TERMS OF REFERENCE FOR JOINT LABOUR/MANAGEMENT CONSULTATION COMMITTEES
Royal Canadian Mounted Police (RCMP)
The Union of Solicitor General Employees (USGE)
The Professional Institute of the Public Service (PIPSC)
The RCMP, in conjunction with the USGE and PIPSC recognizes that staff involvement and consultation in the development of corporate objectives, policies, plans and priorities is crucial. An integral part of this commitment is actualized through joint consultation committees. The purpose of consultation is to provide a less restrictive, yet official process for the free interchange of information between Management and Union Representatives on various topics of mutual interest and can be raised by any party.
2. OPERATING PRINCIPLES
Labour Management Consultative Committees (LMCC) are required under Section 8 of the Public Service Labour Relations Act. The USGE, PIPSC and the RCMP believe that an effective Joint Labour/Management relationship is based on:
equality of the parties within the consultation process;
mutual trust and respect;
mutual commitment to be constructive, fair, sensitive and courteous ;
emphasis on the value of all employees and on consideration of their needs;
recognition and encouragement of employee contributions within the organization;
facilitation of constructive decision making and problem solving at the lowest possible level.
3. THE MEANING OF CONSULTATION
Consultation is the disclosure of anticipated actions, where feasible, prior to decisions being made or actions being taken. It is conducted to ensure all parties are aware of the implications of anticipated actions on their legitimate interests to identify and resolve problems. It is the sharing of information and views and listening to each other’s opinion, observations and recommendations.
4. SCOPE AND FUNCTION
Consultation is not intended to interfere with the RCMP’s right to manage, or the USGE and PIPSC’s legal rights established by the Public Service Labour Relations Act or applicable collective agreements.
Joint Labour/Management Committees (LMCC) have no authority to alter the terms of collective agreements or the regulations governing the terms and conditions of employment.
It is recommended that each level of Joint Labour/Management Committees (LMCC) monitor the state of Labour-Management relationships at the lower level.
5. RESPONSIBILITIES OF THE JOINT LABOUR/ MANAGEMENT COMMITTEES
promote positive Joint Labour/Management relationship
discuss items referred from the Regional LMCC Committees which have not been resolved
discuss items of a policy nature which have national implications
delegate authority to the Regional level to discuss specific items which would normally fall within the responsibility of the National level
delegate authority to subcommittees to act on its behalf
determine subject matter to be discussed at other levels of Labour/ Management consultation within its jurisdiction
discuss items which have been referred from the local level
discuss items which are within their jurisdiction
fulfill other responsibilities as determined by the Regional level
6. GUIDELINES FOR MEETINGS
Discussion on issues affecting employees should begin at the earliest opportunity.
This can take place through ad hoc meetings or regularly scheduled union/management consultation committee meetings.
By mutual agreement, the committee may invite additional persons to attend meetings for the purpose of providing advice and information where required on a particular agenda item.
In order to maintain a non-adversarial climate, formal proceedings such as motions or votes shall not be used.
Issues relating to an individual cases such as grievances must not be discussed in a way that would breach confidentiality. A grievance case could be discussed in a generic way if such discussion proved a means to identify trends or underlying causes that would help resolve the problem.
Management will provide the administrative support (ie: committee secretary) to the committee.
Management, USGE and PIPSC representatives shall co-chair the meetings with management and use telephone conferencing or video conferencing when necessary.
Consultation is an on-going process and will be done whenever management is contemplating changes to the workplace, which affect the working conditions of employees.
7. Composition and Frequency of Meetings
Labour/Management Consultation meetings should be limited to a reasonable number of official representatives from each party. The use of substitutes or alternates at a given LMCC meeting should be kept to the minimum. Stability in participation is part of the commitment made when joining an LMCC and will serve to ensure continuity of relationships. Except as otherwise specified, the suggested composition is as follows
Combined Regional/Local Meeting
A combined Regional/Local Meeting will be conducted in Vancouver, 6 times a year.
The participants will include:
Senior Management Representative(s)
(ie: OIC LMD, OIC Ops Contract,
OIC Ops Federal)
USGE, Local President - Vancouver
Vancouver Local Executive
The USGE -RVP and PIPSC Representatives will bring forth any issues from the various Local LMCC’s that require discussion at the Combined Regional/Local Vancouver LMCC.
Note: Regional Meeting will be conducted once a year in Vancouver. The participants will include:
Deputy Commissioner, Pacific Region
Pacific Region Senior Management Team
USGE Local Presidents (Pacific Region)
Local Level Meetings to be conducted at “M” Division HQ, North District, Southeast District, and Island District, not less than 6 times per year. The participants will include:
CO “M” Division
Local USGE President(s)
Meeting Location, Time and Costs
Meetings will be conducted at prearranged locations.
Meeting will be conducted during working hours.
Meeting can be cancelled with the concurrence of all parties.
LMCC members can participate at meetings via teleconference or video conference.
In accordance with the applicable collective agreement, union representatives attending meetings will be considered ‘on duty’ status. Any travel expenses incurred are to be borne by the Union.
LMCC members are responsible for providing agenda items to the committee secretary in sufficient time to permit for the distribution of the agenda and any supporting documentation at least one week in advance of the meeting.
Sufficient details should be provided when presenting an agenda item to the secretary, to allow for adequate research and if necessary to invite an individual to address the issue at the meeting or discuss with PS-HR Advisor.
Items not on the agenda may be discussed at the meeting with the approval of the parties.
The preparation of the final agenda is the responsibility of the RCMP management.
In keeping with the principle that issues should be resolved at the lowest possible level, all items being referred must first, if relevant, be fully discussed at the regional and/or local levels.
Agenda items should be reviewed by the PS-HR Advisor, prior to the meeting to
assist in ensuring productive discussion at the meeting
Minutes are taken at LMCC meetings. The completion of the minutes is the
responsibility of the RCMP management and must be signed by all Co-Chairs (ie:
Management, USGE and PIPSC). The distribution of the minutes by Management should normally be done as soon as possible after the meeting. The minutes should be distributed on GroupWise NEWS, with a copy sent to PS-HR. The LMCC Secretary will maintain a file with accurate records of all agenda items and minutes.
This document may be amended at any time by mutual consent between the RCMP and
the USGE and PIPSC.
The Terms of Reference will become effective immediately.
Beverley A. Busson, C.O.M., O.B.C.
Deputy Commissioner - Pacific Region &
Commanding Officer, "E" Division
RCMP - Pacific, PIPSC Representative