Annual General Meeting

October 16, 2007

Call to Order

I now call this meeting to order

Welcome Everyone …

• Point Grey Campus• Those on webcast:

• Children’s & Women’s Hospital• VGH• St. Paul’s• Robson Square• UBC-Okanagan

1. Call to Order 12:05

2. Acceptance of the Agenda

3. Approval of the Minutes of October 17, 2006

4. President’s Report

a) Welcome to those here and on the Web-cast

b) Recognition of Outgoing Board Members

c) Volunteer Recognition

d) Year in Review

e) Appointment of Permanent Executive Director

5. Executive Director’s Report

a) Priorities for the Coming Year

b) Welcome new Member Services Officer: Karin Wills

c) Financial Update (First quarter to Sept. 30, 2007)

6. Financial Issues

a) Approval of Financial Statements as of June 30, 2007 year end.

b) Motion to transfer surplus into Reserve Funds.

c) Appointment of the Auditor

7. Committee Reports

a) Advocacy

b) Member Professional Development

c) Communications

8. Election of Officers for the Coming Year

9. Adjournment

Agenda

Acceptance of the Agenda

Motion:“To adopt the agenda as presented.”

Adoption of the Minutes

Motion adopting the minutes of the last AGM.“To accept the minutes of the last fall annual

general meeting of October 17, 2006.”

President’s Report:Barbara Crocker

a) Recognition of Outgoing Board Members

b) Volunteer Recognition

c) The Year in Review

d) Appointment of Permanent Executive Director

Outgoing Board Members

Wendy Ma Tina Chiao

Volunteers

The Year in Review

1. Salaries Arbitration

2. IRP Governance & Tax Issues

3. 1% Fund and Benefits

4. Lease for AAPS Offices

5. Mandatory Retirement Agreement

6. Many dozens of Advocacy Issues

7. Executive Director Appointment

Executive Director’s Report:David Harvey

Thanks to Staff & Volunteers Welcome new Member Services

Officer: Karin Wills Priorities for the Coming Year Financial Update

(First quarter July 1, 2007 to Sept. 30, 2007)

Thank-you – AAPS Staff

Michael David Sharon Petra

Thank-you Volunteers

Welcome Karin Wills

Member Services Officer: PD & Communications

Karin Wills, M.A. CHRP

Priorities for This Year IRP Governance & Plan Design Salary Surveys Pension Improvements Update 3-yr Plan New Premises Advocacy Communications Member Professional Development

IRP: Governance & Design

Governance: a new structure is needed where those paying have control.

Design: we will look carefully at the plan design and consider:Best services

eg. Partial disability coverage

Risk and prudent premiums

Salary Surveys

Arbitration eliminated “internal equity”

We now survey family by family

Wrote UBC requesting surveys

Good news! HR is requesting budget $$

Pension Improvements

Changes planned by Pensions Board

Make the plan more fair for all

We will be examining the plan and consulting with our members … a good retirement plan …

Update the 3-Year Plan

Where do we want to be?

What services are required?

How should we be organized to provide those services?

New Premises

We will need a new home

Prudent to resolve this with UBC in 2008

Don’t want to go into 2009 without knowing where we will be located

Advocacy Priorities

Improve reporting for Board & Members

Strengthen training of Committee

Communications

On the Radar: 6 issues

Annual Report: more eco-friendly

Website updates: most useful for members

Member P.D.

Strengthen the Program

Complement & supplement what UBC offers

More on this from the Committee Chair

1st Quarter Financial Update

Revenues: 26% of budget

Expenses:19% of budget

Growing membership

Membership Growth

Insert member growth chart here

Financial Issues Report: Edward Hung, Treasurer

1. Approval of Financial Statements as of June 30, 2006 year end.

2. Motion to transfer surplus into Reserve Funds.

3. Appointment of the Auditor

Motion #1: Approval of2006/07 Audited Statements Motion to approve the audited financial

statements as submitted:Be it resolved to approve the Association’s

2006-07 audited financial statements as presented.

Motion #2: Transfer toReserve Funds

“Be it resolved to transfer the 2006-2007 operating surplus of $134,233 into the reserve funds as follows: $66,713 to bring the dissolution fund to its

target of $250,000; and$67,520 to the contingency reserve fund.”

Motion #3: Appointment of Auditor for 2007 – 2008

Motion to approve re-appointment of Goosen & Associates:“Be it resolved to appoint the firm of

Goosen and Associates C.G.A. as the Association’s auditors for the 2007-08 fiscal year ending June 30, 2008.”

Committee Reports

• Advocacy

• Member P.D.

• Communications

Advocacy Report:Anne-Marie Fenger, Chair

Training of Committee Reps

Major Issues Process Success Rate

Advocacy Update: Training

June: Joint Training with HR Managers & Advisors

July: Training of Advocacy Reps at UBC-O

Jan. & May: Attendance at Conferences

Coming Up: More Training for Reps at Point Grey Campus

Advocacy Update: The Major Issues Hours of Work Terminations Classification Pay Harassment Evaluations

AAPS Advocacy Issues to August 31, 2007

Category of Issue YTD # Issues

HandledYTD #

ResolvedYTD # of Issues

RemainingYTD # of Issues

Grieved

Hours of Work 4 2 2  

Workload Overtime     0  

Discipline     0  

Terminations Cause 1   1 1

Terminations Without Cause 20 8 12 1

Terminations Probation 4 2 2  

Resignation/Retirement 2 2 0  

Term Appointment Ends 1 1 0  

Classification 5 3 2  

Pay 11 6 5  

Bargaining Unit     0  

Exclusions 1   1 1

Discrimination - 13 Grounds 1   1  

Harassment - Personal 5 3 2  

Work Environment 4 1 3  

Reorganization 3 3 0 1

Sick Leave 2   2  

Leaves of Absence 3 3 0  

Return-to-Work 2 1 1  

Benefits 3 1 2  

Evaluation Post -Prob'n 4 4 0  

Evaluation Probation 2 1 1  

Appointments 4 2 2  

Service 1   1  

Attendance     0  

Interpretations General 5 2 3  

TOTAL 88 45 43 4

Advocacy Update:Our Process Fair but firm advocacy for our members. Work with departments towards effective

resolutions. Build relationships with HR.

Advocacy: Our Success Rate

AAPS Grievance History

2003 2004 2005 2006 2007

2 5 9 4 7

Member P.D. Update:Jason Congdon, Chair Last Year: New Individual P.D. Fund Limit ($400) This Year:

Insert listing

Communications Update:Wendy Ma Annual Report 2006/067 On the Radar

2006/07: 5 Issues Improved the AAPS website Plans:

2007/08 Annual ReportUpdate orientation program

Election of Officers

Michael Shepard will now chair the elections.

Elections

Nomination Process to Date:Board Nominating Committee2 Calls for NominationsPosting of Candidate Statements

Election Process TodayPresident, VP’s, Secretary & TreasurerMembers-at-LargeBallot Counts at 4 Sites

Candidates for President, 1st & 2nd VP, Treasurer and Secretary President: Bernice Urbaniak

Administrative Manager, School of Human Kinetics 1st VP: Isabella Losinger

Program Manager, Health Care, Epidemiology 2nd VP: George McLaughlin

Facilities Manager, Land & Building Services Secretary: Jason Congdon

Manager Promotions & Advertising, UBC Press Treasurer: Edward Hung

Senior Finance Manager, Industry Liason Office

Candidates for Member-at-Large Daryl Stowe

Project Coordinator, IT Services Anne-Marie Hague

Associate Director, Enrolment Services, UBC-O Jess Roebuck

Disability Advisor, UBC-O

Questions & Comments

Motion to Adjourn …