Passed: December 9, 2024

Intent

The Council of Nenaawateg expects of itself and its members proper use of authority and appropriate decorum when acting on Nenaawateg’s behalf.

Regulations

1. Only decisions approved by motion of the Council shall have legal and binding authority, unless rescinded or amended by motion of the Council.

2. Council member accountability to Nenaawateg shall supersede any conflicting loyalty, such as that to advocacy or interest groups and membership on other boards, organizations, or employees, and the personal interest of any Council member acting as an individual consumer of Nenaawateg’s services.

Procedures

Council members shall:

1. Exert no authority as individuals over Nenaawateg’s members, volunteers, or employees.

2. Be loyal to the interests of Nenaawateg.

3. Avoid and report any pecuniary or fiduciary conflicts of interest.

4. Conduct themselves with integrity to reflect credit on Nenaawateg, and inspire the confidence, respect, and trust of colleagues and the community. 5. Adhere to all policies approved by the Council.

Passed: March 3, 2025

Objective

Traditional and Sacred Medicines, such as tobacco, sweetgrass, sage, cedar, and others have deep spiritual and cultural significance. These medicines are integral to ceremonies and healing practices that are distinct from recreational use. This procedure is designed to ensure that the burning of these sacred medicines occurs safely and respectfully

Procedure

To ensure safety and minimize disruptions during ceremonies or events that involve burning Traditional and Sacred Medicines, the following steps must be followed:

1. Participant Sensitivities:
   • The facilitator should make every effort to determine if any participants have sensitivities to smoke or fragrances. If sensitivities are identified, those participants must have the option to opt-out of the ceremony or be offered an alternative location to participate.
2. Fire Safety Awareness:
   • All individuals participating in the ceremony must be made aware of the location of the nearest fire extinguisher, fire exit, and fire alarm pull stations. This ensures that, in the event of an emergency, everyone knows how to act quickly and safely.
3. Handling and Disposal of Sacred Medicines:
   • The individuals responsible for burning the Traditional and Sacred Medicines must take all necessary precautions to ensure the materials are fully extinguished after the ceremony. This may involve the use of water, sand, or other appropriate methods to completely extinguish any embers or remaining materials as per the Fire and Emergency Procedures.
   • Only the individual designated responsibility for burning the Traditional and Sacred Medicines will handle these materials. Another individual may do so only if instructed or directed by the designated individual.
   • Any leftover materials must be safely and respectfully disposed of according to the relevant teachings, ensuring that they are treated with the utmost care and reverence.
4. Fire Safety Equipment:
   • Fire extinguishers must be available and easily accessible during the ceremony. Event organizers should confirm the proximity of fire safety equipment to the ceremony area and ensure it is functional and ready for use if necessary.

By following these procedures, Nenaawateg Inc. ensures that Traditional and Sacred Medicines are burned in a manner that is safe, respectful, and in alignment with cultural practices.

Passed: March 3, 2025

Objective: To ensure the safety of all employees, volunteers, members, and visitors in the event of an emergency evacuation.

This protocol outlines the procedures for evacuating the premises and assembling at the designated rendezvous point for a head count.

1. Immediate Actions Upon Notification of an Emergency

• Activate the Emergency Alarm: If the evacuation alarm sounds, all personnel must immediately stop what they are doing and proceed to the nearest safe exit.
• Assist Others: Ensure that individuals requiring assistance (e.g., mobility-impaired persons, children, etc.) are helped to evacuate safely.

2. Evacuation Procedures

• Proceed Calmly and Quickly: Walk at a moderate pace; do not run. Avoid pushing or shoving.
• Follow the Designated Routes: Follow the marked evacuation routes and exit doors. If you encounter blocked or unsafe areas, proceed to the next closest exit.

3. Designated Rendezvous Point

• Rendezvous Point Location:
  Proceed through the main hallway to the closest unobstructed door that leads to the sidewalk. Once you exit the building, carefully cross the parking lot to assemble next to the tennis courts.

Safety Precautions:

• Be cautious while crossing the parking lot, as emergency vehicles or others may be moving through the area.
• Stay on the sidewalk or in a designated safe area while walking to the rendezvous point.
• Avoid congregating near the building in case of further hazards.

4. Head Count Procedure

• Manager’s Responsibility:
  The Manager or designate will conduct a head count. Ensure you stay with the group at the assembly point. The Manager will liaise with emergency responders and pass information to the group.
• Head Count:
  At the rendezvous point next to the tennis courts, the manager or designate will take a head count of all persons.
  • Report any missing persons immediately to the manager or designate.
  • If you are aware of someone who might still be in the building, inform the authorities on-site.
• Remain at the Rendezvous Point:
  Once at the assembly point, do not leave the area unless instructed by emergency personnel. Wait for further instructions from emergency responders.

5. Communication During the Evacuation

• Maintain Contact: Ensure that you have a working cell phone or other means of communication if possible.
• Do Not Re-enter the Building:
  Under no circumstances should anyone attempt to re-enter the building until it has been declared safe by emergency personnel.

6. Post-Evacuation Procedures

• Report to Manager: After assembly, report to the manager or designate or emergency personnel for any additional instructions or information.
• Safety First: If anyone requires medical attention, notify emergency responders immediately.

Important Reminders:

• Always familiarize yourself with the nearest exit routes and the assembly point.
• In the case of smoke or other hazards, avoid inhaling fumes, crouch low to the ground if needed, and exit quickly.
• Trust the directions given by emergency responders, as they will assess the situation for your safety.
• This evacuation protocol is designed to ensure the safety and well-being of everyone in the event of an emergency. Please take the time to review and familiarize yourself with the procedures so that you are prepared in case of an emergency.

Passed: March 3, 2025

Objective:
The purpose of these Fire Emergency Procedures is to ensure the safety of all employees, volunteer, members, and visitors who are participating in events, ceremonies, and activities at Nenaawateg Inc. and to ensure a safe environment for ceremonial fires and smudging rituals.

Ceremonial fires are an important part of the cultural and spiritual practices of Indigenous communities. These Fire Emergency Procedures aim to balance respect for the sacredness of ceremonial fires with the need for safety during emergency situations.

1. Fire Safety During Ceremonies and Events

Prior to any event, the emergency exits will be identified, and an individual will be identified to participants, and the Manager, event facilitator, or designate will conduct a head count both prior to the commencement of the event, and in case of an emergency that requires an evacuation to the rendezvous point.

• Ceremonial Fire and Smudging Setup:
  • Ceremonial fires and smudging must be conducted in designated, fire-safe areas, safe from contact with flammable materials.
  • A fire extinguisher or a bucket of sand or water must be near to any ceremonial fire to extinguish it quickly in case of emergency.
  • Employees, managers, or ceremony leaders (Firekeepers) are responsible for ensuring that fires are maintained in a controlled manner, and that fire safety equipment is accessible at all times.
  • Only the individual designated responsibility for burning the Traditional and Sacred Medicines will handle these materials. Another individual may do so only if instructed or directed by the designated individual.
• Supervision:
  • Ensure that at least one designated staff member or volunteer is assigned to monitor the fire during ceremonies and events.
  • Individuals leading the ceremony should not leave the fire unattended at any time.
• End of Ceremony:
  • When the ceremony or event ends, ensure that the fire is completely extinguished. The fire should be carefully smothered with water, dirt, or sand until no heat remains, with attention paid to respecting ceremonial procedures and the sacred medicines involved, as well as the ceremonial designation of responsibility for tending the fire.
  • If the fire has been put out using sand or dirt, it must be monitored until it is confirmed that no hot spots remain.

2. Immediate Actions in the Event of a Fire

• Alert and Evacuate:
  • If a fire emergency occurs, immediately activate the building’s fire alarm system and evacuate the building or area in a calm and orderly manner.
  • Evacuate using the nearest safe exit. Avoid using elevators during evacuation.
  • If the fire is small and manageable, attempt to extinguish it using the fire extinguisher or water. If the fire cannot be safely controlled, evacuate the area immediately.
• Evacuation Protocol:
  • Proceed to the nearest unobstructed exit.
  • In case of heavy smoke, crouch low to the ground and cover your nose and mouth with a cloth.
  • Evacuate to the designated rendezvous point: the closest unobstructed door to the sidewalk, carefully crossing the parking lot to assemble next to the tennis courts for a head count as per Evacuation Procedures
  • Be cautious while crossing the parking lot, as emergency vehicles or others may be moving through the area.
  • Stay on the sidewalk or in a designated safe area while walking to the rendezvous point.
  • Avoid congregating near the building in case of further hazards.

• Assisting Others:
  • Assist others, especially those with mobility impairments, to evacuate safely.
  • Ensure that no one is left behind in the building.

4. Fire Emergency Procedures for Individuals Involved in Ceremonial Fires

• In Case of Fire in the Ceremonial Area:
  • If a fire becomes uncontrollable or is spreading beyond its designated fire area, immediately call 911 and inform them of the emergency.
  • Contact myFM Center staff at 613-432-3131 x700.
  • Evacuate the area immediately and follow the evacuation procedures outlined above.
• For Smudging Ceremonies and Materials:
  • Ensure that all smudging materials, such as bundles of sage, sweetgrass, or cedar, are handled with care and never left unattended while burning.
  • Keep smudging materials safe from flammable objects such as cloth, paper, or other ceremonial items that are not designed to be burned.

5. Reporting and Post-Fire Procedures

• Report the Incident:
  • Report any fire-related incidents or emergencies to the manager or designate immediately.
  • Complete an Accident/Incident Report form as soon as it is safe to do so.
• Post-Incident Review:
  • After the fire emergency is resolved, a post-incident review should be conducted to assess the cause of the fire, the response time, and the effectiveness of the fire emergency procedures.
  • Any necessary changes or improvements to fire safety practices should be discussed and implemented.
  • Anyone involved in the incident should be offered support as needed.

6. Special Considerations for Ceremonial Fires

• Respecting Sacred Ceremonial Fires:
  • The ceremonial fire is sacred and must be treated with the utmost respect. In the event of an emergency, every effort should be made to balance safety with reverence for the ceremony.
  • If the ceremonial fire is extinguished for safety reasons, make a note to restore the ceremonial practices in a safe manner once the emergency has passed.
• Ceremonial Fire’s Role in Healing:
  • Understand that the fire is often part of the healing process for participants. If it is necessary to extinguish the fire during an emergency, acknowledge the importance of the fire and support the participants in the ceremony to feel safe and grounded.

These Fire Emergency Procedures are designed to ensure that Nenaawateg Inc. can continue to honor and respect Indigenous ceremonial practices while providing a safe environment for everyone involved. It is crucial that staff, volunteers, and participants are familiar with these procedures to respond effectively and responsibly in the event of an emergency.

Passed: March 3, 2025

I. OBJECTIVE

The purpose of this Fire Prevention Plan is to eliminate the causes of fire, prevent loss of life and property by fire, and to comply with the Occupational Health and Safety Act (OHSA) and its regulations. It provides employees with information and guidelines that will assist them in recognizing, reporting, and controlling fire hazards.

II. BACKGROUND

Nenaawateg Inc. is committed to minimizing the threat of fire to employees, visitors, and property and will therefore comply with all applicable laws, regulations, codes, and good practices pertaining to fire prevention. Nenaawateg’s separate Emergency Action Plan spells out the procedures for responding to fires. This Fire Prevention Plan serves to reduce the risk of fires at Nenaawateg facilities and events in the following ways:

• Identifies materials that are potential fire hazards and their proper handling and storage procedures.
• Distinguishes potential ignition sources and the proper control procedures of those materials.
• Describes fire protection equipment and/or systems used to control fire hazards.
• Identifies persons responsible for maintaining the equipment and systems installed to prevent or control ignition of fires.
• Identifies persons responsible for the control and accumulation of flammable or combustible material.
• Describes good housekeeping procedures necessary to ensure the control of accumulated flammable and combustible waste material and residues to avoid a fire emergency.
• Provides training to employees with regard to fire hazards to which they may be exposed.

III. ASSIGNMENT OF RESPONSIBILITY

Fire safety is everyone’s responsibility. All employees should know how to prevent and respond to fires and are responsible for adhering to company policy regarding fire emergencies. For the purposes of ceremony, a ceremony leader or fire keeper may be designated who has the responsibility to caretake ceremonial fires.

Board Direction

The Board of Nenaawateg will establish and regularly review fire prevention and protection policies. The Board will provide adequate controls to ensure a safe workplace and will provide adequate resources and training to its employees to encourage fire prevention and the safest possible response in the event of a fire emergency.

In the case that Nennawateg is not employing a supervisor or manager, the Board will undertake the Fire Prevention Plan responsibilities that would otherwise be delegated to the Manager/Supervisor.

Manager

The Manager is responsible for managing the Fire Prevention Plan for Nenaawateg Inc. and maintaining all records related to the plan. The Manager shall also:

• Develop and administer the fire prevention training program,
• Ensure that fire control equipment and systems are properly maintained,
• Control fuel source hazards, and
• Conduct fire risk surveys and make recommendations.

The Manager is responsible for ensuring that employees receive appropriate fire safety training and for notifying the Board when changes in operations increase the risk of fire. Managers are also responsible for enforcing Nenaawateg Inc.’s fire prevention and protection policies.

Employees

All employees shall:

• Complete all required training before working without supervision,
• Conduct operations safely to limit the risk of fire,
• Report potential fire hazards to their supervisors, and
• Follow fire emergency procedures.

IV. PLAN IMPLEMENTATION

Good Housekeeping

To limit the risk of fires, employees shall take the following precautions:

• Minimize the storage of combustible materials.
• Ensure that doors, hallways, stairs, and other exit routes are free of obstructions.
• Dispose of combustible waste in covered, airtight, metal containers.
• Use and store flammable materials in well-ventilated areas away from ignition sources.
• Use only non-flammable cleaning products.
• Keep incompatible (i.e., chemically reactive) substances apart.
• Ensure equipment is in good working order (inspect electrical wiring and appliances regularly).
• Report all gas leaks immediately.
• Repair and clean up flammable liquid leaks promptly.
• Keep work areas free of dust, lint, sawdust, scraps, and similar material.
• Ensure wiring improvements are made instead of relying on extension cords and avoid overloading circuits.
• Turn off electrical equipment when not in use.
• Receive training prior to lighting ceremonial fires and ensure that proper care is taken.
• Keep any open flame in controlled and well-ventilated areas.

V. TYPES OF HAZARDS

Electrical Fire Hazards

Electrical system failures and the misuse of electrical equipment are common causes of workplace fires. To prevent electrical fires, employees shall:

• Ensure that worn wires are replaced.
• Use only appropriately rated fuses.
• Never use extension cords as substitutes for wiring improvements.
• Use only approved extension cords.
• Check wiring in hazardous locations for high fire risk.

Portable Heaters

All portable heaters must be approved by the Manager. Portable electric heaters must have tip-over protection and sufficient clearance from combustibles.

Office Fire Hazards

To prevent office fires, employees shall:

• Avoid overloading circuits with office equipment.
• Turn off nonessential electrical equipment after work.
• Keep storage areas free of rubbish.
• Ensure extension cords are not placed under carpets.
• Ensure trash and recycling do not accumulate.

VI. TRAINING

The Manager will present basic fire prevention training to all employees upon employment. Training will cover:

• Review of:
  • Fire Protection Plan,
  • Fire and Emergency Procedures,
  • Evacuation Protocol, and
  • Smudging Protocol
• Good housekeeping practices.
• Instruction on portable fire extinguishers.

Supervisors will provide additional training about specific fire hazards related to materials and processes. Training will occur during:

• Teachings.
• Initial assignments.
• Annually.
• Whenever work processes change.

VII. PROGRAM REVIEW

The Manager shall review this Fire Prevention Plan at least annually to ensure it remains up-to-date and relevant.

Appendix A – Fire Risk Survey

[Survey details]

Appendix B – General Fire Prevention Checklist

[Checklist details]

Appendix C – Exits Checklist

[Checklist details]

Appendix D – Flammable and Combustible Material Checklist

[Checklist details]

Passed: December 9, 2024

Intent

Nenaawateg recognizes that lateral violence exists, and arises from colonisation, oppression, intergenerational trauma, and the ongoing experiences of racism and discrimination. Lateral violence takes the form of many different behaviours, and can be dealt with under this policy, or the Conflict Resolution Policy at the discretion of the manager or designate or on consent of the parties. This policy will not apply if the conduct falls under the Prevention of Workplace Violence Policy.

1. Definition of Lateral Violence

Nenaawateg defines lateral violence as individual behaviours, or group actions that undermine or attack another individual or group. These behaviours include:

1. Gossiping,
2. personal put downs,
3. shaming,
4. social exclusion or shunning,
5. nonverbal intimidation (raising eyebrows, making faces, eye rolling),
6. sarcasm,
7. blaming,
8. belittling a person’s opinions,
9. making rude comments and remarks,
10. gossiping/spreading rumours,
11. undermining activities,
12. withholding information or giving the wrong information purposely,
13. refusing to work with someone,
14. complaining to peers and not confronting the individual,
15. failing to respect privacy,
16. breaking the confidences of others, and
17. ganging up on others.

Lateral violence effects everyone, including workers, managers, employers, boards, volunteers and visitors to your workplace.

2. Effects of lateral violence

Lateral violence undermines cultural safety and trust and increases the isolation of targeted people. Businesses that experience lateral violence have:

1. high rates of absenteeism,
2. high rates of presenteeism, when a worker goes to work but can’t do their job,
3. high staff turnover,
4. decreases in productivity,
5. reduced quality in services, and
6. a lack of Indigenous people applying for positions.

People who experience lateral violence have:

1. reduced mental wellbeing,
2. low confidence,
3. low self-esteem, and
4. feelings of isolation.
5. Policy on Lateral Violence

4. Like all forms of violence, lateral violence can become normalised if not challenged. Therefore, everyone at Nenaawateg must help ensure it does not occur. It is important to respond quickly because the longer the situation continues, the more difficult it is to address and the harder it becomes to repair relationships.
5. It is imperative, and forms part of everyone’s duty of care, that lateral violence is openly discussed and constructively addressed in Nenaawateg as a group.
6. How to address Lateral Violence

If you experience lateral violence:

1. If you feel that you are under immediate physical threat, remove yourself from the situation and report the abuse as per the Prevention of Violence in the Workplace Policy.
2. Address your concerns with the aggressor (if you feel safe enough),
3. Keep a record of the negative behaviour,
4. Report the behaviour to your manager or another colleague,
5. Consider whether the workplace harassment policy or workplace violence policy applies.
6. Seek advice from your community, friends, and family.
7. Seek advice from an Elder.
8. Request that the behaviour be addressed through the Conflict Resolution Policy or addressed as a group.
9. Create a self-care plan to recover.
10. Refrain from responding with abuse of violence.

Addressing Lateral Violence as a Group

In response to lateral violence, a group talking session may be held with Nenaawateg employees, volunteers, members, directors, community members, elders, and any other person or facilitator that a manager, or delegate, invites to participate.

This talking session:

1. is to be an opportunity for each person to use their voice,
2. requires that each participant listen deeply to each other,
3. requires that each participant is willing to address the issues,
4. must occur in a safe environment with mutual respect, and
5. is to be repeated until all participants feel understood and hopeful about better relationships.

Further information and resources

For more information on lateral violence, including strategies to help you in the workplace, the following links may be useful:

• Native Women’s Association of Canada, Trauma Informed and Culturally Appropriate Approaches in the Workplace by Elder Roseann Martin.

Related Documents:

Nenaawateg Prevention of Workplace Violence Policy

Nenaawateg Conflict Resolution Policy

Passed: December 19, 2024

Intent

Nenaawateg establishes a conflict resolution policy to deal with employee complaints. This type of conflict resolution is based on finding an optimal course of action and result. If the complaint falls under Workplace Harassment and Discrimination Policy, that policy shall apply.

Procedures

In the event of a conflict, the following steps are to be taken:

Informal:

1. The complainant discusses their complaint directly with the offending party, in a confidential setting, to seek resolution.

2. The complainant and offending party discuss the concern/conflict in a calm and respectful manner, ensuring that each party understands the issue from their counterpart’s perspective. Both parties then agree to a course of action. If resolution is achieved through this method and the complaint is addressed to the satisfaction of the employee, no further action is required.

3. Either party may seek the involvement of a neutral observer at this meeting. Should this course be taken, it is important to document the outcome of the meeting and have the notes signed by both parties for their own retention

4. Should the complainant determine that the identified course of action is not working, the employee can try the informal process again or opt to seek resolution through the formal process.

Formal:

1. The complainant submits a written complaint to their immediate supervisor, or in the case of a complaint concerning the immediate supervisor, the employee submits a written complaint to the next level of supervision. The supervisor/next level must investigate and respond to the complaint within 5 working days. If the complaint remains unresolved, the employee may submit the complaint, in writing, to the next level of supervision, with the final level of supervision being the Board of Trustees who shall investigate and respond within 15 working days.

2. A copy of any formal complaint shall also be made available to the offending party during the investigation process.

3. All decisions shall be made in writing and be available to each party in the process. Copies will be retained to each of the employees’ personnel files. Copies shall be retained on file for a period of 3 years, as per the Collective Agreement. 4. Should the complainant remain dissatisfied with the Board’s decision, they may seek alternate relief.

Passed: December 9, 2024

Review: New Term of the Board

This policy addresses the prevention of workplace violence as part of Nenaawateg’s responsibility for worker health and safety under the Ontario Occupational Health and Safety Act.

Violent behaviour in the workplace is unacceptable from anyone including staff, members of the board, volunteers, clients, and others who do business with the library. Individuals who violate this policy may be removed from Nenaawateg property, and in the case of employees, are subject to disciplinary action including termination.

Section 1: Definition

1. Nenaawateg recognizes the definition of violence as set out in the Occupational Health and Safety Act. Workplace violence means:

1. the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker,
2. an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker,
3. a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker.

See: Occupational Health and Safety Act, R.S.O. 1990, chapter O.1, s.1 (1)

2. Workplace definition:

a) Workplace – The workplace is not restricted to the offices, building, facility and physical work site of Nenaawateg. It includes and is not limited to:

1. Leased Nenaawateg spaces – and surrounding perimeter including garden, parking lots and sidewalk,
2. Off-site locations where Nenaawateg business occurs,
3. Nenaawateg sponsored functions and recreation or social events whether taking place on Nenaawateg grounds or elsewhere, and
4. Travel for Nenaawateg business.

3. Violence in the workplace may include, but is not limited to:

1. verbally threatening to attack a worker,
2. leaving threatening notes or sending threatening e-mails to the workplace,
3. shaking a fist in a worker’s face,
4. hitting or trying to hit a worker,
5. throwing or kicking an object, and
6. sexual aggression against a worker.

4. Violence in the library or on library property also includes, but is not limited to:

1. intentionally or recklessly damaging of the property of another person,
2. intentionally causing alarm,
3. recklessly creating a risk by fighting,
4. creating a hazardous condition or danger by recklessly engaging in conduct which creates a substantial risk of serious physical injury,
5. intentionally placing or attempting to place another person in fear of imminent serious physical injury, and
6. wielding a weapon.

Section 2: Responsibility and Response

1. The Council will develop and maintain a workplace violence program which will set out:

1. a process for assessing the risk of violence in the workplace,
2. measures to control risk including those from domestic violence,
3. procedures for reporting incidents of violence, and
4. the process for dealing with, and investigating, violent incidents and complaints. (See Appendix A)

2. Employees are encouraged to report behaviour that they reasonably believe poses a potential for violence as described above.

3. Anyone experiencing or witnessing imminent danger or actual violence involving weapons or personal injury should call the police.

4. Workplace violence should be reported immediately to the manager or designate.

5. Physical or sexual assault or threat of physical violence will be reported to the police.

6. All reports will be thoroughly investigated by the manager or designate.

7. Nenaawateg will provide staff with information on the risk of violence and training workshops on a periodic basis addressing concerns such as dealing with difficult people.

8. Nenaawateg, at the request of an employee, or at its own discretion, may prohibit members of the public, including family members, from seeing an employee on Nenaawateg property in cases where the employee suspects that an act of violence, will result from an encounter with said individual(s).

9. This policy and the Plan for Maintaining Security in Nenaawateg (Appendix A) will be:

1. reviewed annually by the Council of Nenaawateg, and
   1. posted in the staff room.

Section 3: Confidentiality and False Reports

1. All investigations shall be conducted in strict confidence to the extent possible. Documents will be stored in Nenaawateg’s Office and access to these records will be restricted.

2. Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

Related Documents:

Occupational Health and Safety Act, R.S.O. 1990, chapter O.1

Bill 168: An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters. (Statutes of Ontario, 2009, Chapter 23)

Nenaawateg Harassment and Discrimination Policy

Appendix A: Plan for Maintaining Security in Nenaawateg

Appendix A to Prevention of Workplace Violence Policy

Plan for maintaining security in Nenaawateg

Nenaawateg staff will conduct a worksite assessment as often as necessary to ensure measures for violence prevention are effective. The assessment will:

1. Identify jobs or locations with the greatest risk.
   1. Identify high risk factors.
   1. Include a physical workplace security audit.
   1. Evaluate the effectiveness of existing security measures.

The manager, or designate, will annually review the history of past incidents to identify patterns or trends.

Recognized Areas of Higher Risk in Nenaawateg

1. Contact with the public.
2. Working alone or in small numbers.
3. Cash desk where money is kept.
4. Closing the facility at night.
5. Secondary entrances to Nenaawateg.

Measures for Reducing the Risk

1. Designate rooms with doors that lock and have phones as emergency safe rooms.
2. Keep all secondary entrance doors locked.
3. Keep the exterior lights around the building in good working order.
4. Staff will not work alone at Nenaawateg without prior consent of the manager.
5. A minimum of two staff members shall be scheduled to close Nenaawateg.
6. A minimum of two staff members shall be scheduled and available in the main service area (ie, not in a program). Breaks shall be scheduled to be staggered.
7. Staff know to contact cultural center staff if needed in an emergency.
8. Staff communicate when going offsite for programming / supplies.
9. Cash drawer put out before Nenaawateg opening and put away after Nenaawateg closes when doors are locked.
10. Minimal cash kept in cash drawer and onsite.

Recognize the Signs of Violence

Early identification and prevention of violence in the workplace is encouraged. Threats of violence that should be reported could include the following:

1. Threatening statements to do harm to self or others.
   1. Reference to other incidents of violence.
   1. Confrontational behaviour.
   1. Major change in personality, mood or behavior.
   1. Substance abuse.

Steps to Increase Your Personal Safety

1. Notice your surroundings and report any unsafe or dangerous situation to the most senior staff member.
2. If you feel uncomfortable about a person who has entered Nenaawateg, trust your instincts. If you feel threatened, make a scene – YELL!
3. Use a buddy system when leaving work.
4. If you ever find you are working alone in the library, let the manager, or someone at home, know the situation and tell him or her when you expect to leave.
5. If you enter a bathroom and suspect it is unsafe, don’t call out. Back out, go to a safe, lockable place with a phone, and call for help.
6. Know the nearest exist or room with a lock.

Domestic Violence: Steps to Increase Your Personal Safety

1. Tell someone at work about your situation.
2. Make up a ―code word for co-workers so they know when to call for help.
3. Ask your co-workers to screen your calls and visitors.
4. Ask a co-worker to call the police if your abuser is bothering you.

Staff Procedures

Threatening Behaviour:

1. Do not argue with a threatening person. Identify yourself as a Nenaawateg staff member. Remain calm and keep your voice low and firm.
2. Do not put yourself or others in danger. Keep a distance of four feet.
3. Be friendly, but firm, introduce yourself, look at the person while you talk to him/her, let the person talk, clarify the problem and offer solutions.
4. Get assistance from another staff person, or cultural center staff.
5. Advise him/her that the police will be called if the abuse does not stop.
6. If the behaviour does not change, call the police.
7. Notify the manager or designate.
8. Complete incident report
9. Debrief following situation with manager or designate.

Violence/Assault:

1. If you hear raised voices or sounds of a scuffle, investigate.
2. If you witness violence or an assault, call the police and describe the situation.
3. Recruit other staff to move others out of the way to a safer location.
4. Do not block exits to prevent a threatening/violent person from leaving the building.
5. Do not invade the personal space of the threatening person.
6. Do not get between two people fighting.
7. Notice details so you can describe the situation to the police.
8. Notify the manager or designate.
9. Complete incident report
10. Debrief following situation with manager or designate.

How to Report

1. A report should be made as soon as possible after an action or behaviour occurred.
2. An informal, verbal complaint may be brought forward to the manager. It is in the best interest of all concerned that a report be written.
3. If a formal complaint is made, the employee must file a written report with the manager.
4. The report should include:
5. A brief statement of the incident.
6. Where it occurred.
7. Date and time it occurred.
8. The person(s) involved.
9. The names of any witnesses.

Investigation and Dealing with Incidents or Complaints

Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

After receiving a report, the manager or his/her designate will complete an investigation as quickly as possible, depending on the nature and severity of the issue. This will include interviews with the employee, the alleged perpetrator (if a staff member), and any witnesses.

The results of the investigation will be discussed with the employee and recommended preventative actions and/or resolutions presented.

A separate meeting will be held with the alleged perpetrator, if a staff member.

If the findings do not support the allegations, the CEO will recommend that no further action is necessary and that the matter be closed.

If the investigation concludes that there is evidence of misconduct, the CEO will prescribe a resolution that may include police intervention.

Passed: December 9, 2024

Intent

Nenaawateg recognizes the dignity and worth of every person and is committed to providing a workplace free from discrimination and harassment and ensuring that any complaint is resolved quickly and with fairness and confidentiality.

Managers, supervisors, board members, volunteers and staff are expected to uphold this policy.

Workplace harassment or discrimination will not be tolerated from any person in the organization including co-workers, members of the board, volunteers, supervisors, patrons, and members of the public.

Section 1: Workplace Harassment

1. Nenaawateg recognizes the definition of harassment as set out in the Occupational Health and Safety Act which defines “workplace harassment” and “workplace sexual harassment” as follows:

a. “Workplace harassment” means,

1. as engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome, or
2. workplace sexual harassment.

b. “Workplace sexual harassment” means,

1. engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
2. making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.

2. Prohibited harassment in the workplace includes grounds under the Ontario Human Rights Code (race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offenses, marital status, family status or disability).

3. The Occupational Health and Safety Act does not prescribe the nature of harassment however, prohibited harassment in the workplace includes that which is personal in nature and not necessarily based on identification with a recognized group.

4. The Ontario Employment Standards Act (ESA) prohibits employers, and anyone acting on their behalf, from harassing or penalizing an employee in any way because the employee asks the employer to comply with the ESA or asks the employer about employee rights under the ESA.

5. Harassment may include:

1. making remarks, joke or innuendos that demean, ridicule, intimidate, or offend,
2. displaying or circulating offensive pictures or materials in print or electronic form,
3. bullying,
4. repeated offensive or intimidating phone calls or e-mails, and
5. inappropriate sexual advances, suggestions or requests.

6. Uninvited sexual touching will be considered assault and reported to police.

7. A reasonable action taken by an employer or supervisor relating to the management and direction of workers or the workplace, within the conditions of the Occupational Health and Safety Act, is not workplace harassment

Section 2: Discrimination

1. Nenaawateg adheres to Ontario Human Rights Code with respect to rights of freedom from discrimination in employment: ―Every person has a right to equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offenses, marital status, family status or disability. HRC R.S.O. 1990, CHAPTER H. 19 s. 5.1

2. Discrimination may include abuse of authority or position of power as follows:

1. to endanger a staff member’s job
2. to undermine the performance of that job
3. to threaten the economic livelihood of the staff member
4. to interfere with or influence the career of the staff member in any way

Section 3: Responsibilities and False Reports

1. Nenaawateg will develop and maintain a workplace discrimination and harassment program to be appended to this policy.

1. The program will set out procedures for reporting incidents of workplace discrimination and harassment, and
   1. the process for dealing with and investigating complaints

2. Employees who are found to have made false or malicious complaints will be subject to disciplinary action.

3. This policy will be:

1. reviewed annually by the board
   1. posted in the staff room along with the Workplace Harassment and Discrimination Program

Related Documents:

Human Rights Code, R.S.O. 1990, chapter H.19, section 5 (1). Amended May 17, 2023

Occupational Health and Safety Act, R.S.O. 1990, chapter O.1. Amended June 7, 2023

Bill 132: An Act to amend various statutes with respect to sexual violence, sexual harassment, domestic violence and related matters (Statutes of Ontario, 2016, Chapter 2)

Bill 168: An Act to amend the Occupational Health and Safety Act with respect to violence and harassment in the workplace and other matters. (Statutes of Ontario, 2009, Chapter 23) Nenawateg Policy: Prevention of Workplace Violence

Passed: March 3, 2025