The Professional Institute of the Public Service of Canada L Institut professionnel de la fonction publique du Canada

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1 The Professional Institute of the Public Service of Canada L Institut professionnel de la fonction publique du Canada Atlantic Regional Executive Meeting Minutes Delta Beauséjour, Moncton, NB Thursday, May 31 st June 1 st, 2012 CHAIRPERSON: EXECUTIVE: REGRETS: STAFF: Brian Thompson, Atlantic Regional Director Scott McConaghy, Vice President Ginette LeBlanc, Treasurer Michael Basque Tony Purchase Kimberley Skanes Chris Gilfoy Tom Wright Phil Wilson Gerard Kenny Alan Phillips Catherine Pinks Brian called the meeting to order at 1:00 pm and welcomed the Executive to Moncton. I Approval of Agenda The following items were added to the agenda: X1 a. i. M. Costain s Resolution X11 e. PIPSC Rally at the AGM X11 f. Steward Council Rally Motion #1 Tom moved and Tony seconded that the Agenda be accepted as amended. II Minutes a. Approval of Regional Executive Minutes April 2 nd, 2012 The minutes from the meeting of April 2 nd, 2012, were reviewed. There were no changes noted. Motion #2 Scott moved and Ginette seconded that the minutes of April 2 nd be accepted as presented.

2 Atlantic Regional Executive Meeting Page - 2 b. Approval of Regional Executive Minutes April 13 th, 2012 The minutes from the meeting of April 13 th, 2012, were reviewed. There were no changes noted. Motion #3 Chris moved and Kim seconded that the minutes of April 13 th be accepted as presented. c. Action Items Action Items Generated by the Atlantic Regional Executive from the April 2 nd, 2012 meeting at the Delta Beauséjour # Action Item/Completion Deadline Completed/Progress BF 1 Ginette 2 Brian 3 Tom Branch Liaison Committee 4 Marilyn 5 Tom and Catherine 6 Resolutions Committee 7 Kim Catherine Contact PIPSC finance about the Family Life Balance costs being charged to the Atlantic Executive. Include in the next newsletter an article about the Provincial Groups. Contact Branches in advance of Executive meetings in their city to see if they want to send an observer. Try to arrange to meet with Atlantic Members on National Committees once per year. Regarding ARC Branch and Sub Group Reports prior to sending out the request for reports, Catherine and Tom work towards more focus on meaningful and useful reports. Prepare a document to be included in the Regional Council Package. Include a Write That Resolution Brochure as well. Review NSCAD Videos and report back at March Meeting NOTED BF August

3 Atlantic Regional Executive Meeting Page - 3 # Action Item/Completion Deadline Completed/Progress BF 8 Ginette 9 Ginette 10 BRIAN 11 Tony 12 Tom 13 Catherine 14 Catherine 15 Catherine 16 Brian Inquire about Union Family Life Balance allocations at Finance Committee and report back at March Meeting Follow up on Action Item 17 with Finance. Include a call out in the next Director s Report to Branch members who would like to observe at an Executive meeting in their city. Note they should contact their Branch President. Draft a resolution for discussion at the March meeting, from the Regional Executive for the Atlantic Regional Council requesting an independent, impartial 3 rd party or an electronic voting system at the AGM to count when a vote is required. Draft a resolution from the Regional Executive to the Atlantic Regional Council, that the National Resolution s Committee assists resolution writers to ensure their resolutions are not deemed out of order at the National AGM. Send out to Branch President reminding them that Branches are expected to report on their activities during the previous year at the ARC. Prepare an /letter to stewards about how to write resolutions. Ensure that Resolutions is a standing agenda item for the Atlantic Regional Council. Ask the Board to prepare a resolution to continue the use of electronic voting at the AGM. REMOVE REMOVE NOTED BF Next Director s Report

4 Atlantic Regional Executive Meeting Page - 4 # Action Item/Completion Deadline Completed/Progress BF 17 Catherine 18 Catherine 19 Catherine 20 Catherine 21 Everyone 22 Brian 23 Catherine 24 Everyone 25 Catherine Book the April 5 th and 6 th Executive and Training Committee meetings at the Delta Prince Edward. Book the Regional Training School on April 18 th through April 20 th at the Delta Prince Edward. Book the July 26 th and 27 th Executive and Training Committee meeting at the Delta St. John s. Ask the PIPSC office for copies of Sturgis for Chris, Tony, Michael, Marilyn and Tom Review the policy on the selection of the membership of the Committees of the Board before the next meeting. Prepare the newsletter with the assistance of the Communication Sub Committee Book the Branch Presidents meeting and to send out the invitations to the Branch Presidents. Think about Agenda Items for the Branch Presidents meeting and send them to Catherine and Marilyn. Request Branch President meeting agenda from the other regions that hold these meetings. Changed to Rodd Miramichi d. Action Items Action Items

5 Atlantic Regional Executive Meeting Page - 5 Generated by the Atlantic Regional Executive from the April 13 th, 2012 meeting at the PIPSC Halifax Office # Action Item/Completion Deadline Completed/Progress BF 1 Everyone 2 Secretary 3 Scott 4 Catherine 5 Brian 6 Brian 7 Catherine Send to Catherine examples of Codes of Conduct for review at next meeting Ensure that Codes of Conduct be added to the next Atlantic Executive meeting agenda. Advise President Corbett that Brian Thompson is the Atlantic Regional Executive s recommendation for the Interim Atlantic Director positions. Book the Digby Pines for the Executive meeting on August 3 and 4 Prepare a newsletter for the end of April Contact Marilyn and Gary for articles for the Atlantic Newsletter Inquire about M. Rodriquez attending the ARC should we not hear back from Lana Payne by close of business Monday BF August BF August III Calendar of Events Catherine led the Executive through a review of the calendar of events. It was noted that the Branch Presidents meeting was scheduled for December 7 th. ACTION ITEM: Catherine BF Branch Presidents meeting agenda for August Executive meeting. ACTION ITEM: Brian to touch base with other Directors to obtain sample agendas and to inquire who attends Branch Presidents meetings. V 69 th Atlantic Regional Council Catherine went through the ARC package and Brian reviewed the ARC planning agenda. Ginette outlined the plans for the Rally. Catherine reported that all delegate seats for the ARC are occupied.

6 Atlantic Regional Executive Meeting Page - 6 IV Andrew Gize PIPSC AGM Andrew Gize joined the meeting to discuss the 2012 AGM in St. John s, NL and to offer the Executive the opportunity for input on the Thursday evening hospitality/networking event as well as the MAD Dash. Andrew explained that the Thursday evening is the first night of the AGM events and typically a time for a little fun. He asked the Executive for suggestions of what they would like to see in the way of Atlantic flavor for the event. For the MAD Dash he was looking for volunteers to plan the route, greet the participants and suggestions for giveaways. Andrew presented three options for consideration and the Executive discussed each one and for various reasons agreed on one suggestion. Kim Skanes volunteered to plan the route for the MAD Dash; Ginette, Phil and Kim offered to assist with handing out the giveaways the morning of the event. VI Regional Director s Report Brian referred the Executive to his report contained in the meeting packages. He reported that this past week, the Board met on Sunday and it was business as usual. On Monday and Tuesday the Board went to Wakefield to participate in a Team Building event. He was pleased to report that the teambuilding was a success and a lot was accomplished. The Board has a clean slate and is committed to moving forward working together. Brian presented updated WFA figures as of May 22 nd for the 29 departments and agencies across Canada. Motion #4 Chris moved and Kim seconded that the Atlantic Regional Director s report be accepted as presented. VII a). Training Committee Chairperson s Report Kim referred the Executive to her report contained in the meeting package. She noted that Sarah Fowler has confirmed her availability for our Fall Atlantic Regional Steward Council meeting in October. Kim reported that at Member Services last meeting they received direction to hold Constituent Body Executive Training more frequently in the regions. The training will be based on Sturgis. We will have separate funding for these sessions. October 6 has tentatively been earmarked for this training in Atlantic. Priority will be given to New Executive members. Kim stated that the MSC is reviewing the Steward Policy with the intent to modify it. They are preparing a code of conduct for Stewards. New stewards will sign the Code when they are appointed and current stewards will sign it upon renewal. MSC has decided that elected officials will present the training certificates to stewards at the various courses upon the completion of the training. E-Learning is something that Laura Cohen is working on. Internet access may be a problem in the workplace for many of our stewards. Laura has requested

7 Atlantic Regional Executive Meeting Page - 7 that copies of complied evaluations from training sessions be sent to her for review. ACTION ITEM: Catherine to send copies of compiled training evaluations to Laura Cohen. Motion #5 Kim moved and Phil seconded that the Atlantic Regional Training Committee Chairperson s report be accepted as presented. VII b). NSCAD Video Review Kim reported that she has reviewed the videos taken by NSCAD at our past Steward s Council. The one on Computer Forensics has not been edited; the speaker s mouth is not in sync with the audio. The one on Mental Health is better. When individuals went to the microphone to speak, the cameras were not on them you can only hear them. The sound is not good. ACTION ITEM: Brian will follow up with NSCAD to see if we got the wrong tape on Computer Forensics perhaps there is an edited version. ACTION ITEM: Kim to write a memo to Laura Cohen on the purpose of the NSCAD Videos for inclusion in the package that Catherine will be sending. ACTION ITEM: Catherine include Kim s memo and forward the Mental Health Video to Laura Cohen. VIII Regional Executive Finances a. Statement of Fund Utilization Ginette reviewed the statement of fund utilization and addressed questions put forward by the Executive. She noted that there are a number of promotional items left over from various events. She has brought them with her and the plan is to distribute them to the members at the ARC. Motion #6 Ginette moved and Kim seconded the acceptance of the Financial Report as presented. b. Budgets Ginette reviewed the 2013 templates for the ARC, Steward Council, Executive meetings and training with the Executive. Motion #7 Ginette moved and Mike seconded the acceptance of the 2013 Budgets as presented. Discussion ensued on what PIPSC is planning in regards to the decreased number of members as a result of WFA. In the short term WFA will increase the workload of staff and PIPSC will need to

8 Atlantic Regional Executive Meeting Page - 8 maintain the staff compliment. ACTION ITEM: Brian to ask at the BOD what the plan for staffing is in 5 to 10 years time as a result of WFA. Tony noted that at their AV Group Executive meeting they were compelled to use the new PIPSC Claims System. IX Regional Representatives and New Brunswick Group Report Alan referred the executive to his report contained in the meeting package. Alan reported that every day is new day when it comes to WFA. In Atlantic ACOA has been most heavily affected followed by DFO and Environment. Science has taken a huge hit. The biggest problem our members are encountering is the alternation process. Some departments are blocking alternations and ultimately management has the final say in the process. On the staffing front, Alan confirmed that Karyn Ladurantay will be replacing him as Regional Representative in the Halifax Office. Alan reported that on the representation front the majority of the workload comes from four departments: CRA, DFO, DND and CSC. Referring to the New Brunswick Provincial Groups, Alan noted that yesterday the Premier announced legislative changes in the Pension Plan based on a model from the Netherlands. 1.8 to 2.4 percent per year increase to premiums; minimum retirement age changed from 60 to 65 and any indexation will be based on the performance of the plan. The newspaper stated some major unions were consulted on the changes, but not PIPSC. The plan will remain a defined benefit plan, but will be based on different circumstances. Departments of Transport and Supply have amalgamated and are now the Department of Transport and Infrastructure DTI. Negotiations with the New Crowns have broken off as the employer wanted them to accept 0 & 0 again. The provincial groups are at conciliation. Motion #8 Ginette moved and Kim seconded the acceptance of the Regional Representative s report as presented. X New Business a ARC Booking: Catherine reported that the 2015 ARC dates were not available at the Delta Prince Edward so she took a proposal from the Delta Fredericton. ACTION ITEM: Catherine Book 2015 ARC at Delta Fredericton.

9 Atlantic Regional Executive Meeting Page - 9 ACTION ITEM: Catherine Book 2016 ARC at Delta Prince Edward b. Amendment to Atlantic Constitution: Scott referred the Executive to the from Manny Costain regarding the amendment to the Atlantic Constitution on the topic of rotating the ARC s around the four Atlantic Provinces. Discussion ensued on the topic and the consensus was that the wording proposed is strong enough to visit all four provinces, but it also provides flexibility. ACTION ITEM: Catherine BF this resolution to the January 2013 Executive Meeting. c. Resolution from Eva Henshaw: Scott explained that the ARC is a business meeting and a constituent body. Steward Council is a networking training event with no constituent body status. Discussion ensued on the resolution with various suggestions being put forward. Pull out 10 delegate seats from the regional allotment and provide them to members who are nominated for the regional executive. Conduct the elections by mail out or electronic voting Make the Executive Election process available to all members of Atlantic Have nomination process in advance of the ARC ACTION ITEM: Catherine BF this resolution to the August meeting for further discussion. d. Alternation Process for 2012 AGM: Scott referred the Executive to the Delegate and Alternate listing in the meeting package and reviewed the alternation process for the 2012 AGM. Ginette reported that she has been picked up by her group so Mike Dixon will fill the Moncton Branch spot. ACTION ITEM: Catherine advise Julie of the change to the Moncton Branch delegate. e. PIPSC AGM Rally: Ginette reported that Evan Heidinger is organizing a rally in conjunction with the PIPSC AGM in St. John s, NL and looking for volunteers. f. Steward Council Rally: Ginette stated that the Halifax Branch has indicated we should consider holding a rally in Halifax again in conjunction with the Steward Council if anyone is interested in assisting with the organization. XI National Committee Reports The following National Committee Reports were reviewed: By-Laws and Policy, Finance, Human Rights, Elections and Member Services.

10 Atlantic Regional Executive Meeting Page - 10 XII Sub-Committee Portfolio Reports a. Resolutions: Scott reported that we will be organizing a meeting at the National AGM. The committee has been busy reviewing the resolutions for the ARC. b. Elections: Mike distributed a document outlining the process for the Regional Executive Elections at the ARC. Discussion ensued on whether we can fill Brian s executive position. c. Awards: Chris reported that the Executive of the Year award recipient is Drew Steeves. A citation award is being presented to Marilyn. d. Communications: Brian reported that the newsletter was produced and distributed. e. Branch Liaison: Tom reported that the committee made calls to Branch Presidents soliciting their ARC reports. f. Finance: Kim indicated that the committee reviewed the budgets and finances for the Executive. XIII Adjournment Motion #9 Phil moved and Tom seconded that the meeting be adjourned. Minutes recorded and transcribed by: Catherine Pinks