Recently, Zubas Flett Liberatore Law Lawyer, Jordan Bailey, was featured in an Ontario Municipal Human Resources Association’s (OMHRA) Insights post. The article, which discussed workplace culture during the vacation season, is available to read here and below.
Vacation Season and Workplace Culture: What HR Needs to Watch
The summer months bring a familiar rhythm to municipal workplaces. As the weather warms, calendars start to empty, the Council may be in recess, and staff take well-earned time off. For many municipalities, the pace naturally slows as offices become quieter and inboxes lighter. While this seasonal shift offers a welcome breather, it also quietly puts workplace culture to the test.
When the Office Gets Quiet, Culture Speaks Louder
A policy manual or a values statement doesn’t define workplace culture. It reveals itself in everyday decisions, especially in how employees are treated during transitional or quieter periods. Summer, with its lower staffing levels and reduced operational pressure, presents a unique opportunity to gauge the true nature of your culture’s supportiveness, flexibility, and equity.
Some common summertime gaps that may arise include:
- A disproportionate workload falling on a small group of employees.
- Vacation approvals that appear inconsistent or lack transparency.
- Hesitation from staff to take time off due to fear of burdening others or falling behind.
These small moments can have a significant impact on trust, morale, and employee retention.
Legal Considerations for the Summer Season
While every municipality’s context will vary, especially if it’s a unionized environment, the following are common legal considerations Human Resources may wish to review:
- Vacation Entitlements: Under the Employment Standards Act, 2000 (“ESA”), most employees are entitled to a minimum of two (2) or three (3) weeks of vacation based on years of service. When expressed as vacation pay, this equates to 4% or 6% of gross wages, respectively. While collective agreements and many municipal employment agreements often provide enhanced vacation entitlements, it’s important to be familiar with ESA minimums to ensure compliance and avoid unintentionally exceeding or falling short of legal requirements.
- Workload and Constructive Dismissal: Where workloads are significantly and unilaterally altered, especially in ways that feel punitive or unsustainable, employees may allege constructive dismissal. While this depends on the specific facts of each case, front line managers should remain mindful of how duties are redistributed during the summer and ensure employees are adequately supported.
- Duty to Accommodate: Summer often brings unique accommodation challenges. Employees may face gaps in childcare due to seasonal closures or require adjustments for heat sensitivity or other summer-specific needs. The duty to accommodate under the Human Rights Code (the “Code”) requires a collaborative approach between employers and employees to explore reasonable solutions, even if only temporary or seasonal.
- Health and Safety: For employees working outdoors or in older municipal buildings, heat exposure and outdated infrastructure can affect morale, productivity, and compliance with occupational health and safety obligations. Managers and supervisors should proactively assess working conditions and be aware of the appropriate measures needed to maintain safe and healthy environments during the summer months.
Turning Downtime into a Culture Win
Rather than viewing summer as a period of reduced productivity, municipalities can leverage it as a strategic opportunity to reinforce positive cultural values. Here are some practical approaches:
- Leaders and managers should normalize taking vacations. This sends a message that time off is not only permitted—it’s encouraged. A workplace that respects downtime builds trust and loyalty.
- For employees covering additional duties, consider formal or informal recognition—whether that’s time in lieu, a thank-you message, or simply making sure their efforts are visible and appreciated.
- The quieter pace may offer time for casual team building, reflection sessions, or wellness initiatives.
- Summer offers space to revisit policies, revisit inclusion initiatives, or assess how hybrid work arrangements are functioning. Consider whether your current culture is working for your department and the wider municipal workforce as a whole.
A healthy workplace culture is more than just a feel-good concept—it’s a strategic way to reduce risk. Many grievances, complaints, and legal disputes don’t arise from overt policy breaches, but from moments when employees feel overlooked, disrespected, or treated unfairly.
Proactive practices that promote transparency, flexibility, and empathy—particularly during periods when employees may feel more isolated or overburdened, can significantly reduce the likelihood of issues escalating.
Final Thoughts
Summer isn’t just a season of reduced activity—it’s a meaningful opportunity to assess the strength of your workplace culture. Use this time to reflect: Are our people supported? Are our policies aligned with our values? Are we modelling fairness in our everyday practices?
By embracing the slower pace with intention, your municipality can lay the groundwork for a more engaged, inclusive, and resilient workforce throughout the year.
If you have any questions or inquiries regarding workplace culture during the vacation season, contact Zubas Flett Liberatore Law at 416-593-5844 or questions@employment-lawyers.ca