TOWNSHIP OF ESQUIMALT MEMORANDUM
MEETING DATE: September 23, 2024 Report No. ADM-24-059
TO: Council
FROM: Vicki Gannon, Director of HR and Community Relations
SUBJECT: Recommended Changes to Council Policy PER-05, Terms and Conditions
of Employment for Officers, Managers and Exempt Employees
INFORMATION:
This policy was first approved in 2015, with minor amendments occurring over the past 9 years.
Staff have recently reviewed the policy and have made recommended changes as outlined in the attached document with tracked changes. Listed below is the rationale for the recommended changes:
• Probationary Period: Staff are recommending that the probationary period be reduced from one year to six months, to further attract exempt staff to apply for vacancies. The longer probationary period prevents employees from securing mortgages, loans, etc.
• Assistant Fire Chief Salaries: No other exempt salary rates are outlined in this policy.
• Health and Other Benefits: All premiums for officers, managers and exempt employers are 100% employer paid except for long term disability (LTD) premiums. Currently exempt employees pay 100% of the LTD premiums, thus rendering any LTD benefits tax free. In order to be in Iine with other local government organizations including Oak Bay, City of Victoria, and the CRD, it is recommended that it be changed to 100% employer paid.
• Death of Officer, Manager of Exempt Employee: This is outlined in both the CUPE and IAFF Collective Agreements, with IAFF having a different benefit than what is currently outlined in the policy. It is recommended that it be removed from this policy such that Article 17 applies (if not specified in the policy, exempt staff will receive benefits and entitlements as outlined in the applicable collective agreement).
• Rate of Pay for Acting Managers, Directors and CAO: The current rate of 5% is much lower than industry norm and it is recommended that employees who act get paid at the first step of the wage rate for the position they are acting in. (88% of the maximum salary for the position).
• Termination of Employment (not for cause): With the recommended change to the probationary period from one year to six months, it is also recommended that the severance payment for employees who have completed their probationary period be reduced from “one month’s salary for every full or part year of employment, but not less than six months” be changed to “one month’s salary for every full or part year of employment, but not less than four months”.
REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Draft Policy PER-05, Terms and Conditions of Employment for Officers, Managers, and Exempt Employees - with tracked changes in red
2. Draft updated Policy PER-05, Terms and Conditions of Employment for Officers, Managers, and Exempt Employees