1. 1 AAPS Annual General Meeting October 25, 2005

2. 2 Agenda 1.0 Call Meeting to order – 12:05pm 2.0 Acceptance of Agenda 3.0 Adoption of Minutes of last Annual General MeetingAdoption of Minutes 4.0 Presidents Report – Susanne Schmiesing for Barbara Crocker 4.1 Volunteer Recognition 5.0 Executive Director Update – David Harvey 5.1 Salaries 50th Percentile Mediation 5.2 Negotiations to Renew ACTE 5.3 3-Year Plan 6.0 Committee Reports 6.1 Advocacy Committee Report – Bernice Urbaniak 6.2 Communications Committee – Wendy Ma 6.3 Development & Education Committee – Request for Volunteers 7.0 Treasurers Report – Scott Wallace 7.1 Financial Statements 2004-2005 7.2 Reserve Funds 7.3 Proposed Budget for 2005-2006 7.4 Appointment of Auditor for 2005-2006 8.0 By-Law Changes – Richard MooreBy-Law Changes – Richard Moore 9.0 Elections of Board for 2005/2006 – Michael ShepardElections of Board for 2005/2006 – Michael Shepard 10.0 Other Business

3. 3 Acceptance of the Agenda Motion required: To adopt the agenda as presented.

4. 4 Adoption of the Minutes Motion required adopting the minutes of the last AGM. To adopt the minutes of the last fall annual general meeting of October 28, 2004.

5. 5 Presidents Report Susanne Schmiessing 1 st VP on behalf of Barbara Crocker

6. 6 Volunteer Recognition Barbara CrockerBelle Dale WillsAngelina DesjarlaisIan Doyle Damian DuffyAnne-Marie FengerKaren FisherBob Frampton Norm HodgesJim JensenCarole JollyAnne-Marie Long Gord LovegroveDebbie LinWendy MaJustin Marples Michelle McConnachieSteve McConnachieGeorge McLaughlinMerry Meredith Clint MeyersRichard MooreSuzanne MooreKaty Player Stephen PriceJean-Pierre Rondeau Fernanda SantosSusanne Schmiesing Bonnie SchoenbergerMichael ShepardSandra ShepardChris Skipper Randy SmithJulie StittShawn SwallowMaria Trache Lori TuckwellRobert TudhopeBernice UrbaniakScott Wallace Moya WatersGrace Wolkosky AAPS would ask that the following people be recognized:

7. 7 Executive Directors Report 1. Salaries Mediation Report 2. Negotiations Update 3. 3-Year Plan: Information Only

8. 8 50 th Percentile Mediation The grievance Mediation/Arbitration – Don Munroe UBC proposal AAPS counter-proposal Agreed compensation methodology Two implementation issues left Meeting cancelled by CUPE walkout Parties continuing hard work with optimism

9. 9 Negotiations Update Exchange of proposals – July Interests-based approach Issues: Housekeeping Language Changes Improvements & Money Issues Scheduled 3 more days in the next few weeks Special mandate?

10. 10 Three-year Plan: Background Information only at this time … External Changes: Growth of membership Growth of UBC – more issues Complexity of issues UBC response on issues Internal Changes Staff vs. Volunteer administration Workload: Need additional staff

11. 11 Three-year Plan: Service Needs Advocacy Issues handling Legal contingency Member Compensation Salaries Benefits Classifications Communications Member Professional Development

12. 12 Three-year Plan: Comparison to Faculty Association UBCFA 2800 members $1.2M budget 6 staff Free rent Fewer issues Less complexity AAPS 2150 members $0.560M budget 4 staff Rent $30,000 More issues Greater complexity

13. 13 Draft Three-Year Plan: The Wish List Add 2 more professional staff Supplement contingency reserves Set aside a minimum of $100k per year for prudent legal contingencies Total additional requirements: Member P.D.$60k Legal contingency: $100k 2 staff, benefits, etc.: $179k Total:$339,000

14. 14 Three-year Plan: Dues Comparison OrganizationDescriptionDues AAPS - UBCAssociation0.54% UBCFA - UBCFaculty Association (certified union) [2800 members, 6 staff, $1.2M budget] 0.54% CUPE 2950 – UBCStaff union [1800 members, 3 local staff plus regional reps] 1.2% FSA - BCITFaculty & Staff Association (certified union) [600 members – 6.2 staff) 1.0% FSA – UCFV University College of the Fraser Valley Faculty and Staff Association (certified union) [450 faculty, 300 staff] 1.5%

15. 15 Three-year Plan The Board and I will bring forward to the Spring General Meeting a strategic plan for AAPS going forward into the next three years. We are open to your input so please call or write to me or the Board in the next few months if you have ideas or concerns.

16. 16 Advocacy Committee Bernice Urbaniak, Chair The Year In Review: 23 Resolved Issues 3 Grievances Filed 22 Active Files Arbitrations & Appeals (3)

17. 17 Key Issues Unreasonable expectation of the number of hours of work performed by AAPS members Termination of probationary employees without performance evaluation Issues around sick leave and long term disability Personal harassment and bullying Advocacy Committee Bernice Urbaniak, Chair

18. 18 If you need Advocacy assistance please contact any of the committee: Anne-Marie Fenger Robert Tudhope Merry Meredith Moya Waters Randy Smith and Angelina Dejarlais Advocacy Committee Bernice Urbaniak, Chair

19. 19 Communications Committee Wendy Ma, Chair

20. 20 Development & Education Committee Request for Volunteers AAPS needs some volunteers who have an interest in assisting in developing improved professional development opportunities for members. Please contact Petra Ormsby, David Harvey or any Board member after the meeting.

21. 21 Treasurers Report Scott Wallace (and Shawn Swallow) 2004 – 05 Audited Financial Statements Motion to approve Reserve Funds 2005 – 06 Proposed Budget Motion to approve Appointment of Auditors for 2005 – 06 Motion to approve

22. 22 BudgetActualsFree Balance Revenues % Rec'd Total Revenues $686,039.00$571,303.34 $114,735.66 Expenses: % Spent Executive Board $7,000.00 $6,131.58 88%$868.42 General Meetings $6,000.00$8,637.13144%($2,637.13) Legal Costs $210,000.00 $79,560.52 38%$130,439.48 Consultants $110,244.00 $74,771.53 68%$35,472.47 Committee Costs $26,000.00 $15,556.24 60%$10,443.76 Scholarships & Bursaries $7,000.00 100%$0.00 Staff Salaries and Benefits $150,000.00$162,591.61108%($12,591.61) Administration $42,200.00 $35,727.74 85%$6,472.26 Insurance $13,000.00 $2,867.00 22%$10,133.00 Contingency $3,000.00$1,000.0033%$2,000.00 One time only Salary Continuance $48,500.00$50,250.95104%($1,750.95) Market Survey $51,750.00$48,333.6093%$3,416.40 Office move $0.00$11,453.42 ($11,453.42) Total Expenses $674,694.00$503,881.3275%$170,812.68 Surplus (Deficit) $11,345.00$67,422.02 04 – 05 Budget & Actual Figures

23. 23 Reserve Funds Legal Reserve$216,144 Dissolution Reserve$50,000 Equipment Reserve$29,333 Total Term Deposits:$295,477 Note: Legal Reserve should be $250,000 and should prudently allow for up to $100,000 per year of arbitration expenses

24. 24 Approval of 2004-05 Statements Motion to approve the audited financial statements as submitted: Be it resolved to approve the Associations 2004-05 audited financial statements as presented. Moved by Scott Wallace, Treasurer.

25. 25 Proposed Budget 2005-06 Revenues Dues @.54% of gross salary July/05-Jun/06$564,000.00 Interest from GIC's$10,917.71 Total Revenues$574,917.71 Expenses Board (Various Committees)$85,700.00 Administration $477,600.00 Arbitration $0.00 Total Expenses: $563,300.00 Surplus (Deficit)$11,617.71

26. 26 Approval of 2005-06 Budget Motion to approve the budget as submitted: Be it resolved to accept the Associations 2005-06 Budget as presented. Moved by Scott Wallace, Treasurer.

27. 27 Appointment of Auditors Motion to approve re-appointment of Goosen & Associates: Be it resolved to appoint the firm of Goosen and Associates C.G.A. as the Associations auditors for the 2005-06 fiscal year ending June 30, 2006. Moved by Scott Wallace, Treasurer.

28. 28 By-Law Changes Richard Moore, Board Secretary 1. Motion to move the budget to the Spring General Meeting 2. Motion to enable business to be conducted via e-mail in addition to campus mail

29. 29 Motion #1: Spring Budget Be it resolved to amend the Bylaws of the Association to move the presentation of the annual budget to the members at the Spring General Meeting by adding a new section to Article V which will become section 5 to read as follows: The Executive Board shall present the annual budget to the members at the Spring General Meeting immediately preceding the start of AAPS fiscal year.

30. 30 Motion #2: Communication Be it resolved to amend the Bylaws of the Association to enable e-mail correspondence as an additional medium for providing official notice to members by: a/ amending Article ll section 8 to read: Mail means either campus mail or e-mail; and b/ amending Article XVll to read: Except as otherwise provided, a notice required to be given by these By-Laws is duly given to a member if it is mailed in the Campus Mail or is sent electronically via e-mail.

31. 31 Board Elections Michael Shepard will chair this portion of the meeting.

32. 32 Slate of Candidates As at October 3, 2005 the following AAPS Members have agreed to being nominated for the following Executive Board Positions. TitleFull NameDepartment PresidentBarbara Crocker Student Financial Assist & Awards 1st Vice PresidentSusanne Schmiesing School of Rehabilitation Sciences 2nd Vice President George McLaughlinPlant Operations TreasurerScott WallaceEnrolment Services SecretaryNorm HodgesForest Sciences Member-at-LargeTina ChiaoFaculty of Arts Member-at-Large and Communications Chair Wendy Ma Sauder School of Business Member-at-LargeRichard MooreMain Library Member-at-LargeShawn SwallowStudent Services Member-at-Large and Advocacy Chair Bernice UrbaniakSchool of Human Kinetics

33. 33 Other Business Matters member wish to raise. Adjournment