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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 …
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