administrative procedure - reg ional municipality buffalo · 2.2.1. review this procedure and any...

Administrative Procedure Procedure Name: Department Name: Procedure No.: Effective Date:

STATEMENT:

Code of Conduct Human Resources HRM-600 January 1, 2016

- REGIONAL MU NICIPALITY

'-,_, °F Wooo BUFFALO

Review Date: January 1, 2019

This Code of Conduct Procedure establishes standards of conduct for municipal employees. These standards require employees to demonstrate ethics, integrity and professionalism in their conduct, so that the public trust in the Regional Municipality of Wood Buffalo (the "Municipality") is not compromised.

PURPOSE AND OBJECTIVE:

The Code of Conduct Procedure is intended to ensure that employees share a common baseline standard of acceptable conduct when conducting the business of the Municipality, and act at all times as responsible stewards and representatives of the Municipality. This procedure brings together many principles contained in various other municipal policies, procedures and directives relating to employee conduct. This procedure is a high level guide for employee behaviour and is not intended to be inclusive or all-encompassing of every situation.

PROCEDURES:

1. Definitions:

I. I. Conduct: the manner in which one behaves in the workplace, and in some cases, outside of the workplace.

1.2. Conflict of Interest: where the independence or impartiality of an employee's decisions or actions are impaired or may be perceived to be impaired because of outside employment, political, business or family interests or because of the position that they hold with the Municipality. Potential conflicts of interest may include but are not limited to any relationships, transactions, positions held (volunteer/business or otherwise), or circumstances which could contribute to or create a real, perceived or potential conflict between municipal business and the personal interest of the employee.

1.3. Discrimination: is the denial of individual rights and freedoms in a manner which contravenes the Alberta Human Rights Act. Discrimination under this act may include that of which is based on race, religious beliefs, colour, gender, physical disability, mental disability, age, ancestry, place of origin, marital status, sexual orientation, source of income, or family status.

1.4. Elected Official: a councillor as defined in the Municipal Government Act.

Regional Municipality of Wood Buffalo of 5

Administrative Procedure: Code of Conduct Policy No.: HRM -600

1.5. Employee: an individual employed by the Municipality to perform duties or tasks in exchange for compensation.

1.6. Harassment: includes, but is not limited to, either a 'one time' incident or ' continuous' series of incidents which annoy, bully, harm, abuse, torment, pester, embarrass, or persecute and that unreasonably interfere with the ability of an employee to perform their duties.

1.7. Municipal Property: includes anything belonging to the Municipality. This includes items, services, information and resources which are the property of the Municipality including but not limited to: time, finances, vehicles, facilities, technology, tools, supplies, equipment, land, intellectual property and other assets.

1.8. Workplace: any location, including a vehicle or powered mobile equipment, where a worker is engaged in his/her occupation. This may include a social function, training and conferences, while on travel status, at restaurants, hotels or meeting facilities being used for business purposes or during telephone, e-mail or other communications.

2. Responsibilities:

2.1 . Chief Administrative Officer (CAO):

2.1.1. Approve this procedure and any future amendments; and

2.1.2. Support the implementation of this procedure.

2.2. Deputy Chief Administrative Officer/Executive Director:

2.2.1. Review this procedure and any future amendments prior to CAO review.

2.3. Director:

2.3.1. Communicate and take steps to enable effective implementation and support for this procedure.

2.4. Manager:

2.4.1. Ensure employees are aware of this procedure and communicate a clear expectation that employees must at all times comply with this procedure.

2.5. Supervisor:

2.5.1. Administer this procedure and hold employees accountable for compliance; and

2.5.2. Support, communicate and reinforce this procedure.


Administrative Procedure: Code of Conduct Policy No.: HRM - 600

2.6. Human Resources:

2.6.1. Provide support and guidance regarding this procedure, its administration and resolution of issues arising under it;

2.6.2. Assist and advise Managers on appropriate actions to take with violations of this procedure;

2.6.3. Conduct or assist Managers with workplace investigations where required; and

2.6.4. Promote awareness and understanding of this procedure.

2. 7. Employee:

2. 7 .1. Read and understand the procedure and ask for clarification if required;

2.7.2. Ensure conduct as a representative of the Municipality both on duty and off duty is always ethical and is in the best interest of the public and above reproach; and

2.7.3. Cooperate with any investigations.

3. General Procedures:

3 .1. Principles of Conduct:

3 .1 .1. Employees shall in the course of their duties, uphold the laws, regulations and policies governing the Municipality, and shall not in any way, directly or indirectly, be party to their breach or subversion.

3.1.2. Public interest shall be an employee's primary concern. Personal interests shall not influence the performance of an employee's duties and shall be managed in accordance with the "Conflict of Interest Disclosure Procedure".

3.1.3. Employees shall maintain professionalism and act with integrity, impartiality and courtesy toward the public, Council, co-workers, and any individual they may encounter through their work with the Municipality. Employees shall not engage in behaviour which would constitute Harassment and shall comply with the requirements of the "Respectful Workplace Procedure".

3.1.4. Employees shall protect Municipal Property at all times including as referenced in the "Disposal Procedure" and "Fleet Administrative Procedure". Municipal Property shall only be used for activities associated with the performance of an employee's duties.

3.1.5. Employees shall respect each other and conduct themselves in a respectful manner and refrain from Discrimination.



3.1.6. Employees that are engaged in political activities must take care to separate those personal activities from their official positions. Political activity is permissible provided such activity takes place outside of work hours, does not utilize Municipal Property and does not create a conflict of interest. In the case of municipal elections, employees shall comply with the "Employees Participating in Municipal Election Campaigns Procedure".

3 .1. 7. Employees shall follow all safety rules, guidelines, legislation, and laws to ensure they maintain a safe and healthy work environment as defined in the "Health and Safety Program Manual".

3.1.8. Employees shall ensure they are free of the influence of intoxicants at all times when engaged in municipal work or activities. They shall also disclose when they are under the influence of prescription drugs which may impair their ability to perform their duties, as referenced in the "Drug and Alcohol Procedure".

3 .1.9. Employees shall use computers and social media in a manner respectful of municipal values, other employees, and the Municipality. This is as referenced in the "Use of Information and Communication Technologies Procedure".

3.1.10. Employees shall ensure all municipal information is dealt with in a manner which is consistent with this procedure and meets legal requirements related to obtaining, storing, and releasing information in the Municipality. All employees will ensure information is managed in a responsible manner as referenced in the "Records Retention Bylaw", the "Use of Information & Communication Technologies Procedure", and the "FOIP Procedure".

3 .1.11. Employees shall ensure they account for their work related travel and all their travelling expenses as referenced in the "Travel and Subsistence Procedure".

3.1.12. Employees are prohibited from making audio or video recordings of any conversations or meetings except where operationally required as determined by management. Use of recording devices will be disclosed at the beginning of the meeting to all participants.

3 .1.13. Employees of the Municipality are expected to comply with all laws and regulations while on duty and off duty.

3.1.14. Employees are ambassadors of the Municipality and are expected to comply with the principles outlined in this procedure at work and any time where they may be identified as employees.

3 .1 .15. If employees are unclear as to the appropriate course of conduct, they are required to contact their Supervisor or the Human Resources Department for clarification.



3.2. Breach of the Code of Conduct:

3.2.1. Employees who contravene any section of this procedure will be subject to disciplinary action up to and including termination of employment, as referenced in the "Discipline Procedure".

APPROVAL, MANAGEMENT, AND REFERENCES:

This procedure shall be reviewed in 3 years from its effective date to determine its effectiveness and appropriateness. This procedure may be assessed before that time as necessary to reflect organizational change.

Revision Approval Dates: Review Due:

Position Responsible for Policy:

Legal References:

Cross References:

Approving Authority:




Approval Date:

Regional Municipality of Wood Buffalo

January 1, 2016 January 1, 2019

Director, Human Resources

00/086 - Records Retention/Disposition Bylaw Alberta Human Rights Act

ADM - 210 - Use of Information and Communication Technologies FIN - 180 - Travel and Subsistence HRM - 050 - Discipline HRM-320 - Respectful Workplace HRM - 480 - Drug and Alcohol Program HRM - 610 - Conflict of Interest Disclosure PUR - 020 - Disposal PUR - 110 - Conflict of Interest in Procurement SWP - 001 - Health and Safety Program

an Resources

Kevin Scoble, Deputy Chief Administrative Officer

~·'l~ Marcel urtfac:Chief Administrative Officer

AaQtC~ II / :;J.01.S-Date 7

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administrative procedure - reg ional municipality buffalo · 2.2.1. review this procedure and any...

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