Public Commons

• Kelvin Seow meeting minutes

Part of Conflict of interest

Meeting Minutes\ February 23, 2010, 2-3pm
Present: Kelvin Seow, Tino DeCastro, Jutta Mason, Dave Hains, Margaret Tagaras, Mayssan Shuja, Sarah Cormier, Matthew Leitold, Anna Bekerman, Anna Galati, Amy Withers Eckert, Michael Monastyrskyj, Heidrun Gabel Koepff, Jenny Cook

KS-had intended the meeting to talk about staff transfer fallout with Jutta.

JM-wanted recreation staff present

Job Description document and Prevented duties document handed to Kelvin, supervisors, CRP

KS-introduction: idea of 2 organizations, PFR and CELOS or Friends of Dufferin Grove working together with mutual objective to create good rec programming while engaging community. Recognizes that DGP is a unique situation. We need to clarify roles and responsibilities of city employees, volunteers, CELOS workers to avoid problems. This is a “fact finding mission.” Willing to be challenged on whether staff’s roles are right/wrong. Notes BA responsibility job description document, not sure which version, which is comparative tool for DGP rec staff roles. Want to create something sustainable, so it does not need specific individuals protecting it in order for it to survive.

JM-strongly disagree. Won’t be the same as individuals leave, eg. With Dave’s “Adapted and Integrated” programming

KS-questions about practices. Conflict of interest – concept of food preparation and sale.

AWE-There are other events where food is served.

KS-management has no issue with food but what about the unions. They need to make sure the collective agreement is respected. According to management, food is “a good concept” in general, it’s whether it’s city staff or not. If we do it, it has to be acknowledged by the corporation in a job classification by human resources.

AWE-process of job description through harmonization is huge, takes years

TD-this issues has been raised, notes Brian Phillips

KS-it’s about proper training and qualification

AWE-a job description would include required training, etc

TD-when there’s food handling required, it’s not BA work

JM-when classifications are set, are they set in stone?

KS-yes

JM-taxpayers don’t get to participate in these decisions KS-“the city is the agent on behalf of the public.” We need processes to engage community and staff. If we want food around, must be in the job descriptions

TD-refer to Brian Phillips, issue addressed in previous city meetings

AWE-in regards to cases re:work outside of job descriptions, union would advise if you are asked to do work outside of your job description to first do the work, and grieve it after. Typically it’s not management who stands in the way of work outside your job description.

KS-there’s a change in expectations for BAs this year, not a formal one to their job description. Eg. Expected to greet and say goodbye to every person that comes to the rink.

AG-conflict of interest – are staff in contravention based on the union’s point of view

TD-job description not change in corporate point of view. Other staff who’ve worked at ward 18 rinks feel they’re working outside their job description.

KS-thinks food is outside of job description, make a link with harmonization

AWE-we submitted a revised job description to Don Boyle in 2005, the problem of outdated job descriptions is wide spread throughout the city.

KS-doesn’t think it’s conflict of interest for staff to be working outside of job descriptions

AG & MS-we’ve been hearing that it is

SC-is working for the city and for CELOS in conflict of interest?

KS-we have a policy regarding this. In working for the city and other organizations interests clash and conflict of interest occurs. To do with private interest/ personal feelings conflicting with city work.

TD-eg. Permit allocation

JM-private interest is not “making the rink work”

KS-employees may not engage in work outside work or business activity when it a) conflicts with duties as employees b) uses confidential knowledge gained through city work c) negatively influences them in carrying out duties

AWE-we want clarity and to follow the rules. We need management to say specifically what we can and cannot do

SC-is meeting about improving the rinks as CELOS with management a COI (conflict of interest)? KS-possibly yes. Ie. Knowing information and then going to advocate based on this information. When met with Jutta Mason, she said rec staff were not given the chance to provide feedback and to engage. No engagement process with upper management. Have had to go as CELOS to advocate with the director.

AG-can I advocate on behalf of the public as a private citizen?

KS- no, if you are employed in that area. Ie.daycare workers can’t sit on advisory boards.

AG-don’t see the link between general ideas and specifics

JM-rink report puts rink workers in conflict, for example?

KS-yes. If you’re critical, it should come as feedback as an employee, not outside of that.

JM-in Sarah’s case, she was threatened with COI for drafting a proposal to JJP staff to improve the rink together

SC-explains situation where Malcolm Bromley threatened her with COI at JJP meeting to KS

KS-using employee-only intelligence and using it as CELOS work is a problem. If you have operational feedback send it through supervisor. It’s “cleaner” to do it internally

JM-that’s a waste of time and money

KS-concept of engagement, not just staff but communities to feed into the corporation. Acquired knowledge

JM-campfire example is better illustration, where Anna Bekerman used her intelligence gained as a city staff to help someone else have a campfire. Greenwood had a hard time getting the campfire policy, getting a permit, Anna Bekerman helped out as CELOS. Is this conflict of interest?

KS & DH – seems that campfire scenario is more or less ok

KS-it’s not critical, don’t know, but don’t see it as a conflict

MS-before the change in supervisors, everything ran through Tino. If something is funny, or we’re planning something that wouldn’t be approved of, Dave should tell us to stop before we do it, not after the fact.

DH-I would have approved it, her going as city staff, since Sarah’s not gaining anything.

TD-I said no, you have to go as CELOS

KS-all I have is the COI document. Cites daycare issue, GTHL. If it can’t be resolved internally, what’s CELOS’ role?

AG-how can we have a seamless transition between supervisors, not possible.

KS-nothing will change this season.

NEXT MEETING: March 9, 2010 10am at Dufferin, will be longer

additional notes on Kelvin’s comments re: Conflict of Interest:

-COI occurs if you are critical to what we are doing at the rinks: “when it hurts the corporation” -another COI: using knowledge, “intelligence”, information “you’ve gained as a city employee and actualizing that as a CELOS employee”