June 4, 2007

UNDE EVP REPORT

UMCC HUMAN RESOURCES SUB-COMMITTEE

Agenda

Ms Siegel, ADM HR Civ, opened the meeting by introducing the new ADM HR Civ staff and Ms Monique Paquin, new DGLRC.

Old Business resulting from the March 2007 meeting:

Defence Learning Network (DFN).  The concern raised at last meeting with regards to maintaining currency in Health & Safety has been passed on the D Safe G for comment and consideration.  Updates will be provided as new learning modules are developed.

Recruitment Strategies.  DND pamphlets and fact sheets have been distributed.  (Secretarial note:  received at UNDE on June 4; will be shared with UNDE NE at the upcoming NE meeting).

ADR in the Grievance Process.  DGADR stated that the ADR Advisory Committee met on March 20, 2007 and discussion and comments are ongoing.  Next meeting scheduled for June 19, 2007.  DGADR also stated that the advisory committee had reached agreement on the name of the committee being ADR Joint Advisory Committee (JAC).  UNDE stated that this comment was premature because UNDE does not support a joint forum at this time.

New Business:

Transformation of Pension Administration . (Powerpoint) UNDE submitted this agenda item as a follow on to information received from the PSAC.  Ms Diane Simon, DGLRC, stated that the intent of the initiative is “to maintain a modern, efficient service standard for all government employees”.  Currently some programs are not compatible with each other, still requiring some manual practices.

The intent of the project is to centralize pension related services in Shediac, NB; employees will be able to contact them directly for pension information via phone, email, fax, website.  There have been no conversations to date with PWGSC/DND to confirm what responsibilities will remain in DND.  There are also concerns that the data is based on 2002.

This was subsequently reduced to 18.8% - identified as 18.8% of a compensation advisor’s current responsibilities.  It was explained that there should be no impact to the staff resources as the reduction would be achieved through the budget, not a reduction in staff.  UNDE asked how there would be not impact on staff resources if there was a reduction in the budget?  The response was first, the reduction would not necessarily be in the ADM HR Civ budget, and, second, the removal of pension responsibilities would allow time for other activities that may have been given a lower priority in the past.  Staff requirements should be remain the same, just focused in other areas.

UNDE also asked if there would be an impact on civilian Military Pay & Benefits Advisors?  The response was no.

Recruitment Strategy and Apprenticeship Progam.  Ms Louise St-Jean, DGCESP/DGSPEC provided an update on the work to date.  In addition to the identified funding, Ms St-Jean stated that environmental commanders are also prepared to supplement the $1.8M; ADM HR Civ continues to pursue additional long term funding.

UNDE raised concerns that DND is relying on the CF Recruiting Centres to assist in recruiting civilian employees when the CF have their own recruiting initiatives.  Where is the CFRC’s focus going to be?  The response was that there is a reciprocal agreement with the CFRC and ADM HR Civ staff to refer the applicant to their area of interest, ie military/civilian.  Participation at career fairs is a joint military/civilian initiative, with representatives from both.

UNDE questioned the salaries to be paid to apprentices?  It was confirmed that salaries for apprentices will be based on Treasury Board determined classifications identified in the respective collective agreements.

UNDE also requested a list of job and career fairs.

It was confirmed that clips from UNDE’s Apprenticeship video (copies have been sent to all UNDE Locals), may be used on the DND ADM HR Civ website.

HR Civ Employee Communications.  Ms Dominique Francoeur, COS/CEM, stated that DND is pursuing alternate communication tools to possibly replace the civilian newsletter.  The union representatives stated that if the civilian employees work in an office environment, they are more likely to receive the newsletter but that it did not reach the workshops.  The unions were asked for suggestions for better communication tools:  themes, content, distribution, etc.

Collective Work Description Project.  Ms Louise St-Jean, DGCESP/DGSPEC provided a status report on the WDs (PDF) developed so far and those proposed for the future.  She also advised that the WDs will be written centrally.

Round Table

A/DGLPD – Ms Nutbrown, advised that the DND Leadership Competency Development model has been approved.  She also advised that 10 civilian scholarships have been approved.  Presentations will take place on June 11, 2007.

DGADR – Mr Ford reminded the union representatives of the Federal ICMS forum on the morning of June 19 and the ADR Advisory Committee meeting that afternoon.

IBEW – Brother John Lachance continues to raise staffing issues within his workplace.  He was asked to follow up on specific concerns.

DGCESP/DGSPEC – Ms St-Jean provided an update on staffing numbers. (Powerpoint)

April 1, 2006 – March 31, 2007

It was clarified that External Non-Advertised could be term positions to meet specific operational requirements or specialized classifications, ie a professional licensed function such as doctor, lawyer. It is hoped to have a more detailed breakdown, ie by classification and region, for the fall meeting.

PIPSC – Brother Perry Schippers raised two recent newspaper articles – one covering the backlog in security clearances asking how this would impact on an employee’s  employment status and another on the way DND handles harassment complaints and investigations.  In response too the security clearances, DPM Secur is the responsible organization and will be invited to the next meeting to speak to the issue.  In response to the harassment complaints, TB is currently consulting with the unions and reviewing their harassment policy.  Once that is complete, DND will review theirs.  (Secretarial note:  UNDE previously provided several observations on the existing Harassment Policy).

UNDE - Treatment of civilian employees at CF medical facilities.  UNDE raised concern about a recent situation whereby a member was severely injured in the workplace and was turned away at the CF medical facility?  We are not expecting major surgery.  However, recognizing that the majority of our workplaces are located in isolated areas away from large centres, is there some policy that dictates that even a triage to determine the extent of injury is not possible?  The response was that the CF medical facilities are mandated to provide medical care to the military personnel.  However, they can administer enough care in a life threatening situation to sustain a person until civilian medical treatment is available.  (Secretarial note:  will also be raised at the CFMG LMRC for further clarification).

UNDE advised that an introductory meeting had been held with the new DGLRC.  Two issues had been discussed – disclosure of information and the PSST Complaint Process.  Recent incidents cause UNDE to raise these issues again.

Disclosure of Information versus Access to Information (ATI).  UNDE stated that interestingly enough the Treasury Board representatives in attendance at the recent HR Symposium all stated open communications and disclosure of information is of value to everyone in resolving workplace issues.  The new DGLRC and her predecessor both agreed that if it is obvious that a document will be available through ATI, then the document should be shared.  Why are UNDE representatives constantly being told to file the ATI at every level of the department?  Taking privacy issues into consideration, it was agreed that disclosure of information should be the practice.

PSST Complaint Process.  Again, new DGLRC and her predecessor both agreed with UNDE’s comments that the complaint process was too legalized and intimidating for member representatives.  Recently UNDE National Office was advised that a 3rd party lawyer was hired by DND in addition to the lawyers from Justice?  UNDE advised that if the practice of utilizing lawyers continues, UNDE will advise our members to invoke their rights under the collective agreement for time off with pay to prepare for the hearings, which will result in more time away from the workplace.

Next meeting – September 21, 2007.

In Solidarity,

Mary L. Chamberlain
UNDE EVP