Policy Committee Minutes

Policy Committee

Minutes June 28, 2006=

June 28, 2006

AGENDA:

=3D"*" &nbs= p; = Accreditation

=3D"*" &nbs= p; = Safety Committee Update

=3D"*" &nbs= p; = Wage Equity

=3D"*" &nbs= p; = Benefits

=3D"*" &nbs= p; = Mileage

=3D"*" &nbs= p; = Policy Revisions

=3D"*" &nbs= p; = Retirement Benefits

=3D"*" &nbs= p; = 19 or 19.5 hour positions

=3D"*" &nbs= p; = CIR Completion for relief staff

=3D"*" &nbs= p; = Pension Plan

=3D"*" &nbs= p; = Stat Pay / Client Vacation

=3D"*" &nbs= p; = Relief staff – returning calls, adequate training

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Accreditat= ion:

=3D"*" &nbs= p; = Policy Representatives were provided with a copy of the Accreditation Report. Spectrum received a three year accreditation. We received o= ne Exemplary Practice commendation for our leadership. The surveyors noted that ov= er the three days of interviews and observations that people expressed an understanding of and support for Spectrum’s mission – from the participants, line staff, supervisors, coordinators and Board of Directors. They interviewed approximately 100 people over the three days and saw numerous program locations.

=3D"*" &nbs= p; = Benefits:

=3D"*" &nbs= p; = A consistent set of administrative practices has been established that will allow all programs to provide a consistent quality of service.

=3D"*" &nbs= p; = Quality of services is now more easily measured and reviewed.

=3D"*" &nbs= p; = The government should be less concerned with micro-managing our services as we= are now accredited by an internationally recognized organization.

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Safety Com= mittee Update:

=3D"*" &nbs= p; = Five nominations for Safety Committee representation were received by June 26th, 06. Ernie will contact those nominees and confirm their interest and set u= p a first meeting in July. They = will follow a standard agenda:

=3D"*" &nbs= p; = Review injury reports from past month

=3D"*" &nbs= p; = Review progress on Health and Safety plans

=3D"*" &nbs= p; = Review reports of unsafe working conditions

=3D"*" &nbs= p; = Each member of the safety committee will receive 8 hours per year of training specific to health and safety.

=3D"*" &nbs= p; = Elections for Safety committee members will be held annually.

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Wage Equit= y Update:

=3D"*" &nbs= p; = We have had responses from the Minister of Finance and the CEO of CLBC regarding o= ur demands for wage increases for our non-union staff to be equivalent to the increases received by unionized staff.

=3D"*" &nbs= p; = See our wage equity site for copies of the various updates from government:

=3D"*" &nbs= p; = http://www= .spectrumsociety.org/WageEquity/default.aspx

=3D"*" &nbs= p; = Government has been slow to recognize in the past the need for equity in funding wage increases, but always comes around. In 1999, Spectrum participated in a la= wsuit – Unfair Labour Practice Complaint ̵= 1; against the government. This resulted in a 15% wage increase settlement in 2000 – 2001.

=3D"*" &nbs= p; = Policy representatives reviewed the recent settlement in the unionized sector:

=3D"*" &nbs= p; = 2.3% increase effective April 1, 2006 = (Spectrum employees should expect a similar increase when non-union compensation plan announced)

=3D"*" &nbs= p; = 2% increase on April 1^st each remaining year of four year agreemen= t

=3D"*" &nbs= p; = Benefits change – Employer resumes paying MSP on April 1, 2007 – effect= ive increase of 1.6% next year. = (Spectrum already pays at least 50% = of MSP and up to 100% of MSP depending on employee status)<= /p>

=3D"*" &nbs= p; = Premium Pay for casuals –Casual staff will now receive time-and-a-half for h= ours worked on statutory holidays. (Sp= ectrum already pays time-and-a-half for all staff on statutory holidays – a= fter their first thirty days of employment).

=3D"*" &nbs= p; = Pension Plan – Government has committed to providing members with a public pension plan at the end of the fourth year – April 1, 2010 – a= fter the collective agreement expires.=

=3D"*" &nbs= p; = Transportation Allowance - $0.41 per kilometre. (Spectrum will implement a similar increase to our mileage rate for workers who use = their own vehicles at work.)

=3D"*" &nbs= p; = Signing bonus - $4,200 for full-time workers. (Spectrum has requested that a non-union compensation plan include a similar incenti= ve payment).

=3D"*" &nbs= p; = Link to Unionized Sector Settlement Details

=3D"*" &nbs= p; http://www.respectbc.= ca/pdfs/UBAsummary.pdf

=3D"*" &nbs= p; = Increases for specific wage categories: Representatives questioned whether particula= r positions could get a wage increase beyond what other positions get. Specifically, c= ould the sleep night rate receive special attention because at $9.00 per hour f= or the three year (4,500 hour) rate, it is the lowest rate on the pay grid. W= e do not know what conditions will apply to funding received for the non-union compensation increases. The last broad wage increase = was in April 2004 when the CSW, Manager and Coordinator grids received a $0.50 increase. If there is flexib= ility in how the funding could be applied to our wage grids, the policy committee would have input into determining the funding for each position.

=3D"*" &nbs= p; = http://www.spectrumsociety.org/WageEquity/Bulletins/WageEquity16.htm

&nbs= p; = Executive Compensation: The directors’ compensation is not set by government b= ut by the Board of Directors in consultation with surveys of the marketplace for non-profit organizations. The benefits package for directors is the same as that for line workers, supervisors and coordinators.

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Group Heal= th Benefits:

&nbs= p; = Each year in April, we receive a renewal notice from our benefits provider R= 11; SunLife. This year’s renewal includes a decrease in the cost of our Extended Health benefits, no change to our dental and life insurance premiums, and an incr= ease to our LTD rates. The rate c= hanges are based on utilization. Ou= r LTD rate is now at about the industry average – where previously it was = well below the average because we had very few claims. In the last three years, we have averaged about one claim per year and these claims have typically lasted m= ore than one year. Given the mod= est change to the overall cost of the benefits, there will be no change to the current coverage.

&nbs= p; Retirement Benefits: At the last meeting, policy represen= tatives asked for information on the availability of health benefits for employees after they retire. Our sunlife representative replied with the following information:

&nbs= p; = It is expensive and complicated to allow retired employees to stay on the company health plan as the premiums for retired employees have to be accounted for= in advance of retirement.

&nbs= p; = An alternative, from SunLife is He= alth Coverage Choice. Retiring em= ployees can self purchase this product without medical evidence if they purchase it within 60 days of retirement. Please click on the link below to= review the offerings and rates:

http://www.sunlife.ca/pfs2/pfs2_tpl_genericpage/0,294= 7,bGFuZy1lbmdsaXNoX3NpdGUtcGZzMl9lbnYtbGl2ZV9wem4tZ2VuZXJpY19zZWMtNl9zdGF0= LV9lZC1fbmF2LTEyMjg4Nw=3D=3D,00.html

=3D"*" &nbs= p; = Medical Services Plan: There has been no change in the r= ates charged. The subsidy level f= or premium assistance has increased and employees are encouraged to apply for premium assistance if their family income is within the range where assist= ance is provided. Employees curre= ntly pay $27 per month for their share of the MSP Premium. Spectrum pays the balance of the premium. If the employee is eligible for premium assistance, then Spectrum pays the entire premium. The employee contribution to this benefit will be reviewed again next year with the intention of moving to 1= 00% Employer funding of MSP Premiums.

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Group RRSP= :

=3D"*" &nbs= p; = After the presentation we received at the April Policy Meeting, we brought the information back to our teams to hear if there were any concerns with a switch. The benefits of the = new provider are:

=3D"*" &nbs= p; = Lower Investment Management Fees (greater return to each of us on our investment= s)

=3D"*" &nbs= p; = Improved selection of funds from which employees can choose to invest, including portfolio funds.

=3D"*" &nbs= p; = Improved education/information plan for employees

=3D"*" &nbs= p; = The transition to the new provider – Group Retirement Services (a division of Great West Life) will happen in the next few months. Information will be provided to a= ll employees in advance.<= /b>

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Mileage: The final rate to be reviewed eac= h year is the mileage rate. Current= ly, our rate is $0.38 per kilometer for reimbursement of employee use of their own vehicle at work. Because of the increase in gas pr= ices, there should be an increase. $0.41/km was suggested as this would match the rate paid by other community living organizations. Effective July 1, 2006, the mileage rate will be 41 cents / kilometer.   Employees s= hould only use their own vehicles when authorized by their supervisor.

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Annual Rev= iew of Policies and Procedures

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   &nbs= p;      = Over the past year, a variety of suggestions for improvements / clarifications = to policies have been discussed at Policy meetings. As well, the CARF accreditation p= rocess led to the identification of other policies that need revision. This list was reviewed by the pol= icy representatives. Over the su= mmer, draft policies will be written. At our September policy meeting, we will review the draft policies and send o= ur final recommendations to the Board of Directors for their approval. In November, the revised policy m= anuals will be printed (and posted to the website) and distributed to the programs. =

   &nbs= p;      = Complete List of Policies for review:

   &nbs= p;      http://www.spectrumsociety.org/policy/Minutes/1/2006ReviewPo= licyProcedures.pdf

Positions = that are 19 or 19.5 hours per week:

   &nbs= p;      = Representatives raised the concern about positions that are just below benefits eligibility. The suggestion = was that we should not post positions in this range as it creates hard feeling= s for employees who are only 0.5 hours away from benefits eligibility.

   &nbs= p;      = The cost of benefits is substantial so there must be a clear line for eligibility. Family benefits= for an employee can cost $366 per month which would be a 30% increase in cost for= an employee working 19.5 hrs/week.

   &nbs= p;      = Recommendation that Spectrum attempt to post positions of at least 24 hours per week, avo= iding positions just under 20 hours per week and positions just above 20 hours p= er week.

   &nbs= p;      = This does not affect employees currently in positions between 20 and 24 hours p= er week, only new positions.

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Relief Sta= ff – Returning Calls / Orientations:

   &nbs= p;      = What do schedulers do with relief staff that do not return calls but want to remai= n on call lists? Managers need to= ensure an up-to-date relief list is available at their program locations. If there are people who do not re= turn calls, this information should be forwarded by the manager to Personnel so= that relief staff can be held accountable for their availability. Personnel req= uires feedback on relief staff availability and responsiveness, particularly in = the first three months to conduct probationary evaluations.

   &nbs= p;      = Relief staff orientations that take four to eight hours and result in the staff p= erson deciding they don’t want to work at the program are another frustration. In particular, = the orientations are often intrusive to the people being served and are time-consuming for program staff. Some programs have begun using “meet and greet” format = to give staff and individuals a chance to find out a little before committing= to a full orientation. This gives= the relief person a chance to understand, in about 15 minutes, the requirement= s of a typical shift and the personality of the person being served to ensure compatibility. If interest a= nd suitability is confirmed, then a full orientation can be scheduled and the= 15 minutes could be included in that shift.&= nbsp; If the relief staff decides they aren’t comfortable with / interested in the work, then everyone saves themselves time and disruption= .

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Relief sta= ff needing to be called back to complete Incident Report:
   &nbs= p;      = Occasionally, managers need to call a relief person to come in and complete a CIR for an incident that occurred on a previous shift.

   &nbs= p;      = This is first a training issue as people should be aware when an incident needs to= be documented with a Critical Incident Report.

   &nbs= p;      = If relief staff are uncertain, they should complet= e a report before their shift ends. The manager can then determine if it needs to be submitted.

   &nbs= p;      = If they don’t have a shift scheduled in the next day, they can be requested = to return to the program to complete the report, or they can come to the head office and complete the report there.

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Next Meeti= ng: September 20, 2006 – 4pm to 7pm at the office.