IT OTTAWA WEST SUBGROUP MINUTES Regular Executive Meeting October 5, 2023 18:00
This Meeting Was Held at Sushi Kan, 1280 Baseline Road, 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) Absent: Nancy Desroches (Member at Large) Nghia Lam resigned her (Member at Large) position by email shortly before this meeting.
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The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all Executives and called the meeting to order at 6:27 PM.
AGENDA A verbal agenda was presented.
MOTION To adopt the agenda. M/S Daniel, Beverley. CARRIED.
PREVIOUS MEETING MINUTES
MOTION To adopt the September 7 2023 meeting minutes as amended. M/S Steve, Liming. Carried. [Note from Secretary January 12 2024: This motion was inadvertently removed from the minutes by others and I am replacing it here now.]
PRESIDENT’S REPORT
- Daniel commented that the missing toques have been reordered. He continues to wait for a bargaining update from the IT Group. When there is such an update to communicate to the members, then further planning of Lunch and Learn events can proceed.
ACTION ITEM: Daniel to provide details of the toque purchase
TREASURER’S REPORT
- Daniel reported that we have approximately $27,000 in the ITOWSG bank account.
EXISTING BUSINESS
ITOWSG Executive Expenses Refresh
- After much discussion spanning several months and ITOWSG meetings, the following motion was finally agreed upon:
- All ITOWSG expense claims shall be presented to ITOWSG Executive meetings for approval (whether virtual or in-person).
- No more ITOWSG expense claims are to be submitted directly to PIPSC through Concur. [Note from Secretary January 12 2023: This bullet point was incorrectly removed from the minutes and I am reinserting it here.]
- Retroactive to July 1st 2023, all ITOWSG Executives will be entitled to $20 per month to defray Communications expenses (Internet and cellphone combined). Receipts must be uploaded to the shared drive.
- Retroactive to July 1st 2023, all ITOWSG Executives will be reimbursed $20 per month for communication expenses and ITOWSG Steering Committee members (President, VP, Treasurer, Secretary) will be entitled to an additional $20 per month to further defray Communications expenses (internet and cellphone combined). Receipts must be uploaded to the shared drive.
- A single mileage claim (from attending in-person ITOWSG meetings) should be brought by each ITOWSG Executive member, to the last ITOWSG meeting before the end of the calendar year. Mileage will be paid by the ITOWSG at the going PIPSC rate, and where appropriate, recovered from PIPSC later.
- A lunch per-diem will be paid by the ITOWSG to attend virtual meetings. Receipts must always be provided for all expense claims, but these per diem reimbursements have added considerations in that the receipts must also specifically mention the purchase of food, and they must be dated the day of the virtual meeting.
MOTION To adopt the above procedures. M/S Daniel, Steve. CARRIED.
Financials to be Sent to PIPSC
- This was done by Daniel last summer
Meeting Timetable
- This has been completed by Daniel
Executive Shirts
- This is being followed up by Beverley and Zhidang. They are looking at purchasing the shirts at Costco, The Bay and other stores besides Daquin and other anchor stores, then having them printed off-site.
ACTION ITEM: Beverley/Zhidan are to look into the cost of shirts and jackets, and will send pictures of suggested purchases ahead of time.
Vacation Calendar
- Bobson is still working on this. It is to be used for any vacations longer than 3 working days’ duration.
ACTION ITEM: Bobson to implement a vacation calendar for ITOWSG Executive members.
Bank Signature Card
- Daniel is still working on this.
ACTION ITEM: Daniel is to finalize a new bank signature card for the ITOWSG.
No-Show List for ITOWSG events
- Beverley has completed this and will upload it to the shared drive.
Executive Training
- Bobson is currently following up with Stacey on this.
ACTION ITEM: Bobson is to continue following up with Stacy on Executive Training.
Lunch and Learn
- Danielis unable to make specific Lunch n Learn plans - until the IT bargaining team provides a comprehensive bargaining update to share with the members.
ACTION ITEM: Zhidan is to continue developing non-specific Lunch n Learn sessions for the members.
Communications Officer
- It was decided that this ITOWSG Executive position will be eliminated.
MOTION: To eliminate the (currently vacant) Communications Officer position from the ITOWSG Executive. M/S Daniel, Beverley. Carried.
NEW BUSINESS
Member Engagement Activities
- The discussion on this topic in September’s meeting was continued, with some Lunch n Learn possible future locations mentioned. There was also further discussion on other member engagement activities and ITOWSG visibility. Bowling at the bowling alley off Merivale Road, Movie night (with a brief information session beforehand), indoor mini-golf (also near Merivale Road), and a possible Tailgator’s end of year social event (like last year).
Promotional Items
- Other than the toques, which have been re-ordered, there was a discussion of obtaining some reusable shopping bags, or possibly thermal bags, with the ITOWSG logo on them.
ACTION ITEM: Zhidan is going to price out some printed plastic bags
ROUNDTABLE
There were no specific items raised during the Roundtable discussion.
NEXT MEETING
- November 2, 2023. It will be a virtual meeting.
ADJOURNMENT
MOTION Adjournment. M/S Daniel, Steve. CARRIED. 8:30 PM
- Minutes recorded by Steve Anderson, ITOWSG Secretary -
ACTION ITEM SUMMARY
Beverley/Zhidan are to look into the cost of shirts and jackets, and will send pictures of suggested purchases ahead of time.
Bobson is to continue following up with Stacy on Executive Training.
Bobson to implement a vacation calendar for ITOWSG Executive members.
Daniel is to finalize a new bank signature card for the ITOWSG
Daniel to provide details of the toque purchase
Zhidan is going to price out a quantity of printed plastic bags.
Zhidan is to continue developing non-specific Lunch n Learn sessions for the members.