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By-law No. 1998-017 CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 98-17 A BY-LAW TO ADOPT A PERSONNEL POLICY WHEREAS the Council of the Municipality of Bayham recognizes the need for a clear and concise set of policies concerning personnel management; AND WHEREAS Council of the Municipality of Bayham is desirous of collating all policies in one manual so as to aid Council and Staff; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the Personnel Policy be confirmed and adopted by by-law; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Personnel Policy attached hereto as Schedule "A" is hereby adopted as the policies and practices to be used in the management of personnel; 2. THAT said Policy is attached hereto as Schedule "A" and forms a part of this by-law; 3. THAT all by-laws and amendments thereto enacted by the Township of Bayham , the Village of Port Burwell and the Village of Vienna pertaining to personnel policies are hereby repealed; 4. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST AND SECOND TIME this 5th day of FEBRUARY, 1998. READ A THIRD TIME AND FINALLY PASSED this 5`"day of FEBRUARY, 1998. *10-6-1-4 virre dflae-ra- MAYOR( CLERK attewi,,,, -6, tiL 98- o Municipality of Bayham Personnel Policy I I TABLE OF CONTENTS NO. POLICY TITLE S.0 INTRODUCTION 010 Introductory Statement 020 Employee Acknowledgment Form &Non-Disclosure Agreement S. 1 EMPLOYMENT 101 Equal Employment Opportunity 102 Hiring of Relatives 103 Conflicts of Interest 104 Outside Employment 105 Non-Disclosure 106 Salary Adjustments 107 Media Relations 108 Distribution of Literature from Outside Agencies S.2 EMPLOYMENT STATUS & RECORDS 201 Employment Categories 202 Access to Personnel Files 203 Personnel Data Changes 204 Introductory Period 205 Employment Applications 206 Performance Evaluation S.3 EMPLOYEE BENEFIT PROGRAMS 301 Income Protection 302 Employee Benefits 303 Vacation Benefits 304 Holidays 305 Worker's Compensation Insurance 306 Time off to Vote 307 Jury Duty 308 Witness Duty 309 Educational Assistance 310 Safety Clothing Allowance S.4 TIMEKEEPING& PAYROLL 401 Timekeeping 402 Payday 403 Employment Termination 404 Severance Pay 1 405 Pay Advances 406 Administrative Pay Corrections 407 Pay Deductions and Setoffs S.5 WORK CONDITIONS & HOURS 501 Safety 502 Work Schedules 503 Use of Phone &Mail Systems 504 Smoking 505 Rest and Meal Periods 506 Overtime 507 Use of Vehicles 508 Emergency Closings 509 Seminar/Convention, Conference Expenses 510 Visitors in the Workplace 511 Computer and E-Mail Usage 512 Workplace Monitoring S.6 LEAVES OF ABSENCE 601 Leaves of Absence 602 Medical Leave 603 Pregnancy/Parental Leave 604 Long Term Disability Leave 605 Bereavement Leave S.7 EMPLOYEE CONDUCT& DISCIPLINARY ACTION 701 Employee Conduct& Work Rules 702 Security Inspections 703 Progressive Discipline 704 Problem Resolution S.8 MISCELLANEOUS 801 Organizational Chart- Part I 802 Organizational Chart- Part 2 803 Job Descriptions 2 010 INTRODUCTORY STATEMENT The Corporation of the Municipality of Bayham is structured under the Chief Administrative Officer or Administrator system of governance, the details of which are provided in the attached organization chart. As a small municipality the Administrator assumes responsibility of human resource issues in accordance with both federal and provincial legislation and policies and procedures adopted by municipal by-laws. This document is tended to inform the employees of the rights, privileges and benefits of their continued employment with the Municipality of Bayham and what the Municipality of Bayham expects of them with regards to these conditions. The Mayor and Council will retain overall responsibility for personnel management through the Administrator for the Municipality of Bayham. Council will be responsible for setting policy for the management of the municipality's resources and for determining priority in their execution. Staff will be responsible for ensuring that these policies are implemented. This policy covers full and part-time employees of the Municipality of Bayham, its local boards, commissions and any appointments made by Council. Once policies are approved and priorities are ordered, staff will carry these forward without Council interference. Council will not become personally involved in the Municipality's administrative work nor in the operation of it's equipment. Staff will be expected to keep Council informed of any changes in the ordered priorities as dictated by unusual circumstances. 3 020 EMPLOYEE ACKNOWLEDGEMENT FORM &NON-DISCLOSURE AGREEMENT The personnel policy describes important information about the Municipality, and I understand that I should consult the Administrator regarding any questions not answered in the handbook. I have entered into my employment relationship with the Municipality voluntarily and acknowledge that there is no specified length of employment.Accordingly, either I or the Municipality have the right to terminate at will, with or without cause with appropriate notice as required by the Employment Standards Act, so long as there is no violation of applicable federal or provincial law. I acknowledge that the personnel policy is neither a contract of employment nor a legal document. I have received the personnel policy,and I understand that it is my responsibility to read and comply with the policies contained within and any revisions made to it. All such revisions will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies. The Council of the Municipality has the ability to adopt any revisions to the policies as they deem necessary. Furthermore, I acknowledge that the protection of confidential business and personal information is vital to the interests of employees, Councillors and ratepayers and the success of the municipality. If I improperly use, or disclose trade secrets or confidential business information I will be subject to disciplinary action up to and including termination of employment and legal action even if I do not actually benefit from the disclosed information. EMPLOYEE'S SIGNATURE DATE EMPLOYEE'S NAME (TYPED OR PRINTED) SUPERVISOR'S SIGNATURE DATE SUPERVISOR'S NAME (TYPED OR PRINTED) 4 101 EQUAL EMPLOYMENT OPPORTUNITY In order to provide equal employment and advancement opportunities to all individuals,employment decisions at the Municipality will be based on merit, qualifications, and abilities. The Municipality does not discriminate in employment opportunities or practices on the basis of race, colour,religion, sex, national origin, age, or any other characteristic protected by law. The municipality shall have regard for the Employment Equity Act, however full consideration is to be given to education, aptitude training, experience, character and physical fitness. This policy governs all aspects of employment,including selection,job assignment, compensation, discipline, termination, and access to benefits and training. Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. 102 HIRING OF RELATIVES Relatives of persons currently employed by the Municipality and of elected officials of the Municipality may be hired only if they will not be working directly for or supervising a relative. The Municipality's employees cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, management will decide. In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved,the parties maybe separated by reassignment or terminated from employment. For the purposes of this policy, a relative is any person who is related by blood or marriage, or relationship with the employee is similar to that of persons who are related by blood or marriage. Notwithstanding this Section, all employees employed by the Municipality at the time of adoption of this policy will be exempt from this Section 102. 103 CONFLICTS OF INTEREST Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which the Municipality of Bayham wishes the business to operate. The purpose of these guidelines is to provide general 5 direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the Administrator for more information or questions about conflicts of interest. Transactions with outside firms must be conducted within a framework established and controlled by the executive level of The Municipality of Bayham. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes,product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit either the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive- level approval. An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of the Municipality of Bayham's business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that or persons who are related by blood or marriage. No "presumption of guilt" is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to the Administrator of the Municipality of Bayham as soon as possible the existence of any actual or potential conflict or interest so that safeguards can be established to protect all parties. Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which the Municipality of Bayham does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving the Municipality of Bayham. 104 OUTSIDE EMPLOYMENT An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with the Municipality. All employees will be judged by the same performance standards and will be subject to the Municipality's scheduling demands, regardless of any existing outside work obligations or commitments. If the Municipality determines that an employee's outside work interferes with performance or the ability to meet the requirements of the Municipality as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with the Municipality. Outside employment will present a conflict of interest if it has an adverse impact on the Municipality. 6 I05 NON-DISCLOSURE The protection of confidential business and personal information is vital to the i employees, Councillors and ratepayers and the success of the Municipality Such con fids n of information includes, but is not limited to, the following examples: etial Compensation data Personnel information Collection Roll Taxpayer and User Accounts Financial information Labour relations strategies Legal Opinions and Briefs Pending projects and proposals Pending Land purchases and sales All employees will be required to sign a non-disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and le even if they do not actually benefit from the disclosed information. gal action, 106 SALARY ADJUSTMENTS Adjustments to the Municipality's salary ranges may occur as follows: a) Incremental increases to salary ranges shall be determined by Council each December for following year and are to reflect changing economic conditions and other factors. the 107 Media Relations To avoid dealing with the media in a ha misinformation and may convey the perception that thed municipaler, c h lcoy corporation to the transmission of following provisions apply: rp ration is unstructured, the a) the Administrator/Treasurer shall be the designated spokesperson for the dissemination of information regarding municipal operations to the media; b) if the Administrator/Treasurer is unavailable for comment, relations with the media shall be conducted such that only factual and objective information related to policies adopted by Council is transmitted. Employees must refrain from putting forth speculative or subjective insights. 7 108 DISTRIBUTION OF LITERATURE FROM OUTSIDE AGENCIES a) No person shall cause any printed matter to be circulated or posted on corporate property without first obtaining the approval of a Department Head or Administrator. 201 EMPLOYMENT CATEGORIES It is the intent of the Municipality to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. Each employee will belong to one of the following employment categories: REGULAR FULL-TIME employees are those who are not in a temporary or introductory status and who are regularly scheduled to work the Municipality's full-time schedule. Generally, they are eligible for the Municipality's benefit package, subject to the terms, conditions, and limitations of each benefit program. REGULAR PART-TIME employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 30 hours per week. While they do receive all legally mandated benefits (such as unemployment insurance and workers, compensation insurance), they are ineligible for all of the Municipality's other benefit programs. INTRODUCTORY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with the Municipality is appropriate. Employees who satisfactorily complete the introductory period as defined in Section 204 will be notified of their new employment classification. TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration.Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers' compensation insurance, unemployment insurance, employers health coverage, Canadian Pension Plan), they are ineligible for all of the Municipality's other benefit programs. CONTRACT employees are those who are retained to undertake a specific function for a set period of time not to exceed a twelve month period unless reviewed by both parties.The Municipality offers this category in limited classifications and to limited numbers of employees. Individuals participating in this program must sign waivers of their rights to participate in the benefit programs applicable to regular employees. Service in this category cannot be credited in any way toward any benefit program, even if the employee is later assigned to a benefit-eligible category. A change to 8 or from this category can be accomplished only with the written consent of the Municipality. CASUAL employees are those who have established an employment relationship with the Municipality but who are assigned to work on an intermittent and/or unpredictable basis. While they receive all legally mandated benefits (such as workers' compensation insurance, unemployment insurance, employers heath coverage, Canadian Pension Plan), they are ineligible for all of the Municipality's other benefit programs. 202 ACCESS TO PERSONNEL FILES The Municipality maintains a personnel file on each employee. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records. Personnel files are the property of the Municipality, and access to the information they contain is restricted with regard to the Freedom of Information and Privacy Protection Act. Generally, only supervisors and management personnel of the Municipality who have a legitimate reason to review information in a file are allowed to do so. Employees who wish to review their own file should contact the Administrator. Employees have a right to review their own personnel files at any time in the Municipality's offices and in the presence of an individual appointed by the Municipality to maintain the files. 203 PERSONNEL DATA CHANGES It is the responsibility of each employee to promptly notify the Municipality of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed notify the Administrator. 204 INTRODUCTORY PERIOD The Introductory period for a new employee shall start on the date in which the employee commenced regular or part-time employment with the Municipality of Bayham. Continued employment shall depend on the employee having satisfactorily completed the introductory period. Introductory periods are as follows: a) Department Heads - six months 9 b) All non-Department Heads - three months Introductory periods can be extended for one additional period of up to six months for Department Heads and up to three months for non-Department heads. In cases of promotions or transfers within the Municipality,an employee who, in the sole judgment of management, is not successful in the new position can be removed from that position at any time during the subsequent introductory period. If this occurs, the employee may be allowed to return to his or her former job or to a comparable job for which the employee is qualified, depending on the availability of such positions and the Municipality's needs. During the initial introductory period, new employees are eligible for those benefits that are required by law, such as Workers', Compensation Insurance and Unemployment Insurance. They may also be eligible for other Municipality-provided benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefit program for the details on eligibility requirements. 205 EMPLOYMENT APPLICATIONS The Municipality relies upon the accuracy or information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the Municipality's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 206 PERFORMANCE EVALUATION Supervisors and employees are strongly encouraged to discuss job performance evaluation and goals on an informal, day-to-day basis. Formal performance evaluations are conducted at the end of an employee's introductory period in any new position. (This period allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.) Performance evaluations are to be scheduled no less frequently than annually, prior to the budget setting process and are to be completed by both the employee and management by calendar year end. The evaluation process is to include a review of job descriptions, a self-evaluation prepared by the employee, an evaluation prepared by management/supervisor resulting in joint discussion of the 10 evaluations and the recommendations prepared by management. The results of this evaluation process will be a factor in determining the employee's placement on the salary grid. For areas of performance judged less than satisfactory, the Department Head or Council and the employee should agree on specific improvements to be made. Similarly objectives for the forth coming review should be negotiated. The Department Head or Council should monitor the achievement of these improvements and objectives throughout the year, not just at review time. Merit-based pay adjustments are awarded by Council, based on management's recommendations, in an effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors, including the information documented by this formal performance evaluation process. 301 INCOME PROTECTION a) Sick Leave Sick leave credits will be accumulated at the rate of one (1.00) day per month to be used strictly for personal illness or accident according to the formula described above. Sick leave credits cannot be accumulated beyond the year in which they were earned and will have no cash value on either termination or retirement. A regular employee shall be entitled to use up to four(4) days per calendar year from his/her accumulated sick leave to attend to spouse, child or parent on special or compassionate grounds which are medically related. b) Short-term Disability Short-term disability income will be paid from the first day of absence due to illness or non- occupational accident and for a period of continuous absence up to 19 calendar days at 60% of the employee's regular pay. Each separate period absence, of any duration, will be treated as a new absence for purposes of short-term disability c) Long-term Disability A Long-term Disability Plan (L.T.D.) provides regular employees with 66.7% of basic monthly earnings up to a maximum of$4,000 per month pay, payable up to age 65 years after the initial period of 119 days during which time short-term disability coverage, as described in Section 301(b) above, will be in effect. 11 The cost of this long-term disability insurance plan will be paid 100% by the Municipality of Bayham effective the first day of the month following three continuous months' service. d) Income Protection for Regular Employees Injured on the Job i) An employee who is injured while at work and as a result of such injury is certified by a medical doctor as unfit to complete the working day, shall receive pay at the regular rate for time lost on the day that such injury is sustained and no deduction will be made from sick leave credits with respect to that particular working day. ii) Where an employee is absent from work as a result of an illness or injury compensable under the Workers' Compensation Act, and is in receipt of Worker's Compensation, the following applies: Income protection for regular and part-time employees injured on the job shall be in accordance with the provisions of this policy. Income protection for temporary or casual employees injured on the job shall be in accordance with the provisions of the Workers' Compensation Board. Regular or part-time employees on occupational medical leave shall have the employee benefits they have.at the time they become ill or injured administered on the following basis: i) full premiums for life protection, health protection and long-term disability will be waived, or ii) the municipality will meet the cost of the municipality's normal share of these premiums for a period of thirty-six (36) months from the original date of illness or disability. 302 EMPLOYEE BENEFITS Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. The following benefit programs are available to eligible employees Auto Mileage Benefit Conversion at Termination Bereavement Leave 12 Business Travel Accident Insurance Dental Insurance Educational Financial Assistance Educational Leave Extended Health Family Leave Life Insurance Long-Term Disability Meal Allowances Supplementary Medical Insurance Medical Leave Membership Dues Paid Time Off(PTO) Parking Pension Plan (Ontario Municipal Employee Retirement Savings) Personal Leave Short-Term Disability Sick Leave Benefits Standby Compensation Supplemental Life Insurance (voluntary) Supplemental Medical Coverage (voluntary) Travel Allowances Vacation Benefits Witness Duty Leave The following benefit programs require contributions from the employee: OMERS - EmpIoyee Contribution matches employers Dental - Employee pays 50% Pension for Regular Employees Retirement income administered by and in accordance with the provisions of the Ontario Municipal Employee's Retirement System (OMERS) is compulsory for every regular employee of the municipality from date of hire. This plan is integrated with the Canada Pension Plan. The deduction made from the employee is matched by the municipality monthly and forwarded to the Ontario Municipal Employee's Retirement System. The following statutory benefits are deducted from regular employees in accordance with the appropriate legislation: a) Unemployment Insurance b) Canada Pension Plan 13 Benefits for Retirees Regular employees who retire early from the Municipality of Bayham may, if they so choose, purchase group life insurance and/or health insurance at the municipal group rates until they reach their 65 th birthday. Premiums will be paid to the insurance carrier by the municipality after receiving the premium payment from retired employee. 303 VACATION BENEFITS Employees in the following employment classification(s) are eligible to earn and use vacation time as described in this policy: Regular full-time employees Regular part-time employees, at average weekly hours The amount of paid vacation time employees receive each year increases with the length of their employment as shown in the following schedule: VACATION EARNING SCHEDULE YEARS OF ELIGIBLE SERVICE VACATION DAYS EACH YEAR Upon initial eligibility 10 days After 5 years 15 days After 10 years 20 days After 15 years 25 days After 20 years 30 days The length of eligible service is calculated on the basis of a "benefit year." This is the 12-month period that begins when the employee starts to earn vacation time. An employee's benefit year may be extended for any significant leave of absence. (See individual Ieave of absence policies for more information.) Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. Earned vacation time is available for use in the year following its accrual. To take vacation, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. 14 Vacation time off is paid at the employee's base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials. Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work. Accrued vacation must be taken as vacation time not as cash-in-lieu of time. Scheduling Generally, vacation days may not be taken in advance of being credited. If as a result of unusual circumstances an employee requires vacation days prior to being credited with sufficient days to cover his needs,he may be granted the vacation days required providing the days do not exceed five days in addition to those credited at the time the request is made and providing he is willing to acknowledge,in writing, that in the event he was to terminate employment prior to sufficient credits being earned to cover the additional days requested, the municipality has the right to reduce his final earnings accordingly. When a specified paid holiday, falls during the vacation period, one additional day shall be granted at a time convenient to the municipality and the employee. 304 HOLIDAYS The Municipality is required to grant holiday time off to all employees on the holidays listed below. New Year's Day (January 1) Good Friday (Friday before Easter) Easter Monday (Monday after Easter) Victoria Day (third Monday in May) Canada Day(July 1) Civic Holiday (first Monday in August) Labour Day (first Monday in September) Thanksgiving (second Monday in October) Remembrance Day (November 11) Christmas (December 25) Boxing Day (December 26) The Municipality is required to grant paid holiday time off to all eligible employees who have completed 90 calendar days of service in an eligible employment classification. Holiday pay will be calculated based on the employee's straight-time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee 15 classification(s) Regular full-time employees Regular part-time employees Introductory employees To be eligible for holiday pay, employees must work the last scheduled day immediately preceding and the first scheduled day immediately following the holiday. A recognized holiday that falls on a Saturday may be observed on the preceding Friday. A recognized holiday that falls on a Sunday may be observed on the following Monday. If a recognized holiday falls during an eligible employee's annual vacation, the employee will be eligible for an alternate day off. If eligible employees work on a recognized holiday, they will receive holiday pay plus time off in lieu of hours worked on the holiday. Floating Holidays In addition to the holidays noted above,the afternoon prior to Christmas Day and the afternoon prior to New Year's Day shall constitute additional paid holidays at normal rates, provided however, that Christmas and New Year's half holidays will be observed on the working days preceding the respective holidays except when Christmas Day and New Year's Day falls on Saturday, Sunday, or Monday in which case the half holiday will be observed on the preceding Friday afternoon. Additionally, employees shall be granted 2.5 days off with pay for the period between Christmas Day and New Year's Day. The exact dates to be taken off shall be at the discretion of the Administrator. 305 WORKERS COMPENSATION INSURANCE The Municipality is required to provide a comprehensive workers' compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers' compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately. ' Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible. 16 Neither the Municipality nor workers' compensation will be liable for the payment of worker's compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational, social, or athletic activity sponsored by the Municipality 306 TIME OFF TO VOTE Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their nonworking hours, the Municipality will grant up to four hours of paid time off to vote. Employees should request time off to vote from their supervisor at Ieast two working days prior to the election day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule. 307 JURY DUTY Any employee who is required to serve as a juror or subpoenaed as a witness in any court in Ontario, shall be granted a leave of absence for the days on which the employee would otherwise have been scheduled to work. The employee shall be excused from work for that part of each day that the employee shall actually render serve as a juror or as a witness. Upon completion of his jury duty or witness service, such employee shall present to his Department Head a satisfactory certificate showing such period of service. Such employee will be paid his regular earnings for the period of such jury or witness service provided he shall deposit with the Treasurer of the Corporation the full amount of compensation received, excluding mileage and travelling expense, an official receipt therefore. If the employee presents himself for selection as a juror and is not selected, then he shall be required to return to his regular employment to complete his remaining normally scheduled work period. 308 WITNESS DUTY If employees have been subpoenaed or otherwise requested to testify as witnesses by the Municipality, they will receive paid time off for the entire period of witness duty. Employees will be granted a maximum of 24 hours of paid time off to appear in court as a witness at the request of a party other than the Municipality. Employees will be paid at their base rate and are free to use any remaining paid leave benefits (such as vacation leave) to receive compensation 17 for any period of witness duty absence that would otherwise be unpaid. The subpoena should be shown to the employee's supervisor immediately after it is received so that operating requirements can be adjusted, where necessary,to accommodate the employee's absence. The employee is expected to report for work whenever the court schedule permits. 309 EDUCATIONAL ASSISTANCE The Municipality may provide educational assistance to all eligible employees who have completed 90 calendar days of service in an eligible employment classification. To maintain eligibility employees must remain on the active payroll and be performing their job satisfactorily through completion of each course. Reimbursement of educational costs is contingent upon submission of proof of the successful completion of each course. Employees in the following employee classification(s) are eligible for educational assistance: Regular full-time employees Regular part-time employees Employees should contact the Administrator for more information or questions about educational assistance. All courses must receive approval prior to the commencement of the course. An employee will obtain approval from his/her Department Head. The funding of this policy will be through the budget process and includes each department budget. While educational assistance is expected to enhance employees performance and professional abilities, the Municipality cannot guarantee that participation in formal education will entitle the employee to automatic advancement, a different job assignment, or pay increases. 310 SAFETY CLOTHING ALLOWANCE The Municipality of Bayham will allow $200.00 per year to each full-time Road Department employee, the Chief Building Official and Wastewater& Waterworks Superintendent to assist with the purchase of safety footwear. The payment shall be made in conjunction with the first cheque distributed in March, June, September and December each year. 401 TIMEKEEPING Accurately recording time worked is the responsibility of every employee. Management is required to report total hours per day only. Detailed reporting is required from all other employees. Federal 18 and Provincial laws require the Municipality to keep an accurate record or time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Employees should accurately record the time they begin and end their work,as well as the beginning and ending time of each meal period. They should also record the beginning and ending time or any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed. Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment. It is the employees' responsibility to sign their time records to certify the accuracy of all time recorded. The supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record. 402 PAYDAY All regular full-time and part-time and introductory employees are paid bi-weekly with the pay period beginning on a Thursday and ending on the 2nd Wednesday following . Each pay cheque will include earnings for all work performed through the end of the previous payroll period. In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday 403 EMPLOYMENT TERMINATION Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated RESIGNATION- voluntary employment termination initiated by an employee. DISCHARGE - involuntary employment termination initiated by the organization. LAYOFF - involuntary employment termination initiated by the organization for nondisciplinary reasons. RETIREMENT- voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization. 19 Since employment with the Municipality is based on mutual consent, both the employee and the Municipality have the right to terminate employment at will, with or without cause, at any time. Employees will receive notice and their final pay in accordance with applicable Provincial law. Employee benefits will be affected by employment termination in the following manner.All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance. 404 SEVERANCE PAY The Municipality provides severance pay to eligible employees whose employment is terminated for reasons that are not prejudicial to the Municipality, as determined by the Municipality in its sole discretion. Severance pay will be provided in accordance with Provincial legislation to the following eligible employee classifications: Regular full-time employees Regular part-time employees Specifically excluded from benefits under this provision are employees who were hired as temporary employees for a specified period of time; were offered but refused to accept another suitable position with the organization; were provided the opportunity to be retained for any length of time by a successor employer. 405 PAY ADVANCES The Municipality does not provide pay advances on wages to employees. 406 ADMINISTRATIVE PAY CORRECTIONS The Municipality takes all reasonable steps to ensure that employees receive the correct amount of pay in each pay cheque and that employees are paid promptly on the scheduled payday. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Administrator so that corrections can be made as quickly as possible. 20 407 PAY DEDUCTIONS AND SETOFFS The law requires that the Municipality make certain deductions from every employee's compensation. Among these are applicable Federal and Provincial income taxes. The Municipality also must deduct Unemployment Insurance on each employee's earnings up to a specified limit stipulated by legislation. The Municipality remits 1.4 times the amount of Unemployment Insurance paid by each employee. The Municipality also must deduct Canada Pension on each employee's earnings up to a specified limit stipulated by legislation. The Municipality remits an equal amount of Canada Pension paid by each employee. Membership in OMERS is obligatory and is deducted from each employee's pay cheque. The municipality remits an equal amount each month. The Municipality offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their pay cheques to cover the costs of participation in these programs. Pay setoffs are pay deductions taken by the Municipality, usually to help pay off a debt or obligation to the Municipality or others. If you have questions concerning why deductions were made from your pay cheque or how they were calculated, your supervisor can assist in having your questions answered. 50I SAFETY The Municipality provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board posting, memos, or other written communications. Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards. Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the Administrator. Reports and concerns about work safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal. Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate,remedy such situations, may be subject to disciplinary action, up to and including termination of employment. 21 In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the Administrator or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and workers' compensation benefits procedures. 502 WORK SCHEDULES Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. Flexible scheduling, or flextime, is available in some cases to allow employees to vary their starting and ending times each day within established limits. Flextime may be possible if a mutually workable schedule can be negotiated with the supervisor involved. However, such issues as staffing needs, the employees performance, and the nature of the job will be considered before approval of flextime. Employees should consult their supervisor to request participation in the flextime program. 503 USE OF PHONE AND MAIL SYSTEMS Employees may be required to reimburse the Municipality for any charges resulting from their personal use of the telephone. The mail system is reserved for business purposes only. Employees should refrain from sending or receiving personal mail at the workplace. To ensure effective telephone communications,employees should always use the approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller, and hang up only after the caller has done so. 504 SMOKING In keeping with the Municipality's intent to provide a sale and healthful work environment, smoking is allowed only in the designated smoking area. This policy applies equally to all employees, customers, and visitors. 22 505 REST AND MEAL PERIODS Each workday employees are provided with two rest periods of fifteen minutes in length. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked,employees must not be absent from their work stations beyond the allotted rest period time. Supervisors will schedule meal periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time. 506 OVERTIME Employees required to be on call during winter months (November 15 - March 31) for emergency situations will be compensated for being on stand-by at a net rate of$100.00 for a seven day period and paid at overtime rates based on actual hours worked with a minimum of two hours charged per each occurrence. Road Department Employees Hourly Employees When the tasks of a job within the department cannot be completed during the standard hours for that job,or if unusual circumstances arise, extra hours may be worked when approved by the Road Superintendent. All hourly paid Roads employees working in excess of the hours of work noted in Section 502 shall receive remuneration at the regular hourly rate in addition shall be allowed equal time off in lieu. Overtime shall be recorded to the nearest one-half (1/2) hour and an employee must work at least one-half hour to qualify for overtime. Salaried Employees When the tasks of a job within the department cannot be completed during the standard hours for that job, or if unusual circumstances arise, extra hours may be worked. Salaried Roads employees working in excess of the hours of work noted in Section 502 shall received remuneration at the regular hourly rate. Overtime shall be recorded to the nearest one-half (1/2) hour and an employee must work at least one-half(1/2) hour to qualify for overtime. Failure to work assigned overtime may result in disciplinary action, up to and including possible termination of employment. 23 Administrative Staff Hourly Employees When the tasks of a job within the department cannot be completed during the standard hours for that job, or if unusual circumstances arise, extra hours may be worked when approved by the Department Head. All hourly paid Administrative Staff employees working in excess of the hours of work noted in Section 502 shall receive remuneration at time and one-half of the regular wage. Overtime shall be recorded to the nearest one-half(1/2) hour and an employee must work at least one-half hour to qualify for overtime. Salaried Employees The regular duties of salaried employees include working additional hours, as may be required, including attendance at Council meetings and work related functions outside normal working hours. As these factors have been taken into account in the job classifications, these positions are not eligible to receive overtime pay.] In recognition of additional hours the Administrator/Treasurer, Clerk, Coordinator of Planning and Community Services and Chief Building Official shall receive an additional one week in vacation. If, due job duties, this additional week of vacation can not be used in accordance with the provisions of Section 303, the employee may receive compensation for unused vacation credits. 507 USE OF VEHICLES Vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines. Please notify the supervisor if any vehicle appears to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employees responsibility for maintenance and care of vehicles used on the job. The improper, careless, negligent, destructive, or unsafe use or operation of vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment. Vehicles owned, leased,or rented by the Municipality may not be used for personal use without prior approval. 24 508 EMERGENCY CLOSINGS At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility. When operations are officially closed due to emergency conditions, the time off from scheduled work will be paid. 509 SEMINARS/CONVENTIONS, CONFERENCES The Municipality of Bayham shall offer the following financial assistance to municipal delegates attending seminars, conventions or conferences: 1. Transportation expenses of delegate to and from the seminar, convention or conference. If delegate drives his own car, he shall be paid at the rate as set by the annual remuneration by- law. If the employee travels by train or plane, a receipt is required. 2. All registration fees levied by the seminar, convention or conference. 3. Two hundred and twenty-five ($225.00), where the seminar, convention or conference requires overnight accommodations, for each actual day/night of the convention or conference, to cover food and hospitality expenses, if exclusive from the registration fee and sundry expenses such as taxi, parking and personal telephone calls. (e.g. where a conference requires attendance the day prior to commencement, arrive on Sunday for Monday, and the conference ends on Wednesday the delegate shall receive 3 per diems) 4. Twenty-five dollars ($25.00)for attendance at a day seminar where lunch is not provided to cover food and parking. 510 VISITORS IN THE WORKPLACE To provide for the safety and security of employees and the facilities at the Municipality, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances. Because of safety and security reasons, family and friends of employees are discouraged from visiting. In cases of emergency, employees may be called to meet any visitor outside their work area. 25 All visitors should enter the Office at the Main Entrance. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors. If an unauthorized individual is observed in the Municipality's work areas, employees should immediately notify their supervisor or, if necessary, direct the individual to the Administrator. 511 COMPUTER AND E-MAIL USAGE Computers, computer files, the E-mail system, and software furnished to employees are the Municipality's property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorization. To ensure compliance with this policy, computer and E-mail usage may be monitored. Therefore, the Municipality prohibits the use of computers and the E-mail system in ways that are disruptive, offensive to others, or harmful to morale. For example, the display or transmission or sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others. E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other non-business matters. The Municipality purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, the Municipality does not have the right to reproduce such software for use on more than one computer. Employees may only use software on local area network or on multiple machines according to the software license agreement. The Municipality prohibits the illegal duplication of software and its related documentation. Employees should notify their immediate supervisor, the Administrator or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment. 512 WORKPLACE MONITORING Workplace monitoring may be conducted by the Municipality to ensure quality control, employee 26 safety, security, and customer satisfaction. Computers furnished to employees are the property of the Municipality. As such, computer usage and files may be monitored or accessed. The Municipality may conduct video surveillance of non-private workplace areas. Video monitoring may be used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage or prevent acts of harassment and workplace violence. Employees can request access to information gathered through workplace monitoring that may impact employment decisions. Access will be granted unless there is a legitimate business reason to protect confidentiality or an ongoing investigation. Because the Municipality is sensitive to the legitimate privacy rights of employees,every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner and in accordance with the Freedom of Information and Privacy Protection Act. 601 LEAVES OF ABSENCE a) A personal leave of absence under this policy is defined as a permitted leave of an employee without pay. b) A personal leave of absence without pay may be granted to an employee for valid reasons. The employee is required to make advance application, in writing, to his immediate supervisory who shall review the request with the Department Head involved. c) A personal leave of absence may be granted for a period of not more than 30 calendar days. In the event an employee wishes to use a personal leave of absence to extend a pregnancy/paternity leave, this period may be extended to not more than 90 calendar days. Extensions, in the 30 calendar day leave of absence, for all other personal leaves of absence will be considered only for very unusual circumstances and may be granted only upon approval of the department Head and the Administrator and in the case of the Administrator, Council. d) While an employee is on authorized leave of absence without pay, maintenance of employee benefits will be administered on the following basis: i) In the event the leave of absence exceeds 10 working days, coverage may be maintained at the employee's expense for group life protection, health protection, and income protection with the understanding that if the leave of absence exceeds 10 working days, the sick leave credit and vacation accumulation for that month shall be forfeited. 27 ii) If the employee wishes to maintain the benefit coverage noted above, arrangements, in writing, are to be made prior to commencement of the leave and payment of the total premium involved is to be made prior to or during the leave. iii) No OMERS contributions will normally be made by either the Municipality of Bayham or the employee, but the employee may arrange with OMERS to contribute for the broken serve on behalf of both the employee and the Municipality of Bayham, subject to OMERS regulations. 602 MEDICAL LEAVE OF ABSENCE a) A medical leave of absence is defined as time off allowed for absence because of disability due to sickness or injury unrelated work to a maximum of one hundred and nineteen (119) days from the commencement of the absence. b) A medical leave of absence shall normally be granted to regular and part-time employees who are absent from work because of a disability due to sickness or injury unrelated to work. In order to qualify for short-term disability income, employees are required to notify their immediate supervisor of their inability to be at work because of sickness or disability. Employees may be required to produce proof of sickness or disability in the form of a medical certificate, and in the case of sickness or disability of more than three working days, an attending medial doctor's statement will be required. c) If an employee is on a medical leave of absence defined above, the benefits enjoyed by the employee at the commencement of the absence shall continue in effect. 603 PREGNANCY AND PARENTAL LEAVE a) A pregnancy/parental leave of absence without pay shall be granted to a regular or part-time employee in accordance with the relevant provincial legislation. b) While an employee is on pregnancy/parental leave, maintenance of employee benefits will be administered on the following basis: i) Coverage may be maintained at employee expense for: life protection, health protection and income protection. ii) If the employee wishes to maintain the benefit coverage noted above, arrangements 28 are to be made with the municipality prior to commencement to leave and payment of the total premiums involved are to be made directly to the municipality prior to or during the leave. iii) No OMERS contributions will normally be made by either the municipality or the employee, but the employee may arrange with OMERS to contribute for the broken service on behalf of the employee and the municipality. c) In the event an employee wishes to extend a pregnancy/parental leave, the employee may make application in accordance with Section 601. 604 LONG TERM DISABILITY LEAVE a) Regular employees on long-term disability leave shall have their employee benefits administered on the following basis: i) Either full premiums for life protection, health protection and long-term disability will be waived or the municipality will meet the cost of the municipality's normal share of these premiums for a period of 24 months from the original date of illness or disability. ii) No OMERS contribution will be made by either the municipality or the employee while the employee is on longer-term disability since provision is made under the OMERS plan for a disability pension or waiver of deductions during the period of disability. 605 BEREAVEMENT LEAVE a) A regular, part-time or contract employee will, upon request, be granted paid leave of absence of up to five (5) working days immediately following the death of a spouse, child or step-child. b) A regular or part-time or contract employee will, upon request be granted paid leave of absence of up to three working days immediately following the death of a parent,grandchild, grandparent, stepmother, stepfather, brother, stepbrother, sister or stepsister, or parent of the employee's current spouse. c) A regular, part-time or contract employee, will upon request, be granted paid leave of absence, not to exceed two days, to attend the funeral of the sister, brother, or grandparents of the employee's current spouse. 29 d) A regular, part-time or contract employee will, upon request, be granted paid leave of absence not to exceed one day, to attend the funeral of an aunt or uncle, fellow employee, a close friend or to serve as a pallbearer. e) Paid leave of absence in respect of bereavement will only be allowed for days on which the employee has been scheduled to work. 701 EMPLOYEE CONDUCT AND WORK RULES To ensure orderly operations and provide the best possible work environment, the Municipality expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment: Theft or inappropriate removal or possession of property Falsification of timekeeping records Working under the influence of alcohol or illegal drugs Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the work place, while on duty, or while operating employer-owned vehicles or equipment Fighting or threatening violence in the workplace Boisterous or disruptive activity in the workplace Negligence or improper conduct leading to damage of employer-owned or customer owned property Insubordination or other disrespectful conduct Violation of safety or health rules Smoking in prohibited areas Sexual or other unlawful or unwelcome harassment Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace 30 Excessive absenteeism/tardiness or any absence without notice Unauthorized use of telephones, computers, mail system, or other employer-owned equipment Unauthorized disclosure of business "secrets" or confidential information Violation of personnel policies Unsatisfactory performance or conduct Unprofessional dress, grooming and personal cleanliness for employees who regularly greet the public. Unacceptable clothing includes but is not limited to the following: T-shirts with words or pictures Shorts or skirts shorter than 4 inches above the knee Denim pants with holes (Fridays will be designated as dress down days to more casual attire-abiding by above restrictions) Employment with the Municipality is at the mutual consent of the Municipality and the employee, and either party may terminate that relationship at any time, with or without cause. 702 SECURITY INSPECTIONS Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of the municipality. Accordingly,they, as well as any articles found within them, can be inspected by any agent or representative of the municipality at any time, either with or without prior notice. The municipality likewise wishes to discourage theft or unauthorized possession of the property of employees, the municipality, visitors, and customers. To facilitate enforcement of this policy, the municipality or its representative may inspect not only desks and lockers but also persons entering and/or leaving the premises and any packages or other belongings. Any employee who wishes to avoid inspection of any articles or materials should not bring such items onto the municipality's premises. 703 PROGRESSIVE DISCIPLINE The purpose of this policy is to state the municipality's position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all employment levels. 3I Municipality's own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future. Although employment with the municipality is based on mutual consent and both the employee and the municipality have the right to terminate employment at will, with or without cause, the municipality may use progressive discipline at its discretion. Disciplinary action may call for any of four steps—verbal warning, written warning, suspension with or without pay, or termination or employment—depending on the severity or the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed. Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed a first offense may call for a verbal warning; a next offense may be followed by written warning; another offense may lead to a suspension; and, still another offense may then lead to termination of employment. The municipality recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or, in extreme situations, termination of employment, without going through the usual progressive discipline steps. While it is impossible to list every type of behavior that may be deemed a serious offense, the EMPLOYEE CONDUCT AND WORK RULES policy includes examples of problems that may result in immediate suspension or termination of employment. However,the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct that will trigger progressive discipline. By using progressive discipline,we hope that most employee problems can be corrected at an early stage, benefiting both the employee and the.Municipality. 704 PROBLEM RESOLUTION The Municipality is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from the Municipality supervisors and management. The Municipality strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism. 32 If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with the Municipality in a reasonable, business-like manner, or for using the problem resolution procedure. If a situation occurs when employees believe that a condition of employment or a decision affecting them is unjust or inequitable,they are encouraged to make use of the following steps. The employee may discontinue the procedure at any step. I. Employee presents problem to immediate supervisor after incident occurs. If supervisor is unavailable or employee believes it would be inappropriate to contact that person, employee may present problem to Administrator. 2. Supervisor responds to problem during discussion or after consulting with appropriate management, when necessary. Supervisor documents discussion. 3. Employee presents problem to Administrator if problem is unresolved. 4. The Administrator counsels and advises employee, assists in putting problem in writing, visits with employee's manager(s), if necessary, and directs employee to Council for review of problem. 5. Council reviews and considers problem. Council informs employee of decision and forwards copy of written response to the Administrator for employee's file. Council has full authority to make any adjustment deemed appropriate to resolve the problem. 33 I The Municipality of Bayham Organization Chart - Part 1 1998 Council Mayor Deputy Mayor 3 Ward Councillors CAO/Treasurer I I _ 1 l I I I Environ/Protective Services Public Works Planning Building&Drainage Finance Administrative Assistant Supintend/By-law Ent.Officer Road Superintendent Planner CRO/Drainage Supt. Council Clerk -water/sewage mgt Working Foreman -land use,harbour,emergency, -council secretary -Occupational Health&Safety COA,recreation/tourism -committees secretary I1 I t Public Works Road Equipment Operators Accounting Billing/Cashier Administrative Assistant Public Works Superintendent -roads.sidewalks,ditching, Financial Assistant Tax Clerk for all Dept Heads -water,sewage,parks&beach &traffic control -A/P,A/R,payroll -tax,water&sewer bilings -licensing,info systems maintenance maintenance general ledger records retention,FOI Prepared by LB 09.12.97 The Municipality of Bayham Organization Chart - Part 2 1998 Council Mayor Deputy Mayor 3 Ward Councillors CAO/Treasurer I i I 1 Community Centres Fire Services Administrative Assistant Community Centre Managers Fire Chief Committee Clerk Bayham Comm Centre 2 Station Chiefs -council secretary -Vienna Comm Centre 2 Fire Prevention Officers -committees secretary I 1 1 1 Support Staff Volunteers Museums Cemeteries Community Policing Health Services Non-Profit Housing -caterers Citizen Committee Citizen Committee Citizen Committee Citizen Committee Citizen Committee -custodians Prepared by LB 09.12.97 MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Administrator Treasurer Reports to: Council Knowledge: Excellent knowledge of the Municipal Act and Planning Act is required, as well as general understanding of other provincial legislation. Must hold either a University Degree(preferable in Public Administration or Business or a Diploma in Public Administration from a Community College or recognized professional accounting designation, or minimum 3'd Ievel CGA) Successful completion of the Municipal Accounting Program sponsored by the Association of Municipal Clerks and Treasurers of Ontario. Successful completion of the Municipal Administration Program sponsored by the Association of Municipal Clerks and Treasurers of Ontario including AMCT or AMCT(A) diploma. An equivalent combination of education and experience. Experience: At least five(5)years municipal experience at a senior management level. Previous personal computer experience in a Windows environment including Microsoft Office is preferred. Leadership: General supervision of all Municipal Office staff including interpreting and following through all decisions made by Council. Administers, controls and provides general supervision over all department heads, Initiative/ Creativity: Adheres to Municipal Act and other legislation, by-laws and Council resolutions and direction of Council. Follows established accounting and office procedures. Considerable creativity is required in providing information and resources to Council. Initiative must be shown in providing Council with innovative ideas in the operation of Municipal business. Contact: Considerable sensitive daily personal,written and telephone contact with the public, provincial officials, employees, council, department heads,boards, agencies, committees, solicitors, consultants and contractors. Decision Making: Considerable judgement is required when assisting the public, provincial agencies and employees with their inquiries. Working Conditions: Works a minimum of 8:30 a.m. to 4:30 p.m.,Monday to Friday with 1 hour lunch. Must be able to attend evening meetings. Duties predominately in municipal office,however,may require time in other locations and facilities. Administrator/Treasurer -2- Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances. Mental stress and limited physical risk associated with larger volumes of cash in office and making deposits during tax instalment due date periods. Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture. Function: To direct, co-ordinate and cooperate with department heads in the development, implementation and administration of objectives, policies, programs and long term planning for the Municipality in accordance with the policies and objectives established by Council. Maintains effective control over Municipal finances, carrying out statutory duties, directing all accounting functions, producing financial reports, preparing budgets, managing cash and debt loan and carrying out special projects as well as duties of Deputy Clerk. Principal Functions: 1. Administers and controls all activities, departments and local boards under Council's authority in accordance with the policies,plans and by-laws approved by Council. 2. Co-ordinates and directs the preparation of plans, policies,programs and projects for submission to Council. 3. Provides for the development and presentation of recommendations to Council on all matters requiring Council's approval and when necessary to have appropriate by-laws and resolutions submitted for approval. 4. To take such measures as necessary for the implementation of all objectives, plans, policies, programs and projects as approved by Council in accordance with all applicable legislation,by- laws and regulations. 5. Performs standard personnel management tasks required including: (a) Recommending to Council in respect to department heads, their appointment, dismissal or suspension. (b) General control of all personnel matters including the employment, dismissal, reprimand, suspension and performance evaluation in accordance with the Municipal Personnel Policy. (b) Maintenance of the Municipality's Personnel Policy. 6. To meet with Department Heads collectively,when necessary,to discuss matters of policy which may have been agreed upon by Council, and to co-ordinate all department activities. Administrator/Treasurer -3- 7. Directs all general accounting for the Municipality, including accounts payable and receivable, payroll and tax collections, producing regular financial statements for Council and the Province and special reports and studies as assigned. 8. Supervises issuance all Municipal cheques,notes and debentures. 9. Prepares, or supervises the preparation of the annual Municipal budget and fire-year capital forecast, compiling and organizing data and assisting department heads in the preparation of their own budgets. 10. Collects, complies, calculates and summarizes data and information for budget calculation. 11. Plans for and initiates the operating Budget Developments Process, assisting department heads in departmental budgeting. Prepares and presents consolidated package to Council for approval. 12. Monitors budget performance, conducting various analysis and informing department heads. 13. Maintains liaison with Municipal and Provincial auditors, Provincial Ministries and agencies, other municipalities, stag politicians and ratepayers in regard to the financial affairs of the Municipality. 14. Co-ordinates interim and year-end audits, prepares working papers and schedules. Prepares financial reports, returns and arranges for publication of required information. 15. Ensures all subsidies,grants and rebates desired by the Municipality are applied for and obtained. 16. Produces cash management reports as required and monitors bank balances daily, preparing demand notes when required. 17. Monitors and maintains various reserve fund bank accounts. 18. Monitors the bank deposit operation ensuring appropriate controls are in place. 19. Monitors AIR and A/P operations advising staff on proper journalization and general ledger postings personally posting to general ledger when necessary. 20. Prepares quarterly customized expenditure and revenue reports for Council. 21. Reviews banking arrangements, and contracted labour and machine rates. Monitors A/P and A/R aging, directs change of payment practice as necessary. 22. Invest surplus funds in high yield vehicles Administrator/Treasurer -4- 23. Maintains records of security"letters of credit"from developers, releases same upon approval from building and planning departments. 24. Administers the employee benefit plans, dealing with insurance companies and government agencies in regard to rates, claims and benefit levels. 25. Maintains adequate levels of protection for Municipal assets, dealing with Municipal insurers and agents. 26. Supervises the preparation of required year-end documents(ie. T4 Summaries, WCB reports O.M.E.RS. annual returns, etc.) 27. Responsible for ensuring maintenance contracts on all office equipment including computers, facsimile machine, copier and telephone system. 28. Reviews insurance packages for adequacy in coverage. Recommends adjustments to Council. 29. Monitors purchasing procedures and activities, advises staff and management on cost effective purchasing techniques and reviews all supplier invoices. Signs all official financial transactions as"signing authority". 30. Evaluates contracts between the Municipality and suppliers for adequacy in safeguarding municipal interests prior to acceptance by Council. 31. Maintains up-to-date knowledge of government legislation and Municipal payroll policy and procedures. 32. Prepares by-laws relating to money, loans and debentures. Monitors collection of all revenues arising from by-laws where other municipal authority, including local improvement charges and drainage charges. 33. Advises Council on best methods of financing proposed operation and capital expenditures. Investigates and lans for other sources of long term financing(e.g.Development Fund). Prepares debenture documentation and co-ordinates the issue of debentures. 34. Plans for and monitors for preparation of tax bills,reviews printed bills and summary sheet and arranges for mailing. 35. Supervising all tax rolls on a monthly basis. 36. Ensures all approved loans are collected annually on the tax roll. 37. Calculates and supervises the billings for the payments in Lieu of Taxes. 38. Monitors the recording and processing of local improvement assessments and billing to tax payers. Administrator/Treasurer -5- 39. Calculates and invoices Bell Canada and Amtelecom for gross receipts. 40. Calculates and/or prepares assessment and tax documents and adjustments such as: 442 documents, supplementary tax billings, individual tax adjustments and/or billings after reviewing Court decisions on assessment modifications. 41. Allocates appropriate share of tax revenues to agencies and boards and upon assessments splits (property severed)issues new tax notices. 42. Processes all application for tax write offs, reductions or refunds, preparing reports for Council and completes all transactions as instructed by Council. 43. Processes all information and supervises the issuance of supplementary tax bills. 44. Issues bailiff warrants and facilitates the resolution of bailiff problems in fulfilling bailiff responsibilities. 45. Prepares all documents and handles all procedures associated with the annual tax sale. 46. Registers properties for tax arrears. 47. Checks tax certificates for accuracy. 48. Responds to rate payer inquires/problems, adjusts records if necessary. 49. Provides tax related information and recommendations to Council. 50. Deputy Clerk assumes responsibilities for Clerk in his/her absence. Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Co-ordinator of Planning and Community Services Reports to: Administrator(Treasurer Knowledge: Excellent knowledge of the following provincial legislation: • Municipal Act • Planning Act • Emergency Plans Act as well as general understanding of other provincial legislation relating to harbour development and operation as well as the following: • Public Parks Act • Ministry of Tourism &Recreation Act • Community Recreation Centres Act • Fishing and Recreation Harbours Act Must be well versed in preparation of by-laws, Council resolutions and report writing. A thorough knowledge of the Ontario planning framework. Must hold either a University Degree (preferably in Public Administration or Business or Land Use Planning or a Diploma in Public Administration from a Community College along with equivalent experience). A thorough knowledge of the principles and all components of community emergency planning, response and recovery plans. An equivalent combination of education and experience. A through understanding of the recreational and social needs of a community. Experience: At least five (5) years municipal experience at a senior management level dealing extensively with senior levels of government, customer service, program planning and implementation and land use planning. Previous personal computer experience in a Windows environment is preferred including Microsoft Office. Leadership: General supervision of Community Centre Managers. Co-ordinator of Planning and Community Services 2 Initiative! Creativity: Considerable creativity is required in providing information and resources to the Administrator/Treasurer and Council as directed. Initiative must be shown in providing innovative ideas in the operation of Municipal business in the areas of land use planning, economic and tourism development, harbour development, emergency planning and recreation planning and delivery of programs and services. Contact: Considerable sensitive daily personal, written and telephone contact with the public, provincial officials, employees, Council and other Department Heads, boards, agencies, committees, solicitors, consultants and contractors Decision Considerable judgement is required when assisting the public and provincial Making: agencies with their inquiries. Decisions concerning the operation of the two community centres and all areas of responsibility will be expected. Working Works a minimum of 8:30 a.m. to 4:30 p.m., Monday to Friday with 1 hour Conditions: lunch. Must be able to attend evening meetings as deemed necessary by the Administrator Treasurer. Duties predominantly in municipal office however, may require attendance at meetings in other locations and facilities Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances. Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture. Willingness to attend any job-related courses deemed necessary by the Administrator-Treasurer and/or Council. Function: Responsible for fulfilling statutory duties and providing advice on matters related to land use planning, emergency planning, community economic and tourism development, recreation planning and operation of the community centres and sale and acquisition of property. Principle Functions: 1. Carries out all statutory duties required in the delivery of services and programs related to all of the above described functions. Most often the governing legislation will be the Municipal and Planning Acts, but may require reference to a variety of provincial statutes. Additionally, compliance with Municipal policies and by-laws will be mandatory. 2. Acts as principle contact for land use planning offering advice and interpretation of the Municipal official plan and zoning by-law and provisional legislation. Processes all development applications, including, official plan amendments, zoning by-law amendments, minor variances, severance comments to County of Elgin, Temporary Use By-laws etc. Co-ordinator of Planning and Community Services 3 3. Administers all municipal land transactions. May require, survey of land, negotiations with property owners, liaison with Municipal Solicitor. 4. Works in concert with the Recreation/Tourism Committee to develop and recommend programs and promotional material directly related to community development, economic development,tourism development and recreation planning, and program delivery. 5. Responsible for all aspects of Harbour Development, use and maintenance in accordance with statutory legislation, existing agreements and budget and legal limitations. 6. Responsible for the preparation and maintenance of a Municipal Emergency Plan, including periodic reviews and testing. 7. Carries out additional duties and exercises as assigned by the Administrator Treasurer and/or Council as may be required by law. 8. Assists the Administrator/Treasurer in the preparation of the annual Municipal Budget and five-year capital forecast, compiling and organizing data, with specific emphasis on budgets directly related to the position. 9. Acts as Secretary-Treasurer of Committee of Adjustment and Secretary of the Community Recreation Citizen Committee. 10. Provides back up support to the position of Assistant to the Administrator/Treasurer and Deputy Clerk, in the event of absence due to illness or vacation. 11. Administers land development (planning process) and municipal land transactions. 12. Responsible for preparation and maintenance of the Municipalities'Emergency Plan. Date approved by Council MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Clerk/Deputy Treasurer Reports to: Administrator/Treasurer Knowledge: Excellent knowledge of the Municipal Act and is required, as well as general understanding of the Drainage Act and other provincial legislation Must be well versed in preparation of by-laws and Council resolutions and the contents of Robert's Rules of Order. Must hold either a University Degree (preferably in Public Administration or Business or a Diploma in Public Administration from a Community College). Successful completion of the Municipal Administration Program sponsored by the Association of Municipal Clerks and Treasurers of Ontario including the A.M.C.T. or A.M.C.T.(A)Diploma An equivalent combination of education and experience. Experience: At least five(5)years municipal experience at a senior management level. Previous personal computer experience in a Windows environment including Microsoft Office is preferred. Leadership: Minimal leadership is required. Initiative/ Creativity: Considerable creativity is required in providing information and resources to Administrator/Treasurer. Initiative must be shown in providing innovative ideas in the operation of Municipal business. Contact: Considerable sensitive daily personal and telephone contact with the public, provincial officials, employees, Council and other Department Heads, boards, agencies, committees, solicitors, consultants and contractors. Decision Making: Considerable judgement is required when assisting the public and provincial agencies with their inquiries. Working Conditions: Works a flexible schedule., Monday to Friday for a total of 35 hours. Must be able to attend evening meetings as deemed necessary by the Administrator/Treasurer: • Regular Council • Special Council meeting when requested by Administrator/Treasurer • Museums Committee • Cemeteries Committee • Health Services Committee • Non—Profit Housing Committee Clerk/Deputy Treasurer -2- Duties will be in municipal office and in other locations and facilities. Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances. Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture. Function: Responsible for preparation of agendas, minutes, scheduling committee meetings, implementing policies of Council, advising Council and committees on procedural and legal matters under its jurisdictions. Acts as Deputy Treasurer as instructed by Administrator/Treasurer or in his/her absence. Principal Functions: 1. Responsible for organization of meetings of Council including: (a) Preparation of agenda, assembles accompanying material and ensures the agenda is circulated in a timely fashion for those meetings. (b) Attends meeting (with Administrator/Treasurer), recording decisions, providing advice to Councillors as requested and producing minutes and related correspondence for the Administrator/Treasurer as requested on behalf of the Administrator/Treasurer. (c) Carrying out and following up on tasks resulting from meetings as assigned by Administrator/Treasurer and/or Council. 2. Reviews and scrutinizes all by-laws, committee reports and resolutions before Council to ensure that such items are within the legal jurisdiction of Council. 3. (a) Responsible for conduct of municipal elections for the Municipality as well as school board elections. (b) Provides training to all election personnel,makes all necessary arrangements pursuant to the Municipal Elections Act. (c) Responsible for preparing and delivering an orientation for new Council members. 4. Acts as Secretary for the following Citizen Committees: • Museums • Cemeteries • Community Policing • Health Services • Non-profit Housing Clerk/Deputy Treasurer -3- 5. Assists Administrator/Treasurer in the preparation of the annual Municipal budget and five year capital forecast, compiling and organizing data. 6. Acts as the local registrar for all births and deaths occurring in the Township. 7. Responsible for organizing health and safety related programs, including: (a) Trains new employees in safety policies, procedures and practices. (b) Investigates and, if necessary remedying all unsafe acts and conditions as soon as possible after their occurrence or discovery. (c) Reporting all medical aid and lost-time accidents within 24 hours to the appropriate agency on the required form, in accordance with legislative requirements. 8. Carries out additional duties and exercises such additional responsibilities as assigned by Administrator/Treasurer or Council as may be required by law. Date approved by Council: T' a ' MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Financial Assistant Reports to: Administrator/Treasurer Knowledge: Minimum of Secondary School Education Completion of a two year program from a Community College is preferred Enrolment in, or completion of the AMCT program would be an asset Experience: Minimum of 2 years office experience Previous municipal experience not necessary but considered an asset Previous personal computer experience in a Windows environment is required Leadership: Minimal leadership is required Initiative/ Creativity: Follows established accounting and office policies and procedures Exercises initiative in daily operation of office Monitors and improves efficiency and effectiveness of operating systems and procedures Contact: Daily personal and telephone contact with the public as follows: a) in receiving payments b) disseminating information (as permitted under the Municipal Freedom of Information and Protection of Privacy Act) c) provide assistance by directing calls or messages from ratepayers, contractors, the public,government agencies etc. to the appropriate person d) must have considerable tact when dealing with the public both on telephone and in person Decision Making: Decisions are required commensurate with authority delegated by the Administrator/Treasurer or Clerk/Deputy Treasurer Judgement is required when assisting the public with their inquiries Working Conditions: Works a minimum of 8:30 a.m. to 4:30 p.m.,Monday-Friday, 1 hour lunch Must be able to attend evening meetings as deemed necessary by Administrator/ Treasurer. Duties predominately in municipal office however, may require time in other locations and facilities. Financial Assistant -2- Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances Mental stress and limited physical risk associated with larger volumes of cash in office and making deposits during tax instalment due date periods Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture Function: Responsible for daily operation of accounts payable, accounts receivable and payroll. Provides accounting assistance to Administrator/Treasurer. Acts as replacement for Administrative Assistant and/or Tax Clerk in their absences. Principal Functions: 1. Reviews, schedules payments and issues cheques for all accounts payable invoices. Receives all invoices approved by the various department heads. Allocates expense to proper general ledger account, matches and files all related documentation. Issues special and regular monthly cheques(WCB,Education levies,Receiver General,benefits, etc.) 2. Prepares all accounts payable cheques. 3. Balances all printouts to ensure that all information submitted has been recorded. 4. Responsible for daily operation of entire accounts payable and general ledger computer systems. 5. Balances general cash drawer. 6. Performs daily maintenance of general ledger. 7. Receives cash payments, posts to GL, balances cash drawer, prepares and physically makes non-tax bank deposits. 8. Prepares accounts receivable invoices, files copies, records and monitors the aging of accounts. 9. May undertake bank reconciliation if instructed by the Administrator Treasurer. 10. Maintains control of petty cash for administration office, distributing money and balancing fund as needed. 11. Processes all aspects of payroll including: (a) receiving hours worked for hourly-paid staff reviewing lists, making all entries for salaries and benefit changes and preparing forms. (b) reviews and balances all documents and submits to Administrator Treasurer for review. Financial Assistant -3- (c) prepares all closing entries relating to payroll. (d) verifies earnings in group position listing for employee benefits. (e) maintains overtime records. 12. Prepares all enrolments and changed documents for benefits manually and in the computer system. 13. Prepares separation documents and U.I.C. monthly reports. 14. Prepares payroll and related documentation and returns. 15. Maintains records of sick leave and vacation entitlements for all employees. Responds to requests from employees on their respective entitlements. 16. Issues annual reports to employees regarding sick leave and vacation entitlement. 17. Participates in the preparation of year-end financial statements and information reports, closing entries,balance sheets and statistical summaries. 18. Responds to telephone and counter inquiries and provides needed clerical support in absence of Administrative Assistant. 19. Prepares monthly expenditure and revenue reports, as requested by the Administrator Treasurer. 20. Produces a detail General Ledger report on a monthly basis as requested by the Administrator Treasurer. 21. Balances Dog Licensing Officers Receipt Book. 22. Assists in the preparation of various reports,year-end audit working papers. Date approved by Council: IR } Municipality of Bayham JOB DESCRIPTION Position: Tax/Utility Clerk Reports to: Administrator/Treasurer Knowledge: Tax Collectors program would be an asset Knowledge of Municipal Act and Municipal Tax Sales Act are required, as well as a general understanding of other provincial legislation. Experience: Minimum of 2 years office experience Previous municipal experience not necessary but considered an asset Previous personal computer experience in a Windows environment is required Leadership: Minimal Leadership is required Initiative/ Creativity: Follows established accounting and office policies and procedures Exercises initiative in daily operation of office Monitors and improves efficiency and effectiveness of operating systems and procedures Contact: Daily personal and telephone contact with the public as follows: a) in receiving payments b) disseminating information (as permitted under the Municipal Freedom of Information and Protection of Privacy Act) (c) provide assistance by directing calls or messages from rate payers, contractors, the public, government agencies etc.to the appropriate person (d) must have considerable tact when dealing with the public both on telephone and in person Decision Making: Decisions are required to commensurate with authority delegated by the Administrator/Treasurer, and other Department Heads Judgement is required when assisting the public with their inquiries Working Conditions: Works a minimum of 8:30 a.m.to 4:30 p.m.,Monday to Friday with 1 hour lunch Must be able to attend evening meetings as deemed necessary by the Administrator/ Treasurer Duty predominately in municipal office however, may require time in other locations and facilities Tax/Utility Clerk -2- Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances Mental stress and limited physical risk associated with larger volumes of cash in office and assisting in making deposits during tax instalment due date periods Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture Function: Responsible for daily maintenance of tax roll, and utility billings, updating name changes, posting of received tax and utility payments, etc. Principal Functions: 1. Updates tax roll, tax bills, utility bills, property files, mortgage files, tax accounts receivable files and indexes to reflect any changes in: landowners' (eg. Name and address changes, information from Land/Transfer Deeds), changes in roll numbers, property descriptions (from Severance). 2. Inputs data required for preparation of the tax roll and utility accounts including updating mortgage companies and local improvements. 3. Responsible for assessment data management consisting of period review to ensure the municipality is optimising its tax revenue by recognizing, all commercial properties, additional assessment, etc. 4. Receives and processes tax and utility payments—prepares receipts, checks for instalments or post-dated cheques. Records collection of all tax and utility payments and posts payments on computer to the correct tax accounts(Roll Number). 5. Prepares arrears notices each month and for review by the Treasurer. Also provides a monthly tax and utility arrears report. 6. Plans for and prepares tax and utility bills, reviews printed bills and summary sheet and mails bills. 7. As instructed by the Treasurer prepares Supplemental Tax Notices, prepares tax bill and worksheet for auditing purposes. 8. Prints revised tax bills, from information provided by Treasurer, which are required because of property splits. 9. Arranges for transfer of assessment roll from CD to hard disk for preparation of tax roll. 10. Ensures that all up-dates to tax roll including local improvements, tile loans, Shoreline Assistance loans, hydra and water arrears are in place for inclusion on final tax bill. Tax/Utility Clerk -3- 11. Applies invoiced amounts for drainage repairs to individual tax notices. 12. Answers telephone inquiries regarding taxes,provides tax information, prepares receipts for tax payments,zoning and tax certificates. 13. Prepares tax certificates for submission to Treasurer. Gathers the information required on Zoning Certificates, which are completed by the Chief Building Official and Clerk. Files in the Roll Number files copies of certificates issued. 14. Prepares bank deposits. Balances totals of deposits, payment stubs with the tax and utility cash drawer. 15. Maintains inventory of tax related supplies, orders replacement and stock forms. 16. Plans for and monitors for preparation of tax bills, reviews printed bills and summary sheet and arranges for mailing. 17. Balances all tax rolls on a monthly basis. 18. Ensures all approved loans are collected annually on the tax roll. 19. Calculates and supervises the billings for the payments in Lieu of Taxes. 20. Monitors the recording and processing of local improvement assessments and billings to tax payers. 21. Calculates and/or prepares assessment and tax documents and adjustments such as: 442 documents, supplementary tax billings, individual tax adjustments and/or billings after reviewing Court decisions on assessment modifications. 22. Allocates appropriate share of tax revenues to agencies and boards and upon assessments splits (property severed)issues new tax notices. 23. Processes all application for tax write offs, reductions or refunds, preparing reports for Council and completes all transactions as instructed by Council. 24. Processes all information and supervises the issuance of supplementary tax bills. 25. Issues bailiff warrants and facilitates the resolution of bailiff problems in fulfilling bailiff responsibilities. 26. Prepares all documents and handles all procedures associated with the annual tax sale. 27. Registers properties for tax arrears. Tax/Utility Clerk -4- 28. Prepares tax arrears correspondence. 29. Checks tax certificates for accuracy. 30. Responds to rate payer inquiries/problems. Adjusts records if necessary. 31. Provides tax related information and recommendations to Administrator. Date approved by Council Municipality of Bayham JOB DESCRIPTION Position: Administrative Assistant Reports to: Administrator/Treasurer Knowledge: Minimum of Secondary School Education Completion of a two-year program from a Community College is preferred Enrolment in, or completion of the AMCT Experience: Minimum of 2 years office experience Previous municipal experience not necessary but considered an asset Previous personal computer experience in a Windows environment is required Leadership: Minimal Leadership is required Initiative/ Creativity: Follows established accounting and office policies and procedures Exercises initiative in daily operation of office Monitors and improves efficiency and effectiveness of operating systems and procedures Contact: Daily personal and telephone contact with the public as follows: a) in receiving payments b) disseminating information (as permitted under the Municipal Freedom of Information and Protection of Privacy Act) (c) provide assistance by directing calls or messages from rate payers, contractors, the public, government agencies etc. to the appropriate person (d) must have considerable tact when dealing with the public both on telephone and in person Decision Making: Decisions are required to commensurate with authority delegated by the Administrator/Treasurer, and other Department Heads Judgement is required when assisting the public with their inquiries Working Conditions: Works a minimum of 8:30 a.m. to 4:30 p.m., Monday to Friday with 1 hour lunch Must be able to attend evening meetings as deemed necessary by the Administrator/ Treasurer Administrative Assistant - 2 - Duty predominately in municipal office however, may require time in other locations and facilities Effort: Mental and visual demands associated with office work including stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances Mental stress and limited physical risk associated with larger volumes of cash in office and assisting in making deposits during tax instalment due date periods Limited physical effort associated with the daily use of heavy books and the infrequent moving of office furniture Function: Provides administrative support for Administrator/Treasurer and all other Department Heads. Responsible for organization and maintenance of Municipal records management system. Principal Functions: 1. Provides administrative support for Administrator/Treasurer, all other Department Heads and Council by typing correspondence, reports, documents, statistical reports, public notices and other material as required. 2. Organizes and maintains municipal records management system (physical and computer system). 3. Assists Clerk by preparing and circulating agendas, listing and attaching correspondence and reports and distributing to the member of Council and the media. 4. Assists Clerk by preparing by-laws, resolutions, draft minutes and circulation of approved minutes to various sources. 5. Assumes responsibility for advising Council members of all Council and Committee meetings as well as all other functions of Council. 6. Organizes and maintains all planning files including the circulation of Official Plan amendments, Zoning By-law amendments and Committee of Adjustment notices to the affected landowners and government ministries and other agencies. This function includes the registration of all legal documents. 7. Organizes and maintains all drainage and circulation of public notices and other related correspondence to affected landowners. 8. Ensures the Council Chambers and Committee Room are prepared for various meetings. Administrative Assistant - 3 - 9. Responsible to provide building opening and/or closing functions depending on work schedule. 10. Responsible to provide all services at the reception desk on a continuing basis including the greeting of visitors, initial responses to inquiries, collection of funds, issuing of permits and licenses where required. 11. Acts as Licensing Officer by reviewing applications for conformity with provincial legislation and issues licenses when in conformity. 12. Acts as initial contact on the telephone ensuring calls are directed to the appropriate departments and taking appropriate action on own where required. 13. Maintain and orders (by phone) adequate stationery supplies. 14. Maintain and purchases (in person) adequate office supplies such as coffee, cream, paper towels and cleaning supplies. 15. Responsible for collecting, keeping and dispensing information under the supervision of the Administrator under the authority of the Municipal Freedom of Information and Protection of Privacy Act. 16. Responsible for installing updates of computer software as approved by the Administrator and arranging software/hardware support when necessary. 17. Responsible for maintaining current 9-1-1 municipal addressing records and support. 18. Responsible for maintaining inventory of related tax supplies, ordering replacements when necessary. 19. Responsible for maintenance of office equipment and ensuring contracts are duly carried out. 20. Responsible for opening and appropriately distributing mail and delivering outgoing mail to post office in a timely fashion. Also responsible for arranging the most appropriate courier system as requested by Department Heads. 21. Is responsible for the overall maintenance of the Municipalities' filing system along with all corporate documents and records. Date approved by Council MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Chief Building Official/Drainage Superintendent Reports to: Administrator/Treasurer Knowledge: Excellent knowledge of the Building Code Act, Drainage Act, and Planning Act, as well as general understanding of other provincial legislation. Experience in construction techniques and farm drainage would also be a strong asset. Successful completion of, or enrolment in, the Ontario Building Officials Association accreditation program. An equivalent combination of education and experience. Successful completion of, or enrolment in, the Ontario Drainage Superintendents Course. Experience: At least three (3) years experience working with the Building Code Act. Previous personal computer experience in a Windows environment is preferred including Microsoft Office. Previous experience with municipal drains or working knowledge of farm drainage techniques. Leadership: Minimal leadership is required Initiative/ Creativity: Considerable creativity is required in providing information to the public with the varied duties of the position Contact: Considerable sensitive daily personal, written and telephone contact with the public, provincial officials, Council and other Department Beads, boards, agencies, committees, solicitors, consultants and contractors. Decision Making: Considerable judgement is required when assisting the public, provincial agencies and employees with their inquiries Critical decisions must be made on a daily basis in interpreting and applying provincial legislation Working Conditions: Works a minimum of 8:30 a.m. to 4:30 p.m., Monday to Friday with 1 hour lunch Must be able to attend evening meetings as deemed necessary by the Administrator/Treasurer. Duties are often performed in less than ideal working conditions; heat and cold are hazards of the job. Chief Building Official/ - 2 - Drainage Superintendent Some physical effort and labour required on job sites. Effort: Mental and visual demands associated with outside work including heat, cold and working in buildings under construction Additional stress from multiple demands, dealing with the public, multiple roles, new and unexpected problems and critical time deadlines for work performances may be expected Function: Responsible for fulfilling statutory duties of Chief Building Official and Drainage Superintendent. Acts as by-law enforcement officer for all Municipal by-laws, providing guidance and advice for Council and the public, in the absence of the By-Law enforcement officer. Principal Functions: 1. Maintains record of all inspections of all buildings under construction. 2. Review building plans for conformity to Building Code Act and approves same by issuing building permits and collection of appropriate fees. 3. Conducts inspections on buildings under construction to ensure compliance with all relevant building and zoning regulations. Where necessary issues work orders and notices of violation when regulations are not complied with. 4. Prepare monthly reports for Council, Statistics Canada and Canada Mortgage & Housing Corporation on building statistics. 5. Provides advice to public and contractors on the standards pertaining to the building regulations and zoning information. 6. Provides comments to lawyers for property transfers and to developers, property owners and real estate personnel regarding zoning and outstanding work orders. 7. Establishes a drainage maintenance program. 8. Prepares annual budget with assistance of Treasurer. 9. Prepares all drainage construction and maintenance quotations for contractors. 10. Assists Municipal engineer in surveying and final inspection of municipal drains. 11. Provides final inspection for all tile drainage installations pursuant to the Tile Drainage Act. Chief Building Official/ - 3 - Drainage Superintendent 12. Provides advice to ratepayers with respect to most appropriate drainage construction matters. 13. Carries out additional duties and exercises such additional responsibilities as may be required by law or Council. Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Water Works Superintendent Reports to: Administrator/Treasurer Knowledge: Excellent knowledge of water treatment and distribution infrastructure. Experience: At least three(3)years experience working with water treatment and distribution. Previous personal computer experience in a Windows environment is preferred including Microsoft Office. Leadership: Minimal leadership is required. Initiative/ Creativity: Considerable creativity is required in providing information and resources to the Administrator/Treasurer and Council as directed. Contact: Considerable sensitive daily personal, written and telephone contact with the provincial officials, employees, Council and other Department Heads, boards, agencies, committees, solicitors, consultants and contractors. Decision Making: Makes operational decisions on water works operations and installations obtaining advice as required from ministry regulatory agencies. Working Works a minimum of 8:00 a.m. to 4:30 p.m.,Monday to Friday with '/2 hour lunch. Conditions: Must be able to attend evening meetings as deemed necessary by the Administrator/Treasurer. Duties are often performed in less than ideal working conditions; heat and cold are hazards of the job. Some physical effort and labour is required. Effort: Mental and visual demands associated with outside work including heat and cold. Principal Functions: 1. Supervision of water meter readings. 2. Investigate leaks. 3. Engage contractors for repairs or staff according to Ontario Provincial Standards. 4. Inspect all repairs and new hook ups for O.P.S. compliance. 5. Ensure proper chlorinization of main line repairs. Water Works Superintendent -2 - 5. Ensure proper chlorinization of main line repairs. 6. Compile flow analysis monthly. 7. Investigate water quality complaints and report to Ontario Clean Water Agency. 8. Water locates and mapping - water shut offs as directed by Administrator. 9. Fire hydrant maintenance. 10. Fire hydrant pressures and flows. 11. Enforce all water-related by-laws. 12. Record serial number info to water meter locations. 13. Maintain water meter sizing. 14. Ensure complete stock of water distribution and metering parts. Date approved by Council: MUNICIPALITY OF BAYHANI JOB DESCRIPTION Position: Wastewater Treatment Plant Superintendent Reports to: Administrator/Treasurer Knowledge: Excellent knowledge of operations of the sewage treatment facilities. Must hold Sewage Treatment Plant Operators Licence. Experience: At least three(3)years experience working with wastewater treatment facility. Previous personal computer experience in a Windows environment is preferred including Microsoft Office. Leadership: Minimal leadership is required. Initiative/ Creativity: Considerable creativity is required in providing information and resources to the Administrator/Treasurer and Council as directed. Contact: Considerable sensitive daily personal,written and telephone contact with the provincial officials, employees, Council and other Department Heads,boards, agencies, committees, solicitors, consultants and contractors. Decision Making: Makes operational decisions on sewage treatment plant operations obtaining advice as required from ministry regulatory agencies. Working Conditions: Works a minimum of 8:00 a.m. to 4:30 p.m.,Monday to Friday with 1/2 hour lunch. Must be able to attend evening meetings as deemed necessary by the Administrator/Treasurer. Duties are often performed in less than ideal working conditions; heat and cold are hazards of the job. Some physical effort and labour is required. Effort: Mental and visual demands associated with outside work including heat and cold. Additional stress from multiple demands, dealing with the public, new and unexpected problems and critical time deadlines for work performances may be expected. Principal Functions: 1. Performs routine inspections of plant equipment to ensure proper operation. 2. Check bar screen operation and remove debris. 3. Observe operations of clarifier and check scum pit level. Wastewater Treatment Plant -2- Superintendent 4. All daily operation decisions including changes to meet compliance and budgetary goals. 5. Ensure proper mixing and aeration of activated sludge. 6. Check chemical addition points for operation. 7. Monitor UV(ultra violet)light system operation. 8. Check operation of return activated sludge pumps and do the wasting(approximately twice a week). 9. Observe operation of alum system, check for leaks and tank levels. 10. Enter all pertinent information on reports and daily logs. 11. Hose down weirs and channels as required. 12. Do minor repairs. 13. Test all alarms and do hose safety inspections. 14. Clean buildings, equipment and tanks as required. 15. Investigate sewer complaints, do sewer locates and inspections. 16. Check pumping stations, ensure working order and monitor alarms. 17. Routinely monitor wastewater collection system for infiltration,illegal connections and illegal discharge of contaminants to system. 18. Carry out a routine lubrication program including greasing and oiling. 19. Perform maintenance duties to equipment by following the preventative measure procedures;by checking machinery and electrical equipment when required and overhauling of equipment. 20. Maintain an inventory of all equipment and tools. 21. Ensure the security of the plant by replacing locks as required. 22. The operator is responsible for ensuring an efficient operation of the process and keeping records on a regular basis by: 'Wastewater Treatment PIant -3- Superintendent • Recording and analyzing wastewater flow, electricity used, chemical used, process wastewater flow calculations • Checking chemical feed pumps and return sludge rates, comparing to routine calculations and determing operational adjustment requirements • Calculating, recording and analyzing the amount of wastewater treated, the daily flows and monthly flows, pumping station running hours, diesel running hours, amount of chemicals used and the sludge accumulation, decanting sludge weekly or as required. • Performing in house wastewater tests such as suspended solids, BOD, total solids, dissolved oxygen, total phosphorus, temperature, 30 minute settling and recording results, calculating plant process control parameters and making operational adjustments as required such as increasing chemical fee or wasting return sludge • On a routine basis, completing the daily operating forms for statistics for computer input and output forms and correcting the results of the output forms to ensure a proper monitoring of plant flows and process for wastewater treatment • Collecting samples for chemical and bacteriological analysis and ensuring that they are shipped to the proper labs • Ensuring that the daily operations comply with and fulfill the requirements of the Certification of Approval and other legal documents • Clean out of pumping stations and pull and inspect pumps yearly or as required Date approved by Council: ri MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: BY-LAW ENFORCEMENT OFFICER Reports to: Administrator/Treasurer Knowledge: A working knowledge of the Provincial Offences Act; relevant Municipal by- laws; filing of charges, orders and summonses; court room procedures, protocol and the presentation of evidence deemed preferable but not essential. Successful completion of, or enrolment in, the Ontario Association of Property Standards Officers Certificate. Experience: Previous experience in the area of law enforcement would be a preferred asset. Experience and knowledge in the preparation and presentation of reports, both written and oral, are necessary. Previous personal computer experience in a Windows environment is preferred including Microsoft Office. Initiative/ Creativity Work is performed under the general direction of the Administrator or such other authorized Municipal Official. Where uncertain, the By-Law Enforcement Officer may request clarification of duties,by-law provisions, etc., as circumstances dictate. In all circumstances deportment and conduct shall be consistent with that expected of a law enforcement officer. The By-law Enforcement Officer shall recognize the legal liability and significance of his action(s) in the performance of his duties and shall have regard to the rights and entitlements of the individual, including property rights and"right of entry"restrictions that may apply. Contacts: Internal—In addition to his working relationship with the Administrator as his superior, the By-law Enforcement Officer will also have personal working relationships, as the occasion dictates, with the Road Superintendent; Chief Building Official and Building Inspector; and members of council as may be dictated by circumstances, duties and responsibilities. External — With property owners; tenants; motorists; and members of the general public. With law enforcement and Iegal personnel, including lawyers, court officers, Justices of the Peace,by-law enforcement and police officers. Decision Making: The enforcement of Municipality of Bayham By-laws referred to him for action. Interpersonal relationships with the public at large. In all instances the By-law Enforcement Officer shall be conscious of his public service role and of the potential this position holds for generating emotional and hostile reaction among those with whom he must officiate and/or mediate. By-Law Enforcement Officer -2- He shall, therefore, always seek to act in a controlled, friendly and professional manner. Working Conditions: Works a minimum of 8:30 a.m. to 4:30 p.m., Monday to Friday with 1 hour lunch. Must be able to attend evening meetings as deemed necessary by the Administrator/Treasurer. Duties are often performed in less that ideal working conditions, heat and cold are hazards of the job. Some physical effort and labour is required on job sites. Requiring, on occasion, evening and week-end investigative activities. Extensive driving may be required to properly conduct investigative activity and to make the appropriate filings with the Court and/or court appearances. Responsibilities: • To carry out such by-law enforcement assignments as directed by the Administrator • To make and file such reports as may be required by the Administrator in the enforcement of the Municipalities by-laws. • To meet with legal counsel or Court Officials, as required, for the proper and formal filing of any and all charges directed to the courts for adjudication. • To maintain a general and current understanding the relevant Municipality by-laws most likely to be brought before the courts for enforcement. • To, under authorization of the Administrator, or such other senior official, receive and investigate complaints in respect to alleged by-law infractions. • To, on determination of an offence occurrence, issue such warning;Notice of Infraction or Contravention; or file such charges as deemed appropriate under the circumstances. •. To follow the undernoted procedures as a general guide to by-law enforcement,being:- (a) for FIRST occurrence—a verbal warning of the nature of the offence along with an indication of the potential penalties (b) for a SECOND occurrence—file a written warning noting any further occurrence will result in formal action being taken (c) for a THIRD occurrence—file a charge with the appropriate court of competent jurisdiction for prosecution under the by- law (d) under special or emergency situation(ie:winter snow control conditions, parking infractions, etc), undertake such appropriate action (s) mutually agreed to by the appropriate senior Municipality Official By-Law Enforcement Officer -3- • To develop and maintain such records as "Occurrence Reports" and other data files necessary to the effective performance of by-law enforcement. • To, where as required and as authorized by a senior Municipality Official, make such formal filings, with the Clerk of the appropriate Court, of the charges being laid for prosecution and, as required, having the relevant documents sworn before a Justice of the Peace. • To, as required, appear before the Court in support of the charge laid under the applicable by-law. • To work in co-operation with any other appropriate law enforcement agency where requested or where circumstances may dictate or warrant. • To report to the Administrator, as soon as possible, the results of any investigation made in response to a complaint. • To maintain and keep such time and mileage records required for purposes of compensation for services rendered. • Enforce Zoning and Property Standards By-law — in accordance with municipal by-laws and provincial legislation, enforce the provisions of the zoning by-laws and the property standards by-law as they apply to the use, occupancy and maintenance of any building or piece of land. Reporting: A monthly report as well as an annual report of all by-law related activities will be provided to Council for review. Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Road Superintendent Reports to: Administrator/Treasurer Knowledge: • Knowledge of road construction techniques • Roads and related works operations • Must have, or be willing to complete Road Superintendents certification process Experience: • At least three (3) years experience working with heavy machinery such as road graders, loaders,backhoes,tandem dump trucks • Extensive experience in road maintenance and construction • Supervisory experience • Should possess, or be capable of obtaining a class "DZ" drivers licence Leadership: a Supervises Road Equipment Operators • Supervises outside contractors • Manages construction projects Initiative/ Creativity: • Directs activity on job sites • Monitors systems and procedures while working within approved budgets Contact: Considerable sensitive daily personal and telephone contact with the public, provincial officials, Council and other Department Heads Decision Making: a Makes operational decisions on roads maintenance program • Determines work schedules • Decides on the use of equipment • Prepares recommendations on purchases of equipment for Council • Works with Administrator/Treasurer in preparation of 5 year capital program Road Superintendent -2- Working Conditions: • May 1 - October 31 work extended hours, 44 hours a week. Hours of work are from 7:00 a.m. to 4:30 p.m. Monday to Thursday, and from 7:00 a.m. to 3:30 p.m. on Friday. Lunch break is for half an hour. • November 1 -April 30 regular hours, 40 hour a week Hours of work are from 7:00 a.m. to 3:30 p.m.Monday to Friday • Exposure to hot and cold weather conditions • During the entire year (especially during the winter) is on call 24 hours a day, 7 days a week to respond to emergency situations as required. • Some exposure to machine noise and fumes associated with a works garage • Works out of municipal office environment on occasion • Availability during emergency situations Effort: Mental and visual demands associated with outside work including exposure to heat and cold. Some physical effort and labour required on job sites and when operating equipment. Function: Responsible for fulfilling statutory duties of Road Superintendent and as such directs all operations of the Road Department, implementing policies of Council, advising Administrator on all road matters, acting as liaison between Administrator and Road employees. Is responsible for Road Department budget. Principal Functions: 1. Attends regular meetings of Council, or special meetings as requested by Administrator, to report as to the road work in progress and to make monthly reports of expenditures and commitments and to keep Council informed of the state of expenditures and commitments in relationship to approved estimates. 2. As part of the 5 year capital budget review,report to Council in December each year relative to the work required during the coming season. 3. Supervise all work of construction and repair on the roads and bridges within the jurisdiction of Council. 4. Reports to Council periodically and especially at the close of each year showing in detail the character, location and cost of each separate item of work undertaken. 5. To stay acquainted with Ministry requirements affecting Municipal roads. 6. To provide regular expenditure reports and any other special information that may be requested from time to time. 7. Liaise with the County Municipal Engineer, and local MTO representative of any special works which are being considered. 8. Apprise the District Municipal Engineer informed of the progress of construction works so that he can make any inspections he considers necessary. Road Superintendent -3- 9. To consult with the District Municipal Engineer regarding specifications, tender forms, Etc. before calling tenders or proceeding with any special works. 10. Remain up to date with the best methods of constructing and maintaining good roads, and of operating road machinery used by the municipality. 11. Oversees accurate record keeping of the employees and the work completed, and to furnish pay sheets, accounts and vouchers to the Treasurer. 12. Examine and certify all bills or accounts against the Municipality for materials and labour used in road operations, and to make, or cause to be made, the measurements and examinations necessary for such purposes. 13. To employ, direct, and discharge all men and equipment required to carry out the work. 14. Arranges for the systematic blading of loose-top roads. 15. Ensures that all machinery, tools, materials and implements owned by the municipality are stored in a safe and secure manner at the Municipal Garage. 16. Supervises winter maintenance according to the policies adopted by Council and the Road Safety Standards to meet the needs of the municipality. 17. Supervises the performance of all work carried out by contract and to certify as to its completion. 18. To see that all washouts, drain and culvert obstructions, bridge failures, and other defects are repaired or guarded with the least possible delay so as to prevent further injury to the road or accident to users of the road, and to act promptly in all cases of emergency. 19. To see that the shoulders of the roads are properly maintained and free of weeds so that surface drainage is not impeded, and to ensure that all brush and noxious weeds are removed from the roadside, as directed by Council. 20. To see that brush is cut and removed at all intersections, bridges, railway crossings, curves and other hazardous locations. Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Working Road Foreman/Leadhand Reports to: Road Superintendent Knowledge: • Mechanics • Roads and related works operations • Maintenance and construction methods • Supervisory technique capabilities/record keeping etc. • Equipment Experience: • DZ Drivers Licence • Mahoney Road School and Anderson Road School Certificate,or willingness to obtain designation • WHIMS Training • Extensive experience in road maintenance and construction • Supervision of personnel • Minimum 2 years equipment experience Leadership: Supervises Road Equipment Operators and Labourers(includes hired equipment) Initiative/ Creativity: Generally follows the direction of the Road Superintendent Directs activity on job-sites Contact: Considerable tact and diplomacy is required when dealing with the general public Decision Making: • Carries out operational decisions on roads maintenance program as made by the Road Superintendent • Judgement and care is required since an individuals action may cause serious injury to self and others • Significant judgement and care is also required to prevent damage to the Municipality's equipment and property of others. Working Conditions: • Mental and visual demands associated with outside working including exposure to heat and cold • Physical effort required on job sites and when operating equipment • Physical labour required • May 1-October 31 work extended hours,44 hours a week. Hours of work are from 7:00 am.to 4:30 p.m.Monday to Thursday, and from 7:00 am.to 3:30 p.m. on Friday. Lunch break is for half an hour. • November 1-April 30 regular hours,40 hours a week Working Road Foreman/Leadhand -2- Hours of work are from 7:00 a.m.to 3:30 p.m.Monday to Friday • During the entire year (especially during the winter) employees are on call 24 hours a day,7 days a week,to respond to emergency situations as required. • Exposure to machine noise,fumes,dirt,grease,dust and hazardous material. • Risk of accidents is present and injuries may occur from using the equipment or vehicles as well from performing manual labour and vehicle repairs. • At the Road Superintendent's direction, may be required to be on standby to respond to emergency situations. Responsibilities: 1. Generally follow the direction of the Road Superintendent and help co-ordinate construction and maintenance operations within the municipality. 2. May be in charge on a regular basis of a work crew or project with Municipal and/or hired equipment,in addition to operating assigned equipment. 3. May be required to assist with the organization of a specific project including organizing of required equipment,men and/or supplies in conjunction with other contractors,the public or other government participation. 4. As required,perform general road patrols and organize repairs of any deficiencies encountered. 5. Shall be able to keep proper records of all work performed including machine and labour time, materials received(used)and time for any hired equipment etc. 6. Shall be able to read,understand plans and line and grade as given. Be able to understand and assist setting of line and grade. (Highly desirable that he be able to run grades using a level as required). 7. Is expected to take action on unusual situations and if not able to take action advise his Superiors of the exact nature of the problem and the preferred method of solution. 8. Shall be conversant with the Municipal standards,traffic control,signage requirements,and able to perform assigned projects in accordance with these standards. Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Public Works Labourer Reports to: Road Superintendent, Water and Wastewater Superintendent Knowledge: Successful completion or enrollment of Operator in Training for Water Distributions systems and Water Treatment Certificate and Operators in Training for Waste Water Collection Systems and Waste Water Treatment Certificate Experience: Considerable experience with installation and repairs to water mains, water services and water meters. Must posses a strong familiarly with the handling and use of pesticides. Experience working and maintaining various types of equipment for landscaping maintenance. Excellent knowledge of the Ontario Provincial Standards set for water and waste water treatment. Leadership: Minimal leadership is required. Initiative/ Creativity: Due to variety of work and the individuality of required work tasks, creativity must be exercised in performing daily jobs. Contact: Considerable tact and diplomacy when dealing with the general public Decision Making: Judgement is required when performing daily tasks due to nature of tasks performed Working Conditions: • May 1 - October 31 work extended hours, 44 hours a week Hours of work are from 7:00 a.m. to 4.30 p.m. Monday to Thursday and from 7:00 a.m. - 3:30 p.m. on Friday. Lunch beak is for half an hour. • November 1 - April 30 regular hours, 40 hour a week Hours of work are from 7:00 a.m. to 3:30 p.m. Monday to Friday • Exposure to machine noise, fumes, dirt, grease, dust and hazardous material. • Exposure to hot, cold and wet weather conditions. • Duties are often performed in less than ideal working conditions; heat and cold are hazards of the job. Effort: Mental and visual demands associated with outside work including heat and cold. Public Works Labourer - 2 Principal Fznctions: Water Distribution System To maintain and service all water distribution systems in the municipality as directed by the Water/Wastewater Superintendent !@ Oversee repairs to water mains • Oversee repairs to water services (curb stop to main line) • Installation of temper proof seals on meters and remote readouts • Investigation and repairs of reported water leaks 6, Supervise installation of new water mains and services • Maintain inventory of meters, saddles, valves, curb stops, etc. • New water meter installation checks • Repairs and testing to defective meters • Bi-monthly water readings • Water locates for NRG, Amtelecom, Hydro and private contractors • Delivery of water/sewer shut-off notices • Water turn ons-offs for non-payment and summer cottages Fire Hydrants To maintain, service and winterize all fire hydrants in the municipality as directed by the Water/Wastewater Superintendent • Pump out, grease, check operation and document all hydrants each fall • Painting • Repairs to damaged hydrants • Supervision of new installations to meet with Ontario Provincial Standards • Periodic testing of static pressures and flow rates Sewage Treatment Plant Weekend checks at sewage treatment plant, oversee cleaning of manholes, maintenance of plant as directed by the Water/Wastewater Superintendent Parks and Recreation To maintain all parks and recreational facilities in the municipality as directed by the Road Superintendent • Beach clean-up during summer months • Garbage pick-up during summer months C Building, repairing and placement of picnic tables • Special events set-up • Replacement of flags and banners • Installation of hanging baskets and watering • Placement of flower boxes 6 Maintenance of basketball court • Maintenance of tennis court Public Works Labourer - 3 - 1 • Maintenance of parkette • Maintenance of all ball parks and buildings • Maintenance of rail line • Repair and oversee placement of Christmas lights • Winterization of municipal owned buildings Miscellaneous • Street light inspection and oversee repairs • Dead animal removal Date approved by Council: MUNICIPALITY OF BAYHAM JOB DESCRIPTION Position: Road Equipment Operators Reports to: Road Superintendent Knowledge: • • Minimum Grade 12 education ▪ Knowledge of road construction techniques • Must have good welding and metal fabricating skills • Must have, or be willing to complete, a recognized equipment maintenance course Experience: ▪ At least three (3) years experience working with heavy machinery such as road graders, loaders, backhoes • Minimum two (2) years tandem dump truck driving experience • Must possess, or be capable of obtaining a class "DZ" drivers licence Leadership: Minimal leadership is required Initiative/ Creativity: Due to variety of work and the individuality of required work tasks, creativity must be exercised in performing daily jobs Contact: Considerable tact and diplomacy when dealing with the general public Decision Making: Judgement is required when performing daily tasks due to nature of tasks performed Working Conditions: • May 1 - October 31 work extended hours, 44 hours a week. Hours of work are from 7:00 a.m, to 4:30 p.m. Monday to Thursday and from 7:00 a.m.- 3:30 p.m. on Friday. Lunch break is for half an hour. 6 November 1 - April 30 regular hours, 40 hour a week Hours of work are from 7:00 a.m. to 3:30 p.m. Monday to Friday • During the entire year (especially during the winter) employees are on call 24 hours a day, 7 days a week, to respond to emergency situations at the request of the Road Superintendent or Road Foreman/Leadhand. • Exposure to machine noise, fumes, dirt, grease, dust and hazardous material. • Exposure to hot, cold and wet weather conditions. • Duties are often performed in less than ideal working conditions, heat and cold are hazards of the job Road Equipment Operators -2 - • Long hours may be required during winter storm conditions Effort: • Mental and visual demands associated with outside work including exposure to heat and cold • Considerable physical effort is required with many job tasks • Stress from long work hours and strenuous labour can be expected Function: To operate a wide range of vehicles and equipment in the provision of safe and clean roadways within the Municipality Principal Functions: 1. Operates most vehicles and equipment including road graders, tandem trucks, sanders, front end loader, backhoe, tractors with various attachments as well as a full range of power tools and equipment. 2. Service, wash and perform all types of repairs, including mechanical, on all vehicles and equipment. 3. Prepare, prime and paint vehicles, equipment, bridges as required. 4. Repair, replace and/or install signs, fences, safety devices, culverts, catch basins and drainage pipes. 5. General roadside maintenance including planting, trimming and/or removal of trees and brush along road, litter and debris pick up, road side weed cutting and spraying. 6. Inspect and clean culverts, catch basins, curbs, gutters and storm sewers. 7. Patch road holes with cold or hot mix asphalt, fill cracks with liquid tar. 8. Report road conditions, damage, and vandalism to Superintendent. 9. Clean garage bays and compound. 10. Survey and set road contours and elevations and monitor road grades as grading is taking place. 11. Weld and solder equipment during repairs and fabricate grates and other equipment and supplies as necessary. Date approved by Council: MUNICIPALITY OF BAYIIAM JOB DESCRIPTION Position: Community Centre Manager Reports to: Co-ordinator of Planning and Community Services Knowledge: Excellent ability to operate required equipment. Knowledge of cleaning materials and safety practices. Excellent communication skills to deal with the public and caterers. Ability to organize and prioritize work loads and maintain accurate records. Experience: Experience in co-ordinating and managing social and business functions. Leadership: Generally works independently. Not responsible for the supervision of staff. Initiative! Creativity: Considerable creativity is required in carrying out varied duties of the position. Contact: Considerable personal contact with trades people and providing basic supervision to catering staff. Daily contact with the public providing prompt, courteous service to inquiries, complaints, grievances and suggestions relative to the operation of the Centre, with users an potential users and trades people to co-ordinate any work requirements. Decision Making: Considerable judgement is required when prioritizing work activities to ensure all maintenance schedules are properly followed and that the facility meets all safety standards and recommending any required changes. Working Conditions: Daily inside work cleaning facility and setting up tables and chairs. Frequently called upon during evenings and weekends (prime recreation use time) to oversee using of facility. To resolve problems, answer questions and promote the facility. Occasional dealings with unruly patrons may pose a physical threat. Effort: Continuous walking and/or standing, occasional climbing. Occasional manual dexterity to repair equipment. Community Centre Manager -2- Principal Functions: 1. Provides managerial and janitorial services on a day to day basis regarding operation of the Centre and the revenue derived therefrom. 2. Meets the prospective lessees of the Centre to view the facility, and if the facility is rented, arrange for the execution of the standard rental agreement. 3. Receives all down payments required for the rental of the Centre or part of the Centre and obtain the balance of the rental payment on the date of the function. Arranges for the Centre to be open for the use of persons or organizations who have leased the premises, or part of the premises. 4. Arranges to be present or delegate a responsible person(over 21 years of age)to be present at the Community Centre in order to ensure the facility is being used in a safe and orderly manner and also for the purpose of being of assistance to the persons or organizations using the facility. 5. Sets up all tables and chairs for the individuals or organizations leasing the premises, according to the direction of the Lessee, but not in a manner that would prevent the safe and orderly exit of persons attending the scheduled function in the event of an emergency. 6. Advises the persons or organizations using or leasing the facility, of the regulations in so far as conduct of persons during the scheduled function, the period of time calculated for purposes of determining the rental rate applicable, the bar closing time and time for the removal of persons attending the function and closing the facility. 7 Clears the tables and chairs of all items left following the function, cleans tables with a cleaning solution as required, re-arranges all tables and chairs for the next function or event or to fold up the tables or stack the chairs for storage until required. 8. Oversees the use of the facilities in the kitchen area of the Centre to ensure that all stoves, refrigerator, coolers, dishwashers and kitchen utensils are operated in a safe and orderly manner. Ensures that the persons or organizations using the kitchen facilities, which shall include the foregoing, wash and clean, all items used before leaving the premises. 9. Cleans and maintains all floor areas and walls, cupboard areas, countertops and fluorescent light shades of the Centre in a manner appropriate for a public facility. Walls, inside cupboards and woodwork are cleaned a minimum of twice a year. 10. Cleans and sanitizes all washroom facilities following each function. Ensures that all dispensers are maintained. Community Centre Manager -3- 11. Arranges for the disposal of all refuse resulting from functions that generate garbage or refuse. 12. Cleans all walls and carpets as required particularly the areas near doorways. 13. Keeps all exits clear,keeps all sidewalks and entranceways clean and free or dirt, snow and ice. 14. Maintains the grounds to promote a neat and tidy appearance of the exterior. 15. Undertakes minor maintenance work and minor repairs to equipment and fixtures not requiring a professional or specialized skill, including painting when required. 16. Reports to the Facilities Manager or Treasurer all matters requiring the employment of a professional or specialized person, for the purpose of obtaining approval of the Work to be undertaken, except in case of emergency, when notification shall be given to either the Co- ordinator of Planning and Community Services or Administrator as soon as possible. 17. Maintains an adequate supply of all materials required to maintain and operate the facilities within the Centre, in accordance with the approved budget established by the Municipal Council. The Administrator must authorize items costing in excess of$50.00 for purchase. 18. Safeguards all funds received for rentals and to make out receipts for funds received and submit a monthly return of all monies received to the Financial Assistant. 19. Proper usage of appliances, equipment and materials required for the effective operation of a Community Centre, including heating/ventilation systems, dishwashers, vacuums and polishers. Performs regular maintenance and minor repairs to equipment and building (within capability) or recommends the use of appropriate trades people. Date approved by Council: MUNICIPALITY OF BAYHAM Job Description • FIRE CHIEF GENERAL STATEMENT OF DUTIES: The fire chief has responsible charge for the overall operation of the department including fire fighting, fire prevention, hazardous materials incidents, auto extrication incidents, rescue, all life and property saving functions with which the department may be involved, purchasing, maintenance and budgeting. His/her work is administrative and supervisory oriented. EXAMPLES OF WORK—MAJOR: • preparation, presentation and administration of the fire department budget • plans, co-ordinates and directs the fire fighting, fire prevention, rescue and life and property saving functions • reports to and assumes command at major incidents • supervises the fire prevention activities • supervises the training programs and assists in the development of these programs • maintains discipline and morale of the department • purchases all major equipment and ensures the maintenance of same • ensures that all the stations are maintained and kept in good repair • attends conferences and seminars to keep abreast of changes in equipment and methods of operation to ensure that the department will maintain, and where possible, improve the level of service in the municipality • confers with the Administrator to ensure that the activities of the department are consistent with the goals and objectives of the municipality as established by council • meets regularly with the station chief and other officers to ensure that they are following the procedures and goals of the department • supervises the performance appraisal program and conducts regular appraisals of those under his direct supervision • recommends to the Administrator the hiring of personnel as required to maintain the manning level as established by council EXAMPLES OF WORK—MINOR: • comments on site plans, re-zonings, subdivision agreements and new buildings • attends department head meetings • attends area fire chiefs' meetings • attends committee and council meetings as required • participates in the public relations programs by speaking to groups and organizations • comments to the municipal administrator on present and proposed council and staff policies • supervises the activities of the Fire Department Safety Committee REQUIRED KNOWLEDGE, SKILL AND ABILITIES: • advanced knowledge of modern fire fighting and fire prevention methods • advanced knowledge of the municipality and surrounding areas protected by agreement • advanced knowledge of the type of buildings in the municipality • advanced knowledge of rescue and first aid procedures • advanced knowledge of safety procedures, rules and equipment • must have demonstrated ability to supervise fire fighters, maintain discipline, have sound judgment, be resourceful and in good physical condition EXPERIENCE AND TRAINING: Recommend at least five years satisfactory experience as an officer and have received additional training at the Ontario Fire College, regional fire schools or educational seminars. MUNICIPALITY OF BAYHAM Job description STATION CHIEF GENERAL STATEMENT OF DUTIES: The station chief is in charge of fire fighting and training in a supervisory role under the direction of the fire chief. DISTINGUISHING FEATURES OF THE RANK: This rank holds the responsibility for co-ordinating and directing the activities of the fire fighting units of the municipality. This person is also responsible to oversee the training and is to maintain discipline within the fire department ranks. The above work is performed under the direction of the fire chief and all policy matters are referred to the fire chief. The station chief relieves the fire chief during sick leave, time off, vacations, seminars, conventions, etc. A high degree of responsibility for the protection of lives and property is involved. EXAMPLES OF WORK: • responds to all alarms of emergency and assumes command of the scene until relieved by the fire chief • supervises the fire ground to ensure that the officers and fire fighters operate in a manner consistent with established procedures and accepted fire fighting methods • determines causes of fires in conjunction with other officers and ensures that the necessary forms are completed • advises the fire chief of any changes in procedures or methods necessary to maintain or increase the fire fighting efficiency • advises the fire chief of any repairs necessary to maintain the vehicles, equipment and stations • maintains discipline in the fire fighting ranks • maintains a performance appraisal system, conducts regular reviews of all staff and recommends personnel for promotion • meets regularly with the officers and fire chief to assist in developing and maintaining a progressive and efficient training program • assumes command of the fire department in the absence of the fire chief as outlined in the establishing and regulating by-law of the department • any other duties as assigned by fire chief REQUIRED KNOWLEDGE, SKILL AND ABILITIES: 4 good knowledge of modern fire fighting and fire prevention methods • good knowledge of the municipality and surrounding areas protected by agreement • good knowledge of the type of buildings in the municipality • good knowledge of rescue and first aid procedures • good knowledge of safety procedures, rules and equipment • must have the ability to supervise fire fighters, maintain discipline, have sound judgment, be resourceful and in good physical condition EXPERIENCE AND TRAINING: Recommend a least five years satisfactory experience as an officer and have received additional training at the Ontario Fire College, regional fire schools or educational seminars. WORKING CONDITIONS: The station chief will be expected to respond and work in all types of weather and less than ideal conditions. He/she could have to enter hazardous atmospheres and areas and will be expected to work in a safe manner. MUNICIPALITY OF BAYHAM Job Description FIRE PREVENTION OFFICER GENERAL STATEMENT OF DUTIES: The fire prevention officer is in charge of the fire prevention division under the direction of the station chief. DISTINGUISHING FEATURES OF THE RANK The rank holds the responsibility for co-ordinating and directing the activities of the fire prevention division of the fire station. This person is also responsible for providing fire prevention training to other members of the station. The above work is performed under the direction of the fire chief and all policy matters are referred to the station chief. This position has a high degree of responsibility for the prevention of loss of lives and property in the municipality. EXAMPLES OF WORK: • conducts fire prevention inspections of premises • enforces fire prevention by-laws in consultation with the station chief • examines building plans • makes presentations to the public on fire prevention and education • develops and implements an in-service fire prevention inspection program • receives, processes and follows up reports of fire prevention inspections conducted by fire fighting companies • comments on site plans, re-zonings, subdivision agreements and new buildings as requested • determines causes of fires in conjunction with other officers and ensures that the necessary forms are completed • advises the station chief of any changes in procedures or methods necessary to maintain or improve the fire prevention programs of the department • meets regularly with the officers and fire chief to assist in developing and maintaining a progressive and efficient training program • any other duties as assigned by station chief REQUIRED KNOWLEDGE, SKILL AND ABILITIES: • good knowledge of modern fire fighting and fire prevention'methods • good knowledge of the municipality and surrounding areas protected by agreement • good knowledge of the type of buildings in the municipality EXPERIENCE AND TRAINING: Recommend having at least five years satisfactory experience as a fire fighter and have received additional training at the Ontario Fire College, regional fire schools or educational seminars. MUNICIPALITY OF BAYHAM Job Description TRAINING OFFICER GENERAL STATEMENT OF DUTIES: The training officer is in charge of the fire training division under the direction of the station chief DISTINGUISHING FEATURES OF THE RANK: This rank holds the responsibility for co-ordinating and directing the activities of the fire training division of the fire station. This person is also responsible for providing fire prevention training to other members of the station. The above work is performed under the direction of the fire chief and all policy matters are referred to the station chief. This position has a high degree of responsibility for the training of fire department members. EXAMPLES OF WORK: • meets regularly with the officers and station chief to assist in developing and maintaining a progressive and efficient training program • develops and implements an in-service fire training program • receives, processes and follows up reports of fire training activities conducted by fire fighting stations • advises the station chief of any changes in procedures or methods necessary to maintain or improve the fire training programs of the station • attends all major emergencies • attends all post-emergency evaluations • involved in all major pre-emergency planning • attends conferences and seminars to keep abreast of changes in equipment, methods of operation and training to ensure that the level of training delivered serves the needs of the municipality • any other duties as assigned by station chief REQUIRED KNOWLEDGE, SKILL AND ABILITIES: • must have a sound basis in the principles of training and education • good knowledge of modern fire fighting and fire prevention methods • good knowledge of the municipality and surrounding areas protected by agreement • good knowledge of the type of buildings in the municipality • good knowledge of rescue and first aid procedures • good knowledge of safety procedures, rules and equipment • must have the ability to supervise fire fighters, maintain discipline, have sound judgment, be resourceful and in good physical condition EXPERIENCE AND TRAINING: Recommended at least five years satisfactory experience as an officer and have received additional training at the Ontario Fire College, regional fire schools or educational seminars. WORKING G CONDITIONS: The training officer will be expected to respond and work in all types of weather and less than ideal conditions. He/she could have to enter hazardous atmospheres and areas and will be expected to work in a safe manner. MUNICIPALITY OF BAYHAM Job Description CAPTAIN GENERAL STATEMENT OF DUTIES: Has responsible charge of an assigned fire station and does the related work as required. DISTINGUISHING FEATURES OF THE RANK: This is supervisory work involving responsibility for directing the activity of a fire station at an emergency scene or around the fire station. The work is done in accordance with established policies and requires the exercise of good judgment in emergency situations. The captain responds to emergency calls assigned to his/her company and assumes command until relieved by a senior officer. EXAMPLES OF WORK: • responds to alarms assigned to his/her station • assigns personnel to lay out and connect hose lines and nozzles, turn water on and off, direct hose streams, raise ladders, ventilate buildings, perform salvage, perform rescue operations, stabilize hazardous materials scenes and any other life and property saving functions which the station may be involved in • inspects the fire scene to prevent re-ignition • supervises the cleaning, checking and replacement of tools and equipment after an emergency • supervises the work of the fire fighters to ensure that it is done safely and in accordance with established procedures • inspects equipment, grounds and station to insure proper order and conditions • reports deficiencies to the station fire chief • maintains discipline • trains and drills fire fighters • maintains a record of training activities • meets on a regular basis with the fire chief and station chief to discuss the overall operation of the department • any other duties as assigned by station chief REQUIRED KNOWLEDGE, SKILL AND ABILITIES: • good knowledge of modern fire fighting and fire prevention methods • good knowledge of the municipality and surrounding areas protected by agreement • good knowledge of the type of buildings in his/her assigned area • good knowledge of rescue and first aid procedures • good knowledge of safety procedures, rules and equipment • must have the ability to supervise fire fighters, maintain discipline, have sound judgment, be resourceful and in good physical condition EXPERIENCE AND TRAINING: Recommend five years satisfactory experience as a fire fighter and have received additional training at regional fire schools or educational seminars. WORKING CONDITIONS: The captain will be expected to respond and work in all types of weather and less than ideal conditions. He/she could have to enter hazardous atmospheres and areas and will be expected to work in a safe manner. MUNICIPALITY OF BAYHAM Job Description FIRE FIGHTER GENERAL STATEMENT OF DUTIES: Performs fire fighting duties and other related work as required. DISTINGUISHING FEATURES OF THE RANK: This is manual work of a hazardous nature involving the fighting of fires, salvage, rescue work and some first aid generally under the direct supervision of superior officers. Regular training and some maintenance work on the fire station and vehicles are required. Fire fighters may be required to make decisions and work without supervision until an officer arrives at the scene. EXAMPLES OF WORK: • responds to fire, rescue, hazardous materials emergencies and other emergencies assigned to his/her station • lays and connects hose lines, nozzles and other related appliances, turns water on and off • holds fire hose and directs fire streams • operates a pressure pump as assigned • operates elevating devices as assigned • drives fire apparatus as assigned • carries, puts up and climbs ladders • operates rescue equipment • performs salvage work at fire and emergency scenes using salvage covers, vacuums, mops, squeegees, etc. • performs ventilation by making openings in buildings, using exhaust fans or fog streams • enters burning or contaminated buildings, structures and other areas to fight fires and/or perform rescues while wearing required clothing and safety equipment • assists in giving first aid to the injured • assists in cleaning fire fighting equipment upon return to the station after an emergency call or a practice • attends regular training sessions to practice existing procedures and to learn and practice new fire fighting and rescue methods • cleans and maintains areas of the fire station used by the members as scheduled • assists with the fire prevention program • other duties as assigned by station chief REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Mental alertness, mechanical aptitude, ability to get along well with others, willingness to perform and task assigned, conscientious and dependable, good physical conditions, holder of a valid Class "D" license complete with"Z" endorsement or able to obtain such license within one year of joining the fire department. ACCEPTABLE TRAINING AND PHYSICAL CONDITION: Must participate in at least 60% of the required training for the year and must pass an annual medical to be provided at the municipality's expense by a physician designated by the fire department. WORKING CONDITIONS: The fire fighter will be expected to respond and work in all types of weather and less than ideal conditions. He/she could have to enter hazardous atmospheres and areas and will be expected to work in a safe manner.