Sudbury Curling Club Inc
Administrative Policies and Guidelines
HUMAN RESOURCES SECTION
H01 Employee Criminal Offence
All employees or potential employees of the Sudbury Curling Club Inc (hereinafter referred to as SCC) shall be required to provide an official copy of a Criminal Offences Verification, the cost of which will be reimbursed by the SCC. This verification can be obtained from the Greater Sudbury Police Services. The Sudbury Curling Club will not employ any individual who presents a statement with a record of criminal offences that may pose specific risk to the Club as determined by the Personnel Committee.
H02 Employee Training
The Sudbury Curling Club Manager and Head Ice Technician are responsible to ensure that employees get the training necessary to perform their duties in a safe and efficient manner.
Training may be provided by the Ice Technician, the manager or any other individual who possesses the qualifications and/or skills to provide the training relevant to the employee’s position or as required by specific legislation.
Health and Safety - All employees must complete WHIMIS training to be arranged by SCC management.
H03 Employee Duties & Responsibilities
The SCC office will maintain a log of employee job descriptions and update them as needed. Each employee will be provided with a copy of his/her job description, obligations and expectations. Employees must be cognisant of the role they play in servicing the SCC members and customers and must ensure they conduct themselves with integrity and respect at all times.
Employees must strive to work in a co-operative manner and in harmony with co-workers and are responsible to report to the manager any issues that may arise, in a timely manner.
The manager will be responsible to investigate all issues reported in an efficient and professional manner. Depending on the nature of the issue, the manager may consult with the Personnel Committee for advice and direction.
The manager will conduct meetings (individually or as a group) with the Club employees to keep them informed of scheduled events, customer needs and special requests.
Written instructions of day-to-day activities with specific tasks for employees shall be posted in a “Day Book” kept in a central location.
H05 Performance Appraisals
The Manager and/or Head Ice Technician shall be responsible to conduct employee performance appraisals and maintain a detailed record of these reviews. Performance reviews should be conducted no less than two times per year (calendar year or curling season). The performance appraisal must be signed by the employee and management.
H06 Disciplinary Action
Employees must be made aware of the consequences of improper behaviour and unacceptable conduct.
Employees who fail to fulfil their duties and obligations, do not comply with the operating rules of the Club or who breach confidentiality shall be subject to disciplinary action that may lead to termination.
In the event an employee is found guilty of improper conduct, a disciplinary 3-step process shall be invoked. The infractions in question do not necessarily have to be of the same nature.
- Verbal warning with a note in the Manager’s records.
- Written warning with a copy in the employee’s personnel file.
- Grounds for termination of employment. H
Depending on the severity of the infraction, the first 2 steps of the process may be bi-passed and lead directly to termination. Any infraction found to be of an illegal nature or jeopardizing the welfare of SCC shall result in immediate termination and may lead to legal action. An employee may be terminated at any time without notice and payment will be made for total hours worked up to the time of termination. Cause includes, but is not limited to, any act of dishonesty, harassment, intoxication, negligence or poor performance of duties that has been duly documented.
The manager must ensure the disciplinary process has been properly applied to mitigate any risk of litigation against the Board and/or Sudbury Curling Club Inc. In the event of an employee termination, the manager must advise the President accordingly.
BULLYING – The SCC shall administer a ZERO tolerance policy in respect to bullying. Any employee found guilty of such conduct shall be subject to severe consequences that may lead to termination.
H07 Conflict Resolution
In the event of a difference of opinion or should a conflict arise between employees, the employee must first raise the concern with the manager to attempt to resolve the problem. Failing so, the employee may submit the concern in writing to the President of the Board and request that the matter be addressed by the Personnel Committee. The Personnel Committee must investigate and respond within 5 days.
H08 Salaries & Compensation
Minimum pay rates must be compliant with Federal and/or Provincial Legislation where applicable. Salaries and Compensation may include contract pay, hourly rate pay, gratuities, overtime and statutory holiday pay.
There shall be no increase to salary or compensation rates/methods without prior approval of the Board of Directors.
H09 Paid Holidays
Time off with pay or pay for statutory holidays shall be in compliance with Federal and/or Provincial Legislation. The Ontario Ministry of Labour & Employment Standards Act rules in respect to Paid Holidays are as follows:
Ontario has nine public holidays:
- New Year's Day
- Family Day
- Good Friday
- Victoria Day
- Canada Day
- Labour Day
- Thanksgiving Day
- Christmas Day
- Boxing Day (December 26).
Employees who qualify are entitled to take these days off work and be paid public holiday pay. Alternatively, they can agree in writing to work on the holiday and they will be paid the public holiday pay plus premium pay for the hours worked on the public holiday.
The amount of public holiday pay to which an employee is entitled is all of the regular wages (excludes overtime) earned by the employee plus all of the vacation pay payable to the employee with respect to the four work weeks before the work week with the public holiday, divided by 20.
H10 Sick Leave
The SCC Manager, Head Ice Technician and Head Cook shall be entitled to 4 days paid sick leave during the SCC fiscal year (May 1 to April 30). Any absences due to illness beyond 4 paid sick days during the fiscal period shall be unpaid days. Such unpaid days will be deducted from the employee’s pay as soon as possible after the absence.
All employees off due to illness are expected to notify their immediate supervisor as soon as possible. In the event the immediate supervisor cannot be reached, employees must notify the SCC President.
H11 Bereavement Leave
Should a member of any SCC employee's immediate family die, the employee shall be entitled to 3 days paid bereavement leave on any scheduled working day that falls within the three-day period immediately following the day the death occurred.
Paid Bereavement leave covers only scheduled working days. For example, if a member of an employee's immediate family dies on a Friday, and the employee's regular days off were Saturday and Sunday, bereavement leave would only apply to the Monday.
Entitlement to paid bereavement shall apply upon the death of:
Spouse, child, parent, grand-parent, grand-child, brother, sister, step-child, step-parent, step-brother, step-sister, parent-in-law, brother-in-law, son-in-law, sister-in-law, daughter-in-law, grand-parent-in-law.
H12 Accident or Injury Reporting
Should an employee suffer an on the job accident or work related injury, this must be reported to the manager immediately. The manager must ensure that the appropriate WSIB forms are completed and submitted (when needed) as per the WSIB requirements.