Full Authority Agenda - Kettle Creek Conservation...

FullAuthorityAgendaSeptember 19, 2018 KCCA Admin Centre 10:00 a.m.

Audio/Video Recording Notice “Board members, staff, guests and members of the public are reminded that the Full Authority Board/Committee meeting is being recorded, and will be posted to the Authority’s web site along with the official written minutes. As such, comments and opinions expressed may be published and any comments expressed by individual Board members, guests and the general public are their own, and do not, represent the opinions or comments of the Full Authority and/or the KCCA Board of Directors.

The recorded video of the Full Authority meeting is not considered the official record of that meeting. The official record of the Full Authority meeting shall consist solely of the Minutes approved by the Full Authority.”

Introductions and Declarations of Pecuniary Interest Delegations Minutes of Meetings

a) August 15, 2018 Full Authority Meeting ................................................................................. 2

Matters Arising

a) August/September Project Tracking Report ........................................................................... 8 b) August/September Media Report ......................................................................................... 10 c) Watershed Conditions Report ............................................................................................... 19

Statement of Revenues and Expenses Correspondence New Business

a) Work Plan – Budget 2019 i) (Watershed Management – Forestry) ....................................................................................................................... 21 ii) (Watershed Management – Stewardship) ............................................................................................................... 23 iii) (Watershed Management – GIS/IT) ......................................................................................................................... 26

b) LWCA Small Drinking Water System ..................................................................................... 28 c) Proposed KCCA Administrative By‐law .................................................................................. 30 d) KCCA Personnel Policy ........................................................................................................... 64 e) Planning and Regulations Activity Report ........................................................................... 108

In‐Camera Meeting

a) August 15, 2018 In Camera Minutes b) Personnel Matter – Identifiable Person c) Legal Matter – Section 28 Violation d) Legal Matter – Section 28 Violation

Up Coming Meetings Personnel and Finance Committee Meeting October 4, 2018 11:30 a.m. Full Authority Meeting October 17, 2018 10:00 a.m.

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FullAuthorityMinutesAugust15,2018 A meeting of the Full Authority of the Kettle Creek Conservation Authority was held on Wednesday, August 15, 2018 at 10:00 a.m. at the Administration Centre. Members Present: Ian Chard Southwold Township Stephen Harvey Middlesex Centre Heather Jackson City of St. Thomas Bill Mackie City of London David Marr Central Elgin Marcel Meyer Thames Centre Max Moore Malahide Township Ralph Winfield City of London Regrets: Linda Stevenson City of St. Thomas Jared Zaifman City of London Staff Present: Jennifer Dow Water Conservation Supervisor Joe Gordon Director of Operations Marianne Levogiannis Public Relations Supervisor Betsy McClure Stewardship Program Supervisor Kathleen Sebestyen‐Scott Financial Services Supervisor Elizabeth VanHooren General Manager/Secretary Treasurer Audio/Video Record Notice The Chair, Heather Jackson, read the following statement: Board members, staff, guests and members of the public are advised that the Full Authority Board/Committee meeting is being video/audio recorded, and will be posted to the Authority’s web site along with the official written minutes. As such, comments and opinions expressed may be published and any comments expressed by individual Board members, guests and the general public are their own, and do not represent the opinions or comments of the Full Authority and/or the KCCA Board of Directors. The recorded video of the Full Authority meeting is not considered the official record of that meeting. The official record of the Full Authority meeting shall consist solely of the Minutes approved by the Full Authority.

Introductions & Declarations of Pecuniary Interest

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Full Authority Meeting Minutes August 15, 2018 Page 2 of 6

Ian Chard declared a conflict with In‐Camera Agenda item b) Legal Matter – Section 28 Violation. David Marr asked that a personnel item involving an identifiable person be added to the In‐Camera agenda as item d). Delegations There were no delegations. Minutes of Meetings FA92/2018 Moved by: Stephen Harvey Seconded: Ralph Winfield That the minutes of the June 27, 2018 Full Authority meeting be approved. Carried Matters Arising

a) July/August Project Tracking Report b) July/August Media Report

FA93/2018 Moved by: Marcel Meyer Seconded: Max Moore That the July/August Project Tracking Report and the July/August Media Report be received. Carried

c) Watershed Conditions Report

FA94/2018 Moved by: Bill Mackie Seconded: Stephen Harvey That the Watershed Conditions Report be received. Carried

d) Dalewood Reservoir Trail Project FA95/2018 Moved by: David Marr Seconded: Stephen Harvey That the quote from Robinson Contracting for $14,000 +HST be accepted to conduct driveway/parking lot and drainage work at 109336 Dalewood Drive. Carried

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Statement of Revenue and Expenses FA96/2018 Moved by: Ian Chard Seconded: Ralph Winfield That the Statement of Revenue and Expenses for the period ending June 30, 2018 be received as presented. Carried Correspondence The Chair noted that the Township of Malahide will be honouring Max Moore for 50 years of service as a Council Member on the Springfield and Malahide Councils from 1968 – 2018. The Chair noted that Mr. Moore has served on the Kettle Creek Conservation Authority Board of Directors for 21 years. KCCA will be honouring Mr. Moore by planting a red oak tree in the watershed. There was no additional correspondence. New Business a) Work Plan – Budget 2019 (Watershed Management – Environmental Monitoring) Ms. Dow presented the 2019 Work Plan for Environmental Monitoring and answered questions

from members. FA97/2018 Moved by: Bill Mackie Seconded: David Marr That the Work Plan – Budget 2019 (Watershed Management – Environmental Monitoring) report be received. Carried b) Kettle Valley Pioneers Agreements FA98/2018 Moved by: Ian Chard Seconded: Ralph Winfield That the renewal agreements between KCCA and the Kettle Valley Pioneers for the lease of the Bucke Barn and grounds at Dan Patterson Conservation Area be executed as presented. Carried

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c) Administration Centre Needs Assessment RFP Results FA99/2018 Moved by: Max Moore Seconded: Marcel Meyer That staff be authorized to negotiate a contract with Wilson Diaz Architects as per the RFP for an Administration Centre Needs Assessment. Carried d) Kettle Creek Clean Water Initiative

Staff presented a clean water diversion project for funding consideration under the Kettle Creek Clean Water Initiative. The project is located in the southern portion of the watershed on an organic CSA farm. Currently, the runoff from a horse barn roof goes into 2 livestock yards. The landowner will have eavestroughs and underground tile installed to carry the clean rain water away from the yards and the manure pile. FA100/2018 Moved by: Stephen Harvey Seconded: Bill Mackie That Project 18‐02 be supported with a grant of $900 through the Kettle Creek Clean Water Initiative. Carried e) Proposed KCCA Administrative By‐Law FA101/2018 Moved by: Stephen Harvey Seconded: Bill Mackie That the proposed administrative By‐Law be received for consideration at the September 19, 2018 Full Authority meeting. Carried f) KCCA Personnel Policy Staff presented the updated Personnel Policy. Members raised questions about the need for employees to submit drivers’ abstracts and whether these should be resubmitted throughout employment. Questions were also raised in regards to denying employment or the right to use company vehicles based on demerit points. Staff were directed to further investigate and report back.

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g) Planning and Regulations Activity Report FA102/2018 Moved by: Max Moore Seconded: Ralph Winfield That the August 2018 Planning and Regulations Activity Report be received. Carried In‐Camera Meeting The In‐Camera meeting began at 11:18 a.m. FA103/2018 Moved by: David Marr Seconded: Stephen Harvey That the Full Authority move to In‐Camera session to discuss Legal, Personnel or Property matters. Carried FA104/2018 Moved by: Ralph Winfield Seconded: Max Moore That the Full Authority revert to Open Session and Report. Carried The Open Session resumed at 12:26 p.m. a) June 27, 2018 In‐Camera Minutes

FA105/2018 Moved by: Stephen Harvey Seconded: Bill Mackie That the minutes of the In‐Camera meeting of the Full Authority of June 27, 2018 be approved as amended. Carried

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b) Legal Matter – Section 28 Violation FA106/2018 Moved by: David Marr Seconded: Marcel Meyer That staff proceed as directed on a legal matter. Carried c) Legal Matter – Section 28 Violation FA107/2018 Moved by: Ralph Winfield Seconded: David Marr That staff proceed as directed with regards to matters affecting Notice of Violation V18‐003 and further; That Notice of Violation V18‐004 be revoked. Carried d) Personnel Matter – Identifiable Person FA108/2018 Moved by: Bill Mackie Seconded: Max Moore That staff proceed as directed. Carried The meeting adjourned at 12:28 p.m.

______________________________ Elizabeth VanHooren General Manager/Secretary Treasurer

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2018 Project Tracking September, 2018

Project DescriptionAdministration/Finance

Payments being accepted for 2019 seasonal reservations from existing seasonal campers.

Public Relations

Implemented the advertising plan for the Administrative Assistant job posting.

Designed a new sign for the Dan Patterson Pavilion; production underway.

Redesign of section 5 and 6 of the Seasonal Camping Permit Application underway.

Designed the 2019 Seasonal Reservations procedures manual for Seasonal Staff.

Environmental Monitoring 2018 Beach monitoring program at Lake Whittaker complete. Field work and electrofishing completed for the 2018 DFO Drain Classification Project. Currently working on final report. Staff are attending the 2018 Flood Workshop in Toronto on September 19‐20, 2018. Staff staying apprised of the Dalewood Bridge replacement project.

Reviewing municipal drain maintenance notifications.

Stewardship and Outreach Staff provided a wetland education program to the City of St. Thomas’ Nature Camp on August 21

Environmental Youth Corps members participated in an environmental monitoring activity on August 23rd learning about benthic invertebrate sampling and analysis of stream habitat conditions.

Staff attended site visits for 2 potential wetland creation/tallgrass prairie projects

Final preparations underway for the Carolinian Forest Festival ‐ over 2,000 grade 6 and 7 students registered to attend October 1‐4

Meeting with TVDSB Eco Classes teachers to discuss potential partnerships for the 2018/19 school year

Forestry Planning for TD Tree Days event being held Saturday, September 15th at Pinafore Park. Led by KCCA staff, 300 large stock trees will be

planted by 60+ volunteers at the Park.

Staff conducting Year 1, 2 and 5 survival assessments on seedling sites.

Staff conducting site visits for potential 2019 sites

Staff have completed cutting of phragmites at Lake Whittaker and spot spraying around the Administration Centre

Conservation Areas and Maintenance

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2018 Project Tracking September, 2018

Drumfest 2018 held at the Dan Patterson Conservation Area on September 8, 2018. Feedback from the organisers was positive and they are excited about returning for next year’s show, which will be year six for this event.

Coordinating with contractors, Robinson Contracting and Treadscape, regarding work to begin in October at the Dalewood North parking lot and trail entrance.

Safety inspections held at all KCCA properties with no immediate hazards found. A list of safety and maintenance items being prepared to circulate to staff members in order to add to their fall/winter maintenance plans.

Both Campgrounds at capacity for the Labour Day Long Weekend.

Pools at both campgrounds now closed for the season.

GIS/IT Assisted Conservation Ontario buy conducting a series of UAV flights to collect video and photos for a promotional video.

Conducted a UAV flight at Guelph Lake for GRCA on August 10, 2018. This operation successfully tested KCCA’s ability to make accurate and detailed 3D models of structures, like dams.

Surveying of all tree planting sites in 2018 is complete. A total of 10 sites were surveyed, representing 10.38 ha planted in 2018. A full inventory of historical photos for the watershed, dating back to 1955, was created. The next step will be to digitize and stitch

these photos together. Began testing open source remote sensing software to monitor forest cover in the watershed. Utility datasets were updated and preliminary maps were distributed to staff for review.

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TO: Board of Directors

FROM: Jennifer Dow

Date: September 19, 2018

Subject: September 2018 Watershed Conditions Report

Recommendation: For information

PURPOSE To inform the Board of Directors of the current and seasonal watershed conditions.

REPORT SUMMARY

Water levels are currently fluctuating with storm events, and are expected to increase over the fall months.

KCCA issued a Watershed Conditions Statement—Water Safety on September 7, 2018 Staff conducted electrofishing surveys at 15 municipal drains

BACKGROUND Water levels are normal to slightly below normal throughout the watershed. This allows for

added capacity for storm runoff when inclement weather pasts through the area. Water levels

tend to be seasonally low at this time of year, but typically respond to the increased

precipitation during the fall storm season. Fortunately, the region is moving into the harvest

season, where the need for precipitation has greatly lessened. Water levels will increase to

seasonal levels with the coming fall storm season.

August was wetter than normal with an average of 194% of the normal amount of precipitation. The KCCA watershed historically receives 82.0 mm of rain during the month of August. The Dodd Creek subwatershed received almost three times that amount at 216 mm (or 264% of normal)! Despite recent rainfall, and an overall wet August, creek and stream water levels are still recovering from the dry weather in July. Currently, there are 11 CAs in Southern Ontario in a declared Level 1 Low Water Condition and two CAs in Level 2 Low Water Condition. The remnants of tropical depression Gordon moved through southern Ontario over the weekend of September 8‐9, 2018 prompting KCCA to issue a Watershed Conditions Statement—Water Safety on September 7, 2018. The path and timing of the storm was uncertain with a forecast of significant rain (30‐60mm). The main concern was surface water runoff which could cause unpredictable changes in water levels throughout the watershed. The

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system passed lower through the Great Lakes reducing the total amount of rain to around 20mm. Many rural watercourses in Ontario have been designated as municipal drains under the Drainage Act. These municipal drains are classified into a number of categories to facilitate the review and approval of drain maintenance activities with respect to fishes and fish habitat. This is done under a Class Authorization Process developed by Fisheries and Oceans Canada (DFO). With the new mapping developed by Fisheries and Oceans Canada (DFO), there are a number of “Not Rated” municipal drains in the KCCA watershed. Building on the surveys completed in 2016‐2017 and with additional funding provided by DFO, staff conducted electrofishing surveys in 15 new sites throughout the watershed. Municipal drains are classified using a protocol developed by DFO that is based on the type of fish present in the drain, the presence or absence of aquatic species at risk and permanency of flow.

RECOMMENDATION For information.

White Sucker Blacknose Dace

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Budget2019‐2020

Program: Conservation Lands Forest and Lands Management – 113 and 116 To coordinate and implement forestry activities that maintain or improve the health of the Kettle Creek watershed.

Standard Deliverables To achieve the purpose of this program the Authority will carry out the following activities:

Undertake a comprehensive tree planting program including the planting of large stock and seedling trees, over the counter sales, community plants and municipal/provincial partnerships (Greening Communities, Central Elgin Street Trees, MTO Hwy corridors etc.)

o Retain stock, coordinate shipping and storage and prepare orders o Host and attend workshops, open houses, seminars and farms shows to

advertise program o Hire and oversee tree planting crew o Monitor survival/mortality rates for current sites and as required to fulfill

obligations of past tree planting contracts o Report to funders/grantors as required

Organize and lead the engagement of watershed residents, community groups and students in tree planting activities

Promotion of tree planting through hosting and participating in tours, leading workshops, attending community events etc.

Coordinate management of woodlots and invasive species on KCCA lands

Undertake the Tree Commissioner contract for the County of Elgin, including: o Administration of the Elgin County Woodlands Conservation By‐law o Review of harvest and clearing applications o Undertake site visits and woodland inspections o Attend council meetings or court as required

Undertake the Weed Inspector duties for the County of Elgin, including: o Administration of the Weed Control Act o Responding to weed related complaints and enforcement as required o Assist partner municipalities with weed identification and control advice with

regard to identified noxious weeds and invasive weeds o Attend annual weed inspector’s conference

Special Projects and Program Enhancements Completed 2016-2018

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Planted 149,700 seedling trees and shrubs from 2016‐2018, including the completion of a 3‐year contract (2015‐2017) with Ontario Power Generation (OPG) that saw 180,000 native trees and shrubs planted over an area of approximately 91 hectares (~225 acres) of marginal farmland, riparian buffers and connecting corridors in the Kettle Creek and Upper Thames River watersheds.

$69,930 secured through Forests Ontario (formerly Trees Ontario) to plant 52,500 native trees on planting sites measuring over one hectare (~2.5 acres) in area.

Planted 800 larger bare‐root and container stock trees along roads in the Municipality of Central Elgin

Planted 160 larger container stock trees on school yards within the KCCA watershed.

6,780 larger bare‐root seedling stock trees and shrubs provided to landowners within the Municipalities of Central Elgin, the Townships of Malahide and Southwold and the City of St. Thomas through the Greening Communities Program

Planted 6,200 blue spruce on MTO Highway corridors in KCCA watershed

Supported community seedling tree planting events local Scouts groups, as well as the planting of over 810 larger container stock trees and shrubs on publicly owned properties within the KCCA watershed by the Rotary Club of St. Thomas and TD Tree Days.

Initiated selective harvest activities as part of the pilot woodlot management program at Dalewood Conservation Area to improve forest health

Inventoried/identified invasive Phragmites and initiated control efforts on KCCA lands

Special Projects and Program Enhancements to Continue in 2019

Secure funding to continue a base tree planting program of 40,000 seedlings per year in addition to other programs such as Greening Communities, Central Elgin Street Trees and MTO highway corridor

Completion of the pilot woodlot management project at Dalewood Conservation Area

Continue ongoing efforts to control invasive Phragmites on KCCA lands

Identify infestations of other invasive species on KCCA lands and prioritize locations for control efforts

Planned Capital Expenses 2019

There are no anticipated capital expenses for this program at this time

Strategic Initiative for Consideration in 2020 and Beyond

Seek out new funders/partnerships to ensure long term base tree planting program of 40,000 seedlings per year

Expand upon existing tree planting partnerships within the watershed by engaging new groups/sectors (ie. Additional municipalities for roadside planting etc.)

Develop forest management plans/strategies and priorities for other KCCA owned woodlots and undertake woodlot management activities including selective harvest where necessary to improve forest health

Develop an Invasive Species Management Plan for KCCA lands and investigate sources of funding to offset costs of control activities and retention of seasonal staff assistance.

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Budget2019

Program: Stewardship (117) To coordinate and implement stewardship and outreach activities that maintain, improve and raise awareness about the environmental conditions of the Kettle Creek watershed. This department is currently independent of municipal levy.


Coordinate and lead the implementation of stewardship projects in partnership with member municipalities, public/private landowners and contractors

Administration of the Elgin Clean Water Program (ECWP) on behalf of the four Elgin Conservation Authorities

Secure operational and project funding for the program

Coordination of Review Committee meetings

Creation and management of all program files, application approvals and financial accounting for the program

Lead the implementation of projects within the Kettle Creek watershed

Report to funders/grantors as required

Administration of the Kettle Creek Clean Water Initiative (KCCWI)

Organize and lead the engagement of watershed residents, community groups and students in stewardship activities

Promotion of stewardship through hosting and participating in tours, leading workshops, attending community events etc.

Coordination and implementation of the annual Carolinian Forest Festival

Oversee the administration and promotion of the KCCA Education Program

Special Projects and Program Enhancements Completed 2016 - 2018

Secured $40,000 annually from the County of Elgin in support of the Elgin Clean Water Program. Matching funding was secured annually through the Green Lane Community Trust Fund and other organizations such as Ducks Unlimited and the Elgin Stewardship Council to offset project costs.

Funding was secured to sustain the Watershed Resources Technician/Stewardship and Outreach Technician contract positions. Support for this position varies from year to year based on the success of funding applications. The position primarily supports the Stewardship Program Supervisor, however it has also become integral to other departments as part of a shared services approach to departmental resources (i.e. outreach and education support and campground assistance with visitor services programming).

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$165,000 was secured for wetland creation/restoration projects through Ontario Power Generation from 2016‐2018 in the Kettle Creek and Upper Thames River watersheds. To date, 13 wetland projects totalling 24 wetland cells have been created/restored in the Kettle Creek watershed through that project.

Through funding from OMAFRA and OSCIA, KCCA led stewardship and soil health focused outreach campaigns across Elgin County including hosting workshops, attending farm events, participating in tours and developing educational materials.

The Kettle Creek Environmental Youth Corps program was launched in 2018. 12 local high schools students participated in meaningful environmental activities such as tree planting, invasive species removal and environmental monitoring to acquire volunteer hours and develop their career skills.

Staff partnered with the Elgin Soil and Crop Improvement Association to launch an Elgin Sustainability Award for a worthy Elgin County farmer.

In partnership with the Thames Valley District School Board, staff developed and hosted 3 Lake Erie Student Conferences and an art focused conference for high school art students called Landscapes on the Lake.

Staff continue to lead outdoor education programs for local schools in addition to hosting the St. Thomas‐Elgin Children’s Water Festival (2017) and the Carolinian Forest Festival (annual). In 2018, staff led 8 newly developed environmental education programs to summer day camps led by the City of St. Thomas and the Early Learning Centre through Healthy Kids funding.

Staff worked with students, businesses, service clubs and community groups to undertake stewardship activities on public and private lands.


Secure funding to continue the Kettle Creek Environmental Youth Corps Program. Secure funding to support a Stewardship and Outreach Technician (or similar position)

that can provide multi departmental support. Assist with the development and coordination of outreach and implementation

activities for the City of St. Thomas’ Environmental Stewardship Committee. Review and further development/promotion of KCCA’s Education Program.

o Partner with the TVDSB to engage their newly formed ECO (Environmental Collaborative Opportunities) classes with opportunities to learn about the local environment through hands‐on education and implementation activities.

Planned Capital Expenses 2019

There are no anticipated capital expenses for this program at this time. Strategic Initiative for Consideration in 2020 and beyond

Seek out new partnerships and funding sources to support the ECWP and stewardship activities within the Kettle Creek watershed. Ensure the ECWP and KCCWI are reviewed regularly to meet the needs of landowners and the changing environmental conditions/concerns of the County/watershed.

Maintain the Environmental Youth Corps as a permanent program of KCCA.

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Work with the Thames Valley District School Board and London District Catholic School Board to further incorporate environmental education into learning and increase hands‐on experiences.

Expand upon existing stewardship and outreach services within the watershed by engaging new groups/sectors (ie. corporate engagement)

Continue to seek out funding to support a Stewardship and Outreach Technician (or similar position) that can provide multi departmental support.

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Budget2019

Program: Watershed Management (GIS and Information Technology 118) To develop and maintain the Authority’s spatial data infrastructure (SDI) and information technology (IT), which supports internal operations and knowledge transfer of the Authority’s programs, services, and watershed health to the community.


Develop and maintain the Authority’s SDI, which consists of a spatial database back end and geospatial server that provides access to staff via the web and through desktop applications.

Maintain a fully functional IT system, including Windows server, GIS server, firewall, and backup solutions.

Develop and maintain key datasets, including, though not limited to hydrology, linear and IT assets, and elevation products.

Develop and maintain a metadata strategy for the Authority. Develop and enhance data sharing and co‐operative projects with member

municipalities and neighbouring conservation authorities Special Projects and Program Enhancements Completed 2016 - 2018

Developed an UAV mapping program to help support the Authority’s objectives. Established KCCA as a leader in geospatial science in the province, especially with

regards to (a) elevation data analysis, (b) UAV mapping, and (c) erosion modeling.

Partnered with at least 3 external organizations annually to raise a total of over $223,800 to support the GIS/IT position.

Developed a number of key internal applications, namely the Metadata Management System, Hydrometer Database, and BMP Database.

Supervised and assisted with the successful upgrade of the Authority’s servers in 2017.

New datasets were developed and maintained, including KCCA’s hydrology, woodlots, tree planting sites, created wetlands, and linear assets.


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Centralize the Authority’s data in a database management system.

Continue to maintain existing datasets while developing new ones that support staff requirements, such as a forest change detection layer.

Network with other Conservation Authorities to fully utilize UAV technology. Some potential applications are erosion monitoring (e.g. coastal erosion, gully erosion, bank erosion, etc.), hydrological modelling, investigations, environmental monitoring, and inspections (e.g. dam inspections). KCCA is fully insured for UAV operations, has a Standing Special Flight Operations Certificate (SFOC) from Transport Canada for Ontario, and staff have received flight training.

Improve flood forecasting and monitoring by installing cameras at key locations throughout the watershed.

Develop key applications on KCCA’s intranet to improve internal operations, such as a digital time sheet management system and the webmapping application.

Develop a list of locations to monitor regularly using either traditional surveying techniques (RTK, Total Station), aerial photography (SWOOP, UAV), or satellite remote sensing. Staff will produce annual reports documenting any change at key locations (e.g. forest change, erosion, vegetation health).

Planned Capital Expenses 2019 The capital budget includes a standing expense of $8,000 for IT infrastructure. Staff have developed a five‐year hardware/software replacement plan to ensure the $8,000 per year is sufficient beyond 2018‐2019 for server, workstation, and UAV needs. Strategic Initiative for Consideration in 2020 and beyond

Further develop KCCA’s Intranet

Improve, modernize, and maintain KCCA’s flood management system. This may include improved flood mapping, cameras to monitor water levels, near real‐time precipitation data analysis, and the creation of a centralized database to store monitoring data.

Continue to monitor key location in the watershed using the Authority’s surveying and GIS capabilities.

Update key datasets after the release of the 2020 Southwestern Ontario Orthophoto Project (SWOOP) imagery.

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FROM: Jennifer Dow


Subject: LWCA Small Drinking Water System

Recommendation: That Elgin Pure Water be contracted to complete improvements to the Lake Whittaker Small Drinking Water System (Woodlane) in the amount of $5,503.00 +HST.

PURPOSE To inform the Board of Directors of the proposed improvements to the Woodlane Small Drinking Water System at Lake Whittaker CA and the associated costs.

REPORT SUMMARY

Improvements to the Woodlane small drinking water system were approved as part of the 2018 capital budget following a 2016 risk assessment

Staff acquired three quotes for the proposed work and are recommending Elgin Pure Water be contracted.

BACKGROUND Lake Whittaker Conservation Area operates and maintains three small drinking water systems that make up the Lake Whittaker Drinking Water System (LWDWS): Recreation Centre System; Poolside System and Woodlane System. The LWDWS is classified as a “Non‐municipal, Seasonal Residential System” under O. Reg. 170/03. All three systems use chlorine injection pumps as primary disinfection before distribution. KCCA works closely with the Middlesex London Health Unit (MLHU) to maintain the three systems over and above the required monitoring, including water samples collected every two weeks and daily residual chlorine testing. In 2016, prior to the campground being open to the public, results from a routine raw water sample collected on April 20, 2016 from the Woodlane System came back with 2 cfu/100ml of Total Coliform bacteria. This result would be considered adverse in a distribution sample, however, since it was a raw sample it provided an opportunity to have a risk assessment of the Woodlane System by the MLHU.

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In 2016, the MLHU indicated that the risk assessment for all three systems is Low. KCCA is exceeding due diligence in maintaining and monitoring the drinking water system. However, in an effort to ensure disinfection is occurring and/or there is no bacteria in the water supply prior to distribution, an additional water sample has been collected at the first non‐mixing tap closest to the chlorine injection site at least once before the campground is open to the public and then at least every three months during operation. In addition, the following long‐term recommendations were offered:

Install new non‐corrosive pressure and retention tanks

Install new PVC piping to increase contact time for primary disinfection No adverse results were obtained from any raw or distribution samples collected in 2017 or 2018 (up to September 11, 2018) from the Woodlane System. However, $7,000 was placed in the 2018 capital budget for improvements to the Woodlane System. KCCA contacted four local plumbing and water system solutions contractors to provide quotes.

Company Contact Name Quote

Elgin Pure Water Inc. Dan Lake $5,503.00 +HST

Absolute Water Treatment & Plumbing Solutions

Steven Abell $5,868.88 +HST

Stan Putnam Stan Putnam Declined to provide a quote

Practical Plumbing Co. Ltd. Declined to provide a quote

The quotes from Elgin Pure Water and Absolute Water Treatment were very similar and included new fiberglass pressure tanks and a new retention tank as well as re‐piping the system in PVC to remove any metal, corrosive materials. The addition of a water meter and PCM controller will provide proportional injection of the chlorine which will result in more consistent residuals and a savings in annual chlorine consumption. These upgrades, combined with a regular, scheduled maintenance program will result in a more effective and cost efficient system. The work is anticipated to take 1‐2 days.

RECOMMENDATION That Elgin Pure Water be contracted to complete improvements to the Lake Whittaker Small Drinking Water System (Woodlane) in the amount of $5,503.00 +HST.

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FROM: Elizabeth VanHooren


Subject: Administrative By‐Law

Recommendation: Whereas the Conservation Authorities Act (Act) amendment requires conservation authorities to have administrative practices that meet the requirements of Section 19.1 of the Act; And Whereas Conservation Ontario endorsed the Conservation Authority (CA) Administrative By‐law Model at their meeting held on April 16, 2018; Therefore let it be resolved as follows:

1. That the proposed Kettle Creek Conservation Authority (KCCA) Administrative By‐Law be

approved and KCCA’s existing Administrative Regulations be repealed as of September 19,

2018;

2. That the Nominating Committee be disbanded effective September 19, 2018;

3. That the Personnel and Finance Committee and the Planning and Community Relations

Committee be disbanded effective December 31, 2018;

4. That the approved KCCA Administrative By‐Law dated September 19, 2018 be forwarded to

the Minister of Natural Resources and Forestry and the Minister of Environment Conservation

and Parks.

PURPOSE: To present members with a new Administrative By‐Law for Kettle Creek Conservation Authority. SUMMARY:

The proposed Administrative By‐Law was introduced at the August 15, 2018 Full Authority

Meeting

Members were asked to provide feedback to staff by August 31, 2018

The following changes were made to the proposed By‐Law based on comments received and

our highlighted in red in the attached copy:

Section Change

B Governance Section 2 “Officers” “To serve as an ex‐officio trustee to the Kettle

Creek Environmental Trust” to the

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responsibilities for the Chair and General

Manager/Secretary Treasurer. This is in

keeping with the by‐laws of the Kettle Creek

Environmental Trust.

B Governance Section 19 “By‐Law Review” The By‐Law will be reviewed every 4 years

instead of every 5 years.

C Meeting Procedures Section 9

“Members’ Attendance”

Noting that a member must miss three

consecutive regular meetings before the

absence is reported to the municipality.

C Meeting Procedures Section 15 “Notice of

Motion”

The word shall was added to written notice of motion. The following clarification was added on verbal notice of motion. The proposed wording was reviewed and approved by legal. A verbal notice of motion may be submitted to the Chair at the meeting in which case:

1) The Chair shall have the notice of motion read;

2) The Notice of Motion shall be recorded in the minutes and placed on the agenda for the next regular meeting; or

3) A motion may be introduced and considered at the meeting without notice if it is duly moved and seconded; and receives two‐thirds (2/3) vote of the members of the Authority present.

Written notice of motion is required for a motion to rescind, amend something previously adopted or to discharge a committee.

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Administrative By‐Law

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Administrative By-Law Revision: 00 Approved: Page 2 of 32 Administrative By-Law

Contents Introduction .................................................................................................................................................. 4

A. Definitions ............................................................................................................................................. 6

B. Governance ........................................................................................................................................... 7

1. Members ........................................................................................................................................... 7

a) Appointments ............................................................................................................................... 7

b) Term of Member Appointments ................................................................................................... 7

c) Powers of the General Membership ............................................................................................. 7

2. Officers .......................................................................................................................................... 9

3. Absence of Chair and Vice‐Chair(s) ............................................................................................. 10

4. Maximum Term for Chair and Vice‐Chair(s) ............................................................................... 10

5. Representatives to Conservation Ontario Council ...................................................................... 10

6. Election of Chair and Vice‐Chairs ................................................................................................ 10

7. Appointment of Auditor .............................................................................................................. 10

8. Appointment of Financial Institution ............................................. Error! Bookmark not defined.

9. Appointment of Solicitor ................................................................ Error! Bookmark not defined.

10. Financial Statements and Report of the Auditor ........................................................................ 11

11. Borrowing Resolution ................................................................................................................. 11

12. Levy Notice .................................................................................................................................. 11

13. Signing Officers ........................................................................................................................... 11

14. Executive Committee .................................................................................................................. 11

15. Advisory Boards and Other Committees .................................................................................... 11

16. Remuneration of Members......................................................................................................... 12

17. Records Retention ....................................................................................................................... 12

18. Records Available to Public ......................................................................................................... 13

19. By‐law Review ............................................................................................................................. 13

20. By‐law Available to Public ........................................................................................................... 13

21. Enforcement of By‐laws and Policies .......................................................................................... 13

22. Indemnification of Members, Officers and Employees .............................................................. 14

C. Meeting Procedures ........................................................................................................................ 14

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1. Rules of Procedure .................................................................................................................... 144

2. Notice of Meeting ..................................................................................................................... 144

3. Meetings Open to Public ............................................................................................................. 15

4. Agenda for Meetings ................................................................................................................. 155

5. Quorum ..................................................................................................................................... 155

6. Order of Business ...................................................................................................................... 166

7. Debate ....................................................................................................................................... 166

8. Matters of Precedence................................................................................................................ 17

9. Members’ Attendance .............................................................................................................. 177

10. Electronic Participation ............................................................................................................. 177

11. Delegations ................................................................................................................................. 18

12. Annual Meeting ........................................................................................................................... 18

13. Meetings with Closed Sessions ................................................................................................... 19

14. Voting .......................................................................................................................................... 20

15. Notice of Motion ....................................................................................................................... 200

16. Motion to Reconsider ............................................................................................................... 211

17. Duties of the Meeting Chair ...................................................................................................... 211

18. Conduct of Members ................................................................................................................ 221

19. Minutes of Meetings ................................................................................................................... 22

D. Approval of By‐law and Revocation of Previous By‐law(s) ........................................................... 233

E. Appendices to the Administrative By‐law ....................................................................................... 24

Appendix 1 ‐ Code of Conduct .......................................................................................................... 244

Appendix 2 ‐ Conflict of Interest ....................................................................................................... 288

Appendix 3 ‐ Procedure for Election of Officers ............................................................................... 300

Appendix 4 – Terms of Reference for the Executive Committee ..................................................... 302

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Introduction Kettle Creek Conservation Authority is a non‐share corporation, established under Section 3 of the

Conservation Authorities Act, with the objects to provide, in the area over which it has jurisdiction,

programs and services designed to further the conservation, restoration, development and

management of natural resources other than gas, coal and minerals.

Under the Act, municipalities within a common watershed are enabled to petition the province to

establish a conservation authority. The purpose of the Act is to provide for the organization and delivery

of programs and services that further the conservation, restoration, development and management of

natural resources in watersheds in Ontario. The Authority is comprised of its Members, appointed as

representatives by the Participating Municipalities:

City of London

City of St. Thomas

Township of Malahide

Municipality of Middlesex Centre

Municipality of Central Elgin

Municipality of Thames Centre

Township of Southwold

The Vision of Kettle Creek Conservation Authority is “People in Harmony with Nature.” The Mission of

the Kettle Creek Conservation Authority is, “to guide the conservation of ecosystems on a watershed

basis.”

The Members of the Conservation Authority form the General Membership of the Conservation

Authority. The Members are bound by the Act and other applicable legislation. The Authority must

always act within the scope of its powers. As a non‐share corporation, the Authority has the capacity

and, subject to the Act and other applicable legislation, the rights, powers and privileges of a natural

person. The powers of a conservation authority to accomplish its objects are set out in the Act,

including those identified under subsection 21(1).

Powers of authorities

21 (1) For the purposes of accomplishing its objects, an authority has power,

(a) to study and investigate the watershed and to determine programs and services whereby the

natural resources of the watershed may be conserved, restored, developed and managed;

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(b) for any purpose necessary to any project under consideration or undertaken by the authority,

to enter into and upon any land and survey and take levels of it and make such borings or sink

such trial pits as the authority considers necessary;

(c) to acquire by purchase, lease or otherwise and to expropriate any land that it may require, and,

subject to subsection (2), to sell, lease or otherwise dispose of land so acquired;

(d) despite subsection (2), to lease for a term of five years or less land acquired by the authority;

(e) to purchase or acquire any personal property that it may require and sell or otherwise deal

therewith;

(f) to enter into agreements for the purchase of materials, employment of labour and other

purposes as may be necessary for the due carrying out of any project or to further the authority’s

objects;

(g) to enter into agreements with owners of private lands to facilitate the due carrying out of any

project;

(h) to determine the proportion of the total benefit afforded to all the participating municipalities

that is afforded to each of them;

(i) to erect works and structures and create reservoirs by the construction of dams or otherwise;

(j) to control the flow of surface waters in order to prevent floods or pollution or to reduce the

adverse effects thereof;

(k) to alter the course of any river, canal, brook, stream or watercourse, and divert or alter, as well

temporarily as permanently, the course of any river, stream, road, street or way, or raise or sink

its level in order to carry it over or under, on the level of or by the side of any work built or to be

built by the authority, and to divert or alter the position of any water‐pipe, gas‐pipe, sewer, drain

or any telegraph, telephone or electric wire or pole;

(l) to use lands that are owned or controlled by the authority for purposes, not inconsistent with

its objects, as it considers proper;

(m) to use lands owned or controlled by the authority for park or other recreational purposes, and

to erect, or permit to be erected, buildings, booths and facilities for such purposes and to make

charges for admission thereto and the use thereof;

(m.1) to charge fees for services approved by the Minister;

Note: On a day to be named by proclamation of the Lieutenant Governor, clause 21 (1) (m.1)

of the Act is repealed. (See: 2017, c. 23, Sched. 4, s. 19 (3))

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(n) to collaborate and enter into agreements with ministries and agencies of government,

municipal councils and local boards and other organizations and individuals;

(o) to plant and produce trees on Crown lands with the consent of the Minister, and on other

lands with the consent of the owner, for any purpose;

(p) to cause research to be done;

(q) generally to do all such acts as are necessary for the due carrying out of any project or as may

be desirable to further the objects of the authority.

A. Definitions “Authority” means the Kettle Creek Conservation Authority.

“Act” means the Conservation Authorities Act, R.S.O. 1990, chapter C.27

“Chair” means the Chairperson as referenced in the Act as elected by the Members of the Authority.

“General Manager/Secretary Treasurer” means the General Manager or Chief Administrative Officer of the Authority, and which may, by resolution of the Authority, include the responsibilities of the Secretary‐Treasurer if so designated by resolution of the Authority. “Fiscal Year” means the period from January 1 through December 31. “General Membership” means all of the Members, collectively. “Levy” means the amount of costs apportioned to participating municipalities in accordance with the Act and Regulations under the Act. “Majority” means half of the votes plus one. “Members” shall mean the members appointed to the Authority by the participating municipalities in the Authority’s area of jurisdiction.

“Minister” means the Minister responsible for administration of the Act. “Non‐matching Levy” means that portion of an Authority’s levy that meets the definition of non‐matching levy as found in Ontario Regulation 139/96. “Officer” means an officer of the Authority empowered to sign contracts, agreements and other documents on behalf of the Authority in accordance with section 19.1 of the Act, which shall include the Chair, Vice‐Chair(s) the Chief Administrative Officer and the Secretary‐Treasurer (or the General Manager/Secretary‐Treasurer, if applicable).

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“Participating Municipality” means a municipality that is designated by or under the Act as a participating municipality in a conservation authority. “Pecuniary Interest” includes the financial or material interests of a Member and the financial or material interests of a member of the Member’s immediate family. “Secretary‐Treasurer” means Secretary‐Treasurer of the Authority with the roles specified in the Act. “Staff” means employees of the Authority as provided for under Section 18(1) of the Act. “Vice‐Chair” means the Vice‐Chairperson as elected by the Members of the Authority. If a first and second Vice‐Chair are elected, they shall be called First Vice‐Chair and Second Vice‐Chair. “Weighted Majority” means the votes of 51 per cent of those represented after the votes are weighted by the percentage that applies under Ontario Regulation 139/96 for Municipal Levies.

B. Governance

1. Members

a) Appointments

Participating Municipalities within the jurisdiction of the Kettle Creek Conservation Authority may appoint Members in accordance with Section 14 of the Act. Appointed Members must reside in a Participating Municipality within the Authority’s area of jurisdiction and may include citizens as well as elected members of municipal councils.

Collectively, the appointed Members comprise the Authority, and for the purposes of this by‐law are also referred to as the General Membership.

b) Term of Member Appointments

In accordance with Section 14 of the Act, a Member shall be appointed for a term of up to four years at the discretion of the appointing municipal council; such term beginning at the first meeting of the Authority following his or her appointment and ending immediately before the first meeting of the Authority following the appointment of his or her replacement. The Secretary‐Treasurer shall notify the appropriate municipality in advance of the expiration date of any Member’s term, unless notified by the municipality of the Member’s reappointment or the appointment of his or her replacement. A Member is eligible for reappointment. A Member can be replaced by a Participating Municipality at the municipality’s discretion prior to the end of their term.

c) Powers of the General Membership

Subject to the Act and other applicable legislation, the General Membership is empowered without restriction to exercise all of the powers prescribed to the Authority under the Act. In

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addition to the powers of an authority under s.21 of the Act for the purposes of accomplishing its objects, as referenced in the introduction of this By‐law, the powers of the General Membership include but are not limited to:

i. Approving by resolution, the creation of Committees and/or Advisory Boards, the members thereof and the terms of reference for these Committees and/or Advisory Boards;

ii. Appointing a General Manager/Secretary‐Treasurer; iii. Terminating the services of the General Manager/Secretary‐Treasurer. iv. Approving establishing and implementing regulations, policies and programs; v. Awarding contracts or agreements where the approval of the Authority is required under

the Authority’s purchasing policy. vi. Appointing an Executive Committee and delegate to the Committee any of its powers

except: i. The termination of the services of the General Manager/Secretary‐Treasurer, ii. The power to raise money, and iii. The power to enter into contracts or agreements other than those contracts or

agreements as are necessarily incidental to the works approved by the Authority. vii. Approving by resolution, any new capital project of the Authority; viii. Approving by resolution, the method of financing any new capital projects; ix. Approving details on budget allocations on any new or existing capital projects; x. Approving of the total budget for the ensuing year, and approving the levies to be paid by

the Participating Municipalities; xi. Receiving and approving the Financial Statements and Report of the Auditor for the

preceding year; xii. Authorizing the borrowing of funds on the promissory note of the Authority in accordance

with subsection 3(5) of the Act; xiii. Approving by resolution, any proposed expropriation of land or disposition of land, subject

to the requirements under the Act; xiv. Approving permits or refusing permission as may be required under any regulations made

under Section 28 of the Act including the delegation of this responsibility to the approved Regulation Approval Officer consistent with Regulation 181/06;

xv. Holding hearings required for the purpose of reviewing permit applications, and advising every applicant of their right to appeal the decision to the Minister through the Mining and Lands Tribunal;

d) Member Accountability

Participating Municipalities appoint Members to the Authority as their representatives. Members have the responsibilities of Directors of the corporation that is the Authority. While the administration is responsible for the day‐to‐day operations, the General Membership is responsible for matters of governance, ensuring compliance with applicable legislation, and ensuring appropriate policies are in place and for financial soundness of the Authority. All Members have the responsibility to be guided by and adhere to the Code of Conduct (Appendix 1) and Conflict of Interest Policy (Appendix 2), as adopted by the Authority. Members are responsible for:

i. Attending all meetings of the Authority;

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ii. Understanding the purpose, function and responsibilities of the Authority; iii. Being familiar with the Authority’s statutory and other legal obligations; iv. With the administration, setting strategic direction for the Authority.

e) Applicable Legislation

In addition to the Act, the Members are subject to other legislation including, but not limited to:

Municipal Conflict of Interest Act

Municipal Freedom of Information and Protection of Privacy Act

If any part of the by‐law conflicts with any provision of the Municipal Conflict of Interest Act or the Municipal Freedom of Information and Protection of Privacy Act or a provision of a regulation made under one of those acts, the provision of that act or regulation prevails.

f) Relationship Between Members and Staff

The General Membership relies on the General Manager/Secretary‐Treasurer to manage the operations of the organization, including all employees of the Authority. The General Manager/Secretary‐Treasurer is accountable to the Authority, working cooperatively to achieve the goals established by the Authority.

The General Membership will ensure that a process exists for regular performance evaluations of the General Manager/Secretary‐Treasurer.

2. Officers

The Officers of the Authority, and their respective responsibilities, shall be:

Chair

Is a Member of the Authority;

Presides at all meetings of the General Membership (and Executive Committee if applicable);

Calls special meetings if necessary;

Acts as a public spokesperson on behalf of the General Membership;

Serves as signing officer for the Authority;

Ensures relevant information and policies are brought to the Authority’s attention;

Keeps the General Membership apprised of significant issues in a timely fashion;

Performs other duties when directed to do so by resolution of the Authority;

Serve as an ex‐officio trustee on the Kettle Creek Environmental Trust.

Vice‐Chair(s)

Is/are a Member(s) of the Authority;

Attends all meetings of the Authority (and Executive Committee if applicable);

Carries out assignments as requested by the Chair;

Understands the responsibilities of the Chair and acts as Chair immediately upon the death, incapacity to act, absence or resignation of the Chair until such time as a new Chair is appointed or until the Chair resumes his/her duties;

Serves as a signing officer for the Authority.

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General Manager/Secretary Treasurer

Responsibilities of the General Manager/Secretary‐Treasurer as assigned by the Authority include, but are not limited to the following:

Is an employee of the Authority;

Attends all meetings of the General Membership (and Executive Committee if applicable) or designates an acting General Manager/Secretary‐Treasurer if not available;

Works in close collaboration with the Chair and Vice‐Chair(s) and keeps them apprised of relevant information and significant issues in a timely fashion;

Develops a strategic plan for approval by the General Membership and implements short and long‐range goals and objectives;

Is responsible for the management of the operations of the Authority, including all staff and programs of the Authority;

Ensures resolutions of the Authority are implemented in a timely fashion;

Develops and maintains effective relationships and ensures good communications with Participating Municipalities, federal and provincial government ministries/agencies, Indigenous communities, other conservation authorities, Conservation Ontario, stakeholders, community groups and associations;

Serves as a signing officer for the Authority.

Fulfills the requirements of the Secretary‐Treasurer as defined in the Act;

Is the custodian of the Corporate Seal;

Serves as an ex‐officio trustee on the Kettle Creek Environmental Trust.

3. Absence of Chair and Vice‐Chair(s)

In the event of the absence of the Chair and Vice‐Chair(s) from any meeting, the members shall appoint an Acting Chair who, for the purposes of that meeting has all the powers and shall perform all the duties of the Chair.

4. Maximum Term for Chair and Vice‐Chair(s)

There is no maximum number of terms that may be served for the office of Chair or Vice‐Chair.

5. Representatives to Conservation Ontario Council

The Authority may appoint Representatives to Conservation Ontario Council (“Council”) in accordance with the Conservation Ontario By‐law. Representatives will be appointed annually.

6. Election of Chair and Vice‐Chairs

The election of the Chair and one or more Vice‐Chairs shall be held at the first meeting held each year in accordance with the Authority’s Procedures for Election of Officers (Appendix 3).

7. Appointment of Auditor

The General Membership shall appoint an auditor at the first meeting held each year.

8. Appointment of Financial Institution

The General Membership shall appoint a financial institution at the first meeting held each year.

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9. Appointment of Solicitor

The General Membership shall appoint a solicitor at the first meeting held each year.

10. Financial Statements and Report of the Auditor

The General Membership shall receive and approve the Audited Financial Statements and Report of the Auditor annually for the previous year at the Annual General Meeting. The Authority shall forward copies of the Audited Financial Statements and Report of the Auditor to Participating Municipalities and the Minister of Natural Resources and Forestry in accordance with Section 38 of the Act and will make the Audited Financial Statements available to the public. The Approved Audited Financial Statements will be posted to the Authority’s web site within 30 days of approving the auditor’s report.

11. Borrowing Resolution

If required, the Authority shall establish a borrowing resolution by March 31 of each year and such resolution shall be in force until it is superseded by another borrowing resolution.

12. Levy Notice

The levy due to the Authority from participating municipalities shall be communicated to those municipalities in accordance with the Act and any applicable Regulations.

13. Signing Officers

The Chair, Vice‐Chair, General Manager/Secretary Treasurer and Director of Operations are designated as signing officers for the Authority. All deeds, transfers assignments, contracts and obligations entered into by the Authority shall be signed by two signing officers as follows: one of the Chair or Vice‐Chair and one of the General Manager/Secretary Treasurer or Director of Operations. Signing officers are empowered to sign such documents as are necessary for works approved by the Authority. Only one signing officer is required to authorize short‐term (less than one year) contracts. Financial transactions, including payments and transfers may be signed in accordance with the Authority’s Finance and Purchasing Policies and Procedures. Signing authority that was authorized by any previous Administration Regulation or By‐law is superseded by this By‐law.

14. Executive Committee

The Authority may appoint an Executive Committee at the first meeting of the General Membership each year in accordance with the Section 19 of the Act and Section 1(c)(vi) of this By‐law.

15. Advisory Boards and Other Committees

In accordance with Section 18(2) of the Act, the Authority shall establish such advisory boards as required by regulation and may establish such other advisory boards or committees as it considers appropriate to study and report on specific matters.

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The General Membership shall approve the terms of reference for all such advisory boards and committees, which shall include the role, the frequency of meetings and the number of members required.

Resolutions and policies governing the operation of the Authority shall be observed in all advisory board and committee meetings.

Each advisory board or committee shall report to the General Membership, presenting any recommendations made by the advisory board or committee.

The dates of all advisory board and committee meetings shall be made available to all Members of the Authority.

16. Remuneration of Members

The Authority shall establish a per‐diem rate from time to time to be paid to Members for attendance at General Meetings and Advisory Board or Committee meetings, and at such other business functions as may be from time to time requested by the Chair, through the Secretary‐Treasurer. In addition, an honorarium may be approved by the Authority for the Chair and Vice‐chair(s) as compensation for their additional responsibilities. A single per‐diem will be paid for attendance at more than one meeting if they occur consecutively on the same day. If no quorum is present, the per diem rate shall be paid to those in attendance.

The Authority shall reimburse Members’ reasonable travel expenses incurred for the purpose of attending meetings and/or functions on behalf of the Authority. A per‐kilometre rate to be paid for use of a personal vehicle shall be approved by Resolution of the General Membership from time‐to‐time. Requests for such reimbursements shall be submitted within a timely fashion and shall be consistent with Canada Revenue Agency guidelines.

17. Records Retention

The Authority shall keep full and accurate records including, but not limited to: i. Minutes of all meetings of the Authority, including registries of statements of interests in

accordance with the Municipal Conflict of Interest Act; ii. Assets, liabilities, receipts and disbursements of the Authority and Financial Statements

and Reports of the Auditors; iii. Human Resources Files for all employees and Members as applicable; iv. Workplace Health and Safety documents including workplace inspections, workplace

accidents, investigations, etc.; v. Electronic Communications including emails vi. Contracts and Agreements entered into by the Authority; vii. Strategic Plans and other documents providing organizational direction viii. Projects of the Authority; ix. Technical Studies and data gathered in support of Programs of the Authority; x. Legal Proceedings involving the Authority; xi. Incidents of personal injury or property damage involving the Authority and members of

the public.

Such records shall be retained and protected in accordance with all applicable laws and the Records Retention Policy of the Authority as approved by the General Membership from time‐to‐time.

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18. Records Available to Public

Records of the Authority shall be made available to the public, subject to requirements of the Municipal Freedom of Information and Protection of Personal Privacy Act (MFIPPA). The Authority may by motion, designate from among the members, an individual or a committee

of the board of directors to act as head of the Authority for the purposes of the Municipal

Freedom of Information and Protection or Personal Privacy Act (MFIPPA).

The Authority may designate in writing from among the members, an individual or a committee of

the Authority to act as head of the Authority for the purposes of MFIPPA.

If no person is designated as head of the Authority under Section 3 of MFIPPA, the head shall be,

(a) the Board of Directors of the Authority; and

(b) the head shall be the members of the Authority elected or appointed to the Board of

Directors of the Authority, commission or other body.

19. By‐law Review

In accordance with the Act, these by‐laws shall be reviewed by the Authority to ensure the by‐laws are in compliance with the Act and any other relevant law. The General Membership shall review the by‐laws on a regular basis to ensure best management practices in governance are being followed. The General Membership shall review the by‐laws every four (4) years to ensure best management practices in governance are being followed. Amendments or additions to these by‐laws may only be made by resolution of the Authority which receives a two‐thirds majority from the members present.

20. By‐law Available to Public

In accordance with the Act, the Authority shall make its by‐laws available to the public on the Authority’s website. By‐laws shall also be available for review by any member of the public at the Authority’s administration centre or provided in alternative formats, in accordance with the Accessibility for Ontarians with Disabilities Act, if requested by interested parties.

21. Enforcement of By‐laws and Policies

The Members shall respect and adhere to all applicable by‐laws and policies (for example, the Code of Conduct and Conflict of Interest). The Authority may take reasonable measures to enforce its by‐laws and policies, including the enforcement mechanisms under the Municipal Conflict of Interest Act. The procedure for enforcement will include:

- an investigation regarding the alleged breach; - an opportunity for the affected member to respond to the allegation; - communication of the findings of the investigation and the affected member’s response

will be communicated to the General Membership in a closed meeting; - notification to the appointing municipality of the outcome of the investigation

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22. Indemnification of Members, Officers and Employees

The Authority undertakes and agrees to indemnify and save harmless its Members, Officers and Employees and their heirs and legal representatives, respectively, from and against all costs, charges and expenses, including all amounts paid to settle an action or satisfy any judgement, reasonably incurred by any such Member, Officer or Employee in respect of any civil, criminal or administrative action or proceeding to which any such Member, Officer or Employee is made a party by reason of being a Member, Officer or Employee of the Authority (except in respect of an action by or on behalf of the Authority to procure a judgment in its favour) if;

such Member, Officer or Employee acted honestly, in good faith with a view to the best interests of the Authority and within the scope of such Member's, Officer's or Employee's duties and responsibilities, and,

in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty that such Member, Officer or Employee had reasonable grounds for believing that the conduct was lawful.

C. Meeting Procedures The Meeting Procedures below governing the procedure of the Authority shall be observed in Executive Committee and Advisory Board meetings, as far as they are applicable, and the words Executive Committee or Advisory Board may be substituted for the word Authority as applicable.

1. Rules of Procedure

In all matters of procedure not specifically dealt with under the Act and this By‐law, the current edition of Robert’s Rules of Order shall be binding. The Authority may choose to conduct its business as a committee of the whole.

2. Notice of Meeting

The General Membership shall approve a schedule for regular meetings in advance. The Secretary‐Treasurer shall send Notice of regular meetings to all Members at least five calendar days in advance of a meeting. Notice of all regular or special meetings of the General Membership or its committees shall be made available to the public as soon as possible after its delivery to General Membership.

Notice of any meeting shall indicate the time and place of that meeting and the agenda for the meeting. All material and correspondence to be dealt with at a meeting will be submitted to the Secretary‐Treasurer in advance of the meeting 10 days prior if it is to be included in the published agenda, or 3 days prior if it is to be introduced at the meeting. The Chair may, at his/her pleasure, call a special meeting of the Authority as necessary on 72 hours notice in writing or email. That notice shall state the business of the special meeting and only that business shall be considered at that special meeting. Any member, with 50% support of

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the other members, may also request the Chair to call a meeting of the Authority and the Chair will not refuse. The Chair or the Secretary‐Treasurer may, by notice in writing or email delivered to the members so as to be received by them at least 12 hours before the hour appointed for the meeting, postpone or cancel any meeting of an Advisory Board or other committee until the next scheduled date for the specific Advisory Board or committee affected. The Chair or the Secretary‐Treasurer may, if it appears that a storm or like occurrence will prevent the members from attending a meeting, postpone that meeting by advising as many members as can be reached. Postponement shall not be for any longer than the next regularly scheduled meeting date.

3. Meetings Open to Public

All meetings of the General Membership and Executive Committee, if applicable, shall be open to the public.

A meeting or part of a meeting may be closed to the public if the subject matter being considered is identified in the closed meeting section of the Agenda and the subject matter meets the criteria for a closed meeting as defined in this by‐law.

4. Agenda for Meetings

Authority staff, under the supervision of the Secretary‐Treasurer, shall prepare an agenda for all regular meetings of the Authority that shall include, but not necessarily be limited to, the following headings:

1. Introductions and Declarations of Pecuniary Interest 2. Delegations 3. Minutes of Meetings 4. Matters Arising 5. Statement of Revenue and Expenses 6. Correspondence 7. New Business 8. Business to be conducted in Closed Session 9. Notice of Next Meeting 10. Adjournment

The agenda for special meetings of the Authority shall be prepared as directed by the Chair. Agendas for meetings shall be forwarded to all Members at least five calendar days in advance of the meeting. Such agendas shall be made available to the public on the Authority’s website at the same time, unless the meeting is closed to the public in accordance with this by‐law. Such agendas shall also be available in alternative formats, in accordance with the Accessibility for Ontarians with Disabilities Act, if requested by interested parties.

5. Quorum

At any meeting of the General Membership, a quorum consists of fifty percent plus one of the members appointed by the municipalities. At any Executive Committee, advisory board or

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committee meeting, a quorum consists of fifty percent plus one the members of the Executive Committee, advisory board or committee. If there is no quorum within one half hour after the time appointed for the meeting, the Chair for the meeting shall declare the meeting adjourned due to a lack of a quorum, or shall recess until quorum arrives, and the recording secretary shall record the names of the Members present and absent. If during an Authority or Advisory Board or Committee meeting a quorum is lost, then the Chair shall declare that the meeting shall stand recessed or adjourned, until the date of the next regular meeting or other meeting called in accordance with the provisions of this by‐law. Where the number of Members who are disabled from participating in a meeting due to the declaration of a conflict of interest is such that at that meeting the remaining Members are not of sufficient number to constitute a quorum, the remaining number of Members shall be deemed to constitute a quorum, provided such number is not less than two. No delegations shall be covered, no business shall be conducted and no decisions be considered in the absence of quorum.

6. Order of Business

The business of the Authority shall be taken up in the order in which it stands on the agenda unless otherwise decided by a majority of those Members present. No Member shall present any matter to the Authority for its consideration unless the matter appears on the agenda for the meeting of the Authority or leave is granted to present the matter by the affirmative vote of a majority of the Members present.

7. Debate

The Authority shall observe the following procedures for discussion/debate on any matter coming before it:

a) A Member shall be recognized by the Chair prior to speaking;

b) Where two or more Members rise to speak, the Chair shall designate the Member who has the floor, who shall be the Member who in the opinion of the Chair was first recognized;

c) All questions and points of discussion shall be directed through the Chair;

d) Where a motion is presented, it shall be moved and seconded before debate;

e) No Member shall speak more than once to the same question without leave from the Chair, except in explanation of a material part of the speech;

f) No Member shall speak more than 5 minutes without leave of the Chair; g) Any Member may ask a question of the previous speaker through the Chair;

h) The Member who has presented a motion, other than a motion to amend or dispose of a motion, may speak again to the motion immediately before the Chair puts the motion to a vote;

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i) When a motion is under debate, no motion shall be received other than a motion to amend, to defer action, to refer the question, to take a vote, to adjourn, or to extend the hour of closing the proceedings;

j) When a motion is under consideration, only one amendment is permitted at a time.

8. Matters of Precedence

The following matters shall have precedence over the usual order of business:

a) a point of order; b) matter of privilege;

c) a matter of clarification; d) a motion to suspend a rule of procedure or to request compliance with the rules of procedure; e) a motion that the question be put to a vote; f) a motion to adjourn.

9. Members’ Attendance

The Authority shall provide a listing of Members’ attendance at scheduled meetings of the Authority to the Participating Municipalities at least annually. Upon a Member’s vacancy due to death, incapacity or resignation occurring in any office of the Authority, the Authority shall request the municipality that was represented by that Member appoint a Member replacement. In the event that municipally‐appointed member misses three consecutive regular meetings without prior notice, the Authority will advise the member’s municipality of the absences.

If a Member is unable to attend any meeting and wishes to bring any additional information or opinion pertaining to an agenda item to the General Membership, the Member shall address in writing or email to the Chair or Secretary‐Treasurer such correspondence prior to the start of the meeting. The correspondence shall be read aloud by the Secretary‐Treasurer without comment or explanations.

10. Electronic Participation

Members may participate in a meeting that is open to the public by telephonic or other electronic means that permits all participants to communicate adequately with each other during the meeting. A Member participating in a meeting electronically shall not be counted in determining quorum. A Member shall not participate electronically in a meeting that is closed to the public.

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11. Delegations

Any person or organization who wishes to address the Authority may make a request in writing or email to the Secretary‐Treasurer. The request should include a brief statement of the issue or matter involved and indicate the name of the proposed speaker. If such request is received 10 days in advance of a scheduled meeting, the delegation shall be listed on the published agenda. Requests must be submitted to the General Manager/Secretary‐Treasurer and should include the business to be discussed and the delegate’s name. Any person or organization requesting an opportunity to address the Authority, but not having made a written request to do so in the timelines specified above, may notify the General Manager/Secretary‐Treasurer on the Monday prior to the scheduled Full Authority/Committee meeting provided the item to be discussed is included on the published Agenda. The delegation may appear before the meeting if approved by two thirds of members present, or shall be listed on the published agenda for the following meeting.

Except by leave of the Chair or appeal by the leave of the meeting, delegations shall be limited to one (1) speaker for not more than 10 minutes. Speakers will be requested not to repeat what has been said by previous speakers at the meeting. A returning delegation will only be allowed to speak again if new, relevant information has become available since their previous presentation. The Chair may choose to end a returning delegation’s presentation if, in the opinion of the Chair, the new information being presented is not relevant to a decision facing the General Membership. Speakers will be asked to follow KCCA’s Handling Unreasonable Behavior and Public Meeting Decorum Policy. There shall be no debate between such speakers and members of the Authority or staff, provided however that questions may be asked by members of the Authority following the presentation of the speaker. If there is a resolution put forward after the deputation, then the resolution must be dealt with under New Business. Under New Business the matter can be:

a) Dealt with immediately, or b) Request a report from the staff, or c) Refer the matter to another meeting at which time a report is to be presented

by staff. Every petition, protest, or other written application intended to be presented to the Full Authority, must be legibly written or printed on paper and signed by at least one person.

12. Annual Meeting

The Authority shall designate one meeting of the General Membership before March 1 each year as the annual meeting and shall include the following items on the agenda, in addition to the normal course of business:

i. Approval of the Financial Statements and Report of the Auditor for the prior year ii. Approval of Budget and Levies

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13. Meetings with Closed Sessions

Every meeting of the General Membership, Executive Committee, Advisory Boards and other Committees, if applicable, shall be open to the public as per Section 15(3) of the Act, subject to the exceptions set out below. Meetings may be closed to the public if the subject matter being considered relates to:

a) The security of the property of the Authority; b) Personal matters about an identifiable individual, including employees of the Authority; c) A proposed or pending acquisition or disposition of land by the Authority; d) Labour relations or employee negotiations; e) Litigation or potential litigation, including matters before administrative tribunals (e.g. Local

Planning Appeal Tribunal), affecting the Authority; f) Advice that is subject to solicitor‐client privilege; g) A matter in respect of which the General Membership, Executive Committee, Advisory

Board or committee or other body may hold a closed meeting under another act; h) Information explicitly supplied in confidence to the Authority by Canada, a province or

territory or a Crown agency of any of them; i) A trade secret or scientific, technical, commercial, financial or labour relations information,

supplied in confidence to the Authority, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization;

j) A trade secret or scientific, technical, commercial or financial information that belongs to the Authority and has monetary value or potential monetary value; or

k) A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the Authority.

The Authority shall close a meeting if the subject matter relates to the consideration of a request under MFIPPA, and the Authority is the head of an institution for the purposes of MFIPPA.

Before holding a meeting or part of a meeting that is to be closed to the public, the Members shall state by resolution during the open session of the meeting that there will be a meeting closed to the public and the general nature of the matter to be considered at the closed meeting. Once matters have been dealt with in a closed meeting, the General Membership shall reconvene in an open session. The General Membership shall not vote during a meeting that is closed to the public, unless:

a) the meeting meets the criteria outlined in this by‐law to be closed to the public; and b) the vote is for a procedural matter or for giving directions or instructions to Officers,

employees or agents of Authority.

Any materials presented to the General Membership during a closed meeting shall be returned to the Secretary‐Treasurer prior to departing from the meeting and shall be treated in accordance with the Authority’s procedures for handling confidential material. A meeting of the Authority, executive committee, advisory board or other committee may also be closed to the public if:

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a) the meeting is held for the purpose of educating or training the Members, and b) at the meeting, no Member discusses or otherwise deals with any matter in a way that

materially advances the business or decision‐making of the authority, the executive committee, advisory board or other committee.

14. Voting

In accordance with Section 16 of the Act:

a) each Member is entitled to one vote, and b) a majority vote of the Members present at any meeting is required upon all matters

coming before the meeting. According to the above, the Chair is entitled to vote. If any Member who is qualified to vote abstains from voting, they shall be deemed to have voted neither in favour nor opposed to the question, which will not alter the number of votes required for a majority. On a tie vote, the motion is lost. Interrelated motions shall be voted on in the order specified in Robert’s Rules of Order. Unless a Member requests a recorded vote, a vote shall be by a show of hands or such other means as the Chair may call. No question shall be voted upon more than once at any meeting, unless a recorded vote is requested. If a member present at a meeting at the time of the vote requests immediately before or after the taking of the vote that the vote be recorded, each member present taken by alphabetical surname with the Chair voting last, except a member who is disqualified from voting by any Act, shall announce his or her vote openly answering “yes” or “no” to the question, and the Secretary‐Treasurer shall record each vote. At the meeting of the Authority at which the Non‐Matching Levy is to be approved, the Secretary‐Treasurer shall conduct the vote to approve of Non‐Matching Levy by a Weighted Majority of the Members present and eligible to vote, in accordance with Ontario Regulation 139/96. Where a question under consideration contains more than one item, upon the request of any Member, a vote upon each item shall be taken separately. Except as provided in Section B, Paragraph 6 of this By‐law (Election of Chair and Vice‐Chair), no vote shall be taken by ballot or by any other method of secret voting, and every vote so taken is of no effect.

15. Notice of Motion

Written notice of motion to be made at an Authority, Executive Committee, advisory board or committee meeting shall be given to the Secretary‐Treasurer by any Member of the Authority not less than 7 days prior to the date and time of the meeting and shall be forthwith placed on the

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agenda of the next meeting. The Secretary‐Treasurer shall include such notice of motion in full in the agenda for the meeting concerned. Recommendations included in reports of advisory boards or committees that have been included in an agenda for a meeting of the General Membership or Executive Committee (if applicable), shall constitute notice of motion for that meeting. Recommendations included in staff reports that have been included in an agenda for a meeting of the General Membership or Executive Committee (if applicable), shall constitute notice of motion for that meeting. Notwithstanding the foregoing, any motion or other business may be introduced for consideration of the Authority provided that it is made clear that to delay such motion or other business for the consideration of an appropriate advisory board or committee would not be in the best interest of the Authority and that the introduction of the motion or other business shall be upon an affirmative vote of two‐thirds of the members of the Authority present. A verbal notice of motion may be submitted to the Chair at the meeting in which case:

1) The Chair shall have the notice of motion read; 2) The Notice of Motion shall be recorded in the minutes and placed on the agenda for the

next regular meeting; or 3) A motion may be introduced and considered at the meeting without notice if it is duly

moved and seconded; and receives two‐thirds (2/3) vote of the members of the Authority present.

Written notice of motion is required for a motion to rescind, amend something previously

adopted or to discharge a committee.

16. Motion to Reconsider

After a question has been decided, any member who voted thereof with the majority may at the next regular meeting of the Authority move for a reconsideration of the question.

No discussion of the main question shall be allowed until the reconsideration is carried, and no question shall be reconsidered more than once at any one meeting.

If a motion is made to reconsider a previous motion, a two‐thirds majority vote shall be required in order for reconsideration to take place. If a motion to reconsider is passed, the original motion shall then be placed on the agenda at a future meeting to be debated and voted upon, and the result of that vote, based on a simple majority, shall supersede.

17. Duties of the Meeting Chair

It shall be the duty of the Chair, with respect to any meetings over which he/she presides, to: a) Preserve order and decide all questions of order, subject to appeal; and without

argument or comment, state the rule applicable to any point of order if called upon to do so;

b) Ensure that the public in attendance does not in any way interfere or disrupt the proceedings of the Members;

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c) Receive and submit to a vote all motions presented by the Members, which do not contravene the rules of order or regulations of the Authority;

d) Announce the results of the vote on any motions so presented; e) Adjourn the meeting when business is concluded.

18. Conduct of Members

Members shall maintain a high standard for conduct and at all times comply with applicable laws and the Authority’s Code of Conduct (Appendix 1).

No Member at any meeting of the Authority shall:

a) Speak in a manner that is discriminatory in nature based on an individual’s race, ancestry, place of origin, citizenship, creed, gender, sexual orientation, age, colour, marital status, family status or disability;

b) Leave their seat or make any noise or disturbance while a vote is being taken or until the result is declared;

c) Interrupt a Member while speaking, except to raise a point of order or a question of privilege;

d) Speak disrespectfully or use offensive words against the Authority, the Members, staff, or any member of the public;

e) Speak beyond the question(s) under debate; f) Resist the rules of order or disobey the decision of the Chair on the questions or order or

practices or upon the interpretation of the By‐laws.

19. Minutes of Meetings

The Secretary‐Treasurer shall undertake to have a recording secretary in attendance at meetings of the Authority, the Executive Committee and each advisory board or committee. The recording secretary shall make a record in the form of minutes of the meeting proceedings and in particular shall record all motions considered at the meeting. If a recording secretary is not present in a closed session, the Secretary‐Treasurer shall take notes of any direction provided, for endorsement by the Chair and Vice‐Chair. Minutes of all meetings shall include the time and place of the meeting and a list of those present and shall state all motions presented together with the mover and seconder and voting results. The Secretary‐Treasurer or designate shall include draft minutes of the previous meeting available to each member of the Authority at the same time as agendas for the next meeting are distributed. After the minutes have been approved by resolution, original copies shall be signed by the Secretary‐Treasurer and copies of all non‐confidential minutes shall be posted on the Authority’s website. Such minutes shall also be available for review by any member of the public at the Authority’s administration centre or provided in alternative formats, in accordance with the Accessibility for Ontarians with Disabilities Act, if requested by interested parties.

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D. Approval of By‐law and Revocation of Previous By‐law(s)

Whereas the Conservation Authorities Act (Act) amendment requires conservation authorities to have

administrative practices that meet the requirements of Section 19.1 of the Act;

And Whereas Conservation Ontario endorsed the Conservation Authority (CA) Administrative By‐law

Model at their meeting held on April 16, 2018;

Therefore let it be resolved as follows:

1. That the proposed Kettle Creek Conservation Authority (KCCA) Administrative By‐Law be

approved and KCCA’s existing Administrative Regulations be repealed as of September 19,

2018;

2. That the Nominating Committee be disbanded effective September 19, 2018;

3. That the Personnel and Finance Committee and the Planning and Community Relations

Committee be disbanded effective December 31, 2018;

4. That the approved KCCA Administrative By‐Law dated September 19, 2018 be forwarded to

the Minister of Natural Resources and Forestry and the Minister of Environment Conservation

and Parks.

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E. Appendices to the Administrative By‐law

Appendix 1 ‐ Code of Conduct

1. Background

The Kettle Creek Conservation Authority demands a high level of integrity and ethical conduct from its General Membership. The Authority’s reputation has relied upon the good judgement of individual Members. A written Code of Conduct helps to ensure that all Members share a common basis for acceptable conduct. Formalized standards help to provide a reference guide and a supplement to legislative parameters within which Members must operate. Further, they enhance public confidence that Members operate from a base of integrity, justice and courtesy. The Code of Conduct is a general standard. It augments the laws which govern the behaviour of Members, and it is not intended to replace personal ethics. This Code of Conduct will also assist Members in dealing with confronting situations not adequately addressed or that may be ambiguous in Authority resolutions, regulations, or policies and procedures.

2. General

All Members, whether municipal councillors or appointed representatives of a municipality, are expected to conduct themselves in a manner that reflects positively on the Authority. All Members shall serve in a conscientious and diligent manner. No Member shall use the influence of office for any purpose other than for the exercise of his/her official duties. It is expected that Members adhere to a code of conduct that:

i. upholds the mandate, vision and mission of the Authority; ii. considers the Authority’s jurisdiction in its entirety, including their appointing

municipality; iii. respects confidentiality; iv. approaches all Authority issues with an open mind, with consideration for the

organization as a whole; v. exercises the powers of a Member when acting in a meeting of the Authority; vi. respects the democratic process and respects decisions of the General Membership,

Executive Committee, Advisory Boards and other committees; vii. declares any direct or indirect pecuniary interest or conflict of interest when one exists or

may exist; and viii. conducts oneself in a manner which reflects respect and professional courtesy and does

not use offensive language in or against the Authority or against any Member or any Authority staff.

3. Gifts and Benefits

Members shall not accept fees, gifts, hospitality or personal benefits that are connected directly or indirectly with the performance of duties, except compensation authorized by law.

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4. Confidentiality

The members shall be governed at all times by the provisions of the Municipal Freedom and Information and Protection of Privacy Act. All information, documentation or deliberations received, reviewed, or taken in a closed meeting are confidential. Members shall not disclose or release by any means to any member of the public, either in verbal or written form, any confidential information acquired by virtue of their office, except when required by law to do so. Members shall not permit any persons, other than those who are entitled thereto, to have access to information which is confidential. In the instance where a member vacates their position on the General Membership they will continue to be bound by MFIPPA requirements. Particular care should be exercised in protecting information such as the following:

i. Human Resources matters; ii. Information about suppliers provided for evaluation that might be useful to other

suppliers; iii. Matters relating to the legal affairs of the Authority; iv. Information provided in confidence from an Aboriginal community, or a record that if

released could reasonably be expected to prejudice the conduct of relations between an Aboriginal community and the Authority;

v. Sources of complaints where the identity of the complainant is given in confidence; vi. Items under negotiation; vii. Schedules of prices in tenders or requests for proposals; viii. Appraised or estimated values with respect to the Authority’s proposed property

acquisitions or dispositions; ix. Information deemed to be “personal information” under MFIPPA.

The list above is provided for example and is not exhaustive.

5. Use of Authority Property

No Member shall use for personal purposes any Authority property, equipment, supplies, or services of consequence other than for purposes connected with the discharge of Authority duties or associated community activities of which the Authority has been advised.

6. Work of a Political Nature

No Member shall use Authority facilities, services or property for his/her election or re‐election campaign to any position or office within the Authority or otherwise.

7. Conduct at Authority Meetings

During meetings of the Authority, Members shall conduct themselves with decorum. Respect for delegations and for fellow Members requires that all Members show courtesy and not distract from the business of the Authority during presentations and when others have the floor.

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8. Influence on Staff

Members shall be respectful of the fact that staff work for the Authority as a whole and are charged with making recommendations that reflect their professional expertise and corporate perspective, without undue influence.

9. Business Relations

No Member shall borrow money from any person who regularly does business with the Authority unless such person is an institution or company whose shares are publicly traded and who is regularly in the business of lending money. No Member shall act as a paid agent before the Authority, the Executive Committee or an advisory board or committee of the Authority, except in compliance with the terms of the Municipal Conflict of Interest Act.

10. Encouragement of Respect for the Authority and its Regulations

Members shall represent the Authority in a respectful way and encourage public respect for the Authority and its Regulations.

11. Harassment

It is the policy of the Authority that all persons be treated fairly in the workplace in an environment free of discrimination and of personal and sexual harassment. Harassment of another Member, staff or any member of the public is misconduct. Members shall follow the Authority’s Harassment Policy as approved from time‐to‐time. Examples of harassment that will not be tolerated include: verbal or physical abuse, threats, derogatory remarks, jokes, innuendo or taunts related to an individual’s race, religious beliefs, colour, gender, physical or mental disabilities, age, ancestry, place of origin, marital status, source of income, family status or sexual orientation. The Authority will also not tolerate the display of pornographic, racist or offensive signs or images; practical jokes that result in awkwardness or embarrassment; unwelcome invitations or requests, whether indirect or explicit and any other prohibited grounds under the provisions of the Ontario Human Rights Code.

12. Breach of Code of Conduct

Should a Member breach the Code of Conduct, they shall advise the Chair and Vice‐Chair, with a copy to the General Manager/Secretary‐Treasurer, as soon as possible after the breach. Should a Member allege that another Member has breached the Code of Conduct, the said breach shall be communicated to the Chair, with a copy to the Secretary‐Treasurer, in writing. In the absence of the Chair, or if a Member alleges that the Chair has breached the Code of Conduct, the said breach shall be communicated the Vice‐Chair, with a copy to the Secretary‐Treasurer, in writing. Should a member of the public or a municipality allege that a Member has breached the Code of Conduct, the party making the allegation will be directed to follow the notification procedure outlined above.

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Any breach, or alleged breach, of the Code of Conduct shall be investigated in accordance with the Enforcement of By‐laws and Policies procedure outlined or referred to in the Authority’s Administrative By‐law.

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Appendix 2 ‐ Conflict of Interest

1. Municipal Conflict of Interest Act

The Authority Members commit themselves and the Authority to ethical, businesslike, and lawful conduct when acting as the General Membership.The Authority is bound by the Municipal Conflict of Interest Act. This appendix to the by‐law is intended to assist Members in understanding their obligations. Members are required to review the Municipal Conflict of Interest Act on a regular basis.

2. Disclosure of Pecuniary Interest

Where a Member, either on his or her own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the Authority, Executive Committee, Advisory Board or committee at which the matter is the subject of consideration, the Member:

a) shall, prior to any consideration of the matter at the meeting, disclose the pecuniary interest and the general nature thereof;

b) shall not take part in the discussion of, or vote on any question in respect of the matter; and,

c) shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question.

3. Chair’s Conflict of Interest or Pecuniary Interest

Where the Chair of a meeting discloses a conflict of interest with respect to a matter under consideration at a meeting, another Member shall be appointed to chair that portion of the meeting.

4. Closed Meetings

Where a meeting is not open to the public, a Member who has declared a conflict of interest shall leave the meeting for the part of the meeting during which the matter is under consideration.

5. Member Absent

Where the interest of a Member has not been disclosed by reason of their absence from the particular meeting, the Member shall disclose their interest and otherwise comply at the first meeting of the Authority, Executive Committee, Advisory Board or Committee, as the case may be, attended by them after the particular meeting.

6. Disclosure Recorded in Minutes

The recording secretary shall record in reasonable detail the particulars of any disclosure of conflict of interest or pecuniary interest made by Members and whether the Member withdrew from the discussion of the matter. Such record shall appear in the minutes/notes of that particular meeting of the General Membership, Executive Committee, advisory board or committee, as the case may be.

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7. Breach of Conflict of Interest Policy

Should a Member breach the Conflict of Interest Policy, they shall advise the Chair and Vice‐Chair, with a copy to the General Manager/Secretary‐Treasurer, as soon as possible after the breach. Should a Member allege that another Member has breached the Conflict of Interest Policy, the said breach shall be communicated to the Chair, with a copy to the General Manager/Secretary‐Treasurer, in writing. In the absence of the Chair, or if a Member alleges that the Chair has breached the Conflict of Interest Policy, the said breach shall be communicated the Vice‐Chair, with a copy to the Secretary‐Treasurer, in writing. Should a member of the public or a municipality allege that a Member has breached the Conflict of Interest Policy, the party making the allegation will be directed to follow the notification procedure outlined above. Any breach, or alleged breach, of the Conflict of Interest Policy shall be investigated in accordance with the Enforcement of By‐laws and Policies procedure outlined or referred to in the Authority’s Administrative By‐law.

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Appendix 3 ‐ Procedure for Election of Officers

1. Voting

Voting shall be by secret ballot and no Members may vote by proxy.

2. Acting Chair

The General Membership shall appoint a person, who is not a voting Member, as Acting Chair or Returning Officer, for the purpose of Election of Officers.

3. Scrutineer(s)

The appointment of one or more scrutineers is required for the purpose of counting ballots, should an election be required. All ballots shall be destroyed by the scrutineers afterwards. The Acting Chair shall call a motion for the appointment of one or more persons, who are not Members or employees of the Authority, to act as scrutineers. A Member, who will not stand for election, may be appointed as an additional scrutineer if requested.

4. Election Procedures

The Acting Chair shall advise the Members that the election will be conducted in accordance with the Act as follows:

a) The elections shall be conducted in the following order:

i. Election of the Chair, who shall be a Member of the Authority ii. Election of one or more Vice‐chairs, who shall be Members of the Authority.

b) The Acting Chair shall ask for nominations to each position;

c) Only current Members of the Authority who are present may vote; d) Nominations shall be called three (3) times and will only require a mover; e) The closing of nominations shall require both a mover and a seconder; f) Each Member nominated shall be asked to accept the nomination. The Member must be

present to accept the nomination unless the Member has advised the Secretary‐Treasurer in writing or by email in advance of the election of their willingness to accept the nomination.

If one Nominee:

g) If only one nominee the individual shall be declared into the position by acclamation. If More than One Nominee:

h) In the event of an election, each nominee shall be permitted not more than three (3) minutes to speak for the office, in the order of the alphabetical listing by surnames.

i) Upon the acceptance by nominees to stand for election to the position of office, ballots shall be distributed to the Members by the scrutineers for the purpose of election and the Acting Chair shall ask the Members to write the name of one individual only on the ballot.

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j) The scrutineers shall collect the ballots, leave the meeting to count the ballots, return and

advise the Acting Chair who was elected with more than 50% of the vote. A majority vote shall be required for election. If there are more than two nominees, and upon the first vote no nominee receives the majority required for election, the name of the person with the least number of votes shall be removed from further consideration for the office and new ballots shall be distributed. In the case of a vote where no nominee receives the majority required for election and where two or more nominees are tied with the least number of votes, a special vote shall be taken to decide which one of such tied nominees’ names shall be dropped from the list of names to be voted on in the next vote. Should there be a tie vote between two remaining candidates, new ballots shall be distributed and a second vote held. Should there still be a tie after the second ballot a third vote shall be held. Should there be a tie after the third vote, the election of the office shall be decided by lot drawn by the Acting Chair or designate.

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Appendix 4 – Terms of Reference for the Executive Committee

According to the Kettle Creek Conservation Authority’s Administrative By‐Law the General Membership may appoint an Executive Committee and delegate to the Committee any of its powers except:

i. The termination of the services of the Chief Administrative Officer and/or Secretary Treasurer

ii. The power to raise money, and iii. The power to enter into contracts or agreements other than those contracts or agreements

as are necessary or incidental to the works approved by the Authority.

All committees of the Board shall follow KCCA’s Administrative By‐law. The Executive Committee reports to the General Membership.

Membership

The Executive Committee shall consist of the Chair, Vice Chair and immediate past Chair plus two other

members as nominated from the General Membership at the first meeting of the year. The Chair of the

Authority shall be the Chair of the Executive Committee.

Frequency of Meetings

The Executive Committee shall meet at the call of the Chair in accordance with KCCA’s Administrative

By‐Law C. Meeting Procedures (2) Notice of Meetings.

Responsibilities/Role

Is empowered to act on behalf of the Authority between meetings on matters that require immediate attention, excluding those matters set out above, including instruction to legal counsel provided that a report be given to the Authority for receipt at the next scheduled meeting of the Authority;

To review periodically the budgetary status and priorities of the Authority;

To review and recommend appropriate changes as required to the personnel policies, staff position descriptions, salary schedules and staff benefits;

To provide administrative supervision of Authority personnel including hiring, discipline and termination of employees as outlined in KCCA’s Personnel Policies;

To conduct a yearly performance appraisal with the General Manager/Secretary‐Treasurer.

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FROM: Elizabeth VanHooren


Subject: Personnel Policy Update

Recommendation: That the Personnel Policy 2018 be approved as presented and implemented beginning October 22, 2018.

PURPOSE: To approve a comprehensive update of the Authority’s Personnel Policies. SUMMARY:

A draft updated Personnel Policy was presented at the September Full Authority meeting for

consideration.

Staff were asked to reconsider wording around the driver’s abstracts as a requirement for the

use of Authority vehicles in Personnel Policy 15 Travel and Expenses; and additional language

was added to Personnel Policy 13 Misconduct and Discipline in advance of the legalization of

cannabis. These changes are noted in red in the attached updated draft.

As per the updated policy, once approved by the Board of Directors the new policies will be

posted for one month and implemented beginning October 22, 2018.

BACKGROUND: Members asked staff to consider more concise wording in Personnel Policy 15 Travel and Expenses in regards to the requirement of staff to submit a driver’s abstract in order to drive Authority vehicles. In this draft policy staff are attempting to provide greater direction as to what would constitute a clean driver’s abstract for the purposes of driving an authority vehicle. Staff relied on wording included in a similar policy from the Municipality of Middlesex Centre. The updated wording consists of the following: Employees in the service of the Authority whose duties requires them to drive or have charge of any Authority vehicle shall:

Submit a clean driver’s abstract prior to final offers of employment being offered. The candidate will pay the associated costs. The Authority may deny employment or use of the Authority vehicle if the driver in question has:

a) A G1 or G2 license and has 6 demerit points or more; or

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b) A fully licensed driver and has 9 demerit points or more.

Employees are to report any changes to the Driver’s Abstract immediately to their supervisor.

After hire, the Authority may obtain a Driver’s Abstract at any time on a yearly basis.

The loss of a driver’s license, failure to disclose changes or provide an abstract may result in disciplinary action or termination.

Ensure that the vehicle is kept in a satisfactory mechanical condition

Obey all highway, traffic and other laws

Be responsible for the payment of all and any fines imposed for traffic, parking or other violations

Employ all measure recommended for the safe use of vehicles or equipment

Not permit unauthorized persons to operate vehicle or equipment

Follow KCCA’s Occupational Health and Safety Policy with respect to vehicle and equipment use.

Personnel Policy 13 Misconduct and Discipline Policy was also updated from the draft presented in August with wording to prepare for the legalization of cannabis. This policy sets out a range of disciplinary action for unacceptable staff behavior. Added to the list of unacceptable behavior is the following:

Unlawfully distributing, selling, possessing, using or being under the influence of alcohol, cannabis, or drugs when on the job or subject to pending duty, including paid or unpaid breaks is strictly prohibited. All employees are required to use medications responsibly, both prescribed and over the counter. If an employee is required to take prescription drugs, these drugs should not inhibit their ability to proficiently perform their duties. Employees on medically approved medication must communicate to management any potential risk, limitation, or restriction requiring modification of duties or temporary reassignment. KCCA will facilitate the removal from the premises of any individual it suspects is impaired by alcohol, a drug or other substance.

Wording for the cannabis policy was taken from samples included in HRDownloads, a service to which KCCA subscribes. Pending Board approval the updated Policy will be posted for one month before coming into force on October 22, 2018.

Recommendation: That the Personnel Policy 2018 be approved as presented and

implemented beginning October 22, 2018.

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Personnel Policy

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Personnel Policy Introduction Revision: 00 Date: Page 1 of 2

Personnel Policy Introduction Employees of the Kettle Creek Conservation Authority (KCCA) shall be governed by the policy as set forth in the following pages. This policy is to be administered in conjunction with all other KCCA policies. Any misunderstanding or question concerning the Policy and regulations or any matter not included should be submitted to the General Manager/Secretary Treasurer who will, if necessary, refer them to the Executive Committee or the Board of Directors.

If the above approach is not able to resolve a situation, or if any member of staff has difficulties that cannot be resolved the staff member should be directed to the conflict and resolution process outlined in PP‐17.

KCCA’s permanent staff team will review this policy at least once every three years. Recommended revisions will be approved by the KCCA Board of Directors, prior to implementation. Notice of revisions passed by the Authority will be given to all employees at least one month before they are implemented. Suggestions by employees regarding this policy are welcomed.

All employees will be provided an electronic or hard copy of the Personnel Policy with their job offer letter. In the event of a conflict between these policies and any applicable Federal or Provincial legislation, such legislation will take precedence over the Personnel Policy save and except to the extent that any difference related to greater entitlement which a staff member may be entitled to by virtue of the employment with KCCA. In such a case, the greater entitlement shall take precedence.

All staff are required to abide by all Authority policies without limitations.

Kettle Creek Conservation Authority will hereinafter be referred to as ‘the Authority’.

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Personnel Policy Introduction Revision: 00 Date: Page 2 of 2

Personnel Policy Introduction

Table of Contents CONDUCT OF EMPLOYEES ......................................................................................................... PP01 CONFLICT OF INTEREST .............................................................................................................. PP02 EMPLOYEE CATEGORIES ............................................................................................................. PP03 RECRUITMENT AND SELECTION ................................................................................................. PP04 GENERAL CONDITIONS OF EMPLOYMENT ................................................................................. PP05 CRIMINAL RECORD CHECK ......................................................................................................... PP06 LEAVES OF ABSENCE .................................................................................................................. PP07 EMPLOYEE BENEFITS .................................................................................................................. PP08 HOURS OF WORK ....................................................................................................................... PP09 PUBLIC AND DESIGNATED HOLIDAYS ......................................................................................... PP10 OVERTIME AND LIEU ................................................................................................................. PP11 VACATION ................................................................................................................................. PP12 MISCONDUCT AND DISCIPLINE .................................................................................................. PP13 SEPARATION ............................................................................................................................... PP14 EXPENSES AND TRAVEL .............................................................................................................. PP15 CLOTHING................................................................................................................................... PP16 CONFLICT AND ISSUE RESOLUTION ........................................................................................... PP17 RECOGNITION ............................................................................................................................ PP18

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Personnel Policy Regulation PP-01 Conduct of Employees Revision: 00 Date: Page 1 of 1

PP-01 Conduct of Employees Employees of the Kettle Creek Conservation Authority are expected to adhere to the highest standards of personal and professional competence, integrity and impartiality. Staff of the Authority shall:

1. Carry out their responsibilities in a safe, efficient and competent manner; following KCCA policies and procedures and direction from their supervisor.

2. Perform their duties in a safe, efficient and responsible manner. 3. Maintain a clean, neat and appropriate appearance while on duty. 4. At all times treat the public and all employees with courtesy and respect. 5. Wear and use safety clothing and equipment as required by statutory regulations and/or the Authority’s

policies. 6. Respond openly to requests for information save and except where privacy/confidentiality prohibits.

Information or documents of a confidential or personal nature shall only be disclosed through the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) as administered by the appointed MFIPPA Head or Coordinator.

7. Not sell, rent, lend or in any manner dispose of any Authority‐owned materials, equipment and/or services

except as authorized by the Authority. 8. The use of alcohol, drugs or any substance that compromises the performance of work during regular

working hours will not be tolerated and will be grounds for immediate dismissal. 9. It is expected that those staff persons dealing with the general public in any capacity will maintain a

professional attitude at all times in carrying out their assigned duties.

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Personnel Policy Regulation PP-02 Conflict of Interest Revision: 00 Date: Page 1 of 1

PP-02 Conflict of Interest Introduction Employees must carry out their duties and conduct themselves in such a manner that objectivity and impartiality are construed in both fact and appearance. Employees shall act in the best interests of the Authority and it is the responsibility of the employee to identify and report any potential or actual conflict of interest to their supervisor.

An employee will not use gifts in the solicitation of business for the Authority. No employee shall make financial gain from the use or sale of Authority purchased or in‐house developed computer programs, technological innovations or other patentable items, either while in the employment of the Authority or thereafter. All such property is and shall remain the exclusive property of the Authority. No employee, unless legally required, shall disclose or give to any person, any information or document of a confidential nature.

Outside Activities – General Employees of the Conservation Authority shall not engage in any outside activity, office or employment which, in the opinion of the General Manager/Secretary‐Treasurer, interferes with the performance of their duties. Potential conflicts shall be brought forward for discussion on a case‐by‐case basis with the General Manager/Secretary‐Treasurer. In circumstances where the General Manager has identified a conflict of interest (real or perceived), the General Manager shall advise and consult with the Board of Directors in order to determine an appropriate course of action (if any).

Outside Activities – Financial Interest Employees of the Conservation Authority shall disclose to the General Manager/Secretary‐Treasurer any financial interests where the employee directly owns or indirectly owns, is beneficially entitled to or has an interest in any land, building, leases, mortgages, goods, services or contract which is offered for option, sale, lease or assignment to the Conservation Authority.

Outside Activities – Payment for Services Employees may act as a consultant, lecturer, advisor or work in their trade and accept remuneration for such activity, provided such activity:

a) Does not interfere with the performance of their duties as an employee b) Is not engaged in during their hours of work c) Does not involve the use of Conservation Authority premises, equipment or supplies d) Is not performed in such a way as to appear to be an act on the Conservation Authority’s behalf,

or represent a Conservation Authority opinion or policy e) Does not conflict with the interest of the Conservation Authority f) Does not compromise or impair the ability (actual or perceived) of an employee to perform one’s

duties with the Conservation Authority with integrity and in an objective and impartial manner g) Does not compete (actual or perceived) with the Conservation Authority’s fee for service

program(s)

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Personnel Policy Regulation PP-03 Employee Categories Revision: 00 Date: Page 1 of 3

PP-03 Employee Categories

Regular Service (Permanent) Staff Applicants for regular service shall:

a) Serve a minimum probationary period of six (6) continuous months and be confirmed by the Authority as a member of the regular, permanent staff;

b) Be checked as to character with available references and Criminal Record Check if required; c) Be confirmed as having a valid driver’s license and safe driving record; d) Be required, if necessary, to undergo a physical examination by a medical doctor in order to be eligible for

Long Term Disability coverage. e) Be confirmed as having valid licenses or credentials applicable to the position. f) Be required to undertake Health and Safety Training appropriate to the position. g) Be hired or discharged by the General Manager after obtaining approval of the Executive Committee or Full

Authority. A job description shall be completed for each position classified in the regular service. All appointments to, or promotions for the regular service employees, shall be approved by the Authority following the successful completion of the probationary period noted above. The anniversary date for the employee shall be the date of hire. The hiring, appointment, discharge or suspension of the General Manager/Secretary Treasurer shall be at the direction of the Board of Directors. All regular employees shall:

a) Receive vacation credits and statutory holidays as described in the Authority policy; b) Be required to participate in the Authority’s pension plan upon commencement of employment; c) Receive sick credits as per the policy of the Authority; d) Participate in the Group Health Insurance Plan of the Authority with premiums for the plan paid 100% by the

Authority. Regular service employee shall mean all employees in regular service positions as noted in the following list that may be amended from time to time by the Authority. Position Number of Positions

1. General Manager/Secretary Treasurer ............................................................................... 1

2. Director of Operations ........................................................................................................ 1

3. Financial Service Supervisor ................................................................................................ 1

4. Administrative Assistant ..................................................................................................... 1

5. Planning and Regulations Supervisor .................................................................................. 1

6. GIS/IT Supervisor ................................................................................................................. 1

7. Public Relations Supervisor ................................................................................................. 1

8. Water Conservation Supervisor .......................................................................................... 1

9. Stewardship Program Supervisor........................................................................................ 1

10. Forest and Soils Conservation Supervisor ........................................................................... 1

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11. Maintenance Coordinator ................................................................................................... 1

12. Conservation Areas Coordinator......................................................................................... 2

Contract A contract employee is a person who is working for the Authority under signed contract for a specific project or program for a specified period of time. A contract employee shall be:

a) Hired or discharged at the discretion of the General Manager/Secretary Treasurer. b) Required to sign a contract specifying the position, the duties, start and termination date, remuneration, hours

of work and benefits, if any. c) Be checked as to character with available references and Criminal Record Check if required; d) Be confirmed as having a valid driver’s license and safe driving record; e) Required to contribute by way of payroll deductions in accordance with provisions of the Unemployment Act,

Income Tax Act, Canada Pension Act, and such other applicable legislation f) Receive annual vacation pay at the rate stipulated in the Employment Standards Act, subject to amendment g) Receive holiday pay for statutory holidays at the rates stipulated in the Employment Standards Act h) Be confirmed as having valid licenses or credentials applicable to the position. i) Be required to undertake Health and Safety Training appropriate to the position.

Seasonal/Casual Employees A seasonal/casual employee is a person who has been hired to fill a position for less than six months or to fill a temporary position or vacancy as required for the efficient operation of the Authority. The term of employment will vary depending on weather, funding or work availability. A seasonal/casual employee shall be:

a) Hired or discharged at the discretion of their respective supervisor, General Manager/Secretary Treasurer or Director of Operations

b) Receive approved remuneration on an hourly basis for actual time worked. c) Be checked as to character with available references and Criminal Record Check if required; d) Be confirmed as having a valid driver’s license and safe driving record; e) Be confirmed as having valid licenses or credentials applicable to the position. f) Required to contribute by way of payroll deductions in accordance with provisions of the Unemployment Act,

Income Tax Act, Canada Pension Act, and such other applicable legislation g) Receive vacation pay at the rate stipulated in the Employment Standards Act h) Receive holiday pay for statutory holidays at the rates stipulated in the Employment Standards Act i) Be required to undertake Health and Safety Training appropriate to the position.

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Organizational Chart

Board of Directors

General Manager

Administrative Assistant

Water Conservation Supervisor

GIS/IT SupervisorPublic Relations

SupervisorDirector of Operations

LWCA Coordinator

Seasonal Staff

DWCA Coordintor

Seasonal Staff

Maintenance Coordinator

Seasonal Staff

Lead Hand

Finacial Services Supervisor

Stewardship Program Supervisor

Forest and Soils ConservationSupervisor

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Personnel Policy Regulation PP-04 Recruitment and Selection Revision: 00 Date: Page 1 of 4

PP-04 Recruitment and Selection Recruitment and Posting The hiring of all regular service employees and contract or seasonal employees which would result in an unbudgeted expenditure of over $10,000 must be approved by the Authority. The hiring of all other employees must be approved by the General Manager/Secretary Treasurer. Prior to advertising for the available position the, the job description will be updated for an existing position and created for a new position. When advertising a position, consideration should be given to attracting candidates from a wide range of sources. At a minimum jobs are to be posted on the Authority’s website and at least one other local or regional job board suitable to the type of position being advertised. Job ads will include as a minimum: position title, description of duties, key requirements or equivalencies, rate of remuneration, the Authority’s address and telephone number and the contact person. All job postings should keep in mind employment equity principles of giving opportunity to a wide variety of people. The General Manager may assign an existing seasonal or contract employee who achieved a satisfactory or higher performance appraisal to another seasonal or contract opening before posting the position to the general public. A re‐assignment of an existing seasonal or contract employee may be recommended for contract openings of one year or less. A vacancy may be filled on a permanent or temporary basis through an internal posting if approved by the Full Authority. In such cases, the vacancy will be posted internally for seven days before being made known to the general public if not filled with an internal candidate. Any regular service vacancies or contracts greater than one year shall be made known to all employees of the Authority and posted to the general public. Should insufficient response to a vacancy arise, the interview team may: extend the response time; re‐advertise; review applications arriving after the posted deadline; or cancel the competition and begin the process again.

Equal Opportunity The Authority is an equal opportunity employer. No prohibition exists against employing qualified persons whether or not they have relatives in service except that immediate family shall not be employed in a direct employee/supervisor relationship, and shall require the approval of the Executive Committee/Full Authority for permanent regular service or contract staff and the General Manager/Secretary Treasurer for seasonal/casual staff. Immediate family is defined as: spouse, partner, child, sibling, common law spouse or other person who may reside with the employee. Members of the Board of Directors are not eligible to apply for employment with the Authority while currently sitting on the Board of Directors. Directors’ immediate family members are not eligible for employment with the Authority while the member is currently sitting on the Board of Directors. The Authority is committed to the principles of fairness and non‐discrimination in the workplace and to the development and implementation of policies and practices that result in the removal of barriers to employment equity.

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PP-04 Recruitment and Selection The Authority will ensure that when employment and promotional opportunities occur, persons, per Human Rights Act, will have equitable access to these jobs opportunities through recruiting, hiring promotion and training policies and practices which are free of discriminatory barriers.

Interviewing – Regular Service and Contract A panel of at least three interviewers will conduct interviews for permanent and contract positions. In order to maintain consistency in the hiring process throughout the Authority, the General Manager or Director of Operations should participate in the interview process when possible. The content of job interviews must be totally job related, planned in advance, consistent from candidate to candidate and consistent with human rights legislation. Each application is screened in accordance with the following:

a) Incomplete, illegible or inaccurate resumes are immediately withdrawn from the competition b) Applicants that do not have a suitable covering letter with a resume attached are next withdrawn c) Grading of the remaining resumes is undertaken by an agreed upon system by the interview team d) The top candidates are mutually agreed upon by the interview team and contacted for an interview

The selected candidate for the advertised position must:

a) Be checked as to character with available references and Criminal Record Check if required; b) Be confirmed as having a valid driver’s license and safe driving record; c) Be confirmed as having valid licenses or credentials applicable to the position. d) Be required to undertake Health and Safety Training appropriate to the position.

Interviewing – Seasonal/Casual employees New and returning seasonal/casual employees must complete and submit the KCCA Seasonal Employment Application Form in accordance with the advertised deadline of the job posting in order to be considered for the advertised position.

Each application is screened in accordance with the following:

a) Incomplete, illegible or inaccurate applications are immediately withdrawn from the competition b) Applicants that do not meet an employment grant criteria are next withdrawn, if necessary c) Grading of the remaining resumes is undertaken by an agreed upon system by the interview team d) The top candidates are mutually agreed upon and contacted for an interview

The selected candidate for the advertised positions must:

a) Be checked as to character with available references and Criminal Record Check if required; b) Be confirmed as having a valid driver’s license and safe driving record if required to drive a company vehicle; c) Be confirmed as having valid licenses or credentials applicable to the position. d) Be required to undertake Health and Safety Training appropriate to the position.

The top candidates, as identified by the interview team, will be invited for an interview. Depending on the volume of seasonal staff required an interview job fair may be arranged where a volume of select candidates are interviewed in one day according to an agreed upon protocol by the interview team.

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PP-04 Recruitment and Selection At the discretion of the Director of Operations or General Manager, application submissions by returning staff from the prior season, who have proven themselves to be a competent employee and did not have any prior disciplinary issues, may be considered for the position applied for based on the merits of the application form submitted alone. However, additional candidates will be selected to participate in the interview day for the same position. The Authority will strive to engage the most qualified and capable individual for any position and prior employment has no bearing on such selection. Vacancies may arise for one or more seasonal position following the original posting, recruitment and hiring process. In these circumstances, the direct supervisor for the vacant position, in coordination with the General Manger or Director of Operations, may review applications arriving after the posted deadline for a suitable candidate(s) for an additional round of interviews and selection.

Reporting for Duty All persons who are hired by the Authority will be sent an offer of employment detailing hours of work, rate of pay, start date, etc. A copy of the Personnel Policy will also be included for prospective permanent and contract employees and they will be expected to sign a Confirmation of Receipt and Understanding of the Personnel Policy (Appendix A) as a condition of employment.

On the first day of work the employee should report to their direct supervisor. If not already completed the direct supervisor must make arrangements on the first day of work for the new employee to report to the Financial Services Supervisor to complete the following:

1. Employee Information Sheet

2. TD1 Personal Tax Credit Return

3. Submit a driver’s abstract, proof of driver’s license, criminal record check and other relevant/required certification for the position

4. Any other relevant contracts or documents

New staff will also be directed to the Health and Safety Representative on their first day of employment to arrange for all necessary safety training. A comprehensive training session will be conducted within the first full week of work.

Probation New regular service and contract employees shall serve an initial probationary period of six (6) months. At the end of the the six (6) months the employee’s immediate supervisor will undertake a performance evaluation. As a result of the evaluation, the supervisor will either recommend a transfer to permanent or contractual employment status, a further probationary period or termination.

During the probationary period staff will be eligible to receive all benefits offered under the terms of employment as if he/she was permanent or contractual employee. Years of service will include the probationary period.

New employees will be advised of this probationary period in the offer of the employment letter.

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PP-04 Recruitment and Selection Corporate References Corporate references for staff currently or previously employed by KCCA may only be provided by those KCCA staff authorized to provide such reference. Staff authorized to provide corporate references are:

a) General Manager/Secretary Treasurer or Director of Operations for all permanent and contract staff and for any seasonal staff person that has been subject to corporate discipline (discipline involving the General Manager and/Director of Operations).

b) Any KCCA Supervisor for seasonal or contract staff directly supervised by that Supervisor, where no corporate disciplinary involvement by the General Manager or Director of Operations has occurred.

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Personnel Policy Regulation PP-05 General Conditions of Employment Revision: 00 Date: Page 1 of 1

PP-05 General Conditions of Employment

Time sheets and payment In all cases, the Employment Standards Act of Ontario will be followed as a minimum. All staff of the Authority will work the days and hours as set out in PP‐09 Hours of Work, unless otherwise given permission by their supervisor and/or the General Manager or Director of Operations. Regular service employees of the Authority will submit accurately completed time accounting sheets to their supervisor every two weeks. Pay cheques will be issued on the 16th and last day of the month. Alternative arrangements for contract or seasonal or hourly staff for time accounting sheet submission and pay cheques issuance may be made at the discretion of the General Manger.

In order to ensure payment during a vacation, staff must give notice of their vacation dates in writing to the General Manager or Director of Operations at least one pay period in advance of the vacation commencement. A completed time sheet must be submitted before the employee leaves on vacation.

A vacation/sick day report will be maintained and distributed to the employee semi‐annually or upon request.

An employee will notify the Financial Services Supervisor of changes of address, personal telephone number or any other personal information that may affect the administration of payroll and benefits as soon as possible.

Performance Appraisals Performance appraisals will be conducted annually for all employees. The purpose of this evaluation is to formally review and evaluate prior performance objectives and accomplishments and set future performance targets. A performance appraisal will also be conducted prior to the end of an established probationary period.

Employee Indemnification The Authority agrees to indemnify its employees from and against the liability imposed by law (which includes amounts paid to settle an action or satisfy a judgement as well as the legal costs in defending such proceedings) arising in respect of any civil, criminal or administrative action of proceeding to which any employee is made a party by reason of being an employee of the Authority, to the extent that such liability is not covered by insurance and provided:

That the act complained of falls within the scope of such employee’s duties and responsibilities within the Authority;

That the employee has acted honestly and in good faith with a view to the best interests of the Authority; and,

If in the case of a criminal or administrative action or proceeding, that is enforced by a monetary penalty, that such employee had reasonable grounds for believing that the conduct was lawful.

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Personnel Policy Regulation PP-06 Criminal Record Check Revision: 00 Date: Page 1 of 3

PP-06 Criminal Record Check

It is the responsibility of Kettle Creek Conservation Authority to ensure that when selecting candidates for employment, or when utilizing volunteers or students, that such persons are not a potential risk to the safety of persons under the Corporation’s care or to the assets of the Corporation. Persons who have a record of offences may pose such a risk depending upon the job function for which they are being considered.

Application This policy refers only to Criminal Code offences for which a pardon has not been granted and applies to all candidates applying for the positons of employment at KCCA. Volunteers, including those individuals who are involved with a work experience placement or co‐operative education placement, who provide direct service to the public will also be covered under this policy. Individuals who provide short term or one‐time volunteer services (e.g. Children’s Water Festival) under the auspices and supervision of a volunteer organization, service club or educational institution do not require a criminal record check. It is understood that the supervising organization will ensure that their volunteers are appropriately screened. Further, students who participate in one‐day or job shadowing visits do not require a criminal record check. Seasonal and contract staff who have direct contact with vulnerable sectors of the public are required to have a criminal record check. However, seasonal and contract staff who have had a criminal record check conducted within the last six months, may submit a copy of the criminal record check to KCCA to meet the requirements of this policy. Seasonal or contract staff who are returning to a consecutive year of employment need not re‐submit a criminal record check. An attestation that the record check originally submitted is still valid should be submitted (See attached). All full‐time hires must submit a new criminal record check as a condition of employment. Persons under consideration for permanent or contract longer than one year must submit a current criminal record check. A positive criminal record check does not necessarily preclude the candidate from employment. The nature of, and circumstances surrounding, the charges and convictions will be reviewed by the Executive Committee, as they relate to the position for which the individual is being considered. A record of offences or criminal charges that are a potential risk to residents will render the candidate’s application rejected. The decision made by the Executive Committee to preclude a candidate from employment may be appealed. The candidate will put in writing the appeal and present it to the Chair of the Board who will review it with the Full Authority. The decision of the Full Authority will be put in writing and provided to the candidate. A candidate subject to pending criminal charges may also be considered unemployable for the position for which he/she is applying.

Procedure 1. Applicants will be informed through job advertisements, during their interview for employment, volunteer work

or an educational/work experience placement, that a criminal record search is a factor for consideration for employment/placement and will be provided with the appropriate information to assist them.

2. The candidate will obtain a form titled Release and Discharge relating to consent to disclosure of Criminal Record Information from the appropriate Police Department in the area that they live.

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3. The candidate will submit the completed Criminal Record Search, in a timely manner, to the General Manager/Secretary Treasurer or Director of Operations.

4. The General Manager/Secretary Treasurer or Director of Operations will review the status of the candidate’s potential for employment based on the outcome of the Criminal Record Check and other pre‐employment requirements (i.e. employment reference checks, employment medical, etc.).

5. KCCA reserves the right to request an updated Criminal Record Check of employees during their employment. An updated Criminal Record Check or an attestation to the original record check may be required every five (5) years or sooner if determined by KCCA.

In the event of a positive Criminal Record Check, the candidate may be asked to provide in writing to the General Manager/Secretary Treasurer or Director of Operations, the particulars surrounding the charges/convictions listed. The candidate may then have the opportunity to meet with the Executive Committee to discuss the results of the check.

1. The Executive Committee will review the offence, taking into consideration: 2. The nature of the offence; 3. Sentencing received; 4. The length of time since the offence was committed; 5. The relevance of the particular conviction to the positon for which the candidate is being considered; 6. The risk posed to the public as a result of employing the candidate in the position.

Once a final decision has been made regarding employment, Human Resources will ensure that the confidentiality of any candidate’s Criminal Record Search is maintained and secured in the Personnel File. KCCA is an equal opportunity employer and carries out hiring based on non‐discrimination of the Human Rights Code.

Being alone with children In order to protect KCCA employees, volunteers and children, at no time may a staff person or volunteer be alone with a single child or children where they cannot be observed and/or interrupted by others. At no time should one staff member or volunteer have direct care of a single child. If a staff member or volunteer finds him or herself alone with a child, s/he should promptly move to a location where s/he can be observed by other KCCA staff members or the general public.

Costs The employee or potential employee/volunteer is responsible for the criminal record check as a condition of employment. KCCA will provide for reimbursement of subsequent criminal record checks requested by the Authority during the course of the employment/volunteer period.

Offence Declaration

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This declaration is to be used by employees for whom the Authority has previously collected a Criminal Background Check.

Name:

Address:

Telephone:

I DECLARE, since the last Criminal Background Check collected by this Board, or since the last Offence Declaration given by me to this Authority that

[ ] I have no convictions under the Criminal Code of Canada up to and including the date of this declaration for which a pardon has not been issued or granted under the Criminal Record Act (Canada).

[ ] I have the following convictions for offences under the Criminal Code of Canada for which a pardon under the Criminal Records Act (Canada) has not been issued or granted.

LIST OF OFFENCES

Date:

Court Location:

Conviction:

Date:

Court Location:

Conviction:

_____________________________________ __________________________ Signature Date

_____________________________________ __________________________ Signature of Supervisor Date

(To be retained on file)

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Personnel Policy Regulation PP-07 Leaves of Absence Revision: 00 Date: Page 1 of 4

PP-07 Leaves of Absence Bereavement Leave Regular employees may be granted time off work with pay for bereavement leave in the event that there is a death of an employee’s family member as outlined below:

1. Five (5) consecutive days leave of absence shall be granted to an employee who loses a spouse, including common‐law or same‐sex partner, father, mother, son or daughter, step‐parents, step‐children, sister or brother.

2. Three (3) consecutive days leave of absence, to an employee who loses his/her father‐in‐law, mother‐in‐law, grandparents or grandchildren.

3. Two (2) consecutive days leave of absence to an employee who loses his/her sister‐in‐law, brother‐in‐law or grandparents‐in‐law.

The time limits allowed in 1, 2 and 3 above shall be within a seven (7) day period, except in the event of delay of internment, or memorial service, one (1) days of bereavement with pay may be used to attend services.

When time off is required, employee shall notify his/her direct supervisor at their earliest opportunity indicating the relationship to the deceased.

Students/Temporary/Contract Employees are entitled to time off without pay based on the above leave schedule.

If bereavement leave occurs while an employee is on vacation, vacation time will be rescheduled to a mutually agreed upon time.

Employment Insurance Employees entitled to take critically ill child care leave may also qualify for Employment Insurance (EI) special benefits for Parents of Critically Ill Children (PCIC). Employees who are entitled to take the crime‐related child death or disappearance leave may be entitled to a Federal Income Support for Parents of Murdered or Missing Children (PMMC) grant from the federal government. During a leave employees would be best advised to consult directly with Service Canada about their entitlements to EI benefits or to a PMMC grant during the period of leave.

Parental Leave Leave of absence without pay but with continuation of benefits will be granted to employees who have become new parents (either adopted or natural) as per the terms and conditions of the Employment Standards Act. Employees must advice in writing whether or not they elect to continue to contribute to the Authority’s pension plan prior to the commencement of parental leave.

Personal Emergency Leave Personal emergency leave is job‐protected time off work for up to ten (10) days per calendar year. The first two (2) used days of the leave are paid leave with the remaining eight (8) unpaid. Kettle Creek Conservation Authority will pay the first two (2) days of the leave at the amount prescribed by legislation unless the employee has been employed for less than one (1) week, in which the two (2) days will not be paid. The two (2) paid days must be taken first in a calendar year before any of the unpaid days can be taken, unless the employee has been employed for less than one (1) week.

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PP-07 Leaves of Absence The ten (10) days of personal emergency leave do not have to be taken all at once; however, KCCA counts any part of a day taken off as a full day of personal emergency leave. This leave may be taken for personal illness, injury or medical emergency or for the death, illness, injury, medical emergency or urgent matter relating to a dependent or family member. Emergency leave is not intended for scheduled routine doctor/dentist/other health practitioner visits.

For personal emergency leave, the employee must inform KCCA that he or she will require a leave before it begins, or as soon as possible. There will likely be circumstances where the employee contacts his or her supervisor on extremely short notice to explain that they are not able to attend work that day because of a crisis. Supervisors will approve requests that fall under the provisions listed within the Employment Standards Act, 2000. Situations that do no meet the required provisions will be determined on a case‐by‐case basis.

Reasons a personal emergency leave may be taken:

Personal illness, injury or medical emergency

Death, illness, injury, medical emergency or urgent matter relating to the following family members: Spouse (includes both married and unmarried couples, of the same or opposite genders) Parent, step‐parent, foster parent, child, step‐child, foster child, grandparent, step‐grandparent,

grandchild or step‐grandchild of the employee or the employee’s spouse Spouse of the employee’s child Brother or sister of the employee Relative of the employee who is dependent on the employee for care or assistance

An employee can also take personal emergency leave because of an “urgent matter” concerning any of the family members listed above. An urgent matter is an event that is unplanned or out of the employee’s control and can cause serious negative consequences, including emotional harm, if not responded to.

Examples of an urgent matter include:

The employer’s babysitter calls in sick

The house of the employee’s elderly parent is broken into and the parent is very upset and needs the employee’s help to deal with the situation

The employee has an appointment to meet with their’ child’s counsellor to discuss behavioral problems at school. The appointment could not be scheduled outside the employee’s working hours.

While KCCA cannot require employees to provide a medical note from a physician, registered nurse or psychologist, KCCA may require an employee to provide evidence “reasonable in the circumstances” that they are eligible for personal emergency leave.

What will be reasonable in the circumstances will depend on all the facts of the situation, such as the duration of the leave, whether there is a pattern of absences, whether any evidence is available and the cost of the evidence. For example, if an employee takes the leave because of the death of a person included in the group of family members covered by personal emergency leave, it would be reasonable for an employer to request a copy of an obituary or a death certificate.

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PP-07 Leaves of Absence Where an employee has not used all the personal emergency leave days credited to them in any calendar year, the unused days cannot be carried over to the next year or accumulated.

As regular permanent employees have access to 15 paid sick days and paid bereavement leave by choosing to claim benefits under these leaves the regular permanent employee has in effect designated absences under these leaves as their statutory PEL days.

SICK PAY CREDITS

All regular service permanent employees are entitled to 15 paid sick days per year.

Employees when unable to attend their duties due to illness must notify their supervisor on the first day of absence or as soon as possible in the case of an emergency.

Employees may use their 15 days of paid sick days for personal sickness or for any personal emergency leave reason as noted within the Personal Emergency Leave. Personal days and appointments must be approved in advance, except in cases of emergency when notice should be given as soon as reasonably possible. Personal/Sick days cannot extend vacation periods or pre‐arranged banked time off. Personal Emergency/sick days must be taken in units of either half day or full days only (not hours) and must be appropriately shown on timesheets. Up to two days may be used for bereavement purposes for a family member not already defined under bereavement leave above or a close friend.

The employee may at his/her option, use any sick pay allowance credit to make up the difference in monies received from Worker’s Safety and Inspection Board and his/her regular pay as long as such credits are available.

In the event of an illness where in all of the employee’s sick leave/personal emergency leave credits are used up, the employee will draw on accumulated overtime, vacation credits and special leave as designated. Sick leave must be used for time off because of illness prior to vacation, overtime or special leave being considered. If and when all accumulated credits are used up, employment insurance benefits may provide financial support in accordance with Employment Insurance Act and Regulations.

Where an employee has not used all the sick days credited to them in any calendar year, the unused sick days/personal emergency days cannot be carried over to the next year or accumulated.

Pregnancy/Parental Leave Leave of Absence without pay, but with continuation of benefits will be granted as per the terms and conditions of the Employment Standards Act. Regular employees must advise in writing whether or not they elect to continue to contribute to the Authority’s pension plan or will be opting to buy back the absence at the conclusion of the leave.

Service as Juror or Witness Regular and contract service employees who are required to serve as jurors or witnesses in any court shall be granted leave of absence for this purpose. Such leave of absence shall not constitute a break in service for the purpose of sick pay or vacation pay credits.

If the employee deposits with the Authority the total amount received for service as juror or witness, excluding mileage or travelling expenses, the employee shall receive full salary for the time absent. If an employee refuses to pay the Authority the monies received, the right to claim any part of their salary for the period of absence shall be forfeited.

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PP-07 Leaves of Absence Special Leave The Board of Directors may grant a leave of absence for personal reasons, of up to six consecutive months, with or without pay and without loss of occupational classification, to any employee requesting such leave. Such request shall be in writing and each case to be dealt with on its own merit. The Authority agrees to confirm or deny the request for such leave as soon as possible.

All leaves of absence shall be requested in writing not less than eight (8) weeks, or as otherwise specified, in advance of the required leave and shall be submitted to the employee’s immediate supervisor. Compassionate leave of an emergency nature may be excluded from the eight week notice provision.

Requests for early return from an unpaid leave of absence must be made a minimum of four weeks in advance of the scheduled return date. There is no guarantee that early return requests will be granted. This is dependent on operational requirements and existing contracts to backfill a position. An exception to this may be if the employee who is returning to work accepts another position.

Request for extensions will be treated as new requests.

Full Time Regular employees on an approved unpaid leave of absence may continue to participate in the group insurance plan at their own expense subject to the requirements of the Benefit Carrier. Other benefits such as vacation accrual, sick time, paid holidays, bereavement leave, etc., do not apply while on unpaid leave of absence. It is incumbent upon the employee to know terms and conditions of the benefit plan coverage to which they are entitled to.

In accordance with the Ontario Employment Standards Act, employees are eligible for the Family Caregiver Leave, Critically Ill Child Care Leave, and the Crime Related Child Death or Disappearance Leave. To be entitled to such leaves, employees must meet the eligibility requirements as defined in the ESA.

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Personal Emergency Leave Form

Instructions

This form allows employees to provide written notification when they intend to take personal emergency leave in accordance with Kettle Creek Conservation Authority’s Personnel Policy. Notification may be provided orally or in writing. All leaves will be granted in accordance with the leave standards defined in Ontario's Employment Standards Act, 2000.

Please submit this form to your supervisor at the earliest available opportunity. If, due to reasons beyond your control, you are unable to provide advance notice, please provide Kettle Creek Conservation Authority notice at the earliest possible time stating the time your leave has started. For more information on leave entitlements, please consult your supervisor.

Employee Information

Name Position

Supervisor Campground DW/LW

Date

Please provide relevant details while filling out the following section. This information will be used to ensure that employees receive the appropriate leave they are entitled to under the Employment Standards Act, 2000.

Personal Emergency Leave Information

Leave Start Date Leave End

Date

Total Time Requested

Reason for Leave Request

Please select one:

Personal illness, injury, or medical emergency Death, illness, injury, medical emergency, or urgent matter relating

to a family member3

1 Maximum of 10 days per calendar year. Personal emergency leave is job-protected time off work for up to ten (10) days per calendar year. The first two (2) used days of the leave are paid leave with the remaining eight (8) unpaid. Kettle Creek Conservation Authority will pay the first two (2) days of the leave at the amount prescribed by legislation unless the employee has been employed for less than one (1) week, in which the two (2) days will not be paid. The two (2) paid days must be taken first in a calendar year before any of the unpaid days can be taken, unless the employee has been employed for less than one (1) week.

2 Leave is counted in entire days, regardless of whether a full or partial day was taken, in accordance with the Employment Standards Act, 2000.

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3 If you are taking personal emergency leave due to a situation involving a relative, you are only required to provide the name of the relative and your relationship to them. Please circle as appropriate, below.

A spouse (married or unmarried), a parent, step-parent, foster parent, child, step-child, foster child, grandparent, step-grandparent, grandchild, or step-grandchild of the employee or the employee’s spouse;

The spouse of the employee’s child; A brother or sister of the employee; and A relative of the employee who is dependent on the employee for care or assistance.

Employee Sign-Off

Signature

Date

Supervisor Sign-Off

Signature

Date

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Personnel Policy Regulation PP-08 Employee Benefits Revision: 00 Date: Page 1 of 2

PP-08 Employee Benefits Group Insurance Plan All regular service permanent employees are eligible for group insurance coverage. The waiting period for benefits is one (1) month.

Details of the coverage is included in the Benefits Booklet.

The employee acknowledges that the Authority shall submit the name of the employee to the insurance carrier for consideration for insurance coverage.

The employee also acknowledges that in the event of a dispute between the employee and the insurance carrier with respect to whether or not the employee or any member of the employee’s family is eligible to insurance coverage or is eligible to be paid any sum alleged to be covered, that the Authority is not responsible for obtaining the coverages or for paying any benefits. The Authority will provide the opportunity only, to obtain the coverage subject to the insurer’s discretion, and has agreed to pay the premium required by the insurer.

The Authority will pay 100% of the Group Insurance premium for permanent employees.

When does coverage end?

Extended Health Care and Dental coverage will end when the employee retires or reaches age 70, whichever is earlier. However, if a permanent employee retires before age 65 and is at least 55 years of age with a minimum of 10 years of full‐time service at retirement, coverage for health, dental and life insurance at 1 times salary will end when the employee reaches 65. However, the employee is responsible for the premium payments. Long Term Disability and Short‐Term Disability coverage will end at age 65 or the day you retire, whichever is earlier. Coverage may also end on an earlier date, as specified in the Benefits Booklet.

During absence on Long Term Disability, employees will continue to receive the Authority’s benefits plan coverage to which they were eligible for prior to their illness or non‐work related injury, except for accumulation of vacation credits and sick leave credits, subject to the two year maximum set out below.

The employee shall be eligible to continue to receive health and dental benefits, paid 100% by the Authority, for a period of up to two years while absent from work on an approved medical leave due to illness or injury, measured from the date of cessation of active full‐time employment. The Authority (or its designated third party) reserves the right to seek satisfactory medical confirmation of the employees’ inability to work and/or functional abilities or limitations. Medical & dental benefit coverage shall ceases upon absence from active employment in excess of 2 years. It is the general rule that the qualifying period for long‐term disability starts when the employee first becomes totally disabled and ends after 105 days.

Pension Plan Effective on their employment date, all permanent regular services employees shall be required to become a member of the Ontario Municipal Employees Retirement System (OMERS).

All requirements for contributions, payment of benefits, refunds or transfers will be in accordance with the OMERS Act.

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Personnel Policy Regulation PP-08 Employee Benefits Revision: 00 Date: Page 2 of 2

PP-08 Employee Benefits All employees are eligible to participate in OMERS pension plan after two years of continuous employment as per the conditions contained in the OMERS Act.

WSIB In case of accidents, all employees shall consult Chapter 20 of KCCA”s Occupational Health and Safety Policy and to follow the procedures outlined therein.

All employees who require medical aid and/or are absent from work as a result of an accident or occupational illness incurred in the performance of their work duties shall be entitled to all benefits to the extend provided by the Workplace Safety and Insurance Act, subject to amendment, which includes hospital and medical care.

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Personnel Policy Regulation PP-09 Hours of Work Revision: 00 Date: Page 1 of 1

PP-09 Hours of Work

1. All staff are required to work five days per week, 8:30 a.m. to 4:30 p.m., subject to work schedules or alternate arrangements as approved by the General Manager or Director of Operations due to seasonal requirements. One‐half hour lunch and two fifteen minute breaks at such times as directed by Supervisory staff. During the campground operating season (May – September) field staff may be required to work on week‐ends, day and night shifts, such time being scheduled in advance.

2. Regular employees will work such hours as are required to carry out their responsibilities. As a guide, a normal work week will be 37.5 hours comprised of five 7.5 hour days. This guide will be used to pro rate compensation of those salaried employees working less than the normal work week. For hours in excess of the normal work week, see PP‐11 Overtime and Lieu Policy.

3. Seasonal, contract and casual employees will be guided in their work by the time schedule set at the start of their employment.

4. The days included in a five‐day week worked by all employees will normally be Monday through Friday. The General Manager may designate Saturday or Sunday as part of the work week. The employee will be given notice of such designation prior to commencing employment with the Authority, or in the case of work week reclassification for a current employee; notice will be given a minimum of two weeks prior to initiating a changed work week.

5. The limits of the workdays may be altered by the General Manager or the Director of Operations to meet operational requirements. Where such an alteration is put into effect, the employee will be notified either before employment begins or two weeks prior to the alteration going into effect (except in an emergency).

6. All employees of the Authority may be required to work abnormal shifts in the case of an emergency situation, such as a flooding event.

7. All divisions shall maintain individual bi‐monthly timesheets. These records shall show the employee’s name and location, time (days or hours) worked, nature of work and any vacation days, sick days/personal emergency leave days, or time‐in‐lieu days taken off. The work records shall be signed by the employee and approved by the immediate supervisor before being submitted to the General Manager or Financial Services Supervisor for payroll at designated times.

8. For irregular or overtime hours please see PP11_Overtime and Lieu Policy.

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Personnel Policy Regulation PP-10 Public and Designated Holidays Revision: 00 Date: Page 1 of 1

PP-10 Public and Designated Holidays

1. The Authority recognizes the following as public and designated holidays, which will be paid to the employee, in accordance with the Employment Standards Act:

a. New Year’s Day b. Family Day c. Good Friday d. Easter Monday e. Victoria Day f. Canada Day g. Civic Holiday h. Labour Day i. Thanksgiving Day j. Remembrance Day k. December 24 l. Christmas Day m. Boxing Day

2. Any statutory holiday falling on a Saturday or Sunday shall be observed on the preceding Friday or following

Monday, respectively or as otherwise approved by the General Manager.

3. For the period between Christmas Day through New Year’s, the Authority will officially be closed (December 24 to January 1). The Authority will officially re‐open on January 2. Unless for reasons of workload where the General Manager authorizes a staff person to work during this period, no staff will be on duty. Phone calls of an emergency nature will be directed to one staff person (usually the GM or Director of Operations). For employees, the time taken off which cannot be accounted for by statutory holidays will be deducted from vacation time or accumulated overtime. If the employee has neither vacation nor overtime to draw on, then the time off will be without pay.

4. Employee who are required to work on a holiday with pay, will be entitled to a substitute day off, preferably within the same pay period, subject to approval of the employee’s supervisor.

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Personnel Policy Regulation PP-11 Overtime and Lieu Revision: 00 Date: Page 1 of 3

PP-11 Overtime and Lieu Kettle Creek Conservation Authority’s Overtime and Time in Lieu Policy is a management tool to allow the flexibility to meet the business requirements and also meet the needs of employees’ personal lives. Immediate supervisors are responsible for making sure that lieu time/overtime pay is kept to a minimum.

Definitions Overtime is defined as the time worked in extraordinary situations to complete work that cannot be accomplished during the regularly scheduled work timeframe. Incidental expansion of the regular work period will not be considered overtime. This includes time accumulated by working during lunch hours, coffee breaks or personal choice of early arrivals, late departures, checking and responding to e‐mail from home, or time spent at the office between the end of a normal work day and a night meeting. No overtime will be paid or lieu time accumulated for working less than one hour per day.

All overtime must be authorized in advance by the General Manager, Director of Operations or the appropriate supervisor.

Due to the nature of KCCA’s business emergency situations may arise when overtime hours may be required before supervisory approval can be obtained. Emergency situations when overtime is authorized include:

Flood or high water events that require monitoring as outlined in the Flood Warning and Forecasting Manual;

and

Other emergencies like a hydro outage, a threat to human health or to KCCA property and assets.

Non‐emergency situations when overtime is authorized include:

Forestry staff during the planting season when time worked is weather dependent;

Conservation Areas and Maintenance staff during public events and holidays when there is a large volume of

visitors and the health and safety of those visitors requires additional staff or enforcement.

Appearances at all Board Meetings, including Committee Meetings and the Annual General Meeting when such

appearances are directed by the employee’s direct supervisor.

A full‐time staff member who is unexpectedly called back to work after regularly scheduled hours receives a minimum of two hours overtime for such work as outlined in this policy. This provision does not apply in cases where the additional work time is immediately preceding or immediately following regularly scheduled work, or scheduled overtime approved by the General Manager/Director of Operations. Call backs should be initiated in situations that are of an emergency and/or required to remedy or reduce a threat to public safety that cannot be fulfilled in any other manner (i.e. referred to an on‐duty staff person) and have the authorization of the General Manager/Director of Operations. Only calls resulting in a return to work are eligible for “call back” compensation. This provision would typically apply to the following positions: Conservation Area Coordinators, Maintenance Coordinator, Water Conservation Supervisor and Lead Hand. Staff members eligible for on‐call compensation under this policy shall be those staff members who are scheduled for on call duty by the General Manager/Director of Operations and, as a consequence, are required to restrict their whereabouts and activities in order to be available for immediate consultation or return to work.

o "Required to restrict their whereabouts" means being within immediate radio pager or telephone contact, and, if requested, returning to work within one hour.

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PP-11 Overtime and Lieu

o Staff members scheduled in an on‐call status and who fail to respond to initial radio pager/telephone contact, or violate the one hour return‐to‐work limitation, will be subject to prevailing discipline policy.

o If a staff member scheduled to be on‐call wishes to remove himself/herself from such standby status due to illness or other extenuating circumstances, the staff member shall first notify and obtain the expressed approval of the General Manager/Director of Operations. It should be noted that the ability to serve on‐call is a requirement of the Maintenance Coordinator, Conservation Areas Coordinator and the Water Conservation Supervisor and Lead Hand position.

o If a staff member who has been scheduled to be on‐call and is either not called to work or is called to work but works less than two hours, the staff member will be compensated for two hours of work in lieu in accordance with this policy or the minimum established by Employment Standards Act.

Reporting and Compensation Overtime must be tracked and accurately reported on an employee’s timesheet. For example, the direct supervisor must know why the overtime was accrued and that the employee is taking time in lieu or receiving payment. In the case where an employee has accrued time and leaves KCCA, there needs to be an equivalent payout to that exiting employee.

It is important that all timesheets be signed by the immediate supervisor of the employee or the next higher supervisor in the reporting structure.

No staff is allowed to accumulate more than 40 hours of overtime at any given time. Any employee who has accumulated 40 hours must book an appointment with the Director of Operations and/or General Manager to establish a corrective action plan.

In order to be considered for paid compensation, overtime is considered to be any hours worked over 44 hours in one week. Overtime is also considered premium pay which is 1.5 the regular hourly rate of the employee. Supervisors are to limit overtime pay by not allowing shift changes to occur outside of the same pay week.

Management Staff In accordance with the Employment Standards Act, staff whose work is managerial or supervisory in character do not qualify for overtime compensation under normal conditions. For KCCA, this applies to Salary Ranges 8 to 10. Positions in these ranges have the flexibility to take time off in lieu of overtime at their own discretion as long as the needs of the business are met.

Salaried Staff For salaried staff there is no paid overtime but time in lieu. However, in circumstances where the required overtime is excessive or prolonged (consistently over 44 hours in one pay week), special arrangements or compensation should be made between the individual and management.

Time in lieu of overtime is calculated at 1 hour overtime for 1 hour in lieu. Overtime worked on statutory holidays will be compensated at 1 hour overtime for 1.5 hours in lieu time.

Contract Staff The choice of time off or pay for overtime hours above the normal work week but less than 44 hours is entirely at the staff member’s discretion. This choice should be made and agreed to by the staff member and the

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PP-11 Overtime and Lieu supervisor before the overtime work is performed. Such prior approval will ensure that the Authority can provide the overtime compensation in a form that is satisfactory to the staff member.

Personal Appointments (Permanent and Contract) Personal appointments should be scheduled for the employee’s regular time off. On occasion where this is not possible appointments requiring less than two hours, time can be made up throughout that pay period. Where more than two hours is required, this time must be accounted for using a vacation day or lieu time. Time for personal appointments must be authorized one week in advance by the General Manager/Secretary Treasurer, Director of Operations or the appropriate supervisor. Personal appointment arrangements are only available to permanent and contract (6 months or more) staff.

Training/Conferences/Travel Employees attending outside training courses and conferences are not eligible for overtime. When travel time to and from training and conferences is outside the regular work day and the distance is greater than 50 kilometers one way the employee may accumulate one hour for each one hundred kilometres traveled.

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Personnel Policy Regulation PP-12 Vacation Revision: 00 Date: Page 1 of 1

PP-12 Vacation

1. All regular staff shall receive vacation time at the following rate (one week shall mean 5 working days):

Years of Service Vacation Pay Vacation Credit Accumulated Days/Month Start – 1 year 4% 2 weeks .833 days per month 1 year – 2 years 6% 3 weeks 1.25 days per month 3 years – 8 years 8% 4 weeks 1.66 days per month 9 years – 14 years 10% 5 weeks 2.08 days per month 15 years and over 12% 6 weeks 2.5 days per month

2. Variations to the schedule may be negotiated at the time of hiring of new employees.

3. A vacation entitlement year is a recurring 12‐month period beginning on the date of hire.

4. Contract staff shall earn vacation credits or receive vacation pay as stipulated in their contract. Seasonal or casual staff shall receive vacation pay in accordance with the rates established under the Employment Standards Act.

5. During the year, vacation credits will be allowed to accumulate up to twenty (20) days credit at any one time and further to thirty (30) days credit with the approval of the General Manager, except that the year‐end carryover of credits shall not exceed 2 weeks per year. All year‐end carryover of credits beyond 5 days will be submitted in writing for approval by the General Manager or the Board of Directors as the case may be for approval by October 30 of the current year. All employees cannot bank more than 2 weeks.

6. Employees taking vacation leave in excess of two weeks at any one time, require the approval of the General Manger or Board of Directors as the case may be.

7. Vacation accumulation will continue while employees are off on a protected leave of absence (e.g. pregnancy, parental, family medical etc.) or any other approved leaves where there is no break in the employment relationship. However the accumulated vacation time must be used prior to returning from the leave.

8. When a statutory holiday occurs during a vacation period, no vacation credit will be deducted for that day.

9. The timing of all vacation must be approved by the employee’s Supervisor and/or General Manager.

10. Persons leaving the employ of the Authority shall be entitled to earned vacation benefits not utilized. If when leaving the employ of the Authority, an employee owes vacation time, that amount of vacation time owing shall be deducted from the employee’s last pay cheque.

11. To ensure adequate coverage of regular permanent employees at any one time no more than two office regular permanent employees, and two field regular permanent employees and one of the General Manager/Secretary Treasurer or Director of Operations shall be off for a week period at the same time except when the office is officially closed. Approval of vacation time is always subject to General Manager approval and may be based on workload and shared responsibilities.

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Personnel Policy Regulation PP-13 Misconduct and Discipline Revision: 00 Date: Page 1 of 4

PP-13 Misconduct and Discipline

The Authority will make a reasonable effort to ensure every employee and volunteer is aware of the rules and regulations of the Authority and what criteria constitutes acceptable behavior. All those in the service of the Authority will be briefed on their job description, working hours, breaks, acceptable dress and any other relevant information for their job performance.

The objectives of the Misconduct and Discipline Policy are:

To equitably, fairly and uniformly assess misconduct and related discipline;

To ensure that the rules and regulations of the Authority are the accepted standard of conduct for those in the service of the Authority and are to be adhered to, and

To assure the good reputation and continued public support of the Authority.

Code of behavior KCCA employees, volunteers and board members, or any other person in the service of the Authority are prohibited from engaging in misconduct and may receive discipline as provided for by this policy for any infraction. The following list has been established to serve as examples of behavior that could warrant a range of disciplinary actions. Appropriate levels of discipline will be determined based on factors such as severity, frequency, and degree of deviation from expectations, length of time involved and the person’s previous record. This list is not exhaustive.

1. Conducting oneself in any manner which is offensive, abusive or contrary to common decency or morality; carrying out any form of harassment including abuse of authority, sexual harassment; comment or conduct that demeans, humiliates, embarrasses, intimidates, threatens or has an adverse effect on an individual.

2. Misusing, willfully neglecting KCCA property, funds, materials, equipment or supplies. 3. Unlawfully distributing, selling, possessing, using or being under the influence of alcohol, cannabis, or drugs

when on the job or subject to pending duty, including paid or unpaid breaks is strictly prohibited. All employees are required to use medications responsibly, both prescribed and over the counter. If an employee is required to take prescription drugs, these drugs should not inhibit their ability to proficiently perform their duties. Employees on medically approved medication must communicate to management any potential risk, limitation, or restriction requiring modification of duties or temporary reassignment. KCCA will facilitate the removal from the premises of any individual it suspects is impaired by alcohol, a drug or other substance.

4. Fighting, engaging in horseplay or acting in any manner which endangers the safety of oneself or others. This includes acts of violence as well as threats of violence.

5. Lack of due care or willful violation of safety rules including misuse of, or failure to wear safety equipment, authority equipment or mandatory uniforms.

6. Lack of due care for or willful violation of KCCA rules, regulations and policies on duty, off‐duty while on KCCA premises, or off‐duty using KCCA property.

7. Marking or defacing walls, fixtures, equipment, tools, materials or other KCCA property, or damaging or destroying property in any way.

8. Computer misconduct, including but not limited to non‐work related utilization of computer software or hardware.

9. Possessing without authority or stealing any equipment, tools, materials or other KCCA property or attempting to remove them from the premises without approval or permission.

10. Unacceptable behaviour including un‐excused absences, sleeping on the job, leaving without permission or excessive breaks.

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11. Lack of due care or willful disregard to enforce, abide by or carry out this policy or any other related policy of the Authority.

Camping and Day-Use Privileges and Authority Lands KCCA wants to be an employer of choice and encourage those in its service to enjoy the natural surroundings they are helping to preserve. However, due to the nature of KCCA’s business it is important to the Authority’s public reputation that those in the service of the Authority conduct themselves professionally both while on duty and off duty but present on KCCA lands or using KCCA property. Those in the service of the Authority wishing to frequent Authority property as members of the general public will be held accountable to KCCA’s Zero Tolerance Policy, this Misconduct and Discipline Policy and all related Authority policies. In the same manner, those in the service of the Authority will also be held accountable – within reason ‐ for the actions of their immediate family members (parents, son, daughter, wife, husband, step‐son, step‐daughter) or guests who accompany them onto the property under the policy of the Authority. Furthermore, the family members of those in the service of the Authority visiting KCCA properties will be accountable to KCCA’s Zero Tolerance Policy as all other members of the public, without exception. While in the employ of the KCCA, seasonal staff (those employed for six months or less in any given year) and assigned to a campground are not permitted to access the campgrounds while off‐duty. Regular staff, volunteers and board members (including annual contract employees) are permitted access at Lake Whittaker, Dan Patterson and Dalewood ConservationAreas. However they will be expected to:

abide by the rules and regulations of the conservation areas or face disciplinary sanctions; in the case of employees not reside in their place of employment;

pay full camping fees and any other fees associated with the use of the facility, other than the complimentary seasonal day‐use permit provided;

not enter onto KCCA property off‐duty without the appropriate pass or permit, and

not involve themselves in the operations of the campground unless otherwise requested by campground staff and report all items of concern to park staff for their discretionary response.

Discipline Procedures The immediate supervisor of the person subject to review under this policy will administer any appropriate corrective or disciplinary action in consultation with their supervisor. Supervisors, management or the Board (as the case may be) must conduct a thorough, timely, impartial, and objective investigation to determine all the facts surrounding an incident or disciplinary issue with a person subject to review under this policy. In the case of a board member the investigation duties lie with the Board. The following factors must be addressed:

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1. define and document the incident or issue in precise terms 2. determine and document who was involved, 3. identify witnesses, and how the matter was brought to the supervisor’s, management’s or the board’s attention,

and indicate and document the date, time and exact location of the incident. The person subject to review under this policy must be afforded every opportunity to present information to the investigating person or body on the issue or incident. The person subject to review under this policy has the right to appeal, within one month of the date of discipline, under PP17 Conflict and Issue Resolution.

If the disciplinary action under consideration is severe all full‐time permanent staff and board members have the further right to request an independent investigation. Such a request will be considered and resolved by the Board of Directors.

Range of Consequences Verbal warning Verbal warnings may take place between the person under review and his/her direct supervisor in situations that are deemed less serious in nature. Every effort to determine and resolve the cause of the problem should be made. It should be specifically stated that this is a formal warning. Documentation of the verbal warning should be made. The Authority encourages training opportunities for those in its service for the purpose of improving job performance and correcting unacceptable behavior or performance. Written warning A written warning may be issued to a person under review when the behavior of that person is a repeated violation and verbal warning has already been issued. Disciplinary action may begin with a written warning if the issue or incident involved is deemed more serious and requires more immediate action than would be accomplished by a verbal warning. The written warning should outline the specific unacceptable behavior, the changes expected and the possible consequences if changes are not met. The employee should date and sign the letter. A copy should be provided to the recipient and the original filed by management. Restitution The Authority may require financial restitution or other compensatory measures to totally or partially absorb the Authority’s cost of unacceptable behaviours or performance. Loss of Privilege The Authority may eliminate or reduce privileges or unilaterally adjust job descriptions and rates of pay as a result of unacceptable behaviours or performance. Progressive Discipline After verbal warning, if the situation still exists, the supervisor may accelerate the discipline. However, before pursuing further disciplinary action the supervisor should consult management. Training goals and performance measurement may be an integral part of progressive discipline.

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If poor behaviour or performance still exist after written warning has been issued several actions may occur. Additional written warning(s) may be issued if there appears to be substantial potential for a remedy. In situations deemed serious termination may be appropriate. Progressive discipline may also involve the elimination or reduction of privileges and the Authority may also unilaterally adjust job descriptions and rates of pay as a result of unacceptable behaviour or performance. Progressive discipline in serious situations may also involve suspension with or without pay, legal action, and termination. Immediate termination of association with KCCA is warranted according to serious infractions to the Misconduct and Discipline Policy and/or other personnel or operating policies of the Authority. Separation A person’s association with the Authority may be terminated after other disciplinary measures have failed or immediately without regard to prior warnings or progressive discipline if the incident is severe. Please refer to PP14_Separation.

Dispute Resolutions An employee, volunteer, or board member who feels they have been unfairly treated by the application of this policy has the right to prompt consideration of the matter. Please refer to PP17 Conflict and Issue Resolution. If through this appeal process the employee, volunteer or board member is acquitted, any derogatory material proven to be false will be expunged from the record and official personnel file.

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Personnel Policy Regulation PP-14 Separation Revision: 00 Date: Page 1 of 2

PP-14 Separation Resignations A regular service employee may resign from the Authority’s service by giving a minimum of two weeks written notice of his/her intention to resign. The General Manager shall give four (4) weeks written notice.

The written notice should indicate the effective date of the resignation and should be provided directly to the employee’s supervisor.

KCCA reserves the right to relieve the employee of the requirement to attend work for the duration of the notice period; KCCA may waive the requirement of two (2) weeks’ notice from the employee.

Entitlement on Death Where an employee dies, there shall be paid to his or her beneficiary or estate the sum of:

Any unpaid salary or wages owing;

Any unpaid vacation or overtime credits;

Any applicable benefits from the Group Insurance and OMERS if eligible

Retirement The date of retirement and the proportion of the pension available will depend on the pension plan policies in force at the time of retirement.

Extended Health Care and Dental coverage will end when the employee retires or reaches age 70, whichever is earlier. However, if a permanent employee retires before age 65 and is at least 55 years of age with a minimum of 10 years of full‐time service at retirement, coverage for health, dental and life insurance at 1 times salary will end when the employee reaches 65. However, the employee is responsible for the premium payments. Long Term Disability and Short‐Term Disability coverage will end at age 65 or the day you retire, whichever is earlier. Coverage may also end on an earlier date, as specified in the Benefits Booklet.

Termination After obtaining approval of the Executive Committee or the Full Authority, the General Manager/Secretary Treasurer may dismiss any regular service (permanent) employee who does not observe and comply with the policies and procedures of the Authority.

The General Manager may release any regular employee during the probationary period of employment for failure to meet the requirements of his/he position.

The General Manager/Secretary Treasurer or the Director of Operations after obtaining the approval of the General Manager/Secretary Treasurer may release any contract or seasonal employee who:

a) Habitually fails to comply with attendance regulations and directions b) Is absent without permission during the prescribed hours of duty c) Reports for duty while incapable of performing assigned duties d) Misuses Authority property or uses Authority property or services for purposes other than Authority business e) Fails to obey the instructions of his/her immediate supervisor or demonstrates insubordination

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Personnel Policy Regulation PP-14 Separation Revision: 00 Date: Page 2 of 2

PP-14 Separation

f) Shows wilful disregard in violations of the health and safety policy.

Termination of the General Manager/Secretary Treasurer requires Full Authority approval.

An employee may be subject to termination at any time within the guidelines of the Employment Standards Act. The Full Authority may authorize compensation beyond that required by the Employment Standards Act, depending on reasons for dismissal. With notice KCCA reserves the right to terminate an employee’s employment in accordance with its obligations under the Ontario Employment Standards Act; the required written notice of termination shall be given where the employee has worked three (3) months or more, and normal wages for a week shall be paid for the number of weeks the employee is entitled. Vacation credits accrued for the notice period shall also be paid to the employee. Without notice An employee may be terminated without notice or pay in lieu of notice as a result of just cause (i.e. wilful misconduct, wilful disobedience, wilful neglect of duty), where an employee has refused reasonable alternate work with KCCA or where an employee does not return from layoff or leave of absence within three days. Notice to an employee is not required if the employee was hired for a specified term or task, that is for a prearranged period of time, or for a specific unit of work that does not exceed 12 months or where an employee is only temporarily laid off; however, if the employee is not called back after 13 weeks, it must be treated as termination.

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Personnel Policy Regulation PP-15 Expenses and Travel Revision: 00 Date: Page 1 of 2

PP-15 Expenses and Travel

Employees when authorized to travel on normal duty by the immediate supervisor or General Manager/Secretary Treasurer to attend conferences, meetings, courses of instruction and trips of a similar nature, shall be entitled to reimbursement for expenses as follows:

Mileage at a per kilometre rate established by the Full Authority for the use of personal vehicles or fair for rail or air travel. All claims for mileage and travel will give the details of the trip and be signed by the Supervisor.

Reasonable out of pocket expenses for overnight accommodation and gratuities incurred therewith.

Reasonable out of pocket expenses for meals and gratuities incurred therewith. Employees can be reimbursed for meals up to 100% at a reasonable cost when they are not included as part of a conference/seminar or business function. There will be no reimbursement for alcohol. Reimbursement is for restaurant prepared food only. The General Manager reserves the right to determine if meal costs are reasonable. The following should be used as a guideline, noting that taxes and gratuities are not included in the meal rate:

Meals Maximum Amount

Breakfast $10.00

Lunch $15.00

Dinner $25.00

Parking charges and such other incidental expenses not covered herein as may from time to time occur and have the approval of the General Manager.

Expense claims, including mileage claims, must be signed the employee’s supervisor.

A reasonable effort should be made to provide receipts, which include the supplier’s name, HST registration number and HST amount, for all out of pocket expenses. No reimbursement will be made without a receipt for any out of pocket expenses unless the General Manager gives approval.

The driver of any Authority vehicle – or the driver of a personal vehicle being used for Authority business – will be responsible for the payment of any or all fines imposed for traffic, parking or other violations.

Use of Authority Vehicles

Employees in the service of the Authority whose duties requires them to drive or have charge of any Authority vehicle shall:

Submit an acceptable Driver’s Abstract as a condition of employment. The Authority may deny employment or the use of an Authority vehicle if the driver in question has more than 5 demerit points.

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Personnel Policy Regulation PP-15 Expenses and Travel Revision: 00 Date: Page 2 of 2

PP-15 Expenses and Travel

Submit a clean driver’s abstract prior to final offers of employment being offered. The candidate will pay the associated costs. The Authority may deny employment or use of the Authority vehicle if the driver in question has:

a) A G1 or G2 license and has 6 demerit points or more; or

b) A fully licensed driver and has 9 demerit points or more.

Employees are to report any changes to the Driver’s Abstract immediately to their supervisor.

After hire, the Authority may obtain a Driver’s Abstract at any time on a yearly basis.

The loss of a driver’s license, failure to disclose changes or provide an abstract may result in disciplinary action or termination.

Ensure that the vehicle is kept in a satisfactory mechanical condition

Obey all highway, traffic and other laws

Be responsible for the payment of all and any fines imposed for traffic, parking or other violations

Be properly licensed

Employ all measure recommended for the safe use of vehicles or equipment

Not permit unauthorized persons to operate vehicle or equipment

Follow KCCA’s Occupational Health and Safety Policy with respect to vehicle and equipment use.

Personal Vehicles

If available, staff will use an Authority vehicle for business purposes. Employees have permission to use their own vehicles and charge the mileage rate established by the Authority only when they have ascertained that an Authority vehicle is not available. Consideration should be given to the distance being driven and the type of work being conducted.

Employees are responsible to consult their personal insurance carrier to determine that they have the proper insurance for using their personal vehicle for work purposes. An employee may be required to provide proof of insurance coverage (Public and Property Damage Insurance, to a minimum of 1,000,000.00) to the employer upon request.

The Authority will not take responsibility for personal equipment – including vehicles – used by an employee.

While using a personal vehicle for Authority business, drivers are expected to follow KCCA’s Occupational Health and Safety Policy.

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Personnel Policy Regulation PP-16 Clothing Revision: 00 Date: Page 1 of 2

PP-16 Clothing

Uniforms, safety wear and identification articles will be issued or made available to permanent and contract employees of the Authority as outlined below. All safety foot wear must be steel toe and shank (green tag), CSA approved as outlined in KCCA’s Health and Safety Manual. CSA approved (green patch) hiking boots are an acceptable alternative to safety boots for fieldwork, providing the work site does not involve construction and/or equipment and does not conflict with the Authority’s Health and Safety Policy.

If any employee leaves the employ of the Authority prior to 12 months of the date of receiving any issuance of uniform items he or she shall reimburse the Authority on a pro‐rated basis.

Issue of Uniforms Uniforms will be issued to the following positions: Conservation Area Field Staff (Conservation Area Coordinators, Lead Hand, and Maintenance Coordinator). Authority uniforms are to be worn for all fieldwork and whenever appropriate while in business of the Authority. The employee is responsible for keeping the uniforms and other items of clothing and personal protective equipment in clean condition and in good repair at their own expense. In the even that an article is not eligible for cost recovery or the employee has maxed out their subsidy in a given year, the Authority may still require the employee to have that article. Payment of the employee’s contribution will be done through payroll deduction, unless otherwise arranged. Uniforms will be issued following the completion of staff probationary period.

The following items of uniform clothing will be issued to the Conservation Area Field Staff (permanent):

a) Annual safety boot allowance (rubber, winter or summer) Max. total $250 annually b) KCCA Shirts and trousers, annually as required Max. total $350 annually c) All season KCCA staff jacket biennially as required Max. total allowance $200 d) Hats (winter or summer) as required Max. total allowance $40 annually

KCCA will also supply personal protective equipment such as coveralls (insulated or uninsulated), safety helmets, safety glasses, gloves, rainsuits, chainsaw chaps, waders, and first aid/safety supplies whenever deemed necessary by the Director of Operations and within annual budget allocations. These items will remain the property of KCCA.

Technical and Office Staff The following allowances will be provided for all other permanent staff at the Authority.

a) Annual safety boot allowance (rubber, winter or summer) Max. total $125 annually b) KCCA corporate wear Max. total allowance $70 annually c) KCCA staff jacket triennially as required Max. total allowance $200

Technical staff who are required to wear safety foot wear on a regular basis for work requirements may be compensated an additional $50 allowance in any year for safety footwear as approved by the General Manager.

Summer Staff/Contract Employees Identification articles will be issued or made available to summer and contract employees to be worn for all field work and whenever appropriate while in the business of the Authority.

a) 2 KCCA shirts and one hat

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Personnel Policy Regulation PP-16 Clothing Revision: 00 Date: Page 2 of 2

PP-16 Clothing

b) A $125 safety boot allowance will be reimbursed to temporary/contract and seasonal staff at the end of their work program, which must consist of a minimum of 26 weeks continuous employment in order to be eligible. Proof of purchase (receipt) and an appropriately signed expense form are required.

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Personnel Policy Regulation PP-17 Conflict and Issue Recognition Revision: 00 Date: Page 1 of 1

PP-17 Conflict and Issue Recognition Informal discussion and resolution of workplace issues is encouraged through open dialogue with employee and supervisors. It is also the policy of KCCA to provide its employees with a formal process to resolve work‐related issues.

All parties involved in the process shall make a concerted effort to address and resolve any issue to the mutual satisfaction of those involved.

The following procedure shall be followed should an issue of a corporate or job related nature arise that requires full and impartial resolution:

1. In order to resolve the issue, an employee shall initially discuss the issue, in details with their supervisor. The supervisor and employee will make every attempt to achieve a timely resolution.

2. Should the resolution not be satisfactory to the employee, the employee may request, in writing, a meeting with the General Manager. The supervisor will be in attendance, where practical. A response to the employee, in writing, will be provided within five (5) working days of the meeting taking place.

3. If the complaint is regarding the General Manager, the employee encouraged to discuss the issue in detail with the General Manger. If the issue remains unresolved, or the employee is not comfortable discussing the matter with the General Manager the employee may submit their concern, in writing, to the Chair of the Executive Committee. Meetings with the Executive Committee will be in‐camera with the employee and the General Manager in attendance, where practical.

4. If an employee is not satisfied with the decision of the Executive Committee, an employee may appeal in writing to the Board of Directors. The employee may submit their concern, in writing, the Chair of the Board.

5. The issue resolution process outlined in this policy respects the individuals involved and will be handled in as confidential a manner as possible.

6. Report and documentation produced throughout this process will be maintained but will not form part of the employee file of reference.

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Personnel Policy Regulation PP-18 Recognition Program Revision: 00 Date: Page 1 of 1

PP-18 Recognition Program Staff Recognition The Authority will recognize staff for their consecutive years of service in the following manner:

Years of Service Recognition

5 years $50 (gift certificate to local restaurant)

10 years $100

15 years $150

20 years $200

25 years $250

30 years $300

Upon Retirement (Based on a minimum 10 year service)

$300

These awards will be presented annually at the Annual General Meeting.

Board Member Recognition The Authority will recognize retiring Chairs or Board Members, regardless of tenure in the following manner:

Chair: framed picture of watershed or art work

Member: a tree to be planted in the Community Forest

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1 of 1


FROM: Joe Gordon


Subject: September 2018 Planning & Regulations Activity Report

Recommendation:

That the September 2018 Planning and Regulations Activity Report be received.

REPORT SUMMARY

The following is a summary of KCCA’s Plan Input and Review responses and Section 28 permits issued by staff during the period of August 10 to September 13, 2018. Plan Input and Review:

KCCA # File No. Municipality Application Type Support Conditions

1862 E1/18 – 44257 Fruitridge Line

Central Elgin Severance (Consent) Yes None

1863 E61/18 ‐ Part lot 4,

Conc. 6 Central Elgin Severance (Consent) Yes None

1864 E62/18 – 494 Lower Spring

Street, Port Stanley Central Elgin Severance (Consent) Yes

Permit & Floodproofing

1865 No.12‐18

18 Crescent Ave Central Elgin Minor Variance/Permission Yes None

1866 COS 11‐18

502 West Edith Cavell Blvd

Central Elgin Minor Variance/Permission Yes KCCA Permit P17‐032

1867 11157 Highbury Av Central Elgin Zoning ByLaw Amendment Yes None

Section 28 Permit(s):

Permit No. Address Municipality Description

P18‐030 South side of Thomas

Rod, tributary crossing

Southwold

Union Gas directional drill crossing of a tributary of South Mill Creek for the installation of gas main to connect to existing residential development.

RECOMMENDATION: That the September 2018 Planning and Regulations Activity Report be received.

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