CIPHI Alberta Branch Executive Meeting Minutes Wednesday, November 1, 2017 (5:00-6:30 PM)

Transcription

1 ITEM NOTES ACTION ITEMS Call to order: 5:03 PM 1.0 Roll Call & Memoriam 1.1 Roll Call: Erin McKenna, Michael Swystun, Susana Roqara, Thomas Cheung, Evelien Meyer, (Meaghen Allen, Curtis Mostowich, Geoffrey Tomko, Ravinder Thind - joined later) 1.2 Regrets: Danny Thepsouvanh, Kyle Wonsiak, Scott Budgell 1.3 Guests: Jillian Batenburg 1.4 In Memoriam: None 2.0 Adoption of Agenda Add: None MOTION: Motion to approve the agenda, E. Meyer NAME: Seconded by E. Mckenna 3.0 Approval of Aug. 2, 2017 and Sept. 23, Add: None Correction: None Delete: None MOTION: Motion to approve the August 2, 2017 and September 23, 2017 minutes, E. Meyer NAME: Seconded by S. Roqara Motion carried Page 1 of 19

2 3.2 Review of CIPHI AB Branch Working Groups and Action Items Table dated September 2017 E. Meyer - Working Groups are created to organize work being done by the Executive; One person takes the Lead on a project. Some groups include additional members to support them on that project. - Leads: Provide updates at Executive Meetings and bring forward any items that need Executive input - Action Items Table: Keep track of action items and completion goals. E. Meyer provided overview of working groups table and leads assigned. Fall workshop, AGM and electronic meetings not assigned Education is a new category. Action items will give us an overview of things we need to work on (short/long term goals) If you have any changes, updates, corrections - Secretary Will be shared with everyone at each meeting 4.0 Recording of Motions Recording of motions MOTION: That contribute a $250 donation to the Silent Auction in Richmond that will help raise money for the Environmental Health Foundation of Canada (EHFC). Page 2 of 19

3 Passed on Wednesday, October 25, 2017 NAME: E. Meyer, Seconded by T. Cheung 5.0 Standing Items: Operational Excellence Motion carried October 25, Financial Update: Each Executive member will develop a strong working knowledge of the Alberta Branch finances. (Provided by D. Thepsouvanh in writing on the agenda) Financially, it s business as usual for this time of the year. Wrapping up getting reimbursements to the Executive for any Executive Benefits related to the Branch Workshop and Executive Meeting. Balances are as follows: Branch General Account: $121, Scholarship Account: $20, Some cheques from Sponsors of the workshop still need to be deposited; should have a good idea of profitability of the workshop by end of the calendar year. There was a mix-up with cheques that were issued for the Workshop Early Registration Sponsorship winners but new cheques have been issued to almost everybody. There are 1 or 2 individuals we still need to get a hold of to arrange this. Thank you to our Federal Zone Councillor/Comptroller Kyle Wonsiak for the assistance with this. Page 3 of 19

4 A cheque for $ has been issued to the winner of the President's Outstanding Academic Achievement award Angele L Heureux Check for $250 will be sent to AEC silent auction Q: When are the year membership dues for effective for the executive? A: Submit receipt at the end of the year for the year when you start. Not pro-rated Investment Advisor Meeting 5.2 Bylaws: We will examine the bylaws to determine their relevancy and bring forward proposed changes to the membership for consideration Society Filing - D. Thepsouvanh (Provided by D. Thepsouvanh in writing on the agenda) Information provided to S. Roqara for submission to Alberta Corporate Registries. - DT Filing is pending, need updated contact info for exec members Bylaw review T. Cheung ACTION (Pending) - E. Meyer, G. Tomko and D. Thepsouvanh need to meet with the investment advisor. ACTION: All - Update your contact information for society filing document.. Page 4 of 19

5 5.3 Fall Workshop: We recognize the importance of our Fall Educational Workshop from both a professional development and profitability standpoint Workshop Debrief summary E. Meyer Workshop Considerations M. Allen - Edmonton volunteering to do workshop for upcoming year (2018). T. Cheung and M. Allen to look for volunteers for workshop planning committee. If don t hear from Central Zone, 2018 workshop will be in Edmonton E. McKenna - Calgary has committed to 2019 for the workshop, just not Workshop Package - Roxanne Draudson has offered to work on a Workshop package that can be passed on to the next planners year to year M. Swystun volunteered to help out with package. Suggestion to assign R. Draudson an assistant zone councillor position as she works on this package. E. Meyer will run idea by R. Thind. Position does not exist in bylaws. Not an official position. - Workshop Working Group Lead (?) None assigned. Page 5 of 19

6 5.4 AGM: We will conduct our business professionally at these meetings and make them as convenient for members to attend AGM E. Meyer - Proposed AGM date: May 26, Ideas for meeting location & social event (Round circle discussion) 5.5 Policies and Procedures: We will support the creation and update of, along with the adherence to, policies and procedures Branch Support for Retirement Gifts Policy- S. Budgell & G. Tomko Work in progress Executive Benefits Policy One minor change: Include President Elect in last bullet in the first page. Changes suggested to Per diem instead of receipts. Per diem lunch allowance. This has been discussed in previous AGM - some members felt change was not needed. Will remain as is for now Alberta Branch Education Policy 2016 Winners were informed on October 31, 2017 Page 6 of 19

7 5.5.4 Alberta Branch Awards Policy (is there a policy?) - Meaghen and Evelien to create one Each award has it s own policy. No existing policy for individual awards. M. Allen and E. Meyers wanting to work on a submission process. 5.6 Concordia: We will continue to foster a partnership with the Environmental Health program at Concordia University of Edmonton BOC Mock Oral Exam- M. Allen No feedback on mock oral. Erin is working on that and did not require assistance. ACTION: M. Allen to send out motion for Concordia lunch volunteers Pizza Lunches M. Allen Date has been scheduled: Thursday, November 9th 25 students, 5 CIPHI members (various professions) Request for contact info to be sent to M. Allen If anyone knows of non AHS individuals with CIPHI membership. Gift for Concordia Lunch CIPHI volunteers Handwash Promotion M. Allen Concordia on-board for handwashing classes to be done by students to operators AHS managers, Darcy and Lynn, will discuss possibility and will get Page 7 of 19

8 back to M. Allen Communication of Mandatory Membership that came into effect January 2017 M. Allen M. Allen will let students know about mandatory membership and will clarify that the first year dues is no longer covered with successful BOC Concordia lab - E. Meyer ed Sandra and she wants to meet with E. Meyer in person. Geoff also has been invited. No background info has been provided about this meeting request. T. Cheung was at Concordia. BOC were there to do reviews. Item for next agenda is to get an update from BOC. 5.7 Communications: Executive will develop skills to communicate effectively with membership and with external stakeholders Twitter Calgary team - Sent out Tweets for EPHW - Learn graphic design (free app Canva.com) Responsibility for account has been passed on to Calgary team. Maint contact: E. McKenna - assisted by C. Mostowich and J. Batenburg. Page 8 of 19

9 5.7.2 Media updates E. Meyer - Media discussion with Mark Fehr - Media Training Interests (Who/ When / Where) Suggest E. Meyers, G. Tomko, E. McKenna attend training CIPHI AB Branch Media Relations At Events Policy sent out by G. Tomko. Organized approach for determining if media presence will be beneficial at CIPHI events Ensure we are clear with what we expect from media if they attend any of our events. Our CIPHI communications is Leanne (Shaw Communications) Gather information about what AHS provides in terms of training vs. Shaw Communications. Manitoba Branch President was in a Breakfast show. HSAA also does a lot of media stuff, possibility to link in with them? ACTION: All - review media policy and provide feedback to G. Tomko by November 15, Page 9 of 19

10 5.8 Executive Updates: The Executive members will consider the importance of future succession planning and their own attendance at meetings Zone Councillor (& Assistants) updates - Reminder that All CIPHI contact with members & executive should go through CIPHI account and reply all on s so conversation can be followed on string. - Does each ZC have current lists? Contact E. Meyer or Secretary to get a contact list if needed. 5.9 Alberta Branch Calendar: Google Calendar tracks important dates for Important Dates to know - AGM Meeting: May 26, Award Nomination Deadline - January 31, 2018 Reminders for awards to be sent out by and twitter, remind members to nominate colleagues ACTION: (Susana) and Twitter (Erin) reminders to be send out to members for Award nomination deadline. Page 10 of 19

11 5.10 Terms of Reference: Terms of Reference will be reviewed and approved by May Terms of Reference Review S. Roqara; All Aim to review by January 2018, online method Select a few at a time and review, meet to discuss and complete revision once everyone has read TORs selected. - Due: April 2018 (Before the AGM) - Find the latest 2016 versions and distribute to Exec for review. Review electronically: Create spreadsheet for comments. - Terms of Reference - CIPHI AB Branch Rep to COPE - Terms of Reference - CIPHI AB BOC Rep - Terms of Reference - Education Committee - Terms of Reference - EPHW - Terms of Reference - Membership Committee - Terms of Reference - Newsletter Committee - Terms of Reference - Alberta Branch Secretary - Terms of Reference - Alberta Branch Treasurer - Terms of Reference - Alberta Branch Past President - Terms of Reference - Alberta Branch President Elect - Terms of Reference - Alberta Branch President - Terms of Reference - Exam Coordinator Terms of Reference - Zone Councillor S. Budgell - Determine term start / end date Page 11 of 19. ACTION: All - Review first 3 TOR President, TOR President Elect, and TOR Past President. E. Meyers to send out meeting request to complete revision. ACTION: Geoff/ Scott to work on ZC TOR for executive to review. ACTION: All zone councillors to send start of term date to secretary

12 - Election process for new ZC; - What happens when a ZC term ends and we receive no applications for an expression of interest Terms of Reference - Advocacy Committee G. Tomko - A.k.a Advocacy Working Group (See Item 6.6). ACTION: M. Allen to send original work on Advocacy Committee to G. Tomko 5.11 NEC: President to Update on National Initiatives Advocacy Committee; Website Committee and EPHW Committee - E. Meyer - NEC Meeting in Richmond BC November 3,4 - Meeting with BOC & Cope on further discussion with mandatory membership / suspending membership - Employer review AEC - Proposal to hold AECs and Provincial Workshops alternating years Various reason for suggestion: Ex. Economics - harder to get sponsorship. In past used to plan 3 years in advance. Competing with national for sponsors or attendance. Suggestion to also do online webinar workshop if yearly workshops are not held. Page 12 of 19

13 Will need to revise education event sponsorship policy (extend to 2 years and increase to 6 people) if changes to workshop and AEC timelines are made. Would still have face to face AGM options. Various ideas for social events tied into AGM Goodlife Gym Membership - Corporate rate for CIPHI members has been negotiated with GoodLife Fitness Clubs. This discount is available for over 250 GoodLife Fitness Clubs across Canada and 30 Energie Cardio Clubs in Quebec information has not been sent out to members yet. ACTION: Secretary to information to members Ontario Proposed Amendments - Inform our members: background/summary; significance; what Ontario / NEC are doing; what Alberta is doing; what members can do - Voice concerns directly to the Ministry - website link - - Social Media campaign: Qualified means CERTIFIED Branch Presidents to write an opposition statement to the Minister A lot of provinces look to Ontario for regulations and might follow suite. Open until November 8, 2017 to write concerns to Ministry. Leadership memo template can be used E. Mckenna to send out info via twitter. Page 13 of 19

14 6 Standing Items: Advocacy 6.1 Awards: We will continue to use our awards as a way to engage & support our members and partners Awards Working Group M. Allen - Lead: M. Allen; Member(s): E. Meyer Presenter gift for Dale & Kelly ACTION: E. Meyer to send out motion for gift for awards presenters. 6.2 EPHW: We will continue to use EPHW as a way to celebrate and promote the profession EPHW Working Group G. Tomko - EPHW Working Group Lead: G. Tomko. Member(s): E. McKenna Improvements / plans for next year G. Tomko EPHW Expenses E. Meyer - Clarify that the intent is not a handout to members but a way to celebrate, promote our profession and connect with partners and/or create public awareness - EPHW Working Group to develop criteria 6.3 Membership Engagement: Zones will actively engage membership each month through Infoshare, meetings, phone calls, etc Zone Councillor engagement of members ZCs Page 14 of 19

15 - Updates? Challenges? Membership Engagement Survey 2018 G. Tomko - Survey to probe membership more thoroughly, in order to guide actions at the Executive level - Identify member needs in a private and anonymous format - Survey may include: - Knowledge of CIPHI work - Work to be exercised in each category - How financially fickle the executive should be - Does membership read the Alberta Branch Newsletter? - Example format: Manitoba s survey (Q s and results) - ZC s to review the questions and consider questions to add to the survey - Goal: Roll-out January 1-7 timeframe CIPHI Social Events Tomko - Foster collegial connections outside of workshops - Non-profit event fundraising (Alternative revenue) - Increase membership engagement (i.e. AGM attendance) 6.4 Website & Members Service Center: Our Executive will visit the website Page 15 of 19

16 and MSC routinely and be aware of opportunities with respect to outward communications via these forums Website E Meyer - Website Development Working Group: Lead- Evelien; Members: Jill; Ravi; Curtis Google Drive - Organize Google Drive (Susanna & Evelien) 6.5 Alberta Branch News: We will support the bi-annual newsletter as a way to effectively communicate to our membership Newsletter Updates - Circulate Newsletter promptly to members when completed (24 hours) - Editions usually April and late September / early October (typically 10 days after submission deadline). - Update on Website - Circulate Nationally: Contact: Peter Heywood ACTION: M. Allen to connect with Pam to see if she has reached out to the student for the Newsletter. Page 16 of 19

17 6.6 Advocacy: We will proactively pursue creative methods to promote the profession such as creating promotional materials for our displays, attending workshops as exhibitors and/or presenters, creating a poster contest, being involved in career fairs, etc Advocacy Working Group Lead: Geoff Tomko - Members: Erin McKenna; Mike Swystun; Scott Budgell - Add: Meaghen Allen (?) : NEW ideas brought forward: - Alberta Cannabis Framework Feedback: not enough interest; duplicate work; possibility for divided responses; too political / potential for backlash of public comments - CPHA Career Webinars M. Allen 6.6.3: Advocacy Working Group to prioritize and decide on ideas discussed last meeting - Alberta/Province Wide University Initiative - Attending other workshops - Poster / Calendar contest - Overseas Response ACTION: S. Budgell to connect with HSAA ACTION: E. Meyer and G. Tomko to check with National to see if this work is happening. Page 17 of 19

18 6.7 Alternative Revenue and Mechanise: Explore alternative revenue and cost allocation options to make CIPHI financially sustainable. Investigate, develop and manage options for CIPHI brand merchandising - Alternative Revenue Working Group: - Lead: Geoff & Ravi - Member(s): Danny CIPHI Swag D. Thepsouvanh 7.0 New Business - Compile Exec feedback (Excel Spreadsheet) and place orders by December 1st, 2017 Create a folder on Executive Shared Drive, upload spreadsheet Educational Sessions Jill & Kyle - Add-Hoc Working Group: Lead Kyle - Member: Jill - To make up for the absence of Infoshares - Send out FYI s to members about educational opportunities for PD hours - Look into online opportunities (PHAC, NCEH, etc.) - Talk to Jenny about which programs are approved by COPE (send monthly lists to members) ACTION: Jill talk to Jenny Brown about COPE learning opportunities for members (possible list?) Page 18 of 19

19 8.0 6:36 PM MOTION: Motion to adjourn E. Meyer NAME: Seconded by G. Tomko Next Meeting: TBD (December 2017) Page 19 of 19