Draft Minutes

The Professional Institute of the Public Service of Canada

Quebéc City VFS Sub-Group

MINUTES of the Annual General Meeting of the VFS Sub-Group in Québec held on Wednesday, November 22, 2017 at Le Grand Bourg Restaurant, Québec City

Executive Members present:
Jean Couillard
Réjean Michaud
Olivier Finette
Ian Charpentier
Justine Lachance
Eric Laplante
Pascal Thibodeau
Lisanne Racine

  1. Call to order and establishment of Quorum by Chair

At 5:50 p.m., Réjean Michaud called the meeting to order by welcoming everyone and ensuring quorum.

He then introduced the guest speakers:

Steve Parent, Regional Representative;

Frederic Durso, PIPSC Employment Relations Officer;

Josée Verret, President of the Union of Taxation Employees.

He introduced Michel Audet who will be the Election Chair.

  1. Review of the Notice of AGM and Agenda

The members had received the notice of meeting and no one asked for it to be read, Pierre Bouffard moved and Jean-Patrick Trottier seconded that the notice of meeting be skipped. Réjean Michaud read the Agenda.

  1. Approval of the agenda

Jamil Jalbert moved the approval of the agenda, seconded by Benoit Racine.


  1. Roll call of Sub-Group Executives

Réjean Michaud called the members of the executive present at the meeting and indicated their respective roles. With the exception of Nancy Cinq-Mars, all members of the Executive were present.

  1. Review and approval of the Minutes of November 23, 2016 meeting

Guy Belzile moved to approve the minutes of November 23, 2016, seconded by Jean-Guy Bernard.


  1. Business arising from the Minutes


  1. President’s Report

President Jean Couillard presented his report (emailed later to the members).

Approval of the report moved by Pascal Thibodeau and seconded by Roger Boisvert.


  1. Treasurer’s Report

Réjean Michaud presented the Financial Statements.

Approval of the financial statements moved by Sébastien Coulombe, seconded by Olivier Finette.


  1. Elections (by Election Chair)

Michel Audet took over as the Election Chair. The following nominations were sent to Michel Audet prior to the meeting. Moved by Éric Laplante and seconded by Jean Couillard:

  • For the position of 1st Vice President (2 years): Olivier Finette
    • No other nominations. Elected by acclamation.
  • For the position of 2nd Vice President (2 years): Pascal Thibodeau
    •  No other nominations. Elected by acclamation.
  • For the position of Secretary (1 year): Justine Lachance
    •  No other nominations. Elected by acclamation.
  • For the 2 Member-at-Large positions: Ian Charpentier (2 years) and Nancy Cinq-Mars (2 years).
    •  No other nominations. Elected by acclamation.

There are still two vacant member-at-large positions.

  1. Election of an Auditor and a Substitute

Jamil Jalbert named Auditor. Moved by Réjean Michaud, seconded by Gabrielle Gosselin Pageau.

Sébastien Coulombe named substitute. Moved by Réjean Michaud, seconded by Pascal Thibodeau.


  1. Dinner
  1. Presentation by Frédéric Durso, PIPSC Employment Relations Officer

Reliability status

Mr. Durso is following up on the arbitration decision rendered in the case of a dismissed employee whose reliability status had not been renewed. In short, rather than making a disciplinary termination, the arbitrator upheld the termination by ruling on certain aspects, i.e. retroactive termination, the grievance on dismissal was upheld (so the employee obtained 3 months’ salary), as the withdrawal of the reliability status is an administrative action and not a disciplinary one, and therefore cannot be covered by a grievance. Mr. Durso questions the action of the employer who reviewed the reliability status of a terminated employee. The arbitrator ruled on this point and their decision is in judicial review.


Mr. Durso explained the difference between arbitrable and non-arbitrable grievances, disciplinary and administrative grievance.

As a general rule, we can file a grievance when it is not covered by any other administrative processes/recourse. For example, staffing and harassment already have administrative processes/recourses in place so they cannot be grieved.

If there is a monetary consideration, then grievance can be arbitrable. This is normally the case with respect to the collective agreement and disciplinary action. Otherwise, the grievance could “die” on the 3rd level.


Mr. Durso spoke of the importance of documenting things for compensation purposes for those affected by payroll issues. He also said that a grievance will ensure a follow-up.


Mr. Durso indicated possible recourses for staffing issues, for example in case of acting appointments, it is possible to make an Individual Feedback (IF) for terms of less than 6 months and, an IF and a Decision Review (DR) for terms of more than 6 months.

For a permanent appointment, it is possible to make an IF and, if needed, a DR (by the manager) or a Third-Party Review (TPR). This last option is often the preferred one according to Mr. Durso.

In the absence of any formal action, the grievance is a possibility. For staffing issues the time limit is 9 calendar days.

  1. Discussion with Mr. Steve Parent, Regional Representative, on ongoing matters


Mr. Parent advised us to ask our supervisor for a time code if we have payroll problems that require it. In case our supervisor asks us to record our time, he advised us to get this request in writing. This could be useful in case of a poor performance appraisal.

There are more than 1,000 cases in the Québec City region; mainly unpaid bilingual bonuses, incorrect pay increments and incomplete pays. He also warned us of potential mistakes in cumulative amounts. We should also be very careful with possible mistakes in our T4 slips.

The procedure in case of payroll problems is to have a ticket opened. If the ticket is closed without being resolved or if things drag for a long time, he recommended su to file a grievance.

Priority is given to employees not receiving salaries, unpaid leave, return from sick or maternity leave and retirement.

He reminded us that, just like the employer, PIPSC can loan money under certain conditions.

Grievance re 2nd personal day

The grievance was won in August 2016. Those who grieved got the 7.5 hours in their bank (or were paid in the case of retirees and sick employees). He took the opportunity to remind members of the importance of timely grievances when such things occur.

Delios Case

This employee changed unions and requested to be granted his/her personal day off again. The case went to the Court of Appeal and the CRA lost. However, the employer will not apply the decision to all employees affected by this but rather chooses to deal with it on a case-by-case basis. People who are experiencing a similar case should therefore file a grievance in order to get their paid day-off.

Fehr Case

This employee changed unions and requested to have his family-related leave reinstated. The case is currently before the federal court of appeal. As in the Delios case, people who are in a similar situation should file a grievance. Mr. Parent reminded us that grievances can be filed whether we are in a permanent position or acting.


Mr. Parent briefly outlined best practices identified by the regional Sub-Groups presidents and shared with managers.

He answered yes to a member who asked if this situation is more problematic and contentious in Québec City than in other regions.

Tentative Agreement

Mr. Parent reminded us that the vote is taking place from December 6 to 20 and that the voting kits will be sent out by email anytime now.

A member said he was unhappy about the AU3s not receiving an additional increment (resulting in their salary range being close to that of the AU2s).

  1. Other Business

Door prize draw

  1. Adjournment

Eric Laplante moved that the meeting be adjourned, he was seconded by Pierre Bouffard at 9:30 p.m.


Justine Lachance


November 22, 2017