Atlantic Regional Executive Meeting Minutes
Delta Halifax, Halifax, NS, October 19, 2017
CHAIRPERSON: Kimberley Skanes
EXECUTIVE: Michael Basque
Marilyn Best
Emmanuel Costain
Gerry Saunders
Cathy Hebert
Carolyn Hynes
Marcel Journeay
Scott McConaghy
Mike Pauley
Phil Wilson
STAFF: Catherine Pinks, Recording Secretary
Welcome and Introductions
Kimberley called the meeting to order at 8:30 am and welcomed participants to Halifax. She distributed the Regional Executive’s name bars.
Motion #1 Manny moved and Phil seconded that we move the icebreaker to the end of the agenda if time permits and if not postpone until the December meeting. CARRIED
1. Approval of the Agenda
The following items were added to the agenda:
- 9). a. Award Nomination Forms b. Legacy Fund
- 17). Goals Review (time permitting)
Motion #2 Phil moved and Cathy seconded that the agenda be approved as amended. CARRIED
2. Approval of Minutes of September 9, 2017
Marcel pointed out that he and Marilyn were left off of the attendance listing.
Motion #3 Carolyn moved and Marcel seconded that the minutes be approved as amended. CARRIED
3. Action Item Review
Kim led the Executive through a review of the Action Items from the September 9, 2017, meeting.
Action Items
Generated by the Atlantic Regional Executive
From the September 9, 2017, Meeting
Algonquin Hotel – St. Andrews, NB
|
# |
Action |
Item/Completion Deadline |
Completed/Progress |
BF |
|
1 |
Mike |
BF OSH Cheat Sheet to March meeting. |
DONE |
BF October |
|
2 |
Executive |
Collect pictures and stories from their respective constituent bodies and submit to Carolyn for PIPSC’s 100th Anniversary. |
ONGOING |
|
|
3 |
Catherine and Kim |
Arrange site inspections for Steve in conjunction with Steward Council. |
DONE |
|
|
4 |
Resolutions Committee |
Establish and communicate to the ARC delegates the deadline for the submission of ARC resolutions. |
ONGOING |
BF December |
|
5 |
Catherine |
Source a translation service to facilitate the translation of resolutions at the ARC. |
ONGOING |
|
|
6 |
Catherine |
Prepare picture slide show for Steward Council. |
DONE |
|
|
7 |
Executive |
Send Catherine pictures you have taken since the last Steward Council. |
DONE |
|
|
8 |
Michael Basque |
Ice Breaker October Executive meeting. |
DONE |
|
|
9 |
Catherine |
Update meeting ground rules – acronyms defined. |
DONE |
|
|
10 |
Catherine |
Make corrections to the May 25th minutes: Pg. 3 Item 12, Center DONES; Pg. 6 Motion 4 Ss. |
DONE |
|
|
11 |
Michael Basque |
Contact Dorchester Branch President Isabelle Chabot and follow up on submission of Branch reinstatement documents. |
DONE |
|
|
12 |
Cathy Hebert |
Solicit BINGO ideas from Stewards at CRA for 2018 Steward Council and report back to December meeting. |
ONGOING |
BF December |
|
13 |
Scott |
Send Catherine the changes to the Atlantic By-Laws and send them to Julie for inclusion in the By-Laws and Policy Committee agenda. |
DONE |
|
|
14 |
Catherine |
Update, format and post to the Executive Portal the following documents: Sub Committee Mandates, Roles and Responsibilities; Atlantic Regional Executive Roles and Responsibilities; Atlantic Region Training Committee Mandate and Role of the Atlantic Region Training Committee Chairperson. |
ONGOING |
|
|
15 |
Catherine |
Forward Kim’s Director’s report to the Branch and Provincial Group President’s. |
DONE |
|
|
16 |
Branch Liaison |
Send reminders to the respective Branch and Sub Group Presidents reminding them to come out to our Executive Meet and Greets when we are in their jurisdiction. |
NOTED |
|
|
17 |
Catherine |
Compile the results of the Goal setting exercise and forward to Kim and add to the October Agenda for final review. |
DONE |
|
|
18 |
Cathy Hebert |
Scan and fax the Basic Steward Training notes from Phil Wilson to Catherine. |
DONE |
|
|
19 |
Cathy Hebert |
Participate as Regional Training Representative at the September Basic Training in Moncton. |
DONE |
|
|
20 |
Catherine |
Order name badges for the Atlantic Regional Executive include the Atlantic Logo. |
DONE |
|
|
21 |
Carolyn |
Obtain prize for fundraiser at Steward Council headphones. |
DONE |
|
|
22 |
Catherine |
Contact Glenn Bob and the Boot to work out MC details for Steward Council Award Dinner. |
DONE |
|
|
23 |
Scott and Mike |
Coordinate beverages and snacks for Saturday evening hospitality at Steward Council. |
NA |
|
|
24 |
Kim, Carolyn and Cathy |
Obtain swag for AWAD under $12 per unit. |
DONE |
|
|
25 |
Executive |
Obtain one nomination for Steward of the year before the deadline of September 15. |
DONE |
|
|
26 |
Catherine |
Secure translation from English to French for Steward Council. |
DONE |
|
|
27 |
Kim |
Obtain interpretation of the Language Policy to determine if we are required to automatically provide full translation English to French and French to English for our councils. |
DONE |
|
|
28 |
Catherine |
Email Phil to remind him to speak with Greg Murphy regarding obtaining 4 prints from Greg’s brother in law. |
DONE |
|
|
29 |
Kim |
Issue invitation to Sue and Barry re Director’s Dinner on Thursday at Steward Council. |
DONE |
|
|
30 |
Catherine |
Release space for Director’s Dinner on Thursday at Steward Council. |
DONE |
|
|
31 |
Catherine |
Draft email for Kim to AGM Delegates outlining Caucus meeting and hospitality at AGM. |
ONGOING |
|
|
32 |
Kim and Catherine |
Secure spot for Director’s Dinner at Steward Council on the Thursday evening. |
DONE |
|
|
33 |
Catherine |
Draft AGM Resolution Chart and Send to Manny. |
DONE |
|
|
34 |
Catherine |
Add AGM resolution review to the October agenda. |
DONE |
|
|
35 |
Catherine |
Follow up with Julie regarding the suite for Kim and suite for Mike P. for hospitality. |
DONE |
Scott indicated he would like to invite Sheila MacLean to the Atlantic Caucus meeting at the AGM.
ACTION: Catherine include Sheila on the email to the Atlantic AGM delegate regarding the Thursday evening caucus meeting.
4. Hot Topics
Manny advised that the AFS Group achieved a tentative agreement and there are mixed feelings on its contents within the group. Kim explained that PIPSC is having an issue with ratified agreements – the government is delaying signing them in some cases taking 2-3 months.
5. Regional Steward Council Review
Catherine and Kim reviewed the Steward Council packages and agenda Facilitator’s Agenda where Executive members volunteered for the necessary roles.
6. New Business
a). Awards Nomination Forms: After using the newly designed form for the first time, the Awards Sub Committee found there was not enough information provided on each candidate to make a fully informed assessment.
During discussion it was suggested that the committee could explore the practice of carrying forward nominations not selected to the following year. The question of what the practice should be if a member of the Executive or the Awards Committee was nominated. Scott felt anyone on the Awards Committee should not be eligible to receive an award. Another option would be to give citations to those nominated and not chosen.
ACTION: Awards Sub Committee revise the form so that more information is provided and also develop a check list for use by the Committee when reviewing the nominations.
ACTION: Awards Sub Committee to look at the suggestions discussed and determine if the region should consider any.
b). Legacy Cup: Kim inquired what the Executive’s opinion was on continuing the friendly competition for the Legacy Cup. Discussion ensued on whether the region should promote raising funds for the cup or continue with our goal of raising funds and donating to a local charity. It was pointed out that donating to a charity in the location of our meeting provides us with a presence and visibility in the community. Kim advised that Constituent Bodies are now able to donate up to $2000 of their funds to the Legacy Fund. There was not opposition to HQ continuing the Legacy Cup Challenge.
7. AGM Resolution Review
The Regional Executive reviewed the Budgetary, Non Budgetary, By-Law Amendments and Late Resolutions determining the Executive’s position on each. These resolutions and the region’s position will be recorded on a template for review at the Thursday caucus meeting prior to the AGM.
ACTION: Catherine record the resolutions on the template and forward to Manny.
Motion #4 Marcel moved and Manny seconded that the Regional Executive move into closed session. CARRIED
Motion #5 Marcel moved and Cathy seconded that the Regional Executive move out of closed session. CARRIED
8. Atlantic Young Professionals Committee (AYPC)
The AYPC is requesting permission to use the Atlantic Region’s Logo and change the wording to AYPC/CJPA.
Motion #6 Phil moved and Marcel seconds that the Atlantic Young Professionals Committee is authorized to amend and use the Atlantic Region’s Logo.
CARRIED
9. Atlantic Regional Director’s Report
Kim tabled her written report contained in the meeting packages. Discussion ensued over how the Lobby Day prospective participant’s names were selected. Kim advised she was asked to provide suggestions with short notice and forwarded the names directly to the President’s office. A couple of members of the Executive indicated they would appreciate the opportunity to submit suggestions when time permits.
Motion #7 Kim moved and Marcel seconded that the Atlantic Regional Director’s report be accepted as presented. CARRIED
10. Training Committee Report
Carolyn tabled her written report contained in the meeting packages.
Motion #8 Carolyn moved and Phil seconded that the Atlantic Regional Training Committee Chairperson’s report be accepted as presented. CARRIED
11. Regional Manager’s Report
Kim referred the Executive to the Regional Manager’s Report contained in the meeting packages.
Motion #9 Kim moved and Cathy seconded that the Regional Manager’s Report be accepted as presented. CARRIED
12. Atlantic Regional Finances
Phil tabled the Income and Cash Flow Statements contained in the meeting packages noting the only change is the addition of a couple of checks that were recently written.
Motion #10 Phil moved and Cathy seconded that Atlantic Regional Financial report be accepted as presented. CARRIED
13. National Committee Reports
The ITSPC and TEC reports contained in the meeting packages were reviewed. Gerry noted that with Krista MacDonald’s departure, he will be the Atlantic representative on the PRQC committee.
14. Round Table/Adjournment
Mike mentioned that the NB Liaison, Marion MacEachern, has been working on recruiting groups in New Brunswick and there is a need for some direction or policy. Kim noted that with Vice President Hindle in town for the Steward Council, she has asked for some time with him, Mike and Marion to discuss the New Brunswick Groups.
Motion #11 Manny moved and Gerry seconded that the meeting be adjourned.
CARRIED
NOTE: Should you wish to view copies of reports presented at this meeting, please direct your request to cpinks@pipsc.ca.