Atlantic Regional Executive Minutes - November 30, 2018

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.

1. 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 24^th Atlantic Regional Training The Lord Nelson

Committee Meeting #1

1:00 pm- 5:00 pm

January 25^th Atlantic Regional Executive The Lord Nelson

Meeting #1

8:30 am - 5:00 pm

March 21^st Atlantic Regional Training Delta Prince Edward

Committee Meeting #2

1:00 pm- 5:00 pm

March 22^nd Atlantic Regional Executive Delta Prince Edward

Committee Meeting #2

8:30 am- 5:00 pm

September 11^th & 12^th Atlantic Regional Executive Bathurst or Sydney

Meeting #4

8:30 am - 5:00 pm

November 28^th 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

1. 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.

2. 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.

3. 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

1. Caucus meeting: Marcel chaired the meeting and reported he received positive comments from the participants. It was efficient and well run.

2. 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.