AGENDA REGULAR COUNCIL MEETING · Working Committee (EWC) only. The EWC is comprised of elected or appointed municipal representatives who have been nominated and elected to the Executive

AGENDA REGULAR COUNCIL MEETING

September 17, 2018 at 6:00 pm

PRESENTATIONS ADOPTION OF THE AGENDA 1. MINUTES

a) Minutes of Council Meeting held on August 27, 2018

2. ORIGINAL COMMUNICATIONS, DELEGATIONS AND PETITIONS

a) Chief of Police – Needs Assessment Report from Rebanks Pepper Littlewood

b) SE Transportation Meeting Minutes of August 2018

3. WRITTEN REPORTS OF COMMITTEES

a) Estevan Arts Council – Minutes of June 6, 2018

4. EXECUTIVE REPORTS

a) City Mechanic- 2018 Tandem Combination Sewer Cleaner

b) City Manager – Bid for SPRA Conference

c) HR Reasonable Suspicion Policy 2018-72

d) Building Official- Building Permit Report for August 2018

e) Fire Chief – Fire Report for August 2018

f) WTP Manager – Water Quality Report of August 2018 5. INTRODUCTION OF BYLAWS

a) Bylaw 2018-2007 To Amend Bylaw 2017-1991 Economic Development Board 1st Reading

6. PUBLIC HEARINGS AND REPORTS 7. GIVING NOTICE 8. MOTIONS FROM COMMITTEE 9. CONSIDERATION OF BYLAWS 10. INQUIRIES ADJOURNMENT

August 27, 2018 Regular Council Meeting

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Minutes of the Regular Council Meeting of the City of Estevan held in the Council Chambers on Monday August 27, 2018 at 6:00 p.m. Present were: Mayor Roy Ludwig, Councillors: D. Moore, G. Hoffort, T. Knibbs, S. Veroba, L. Yanish, T. Frank, City Clerk Judy Pilloud, City Manager Jeff Ward, City Treasurer Trudy Firth, Economic Development Dwight Bramble representatives of the media (R. DeRosier, S.Hodgson, D. Wilberg)

Presentations Agenda 2018-219

Motion moved by Councillor Knibbs, seconded by Councillor Moore, to approve the agenda as presented.

Motion Carried Unanimously Minutes

2018-220 Motion moved by Councillor Frank, seconded by Councillor Yanish, that the Minutes of the Regular Council Meeting held on August 27, 2018, be adopted as presented.

Motion Carried Unanimously.

Estevan Arts Council Adjudicated Art Show Request for Rental 2018-221

Motion moved by Councillor Hoffort, seconded by Councillor Knibbs, that the correspondence from the Estevan Arts Council be accepted as presented and approval that rental of the multi purpose room on November 2, 3 & 4, 2018 be waived for the Ev Johnson Memorial Adjudicated Art Show and with recognition of the sponsorship from City of Estevan in the promotional advertising. Motion Carried Unanimously


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Estevan Fire Fighter Association Special Events Permit 2018-222

Motion moved by Councillor Hoffort, seconded by Councillor Yanish, that the correspondence of Estevan Fire Fighters Association be accepted as presented and that a Special Events permit be approved for October 26, 2018 at the Estevan Fire Station located at 801 13th Avenue, Estevan, SK from 7:00 pm to 1:00 am. Motion Carried Unanimously

Executive Reports Economic Development Business Incentive Program Policy 2018-223

Motion moved by Councillor Veroba, seconded by Councillor Knibbs, that the Business Incentive Program Policy be accepted as presented and approval to implement this program with the recommended amendments that recognize parking lots and adopted for use by the City of Estevan.

Motion Carried Unanimously Land Development Building Permit Report for July 2018 2018-224

Motion moved by Councillor Knibbs, seconded by Councillor Moore, that the Land Development Building Permit Report for the month of July 2018 be accepted as presented.

Motion Carried Unanimously Committee 2018-225

Motion moved by Councillor Yanish, seconded by Councillor Knibbs, to move into Committee of the Whole.

Motion Carried Unanimously Open 2018-226

Motion moved by Councillor Veroba, seconded by Councillor Knibbs, that Council move into Open Meeting.

Motion Carried Unanimously


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Adjournment 2018-227

Motion moved by Councillor Knibbs, seconded by Councillor Hoffort, that the meeting be adjourned, the time being 7:15 p.m.

Motion Carried Unanimously. __________________________

Roy Ludwig Mayor

__________________________ Judy Pilloud City Clerk

Chairman ______________________ Secretary ____________________ Date __________

SOUTHEAST TRANSPORTATION PLANNING COMMITTEE

MEETING REPORT – AUGUST 2018

A meeting of the Southeast Transportation Planning Committee Executive was held at the Carlyle Town Office, Tuesday, August 28, 2018, with the following in attendance. John Brownlee – Town of Carlyle (Division 1 – Urban) Marcel Henrion – RM #31 Storthoaks (Division 1 – Rural) Dennis Hull -- RM #32 Reciprocity (Vice-Chair) Kevin Kish – Town of Kipling (Division 3 – Urban) Alan Lindsay – Senior Transportation Planner, MHI Dennis Moore -- City of Estevan (Division 2 – Urban/CHAIRMAN) Dan Nicurity – Town of Wawota (Division 4 – Urban) Judy Riddell – Administrative Support ABSENT: Chris Baran – RM #155 Wolseley (Division 3 – Rural); Del Block -- RM #5 Estevan (Division 2 – Rural/2nd Vice); Bill Huber – SARM Representative; Gary Sweeting – RM #91 Maryfield (Division 4 – Rural); Lori Stephan – SUMA Representative. . The Executive meeting was called to order at 9:30 a.m. by Chairman Dennis Moore. THE FOLLOWING ITEMS OF BUSINESS WERE DISCUSSED: COUNCIL APPOINTMENTS 2018: RM’s: Antler #61 – Ron Henderson/Brian Poirier; Benson #35 – David Hoffort; Brock #64 – Paul Cameron; Browning #34 – Brian Fornwald/Dennis Christensen; Coalfields #4 – Terry Sernick/Leonard Johnson; Enniskillen #3 – Barry Fitzpatrick; Estevan #5 - Del Block/Doug Blue; Martin #122 – Ray Donald; Maryfield #91 – Gary Sweeting; Moose Creek #33 – Phil Yanchycki/Kelvin Luedtke; Moosomin #121 – Garnet Fawcett; Moose Mountain #63 – Jack Wilson; Mt.Pleasant #2 –Terry Macfarlane; Reciprocity #32 – Dennis Hull/Steven Bendtsen; Silverwood #123 – Marlin Stutt; Walpole #92 – John White/Wade Porter; Wawken #93 – Hector Lamontagne/Darrell Petterson. TOWNS/CITY: Bienfait – No appointment to date; Estevan – Dennis Moore; Kennedy – Linc Brickley; Kipling – Kevin Kish; Stoughton – Pat Shiels; Wawota – Dan Nicurity. ROAD UPDATES/CONCERNS: (Note: Kurt Whitford, MHI was NOT in attendance to report.)

• Kevin Kish noted the condition of the Peebles crossing is still a serious concern -- MHI has posted a speed limit of 60kmh. Other crossings in need of repair: Bienfait (two); east of Estevan (two); Whitewood to #1.

• Paving of Hwy 13 and 8 through and south of Redvers has been progressing well (Langenburg contracting). The plan is to ‘grade and pave’ – remix with AC on top.

• Kevin Kish noted with thanks that the highway through Kipling was patched shortly after the last SETPC meeting; also, approaches to bridges on #48 were feathered out nicely. Kipling is considering lowering the speed limit through town.

• Alan Lindsay had no current update regarding the proposal for turning lanes for Arcola. A traffic count has been completed.

• Marcel Henrion reported with appreciation that the road east from #8 to the Storthoaks access has been sand sealed and patched.

• Noxious weeds: Wild Parsley has been discovered in ditches south of Redvers; also, near Kipling. It is very toxic and looks like common dill, but has yellow blossoms rather than white. Sightings should be report to SARM.

• The RM of Reciprocity plan to meet with RM Moose Creek to talk about paving #361 in September. • Dennis Moore again noted that #47 south of Estevan remains in extremely poor condition and is a safety concern.

Westmoreland has been contacted. John Brownlee had reported that there had been an accident at the Red Barn. This was in error – the accident occurred 1/2km north of the Red Barn.

• Dan Nicurity stated highway #247 to #9 (a tourism corridor to Echo Lake and Crooked Lake) is very poor. • John Brownlee and Dan Nicurity reported that a drainage issue in the Village of Kenosee at the corner of Waseca and

#209 is causing water damage to homes in this low area. MHI has been asked to look into this concern. A culvert may be required.

• Dennis Hull was pleased that the ditches along #361 and #318 have been mowed. • Dennis Moore noted that MHI did a good job of repairs at Perkins & #47; also the overpass, east and west entrances.

The Bienfait rail crossings are still a concern. • Dan Nicurity expressed concern at the lack of mowing and brush cutting along busy roadways – wildlife collisions are an

issue. MHI typically cuts brush in a three-to-four-year cycle. PRIORITY ARRAY: Highways within the SETPC region were reviewed by the EWC, and the following were determined to be priorities. It was noted that a priority decision should not be based on condition, but on corridors. Priority #1: Highway #9 Priority #2: Highway 13 Priority #3: Highway 47

SETPC 2 August 28, 2018

Chairman ______________________ Secretary ____________________ Date __________

Priority #4: Highway 8 Priority #5: Highway 1 Priority #6: Highway 48 Priority #7: Highway 18 Priority #8: Highways 6 & 39 Priority #9: Highway 361 Priority #10: Highway 247 MHI: Alan Lindsay reported that the new MHI Minister is Lori Carr replacing David Marit.

• The next Chairmen’s meeting will be held Tuesday, October 16, 2018, 9 a.m., Warman. It is requested that the Chairs and Vice Chairs attend as the plan is to review and refresh the MOU with MHI.

Economic Development Update: The SETPC is very saddened to report the passing of Elroy Trithardt August 14, 2018 after a brief illness. His wisdom and economic updates will be very much missed by the SETPC EWC. Dennis Moore and Judy/Norm Riddell attended the Celebration of Life Service held August 20, 2018 in Kipling. NEXT REGULAR MEETING – Tuesday, September 25, 2018 – 9:30 a.m. Carlyle Town Office. Adjournment: Kevin Kish. 11:45 a.m. NOTE: All SETPC meetings are open to representatives from member municipalities, but voting privileges are granted to the Executive Working Committee (EWC) only. The EWC is comprised of elected or appointed municipal representatives who have been nominated and elected to the Executive Committee at the Annual General Meeting held each year in March. Per diems and mileage are paid to EWC members only. For more information, call Judy Riddell, Administrator, (306) 453-2557.

City of Estevan Policies & Procedures Manual Policy # 2018-72 Page 1

Human Resources Corporate Services Division

CITY OF ESTEVAN

POLICIES AND PROCEDURES MANUAL

POLICY # 2018-72

SUBJECT: Reasonable Suspicion Guidelines

BACKGROUND

Due to the legalization of Marijuana scheduled for October 2018 and the potential impact of medical cannabis in the workplace, The City of Estevan is adopting policy to add structure to our current practice of zero tolerance for drugs and alcohol in the workplace and to set specific criteria for employees when reasonable suspicion occurs within the workplace.

GOALS

The intention of this program is prevention. The goal is to protect all employees, contractors, and private citizens from harm resulting in the use of drugs or alcohol by: 1. Establishing guidelines for reasonable suspicion. 2. Creating awareness through companywide training initiatives. 3. Providing a confidential, safe, welcoming environment for voluntary disclosure. 4. Creating clear procedures when reasonable suspicion exists. 5. Encouraging employees challenged by substance abuse to seek help. 6. Supporting employees to follow through with corrective action, if required so they can

continue to contribute in a positive way. A. STATEMENT OF POLICY The City of Estevan is committed to providing a healthy and safe workplace. The inappropriate use of unauthorized, prohibited, illegal or controlled substances, including alcohol, drugs, medical cannabis or other illegal or restricted chemicals (thereinafter collectively referred to as “substances”) compromises the health and safety of Employees, the public and the environment, as well as the security of City operations. The City of Estevan is under a legal obligation to ensure health and safety in the workplace, which includes taking appropriate measures to prevent workplace accidents arising from the inappropriate use of alcohol and other substances. This legal duty arises from the Occupational Health & Safety Regulations 1996, which places

POLICY STATEMENT


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responsibilities on Employers to be duly diligent of preventing accidents by controlling work hazards in safety-sensitive and non-safety sensitive positions. While the organization has no intention of intruding into private lives, Employees are expected to be in a condition (fit for work) to perform their duties safely, throughout their workday. The use of alcohol or drugs (including prescription drugs), whether off-the-job or on-the-job, in a manner that affects an Employee’s ability to perform his or her job duties, will have an impact on the workplace and our ability to accomplish our goal of a safe work environment, free from the effects of alcohol and drug abuse. This in turn can also negatively impact other Employees, members of the public and the environment; therefore, appropriate measures are necessary to ensure the health and safety and successful conduct of our corporate business. In addition to achieving a drug and alcohol-free workplace, it is our commitment to preserve the privacy and personal dignity of every Employee. The City of Estevan recognizes that alcohol or substance use dependency is a treatable condition and that early intervention in addition to compliance measures greatly improves the probability of sustainable recovery. Ultimately, the intent of this program is one of prevention. The City of Estevan encourages Employees who have a substance abuse problem to seek assistance in treating their substance use dependencies through rehabilitation. 1.0 PROHIBITED USE OF CONTROLLED SUBSTANCES Employees shall not engage in activities that would contradict the goals of this guideline. All Employees are expected to be fit for duty and in a condition to carry out safety-sensitive and non-safety sensitive functions. The consumption, manufacture, possession, distribution, promotion, purchase, sale, transportation, concealment, transfer or storage of controlled substances and/or substance-related paraphernalia while performing City “work” is strictly prohibited. Using or being under the influence of drugs, such as opiates, opium derivatives, hallucinogenic substances, depressants, stimulants, and other substances listed in the Controlled Drugs and Substances Act while on duty, is strictly prohibited except under the instructions of a Physician, and provided that such use or influence does not affect the Employee's ability to perform his or her job. With respect to over-the-counter or prescription medications, Employees are expected to investigate, through their Physician or Pharmacist, whether a medication can affect safe operation, and to take appropriate steps to minimize associated risks, including notifying their Manager/Supervisor if the medication could affect the safe performance of their duties. Any violations of this Guideline will result in immediate removal from performing safety-sensitive functions and may result in an immediate Medical Leave of Absence pending assessment, and/or may be subject to the City of Estevan Corrective Discipline Policy. Impairment means any of the Employee’s senses (i.e. sight, hearing, etc.), physical abilities (balance, reaction-time, reflex) and/or cognition (decision making/judgement), is or may be presumed diminished in function or ability (lacking full functional integrity); more specifically when an Employee is unable to function normally or safely because of impairment by alcohol or drugs. Any Employee using or taking a substance for medical reasons (i.e. Medical Cannabis) that may affect the Employee’s ability to perform their job safely, must immediately disclose that information to the Employee’s Manager/Supervisor. The Employee’s duties may be modified


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depending on the effect the medication has on the Employee. When the Employee is taking a substance for medical reasons, and the Manager/Supervisor is unsure or cannot agree upon appropriate health and safety measures, they shall seek guidance from the Human Resources Representative. Employees are required to manage potential impairment during working hours due to the legitimate use of medications. The following substance categories have been associated with performance impairment (motor skills, balance, memory, judgement, etc.) and are provided as a guideline to Employees in assessing their own situations:

• Antihistamines – prescribed for hay fever and other allergies (i.e.: Chlor-Triplon, Dimetane).

• Motion sickness drugs – prescribed to prevent motion sickness and nausea (i.e.: Gravol, Antivert).

• Barbiturates, prescribed as a sedative, hypnotics, tranquilizer, or antidepressants - (i.e.: Phenobarbitol, Valium, Halcion, Librium, Elavil, Anafranil).

• Narcotics – prescribed for pain management (i.e.: Demerol, Codeine). • Stimulants – prescribed for central nervous system stimulation and for appetite

suppression which can produce sensations of well-being, also can have an adverse effect on judgment, mood and behaviour (i.e.: amphetamines or medications sold as "diet pills".)

• Anticonvulsants – prescribed to control epileptic seizures and can cause drowsiness in some patients (i.e.: Dilantin.)

• Analgesics – prescribed for pain management (i.e.: Darvon, Indocid.) • Cold tablets and cough mixtures – prescribed for colds and coughs (i.e.: Sinutab, Contac,

Triaminic, Tussionex and preparations containing dextromethorphan (DM) or codeine.) • Muscle relaxants – prescribed as a muscle relaxant (i.e.: Flexeril, Robaxisal.) • Medical Cannabis (Marijuana) – prescribed for pain management and relaxation.

The above list is not exhaustive. There are numerous other over-the-counter and prescription substances, which when taken, may have a negative impact on performance (motor skills, balance, memory, judgement, etc.) 2.0 PROHIBITED USE OF ALCOHOL Employees shall not report for duty or remain on duty while having a blood alcohol concentration (hereinafter referred to as an “alcohol concentration”) of 0.04% or greater. An Employee who is tested and found to have an alcohol concentration of 0.04% or greater, will be subject to an immediate Leave of Absence without pay pending a further assessment with a Substance Abuse Professional (SAP) and may be subject to the City of Estevan Corrective Discipline Policy. An Employee who is tested and found to have alcohol concentration of less than 0.04% but greater than or equal to 0.02%, will immediately be removed from the work place without pay until at least the start of the Employee’s next regularly scheduled duty, and in the case not less than 24 hours following administration of the test, and will not be subjected to any further


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disciplinary action. An Employee who is tested and is less than 0.02% will be immediately returned to work with no disciplinary action. Please note there is zero tolerance for all Full Time Career Firefighters regarding blood alcohol content. City Employee’s shall not consume, possess, distribute, offer or sell alcoholic beverages while on duty (whether on or off City premises or while operating a commercial vehicle owned, leased, used or controlled by the City entity). No Employee shall perform safety-sensitive functions after using alcohol. Any violation of this guideline will result in the immediate removal from performing safety-sensitive and non-safety sensitive functions, may result in an immediate removal from work pending investigation, and may be subject to the City of Estevan Corrective Discipline Policy. 3.0 SAFETY-SENSITIVE FUNCTIONS A safety-sensitive position is any position where impaired performance (cognitive, physical, emotional), impaired motor skills, or lack of judgement, could result in a significant incident affecting the health and safety of employees, customers, contractors, the public, equipment, property or the environment, and includes those persons in supervisory or managerial positions who either oversee Employees in safety-sensitive positions, or who are responsible for or actually perform the same duties as Employees in safety-sensitive positions. Positions which do not include duties that are safety-sensitive, but which require the Employee to regularly cross paths with moving machinery and equipment, are also considered to be safety-sensitive positions. Safety-sensitive functions for Employees of the City of Estevan are defined as functions performed by those in safety-sensitive positions while on duty, which means from the time an Employee is required to be in readiness to work until he/she is relieved from work and all responsibility for performing work. 4.0 NON-SAFETY-SENSITIVE FUNCTIONS A non-safety-sensitive job is one in which incapacity due to drug or alcohol impairment will not result in direct and/or significant risk of injury to the Employee, others (ie public, contractors, etc), property, equipment or the environment. Whether a job can be categorized as non-safety-sensitive must be considered within the context of the type of work performed and the applicable environment. 5.0 SCOPE Existing Employees/Workers: All persons who are City of Estevan Employees (Permanent, Casual, Term etc) as of the effective date of this Guideline are subject to the terms and conditions of this Guideline. Contractors/Sub-Contractors: The prohibitions stated in this Guideline also apply to all contractors/sub-contractor employees working on behalf of the organization.


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In order to minimize the risk of unsafe and unsatisfactory performance due to the use of alcohol or other substances, and in support of a responsible approach to alcohol and other substance use, the City of Estevan prohibits the following while on City business or premises:

• Being unfit for work because of alcohol or other substance use; • Possessing, using, distributing, offering or selling illicit or illegal substances or substance

paraphernalia; • Illegally possessing, distributing, offering or selling over-the-counter or prescription

medications for intentional misuse; • Possessing, using, distributing, offering or selling alcohol (with the exception of

moderate alcohol use at City-approved and sponsored social events); and • The presence of alcohol or other substances (in one’s system) in amounts equal to or in

excess of the cut-off levels established by the Substance Abuse and Mental Health Services Administration (SAMHSA) [www.samhsa.gov] and the United States Department of Health and Human Services (DHHS) [www.hhs.gov] drug testing regulations which are applicable to both American and Canadian testing laboratories.

6.0 GUIDELINE EVALUATION This Guideline will be monitored on an ongoing basis to ensure it continues to meet its objectives and that it remains responsive to current and evolving needs. It will also be subject to formal evaluation within one year after implementation and on a regular basis thereafter. Accordingly, this Guideline may be amended from time to time at the corporation’s sole discretion. Any amendments will be communicated to the Employees and Unions covered under this Guideline. 7.0 PREVENTION

This Guideline stresses the importance of prevention and early identification of potential problem situations. 7.1 Training and Awareness Human Resources will provide Employees with information on:

• Health and safety hazards related to alcohol or other substance use in the workplace; • Performance problems that could be related to substance dependency; and • How to access EAP (Employee Assistance Program) for assistance with an alcohol or

other substance problem or any other problem that may be affecting their work performance.

• How to access additional resources (assessment, rehabilitation, counselling) related to substance dependency.

7.2 Employee Disclosure Responsibility An Employee may use a substance, such as over the counter or prescription medications, pursuant to the instructions of a properly licensed & qualified medical practitioner; who has


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advised the Employee that the substance does not adversely affect the Employee’s ability to perform their work duties safely. If use of the medication may affect their ability (impair) to perform the work safely, the Employee must disclose to the Manager/Supervisor. An Employee’s duties may be modified, depending on the effect of the medication The Employee is not required to disclose the type of medication prescribed nor the required use to the Manager/Supervisor, other than the current medication they are using may impact their ability to perform their job safely. A Human Resources Representative will work with both the Employee and Manager to determine the appropriate accommodation if necessary and may consult (with the Employee's consent) with the Employee's applicable medical practitioners or specialists. Employees working in safety-sensitive positions (or duties) and whom fail to disclose the use of prescription medications (including medical cannabis) that could cause impairment, will result in the termination of their employment (as per the COE Corrective Discipline Policy). 7.3 Voluntary Disclosure Voluntary disclosure of an alcohol or other substance problem may not give the Employee immunity from discipline with respect to a violation of this Guideline, but it may assist the organization in accommodating an Employee when appropriate to do so. Employees will not be disciplined only because of a self-referral to the EAP. If an Employee has not disclosed that he or she has self-referred for help with an alcohol or other substance problem and is then asked to be tested, the Employee can disclose this to the Human Resources Representative whom will maintain the confidentiality of this information. 7.4 Employee Resources Employees who suspect they have an alcohol or other substance problem are strongly encouraged to seek advice from the EAP and follow an appropriate treatment program before their job performance is affected or violations of this program occur. Employees are also strongly encouraged to consult with the Human Resources Representative for further assistance and access to additional resources. 7.5 Safety and Removal from Work If a Manager/Supervisor or Human Resources Representative believes an Employee may not be able to do his or her job safely based on the Reasonable Suspicion Guidelines, the Employee will be removed from duty. The Employee will then be subject to the Reasonable Suspicion Guidelines.


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Within reasonable limits, work schedules will be adjusted to accommodate any period of time the Employee is required to attend a treatment or counselling program, and coverage for Employees will be within the limits of the company benefits program. 7.6 Return to Work Employees removed from their jobs due to reasonable suspicion may return to work once approved by either the Treatment Provider or Substance Abuse Professional (SAP). This may include returning to work in non-safety sensitive positions or performing non-safety sensitive duties. Employees returning to duty after a recommended treatment program may participate in an aftercare program to support their recovery. The program and its length will be determined on a case-by-case basis by the Substance Abuse Professional (SAP), and may include unannounced follow-up testing. Medical clearance must be received from the Employee's SAP or other Medical Practitioner by Human Resources before an Employee will be permitted to return to work. Aftercare programs or any other requirements specified in assessments will be documented by the Substance Abuse Professional. 8.0 MEDICAL CANNABIS & RECREATIONAL MARIJUANA General Information The legalization of marijuana or an authorization/prescription for Medical Cannabis does not give the Employee the right to use it in the workplace. Both the City and the Employee are subject to specific obligations with respect to the use of Medical Cannabis in the workplace.

• An authorization/prescription for Medical Cannabis does not entitle an Employee to be impaired at work

• An authorization/prescription for Medical Cannabis does not entitle an Employee to compromise his or her safety, of the safety of others.

• An authorization/prescription for Medical Cannabis does not entitle an Employee to smoke in the workplace. Anti-smoking/vaping Bylaws apply to smoking Medical Cannabis in the same way they do for cigarettes or vaporizers.

• An authorization/prescription for Medical Cannabis does not entitle an Employee to unexcused absence or late arrivals.

Health Canada (2016a) has identified that, “Using cannabis or any cannabis product can impair your concentration, ability to think, make decisions, reaction time and coordination. This can affect motor skills, including the ability to drive. It can also increase anxiety and cause panic attacks, and in some cases cause paranoia and hallucinations.” These effects have been noted to last, as long as 24 hours. Effects of cannabis for the average user and average dose will vary. Health Canada (2016b) indicates:


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“With inhalation (smoking, vaporizing), effects may be felt within a few minutes of dosing and will generally peak within 30 mins. Acute effects generally last between 2 and 4 hours but may be longer (e.g. 24 hours). With oral ingestion (e.g. oils, foods, capsules), acute effects may begin to be felt as quickly as 30 mins and as late as 3 or 4 hours after administration. Acute effects generally peak between 3 and 4 hours after dosing and can last up to 8 hours or longer (e.g. 12–24 hours). With topical application, it is not known how long it takes for potential therapeutic effects to appear, nor how long they last. There have been reports of hypersensitivity reactions (e.g. rashes, itching) when skin has come into contact with cannabis.” 8.1 Initial Disclosure Employees working in safety-sensitive positions (or duties) are required to immediately disclose the use of Medical Cannabis to their Manager or Supervisor. Failure to disclose the use of Medical Cannabis, will result in the termination of their employment. Upon confirmation of the initial disclosure process, Employees (working in safety sensitive positions) are also required to immediately disclose changes in use (method of intake, type of cannabis, THC concentration, frequency of use, daily regimen, dose, side effects, etc) to the associated Human Resources Representative. This would also include the expiration for the authorization / prescription of Medical Cannabis. 8.2 Assessment Upon the disclosure of the use of Medical Cannabis, Employees will be required to participate in the following assessment process:

• The City will require medical confirmation of the authorization or prescription for the use of Medical Cannabis, from a Licensed Medical Practitioner to substantiate the authorized use of Medical Cannabis for medical purposes.

• Each Employee’s circumstance is assessed to determine the impact of their use of Medical Cannabis, on impairment.

• The City may also request medical information from the Employee’s Physician or seek the assistance of an Independent Medical Examiner (IME) with specific training in Medical Cannabis, where there are questions regarding the Employee’s fitness for work, and what would be an appropriate accommodation.

• These assessments may include the identification of the method of intake, type of Medical Cannabis used, THC concentration, frequency of use, daily regimen, authorized dose, side effects, etc.

8.3 Accommodating Medical Cannabis Accommodations for Medical Cannabis are assessed on an individual basis based on a thorough examination of the facts of the circumstance (ie type of work performed, nature of the work environment, medical assessment of the Employee, type of Medical Cannabis used, THC


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concentration, frequency of use, method of intake, operational requirements etc). The coordination of the assessment process will be managed by the assigned Human Resources Representative in collaboration with the associated Manager and Union Representative The City will attempt to accommodate Employees with disabilities to the point of “undue hardship” which includes the use of Medical Cannabis as a treatment for various medical conditions. However, the use of Medical Cannabis is also governed by the Saskatchewan Occupational Health & Safety Regulations, 1996. Under section 12 (a). Employer’s have the duty to, “…as far as reasonable practicable, the health, safety and welfare of the employer’s workers”. Therefore, Employees do not have the right to be impaired in the work place, where their impairment may endanger their own safety or the safety of other Employees or the Public. Accommodations regarding the use (oral consumption, inhalation, etc) of Medical Cannabis in the work place, are based on objective medical evidence balanced with both operational and safety considerations. Accommodations may include moving the Employee out of a safety-sensitive position, providing frequent breaks, implementing alternative scheduling, accommodating an Employee on a medical leave; or altering/modifying the Employee’s duties, etc. If it is established that an Employee could be potentially impaired while at work, depending on the severity the Employee will then either be accommodated into a non-safety sensitive position (or non-safety sensitive duties), or on a medical leave of absence. If it is determined that the Employee is fit (not impaired) to perform safety sensitive work given their use of Medical Cannabis (given his/her dosing regiment), the Employee will be permitted to work in a safety sensitive position. Under specific conditions (see section B 4.4) Employees may return to work to non-safety sensitive duties, while are still providing positive tests for THC. 8.4 Recreational Use of Controlled Substances Using or being under the influence of alcohol or drugs (recreational or otherwise) prior to work, during work, or on City property while on duty, is strictly prohibited. This would also include during all breaks (lunch, coffee breaks, split shifts, etc) where the Employee is expected to return to duty within the same shift. City Employee’s shall not consume, possess, distribute, offer or personally sell alcohol or drugs while on duty (whether on or off City premises or while operating a commercial vehicle owned, leased, used or controlled by the City entity, this also includes personal vehicles used for work purposes). An Employee who is tested and found to be in contravention of this policy will be subject to an immediate Leave of Absence without pay pending a further assessment with a Substance Abuse Professional (SAP) and may be subject to the City of Estevan Corrective Discipline Policy. The Recreational use (of any method) of alcohol or drugs (in any form) prior to work, during work, or in the workplace, will not be tolerated and will be subject to the City of Estevan’s Corrective Discipline Policy. Any violation of this guideline will result in the immediate removal from performing safety-sensitive and non-safety sensitive functions and may result in an immediate removal from work pending investigation and subject to the City of Estevan Corrective Discipline Policy.


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8.5 The Reasonable Suspicion Guidelines are implemented based on observations of the Employee’s behaviour, to determine possible impairment (e.g., if there is a change in behaviour or ability) that could lead to the risk of injury, illness, or incident to that person, others or the environment. The risk to the Employee’s safety or the safety of others is paramount. For example:

• Can the Employee perform the job or task safely (e.g., driving, operating machinery or equipment, use of sharp objects)?

• Is there an impact on cognitive ability or judgement? • Are there other side effects of the medical condition or the treatment that need to

be considered? Because Employees can have varying sensitivity, Employees should be assessed on a case-by-case basis. 9.0 ACCOMMODATION The City of Estevan is committed to accommodating Employees with disabilities established pursuant to an assessment with a Substance Abuse Provider (SAP). Employees who have:

• Tested positive to an alcohol and substance test required under the Reasonable Suspicion Guidelines testing process for safety-sensitive positions and post-incident testing for safety-sensitive positions sections of the Reasonable Suspicion Guideline program;

• Been charged with an impaired driving offence on company business if driving on public roads is part of their jobs; or

• Been convicted of an impaired driving charge if driving on public roads is part of their jobs;

will be required to report for an assessment with a SAP. If a disability (i.e.: Substance Dependency) is established, the City of Estevan will accommodate the Employee to the point of undue hardship in accordance with applicable laws. 10.0 EMPLOYEE ACCEPTANCE OF TERMS By signing the Employee Acknowledgement form in Appendix 1, the Employee acknowledges that:

• He or she has been advised that the City of Estevan has Reasonable Suspicion Guidelines that took effect on October 1, 2018;

• The Reasonable Suspicion Guidelines have been explained to him or her; • He or she has been provided with a written summary of the Reasonable Suspicion

Guidelines; and • He or she has been told how to obtain a copy of the detailed Reasonable

Suspicion Guidelines document.


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PROCEDURES B. SUBSTANCE ABUSE TESTING 1.0 REASONABLE SUSPICION TESTING: IF A MANAGER/SUPERVISOR SUSPECTS IMPAIRMENT Reasonable suspicion is based upon the Employee’s conduct observed by a person in a Management/Supervisory capacity. The Manager/Supervisor or Workplace Safety Coordinator may come upon this knowledge firsthand, or may be advised by a person that has observed the Employee in a state that gives rise to reasonable suspicion. If an Employee has grounds to believe a Manager/Supervisor is in a state which gives rise for reasonable suspicion, they will inform the Manager/Supervisor’s immediate Supervisor. Employees may also contact the Human Resources Representative for additional support. The City of Estevan will request an Employee to submit to a controlled substance test and/or alcohol test whenever there is reasonable suspicion to believe that the Employee is under the influence or using alcohol or controlled substances while on duty. The determination that “reasonable suspicion/cause” exists must be based on specific, direct (at the time), factual observations concerning the appearance, behaviour, speech, or body odours of the employee. (These observations must be happening at the time and the Manager/Supervisor must be able to clearly explain it.) 1.1 Reasonable Suspicion Guideline testing is based upon suspicious actions or behaviours that indicate probable use of drugs or alcohol. Circumstances that might trigger reasonable suspicion testing include, but are not limited to a combination of the following:

o repeated errors on the job o corporation rule violation o accidents o injuries o excessive absence o excessive tardiness o alcohol odour on breath; smoke odour from a controlled substance o glassy eyes o unsteady gait (trouble maintaining balance while walking or standing) o disorientation and or erratic behaviour o slurred or impaired speech o laying down o flushed face o possession of alcohol and/or suspected drugs and accessories thereof o impaired judgement or decision making

1.2 If a Manager/Supervisor suspects that an Employee is under the influence of, or has been using alcohol or drugs while on duty, the Manager/Supervisor shall document all conversations with the Employee, and make efforts to obtain signed witness statements. The


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Manager/Supervisor will approach the Employee in a respectful, quiet manner. No force is to be used and the Employee is not to be touched without his/her consent, unless the Employee presents a clear immediate and substantial risk to the safety and well being of himself/herself or to others, in which case law enforcement officers shall be notified as soon as possible. 1.3 The Manager/Supervisor shall call the Estevan Police Service (EPS) if an illegal controlled substance or paraphernalia is in plain view. The Manager/Supervisor will take possession of any alcohol or drug (and accessories thereof) if necessary and if possible, that is present on the Employee or in the work area. An inventory of confiscated items will be documented (ie photographs) prior to removal and witnessed (when possible) by the Manager/Supervisor and then placed in a secure location as determined by management. 1.4 The primary Manager/Supervisor shall escort the Employee to a safe and confidential setting, such as the Manager/Supervisor’s office, until a determination of reasonable suspicion of impairment can be made. 1.5 If the primary Manager suspects impairment they will inform the Employee that they have reasonable suspicion that the Employee is impaired and that they will contact a second Manager/Supervisor to conduct a secondary assessment and their Union Representative. The primary Manager/Supervisor shall immediately contact another Manager/Supervisor to perform a secondary assessment based on reasonable suspicion. The primary Manager/Supervisor will also contact Human Resources Representative and a Union Representative dispatched to their location. The Secondary Manager/Supervisor will then interview the Employee while reviewing observable signs and symptoms. (see Reasonable Suspicion Observation Document (RSOD). The Secondary Manager/Supervisor will then confirm or deny impairment based on observable factual information (i.e.: alcohol odour, slurred speech, poor coordination, etc.). 1.6 Upon arrival, Human Resources Representative (HRR) will review the process, interview the Employee and act as a resource. If the Primary and Secondary Manager/Supervisor are not in agreement regarding impairment, HRR will then either confirm or deny impairment. If impairment is confirmed, they will then contact the testing agency and the Employee will be escorted by HRR and Manager/Supervisor (Manager’s, Union Representative, HRR company vehicle or taxi-cab) to a collection site (Certified Alcohol/Drug Testing Facility) for controlled substance or alcohol testing. If impairment is denied, the Employee will be immediately returned to work. If the Primary and Secondary Manager/Supervisor are both in agreement regarding impairment, HRR will then contact the testing agency and the Employee will be escorted by the HRR and Manager/Supervisor (Manager’s, Union Representative, HRR company vehicle or taxi-cab), to a collection site (Certified Alcohol/Drug Testing Facility) for controlled substance or alcohol testing. If the situation occurs after normal working hours, the Manager/Supervisor will advise their Manager. The Manager/Supervisor will then contact Human Resource Representative whom, in turn, will assist with the facilitation of the reasonable suspicion process.


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1.7 If the Employee refuses, the Employee will be informed that his/her refusal may be subject to disciplinary action for non-compliance with the Reasonable Suspicion Guidelines. 1.8 After the Employee has provided a sample (urine sample, saliva, or breath alcohol test) the Employee will then be informed of the testing results. If the results determine non-compliance with this Policy, the Employee shall be immediately placed on a leave of absence without pay. 1.9 The Employee will not be allowed to drive himself/herself to the collection facility or home. The Manager/Supervisor shall make arrangements to transport the Employee by taxi or other vehicle (if safe to do so), to the Employee’s home if no risk of violent or erratic behaviour is suspected, and if the Employee is not in a medically compromised state. If the Employee insists on driving home, the Manager/Supervisor shall call the Estevan Police Service (EPS) and advise them that he/she suspects that an impaired person is in control of a motor vehicle and identify the car and license number. 1.10 Employee’s shall not use abusive language or behaviour during the collection process, nor conduct himself/herself in a manner that clearly obstructs the process. If the Employee’s actions are or become physically violent, or present a health and safety issue to the Employee or others, or it is suspected that the Employee is operating equipment on public roads (City-owned or private), the EPS will be called to deal with the situation accordingly. 1.11 If an alcohol test is not administered within two hours of the reasonable suspicion incident, the organization will record the reasons the test was not performed promptly. If an alcohol test is not administered within eight hours or controlled substance test within 32 hours following the reasonable suspicion incident, the organization shall cease attempts to administer the test and will record the reasons for not doing so. 1.12 Oral fluid testing is a non-invasive test that analyzes a saliva sample for parent drugs and their metabolites. An absorbent collection device is placed in the mouth and the saliva collected is screened for drugs of abuse. Samples are checked to verify the saliva is human and undiluted. 1.13 If the test results indicate compliance with this Policy, the Employee shall be reinstated with pay for lost time. The Employee will be assured that the investigation is over and it will not affect his/her future employment with the City of Estevan. 1.14 The City of Estevan will ensure at least one Manager/Supervisor and/or other Employee’s in a supervisory capacity from each department, receives a minimum of three hours training in the detection and management of Employees who are under the influence of, or are using, alcohol or controlled substances. 1.15 Employees found to be impaired at work will be referred to a SAP for an assessment. Culpable Employees found to be impaired at work may be subject to discipline in accordance with the City of Estevan’s Corrective Discipline Policy.


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Employees found to be impaired at work and diagnosed with a Substance Use Dependency may not be subject to corrective discipline. Where a disability is established, the City will provide accommodation to the point of undue hardship. 1.16 Upon completion of treatment and/or approval to return to work (as approved by the SAP) the Employee may be required to participate in Return to Work alcohol/drug test prior to returning to work. This may include returning to work in non-safety sensitive positions or performing non-safety sensitive duties. 2.0 POST ACCIDENT / INCIDENT TESTING 2.1 Under reasonable suspicion, the City may request an Employee performing work related functions to submit to a controlled substances and/or alcohol test after an accident/incident to rule out impairment as a potential cause where one or more of the following occurs:

• bodily injury requiring medical attention from a Licensed Medical Practitioner (i.e.: laceration, fracture, etc.);

• damage to City property or equipment; • possible exposure to legal action or liability; • environmental damage; or • a near miss that may have resulted in any of the above.

2.2 Prior to deciding to request a post-accident/incident controlled or alcohol test, the City must follow the Reasonable Suspicion Guidelines as well as consider the particular circumstances of each case. The determination as to whether testing is appropriate shall be made by the Primary and Secondary Manager/Supervisor and the Human Resources Representative. 2.3 The foregoing procedures apply with equal force to any accident involving an Employee travelling in a vehicle owned, leased, provided, or rented by a City entity, or the Employee’s private vehicle when used for City work or on City premises. If an Employee is requested to submit to post accident/incident testing and refuses, the Employee will be informed that his/her refusal will subject him/her to disciplinary action, up to and including discharge. 3.0 RETURN-TO-WORK TESTING Any Employee who previously failed any controlled substance or alcohol test administered by the City and/or who has undergone a counselling and/or rehabilitation program for substance or alcohol abuse, and has successfully completed such a program to the satisfaction of the SAP, and who then returns to employment with the City, may be subject to return-to-work testing prior to returning to their position. 3.1 Where the return-to-work testing includes alcohol testing, the alcohol test must indicate that the worker’s alcohol concentration is less than 0.04%. Please refer to Section II, Prohibited Use of Alcohol for further information regarding alcohol tests resulting in concentrations of less than 0.04% but greater than or equal to 0.02%. 3.2 Where the return-to-work testing includes controlled substance testing, the test must indicate a verified negative result for controlled substance use.


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3.3 Where the SAP has recommended abstinence as a part of a treatment program, as a condition of their employment the alcohol test must indicate that the worker’s alcohol concentration is 0.00%. 3.4 Where the SAP has recommended abstinence as a part of their treatment program, as a condition of their employment the drug test must indicate a negative result for controlled substance use. Please note at the SAP’s discretion (and under the following conditions see B 4.4) an Employee may be cleared to return to work in non-safety sensitive duties in spite of having produced a positive drug test (ie residual THC). 3.5 Refusal to submit to a return-to-work test or failing a return-to-work test with a verified positive test result regarding controlled substances or an alcohol concentration test result of more than 0.04% may result in the application of the City of Estevan Corrective Discipline Policy. 3.6 Any cost incurred by the Corporation with respect to return-to-work testing required will be solely the responsibility of the City of Estevan. 4.0 FOLLOW-UP TESTING Following a successful return-to-work test, the City of Estevan will reinstate the Employee to his/her previous position and shall ensure that the Employee is subject to un-announced follow-up testing (if recommended by the SAP). 4.1 Follow-up testing shall be implemented as directed by the Substance Abuse Professional (SAP). The City may direct the Employee to undergo follow-up testing for both alcohol and controlled substances if the SAP determines that testing for both alcohol and controlled substances is necessary. 4.2 Where the SAP has recommended abstinence as a part of their treatment program, as a condition of their employment the follow-up alcohol test must indicate that the worker’s alcohol concentration is 0.00%. 4.3 Where the SAP has recommended abstinence as a part of their treatment program, as a condition of their employment, the follow-up drug test must indicate a negative result for controlled substance use. 4.4 An Employee may return to a non-safety sensitive position or duties after a positive test based on the following conditions:

• The Employee is not impaired and is abstinent from drugs or alcohol but provided a positive test result as the result of residual THC.

• The Employee is well within projected positive test duration for residual THC.

• The Employees subsequent positive test results are declining over a reasonable period of time.

4.5 Refusal to submit to follow-up testing or failing a follow-up test with a verified positive test result regarding controlled substances, or an alcohol concentration test result of more than 0.04%, may result in disciplinary action up to and including discharge. 4.6 Follow-up testing shall not exceed 12 months of active employment, from the date of the Employee’s last positive test upon returning to work unless recommended by the SAP.


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4.7 The SAP may terminate the requirement for follow-up testing at any time after the first six tests have been administered, if the SAP determines that such testing is no longer necessary. 4.8 Any costs incurred by the City with respect to follow-up testing required will be solely the responsibility of the Employer. C. TESTING PROCEDURES 1.0 TEST PROCEDURES FOR ALCOHOL TESTING 1.1 Alcohol testing will be conducted by a Breath Alcohol Technician (“BAT”) properly trained in the proficiency of operating an Evidential Breath Alcohol testing device (“EBT”) or a Screening Test Technician (“STT”) properly trained in the proficiency of the QED Saliva Alcohol testing device. 1.2 Where the result of an alcohol test done by the EBT is positive, a confirmation test will be conducted after 15 minutes. 2.0 TEST PROCEDURE FOR SUBSTANCE TESTING 2.1 Substance testing will be conducted by a Certified Laboratory and/or Collection Facility, which will maintain a clear and well documented procedure for collection, shipment, and accessing of urine specimens. Such a procedure will include the following:

• Utilization of a standard drug testing custody and control form. • Employees presenting to the collection location will provide photo ID to

the collector for identification purposes. • Use of clean specimen bottles that are securely wrapped until filled with

the specimen (split specimen or single specimen). • Use of shipping container in which the specimen and associated

paperwork may be transferred, and which can be sealed and initialled to prevent tampering.

• May consist of Oral Fluid testing 2.2 The Employee will be given the opportunity to submit medical evidence to the Medical Consultant (MC) that may support a legitimate use for a specific drug. 2.3. The following are the detection levels for Urinalysis (immunoassays) for determining the presence of unauthorized, prohibited, illegal or controlled substances present in the individual’s system: Please note, there is zero tolerance for all Firefighters regarding the detection for the following drugs: Substance Initial Test ng/ml Confirmation Test ng/ml Marijuana metabolites 50 15 Cocaine metabolites 300 150 Opiate metabolites 2000 2000


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Phencyclidine (PCP) 25 25 Amphetamines 1000 500 NOTE: With a split specimen (two containers from one sample, labelled A and B) the B-portion of the original split specimen that is preserved for private testing can be re-tested at the request of the worker within 72 hours, at the Employee’s expense. The certified laboratory keeps the split portion in the event of questions raised concerning the results of the test. 2.4 Oral Fluid Testing The Oral Fluid drug testing procedure consists of placing a long cotton swab in the Employees mouth to retrieve a saliva sample. The swab is then placed into a tube. From that point, the collection process is the same as for lab base urine testing using trained collectors, lab analysis and medical review and reporting.

Oral Fluid Specimen Cutoff Concentration Levels

Drug Class Initial test cutoff concentration

Confirmatory test cutoff concentration

Marijuana 4 ng/ml

2 ng/ml

Cocaine 20 ng/ml

8 ng/ml Opiates 40 ng/ml

40 ng/ml

Morphine 40 ng/ml

40 ng/ml Phencyclidine 10 ng/ml

10 ng/ml

Amphetamines / Methamphetamine 50 ng/ml

50 ng/ml

MDMA 50 ng/ml

10 ng/ml

3.0 MEDICAL CONSULTANT (MC) An essential part of the City’s controlled substance and alcohol testing program is the review/appeals process. The review/appeal must be performed by a Medical Consultant (MC), who is a licensed health professional (typically contracted by the Testing Laboratory and/or Collection Facility) knowledgeable in the medical use of prescription drugs and pharmacology of alcohol. The MC has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual’s positive test results together with his/her other relevant biomedical information. No more than 60 days after a confirmed positive controlled substance test result, an Employee may submit a written request to the MC for re-testing of the original specimen producing the positive test result. Each Employee may make one written request that a sample of the specimen be provided to the original or another Certified Laboratory for testing. The Employee shall pay the cost of the additional test and all handling and shipping costs.


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If it is determined with reasonable certainty that there are legitimate medical or other reasons to account for a positive laboratory controlled substance or alcohol test result, the report will be reclassified as a negative test result. The notice to management will indicate that the test result was negative and any medical information obtained by the MC will be treated as confidential. Employees have the right to appeal the recommendations of the MC pursuant to the review by another MC as chosen and agreed upon, by both the Union and Employer. 4.0 CONFIDENTIALITY The City of Estevan respects the confidentiality and privacy rights of all its Employees. Accordingly, the results of any test administered under this Policy or identities of any Employees participating in a rehabilitation program will not be revealed to anyone without the expressed written consent of the Employee, except where otherwise required in administration of this Policy or the rehabilitation program itself, or pursuant to the order of a court of competent jurisdiction. Any and all Employee information/documentation regarding the Reasonable Suspicion Guidelines will be maintained by Human Resources. D. CONSEQUENCES OF POLICY NON-COMPLIANCE 1.0 CONSEQUENCES OF DRUG AND ALCOHOL POLICY NON-COMPLIANCE 1.1 The City of Estevan will not permit any Employee to perform safety-sensitive functions if it has determined that the Employee has violated this Policy. Any Employee who violates this Policy will be removed from safety-sensitive functions immediately and may be subject to the City of Estevan Corrective Discipline Policy. In all situations, an assessment/investigation will be conducted and documented to verify that a policy violation has occurred before disciplinary action is taken. 1.2. When an Employee violates the Reasonable Suspicion Guidelines and is placed on a leave of absence pending investigation, he/she may be reinstated after referral evaluation is completed to the satisfaction of the SAP, and a negative substance test and/or alcohol concentration of less than 0.04% return-to-duty test result is confirmed. Please note, at the SAP’s discretion an Employee may be cleared to return to work to non-safety sensitive duties despite having produced a positive drug test (i.e. residual THC). For more information please refer to section B.4.4, 4.5. There is zero tolerance for all Full Time Career Firefighters regarding alcohol or drugs. 1.3 Before an Employee returns to duty requiring the performance of a safety-sensitive function after engaging in conduct prohibited by this Guideline, the Employee shall undergo a return-to-work alcohol test and/or controlled substance test with the result indicating compliance with this Guideline. 1.4 Any Employee tested for alcohol who is found to have an alcohol concentration of 0.04% or greater will be subjected to an immediate medical leave of absence without pay pending an assessment with a SAP.


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2.0 INFORMATION, TRAINING, REFERRAL AND REHABILITATION 2.1 The City will provide educational materials that explain the requirements of this Guideline. 2.2 Each Employee who is engaged in conduct prohibited by this Policy shall be advised by the City of rehabilitation resources available: the names, addresses, and telephone numbers of SAP’s and counselling and treatment centres. 2.3 In all cases where disability is established, the City will provide accommodation to the point of undue hardship. 3.0 ROLES & RESPONSIBILITIES There is a shared responsibility (Employee, Employer, Union) for the successful implementation of this Guideline. City of Estevan The realization of the City of Estevan priorities cannot be achieved in a workplace where job performance is adversely affected using alcohol or other substances; therefore, the City will:

• Provide Employees and Managers/Supervisors with training on workplace alcohol and other substance issues necessary to implement and enforce this program;

• Provide Employees with access to assistance programs (including access to benefits) in a manner that places a priority on confidentiality, fairness and respect for the individual;

• Provide Employees and dependents with access to confidential assessment, counselling, referral and aftercare services through the EAP and Human Resources, as appropriate, and offer additional assessments and treatment programs as available;

• Make reasonable efforts to accommodate Employees with established disabilities by providing the supportive environment necessary for successful rehabilitation;

• Provide awareness and education programs to both Employees and Managers/Supervisors;

• Encourage responsible judgment in the use of alcohol at City functions; • Reserve the right to undertake alcohol and substance testing only in specific

circumstances as outlined in this Guideline; • Ensure compliance with applicable Federal and Provincial legislation; and • Provide for the overall administration and enforcement of this program.

Employees Employees are expected to perform their jobs in a safe manner and in all ways consistent with established City practices. In addition, Employees are expected to:

• Remain free from any adverse performance (impaired motor skills, balance, judgement, memory, etc) effects of alcohol or other substances while at work;


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• Have the responsibility to disclose to their Supervisor the use of any medications (including medical cannabis) that could lead to impairment while at work.

• Consult with their doctors or pharmacists regarding the proper use of medications they are using to determine if they may have a negative impact on performance or safety. Those in safety-sensitive positions must report any concerns regarding the use of any performance altering medication to their Manager/Supervisor so it can be determined whether modification of duties or temporary reassignment is appropriate;

• Seek advice and follow appropriate treatment promptly if they suspect they have a substance dependency or emerging alcohol or other substance problem;

• Assume ownership of their problem and use the counselling and treatment services that have been made available;

• Participate in any testing or search request as and when required under this Guideline; • Follow any recommended aftercare program to support recovery or return to work

conditions after primary treatment for alcohol or other substance related problems; • Take appropriate action to ensure a co-worker does not remain in an unfit condition at

work that may endanger him/her or others. This may involve, on a confidential basis, contacting the Employee's Manager/Supervisor or Human Resources Representative for advice on what action to take, and be personally responsible for compliance with this program and for their own safety.

Managers/Supervisors Managers/Supervisors will receive specific training on workplace alcohol and other substance issues and on their role under this Guideline, and will:

• Monitor and evaluate work performance with an objective of early identification and managing of all performance problems, including those that may be caused by alcohol or other substance use;

• Approach Employees about performance problems. Make a formal written referral to Human Resources with a copy to the Employee when there are objective grounds to believe performance problems may be related to alcohol or other substance use;

• Ensure that an Employee is escorted from the workplace and that medical clearance is arranged when there are concerns about the Employee's immediate ability to perform the job, the safety of others or the reputation of the City;

• Ensure that Employees who return to work following a formal treatment program are abiding by the requirements of their Return to Work Agreements and any aftercare programs;

• Cooperate with Human Resources Representatives to ensure that investigations of work-related incidents are carried out in accordance with City incident investigation procedures;

• Facilitate the referral of an Employee for alcohol and substance testing when there is reasonable cause or post-incident or whenever required to do so under this Guideline;

• Familiarize themselves with related programs and policies, as well as applicable site procedures and work instructions.


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Human Resources Personnel Human Resources acts as a resource and support for Employees, Managers, and Supervisors, and as such will:

• Administer this program consistently in co-operation with the Managers/Supervisors, Workplace Safety Coordinator (WSC), associated departments and Unions;

• Manage the alcohol and substance testing program; • Lead and coordinate all investigations required under this program in conjunction with

Managers/Supervisors, Workplace Safety Coordinator and other groups as required; • Retain qualified professionals to conduct and arrange for all assessments, and implement

any recommendations received from the SAP’s and any other health care practitioners, including medical work limitations, if required;

• Arrange for, and ensure, that substance abuse assessments are conducted in circumstances prescribed under this program and implement any recommendations received from the SAPs, including medical work limitations, if required;

• Ensure that Employees who return to work following a formal treatment program are abiding by the requirements of their return to work agreements and any aftercare programs;

• Conduct training programs for Managers/Supervisors and site management regarding the advisability of conducting a search;

• In conjunction with the health care practitioners, provide all Employees and dependents with access to confidential assessment, counselling, referral and aftercare services through the EAP or other alternative additional assessments and treatment programs as available;

• Develop programs to monitor Employees returning to work after treatment for alcohol or other substance related problems;

• Review, in conjunction with the legal consultation, aspects of this program that relate to confidential medical information;

• Resolve questions of interpretation with due regard for the fair treatment of Employees; and

• Collect the data needed to monitor, evaluate and update this program as required; coordinate the development and delivery of Employee alcohol and other substance awareness educational programs, which will include information on the availability of treatment resources; and coordinate, develop and deliver training programs for Managers/Supervisors on performance, aftercare and identification of potential alcohol or other substance-related problems.

Further, as the department within the City that is responsible for the development and maintenance of the EAP, Human Resources will:

• Maintain an updated list of resource providers and ensure optimal qualifications are met for education, training and experience;

• Provide guidance to all Employees and dependents dealing with alcohol and other substance-related problems;


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• Inform appropriate personnel in situations where an Employee's misuse of alcohol or other substances presents a risk to the safety of the Employee or others and/or a risk to the reputation of the City;

• Train or provide consultation in the training of Managers/Supervisors and other Employees regarding the reasonable suspicion function as it relates to performance management and the progressive discipline processes;

• Provide consultation to those delivering educational programs designed to inform all Employees about this program and the effects of alcohol and other substance use on health, safety and job performance, etc.;

• Be involved on an ongoing basis in alcohol and other substance awareness prevention programs to address health and safety effects on performance and the process of EAP;

• Play a major role in the determination of an Employee's fitness for work and in developing plans to monitor the Employee's return to work after treatment for alcohol or other substance-related problems, and interact with the City’s designated medical consultant when applicable; and

• Provide the City with non-identifying statistical data regarding the extent of program violations and make recommendations based upon findings of any alcohol and other substance use concerns.

Unions The Unions will provide guidance, support and participate in the development and implementation of the City of Estevan Reasonable Suspicion Guidelines.

APPROVED BY COUNCIL

RESOLUTION # DATE:

DISTRIBUTION Policy Manuals, Copies to all Department Heads for circulation to Staff


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APPENDIX 1 GLOSSARY OF TERMS The following terms which are used in the Policy have generally accepted meanings. The definitions and examples below are illustrative. They are not intended to be, nor should they be, construed as exclusive of any other consistent interpretation. Abuse – the use of any substance in a manner that may tend to incapacitate, impair or influence an individual, or the use of any substance in a manner that deviates from the medical or legal norms or from Corporation rules, policies or expectations. This may include recreational use of a substance, as well as dependence or addiction to a substance. It also includes misuse of substances that are permitted legally, authorized, or controlled. Accommodation", "Accommodate" or "Accommodating – adjustments to the conditions of employment in order to allow an Employee with a disability to continue to work. It is a process whereby the City of Estevan, in consultation with the Employee and Union, determines what is reasonable and feasible for the organization and the Employee. It may include leaves of absence, adjusting hours of work, adjusting job duties, gradual return to work plans, and cooperating with treatment requirements. Under human rights law, the legal duty of the organization is to accommodate disabilities to the point of undue hardship. Aftercare Program – the follow-up treatment plan following a positive alcohol and substance test and formal treatment program. Employees must follow any aftercare program requirements as a condition of their return to work. Aftercare programs are established by an accredited Substance Abuse Professional or Medical Consultant. Alcohol – any fermented or distilled spirits containing ethyl alcohol or other low molecular weight alcohols including methyl and isopropyl alcohol, such as beer, wine, wine coolers, blended or distilled spirits, fermented ales, etc. Alcohol is generally included in the term “substance”. Alcoholic Beverage – any beverage, or mixture of preparation including medication, that contains alcohol in a concentration of one half of one percent (0.005% or more.) Alcohol Use – the consumption of any beverage, mixture of preparation, including medication containing Alcohol in a concentration in excess of one half of one per cent (0.005%.) Alcohol and Substance Test – a scientifically recognized test that analyses an individual's saliva, breath or urine for evidence of alcohol and other substance exposure (Refer to the Alcohol and Substance Testing Procedures contained in Appendix 1.) Approved Rehabilitation Program – a substance rehabilitation and maintenance program that is recognized and meets the criteria established by the Substance Abuse Professional. Breath-Alcohol Technician (“BAT”) – a person who has taken the certification course for conducting breath alcohol tests according to the manufacturers’ quality assurance program.


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Breathalyser – an instrument that analyzes and quantifies the chemical presence of alcohol in a breath sample. Chain of Custody – a procedure which accounts for the integrity of each test specimen, by tracing its handling and storage from point of specimen collection to final disposition of the specimen. Collection Site – a place designated by the City of Estevan where individuals present themselves for the purpose of providing a specimen/sample for testing purposes. City of Estevan or City Premises – includes all property, offices, desks, lockers, facilities, land, parking lots, buildings, structures, fixtures, installations, areas, ships, boats, vessels, aircraft, automobiles, trucks and any other vehicles, equipment or property, whether owned, leased, used or controlled by the City of Estevan entity. Also includes all modes of transportation whether owned, leased, provided by or rented by any City of Estevan entity. Also includes an Employee’s private mode of transportation while used for City work or located on City premises. City of Estevan Work – includes all authorized work, job assignments, or job-related activities performed for, or on behalf of the City of Estevan. Confirmation Test – in the case of drug testing, a second analytical procedure to identify the presence of a specific drug or metabolite that is independent of the initial test and uses a different technique and chemical principle from that of the initial test. In the case of testing for substances other than drugs, an acceptable test which confirms the presence of a substance by using the same or different technique, such as a breathalyser. Consortium – an entity, including a group or association of Employers or contractors, which provide alcohol or controlled substance testing. Contractor, Vendor, Consultant, Visitor or Other Individual – all persons under the direction of, or under contract to, an independent contractor or subcontractor, including the owner or manager of the independent operations, and also including suppliers, visitors and other persons, working on City premises or performing City work. Contradict – to go or act contrary to; to infringe (i.e.: to commit a breach of or violate this policy.) Conviction – includes a conviction, guilty plea, conditional discharge or absolute discharge resulting from criminal charges related to unauthorized, prohibited, illegal or controlled substances. Certified Laboratory – a lab certified by the American Substance Abuse Mental Health Services Administration or the Canadian Centre for Substance Abuse. Designated Employer Representative or DER – City of Estevan Employees authorized to receive alcohol and substance test results from the medical consultant. A DER is also authorized to communicate those results to site-based DER's if necessary for the purposes of arranging a


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substance abuse evaluation. The DER is also authorized to communicate with SAP’s and receive results of substance abuse evaluations. Detectable or Detection Level – the level at which a substance(s) will be detected. EAP – City of Estevan Employee Assistance Program Employee – all regular full-time, seasonal, part-time and temporary Employees of the City of Estevan. Evidential Breath Testing device (“EBT”) – a breath alcohol testing device which is approved for, and records results in a way that is appropriate for evidence in a legal proceeding. Fit for Work/Duty – the ability to safely and acceptably perform assigned duties without any limitations due to the use or after-effects of alcohol, illicit substances, illegal substances or medications. Fitness to Work Clearance – a written confirmation from a licensed medical practitioner stating that an Employee is medically able to safely return to work. Human Resources – the City of Estevan Human Resources personnel. Human Resources Representative or HHR - the City of Estevan Human Resources Professionals or Workplace Safety Coordinator. Illegal Substance – any drug or substance that is legally obtainable but has not been legally obtained (i.e.: sedatives for which a prescription should have been obtained). Illicit Substance – any drug or substance that is not legally obtainable and whose use, sale, possession, purchase or transfer is restricted or prohibited by law (i.e.: street drugs such as marijuana and cocaine.) Impairment - means any of the Employee’s senses (ie: sight, hearing, etc), physical abilities (balance, reaction-time, reflex) or cognition (decision making/judgement), is or may be presumed diminished in function or ability (lacking full functional integrity). Manager – the individual in a leadership position or a position of authority over a particular site, facility, location, project, area or shift, including but not limited to Foreperson, Managers, Supervisors and others in positions of authority as designated by the Corporation from time to time. Medical Consultant (MC) – a licensed physician responsible for receiving laboratory results generated by an employer's alcohol and substance testing program, who has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual's confirmed positive test result together with his or her medical history and any other relevant bio-medical information. Human Resources will designate the MC for the organization.


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Medical Cannabis (Marijuana) – Medical Cannabis refers to cannabis prescribed (by a Medical Practitioner) and used to relieve symptoms and minimize treatment side effects of various medical conditions. Examples of therapeutic uses include, managing neuropathic pain in individuals with multiple sclerosis and preventing chemotherapy/radiotherapy-induced nausea and vomiting. Medication – any substance used for medicinal purposes that is obtained through prescription or over-the-counter. Metabolite – the product of chemical changes in living cells. Non-Safety-Sensitive Position/Functions – any position where impaired performance, impaired motor skills or lack of judgement will not likely result in a significant incident affecting the health and safety of Employees, customers, contractors, the public, equipment, property, or the environment. Oral Fluid (Saliva Test) – Oral fluid testing is a non-invasive test that analyzes a saliva sample for parent drugs and their metabolites. An absorbent collection device is placed in the mouth and the saliva collected is screened for drugs of abuse. Samples are checked to verify the saliva is human and undiluted. Paraphernalia – equipment, apparatus or other devices used in conjunction or associated with substances. Possession – to have either in or on the Employee’s person, personal effects, motor vehicles or areas substantially entrusted to the control of the Employee. Rehabilitation Program – a substance abuse program designed to assist the Employee in overcoming his/her dependency on alcohol or drugs. Report Fit for Work/Duty – being Fit for Work/Duty at the time the Employee arrives for work on City premises or to conduct City business. Return to Work Agreement – a written agreement between the City of Estevan and an Employee (and the relevant union, if applicable) that sets out the conditions upon which an Employee may return to work following a positive alcohol and substance test. Return to Work Agreements may include, but are not limited to conditions that require an Employee to undergo a Substance Abuse Evaluation conducted by a SAP, and require the Employee to follow any requirements of an aftercare program established by an SAP. Safety-Sensitive Position/Functions – any position where impaired performance, impaired motor skills or lack of judgement could result in a significant incident affecting the health and safety of Employees, customers, contractors, the public, property, or the environment, and includes those persons in supervisory or managerial positions who either oversee Employees in safety-sensitive positions, or who are responsible for or actually perform the same duties as Employees in safety-sensitive positions. Positions which do not include duties that are safety-sensitive, but which require the Employee to regularly cross paths with moving machinery and equipment, are also considered to be safety-sensitive positions.


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Split Sample – a portion of a urine specimen set aside for confirmation testing purposes if requested by the Employee. Substance – any chemical or biological substance (including alcohol, illicit substances and illegal substances) that has known mind or motor function altering effects on the human body; a general term for any substance, stimulating or depressing, that can ultimately be habituating or addictive. For purposes of this Guideline, substances of concern are those that inhibit an Employee's ability to perform his or her job safely and productively. Substance Abuse Assessment or SAA – refers to an assessment whereby a substance dependency is either confirmed or refuted. Substance Abuse Professional or SAP – an accredited practitioner qualified to conduct substance abuse evaluations or a certified addictions counsellor. Substance Dependency or Drug Addiction – a physical or psychological need for a substance, without which the user experiences extreme difficulty. It also encompasses the diagnostics as outlined in the Diagnostic and Statistical Manual of Mental Disorders - 5th ed. and any subsequent editions or restatements. Supervisor – the individual in a leadership position or a position of authority over a particular site, facility, location, project, area or shift, including but not limited to a Foreperson, Manager, Supervisor and others in positions of authority as designated by the City of Estevan from time to time. Trained Person or Trained Personnel – an individual or individuals employed by the City of Estevan who have been trained to recognize the signs of alcohol and other substance use. These individuals would typically include Managers/Supervisors and Human Resources Representative. Threshold Test – in the case of drug testing, a preliminary test to eliminate “negative” urine specimens from further consideration. Also a reliable test in the case of testing for other substances by a different instrument, such as a breathalyser. Unauthorized, Prohibited, Illegal or Controlled Substances – substances that may affect or may have the propensity to affect a user in a manner which will alter the mind, mood, behaviour, emotions, reasoning, performance or physical functions of the user, whether or not such substances are proscribed or restricted by the laws of Canada any province or other political subdivision. Examples include:

• Alcohol, narcotics, depressants, stimulants, hallucinogens, cannabis, marijuana and designer and synthetic drugs and chemicals, whether or not specifically listed under the Controlled Drugs and Substances Controlled Drugs and Substances Act or in other statutes, regulations, rules or ordinances;


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• Substances yet to be discovered and prescription drugs and over-the-counter products used in a manner inconsistent with the prescription or recommended usage or which have not been found to be compatible with safe job performance by the City of Estevan considering the job duties of the worker; and

• Permitted legal, authorized or uncontrolled substances, including by way of example, the

misuse of various paints, glues, aerosols, aromatics and inhalants to produce such an effect on the user.

Workplace Safety Coordinator or WSC – the City of Estevan Safety Coordinator. Workplace or Worksite – any motor vehicle, office, building, yard or other property operated by a motor carrier, or any other location at which the worker is to perform work. References Health Canada. (2016a). Consumer Information – Cannabis (Marihuana, marijuana). Retrieved from:https://www.canada.ca/en/health-canada/services/drugs-health-products/medical-use-marijuana/licensed-producers/consumer-information-cannabis-marihuana-marijuana.html Health Canada. (2016b). Access to Cannabis for Medical Purposes Regulations - Daily Amount Fact Sheet (Dosage). Retrieved from: https://www.canada.ca/en/health-canada/services/drugs-health-products/medical-use-marijuana/information-medical-practitioners/marihuana-medical-purposes-regulations-daily-amount-fact-sheet-dosage.html


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APPENDIX 2

Alcohol and Substance Abuse Policy Acknowledgement Form

I understand that, the City of Estevan recognizes that alcohol and drug abuse/chemical dependency is a chronic disease and major health problem that can have tragic consequences for individuals, families, and the workplace. As a condition of employment, all employees are expected to abide by the City policy which prohibits the use and/or abuse of drugs and alcohol in the workplace. By my signature below, I acknowledge, understand, accept, and agree to comply with this policy. I also understand that failure to comply with this policy may result in corrective/disciplinary action, up to and including termination of employment.

• I have read, understood, and familiarized myself with City of Estevan’s Alcohol and Substance Abuse Policy.

• I understand that the City of Estevan is committed to providing a drug-free workplace. • I have attended an education session on the City of Estevan’s Alcohol and Substance Abuse

Policy. • I understand that it is my responsibility to comply with this policy, and that this policy applies to

me. • I agree to abide by the terms of the policy, as a condition of employment. • I understand that violations of this policy may subject me to corrective/disciplinary action, up to

and including termination of employment. • If I have any questions about this policy, I will seek clarification from my Manager/Supervisor or

from Human Resources. • I understand that, in acknowledgment that chemical dependency is a chronic disease and that

rehabilitative treatment is available, the City supports and strongly encourages employees with such problems to seek treatment, and when available will facilitate access to applicable resources.

• I understand that the responsibility for seeking, obtaining, and cooperating in such treatment is mine.

• I understand that, if I am experiencing alcohol or drug dependency, I am urged by the organization to make use of the City’s confidential Employee Assistance Program (EAP), and/or alternate Assessment, Counselling, Rehabilitation Programs.

__________________________________ _________________ Signature of Employee Date __________________________________ Employee's Name - Printed


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APPENDIX 3

EMPLOYEE AGREEMENT/CONSENT TO ALCOHOL/DRUG TESTING & RELEASE OF ALCOHOL/DRUG TEST RESULTS

I hereby agree, upon a request made under the Reasonable Suspicion Alcohol/Drug Testing process of the City of Estevan, to submit to Alcohol/Drug Testing and to furnish a sample of my breath and urine for analysis. I understand and agree that if I at any time refuse to submit to a random alcohol/drug test, or if I otherwise fail to cooperate with the testing procedures, I will be subject to an immediate Leave of Absence and Assessment with the Substance Abuse Professional and may be subject to the City of Estevan Corrective Discipline Policy. I understand that only my immediate Manager/Supervisor and the Human Resource Representative will have access to the results (positive or negative) of the testing process; that they will maintain and protect the confidentiality of such information to the greatest extent possible; and that they will share such information only to the extent necessary to make employment decisions. The Reasonable Suspicion Alcohol/Drug Testing Process has been explained to me in a language I understand, and I have been told that if I have any questions about the test or the process, they will be answered. ________________________ ____________ _____________________ ___________ Signature of Employee Date Union Rep Date __________________________ Employee's Name - Printed __________________________________ __________________ City of Estevan Representative Date


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APPENDIX 4

EMPLOYEE AGREEMENT/CONSENT TO RETURN TO WORK / FOLLOW-UP ALCOHOL/DRUG TESTING & RELEASE

OF ALCOHOL/DRUG TEST RESULTS I hereby agree, upon a request made under the Unannounced Follow-up Alcohol/Drug Testing process of the City of Estevan, to submit to Follow-up Alcohol/Drug Testing and to furnish a sample of my breath and urine for analysis. I understand and agree that if I at any time refuse to submit to a random alcohol/drug test, or if I otherwise fail to cooperate with the testing procedures, I will be subject to an immediate Medical Leave of Absence and Assessment with Substance Abuse Professional. I understand that only my immediate Manager/Supervisor and the Human Resource Representative will have access to information furnished or obtained in connection with the test; that they will maintain and protect the confidentiality of such information to the greatest extent possible; and that they will share such information only to the extent necessary to make employment decisions. The Follow-up Alcohol/Drug Testing Process has been explained to me in a language I understand, and I have been told that if I have any questions about the test or the process, they will be answered. I UNDERSTAND THAT THE CITY OF ESTEVAN WILL REQUIRE UNANNOUNCED FOLLOW-UP ALCOHOL/DRUG TESTING FOR A PERIOD OF 12 MONTHS (OF ACTIVE EMPLOYMENT) AND I AGREE TO SUBMIT TO ANY SUCH TEST. ________________________ ____________ _____________________ ___________ Signature of Employee Date Union Rep Date __________________________ Employee's Name - Printed __________________________________ __________________ City of Estevan Representative Date


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APPENDIX 5 Reasonable Suspicion Incident/Event Contact Procedure

In the event of a Reasonable Suspicion Incident/Event contact the Manager or Supervisor

responsible for the Business Division. See table below.

Managers/Supervisors Portfolio

City Manager 306-421-0501

City Clerk 306-421-1476 Treasurer 306-634-1813

Corporate Services Legislative Services

Finance/Shared Services

Manager, Roads & Drainage 306-421-2097

Foreperson, Roads & Drainage 306-461-3625 Foreperson, Fleet Mechanic 306-461-8701

Fleet Vehicles

Roads & Drainage Landfill

Manager, Parks & Facilities 306-461-4130

Foreperson, Parks 306-421-3112 Foreperson, Maintenance/Arena 306-421-9189

Parks

Open Spaces Arena

Facilities

Manager, City Engineer 306-421-5780

Foreperson, Water & Sewer 306-421-7662

Engineering

Water & Sewer Services

Manager, Water/Wastewater Treatment Plant 306-421-5603

Water/Wastewater Treatment Plant

Manager, Land Development 306-421-4483

Land Development Services

Fire Chief, Fire Rescue Services 306 421-0541 Deputy Chief, Fire Rescue Services 306-421-3650

Fire Rescue

Manager, Aquatics 306-421-0760

Lifeguards/Instructors

Information Desk Playparks

Manager, Events 306-421-9549

Food and Beverage Custodial

Communications Representative, Tourism 306-421-9206

Visitor Information Center

Tourism Marketing


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Provide the following information at the time of the call:

Your name Nature of the call Contact number Time of the call

Exact location with directions The Manager or Supervisor will go to your location immediately to assess the situation. In the event that the Division Manager/Supervisor is unavailable, the following individuals will then be contacted in the following order:

1) Tarnvir Grewal Human Resources

Work: 306-634-1814

2) Helen Fornwald Workplace Safety Coordinator

Work: 306-634-1860 Cell: 306-421-7096

3) Sheryl March Human Resources

Work: 306-634-1841 Cell: 306-308-4135


Human Resources Corporate Services Division

APPENDIX 6 Alcohol and Drug Testing Facility

Contact Information

S. E. Options Consulting 1101 5th Street

Box 1218 Estevan SK

S4A 0Z3

Tel: 306-634-9079 Email: [email protected]

Upon confirmation of Reasonable Suspicion the Human Resources Representative will contact Options Consulting and inform them that they will be escorting an Employee to their facility for Reasonable Suspicion Testing. For after-hours calls, please press the emergency extension to speak with a representative.


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APPENDIX 7

Reasonable Suspicion Guideline STEP ONE – PRIMARY (First Manager/Supervisor) ASSESSMENT A) Primary Manager/Supervisor suspects impairment based on observable factual information

(i.e.: alcohol odour, slurred speech, poor coordination etc.) B) Primary Manager/Supervisor speaks with the Employee in a confidential setting and in a respectful manner. The

Assessment will be based on the responses to the following questions and the Employee’s observable behaviour. Complete the Reasonable Suspicion Observation Document (RSOD).

Script:

• "I noticed (or it has been reported that) while you were working you…. smelled like alcohol, were having difficulties with your balance, smelled like marijuana etc."

• "I am concerned with your safety and the safety of your coworkers regarding your ability to perform the

duties of your job today. Can you please provide me with an explanation for your behaviour or what I have observed (i.e.: smelling like alcohol and balance issues, smell like marijuana)?"

• "Can you tell me what happened today when…(i.e.: you fell down, why you were sleeping on the job

etc?)"

• "Did you consume alcohol while at work today? Did you consume alcohol prior to coming to work? Have you consumed alcohol within the past 10 hours prior to coming to work? If yes, what were you drinking and approximately how many drinks did you have?"

• "If no, how do you explain…(i.e.: smelling like alcohol and stumbling around at work today?)"

• "Are there any medications or other drugs that you may be taking for a prescribed medical condition?"

• "Are there other lifestyle factors (i.e.: stress, family issues, death, etc) that maybe impacting your ability

to perform your job today?" C) Two Outcomes:

• Not-impaired (Manager/Supervisor does not suspect impairment) – Employee immediately returns to work, end of assessment.

• Impaired (Manager/Supervisor suspects impairment)

– Primary Manager/Supervisor offers Union Representation, calls Secondary Manager/Supervisor.

Script:

• “I have reasonable suspicion that you are impaired at work today and therefore I will be calling a second Manager/Supervisor to perform a Secondary Assessment.

• “Would you like to have Union representation?” • “Please wait here until the second Manager and Union representative arrive to begin

the second step.” • “If you choose not to participate in the RSG process (i.e., do not cooperate with the

interview, refuse to go for testing) you will be subject to the corrective discipline policy as a result of non-compliance with the Reasonable Suspicion process.”

STEP TWO – SECONDARY (Second Manager/Supervisor) ASSESSMENT A) Secondary Manager/Supervisor speaks with the Employee in a confidential setting and in a respectful manner

while interviewing (based on the following questions) the Employee and reviewing observable signs and symptoms. Complete Reasonable Suspicion Observation Document (RSOD).


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B) Secondary Manager/Supervisor confirms or denies impairment based on observable factual information (i.e.: alcohol odour, slurred speech, poor coordination, etc.)

Script:

• "I noticed (or it has been reported that) while you were working you…. smelled like alcohol, were having difficulties with your balance, smelled like marijuana etc."

• "I am concerned with your safety and the safety of your co-workers regarding your ability to perform the


• "Can you tell me what happened today when… (i.e.: you fell down, why you were sleeping on the job

etc?)"

• "Did you consume alcohol while at work today? Did you consume alcohol prior to coming to work? Have you consumed alcohol within the past 10 hours prior to coming to work? If yes, what were you drinking and approximately how many drinks did you have? John have you smoked marijuana while at work today? Did you smoke marijuana prior to coming to work today?"

• "If no, how do you explain… (i.e.: smelling like alcohol and stumbling around at work today?)"


• "Are there other lifestyle factors (i.e.: stress, family issues, death etc) that maybe impacting your ability

to perform your job today?" C) Two outcomes:

• Not Impaired (Second Manager/Supervisor does not suspect impairment) – Secondary Manager contacts Human Resources Representative to perform a Secondary

Assessment.

Script: • “The first and the second Manager/Supervisor do not agree on reasonable suspicion and

therefore a Human Resources Representative has been contacted to come and meet with you to perform a Secondary Assessment.”

• Impaired (Second Manager/Supervisor suspect’s impairment) – Secondary Manager contacts Huma Resources Representative to perform a Secondary

Assessment.

Script: • “The first and the second Manager/Supervisor agree on reasonable suspicion and therefore a

Human Resources Representative has been contacted to come and meet with you to confirm impairment based on reasonable suspicion”.


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STEP THREE – HUMAN RESOURCES CONFIRMATION A) The HRR arrives on scene to review the process, interview (based on the following questions) the Employee and

to act as a resource. Complete Reasonable Suspicion Observation Document (RSOD). Script:

• "I noticed (or it has been reported that) while you were working you…. (i.e.: smelled like alcohol, were having difficulties with your balance, smelled like marijuana, etc.)"

• "I am concerned with your safety and the safety of your co-workers regarding your ability to perform the


• "Can you tell me what happened today when… (i.e.: you fell down, why you were sleeping on the job

etc?)"

• "Did you consume alcohol while at work today? Did you consume alcohol prior to coming to work? Have you consumed alcohol within the past 10 hours prior to coming to work? If yes, what were you drinking and approximately how many drinks did you have? John have you smoked marijuana while at work today? Did you smoke marijuana prior to coming to work today?"

• "If no, how do you explain…(i.e.: smelling like alcohol and stumbling around at work today?)"


• "Are there other lifestyle factors (i.e.: stress, family issues, death, etc) that maybe impacting your ability

to perform your job today?" B) Two Outcomes

• Indeterminate (Primary & Secondary Man/Sup disagree regarding impairment):

− The HRR reviews process and then confirms or denies impairment based on observable factual information (i.e. alcohol odour, slurred speech, poor coordination etc.)

– If the HRR confirms impairment they will then contact the testing agency and the Employee will be escorted by HRR and Manager/Supervisor in a Taxi (paid by the City) to for drug & alcohol testing.

– If HRR denies impairment the Employee is immediately returned to work.

• Conclusive (Primary & Secondary Man/Sup agree regarding impairment)

− The HRR reviews process, will contact the testing agency and then escorts Employee with Manager/Supervisor in a taxi or alternative to testing agency for testing.


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APPENDIX 8

Reasonable Suspicion Guidelines Frequently Asked Questions:

Isn’t Drug and Alcohol testing against my Human Rights? The Canadian Human rights Commission and Provincial Human Rights Commissions have reviewed drug and alcohol testing and have determined that it is permissible to test Employee’s for alcohol and drugs under reasonable suspicion of impairment.

What I do at home is my business and not the business of the City of Estevan. I smoke pot at home, but I don’t do it at work. I’m concerned I will fail the drug test? What you do at home is your business. However, the City of Estevan does have the right to expect employees to come to work fit for duty which includes not having drugs or alcohol in your system above designated thresholds. You will have to make your own choice as to what you do and how it may affect your ability to function safely while at work.

Who is the City of Estevan Reasonable Suspicion Guidelines Program Administrator? The City of Estevan Program Administrator is the Human Resources. The Program Administrator (PA) is the primary liaison point with the collector and Medical Review Officer (MRO) for the test results. The PA also coordinates the names for follow-up testing and triggers the internal process to have the testing done. The PA is normally the key internal information resource for the company alcohol and drug policy, answering question of interpretation, maintaining all records, and ensuring appropriate communication with employees and contractors, and that training of Manager’s & Supervisors takes place.

Who is going to administer the testing program for the City of Estevan? The testing program for the City of Estevan is administered through Options Consulting. Options is an independently contracted service which ensures proper procedures are in place for the testing program. Options Consulting contracts the lab and collection services, provides MRO services, and provides guidance and support in all parts of the testing process. Options Consulting is the primary contact for the City of Estevan’s internal Program Administrator.

How does alcohol testing work? Employees required to undergo an alcohol test will be expected to provide a breath sample for analysis in an Evidential Breath Testing Device. Samples will only be collected by someone who has been trained for proficiency in using the device (called a Breath Alcohol Technician or BAT). If the first test or “screen” is at or above the cut off level, the employee will wait at least 15 minutes (but not more than 30 minutes) to provide an additional breath sample (the confirmation test). The employee will immediately receive a printed copy of the result, and another copy will be forwarded to the Program Administrator.

What constitutes refusal to submit to a drug or alcohol test? A refusal would include refusal to be tested, failure to cooperate with the collection process, failure to complete and sign the certification on the breath alcohol testing form and failure to remain readily available for testing following an accident. Normally this would trigger disciplinary consequences under the corporate policy. Individuals would also be determined to have refused to submit to a test if a licensed physician is unable to determine that a medical condition has, or with a high degree of probability could have, precluded the employee from providing an adequate amount of breath at the time of sample collection, and if they refuse to allow the results to be reported to the Program Administrator.


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Can errors occur in the breath testing? Errors are eliminated in the breath testing process because:

• the tests are performed on a calibrated and maintained breath testing device; • that two samples are taken at least 15 minutes apart (if the first sample tests at or above the cut-off

level); and • that all tests are performed by a trained collector or Breath Alcohol Technician (BAT), or Screening

Test Technician (STT).

How does drug testing work? The process follows a number of key steps to ensure accuracy:

• urine or saliva samples are collected by trained collectors following stringent procedures set out in Canadian regulations.

• a form (called a custody and control form or CCF) follows the sample through the process to document everyone who handled it, when, and why, to ensure there has been no possibility of tampering with or switching of specimens;

• the samples are analyzed by accredited laboratories as meeting the highest standards of accuracy to determine if the drug is present;

What constitutes refusal to submit to a drug or alcohol test? Under the City of Estevan Reasonable Suspicion Guidelines, a refusal would include, a refusal to be tested, failure to cooperate with the collection process, confirmed tampering with the sample, and failure to remain readily available for testing following an accident. This would trigger corrective disciplinary consequences under the City of Estevan’s Corrective Discipline Policy. Individuals would also be determined to have refused to submit to a test if a licensed physician determines that there is no medical reason to support a person’s alleged inability to provide a sufficient quantity of urine for a drug test or could have precluded the employee from providing an adequate amount of breath at the time of sample collection and if they refuse to allow the results to be reported to the City of Estevan Program Administrator. The MRO will report a refusal for any specimens verified as being adulterated or substituted.

If someone is tested, who gets the results? The collector will notify the City of Estevan Program Administrator directly to advise of the test results. The MRO is not involved in the alcohol testing process except in limited cases of a urine alcohol test conducted by the laboratory. The Medical Review Officer will receive the drug test results directly from the laboratory on a confidential basis, and review non-negative results to determine whether the test is a refusal (adulterated or substituted), a true positive, invalid, cancelled, or a negative result. If the MRO concludes that the test is positive, invalid, cancelled, or a refusal, he/she will notify the City of Estevan Program Administrator directly.

Can false positives occur in the urine drug screening? A false positive situation would be found when a sample is reported to contain a drug that is not actually present in the sample. If all of the procedures listed below are followed, then a false positive cannot occur:

• all steps are taken to ensure integrity of the sample (including no breaks in the chain of custody); • all tests are performed by qualified personnel at a certified laboratory; or • all on site tests are performed by qualified collectors using accepted screening devices with

adulterant checks, and any screening non-negative are forwarded to the laboratory for confirmation; • there is adherence to a stringent quality assurance/quality control program (as directed through the

Department of Health and Human Services accreditation and certification procedures);


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If someone gargles with mouthwash will they test positive for having alcohol? No. Proper use of mouthwash would not result in a positive breath test. However, if someone actually drank the mouthwash in sufficient amounts they may test positive for alcohol, and it will, indeed, impair their ability to perform. This would be the same for any medication containing alcohol. Can passive inhalation of marijuana smoke lead to a positive test even if the employee did not smoke the joint? No. People will often claim that inadvertent exposure to marijuana smoke is the reason for their positive test result. Passive inhalation can result in detectable levels of THC metabolites (the primary pharmacological component of marijuana) in urine. However, clinical studies have found it is highly unlikely that a non-smoking individual could inhale sufficient smoke by passive inhalation to result in a high enough drug concentration to exceed the cut-off levels. The matter would be discussed with the MRO before a positive result is reported.

Will prescription medications result in a positive test result? The majority of day to day medications (like antibiotics, antihistamines, anti-depressants, aspirin, Tylenol, insulin) will not be detected by the test, because the laboratory is only directed to test for specific substances. These are, marijuana, cocaine, opiates (e.g. heroin) amphetamines (speed, some diet pills) and PCP (street drug). Because some cough medications and strong painkillers contain opiates, they will be identified by the laboratory if they are present at or above the cut-off level. The employee will have an opportunity to discuss the test result with the Medical Review Officer; legitimate, authorized, and proper medication use will not be reported as a positive result to the company.

Why is the alcohol cut-off level .04 BAC when the standard for driving is .08 BAC? The percentage of blood alcohol content (BAC) is a quantitative measure of the grams of alcohol present per millilitre of blood, in other words, the weight of alcohol with respect to volume of blood. The scientific community has concluded that even the lowest levels of blood alcohol content can result in a decline in the body’s ability to perform to its full potential. For most adults, alcohol presence up to .04% BAC will result in a reduction in sensory and cognitive performance. In addition, at .04% BAC, virtually all individuals experience decreased cognitive abilities resulting in impacts on perception, visual field, tracking, information processing and performance of multiple tasks. At higher levels, cognitive skills can be seriously impaired, and coordination, balance and vision are visibly impaired for most individuals. Although the current standard for impaired driving is .08% BAC at which point a charge under the Criminal Code is issued, drivers can be charged for impaired driving at lower levels, and will temporarily lose their license under provincial highway legislation if their breath test result is at .04% BAC or lower and these levels have been upheld in court and arbitration decisions How long do drugs stay in the body? Opiates and amphetamines can stay in the body for one to two days; cocaine can stay in the body two to four days. Occasional use of phencyclidine (PCP) can be detected from one to eight days after use, and chronic use up to a month. Similarly, marijuana can be detected from one to two days up to seven days after occasional use and up to a month in a chronic user. These are general guidelines only, as retention times differ among individuals according to a variety of factors.


Human Resources

If someone has had a few drinks, how long will it take for their blood alcohol level to get back to zero? For comparative purposes, a standard drink is as follows: 12 oz beer X 30 mL/oz X 5% alcohol content = 18 mL alcohol 5 oz wine X 30 mL/oz X 12% alcohol content = 18 mL alcohol 1.5 oz spirits X 30 mL/oz X 40% content = 18 mL alcohol

Alcohol is absorbed in the blood and eventually travels to the liver where it is metabolized. No matter how much alcohol is consumed, or what blood level has been achieved, the liver metabolizes the alcohol at a constant rate of about 10 grams of ethanol per hour (slightly less than one standard drink which contains 13.5 grams). The ethanol clearance rate is still a function of age, gender and drinking practices, but a recent study of driver characteristics and impairment at various BACs (NHTSA) found the elimination rate averaged for subjects in the study at about .015% per hour (slightly higher for female subjects, .0l85%).

Does the collector have the option of taking a blood sample to test for alcohol? No. Under Canadian workplace testing programs, the collector would never take a blood sample. What if someone I know a work has an alcohol or drug problem? One of the City of Estevan’s core principles is to “Ensure the safety of all employee’s and the safety of the general public.” In addition, we all have a responsibility under the Occupational Health & Safety Act to protect our own health and Safety and the health and safety of other Employees. Part of this responsibility is to encourage and help the Employee seek assistance through the employee and Employee Family Assistance Program. Will, I be disciplined if voluntarily ask for help for a substance abuse problem? No you will not be disciplined for a drug or alcohol problem if you voluntarily ask for help to overcome the problem. However the help must be accessed prior to being notified you are required to go for testing based on reasonable suspicion. If you are requested to go for testing and admit at that point you require help an Drug/Alcohol assessment will arranged but corrective disciplinary measures may still apply. What If I admit to using drugs or alcohol during the reasonable suspicion process? Do I still need to go for testing? Yes, you would still need to be sent for testing for confirmation. What do I do if I suspect my own Manager/Supervisor is under the influence? Who would I contact? All employees, including Supervisors are covered under the reasonable Suspicion Guidelines. If you have reasonable suspicion to believe that your Manager or Supervisor is impaired you can either report it to another Manager, Workplace Safety Coordinator, or call Human Resources at 634-1800. What is the significance of the cut-off levels for testing? Why is the confirmation level lower than the initial screen? The initial screen is a “qualitative test” that only looks for the presence of drugs. There is a cut-off level on the initial screen. For example, marijuana is 50ng for the initial screen. If the results are under 50ng the test is negative. If the results are over 50ng the screen is sent for confirmation at an accredited laboratory where a “quantitative test” (gas chromatography/mass spectrometry GC/MS) is completed. The GC/MS confirmation ensures that over-the-counter medications and legitimate prescriptions are not reported as positive results.


Human Resources

How long before I receive the results? Negative drug and alcohol results are provided within 15 minutes of testing. Positive alcohol test results are also provided within 15 minutes. Positive drug tests are sent to a lab for confirmation testing and results are usually completed within 48 hours. Why would the City of Estevan test for marijuana if it is legalized in some areas? Marijuana is one of the five drugs that are part of the testing standard. Marijuana affects an employee’s judgement and behaviour, which is a safety hazard at the worksite. If marijuana was legalized the City of Estevan would continue to test for it. Alcohol is also considered legal but it is tested for as well. What is Oral Fluid Drug Testing? Oral fluid testing analyzes a saliva sample for parent drugs and their metabolites. An absorbent collection device is placed in the mouth and the saliva collected is screened for drugs of abuse. Samples are checked to verify the saliva is human and undiluted. What drugs are tested? A 6-Panel oral fluid drug test can detect amphetamines, methamphetamines, opiates, cocaine, opiates, marijuana, and phencyclidine (PCP), which represent the most common drugs requested by employers for workplace drug testing. Drugs included in the 12-Panel test are amphetamines, methamphetamines, cocaine morphine, phencyclidine (PCP), THC, ecstasy, oxycodone, barbiturates, methadone, benzodiazepines and propoxyphene. Fentanyl is also included as part of the drug testing.

What time period does oral fluid testing cover? For most drugs, the window of detection in oral fluid is typically 24-48 hours


Human Resources

APPENDIX 9

Reasonable Suspicion Observation Checklist Date:

Time: Location:

Employees Name:

Employee ID #: Position:

Address:

Telephone #: Manager/Supervisor:

Reasonable Suspicion Observations Nature of Incident

Observed/reported possession or use of a controlled substance

Observed abnormal or erratic behaviour (judgement, decision making, etc)

Observed/reported possession or use alcohol or drugs while on the job

Other (fighting, argumentative, abusive language, refusal of instruction

Observed/reported to work under the influence of drugs or alcohol

Violation of Safety Regulations/Policies

Additional Comments: Physical Observations

Possessing, dispensing or using controlled substances

Odour of alcohol

Slurred or incoherent speech Odour of marijuana

Unsteady Gait or other loss of physical control; poor coordination

Dry mouth

Dilated or constricted pupils or unusual eye movement

Dizziness or fainting

Blood shot or watery eyes Shaking hands or body tremors/twitching

Extreme fatigue or sleeping on the job Irregular or difficult breathing

Excessive sweating or clamminess to the skin Runny Nose or sore around nostrils

Flushed or very pale face Inappropriate wearing of sunglasses

Highly excited or nervous Puncture marks or “tracks”

Nausea or vomiting Other: Additional Comments:


Human Resources

Unusual Behaviour

Verbal Abusiveness Withdrawal, depression, mood changes or un- responsiveness

Physical Abusiveness In appropriate verbal response to questioning or instructions

Extreme agitation or aggressiveness Other Erratic or inappropriate behaviour (hallucinations, disorientation, excessive euphoria, confusion)

Additional Comments: Written Summary Summarize the facts and circumstances of the incident, employee response, supervisor actions and any other pertinent information not previously noted on this form: Reasonable Suspicion Recommendations

Title Statement Yes No Initials Date First Observing Man/Sup:

Based upon my observations, I recommend an alcohol/drug test is administered in accordance with the Reasonable Suspicion Guidelines

Second Observing Man/Sup:


Confirmation Man/Sup (if applicable):


Witnesses First Observing Manager/Supervisor Signature:

Date: Time:

Second Observing Manager/Supervisor Signature:

Date: Time:

Confirmation Manager/Supervisor Signature (if applicable):

Date: Time:

2018 2017 2018 2017 2018 2017TOTAL This Month 6 5 0 2 $311,720.00 $162,700.00TOTAL 29 31 1 3 $1,680,820.00 $2,785,900.00

RESIDENTIAL- SINGLE FAMILY (SF) This Month 0 0 0 0 $0.00 $0.00 To Date 1 2 1 1 $320,000.00 $506,500.00

- MULTI-FAMILY (MF) This Month 0 0 0 0 $0.00 $0.00 To Date 0 0 0 0 $0.00 $0.00

- SECONDARY SUITES (SS) This Month 0 1 0 2 $0.00 $100,000.00 To Date 0 1 0 2 $0.00 $100,000.00

COMMERCIAL (C) This Month 2 0 0 0 $276,220.00 $0.00 To Date 6 3 0 0 $640,720.00 $945,000.00

INDUSTRIAL (M) This Month 0 0 0 0 $0.00 $0.00 To Date 4 0 0 0 $330,000.00 $0.00

INSTITUTIONAL (I) This Month 0 0 0 0 $0.00 $0.00 To Date 0 1 0 0 $0.00 $379,000.00

GARAGES (G) This Month 1 2 0 0 $12,500.00 $57,500.00 To Date 6 8 0 0 $167,000.00 $251,200.00

MISCELLANEOUS (MISC) This Month 3 2 0 0 $23,000.00 $5,200.00 To Date 12 16 0 0 $223,100.00 $604,200.00

# of Permits # of Units Dollar Values

CITY OF ESTEVAN

BUILDING PERMIT REPORTMONTH OF AUGUST 2017

City of Estevan 2018

Building Permit Monthly Breakdown

No. ofType of Construction Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Permits Value

SINGLE FAMILY: Permits 0 0 0 0 1 0 0 0 0 0 0 1 2 2Value -$ -$ -$ -$ 320,000.00$ -$ -$ -$ -$ -$ -$ -$ 320,000.00$

MULTI-FAMILY: Permits 0 0 0 0 $0.00 $0.00 0 0 0 0 0 0 0 0Value -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

SECONDARY SUITES: Permits 0 1.00$ 0 0 0 0 0 0 0 0 0 0 1 1Value -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

COMMERCIAL: Permits 0 1 0 0 0 2 1 2 0 0 0 0 6 6Value -$ 100,000.00$ -$ -$ -$ 114,500.00$ 150,000.00$ 276,220.00$ -$ -$ -$ -$ 640,720.00$

INDUSTRIAL: Permits 0 3 0 1 0 0 0 0 0 0 0 0 4 4Value -$ 250,000.00$ -$ 80,000.00$ -$ -$ -$ -$ -$ -$ -$ -$ 330,000.00$

INSTITUTIONAL: Permits 0 0 0 0 0 0 0 0 0 0 0 0 0 0Value -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

GARAGES: Permits 0 0 0 0 2 3 0 1 0 0 0 0 6 6Value -$ -$ -$ -$ 102,000.00$ 52,500.00$ -$ 12,500.00$ -$ -$ -$ -$ 167,000.00$

MISCELLANEOUS: Permits 1 0 0 2 2 2 2 2 0 0 0 0 11 11Value 25,000.00$ -$ -$ 67,500.00$ 90,000.00$ 5,600.00$ 12,000.00$ 23,000.00$ -$ -$ -$ -$ 223,100.00$

Mos. Totals Permits 1 5 0 3 5 7 3 6 0 0 0 1 31 31Value 25,000.00$ 350,000.00$ -$ 147,500.00$ 512,000.00$ 172,600.00$ 162,000.00$ 311,720.00$ -$ -$ -$ -$ 1,680,820.00$

TOTAL TO DATE: Permits 1 6 6 9 14 21 24 30 30 30 30 31

Value 25,000.00$ 375,000.00$ 375,000.00$ 522,500.00$ 1,034,500.00$ 1,207,100.00$ 1,369,100.00$ 1,680,820.00$ 1,680,820.00$ 1,680,820.00$ 1,680,820.00$ 1,680,820.00$

2018 Summary

DATE: September 10th 2018 TO: Jeff Ward, City Council SUBMITTED BY: Shane Bucsis, WTP/WWTP Manager

RE: August 2018 Monthly Water Quality Report

The Environmental Management and Protection Act state that the operator staff of the Water Treatment Plant must inform the owner (Council) of the quality of water leaving the treatment facility on a monthly basis. I present the following information for this purpose for the month of August 2018.

We treated a total of 275,339,200 liters of water and pumped 213,768,860 liters into the distribution system for the month. There were no plant upsets and all regulated parameters where below government regulations except THM’s. We are addressing in the new construction of a raw water line.

Month Testing Requirements of the City of Estevan Water Utility as Ordered by the Permit to Operate Waterworks May 2018 to July 2020

Testing Requirements of the Act Parameter Failure to

meet Regulations

Bacteriological (off-site testing)

Three (3) Samples every week from representative locations in the distribution system. Repeat and Special samples resulting from follow-up to a contaminated regular sample are not considered as regular sample submission.

None

2

Chlorine Residual (on-site testing)

Continuously for total chlorine residual in the water entering the distribution system; AND Once (1) every 4 hours for free chlorine residual in the treated water from the filter effluent from each filter; AND At the same frequency and locations as for bacteriological sampling, for total chlorine residual.

None

Monochloramine and Free Ammonia (on-site testing)

At least once (1) per day in the water entering the distribution system;

None

Turbidity (on-site testing)

Continuously from the treated water from the filter effluent from each filter and at least once (1) per day from water entering the distribution system; AND at the same frequency and locations as for bacteriological sampling.

None

Fluoride (on-site testing)

At least twice (2) per day in the water entering the distribution system;

None

Fluoride (off-site testing)

Once (1) every week from representative locations in the distribution system.

None

Chemical -General(off-site testing)Alkalinity, Bicarbonate, Calcium, Carbonate, Chloride, Conductivity, Fluoride, Hardness, Magnesium, Nitrate, pH, Sodium, Sulphate, Total dissolved solids

Once (1) every 3 months, from the treated water at the treatment plant. One sample must be taken in each of the following periods: January to March, April to June, July to September and October to December.

None

Chemical – Health Category (off-site testing) Aluminum, Antimony, Arsenic, Barium, Boron, Cadmium, Chromium, Copper, Iron, Lead, Manganese, Selenium, Silver, Uranium, Zinc

Once (1) every year from the treated water at the water treatment plant.

None

3

Pesticides (off-site testing) Atrazine, Bromoxynil, Carbofuran, Chlorpyrifos, Dicamba, 2,4-D, Diclofop-methyl, Dimethoate, Malathion, MCPA, Pentachlorophenol, Picloram, Trifluralin

Once (1) every 2 years, from the treated water at the water treatment plant. The next sample to be taken in the 2018 and 2020 calendar year.

None

Trihalomethanes (off-site testing)

Twice (2) every 3 months from the water in the water distribution system. Two samples must be taken in each of the following periods of every year: (January to March, April to June, July to September, and October to December) Samples are to be collected from a representative location at the extremities of the distribution system.

Out of Compliance

Haloacetic Acids (HAA5) (off-site testing)

Twice (2) every 3 months from the water in the water distribution system. Two samples must be taken in each of the following periods of every year: (January to March, April to June, July to September, and October to December) Samples are to be collected from a representative location at the extremities of the distribution system.

None

Cyanide and Mercury(off-site testing) Once (1) every year from treated water at the water treatment plant.

None

4

Organics (off-site testing) Benzene, Benzo(a)pyrene, Carbontetrachloride, Dichlorobenzene 1,2, Dichlorobenzene 1,4, Dichloroethane 1,2, Dichloroethylene 1,1, Dichloromethane, Dichlorophenol 2,4, Ethylbenzene, Monochlorobenzene, Perfluorooctanesulfonate, Perfluorooctanoic Acid, Tetrachloroethylene, Tetrachlorophenol 2,3,4,6, Toluene Trichloroethylene, Trichlorophenol 2,4,6, Vinyl chloride, Xylene

Once (1) every 2 years, from the treated water at the water treatment plant. The next sample to be taken in the 2018 and 2020 calendar year.

None

Microcystin LR or total Microcystin toxins Treated Water (off-site testing)

Once (1) every month from the treated water at the water treatment plant during the algal bloom period (May, June, July, August, September, and October)

None

Microcystin LR or total Microcystin toxins Raw Water (off-site testing)

Once (1) every month from the raw water at the water treatment plant during the algal bloom period intake (May, June, July, August, September, and October)

None

Giardia and Cryptosporidium (off-site testing)

Once (1) every 6 months and following upsets or significant events that may affect raw water quality, from the raw water entering the water treatment plant.

None

Ultraviolet Intensity (mW/cm2) of each lamp, Lamp Status, and Flow Rate (on-site testing)

Continuously for each Ultraviolet reactor. None

Ultraviolet Transmittance at 254nm (on-site testing)

At least once (1) per week in the water entering the Ultraviolet reactor.

None

5

Month Testing Requirements of the City of Estevan Water Treatment Plant Waste Water Discharge as Ordered by the Permit to Operate Waterworks

May 2018 to July 2020

Testing Requirements of the Act Parameter Failure to meet Regulations

Chlorine Residual (on-site testing)

Once (1) every week for total residual in the water entering the receiving environment.

None

Aluminum (on-site testing)

Once (1) every month from a sample collected from the water entering the receiving environment

None

pH (on-site testing)

Once (1) every week from a sample collected from the water entering the receiving environment.

None

Dissolved Oxygen (on-site testing)

Once (1) every week in the water entering the receiving environment.

None

Total Suspended Solids (on-site testing)

Once (1) every month from a sample collected from the water entering the receiving environment.

None

Acute Lethality (off-site testing)

Once (1) every year from a sample collected from the water entering the receiving environment.

None

Economic Development Board Bylaw 2018-2007 1

BYLAW NO. 2018-2007

A BYLAW OF THE CITY OF ESTEVAN TO ESTABLISH THE ECONOMIC DEVELOPMENT BOARD, AND TO BE KNOWN AS THE ECONOMIC DEVELOPMENT BOARD BYLAW

WHEREAS the Council of the City of Estevan desires to diversify and expand its tax base; AND WHEREAS the Council of the City of Estevan desires to identify goals and objectives for economic development on a continual basis; AND WHEREAS the Council of the City of Estevan desires to undertake tasks which will lead to an aggressive approach to economic development with a long term plan in mind; AND WHEREAS the Council of the City of Estevan deems it necessary to maximize employment opportunities to retain and/or expand business base and the population base; AND WHEREAS the Council of the City of Estevan deems it expedient and in the general interest of the City to appoint an advisory Board on development activities of the City of Estevan and surrounding area. Now, therefore, the Council of the City of Estevan hereby enacts as follows: I. Establishment of an Economic Development Board

An Economic Development Board is hereby established to be known as the Economic Development Board which shall be responsible for purposes of providing advice and recommendations to City Council in matters pertaining to Community Development in the City of Estevan. Economic Development shall be understood as meaning all activities which will improve the economic base and environmental amenities of the City of Estevan and the surrounding area.

II. Goals of the Economic Development Board

• To improve the quality of life in the community by stimulating development and encouraging population growth in the City of Estevan and surrounding area.

• To encourage and promote broad representation of the various community groups

involved in development with the need for an integrated development program.

• To facilitate and make available the necessary resources of the community to address the broadening range of development issues facing the City and surrounding area.


III. Objectives

a) To encourage and support the stability and orderly expansion of new and existing businesses and industries which will benefit the community.

b) To encourage the promotion of commercial and residential development in the

City of Estevan.

c) To assist in attracting investment to Estevan.

d) To assist in identifying and communicating investment possibilities within the City of Estevan to potential investors.

e) To accommodate and attract new residents to the City of Estevan.

IV. Membership

The Board shall consist of the following members:

a) The Mayor shall be a member of the Committee and will act as chairman b) One representative of City Council c) The Chamber of Commerce President d) One other Chamber of Commerce Representative e) Seven persons who shall be members-at-large and who shall be appointed for

a two year term, representing businesses and the general community. f) The Board may recommend to City Council an increase or decrease in the

total membership of the Board. g) The City Manager, Executive Director of the Chamber of Commerce, and

Economic Development Coordinator shall act as resource staff to the Board and shall be non-voting.

V. Conduct of Meetings

a) A monthly meeting shall be called by the Chairman of the Board b) A member elected by the Board will act as Vice-Chairman c) A quorum of the Board shall consist of a majority of the members.

VI. Powers & Duties

It shall be the duty of the Economic Development Board to set the agenda of the Economic Development Coordinator of the City of Estevan on community development matters and develop recommendations thereon. In addition, the Board shall:

a) Participate in client reception in order to facilitate the clients’ access to

information and to help them learn the merits of doing business in the City of Estevan.

b) Participate in initiatives to pursue new clients. c) Identify investment opportunities in the City of Estevan.


d) Participate as ambassadors for the City of Estevan when visiting locations where potential clients presently operate.

VII. Limits to Powers

a) The Board may recommend to Council the action on agreements, whether formal or informal, which may lead to development within the community.

b) City Council will provide a base budget for sufficient operations of the Economic Development Board and with consultation and approval of the board the budget will be administered. If an item with significant financial impact is presented by the Economic Development Board, it will be up to the City Council to decide on how to move forward with these recommendations.

VIII. Reporting Procedures

a) All minutes of the Board shall be submitted to City Council and dealt with in a confidential manner.

IX. Bylaw 2017-1991 and all amendments thereto are hereby repealed.

X. This Bylaw shall come into force and take effect on its passing thereof.

CITY OF ESTEYAN _______________________ Roy Ludwig, Mayor _______________________ Judy Pilloud, City Clerk

Read a first time this day of . Read a second time this day of . Read a third time this day of

AGENDA REGULAR COUNCIL MEETING · Working Committee (EWC) only. The EWC is comprised of elected or appointed municipal representatives who have been nominated and elected to the Executive

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