HomeMy WebLinkAboutCLK 04-1458
From:
Subject:
Paul Bigioni
Director, Corporate Services & City Solicitor
City Policies
City Hiring Policy
City Community Grant Policy
City Protocol Policy
Recommendation:
Report to
Council
Report Number: CLK 04-14
Date: May 20, 2014
1. That Council approve the Hiring Policy, amended as set out in Attachment 1, in
order to comply with the requirements of the Accessibility for Ontarians with
· Disa'bilities Act, 2005, and the Ontario Human Rights Code, and to implement
minor housekeeping updates;
2. That Council approve the Community Grant Policy, as set out in Attachment 2, in
order to provide consistent processes for grant requests; and
3. That Council approve the Protocol Policy, as set out in Attachment 3, in order to
provide a Policy statement for Procedures and Standard Operating Procedures.
Executive Summary: The attached Policies have been created, reviewed and
revised as necessary to comply with changes in legislation, to implement
"housekeeping" updates and to create Policy statements for the creation of future
Procedures and Standard Operating Procedures.
FinanciaJ.Jmplications: Costs associated with the City's obligations to accommodate
employees with a disability would be dependent on the nature of the accommodations
up to the point of undue hardship. Costs associated with Community Grant requests
would be the subject of future budget allocations.
Discussion: The City of Pickering reviews and updates Policies on a
regular basis and as necessary to comply with changes in legislation. The attached
Policies are before Council as a result of the following reviews:
Hiring Policy HUR 040-The Hiring Policy was originally approved by Council in 2007.
Changes have now been made to the Hiring Policy for the purpose of establishing
integrated accessibility standards for employment in accordance with 0. Reg. 191/11
under the Accessibility for Ontarians with Disabilities Act, 2005.
Report CLK 04-14 May 20; 2014
Subject: City Policies Page 2
While a "disability" has always been a prohibited ground upon which to discriminate, the
integrated accessibility standards for employment provide regulations that govern the
requirement to accommodate individuals with a disability during the recruitment process
and throughout their employment.
The Accessibility Standard for Employment will help Ontario businesses and
organizations make accessibility a regular part of finding, hiring and supporting
employees with disabilities. Effective January 1, 2014 the City is now required to:
• let job applicants know that recruitment and hiring processes will be modified to
accommodate their disabilities, if requested.
• build the accessibility needs of employees into its human resources practices.
• create a written process for developing and documenting individual
accommodation plans for employees with disabilities.
• help employees stay safe in an emergency by providing them with individualized
emergency response information when necessary. ,
Additionally, in 2012, Bill 33, Toby's Act, was given Royal Assent and added two
prohibited grounds of discrimination under the Ontario Human Rights Code. These
grounds establish the right to be free from discrimination and harassment because of
gender identity or gender expression.
Prior to the passing of Toby's Act, the prohibited grounds of discrimination in
employment in the Ontario Human Rights Code included race, ancestry, place of origin,
colour, ethnic origin, citizenship, creed, sexual orientation, age, record of offences,
marital status, family status or disability. Toby's Act now gives every person the right to
equal treatment with respect to employment without discrimination on the basis of
gender identity and gender expression, defined as follows:
a. Gender identity refers to each person's deeply felt internal and individual
experience of gender. A person's gender identity may or may not correspond
with their birth sex, and with social norms of "male" and "female". It includes an
individual's personal sense of their body (which may involve, if freely chosen,
modification of bodily appearance or function by medical, surgical or other
means) and other expressions of gender, such as dress, speech and
mannerisms.
b. Gender expression refers to the external attributes, behaviour, appearance,
dress, etc., by which a person expresses themselves and through which others
perceive that person's gender.
CORP0227 -07101 revised 59
60
Report CLK 04-14 May 20, 2014
Subject: City Policies Page 3
The Hiring Policy has been updated to reflect these changes and also to reflect minor
housekeeping changes and to create process consistencies for Procedures and
Standard Operating Procedures created under this Policy.
Community Grant Policy FIN 040-At a meeting held on April 22, 2014, Council
approved Report CR 04-14, Community Association Agreements. That report includes
a Draft Community Grant Policy that was referred to staff for revisions. The revised
Community Grant Policy provides consistent processes that allows the City to
incorporate funding requests into each Budget year in a timely manner and through a
consistent process.
The Community Grant Policy has been updated to reflect these changes and to create
process consistencies for Procedures and Standard Operating Procedures created
under this Policy.
Protocol Policy ADM 110-The Protocol Policy has been created in order to provide a
Policy Statement for the creation of Procedures and Standard Operating Procedures
under this Policy. Procedures created under this Policy include: Flag Raising
Procedure, Proclamation Procedure, Petition Procedure, Booking Council Chambers
and the Civic Complex Lobby and Presentations and Delegations Procedure.
Attachments:
1. Hiring Policy
2. Community Grant Policy
3. Protocol Policy
Prepared By:
Debbie Shields
City Clerk
,
Approved/Endorsed By:
// .~ /;-:~~ ./;tl}j:;>Zf/ ; ~e~er Parent
L-.[)ivision Head, Human Resources
CORP0227-07/01 revised
Approved/Endorsed By:
Approved/Endorsed By:
Stan Karwowski
Division Head, Finance & Treasuer
Report CLK 04-14
Subject: City Policies
Approved/Endorsed By:
~odgson-J
Division Head, City Administration
PB:ds
Recommended for the consideration
of Pickering City Cou;/
(jfJda
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
May 20, 2014
Page 4
~ 12,2Pt4
61
62
City Policy
Policy Title: Hi ring Policy Policy Number
HUR 040
Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages
Resolution#231/07 04/12/1999 01/12/2007 17
Resolution# ... ./14 04/22/2014
Approval: Chief Administrative Officer Point of Contact :
Division Head, Human Resources
Policy Objective
The objective of this Policy is to:
1 . Establish fair and consistent employment practices.
2. Ensure that vacant positions are filled in a fair and consistent manner, recognizing the
bona fide requirements and characteristics of the position being filled.
3. Ensure compliance with governing legislation, policy and conditions specified by the City's
collective agreement(s) with its unionized employee group(s).
4. Ensure that an adequate range of qualified individuals are attracted for all vacancies.
Index
01 Definitions
02 Responsibilities
03 Procedures/General Provisions
04 Non-Discrimination
05 Accessible Employment Standards
06 Job-Related Medical Examination
07 Verification of Credentials
08 Reference Verification
09 Unsolicited Applications
10 Documentation
11 Nepotism
12 Driver's Licence
13 Contract Staff
14 Relocation Assistance
15 Probationary/Trial Periods
16 Criminal Reference CheckNulnerable Sector Screening
Appendices
01 Definitions
01.01
01.02
01.03
01.04
01.05
01.06
01.07
Hiring Policy
HUR 040
Accessible Formats -include but are not limited to large print, recorded audio
and electronic formats, Braille and other formats usable by persons with
disabilities.
Applicant-An external individual submitting a job application for employment
with the City.
Candidate-An existing employee subm.itting a job application for a posted
vacancy.
Children -From birth to 18 years of age ..
Common-Law Spouse -An adult man or woman who cohabits with a member of
the same or opposite sex in a conjugal relationship outside of marriage.
Communication Supports-Includes but is not limited to captioning, alternative
and augmentative communication supports, plain language, sign language and
other supports that facilitate effective communications.
Criminal Reference Check -A check undertaken through the police department
on individuals to determine whether they have a record of offences.
Page 2 of 12
63
01.08 Direct Reporting Relationship -A reporting relationship where an individual has
the authority to directly control the activities or work assignments of another
employee (as in a supervisor/subordinate relationship).
01.09 Disability
a) Any degree of physical disability, infirmity, malformation or disfigurement that
is caused by bodily injury, birth defect or illness and, without limiting the
generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury,
any degree of paralysis, amputation, lack of physical co-ordination, blindness
or visual impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or in a
wheelchair or other remedial appliance or device.
b) A condition of mental impairment or a developmental disability.
c) A learning disability or a dysfunction in one or more of the processes involved
in understanding or using symbols or spoken language.
d) A mental disorder.
e) An injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act,
1997; ("handicap").
01.10 Employment Reference-Telephone contact with company officials who have
supervised the applicant and who have direct knowledge of the applicant's work
record and job performance. ·
01.11 Immediate Family-A husband, wife, including common-law spouse, children,
including foster or step children, of an employee.
01.12 Immediate Relative-The parents, brothers, sisters, including foster or step,
parents-in-law, brothers-in-law, sisters-in-law, sons-in-law, daughters-in-law,
grandparents, grandchildren, or any other relative living with an employee.
01.13 Moving Expenses-The reasonable costs of packing, unpacking, cartage and
freight of an employee's household effects to the City of Pickering. It will be
incumbent upon the prospective employee to provide to the employer three (3)
estimates on moving costs prior to authorizing final arrangements.
01.14 MTO Signing Authority-The individual(s) authorized by the Ministry of
Transportation Ontario to conduct Driver Abstract searches.
01.15 Nepotism -Employment preference or other favouritism shown to immediate
family or immediate relatives.
01.16 Non-Resident Employee-For the purpose of determining relocation assistance
under this Policy, a non-resident employee is a new employee who has been
appointed to a position with the City of Pickering and who does not reside in the
City of Pickering, the surrounding area or within commuting distance of the City.
Hiring Policy Page 3 of 12
64HUR 040
01.17 Probationary!Trial Period -A set amount of time during which a new employee
appointed to a position must demonstrate the ability to effectively discharge the
full range of duties of the position and during which the employer may assess the
employee's competence and suitability for the position.
01.18 Relocation Expenses
a) The cost of public transportation (air, rail, bus) of an employee and
immediate family to the City of Pickering.
b) Includes the cost of gas, meals and hotel accommodation for the employee
and immediate family if traveling is completed by automobile to the City of
Pickering.
c) Accommodation and meals at a local hotel for a period of not more than
fourteen (14) days to allow the employee to make accommodation
arrangements.
01.19 Supervisor-Immediate Non-Union Supervisor.
01.20 Trial Period-A set amount of time during which an existing employee appointed
to a new position must demonstrate the ability to effectively discharge the full
range of duties of the position and during which the employer may_assess the
employee's competence and suitability for the position.
01.21 Vacancy-When the City declares a position open and ready to be filled by
advertising the position by a job posting.
01.22 Vulnerable Sector-Persons who, because of their age, a disability or other
circumstances, whether temporary or permanent are:
a) in a position of dependence on others; and
b) otherwise at greater risk than the general population of being harmed by
persons in a position of authority or trust relative to them.
01.23 Vulnerable Sector Screening-A check undertaken through the police
department on individuals to determine whether they have a record of offences
involving the vulnerable sector.
01.24 Interview Panel-Consists of Human Resources representative, representative(s)
from the hiring department (typically the immediate non-union Supervisor).
02 Responsibilities
02.01 Chief Administrative Officer (CAO) to:
approve the filling of all permanent vacancies; and a)
b) authorize negotiated entitlements related to compensation and vacation for
Hiring Policy
HUR 040
· non-union employees.
Page 4 of 12
65
02.02 Director to:
a) identify staffing requirements and work with the Human Resources Division
to provide staffing within their department;
b) review duties and qualifications of vacant positions and prepare up-to-date
and accurate job descriptions;
c) review and authorize all staffing actions initiated within their jurisdiction; and
d) participate in the individual selection process as appropriate. ·
02.03 Division Head/Supervisor to:
a) initiate Employment Requisitions (see Appendix 1) for staffing within their
area of responsibility;
b) participate in the development of interview packages;
c) participate in the individual selection process; and
d) arrange for employee and position orientation on employee's first day on the
job.
02.04 Human Resources Division to:
a) prepare Internal Job Postings and external advertisements for job
competitions;
b) receive and review all resumes and job applications (see Appendix 2 and 3)
in relation to selection criteria;
c) assist client department in the development of interview questions;
d) coordinate and participate in the individual selection process.
e) ensure that interviews 'and hiring decisions are undertaken in a fair and
consistent manner and in compliance with governing legislation, policy and
terms and conditions in collective agreement(s);
f) arrange relocation assistance where appropriate; and
g) provide new employee with benefit orientation and enrolment.
03 Procedures/General Provisions
3.01 The Department/Division Head initiates employment requisition and forwards to
Human Resources with appropriate approvals.
3;02 Posting and filling of jobs falling within the scope of a collective agreement will be
carried out in accordance with the requirements of the respective collective
agreement. The posting shall summarize typical duties of the position, minimum
entry qualifications, salary range or pay grade and application deadline.
3.03 All non-union job postings may be advertised internally and externally at the same
time in the interests of expediting the filling of a vacancy.
3.04 Human Resources reviews applications received according to standards
identified in the job description. For union positions, Human Resources will also
verify the candidate's seniority date.
Hiring Policy Page5 of 12
66HUR 040
3.05 Testing of required knowledge, skills and abilities may form an integral part of the
screening process. Accommodation needs of an individual due to a disability will
be addressed.
3.06 Interviews take place and applicants are rated against selection criteria.
3.07 The Interview Panel recommends a suitable individual to the Director/Division
Head and, if applicable, the CAO.
3.08 Once final approvals are obtained, Human Resources makes a conditional offer
of employment to the successful individual and subject to a satisfactory pre-
employment medical and/or a satisfactory criminal reference check/vulnerable
sector screening.
3.09 Upon acceptance by the individual, Human Resources will notify the hiring
department of the employee's commencement date. If an internal candidate has
been selected to fill a position, the employee's start date in the new position is
established through mutual agreement by the two Directors involved.
3.10 Human Resources will notify all unsuccessful internal candidates and external
applicants interviewed that the vacancy has been filled.
3.11 Human Resources will prepare an individual accommodation plan in consultation
with the employee, where applicable a union steward {at the employee's request)
and an outside medical or other expert at the City's expense.
3.12 The Human Resources Division will arrange for the employee's benefit enrolment.
3.13 · The immediate non-union Supervisor will schedule the employee for the first
available orientation session.
04 Non-Discrimination
In accordance with the Ontario Human Rights Code, the City will provide equal
opportunity for employment to all qualified individuals without discrimination because of
race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, gender
identity, gender expression, sexual orientation, age, record of offences, marital status,.
family status or disability.
05 Accessibie Employment Standards
In accordance with the Employment Standard set forth under the Accessibility for
Ontarians with Disabilities Act, 2005, the City shall follow the principles of dignity,
independence, integration and equal opportunity by addressing the following:
Hiring Policy
HUR 040
Page 6 of 12
67
5.01 Recruitment, Assessment and Selection
The City will notify employees and the public about the availability of
accommodations during the recruitment process. Suitable accommodations will
take into account the applicant's accessibility needs due to a disability.
Employees will be notified upon hire of the City's policy to accommodate
employees with disabilities and will be provided with updated information
whenever there is a change to accessibility policies.
5.02 Accessible Formats and Communication Supports for Employees
Where an employee with a disability so requests it, the City must provide or
arrange for the provision of accessible formats and communication supports for
the following:
a) information needed in order to perform their job; and
b) information that is generally available to all employees in the workplace.
5.03 Workplace Emergency Response Information
The City shall provide individualized workplace emergency response information
to employees who have a disability, if the disability is such that the individualized
information is necessary and the employer is aware of the need for
accommodation due to the employee's disability. The City shall provide the
workplace emergency response information to the person designated by the
employer to provide assistance to the employee. This information shall be
reviewed:
a) when the employee moves to a different location;
b) when the employee's overall accommodations needs or plans are reviewed;
and
c) when the employer reviews its general emergency response policies.
5:04 Documented Individual Accommodation Plans
The City will document accommodation plans for employees with disabilities in
accordance with the Attendance Management Policy HUR 030.
5.05 Return to Work and Performance Management
a) The accessibility needs of employees must be respected when utilizing
performance management tools.
b). When providing career development and advancement to employees, the
City shall take into account the accessibility needs of its employees with
disabilities as well as any individual accommodation plans.
Hiring Policy Page 7 of 12
68HUR 040
06 Job-Related Medical Examination
The objective of a job-related medical examination is to ensure that individuals are
medically and physically capable of performing the essential duties of the position for
which they have been given a written conditional offer of employment. The medical
examination shall relate to the individual's physical and/or mental ability to carry out the
essential duties of the job and shall be required upon appointment to permanent positions
or positions which demand a greater degree of physical effort or fitness.
07 Verification of Credentials
Successful individuals will be required to submit originals of all degrees, diplomas or other
relevant documents which they claim to hold, to the Human Resources Division. Copies
will be maintained in the employee's personnel file for future reference.
08 Reference Verification
Employment references must be completed and documented prior to issuing an offer of
employment. Human Resources conduct all external reference checks using a
Telephone Reference Check form. Typically this will involve contact with at least three (3)
previous supervisors of an external applicant.
The Human Resources Division will obtain written authorization from the applicant prior to
conducting a reference check. (Refer to Appendix 4-Employment Reference Consent
Form) Only the references provided by the applicant on the Employment Reference
Consent Form will be contacted.
09 Unsolicited Applications
Unsolicited applications for employment will be retained in the Human Resources Division
for a period of six months. Unsolicited applications received by supervisors and elected
officials should be forwarded to the Human Resources Division in all instances
immediately upon receipt.
10 Documentation
In accordance with the administrative requirements set out in the Municipal Freedom of
Information and Protection of Privacy 1990 Act (MFIPPA), all recruitment and selection
related data is to be retained in the Human Resources Division, or under custody and
control of the City Clerk. ·
Upon completion of the interview process, interview panel members are required to return
all documentation contained within the interview package to the Human Resources
Division for central filing. Documentation related to the interview and selection process
will be retained within the Human Resources Division for a period of four years.
Hiring Policy
HUR 040
Page 8 of 12
69
11 Nepotism
The City of Pickering recognizes that all qualified individuals should be provided with the
opportunity to be considered for employment and that family relationships should not
unduly or unfairly restrict an individual's right to seek employment opportunities. The fact
that a potential employee is related to an existing employee should neither prejudice nor
advance that person's hiring opportunities.
11.01 Any attempts at interference, undue influence or coercion relating to
employment shall be reported immediately to the GAO for investigation.
11.02 The hiring of immediate family or immediate relatives of employees is not
appropriate in situations where .the related employees would be in a direct
reporting relationship.
11.03 Members of immediate family or immediate relatives shall not participate in the
recruitment, promotion or selection process where a candidate is an immediate
family or immediate relative.
12 Driver's Licence
Where a position requires a valid driver's licence, the following guidelines will apply.
\
12.01 The City will determine all jobs within the City where the ability to drive is an
essential requirement of the position. This requirement will. be identified in the
job description.
12.02 Individuals in positions that require the ability to drive a City vehicle will be
required to sign a Driver's Abstract Consent Form (see Vehicle Use Policy ADM
020 Appendix 1) and provide a copy of his/her valid Ontario Driver's Licence of
the correct class for the vehicle to be driven, after a conditional offer of
employment has been ·made.
12.03 The City's MTO Signing Authority will arrange to have a semi-annual driver
abstract search undertaken for all employees who operate City vehicles and
equipment.
12.04 Individuals in positions that require the ability to drive a personal vehicle shall
complete a Contract for Personal Vehicle Use form and Confirmation of Liability
Insurance Coverage form (see Vehicle Use Policy ADM 020 Appendix 2 and 4),
only after a conditional offer of employment has been made.
13 Contract Staff
13.01 Guidelines
a) Individuals may be hired on an employment contract basis to perform
specific functions for a specified period of time. Establishment of such
Hiring Policy Page 9 of 12
70HUR 040
contracts shall not violate the provisions of the City's collective
agreement( s).
b) Benefits will be provided to contract individuals in accordance with
governing legislation. Additional benefits may be provided as negotiated
between the respective parties.
c) Contracting of individuals shall be undertaken within the constraints of
departmental budgets or other approved funding and will be subject to the
approval of the CAO. ·
d) Each contract is subject to such terms and conditions as may be
negotiated between the City and the individual contractor.
e) Contracts will be prepared by the Human Resources Division in
accordance·with established format and procedures.
13.02 Recruitment Consultants
a) The City recognizes that it may be necessary to rely on the services of
outside management consultants to assist in the identification and referral.
of applicants for certain positions. Outside consultants may be retained by
the City for:
i. senior managerial positions, including the CAO, where it has been
determined that a consultant may be better able to attract well-qualified
applicants; and
ii. professional or specialized technical positions where it has been
determined that suitably qualified applicants with specialized skills
cannot be attracted by more conventional and traditional approaches
to recruitment.
b) Use of consultants will be subject to review and approval of the CAO and
Purchasing Policy PUR 010. If recruiting is for the position of CAO,
Council or its designated representatives will be responsible for
coordinating the selection and retention of outside consultants and for
liaison during the recruitment and selection process.
14 Relocation Assistance
14.01 Relocation assistance ensures that a qualified applicant will not be prevented
from accepting employment with the City because of the expense of relocation
when (see Relocation Expense Service Agreement form HUR 040 Appendix 5):
Hiring Policy
HUR 040
a) the position is a key position for which there is no suitably qualified
individual available within the City of Pickering or in the immediate vicinity;
Page 10 of 12
71
b) it is mandatory that the position be filled as quickly as possible; and
c) the Director recommends, and the GAO concurs, that such recruitment
incentive is appropriate in the specific circumstances.
14.02 The City may assist newly appointed non-resident employees with relocation
assistance upon written acceptance of an offer of employment.
14.03 The City will recover on a pro-rata basis, any relocation assistance paid to an
employee who resigns or is terminated from employment for just cause within
twenty-four (24) months of commencement of employment. Relocation
assistance may include both moving expenses and relocation expenses.
15 Probationary/Trial Periods
15.01 The City of Pickering recognizes the importance of a period of evaluation for
employees appointed to positions as a result of competition, promotion or
transfer. Permanent appointments to all positions within the City shall be
subject to satisfactory performance during the probationary/trial period.
a) Unionized employees will serve a probationary/trial period in accordance
with the provisions of the City's collective agreement(s) with its unionized
employee group(s).
b) The standard probationary/trial period for non-union employees of the City
shall be six working months. Any single period of absence during the
probationary period in excess of 5 working days, for any reason, shall be
added to the probationary period.
16 Criminal Reference CheckNulnerable Sector Screening
16.01 The City recognizes the importance of ensuring the personal safety and well-
being of its employees and the safety and well-being of those members of the
community who are receiving services. The City will undertake a Criminal
Reference Check for all full-time and part-time volunteers, existing employees
who have applied successfully and external applicants who will, as a result of
their positions, meet one or a combination of the following criteria:
a) employees who occupy a position of trust, finaocial or otherwise.
Otherwise is defined as the level of authority, importance of contacts,
impact on the City's image/reputation, and access to confidential/privileged
information with the ability to control or manipulate data;
b) employees who are required to enter private residences on a regular basis;
c) all levels of management; and
Hiring Policy Page 11 of 12
72HUR040
d) employees who as part of their job requirements, work directly and interact
with the vulnerable sector will form the basis for a Vulnerable Sector
Screening.
16.02 Guidelines
Appendices
Criminal Reference ChecksNulnerable Sector Screenings shall be carried out in
accordance with the Ontario Human Rights Code. The Code prohibits
discrimination on the basis of a person's record of offenses which is defined as:
a) an offense in respect of which a pardon has been granted under the
Criminal Records Act and has not been revoked; and
b) An offense in respect of any provincial enactment.
A record of offenses does not include a conviction LJnder the Criminal Code,
Narcotics Control Act, Food and Drug Act or Federal Criminal Enactment for
which a pardon has not been granted or for which a pardon has been granted
and revoked.
Appendix 1 Employment Requisition
Appendix 2 Internal Application Form
Appendix 3 Employment Application Form
Appendix 4 Employment Reference Consent Form
Appendix 5 Reloc~tion Expense Service Agreement
This policy will be supported with a detailed operating procedure which will address the
actionable items of those directly involved in recruitment and their respective responsibilities.
Hiring Policy
HUR 040
Page 12 of 12
73
Employme~t Requisition
Department Division Section
Position Title '---------------------------Pay Grade D
Start Date (anticipated) End Date (if applicable)
Affiliation r New
CExisting
Status
L--------~ r Non-Union r CUPE 129 (' PPFA
C Full-Time C Part-Time C Temporary r Term C Contract
C Relief (of whom) Estimated Hrs!Wk D
Salary Account No. '-------------' Reason for Vacancy
Required Education and/or Credentials
(i.e., special credentials, shift work, physical demands, environment, etc.)
Required Experience and Skills
Shift Requirements SunJ L ___ __j MonL-J ___ Tue[__j ___ I Wed '--j __ _
Thu '--J __ _____, FrilL._ ___ I Sat I I
Estimated Weekly Hrs Explanation (if applicable) '-------------L_ ____________ _
Initiated by Immediate
Non-Union Manager/Supervisor
Endorsed By Director
Date Endorsed By Division Head
Date Reviewed by Human Resources
Approved By CAO Date
(for all Permanent Full-Time and Part-Time Positions)
HR 0306-03/30 Rev. 13/05/21
74
Date
Date
Page 1 of 2
Employment Requisition
Human Resourc~es U~e'Qnly ..
~-~-"--~-,-.-_,_·-/' -· ··;--•.--_ ,. ' .. :~:-·~-,-;-·:--~-:...-,,,, --":::-'
Alternate formats available upon request at 905.683.7575.
HR 0306-03/30 Rev. 13/05/21 Page 2 of 2
75
Internal Employment Application Form
Personal Information
Employee First Name Employee Last Name Daytime Phone Number
Current Status C Full-Time l: Part-Time C Temporary ('Term CContract
l: Relief (of whom)
Current Position '--------------------_____...~Job Posting Number
Department Division Section
Seniority Date
Manager/Supervisor :==========================--'---.J(~if~a~p~p~lic~a~b~le-;_j__) _ __, '------------'
Position Applied For
'-----------------------~
Please complete below or attach a current resume and cover letter.
Education
Level
Secondary
University
College or
Technical
Areas of Study
HR 09/02-11/30 Rev. 13/11/28
76
Length of
Programme/Course
Degree/Diploma Obtained
or Highest Grade Completed
(Ontario Equivalent)
Page 1 of 3
Education (continued)
Level
Post
Graduate
Other
Areas of Study
Internal Employment Application Form
Length of
Programme/Course
Degree/Diploma Obtained
or Highest Grade Completed
(Ontario Equivalent)
Please list any work related skills, certificates, licences or training that relate to the position being applied for.
Employment History
Period of Employment From
Duties/Responsibilities
HR 09/02-11/30 Rev. 13/11 /28 Page 2 of 3
77
Internal Employment Application Form
Employment History (continued)
Previous Title
Period of Employment From
Duties/Responsibilities
Name of Previous Employer
Previous Title
Period of Employment From
Duties/Responsibilities
By submitting this application/resume, I am declaring that the foregoing information is true and
complete to my knowledge. I understand that a false statement may disqualify me from
employment, or cause my dismissaL
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information
and Protection of Privacy Act. This information is collected to be used for the purpose of candidate
selection. Any questions related to the collection of this information should be directed to the City Clerk,
One The Esplanade, Pickering, ON L 1V 6K7, 905.420.4611.
Alternate formats available upon request at 905.683.7575.
H R 09/02-11/30 Rev. 13/11/28
78
Page 3 of 3
External Employment Application Form
*Required Field
Currently Advertised Positions(s) Availability
~--------------~----------------~*
Section Being Applied For (if other than advertised)
Personal Information
~------------------~* ~----------------------~*
First Name Last Name
Street Addre'-s-s-~~=-=_=_=_=_~=-=_=_=_=_~=-=_=_=_=_=_'-_-_ _:_ _______________________ ':::::_=_=_=_=_=_=_=_~= ___J~*;;--U-n-it_N_u_m_b_er~'-, __ __)I *
~------------~* r--------, *
Postal Code 1'----____J' * City '------,---------' Province
'----------'
Business Phone Number Home Phone Number
'---------~ ~-----------~ ,---------------------------------, .*
Mobile Phone Number Email Address
'---------------' '-------------~---------------'
Are you legally entitled to work in Canada? *
Have you attained the age of 18? *
Have you ever been employed by the City of Pickering?*
If yes, indicate date employed from
Position Title
Cover Letter
DYes DNo
DYes DNo
DYes DNo
Please insert text in the box below and attach an additional page if necessary.
HR 09/03-11/30 Rev. 13/11/28 Page 1 of 3
79
External Employment Application Form
Education
*You must fill in at least one of the education fields
Level Areas of Study Length of Degree/Diploma Obtained
Programme/Course or Highest Grade Completed
(Ontario Equivalent)
Secondary
I
'
;
I
College or
I I I I
Technical
University
II I I
Post Grad
I I I I
Other
I I
•
i
Please list any work related skills, experience or training that relate to the position being applied for. Must
be less than 300 characters.
I
HR 09/03-11/30 Rev. 13/11/28
80
Page 2 of 3
External Employment Application Form
Employment History
Please record employment history.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
* I hereby declare that the foregoing information is true and complete to my knowledge. I understand that
a false statement may disqualify me from employment, or cause my dismissal.
r Agree ('Disagree
Select "Submit by Email" and the completed form will be delivered to the Human Resources
Division. If you require a copy please save this document to your computer.
Subf!1i! by Email .I
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information
and Protection of Privacy Act. This information is collected for the purpose of candidate selection. Any
questions related to the collectiqn of this information should be directed to the City Clerk, One The
Esplanade, Pickering, ON L 1V 6K7, 905.420.4611.
Alternate formats available upon request at 905.683.7575.
HR 09/03-11/30 Rev. 13/11/28 Page 3 of 3
81
82
CITY POLICY/PROCEDURE
REFERENCE INFORMATION CONSENT FORM
Under Section 32 (b) of the Municipal Freedom of Information and Protection of
Privacy Act, I, ____________________ _
give the City of Pickering and its representative(s), the Coordinator, Human
Resources and/or the Division Head, Human Resources, my consent to provide
personal reference information contained in my personnel file to prospective
employers for the purpose of assessing my suitability for employment.
Date: _____________ _
Signed:. ____________ _
HUR 040
Appendix 5
RELOCATION EXPENSE SERVICE AGREEMENT
MEMORANDUM OF AGREEMENT MADE THIS ___ DAY OF ___ _
20 __
BETWEEN: The Corporation of the City of Pickering (hereinafter referred to as
"the City").
-AND-
WHEREAS ____________ is (or was) a resident in the City
...:._ ___________ Province (State) of ______ ~--
AND WHEREAS __________ has agreed to accept employment
as a _____________ with the City.
NOW THEREFORE the parties agree as follows:
1. The City agrees to pay relocation expenses in
an amount to be later determined, for relocating to the City of PiGkering.
2. agrees, in consideration of the payment of
such relocation expenses, to be employed exclusively by the City for a
minimum of two (2) years.
3. In the event voluntarily leaves the employ of the
City prior to the expiration of the two (2) years,
___________ agrees to forthwith reimburse the City for a
proportionate part of the relocation expenses paid by the City pursuant to
this agreement as follows:
Total Amount Expended x Months not served= Repayment
24
4. The words "relocation expense" used herein means and includes all
expenses as have been agreed between the parties prior to the execution
of this agreement.
Page 1 of 2
83
o1 __
City Policy
PICKERING
Policy Title: Community Grant Policy Number
FIN 040
Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages
Res. #11/83, Item #10 February 7, 1983 January 2008 3
By-law 6750/07 May 20, 2014
Res. #240/14
Approval: Chief Administrative Officer Point of Contact
Division Head, Finance & Treasurer
Policy Objective
The objective of this policy is to define policy guidelines for responding to organizational requests
for grant money.
Index
01 Definitions
02 Eligibility Criteria
03 Procedures
04 Appendices
01 Definitions
01.01 Not-for-Profit— community organizations that operate with controlling members
or boards to fulfill a mandate that serves to better a specific group within the
community or the general community at large. Not-for-Profit organizations can
be incorporated but are not required to be under this policy.
02 Eligibility Criteria
02.01 To be eligible for a grant pursuant to this Policy, an organization must be a
community association, service club and/or sport group:
(i) that is not-for-profit;
(ii) that serves, in whole or in part, the residents of the City of Pickering; and
(iii) at least 80% of whose members reside in the City.
A regionally-based organization may be considered for grant funding if it can
demonstrate that its services will directly benefit the residents of the City.
Organizations with a political mandate, such as ratepayers' associations or
tenant/landlord associations are not eligible for grants pursuant to this Policy.
Individuals are not eligible for grants pursuant to this Policy. •
02.02 To be considered for funding, a grant application by an organization must meet
the following criteria:
(i) the grant must be used to fund activities, programs or initiatives that
serve the residents of the City or that provide an economic benefit to the
City or to a local community within the City, or that create a positive
image of the City;
(ii) the grant must be used to fund activities, programs or initiatives that take
place within the municipal boundaries of the City;
(iii) the grant must be used to fund activities, programs or initiatives that are
not provided by any level of government;
(iv) the grant must not be used to offset administrative costs of the
organization or for debt repayment; and
(v) the grant must not be used to fund donations made by the organization.
03 Procedures
03.01 Organizations wishing to request a grant must complete a Community Grant
Application form (See Appendix 1) in full with required attachments and must
submit same to the Division Head, Finance & Treasurer by November 14th for
funding in the following year. Late submissions will not be considered.
03.02 The Division Head, Finance &Treasurer will review the Community Grant
Application to ensure that it meets the Eligibility Criteria. Organizations that
are not in good standing with the City of Pickering and/or have overdue
amounts owing to the City of Pickering will not be considered.
03.03 Once the Division Head, Finance & Treasurer has determined that a
Community Grant Application is eligible for funding under this Policy, it will
include the Community Grant Application in a report to Council to be received
for information prior to budget deliberations.
03.04 City Council will consider all Community Grant Applications and approve or
deny such requests during the annual City Budget approval process. The
City's Division Head, Finance &Treasurer will recommend to Council the total
grant funding allocation for each calendar year.
Community Grant Page 2 of 3
FIN 040
03.05 The Division Head, Finance & Treasurer will confirm in writing the status of
each community grant application with the respective applicant within 14 days
of the approval of the City Budget by Council Resolution.
03.06 Organizations will receive a cheque for the approved grant amount within 30
days of the approval of the City Budget by Council Resolution, unless required
that the grant be funded on a different date.
03.07 Grant recipients will be required to acknowledge the support of the City in all
advertising, publicity, programs and signage for which the funds were granted.
The recipient may not represent the City as partner or hold the City responsible
for any obligations related to the grant.
03.08 A grant in any year is not to be considered as commitment by the City to
continue with such assistance in future years.
03.09 The Division Head, Finance & Treasurer will refuse all grant requests that
require funding within the same calendar year in which the request is made,
unless the grant is for a function being conducted by an organization to aid City
residents who are stricken by personal tragedy or disaster and are in need of
financial assistance. In such cases, the Community Grant Application shall be
completed in full and will be subject to Council approval in the same year the
application is made.
03.10 The Division Head, Finance & Treasurer will refuse all requests to waive rental
fees for City facilities and park/equipment fees for City parks unless the fees
apply to a function conducted solely to aid City residents who are stricken by
personal tragedy or disaster and are in need of financial assistance. In such
cases, the Community Grant Application shall be completed in full and will be
subject to Council approval in the same year the application is made.
Appendices
Appendix 1 City of Pickering Community Grant Application Form
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Community Grant Page 3 of 3
FIN 040
city oie A Community Grant Application
ERI
Note: Application Deadline - November 14, 2014
Prior to completing this application form, please review the Community Grant Policy.
Completed applications with supporting documentation should be forwarded to City of Pickering, Division
Head, Finance &Treasurer, One The Esplanade, Pickering, ON L1V 6K7 or by email to
corpsery @pickering.ca or by fax to 905.420.5313.
The following are to be included with this application
❑ Constitution/mission statement/or statement of purpose
❑ Copy of the most recent audited Financial Statements (if grant request is $10,000 or more)
❑ Copy of the most recent Financial Statements (if grant request is less than $10,000)
❑ Copy of the minutes of the meetings where the Executive approved the application
Organization/Association
Name Telephone #
Address Unit#
City Province Postal Code
Contact Information
First and Last Name Telephone #
Email Address
Organization Information
What year was your organization formed?
Where is your organization based? ❑ City of Pickering ❑ Other
Is your Organization incorporated as non-profit? ❑ Yes ❑ No
If yes, please provide date of incorporation
Date of Annual Meeting
CR 1402-05/06 Page 1 of 5
Cit,o? Community Grant Application
- I E
Please include current executive list
Describe your organization's typical activities (eg. programs, activities, events, services) (200 words or
less).
What is the total program registration or association membership in your organization?
How did you arrive at this percentage?
What percent of your organization memberships consists of Pickering residents?
Do you charge a fee for membership or any of the services you provide?
List the programs/services provided by your Organization that benefit Pickering residents.
CR 1402-05/06 Page 2 of 5
Cis 044 Community Grant Application
Financial Assistance
Amount Requested Amount Received in Previous Years
(insert dollar figure) (insert dollar figure) if applicable
Please describe how the grant funds will be spent and how it will benefit the Pickering community.
Successful organizations may be required to supply evidence that the funds were spent as described.
What additional funding or sponsorship have you applied for and/or successfully received in the past 2
years?
Year Source Purpose Amount Applied Amount Successfully
For$ Received $
CR 1402-05/06 Page 3 of 5
Community Grant Application
Carl Declaration & Acceptance of Conditions
IK
The Corporation of the City of Pickering (hereinafter called the "City"
Name of the Organization
(herein after called the "Organization"
1. The Organization confirms that the representations contained in the application for assistance are true
and correct in every respect and that in the event that the funds are not used for the project or programs as
described in the application, or if there are misrepresentations in the application, the full amount of the
assistance will be payable to the City.
2. That the Organization will make or continue to make attempts to secure funding from other sources as
indicated in its application.
3. That the Organization will keep proper books of accounts of all receipts and expenditures, relating to the
program, services or project.
4. That the Organization will retain and make available for inspection by the City or its auditors all records
and books of accounts of the Organization upon request from the City which may be made within 2 years of
the grant award.
5. That if the programs or services proposed in the Organization's application are not commenced, or are
not completed and there remain City funds on hand, or are completed without requiring the full use of the
City funds, such City funds will be returned to the City.
6. That the program or services not be represented as a City program or service, and that the Organization
does not have the authority to hold itself out as an agency of the City in anyway, the only relationship being
that the City has approved and granted financial assistance to the Organization.
7. That should the Organization receive grant funding and subsequently disband, the Organization must
dispose of their assets in a responsible manner that meets with the approval of the City.
8. That the Organization recognizes the City's contribution as outlined in the Community Grant Policy.
9. If there are any changes in the funding of the services, event or project from that contemplated in the
application, the Municipality will be notified of such changes through the Culture & Recreation Department.
10. The applicant agrees to provide the Municipality a year end summary confirming the financial
assistance provided by the Municipality was used for the services, event or project as described in their
application. Failure to provide such documentation will rule them ineligible for further financial assistance
under this program.
CR 1402-05/06 Page 4 of 5
84
HUR 040
Appendix 5
5. If the City severs or terminates the employment relationship at any time
during the two (2) years referred to herein, any outstanding balance yet to
be paid is forgiven by the City and there shall be no amount due and
owing between the parties.
IN WITNESS WHEREOF the City has affixed its proper seal in this regard
and _______ sets his/her hand and seal this ______ day of
_______ ,20 __ __
The Corporation of the City of Pickering
Chief Administrative Officer
Division Head, Human Resources
Witness Employee
Page 2 of 2
Community Grant Application
city o! Declaration & Acceptance of Conditions
E
Certification
We certify that to the best of our knowledge, the financial and descriptive information provided is accurate
and is endorsed by the Organization we represent.
First and Last Name (please print) First and Last Name (please print)
Signature of Authorized Signing Officer#1 Signature of Authorized Signing Officer#2
Position with Organization/Association Position with Organization/Association
Date Date
Sit by Email
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information
and Protection of Privacy Act and will be used for the purpose of applying for a grant. Questions about this
collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611.
Alternate formats available upon request at 905.683.7575.
CR 1402-05/06 Page 5 of 5
Cat/ 00 A
City Policy
PICKERING
Policy Title: Corporate Protocols Policy Number
ADM 110
Reference: Res. #240/14 Date Originated (m/d/y) Date Revised (m Idly) Pages •
05/20/2014 2
Approval: Chief Administrative Officer Point of Contact
Division Head, City Administration
Policy Objective
The purpose of this policy is to outline and establish protocol guidelines that will ensure events,
presentations, programs and services will benefit, promote and celebrate the City in a positive
manner. Participation in protocol events, presentations, programs and services which have a
significant public profile will be implemented according to accepted standards of protocol.
Index
01 Definitions
02 Procedures
01 • Definitions
01.01 Protocol — Means both written and unwritten conventions, etiquette and/or rules
of interaction and communication between Council, Administration, Dignitaries,
Organizations and the Public.
01.02 Protocol Event—A City event of significant public profile, requiring official
participation by the City, external dignitaries, organizations and the public.
02 Procedures
a) The City formally adopts and creates Procedures and Standard Operating Procedures
to put in place guidelines regarding Corporate protocols to ensure protocol events,
activities and presentations, are carried out in a professional manner;
b) support Council sanctioned twinning activities to ensure they further promote stronger
ties and goodwill between the City and its official twin cities;
c) ensure special recognition documents, materials, gifts and promotional items reflect
appropriate local themes and when appropriate, the Corporate identity; and
d) advise and assist elected officials, staff, dignitaries, organizations and the public in all
areas of protocol.
Events, presentations, programs and services will be supported with detailed operating
procedures which will address the structure and composition of events and clarify to Council,
staff, dignitaries, organizations and the public their respective responsibilities. Upon notice of
an event, presentation, program or service the appropriate procedure will be followed.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Corporate Protocols Page 2 of 2
Policy Number: ADM 110