2016 sca board meeting january 21, 2016 10:00 a.m ... board... · brian wallace provided an update...

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2016 SCA BOARD MEETING

January 21, 2016 – 10:00 a.m. VIDEOCONFERENCE

1935 Elphinstone Street, Regina

MINUTES

ATTENDANCE: Corey Hunchak (Chair), Jason Duke (Vice-Chair), Sam Shaw (Past

Chair), Shaun Cripps, Sean Hamelin, Justin Hoyes, Rob Istace, Jan

McLellan Folk, Carole Morsky, Tyler Pochynuk, Laird Ritchie, Cory

Richter, Brian Wallace

REGRETS: Ron Smith

STAFF: Mark Cooper, John Lax, Amanda Thick, Megan Jane

CALL TO ORDER: The meeting was called to order by Corey Hunchak at 10:03 a.m.

1. ADOPTION OF AGENDA:

Discussion regarding a staffing update was added to the Agenda in item 6.1

Brian Wallace / Tyler Pochynuk

THAT the agenda be adopted as amended.

Carried

2.1 ADOPTION OF MINUTES:

Shaun Cripps / Cory Richter

THAT the minutes of the November 24, 2015, Board Meeting be accepted as

presented.

Carried

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2.2 CONFIRMATION OF ELECTRONIC DECISION RE: RETAINING APLIN GROUP

Laird Ritchie / Cory Richter

THAT the Board of Directors confirm the results of the December 15th electronic vote

authorizing an expenditure of $8,500 to retain the services of Aplin Group to conduct

the staffing search for the vacant SCA Manager position.

Carried

3. REPORTS FROM INTEGRATED PARTNERS

3.1 – Saskatoon Construction Association

Brian Wallace provided an update on the Saskatoon Construction Association

in regards to recent and upcoming events; Gala to take place on April 22, 2016

and Master’s Classic Golf on August 12, 2016. Continuing with education and

Young Executive programs.

3.2 – Regina Construction Association

Jan McLellan Folk provided an update on the Regina Construction Association,

including the strategic plan, education, building relationships with schools, and

assisting members with the Canada-Saskatchewan Job Grant. The sponsorship

reception is to take place February 25, 2016. The Annual General Meeting and

Quality of Construction Documents session were well attended in November.

The RCA logo has been updated. Megan Jane from the SCA is currently

monitoring the RCA’s social media. A new lease with the Saskatchewan Heavy

Construction Association was signed on January 1, 2016.

3.3 – Saskatchewan Heavy Construction Association

Mark Cooper spoke on behalf of Ron Smith. SHCA supports the possibility of a

Joint Board Committee.

3.4 – Prince Albert

Shaun Cripps provided an update on the Prince Albert Construction

Association. The PACA Golf Tournament is to take place on July 15, 2016. The

Quality of Construction Documents session date is undetermined.

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3.5 – Moose Jaw

Justin Hoyes provided an update on the Moose Jaw Construction Association

including revisions to the bylaws and upcoming events. The next MJCA Board

Meeting will take place on January 26, 2016. The Beer and Boar event is to

take place on April 29, 2016. Justin Hoyes, Sam Shaw, Erwin Klempner and

Doug Folk met with the school board to arrange the next Think Construction

event on April 28. Corey Hunchak suggested that if possible, our board meeting

could be in Moose Jaw to correspond with the MJCA Beer & Boar night on April

29th.

Rob Istace / Jan McLellan Folk

THAT the integrated reports be accepted as presented.

Carried

4. MEMBER ENGAGEMENT REPORT

Mark Cooper presented the Member Engagement Report as distributed.

35 new members since the last meeting. Discussion on member engagement

meetings process.

Laird Ritchie / Brian Wallace

THAT the Member Engagement Report be accepted as presented.

Carried

Action Item: The SCA to report whether or not the members who declined a

member meeting have renewed their membership this year.

5. STRATEGIC PLAN REPORT CARD

Mark Cooper presented the 2015-2020 Strategic Plan and 2015-16 Operating

Plan as distributed. SCA is on schedule or ahead with all items, with the

exception of the HR Manual.

Shaun Cripps / Cory Richter

THAT the Strategic Plan Report Card be accepted as presented.

Carried

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6. ADMINISTRATION REPORTS

6.1. General Update

Mark Cooper provided the board with updates on the SCA.

Megan Jane is coordinating the RCA’s social media.

Kristin Wagman is no longer with the SCA, and the SCA is working with Aplin

Group to replace her.

Erwin Klempner is interviewing candidates for the Saskatoon position.

The SCA is interviewing event planners for the Summer Meeting.

The SCA anticipates that the sponsorship target will be met, and Mark Cooper

will follow up with outstanding tiered sponsors.

Jason Duke / Tyler Pochynuk

THAT negotiations with event planners do not exceed $15,000 in expenses.

Carried

6.2. Advocacy Update

John Lax presented on Priority Saskatchewan and the working groups formed

by industry to research the issue until meetings resume after the election. Jan

McLellan Folk inquired as to why suppliers were not included in either of these

groups. Mark Cooper explained that Priority Saskatchewan selected the pool of

invitees and represented groups mostly had advocates who worked to get them

to the table.

The SCA, along with partners in various industries, made submission to the

WCB Committee of Review in November 2015 to change the WCB governance

structure from three full time Board Members responsible for final appeals and

administration to a more traditional volunteer board responsible for governance

with a separate administrative staff managing operations. Chair Gord

Dobrowolsky and Employer Representative Larry Flowers attended the

December 10 Advisory Council meeting and discussed the proposal along with

their efforts to reduce the appeals backlog.

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6.3. Prompt Payment

John Lax provided an update on the progress towards forming a new working

group. The SCA discussed the structure and mission of the group, who would

be self-financed and self-directing with billed support from SCA staff.

The SCA discussed joining the new working group, including committing $5,000

irrespective of the group reaching its target budget, with the contribution being

pulled from the Strategic Opportunities Reserve Fund.

Jason Duke / Shaun Cripps

THAT the SCA commit to join the Prompt Payment Working Group, including

contributing $5,000 required to do so, regardless of whether the project reaches its

financial target immediately.

Carried

Action Item: The SCA to continue contacting associations and partners to

determine what support they may need in their decision making process.

6.4. Joint Board Initiative Update

Mark Cooper provided updates on the renewed interest in forming two Joint

Board Committees. One made up of the Saskatchewan Construction

Association and the Saskatchewan Heavy Construction Association, and one

made up of the Saskatchewan Construction Association and the integrated

partners (Regina, Prince Albert, Moose Jaw and Saskatoon).

Discussion around this topic was held around specific membership as to who

would be involved in this Committee, inclusion of COOs and a facilitator.

Concern was expressed about the same people talking about the same issues

and duplicating work.

A general consensus was reached that the committees were worth trying and

should meet as needed.

Jason Duke / Jan McLellan Folk

THAT the Board supports the recommendation to create two Joint Board Committees

as per the draft Terms of Reference, as amended to ensure that membership will

include the COOs as representatives from each association.

Carried

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Action Item: SCA to meet with the joint partners and initiate the Joint

Committees.

6.5. Program Development Update

Mark Cooper advised the Board that the COOs of the partner associations have

given verbal support to jointly proceed with the proposed process for member

program development.

Action Item: The SCA will work with the integrated partners to move forward

with member program development.

6.6. Industry Workforce Development Update

Mark Cooper and Amanda Thick notified the Board that the SCA has finalized a

contract with the Ministry in regards to Industry Workforce Development, and

will send an electronic copy of the amended contract to the Finance and Audit

Committee for approval.

Administration requested permission to extend the Trade Up licensing

agreement by one year. The rebrand is not yet complete and the extension will

be required to have sufficient time to complete this project.

Cory Richter / Jason Duke

THAT the SCA seek a one-year extension on the Trade Up licensing contract to

complete the rebrand, at a cost of $1,500.

Carried

Sam Shaw / Laird Ritchie

THAT the Board delegate authority to the Finance Committee to approve the COO to

sign the 3-month Industry Workforce Development contract extension with the Ministry

of Economy.

Carried

Laird Ritchie / Carole Morsky

THAT all administrative reports in section 6 be accepted as presented.

Carried

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Action Item: The SCA will seek a one-year contract extension for the rebranding

of Trade Up. Work with the Finance and Audit Committee to review and approve

the COO to sign the contract extension with the Ministry of Economy.

7. REPORTS FROM BOARD APPOINTMENTS

7.1. SCSA Appointment of 2016 SCSA Board representatives

Mark Cooper discussed the proposed reappointment of Corey Hunchak and

Kim Sutherland as representatives of the SCA.


THAT the SCA renew the appointments of Corey Hunchak and Kim Sutherland on the

SCSA Board of Directors for 2016.

Carried

Action Item: The SCA to notify the SCSA of the appointed representatives.

7.2. SATCC

A written report was provided by SCA representatives on SATCC activities.

Mark Cooper announced that the SCA has entered in a reciprocal sponsorship

relationship with SATCC.

7.3. CCA

Monte Allan, the SCA representative, provided a written report on activities at

the CCA.

7.4. CANet Appointment of 2016 CANet Board representatives

Sean Hamelin provided an update on the outcome from the recent CANet

session.

The board discussed its appointed representatives for CANet for the coming

year.

Tyler Pochynuk / Jan McLellan Folk

THAT Corey Hunchak be reappointed as the SCA’s voting representative on the

CANet Board, and that Cory Richter be appointed as alternate representative.

Carried

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Shaun Cripps / Sean Hamelin

THAT the Reports from Board Appointments be accepted as presented, and all items

on Board Reports be accepted as presented.

Carried

Action Item: The SCA to notify CANet of its appointed representatives.

8. REPORTS FROM BOARD COMMITTEES

8.1. Finance and Audit Committee

Jason Duke presented the December 31, 2015 Financial Statements.

Jason Duke / Laird Ritchie

THAT the December 31, 2015 Financial Statements be accepted as presented.

Carried


THAT the draft Financial Policy recommended by the Finance and Audit Committee be

accepted as presented.

Carried

Action Item: The SCA to replace the existing Financial Policy, and for staff and

Board to be notified of updates to the policy that will impact them.

8.2. Governance and Board Election Update (Discussion Item)

John Lax presented updates on the Governance Committee, including use of

the book “The Imperfect Board Member” and discussion on the Joint Board

Committee.

Amanda Thick provided the results of the 2015 Board Election – there was a

4% increase in amount of votes received from last year.

Discussion was held on potential risk with contesting results, and the issue of

allowing discretion in deciding the cut-off date for receiving paper ballots.

General consensus was to set a date to the policy, in order to remove

discretion.

Action Item: The SCA Governance Committee is to review the policy to address

the concern with discretion.

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8.3. Advisory Council

John Lax provided updates on the issues of procurement, safety, and the

Prompt Payment Working Group as identified by the SCA Advisory Council.

Laird Ritchie is the new Chair of the Advisory Council, and Rob Istace is the

new Vice-Chair of the Advisory Council.

8.4. Committee Selections (Decision Item)

The Board discussed Board Member appointments to committees. It was noted

that Sam Shaw is the Chair of the Governance Committee, and Jason Duke is

the Chair of the Finance and Audit Committee.

Sean Hamelin / Justin Hoyes

THAT the SCA Board Members appoint Jason Duke (Chair), Jan McLellan Folk,

Carole Morsky, Tyler Pochynuk, Laird Ritchie and Brian Wallace to the Finance and

Audit Committee. THAT the SCA Board Members appoint Sam Shaw (Chair), Shaun

Cripps, Sean Hamelin, Justin Hoyes, Rob Istace, Cory Richter and Ron Smith to the

Governance Committee.

Carried

Sam Shaw / Shaun Cripps

THAT all reports from Board Committees in Section 8 be accepted as presented.

Carried

Action Item: Committees are to confirm their priorities, and identify their non-

Board Member representatives.

9. BOARD COMMUNIQUE HIGHLIGHTS

9.1. Review of Action Items

Mark Cooper reviewed action items

o Megan Jane to find out if members who declined to meet with the SCA have renewed their membership this year

o The SCA will look at options for the next Board Meeting to take place in Moose Jaw

o Continue interview process with Event Planners

o Secure groups for the Prompt Payment Working Group

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o Joint Board Committee amended to include COOs

o Member Program development to continue

o SCA to seek an extension for rebranding Trade Up, and the Finance and Audit Committee to review this

o Finance Committee to approve updated contract from the Ministry

o SCSA Board appointments of Corey Hunchak and Kim Sutherland as SCA representatives

o CANet Board appointments of Corey Hunchak as the Voting Representative and Cory Richter as Alternate

o 2015 Financial Statements approved

o Governance Committee to review the Election Policy

o Committees to confirm the non-Board Member committee members

9.2. Board Meeting Outcomes to Communicate to Partners

Mark Cooper suggested sharing the SCA’s commitment to the Joint Board

process and Prompt Payment to partner associations.

Corey suggested providing the Board Minutes and part of the Board Package to

association partners.

Sam Shaw suggested informing the partners of SCA staffing changes

NEXT MEETING DATE Thursday, April 21, 2016, Saskatoon.

The date and location may change based on availability of Moose Jaw.

ADJOURNMENT

The meeting was adjourned by Corey Hunchak at 1:43 p.m. on a motion from Tyler

Pochynuk.

1:43pm call to order In Camera Session – Discussion points: Staffing Update;

Finalization of President’s performance review; and board review of Kristin Wagman’s

exit interview. In Camera Session was adjourned by Corey Hunchak 2:56 pm on a

motion by Tyler Pochynuk

SCA Board Chairperson SCA President MINUTES APPROVED ON: