Canadian Forces Health Services
OPI - Mary Chamberlain
REPORT OF CFHS UMCC
Mary Chamberlain, UNDE EVP, opened the March 3, 2011 meeting with a round of introductions and welcomed new committee members.
Agenda (attached).As amended, was accepted.
Approval of Minutes (September 28, 2010 attached). The committee members agreed that the minutes had been shared with all committee members for input prior to finalizing. As such, the minutes were accepted as presented.
Status Report of the Review of the Excluded AS Positions and Second Level Grievance Processes.
UNDE EVP asked for clarification on the contents of the document recently received identifying delegated grievance officers in CFHS, asking if the list is the current delegated greivance officers or the results of the UNDE requested review? HR advised that the list reflects the information received from the various clinics, it is not the results of the review.
In response UNDE EVP reminded the committee members of UNDE’s original request and the previous COS’ commitment that a review of the excluded AS 5 Manager positions in the clinics would be conducted for reasonableness and, where it made sense, the position might be returned to the bargaining group. Col Weger, CFHS COS, stated that somewhere in the transition to the new HR and the new COS, the original intent of the review got lost. Now that the intent is understood, a review will be done.
UNDE EVP identifited that the list received shows [in some instances] the same person as the 1st and 2nd level grievance officer. PIPSC challenged the accuracy of the information based on their knowledge of some worksites. CFHS COS confirmed that two grievance levels in the medical clinics is supported and agreed that there should be two different persons delegated the responsibility; COS agreed that the CO should not be hearing the grievance at 1st and 2nd level).LCol Goheen,CO 1 Dent Unit, stated that the handling of grievances in the dental clinics will remain as is (1st level in the clinic, 2nd level at CFHS Ottawa). UNDE EVP advised that having two levels in the clinics would allow CFHS to address their own workplace issues in-house and at the lowest level possible.However, UNDE EVP also stated that UNDE’s support for two levels should not be interpreted to mean that UNDE will agree to the exclusion of more AS 5 Managers. UNDE believes that the military managers should be held accountable for the decisions made in the workplaces but that delegations should be appropriate and reasonable.
UNDE EVP also raised a concern that it was recently observed that when a 1st level delegated grievance officer has been away from the office for a period of time the position was not been backfilled and, as a result, the 2nd level grievance officer has heard the grievance; the local is subsequently advised when they attempt to transmit to 2nd level that 1st level was waived; and when received, the grievance response indicates a 2nd level greivance response. UNDE reminded CFHS that a waiver of any level of the grievance process must be by mutual consent.
Civilian Practice Leader.COS advised that following the previous UMCC a request was sent out seeking locations where Practice Leaders are employed; no sites responded. The committee was reminded that this is a responsibility typically assigned to a senior military medical practitioner, the problem is that some civilian employees have been assigned or taken on the responsibilities with no comparable WD to address the additional responsibilities. PIPSC advised that there is a Practice Leader employed in Mental Health in Esquimalt.Further examination of the issue is needed. It was also agreed that the subject would be retitled “Practice Leaders” because the responsibility can be assigned at any level of the organization and assigned duties that dictate the classification level not the location.
Budget. The COS advised that all resources required to support health services was included in the business plan that was put forwarded, this included the SWE required to fund all established public service positions.
COS reminded the committee of the recent strategic review, results are pending review and approval. And also, the 5% claw back imposed by the DM. COS added that if CFHS receives everything they have requested, there should be no impact on established positions.
COS advised that the Workforce Management Board (ADM HR Civ et al) has met twice. He further advised there are three levels in the workforce management process for Health Services: (1) CFHS; (2) CMP; and (3) Workforce Management Board. COS advised that as a result of his role at the CMP level, he will represent CMP at the Workforce Management Board.
UNDE EVP asked how much influence the requesting manager has in staffing their organizations adding that you would think that the requesting organization would know better than others what resources they would require to provide the services they provide.
UNDE EVP raised a concern that military personnel are performing civilian functions, UNDE members believe that military personnel are acting in civilian jobs. COS stated that military personnel do no act in civilian positions, however, he is aware of where some military personnel are being used to augment the section until the staffing process is complete. COS cited the same examples in the NCR that UNDE had raised in another forum and confirmed that staffing processes have started or will be started to hire public service workers into these positions.
PIPSC asked for a copy of the CFHS Human Resources Plan; HR will follow up secretarially. COS stated that the TB classification and salaries are still a deterent to people applying and accepting public service positions, especially when Calian offers more. PIPSC raised various known vacancies; COS confirmed those that will be staffed and those that were not supported and that Calian will bridge the gaps until the staffing process has been completed. In response to UNDE’s question that Calian nurses are performing the duties of Clinic Clerks, the COS stated that this should not be occuring (the location was provided by UNDE). PIPSC stated that there has to be transparency in the staffing process.
Concern was raised with regards to people being expected to do more with less when positions are not backfilled. UNDE EVP stated that employees will assume responsibility knowing what functions need to be done in the clinics but that there is no entitlement to acting pay unless the duties have been assigned to them. And that there is a work description process that must be followed when new duties are assigned to a position. UNDE is aware of people being asked to cover off more than one position but only being paid for one.
At PIPSC’s request, HR will confirm if the CFHS Employment Equity Plan is included in the Human Resources Plan.
Professional Develppment. PIPSC stated that career development is covered in their collective agreement; PIPSC stated that there is no transparency in regards to who or why some people receive training and others don’t. PLPs are just a tick in the box that a manager can say that all their employees complied but nothing ever comes from the PLP requested training. PIPSC suggested that there should be a selection critieria.In response the COS advised that the CF is cutting back on military professional development also focussing on licencing which is a job requirement. The committee members discussed various options of learning/training available to employees, DND’s civilian scholarship program (DAOD 5031-53, Civilian Personnel Education Support Program), Civilian Continuous Learning and Professional Development (DAOD 5031-50).
Credentials and Professional Dues. PIPSC stated that it is taking up to four to six months for employees to be reimbursed. COS stated that he was aware of an issue in the past but that once authorization was received from the DM, that authorization stands until the DM changes so there should not be a delay. CO 1 Dent Unit stated that he believed an advance could be issued but that proof of licencing requirement and payment is needed before reimbursement can be made (advance option needs to be confirmed).
Return to Work. PIPSC raised the concern that some places do not have Return to Work Committees questioning what training is available in CFHS? PIPSC also questioned the confidentiality of the RTW Committee process. UNDE EVP stated that UNDE also has concerns around the RTW program; she is aware that UNDE members are members of RTW Committees in many locations; and that the D Safe G organization is responsible for training. COS will follow up to see what is available.
Immunization. PIPSC stated that immunizations are covered in their collective agreement questioning “what does provided mean”? COS responded that he is aware and is seeking advice from higher on the employer’s responsibility. It is not within CFHS mandate to provide health services to civilian employees, an exception was made during the pandemic.
LMCC Committees at Bases/Wings. Although this item was closed at the last meeting, the new PIPSC representative asked that it be kept open since PIPSC believes that they are still not receiving minutes from all committees. PIPSC also questioned if committees are established at all locations and is there a PIPSC representative on all the established committees. Committee members discussed the structures that have been discussed at previous meetings and it was stated that there may not be a CFHS committee in all locations simply because the number of employees in a particular clinic may not support a separate committee, in those instances the clinic and union representatives attend the Base/Wing LMRC meetings. COS will do a status check.
Grievance Report. HR provided the numbers verbally and will follow up secretarially in writing. Grievance issues continue to be the same as previously reported: addressing a leave or pay issue, discipline, PRR, harassment.
UNDE EVP asked for a clarificaiton of “discipline, PRR” and asked that a separate line be included to address each because as presented, the issues appear related.
HR advised that she is not aware of any staffing complaints
Employment Equity Update. HR advised that there is nothing new to provide, statistics are provided by DDWB; next report is due March 31, 2011 and can be provided at the next UMCC unless committee members want it in advance. PIPSC asked that the previous statistics be provided.
Contractors in Health Services Positions. It was reported that the number of contractors in the workplaces is down but that it is still an issue.
PIPSC: PIPSC asked for CFHS’ support for an 800 number to augment the current EAP program which was supported by the bargaining agent representatives at the recent EAP Advisory Committee meeting. PIPSC went on to explain the changes to the RA training. UNDE EVP stated that UNDE does not support an 800 number in any form for the EAP.
(Note to UNDE members: UNDE EVP’s understanding was confirmed with UNDE’s EAP OPI. UNDE does not support an 800 number in any form that will impact on the program as we know it now)
Next Meeting. June 2011 (to be confirmed)UNDE EVP announced that as previously agreed, PIPSC will co-chair with the COS for the next year starting with the June 2011 meeting. UNDE EVP thanked Brother Smith, outgoing PIPSC representative, for his assistance and support to the UMCC during his tenure as a committee member and observer.
Executive Vice President