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transcript
Annual General Meeting
October 22, 2008
UBC VancouverUBC OkanaganUBC Robson SquareHospital 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, 2007
6. President’s Report
7. Financial Issuesa) 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 Reportsa) 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 AGMTo accept the minutes of the last fall annual
general meeting of October 16, 2007
President’s 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 McLaughlinIsabella LosingerBernice Urbaniak
Consultant: Kevin Jeffries, Pointbreak
Disability Benefits Plan
Committee deliberationsGovernancePlan 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, 2009 http://www.pensions.ubc.ca/staff/
Professional Development
Annual amount increased from $400 to $750
Effective date of increase is July 1, 2008Submitted 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 http://www.focusonpeople.ubc.ca/
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
ORIENTATIONPRESENTERS 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 CommitteeBernice Urbaniak
EFAP CommitteeJulie Stitt
Health & Safety CommitteeMary 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
Revenue
Expenses
Motion #1: Approval of2007/08 Audited Statements Motion to approve the audited financial
statements as submitted:Be it resolved to approve the Association’s
2007-08 audited financial statements as presented.
Reserve Fund
Motion #2: Transfers toReserve Funds
“Be it resolved to transfer the 2007-2008 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 Association’s auditors for the 2008-09 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 WebsiteUpdate Orientation ProgramNext 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 Urbaniak1st Vice President: Isabella Losinger2nd Vice President: Daryl StoweSecretary: Jason CongdonTreasurer: 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 …