IT OTTAWA WEST SUBGROUP
MINUTES
Executive Meeting January 11, 2024 18:00
This Meeting Was Held Virtually
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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), Nancy Desroches (Member at Large) Absent: Nghia Lam (Member at Large)
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The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all Executives and called the meeting to order at 6:10 PM.
AGENDA A draft agenda was presented.
MOTION To adopt the agenda as amended. M/S Steve, Beverley. CARRIED.
PREVIOUS MEETING MINUTES
It was unclear if the minutes of the October 5 and November 7 minutes had been previously passed. Due to the absence of the Secretary from the November 7 and December 15 meetings, some inconsistencies and errors were pointed out and were addressed in the online records while all were present. Going forward it was resolved that Executives will be given a reasonable, but fixed, amount of time to suggest changes to future draft minutes / then at the subsequent meeting the time will be taken to review whatever changes have been made / generally, the final say of what is ultimately recorded will rest with the Secretary or A/Secretary at that particular meeting / the minutes will then be voted on properly / the minutes will then be posted on the shared drive as a pdf and a copy posted on the PIPSC website after translation.
MOTION To adopt the December 15 2023 meeting minutes as amended. M/S Nancy, Daniel. CARRIED.
PRESIDENT’S REPORT
- Daniel noted that the new IT Collective Agreement has been signed. The 2024 Subgroup President’s meeting will be held in Ottawa during April.
TREASURER’S REPORT
- Bobson displayed the current financial statements and answered questions.
EXISTING BUSINESS
Executive Vest Purchase
- Zhidan demonstrated that although our preferred supplier’s website is up, it has proven difficult to contact them. He will give it another try, and if he still can’t make contact, will source out another supplier.
ACTION: Zhidan to email the vest printing company.
Executive Training Recording and Feedback
- Bobson has not received anything back from Stacey so far.
ACTION: Bobson to continue following up with Stacey regarding the Executive Training Recording.
Vacation Calendar Progress
- Although Executives will be responsible for entering any vacations longer than a couple of days in the calendar, the Secretary will keep an eye on it to make sure it continues to function as intended. This item is now completed.
Inventory Update
- Daniel reported that we currently have; ~80 reusable bags, ~72 tuques in 3 colours, 45 power packs; caps & lunchbags are on order. This item is now completed.
Banner Replacement
- Daniel described the current banners as being broken or in poor shape. New ones have been purchased. Next step is for us to agree on the canvas banner design, and have that applied to the blank banners.
ACTION: Daniel is to pull together some suggested banner designs.
Paintball Event
- This has been pre-paid. All agree to make June 8th the tentative event date. This date earns us 100 free paintballs Participants have to be over 9 years of age.
NEW BUSINESS
Access to Past Minutes and Draft Minutes
- This was covered at the start of the meeting. This item is now completed.
Future Activities
- Beverley suggested a focus on; What does a union do? Why convert RANDS? How to counteract the declining number of stewards? We need to clean up our ITOWSG membership list.
ACTION: Beverley to clean up the ITOWSG membership list.
2024 Meeting Schedule
- Daniel suggested we switch to the first Tuesday of every month. It was decided that the next meeting will be held virtually on Tuesday, February 6. However, no agreement was reached on meeting dates beyond that.
ACTION: All to determine a 2024 meeting schedule at our next meeting.
Promo Item Logo Design Decision
- Bobson presented different versions of our logo, to be affixed to future promotional items. It was agreed that the word “Executive” should not appear on promotional items, but that it should be on the ITOWSG Executive vests. A logo design was agreed upon. This item is now completed.
ACTION: Daniel to send the agreed logo to the vendor for production.
Email Etiquette
- Daniel raised this topic and there was a frank discussion on how we might collectively improve our communications with each other. This item is now completed.
2023 Mileage Amendment
- Daniel suggested this topic. Bobson committed to finding out from PIPSC Finance what the rules are concerning cheques written at the end of the year, and how they might impact our annual allocation from PIPSC. We are receiving conflicting advice from different senior volunteers within PIPSC.
ACTION: Bobson to get clarification from PIPSC Finance concerning the rules for end-of-year cheques.
Claiming a Meal Expense for Virtual Meetings
- Bobson raised this subject because it isn’t clear if or how we might claim these. He committed to following up with PIPSC Finance for a definitive answer.
ACTION: Bobson to get clarification from PIPSC Finance concerning virtual meeting meal claims.
ROUNDTABLE
There were no specific items raised during the Roundtable discussion.
NEXT MEETING
- February 6, 2024. It will be a virtual meeting.
ADJOURNMENT
MOTION Adjournment. M/S Daniel, Zhidan. CARRIED. 9:07 PM
- Minutes recorded by Steve Anderson, ITOWSG Secretary
ACTION ITEM SUMMARY
Beverley to clean up the ITOWSG membership list.
Bobson to follow up with Stacey regarding the Executive Training Recording.
Bobson to get clarification from PIPSC Finance concerning the rules for end-of-year cheques.
Bobson to get clarification from PIPSC Finance concerning virtual meeting meal claims.
Daniel to proceed sending the agreed logo to the vendor for production.
Daniel is to pull together some suggested banner designs.
Zhidan to follow through on the vest purchase.
All to determine a 2024 meeting schedule at our next meeting