IT OTTAWA WEST SUBGROUP
MINUTES
Regular Executive Meeting June 15, 2023 18:00
This Meeting Was Held at 168 Sushi, 1651 Merivale Road, Ottawa
|
Present:
Daniel Shen (President), Beverley Miranda (Vice-President), Bobson Wong (Treasurer), Steve Anderson (Secretary), Zhidan Guan (Member at Large), Junaid Fazal (Member at Large), Liming Sun (Member at Large), Nancy Desroches (Member at Large), Nghia Lam (Member at Large). (All Executives Were Present) |
The President of the IT Ottawa West Subgroup, Daniel Shen, welcomed all Executives and called the meeting to order at 6:45 PM.
AGENDA The draft agenda was presented.
MOTION To adopt the agenda as amended. M/S Daniel, Zhidan, CARRIED.
PREVIOUS MEETING MINUTES
MOTION To adopt the March 2 2023 meeting minutes as amended. M/S Daniel, Beverley. CARRIED.
MOTION To informally adopt the May 4 2023 ITOWSG AGM meeting minutes as amended. M/S Steve, Junaid. CARRIED. [Note: These minutes will be formally voted on at the 2024 ITOWSG AGM.]
ACTION ITEM – Bobson is to send the financials to Steve, who is to then forward them to Linda Rochefort, so that we can claim our yearly allocation from PIPSC.
PRESIDENT’S REPORT
- Daniel reviewed his notes from the SubGroup President’s meeting. There has been a change in the IT Group lead negotiator to Robert Seguin. The new contract talks have now moved to arbitration. The Group’s name continues to be officially changed in all venues from CS to IT. Tony Goddard is now employed by PIPSC, and can answer any questions regarding Subgroup bylaw updates (for example). We are encouraging our members to contact their respective local MPs concerning our need for a fair new contract, and to remind them of the economic benefits to those areas outside the downtown core, from employees working from home. Daniel explained that employers assigning designated office location is within their rights; however, issues with DtA and OSH should not be tolerated for the RtO action. Ie, the poor air quality at the NCR region two weeks ago due to the forest fire has caused serious air quality issue within the old office building which do not have proper ventilation in place. Employees were breathing smoke smell inside of the building and OSH tickets were opened to ensure PSPC is treating the situation promptly and properly.He emphasized the difference between RTW (Return-To-Work), and RTO (Return-to the-Office). Daniel touched on the need for us all to recruit more stewards – and to consider signing up ourselves if we haven’t already.
TREASURER’S REPORT
Since Bobson is just getting up to speed on his Treasurer’s role, Daniel filled in by saying that are largely on hold for activities until we get our yearly allocation from PIPSC. However, we have recently received $805.55 from the former Treasurer to pay the balance owing for his used subgroup purchased device, and $29.30 in interest. Cheques were signed on the spot to pay Algonquin College for our 2023 AGM.
EXISTING BUSINESS
Teleconferencing Equipment
- Daniel pointed out that the need for a teleconferencing option has declined since the end of the pandemic – in-person attendance at ITOWSG Executive meetings has improved. However, there may be a greater need next winter. There was then a discussion on the timing and format of our future ITOWSG meetings. All were reminded that PIPSC will pay for 6 meetings a year, and it is up to us to strategically allocate our meeting expenses based on this. Our usual meeting dates and times will be the first Thursday of every month, and to run from 6:00 PM – 8:00 PM. Daniel explained that those stepping up to lead events and organize meeting meals will have the choice to decide how they'd like to fulfill the payment of the event they organized, any form of benefit from accumulating credit point to cashback is just a small appreciation to the lead project manager for their dedication to the subgroup and the members.
MOTION There will be no regular ITOWSG meetings held during July and August. M/S Beverley, Nancy. CARRIED.
ACTION ITEM Daniel will send out a meeting timetable for the upcoming year.
ACTION ITEM Zhidan to arrange an informal virtual lunch n learn for his fellow ITOWSG Executives on how to use CONCUR.
2023 ITOWSG AGM Post-Mortem
- The ITOWSG membership list is now out of sync with our communication list. This resulted in two Ottawa Metro Subgroup members showing up to the ITOWSG AGM.
- There is a persistent misunderstanding on what basis delegates to AGMs and other events are chosen.
- Food was left uncovered for an hour.
- Too much pasta / Food selection could have been better.
- The free parking was too hard to find and there was confusion on how to get it at no cost.
- There was an hour wait from the advertised scheduled start time to the time when either the meeting started or the food was available to be eaten. At the least, people should have been allowed to start eating.
- Better understanding and coordination of some needed tasks like the sign-in table, photocopying, etc.
- 11 delegates never showed up nor notified of their expected absence in advance.
ACTION ITEM Beverley is to start a no-show list for the ITOWSG.
NEW BUSINESS
Training for ITOWSG Executives
- Daniel has found that Gordon Bulmer is available for a 1 hour virtual overview of the roles and responsibilities of all Executive positions. Alternatively, Stacy McLaren is willing to hold two sessions over two Saturdays in the PIPSC building (250 Tremblay Road). Lunch would be brought in. There was a discussion amongst the ITOWSG Executive, but no consensus was reached.
ITOWSG Executive Shirts
- Some of the ITOWSG already have the shirts on offer, which were handed out at the recent IT Group AGM. Beverley made a note of the shirt sizes of all those without such shirts.
Back to the Office
- There was a discussion of this subject, off and on, throughout the meeting. A past attempt to organize a Learning/Listening session for the ITOWSG members on this subject was superseded by a larger Town Hall held by PIPSC at about the same time. There were many stories shared about situations members have encountered regarding the current situation.
Geographical Boundaries of the ITOWSG
- This is a topic of growing concern, as the true location of work of so many ITOWSG members is now quite different from what the employer is saying it is on paper. PIPSC is aware of the situation, and will be dealing with it at a higher level for all constituent bodies.
ITOWSG Executive Expenses Refresh
- It is no longer clear what Communications expenses can be claimed by ITOWSG Executive members, given the limited overall money available to the ITOWSG in general, and the specific budgeted Communications allocation in 2023 of $4000. To try to clarify, the following motion was made.
MOTION To allocate $20 per month to defray internet costs for all ITOWSG Executives, and to allocate an additional $30 per month for the Steering Committee members (President, VP, Treasurer, Secretary) to defray their cellular expenses. In both cases proper receipts have to be provided. M/S Daniel, Zhidan. WITHDRAWN. [Explanation: It was noted that until the current date there was a different understanding of what amounts would be paid – including to some former ITOWSG Executives who have submitted claims. This will affect the amount of Communication funds available for the rest of the year. It was also mentioned that if the ITOWSG is subsidizing the cost of cellphones, then there should be a reasonable and informal time frame agreed upon to respond to communications received.]
ACTION ITEM Daniel and Beverley are to review our Communications expense situation and to calculate a formula and a way forward likely to address most concerns.
Summer/Fall Events
- Daniel explained that there is a common interest in having the IT Ottawa West Subgroup, IT Ottawa East Subgroup and IT Ottawa Metro Subgroup collaborate on holding joint events and sharing expenses beyond the coming summer. Ideas such as mini golf on Merivale Road have been floated. Such events would incorporate an educational purpose, such as a bargaining update or a talk on the new public service health plan.
ROUNDTABLE
- It was mentioned that the Ottawa West Branch 2023 AGM will be held on June 28.
- There was an observation that nobody has been assigned the position of Communications Officer.
ACTION ITEM (All) To appoint a Communications Officer if needed in the future.
NEXT MEETING
- September 7, 2023.
ADJOURNMENT
MOTION Adjournment. M/S Nghia, Steve. CARRIED. 9:00 PM
- Minutes recorded by Steve Anderson, ITOWSG Secretary –
ACTION ITEM SUMMARY
Daniel will send out a meeting timetable for the upcoming year.
Daniel and Beverley are to review our Communications expense situation and to calculate a formula and a way forward likely to address most concerns.
Beverley is to start a no-show list for the ITOWSG.
Bobson is to send the financials to Steve, who is to then forward them to Linda Rochefort, so that we can claim our yearly allocation from PIPSC.
Zhidan is to arrange an informal virtual lunch n learn for his fellow ITOWSG Executives on how to use CONCUR.
All To appoint a Communications Officer if needed in the future.