v VANCOUVER COMMUNITY NETWORK

STAFF

POLICY

MANUAL

September, 2000

TABLE OF CONTENTS

Introduction 4

Conditions of Employment

I. Hours of work 5

II. Salaries and wages 5

III. Statutory holidays 5

IV. Annual vacations 5

V. Leaves of absence 6

VI. Sick leave 6

VII. Other leaves

Emergency or personal 6

Maternity/paternity/adoption 6

Bereavement leave 6

VIII. Other benefits 7

IX. Hiring 7

X. Termination 7

XI. Job review 7

XII. Job descriptions 8

XIII. Staff development & training 8

XIV. Grievance Procedure 8

XV. Safety and security 8

XVI. Confidentiality of information 9

Appendix

Job descriptions 10

ACKNOWLEDGEMENTS

Vancouver Community Network wishes to thank the following people for their assistance in creating the staff policy manual in 1999: Margaret Coates, Executive Director, 411 Seniors’ Centre; and Pat Pitsula, Executive Director, the Law Foundation. VCN also thanks the Board of Directors, particularly Penny Goldsmith and Suzanne Klinga of the Personnel Committee, and staff members Peter Royce and Jason Currell for their input.

First edition, September 1999

Second edition, September 2000

INTRODUCTION

The Vancouver Community Network is committed to providing a respectful, harassment free, professional and positive work environment for everyone working at the Vancouver Community Network. This Staff Policy Manual is designed to assist staff and contractors understand their rights and responsibilities as workers at VCN.
CONDITIONS OF EMPLOYMENT

I. Hours of work

1. The minimum hours of work for full-time staff shall be 35 hours per week, or 70 hours for a two week period.

2. The hours of work for part-time staff shall be negotiated in a letter of agreement with the staff person at the time of hiring. The letter will be signed by a board member, on behalf of Vancouver Community Network, and the staff person.

3. Staff overtime will be reimbursed by compensating time off. The staff will negotiate the scheduling of compensating time off among themselves so as to ensure that office routine and agency business is not interrupted. Approved overtime will be taken within 30 days of accruing it. It will not be carried over beyond six months. Overtime will be approved by a staff person's immediate supervisor or, in the case of agency coordinators, the Board of Directors.

4. The Board Personnel Committee may, notwithstanding #3 above, direct that approved overtime credits be paid out in cash in accordance with the Employment Standards Act, if, in the opinion of the Personnel Committee, continuity of service is essential and there are available funds.

II. Salaries and wages

1. Employee salaries shall be subject to an annual review by the Personnel Committee after the completion of job reviews. Annual salary reviews will be conducted within a month of the budget year end.

2. The Personnel Committee will recommend rates and revisions to the Board of Directors after consulting with the Treasurer.

3. Every effort will be made to pay part-time staff consistent with rates for equivalent work by full-time staff.

III. Statutory holidays

The following days shall be paid holidays for employees:

IV. Annual vacations

1. Paid annual vacation entitlements for full time employees shall accrue as follows:

a) 15 working days in first year

b) 20 working days after three years

c) 25 working days after five years

2. Paid vacations will not be granted in the first six months of employment; however, vacation credits are earned as in number 1 above.

3. Where an employee has been employed for less than six months, the employee shall be paid 4% holiday pay in lieu for the period worked.

4. Where an employee leaves VCN before completing a full year, vacation credits will be calculated to the end of the last full calendar month worked.

5. Part-time staff shall be paid 4% of their earnings in lieu of paid vacation leave.

6. Vacation shall be taken in the year in which it is accrued. No vacation days may be carried over to the next year unless the Personnel Committee gives permission.

V. Leaves of absence

1. Leaves of absence, without pay, shall not exceed six months and shall be approved by the Personnel Committee and the Board of Directors

2. Leaves of absence without pay for a period not exceeding two weeks may be approved by the Personnel Committee.

VI. Sick leave

1. Staff members accrue sick time at the rate of one and a half days per month of full time work. These days do not carry over beyond a twelve month period.

2. Staff on sick leave shall be paid their usual salary in accordance with accumulated sick leave credits.

3. Sick leave will be accrued by part-time staff at the same rate as for full-time staff, prorated to the time worked.

4. The Personnel Committee may request information from a physician for absences of longer than three days.

5. When an employee leaves VCN, sick leave credits lapse and therefore are not paid out by VCN.

VII. Other leaves

Emergency or personal: Each full time staff member is allotted five personal emergency days per year. This amount is pro-rated for part-time staff. These days do not carry over.

Maternity/paternity/adoption: These leaves will be offered in accordance with the BC Employment Standards Act.

Bereavement leave: This leave may be granted by the Personnel Committee where necessary; up to three days paid leave may be granted.

VIII. Other benefits

Other benefits will be allotted in accordance with Vancouver Community Network’s extended benefits plan after a three month probationary period, with the exception of sick leave benefits which begin immediately.

IX. Hiring

VCN is committed to a hiring policy that conforms with the principles of the B.C. Human Rights Code.

1. Employees will be hired based on experience, training, personal suitability, responsibility and skills in performance.

2. Current staff will have first option to apply for any other job for which they qualify in the organization.

3. Jobs will be posted in appropriate places as decided by the Personnel Committee or Hiring Committee set up by the Personnel Committee. These could include regular media, non-profit organizations, and any other places considered suitable.

4. A Hiring Committee will be set up consisting of at least two board members and one full time staff member of VCN. If a candidate is being hired for a specific project, representatives of other organizations involved in the project may also be on the Hiring Committee. Anyone on the Hiring Committee who has a conflict of interest regarding a potential candidate will remove him or herself from the Committee.

5. New employees will be on probation for the first three months of employment. At that time, the Personnel Committee will conduct a job review. Upon completion of the job review, the Personnel Committee will recommend to the Board one of the following options:

a) dismissal

b) continued probation

c) hiring as a permanent staff

X. Termination

When an employee is terminated for cause, the Personnel Committee shall recommend termination to the Board of Directors, and the Board shall give the employee written notice. Notice or pay in lieu of notice shall be done in accordance with the Employment Standards Act.

XI. Job review

Annually, before the year-end, full-time and part-time staff and the Personnel Committee will arrange personal meetings to review staff’s job descriptions and to highlight any areas of concern or discrepancy between their work and their job descriptions.

XII. Job descriptions

1. VCN shall maintain a job description for each position approved by the Board. Job descriptions shall be the responsibility of the Personnel Committee.

2. Job descriptions shall be reviewed annually by the Personnel Committee in consultation with the staff, and recommendations shall be made to the Board if changes are needed.

XIII. Staff development and training

1. VCN supports staff engaging continuously in a process of professional growth. To this end, full-time staff are allocated a period of up to six working days per year of paid time for professional development. Part-time staff allotment is pro-rated.

2. An annual amount up to a maximum of $350.00 will be available to full time employees for the purpose of paying for professional development. The amount will be reviewed yearly by the VCN Personnel Committee as part of the budget planning of VCN. Professional Development funds can be used for workshops, meetings, the purchase of materials and books, and anything else that would constitute professional development.

3. Attendance at workshops or conferences will not constitute professional development and training if attendance is required as part of a staff's job description or job duties

XIV. Grievance Procedure

1. An employee has the right to submit a grievance, in writing, to the Personnel Committee.

2. The Personnel Committee shall assess the merits of the grievance and take such actions as may be deemed necessary. The Personnel Committee may decide to recommend an outside mediator come in to help mediate a solution to any conflict.

3. If the employee is not satisfied with the response of the Personnel Committee, the issue then goes to the Board of Directors.

4. The Board is the final authority for judging the merit of a grievance and for determining appropriate action to deal with a grievance.

XV. Safety and security

1. Employees will be trained in safety and security at 411 Seniors Centre as part of their orientation to the job.

2. Employees will be trained in security issues at VCN regarding locking office doors, locking the safe, and cash on the premises.

3. The co-ordinator is responsible for seeing that volunteers are trained in the above matters.

XVI. Confidentiality of information

1. All personnel files are confidential and shall be kept secure. If any Board Member requests access to these files, they are not to be removed from the VCN office.

2. Staff are responsible for keeping information about VCN users and members confidential and for training volunteers to keep this information confidential. No information about members and users is to be released to any individual or organization without authorization from the user or member unless VCN is served with a court order. In this case, VCN co-ordinator shall be informed and consult with the president of the Board.

3. Staff are responsible for maintaining the confidentiality of access to the Vancouver Community Network system.

APPENDIX

Job Descriptions

1. Co-ordinator (35 hours per week)

Ø Office (Administration)

Financial planning and monitoring: prepare budget for Finance Committee, monitor expenses and adjust budget accordingly, work with Fundraising Committee.

Staff co-ordination: assist in the interviewing and hiring of staff, provide supervision to identified staff & organize division of responsibilities

Other duties: participate in other administrative activities as required

Ø Project Development and Coordination

Project development: working with the Board and Committees to generate projects in accordance with goals (by networking with agencies, researching, conceptualizing and writing proposals, budgets, support materials etc. and reporting on activities)

Project Co-ordination: devise work plans, hire staff and co-ordinate implementation of funded projects, reporting to funders, appropriate committee and/or Board regularly

Partnership Building: networking with agencies and organizations towards strategy development and coordination of project

Ø Training

Training: devise and implement training for new staff, volunteers, users and public.

Co-ordination: Coordinate facilities and resources (including staff) required for training sessions

Public Education: represent the community network through talks, presentations, workshops and attending community meetings

Ø Communications and Liaison

Board of Directors support:

-- report regularly with information needed for the Board to achieve its current policy objectives and formulate new policy questions to reflect the changing community networking environment

-- meet with Board committees as required

Partnership Building: networking with agencies and organizations towards strategy development for achieving shared goals

Liaison: communicate with users, volunteers, staff, board, committees, partner agencies, groups, government and other's re: questions, information requests and needs by email, phone, walk-in, meeting and other administrative means

2. Systems Administrator (35 hours per week)

Ø Hardware and software

-- write new software to enhance the functionality of the system and
to automate recurring tasks
-- install new hardware and software as needed at the server end or in the office
-- learn about new technologies and how to implement them and advising the Board and staff about how these technologies are being adopted by VCN

Ø Technical support

-- answer user questions and technical problems that may occur on a daily basis
-- technical resource and support for Vancouver Community Network, its activities and goals
-- monitor system activity to ensure that everything is running smoothly

Ø Security monitoring

-- find and fix security problems as they occur

Ø Office

-- report to the Board of Directors on a monthly basis

-- co-ordinate other technical staff and volunteers
-- attend VCN-related activities as required

-- participate in other administrative activities as required

3. Office Administrator (17.5 hours per week, or as negotiated)

The office administrator will meet with the Co-ordinator on a regular basis and is accountable to the Co-ordinator.

Ø Office
-- prepare and file reports and claims forms as needed
-- maintain office space, filing and communications systems
-- maintain data base of current non-profit groups on VCN’s systems
-- screen and schedule volunteers
-- process the mail
-- assist with minutes, financial reports and other information for board meetings
-- attend VCN-related meetings as required
-- assist with other administrative duties as required

Ø Financial
-- prepare accounts receivable and payable for bookkeeper
-- co-ordinate deposits of donations to VCN regularly
-- prepare non-profit group contracts and billing

Ø Project support
-- assist with communications for VolNet and other activities
-- assist with implementation of projects
-- prepare financial reports and other documentation as required