MINUTES / COMPTE RENDU
SP Executive Meeting / Rencontre de l’exécutif SP
January 19, 2018 / 19 janvier 2018
Presence / Absence --- Présences / Absences
|
Daniel Ingram (PRA/NWT – PRA/TNO) |
P |
Norma Domey (NCR – RCN) |
P |
|
Elizabeth Ptasznik (PRA/NWT – PRA/TNO) |
P |
Steven J. Colwell (BC/YUK – CB/YUK) |
A |
|
Enzo Barresi (ONT) |
P |
Sushil S. Dixit (NCR – RCN) |
P |
|
Judith Leblanc (QUE) |
P |
Tarek Salem (NCR – RCN) |
P |
|
Marcel C. Beaudoin (NCR – RCN) |
P |
Thomas Landry (ATL) |
P |
|
Michael A. Forbes (ONT) |
P |
Suzelle Brosseau (PIPSC – IPFPC) |
P |
|
Nicole Deschenes (PRA/NWT – PRA/TNO) |
P |
Donald Lefebvre (NCR – RCN) |
P |
Elizabeth and Nicole will be calling in
Norma will be joining at 11am
Eric Tran (intern at PIPSC) observing as well
OPENING OF THE MEETINGS
Introductions around the table done
Thomas
2018 an important year due to elections (federal) and new round of bargaining coming up.
Reminder that mandate is focus on bargaining and getting best CA for our members that we can. All other activities should be aimed towards that.
Tarek
Would like to limit topic about SP Exec and not following bylaws to one incident
Marcel
Better to leave general to allow others to talk so as to not be limited to one specific topic
Donald
Best practices for governance is to go to general as opposed to specific
Agenda approved
Approval of minutes
Elizabeth
Asking about potential bullying of stewards should be better done by AC??
Thomas
Survey stewards to see if there is a bullying environment that would prevent them from doing their job. Can be brought to AC, but might be better to have some evidence of it happening before going.
Nicole
Happening to me in Winnipeg
Thomas
Ask stewards on next CC to see if there is other evidence with that happening.
Tarek
Needs to be communications between PIPSC/management/stewards
Judith
Want to find out who resigned and why
Amended minutes approved
ACTION ITEMS
All reviewed
STANDING ITEMS
*Bargaining
Enzo
2 strategic bargaining committee meetings held
Strategy not yet developed, work in progress
Sense is that people would like to get bargaining done sooner rather than later, but no appetite for a simple 2% economic increase and stop there. Feeling that it doesn’t have to take 3.5 years. Goes faster with TB motivated to bargain. Haven’t started looking in how the BT will get TB to want to bargain.
Thomas
Presented same to Tunney’s Pasture Subgroup exec yesterday (Thursday the 18th). Go in with a list, but be more willing to drop items to do expedited bargaining.
Suzelle
Go in with short list of issues, and only bargain for those items.
Enzo
Comes down to timelines. Challenge to feel out TB to see where their mandate is. Do they have a mandate of not bargaining until after the 2015 election? Can have a full bargaining session in 5-6 months as long as both sides are motivated.
Thomas
Another challenge to get all the PIPSC groups to agree.
Tarek
Is it possible to go into bargaining with demands supported by business cases, etc?
Suzelle
Discuss this (demands supported by business cases) at break to get better idea of what is wanted.
Daniel
1 - Has there been any thought about leveraging Phoenix to get this done?
2 - What is timeline?
Suzelle
1 - Being looked at.
2 - If expedited, looking at spring, if general, longer timeline.
Thomas
SP Group always been a team player. Other groups very focussed on their own autonomy and going their own way.
Suzelle
PIPSC and TB is looking to see what set of rules bargaining will take place under. Old Harper law, or the altered law the last round was handled under.
Daniel
Wellness table?
Suzelle
Meeting regularly, but progressing very slowly. Currently working on definitions, eligibility criteria, etc. Depending on speed, it may take another round before it is implemented.
Judith - Update on Scientific Integrity
Lots of communications problems
Some departments working on their own SI policies.
PIPSC sent a draft policy model to TBS. Had a meeting on January 18 with representatives from PIPSC (Michael Urmanski, Maxime Gingras, Judith Leblanc, Matthew MacLeod) and TBS (Sandra Hassan, Baxter ? and Patricia Phee). TBS was very happy with what was prepared by PIPSC. Will be going ahead with another meeting with TBS as well as Chief Science Advisor (planned for Tuesday (January) 23rd pm). After that meeting, will be going ahead with individual departments.
Suzelle
Game plan is to develop a template/standard policy that each department can use to individualize/negotiate individual SI policies.
Daniel
Is there a rough timeline
Judith
Still targeting the dates as noted in the Memorandum of Agreement.
Donald
We were asked to look at template previously, what happened to that?
Thomas
The template that was looked at was the one that was presented on thursday (18th of January). Want to ensure that a common template is used by the departments.
Judith
Not going to be a standard policy for entire govt. Will work from a common template which can be individualized by each department as per their needs/requirements.
Enzo
Who was there?
Judith
Started with CC with consultation team presidents. Judith Leblanc (representing consultation teams) and Matthew MacLeod (representing groups) had a small meeting to get things moving.
Financials
Nicole
Balance presented. Includes everything except for internet checks for the end of 2017.
Asked Lucie Seguin whether groups should change their financial years to match PIPSC. Said no real need to do so right now.
SWAG
Donald
Purchased pens, USB keys, power bank, phone stand and mouse pad. Will go into more detail this afternoon.
SUBGROUPS
Enzo
Yellowknife subgroup approved.
Daniel
Started with someone becoming a steward, then starting a subgroup. Was invited up as Regional Rep to present and speak at their first AGM.
Group is up and running, a very good group.
Thomas
Tarek had a good suggestion to provide a “starting kit” consisting of a banner, etc.
Enzo
Will send out an email to all subgroups to see who needs what.
ACTION
DONALD- To look into purchasing information for vertical banner to send out to subgroups. Tarek to provide Donald with link on details already found.
Daniel
Can the Group provide something for new subgroups?
Donald
Bring up in afternoon visibility item.
Judith
DFO in Ottawa has a lot of new SP members. New DFO subgroup should be looked at.
Thomas
Currently under NCR heading. Talk with NCR subgroup exec for help.
Judith
Lots of calls from Ottawa DFO to Judith for questions. Good time to start a new subgroup.
Michael
Swag has bad connotations. Use a different term, such as Promotional Items instead
Tarek
Bunch of SP members in Tupper (Riverside) building getting very active. About 150 people, with a bunch of stewards. Management is allowing them to be active. Should reach out to them to invite them to start a new subgroup.
ACTION - Sushil and Tarek will work on identifying new subgroups coming out of the NCR. Both the SP members on Riverside as well as the DFO members that are currently regularly contacting Judith. Bring application, if possible, to next SP Exec meeting.
MEMBERSHIP
Sushil
Nothing new to add
Getting new membership next month to work with for the AGM.
DELEGATES
Michael
Working on an outline of challenges and difficulties, including orphaned stewards.
Best to finish after delegates are chosen for the next AGM.
Daniel
Should have something on proposed delegates selection changes at the AGM inviting feedback.
ACTION - Michael to present something at AGM and invite feedback from members.
Elizabeth
Brought up idea of looking at possibility of stewards included as well as subgroups in the selection of delegates for the AGM.
Thomas
Need to have discussion on giving seats to stewards vs subgroups and how that will impact the representation of our members.
Tarek
Should start communicating with stewards who participate regularly and invite them as observers at AGMs. Don’t need to survey as we already have a list of what stewards are active. Be proactive.
STEWARDS
Thomas
Some groups require executives and any officials to be stewards. SP Group might want to debate that at some point in time. PIPSC been vocal/active in promoting stewards as the spokespeople of the group.
Elizabeth
Stewards canvassed for bargaining priorities. Responses submitted to SP Exec.
Thank you note and booklets were sent out. Some reports from the regions of people not getting them. Daniel, Nicole, Judith have not received the booklets. Brigitte said the books had been received and would be working with the mailroom to get them send out.
ACTION - Suzelle to check with Brigitte to see if there has been a problem or delay in sending out the booklets.
Elizabeth
Mail out was supposed to go out to every steward. No indication from Elizabeth to remove people who got them at AGM.
Thomas
May need to have a bit more reflection and determine whether SP group wants to discuss whether requirement for being a steward for being a member of the Exec.
Daniel
Never heard of this before. Great to have steward on the exec, should not require it.
Tarek
Steward engagement. Steward recognition and engagement working well in NCR. Get a chance to meet with PIPSC officials. Would like agreement and support from SP Exec to continue this.
Thomas
This level of engagement should be done through the subgroups. Problems that need stewards is not usually at a national level, but rather at a local level.
Tarek
Should not be subgroups, should be done at the group level. Has regularly been supported by SP Group at Regional Stewards Council. Should continue.
Donald
Put in work plan about support for steward recognition and engagement at Regional Stewards Council.
Thomas
Has been a tradition in the past years, will continue. Never an intention to end this.
Suzelle (on stewards being member of Exec)
Steward being member of exec might be seen as a impediment or discouragement to people who are interested in becoming a member. Allow people to become Exec members even if not a steward and then encourage them to start process to become a steward afterwards.
Stewards are, according to PIPSC, official representatives/spokespeople. Shows interest and desire to further support our members.
Elizabeth
Bargaining conference will be happening in spring?. Propose to have a steward from each region attend the bargaining conference (group).
Thomas
Will be considering this when it happens. Been some discussion about doing it at the national (PIPSC) bargaining conference. Still far away from discussing the group bargaining conference.
Enzo
Can easily add steward status to what is considered for SP Group bargaining conference.
IT
Daniel
Old computers not fully disposed of. Still have some members who have not IDed what they are doing with their old laptops.
MS Office
Family licenses purchased. Valid for 5 computers. Contact Daniel if you need an activation.
Revisit again in november of 2018.
Expenditures will be discussed in the afternoon
Communications
Judith
Will be more involved in the upcoming months as the bargaining becomes more active.
Not many requests from the exec for communications.
Thomas
Update on scientific integrity to the members?
Judith
Too early for anything to be sent out.
Marcel
Question about bilingual messages being sent out only in English or French
Suzelle/Thomas/Judith
Done according to PIPSC guidelines.
Executive Travel
Thomas
Will be heading to Vancouver subgroup AGM.
Was invited to Montreal AGM. Can’t go, Enzo and then Suzelle preferred. Regional rep not invited.
Daniel
As of 2015, regional reps are permitted to attend AGMs in their region.
Thomas
If we are allowed to send regional reps to regional subgroup AGMs, we need to make sure we send regional reps when possible.
Daniel
Read out bylaw policy.
Policy is clear that regional reps can participate in every meeting in their region. President, VP or alternate can attend ⅓ nationally.
Thomas
Will let subgroup know that Judith is available to go if they want. Suzelle will be attending as well.
Daniel Ingram can attend the Vancouver and Yellowknife meetings as he is regional rep.
ACTION - Enzo to remind subgroup presidents of policy for people who can attend subgroup AGMs.
Daniel
Need to not simply show up. Need to let them know President, VP and regional rep are available to attend AGMs.
Tarek
Asked for clarification on policy over who (not president and VP) on who can attend.
ACTION - Daniel to confirm with Finance department over who on the Exec is entitled to visit subgroup AGMs
Thomas
Invited to Ontario Regional council who are having a panel session with the 5 biggest groups to discuss a variety of topics. Not covered by PIPSC, will come out of SP Group Executive Travel expenses.
Marcel
Approve of Thomas going. If SP group wants to have their voice heard, important that we attend.
MOTION - Marcel seconded by Enzo
Approve of Thomas attending Ontario Regional Council Panel discussion.
Motion carried
Daniel
How to track
Marcel
Can create a document showing invites, who is willing to attend.
ACTION - Create document to track who is invited and travelling where. Coordinate with Judith to make sure it is published properly and properly translated.
Daniel
Was verbally invited to attend Yellowknife as regional rep
Enzo
Need to ensure that Thomas submits request for a TAN in order to get reimbursement.
Elizabeth
Clarification requested on if one person can go or if two people can go (president *and* regional rep).
Daniel
Unless otherwise indicated by PIPSC Financial department, can have two people go at once, as long as one is regional rep and the other is pres/VP/alternate
Norma
Only keep track of non-regional reps.
Marcel
Need to track so as to allow members to be aware of what their dues are covering. As well as to find out whether there are regions that are not taking advantage of the regional reps.
*****
Discussion held over the appropriateness of sending flowers and a card to VP Bittman over her recent absence.
Motion
Tarek to use SP Group funds to purchase and send a sympathy card to Shannon Bittman over her recent absence.
Motion passed
*****
SAC
Norma
Woman in Science project going forward. Conference call Tue Jan 23rd.
Discussing gender report and workshop recommendations from PIPSC AGM to come up with a plan going forward.
Michael
Comprehensive “Owners Manual” sent out.
Norma
Gave an update on SAC about women in science at the NCR subgroup AGM. Was well received by all, but a lot of pushback by older (40+) males.
Thomas
Look into getting someone at the SP Group AGM to speak to this.
Tarek
At Health Canada, 90% of senior management are women, men are not getting enough opportunities. Thinks there might be discrimination.
Suzelle
The ERO will want actual data and evidence before something is attempted.
Judith
For working group on consultation, will bring info offline if requested.
Marcel
Needs to bring it up to management as well.
Norma
Has established a new LMCC and plans on bringing it up at the next meeting.
Bylaws/SP Group Bylaws
(Secretary’s note - Combination of Standing Item *and* Separate Agenda item)
Norma
Sent the bylaws to translation, sent the translated copies out to the SP Exec.
Submitted the bylaws resolutions submitted by members to translation.
COntacted the members who submitted bylaws for the 2017 SP AGM to see if they wanted them re-submitted for the 2018 SP AGM. (Secretary’s note - This was done because of the problems with timing and communication with respect to ByLaw resolutions for 2017)
New Constitution has been vetted by BLPC.
Proposals from members have not been fully vetted. Some have, some have not. Was suggested by chair of Bylaws committee that we include the proposed bylaws resolutions (from members) in our notice of AGM.
SP Election
Daniel
Presented report
(Get from Daniel to include)
Suzelle
Is it a problem with IT?
Marcel
Have been assured by PIPSC there are no problems.
Enzo
Ensure that people indicate their status.
Marcel
Have been assured by PIPSC Elections committee that requiring indication of status is allowed.
Plan approved by show of hands
SP GROUP VISIBILITY ASSETS
Donald
Presented report on visibility items (Get from Email from Donald)
Thomas
Motion
Offer to every subgroup the opportunity to receive, being purchased by the SP Executive, a new vertical banner customized for each subgroup for a cost of approximately $200 plus taxes.
Motion carried
ACTION - Donald to mock up a vertical banner.
Mobilization committee
Tarek - Summarized terms of reference (attach as appendix)
Donald
Support of coordinator, however need to make sure there is focus as well as good relationships with Stewards, Communications, Branches, PIPSC National
Marcel
(Get comments from GDrive ToR)
Tarek
Not the work plan. More details will be included in work plan
Current mobilization focuses on stewards, this will also get people who are not stewards, in areas where there are no/few stewards.
This will allow focus on issues that are specific to SP Group.
Thomas
Not an easy task to develop a proposal for mobilization coordinator, let alone a committee. 3 previous mobilization coordinators. Difficulty is confusion between who is lead in each case by case need - Mobilization coordinator, Subgroup coordinator or chief steward. Needs to be clear in terms of reference on how the coordinator will interacting and assisting subgroup coordinator and/or chief steward in their mobilization efforts. Rather than focus on committee, focus on how coordinator will interface with SG coord and Chief Steward when they require assistance in mobilization.
Judith
Disagree with the budget. Not a constituent body, therefore would not have to report to the members in any way except for through the Exec. Problem with only requiring report for over $1000 expenditure.
Problem with lack of indication on how to ensure Quebec representation.
Donald
First draft. Not the intent for us to kill this draft.
This committee/coordinator needs to be subservient to subgroup coordinator/chief stewards.
Set $0 budget, and then request funds as required through subgroup, stewards, etc
Suzelle
Mobilization done on two levels.
General level and bargaining.
Most done (and most successful) mobilization happened around bargaining. Previous mobilization coordinators came from bargaining team.
Need to coordinate also with bargaining team and PIPSC mobilization committee. Need to make sure that what we are doing meshes with the PIPSC mobilization committee.
Enzo
Should perhaps be mobilization team as opposed to mobilization committee. DIfferentiates where the “marching orders” comes from. Better to have direction come from subgroup coordinator and/or Chief Steward and then have mobilization team do what is required for the implementation.
Norma
Agree with the comments.
Go to other groups (online) to see if there are mobilization coordinators or teams to see what they have in place. Use what they have done to speed up the development.
ACTION - Tarek (with help from Donald, Enzo, Elizabeth and Norma, availability permitting) to continue to develop terms of reference.
Thomas
Good to have a coordinator who, when the Stewards, subgroups, etc need to mobilize, is ready to step in to organize and do what is needed. Have the needs be identified by the other committees.
CLARIFICATION ON ELIGIBLE REIMBURSEMENTS
Nicole
Confusion over $100 for IT-related products (Secretary’s note, see minutes of May 26, 2017. included below:
- MOTION
- $100 per executive per year t purchase reasonable laptop accessories (for example: USB Key, mouse, adaptor cables)
- CARRIED).
Question over possible abuse because of a large increase in requests for reimbursement in december.
Question over the use of the $100 for consumables.
Not meant to be a recurring expense for things like printer ink, etc. Was meant for use in replacing cords, mice, etc.
Would have problems explaining annual $1300 expense to members at AGM.
Thomas
Not decision of treasurer, rather is decision of executive to allow these expenses.
Donald
People given portfolios with responsibilities of those portfolios. As past treasurer, he had inherent responsibility to ensure reimbursements are within the line of what was determined by the executive. Nicole, as treasurer, is responsible for ensuring the IT reimbursements are within the guidelines as established by the Executive as a whole.
Marcel
$100 not meant for consumables, for items like USB keys, power cords, mice, etc.
Tarek
Treasurer not supposed to be objecting or reconsidering decisions by the Executive. Executive members can go directly to PIPSC for reimbursement
Daniel
Nicole has the right and role with scrutinizing reimbursement requests.
Previous motion was unclear, perhaps go back and re-clarify the motion.
Nicole, as treasurer, is supposed to be second thought for requests.
Sushil
Previous motion very clear.
Shouldn’t be bringing morality into the decision when something is claimed.
Judith
People are reading it in different ways. Need more clarity.
Puzzled as to the timing, seemed curious. SP Exec should not be looking to spend it or use it.
Donald
Need to be very clear in motions to make sure it is very clear on what is permitted.
Thomas
Clarity of minutes is important. Need to make sure that if something is unclear it is clarified.
Tarek
What is purchased through this $100 is property of PIPSC/SP group, not personal property.
Doesn’t see why members would complain about spending this on items.
Elizabeth
Nicole has absolute right to refuse/question reimbursement expenses based on her interpretation of motions/financial rules.
No executive member should be coming out of pocket for acting as a member of the executive.
Nicole
Different between consumables and laptop accessories (as defined higher up in this discussion).
(Secretary’s note: Donald pointed out part of the PIPSC Financial policy on eligible reimbursements:
- Office supplies & administration expenses such as paper, pens, pencils, files folder, postage, staplers, ink cartridges, etc.
- Telecommunication expenses such as internet service, cell phone plans, etc)
Donald
Have a mention for a $35 for specific event. In case of circumstances not covered, bring up a motion up and request for specific reimbursement.
Norma
Rewrite the motion for the reimbursement, referring to the PIPSC policy.
Marcel
Need to differentiate between consumables and extraordinary expenses that only very rarely occur.
Thomas
Want to make sure we are not going against PIPSC policy. Want to bring forward clarity over the motion for the $100 reimbursement.
Donald
Delay to tomorrow to rewrite motion.
ACTION - Donald to write a draft motion for saturday meeting.
Tarek
If there is a PIPSC policy, no need to write motion.
If motion is unclear, clarify.
Motion
Executive committee to reimburse Tarek $120.32 for mouse and 2 TB external HD
Motion carried
Motion
Executive committee to reimburse Sushil $91.24 for wireless mouse
Motion carried
Intimidation of stewards at departmental level
Already discussed in the AM
Inviting Stewards from Regions to Bargaining Conferences
Already discussed in the AM
BARGAINING Survey
Suzelle
Responses compiled. Am in the process of analyzing the data.
Enzo
On last Conference Call, reference to holding bargaining conference in conjunction with the AGM.
Discuss if it is feasible. Set for 30 minutes at the AGM?
May be a good alternative in case there is expedited bargaining.
Thomas
Good chance to ask questions around the survey.
Should not replace a full bargaining conference.
BARGAINING TEAM CALL FOR INTEREST/SELECTION OF BARGAINING TEAM MEMBERS
Elizabeth
Sent out preliminary call for interest to executives by email (Include as appendix)
Daniel
Proposed process too process-oriented. Removes chance for Executive to have any control. No inclusion of negotiator in decision.
Enzo
Good in principle, but a bit too lengthy.
Process as indicated is unclear. No mention of upper limit of 7.
Need to include in letter that you must ID age, sex occupation and department as that is a large part of the selection criteria. The members should be very clear as to the selection criteria that are being used by the Executive Committee in the choosing.
Elizabeth
Not sure if we can ask sex/age.
Suzelle
CAnnot say “no people over 55”. But can ask age/sex when you say “committee must have a members covering a variety of ages and sex.”
Tarek
Can access age and sex through membership.
Passed motion at 2017 SP AGM requiring equity.
(Secretary’s note: Motion copied below:
Motion (from Tarek as noted previously)
Consider equity in composition of bargaining team.
Motion passed.)
Judith
Proposed process says only 2 Executive members. Bylaws require a majority.
Can creation of BT be done it time?
Thomas
Need to move fast. Current BT doing a lot of work. Need to make sure we get the best possible BT composition ASAP.
Need to consider discussing BT composition, but not at expense of creating a good BT
Marcel
Vote ranking not a good idea because it removes the possibility of the BT and the Executive from selecting people.
Daniel
What was presented goes beyond his understanding of what was asked. He understood that it would be BT Coord/Suzelle who would vet all the applicants.
Judith
This Executive has the power to make decisions up to the point that a new Executive is put in place.
Employer has also removed numerical rankings from hiring process.
Donald
Need to make it clear how 7 members on the BT was chosen.
Can word letter so as to make it clear why people are being asked for sex, age, location, employer, etc
Suzelle
Good discussion being held on the process.
Summarized principles:
Want a team that is as representative as possible.
Want to give a chance to all SP members to apply.
Want to explain why team limited at 7.
Want to explain the criteria that are used to select the team.
Want a team that can work together effectively.
Want criteria to transcend current executive.
Members need to know what we are looking for. Should not be looking up data they have not provided.
Who is making the decision at the end of the day?
Elizabeth
Was told decision for next bargaining team would be made by the next executive. If current executive wants to make decision for next bargaining team, not her understanding.
Put date of June 2018 as that is the earliest when the next Executive will be chosen.
How to effectively choose balance (exec/non-exec) when iit is not known yet who the available members of the executive will be.
Suzelle
Exec needs to think about transparency vs perception: Would it look self-serving if the Exec members are chosen first, and then the exec members might look like they are choosing people for the members position because they like them, not because they are best fit?
Enzo
Asked for early election so as to ensure that BT can be picked.
Nicole
Support Elizabeth’s document.
Bylaws say Executive picks external bargaining team members.
Wants to assess the members herself.
Norma
Seem to be back to the same discussion that was held previously.
Need to move forward. Get out this in a timely fashion.
If we want to rehash the process, look at the Bylaws.
Marcel
Bargaining Team (as picked by Exec) is given trust they will pick the right people for the BT members.
Use Call for elections template for the call for members.
Suzelle
In all processes, there is a step where people are eliminated.
Need to make sure that in the call for the names, the members have it clarified how the names will be picked/eliminated.
ACTION - Marcel and Suzelle to rewrite the Call for Election letter to be a call for interest to be a member of the Bargaining Team, in conjunction with the bylaws, and clearly indicating how the names will be vetted. Clearly indicate BT will be 7 people, 3 from outside executive, will adhere to certain criteria that will be used by Enzo and Suzelle to select the 3 external members in accordance with principles of equity and the most representation keeping in mind the requirement for 4 executive members. Process to be done on or around the 10th of April once the new SP Group Executive has been elected. The SP Group Executive will have final say as to the appointment of both the Executive non-executive members to the Bargaining Team.
Friday night adjourned at 1710 pm