IT OTTAWA WEST SUBGROUP
MINUTES
Executive Meeting March 5, 2024, 18:30
Mandarin Restaurant / 150 Katimavik Road
Present:
Daniel Shen (President), Bobson Wong (Treasurer), Steve Anderson (Secretary), Zhidan Guan (Member at Large), Liming Sun (Member at Large), Nghia Lam (Member at Large), Nancy Desroches (Member at Large)
Absent:
Beverley Miranda (Vice-President)
The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all executives and called the meeting to order at 6:30 PM.
AGENDA A draft agenda was presented.
MOTION To adopt the agenda as presented. M/S Steve, Daniel. CARRIED.
PREVIOUS MEETING MINUTES
MOTION To adopt the February 6, 2024 meeting minutes as presented. M/S Steve, Nancy. CARRIED.
PRESIDENT’S REPORT
- Daniel noted that the signing bonus for the new collective agreement has been distributed. Some members are receiving it attached to a regular pay - for others it is a separate payment. The IT SubGroup President’s meeting will be held in Ottawa on April 6. The IT Group AGM will be held in Montreal on June 15.
TREASURER’S REPORT
- There was no Treasurer’s Report.
ACTION: Bobson is to send a Treasurer’s Report to the Executives by email.
EXISTING BUSINESS
Cleanup of the ITOWSG membership list
- Beverley distributed the updated membership list by email prior to the meeting. Clarification as to what more needs to be done will be sought at the next meeting.
Forward Stacey’s email address to Nghia
- Completed by Bobson.
Pick up the banners when they have been produced
- Completed. Daniel has the new banners.
Daniel to get a vest embroidery quote
- Zhidan got an update from the printing company enquired from last year that will be back in business under another name this year.
ACTION: Zhidan to follow up if the company would honour the embroidery quote from last year.
- Daniel has a quote from Touch of Style Embroidery.
ACTION: Nancy to obtain a second embroidery quote from M & B.
Distribute a document explaining the no-show point system
- Completed. A sample was distributed by Liming prior to this meeting, and a workable system was arrived at, after a group discussion. No single individual is assigned to maintaining the no-show list – it will be up to the project leads to update the list after each event.
Executive training recording from Stacey
- Completed by Nghia. The training video is posted on the ITOWSG Shared Drive. The President mentioned that the video will be used for the new executive onboarding.
Obtain tips on how to run a paintball event smoothly
- Completed. Peter from the paintball park has responded to written questions that were sent.
Provide PIPSC insurance contact to Nghia
- Completed by Steve.
Follow through on paintball event insurance questions
ACTION: All to collaborate and fill out a “Beacon” insurance form from PIPSC.
Obtain 8 ITOWSG toques for Lunch n Learn distribution
- Completed. Steve has obtained IT Group promo packages from the IT Group instead.
NEW BUSINESS
2024 ITOWSG AGM preparation
- There was a fulsome discussion about the date, venue, delegate numbers, approximate costs (three quotes were obtained), communications out, and guest speakers.
MOTION To hold the 2024 ITOWSG AGM at the Barrhaven Legion, using Elite Catering, on May 1st at 5:30 PM. M/S Daniel, Bobson. CARRIED.
ACTION: All are to review and approve the AGM poster within 24 hours so that we can respect the AGM notification deadline for a May 1 event.
ACTION: Steve is to obtain ServicePlus brochures for both the AGM and other future events.
ACTION: Daniel is to reach out to Jennifer Carr and/or other PIPSC Executives, to invite them as our AGM guest speakers.
ACTION: All to source out a guest speaker to give a talk on the T2200 (working from home) tax form.
Exchange of any signed cheques
- Bobson provided some of the Communications and Per Diem cheques to those present.
ACTION: Bobson is to distribute the remaining Communications and Per Diem cheques at the next ITOWSG meeting.
ACTION: Daniel is to provide Steve with his 2023 ITOWSG AGM mileage cheque at the next meeting ($17.94).
ROUNDTABLE
DND “Coffee Shop” Event
- Nancy requested a PIPSC/ITOWSG table be set up on Tuesday March 12 at the DND Carling Campus. There is an all-staff event planned for that day and it would offer a good chance for member outreach and exposure for our Subgroup. Daniel said he could attend.
MOTION: To set up a ITOWSG table at DND Carling Campus on March 12. M/S Nancy, Nghia. Carried.
ACTION: Nancy to reach out to Alex Houle and Norma Domey to help out at the ITOWSG info table at DND Carling Campus on March 12.
ACTION: Bobson to provide a quick budget check under Lunch & Learn to make sure how much money we have available for the event.
NEXT MEETING
- Tuesday April 2, 2024. In-person. Location to be determined by Bobson. The reservation will be made for 6:00 PM, and the meeting will start at 6:30 PM.
ACTION: Bobson to decide and book the venue for the In-Person meeting in April.
ADJOURNMENT
MOTION Adjournment. M/S Steve, Zhidan. CARRIED. 8:40 PM
- Minutes recorded by Steve Anderson, ITOWSG Secretary -
ACTION ITEM SUMMARY
All are to review and approve the AGM poster within 24 hours so that we can respect the AGM notification deadline for a May 1 event.
All to source out a guest speaker to give a talk on the T2200 (working from home) tax form.
All to collaborate and fill out a “Beacon” insurance form from PIPSC.
Bobson is to send a Treasurer’s Report to the Executive by email.
Bobson is to distribute the remaining Communications and Per Diem cheques at the next ITOWSG meeting.
Daniel is to reach out to Jennifer Carr and/or other PIPSC Executives, to invite them as our AGM guest speakers.
Daniel is to provide Steve with his 2023 ITOWSG AGM mileage cheque at the next meeting ($17.94).
Nancy to obtain a second embroidery quote from M & B.
Nancy to reach out to Alex Houle and Norma Domey to help out at the ITOWSG info table at DND Carling Campus on March 12.
Bobson to provide a quick budget check under Lunch & Learn to make sure how much money we have available for the event.
Bobson to decide and book the venue for the In-Person meeting for April
Steve is to obtain ServicePlus brochures for both the AGM and other future events.
Zhidan to follow up if the embroidery company would honor the quote from last year.