PIPSC NCR NRCan Branch FOLLOW-UP TO ANNUAL GENERAL MEETING 2010

BRANCH EXECUTIVE MEETING MINUTES October 20, 2010 11:30 AM-1:00 PM (GMT-05:00) Eastern Time (US & Canada).

BR-SC 580 Booth 19A3 Ottawa, Ontario

ATTENDEES:

NRCan NCR Branch Executives 2010 – 2011(Elected Members at Large)

Roy Prokopuk Joe Cunningham Shahriar Talebi Charlotte Young

Philip Wang Pal Bhogal John Hall Darlene Simms

Angelo Mangatal Somchet Vongpaisal

Regrets: Maurice Lamontagne

INVITED GUESTS: Karen Parr; Al Shusterman; Terry Sing Regrets: Karen Goyette

AGENDA

What: NRCan NCR Branch Executive Meeting PIPSC

When: October 18, 2010 11:30 AM-1:00 PM (GMT-05:00) Eastern Time (US & Canada).

Where: BR-SC 580 Booth 19A3

1) Elect NRCan Branch Executive Officers

1. President

2. Vice President

3. Treasurer

4. Secretary

2) Special Guests NCR Representatives to provide information for the new executive and

members at large

- Branch operational protocols

- Best Practices for - Hand over of responsibilities (Branch Information/Banking

information/etc.)

3) Determine proper process for next elections and AGM as required.

4) Set next meeting to decide on Branch Priorities and assign tasks as per best practices.

Lunch will be arranged for all – (Respecting Known Dietary Restrictions)

Meeting Notes (reflects the actual sequence of events)

1) Introduction and Words of Welcome (Start 11:45 AM)

THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA L’INSTITUT PROFESSIONNEL DE LA FONCTION PUBLIQUE DU CANADA National Capital Region (NCR) Natural Resources Canada (NRCan) Branch

Angelo Mangatal, President of the NRCan Branch, opened the meeting with a greeting and words of welcome to all elected members participants. Angelo spoke of the current challenges facing the Branch and federal public servants overall:

Pensions – Classifications – Collective Agreements

Strategic Review – relationship to Learning plans/Performance appraisals

Workload – overtime – synergies between consultation President and Branch President

Need to educate staff to protect their classifications and levels

Need for continuity in the Branch as well as new members to renew members interest

Angelo mentioned that Sylvia Boucher (former Branch President) has indicated her interest to be considered as a member-at-large if/when future vacancies occur.

Angelo introduced Karen Parr, Acting Elections Chair (Karen Goyette unable to attend). Ms Parr explained the process of the elections and advised that committees be established to do the work of the Branch as a best practice. Committee members can be any member however, the Chair is usually an executive Branch member. For example: Suggested that a Term of Reference (ToR) Committee be established to adjust the Branch By-laws to reflect staggered elections of executive positions.

2) Branch Elections (Start 12:00h) Special Guests NCR Representatives to provide information for the new executive and members at large - Branch operational protocols - Best Practices for - Hand over of responsibilities (Branch Information/Banking information/etc.) Elections committee chaired by K Parr, with Al Shusterman and Terry Sing as elections officers. Nominations were opened from the floor. Where two or more nominated a secret ballot vote was completed. Proceeded with elections as follows:

NRCan NCR Branch Executive Officers

1. President…………One year term….Nominated P Wang and A Mangatal (Re-Elected)

2. Vice President…..One year term….Nominated P Wang (Acclaimed)

3. Treasurer…………One year term….Nominated J Cunningham and C Young (Elected)

4. Secretary …………One year term…Nominated R Prokopuk (Acclaimed)

Motion to destroy the ballots - proposed by A. Mangatal and seconded by J Cunningham. Vote

carried.

5. All Members-at-Large (Elected at the Branch AGM 2010)

Two year Term P Bhogal, C Young, S Talebi, J Hall, R Prokopuk, P Wang,

One Year Term: S Vongpaisal, D Simms, A Mangatal, C Young Absent: M Lamontagne

Action Required as a result of the elections: Handover of Branch Treasurer duties from J Cunningham to C Young.

C Young to contact PIPSC HQ to effect new signature cards for signing authority.

Submission of 2011 budget and AGM Minutes 2010 to PIPSC HQs

Liaise with Al Shusterman and Terry Sing for financial advice

Deadlines for financial submissions to be communicated to the Branch Motion - C Young proposes motion to establish a Finance committee; seconded by P Bhogal.

Motion Accepted.

Established Branch Finance Committee

Chair: C Young

Committee Members: A Mangatal, P Wang and R Prokopuk

Action Required: Executives to meet at date and place to be determined to discuss budget submission for 2011 – short to mid term to long term budget strategy to include recommendations from Learning and Events Committee. Acknowledgement of possibility of lapsed excess funds $10,000 by Dec 31, 2010.

Motion – P Wang proposes a Members' Activities/Events Committee consisting of: Motion Accepted.

Chair: Philip Wang

Members: Somchet Vongpaisal for Bells Corners Complex

Pal Bhogal for Qualicum

Angelo Mangatal as President and for Booth St. Complex

Charlotte Young as Treasurer to ensure funding for events.

Action Required: Short term plan - listing of events and associated costs from October 18, 2010 to December 31, 2010.

3) Determine proper process for next elections and AGM as required. Motion – to set-up a by-laws committee using Sean O'Rielly to provide assistance. Deferred to next Executive scheduled meeting.

Action Required: Need to recruit members to participate on this committee (P Wang - Lead)

4) Set next meeting to decide on Branch Priorities and assign tasks as per best practices.

Action Required: Oct 25th next Lunch and Learn (Joint) – set future date for planning session on future Lunch & Learns; (P Wang on lead with guidance from A Mangatal)

5) Roundtable

C Young emphasis on need for increased steward appreciation to attract more stewards and membership involvement.

D Simms emphasis on issues such as Pension changes for a Lunch & Learn

J Hall praised PIPSC's initiative wrt S&T Policy Symposium engagement with senior management Sept-10 2010 at Lac Lemay Hilton. Sees more opportunities for PIPSC to follow-up and Branch involvement.

A Mangatal to provide information to All members-at-large: o Power Point PIPSC 101 o President’s AGM Presentation

6) Next Branch Meeting: week of November 9, 2010 (11:45 to 1:15 pm) Location: TBD

Ottawa, ON

Meeting adjourned (1:00 pm) by A Mangatal; seconded by R Prokopuk – ESS