Annual General Meeting October 22, 2008

UBC Vancouver UBC Okanagan UBC Robson Square Hospital Sites Welcome

Acceptance of the Agenda Motion: To adopt the agenda as presented

1. Call to Order 2. Welcome (Quorum) 3. Acceptance of the Agenda 4. Guest Speaker, Mr. Tom Patch, AVP Equity 5. Approval of the Minutes of October 16, Presidents Report 7. Financial Issues a) Approval of Financial Statements as of June 30, 2008 year end b) Motion to transfer surplus into Reserve Funds c) Appointment of the Auditor 8. Committee Reports a) Advocacy b) Member Professional Development c) Communications 9. Special Resolution 10. Election of Officers 11. Adjournment Agenda

Guest Speaker Tom Patch Associate Vice President Equity Advocate Investigator Mediator Administrator Adjudicator Scholar Educator

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 16, 2007

Presidents Report: Bernice Urbaniak a) Year in Review b) Priorities Going Forward c) Recognition of Outgoing Board Members d) Volunteer Recognition

Year in Review Electronic Voting Income Replacement Plan (IRP) Disability Benefits Plan Salary Surveys Staff Pension Plan Professional Development Fund Bill 66 Arbitration Update HR Initiatives AAPS Staff Changes Volunteer Appreciation

Electronic Voting Adopted by special resolution at the 2008 Spring General Meeting Thank you to Daryl Stowe, Michael Shepard, Michael St. Claire, and to Christopher Eaton at Enrollment Services for organizing our first electronic election Results will be announced later by Michael Shepard, Nominations Committee Chair

IRP (Disability Benefits Plan) Committee: George McLaughlin Isabella Losinger Bernice Urbaniak Consultant: Kevin Jeffries, Pointbreak

Disability Benefits Plan Committee deliberations Governance Plan Design Information Sessions will be held in late 2008 and early 2009

SALARY SURVEYS Process began in January 2008 HR contracted with Mercer Sent to comparator organizations in September 2008 Final Report due in December 2008 Strategy to implement: Early 2009

Staff Pension Plan 79% of voting staff favoured changes proposed by the Pension Board 67% of voting staff favoured the 1.8% flat rate formula BOG approval expected in November Implementation likely July 1,

Professional Development Annual amount increased from $400 to $750 Effective date of increase is July 1, 2008 Submitted claims will be reviewed by ODL and claim amounts over $400 will be reimbursed up to $750

Bill 66 Arbitration Article 9.1.7: Notice Requirement: one month per year of service up to 24 months October 2002 Government Legislation reduced maximum to 18 months AAPS Filed Grievance AAPS Lost in Arbitration Appeal in Supreme Court of BC was lost Application to be heard by Appeals Court of BC: denied

HR INITIATIVES Business Process Review On-line Recruitment Focus on People Status Report end of November 2008 Exit and Entrance Surveys on Self Serve Website Workplace Culture Survey First for UBC February or March 2009 Based on University of Toronto Survey

AAPS Staff Changes Executive Director David Harvey has moved on from the position Board is working with staff and consultants for assistance with defining the role and with the hiring process Member Services Officer Karin Wills left in May 2008 Replacement hired in June 2008

Introducing…. Our New Member Services Officer Jasmin Harry

Volunteer Appreciation Outgoing Board Members Internal Committees External Committees Orientation Presenters

Outgoing Board Members George McLaughlin Jess Roebuck Anne-Marie Hague

ADVOCACY COMMITTEE Anne-Marie Fenger (Chair) Moya Waters (Vice Chair) Robert Tudhope Jess Roebuck (UBC-O) Merry Meredith Damian Duffy Nancy Hogan Daryl Stowe Heather Thompson (UBC-0) Bernice Urbaniak

COMMUNICATIONS Jason Congdon (Chair) Peter Godman Jamie Hall Wendy Ma Dominique Yupangco

PROFESSIONAL DEVELOPMENT Wendy Ma (Chair) Linda Bonamis Manpreet Dhillon Susanne Schmiesing Jenny Wong

ORIENTATION PRESENTERS Leisa Belanger Clint Meyers Chris Skipper Robert Tudhope

NOMINATIONS COMMITTEE Michael Shepard (Chair) Justin Marples Linda Rasmussen Shawn Swallow (UBC-O)

EXTERNAL COMMITTEES Return to Work Committee Bernice Urbaniak EFAP Committee Julie Stitt Health & Safety Committee Mary Grenier

STAFF Sharon Cory Petra Ormsby Jasmin Harry Michael St. Claire

Priorities for 2008/09 Define AAPS Staff and Board roles and hire Executive Director Secure New Office Space Lease expires September 30, 2009 Implement Disability Benefit Plan Achieve Market Salary Adjustments Prepare for Bargaining Agreement expires June 30, 2010

Financial Issues Report: Edward Hung, Treasurer a) Approval of Financial Statements as of June 30, 2008 year end b) Motion to transfer surplus into Reserve Funds c) Appointment of the Auditor

Revenue

Expenses

Motion #1: Approval of 2007/08 Audited Statements Motion to approve the audited financial statements as submitted: Be it resolved to approve the Associations audited financial statements as presented.

Reserve Fund

Motion #2: Transfers to Reserve Funds Be it resolved to transfer the operating surplus of $133,580 into reserve funds.

Motion #3: Appointment of Auditor for 2008 – 2009 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 fiscal year ending June 30, 2009.

Committee Reports Advocacy Member P.D. Communications

Advocacy Update: Anne-Marie Fenger Role of Committee Our Process Summary of Key Issues

Advocacy Update: Summary of Key Issues Terminations Without Cause Salary & Benefits Feedback & Assessment Reclassification & Classification Personal Harassment & Toxic Workplace

Member P.D. Update: Susanne Schmiesing Last Year: Keynote Speakers: 5 Lunchtime Learning: 11 Point Grey: 8 UBC-O: 2 VGH: 1 Workshops Project Management Phase 1 (3) Project Management Phase 2 (2) Microsoft Office Project (2) Process Mapping (20 Performance Management & Effective Feedback (1) Strategic Planning Tools for Teams (1)

Communications Update: Jason Congdon Annual Report 2008 (for 06/07 year) On the Radar 2007/08: 7 Issues Plans: Improve the AAPS Website Update Orientation Program Next Meeting in early December We always welcome new Volunteers

COMMUNICATIONS Jason Congdon (Chair) Peter Godman Jamie Hall Wendy Ma Dominique Yupangco

Special Resolution BACKGROUND Bylaw changes adopted at the 2008 Spring General Meeting changed the nomination period for Executive Board positions to no earlier than 90 days prior to the date set for the Annual General Meeting and no later than 21 calendar days prior to that date. This resolution ensures that notice of the Annual General Meeting provides ample time for the nomination process.

Motion: That Article V Section 1 of the Bylaws be amended by adding the sentence: The place and time of the Annual General Meeting shall be announced each year at the Spring General Meeting

Amended Article V Section 1: The Executive Board shall call two General Meetings each year, an Annual General Meeting to be held during the month of October and a General Meeting to be held in the month of April. These meetings shall be held at places and times determined by the Executive Board. The place and time of the Annual General Meeting shall be announced each year at the Spring General Meeting.

Election Results Michael Shepard will now announce the results of the election for the Executive Board

Elections By Acclamation: President: Bernice Urbaniak 1 st Vice President: Isabella Losinger 2 nd Vice President: Daryl Stowe Secretary: Jason Congdon Treasurer: Edward Hung

Candidates for Member-at-Large Kathy Bishop Justin Bonzo Elinor Delgatty Anne-Marie Fenger Julie Gemin Preeti Gill Linda Moore Karin More Colette Roche Dave Rowlands Jaqueline Smit Alex

Elected Members-at-Large Anne-Marie Fenger Dave Rowlands Jaqueline Smit Alex Justin Bonzo Colette Roche Preeti Gill

Questions & Comments

Motion to Adjourn …