June 17, 2026
Attendees: Leasha Fuller, Jennifer van de Ven, Adam Finlay, Jessica Whidden, Billie Timpson, Kharren Cusick, Rob Hammer, Janet Roloson
Regrets: Gary Desbiens, Cynthia Gagnon, Nicole Monk
Meeting called to order at 1757 hrs by Leasha Fuller (President).
Agenda
Pre Meeting
Submit amendments to the Motion regarding the selection of ORC and PIPSC National AGM delegates. Follow up on venue capacity and cost (member appreciation event):
Nicole – Overtime
Kharren – The Bunker
Billie – The Buckle
Original Motion as presented by C. Gagnon
Motion to firm up selection of ORC and PIPSC National AGM delegates:
1. That the delegates for the Ontario Regional Council and PIPSC National AGM be selected as follows:
A) All Executive members of the Branch be offered seats initially;
B) Any remaining seats be offered to general members of the Branch, via a public call out.
2. Should there be more interested parties than seats, the Executive will select delegates following this priority:
A) President or Vice-President;
B) Other Executive members;
C) Group Parity;
D) Departmental Parity
3. The Executive will consider previous attendance when selecting delegates for the subsequent event.
4. Selection will be presented at an Executive meeting, and is subject to a basic majority of the Executive.
Proposed Amendments to Motion
Amendment 1 – Section 1(A)
Strike:
“That the delegates for the Ontario Regional Council and PIPSC National AGM be selected as follows:
A) All executive members of the branch be offered seats initially;”
Replace with:
Voted in favor of changes –
A) For the PIPSC National AGM, due to limited seat availability and the requirement for familiarity with Institute governance and proceedings, seats shall be offered to Branch Executive members in the first instance; where insufficient interest exists, remaining seats shall be offered to all Kingston Sub-Group Executive members
B) For the Ontario & Nunavut Regional Council (ONRC), seats shall be offered to Branch Executive members in the first instance; where insufficient interest exists, remaining seats shall be offered through a branch-wide call for expressions of interest open to all members of the branch
Amendment 2 – Section 1(B) removal based on redundancy based on new wording in Section 1
Vote in favor of this change
Strike:
“Any remaining seats be offered to general members of the branch, via a public call out.”
Amendment 3 – Section 2 (intro line)
Vote in favor of this change
Strike:“Should there be more interested parties than seats, the executive will select delegates following this priority:”
Replace with:
“the Executive will select delegates following these considerations:”
Amendment 4 – Section 2(A–D)
Vote in favor of this change
Strike in entirety:A) President or Vice-President;
B) Other executive members;
C) Group Parity;
D) Departmental Parity
Replace with:
A) Demonstrated union involvement, including but not limited to Stewardship, Committee participation, Branch engagement, service on a Branch Executive or Sub-Group Executive (current or past), and other demonstrated union activism;
B) Group parity;
C) Departmental parity;
D) Fair opportunity and reasonable rotation among interested members over time;
E) Members seeking election or nomination to the Ontario & Nunavut Regional Executive (ONRE) shall be given priority consideration for attendance at relevant Ontario & Nunavut Regional Council (ONRC) meetings where attendance is reasonably required to support their candidacy;
F) Prior attendance may be considered to balance experience and opportunity, but shall not constitute entitlement or automatic preference.
Amendment 5 – Section 3 – removal based on redundancy based on new wording in Section 1
Vote in favor of this change
Strike:
“The executive will consider previous attendance when selecting delegates for the subsequent event.”
Section 4 remains unchanged
“Selection will be presented at an executive meeting and is subject to a basic majority of the Executive.”
Amendment 6 – Terminology Update
Replace all instances of:
“Ontario Regional Council (ORC)”
With:
“Ontario & Nunavut Regional Council (ONRC)”
Amendment 6 – Tabled
Should wording be included that allows offering a seat at ONRC to members outside the Executive table based on previous attendance – so example was Rob went in 2026 – in 2027 there are 5 seats – 5 people including Rob want to go- does Rob go a 2nd year in a row or do we offer to membership? Allowing for the potential goal of inclusion of membership, engagement beyond local etc. Voted at the table on 26-06-17 with a 4/4 vote- zoom meeting to be held
Revised Motion: Selection of ONRC and PIPSC National AGM Delegates
1. That the delegates for the Ontario & Nunavut Regional Council (ONRC) and PIPSC National AGM be selected as follows:
A) For the PIPSC National AGM, seats shall be offered to Branch Executive members in the first instance; where insufficient interest exists, remaining seats shall be offered to all Kingston Sub-Group Executive members;
B) For the Ontario & Nunavut Regional Council (ONRC), seats shall be offered to Branch Executive members in the first instance; where insufficient interest exists, remaining seats shall be offered through a branch-wide call for expressions of interest open to all members of the Branch;
2. Should there be more interested parties than seats, the Executive will select delegates following these considerations:
A) Demonstrated union involvement, including but not limited to Stewardship, Committee participation, Branch engagement, service on a Branch Executive or Sub-Group Executive (current or past), and other demonstrated union activism;
B) Group parity;
C) Departmental parity;
D) Fair opportunity and reasonable rotation among interested members over time;
E) Members seeking election or nomination to the Ontario & Nunavut Regional Executive (ONRE) shall be given priority consideration for attendance at relevant Ontario & Nunavut Regional Council (ONRC) meetings where attendance is reasonably required to support their candidacy;
F) Prior attendance may be considered to balance experience and opportunity but shall not constitute entitlement or automatic preference.
3. Selection will be presented at an executive meeting and is subject to a basic majority of the Executive.
New Business
1. Events & Engagement (2026)
Member Appreciation Event – Planning
Finalize event date and budget: preference for The Buckle by Executive; potential date: Friday September 11th, 1800 hrs.
Event Concept:
Venue: (4-hour rental, Friday evening)
Format: Casual, social, unstructured atmosphere
Guests: Members may bring a spouse/partner
Food & Drinks:
PIPSC to cover one drink per member if member provides hygiene item
Guests responsible for their own beverages
Entertainment: Music/DJ
Billie to input menu into Google Drive
Jess to collect RSVPs from Members
Community Engagement Component:
Incorporate a small charitable initiative as part of the event.
Hygiene kit drive
2. Budget (Billie)
Discussed our allotment and what we have in the bank
3. Delegate Selection Motion
Present amendments and hold vote on motion to formalize selection of ORC and PIPSC National AGM delegates.
Changes discussed; President will send updated wording & Zoom meeting to vote on outstanding item that was not accepted by majority vote.
4. Meeting Scheduling Approach
We’ve had ongoing difficulty confirming meeting dates during meetings. Many members require time to review work and personal commitments before confirming availability.
Suggestion: To improve efficiency and fairness:
It was decided that a poll could be circulated in advance to gather availability
The next meeting date will be confirmed based on responses
Each meeting will conclude with the next meeting date established
This approach ensures meeting time is focused on business rather than scheduling.
Planned Meeting Timeline
#4 – August:
Finalize wellness and Labour Day plans
Set Christmas Party date and book venue
Identify AGM venue options (March 2027)
#5 – October:
Christmas Party planning (assign tasks: Santa, gift wrapping, activities)
Finalize AGM venue, date, and menu
#6 – December:
Christmas Dinner
Issue deposit/payment to AGM venue
#1 – February:
Final AGM preparations
4. Upcoming Events & Planning
Wellness Fairs (Fall)
Determine giveaway items for institutional tables (e.g., donuts, branded swag)
Labour Day Parade (September)
Decide on booth giveaways:
Consumables (water, pop)
Branded items (e.g., bookmarks with messaging)
PIPSC Member Engagement Planner
June is also Public Service Week which isn’t on the list yet. What do we want to aim for over the next year?
5. Swag Strategy
Move toward smaller, event-specific orders to reduce waste
Examples:
AGM-specific items (e.g., honey or jalapeno maple syrup)
Bulk order: pens
Steward Event: t-shirts (with Kingston Branch branding on sleeve or back), plus extras for prizes
Swag Ideas
Mouse pads
Wireless charging pads
Consumables (e.g., honey, syrup)*
T-shirts (event-specific messaging such as Orange Shirt Day, Pink Shirt Day)*
Pens*
Soap
Hand sanitizer (clip-on style)*
Inventory Notes
Bags: remaining stock
Umbrellas: none
Glassware: limited
USB keys: limited
Costs
Maplescapes honey: $X/jar (25 jars = $XXX)
Jalapeño syrup (250ml): $XX/jar
6. Swag Messaging Options
“PIPSC Kingston — Strong Voices. Stronger Together.”
“PIPSC Kingston — Proud to Serve. Proud to Stand.”
“PIPSC Kingston — Local Strength. National Impact.”
“PIPSC Kingston — Our Work. Our Voice.”
“PIPSC Kingston — Union Strong.” (on t-shirt sleeve)
“PIPSC Kingston — One Voice.”
“PIPSC Kingston — Big Impact Starts Local.” (pen)
“PIPSC Kingston — Strength at Every Shift.”
“PIPSC Kingston — United Professionals. Stronger Together.”
“PIPSC Kingston — Collective Strength. National Impact.”
“PIPSC Kingston — One Branch. Many Voices.”
“PIPSC Kingston — Expertise United.”
“PIPSC Kingston — Where Expertise Meets Solidarity.
5. Future Planning
Public Service Week Rally:
Unable to organize in time this year
Add to annual planning calendar for next year to allow full discussion and preparation
Annual Planning Tool:
Develop a shared calendar or spreadsheet outlining:
Events
Task assignments
Timelines
Goal: increase productivity during meetings and reduce reliance on email
Action Items
Leasha -Organize a 1-hour training session for Executives
Identify a second Executive member to co-facilitate training: Jess & Kharren volunteered
Leasha – send out invite for events asap once booked
Rob to look into pricing for pens and t-shirts (sleeve logo)
Janet is designing t-shirt
Leasha – send out poll for t-shirt designs; when finalized, will be ordered (half of what was ordered last year)
Billie looking into portable chargers and mini key chain flashlights
Next Meeting Agenda Items
-None
Meeting adjourned at 2004 hrs.
Jennifer van de Ven
PIPSC Kingston Branch Secretary