Atlantic Regional Executive Meeting Minutes
Algonquin, St. Andrews, NB, September 9, 2017
CHAIRPERSON: Kimberley Skanes
EXECUTIVE: Michael Basque
Marilyn Best
Emmanuel Costain
Cathy Hebert
Carolyn Hynes
Marcel Journeay
Scott McConaghy
Phil Wilson
STAFF: Catherine Pinks, Recording Secretary
REGRETS: Mike Pauley
Gerry Saunders
Welcome and Introductions
Kimberley called the meeting to order at 8:30 am and welcomed participants to St. Andrews. She acknowledge the returning Executive members as well as our two newest additions – Marilyn and Marcel. Kim welcomed Sean Corrigan, Branch President as an observer from the St. Andrews Branch.
A round table introduction followed.
Catherine facilitated the teambuilding exercise KEY PUNCH. An exercise that promoted learning how to work together, communication and seeking ways to improve performance within a team setting.
ACTION: Michael Basque will facilitate the icebreaker for the October Executive meeting.
A review of the meeting ground rules resulted in one change – acronyms defined.
ACTION: Catherine update meeting ground rules – acronyms defined.
1. Approval of the Agenda
The following items were added to the agenda:
- 9). c. Basic Training Representative
- 13). b. Rally; c. Steward of the Year; d. Translation
- 15). e. AGM Caucus and Swag and f. Marriott Contract
Motion #1 Phil moved and Cathy seconded that the agenda be approved as amended.
CARRIED
2. a. Approval of Minutes of May 25th, 2017
An error was noted on Page 3, Item 12 – remove the + sign. Center the DONE in the action item chart. Page 6, Motion #4 S s.
Motion #2 Michael moved and Carolyn seconded that the minutes be approved as amended.
CARRIED
b. Approval of Minutes of May 28th, 2017
Motion #3 Marcel moved and Phil seconded that the minutes be approved as presented. CARRIED
3. Action Item Review
Kim led the Executive through a review of the Action Items for the May 25, 2017, meeting.
Action Items
Generated by the Atlantic Regional Executive
From the May 25, 2017
Delta Prince Edward, Charlottetown, PE
|
# |
Action |
Item/Completion Deadline |
Completed/Progress |
BF |
|
1 |
Mike |
BF OSH Cheat Sheet to March meeting. |
ONGOING |
BF September |
|
2 |
Executive |
Collect pictures and stories from their respective constituent bodies and submit to Carolyn for PIPSC’s 100th Anniversary. |
ONGOING |
|
|
3 |
Kim/Catherine |
Prepare application for Pat’s Life membership award. |
DONE |
|
|
4 |
Kim |
Follow up with Steve Hindle on the issue with Gerry not being selected for the PRQC National Committee as he was the region’s recommendation |
DONE |
|
|
5 |
Catherine and Kim |
Arrange site inspections for Debi in conjunction with Steward Council. |
ONGOING |
|
|
6 |
Catherine |
Catherine inquire annually following the ARC as to the status of Branches in Atlantic to determine if they are good standing. |
NOTED |
|
|
7 |
Catherine |
Catherine to send an email regarding the September Executive meeting outlining meeting and travel plans. |
DONE |
|
|
8 |
Kim and Catherine |
Source and order shirts for Steward Council. Golf Shirt – Male and Female Styles – with the Atlantic Crest on the left chest and the Canada 150 on the right arm. It was decided we would go with a black or a red shirt. |
DONE |
|
|
9 |
Kim and Catherine |
Source and order shirts for AGM. Pullover sweat shirt without a hood, light weight and no band at the bottom of the shirt. Color Black with same logo placement as Steward Council. |
DONE |
|
In reference to Item #4 – Done, but Krista has left PIPSC so Kim suggested that Gerry Saunders replace her on the PRQC Committee.
ACTION: Kim to advise PRQC Committee of recommendation to have Gerry Saunders replace Krista MacDonald.
ACTION: Michael contact Dorchester Branch President Isabelle Chabot and follow up on the submission of branch reinstatement documents.
Action Items
Generated by the Atlantic Regional Executive
From the May 28, 2017
Delta Prince Edward, Charlottetown, PE
|
# |
Action |
Item/Completion Deadline |
Completed/Progress |
BF |
|
1 |
Catherine |
Update executive and Training Committee listings. |
DONE |
|
|
2 |
Catherine |
Update Executive Group email. |
DONE |
|
|
3 |
Catherine |
Circulate the Principles of Conduct to Gerry and Marilyn for signature. |
DONE |
|
|
4 |
Catherine |
Post the signed Code in the Atlantic Regional Executive binder on the PIPSC Portal. |
DONE |
|
|
5 |
Kim |
Contact Andrew Gize for a prize from the Service Plus partners for the Steward Council Bingo. |
N/A |
|
|
6 |
Catherine |
Contact the Delta Halifax for a prize for the Steward Council Bingo. |
N/A |
|
|
7 |
Catherine |
Source a bingo company to facilitate the game. |
N/A |
|
|
8 |
Catherine |
Make note in the ARC module that C. Titus and C. Talbot are not entitled to claim Saturday dinner. |
DONE |
|
|
9 |
Kim |
Add to your opening comments to take side-bar conversations outside of the meeting room. Also, to indicate that the Executive members at the back of the room are there to prevent sidebars. |
DONE |
|
|
10 |
Elections Committee |
Establish and communicate to the ARC delegates the deadline for the submission of ARC resolutions. |
ONGOING |
|
|
11 |
Catherine |
Source a translation service to facilitate the translation of resolutions at the ARC. |
ONGOING |
|
|
12 |
Catherine |
Look into what is required regarding translation at the ARC and Steward Council. |
DONE |
|
|
13 |
Catherine |
Ensure French and English gets switched on the Council screens and that there is a monitor for the presenter. |
NOTED |
|
|
14 |
Kim |
Send Michael a copy of Krista’s Presentation. |
NA |
|
|
15 |
Catherine |
Send flowers and thank you note to Pat and Teresa. |
DONE |
|
|
16 |
Catherine |
Format ARC resolutions and send them to Scott and Kim for action. |
DONE |
|
|
17 |
Catherine |
Facilitate team building exercise for September meeting. |
DONE |
|
|
18 |
Executive |
Those who do not have AGM seats confirm with Kim. |
DONE |
|
|
19 |
Kim |
Check with Gerry and Marilyn to see if they have AGM Seats. |
DONE |
|
|
20 |
Phil |
Review the budget to ensure we have the funds for four AGM observers and advise Kim. |
DONE |
|
|
21 |
Catherine |
Draft agenda for September meeting. |
DONE |
|
|
22 |
Catherine |
Prepare picture slide show for Steward Council. |
ONGOING |
|
|
23 |
Executive |
Send Catherine pictures you have taken since the last Steward Council. |
ONGOING |
|
ACTION: Cathy Hebert solicit BINGO ideas from Stewards at CRA for 2018 Steward Council and report back to December meeting.
4. Who Does What? Do We Want to Make Any Changes?
The Sub Committee Mandates, Roles and Responsibilities were reviewed and the following changes were identified:
- First paragraph ….are required to….change to may.
- Last bullet on first page PISPC to PIPSC.
- Second page – Elections Sub Committee - add…..manage the Atlantic Regional Executive election….
- Second – page insert the following bullets as the first one – The Lead of the Committee will conduct the elections. The Committee shall review any election material submitted by the candidate.
- Page 3 – Communications Sub Committee – remove the third bullet.
- Page 3 – Branch and NB Group Liaison Sub Committee – change NB to Provincial Group.
- In each bullet replace Branch with Branch and Provincial Groups.
- Second bullet remove…..and co-ordinate an annual….
- Bullet 5 remove …..in the region.
The Atlantic Regional Executive Role and Responsibilities were reviewed and the following changes made:
- Bullet 5 place a period after considerations and remove the rest of the sentence.
- Insert as the first bullet – The Director may delegate tasks as required.
- Page 2, first bullet – change shall to may.
- Page 2, removed fourth bullet.
- Reformate document so that “The Director” is not repeated in each bullet.
ACTION: Scott send Catherine the changes to the Atlantic By-Laws and send them to Julie for inclusion in the By-Laws and Policy Committee agenda.
The Atlantic Region Training Committee Mandate was reviewed and the following change was made:
- Change number 1-6 to bullets.
The Role of the Atlantic Region Training Committee Chairperson was reviewed and the following changes made:
- Remove caps from Regional Executive, Staff and other titles.
- Stewards vs Steward
- Reformate bullets consistent with other documents.
ACTION: Catherine update, format and post to the Executive Portal the following documents: Sub Committee Mandates, Roles and Responsibilities; Atlantic Regional Executive Roles and Responsibilities; Atlantic Region Training Committee Mandate and Role of the Atlantic Region Training Committee Chairperson.
5. Review/Setting of Goals and Objectives
The Executive reviewed the following goals set in August 2015 and March 2016.
August 2015
Communications Objectives
Executive Among Themselves
Recommendation #1: Regional Director to provide a report of the Board meeting to the Regional Executive after every Board Meeting via teleconference or WebEx with two weeks.
Recommendation #2: Clearly indicate any action items.
Recommendation #3: Remain professional especially with email.
Executive and Regional Staff
Recommendation #1: Establish, Communicate and adhere to appropriate timeframes for email response.
Recommendation #2: Regional Executive and Staff member inform when out of office or off line.
Regional Executive and the Region
Recommendation #1: Meet and Greet in conjunction with meeting.
Recommendation #2: Lunch and Learns in conjunction with Executive meetings.
Recommendation #3: Promote Newsletter
March 2016
Goals
1). Establish a Youth Committee in the Atlantic Region;
2). Win the Legacy Cup and
3). Enhance membership engagement in conjunction with Regional Executive meetings.
ACTION: Catherine forward Kim’s Director’s report to the Branch and Provincial Group President’s.
ACTION: Branch Liaison send reminders to the respective Branch and Sub Group Presidents reminding them to come out to our Executive Meet and Greets when we are in their jurisdiction.
The Executive broke up into three working groups to establish Goals for 2017/2018.
ACTION: Catherine compile the results of the Goal setting exercise and forward to Kim and add to the October Agenda for final review.
6. Calendar of Events
Kim led the Executive through a review of the region’s calendar of events.
7. Atlantic Regional Director’s Report
Kim tabled her report contained in the meeting package.
Motion #4 Kim moved and Phil seconded that the Atlantic Regional Director’s report be approved as presented.
CARRIED
Kim explained that should she receive an invitation to a Branch meeting and is unable to attend, she will ask the Branch if they would like an alternate to attend in her place. Should an alternate be required, she will go to the Regional Executive for volunteers.
8. Training Committee Chairpersons Report
Carolyn tabled her report contained in the meeting package.
Motion #5 Carolyn moved and Cathy seconded that the Atlantic Regional Training Committee report be approved as presented.
CARRIED
a). NB OSH Cheat Sheet Review: This item was BF’d for October.
b). Alternate for Training Committee Representative at TEC: Cathy Hebert volunteered to act as the alternate for Carolyn at the TEC committee.
c). September Basic Training Representative: Cathy Hebert will be the Training Committee Representative at the September Basic course in Moncton.
9. Post ARC Review
The Executive reviewed the evaluations from the 74th Atlantic Regional Council meeting noting that overall the evaluations were positive. It was pointed out that a reduction in duplication of information between the Director, Training Committee Chairperson and Regional Manager would be something to explore.
10. Regional Finances
Phil tabled the regional financial documents for review. The region was not charged for the participants who attended the CLC Triennial Convention, releasing the money previously budgeted for this event.
ACTION: Catherine order name badges for the Atlantic Regional Executive include the Atlantic Logo.
11. Working Groups – Atlantic Regional Council Review
One of the PIPSC Vice Presidents was asked to review the Regional Councils. In three working groups, responses to questions provided were drafted and the Atlantic Regional Director will compile the information to forward to the respective Vice President.
12. Steward Council
a. Agenda Review: The draft agenda was reviewed and finalized. It was noted for the Saturday Session 1 – Steve Hindle with new Stewards – a new steward would be a steward who was appointed within the last two years.
Kim advised the Atlantic region has 5 scholarship recipients.
It was decided to purchase wireless headphones for the raffle draw.
ACTION: Carolyn obtain prize for fundraiser at Steward Council – wireless headphones.
Discussion ensued on the role of the MC for the Awards Banquet, various suggestions were discussed.
ACTION: Catherine contact Glenn Bob and the Boot to work out MC details for Steward Council Award Dinner.
Hospitality will take place on Saturday in the Harbourview Deck Suite. Scott and Mike will stock the suite.
ACTION: Scott and Mike coordinate beverages and snacks for Saturday evening hospitality at Steward Council.
ACTION: Kim, Carolyn and Catherine obtain swag for AWAD under $12 per unit.
b. Rally: Following a lengthy discussion it was decided the Executive would not host a rally in conjunction with Steward Council.
c. Steward of the Year: The deadline for nominations for Steward of the Year is approaching and Michael encouraged the Executive to remind the members to get submit their nominations.
ACTION: Executive obtain one nomination for Steward of the year before the deadline of September 15.
Motion #6 Scott moved and Phil seconded that simultaneous translation from English to French and French to English be provided at this year’s Steward Council.
CARRIED
ACTION: Kim obtain interpretation of the Language Policy to determine if we are required to automatically provide full translation English to French and French to English for our councils.
13. National Committee Reports
Reports from the Finance, Human Rights, Training and Education and Science and Advisory committees were contained in the meeting package.
Marilyn pointed out that the Finance Committee has approved the use of gift cards up to $50 that do not provide cash for the unused balance.
Motion #7 Phil moved and Michael seconded that the National Committee reports be accepted as presented.
CARRIED
14. New Business
a. Atlantic Young Professionals Committee: The AYPC provided an amended version of their terms of reference for approval by the Atlantic Regional Executive. The Executive made minor changes to the section entitled Friends of the Committee were made.
Motion #8 Phil moved and Marcel seconded that the AYPC terms of reference be approved as amended.
CARRIED
b. Steward Award Gifts:
ACTION: Catherine email Phil to remind him to speak with Greg Murphy regarding obtaining 4 prints from Greg’s brother in law.
c. Acknowledging Outgoing Executive:
ACTION: Kim invite Sue and Barry to the Director’s dinner on Thursday prior to Steward Council.
ACTION: Catherine release space for Director’s Dinner on Thursday at Steward Council.
d. NB Pension Resolution: BF to the October meeting.
e. AGM Atlantic Caucus Meeting: The Atlantic Caucus meeting will be held at 7:00 pm on Thursday evening.
ACTION: Catherine draft email for Kim to AGM Delegates outlining Caucus meeting and hospitality at AGM.
ACTION: Catherine and Kim secure spot for Director’s Dinner at Steward Council on the Thursday evening.
ACTION: Catherine draft AGM Resolution Chart and send to Manny.
ACTION: Catherine add AGM Resolutions to October agenda.
ACTION: Catherine follow up with Julie regarding the suite for Kim and suite for Mike P. for hospitality.
15. Round Table/Adjournment
Following a round table the meeting was adjourned.
NOTE: Should you wish to view copies of reports presented at this meeting, please direct your request to cpinks@pipsc.ca.