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Resolutions - Policy Non-Budgetary

P-1 TIMING OF THE PIPSC ANNUAL GENERAL MEETING

Disposition

Carried

Whereas the Professional Institute of the Public Service of Canada is a Canadian, not-for-profit organization which is governed by the Canada Not-for-Profit Corporations Act (NCA); and

Whereas the NCA requires that the Annual General Meeting be held within six (6) months of the organization’s financial year end; and

Whereas the Professional Institute of the Public Service of Canada is taking every reasonable step to bring itself into compliance with the NCA; and

Whereas an extension of time has been granted by Industry Canada to allow the Professional Institute of the Public Service of Canada to hold the Annual General Meeting in November 2015 for the financial year ending December 31, 2014 subject to the following terms:

1. By June 30, 2015, the Corporation complies with Subsection 175 (1) of the NCA by sending a copy or summary of the documents referred to in Subsection 172(1) of the NCA or a copy of a publication of the Corporation reproducing the information contained in the documents or summary to each member, other than a member who, in writing, declines to receive such documentation. If the Corporation sends a summary to a member, the Corporation shall also inform that member of the procedure for obtaining a copy of the documents free of charge; and

2. At or before the annual meeting of members in 2015, the Corporation provides to members a copy of its unaudited quarterly financial statements up to and including the 2nd quarter for the particular ongoing financial year;

3. The Corporation’s members support this exemption by way of passing a special resolution at its annual meeting in 2015; and

4. The Corporation informs its members of this exemption as soon as possible but not later than by June 30, 2015.

Whereas the Professional Institute of the Public Service of Canada has complied with the terms imposed by Industry Canada;

Therefore be it resolved that the members of the Professional Institute of the Public Service of Canada support the exemption order granted by Industry Canada in Decision No. D-011/15 dated June 30, 2015.

Resolutions Sub-Committee Comments :

No comments provided

P-2 MOBILIZATION POLICY

Disposition

Referred to the Board of Directors

Whereas an emergency resolution was adopted at the 2013 aimed at applying all of the resources needed to defend public services; and

Whereas PIPSC allocates a large amount of money to the “Better Together” campaign; and

Whereas the success of the campaign relies on the mobilization of members across Canada; and

Whereas the current political situation requires quick local actions and reactions;

Be it resolved that a mobilization policy be developed and implemented before the 2016 AGM.

Resolutions Sub-Committee Comments :

This would be within current budget. If this resolution carries, this practice would be in effect only once the policy has been amended and approved by the Board of Directors.

P-3 OBSERVERS – REGIONAL AND GROUP EXECUTIVE COMMITTEES

Disposition

Carried

Whereas Regional and Group policies define the general rules for managing Regions and Groups; and

Whereas the funds allocated to the Executive meetings of Regions and Groups are part of PIPSC’s annual budget; and

Whereas not all members of Regional and Group Executives attend every scheduled meeting; and

Whereas the involvement of members and Stewards is critical to the labour movement;

Be it resolved that the policies on Regions and Groups be amended to allow constituent bodies wishing to invite a member or Steward as an observer to replace an absent Executive member and that the money for the absent Executive member be used to cover the observer’s expenses, at no extra cost.

Resolutions Sub-Committee Comments :

Observers would not have the right to vote at these meetings. If the resolution carries, this practice would be in effect only once the policy has been amended and approved by the Board of Directors.

P-4 REGIONAL FUNDING

Disposition

Referred to the Board of Directors

Whereas an emergency resolution was adopted at the 2013 aimed at applying all of the resources needed to defend public services; and

Whereas PIPSC allocates a large amount of money to the “Better together” campaign; and

Whereas the success of the campaign relies on the mobilization of members across Canada; and

Whereas the current political situation requires quick local actions and reactions;

Be it resolved that part of the budget for the “Better Together” campaign, or any other mobilization campaign put in place by PIPSC, be allocated to the Regions to respond promptly to ad hoc needs.

Resolutions Sub-Committee Comments :

A process currently exists for any constituent body to receive funding for mobilization activities.

P-5 HIRING NEW EMPLOYEES

Disposition

Carried

Whereas PIPSC manages a number of hiring processes each year for permanent and term positions to meet its operational requirements; and

Whereas PIPSC must continue to favour its current employees through the internal posting of competitions; and

Whereas PIPSC respects the quality of the staffing processes and the stringent requirements for each position; and

Whereas PIPSC membership offers a substantial pool of potential candidates;

Be it resolved that, as of January 2016, if an internal posting has not resulted in the filling of the position, PIPSC shall favour, in the external process, the applications of its members who meet the requirements of the competition; and

Be it further resolved that PIPSC establish, at that time, a distribution list of all members who wish to receive notices of job postings.

Resolutions Sub-Committee Comments :

External competitions are open to all and job opportunities are currently posted on the Institute Web site.

P-6 OFFICIAL LANGUAGES OF THE INSTITUTE

Disposition

Carried

Whereas Article 27 of the Institute’s By-Laws reads as follows:

27.1 The official languages of the Institute shall be English and French.

27.2 Each member shall be entitled to deal with and receive all services from the Institute in the official language of his choice. All Institute general information materials shall be distributed simultaneously in both official languages.

Whereas National Committee members are members; and

Whereas National Committee members deal with the Institute as part of their mandate on these National Committees; and

Whereas National Committee members were repeatedly unable to receive services in the official language of their choice over the past few years;

Therefore, be it resolved that the Institute take all appropriate steps to ensure that its own By-Laws regarding official languages are respected; and

Be it further resolved that the Institute discontinue committee activities that fail to comply with its own By-Laws regarding official languages, including but not limited to the postponement of meetings, if applicable.

Resolutions Sub-Committee Comments :

No comments provided.

P-7 COMPOSITION OF THE COMMITTEES OF THE BOARD

Disposition

Carried

Whereas Committees of the Board are composed of members who volunteer to serve; and

Whereas Regional Executives are (i) in a preferred position to know and evaluate the credentials of volunteers from the region, and are (ii) in a priority position to select volunteers who can best advocate the interests of the region; and

Whereas Regional Executives provide recommendations of those volunteers from the Region whose committee candidacy the region endorses and supports; and

Whereas the potential for conflict could exist between a regional selection and a selection by an appointed committee chair;

Therefore be it resolved that the Policy of Committees of the Board be amended to ensure that only volunteers who have complied with the due-process call for nominations, such as adherence to prescribed time lines, shall be deemed to be eligible candidates. Any recommendation from the Region that a committee Chair or the Board of Directors does not accept will require a written explanation explaining their rationale.

Resolutions Sub-Committee Comments :

If the resolution carries, this practice would be in effect only once the policy has been amended and approved by the Board of Directors.

P-8 RENEWAL OF STEWARDSHIP

Disposition

Out Of Order

Whereas the President has overstepped her authority in rendering decisions to not renew the stewardships of several highly respected Stewards by their constituent body during 2015; and

Whereas, no opportunity was given to the Stewards to respond to the allegations made by the President nor recourse given to them to address the President's decision not to renew their stewardships; and

Whereas, the decision not to renew their stewardships is unduly harsh discipline and punitive to any Steward, given stewardship is the essence of being a Steward; and

Whereas no time frame was stated as to when their stewardships could be renewed illustrates the arbitrariness and unfairness of her decision not to renew their stewardship.

Be it resolved that the President's decisions to not renew Stewards of their stewardship in 2015 be rescinded.

Resolutions Sub-Committee Comments :

Comments from the Institute General Counsel are attached as Appendix A.

P-9 DISCLOSURE OF MEMBER CONFLICTS

Disposition

Defeated

Whereas conflicts within members of the Institute are distractions detracting the efficiency and effectiveness of the Institute in carrying out its business; and

Whereas the costs in terms of dollars and time spent by Institute Staff on these matters has not been disclosed.

Be it resolved that Institute staff maintain a log of conflicts between members, including the name of the respondents, defendants, Institute staff involved, time spent by Institute staff working to resolve the conflicts, external legal and other professional costs associated with the conflicts, if any; and

Be it further resolved that this information, excluding the identities of the respondents and defendants, be provided to the delegates at the Annual General Meeting and be posted within the secure PIPSC Portal.

Resolutions Sub-Committee Comments :

Comments from the Institute General Counsel are attached as Appendix B.

P-10 RESOLUTION OF MEMBER CONFLICTS AT THE ANNUAL GENERAL MEETING

Disposition

Withdrawn

Whereas the Institute has bylaws, policies and procedures to address conflict resolutions, and

Whereas these processes may not be expedient in resolving these conflicts; and

Whereas the Annual General Meeting is the Supreme Governing Body of the Institute;

Be it resolved that any party of the conflict may bring the conflict details to the Annual General Meeting to have the conflict resolved.

Resolutions Sub-Committee Comments :

This would require an amendment to the Dispute Resolution Policy and to Institute By-Law 24.

P-11 INDEXED FEES

Disposition

Defeated

Whereas income inequality detrimental to all Canadians continues to grow in Canada; and

Whereas PIPSC and other unions are leaders in social change for the betterment of their members and of Canadians; and

Whereas a demonstration of new policy can be effective in supporting similar changes on a larger scale;

Therefore be it resolved that PIPSC investigate the option to change the way that PIPSC membership fees are assessed so that members with lower income pay slightly lower fees and members with higher income pay slightly higher fees;

Therefore be it further resolved that PIPSC report on its findings at the 2016 National Annual General Meeting.

Resolutions Sub-Committee Comments :

The cost of an investigation would be minimal.

P-12 ELECTRONIC VOTING

Disposition

Defeated

Whereas only delegates physically present at the PIPSC Annual General Meeting are currently eligible to vote on resolutions; and

Whereas discussion on those resolutions is now available to all members via the virtual binder ahead of the AGM; and

Whereas union engagement could be further improved by inviting more direct participation in the decision-making process affecting all members; and

Whereas modern electronic voting systems can be secure and accessible; and

Whereas other PIPSC elections, such as those for the National Executive, are held virtually by electronic means;

Therefore be it resolved that PIPSC investigate the potential to conduct electronic voting virtually on resolutions by all members or by a representative selection of members, not limited to delegates physically present at the national PIPSC AGM;

Be it further resolved that PIPSC report on its findings at the 2016 National Annual General Meeting.

Resolutions Sub-Committee Comments :

The cost of an investigation would be minimal.

P-13 UPDATED POLICY ON CONSTITUENT BODIES

Disposition

Referred to the Board of Directors

Whereas PIPSC has multiple types and sizes of constituent bodies in all regions of Canada; and

Whereas nationally consistent policies for the operations of these constituent bodies is desirable;

Therefore be it resolved that PIPSC strike a working group to develop a comprehensive policy and guidance for the effective functioning of constituent bodies including best practices for engaging members, managing financial resources, and practicing representative and democratic principles.

Resolutions Sub-Committee Comments :

Preliminary work could be done by the Finance Committee and the BLPC and would not incur any cost.