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UMCC terms of reference



TERMS OF REFERENCE, Amended July 2006

Union Management Consultation Committee

Members: Lisa Garnier, Marion Agadzi, Larry Welsh

CULE Representatives: President, Vice-President (Unit 1),Vice-President (Unit 2)

Mandate: A Union-Employer Consultation Committee will be established to consult on areas of concern to both parties. Either party may provide items for the agenda for any proposed meetings.

Frequency of Meetings: Our UMC representatives will continue the current practice or participating in UMC meetings two times per year, in conjunction with and immediately following CULE executive meetings. This does not preclude the organizing of additional meetings to deal with emergency matters.

Agenda Items: Agenda input will be channeled through the Directors. It is incumbent on Directors to ensure that our UMC representatives have sufficient information to accompany the agenda item being submitted. The input will be finalized at the executive meeting.

Minutes: The Union and the Employer representatives will alternate the preparation of the minutes of Joint Consultation meetings. The parties are committed to have the minutes prepared and ratified within 30 days of the date of the meeting. The Employer will have the minutes translated and distributed to each Regional Office within 30 days of receiving the ratified version.

Constitution Committee

Members: to follow

Membership: Two members


1. Receive and review all proposed amendments to the CULE Constitution as submitted by the membership.

2. Forward to the CULE Executive amendments submitted by the membership with a rationale for the proposed amendments.

3. Following the executive review, conduct a ratification vote of proposed amendments to the constitution.

4. Produce copies of the amended constitution following the ratification process.

5. Make recommendations to the executive concerning constitutional amendments on an ongoing basis or upon request.

6. Develop a Code of Ethics for CULE members.

This committee also receives input and makes recommendations in preparation for a ratification vote on constitutional amendments.

Employee Assistance Program

Members: Lynn MacDonald, we require another member

This two member committee will serve on the joint EAP committee; engage in problem solving with respect to the EAP, including providing bargaining input.

The Alliance and the unions representing its employees recognize that almost any human problem can be successfully treated provided that it is identified in its early stages and referral is made to the appropriate resources. This is true whether the problem involves alcoholism, drug abuse, finances, physical illness, mental or emotional stress, marital or family distress or other concerns. These are health and behavioral problems which may have profound impact upon the lives of those employees affected, their families and/or their job performance.

The unions and the Alliance recognize that the structure and amount of the workload performed by the Alliance employees may greatly contribute to causing these sorts of problems.

Therefore, the Alliance and the unions representing its employees wish to foster and maintain an attitude of assistance towards the resolution of such problems when encountered by an employee, at any level. It is recognized, however, that successful resolution of such problems requires a high degree of the employee’s personal motivation and willing co-operation. It is also recognized that relief staff shall be required if an employee is found to need extensive time off work.

Objective: The objective of this policy is to establish a joint labour-management Employee Assistance Program to assist and enable employees to resolve personal, social, financial or health problems on a confidential basis.

Authority:The Alliance and its employees’ unions agree to form a Joint EAP Committee which will implement and direct the Employee Assistance Program. The joint EAP Committee will formulate policy decisions by unanimous consent. This policy statement will be included in the collective agreement designed by the parties involved.

Nothing in this policy statement is to be interpreted as constituting a waiver of management’s right to take disciplinary measures or the individual employee’s/union’s right to grieve. All these rights lie within the Collective Agreement.

Responsibilities:The Joint committee will oversee the operation of the Program and be concerned with remedial action, training and awareness programs and preventative measures which may include jobs readiness programs.

The Unions involved and the Alliance agree to provide for the earliest possible utilization of the Employee Assistance Program on a voluntary basis for employees showing indications of a personal problem which may affect their jobs.

Neither supervisors nor union have the responsibility to assess the nature of a personal problem.

The decision to accept referral for assessment and to participate in a prescribed assistance program is the personal responsibility of the individual employee. Participation in the Employee Assistance Program is in principle voluntary regardless of whether referral is informal or formal. Formal referrals must be based on deteriorated or below standard job performance.

Grievance Committee

Members: Pam Peckford, Larry Welsh, Tom Hamilton Alternate: we require an alternate

Mandate: The Grievance Committee shall co-ordinate grievances consistent with the CULE Grievance Handling Policy.


  • To make recommendations to the CULE Executive
  • Provide assistance to the CULE Directors as it relates to representation
  • Monitor the grievance process and ensure adherence to the CULE Grievance Handling Policy
  • Submit proposed revisions to the CULE Grievance Handling Policy to the CULE Executive
  • Submit bargaining proposals and provide assistance with the interpretation of contract language
  • Provide written reports to the CULE Secretary prior to each executive or membership meeting. The reports may be part of the reports of the Vice-Presidents.
  • Maintain close contact with other CULE Committees as the need dictates (i.e. UMC, Health and Safety, Technological Change, Harassment Complaint Co-ordinator, etc.)

Frequency of Meetings: The committee will meet on an ad hoc basis as required under the CULE Grievance Handling Policy.

Composition: The committee consists of three CULE members, namely:CULE Vice President Unit 1,CULE Vice President Unit 2,One CULE member as appointed by the executive and two alternates

The CULE representatives will provide bargaining input and assist with the development of contract language.

Reporting: The committee will work closely with the designated Executive Liaison. The committee shall submit written reports to the CULE Secretary prior to each executive meeting.

Staff Training and Development

Members: Heather Longstaff, Lisa Thibodeau

Mandate: The parties agree to establish a standing committee on employee training. The committee will meet at least twice a year and more often as needed to examine staff training requirements and planning as referred to it by the executive of the union or the employer. Individual training needs will not be referred to this committee.

This committee will consist of two representatives of the union from each respective bargaining unit – CULE 1 and CULE 2.

Training includes the following:

  1. New Reps training
  2. New issues, programs and projects
  3. Development training
  4. Special needs such as: skills development, team building, stress management, lifestyle planning (retirement, health).
  5. Computer Training

The employer agrees that there is an urgent requirement to meet training needs for administrative personnel as soon as possible because of the introduction of new technology. This training should be the same for all administrative personnel.

Activities: Plan activities consistent with the above mandate. Provide input for the inclusion of relevant staff training and development at regional and national conferences and other meetings.

Joint Union Management Employment Equity Committee

Members: Marion Agadzi, Chris Wilson Alternate: Janice Grant


  • To review all aspects of employment to identify differential or discriminatory treatment of employees by sex, race, disability or sexual orientation and to recommend the necessary measures for eliminating such practices;
  • To develop comprehensive employment equity plans consistent with the requirements of the Ontario Employment Equity Act.
  • To monitor and evaluate the implementation of the Alliance Employment Equity Plan.

Membership: Representing CULE on the JUMEEC will be two representatives and two alternates. All four will participate in JUMEEC sub-committees or working groups. The CULE Executive will name one of the JUMEEC representatives as the co-ordinator.

Frequency of Meetings: Meetings will be determined by the JUMEEC, according to the committee’s workplace. Normally, JUMEEC will meet on a quarterly basis. Sub-committees and Working Groups will meet as required.


  1. A Written report will be provided to the executive after each meeting of the JUMEEC; status reports of ongoing work will be provided to the executive and other CULE representatives and alternates on the JUMEEC.
  2. Briefing and information sessions will be organized for the CULE Executive during plan development.
  3. The CULE membership will be consulted on the development of the Alliance Employment Equity Plan.

Expenses: The Employer pays transportation expenses for two representatives to attend JUMEEC meetings.

The joint committee requires CULE members to be involved in the development and implementation of the Alliance Employment Equity Plan. The JUMEEC will continue to review and monitor all aspects of employment for evidence of differential or discriminating treatment of employees by sex, race, disability and sexual orientation. The JUMEEC will also develop recommendations, strategies and solutions necessary for eliminating such practices in order to ensure the full implementation of the Alliance Employment Equity Plan. Regional Employment Equity Plans are being developed regionally.

Joint Pension Advisory Committee

Members: Dave Doyle, Arthur Carkner

Mandate: The CULE members appointed to the Joint Pension Advisory Committee (JPAC) shall represent and promote the interests of CULE members to the JPAC.

Composition: The CULE Executive shall appoint a JPAC representative and alternate. The representative shall attend all JPAP meetings and the alternate will be encouraged to attend meetings to the extent possible.


  1. To solicit information from the membership regarding their needs, interests, concerns and problems with respect to the pension plan and related issues.
  2. To provide information to the membership about the pension plan and related issues via the CULE Executive.
  3. To make recommendations to the Executive for consideration and approval.
  4. To provide written reports to the CULE Secretary prior to each executive meeting and upon request to membership meetings.
  5. To provide bargaining input and input to other applicable committees. To act as a resource to the Negotiating Team, as identified by the team.
  6. To liaise with other union representatives appointed to the JPAC and other CULE Committees.

Health and Safety Committee

Members: Regional Directors

Mandate: To meet with the employer to discuss health and safety complaints and issues, on a Regional basis.


  • Recruit and support a network of Health and Safety Representatives from each workplace where there are CULE members.
  • Review Regional Office Health and Safety Committee minutes, collect information and reports, and co-ordinate investigations on behalf of CULE.
  • Communicate with the Executive for purposes of consultation and discussion on health and safety issues.
  • Provide information as requested by/for CULE committees, executive members, as it relates to health and safety issues, including bargaining input.

Frequency of Meetings: The committee will meet with the employer as required by the legislation. Meetings may be by conference call.

Reporting: The Directors should file a report of their activities at each executive meeting. The report should contain any minutes, information, etc. arising from their meetings with the employer and the highlights or information from the various meetings of the regional health and safety committee meetings.

The committee shall give consideration to and make recommendations on such matters as the safeguarding of health and prevention of hazards to life and property. Particular attention will be paid to questions involving alleged hazardous or unsanitary working conditions. Two members of the Health and Safety Committee, one member from Management (Co-ordinator) and one member from the Union (Director), shall jointly conduct investigations of accidents involving members of the bargaining unit when necessary.

Technological Change Committee

Members: Heather Longstaff, another member is required

  • To consult and communicate with CULE members regarding requirements and concerns in regard to the implementation of office automation.
  • To monitor adherence to the collective agreement relating to technological change.
  • To investigate health and safety issues relating to office automation.
  • To help ascertain equipment and furniture that meets ergonomic and reasonable accommodation requirements.
  • To identify, consult, make recommendations, and monitor potential or resultant adverse impact of technological change.
  • To determine a process to assess knowledge levels and ensure proper training is provided to all regional office staff, in consultation with the Joint Staff Training and Development Committee.
  • To research new technology and issues, and monitor their implementation in the workplace.
  • To liaise with the Employer, other CULE committees and AEU on items of concern to all staff regarding the implementation of office automation and issues relating to the introduction of technological change.
  • To develop a union response to the office automation project.
  • To submit bargaining proposals relating to technological change.
  • To draft a discussion paper on issues relating to bargaining unit work and work boundaries, as they relate to office automation.

Membership and Frequency of Meetings: Two members, one from each unit. The Joint Committee will meet twice annually, at a minimum.

Equity Members Committee

Members: Marion Agadzi, Janelle Ho-Shing, Raj Hari, Monika Duggal

Mandate: To follow.