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REPORT TO SPRING ’15 NATIONAL EXECUTIVE (NE) MEETING OF THE UNION OF NATIONAL DEFENCE EMPLOYEES (UNDE) OF THE UNDE STANDING BYLAWS COMMITTEE
At the time of submission of this report, the other committee members have not given their consent for this report……
The committee has received 2 completed regional annex F forms from the Harassment policy. Both reported no incidents. Man/Sask reported in for Oct-Dec ’14, and NS for Oct-Dec ’14 and Jan-Mar ’15. These can now be filed electronically, but it has not appeared to take off yet.
The UNDE Harassment Policy itself, in particular the investigation portion of it, was looked at by the committee which is comprised of myself as Chair, Sister Barker (Vice-President (VP) for the National Capital Region (NCR)) and Brother Montgomery (VP for the Communications Security Establishment (CSE)). This work was requested done prior to the policy being reprinted so that it could be current. The suggested changes can be seen below in red. It must be noted however, that as yet, the convention resolution has not been discussed, and it concerns the creation of a Conflict Resolution Policy (reso #108).
The committee was also tasked by the national office to look at the Bylaws and regulations to find a way forward in dealing with locals who do not comply with the existing rulesets around submitting the audited financial statements and the meeting minutes wherein they were passed. The recommended changes (see below in red) reinforce what exists, despite changing current practices which are outside of the Bylaws. At the time of the committee’s meeting, out of our 82 UNDE Locals, 6 were still in violation of the Bylaws. This number is down from the 20 we had in January, but is still indicative of what is happening year after year and growing. As this issue is one of safe-guarding the Member’s money and protecting the credibility of the Union, we recommend a communication plan to all the Locals of this adherence to the Bylaws, and the acceptance of the new regulations.
Respectfully submitted by T. Mark Miller VP for British Columbia (BC) and Chair of the UNDE Standing Bylaws Committee
HARASSMENT POLICY
HarassmentPolicy,theGuidelinesandProceduresforManagingHarassment
Complaints(AnnexB).
3.StatementofImpact
Memberscanbeimpactedbyharassment,bothdirectlyandindirectly,causingthemto withdrawintosilenceandtoceaseactiveparticipationfromallactivities. Allmembersare adverselyaffectedbyharassment whentheywitnessitandareforcedtocontinueoperatingina tense,poisonedenvironment. Anyunchallengedformofharassmentleavesthewrong impression-thatitisanacceptablehumaninteraction-thuspoisoningtheenvironmentthat maycausetheoffensivebehaviourandabusivepatternstocontinueandescalate.
4.Principles
Inanycircumstancewhereinanassignedofficerfindsthemselvesinanyrecognizedrealorperceived biasand/orconflictofinterest,thatcouldimpactonthefairnessoftheprocess,theyshallwithdraw themselvesfromtheprocessandrequestthattheNationalPresidentassignanappropriate replacement.
everymemberhasarighttofreedomfromharassment withinallunionfunctions, meetingsorsocialsandisresponsibleforcontributingtoaharassment-freeunion environment;
everymemberhasaresponsibilitytoprovideleadership bysettingstandardsof
behaviourthatreflectUNDE'scommitmenttoequality. Anymemberwhowitnesses harassmentordiscriminationhasaresponsibilitytostopthebehaviourorreportit immediately;
representativesinvolvedinhandlingharassmentatanylevelshallbetrainedand
knowledgeable ontheprocedurescontainedwithinthispolicyandwilldealwith complaintsinaprofessionalmannerasexpeditiouslyaspossible;
confidentiality shallberespectedthroughout allallegedharassmentincidentsand investigations.
5.Application
ThispolicyshallbeappliedduringallUNDEfunctions,meetingsor socials. UNDEand itsmembership willrespectandadheretothispolicyandtheGuidelinesandProceduresfor ManagingHarassment Complaints(AnnexB).
Allmembersshallhavetherighttocontributetoanydebatesthatwilldeterminethe directiontheComponentwilltakeandshalldosoinarespectfulmanner. Tofacilitatethis,the followingisalistofsituationsthatthispolicywillNOTapplyto:
membersadvocatinganydulyadoptedpoliciesorpositionsoftheunion;
membersexpressingtheiropinion(opinionsshallnotconstituteillegaldiscrimination suchasracialdiscriminationorhomophobia,etc.);
membersactivelyopposingillegaldiscriminationorharassment.
AlthoughUNDEdoesadvocateandpromotezero-toleranceforharassment inthe workplace,UNDEfirmlybelievesthatharassmentintheworkplaceistheresponsibilityofthe employer. Memberswhofeelthattheyhavebeenharassedintheworkplacehavetherightto filewrittencomplaintsthroughthefollowingavenues:
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(f)Harassment Investigation Committee
Underthispolicy,theharassmentinvestigationcommitteeshallberesponsiblefor:
investigatingallegedharassmentcomplaintsbyfollowingtheestablishedmandate, collectingevidenceandinterviewingallpartiesincludingwitnesses;
ensuringallpartiesareadvisedoftheirentitlementtorepresentationandareprovided withwrittendocumentationandacompletedcopyoftheUNDEHarassment Complaint Form(AnnexD);
preparingawrittenreportintwoparts;PartIFindingsandPartIIRecommendations(if
any)oncetheInvestigationiscompleted;
submittingthewrittenReporttotheReviewingOfficercompletewithcopiesofall documentation securedduringtheInvestigation.
(g)UNDE
Underthispolicy,UNDEshallberesponsiblefor:
providingandpromotinganenvironmentfreeofharassmentanddiscriminationduring anyUNDEfunction(s),meeting(s)orsocial(s);
ensuringallmembersinvolvedinhandlingharassmentatanylevelarefullytrainedand qualifiedtocarryouttheirroles;
ensuringstaffresourcesareavailableforprovidingtechnicaladvice;
protectinganyandallmember(s)fromretaliation. (h)NationalExecutive
Underthispolicy,theUNDENationalExecutiveshallberesponsibleasfollows: TheNationalPresidentshallberesponsibleforinterpretingthispolicy
TheExecutiveVice-President shallberesponsibleforreplacingtheNationalPresident inhis/herabsenceorintheeventtheNationalPresidentisarespondent
TheVPoftheRegionshallberesponsiblefor:
servingasthereviewingofficerforanywrittencomplaint(s)raisedattheLocal
Level;
servingasthereviewingofficerforanywrittencomplaint(s)raisedatRegional functionsunlesstheyareeitheracomplainantorrespondent;inthatevent,the DVPwillserveasthereviewingofficer;
submittingcompletedUNDEHarassment PolicyAnnexFtotheUNDEStanding
BylawsCommitteeonaquarterlybasis.
AdvisingtheNationalPresidentofanyrealorperceivedbiasand/orconflictsof interestthatcouldimpactthefairnessoftheprocess
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TheInvestigationCommitteewillconductasmanymeetingsasnecessarywiththe complainant(s),therespondent(s) andwitness(es)untiltheycanmakeafindingofthe allegation(s) inaccordancewithitsmandate.
OncetheInvestigationCommitteehasreacheditsdecision,awrittenreportcomprised oftwopartsshallbesubmittedtotheReviewing Officer. PartIofthereportwillbethe Committee'sFindingsandPartIIofthereportwilltheCommittee'sRecommendations.
TheReviewing Officerwillreviewandensurethereportisinorderandthatthe Committeemetitsmandate. TheReviewingOfficerwillworkwiththeInvestigation Committeetoaddressanydiscrepancies. Ifnecessary,theReviewingOfficerwillbe responsibleforsettingupthemeetingwherethereportwillbepresented. The ReviewingOfficerwillberesponsibleforprovidingthecomplainant(s)andthe respondent(s) withcopiesoftheInvestigationCommitteereport. Ifrequired,the Reviewing Officerwilladvisethecomplainant(s)andtherespondent(s)thattheycan attendthespecialorgeneralmembershipmeeting,buttheywillhavenovoiceorvote whilethereportisbeingpresented.
3.InvestigationCommitteeReportPresentation
IftheInvestigationCommittee'sReportdeterminesthecomplaint(s)unfounded,thereis noreasontopresentittoanapprovingbody. Ifdisciplinaryaction,removalfromofficeor suspensionofmembership isrecommended,theReportmustbepresentedtoanapproving body.
IfRespondent isaUNDEmemberorUNDELocalOfficer:
TheReviewingOfficerdeterminestheapprovingbody-normallytheRespondent's Local,iftheMemberiseitheraMemberoraLocalExecutiveOfficerregardlessofthe Complainant's positionintheUnion.
TheReviewing Officerwillserveaschairofthemeetingwhilethechairofthe InvestigationCommitteewillpresenttheReportwhichwillbeplacedbeforeameetingof theappropriatebodyandshallbepresentedintwoparts. PartI-Findingsmustbe acceptedbeforediscussioncanbeginandrequiresasimplemajority-50%plusone lessthecomplainant(s)andtherespondent(s). PartIcannotbeamended. IfPartIis notaccepted,theInvestigationCommittee'sReportdies.
IfPartIisaccepted,theappropriatebody,lessthecomplainant(s)andtherespondent(s) havetheopportunitytoseekfurtherclarificationfromtheCommitteechair. Onceall clarificationisprovided, PartII-Recommendationsshallbepresentedwhichwillrequire atwo-thirdsmajorityvotetocarry.Complainant(s)andrespondent(s)havenovoiceor voteduringthisprocess. PartIIcanbeamendedbytheappropriatebodywhichisstill subjecttoatwo-thirds majorityvotetocarry.
TheReviewingOfficerwillberesponsibletocarrythroughonanydisciplinary RecommendationsadoptedbysubmittingtheCommittee'sReportandtheminutesof meetingthatthereportwasdealtwithtotheUNDENationalExecutiveifrequired. The carriedRecommendationsarestillsubjecttotwo-thirdsmajorityvotetobeaccepted. If accepted,theRecommendationsandallsupportingdocumentation(allminuteswhere
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reportwasdealtwith)willbeforwardedtothePSACNBoD. TheRecommendationsare stillsubjecttotwo-thirdsmajorityvotetocarry.
IfRespondent isaUNDENationalOfficer:
Theapproving bodyfortheCommittee'sReportwillbetheUNDENationalExecutive regardlessofthecomplainant(s)positionintheUnion. ANationalOfficerisdefinedas UNDEVPoftheRegion,UNDEEVPandUNDENationalPresident. Theapproving bodyforanycomplaint(s)againsttheUNDEHumanRightsAdvisorwhileservinginthat capacityonlywillbetheUNDENationalExecutive. Theapprovingbodyforany
complaint(s)againsttheUNDEHumanRightsAdvisornotservinginthatcapacitywillbe
dealtwithasaUNDEmember.
TheReviewingOfficerwillserveaschairofthemeetingwhilethechairofthe InvestigationCommitteewillpresenttheReportintwoPartstotheNationalExecutive. Anycomplainant(s)orrespondent(s)havenovoiceorvoteduringthisprocessbutare entitledtohaverepresentation.
Representativesofthecomplainant(s)ortherespondent(s)canonlyparticipatewith voiceduringthepresentationoftheReport.
RepresentativescannotparticipateoncetheUNDENationalExecutivestart deliberationsontheRecommendations,howeverthecomplainant(s)orthe respondent(s) willhavetheabilitytohearthedeliberationsandthedecisionsreached. ThiswillbedonethroughtheUNDEConferencecallingsystem.
PartI-Findingsissubjecttoasimplemajorityvotetobeadoptedandcannotbe amended. TheCommittee'sreportwilldieifPartIisnotadopted.
IfPartIisadopted,theNationalExecutiveandanyRepresentatives lesscomplainant(s) andrespondent(s) havetheopportunitytoseekclarificationfromtheInvestigationCommittee chair.
Onceallclarificationisprovided,PartII-Recommendations shallbepresentedtothe NationalExecutive. AnyRepresentativescannolongerparticipateinanycapacitywhilethe complainant(s)andrespondent(s)havenovoiceorvoteduringthisprocess. Recommendationsaresubjecttoatwo-thirdsmajorityvoteandcanbeamended.
Anyrecommendations supportedwillbeforwardedtothePSACNBoDforfinalapproval whichwillbesubjecttoatwo-thirdsmajorityvotetocarry.
4.FindingsforAllComplaints
TheReviewingOfficershallensurethecomplainant(s)andtherespondent(s)are advisedoftheirentitlementswhen:
Complaint(s)isupheld-therespondent(s)isentitledtoappealtotheapprovingbody within60daysofreceiptofnotificationofdiscipline.
Theapprovingbodywill beasfollows:
Forremovalofoffice-UNDENationalExecutive
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PartB-tobecompletedbytheResponsibleOfficer
9.Thesigningofthisdocumentconfirmsthatanycomplaint(s)handledthroughtheInitial and/orInformalprocesshavebeenproperlyfollowed.
10.Thesigningofthisdocumentconfirmsthatanyformalcomplaint(s)has beenforwarded totheReviewingOfficeron (date)
11.AnyFurtherRecommendationsorSuggestions:
NameofResponsibleOfficerDateSignature
Bythissignature,IaffirmthatIamnotawareofanybiasand/orconflictofinterest
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ANNEXD
UNDEHARASSMENTCOMPLAINTFORM
(oneAnnexDrequiredforeachcomplaintreceived) PartA-TobecompletedbyReviewingOfficer:
1.Identifyinginformation
Nameofcomplainant(s): Nameofrespondent(s): Nameofintervener:
Namesofharassment investigationcommitteemembers:
2.ChecklistNumberof
FormsReceived
(a,b,c)Date
a)CompletedAnnexDPartB-Complaint(s)received b)CompletedAnnexDPartC-Respondent(s)
received
c)CompletedAnnexDPartD-Witness(es)received
(listseparatelyifrequired)
d)StandupofInvestigationCommittee
e)MandateforInvestigation Committee completed f)Allwrittencorrespondenceprovidedthe
complainant(s)
g)Allwrittencorrespondence providedthe respondent(s)
h)Allwrittencorrespondence providedtheInvestigation
CommitteeMembers
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NameofReviewingOfficer
BythissignatureIaffirmthatI amnotawareofanybias and/orconflictofinterest
DateSignature
UNDE BYLAWS
BYLAW 12 Article 11
12-11-01
The annual audited financial statements, as well as the minutes of the AGM at which they were adopted, shall be forwarded to the national office with a copy to the VP of the region, no later than Dec 31.
12-11-02
The national office shall withhold the Local’s rebate of dues effective Jan 01 until such documentation is received.
12-11-03
Failure to follow 12-11-01 shall result in 3 written reminders from the VP of the region to the Local’s entire executive, over a 3 month period, copying the national office.
12-11-04
After 12-11-03 is completed, the Local shall be unable to participate in UNDE training and conferences, until the national office is satisfied. And as 12-11-01 has still not been met, at the next National Executive meeting, the VP of the region shall propose trusteeship for the offending Local, which will require a 2/3 majority to enact.
BYLAW 7 Art 6
07-06-01
For the Locals meeting to be in compliance with Bylaw 7 Article 6, the proposed agenda and the actual meeting must include the audited financial statements, annual reports, election of officers and such other business as may be required by the Locals bylaws, along with the Unions harassment statement. In the absence of anything listed, the meeting shall be deemed to be out of order and rescheduled prior to Dec 31.
07-06-02
Should the meeting not be held in compliance with 07-06-01, the Local shall be considered inactive and the VP of the region shall invoke Bylaw 7 Article 8 which may cause the assets of the Local to be placed in trusteeship.
1305-01
(m) The Investigation Committee shall submit its report to the Reviewing Officer who shall be responsible to ensure that the Investigation Committee has met its mandate and that its report is in accordance with the Bylaws of this Union prepared to be placed before the Appropriate Body.
(n) The Reviewing Officer shall at that time, determine the appropriate body to receive the Investigation Committee’s report and organize the meeting.
(o) The Reviewing Officer shall in writing, notify the Complainant(s) and the Respondent(s) of the date and location of the meeting, their right to attend with no voice or vote during the decision making process and provide a copy of the Investigation Committee’s report. The notification must be sent out in accordance with timelines for meeting notifications.
(p)The Investigation Committee’s report shall be placed before the appropriate body in two parts with the Reviewing Officer as Chair of the meeting and the Committee’s Chair presenting the report. Part 1 of the report cannot be amended however is subject to a simple majority vote to receive it.
(i) If the vote is not carried the report cannot be received for discussion.
(ii)If the report is adopted, members of the appropriate body are then able to enter into discussion to assist them in the decision making process for the remainder of the report.
(s) If the meeting accepts a recommendation for removal of office, the Reviewing Officer shall in writing convey that decision to the Complainant(s) and the Respondent(s) and shall provide a copy of the minutes of the meeting where the Investigation Committee’s report was dealt with. The letter shall also convey their right to appeal to the appropriate body within 60 calendar days that should be submitted to the Reviewing Officer. It shall also convey they are no longer eligible to act in an official capacity upon receipt of notification and throughout the appeal period.
(u) REMAINS IN QUESTION PENDING A RULING FROM THE PSAC NAT PRES