Atlantic Regional Training Committee Meeting Minutes - January 26, 2024

Atlantic Regional Training Committee Meeting Minutes - January 26, 2024

The Lord Nelson, Halifax, NS

 

CHAIRPERSON:
Carolyn Hynes

 

COMMITTEE:
Manny Costain

Christine LeDrew, Secretary 

Gerald Hill

Kimberley Keats

Lori Rowe

 

 

1. Welcome and Opening Remarks

Carolyn called the meeting to order at 1:03pm. Carolyn welcomed everyone to the Training Committee meeting for 2024. Carolyn offered a Land Acknowledgement: 
 

“I would like to open with the acknowledgement that we at PIPSC stand with all Indigenous people, past and present, in promoting the wise stewardship of the lands. The land we are meeting on today is known as Mi’kma’ki (meg-maw-gee), the ancestral and unceded territory of the Mi’kmaq People. This territory is covered by the “Treaties of Peace and Friendship” which Mi’kmaq Wəlastəkwiyik (wool-las-two-wi-ig), and Passamaquoddy (pa-suh-maa-kwuh-dee) peoples first signed with the British Crown in 1726. The treaties did not deal with surrender of lands and resources but in fact recognized Mi’kmaq and Wəlastəkwiyik (wool-las-two-wi-ig ) title and established the rules for what was to be an ongoing relationship between nations.” 
 

This acknowledgement guides our day in love and peace to foster reconciliation, increase awareness, and further recruitment, retention, and advancement of Indigenous people across Canada.

 

2. Approval of Agenda

Carolyn called for additions to the agenda. Gerald added Training Budget to the agenda as New Business H.   

Motion #1 Lori Rowe moved, and Kim Keats seconded that the agenda be approved as amended. CARRIED

 

3. Minutes/Action items – March 24, 2023

Motion #2 Christine LeDrew moved, and Gerald Hill seconded that the minutes be approved as presented. CARRIED

 

1. Review of Action Items

Action Items

Generated by the Atlantic Regional Training Committee

September 11, 2023, The Lord Nelson, Halifax, NS

 

Discussion on action items occurred. #2 Manny noted that he received some information from John Purdie. Carolyn noted that at TEAM they are supposed to get these quarterly. It was noted that there are only the raw numbers, but it will be changed going forward. Gerald questioned why the chair of finance is not communicating directly with treasurers and cc’ing the regional directors. #5 Gerald noted that nothing new has happened on this item. #6 The decision was made for the Lord Nelson for 2024 Steward Council as it was the only property available. #8 Carolyn noted that the name was on the list. #9 Carolyn noted this item was completed by Natasha. Carolyn questioned is this request now to go to Natasha. Christine noted previous meeting we decided to send to both. Lori suggested the Regional Office having a generic mailbox that we send to, and they process the work from there. 
 

Action: Carolyn to confirm with Donna and Natasha who should she be communicating with for training. 

 

4. Calendar of Events

Carolyn reviewed the calendar of events noting the confirmed location for steward council 2024 is The Lord Nelson and is awaiting finance approval. A discussion occurred regarding the training budgets. Gerald is required to complete the training budgets for the region. 

 

Action: Donna to send contracts to Gerald to do estimates for budget. 

Action: Donna to send Manny contract for the 2024 Training School. 

 

5. Training Committee Chairperson Report

Carolyn reviewed her Training Committee Chairperson’s report on the shared google drive. Carolyn mentioned that they have finalized the participant list for Basic Steward Training of 22 people, and all have registered. Carolyn noted she had met with Joanna(Education Officer) and Bridget(ON Training Chair) to discuss the Executive Course feedback. They did some clarification on various items, noted that the order of the layout of the course was not efficient. Joanna will incorporate our feedback, will set up another meeting to finalize updates, and share the updated version for further feedback. It was also brought to their attention that the finance section was lacking details. Gerald stated he will provide Carolyn with the finance section details we created when provided this training in November 2021. 

 

Action: Gerald to send finance section to Carolyn. 

Action: Carolyn to provide finance section to Joanna. 

 

Carolyn also noted that she has completed the draft lunch and learn process cheat sheet. She has recently approved 3 lunch and learns. Lori questioned who approves what. Carolyn provided clarification that as Training Chair she approves Lunch and Learns, Manny approves Better Together requests. Carolyn noted, due to illness, she had to attend the last TEAM meeting virtually where they looked at the selection criteria for the Peer to Peer training. The TEAM report is available on the google drive as well.

 

Motion #3 Carolyn Hynes moved and Lori Rowe seconded approval of the Training Committee Chairperson’s report. CARRIED

 

6. Atlantic Steward Update Report

The Training Committee reviewed the Atlantic Steward Update Report. The names highlighted are the participants for the February course. Carolyn noted that this list is always incorrect, and that Donna had to update at her request as the September Basic participants names remained. The list that is provided at TEAM is always incorrect as well. Carolyn questioned who is accountable to produce these lists? Shouldn’t membership keep these up to date? Manny stated that it is a member services issue. It was also noted that there were names on the list past the two-year mark. 

 

Action: Carolyn to ask Donna to remove names from the list before Feb 2021. 

 

Further discussion on what should be happening with these lists. After the BST is complete the Office Administrator should be sending the list of complete participants to member services, and they should remove these names from the activity list. Carolyn will bring this to TEAM.

 

Action: Carolyn bring to TEAM that OA to send updated steward list from BST to member services. 

Action: Donna to update member services after BST with members names to have steward in waiting list reflected. 

 

7. Atlantic Regional Council – Training event preparation

Carolyn noted that last year we did not host a training event as we had the Return to Office panel. Carolyn shared the examples of events we held the past. Christine mentioned that we have Ledwell booked as guest speaker for Friday afternoon. Carolyn also noted that Coby Briggs from National Office was interested in having a time slot on the agenda. Manny suggested having him on the Saturday agenda. Kim suggested having the training session as an interactive session. Christine suggested the topic of Parliamentary Procedures and Kim suggested providing the delegates with the wheels the delegates received at the AGM. Kim mentioned to host trivia first with a small mock AGM. Carolyn asked to add finalizing the ARC Training event to our April Training Committee meeting. Gerald suggested to get copies of the Parliamentary Procedure books to give as correct answer prizes. Christine also said to keep the trivia to 15 questions. Carolyn suggested giving the delegates the resolutions for the mock AGM. Carolyn noted that we will have to bring this suggestion to the executive for approval and our backup plan would have to be a one-hour topic from education. Gerald noted that Ledwell can customize his topic. Carolyn mentioned she would like to be a part of the planning call with Ledwell and let him know we are representing the 4 provinces.

 

Action: Carolyn to obtain Parliamentary Procedure Wheels. 

Action: Christine to send 15 trivia questions to training committee. 

Action: Carolyn bring to TEAM OA to send updated steward list from BST to member services. 

Action: Gerald to invite Carolyn to meeting with Ledwell. 

 

8. Training School Course Selection and Planning

Carolyn noted she has been working with education on the courses offered.  Discussion about anti-oppression training. It can be intense and emotional. Joanna has stated that there are two courses ready that are a day long each. Carolyn mentioned that it would need strong facilitators and education is willing to co-facilitate. Carolyn noted that education suggested the third day being a Kairos Blanket exercise. Kim and Christine stated that this would be a lot for stewards at one training school. Kim explained what a blanket exercise is and noted that it is very eye opening. Manny suggested doing a course like collective agreements with the bystander intervention course. Christine suggested to do Kairo’s exercise at the steward council as it would benefit more stewards than at training school. 

 

Action: Carolyn will have a discussion with Education regarding availability of a lighter course for day 3.  

 

Items required for Training School:

1. Indigenous Opening: Kim mentioned to confirm with the space if a smudge can be performed inside or if it would have to be done outside. Carolyn suggested that we do the charity raffle for the indigenous group that does the opening. 

 

Action: Donna to find someone to do Indigenous opening at training school. 

Motion #4 Carolyn Hynes moved and Lori Rowe seconded approval to have the indigenous as the charity raffle. CARRIED

 

2. Social Event: Carolyn noted the raffle prize will be the Bluetooth speaker. Carolyn stated the Director’s Meet and Greet will be hosted Thursday evening. Carolyn asked for suggestions for Friday night event. Ideas included comedian, bingo, movie, magician, ventriloquist, square dancing, Saunders Brothers. Gerald mentioned that the budget for the event isn’t a big amount and that the previous networking event budgets were on the executive budgets but now finance wants them under the training budgets. Christine noted the magician that we had in 2019 at Old Orchard was a lot of fun. The committee suggested Donna to check if that magician is still hosting events, and if yes, their availability for the school. If not, to look at a similar type of event- comedian, ventriloquist.  

 

Action: Donna to book meet and greet for Thursday night at the bar. 

Action: Donna to check if Magician from 2019 Training school is available for Friday night event. Or ventriloquist.. or something similar.  

 

9. Steward Event Evaluations
   1. Basic Steward Training – Sept 2023

Discussion occurred on the evaluation from participants

2. Core Training for Constituent Body Executives – Nov 2023

Discussion occurred on the evaluation from participants. The course and facilitator feedback was positive. Suggestions for improvement noted and brought forward to Education. 

3. Atlantic Steward Check-In – Sept 2023

Kim noted that there has been a lot of new stewards and stewards in waiting joining the virtual check-ins. She suggested that we host a virtual check-in for the new stewards/in waiting stewards to meet the regional executive. Carolyn also noted that the regional executive stewards should have topics and questions ready for the check-ins to help fill the silence. Gerald questioned if we still need to host them every two months. The executive agreed that the stewards enjoy them and we still have a high participation rate. Christine noted that these evaluations should be on the regional executive agenda not the training committee as they are not training events. 

 

Motion #5 Lori Rowe moved and Carolyn Hynes seconded to move these evaluations to the regional executive agendas. CARRIED

 

Action: Christine to ask Donna to post evaluation docs on the regional executive google drive for Saturday January 26^th meeting.

Action: Christine to add the check-in evaluations to the regional executive agenda tomorrow. 

Action: Donna to put steward check-in evaluations on regional executive agenda going forward.   

 

4. Atlantic Steward Check-in – Nov 2023

10. Training Representative Reports
    1. September 2023

It was noted that the only complaints were the participants did not receive any agenda prior to the event. 

2. November 2023

It was noted the participants were very engaged. Facilitators were excellent with the new course. Venue was problematic. 

11. New Business
    1. February Basic Steward Training – Update and TC Rep

Carolyn noted that there were 22 invitees, and all have accepted. Elissa and Simon are set to facilitate. Carolyn will attend as the Training Committee representative.

   

2. Cvent Invite timelines

Carolyn received the following information from Natasha:

1. Expression of interest is sent 12 weeks in advance of the course. With five days turn around
2. List of those interested sent to training committee chair for vetting (normally allow 5-10 working days for Chair to respond)
3. BST registration opened 6-8 weeks prior to course date.
4. Three to four weeks prior to course the Link to Register for the Steward Start-Up Training (Canvas on-line pre-requisite to be completed prior to the BST. The email explains the course purpose ERO’s who will monitor and assist. A completion date is advised (ex Feb 22/24). Also advised if completed on work hours how to request salary replacement. 
5. Cut off to fill seats from waitlist is normally 2 weeks prior (due to hotel and travel logistics) 
6. Cvent invite includes hotel registration and union letter. I asked if we could add Agenda and meals included moving forward. Stay tuned.

BST selection Criteria: We take a balance approach which includes: 

1. prior waitlist 
2. consultation and/or Group President urgent request
3. Date of steward application
4. Department
5. Geographical location
6. Prior Steward Training > 5 years

Action: Donna to add agenda and what meals are provided for events going forward in cvent.

 

Carolyn noted that there was a request from a steward in waiting on the selection criteria. Carolyn responded to the inquiry explaining the selection criteria. There was no follow up received. 

 

3. Email list used by staff for callouts

Discussed in previous topic.  

 

4. Additional Training – Executive Course

Carolyn noted that we would have to go back to the budget to see if we can add another course. There is a very high demand for the executive training still. It was noted that we have to wait till late spring to determine if we have a big wait list for stewards. Gerald said we need to plan for the November training. It was noted that a decision must be made in April. Carolyn asked if we can add to a BST course but Gerald noted it would have to be a special request. The training committee will evaluate whether we need a special training request or have the November training session as executive. 

 

5. Budget to add extra training

This was discussed in the previous item. 

 

6. Labour School Indigenous Opening

Discussed previously in the training school planning. 

 

7. Lunch and Learn Cheat Sheet

Carolyn noted that most members do not understand the lunch and learn process. Carolyn suggested we post the cheat sheet on the quick links page for the Atlantic region. The training committee went over the cheat sheet. 

Option 1: excel – the link for the expense form does not work. 

Option 2: Concur – there are spelling mistakes. Carolyn requires expense report to ensure we do not approve over our lunch and learn budget. Lori noted the requirement for participants list. The evaluation report has the number but not the list. 

 

Action: Carolyn to send documents to Christine to embed excel.

Action: Christine to embed excel sheet in cheat sheet.

Action: Carolyn to add participants list under option 1 and 2.

Action: Christine to pretty up the document and fix inconsistencies.

 

8. Training Budget

Carolyn noted that the training budget is a dual responsibility. The finance chair attended a TEAM meeting this fall to advise the training chairs how to use the new template and what items should be assigned to the training budget vs the regional budget. Carolyn suggested the Training Committee Chair and Treasurer work together on the training budgets and the treasurer will have the ultimate responsibility to submit the training budget with the regional budget. It was changed at TEAM, and it was never sent back to Gerald as treasurer. Gerald noted he was not CC’d on the training budget changes submitted and as regional treasurer he should be at minimum CC’d. Manny explained that the training budget was submitted following the exercise at the TEAM meeting with the chair of finance. Manny sent a request to the Chair of Finance to forward a copy of the training budget to Gerald. Carolyn also noted that the Finance Chair suggested all social event held at training events are to be included in training budget. It was noted that the training chair needs to develop a guideline for the training budget with the treasurer.  

 

Action: Carolyn to develop a guideline for training chair and treasurer to work on training budgets.

 

12. Round Table 

Carolyn thanked everyone for attending the meeting and we accomplished a lot for the training school and ARC.

 

Motion #6 Manny Costain moved and Christine LeDrew seconded to adjourn the meeting. CARRIED.

 

Being no further business, the meeting was adjourned at 4:47pm.