AFS Headquarters Sub Group - Executive Meeting Minutes - June 15, 2023

Item

Topic and Discussion

Action

Call to Order and Welcome

Brian Busby announced quorum and called the meeting to order at 5:56pm pm.

Brian Busby

Approval of Agenda Items

Patrick McIver sent all executive members a draft copy of the meeting agenda items on June 9, 2023. No revisions made to the draft agenda.

Andra made the motion to approve the draft agenda, which was seconded by Audrey. Motion carried.

Patrick McIver

Minutes from Prior Meeting

The draft copy of the minutes from the April 20, 2023 executive meeting were distributed to the executive by e-mail shortly  after the meeting. There were no changes requested from the executive.

Therefore, on May 2, 2023, the minutes were approved and a copy of the minutes were transmitted to PIPSC for publishing on the AFS HQ Subgroup’s webpage.

Minutes published May 30, 2023 (https://pipsc.ca/groups/afs/ subgroups/afs-hq-ncr/afs-headquarters-sub-group-executive- meeting-minutes-april-20-2023)

Patrick McIver

Headquarters Region AFS Representative - Remarks

HQ Region AFS representative Dan Quinn did not attend the meeting and was therefore unable to give remarks. However, the executive was informed Abraham (Abe) Garcia (former A/ President of the subgroup) was elected the HQ Region AFS representative starting July 1, 2023 for a 3-year term.

Patrick informed the executive that going forward, he will ensure that Abe will be included in future communication involving the Subgroup.

Brian Busby

Item

Topic and Discussion

Action

Finance Report from Treasurer

James Armstrong prepared and sent to all members an updated financial report as at May 31, 202. Discussion had regarding PIPSC’s policy regarding Subgroup allocation process and financial reporting requirements. Also discussed the financial requirements for the upcoming AGM and the Subgroup’s mobilization event proposed to take place this summer.

During the discussion, Earle Loftman asked what the fiscal year of PIPSC was. Patrick said he thought it was the calendar year (based on the assumption the Subgroup gets its annual allotment from PIPSC in the spring). The question’s answer will be provided before the next Subgroup executive meeting.

James Armstrong

AFS HQ

Subgroup - Executive Open Positions

Following the retirement/resignation of Bruce Buchardt, and the resignation of Jasen Spry, there exists openings on the Subgroup executive. It was previously agreed that these positions would be filled before the next Subgroup AGM.

Director Louise Lepore (elected to a one-year term at the 2022 AGM) expressed her desire to replace Andra Weis as a two- year director (as Andra, elected at the 2022 AGM as a two-year director, was chosen to replace Brian as the Subgroup A/Vice- President at the Subgroup executive’s April meeting).

Discussion held. Patrick moved the motion to have Louise succeed Andra as a two-year director (term ending at the 2024 AGM). Audrey Wojcik seconded the motion. Motion passed.

Following the vote, there exists two open Director positions, for a term expiring at the 2023 AGM. Tabitha Fuller, a member of the Subgroup, has expressed her desire to fill one of these positions. Discussion had. Brian moved the motion to select Tabitha to succeed Jasen Spry as a Director, with a term to expire at the next AGM. James seconded the motion. Motion passed.

Brian welcomed Tabitha to the executive and thanked her for her interest in joining the executive.

In closing the topic, Patrick advised the executive of the   current term expiries for each of the members. Those members whose term on the executive expire at the next AGM (i.e. AGM 2023) are: Brian, James, Lin Bian, and Tabitha.

Those whose terms are up at the 2024 AGM are: Andra, Patrick, Audrey, Daryl Boychuk, Earle Loftman, and Louise.

Brian Busby

Item

Topic and Discussion

Action

HQ Subgroup AGM 2022

- Draft Minutes

By email on April 22, 2023, Patrick sent a draft copy of the  2022 AGM minutes to the executive for review. No change requests were received. Therefore, the draft AGM minutes were sent to PIPSC for translation and publishing on the Subgroup’s webpage.

On May 17, 2023, the 2022 AGM draft minutes were published (https://pipsc.ca/groups/afs/subgroups/afs-hq-ncr/draft- meeting-minutes-afs-hq-subgroup-agm-2022). These minutes will be approved at the 2023 AGM.

Patrick McIver

HQ Subgroup AGM 2023 -

September 7,

2023

At the previous Subgroup executive meeting, it was decided that the 2023 AGM would be held on Thursday, September 7, 2023. By e-mail following the April meeting, the Subgroup executive selected the Royal Canadian Legion (RCL), Montgomery Branch on Kent Street, Ottawa, as the location for the meeting. A contract was subsequently signed with the  RCL.

Discussion had on the various aspects relating to the meeting, such as audio-visual equipment, invitation of special guests, logistics, etc. Daryl was selected to act as the master of ceremonies/host of the evening. Lin selected to manage the member-sign in (registration) desk. Andrey selected to look into procuring AFS-branded swag to provide as visibility items to members in attendance to increase prominence of PIPSC/ AFS/Subgroup in the workplace.

Discusison also had on who should form the elections committee for the upcoming executive election. Andra and Audrey were selected to form committee, and between them, they will identify and propose a third member to serve on the committee. Final decision on the election committee to be made at the next Subgroup executive meeting (to be held before the next AGM).

Brian Busby

AFS AGM 2023 - June 10, 2023

Debrief

The AFS Group AGM was held last week on June 10, 2023. Subgroup members in attendance were: Brian, Andra, Patrick, Daryl, Audrey, and Lin. Brian gave a brief update on what was discussed at the AGM.

Brian Busby

Rollout of On-Site Presence (ROOP)

Brian gave an update on the ongoing implementation of ROOP in the workplace, and executive members informed the other members of what they were experiencing and hearing from members about ROOP.

Brian Busby