Prepared by Zhidan Guan, ITOWSG Secretary
This Meeting Was Held Virtually
Present:
Daniel Shen (President), Beverley Miranda (Vice-President), Zhidan Guan (Secretary), Bobson Wong (Treasurer), Liming Sun (Member at Large), Nghia Lam (Member at Large), Nancy Desroches (Member at Large), Robert Metcalfe (Member at Large)
The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all executives and called the meeting to order at 6:30 PM.
AGENDA
MOTION: To adopt the agenda as presented. M/S Zhidan/Nancy CARRIED.
PREVIOUS MEETING MINUTES
MOTION: To adopt the October 1, 2024 meeting minutes as presented. M/S Zhidan/Daniel CARRIED.
PRESIDENT’S REPORT
- Navigar – Lunch and Learn
Daniel said that we successfully conducted four hybrid and one virtual sessions of the Navigar Lunch and Learn in October. The in-person participation rate was lower than expected, primarily due to a large portion of IT members are still working remotely. That being said, the number of virtual participants was better.
TREASURER’S REPORT
- Bobson to ensure that residual value of IT equipment purchased by the ex-executive is paid back to the constituent body.
- Bobson updated all the expenses to date and the account is balanced.
- Bobson will contact PIPSC Finance to ask whether the meal cost will be automatically included in the yearly budget.
ACTION ITEM: Bobson will ask PIPSC finance whether the meal cost will be automatically included in our yearly budget (Six times/year).
EXISTING BUSINESS
- Items for the new swags (All)
Daniel uploaded the items and estimates to the shared drive. We will decide collectively on what item to purchase.
ACTION ITEM: Review the items and decide which items we will purchase (All)
- ITOWSG Year-End Tailgators Networking Event
December 3rd was booked for the event. We will try to clear existing swag inventory at the event. Group discussion on the budget as to which category we could allocate the event under, with the treasure’s confirmation, we collectively agreed that it is best to allocate this event expense under the 13 - Information / Lunch & Learn.
Daniel will work on communicating with the admin on broadcasting, and will draft the email to assign individual tasks to the attending executives.
Nancy and Nghia will work on the networking game idea at the event.
ACTION ITEM: All the executives will work on the event, and Daniel will assign the tasks to each individual.
- Executive apparel (Daniel)
Daniel did not have any further updates on this item and suggested the team to seek other possibilities.
ACTION ITEM: All the executives can go to the stores like Costco and check the prices of long sleeve shirts .
- Paintball event
A receipt was missing, and Robert will fill out an affidavit form. We can use the rest of the tickets to hold another Paintball event for 92 participants.
We will hold the event in May or June, depending on the weather next year.
Beverley is suggesting Robert to create a detailed list for the expense, including what is left, so that we can make a plan for the following year.
ACTION ITEM: Robert will visit the Paintball company to get a screenshot of our detailed spending on this session and create a list.
- Navigar Lunch & Learn sessions at RCMP/AAFC/SSC/DND/ESDC
(Liming, Bobson, Daniel, Nancy, Zhidan and Robert)
Daniel reported the detailed attendance numbers for both virtual and in-person sessions and thanked all executives who had contributed to successfully roll out the events.
- Skyline sporting event for September and October
Zhidan suggested postponing this event in the new year. Daniel reminds please consult with the treasure as we may not have funds for this to happen in this fiscal year either.
ACTION ITEM: Zhidan will work on soliciting interest in Skyline sporting events through a survey.
- T2200 tax specialist guest speaker
Zhidan’s lead contact reported they may be too busy to take the seminar; Beverley suggested seeking another contact who is currently doing a finance webinar at Ottawa West Branch.
Beverley will contact another candidate.
ACTION ITEM: Beverley will contact another candidate as speaker for T2200 seminar before the 2025 tax season.
- Create read access for the subgroup GD Inbox
Robert: Google Suite does not have such capability for delegate users, such as Microsoft Outlook.
Beverley motioned the password to be accessible for all the new executives. (Currently the two newly elected executives have yet received the email with the passwords)
Carried.
ACTION ITEM: Daniel will re-share the password to all the executives.
Round Table
None
NEXT MEETING
● Date: December 5th, 2024
● In-person M/S Robert/Beverley CARRIED.
ADJOURNMENT
MOTION Adjournment. M/S Robert/Daniel. CARRIED 8:40 PM
ACTION ITEM SUMMARY
ACTION ITEM: Bobson will ask PIPSC finance whether the meal cost will be automatically included in our yearly budget (Six times/year).
ACTION ITEM: Review the items and decide which items we will purchase (everybody).
ACTION ITEM: All the executives will work on the Tailgators event, and Daniel will assign the tasks to each individual.
ACTION ITEM: All the executives can go to the stores like Costco and check the prices of long sleeve shirts .
ACTION ITEM: Robert will visit the Paintball company to get a screenshot of our detailed spending on this session and create a list.
ACTION ITEM: Zhidan will work on soliciting interest in Skyline sporting events through a survey.
ACTION ITEM: Beverley will contact another candidate as the speaker for T2200a tax-return session or seminar before the 2025 tax season.
ACTION ITEM: Daniel will re-share the password to all the executives.