Preamble
These terms of reference define the composition and structure of the PIPSC Consultation Team for Citizenship and Immigration Canada. They are intended to clarify the internal functioning of the Team within the framework of the Institute’s Policy on Union-Management Relations.
Requirements
1. Composition and Structure
1.1 The Team will be composed of all stewards working for Citizenship and Immigration Canada conducting consultation under the authority of the Team President.
1.2 The Team, under the authority of the Team President, will define a Team structure consisting of regional representation.
1.2.1 Each region will serve as a conduit of information and concern to all level(s).
1.3 An effort will be made to ensure appropriate representation based on the Department’s structure.
2. Positions and Appointments
2.1 President
The President will be appointed by the Institute, with an election conducted every two years, taking into consideration recommendations made by the Team.
2.1.1 All members of the Team may participate in the recommendation process for the position of President.
2.2 There will be a Vice-President elected every two years, taking into consideration recommendations made by the Team.
2.3 Institute representatives at all regional or other consultation tables will be selected by the President, in consultation with the Team, and remain in that position at the behest of the President. The positions will be reviewed every two years, following a call for interest to all stewards in the area of selection.
2.4 Organization UMCC meetings will be attended by the President or delegate, and one other member selected by the President.
2.5 Regional UMCC meetings will be attended by the lead for that region and one other steward if applicable.
2.6 Local UMCC meetings will be attended by the local lead.
3. Budget
3.1 The President will prepare a Team budget and submit it for approval.
3.2 The President will be responsible for managing the budget as approved.
3.3 For in-person Team meetings, refer to the Institute’s Policy on Union-Management Relations (as of June 30, 2008, not more than once annually).
4. Team Communications
In accordance with the Institute’s Policy on Union-Management Relations,
4.1 Communication among Consultation Team members is necessary for the purposes of preparation for consultation, post-consultation debriefing, dissemination of information, and other team business as outlined in their approved consultation model.
4.2 It is expected that the bulk of communications between Team members will not be in person. Modern technologies (including but not limited to teleconferences, videoconferences, newsletters, web-based information, electronic discussion groups, and email) will be the primary form of Team communications.
4.3 Communication with the Staff Representative is to take place on a regular basis.
4.4 The Consultation Team will communicate to Organization members on consultation activities at least quarterly. This is normally done electronically.
4.5 When required, the Consultation Team will provide a briefing note to the Institute’s Executive Committee.