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AAPS Annual General Meeting

October 25, 2005

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Agenda1.0 Call Meeting to order – 12:05pm2.0 Acceptance of Agenda3.0 Adoption of Minutes of last Annual General Meeting 4.0 President’s Report – Susanne Schmiesing for Barbara Crocker

4.1 Volunteer Recognition5.0 Executive Director Update – David Harvey

5.1 Salaries 50th Percentile Mediation5.2 Negotiations to Renew ACTE5.3 3-Year Plan

6.0 Committee Reports6.1 Advocacy Committee Report – Bernice Urbaniak6.2 Communications Committee – Wendy Ma6.3 Development & Education Committee – Request for

Volunteers7.0 Treasurer’s Report – Scott Wallace

7.1 Financial Statements 2004-2005 7.2 Reserve Funds7.3 Proposed Budget for 2005-20067.4 Appointment of Auditor for 2005-2006

8.0 By-Law Changes – Richard Moore9.0 Elections of Board for 2005/2006 – Michael Shepard10.0 Other Business

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Acceptance of the Agenda

Motion required: To adopt the agenda as presented.

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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.

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President’s Report

Susanne Schmiessing 1st VP on behalf of Barbara Crocker

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Volunteer Recognition

Barbara Crocker Belle Dale Wills Angelina Desjarlais Ian Doyle

Damian Duffy Anne-Marie Fenger Karen Fisher Bob Frampton

Norm Hodges Jim Jensen Carole Jolly Anne-Marie Long

Gord Lovegrove Debbie Lin Wendy Ma Justin Marples

Michelle McConnachie

Steve McConnachie George McLaughlin Merry Meredith

Clint Meyers Richard Moore Suzanne Moore Katy Player

Stephen Price Jean-Pierre Rondeau

Fernanda Santos Susanne Schmiesing

Bonnie Schoenberger Michael Shepard Sandra Shepard Chris Skipper

Randy Smith Julie Stitt Shawn Swallow Maria Trache

Lori Tuckwell Robert Tudhope Bernice Urbaniak Scott Wallace

Moya Waters Grace Wolkosky

AAPS would ask that the following people be recognized:

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Executive Director’s Report

1. Salaries Mediation Report2. Negotiations Update3. 3-Year Plan: Information Only

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50th 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

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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?

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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

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Three-year Plan: Service Needs

Advocacy Issues handling Legal contingency

Member Compensation Salaries Benefits Classifications

Communications Member Professional Development

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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

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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

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Three-year Plan: Dues Comparison

Organization Description DuesAAPS - UBC Association 0.54%

UBCFA - UBC Faculty Association (certified union) [2800 members, 6 staff, $1.2M budget]

0.54%

CUPE 2950 – UBC Staff union [1800 members, 3 local staff plus regional reps]

1.2%

FSA - BCIT Faculty & Staff Association (certified union) [600 members – 6.2 staff)

1.0%

FSA – UCFVUniversity College of the Fraser Valley

Faculty and Staff Association (certified union) [450 faculty, 300 staff]

1.5%

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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.

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Advocacy Committee Bernice Urbaniak, Chair

The Year In Review: 23 Resolved Issues 3 Grievances Filed 22 Active Files Arbitrations & Appeals (3)

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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

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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

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Communications CommitteeWendy Ma, Chair

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Development & EducationCommittee

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.

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Treasurer’s 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

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Budget Actuals Free 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 $8,637.13 144% ($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 $7,000.00 100% $0.00

Staff Salaries and Benefits

$150,000.00 $162,591.61 108% ($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 $1,000.00 33% $2,000.00

One time only        

Salary Continuance $48,500.00 $50,250.95 104% ($1,750.95)

Market Survey $51,750.00 $48,333.60 93% $3,416.40

Office move $0.00 $11,453.42   ($11,453.42)

Total Expenses $674,694.00 $503,881.32 75% $170,812.68

Surplus (Deficit) $11,345.00 $67,422.02    

04 – 05

Budget

&

Actual

Figures

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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

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Approval of 2004-05 Statements

Motion to approve the audited financial statements as submitted: Be it resolved to approve the

Association’s 2004-05 audited financial statements as presented.

Moved by Scott Wallace, Treasurer.

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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

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Approval of 2005-06 Budget

Motion to approve the budget as submitted: Be it resolved to accept the

Association’s 2005-06 Budget as presented.

Moved by Scott Wallace, Treasurer.

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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 Association’s auditors for the 2005-06 fiscal year ending June 30, 2006.

Moved by Scott Wallace, Treasurer.

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By-Law Changes

Richard Moore, Board Secretary1. Motion to move the budget to the

Spring General Meeting2. Motion to enable business to be

conducted via e-mail in addition to campus mail

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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.”

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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.”

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Board Elections

Michael Shepard will chair this portion of the meeting.

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Slate of Candidates

Title Full Name Department

President Barbara Crocker Student Financial Assist &

Awards

1st Vice President Susanne Schmiesing School of Rehabilitation

Sciences

2nd Vice President   George McLaughlin Plant Operations

Treasurer Scott Wallace Enrolment Services

Secretary Norm Hodges Forest Sciences

Member-at-Large Tina Chiao Faculty of Arts

Member-at-Large and Communications Chair

Wendy Ma Sauder School of

Business

Member-at-Large Richard Moore Main Library

Member-at-Large Shawn Swallow Student Services

Member-at-Large and Advocacy Chair

Bernice Urbaniak School of Human Kinetics

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Other Business

Matters member wish to raise. Adjournment