By-Laws and Policies Committee Meeting
Date: August 18, 2018. The meeting was called to order at 9:15 a.m.
Location: PIPSC National Office
Present: N. McCune (Chair), D. Jones (BC/Yukon), S. Frechette (QC), J. Purdie (ON), C. Freeman (PRA/NWT), B. Gerus, (ATL), A. Goddard (NCR), J. Gagnon (Staff Resource)
1. Approval of the Agenda
The following items were added to the agenda under New Business:
- AV Halifax Sub-Group (Amended)
- AV Gatineau Sub-Group (Amended)
2. Approval of the Minutes
The minutes of the July 6, 2018 BLPC meeting were approved as presented.
3. Matters Arising
3.1 AFS Québec Sub-Group (Amended)
This item was deferred to the next meeting. The BLPC will be proposing three different options to address the issue of having two VPs on the Sub-Group Executive. The Executive will also be advised that the change is required in order for the BLs to be approved by the Board.
Action: S. Fréchette
3.2 Nova Scotia Chapter (Proposed)
The Chapter Executive agreed to apply the model but have not yet submitted the proposed amendment.
Action: B. Gerus
3.3 SH CSC Montréal Rive-Nord Sub-Group (Proposed)
This proposed constitution will be submitted to the Sub-Group AGM in September for ratification.
Action: S. Fréchette
3.4 SP Group (Amended)
The amended constitution was provided for review and will be submitted to the Board for approval in September.
Action: BOD / J. Gagnon
3.5 AFS Penticton Sub-Group (Amended)
This item was deferred to the next meeting.
Action: D. Jones
3.6 NR Group (Amended)
Several changes were made at previous AGMs, which are being reviewed by the Group By-Laws Committee. This item was deferred to the next meeting, pending the outcome of this exercise. The minutes of past AGMs (5-10 years) will be provided to the BLPC in November. (The last Group AGM was held on June 9, 2018)
Action: N. McCune / J. Gagnon
3.7 CFIA S&A Group (Amended)
The Group SGM will be held on August 30, 2018, to approve the Group BLs.
The following article will be amended on the floor, through the Chair of the SGM:
7.4.1 Because all members of the Group Executive are required to consult with the employer on behalf of the members, then, to be a candidate or remain as a Group Executive member, the person must be or become a Steward.
This amendment would allow members to put their name forward to run for office, with the caveat that they intend to become Stewards.
This following regulation will also be amended at the SGM to respect the current incumbent’s two-year mandate.
R6.3.1 STARTING IN 2018, ELECTIONS FOR THE GROUP EXECUTIVE WILL BE HELD FOR THE TWO (2) MEMBERS-AT-LARGE FROM THE NATIONAL CAPITAL REGION AND THE ONE (1) ATLANTIC REGION REPRESENTATIVE.
IN 2019, ELECTIONS FOR THE GROUP EXECUTIVE WILL BE HELD FOR THE THREE (3) MEMBERS-AT-LARGE FROM OUTSIDE THE NATIONAL CAPITAL REGION AND THE ONE (1) ONTARIO REGION AND THE ONE (1) NATIONAL CAPITAL REGION REPRESENTATIVES AND THE ONE (1) ATLANTIC REGION REPRESENTATIVE.
IN 2020, ELECTIONS FOR THE GROUP EXECUTIVE WILL BE HELD FOR THE OTHER THREE (3) REGIONAL REPRESENTATIVES FROM PRAIRIES/NORTHWEST TERRITORIES, QUEBEC AND BRITISH COLUMBIA/YUKON. IN 2021, THE CYCLE REPEATS ITSELF FOR THE YEARS TO COME.
The Group Executive will be informed of this amendment prior to the SGM. The BLPC suggested that moving forward, an article should be added in the Group BLs regarding the selection of delegates by the Executive
It was clarified that only the delegates present will be eligible to vote - not members participating by telecon. This will be enforced by the Chair of the SGM.
If ratified, the Group constitution will be submitted to the Board for approval in September.
Action: S. Fréchette
3.8 MAGE Group (Amended)
Although the amended constitution is more in line with the model, the BLPC felt that as worded, Article 8.1.3 (Regular Meetings) would have no effect. The Committee was also unclear regarding the proposed change to Article 9 (Rules of Procedure).
The Group AGM was held on June 20, 2018 however, the proposed changes from BLPC were not ratified. This will be discussed further at the next meeting.
Action: J. Gagnon
3.9 Canadian Tourism Commission Group (Amended)
This item was deferred to the next meeting. The last Group AGM was held in November 2017.
Action: N. McCune
3.10 AFS Montréal Criminal Investigations Sub-Group (Proposed)
It was clarified that this is an approved Sub-Group, as recommended by the Group and approved by the Executive Committee on February 1, 2018. The Sub-Group AGM was held on February 23, 2018, and the proposed BLs submitted reflect the model.
The BLPC raised concern with a sub-group being created based on a specific type of work as sub-groups should be based on a location or on a defined geographical area. The Committee also felt that this could lead to other sub-groups being carved off or create confusion in terms of consultation i.e., unclear which SG President would sit at the consultation table as they could have the same employer.
The BLPC’s concerns will be raised with the Executive Committee. The proposed constitution will be submitted to the Board for approval in September.
Action: N. McCune / BOD / J. Gagnon
3.11 Authority of the EC
The ECC recommendations were approved by the Board in July 2018.
3.12 Request from Groups to Combine Meetings
This matter was discussed by the Board in July 2018 and was referred to the Advisory Council for consideration and recommendations in terms of whether or not a policy change is required.
3.13 Appropriate Use of Funds for Hospitality Expenses
This issue was addressed at the July Board meeting and was referred to the Task Force on Board Orientation in terms of developing guidelines on hospitality.
Action: J. Gagnon
3.14 Election of the AC Director
The AC Director elections will take place on August 25th. A/VP McCune, Director Maxwell and Chris Roach will be looking at BLs regarding the election of that position.
Action: N. McCune
3.15 Cross-Border Issue
J. Gagnon will follow-up with the Office of the General Counsel regarding the legal opinion on this matter. This will be discussed further at the next meeting.
Action: J. Gagnon
3.16 Montréal West Branch (Amended) / Montérégie Branch (Amended)
The intent of the proposed amendment was to allow the two Branches to have Executive members other than AFS members. The BLPC felt that if this is enshrined in their BLs, it could be restrictive as currently, the majority of Executive members on both Branches are AFS members.
The BLPC suggested that the Branch Executive could have classifications specified as being on the Executive and if nobody runs, they can appoint someone from that classification (similar to the SH and AV Groups). This option will be proposed to both Branch Presidents.
Action: S. Fréchette
3.17 AFS Montérégie Sub-Group (Amended)
This item was deferred to the next meeting.
Action: S. Fréchette
3.18 Gender Balanced Language in Institute BLs and Policies
Proposed BL amendments will be brought forward to the 2018 AGM for approval. The report from PIPSC Translation will be posted as a supporting document on the AGM page and a brief presentation will be given at the AGM to support the resolution.
Action: J. Gagnon
3.19 AV South Vancouver Island Sub-Group (Proposed)
This item was deferred to the next meeting.
Action: D. Jones
3.20 AV St. John’s Sub-Group (Amended)
The amended constitution was ratified at the SG AGM of July 12, 2018 and will be submitted to the Board for approval in September.
Action: BOD / J. Gagnon
4. New Business
4.1 Debrief on BLPC Training on Parliamentary Procedures
Members of the BLPC were unanimous on the benefits of the training received. The power point presentation used for the training will be provided to the Committee. VP Hindle who also attended the training, will be reviewing the AGM Rules of Procedure to bring minor amendments in line with SCOPP.
Action: N. McCune / VP Hindle
4.2 Excerpt of Board Meeting Minutes – July 2018
Excerpts of the July 2018 meeting minutes were provided for information.
4.3 AFS Group (Amended)
Regulations will need to be renumbered to coincide with the appropriate BLs. The amended constitution will be submitted to the Board for approval in September.
Action: BOD / J. Gagnon
4.4 University of Ottawa IT Professionals Group (Amended)
The amended BLs reflect the model more closely, except with the addition of Chief Steward as an elected position.
Article 3.3 will need to be moved under Article 4 (Rights of Members). The BLPC will also suggest that the definition of “Members” be worded as follows:
"Members" means those who meet the requirements of By-Law 3 and have taken out membership with the Institute
Changes pertaining to the Chief Steward were ratified at the last AGM (date to be confirmed). Other changes will be submitted to the next Group AGM for ratification.
There was concern with the wording referring to “taking out a membership”. Clarification will be required from Manager of Membership in terms of which jurisdiction this Group falls under and if they are governed by the RAND formula (for the Committee’s information).
Action: A. Goddard / J. Gagnon
4.5 CS Group (Amended)
The amended constitution will be submitted to the Board for approval in September.
Action: BOD / J. Gagnon
4.6 Election-Related Issue
The BLPC’s input was sought on the limit to the maximum number of candidate choices on election ballots.
As suggested by the Chair of the Elections Committee, "Members may vote for one candidate, for more than one of the candidates or for up to a maximum of ten (10) candidates” – eliminating the reference to By-Law 22.3.3.2. This will not have an impact on this year’s elections.”
The BLPC was of the view that going forward, a BL change will need to be made to deal with the restriction to 10 candidates, taking into consideration that the current software used for elections limits ranking to a maximum of 10 candidates.
This being said, the BLPC was in agreement with the Chair of the Elections Committee’s recommendation for this year.
4.7 AV Halifax Sub-Group (Proposed)
The proposed constitution was ratified at the March 29, 2018 Sub-Group AGM, making it compliant with the AV Group BLs, which restrict having retired members on executives. It was clarified that the BLs were ratified but not submitted to the BOD for approval. This will be done in September.
Action: BOD / J. Gagnon
4.8 AV Gatineau Sub-Group (Amended)
The constitution was amended to be compliant with the AV Group BLs which restrict having retired members on executives. Clarification will be sought on whether or not the BLs were ratified.
Action: N. McCune
5. Adjournment and Next Meeting
The meeting adjourned at 3:15 p.m. The next meeting is scheduled for November 19-20, 2018.