Regional Executive Meeting - September 22, 2020

 Meeting Minutes

BC/Yukon Region - Regional Executive 

September 22, 2020  18:30 – 21:30

 Video conference - Zoom

Meeting called to order –  18:30

1. Approval of Agenda  (All)
   1. Prior to the meeting, Adele McLean submitted her resignation effective immediately to the Regional Executive.  The Regional Executive would like to thank Adele for her many years of service on the Regional Executive.  Thank you Adele!  The Regional Executive will look for a future opportunity to express their appreciation for Adele’s work in the Region.
   2. Motion to approve the agenda
      • m/s - carried

2. Approval of Previous Minutes (All)
   1. May 28, 2020 
      • Motion Regional Executive accepts the minutes as amended - m/s -carried

3. Business Arising (All)
   1. 2020 Steward Week - (R. MacDonald)
      • Steward & Better Together sessions (steward speaker series)
      • Rob sent out email with stats.  Let Rob know if anyone has comments/questions.
      • Challenges with these kinds of lunch and learns are some of the limitations associated with the employers workplace IT systems (not allowing access).  We can post online for after the fact watching but we are not able to track views
   2. Steward Recruitment in a virtual world – (R. MacDonald)
      • Since May we have 2 new stewards but we have also only had 2 resignations.  Numbers down on both entrance and exit of stewards
      • About 180 stewards currently in the Region.
      • Suggestion on asking for anecdotal non identifying information from the regional office on who or who they are not hearing from and a summary of the overall topics
      • Is there a way to use the Branches to reach out?  Would this be communication burden/burn out?
      • Can we use our CAs to encourage management to support a virtual bulletin board to at least open of communication
      • Action: Rob will follow up with Regional Office.
   3. Steward Recruitment video – (R. MacDonald)
      • On hold (video focus on pre-pandemic activities).  Will revisit.
   4. Young Professionals forum - (R. MacDonald)
      • On hold – bring forward to next spring
      • Noting that face to face is important
   5. Regional & National awards – (C. Cahoon)
      • Carl has not seen anything with respect to the national awards
      • Rob still encouraging the regional exec to sit down in a specific session to brainstorm candidates for National Awards.
      • Chair of Awards Committee presented the recommendations
      • Motion:  The BC Yukon Regional Executive supports the recommendations of the Awards Committee for Executive of the Year, Steward of the Year and Stewards of Distinction. m/s – carried
      • Action: Carl and Karen to organize event
      • Action: Carl will look after letters and coordination with winners.

4. Regional Director Report   (R. MacDonald)
   1. Motion:  Regional Executive accepts the Regional Director Report May 29^th  to September 22^nd  2020  M/S - carried
      • Report is attached
   2. Discussion on Steward/BT sessions
      • Rob presented the proposed schedule – he tried to balance out what we heard through the survey to stewards
      • Invitation will go out within this week
      • Sessions will only be an hour with the exception of the caucuses will be 1 ½ hours

5.  Office Staff Report 
   1. No report for this meeting

6. Financial Report  (P. MacDougall)
   1. Motion: Regional Executive accepts the verbal Financial Report m/s – carried

7. Regional Training Committee Report (P MacDougall)
   1. Motion: Regional Executive accepts the verbal Training Report m/s – Carried
   2. No National Committee meeting since December 2019
   3. Upcoming training in BC/Yukon Region
      • Regional Leadership training on September 30th (full class)
   4. National training initiatives
      • Pilot project rolled out for Basic Training
      • Committee is working on selection criteria
   5. Lots of discussion on the evolution of the regional activities
   6. Training committee meeting Oct 22, 2020 9:00am – 12:00pm
      • Delay until the new year
      • Looking for 3rd member.  Philip M. could be the third person.

8. National Initiatives
   1. Indigenous Day Live in Whitehorse
      • Sponsored it last year and had approval again for 2020 in Whitehorse.
      • Unfortunately, due to Covid, the on-site component in Whitehorse has been cancelled.
      • Rob is taking forward a motion to support sponsoring the location where they will be holding it virtually  (Winnipeg and Halifax?)
   2. 100th anniversary: money to plant trees in each region
      • Location in North Van for October – pushed back to later in 2021
   3. Jen Esnard’s email regarding the session being hosted by the Black Caucus on September 30th
   4. Remember to connect with our Region HRC rep…. Tracey

9. New Business
   1. Regional update session – Oct 29, 2020
      • Cut to add more content during the steward/bt sessions
   2. Planning for 2021
      • Asking regional exec how we want to proceed going forward
        1. How do we fill spaces on the exec
        2. Does not look we are returning to “normal” anytime soon
        3. What kind of activities do we move forward with
        4. Do we allow campaigning at regional events
        5. Discussion on the need for a regional council – it is another election year
           1. Tentatively we are agreeing to  this; a 1 – 2 hour event on a Saturday; leave a final decision until after the PIPSC AGM
           2. Bring forward to January
   3. Ernie’s retirement
      • How do we recognize him (virtual thank you at the steward/bt event)
      • A virtual card and getting a gift to deliver to him
      • Action:  Karen to set up virtual card.
      • Action:  Rob to prepare email to members to participate and coordinate gift.
      • Motion:  The BC Yukon Region Executive supports using Regional Funds up to $250 to purchase a gift for Ernie McLean’s retirement m/s - carried
   4. Visibility Items
      • Question from Branches around purchasing visibility items and holding inventory for future in person events
      • Discussion – as long as it is not an exorbitant amount; it should be promotional and reasonable – if there are remaining questions – it should go to finance
   5. Resolutions
      •  Atlantic Canada is putting forward a resolution to remove the two part time vice president positions
      • Motion: The BC Yukon Regional executive supports the resolution to remove the part time vice president positions – m/s carried unanimously

10. Next Meeting(s)
    1. November 17 evening - video conference
    2. December 2 – Regional Caucus  I had Philip coordinating and Pete helping…
    3. January Meeting – TBD

11. Adjournment @  20:35 m/s- carried

Regional Director’s Report – September 22, 2020 – Regional Executive Meeting

Home of the PIPSC’s Legacy Cup!

Period: May 29, 2020 to September 22, 2020

As always, I hope this report finds everyone safe, healthy and taking care of themselves and those around them. 

Updates on COVID19 from PIPSC are found at www.pipsc.ca  Please encourage our members to review the FAQs, which are updated often.   A huge thank you to our stewards and PIPSC staff who are the front line in assisting with so many COVID related issues including: returning to the workplace, members’ use of 699 leave and alternative work arrangements.  Your efforts are appreciated!

The PIPSC Board of Directors met on August 12, 2020 and determined that all in-person meetings should be suspended for the balance of 2020.  While ensuring the health of our members, their families and our communities, it is important that an evidence based organization like PIPSC demonstrates leadership on this matter.  Information can be found at:  https://pipsc.ca/news-issues/information-members-regarding-covid-19-coronavirus/pipsc-in-person-activities-and-2020

Region

With the cancellation of all our in-person events such as Regional and Steward Councils, the Board of Directors encouraged regions to implement online steward and member activities, where possible, to replicate some elements of these Councils.  In the BC/Yukon Region, we are planning and have implemented a number of innovative and on-line sessions to provide information and support for our members and stewards including:

Steward Speaker Sessions:

• June 24, 2020:  Lunch and Learn - Staying Resilient in Extraordinary Times
• September 15, 2020:   Lunch and Learn - Toolbox for Supporting Members During COVID

Proposed Steward and Better Together Sessions:

• October 20, 2020:  How to Engage in the Virtual World – Roger Hasket, Engagement Unlimited
• October 20, 2020:  COVID 19 and PIPSC Responses – Kris Hawkins and ERO Panel
• October 22, 2020:  National Update with President Debi Daviau
• October 22, 2020:  Consultation Team Caucus Meeting (new this year!).
• October 29, 2020:  Group Caucus Meetings
• October 29, 2020:  15 Commitments to Leadership - Christina Nikiforuk, Liberate Leadership

Stewards and selected Branch Delegates to the proposed Steward and Better Together Sessions will be entitled to salary replacement to attend these day-time sessions.  We hope these sessions will be well attended and useful to all those who are able to attend.  Planning for 2021 is now underway.

National

National / Board Initiatives

Pursuant to the Board mandate letters, and additional assignments, my focus over this last period has included:

• Chair, Executive Compensation Committee (ECC):  At the September BOD Meeting the ECC will be presenting the results of the Triennial Review process for President/Vice-Presidents; the proposed process for the President’s performance assessment and the results of the Board’s voluntary self-assessment process.  
• Board Orientation:  A Board Task Force continues to meet online collecting information, identifying gaps and creating an orientation/on-boarding outline. 
• Governance:  No update on PIPSC governance activities.
• Innovation / Building Trust / Life Insurance Trust:  The Building Trust is considering options for the various parking lots it owns around 250 Tremblay.  Any recommendations would be presented to the PIPSC BOD. 

Let me know if you have any questions or comments on my Board appointments (elected) and the specific portfolios assigned by the President / CEO.   The Board mandates are on the PIPSC website.

Events Attended

• Regional Meetings / Events / Calls:
  • Regional Executive Meeting – May 28
  • Regional Executive / Branch Presidents Call  – June 15; July 27; and August 13
  • Regional Office Meeting – June 16; August 13; and September 15
  • On-Line Speaker Series #1– June 24
  • AFS BC/Yukon Virtual Town Hall – June 25
  • On-Line Speaker Series #2 – Sept. 15

• Board Meetings / National Events / Calls:
  • Regional Directors – June 11
  • Board of Directors – June 12 & 13; August 12 (Special) and July 24 & 25
  • Building Trust – June 18, July 6 and August 9
  • Executive Compensation Committee – July 30 and August 19
  • Group Life Insurance – August 25
  • BOD Orientation TF – September 17