Report of the Equal Opportunities Committee

Equal Opportunities Committee
Report of the Equal Opportunities Committee
March 2013

Robin Johnson

The Equal Opportunities committee met for 3 days in January to start preparing for the National EO conference being held October 18-20, 2013.

This new committee worked well together and are very enthusiastic about planning for the October conference. The theme of the conference will be Past, Present and Future and we are hoping to incorporate this theme throughout the event. This will give us a chance to educate on the history that the equity groups have endured creating an understanding. Where the equity groups are currently in their struggle and how we can help bring forward change for the future.

The committee is very conscious of the budget for this conference and our goal is to try and either come in at budget or under budget. We are going to try and achieve this by using our resources within UTE or use the experience from past committee members who were exemplary in their knowledge and dedication. 

We also reviewed a former bulletin issued on April 4, 2002 Bulletin number 10-02 Guidelines for Developing Terms of Reference for Local and Regional Employment Equity/Diversity Committees. After looking at this document we found that an update is required. In order to find out currently what locals are doing, we sent out an e-mail to all the locals on January 21, 2013 asking for them to forward a copy of their Terms of Reference. A lot of locals have responded to this request however if the Regional Vice Presidents could follow up with their locals to ensure that that the Terms have been sent to us, it would be greatly appreciated.

The committee will be meeting again the first week of March and a verbal report of this meeting will be provided at executive council.

Recommendation #1

Be it Resolved that the following guidelines be adopted.

GUIDELINES FOR DEVELOPING TERMS OF REFERENCE FOR LOCAL AND REGIONAL EMPLOYMENT EQUITY / DIVERSITY COMMITTEES

Objectives:

To facilitate the implementation of employment equity and the communication to employees of matters relating to employment equity and diversity.

To ensure that consultation and collaboration with union representatives and equity group representatives cover all aspects and phases of the employment equity / diversity process.

To participate in the preparation, implementation and revision of the local / regional employment equity plans.

Composition

There shall be two (2) co-chairpersons, one (1) representing the union and one (1) representing management (excluded position).

  1. There shall be representatives from each of the unions in the workplace:
    1. The union co-chairperson shall be selected by the union representatives. (This does not preclude the rotation of the chairperson amongst the union representatives) and;
    2. The union representatives shall be individuals who have demonstrated a passion to employment equity and diversity.
  2. The management co-chairperson shall be at a minimum at the assistant director level.
  3. There shall be representatives for each of the five (5) equity groups – namely Aborigional Peoples, Persons with Disabilities, Women, GLBT (Gay, Lesbian, Bisexual, and Transgendered) and Racially Visible.
    1. The selection of these members will be completed by the co-chairpersons or if sub-committees are in place, the members of these sub-committees will select their representatives to sit on the Committee.
  4. There shall be one (1) meeting coordinator selected by the management co‑chairperson.

Roles and Responsibilities:

All parties shall endeavour to reach an agreement concerning every step of the employment equity process and the substantive decisions to be made in that process. The joint duty should include the right to equal representation on decision-making committees as well as the right to full disclosure.

The co-chairpersons shall be responsible for the following:

  1. In general, equal opportunities issues and;
  2. Co-ordinating the efforts of the Committee and;
  3. Ensuring that the minutes of all meetings and all relevant correspondence are issued to the members of the committee and;
  4. Providing advice to the Committee on employment equity issues and;
  5. Approving all official communications by the Committee and;
  6. Recommending the expenditure of the budget on behalf of the Committee and;
  7. Participating in the workforce survey (self-identification) and;
  8. Reviewing and analyzing the results of the workforce analysis and;
  9. Conducting employment systems review and;
  10. Preparing and submitting the recommended employment equity action plan to the Director and;
  11. Monitoring the progress and the implementation of the Action Plan and;
  12. Promoting and supporting employment equity and diversity awareness in the workplace as outlined in the Action Plan and;
  13. Participating in setting up joint labour-management information sessions on equity and diversity issues as outlined in the Action Plan and;
  14. Providing an orientation session to new Committee members and;
  15. Including one (1) or more staffing representative(s) on the selection board for the concerned equity group.

The members of the Committee shall be responsible for the following:

  1. Actively participating in and promoting employment equity issues and;
  2. Keeping the Committee informed of their activities and;
  3. Participating in the workforce survey (self-identification)
  4. Reviewing and analyzing the results of the workforce analysis and;
  5. Conducting employment systems review and;
  6. Preparing and submitting the recommended employment equity action plan to the Director and;
  7. Monitoring the progress and the implementation of the Action Plan and;
  8. Promoting and supporting employment equity and diversity awareness in the workplace as outlined in the Action Plan and;
  9. Participating in setting up joint labour-management information sessions on equity and diversity issues as outlined in the Action Plan and;
  10. Providing assistance to employees with equity and diversity related issues.

The meeting coordinator shall be responsible for the following:

  1. All record keeping and;
  2. Drafting of the minutes and;
  3. Distributing the material / documentation and information to all committee members between meetings and;
  4. Other tasks as assigned by the co-chairpersons.

Length of Tenure of Committee Members

The tenure is left at the discretion of the local and regional committee members.

Committee Meetings

Meetings shall take place during working hours.

Union representatives and equity group members must be allowed work time with pay to perform their duties as a member of the committee, including preparation for meetings.

Meetings shall be held at a minimum on a quarterly basis.

Training

Committee members shall be provided with an orientation and appropriate training on the intent and the requirements of the Employment Equity Act.

Additional training shall be provided in accordance with the member’s role and responsibilities on the committee.

Accountability

Union representatives shall report to their union local executives.

Management representatives shall report to their director.

Funding

The local Committee shall obtain an Employment Equity budget in order to fund local initiatives.

The expenditures of these funds will be determined by the Committee members.

This budget shall not be used for training purposes.

References

Employment Equity Act
Employment Equity Regulations
Employment Equity Guideline 3 (Consultation and Collaboration)

Recommended Reference Material

  • Employer policies and practice with respect to recruitment, retention, promotion, transfers, and terms and conditions of employment
  • Collective agreements
  • Wage and salary rates, benefits and classification systems
  • Measures in the Employment equity plan and timetables for their implementation
  • Results of the workforce survey, workforce analysis, and employment systems review
  • All the information that the employer is reviewing in making its employment equity decisions, as well as any additional information that is necessary to formulate a position concerning equity – whether or not the employer is dealing with a particular issue at the time of the request
  • Information on the design of the process for collecting information for employment equity purposes to facilitate union participation
  • Information concerning all of an employer’s workforce not simply the bargaining unit which the union represents

 

Recommendation #2

Be it Resolved that the following terms of reference be amended as indicated:

TERMS OF REFERENCE

1. Policy Statement:
The UTE Component supports equal opportunityies for all members regardless of sex, sexual orientation, age, mental and / or physical disability, race, colour, etnicethnic / national origin, religious belief,
Ppolitical belief, marital status, family status or conviction for which a pardon has been granted.

2. Aims and Objectives:

  • To provide support and guidance to members regarding equal opportunities issues and;
  • To promote a greater understanding of issues relating to equal opportunities issues and;
  • To monitor the implementation of eEmployment Eequity / Ddiversity pPrograms and to recommend action as necessary and;
  • To develop awareness of eEquity / Ddiversity issues, in particular those associated with Eemployment Eequity and to develop support for these issues among union members and the public and;
  • To consult and collaborate with the employer on all aspects of eEmployment eEquity and to ensure abidancecompliance of the legislation by the employer and;
  • To liaise with other organizations both outside the union and within the union to ensure that the needs of members are taken into consideration and;
  • To identify emerging eEquity / Ddiversity issues of concern to union members and to recommend action as necessary and;
  • To develop and deliver Regional and National Equal Opportunities Conferences.

3. The cCommittee shall consist of:

  • Ttwo (2) national officers, of which one shall be appointed chairperson and;
  • Oone (1) member elected by the local presidents and;
  • Oone (1) member representing each of the five (5) designated equity groups to be selected by the selection committee and;
  • The Labour Relations Officer assigned as the Technical Advisor to the Committee. selected by a committee
  • The selection committee will be comprised, consisting ofof the two (2) national officers, and the one (1) member elected by local presidents and the Labour Relations Officer assigned to the Committee. The final selection will be submitted to and for ratifiedcation by the Executive Council. The selection input shall will be done utilizing via an input call requesting CV's application form forof interested members.
  • Labour Relations Officer assigned as the Staff Advisor to the Committee.

 

4. Duties and Responsibilities of the Chairperson:

  • In general, be responsible for equal opportunities issues and;
  • Co-ordinate the efforts of the Committee and; EOC
  • Represent the Component UTE on the PSAC EOCNational Human Rights Committee and;
  • Ensure that the minutes of all meetings and all relevant correspondence are issued to the members of the Ccommittee and;
  • Provide advice to the ComponentUTE on equal opportunitiesEO issues and;
  • Be Rresponsible for approving all official communications by the EOCommittee and;
  • Be Rresponsible for recommending the expenditure of the EOequal opportunities budget on behalf of the Committee and;
  • With the assistance of the Committee, organizedevelop and deliver Regional and National Equal Opportunities Conferences.

5. Duties and Responsibilities of EOCommittee Members:

       Under the direction of the CommitteeEO Cchairperson:

  • Initiate a network andCreate and maintain contact with members who belong to the representative groups and disseminate information to said members on a national basis. Encourage participation of the members in their union and;
  • Maintain contacts with regional and national community organizations concerned withrelated to the Ccommittee members’ portfolio and;
  • Actively participate in and promote UTE and PSAC campaigns involving EOequal opportunities issues and;
  • Keep the EOC Committee informed of their equal opportunities activities and;
  • Provide input to the development of theRegional Conferencesand theNational Conferences and;
  • Participate in the Regionaland National Conferences as required and as directed by the chairperson.
  • Participate in the national Conference

6. Meetings:

The Committee shall meet at least four

  • (4) times per year and;
  • The Committee shall meet with the employer as required.

 

Amended TERMS OF REFERENCE

1. Statement:

The UTE supports equal opportunities for all members regardless of sex, sexual orientation, age, mental and / or physical disability, race, colour, ethnic / national origin, religious belief, political belief, marital status, family status or conviction for which a pardon has been granted.

2. Aims and Objectives:

  • To provide support and guidance to members regarding equal opportunities issues and;
  • To promote a greater understanding of equal opportunities issues and;
  • To monitor the implementation of employment equity / diversity programs and to recommend action as necessary and;
  • To develop awareness of equity / diversity issues, in particular those associated with employment equity and to develop support for these issues among union members and the public and;
  • To consult and collaborate with the employer on all aspects of employment equity and to ensure compliance of the legislation by the employer and;
  • To liaise with other organizations both outside and within the union to ensure the needs of members are taken into consideration and;
  • To identify emerging equity / diversity issues of concern to members and to recommend action as necessary and;
  • To develop and deliver Regional and National Equal Opportunities Conferences.

3. The Committee shall consist of:

  • Two (2) national officers, of which one shall be appointed chairperson and;
  • One (1) member elected by the local presidents and;
  • One (1) member representing each of the five (5) designated equity groups to be selected by the selection committee and;
  • The Labour Relations Officer assigned as the Technical Advisor to the Committee.
  • The selection committee will be comprised of the two (2) national officers, the one (1) member elected by local presidents and the Labour Relations Officer assigned to the Committee. The final selection will be submitted to and ratified by the Executive Council. The input will be via an application form for interested members.

4. Duties and Responsibilities of the Chairperson:

  • In general, be responsible for equal opportunities issues and;
  • Co-ordinate the efforts of the Committee and;
  • Represent the UTE on the PSAC National Human Rights Committee and;
  • Ensure that the minutes of all meetings and all relevant correspondence are issued to the members of the Committee and;
  • Provide advice to the UTE on equal opportunities issues and;
  • Be responsible for approving all official communications by the Committee and;
  • Be responsible for recommending the expenditure of the equal opportunities budget on behalf of the Committee and;
  • With the assistance of the Committee, develop and deliver Regional and National Equal Opportunities Conferences.

5. Duties and Responsibilities of Committee Members:

Under the direction of the Committee chairperson:

  • Create and maintain contact with members who belong to the representative groups and disseminate information to said members on a national basis. Encourage participation of the members in their union and;
  • Maintain contacts with regional and national community organizations related to the Committee members’ portfolio and;
  • Actively participate in and promote UTE and PSAC campaigns involving equal opportunities issues and;
  • Keep the Committee informed of their equal opportunities activities and;
  • Provide input to the development of Regional and National Conferences and;
  • Participate in the Regional and National Conferences as required and as directed by the chairperson.

6. Meetings:

  • The Committee shall meet at least four (4) times per year and;
  • The Committee shall meet with the employer as required.

 

Respectfully submitted,

 

Robin Johnson
Chair of the Committee