September 19-21, 2023

National Executive Meeting

September 19, 20, 21, 2023

Ottawa, ON

OPENING REMARKS

The National President welcomed everyone for the first meeting in this new mandate.

The Deputy Vice-Presidents (DVPs) are in attendance as observers, in accordance with UNDE Bylaws.

Michelle Larmour – DVP NPF                         Stéphane Dépôt – DVP AB/North

Eugene Stone – DVP CSE                                Dan Frost – DVP NL/NB (ABSENT)

Josh Peterson – DVP BC                                  Chris Snooks – DVP Ontario

Johanne Rouillard – DVP Québec                   Patrick Bourassa – DVP NCR

Michael Weisgerber – DVP Man-Sask

The harassment statement was read out and Human Rights Advisor Griffith-Bonaparte was named intervener.  Stephanie Torrealba has resigned as Human Rights Advisor.

The hours of sessions were set as follows:                                                    m-s Jones/Warren

Tuesday, September 19, 9:00 -12:00 / 1:30 to 5:00

Wednesday, September 20, 9:00 – 12:00 / 1:30 to 5:00
Thursday, September 21, 9:00 – 12:00 / 1:30 to close of business.

CARRIED BY SHOW OF HANDS

The agenda was adopted.

National President

The National President explained the process of this meeting as it is different than other national executive meetings we’ve had in the past.  It is more an orientation for the new national officers and for the DVPs.

VP Orientation

Business Case Template:  National President Winger explained that this is the template to use for training and regional conferences in your region.  Include an agenda for conferences.  Contact the EVP if an LRO is required to attend and contact Sandra at National Office to get pricing and to secure the venue.  Kim from National Office will set up an electronic registration for your event.  Daniel will prepare the advances.

Annual General Membership Meetings (AGMs):  National President Winger said there will be speaking notes.  If you want to book National President to attend, please contact Sandra.  Review the Local Bylaws before your AGM.  Contact Kim before meeting to get a membership list.  Have a sign-in sheet at your meetings as well as an intervenor.  Bring a copy of the oath of office.  The Local must bring their Charter to meetings.  The VP of the region runs the elections.  Have a scrutineer. Lifetime members have no voice or vote.

NE and HRA Bylaw Responsibilities: The National President reviewed with the group Bylaw 6: National Executive; Bylaw 7: Form of Organization; Bylaw 8: Duties of Officers; Bylaw 10: Election of Local Officers; Bylaw 11: National Conventions; Bylaw 12: Finances; Bylaw 13: Discipline; Bylaw 18: Charters; Regulations to Bylaws – Membership; Policy Guidelines – General.

National Officers should take charge and ownership of decisions made at the National Executive in a positive way, read the UNDE Bylaws and have an understanding.  Each Local have their own Bylaws.  Locals can change their Bylaws, these must be reviewed by the VP and then sent to the National President for final approval.  Locals will receive a maximum of 3 reminders within 3 months to supply the audit and minutes of AGM meeting, if not done by January, then National Office will hold back their dues remittance.

Service Pins and Retirement Certificates:  The National President explained the process for retirement certificates for members retiring from the Locals and service pins for members in good standing to recognize their service in the Union over the years.  Fill out the necessary paperwork, found on the UNDE website, and send to National Office.

Mobilization

Jill O’Reilly, PSAC, talked about mobilization and the membership software ULink.

Financial Statements

Amanda Agnew, UNDE Comptroller, went through the financial statements and explained how they are to be read and understood.

One Drive

Kim Brackhahn, UNDE Membership Clerk, explained how to use the One drive Sharepoint for documents storage.

Portfolio Assignments                                                                              m-s O’Kane/Smith

The National President shared the new assignment of portfolios. The Chairs of the Committees are to be determined at the first meeting and sent to Sandra, the website will be updated accordingly.  Deputies cannot attend in place of VP of the portfolio.

Carried Convention Business

The National President reviewed the 2023 Convention Carried Business.

Expectations: National Executive Meetings

The National President asked the group about ideas on how to conduct NE meetings differently.  Discussion about reports and regular standing items.  Have more roundtable discussions on standing agenda items.  Networking that happens at meetings is important.  The new meeting format at beginning of mandate is preferred as it is more an orientation meeting.  It is important for National Officers to get their reports in earlier so that everyone has time to read them and be prepared for the meeting.  Reports are not limited to minutes or activities list.  At the meeting it is preferred to receive only highlights from reports, not spend so much time focusing on the report itself.  It would be good to have standing items such as: mobilization, staffing, human rights, contracting in.

ACTION ITEMS:  Add extra day to strategy meeting in February 2024 making it a 3-day meeting. Create folder in One Drive for NE minutes.

Contracting In

Elanor Sherlock, UNDE, presented to the group.

MOTION:                                                                                                      m-s Simcoe/Tang

That each DVP have a dedicated UNDE email address for them.

RV 1 – CARRIED        

NAME                                     VOTE #1

1=YES   2=NO 3=ABSTAIN 4= ABSENT

Adjournment.