MEETING OF THE COUNCIL

Transcription

1 Minutes Sheppard Avenue West Toronto, ON M2N 6S9 Tel: Fax: Enforcement Hotline: Ext. 444 The 423rd MEETING OF THE COUNCIL of Professional Engineers Ontario (PEO ) was held at PEO s offices, 25 Sheppard Avenue West, Toronto, Ontario on Thursday, June 17 and Friday, June 18, Present: Regrets: Guests: G.R. Comrie, P.Eng. (President) R.A. Goodings, P.Eng. (President-elect) K.C. McMartin, P.Eng. (Past President) K.G. Lopez, P.Eng. (Vice-President) A.K. Lucas, P.Eng. (Vice-President) [motions & part of10050 only] D. Dixon, P.Eng. R.A. Fraser, Ph.D., P.Eng. D.L. Freeman, P.Eng. R.K. Gupta, Ph.D., P.Eng S.K. Gupta, Ph.D.,P.Eng. N.E. Hill, LL.B., P.Eng. D.E. Iliescu, P.Eng. C.L. Knox, P.Eng. E.P. Maka, P.Eng. N. Monsour, P.Eng. C.T. Moore, P.Eng. G. Nawaz, FCA W.L. Proulx, C.E.T. C.C. Redden D.E. Rees D.C. Robinson, P.Eng. S.H.L. Tsang, P.Eng. J.O.G. Vieth, P.Eng. D.L. Wilson, P.Eng. B.E. Clarida, P.Eng. J.S. Dunsmuir, P.Eng. P.R. Frise, P.Eng. D.J. Sims, Q.C. R.W. Braddock, P.Eng., former Past President of PEO P.M.A. DeVita, P.Eng., former Past President of PEO (Thursday only) G.G. Sterling, P.Eng., Past President of CCPE J. Finch, President of CIPS H. Jibry, P.Eng., Director, Professional Development, OSPE Page 1 of 26 Association of Professional Engineers of Ontario

2 E. Lester, Metanoia Inc. (Thursday only) S. Jack, Ontario Professional Engineers Foundation for Education (Friday morning only) Staff: K. Allen, P.Eng. D. Babaie, P.Eng. R. Bailey, P.Eng. (Friday only) R.F. Barker, P.Eng. B. Caplan M. Chan, P.Eng. T. Chessell (Friday only) S.W. Clark, LL.B., Secretary A.M. Elliot C. Mucklestone R. Pirone, CHRP M.R. Price, P.Eng. R. Sparrow, CGA J.F. Zuccon, P.Eng. In his opening remarks, President Comrie commented on the need to improve the decision-making process for Council. He reviewed existing problems as perceived by Councillors, presented suggestions for improving the process and, finally thoughts on ways in which to make the new process work. Councillors were requested to provide any comments to the President during the dinner break. President Comrie welcomed the following guests to the meeting: R.W. Braddock, former Past President of PEO P.M.A. DeVita, P.Eng., former Past President of PEO (Thursday only) G.G. Sterling, Past President of CCPE J. Finch, President of CIPS H. Jibry, Director, Professional Development, OSPE E. Lester, Metanoia Inc. (Thursday only) CALL TO ORDER APROVAL OF AGENDA Notice having been given and a quorum of Councillors being present, President Comrie called the meeting to order. Moved by Councillor Freeman; seconded by Councillor Nawaz: That Council: a) approve the agenda as presented to the meeting and as amended; and b) authorize President Comrie to suspend the regular order of business MINUTES OF MEETINGS 420th Meeting of Council January 9-10, 2004 The Council reviewed the minutes of the 420th Meeting of Council held on January 9-10, Page 2 of 26

3 Councillor Monsour queried whether the $20,000 approved for funding the Future Engineers Initiative (FEI) has been forwarded to WEAC. It was explained that the projects for which the money is to be used are still being vetted by WEAC; the funds will be released when this has been completed and a request submitted to the Education Committee. Council was advised that it will be informed when the funds have been released. Councillor Tsang inquired if a response from the Ontario Society of Professional Engineers (OSPE) had been received with respect to the amount it will contribute to the FEI program. It was explained that, although OSPE does not directly financially participate in the program, it does so indirectly through its funding of WEAC, which sponsors FEI. Councillor Monsour queried if a report on What s New in Engineering Innovations: Nanotechnology forum was available. Councillor Maka agreed to request the organizers of the forum for a report for Council. Councillor R. Gupta inquired as to the status of the report on motions which have been passed by Council and not acted upon. Mr. Clark advised that he planned to have the report available for the September 2004 Council meeting, stating that other priorities may pre-empt that schedule. Moved by Councillor McMartin; seconded by Councillor Lopez: That Council verify the minutes of the 420th Meeting of Council held on January 9 10, 2004 as presented to the meeting th Meeting of Executive Committee February 10, 2004 Council reviewed the minutes of the 189th Meeting of the Executive Committee held on February 10, Councillor Moore inquired if the reference to a reduction in membership fees in Minute meant that qualifying members would pay 25% of the regular fee. Mr. Allen confirmed that to be the case. At the request of Councillor Moore, the minutes will be amended to reflect the clarification. Page 3 of 26

4 Councillor Monsour inquired when PEO s Position Paper on Education will be coming back to Council. A question was also raised as to the reason to obtain endorsement of the Paper from the Ontario Society of Professional Engineers (OSPE). Councillor Freeman explained that it is important for the profession to present a common position on engineering education to the public and for this reason, it is advantageous to obtain OSPE endorsement of the position presented in the Paper. Councillor Dixon inquired if any further discussions had been held with the Ontario Association of Land Surveyors (OALS) regarding the possible overlap of scopes of practice of graduates of the geomatics course at York University. Mr. Allen indicated that he has been following up with the OALS but that no action has been taken with respect to seeking amendments to the respective Acts. Moved by Councillor Freeman; seconded by Councillor Redden: That Council ratify the actions of the Executive Committee as set out in the minutes of the 189th Meeting of the Executive Committee, held February 10, 2004, as presented to the meeting and as amended st Meeting of Council February 26-27, 2004 Council reviewed the minutes of the 421st Meeting of Council held on February 26-27, President Comrie noted the following amendments: a) on page 4, minute 9990, immediately following the motion verifying the minutes - the paragraph will begin Councillor Moore rather than Councillor Braddock who inquired if a process has been established to revoke a consulting engineer designation should the need arise; b) on page 24 a new section will be inserted just above the last paragraph of the page as follows: Moved by Councillor Moore; seconded by Councillor Lucas: That Council include the Chapter Coordinator position in the 2004 budget. Page 4 of 26

5 It was the consensus of the meeting to table this motion. c) page 27 the recorded vote on minute (Delegation of Authority to the Secretary) reference to Councillor Tsang s vote against the motion will be deleted; there was confusion as to the motion on which he voted. The deletion is made with the concurrence of Councillor Tsang. Councillor Dixon requested that Minute 9994 be corrected to state that Special Rules of Order are to be re-affirmed by Council at the first meeting following the Annual General Meeting. Mr. Clark advised that the minutes will be amended accordingly. Councillor Dixon also requested that Minute CEDC Report Applications for Designation be amended to state that Council approved applications for re-designation as Consulting Engineers as set out in Section 2 of the report submitted to Council at that meeting. Mr. Clark advised that the appropriate amendment would be made to the minutes. Moved by Councillor Dixon; seconded by Councillor Tsang: That Council verify the minutes of the 421st Meeting of Council held on February 26 27, 2004, as presented to the meeting and as amended th Meeting of Executive Committee Mach 29, 2004 Council reviewed the minutes of the 190th Meeting of the Executive Committee held on March 29, Moved by Councillor Lopez; seconded by Councillor Freeman: That Council ratify the actions of the Executive Committee as set out in the minutes of the 190th Meeting of the Executive Committee held March 29, 2004, as presented to the meeting st Meeting of Executive Committee April 24, 2004 Council reviewed the minutes of the 191st Meeting of the Executive Committee held on April 24, 2004, as presented to the meeting. Page 5 of 26

6 In response to a query, Mr. Allen confirmed that all items set out in the document, Setting the Direction appended to the minutes of that meeting, would be brought forward to Council at the appropriate time. Moved by Councillor Freeman; seconded by Councillor Lopez: That Council ratify the actions of the Executive Committee as set out in the minutes of the 191st Meeting of the Executive Committee held April 24, 2004, as presented to the meeting nd Meeting of Council April 24, 2004 Council reviewed the minutes of the 422nd Meeting of Council held on April 24, It was noted that Councillor Nawaz was not listed among Councillors who were in attendance at the meeting. President Comrie explained that, notwithstanding that Councillor Nawaz s reappointment to Council was retroactive to April 18, 2004, PEO had not been informed of the reappointment at that time and for this reason, his name was omitted from the list of those Councillors in attendance. It was agreed that the minutes will reflect that Councillor Nawaz attended the meeting as an observer. Moved by Councillor Robinson; seconded by Councillor Knox: That Council verify the minutes of the 422nd Meeting of Council held on April 24, 2004, as presented to the meeting and as amended LIEUTENANT GOVERNOR ORDER-IN-COUNCIL Moved by Councillor Hill; seconded by Councillor McMartin: That Council receive the Lieutenant Governor Order-in-Council (#904/2004) re-appointing Gul Nawaz to PEO s Council, effective April 18, 2004, to April 17, On behalf of Council, President Comrie welcomed Councillor Nawaz as a Councillor for another term. Page 6 of 26

7 10042 POLICY DEVELOPMENT PROCESS AND REFERENCE MANUAL Mr. Clark began the presentation on the policy development process by introducing the Policy Unit Jordan Max, Policy Manager, and Monique Taylor, Policy Researcher, noting their significant contribution to the development of the Policy Development Manual. Mr. Clark advised that the Policy Development Process had been presented to the Executive Committee at its May 18, 2004 meeting, supported by the Draft Policy Development Reference Manual, and that the Committee had recommended that Council receive a like presentation at its June meeting. Mr. Clark began his presentation by summarizing the process by stating that it: Provides a structure to guide policy development, analysis, and decision-making; Requires generating and evaluating different policy options to address a particular problem; and Proposes solutions that produce measurable results for future evaluation and feedback. He next reviewed the benefits to PEO of implementing such a process: a standardized approach to the development of regulatory policy; policy development work will begin only on issues that fit within pre-established PEO priorities; greater consistency: the same process will be used regardless of the type and size of the issue and its origin; and between policies themselves to ensure that they are aligned with PEO s objectives; a formalized broad approach to consultation with all stakeholders; increased accountability through the assignment of a policy project work group, which will be expected to manage the project through to completion, and through clearlydefined responsibilities and timelines for implementation and monitoring; informed decision-making by Council, based on solid strategic and policy analysis, financial and risk/ benefit analysis of various options. Mr. Clark then introduced Mr. Max, who reviewed the PEO Policy Development Cycle in detail. Page 7 of 26

8 Councillor Moore inquired as to the cost for developing the Policy Department. Mr. Clark confirmed that Council had approved a policy unit and operating budget for it in the 2004 budget. Costs associated with a particular project will be included in the specific project decision document when it is presented to Council. Mr. Clark stated that the structure of the policy process anticipates that the process will provide for greater accountability and transparency as well as a shorter approval period. He explained that there is also provision for projects to be fasttracked to deal with time-sensitive items and is scaleable for smaller issues. Moved by President-elect Goodings; seconded by Past President McMartin: That Council: a) receive the Policy Development Process presentation as given to the Executive Committee on May 18, 2004, supported by the Draft Policy Development Reference Manual for its information and comment; and b) defer final consideration of the policy development process to the September 2004 meeting of Council. Councillor Tsang commented that the approved budget for the policy unit was based on a staff complement of three people and queried how the unit will be funded if additional staffing was required. President Comrie advised that any additional funding requirements would be submitted to Council for consideration. Moved by Councillor Tsang; seconded by Councillor Moore: That the main motion be amended by adding a new paragraph (c) to read as follows: (c) direct staff to determine the best estimated costs on the implementation of the process for the September 2004 Council meeting, when the process is to be placed before Council for approval. AMENDMENT CARRIED The main motion was then voted upon as amended. AMENDED Page 8 of 26

9 10043 PROCEDURES FOR CONDUCTING 2005 COUNCIL ELECTIONS (a) Appointment of Chair of Nominating Committee President Comrie explained that Section 12 of Regulation 941/90 under the Professional Engineers Act required Council to appoint a Nominating Committee. He advised that the Regulation states that the Chair of the Committee is to be the penultimate past president and that Richard Braddock, who holds that position, has agreed to serve in that capacity, Moved by Councillor Monsour; seconded by Councillor Dixon: That Council appoint Richard W. Braddock, P.Eng., as Chair of the 2005 Nominating Committee as specified in Regulation 941/90, Section 12(2) of the Professional Engineers Act (b) Appointment of Regional Nominating Committees President Comrie explained that Section 13 of Regulation 941/90 under the Professional Engineers Act required Council to appoint Regional Nominating Committees. He advised that the Regulation states that the chair of each such Committee is to be the Junior Regional Councillor in each Region. Moved by Councillor Maka; seconded by Past President McMartin: That Council appoint Regional Nominating Committees as specified in Regulation 941/90, Section 13(1) of the Professional Engineers Act. Councillor Moore abstained (c) Appointment of Additional Members to Nominating Committee President Comrie explained that Section 12 of Regulation 941/90 under the Professional Engineers Act requires Council to appoint two other Members as members of the Nominating Committee. Moved by Past President McMartin; seconded by Councillor Nawaz: That Council appoint Donald C. Ingram and Bruce E. Clarida to the Nominating Committee as the two other members of the Nominating Committee as specified in Regulation 941/90, Section 12(1)(d) of the Professional Engineers Act. Page 9 of 26

10 Past President McMartin advised that both members had agreed to serve in this capacity (d) Appointment of Chief Elections Officer President Comrie explained that, in the absence of the necessary changes to Regulation 941/90 of the Professional Engineers Act to provide for an independent Chief Elections Officer as recommended by the Elections Procedures Review Task Force, it was proposed to continue the procedure used in the 2004 election and to appoint the Registrar, or his nominee, to be the Chief Elections Officer. Moved by Councillor Monsour; seconded by Councillor Redden: That Council appoint Connie Mucklestone as the Registrar s nominee as Chief Elections Officer for the 2005 Council Elections to oversee the nomination and election process (e) Approval of Procedures for the Council Elections Council reviewed the proposed Election (Voting) Procedures, as presented to the meeting. Past President Braddock advised that Regulation 941/90 under the Professional Engineers Act states that the Nominating Committee is to accept nominations but does not specify the number of candidates to be nominated by the Committee for each position of Council to be elected and that direction from Council on this matter was required. Moved by Past President McMartin; seconded by Councillor Freeman: That Council direct the Nominating Committee to select one candidate for each of the following positions: - President-elect; - the Vice-President; and - one member for each of the two Councillorat-Large positions for the Council elections. MOTION DEFEATED Moved by Councillor Moore; seconded by Councillor Robinson: That Council approve the procedures for conducting elections to PEO s Page 10 of 26

11 Council, as presented to the meeting. Past President McMartin abstained EXTERNAL GROUP TASK FORCE President Comrie invited former Past President Peter DeVita, P.Eng. to address the meeting who, in turn, introduced Mr. James Finch, ISP, CMC, and President of the Canadian Information Processing Society (CIPS). Past President DeVita explained that the PEO External Groups Task Force has been meeting with software practitioners drawn from CIPS over the last two years to discuss software practice issues as they relate to possible regulation and the public interest. He stated that the term practice has been defined in broad terms and includes information technology, database technology, and engineering. He stated that software engineering is an emerging discipline and that it was important for PEO to take the lead in determining licensing requirements. Moved by Councillor Iliescu; seconded by Councillor Proulx: That Council: a) receive the Briefing Report of the External Groups Task Force (EGTF) dated May 19, 2004; and b) confirm the continuance of the EGTF to complete its work before the end of the current Council's session. (March 2005) It was the consensus of Council to resume discussions informally. While in informal session, Council discussed: a) a proposed format for the Council workshop scheduled for the end of September 2004; and b) PEO s position on the Building Code Statute Law Amendment Act Bill 124. Council then adjourned for the evening and re-convened the following morning ONTARIO SOCIETY OF PROFESSIONAL ENGINEERS (OSPE) OSPE-PEO Joint Relations Committee President Comrie stated that, to assist in the transition of services from PEO to OSPE, a Negotiating Committee had been established composed of members from both organizations. He explained that the term of the Negotiating Committee expired on December 31, 2003 and that the members felt it would be mutually beneficial to strike a joint committee to build relationships between the two organizations, to facilitate the Page 11 of 26

12 exchange of information between them, to identify issues and facilitate co-operation in areas of mutual interest/ concern, and to provide a forum for the discussion and informal resolution of potential areas of conflict. He then referred Council to the draft Terms of Reference for a Joint Relations Committee. On behalf of Councillor Dunsmuir, Councillor Freeman provided the following comments: a) there should be provision for a named Chair and Secretary of the Committee with defined terms. Mr. Allen explained that it is proposed that meetings will be held, alternately, in the offices of the respective organizations and that the Chair will be a representative from the hosting organization. Consequently, provision for a named Chair was purposefully omitted from the Terms of Reference. A like agreement had been reached with respect to the Secretary of the Committee. b) the Terms of Reference should contain reporting provisions, requiring each organization to report to its respective governing body. c) there should be consistency in the way in which the organizations are reimbursed for expenses. Councillor Tsang inquired as to the implication section 2(ii) of the proposed Terms of Reference prohibiting competition with each other may have on negotiations with OSPE in light of the current situation relating to alleged competition in the matter of general advertising. President Comrie explained that the Terms of Reference are a guiding principle only - not a formal agreement and may be amended at any time by mutual agreement of the two parties. President Comrie advised that the Terms of Reference, as presented, had been approved by the Executive Committee of OSPE. Moved by Past President McMartin; seconded by Councillor S.K. Gupta: That Council approve the Terms of Reference for the OSPE-PEO Joint Relations Committee, as revised by the OSPE Executive Committee and dated June 8, 2004, and as presented to the meeting. Page 12 of 26

13 Past President McMartin stated that Section 3.1(c) of the Terms of Reference requires that two PEO members of Council to serve on the Committee, in addition to the President. He then proposed that the Past President and the President-elect be appointed to serve in this capacity. Section 3.1(d) of the Terms of Reference provide that the CEO/Registrar also represent PEO on the Committee. Moved by Councillor Proulx; seconded by Councillor Moore: That Council appoint the Past President and President-elect to the OSPE-PEO Joint Relations Committee, in addition to the President, as PEO s representatives on that Committee. A brief discussion took place regarding the proposed budget for the Committee. As a general comment, Councillor Fraser suggested that, in future, proposed budgets for establishing Committees be considered prior to voting on the issue to assist Councillors in prioritizing issues for budgetary purposes. Moved by Councillor Fraser; seconded by Councillor Proulx: That Council approve a budget of an additional $2,500 for the OSPE-PEO Joint Relations Committee IN-CAMERA SESSION Moved by Past President McMartin; seconded by Councillor Dixon: That Council move In-Camera. While In-Camera, Council: a) ratified the In-Camera minutes of the 189th Meeting of the Executive Committee held on February 10, 2004; b) verified the In-Camera minutes of the 421st Meeting of Council, held on February 26-27, 2004; c) received an update on legal actions; d) received reports on the OSPE/PEO Joint Review Board hearings, and discussed the PEO/OSPE Agreement, including the transfer Page 13 of 26

14 of administration fees for Manulife Financial and Maritime Life programs; and e) discussed the termination of employment of former Deputy Registrars (cont d) OPEN SESSION (cont d) ONTARIO SOCIETY OF PROFESSIONAL ENGINEERS OSPE-PEO Joint Relations Committee and PEO-OSPE Agreement President Comrie stated that the following motions were considered by Council at its In-Camera session and were approved for bringing into open session: Moved by Councillor Proulx; seconded by Councillor Fraser: That Council request that the OSPE-PEO Joint Relations Committee develop a process for the selection of arbitrators for appointment to panels to resolve disputes between PEO and OSPE for approval by Council at its next meeting. Moved by Councillor Dixon; seconded by Councillor Robinson: That Council approve the proposed amendment to the timeframe for the Joint Review Board process from 45 calendar days to 45 business days. Moved by Councillor Robinson; seconded by Councillor Fraser: That Council accept the decision of the Joint Review Board regarding the transfer of data between OSPE and PEO. Moved by Councillor Knox; seconded by Councillor Wilson: That Council accept the decision of the Joint Review Board regarding general advertising in Engineering Dimensions. MOTION DEFEATED President-elect Goodings abstained Moved by Councillor Freeman; seconded by Councillor Vieth: That Council receive the legal opinion from Richard Steinecke, dated June 10, 2004, regarding the November 2000 Agreement between OSPE and PEO. Page 14 of 26

15 Moved by Councillor Fraser; seconded by Councillor Dixon: That Council direct the CEO/Registrar to immediately conduct a referendum of PEO members on whether to terminate the November 2000 Agreement between OSPE and PEO. MOTION DEFEATED Moved by Councillor Fraser; seconded by Councillor Redden: That Council direct the OSPE-PEO Joint Relations Committee to negotiate a new joint agreement between OSPE and PEO and to report to Council at the September 2004 Council meeting, and direct the CEO/Registrar to immediately prepare to conduct a referendum of PEO members on whether to terminate the November 2000 Agreement between OSPE and PEO, if negotiations fail. President Comrie stated that he would present Council with a report on the progress of the negotiations at the September 2004 Council meeting Transfer of Administration Fees from Manulife Financial and Maritime Life Programs President Comrie stated that the following motions were considered by Council at its In-Camera session (Minute 10050) and were approved for bringing into open session: Moved by Past President McMartin; seconded by Councillor Freeman: That PEO pay OSPE the entire amount due for the administration fees for 2004, when received, from the Manulife Financial and Maritime Life programs. MOTION DEFEATED recorded vote For Against Abstain R.A. Fraser D. Dixon C. Knox D.L. Freeman R.K. Gupta R.A. Goodings S.K. Gupta N.E. Hill D.E. Iliescu K.C. McMartin K.G. Lopez W.L. Proulx E.P. Maka C.C. Redden N. Monsour D.C. Robinson C.T. Moore Page 15 of 26

16 J.O. Vieth G. Nawaz D.E. Rees S.H.L. Tsang D.L.Wilson Moved by Councillor Monsour; seconded by Councillor R.K. Gupta: That Council defer consideration of the motion to pay OSPE the administration fees from the Manulife Financial and Maritime Life programs until the September 2004 Council meeting. MOTION DEFEATED OTHER BUSINESS - Employment Termination of Deputy Registrars President Comrie stated that the subject of the termination of employment of a former Deputy Registrar was discussed by Council at its In- Camera session and the outcome of the discussion was approved for bringing into open session. Moved by Councillor Hill; seconded by Past President McMartin: That, notwithstanding earlier authority to terminate deputy registrars and notwithstanding the fact that the Registrar exercised his authority, Council confirms the termination of Mr. Ian Eng., P.Eng., and Dr. Norman Williams, P.Eng., due to restructuring/re-alignment of the PEO functions. Recorded Vote: For Against Abstain D. Dixon R.A. Fraser C. Knox D.L. Freeman R.K. Gupta K.G. Lopez R.A. Goodings S.H.L. Tsang S.K. Gupta N.E. Hill D.E. Iliescu E.P. Maka K.C. McMartin N. Monsour C.T. Moore G. Nawaz W.L. Proulx C.C. Redden D. Rees D.C. Robinson J.O. Vieth Page 16 of 26

17 10053 BUILDING CODE STATUTE LAW AMENDMENT ACT BILL 124 (BRRAG) President Comrie explained that, as a result of the informal discussion on BRRAG the previous evening, draft motions had been prepared to reflect the desires of the Council on this matter. Moved by Past President McMartin; seconded by Councillor Monsour: That Council: a) direct the CEO/Registrar to inform the Minister of Municipal Affairs and Housing that PEO withdraws its proposal to administer the Qualification Registration process relating to Bill 124; b) stand down the existing Bill 124 Task Group, effective immediately; c) create a new Bill 124 Task Force to be composed of the President, the Presidentelect, and Chris D. Roney, P.Eng., effective immediately, with the power of the Task Force to appoint additional members if needed; d) direct the Bill 124 Task Force to work closely with PEO s Policy Unit to develop a policy position that supports the exemption of professional engineers from the requirements of Bill 124; e) direct the CEO/Registrar to direct the Communications Department to implement a plan to communicate PEO s policy position on Bill 124 to its members and the public; and f) direct the CEO/Registrar to provide the resources necessary to carry out items(d) and (e) above on a priority basis. MOTIONS CARRIED Councillor Fraser abstained CANADIAN COUNCIL OF PROFESSIONAL ENGINEERS (CCPE) Director s Report Past President McMartin reported on the two CCPE meetings that PEO s CCPE directors had attended: a) the Annual General Meeting in Charlottetown, P.E.I. on May 14 15, 2004, which included meetings (and reports) of various groups/ Committees of CCPE as well as a gala awards event. He stated that the Board: i) received an update on the From Consideration to Integration Task Force, advising that a Phase III is being contemplated as well as specialization/ certification; policy statements dealing with an implementation plan of the program were tabled. Page 17 of 26

18 ii) received information on a licensure uptake study provided by a corporate research group. He explained that the objective of the study was to examine the licensure update trends among Canadian engineering graduates including graduates from Canadian universities, under-graduate degree programs and international graduates who have immigrated to Canada. iii) approved the standing down of the Tripartite Working Group as CCPE and OSPE have worked out an arrangement and have established a working relationship. iv) unanimously accepted the Joint Report of the CEO s; v) approved deferral of the implementation of the proposed fee assessment increases for 2005 and 2006 to b) a retreat in Kananaskis, Alberta, the purpose of which was to engage the board in the preparation of the strategic planning process; to ensure all Constituent Members have a common understanding of the ongoing activities of the board and its Committees as well as a common understanding of the ongoing commitments arising from last year s activities; and to build an atmosphere to enjoy volunteers efforts. Sessions were held: i) to discuss long and short term objectives, after which two main themes emerged - the value of the profession and the evolution of the profession (i.e. threats, challenges and opportunities). A strategic planning committee was formed and three task forces to advance each of the themes and vision. ii) to identify megatrends that may affect ability of engineers to do their job Past President McMartin stated that recent CCPE meetings have been much more open than previously. As a result, other board members have a greater understanding of PEO s situation and consequently, the relationship between PEO and other board members is improving significantly. President Comrie confirmed that requests for appointments to CEAB visiting teams are required to be reported to Council. Councillor R.K. Gupta inquired if any consideration was being given to appointing an OSPE Page 18 of 26

19 representative to the CCPE Board of Directors. Mr. Sterling advised that, although such an appointment is prohibited by CCPE s Letters Patent, it is amenable to inviting OSPE representatives to serve on Committees. Moved by Councillor S.K. Gupta; seconded by Councillor C.T. Moore: That Council receive the oral report on the activities of the Canadian Council of Professional Engineers (CCPE) presented to the meeting by Past President McMartin, PEO s representative on the CCPE Board Fee Assessment Rescinding Motion 9948 President Comrie stated that, at the June 2002 meeting, Council had passed a motion approving a CCPE fee assessment increase of $2.40 in 2004, $2.40 in 2005, and $2.00 in However, at a subsequent meeting held in September 2003, Council passed a motion to continue to remit CCPE s assessment fee but only at the 2003 level until CCPE had established a system to show to the satisfaction of PEO Council that all funds provided by PEO to CCPE were used exclusively for regulatory matters. He explained that, as the subsequent motion contradicted the June 2002 motion, it was necessary for Council to confirm its intent with respect to this matter. He reminded Council that a two-thirds majority vote is required to rescind a motion. Mr. Allen advised that a detailed analysis of CCPE activities indicates that PEO is, in fact, not paying its proportionate share of the total costs of the regulatory support services that CCPE provides. He also advised that the regulatory and nonregulatory activities will be monitored to ensure that PEO s fee assessments continue to be applied to only regulatory activities. Moved by Councillor Freeman; seconded by Councillor Proulx; That Council rescind the motion passed at the 418th Meeting of Council, September 20, 2003, Minute 9948, requiring PEO to remit the CCPE assessment fee at the 2003 level until certain conditions had been met. Page 19 of 26

20 Councillor Fraser questioned whether the June 2002 motion was still in effect. Past President McMartin advised that the increase for 2004 remains in effect but that CCPE has deferred implementing further increases until President Comrie stated that, in view of this, it would be appropriate to rescind the June 2002 motion referencing the 2005 and 2006 increases. Moved by Councillor Fraser; seconded by Vice President Lopez: That Council rescind that portion of the motion passed at the 410th Meeting of Council, June 19, 2002, Minute 9783, accepting the proposed CCPE assessment fee increases for 2005 and Recommendation of the Joint CEO Report President Comrie advised that the Executive Committee has reviewed the PEO/CCPE Issues and Recommendation, Joint CEO Report dated April 16, 2004 and was recommending that it be accepted by Council. He stated that the Report had been unanimously approved by the CCPE Board at its recent May meeting. Mr. Allen agreed to circulate the Report to all effected committees to ensure that they agree or disagree with the level of support as outlined in the Report. President Comrie also advised that comments on the Report received from Vice-President Lopez would be forwarded to CCPE for its strategic planning purposes. Moved by Past President McMartin; seconded by Councillor Nawaz: That Council accept the PEO/CCPE Joint CEO Report, dated April 16, 2004, as presented to the meeting. President Comrie thanked Council for accepting the Report and complimented the respective CEO s for its preparation COMMITTEE/TASK FORCE REPORTS Consulting Engineer Designation Committee Council reviewed the applications for designation as Consulting Engineer as recommended by the Consulting Engineer Designation Committee. Moved by Councillor Dixon; seconded by Councillor Illiescu: Page 20 of 26

21 That Council approve the applications for designation as Consulting Engineers as set out in Section 1 of Exhibit A to the Briefing Note presented to the meeting. Council reviewed the applications for redesignation as Consulting Engineer as recommended by the Consulting Engineer Designation Committee. Moved by Councillor Dixon; seconded by Councillor Illiescu: That Council approve the applications for redesignation as Consulting Engineers as set out in Section 2 of Exhibit A to the Briefing Note presented to the meeting. Council reviewed the applications for requesting use of the title Consulting Engineer (or variation thereof) as recommended by the Consulting Engineer Designation Committee. Moved by Councillor Dixon; seconded by Councillor Illiescu: That Council grant permission to use the title Consulting Engineer (or variations thereof) to the firms set out in Section 3 of Exhibit A to the Briefing Note presented to the meeting Advisory Committee on Committees Annual Slate of Committee Members Council reviewed the proposed slate of PEO Committee members for the 18-month term of office, beginning July 1, 2004, as recommended by the Advisory Committee on Committees. Councillor Dixon confirmed that all members indicated on the list presented to Council have agreed to serve on the respective Committees if appointed by Council. He advised that any subsequent appointments to Committee membership throughout the year, necessitated by retirements, resignations, etc., will be brought to Council for approval. Councillors were requested to refer any noted anomalies to the staff advisor of the Committee. Councillor Fraser reminded Council of a previous motion that recommended that Chairs of Committees should be for a two-year term and Page 21 of 26

22 recommended that the summary sheet indicate when the respective chair had assumed their position so that the terms can be easily tracked. It was agreed that this would be done. Councillor Dixon acknowledged that several Committee members were being re-appointed beyond the recommended two-year term. He explained that the situation is being monitored, having regard for a balance between the need for continuity on certain Committees and the desire to involve as many members of the association as possible in PEO activities. Moved by Councillor Dixon; seconded by Councillor R.K. Gupta: That Council approve the slate of PEO committee members for the 18-month term of office, beginning July 1, 2004 and ending December 31, 2005, as presented to the meeting Terms of Reference Human Resources & Compensation Committee Council reviewed revised Terms of Reference for the Human Resources & Compensation Committee. President Comrie clarified that the correct name of the Committee was as set out in the Terms of Reference as presented to the meeting. Past President McMartin advised that revisions included the addition of the President-elect as a member of the Committee and a liaison role with the government with respect to LGA appointments on behalf of Council. He also reported that Committee will be inviting Councillors to participate in developing the core values of the association in the near future. Councillor R.K. Gupta stated that the mandate for the Committee has budgetary implications and recommended that the Objectives for the Committee should be amended by adding, at the end of the sentence in paragraph 2 under that heading, the words and to provide input into the annual budget cycle. Council concurred. Councillor Moore inquired as to the matter of having the Committee review pension entitlements. He recommended that the Objectives be amended to include a review of the pension plan and its operations. President Comrie accepted the recommendation and advised that the Terms of Page 22 of 26

23 Reference would be amended accordingly. Councillor Freeman suggested that the Terms of Reference as presented and amended be approved with a revised review date of September She also suggested that any recommendations for changes to the document be submitted the Committee for further review by Council at its November 2004 meeting. Past President McMartin reported that the Committee is presently developing a process for developing PEO s core values and that Councillors will be invited to participate in the process. Moved by Past President McMartin; seconded by Councillor Moore: That Council, as Responsible Authority, approve the Terms of Reference for the Human Resources & Compensation Committee as presented to the meeting and as amended Accommodation Task Force Councillor Monsour stated that the Accommodation Task Force would be meeting in the near future and requested Council direction. On behalf of Councillor Dunsmuir, Councillor Freeman provided the following comments: the suggestion to move PEO s head office outside of the City of Toronto contravened the Professional Engineers Act; the survey conducted by the Task Force failed to seek the opinion of PEO staff, who are greatly affected by a move to a new location; and reviewing available options was premature as there is no concept yet of the financial implications of relocating. Mr. Babaie stated that the mandate of the Task Force is to evaluate all available options for meeting PEO s accommodation needs. He stated that the Task Force had considered, as an option, the feasibility of obtaining financial sponsorships towards building new accommodation and that it was seeking the authority of Council to proceed in this direction. He confirmed that there were no financial implications to the direction being sought. Councillor Monsour stated that a report on all available options will be presented at the September 2004 Council meeting. Page 23 of 26

24 Moved by Councillor Monsour; seconded by Councillor Moore: That Council authorize the Accommodation Task Force to contact and identify possible engineering licensed individuals and firms that may be willing to serve as the Great Friends of PEO and financially support PEO in building its own accommodation should Council ultimately approve the build option for PEO accommodation Regional Councillors Committee (i) Official Recognition of Chapters of the Association of Professional Engineers On behalf of Councillor Lucas, Chair of the Regional Councillors Committee, Councillor Freeman reported that the Regional Councillors Committee had drafted the Terms of Reference presented to the meeting and advised that they incorporate comments received at the recent Chapters Leaders Conference (CLC). Councillor R.K. Gupta stated that it was the general consensus at the CLC that some Chapter activities should function co-operatively with Ontario Society of Professional Engineers (OSPE) and inquired if that is reflected in the Terms of Reference under discussion. Councillor Freeman advised that Chapters are not within OSPE s mandate and as a result, there is no reference to OSPE in the document. However, she assured Councillors that all of the discussions from the CLC are being incorporated into PEO s strategic plan. She stated that, according to the Participation Task Force Report that was developed by PEO and OSPE, PEO Chapters cannot undertake any of the mandates of OSPE because Chapters are the purview of PEO and can only assist in achieving the mandate of PEO. During the ensuing discussion, it was agreed that the Terms of Reference be sent to all Chapters for their review and that the review date be changed to December Moved by Councillor Freeman; seconded by Councillor Maka: That Council: a) as the Responsible Authority for Chapters, endorse the Terms of Reference for Chapters, as presented to the meeting and as amended, as the roles and responsibilities of Chapters; Page 24 of 26

25 b) authorize the Regional Councillors Committee to: i) establish formal guidelines for funding and reporting on Chapter activities conducted in accordance with the Terms of Reference, and ii) direct the disbursement of funds allotted annually by Council in accordance with the guidelines; c) direct staff to research and advise on changes: i) required to the Regulations under the Professional Engineers Act to identify Chapters as a Regulated Committee of the Association, ii) to By-Law Number 1 and additional By- Laws, existing or required, in order to clearly define Chapters, and iii) to report to Council at its September 2004 meeting (ii) York Chapter Boundary Change Councillor Freeman advised that the York Chapter had requested that its boundaries be aligned with the Regional Municipality of York. She stated that the change has been agreed to by the surrounding effected Chapters, by the East Central Regional Congress and by the Regional Councillors Committee. Moved by Councillor Freeman; seconded by Councillor Moore: That Council: a) approve the change of the boundaries of the York Chapter, the Simcoe-Muskoka Chapter and the Lake Ontario Chapter so that the boundaries of the York Chapter match the boundary of the Regional Municipality of York; and b) notify the Simcoe-Muskoka and Lake Ontario Chapters and the affected members once the boundary changes have been approved DATE OF NEXT COUNCIL MEETING Moved by Councillor Freeman; seconded by Councillor Nawaz: That Membersof Council discuss electronically the feasibility of having an additional Council meeting during the month of July. Page 25 of 26

26 President Comrie announced that Ron Bailey, P.Eng. and PEO s Director of Information Technology was retiring, effective July 15, On behalf of Council, he expressed PEO s appreciation to Mr. Bailey for all his efforts during his tenure at PEO and wished him well in his retirement. Due to time constraints, the following agenda items were deferred until the next meeting: a) Committees/Task Forces i) Advisory Committee on Committees a) Committees and Task Forces Policy b) Change in Name of Committee ii) Terms of Reference Executive Committee iii) Terms of Reference Environment Committee iv) Terms of Reference Government Affairs Committee v) Terms of Reference Professional Standards Committee vi) Governance Task Force a) Role of the President b) Role of the CEO/Registrar and Executive Authority c) Code of Conduct d) Standing Down of Task Force vii) Evolution of Engineering Admissions Task Force (for information) b) Financial Statements (for the three months ended March 31, 2004) c) 2004 Budget i) Update ii) Funding Options for Budget Surplus d) 2005 Budget i) Finance Committee Motions and Budget Assumptions ii) Criteria for Determining Budget and Resource Priorities e) Communications from PEO Head Office (for discussion) f) Correspondence (for information only) Moved by Councillor Freeman; seconded by Councillor Robinson, THAT the meeting be adjourned. These minutes consist of 26 pages and Minutes to G.R. Comrie, P.Eng., Chair S.W. Clark, LL.B., Secretary Page 26 of 26