Dear AAPS Members:
This is your notice of the Spring General Meeting which will be held on Thursday, April 17, 2008 from noon to 2 pm in the Auditorium (Theatre) of the Student Union Building at the Point Grey Campus. (The most current version of the agenda can be found here.) The meeting will also be observable online by webcast (detailed instructions on how to access the webcast will be on our website under News Updates on April 7).
This meeting is open to AAPS members only. A bag lunch will be provided and due to the cost of catering, we are asking that members planning to attend please RSVP as soon as possible, by replying to this email. Thank you for your cooperation.
Spring General Meeting
Thursday, April 17, 2008
1200 – 1400
Student Union Building - Theatre (Point Grey Campus) & Webcast
Agenda
1. Call to Order
2. Approval of the Agenda
3. Address to the Members: President Stephen Toope
4. Approval of the Minutes of the Spring GM 2007 (Click here to see PDF)
5. President’s Report: Review of the Year & Accomplishments 2007–08
6. Executive Director’s Report: Where We Are and Where Are We Going?
7. Treasurer’s Report:
a. Year-to-date Financial Performance
b. Proposed Budget 2008/09 Overview (Click here to see spreadsheet)
c. Motion to Approve 2008/09 Budget (motion below)
8. Special Resolution – Proposed Bylaws Amendments To (motion below) :
a. Add the Chair of the Advocacy Committee to the Executive Board on an ex-Officio basis but without vote; and
b. Enable electronic voting for Executive Board positions
9. Question and Answer Session
10. Motion to Adjourn
Motions
Agenda Item 7.c.:
Motion to approve the 2008-2009 AAPS budget:
“Be it resolved that the 2008-2009 AAPS budget prepared by the Executive Board be approved as presented”.
Agenda Item 8:
ASSOCIATION OF ADMINISTRATIVE AND PROFESSIONAL STAFF
OF THE UNIVERSITY OF BRITISH COLUMBIA
BACKGROUND
The Executive Board is proposing two separate and distinct changes to our bylaws:
- That the Chair of the Advocacy Committee holds an ex-officio appointment to the Executive Board but without vote. (The person could hold a vote if s/he is elected to any of the other Executive Board positions. There is no intent to change the quorum requirement of voting members which is to remain at 5.); and
- That our Executive Board elections be able to be conducted electronically and on-line just prior to the Fall General Meeting. The purpose of this is to encourage participation in the election generally and to enfranchise those members who cannot attend the General Meeting in person. In addition electronic balloting greatly speeds the process of ballot counting and enhances the accuracy of the count. The intent of the Executive Board is to have a lengthy period during which nominations are open (a little over 2 months), followed by a 2 or 3-week period during which the election would be open on-line, ending the day prior to the Fall General Meeting and then to announce the results of the election at the Meeting.
Together these two changes require six (6) separate amendments to the Bylaws in order to enact them. They are presented below in order first dealing with the Chair of Advocacy and then the voting procedures.
SPECIAL RESOLUTION
RESOLVED AS A SPECIAL RESOLUTION THAT:
Article IV Section 1 of the Bylaws be amended by adding the words: “the Chair of the Advocacy Committee shall serve in ex-officio capacity but will not hold a vote on the Executive Board” so that the Bylaw will now read:
“The Executive Board shall consist of a President, a First Vice-President, a Second Vice-President, a Secretary, a Treasurer, the immediate Past President, the Chair of the Advocacy Committee and a maximum of six (6) Executive Members at Large. The Chair of the Advocacy Committee shall serve in ex-officio capacity but will not hold a vote on the Executive Board”
Article XII, Section 6 of the Bylaws be amended by adding the word “voting” so that the Bylaw will now read:
“Five voting members of the Executive Board constitutes a quorum. A decision or resolution of the majority of the Executive present and constituting a quorum is a decision or resolution of the Executive Board except where otherwise provided."
Article XII, Section 7 of the Bylaws be amended by adding the words “and the Chair of the Advocacy Committee” so that the Bylaw will now read:
“Each member of the Executive Board, except the President and the Chair of the Advocacy Committee, has one vote. If the votes of the Executive are equally divided, the President has the deciding vote.”
Article IV, Section 4(d) of the Bylaws be amended by adding the words: “by a method adopted by the Executive Board which may include electronic balloting” so that the Bylaw will now read:
“Voting in the elections shall be by secret ballot by a method adopted by the Executive Board which may include electronic balloting.”
Article IV, Section 3 of the Bylaws be amended by adding the words “except for the Immediate Past President and the Chair of the Advocacy Committee” and adding the words “or before” so that the Bylaw will now read:
“The Executive Board, except for the Immediate Past President and the Chair of the Advocacy Committee, shall be elected at or before the Annual General Meeting during the month of October and shall take office at the close of the meeting at which it is elected.”
Article IV, Section 4(a) of the Bylaws be amended by deleting Section 4(a) and replacing it with the following
“4(a) Nominations for the elected positions on the Executive Board must be submitted in writing to the Secretary no earlier than 90 calendar days prior to the date set for the Annual General Meeting and no later than 21 calendar days prior to that date.”
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AAPS Office
Gerald McGavin Building
Rm 312, 2386 East Mall
Campus Mail Zone 3
Ph 822-9025 Fx 822-4699
www.aaps.ubc.ca
