AGM Resolutions 2023

Sponsored by the Board of Directors

Be it resolved that the 2023 AGM receive the audited financial statements for the fiscal year ending June 30, 2023.

Sponsored by the Board of Directors

Be it resolved that BDO LLP be appointed as auditors of PIPSC and its related entities, for the 2024-2025 fiscal year.

Sponsored by the Board of Directors

Be it resolved that the 2023 AGM approve the budget for the period of July 1, 2024 to June 30, 2025.

Sponsored by the Board of Directors

Whereas there is a Committee of the Board of Directors generally known as the Elections Committee; and

Whereas there are Constituent Body (CB) committees also known as the Elections Committee; and

Whereas both committees could potentially be involved in CB election processes; and

Whereas the Institute Bylaws do not clearly identify which Elections Committee is being referenced in PIPSC Bylaw 17.3.

Be it resolved that references to the Elections Committee in PIPSC Bylaw 17.3 be amended to refer to the “National Elections Committee” as appropriate.

17.3 National Elections Committee

17.3.1 Composition – There shall be a Committee of the Board to be known as the National Elections Committee consisting of five (5) to seven (7) members. Officers and Directors of the Institute shall not be members of the National Elections Committee. The Board shall appoint members for a two (2) year term beginning in January of 2021 and subsequent terms shall be three (3) years beginning in January of 2023.

AGM 2020 (e)

17.3.1.1 Members Ineligibility as Candidates in Institute Elections Upon accepting an appointment to the National Elections Committee, a member shall irrevocably forfeit their right to be a candidate for the election that the Committee is charged with conducting, or to hold office as an Officer or Director of the Institute after that election has been completed.

AGM 2006 (e)

17.3.2 Conduct of Elections The National Elections Committee shall be responsible for the conduct of Institute elections for Officers and Directors, other than the AC Director, according to the By- Laws and Policies of the Institute and shall adopt such administrative procedures as may be necessary to conduct that election. The National Elections Committee shall also:

 AGM 2019

1. scrutinize all candidate biographical sketches for accuracy insofar as is practical, and

2. investigate and rule on the propriety of any election activity undertaken by a candidate or those acting on behalf of the candidate. Notwithstanding By-Law 24, upon finding such activity to be improper or inappropriate, the Committee shall take such corrective action as it deems necessary. Corrective action taken by the National Elections Committee may include, but is not limited to:

AGM 2015

i) declaring the election, or any candidacy in such election to be null and void.

ii) removal of the right to vote in that election.

AGM 2007 (e)

17.3.2.1 The National Elections Committee may also act as an elections committee for other elections as requested by:

a. the constituent body elections committee, or

b. the constituent body executive. or

c. the Board of Directors

AGM 2017

17.3.3 Alleged Violations All alleged violations to these By-Laws or Policies must be reported to the National Elections Committee within thirty (30) days of the election. The National Elections Committee shall advise the affected persons of any such action.

Sponsored by the Board of Directors

Whereas the Chief Operating Officer position has been removed from the PIPSC organization chart

Let it be resolved that bylaw 17.5.2 be amended to reflect the changes, as follows:

17.5.2 Mandate The Executive Compensation Committee shall:

a. R review and make recommendations to the Board with respect to all matters of compensation and terms and conditions of employment for the President, the Vice-Presidents, and excluded staff the Chief Operating Officer and Executive Secretary.

b. Review and make recommendations to the Board with respect to the compensation for all excluded Staff to be implemented by the Chief Operating Officer and Executive Secretary.

Sponsored by the Board of Directors

Whereas current Full-Time Vice Presidents are required to relocate to the National Capital Region upon election and;

Whereas the requirement to relocate to the National Capital Region may be a barrier to members to not become a candidate for a Full-Time Vice President position and;

Whereas the Institute’s position on “presence with purpose” with the Employer should also include Institute staff and elected officials and;

Whereas relocation to the National Capital Region can be a large financial burden to the Institute

Be it resolved that Institute policies reflect that a newly elected Full-Time Vice-President has the option to relocate to the National Capital Region, the decision to relocate must be made within six (6) months of being elected to office and that the decision to relocate can only be made once during the elected term of office.

Sponsored by the Advisory Council

Whereas PIPSC identifies in its statement on governance that, “The Institute has a parallel structure by Occupational Group and by Region. The structure by Group allows each bargaining unit to determine its bargaining priorities and strategies, and to deal with current concerns specific to its members’ profession”; and

Whereas the structure by Region allows the issues and interests specific to a particular geographic Region to be reflected in the Institute’s broader concerns; and

Whereas Committees study issues referred to them by the Board or provide advice and information on specific issues. The Committees formulate recommendations to the Board; and

Whereas the Finance Committee sets the fiscal roadmap of the Institute and as part of that process reviews the budgets of the Regions, Groups and Consultation Teams; and

Whereas none of the Finance Committee representatives are selected by the Groups or Consultation Teams,

Be it resolved that the Finance Committee be increased by two positions and those positions be filled by one Consultation Team representative and one Group representative, as recommended by the Advisory Council.

Be it further resolved that By-Laws 17.1.3 and 17.6.1 be amended as follows:

BY-LAW 17 COMMITTEES OF THE BOARD

17.1 General

17.1.3 Composition – All Committees shall consist of five (5) to seven (7) members, except the Finance

Committee which shall consist of seven (7) to nine (9) members, and, unless otherwise specified, shall include one (1) member from each Region. The Finance Committee membership will also include two members recommended by the Advisory Council: one Group representative and one Consultation Team representative. Where there is a Vice-President liaison to a Committee, the Vice-President does not count as a member of the Committee. The Committee Chair shall not be considered a member of a Region.

17.6 Finance Committee

17.6.1 Composition – There shall be a Committee of the Board to be known as the Finance Committee consisting of five (5) to seven (7) which shall consist of seven (7) to nine (9) members. The Chair shall not be a signing officer of the Institute.

Finance comment – This would have a maximum budget impact of $32,456

RSC – No Comment

Sponsored by the Advisory Council

Whereas PIPSC identifies in its statement on governance that, “The Institute has a parallel structure by Occupational Group and by Region. The structure by Group allows each bargaining unit to determine its bargaining priorities and strategies, and to deal with current concerns specific to its members’ profession”; and

Whereas the structure by Region allows the issues and interests specific to a particular geographic Region to be reflected in the Institute’s broader concerns; and

Whereas Committees study issues referred to them by the Board or provide advice and information on specific issues. The Committees formulate recommendations to the Board; and

Whereas the Training Committee sets the education roadmap of the Institute and as part of that process reviews the training needs of the Regions, Groups and Consultation Teams; and

Whereas none of the Training Committee representatives are selected by the Groups or Consultation Teams,

Be it resolved that the Training Committee be increased by three positions and those positions be filled by one Consultation Team representative, one Group representative, and one representative of the Separate Employers group (SEG) as recommended by the Advisory Council.

Be it further resolved that By-Laws 17.8.1 Composition be amended as follows:

BY-LAW 17 COMMITTEES OF THE INSTITUTE

17.8 Training, Education and Mentoring Committee

AGM 2020 (e)

17.8.1 Composition There shall be a Committee of the Board to be known as the Training, Education and Mentoring Committee consisting of five (5) to seven (7) eight (8) to ten (10) members. The Chair of each Region’s Training Committee shall be the designated member to this committee. The Training

Committee membership will also include three members recommended by the Advisory Council: one

Group representative, one Consultation Team representative and one representative of the Separate

Employers Group Each member shall designate an alternate, should that member of the Training Committee be unable to attend.

AGM 2020 (e)

17.8.2 Mandate the Training, Education and Mentoring Committee shall be responsible for advising and making recommendations and/or providing advice to the Board on any issue relating to the recruitment, training, mentoring and education of Stewards/members and the Institute training program.

RSC – No comment
Finance Comment – Financial impact of $48,685

Sponsored by the Advisory Council

10.4.6 Sector Council The Advisory Council (AC) Steering Committee shall oversee and monitor all

activities pertaining to Sector Councils and shall, through application of the Policy Statement on Sector Councils, make recommendations both to the AC and the Board on such activity. Responsibilities of the AC Steering Committee shall include:

a. advising the AC on all new Sector Council proposals,

a. making recommendations to the AC for or against the establishment of new Sector Council and on follow-up activity by previously established Sector Councils,

a. seeking a decision from the AC to approve or deny permission for the proposal to proceed to the Board of Directors (BOD) for funding, and

a. providing a recommendation to the BOD regarding Sector Council formation and funding.

10.4.6 (new) The Advisory Council shall have entities in support of Advisory Council member specific needs. Advisory Council (AC) Steering Committee shall oversee and monitor all activities pertaining to these entities.

10.4.6.1 (new) Working Group on Consultation

10.4.6.1.1 (new) Mandate of the Working Group on Consultation

The Working Group on Consultation mandate shall facilitate the work of its Consultation Teams, ensuring a unified voice to the Employer on Institute positions, and improve the Institute’s consultation capabilities.

10.4.6.1.2 (new) Membership

Membership of the Working Group on Consultation shall consist of Consultation Team Presidents in the Federal Government, appointed by the PIPSC President, or their designate.

10.4.6.2 (new) Separate Employers Group

10.4.6.2.1 (new) Mandate of the Separate Employers Group

The Separate Employers Group mandate shall be to provide a forum to identify and discuss issues impacting separate employers.

10.4.6.2.2 (new) Membership

Membership of the Separate Employers Group shall consist of Group Presidents of employers that fall under the Canada Labour Code Part I or provincial labour code, or their designate.

10.4.6.3 Sector Council (formerly 10.4.6) The Advisory Council (AC) Steering Committee shall oversee and monitor all activities pertaining to Sector Councils and shall, through application of the Policy Statement on Sector Councils, make recommendations both to the AC and the Board on such activity. Responsibilities of the AC Steering Committee shall include:

a. advising the AC on all new Sector Council proposals,

b. making recommendations to the AC for or against the establishment of new Sector Council and on follow-up activity by previously established Sector Councils,

c. seeking a decision from the AC to approve or deny permission for the proposal to proceed to the Board of Directors (BOD) for funding, and

d. providing a recommendation to the BOD regarding Sector Council formation and funding.

DEFINITIONS: 
Consultation (new) refers to union management consultation between PIPSC and Employer representatives. Consultation with Federal Department or Federal Agency, where there is multiple Bargaining Groups, is managed by the appointed Consultation Team President. In cases where there is only a single Bargaining Group, Consultation with the employer is managed by the Group President of that Bargaining Group on behalf of the Institute.

Consultation Team President (new) is appointed by the PIPSC President as the official PIPSC representative to a Federal Department or Federal Agency for the purpose of leading union-management consultation on behalf of the Institute.

National Consultation Team (new) is a departmental or agency focused team created, pursuant to the Policy on Consultation and the individual departmental or agency teams internal Terms of Reference, for the purpose of supporting the Consultation Team President in the execution of consultation activities on behalf of the Institute.

Sponsored by the Advisory Council

10.4 ADVISORY COUNCIL

10.4.3 Steering Committee The Advisory Council shall have a Steering Committee comprising the Chair, the Vice-Chair, the AC Director, one (1) representative from each of the three (3) categories of employers elected from amongst Group and Consultation Team representatives employed by each category of employers: one (1) from Treasury Board, one (1) from Federal Government Agencies other than the Treasury Board and one (1) from the separate employers.

AGM 2015

10.4.3 Steering Committee (new) The Advisory Council shall have a Steering Committee comprising the Chair, the Vice-Chair, the AC Director, Chair of the Working Group on Consultation, Chair of the Separate Employers Group, and a representative of Group Presidents from the Federal Public Services.

10.4.3.1 Steering Committee Duties The Steering Committee shall be responsible for arranging the agenda and meetings of the Advisory Council, setting goals for the AC, sponsoring Sector Councils brought forward at the AC and making recommendations on those submissions to the Executive Committee via the Finance Committee.

AGM 2006 (e)

10.4.3.1 Steering Committee Duties (new) The Steering Committee shall be responsible for arranging the agenda and meetings of the Advisory Council, setting goals for the AC, sponsoring Sector Councils brought forward at the AC and making recommendations on those submissions to the Executive Committee via the Finance Committee, and the overall efficiency and effectiveness of the Advisory Council and it’s sub-entities.

10.4.4 Elections

10.4.4.2 AC Steering Committee (Except AC Director) Each year, there shall be an election of Officers of the Advisory Council. The newly- elected Officers shall take office immediately following the meeting at which they were elected. The Chair, the Treasury Board representative and the Federal Government Agencies representative shall normally be elected in even-numbered years. The Vice-Chair and separate employers’ representative shall normally be elected in odd-numbered years.

AGM 2015

10.4.4.2 AC Steering Committee (Except AC Director)(New) In same year as the election of the AC Director, all positions of the AC Steering Committee shall be elected for a three year term at the meetings preceding the PIPSC AGM. The Chair, Vice Chair, representative of Group Presidents from the Federal Public Services, Chair of the Working Group on Consultation and Chair of the Separate Employers Group shall be elected at the Advisory Council meeting or their respective meetings. The newly- elected Officers shall take office immediately following the meeting at which they were elected.

10.4.4.5 Vacancy – AC Steering Committee If a position, other than the position of AC Director, becomes vacant during the term of office, the remaining members of the AC Steering Committee shall act to fill the vacancy until the expiry of the original term of office. If the position of Chair becomes vacant, it shall be filled by the Vice-Chair. If the position of AC Director becomes vacant, it shall be filled as provided for in these By-Laws.

AGM 2015

10.4.4.5 Vacancy – AC Steering Committee (new) If a position, other than the position of AC Director,

becomes vacant during a term of office, the remaining members of the AC Steering Committee shall act to fill the vacancy until the next meeting where a member will be elected to complete the term of the vacant position. If the position of AC Director becomes vacant, it shall be filled as provided for in these By-Laws. If a member of the AC Steering Committee is no longer eligible to be a member of the Advisory Committee, then their position will be vacated automatically.

RSC – No comment – budget neutral

WHEREAS the partner/spouse of a member may not always be physically or mentally capable of acting as a sole caregiver; and

WHEREAS introduction of the Parental Sharing Benefit will increase the likelihood that a member will be on parental leave at the same time as their spouse; and

WHEREAS the PIPSC Family Care Policy currently does not acknowledge that even if the other caregiver is home, the member may be providing essential elements of care,

BE IT RESOLVED THAT the Eligibility section of the PIPSC Family Care Policy have the following clause added: “Where the spouse/partner of the member is unable to provide care, and the member is on authorized leave from work and providing care to the spouse/partner and one or more children, resulting expenses not ordinarily incurred for a caregiver may be submitted.”

Finance Comment:  Per the Policy on Family Care para 4

1. $80 for each 24 hour period for the first family member;

2. $55 for each 24 hour period for each additional family member.

WHEREAS the purpose of a constituent body Annual General Meeting is to govern that constituent body; and

WHEREAS regular members of group should be able to meaningfully influence and modify the direction of the Group Executive; and

WHEREAS there are significant fixed costs to holding a Group AGM, regardless of delegate cost; and

WHEREAS Group Executive size is based on the need to represent regional and departmental diversity, which also applies to Group AGM delegates,

BE IT RESOLVED THAT the PIPSC Policy on Groups Parameters for PIPSC Funding of Meetings outside of Constituent Body Allocations be revised to read “for meetings made up of delegates, the number of accredited delegates will be the members of the Group Executive plus either: one delegate per two hundred (200) members of the Group, or, one greater than the size of the Group Executive as calculated in By Law 10.1.5, whichever is greater.”

RSC – Recommends the Chair rules out of order as there is no Policy on Group AGM Funding. 

Whereas PIPSC is a labour union comprised of members earning a wide range of salaries as well as ones who are retired,

Whereas fixed nominal dues for Regular and Rand members represent a varying fraction of members’ income and their buying power erodes, sometimes rapidly, with inflation,

Whereas fixed nominal dues also result in long periods of frozen dues followed by significant increases,

Whereas the current system requires the Institute AGM to engage in periodic debates to merely keep up with rising costs associated with inflation,

Whereas many of our fellow unionists have successfully implemented dues as a function of income in a variety of pay systems including those of the Government of Canada,

Be it resolved that PIPSC change its dues for regular and Rand members as of April 1, 2024, to a fixed percentage of the maximum salary at the member’s group and level, pro-rated for part-time workers.

Be it further resolved that the single percentage rate for Regular and Rand members be set such that the amount of dues collected would have been the same on January 1, 2017 under that percentage and under the monthly dues of $72.56 at the time.

Be it further resolved that the dues rate for retired members be indexed at the same times and in the same manner as Canada Pension Plan, applying all adjustments from 2018 on to the Retired member rate of January 1, 2017. The new rate calculated from this indexation will apply on April 1, 2024, with no retroactive change in amounts due.

Finance comment – Due to the complexity of this resolution, Finance is unable to provide a financial estimate of the impact of this resolution on the budget or of the cost of its implementation and maintenance.

RSC  – Application of this policy would be difficult as PIPSC staff  is responsible for providing the amount to the employer.  The resolution is difficult to interpret.  The vote requires a simple majority of all delegates.

Whereas the PIPSC Policy on Balancing Union Activity and Family Life excludes Regional Training Schools from Travel and Hospitality for Family Members; and

Whereas these Schools have the same impact on balancing union activity and family life as other meetings included in Travel and Hospitality for Family Members,

Be it resolved that the PIPSC Policy on Balancing Union Activity and Family Life be amended to include Regional Training Schools in Travel and Hospitality for Family Members, as follows: A member who,

• requires accommodation the Friday of a Regional Council, Regional Steward Council, Regional Labour Schools, Advisory Council, Group Annual General Meeting or the Institute Annual General Meeting taking place outside their local area,
• who is accompanied by his / her spouse or significant other and/or immediate family, and
• would not otherwise be eligible for Saturday night accommodation under the travel policy,

Finance comment – Each member who is entitled would have a budget impact of $425 per person.

RSC comment – Regions use different terminology relating to “training” in their region.  As referenced, “Regional Labour Schools” may be interpreted to include many different training.

Sponsored by IT Group Executive

Whereas Young Professionals Committees (YPC) are a necessity if PIPSC is to better involve the newer members of the Institute; and

Whereas the current support offered by the Board of Directors is provided for Regional Committees; and

Whereas Groups are establishing YPC to identify and address issues pertaining to the Young Professionals within the Group; and

Whereas neither Regional nor Group YPC are enshrined in PIPSC policy;

Therefore be it resolved that PIPSC enact a new policy to establish the budgets for YPC as follows:

Policy on Funding of Young Professional Committees

Effective Date: November 29, 2023

RSC – There are no controls or clarity such as how many meetings and how many youth committees. The intent appears to be to get multiple youth committees.

Finance comment – Current cost is $102,523 for a Committee.   There are six (6) Regions and fifty (50) Groups which would have a maximum budget impact of $5.74M plus translation costs.

WHEREAS the mandate of the Information Technology Services and Projects Committee reads; The Information Technology Services and Projects Committee shall advise and make recommendations to the Board on Information Technology Services and Projects issues.

WHEREAS best practices of system design and development include participation of all stakeholders and,

WHEREAS stakeholders within PIPSC include all Members and,

WHEREAS Members belong to all occupational groups with different requirements for services provided by PIPSC,

THEREFORE be it resolved that By-Law 17.11.1 be amended to the following;
17.11.1 Composition There shall be a Committee of the Board to be known as the Information Technology Services and Projects Committee consisting of five (5) to seven (7) members. Composition of the Committee should normally be representative of PIPSC IM/IT Professionals.

Be it resolved that By-Laws 15 and 21 be amended as following, to better support Group specific interests at the Board of Director level; The proposed changes are to be enacted for the 2024 PIPSC AGM.

BY-LAW 15 BOARD OF DIRECTORS

15.1 Composition: The Board of Directors shall consist of the five (5) Officers of the Institute and thirteen (13) Directors of the corporation the President, the four (4) Vice-Presidents and ten (10) Directors.

BY-LAW 21 DIRECTORS OF THE CORPORATION

21.2 Distribution Four (4) Elected Directors shall be from the National Capital Region; one (1) elected Director from each of the Regions outside the National Capital Region, and one (1) Elected Director shall be elected by the Advisory Council.

21.1 Composition: One (1) Regional Director for each region; Three (3) additional Regional directors for the National Capital Region; Three (3) Group presidents acting as directors of the Corporation chosen from among the three (3) groups with the largest number of members; and one (1) Group president acting as Director of the Corporation, elected from among the smallest groups and the Separate Employers Group.

21.2.1 A Regional Director shall not be a member of a Group, Sub-Group, Branch, Guild or Chapter Executive.

21.1.1 Directors of the Corporation may be executive members of constituent or advisory bodies, but should strongly consider limiting their involvement in multiple structures to avoid conflict and role monopolisation.

21.12 Term of Office Elected Directors shall be elected for a term of three (3) years.

21.2.1 Regional directors shall be elected at the PIPSC annual general meeting as per the bylaws.

21.2.2 Representatives of the largest groups are their Presidents and shall be elected as per the bylaws of their group.

      21.2.3 The representative of the smallest groups and the Separate Employers Group shall be elected by all the Group Presidents around the same date as the Institute’s AGM. At the end of their term of office, a new election is held to identify a new representative.

Whereas the amounts identified under #7 for constituent bodies to spend accordingly on hospitality, networking, recognition, social, training or visibility events has not been adjusted for inflation since April 26, 2012. These set limit amounts have restricted constituent bodies in being able to provide appropriate event planning as the costs have risen considerably over the last few years. This simply allows constituent bodies to continue to organize similar positive events as held in the past.

Be it resolved that the Policy on Constituent Body Allocations be amended as follows:

COMMENT: Cost increase to PIPSC – Not applicable – The Policy on Constituent Body Allocations would result in no changes to costs to PIPSC based on the limitations outlined in the same policy as #4 – Funding Formula.

The Board of directors at their September meeting increased the limits to $50.  

RSC – Recommends withdrawal

Whereas PIPSC has a diverse membership and

Whereas the Human Rights and Diversity Committee (HRDC) has stated in the bylaws that the composition of the committee should be representative of the diversity of its membership, and

Whereas the HRDC committee has caucuses set up to represent the various equity groups, and

Whereas these caucuses should be led by a legitimate member of each of the equity Groups

Be it Resolved that PIPSC ensures, when possible, that every equity caucus be led by a member of that equity group.

Whereas the renewal, recruitment, and rejuvenation of PIPSC’s steward workforce is a crucial issue that requires serious attention,

Whereas the workload varies from one steward to another depending on the mandates held (e.g. group/regional executives, consultation/negotiation teams, committees, etc.),

Whereas some members have professional obligations that require a replacement for each period of absence from work,

Whereas the employer sometimes uses professional obligations to prevent leave for union activities,

Whereas the Institute has no policy on granting leave for union activities, and

Whereas the uniformity and equitability application of leave for union activities will benefit all our stewards,

It is proposed that a national ad hoc committee on leave for union activities be set up, with a mandate that respects the following guidelines:

• The duration of the ad hoc committee’s mandate will be 1 year.
• The ad hoc committee will be made up of 9 people:
  • One (1) steward per region,
  • The Chief National Steward,
  • One PIPSC staff member to act as support to committee members,
  • And a Board of Directors liaison.
•  The Board of Directors will determine the committee’s composition after establishing clear criteria in a call to all PIPSC stewards, ensuring equitable representation of the most affected steward, i.e. youth and women.
• The ad hoc committee will have to assess the needs of stewards in terms of leave for union activities by consulting them through a survey.
• The ad hoc committee will have to develop this survey, circulate it, then collect and analyze the responses.
• The ad hoc committee will have to provide possible solutions to the pitfalls identified by stewards concerning their leave for union activities.
• To keep costs down, the ad hoc committee will meet up to 6 times in person, and as many times as necessary virtually.

• The ad hoc committee undertakes to produce the following results:

  • a report on its activities and actions at the national IT Group AGM, and

  • a policy on leave for union activities.

Finance comments: The maximum budgeted costs for member participation on the committee is budgeted at $86,376.  Additionally costs for interpretation have a potential impact for six (6) meetings could be a additional $72,000 for a total costing of $158,376

WHEREAS we do not currently have a quantitative mechanism in place to assess equity group participation within our volunteer positions; and

WHEREAS collecting data through self-identification could enable the Institute to better understand both its current state of equity group participation, and trends in that participation over time,

BE IT RESOLVED THAT the Institute put in place a voluntary self-identification process for Stewards and Executives to identify as belonging to the equity groups defined by the Employment Equity Act, as well as the addition of a non-binary gender option, age group, dependents and LGBTQ2+ identity; and

BE IT FURTHER RESOLVED THAT the techniques to protect the confidentiality of small populations of persons be appropriately applied.”

WHEREAS the release of Canada’s Changing Climate Report presents overwhelming evidence for the need to reduce carbon, which implies a shift away from a continued focus on the primacy of single occupancy vehicles – except in exceptional cases; and

WHEREAS a decade of advocacy and work by PIPSC has built a strong case around the errors of muzzling scientists and their work,

WHEREAS not all members have access to or use of personal transportation and require sufficient public transportation access to the workplace,

WHEREAS members showed during the pandemic that much of our work can be done effectively without necessarily commuting into work, and the current hybrid work model has made carpooling at best more complicated to arrange,

BE IT RESOLVED THAT that the Institute encourage its members to spread the word in their workplace about the conclusions of this report and to advocate for related changes, notably for employers to provide better options to encourage a shift away from commuting in single occupancy vehicles, to include working from home where the member prefers and there is no clear purpose to be at a government worksite.

BE IT FURTHER RESOLVED THAT the Institute, through its consultation teams and other discussions with the employer, advocate for related changes, notably for employers to provide better options to encourage a shift away from commuting in single occupancy vehicles (including, but not limited to, ensuring adequate public transport, including childcare spaces within the workplace, supporting work from home arrangements where desirable, and choosing centrally located buildings for occupation).

Whereas too many Rands are detrimental to a union; and

Whereas PIPSC has the email contact information for all rands; and

Whereas PIPSC has paid staff to support members;

Therefore be it resolved that starting on January 1st, 2024, PIPSC email every Rand the information regarding the benefits of membership as well as the link to the membership form.

Sponsored by Atlantic RC

Whereas PIPSC has a National Policy on constituent body expenditures; and

Whereas this policy does not allow for regional differences; and

Whereas branches and subgroups are in the best position to know how to engage their members;

Therefore be it resolved that the policy on constituent body allocations be amended to allow for the purchase of tickets for sporting and cultural events that cost $50 or less.

Comment: RSC recommends withdrawal since BoD has updated the policy at the September Board meeting.

Whereas the following motion passed at the 2020 PIPSC AGM

P-7 Significant PIPSC Expenditures on New Initiatives – Sponsor: Ontario Regional Executive (English)

Whereas, from time to time, PIPSC makes significant expenditures on new initiatives

Whereas, in the past, the practice has been to come to the AGM for approval of the expenditure and initiative

Whereas examples of this would be, the purchase of the building, joining the CLC and authorizing the start of Professionals Canada

Whereas it is a good practice to codify this practice of coming to the AGM for approval before incurring significant expenditures

Be it resolved that expenditures of more than $500K on new initiatives shall be approved by the PIPSC Annual General Meeting

Whereas the term new initiatives was not defined

Whereas it is good practice to define and give examples of new initiatives

Be it resolved that The Board of Directors shall define new initiatives of more than $500,000 that need to be approved by the PIPSC AGM in a policy and bring it back to the 2024 AGM for approval.

Whereas the Policy on Committees of the BOD encourages committees to use electronic means to conduct their meetings, yet there is nothing in the policy about virtual meetings.

Whereas other policies refer to the duration of the meetings, the Policy on Committees of the BOD does not state the duration.

Be it resolved that the Policy on Committees of the BOD be amended as follows:

6. Meetings of Committees of the Board

The number, timing, and location of Committee meetings will be as per the budget approved by the AGM. Committee budgets will be calculated on the basis of six (6) in person meetings. A meeting will only be held if there is sufficient business to conduct. Committees can meet 4 times in person and have as many virtual meetings as their yearly budget allows. will meet a maximum of six (6) times during the year. Whenever feasible, Committee meetings should be held in Institute facilities.

In person Mmeetings will normally be 1 day and held on any of Fridays, Saturdays or Mondays and are normally held in the most cost-effective location. Virtual meetings can be held on any day of the week. To facilitate a balance between union activities and family life, the availability of the members of the Committee will be taken into consideration in addition to the Board’s schedule when scheduling Committee meetings. When and where feasible, Committees are encouraged to use electronic means (such as e-mail, teleconferences, and video-conferences) to conduct the business of the committee in order to reduce the burden of travel on Committee members, and to minimize cost.

RSC – No comment

Finance comments: Costs for committee members’ attendance on a full day in person meeting are budgeted at $17,087 per meeting.  Committee member costs for a virtual full day meeting are budgeted at $8,844.  Costs associated with interpretation, recording and AV support for in person or virtual are approximately $6,200 for either in person or virtual.  These amounts are not included in member attendance costs.
Costs for committee member attendance at a half-day (4 hour) virtual meeting are budgeted at $6,467.  Costs associated with interpretation, recording and AV support for a half day virtual meeting are budgeted at $4,300.
Based on the projections, the maximum amount of half day virtual meetings for the budget to be cost neutral by deferring two (2) in person meetings per the budget would be four (4). NOTE – Committees are costed at six (6) in person meetings, but the aggregate PIPSC budget reflect an average of all committees of four (4) in person meetings.  The resolution may result in a potential increase to committees’ budget of $184,545 if each committee utilized their additional virtual budget allocation.

Whereas the Policy on Accessing PIPSC General funds encourages constituent bodies to use electronic means to conduct their meetings, yet there is nothing in parameters of the policy about virtual meetings.

Whereas most small groups and Separate employers do not travel for their AGM’s as they are not geographically dispersed, therefore there shouldn’t be the requirement to have an executive meeting to coincide with the Group AGM.

Whereas the requirement for Groups to hold an executive meeting in association with the PIPSC AGM should be removed as this creates an administrative burden on staff, creates more travel days from home if an AGM is longer than 2 days and does not apply for small groups and separate employers as the majority are not located in the NCR region or triangle and all of their executive members do not receive a delegate seat to the PIPSC AGM.

Whereas some members of Regional Executives are not stewards, therefore there shouldn’t be the requirement that a Regional Executive meeting has to coincide with the Steward Council.

Be it resolved that the Policy on Accessing PIPSC General funds be amended as follows:

Appendix A to the Policy on Accessing PIPSC General Funds:

Parameters for PIPSC Funding
of Meetings outside of Constituent Body Allocations

Finance comment –

Groups: Costs for Group Executive members’ attendance on a full day in person meeting are budgeted at $16,259 per meeting. Group Executive member costs for a virtual full day meeting are budgeted at $6,161. Costs associated with interpretation, recording and AV support for in person or virtual are approximately $6,200 for either in person or virtual. Amounts are not included in member attendance cost.

Costs for Group Executive member attendance at a half-day (4 hour) virtual meeting are budgeted at $3,236. Costs associated with interpretation, recording and AV support for a half day virtual meeting are budgeted at $4,300. Based on the projections, the maximum amount of half day virtual meetings for the budget to be cost neutral by deferring two (2) in person meetings per the budget would be four (4). NOTE – Group Executives are costed at six (6) in person meetings and most groups are entitled to thirteen (13) members on their Executive. Some smaller Groups are only allowed three (3) Executive members. This resolution would only allow for one (1) virtual meeting in lieu of the two (2) in person meetings to be cost neutral effectively eliminating one meeting for smaller constituent bodies.

Regional: Costs for Regional Executive members’ attendance on a full day in person meeting are budgeted at $17,266 per meeting. Regional Executive member costs for a virtual full-day meeting are budgeted at $5,213. Costs associated with interpretation, recording and AV support for in person or

virtual are approximately $6,200 for either in person or virtual. Amounts are not included in member attendance cost.

Costs for Regional Executive member attendance at a half-day (4 hour) virtual meeting are budgeted at $2,738. Costs associated with interpretation, recording and AV support for a half day virtual meeting are budgeted at $4,300.

Based on the projections, the maximum amount of half day virtual meetings for the budget to be

cost neutral by deferring two (2) in person meetings per the budget would be four (4).

WHEREAS Professional Institute of the Public Service of Canada (PIPSC) recognizes the importance of promoting inclusivity, accessibility, and diversity within the organization, and

WHEREAS the rights and needs of members with disabilities must be respected and accommodated to ensure their full and equal participation in all aspects of PIPSC in ALL meetings including Annual

General Meetings (AGMs), and

WHEREAS the United Nations Convention on the Rights of Persons with Disabilities emphasizes the need to provide reasonable accommodations to enable persons with disabilities to effectively and

actively participate in decision-making processes, and

WHEREAS PIPSC has legal obligations under applicable disability rights laws and regulations to ensure accessibility and reasonable accommodations for members with disabilities.

BE IT RESOLVED THAT PIPSC hereby adopts the following measures to ensure that members with disabilities are accommodated during AGMs:

1. Accessibility Audit: PIPSC shall conduct a comprehensive accessibility audit of the AGM venue to identify potential barriers faced by members with disabilities. The audit shall include physical accessibility, communication methods, and any other relevant aspects.
2. Reasonable Accommodations: PIPSC commits to providing reasonable accommodation to members with disabilities during AGMs to facilitate their effective participation. Such accommodations may include but are not limited to sign language interpreters, assistive listening devices, accessible seating, materials in alternative formats, and any other necessary aids. Including wheelchair friendly elevators.
3. Communication Access: PIPSC shall ensure that all communication during AGMs is accessible to members with hearing, visual, or other communication-related disabilities. This may involve providing live captioning or sign language interpretation, as well as using accessible presentation formats.
4. Advance Notice: PIPSC shall request members to indicate their accommodation needs during AGM registration or in advance. Members are encouraged to provide specific details of the accommodation required to allow ample time for proper arrangements.
5. Training and Awareness: PIPSC will offer training sessions to AGM organizers, volunteers, and staff to enhance their understanding of disability etiquette, appropriate language, and how to provide effective support to members with disabilities.
6. Review and Evaluation: PIPSC will conduct a post-AGM review to assess the effectiveness of the accommodation provided and identify any areas for improvement. Feedback from the members of the Disabilities Caucus and HRDC members will be actively sought and considered for future meeting and AGM planning.
7. Public Declaration: PIPSC will publish its commitment to inclusive accommodation on its website and in AGM-related communications to raise awareness and foster a culture of accessibility and inclusion within the organization.

BE IT FURTHER RESOLVED THAT the PIPSC Board of Directors and management shall be responsible for implementing and monitoring the successful execution of the measures outlined in this resolution.

Legal comment – Recommends that the Chair rule this Out Of Order.

PIPSC, as a non-profit organization under the CNCA, is legally mandated to provide reasonable accommodations as required by human rights laws and to adhere to federal and provincial human rights legislation.

PIPSC has some discretion under the law when it comes to accommodating disabilities because the specific approach and measures it takes can vary based on individual circumstances and the nature of the organization.

Organizations have the discretion to determine the most appropriate and feasible accommodation measures within the bounds of what is considered “reasonable.” The specific accommodation measures will depend on the unique circumstances and can be discussed with the affected individuals to find the most suitable solutions.

RSC comment – The measures would impact all constituent body AGM’s.

Finance comment – Additional costs are anticipated but unable to quantify.

BE IT RESOLVED THAT the PIPSC Bylaws be updated as follows:

17.7.2 Mandate The Committee on Human Rights and Diversity shall advise and make recommendations to the Board on human rights and diversity matters affecting the membership. To achieve its mandate, it will:

AGM 2016

a. Monitor issues in the broad field of human rights and diversity, including but not limited to issues such as gender, race, ethnicity, class, mental health and ageism;

AGM 2016

b. Advocate, via sub-committees, for groups of people subject to discrimination and harassment, including but not limited to women, Aboriginal peoples, visible minorities, the disabled and LGBTQ2S+;

AGM 2016

c. Coordinate and distribute information and recent developments in the field of human rights and diversity;

17.7.3 NEW The Human Rights and Diversity Committee (HRDC) members shall serve a three-year term of office.

RSC – No Comment

WHEREAS the full time Board of Directors and group executive plays a crucial role in the governance

and decision-making of PIPSC; and

WHEREAS it is essential to ensure the Full time Board and Group Executive remains dynamic, diverse,

and responsive to the evolving needs and challenges facing Professional Institute of the Public Service of Canada; and

WHEREAS instituting term limits for Full Time Board members and Group Executives can promote fresh perspectives, foster leadership development, and enhance accountability within the Board; and

WHEREAS best governance practices often recommend implementing term limits for Board members

as a means to prevent stagnation and promote the infusion of new talent and ideas; and

WHEREAS the current absence of term limits for Board members has the potential to hinder the

achievement of these objectives;

THEREFORE BE IT RESOLVED that the Full Time Board of Directors and Group Executives of PIPSC hereby approves the adoption of term limits for its Board members effective immediately;

BE IT FURTHER RESOLVED that the term limits shall be as follows:

• Each Full Time Board member and Group Executive shall serve a maximum of two (2) consecutive terms;
• Following the completion of two consecutive terms of service, a full time board member may be eligible for reappointment to the Board after a break in service of at least one (1) term;
• Current Board members who have already served beyond the specified term limits shall be eligible to complete their current term but shall not be eligible for reappointment beyond that term; and

BE IT FURTHER RESOLVED that the Board of Directors and Group Executives shall establish a transition plan to implement these term limits, including a schedule for the phased introduction of these limits to ensure continuity and an orderly transition;

BE IT FURTHER RESOLVED that the Advisory Committee shall be responsible for overseeing the implementation of term limits and shall be tasked with developing and maintaining a transparent process for Full Time Board members’ appointments and reappointments in compliance with these limits;

BE IT FURTHER RESOLVED that this resolution shall be communicated to all of the membership and incorporated into the Bylaws of the Professional Institute of the Public Service of Canada as soon as practicable;

BE IT FURTHER RESOLVED that this resolution shall be reviewed periodically to assess its effectiveness and may be amended or repealed by a majority vote of the AGM;

BE IT FINALLY RESOLVED that this resolution shall take effect immediately upon its passage.

RSC Comment – Recommend that the Chair rule this resolution  out of order. It is trying to limit your fundamental rights. There is no definition of “Full Time Board members.”

The terms “Full Time Board members” are not defined in the Institute’s By-Laws and Regulations. The Resolution does not define those terms either. As such, the Resolution is incomprehensible.

The resolution is also inconsistent with Institute By-laws (ex. 7.1 and 22.2) and Policies (ex. Policy on President and Vice-Presidents Terms and Conditions where it is referred to Part-Time Vice-President). The Resolution does not propose any additions/amendments/repeals to any By-Laws to include term limits without breaching the existing By-Laws.

Whereas some PIPSC constituent bodies do not divulge the results of their Executive elections, beyond naming those who were successfully elected;

Whereas PIPSC holds democracy and transparency as ideals to be strived towards;

Whereas an ever-increasing number of elections held within PIPSC are done so electronically;

Whereas it is increasingly easy to tabulate election results, such as how many ballots were cast in total, how many votes each candidate received, etc.;

Whereas some constituent bodies have decided that they won’t give out full election results because it may be embarrassing for the candidates who did not win, and it might discourage members from putting their names forward as candidates in the future;

Whereas this arguably paternalistic action can have the opposite effect when the same Executive members get elected repeatedly, year after year, and other candidates are left to wonder how relatively well they did in the election and how many more votes they needed to win a position;

Whereas some select PIPSC members somehow find out the approximate and relative vote totals of all or some of the candidates over time – but at least some of the candidates themselves can be left in the dark;

Whereas informal distribution of election results unnecessarily opens the door to doubt and mistrust in PIPSC elections;

Whereas the suggested remedy recommended by at least one constituent body is for a member to attempt to pass a motion to change the practice of announcing winners only, at that respective constituent body’s AGM the following year;

Whereas it will simplify and increase consistency and fairness across the Institute if the PIPSC AGM passes a motion requiring a policy change that all constituent bodies divulge their full election results (total ballots cast, the vote tally of each candidate) to all those present immediately after the election outcome is known;

Therefore, be it resolved that under the “PIPSC Policy on Structure and Function of Constituent Bodies”, Appendex A “Guidelines on Constituent Body Elections”, Point 3 “Procedures”, the sixth bullet be changed,

– From –

“The Elections Committee shall be responsible for the tabulation of all ballots (including verification) and will release results per the wishes of the relevant Constituent Body.”

– To –

“The Elections Committee shall be responsible for the tabulation of all ballots (including verification), and will announce, to all those present in the meeting, the number of ballots cast and the number of votes each candidate received.”

RSC – No Comment

WHEREAS, Fair elections are fundamental to the integrity of our democratic processes, and maintaining the trust and credibility of such elections is paramount; and

WHEREAS, election misconduct can undermine the democratic principles upon which our organization is founded, erode confidence in the election process, and impede the legitimate expression of the will of the electorate; and

WHEREAS, it is essential to protect the fairness, transparency, and legitimacy of our elections and to deter individuals from engaging in fraudulent or unethical conduct during elections;

THEREFORE BE IT RESOLVED that the Professional Institute of the Public Service of Canada (PIPSC) hereby establishes a clear and unequivocal policy that any individual found guilty of election misconduct during any National, Committee or Group election process shall be immediately removed from the election process and shall be subject to appropriate disciplinary action in accordance with the Election Committee by laws.

FURTHER RESOLVED, that election misconduct is defined as any deliberate attempt to undermine the integrity of the election process, including but not limited to:

1. Tampering with ballots or voting systems.
2. Voter intimidation or coercion.
3. Impersonation or misrepresentation of identity.
4. Spreading false information or engaging in disinformation campaigns related to the election.
5. Any other action deemed by the Election Committee or relevant authority to constitute election misconduct.

BE IT FURTHER RESOLVED that the Election Committee or any designated authority responsible for overseeing the election process shall establish transparent and fair procedures for investigating allegations of election misconduct, and individuals accused of such actions shall have the right to a fair and impartial review of their case;

BE IT FURTHER RESOLVED that the consequences for individuals found guilty of election fraud or misconduct may include, but are not limited to, disqualification from the current election, disqualification from future elections for a specified period, or expulsion from PIPSC membership, as deemed appropriate by the Election Committee or relevant authority;

BE IT FURTHER RESOLVED that this resolution shall be communicated to all members and participants in PIPSC elections and prominently featured in all election-related materials and communications;

BE IT FURTHER RESOLVED that this resolution shall be incorporated into the PIPSC bylaws and election procedures as an enforceable policy, and it shall take effect immediately upon its adoption;

BE IT FURTHER RESOLVED that this resolution shall be reviewed periodically to ensure its effectiveness in deterring election fraud or misconduct and may be amended as needed by a majority vote of the PIPSC AGM.

RSC – Recommending that the Chair rule this resolution Out of Order. It contravenes existing By-Laws.

As written, the Resolution is inconsistent with By-Laws 17.3.2. and 24.1.1 L) which respectively provides that the Election Committee only has the authority to adopt “administrative procedures” and not to impose discipline. The Resolution does not propose any amendments to resolve this inconsistency. Granting the power to the Election Committee to impose “discipline” as proposed in the Resolution (disqualification from future elections for a specified period of time) would also run contrary to By-Law 17.3 including 17.3.1.1 which purpose is to prevent members of the Election Committee from influencing the conduct of current and future elections. An independent body of Panel of Peers has, pursuant to the Policy on Conduct, the exclusive authority to impose discipline as they have no involvement in the elections.

Further, the Election Committee is responsible for the conduct of elections and can already adopt administrative procedures including removing a candidate from the election process as proposed by the Resolution.

Finally, Members of the Panel of Peers can already (following due process and principles of natural justice) impose any disciplinary measure outlined in the Resolution.

Whereas, recent legal precedents have highlighted the critical importance of upholding individual Charter freedoms, as demonstrated by the Alberta Court’s decision to strike down public health orders that violated these cherished rights (source: https://www.jccf.ca/alberta-court-strikes-down-public-health-orders-that-violated-charter-freedoms);

Whereas, Recent events within the Canadian Armed Forces (CAF) prompted a review of the CAF’s COVID-19 vaccination policy, revealing concerns about nonconsensual medical experimentation that impacts fundamental freedoms. These concerns center around the right to liberty and security of the person, protected under Section 7 of the Canadian Charter of Rights and Freedoms. This review resulted in the conclusion that the grievors’ rights protected under section 7 were infringed and that the disputed provisions of the CAF vaccination policy are unconstitutional and therefore invalid. (source: https://www.canada.ca/en/military-grievances-external-review/services/covid19-vaccination-policy-analysis/annex-i-constitutionality.html)

Whereas, the integrity of ethical medical practices is paramount, exemplified by the withdrawal of professional misconduct accusations against a nurse who courageously disclosed instances of vaccination injuries stemming from mass Covid-19 vaccination clinics, including cases necessitating multiple ambulance responses (source: https://www.jccf.ca/court_cases/withdrawn-professional-misconduct-accusations-withdrawn-against-nurse-who-shared-information-about-covid-19-vaccinations/);

Whereas, serious medical conditions have been associated with the COVID-19 vaccines, including blood clotting disorders, cardiac emergencies, myocarditis, Guillain-Barré Syndrome, autoimmune disease, spontaneous miscarriages, neurological system disorders and much more; (VAERS reports and Public Health Agency of Canada ATIP request available upon request)

Whereas, it has been distressingly reported that at least one tragic suicide occurred due to a refusal for accommodation in the context of these mandates;

Whereas, the principle of informed consent is fundamental to ethical medical practice and respects the autonomy of patients.  Transparency and informed decision-making are essential to safeguard public health, underscoring concerns arising from the revelation that the CDC acknowledged their vaccine’s limitations in preventing transmission, and Pfizer’s omission of comprehensive testing regarding transmission cessation, leading to critical information being withheld from the public, including known adverse events.

Therefore, Be it RESOLVED, THAT an Employee Medical Treatment and Ethical Refusal Protection Policy be promptly established within the framework of this union, aimed at robustly safeguarding the rights of unionized employees concerning medical treatments.

Be it further RESOLVED, THAT this Policy comprehensively safeguards the rights of unionized employees and vehemently prevents any form of discriminatory or punitive actions associated with the refusal of any medical treatments.

Be it also RESOLVED, THAT the primary and overarching objective of this Policy is to steadfastly prevent further harm inflicted by unethical mandates, ensuring the promotion of ethical medical practices and the preservation of individual autonomy.

AND Be it finally RESOLVED, THAT this resolution shall take immediate effect upon approval and shall be disseminated throughout the union, encompassing all members and stakeholders, as a clear commitment to the well-being and ethical principles of our workforce as defined by the union Mandate and Values.

Section I: Right to Refuse Medical Treatments

Every unionized employee has the unequivocal right to refuse any form of medical treatment, including vaccines and other medical procedures, without exception. This right shall be upheld without fear of reprisal, discrimination, suspension, termination, or any negative impact on employment status.

The union shall advocate for and protect the individual’s right to make decisions about medical treatments in accordance with their religious and ethical beliefs. The union shall stand firm against any attempts to coerce, pressure, or enforce medical treatments against an employee’s will.

Section II: Preventing Embarrassment and Punitive Actions

The union and the employer shall collaborate to establish mechanisms that ensure unionized employees are not subjected to uncomfortable or embarrassing situations due to their religious or ethical refusals of medical treatments. This may encompass maintaining confidentiality, providing alternative work arrangements, and facilitating open channels of communication.

The union shall actively intervene and oppose any punitive measures directed at unionized employees who choose to refuse medical treatments. The union shall engage in every effort to avert penalties, sanctions, or any adverse consequences arising from such refusals.

Section III: Communication and Education

The union and the employer shall jointly communicate and educate unionized employees about their unwavering rights to decline medical treatments, underscored by the safeguards provided under this Policy. This information shall be conveyed through accessible means and in both official languages.

The union shall undertake educational initiatives aimed at raising awareness among its members and leadership about the significance of respecting colleagues’ ethical refusals. The union shall strive to nurture an inclusive and empathetic work culture that reveres diverse beliefs and values.

Section IV: Union Support for Affected Employees

In the event that an employee faces adverse consequences or retaliation due to their refusal of medical treatments, the union shall provide unwavering support and advocacy. The union commits to utilizing its resources, expertise, and collective bargaining power to ensure the affected employee’s rights are upheld and their interests safeguarded.

This resolution shall take immediate effect upon approval and shall be disseminated throughout the union, encompassing all members and stakeholders. The primary aim of this Policy is to solidify the protection of religious and ethical refusals of medical treatments within the unionized workforce, promoting a harmonious and equitable workplace.

RSC Comment – Recommends that the Chair rule this  Out Of Order. 

By-Laws specifies that Under the authority of the pertinent labour legislation, the primary functions of the Institute are collective negotiations, individual representational services and consultation with the employers of the members.  PIPSC cannot impose employee’s Policies.  

This would violate the Canada Labour Code.

https://laws-lois.justice.gc.ca/eng/acts/l-2/page-16.html#h-341360

https://pipsc.ca/about/our-purpose-mandate-values-and-strategy

The hierarchy of the governance documents is:

1. Articles of Continuance (including the Purposes)
2. By-Laws
3. Policies and Procedures

Whereas the oil and gas sector are among the worst-performing sectors on the global stock market (See Graph in Appendix below:  Institute for Energy Economics and Financial Analysis [August 2023]; and

Whereas emerging green technologies are progressively rendering certain carbon-intensive industries more and more obsolete and/or unprofitable; and

Whereas had the Public Service Pension Plan excluded oil and gas from its public equity portfolio ten years ago, the pension plan would have seen significantly higher returns (See Table in Appendix below); and

Whereas the Public Service Pension Plan has a deficient climate strategy that is inconsistent with the Paris agreement goal of limiting global temperature increase to 1.5˚C and is working to undermine Canada’s domestic and international climate commitments; and

Whereas many large, benchmarked Canadian and international defined benefit pension funds have already integrated financially prudent fossil fuel exclusion policies with no statistically significant impact on the plan’s performance; and

Whereas independent consultants have identified alternative investment opportunities which would minimize the financial impact of excluding fossil fuel companies; and

Whereas PIPSC is taking measures to reduce our environmental footprint (e.g. no longer using plastic water bottles).

Be it resolved that PIPSC will send, before the end of 2023, an open letter to the Public Service Pension Investment Board calling on them to phase out all fossil fuel investments by 2026; and

Be it further resolved that the letter be accompanied by a media release requesting the Public Service Pension Investment Board develop credible science-based transition plans for all carbon-intensive assets, adopt a carbon emissions reduction target of 50 percent by 2030, and commit the pension portfolio to carbon neutrality by 2040, including an accompanying plan to ensure the financially prudent decarbonization of the portfolio that will be posted on the PIPSC website.

Appendix

Graphs showing that PSP has generated lower returns over ten years by staying invested in oil and gas, which is a chronic financial underperformer.

The chart above shows the results of a Capital IQ backtest of large Canadian pension funds, comparing the actual 10-year cumulative return of each funds’ public equity portfolio to the 10-year cumulative return had the funds divested from oil and gas ten years earlier. In every single case, including that of PSP, the pension funds would have generated significantly higher returns had they divested ten years earlier.

Source: Corporate Knights, Smart Prosperity Institute and Natural Step Canada. (November 2021). Canadian Pensions Dashboard for Responsible Investing. P.22

The energy sector is a chronic financial underperformer. Oil and gas is among the worse performing sectors on the S&P 500. Looking back ten years before the invasion of Ukraine, the energy sector lagged the market generally. The industry led the market in only two of the ten years, while in 7 years the industry placed last or near last.

Source: Institute for Energy Economics and Financial Analysis. (August 2023). Taking stock of the oil and gas sector as the transition to sustainable finance proceeds apace.

RSC – No comment.

Whereas the Institute currently uses a one-size-fits-all approach to languages.

Whereas the Institute represents members in workplaces that have different sets of official languages.

Whereas the Institute shall endeavour to manage the organization and its resources in an efficient and effective manner.

Be it resolved that By-Law 27 (Languages) be amended as follows:

27.1 Each member shall be entitled to deal with and receive all services from the Institute in the language of their choice, selected from the official languages of the workplace they are most recently associated with.

27.2 All Institute general information materials shall be distributed simultaneously in all official languages of member workplaces.

27.3 All By-Laws shall have the language of the text of origin identified. All By-Laws approved prior to November 12, 1994, shall be deemed to have their text of origin in the English language.

27.4 In the event of a difference in interpretation or meaning between translated texts, the text of any By-Law, resolution or other written instrument shall be governed by the meaning of the text of origin.

Be it further resolved that the Policy on Official Languages be updated to be in accordance with the changes made to By-Law 27.

RSC – Recommend that the Chair rule this out-of-order as a late resolution (BL – 13.1.4.1)

Whereas retired members are not covered by collective agreements;

Be it resolved that By-laws 7.1 and 7.1.1 be amended as follows:

7.1 Regular and Retired Members Only Regular and Retired members have the right to be candidates for office, to vote for officers, to otherwise participate in the affairs of the Institute, and, subject to By-law 7.1.1, the affairs of the constituent bodies of the Institute. Only Regular and Retired members shall be eligible to attend General Meetings of the Institute. Only Regular members shall be eligible for appointment as Stewards and be members of bargaining teams.

 7.1.1 Groups and Sub-Groups may, in accordance with their Constitutions, determine the level of participation of Retired members in their affairs, with the exception of bargaining, which is reserved for regular members.

RSC – Recommend that the Chair rule this out-of-order as a late resolution (BL – 13.1.4.1)

Whereas the French term “chapitre” (branch) is primarily used in Québec; and

Whereas the word “chapitre” is associated, in Québec, with outlaw motorcycle gangs; and

Whereas it is important for PIPSC to have a professional image;

 Be it resolved that the French version of the national By-laws be changed to read as follows:

AGA 1995

11.1 RÉGIONS

11.1.1 Chaque région est structurée selon un minimum de trois (3) niveaux :

i. Conseil régional

ii. Exécutif régional

iii. Chapitres Sous-régions

11.1.2 Les membres peuvent choisir d’être actifs(-ives) dans les structures régionales de leur lieu de résidence, de l’emploi ou du dernier emploi occupé. Les membres n’ont jamais de droits dans plus d’une (1) région.

AGA 2015

11.1.3 La participation à d’autres unités organisationnelles est conforme à la définition des statuts de chaque région.

11.1.4 Chaque conseil régional est libre de recommander l’organisation détaillée de la région, sous réserve de la conformité aux présents statuts et de l’approbation du Conseil d’administration.

11.1.5 Statuts Chaque région est régie par des statuts conformes aux présents statuts, qui prévoient notamment la représentation des chapitres sous-régions ou d’autres unités organisationnelles au conseil régional. Après modification de ses statuts, une région les soumet au Comité des statuts et politiques pour qu’il les étudie. Les modifications apportées aux statuts entrent en vigueur une fois approuvées par le Conseil d’administration.

11.1.6 Conseil régional Le conseil régional se compose d’au moins un(e) (1) délégué(e) par deux cents (200) membres et d’au plus un(e) (1) délégué(e) par cinquante (50) membres résidant dans la région, chiffre arrondi aux deux cents (200) près, plus deux (2) autres délégué(e)s. Le décompte des membres se fait le 31 décembre précédent.

AGA 2008

11.1.6.1 Chaque conseil régional se réunit au moins une fois pendant l’année civile.

11.1.7 Exécutif régional L’exécutif régional est composé des directeurs(-trices) élu(e)s de la région et d’autres membres jusqu’à concurrence de onze (11) membres. Dans les régions de plus de 10 000 membres, le nombre maximal à l’exécutif régional est de treize (13) membres. Les dirigeant(e)s comprennent normalement un(e) président(e), un(e) vice-président(e), un(e) secrétaire-trésorier(-ière) ou, selon le cas, un(e) secrétaire et un(e) trésorier(-ière). Le mandat des membres de l’exécutif n’excède pas trois (3) ans. Les résultats des élections à l’exécutif d’une région ainsi que la liste des noms, postes, adresses et numéros de téléphone au bureau et au domicile des dirigeant(e)s élu(e)s sont transmis au (à la) secrétaire exécutif(-ive) dans les plus brefs délais.

AGA 2008

11.2CHAPITRES SOUS-RÉGIONS

11.2.1 Création La création d’une chapitre sous-région, co[CM2] mprenant au moins dix (10) membres titulaires ou à la retraite provenant d’au moins deux (2) groupes spécifiques dans une région, est assujettie à l’approbation du Comité exécutif, à la demande des membres de la du chapitre sous-région proposée et sur recommandation de l’exécutif régional en cause. Nonobstant ce qui précède, lorsqu’une région, où autrement une chapitre sous-région serait créée, comprend les membres d’un seul groupe, l’exécutif régional peut recommander la création d’une chapitre sous-région, sous réserve de l’approbation du Comité exécutif. Les statuts appropriés sont assignés au chapitre à la sous-région nouvellement formée conformément aux présents statuts.

AGA 1997

11.2.1.1 Les membres devraient toujours faire partie d’une chapitre sous-région et ne peuvent jamais appartenir à plus d’une (1) chapitre sous-région.

AGA 2005

11.2.2 Statuts Chaque chapitre sous-région est régie par des statuts conformes aux présents statuts et à ceux de la région en cause, qui garantissent notamment à chaque membre le droit de poser sa candidature et de voter lors de l’élection de l’exécutif. Après modification de ses statuts, une chapitre sous-région soumet les modifications au Comité des statuts et politiques et à l’exécutif régional en cause pour qu’il les étudie. Les modifications apportées aux statuts entrent en vigueur une fois approuvées par le Conseil et ratifiées par les membres de la du chapitre sous-région.

11.2.3 Exécutif de chapitre sous-région Un exécutif de chapitre sous-région comprend habituellement un(e) (1) membre par dix (10) membres de la du chapitre sous-région, chiffre arrondi à la dizaine près; il est formé d’au moins trois (3) membres mais d’au plus onze (11) membres. Les dirigeant(e)s comprennent normalement un(e) président(e), un(e) vice-président(e), un(e) secrétaire-trésorier(-ière) ou, selon le cas, un(e) secrétaire et un(e) trésorier(-ière). Le mandat des membres de l’exécutif n’excède pas trois (3) ans. Les résultats des élections à l’exécutif de la d’un chapitre sous-région, ainsi que la liste des noms, postes, adresses et numéros de téléphone au bureau et au domicile des dirigeant(e)s élu(e)s sont transmis au secrétaire exécutif dans les plus brefs délais. L’exécutif se réunit au moins trois (3) fois par année.

AGA 2008

11.2.4 Assemblée générale annuelle Chaque chapitre sous-région convoque une assemblée générale annuelle des membres au moins une fois par année civile, jamais plus de quinze (15) mois après l’assemblée annuelle précédente. Lorsqu’une chapitre sous-région omet de tenir une assemblée générale annuelle, le (la) secrétaire exécutif(-ive) l’informe qu’il elle[CM3]  enfreint la présente disposition et lui demande de prendre les mesures nécessaires dans les trente (30) jours suivant la réception de cet avis. Si la le chapitre sous-région n’obtempère pas, l’affaire est renvoyée à l’exécutif régional en cause pour qu’il fasse une recommandation au Conseil.

11.2.5 Motif de dissolution Une Un chapitre sous-région peut être dissouste s’il si elle omet de se conformer à ses statuts, à ceux de la région en cause ou à ceux de l’Institut, sous réserve de la recommandation de l’exécutif régional en cause et de l’approbation du Comité exécutif.

RSC – Recommend that the Chair rule this out-of-order as a late resolution (BL – 13.1.4.1)

Whereas the Retired Members Guild (RMG) has 2,761 retired members who pay $69.60 annually in dues for a grand total of $192,165.00 in contributions to the Professional Institute of the Public Service of Canada (PIPSC) as of December 31, 2022; and

Whereas the RMG’s annual allowance and meeting expenses cost PIPSC approximately $60,000.00; and

 Whereas the RMG’s 10 chapters are not constituent bodies under PIPSC’s By-laws and their allowance is paid out of the RMG’s budget;

 Be it resolved that the RMG be considered a group rather than a branch; and

 Be it further resolved that the RMG’s chapters be granted sub-group status and that their allowances and meeting expenses be paid by PIPSC (approximate cost: $63,000.00).

PIPSC BY-LAWS

Policy on Constituent Body Allocations

Retired Members Guild BY-LAWS

Retired Members Guild REGULATIONS

Retired Members Guild REGULATIONS

Resolutions Sub-Committee Comment

Part 1 – Recommend that the Chair rule this out-of-order as a late resolution (BL – 13.1.4.1)

Part 2 – This is the modification of the RMG bylaws by the Region of Quebec. One constituent body cannot change the bylaws of another. This change must be approved by the RMG at their AGM and then submitted to the BLPC for recommendation to the BoD. This should not be debated on the floor of the PIPSC AGM.

Whereas the Annual General Meeting (AGM) is the highest decision-making body at the Professional Institute of the Public Service of Canada (PIPSC); and

Whereas such a large number of participants makes it difficult to discuss and reach decisions; and

Whereas the total number of PIPSC members is constantly growing; and

Whereas the number of delegates to the AGM will likely increase with the current formula; and

Whereas the AGM costs are constantly rising; and

Whereas the hotels of several provinces cannot accommodate the members who were invited to the AGM; and

Whereas the hotels that are still able to accommodate us are no longer able to prepare meals adequately for the members who were invited to the AGM;

Be it resolved that, for the AGM 2024, By-laws 13.2.6.2 (Groups) and 13.2.6.3 (Regions) be corrected as follows:

That the number 200 be replaced by 300.

13.2.6.2 Groups 

Each group executive shall be entitled to the greater of:

1. one (1) delegate for each two hundred (200) three hundred (300) of the Group’s members, rounded to the nearest two hundred (200) three hundred (300), based on its national membership as at December 31, immediately prior to the notice of the meeting, or
2. one (1) delegate.

13.2.6.3 Regions 

Each Region shall be entitled to one (1) delegate for each two hundred (200) three hundred (300) of its members, rounded to the nearest two hundred (200) three hundred (300), residing in the Region as at December 31 immediately prior to the notice of the meeting.

Proposer’s note:

These changes would reduce the number of delegates invited to the AGM from 779 to 552.

Resolutions Sub-Committee Comment

Recommend that the Chair rule this out-of-order as a late resolution (BL – 13.1.4.1)

Whereas human activity, primarily through the emission of greenhouse gases, has unequivocally caused the current global warming of 1.1 °C above the 1850-1900 level between 2011 and 2020 (ref.: https://www.ipcc.ch/report/ar6/syr/); and

Whereas climate change is already impacting living conditions on a planetary scale in the form of extreme weather events, among others (ref.: https://www.ipcc.ch/report/ar6/syr/); and

Whereas several large financial institutions (e.g., BMO, CDPQ, Desjardins) are adopting policies to reduce their investments in carbon producing sectors;

Be it resolved that the 2024 Annual General Meeting (AGM) receive a detailed report on its fossil fuel-related investments; and

Be it further resolved that the Professional Institute of the Public Service of Canada (PIPSC) hold no investments in the fossil fuel sector after 2030.

Be it resolved that the member fees be increased by $10.00 per month per regular member effective January 1, 2024.

Be it resolved that a 50% increase in dues paid by retired members be applied effective January 1, 2024.

Whereas PIPSC Work Life Balance  policy states “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”;

Whereas in the past PIPSC has supported members including family members at PIPSC events such as Regional Councils and the PIPSC AGM;

Whereas  Covid protocols require individuals with covid like symptoms to avoid public gatherings. Delegates who follow this policy and not attend the gala dinner will be refused the dinner meal allowance.

Whereas members should not be expected to leave their family member/partner alone while they attend a lavish dinner/dance gala;

Therefore Be it resolved that delegates to the 104th PIPSC AGM who do not attend the gala dinner be given the choice to claim

1. the dinner allowance or
2. when travelling with a spouse/significant other or child claim 2 times the allowance with a restaurant receipt of $121 or more.

Be it resolved that the member fees be increased by $10.00 per month per regular member effective July 1, 2024.

Be it resolved that PIPSC change its dues for regular and Rand members as of July 1, 2024, to a fixed percentage of the minimum salary at the member’s group and level, pro-rated for part-time workers.

Be it further resolved that the single percentage rate for Regular and Rand members be set to 1.33%.

Be it further resolved that the dues rate for retired members be increased by 20% as of July 1, 2024 and subsequently indexed at the same times and in the same manner as Canada Pension Plan.

Be it resolved that a 50% increase in dues paid by retired members be applied effective July  1, 2024.

It is proposed that, starting with the 2024 AGM, the debate on motions be placed on the agenda before any other activity, workshop or speaker.