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Home My WebLink AboutCAO-10-022 - Addendum to Report CAO-10-005 - Human Resources Policy ReviewREPORT REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: June 7, 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: May 28, 2010 REPORT NO.: CAO-10-022 SUBJECT: ADDENDUM TO REPORT CAO-10-005 - HUMAN RESOURCES POLICY REVIEW RECOMMENDATION: That the changes dated May 10, 2010 to the Human Resources Policies outlined in revised Schedule “A” attached to report CAO-10-022 (addendum to report CAO-10-005), dated May 28, 2010, be approved. BACKGROUND: A revised collection of all policies governing the human resources of the City of Kitchener was presented to the Finance and Corporate Services Committee on May 10, 2010. Materials provided included report #CAO-10-005, and a binder containing all human resources policies. Committee deferred for further consideration to the June 7, 2010 meeting. REPORT: The presentation to Finance and Corporate Services Committee on May 10, 2010 resulted in recommended amendments to two Human Resources policies. Firstly, a recommendation was raised to include a reference to electronic communication/social media as it pertains to the Violence in the Workplace policy. A second question addressed the feasibility of retaining a policy originally marked for deletion, namely the “Hiring – Senior Management – Vacancy.” Accompanying this addendum report are three revised policies and a revised Schedule A. The “Violence in the Workplace” policy has undergone an amendment to address the issue of electronic communications. The “Hiring – Senior Management – Vacancy” policy, originally recommended for deletion, has been re-introduced and amended to address the hiring of senior management staff at Grade M3 and above. A third policy, not specifically discussed at the Committee meeting, “Sick Leave, Family Medical Leave and Workplace Safety and Insurance îî ó ï Board (WSIB)”, has undergone an administrative change to reflect updated Sick Leave bylaws (2008-106 and 2008-107). FINANCIAL IMPLICATIONS: Not applicable COMMUNICATIONS: Following Council’s adoption of the Policies, the Human Resources Division will undertake a broad communication plan to educate and enhance staff and management awareness. ACKNOWLEDGED BY: Tracey Hare Connell, Executive Director, People Services and Organizational Development îî ó î ADDENDUM TO REPORT CAO-10-005 - HUMAN RESOURCES POLICY REVIEW SCHEDULE “A” Human Resources Policy Review . th * bolded Policiesreflect change since May 10 report to Committee 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 Conference, Seminar And Meeting Attendance And Expenses Conflict Of Interest Consecutive Hours For Voting Discharge For Cause Drugs And Alcohol Electronic Hardware And Software Installation Employee Assistance Program Employee Complaints Resolution Employee Computer Purchase Plan Employee File – Official Record Employee Status – Definitions Employment Of Relatives Of Staff Members And Elected Officials 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»³°´±§»»¬±°§½¸±´±¹·½¿´¿»³»²¬ô³¿²¼¿¬±®§½±«²»´·²¹ô¿²¼ñ±®¼·½·°´·²¿®§¿½¬·±²«°¬±¿²¼ ·²½´«¼·²¹¼·³·¿´¿²¼å·²¬¸»½¿»±º¿³»³¾»®±º¬¸»°«¾´·½±®¿²»³°´±§»»ô¬±½®·³·²¿´ °»²¿´¬·»¿²¼ñ±®Ý±«²½·´Ú¿½·´·¬§Ð±´·½§×íìëË²¿½½»°¬¿¾´»Þ»¸¿ª·±«®¿²¼ñ±®Ý±«²½·´Ð±´·½§×ìçë Í»½«®·¬§Ñºº·½»®³¿§¾»·²·¬·¿¬»¼ò ß´´¿¬®·µ¬¿ºº©·´´®»½»·ª»¬®¿·²·²¹¿²¼½±³³«²·½¿¬·±²±²¬¸·Ð±´·½§ô¿²¼¿²§®»´¿¬»¼°±´·½§ô °®±½»¼«®»¿²¼¬»½¸²·¯«»º±®¬¸»°®»ª»²¬·±²±º©±®µ°´¿½»ª·±´»²½»¿²»½»¿®§¬±³»»¬¬¸» ·²¬»²¬¿²¼®»¯«·®»³»²¬±º¬¸·°±´·½§¿²¼¬¸»Ñ½½«°¿¬·±²¿´Ø»¿´¬¸¿²¼Í¿º»¬§ß½¬ò ß´±Í»»Ð±´·½·»Ñ²æ ØÎÐ±´·½§Ø«³¿²Î·¹¸¬ ØÎÐ±´·½§¬Û³°´±§»»Ý±³°´¿·²¬Î»±´«¬·±² Ý±«²½·´Ú¿½·´·¬§Ð±´·½§×íìëË²¿½½»°¬¿¾´»Þ»¸¿ª·±«® Ý±«²½·´Ú¿½·´·¬§Ð±´·½§×¬ìçëÍ»½«®·¬§Ñºº·½»® Ý±®°±®¿¬»Í¿º»¬§Ó¿²«¿´ Ý±®°±®¿¬»Û³»®¹»²½§Ð®±½»¼«®» NOTE: The purpose of disclosing information about any parties involved in workplace violence or harassment reports (i.e. members of public, those accused, those affected, witnesses) is solely for the purpose of protecting workers from injury. Only as much information as applicable may be released for this purpose. Only to those who are directly at risk of injury or prescribed to be made aware via legislation will be informed. 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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 îî ó ïî 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 îî ó ïí