The Corporation of the Town of Oakville · Procedure HR-MNG-008-001

RZone

Procedure Number:
HR-MNG-008-001
Parent Policy:
HR-MNG-008
Section:
Human Resources
Sub-Section:
Manage
Author:
Strategy, Policy and Communications and Recreation and Culture
Authority:
CAO
Effective Date:
2008 Jul 07
Review by Date:
2013
Replaces:
Last Modified:

Purpose Statement

  1. The Corporation of the Town of Oakville (the town) is committed to fostering an environment where there is Respect for yourself; Respect for others; and Responsibility for your actions.
  2. The Town discourages any form of inappropriate behaviour at all town facilities, properties, town sponsored events, programs, in written or verbal communications (including email or phone), in town vehicles, or at any other location where town staff are present. Where a meeting is covered under the Procedure By-law, the procedures established under the by-law take precedence.
  3. This procedure outlines the measures and enforcement steps to be taken in order to address inappropriate behaviour.
  4. The goal of this procedure is to promote a positive, safe, and supportive environment for all members of the public and staff. In addition, this procedure will encourage respect, commitment and considerate relationships between the town and members of the public.

Scope

  1. This procedure applies to all members of the public and staff at all town facilities, properties, town sponsored events, programs, in written or verbal communications (including email or phone), in town vehicles, or at any other location where town staff are present.
  2. Staff are not expected to put themselves at risk or jeopardize anyone’s safety when dealing with any real or perceived situation. If at anytime staff feels threatened, they are to call the Halton Regional Police Services (police) for assistance.
  3. Inappropriate behaviour or actions for the purpose of this procedure includes, but is not limited to, the following behaviours:
    1. Aggressive or intimidating approaches to another individual (verbal assault)
    2. Threats
    3. Attempts to goad or incite anger in others
    4. Throwing of articles in a deliberate or aggressive manner
    5. Physical striking of another individual
    6. Theft of property
    7. Possession of weapons
    8. Illegal consumption of alcohol or drugs
    9. Contravention of town by-laws, policies, or procedures
    10. Vandalism: the deliberate destruction, damage or defacing of property owned or leased through the town
    11. Harassment: “engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome” as defined by the Ontario Human Rights Code and covered by the Town of Oakville Respectful Conduct Policy and Conflict Resolution Policy.
  4. If the nature of an issue is known in advance to be contentious (at a meeting, event, or any other location where town staff is present) staff is to alert the police. Depending on the nature of the issue, staff may request the attendance of the police.
  5. This procedure is designed to provide members of the public and staff with a positive approach to promoting appropriate behaviour and actions. Town departments may use this procedure as a guiding principle.

Procedure

Reporting an incident – where staff has witnessed an incident

When instances of inappropriate behaviour or actions occur, staff shall act in the following manner:

  1. Report acts of inappropriate behaviour to the most senior staff person present at the incident
  2. Without jeopardizing anyone’s safety, advise the identified individual(s) to stop the activity immediately or they will be asked to leave (“verbal warning”)
  3. If the individual(s) does not co-operate, inform the individual(s) that they are now trespassing and the police will be called
  4. If the individual(s) refuses to leave, do not engage in an argument or physical confrontation, call the police, and wait for them to arrive while ensuring that you and any others in jeopardy, are in a safe location
  5. Prepare an Rzone Incident Report (Appendix A) on all incidents addressed in this procedure.

Reporting an incident – where staff is receiving inappropriate written or verbal communication

When instances of inappropriate behaviour or actions occur, staff shall act in the following manner:

  1. Report acts of inappropriate behaviour to the most senior staff person of the appropriate department within 24 hours of inappropriate written or verbal communication
  2. Advise the individual to stop the inappropriate activity immediately or you will end the communication
  3. If the individual does not co-operate, inform the individual that you are ending the communication, and do not reply to any further attempts made by the individual to contact you
  4. Prepare an Rzone Incident Report (Appendix A) on all incidents addressed in this procedure.

Reporting an incident – where staff has not witnessed an incident being reported

When instances of inappropriate behaviour or actions are reported to staff, staff shall act in the following manner:

  1. Report any act(s) of inappropriate behaviour to the most senior staff person of the appropriate department within 24 hours of the incident being reported
  2. Prepare an Rzone Incident Report (Appendix A) on all incidents addressed in this procedure.

Members of the public are to report acts of inappropriate behaviour to a town staff member within 24 hours of the incident.

The town’s primary concern is the safety of members of the public and staff. If at any time members of the public or staff feel personally threatened, they are to call the police immediately. It is NOT the expectation that members of the public or staff put themselves at risk or jeopardize anyone’s safety when dealing with any perceived or real situation.

Halton Regional Police Services
Non-Emergency Contact: 905-878-5511
Emergency Contact: 911

Reporting process and who will be notified

  1. Staff shall fill out an Rzone Incident Report within 24 hours of the incident.
  2. A copy of the Report should be forwarded to the appropriate Director or his or her designate within 48 hours of the incident.
  3. The appropriate Director or his or her designate should provide Notice to the identified individual of Action To Be Taken, within 14 days of the incident.
  4. A copy of the Notice is to be provided to the appropriate Commissioner and the Human Resources Director, or his or her designate upon Notice to the identified individual.
  5. Appropriate staff will be notified of any individual(s) who has been subject to remedial action under this procedure as well as the action taken.
  6. The affected department will keep the original Rzone Incident Report.

Consequences of Non-Compliance

  1. Individuals who engage in any inappropriate behaviour, as defined in this procedure, may, depending on the severity, be removed immediately from the premises. A letter of warning may be sent to an individual advising them of appropriate behaviour (Appendix C). If necessary, an individual may be banned from town premises for a period of time. Length of the ban will be determined by the appropriate Director and will depend on the severity of the situation (Appendix D). Enforcement guidelines are referenced in Appendix B.
  2. In addition to any other measures taken, where any damage to Town Property has occurred, the individual(s) responsible will be required to reimburse the town for all costs associated with any repairs, an administration fee, as well as any lost revenues or where appropriate, be required to repair the damage.

Appeal Process

  1. If an individual wishes to appeal any action taken by the Town, the individual may present their case in writing to the appropriate Commissioner, or should the incident involve a Commissioner to the CAO or designate, within 14 days of the decision.
  2. The appeal will be reviewed by the appropriate Commissioner or CAO, and any decision made is final.

Definitions

Notice – where there has been a violation of this procedure, a letter may be issued to the identified individual providing details of the specific behaviour that is not tolerated and any Action To Be Taken.

Action To Be Taken – depending on the severity of the incident:

  1. A letter of warning may be issued to the identified individual for any behaviour that is in violation of this procedure.
  2. For incidents where behaviour is grossly inappropriate, or threatening to another member of the public or staff or for repeated incidents, a letter may be issued to the identified individual indicating that further participation is no longer
    welcome. A temporary or permanent ban is to be determined by the appropriate Director.

Responsibilities

  1. Staff and participants are responsible for behaving and acting in a manner that respects the rights of others in order to promote an environment that can be enjoyed by all.
  2. The town shall work in partnership with the community to ensure everyone has the opportunity to enjoy a respectful and positive environment.
  3. Training and education by departments will be provided to staff (e.g. Rzone orientation) to support the procedure. Training will be provided to staff as part of Customer Relationship Management and Service Delivery.
  4. The Human Resources department is responsible for monitoring violations of this procedure and following up with appropriate staff members as necessary.