Introduction to CIPP

At the meeting of City Council on August 4th, 1953, Council approved a recommendation to recognize and establish the "Civic Institute of Professional Personnel".

As a staff association under the provisions of the labour laws of Ontario, the Institute represents the interests of professional public sector employees. The membership holds the supreme authority in the institute.

The primary functions of the Institute are collective bargaining and the maintenance of employees' right under the Collective Agreements and other relevant pieces of employment related legislation. Elected members of the Board of Directors are responsible for these functions in accordance with Institute policy.

The Board of Directors implements the policies and directives determined in accordance with the bylaws of the Institute and, through the Executive Committee, directs the staff of the Institute. The staff provides the services necessary to enable the Institute to function effectively in collective bargaining and to serve the membership.



Mission

To represent professional employees, who are members of CIPP, in the negotiation and administration of their rights under their respective collective agreements.



Vision and Values

Representation
To negotiate with the employer in good faith on behalf of the membership in the collective agreement process:
  • Conduct research on workplace trends and collective agreements
  • Conduct surveys to poll the membership on their employment-related priorities
  • Prepare proposals towards a collective agreement
  • Provide access to legal advice when issues are resolved through an arbitration process
To proactively advocate the concerns of the membership:
  • Identify and address labour issues as they arise that impact the membership, with legal representation as required
  • Participate in employee/employer workplace committees
To address concerns of individual members with respect to their employment issues:
  • Assist with specific concerns of individual members while maintaining confidentiality
  • Give guidance and support with respect to grievance procedures
Communication and Access to Information
To communicate effectively with the membership in a timely and professional manner:
  • Publish a newsletter once every 4 months with contributions from members of the Board of Directors
  • Maintain a current website (www.cipp.on.ca)
  • Distribute information bulletins in response to membership issues as they arise
  • Hold a general meeting of the membership on an annual basis and before the commencement of negotiations of collective agreements
To maintain access to professional office staff and facilities, as well as the Board of Directors:
  • Maintain regular business hours
  • Provide contact information for all staff and members of the Board on the CIPP web site
  • Provide an office location convenient for access by the majority of the membership
Governance
To ensure the effective and efficient delivery of CIPP services:
  • Revise and update CIPP by-laws to accommodate the concerns of the Board and the membership
  • On an annual basis, recruit members for the Board of Directors from the general membership as needed
  • Orient each new Board member on their role and responsibilities
  • Hold meetings of the Executive Committee and the Board of Directors once a month
  • Schedule sub-committee meetings as needed for CIPP business
  • Maintain membership dues in keeping with financial demands and review annually
  • Approve a balanced budget including the maintenance of a reserve fund
  • Ensure the books of CIPP are audited annually by an independent licensed auditor
  • Monitor and adopt best practices
  • Conduct regular performance reviews of the office staff


Objectives

The fundamental objective of the Institute is to serve the members by acting as their collective bargaining agent and by providing representational services. To achieve this, the Institute shall:
  • Endeavor to maintain and enhance membership scope
  • Maintain high professional standards
  • Bargain collectively on behalf of its members
  • Grieve breaches of the collective agreement on behalf of the Institute and its members
  • Regulate and promote harmonious relationships between the membership and the employers
In representing its members in relation to their individual and collective employment situations, the Institute shall:
  • Seek redress for aggrieved members and secure for them their rights as founded in contract, in statute, at common law and by custom
  • Represent members in consultation with their employers on the terms and conditions of their employment including, inter alia, compensation not included in collective bargaining and rights to exercise professional responsibilities
  • Aim to reinforce the professional effectiveness of its members by seeking to maintain and improve the application of professional standards and the availability of appropriate opportunities for professional development
  • Endeavor to manage its organization and resources in an efficient and effective manner


Board of Directors

The membership elects their representatives to the Board of Directors as per CIPP By-law 6. The composition of the Board is as follows:
  • Seven Directors representing the City of Ottawa
  • One Director representing the Ottawa Community Housing Corporation
Directors exercise the authority, and act on behalf, of the Institute on all matters, subject to the Institute's By-laws. The role of the Executive is as follows:

President
  • To chair meetings of the Board of Directors
  • To call general and special meetings
  • To play a key leadership role in all Institute matters
Vice President
  • To perform the President's duties in his/her absence
  • To perform such other duties as may be required by the President and/or by the Directors
Treasurer
  • To assume responsibility for all aspects of financial operation of the Institute and for all pension matters
Secretary
  • To assume responsibility for minutes of meetings, the Communiqué, and the Annual Report
  • To chair the Policy and Education Committee


Your Representative

The CIPP Director representing your bargaining unit will:
  • Listen to member's concerns
  • Link members with the appropriate resource when a problem/concern arises between the employer and an employee
  • Ensure that members receive appropriate information on collective bargaining, the grievance process and any other employment-related issues
  • Keep members informed of changes
  • Bring members' concerns to the Board of Directors' meetings for discussion
  • Participate in Standing Committees and Special Committees
  • Recommend changes that would benefit the membership
All CIPP Directors and Officers have taken an oath of confidentiality and are required to keep your individual issues confidential.



Standing Committees

Each Standing Committee has a Director as Chairperson. Committee Chairpersons and the Executive Committee are elected at the first Board of Directors' meeting following the Annual General Meeting. All Committees report to the Board of Directors. Each Bargaining Unit is represented on the Standing Committees, with the exception of the Negotiation Committees.

Executive Committee:
  • Consists of the President as Chair, the Vice-President, the Treasurer and the Secretary.
  • Decides on questions concerning the management of the Institute that require attention between Board meetings.
  • Manages the day-to-day functioning of the Institute in accordance with CIPP By-laws and Policies.
  • Supervises the arrangements for the Annual General Meeting and Special General Meetings.
Negotiation Committees:
  • Consist of a Director from the bargaining unit as Chair, other Directors from the unit and other representatives as required. There are two Negotiation Committees: City of Ottawa, and Ottawa Community Housing Corporation.
  • Represent their membership in the collective bargaining process between the Institute and their respective employers.
Grievance Arbitration Approval Committee:
  • Reviews grievances in cooperation with the Executive Director.
  • Determines when proceeding to arbitration is appropriate and presents its recommendation to the Board of Directors.
Policy and Education Committee:
  • Ensures by-laws are reviewed and updated annually.
  • Drafts policy and procedure as directed by the Board of Directors.
  • Provides orientation to new Board members.
  • Designs and updates information packages for CIPP members.
  • Oversees the production and distribution to members of the Communiqué, the Information Package and the Annual Report.




Grievance/Arbitration Procedure

When CIPP members have a complaint with the employer with respect to the collective agreement, they should first discuss the complaint with their immediate supervisor. If the response from the supervisor is unsatisfactory, the employee should contact the Labour Relations Staff at the CIPP office and provide details of the complaint and the employer's response.

Step I of the Grievance Procedure:
  • The Labour Relations Staff notifies the employer in writing of the grievance.
  • The employee and Labour Relations Staff meet with the employee's Director or designants and present the grievance. If the grievance is not resolved to the satisfaction of the employee and the Labor Relations Staff, the employer is then notified in writing that the grievance will proceed.
Step II of the Grievance Procedure:
  • The employee and Labour Relations Staff meet with the Commissioner (or employee's General Manager or designate) of the Department and present the grievance.
  • If the grievance is not resolved to the satisfaction of the employee and the Labour Relations Staff, the CIPP Grievance Arbitration Approval Committee will meet to review the case. The employee will have the opportunity to present his/her case to the Grievance Arbitration Approval Committee.
  • If the Grievance Arbitration Approval Committee decides in favour of arbitration, the decision is presented to the Board of Directors for approval. CIPP then notifies the employer of the intent to arbitrate the grievance. Both parties appoint their representatives to the arbitration panel and those two persons select an independent chairperson. The three member panel hears the grievance and makes a ruling.
N.B. Please refer to the grievance procedure section of your collective agreement which outlines the specific timelines and employer representatives for each stage of the grievance/arbitration procedure.



Your CIPP Staff

The CIPP Staff consists of the Executive Director, a Senior Labour Relations Specialist, a Labour Relations and Research Officer, a Communications Consultant and an Administrative Support Officer.

The Executive Director and the Labour Relations staff have expertise in labour relations and labour/employment law. The Executive Director is responsible for the day-to-day management of CIPP's labour relations and administrative matters.

The Executive Director or his/her designate:
  • Meets with members and employers to discuss issues of concern
  • Works with Directors representing the two bargaining units to address issues particular to their units and to develop negotiation packages
  • Leads all negotiations for collective agreements
  • Conducts grievances and arbitrations on behalf of members
  • Acts as spokesperson for CIPP
  • Liaises with legal counsel, external agencies, media, etc.
  • Supervises the day-to-day operations of the CIPP office
  • Reports to the President and the Board of Directors of CIPP on the operations of the Institute
The names of the CIPP staff are published on this website.
Members are strongly encouraged to contact the Labour Relations Staff at the CIPP office to ask questions or to discuss employment issues and/or individual concerns.