G21-B003 Add Regulations Regarding Meetings, Agendas and Minutes of GPC Units to Increase Accountability and Transparency

Submitter Name

Michael Pilling

Ratification Vote Results: Adopted

Proposal

Modify Bylaw 8.2.2 by adding “accountability and transparency” as follows:

8.2.2 EDAs shall comply with such accountability and transparency requirements as to their governance, financial management and reporting, as may be implemented by Federal Council or by Bylaw.

Modify Bylaw 8.4.6.2 from “General meeting minutes of the EDA must be provided to the Central Party promptly.” to “Meeting minutes of the EDA must be made available to EDA members and general meeting minutes of the EDA must be provided to the Central Party promptly.”

Replace the current Bylaw 10 - Party Documents with:

Bylaw 10 - Openness & Transparency

10.1 Unless it is contrary to applicable laws, members have a right to have access to the following information via easily accessible platforms:

10.1.1 Constitution and Bylaws;

10.1.2 Members’ Code of Conduct;

10.1.3 Rules of Procedure;

10.1.4 Adopted Policy;

10.1.5 Election platforms for the previous elections;

10.1.6 Minutes of previous General Meetings;

10.1.7 Bylaws of the Young Greens of Canada;

10.1.8 Agendas and minutes of open sessions of the Young Greens of Canada and its committees;

10.1.9 Agendas of open sessions of Federal Council at least five days prior to the meetings and agendas of its committees;

10.1.10 Agendas and minutes of open sessions of special meetings of Federal Council; 

10.1.11 Minutes of open sessions of Federal Council and its committees within seven days of the meetings;

10.1.12 Recordings of open sessions of Federal Council and its committees;

10.1.13 Terms of reference and handbooks;

10.1.14 Federal Council motions and resolutions;

10.1.15 Quarterly financial statements published no later than sixty days after the end of the quarter;

10.1.16 Annual audited financial statements of the Party;

10.1.17 Annual and multi-year plans and budgets as well as progress reports;

10.1.18 Other organizational assessments and evaluations and related actions plans;

10.1.19 Decisions of the Ombuds and Appeals Committee.

10.2 Documents in Bylaw 10.1 shall be forwarded by mail on request to members at cost.

10.3 Federal Council meetings shall be open to all members and shall only be allowed to hold a closed or in camera session if three quarters (¾) of councillors present agree and if it is in compliance with the Federal Council Handbook.

10.4 Federal Council members have the right to inform Members about Federal Council deliberations, decisions and actions, except closed and in camera deliberations in compliance with bylaw 10.3 or if it is contrary to applicable laws.

10.5 Federal Council members shall be provided full access to all normative documents (e.g. processes, procedures, guidelines), plans, budgets and reporting produced by the Party or external parties regarding Party affairs.

Objective

To improve accountability, openness and transparency of Federal Council towards Members or staff/Executive Director towards Federal Council; to strengthen evidence-based deliberations and decisions; and to improve communication and trust between Councillors and Members.

Benefit

Greater openness and transparency increases accountability and trust, which leads to more effective governance, evidence-based decisions and organizational performance (expand membership, raise funds, generate voter interest, elect more Green MPs).

Supporting Comments from Submitter

In a democracy or even for corporations, transparency regarding deliberations, decisions and/or actions is beneficial and often legally required. Governance models also specify that there is no limit to the oversight that a board should have.

Green Value(s)

Participatory Democracy

Relation to Existing Policy

Rescind and replace Bylaws 8 and 10.