Natural Resources Canada
Departmental Labour-Management Consultation Committee Minutes
June 16, 2014, from 1:30 p.m. to 3:30 p.m.
580 Booth Street, Ottawa – Main Boardroom
Co-Chairs
Serge Dupont, Chair, Deputy Minister, NRCan
Vivian Gates, Co-Chair, Labour Relations Advisor, ACFO
NRCan Membership
Glenn Mason, ADM-CFS
Kami Ramcharan, ADM-CMSS and CFO
Jay Khosla, ADM-ES
Brian Gray, ADM-ESS and Chief Scientist-OCS
Frank Des Rosiers, ADM-IETS
Marian Campbell Jarvis, ADM-MMS
Annette Gibbons, ADM-MPMO
Jonathan Massey-Smith, ADM-PAPMS
Anil Arora, ADM-SPI
Cheri Crosby, CHRO and Director General, HRWMB-CMSS
Nathalie Leblanc, Manager, LRVEU-WMHD-HRWMB
Holly Flowers Code, Director, HRSS-HRWMB
Bargaining Agent Membership
Nicholas Pernal, Employment Relations Officer, PIPSC
Scott McConaghy, Lead Steward for CMSS, PIPSC
Gerly Jean-Baptiste, NRCan Departmental Representative, CAPE
Michael Sargent, National President, PSAC-NRU
Jean-Yves Lebel, Labour Relations Officer, PSAC-NRU
Daryl Hoelke, Executive Assistant, PSAC-UEW
Regrets
Michael Keenan, Associate Deputy Minister, NRCan
Vishnu Jadoonath, NRCan Departmental Representative, ACFO
Isabelle Petrin, Labour Relations Officer, CAPE
Marie-Claude Chapman, Assistant to the President, PSAC-NRU
Todd Panas, National President, PSAC-UEW
Daniel Boulet, Business Manager and Financial Secretary, IBEW
Paul Cameron, Assistant Business Manager, IBEW
Recording Secretary
Daniel Daoust, Labour Relations Advisor, LRVEU-WMHD
Acronyms and Abbreviations
7NRs
ACFO
ADM
AECL
BA
CAPE
CHRO
CFO
CFS
CMSS
DM
EE
ES
ESPS
ESS
FWBC
HR
HRSS
HRWMB
IBEW
IETS
LMCC
LRVEU
LWOP
MMS
MPMO
NRCan
NRU
OCS
PAPMS
PIPSC
PSAC
PSPM App
SPI
TBS
THS
UEW
V&E
WDMI
WMHD
Seven Natural Resources Departments and Agencies
Association of Canadian Financial Officers
Assistant Deputy Minister
Atomic Energy of Canada Limited
Bargaining Agent
Canadian Association of Professional Employees
Chief Human Resources Officer
Chief Financial Officer
Canadian Forest Service
Corporate Management and Services Sector
Deputy Minister
Employment Equity
Energy Sector
Task Force on Energy Security, Prosperity and Sustainability
Earth Sciences Sector
Fitness and Well-being Committee
Human Resources
Human Resources Services and Systems
Human Resources and Workplace Management Branch
International Brotherhood of Electrical Workers
Innovation and Energy Technology Sector
Labour-Management Consultation Committee
Labour Relations, Values and Ethics Unit
Leave Without Pay
Minerals and Metals Sector
Major Projects Management Office
Natural Resources Canada
Natural Resources Union
Office of the Chief Scientist
Public Affairs and Portfolio Management Sector
Professional Institute of the Public Service of Canada
Public Service Alliance of Canada
Public Service Performance Management Application
Science and Policy Integration
Treasury Board Secretariat
Temporary Help Services
Union of Environment Workers
Values and Ethics
Wellness and Disability Management Initiative
Workplace Management and Health Division
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Natural Resources Canada
Departmental Labour-Management Consultation Committee Minutes
June 16, 2014, from 1:30 p.m. to 3:30 p.m.
Item Subject
1.
Decision / Action
Welcome and Approval of Agenda
The Deputy Minister (DM) of Natural Resources Canada
(NRCan) and the Association of Canadian Financial Officers
(ACFO), Chair and Co-Chair for the meeting, welcomed
members of the Labour-Management Consultation Committee
(LMCC).
2.
The Agenda was approved
with items 8, 9 and 10
moved at the top of the
Agenda.
Minutes and Follow-up
The Assistant Deputy Minister-Corporate Management and
Services Sector (ADM-CMSS) presented the follow-up to the
minutes of the December 9, 2013 meeting.
Talent Management
CMSS will organize a meeting to consult bargaining agents
(BAs) on the Guidelines for Review Panels, and seek feedback
on the Managers’ Toolkit in January 2014.
CMSS will invite BAs to participate in the learning sessions in
February and March 2014.
CMSS will design a body of metrics that synthesizes key
information for presentation at the next LMCC.
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A consultation meeting
was held on March 17,
2014 to discuss Talent
Management and seek BA
input on elements of the
program, including;
Guidelines for Review
Panels, Managers’ Toolkit
and BA participation to
learning sessions.
CMSS will be in a position
to design a body of metrics
that synthesizes key
information on
Performance Management
based on the new Public
Service Performance
Management application
(PSPM App). The metrics
are expected next year.
Item Subject
Decision / Action
Workplace Health
CMSS will send the Wellness and Disability Management
Initiative (WDMI) aggregate cases table to BAs.
CMSS sent the WDMI
aggregate cases table to
BAs with the 2012-13 stats
for comparison.
Use of Temporary Help Services
Use of Temporary Help Services (THS) will be part of the
Summer LMCC Agenda only.
Completed.
Other Business
LMCC Terms of Reference (NRCan)
The Terms of Reference will be adjusted to include the
Chair/Co-Chair schedule, and minor corrections – prior to being
circulated for approval before the next meeting.
This element will be
discussed under Agenda
Item 11 – Other Business.
The Terms and Reference
were reviewed – with
minor corrections and
adjustments – and the
insertion of the Chair/CoChair schedule. The
document was circulated
before the meeting for
review and approval.
8.
Employment Equity (Standing Item)
The Chief Human Resources Officer (CHRO) and Director
General, Human Resources and Workplace Management Branch
(HRWMB)-CMSS, provided an update on the representation of
Employment Equity (EE) groups in NRCan, based on the latest
available statistics. NRCan’s representation levels for all EE
groups remain positive overall and exceed workforce availability
for each of the groups. She indicated that NRCan’s overall
departmental representation of Visible Minorities is 460
(12.1%), a decrease of 25 since March 2013. The representation
percentage remains the same as NRCan population also
decreased. Although persistent occupational gaps remain (not
unique to NRCan), the department notices some exceptions over
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Item Subject
Decision / Action
the last four years, namely; a significant decrease in the Women
in SE-RES gap while at the same time a slowly increasing gap
for Women in SE-REM, an increase of the Visible Minority
population in the EX group, and a decrease of the Persons with
Disabilities population in the EX group. NRCan enters the third
year of its 2012-2015 EE Action Plan and is advancing a number
of other practical initiatives under the Plan.
NRCan’s co-Champion for EE, ADM-Public Affairs and
Portfolio Management Sector (PAPMS) [the other being the
Director General, Geological Survey of Canada, Central and
Northern Canada Branch-Earth Sciences Sector (ESS)], stated
that the EE Networks were active and well organized (i.e.
planning for activities via Business Plans). He stated that they
are progressing on their objectives. He mentioned that NRCan is
one of few departments providing its networks with financial
support. The Networks are currently considering the possibility
of consolidating administration services to increase efficiency.
The Professional Institute of the Public Service of Canada
(PIPSC) inquired about the status of the pilot project within the
Canadian Forest Service (CFS) regarding Career Progression in
science groups. The ADM-CFS confirmed the initiative was
entering its second phase where focus will be on exploring the
promotion of Women in Science, especially the possibility of
migration of employees in the PC and FO groups towards in the
SE-RES group, and promotion within the SE-RES group.
The DM indicated that the department will consider the
feasibility of applying the approach in NRCan’s other sciencebased sectors. The CHRO and Director General, HRWMBCMSS, indicated that the initiative was socialized with the seven
Natural Resources departments and agencies (7NRs).
9.
Workplace Health (Standing Item)
The CHRO and Director General, HRWMB-CMSS, informed
the committee that the NRCan Champion for Physical Fitness
and Well-being, ADM-ESS, had established the Fitness and
Well-being Committee (FWBC). The FWBC responsible for
promoting the fitness and wellbeing of NRCan employees and
recommending solutions to enable fitness and well-being at the
Booth Street complex.
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Item Subject
Decision / Action
Through WDMI, the department has made significant progress
in reducing the number of long-term disability cases. The
Workplace Management and Health Division (WMHD) will
continue to work with BAs to manage long-term illness and
disability cases, and continue to emphasize on employee
accommodations and safe return to/remain at work strategies.
PIPSC and the Public Service Alliance of Canada-Natural
Resources Union (PSAC-NRU) raised concerns regarding the
rigid process for managing cases of Leave Without Pay (LWOP)
for Reasons of Illness and Injury that near the two-year mark.
The CHRO and Director General, HRWMB-CMSS, responded
that NRCan’s approach is to remain flexible enough to allow for
accommodation to assist in recovery and return to work when
there is a good chance that a person will be able to return to
work within the foreseeable future. By the same token, the
Department must abide by the process established by the
Treasury Board Secretariat (TBS).
PSAC-NRU inquired on the status of its request that NRCan
establish a joint Return-to-Work policy. The proposed approach
would allow BAs to intervene early in the leave period of an
employee, thus resolving cases more rapidly.
The CHRO and Director General, HRWMB-CMSS, indicated
that Human Resources (HR) advisors work closely with
managers in cases of LWOP for Reasons of Illness and Injury.
As early as six months in the process, HR advisors proactively
advise management and the employee of the availability of BAs
as a resource – noting however, that some employees will prefer
not to use this resource.
The DM stated that a communication piece setting out the
process and a list of available resources (including BAs) should
be provided to employees in such situations. In addition,
NRCan will meet with BAs to present and provide details on the
protocol used.
HRMWB will provide the
draft a letter with available
resources for employees on
LWOP to BAs for
feedback.
HRWMB will organize a
meeting with BAs to
present and provide details
on the protocol used for
employees on LWOP.
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Item Subject
10.
Decision / Action
Use of Temporary Help Services (Standing Item)
The CHRO and Director General, HRWMB-CMSS, provided
information regarding the use of THS by NRCan. NRCan’s use
of THS in terms of expenditures had remained fairly steady from
2008 to 2011, but has been significantly declining over the past
three years. She indicated that the Energy Sector (ES) was the
largest user of THS in 2013-14 with 20 contracts, for a total
value of $468K. ESS was the second largest user of THS in
2013-14 with 17 contracts, for a total value of $406K. She
reminded the committee that NRCan continues to prudently
manage its THS usage through a common, consistent approach
the THS Standing Offers/Supply Arrangements across the
department.
PSAC-NRU indicated there were reports of increased usage of
volunteers in some areas, in favour of indeterminate hiring. In
particular, concerns were raised regarding one instance in the
Minerals and Metals Sector (MMS) Library in Hamilton, ON.
4.
Talent Management
The ADM-MMS, Chair of the Human Resources Renewal
Committee, provided an overview of the committee’s priorities.
She indicated that NRCan was focussing on learning and
leadership development, as well as providing support to
employees and managers in this period of transition with regards
to Talent Management. Particular attention will also be given to
succession planning. In addition, she strongly encouraged the
committee to remind employees of the importance of
participating in the upcoming Public Service Employee Survey.
It not only serves as a benchmark to assess progress, but also
provides current feedback on the state of various workplace
elements for management consideration.
The ADM-CMSS and CFO provided an overview of the NRCan
Performance Management Program. She indicated that the newly
approved Guidelines for Review Panels are an integral part of
the department’s approach to meeting its obligations under the
Directive on Performance Management. In addition, she shared
that the recently held sessions on the implementation of the
Directive went very well. Both employees and managers
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The ADM-MMS will
investigate the situation
regarding usage of
volunteers and ensure
proper follow-up with
PSAC-NRU.
Item Subject
Decision / Action
appreciated the information on the Directive including the
common tools and processes employees will use across the
public service. NRCan also reports a very high percentage of
managers engaging employees in conversations at mid-year on
career aspirations and learning and competency development.
NRCan will continue to focus on aligning its program with the
requirements of the Directive and in particular, the oversight of
the Performance Management Program for employees focusing
on both quantitative and qualitative results. Since learning is
integral to fostering a performance culture, as we strengthen
performance management, NRCan will continue to provide
employees with opportunities to enhance their skills and
competencies, through learning plans and on-the-job learning
activities such as Mentoring, Micro-Assignments and Jobshadowing.
The Canadian Association of Professional Employees (CAPE)
shared that some members and their managers encounter
challenges in completing the TBS PSPM App – especially
regarding the use the “SMART” criteria for developing work
objectives and their corresponding performance indicators.
PIPSC, PSAC-NRU and PSAC-Union of Environment Workers
(UEW) indicated that some members have concerns regarding
the manner in which the Directive on Performance Management
will be used. In particular, there is apprehension that the
Directive may be applied to negatively impact employees.
The DM indicated that work objectives should be developed
through discussion and consultation between an employee and
his or her manager. The PSPM App is structured to foster such
exchanges – a critical part of the process. He shared with the
committee a recent statement from the President of the Treasury
Board at the Association of Professional Executives of the
Public Service of Canada (APEX), indicating that “we need to
recognize our good and great performers who make up the vast
majority of our workforce.” Nonetheless, the conversation is
critical, and we must recognize that in some cases, improvement
in performance will be warranted.
The CHRO and Director General, HRWMB-CMSS, added that
NRCan has a robust learning program for managers, which
includes support from a strong Labour Relations team and the
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Item Subject
Decision / Action
Informal Conflict Resolution Office. In addition, HR advisors
have taken training to further ensure they may provide labour
relations advice to management.
The manager, Labour Relations, Values and Ethics (LRVEU),
reiterated the importance of keeping the lines of communications
open between BAs and the Labour Relations team in an effort to
ensure a timely response to issues being raised.
5.
Values and Ethics – Update
The ADM-CMSS and CFO provided an update on NRCan’s
Values and Ethics (V&E) Program. In particular, she reminded
the committee of the June 2013 approval of the NRCan
Employee Confidential Report (ECR). Since the ECR is new
and more comprehensive than the form previously used, and
since it is also a learning tool, the DM has directed that every
employee should complete the ECR in this initial phase. NRCan
has adopted a staged roll-out, from Sector to Sector. To date, the
roll-out has been completed in Science and Policy Integration
(SPI), Major Projects Management Office (MPMO), Innovation
and Energy Technology Sector (IETS) and Office of the Chief
Scientist (OCS), most of CFS – and is now being rolled-out
within MMS. With the engagement of senior management, the
V&E Advisory Committee and the V&E Ambassadors Network,
V&E Advisors provide face-to-face training in the National
Capital Region and regional offices. The roll-out sequence will
continue in the Fall. She indicated that the electronic-version of
the ECR is now expected in the Fall at which point it will be
piloted within CMSS.
HRWMB continues to collaborate with the OCS to develop a
guidance tool regarding “Adjunct Professorship” in the context
of the federal public service, and what types of conflict of
interest risks are associated with collaborative agreements
between NRCan and other scientific bodies (e.g. industry,
academia, etc.).
PIPSC signaled its interest in the “Adjunct Professorship”
guidance tool and inquired on the possibility to be included in
the development process. The ADM-CMSS and CFO agreed.
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HRWMB will consult
PIPSC on the development
process for the “Adjunct
Professorship” guidance
tool.
Item Subject
6.
Decision / Action
Transformation and Renewal / Blueprint 2020
The DM indicated that Blueprint 2020 engagement is ongoing,
across the Public Service and the Department. The Clerk has
outlined next steps in his Destination 2020 report, which was
released May 12, 2014. The Department’s engagement process
has resulted in NRCan’s Blueprint 2020 Action Plan – which
was “drafted in the open”. Numerous concrete steps have been
taken in response to what was heard; pilots and transformations
are already underway.
To support ongoing employee engagement and the advancement
of innovative practices, NRCan has created an Innovation Hub,
offering workshops for employees on new ways of working and
collaborating with sectors on Blueprint 2020 projects.
The DM shared that he, and the Associate DM, had been
travelling across Canada over the past month to deliver town
halls on NRCan’s transformation agenda and Blueprint 2020.
They have exchanged directly with employees and heard their
views on key challenges – to which they will respond. For
example, feedback was provided on insufficient bandwidth,
science platforms and tools, regional engagement with
Headquarters, the administrative burden, and succession
planning for scientists.
In addition, the DM reminded the committee that the freeze on
overall federal operating budget remains, which will continue to
restrain hiring and create various pressures on the department.
The Executive Committee is reviewing and monitoring the state
of affairs and the options to manage the budgetary pressures.
The use of Workforce Adjustment will only be a last resort.
Over the next months, NRCan will explore the feasibility of
reconciling the Staffing Plans and the pressures in certain areas.
The DM indicated that a blog post, open to all employees, will
address these elements. The blog will be shared with BAs prior
to posting – expected at the end of June.
7.
Building Services Contracted – Pacific Forestry Centre
PSAC-UEW indicated that members working in regional offices
had raised concerns regarding possible Workforce Adjustment
due to the eventual contracting out of building maintenance. In
addition, employees were concerned by the level of services that
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HRWMB will provide BAs
the DM blog post
regarding budgetary
pressures prior to posting.
Item Subject
Decision / Action
could be offered by an external party.
The ADM-CMSS and CFO shared that Public Works and
Government Services Canada is renewing its contractual
arrangements in its leased buildings across Canada for building
maintenance services. These new arrangements will be available
to other departments in the regions, such as NRCan. At this
point in time, NRCan is exploring options and will ensure to
communicate openly and promptly with employees if decisions
are made to leverage these arrangements in the regions.
In addition, the ADM-CFS indicated that the Sector was also
seeking to maximize the usage of its space and to explore
options to do this. For example, a group of ESS may join the
Northern Forestry Centre in Edmonton, AB in order to further
reduce NRCan’s footprint and to maximize the use of spaces.
11.
Other Business
Other - LMCC Terms of Reference
The manager, LRVEU, invited BAs to send comments to her
attention, after which the Terms of Reference would be
circulated for approval.
PSAC-NRU requested to receive a “Track Changes” version of
the proposed document.
Other – Champion for Occupational Health and Safety
PSAC-NRU indicated that NRCan has many champions which
is beneficial. He inquired on the possibility of identifying a
Champion for Occupational Health and Safety (OHS).
The DM indicated that NRCan would consider this proposal.
Next Meeting
The next LMCC is scheduled for December 2014, and will be
Chaired by PSAC-NRU.
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LRVEU will send the
“Track Changes” version
of the Terms of Reference
to BAs, for comments/
approval.
Item Subject
Decision / Action
The DM thanked the members for their participation.
Meeting was adjourned at 3:10 p.m.
Kami Ramcharan
for
Serge P. Dupont
Chair
Vivian Gates
Co-Chair
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