Atlantic Regional Executive Meeting Minutes
Delta Halifax, Halifax, NS – October 18, 2018
CHAIRPERSON: Kim Skanes
EXECUTIVE: Manny Costain
Michael Basque
Carolyn Hynes
Marilyn Best
Marcel Journeay
Scott McConaghy
Christine Newhook
Mike Pauley
Jason Rioux
Phil Wilson
STAFF: Catherine Pinks, Recording Secretary
1. Welcome and Introductions
Kim called the meeting to order and welcomed the Executive to Halifax. Kim voiced appreciation for everyone’s support during the last few months.
Jason facilitated an icebreaker. Christine volunteered to do the icebreaker at the November meeting.
ACTION: Christine facilitate icebreaker for the November meeting.
2. Approval of the Agenda
The following items were added to the agenda:
Item 10 – New Business – Email from Craig Bradley
Item 17 – AGM Logistics
Motion #1 Christine moved and Phil seconded that the agenda be approved as amended. CARRIED
3. Approval of Minutes of September 28-29, 2018
Manny noted the incorrect spelling of his first name in the attendees listing.
Motion #2 Phil moved and Carolyn seconded that the minutes of September 28-29, 2018, be approved as amended. CARRIED
4. Action Items
Action Items
Atlantic Regional Executive
September 28-29, 2018, Meeting
Rodd Miramichi River, NB
Kim led the Executive through a review of the Action Items.
# : Action : Item/Completion Deadline : Completed/Progress : BF
1 : Executive : Collect pictures and stories from their respective constituent bodies and submit to Carolyn for PIPSC’s 100th Anniversary. : ONGOING
2 : Kim : Add a reference to the PIPSC Atlantic Member Facebook page under “From the Director”. : NOTED
3 : Executive : Think of members who are deserving of a Service Award and send their name to Kim. : ONGOING
4 : Catherine : Send the Executive a list of the contact information for the stewards in the Branch we are hosting the meeting and greet for. Executive members who reside in the city of the meeting where possible contact the Stewards by phone to promote the event. : ONGOING : BF for January Meeting
5 : Catherine : Contact the Delta Halifax and explore the options of changing the date for the 2019, 2020 and 2021 Steward Council to another weekend. : ONGOING
6 : Jason : Facilitate icebreaker for the October Executive meeting. : DONE
7 : Catherine : Check with Finance on which TAN they would like member to use for days off under 3A and 3B. : ONGOING
8 : Catherine : Move the NOTE in the May 24 minutes to the end. : DONE
9 : Catherine : Confirm AYPC members are attending the Steward Council following their Friday meeting. : DONE
10 : Christine : Remind the AYPC members that when meetings are held in conjunction with Steward Council and Regional Councils in order to minimize costs attendance at the Councils is normally required. : DONE
11 : Resolutions Committee : Provide the Atlantic Resolutions spread sheet to the Atlantic Delegates prior to the Atlantic Resolutions meeting on Thursday and provide a link to the AGM resolutions on the PIPSC Web Site. : ONGOING
12 : Catherine : Check the notes from Executive meeting 09/2017 to clarify the bullet on Page 3 under Branch and Provincial Group Liaison Sub Committee. : ONGOING
13 : Kim : Bring Atlantic concerns of dissemination of inappropriate swag to the Board of Director’s attention. : ONGOING
14 : Resolutions Sub Committee : Draft a resolution for the ARC allocating of a portion of the national communications budget to the regions for visibility to the regions. BF January meeting. : ONGOING
15 : Catherine : Remove Mike Pauley from the Awards Sub Committee. : DONE
16 : Catherine : BF Steward of the Year and Executive of the Year Nominations process details to the January meeting. : DONE
17 : Catherine : Relay the recommendation of $5.00 per person, drink tickets and ordering food to the AYPC. : DONE
18 : Catherine : Inquire if the Games Room can invoice for the expenses associated with the event. : DONE
19 : Catherine : Follow up with PIPSC on why BCD has to delete member profiles if they are not used within the year. : ONGOING
20 : Carolyn and Christine : Prepare a diorama with an Atlantic theme with a clothesline and hang the gift cards on it for the AGM Raffle. : ONGOING
21 : Christine : Purchase 5 X $100 gift cards from Best Buy for the AGM Raffle. : DONE
22 : Catherine : BF AGM Resolutions cheat sheet to the January Executive meeting. DONE
23 : Catherine : Bring the AGM chair backs and Shirts to the October Executive meeting and give them to Scott. : DONE
24 : Catherine : Ship the Legacy Cup to HQ. : DONE
25 : Branch Liaison Sub Committee : Solicit a representative from NS for the 100th PIPSC Anniversary. : ONGOING
26 : Catherine : Send the region’s photos for the 100th Anniversary to Laureen Allen. : ONGOING
27 : Jason : Bring of the 100th Anniversary countdown clock at the next ITSP Committee meeting. : ONGOING
28 : Catherine : Draft four Executive Objectives and BF for review at October meeting. : DONE
29 : Mike : Secure two quotes from an actuary in NB and bring them back to the Executive. : ONGIONG
30 : Marcel : In his capacity as Lead of the Branch Liaison Committee draft a schedule of Executive meetings and which departments are in the vicinity. : REASSIGNED
31 : Mike : Draft a one page information sheet on the NB Pension issue and send to Catherine. : DONE
32 : Catherine : Arrange to have the one page information sheet on the NB Pension issue translated and copies for the Steward Council and AGM. : DONE
33 : Catherine : Prepare an email invite for an observer at January Executive meeting. Request informatics mail to members under 40 with RSVP to Catherine and Branch Liaison Lead. : ONGOING
34 : Resolutions Sub Committee : Work with Mike to prepare an AGM resolution on the NB Pension issues. : WITHDRAWN
35 Executive : Prepare questions for Steve Hindle on the NB Pension Issue to come from the floor of the Steward Council. : DONE
36 : Catherine : Check to see if Kim is available to attend the November Constituent Body training. : ONGOING
37 : Executive : Review and provide feedback to Carolyn by Friday on the PIPSC Steward Training Selection Criteria and Approval Process. : DONE
38 : Catherine : >BF January look at the composition and order of the ARC agenda. Consider moving the Branch and Provincial Group reports. : DONE
39 : Catherine : Contact Avalon to arrange for someone to receive the donation at Steward Council. : DONE
40 : Carolyn : Purchase an Apple Watch for the Steward Council raffle. : DONE
41 : Mike : On behalf of the Executive request Marion MacEachern’s attendance at Steward Council and cc email to Kim and Paul. : DONE
Item 5. Catherine advised that 2019 could not be changed but she will meet with the hotel and
explore alternative dates for 2020 and 2021. Catherine reported that as of January 16st, 2018, the Delta Halifax will no longer be managed as a Marriott hotel, operated by Marriott International, Inc. or its affiliates. The hotels current owners, SilverBirch Hotels, will take over direct management of the hotel and operate it as an independent hotel under the name of Hotel Halifax and Hotel Barrington. Discussion of whether we wanted to remain with an unbranded hotel or look at other potion took place.
ACTION: Catherine to look at other options for Steward Council in Halifax.
ACTION: Catherine to inquire if the Hotel Halifax and Hotel Barrington will be unionized.
ACTION: Catherine solicit quotes for 2020 and 2021 from Mariott Harbour Front and any other hotel in Halifax that could accommodate the Steward Council.
ACTION: Executive check Executive meeting schedule for 2019 and see if you have an office in the vicinity of the meeting where an engagement/visibility event could be arranged.
Discussion took place on the NB Pension issue and how the Executive should proceed. The topic of recruitment in NB was also discussed. Marilyn suggest that PIPSC should look at developing a strategy as to when interested parties are asking or being recruited that PIPSC determine how they would fit into PIPSC structure.
ACTION: Kim bring to the Board that PIPSC should look at developing a strategy as to when interested parties are asking or being recruited that PIPSC determine how they would fit into PIPSC structure.
5. Calendar of Events
Kim tabled the Calendar of Events noting there are no changes.
6. Hot Topics
None at this time.
7. Atlantic Steward Council Review
Kim went through the meeting packages, reviewed the facilitator’s agenda and assigned roles for the event.
8. New Business
Craig’s email regarding the Steward Council was tabled for discussion. Kim reviewed the agenda and noted that the Vicky Smallman’s, CLC presentation was on the topic of sexual violence and harassment in the workplace and not an overview of the CLC. She also indicated that there are numerous other educational topics for our Stewards on the agenda.
Marilyn stated that she felt E. Gillis’ request for time on the Steward Council agenda should have been brought to the Regional Executive for discussion prior to a decision.
9. Goals Review
At the September meeting the following four goals for the 2018/2019 period were developed. The Executive reviewed and agreed to adopt the goals below.
- Augment the Executive’s current practice of inviting observers to the Executive’s meetings in the interest of succession planning. Prior to the Executive meeting, request that a mailing is sent to all members in that demographic under 40 with RSVP to Catherine and Branch Liaison Lead.
- If the Executive is meeting in a city one of the Executive could do a site visit to a department workplace. It would be an opportunity to engage with members in the workplace with members who may not come out to an after-hours events. Visit departments that our Executive members work in to gain access – for example Marcel visiting other DND sites. Use an extended lunch hour; the NL people have to come in a day early; use the afternoon before if there is not significant travel involved.
- Support the NB Pension challenge – get the data, disseminate the data and get the $ back. Develop our own communication strategy. Have a handout ready for AGM and Steward Council and place an article in the Atlantic region’s November newsletter.
- With all the issues the region is having getting appropriate SWAG for the relevant events, create a schedule so we can arrange to have appropriate items in a timely fashion. The Communications Sub Committee will coordinate this together with the Staff Resource. Swag will be sent out to the Branch Presidents in advance of the respective events. We will also have to explore funding options.
For item b). Kim suggested we may be able to fit in a Lunch and Learn on the Executive’s lunch break if we extended it. We could look at an option in conjunction with our January meeting.
ACTION: Branch Liaison contact Halifax and DND Branch Presidents and see if anyone is interested in a Lunch and Learn in January. Note this will have to be organized four weeks out or earlier.
ACTION: Mike P. write an article on the Pensions for the November newsletter.
10. Regional Manager’s Report
Kim tabled Paul’s report. Marilyn inquired whether it would be possible to get more information on what the issues are with the larger departments. CRA, DND and DFO.
ACTION: Catherine ask Paul if going forward we could provide a breakdown on the type of issues related to the listed number of grievances in his report with CRA, DND and DFO.
Motion #3 Christine moved and Phil seconded that the Regional Manager’s report be approved as presented. CARRIED
11. Regional Finances
Phil tabled his cash flow report noting blacked out highlights indicating he will switch to double underline. Phil reported that there will be some extra funds if the Executive requires promotional items and we can look at that at our November meeting.
ACTION: Catherine check to see if AGM shirts invoice has been paid and look into if they have been charged back to the Executive.
Phil reported that there were some mix ups regarding the event budgets (ARC, Steward Council, and Training). Lucie was going to try and fix that but she has left. The event budgets are based on PIPSC’s yearend not the Executive’s yearend. To date we have current actuals from July forward. For the current fiscal year we have only used a small portion of our Lunch and Learn budget.
Motion #4 Phil moved and Marcel seconded that Regional Executive Cash Flow report be approved as presented. CARRIED
Scott brought up the topic of the ARC delegate formula suggesting we should look at the formula prior to the deadline to send it to the Atlantic Constituent Body Presidents.
ACTION: Catherine BF ARC Delegate Formula for discussion at November Executive meeting.
12. Atlantic Young Professionals
Kim tabled the AYPC report. She reported PIPSC is hosting another Youth Symposium, however the date has not been set. A person from each region will sit on the planning committee – Marcus Peck is the representative from Atlantic.
All the AYPC member’s terms will be up this year. The inaugural committee member had two year terms. Kim referred the Executive to the excerpt from minutes of the AYPC included in their meeting packages. Kim indicated each region is allowed 6-8 members on their Young Professionals committee. As there was no representative from PE on the current committee so we need to recruit a member from the Island this time. Carolyn notes that we should be ready with a strategy should we not receive a representative from one of the Atlantic Provinces. Scott notes we should try for two per province but not be stuck on that based on the distribution of the population.
Calls for interest should go out in January.
ACTION: Catherine bring a draft of the call out language for the participation on the AYPC to the November Executive meeting.
13. Resolutions Sub Committee
ACTION: Catherine/Resolutions Committee BF for January to discuss a resolution for the ARC on the allocation of the National Communications budget to the Atlantic Region.
14. AGM Logistics
Jason is heading up the hospitality suite. The budget for hospitality is $1000. Scott has the chair covers and will place them on Atlantic seats on Thursday.
15. Resolutions
Kim led the executive through the AGM Resolutions.
ACTION: Manny prepare the spread sheets indicating Atlantic’s position on the AGM Resolutions and translate.
16. Round Table and Adjournment
Kim reminded the Executive that during the Steward Council no campaigning is to take place in in the meeting room.
The meeting adjourned at 4:30 pm.