October 28,2009

ANNUAL GENERAL MEETING

UBC Vancouver UBC Okanagan Robson Square Hospital Sites

Webcast

Welcome

Acceptance of the Agenda

Motion: To adopt the agenda as presented.

1. Call to Order 2. Welcome (Quorum)3. Acceptance of the Agenda4. Guest Speaker, Pierre Ouillet, Vice President Finance,

Resources and Operations5. Approval of the Minutes of October 22,20086. President’s Report7. Executive Director’s Report8. Financial Issues

a) Approval of Financial Statements as of June 30, 2009 year end.

b) Motion to transfer surplus into Reserve Funds.c) Motion to effect a one-month dues holidayd) Appointment of the Auditor

9. Committee Reportsa) Advocacyb) Member Professional Developmentc) Communications

10. Board Election Results11. Adjournment

Agenda

Guest Speaker

PIERRE OUILLET

Vice President Finance, Resources & Operations

Questions/Comments

e-mail: aaps@interchange.ubc.ca

Adoption of the Minutes

Motion to adopt the minutes of the last Annual General Meeting of October 22, 2008.

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

New Executive Director

Electronic Voting IRP (Disability Benefits

Plan) Market Salary

Adjustment Staff Pension Plan HR Initiatives Volunteer Appreciation

Staff Changes

Michael Conlon, Executive Director

Electronic Voting

Adopted by special resolution at the 2008 Spring General Meeting

First electronic election conducted before October 2008 AGM

Results of this year’s election will be announced later by Michael Shepard, Nominations Committee Chair

IRP (Disability Benefit Plan)

Committee: George McLaughlin Isabella Losinger Bernice Urbaniak

Consultant: Kevin Jeffries, Pointbreak

Disability Benefit Plan

Committee deliberations Governance Plan Design

Progress to Date Information Sessions will be held

this fall; dates to be announced

Market Salary Implementation

Process began in January 2008 Report Received in January 2009 UBC proposal brought job families

and levels to within 5% of comparator market

End Result: 5.6M in salary adjustments

Implemented in August 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

Implemented July 2009 http://www.pensions.ubc.ca/staff/

HR INITIATIVES

Business Process Review On-line Recruitment now implemented Training and roll-out to be complete by Dec 2009

Focus on People http://www.focusonpeople.ubc.ca/ Respectful Workplace Environment Statement Managing at UBC (Training for new supervisors) Further initiatives to be announced

Culture Survey Analysis now being finalized

Volunteer Appreciation

Outgoing Board Members Internal Committees External Committees Orientation Presenters

Outgoing Board Members

David Rowlands Jason Congdon Anne-Marie Hague

ADVOCACY COMMITTEE

Anne-Marie Fenger (Chair) Moya Waters (Vice Chair) Damian Duffy Nancy Hogan Merry Meredith Daryl Stowe Robert Tudhope Bernice Urbaniak

COMMUNICATIONS

Preeti Gill (Co Chair) Jamie Hall (Co Chair) Wendy Ma Dominique Yupangco

PROFESSIONAL DEVELOPMENT

Wendy Ma (Chair) Linda Bonamis Justin Bonzo Julie Gemin (UBCO)

Susanne Schmiesing Jenny Wong

ORIENTATIONPRESENTERS

Clint Meyers Patty Parker Chris Skipper Robert Tudhope

NOMINATIONS COMMITTEE

Michael Shepard (Chair) George McLaughlin Linda Rasmussen (VGH)

Shawn Swallow (UBCO)

EXTERNAL COMMITTEES

Return to Work Committee Bernice Urbaniak

EFAP Committee Sharon Cory (acting)

Health & Safety Committee: Mary Grenier

STAFF

Michael Conlon Sharon Cory Petra Ormsby Jasmin Harry Michael St. Claire

Priorities for 2009/10

Define AAPS Staff and Board roles Target November 2009

Implement Disability Benefit Plan Target early 2010

Prepare for Bargaining Agreement expires June 30, 2010

Executive Director’s Report

Introduction Report on Collective

Bargaining Preparation Strategic Challenges in the

Year Ahead

Financial Issues Report: Edward Hung, Treasurer

a) Approval of Financial Statements as of June 30, 2009 year end.

b) Motion to transfer surplus into Reserve Funds.

c) Motion to affect a dues holidayd) Appointment of the Auditor

Revenue

Motion #1: Approval of2008/09 Audited Statements

Be it resolved to approve the Association’s 2008-09 audited financial statements as presented.

Motion #2: Transfers toReserve Funds

“Be it resolved to transfer the 2008-2009 operating surplus of $259,138 into reserve funds.”

Motion #3: Dues Holiday

Be it resolved that membership dues be waived for the pay periods ending January 15 and January 31 2010.

Motion #4: Appointment of Auditor for 2009 – 2010

“Be it resolved to appoint the firm of Goosen and Associates C.G.A. as the Association’s auditors for the 2009-10 fiscal year ending June 30, 2010.”

Standing Committees

• Advocacy

• Member P.D.

• Communications

Advocacy Update:Our Process

Fair but firm advocacy for our members.

Work with departments towards effective resolutions.

Build relationships with HR.

Member P.D. Update:Wendy Ma

Last Year: Speakers: 4

Brain Boosting Secrets with Terry Smalls (320) Take Positive Control of the Future with Cheryl Cran (250)

Lunchtime Learning: 5 Buying Your First Home with TD Bank and CHMC (70) In Charge of Change with Nisha Khare (100) Tax Tips with Dayna Holland (143)

Workshops: 16 Project Management Phase 1 (125) Project Management Phase 2 (50) Process Mapping (75) Performance Management & Effective Feedback (75) Strategic Planning Tools for Teams (75)

Communications Update:Preeti Gill

Annual Report 2009 (for 08/09 year) On the Radar

2008/09: 4 Issues Plans:

Improve the AAPS website Update orientation program

Questions & Comments

Election Results

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

Elections

By Acclamation: President: Isabella Losinger 1st Vice President: Daryl Stowe 2nd Vice President: Justin Bonzo Secretary: Robert Tudhope Treasurer: Edward Hung

Candidates for Member-at-Large

Tracy Bains Rick Byers Anne-Marie Fenger Barb Fraser Preeti Gill Stuart Mah Colette Roche Jacqueline Smit Nancy Vered

Elected Members-at-Large

Anne-Marie Fenger Preeti Gill Jacqueline Smit Rick Byers Colette Roche Stuart Mah

Motion to Adjourn …