines

Temporary Leave with Pay Upon approval from their Supervisor, temporary leaves of absence with pay will be granted to permanent employees, in the following circumstances:

§ In the event of a death in their immediate family an employee will be granted a leave of up to five (5) working days.

§ In the event of a critical Illness in their immediate family, an employee will be granted a leave of up to two (2) working days.

§ In the event of a birth or adoption of a child by the employee, the employee will be granted a leave of up to two (2) working days.

§ In the event an employee is subpoenaed as a witness or summoned for Jury Duty during their regular hours of work, the City will grant a paid leave of absence of up to three (3) days after which the leave of absence will be without pay. The employee is expected to provide the city with any fees paid to the employee for attending as a juror or witness while on leave with pay.

§ In the event an employee is receiving a Degree or Diploma, they may be granted one (1) working day to attend their convocation.

The City Manager may grant other special leaves or additional days of temporary leave with pay at his sole discretion. Requests to the City Manager will be submitted through the employee’s immediate supervisor and Human Resources.

Temporary Leave without Pay Temporary Leaves without pay may be granted as follows:

§ A temporary leave of up to four (4) weeks without pay may be granted by a Manager or General Manager, provided the City Manager is informed of the Leave request.

§ A temporary leave without pay in excess of four (4) weeks to a maximum of twelve (12) months may be granted upon written approval of the City Manager. It is recommended that an employee provide up to six (6) weeks of notice for their request.

Benefits While On Leave An employee who is on a temporary leave that is longer than twenty (20) consecutive working


days may, if they choose, remain on the benefit programs and pay the appropriate premiums in full, in advance, by providing post-dated cheques, otherwise benefits will be terminated for the duration of the leave.

Related Documents § Alberta Employment Standards Code

§ Benefits Policy

§ Benefits Booklet

§ Leave of Absence Request Form

City of Spruce Grove | Maternity and Parental Leave Policy 107



Maternity and Parental Leave Policy

Policy Statement The City of Spruce Grove recognizes the need for new parents to be absent from work to care for their newly born or adopted children.

Purpose The purpose of this policy is to outline the conditions under which employees will be granted Maternity or Parental Leave

Responsibilities

Employee § Make any request for maternity leave in writing to their immediate supervisor as far in

advance of the commencement date of the maternity leave as possible

§ Complete the appropriate Maternity Leave Request Form outlining the details of the requested leave

General Guidelines

Maternity Leave Permanent employees that have given birth shall be eligible for a Maternity Leave of fifteen (15) weeks.

Health Related Leave While Maternity Leave is an unpaid leave of absence, there is deemed to be a health-related portion of the leave. From the date of birth of the child, the birth mother will receive six (6) weeks of sick leave benefit. If the delivery was a caesarean delivery the birth mother will receive an additional two (2) weeks sick leave benefit. Part-time employees will be paid sick leave pro-rated to their normal working week.

Parental Leave Permanent, full-time employees who are the biological or adoptive parent of a child are eligible for parental leave of up to thirty-seven (37) weeks.

Birth Mothers must take the parental leave immediately following their Maternity Leave.


If both parents are employed by the City of Spruce Grove, either or both parents may take parental leave.

Request for Maternity and/or Parental Leave To ensure that the City of Spruce Grove can make the necessary arrangements to accommodate an employee taking Maternity or Parental Leave, employees are asked to provide a minimum of three (3) months written notice before commencement of the leave. Human Resources will provide a Maternity/Parental Request for Leave of Absence form. This is to help the City procure staffing solutions and alleviate any additional work stress on other employees that may occur as a result of the employee’s absence.

Leave Parameters § A Maternity Leave may begin anytime within twelve (12) weeks of the expected date of

delivery.

§ For the purposes of this policy, the health-related portion of a maternity leave shall begin on the date of birth of the child.

§ A parental leave may begin anytime within fifty-two (52) weeks of the date of birth or adoption of the child, with the exception of a birth mother, who must take a parental leave immediately following the maternity leave.

In the event that both parents are employed by the City and are eligible for Maternity and Parental Leave, the leave must be taken in one continuous period and cannot be taken simultaneously.

In the event that the employee requires leave before the actual birth due to medical reasons sick days shall be used, with the confirmation of a doctor’s note.

In the event a birth or adoption necessitates lengthy post-natal hospitalization, the employee has the option to delay all or part of their Maternity or Parental leave until the child may be released from the hospital’s care. In the case of a birth mother, however, the employee must take the health-related portion of their leave immediately following the birth.

Maternity/Parental Leave must be taken in one continuous leave. In the event that an employee requires more than the allotted available Maternity/Parental Leave, an extension may be granted by the City Manager at his discretion.

Return to Work from Maternity/Parental Leave Employees must give four (4) weeks’ notice regarding their expected date of return to work. Human Resources should be contacted as soon as possible in the event of any changes.

Benefits While On Leave An Employee on a Maternity or Parental Leave may remain on the benefit programs provided they pay the appropriate premiums in full, in advance, by providing Human Resources with post-dated cheques to cover the premium payments. Otherwise benefits will be terminated for the


duration of the leave. During the health-related portion of a maternity leave, benefit premiums will be paid in accordance with the City of Spruce Grove Sick Leave Policy.

Accrual of Benefits Employees on Maternity Leave shall continue to accrue vacation leave and sick time while they are on the health-related portion of the leave. At the end of the health- related portion, accruals shall cease until the employee returns to work.

Employment is considered continuous while on a Maternity or Parental leave for the purpose of calculation of years of service for vacation entitlement. Pensionable years of service may be purchased back within time frames specified by LAPP.


§ Sick Leave Policy

§ Weekly Indemnity Policy

§ Benefits Policy

§ Benefits Booklet

§ Maternity/Parental Leave Package

City of Spruce Grove | General Holidays Policy 110



General Holidays Policy

Policy Statement The City of Spruce Grove recognizes that specific days are legislated as general holidays throughout the year. In addition, a significant number of other days, four (4) in total, are granted by the City and recognized as general holidays for the purposes of this policy.

Purpose This policy outlines the general holidays granted by the City of Spruce Grove and the administration of those holidays.

Responsibilities Human Resources

In January of every year, Human Resources will provide all departments with a list outlining the dates of all General Holidays for the upcoming calendar year, together with the dates that offices will be closed.

City Manager

The City Manager may close designated City offices between Christmas Day and New Year’s Day, subject to operational requirements.

General Holidays General Holidays as Mandated by the

Employment Standards Code of Alberta Additional General Holidays Granted by

the City of Spruce Grove

New Years’ Day

Family Day

Good Friday

Easter Monday

Victoria Day

Canada Day

Heritage Day


General Holidays as Mandated by the Employment Standards Code of Alberta

Additional General Holidays Granted by the City of Spruce Grove

Labour Day

Thanksgiving Day

Remembrance Day

Christmas Day

Boxing Day

Christmas Floater Day

General Guidelines § The calendar day of the general holiday will be observed as the holiday. Should a

general holiday fall on a day that the offices are normally closed, the City will designate the closure of offices for the general holiday on an alternate day.

§ Eligible employees shall receive their normal wages for any general holiday. The Employment Standards Code shall determine eligibility.

§ In the case of a job share position, all parties concerned shall share the general holiday pay equally.

§ If an eligible employee is required to work on a general holiday, the Hours of Work Policy shall apply.

§ Where operational requirements allow, the Christmas Floater day is designed to allow five (5) consecutive days off and will be designated as follows:

§ On December 24 when Christmas day falls on a Tuesday, Thursday, Friday or Saturday

§ On December 27 when Christmas day falls on a Monday or Wednesday

§ On December 28 when Christmas day falls on a Sunday

Saturday Sunday Monday Tuesday Wednesday Thursday Friday

Regular Day Off

Regular Day Off

Christmas Floater Day

Christmas Day

Boxing Day

Regular Day Off

Regular Day Off Christmas

Floater Day Christmas

Day Boxing

Day

Regular Day Off

Regular Day Off

Christmas Day

Boxing Day Christmas Floater Day


Saturday Sunday Monday Tuesday Wednesday Thursday Friday

Regular Day Off

Christmas Day Boxing Day Day off in lieu of

Christmas Day Christmas

Floater Day

City Council may designate a day to be observed as a general holiday.

Based on operational requirements, City Hall and FCSS may close for the full week of Christmas. Should Christmas closure occur, City employees will take the days off using their vacation accrual, ETO, or banked time. Leave without pay shall be taken should an employee have insufficient time off accumulated.


City of Spruce Grove | Related Documents 113

Related Documents

Forms § Application and Approval Training Form

§ Discipline Form

§ Employee Expense Form

§ First Aid Report Form

§ Group Overtime Agreement Form

§ Incident Report Form

§ Individual Overtime Agreement Form

§ Leave of Absence Request Form

§ Non-Occupational Injury/Illness Application Form

§ Performance Appraisal Form

§ Recruitment Request Form

§ Return Service Agreement

§ Return to Work Follow-up Form

Documents § Glossary of Terms

§ City of Spruce Grove Benefits Booklet

§ Employee & Family Assistance Program (EFAP) Information Booklet

City of Spruce Grove | Related Documents 114

Websites Directory § Alberta Human Services

§ Alberta Employment Standards

§ Occupational Health & Safety

§ Alberta Human Rights Commission

§ Alberta Blue Cross

§ Canada Revenue Agency

Schedules § Schedule “A” Approved Merit Salary Increases

§ Schedule “B” Hourly Shift Differential

http://www.employment.alberta.ca/sfw/1224.html

http://www.employment.alberta.ca/sfw/1224.html

http://employment.alberta.ca/sfw/53.html

http://www.albertahumanrights.ab.ca/

https://www.ab.bluecross.ca/

http://www.cra-arc.gc.ca/menu-eng.html

City of Spruce Grove | Schedule “A” Approved Merit Salary Increases 115

Schedule “A” Approved Merit Salary Increases

Performance Rating Current Salary Below Range Current Salary at Top of Range or Above Range

Below Expectations No Salary Adjustment No Salary Adjustment

Fully Competent Up to 3% increase within the range

No Salary Adjustment

Fully Competent/Frequently Exceeds Expectations

Up to a 3.75% increase within the range

No Salary Adjustment

Frequently Exceeds Expectations

Up to 4.5% increase within the range; any portion that brings salary above range will be paid as lump sum payment

Up to 4.5% lump sum payment

Frequently Exceeds/Consistently Exceeds Expectations

Up to 5.25% increase within the range; any portion that brings salary above range will be paid as lump sum payment

Up to 5.25% lump sum payment

Consistently Exceeds Expectations

Up to 6% increase within the range; any portion that brings salary above range will be paid as lump sum payment

Up to 6% lump sum payment

NOTE: § Lump sum payments meet the LAPP definition of “Variable Pay” and are pensionable

and included in salary for pension purposes.

§ Lump sum payments will not be incorporated in the following year’s salary.

§ Lump sum payments may be re-earned based on performance.

City of Spruce Grove | Schedule “B” Hourly Shift Differential 116

Schedule “B” Hourly Shift Differential

Scheduled Hours Shift Differential

Regularly scheduled hours worked before 7:00 am and after 5:00 pm, Monday through Friday $1.35 per hour

Weekend shift differential for each hour worked after 5:00 pm on Friday to 7:00 am Monday.

$1.35 per hour

City of Spruce Grove | Alphabetical Index of HR Policies & Procedures 117

Alphabetical Index of HR Policies & Procedures

Alphabetical Index of Policies & Procedures Page

Accommodation and Return to Work Program Policy 27

Anti-Drug and Alcohol Policy 36

Benefits Policy 14

Business Travel and Expense Policy 58

City of Spruce Grove Guiding Principles 4

Compensation Administration Policy 7

Complaint and Appeal Procedure 44

Corporate Vehicle Procedure 60

Discipline and Discharge Policy 49

First Aid Procedure 66

General Holidays Policy 110

Hours of Work Policy 79

Leaves Policy 104

Long Term Disability Policy 24

Maternity and Parental Leave Policy 107

Membership and Professional Fees Policy 57

Message from the City Manager 1

Modified Work Procedures 75

Occupational Health and Safety for Contractors Policy 32

Occupational Health and Safety for Contractors Procedure 34

Occupational Health and Safety Policy 30

Office Etiquette Guidelines 93

Performance Appraisal Appeal Procedure 48

Performance Planning and Appraisals Policy 46

Philosophy on Human Resource Management 3

City of Spruce Grove | Alphabetical Index of HR Policies & Procedures 118

Alphabetical Index of Policies & Procedures Page

Recruitment Policy 52

Schedule “A” Approved Merit Salary Increases 115

Schedule “B” Hourly Shift Differential 116

Service Recognition Policy 64

Shared Principles 6

Sick Leave Policy 17

Staff Dress Policy 91

Vacation Accrual Policy 100

Weekly Indemnity Policy 21

Workers’ Compensation and Injury Procedure 69

Workers’ Compensation Board Supplemental Benefit 73

Workplace Anti-Harassment Policy 41

Workplace Anti-Violence Policy 39

Workplace Learning Policy 54

Disclaimer

The Contents of this Human Resources Policy Manual are designed to provide users with information regarding their employment with the City of Spruce Grove. All contents will be based on Human Resources Policies signed by the City Manager and kept within the Corporate Records Management Structure. Only current (most recently signed) policies shall apply, superseding any older copies of the manual.

human resources policy manual

Documents

safety policy

expense policy

appraisals policy

alcohol policy

discharge policy

recruitment policy

workplace antiviolence

workplace learning policy