AFS - Minutes of the 2018 AFS Group AGM
THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA
AUDIT, FINANCIAL AND SCIENTIFIC (AFS) GROUP
ANNUAL GENERAL MEETING
JUNE 9, 2018 - 9:00 A.M. to 4:30 P.M.
LORD ELGIN HOTEL, OTTAWA, ONTARIO
- Call to Order
Doug Mason, President of the AFS Group, opened the meeting by welcoming all the observers and delegates. Chris Roach will be the AGM parliamentarian.
Rules of Procedure
- A review of the rules of procedure was done.
- It was indicated that only AFS AGM delegates can vote on the resolutions.
- Approval of the Agenda
Motion 1: Micheal Hartry moved and Al Ravjiani seconded that the agenda by approved as presented. Carried.
- Moment of Silence
To recognize our AFS members that have passed away.
- AFS Elections Report
Chris Roach provided his elections report. He noted that the PIPSC National Elections Committee handled the election with Chris as AFS Elections Committee Chair as the liaison between the Group and PIPSC.
Successful candidate from 2018 AFS national elections was announced:
- AFS President: Doug Mason
Ballots Cast – 2372
Spoiled Ballots – 8
Doug Mason – 1378
Carmine Paglia – 518
Frank Wong – 468
Motion 2: Chris Roach moved and Mark Muench seconded that the elections report be accepted as presented.
Carried.
- AFS President's Annual Report
Doug Mason provided his president's report to the delegates. Doug welcomed everyone to the AGM. Delegates were encouraged to engage in vigorous debate while respecting their colleagues.
Doug noted the issues with Phoenix and was proud that the AFS Group was taking the lead to provide a replacement system for the Public Service.
Doug stated that he will continue to lead the fight against the forced relocation of AFS members. The work is not done in Toronto and our Quebec colleagues are now threatened with a potential takeover by the provincial government that among other things pays their professional workers less. Wherever our members face forced relocation, we will fight for them. He will also continue to work to protect AFS workload and opportunities for promotion and lobby for a pay system that pays our members on time and correctly.
Doug will advocate for AFS concerns on the PIPSC Advisory Council and with PIPSC leadership. The AFS Group is an important part of PIPSC and we can and should leverage our position within PIPSC to the benefit of our AFS members.
Doug provided an update on the upcoming round of bargaining and noted the work currently completed in bargaining preparation and when the Group plans to provide notice to bargain. He noted the work so far including the signing and implementation of the last collective agreement, the recent bargaining survey, prioritizing of issues and finalizing of demands. Doug expects to serve notice to bargain to the Employer in August.
Doug noted some current consultation issues such as staffing system redesign, discipline investigations, harassment and violence in the workplace and classification review. Members of the Group Executive are currently working on these important issues.
Doug spoke about several grievances including the Group’s wins on personal leave, and the Delios and Fehr cases. The lesson from these cases is that our members need to file individual grievances to ensure that their rights are protected should we win challenges to management’s interpretation of our contractual rights. He also spoke about the current LIA grievances that are being filed by our members.
Chris Roach was presented with a well-deserved PIPSC Citation award for his service to the AFS Group and PIPSC. Chris has been AFS Atlantic Regional Rep since 2006, AFS Group Vice President since 2012, has represented members on grievances at the first, second and third levels. He has also represented his members in consultation at the regional and national levels. Chris serves as parliamentarian at all AFS Group meetings including this meeting today. He serves as the Chair of the AFS Group’s bylaw committee as well as several other Group committees. Chis is also the Advisory Council Chair and presides over Advisory Council meetings. Passionate yet controlled, respected yet strong, Chris is a mentor, valued colleague and true friend to the AFS Group and to the Institute.
- Bargaining Preparation
JP Leduc provided a detailed update in regards to the Group’s bargaining preparation. Noted that he has dates circled on his calendar as to when we plan to provide notice to bargain and timelines for tentative bargaining dates. His current plan is to provide notice to bargain to the Employer in late August.
He spoke about the previous round and why the Group waited for a deal. We could have received a deal in 2015 but that would have been for 0.5% a year and the loss of the sick leave protection.
JP also noted that due to the current legislation the Agency is “tied to the hip” with Treasury Board. The Agency receives their mandate from the Treasury Board. Any changes to the mandate must come from the Treasury Board which leads to some lengthy delays.
JP spoke about the Essential Service review process. There were a couple of positions that the Employer tried to bring after the previous review was completed that will need to be reviewed for the next process.
Regarding the MOU on classifications that was a win for the Group from the last round of bargaining JP noted that the process of reviewing the classifications has begun and the process will run parallel to the next round of bargaining. A review of the AC classification has been completed. The FI review has begun however the work began around the same timeframe as the Group’s press release of a replacement for Phoenix. The Agency retaliated by not allowing the Group to consult with our FI members. The issue had to be brought up at the recent NUMCC to have the process to restart and have access to those FI members. JP also noted that the classification review process is lengthy and won’t be completed by the time the federal election is called in 2019.
- PIPSC Presidential Address
PIPSC President Debi Daviau addressed the AFS AGM.
She spoke about the ongoing Phoenix problems. Some 50% of PIPSC resources are unfortunately dedicated to Phoenix issues.
For negotiations, she noted that the AFS Group obtained some of the highest gains in the public service. She stated that she was very proud of the AFS Bargaining Team during the last round of bargaining. It is not easy bargaining for a group that has multiple classifications to stick together in the face of an employer who wants to divide and conquer.
From relationships made through bargaining Debi noted that those relationships have been beneficial for additional issues like GTA Modernization and Phoenix.
She recalled attending the recent NUMCC with the AFS Consultation Team unannounced. The Agency’s labour relations staff were in a panic when she arrived. During the meeting she grilled the Management team on CAS as a replacement for Phoenix. She stated that we have a proposal that is being worked on that when completed the Agency would not be able to refuse.
She spoke about meeting with local MPs in Ottawa who are in ridings with a high population of public servants to discuss Phoenix and how negatively their constituents are being affected and push that the Phoenix replacement proposal be accepted and convince the Treasury Board to accept it.
In regards to the PIPSC National Building Debi announced two bids for tenants. One is a 10-year lease and the other a 5-year lease. PIPSC is currently working with PSPC to determine if PIPSC has the space capacity to accept the two bids. She stated that we expect to have a tenant in the PIPSC office starting in 2020.
- Approval of 2017 AFS AGM Minutes
Manny Costain presented the 2017 AFS AGM minutes.
Motion 3: Dan Jones moved and Phil Choo seconded that the 2017 AGM minutes be accepted as presented.
Carried
- Business Arising from the Minutes
Chris noted that the bylaw amendments passed last year were approved by the Board and are now part of the AFS bylaws. He also noted that no resolutions that came to the AFS AGM last year required submission to the PIPSC AGM.
- Auditors Report
Gilbert Begin presented his auditor’s report to the AFS AGM.
Motion 4: Tim Azab moved and Paul Andres seconded that the Gilbert Begin’s auditor report be accepted as presented.
Carried
- AFS Financial Statements and Budget
Shawn Gillis presented the AFS Financial Statements and Budget.
Motion 5: Shawn Gillis moved and Al Ravjiani seconded that the AFS 2017 Financial Statements be approved as presented.
Carried
Motion 6: Shawn Gillis moved and Steve Parent seconded that the 2019 AFS Budget be approved as presented.
Carried
- Resolutions
Motion 7: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 1. Carried
6.10.19.5 Consultation Representatives / Teams
6.10.19.5.1 Consultations that impact only on a particular classification shall be done by member(s) of that classification, where it is feasible.
Renumber 6.10.19.5.1 Consultation Representatives shall be stewards.
6.10.19.5.3 Consultation Representatives/teams work with the appropriate regional Representative.
Motion 8: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 2. Defeated
8.1 Annual General Meeting
8.1.1 The Annual General Meeting of the Group is its governing body, except that it has no jurisdiction in the following areas:
- the ratification or rejection of contract
- choice of method for dispute resolution in collective bargaining
- the selection of members of the Group executive
- the selection of members of the Bargaining Committee or Negotiating team
composition of the CS positions on the Group Executive
Motion 9: Robert moved and Shawn Gillis seconded bylaw amendment 3. Carried
Bylaw 12 context and gender
DELETE –
In this Constitution and By-Laws, expressions in the masculine or feminine gender, in plural or in singular, may be substituted to give effect to the true meaning of the Constitution and By-Laws.
New –
In this Constitution and By-Laws, expressions in any gender shall include all genders, in plural or in singular, may be substituted to give effect to the true meaning of the Constitution and By-Laws.
Motion 10: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 4. Carried
Bylaw 14 Referenda
14.1 A resolution shall be put to the members for a vote if five percent (5%) of the members in each of the six (6) Regions so request.
14.2 A resolution is binding on the Group Executive if passed by a majority of the members voting by mail.
Motion 11: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 5. Carried
Bylaw 17 Regions
17.1.1 Ontario Region - includes those locations that are deemed to be part of the Ontario and National Capital Region including the Ottawa TSO and excludes the Greater Toronto Area, Mississauga, Outaouais, NCR IT Region and Headquarters.
17.1.2 Toronto Region - Greater Toronto Area and Mississauga.
17.1.3 Québec Region includes those locations that are identified as part of the Québec Region plus the Outaouais TSO and excludes NCR IT Region and Headquarters.
17.1.4 Headquarters Region includes those locations that are identified as part of the Headquarters of the Agency excluding the NCR IT Region.
17.1.5 NCR IT Region includes locations in the NCR occupied by members who work in the Information Technology Branch (ITB) and the Ottawa Technology Centre and the Ottawa Taxation Centre.
Motion 12: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 6. Carried
R6.10.18.5 Consultation
R6.10.18.5.1 The elected AFS Regional Representative is the primary person responsible for consultation at a regional level. It is not always feasible to invite advisors to informal consultation but major components of the Group and Region will be invited to formal Regional Union/Management consultation as advisors to assist the Regional Rep in determining the impact of items on the membership.
R6.10.18.5.2 AU and CS will normally be considered to be major components of the Group or Region.
Motion 13: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 7. Carried
R17 - REGIONS
R17.1.1 Ontario Region - includes those locations that are deemed to be part of the Ontario and National Capital Region including the Ottawa TSO and excludes the Greater Toronto Area, Mississauga, Outaouais, NCR IT Region and Headquarters.
R17.1.2 Toronto Region - Greater Toronto Area and Mississauga.
R17.1.3 Québec Region includes those locations that are identified as part of the Québec Region plus the Outaouais TSO and excludes NCR IT Region and Headquarters.
R17.1.4 Headquarters Region includes those locations that are identified as part of the Headquarters of the Agency excluding the NCR IT Region.
R17.1.5 NCR IT Region includes locations in the NCR occupied by members who work in the Information Technology Branch (ITB) and the Ottawa Technology Centre and the Ottawa Taxation Centre.
Motion 14: Robert Trudeau moved and Shawn Gillis seconded bylaw amendment 8. Carried
Therefore be it resolved that regulation R6.10.18.5.3 be amended as follows:
Regional IT specific issues will normally be dealt with through an IT representation structure. The IT representation structure will be composed of:
IT Regional Stewards at the local level
IT Regional Zone Presidents
IT Regional Presidents
CS Regional Representative
CS National Consultation Representative
The IT Regional Zone Presidents and the IT Regional President positions will normally be held by IT Stewards who are elected by IT Regional Stewards in their area of responsibility. Elections will be held in the Atlantic, Ontario and Prairie Regions in the year prior to the CS Regional Representative election. Elections will be held in the Quebec and BC/Yukon Regions in the year after the CS Regional Representative election. The term of office for each IT Regional President shall be three (3) years.
Bylaw amendments 9 and 10 are withdrawn.
Motion 15: Brian Hassall and Susan Amog-Hassall seconded resolution 1. Carried
Therefore, be it resolved that the AFS Group support the following resolution to the PIPSC AGM.
Therefore, be it resolved that the annual allowance for subgroups and branches be revised as follows:
Sub-Groups and Branches will receive the greater between the following options:
Option 1 - Base amount of $750, plus $13.00 per member per year for the first 1,000 members and $4.00 per member per year in excess of 1,000 members
Option 2 - $10.00 per member per year for the first 2,000 members and $8.00 per member per year if there are more than 2,000 members.
Motion 16: Frank Wong moved and Nivin Fouad seconded resolution 2. Defeated
Therefore, be it resolved, that the AFS Annual General Meeting direct the AFS Executive to sponsor the following resolution (including the preamble) at the 2018 PIPSC Annual General Meeting:
Therefore, be it resolved that the Institute reimburses time and travel costs to the member(s) under investigation for alleged misconduct,
And, further that, the full costing (including salaries of participants and Institute staff as they relate to the Institute’s processes for alleged misconduct investigations, travel, and office rent) be maintained.
Estimated costing: Dependent on number of investigations for alleged misconduct.
Motion 16: Frank Wong moved and Nivin Fouad seconded resolution 3. Out of Order
Therefore, be it resolved, that the AFS Annual General Meeting direct the AFS Executive to sponsor the following resolution (including the preamble) at the 2018 PIPSC Annual General Meeting:
Therefore, be it resolved that the Institute offer internal representation and/or counseling resources to the member(s) under investigation for alleged misconduct,
And, further that, the full costing (including salaries of participants and Institute staff as they relate to the Institute’s processes for conflict resolution and/or alleged misconduct investigations, travel, and office rent) be maintained.
Estimated Costing: Estimated: Part time Employment Relations Officer, reporting directly to the Advisory Council, $50,000.
Motion 17: Frank Wong moved and Nivin Fouad seconded resolution 4. Defeated
Therefore, be it resolved, that the AFS Annual General Meeting direct the AFS Executive to sponsor the following resolution (including the preamble) at the 2018 PIPSC Annual General Meeting:
Therefore, be it resolved that the Institute provide the Board of Directors with any document pertaining to the administration of the Institute for review when requested by any member of the Board of Directors.
Motion 18: Chris Roach moved and seconded late resolution 1. Carried as amended
Therefore be it resolved that the AFS Group sponsor the following resolution to the PIPSC AGM.
Whereas the PIPSC AGM is defined as the supreme governing body of the institute
And
Whereas individuals or constituent bodies that submit Policy resolutions on time have an expectation their item will be dealt with, unfortunately, the last several years have shown us that many of these resolutions die on the order paper or get referred for consideration,
Therefore, be it resolved the following change be incorporated into the PIPSC Bylaws.
(NEW) 13.1.4.3.3 At the conclusion of the PIPSC Annual General Meeting, any policy resolutions, that were received on time, but not dealt with at that meeting, be referred to a special meeting comprised of the membership of the Advisory Council and the Board of Directors.
Policy resolutions referred will be deemed to have been moved and seconded.
Movers of the original motion will not be invited but may select a member of the advisory council or Board of Directors to speak on behalf of their motion.
Motion 19: Chris Roach moved and Shawn Gillis seconded an amendment to remove the word “general” in the proposed bylaw.
Motion 20: Steve Parent moved and Al Ravjiani seconded late resolution 2. Carried
Whereas members of the Board of Directors of a union must know the work environment of their members;
Be it resolved that:
22.2.3 Retired members are not allowed to begin a new term, but they may complete their current term.
Motion 21: Frank Wong and Sheldon Choo seconded late resolution 3. Carried
Be it resolved that the following new By-Law be adopted
20.2.1 Portfolios The President shall assign to each Vice-President one of the following portfolios annually
1. Finance
2. Negotiations
3. Consultation
4. Canada Labour Congress and Recruitment
Motion 22: Frank Wong moved and Sheldon Choo seconded late resolution 4. Defeated
Be it resolved that where assistance is required in matters of interpretation of PIPSC bylaws and policies, the matters be referred first to the Bylaws Committee
And be it further resolved that new bylaw 17.2.2.1 be enacted as follows
17.2.2.1 Interpretation of Institute By-laws, Regulations and Policies
When the Board of Directors requires assistance in interpreting Institute By-laws, Regulations and Policies, the matters shall be referred first to the By-Laws and Policies Committee.
Motion 23: John Wong moved and Phil Choo seconded late resolution 5. Out of order
Therefore, be it resolved, that the AFS Annual General Meeting directs the AFS Executive to sponsor the following resolution (including the preamble) at the 2018 PIPSC Annual General Meeting:
Therefore, be it resolved that the Institute pays 8% of salary to a retired member occupying a paid position other than a staff position of the Institute.
- Executive and Committee Reports
Executive Reports
Atlantic Regional Representative Chris Roach
Québec Regional Representative Steve Parent
Ontario Regional Representative Doug Mason
Headquarters Regional Representative Brian Hassall
NCR-IT Regional Representative Allaudin Alibhai
Toronto Regional Representative Alnashir Ravjiani
Prairie/NWT Regional Representative Robert Trudeau
BC/Yukon Regional Representative Phil Choo
CS Regional Representative Manny Costain
CS National Consultation Representative Mark Muench
Al Ravjiani provided a verbal update on his Toronto Region report including anticipated TSO relocations.
Motion 24: Dan Jones moved and Chris Tyszkiewicz seconded that the Executive reports be accepted as presented.
Carried
Committee Reports
Conflict Resolution Allaudin Alibhai
Chief Steward Report Phil Choo
Elections Chris Roach
Employee Assistance Program Allaudin Alibhai
Employment Equity & Diversity Alnashir Ravjiani
Health & Safety Doug Mason
Membership Phil Choo
Official Languages Steve Parent
Performance Management Shawn Gillis
Public Service Employee Survey Alnashir Ravjiani
Essential Services Chris Roach
Stewards Phil Choo
Strategic Bargaining Support Robert Trudeau
Classification Committee Robert Trudeau
Union Management Approach Chris Roach
Work Force Adjustment Doug Mason
Employee Work/Life Balance Phil Choo
Chris Roach provided a verbal report on Union Management Approach. Pilots for the new face to face training will be held in Quebec City and Winnipeg. Chris also provided a verbal update on Workload. We need examples to take to PIPSC to build our legal challenge and we can’t do it without examples which should be sent to Chris.
Motion 25: Micheal Hartry moved and Manny Costain seconded that the Committee reports be accepted as presented.
Carried
- Other Business
Frank Wong asked for clarification regarding discussions held during the Sub Group Presidents meeting while in closed session. It was noted that no discussions can take place outside of the meeting.
Peter Gilkinson spoke regarding restructuring fatigue in the offices across Ontario. Employees are tired of constant changes.
Micheal Hartry spoke about the classification reform and noted that the exercise will take a couple of years.
Chris Tyszkiewicz asked about an update on the Public Service Health Care Plan. Doug noted that the plan is not negotiated by the group but rather the National Joint Council. Concerns sent to Doug will be shared with the PIPSC negotiators.
- Adjournment
Motion 26 : Brian Hassall moved the motion to adjourn. Carried