IT Executive Committee Meeting Minutes - February 10, 2025

Present: Stan Buday, Pierre Touchette, Tamara Critch, Lucille Shears, Stéphane Aubry, Yvonne Snaddon, Rob Scott, Marc Benoit, Karim Chaggani, Jean-Simon Brassard

Virtual: Giovanni Giolti, Deborah Butler

Staff: Robert Séguin, Elizabeth Morin

Regrets: Patricia Williams

Agenda/Ordre du jour

1) Welcome / Bienvenue

2) Adoption of Agenda / Adoption de l'ordre du jour

a) Moved by Tamara Critch, Seconded by Jean-Simon Brassard

3) Approval of Minutes of Last meeting / Approbation du procès-verbal de la dernière réunion de December/Décembre 2024

a) Moved by Tamara Critch, seconded by Rob Scott

4) Business Arising from the minutes/Action Items Affaires découlant du procès-verbal/Points d’action

a) Merging of the Portage, Hull and Gatineau Subgroups.

i) ACTION: Lucille and Pierre to meet to address and complete formal paperwork. (Ongoing)

b) Visibility / visibilité (Robert)

i) ACTION: Robert Séguin to provide an answer on the next campaign slogan. (Completed)

(1) PIPSC Member Services plans to have slogan and campaign by summer. Suggestions were provided by Giovanni Giolti and Marc Benoit for Robert Seguin to bring back to the team.

ii) ACTION: Robert Séguin report back to membership team that IT Executive would like to participate in the brainstorming session.

c) Navigar (Rob)

i) ACTION: Rob Scott to bring recommendation from IT Training Subcommittee regarding IT05 and acting positions (Ongoing)

(1 ) Rob Scott stated the last IT Training Subcommittee meeting focused on the plan for next year. Robert Séguin advised there are other areas such as separate employers where that opportunity was not discussed. The employer did not provide length of acting positions, if 4 months less a day and more than 4 months. But we could use a threshold for access. Yvonne Snaddon provided she has received request from retired members guild if can have access.

ii) ACTION: Rob Scott – table an agenda at IT Training Subcommittee to make decisions on the other groups accessing the training fund.

iii) ACTION: Robert Séguin to bring number of excluded members to Executive (Completed)

(1) The number of excluded members is 233 (IT05) and 86 (IT04).

d) IT Group Elections (Yvonne)

i) ACTION: Yvonne to create regulations around elections and bring to executive for review. (Completed)

(1) Deferred to New Business

e) PRQC (Karim)

i) ACTION: Karim Chaganni to follow up on original email. (Completed)

(1) Karim Chaggani advised that the PIPSC Board of Directors has put this committee on hold until further notice.

f) Rand Drive (Patricia)

i) ACTION: Stan Buday will talk to new president about communications lack of response like RAND drives (Completed)

(1) Stan Buday advised the President of PIPSC has stated there will be another overhaul of Communications.

g) ITYPC (Jean-Simon)

i) ACTION: Jean-Simon Brassard to upload candidates to drive prior to review at next meeting (Completed)

(1) Jean-Simon Brassard advised that the candidates have been selected and the initial meeting to be scheduled.

h) Lobbying (Yvonne)

i) ACTION: Yvonne Snaddon to schedule a zoom session for IT AGM training delegates to prepare for lobbying (Ongoing)

(1) Yvonne – zoom to be scheduled for 19 February 2025.

ii) ACTION: Yvonne to ensure Google drive folder populated with information required for our lobbyists. (Completed)

i) Central Table (Stan)

i) ACTION: Stan Buday to schedule a zoom meeting in January to discuss Central Table. (Completed)

j) Subgroups (Lucille)

i) ACTION: Lucille to send communications to all members of London/Essex. (Completed)

(1) Lucille Shears advised that 2 or 3 members responded asking for more information about subgroups. Lucille responded but no further movement yet, so the creation still in the works.

5) Standing Items / Points permanents

a) Bargaining Update / Mise à jour sur les négociations (Rob, Robert)

i) Strategic Bargaining Committee (Rob)

(1) Rob Scott provided a summary of the meeting was to discuss the question of whether or not to use a Central Table this round, as well as updates given on Pay Simplification and Strike Prep and readiness. Stan Buday stated that while a Central Table may not go ahead, coordination should still be done to ensure no one group adversely affects another group.

ii) Bargaining Survey (Rob)

(1) Rob Scott advised the survey has been sent out and is being completed by the members. In discussion with the PIPSC Research time it was decided to extend the deadline to 11 February. PIPSC Research to present findings at the Subgroup President’s meeting in March. Due to conflicting priorities, the prizes considered for completion of the survey did not go ahead.

iii) Contract proposals meeting (Rob)

(1) Rob Scott advised the delegates have been selected and registration is underway, with alternate names provided to PIPSC. Content will be similar to the contract proposals prior to pandemic. Discussions with

Elizabeth Morin on logistics are ongoing. The motion passed at the 9 December 2024 meeting to allow the Subgroup President delegates of the meeting to stay and attend the Subgroup President’s meeting was found to be cost prohibitive. It was decided secretarially not to go forward with that motion. Selection of Bargaining Team will occur after the IT AGM from the candidates of the Contract Proposal delegates and the new IT Group Executive.

iv) Training Fund Update (Rob)

(1) Rob Scott stated in next year’s plan will be very similar to this year’s plan as a multi-year contract was signed and the remainder spent on instructor-led training targeting skills that go out for contract as identified by employer. Treasury Board Secretariat (TBS) plan to use ACFO’s use of funds as a guide on how to implement travel for the in-person instructor led courses. The plan was sent to IJCC for their next meeting on 20 February 2025 for approval. Training Fund and Navigar presentations to be given at the Subgroup President’s meeting.

v) IJCC Update (Stan)

(1) Stan Buday stated there is an IJCC meeting scheduled for 20 February 2025 with a number of items to discuss such as authority of IJCC co-chairs for approval of funding, course preference to Work Force Adjusted (WFA)personnel and reports from departments on courses offered. Stan Buday received confirmation that Consultation Presidents are having the same discussions at the Consultation tables.

b) Strategic Planning Update & Review / Mise à jour et examen de la planification stratégique (Stan)

i) Stan Buday has provided the below action item.

(1) ACTION: All Group Executive members to provide update in the portfolio.

c) Visibility / visibilité (Pierre)

i) Pierre Touchette states the inventory will be depleted through Subgroup President’s meeting and the IT AGM. Currently, there is a supply issue with the roll up banners, so research continues.

(1) ACTION: Pierre to send a list of remaining swag items to the Executive.

(2) ACTION: All Group Executive to send Canadian-made SWAG suggestions to Pierre.

d) Return to Office / Retour au bureau (All)

i) Comments from various Executive members, such as the use of PowerBI to generate and compile reports about attendance and use of security building pass as data. Also using defender software using IP addresses, to track someone in office, and system not changing to match actuals. General statement made that any system used has flaws, such as buildings without scanners or embedded employees. Stan Buday stated that the use of building pass data should be challenged at the Consultation table.

6) New Business / Nouvelles affaires

a) Regulations for Upcoming IT Group National Election (Yvonne)

i) Yvonne Snaddon as agreed upon at the 9 December 2024 meeting sent an email for suggested R4 GROUP EXECUTIVE changes.

(1) NEW R4.3.4 Biographical Video Sketches – Each candidate may submit one (1) video biographical sketch in either official language or one (1) bilingual video biographical sketch. The video biographical sketch will be no more than two (2) minutes in duration. Each video biographical sketch shall begin with the name, position sought and membership status of the candidate. Videos will be deleted at the conclusion of the election. Vote taken and carried

(2) NEW R4.3.5 Video for Virtual Candidate Meeting – If a candidate is unavailable to attend the virtual candidate meeting, they may provide a video submission to be played during the candidate meeting.

The submission must adhere to the instructions and format determined by the Elections Committee.

Vote taken and carried.

(3) NEW R4.3.6 Constituent Body by-laws and regulations – If IT Group by-laws and regulations are silent on an issue that arises, the overarching Constituent Body election by-laws and regulations of PIPSC will govern. Vote taken and carried

(4) NEW R4.1.2 - In reference to Bylaw 4.1.2.2, negotiations are deemed underway with the preparation and distribution of the bargaining survey or the establishment and completion of the Group Contract Proposals Committee (Group Bargaining Conference) or any other work begun in support of negotiations in advance of the submission of a notice to bargain. Vote taken and carried

ii) ACTION: Stan – go to PIPSC Election regarding adding regulations when Notice already sent

iii) ACTION: Karim – to notify candidates of possible Elections regulations after March 7, 2025

b) IT Group Elections (Tamara)

i) Tamara Critch posed question of why there were 2 Notice of Elections sent and asked if there was a resignation of that role. Stan Buday provided as per PIPSC legal advice the new Notice was sent, as Yvonne had resigned to him, as required, as the Group President. Stan Buday stated Yvonne is still part of the Election Committee. Yvonne Snaddon formally resigned from the Elections Committee.

c) Creation of new Subgroup (Lucille)

(1) Lucille Shears provided an update on creation of the Guelph/Kitchener/Waterloo Subgroup and advised that the interim Subgroup President would be attending the Subgroup President’s meeting. Lucille Shears also provided an update on the possible creation of a Subgroup in Grand Falls-Windsor, NL that would cover 26 members from Gander to Corner Brook. Lucille Shears has been actively trying to engage the 97 members in the London/Essex 97 area. The Saguenay/Lac-St-Jean/Côte-Nord Subgroup President is stepping back, so Lucille Shears has sent the 42 members an email asking if they have any interest.

d) Meeting Minutes format (Tamara)

(1) Tamara Critch advised the Group Executive that as the Secretary after the minutes of a previous meeting have been approved, they will be saved as a PDF in the IT drive instead of an editable document. There was no debate as everyone concurred.

e) AV Equipment (Marc)

i) Marc Benoit provided a spreadsheet with various audio/visual equipment and 3 quotes, for the purpose of Podcasts. Lucille Shears agreed with the technical update and was interested in the business plan. Lucille stated the podcasts should not be used by the IT Group Executive during the election as it would put other candidates at a disadvantage. Stan Buday agreed that it should be used for the new Executive members after the election. Debbie Butler asked where this thousands of dollars of equipment will be held, in which Marc Benoit stated he would keep it in his home. Debbie Butler also asked for the serial numbers once purchased.

- Motion: Marc Benoit would like to budget up to $6500 to purchase audio visual equipment for podcasts. Seconded by Stéphane Aubry.

- Carried.

ii) ACTION: Marc Benoit to provide serial numbers to the Treasurer, Debbie Butler

f) Lobbying (Yvonne)

i) Yvonne Snaddon advised the Contracting Out Action Team (COAT) as part of the strategic planning meeting in February 2024 suggested lobbying training which was approved by the Executive and completed 14 June 2024. Yvonne Snaddon worked with Robert Séguin and the Political Action team to get tentative dates and create documents for review. Lobbying is happening from 4 February to 7 March 2025. The Lobbying Training participants Zoom meeting is scheduled for 19 February 2025.

g) Presentation on New Election System (Chris Kabouchi)

i) Chris Kabouchi provided information on the new election system. The new system is the same one used for the National Election. Currently, the system does not allow first past the post for multiple positions, it will require work before being considered for the group elections, as the IT Group has by-law says we have at least one representative from each region, so there will be issues with ranked choice.

ii) ACTION: Stan to discuss voting system with PIPSC President, and Elizabeth’s response from voting team then schedule zoom to make decision.

h) Presentation of COAT Strategic Planning 2025 (Yvonne)

i) Yvonne Snaddon stated she will revisit the strategic plan and follow up email in about week to get approval. There is project plan put together with Stan Buday to put to the President at PIPSC for resources.

ii) ACTION: Yvonne Snaddon to send the COAT Strategic Planning to the Group Executive

i) Subgroup Presidents Meeting (Lucille)

i) Lucille Shears advised as of today the PIPSC President PIPSC nor the VP are able to attend, VP. Lucille Shears has suggested Dave Sutherland suggested which was met with approval.

ii) ACTION: Lucille Shears to invite Dave Sutherland to Subgroup President’s meeting.

j) IT Group AGM (Stan)

i) Stan Buday advised that a new Chair is needed and suggests Chris Roach. Stan Buday stated that Patricia Williams has most of work done while working with Elizabeth Morin.

(1) ACTION: Stan to contact Chris Roach to chair IT AGM

(2) ACTION: Stan and Patricia to contract Professor Hannah Johnston as speaker for IT AGM

7) Reports/Activities d’executive

(Please file in the Executive Reports sub-directory / A déposer dans le sous-répertoire des rapports exécutifs)

a) President /Président (Stan)

b) Vice-President/Vice-président (Pierre)

c) Treasurer/Trésorier (Deb)

d) Steering Committee & Secretary/Comité directeur et Secrétaire (Tamara)

e) Bargaining / Négociations (Rob/Robert)

f) NOC/ROC- Mobilization / CNO/ROC- Mobilisation (Stan)

g) Communications (Marc)

h) Subgroup Officer/Agent de sous groupe (Lucille)

i) Steward Officer / Agent de délégués syndicaux (Giovanni)

j) Membership Officer / Agente de membership (Patricia)

k) Labour Relations & Consultation Officer & Contracting Out Officer / Agente des relations de travail et de consultation et Agente chargée de la sous-traitance (Yvonne)

l) ITYPC (Jean-Simon)

8) Other business & Roundtable / Autres affaires et tour de table

a) Executive Training date: August 21

b) Strategic Planning date: August 22, 23

c) Bargaining Training date: August 11, 12 Lac Leamy, QC

9) Next meeting / Prochaine réunion