Present:
Daniel Shen (President), Zhidan Guan (Secretary), Bobson Wong (Treasurer), Liming Sun (Member at Large), Nghia Lam (Member at Large), Nancy Desroches (Member at Large)
Absent: Beverley Miranda (Vice-President), Pierre Leger (Member at Large), Robert Metcalfe (Member at Large)
Multiple executives had attended this council held at Hilton Lac-Leamy, general participation and sense of engagement was low. Dues increase presentation was brought by a relatively new PIPSC employee and not even from the finance team. Questions were asked but no answer was provided on the spot instead of referring to the financial forum at the AGM. Most of the stewards agreed that PIPSC did not react in timely manner towards TBS RtO mandate, lack of planning and response from the PIPSC leadership was provided to the members.
AGENDA
MOTION: To adopt the agenda as presented. M/S Zhidan/Daniel CARRIED.
PREVIOUS MEETING MINUTES
MOTION: To adopt the August 6, 2024, meeting minutes as presented. M/S Nghia/Nancy CARRIED.
PRESIDENT’S REPORT
- NCR Steward Council
Multiple executives had attended this council held at Hilton Lac-Leamy, general participation and sense of engagement was low. Dues increase presentation was brought by a relatively new PIPSC employee and not even from the finance team. Questions were asked but no answer was provided on the spot instead of referring to the financial forum at the AGM. Most of the stewards agreed that PIPSC did not react in timely manner towards TBS RtO mandate, lack of planning and response from the PIPSC leadership was provided to the members.
- Year-end social event
After discussion, we all agreed to hold it at Tailgators.
Zhidan : we can go to “Escape Room” for executive's team building.
- Swags
He needs the executives to help dispatch the swags during the Navigar Lunch & Learn event. He suggested preparing for purchasing new swags for the next year. He will not be in town between December 15th to the end of January.
He encouraged everyone to send ideas for Swags through the emails, and we can decide which one we can pick in the next meeting.
ACTION ITEM: Everyone will find the items for the new swags.
TREASURER’S REPORT
- Bobson confirmed that the second page of the new signature card form has been done.
- Bobson will ask PIPSC finance whether the meal cost will be automatically included in our yearly budget (Six times/year).
ACTION ITEM: Bobson will ask PIPSC finance whether the meal cost will be automatically included in our yearly budget (Six times/year).
EXISTING BUSINESS
- Executive apparel
Daniel contacted the store about the Dri-Weave Golf Shirts for the team’s approval. They did not have all the sizes, but they would give us some other samples. He will follow up later.
ACTION ITEM: Daniel will proceed with the purchase of the executive apparel.
- Paintball event
Skipped ~ Robert did not attend the meeting.
Beverley: Suggesting Robert to create a detailed list for the expense, including what we left, so that we can make a plan for the following year.
ACTION ITEM: Robert will call the Paintball company to get the receipt with the detailed spending we had for this session and create a list.
● “Navigar” - Lunch & Learn sessions at SSC/AAFC/DND/RCMP/EDSC (Daniel, Nancy, Robert and Zhidan)
Zhidan: Even broadcasts have been sent out for the Lunch and Learn sessions. They are for the “Navigar” introduction. The locations are SSC/AAFC @ Skyline, DND Carling Campus, ESDC @ Woodward and RCMP @ Leikins.
Nancy: In DND, Zoom is not allowed. We should use M.S. Teams to hold the meeting.
ACTION ITEM: Nancy and Robert will work with Robert for the Lunch and Learn in DND. Daniel and Zhidan will work for the one in AAFC, Daniel and Bobson will work for ESDC session, and Daniel has found a volunteer from RCMP to work on that session. Liming will monitor the registration emails and managing the sign ups.
- Skyline sporting event for September and October
Skipped
Zhidan: He will work to draft the survey with an English and French version.
ACTION ITEM: Zhidan will work on soliciting interest in Skyline sporting events through a survey.
- T2200 tax specialist guest speaker
Zhidan: He has already contacted an accounting firm that is interested in providing our members with an information session for the next tax season. He asked for the budget for this type of session.
Beverley: She also wanted to get a quote from her friends.
ACTION ITEM: Beverly and Zhidan will get quotes from accountants as a speaker for a tax-return session or seminar before the 2025 tax season.
- Email access for the subgroup GD Inbox
Robert: Gmail differs from MS Outlook, which can delegate the rights to other user accounts.
Skipped ~ Robert did not attend this meeting.
ACTION ITEM: Daniel and Robert will investigate the possibility of the email delegation functionality to the Sub-Group General Email Inbox.
Round Table
Daniel helped Pierre raise his concern with regards to his ability and time contribution for the subgroup business. Team consensus was to maintain his status until the next AGM if he wishes to stay and not claiming monthly executive communication allowance unless participation changes.
NEXT MEETING
● Date: November 5, 2024
● Virtual or In-Person: Virtual M/S Daniel/Zhidan
ADJOURNMENT
MOTION Adjournment. M/S Nghia/Liming CARRIED 9:00 PM
ACTION ITEM SUMMARY
ACTION ITEM: Everyone will find the items for the new swags.
ACTION ITEM: Bobson will ask PIPSC finance whether the meal cost will be automatically included in our yearly budget (Six times/year).
ACTION ITEM: Daniel will proceed with the purchase of the executive apparel.
ACTION ITEM: Robert will call the Paintball company to get the receipt with the detailed spending we had for this session and create a list.
ACTION ITEM: Nancy and Robert will work with Robert for the Lunch and Learn in DND. Daniel and Zhidan will work for the one in AAFC, Daniel and Bobson will work for ESDC session, and Daniel has found a volunteer from RCMP to work on that session. Liming will monitor the registration emails and managing the sign ups.
ACTION ITEM: Zhidan will work on soliciting interest in Skyline sporting events through a survey.
ACTION ITEM: Beverly and Zhidan will get quotes from accountants as a speaker for a tax-return session or seminar before the 2025 tax season.
ACTION ITEM: Robert will investigate the possibility of the email delegation functionality to the Sub-Group General Email Inbox.