PSRC Meeting Minutes
September 2, 2004
Attendance: Roman Ruegg, Andy Hurst, Roy Moore, Stu Austen, Jozef Orzechowski, Lynn DeCaire, Anne Trudel
Regrets: John Drozdoff, Curtis Ballard
The PSRC reply, sent to Allan Shotter on behalf of P&S staff, thanking him for the salary increases of July 2004 has been posted on the P&S website.
Roman brought forward comments and feedback he had received to the proposed changes to the PSRC constitution.
MOTION: To accept the proposed amendments to the constitution along with the proposed changes as discussed (see attached document Rev 1-3 Sept.3, 2004. Moved by Stu Austen, seconded by Lynn DeCaire.
VOTE: Motion carried with no dissenting votes.
There was discussion around the logistics of holding the election for the new PSRC members at the same time as bringing forward for a vote the above proposed changes which impact the election ballot. Members agreed to bring forward a nomination ballot format which would accommodate either result of the vote on the constitutional changes.
Roman apprised the committee on the progress regarding retiree benefits as outlined in the document put forward by Roy Moore which is attached. Roy and Roman had met with Jim Hanlon to present them. Jim’s feedback was the following:
Continued free dial up and continued TRIUMF e-mail access for retirees will not be possible at this time due to potential costs for TRIUMF.
Jim is still checking on retirees being able to retain their UBC library privileges.
Jim indicated that TRIUMF was willing to support an Alumni Club but that someone, preferably an alumni, would need to coordinate activities, such as creating a list of contacts, keeping alumni apprised of events and perhaps maintaining an alumni website.
Jim felt an alumni contact could be useful in providing information to Human Resources on potential improvements to retiree benefit plans.
The PSRC had been asked by H/R for feedback on their new proposal for Service Awards. The rationale behind the new proposal was to do away with gift certificates which are taxable and instead allow employees to choose from a certain selection of gifts for the different years-of-service milestone. After some discussion the following motion was put forward by Andy Hurst and seconded by Jozef Orzechowski.
MOTION: The PSRC supports the principle of service awards, and would recommend service milestones every five years. Suggestions for worthy ways of acknowledging and recognizing years of service could be: a certificate, a gift chosen by the employee from an appropriate selection and, for the 25 year service award, lunch with the Director.
DISCUSSION: The committee felt it was important to give recognition in some form for every five years of service. If this were to prove too costly, costs of the service award program could be controlled by selecting appropriately priced gifts.
For the 25 year service award, the employee would be taken to lunch with the Director. The lunch would be held once or twice annually for all employees having achieved the 25 year milestone in the last year.
VOTE: The motion was approved by all present.
Questions arose regarding the distinction between service awards and the retirement monies contributed by the cafeteria and the Social Club. It was felt that the Social Club may not always be informed of someone’s retirement. Roy Moore agreed to approach Jack Nelson, the chair of the Social Club, to ensure that he is notified by H/R of all upcoming retirements.
Motion to adjourn the meeting by Roy Moore and seconded by Anne Trudel.
Minutes prepared by AT
P&S Annual General Meeting – November 30th, 2004
Notice of Motion:
To Amend the P&S Constitution as distributed in the document entitled“Proposed Changes to the P&S Constitution” Revision 1-3, September 3, 2004
Moved: Anne Trudel
Seconded: Roy Moore
ATTACHMENT #1
Proposed Changes to the P&S Constitution: Revision 1-3: September 3, 2004
Intent:
The purpose of amending the constitution is to provide greater accessibility to more of the P&S staff to sit as PSRC members while maintaining the continuity of the Committee’s work. The PSRC believes that candidates for the position of chair, vice chair, or secretary should NOT be excluded from also being able to run for member-at-large positions.
We are also endeavoring to more clearly define the process for constitutional change. At last year’s AGM a motion from the floor to change the constitution was ruled out of order since all P&S Staff would not have received information regarding the proposal as well as being informed that a vote would occur. Had this motion been given to the PSRC a few weeks prior the meeting then distribution of the motion would have been possible and a vote a the AGM would have followed.
Summary of the Proposed Changes:
In order to provide greater accessibility while at the same time minimizing potential complications the general membership elected positions of vice chair and secretary have been deleted and these positions are filled by a majority vote of the PSRC. Thus the general membership will elect the chair and 6 members-at large for a period of one year. Persons standing for election to the chair may, if they so choose also run for a member-at-large position. Votes for the chairperson shall be counted first. If the chairperson elect is also a candidate for member-at-large, his or her name will be excluded from the vote count for members-at-large. The remaining candidates’ votes will then be counted with the first 6 candidates with the most votes elected as members-at-large.
The Chair, in most instances should run PSRC meetings and guide the progress of the Committee. The Chair does not make motions and usually will only vote in case of a tie vote among the Committee. Therefore the proposed changes reflect an even number of members-at large, a non-voting ex-officio member (past chair), with the Chair voting only in case of a tie. The past chair provides the required continuity of the Committee’s work (In approximately 25 years there has never been a problem with the lack of continuity).
For societies and other such organizations it is typical to have rules governing changes to the constitution of that group. Normally change(s) to the constitution is serious enough to warrant more stringent rules than that for formulating policies and/or procedures of an organization. Therefore the general membership must be informed as to the proposed constitutional changes in advance of the meeting. Furthermore, a simple majority vote is not considered sufficient for such change; a 2/3 to ¾ majority of those present at the meeting is deemed reasonable. The annual general meeting (AGM) is the only meeting at which these proposed changes are brought forth.
We propose that the PSRC, receive in writing, proposed constitutional changes, such that they can be distributed well in advance of the AGM as well as implementing a 2/3 majority vote requirement to pass constitutional amendments.
Implementation of the Proposed Changes:
The PSRC proposes that two clearly differentiated nomination forms be distributed prior to the AGM. One form will be consistent with the existing constitution while the second will be for the proposed amended constitution. A vote on the proposed amendments at the AGM will take place prior to acceptance of nominations for offices. The forms not conforming to the constitution in effect at that time would then be destroyed.
Revision 1-3: September 3, 2004
Proposed Changes to the P&S Constitution by Item:
OLD: 4.1 The committee shall consist of:
One (1) Chairperson
One (1) Vice-chairperson
One (1) Secretary
Five (5) Members-at-Large
One (1) Past Chairperson (ex-officio)
NEW: 4.1.a The committee shall consist of:
One (1) Chairperson
Six (6) Members-at-Large
One (1) Past Chairperson (ex-officio)
4.1.b The committee, by majority vote, shall appoint one (1) Vice-chairperson and one (1) secretary from the six (6) members-at-large for a period of one year.
OLD:
4.2 The election of PSRC offices is for a two (2) year period. Two (2) Members-at-Large are elected at the same time as the Chairperson, Vice-chairperson and Secretary. The past chairperson becomes a voting ex-officio member for the subsequent two (2) year period.. Three (3) Members-at-Large are elected in alternate years.
NEW:
4.2.a The election of PSRC offices (1 Chair, and 6 Members-at-Large) is for a one (1) year period.
4.2.b Candidates for the Chairperson may also run for positions as members-at-large. Votes for the chairperson shall be counted first. If the chairperson elect is also a candidate for member-at-large, his or her name will be excluded from the vote count for member-at-large. The remaining candidates’ votes will then be counted with the first six (6) candidates with the most votes elected as members-at-large.
OLD:
4.3 Each member of the committee is eligible to vote on all issues tabled by the committee.
NEW:
4.3.a The Chairperson will vote only in case of a tie vote of the members-at-large.
The ex-officio position is a non-voting member of the committee.
OLD:
4.4 The election of officers will be at the annual general meeting. Nominations will be by solicitation from the P&S staff. If more nominations are received than available positions for officers, an election will be held by secret ballot. In the event of a tie, the elected candidate will be decided by the toss of a coin.
NEW:
4.3.b The election of officers will be at the Annual General Meeting. Nominations will be by solicitation from the P&S staff. If more nominations are received than available positions for officers, an election will be held by secret ballot. In the event of a tie, the elected candidate will be decided by the toss of a coin. In the event that there are no nominations for the position of chairperson the incumbent chairperson will be deemed to be the new chairperson.
OLD:
5.5 The committee will meet as necessary. Five (5) members must be present to form a quorum. Should there be a tie vote on an important issue, the issue will be taken to the P&S staff for approval by a majority vote.
NEW:
5.5 The committee will meet as necessary. Four (4) members must be present to form a quorum. Major or important issues will be referred to the P & S staff for approval by a majority vote.
OLD:
5.6 There must be an annual general meeting once each calendar year. Other meetings may be called as required.
NEW:
5.6 There must be an annual general meeting (AGM) once each calendar year (usually November or December). Other meetings may be called as required.
OLD:
5.7 If the committee majority, i.e. five (5) members, decides that a committee member has abused confidences or privileges entrusted to him/her as a member of the committee, that member will be asked to resign from the committee. The disciplinary actions taken by the committee will remain confidential to the committee.
NEW:
5.7 If the committee majority, i.e. four (4) members, decides that a committee member has abused confidences or privileges entrusted to him/her as a member of the committee, that member will be asked to resign from the committee. The disciplinary actions taken by the committee will remain confidential to the committee.
OLD:
6.1 Amendments to the constitution of the PSRC may be made if requested by committee members or P&S staff. Any amendments recommended by the committee will be presented to the P&S staff for approval by a majority vote.
NEW:
6.1 Any amendments to the constitution may be made if requested by the Committee or the P&S Staff. Amendments to the constitution can be voted on only at the AGM. A two-thirds (2/3) majority vote of those attending the meeting is required for the motion to pass. Notice of Motion(s) to amend the constitution must be made in writing to the PSRC no later than November 1st to be included in that year’s AGM.