2025 NCR Council Resolutions

Resolution ABC-01: NCR Electoral Reform

Whereas:

1. The current in-person electoral process for the National Capital Region (NCR)  - the largest region in the Union that represents over 40,000 members (over 50% of the national PIPSC membership) disenfranchises the vast majority of regular NCR members who cannot vote in the NCR elections, because they cannot attend the NCR Council.

2. The infrastructure for the new electronic electoral process is available. It is used in National Elections and Elections in several groups (e.g. AFS, NCR RO-RCO), promoted on the PIPSC website as a significant step towards a more modern and efficient union:"This new elections platform is just the latest example of our work modernizing our processes and using technology to make PIPSC among Canada's most effective and efficient unions." [PIPSC - A new era for PIPSC elections] .

3. Switching the electoral process from in-person to electronic will achieve the following three objectives, in line with the Union mandate:

1. Enhance Transparency members representation, and engagement - by establishing a more inclusive and extended electronic electoral process that allows broader member participation in the NCR Executive Board elections. 

2. Strengthen Democratic Representation within PIPSC - by ensuring that the elected leadership better  reflects the diverse perspectives of its membership. 

3. Eliminate the risk of apparent, potential and perceived conflict of interest - by preventing acting NCR Executives from influencing (or being seen as influencing) the outcomes of the new NCR Executive elections.

Be It Resolved That:

• The NCR Executive shall be tasked with developing amendments to the NCR Constitution, By-Laws, and Regulations to implement, at the earliest possible date, an NCR Electoral Reform that  will ensure that all NCR members have the right to vote in NCR elections using the modern and efficient electronic voting system currently used for National and Group elections.. 

• These amendments will include amendments to NCR BY-LAW 4 (RIGHTS OF MEMBERS) to explicitly grant all NCR members the right to vote in NCR election and to NCR BY-LAW 6 (NATIONAL CAPITAL REGIONAL COUNCIL) and BY-LAW 11 (ELECTION OF THE REGIONAL EXECUTIVE) to enable an electronic electoral process for the NCR that ensures adequate advance notice for nominations and sufficient time for members to vote online.

Resolution ABC-02: Expanding NCR's Purpose to facilitate the discussion of NCR members concerns 

Whereas:

• The current NCR Constitution (By-Laws & Regulations) does not explicitly mention the need to gather or address  NCR members' concerns. 

• There is presently no culture, tools or procedures established with NCR Executives workflow  to enable gathering, discussion and addressing  NCR members' concerns. 

• Many NCR members' requests and concerns are often left unanswered and/or ignored by NCR executives, No forum or means are provided for gathering and discussing these. At least Partially, because this not seen by NCR executives as being the purpose of the NCR or NCR Executive.

Be It Resolved That:

NCR Bylaws 3 and 7 be amended as appropriate to explicitly mention as one of the purposes of the NCR and NCR executives is to serve as an enabler for gathering and addressing members' concerns.

BY-LAW 3  PURPOSE

The purpose of the NCR shall be to represent PIPSC within the geographic area of the NCR; to provide a forum for the discussion of Institute affairs; to administer this Constitution and the Regulations; to make recommendations to NCR Council, Constituent Bodies and to the Institute on topics or matters within the objectives of the Institute, and to nominate delegates to the Institute AGM and Institute meetings in accordance with the Constitutions and By-Laws of those constituent bodies

ADD

and to provide a forum for the discussion of NCR members concerns.

BY-LAW 7 NATIONAL CAPITAL REGIONAL EXECUTIVE

7.1 Purpose 

The National Capital Regional Executive shall be the governing body in the period between NCR Councils.  The functions of the NCR Executive shall be:

• to further the interest of the NCR via representation at the Board and Committees of the Institute;

• to make decisions and recommendations to the Executive Committee, to the Board on NCR matters;

• to make decisions and recommendations on NCR matters in between NCR Councils to act upon the recommendations of the National Capital Regional Council
  
  

• ADD:
  
  to facilitate  the discussion of NCR members concerns.

Resolution ABC-03: Members Right to Observe NCR Executive Meetings in Person

Whereas:

• NCR members are currently denied the ability to observe NCR Executive meetings in person, limiting transparency and member engagement.

• The majority of NCR Executive discussions do not involve confidential or sensitive information that would justify excluding members.

• Transparency in NCR Executive actions is essential for ensuring an efficient, accountable, and trusted governance process, and member engagement.

• On two occasions, in December 2024 and January 2025, members involved in developing the NCR Electoral Reform were deliberately excluded from observing executive discussions where decisions related to the reform were made. This was done by denying in-person attendance in one instance and, in another, by either placing a member on hold or failing to provide a Zoom link. These actions resulted in a lack of transparency in the decision-making process, culminating in the defeat of the motion to support the reform in a close 5-3 vote on January 13, 2025. This raises concerns about a possible deliberate effort by executives opposing the reform to prevent witnesses from observing how the decision was made, who voted against it, and what arguments were presented. This incident underscores the importance of ensuring that all members have the right to observe executive meetings in person to maintain transparency and accountability.

Be It Resolved That:

1. Members' right to attend NCR Executive meetings in person shall be explicitly written into the NCR Bylaws
   
   

2. BY-LAW 4 (RIGHTS OF MEMBERS) shall be amended as follows:
   
   BY-LAW 4 - RIGHTS OF MEMBERS
   All members shall be eligible to hold office, to nominate members for positions on the NCR Executive, and to propose amendments to the Constitution and Regulations of the Region.

ADD:

Additionally, all members shall have the right to observe NCR Executive meetings in person.
This right does not entitle members to any monetary benefits, including food, incidentals, or other compensations.

Resolution ABC-04: NCR Executive Meeting Agenda and Minutes

Whereas:

• Presently NCR Executive meetings agenda and minutes are not made accessible to members and the minutes do not contain important details such as who voted against or for the motions, which makes it difficult, close to impossible, for member to know what is being discussed at those meetings and what are the positions of executives on the discussed motions, which can lead to members disengagement and mistrust. 

• The majority of NCR Executive discussions do not involve confidential or sensitive information that cannot be shared with members.  

• Transparency in the action of NCR executives is paramount for efficient and accountable NCR Executive operation.

Be It Resolved That:

1. Members' right to view NCR Executive meetings Agendas and Minutes, including the voting records, shall be explicitly written into the NCR Bylaws 

2. A portal (or common Google drive) will be created to publishing NCR Agendas and Minutes,
   
   

3. BY-LAW 7 NATIONAL CAPITAL REGIONAL EXECUTIVE  to be amended accordingly

7.7 Meetings 

7.7.1 The Executive shall meet at least four (4) times  a year.  Additional meetings, if warranted, may be called by the Chair.

ADD:
7.7.2 Meeting agendas will be published within a week, and draft minutes within a month of the meeting date. For each voted motion, the minutes shall include voting records (the names of executives who voted for and against each motion).

Resolution ABC-05 - NCR Election Transparency Improvement 

Whereas

• National elections results are now  reported using the  total ballots cast, and  the vote tally of each candidate

• NCR election results are however still not reported to members and candidate which is justified by the claim that such transparency can discourage NCR members from running in the NCR election. Such a  claim does not withstand the scrutiny as compelling ground to block this much-needed improvement for the NCR operation transparency.

Be it resolved that:

• NCR By-laws be updated to explicitly require the disclosure of the total ballots cast, and  the vote tally of each candidate:

BY-LAW 11 ELECTION OF THE REGIONAL EXECUTIVE

ADD

11.2 Election results be reported to members and will include  total ballots cast, and  the vote tally of each candidate.

Resolution ABC-06: Prohibiting Executive Term Extensions Beyond Elected Mandates

Whereas:

• In December 2024, the NCR Executive - by the means of a motion - extended the terms of two executive members beyond their elected mandate, from January to April, despite their terms officially ending in December 2024. These unelected extensions directly influenced governance decisions, including the defeat of a motion for electoral reform during the Executive meeting in January 2025—raising concerns about fairness, legitimacy, and potential conflicts of interest.  In a tight balance of vote (5 against 3) with 8 people present (including the two unelected extensions) their voices made it possible to defeat a motion that could  have been otherwise carried or re-tabled at the next meeting. This incident demonstrates that Allowing executives to extend their own terms   sets a dangerous precedent undermining democratic principles, transparency, and accountability of the organization.
  
  

• Once an elected term ends, the position should either remain vacant until a proper election is held or be filled through a transparent, member-driven process—not by self-appointment. At a minimum, such a decision should be made when newly elected executives can vote on it, which was not the case in this incident.

Be It Resolved That:

1. NCR Executives shall not have the authority to extend the terms of the executive members after their mandate has ended.

2. Any vacancies arising due to term completion must be filled through a proper electoral process, as outlined in the NCR Bylaws.
   
   

By-Law 7 - NATIONAL CAPITAL REGIONAL EXECUTIVE shall be amended as follows:

Current Wording:

7.6 Terms of Office

The term of office for Executive members shall be two (2) years.

Amended Wording:

7.6 Terms of Office

The term of office for Executive members shall be two (2) years.

Add:

Under no circumstances may an NCR Executives extend the term of any NCR executive member beyond their elected mandate. Once a term has expired, the seat must either remain vacant until a new election is held.