SP Group - Selection of Delegates to PIPSC AGM and SP Group Meetings
In previous years, members interested in attending the PIPSC and SP Group annual general meetings (AGM) were asked to submit their names to the Delegate Co-ordinator and s/he, with the input of the SP National Executive – particularly the Regional representative, would select the attendees. Until recently, almost all those who applied were accepted as the number of applicants was near or below the number of available spots. In fact, in some regions, the Executive had to actively recruit attendees after the initial deadline.
Recently, PIPSC made changes to the PIPSC AGM selection process – requiring a long lead time for applications. This change, combined with expressed concerns about the equitable distribution of spots and a marked increase in interest in the PIPSC AGM resulted in a decision being made at the SP Group Executive meeting of 24 Nov 2010 (Montreal) that a formal process for delegate selection was required.
In addition, formalization of the processes for selecting attendees for other SP Group meetings was deemed necessary.
1) Attendance at the National PIPSC AGM should not be used as an opportunity to entice members to participate in group or subgroup activities. The SP AGM may, on the other hand, be used to encourage greater participation in SP sub-groups and/or the SP Group Executive;
2) Attendees are expected to attend and participate in all meetings;
3) At the National PIPSC AGM, SP delegates are expected to sit with the SP Group and ensure their attendance is noted by the Delegate Co-ordinator;
4) If there are promotional items for distribution, the attendees will sign for them and it is expected that individuals will take only what is assigned to them;
5) Attendees are expected to conduct themselves in a professional manner while at these meetings;
6) If a subgroup chooses to send an observer to an AGM, the subgroup will be responsible for all associated costs, unless otherwise agreed by the SP Executive;
7) Unless they are on the SP Executive or a sub-group executive, applicants who have retired will not be considered for selection; and
8) Persons wanting to attend events must apply in accordance to directions posted on the SP Group webpage – with the exception of National Executive members. Nominations by others will not be accepted as applications.
National PIPSC AGM
To ensure equitable distribution of regional delegate positions, the allocated spots will be assigned on a rotational basis between each of the active sub-groups in each region – no matter the size of the sub-group. To be eligible, a sub-group would normally have to have held their own AGM within the year preceding the National AGM and have submitted the minutes for posting on the PIPSC website. The eligibility of sub-groups will be confirmed by the Sub-Group Co-ordinator at the time of the call for applications for the National AGM.
The initial rotation was determined at the SP Executive meeting on 17 June 2011 through a blind drawing of names. New sub-groups will be added, as they are created, to the bottom of the initial rotation. In those years when there is more than one regional spot available, the next sub-group(s) in the rotation will be asked to submit names. The rotation is shown in Appendix A.
In the National Capital Region, allocation of delegate positions will be determined on a rotational basis, as well when the number of sub-groups exceeds the number of spots available. Until that time, spots will be allocated according to number of members represented by each subgroup, using the delegate allocation ratio in use by PIPSC. Currently, this is one delegate per two hundred members.
Prior to, or at the time of, the call for applications for the National AGM, the Delegate Co-ordinator will contact the President of the regional sub-group for that year for the name of the delegate and two alternatives. If that sub-group is unable/unwilling to supply the requisite names within two weeks of the contact with the President, the next subgroup in the rotation will be contacted and so on until the regional spot is filled. In the event no-one from the region is nominated within the given timeframe, the following process will be followed:
1) If the AGM is in the NCR, the adjacent and closer region will be contacted to supply names. For example, if BC/Yukon cannot supply names, the Prairies/NWT region will be asked, then Ontario, Quebec, Atlantic, and the NCR will be asked in order. If the Atlantic cannot supply names, Quebec, Ontario, Prairies/NWT, BC/Yukon and the NCR will be asked in order.
2) If the AGM is in a region, the sub-group next in the rotation for that region will be contacted and the process repeated until the vacant position is filled. If, after going through the rotation, there is still a spot vacant, sub-groups in adjacent regions will be contacted on an expanding geographic basis.
Note: If an Executive member chooses to give up his/her spot, either to attend as a Branch or other type of delegate, his/her spot will remain with the region and the Executive member will be considered, for the purposes of promotional items etc., as an SP delegate. For example, if the Executive member from the Prairies/NWT region chooses to attend as a delegate of the Winnipeg and Southern Manitoba Branch, the Prairies/NWT sub-group next in rotation will be asked to supply names.
If, after the registration for the National AGM has closed, a designated representative and his/her two alternates cannot attend, the assigned spot(s) will either be reallocated as described above, if time allows, or filled by an observer from the local area (if available or previously identified by local sub-groups) or will remain vacant. The rotation within the region will continue and the subgroup will fall to the bottom of the list. Except in very exceptional circumstances, a sub-group cannot expect to postpone their participation to the following year.
Each region will be allocated delegate spots based on the number of members in that region. These spots will then be distributed amongst the sub-groups in that region with each active sub-group being allocated one spot, if possible. In regions where there are more sub-groups than spots, the rotation described below will be used. If there are more spots than sub-groups, the remainder of the spots will be allocated according to sub-group population. The Sub-group President will be asked for his/her recommendations for delegates, who do not, necessarily, have to be on the sub-group executive, by the Delegate Co-ordinator. These recommendations can be made in advance of the application deadline but consideration will only be given to those who actually apply. Consideration will also be given to applications from members not affiliated with a sub-group to attend as delegates, if regional spots are unfilled by existing sub-groups, or as observers with expenses paid by the SP Group. This will be done to encourage members in isolated areas (e.g. in small communities, Yukon or Nunavut) to participate and, it is hoped, to consider starting a local sub-group. The number of observers will vary from year-to-year, depending on demand, but is not expected to number more than two per year. The SP Executive will determine the actual number of delegates and observers sponsored on or around the deadline for applications.
In the event regional spots are unfilled, they will be reallocated to other regions in the same manner as vacant spots for the PIPSC AGM described above.
SP Subgroup Presidents Meeting
As the name implies, this meeting is for the Presidents of each SP sub-group and it is expected that the President of each active sub-group will attend. If s/he is unable to attend, another member of the sub-group executive, normally the Vice-President, is expected to attend. In the event that no executive members from a sub-group can attend the meeting, the sub-group will not be represented. (Note: only the executive members duly elected by the sub-group and whose names appear on the PIPSC website will be considered.)
Observers may be invited to this meeting but this is at the discretion of the Sub-group Co-ordinator and the SP Group President and would only be considered if the requesting sub-group is willing to cover the costs of the observer and the reasons for having an observer present relates to the functioning of the group or sub-group (e.g. someone being honoured by the sub-group).
Appealing a Decision of the Delegate Co-ordinator
Should a sub-group executive wish to plead extenuating circumstances for failure to meet deadlines, the President can appeal to the SP Group President for his/her consideration. However, the SP Group President will not consider any appeals based on 1) a failure by the sub-group to include a member’s name for consideration; 2) the position of the sub-group in the rotation; 3) any request which would penalize another sub-group or region; 4) any argument about the relative size of sub-groups; or 5) the sub-group selection of delegates or alternatives.
Any appeal will be in writing and will be respectful of all concerned. In addition, the decision of the SP Group President is final.
20 April 2012