Present:
Daniel Shen (President), Beverley Miranda (Vice-President), Zhidan Guan (Secretary), Bobson Wong (Treasurer), Liming Sun (Member at Large), Nghia Lam (Member at Large), Robert Metcalfe (Member at Large)
Absent:
Nancy Desroches (Member at Large), Pierre Leger (Member at Large) - RSVP not sent
The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all executives and called the meeting to order at 6:35 PM.
AGENDA
MOTION To adopt the agenda as presented. M/S Zhidan, Beverley. CARRIED.
PREVIOUS MEETING MINUTES
MOTION To adopt the May 7, 2024 meeting minutes as presented.
M/S Zhidan, Liming. CARRIED.
PRESIDENT’S REPORT
- Email campaign on RtO Survey
Daniel wanted everyone to review it and make comments before sending it out. The subgroup needed to collect accurate information to make decisions such as Lunch & Learn and mobilization. He also pointed out that we have to do this as soon as possible because RtO will be implemented by September.
Both Daniel and Beverley suggested due to the time-sensitive nature, the subgroup should continue activities throughout the summer. All in favour.
TREASURER’S REPORT
- Bobson mentioned that we had exceeded our budget for executive meeting expenses.
- Daniel and Beverley explained the reason being that we have not claimed them back from PIPSC.
- Zhidan suggested that we can hold the executive meeting at the PIPSC headquarters, and PIPSC will pay for it.
- Daniel asked the treasurer to verify whether PIPSC will count executive meetings held at PIPSC headquarters among the annual sponsored executive meetings.
- Robert added that mileage (commute to the meeting) should also be taken into consideration in the cost feasibility exercise.
- Bobson reminded the team that we need to complete the review of our draft 2024 AGM minutes in order to request for our 2024 annual allocation from PIPSC.
- Daniel asked about the burn rate column to reflect the percentage of the category. Bobson responded it has been added.
ACTION ITEM: Bobson to do cost analysis of holding meetings at 250 Tremblay.
ACTION ITEM: Bobson to send the new signature card to PIPSC Finance.
ACTION ITEM: Bobson to send required documents to PIPSC Finance to obtain the 2024 allocation.
EXISTING BUSINESS
- Paintball event
Robert updated us on the number of members registered and the rough expenses in total per person. We also discussed the to-do list for the event, and everyone knew who would do what task and when.
ACTION ITEM: Nghia and Robert will send everyone a to-do list.
- Email campaign on RtO / working from home survey
Daniel explained the questions designed in the survey and asked all executives to provide comments before the end of the week.
ACTION ITEM: All to review and provide comment on the paragraph and the survey itself.
- Executive apparel
Daniel handed out to FY2023 executives (Steve Anderson included) the embroidered executive vests.
Daniel also brought sample Dri-Weave Golf Shirts for the team’s approval. The team was all in favour of the red color (7 Yes, 0 No). Cost per shirt with the ITOWSG Exec logo is $35.00.
ACTION ITEM: Daniel will proceed with the purchase of the executive apparel.
- ITOWSG membership list cleanup
PIPSC Membership is very slowly progressing with the cleanup. Beverley has escalated it to Sean O’Reilly and Eva Henshaw.
ACTION ITEM: Beverley will keep working on this matter with PIPSC Head Office.
- Converting RANDs to PIPSC members
We will ask PIPSC for $25/person/event and up to $500/event. Liming and Nancy will help and learn when the RCMP visit and conversions occur. Nancy and Robert may follow the steps of DND in the Fall.
ACTION ITEM: Beverley, Liming, and Nancy will hold a Lunch & Learn session at RCMP in cooperation with the Ottawa West Branch aiming to convert RCMP Rands to PIPSC members.
- Activity roadmapping
ACTION ITEM: Daniel and Beverley will work on developing a roadmap for events; must include budgets.
- Skyline sporting event for September and October
ACTION ITEM: Zhidan will work on soliciting interest for the sporting event at Skyline by way of a survey.
- T2200 tax specialist guest speaker
ACTION ITEM: All executives are still looking for a speaker and would likely organize the session in the coming year before tax season.
New Business:
ITOWSG executive meeting minutes upload:
MOTION Withhold executive meeting minutes uploaded to the PIPSC website. M/S Zhidan, Liming. REJECTED
Zhidan, the secretary, raised the concern about the anonymous comments heard with regards to some constituent bodies taking advantage of executive meeting meals sponsored by the union and the lack of compliance of other constituent bodies on the minutes upload.
ROUNDTABLE
- AGM draft minutes
ACTION ITEM: Zhidan will send the AGM (draft) minutes to executives for review with a date by which these updates are to occur.
- Email access for the subgroup GD Inbox
ACTION ITEM: Robert will investigate the possibility of read-only access for the GD Inbox and edit access will be granted when needed.
- Mileage
Bobson, as the treasurer, is responsible for managing the mileage spreadsheet and has developed formulas for the automatic calculation.
NEXT MEETING
- Date: July 2, 2024
- In-person venue convener: Robert, Pierre, Daniel, Beverley, Nancy, Liming, Bobson, Zhidan, Nghia
ADJOURNMENT
MOTION Adjournment. M/S Daniel, Liming. CARRIED. 9:30 PM
ACTION ITEM SUMMARY
ACTION ITEM: Bobson to send the new signature card to PIPSC Finance.
ACTION ITEM: Bobson to send allocation package to PIPSC Finance to obtain the 2025 allocation.
ACTION ITEM: Robert and Nghia will send everyone a to-do list for the paintball event.
ACTION ITEM: All to review and provide comment on the paragraph and the survey itself.
ACTION ITEM: Daniel will proceed with the purchase of the executive apparel.
ACTION ITEM: Beverley will keep working on clean-up of membership list with PIPSC Head Office.
ACTION ITEM: Beverley, Liming, and Nancy will hold a Lunch & Learn session at RCMP in corporation with the Ottawa West Branch aiming to convert 40 RCMP Rands to members.
ACTION ITEM: Daniel and Beverley will work on developing a roadmap for events; must include budgets.
ACTION ITEM: Zhidan will work on soliciting interest for the sporting event at Skyline.
ACTION ITEM: Zhidan will send the AGM (draft) minutes to executives for rectification.
ACTION ITEM: Robert will investigate the possibility of read-only access for the GD Inbox, and edit access will be granted when needed.