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Resolutions - Budgetary

F-1 Audited Finance Statements

Disposition

Carried

Be it resolved that the 2014 AGM receive the audited financial statements for the fiscal year ending December 31, 2013.

Resolutions Sub-Committee Comments :

No comments provided

F-2 Appointment of Auditors

Disposition

Carried as Amended

Be it resolved that the Deloitte & Touche Chartered Accountants be appointed the auditors of the Professional Institute of the Public Service of Canada for the 2015 fiscal year.

Amended

Be it resolved that the Deloitte & Touche Chartered Accountants be appointed the auditors of the Professional Institute of the Public Service of Canada for the 2015 fiscal year.

Be it also resolved that the Board issues a request for proposal to hire new auditors whose values, principles and mission would conform to union values in general and to PIPSC’s in particular from 2016 onwards.

Resolutions Sub-Committee Comments :

No comments provided

F-3 Budget

Disposition

Carried

Be it resolved that the 2014 AGM approve the budget for the period of January 1, 2015 to December 31, 2015.

Resolutions Sub-Committee Comments :

No comments provided

F-4 Frequency and Duration of in Person Meetings

Disposition

Defeated

Be it resolved that the 2014 AGM agree to replace one in-person meeting per year of the Board of Directors, Executive Committee, Group Executives, Regional Executives and Standing Committees of the Board, by a reasonable number of teleconference or video conference meetings held during regular work hours effective January 1, 2015.

New

Be it further resolved that,

  • where it is more cost effective for meetings to be held in person, the use of teleconference or video conference may not be required;
  • where a member living in a remote location is not able to participate using video conference as a result of a lack of internet services, the Institute will make reasonable efforts to provide other alternatives;
  • where additional in-person meetings are required to conduct Institute business, a written request shall be provided to the Executive Committee for approval. Such requests shall not be unreasonably denied.

Resolutions Sub-Committee Comments :

Savings from this resolution is $225K per year.

F-5 Reduce Cost of the PIPSC AGM

Disposition

Carried as Amended

Be it resolved that the 2014 AGM direct the Board of Directors to conduct a review of the format, frequency and duration of future PIPSC AGMs, and that the report and recommendations be provided to the 2015 AGM.

Amended

Be it resolved that the 2014 AGM direct the Advisory Council to conduct a review of the format, frequency and duration of future PIPSC AGMs, and that the report and recommendations be provided to the 2015 AGM.

Resolutions Sub-Committee Comments :

Cost of $75K to consult with members and hold a test virtual AGM.

F-6 Review of Constituent Body Funding Formula

Disposition

Carried as Amended

Be it resolved that the 2014 AGM adopt a new funding formula for the 2015 constituent body annual allowances as follows:

Regions: $5.00 per member for the first 5,000 members plus $2.00 per member in excess of 5,000 members

Branches: Base amount of $750, plus $10.00 per member per year for the first 1,000 members and $3.00 per member per year in excess of 1,000 members.

Groups: Base amount of $1000, plus $10.00 per member per year for the first 5,000 members and $3.00 per member per year in excess of 5,000 members.

Sub-Groups: Base amount of $750, plus $10.00 per member per year for the first 1,000 members and $3.00 per member per year in excess of 1,000 members.

Amended

Be it resolved that the 2014 AGM adopt a new funding formula for the 2015 constituent body annual allowances as follows:

Regions: Will receive $5.00 per member for the first 5,000 members plus $2.00 per member in excess of 5,000 members;

Groups will receive the greater between the following options:

Option 1 - Base amount of $1,000, plus $10.00 per member per year for the first 5,000 members and $3.00 per member per year in excess of 5,000 members.

Option 2 - $ 10 per member per year for the first 2,000 members and $ 8 per member per year if there are more than 2,000.

Sub-Groups and Branches will receive the greater between the following options:

Option 1 - Base amount of $750, plus $10.00 per member per year for the first 1,000 members and $3.00 per member per year in excess of 1,000 members.

Option 2 - $ 10 per member per year for the first 2,000 members and $ 8 per member per year if there are more than 2,000.

Resolutions Sub-Committee Comments :

Annual allowance as per the 2009 Institute AGM:

Regions: - $2.50 per member per year

Branches: - $10.00 per member per year for the first 2,000 members and $8.00 per member per year in excess of 2,000 members plus $250.00 intended to cover the cost of a room rental.

Groups: -
- 1 to 20 members ~ $600.00
- 21 to 100 members ~ $1,200.00
- 101 to 250 members ~ $2,400.00
- more than 250 members ~ $10.00 per member per year for the first 2,000 members and $8.00 per member per year in excess of 2,000 members

Sub-Groups: - $10.00 per member per year for the first 2,000 members and $8.00 per member per year in excess of 2,000 members, plus $250.00 intended to cover the cost of a room rental

Impact on Groups, Sub-Groups, Regions and Branch funding is posted on the Finance Portal.

F-7 Review Policy on Balancing Union-Family Life

Disposition

Defeated

Be it resolved that the 2014 AGM revoke paragraph 5(a), 5(b), 5(c) and 5(e) of the Policy on Balancing Union-Family Life starting January 1, 2015.

(a) A member who requires accommodation the Friday of a Regional Council, Regional Steward Council, Group Annual General Meeting or the Institute Annual General Meeting and who is accompanied by his / her spouse or significant other and/or immediate family will be entitled to accommodation for the Saturday night for himself / herself and his / her spouse or significant other and/or family member.

In such cases, the member shall be reimbursed per diem expenses for breakfast the next morning. Members choosing to stay over the second night will not be entitled to any other benefits under this Policy.( eg: Incidental allowance, lunch etc.)

Implementation Clarification: The Saturday night will be available to Regional Council, Regional Steward Council, Group Annual General Meeting and Institute AGM delegates who live more than 16 km from the meeting location. (AGM 2009)

(b) The cost of accommodations for immediate family members who accompany an Institute member attending Institute functions shall be borne by the Institute.

Implementation Clarification: The Institute will determine what accommodations are applicable and reimbursable.

(c) Social activities for family members at regional meetings, including training, may be organized by members of the Regional Executive or Training Committee. Costs associated with such activities, i.e. museum tours, etc. will normally be borne by the member. However, opportunities may arise where the Region wishes to host or subsidize the event therefore reducing or eliminating the cost to the member. To promote family activities, the Regional Executive or Training Committee may choose to hold the event at a conference centre/resort where recreational activities are available.

(e) When a member chooses to invite his or her spouse / significant other or child to the PIPSC AGM banquet, or the Regional Council or Regional Steward Council dinner, the cost of the spouse's / significant other's or child's meal will be borne by the Institute. This benefit is non-transferable.

Implementation Clarification: The Institute will be entitled to restrict numbers based on the space available in the facility.

Please note that 5(d), which provides for child care services at Institute events, has been moved to the Child Care provisions of the Travel Policy as of Nov. 5, 2014.

Travel Policy - Part H - Special Travel Situations

3. Child Care Expenses

3.1. Members in travel status shall be reimbursed reasonable costs related to child care subject to receipts. Only the amount in excess of that which would normally be incurred shall be reimbursed. The rate can be found in Schedule A.

New 3.2 [formerly 5(d)] Whenever possible or feasible, Institute activities shall be held in facilities where child care services are available. In the case of hotels, the Institute will seek agreement with the hotel for child care services to be made available to all members attending the event, regardless of whether the member is a registered guest at the hotel. It will be the member's responsibility to avail themselves of these services. Where no agreement can be reached with the hotel, the member will be permitted to register at the hotel as a guest, whenever feasible. Child care expenses shall be borne by the Institute in accordance with Institute policy.

Resolutions Sub-Committee Comments :

Child care will still be provided as per the Travel Policy. This would represent savings of $400K per year.

F-8 Virtual Banking for Constituent Bodies

Disposition

Defeated

Be it resolved that starting April 1, 2015, all constituent body funds will be accounted for in virtual bank accounts administered by the Institute. Constituent body funds will be disbursed from the national office at the direction of the constituent body signing officers. The Institute will ensure that reasonable service standards are established and respected, that funds are disbursed on a timely basis and that timely quarterly financial reporting for each constituent body will be provided to the constituent body executive.

Resolutions Sub-Committee Comments :

This would represent additional revenues of approximately $50,000 to $60,000 per year.

F-9 Review of PIPSC Governance Structure

Disposition

Defeated

Be it resolved that the 2014 AGM approve a thorough review of the Institute's governance structure at the level of the Board of Directors by an external consultant. The review shall include, but not be limited to, the composition and roles & responsibilities of the Board of Directors, Executive Committee, Committees of the Board and the Advisory Council. The consultant's report and recommendations be provided to the 2015 AGM.

New

Be it further resolved that

  • a Steering Committee be established to oversee the review, comprised of seven members: the President, two members selected from the Board of Directors, two members selected from the Advisory Council and two members agreed to by the BoD and AC. Every effort will be made for regional and group diversity in the selection of members of the Steering Committee;
  • the external consultant will be responsible for:
    • providing expert advice and guidance;
    • facilitating the consultation process;
    • compiling the input provided by the various stakeholders; and
    • preparing the final report and recommendations to the 2015 AGM. The final report will be made available to all members no later than four weeks prior to the AGM.

Resolutions Sub-Committee Comments :

This would represent an approximate cost of $150,000 in 2015 to conduct review

F-10 Review of PIPSC Constituent Body Structure

Disposition

Defeated

Be it resolved that the 2014 AGM approve a thorough review of the constituent body structure by an external consultant. The review shall include but not be limited to the composition and roles and responsibilities of Groups, Sub-Groups, Regions, Branches, Consultation Teams and the Retired Members' Guild. The consultant's report and recommendations be provided to the 2015 AGM.

New

Be it further resolved that

  • a Steering Committee be established to oversee the review, comprised of seven members: the President, two members selected from the Board of Directors, two members selected from the Advisory Council and two members agreed to by the BoD and AC. Every effort will be made for regional and group diversity in the selection of members of the Steering Committee;
  • the external consultant will be responsible for:
    • providing expert advice and guidance;
    • facilitating the consultation process;
    • compiling the input provided by the various stakeholders; and
    • preparing the final report and recommendations to the 2015 AGM. The final report will be made available to all members no later than four weeks prior to the AGM.

Resolutions Sub-Committee Comments :

Cost of $150K in 2015 for consultant to conduct the review.

F-11 Review of PIPSC Steward Model

Disposition

Defeated

Be it resolved that the 2014 AGM approve a thorough review of the Institute's steward model by an ad hoc committee of the Board and that the ad hoc committee's report and recommendations be provided to the 2015 AGM.

Resolutions Sub-Committee Comments :

Cost of $60K for the ad hoc committee

F-12 Fixed Increase in Union Dues

Disposition

Defeated

Whereas the annual budget expands each year due to inflation; and

Whereas the members do not like a significant and sudden increase in dues;

Be it resolved that effective January 1, 2015 and for the next three years, annual membership dues be increased by 1.5% per year.

Resolutions Sub-Committee Comments :

Increased dues revenues of $600,000 (53,000 members @ $11.26)
Monthly Dues January 1, 2015: $63.50
Monthly Dues January 1, 2016: $64.45
Monthly Dues January 1, 2017: $65.42

F-13 Assigning a Geographical "Triangle" for Regional Meetings

Disposition

Withdrawn

Whereas each Region has a budget for each of their meetings; and

Whereas Regions are restricted to having meetings in areas designated by PIPSC as most cost effective; and

Whereas venues outside of designated areas can prove to be more cost effective;

Be it resolved that PIPSC will consult with Regions to determine a mutually acceptable geographical "triangle" for each Region, to accommodate the planning of Regional Councils, Stewards Councils, Regional Executive meetings and Advanced Training Meeting within their allotted budgets, to best serve their geographically diverse membership.

Resolutions Sub-Committee Comments :

The change would likely result in the cost of Steward Council exceeding the budget for the event due to a change of venue since the number of stewards is not capped.
Anticipate a total increase of $100,000 across the country.

F-14 Outside Counsel for Member to Member Complaints

Disposition

Withdrawn

Whereas, the Office of General Counsel determines if member to member complaint has merit; and

Whereas, when it is determined that there is merit to the complaint "the General Counsel shall determine, in consultation with the President:

a) the most appropriate course of action given all the circumstances; and
b) the composition of the designated Panel of Peers, where required"; and

Whereas, it is the role of the General Counsel to protect and represent the best interest of the Institute; and

Whereas, PIPSC must maintain transparency and prevent any conflict of interest;

Be it resolved that a mutually agreeable outside legal counsel review all member to member disputes and make a determination if complaints should be dismissed or referred to the Panel of Peers and then make recommendations directly to the Panel of Peers.

Resolutions Sub-Committee Comments :

This could represent a cost of up to approximately $200K.

F-15 Meetings via Electronic Means

Disposition

Withdrawn

Whereas, PIPSC continuously faces financial pressures and is ever more vigilant in pursuing value-for-money measures to alleviate these financial pressures; and

Whereas, the PIPSC membership has no appetite for further dues increases, while at the same time, is questioning value-for-money results; and

Whereas, the PIPSC practice is to pre-approve the number of yearly constituent body meetings;

Therefore, be it resolved that constituent body meetings, involving travel, be conducted equally between electronic meetings and in-person meetings, i.e. for every face-to-face meeting there be one (1) electronic meeting. By way of example, this 50:50 split would result in a constituent body, whose meeting year involves six (6) prior approved meetings, hold three (3) face-to-face meetings and three (3) electronic meetings.

Resolutions Sub-Committee Comments :

Total savings of $750,000 in 2015. (50% reduction in cost of in-person meetings for Groups, Regions, BOD, EC, Board Committees and AC total of $1,100,000 add back cost of electronic meetings $350,000)

F16A Policy on Constituent Body Finances

Disposition

Carried

Therefore be it resolved that the Policy on Constituent Body Finances be amended as follows:

A Constituent Body entitled to an annual allowance of $2,000 or less will receive the lesser of the amount necessary to restore the balance of the actual or deemed funds on hand on December 31 to three (3) times the annual allowance itself, or the annual allowance itself.