Executive Minutes December 2016

by | Dec 14, 2016 | Executive Minutes | 0 comments

PEA UVic Chapter Executive Meeting Minutes

Wednesday December 14, 2016 | 12:00pm-1:30pm

Career Services Boardroom

 

Present: Melissa Doyle, Kristen Ficke, Mike Cave, Dave Sanderson, Sheryl Karras, Katy Chan, Chris Clausen, Ori Granot, Samantha Montgomery (LRO)

Absent: n/a

 

  1. Appointment of minute taker: Melissa Doyle
  2. Motion to approve the agenda: MSC (Sanderson, Chan) to approve the agenda
  3. Approve minutes

31 Motion to Approve Minutes for September 14th (Mike Cave): MSC (Clausen, Chan) to approve

32 From November 9th meeting: Motion to Approve Minutes for both October 12th (Ori Granot) and July 13th (Ori Granot). MSC (Cave, Clausen) to approve these minutes.

  1. Labour Relations Officer (Montgomery):
  • From November 9th meeting: New member has inquired about whether UVic PEA wants to participate/attend the Victoria Labour Council. Sam will inquire about dues structure & which other unions attend
  • Sheryl and Sam met with VPFO on December 8, 2016
  • Sam to meet with HR about paid sick leave tracking & LTD on January 10th
  • Ongoing Grievances and Cases: There are a number of grievances in various stages with one having been successfully resolved.
  1. Association Executive (Doyle/Clausen):

October 24th (teleconference):

  • Fiduciary Duties Presentation from Leo McGrady (PEA legal counsel)
  • Approved several time driven budget allocations
  • Awards Committee updated formatting requirements for scholarship essay submissions
  • Start thinking about Service Award Nominations for 2017 Convention – more details coming soon
  • Approved the hiring of a 0.2 FTE for 8-months (Admin support)
  • Giving Back Program – 1% of members nominated an organization (26 unique nominations); results finalized in December (voting is now closed); allocations committee meeting on November 15th. Received votes data on November 8th – 505 (19.7%) of 2560 electors voted in this ballot.
  • Political Action Committee will be active in the lead up to the provincial election
  • Discussion on Association Exec Exit Interviews. Consensus was that conversation should be with someone on the executive someone who has an appreciation of what is happening/what work is required on the executive
  • Role of the President – approved recommended revisions to the President’s role:
    • CONTINUE with external relationship building (along with ED); add in representation of PEA on Exec Council of BCFed (frees up ED time here) – ED stays on public sector bargaining committee and other BCFED committees of operational nature (e.g. BCNU raid)
    • REDUCE participation on non-essential Association committees (stays on Staff Relations, Policy Review and Governance)
    • REDUCE role at education conference and convention – preside on governance issues only (other related duties to go to other officers and exec members as appropriate
    • INCREASE PROFESSIONAL DEVELOPMENT – baseline training on key issues (e.g. labour movement; local, regional and national topics; possible online courses; Lancaster House Legal Summaries ($50); ED provides President with summary of recent key labour relations developments)

November 1st meeting (teleconference) held to discuss UVic’s take on some of the recommendations, particularly where programming areas may be dropped (or reduced) or where certain demographic ‘clusters’ are being targeted for enhanced servicing (or reduced servicing).

December 5th meeting (Victoria office):

  • BCFed/Unifor context update
  • PEA Investment report highlights from Paul Siluch
  • 2016 BCFed convention report – two association exec members and executive director attended. All delegates spoke to our resolutions. Two Association Exec members and Executive Director attended convention. 3 of 5 PEA resolutions made it to floor and received unanimous support – continue to fight BCNU raiding; stop and reverse professional reliance in public service; and strengthen BCFed picket line policy) – the remaining two were referred. Aaron Ekman and Irene Lanzinger re-elected by acclamation. PEA featured on workshop panel (Scott), re: BCNU raiding
  • BCFed “We can do better” non-partisan media campaign… TV ads to kick off campaign, then radio and social media. PEA will get the polling information from this.
  • Strategic Plan Initiatives (MSC approve 2017-2018 Strategic Plan)
  • Strategic Plan Scorecard (information)
  • 2017 Draft Budget (MSC approved draft budget)
  • ED Report (McCannell)
    • Public Service Pension Plan Advisory Committee (Update): BCGEU, O&G, LSS, Municipal etc.; BCGEU acted in its capacity as Plan Member Partner to remove (BCNU) Trustee Christine Sorensen effective November 17th, 2016.
    • Feedback from Advanced Local Rep Training was solid
    • ORL reached a 1-year settlement (2% wage increase)
  • HSP Raid Update: Did not receive application from BCNU. Consensus overall is that BCNU were impacted by the multi-month strike by MoveUp admin workers, and shorter strike from Unifor
  • Committee Vacancies: Awards Committee (1 member at large), Education Committee (2 member at large vacancies), Grants & Donations (1 member at large vacancy), Table Officer Elections Committee – Convention Only (2 member at large vacancies) –> maybe Sheryl emailed about this??
  • May 12-13, 2017 Convention Timeline
    • One delegate per 50 members (Chris and Melissa and John don’t count towards limit)
    • UVic Article XV: The election of convention delegates will be held at least 75 days prior to the convention. An all candidates meeting may precede the election, which will be conducted by the Elections Committee.
    • January 1, 2017 = 2017 DEADLINE for expressions of interest to attend Convention
    • January 12, 2017 = 2017 date to determine delegate entitlements
    • January 13, 2017 = 2017 Chapter Elections begin if required
    • February 1, 2017 = 2017 final signed credentials due (at least 60 days before convention)
    • February 18, 2017 = 2017 DEADLINE for resolutions

 

  1. Current Business or otherwise to be assigned:

61 LTD review – memo circulated to all PEA members

62 Anti-bullying online training session going out to all UVic staff launching in December

 

  1. Reports

71 Treasurer (Sanderson): Two recent donation cheques issued ($200 to Anti-Violence Project; $938 @ $1/member to Mustard Seed). Anticipating a $5000 surplus in the budget. Discussion on possible activities/events.

72 Chapter Committees

721 Local Representatives (Cave/Connor): Pack of 20 coffee cards purchased – a couple have been distributed, but most are pending. Next local rep meeting likely in February.

722 Seminars (Karras):  Met on December 8th and developed a list of possible seminars for the upcoming year:

  • Mindfulness Meditation (February or March) to see if he can facilitate a session
  • PEA Central Pro-D (March or April) – provide members with information about how to put in a successful application and identify some of the things that our members use the funds for
  • Pension (April or May) facilitator: Pensions office staff – target younger members to give them an introduction to the pension fund (combined and money purchase)
  • Know your Collective Agreement (May or June): PEA Executive and Samantha Montgomery (PEA Labour Relations Officer) – understand PEA Salary Grades and progression through the salary grade; Economic Stability Dividend and impact on our collective agreement; inflation and how we approach bargaining for salary increases
  • Mystic Vale nature walk (July)  – Movie Night (August) – SUB – Labour movie and discussion
  • Time Management – Best Practices (September) facilitator:
  • JEQ process info session (new idea)
  • Finance Topic(s): financial planning; insurance planning; real estate planning

723 Appointments (Doyle): NTR

724 Website (Clausen/van Hoek): NTR

73 Joint Committees

731 Association/University Committee (Karras/Sanderson): December 15th meeting cancelled. A/U meeting on November 17, 2016:

      • affirmed length of paid parental leave won’t change under shorter EI waiting period
      • affirmed there is no plan to change the phase out of Critical Skills Adjustments in 2019
      • there are a number of ongoing discussions and questions raised at A/U

 

732 Benefits Committee (Doyle/Granot): Met on November 1st (Melissa, Ori and Sam present). Reviewed LTD stats, upcoming changes to MSP BC, changes to EI waiting periods (some new questions from FA and PEA on actual “weeks paid” with the new system), review of EFAP and possible new provider.

733 Job Evaluation Appeals Committee (Connor/Granot): JEQ review committee met on December 7, 2016 – 2 member appeals were not successful; there are plans to meet to re-review one of these appeals in January

734 Employment Equity Advisory Group (Butler):  carried forward from November meeting: Documents from EEAG: UVic’s first annual progress report on our Employment Equity Plan to the BC Human Rights Tribunal. Follow-up from last year’s discussions on UVic’s casual hiring practices as they pertain to employment equity.  Submission for feedback on how to ensure hiring committees are aware and use the Employment Equity Tool Kit.

735 Educational Equity Advisory Group (Perks): Sheryl to follow-up for an update from Steve.

736 Campus Planning Committee (Karras): Met on November 7th – business included:

  • Campus Plan Implementation priorities plan with items being implemented over short (1-2 years) medium (3-5 years) and long term (6+ years).  19 actions and studies have been idenitifed in four categories  Open Space; Land Use and Build Form; Mobility; Ongoing Engagement.  The implementation plan will bring the Campus vision, big moves, and policy frameworks to life.
  • District Energy Plant – open house to be conducted on November 16th in the SUB upper lounge 3-6 pm
  • Capital Projects – new residence facility planning in progress, new facilities management building update

737 Central ProD (Seager/Blake):  NTR – note January 31st next deadline. We received a total of 27 applications in the last round. The committee approved funding up to $39,732.84.

738 Safety Committee (Clausen/Buchanan): Did not have quorum in November. Chris is looking for someone to step in and take over his position on the committee. MSC (Cave, Doyle) to appoint Ori Granot into this position. Next meeting is in December. Plan for transition in the new year (Chris to email Kane).

739 Parking Committee (Granot): New Campus Parking Officer has been hired.

 

  1. Business Arising:

81 November AGM Debrief (new seating arrangement (Round tables) and World Café session)

  • Liked the layout – lots of buzz and talking (before business started), the round tables really enhanced cohesiveness and opportunities for conversation – consider layout for other events
  • Sam had done an email the day before to local reps as a reminder
  • 63 attended, including executive members – good mix of people from different departments
  • Got through “business” portion in about 60 minutes – this part still felt a bit long, but not sure where else we can trim off (what do people actually want to know)
  • World Café Feedback
    • Executive to review notes collected from the sessions – ensure these are public-ready and informative enough for general reading by members (and no too sensitive)
    • Sam will work with Brett to develop and AGM survey
  1. Adjournment. Motion to adjourn at 1:27pm by Chris Clausen.PEA UVic Chapter Executive Meeting MinutesWednesday December 14, 2016 | 12:00pm-1:30pmCareer Services Boardroom 

    Present: Melissa Doyle, Kristen Ficke, Mike Cave, Dave Sanderson, Sheryl Karras, Katy Chan, Chris Clausen, Ori Granot, Samantha Montgomery (LRO)

    Absent: n/a

     

    1. Appointment of minute taker: Melissa Doyle
    2. Motion to approve the agenda: MSC (Sanderson, Chan) to approve the agenda
    3. Approve minutes

    31 Motion to Approve Minutes for September 14th (Mike Cave): MSC (Clausen, Chan) to approve

    32 From November 9th meeting: Motion to Approve Minutes for both October 12th (Ori Granot) and July 13th (Ori Granot). MSC (Cave, Clausen) to approve these minutes.

    1. Labour Relations Officer (Montgomery):
    • From November 9th meeting: New member has inquired about whether UVic PEA wants to participate/attend the Victoria Labour Council. Sam will inquire about dues structure & which other unions attend
    • Sheryl and Sam met with VPFO on December 8, 2016
    • Sam to meet with HR about paid sick leave tracking & LTD on January 10th
    • Ongoing Grievances and Cases: There are a number of grievances in various stages with one having been successfully resolved.
    1. Association Executive (Doyle/Clausen):

    October 24th (teleconference):

    • Fiduciary Duties Presentation from Leo McGrady (PEA legal counsel)
    • Approved several time driven budget allocations
    • Awards Committee updated formatting requirements for scholarship essay submissions
    • Start thinking about Service Award Nominations for 2017 Convention – more details coming soon
    • Approved the hiring of a 0.2 FTE for 8-months (Admin support)
    • Giving Back Program – 1% of members nominated an organization (26 unique nominations); results finalized in December (voting is now closed); allocations committee meeting on November 15th. Received votes data on November 8th – 505 (19.7%) of 2560 electors voted in this ballot.
    • Political Action Committee will be active in the lead up to the provincial election
    • Discussion on Association Exec Exit Interviews. Consensus was that conversation should be with someone on the executive someone who has an appreciation of what is happening/what work is required on the executive
    • Role of the President – approved recommended revisions to the President’s role:
      • CONTINUE with external relationship building (along with ED); add in representation of PEA on Exec Council of BCFed (frees up ED time here) – ED stays on public sector bargaining committee and other BCFED committees of operational nature (e.g. BCNU raid)
      • REDUCE participation on non-essential Association committees (stays on Staff Relations, Policy Review and Governance)
      • REDUCE role at education conference and convention – preside on governance issues only (other related duties to go to other officers and exec members as appropriate
      • INCREASE PROFESSIONAL DEVELOPMENT – baseline training on key issues (e.g. labour movement; local, regional and national topics; possible online courses; Lancaster House Legal Summaries ($50); ED provides President with summary of recent key labour relations developments)

    November 1st meeting (teleconference) held to discuss UVic’s take on some of the recommendations, particularly where programming areas may be dropped (or reduced) or where certain demographic ‘clusters’ are being targeted for enhanced servicing (or reduced servicing).

    December 5th meeting (Victoria office):

    • BCFed/Unifor context update
    • PEA Investment report highlights from Paul Siluch
    • 2016 BCFed convention report – two association exec members and executive director attended. All delegates spoke to our resolutions. Two Association Exec members and Executive Director attended convention. 3 of 5 PEA resolutions made it to floor and received unanimous support – continue to fight BCNU raiding; stop and reverse professional reliance in public service; and strengthen BCFed picket line policy) – the remaining two were referred. Aaron Ekman and Irene Lanzinger re-elected by acclamation. PEA featured on workshop panel (Scott), re: BCNU raiding
    • BCFed “We can do better” non-partisan media campaign… TV ads to kick off campaign, then radio and social media. PEA will get the polling information from this.
    • Strategic Plan Initiatives (MSC approve 2017-2018 Strategic Plan)
    • Strategic Plan Scorecard (information)
    • 2017 Draft Budget (MSC approved draft budget)
    • ED Report (McCannell)
      • Public Service Pension Plan Advisory Committee (Update): BCGEU, O&G, LSS, Municipal etc.; BCGEU acted in its capacity as Plan Member Partner to remove (BCNU) Trustee Christine Sorensen effective November 17th, 2016.
      • Feedback from Advanced Local Rep Training was solid
      • ORL reached a 1-year settlement (2% wage increase)
    • HSP Raid Update: Did not receive application from BCNU. Consensus overall is that BCNU were impacted by the multi-month strike by MoveUp admin workers, and shorter strike from Unifor
    • Committee Vacancies: Awards Committee (1 member at large), Education Committee (2 member at large vacancies), Grants & Donations (1 member at large vacancy), Table Officer Elections Committee – Convention Only (2 member at large vacancies) –> maybe Sheryl emailed about this??
    • May 12-13, 2017 Convention Timeline
      • One delegate per 50 members (Chris and Melissa and John don’t count towards limit)
      • UVic Article XV: The election of convention delegates will be held at least 75 days prior to the convention. An all candidates meeting may precede the election, which will be conducted by the Elections Committee.
      • January 1, 2017 = 2017 DEADLINE for expressions of interest to attend Convention
      • January 12, 2017 = 2017 date to determine delegate entitlements
      • January 13, 2017 = 2017 Chapter Elections begin if required
      • February 1, 2017 = 2017 final signed credentials due (at least 60 days before convention)
      • February 18, 2017 = 2017 DEADLINE for resolutions

     

    1. Current Business or otherwise to be assigned:

    61 LTD review – memo circulated to all PEA members

    62 Anti-bullying online training session going out to all UVic staff launching in December

     

    1. Reports

    71 Treasurer (Sanderson): Two recent donation cheques issued ($200 to Anti-Violence Project; $938 @ $1/member to Mustard Seed). Anticipating a $5000 surplus in the budget. Discussion on possible activities/events.

    72 Chapter Committees

    721 Local Representatives (Cave/Connor): Pack of 20 coffee cards purchased – a couple have been distributed, but most are pending. Next local rep meeting likely in February.

    722 Seminars (Karras):  Met on December 8th and developed a list of possible seminars for the upcoming year:

    • Mindfulness Meditation (February or March) to see if he can facilitate a session
    • PEA Central Pro-D (March or April) – provide members with information about how to put in a successful application and identify some of the things that our members use the funds for
    • Pension (April or May) facilitator: Pensions office staff – target younger members to give them an introduction to the pension fund (combined and money purchase)
    • Know your Collective Agreement (May or June): PEA Executive and Samantha Montgomery (PEA Labour Relations Officer) – understand PEA Salary Grades and progression through the salary grade; Economic Stability Dividend and impact on our collective agreement; inflation and how we approach bargaining for salary increases
    • Mystic Vale nature walk (July)  – Movie Night (August) – SUB – Labour movie and discussion
    • Time Management – Best Practices (September) facilitator:
    • JEQ process info session (new idea)
    • Finance Topic(s): financial planning; insurance planning; real estate planning

    723 Appointments (Doyle): NTR

    724 Website (Clausen/van Hoek): NTR

    73 Joint Committees

    731 Association/University Committee (Karras/Sanderson): December 15th meeting cancelled. A/U meeting on November 17, 2016:

        • affirmed length of paid parental leave won’t change under shorter EI waiting period
        • affirmed there is no plan to change the phase out of Critical Skills Adjustments in 2019
        • there are a number of ongoing discussions and questions raised at A/U

     

    732 Benefits Committee (Doyle/Granot): Met on November 1st (Melissa, Ori and Sam present). Reviewed LTD stats, upcoming changes to MSP BC, changes to EI waiting periods (some new questions from FA and PEA on actual “weeks paid” with the new system), review of EFAP and possible new provider.

    733 Job Evaluation Appeals Committee (Connor/Granot): JEQ review committee met on December 7, 2016 – 2 member appeals were not successful; there are plans to meet to re-review one of these appeals in January

    734 Employment Equity Advisory Group (Butler):  carried forward from November meeting: Documents from EEAG: UVic’s first annual progress report on our Employment Equity Plan to the BC Human Rights Tribunal. Follow-up from last year’s discussions on UVic’s casual hiring practices as they pertain to employment equity.  Submission for feedback on how to ensure hiring committees are aware and use the Employment Equity Tool Kit.

    735 Educational Equity Advisory Group (Perks): Sheryl to follow-up for an update from Steve.

    736 Campus Planning Committee (Karras): Met on November 7th – business included:

    • Campus Plan Implementation priorities plan with items being implemented over short (1-2 years) medium (3-5 years) and long term (6+ years).  19 actions and studies have been idenitifed in four categories  Open Space; Land Use and Build Form; Mobility; Ongoing Engagement.  The implementation plan will bring the Campus vision, big moves, and policy frameworks to life.
    • District Energy Plant – open house to be conducted on November 16th in the SUB upper lounge 3-6 pm
    • Capital Projects – new residence facility planning in progress, new facilities management building update

    737 Central ProD (Seager/Blake):  NTR – note January 31st next deadline. We received a total of 27 applications in the last round. The committee approved funding up to $39,732.84.

    738 Safety Committee (Clausen/Buchanan): Did not have quorum in November. Chris is looking for someone to step in and take over his position on the committee. MSC (Cave, Doyle) to appoint Ori Granot into this position. Next meeting is in December. Plan for transition in the new year (Chris to email Kane).

    739 Parking Committee (Granot): New Campus Parking Officer has been hired.

     

    1. Business Arising:

    81 November AGM Debrief (new seating arrangement (Round tables) and World Café session)

    • Liked the layout – lots of buzz and talking (before business started), the round tables really enhanced cohesiveness and opportunities for conversation – consider layout for other events
    • Sam had done an email the day before to local reps as a reminder
    • 63 attended, including executive members – good mix of people from different departments
    • Got through “business” portion in about 60 minutes – this part still felt a bit long, but not sure where else we can trim off (what do people actually want to know)
    • World Café Feedback
      • Executive to review notes collected from the sessions – ensure these are public-ready and informative enough for general reading by members (and no too sensitive)
      • Sam will work with Brett to develop and AGM survey
    1. Adjournment. Motion to adjourn at 1:27pm by Chris Clausen.

Submit a Comment

Your email address will not be published. Required fields are marked *