AFS-HQ Subgroup Executive Meeting Minutes - July 13, 2023

Item

Topic and Discussion

Action

Call to Order and

Welcome

Brian Busby announced quorum and called the meeting to order at 5:35pm.

Brian Busby

Approval of Agenda Items

Patrick McIver sent all executive members a draft copy of the meeting agenda items on July 8, 2023 by e-mail. No revisions requested to that draft agenda.

Andra Weis made the motion to approve the agenda. Motion seconded by Audrey Wojcik. Motion carried.

Patrick McIver

Minutes from Prior Meeting

The draft copy of the minutes from the June 15, 2023 executive meeting was distributed by e-mail shortly after the meeting. Suggested changes were made and the minutes revised. Revised minutes subsequently circulated for final approval. Majority of executive members voted to approve the minutes.

Therefore, on July 4, 2023, the minutes were approved and a copy of the minutes were transmitted to PIPSC for publishing on the AFS HQ Subgroup’s webpage.

Minutes published onto the PIPSC website on July 14, 2023.

Patrick McIver

Headquarters Region AFS Representative - Remarks

HQ Region AFS representative Abraham Garcia was invited to the meeting, in his newly-elected role as the Headquarters Region AFS Representative, replacing Dan Quinn who held the role for the last three years ending June 30, 2023.

Abraham introduced himself to the executive and talked about his background within the union.  Abraham said he had several goals he wanted to achieve during his three-year term on the national executive. These include keeping members informed of union activities, responding to members concerns, keeping members contact information up-to-date, and advancing transparency in CRA staffing process.

Abraham informed the executive that he participated in his first meeting of the AFS national executive, and discussed some of the topics discussed at that meeting. Topics included an update on collective bargaining, the importance of keeping members contact information up-to-date, and the union’s procedures to be followed by stewards for AFS members being accused of pandemic-related benefits fraud. Abraham also said the AFS HQ region was in need of more French-language-speaking stewards, so if any of the executive members knows of an AFS member who speaks French and is interested in helping their fellow members by becoming a steward, to let him know.

Finally, Abraham reminded the executive that the 2023 PIPSC AGM is being held in November, and he has forwarded onto PIPSC the delegate names for the HQ region/Subgroup, as given to him by Patrick.

Abraham Garcia

Finance Report from Treasurer

James Armstrong (Subgroup Treasurer) emailed the executive a financial update of the Subgroup’s current financial position.

Discussion had on the financial documents that needed to be prepared for the upcoming Subgroup AGM.  Specifically, James will be preparing the financial statements for 2021 and 2022 (ending December 31st), and the budgets for 2023 and 2024. The documents will need to be discussed and approved at an executive meeting held prior to the September 7, 2023 AGM.

Finally, further to the question raised at the last executive meeting about the fiscal year end of PIPSC, Patrick advised that the fiscal year-end of PIPSC is June 30th, but for Subgroup financial purposes, the fiscal year-end is December 31st.

James Armstrong

PIPSC 2023 AGM - November 26-29, 2023

The 104th AGM of PIPSC will be held at the Centre Sheraton, Montreal, QC from November 26-29, 2023.

Dan Quinn (former HQ AFS Representative) previously asked the Subgroup to select 5 members from the Subgroup to attend as delegates.  Delegates were randomly selected by an electronic “spinning wheel”, which was recorded and circulated to everybody for transparency. Patrick performed the spinning

The members selected were: Earle Loftman, Brian, James, Patrick and Andra.

This list was provided to Dan on June 1, 2023 by email (which was CC’d to all executive members).  New HQ AFS Representative Abraham confirmed the names have been submitted to PIPSC.

Brian Busby

HQ Subgroup  AGM 2023 - September 7, 2023

The executive continued its discussions and planning for the upcoming AGM, to be held on September 7, 2023. The location/venue, caterer and necessary A/V equipment have been confirmed.

Andra and Audrey informed the executive that they approached Helga Welward, a retired Subgroup member, to solicit her interest in participating in the AGM as a member of the elections committee. Helga accepted the invitation. Therefore, Andra, Audrey and Helga constitute the elections committee and will oversee the conduct of those elections. No objections were raised over Helga’s participation on the elections committee.

Patrick informed the executive the Notice of AGM and Executive Elections had been drafted, approved by the executive, and was in with PIPSC for translation and posting onto the Subgroup’s website.

The executive had an extensive discussion on the issue of providing PIPSC/AFS-branded “Swag” to members attending the AGM. The discussion expanded to including the upcoming mobilization event set for August 15, 2023.

Audrey made a motion for the executive to spend up to $6,500 (inclusive of taxes) on PIPSC/AFS-branded swag at the two upcoming Subgroup events. Motion seconded by Louise Lepore. Motion passed.

Audrey will get in contact with one of PIPSC’s providers of swag, identify and select potential items and the projected cost, etc., and report back to the executive. Timing is of the essence as the products need to be ordered and received in time for the two upcoming events.

Brian Busby

Mobilization Event - August 15, 2023

(Postponed until later date)

Brian provided an update on the upcoming mobilization event scheduled for August 15, 2023 at the Royal Oak at 180 Kent St. location.  It will be a meet-and-greet of the executive for Subgroup members.  Snack food and non-alcoholic beverages will be provided. Cost estimated to be $1,500.

Brian will draft the necessary communication item and send it to Patrick for review and forwarding onto PIPSC for translation and posting.

POST-MEETING: Subsequent to the meeting, it was decided to postpone this event until after the 2023 AGM in September.

Brian Busby

Steward Activities

The executive continued its ongoing discussions on the issue of return-of-office presence (or ROOP) and members updated each other on the queries and issues members are raising.  Additional topics include the transition of the PSHCP from Sun Life to Canada Life and the issues members are experiencing, and the delays AFS members are experiencing in having the employer reimburse them for their CPA/professional fees.

Brian Busby

Round Table

Andra - Asked Abraham about election procedures, guidance, best practices, etc. to be used for the upcoming Subgroup executive elections. Abraham said it was his experience that PIPSC (via the national elections committee) provides very little guidance in this regard. Patrick suggested Andra (and the rest of the Subgroup’s election committee) consult PIPSC’s Policy on the Structure and Function of Constituent Bodies, which has in its appendix the document “Guidelines on Constituent Body Elections.”

Louise - Informed everybody that she recently made a presentation to new employees of the CRA’s Human Resources Branch. The next opportunity for the Subgroup to speak to new employees in HRB about AFS/the Subgroup is in October so if somebody wants to attend this, let her know.  Otherwise, Louise is agreeable to doing it again.

Various

Close of Meeting

It was agreed the next meeting of the Subgroup executive will be held on Thursday, August 24, 2023 at 7pm, by Zoom.

Earle Loftman made the motion to close the meeting. Audrey seconded it. No objections. Meeting closed at 7:26 pm.

Brian Busby