THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA
MINUTES OF THE BY-LAWS AND POLICIES COMMITTEE MEETING
HELD AT PIPSC NATIONAL OFFICE
APRIL 3, 2023, 9:00 A.M.
Participants
Stéphanie Fréchette, BLPC Chair
Scott McConaghy, Atlantic
Mandy Chan, Ontario
Michael P. Kenny, NCR
Mike Chow, British Columbia
Christine Freeman (virtually), Prairies & NWT
Fedora Mushiya, Recording Secretary
Regrets: Luc Denis, Quebec
Guest: Sean O’Reilly
Call to order
Meeting was called to order at 9:15am. The Chair reviewed the process of good practices. The use of the Model Bylaws need to be reinforced throughout the Institute.
- Agenda
The agenda is not approved at the moment. The Chair determined that the agenda will be amended as needed.
- Minutes
December 9-10, 2022 minutes are not approved at the moment. They will most likely be circulated later and may be approved secretarially.
- Matters arising from December 9-10, 2022
a. AFS Saskatoon Sub-Group
There is no update available. The amended BLs were approved by the Board in October 2022. There needs to be a follow up for translation and posting.
b. SH By-law for 2023 SH AGM
The SH Group, submitted the following changes to their BLs in regards to the Group elections;
7.2.3 Nomination forms must be received at the National Office of the Institute by the close of business on a date to be determined by the Elections Committee. In the event that insufficient nominations are received to fill the vacancies, the Elections Committee shall attempt to obtain the names of additional persons willing and able to serve sufficient to fill the remaining vacancies. If none are forthcoming, the Group Executive may appoint someone to that position.
Whereas the PIPSC By-law 22.2.2 on elections does not allow any candidate to run for more than one position on the Board in any given election,
Whereas in the SH group election cycle, there are Members at Large (MAL) positions and the positions for each profession, which could potentially lead to an SH member running for both an MAL position and their professional representation position in the same election cycle,
Be it resolved that:
7.2.3 No member shall be a candidate for more than one (1) position on the Executive in any given election.
The intent of the proposed changes is to ensure that candidates do not run for more than one positions in the same election.
The Group Executive has inquired if the proposed changes were in contravention of the PIPSC BLs.
The BLPC Chair will reply to Selena Glover’s March 12 and April 3 emails and confirm that there’s nothing preventing them for making the proposed changes.
Action: S. Fréchette
- CFIA VM Group BLs (Amended) were approved by the Board in December 2021. However, they are no longer posted. Follow up is needed.
- NRC RO RCO Group Proposed Amendments approved by the Board on December 14-15, 2022
- Accessing PIPSC IT Equipment Policy Draft Comments of Technical Equipment (M. Muench)
An email dated March 24, 2023 by Mark Muench, ISTP Chair suggesting some changes to the Policy on IT Equipment was sent to the BLPC Chair.
There are currently two divergent versions being shared with the BLPC – one submitted by the Executive Secretary and another from ITSP Chair. One contains minor editorial changes whereas the latter contains substantial changes to the language and includes comments/questions addressed to the ITSP Chair.
The BLPC is of the view that this document sent by the ITPS Chair should be referred back for him to address members questions first.
The BLPC will simultaneously:
- ask that both documents (versions) be merged;
- reply to the ISTP Chair’s email, asking for him to primarily address members questions included in the document and then to come back with final proposed Policy changes.
Action: S. Fréchette
- RE Central Vancouver Island Sub-Group (Amended) (D. Jones)
Email from Membership dated December 12, 2022 confirms that there is no record of the RE Central Vancouver Island SG. The only two recorded SGs in BC are RE Nanaimo and Victoria.
SG does not exist.
- Toronto Centre CRA Branch – Approved by Board on December 14-15, 2022. Follow up for translation and posting is needed.
- Policy on Financial Member Participation Section 4 (Travel arrangements) Block of rooms – This item is deferred to next BLPC meeting.
- Policy on Constituent Body Allocation (Section 6-7-8-9) to be copied to the Policy on Consultation – The proposed changes were approved by the Board on December 14-15, 2022; however the Working Group on Consultation Chair is not happy about the approved new language and sent an email to BLPC Chair. This is Item is deferred to next BLPC meeting.
- Walker Family Cancer Centre (WFCC) - RT – BLs were approved by the Board on December 14-15, 2022. The Board recommends however that the Group be coached to help better understand BLs. Also a follow up for translation and posting is needed.
Action: M. Chan
- NR Group Membership & Rands (Yves Cousineau email) – deferred to Taskforce on Membership and Rands
Action: S. Fréchette
- NavCanada By-law changes (Micheal Simard email) – Approved by Board on December 14-15, 2022. Follow up for translation and posting is needed.
- Toronto North Branch CRA & Toronto North Subgroup CRA - Both documents have been approved by the BLPC and the Board back in 2014-2015 but have never been posted. This item has been added to the list of follow ups.
- CP Ville de Québec (Lyne Larocque email) – New subgroup was created. The BLPC Chair with check with Lyne Larocque if they already submitted the SG BLs .
Action: S. Fréchette
- RE Group By-law (document) – Approved by the Board on December 14-15, 2022. Follow up for translation and posting is needed.
- Suffield Branch By-laws - ratified on November 10, 2022 - Approved by the Board on December 14-15, 2022. Follow up for translation and posting is needed.
- Better Together & Lunch & Learn funding- resolved at the December 14-15, 2022 Board meeting, as follows:
Moved and seconded (Sutherland/Costain) to rescind the following motions from the Board meeting held on November 15-16, 2022, Under Item 12.L “Better Together Funding”, which are as follows:
MOTION 1: to remove and dissolve Better Together Funding until more effective rules are established.
MOTION 2: to approve combining the Better Together and Lunch and Learn funds to create the new fund known as “Mobilization Funding.” The Better Together program, as currently laid out, will be dissolved. In order to access Mobilization Funding, the following criteria must be indicated:
The requestor must demonstrate that the local constituent body’s funds are not available.
The requestor must show that their region and/or group funds are not available, if applicable.
The requestor must then apply for funding and meet the requirements as defined by BLPC and finance, which will be finalized at the meeting to be held in December of 2022.
Motion carried.
Moved and seconded (Costain/McLaren), to put a limit of $25 per member for Better Together. Motion carried.
Moved and seconded (Costain/Henein) to increase the limit from $10 to $25 per attendee for Lunch and Learn. Motion carried.
Moved and seconded (Fréchette/McLaren) to have a limit of $1,000 per fiscal year per constituent body for Better Together. Motion failed.
- Models – deferred to next meeting
- Policies– deferred to next meeting
- New Business
[*New* ad hoc item added on the agenda]
Kingston IT Subgroups – see VP Sean O’Reilly email
VP O’Reilly who received complaints from members provided background and context to the matter. Members from Kingston CSC IT and Kingston IT SGs have issue identifying as either DND or CSC. The SGs are seeking guidance from the BLPC and proposed language below;
Kingston CSC IT
3.1 Every Regular member of the IT Group working in the premises
occupied by Correctional Service of Canada in Kingston, ON shall be a
Regular member of the Sub-Group.
Kingston IT
DEFINITIONS
"Geographic Area" means the geographic area of the Sub-Group and shall
include the area that is part of Kingston, ON.
3.1 Every Regular member of the CS IT Group working in the geographic
area of the Sub-Group, excluding those in another Sub-Group, shall be
a Regular member of the Sub-Group.
The BLPC does not see issue with proposed language. VP O’Reilly will follow up with SG.
Action: S. O’Reilly
- Policy on Committees of the Board
The Board Moved and seconded, to bring the amendments to the Policy on Committees on of the BLPC, to be brought forth to the Board as changes next year. Motion carried.
The BLPC reviewed and edited the policy as instructed. The Policy is referred back to the Board for approval. (See item on BLPC Drive). Admin must ensure item is added to the May 1st Board Meeting.
Action: Staff Resource
- SP Midland-Queen Sub-Group - EC Resolution
Proposed change to sub-group membership and name, submitted by Stephanie O'Neill
Whereas some members of the PIPSC SP Midland-Queen Sub-Group have moved to the offices at 200 Town Centre Count, Scarborough, and still continue to work closely with members located at the 2301 Midland Avenue, Scarborough, and 180 Queen Street West, Toronto, buildings,
Be it resolved that By-Law 3 Membership of the Sub-Group Constitution and By-Laws be changed from,
3.1 Every Regular member of the SP Group working at 2301 Midland Avenue and 180 Queen Street West shall be a Regular member of the Sub-Group.
3.2 Every regular member of this Sub-Group who becomes a retired member of the Institute and remains in the geographical area of 2301 Midland Avenue and 180 Queen Street West shall be a retired member of this Sub-Group.
to
3.1 Every regular member of the SP Group working at 2301 Midland Avenue, 180 Queen Street West, or 200 Town Centre Court shall be a regular member of the Sub-Group.
3.2 Every regular member of this Sub-Group who becomes a retired member of the Institute and remains in the geographical area of 2301 Midland Avenue, 180 Queen Street West, or 200 Town Centre Court shall be a retired member of the Sub-Group.
And
Be it further resolved that the name of the PIPSC SP Midland-Queen Sub-Group be changed to the PIPSC SP Scarborough Sub-Group.
It appears that Membership did approve the name change. The BLPC does not see issue with the change. The SG will have to change the title of their BLs to reflect the name change.
The BLPC recommends the change and proposal above to Board’s approval.
Action: M. Chan / Staff Resource
- AFS/VFS Sub-Group/Sous-groupe Saguenay-Item 9 (also parked items 5 (i))
Parked item was pending ratification. BLs ratified at the SG AGA on October 22, 2022.
Going to the Board for approval / translation and posting.
Action: Staff Resource
- NR St-Hubert - Montérégie (PDF doc) – the subgroup name change has to be approved by the Executive Committee. Therefore, this item has to be deferred to EC’s staff resource, Sylvie Desforges.
Action: Staff Resource
- Amendment to Edmonton Branch Constitution and By-Laws. The intent is to change the term from 2 years to 3 years. The language is as follows:
BY-LAW 6 EXECUTIVE
6.3 Term of Office: The term of office shall be for three years. In the year following a year evenly divisible by three (3), the positions of President, Treasurer, and half of the Members-at-Large shall be elected. In a year evenly divisible by three (3), the positions of Vice President, Secretary, and the remaining half of the Members-at-Large shall be elected. In the year preceding a year evenly divisible by three (3), no election shall normally be held.
The BLPC is in agreement with the change. Prairies representative will go back to the Branch and communicate that the last BL were approved in 2021 and that the BLPC agrees with the proposed changes.
AGM minutes are needed to see when BL 6.3 was ratified- if not ratified – it will need to be ratified at their next AGM. If ratified it will be sent to Board.
BL 6.3. will also need numbered brackets after “three” to read , 6.3 Term of Office: The term of office shall be for three (3) years
Action: C. Freeman
- Policy on Accessing PIPSC IT Equipment - Done – see item 3 (e).
- BC/Yukon Bylaw Changes (2 docs)
The Group submitted proposed changes, as follows
Proposal #1
5.2 - MEETING The Regional Executive shall call a Regional Council once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Delegates shall be notified of the meeting, agenda, and of any proposed changes to this constitution at least three (3) weeks prior to the date of the meeting. It was the will of the Council delegates to leave the date to three (3) weeks prior to the meeting.
The BLPC agrees with the change above to remove last sentence and recommends to Board for approval
Proposal #2.
6.3 EXECUTIVE The Executive will normally come from amongst the members of the various Branch Executives delegates to the Regional Council and where possible, at least one (1) member of the Executive will be from each of the Greater Vancouver and Greater Victoria areas; and two (2) members of the Executive shall be outside the Greater Victoria and Vancouver areas. The term of office shall be three (3) years. In Yyears evenly divisible by three (3), up to half the number of executive members set by the Regional Council shall be elected. In Yyears after the year that is evenly divisible by three (3), the remaining positions to reach the number determined by the Regional Council shall be elected. In Yyears before the year that is evenly divisible by three (3), there will be no elections. The term of office will commence at the end of the Regional Council meeting.
The BLPC discussed the impact of the wording “normally branch delegates” – the concern is that the language might be restrictive but as per Institute BL 7.1. the group reserve the right to select participation, although anybody can run.
The BLPC Chair and BC Director (Dean Corda) will work on the wording and clarify the language, granted that the intent is not to restrict.
Action: S. Fréchette
The second document will be discussed at the next BLPC meeting.
Following items are deferred to the next meeting.
- Ottawa Metro Sub-Group Bylaw Modification (Folder)
- DRE Prairies Sub-Group – Dissolved (Email dated December 2022 from Matt MacLeod confirms that the SG was dissolved in December 2021. SG does not exist anymore and shall be removed from website.
- Funding requests for wellness centres in PIPSC Workplaces
- Lethbridge Branch Constitution and Bylaws (Folder)
- Model Constitutions - Audit vs Review (Folder)
- Executive Compensation Committee - Updated Terms of Reference
(Action item from the February Board Meeting)
- Policy on Institute Staff (From the March Board Meeting)
- Policy on Family Care (From the March Board Meeting)
Meeting adjourned at 5:00 pm
Next BLPC meeting: April 14-15, 2023 – Tentative - To be confirmed