IT OTTAWA WEST SUBGROUP MINUTES December 15, 2023

IT OTTAWA WEST SUBGROUP

MINUTES

Regular Executive Meeting December 15, 2023 18:00

This Meeting Was Held at Ks on the Keys, 1029 Daze, Ottawa

The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all Executives and called the meeting to order at 7:00 PM.

AGENDA A verbal and printed agenda was presented.

                MOTION To adopt the agenda.  M/S Daniel, Zhidan. CARRIED.

PREVIOUS MEETING MINUTES

MOTION to approve the minutes of the November 7 2023 meeting. M/S Bobson, Nancy. CARRIED

PRESIDENT’S REPORT

• At the PIPSC AGM, the L10  membership due increase resolution was voted down; All other resolutions and their results could be found at PIPSC website: https://pipsc.ca/about/governance/agm/2023/2023-agm-resolutions

TREASURER’S REPORT

• Daniel provided the treasure update to the team and provided Bobson instructions to follow at the next executive meeting.

EXISTING BUSINESS

• Executive Vests:
  • The vests have been purchased by Beverley. The following sizes were procured: Beverley - L; Bobson - L; Daniel - L; Liming - L; Nancy - M; Steve - XL; Zhidan - L.
  • Zhidan approached the company to print the logo; however, the embroidery company is closed until the new year.
• Executive Training:
  • Nancy’s comments: The training provided useful information - the 6 hours allocated was a sufficient amount of time for this (a two-day training session would have been too long). Suggested that there should be a electronic document with links to key documentation provided to the executive committee members. Following this, a short Q&A session should be held with the SME vs having a 6 hour session.
• ACTION ITEM: All training attendees to send the feedbacks to Bobson and he’ll submit one feedback back to Stacy.
• ACTION ITEM: Bobson to follow up with Stacy on the training session recording.

• Vacation Calendar:
  • Daniel suggested that the calendar be simplified / less granular and reminded us to enter our known vacation dates into the calendar
• ACTION ITEM: Bobson to adjust the vacation calendar again for future, each executive member is responsible to enter their own vacation plan as early as possible, the calendar shall be maintained by the secretary.

• Bank Signature cards:
  • Daniel reported that all 4 signatures have been submitted and awaiting for president’s approval.

• Printed Reusable bags (Beverley/Daniel):
  • 150 bags were purchased and printed with our logo. Approx. 60 were given out at the bowling event (each containing a tuque)
  • Waiting for a copy of the invoice and an expense claim to reimburse Beverley
• ACTION ITEM: Beverley to upload shopping bag invoice and payment receipt to the shared drive

• Lesson Learned DND Ratification Lunch-and-Learn  (Daniel/Nancy/Zhidan)
  • Nancy’s comments: The email could be sent earlier; there were no accessible bulletin boards at Carling Campus, so email was the only source of communication; Limited number of people at office on any given day; The campus is so large that many people choose to eat at their desk - not convenient to attend events close to the cafeteria and not convenient to have cafeteria staff serve hot pizza in other buildings
  • Potential ideas for next time: Have mini booths near cafe shops to provide information to employees and free coffee/donuts.
  • ACTION ITEM: Nancy to explore building contacts among the different buildings at Carling Campus

• Lesson Learned Skyline Ratification Lunch-and-Learn (Daniel/Zhidan/Liming)
  • The email could besent out earlier; someone should have stayed in the cafeteria to guide the members to the actual meeting room folks. There wasn’t enough food ordered at the beginning of the session. Drinks arrived late;
  • For next time: Better organization and coordination on food and room reservation.

• Lesson Learned Bowling Event (All - except Steve)
  • Comments: The most complaints was how the pizza was served; it was difficult trying to organize where people would play; we should be respectful to all members.
  • For next time: registration shall be done upstairs; When registering - pre-assign lanes; Bring our own labelling cards for each of the pizza types and put the same type of pizza on one booth with one executive member hosting it.

NEW BUSINESS

1. Treasury duty handover : Daniel handed over to Bobson the cheque-book
2. Year end mileage claim discussion: The 5 in-person meeting are to be done through Concur. Enter N/A in the TAN column (because we only  budgeted $200 for transportation for 2023). The lunch and learns and the events are to be claimed via our sub-group fund; our new budget next year needs to reflect this.
3. Promotional items purchase for 2024: We still have 40 power-banks and less than 100 shopping bags. Proposal to purchase 100 lunch bags with logo (approx. $1500); proposal to purchase ball-caps.
   MOTION To purchase 100 lunch bags (approx. $1500) and 96 ball caps (approx. $1563.14) from Red Planet before the end of 2023.   M/S Daniel, Zhidan. CARRIED. [Secretary’s Note January 17:  This motion was clarified and re-recorded at the January 11th ITOWSG Executive meeting].   Email will be communicated to the absent executive members in the coming days

ITOW banners: We currently have 3 banners, 1 is broken, 1 is working (it is CS) and the third one (Better Together) doesn’t stand up; ACTION ITEM: Daniel to get the quote for purchasing a new banner and send to the team for vote.

4. Paintball event in 2024: $899.5 was paid by Beverley (for 100 people). We will need to  pay average $12/person for the paintballs when we host the event in 2024. The tickets are valid for 2 years. It is an outdoor activity. It’s in Stittsville
   ACTION ITEM: Beverley to upload paintball  invoice and payment receipt to the shared drive

ACTION ITEM: Beverley/Zhidan would need to find out if there are picnic table available at the venue and if any food arrangement we’d need to plan when we plan to host the event in the new year.

5. Generic email access: There is an ITOWSG generic email. If it is used by someone, then we don’t know who has sent it. Daniel suggests that access be limited to 3 people (Daneil, Beverley, Steve)
6. Daniel explained that Nghia Lam has reached out to him and expressed her interest to rejoin the subgroup executive position. He has then consulted with PIPSC advisory board and received the instruction to bring this back to the executive meeting for vote. Daniel believes it is important to have a representative from Health Canada who has local presence at the building.
   MOTION To bring Nghia Lam.  M/S Daniel, Bobson. CARRIED.

ROUNDTABLE

There were no specific items raised during the Roundtable discussion.

NEXT MEETING

• A next meeting date was not determined

ADJOURNMENT

                MOTION Adjournment.  M/S Daniel, Bobson.  CARRIED.  9:00 PM

• Minutes recorded by Nancy DesRoches, ITOWSG Member-at-Large

ACTION ITEM SUMMARY

1. All training attendees send the feedback to Bobson and he’ll submit one feedback back to Stacy.
2. Bobson to follow up with Stacy on the training session recording.
3. Bobson to adjust the vacation calendar again for future, each executive member is responsible to enter their own vacation plan as early as possible, the calendar shall be maintained by the secretary.
4. Beverley to upload shopping bag invoice and payment receipt to the shared drive
5. Nancy to explore building contacts among the different buildings at Carling Campus
6. Daniel to get theresearch the quote for purchasing a new banner and send to the team for vote.
7. Beverley to upload paintball  invoice and payment receipt to the shared drive
8. Beverley/Zhidan would need to find out if there are picnic table available at the venue and if any food arrangement we’d need to plan when we plan to host the event in the new year.