MEETING PRAIRIE/NORTHWEST TERRITORIES REGIONAL EXECUTIVE (“PRE”) MEETING
HELD AT Hotel Saskatchewan, Regina
START TIME 9:00 AMEND TIME 5:00 PM
DATE February 4, 2017
PERSONS PRESENT
Nancy McCune, Regional Director
Sharon Losinski, Regional Vice-Chair and Edmonton Branch Representative
Stuart Kidd, Secretary-Treasurer
Bonnie Pratt, Calgary Branch representative
Bobby Eiswirth, Regina Branch Representative
Kieth Laing, Small Branch Representative
Jay Krishnan, Winnipeg and Southern Manitoba Branch Representative
Nancy Shalay, Small Branch Representative
Robert Trudeau, Saskatoon Branch Representative
CALL TO ORDER
Nancy McCune called the meeting to order at 9:00 AM.
1. APPROVAL OF AGENDA
- Approval of Amended Agenda (update on February 3, 2017 training meeting added) - motion made by Bonnie, second by Kieth, carried. Sharon will maintain speakers list for meeting.
2. APPROVAL OF MINUTES FROM DECEMBER 3, 2016
2.1 Approval of minutes – December 3, 2016. Motion to approve - moved by Robert, second by Nancy M., carried
2.2Business arising from minutes – none raised.
3. DIRECTOR’S BOARD REPORT FOR NOVEMBER & DECEMBER 2016 - SUBMITTED BY NANCY MCCUNE
Directors Report to the Regional Executive for February 2017
BOD Meeting on November 16
BOD Rules of Engagement
The aim of the proposed rules of engagement is to bring focus on the business of the Institute and not on personal attacks, leaving past issues behind and letting the appropriate processes run their course. As a sign of solidarity, the goal is for each Board member to sign the rules of engagement and to include those rules in all Board packages moving forward.
Phoenix
The Executive Team (Treasury Board, PSPC, PSAC and PIPSC) met to continue discussions on how to deal with this ongoing crisis.It was recommended to the Deputy Minister Lemay to turn the rest of the Phoenix work back in house and to co-communicate to the CS community in an attempt to identify members who have significant experience and skills in PeopleSoft to put a team in place to deal with system enhancements.
Separate Employers on the Working Group on Consultation
The intent is to expand the membership of the WGC to allow the Separate Employers' Group to participate, to determine what that membership would look like and to allow the Separate Employers' Group to participate in the Consultation Symposium (funded under the WGC).
It was clarified that the Board already approved the Separate Employers' Group to meet the day before the Advisory Council. This being said, there still seems to be a need for expanding the WGC to allow their participation but it is unclear what that structure would look like.
Moved and seconded that the Board investigate changing the structure of the Working Group on Consultation to include Separate Employer Groups recognized by PIPSC as participating in consultation with the employer.
Campaign for the 2017 National Public Service Week (PSW)
Moved and seconded that the Board mandate the Professional Recognition and Qualifications Committee (PRQC) to develop a proposal around the 2017 National Public Service Week, for the Board’s consideration at its March 2017 meeting.
Update on Government Relations
A written report was provided subsequent to the October meeting. A number of high level meetings with Treasury Board partners were held regarding Phoenix and negotiations. In the context of the government relations portfolio, PIPSC is also working with the CLC to advance arguments around a fair economic increase and on overall bargaining messages.
Work with the employer is improving in all aspect and the Institute is gaining momentum on making progress on key issues. A number of meetings are being set up with DMs, MPs, and COS, leveraging a strong base with that level of leadership on progressive issues moving forward.
January 2017 Strategic Planning Session
There was agreement that the 2017 Strategic Planning Session will include discussions around governance and on a better functioning Board. The working group will consist of:
Director Glenn Maxwell, Director Nancy McCune, Director Greg Scriver, VP Shirley Friesen, COO Eddie Gillis
2016 AGM
Chair – Marilyn Best
Parliamentarians – Dan Jones, John Purdie, Robert Trudeau
PIREC Collective Agreement
Moved and seconded that the Board of Directors ratify the PIREC Collective Agreement, as unanimously recommended by the Institute Bargaining Team.
Eligibility to Serve on Constituent Body Executives
Moved and seconded that this matter be referred to the BLPC to ensure that all Group and Sub-Groups constitution are compliant with Institute By-Laws in terms of allowing all regular members to be able run for Constituent Body Executive positions.
The direction to the BLPC should be that no constituent body can restrict regular members from running for office, as per Institute By-Laws. All regular members have a right to run for positions on Group and Sub-Group Executives. This being said, all constituent bodies currently allow for this and are compliant therefore, at this point, the motion may not be necessary. Some were of the view that all constituent body constitutions would need to be reviewed to ensure compliance before coming to that conclusion.
2017 Meeting Schedule
January 18, 19, 20, 21
March 10, 11
May 12, 13
June 16, 17
August 11, 12
October 13
November 15
December 15
Policy on Regions (Amended)
Moved and seconded that the Policy on Regions be approved as amended as follows:
11. Guest Speakers - A total budget of $XX for guest speakers will be allocated between Regional Council and Stewards Council at the Regions' discretion.
Policy on President and Vice-Presidents (Amended)
Moved and seconded that the Policy on President and Vice-President be approved as amended.
The proposed changes are based on the McConnell report, approved in principle by the Board in August 2015. The intent of the ECC was for those proposed changes to reflect what was agreed in principle by the Board. The Board should be respecting the process put in place through the triennial review and the discussion should not be around making additional changes to the amended policy.
Penalties on Late Filed Travel and Compensatory Salary Claims
This issue was discussed by the Executive Committee, who had concerns regarding incidences where members were passed the six-month deadline for submitting their claims, with or without justification. EC felt that perhaps the policy should be reviewed and amended to change the current rule around the late filing of claims, i.e., putting in place a different formula around the penalty versus accumulating the 10% penalty each month, making it less punitive.
Moved and seconded that this matter be referred to the Finance Committee.
BOD Meeting on December 16
Advisory Council Attendance at the CLC Triennial Convention
Moved and seconded that the Board of Directors support selecting one third of the Advisory Council delegates to attend the 2017 CLC Triennial Convention.
Some felt that it may be premature to make this decision as it is still unclear what the Institute’s involvement will or should be, and what budget is available. It was suggested that this item be tabled to the January meeting, when more information is provided and considered
Director Maxwell and VP Friesen were tasked with identifying a proposed selection process and budget.
Selection of 2017 Committee Chairs
By-Laws and Policies Committee, Nancy McCune
Elections Committee, Jim McMillan
Elections Appeals Committee, Pam Kubicz
Finance Committee, Sean O’Reilly
Human Rights and Diversity Committee, Shirley Friesen
Information Technology Services and Projects, Greg Scriver
Professional Recognition and Qualifications Committee, Thomas Landry
Science Advisory, John Berube
Training & Education Committee, Kim Skanes
CLC Committees and PIPSC
A request for information was brought forward in terms of PIPSC's participation/representation on CLC committees.
President Daviau stated that the Institute is represented on some of the CLC committees that are aligned with the Institute's strategic objectives and goals (Disability Committee, Youth Committee, etc.). This is funded by the operational funds for those objectives. There are number of other CLC Committees on which the Institute has no representation as there is no budget to do so. The current budget is for affiliation and participation at the CLC Convention. There are still gaps which could be looked into further moving forward.
VP Friesen was tasked with bringing a proposal and recommendations on this issue at the January meeting. The proposal should consider the Institute's return on investment and how PIPSC will be actively participating to maximize its overall strategic objectives and direction. There should also be a process in place for regular feedback and reporting to and from the Board.
On a related note, the Board was informed that motions to be considered at the CLC Convention are to be submitted through the Office of the President.
CLC Lobby Day
The proposed dates for the CLC Lobby Day are February 6-7, 2017. Pay equity will be a large component of this event. The Institute participated in the last event and will be participating again in 2017. This will be coordinated through the Office of the President.
Prairie & NWT Executive discussion
Nancy M. discussed the Phoenix pay system and the transfer of union dues collected from members to the PIPSC national office. A material amount of union dues were not remitted by Phoenix to the union. National office is dealing with concern.
Nancy M. also raised issue of Bill 27 now before Parliament. The bill would authorize targeted benefit pension plans for federally mandated institutions. The public service pension plans are not directly affected.
The issue of the 10% penalty per month on constituent bodies for late filing of expense claims was discussed. Matter now with Finance Committee.
4.REGIONAL FINANCIAL REPORT
Stuart Kidd presented the Prairie & NWT region financial statements for the period January 1, 2016 to December 31, 2016. The report detailed revenues of $XX and expenses of $XX. The beginning bank balance of January 1, 2016 was $XX with a bank balance of $XX at December 31, 2016. Stuart prepared a work paper to estimate the 2017 Prairie & NWT allotment. Using expected expenses of $XX for AGM observers minus $XX for December 2016 PRE meals, the allotment will be reduced to $XX. This estimate is below full allotment of $XX using December 31, 2015 membership numbers. A business case will be for CLC training plus promotional items at 2017 Prairie & NWT Regional Council for additional spending that will apply to 2016 calendar year. National headquarters charged the region for the laptop computer costs of $XX. The laptop is used by the region secretary - treasurer.
A discussion took place regarding CLC training in Moose Jaw, Saskatchewan in April 2017. Training to engage stewards was mentioned. The ERO staff are very busy preparing for Basic training plus Labour school. The CLC training would provide additional subjects not presently available through PIPSC. The cost estimate was $XX per member to attend Moose Jaw courses. The business case would include CLC training plus PRC promotional items. Also the April 8 PRE meeting would move from Calgary to Regina to facilitate the Moose Jaw location.
Robert made a motion to spend $5,000 on CLC training and $XX on 150 anniversary year promotional items for June PRC (total $XX).
Nancy S. seconded motion. Carried.
Region will claim February 4, 2017 lunch allowance for 8 executive members.
Motion to accept financial report by Stuart, seconded by Kieth, carried.
5.PRAIRIE REGIONAL COUNCIL (PRC) 2017, SASKATOON, JUNE 2 & 3, RADISSON HOTEL
By-Law 11.2 Update - Timing of Notification to members
Notification of regional council to be sent to members next week. The notification will be in line with bylaw 11.2 of the region constitution.
Update on Sub Committee to Review Selection Process for PRE (passed at 2015 PRC)
A draft report was prepared by Nancy M., Bonnie and Stuart outlining the selection of executive members for the BC & Yukon region, Prairie & NWT region, Ontario region, National Capital region, Quebec region & Atlantic region. The report will be presented at the 2017 regional council in Saskatoon.
Update on Friday Evening (June 2, 2017)
A discussion of June 2, 2017 dinner event at regional council was held. Robert mentioned that June 2, 2017 is also the opening date for Marquis Downs race track. Robert then raised the issue of transporting delegates to and from race track. Three buses will start at 5:00 PM to 5:30 PM with dinner to be served at 6:00 PM. Buses will be available for return trip to hotel.
Motion to hold event at Terrace Restaurant at Marquis Downs in Saskatoon with up to 90 members made by Nancy M. Jay seconded motion. Carried.
Update on Guest Speaker
Member of Parliament Sherry Benson will be invited to speak for one hour at regional council. The one hour estimate will allow time for questions from delegates. The time will be between 2:00 PM and 4:30 PM. The regional director will also speak. A fund raiser for a local Saskatoon charity will be held. A presentation by Cindy Blackstock was also discussed. Nancy M. also mentioned the Legacy Foundation.
Update on Invited Elected Official
A discussion was held to decide on an invitation for an elected PIPSC executive to attend PRC. John Staric of PIPSC will be invited to speak on pension issues for members on Saturday, June 3. Discussion of whether to invite any elected officials was held.
Promotional Items
Promotion items for the 2017 PRC were discussed. Ideas included hoodies (or bunny hugs), T-shirts and carry-on travel luggage. Size selection and delivery dates were also mentioned.
Motion to purchase items with Canada 150 year anniversary logo for 75 luggage and 75 T-shirts for the PRC. Motion also included 120 hoodies (or bunny hugs) for the Steward Council in September 2017. The motion was made by Kieth, seconded by Sharon, carried.
6.STEWARD COUNCIL 2017, EDMONTON, SEPTEMBER 29 & 30, CHATEAU LACOMBE
Update on Friday afternoon & evening
Steward Council 2017 will be held in Edmonton on September 29 & 30 at the Chateau Lacombe. Friday afternoon session will include a presentation by a mental health professional. No dinner is planned for Friday but hospitality suite or greeting hour will be arranged after 7:00 PM. The presentation of Steward Award will be held on Saturday as well.
Update on Program for Council
The program for Saturday, September 30 was discussed. The morning will include a cafe style training on self-care for stewards. The afternoon will include a presentation by Doctor Antidote.
7.REGIONAL COUNCIL 2018, EDMONTON
Update on Matrix Hotel Proposal
Regional Council 2018 will be held in Edmonton. The new Ice District Hyatt hotel did not respond to our proposal. The Matrix Hotel will be selected for 2018 regional council in Edmonton.
8.UPDATE ON REGIONAL VOLUNTEERS FOR BOD COMMITTEES
The PRE selected names of Prairie & NWT members for national committees on December 3, 2016. The PIPSC national committee chairs were selected, with Nancy McCune now chair of the Bylaws and Policy Committee. However some openings exist for other regions.
9.ROUND TABLE
Edmonton branch lunch & learn sessions to be held. Edmonton branch AGM will be held on March 22, 2017. Calgary branch held a lunch & learn with 106 members attending. Calgary branch AGM held February 3 with 102 members attending. Regional director attended Calgary AGM as well. Winnipeg and Southern Manitoba branch AGM was held on January 19, 2017.Prince Albert branch is planning an event for federal public service week in June 2017 with two other unions. Saskatoon branch discussed the year events at a meeting in January 2017. Events to include a river bank clean-up, Labour Day booth and November 11 wreath ceremony. Denwood branch is considering an event with another union for public service week. Regina branch held a Christmas event and AGM will be held on March 16, 2017.
10.OTHER BUSINESS
Steward Renewals for 2017
Steward renewals for the Prairie & NWT region were discussed.
Report from CLC Conferences in October 2017
Kieth and Bobby discussed their attendance at CLC conferences in October 2017. Both found conferences valuable with exception of display by other union representatives at Youth conference. One question was – should PIPSC finance any participants for future conferences?
Funding for Branches by Region
The funding for branches by the Prairie & NWT region was $XX for Prince Albert and $XX for Northern Manitoba.
Resolution from Edmonton Branch
The Edmonton branch will put forward a motion to allow participation of retired members group executives. Robert mentioned that retired members are not in the work place and cannot be union stewards so why what value would retired members bring to a sub-group or group executive? However some PIPSC groups do allow retired members to be on their executive. The motion will be debated at 2017 PRC in Saskatoon.
Regional Youth Committee
A discussion of regional youth committee was held. Members 40 years or younger would raise cross – generational issues. A meeting would be held in conjunction with Steward Council. Nancy M. will discuss with members of the national board of directors who have youth committee experience.
Legacy Cup Challenge
Members will be asked to contribute to the Legacy Cup. Nancy M. will order posters to members.
11.NEXT MEETING ON APRIL 8, 2017 @DELTA BOW VALLEY IN CALGARY
Training meeting on April 7 in the afternoon
Training meeting in the afternoon of April 7, 2017 scheduled. Training report provided by Kieth Laing. Basic steward training will be scheduled for March 6, 7 & 8,2017 at the Matrix Hotel in Edmonton. Labour school is scheduled for May 2017 in Winnipeg with further information to come.
Next Meetings, need to choose the hotels for the following dates
April 8, 2017 in Calgary, Alberta – Delta Bow Valley – subject to approval of CLC training and transfer to Regina per point 4 above
July 8, 2017 in Yellowknife, NWT – Explorer Hotel
October 21, 2017 in Winnipeg, Manitoba – Delta Hotel
December 9, 2017 in Edmonton, Alberta – Matrix Hotel
The training committee will meet April 7 afternoon in Calgary Delta Bow Valley and December 8 afternoon in Edmonton Matrix
One additional training meeting will be held in 2017 but no date or location was chosen
12.ADJOURNMENT of MEETING
A motion by Kieth to adjourn at 5:00 PM was carried.