IT OTTAWA WEST SUBGROUP
MINUTES
Regular Executive Meeting September 7, 2023 18:00
This Meeting Was Held at Hard Stones Grill, 1 Roydon Place, Ottawa
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Present:
Daniel Shen (President), Beverley Miranda (Vice-President), Bobson Wong (Treasurer), Steve Anderson (Secretary), Zhidan Guan (Member at Large), Liming Sun (Member at Large), Nghia Lam (Member at Large). Absent: Nancy Desroches (Member at Large) Junaid Fazal resigned his (Member at Large) position immediately after the June 15 2023 ITOWSG Executive meeting. |
The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all Executives and called the meeting to order at 6:30 PM.
AGENDA The draft agenda was presented.
MOTION To adopt the agenda as amended. M/S Daniel, Beverley. CARRIED.
PREVIOUS MEETING MINUTES
MOTION To adopt the June 15 2023 meeting minutes as amended. M/S Steve, Daniel. CARRIED.
- Action Items from the June 15 2023 meeting are to be followed up on later. They are included separately at the bottom of these minutes.
PRESIDENT’S REPORT
- Daniel announced that the yearly allocation from PIPSC has been received. He mentioned that there is a mandatory PIPSC diversity course that must be completed for those wanting to renew their stewardships. He noted the 2023 Steward Council has been postponed due to a labour dispute at Lac Leamy. A communication was received from PIPSC saying that they would not pay for the ITOWSG toques that went missing from the Tremblay Road inventory room.
TREASURER’S REPORT
- BobsonLiming reported that he hasn’t been able to log in to start on the financials yet, so Daniel presented the Treasurer’s Report. He noted that we are showing an account balance of $26,342.40 on paper, but we have $27,168.74 in our bank account.
EXISTING BUSINESS
ITOWSG Executive Expenses Refresh
- There was further discussion about ITOWSG communications reimbursements for ITOWSG Executives. It was decided that communications expenses for June, July and August were to be submitted through Concur, continuing to use the calculation method conveyed to the ITOWSG Executive by our former Treasurer, Blair Mason, at the ITOWSG meeting of February 2 2023.
Executive Training
ACTION ITEM: Bobson is to contact Stacey McLaren to follow up on Executive Training for the ITOWSG Executives.
NEW BUSINESS
Member Engagement Activities
- After a good discussion several items were suggested for member outreach and engagement, including; mini-golf, bowling, another tailgaters event, movie night, escape room, go-carts, public skate. There was a discussion on purchasing more promotional items, such as; toques, Executive shirts, pens, coffee mugs and cellphone “buttons”.
ACTION ITEM: Daniel is to follow up on reordering the missing ITOWSG toques.
ACTION ITEM: Beverley is to follow up on ordering ITOWSG Executive shirts.
ROUNDTABLE
ACTION ITEM: Bobson to develop a calendar of ITOWSG Executive vacations up to January 1, 2024.
ACTION ITEM: Daniel to refresh the ITWOSG bank signature cards.
- There was a need for Concur training expressed.
NEXT MEETING
- October 5, 2023. This will be an in-person meeting. Location to be determined.
ADJOURNMENT
MOTION Adjournment. M/S Daniel, Steve. CARRIED. 8:20 PM
- Minutes recorded by Steve Anderson, ITOWSG Secretary -
ACTION ITEM SUMMARY
Daniel is to follow up on reordering the missing ITOWSG toques.
Daniel to refresh the ITWOSG bank signature cards.
Beverley is to follow up on ordering ITOWSG Executive shirts.
Bobson is to contact Stacey McLaren to follow up on Executive Training for the ITOWSG Executives.
Bobson to develop a calendar of ITOWSG Executive vacations up to January 1, 2024.
ACTION ITEM SUMMARY FROM THE PREVIOUS MEETING
Daniel will send out a meeting timetable for the upcoming year.
Daniel and Beverley are to review our Communications expense situation and to calculate a formula and a way forward likely to address most concerns.
Beverley is to start a no-show list for the ITOWSG.
Bobson is to send the financials to Steve, who is to then forward them to Linda Rochefort, so that we can claim our yearly allocation from PIPSC.
Zhidan is to arrange an informal virtual lunch n learn for his fellow ITOWSG Executives on how to use CONCUR.
All To appoint a Communications Officer if needed in the future.