Atlantic Regional Executive Meeting Minutes Delta Halifax, Halifax, NS – November 30, 2018
CHAIRPERSON: Kim Skanes
EXECUTIVE: Manny Costain
Michael Basque
Carolyn Hynes
Marilyn Best
Marcel Journeay
Scott McConaghy
Christine Newhook
Mike Pauley
Jason Rioux
Phil Wilson
STAFF: Catherine Pinks, Recording Secretary
1. Welcome and Introductions
Kim called the meeting to order and welcomed the Executive to Halifax. Happy Birthday to Kim!
Christine facilitated an icebreaker – groups of three find 10 things they have in common.
Kim volunteered to do the icebreaker at the January meeting.
ACTION: Kim will facilitate the icebreaker for the January meeting.
2. Approval of the Agenda
The following items were added to the agenda:
Item: 11 d. Event with the Executive in January. Item 9 and 10 b. will be moved to the pm so Marcel and Marilyn can have input.
Motion #1 Christine moved and Carolyn seconded that the agenda be approved as amended. CARRIED
3. Approval of Minutes October 18, 2018
Motion #2 Christine moved and Scott seconded that the minutes of October 18, 2018, be approved as presented. CARRIED
4. Action Items October 18, 2018
Action Items
Atlantic Regional Executive
October 18, 2018
Delta Halifax, Halifax, NS
|
# |
Action |
Item/Completion Deadline |
Completed/Progress |
BF |
|
1 |
Executive |
Collect pictures and stories from their respective constituent bodies and submit to Carolyn for PIPSC’s 100th Anniversary. |
ONGOING |
|
|
2 |
Executive |
Think of members who are deserving of a Service Award and send their name to Kim. |
ONGOING |
|
|
3 |
Catherine |
Send the Executive a list of the contact information for the stewards in the Branch we are hosting the meeting and greet for. Executive members who reside in the city of the meeting where possible contact the Stewards by phone to promote the event. |
ONGOING BF for January Meeting |
January |
|
4 |
Catherine |
Contact the Delta Halifax and explore the options of changing the date for the 2019, 2020 and 2021 Steward Council to another weekend. |
DONE |
|
|
5 |
Catherine |
Check with Finance on which TAN they would like member to use for days off under 3A and 3B. |
DONE |
|
|
6 |
Resolutions Committee |
Provide the Atlantic Resolutions spread sheet to the Atlantic Delegates prior to the Atlantic Resolutions meeting on Thursday and provide a link to the AGM resolutions on the PIPSC Web Site. |
DONE |
|
|
7 |
Catherine |
Check the notes from Executive meeting 09/2017 to clarify the bullet on Page 3 under Branch and Provincial Group Liaison Sub Committee. |
DONE |
|
|
8 |
Kim |
Bring Atlantic concerns of dissemination of inappropriate swag to the Board of Director’s attention. |
DONE |
|
|
9 |
Resolutions Sub Committee |
Draft a resolution for the ARC allocating of a portion of the national communications budget to the regions for visibility to the regions. BF January meeting. |
ONGOING |
January |
|
10 |
Catherine |
Follow up with PIPSC on why BCD has to delete member profiles if they are not used within the year. |
DONE |
|
|
11 |
Carolyn and Christine |
Prepare a diorama with an Atlantic theme with a clothesline and hang the gift cards on it for the AGM Raffle. |
DONE |
|
|
12 |
Branch Liaison Sub Committee |
Solicit a representative from NS for the 100th PIPSC Anniversary. |
ONGOING |
|
|
13 |
Catherine |
Send the region’s photos for the 100th Anniversary to Laureen Allen. |
ONGOING |
|
|
14 |
Jason |
Bring of the 100th Anniversary countdown clock at the next ITSP Committee meeting. |
ONGOING |
|
|
15 |
Mike |
Secure two quotes from an actuary in NB and bring them back to the Executive. |
ONGOING |
|
|
16 |
Catherine |
Prepare an email invite for an observer at January Executive meeting. Request informatics mail to members under 40 with RSVP to Catherine and Branch Liaison Lead. |
ONGOING |
|
|
17 |
Catherine |
Check to see if Kim is available to attend the November Constituent Body training. |
DONE |
|
|
18 |
Christine |
Facilitate icebreaker for November meeting. |
DONE |
|
|
19 |
Catherine |
Look at other options for Steward Council in Halifax. |
DONE |
|
|
20 |
Catherine |
Inquire if the Hotel Halifax and Hotel Barrington will be unionized. |
DONE |
|
|
21 |
Catherine |
Solicit quotes for 2020 and 2021 from Mariott Harbour Front and any other hotel in Halifax that could accommodate the Steward Council. |
DONE |
|
|
22 |
Executive Kim Moncton – March |
Check Executive meeting schedule for 2019 and see if you have an office in the vicinity of the meeting where an engagement/visibility event could be arranged. |
ONGOING |
|
|
23 |
Kim |
Bring to the Board that PIPSC should look at developing a strategy as to when interested parties are asking or being recruited that PIPSC determine how they would fit into PIPSC structure. |
ONGOING |
|
|
24 |
Branch Liaison |
Contact Halifax and DND Branch Presidents and see if anyone is interested in a Lunch and Learn in January. Note this will have to be organized four weeks out or earlier. |
ONGOING |
|
|
25 |
Mike P. |
Write an article on the Pensions for the November newsletter. |
N/A |
|
|
26 |
Catherine |
Ask Paul if going forward we could provide a breakdown on the type of issues related to the listed number of grievances in his report with CRA, DND and DFO. |
DONE |
|
|
27 |
Catherine |
Check to see if AGM shirts invoice has been paid and look into if they have been charged back to the Executive. |
DONE |
|
|
28 |
Catherine |
BF ARC Delegate Formula for discussion at November Executive meeting. |
DONE |
|
|
29 |
Catherine |
Bring a draft of the call out language for the participation on the AYPC to the November Executive meeting. |
DONE |
|
|
30 |
Manny |
Prepare the spread sheets indicating Atlantic’s position on the AGM Resolutions and translate. |
DONE |
Item 8 – Kim reported that in regards to swag, the Board is not made aware of what is being
sent out to constituent bodies unless it is related to a National initiative. The NCR region
bought the condoms for Pride Parade and there were leftovers and they got sent out to the
regions.
ACTION: Kim contact Jean Trahan regarding an event (Hospitality or Lunch and Learn) for
March meeting in Moncton.
5. Calendar of Events
Kim referred the Executive to the Calendar of Events. She noted it was brought to her attention that the Advisory Council is meeting the same weekend as the Regional Training School. It was agreed it is not an option to reschedule the school at this time due to availability of space and schedules of the facilitators.
- Dates and Locations for 2020 Executive Meetings and 2021 Atlantic Regional Council
Catherine presented her findings from the three properties she viewed for Steward Council – Delta Halifax, Marriott Harbor Front and The Lord Nelson. The Executive agreed the Lord Nelson was the best option. It was agreed we would move to the Nelson for the 2020 and 2021 Steward Council and 2021 ARC and January 2020 Executive meeting.
ACTION: Catherine get contract from The Lord Nelson for 2020 and 2021 Steward Council.
ACTION: Catherine get contract from The Lord Nelson for 2021 Atlantic Regional Council.
ACTION: Catherine get contracts as follows:
January 24th Atlantic Regional Training The Lord Nelson
Committee Meeting #1
1:00 pm- 5:00 pm
January 25th Atlantic Regional Executive The Lord Nelson
Meeting #1
8:30 am - 5:00 pm
March 21st Atlantic Regional Training Delta Prince Edward
Committee Meeting #2
1:00 pm- 5:00 pm
March 22nd Atlantic Regional Executive Delta Prince Edward
Committee Meeting #2
8:30 am- 5:00 pm
September 11th & 12th Atlantic Regional Executive Bathurst or Sydney
Meeting #4
8:30 am - 5:00 pm
November 28th Atlantic Regional Executive Delta Halifax
Meeting #6 Halifax, NS
8:30 am - 5:00 pm
ACTION: Catherine to switch dates for 2019 and 2020 extra Steward Training session from the first weekend in November to another as this will conflict with the National PIPSC AGM.
6. Hot Topics
Kim referred the Executive to her report contained in the meeting materials. Kim reported that following the election results there will be six new board members. Also, there is a new tenant for the HQ building.
7. New Business
- Steward Renewals: Kim reviewed the Steward Renewals and the Executive had no opposition to any of the stewards proposed for renewal.
ACTION: Kim to advise the Steward Coordinator that the region endorses the steward renewals as proposed.
- Promo Calendar: BF at Branch and Provincial Group President’s meeting to discuss a swag plan for Labour Day. Regarding International Women’s Day Catherine to contact Communications and find out what they have planned. Resolutions Committee to prepare the resolution on swag budget for the region for the ARC and bring draft to the January Executive meeting. BF discussion on timeliness of promotional material for the regions for Branch President’s meeting.
ACTION: Catherine BF for the Branch and Provincial Group President’s meeting the Atlantic’s Swag plan for Labour Day.
ACTION: Catherine contact Communications and find out what they have planned for International Women’s Day.
ACTION: Resolutions Committee prepare resolution on swag budget for the region, to go to the ARC, and bring a draft t the January Executive meeting.
ACTION: Catherine BF for the Branch and Provincial Group President’s meeting a discussion on Swag for events throughout the year.
- Executive Event with January Meeting: Hospitality meet and greet in a suite on Friday 4:30 – 6:30. Training Committee meeting start at noon with lunch and end at 4:30 pm.
ACTION: Catherine facilitate a meet and greet on Friday, January 25, 2019 from 4:30 – 6:30 pm with notices, invite email to under 40’s and reach out to Stewards to promote.
8. Director’s Report
Kim referred to her report contained in the meeting packages. Kim reported that PIPSC will be hosting a lobby day on the hill in the New Year.
ACTION: Catherine include the acknowledgement of unseeded land, provincial specific, at each event - Steward and Regional Council and the School.
Motion #3 Kim moved and Carolyn seconded that the Atlantic Regional Director’s report be approved as presented. CARRIED
9. Committees of the Board
The Executive reviewed the Atlantic applications for seats on the Committees of the Board. It was agreed the Executive would make the following recommendations:
By-Laws: Barry Gerus
Elections Appeals: Rick Sanschagrin
Elections Committee: Leslie Hill
Finance: Marilyn Best
Human Rights and Diversity Committee: Jack MacNeil
Information Technology Services and Projects Committee: Jason Rioux
Professional Recognition and Qualifications Committee: Gerry Saunders
Science Advisory: Mike Pauley
ACTION: Kim to send the Regional Executive recommendations for members of the Committees of the Board to Eddie Gillis.
10. Training Committee Chairperson’s Report
Carolyn reviewed her Training Committee Chairperson’s report with the Executive.
Motion #4 Carolyn moved and Jason seconded that the Atlantic Regional Training Committee Chairpersons report be approved as presented. CARRIED
RECESS FOR LUNCH – 12:30 – 1:45 PM – Turkey Dinner with the PIPSC Halifax Staff
*Marilyn and Marcel joined the meeting
11: AGM Postmortem
- Caucus meeting: Marcel chaired the meeting and reported he received positive comments from the participants. It was efficient and well run.
- Disposition of Resolutions: The resolutions were reviewed and none were identified to be brought forward in 2019.
Overall the Executive was pleased that 3 out of 4 of the Atlantic’s resolutions were passed at the AGM. The Atlantic Hospitality Suite was a success. Note for next year that whoever is in charge of the hospitality suite has to get in early. People commented that the Friday night event was a success, food was great as well as the entertainment.
12. ARC Delegate Formula
Scott presented two proposals for the 2019 ARC Delegate Formula. Following discussion the Executive agreed on the following Allotment.
Halifax -17
Moncton – 11
St. John’s – 9
Fredericton – 9
Prince Edward Island – 8
DND Halifax – 5
Saint John – 3
Northern NB – 2
Gander – 2
Cape Breton – 2
Saint Andrews – 2
Kentville – 2
Greenwood – 2
Lake Melville – 1
NBEN – 3
NBAG – 1
NBVM – 1
NVCP – 1
NBCC – 1
NBLA – 1
AYAC – 1
Retired Members Guild – 1
Regional Executive – 11
TOTAL 96
Motion #5 Scott moved and Manny seconded that the Atlantic ARC Delegate Allotment be approved as presented. CARRIED
ACTION: Catherine send out the ARC Delegate Allotment formula to the Branch and Provincial Group Presidents, the AYAC and Retired Member’s Guild. Also include Executive of the Year Award notification and deadline for Resolutions.
13. a. AGM Delegate Formula
Kim reported the region is now entitled to receive 8 extra seats to the Annual General Meeting. Scott has prepared four scenarios for consideration. Kim suggested we could consider holding one seat for a Regional Executive member and that person will be designated as the hospitality suite organizer. Scott explained his four scenarios. Following discussion the Executive decided to go with the following four year formula which will be presented at the 76th ARC for approval by the region.
See ATTACHMENT A
Motion #6 Phil moved and Mike seconded that the Executive approves the four year AGM Delegate Allotment formula to be submitted for approval to the ARC. Should the region receive over 23 seats these extras will be allocated by the Executive. CARRIED
ACTION: Catherine include the proposed AGM formula in the ARC Agenda and meeting packages.
14. Regional Executive Finances
Phil reviewed the Income Statement with the Executive. Phil reported he submitted the required documentation for the Executive’s annual allotment. He also presented an analysis of what the bank balance will be at the end of the fiscal year.
Motion #7 Michael moved and Phil seconded that the Executive approves the purchase of 250 notebooks. CARRIED
Prior to placing the order Catherine will email the Branch and Provincial Group Presidents to see if they would like to order any.
ACTION: Catherine to contact the Atlantic Presidents to see if they would like to order any notebooks.
ACTION: Catherine order 250 Notebooks with the Atlantic Logo.
ACTION: Mike send a picture of his vest and the label to Catherine.
Motion #8 Phil moved and Jason seconded that Carolyn purchase the Regional School and ARC Raffle prizes ($400 each) before the end of the year. CARRIED
ACTION: Carolyn purchase Regional School and ARC Raffle prizes - $400.00 each.
Motion #9 Mike moved and Carolyn seconded that the Executive approves the purchase of 100 Volt Chargers – blue with the Atlantic Logo. CARRIED
ACTION: Catherine purchase 100 Volt Chargers – blue with Atlantic logo.
Motion #10 Mike moved and Phil seconded that the Executive approves the purchase of screen cleaning cloths or cell wallets up to $1000. CARRIED
ACTION: Catherine purchase screen cleaning cloths or cell wallets up to $1000.
Catherine confirmed with the Executive that the total promotional material purchases should be $4,500 maximum.
Phil reviewed the proposed Regional Executive budget for 2019 and the Executive agreed it was in line with anticipated expenditures.
Motion #11 Phil moved and Mike seconded that the Regional Executive Financial report be accepted as presented. CARRIED
15. Atlantic Young Professionals Committee
Christine reported that the March AYPC meeting in Halifax is a standalone meeting. The committee is planning a family friendly event - Bowling in Halifax. An article by Colin O’Brien was submitted for the Fall Newsletter. The committee ordered smart phone wallets and they will insert an information brochure on the AYPC. The wallets will be distributed at events to increase visibility. Christine stated that she is on the committee organizing the Youth Symposium where 6 youth per region will be attend from the AYPC committee and 6 will be selected from applications received. The applications have been reviewed and will go to the Board for review. The AYPC is hosting a lunch and learn and hospitality event in conjunction with the spring ARC. DFO actually has 70 members under 40 at the White Hills facility so it likely the Lunch and Learn will be held there. Pensions will be the topic.
Motion #12 Christine moved and Jason seconded that the Atlantic Young Professionals report be accepted as presented. CARRIED
16. National Committee Reports
By-Laws, Human Rights and Training and Education reports were reviewed. ITSP meets on Monday as well as Finance so their reports will be in January’s package.
Motion #13 Phil moved and Jason seconded that the National Committee Reports be accepted as presented. CARRIED
17. Round Table and Adjournment
Following a round table the meeting adjourned at 4:00 pm.
NOTE: Should you wish to view copies of reports presented at this meeting, please direct your request to cpinks@pipsc.ca.
ATTACHMENT A
|
Delegate Count Formula |
for the PIPSC AGM Atlantic Region |
|||||||||
|
Entitled |
1 Year |
Actual |
||||||||
|
Members |
Members *4 |
/200 |
/4 years |
2019 |
2020 |
2021 |
2022 |
Total |
Extra |
|
|
Halifax |
1196 |
4784 |
23.92 |
5.98 |
6 |
6 |
5 |
6 |
23 |
0.92 |
|
Moncton |
748 |
2992 |
14.96 |
3.74 |
3 |
4 |
4 |
3 |
14 |
0.96 |
|
St. John's |
614 |
2456 |
12.28 |
3.07 |
3 |
3 |
3 |
3 |
12 |
0.28 |
|
Fredericton |
556 |
2224 |
11.12 |
2.78 |
3 |
3 |
2 |
2 |
10 |
1.12 |
|
Prince Edward Island |
507 |
2028 |
10.14 |
2.54 |
2 |
3 |
2 |
3 |
10 |
0.14 |
|
DND Halifax |
344 |
1376 |
6.88 |
1.72 |
1 |
1 |
2 |
2 |
6 |
0.88 |
|
Saint John |
177 |
708 |
3.54 |
0.89 |
0 |
1 |
1 |
1 |
3 |
0.54 |
|
Northern NB |
128 |
512 |
2.56 |
0.64 |
0 |
1 |
0 |
1 |
2 |
0.56 |
|
Cape Breton |
65 |
260 |
1.30 |
0.33 |
1 |
0 |
0 |
1 |
2 |
-0.70 |
|
Kentville |
50 |
200 |
1.00 |
0.25 |
0 |
1 |
0 |
1 |
2 |
-1.00 |
|
St. Andrews |
56 |
224 |
1.12 |
0.28 |
1 |
0 |
1 |
0 |
2 |
-0.88 |
|
Gander |
82 |
328 |
1.64 |
0.41 |
1 |
0 |
1 |
0 |
2 |
-0.36 |
|
Greenwood |
37 |
148 |
0.74 |
0.19 |
1 |
0 |
1 |
0 |
2 |
-1.26 |
|
Lake Melville |
14 |
56 |
0.28 |
0.07 |
1 |
0 |
1 |
0 |
2 |
-1.72 |
|
|
||||||||||
|
Atlantic Total |
4574 |
23 |
23 |
23 |
23 |
|||||
|
Extra Delegates over the 4 year period would be given out in the order of |
Fredericton |
|||||||||
|
Moncton |
||||||||||
|
Halifax |
||||||||||
|
DND Halifax |
||||||||||
|
Northern NB |
||||||||||
|
Saint John |
||||||||||
|
St. John's |
||||||||||
|
Prince Edward Island |