UNION MANAGEMENT CONSULTATION COMMITTEE MEETING - 18 SEPTEMBER 2024

UNION MANAGEMENT CONSULTATION COMMITTEE MEETING - 18 SEPTEMBER 2024

 

 

14 Wing

PO Box 5000, Stn Main Greenwood, NS B0P 1N0

6007-6 (14 AMS CO AA)

Date – See Digital Signature

UNION MANAGEMENT CONSULTATION COMMITTEE MEETING HELD AT 1330 HRS 18 SEPTEMBER 2024

 

Chairperson: Col L.B. Vachon, WComd

Co-Chairperson: Scott Harrigan, UNDE Pres Attendees:

LCol Arsenault, CO 405 Sqn LCol McGeown, CO 14 MSS Maj Sponagle, CO Rep 14 AMS Maj Murray, A/DWComd

Maj MacSween, A/CO 415 Sqn Maj Smasac, A/CO 413 Sqn Maj Tagg, A/CO 404 Sqn

Maj McLellan, A/CO 14 OSS Maj Hocquard, DCO 14 MSS Maj van Oostrum, HR Coord

Capt Eberhardt, 26 CF H Svcs Centre Lt(N) Williams, OC 24 MP Flt

CWO Proulx, WCWO

K. Bennett, AA 24 MP Flt Alex Greenough, PIPSC Rep Kristine Veinotte, EAP Rep

Sabrina DeWolfe, ADM (HR Civ) ODM Rep (Halifax) Rebecca Pierce, UNDE Treasurer

Grant Tennant, Head Shop Stewart Wanda Wharton, UNDE

Secretary: Chantal Harding, 14 AMS CO AA


INTRODUCTION

1. The 14 WComd opened the meeting at 1330hrs and welcomed everyone. He introduced himself as the new 14 WComd and shared his career experience and background of his previous postings to Greenwood. The table of attendees then introduced themselves. Scott Harrigan welcomed everyone to the meeting and thanked them for their attendance.
    

REVIEW OF PREVIOUS MINUTES

2. MINUTES: Minutes of the previous meeting were not available for review.
    

OLD BUSINESS

3. Discussion Re- Contracting Out: UNDE Pres indicated that there have been questions raised about contracts at the Wing. Reports will be provided on local contracts. However, we need to know if there is a specific contract that they want touched on. Maj van Oostrum provided exactly what the requirements were, not so much the impact on workers, but that they are following the collective agreements. This includes any contractors working on the base.

 

REPORTS

4. ODM Dashboard: Presentation provided at Annex A. ODMG Rep stated that information comes in separately for Greenwood and Berwick and they are working to combine that information. They spoke about extended sick leave and injured on duty stats, and trends and observations. They then reminded everyone about the GC Workplace Access Portal within the HR RH App and that there are specialists who can be called for info sessions. There are currently 4 regional managers, 2 in Ottawa, 1 on the East coast, and 1 on the West coast, and they are hoping to have more coverage and support in the future. Currently they are in the process of staffing and hiring but there are a lot of vacancies. There is another consult program for DMA through D365 that can be used to schedule consults, however, it is not always reliable. The hope is with increased staffing and the online portal, it can help provide better support. The IOD team is available to support management on anything to do with claims management. Managers should contact Maj van Oostrum or Jen Wade for members who are off for more than 5 days, and they will help connect them with ODM. Managers can also reach out for info sessions through Maj van Oostrum or Jen Wade.

 

5. Professional Conduct & Culture Report: Presentation provided at Annex B. WPCCO Maj Backhouse did not attend. Maj van Oostrum went over their report. Maj Murray, the A/DWComd, stated that there is still funding available and to reach out for DAG events.

 

6. Employee Assistance Program Report: Presentation provided at Annex C. Kristine Veinotte spoke on the national stats which show where people require the most support and confirmed that the stats are regularly updated. There are still issues with EAP training, at this moment Kristine is the only fully trained member on the Wing. The training is not sufficient for members to be councillors, but to be the first line of contact to assist members in getting the support they need. The Homewood Health number, 1-800-663-1142, provided in the pamphlets, has a very quick response time. There is no cap on the number of sessions at this time, and it is available to dependants as well. The aim is for a counselling appointment within five days of reaching out. Which is a much smaller window than the current four to six-month call-back timeline for provincial support, with another four-six months until a member can be seen. WComd stressed for members to reach out for help and spoke of his own personal experiences of reaching out and receiving help and support. He stressed that if you see someone struggling offer to reach out on their behalf to initiate getting them help and support, both for the military side as well as civilian side. CF Map works just as well as Homewood health, they both have follow ups available online for convenience and are very helpful with scheduling around daily commitments. Promotional materials are available for managers to take back to their units and sections. Reach out to Kristine if you require support or more information, or if you would like Kristine to come into your units for PD days or briefings.

 

7. HRMC Report: Presentation provided at Annex D. Combo of funding throughout plan. Each position is reflected in the pressure. Maj van Oostrum covered the numbers for staffing completed, pending, and casual 90 days. Update provided on the 404 SIM positions, pilot is done, working the FE, ACSO and AESOP still to go. There has been some success with Div Op funding and this year was a great success with 6 student placements. It is a great opportunity for students, exposing them to working for the public service, and hopefully encouraging them to join the public service or military in the future.

 

NEW BUSINESS

8. Classifications (Positions/ Recertification): Cycle review for positions had been done every 5 years, it was just completed 2 years ago. It will be done again this year, as it would be ideal to do every 1-2 years and every 5 years cyclical done and sent. Maj van Oostrum is looking for the job descriptions to review and ensure that they are current. Then all positions and job descriptions will be put together and the list sent to supervisors. If employees have any issues or concerns with their job description, they need to bring it up with their manager. The job description will then be sent to a classification officer for review and a report will be provided to the employee. Managers are not authorized to assign work from a higher classification level. If a manager has assigned work from a higher pay level, the first step is to remove the duties before reclassification is to be considered. It is the managers responsibility to ensure their civilians are working withing their job descriptions. This concept has appeared different to military, but we need to ensure it’s happening. If you’re unsure look at the job description for the next level up and ensure you are not assigning work that is listed there. Talent management is a unique case, contact Maj van Oostrum or Jen Wade for specific cases. If a civilian is acting in place of a military member over 2 days a position would need to be created.
    
9. Staffing Procedures – Hiring Pool/ National Pool: The National pool exists as an external pool. When you apply for one of the National pools and qualify to have your name added you will get an email advising you that you have met the basic requirements. Managers can then go into these pools with a specific list of requirements they are looking for. This could mean that even though someone qualifies with the basic requirements, they may not meet the additional requirements. Just because a member qualifies for a national level pool does not mean that they will qualify for a position however based off the specific requirements that managers have indicated. If a national pool is in existence, they will not support a local pool being created. Veterans and priority hires still need to be considered. Non advertised means not hiring from a pool (students, reclassification, Mil Spouse employment initiative) and requires a process as to how we will hire the candidate, and then priority check. Priority checks are not limited to DND, they include all public service. When managers are looking to hire, they are always first referred to a national pool to see if qualified candidates exist within the pool. How often pools are created depends on national, and what pools are open at that level. They appear to be active for 2-3 years, if a pool is emptied then a new pool will be run. If a pool is expired, you can still hire someone that was in the expired pool but then it would be considered a non advertised hire. Non advertised can not be advertised, it is a complex process, working with a staffing advertiser the whole time, then pick a candidate, assess the candidate, if they are a good fit then proceed with the hiring process, if not then you would move onto the next candidate. Backfilling a position that is left empty due to a member being off long term can be done with a term employee. This could mean that if the incumbent of the position doesn’t return that term could be offered an indeterminate to fill that position permanently, and it wouldn’t need to be advertised.

 

10. Units – Mini UMCC: Currently 26 Health Services and 14 MSS have some sections that hold mini UMCC meetings. 14 MSS and D/WComd are the two units who stand out as they have the most civilian presence and could potentially benefit from holding a mini UMCC. Chad Lacoste would like to know if units do establish a mini UMCC within their own separate units. CO 14 MSS does not see an issue with that.

 

ITEMS FROM THE FLOOR

11. Scott Harrigan asked Maj van Oostrum to clarify deployments. Deployments are at level moves from one position to another. A temporary increase in level would be an assignment. Different rules apply to deployments as no priority check is required with it being a move from one position to another at the same level. There are 2 types of staffing, simple and complex, deployments through e- staffing are simple.

 

12. Scott Harrigan asked Maj van Oostrum about non-advertised positions. Has the Statement of Merit Criteria (SOMC) been sent to hiring. Maj van Oostrum responded that no, they are two very different things. Job titles may be the same, but SOMC can set their own specific job description for a given position.

Classification officers don’t deal with Wing SOMC. SOMC is the criteria/ screening out for jobs, you can’t remove something to make it work for one person. SOMC outlines what you need for a position, while the job description doesn’t need to be the same. A talent management plan helps people develop skills for the next level.

 

13. Scott Harrigan statement provided and copied. “The membership of UNDE Local 80403, is generally feeling that there is a lack of transparency and fairness in how we are hiring civilian employees at 14 Wing Greenwood. Most people we have spoken to in the community have expressed that unless they know somebody or have a relative working here already, that the odds are stacked against them for being considered for a position.” Maj van Oostrum responded s that 14 Wing follows the rules set up in the PS employment act. When doing non- advertised hires, they ensure to follow every step of the process. Scott Harrigan responded with the question “are we still hiring within?”. Maj van Oostrum responded that just because a position is advertised internally, it doesn’t mean a public service employee is going to get it. It is open to the military and veterans as well. If someone from those groups applies, the position would go to them if they were qualified and meet the requirements. Accommodations that members have are not transparent, as that would expose the individuals.

 

14. UNDE Question. How can management help individuals to report health and safety issues if the have a fear of reprisal. Response, treat health and safety issues like any other issue that is being reported. WCWO replied, there is a DAOD for reporting health and safety issues and it must be followed. WComd replied that we need to be transparent. We need to do what is best for the CAF/DND community and the individuals. Everyone needs to feel safe coming forward with issues, that message of not being able to speak up goes back to community, we need to work together, talk about what happened, and fix it. We don’t want to appear to have the mentality of not caring or supporting our members. Coming to work should be a safe environment.

 

15. WComd reminded everyone that if something good happens, or they witness someone doing something good, to bring it up, don’t wait. Let’s get the acknowledgment and recognition for our deserving members.
     
16. Date of Next Meeting - January 2025
     
17. Adjournment – Meeting was adjourned at 1526hrs.

Date: 2025.02.20

09:32:37

 

Digitally signed by HARRIGAN, LEONARD 050

Digitally signed by HARDING, CHANTAL 257

-04'00'

050

Date: 2025.02.13

11:21:25 -04'00'

257

Date: 2025.02.13

10:38:59 -04'00'

L.B. Vachon S. Harrigan C.N.M. Harding

Colonel UNDE President Civ

WComd Chairperson Recording Secretary

568-5201 568-5396 568-3260

 

Distribution List Action

All members Information 14 Wing/COs

1 Cdn Air Div HQ/A1 Civ Mgt

Brendalee Blaney

Union of National Defence Employees Ottawa ON (via email blaneyb@unde.org)

 

Craig Smith

Regional Vice President Union of National Defence Employees Halifax NS (via email vp.ns@unde.org)

 

Donna Davis

Professional Institute of Public Service of Canada (PIPSC) Halifax NS (via email ddavis@pipsc.ca)

Annex A

6007_6 (14 AMS CO AA)

Office of Disability Management Slide
 

Annex B

6007_6 (14 AMS CO AA)

 

Wing Culture Evolution Coordinator Report (Formally PCCO) 
Maj Backhouse 18 Sep 2024

 

Harassment

No training conducted or future plans announced.

 

Employment Equity and Diversity general

Due to APS, there are a number of changes to Champions, and Co-Champions.

We are still looking for a Civilian Co-chair for the DVMAG. Contact Sgt Mackenzie (568- 3339)

All DAGs visible during Wing Welcome REXPO with members available at a display table to answer any questions.

 

Defence Indigenous Advisory Group

Preparations underway for 30 Sep. Advertising on Wing splash page.

 

Defence Advisory Group Persons with Disabilities

Nothing to report.

 

Defence Woman’s Advisory Organization

Nothing to report.

 

Defence Visible Minority Advisory Group

Emancipation Day 01 Aug, Pan African Flag raised at main entrance with the Champion, LCol Travis, speaking of the importance of the day.

 

Defence Team Pride Advisory Organization

Pride flag raised for the month of June. 14 Wg Defence Team members participated in the events in Kentville, Bridgewater, and Annapolis Royal parades.

 

Additional Notes

Due to lack of attendees, transportation was not provided for Halifax Pride or Multi Fest. Going forward, earlier advertising for such events during the busy summer period could assist in members planning to attend.
 

Still looking for ideas on how to promote the DAGs and EE&D. Funding is available for online courses and guest speakers. Forward ideas to Maj Backhouse.

Annex C

6007_6 (14 AMS CO AA)

 

EAP Report UMCC - September 2024

1. Local Stats:

01 Feb – 31 Aug 2024: Total Visits: 6

1 – Mental/Emotional Health (Anxiety)

2 – Work-Related (Workload)

2 – Family Related (Problems/Conflicts with Spouse/Partner) 1 – Grief/Loss

 

2. National Stats:

The top 5 Primary presenting issues:

• 46.9% Psychological
• 12.5% Marital/Relationship

3. RA Recruitment:

The Living Works Start (replacing ASIST) contract has been approved and our program support officer will be reaching out to in-training Pas will be course loaded this month. 14 Wing’s 2 recruits will be fully trained and qualified as active Peer Advisors.

 

4. EAP Atlantic:

The EAP Program Coordinator – Atlantic Region position has been filled by Dana deRoode. Peer Advisor meetings continue to be held Quarterly via Teams.

 

5. Homewood Health:

Feedback on Homewood Health’s services, via their 1-800# and online/Ap support has been extremely favourable.

 

Respectably Submitted by Kristine Veinotte, EAP Peer Advisor

Annex D

6007_6 (14 AMS CO AA)

HRMC Report for UMCC – September 2024

 

Funding

 

FY 23/24 – Spent $11.5M* included retro and CA settlements

FY 24/25 – Allocation 10.9M ($9,047,850 Baseline + $591,936 Div Op).

 

Staffing

 

Completed since January 2024 (last UMCC – 75) Indeterminate – 11

Deployments – 5

Priority - 2

Seasonal Indeterminate – 1 Seasonal Indeterminate Recalls - 7 Terms – 10

Term Extensions - 9 Casual – 23

Students – 6

Reclassification - 1

 

Pending Indeterminate – 5

Term – 2

Reclass – 1

Acting - 1

 

Current Vacancies (Indeterminate) – 3

Upcoming Vacancies (employee has submitted resignation/retirement paperwork to CoC) - 2

 

The Wing utilizes the full range of staffing mechanisms to fill vacancies as is deemed appropriate for each specific position. These include priority, accommodation, internal and external advertised and non-advertised processes, deployments and other PS hiring initiatives (Military Spousal Employment Initiative, Student/Bridging, Employment Equity). HR requires that the hiring managers look for suitable candidates through all other sources before approving the creation of a new pool. 14 Wing employees should continue to apply for National Pools.

 

Wherever possible the Wing backfills positions where there is a long-term LWOP situation with casuals or terms.

 

Classification

 

One position under review. Review/Update of 404 Sim position JDs

 

D- 1/1