MINUTES / COMPTE RENDU
SP Executive Meeting / Rencontre de l’exécutif SP
January 20, 2018 / 20 janvier 2018
Presence / Absence --- Présences / Absences
|
Daniel Ingram (PRA/NWT – PRA/TNO) |
P |
Norma Domey (NCR – RCN) |
P |
|
Elizabeth Ptasznik (PRA/NWT – PRA/TNO) |
A |
Steven J. Colwell (BC/YUK – CB/YUK) |
A |
|
Enzo Barresi (ONT) |
P |
Sushil S. Dixit (NCR – RCN) |
P |
|
Judith Leblanc (QUE) |
P |
Tarek Salem (NCR – RCN) |
P |
|
Marcel C. Beaudoin (NCR – RCN) |
P |
Thomas Landry (ATL) |
P |
|
Michael A. Forbes (ONT) |
P |
Suzelle Brosseau (PIPSC – IPFPC) |
P |
|
Nicole Deschenes (PRA/NWT – PRA/TNO) |
P |
Donald Lefebvre (NCR – RCN) |
P |
Nicole attending by Conference call
Joined in the morning, left at 11:30
Judith joined by CC at 12:45 PM
PIPSC Document Storage Solution
Marcel presented presentation
ACTION - ALL Present for the next Executive meeting ideal/preferred folder arrangement/organization for PIPSC online storage solution.
MARCEL - Put 45 minute discussion
MARCEL and DANIEL - Verify the workplan has been updated to ensure the job responsibilities have been properly assigned.
Financials (Continuation from January 19th)
Motion 1 - Clarification on a motion for internet reimbursement
Clarification on a motion to reimburse Internet services
WHEREAS Group funds are the property of the Institute (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group is responsible for any financial obligations it may incur (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group National Executive has a duty to ensure that funds allocated to them are used and disbursed in a manner that is prudent; demonstrates probity; furthers the interests of the Institute and its members; and withstands membership and public scrutiny (Ref: Policy on Constituent Body Finances) and,
WHEREAS National Executive members conduct business that necessitate the use of computers, laptops and/or mobile devices that are connected to the Internet or a data plan,
WHEREAS support for reimbursements of monthly Internet charges is specified in the Policy on Constituent Body Finances (Ref: Examples of Acceptable Use of Funds, Item 2 - Telecommunication expenses such as internet service, cell phone plans, etc.),
Therefore, be it resolved that National Executive members shall be reimbursed for Internet charges up to $35.00 per month after submitting a receipt to the Treasurer for each month, wherein the reimbursement shall be paid as specified by the incumbent Treasurer.
Moved by Nicole (Treasurer)
Seconded by Donald
Motion Carried
Clarification on a motion to reimburse computer accessories
WHEREAS Group funds are the property of the Institute (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group is responsible for any financial obligations it may incur (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group National Executive has a duty to ensure that funds allocated to them are used and disbursed in a manner that is prudent; demonstrates probity; furthers the interests of the Institute and its members; and withstands membership and public scrutiny (Ref: Policy on Constituent Body Finances) and,
WHEREAS National Executive members conduct business that necessitate the use of computers, laptops and/or mobile devices, wherein accessories may breakdown or additional accessories are required for operational requirements,
WHEREAS support for reimbursements of computer accessories is specified in the Policy on Constituent Body Finances (Ref: Examples of Acceptable Use of Funds, Item 10 - Purchase of Institute assets by Constituent Bodies such as laptops, projectors, printers, smart phones, tablets, voice recorders, etc.),
Therefore, be it resolved that National Executive members shall be reimbursed for computer accessories after submitting a receipt to the Treasurer, wherein said accessories include:
- a replacement item for a defective component (e.g., charging wire/adapter due to failure); or
- an additional accessory such as a flash/external drive, a mouse or a memory card after providing in advance of said purchase a written rationale for such a purchase, wherein the approval for said accessory will be decided by the National Executive.
Moved by Nicole (Treasurer)
Seconded by Donald
Nicole
Problem with $100 as it locks in. Possible to have to replace >$100 of accessories per year.
Need to make sure that whatever is purchased and reimbursement is made is added to the SP Group Executive IT inventory
Motion Carried
Motion 3 - Clarification on a motion for reimbursement of consumables
Clarification on a motion to reimburse consumables
WHEREAS Group funds are the property of the Institute (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group is responsible for any financial obligations it may incur (Ref: Policy on Constituent Body Finances) and,
WHEREAS a Group National Executive has a duty to ensure that funds allocated to them are used and disbursed in a manner that is prudent; demonstrates probity; furthers the interests of the Institute and its members; and withstands membership and public scrutiny (Ref: Policy on Constituent Body Finances) and,
WHEREAS National Executive members conduct business that necessitate the use of computers, laptops and/or mobile devices, wherein consumables may need replenishment or purchase of specific consumables may be required for presentations and the like,
WHEREAS support for reimbursements of monthly Internet charges is specified in the Policy on Constituent Body Finances (Ref: Examples of Acceptable Use of Funds, Item 3 - Office supplies & administration expenses such as paper, pens, pencils, files folder, postage, staplers, ink cartridges, etc.),
Therefore, be it resolved that National Executive members shall be reimbursed for consumables after submitting one or more receipts to the Treasurer. Reimbursement for expenses rejected by the Treasurer shall be requested at a next regular Executive meeting.
Moved by Thomas
Seconded by Michael
Nicole
No need to do this as with most of work being done by computer, no need to work with as many consumables.
Tarek
Good policy. People need to be careful of what they print at work.
Daniel
Question need for this with everything going electronically.
Donald
Need to get away from work stuff. May need reimbursement for stuff that is printed at the hotel. No need to worry about people spending the $60 by the end of the year as the first three whereas clauses indicate the $$$ should be spent responsibly.
Marcel
Still allows for Nicole to apply discretion in reimbursement (or not as the case may be). Has faith Nicole will apply her best judgement in looking at the reimbursement as will the Executive in requesting reimbursement.
Thomas
Need to stop accusing others of acting improperly. Have faith in executive.
Norma
Agree with Nicole to remove the $60 as it may set an expectation that they need to spend it by the end of the year.
Tarek
Exists already in PIPSC bylaws and policies. No need for it to be in a SP Group bylaw.
Motion (as amended) carried
Compliance of SP Executives with Bylaws
Executive voted to allow Suzelle to remain in the discussion of this topic.
Tarek
Allowing Suzelle to remain is against the PIPSC Bylaws
Michael
Suzelle not an observer, she is PIPSC representative on the Exec
Tarek
Discussion held over alleged misapplication of Bylaws 6.1.1 by Thomas (Secretary’s Note: Thomas was directly accused by Tarek)
Thomas
No decision was made by Thomas. Decision was made be executive. Thomas may be speaking on behalf of Exec. He does not make decisions unilaterally. Always goes through the executive.
To minimize travel difficulties on subgroup coordinator and president, decision was made to hold zonal subgroup presidents meetings. Eastern, central, western. Concern was expressed in reducing costs by having an executive meeting in Quebec in order to allow people on the executive to participate in one of the Subgroup presidents meetings in addition to try to improve the interaction between the Quebec subgroups and the SP Group Executive.
Executive made a decision to ensure the people elected in the national pool (as determined by being elected during a national pool year) could attend a subgroup presidents meeting.
Participation was never linked during the bylaw.
Tarek
Tarek wrote proposal. Rational was to reduce costs. Exec to attend Quebec City meeting. No mention of National Pool reps was made in decision. Only mention that was made was of Regional Reps. CC was held in July to recap the minutes.
Marcel
Read in the minutes from May and July conference call.
Enzo
Thomas recognized the issue and specifically called for a CC over this issue. Debate was held and a decision was made to only send NCR reps elected in the Regional Year would be going to the Toronto Subgroup meeting.
Donald
Cannot look at just May 2017 minutes, must also look at May 2017 as well as clarification in July 2017 conference call. May decision was unclear or there was uncertainty, so Thomas made the decision to hold a CC in order to clarify this.
Norma
Felt excluded by the decision to only send two NCR reps to the Toronto subgroup meeting. RE group able to send Executive to travel all across the country. Did not attend the subgroup conference call as she felt that the decision was already made and there was no point. Felt discriminated against by the decision. Stop trying to exclude members due to financial reasons, instead try to include everyone.
Daniel
Never the intention to exclude someone. Issue larger than just the NCR reps. National pool reps across the country also were not invited. Going forward, try to avoid decisions like this that give someone the perception of exclusion.
Thomas
Exclusion never a goal. Decision was made with a view to fiscal responsibility. Went to the Board with not only holding an Executive meeting outside of Ottawa, but also outside of the GOlden triangle. Chose the people to attend the Central subgroup presidents meetings was mainly done with an attempt to be seen as fiscally responsible. Going forward, need to have the debate on fiscal responsibility vs being fair ahead of time and not hold a debate on interpretation of a bylaw. Was not personal. Was never personal. Was never the intent to exclude. Was a decision was made in order to get the board to approve the zonal meetings at a reasonable cost.
Michael
People should not avoid participating in a conference call because they feel a decision is pre-made.
Tarek
Total denial of impression. Central zonal meeting included the NCR region, but two of the NCR regional reps were not invited. Need to get the terms National pool/Regional pool out of the Bylaws. Can be fiscally responsible without excluding people.
SP AGM
Daniel
Save the date sent.
Will be held at Lac Leamy
Advance notice sent to allow MTs to arrange their shifts.
Official invite will not be sent out until Bylaws changes are ready to be published.
AGM reports due to Daniel/Brigitte by March 6th to allow for translation.
ACTION - ALL to send AGM reports to Brigitte with a cc to Dan.
ACTION - ALL - Send requests for AGM requests (power, seating, etc) to Dan.
Tarek
Request a specific room for use.
Thomas
Gets expensive as you need to buy food and drink from the hotel.
SP AGM Guest Speaker
Judith
Asked PIPSC Presidents Office to contact Chief Science Advisor to speak at SP AGM.
Judith will look for an alternative if not possible.
ACTION - ALL - Any suggestions for speaker to be sent to Judith
SP Bylaws
Daniel
Nice to have dedicated spot for a mini-bargaining conference.
ACTION - Marcel to work with Enzo and Suzelle in working on agenda to allow time for mini-bargaining conference.
Thomas
No presentation of the reports verbally. Just allow the members to read.
Donald
Keep a very abbreviated verbal report (2-5 minutes) and then go to Q&A session.
Tarek
2 slides, 3-5 minutes to point out the highlights.
Daniel
Can’t remove all the reports, need to speak to them to present the highlights.
Thomas
2 slides, 3 minutes, not a full grand presentation that simply restates the report. Get to the point, get to the Q&A session and comments very quickly.
Donald
Be prepared, practice, be well aware that there is a hard time limit.
Tarek
3-5 minutes.
Norma
Also applies to the president’s report.
Thomas
Very happy to stay within 3-5 minutes.
Daniel
Will provide general introduction to all members indicating the format. Will allow for the members to pose Q&A at the end of each presentation as well as a general Q&A to the executive at the end.
Judith
3 minutes too short, 3-5 minutes as this is the only time of the year where we get to meet all of our members and talk directly to them.
Donald
Need to merge the various timelines
Bargaining Team call for interest
Discussion of the dates the various calls for SP Executive Election, bargaining team selection, AGM notifications, etc.
Enzo
is not going to tell anything to subgroup presidents until an actual date has been chosen for when the survey will go out.
Suzelle
First 2 week of February probable date for meeting with old Bargaining Team.
First meeting post-election
Daniel
Saturday June 9th?
Norma
Friday June 8th?
Judith
Doing it on a friday results in people travelling having to take 2 days off of work.
Tarek
To encourage new people, might be best to have it on a friday to minimize their non-work impact.
Daniel
Equal impact for friday as to saturday
Vote held on June Executive meeting
5 for June 9th
2 for June 8th
1 abstention
Thomas
Going forward, will try to alternate saturday meetings with friday/monday Executive meetings.
Executive Training proposal
Norma
Gave presentation on Emotional Intelligence (see appendix)
Encourages executive to get together before/after Executive meetings to work on this exercise to helpfully start to resolve problems.
Tarek
President of meeting should not be shushing people or asking them to be quiet. Should use more appropriate and respectful language.
Suzelle
PIPSC is putting together training package for Executive members. PIPSC was told the SP group wanted to be first in line for the training. Do we (SP Exec) want to ask PIPSC if the training that the Exec wants is within the training that PIPSC is offering, or if it (the PIPSC training) could be modified to suit what the SP Exec wants.
Norma
Understood that the agenda item was to be an actual training, not another plan.
Is the training that is being offered by PIPSC workable for what we need.
Suzelle
Suzelle has forwarded Donald’s previous email on the subject to the training group while they were developing their training plan.
Donald
Following the EI training, Donald discussed that the action item was to provide a training proposal/outline. Though not discussed at the meeting, an email was forwarded to all executive members during the meeting with said proposal, said proposal will be provided to PIPSC personnel who are developing a training package.
ACTION - SUZELLE - contact training department to see where they are at for the Executive training module they are currently working on, as well as to see whether it matches what was indicated previously (by the SP Executive committee to Suzelle) as a requested as needed for the SP EXec.
Donald
Have part (or all) of the SP Exec attend the pilot course to allow for feedback on the course to help guide and help the planning and development of the course.
Daniel
If the training happens between finalizing of election results and first meeting with new executives, invite everybody who can.
WORKPLAN
Donald
Still a work in progress.
Motion (Thomas, seconded by Michael)
SP Exec will take fiscal responsibility to cover salary replacement for 3 days for Donald to allow him to complete the work-plan.
Daniel
Members are very in favour of expanding work plan.
Motion carried
2018 Engagement Plan
Tarek
In consideration there is a need to rewrite the Mobilization Plan and with the awareness of the need to mobilize the members to support the bargaining team, fill out the bargaining survey.
Thomas
How is this different from Communication
Tarek
Communications is a one-way, from Exec to members. Mobilization plan will allow for two-way communications between the members and the Executive and/or various Committees of the Executive.
Thomas
Sounds like engagement and mobilization are the same.
Tarek
Understanding of the needs of our members are done mainly through stewards and subgroups. Need to have a way to organize the communications that are required for information transmission between members and executive through the various channels/groups/committees.
Donald
Communications plan (distributed last meeting) also provides the details for all of that.
Tarek
Not wanting Tarek (or the person in charge) going out and doing the communication, but facilitating or organizing the applicable person/group to come out and give the presentation.
Judith
Judith is not hearing from anyone with information to be sent out to the members. Would like to be more involved in the development of the communication plan, as she is the person in charge of communications.
Donald
Not an intent to exclude Judith. All key players were identified in the documentation review committee, where the Communications Plan was distributed for comments (May 2017). The Communications Plan probably got lost in communications. As requested by Judith, the Communication Plan has been forwarded to her to continue with the development and completion of the document.
ACTION - TAREK
Will put together all of the points and suggestions that were provided today to develop a Mobilization Plan to provide to the SP Executive.
Thomas
Need to respect the pillars in PIPSC. Anything general (Phoenix, etc) has to go through the regional pillar. Anything related to the CBA needs to go through the group-specific channels.
Long discussion was held to clarify need for mobilization team to be focussed on group-specific items and not regional issues or other stuff.
NEW BUSINESS
Marcel
Invite Rajiv to SP AGM (as observer to allow him to receive medal in recognition.) 50 Victoria to cover cost of observer fees
Also Lisa Kelly (Secretary’s Note - Lisa Kelly has, by email, expressed thanks, but declined all offer of recognition by the SP Group.)
Thomas
Anyone else in the same situation with recognition being requested to let Steven know as well.
SP Bargaining Team call for interest
Read over the draft call for interest.
ACTION - SUZELLE, MARCEL and ENZO to go over the draft letter in order to wordsmith
Round Table
Daniel
Still people sending emails to PIPSC VP, outside committees without going through internal channels first
ACTION - MARCEL to send email to all members on governance for appropriate email communication
Marcel
Everyone needs to help Judith with sending items for communications.
Suzelle
SP group will be representing RCMP civilian members in upcoming months. Will keep people updated as it progresses.
Thomas
Meeting was good. Lots of good advances in projects and plans to leave the Executive in a good shape for the upcoming new Executive. Participation of Elizabeth, Nicole and Judith by conference call greatly appreciated.
Meeting adjourned 15:55