New Brunswick Department of Transportation - LMCC - September 27, 2021

DTI

Bob Daigle

Serge Gagnon

Julie Smith

PIPSC

Mike Pauley

Glen MacDonald

John Michael McPhee

Sheila MacLean

Paul Hartigan – PIPSC ERO

1

Approval of Agenda

Agenda items were listed and approved

2.

Review of Minutes meeting

None to review

3.  Old Business

#

Issue

Discussion

Action Required

3.1

3.2

4. New Business

4.1

New initiatives -measures of success

PIPSC raised concerns regarding the following new initiatives:

PMO/SCM(CA) – There seems to be a disconnect between the roles & responsibilities of the existing Branches and these 2 new branches.  How does the Employer plan to measure success – is there a lesson learned process in place to review year 1?  Is anyone looking at value for money? – the Auditor General has reviewed this in the past with in the P3 projects. The Employer advised that the roles & responsibilities has been identified as an issue and is being looked into.

The issue of how these jobs are being called (non-bargaining vs bargaining) is becoming a concern.  The employer advised that these types of positions are called non-bargaining in other departments and HR was requested to develop PDQs based on that model. PIPSC advised that NBDTI is a technical department and that buildings already had PM’s in use in their section and they were identified as bargaining positions and job specs for the same type of work were already created that the Employer could have modeled off of.  PIPSC inquired if someone in a non-bargaining position applied for a bargaining position would their experience under non-bargaining be considered? If the answer is yes, then the non-bargaining position should have been classified as bargaining.

Response/Update (SG):

• Department is planning on following the Service Delivery Review process as appropriate to evaluate these changes/initiatives;

Work Request Forms/Long Term Capital Planning/Branch Changes – How do you plan on measuring success? Are you going to ask for feedback from Employees?  The Employer advised that there are no measures have been discussed yet but will bring up the issue again.

Response/Update (SG):

• Department is planning on following the Service Delivery Review process as appropriate to evaluate these changes/initiatives;

Construction oversight – PIPSC has concerns over consultants in charge of government $$ spending - in the buildings group only the internal staff approve spending, not the consultants. PIPSC inquired how does the Employer plan on measuring success?  The Employer advised that an evaluation is being completed now, led by a retired GNB employee. PIPSC advised that they have concerns over consultants reviewing consultants as this can be a biased review.  The Employer acknowledged that a consultant was overseeing the consultants doing the Capital Const work but that they will also look for information from internal staff as well.

Response/Update (SG):

• Assessment of the Pilot Program has been initiated.
• At this point we are gathering input from stakeholders – including Senior Residents.
• As key stakeholders in this process PIPSC membership will be involved in this process as we move forward and develop plan for next year.

Design/builds – As the Department is currently developing framework for this type of project it is assumed that this will become more common.  Has the Employer developed any measures of success for this? How do we determine if it is beneficial and have gotten value for money?  The Employer advised that nothing has been formalized yet.

Response/Update (SG):

• Goal is to expand the types of capital projects delivery method beyond the traditional Design-Bid-Build.
• A Working Group has been put in place to develop the framework for Design-Build and this is progressing well[MSA(1] 
• Value for money is one of the criteria that is being evaluated as part of the determination for Design-Build delivery method

PIPSC advised that some of these initiatives have the ability to reduce union membership is this the intent?  The Employer advised that there have been no discussions on this, and no job reduction is planned.  The main purpose of these initiatives was to reduce the workload so that GNB employees can focus on core work.

Serge & Julie to bring up issues to ADM/DM on:

• classification of bargaining vs non-bargaining
• Response/Update (SG): Classifications for these positions are still under review with FTB
• identify measures of success/value for money for initiatives
• biased in consultants reviewing consultants
• concerns that intent is to reduce/eliminate GNB employee jobs
• Response/Update (SG): as was stated at meeting – the intent of these changes are not to reduce/eliminate any positions

4.2

Pay issues – Designation, Exceeds Performance, Pay Increments & Pay Equity

Merit increases/Designation/Exceeds Performance - Extremely long delays (form submissions lost/delays with SNB) are being experienced in members getting payments.  PIPSC inquired what are the standards in place for processing?  The Employer advised that clear service standards (KPIs) exist and that SNB used to send out reports on stats and things that need improvement.  The Employer advised that they are currently reviewing procedures in-house to ensure that payments can be tracked and followed up on with SNB when timelines are not followed as well as advising managers to send in requests individually rather than in batches to avoid unnecessary delays in payments

Pay increments – As discussed in the monthly DM meeting, PIPSC advised that they sent HR examples of 5-6 grid systems from NB Power, NS Provincial Engineers and Federal Government Engineers CA’s.  The Employer agreed to have discussions with FTB on supporting this initiative during bargaining.

Pay Equity - The issue of pay equity between consultants/personal/professional service contracts in the above new initiatives and GNB personnel doing the same work has become an issue.  Is the Employer looking at the costs – some are making up to 2.5 times that of their GNB employee counterpart.

Julie to:

• send out service standards (KPIs) for processing payments
• advise managers to send requests individually rather than group or batches
• Pay increments – Final decision with FTB

PIPSC to raise pay equity issue at DM meeting

4.3

New Policies

Vaccine policy – none vaccinated.  Have 2 template letters: employee and supervisor.  App will send positive test result directly to administrator only.  HRC will contact supervisor on how to proceed. Test kits to be shipped directly to Districts for distribution and app created to report results.  Issue is with employees with no access to computer or mobile – FTB still working on a solution.  Memo coming out soon on when start testing.

Policy on Refusal to comply with testing requirements is available on sharepoint site.  This is to be applied on case by case basis – steps are: conversation with employee to explain why and what need to do, written reprimand, 5-day suspension and finally termination.  Employer is working with the unions to ensure union notification & representation.  May end up with virtual meetings. Letters will go to employee & copy to the unions.  To date, only been conversations in DTI but other Departments have had terminations.

Designation.  Executive wants to ensure consistent review & application of this policy. Going to review this process this Fall.

Julie send memos and sharepoint site info

Designations: copies of designation requests to be sent to PIPSC and PIPSC representative to be on the policy review committee .

4.4

Designation Stats

Employer to provide data on 2020 & 2021 (1^st half) results. Data to include whether approved as submitted, approved as modified, extensions given, and requests denied.  PIPSC advised that they will be looking to ensure that the CA is followed regarding providing written explanation when denied.

Julie S. to provide 2020 & 1^st half 2021 designation stats

4.5

Performance Appraisals – status update

Employer to provide data on 2020 results. Ongoing issue is lack of compliance - main excuse is systemic workload issues.  DNR employs strategy of supervisor completing 25% of total PA’s every quarter.

Employer inquired about combining the merit increase form with the PA’s as a way of increasing compliance and might result in more members being put forward for exceeds expectations if work quality warrants it. 

PIPSC advised that this had been tried before and resulted no better completion rate of PA’s but did result in some members not getting their increments.  PIPSC advised that unless MGMT commits to insisting on completion then things are not going to change regarding compliance.

PIPSC advised that one option might be what some federal Depts have adopted.  They utilize a 1-page expedited PA. This could be used if no performance issues and employee agreed to use in lieu of long form.

Julie S. to provide % 2020 PA’s completed for PIPSC Engineers in DTI

4.6

Violence Risk Assessment

Employer advised that a consultant was engaged to conduct the risk assessment review.  Recommendations were received and facilities mgmt. (buildings group) is working on implementation of approved items.

Julie to provide an update on approved items & next steps

5. Other

5.1

Mental Wellness

PIPSC has mentioned at the DM meetings that over-work, stress & mental wellness was an emerging issue prior to COVID and unfortunately COVID has amplified the issues.  It is time to do more than just talk.  Employer agreed that looking to bring this to TB as an ongoing issue.

5.2

Sept. 30^th - Truth & Reconciliation Day

PIPSC inquired if GNB plans to observe Sept. 30^th.  PIPSC advised that several municipalities received legal opinions and have agreed to observe Sept. 30^th. The Employer advised that it is viewed as a federally regulated holiday only. 

PIPSC advised that the upcoming PIPSC Steward council meeting in October is themed after Truth & Reconciliation with several speakers on this topic.  PIPSC inquired if there is anything planned for Thursday for GNB.  The employer advised that there is nothing planned but will enquire with TB to see if any speakers will be considered.

Julie check with TB on speakers or sessions on T & R subject – moment of silence was planned for GNB – message from the Clerk

5.3

Action Updates

The Employer & PIPSC agreed to review meeting minutes and approve via e-mail so that they can be shared with both management and PIPSC membership. 

Any resolutions that are ready at the time of the minutes will be included with the notation ‘UPDATE’. 

PIPSC to prepare minutes ASAP for review & approval

PIPSC and Employer to distribute approved minutes

5.4

Other

The Employer advised that the DM position has been called and that interviews have been completed.  PIPSC requested that the informal meeting with the DM continue as they are a way to deal with small concerns and build a good working relationship between the parties when it comes time to deal with major issues.

Julie to recommend continuing informal meetings with new DM.

6.0

Adjournment & Next Meeting

Meeting adjourned at 11:30 pm.  Next meeting Jan 27/22 @ 10:00 am via TEAMs