How can your employer keep you safe in the workplace when the workplace is your own home?
This was one of the questions addressed as part of Monday night’s corporate and community services standing committee meeting, where council members received an update on two town staff workplace policies: a discrimination, violence and harassment-free workplace policy and a remote work policy.
“When the workplace is the home, how does the town ensure a violence-free workplace, in the case of say, domestic violence?” asked Coun. Mariane McLeod, who also serves as committee chair. “What can we do?”
Manager of human resources Melissa McQuaig said instances of domestic violence are encompassed in the new discrimination, violence and harassment-free workplace policy.
“(We would do things) like create a safety plan, or creating things like safe words. We would contact the police if we became aware,” said McQuaig.
The new discrimination, violence and harassment-free workplace policy would replace two previously existing policies for town staff. Policy amendments include the introduction of guiding principles, streamlined roles and responsibilities, and the addition of key considerations.
For example, it is made clear that the policy applies wherever and however one conducts work, including but not limited to physical and remote work settings, as well as technological tools that support work initiatives such as in-person meetings, virtual meetings, communication platforms, and instant messaging applications.
The town’s whistleblower policy will work hand-in-hand with the new policy.
Under the new policy, complaints will be kept confidential, to the extent possible. Information will only be released as necessary to conduct a fair investigation and respond to the complaint or situation or if required to do so by law
The updated Remote Work Policy is not related to COVID-19, however was influenced by lessons learned through the pandemic, according to Amanda Pegg, executive director of customer and corporate services.
“Although remote work as a concept is not new and was in place in many leading organizations (public and private) prior to the pandemic, COVID-19 has significantly accelerated the uptake of these programs in all industries,” wrote Pegg in her report.
In the staff report, Pegg notes the benefits of allowing remote work within the corporation, which include improving accessibility, inclusivity, productivity, performance and employee attraction, retention and well-being.
“A reported 72 per cent of employers say remote work has a high impact on employee retention. Studies and surveys demonstrate that employees are significantly more loyal to their employer when they have remote-work options,” wrote Pegg.
Under the policy, all town employees who are approved to work remotely would be required to complete a remote work agreement. The agreement must be signed by the employee, supervisor, and manager and department heads would also be consulted and provide final approval.
To be eligible for remote work, an employee must have been in their current position for a minimum of six months and have successfully completed their probation/trial period.
The 2022 proposed budget includes a carry-over amount of $15,000 to support remote work implementation.
Coun. Steve Berman asked if the number of town employees approved for remote work could be released to the public as information.
“We would be happy to report back on the numbers of staff that are engaged in such an arrangement,” said McCuaig, adding that the names of individuals would not be released to protect employee privacy.
“We’ve certainly seen over the last 20 months that the definition of a workplace has definitely become fluid. We’ve seen telecommuting very effectively done throughout our community,” said Mayor Brian Saunderson. “With the stresses we’d been under about our accommodation issues prior to the pandemic, this could be a very productive exercise when it comes to saving on costs.”
Both policies received unanimous support from the committee. The decision will need to be ratified at the next regular meeting of council in December before going into effect.
