Atlantic Regional Executive Meeting Minutes - May 23, 2024

Atlantic Regional Executive Meeting Minutes - May 23, 2024

The Rodd Charlottetown, Charlottetown, PEI 

 

 

CHAIRPERSON:            
Manny Costain

 

EXECUTIVE:                  
Christine LeDrew, Secretary
Lori Rowe
Carolyn Hynes
Gerald Hill
Jennifer Cantwell
Tony Chubbs
Yvonne O’Keefe
Mike Pauley
Kimberley Keats
Scott McConaghy

 

REGRETS:                      
None

 

1.      Welcome and Directors’ Opening Remarks

Manny called the meeting to order at 9:03am. He welcomed everyone to the meeting in PEI. Manny offered a land acknowledgement:

 

“We begin by paying respect to the Mi’kmaq people of Abegweit in Mi’kma’ki. We acknowledge that Mi’kma’ki is the ancestral and unceded territory of the Mi’kmaq people, who, in 1725 first signed the Treaties of Peace and Friendship with the British Crown. Those treaties did not deal with the surrender of lands and resources, but instead recognized Mi’kmaq title and negotiated a path toward an ongoing relationship between nations. We acknowledge we carry out our daily work in Mi’kma’ki.
 

We convey our respect to all indigenous peoples living in this region, to the knowledge keepers, and to their brave and resilient leaders, past and present.
 

We acknowledge that any efforts we make as a collegial Association towards creating a fairer and more just workplace for more people, and the efforts we make to recognize and ameliorate the conditions that perpetuate injustices among us, must begin by also recognizing the injustice that lies at the base of the place we live and work. And then, together, we move towards a more just world for all of us.”
 

Manny also provided the PIPSC Equity statement:
 

“Union solidarity is based on the principle that all union members are equal and deserve mutual respect. Any behaviour that creates conflict prevents us from working to strengthen our solidarity and the labour movement. As professional public servants and unionists, mutual respect, cooperation and understanding are our goals. We neither condone nor tolerate behaviour that undermines the dignity or self-esteem of any individual or creates an intimidating, hostile or offensive environment. Discriminatory speech or conduct which is racist, sexist, transphobic, or homophobic hurts and divides us. So too, does discrimination on the basis or disability, age, class, religion, language and ethnic origin. Sometimes discrimination takes the form of harassment. Harassment means using real or perceived power to abuse, devalue or humiliate. Harassment is not a joke. The uneasiness and resentment that harassment creates, are not feelings that help us grow in solidarity. Discrimination and harassment focus on characteristics that make us different, rather than those elements that make us the same. They reduce our capacity to work together for and with our members for better contracts, safe working conditions, and justice in both the workplace and society. The Institute’s enduring values, our policies and practices reflect on our commitment to equality. This event is a harassment free zone to ensure that the dignity and equality of our members is respected.”

 

2.      Ice Breaker

Yvonne proceeded with a light fun Ice Breaker.  Lori volunteered to do the Ice Breaker for the September meeting. 

 

3.   Agenda

Manny asked if anyone had any additions to the agenda. There were no additions.

 

Motion # 1     Jennifer Cantwell moved, and Lori Rowe seconded that the agenda be approved as presented. CARRIED.                   

 

4.    Approval of Regional Executive Minutes

The minutes of April 6^th, 2024 were reviewed. Manny asked if anyone had any comments or additions to the minutes. There being no additions or corrections.

 

Motion # 2     Mike Pauley moved; Tony Chubbs seconded that the minutes be approved as presented.  CARRIED.                                                                                                   

 

5.    Action Items Review

Manny reviewed the Action Items.

 

Action Items

Atlantic Regional Executive

The Delta Fredericton, Fredericton, NB

April 6, 2024

 

 

#1: Manny noted the next steward check in is scheduled for July 16th.

#5-6: No need to continue with these items.

#8: Tony purchased local prints.  

#29: Item was not posted.

#31: Gerald noted that he could not find anything else besides the NB Mayday payment. Carolyn noted that there was approximately $6000 from the Board of Directors. It came to the regional executive to request the reimbursement. Discussion ensued on how this occurred. Christine will provide the dates from minutes to Gerald about when the cheques were paid for the DLC Fee. Manny will provide the details of DLC for NB to Mike Pauley.

#34-35: Carolyn noted the emails are sent to Cheryl and Max. There has been no response back and education said the courses are available and they will have to adapt them to accommodate the separate employers.

#36: This item has been completed but not submitted for ARC with translation.

#43: Manny noted we will discuss later as it is on the agenda and if we want to adopt it then we can.

 

Action: Manny provide DLC information for NB to Mike.

Action: Christine find dates in minutes for DLC fee for St. John’s.

 

6.    Calendar of Events

Manny went over the calendar of events for 2024 and then 2025. It was noted that November 15^th and 16^th training is updated to the Crown Plaza not the Hilton and it is the weekend right after the National AGM. Carolyn noted that we need to think about the locations of Basic Steward training events as some locations are difficult to get to. Discussed ensued on the travel situations. Carolyn noted that we should be telling the stewards up front about what they can and cannot do within the travel policy; that they can travel together, etc. Jennifer noted about encouraging the carbon footprint. Executive asked what other regions do. It was noted that the participants are not aware of their travel rights. Gerald noted that he has the budgets submitted. It was suggested to bring this back to the planning meeting in September. Kim suggested being able to provide the new stewards information on their travel rights (ex: rental car, fly day before, etc.). It was noted that the travel policy can be complicated. Carolyn suggested a cheat sheet for the travel policy.

 

Action: Donna to update calendar of events for seasonal social and executive meeting in December.

Action: Donna to add travel rights to September planning meeting agenda.

Action: Carolyn and Christine to create travel policy fun fact sheet.

 

7.  Regional Director’s Report

Manny advised that his Director’s Report is on the Google Drive for review but provided a brief verbal report. It was noted that the Board of Director’s has decided to boycott National Public Service Week, there has been unfair labour practice and bad bargaining complaints have been filed. Manny noted that more stuff will be coming down the pipeline and that TBS did fulfill the mandate for the MOA but no results. They agreed to talk but did not agree to change anything. Kim noted that it is not actually in our collective agreements so we do not really have much of a leg to stand on. It was something at the central table. A further discussion occurred on the Return to Office mandate. Scott noted the telework directive says that employees can work from home voluntarily. Lori asked why don’t we push back in this type of way. Mike noted that PSPC was cutting their properties. All employees need to stand up and show the employer that they need to really think about this situation. It needs to be a very organized event with all union to make any affect.
 

Carolyn noted that the SH group was in bargaining the day of the rally and they were in the main area of PIPSC talking to Doug Mason. Two TBS members over heard to conversation and they were kept in the meeting with TBS till after 12noon.
 

Manny also stated that he was told verbally last week that EROs are maxed out on work. Money will be reallocated to the Atlantic Region for another ERO position. Carolyn noted that at the Mentorship Workshop an NCR ERO was really concerned that the mentorship program was going to put more work on their workload. Tony questioned who would we reach out to for NJC entitlements.

 

Motion # 3     Manny Costain moved; Scott McConaghy seconded that the Regional Director’s Report be approved as presented. CARRIED.

 

8. Training Committee Chairperson’s Report

Carolyn noted that her report is posted on the google drive. Carolyn mentioned that we held the training school since the last meeting and noted that we had our first indigenous opening that we received a lot of good feedback. It was noted that Richard brought forward that when we invite someone for an opening that we should give a traditional gift or monetary donation (honorarium). He also noted that we should ask them in advance what they would like to receive. Tony suggested that we add this into the gift donation policy. Kim noted that we will have to look at the constituent body funds policy from PIPSC to ensure we follow proper policies. Manny stated that the Indigenous elder for ARC provided information on the traditional gift. Yvonne questioned should we do something to acknowledge them more; for example when they walk in the room have all delegates stand. Kim noted that we should follow their protocols to ensure that we do not do something to offend them. Carolyn noted that the topics at training school were well received. The executive had a discussion on the courses.

 

Action: Gerald to write a cheque for the training school honorarium.

 

Carolyn stated that she has received several lunch and learn requests. Carolyn confirmed that the topics for steward council has been discussed with the regional office manager and that education department has confirmed there are courses around these topics. Carolyn noted that she did ensure it will also align for the NB Group stewards. Kim mentioned that the Kairos blanket exercise is typically limited to a certain number of participants. Carolyn stated that she has mentioned this to Donna and it will be worked on with the indigenous person.

 

Motion # 4     Carolyn Hynes moved; Jennifer Cantwell seconded that the Training Committee Chairperson’s Report be approved as presented. CARRIED.

 

9. Financial Report

Gerald noted that there had not been a lot since our last meeting and that there is a healthy balance in our account. Tony asked about the cash flow statement showing a deficit which is not actually a deficit. Gerald mentioned that he had crossed out a few notes and will update them if not being removed. Note 3 is our annual allotment that we were waiting on the draft minutes from ARC last year to be able to submit. Gerald noted that we should get the allotment this week. He mentioned there are a few cheques that were issued today that need to be cashed.

 

Motion # 5     Gerald Hill moved; Kim Keats seconded that the Financial Report be approved as presented. CARRIED.                            

10. Committees of the Board Reports                                                                                                   

The regional executive reviewed the reports on the google drive. It was noted that a reminder was sent to the committee representatives to complete the report for our regional executive.

 

a.  TEAM Committee Report

Carolyn noted the highlights are there is a new team lead for education at PIPSC, Education needs to be staffed up to help to update the courses. The only component left for steward framework is the mentorship program and a new steward officer will be starting shortly.

 

b. PRQC Committee Report

Discussion occurred about PMA and learning plans from different departments. It was noted that some have issues and some do not.  

 

c.  BLPC Committee Report

Manny provided some updates as the chair of BLPC, Policy on conduct – equity statement has been added. Policy on institute staff – simple revision of COO to ES. Policy on Constituent body tax receipts is now physically written in the policy. Access PIPSC Funds – allowing separate employers groups to allow their AGM to be during the night time and delegates up to 100 members.
 

Carolyn noted that Lunch and Learn requests are coming in using the $50 per person budget. Discussion on what the funds should cover under lunch and learn occurred. Kim noted that it is stated in the policy (Constituent Body Allocations – Hospitality events) that it is to be used for meals and refreshments. It was noted that a budget is a budget and an estimate should be given with their requests. Tony noted that he puts in details on what he does at the small branch level, ex: uses a free room, provides door prizes.

 

d. YPN

Christine provided a verbal update on the ad-hoc young professionals committee of the board that was created in August 2023. The first meeting was held on April 13, 2024 and it consists of the regional chairs, CLC young professional delegate and Dave Sutherland as the board liaison. Christine noted that she is the chair of the national committee. The committee is currently working on terms of reference and budget. It was asked if the regions would still have their committees. It was suggested that we have the YPN similar to the TEAM committee.

 

Motion # 6     Yvonne O’Keefe moved, and Lori Rowe seconded that the Committees of the Board reports be moved as presented.  CARRIED.

 

11.  80^th ARC Final Review

a.  Assignment of tasks – Facilitator Agenda

Friday, May 24th 

Setup: Carolyn, Gerald, Lori, Yvonne, Kim

ARC Gift: Power Banks

Registration: 11am-Noon - Lori and Yvonne

                      Noon - 1pm - Carolyn and Mike

   Door Attendants: Lori and Yvonne

   Ticket Sales: Carolyn and Tony 

    Equity Statement: Scott

    Elections Committee: Christine (Chair), Lori and Tony

   Saturday, May 25th 

   Door Attendants AM: Carolyn and Mike

   Door Attendants PM: Christine and Gerald 

   Food police Lunch: 12-12:30 - Scott and Kim

                                12:30-1 - Jennifer and Yvonne 

   Elections Counting Votes: Christine, Lori and Tony

   Branch and Prov Group Highlights: to be determined at the meeting tomorrow morning. 

Tear Down: All executive

 

b. Who will be speaking on the resolutions?

Discussion occurred on charity for the raffle at the ARC and a further discussion occurred on whether it has to be a registered charity or not.

 

Motion # 7     Carolyn Hynes moved, and Lori Rowe seconded that the charity for ARC raffle be The Upper Room Food bank.  CARRIED.

 

It was noted that there are two resolutions in the virtual binder. Manny wants to speak to the motion on the dues increase so he will relinquish the chair at that time for this resolution. Scott will handle both chair and parliamentarian for that resolution. Christine will be the seconder for this resolution. Some notes on this are: It is tax deductible, desperate need for more EROs across the country, under $2 a month for retired members. Gerald noted he has a concern for the difference of the amount of the increase that is not for ERO positions.

 

Action: Manny to share points to the executive on dues increase resolution.

 

The other resolution was not from this table. NB Group one is not posted and likely will be listed as late. Mike Pauley will be the mover and Carolyn Hynes will be the seconder. The Calendars resolution Tony Chubbs will be the mover and Lori will be the seconder. Mike noted that the PIPSC calendars did not have the proper dates for separate employers.

 

12.  New Business

a) AYPC Update

Christine provided a verbal update that the committee has their second meeting tomorrow morning. They are hosting an event this evening at Hopyard and received 16 RSVPs. Carolyn suggested that the AYPC provide a verbal report at the ARC. It was discussed to do it under New Business on the ARC Agenda.

 

Action: Christine to bring to AYPC meeting about the verbal report at ARC.  

 

b)     DLC Reimbursement

Discussed previously during the action items. Kim noted that when PSAC was on strike the DLC helped with a rally that had so many various unions involved and being part of the DLC does have it’s benefits.

 

Action: Manny to ask John Purdie about the $6000 for labour day events.

 

c) Appropriate/Inappropriate use of Closed Sessions

Scott stated that closed sessions is not something new and for the last 6 or 7 years they have been escalated. Scott also noted that he put this on for profound disappointment and astonishment. He stated when he worked on city council closed sessions still had minutes and agendas. There are times that topics should not have been in closed sessions. He stated that they are not meant to be used to talk about other meetings and should not be used for grievances of a person that was not at the meeting and not able to defend themselves. He also mentioned that there are things you just do not do in a closed session. These are the concerns that he has and noted that he may be off base.
 

Carolyn noted that when the executive went into closed session it was not just to talk about a particular person as it had more to do with the topic of the discussion. Further discussion ensued. Jennifer noted to be open and honest with respect. Tony noted that he has served on other boards and council as well and they use closed sessions frequently as they are a healthy thing to have. Tony thinks we have benefited from this situation.
 

Christine noted that her understanding of closed sessions is that it is not to be spoken outside of the room, whether the member is on the executive and not there they do not get to be spoken to about what happened at the closed session. Kim read a short part of the rules of procedures. It was not noted some felt that this was inappropriate session in April. Mike said that procedures on his current municipal committees are that if a closed session is held, an absent member of the committee is brought up to speed on what was discussed at the next meeting they are in attendance.
 

Manny quoted that he was following the board process from December 2023 when a member of the board was unable to attend and they went into closed session to discuss their conduct. This was his justification for why the executive went into closed session. This seems to be the normal process of the board and by extension the director believes it should be for executives. Manny noted that he reached out to Tony Goddard, PIPSC Governance Officer for further details on the closed session procedures. Manny also spoke with Sean O’Reilly, National Vice President, who has chaired the PIPSC AGM as well as attended Parliamentary Training on the matter. He stated that personal matters about a person should be in closed session and within the AIP Guidelines, sections 18.21 to 18.28. Mike said he did not agree with PIPSC’s assessment on this matter and said he felt it is just wrong to be using a closed session to discuss members that were known not to be in attendance. It should not happen again.
 

Carolyn noted that she would like us to move forward from this.

 

d) Atlantic Regional Executive Bereavement Donation Policy

Yvonne noted that she emailed her suggestions to everyone. She stated that we discussed at the last meeting to create a policy to encompass the bereavement. Kim noted that in the Constituent Body Allocations policy it already states a donation for an executive member passing or a family member of an executive member. Discussion occurred on this. It was noted that it was to make a guideline for what else we could expand on. The policy now has family member of the executives collective agreement removed. The regional executive stated we will follow what is on the national policy.

 

e) Consultation – Gander DND LMCC

Tony noted this is geared towards mobilization from DND consultation team that Gander was no longer holding LMCC meetings. Some members had approached Branch President Daniel Mckenzie and Tony has been coaching him along. Tony noted that he spoke with his wing commander to speak with Daniel’s wing commander that LMCC is mandatory. They are now holding their first LMCC on June 4^th.

 

f) Corner Brook Branch Update

Christine noted she has kept in touch with Pat. Pat has reached out to the members and they have over 40 interested in attending. She is hoping to host the event in the spring with a BBQ. Christine has had swag items from the Halifax office sent to her, providing assistance for further funding, and will attend in person to assist with resurrecting the branch.

 

13. Round Table

Gerald noted that he did not go over the finances for ARC today as we went over them the last meeting. Gerald also showed some swag item samples the company had sent him. Carolyn asked if we can look into clicky pencils. Gerald also explained what will happen at the Casino event tomorrow night. Everyone will get a certain amount of money when they start off and they can buy back in for $1. At the end of the night you will get a ticket for so much money you have won. You will then put the ticket in the prize that you would like to win. It was noted that we have 2 earbuds and 3 sweaters for prizes but we would want more. Discussion occurred on gift cards for prizes. Christine suggested 5 $50 and 2 $25 gift cards.

 

Motion # 8     Gerald Hill moved, and Christine LeDrew seconded to purchase 7 gift cards for prizes. CARRIED.                                                                                                                                
Action: Gerald purchase 7 gift cards for Casino prizes.

 

Jennifer noted that DND health services is a mess and they are starting to report safety issues but the chain of command does not want them to report them. She is worried about steward retention and burn out.
 

Carolyn thanked everyone for a great meeting and wished everyone up for election good luck.
 

Tony noted it was a productive meeting and we dealt with a lot of topics. Good chairing of the meeting Manny.
 

Kim noted that it was good to be at the meeting.
 

Manny thanked everyone for attending, wished those up for election good luck tomorrow, and hopefully we have a successful ARC.

 

Motion # 9     Mike Pauley moved, and Tony Chubbs seconded that the meeting be adjourned. CARRIED.                                                                                                                                  

 

The meeting was adjourned at 4:26pm.