Council expands RZone policy to cover councillors

Jeff Helsdon, Editor

Tillsonburg council approved expanding its RZone policy to protect council members from harassment and inappropriate behaviour.

The town’s existing RZone policy is in place to protect staff from inappropriate behaviour while working. It sets out guidelines for unacceptable conduct and provides responses to such actions, including a last measure of banning access to town property.

Council previously requested a review of the policy or the creation of a new policy that includes council members as well as staff.

“Rather than creating a standalone policy, staff is recommending to continue use of the RZone framework with provisions to explicitly include members of council to improve clarity and transparency,” said Acting Deputy Clerk Laura Pickersgill.

Coun. Kelly Spencer asked for more clarity on what she should do if she is being harassed by a town resident.

“If staff or council are getting harassing letters or e-mails, sometimes repetitive, do we fill in the form?” she asked. “Let’s say I got an e-mail that someone wasn’t happy with a decision I made, and they called me all kinds of names, do I fill in a form, send it to HR?”

Spencer explained that she would like the policy to outline that she can’t respond to the message because it violates the policy. Pickersgill advised filling out the form for a policy violation and then following the process to see what action will be taken.

Citing the example of a phone call where she was called “colourful names”, Spencer asked if she should just not respond.

“I find it confusing. Do we respond to them as a citizen with their inquiry, even though we are being insulted, or do we not reply to them and they think we haven’t replied, fill out the form and send it to HR?”

Clerk Trish McKibbin recommended that if there was any behaviour in contravention of the policy, to stop the interaction and initiate the process.

“As an elected member, it’s up to you individually what you choose to do,” explained Mayor Deb Gilvesy. “There’s a policy you can fall back on, but I don’t think it’s a blanket for everyone.”

The mayor added that it’s not a law that council can’t respond to inappropriate behaviour, but there is a policy to fall back on if necessary.

“That leaves a lot of room for interpretation, where some people will put up with something, and it goes to another person, and they don’t,” Spencer responded. “The point of having a municipal civility and antiharassment policy is to have these clear policies where you know what to do in certain situations.”

Gilvesy told Spencer she could suggest amendments to what was before council.

Pickersgill said it’s a case-by-case basis for how to deal with a situation.

When Spencer brought up how the policy is used at the arena, Director of Culture, Recreation and Parks Andrea Greenway said this is the town department that uses the policy the most, but agreed it is situational.

“Staff members deal with it differently. It really depends on the comfort level,” Greenway said.

Coun. Pete Luciani pointed out that the policy is flexible and if it doesn’t cover what council wants, something could be added later.

Council passed the revised RZone policy, with provisions to refer to council.