IT Executive Meeting March 2, 2023 18:00

IT OTTAWA WEST SUBGROUP

MINUTES

Regular Executive Meeting March 2, 2023 18:00

This Meeting Was Held Virtually

The President of the IT Ottawa West Subgroup, Daniel Shen, called the meeting to order at 6:10 PM.

There was an impromptu and long discussion concerning the guideline on claiming of lunch per diems for virtual meetings.  No formal conclusions were reached.  More clarification on this issue is needed.

                MOTION M/S Steve, Beverley.  That the subgroup pay the lunch per diem for virtual ITOWSG Executive meetings.  Motion withdrawn. 

AGENDA The draft agenda was presented.

                MOTION M/S Steve, Daniel.  To adopt the agenda as presented.  Carried.

PREVIOUS MEETING MINUTES The amended draft minutes of the February 2, 2023 meeting were presented.

                MOTION M/S Steve, Beverley.  To adopt the amended meeting minutes as presented.  Carried. 

PRESIDENT’S REPORT

• Our recent ITOWSG email campaign worked well, we have learned that out that many members use email addresses or registered with PIPSC, and also some departments do block the emails sent to work addresses.  It was the consensus of those present that will attempt to communicate to the ITOWSG members using the standard PIPSC communications methods, as the primary option with consideration of time sensitivity.  Daniel will be attending the Subgroup President’s meeting in Victoria in a few weeks.  
• ACTION ITEM Daniel will circulate a poll to determine our next ITOWSG meeting date and to confirm whether it will be virtual or in-person.  

TREASURER’S REPORT

• Blair could not be at this meeting, so the report is deferred to our next ITOWSG meeting.

EXISTING BUSINESS

SHARED DRIVE FILE/FOLDER FORMATS

• Beverley reported that she was having difficulties logging into the Shared Drive.
• ACTION ITEM Beverley is to follow through on organizing our Shared Drive folders.

ITOWSG EXECUTIVE TRAINING

• Daniel had reached out to Sherry Oake, Stacey McLaren and Sean O’Reilly about getting Executive Training for the ITOWSG Executives.  Since there is a current focus is a similar 2-days training being planned in the Toronto area, and the ITOWSG AGM will likely occur shortly after, this item will be deferred to our post-AGM ITOWSG Executive to follow up on if it so chooses.  This item is concluded for the time being.

ITOWSG EXECUTIVE SHIRTS

• Lisa expressed her disappointment at the lack of feedback to her email detailing some possible clothing options.  Everyone is encouraged to re-visit her recent email and provide comments about the clothing options.  So far, the only feedback received has been for collared shirts in pastel tones.  If little or no more feedback is received this item will be dropped.
• ACTION ITEM  All to review Lisa’s recent clothing email asap and submit their preferred choices to Lisa. 

2023 ITOWSG AGM 

• We have $5000 budgeted for our AGM.  We have determined our favoured dates to be May 4 or May 11.  Lisa, Beverley and Blair have sourced out possible venues and approximate costs.  Some were outside of our budget; the Marshes, Brookstreet, Helenic Centre, Westboro Masonic Lodge.  Another location was doable, but is facing imminent nearby road work by the City of Ottawa.  One stood out as the most economical possibility; the Kanata Legion Hall.  However, the Legion Hall would be quite a decline in atmosphere from our last AGM which was held in the Holiday Inn Express in Kanata.  Although a couple more quotes will be sought, the consensus choice so far was a previous suggestion from Blair to use Algonquin College – it seems to be just within our budget, yet provides notable food and good atmosphere.  The only sticking point seemed to be the need for guests to pay for their parking, although this may be negotiable with the College.
• ACTION ITEM Beverley to obtain approximate quotes from the Kanata Holiday Inn Express and the new Sheraton on Moodie Drive, and communicate this to the rest of the Executive by email in the next week or so.
• ACTION ITEM Blair to determine the exact location of the Algonquin College facility (where is it on the campus?), find out if it is available May 4 or May 11, and see if the parking charges can be removed for our event.  If, after considering the final incoming quotes from Beverley, this still looks to be our best option, a virtual vote will be held before our next meeting to sign the contract or not.  

RETURN TO THE WORKPLACE ITOWSG EMAIL

• The email was circulated (see comments under President’s Report).  This item has been completed.

WRISTBANDS FROM NINO

• Nino was informed by email that the ITOWSG isn’t interested in getting the leftover wristbands from him, and it was suggested that he return them to the PIPSC office.  This item has been completed.

TRANSFER OF ITOWSG MEMBERS BACK TO STATCAN

• Daniel sent an email to PIPSC Finance to find out the financial implications of this proposed move, but has not yet received an answer back.  We have obtained the current ITOWSG membership list.
• ACTION ITEM Daniel to follow up with PIPSC Finance about the STATCAN transfer of members.

TELECONFERENCING EQUIPMENT

• Daniel may not be at our next meeting, so this item may be postponed.  The intent is to have the PIPSC teleconferencing equipment borrowed for our next in-person meeting.

NEW BUSINESS

There was no new business, other than the roundtable below.

ROUNDTABLE

• Daniel noted that any promo items we store at the PIPSC building are not covered by insurance, and that the PIPSC mailroom is in the process of reviewing the framework for Constituent Body storage at the Institute to ensure proper tracking and disposal.
• Steve mentioned his attendance at the Advanced Steward Training event that was held February 23, 24, 25 at Lac Leamy.
• Zhidan informed the group that at his recent NCR Agriculture Branch AGM, PIPSC provided all the AV equipment and translation services for free.

NEXT MEETING

• To be determined.

ADJOURNMENT

                MOTION M/S Daniel, Lisa.  Adjournment.  Carried.  8:00 PM

• Minutes recorded by Steve Anderson, ITOWSG Secretary –

ACTION ITEM SUMMARY

• All to review Lisa’s recent clothing email asap and submit their preferred choices to Lisa. 

• Daniel will circulate a poll to determine our next ITOWSG meeting date and to confirm whether it will be virtual or in-person.  
• Daniel to follow up with PIPSC Finance about the STATCAN transfer of members.

• Beverley is to follow through on organizing our Shared Drive folders.
• Beverley to obtain approximate quotes from the Kanata Holiday Inn Express and the new Sheraton on Moodie Drive, and communicate this to the rest of the Executive by email in the next week or so.

• Blair is to determine the exact location of the Algonquin College facility (where is it on the campus?), find out if it is available May 4 or May 11, and see if the parking charges can be removed for our event.  If, after considering the final incoming quotes from Beverley, this still looks to be our best option, a virtual vote will be held before our next meeting to sign the contract or not.