National Executive Officers (NEO) Meeting

MAY 2023

NOVEMBER 2019

Present

Virginia Vaillancourt – National President

Toufic El-Daher – National Executive Vice-President

Jody Lapierre – Regional Vice-President, Charlottetown H.O.

Edwin MacDonald – Regioinal Vice-President, Atlantic Region

Rosa Martin – Regional Vice-President, Québec Region

Zarina Khan – Regional Vice-President, Ontario Region

Lisa Nelson – Regional Vice-President, Western Region

Shane Polak – Equal Opportunity Coordinator

Anne Howard – Administrative Assistant

**************************

Monday, November 18, 2019

Item 1   Call to Order

The National President called the meeting to order at 9:10 and reminded everyone of the Harassment Policy.

Item 2   Hours of Session

M/S    VAILLANCOURT, EL-DAHER

That the hours of session be as proposed by the Chairperson.

Monday, November 18, 2019                    9:00 a.m. – noon

                                                                        1:15 – 5 p.m.

Tuesday, November 19, 2019                   9:00 a.m. – 12:30 p.m.

                                                                        2:00 – 5 p.m.

Wednesday, November 20, 2019             9:00 a.m. – noon

                                                                        1:15 – 5 p.m.

Thursday, November 21, 2019                  9:00 a.m. – noon

1:15 – 5 p.m.

Friday, November 22, 2019                       9:00 a.m.- noon or until completion of business

ALL IN FAVOUR

MOTION CARRIED

M/S    KHAN, NELSON

Item 3   Adoption of Agenda –

              Additions/Deletions

That the agenda as presented be adopted with the following additions. Cell phones and computers for NEO. Labour Relations Officer term discussion. Update regarding  Deer Lodge Centre. Honours awards aspect and request to NEO for Bob Campbell, UTE memoriam. Case load numbers. PSAC Red Dress Campaign. These will be discussed within the National President Report.

ALL IN FAVOUR

MOTION CARRIED

Item 4   Adoption of Minutes – May 2019

M/S    KHAN, NELSON

That the May 2019 minutes be adopted.

ALL IN FAVOUR

MOTION CARRIED

Item 5 – National President’s Report

The National President discussed her report and gave updates. 

M/S   VAILLANCOURT, KHAN

That the National President report be adopted.

ALL IN FAVOUR

MOTION CARRIED

Item 6   NEVP Report

The NEVP presented his report and discussion took place as well as updates.

EL-DAHER, NELSON

That the NEVP report be adopted.

ALL IN FAVOUR

MOTION CARRIED

ITEM 6   RVP Reports

The RVPs and the Health & Safety report provided by the RVP Charlottetown were presented. Discussion took place and questions were answered and verbal updates were given with regard to each report.

M/S   EL-DAHER, KHAN

That the RVP and Health & Safety reports be adopted.

ALL IN FAVOUR

MOTION CARRIED

Item 7   E.O. Coordinator Report

The E.O. report was presented and the EOC gave verbal updates and discussion took place.

M/S   MACDONALD, KHAN

That the E.O. Coordinator Report be adopted.

ALL IN FAVOUR

MOTION CARRIED

Item 21 Political Campaign

The National President introduced Mike Martin, who is UVAE’s lobbyist. The National President invited Mike Martin to help UVAE determine where we want to go politically as a Component. Letters have already been sent to the Party Leaders.  The National President would like to bring up Blue Cross Medavie as an issue to bring forward.  Mr. Martin believes that this would be at least a 10 year project. It was suggested that this should be a 20 year project.

Mr. Martin asked for suggestions on what the NEO would like to see brought forward. Each RVP was asked to give suggestions and comments. Mr. Martin suggested that we have the Legion, Vets Canada and Wounded Warriors Canada as UVAE allies and explained that we need these allies to deliver a positive message. UVAE needs to educate our Allies and let them know that we are working parallel with them but are separate entities. There is worry that artificial intelligence will be replacing people within Blue Cross.

The National President asked the NEO what UVAE should focus on with regard to  Political Action. These are the topics that were brought up. Turn around time for applications for Pensions. Use Veterans as a face for bringing up issues as in the past this has worked. Artificial Intelligence, GC case or CRM software. Once the cabinet ministers have been appointed, the National President and Mike Martin will work on these issues.

Item 8 NLMCC Prep

The National President explained that RVPs can send agenda items at any time for suggestions for agenda items for the upcoming NUMCC and that there is no need to wait. The National President asked for reports via email from RVPs with regard to their respective areas with regard to LMCCs. To date, nothing has been received. The National President needs updates on when LUMCCS are being held in each of their areas. The reason being is that the National President needs to make sure that the LUMCCs are happening or are being scheduled for the future and that guidelines are being adhered to. It is very timely that this request be met, the National office needs this information as the National President will be in meetings soon with the employer and needs documentation to back up her requests and proposals. The National President stated that she would need this information by the end of this week considering the original request was sent out on October 7, 2019. It was also shared that Head Office has regular LMCCs therefore the National President will not require information from Head Office.

The next NUMCC will be held in April 2020. The National President asked for support from the RVPs when she sends out emails with due dates, the deadlines need to be respected.  The National President has been asked by the employer to change the criteria for LUMCC meetings. The National President explained to the employer that she would bring these proposed changes to the NEO meeting for RVP feedback as she is not ok with some of the changes. The employer is proposing that in the Area Offices across the country they would like to change the way that locals hold their LUMCCs currently. With the governance change that the department made in April 2019, the employer would like to merge the LMCCs so that all Local Presidents attend one LUMCC with the Area Director so that they are able to provide updates with the department at the same time so that each of the locals are getting the same information at the same time. The employer is stating that this would not preclude the locals from asking for another meeting to talk about specific issues.

The National President feels that the employer will not be dealing with each local’s issues if they merge and there will need to be additional LMCC meetings anyways.

The National President stated that three regions would be impacted by this change if it went forward. The National President would like to see management’s minute taker replaced by the Secretary from the union local.  This issue was discussed and debated by the RVPS and they are of the mind that merging the meetings would be futile. It was suggested by the RVP Western that she would like the RVPs to be in attendance for the combined meeting so that they are made aware of whats going on and also for succession planning. The National President will listen to suggestions, think about it and decide what she will bring to the employer with regard to these merged meetings. The NEVP explained that merging locals would not be beneficial as locals have different issues and would not be able to have their issues dealt with in a merged meeting. The consensus was that these merged meetings would definitely not be beneficial.

The National President suggested that at our next National Presidents’ Conference we could have a mock LUMCC (training) so that new Presidents could feel more comfortable participating in these meetings.  In conclusion, the RVPS were asked to bring forward to the National President any ideas or suggestions.

The National President explained that she would like to see the merged meetings be considered as a pilot project to make sure that this is not set in stone and to see if this arrangement would work or not.

The National President stated that new LMCC guidelines will be coming out soon and asked the RVPs for their input as to how often they feel LUMCCs should be held, suggestions were that they should be at least quarterly. The RVP Charlottetown H.O. explained that different times work differently for each local.

ACTION ITEM: The National President needs updates on when LUMCCS are being held in each of their areas. The reason being is that the National President needs to make sure that the LUMCCs are actually happening or are being scheduled for the future and that guidelines are being adhered to. It is very timely that this request be met, the National office needs this information as the National President will be in meetings soon with the employer and needs documentation to back up her requests and proposals. The National President stated that she would need this information by the end of this week considering the original request was sent out on October 7, 2019.

Item 9   Policy Statement No. 23 Machine-Paced Work Environment

              and Electronic Monitoring

This item was brought forward at the last meeting and the RVPS were asked to make suggestions for modifications to this very archaiec Policy Statement. Modifications and suggestions were brought forward and discussed and a motion was put forward.

M/S   NELSON, EL-DAHER

That we rescind Policy Statement No. 23 effective November 18, 2019

ALL IN FAVOUR

MOTION CARRIED

Item 10   Finance Report

The National President introduced the new Financial Administration Officer to the National Executive. The National President updated the NEO with regard to the Component’s finances. Guidelines for the RVP budgets were presented. The Finance Committee Chair who is the NEVP presented his report. The Financial Administration Officer explained the Component’s Investments and answered questions from the NEO.

The National President presented the 2018 draft audited financial statements for review and approval. If the financial statements are approved, the FAO will let the auditors know and the auditors will send us a final audit and copies will be sent to all RVPs to share with locals and a copy will be sent to PSAC. The FAO explained the financial statements, discussion was held and RVPs were directed to the FAO if there were any questions or concerns.

Questions and concerns were raised with regard to Deer Lodge monies in their bank account that they (Local 50021) have accumulated since they are being transferred to another union and where these monies would be distributed once the new Charter is issued to Deer Lodge Centre.

M/S   MACDONALD, MARTIN

That the NEO authorize funds held in trust from Local 50021 as per By-Law 7, Section 14 be transferred back to the UVAE General Fund no later than January 31, 2020.  

ALL IN FAVOUR

MOTION CARRIED

ACTION ITEM: That Local 50021 funds be held in trust and be transferred back to the UVAE General Fund no later than January 31, 2020

M/S   MACDONALD, EL-DAHER

That the 2018 audited financial statements be adopted.

RECORDED VOTE #1

MOTION CARRIED

Item 11   NEO Committee Meetings

The National President stated that the committees will meet on Tuesday, November 19th at 2 p.m.  Committees will meet and will discuss various items and will report back. The Terms of Reference have been finalized for the By-Laws and Structure Review Committee.  The Human Rights have drafted their Terms of Reference and are pending review for the final copy.  Committee Terms of Reference and minutes will be posted to the new website.  The By-Laws Committee will be meeting six times minimum between now and April 2020. The By-Laws Committee will be meeting before April as there will be many items to bring forward to Convention. At the next NEO meeting in April one day will be allotted for resolutions to the 2020 Convention. There are a few more items that the Structure Committee must complete. The Structure Committee have meetings every six weeks. The National President tries to participate in the Structure Committee, however it is not always possible.

At this time, the NEO went in-camera.

Item 12   NEO Committee Terms of Reference

It was decided that this item will be discussed after the Committees meet.

Item 13   Convention 2020

The NEVP presented examples and suggestions for swag for Convention 2020. The National President asked for the NEO to decide during the meeting which items they feel the members would like. Examples were shared and suggestions were put forward. Discussion was held as to which items that members would find useful keeping in mind that the items should be Canadian made and union made where possible. The Finance Committee also brought forward ideas for events during Convention 2020 and discussion took place. After much discussion a final decision was made on what swag would be purchased for Convention.

M/S   NELSON, KHAN

That the final decision on items for swag for Convention 2020 be purchased.

ALL IN FAVOUR

MOTION CARRIED

Resolutions to Convention 2020

M/S   MACDONALD, MARTIN

Recommendation No. 1 – Per Diem Rate

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 2 – Transfer of Funds within Budget

M/S MACDONALD, NELSON

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 3 – Ratifications of Actions Between Conventions

M/S   MACDONALD, EL-DAHER

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 4 – By-Law 12, Section 3 (i), Discipline

M/S   MACDONALD, LAPIERRE

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 5 – By-Law 6, Section 1, National Executive

M/S   MACDONALD, NELSON

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 6 – By-Law 6, Section 6

                                           Frequency of National Executive Meetings

M/S   MACDONALD, LAPIERRE

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 7 – By-Law 9, Section 2 (ii), National Executive

M/S   MACDONALD, EL-DAHER

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 8 – By-Law 9, Section 2 (ii), National Executive

M/S   MACDONALD, NELSON

ALL IN FAVOUR

MOTION CARRIED

Recommendation No. 9 – By-Law 12, Discipline

M/S   MACDONALD, EL-DAHER

Remove the word ‘current’ from the proposed recommendation for By-Law 12, Section 1 (i).

ALL IN FAVOUR

MOTION CARRIED

Item 14   RVP Days 

The National President explained that it is important that RVPs send in their RVP leave charts by the 5th of every month.  The form currently used has a tally and this is the form that should be used.  The National President would like one excel spreadsheet per RVP. It was also explained that in the past the Component was not forwarding a yearly report to the employer as per the memorandum of agreement.  It is very difficult when the National Office receives many reports as they must be merged into one.  In April 2020 a new spreadsheet will be sent to all RVPs to ensure that information is accurate when the employer asks for information.

The National President explained that the RVPS must ensure that they are using their RVP union days.  If supervisors are not granting these days RVPs must make the National President aware so that she can correct the situation. If the RVPs are not utilizing their union days, it will be very hard for the National President to negotiate these days.  Documents are needed for backup when asking for more leave or full-time leave for RVPS.  The RVP Atlantic recommended having a second spreadsheet to track hours that the RVPS are using outside of the allotted leave.

ACTION ITEM: RVPS to send in their leave charts by the 5th of every month

Item 15   E-mail Accounts for each local

M/S   MACDONALD, KHAN

That the NEO provide UVAE e-mail addresses to all UVAE locals and that the National President be authorized to find the funds in one of the existing line items at her discretion.

AN AMENDMENT TO THE PREVIOUS MOTION WAS PRESENTED

M/S   MACDONALD, MARTIN

That the NEO provide UVAE email addresses to all UVAE locals and that use of these email addresses be mandatory for all communication and that the National President be authorized to find the funds in one of the existing line items at her discretion.

Discussion took place. The RVP Atlantic is worried that locals are sharing confidential information on various personal email accounts. He would like to see locals have their own union e-mail accounts. The National President presented costing for this item obtained through PSAC I.T.  Locals would not have access to Microsoft 360 but would have access only to a union email account. This can be done at a cost of 5$ per month per local which would represent a total of $1560.00 per year. The National President explained that the National Office would pay for this under the National President budget from 2021-2023 under the Administration line item. It is very important that locals not use the employer’s email for union business. The National President wants to ensure that UVAE union material is not being ATIPED. The National President stated that she totally supports this motion.

ALL IN FAVOUR

MOTION DEFEATED

Item 16   Policy Proposal – Anti Facist Alt. Right Policy

M/   MACDONALD

UVAE PROPOSED POLICY STATEMENT XX:
OPPOSITION TO THE ALT-RIGHT

AN AMENDMENT TO THE PREVIOUS MOTION WAS PRESENTED

M/S   EL-DAHER, KHAN

That #2A and 3 be removed from the proposed policy statement.

M/    MACDONALD

That in #2 the wording ‘by any means necessary’ be struck.

OPPOSITION TO THE ALT – RIGHT

  1. The Union of Veterans’ Affairs Employees (UVAE) stands in absolute opposition to any and all groups and individuals professing or supporting ideals associated with far-right fascist beliefs, including but not limited to white nationalism, racism, homophobia, transphobia, Islamophobia, Xenophobia, or any other belief that would seek to divide us.
  1. UVAE Elected Officers at all levels are encouraged to lead members to vocally oppose and stand against any attempt for the Alt-Right to meet, publicly protest, or otherwise spread their message in any form.
  1. UVAE confirms that we are proudly an “Anti-Fascists” or ANTIFA organization.

RECORDED VOTE #2

MOTION CARRIED

Item 18   IT Training for RVPs

The PSAC I.T. department provided training for RVPs on Skype Business.

Item 17   Selection Process for Alternate RVPs attendance at NEO meetings

The National President explained that there is one more NEO meeting left in April 2020 before Convention. The NEVP feels that since our last meeting in April is mainly for Convention items that having an Alternate RVP attend would not be a true reflection of an NEO meeting and therefore would not be ideal. The RVP Atlantic recommends that if an alternate RVP has previously been to a meeting there is no need for them to attend another meeting. It was decided that the National Office should be bringing in alternates who have not attended a meeting at all.  The RVP Quebec echos that sentiment. It was decided that an RVP Alternate will be brought to the first meeting following the 2020 Convention.

ACTION ITEM: It was decided that an RVP Alternate will be brought to the first meeting following the 2020 Convention.

Item 19  Laurentian Bank – Standing Item

The Financial Administration Officer has been working with the National President with regard to Laurentian Bank.  The previous Financial Administration Officer had researched other banks although there were many hidden charges.  The National Office is hoping to change banks in January or February 2020.

ACTION ITEM: Change banks in January or February 2020

Item 20   Cellphones and computers

The National President discussed cell phones and contacted Bell and Telus for quotes. With Bell all admin fees would be waived and we would have the phones within 2 days of our decision. It was decided that when an RVP leaves their position the phone number would remain for the incoming RVP. A one year manufacture warranty will be in place, however that does not include dropping the phone or theft. The National President explained that she felt we should not invest in an extended warranty. 

With Telus, they charge separately for phones. The cost is 375$ per month, however phones were extra. Telus are not willing to waive fees. Currently, there is no line item in our budget.

The National President explained that she feels the Component should have a master contract for RVPs with regard to cellphones as there would be no tax implications.  For the remainder of this budget cycle the cost of the phones would remain on each RVP budget and would not be taxable at this time.

The National President answered questions from the RVPs. Discussion continued and a motion was put forward.

M/S   MACDONALD, MARTIN

That the NEO authorize contracting of cellular services with Bell as per the terms they have offered.

In addition to the bell contract, UVAE authorizes that the NEO purchase protection or a similar product for their phones.

ALL IN FAVOUR

MOTION CARRIED

ACTION ITEM: Completed

M/S   VAILLANCOURT, MACDONALD

That UVAE make a donation in the name of Bob Campbell, former UTE National President as per the charity in his memorium.

ACTION ITEM:  Make donation

ALL IN FAVOUR

MOTION CARRIED

Item 22   Date for next meeting

It was decided that the next meeting will be held in the spring. Dates will be communicated when available.

Computers

RVP computers are nearing the end of their life. UVAE wants to ensure that the capital assets are returned and to look at purchasing computers through PSAC IT as they would provide support. The National President will look into purchasing 7 tablets, surface pros or laptops. UVAE would purchase the computers outright. PSAC I.T. would set everything up before distributing them and when they are returned PSAC I.T. would wipe them out and re issue them. The National President would purchase these for newly elected RVPs for Convention 2020 and would be put under the administration line item. The RVP Ontario stated that this is a good idea. The RVP Atlantic feels that UVAE should purchase them now. The National President will look into the costs and details of making this happen and the NEO would prefer to see it happen before Convention 2020.

ACTION ITEM:  Purchase computers from I.T.