R4 GROUP EXECUTIVE
184.108.40.206 The positions of the President or Vice President (as applicable for that election) will be filled by the candidate with the most votes.
220.127.116.11 Following the election of the President or Vice President (as applicable for that election), the Elections Committee shall identify which Regions the remaining Executive members (including the newly elected President or Vice President) are from.
18.104.22.168 In the event that there is no member of the Executive from a specific region, one of the following options would apply:
22.214.171.124.1. if only one candidate is running from that Region, the candidate shall be acclaimed;
126.96.36.199.2 if more than one candidate is running, the candidate from that Region with the most votes will be elected;
188.8.131.52.3 if there is no candidate from a Region, the Region may remain unrepresented until the next election.
184.108.40.206 All remaining positions will be filled by candidates in accordance to overall ranking.
R4.1.3 OFFICER PORTFOLIOS Other Officers may be appointed including but not limited to:
220.127.116.11 Steward Officer, who shall:
18.104.22.168.1 Maintain a CS Steward handbook.
22.214.171.124.2 investigate and pursue if necessary, in conjunction with Institute staff, complaints or grievances against the employer.
126.96.36.199.3 ensure that the Bargaining Officer is aware of any grievances against contract interpretations.
188.8.131.52.4 serve on the Contract Proposals Committee.
184.108.40.206.5 where possible, collect reports from the Institute on Group grievances while ensuring that the anonymity of the grievors is protected, to provide guidance, direction, and indication of trends to the CS Executive and Stewards.
220.127.116.11.6 review Steward activities and competencies to provide advice to the Executive concerning Steward applications and renewals.
18.104.22.168.7 be the liaison between Stewards, the Executive, and the Institute.
22.214.171.124.8 ensure that all new stewards are contacted at least twice within the first year of the initial term and maintain regular communication with all Group Stewards.
126.96.36.199 Membership Officer, who shall:
188.8.131.52.1 provide to the Communication Officer for publication, in a timely manner, Notices of Institute and Group Annual General Meetings, and related Group-specific meetings.
184.108.40.206.2 form and Chair a Committee to recommend to the Executive, the names of delegates to the Institute Annual General Meeting.
220.127.116.11.3 coordinate efforts to encourage Rand deductees to consider applying for Regular membership in the Institute.
18.104.22.168.4 chair any meeting(s) of the Group's delegates to the Institute Annual General Meeting.
22.214.171.124 Communications Officer, who shall:
126.96.36.199.1 prepare Group newsletters for publication.
188.8.131.52.2 compile material to be included in Group newsletters, the content of which will be determined by the Group Executive.
184.108.40.206.3 assist the Institute in the preparation of media releases on issues of concern to the Group.
220.127.116.11.4 be responsible for the CS Group website.
18.104.22.168 Strike Officer, who shall:
22.214.171.124.1 call meetings of and chair the CS Group Strike Committee, when this Committee is established in accordance with Institute By-Laws, Regulations, and/or Policies.
126.96.36.199.2 act as a member of the National Organizing Committee.
188.8.131.52.3 report as often as necessary to the CS Group Executive and Negotiating Team on organization and strike activities.
184.108.40.206.4 organize and conduct at the conclusion of Bargaining, in conjunction with the NOC Chair and with the approval of the Institute, an Organization / Strike Activity post-mortem.
220.127.116.11.5 serve as a member on the Institute's Strike Committee when the Group is in a strike position.
18.104.22.168 Sub-Group Officer, who shall:
22.214.171.124.1 Chair a Sub-Group Committee composed of National Executive members, which will:
a) liaise between Sub-Groups and the Group Executive.
b) actively encourage and promote the creation of new Sub-Groups.
c) coordinate communication and cooperation between Sub-Groups.
d) organize the Sub-Group President's meetings in accordance with the Institute's By-Laws, Regulations and Policies for which each Sub-Group shall select its own delegate(s) to the Sub-Group Presidents meeting.
126.96.36.199.2 The Sub-Group Officer will chair the Sub-Group Presidents’ meeting.
188.8.131.52 As need determines, such Officers may hold more than one portfolio.
R4.3 ELECTIONS AND ELECTIONS COMMITTEE
The nomination form shall contain the following information:
a) the closing date for nominations
b) an area for the signature of at least three (3) nominators
c) the names of the members of the Elections Committee
d) an area for the candidate's signature indicating willingness to serve, and
e) a request for a résumé from the candidate, of no more than 500 words.
f) the Region in which they are a member.
4.3.1 The Election Committee shall, within three (3) weeks of the closing of nominations, verify the membership of candidates and nominators, required number of nominators, and compliance with time requirements.
4.3.2 The newsletter accompanying the candidate list shall include a Web site link to all résumés that accompanied valid nomination forms (except for those positions elected by acclamation) and shall state the time and the date by which ballots shall be received by the Institute Head Office.
4.3.3 The Elections Committee shall meet after the closing of the polls and prior to the Group AGM to verify the election results.
R4.4.1 DUTIES OF THE GROUP EXECUTIVE
In conducting the affairs of the Group, the Executive shall, as a minimum:
184.108.40.206 recommend the approval of the formation and boundaries of Sub-Groups.
220.127.116.11 encourage members to serve on Group committees.
18.104.22.168 determine on which committees of the Institute it is desirable to have members and to encourage members to serve.
22.214.171.124 refer tentative collective agreements, along with recommendations, if any, to the membership for their ratification or rejection.
126.96.36.199 on its own initiative, or on the recommendation of one of its committees, recommend action to the Institute with regard to grievances, collective bargaining, or any other matter within the scope of the Group's concern. This in no way infringes on the right of an individual member to approach the Institute on his/her own behalf.
R4.5.1 DUTIES OF THE PRESIDENT
The duties of the President in ensuring the functioning of the Group shall include:
188.8.131.52 representing the Group in meetings with the employer(s), calling Group Executive meetings and chairing such meetings.
184.108.40.206 serving as Chair on the Steering Committee.
220.127.116.11 ensuring that the Group is represented on any committee, council or task force or other forum of the Institute in which the Group has an interest or concern.
18.104.22.168 designating an Acting Committee Chair(s) in the absence or incapacity of the Committee Chair(s).
22.214.171.124 filing a report to the Group at its Annual General Meeting in every Group newsletter and meeting of the Executive.
126.96.36.199 participating in consultation where and when required.
188.8.131.52 performing any related duties that may be necessary as the chief elected officer of the Group.
184.108.40.206 keeping the Vice-President informed of all Group meetings, activities, duties, and issues.
R4.6.1 DUTIES OF THE VICE-PRESIDENT
In anticipation of assuming the duties of the President in the absence or incapacity of the President, the Vice-President shall:
220.127.116.11 assist in the duties of the President
18.104.22.168 serve on the Steering Committee.
22.214.171.124 provide advice to the President.
4.6.2 In order to advise the President, as required, on parliamentary procedure, the Vice-President shall:
126.96.36.199 be responsible for maintaining the consistency between Group and Institute By-Laws and for bringing any required changes to the attention of the Executive and the members.
4.6.3 take responsibility, when applicable, in conjunction with Institute staff, for completing Essential Services Agreements with the Employer.
R4.7.1 DUTIES OF THE SECRETARY
In exercising responsibility, the Secretary shall
188.8.131.52 serve on the Steering Committee
184.108.40.206 record, distribute, and ensure the posting of minutes of Group Executive and Steering Committee Meetings.
220.127.116.11 receive and keep reports of all Group Committees.
18.104.22.168 send notice of a call for agenda items at least two weeks prior to an Executive meeting.
22.214.171.124 compile and distribute the agenda prior to Executive meetings.
R4.8.1 DUTIES OF THE TREASURER
In exercising responsibility for Group funds, the Treasurer shall:
126.96.36.199 keep adequate records of receipts and disbursements, prepare financial statements for Executive meetings and an annual financial statement and budget for the AGM, recommend an auditor to the Group Executive and submit a request for funds to the Institute at the beginning of each calendar year.
188.8.131.52 serve on the Steering Committee.
184.108.40.206 request a budget from each officer on the CS Group Executive.
R4.13 MEETINGS OF THE EXECUTIVE
4.13.1 All Group members are welcome to attend meetings of the Executive at their own expense. Members intending to attend should advise the President or Secretary.
4.13.2 A member may be excluded from all or part of an Executive meeting to allow the Executive to discuss items in closed session.
R5.7 NATIONAL AND REGIONAL ORGANIZING COMMITTEES
220.127.116.11 The National Organizing Committee (NOC) shall conduct itself as follows:
18.104.22.168.1 negotiate with the Institute sufficient resources to effectively carry out the function of the National and Regional Organizing Committees.
22.214.171.124.2 interact and communicate regularly with Regional Organizing Coordinators, Sub-Groups and Stewards.
126.96.36.199.3 establish and maintain a functional and effective communication tree.
188.8.131.52 The Steering Committee of the NOC shall consist of the Chair of the NOC, Strike Officer, and other members as required, assisted by Institute staff as assigned by the Institute.
184.108.40.206 The role of the Chair of the National Organizing Committee is:
(a) to coordinate the activities of the National and Regional Organizing Committees and to act as Vice-Chair of the CS Strike Committee, when the Committee is established in accordance with Institute By-Laws, Regulations and/or policies.
(b) to appoint and work with Regional Organizing Coordinators for each region; and
(c) to report as often as necessary to the Bargaining Committee on organization and activities of the NOC and ROC.
220.127.116.11 The Regional Organizing Coordinator will:
(a) establish and maintain communications with members in all departments and agencies within their region.
(b) liaise with regional Institute staff, Sub-Groups, Stewards and the National Organizing Committee.
(c) rally members, plan and organize public activities in support of bargaining.
(d) selection of assistant(s) and other members of their Regional Organizing Committee(s).
R6.1.8 APPORTIONMENT OF DELEGATES
The Delegate Selection Committee shall apportion Delegates:
18.104.22.168 making every reasonable effort to ensure that delegates be apportioned to each region based upon the population of members that reside therein.
22.214.171.124 by relative merit and other criteria
7.4.1 Monies may be allocated for emergency purposes as determined by any two (2) of the Officers specified in By-Law 7.4. At any one time, approved transactions using these monies shall not exceed $1,000. A report of any such transactions shall be made by the Treasurer at the next scheduled Group Executive meeting at which time the Executive shall review these transactions.
7.4.2 Any Officer using pre-approved (by the CS Executive) leave without pay to conduct Group business may apply to the Executive for reimbursement of lost salary except in cases where the Officer is eligible for reimbursement from the Institute.
126.96.36.199 Any such reimbursement shall be paid by PIPSC, who in turn will be reimbursed by the Group.
7.4.3 All expenses, other than normal operating expenses of the Group, must be approved in advance of any commitment being made. Approval will be by budget or by knowing the amount of expense to be incurred. Approval will normally be given at a Group Executive meeting; however, when time does not permit, approval may be given by the President, the Vice-President or by any two (2) Group Executive members not directly involved in the expense, not exceeding $500.00.
7.4.4 Any expense claim that exceeds the approved budget by more than ten percent (10%) must be accompanied by an explanation of the difference to the Treasurer and be brought to the attention of the Group Executive at the next Executive meeting.
7.4.5 Where the explanation is not received for excess budgetary expenditures, at the request of the Treasurer, the member(s) involved will be required to provide, in writing, an explanation at the next Group Executive meeting. Failure to provide an adequate explanation may result in the coverage' not being covered.
7.4.6 Any committee or task force of the Group Executive shall be allocated an initial yearly budget of two hundred dollars ($200) for an initial meeting and other associated start-up costs.
R14 INSTITUTE AGM
14.1 The purposes of such a meeting will include reviewing and recommending acceptance, rejection, or amendment of proposed By-Law, Regulation, and Policy changes and Resolutions.
14.2 The purposes of such meeting(s) may include an invitation to election candidates to meet the Delegates.
Approved by the Board of Directors February 15, 1986
Amendments approved by the Board of Directors - February 7, 1987
Amendments approved by the Board of Directors - April 25, 1987
Amendments approved by the Board of Directors - May 12, 1990
Amendments approved by the Board of Directors - April 11, 1992 (Effective April 1, 1992)
Amendments approved by the Board of Directors - June 19, 1993
Amendments approved by the Board of Directors - January 21, 1995
Amendments approved by the Board of Directors - April 20, 1996
Amendments approved by the Board of Directors - June 27, 1998
Amendments approved by the Board of Directors - June 17, 2000
Amendments approved by the Board of Directors - March 9, 2002
Amendments approved by the Board of Directors - April 6, 2002
Amendments approved by the Board of Directors - August 18-19, 2005
Amendments approved by the Board of Directors - May 11, 2006
Amendments approved by the Board of Directors - February 16, 2007
Amendments approved by the Board of Directors - December 7, 2007
Amendments approved by the Board of Directors – May 29, 2009
Amendments approved by the Board of Directors – June 23, 2010
Amendments approved by the Board of Directors – January 28, 2014