MEETING PRAIRIE/NORTHWEST TERRITORIES REGIONAL EXECUTIVE (“PRE”) MEETING HELD AT Courtyard Marriott, Edmonton START TIME 9:00 AM END TIME 5:00 PM DATE December 3, 2016
PERSONS PRESENT
Nancy McCune, Regional Director
Sharon Losinski, Regional Vice-Chair and Edmonton Branch Representative
Stuart Kidd, Secretary-Treasurer
Bonnie Pratt, Calgary Branch representative
Bobby Eiswirth, Regina Branch Representative
Pam Kubicz, Winnipeg and Southern Manitoba Branch Representative
Nancy Shalay, Small Branch Representative
Robert Trudeau, Saskatoon Branch Representative
CALL TO ORDER
Nancy McCune called the meeting to order at 9:00 AM.
1. APPROVAL OF AGENDA
1. Approval of amended Agenda - motion made by Bonnie, second by Pam carried. Bonnie mentioned that a speakers list is needed.
2. APPROVAL OF MINUTES FROM OCTOBER 15, 2016 MEETING
2.1 Approval of minutes – October 15, 2016, spelling error to be corrected. Motion to approve - moved by Nancy S. second by Kieth, carried
2.2 Business arising from minutes – none raised.
3. DIRECTOR’S BOARD REPORT FOR OCTOBER 2016 - SUBMITTED BY NANCY MCCUNE
Director’s Report to the Regional Executive for October 2016.
BOD Meeting on October 1
Phoenix
A joint committee comprised of union and employers was established to address issues members are currently facing as a result of Phoenix. The committee meets bi-weekly.
A sub-committee of the joint committee was also established to look into tax issues as a result of Phoenix.
There was agreement that promoting pay deductions for the legacy foundation would be put on hold this year and reassessed next year once the pay situation is resolved.
Appointment of the Finance Committee Chair
Kim Skanes, Atlantic Regional Director, was appointed as the chair of the finance committee for the remainder of the year.
Vacancy on the Pension Committee
Peter Gilkinson will fill the vacancy on the pension committee.
Privacy Policy
The BOD approved the Privacy Policy. The privacy policy deals with personal information of all bargaining unit members, rands and regular members. Consent would be done through the membership process by updating the members’ information.
Membership List Policy
The amendments to the membership list policy were approved by the BOD. The amendments were required as the not for profit corporation act allows members to obtain lists for election purposes. The Institute has an obligation to protect members’ privacy while having to disclose certain information as a result of the legislation.
Steward Policy
The policy will be amended to allow for an appeal process per the direction of the 2015 AGM. A steward roster will created to intervene on appeals for non- appointment or renewal of stewardship.
Article 3(l) of the steward policy will be amended as follows:
Decisions made under the authority of the President to not approve a steward’s application or renewal request shall be communicated to the applicant in writing and will be referred to a stewardship appeal roster.
2016 AGM Dues Increase
The Director of Policy and Communications, Kiavash Najafi, joined the BOD meeting to discuss the messaging around the dues increase in preparation for the AGM. The message will need to be short, clear, persuasive and relevant to the delegates and members. The BOD will receive lists of AGM delegates to contact in order to get a clear idea of who supports the dues increase and who doesn’t and why.
CLC United Nations Delegation
VP Shirley Friesen made a request to attend the CLC Women’s United Nation Delegation in New York for two weeks. Some were unclear on the value added to PIPSC. The request was approved on the condition that a written comprehensive report on issues/gaps identified at the conference be provided to the BOD after the event.
Alleviating Conflict at the BOD
All BOD members were asked to rank the recommendations from Chris Albertyn’s (mediator) report to give the task force a better understanding of what the BOD’s priorities are. Once the rankings are done the task force will come up with a plan to address the priorities. This plan will need BOD approval before moving forward.
Policy on Standing Committees of the BOD
The BLPC reviewed the changes to the policy put forward by the BOD sub-committee. Most of the changes were agreed to accept the following:
- 1/2 versus 1/3 of the membership to be changed each year.
- The requirement to have 3 distinct occupational groups for certain committees.
- A maximum of 5 years total to serve on committees.
Some felt that changing half of the committee each year would be too disruptive and would prevent the committees from moving forward with their work.
The 3 distinct occupational groups for most of the committees was an AGM resolution so this could not be changed by the BOD.
The intent of having a limit on how any years you can serve on committees was to encourage new members to get involved.
Prairie & NWT Executive discussion
Questions were raised about AGM, finance forum on first day of AGM, attendance at CLC events and PIPSC representation on CLC committees. Other discussion concerned phoenix pay system, perceived conflict at board level, minutes of committees, regional amendment on foreign travel plus who represents PIPSC on any CLC committee. The steward appeal process was also discussed. A closed session discussed changes at a PIPSC Board of Directors committee.
4. REGIONAL FINANCIAL REPORT
Stuart Kidd presented the Prairie & NWT region financial statements for the period January 1, 2016 to November 30, 2016. The report detailed revenues of $ and expenses of $. The beginning bank balance of January 1, 2016 was $ with a bank balance of $ at November 30, 2016. Estimated expenses of $ for AGM observers, $ for T-shirts and $ for flags will reduce bank balance by $. We do not know if the region computer costs will be charged back by national headquarters. Suggestions were made to reduce December 31, 2016 bank balance – secretary treasurer to request $ for promotion items for 2017 Saskatoon PRC. However the PIPSC store may be unable to provide items.
Region will claim December 3, 2016 lunch allowance for 8 executive members.
Motion to accept financial report by Stuart, seconded by Robert, carried.
5. PRAIRIE REGIONAL COUNCIL (PRC) 2017, SASKATOON, JUNE 2 & 3, RADISSON HOTEL
Timing of Notification to members (bylaw 11.2)
PRC 2017 will be held in Saskatoon on June 2 & 3 at the Radisson Hotel. All members need to be notified of PRC and any amendments to bylaws. Policy on ordering of agenda items is based on executive amendments first then date of receipt of other amendments. Motion needed to prescribe ordering of amendments with executive first then order based on date of receipts.
Motion was made to adopt the following policy on the ordering of resolutions at PRC. The motion was - whereby the executive resolutions are heard first followed by resolutions in the order that those resolutions are received by PRE. Robert moved and Sharon seconded. Carried
Training Issues
Training report provided by Kieth Laing. Meeting was held on December 1, 2016. Basic steward training will be scheduled for March 6, 7 & 8, 2017 at the Matrix Hotel in Edmonton. Kieth informed PRE that based on feedback from members the e-courses on the PIPSC website are not practical or useful. Labour school is scheduled for May 2017 in Winnipeg with further information to come from Kieth Liang by e-mail. Stewards who attended the same course in last three years will be placed on the waiting list. Kieth mentioned that a grievance tracking is needed so that stewards have a history to refer to.
Update on sub-Committee to review selection process for PRE (passed at 2015 PRC)
Report on how regional executive are selected and how delegates are selected was discussed. Bonnie and Stuart will prepare draft report Discussion of increasing number of PRE-from 9 to 11, however this proposal needs an increase in regional budget.
Friday evening & Guest Speaker
Radisson Hotel contract will be booked for June 2 & 3, 2017. Friday event ideas included a casino event, brewery tour, horse racing event and tour of zoo. The horse racing event would provide private area for delegates with transportation and dinner. A discussion of start and end times suggested the event would last from 6 PM to 9 or 10 PM. A discussion of guest speaker for the PRC concluded that the subject of missing and murdered indigenous women be adopted. An amount $5,000 is allowed for guest speakers. Also a federal MP could be invited to ask to speak on Saturday, June 3, 2017. A hospitality suite was arranged for June 3. A discussion of gifts for PRC delegates took place and will be addressed at a later meeting of the PRE.
Elected official invitation
A discussion was held to decide on an invitation for an elected PIPSC executive to attend PRC. Decision is pending.
6. STEWARD COUNCIL 2017, EDMONTON, SEPTEMBER 29 & 30, CHATEAU LACOMBE
Friday evening
Steward Council 2017 will be held in Edmonton on September 29 & 30 at the Chateau Lacombe. No dinner is planned for Friday but hospitality suite will be arranged. Again $5,000 is available for a guest speaker. The suggestion is for a mental health speaker for Steward Council.
Program for 1.5 days
Program to be determined however the theme would be self-care for stewards. Equipment issues for projectors existed in the previous Steward Council at the Chateau Lacombe. Some, but not all of the hotel rooms are newly renovated. The problem having a discussion concerning difficult conversations or situations was raised. Café training could be held if break out rooms are available. Café training is not productive for stewards if held in an open area.
7. REGIONAL COUNCIL 2018, EDMONTON
Venue proposal
Regional Council 2018 will be held in Edmonton. The Matrix Hotel is only response from our request for bids. Do we leave the downtown area? Should we consider a new hotel in the arena area (Ice District)?
8. REVIEW OF 2016 PIPSC NATIONAL AGM
Discussion of resolutions was held. The change of PIPSC fiscal year end to June 30, 2017 was mentioned. The dues increase effective January 1, 2017 was also mentioned. Concerns were raised about the Ramada Inn bus not being appropriate for mobility impaired people. Also the rooms for hospitality were regular rooms. Bonnie prepared an information package and sent to 29 group and branch delegates attending their first AGM. The feedback was that the information was appreciated.
Suggestions included a list of restaurants for Saturday night and an improved orientation for first time delegates. Other issues concerned resolutions, panel discussions and the availability of listings for hospitality suites, group and regional meetings and breakfasts. The venue for the Friday and Saturday lunches was also discussed.
9. REPORTS FROM CANADIAN LABOUR CONGRESS CONFERENCES IN OCTOBER 2016
Reports from CLC conference were deferred to February 4, 2017 PRE meeting.
10. SELECTION OF THE REGIONAL TRAINING COMMITTEE MEMBERS
Motion was made to select Kieth Laing as chair made by Robert, seconded by Sharon. Kieth nominated Bobby and Sharon as members. Robert made an expression of interest. Members are Bobby, Robert, and Sharon. Carried.
11. ROUND TABLE
Guest attendee Hugo Buttau presented report for Professional Recognition & Qualifications committee. Winnipeg executive went to Deer Lodge to sign up Rand members. Meetings held in Morden and Brandon. AGM on January 19, 2017. Denwood branch AGM to be held in January 2017. Edmonton held tree planting event. Better together event also held. Calgary social night will be held December 8, 2016. AGM will be held February 2, 2017. President and Director invited. Saskatoon held retirement session on October 26, 2016. Retied members Guild participated. Nancy M mentioned a contact at Canada Pension Plan out-reach. Prince Albert branch has new stewards. Regina branch had family day event, pride parade and Labour Day event with local unions. Regina Branch AGM booked for March 9, 2017.
12. OTHER BUSINESS
Gift for Steward Nomination winner
Bradley Summerfield from Yellowknife won the steward nomination prize. Nancy will purchase a $50 amazon gift card and some other pipsc items to send to him.
Gifts for PIPSC staff
The discussion concerned PIPSC staff that are unable to attend appreciation dinner? Sharon will arrange card and gift for one staff member. .
Funding for region
A discussion of funding for regional events will be deferred to February 4, 2017 PRE meeting. Should the particular branch request specific funding for provincial labour council?
Gifts for Small Branches
A request for funding from Northern Manitoba branch was reviewed. An additional request was made by the Prince Albert branch. The Northern Manitoba Branch will forward receipts to secretary treasurer. A $200 cheque was provided to Prince Albert branch.
Review of the 2016 Regional Council Minutes
PRE members were asked to review the 2016 PRC minutes sent out by regional director.
Steward renewals
A discussion by steward renewals for 2017 was held by branch presidents who received list of expiring stewards in their particular branch.
Travel claims
A discussion took place on the policy of charging members a 10% penalty when they file travel claims 180 days after the travel status ends. PIPSC finance section is of the opinion this penalty applies to constituent bodies such as regions, groups and branches as well. Robert will investigate and report back to the PRE.
13. NEXT MEETING, FEBRUARY 4, HOTEL SASKATCHEWAN REGINA
Next PRE meeting will be held on February 3 & 4, 2017 in Regina, the executive will need to pay for hotel costs. Training meeting will be held February 3 in the afternoon. A PRE meeting in Calgary will be held on April 7 & 8, 2017. The executive will need to book their hotel rooms. The PRE meeting in Yellowknife is still in planning. Best date is July 7 & 8, 2017. The lunch or dinner in Yellowknife is to be determined. The executive will need to book travel for July 6 or 7 (as appropriate for their home location).
14. SELECTION OF REGIONAL VOLUNTEERS FOR BOD COMMITTEES
A discussion was held to select regional volunteers for national BOD committees. The names of all members who requested appointments were discussed. The PRE nominated the members to serve on the following national committees:
Information Technology Services and Projects Committee
Elections Appeals Committee
Elections Committee
Finance Committee
By-Laws & Policy Committee
Professional Recognition & Qualifications Committee
Human Rights in the Workplace Committee
Science Advisory Committee
The PRE would like to thank all applicants for these volunteer positions.
15. ADJOURNMENT
A motion to adjourn at 5:00 PM was carried.