Minutes for Vancouver SP Sub Group Executive Meeting – October 29 2025

Minutes for Vancouver SP Sub Group Executive Meeting – October 29 2025

Date: October 29, 2025
Time: 6:30 PM
Location: Online

Executive Members
Tanya Evans - Regrets
Tim Powers
Judy Hartman - Regrets
Lindsay Howes - Regrets
Philip Bartha
Bryan Chen
Robert MacDonald

Special Guests: N/A

1. Call to Order
•    Meeting called to order at 6:32 PM

2. Approval of the agenda
•    Agenda approved. M/S/C

3. Business arising from the Minutes
•    Motion to approve minutes from September 23rd meeting. M/S/C

4. Treasurer’s Report (Tim)
•    Tim provided an update on the financial status of the Sub Group.
•    Vancouver SP Sub Group AGM as key remaining cost for Sub Group this year
o    Treasurer needs to apply for allocation by December 5th (schedule AGM beforehand)
•    ACTION: Tim to provide updated budget, and financial statement for executive team review in mid-November.
•    Acceptance of verbal report. M/S/C

5. National and Regional Updates
•    October Bargaining Survey
o    Bargaining survey has gone out, ends November 10th
o    Philip filling survey coordination/reach-out role with National SP Group and support with eliciting survey responses.
o    Posters promoting survey participation being posted in offices
o    ACTION: Philip to inquire about survey completion rate for previous round of bargaining.

•    National Updates
o    SP National team petitioning for Advisory Council meeting to support labour organizations in Alberta
o    Members can help educate members about alternatives to job action, pros/cons of binding arbitration vs. conciliation
o    Website with WFA alternation directory – pipscalternation.ca

•    National PIPSC AGM in Toronto (December 12 – 13)
o    Multiple SP Vancouver Sub Group Executive team members plan to attend

6. Vancouver SP Sub Group Activities for 2025/26
•    Recent completed events:
o    Pizza and Board Game Outreach Event
    Event was a success (11 attendees)
    Noted that multiple attendees previously attended other outreach events organized by the Sub Group
    Noted that events are a good opportunity to find other members who may be interested in a greater role with union (e.g. executive member)

•    Item for future discussion – best use of budget for member outreach (a few big outreach events vs. more frequent, but smaller outreach events)
•    Rob noted that he is happy to attend future outreach events as a guest speaker or answer questions from members

7. 2025 Sub Group AGM Planning
•    Date & Time (see AGM notice for details)
o    December 2, Rogue Gastown, start @ 5:45 PM
o    Potential Social starting at 5:30 PM, 6:00 – 8:00 PM for Dinner & Meeting.

•    Venue
o    Venue booked (Rogue Gastown)
o    ACTION: Philip to speak with venue about feasibility for virtual attendance (e.g. Wi-Fi connection), potential for special seating (i.e. specific room), best areas for situating laptop (wall for projection and proximity to plugs)

•    Food
o    ACTION: Philip to reach out to Tim and Lindsay for venue contact. Philip to confirm cost of drink tickets, when dinner and food would be ready (if people can make orders once seated at 6:30 PM)

•    Giveaways and visibility items
o    Potential to conduct draw for gift cards, depending on number of attendees – to revisit day before event once attendance numbers are clearer
    Rob offered to obtain gift cards (can also send virtual GCs after AGM)
o    ACTION: Executive members to bring visibility items in their possession for distribution at the event.

•    Guest Speaker
o    Ira Hall confirmed as guest speaker (Regional Rep for Prairie/Northwest Territories)
o    ACTION: Rob to prepare care package for guest speaker

•    Agenda
o    Rob to develop agenda
o    Context for bylaw amendment can be provided before election, but will be voted on at the end of the meeting
o    ACTION: Rob to redistribute minutes from 2024 AGM to executive team.
o    ACTION: Tim to send copies of agenda for executive input in mid-November

•    Elections
o    Four two-year positions on the executive team will be up for election, one additional one-year term also up for election.

•    Meeting Roles
o    Chair and Report of President – Bryan
    ACTION: Rob to start drafting report for input
o    Sign-in (including sign-in sheet) – Philip and Rob
o    Election Chair – Tim
o    Minutes – Philip
    Philip to send meeting minutes to Tim right after AGM
o    Annual Financial Report – Tim (to bring physical copies)
o    Tim to also bring copies of 2024 AGM minutes and 2025 AGM agenda
o    Tech – Bryan to bring laptop, projector, and webcam

•    Notice to Members
o    Notice posted on SP Vancouver Sub Group website and request submitted for notice to be emailed to members. Emails still to be delivered.
o    AGM information can also be posted on Discord, SP Active Google Chat
o    ACTION: Zoom link for AGM to eventually be created and distributed.

•    Budget
o    Sub Group supports spending an additional $500 for AGM. M/S/C
o    Anticipated costs: dinner and drinks, care package (guest speaker), gratuity, giveaways

8. Other Business
•    Rob gathering data to illustrate how geographical distribution of members has changed over time, how turnout for AGMs has varied. To potentially be shared at a future executive meeting.
•    Suggested that size, format, and timing of future AGMs could be adjusted (e.g. doing AGMs virtually, holding them in the late Summer / early Fall)

9. Location and preferred dates of next meeting
•    Virtual meeting on Nov 27 @ 7 PM for final AGM planning meeting
o    ACTION: Bryan to send out Zoom invite
•    ACTION: Bryan to send out doodle poll for first executive meeting after the AGM (likely first week of January 2026)

10. Adjournment
•    Meeting adjourned at 7:55 PM.