RZone Policy

The public 

Members of the public are to reports acts of inappropriate behaviour to a city staff member as soon as possible and within 24 hours of the incident.  In accordance with the City Privacy Policy all information provided will be kept confidential.

Complete the online RZone Incident Report Form. If a staff member is available, they will, with your assistance, complete the Incident Report Form.

View or print a copy of the below Incident Report Form. 

RZone Incident Report Form

Where an employee is directly involved or has witnessed an incident

When instances of inappropriate behaviour or actions occur, staff shall act accordingly:

1. Report acts of inappropriate behaviour to your immediate supervisor/manager or designate.
2. Without jeopardizing anyone’s safety, and if it is safe to do so, advise the identified individual(s) to stop the activity immediately or they will be asked to leave (verbal warning)
3. If the individual(s) does not cooperate, inform the individual(s) that they are now trespassing, and the police will be called.
4. If the individual(s) refuse to leave, do not engage in an argument  or physical confrontation, call the Police, and wait for them to arrive, ensuring you and others are in a safe location.
5. Prepare an RZone Incident Report and forward it to the appropriate Department Head within 24 hours of the Incident

Where an employee has not witnessed an incident

When instances of inappropriate behaviour or actions are reported to staff, staff shall act accordingly:

1. Report acts of inappropriate behaviour or actions to your immediate supervisor/manager or designate immediately.
2. Prepare an RZone Incident Report and forward it to the appropriate Department Head within 24 hours of the Incident. 

Reporting process and notification

1.  Employees will complete an RZone Incident Report and will forward it to the appropriate supervisor / manager / department head within 24 hours of the incident.
2. Depending on the severity of the inappropriate behaviour, the identified individual(s) may be temporarily banned from City facilities, properties, City sponsored events, programs, transit or from written or verbal communications (including email and phone), in City vehicles or at any other location where City employees are performing work until such time as an investigation into the incident has been completed. This determination is made by the appropriate supervisor/manager/department head.
3. Within 14 days of the incident, the Department Head will provide notice to the identified individual of the action to be taken.
4. Appropriate staff will be notified of any individual(s) who are subject to remedial action under this policy as well as the action taken.
5. The department will keep the original RZone Incident Report on file. 

Forms 

RZone Incident Report Form

Consequences of non-compliance 

• Verbal Warning
• Written Warning Letter (Letter of Warning)
• Removal from Premises
• Ban from Premises (Letter of Trespass)

In addition, where any damage to City Property has occurred, the individual(s) responsible will be required to reimburse the City for:

• All costs associated with any repairs
• An administration fee
• Any lost revenues during the repair of the damage

Enforcement Guidelines 

The following information represents guidelines and consequences for acts of inappropriate behaviour. It is understood that these guidelines do not include all types of behaviour, that each incident will be reviewed based on the information available, and that consequences outlines below are guidelines that may be adjusted to reflect conduct and or actions. 

Incident 1

• Aggressive or intimidating approaches to another individual (verbal assault).
• Attempts to goad or incite anger in others.

First Occurrence 
Warning Letter.

Second Occurrence 
Minimum 3-month ban and review to determine if further consequences are warranted. 

Any Subsequent Occurrence 
Minimum 1-year ban and review to determine if further consequences are warranted. 

Incident 2

• Threat.
• Harassment.

First Occurrence 
Minimum 3-month ban.

Second Occurrence 
Minimum 6-month ban and review to determine if further consequences are warranted. 

Any Subsequent Occurrence
Minimum 3-year ban and review to determine if further consequences are warranted. 

Incident 3

• Throwing of articles in a deliberate or aggressive manner.
• Physical striking of another individual.
• Illegal consumption of alcohol or drugs.
• Possession of weapons.

First Occurrence 
Minimum 6-month ban.

Second Occurrence 
Minimum 1-year ban and review to determine if further consequences are warranted.

Any Subsequent Occurrence
Minimum 3-year ban and review to determine if further consequences are warranted. 

Incident 4

• Vandalism to building or property.
• Theft.

First Occurrence 
Minimum 1 month ban plus payment of repair costs and 20% administration fee.

Second Occurrence 
Minimum 6-month ban plus payment of repair costs and 20% administration fee and review to determine if further consequences are warranted. 

Any Subsequent Occurrence
Minimum 3-year ban plus payment of repair costs and 20% administration fee and review to determine if further consequences are warranted. 

Appeal process

If an individual wishes to appeal any action taken by the City, the individual may present their case in writing to the City Manager within 14 days of the decision.

The City Manager (or designate) will review the appeal along with the Department Head of the Department Involved for a discussion and final decision. 

What is considered: Inappropriate behaviour

Inappropriate behaviour or actions for the purpose of this procedure includes, but is not limited to, the following behaviours:

• Aggressive or intimidating approaches to another individual (verbal assault including profanity, rude or inappropriate language).
• Threats (verbal & physical).
• Attempts to goad or incite anger in others.
• Throwing of articles in a deliberate or aggressive manner.
• Physical striking of another individual.
• Theft of property.
• Possession of weapons.
• Illegal consumption of alcohol or drugs.
• Racial, ethnic or other personal slurs.
• Contravention of city by-laws, policies, or procedures.
• Vandalism (deliberate destruction, damage or defacing of property owned or leased through the city).
• Harassment (engaging in a course of vexatious comment or conduct that is known or ought to be known to be unwelcome).

What is considered: Unreasonable behaviour

Unreasonable behaviour for the purpose of this policy include, but not limited to the following:

• Refusing to specify the grounds of a complaint despite offers of assistance.
• Substantially changing the basis of the complaint/request as the matter is under review.
• Denying or changing statements as the matter is under review.
• Covertly recording proceedings or conversations without authorization or approval.
• Submitting falsified documentation.
• Making excessive demands on the time and resources of staff with lengthy phone calls, e-mails, requests, etc.
• Refusing to accept a decision and repeatedly arguing points with no new evidence.
• Persistently approaching the Corporation through different staff or routes about the same issue.
• Causing distress to staff; this could include hostile, abusive or offensive language or an unreasonable fixation on an individual staff member.
• Making unjustifiable complaints about staff.
• Refusal to follow the rules established by the City for use of its facilities.

What is considered: Vexatious or frivolous requests

• Submission of excessive requests with high volume and frequency of contact.
• Requests for information the requester has already seen or clear intention to reopen the matter or issue that has already been considered.
• Where complying with the request would impose a significant burden on the Corporation in terms of expense, and negatively impact our ability to provide services to others.
• Where the requester states that the request is intended to cause inconvenience, disruption, or annoyance.
• Harassing the Corporation; this could include a high-volume frequency of correspondence, accusations, or complaints.