Atlantic Regional Executive Meeting Minutes

Lord Nelson Hotel, Halifax NS – October 21, 2021

CHAIRPERSON: Kim Skanes

EXECUTIVE: Jennifer Cantwell (absent)

Cathy Hebert

Gerald Hill

Carolyn Hynes

Marcel Journeay (on zoom)

Christine LeDrew (on Zoom)

Kelly MacKinnon

Scott McConaghy

Yvonne O’Keefe

Mike Pauley

STAFF: Donna Davis, Recording Secretary

Welcome and Directors’ Opening Remarks

Kim welcomed everyone and called the meeting to order at 9:03 AM. Kim proceeded with an Ice Breaker.

Agenda

Add – Seasonal Social under New Business

Motion #1 – Cathy Hebert moved, Marcel Journeay seconded that the agenda be approved as amended. CARRIED.

Approval of Regional Executive Minutes

The minutes of September 11, 2021, were reviewed.

Motion #2 – Cathy Hebert moved, Carolyn Hynes seconded that the minutes be approved as presented.

CARRIED.

Action Items Review

Kim reviewed the Action Items.

Action Items

Atlantic Regional Executive

September 11, 2021 – Lord Nelson Hotel, Halifax NS

#	Action	Item/Completion Deadline	Completed/Progress	BF
1	Christine, Carolyn, and Jen	Finalize the deck and speaking notes on Health and Wellness and forward them to Catherine.	ONGOING
2	Mike, Scott, and Phil	Complete the NB portion of the deck and speaking notes on OSH Basics and forward them to Catherine.	ONGOING
3	Kim	Prepare deck and speaking notes on the topic of your choice and forward them to Catherine.	ONGOING
4	Donna	Post the completed Lunch and Learn decks to Google Drive for the Executive’s review.	ONGOING
5	Kim	Arrange for the Executive to review the Lunch and Learn decks on a future video conference.	ONGOING
6	Kim	Convert the Consent Culture presentation into a Lunch and Learn deck.	ONGOING
7	Donna	Send Christine Feedback Draw Winners.	ONGOING
8	Christine	Post the Feedback Draw winners to Facebook.	ONGOING
9	Donna	Add the Feedback Draw winner of the previous event to the facilitator’s speaking notes.	ONGOING
10	Donna	Add Elections Sub-Committee Mandate review to the January 2022 Executive Meeting Agenda.		BF
11	Donna	To book Steward Council at the Lord Nelson Hotel in Halifax.	DONE
12	Donna	Remove names and emails from feedback results reported to the Executive moving forward.	ONGOING
13	Kim	Send an invitation to Zoom meeting for Atlantic Region delegates to PIPSC AGM – Nov 1, 2021, at 7:00 PM ATL.	ONGOING
14	Kim, Carolyn, Donna	Develop a list of invitees for Executive Training Nov 12-13, 2021.	ONGOING
15	Kim	To discuss Seasonal Social and Atlantic Regional Executive meeting with Donna.	ONGOING
16	Scott & Resolution Sub-Committee	To review the wording of Resolution ruled out of order.	DONE
17	Mike	To contact Saint John, NB, Saint Andrews, and Lake Millville Branches regarding delegates to the PIPSC AGM.	DONE
18	Cathy H	To provide minutes of the Training Committee meeting to Donna for posting.	DONE
19	Donna	To send an email to Stewards in Waiting whose applications have expired, inviting them to re-apply.	ONGOING
20	Kim	To obtain an update on Atlantic members attending National Basic Steward Training.	DONE
21	Kim	Obtain signature for Principles of Conduct from Jennifer and Christine at the next in-person meeting.	ONGOING
22	Kelly	Source Indigenous supplier for orange Every Child Matters T-shirts.	DONE
23	Donna	Confirm if proof of vaccination will be required to attend any event at the Lord Nelson. And if not, will the restaurant at the hotel require a vaccine passport for entry.	DONE
24	Kim	To check on the availability of Debi or Paul for virtual presentation at Steward Council.	DONE
25	Kim & Carolyn	To obtain feedback from EROs about Stewards for the Steward Panel.	DONE
26	Gerald & Cathy H.	To inquire about the cost and logistics for an off-site social event at Steward Council.	DONE
27	Kim	To source a site for the Director’s Dinner and invite retirees	DONE
28	Scott & Resolutions Sub Committee	To develop a resolution to be proposed to the 2022 PIPSC AGM to define Regional Membership. To be ready for the ARC in 2022		BF
29	Gerald and Marcel	Research technology required (camera and audio) for Executive Hybrid meetings.	DONE
30	Kim	To discuss Christmas dinner with PIPSC Atlantic staff on December 3, 2021, during the Atlantic Regional Executive meeting.	ONGOING
31	Carolyn	From the June 25, 2021 meeting minutes – Carolyn mentioned training ideas coming from the Human Rights report.		BF

Item #22 Every Child Matters T-Shirt could not be ordered in time for the Steward Council.

Motion # 3 Order Every Child Matters T-Shirts for Atlantic Regional Council.

Cathy Hebert moved and Carolyn Hynes seconded the motion to order Every Child Matters T-Shirts for Atlantic Regional Council. CARRIED

Action Item: Donna to get sizes from previous year’s T-shirt orders and send sizes to Kim. Ask members on Regional Council Registration for their T-Shirt size.

Item #23 Once a vaccination check has been done by Kim Skanes at the Steward Council check-in, members will receive a bracelet from the hotel which indicates they have been checked for their vaccination status. If the bracelet gets destroyed another one can be requested from Kim or Donna upon proof of vaccination again. The hotel requires proof of vaccination to work out at the gym and eat in the Arms Restaurant.

Item #26 Offsite Steward Council Social will be at the Halimac Axe Throwing venue, they can accommodate 1 large group or 2 groups of 2-3 hours each. Open to members only. Pizza and finger foods and two drink tickets for the members attending.

Action Item: Donna to rebook the Virtual Atlantic Region Steward Check-In for November 24, 2021, from 7 pm to 9 pm. Book Virtual Steward Check in every 2 months

Action Item: Donna to book a Branch and Provincial Group President's Virtual Check-In for November 24, 2021, from 1 pm to 4 pm. Book Virtual Branch and Provincial Group President's Check-In once each quarter.

Action Item: Kim to send out a save the date email to Branch and Provincial Group Presidents for the November 24, 2021, Virtual Check-In.

Action Item: Donna to change November Executive Training dates to November 19, 20, 2021.

Action Item: Donna to book a Training Committee Meeting for December 2, 2021, at the Lord Nelson.

Action Item: Donna to check with the Halifax Office Building Leasehold on holding the Seasonal Social in the Main Floor Boardroom. Check for the capacity of members we could invite and if there are any additional Health Guidelines we would have to follow besides the NS Government Guidelines for Covid.

Calendar of Events

Kim reviewed the Calendar of Events.

a. Event Booking Process – Donna presented an overview of the Event Booking Process and the timelines to successfully planning an event. This Included requesting quotes and contracts from chosen venues for planned events, the process for entering, getting approval from finance, building events in Cvent, and general timelines for each step.

6. Regional Director’s Report

Kim reviewer her Director’s Report shared on Google Drive. Kim also reported our membership grew over 5000 during Covid.

Motion# 4 Kim Skanes moved and Mike Pauley seconded approval of the Atlantic Regional Director’s Report. CARRIED

7. Financial Report

Gerald went over the Statement of Cash Flow and Income Statement for the period ending December 31, 2021 (as of October 19, 2021). Gerald would like to review the 2022 Budget at the next meeting in December. The Executive proceeded to brainstorm some budget ideas for 2022. Some suggestions were to find a Mental Health Provider to do a session at a Steward Check-In, coil bound notebooks with the Atlantic Logo, prizes for the Regional Council, Steward Council, and the AGM. It was also decided to purchase the two fundraiser Items for the Regional Council and the Steward Council.

The Executive have decided to purchase some video conferencing equipment to hold Hybrid Executive Meetings. The equipment that was decided upon is called an OWL, this device can be expanded upon in the future. It was also decided that the unit would remain with the Director to transport to and from meetings.

Gerald Mentioned we do have a $X budget for visibility items and we should use this budget to purchase the T-Shirts and notebooks with the Atlantic Logo.

Motion# 5 Gerald Hill moved and Marcel Journeay seconded to purchase the OWL Pro with accessories and case under this year’s budget.

Action: Gerald to purchase the OWL Pro with accessories and case.

Action: Donna to add 2022 Budget to Agenda for next meeting.

Action: Kim Skanes to purchase 26/ $50 virtual gift cards to email to the AGM Delegates after the AGM.

Action: Kelly MacKinnon to purchase Every Child Matters T-Shirts and source coil bound notebooks with the Atlantic Logo.

Motion# 6 Gerald Hill moved and Kim Skanes seconded Gerald’s Financial Report.

Training Committee Chairperson’s Report

Carolyn Hynes, Chair of the Training Committee, went over her report submitted on google drive. There has not been a TEAM meeting since the last Regional Executive meeting.

Motion # 7 Christine LeDrew moved and Scott McConaghy seconded the Training Committee Chairperson’s Report.

New Business

a. AGM Resolutions – The Executive reviewed the Budgetary and Non-Budgetary Resolutions and decided their positions on each item.

b. Review and Select a Video Conference Solution - It has been decided during the financial report to purchase the OWL Pro with accessories and a case.

c. Steward Council Review

i. Assign Roles – Kim reviewed the facilitator’s agenda and assigned roles to the executive. Kim to ask for Proof of Vaccination. Missie Brown, from the Hotel, will put bracelets on each member once the vaccination has been confirmed. Agenda, Participants List, blankets, and kit bags will be set at each member's assigned seat.

ii. Agenda – The Executive went over the Steward Council Agenda.

iii. Steward Awards – Kim to announce Eva Henshaw’s nomination for a Steward Award was accepted.

d. November Extra Steward Training – This will be an Executive Training and we will begin to work on it this week from a facilitator’s standpoint.

e. Seasonal Social - Scott had a question about whether the Seasonal Social would be going ahead this year. Kim asked if the Executive were comfortable holding this event in December; the consensus was a yes as long as Public Health Guidelines were followed.

Action: Christine LeDrew to prepare a spreadsheet of AGM resolutions and the Executive’s position on each resolution.

Round Table

A question was posed as to whether Manny Costain would be attending the December Executive and Training Committee Meeting

Action: Kim to request the incoming Director, Manny Costain to attend the December Executive and Training Committee Meeting.

Carolyn and Yvonne are glad to be back at In-Person meeting, and Kelly thanked Donna for pulling it all together.

Marcel asked if the Atlantic AGM Delegates would be using the What’s App again this year? Marcel suggested another App called Signal.

Motion #8 – Kelly MacKinnon moved and Mike Pauley seconded that the meeting be adjourned at 5:00 PM Atlantic time.