Policy on Accessing PIPSC General Funds

Purpose and Scope

The purpose of this policy is to clarify and provide guidance on how PIPSC constituent bodies may access PIPSC general funds that are not included in Constituent Body Allocations.

Additional Funds for Constituent Bodies

In addition to their Constituent Body Allocation, constituent bodies are entitled to additional funding for the following types of activities, provided these activities are approved by the Institute:

• Bargaining

• Constituent body meetings

• Training and education

• Mobilization

Constituent bodies may also request additional funding for special projects.

Funding for these activities is included in the Institute’s annual budget. To access the funds, constituent bodies must comply with Institute administrative policies and procedures.

Institute Funding for Bargaining

Funding for bargaining teams is included in the annual budget based on a standard formula. Guidance on the use of this budget is provided in the policy on Negotiations and Labour Disputes.

Institute Funding for Constituent Body Meetings

When and where feasible, constituent bodies are encouraged to use electronic means (such as e-mail, teleconferences, and video-conferences) to conduct their business in order to reduce the burden of travel on members.

The Institute will pay for simultaneous interpretation for all meetings upon request. The Institute may also fund travel, meals, and salary reimbursement for constituent body meetings, over and above their annual allocation. To be eligible for funding, all meetings must be held in the most cost-effective location available, and meet the parameters outlined in Appendix A of this policy.

Institute Funding for Training, Education, and Mobilization

Constituent Bodies may request Institute funding for activities related to training and education, or mobilization. Requests must be submitted through the Regional Director or Regional Training Chair.

Regional training and education budgets are allocated at the beginning of the year, and managed by the Regional Director or Regional Training Chair.

Funding for mobilization events shall be allocated in accordance with the Mobilization Event Guidelines.

Roles and Responsibilities

The COO is responsible for appointing and defining Finance section responsibilities, including responsibility for developing the Institute budget.

The COO is responsible for ensuring that constituent bodies are consulted as part of the budget development process.

Constituent bodies are responsible for providing information as requested by Finance, and for complying with administrative policies and procedures.

References

Bylaws 14.3

Policy on Constituent Body Allocations

Mobilization Event Guidelines

Appendix A: Parameters for PIPSC Funding of Meetings outside of Constituent Body Allocations

Appendix B: Guidance on Budgeting for Meetings

Appendix A to the Policy on Accessing PIPSC General Funds:

Parameters for PIPSC Funding of Meetings outside of Constituent Body Allocations

Type of Meeting

Maximum

Duration

Timing

Maximum Funding 

Other Constraints

Group Executive Meetings

(AGM 2018)

(BOD April 2019)

1 day

Fri-Sat-Mon

6 / year

  • One meeting has to be timed to coincide with the Group AGM, and one associated with the PIPSC AGM
  • One strategic planning session per year (up to a maximum of two days) would count as one executive meeting; any incremental difference in cost is to be borne by the Group. 
  • One meeting per year may be held outside the most cost-effective location, if within the Group’s yearly budget, based on a business case including a cost analysis and details of the outreach/member engagement. A report will be provided to the Board after this meeting. 

Group AGM

(AGM 2014)

1 day

Fri-Sat-Mon

1 / year

Delegates = group executive plus one delegate per 200 members

NB: Groups can fund additional delegates to their AGMs from the Group’s annual allotment.  

Subgroup Presidents’ Annual Meetings

1 to 1.5 day

Saturday, or in conjunction w/ group AGM

1/ year national, or 1/year per region

  • Standalone: 1 day, on a Saturday
  • In conjunction with the group AGM: 1.5 day 

Group Executive Member(s) Attendance at Subgroup AGMs

 

 

1/ year per Subgroup

  • One designated regional representative can be reimbursed for attendance at all AGMs in their region.
  • In addition to above, the President or VP of a group executive, or their designate / alternate from group executive, can be reimbursed for allowable expenses for attendance at up to 1/3 of the subgroup AGMs. 

Subgroup Executive meetings

 

During non-work hours

6/ year

  • For subgroups spread over a large geographic area, only one face-to-face per year, in conjunction with Subgroup AGM

Regional Executive Meetings

1 day

Fri-Sat-Mon

6/ year

  • One meeting has to be timed to coincide with the Regional Council, and another with the Stewards Council
  • Has to be within the geographic boundaries of the Region
  • One strategic planning session per year (up to a maximum of two days) would count as one executive meeting; any incremental difference in cost is to be borne by the Region.

Regional Training Committee

½ day

Normally in conjunction with Executive Meeting

3/ year, except 6/ year in the NCR

  • In Regions with ten thousand (10,000) or more members, the Training Committee may have up of up to six (6) members, a maximum of two (2) from outside the Regional Executive. 
  • In Regions with less than ten thousand (10,000) members, the Training Committee may have up to five (5) members, a maximum of two (2) from outside the Regional Executive.

Regional Council

1.5 day

Fri & Sat

1/ year

  • Number of delegates as specified in the regional constitution
  • $10k total combined budget for guest speakers at Regional and/or Stewards Councils

Stewards Council

1.5 day

Fri & Sat

1/ year

  • All stewards in the Region allowed to attend
  • Budget based on forecast of steward attendance
  • $10k total combined budget for guest speakers at Regional and/or Stewards Councils 

Branch Presidents’ Annual Meetings

0.5 day

Immediately prior to Regional Council

1/ year 

  • In conjunction with Regional Council
  • Made up of Regional Executive and one representative per Branch (President or alternate)

Branch Executive meetings

 

During non-work hours

6/ year

  • For Branches spread over a large geographic area, only one face-to-face per year, in conjunction with the Branch AGM

 

Appendix B to the Institute Policy on Accessing PIPSC General Funds:

Guidance on Budgeting for Meetings

Meeting budgets should include estimated costs for:

• salary reimbursement

• meals, transportation, accommodation, and incidental expenses for Executive members, as per the Policy on Financial Support for Member Participation

• meeting room rentals, where meetings cannot be held in Institute facilities

• meals and breaks provided as part of meeting

• audio/visual expenses

• simultaneous interpretation, if required

• potential costs related to union family life policy