December 7, 2021 to April 12, 2022 – New, Updated, and Annually Reviewed Policies
May 24, 2022
TO ALL STAFF:
Toronto and Region Conservation Authority (TRCA) continues to update policies, processes, and procedures to improve organizational effectiveness and provide additional clarity on new or existing material. This memorandum provides an update on new (5), updated (17) and annually reviewed policies and guidelines (6) which are scheduled to go into effect on May 24, 2022.
Copies of the full policies can be found on the TRCA Corporate Policies and Procedures SharePoint site.
All TRCA staff are encouraged to review the policies that apply to them and discuss them with their Managers and Senior Management Team members if any parts are unclear.
Regards,
Joanne Hyde, MPA, CMO, AOMC
Clerk and Manager, Policy
Clerks Office | Corporate Services
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POLICY |
SUPERSEDES |
INTENDED AUDIENCE |
POLICY PURPOSE / UPDATE PURPOSE |
KEY POINTS / UPDATES |
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NEW POLICIES |
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2016 Records Management policy |
All TRCA employees |
Provide guidance and direction on the management of corporate records and information from creation to destruction or permanent retention, according to business needs and legislative requirements |
The comprehensive update expands on the key tenets of records and information management provides specific procedural guidance on such topics as record naming conventions, record security, email management, duty to document, and destruction of records. The policy also discusses the difference between formal business records and transitory records and further outlines clear roles and responsibilities for employees and people leaders.
In effect on May 24, 2022 |
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2018 Freedom of Information and Privacy policy and accompanying procedures |
All TRCA employees |
Promote greater public confidence by establishing clear accountability statements, including roles and responsibilities, for the protection of personal information collected, used, disclosed, and disposed of by TRCA |
The policy establishes clear accountability statements, including roles and responsibilities, for the protection of personal information collected, used, disclosed, and disposed of by TRCA.
In effect on May 24, 2022 |
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2018 Freedom of Information and Privacy policy and accompanying 2004 procedures |
Of interest to all TRCA employees, but especially those frequently involved in the review of FOI requests |
All TRCA employees, but especially those frequently involved in the review of FOI requests |
The policy specifically discusses management of Freedom of Information (FOI) requests received by TRCA under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) from the request receipt stage, through review, to disposition. In effect on May 24, 2022 |
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2017 Freedom of Information Guideline
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All TRCA employees, but especially those frequently involved in the review of FOI requests. |
Procedures outlined in this document supports CS-2.01-P Records and Information Management, CS-2.02-P Protection of Privacy, and CS-2.03-P Freedom of Information policies by providing detailed information with regards to the Freedom of Information request process |
Represents a comprehensive revision of the 2017 Freedom of Information Guideline for TRCA Employees.
In effect on May 24, 2022 |
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DSP-7.01-P Private Landowners Contribution for Erosion Control Works
DSP-7.01-S Supporting SOP for the Private Landowner Contribution for Erosion Control Works Policy |
NEW |
Of particular interest to TRCA employees who are responsible for implementing erosion control and slope stabilization projects through the ERMP |
Ensures consistency for all erosion control and slope stabilization works funded through TRCA Erosion Risk Management Program (ERMP) for the benefit of private landowners |
Policy was developed to ensure consistency for all erosion control and slope stabilization works funded through TRCA Erosion Risk Management Program (ERMP) and includes a detailed Standard Operating Procedure (SOP). This policy is of particular interest to all TRCA employees who are responsible for implementing erosion control and slope stabilization projects through the ERMP.
In effect on May 24, 2022 |
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NEW |
All TRCA employees |
Required by the Working for Workers Act, 2021 |
Policy is in response to the Working for Workers Act, 2021, as TRCA continues to encourage employees to disconnect from work outside of their normal working hours.
In effect on May 24, 2022
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UPDATED POLICIES |
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Updated |
All TRCA employees that interact with the media |
Updated to better align internal communications |
The policy was updated to reflect the flow of internal communications that occurs when a media request is received and should be reviewed by all TRCA employees that interact with the media.
In effect on May 24, 2022
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Updated |
All TRCA employees |
Updated to align with Canada Revenue Agency rates |
The policy was updated to align with CRA mileage rates with clarification on travel accommodations while working remote. This policy is of interest to all TRCA employees, specifically those who are required to travel between multiple work locations in a given day. In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Updated to align with Bill 13 amendments to Occupational Health and Safety Act (OHSA) |
The policy was updated to reflect more current terminology addressed through Bill 13, which includes changes to the Occupational Health and Safety Act (OHSA), specifically a health and safety representative or a joint health and safety committee (JHSC) member may share with an inspector any of their findings regarding a circumstance where a person is killed or critically injured at a workplace. In addition, an employer must provide to the JHSC/health and safety representative, a written report of the circumstances of an occurrence where a person is killed or critically injured from any cause at a workplace. This written report must be provided within forty-eight hours of the occurrence. In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Updated clarification and investigation process. |
The policy has been updated to include “intentional property damages” and “theft” with additional clarification on the complaint review and investigation process. In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Alignment with terminology in the Flexible Work Arrangement policy |
The policy was updated to align with language referenced in the “Flexible Work Arrangement” policy. This policy is of interest to all employees as the TRCA establishes hours of work to align with legislative, operational and customer service requirements. In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Inclusion of Flexible Work Arrangements Agreement |
Previously released in December 1, 2021, the policy has been updated to include the Flexible Work Arrangements Agreement Form to support TRCA’s new Hybrid work model.
In effect on May 24, 2022
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Updated |
All TRCA employees |
Updated to include pregnancy and parental top-up |
The policy has been updated to reflect the introduction and implementation of TRCA’s first ever pregnancy and parental leave supplementary top-up program. Throughout TRCA’s ongoing employee engagement journey, employees have shared the importance of implementing a supplemental pregnancy and parental leave top-up program, which we are proud to introduce at TRCA.
In effect on June 6, 2022 |
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Updated |
All TRCA employees |
Updated to include Day of learning programming and training approvals for managers and directors |
The policy was updated providing managers the ability to approve training up to $500, and directors’ approval between $500 to $3,000. In addition, to continue to support continued learning and development within a team building environment, funding has been allocated for TRCA’s “day of learning”. The ‘day of learning’ is intended to support the development of high-performance teams, where teams are enabled to build team effectiveness by participating in a day of learning with their colleagues. Day of learning programming should be cost neutral, whenever possible. Any costs associated with programming need to be approved by the Divisional Director and will be reported to SLT on an annual basis, to ensure consistent practice across the organization. Costs are not to exceed $5,000 annually.
In effect on May 24, 2022
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Updated |
All TRCA employees |
To encourage sharing of TRCA job opportunities |
The policy was adjusted to encourage employees to share TRCA job opportunities via their social media platforms. In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Updated to align with COR |
The policy was updated to improve its alignment with COR program requirements and applies to all TRCA employees.
In effect on May 24, 2022
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HR-5.02-P Workplace Violence, Harassment and Discrimination Prevention |
Updated |
All TRCA employees |
Addition of collection of personal information clause |
The policy was updated to include personal information clause(s) on the complaint form.
In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Updated to reflect TRCA covering the cost of required VSS |
The policy was updated to permit employees and new hires required to have a completed VSS, based on their position at TRCA, to be reimbursed for the cost of obtaining the VSS. Reimbursement for this cost shall be through TRCA’s expense system. In addition, the policy was updated to address requirements for employees under the age of 18 years working with vulnerable individuals. Finally, the policy included an administrative update of positions requiring a VSS. This policy is of interest to all TRCA employees, particularly those with a condition to obtain VSS screenings.
In effect on May 24, 2022
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Updated |
All TRCA employees |
Updated to align with Bill 13 amendments to Ontario Health and Safety Act (OHSA) |
The policy was updated to align with Bill 13, which provided changes to the Ontario Health and Safety Act (OHSA). The changes are outlined above in the update to CS-5.10-P Incident Investigation This policy is of interest to all TRCA employees and should be reviewed by management. In effect on May 24, 2022 |
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Updated |
Of interest to all TRCA employees, specifically those who require additional PPE for outdoor and field work |
Updated to include tick protective clothing and increase in boot allowance |
The policy was updated to increase safety boot allowance for TRCA employees, the allowance increases are outlined within the policy. In addition, the policy was updated to include tick prevention PPE practices. It was also updated with allowances to purchase and be reimbursed for permethrin-treated protective clothing for employees at greatest risk of tick exposure (pre-approval required.
In effect on May 24, 2022
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Updated |
All TRCA employees |
Updated to align with Flexible Work Arrangements policy |
The policy was updated to align with the Flexible Work Arrangements policy. This policy applies to all TRCA employees that are performing work in TRCA offices and worksites and is not applicable to working from home or alternative work arrangements.
In effect on May 24, 2022 |
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Updated |
All TRCA employees |
Updated to align with COR |
The policy was updated to align with COR program requirements. The policy is accompanied by two checklists to be used by TRCA Contract Administrators prior to the commencement of contractor work. In effect on May 24, 2022 |
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Updated |
All TRCA employees working near ice |
Updated to align with Bill 13 amendments to Ontario Health and Safety Act (OHSA) |
The policy was amended to align with Bill 13 updates, changes to the Occupational Health and Safety Act (OHSA), which removes the term ‘professional’ from the term engineer in the Act. In effect on May 24, 2022
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ANNUALLY REVIEWED Policies WITH NO CHANGES |
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Annual Review |
All TRCA employees |
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Annual Review |
All TRCA employees |
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HR-5.14-P Workplace Hazardous Materials Information System and the Globally Harmonized System |
Annual Review |
All TRCA employees |
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Annual Review |
All TRCA employees |
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Annual Review |
All TRCA employees |
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