Atlantic Regional Executive Meeting Minutes
Rodd Miramichi River Resort – September 28-29, 2018
CHAIRPERSON: Emmanuel Costain
EXECUTIVE: Michael Basque
Carolyn Hynes
Marcel Journeay
Scott McConaghy
Christine Newhook
Mike Pauley
Jason Rioux
Phil Wilson
REGRETS: Kimberley Skanes
Marilyn Best
STAFF: Catherine Pinks, Recording Secretary
1. Approval of the Agenda
The following items were added to the agenda:
Item 8 Hot Topics - New Brunswick Pension and New Brunswick Election.
Item 5 New Business - BCD Traveler’s Profile, PIPSC 100th Anniversary, AYPC Budget for Hospitality at Steward Council details for Atlantic at the PIPSC AGM.
Motion #1 Phil moved and Micheal Basque seconded that the agenda be approved as amended. CARRIED
2. Welcome and Introductions
Manny called the meeting to order and welcomed the Executive to the Miramichi with a special welcome to the two newest Executive members Jason Rioux and Christine Newhook.
Catherine facilitated the teambuilding exercise – LIST IT. Jason volunteered to do the ice breaker at the October meeting.
ACTION: Jason facilitate icebreaker for the October meeting.
Manny instructed the Executive to review the Meeting Ground Rules and as no edits were suggested the Executive agreed to maintain the status quo.
Referring the Executive to the Summary of Balancing Union Activity and Family Life, Scott provided a review on the policy for the benefit of the new Executive members.
With the introduction of the MOU on Union Leave with Pay, the Executive questioned which Employer code should be used when putting in leave taken under 3A and 3B. Scott confirmed that for the day you take off, you should use the same code as the meeting you attended.
ACTION: Catherine check with Finance on which TAN they would like members to use for days off under 3A and 3B
Catherine suggested that perhaps a general TAN related to the Balancing Union Leave with Pay might be a solution.
Catherine passed the mittens for the Atlantic Waterfront Walk at Dawn and AGM shirts around for the Executive to see.
3. Approval of Minutes/Action Items of May 24 and May 27, 2018
Minutes May 24, 2018
Manny tabled the minutes dated May 24, 2018. Marcel suggested the note pertaining to the loss of the minutes be moved to the end.
ACTION: Catherine to move the NOTE in the May 24 minutes to the end.
Manny reported that the AFS group will no longer be going to BC for their Group AGM at the time of Steward Council. Chris Roach and Manny will facilitate the AFS breakout at Steward Council.
Motion #2 Marcel moved and Carolyn seconded that the minutes of May 24, 2018, be approved as presented. CARRIED
Action Items May 24, 2018
Action Items
Atlantic Regional Executive
May 24, 2018, Meeting
Delta Beauséjour, Moncton, NB
# Action
Item/Completion Deadline
Completed/Progress
BF
1 Executive
Collect pictures and stories from their respective constituent bodies and submit to Carolyn for PIPSC’s 100th Anniversary.
ONGOING
2 Catherine
Make the following bookings: Training and Executive Meetings - January 25-26, 2019, Delta Dartmouth; March 22-23, 2019, Delta Beauséjour; September 13-14, 2019, Dundee, Keltic or Inverary Inn. Steward Training – February 21-23, 2019, Delta Dartmouth; Regional Training School, April 11-13, 2019, Old Orchard Inn; September 26-28, 2019, Delta Prince Edward, Delta St. John’s or Sheraton St. John’s
DONE
Booked Quality Inn & Suites Summerside
Sept. 20-21, 2019
3 Kim
Add a reference to the PIPSC Atlantic Member Facebook page under “From the Director”.
ONGOING
4 Executive
Think of members who are deserving of a Service Award and send their name to Kim.
ONGOING
5 Catherine
Send the Executive a list of the contact information for the stewards in the Branch we are hosting the meeting and greet for. Executive members who reside in the city of the meeting where possible contact the Stewards by phone to promote the event.
ONGOING
I sent the stewards and email this time.
6 Catherine
Facilitate icebreaker for the September meeting.
DONE
7 Executive
Determine the prize or prizes they will purchase for the draw at the AGM.
DONE
8 Catherine
Obtain proposals from Oak Island and White Point for the 2020 Training School.
DONE
9 Catherine
Contact the Delta Halifax and explore the options of changing the date for the 2019, 2020 and 2021 Steward Council to another weekend.
ONGOING
Manny lead the Executive through a review the action items.
Minutes of May 27, 2018
Manny table the minutes of May 27, 2018, for approval.
Motion #3 Phil moved and Scott seconded that the minutes of May 27, 2018, be approved as presented. CARRIED
Action Items May 27, 2018
Action Items
Generated by the Atlantic Regional Executive
May 27, 2018
Delta Beauséjour, Moncton, NB
# Action
Item/Completion Deadline
Completed/Progress
BF
1 Catherine
Check for meeting space for September 2019 Regional Executive meeting in Summerside – The Loyalist Inn
DONE
Booked Quality Inn & Suites Summerside
Sept. 20-21, 2019
2 Catherine
Check for space for the 2019 Regional Executive meeting in September in Antigonish and Pictou
Not enough membership base to warrant booking
3 Catherine
Update Executive and Training Committee listings and distribute to Membership, Branch and Provincial Group Presidents and post on the Regional Executive Virtual Binder.
DONE
4 Catherine
Obtain Marilyn`s signature on the Principles of Conduct and then distribute to the Executive at the September meeting and post to the Executive Virtual Binder.
DONE
5 Catherine
Add an explanation of UFLUB to the September Executive meeting agenda.
DONE
6 Catherine
Schedule the AYPC for Friday morning in conjunction with the Steward Council and ensure participants are attending both meetings.
DONE
7 Kim
Confirm with Marilyn that she does not have an AGM seat.
DONE
8 Catherine
Send AGM Executive observers names to Julie Gagnon.
DONE
9 Catherine
Issue an invitation to Gerry and Cathy to attend the October Director`s Dinner.
DONE
Manny reviewed the action items with the Executive.
ACTION: Catherine to confirm AYPC members are attending the Steward Council following their Friday afternoon meeting.
ACTION: Christine to remind the AYPC members that when meetings are held in conjunction with Steward and Regional Councils in order to minimize costs attendance at the Councils is normally required.
4. Who does What? Do We Want to Make Any Change?
a) Sub Committee Mandates:
- 1st paragraph may to provide – remove to.
- Page 3, Branch and Provincial Group Liaison Sub Committee, 2nd bullet check minutes for clarification on this bullet,
- Page 3, 5th bullet change voter to member.
- Page 3, 7th bullet change invite to invitation.
ACTION: Resolutions Committee provide the spread sheet to the Atlantic Delegates prior to the Atlantic Resolutions meeting on Thursday and provide a link to the AGM Resolutions.
ACTION: Catherine check notes from Executive meeting 09/2017 to clarify the bullet on Page 3 under Branch and Provincial Group Liaison Sub Committee.
b) Atlantic Regional Executive Role and Responsibilities:
- Page 1, last bullet change shall to may.
- Page 3, Treasurer, 6th bullet, add “s” to statement.
- Page 3, Treasurer 8th bullet, add “s” to statement.
c) Atlantic Region Training Committee Mandate:
- Page 1 last bullet, remove and add to section below Other Information.
- At the end of the bullets add title Other Information
- Page 2. 3rd paragraph switch Members Services with TEC.
d) Role of the Atlantic Regional Training Committee Chairperson
- Review the documents and determine Region vs Regional
- 1st page, The Atlantic Regional Training Committee Chairperson will: 1st bullet unbold a and change ad to and.
- 1st page, 3rd bullet region to regional.
5. New Business
a) Mobilization Swag for Special Events:
Catherine explained that HQ sent condoms to three constituent bodies in Atlantic for Labour Day. We received complaints from two of them.
The Executive felt that the distribution of promotional swag is not working. In general items are late or non-existent. Considerable discussion took place on the lack of and untimeliness of appropriate promotional material available to the regions.
ACTION: Kim bring Atlantic concerns of dissemination of inappropriate swag to the Board.
ACTION: Resolutions Sub Committee draft a resolution for the ARC allocating a portion of the national communications budget to the regions for visibility to the regions. BF January meeting.
b) Steward of the Year and Executive of the Year Nominations
Discussion ensued around the historic difficulty we have had in obtaining nominations for both of these awards. The Executive suggests that to add to the pool of candidates the Executive will bring names to a specified meeting and the Executive will review the names to determine two or three worthy of nomination and they will prepare the nominations and add them to others collected for review. Awards Sub Committee members will not bring names forward to avoid a conflict of interest. As such it was agreed to reduce the size of the Awards Sub Committee and Mike Pauley offered to step down. Names will also be solicited from staff and brought to the meeting by the staff resource. We will BF this to finalize the details at the January meeting.
ACTION: Catherine remove Mike Pauley from the Awards Sub Committee.
ACTION: Catherine BF Steward of the Year and Executive of the Year Nominations process to finalize details at the January meeting.
c) AYPC Budget:
Catherine tabled the recommendation from the AYPC for their hospitality event being held in conjunction with Steward Council. The recommendation was based on an anticipated attendance of 25 youth. As the Executive agreed it was difficult to estimate attendance, they agreed to go with $5.00 per person, drink tickets and ordering finger food at the event based on the turnout. The Executive asked for Catherine to check to see if we can get invoiced.
ACTION: Catherine to relay the recommendation of $5.00 per person, drink tickets and ordering food to the AYPC.
ACTION: Catherine to inquire if the Games Room can invoice for the expenses associated with the event.
d) BCD Profile:
Marcel reported that when the Branch Liaison Sub Committee checked in with the Atlantic Constituent Bodies, he was informed that BCD is now deleting profiles if they are not used within one year. The Executive agreed this seemed to be a waste of resources as there are members who will only travel once per year for PIPSC.
ACTION: Catherine follow up with PIPSC on why BCD has to delete member profiles if they are not used within the year.
e) PIPSC AGM Prize:
Motion #4 Carolyn moved and Phil seconded that regional executive will allocate $500 for the Legacy Fund prize draw at the 2018 AGM. CARRIED
The Executive agreed they will go with 5 X $100 gift cards from Best Buy.
ACTION: Carolyn and Christine will prepare a diorama with an Atlantic theme with a clothesline and hang the gift cards on it.
ACTION: Christine will purchase 5 x $100 gift cards from Best Buy.
f) PIPSC AGM Delegates:
Scott reiterated that we will send the AGM delegates the resolution cheat sheet and link to the resolutions at the PIPSC website. The cheat sheet will be completed at the October Regional Executive meeting.
ACTION: Catherine BF AGM Resolutions cheat sheet to January meeting.
Tentatively, Marcel will co-chair the Atlantic AGM Resolutions caucus meeting with Kim.
Jason is looking after the hospitality suite.
ACTION: Catherine, at the October Executive meeting, provide Scott with the AGM chair back covers and AGM shirts.
ACTION: Catherine ship Legacy Cup to HQ.
g) 100th Anniversary:
Carolyn reported that the 100th Anniversary committee met yesterday. The big launch will be at the November 2019 AGM. They anticipate trying to take the AGM dinner slot on Friday night for the launch in 2019 and for the 100th Anniversary celebration in 2020.
The Committee has a representatives in PE, NB and NL but needs to recruit a representative in NS. The role of the representative is to participate in the planning calls and solicit interest from the membership for the celebration.
Carolyn reported that the committee with be adding the PIPSC anniversary logo to the calendars as well as a countdown clock on the PIPSC Website. At the Anniversary year PIPSC will be doing a special scholarship and inviting life members to the celebration. The book, History of PIPSC, is on track for release.
ACTION: Branch Liaison Sub Committee solicit representative from NS for 100th PIPSC Anniversary planning committee.
ACTION: Catherine send region’s photos to Laureen Allen for use in the 100th Anniversary celebrations.
ACTION: Jason to bring up the 100th Anniversary countdown clock at the next ITSP committee meeting.
6. Review of Goals and Objectives
Manny referred to the handout listing the Executive’s previous objectives and goals and led the Executive through a review of the items indicating which ones have been achieved and which are ongoing.
August 2015
Communications Objectives
Executive Among Themselves
- Recommendation #1: Regional Director to provide a report of the Board meeting to the Regional Executive after every Board Meeting via email within two weeks.
- Recommendation #2: Clearly indicate any action items.
- Recommendation #3: Remain professional especially with email.
Executive and Regional Staff
- Recommendation #1: Establish, Communicate and adhere to appropriate timeframes for email response.
- Recommendation #2: Regional Executive and Staff member inform when out of office or off line.
Regional Executive and the Region
- Recommendation #1: Meet and Greet in conjunction with meeting.
- Recommendation #2: Lunch and Learns in conjunction with Executive meetings.
- Recommendation #3: Promote Newsletter
March 2016
Goals
- Establish a Youth Committee in the Atlantic Region;
- Win the Legacy Cup and
- Enhance membership engagement in conjunction with Regional Executive meetings.
December 2017
Goals
- Profile a Branch each year at the ARC and follow up with an article on the Branch in the Atlantic Newsletter.
It was suggested that a presentation, including photos, could be prepared and be narrated by a member of the Branch Executive. For the first year we will go with one Branch, but profiling more than one in the future might be an option. This began with the Fredericton Branch at the May 2018 ARC.
- Increase Lunch and Learns: To achieve this it was noted we require more decks available for 30 minute presentations. We need to get the word out to the constituent bodies possibly via the Newsletter and Facebook.
- Enhance and promote our two current awards in Atlantic – Steward of The Year and Executive of the Year.
7. Calendar of Events:
Manny tabled the calendar of events noting the confirmation of the Quality Inn in Summerside for the September 2019 Executive meeting.
RECESS
The meeting reconvened at 9:00 am on Saturday, September 29, 2018.
8. Hot Topics
NB Pension: Mike Pauley stated the lead up to the election as far as the NB Pension goes, was “a big fizzle.” We didn’t really see much action until around a month prior to the election.
To recap, last spring before the ARC, PIPSC hired Eckler, an actuarial firm based in Quebec to work with Mike. Mike then collected all the required material, including real time career progressions, so Eckler could make comparisons between the new plan and the previous plan and then show how it would affect the members of the NB Groups. During the process Mike was contacted by CUPE and they along with retirees, and our own members, wanted to see the outcome. Steve Hindle told Mike that Eckler wasn’t comfortable with us showing the results and wouldn't allow us to use their report. That was a bit disturbing to Mike and he recommended PIPSC not to hire them again for any of our work.
By the first of August the election was on the horizon. A conference call and action plan was established but every deadline was missed for many various reasons. Mike kept stating that the information to be distributed to the members regarding the pension had to be brought to the NB Group Presidents to be reviewed for accuracy before release to the members. The information was never sent for vetting by the Group Presidents. A revised pamphlet was placed on the website with no notice to the membership three days before the election. Mike still does not agree with the amount of pension reduction used on the as it didn't even take into consideration Career Average versus Best five Years.
Mike said he didn't want to apply blame as it is unproductive but the long and the short of it is that the NB members know nothing more about the pension, via this pension campaign to date, than when we started. Mike was very disappointed with how it turned out and asked that he be able to get quotes from actuaries that would allow us to use the results so that the NB members could actually be informed as to the effects of their pension which is basically where we were a year and a half ago.
ACTION: Mike to secure two quotes from an actuary in NB and bring them back to the Executive.
NB Election: Mike reported the government is in limbo and currently it is business as usual.
9. Setting of Goals and Objectives
The Executive broke up into two groups to formulate goals for the 2018 – 2019 period. In plenary the following four goals were presented and the Executive agreed they would adopt all four.
- a) Group 1 talked about member engagement and our current practice of inviting observers to the Executive’s meetings and reviewed the current process noting we have had low response and uptake. Group 1 suggested we can augment this in the interest of succession planning. The proposed plan is to request that a mailing is sent to all members in that demographic under 40 so it would go directly to them with RSVP to Catherine and Branch Liaison Lead.
- b) We have been doing the Executive meet and greets with moderate success. If we are in a city for a meeting then maybe one of the Executive could do a site visit and drop off gift cards or coffee to a department workplace. It would be an excuse to engage with the members in the workplace with members who may not come out to after-hours events. The objective would be to try to engage one on one with the members in the workplace – this approach works for certain people. Use the departments that our Executive members work in to gain access – for example Marcel visiting other DND sites. Use an extended lunch hour; the NL people have to come in a day early; use the afternoon before if there is not significant travel involved.
- c) Group 2 reported that they suggest supporting the NB Pension challenge – get the data, disseminate the data and get the $ back. Develop our own communication strategy. AGM Resolution ASAP; handout ready for AGM and Steward Council and place an article in the Atlantic region’s November newsletter.
- d) With all the issues the region is having getting appropriate SWAG for the relevant events. We will create a schedule so we can arrange to have appropriate items in a timely fashion. The Communications Sub Committee will coordinate this together with the Staff Resource. Swag will be sent out to the Branch Presidents in advance of the respective events. We will also have to explore funding options.
ACTION: Catherine draft the four Executive Objectives and BF for review at January meeting.
ACTION: Marcel in his capacity as lead of the Branch Liaison Committee will draft a schedule of Executive meetings and which departments are in the vicinity.
ACTION: Mike to draft a one page information sheet on the NB Pension issue and send to Catherine.
ACTION: Catherine to arrange to have the one page information sheet on the NB Pension issue translated and copied for the Steward Council and AGM.
ACTION: Catherine prepare and email invite for an observer at the December Executive meeting. Request that informatics mail to members under 40 with RSVP to Catherine and Branch Liaison Lead.
ACTION: Resolutions Sub Committee work with Mike to prepare an AGM resolution on the NB Pension issues.
ACTION: Executive prepare questions for Steve Hindle on the NB Pension Issue to come from the floor of the Steward Council.
10. Training Committee Chairperson’s Report
Carolyn tabled her report noting that the Basic was 12 instead of 13 as one participant didn’t show up. The Lunch and Learn budget is $15,000. With the EWAP, Lunch and Learns are on the rise. She stated she is having issues with getting the evaluation forms back following the events. The Training Committee Chairperson needs to view the claims before Finance pays them. It was suggested that we insert a paragraph in our Lunch and Learn document indicating that we require the evaluations in order for the claim to be processed and request that Finance send the claims to Carolyn for review before they are paid. Carolyn will also cc claims@pipsc.ca on the Lunch and Learn approval emails.
It was decided the 3rd Steward Training Course will be Constituent Body Executive. Carolyn indicates that we need a seasoned Training Committee representative on this course.
ACTION: Catherine check to see if Kim is available to attend the November Steward Training.
Carolyn tabled the PIPSC Steward Training Selection Criteria and Approval Process for review and comment.
ACTION: Executive review and provide feedback to Carolyn by Friday on the PIPSC Steward Training Selection Criteria and Approval Process.
Motion #5 Carolyn moved and Christine seconded that the Training Committee Chairpersons report be accepted as presented. CARRIED
11. Post ARC Evaluations
The ARC compiled evaluations were reviewed. Marcel noted that a few comments indicated that the Branch and Provincial Group report should be on the Friday and not at the end of the day Saturday.
ACTION: Catherine BF January look at the composition and order of the ARC agenda. Consider moving the Branch and Provincial Group reports.
12. Atlantic Regional Finances
Phil tables the Income Statement. He reported we did receive the $250 as promised from PIPSC for the ARC Bingo prizes. As of the end of August we are in a surplus position. This will dwindle in the coming months with the expense associated with Steward Council and the AGM.
Motion #6 Phil moved Scott seconded that the Atlantic Regional Finance report be accepted as presented. CARRIED
13. Steward Council
Catherine advised of the proposed changes to the Steward Council agenda – The addition of Eddie Gillis, Professionals Canada and Gerry Saunders PRQC and Steve Hindle coming in place of Debi.
Discussion ensued on PIPSC HQ requesting last minute change to our agendas.
It was decided to go with the Avalon Sexual Assault Centre as the charity to receive the donation from our fundraiser at Steward Council.
ACTION: Catherine contact Avalon Sexual Assault Centre to arrange for someone to receive the donation at Steward Council.
ACTION: Carolyn to purchase an Apple watch for the Steward Council raffle.
Mike indicated it would be valuable to have Marion MacEachern at the NB Group Breakout at Steward Council.
Motion #7 Marcel moved Christine seconded that the Atlantic Regional Executive ask the Director to request authorization for Marion MacEachern to attend the Steward Council. CARRIED
ACTION: Mike on behalf of the Executive request Marion MacEachern’s attendance at the email to Kim and cc Paul.
14. National Committee Reports
Reports from the following committees were tabled for discussion:
- Atlantic Young Professionals Committee report and 2018 AYPC Survey Results
- Bylaws and Policy
- Finance
- HRDC
- ITSP
- PRQC
- TEC
Motion #8 Carolyn moved Jason seconded that the committee reports be accepted as presented. CARRIED
15. Round Table\Adjournment
Following a round table the meeting was adjourned.
Motion #9 Phil moved and Scott seconded that the meeting be adjourned at 4:45 pm.