April 25-27, 2018

National Executive Minutes

National Executive Meeting

April 25-27, 2018

Toronto, ON

Chairman June Winger National President
Members Philippe Turcq Executive Vice-President
Dan Frost Vice-President (NL/NB)
Terry Kiley Vice-President (NS)
Benoit Laberge Vice-President (QC)
Jeff Wrinn Vice-President (NCR)
Serge Desbiens Vice-President (ON)
Mona Simcoe Vice-President (MB/SK)
Bryan Meakin Vice-President (AB/North)
T. Mark Miller Vice-President (BC)
Cathy O’Kane Vice-President (NPF)
Eugene Stone Vice-President (CSE)
Paul Jones Human Rights Advisor
Recording Secretary Sandra Montpetit

RECORDED VOTES

OPENING REMARKS

The National President welcomed members to the spring meeting of the National Executive in Toronto.

The harassment statement was read aloud and Human Rights Advisor Jones was named intervener.

The hours of sessions were set as follows:

Wednesday, April 25, 9:00 – 11:30 / 1:00 to 5:00

Thursday, April 26, 9:00 -11:30 / 1:00 to 5:00

Friday, April 27, 9:00 – 11:30 / 1:00 to termination of business.

The National Executive Committee remains in session for the duration of the PSAC Convention which follows this meeting.

Additions to the agenda included: Joint Learning Program (JLP), personnel files and NE Travel, the agenda was then adopted.

National President Update:

  • Departmental changes at DND, new organizational chart to follow shortly;
  • Problems with distribution of new Collective Agreements, differing stories in various regions, some are printing them and others are told they are available online only;
  • National President Winger has informed ADM Kin Choi that allowances and signing bonuses have not yet been issued; retro pay is also still outstanding.
  • PSAC Public Service Week, PSAC has said we are not boycotting it this year but that members can wear stickers while attending events if they so wish. The National Executive decided to go and not wear stickers, and requested COMTRA send a letter to the Minister reminding him about the disfunction of the Phoenix pay system.
  • PSAC Section 19: discipline and investigation is being reviewed, VPs are asked to send their comments and suggestions to the National President.
  • PSAC Training: Education Review, REVP Marianne Hladun is charged with reviewing content and process.
  • PSAC Convention next week: Chris Aylward and Fabienne Jean-François are running for National President of PSAC while Magali Picard is running for National Executive Vice-President.
  • Carried Business from Convention is almost complete: the electronic deposit will be ready by Fall 2018.
  • The new union leave letters are working well although for PSAC functions they have not been including travel time therefore the National President will address this with the PSAC.

 

Honour Roll:  A moment of silence was observed for the following members who have passed since the last meeting:

Brother Ladislav Laube, Local 00621

Brother David Dyck, Local 30902

Brother Paul (Les) Eagles, Local 30907

Brother Michael Fan, Local 70607

Sister Lucienne Cyr, Local 70607

Brother Benoit Renaud, Local 70654

Sister Donna Haverstock, Local 80405

Previous Minutes – Adopted                                           m-s O’Kane/Meakin

 

STANDING REPORTS

ADM-IE (RP Ops)                                                                m-s Miller/Turcq

VP Miller presented his written report.

– IE Fund: There is confirmation of a plan to have it up and running by next year.

– Modernization of energy performance at plants: still not widely understood but will help save on utility bills, jobs will change in function but no job losses.

– Classification: questioning attempt to downgrade tradespeople as an outcome of HR interaction, however RP Ops has asked to be kept informed of any developments.                                                        -National Staffing Vacancy Plan: they have been asked to have it by region.  EVP working on ATIP to see if DCC is stealing work.

The next IE UMCC is set for May 22nd, 2018.

                                                                                                        RV 1 – CARRIED 

RP Ops Ontario                                                               m-s Desbiens-Wrinn

VP Desbiens stated that the minutes from the meeting on April 5th have not yet been received.  The President of each of the Locals are invited to join in on the conference call, issues to addressed to their satisfaction may then go to higher level meeting.                                                                                          RV 2 – CARRIED

 

RP Ops West                                                                    m-s Simcoe/Meakin

VP Simcoe presented her written report.  Terms of Reference were reviewed and approved.  Members don’t feel secure due to WFA.  Still issues with conditions at Dundurn Firehall, the building is unfinished and there is no funding available to complete it, there are health and safety concerns and washrooms are not up to par.  VP Simcoe, VP Desbiens and VP Kiley are going to work together to move this forward.  Next meeting is planned for June 2018.

RV 3 – CARRIED

 

RP Ops Atlantic                                                              m-s Kiley/Desbiens

VP Kiley presented his written report.  Currently there is a 25% vacancy rate at Gagetown.  Also, still having issue of classifications being downgraded, Quebec is speaking with DCCO and is taking the lead on this issue, they have asked for a review of these positions.  They are also working on the latest organizational chart which will provide the pattern to follow throughout the rest of the country.

VP Frost spoke of the staffing of supervisors in shops in the Atlantic region where some positions have been vacant for as long as six years, they will now develop a pool of qualified internal employees to fill these.

As for bilingualism, there is now a language coordinator within ADMIE, therefore no longer need to deal with a language coordinator on the base side.

RV 4 – CARRIED           

                                           

Air Command                                                                        m-s Miller/Frost

 VP Miller presented his written report.  VP Simcoe discussed the issues with services concerning Shared Services Canada.  Also, Phoenix cases are improving however have asked to have spreadsheet.  The date for the next meeting has been set for the June 19-20 window. Locals are reminded to submit their agenda items with background information.                                                    RV 5 – CARRIED

 

2nd Canadian Division Support Group (CDSG) – Quebec                                                                                                                           m-s Laberge/Wrinn                                                                          

 VP Laberge presented his written report.  Following a year of boycotting the union-mgmt consultations in the Quebec region they have now resumed.  With the upcoming G7 Summit, there will be high security on the base therefore members are being offered flexible hours.  The region hosted many workplace discussions regarding Phoenix issues.  There are more Compensation Advisors being hired to help clear up the backlog although not enough applicants.

RV 6 – CARRIED

3rd Canadian Division Support Group (CDSG) – Western Canada               m-s Simcoe/Turcq

 VP Simcoe presented her written report which gave updates on many files including EAP, JLP LMCC training, safety footwear and phoenix update.  The next meeting will be held in June 2018.                                                                                                                                                                                                      RV 7 – CARRIED

 

4th Canadian Division Support Group (CDSG) – Ontario                                                                                                                          m-s Desbiens/Meakin

VP Desbiens informed everyone that there was no meeting during this period.

RV 8 – CARRIED

  

5th Canadian Division Support Group (CDSG) – Atlantic Canada                                                                                                                m-s Frost/Simcoe

VP Frost presented his written report.  New staffing process will be rolled out shortly.  There is a new indigenous student employment opportunity (ISEO) starting up.  HR has organized grievance officer courses for Level E and above in Halifax and Gagetown to streamline and work better.  There is a new Return to Work Coordinator in the Atlantic.                                            RV 9 – CARRIED                                         

 CF Housing Authority (CFHA)                                          m-s Frost/Meakin

 VP Frost presented his written report for his first meeting in this mandate.  Review underway of housing requirements and the number of actual housing required at each site; including a revised Living Accommodation Policy expected in December 2018.  The new Defence Policy will have an impact on the agency by improving the infrastructure on the bases and wings.  More tradespeople are expected to fill inspector roles now that trades certificates are not a mandatory requirement of the job but still an asset.                                                                        RV 10 – CARRIED

 

Defence Research Development Canada (DRDC)   m-s Meakin/Desbiens

VP Meakin presented his written report.  Introduction of the new ADM (S&T), Isabelle Desmartis who seems open to suggestions and passionate towards the advancement and training of DRDC employees.  Language training is encouraged for the AS/CR community to advance into acting assignments.

RV 11 – CARRIED

Notice of Motion – VP Meakin

 Apprenticeship                                                                    m-s Miller/Desbiens

 VP Miller presented his written report.  UNDE is once again a member of the Canadian Apprenticeship Forum (CAF), there is a CAF conference June 10-12 in Montreal.  Struggle continues for hiring practices with FTE/SWE limitations favouring a fully licensed person over an apprentice, although this will become a priority in the next fiscal year.

RV 12 – CARRIED

 Employee Assistance Program (EAP)                      m-s Wrinn/Desbiens

VP Wrinn stated that the meeting that was scheduled during this period was cancelled.

RV 13 – CARRIED

FR Steering/Wellness                                                        m-s Desbiens/Miller

 VP Desbiens presented his written report.  FRs started the “Equitable Lobbying action” in December with visits to several MP offices across Canada.  Members like the new uniforms, those members not being issued their reimbursement for boots can grieve this. There will be an FR Steering Committee meeting in September around the same time as the annual memorial in Ottawa.  The CFFM will no longer be part of the “FR Wellness Committee” as the “FR Wellness Committee” makes recommendations to the CFFM.  There was a 2-day cancer prevention for NDFS in December.  The next FR Wellness meeting will follow the FR Steering Committee.                                                                                                                RV 14 – CARRIED

 Health & Safety                                                                            m-s Kiley/Frost

 VP Kiley presented his written report.  At the meeting, the Employer provided an update on the Office of Disability Management and UNDE asked for a timeline for implementation of additional services/support which April 2018 was still the target date.  The well-being survey to be launched in spring 2018 is a big part of mental health, members are encouraged to take the survey.  For the Duty to Accommodate file, VP Kiley to send to the Human Rights Advisor the number of the those that are deemed accommodations.                                                                                                                                                                                                                RV 15 – CARRIED

 

Young Workers                                                                    m-s Simcoe/Laberge

 VP Simcoe presented her written report.  Each member of this Committee now has their own UNDE e-mail accounts.  The website has been updated with this info, photos of members to be added later.  A survey will be sent to each VP.  The logo is being finalized.  Facebook page is strong and doing well.  Organizing an upcoming conference for the Young Worker Committee.  There are monthly conference calls set-up which go ahead whether everyone is available or not.  All members are active in their regions, Ontario and Quebec need to have a back-up member as their members are very busy with other Young Worker activities such as PSAC, CLC, etc…                                                                                               RV 16 – CARRIED

  NATIONAL OFFICE

EVP Report                                                                                m-s Turcq/O’Kane

 EVP Turcq presented his written report.  This report includes the Labour Relations Officer (LRO) reports. The COMTRA update itemized training that has taken place and training to follow, all training modules will be updated in the coming months.  Videos as mandated at the Convention will also be produced in the coming months.  National Office has hired a new contractor to deal with Phoenix issues.                                                                                                                                      RV 17 – CARRIED

CF Health Services (CFHS)                                              m-s Wrinn/Desbiens

 VP Wrinn presented his written report.  There are currently 25 Calian positions that are going to become public service jobs within the next 3 months.  The CR-03 to CR-04 conversion project is now done, they are working out date of back-pay, VP Wrinn will be asking the VPs of the regions for their numbers as well as asking Brother Dagenais about grievances he has had on this.  Also, there is a concern with members wearing their side arms when coming in for appointments, there is a policy that says they should leave side arms at the office before heading to their appointment.  VP Wrinn also suggested it would be a good idea to have lock boxes installed in the medical units for them to be locked up.                                                                                                                                                                      RV 18 – CARRIED                              

Finance                                                                                      m-s Meakin/O’Kane

 VP Meakin presented his written report.  He thanked the regions for getting their audited financial statements in for the year ended September 30, 2017 and the AGM minutes by the end of December.  A reminder that these should only be sent directly to Sister Amanda Agnew, not to anyone else at national office.  The new accounting software has been installed and now being tested, the EFT will be ready by Fall 2018.  Expense claims via email should be sent to claims@unde.org.                                                                                                                RV 19 – CARRIED

 

MOTION                                                                          m-s Meakin/Desbiens

Whereas

UNDE must reappoint an auditor for every fiscal year to verify their financial statements;

 Whereas

UNDE has used the service of McCay Duff LLP as auditors of their financial statements and are satisfied with the results and costs;

 Be It Resolved

That UNDE reappoints McCay Duff LLP for the audit of their 2018 fiscal year.

                                                                                                      RV 20 – CARRIED

REGIONAL REPORTS

Newfoundland/Labrador & New Brunswick                  m-s Frost/Miller

VP Frost presented his written report which listed the new Local Executives in each of the Locals following the AGMs this past Fall.  Locals that have members under Real Properties are still discouraged with classifications, staffing and the way Real Properties operate. When the transition was announced to ADM IE it was said that the employees will not notice a change.  A regional conference is being planned for Fall 2018.                                                                                          RV 21 – CARRIED

 

Nova Scotia                                                                                    m-s Kiley/Frost

VP Kiley presented his report which listed his meetings and activities for this period including attending the NSFL.  His region had their AGMs in the Fall where they had members join local executives and others that wanted to learn more about the union and how to become more involved.                                  RV 22 – CARRIED

 

Quebec                                                                                   m-s Laberge/Turcq

VP Laberge presented his written report which highlighted his meeting and activities for this period.  Phoenix continues to cause many problems; they held a rally at the Immigration Building and closed the building for the morning to provide awareness on Phoenix issues.  AGMS for his Locals will take place Fall 2018.                                                                                              RV 23 – CARRIED

 

Ontario                                                                             m-s Desbiens/Laberge

VP Desbiens presented his written report.  Kingston has organized a fightback campaign for Local 641 cleaners where a plan has been put in pace to eliminate jobs on the base.  Also trying to plan a Business Case Writing Course but trying to find facilitators that understand material and process for this module.  An Ontario Regional Conference will take place Fall 2018.

                                                                                                        RV 24 – CARRIED

National Capital Region                                                        m-s Wrinn/Meakin

VP Wrinn presented his written report.  The reorganization of the NCR Locals is moving ahead as Brother Basque leads this initiative, should be finalized by Fall 2018.  A regional conference is also being planned for the Fall.                                                                                                                                                    RV 25 – CARRIED

 

Communications Security Establishment                       m-s Stone/Turcq

VP Stone presented his written report.  Collective bargaining has been completed and the new collective agreement has been signed with a four-year agreement expiring in February 2019.

There is a new classification system in the works called CCPII to replace the Unison system which will reclassify all positions below the Executive level.                                                                                                                                          RV 26 – CARRIED

 

Non-Public Funds                                                        m-s O’Kane/Wrinn

VP O’Kane presented her written report which detailed her travel to attend AGMs this past Fall.  There was also a successful Regional Conference in January.  Grievance training to follow.  There are four locals going into bargaining this year: Ottawa, Gagetown, Valcartier

and Petawawa.  In this mandate she hopes to have more regular Health & Safety / LMRC Meetings since the last one was in 2015.                      RV 27 – CARRIED

 

Manitoba-Saskatchewan                                          m-s Simcoe/Turcq                                        

VP Simcoe presented her written report which itemized her training for this period including the PSAC Leadership Training as well as the Labour College Certificate Program.  Other activities for this period included the Prairie Regional Council meeting and Phoenix Day of Action, as well as highlights from each of the Locals in her region.                                                                                          RV 28 – CARRIED

 

Alberta and the North                                                 m-s Meakin/Desbiens

 VP Meakin presented his written report.  There was a lot of turnaround in his Locals following the Fall AGMs therefore he was assisting with grievances, local issues and general inquiries; he also holds monthly conference calls with his Locals.  Classification training in February was successful, next up will be grievance training.                                                                                                RV 29 – CARRIED

 

British Columbia                                                                          m-s Miller/Meakin

VP Miller presented his written report.  The biggest issue for this period being Local 1018 in its attempts to achieve a collective agreement with the employer.  After attending the BC PSAC regional council meeting, VP Miller is now a member of the BC Fed of labour’s Apprenticeship committee.  His report also listed the activities for this period.                                                                                  RV 30 – CARRIED

 

Human Rights                                                                              m-s Stone/Simcoe

Human Rights Advisor Jones presented his written report.  There was a successful meeting of the Regional Coordinators in February, where the Committee was able to get a lot of work done.

 

Motion – Human Rights Logo                                       m-s Meakin/Desbiens

There was a motion to separate the voting of the logo from the report itself.  After some discussion, the logo was voted on and will be added to the website.

                                                                                                    RV 31 – CARRIED

 

The Committee also developed a new Human Rights Pamphlet as well as a UNDE pride flag, which will be available for sale on the website Boutique.  The Human Rights page on the website has also been redesigned with new updated Terms of Reference.                                                                                        RV 32 – CARRIED

 NEW BUSINESS – FOR DISCUSSION

 Joint Learning Program – VP Miller is concerned that they are not using proper facilitators to deliver this course, instead using outside facilitators.  HR should not be giving this training.  National President Winger asked VP Miller to send her this information.

 

Personnel Files – VP Miller explained that members have multiple personnel files across the Department, although there should only be one file.  The National President said that the employer’s intention is to add all the files digitally under Government documents and will ask that when members ask for their files they have full access and to have access within hours of asking.

 

NE Travel – VP Miller expressed that travelling on Air Canada Rouge is not acceptable as it is too tight and uncomfortable.  He would like for UNDE to offer a top up to a better flight class when travelling for PSAC as they use Air Canada Rouge.

 

Communications – National President Winger proposed having monthly hour-long NE teleconference calls as an improved way of communicating with the members of the National Executive.  These calls will be pre-scheduled but not mandatory.  Sister Montpetit will prepare a report following each call.  The calls will start in May 2018.

 

Qualisult – The National President suggested that UNDE cancel the monthly subscription of Qualisult which is a system that members and National Office uses for jurisprudence on grievances. The current cost is $1,000 per month.  There was some discussion that without this one-stop system, members would now have to browse many different sites to get the information which would be time-consuming.  It was decided that the Local Presidents will be asked if they are using Qualisult or not to determine its importance.

 

NE Meeting Format – National President Winger suggested that more guest speakers, training for the NE members and teambuilding exercises be added to the agenda in future for these meetings since the agenda tends to be lighter at times.  The spring National Executive meeting is 3 days long and the fall meeting is 5 days long.

 

STANDING REPORTS

 Honours & Awards                                                           m-s Kiley/Laberge

 VP Kiley presented the Committee’s written report.  The Committee recommended for approval an honourary membership for Dana Martin, Local 21018, CARRIED.  Recommendation that the Bylaws Committee review the policy regarding UNDE life membership.

                                                                                                        RV 33 – CARRIED

Bylaws                                                                                          m-s Miller/Wrinn

VP Miller presented his written report.  As mandated at the UNDE Triennial Convention, the Committee created a Terms of Reference document and also reviewed the Convention Resolutions of Record.  There was some discussion about whether or not to keep the history in print or remove it from the document, it was decided to withdraw the history as a separate document and review options again at next NE meeting.  The Committee also built a new UNDE Travel Policy.

Once copies of all of the above documents are finalized, they will be uploaded to the UNDE National website.                                                                      RV 34 – CARRIED

The next National Executive Meeting is scheduled for November 26-30, 2018 in Ottawa.

Adjournment.