Minutes of the Staffing Committee Meeting

Staffing Committee
Minutes of the Staffing Committee Meeting
28-29 September 2015

In attendance:

B. Carpenter  J. MacPherson S. O’Brien
K. Bye H. Bolduc D. Camara

1. Terms of Reference of Committee

The Committee engaged in a lengthy discussion in order to develop and propose terms of reference for the Staffing Committee.  It was noted that the Committee had attempted on two prior occasions to table terms of reference before the Executive Council, but they had not been adopted.

The Committee will propose the following terms of reference:

UTE Staffing Committee
Terms of Reference
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Composition

The Committee shall consist of:

  • A minimum of two Executive Council members as determined by the National President of which one shall be appointed Chairperson by the National President;
  • One Tax Services Office Presidents’ Representative as prescribed by Regulation;
  • One Tax Centre Presidents’ Representative as prescribed by Regulation;
  • One Labour Relations Officer appointed by the National President to serve as Staff Advisor to the Committee.

Aims and Objectives

  • The Committee shall address all issues referred to the Committee by the Convention, National President, Executive Committee, Executive Council, or as prescribed by Regulation;
  • To act as the liaison between the Union of Taxation Employees (UTE) and the Headquarters of the Canada Revenue Agency (CRA) on matters related to Staffing and Staffing Recourse;
  • To provide advice, guidance and direction to the UTE on matters related to Staffing and Staffing Recourse;
  • To ensure that meaningful consultation takes place between UTE and the CRA on matters related to Staffing and Staffing Recourse;
  • To review all Staffing and Staffing Recourse documents provided by the CRA and to advocate the position of UTE;
  • To consult with senior management of the CRA with respect to human resource planning and strategy and issues affecting UTE members;
  • To review and provide comments with respect to new or amended work descriptions and job competency profiles referred to UTE by the CRA;
  • To review and provide comments with respect to pre-populated performance expectations for certain positions as referred to UTE by the CRA;
  • To monitor the CRA’s use of non-indeterminate staff and its use of long-term acting appointments;
  • To maintain a record of business and documents dealt with by the Committee;
  • To ensure that Locals, members and Executive Council are aware of Staffing and Staffing Recourse related issues through the publication and distribution of minutes and communiqués and making presentations at different fora as necessary.

Meetings

The Committee shall meet at the call of the Chairperson of the Committee with the approval of the National President.  Notwithstanding this, the Committee shall meet at least once per year.

2. Methods of Operation of the Committee

This is a standing item on the agenda to remind Committee members that we may only officially deal with items referred to us from Convention, Executive Council or the National President.

3. Work Descriptions and Job Competency Profiles

The Committee continues to receive draft work descriptions and job competency profiles for our review.  As a result of UTE’s position to withdraw from all consultations with the employer at this time, we are still gathering comments from the Committee members, but are not providing them to the employer.

4. Specified Period Employees

Although this item remains as a standing item on our agenda and the Committee continues to meet as required with the CRA on matters related to specified period employees, there is nothing to report at this time.

5. Performance Management Pilots

These pilots have now been completed and the CRA has revamped its performance management policy.  As a result, no further action is required at this time and this item will be removed from our agenda.

6. Pre-populated Performance Expectations

The CRA continues to send draft copies of pre-populated performance expectations for our review and comments.  In light of UTE’s position to withdraw from consultation at this time, we are not providing comments to the CRA.

While there is no specific checklist for issues that we need to review, we should ensure that there are no quotas, that the expectations are as objective as possible, that the expectations are significantly related to the position, that the expectations relate to the assigned tasks and that the expectations are reasonable and clearly enunciated.  Committee members should ensure that they are well versed and consult with incumbents of the positions should it be necessary.

7. Staffing Policy Simplification and Blueprint 2020

A general discussion ensued about Staffing Policy Simplification and BP 2020.  The Committee talked about the many meetings convened by the CRA with the Staffing Committee to discuss changes to the Staffing Program.  We also discussed that we are unable to address concerns with the Staffing Program as a result of UTE’s position to withdraw from consultation at this time.  Shane reported that the CRA advised that in Policy Simplification, the employer intends to move away from Human Resource jargon.  The Infozone link will have one point of entry.  The Board of management of the CRA has approved policies on Staffing, Classification, Terms & Conditions of Employment and Performance Management.  They will next be looking at the Workplace Management Policy which includes Discrimination & Harassment, Duty to Accommodate, Conflict of Interest and Post-Employment Code, Discipline, Recourse for Labour Relations, Grievance Procedure, Complaints and Third Party Procedures, Telework, Employee Assistance Program, Conflict Resolution, Exclusions, Termination/Demotion Guidelines, Union Management Consultation Guidelines & Occupational Safety and Health.

8. Staffing Projects and Activities (SPA)

Shane provided the Committee with an update of the items being discussed in these SPA meeting.  Topics included the Integrated Staffing System, Roster of ITPR Reviewers, Recourse for Change in Tenure, Staffing Outside of Established Pools, Notice of Job Offre Simplification, Terms Being Reluctant to Accept Terms in Other Programs, the Auditor Apprenticeship Program, Job Aid for Student Hiring, Probation Attestation and the Leadership Development Program.  At this time, due to UTE’s decision to withdraw from consultation, discussions with the employer have been suspended.

9. Observe and Attest

Shane reported that the CRA sent a survey to 4500 managers who have been delegated the authority for O&A.  73% of managers (based on a 50%) response rate) wanted to keep O&A based on:

      Levels 1 & 2 – based on a checklist to be provided;

      Levels 3 & 4 – based on a narrative by a manager and a discussion with the competency consultant

The recourse model still has to be determined.

10. Human Resources (HR) To Go Shops

Shane explained that at various meetings that he attended, management made references to Human Resources To Go Shops.  These appear to be offices where HR duties are assigned to individuals at their substantive group and level.  There is no work description for these positions and acting pay is not paid.  Shane sent a communiqué to all Locals asking them to provide information on whether or not these shops exist in their regions.  Only about 35% of locals responded and only one local reported having such a shop.  We will endeavour to follow-up with the locals that have not responded and will continue to monitor the situation.

11. Y Splitters

A pilot project concerning the use of Y Splitters started in September 2014 in Saint John, N.B.  The CRA reported that 72% of the employees volunteered.  Consultation was held with the Saint John Local.  The CRA stated that employees and Team Leaders were asking that Team Leaders be able to listen in on phone calls to identify coaching and learning needs.  UTE advocated that this listening initiative should not be used for performance management, discipline or competency reviews.  The CRA indicated that a survey would be sent to participants to gauge the results of the pilot.  UTE asked the employer to provide additional information concerning the pilot, including how many terms and permanent employees volunteered.  The employer agreed to provide this additional information.