LMC

LMC

Labour Management Committee (LMC) - September 26, 2012

LABOUR MANAGEMENT COMMITTEE
 
September 26th, 2012
10:00 am to 11:30 am
MUSC Room 303
 
Chair: Vivian Lewis  
 

AGENDA

 

  1. Timelines on producing/approving LMC Minutes
  2. Update on Action items from last meeting (July 23rd)
  3. Discussion on Librarian Classification Levels Description Document (revised document drafted by LLG in response to MUALAs proposed changes)

Labour Management Committee (LMC) - July 23, 2012

July 23rd, 2012
2:00 pm to 4:00 pm
MUSC Room 303

Chair: Laura Banfield

AGENDA

  1. Introduction of New Members
  2. Review of Article 29 – Labour/Management Committee
  3. Review of March 7, 2012 meeting notes (last meeting)
  4. Update on Action items from last meeting
  5. Looking back: Review of LMC Year 1.  (Review meeting notes, Ground Rules previously established at meeting of Sept 6, 2011 and issue of confidentiality).
  6. Looking forward: Planning for LMC Year 2
  7. Article 17.04 – Personal Leave of Absence

Labour Management Committee | Minutes | March 7, 2012

 

MCMASTER UNIVERSITY AND MUALA

LABOUR MANAGEMENT COMMITTEE

 

Wednesday, March 7, 2012

10:00 am – 12:00 pm

MUSC Room 206

 

Representing MUALA: Nick Ruest, Laura Banfield, Ines Perkovic

Representing the University:Liz Bayley (Meeting Chair), Dale Askey

Administrative Support: Melanie Garaffa

Regrets: Jeff Trzeciak


 

NOTES


 

1.     Follow up on action items from December 8, 2011

Item 2: Confidentiality around discussions and communications outside LMC:

ACTION PROPOSED: To resolve this issue, the University and MUALA agreed to declare before any discussion or comments were made about an agenda items, whether the discussions or comments were to be “in camera” or “in confidence”.

 

ACTION TAKEN: Both sides agreed that this process is reasonable moving forward and will acknowledge prior to any discussion or comments are made.

 

Item 3: Librarian Classification Level Descriptions, Article 22.20:

ACTION PROPOSED:  MUALA will review the document and bring forward any concerns to the next LMC meeting for the University to take under advisement. 

 

Following a review of the document, MUALA expressed concerns that the descriptions of classification levels were very vague and that the document overall was a major departure from the previous LPC document. The lack of examples made it very uncertain as to how librarians would move up in the rankings. MUALA felt the lack of content would lead to significant subjectivity among supervisors and inconsistency in application. MUALA requested that some examples be included with the caveat of “not limited to” so librarians would be in a better position to understand their career path and how to move up a level. A form of acknowledgement (perhaps in a preamble) was suggested to help librarians understand the overall intentions on the part of the University.

 

The University stated that the quality of the work and accomplishments was the primary consideration in assessing a promotion application. The University is concerned that providing a checklist or list of examples would be too prescriptive, might not limit the subjectivity and would in fact limit the flexibility among individual applications. It is not the University’s intention to be restrictive in the evaluation process. The University believes that clarity will come through the communication between a librarian and his/her supervisor during the annual activity report, goal setting and performance review process. The onus would be on the applicant to present their individual accomplishments and demonstrate the quality of their work. In making a decision on an application, there would be less risk of subjectivity because the University would consult with the supervisor and any individual who would have information relevant to the application.  In addition, University Library and Health Sciences Library senior administration would meet to ensure consistency of expectations for levels and promotions.

 

MUALA presented a revised document (hardcopy) that included their suggested comments and revisions and asked that the University consider their proposed amendments.   

 

ACTION:MUALA agreed to provide an electronic copy of the revised document to Melanie and the University would review and share the information with the leadership team for further consideration.

 

ACTION PROPOSED:The University will update and post the librarians and corresponding classification levels document.

 

ACTION TAKEN:  The University provided the list of librarians with position titles and classification levels to MUALA dated as of January 2012.

 

FURTHER ACTION:  The University will amend the listing of librarians to include a record of promotions as of May 1st, 2011.

 

Item 8: Post Doctoral Fellowships:

ACTION PROPOSED:  It was agreed between both Parties that the University would review the document and defer discussion to the next LMC meeting.

 

The University acknowledged MUALA’s concerns about the perceived systemic replacement of Librarians with Post doctoral fellows in the University Library however did not agree that this is was case. The University is committed to an ongoing review of the operational needs and will employ the appropriate human resources to meet those operational needs.

 

Item 9: Digital Experience Librarian Position:

ACTION PROPOSED: It was agreed between both Parties that the University would review the document and defer discussion to the next LMC meeting.

 

The University acknowledges the request.  However, it is the University’s decision to not post the position at this time.  

 

2.     Timelines: Annual Activity Report, Goal Setting and Performance Evaluation Process (Article 24).

 

The University reminded MUALA of the deadline for librarians to submit their final Annual Activity Report to their supervisor no later than April 15thas per Article 24. The University is committed to this deadline and will communicate as appropriate.

 

 

NEXT MEETING:

 

Both parties will agree to schedule the next meeting in late June 2012 and will agree on a date closer to the time. 

Labour Management Committee (LMC) - March 7, 2012

 
March 7th, 2012
10:00 am to 12:00 pm
MUSC Room 206
Chair: Liz Bayley
 

Agenda:

  1. Follow-up on action items from last meeting.
    • LMC discussion "in camera" or "in confidence"
    • Updated Librarian Classification Level Descriptions document
    • Discussion on Post doctoral Fellowships document submitted by MUALA
    • Discussion on Digital Experience Librarian document submitted by MUALA
       
  2. Timelines: Annual Activity Report, Goal Setting and Performance Evaluation Process (Article 24)
Attachment: 

Labour Management Committee | Minutes | December 8, 2011

 

MCMASTER UNIVERSITY AND MUALA LABOUR MANAGEMENT COMMITTEE

Thursday, December 8, 2011
10:30 am 12:00 pm
MUSC Room 213

Representing MUALA: Nick Ruest (Meeting Chair), Laura Banfield, Ines Perkovic Representing the University: Jeff Trzeciak, Liz Bayley, Dale Askey Administrative Support: Melanie Garaffa


NOTES


1. Follow up on action items from September 6, 2011

Item 2: Instruction and Workload:
ACTION PROPOSED: In order to get a higher level uniform message about expectations, Jeff Trzeciak will discuss this issue with the Library Leadership Team at the September 7 meeting and get back to MUALA with suggestions.

ACTION TAKEN: Jeff had a discussion with all members of the Library Leadership Team for the purposes of ensuring expectations were uniform among librarians with regards to instruction.

Item 3: Professional Service and Activity:
ACTION PROPOSED: Jeff Trzeciak will meet with the Library Leadership Team to discuss performance and goal setting in order to establish consistency in application. Liz Bayley will be invited to these meetings so as to maintain alignment between the UL and HSL.

ACTION TAKEN: Jeff Trzeciak and Liz Bayley have committed to discuss performance and goal setting on an annual basis, starting in 2012, to establish consistency in application.

Item 4: Morale:
ACTION PROPOSED: Nick Ruest would bring forward to MUALA members the offer from Jeff Trzeciak to meet with individual librarians as an attempt to start rebuilding trust and discuss strategies for improving morale and communication. Nick Ruest will also solicit ideas to improve morale from the MUALA membership. Jeff Trzeciak will await Nick Ruest's response.

ACTION TAKEN: MUALA responded on September 19, 2011 via email that the MUALA members had passed the following motion:

“MUALA members state that given that we have a long standing motion of non-confidence in the University Librarian, and given that we've undertaken a review of the University Librarian that we have submitted to the President and Provost, and given that the President and Provost have established a review of the University Library, we would prefer to defer any meetings with the subject of morale until the University Library Review is completed, after which we anticipate meeting with the University Librarian in a structured and mediated format.”

MUALA clarified that the motion precluded not just the proposed individual meetings, but any discussion at all.

Liz Bayley expressed concern over the statement in Nick Ruest’s blog that the offer from Jeff Trzeciak to meet with individual librarians as an attempt to start rebuilding trust and discuss strategies for improving morale and communication was “the best the University could do”. The University re-iterated that the offer was not the best the University could do but only one idea put forward by the University to begin the discussion around strategies to improve morale and communication.

Item 5: Article 2 Recognition and Article 22 Appointment and Promotion:

ACTION PROPOSED: Both parties agreed to defer this agenda item to the next meeting.
ACTION TAKEN: MUALA withdrew the item from the agenda and advised there was no need for

further discussion.

 

2. Confidentiality around discussions and communications outside LMC:

The University expressed concerns over information that was discussed publicly from the previous LMC meeting prior to the minutes being published and released. It was the University’s understanding that all discussions at LMC were to be conducted in confidence. The exception to this were those discussions that were agreed by both parties as requiring the involvement of others outside LMC membership, as per the minutes of the September 6, 2011 LMC meeting. The purpose of the LMC meetings is to review and discuss matters of concern to either party. The meeting is intended as a forum wherein matters of mutual concern and benefit can be freely and candidly discussed. If all LMC discussions and comments were shared outside LMC and not limited to the minutes that were subsequently agreed to between both Parties and posted, it seemed to contradict the intent of the meeting.

MUALA stated that they would not agree to a blanket statement of confidentiality for all discussions and comments expressed at LMC meetings.

ACTION: To resolve this issue, the University and MUALA agreed to declare before any discussion or comments were made about an agenda item, whether the discussion or comments were to be “in camera” or “in confidence”.

3. Librarian Classification Level Descriptions, Article 22.20:

On behalf of the University Library and Health Sciences Library, Melanie Garaffa distributed the

Librarian Classification Level descriptions to MUALA as per Article 22.20.

MUALA requested that the document which lists all librarians and corresponding classification levels be updated and posted to the libstaff website.

ACTION: MUALA will review the document and bring forward any concerns to the next LMC meeting for the University to take under advisement.

ACTION: The University will update and post the librarians and corresponding classification levels document.

4. Union Release Time, Article 5.03:

As per Article 5.03(c) of the Collective Agreement, MUALA is entitled to Union Release Time (paid or unpaid). The University reminded MUALA that advanced permission was required as per the language in this Article. MUALA responded that most of their Union meetings were being held over the lunch hour on the members’ own time. The University responded that this was not necessary, as Union Release Time was available for those activities as described in Article 5.03 of the Agreement.

MUALA acknowledged the responsibilities as set out in Article 5.03. 

5. Update on Collective Agreement Publication:

page3image1184

Melanie Garaffa advised that the Collective Agreement had been sent for publishing and that a price quote would be provided to MUALA before proceeding with printing. Melanie advised MUALA that the Collective Agreement is also available at http://www.workingatmcmaster.ca/med/document/MUALA-CA-2011-2015-1-42.pdf for reference until printed copies are made available.

 

6. Scent-Free Meetings:

MUALA raised concerns about the need to adopt a scent-free environment during future LMC meetings and other scheduled meetings between MUALA and management.

The University referred MUALA to the current McMaster University Scent-Aware Guidelines established in 2004 (http://fhs.mcmaster.ca/safetyoffice/documents/ScentAwarenessGuidelinesAp...).

ACTION: In adherence to the recommended response to scent-related issues as per the University guideline, the University will undertake all reasonable efforts to support this initiative at future LMC meetings and other scheduled meetings between MUALA and Management.

 

7. ILL Requests for retired MUALA Librarians:

MUALA raised concerns that the University Library has adopted a policy that does not allow retired MUALA Librarians to use Interlibrary Loan services.

The University stated that this practice is not a new University Library policy but a practice that has existed for many years within the library system. Prior to the certification of MUALA as the bargaining agent for librarians, librarians were members of the McMaster University Faculty Association (MUFA). As members of MUFA, retired Librarians enjoyed the privilege similar to that of retired faculty, to have an id card which allowed full use of McMaster libraries, including interlibrary loans. These library privileges no longer applied to MUALA retirees. The University certainly recognizes that librarians may continue to contribute as members of the University community even after formal retirement has occurred. The University is prepared to extend these library privileges, including interlibrary loans, to MUALA retirees by request on a case-by-case basis, subject to considerations of cost and administrative effort. A letter to this effect was sent by Mark Haley, Chief Human Resources Officer to Nick Ruest on November 30, 2011.

MUALA expressed thanks for this commitment from the University.

 

8. Post Doctoral Fellowships:

MUALA distributed a document to the University outlining its concerns about this issue. MUALA requested that this document as submitted be included in the minutes.

The University acknowledged receipt of the document but would not agree to include the document in the minutes. The University asked that such documents be sent out in advance of LMC meetings to facilitate an informed discussion.

ACTION: It was agreed between both Parties that the University would review the document and defer discussion to the next LMC meeting. 

9. Digital Experience Librarian Position:

page4image1104

MUALA distributed a document to the University concerning this position. MUALA requested that this document as submitted be included in the minutes.

The University acknowledged receipt of the document but would not agree to include the document in the minutes. The University asked that such documents be sent out in advance of LMC meetings to facilitate an informed discussion.

ACTION: It was agreed between both Parties that the University would review the document and defer discussion to the next LMC meeting.

NEXT MEETING:
University to Chair: Liz Bayley, Location & Time: TBD 

 

Labour Management Committee (LMC) - December 8, 2011

Agenda:

  1. Follow up on action items from last meeting
  2. Confidentiality around discussions and communications outside LMC
  3. Librarian Classification Level Descriptions, Article 22.20
  4. Union Release Time, Article 5.03
  5. Update on Collective Agreement Publication
  6. Scent-Free Meetings
  7. ILL Requests for retired MUALA Librarians
  8. Postdoctoral Fellowships
  9. Digital Experience Librarian Position

Attendees: Jeff Trzeciak, Dale Askey, Liz Bayley, Laura Banfield, Nick Ruest, Ines Perkovic, Melanie Garaffa

MUALA Response to LMC Meeting of September 6, 2011 action item from agenda item #4

In response to the morale issue action item from the September 6, 2011 Labour Management Committee meeting:

Action: Nick Ruest would bring forward to MUALA members the offer from Jeff Trzeciak to meet with individual librarians as an attempt to start rebuilding trust and discuss strategies for improving morale and communication. Nick Ruest will also solicit ideas to improve morale from the MUALA membership. Jeff Trzeciak will await Nick Ruest's response.

The MUALA membership passed the following motion in response:

MUALA members state that given that we have a long standing motion of non-confidence in the University Librarian, and given that we've undertaken a review of the University Librarian that we have submitted to the President and Provost, and given that the President and Provost have established a review of the University Library, we would prefer to defer any meetings with the subject of morale until the University Library Review is completed, afterwhich we anticipate meeting with the University Librarian in a structured and mediated format.

Labour Management Committee | Minutes | September 6, 2011

 

MCMASTER UNIVERSITY AND MUALA

LABOUR MANAGEMENT COMMITTEE

 

Tuesday, September 6, 2011

10:00 am – 12:00 pm

Mills L-206

 

Representing MUALA: Nick Ruest, Laura Banfield

 

Representing the University: Jeff Trzeciak (Meeting Chair), Liz Bayley, Dale Askey

 

Administrative Support: Melanie Garaffa

 

NOTES

 

1.     Ground Rules for the Labour Management Committee (LMC):

Chair: Nick Ruest will serve as the co-chair for MUALA.  Co-chairs will chair alternate meetings.

Meeting Documents: Library HR Consultant will serve as administrative support to the Committee, and will prepare the agenda and meeting notes. Reasonable efforts will be made by both Parties to provide background information or a contextual summary as they relate to each agenda item in advance of the meeting to facilitate an informed discussion.

Communication:The Committee, when it reaches a decision to make a recommendation, will forward such recommendation to their respective principles.Where further discussion on issues raised at meetings is necessary with parties other than Committee members, the Committee will agree on what issues will be discussed and with whom the discussion will take place.

Mandate:the mandate of the LMC as laid out in Article 29.01 of the Collective Agreement is to “review matters of concern arising from the application of this Agreement, but will not discuss any matter related to the specifics of a current grievance.” Therefore it serves as a vehicle for joint discussion and consultation and exploration of possible solutions to mutual problems and concerns as they relate to the collective agreement.  In addition, the LMC can serve as a legitimate but not required step in resolving issues that might otherwise lead to formal grievances.

2.     Instruction and Workload:

MUALA raised concerns about the communication around the changes in instruction workload for some of its members.  In particular, there was confusion around expectations and priorities, especially in instances when position responsibilities had changed significantly with the new blended learning model. MUALA is also seeking clarification for those for whom their job hasn’t changed significantly, but their teaching load has.

MUALA also asked for clarification on the status of the liaison/21st Century Fluencies program, and proposed a meeting between library administration and MUALA members to clear up any misunderstandings, and move forward with messages to the McMaster community.

The University stated that instruction remains a priority.  The fall of 2011 will be a transition period for all librarians as Blended Learning is implemented and evaluated.  Supervisors will take this into account when completing the 2011-2012 goals with MUALA members. 

ACTION: In order to get a higher level uniform message about expectations, Jeff Trzeciak will discuss this issue with the Library Leadership Team at the September 7 meeting and get back to MUALA with suggestions.

3.     Professional Service and Activity Equity

MUALA expressed concerns around goal setting for the Professional Service and Activity components of Part 2 of the Annual Activity Report.  There is no clear explanation of the level of expectation for activity and service, particularly for librarians at different levels. MUALA proposed members meeting with supervisors more regularly to check-in with goals, and update goals if required. The rationale being that it would add more transparency to the performance review process in the spring, members would have a better understanding of where they are at, and that there would be no surprises at the end of the performance review process. 

The University agreed that there needed to be consistency and that there should be no surprises at the end of the year when achievement of goals was evaluated. 

ACTION:Jeff Trzeciak will meet with the leadership team to discuss performance and goal setting in order to establish consistency in application. Liz Bayley will be invited to these meetings so as to maintain alignment between the UL and HSL.

4.     Morale

MUALA expressed concern about the extremely low morale among its members. The major issues raised were the events leading up to unionization, the departure of talent from the University Library, poor communication in general from University Library administration, the physical and emotional demeanor of University Library MUALA members, the lack of recognition of the role of its members and the damage to McMaster’s reputation. 

The University acknowledged the morale problem, and pointed out that both sides needed to work on solutions.  By soliciting constructive ideas from MUALA members on how to improve morale, there is an opportunity to build a productive dialogue between MUALA members and Library Leadership.  

Jeff Trzeciak stated that he is committed to rebuilding the relationship between librarians and leadership. Jeff Trzeciak asked how it would be perceived if he offered to meet with all MUALA librarians individually in an attempt to break down the communication barriers and provide information about the direction of the library.  The purpose of the meeting would be for MUALA members to offer suggestions on how to improve morale and reduce communication breakdowns.

ACTION:Nick Ruest would bring forward to MUALA members the offer from Jeff Trzeciak to meet with individual librarians as an attempt to start rebuilding trust and discuss strategies for improving morale and communication. Nick Ruest will also solicit ideas to improve morale from the MUALA membership. Jeff Trzeciak will await Nick Ruest's response.

5.     Article 2 – Recognition and Article 22 – Appointment and Promotion

ACTION: Both parties agreed to defer this agenda item to the next meeting.

 

NEXT MEETING: Tuesday, November 22, 10:00 am - 12:00 pm.  Chair: Nick Ruest

[PDF version]

Labour Management Committee (LMC) - September 6, 2011

Agenda:

  1. Ground Rules for Committee
  2. Instruction and workload
  3. Professional service and development equity
  4. Morale
  5. Article 2 - Recognition and Article 22 - Appointment and Promotion

Attendees: Jeff Trzeciak, Dale Askey, Liz Bayley, Laura Banfield, Nick Ruest, Melanie Garaffa

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