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HomeMy WebLinkAboutCAO-10-005 - Human Resources Policies ReviewREPORT REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: May 10, 2010 SUBMITTED BY: Tracey Hare Connell, Executive Director, People Services and Organizational Development PREPARED BY: Lesley Bansen, Manager, Human Resources WARD(S) INVOLVED: n/a DATE OF REPORT: March 2, 2010 REPORT NO.: CAO - 10-005 SUBJECT: HUMAN RESOURCES POLICIES REVIEW RECOMMENDATION: That the changes dated May 10, 2010 to the Human Resource Policies outlined in Schedule “A” of Chief Administrator’s Office report CAO-10-005, dated March 2, 2010, be approved. BACKGROUND: A comprehensive review of all policy documents related to the human resources of the corporation is typically undertaken on a two to three year cycle under the oversight of the Human Resources division. Approximately seventy (70) Human Resources policies govern the conduct of all staff employed by the City of Kitchener. On an ongoing basis, and as required, a policy change, addition or amendment may be brought forward to council for approval. Changes or additions may be precipitated by organizational change; environmental change; legislative change, collective agreement changes and/or change directed by corporate management or council. For unionized staff a collective agreement represents a set of separate policies that will bind the union and the corporation for the term of that agreement. Where there is a conflict between the Human Resources policies and a collective agreement, the collective agreement will prevail. The last completed review of the Human Resources Policies took place in 2005. An internal audit of Human Resources was requested by Council in late 2007 with a particular interest in the effectiveness of HR policies. A policy review, initiated in 2007, was put on hold until the audit was completed. When the audit results were reported at the end of October 2008, the policy review resumed, taking into account the audit recommendations for policy amendments, deletions, updates, or, in some instances, combining two or more policies. REPORT: A comprehensive policy review process was re-initiated by the Human Resources over the course of 2009. The work effort spanned a series of months and involved inputs and resources as necessary from both inside and outside of Human Resources. All recommended additions, deletions and/or changes were reviewed with the corporate management team in advance of ë ó ï finalizing the recommendation to council. While some of the recommended changes are minor in nature, there are also some more significant changes and/or new policies also advanced for approval, e.g. Violence in the Workplace. For the benefit of Council, the binder accompanying this report captures the policies in a manner that groups them into 5 categories as follows: -New -Amended -Marked for Deletion -Ownership/Accountability Transfer -No Change Carefully drafted and standardized policies related to the people resources of the corporation establish a clear set of expectations for both staff and management. Policies should operate as a series of “living documents” that reflect and support the culture and strategic directions of an organization. Existing policies may need to be expanded, supplemented, and revised from time to time, between periods of formal review, as environmental, legislative and/or business conditions change. FINANCIAL IMPLICATIONS: Not Applicable COMMUNICATIONS: Following Council’s adoption of the Policies, the Human Resources division will develop a broad communication plan to educate and enhance staff and management awareness. ACKNOWLEDGED BY: Tracey Hare Connell, Executive Director, People Services and Organizational Development ë ó î SCHEDULE “A” Human Resources Policy Review 1.New Policies Inclusive Recruitment And Hiring Practices Religious Observance Leave Violence In The Workplace 2.Amended Policies Alternative Dispute Resolution Attendance & Absence From Work Benefits And OMERS Pension Plan Compensation – 40 Hour Premium Payment Compensation – Pink & Red Circling Conflict Of Interest Consecutive Hours For Voting Discharge For Cause Drugs And Alcohol Employee Assistance Program Employee Complaints Resolution Employee File – Official Record Employee Status – Definitions Employment Of Relatives Of Staff Members And Elected Officials Employment – Service Date Employment Termination Date Hiring – Notice Of Job Vacancy Hours Of Work & Rest Periods Human Rights Inclement Weather Internet, Electronic Mail, Telephones & Wireless Communication – Acceptable Use Leaves Of Absence Overtime And Premium Payments Probation – Non-Union, Management Retirement Sick Leave, Family Medical Leave And Workplace Safety And Insurance Board (WSIB) Specified Holidays Technological Change Vacation Years Of Service Recognition Program Conferences, Seminar And Meeting Attendance And Expenses Electronic Hardware And Software Installation Employee Computer Purchase Plan ë ó í Personal Vehicle Use - Reimbursement Smoke Free Work Environment 3.Deleted Policies Compensation – Job Evaluation Compensation – Salary Administration Critical Injuries Or Fatalities Driving – Hours Of Service Education – Minimum Standards Employment – Human Rights Hiring – Senior Management Offer Of Employment Hiring – Senior Management – Vacancy HIV Disease Job Unpaid Work Placement/Third Party Work Placements Safe Operating/Driving Workplace Conduct ë ó ì