The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Minutes for Vancouver SP Sub Group Executive Meeting – September 23 2025

 

Date: September 23, 2025

Time: 7:00 PM

Location: Online

 

Executive Members

Tanya Evans - Regrets

Eric Crawford

Tim Powers

Judy Hartman - Regrets

Lindsay Howes

Philip Bartha

Bryan Chen

Robert MacDonald

 

Special Guests: N/A

 

1. Call to Order

  • Meeting called to order at 7:09 PM

 

2. Approval of the agenda

  • Agenda approved. M/S/C

 

3. Business arising from the Minutes

  • Meeting minutes from April 30th exec meeting were distributed by email to members. An email vote was held between June 20 and Judy, with five in favour and three no responses. The motion to approve the minutes was carried.
  • Agenda items below reflect items from June 19th meeting.
  • Motion to receive notes from June 19th 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 this year
    • Treasurer needs to apply for allocation by December 5th (schedule AGM beforehand)
    • Presentation of Annual Financial Statement at AGM.
  • Noted that executive members can send receipts to Tim or complete request via Concur to claim meal for executive meetings.
  • Acceptance of verbal report. M/S/C
     

5. National and Regional Updates

  • October Bargaining Survey
    • Initial bargaining survey has gone out, with another round of surveying on October 20th that will be open until November 10th
    • Bryan looking for support to raise survey awareness, elicit more responses.
    • Two potential strategies: one major event (i.e. pizza gathering/social) or local reach-out by exec members at their workplaces (i.e. pizzas or coffee)
    • Philip offered to fill survey coordination/reach-out role with National SP Group and support with eliciting survey responses.
    • Lindsay offered to assist with any reach out at 800 Burrard.
    • ACTION: Philip and Bryan will meet and formulate plan, discuss funding requirements and get back to the executive.
       
  • Discord Channel Announcement (Bryan)
    • Bryan starting Discord channel for Region and planning an online trivia event to launch channel on November 26th. Potential to promote AGM at event.
    • Sub Group supports spending up to $200 to support prizes for online trivia event. M/S/C

 

  • National PIPSC AGM in Toronto (December 12 – 13)
    • No one from Sub Group planning to attend in-person. Tanya planning to attend virtually.
       
  • BC/Yukon Steward Council in Whistler (October 17 - 18)
    • Lindsay, Bryan are attending.
       

6. Vancouver SP Sub Group Activities for 2025/26

  • Visibility items
    • Rob will distribute as he sees people.
  • Potential pizza/coffee event for members – October Survey (Bryan)
     
  • Recent completed events:
    • Pride Parade (attended by Tanya)
       
    • Bowling Event
      • Good turnout and feedback.
        • Families and members both able to attend. Good opportunity to socialize and network. Good location.
        • Post-event survey respondents indicated desire to see similar activities in future.
        • Some individuals interested in participating on executive in future.
           
    • Labour Day Booth
      • Handed out 255 mini-footballs to anyone who participated in our bean bag toss. Very popular item again with attendees.
      • Suggestion to increase the order next year to 350 (ran out early)
      • Another 50-100 people came by the tent who did not get a football
      • Great exposure for PIPSC with the public and with other unions. Aim to continue participating in this event in the future.
         

7. 2025 Sub Group AGM Planning

  • Date & Time
    • Best potential dates: December 2, 3, 4
    • Potential Social from 5:30 PM, 6:00 – 8:00 PM for Dinner & Meeting.
       
  • Venue
    • Past meeting locations (Steamworks, White Spot, Personas, Water St. Café, VCC) and future potential locations discussed (e.g. Bin 4 Burger Lounge)
    • Importance of accessibility for members (SkyTrain, parking) noted
    • ACTION: Lindsay to research venues and report back October 1st
       
  • Food
    • Anticipated cost per person as $85 (including drink tickets)
       
  • Door Prizes
    • Sub Group supports movie tickets ($25/pp) as door prize for attendees
    • Important to have cap on how many attendees receive door prize
    • ACTION: Rob to coordinate with Denis about process for acquiring and distributing movie tickets.
       
  • Guest Speaker
    • ACTION: Tim to reach out to Bryan Van Wilgenburg about potential availability.
       
  • Notice to Members
    • Need to send notice to members six weeks in advance (aim for week of October 20). Needs to go to Regional Office for translation and posting.
    • Rob to work with Bryan and Lindsay on Google Form (with QR Code) and will finalize form and notice.
      • ACTION: Bryan to add form to shared Google Drive.
    • ACTION: Bryan to organize event post on Discord and Instagram
    • ACTION: Update notice to reflect terms of executive members (see list below). Bolded names have expiring terms this year.
      • Tanya Evans (Elected October 2024)
      • Bryan Chen (Appointed in 2025 to fill the term originally elected in November 2023)
      • Timothy Powers (Elected October 2024)
      • Eric Crawford (Elected October 2024)
      • Judy Hartman (Elected November 2023)
      • Lindsay Howes (Elected October 2024)
      • Philip Bartha (Elected November 2023)
      • Rob MacDonald (Appointed in 2025 to fill the term originally elected in November 2023)

 

  • Meeting Roles
    • Chair and Report of President – Tanya (Bryan if needed)
    • Sign-in (including sign-in sheet) - Philip
    • Election Chair – Tim
    • Annual Financial Report – Tim (to bring copies)
    • Tech – Bryan brings laptop and webcam for hybrid option (Zoom meeting)
      • ACTION: Rob to assist Bryan with registering for Zoom account
      • After the meeting, Tanya indicated that she is happy to set up Zoom meetings using the PIPSC account where needed
         
  • Budget
    • Sub Group supports spending up to $2500 for the AGM (venue, food, door prizes) M/S/C
       
  • Other
    • ACTION: Rob to draft agenda, Tim to print
    • Consider thinking about who could be recruited for participation in elections, including people who indicated interest in bowling event survey. Building a list of potential candidates.
    • To revisit budget and costs at next executive meeting (venue booking, food, door prizes)
       

8. Other Business

  • Sub Group endorses bylaw amendment to allow for Sub Group executive members elected at Sub Group AGM to choose who fills roles of President, Vice-President, Secretary, and Treasurer within the Sub Group executive at the first executive meeting following the AGM. M/S/C
    • Bylaw amendment to be voted on at the 2025 Sub Group AGM for approval
  • Philip developed list of potential future outreach events
    • To table for discussion until after SP Sub Group AGM.


9. Location and preferred dates of next meeting

  • Plan to meet online one more time before AGM
    • After the meeting, Tanya indicated that she is happy to set up Zoom meetings using the PIPSC account where needed
  • Meeting tentatively set online for October 29th @ 6:30 PM.
     

10. Adjournment

  • Meeting adjourned at 9:07 PM. M/S/C
Published on 3 November 2025