Minutes - Approved Northern Regional Congress Wednesday, February 8, 2017 Teleconference

Transcription

1 Minutes - Approved Northern Regional Congress Wednesday, February 8, 2017 Teleconference Chair: Dan Preley, P.Eng. Senior Regional Councillor Vice-Chair: Michael Wesa, P.Eng. Junior Regional Councillor Delegates: Sarah Ackert-Ferguson, P.Eng. Algoma, Chair Marc Pilon, P.Eng. Algoma, Executive Zack White, P.Eng. Lakehead, Chair (non-voting) part time attendance Damien Ch'ng, P.Eng. Lakehead, Vice-Chair Larry Betuzzi, P.Eng. Lakehead, Secretary Tom Kurtz, P.Eng. Lake of the Woods, Chair Mike O Flaherty, P.Eng. Lake of the Woods, Vice-Chair Keith Loucks, P.Eng. Lake of the Woods, Treasurer (non-voting) Scott Schelske, P.Eng. Lake of the Woods, Secretary (non-voting) Cory Goulet, P.Eng. Porcupine/Kapuskasing, Chair Ronny Theiss, P.Eng. Sudbury, Chair Emilie Fleury, P.Eng. Sudbury, Secretary Staff: Matthew Ng, P.Eng. Manager, Chapters Julia Milter Chapter Coordinator (Minute taker) Regrets: Lindsay Keats, P.Eng. North Bay, Chair 1.0 Call to order and welcome Meeting was called to order by the chair at 6:05 p.m. 2.0 Routine business 2.1 Approval of the meeting Agenda Motion 1: To approve meeting s agenda as presented. Moved by T. Kurtz, seconded by R. Theiss. Motion CARRIED 2.2 Approval of Minutes to previous meeting (Sep 17, 2016) Councillor Preley requested that the name of the minute taker be included on the first page. Motion 2: To approve previous meeting s minutes as amended. Moved by R. Theiss, seconded by L. Betuzzi. Motion CARRIED 2.3 Business arising from previous Minutes M. Ng gave an overview of the Actions that were created during the September 2016 round of Northern Regional Congress. No discussion ensued. 3.0 Chapter forum 3.1 Chapter reports Current reports Chapter Delegates presented their Chapter Activities between the last congress and to date. Discussion ensued about OACETT s participation in Chapter events. M. Ng encouraged chapters to jointly run events with OACETT. Joint PEO/OACETT events have lots of benefits to both groups and allow PEO to present a united image to the public. M. Ng offered to help establishing contact with OACETT. Chapters are further reminded that they need to ensure privacy and keep finances clear and up front when running joint events with OACETT or any external groups. Action 1: Chapter Office to create and distribute a write up with benefits of hosting PEO/OACETT joint event Availability of past reports Page 1 of 6

2 Chapter Delegates were notified that all Chapter Activity reports are now available on Chapters website. 3.2 Regional open issues / concerns Northern Open Issue 38: NRC requests RCC to recommend to Council to establish a task force to look at the size of the council make-up with reference to the James Dunsmuir s article in Engineering Dimensions May/June 2015 issue. Update: Remains Open. Region requested to leave this open issue active until task force has finished its work and reported to the PEO Council. Task force is actively working on its objectives. No discussion ensued. Northern Open Issue 39: NRC requests RCC to recommend to council to rescind the motion of a membership referendum for continuous professional development (CPD) program. It is the opinion of the NRC that PEO should have a mandatory CPD program for its members and administered by PEO. Update: Closed. PEAK program is coming into effect on March 31, 2017 for a 1-year trial period. All three components of the PEAK Program are not mandatory. M. Ng spoke about his experience with the program and encouraged chapters to participate as well. Motion 3: To close Northern Open Issue 39 with resolution that RCC has filled its obligation. Moved by C. Goulet, seconded L. Betuzzi. Motion CARRIED. Northern Open Issue 40: To raise the RCC Entrance Scholarship Fund from $1000 per chapter to $2000 per chapter. Update: PEO Entrance Scholarship funding amount has been increased to $1500 per chapter. Motion 4: To close Northern Open Issue 40 with resolution that PEO Entrance Scholarship funding amount has been increased to $1500 per chapter. Moved by L. Betuzzi, seconded by M. O Flaherty. Motion CARRIED. Northern Open Issue 41: The Northern Regional Congress (NRC) requests that the RCC approach the Experience Requirement Committee for a revamp of the communication process and establish a service standard for responses to applicants to PEO. Update: Remains Open. RCC has requested additional information from the Experience Requirement Committee and staff regarding this open issue. No information has been provided from the committee to date. RCC will pursue this issue further during the April 1 st RCC meeting. Following discussions ensued that are not related to current Northern Open Issues: - Issue was raised about PEO Council election candidates write-ups in the Engineering Dimensions and possibility of having a template that candidates can use to make it look more professional. M. Ng provided brief history of election write-ups and reasons behind not having a mandatory template. Discussion did not result in any actions or motions. - Discussion ensued about the current PEO website s look and feel. PEO s communications director, David Smith is currently working on revamping PEO s website to make it easier to navigate. Discussion resulted in following action: Action 2: Chapter Office to follow up with Communication department for updates on the PEO website revamping process and report back to the Northern Congress during the June 2017 meeting. 3.3 Open issues from the other regions No discussion ensued. 3.4 Clarification of the nomination and election of a Chapter Board Document was created by the Chapter office. It was suggested that Chapters review this RCC approved document. Delegates were reminded that it is an optional guideline if they require some direction. Brief discussion ensued and did not result in any actions or motions. 3.5 Mathletics clickers update Chapter Office is preparing report for RCC summarizing the findings of the survey. Poll Everywhere is a new technology that could perhaps replace the use of clickers. Chapter office will continue to maintain its sets of clickers for chapters to borrow, especially for those chapter that have invested intellectual property towards using clickers in Mathletics. Information on Poll Everywhere including pricing is included in Appendix A. 3.6 LifeSize Cloud implementation LifeSize Cloud is teleconferencing/videoconferencing technology that will be available for chapters use once rolled out. Cameras have been purchased for every Chapter and Chapter office is currently working on the rollout schedule, implementation plan and training manual. M. Ng highlighted features and pros/cons of the software. Page 2 of 6

3 Current round of Regional Congress meetings is testing the capability of LifeSize Cloud for congresses. Chapter Office will be reporting to RCC on the data usage and breakout rooms among other questions identified with regards to using LifeSize Cloud. Delegates were invited to share their current issues with the software use during the meeting and they were noted by the Chapter Manager. 3.7 Canadian Anti-Spam Legislation (CASL) express consent update M. Ng provided updates with regards to the Canadian Anti-Spam Legislation (CASL) express consent regulation coming into the effect as of July 2, Meanwhile, Chapters were asked review current electronic messages and downsize in the amount of campaigns, if possible, to avoid unnecessary attention. Chapters were reminded that the only annual mandatory communication required by PEO is the Chapters AMG notices. No discussion ensued. 4.0 Chapter finances Approved allotments M. Ng announced that first part of the allotment will be advanced by mid-february. No discussion ensued Year-end report submission Information was provided to the Chapter Delegates. No discussion ensued. 4.3 Monthly submission of chapter bank balance M. Ng provided a brief background overview of the RCC s request for the ly bank balance information collection. Chapter Office presented two information collection options for the chapters to consider. Lake of the Woods Chapter chose option which involves Chapter office collecting information directly from the online banking. After a brief discussion, Chapters were given time until the end of February to go back to their executive boards to make a decision on this matter. Action 3: With regards to the ly submission of chapter bank balances, Chapters to discuss the two options of bank balance collection and report their decision to Chapter Office by February 28th, Special projects funding RCC special project fund EDU funding GLP funding RCC entrance scholarship application Information on the Special Project funding (items 4.4.1, 4.4.2, 4.4.3, and 4.4.4) was provided to Congress Delegates. It was highlighted that RCC Entrance Scholarship amount increased from $1000 to $1500 per chapter budget in Brief discussion ensued and did not result in any actions or motions Chapter bank balance This item was discussed under 4.3 Monthly bank balance submissions. 5.0 Events / activities / programs 5.1 Chapter Leaders Conference (CLC) 2016 follow-up Brief overview was provided to Chapter Delegates. No discussion ensued PEO Council Elections Voter turnout Voter turnout current statistics were shared with Congress Delegates Guideline on inviting nominees to chapter events Document was sent out to Chapters. No discussion ensued National Engineering Month (NEM) update National Engineering Months updates have been provided to Chapter Delegates. No discussion ensued PEO AGM weekend PEO AGM information has been provided to Congress Delegates. No discussion ensued. Councillor Wesa encouraged chapters to share pictures of events that they are proud of with the Chapter Office, so they could be showcased during the AGM in Thunder Bay. 6.0 Reports Council / RCC /Subcommittees/ Congress 6.1 Business Planning and Reporting Task Force Page 3 of 6

4 Delegates were encouraged to read Terms of Reference for the Business Planning and Reporting Task Force provided in the package. It was announced that Task Force will start its work in March No further discussion ensued. 6.2 IT Envisioning Group (ITEG) update Updates have been provided to Congress Delegates. No further discussion ensued. 6.3 Continuing Professional Competence Program Task Force (CP)2 and the PEAK Program update Brief discussion ensued about PEAK program participation. It was emphasized that currently all three components of the PEAK program are voluntary. Please see post meeting note on the PEAK program in Appendix B. 7.0 Other congress business 7.1 OSPE representation at the next Congress Chapters were offered a choice whether they want to invite OSPE representative to the next Regional Congress meeting. M. Ng briefly explained history behind OSPE s request to participate in Regional Congresses. Chapters were given opportunity to express their opinion. Following responses have been recorded: Algoma yes Lake of the Woods yes Lakehead yes North Bay not present Porcupine/Kapuskasing Yes Sudbury Yes Temiskaming not present The consensus was to invite an OSPE representative to the June 2017 round of Northern Regional Congress. 8.0 Consent agenda 8.1 Government Liaison Program (GLP) update 8.2 Education Committee update 8.3 Engineers-in-Residence (EIR) update 8.4 Student Membership Program (SMP) update 8.5 Licensure Assistance Program (LAP) update 8.6 Volunteer Service Recognition Program & Awards updates 8.7 PEO IT Updates 8.8 RCC Minutes (July 23, 2016), 508th & 509th Council Disposition of Motions 8.9 Staff Report and Staff Changes Notifications 8.10 Upcoming Key Dates Item 8.8 RCC Minutes (July 23, 2016), 508th & 509th Council Disposition of Motions has been removed from the Consent Agenda. All other items in the Consent Agenda have been received by the following motion: Motion 4: Motion to receive consent Agenda. Moved by L. Betuzzi, seconded R. Theiss. Motion CARRIED. 8.8 RCC Minutes (July 23, 2016), 508th & 509th Council Disposition of Motions Brief discussion ensued about Burden Reduction Act and resulted in following action: Action 4: Chapter Office to provide update on the Burden Reduction Act to Congress Delegates. 9.0 Announcements / next meeting / adjournment Chapter calendar. Date: Location: Saturday, June 17, 2017 Porcupine/Kapuskasing Saturday, September 16, 2017 Temiskaming Next Congress will take place in Timmins on June 17, Porcupine Chapter will notify Chapter Office about their plans for the June round of Northern Regional Congress. Meeting was adjourned by the Chair at 8:30 p.m. Page 4 of 6

5 Appendix A Please find bellow Poll Everywhere pricing information. This particular pricing It is based on the annual subscription; however, it is possible to sign up on -to- basis. You can find complete information at Business & non-profit plans Upgrade, downgrade, or cancel anytime. No hidden fees. Annual MOST POPULAR FOR TEAMS Free Basic Presentation Convention Summit Custom $0 try it free $10per $42per $84per $200per $1,999+ Sign Up Sign Up Sign Up Sign Up Sign Up Contact Us Responses per poll Custom Reporting and grading - Choose your username - - Moderation - - Response Segmentation Users (add users) Custom Support FAQ Phone (?) Phone (?) Dedicated * All prices displayed in USD Page 5 of 6

6 Appendix B Post Meeting Note: PEO council approved implementation of the Practice Evaluation and Knowledge (PEAK) program beginning March 31, At that time, renewal notices to all license holders, including limited license holders, will contain a request encouraging participation in the program to provide the association with an accurate and ongoing regulatory profile of its license holders. Under the program, practicing license holders will be asked to complete both a practice evaluation questionnaire and an online ethics module prior to their licence renewal date. Upon completion of the questionnaire, they will be provided with an individual continuing knowledge target (in hours) to voluntarily complete and report to PEO prior to their next renewal date. Those who self-identify as non-practicing will only be asked to declare that they are not practicing professional engineering and complete the online ethics module prior to the date of their license renewal. While completion of the PEAK program is not mandatory to renew, or maintain a license, should a license holder not complete any element of the program in the allotted time, this information will be publicly noted on PEO s online directory of practitioners. Engineering interns (EITs) will not be asked to complete the program but are encouraged to familiarize themselves with the program. For a complete overview of the PEAK program, including a detailed FAQ section, visit Page 6 of 6