Atlantic Regional Executive Meeting Minutes - January 25, 2025
Location: The Lord Nelson, Halifax, NS
CHAIRPERSON:
Mark Bellefleur
EXECUTIVE:
Christine LeDrew, Secretary
Lori Rowe
Carolyn Hynes
Tony Chubbs
Tamara Critch
Mike Pauley
Gerald Hill
Kimberley Keats
Scott McConaghy – Virtual
Paul Hubley
REGRETS:
None
1. Welcome and Directors’ Opening Remarks
Mark called the meeting to order at 9:04am. Mark offered a land acknowledgement and the equity statement.
2. Ice Breaker
Paul proceeded with a light fun Ice Breaker. Mark volunteered to do the Ice Breaker for the March meeting.
3. Agenda
Mark proposed to BF Meet and Greet and Seasonal Social items to next meeting, make AYPC standing item not under new business asked if anyone had any additions to the agenda, remove cvent item.
Motion # 1 Mark Bellefleur moved, and Mike Pauley seconded that the agenda be approved as amended. CARRIED.
Action: Donna to put seasonal social and Meet and Greets on March agenda.
Action: Donna put names of executive with the agenda item.
Action: Donna put AYPC as standing item not under new business.
4. Approval of Regional Executive Minutes
Agenda item regarding meeting minutes was brought forward to now. (12. E)
Motion # 2 Carolyn Hynes moved; Tony Chubbs seconded that the minutes be deferred to the next meeting. CARRIED.
Discussion occurred on minutes and format going forward as more of a bullet decision record with
No action item table included.
Motion # 3 Mark Bellefleur moved; Carolyn Hynes seconded that the secretary prepare these minutes and the last two meeting minutes in a more bullet form decision format. CARRIED.
Action: Christine to prepare last two meeting minutes in a bullet decision format.
5. Action Items Review
Mark reviewed the Action Items and document has been updated accordingly.
Action: Mark to bring to the board for actuals.
Action: Mark to find out what the other regions are doing with their Steward Council Budget.
Action: Donna to inform executive if indigenous are being paid a guest speaker fee.
Action: Paul and Mark to contact Manny about Pete’s Boutique.
Action: Tony send copy of draft resolution to executive.
Action: Mark will bring better together resolution to the board, if no movement we will bring as a resolution to the ARC.
6. Calendar of Events
Mark went over the calendar of events for 2025 and 2026.
Discussion on considering not having training school and ARC so close together. With March Breaks it would be more difficult to have training school. Further discussion on not having the packages printed going forward and have them electronic which can be given to participants beforehand.
Discussion on dates and locations for training committee, strategic planning and regional executive meeting for August/September 2026.
Motion # 4 Tamara Critch moved; Christine LeDrew seconded that training committee, strategic planning, and regional executive meeting be held August 14-15, 2026 at a Marriott hotel in Moncton. CARRIED.
Action: Carolyn to inform staff not to print packages for events.
Action: Donna add 2027 meeting locations to March agenda.
Action: Donna obtain a quote for August 14-15, 2026 executive meeting in Moncton at a Marriott property, if not Marriott then a Hilton.
Action: Christine to confirm with Donna about the strategic planning meeting not showing on the calendar of events for august 2025.
Action: Christine to confirm with Donna about the date for ARC in calendar of events for 2026.
7. Regional Director’s Report
Mark advised that his Director’s Report is not the correct report on the drive. Provided a verbal update:
- Sat in as an observer at the board of directors and regional directors meetings prior to Christmas.
- Attended two day board of directors training before Christmas.
- First official board meeting was a few weeks ago.
- No longer hiring catered food at board meetings at the PIPSC office.
Manny’s final regional director’s report was posted on the google drive.
Discussion occurred on how to keep the regional executive up to date on board of directors’ meetings.
Motion # 5 Mark Bellefleur moved; Carolyn Hynes seconded that the Regional Director’s Report be approved as presented. CARRIED.
8. Financial Reports
Paul provided updates on 2024-year end financials. It was noted once we have a copy of the draft minutes from 2024 ARC the request for allotment can be submitted.
Executive discussed the difference and confusion of calendar year and PIPSC Fiscal Year. It was noted this is being looked at by finance.
Motion # 6 Paul Hubley moved; Lori Rowe seconded the 2024 year end financials be approved as presented. CARRIED.
Paul presented the 2026 budget. Further discussion and clarification was provided on previously approved 2025 budget amounts for the networking events at training events.
Discussion on events/meeting financials – approved budgets and actuals. There have been issues with getting meetings approved by finance and may loose the contract with the hotels. It was noted that we must do budget cuts which is being based on actuals, but we are not being provided these actuals. A meeting is being scheduled with John and director of finance.
Action: Paul follow up with Donna on 2024 ARC Minutes.
Action: Paul to bring 2026 budget to next meeting for approval.
Action: Carolyn inform Cheryl Training school courses are stay status quo.
Action: Mark to discuss Atlantic concerns on WFA training at AC
9. Training Committee Chairperson’s Report
Carolyn stated her report is located on the google drive. Items brought forward from training committee meeting from January 24th:
- Some employees scheduled to attend BST in February are TERM employees. Training committee motioned to put a pause on terms to attend any steward training if their term expires in that calendar year.
- Training committee motioned to endeavour to use the member facilitators at training events. At ARC, the training committee is recommending having a training event Friday afternoon. Education should have a WFA lunch and learn session ready. The member facilitators can provide this session at ARC.
- Discussion on the training evaluations and noted need more structure on some sections at steward council. Training committee had an idea of hosting a Q&A session with Max where can do a call out for questions. Further discussion that these evaluations should be posted to the whole executive.
- Discussion at training committee regarding the awards dinner. Training committee will re-add the awards from 2:30-3pm (scholarships, pins, and steward of the year).
- Regional director has a conflict with their schedule and training school. Mike Pauley as Vice-chair will attend in his place.
- Discussion on the UFLB cheat sheet Mike created.
Motion # 7 Carolyn Hynes moved; Kim Keats seconded to provide read access of the training committee drive and the financial drive to the entire executive. CARRIED.
Action: Carolyn to contact member facilitators for their availability and topic of choice.
Action: Donna to provide read access to the training committee and financial drives to the entire executive.
Action: Christine to post UFLB cheat sheet in the working group drive.
Motion # 8 Carolyn Hynes moved; Lori Rowe seconded that the Training Committee Chairperson’s Report be approved. CARRIED.
10. Committees of the Board Reports
The regional executive reviewed the reports on the google drive.
a. TEAM
b. HRDC
Reports are supposed to be an update of what is happening at the committee.
Action: Mark to determine the role of the reports.
Action: Mark to follow up with committee rep to find out what they want done regionally.
Action: Donna add National YPN added to committee of the board list.
Motion # 9 Christine LeDrew moved, and Gerald Hill seconded that the Committees of the Board reports be moved as presented. CARRIED.
11. Steward Check-In Evaluations
a. September 2024
b. November 2024
Discussion on the two steward check-in evaluations occurred. Executive discussed to have attendees to show their group and/or department in their display name. Furthermore, discussion on evaluations at in person events such as a QR Code to make them complete before the event is over.
12. New Business
a) ARC Delegate Allotment
Scott provided an updated copy of the allotment. Executive had capped ARC to 110 but eligible for 135. Discussion on the 110 number, hotel sizes, cut off registration date.
b) AGM Delegate Allotment
Scott provided an updated 4-year formula. Depending on membership numbers we may have 35 delegates this year. Regional executive discussed further.
It was noted there is a document on the drive explaining how the allotment is calculated for both the ARC and AGM.
c) Meeting Booking dates and places up to May 2027
Deferring this topic to March Meeting.
d) ARC Planning
It was noted that the Advisory Council would like to have a 30 minute slot to speak to the assembly.
§ Guest Speaker 3:45-5pm Friday: Discussion to slot the AC for this time. Executive decided to put the training session during this slot.
§ 1:30-2:30pm Friday: Executive decided to put the AC session here.
§ Invitations: Mark will invite President Sean O’Rielly.
§ Executive discussed who gets the call out for executive of the year award. It was not sent to all membership in the past just to the branch presidents.
Action: Donna to update ARC agenda to reflect changes.
Action: Mark to invite Sean and Chris.
Action: Carolyn to get WFA decks from education.
Action: Christine to ask Donna to email Hashem for the branch profile section.
Action: Christine to find out the list of who has done profiles at the past ARCs.
Action: Kim to contact Donna to send the executive award nomination to all members.
e) Meeting Minutes Format
Discussed earlier in the meeting.
f) AYPC Update
No meeting since the last executive meeting. Christine provided a verbal update noting a zoom meeting being held next week. AYPC planning to host a virtual information session in the next few months.
Motion # 10 Christine LeDrew moved; Carolyn Hynes seconded that the AYPC report be approved as presented. CARRIED.
g) Indigenous Opener for Events
Discussion occurred. Christine will create a procedure document to ensure we follow proper PIPSC bylaws and cultural requirements. Further discussion on previous events. Some speakers do not want it given in public, some require a gift such as tobacco, artwork, etc. It was noted that the executive needs to be in the loop of what and how the speakers are getting paid. If no payment, then we will offer an honorarium.
Action: Christine to create an indigenous speaker procedure sheet.
Action: Mark to ask at his department for cultural norms.
h) Update on Corner Brook Branch
Christine provided an update that not much is occurring due to members and timing. It was noted that this is an issue in other areas as well. Executive discussed other options. Mark suggested he can attend and organize an event in Corner Brook. Executive determined if the event hosted by Mark and Christine does not get any RSVPs then this is over.
Action: Christine to reach out to Pat about me and Mark going for a meet and greet.
Action: Christine to get the CB list of members from president of Gander.
i) Meet and Greet Locations – Next 3 years
Discussion on meet and greet in Saint John, NB in March occurred. The other meet and greets are being deferred to the next meeting. Further discussion occurred on location and budget.
Action: Lori to book location for 5-7pm on Friday night with no minimum spend.
Action: Lori to contact Donna to have notice sent to Saint John members.
j) Seasonal Social
Deferred to the next meeting.
k) Accommodations during meetings
Discussion occurred on members with disabilities and how some have not been accommodated at events. It was discussed that it needs to be in the members Cvent profile. Executive wondered what the options for different type of accommodations are and what is PIPSC national doing for accommodations.
Action: Lori to speak with a member to ask what we can do to help.
Action: Carolyn to ask Donna for the registration details.
Action: Mark to question National about accommodations.
l) How Cvent is used
Striked out due to not sure of the topic.
m) Social event – Training School
Carolyn provided an update of what has occurred in the past. Discussion occurred on 2025 training school event and decided on one night. Some ideas were mentalist, BBQ in the Barn, guest speaker.
Action: Donna to enquire if the Barn is opened and book.
12. Round Table
Mark thanked everyone for a great meeting.
Motion # 11 Mike Pauley moved, and Paul Hubley seconded that the meeting be adjourned. CARRIED.
The meeting was adjourned at 4:20pm.