Draft Meeting Minutes

BC/Yukon Region - Regional Executive  

Friday, December 1st 2017  Scheduled 9 pm - 5 pm

Pacific Gateway Holtel


Phil Mantler (Chair)

Karen Hall (Secretary)

Carl Cahoon (Vice Chair, Awards Committee - Chair)

Ken Antao (Member at Large)

Pierre Charpentier (Member at Large)

Adele McLean (Member at Large)

Robert MacDonald (Regional Director)


Ernie McLean


Pete MacDougall (Treasurer, Training Committee - Chair)

Summary of Action Items

  • P Charpentier to bring summary of proposed responsibilities for Branch Liason to next meeting for approval
  • K Hall and C Cahoon to work together to post Awards Committee Terms of Reference
  • C Cahoon to work with R Macdonald and Office to develop Awards Committee Standard Operating Procedures
  • P Mantler and R Macdonald to work together on finalizing Rally Kits
  • P Charpentier to price out and purchase tents
  • P Mantler to request Financial Report
  • P Charpentier to work with Office to determine cost of digitizing albums
  • All to brainstorm ideas on what it looks like for us to host at AGM 2018
  • To be assigned: Resolutions need to be written to increase size of executive and then to dedicate position for young worker
  • Ideas around recruitment video sent to Training Committee for discussion and recommendations
  • K Hall to develop Calendar of events to help guide activity planning
  • R MacDonald to provide to chair the current Election Policy for review at next meeting

Meeting called to order – 9:06 am

  1. Approval of Agenda  (All)
  • Motion to approve the agenda
    • m/s - carried
  1. Approval of Previous Minutes (All)
  • Motion to approve the October 19th , 2017 Minutes  
    • M/S – carried


  1. Business Arising from October 19th  Minutes  (All)
  1. Regional Executive Liasions with branches (P. Charpentier)
    • Summary of duties and responsibilities to be brought forward to be brought to next meeting for approval
  2. Awards Committee Terms of Reference (C Cahoon)
  • The existing Terms of Reference is valid.  It is not posted at this time on the web page.  K Hall to work with C Cahoon to post
  • C Cahoon will work with R MacDonald and the Office to develop Standard Operating Procedures in partner with the ToR
  1. Rally Items for Branches (All)
    • Motion: BC Yukon Regional Executive will purchase rally kits for distribution to each Branch in the BC Yukon Region. Kits will contain items specific for use at rallies.
        • m/s – carried
      • Discussion on items for inclusion occurred – P Mantler recorded conversation and will provide to R MacDonald
      • R MacDonald to talk to e-store to price it out and have items shipped directly to Branch Presidents
    • Requests were also received from the Victoria Branch and North/Central Vancouver Island Branch for funds from the BC Yukon Regional Executive to purchase tents for events and rallies
      • Motion:  BC Yukon will provide funds for the purchase of two (2) tents, as requested individually by the Victoria Branch and North Central Vancouver Island Branch, as an end of the year priority.  The tents must be purchased and invoiced prior to the end of the 2017 calendar year to receive these funds.
        • m/s – carried
      • P Charpentier will cost out the tents on behalf of both branches
  2. All other actions items were deemed complete or brought forward into the agenda
  1. Regional Director Report   (R. MacDonald)
    • Motion to accept the Regional Director Report October 19th to November 30th 2017
      • M/S–carried
      • Report is attached
  1. Financial Report  (P. MacDougall)
  • Financial Report was not provided
    • P Mantler to request report
  • General discussion on known finances occurred between executive; finances appear to be in good order based on the understanding of what has been spent and to be spent based on motions from this meeting
  1. Regional Training Committee Report (P MacDougall)
    • No report was provided
    • Next National Meeting is on December 4th – R MacDonald to attend
    • Discussion occurred around what the expectations are for the training committee and how they differ between regions
    • Debrief provided by those that attended
    • Keynote speaker was excellent
    • Overall tone of AGM was good
    • Some felt some reform on how resolutions are presented is required
    • Others felt a town hall on finances was still needed
    • R MacDonald will take back any further suggestions that participants might have
  1. New Business
  1. National/Regional Initiatives
    • Legacy Fund (K Antao)
      • K Antao reported on his participation at the AGM
      • Will be looking at ways to engage at regional events
    • 100th Anniversary (P Charpentier)
      • Looking at how the region plays into this celebration
      • Goal to bring it forward to the various constituent bodies in the region
      • Looking at engaging our retired members
      • Will work with the Office to determine cost of digitizing albums
    • Better Together (P Mantler)
      • P Mantler working with R MacDonald on how we put a regional spin on better together
      • Workshops were held in May and October with a select group of leaders to determine how we can move “better together” forward
    • Government Relations (A McLean)
      • Discussion about potentially supporting a regional lobby day or having a focussed goal around Bill C-27
  2. 2018 PIPSC AGM
    • Group would like to see another regional table/caucus
    • R MacDonald mentioned that we are the host for 2018 – executive asked to brainstorm for February Meeting
    • R MacDonald to talk to Julie about rules
  3. Youth Member on Regional Executive (All)
    • The executive had great discussion around dedicating on executive position to a “young worker” as defined by PIPSC
    • We determined that we would need to change the by-law for elections
    • We agreed that this would also mean changing the number of executive members
      • Motion:  BC/Yukon Regional Executive to present to the Regional Council a resolution to expand the regional executive positions from 7 to 8 positions.  m/s – carried
      • Motion: BC Yukon Regional Executive to present to the Regional Council a resolution to amend election bylaws to have one dedicated young worker regional executive position, as defined by PIPSC as a member identifying as 40 years of age or younger.  m/s – carried
    • Action: to write resolutions for presentation to the Regional Council
  4. Increase the number of representatives at Regional Council (All)
      • No consensus on the direction of the discussion was achieved in the Executive
  5. Social Media Presence for Regional Executive
      • Lots of discussion what are the appropriate social media platforms but was parked as a future agenda item
      • It was acknowledged that PIPSC is using Nation Builder now and there were questions as to how the region can use this tool
      • There was other discussion on developing Standard Operating Procedures to support constituent bodies on how to ask for membership lists and how to post information on the platforms PIPSC uses
  6. Youth Forum
    • R MacDonald suggested that we host a youth forum later in 2018 – he will seek Better Together funds to support this
    • Executive discussed hosting the forum jointly with the steward council and if we could do a joint event with the Better Together Leaders
  7. Video of Steward Council
    • Discussion occurred on if we could create a video out of steward council to use for future recruitment
    • Request for this type of action would have to go through R MacDonald to take to the Board
    • This was assigned to the Training Committee for more discussion and recommendations
  1. Next Meeting(s)
    • Saturday, February 17, 2018 (TBC)
    • Wednesday, April 11th, 2018 9 – 12
    • K Hall to develop a calendar of events for upcoming year to help guide planning for February Meeting
  1. Adjournment @ 3:40 pm   m/s - carried  



Regional Director’s Report - December 1, 2017 – Regional Executive Meeting

Period: October 19, 2017 – November 30, 2017

Board Initiatives

Pursuant to the board mandate letters, my focus over this last period has included:

  • Chair, Executive Compensation Committee: 
    • Efforts continue on the Pre-Triennial Review Process and the full Triennial Review.
  • Board Liaison, Science Advisory Committee and Science:
    • Efforts continue on the BOD approved 3-Year Strategic Plan.   
  • Assist in the delivery of the key results area of “Model Organization” in areas of governance and strategy planning for the Institute:
    • Undertaking a governance review for the Institute and supporting BOD initiatives.

This period saw further developments at the Institute with regards to the Phoenix crisis (see www.pipsc.ca for latest updates on efforts).   Members impacted should review the website and contact a Steward or Employment Relations Officer (ERO).

PIPSC held its 2nd Annual Lobby Day / Political Action Day on Parliament Hill on October 24.  Our BC Team including Pierre Charpentier, Marvin Magana, Joanne Bouchard (on loan from the Prairies) and myself met with MPs and their staff to discuss science renewal, contracting out, fair taxation and, of course, the Phoenix crisis!  We are looking at doing similar political action in the Region in 2018.

Our Region hosted another successful Steward Council this year.  Many thanks to all those who helped out and a special shout out to Roger Haskett from Engagement Unlimited, Mr. Ernie McLean, Ms. Cynthia Pang and the Regional Office!

Since my last report, PIPSC held its Annual General Meeting.  Of note was the passage of “B-2” that amended By-Law 14 and finally added Retired Members to the member composition to Branches for the annual allowance calculations.  As you may remember, this resolution was initiated by the North-Central Vancouver Island Branch and endorsed by the 2015 BC/Yukon Regional Council.  This by-law change resolves a longstanding irritant for some of our Branches.

As always, let me know if you would like to assist in organizing any Better Together Initiatives or our upcoming Regional Events. 



  • Regional Executive Meetings / Events:
    • Regional Executive Meeting – October 19
  • Regional Meetings / Events / Conference Calls:
    • Better Together Engagement Workshop - October 20
    • Steward Council - October 20 & 21
    • BCFNHA Group Executive Meeting - November 6
    • DFO Nanaimo Lunch & Learn - November 20
    • Library and Archives Canada Consultation Meeting – November 23
    • Victoria CRA Branch AGM - November 23
    • Basic Training Presentation - November 24
    • YHC Member Outreach & TB Lunch & Learn - November 29
    • Yukon Branch and YHC Group AGMs - November 29
    • BCFNHA Member Outreach & AGM - November 30
  • Board Meetings / National Events:
    • PIPSC Lobby Day - October 23 & 24
    • Canadian Society of Association Executives Conference - October 25 -27
    • Canadian Science Policy Conference - November 1 - 3
    • Board of Directors Meeting - November 15
    • Youth Symposium - November 15
    • PIPSC AGM - November 17 & 18
    • Special Board of Directors Meeting - November 30

In Solidarity


Robert K. MacDonald, B.A., MRM


Director, BC/Yukon Region