Notice of Commerce, and Purchasing Group (AV)
2020 Annual General Meeting and Call for Delegates
April 9, 2020
In accordance with the AV Group By-Laws, the AV Group will hold its Annual General Meeting (AGM) this year at the Hilton Lac Leamy, Gatineau QC, on Saturday, July 11, 2020.
Delegates from the 6 Regions, BC/Yukon, Prairie/NWT, Ontario, National Capital Region, Quebec and the Atlantic, are now being invited. If you wish to be considered for delegate status you must complete the Cvent pre-registration delegate form sent to you by email. Should you experience any issues accessing the form, kindly contact Marie Ammais at mammais@pipsc.ca or by phone at 613-691-4737.
The AGM is the Group’s supreme governing body. At the AGM, reports from the members of the Group Executive will be presented and Group business affairs will be discussed. The AGM is also an opportunity for members to meet among members, exchange views with elected representatives and be briefed on union matters in general.
This notice to all AV Group Members is to seek applications from members who wish to be delegates to this year’s AGM. Delegates are chosen by the Group Executive in accordance with the Group’s By-Laws and Institute policy;
8.1.3.5The delegates in each Region shall be nominated by the Group Executive Officer of the respective area in consultation with the Sub-Groups of the respective areas, considering Sub-Group populations and degree of member involvement in workplace and Group activities And Group Regulation R8.1.3.5 Delegates;
In the selection of delegates, the Executive shall consider the following:
a) being a Steward;
b) the involvement of the member in union activities at his/her workplace;
c) the Sub-Group representation;
d) and the < relève > (or applicants’ history of active Union participation)
The delegates are chosen to ensure fair regional and departmental distribution. Delegate expenses to participate in the AGM are paid by the Institute. Once selection of delegates is finalized, the selected members will be notified via email.
8.1.2 The Group Executive shall call an Annual General Meeting of the Group once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Members shall be notified of the meeting and of any proposed changes to this constitution at least four (4) weeks prior to the date of the meeting.
8.1.7 Resolutions the Annual General Meeting shall consider and vote on resolutions presented to it. Resolutions shall be referred to the Group Executive for action or to the Institute for consideration.
If there are any amendments or new resolutions being proposed, a hardcopy will be given to all attendees at the AGM.
Please submit By-Laws or Resolutions proposals no later than 4 weeks prior to the AGM, therefore send before June 11 2020 to peter_gabriel@pipsc.ca and copy mammais@pipsc.ca
Please note that before the amended By-Laws or new resolutions come into effect, they must be reviewed by Group Executive and PIPSC By-Laws and Policy Committee, and also need to approved by the PIPSC Board of Directors.
The Group Executive looks forward to a very successful AGM and encourages members to consider applying for delegate status at the 2020 AV Group AGM.
As per PIPSC Group Policy, the following applies: (excerpts that apply)
10. Group Annual and Special General Meetings
Each Group is governed by an Annual General Meeting. Depending on the size of a Group and the geographic distribution of its members, an Annual General Meeting may be open to all members to come at their own expense, or it may be made up of delegates, as specified in the Group’s Constitution. The Institute will fund the Group Annual General Meeting up to the amount of the approved budget submitted by the Group Executive.
In preparing a budget for the Group Annual General Meeting, the following assumptions shall be used:
- for meetings made up of delegates, meetings are up to one (1) day in length; and
- for meetings made up of delegates, meetings are held on a Friday, Saturday, or Monday;
- for meetings made up of delegates, the number of accredited delegates will be the members of the Group Executive (13) plus one delegate per two hundred (200) members of the Group (5400 members / 200 = 27)
- 13 + 27 = 40 delegates in total
Budgets should include estimated costs of:
- meals, transportation, accommodation, and incidental expenses for delegates as per travel policy;
- meeting room rentals, where meetings cannot be held in Institute facilities;
- meals and breaks provided as part of meeting;
- audio/visual expenses;
- simultaneous interpretation
- any expected costs related to union family life policy (see Appendix A)
Only delegates to the Group Annual General Meeting are eligible to claim expenses. Observers may be invited to the Annual General Meeting by the Group, but the costs are not paid by the Institute. However, costs for observers may be paid by the Group, the observer’s Subgroup, or by the observer. (Note: In accordance with the Policy on Institute Sub-Groups, Sub-Group funds shall not be used for compensatory salary). Groups can fund additional delegates to their AGMs from the Group’s annual allotment.
2014 AGM
The expenses of invited guests (other than the President or a Vice-President of the Institute) are the responsibility of the Group, unless pre-approved by the Institute.
And on Friday July 10 2020, 8.3 Sub-Group Meetings the Group Executive shall cause a meeting of the Presidents of the Sub-Groups at least once every calendar year, in coordination with an Executive Meeting. All Subgroup President’s are expected to be present. Please advise Marie Ammais mammais@pipsc.ca you are attending this meeting.
The deadline for receipt of delegate applications is 4:00 pm May 11, 2020 (EST)
Please note a Celebration for the PIPSC 100th Anniversary will take place on Friday Night July 10th. More details to follow.
AGM Draft Agenda
Saturday July 11, 2020
9:00 a.m. - 9:15 a.m.
AV AGM Roll Call
Reading of PIPSC Harassment Policy
Introduction of AV Executive and Guests
9:15 a.m. - 9:45 a.m.
Welcome by the Chair Peter Gabriel
Rules of Procedure & Approval of the Agenda
Adoption of the Minutes of the previous Annual General Meeting 2019
Business Arising from the Minutes
President’s Report - Peter Gabriel
9:45 a.m. - 10:15 a.m.
Guest Speaker TBD
Question and Answer Period
10:15 a.m. - 10:30 a.m.
Health Break
10:30 a.m. - 12:00 Noon
Bargaining Future – A look ahead – Bargaining Team Members and PIPSC negotiator Cara Ryan, and discussion, questions and answer period
12:00 - 1:00 p.m.
Lunch
1:00 p.m. – 2:15 p.m.
Committee Chair Reports:
- Treasurer’s Report – Jason Huang
- By-Laws and Policy Report, including any proposed By-Law amendments/Resolutions – Peter Gabriel
- Sub-Groups Committee Report – Vice-President James Bright
- Communications Committee – Vania Tsang
- Regional Representatives Reports
2:15 p.m. - 2:30 p.m.
Health Break
2:30 p.m. - 3:30 p.m.
New Business, Events, and
PIPSC 100th Anniversary and proposed events
3:30 p.m. – 4:00 p.m.
Concluding Remarks/Adjournment