RECORD OF PROCEEDINGS MEETING
Ontario Regional Executive
April 19, 2018
Meeting Date: April 19, 2018
Time: 9:00 am to 5:00 pm
Members
Present
Peter Gilkinson, Regional Director and ORE Chair, and Labour day parade co-ordinator
Din Kamaldin, ORE Vice-Chair, and Labour day parade co-ordinator
John G. Purdie – Ontario Regional Council Chair & Branch Liaison and Newsletter Editor
Linda Joly – Ontario Regional Council Vice-Chair, and Event Co-ordinator
Tom Yantsis – Ontario Region Treasurer
Christopher P. L'Estrange – Recording Secretary, Training Committee Recording Secretary
Judy Chow – Training Committee Member & Lead Social Media Manager
Peter S. Jozsa – Steward Council Chair, and Training Committee Chair & Social Media Manager
Yvonne Snaddon – Training committee member, Branch Liaison and Newsletter Editor & Social Media Manager
Tim Azab – Labour day parade co-ordinator & Legacy Foundation Champion & Social Media Manager
Absent
Dean Corda – Branch Liaison and Newsletter Editor, Training Committee Member & Social Media Manager
Alternates
None
Invitees/Observers
None
Presenters
None
Secretariat
Christopher L’Estrange
Discussion Summary
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Call to order by the Chair
Motion to begin the meeting promptly at 9:00 am
Moved by: Chris L’Estrange
Seconded by: Din Kamaldin
Motion Carried
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Approval of Agenda
Din asked that we move straight to the minutes of the last meeting.
Peter Gilkinson advised that we first must approve the agenda for this meeting.
Discussion regarding the agenda.
Motion to approve the meeting agenda.
Moved by: Peter Gilkinson
Seconded by: John Purdie
Motion Carried
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Approval the February 2018 Minutes
Motion to approve the meeting minutes.
Moved by: Peter Gilkinson
Seconded by: John Purdie
Motion Carried
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Items arising from the previous minutes
Chris went through the February 10, 2018 minutes to highlight action items as follows:
| Action Items arising from February 2018 ORE minutes | Action required | Completed Action |
|---|---|---|
| Tom (Treasurer) to check with Finance committee re the funding for the funding for the Youth Committee at the ORC. | Tom Yantsis | |
| Dean – creation of a survey for Stewards at the OSC. | Dean Corda | |
| Tim – PIPSC Legacy Fund. Tim sent an email to Del Dickson to ask about the funds from the Ontario Region. However the information cannot be disclosed due to confidentiality and the winner is usually announced at the AGM. | Tim Azab | |
| Peter G and John P – The PIPSC travel policy. John has prepared wording for a bylaw change which is a starting point for discussion. We will make this an agenda item for discussion later in this meeting, under New Items. | John Purdie | |
| Peter Gilkinson – CLC. This is an agenda item in this meeting under new business. | Judy Chow Peter Gilkinson |
|
| Judy – updated spreadsheet uploaded to google drive. This is an evergreen document which can be amended and improved continually. | Judy Chow | |
| Pete J – Ontario Region Recognition Award to a Branch at the ORC. This will be planned starting in 2019. The Branch President’s may be invited to provide input. General discussion regarding the award itself a trophy or a certificate. Cost was discussed. Where will the trophy reside; engrave the branch name on the trophy; possibly have a banner on the PIPSC website; certificates may not be framed and one per local executive member. Branch Liaison to follow up with the Branch Presidents. | Branch Liaison | |
| Peter G – Murphy Room update re the 2018 PIPSC AGM – Peter’s email to Julie Feb 26. This is part of the AGM Liaison role. | AGM Liaison | Peter Gilkinson |
| Linda – Update re planned Ontario Events for 2018 PIPSC AGM. | Linda Joly | |
| Peter G – Duties of VP for the by-laws to be brought to the ORE April Meeting. This has proved more complicated because the duties are applicable for 3 years. The VP assists the President. They take on the work delegated by the President. | Peter Gilkinson | |
| Judy and Pete J – QR code for Facebook – update. Done. | Pete Jozsa and Judy | |
| Yvonne – Youth delegates to the ORC – letters of acceptance etc. Done. | Yvonne | |
| Dean, Pete and Judy – presentation re the google drive. | Agenda Item under new business | |
| Power Bars arranged for the Executive training meeting in June – Chris – done. | Chris L’Estrange | |
| ORC resolutions – John Purdie | John Purdie | |
| Contact Band re the Steward Council – Chris. They are not available. | Chris L’Estrange |
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2018 Ontario Regional Council Briefing – John Purdie
John Purdie stated that this ORC is ready to go. Unfortunately, we have had a cancellation of one of our guest speakers and John was able to fill that time slot with another speaker.
The panel discussion has four panel members who were given the list of questions ahead of time.
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New Items
June ORE meeting:
The meeting was bumped because of the Executive training meeting.
We discussed new dates for the regular June meeting. There is a strategic meeting as well. Two days back to back.
We agreed to have a two-day meeting. A date is needed today. We can discuss location secretarially.
Action Item: May 18 and 19 was decided as all executive are available that weekend. Pete Jozsa will discuss with Heather.
Action required: Pete Jozsa
Resolutions:
These are being brought to the ORC for consideration for this years AGM as submitted by the Ontario Branches. A discussion of the resolutions ensued to ensure that the executive be aware and familiar with the resolutions.
Action Item: The secretary will forward and submit the resolutions which are passed by the ORC to the PIPSC National office for presentation to the PIPSC AGM in November.
Action required: Secretary and Director
NUPGE Union video:
We agreed to play this one-minute clip at the start of each day at this ORC.
Labour Day Budget:
Action Item: Tom to discuss with Finance the creation of a line item for this category of event.
Action required: Tom Yantsis
Youth Committee:
We have a youth committee. We would like to change the name to the Young Professionals Committee.
Branch Presidents will be introduced to the Youth Representatives at the ORC.
We intend to go over the travel claims and the mandate of the committee. We would like to guide them and provide financial assistance but this will be their committee. Because they are younger members we can incorporate technology; google drive etc.
Youth Symposium:
The Youth coming to the 2017 PIPSC AGM was a pilot. Peter explained that the Board of Directors are deciding whether to continue this in 2018.
The selection of youth members going to the PIPSC AGM if this is continued should come from the Youth Committee.
Observers – to the AGM:
The ORE would like to set aside a limited amount of funds to allow observers from Branches to attend the PIPSC AGM on behalf of their Branch. The OR would provide possibly $XXX to a branch to assist with costs for the branch to send an observer to the PIPSC AGM. It is expected that the Branch would also assist the member would is attending as an observer.
We could set aside possibly $XXX from our allotment as a limited amount of total funding for all observers. The individual observer would also be limited to $XXX per observer. We are still in the preliminary discussions on this topic. No decisions have been made at this point.
It’s our intent that we are providing this assistance to the Branch.
This will be discussed at the Branch President’s meeting tomorrow. Perhaps the Presidents may have some ideas or comments on this subject.
Peter Gilkinson advised that before brining this to the Branch Presidents we should have a very strong plan to start with.
Yvonne asked if we are all in agreement that the OR is offering funding to the Branch and not the member for use in funding an observer to the PIPSC AGM.
All agreed.
Yvonne asked about a total limited fund amount. Our Treasurer, Tom explained that we may be able to set aside $XXX to start with.
Yvonne asked about wording for a communication to request submissions of applicants.
The submissions must come through the Branch President. Also Yvonne suggested that deadline be set for submissions.
The treasurer with the Branch Liaison committee will set the guidelines.
Election’s Committee:
The committee decided that for the upcoming National elections the candidate can prepare a speech or a two-minute video.
2019 Location decision for the Ontario Steward Council:
Heather has asked that the executive bring recommendations to her from this meeting. Heather will gather quotes and information from those recommendations and provide those to the ORE prior to the ORE meeting in September. A decision is required at the September ORE meeting.
The ORE discussed venues. Our final selections were chosen.
- Toronto - Delta
- Toronto - Hyatt
- Blue Mountain Resort in Collingwood
- Windsor Ceasars
- Toronto - Intercontinental
- Toronto – Westin-Harbour-Castle
Action item: Pete Jozsa will bring our recommendations to Heather next week.
Google Drive:
Yvonne and Dean presented the Google drive folder set up by PIPSC for our Regional executive.
Newsletter – inclusion of a photo of the Branch President in a Branch activity report submitted to the Newsletter.
The Newsletter committee edits the submissions to the Newsletter. They need to make sure they are appropriate and there is room in the newsletter.
John Purdie had submitted a photo of himself with the report to be in the newsletter. The editors considered that the photo of the President is not appropriate to be included. There was also a signature block with “in solidarity” which the committee had reservations about.
In the past there has never been a signature block and no headshot of the person making the submission.
These are considered “precedent setting”.
Also, submissions are treated different from an article.
A submission goes in the activity section of the newsletter. The committee recommends that the ORE be involved to decide how to resolver this matter.
The ORE deferred to the Newsletter Editors to make decisions using their best judgement.
Steward List – Ontario:
This will be used by the executive for planning purposes.
December ORE meeting:
Discussion of dates resulted in November 30/December 1, 2018.
Action Item: Pete Jozsa to talk with Heather to arrange the meeting and the Christmas appreciation of PIPSC staff at the Grand Hotel.
Action required: Pete Jozsa
A general discussion ensued regarding receptions at events. Networking and the importance of welcoming first-time attendees. It’s incumbent on all stewards to ensure people feel included and welcome at our Ontario Region PIPSC events.
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Committee Reports
Treasurer Report:
Tom presented his report. Our allotment was received in February. It went up a little because our membership has increased slightly.
Motion to approve the treasurer’s report
Moved by: Din Kamaldin
Seconded by: Dean Corda
Motion Carried
Branch Liaison Report:
Newsletter – ready for distribution at the ORC.
Branch Presidents meeting tomorrow – Pete will do a training update. Also, Pete will do a doodle demonstration.
They will also discuss youth and steward recruitment with the Presidents.
On the recent call, John talked about the upcoming ORC. Pete mentioned the legacy cup in Tim’s absence. Lunch and learns were discussed with the Presidents.
Pete will give approval to various topics and events under the lunch and learn events.
OSH training is delayed because it is being revamped. The old material is out of date. Pete intends to ask the Presidents what their needs are, or what they can recommend for modules at the Steward Conference.
Yvonne also asked that John ask the Presidents tomorrow to consider their delegates for the PIPSC AGM.
Additionally, the branch of the year award, and the steward of the year nominations.
Training Committee Report - Pete Jozsa
Pete asked the ORE to consider options for swag for the Stewards conference.
Action Item: Tom to get back to Pete regarding the swag.
Action required: Tom Yantsis
Steward Council: Various topics under the passport theme we used last year. We are still gathering ideas for the 90-minute sessions.
This year we are looking at having a healthy workout session as an option under the topic of health and welfare of our stewards. The stewards will be asked to bring exercise clothing if they choose this session. Becky Overbeck. Physical Fitness is all part of Mental Health as well.
Labour School may be changing to three or four classes per year. This year we have three. There is shortage of available ERO’s at the Ontario PIPSC office. This is why we cannot conduct more classes this year. Hopefully next year we can increase classes.
ITSP update – Dean Corda:
Our travel is being revamped at PIPSC so that travel will be tied to TANs.
Everyone who has a PIPSC email account should have received an email to advise that PIPSC is switching to a new email server.
The PIPSC website may also have some changes based on feedback. Video conferencing is being looed at.
There at two types of emails that PIPSC issues. The old system used a link. The new email will use a new approach with photos – Nation Builder – which draws attention a bit better.
Navigation in the new PIPSC website is a bit different. IT may be difficult the first time to find something.
Communication Report – Facebook etc: Judy Chow
Judy asked for contributions to the Facebook page. We have 124 members now. A few of our members are posting quite a bit.
BLPC:
John says they will be meeting in a couple of weeks in Toronto.
Many resolutions at the last AGM which were referred for lack of time to the BLPC may not have been dealt with in time for the next AGM because of the volume of items.
has been working with the Branches on getting their by-laws up date. Those Branches have had some challenges due to have very few executive members in some cases. New leadership is being recruited in a few of these Branches and the by-laws will be addressed accordingly. It is a slow process.
Legacy Cup report: Tim Azab
Peter Gilkinson asked that we buy some prizes to have a lucky draw style fundraiser to raise money for the legacy cup.
Action Item: Tom to look at prize ideas for the fundraising table at the PIPSC AGM. Delegates will purchase tickets to put in a jar beside the prize they choose. We need something to attract tickets. The funds raised will go to the legacy cup.
Action required: Tom Yantsis
Motion to set aside $XXX for the PIPSC AGM for a raffle prize to raise money for the Legacy Cup.
Motion to set aside up to $500 to have a prize purchased for a fundraiser at the 2018 PIPSC AGM to raise money for the legacy cup to allow Tim to go forward and find out if there are limits etc.
Moved by: Peter Gilkinson
Seconded by: Chris L’Estrange
Motion Carried
Action Item: Tim to gather some more information on whether there is a limit on the value of the prize.
Action required: Tim Azab
Director’s Report:
Peter Gilkinson presented his report.
There were no questions.
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Round Table
Pete Jozsa reminded everyone that this is National Volunteers week.
John wanted follow up to say that he revised the wording of the resolution on the travel policy and asked if the intention of the ORE is to bring this to the floor of the ORC so it can be taken to the PIPSC AGM. Peter would like to take it to the BOD first to give the Board the opportunity to address first.
Judy stated that she would like to add that there was a post on Facebook from a member which was removed because the topic was not pertinent to Ontario Region. She just wanted to make us aware of this.
Any postings are subject to monitoring and the moderator may remove content.
Din explained that they have a new chair in the Human Rights and Diversity committee, Mario.
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Meeting adjourned at 5:07 pm
Peter Gilkinson thanked the executive for a productive meeting.