Whereas Group Executives, Region Executives, and Committees of the Board of Directors have business to conduct,
Whereas face to face meetings are an effective way of conducting business,
Whereas the Board of Directors unilaterally reduced the number of face to face meetings for Group Executives, Regional Executives, and Committees of the Board, with some meetings to be replaced by videoconferences;
Whereas Institute policy does not allow for the implementation of changes that affect Regions or Groups without consultation with the Regions and Groups,
Whereas the Board of Directors violated Institute policy by not consulting with the Regions or Groups,
Whereas the videoconference equipment is only located in PIPSC offices,
Whereas the cost for members of Group Executives and Committees of the Board to travel to Regional PIPSC offices in order to participate in videoconferences would result in little to no savings in travel costs,
Whereas the cost of staff overtime to allow members of Group Executives and Committees of the Board access to the videoconference equipment has not been taken into consideration,
Whereas the logistics of holding a full day meeting with participants in five different time zones has not been taken into consideration,
Whereas there are 41 Group Executives and 7 Committees of the Board, each directed to have two videoconferences,
Whereas that is a total of 96 videoconferences,
Whereas Group Executives and Committees of the Board have been directed to meet on Saturdays,
Whereas the Institute does not have sufficient videoconference equipment to allow for concurrent meetings,
Whereas there are 52 Saturdays in a year,
Whereas the Board of Directors uses the board room containing the videoconference equipment for 9 Saturdays per year,
Whereas there are 5 holiday weekends per year,
Whereas this leaves only 38 Saturdays on which to hold 96 videoconferences,
Therefore be it resolved that the budget for Group Executive, Region Executive, and Committees of the Board to each have 6 face to face meetings be reinstated.
Resolutions Sub-Committee Comment - The official launch of video-conferencing is planned for January 2010, pending successful implementation and testing during 2009 and the approval of the 2009 Annual General Meeting. No savings related to video conferencing are anticipated for group executive or committee meetings in the 2009 calendar year.
The 09/10 budget is based on the following assumptions:
Group Executive: number of regular meetings per calendar year increased from 4 to 5, comprised of 3 full day meetings in person and 2 half day video conferencing meetings. A savings of $95,000 per year.
Region Executives: number of regular meetings per calendar year reduced from 6 to 5. No video conferencing to be used for regional meetings. A savings of $60,000 per year.
Committees of the board: number of regular meetings per calendar reduced from 6 (max) to 5 (max), comprised of 3 full day meetings in person and 2 half day video conferencing meetings. Advisory Council regular meetings reduced from 4 to 3, no video conferencing to be used for AC meetings. A savings of $175,000 per year.