Team 9 - opseu.org · Team 9 in the future. Management confirmed that Team 9 (end-to-end model with...

Date and Time:

Location:

ForOPSEU:

For the Employer:

Guests:

Regrets:

June 14, 2018 9:30 am

Ministry of Community and Social Services MERC Minutes

ROM Boardroom 3rd Floor Hepburn or Teleconference: 416-212-8010 Passcode: 2331854

Cindy Kraakman**, Susan Fournier, Nicole St. Amand, Roxanne Barnes, Maria Delara, Chantale Francis, Melissa Pearson

Patti Redmond, Mike Morley, Diane Young, Melissa Thomas, Susan Romas, Amy Fisher, Nancy Sauve, Mena Zaffino,

Michael Firmani, Chris Ung, Rick Raghubir

*Attendance via teleconference **Chair

Discussion

June 14, 208

Management advised there will be an update of the Curam upgrade tentatively at the August MERC meeting.

April 12, 2018

Management advised that SAMS is due for a Curam upgrade. Management acknowledged that staff will need to be fully prepared for the new upgrade. Parties agreed to keep this as a standing agenda item and management to bring updates on the plan to prepare staff as implementation approaches.

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Issue Discussion Action Required OPS EU advised they want to ensure the system is ready before it is implemented to staff. OPS EU expressed concerns regarding implementation of Curam coinciding with the implementation of Office 365. Management advised the timing hasn't been confirmed.

Management to provide a Curam update at the June MERC meeting. Management to follow-up.

February 22, 2018

No updates at this time. Management to

Management to follow-up on the ITS update that was provided at CERC. follow-up.

FRO Updates June 14, 208

In follow-up to the performance improvement plans {PIP) Management advised that of the 230 OPSEU Client Services Branch members there are only 3 members currently on the PIP in the Client Services Branch. OPS EU inquired if Management can look into all FRO branches to confirm how many Management to others are on PIPs. follow-up Management advised that FRO management has been reminded about the intentions of PIP and their obligation to have a conversation with employees before they are placed on a PIP. Management to OPS EU inquired if a union rep is at these initial meetings. follow-up Management to confirm.

In follow-up to the Team 9 item, Management advised that they will be communicating broadly about the current service delivery model, the new service delivery model as well as Team 9 in the future. Management confirmed that Team 9 (end-to-end model with ES Os only) will remain in place until the transition to the new service delivery model.

The Director, Transformation, provided an update on the Proof of Concept (PoC). Please see presentation attached.

OPSEU inquired how FRO identifies themselves in the outreach calls.

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Issue Discussion Action Required Management advised they are working with their legal advisors about how they can authenticate themselves.

OPSEU inquired if the FRO Desk will be located in the courts or community hubs. Management advised they are still interested in exploring this idea through further discussions with MAG and bargaining agent.

OPSEU inquired about the mobile app referenced on page 5. Management advised mobile service delivery is something that will be explored.

OPSEU inquired about the jurisdiction of the cases that were selected for the trial. Management advised they are only Ontario cases (from all over the province) and new clients.

OPSEU inquired if there will still be 2000 cases selected for the trial. Management advised the working assumption remains 2000.

OPSEU inquired what is on the master checklist. Management advised the checklist includes any information needed for the case. OPSEU inquired if all of FRO will be using the checklist eventually. Management said while it has been very valuable so far, it is still too early to determine the checklist's use in the future.

OPSEU inquired how long it takes to review and action a case. Management advised the team is tracking how much time and effort is spent on each activity.

Management provided an overview of the CSB Workload Reduction Strategy. Please see slide deck attached.

Management proposed changes to the Terms of Reference for the FRO Workload Committee, including membership changes. OPSEU will review the recommendations and will return to have a discussion at the August meeting.

OPSEU inauired about the steps that have been taken regarding the poisonous

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Issue Discussion Action Required environment. Management advised they are looking at various options including possibly some training related to stability in the workplace and respectful workplace. OPSEU requested that by the end of June that concrete action be taken with regard to the poisoned work environment at FRO if not OP SEU will explore other options. Management to follow-up. Management to

follow-up OPSEU expressed a concern that changes in reporting relationships are occurring without proper disclosure. Management to follow-up.

April 12, 2018

Management provided an update on the POC. Attention has been focused on the onboarding process for new clients. The POC has gone out to team meetings and posted their progress in the boardroom. Responses from staff have been positive. Staff are being encouraged to drop into the boardroom and visit with POC members to get an update on the work they are doing.

The Case Analysis and Readiness Team has now been selected. The team consists of 8 Enforcement Services Officers. Due to operational needs three members started on the team on April g•h. One will start on April 161

h and the remaining four will start mid-May. OPSEU inquired how long this project will run. Management advised for the remainder of this fiscal year. OPS EU raised concerns about the length of the project as it will run longer than 5 months and 29 days. This was something that was raised at the LERC. There was acknowledgement by both parties that this item will be discussed at the next LERC meeting. If there is no resolution it can be referred to MERC. OPS EU inquired how the members were selected. Management advised that similar to other project selection, there was an email sent to staff in CSB asking them to identify their interest in the project. The selection process for the CAR Team included a presentation on candidates interest as well as experience that they bring.

OPSEU provided background on the FRO Performance Improvement Plan (PIP) MERC referral. OPSEU advised the PIP is not annlied consistently across the three ooerational Manaaement to

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Issue Discussion Action Required branches. follow-up. Management advised that the initial PIP was specific to CSB. To date it has been successful in identifying areas where employees are struggling and focusing on how to improve those areas. The other two operational branches (SSB and FAB) are in the process of implementing the PIP. Management to OPSEU inquired why a PIP has been implemented when there is already a PDLP in place. follow-up. Management advised that all employees have a PDLP, however only some staff would be on a PIP based on performance improvement areas. OPS EU inquired why there are letters of counsel issued in relation to PIPs. Management advised that letters of counsel are issued in relation to a variety of matters and are not directly associated to the PIP. OPSEU requested that any letters of counsel that have been issued in relation to the PIP be removed from the employees' files. Management to follow-up. OPS EU raised issues with the communication of the purpose of the PIP. Management advised that the purpose of the PIP was to support a staff's improvement and this message was provided to Managers implementing PIP. Management will follow-up Management to to ensure these messages are provided appropriately. There will be further follow-up. communications provided to staff. Management to

follow-up. Parties agreed to bring forward a discussion about the workload at FRO.

OPSEU provided background on the second MERC referral regarding End to End. OPSEU requested that the End to End finish as there is a new PoC. In 2014 End to End was put in place as a pilot. It was determined that parts of that pilot worked but not all components overall. It was determined that the pilot would no longer continue but Team 9 would still go forward. Management advised that the two Models are different. As part of communications on the new PoC for the tiered model, Management will provide an update to staff regarding Team 9. Management to OPS EU requested copies for the Enforcement Services Officer and Enforcement Services follow-up Representative job specs. OPS EU raised concerns regarding the fact that the ESO is doing the work of the ESR. Management advised that ESO is only doing the work that's in their job spec.

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Issue Discussion Action Required February 22, 2018

Management advised that the POC team members have been finalized. There are 15 employees on the POC from across the division. They are currently working on process reviews.

The project is called the Business Process Reengineering Project. The main goal is to develop and define the tiered service modeL The POC team will help to define, design and test the new model. They will start taking live cases over the next few weeks.

OPS EU inquired what has been done with the FRO desk at the courthouse. Management advised that nothing has happened up to date however, the POC team will work on this with MAG. OPS EU inquired which locations other than Oshawa have a FRO desk. Management advised the locations are Oshawa, North York and Newmarket.

The Case Clean-up and Renewal Project has been put on hold due to staff turn-over. Management recognizes this project is critical; however it is important to ensure that the day to day operational needs are met. It is expected that this project will pick back up in mid-March.

OPS EU identified that they have questions on the February glh information share that they will send to management for follow-up.

PRRT Updates June 14, 208

(Program Review, No updates at this time. Renewal and Transformation) April 12, 2018

No updates at this time.

February 22, 2018


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Issue Discussion Action Required Diversity Career. June 14, 208 Champion Program

Management advised the Leadership Mentorship Program, Career Mentorship Program, and Diversity Career Champion Program were brought together for a networking event on May 31'1• The feedback was positive.

April 12, 2018


Februarv 22, 2018

No updates at this time. Organizational Review of June 14, 208 MCSS Operations Divisions OPSEU inquired whether the Eastern Region Business Services Integration model will be Management to

implemented across the other four regions in CDSD. follow-up Management to follow-up.

April 12. 2018


Februarv 22. 2018

No update at this time.

ODSP Case Management June 14, 208

Date Tabled: February 22, No updates at this time. Follow-up from the Time Study will be addressed at the Service 2012 Delivery Modernization meeting on June 21'1•

April 12. 2018

Management advised the report on the Time Study has been released and there are three information sessions for staff next week.

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Issue Discussion Action Required OPS EU inquired as to what are the next steps. Management advised they will begin working on the areas identified in the study as part of the social assistance modernization strategy. OPS EU inquired what areas were identified. Management advised the areas identified are communications, benefits, payments, and document management. OPS EU reiterated their concern that the time study did not capture the impact of SAMS on their activities. Management acknowledged that the time study did not specifically focus on SAMS usage but the broader activities that staff perform in SAMS.

Februarv 22, 2018

OPSEU advised the final report on the Time Study is being finalized and is expected to be released in Spring 2018.

Income Security Reform June 14. 208

Date Tabled: April 16, No updates at this time. Management advised they continue to work on the implementation 2013 of the regulations that were passed prior to the writ period.

April 12. 2018

The ADM of Social Policy Development provided an update on Ontario's plan for Income Security Reform. Slide deck attached.

OPS EU inquired if there is a different roadmap than the initial roadmap based on the feedback from the request for stakeholder submissions including the one received from OPS EU. Management advised that all input received during the 60 day public response informed the cabinet submission. OPS EU inquired as to whether they could receive the submission to cabinet. Management advised that they could not because it is a confidential cabinet document.

OPS EU inquired if the plan will include the assistance for children with severe disabilities in the child benefit.

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Issue Discussion Action Required Management advised this is not part of the plan.

OPSEU inquired if the increase in social assistance rates mentioned on slide 11 will include increases to ACSD. Management advised ACSD will receive a 2% increase.

OPSEU inquired into what the fixed rate for shelter allowances would look like. Management advised that this work is still underway but noted that the standard adult rate will be higher based on the rate increases and there will be no requirement for verification of shelter. Management also noted that in the first year of implementation of the standard Management to adult rate the rent geared to income housing will be exempt. follow-up.

OPSEU has made the request to have a discussion with the employer regarding the staffing model based on the income security reform changes. Management agreed to set up a discussion.

OPS EU reiterated the importance of staff input on the roll-out of the changes prior to the implementation.

Februarv 22. 2018


Northern Health Travel June 14, 208 Grant

Management advised there will be a communication on the Northern Health Travel Grant Date Tabled: June 11, for all staff in the future. 2014

April 12. 2018

Management advised that the findings have been finalized. Ministry of Health and Long Term Care and MCSS leadership will be briefed by the end of April on the recommendations. Roll-out is targeted for the end of the fiscal year.

Februarv 22. 2018

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Issue Discussion Action Required

Management advised they have come up with a strategy for The Northern Health Travel Grant. The pilot was started on April 1 2017, and ran until November 2017. The pilot demonstrated there are opportunities for efficiencies. During the first part of the pilot, MCSS took on the role of delivering MSN instead of managing this with the Ministry of Health. This was the key difference from the first phase.

Prior to the pilot, it was found that one application was taking a certain amount of time and after the pilot this number was significantly reduced. In phase 2, there is an expectation that this number will be further reduced. Additionally, as part of the pilot cheques are no longer sent, instead journal entries are processed between ministries. This has also been a cost savings. Once the pilot is completed, there will be some defining of what the results are. The goal is to have the most streamlined process implemented across the North in phases.

OPS EU inquired about the journaling. Management clarified that clients still receive payments, it is the transactions between the Ministry of Health and MCSS that are journaled.

OPS EU inquired if there has been feedback from clients. Management advised that generally clients are unaware of the pilot but are benefiting by improved customer service.

OPS EU inquired if staff still have to complete the Northern Health Travel grant tracking sheets. Management advised that until a formal change has been implemented, no changes should be made locally unless you've had these discussions locally.

OPSEU inquired about when this process will be implemented in all offices. Management advised that once the recommendations have been developed and aooroved, it will roll out in two phases over six months.

Review of ODSP June 14. 208 Recruitment and Retention No updates at this time.

Parties agreed to have this as a standing item for the Ministry. Item will be removed from Date Tabled: June 18, ODSP and become a standalone item.

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Issue Discussion Action Required 2014 OPS EU requested that Management provide an update regarding the workforce Management to

demographics at the August meeting. follow-up

April 12. 2018

No new updates at this time.

February 22, 2018


ODSP Office June 14. 208 Accommodation Planning

Management advised that the York Gate office opened. The Wellesley Place office is Date Tabled: September tentatively scheduled to open in July. As a result of a couple incidents across the province, 24,2014 Management is doing a review to potentially implement some renovations to the offices in

order to enhance safety. Management agreed to come back to MERC with the detailed Management to plans. follow-up

April 12, 2018

Management advised the York Gate office is scheduled to open on April 23'd. There is still no date for the opening of Wellesley Place. OPS EU advised they have concerns that new offices' do not have Continuity of Operations Management to Plan plans prior to opening. OPSEU requested the contacts for the Emergency follow-up. Management staff. Management to follow-up.

February 22. 2018

Management advised that there has been a delay in the opening of the Yorkgate location due to telephones. Staff will be advised of a new date shortly.

2018 Ontario Budget Aoril 12. 2018

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Issue Discussion Action Required Date Tabled: April 25, 2012 This update was provided as part of the Income Security Reform item.

Training and June 14. 208 Development -

The Sub-committee advised that they are still gathering information for a repository.

Occupational Health and April 12. 2018 Safety Training

The next meeting is in May 2018. Members will provide an update at the June meeting, Date Tabled: April 25, 2012 February 22, 2018

Management advised there was a meeting on February 61". It was decided that awareness

is a priority. The group is looking at what is out there for training (both program specific and enterprise wide) and what is mandatory vs. optional training. Once the group is aware themselves, they will strategize how to raise this awareness across the Ministry.

Basic Income Pilot June 14, 208

Management advised that they have enrolled 6000 participants. They do not have the Date Tabled: October 25, break-down by location and Social Assistance (ODSP, OW, and Non- Social Assistance) at 2016 this point.

OPSEU requested the break-down be provided when it becomes available. Management to follow-up

April 12, 2018

Management advised that the funding for BIP was originally from TBS, however it has now been transferred over to MCSS. Management also advised that to date they are not aware of any clients leaving Bl P during the disability adjudication process. OPSEU inquired as to whether these are transfer payment or through agencies. Management advised these are direct payments issued through MOF.

February 22, 2018

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Issue Discussion Action Required The Director of the Poverty Reduction Strategy provided an update on the Bl P. Since the last update, applicants have begun registering on line and by phone for Bl P sessions. Staff have also been going to locations outside of Thunder Bay and Lindsay to provide sessions and help support applicants.

The evaluation unit is well underway. The baseline survey has now moved to a tablet. This has helped to focus participants filling out the survey.

At the end of January there were 2544 participants of Bl.

In follow-up from the last meeting, Management advised that there have been no garnishment issues thus far.

Before any applicant enters the pilot, they are asked to contact their ODSP/OW Caseworker to advise them they are withdrawing from ODSP/OW.

OPS EU inquired what happens when an applicant moves to a location not included in the pilot. Management advised applicants can continue in the pilot so long as they are living in Ontario. Applicants who move into a pilot location have to live in the pilot location for 12 months before they are eligible for the pilot. OPS EU inquired if people who move out of a pilot location are being evaluated differently. Management advised that they would continue to be a part of the pilot,

OPS EU inquired if a change in family size would change the payment received from BIP. Management advised there would be no change to your Bl payment if you have a child, however going from a single income to a joint (married) income there would be changes based on their tax assessment.

Management to OPSEU inquired if participants are allowed to opt in and out if their circumstances change. follow-up Management advised participants can only opt out.

OPSEU inquired if there are any OW clients who have gone into BIP pending granting of ODSP then opt to get out of BIP. Management to follow-up.

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Issue ACSD and Special Services at Home (SSAH) Workload

Date Tabled: February 22, 2012

ASC Roles and Responsibilities

Discussion June 14. 208

OPS EU inquired as to why Policy employees will be shadowing ACSD and SSAH employees. Management to follow-up.

April 12. 2018

Item deferred.

February 22. 2018

Item deferred.

OPSEU raised a concern about the approval of earnings which is outside of the delegation of authority. Management agreed that ASC's should not be approving earnings. Management will follow-up on the business process to apply changes.

OPS EU raise a concern about the authority to add an external party for third party into SAMS. Management requested that this item be raised at the Social Assistance Service Modernization meeting on June 21'1 and will report back to MERC.

April 12, 2018

OPS EU inquired about the roll-out of new duties for Support Clerks. Management advised that it would vary by office and it was dependent upon the implementation of modernization initiatives that would remove current work from ASCs to allow them to take on new duties. Management agreed to provide a clarification on the strategy as part of modernization activities.

Action Required

Management to follow-up



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Management advised that webex sessions were held and there are no further issues.

Caseloads Sizes June 14, 208

OPSEU continued to advocate for additional resources given the increased caseload sizes.

April 12, 2018

OPSEU continued to advocate for additional resources given the increased caseload sizes. OPSEU inquired whether caseload sizes have increased specifically due to eligibility changes, which came into effect in September 2017. Management will provide the report when available. Management to

follow-up February 22, 2018


Health and Safety Office June 14, 208 Visits

Management to provide an update on ministry planning in regards to COOP. Management to Parties agreed to change the name to Health and Safety, with Office Visits being a follow-up component.

OPS EU advised the three offices remain and they will be completed by the end of summer.

April 12, 2018

OPSEU advised there are only three offices left. They are committed to getting these completed by June.

Februarn 22 2018

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OPSEU advised there are three offices left; Mississauga and 385 Yonge Street, as well as London.

Records and Document June 14, 208 Management

No updates at this time EDM will be discussed at the meeting on June 21''. Modernization

Date Tabled: February April 12, 2018 2016


February 22, 2018

The Sr. Manager of SAMSB provided an update on the EDM Prototype. Please see slides attached.

OPS EU inquired about the security of the cloud portal. Management advised that the data is not actually stored on the cloud but on servers.

Social Assistance June 14, 208 Management System

Next SAMS release will be July 7'". (SAMS)

Date Tabled: February 21, April 12, 2018 2013

Management advised there was a large release this past weekend. There were a few issues that have since been addressed.

February 22, 2018

Next release in Spring 2018.

Transition Exit Initiative June 14, 208 (TEI}

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Issue Discussion Action Required No updates at this time.

Date Tabled: April 16, 2013 April 12. 2018


February 22, 2018


MCSS Social June 14. 208 Assistance/Service Delivery forum Management acknowledges that OPS EU has expressed some concerns about items that

are going to SASDF. Management advised that they will look at the scheduling to ensure Date Tabled: April 26, the SASDF will be scheduled after the MERC meetings. Management will continue to 2016 share the agendas in advance so OP SEU has an opportunity to voice any concerns they

may have. OPSEU continues to voice concerns about SASDF. OPSEU also raised concerns about the Social Assistance Supports for Survivors of Management to Violence ODSP Front-Line Staff Engagement Report. follow-up

April 12, 2018

Two issues were raised at the Service Delivery Forum. The first issue in regards to the debrief sessions following training. Management clarified that in the previous MERC presentation that they did not identify the debrief sessions when they should of. All staff are given the opportunity to participate in the debrief session with the trainer in order to support the improvement of the training going forward. The second issue is related to request for participation in working groups on the Service Delivery Forum. Management agreed to continue to identify working groups that involve members to MERC. OPSEU reiterated that working group input does not represent input from the bargaining agent. Management agreed to continue to review their protocols for information sharing with MERC members in order to ensure that they are aware of key activities in the social assistance area.

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February 22, 2018


Social Assistance Service June 14, 208 Modernization Branch

Date Tabled: August 23, 2016 April 12, 2018


February 22. 2018

The Director of the Social Assistance Modernization Branch alongside Deloitte consultants provided an executive summary of the Modernization change management framework and insights that came out of co-design sessions with staff. The purpose of the work was to provide the government with recommendations with how to support staff through modernization. The change management framework used a human-centred approach. Four full day co-design sessions were held with both management and staff employees. In total 80 staff were engaged. The sessions were received very positively.

Some of the feedback heard from these sessions includes the value of relationships, the importance of autonomy on the job, time constraints and the criticality of office context.

OPS EU inquired if there was French Language Services representation in the sessions. Management advised there was no one who identified as FLS.

After sorting through all the observations, Deloitte outlined the barriers moving forward. These include; overcoming distrust, inertia to trying something new, grounding abstract consequences, and sticking with change.

Some of the recommended tactics to overcoming these barriers include; demonstrating the proof of value, challenge external norms, appeal to trusted sources, decreasing the risk of action, simplify, clarify connections, make the future real, reaffirm motivation and increase

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Issue Discussion Action Required urgency. Management advised that the outcome of this work can be applied to all change initiatives in the future. Deloitte will continue working with SASMB to gather the client's perspective.

Digital Mailroom June 14. 2018 Date Tabled: April 12, 2017 Further discussion of this item will be done at the meeting on June 21 51

•

April 12. 2018


February 22, 2018


Benefits Transformation June 14. 2018 Update

Further discussion of this item will be done at the meeting on June 21 51•

April 12, 2018


February 22. 2018

No updates at this time. Direct Deposit for Third June 14. 2018 Party Vendors Date Tabled: June 22, Further discussion of this item will be done at the meeting on June 21'1• 2017

April 12, 2018

OPSEU raised concerns about the selection of the pilot sites. Manaaement acknowledged that they should of identified the ~ ilot sites to the

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Issue Discussion Action Required modernization sub-committee and committed to ensure that this will be provided in the future.

February 22, 2018


Human Services June 14, 2018 Integration

No updates at this time. Date Tabled: August 23, 2016 April 12, 2018


Februarv 22. 2018


LR Culture February 22, 2018

Date Tabled: August 23, Parties agreed to remove this item from the agenda. 2016

Attendance Support and February 22. 2018 Management Program

Parties agreed remove this item from the agenda. Date Tabled: October 25, 2016

MCYS Termination June 14. 2018 Protocol

Parties will be scheduling the meeting and will report back to MERC. Date Tabled: October 25, 2016 April 12, 2018

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Issue Discussion Action Required Management advised that there is interest in moving forward on this item. Management to Parties agreed to meet separately to discuss initial steps. follow-up Management to follow-up.

Februarv 22. 2018

Both parties agreed in principal to explore the creation of an alternative dispute resolution committee similar to MCYS. A follow-up discussion will be scheduled for the April meeting.

MERC Dates and June 14, 2018 Calendar Setting

Parties agreed to find a mutually acceptable date in early January. Date Tabled: December 13, 2016 April 12, 2018

Parties agreed to tentatively set the date of the December meeting to the 191h.

Februarv 22. 2018

Parties agreed to review the December 20th date.

New EVP Process June 14, 2018

Date Tabled: December The Manager, Program Integrity Unit, advised the EVP and Loss Prevention Complaint 13, 2016 Assessment, positions have been made permanent and will be formally classified and

recruited. An update on EVP Service Delivery was presented. Please see slide deck attached. OPSEU inquired if the position will be classified as an OPS EU position. Management advised the position will go through the standard Job Evaluation Initiatives Branch process and the positions will be posted in various communities across the province once classified.

OPSEU inquired if there will be at least one FLS position. Management confirmed there will be.

OPS EU inauired about the Service Deliverv flaas and whether the Disability Adjudication

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Issue Discussion Action Required Unit could input information into SAMS. Management advised that this has been explored and there are privacy concerns with medical information being provided in SAMS.

OPS EU asked that this item return to the MERC table prior to the Service Delivery Forum.

April 12, 2018

Management advised the 6000 test cases have been finished. EVP team will be extended to the fall of 2018.

February 22, 2018

No updates at this time. Management advised that they expect to be finished with the 6000 test cases end of March.

Financial Planning & June 14, 2018 Business Management LERC Parties agreed to revisit this item after the move to 315 Front is completed. Date Tabled: April 12, 2017 April 12, 2018


February 22, 2018


Case Presenting Officer February 22, 2018 Date Tabled: April 12, 2017 No updates at this time.

Parties agreed to remove this item from the agenda.

MOS for workload and June 14, 2018 SAMS grievances Date Tabled: Anril 12, Manaqement ameed to return in Auaust for a conversation about booking aooointments.

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Issue Discussion Action Required 2017

April 12, 2018

Management advised a reminder was sent out to all Managers regarding the keyboards and mice on March 51

h.

OPSEU inquired about the process for ASCs to support Caseworkers in booking appointments (MOS Section ?a). Management to follow-up. Management to

follow-up. February 22, 2018

Management advised the ergonomic assessment meeting was held in December. Management will issue a reminder to management staff that if staff require a keyboard or mouse, they do not require a doctor's note. Management will also provide all staff in Social Assistance Deliver Branch with the Management to computer workstation checklist. follow-up.

FLS ASC Action request June 14, 2018 Date tabled: August 16, 2017 No updates at this time.

April 12, 2018

Management advised they are committed to creating a bi-lingual position in the ODSP Willowdale office but this cannot happen until there is a permanent vacancy in the office,

February 22, 2018

Management to follow-up on this item. Management to follow-up.

Expression of Interest June 14, 2018 Date tabled: August 16, 2017 Parties agreed to schedule a meeting.

April 12, 2018

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Issue Discussion Action Required OPSEU to follow-up with the MTO agreement.

February 22, 2018

Item deferred to April 2018.

MCSS Working Groups June 14. 2018 Date tabled: October 19, 2017 OPSEU requested an update on the MCSS Working Groups chart.

Management provided the latest update on May 2200 but further information is required. Management to Management to follow-up. follow-up

April 12. 2018

Management advised they are working on the additional information requested from last meeting and will provide the updates as they come in.

February 22, 2018 Management to

Management to provide names of members on working groups as well as a lead for each follow-up. group and duration of groups. OPSEU has identified that some groups are missing.

MCSS Youth Pilot June 14. 2018 Date tabled: October 19, 2017 Management advised that the 6 positions were offered and training is underway.

April 12. 2018

Management advised the 6 Caseworker positions were posted in the three communities. The pilot is getting underway.

February 22, 2018

The Manager of the ODSP Branch provided an update on the Youth Pilot. Toronto (Golden Mile), Sarnia and Sault St. Marie have been selected as the locations for the pilot. Two

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Issue Discussion Action Required Caseworkers will be hired in each of the locations to directly support the pilot. Recruitment is underway for these positions.

As part of the working group, they have reached out to each of the sites to let them know they have been chosen for the pilot. All ODSP staff will be communicated to about the pilot in March. Management to provide a copy of the deck that was used. Management to

follow-up A competition was used to find a vendor. The chosen vendor, the Institute for Educational Learning Leadership (IEL), are experts in the field for youth with disabilities. This vendor is based out of Washington D.C. OPS EU inquired if there were no Ontario vendors available. Management advised that Ontario vendors were invited to bid, however the I EL were the successful candidates in the competitive process.

MOA for Temp Agency June 14, 2018 Staff


April 12, 2018

OPSEU advised that discussions are being held at the corporate table.

February 22, 2018

According to the Director of the Employee Relations Branch, MOAs are not required for hiring temp agency staff. OPSEU is disappointed with the direction provided to the ministry.

Intake Tracking June 14. 2018 Date tabled: October 19, 2017 No updates at this time.

April 12, 2018

ManaQement advised they are doinQ a pilot of the initial intake process at the Hamilton and

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Issue Discussion Action Required Toronto Willowdale offices.

February 22. 2018

Management provided the clarification to Managers in December.

ADM Discussion February 22, 2018

Date tabled: December 12, No updates at this time. 2017 Parties agreed to remove this item from the agenda.

Travel Time June 14. 2018

Date Tabled: February 22, OPSEU to follow-up. 2018

April 12, 2018

OPSEU referred to CERC and is waiting on employer response.

February 22, 2018

Travel time was discussed as outlined in the MERC Terms of Reference. Parties agreed to disagree and the item has been referred to CERC.

Mac Block Move June 14. 2018

Date Tabled: February 22, Management advised that an info share was provided to OPS EU on May 281h.

2018 Management provided written notice to staff that they were moving. 55 OP SEU members will be moving out of Queens Park to 315 Front. The move will start on June 15th and staff will be welcomed on Monday June 181

h at 315 Front. The second wave will be welcomed on Monday July g'h

April 12. 2018


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The Sr. Manager of the Capital Planning and Delivery Branch provided an update on the Macdonald Block move. Macdonald Block needs to be upgraded to be accessible. barrier free and meet green initiatives. MCSS staff occupying Hepburn Block, Ferguson Block and M-152 will need to be relocated to 315 Front St for approximately 5-7 years. The targeted date for the move is in June 2018 and will take place in two waves. Some of the key concepts of the new Front St. space will be a blend of assigned seating (executive and management) and unassigned seating.

The Director of the HR SBU provided an update on the Dynamic Workplace Strategy. The Dynamic workplace strategy will allow more flexible work going forward. Consultations have been held with the Ministry around the province to understand what flexible work means for staff. The strategy looks at how we work and the way we work and how can we enable staff to still meet business objectives. The results from these consultations have helped to create Dynamic Workplace principals. This will eventually be embraced across the entire Ministry.

OPS EU inquired about employees with accommodation needs. Management advised they are collecting data about all employees who currently have accommodations in place to ensure they are accommodated at the new location.

The Director of the Corporate Services Branch provided an update on the change management initiatives. A change managemenU communications plan has been developed. Visits are being set up for staff to go visit the new location. The Transition Advisory Group has been established which encompasses employees from each division and affected branch. This group works with their branches to gather questions and feedback from their respective areas. The group is currently working on a readiness toolkit to help support managing the change.

The Director of the Communications and Marketing Branch provided an update on the communication strategy. There has been a variety of communication methods used including; In-person meetings, a website with decks and Qs & As available online. a Yammer page and traditional memos have also been issued.

OPSEU inauired about which floors MCSS will be on, if there will be boardrooms and if the

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Issue Discussion building is accessible. Management advised that MCSS will be on floors 3 & 4. The boardroom capacity has increased by 40%. There will be meeting rooms of various sizes between the two floors. The building will be Accessibility Ontarians with Disabilities Act compliant.

The Queens Park reconstruction is not a Ministry driven initiative.

Career Advancement June 14, 2018 Discussion

Item deferred to the August meeting. Date Tabled: February 22, 2018 April 12, 2018

Item deferred to the June meeting.

February 22, 2018

OPS EU raised concerns over some duties of staff members in the ODSP offices that could be considered management duties. Specifically sitting in on ASC competitions. Management advised this practice was created as an advancement opportunity for staff looking for career development. OPSEU advised they do not want OPSEU staff sitting in as observers durring interviews.

OPS EU also advised they have concerns over staff reviewing resumes. Management advised that staff only review and sort summer student resumes and think this is a good opportunity for staff as part of career advancement. No one is required to do this work it is only staff who have identified an interest. OPSEU advised they do not want OPSEU staff being a part of the recruitment process for summer students.

OPSEU raised concerns with other duties that staff are doing as part of career advancement. Management to follow-up on the list once provided.

Parties agreed to set-up a follow-up call once the list has been reviewed.

Action Required

OPSEU to follow-up


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Issue Discussion Kingston MERC Referral June 14, 2018

Date Tabled: April 12, No updates at this time. 2018

Kirkland Lake

Date Tabled: April 12,

April 12, 2018

Management advised there was a miscommunication about the referral and would like to try and resolve the issue at their next LERC on April 24th. Should the issue not be resolved after this meeting, parties agreed to hold a teleconference to discuss the referral.

April 12, 2018

2018 Management advised that all staff are currently housed at the Ontario Works office. There is still no timeframe for returning back to the previous location. OPSEU inquired about the staff entitlements during the transition phase. Management advised that all entitlements including CWW are continuing, Management advised that Kirkland Lake has been prioritized for records and document management.

Extended Hours June 14. 2018

Date Tabled: June 14, Management advised the issue of extending hours was raised at two town halls as 2018 something that would be beneficial to ODSP clients. Management will start a business

case to see if this is something that will be beneficial for clients and will look to pilot the program. OPSEU advised that they are opposed to the idea of extended hours. Management will continue to report on updates.

Community Hubs June 14, 2018

Date Tabled: June 14, The Team Lead, Community hubs, provided an overview of Community Hubs Strategy 2018 which was released in 2014.

The Violence Against Women Community Hubs Pilots which are in Peel, York, Durham and Peterborou h, self-identified at the time of the Communit Hub Strate release.

Action Required

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Issue Discussion Action Required The external evaluation focused on the client and service provider experience. The evaluation has been released and revealed that these hubs are helpful. In the past year focus has been on the four hubs to understand better how they work. Governance, performance metrics, funding considerations and IT were all considerations in the evaluation.

OPSEU inquired what programs are delivered by MCSS in the community hubs programs. Management advised the violence against women OPS EU inquired if the employees are OPSEU members. Management advised all employees are part of the transfer payment agencies. MERC agreed this would be a standing item for future meetings.

Security Clearance for June 14, 2018 Caseworkers and ASC

Management has requested to defer this item until more information is available given the Date Tabled: June 14, review of police check reform. 2018 OESP June 14, 2018

Date Tabled: June 14, Management clarified that there are no new positions beyond the original disclosure. 2018 OPSEU advised they had some questions about the new process and will follow-up. OPSEU to follow-up

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Administration June 14, 2018

Date Tabled: April 26, No updates at this time. 2016

April 12, 2018


February 22, 2018


Surolussin(l Issues June 14 2018

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Issue

Date Tabled: August 18, 2011

.

Discussion


April 12, 2018

OPSEU raised a concern about inconsistent information in regards to termination payments. Management to follow-up.

February 22, 2018


The parties agreed to set up a meeting with the SBU to discuss the report further. Management to provide direction to managers that they should be informing fixed term employees when they are moving to a non-convertable position.

April 12, 2018

OPS EU requested the parties work together to reduce the number of fixed term staff. OPSEU requested that the fixed term report identify positions that have been filled by a non-competitive process as per article 8. Management to follow-up. OPS EU identified discrepancies in the fixed-term report that they will provide to Management. Management to follow-up.

February 22, 2018

OPS EU acknowledged receipt of the report .

Ministry of Community and Social Services MERC Minutes of June 14, 2018:

Action Required

Management to follow-up.


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Cindy Kra~kman Co-Chair, OPSEU

Date

Patti Redmond Co-Chair, Management

Date

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