EXECUTIVE MEETING MINUTES
November 13, 2013
Present: Nancy MacMillan, TJ Linthorne-Shaw, Holly Hutcheson, Carolyn Caffik, Chad Zimmerman
Regrets: Shelley Walmsely, Allison Burrows, Yvonne Wigle
Note: Shelley advised she could not attend due to medical reasons. Yvonne had a death in the family and was unable to attend.
1.0 Called to Order at 433 pm
2.0 Minutes of June 25, 2013 and November 12, 2013 approved Moved: Chad, Seconded: Nancy
3.0 Business Arising from the Minutes of November 12, 2013
a) #4 procedure for general meetings was abandoned. Procedure will be as per parliamentary procedure and was reported to have worked well with the two video meetings that have occurred.
b) #7 The Union has learned that the Employer will contact collaterals if they have concern with workers performance. They are able to do this. This will be brought to members at the General Membership Meeting
c) #8 Shredding: This has not yet been completed. TJ will bring materials from former local 2864 and Nancy will shred the documents that are not needed. TJ will have the materials to Nancy by Nov 22 and Nancy will complete the shredding by Nov 30/13.
d) #10 Bylaws: Bylaws will be re-distributed to the executive members. The executive will prepare to review these in detail at the January executive meeting. That meeting will occur at Bierman’s in Chesley as it was determined that members should be present together for this review. Holly will arrange a room with Biermans.
e) #13 Yvonne will download manuals for all executive positions from the CUPE website. This will be brought forward to the next meeting.
f) #14 There will be no change to the schedule of executive meetings
4.0 Executive Report
It was determined that the draft minutes from executive meetings would be provided to the Union President within 48 hours of the meeting. Items from the executive meeting could then be discussed at the General Membership Meeting. Minutes of the Executive Meetings will not be provided or posted on the website until they are approved.
5.0 Treasurer’s Report and Bills
Allison B. sent an email announcing her resignation from the executive and her position of treasurer. She has reconsidered and would be prepared to maintain her position until June elections. Discussion occurred and there was consensus that monthly reports must be provided to the members and responses to Trustee Audits must be done without delay. The treasurer must be able to commit to this.
Discussion occurred about executive members that have missed three (3) executive meetings. The By-Laws indicate that should an executive member miss three (3) consecutive meetings their position will be declared vacant. The executive agreed that the president would speak with persons who have not attended the required meetings. The president will report back to the executive and information will be shared with members.
Bring Forward
6.1 Labour Management
There is a deployment committee (as specified by the Collective Agreement). This committee continues to meet in an effort to avoid future layoffs. The next meeting is January 20, 2014. The union is hopeful that the budget cuts can be met without layoffs and the committee is working with this as a goal.
The Board of Directors for BGCFS made a decision to divest itself of the Men’s Group Program. They will continue to house the Adult Protection Support Program.
The Union has challenged the Employer about the use of Morneau Sheppell as adjudicator for STD. There is concern with persons getting form letters denying claims. The Union positions that money could be saved by the Employer acting as their own adjudicator. The Union does not expect the Employer to agree to adjudicate members claims.
The Union has asked to have the number of claims and denials provided. This will be forthcoming at a future Labour/management meeting.
The Employer will continue to purchase services including parenting capacity assessments and drug testing. The Union shared the concern of members about costs associated with Anti-Oppressive Training. It is expected that purchased services will be closely monitored and it is reasonable to expect reductions in this spending consistent with the reductions in overall budget.
There are concerns that workers items have gone missing in the Walkerton Office. This is being addressed by the Employer. This will be addressed at the General Membership Meeting that people need to keep their valuables with them.
6.2 Joint Workload
This committee consists of Holly Hutcheson, Sarah Freeborn and Sarah Davenport. The Union is waiting on dates from the Employer to resume meetings.
6.3 Joint Health and Safety
TJ has been informed his level 1 training remains active. He will be participating in level 2 in the coming months. This is provided by the Employer.
The next Joint H&S meeting is December 3, 2013.
The Committee is trying to ensure uniformity of alarms and fire equipment across sites.
TJ will provide a brief written update at the General Membership Meeting.
6.4 Pay Equity
The Union and Employer are working to get future dates for meeting. This process is lengthy and it is not known when this may be completed.
7.0 a) This was addressed earlier in the meeting.
b) Discussion occurred about ensuring that the President, Treasurer and at least one other member of the executive have Financial Officer Training. While this motion could be made it was determined that Chad and Holly would determine if they could provide the group with some basic procedural training. This will be brought forward.
A Motion will be brought at the November meeting for approval to pay costs associated with dinner at the December meeting.
c) Bring Forward
d) To be provided to members at November 27 meeting
Carolyn and TJ had to leave at 530 pm.
e)There has been a delay in changing signing authority. CUPE national only sent a letter approving Allison. All signees are required to be mentioned in the letter and Allison has requested this.
f) Completed earlier in meeting under labour management
g) Shelley will provide a written grievance report for any meeting she can not attend.
Bring Forward
h) Nancy will develop agenda for the next General Membership Meeting.
i) Bring Forward
The executive meeting scheduled for December 10, 2013 will be cancelled due to several members being on vacation.
Vacation approval will be discuss at the January Executive Meeting. The Executive will examine some of the obstacles and benefits of the current approval system prior to making this an agenda item for the regular membership meeting. Bring Forward
Meeting adjourned at 5:50 pm.