TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: April 8, 2024 Report No. ADM-24-020
TO: Council
FROM: Vicki Gannon, Director of HR and Community Relations
SUBJECT: Council Policy PER-06, Code of Conduct for Patrons and Visitors
RECOMMENDATION:
Recommendation
That Council approves Council Policy PER-06, Code of Conduct for Patrons and Visitors.
Body
EXECUTIVE SUMMARY:
There has been an increase in incidents in the Township’s facilities involving patrons or visitors behaving inappropriately and treating staff and other patrons disrespectfully. In an effort to educate patrons, and provide staff with measures to manage inappropriate behaviours, it is recommended that Council endorse the attached policy.
BACKGROUND:
The Township has an expectation that every member of the public will maintain appropriate standards of behaviour. The implementation of a policy that requires all patrons and visitors to comply the Township’s Code of Conduct for Patrons and Visitors statement will help to ensure respectful, welcoming and safe surroundings for all.
ANALYSIS:
Last Fall, “All are Welcome” 11x17-sized posters were displayed in all the Township’s facilities as a reminder that the Township of Esquimalt is committed to providing a welcoming, respectful and inclusive environment for all guests and staff, and that everyone is welcome. A sample poster is attached to this Staff Report (Attachment 3).
There continues to be incidents where patrons/visitors behave inappropriately. After discussions within senior leadership on how best to ensure a respectful workplace for staff, and a safe and welcoming place for patrons and visitors, it was recommended that a code conduct for patrons and visitors be implemented, and be endorsed by Council. The purpose of the policy is to clearly outline expectations by way of a code of conduct statement, as well as to outline the consequences should there be a violation.
Management Policy PER-24, Dealing with Disrespectful Behaviour (Attachment 2) was also developed and will be implemented to provide staff with the processes when dealing with patrons who are behaving inappropriately. As a management policy, PER-24 does not require Council approval prior to implementation.
In support of Council Policy PER-06, signage will be displayed in all the Township’s facilities outlining the code of conduct statement as set out in the policy, as well as the consequences of violating the code of conduct statement.
OPTIONS:
1. That Council approve Council Policy PER-06, Code of Conduct for Patrons and Visitors.
2. That Council direct staff to provide additional information.
3. That Council provide alternate direction to staff.
COUNCIL PRIORITY:
Good Governance and Organizational Excellence
FINANCIAL IMPACT:
Should there be any costs incurred while violating the Code of Conduct Statement, the costs will be recovered from the person/persons who were in violation.
COMMUNICATIONS/ENGAGEMENT:
The Manager of Communications will update the Township’s website and will utilize social media to educate the public on this new policy. All staff will be advised of both policies, and applicable staff will receive training. Signage will be posted in all facilities to support compliance with the code of conduct.
TIMELINES & NEXT STEPS:
Once Council endorses this policy it will be in effect.
REPORT 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:
The following documents are attached to this Staff Report:
1. Council Policy PER-06, Code of Conduct for Patrons and Visitors (draft)
2. Management Policy PER-24, Dealing with Disrespectful Patrons and Visitors
3. Township of Esquimalt’s “Everyone is Welcome” poster