Policy Resolutions

RESOLUTIONS – POLICY

Presented to the 101st Annual General Meeting

 

 P-1 Resolution on the Location of the PIPSC AGM  

Sponsor: Atlantic Regional Executive

Whereas the PIPSC AGM has become 50% larger and requires a venue that accommodates that meeting size and have hotel rooms that can accommodate over 600 delegates and;

Whereas the Ottawa venues PIPSC has held the AGM in last decade only has about half the hotel rooms within walking distance to accommodates all delegates and;

Whereas in previous years PIPSC has incurred considerable cost in shuttling delegates to and from the AGM venue and; 

Therefore be it resolved that PIPSC hold future AGMs, starting in 2021, in a venue that would accommodate the meeting and have enough hotel rooms within a 2 km radius, and;

Be it further resolved that PIPSC find a cost effective location within the Toronto – Ottawa – Montreal triangle.

Resolutions Sub-Committee Comment: The Corporate Services Section has already undertaken an analysis, comparing the different venues available within the Toronto – Ottawa – Montreal triangle. Only the Hilton Lac Leamy (Ottawa) and the Sheraton (Montreal) are willing to hold space on a non-contractual first option basis. As of now, Toronto does have 2021 options but venues are not holding any space.

Although no decision has been made on the 2021 AGM location yet, the venue will be selected based on location, contract flexibility, and cost-effectiveness.

 

 P-2 In-Person Meetings Restart in January 2021  

Sponsor: ON Regional Executive 

Whereas, the Board of Directors has suspended all in person meetings until December 31 2020; and

Whereas, COVID-19 has had a varied impact on the country, with some areas being hard hit and other areas not at all; and

Whereas, local health authorities are the experts in the field and are making decisions as to the allowable size of meetings; and

Whereas, members are much better informed about COVID-19 than they were when it hit in early 2020 and about the risks of public gatherings,

Be it resolved that subject to local health regulations, that in-person meetings be allowed effective January 1, 2021; and

Be it further resolved that the participants of the meetings will be responsible to ensure local health protocols are followed.

Resolutions Sub-Committee Comment: The proposed resolution presents a departure from the Board of Directors’ authority to govern between AGMs, as set out in BL15.2. While the resolution proposes to allow certain constituent bodies to proceed to meet at will, the logistical reality of the current context is such that the Board will continue be required to consider exceptions to Policy (i.e. Travel Policy).

By adopting this resolution the AGM would be accepting all the liability risks associated with potential failure of constituent bodies to respect local health authorities’ guidelines.  The proposed resolution engages the potential liability of the Institute, as the sole corporate entity, in the event that local regulations are not respected or that civil liability is otherwise engaged.

Finally, the Institute, as an employer, has a duty to provide a healthy and safe workplace to its employees.  Conversely, employees have a right to refuse to work in unsafe conditions.  Any staff support for such meetings would be at management’s discretion, on a case-by-case basis.

 

P-3 Restriction of Physical Meetings 

Sponsored by the Executive of the CS Group

Whereas the safety of all is essential

Whereas physical distancing is motivated by the current health crisis

Whereas there are provincial and federal regulations governing physical distancing

Whereas union activities continue during the health crisis

Whereas the Board of Directors must regulate our practices during the health crisis

Be it resolved that at the request of a constituent body, a committee, or an elected administrator that the Institute may allow physical meetings provided the applicable Federal, Provincial and Municipal rules and restrictions are observed.

Resolutions Sub-Committee Comment: In accordance with BL 15.2, the responsibility to permit physical meetings as proposed in this resolution would rest with the Board of Directors.

In addition, the logistical reality of the current context is such that the Board would likely be required to consider exceptions to Policy (i.e. Travel Policy).

By adopting this resolution the AGM would be accepting all the liability risks associated with potential failure of constituent bodies to respect local health authorities’ guidelines. The proposed resolution engages the potential liability of the Institute, as the sole corporate entity, in the event that local regulations are not respected or that civil liability is otherwise engaged.

Finally, the Institute, as an employer, has a duty to provide a healthy and safe workplace to its employees.  Conversely, employees have a right to refuse to work in unsafe conditions. Any staff support for such meetings would be at management’s discretion, on a case-by-case basis.

 

P-4 Restriction of Physical Meetings

Sponsor: Québec Region Executive

Whereas everyone’s safety is of primary importance

Whereas physical distancing is driven by the current health crisis

Whereas physical distancing is governed by provincial and federal regulations 

Whereas union activities continue during the health crisis

Whereas the Board of Directors has a duty to regulate our practices during the health crisis

Be it resolved that, at the request of a Constituent Body, Committee or elected Director and in order to address an exceptional situation, the Institute consider allowing physical meetings provided that applicable provincial and federal health regulations are respected.

Resolutions Sub-Committee Comment: In accordance with BL 15.2, the responsibility to permit physical meetings as proposed in this resolution would rest with the Board of Directors.

In addition, the logistical reality of the current context is such that the Board would likely be required to consider exceptions to Policy (i.e. Travel Policy).

By adopting this resolution the AGM would be accepting all the liability risks associated with potential failure of constituent bodies to respect local health authorities’ guidelines.  The proposed resolution engages the potential liability of the Institute, as the sole corporate entity, in the event that local regulations are not respected or that civil liability is otherwise engaged.

Finally, the Institute, as an employer, has a duty to provide a healthy and safe workplace to its employees.  Conversely, employees have a right to refuse to work in unsafe conditions.  Any staff support for such meetings would be at management’s discretion, on a case-by-case basis.

 

P-5 Family Care Policy

Sponsor: NCR Region

Whereas the objective of the policy on Family Care is to remove barriers which prevent members from participating in union activities; and

Whereas family members who are not in a custodial right position but reside with the sole caregiver will not have the cost of their taking care of children of a member covered which could limit participation of a member in authorized PIPSC activities;

Be it resolved that the following change be made to the Family Care Policy:

Eligibility

Where the member is the sole caregiver at the time of the authorized union activity, the Institute will cover costs for care during the day outside normal work/school/daycare hours. Family care costs that would have ordinarily been incurred during work hours had the member been at his/her place of work are not covered.

This policy shall not cover cost for care provided by a spouse/partner, or former spouse/partner with custody rights or a relative residing in the household.

Resolutions Sub-Committee Comment: If this resolution passes, additional cost would be incurred however the costs are difficult to estimate.

This matter was referred to the Board by the 2019 AGM. The Board referred the matter to the Finance Committee who felt that the proposed change would make the policy too broad. The current policy wording achieves the intent and exceptions can be submitted for approval.

 

P-6 Financial Statements Fund Accounting

Sponsor: Ontario Region

Whereas, PIPSC currently has an Operating Fund, Strike Fund and Bargaining Fund combined in one Financial Statement; and

Whereas, it is difficult for the ordinary member to gain an understanding of the position of the individuals Funds and the activity in the year; and

Whereas, it is important that members be able to easily gain an understanding of the true financial picture of PIPSC;

Be it resolved that the Institute Financial Statements show the Operating Fund, Strike Fund and Bargaining Fund separately and show a Combined Total.

NOTE - See supporting document attached.

Resolutions Sub-Committee Comments: This information is presented, and members can have a similar view by looking at the Statement of Changes in Net Assets in the PIPSC audited financial statements. Additionally, members are welcome to ask questions on the financial statements through the portal at any time.

 

P-7 Significant PIPSC Expenditures on New Initiatives

Sponsor: Ontario Regional Executive

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

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

Resolutions Sub-Committee Comment: The proposed resolution appears to significantly impede the Board of Directors’ ability to govern between AGMS, as set out in BL 15.2, by preventing the Board to act nimbly and make timely decisions on expenditures between AGMs (e.g. decision to provide face coverings to members during pandemic). The Board of Directors has a duty to act in the best interests of the organization.

It should also be noted that the amount of $500K falls short of the $1,550M materiality threshold established by external auditors.