3. Policy Administration
Prior To The Start Of The Normal Work Day
When timing of information allows, and in response to a special circumstance known prior to the start of the normal work day, the Chief Administrative Officer (CAO) or designate will determine which facilities or service(s) require closure. The decision determining closure of a facility(ies) should be made no later than 6:00 a.m. allowing time to contact internal and external stakeholders.
Closure Throughout the Day
On occasions whereby the CAO or designate closes a County facility during the workday and staff are permitted to leave, employees who reported for work who have the ability to work remotely, will transition their day to their designated remote work location. If an employee cannot work remotely, they may be relocated to an alternative workplace or be permitted to leave; such employees will not suffer a loss of pay as a result of this closure. Employees who did not report to work prior to the decision to close will carry out their day as intended.
Essential Services
The County recognizes that some employees may be required to provide support or emergency response, weather response or essential services, even during special circumstances. Essential services are a service, facility or activity that is deemed necessary for the safety or security of the public, where there are reasonable grounds for accepting the probability, or possibility, that human life or public safety would suffer if a work stoppage interrupted the duties of these employees. This includes but is not limited to Fire and Emergency Medical Services, Emergency Management, Road Operations, long term care operations, Fleet and Water and Waste services.
It is recognized those deemed essential may vary based on the special circumstance requiring a facility closure. The level of services to be delivered, and specific staff members who will be responsible for maintaining essential services, will be determined by the CAO or designate.
Notification
The CAO or designate will contact each applicable General Manager, as well as the Manager, Customer Experience and Communication, with a decision for facility closure.
The CAO or designate will advise all employees, including Council, Library employees of the closing of any County facilities and/or service(s) via email and/or phone call.
Employees who have scheduled meetings or appointments with individuals (other than County Staff) on the day of closure are to contact these individuals if a change to such meeting is required.
Every Division should have a contingency plan in place to deal with issues related to facility closures affecting their specific function; for example: phones, “fan out” call list, access to facilities, etc.
Staff identified in the Facility Closure Checklist (Appendix A) will initiate the checklist immediately.
Remote Work
Employees who have the ability to work remotely as per the Working Remotely Policy, shall work remotely in the event of a facility closure. Employees with remote work capabilities should be prepared in the event of a facility closure by bringing required items home, when possible (ie. anticipated weather event). Should such employee not have the resources or availability required to carry out remote work, they may request time off from their supervisor and are eligible to use the following banks:
• accumulated overtime
• banked vacation time
• flexible hours where applicable
• unpaid time off
Pay Practice for Employees Affected by a Facility closure
Employees who are required to work during a facility closure, including reassignments to other work locations and/or remote work, shall continue to be paid using normal practices.
Employees who are required to leave the worksite, as a result of a facility closure, and are not reassigned to another work location nor have the ability to work remotely as per the Working Remotely Policy, will be deemed unable to work. Such employee shall suffer no loss of earnings; in accordance with this Policy (2002-05), eligible employee(s) should record applicable time on their time sheet under the category “Absent with Pay”.
Employees previously scheduled to be off on vacation, flextime, illness, etc. are not eligible to record the time of the facility closure as regular wages, and should record the time under the appropriate category that would have been utilized if the facility closure had not occurred.
Inclement Weather
Inclement weather, as it pertains to this policy, shall be defined as that of a snow storm, ice storm, wind storm, such as tornado, flooding or other unforeseen act of nature which is so severe that vehicular or pedestrian travel is impossible or extremely hazardous and/or major road closures have occurred or are imminent within the County.
With the exception of the closure of a County facility by the Chief Administrative Officer or designate, all employees are expected to attend at their workplace for their normal working hours. However, ultimately, it is the employee’s decision whether to attempt to attend their workplace during inclement weather. Should an employee choose not to travel to work during inclement weather, they must call and notify their immediate Supervisor or Manager prior to the start of their normal work day or, if en route, as soon as they have access to a telephone. Where the facility has not been closed by the Chief Administrative Officer, employees who do not attempt to report to work due to inclement weather conditions are not eligible for payment of wages for the lost time that they would normally have worked.
