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� REPORT TO COUNCIL
FROM; Baba Gnjadhursingh DATE: Octobcr 2, 1998
Director of Human Resources REPORT NUMDER: HR 01•98
SUBJECT: Revicw of Employee Code of Conduct Policy.
RECOMMENDA7'ION:
That Report HR 01•98 recommending nmendments to the @mployce Code of Conduct be
rcccived, nnd Ihat Council npprove the nmendments to thc Gmployec Codc of Conduct Policy as
contnined hercin.
ORIGIN: Council dircctivc.
AUTFIURlTY: (u) The bfunlcipal Acr, R.S.O. 1990 c.M.45, Scction 102
(b) Council Resolution N422/97.
FINANCIAL IMPLICAI'IONS: Not applicoblc.
EXECUTIVB SUMMARY:
The Employce Codc of Conduct Policy wus cndorscd by Council on Octobcr 14, 1997, and has
becn in existcnce for almost one ycnr. Consistcnt wilh Council's dircction, this rcport contnins
rccommendcd nmcndmcnts to ihe Codc. Thcsc amendments nrc based on conccros and
comments expresscd by cmployccs during thc workshops presenled by thc Humnn Resources
Depnrtment, nnd for the most purt, will s�:rve to clarify thosc nreas of thc Code which some stnff
viewed as being uncicur.
DACKGROUND:
On October 14, 1997, Council passed Resolution N422/97 udopting the Gmploycc Code of
Conduct Policy tu developed by n Council npproved staff team comprised of the To�m Solicitor;
one representntive from CUPE, Local 129; onc reprcsentntive from the Pickcring Professiunal
Fircfighters' Associution and one union exempt reprcsentutivc (occupying a position falling
under paygradc IS).
Resolution N422/97 further requircd the Dircctor of Humnn Resourccs to evuluutc thc Employcc
Code of Conduct in wnjunction with thc stnf'f tenm within onc ycar of its implementation, Cor thc
purpose of providing wriucn recommendations to Council respccting nny changcs to the Codc as
mny be requircd.
INTRODUCTION:
Thc Employce Codc of Conduct Pclicy wns introduced as n visiblc nnd formal slutcmcnt of thc
intended vnlucs and bchaviorai standnrds the Corporation cxpc�s its cmployccs to tollow, when
Report to Cowcil HR 01-98 Oclobcr 2, 1998
Review of Employec Code of Conduct Policy Pnge 2 1`� 9
denling with ethicnl dccision-making situations i,c. acceptance of gifls, fnvuurs, usc of carporatc
essets, conflict of interests and deu!ing wilh confidentinl informnifon, amongst other issues. To
ensure that ull employees, upon hira, nre nppriscd of the Corporntion's cxpccwtions, n copy of
this documcnt hus becn included in thc Towit's new employcc oricntation pnckugc.
1MPLEMENTATION:
following Council's npproval of thc Code on October 14, 1997, in uccordnncc wilh Council's
dircclive, thc Town Clcrk providcd capies of thc document to all Community und RcsidcnCs
Associations. As well, the Humnn Resources Depnrtment conductcd u scrics of workshops to
communicnte lhe new Code to slutT. Up to June 24, 1998, a tolal of 19 workshops werc made
availnblc and 213 employecs attendcd; howevcr, thcsc warkshops wcrc inlerrupted due to thc
fnct thnt thc Safety nnd'fraining Coordinutor has bcen off work for meJicnl rcosons since July
2l, 1998.
ASSESSMENT APPROACH:
A list of comments and concems exprcssed by stnll' during the workshops wem kept and
reviewed with the Town Solicitor for the purpose of preparing this repod. In gencml terms, the
following rcpresents thc morc mcaningful nnd salicnt issucs anJ concems thot wcre brought
forward by stufF.
Conflict of Interest (Scction 03 - Attachment 3)
Thcre wcrc gcneml discussions but no specific concems wcrc mised. No nmcndments arc
recommended.
Gifis and Ocnefits (Seclion 04 - Attachment 3)
Thc major issue for stnfT scemcd Io bc n perceivcd gray arca whcrc the rules or principlcs
defining right and wrong conduct pertaining lo �he ucceptunce of gi(ts nnd benefits needed
clnrification. Othcrs fclt thnt thcrc was u nccd lo imposc and cnforcc rulcs morc faidy and
impsvtinlly so thnt thcrc is � morc cquilnblc distribution amongst staff, of gifis and tokens usuolly
reccived around Christmns timc.
An amcndment plucing "an approximnte vnluc of 525.00 or Icss" to dcfine more clecrly whal is
considcred to bc un acccptublc limit on individual gitis or tokcns of npprcciotion is
recommended. It is furiher rccommenJed that the Code is modified ta placc responsibility on the
depMment hcnd to ensurc that giRs nnd tokcns of apprecintion arc shnred nmongst departmcnwl
staff in an approprintc manncr.
Confidentiul Infortnation (Section OS - Attachmcnt 3)
Slaff scemed to undcrstand this pariiculur scction of the Code; howevcr, the concem seemcd to
focus on the issue of guaranteeing lhe confidentinlity of stnff reporting contrnvcntions of thc
Code to their supervisors. Since duc process cntitles n person acwsed of wrong doing to know
what he/she is accused of, as well as the nnme of the accuser, it is not possiblc to guarnntce such
confidentielity. As such, no nmendments to this scction of thc Codc are rccommended.
Incomputible Employment (Section 06 - Attachment 3)
Stnfl� wunted ciurification on whethcr volunteer work was considcrcd to be u violution of the
Code e�id clnrificution on who policcs thc Code. It wos expinincd that voluntcer work could in
fact constitute n violation of the Code if such work was incompntiblc with thc proper dischargc
of an employec's ofticial dutics, or if it rendcrcd the employee unnblc to properly dischnrgc his
on c�r employment obligntions to thc Corporntion. Thc Code wos further amended to rcflcct this,
nnd to assign thc responsibility of administering thc Codc to all department hcnds and
supervisors (as outlined in Section 02,03).
Report to Council HR O1-98 Octobcr 2, 1996
14 O Review of Employca Code of Conduct Policy Pnge 3
Public Relntions and Press Relenscs (Section 07 - Attachmcnt 3)
Some stuff felt that thcy nppeur to be less ihan professionul when thcy arc not pertnitted to spcak
to the medio on factual, straight-fonvnrd issues that nre not controversial, It was felt, howevcr,
thnt ihis responsibility should bcst rcmuin with thc General Mnnngcr and departmont heads.
Accordingly, this section was umended to rellect this.
Hirin� of Relutives (Section 08 - Attachment 3)
On the basis of lheir commcnts, employees appear to be ambivulent in thcir vicw on hirin� of
relatives. Some expressed concems about the fuct thnt the Code discournges the hiring of
immedinte femily or relativcs in dircct repoAing relationships (i.e. where nn individunl hns the
nuthoriry to directly conVol thc nctivities or work nssignments of unother cmployec as in u
supervisodsubcrdinate relntionship, in0uence the typc and nnture of work assignments or
working conditions, revie�v or npprove performuncc reviews and sninry ndjustments, administer
disciplinnry action nnd rccommend or approve hiring or firing of nn employec). In contrasl,
others fclt thut thc definition of immediale relntive in the Code should be cxpanded to include
nieces and nephews.
It is recommended that the esscntinl meaning nnd intent of this section of the Codc rcmnin as it
currcntly stands.
Politicul Activitics (Section 09 - Altuchment 3)
Although Ihcrc wcre some gcncrnl discussions around ihis topic, stuff had very few concems.
Thcrc was an inquiry as to whcthcr it �vus acccptablc for cmployccs, undcr thc Code, to
participntc in politicnl cnmpaigns in othcr municipalitics, Thc conscnsus was thnt it was
permissiblc as lons as it wus outsidc of working haurs and it did not involvc the usc af Town's
property, This nolwithstnnding, thc only nmcndmenl madc to ihis section uf thc Code was to
clurify thut stnff, nt senior manngcmcnt Icvcls, wcrc discoumgcd from becoming involvcd in
Town ojPickerfng municipal clection campaigns only.
Town PropcAy (Scction 010 - Attachmcnt 3)
Essentially, discussions rcgarding this scction of thc Codc focuscd on stnff wunting clurification
on the use of Town computers. Thcy wcre udvised lhal use of any Town property for the purposc
of genemting personal income would bc rcgurded as a violntion of the Code. It was clarified that
employees are generally entitled to use computers for personai reasons during brcuks, lunch time
nnd aftcr work, as long ns such usc is consisicnt with thc Guidclincs und Procedures put out by
the Infortnalion Syslems Division nnd approvcd by the Gencrnl Manngcr. No amendmcnts to
this section of lhc Codc arc recommended.
Personal Business (Section 011 - Attachment 3)
There were discussions of a genernl nature but stniThnd no concem with this pnriiculur section of
thc Codc; consequcntly, no changes tvc recommended.
Lon� Distnnce Telephone Calls (Seclion 012 - Atinchment 3)
Currently the Codc smtes thut, "Long distancc tclephonc cnlls shall bc placed by nuthoriud stafT
only." Some cmployees were unclear as to which stafi members arc aurhorized to pincc long
distanee telephane cnlls. The Corporation hos ncver conferrcd this authority to specific
individuals on a fortnal bosis, but instend, relied on nn impiicit undcrstnnding depending on thc
individual's naturc of work und Icvel of position. Since ell stafT urc rcquircd now to use thcir
calling cards whcm m�king personal cnlis at work, this hns bccome a non-issuc; thcrcfore, it is
recommcnded thnt this scntence bc deleted since thc rcmainder of this section still makcs it cicur
to employecs thut they are rcsponsible Cor the cost of nll personal lang distnncc calis mndc
through tha Town's tclephone systcm.
Report to Cauncil HR O1-98 October 2, 1998
Revicw of Employcc Code of Conduct Policy Puuc 4 1 t� �
Illagal Drutt and Alcohol Use (Seclian 013 - Altachmenl 3)
Sta(f were purticularly concemed us to whether the consumptian of alcuhol during lunch breaks
constiwted n vialetion of the Code. The Codc was amended to clnrify the fact thut consumption
oP nlcohol off work premises during nn unpnid lunch brenk is not a ground fot discipline, us long
ns thc employee is not impnired upon retum to work, or work perFommnce is not adverscly
nffected, ot ihe snfcty of others is not compromised as n result. Thc Code wns nmendcd,
however, to encourugc employecs to refmin Gom the use of nlcohol whilc on unpaid lunch and
rest brcuks, and consider as n gcneml principle, thnt in a public orgnnimtion any evidcnce of
nlcohol consumption has the potential to ullect thc Corpomtiods public image detrimentally.
Dress Code (Section 014 - Atlachment 3)
Slaft'wrtnted a definition es to whnt is "appropriate" dress under the Code. It wns felt that steff
who nre unclenr about what clothing is acceptnble should consult with thcir respectivc
depnnmcnt head. The Code currently rcquires only thosc cmployecs who perform their dutics in
public view to wenr identification nnd unifarms issued by the Town. This scction wr�s nmended
to establish a principle that all cmployecs must wear identificntion ond unifortns pravided by thc
Town while on duty, regnrdless of whclher thcy perfortn thcir duties in public view or not.
Enforcement (Section 015 - Altachment 3)
Stuff rnised some issues with resExct to the rype and dcgrce of disciplinary nction which muy be
tuken ngninst an employee for violutions urdcr thc Code. It wns clnrificd that any misconducl
under thc Code would bc subject to ihc snmc proccss ns wilh nny othcr misconJuct i.c. thcrc
would bc a full investigution nnd thc dcgrce of disciplinary aclion would bc decidcd upon bascd
on the results of thc invcslignlion nnd Ihc cmployce's cmployment recard. Any action tnken
would be subject ro thc rcquircments of collectivc agrecments whcrc relevanl. This section of
lhe Codc was amcndcd lo placc responsibiliry on szrpervlsory stnff as wcll as manngcrs nnd
department hends to udminislcr the Codc.
Milcagc Allownncc (Scction 016 • Attnchmcnt 3)
Inquiries regarding thc revocntion of emplayccs' drivcr's licenses wcre raiscd; howevcr, thc
outcome of such n situntion is not conlcmpintcJ by thc CoJe and this issuc is more nppropriately
deult with elscwhere. No amcndmcnts arc recammcnded.
Severability (Section 017 - Att�chmcnt 3)
No amendments nre rccommended,
CONCLUSION:
At a meeting on August 31, 1998, the stafT tcum comprised in the manncr directed by Council
reviewed and concurred with ilie amendments being recommcnded to Council. Thesc
atnendments are not intended to alter the substantive principles of the Code os thcy exist, but arc
meant to clurify those arcus where stulTmquired more definitive cxplanations.
Creating a Code of Conduct which formnlly statcs the primary valucs nnd ethicnl rules thc
Corporation expects its employces to follow rcduces ambiguity for employces, and perhaps, mny
bc even instrumental in mising the ethical stnndards of thc orgunizntion.
Report to Council HR Ol •98 Octobcr 2,1998
� ���Review of Employec Codc of Conduct Policy Pngo 5
ATTACHMENTS;
1. Council Resolution M422/97 (Attnchmcnt 1)
2. Codc of Conduct (axisting) (Attnchment 2)
3. Codc of Conduct (amended) (Attuchment 3) (Pleasc notc that thc recommended
changes to tha existing Codc are shown in bofd !!a!!cs in order to facilitate Council's
review of'such changcs. As well, the amended document has been pleced in thc ncw
formet now used far all Town policies.)
Prepared Dy:
,� .
Babn u rsingh
Director of Human Resources
Bd;eh:
Attuchments
Copy: Genernl Mnnuger
Recommcnded for the considemtion of
Pickering Town Council
Tho ]. Quinn, G crul M cr
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' It1:SOLU'i'ION OF COUNCIL
#422/97
UATE: OCPOIlE11 id. 1997
d10VEU UY: Cum�cillor livnn
SECONUED lil': Cowirillor Senis
Thot Council:
(a) adopt tha Employce Codc of ConJuct as devclopeJ by Ihc Council npprovcd sta0'tcam;
(b) adopt thc Cowicil Codc of Praclicc in ihe lorm attaclicd hcrclu with thc following
amendments:
i) Section 3(e) is amended by ndding die follawing sentence:
"Work for charilics, including fundraising, shall not wnslitutc a violatiun of thc
Council CoJe of Prac�ice."
ii) Seclion I is amendcd by adding Subscclion (c) lu proviJe n definilion of
"Incompalible' as outlined in thc M11unicipal Conflicl of Inlcresl Acl.
iii) Seclion 13 is amendeJ by deleting nll wording and replacing il with 'Tor furlher
review by Council".
(c) direct the Director of Human Resources to consull wilh Ihe members of the stnmteam
comprised of a rcpresenlutive Gom C.U.P.E, Local I29, the I'ickcring Firefightcrs'
Associalion, excmpt stafT(bclow salary gradc I S) and Ihe Town Soliciror, and to repon
back in writing to Council, in one ycar, to provide nn evalualion of Ihe Employee Code of
Conduct and to recommend any chenges that mny be requircd to be made to that Code;
and
(d) direct the Town's Clerk lo distribute copies of the Cade of Conduct and tlie Council Code
of Practice to local communiry associalians and lo mnkc copics avnilable tu persons doing
business with the Town and to the general public, upon rcqucst.
{SienedllVm�nc Artliur�
CARIt1ED MAYOII
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ATTAipY�NT N�{.9n ���'�P1' 9
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EMPLOYEE CODE OF CONDUCT
Octobcr 14,1997 � {
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TOWN OF PICKERING , 1 � �
EMPLOYEE CODB OF CONDUCT
PREAMBLE
Govemment service is e public wst that imposes the rcsponsibility of edvancing public
service while conserving pubiic rcsources, funds end meteriele, and one that rcquircs its
employea to perform their duties in a manner Ihat will withstand public scrutiny.
Employees of the Corporetion of the TOwn of Pickering shall conduct themselves in a
menner which shal) not be conswed to discredit the Town in any wey. Town employees
must be independtnt, impartial and responsible to the public in carrying out their duties. The
employee is ultimately rcsponsible and accountable Cor using good judgment in the course of
the exercise of their duties. This Code of Conduct has been developed to provide assistance
to all employees in performing their civic duties including ogents and other individuals doing
business on behalf of the Town. IC conduct occurs which violates this Code, the individual
or work group concemed will be subject to rcview and possible disciplinary action.
1. CONFLIGTS OF INTEREST
A conflict may exist where the employee could dircctly influence the decision mede in the
course of perfomiing his or her job duties and elso wherc he or she could indircctly
iniluence lhe decision through exorting pecsonal influence over the decision•maker.
Employees shnll not place themselves in a position wherc they are under obligation to any
person who might benefit from special consideration or favor on their part ar where he or
she could gain personel benefit, dircctly or indircctly, from any agrcement or contrnct
wilh the Town ebout which they could iniluence decisions or affect the outcome.
Emplayees shall not gain personal benefit, or pertnit others to benefit from the access to
informetion ecquircd in their ofticial capaciry which is not ganeraily available to Ihe
public through ordinary and proper channels.
Employees should avoid situations where on employee's personal intercsts conflict with
his or her duties end rcsponsibilities as an employee of the Town. For the purposes of this
Code, en employee's personal intaests shall include the personnl intercsu of the
employee, his or her spouse (including a common law spouse) and his or her minor
childrcn. 7'he onus shell be on an employee to inform his or her supervisor if a situation
comes btforo the employee.in which the employee's personul intorcst is nr may be
involved. A conflict of intercst can exist whether or not a pecuniary edvantage has been
or may have been confemd on the amployee. Employees sholl not sell goods, muterials
or services to the Town. An excoption may be made with the approvn) of the Town's
Generel Monoger, provided the opportunity is made available on un equal basis to other
employoes..
During lhc course of their dutics, cmployees shall not rc&r businoss to Mombcrs of
Pickcring Council or to lhc Councillor's immediotc family, (For thc purposc of this
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146 policy, immediate fnmlly ehall mcan husbund, wifc, including common law spouu.
childrcn including foster or step chlldrcn).
2. GtFTS AND BENEFITS
(n order to prcserve the imege and integriry of the Town, rcceipt oF business giks is
discourrged; however, the Town rccognizes that moderate hospitaliry is an accepted
, courtesy of e business rolationship. Recipienu should hot allow themseives to reach a
position whercby they might be or might be doemed by others to have been influenced in
making a business decision as a consequence of accepting such hospitaliry. The
Frcquency and scale of hospitaliry accepted should not be grcatcr than what wauld be
pertnined to be claimed at a business exponse in the normal course of one's job,
An employee should not seek or aecept any gifts, donations, cash, benofits or favars from
any person or organization whose business oc financiai intercsts may be impacted in any
fashion by the employee in tho course of the exercise of the employee's Town duties. For
the purposey of this Code, gifts also include without limitation, services, promotional
prcmiums and discounts.
Small tokens of appreciation provided on a depactmental basis wili not constitute a
violation of this code.
3. �UNFIDENTIAL INFORMAT(ON
Employees sheil not pertnit any penon, other than those who are approprietely aod legally
entitled thercto, to inspect or have access to infortnatian, papen or documenu which are
conftdentiel. Where an cmployce is unsurc of the status of infarmation, before mnking
any rclease he or she shall diuuts �t with his or her Manoger.
Perticular care should be exercised in rcleasing information relating to the following
matters: �
(i) items under litigation (includin.; mattcrs beforc �he Ontario Municipal Board
and other Tribunals);
(ii) personnel matters;
(iii) infortnation provided� by suppliers for evaluations which might be useful to
competitors;
(iv) infortnation which infringes on the right to privacy of others;
(v) sources of complaina ebout a variery af mattors in which the identiry of the
complainant is given in confidence;
(vi) items under nogotiation penoining to rcal cstatc maners;
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(vii) informotion supplied in suppart of Iicense applicatione, whero such informaiio 1 Q 7
is not patt of the public documentallon; and
(viip schedulea of pricee in controct lenden.
Manegen will ensurc that employees arc aware of confidcntial informntion held in their
departments which may not be divulged. •
Employees should rofer rcquests for confidentiel infonnatian to the Town Clerk. Farmal
procedurcs am in place in accordance �yith the Municipal Frcedom of (nfocmation and
Protection of Privecy Act which govem situetious where the public request inFortnation
that is rcgerded as confidentiel by the Town. '
4. JNCOMPATTBLE EMPLOYMENT
No emplayee shall engege in, or accept private employment, ot rcnder servi:es for private
intercsts whea such employment or service is incompatible with the proper discharge of
hie or her afEicial Toum duties, or would tend to impair hie or her independcnce of
Judgment or action, in the performance of his or her official duties,
5. PUBLIC RELATiONS AND PRESS RELEASES
Employee- shall veat each contnct with the public with diplomacy, tact and objectiviry
and shell rccognize that such contacts affect the Town's public image.
Employees aro encouraged to rcfer to the Town's General Mnnager any contacts from the
media which do not deal with infotmatian in the public damain, but which rcquest
opinions or comments on policy, procedurc�, legal or other metters.
Prcss rcleases and communications on the Town's web site on the Internet must be pre-
epproved by the General Manager or the Mayor, or the authorized corporate
reprcsentative, as the case mny be.
This policy is not intended to rcstrict the ability of employees to express an opinion on
general intercst matten, wherc the employee makes it clear that he or she is commenting
as a private citizen and not in his or her capaciry u a Town employee.
6. HIRING OF RELATIVES
The Town discoumges the hiring of immediate family or immediate relatives of
cmployees in situations where the related employees would be in a dircct rcponing
relationship. In generoi, the fact ihot a potential employee is rclated to an existing
employee or to a Member of Council neither prejudices nor advances that person's hiring
prospecu, (For the purpose of this policy immadiate relatives shall mean parents,
brothen, sisters, including foster or step, parents•in•law, brothers•in•law, sisters-in-law,
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��a sons•in•low, daughtcn•(n�law, gmndparcnu, grandchildrcn or �ny other rclative living
with an employee).
7. POLITfCAL ACTIVITIES
Employees shali not engage in any political activiry, federal, provincial, ar municipal
during working houn. Employees shall not utilize Town asseu, resources, or propercy
(including Town uniforms or any part of a Town unifoim) for this purpose, without the
prior wrinen euthorization of Council. No campaign related activities shall wke place on
civic property without the prior exprcssed authorization of Council. '
Employees, especially those at the senior management level are discauraged Crom direct
or active involvoment in municipal election campaigns.
During municipal elections, employees should ensure that any involvement in a municipal
election campaign shall not adversely effect their duties as employees with the Town of
Pickering.
Employees may exercise their civic right to run for public office subject to compliance
wilh the applicable legisiation.
S. TOWN PROPERTY
Each employee who has carc or custody of Town property must onsurc that it is properly
secured and that controls are in place, are ussd and arc not being circumvented. Town
property includes cash, cheques, valuable documents, inventories, supplies and
equipment. Hmployees shell rcport any inadequacies in, or problems in complying•wi[h
existing safekeeping errangemenis immediately te iheir Department Hwd.
All employees must rcport any allegations of fraud or theft immediately to their
Department Head in writing, with a copy to �he General Menager.
All employees must use Town property only to the extent necessary to carry out assigned
duties. Town property shall not be used by employees for petsonal use or financial gain
uniess prior approval is ucurcd from the employee's Department Head, in writing and
unless such use wkes place during the employee's brcaks or after business haurs.
Town properry must not be used by employees for the purposes of finnncially benefiting,
either themselves or anyone usociatcd with them, Both confidential infortnation
available to Town employees by vinue of their employment and Town fncilities, asseu
and supplies constitute Town property,
Employees shall not use Town propeny, equipment, supplies or services including
compu[er sofl�varc and oiher intellectual property for activities not associated with the
discharge aF ofiiciol duties without the prior approvoi of the employee's DepaRment
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All amployea aro rcspansible to ensurc �hat Town property in the employeo'e control is
not taken or convorted for personvi gain and must roport any instances or suspicions of
fraud or theft to tha Department Head immediately,
Employees must �ssume full rosponsibfliry far their penonal property brought onto Town
ProP�rtY..
No employee shnll meke financial gain fram the use or sale of Town•developed computer
programs, technological innovations or other patentable items, either while in the
employment of the Town, or therwfter. All such properry is and shall remain the
exclusive properry of the Town.
Employees shall rcfrain from making penonal telephone calls during business houn, If
a personal call must be placed, the employee shall be expected to be as brief es possible.
Employees shall discourage callers who contnct them at work on matters not rclated to
Town business, which shall also include personal visitations.
10. LONG DISTANCE TELEPHONE CALLS
Long distance telephone calls shall be placed by authorized personnel only. Penonal
long distance calls shali not be undenaken at the Tawn's expense, Emplo,yees shall
rcimbune the Town for lang distance and o�her charges arising from personal calls made
through the To�m's telephone system.
11. DRUG AND ALCUHOL USE
Employees shall abide by applicable Jaws and rcgulations governing the possession and
use of alcohol and drugs. The illegel use, sale, purchase, transfer or possession of
alcohol or any rcsaicled or conuolled drug, narcatic or any other substance while on
Town prcmisea, or durirtg working haun is prohihited end will result in discipline or
dismissal as appropriate. Employees shall not anend to their position's responsibilities
and duties while under the iniluence of alcohol or illegal dcugs.
To addrcss employer/employee liabilities associated with due diligence responsibility
atound workplace safery, it is never permissible for employees to attend to ►heir
position's rcsponsibilities and dmies while impaired as a result of the influence of any
alcohnl ar drug, illicit or othenvise.
l2. DRESS CODE
Employees arc expected to dress, at ali times, in a m�nner thot is appropriatc to the work
bcing pe�fortned, Office staff arc expected io dress at �II timcs in u monncr that prcsents
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an accoptabla and professional corpomte imoge. Employces who usually perfortn work
in public view shall wear idcntiflcation and full unifortns as provided by the Town.
(J. ENFORCEMEN�
The observance of this Code of Conduct constitutes a condition of employment. Any
employee who faiis to act in accordance with tho provislons of this Code will be subject
io appropriate disciplinary action including tecmination df employment.
The Corporation's expectations of iu employees in each af lhese arcas is outlined in this
Code. If an employee is in doubt about any of the metters set out hercin, or if the
particulat situation is nat covercd here, the employee must ask his or her Department
Head for azsistance in the interprctation of thc policy.
A supervisor who is of the opinion thet an employee is breaching the Code should bring
this brcach to the attention of the Deparunent Head as soon as possible
A Department Head, or Manager having direct knowlcdge of a br:ach of this Code shall
bring the infortnation immediately to the attention of the employee. •
My employee who hes reeson to believe that a Manager or Supervisor is committing a
brcach of this Code shall approach the Department Head in confidence. Any employee
who has rcason to believe that the Departmont Head is committing a breach of this Code
shall approach the General Manager in confidence. Any employee who haz reuson to
believe that the General Manager is committing a brcach of lhis Code shall approach the
Mayor in confidence.
All employees shail rccaive a copy of U�is Code, All new employees shall cead and
subscribe in writing to this Code prior to commencing their duties.
14. MILEAGE ALLOWANCE ,
Employees who rcceive mileage allowance from the Town and employeos rcquired to
operate Town vehicles must immediately disclose to the General Manager any
suspension of the employee's drivers licence and eny conviction of the employee
rcgarding driving rclated o(fcnces purouant to the Highway Traffic Act or the Criminal
Code. '
15. SEVERAB(LiTY
The provisions of this Code of �onduct arc sever�ble and if any provision, section or
word is held invalid or illogal, such invalidiry or illegaliry shall not affect or impair any
of the rcmaining provisions, sectians or words.
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� TOWN POLICY/PROCEDURE
151
POLICY STA7F.MENT.•
The Town of Plckedng requlres !ts employees to conduct themselves !n a
professlonal and ethlcal manner whlle carrying out the!► clvlc dudes. Thls Code o/
Conduc! is a vlslbfe and formal statement of the Intended values and 6ehavloural
standards fhe Town expects !ts employees, end !ts agents or contractors to follow
when conducdng Town's buslness. 1/ conduct occurs whlch violetes thls Code, the
employee or work group concemed wlll 6e subJect to revlew and possible
dlsclpllnary acdon. In the case of an agent or contractor, ferminaUon o/ fhe servke
conhact or servlce agreement may occur.
POLICY OBJECT/VE:
7he obJective o/ thls pollcyls to:
1. EstabNsh a set ol6ehavioural guldellnes for employees to lollow ln various
sltuaGons whlch may lnvolve ethical declslons.
2. Protect Town property and lmege,
3. Malntaln approprlate working standards.
4. Promote a hlgh standard of pro/esslonallsm amongst staH.
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' TOWN POLICY/PROCEDUFtE
GENERAL:
01 DeflnlUons:
01.01
01.02
01.03
Immedlate Family •. A husband, wlfe, !nc/uding common law
spouse, chlldren lncluding foster or step chlldren, of an
emp/oyee.
lmmedlate RelaUves •. The parents, brothers, sisters, Including
foster or step, perents•!n•law, brothers-!n•law, slsters•!n•law,
sons•In-law, daughters•!n•law, grandperents, grandchlldren or
any othe►re/aUve Iiving wlth an employee.
Personal /nteresb - An employee's personal lnterests shall
lnclude the persortal Interests of the employee, hls or her spouse
(lncluding common lew spauseJ and hls or her minor chlldren.
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� TOWN PQLICYIPROCEDURE
Approval: Date Originated: Polic Number:
October 14, 1997 Cl�nl�cauon: HUR
Reteronce: D�te Revfsed:
. C�t�pory: 050
SubJect 002
Polfcy Title: EMPLOYEE CODE OF CONDUCT
02 ResponslblllNes:
02.01 Councll to:
Approve any emendments to fh/s pollcy.
02.02 General Manager fo:
Approve leaves o/ absence for employees requesHng Ume oH
when running for poliUcal oHJce.
02.03 Deparfinent Head/Supervlsor to:
(aJ Ensuro that fhe pollcy is adhered fo through demonstrat�d
pracGces of Town emp/oyees.
(b) Recommend changes to the pollcy as approprlafe.
(cJ Set an example for all employees by approprJate attire and
professlonal behaviourat all Umes.
(a� Ensure fhat proper clothing and uniforms are avafla6le and
are used by varlous Town staH.
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03 CONFLICTS OF INTEREST:
A confllct may ex(st where the employee could directly influence the decision made
in the course of performing his or her job duties and aiso where he or she could
indirectly InOuence tho decision through exert(ng personal influence over the
decision•maker.
Employees shall not place themselves (n a posiqon where they are under obligation
to any person who might benefit Bom spec(al consfderatian or favor on their part ar
where he or she could gain personal benefit, d(rectiy or indirectly, from any
agreement or contract with the Town about which they could (nfluence decisions or
affect the autcome.
Employees shall not galn personal benefit, or permit others to benefit from the
access to iniormation acqu(red in their oKcial capacity which is not generally
avaflable to the public through ordinary and proper channels.
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Employees should avofd situations where an employee's personal interests con(lict
with his or her duties and responsibilitfes as an employee of the Town. The onus
shall be on an employee to (nfortn his or her supervisor if a situation comes before
the employee in which lhe employee's personal fnterest is or may be involved. A
conflict of fnterest can exist whether ar not a pecuniary advantage has been or may
have been conterred an the employee. Employees shall not sell goods, materials or
services to the Town. An exception may be made with the approval of the Town's
General Manager, provided the opportunity is made available on an equal basis to
other employees.
During lhe course oi their duties, employees shali not refer business to Members of
Pickering Council or to the Councillor's immed(ate famfly.
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TOWN POLICY/PROCEDURE
04 GIFTS AND BENEFITS:
In order to preserve the fmage and integrity of the Town, recefpt of business gifts is
discouraged; however, lhe Town recognizes that moderate hospitality is an
accepted courtesy of a business relationshfp. Recipients should not allow
themselves to reach a position whereby they might be or mfght be deemed by
others to have been influenced in making a business dec(sion as a consequence of
accepting such hospitality. The frequency and scale of hospitality accepted should
not be greater than what would be permitted to be claimed as a busfness expense fn
the normai course of one's job.
An employee should not seek or accept any gifts, donatfons, cash, benefits or favars
from any person or organizallon whose business or financfal interests may be
fmpacted in any fashion by the employee in the course af the exercise of !he
employee's Town duties. Far the purposes of this Code, gifts also includo without
limitation, servfces, promotional premiums and dlscounts.
Small tokens of appreciation provided on an Indlvidual basis having an
approximate value ol 525.00 or less, will not constitute a violation of this code.
Where ever reasonably posslble the Department Head shall ensure that tokens
o/ appreciation are shared amongst the Depariment !n an approprlafe manner
determined by them.
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Approval: Date Origlnated: Polic Number:
October 14, 1997 cia..incauon: HUR
Reference: Date Reviaed:
. Category: 050
SubJeet: 005
Policy TiUe: EMPLOYEE CODE OF CONDUCT
05
Emplayees shall not permit any person, olher lhan those who are apprapriately and
legally entitled thereto, to fnspect or have access to informalfon, papers or
documents which �re confidential. Where an employee is unsure of the status oF
information, before making any reiease he or she shall discuss it with his or her
Manager.
Particular care should be exercised (n releasfng information relating lo lhe following
matters:
(i) items under litigation ((ncluding matters befare the Ontario Municipal Board ancl
olher Tribunals);
(ii) personnel matters;
(ifi) (nformation provided by suppliers for evalualions which might be useful to
competilors;
(iv) fnformaqon which infringes an the right to privacy of others;
(v) sources of complafnts about a variety of matters in which the idenlity of the
complainant is given in confidence;
(vl) items under negotiation pertaining to real estate matte� ,
(vil) infortnation supplied in support of license applfcations, where such information
is not part oi lhe public documentation; and
(viii) schedules of prices in contract tenders.
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TOWN POLICY/PROCEDURE 157�
Approvst: Date Originated: Polic Number:
October 14, 1987 chninauon: HUR
Reference: Date Reviaed:
. C�tepory: O50
SubJeeL• 005
Polfcy TIUe: EMPLOYEE CODE OF CONDUCT
05 CONFIDENTIAL INFORMATION: (CanNnued)
Managers w(I� ensure that empioyees are aware of confidentlai information held in
their depa�tments which may not be divulged.
Employees should refer requests for confidential information to the Town Clerk.
Formal procedures are in place (n accordance with the Municipal Freedom of
Informat(on and Protection of.Privacy Act which govem situations where the pubtic
request iniormation lhat (s regarded as confidential by the Town.
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158 ��'"'�
� TOWN POLICY/PROCEDURE
OB INCOMPATIBLE EMPLOYMENT:
No employee shal� engage in, or accept private employmenUvolunteer work, or
render serv(ces for private interesls when such employment or volunteer service, is
incompatibie with the proper discharge of hfs or her o�cial Town dulfes, or would
tend to impair his or her independence of judgment or action, in lhe performance of
his or her official duties.
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• TOWN POLICY/PROCEDURE
07 PUBLIC RELATIONS AND PRESS RELEASES:
Employees shall treat each contact with ihe public with diplomacy, tact and
objectiv(ty and ahall recognize that such cantacts atfect the Town's public fmage.
Employees are encouraged to refer to the Town's General Manager any contacts
from the media which request opinions ar comments on policy, procedures, legal
policy, procedures, legal or other matters. Any other medla contacts should be
relerred to the employee's Department Head.
Press releases and communications on the Town's web sfte on the Internet must be
pre-approved by the General Manager or the Mayor, or the authorized corporate
representative, as the case may be.
This pol(cy fs not intended to restrict the ability of employees to express an opinion
on general interest matters, where the employee makes it clear that he or she is
comment(ng as a private ciUzen and not fn hfs or her capacity as a Town employee.
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TOWN POLICY/PROCEDURE
Approval: Date Originated: Polic Number:
OCfobet 14, 1997 Claulfieotlon: HUR
Raference: Date Revised:
- Cotepory: O50
SubJeet: 008
Policy T(tle: EMPLOYEE CODE OF CONDUCT
08 HIRING OF RELATIVES:
The Town conslders the hiring of immediate family or fmmediate relatives of
employees to be Jnapproprlate in situalions where the related employees would be
in a direct reporting relationship. In general, the fact that a potential employee is
related to an exisNng empioyee or to a Member of Council neither prejudices nor
advances that person's hiring prospects.
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TOWN POLICYIPR�:�EDURE 1�1
Approvai: Date Origfnated: Polic Number:
OCtObef 14, 1987 Clusltiullon: HUR
Referenco: Date Revised:
. c.aeoy: asa
SubJeet• 009
Policy TIUe: EMPLOYEE CODE OF CONDUCT
09 POLITICALACTIVITIES:
Employees shall not engage in any political activity, federal, provincia�, or municipal
during working haurs. Employees shall not utilize Town assets, resources, or
property (including Town uniforms or any part of a Town uniform) for this purpose,
without the prior written authorization of Council. No campaign related activities
shall take place on civic property without the prior expressed authorization of
Council,
Employees, especially lhose at lhe senior management Ievei are discouraged from
d(rect or aclive involvement in Town o/P7ckering munfcfpal e�ection campaigns.
During municipal elections, employees should ensure that any involvement in a
municipai election campaign shall not adversely aHect their duties as employees
with the Town of Pickering.
Employees may exercise their civic right to run for public office subject to
compliance with the applicable legislation.
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� TOWN POLIC'Y/PROCEDURE
Approval: Date Oripina+.ed: Polic Number:
October 1A, 1997 c�.umcauon: HUR
Reference: Date Revlsed:
_ C�tepory: O50
SubJocG 010
Poltcy TiGe: EMPLOYEE COUE OF CONDUCT
010 T0IMJPROPERTY:
Each employee who has care or custody of Town praperty must ensure that it is
properly secured and that controls are fn place, are used and are noi being
circumvented. Town prope�ty includes cash, cheques, valuable documents,
Inventories, supplies and equipment. Employees shall report any inadequacies in,
or problems in complying with existing safekeeping arrangements immediately to
their Deparlment Head.
All employees must report any allegations of fraud or theft immediately to their
Department Head in writing, with a copy to the General Manager.
All employees must use Town property only to lhe extent necessary to carry out
assigned duties. Town property shall not be used by employees for personai use or
financial gain unless prior approval is secured (rom the employee's Department
Head, in writing and unless such use takes place during the employee's breaks or
after business hours.
Town property must not be used by employees for the pu�poses of financially
benefiting, either themselves or anyone associated with them. Both confidential
information availabie to Town employees by virtue of their employment and Town
facilities, assets and supplies constitate Town property.
Employees shall not use Town property, equipment, supplies or services including
computer software and other intellectual property for activities not associated with
the discharge of o�cial duties wilhout the prior approval o( the employee's
Deparlment Head.
All employees are responsible to ensure that Town property in the employee's
control is not taken or converted for personal gain and must report any instances or
suspicions oi fraud or theft to lhe Departmenl Head immediately.
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TOWN POLICYIPROCEDURE
010 TOVVN PROPERTY: (Continued)
Employees must assume full responsibility for the(r personal praperty brought onto
Town property.
No employee shall make financial gain from the use or sale af Town-deve�oped
computer programs, technological innovations or other patentable items, either while
in the employment of the Town, or thereafter, All such property fs and shall remain
the exclus(ve property of the Town.
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Approval: Date Originated: Polic Number:
October 14, 1997 cl�s.lnc.eon: HUR
Reterence: Date Revised:
, . Catepory: O50
SubJact: Q��
Pollcy Tttle: EMPLOYEE CODE OF CONDUCT
011 PERSONAL BUSINESS:
Empioyees shall reirain from making personal telephone calls during business
hou�s. If a personal call must be piaced, the employee shall be expected to be as
brlef as possible.
Employees shall discourage ,allers who contact them at work on matters not related
to Town business, wh(ch shall also include personal visitalions.
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� TOWN POLICY/PROCEDURE 1 ��
Approval: Date Originated: Pottc Number:
October 14, 1997 Clauifluuon: HUR
Reterence: Date Revlaed:
. Catagory: O50
SubJact: 012
Policy Tide: EMPLOYEE CODE OF CONDUCT
012 LONG DISTANCE TELEPHONE CALLS:
Personal long distance calls shall not be undertaken at lhe Town's expense.
Employees shall reimburse the Town far long d(stance and other charges arising
from personal calis made through the Town's telephone system.
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��'� � TOWN POLICYIPROCEDURE
Approval: Date ONginatad: Polic Number:
October 14, 1997 CIu�I11c�Gon: � HUR
Reference: Date Reviaed:
C�tepory: 050
SubJsct: 013
Policy TIU�: EMPLOYEE CODE OF CONDUCT
013 ILLEQAL DRUG AND ALCOHOL USE:
Employees shall abide by applicable laws and regulationa governing the possession
and use of alcohol and drugs. The illegal use, sale, purchase, transfer or
possession of aicohal or any restricted or conlrolled d�ug, narcotic or any other
substance while on Town premises, or during working hours is prohibited.
Employees shall not attend to their positfon's responsibilities and dut(es while under
the influence ot alcohol or illagal drogs.
To address employer/employee liabilitios associated with due dil(gence
respansibility around workplace satety, it is never permissib�e for employees to
attend to their posiNon's responsibilities and duties while impa(red as a result of the
influence of any alcohal or drug, III(cit or athervvise.
Whlle fhe Town of Pickering cannot enforce a6sNnence from alcoholic
6everages during unpald lunch and rest breaks, employees are encouraged to
refraln from sucb use especlally !/ thelr work lnvolves operaUon of motorized
vehlcles, equlpment or other machlnery. As a general princ(ple, employees In
our pu611c servlce must conslder that any evfdence of alcohol'consumptlon
may deWmentally aHect the Town's publlc lmage.
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Approval: Date Orlginated: Palic Number:
October 14, 1997 ca..�nauon: HUR
Reference: Date Revtsed:
, C�tepory: 050
SubJeet: 014
Pollcy TiUe: EMPLOYEE CODE OF CONDUCT
014 DRESS CODE:
Employees are expected to dress, at all times, in a manner lhat (s appropriate to lhe
work being performed. Office staff are expected to dress at all times fn a manner
that presents an acceptable and professional corporate fmage. Employees who
usually perfarm wo�k in public view shall wear identification. Employoes who are
lssued wlth uniforms 6y the Town shall wear full unlforms at all Hmes during
the course of the!► work day.
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� TOWN POLICY/PROCEDURE
Approval: Date Originated: Polic Number:
OctObef 14, 1997 Cla�tllicadon: HUR
Reference: Oate Revised:
. C�tagory: 050
SubJeet: 015
Policy Title: EMPLOYEE CODE OF CONDUCT
015 ENFORCEMENT:
The observance of this Code of Conduct constitutes a condition of employment.
Any employee who fafls to act in accordance with the prov(sions of thfs Code will be
subject to appropriate disciplinary action fncluding termfnation of empioyment.
The Corporation's expectations of its employees in each of ihese areas is outlined in
th(s Code. If an employee is in doubt about any of the matters set out herein, or if
the particular situatfon is not covered here, the employee must ask his or her
Department Head for assfstance in the interpretation of the policy.
A Department Head, Manager or Supervlsar having direct knowledge of a breach
of this Code shall bring the information fmmediately to the attention oi the employee.
Any employea who has reason to believe that a Manager or Supervisor is
commitling a breach of lhis Code shall approach lhe Department Head in
confidence. Any employee who has reason to believe that the Department Head is
committing a breach of this Code shall approach the General Manager in
confidence. Any employee who has reason to believe that the General Manager is
committ(ng a breach of this Code shall approach the Mayor in confidence.
All employees shall receive a copy ot this Code. All new employees shall read and
subscribe in wriling to this Code prior to commencing the(r dul(es.
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TOWN POLICY/PROCEDURE
Approval: Date Or(gfnated: Polic Number:
October 14, 1997 Cludfiatlon: HuR
Reference: Date Revised:
• Category: 050
SubJeet• 018
Policy TiUe: EMPLOYEE CODE OF CONDUCT
016 MILEAGE ALLOWANCE:
Employees who recefve mileage allowance from the Town and employees required
to operate town vehfcles must immediately disclose to the General Manager any
suspension of lhe employee's drivers licence and any convict(on of the employee
regarding driving related oHences pursuant to the Highway Traffic Act or the
C�iminal Code.
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TOWN POLICY/PROCEDURE
017 SEVERABILITY:
The provisions of this Code af Conduct are severable and if any provision, section or
word ls held invalid or illegal, such invalidity or illegality shall not affect or impair any
of the remafning provisions, sections or words.
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