BY-LAWS & POLICIES COMMITTEE MEETING
July 8, 2024
via Zoom
1:00 P.M. to 3:30 P.M.
MINUTES
Present: Manny Costain (Chair), Mandy Chan (ON), Michael P. Kenny (NCR), Mike Chow (BCY), Scott McConaghy (ATL), Renaud Guiard (QC), Nicki Ezechinedu (PNWT)
Staff: Tony Goddard
Roundtable and Introductions
Land acknowledgement (PEI).
Welcome to the third BLPC meeting of this year.
1) Approval of the Agenda
Moved: Michael Kenny Seconded: Renaud Guiard
CARRIED by consensus.
2) Approval of Minutes of September 18, 2023
Moved: Scott McConaghy Seconded: Michael Kenny
CARRIED by consensus.
Approval of Minutes of April 29, 2024
Moved: Michael Kenny Seconded: Mike Chow
CARRIED by consensus.
3) Board of Directors Update (Manny)
There is a BoD meeting this afternoon so this meeting will end at 3:30 pm. We will deal with the priority items on the agenda and some items may be deferred to the next meeting in August. Item 4) below lists the Board approvals at the past two (2) Board meetings.
4) INFO: Results/Approvals from Board meeting(s)
a. Policy on Conduct - Equity Statement (May BoD)
b. Policy on CB Allocations - Tax Receipts (May BoD)
c. Policy on Financial Support for Member Participation - International Travel (June BoD)
d. Policy on President - Acting President During International Travel (June BoD)
e. Policy on Accessing PIPSC General Funds - Separate Employer Group Funding (June BoD)
f. Policy on Institute Staff (Presented to May BoD - further review required)
g. MAGE Bylaws (May BoD)
h. House of Commons Group Bylaws (May BoD)
i. NRC-RO/RCO Group (May BoD)
j. Place de Ville NR SG (May BoD)
k. Toronto ECC Branch (May BoD)
l. Toronto North CRA Branch (May BoD)
m. AFS Toronto North SG (May BoD)
n. Ontario Region (June BoD)
o. Greater Vancouver Branch (June BoD)
p. IT Ottawa Metro SG (June BoD)
5) Standing & Priority Items
a. Policy on Institute Staff
The policy revisions were reviewed, including the suggestions from Director John Purdie. Tony will prepare a clean version and we can do a final review at the August BLPC meeting.
b. Environmental Policy (Manny) Deferred to August BLPC meeting.
c. Leave of Absence for Directors (BL 21.5) (Manny) moved to Parked Items.
d. Selection of RSC members for 2024 AGM (Manny)
17.2.3.1 Composition - There shall be a Sub- Committee on Resolutions, chaired by the Chair of the By-Laws and Policies Committee, consisting of five (5) to seven (7) members. As a minimum, composition should include the designated representatives of the By-Laws and Policies Committee, the Finance Committee, and the Advisory Council.
We have two (2) names from each of the Finance Committee and the AC. The BLPC deliberated and decided to include Renaud Guiard and Mike Chow. Manny will chair the RSC.
e. Committees and Fiscal Year (Manny)
When the AGM approved the change of fiscal year from January-December to July-June, it did not change the fiscal year for Committees (nor constituent bodies) and it has had an impact on some committees. The committees now bridge two separate fiscal years, and one committee could potentially expend the full budget, so the next committee starts a year with no funds available until the new fiscal starts. A recommendation at the Board meeting was to alter the selection process of committees to line up with the fiscal year. For some committees this could work, but for the BLPC it would mean that the RSC would have to be struck immediately since the deadline for resolutions would be the next month. Also, the Finance Committee would then only have a month or two together to create a budget document for the AGM. It was suggested that budgets could be “split” by Finance. It was also mentioned that committee chairs need to demonstrate more fiscal responsibility and plan for the fiscal years. General consensus was that the bylaws and policies do not need to be modified and that the committee chairs must work within the current parameters.
f. Policy on Better Together Funding (App’d Mar BoD) (Manny) Deferred to August BLPC meeting.
6) Matters Arising Deferred to August BLPC meeting.
a. NEB Group Bylaws (Scott M., waiting for Group Rat.) *
b. CRPEG Group (Michael K, pending group ratification) *
c. Retired Members – Request for clarification from BoD (Scott) *
d. Northeastern Alberta Branch (Nicki) *
e. NWT Branch Amendments (Nicki) *
f. Winnipeg & Southern Manitoba Branch (Nicki) *
g. Model Bylaws - Regulations vs Policies (Mike C)
7) New Business
a. Policy on Election of Officers and Directors of the Institute
This policy will not be able to be implemented until the next Board of Directors is in office - Deferred to August BLPC meeting.
b. Hamilton CRA Branch (Mandy)
Updating to new Model language – Update article 5.8 from audit to review then send to BoD
c. Communication Chair Role in Model Bylaws (Michael K) Michael will prepare the information he needs to discuss this item and we will present it at the next meeting. Deferred to August BLPC meeting.
d. Policy on Consultation (Manny) A review of the articles mentioned by C Bradley will be completed and a response will be drafted. The change to bylaw 23.2 was not accepted by the BLPC since some Regions have a Chair who is not a director.
e. CP Group (Manny) The changes have been passed at the CP Group AGM and are within acceptable parameters. Forward changes to the Board for approval.
f. NR Shirley’s Bay Subgroup (Michael K) Most changes are acceptable. They need to add bylaw 10.5 and remove bylaw 12. Michael K to liaise and try to have it corrected for August BLPC meeting.
g. AFS Group (Manny) The changes provide clarity on the NCR IT Region and update the gender neutral language. Agreed to send to the Board for approval.
h. IT Québec City Subgroup (Renaud) The changes to the subgroup name and zoning change must first be approved by the EC. The balance of changes are acceptable. Tony advised that he has already sent these changes to the Membership Section and they will recommend to the EC after they communicate with the Québec Region. PENDING Membership Action may not make it to Aug Board Otherwise will forward to the Board for the August meeting.
i. NR Vancouver Island Subgroup (Mike C) This is a general update from the 2006 approved bylaws. Mike Chow reviewed the proposed changes and made several additional suggestions. He will liaise with the subgroup and attempt to have them approved at their next AGM. Mike will bring them back for BLPC approval when ready.
j. Policy on Balancing Union Activity & Family Life (Nicki) There was a lengthy discussion on how the policy is applied by our Finance Section and the documentation available from the employer. A full outline of how the policy can be applied and what is required by PIPSC was held. Several suggestions were made and ultimately, no changes to the policy were required.
k. Constituent Body Minutes - Filing vs Posting (Mandy) We will follow up with General Counsel to determine if constituent body executive meeting minutes need to be posted on the website. When the question of confidentiality was discussed, it was pointed out that any confidential information including information on grievances or on specific members should be discussed in Closed Sessions and therefore the discussions are not shown in the posted minutes.