Atlantic Regional Executive Meeting Minutes - December 3, 2021

Atlantic Regional Executive Meeting Minutes

Lord Nelson Hotel, Halifax NS

December 3, 2021

CHAIRPERSON: Kim Skanes

EXECUTIVE: Jennifer Cantwell 

Cathy Hebert

Gerald Hill

Carolyn Hynes

Marcel Journeay (on zoom)

Christine LeDrew 

Kelly MacKinnon 

Scott McConaghy

Yvonne O’Keefe

Mike Pauley

Manny Costain (Incoming Director)

STAFF: Donna Davis, Recording Secretary

1. Welcome and Directors’ Opening Remarks

Kim welcomed everyone and called the meeting to order at 9:03 AM. Land acknowledgment was read.  

2.  Ice Breaker

Mike Pauley proceeded with an Ice Breaker.  Manny Costain will do the ice breaker for the January meeting.  

3.   Agenda

Add Constitution and Newsletter under New Business.

Motion #1 – Scott McConaghy moved, Christine LeDrew seconded that the agenda be approved as amended.  CARRIED.

4. Approval of Regional Executive Minutes

The minutes of October 21, 2021, were reviewed.  

Motion #2 – Carolyn Hynes moved, Yvonne O’Keefe seconded that the minutes be approved as presented.  

CARRIED.

5. Action Items Review

Kim reviewed the Action Items.

Action Items

Atlantic Regional Executive

October 21, 2021 – Lord Nelson Hotel, Halifax NS

Item#29 – Kim to send out virtual gift cards to the AGM Delegates.

Item#30 – Kelly to source coil-bound notebooks with the Atlantic Logo.    

Action Item:  Kim to send $100 virtual gift cards for events to Gerald.

Action Item:  Kelly to send Every Child Matters T-shirt to Greg Scriver to thank him for being a guest speaker at the Steward Council.  

Action Item:  Add 2023 Budget to Agenda for the next Executive meeting.

6. Calendar of Events

Kim reviewed the Calendar of Events.  

1. Review of Quotes for Training and Executive Meetings for 2022: 

Quotes were reviewed from a spreadsheet Donna prepared and the meeting locations were decided as follows:

• January 28, 29, 2022, Atlantic Regional Executive & Training Committee Meeting – Lord Nelson Hotel, Halifax, NS
• April 8, 9, 2022, Atlantic Regional Executive & Training Committee Meeting – Delta Charlottetown, PE
• September 9, 10, 2022, Atlantic Regional Executive & Training Committee Meeting – The Algonquin, St. Andrews, NB

Action Item:  Scope out new properties for meetings, if trying a new property book an Executive Meeting at the property first.  One suggestion was the Hilton Garden Inn, St. John’s, NL.  

7.  Regional Director’s Report

Kim presented a verbal report which included the mention of attending 1 Board Meeting, 1 Branch AGM In-Person meeting at the DND Halifax Branch where Jennifer Cantwell was elected as the new Branch President, and the PEI Branch AGM where she spoke virtually, her last as Atlantic Regional Director.  The Board Meeting had been dealing with a Breach of Confidentiality during a closed session of the board to observers in the waiting room.  The Director who was streaming the closed session was asked to resign but refused to reply.  This situation is recorded in the November Board Meeting minutes and includes everything along with the fact-finding results.  The Board “Onboarding” for new members will be done at next week’s board meeting.  The Director’s Meeting may not go ahead as scheduled.  

The CLC representatives will be extended until new representatives are selected.  The new Minister of TB has announced new flex work arrangements, a safe work environment, and the Union will support both initiatives. 

Food Bank Donations from the Constituent Bodies have to be done through finance, they will notify the food bank of the donation amount and the Constituent Body name that it came from.  

Vaccine status attestations, “yes or no” have to be uploaded.  Each case will be dealt with individually.  Please notify an ERO if you need assistance.  

APTN – First Contact – 1^st episode has been aired.  The Indigenous plaque has been hung up in the Head Office and each region will receive one to be hung up in their respective offices.  

The Steward Check-In went well.  The Executive Training held at the Lord Nelson Hotel in Halifax, NS in November went well with 20 engaged people.  We ran short of time so a section had to be cut out.  This training was facilitated by four Executive Members.  

As this will be my last Director’s Report I would like to thank everyone for their support over the years.  

Motion# 3 Kim Skanes moved and Carolyn Hynes seconded approval of the Atlantic Regional Director’s Report.  CARRIED

8.  Financial Report

Gerald went over the Statement of Cash Flow and Income Statement for the period ending December 31, 2021 (as of November 30, 2021).  Gerald would like to review the 2023 Budget at the next meeting in January.  Gerald asked the Executive Members if they would like him to include the notes section of the Income Statement for future reference, all agreed they would like to see the notes going forward.  Gerald agreed to include them for the next meeting and going forward.  

Gerald needs the Steward Council donation for the Mi’kmaw Native Friendship Centre delivered, to have a picture taken of the Executive Member handing the check over to the centre, and to ask the centre to cash the check before the end of the year.  

Action Item:  Cathy Hebert to deliver the donation to the Mi’kmaw Native Friendship Centre and get a picture taken.   

There was a discussion in regards to Auditors for the Atlantic Regional Executive Finances going forward.  As in the past, we do not hire an auditor, they would have to volunteer on an honorarium basis, where the table decides what to pay.  It was decided to continue with the honorarium of $200 dollars to audit the Atlantic Regional Executive Finances.  We feel it is important to get someone familiar with PIPSC Business.  It was decided that Phil Wilson was a good person to Contact.

Gerald needs any receipts from the Executive for items purchased on behalf of the Atlantic Regional Executive.  A check will be written and need to be deposited before the end of the year.   

Motion# 4 Gerald Hill moved and Kim Skanes seconded Gerald’s Financial Report.  

9. Training Committee Chairperson’s Report

Carolyn Hynes, Chair of the Training Committee, went over her report submitted on google drive.  

Motion # 5 Carolyn Hynes moved and Jennifer Cantwell seconded the Training Committee Chairperson’s Report.  

10. New Business

1. Hotel Familiarization Tour with Trish Tuttle – Trish Tuttle, gave us a brief history of The Lord Nelson Hotel and began to show us the layout of some of the rooms we would contract for our events.    
2.  Committees of the Board Selection – Volunteer List – The Executive went over the Standing Committees of the Board Volunteer Selection List of applicants and chose the candidates they would support.  They also reviewed the volunteers for the Chair of the Board Committees which they have no say in who is chosen.  
3. Atlantic Region Steward Renewals – The executive reviewed and agreed upon the Steward Renewals.
4. Constitution – The last Atlantic Regional Council changes to the Constitution & By-Laws for vacancies have to be ratified by the Constituent Body By-Laws Committee and the Board.  This will be done at the next By-Laws Committee of the Board Meeting.  This is the motion on dealing with how to fill vacancies on the Atlantic Regional Executive, which was to go back to the list of candidates.  
5. Newsletter – As the Newsletter has not been done in a while, it is time to put one together.  Some suggestions for the newsletter are Atlantic Regional Council, Steward Council, New Executive Bio’s, Annual General Meeting, Executive Training, an article for the outgoing Director, Kim Skanes, Calendar of Events, New Board Members, Branch Profile, NB Groups, Tree Planting Event, and Incoming Director, Manny Costain.  Everyone please send their articles to Christine LeDrew.  

Action Item:      Christine LeDrew to put together the Newsletter.  

Action Item: Donna to check to see which Branch is the next on the list for a profile in the newsletter.  

Action Item: Kim to put in a request for Donna to attend the next executive meetings.  

11. Round Table

The Executive thanked Kim for her dedication to the Atlantic Region and wished her well in her future endeavours.

Kim thanked everyone and sends her best wishes going forward.  Kim welcomed Manny and advised she would be happy to support him in any way if needed.  

Motion #6 – Kim Skanes moved and Mike Pauley seconded that the meeting is adjourned at 6:00 PM Atlantic time.  Kim passed the gavel to Manny.