Prepared by Zhidan Guan, ITOWSG Secretary
Browns Social house Barrhaven, Ottawa, ON K2A 0G3
Present:
Daniel Shen (President), Beverley Miranda (Vice-President), Zhidan Guan (Secretary), Bobson Wong (Treasurer), Nghia Lam (Member at Large), Nancy Desroches (Member at Large), Robert Metcalfe (Member at Large)
Absent
Liming Sun (Member at Large)
The meeting started at 6:30 PM.
AGENDA
MOTION: To adopt the agenda as presented. M/S Zhidan/Daniel CARRIED.
PREVIOUS MEETING MINUTES
MOTION: To adopt the November 5th, 2024 meeting minutes as presented. M/S Zhidan/Nancy CARRIED.
PRESIDENT’S REPORT
Daniel said that the year-end social event at Tailgaters was very successful. All the members who attended were happy and enjoyed it, quite a few new members came out to participate. The new career planning tool, Navigar, is in full operation mode. All the modules are available..
He mentioned that the IT Group has reached out for volunteers from our sub-group to join The National Organizing Committee (NOC) and Regional Organizing Committees (ROC) teams. They will provide us with further details, and we will discuss this in the next year.
Tailgators event: He mentioned that we invited 98 people, but 27 were no show, resulting in a 72.5% attendance rate, which is improved from previous years. The lesson and learned is that we should keep the buffer plan on the no shows to ourselves based on past experiences, and just inform the venue the finalized attendant numbers..
TREASURER’S REPORT
He provided the committee with an update on the funds spent in each category for this year.
He detailed the expenditures across various categories, including Mobilization, Visibility Activities, and Mileage, and addressed any questions the committee had.
Additionally, he reimbursed the executives' expenses with checks for this year.
EXISTING BUSINESS
- Executive apparel
Women's shirt had been purchased by Nancy and Beverley. Bobson will be in charge of purchasing the men's shirts. And Daniel will help to bring them to get embroidered.
ACTION ITEM: Bobson will proceed with the purchase of the executive apparel.
- PIPSC Headquarters meal
Bobson had sent the message to PIPSC and was waiting for their reply.
ACTION ITEM: Bobson will report the PIPSC reply about meal expenses at the Headquarters.
- The detailed spending list from the Paintball company
Robert needed to fill out an affidavit.
ACTION ITEM: Robert will fill out an affidavit.
- T2200 tax specialist guest speaker
Beverley: the accountant she knew did not respond to her email. Zhidan will ask the CPA Association Ottawa.
ACTION ITEM: Zhidan will contact the CPA Association Ottawa and get quotes for the 2024 tax-return session or seminar.
- Swag purchase finalization
Nancy suggested purchasing some items, such as Shoe Bags and Organizer Boxes.
Daniel has provided some information and estimates on Umbrellas, Mugs and Backpacks.
Daniel will update the inventory list on his end. Daniel announced that to thank the executives who have contributed more than the rest throughout the year, Bobson and Zhidan should take on the most significant purchase for the Swag, and Zhidan would do the second one.
ACTION ITEM: Daniel will calculate our current inventory and update the list. Bobson and Zhidan would do the purchasing.
ROUND TABLE
Bobson mentioned his concern on his department’s plan on moving to Hull, QC.
Daniel responded that this is a case by case situation. He suggested Bobson discuss this further with his director.
Daniel suggested skipping January’s executive meeting since many executives may still be on vacation. A vote was done and carried out. The meeting in January will be canceled.
NEXT MEETING
● Date: February 4th, 2025
● Virtual or In-Person: Virtual
ADJOURNMENT
MOTION Adjournment. M/S Nghia/Bobson CARRIED 9:00 PM
ACTION ITEM SUMMARY
ACTION ITEM: Bobson will proceed with the purchase of the executive apparel.
ACTION ITEM: Bobson will report the PIPSC reply about meal expenses at the Headquarters.
ACTION ITEM: Robert will fill out an affidavit.
ACTION ITEM: Zhidan will contact the CPA Association Ottawa and get quotes for the 2024 tax-return session or seminar.
ACTION ITEM: Daniel will update the swag inventory and update the list. Bobson and Zhidan would do the purchasing.