The Professional Institute of the Public Service of Canada
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Ontario Region Executive Minutes, June 29, 2024

Sherwood Inn, Port Carling, ON

Present: J. Purdie, C. L’Estrange, T. Yantsis, B. Brawley, T. MacDonald, S. Labbé, M. Chan, H. Timla, T. Zaharopoulos, D. Kamaldin, R. Kaura

Regrets: none

Meeting called to order at 9:10 am

  1. Opening remarks 

Director acknowledged land that we met on and welcomed ORE.  

  1. Approval of Agenda 

Motion to approve the Agenda as presented. Consensus

  1. Approval of Minutes 

Motion to approve the April 11, 2024, ORE meeting minutes. Consensus

  1. Matters Arising / Tracking Report – John 

Discussion surrounding each action item.

  1. Treasurer’s Report – Tom Y. 

Treasurer reviewed the financial situation and current expenditures in his Treasurer’s report. Questions and comments answered.

Motion to approve the financials as presented by the Treasurer. Consensus

  1. Committee Reports 
    1. BOD COMMITTEES 
      1. PRQC – Fatima Hashmi 

A report was prepared and submitted to the ORE. It is held in the shared drive.

  1. BLPC – Mandy 

Next meeting is July 8th, no meeting since last ORE meeting. John raised concern on the spreadsheet to all Ontario constituent bodies which contains the link to the bylaws. BLPC is no longer following up on these bylaws. It is an important follow-up to ensure that branches/subgroups have the right bylaws. PIPSC model as a default. Constituent body bylaws discussion to clarify BLPC rep’s role and branch liaison’s role. Bylaw adoption and approval process explained.

Action: That ORE BLPC rep brings to BLPC the ORE concerns about updating the list.

  1. Finance – Tom Y. 

No meeting since last ORE meeting. Planning and budgeting for Ontario region is under review by John and Heather. Next meeting is July 19 in Ottawa.

  1. HRDC – Sabrina Labbé 

Last meeting was May 31 & June 1. Members with disabilities were discussed extensively for better service and improvements. Caucus Chairs were invited and discussed their recent agendas and issues. Pride Month was discussed. Toronto Center sent an email to John, that was then forwarded to Stacy to be discussed by HRDC. Sabrina responded and attempted to coordinate and assist. Toronto Center missed the registration but were successful in joining PSAC with 20 spots. Discussion surrounding future Pride Month involvement. Harry will be marching and was wondering if ORE had promo items available.

  1. ITSP – Dora Scarling 

No new meeting since our last meeting, a report had been prepared and submitted to the ORE previously. It is held in the shared drive.

  1. SA – Tina 

A report was prepared and submitted to the ORE. It is held in the shared drive.

  1. National Training – Bridget 

Met with TEAM May 17. Met 20 stakeholders. Working on a mentoring program in progress. Drill down to the specific needs of each group. Member facilitators email went out. Looking to train more peer facilitators on the popular education model, goal to have approximately 4 peer facilitators trained per region.

  1.  Election – Tim Azab 

No report was prepared, the Committee is not yet active.

  1. Election Appeals – Patrick Mudenyo

A report was prepared and submitted to the ORE. It is held in the shared drive.

  1. ORE COMMITTEES / Liaison 
    1. Training Committee – Bridget 

Spring 2026 Advanced Labour School Training location quotes were submitted. Discussions surrounding locations and pros and cons were highlighted. Next Advanced Labour School is held in London.

Motion: Recommends that the location for Spring 2026 Advanced Labour School be held in Kingston.

Moved: Bridget Brawley

2nd: Tom Y Consensus

Quotes were requested for Spring 2026 Basic Steward Council. Chelsea Toronto is undergoing multi billion dollar renovation next year and there are concerns with the hotel being ready at that time. 

Motion: Recommends that the location for Spring 2026 Basic Steward Training be held at the Hyatt, Toronto.

Moved: Bridget Brawley

2nd: Tom Y Consensus

Quotes were requested for the 2-day standalone training held March 26 to 28, 2026. Training topic has not been decided. This is a smaller type activity and therefore could test the Chelsea location as a potential venue.

Motion: Recommends that the location for Spring 2026 Standalone Training be held at the Chelsea in Toronto.

Moved: Bridget Brawley

2nd: Tom Y Consensus

  1. Bylaw & Policy – Mandy/Sabrina 

Nothing to discuss. Document is updated as of March 23, 2024.

  1. Visibility Mobilization – Mandy/Sabrina/Harry 

Labour Day Parade discussions and plans have started. Din will be registering with CNE. Mandy & Sabrina have started working on a budget. Truck rental option discussed. There is a parade specific budget line for this event that is accessed per regional director recommendation. Better Together funding can be used for lunch as it permits $25 per person. Discussion surrounding volunteers for lunch distribution and discussion surrounding outsourcing catering to local CNE vendors versus teaching out to Subway and catering lunch as was done last year. Poster will include a volunteer request during registration.

Motion: That the ORE pay for accommodation for the night prior for the organizer of the Labour Day Parade.

Moved: Mandy Chan

2nd: Tom Y Consensus

Toronto Pride Parade is June 30 and Harry will be marching. ORE is willing to undertake the coordination for local events. HRDC should be involved in the Pride Parade organization, even if they are a national coverage committee. ORE should push their involvement in the Ontario Region Parades as much as possible. Toronto parade is the biggest, committee will look into getting involved in Pride 2025 and bring back to ORE at next meeting (August)

Action: Bring back to HRDC that Pride Month coordination and organization be improved

Action: Bring back to Mobilization lead at PIPSC to get approval and funding for Labour Day Parade 2024.

  1. Ontario Provincial Group – Tina 

A report was prepared and is found in the share drive. Overall, very positive feedback and more involvement by key members.

OFL involvement recently spoken about, during the May AC meeting. What do we get back from money spent into OFL and CLC. OFL participation is beneficial. Tina is a WSIB voting member. Tina is a Health & Safety voting member. OFL is working on a heat stress bill and involvement promotes everyone’s safety. Will be submitting a business plan to get approval for compensation of involvement as these are not currently funded by PIPSC.

  1. Young Professionals – Rachit 

Asked to be part of ITB return to the office committee. Knowledge will be beneficial. Exemptions for IT will be maintained, announcement will be made shortly. IT exemptions are prolonged another year as retention is a huge fear. For example, when the announcement went out, DND lost 50 IT in a week. 

Committee members will be expiring March 2025, call for candidates will be January 2025. Process was: Call letter sent on website, form filled out, Rachit (Chair) reviewed submissions and brought to ORE for recommendations. Asking if we have any other recommendations that we would like implemented. John would like to know if we should align the YPN term with either a calendar year or executive elections/term. August 9 will be a planning meeting (9-5pm + 9-12 am Sat), meet & greet same day (6-9pm), cost is $X,XXX, including dinner. Snacks/apps may be offered instead. Meal is $X,XXX. Event is at Square One Rec Room in Mississauga, $XX promo items will be distributed. Prompt to sign up as Stewards. Rachit will coordinate with Tom Y for promo items. Question relating to CLC involvement and if members will be sent.

  1. Branch Liaison – Tina 

A report was prepared and is found in the share drive. AGM Delegate numbers will be going out. Communication and notifications are not going out when new members join, should new members put in grievances when this is not done. 

  1. Legacy Foundation – Chris 

Stacey McLaren is the point person. Communication and obtaining information is very difficult. Winners are announced but amounts are not known or shared. Followed up on balance in the fund and Ontario ranking in Legacy Cup. Ontario has never won the Cup. John presented Legacy Foundation Fund financials. Discussion surrounding the scholarships and the financials as presented.

  1. Regional Council – Tom Z 

The past ORC Chair supplied a report. Recommendations that planning and organizing be commenced as early as possible. Guest speakers should be current hot topics. To be confirmed if we will have group presidents and if so, are they afforded a breakout room. Discussion on hospitality, extra-curricular activities (team building activities, outings, sporting events), and parliamentarian. Tom Z requests ideas for guest speakers. 

Feedback: election ballots should be more secure and votes should be placed in a box. Tallying the results was long and difficult. Establish better procedures and share.

Motion by reconsideration: The ranked election results list be forwarded by the election committee chair to the Ontario Office Admin for safekeeping, until the next election.

Moved: Tina MacDonald

2nd: Tom Yantsis Consensus

  1. Steward Council – Bridget 

Discussion on 2026 OSC quotes. 

Motion: Recommendation that White Oaks be contracted as the location for 2026 OSC.

Moved: Bridget Brawley

2nd: Chris L’Estrange Consensus

Draft 2024 OSC Agenda discussed. Treasurer training will be offered. Promo item recommendations: mini travel umbrella. Steward of the year procedures are updated to potentially be centralized. It will still come back down to the region for selection. The criteria will be created by PIPSC and regions are supposed to use the rating scale to select steward of the year. Status quo on process for this year.

  1. Director’s Report – John 

News will be coming down, staff have been advised about cost containment review, on the basis that some staff are required to go in the office, while most other staff do not have to. Toronto office lease has not been renewed. They will be using shared board rooms and hoteling. Better Together funding policy changes were discussed at AC. Staff has come up with a recommended policy but they did not consult with Regional Directors and Finance Committee. Currently on pause as there are significant issues with the proposed draft, it has been resubmitted to BLPC. Current BoD structure discussion. Contingency plan to be discussed.

Motion: Recommendation that ORE select a nominee for the position of Ontario Regional Director in the event that the role becomes vacant.

Moved: Tom Yantsis

2nd: Sabrina Labbé Consensus

Nominations given, Din Kamaldin and Tom Yantsis. Vote results: Din Kamaldin will be recommended by the ORE.

  1.  New Business 
    1. AGM / SGM delegates

Discussion around the delegate seats for the 2024 AGM, use of formula or 2 seats per branch.

Motion: Recommend that ORE follow the 2023 model of allocation so that all branches have 2 seats.

Moved: Tom Yantsis

2nd: Chris L’Estrange Consensus

Action: Branch liaison to email branches for 2 delegate seats, ranked alternates, observers will be virtual.

Discussion around the delegate seats for the 2024 SGM. Wish is to expedite the process, send request to the Branch Presidents to obtain the 2 delegates, would you like to send the same names.

Action: Branch liaison to email branches for 2 delegate seats.

Due date for SGM is July 5, 2024 and AGM is July 26, 2024.

  1. AGM Caucus / Hospitality

Ontario Region will have a Caucus. Discussion about hospitality.

  1. Smart Serve Certification – Tom Y &/or Sabrina

Cost of $XX.XX for the online certification, 4 members will be taking the course: Harry, Tom, John & Sabrina

  1. Policy on Family Care – Tina

PIPSC (Concur) will reimburse babysitting fees for members to attend some union activities as per policy.

  1. Election process suggestions – Tina

Previously discussed.

Action: 2024 ORE Election Chair to review election procedures to provide recommendations regarding if someone other than the candidate delivers the nomination speech.

  1. Review ORE meeting dates

Updated December meeting date. Selected February meeting with potential location. Will attempt another Meet & Greet

  1. Minutes - posting versus filing 

Tina was approached about posting her Group minutes to the PIPSC website by Mirielle Racine (PIPSC Admin). Policy states that minutes must be filed. 

Action:  Mandy to speak to BLPC to request clarification on posting versus filing of executive meeting minutes.

  1. Round Table 

Rachit had to leave

Mandy has nothing

Tom Y wonders how August dates were selected. Discussion around moving the date but no other date works.

Tom Z was unable to provide further feedback, technical glitch with zoom.

Din welcomes everyone, looking forward to this year's work.

Chris thanks everyone

Tina says everything is good

Bridget thanks everyone for the teamwork

Sabrina looking forward to productive times ahead

John thanks everyone for the good and long meetings.

Harry thanks everyone. Would like to know if the website could be updated with his coordinates.

Meeting adjourned at 6:15 pm

Published on 3 April 2025