Minutes of the Executive Council

Minutes of the Executive Council
December 8, 9, 10, 2014

MONDAY, DECEMBER 8, 2014
MORNING SESSION

1. CALL TO ORDER OF THE REGULAR MEETING

The meeting was called to order at 9:00 hours.  President Bob Campbell was in the Chair. In attendance: Marc Brière, Madonna Gardiner, Wayne Little, Bob Carpenter, Gary Esslinger, Adam Jackson, Jamie vanSydenborgh, Doug Gaetz, Ken Bye, Bill Blair, Sabri Khayat, Denis Lalancette, Annette Melanson and Pierrette Labrie.

2. HOURS OF SESSION OF THE REGULAR MEETING

m/s  Adam Jackson / Jamie vanSydenborgh
   
That the hours of session be as follows:

Monday:         9:00 a.m. - 11:45 a.m.; 1:15 p.m. - 4:00 p.m.
                        4:00 p.m. - 5:00 p.m. Open Discussion
Tuesday:        9:00 a.m. - 11:45 a.m.; 1:15 p.m. - 5:00 p.m.
Wednesday:  9:00 a.m. - 11:45 a.m.; 1:15 p.m. - 5:00

m/s  Doug Gaetz / Wayne Little

That the hours of session be amended to recessed at 4:00 p.m. on Tuesday.

  •  MOTION CARRIED.

m/s  Doug Gaetz / Bill Blair

That the amended hours of session be adopted.

  • MOTION CARRIED.

3. ADOPTION OF AGENDA

m/s  Madonna Gardiner / Bill Blair

That the agenda be adopted as printed with the following additions.

Open discussion

3. Honors & Awards (D. Lalancette)
4. External Processes (A. Jackson)
5. Essential-Services (J. vanSydenborgh)
6. Union Management Approach (G. Esslinger)
7. Fundamental Performance Indicator (J. vanSydenborgh)
8. Letter from the Employer to grievor (G. Esslinger)

  • MOTION CARRIED

4. ADOPTION OF MINUTES OF THE PREVIOUS MEETING

m/s  Wayne Little / Gary Esslinger

That the minutes of the Executive Council Meeting of September 2014 be adopted.

  • Recorded Vote #1.  MOTION CARRIED.

President Campbell turned the Chair over to Brother Brière, First National Vice-President.

5. PRESIDENT’S FOLLOW UP ITEMS

m/s  Bob Campbell / Madonna Gardiner

That the follow up items of the President be adopted.

  • Recorded Vote #2.  MOTION CARRIED.

6. REPORT OF THE PRESIDENT

m/s  Bob Campbell / Madonna Gardiner

That the report of the President be adopted.

  • Recorded Vote #3.  MOTION CARRIED.

President Campbell resumed the Chair.

7. REPORT OF THE 1st NATIONAL VICE-PRESIDENT

m/s  Marc Brière / Madonna Gardiner

  That the report of the 1st National Vice-President be adopted.

  • Recorded Vote 4#.  MOTION CARRIED.

8. REPORT OF THE 2nd NATIONAL VICE-PRESIDENT (Gardiner)

m/s  Madonna Gardiner / Marc Brière

That the report of the 2nd National Vice-President be adopted.

  • Recorded Vote #5.  MOTION CARRIED.

9. REPORT OF THE REGIONAL VICE-PRESIDENTS / ALTERNATES

m/s  Bill Blair / Doug Gaetz

That the activity reports of the RVPs and ARVPs be adopted.

  • Recorded Vote #6.  MOTION CARRIED.

President Campbell turned the Chair over to Brother Brière, First National Vice-President.

10. REPORT OF THE EXECUTIVE COMMITTEE

m/s  Bob Campbell / Madonna Gardiner

That the report of the Executive Committee be adopted including the minutes of September 10, 2014.

  • Recorded Vote #7.  MOTION CARRIED.

President Campbell resumed the Chair.

11 a) REPORT OF THE STAFFING COMMITTEE

m/s  Sabri Khayat / Denis Lalancette

That the report of the Staffing Committee be adopted.

  • Recorded Vote #8.  MOTION CARRIED.

11 b) REPORT OF THE BY-LAWS COMMITTEE

m/s  Sabri Khayat / Ken Bye

That the report of the By-Laws Committee be adopted.

m/s  Sabri Khayat / Ken Bye

Recommendation #1:

REGULATION NO. 3 - COMMITTEES

(1) There shall be fourteen (14) Standing Committees:

(c)  For the purpose of voting for these positions, the following Locals are considered to be Tax Centres:

Summerside 90006
St. John’s 90000
Surrey 20029
Jonquière 10004
Shawinigan-South 10005
Winnipeg 50031
Sudbury TC 00042
Ottawa Technology Centre 70030
Winnipeg Compensation Client Service Centre 50032
ITSO 70009

(d)  For the purpose of voting for the Call Centre position, the following Locals are considered to be Call Centres:

St. John’s TSO 9000
Saint John 60005
Montreal 10008
Toronto Centre 00013
Toronto North 00048
Hamilton 00014
Ottawa Technology Centre 70030
Calgary Call Centre 30022
Edmonton 30025
Pacific Region Call Centre 20050

  • Recorded Vote #9.  MOTION CARRIED.

That the report of the By-Laws Committee be adopted as a whole.

  • Recorded Vote #10.  MOTION CARRIED.

11 c) REPORT OF THE TECHNOLOGICAL CHANGE COMMITTEE

m/s  Madonna Gardiner / Wayne Little

That the report of the Technological Change Committee be adopted.

  • Recorded Vote #11.  MOTION CARRIED.

11 d) REPORT OF THE EMPLOYEE ASSISTANCE PROGRAM COMMITTEE

m/s  Wayne Little / Bill Blair

That the report of the Employee Assistance Program Committee be adopted.

  • Recorded Vote #12.  MOTION CARRIED.

President Campbell turned the Chair over to Brother Brière.

11 e) REPORT OF THE HEALTH & SAFETY COMMITTEE

m/s  Doug Gaetz / Madonna Gardiner

That the report of the Health & Safety Committee be adopted.

  • Recorded Vote #13.  MOTION CARRIED.

President Campbell resumed the Chair.

11 f)  REPORT OF THE EQUAL OPPORTUNITIES COMMITTEE

m/s  Bob Carpenter / Madonna Gardiner

That the report of the Equal Opportunities Committee be adopted.

m/s  Bob Carpenter / Madonna Gardiner

The Committee made the following recommendation:

Recommendation #1:

Aboriginal Peoples
Emma Bertamini; 1st Alternate - Craig Wood.

Persons with Disabilities
Gesine Campbell; 1st Alternate - Debbie Willett.

Women
Cheryl Seymour; 1st Alternate -  Nancy Johnson; 2nd Alternate - Nadja Septier.

GLBT
Mary Ellen Lucier; 1st Alternate - Iain MacFarlane; 2nd Alternate - Melanee Jessup.

Racially Visible
Ahmed Kayka; 1st Alterrnate - Hakam Bhaloo; 2nd Alternate - Chris Lansdell.

  • Recorded Vote #14.  MOTION CARRIED.

That the report of the Equal Opportunities Committee be adopted as a whole.

  • Recorded Vote #15.  MOTION CARRIED.

Recess for lunch


AFTERNOON SESSION

The meeting was called back to order at 1:15 with Brother Campbell in the Chair. 

11 g) REPORT OF THE HONOURS AND AWARDS COMMITTEE

m/s  Denis Lalancette / Wayne Little

That the report be postponed until the next day to add one (1) award.

  • MOTION TO POSTPONE CARRIED.

11 h) REPORT OF THE WORKFORCE ADJUSTMENT COMMITTEE

m/s  Bill Blair / Adam Jackson

That the report of the Workforce Adjustment Committee be adopted.

  • Recorded Vote #16. MOTION CARRIED.

11 i) REPORT OF THE HARASSMENT COMMITTEE

m/s  Ken Bye / Jamie vanSydenborgh

That the report of the Harassment Committee be adopted.

  • Recorded Vote #17. MOTION CARRIED.

11 j) REPORT OF THE FINANCE COMMITTEE

m/s  Marc Brière / Doug Gaetz

That the report of the Finance Committee be adopted.

m/s  Marc Brière / Doug Gaetz

Recommendation #1:

Be it resolved that UTE provide a yearly subsidy in the amount of $250.00 to each Local to help pay, for a period of twelve (12) months, the cost of the data plan used with the electronic tablets; and

Be it further resolved that this communication subsidy be paid by UTE National to the Locals in January 2015, 2016 and 2017; and

Be it further resolved that the Locals must provide proof to the UTE National Office that they have a data plan, within sixty (60) days of receiving the subsidy.  Otherwise, the subsidy shall be recouped by the National Office.

  • Recorded Vote #18. MOTION CARRIED.

m/s  Marc Brière / Gary Esslinger

Recommendation #2:

Be it resolved that UTE Regulation 13.9.3 - Receipts be amended as follows:

13.9.3 Receipts

  1. The following receipts should shall be attached to the expense claims:
    1. cost of hotel paid; and
    2. cost of airfare paid; and
    3. miscellaneous expenses
  2. The reimbursement of these expense claims shall be done as soon as possible.
  3. The reason for each expense that is claimed should be indicated as clearly as possible.
  • Recorded Vote #19. MOTION CARRIED.

m/s  Marc Brière / Gary Esslinger

Recommendation #3:

Be it resolved that UTE Regulation 13.10 (2) – Guidelines for Expenses, Ground Transportation be amended as follows:

 13.10 Guidelines for expenses

(2) Ground Transportation:  This would include costs for taxis to and from your home to the airport, bus or train station.  This would also include mileage and/or parking to and from the departure point if using a personal vehicle.  At destination, the ground transportation would include taxis to and from the airport or parking if using a personal vehicle, except when a travel grant is received.  For additional costs prior approval must be received from the President or 1st Vice-President.

  • Recorded Vote #20. MOTION CARRIED.

m/s  Marc Brière / Gary Esslinger

Recommendation #4:

Be It Resolved that the following line items be approved for overspending:

UTE
OVER-EXPENDITURES
DECEMBER 2014 EXECUTIVE COUNCIL

DATE

LINE ITEM DESCRIPTION

EXPLANATION

2014 BUDGET

ACTUAL+
PROJECTED

OVERAGE

31-Aug-14

PSAC Conventions

Over budget approval

90,100.00

105,100.00

(15,000.00)

           

31-Aug-14

Stationary and Supplies

Over budget approval

22,400.00

27,400.00

(5,000.00)

           

31-Aug-14

Rent

Over budget approval

259,186.00

302,206.08

(43, 020.08)

  • Recorded Vote #21.  MOTION CARRIED.

That the report of the Finance Committee be adopted as a whole.

  • Recorded Vote #22.  MOTION CARRIED.

11 k) REPORT OF THE COMMUNICATIONS COMMITTEE

m/s  Gary Esslinger / Sabri Khayat

That the report of the Communications Committee be adopted.

m/s  Gary Esslinger / Sabri Khayat

Recommendation #1:

TERMS OF REFERENCE

COMPOSITION

The Committee shall be composed of a chairperson and a co-chairperson recommended by the National President and approved by Executive Council; a President’s representative selected by the presidents at the September Presidents’ Conference every two (2) years starting with an even number; and a technical advisor selected by the National President from the National Office staff.

The Committee shall be comprised of a Chairperson and Co-chairperson, from the Executive Council, recommended by the National President, and approved by the Executive Council.  The local presidents at the September Presidents’ Conference elect a Presidents’ Representative for a term of three (3) years. The National President will appoint a staff advisor from the National Office staff and/or other Committee members as required.
 
  Aims and objectives

  1. The Committee shall endeavour to promote, encourage and continually strive to improve communications and ensure that effective communications are maintained at all levels of the union. in an effort to ensure that communication at all levels of the UTE is effective, efficient and responsive to the needs of the union and its members.
  2. The Committee shall make recommendations on all aspects of communication to the National President and/or to the Executive Council.
  3. The Committee shall review input from the National President, Executive Council and the Membership on a regular basis.
  4. The Committee shall deal with issues referred to the Committee it by the National President, Executive Council or Convention.
  5. The Committee shall review By-Laws and Regulations relating to communication and recommend changes.
  6. The Committee shall oversee, prepare and distribute arrange for distribution of the national newsletter.
  7. The Committee shall review the web site to ensure that it is current and informative and make recommendations for improvement of the web site to the National President or Executive Council.
  8. The Committee shall regularly review policies relating to communications and recommend necessary revisions.
  9. The Committee shall make recommendations to ensure that our technology is used to its full potential that we use technology to enhance our ability to communicate.

Meetings

The committee shall meet at the call of the chairperson of the committee and approved by the National President.

  • Recorded Vote #23.  MOTION CARRIED.

That the report of the Communication Committee be adopted as a whole.

  • Recorded Vote #24.  MOTION CARRIED.

11 l)  REPORT OF THE BARGAINING COMMITTEE

m/s  Madonna Gardiner / Denis Lalancette

That the report of the Bargaining Committee be adopted.

  • Recorded Vote #25.  MOTION CARRIED.

11m) REPORT OF THE POLITICAL ACTION COMMITTEE (PAC)

m/s  Adam Jackson / Jamie vanSydenborgh

That the report of the Political Action Committee be adopted.

  • Recorded Vote #26.  MOTION CARRIED.

11 n)   REPORT OF THE CALL CENTRE COMMITTEE

m/s  Jamie vanSydenborgh / Ken Bye

That the report of the Call Centre Committee be adopted.

  • Recorded Vote #27.  MOTION CARRIED.

11 o) REPORT OF THE AD HOC UNION MANAGEMENT APPROACH (UMA) AND CONFLICT RESOLUTION COMMITTEE

m/s  Sabri Khayat  / Doug Gaetz

That the report of the Ad-Hoc UMA and Conflict Resolution Committee be adopted.

  • Recorded Vote #28.  MOTION CARRIED.

12.   ADOPTION OF FINANCIAL STATEMENTS

m/s  Marc Brière / Gary Esslinger

That the financial statements of September 30, 2014 be adopted.

  • Recorded Vote #29.  MOTION CARRIED.

13. EXPENSE CLAIMS OVER 90 DAYS

m/s Marc Brière / Doug Gaetz

That the expense claim over 90 days be accepted.

  • Recorded Vote #30.  MOTION CARRIED.

OPEN DISCUSSION

The Council members discussed the items under this section.

The meeting recessed at 5:00 p.m.


TUESDAY, DECEMBER 9, 2014
MORNING SESSION

The meeting was called to order at 9:00 a.m. with President Campbell in the Chair.

Cont’ d 11 g)  REPORT OF THE HONOURS AND AWARDS COMMITTEE

m/s  Denis Lalancette / Wayne Little

That the report of the Honours and Awards Committee be adopted.

m/s  Denis Lalancette / Wayne Little

Recommendation #1:

Be it Resolved that Sister Sharon Hickey be presented the Godfroy Côté Award of Merit.

  • Recorded Vote #31.  MOTION CARRIED.

Recommendation #2:

m/s  Denis Lalancette / Wayne Little

Be it Resolved that Sister Louise Vallière be presented the UTE COMMUNITY SERVICE AWARD.

  • Recorded Vote #32.  MOTION CARRIED.

m/s  Denis Lalancette / Wayne Little

Recommendation #3

Be it Resolved that Sister Louise Vallière be presented the Godfroy Côté Award of Merit.

  • Recorded Vote #33.  MOTION CARRIED.

That the report of the Honors & Awards Committee be adopted as a whole.

  • Recorded Vote #34.  MOTION CARRIED.

14.   COLLECTIVE BARGAINING

A lengthy discussion took place.

Recess for lunch


AFTERNOON SESSION

The meeting was called back to order at 1:15 with Brother Campbell in the Chair. 

15.  HISTORY OF UTE

m/s  Gary Esslinger / Marc Brière

Whereas discussion and approval for the "History of UTE" project was held at the September sitting of the Executive Council.

Be it resolved that the attached budget for this spending be approved.

Workers’ History Museum:  UTE history project

Book budget draft proposal

Assumptions:

· A bilingual book of 15,000 English words (60 pages), 18,000 French words (72 pages).
· At least one photograph on each double spread (approximately 45 in total).
· Printed in B&W by union labour on good quality, coated stock (#80 glossy), 6 x 9.
· Cover: Soft, printed, colour, gloss UV coating.

Writing and research $12,000
Design and layout 5,000
Photographs
   Copyright 100
   Conversion (to .tiff or .jpeg) and scanning 200
Editing and proofing 3,000
Translation  To be done by UTE
Printing
   250 copies
2,000
TOTAL (excluding translation costs) $22,300

History of the Union of Taxation Employees
1966 – 2014  

Video Expenses

Project Production

Researcher @ $25/hour

 $ 750.00

Editor @ $25 hour

 $ 750.00

Director

 $  1,000.00

Producer @ $25/hour

 $  1,000.00

Scenario development

 $ 800.00

Recording video/audio interviews

 $  1,500.00

Transcription of interviews

 $  2,000.00

Adding subtitles

 $  1,200.00

Trailer of video for website

 $ 500.00

DVD reproduction (200 DVDs)

 $  2,000.00

Administration / office expenses

 $ 300.00

Travel / parking

 $ 200.00

Total Cost

 $  12,000.00

The costs for the video on the UTE history are based on the following assumptions:

  • Up to 20 people will be interviewed at a cost of 3 person hours per interview – videographer, interviewer and note-taking. This also includes set-up and dismantle time.
  • UTE will provide a room where the interviews can be conducted
  • UTE will provide the translation for the interviews
  • Travel has not been budgeted as it is assumed that people will be brought to Ottawa for the interviews. However, if a person is unable to come to Ottawa, the Workers’ History Museum can travel with costs paid by UTE

Two (2) interviews will be conducted with Robert Campbell -- one at the start of the process and a second one once the interviews are completed.

When the rough cut of the video is completed, it will be shown to UTE officials for comments before final production is done.

  • Recorded Vote #35.  MOTION CARRIED.

16.  REGIONAL CONFERENCES’  BUDGET FOR 2015

m/s    Marc Brière / Gary Esslinger

Be it resolved that the following be the Regional budget allocations for the year 2015.

Total budget amount -  $400,000.00

Pacific

  13.25%

$  52,995.00

Rocky Mountains

  9.68%

$  38,734.00

Prairie

  8.48%

$  33,935.00

Greater Toronto

  7.24%

$  28,948.00

Southwestern Ontario

  10.20%

$  40,807.00

Northern & Eastern Ontario

  8.97%

$  35,866.00

National Capital

  8.97%

$  35,882.00

Montreal

  10.02%

$  40,097.00

Quebec

  9.79%

$  39,173.00

Atlantic

  13.39%

$  53,563.00

 

Total

 

100.00%

$400,000.00

  • Recorded Vote #36.  MOTION CARRIED.

17.    UTE 2017 NATIONAL TRIENNAL CONVENTION

m/s    Marc Brière / Madonna Gardiner

Be it resolved that the UTE 2017 National Triennial Convention be held in Ottawa from July 00 to 00 2017 (dates to come later).

  • Recorded Vote #37.  MOTION CARRIED.

Brother Shane O’Brien, Senior Labour Officer did a presentation on the Legislative Changes to the Public Service Labour Relations Act regarding Grievances and Adjudication as result of Bill C-4.

The meeting recessed at 5:00 p.m.


WEDNESDAY, DECEMBER 10, 2014
MORNING SESSION

The meeting was called to order at 9:00 a.m. with President Campbell in the Chair.

The Council went over the remaining Open Discussion Items.

The meeting adjourned at 11h45 a.m.

______________________    ______________________   
Bob Campbell
National President
Marc Brière
First National Vice-President