United Way Loaned Representative Opportunity

Hello AAPS Members,

In an effort to offer these opportunities to all employees, we've been asked to forward the below message to you.

* * * * * * * * * * * * * * *

Each year, two UBC Vancouver employees are 'loaned' to United Way to serve as an extension of United Way staff by acting as a full-time resource person to Employee Campaign Co-ordinators and committees at various workplaces around the Lower Mainland.

Each employee receives training for this job from United Way and works on the campaign from the end of August to mid-December. Once trained, one of the UBC employees would assist primarily on the UBC United Way Campaign and the other employee would be based at United Way of the Lower Mainland in Burnaby.

All full-time, continuing employees are eligible to apply for these positions. While on loan from UBC, the employees would continue to receive full pay and benefits, but will be relieved of their regular job responsibilities for the duration.

These positions offer a wonderful opportunity to learn some new skills and training while working on a very worthwhile fund-raising campaign.

If you are interested in learning more about this personal and professional development opportunity, do one or more of the following:

1. Check out the Loaned Rep posting, which is on the UBC Human Resources job postings website and submit your resume.
   
2. Go to the United Way of the Lower Mainland website:
   http://www.uwlm.ca/Campaign/Loaned+Representatives/default.htm
   
3. Go to: www.unitedway.ubc.ca

CONTACT:
Eilis Courtney (Loaned Rep 1991)
Senior Volunteer, UBC United Way Campaign
Director, UBC Ceremonies Office
Phone: 604-822-6192
eilis.courtney@ubc.ca

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AAPS Members: Clarification of On The Radar Article

Dear AAPS Members:

It has been brought to my attention that in Tuesday’s edition of On the Radar an article of which I was the sole author has been the cause of concern to some people including members of our Executive Board. The article in question dealt with a recent arbitration decision.

The specific concerns that have been brought to my attention are:

• where the article is in part editorial that some of the language used was intemperate; and
• that the opinions expressed inclusively using “we” would be construed as being the opinions of the AAPS Executive Board rather than as my personal opinions.

I would like to take this opportunity to clarify that I was the sole author of the article and any editorial opinions expressed in it are mine alone. At the same time I would like to apologize to anyone who may have been offended by the tone of the article. AAPS has always done its best to work collaboratively to resolve issues and will continue to do so on this and other matters in future.

Regards
David

David Harvey, B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS Spring General Meeting w/ Stephen Toope Address - April 17, 2008

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:

1. 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
2. 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.”

____________________

AAPS Office
Gerald McGavin Building
Rm 312, 2386 East Mall
Campus Mail Zone 3
Ph 822-9025 Fx 822-4699
www.aaps.ubc.ca

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AAPS Members: Still Time & Still Money - Use Your Individual PD Funds

Dear AAPS Members:

There is still time this year (up to June 30th) to use your individual PD funds AND there is money left in the fund. We would like to urge you to consider your learning needs and to remember to apply for support for your professional development from the individual PD funds. You will find the application form and guidelines on our website at: www.aaps.ubc.ca . On the website, in the blue bar on the left-hand side, move the cursor over “Professional Development” which will allow you to select the form or guidelines as necessary.

Please note that this year the per member allocation was increased from $250 to $400 for each year. The new PD year commences July 1st at which time you can reapply for a further $400.

If you have any general questions about the fund or PD opportunities please call Karin Wills in the AAPS office at 604-822-1935.

Regards
David

David Harvey , B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS Salary Matrix - most current for your ACTE booklet

Dear AAPS Member,

From time to time, as changes occur to classifications or job families, there will be updates to date the Salary Matrix in our Collective Agreement. Please go to our website via this link and you will find instructions on how to insert the most current Salary matrix into your ACTE booklet for easy reference.

Thanks,

David

David Harvey , B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS PD Event: Wills & Estate Planning

Dear AAPS Member,

Please join us for this free event facilitated by John Meyer and Linda Dear of Vancity. This one hour session will include:

• Key Documents
• Wills & Trusts
• Enduring Power of Attorney
• Medical Representation Agreement
• Appointing a Co-Executor
• Duties of an Executor/Trustee
• Executor Fees
• Estate Planning Strategies
• Planned Giving
• Question Period

Who should attend? Anyone with questions about Wills and Estates Planning will find this seminar topic of interest.

Details:

• When: Thursday, November 15, 2007
• Time: Noon – 1:00 PM
• Location: Leonard S. Klinck 6356 Agriculture Road, Room 200

Please enjoy your lunch before or after the session as food and beverages are not allowed in the room.

If you will be attending, please RSVP by replying to this email.

Thank you,

Karin

Karin Wills
Member Services Officer-Professional Development
Association of Administrative and Professional Staff - UBC (AAPS)
Room 312-2386 East Mall
Vancouver BC V6T 1Z3

Telephone: (604) 822-1935
Fax : (604) 822-4699
email: karin.wills@ubc.ca
www.aaps.ubc.ca

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AAPS AGM Notice of Meeting

Dear AAPS Members:

Notice of Meeting

This is your notice of the AAPS Annual General Meeting which will be held on Tuesday, October 16, 2007 from 12:00 to 14:00. The meeting is being held in the Student Union Building Auditorium (SUB Theatre) on the Point Grey Campus.

Meeting Agenda

The Agenda is provided below and is also posted on the AAPS website at: http://www.aaps.ubc.ca/events_gm_10-16-07.html#Agenda .

Audited Financial Statements

Members will be asked to approve our year-end statements at the AGM. Here are the 2006/2007 audited financial statements.

Elections & Candidate Statements

At the time of this notice we do not have a full slate of candidates for the Executive Board. Each candidate will be asked to supply a candidate statement which we will post on our website. We will email you when they are up on the website.

Webcast

We are once again broadcasting the meeting online. The webcast will enable any AAPS member to observe the event on their computer anywhere in the world but you will not be able to vote from your computer. The AAPS constitution currently requires secret ballot voting which webcasting does not provide for.

Voting Opportunity for Members not at the Point Grey Location

AAPS has nearly 500 members in the hospital sites, downtown and at UBC-O. In order to enable these members to participate as fully as possible in the AGM we will be setting up rooms at the four biggest sites where members can gather to both observe the webcast AND to vote. We will have returning officers in each of those rooms to receive and count ballots should an election of AAPS Executive Board Members be necessary.

If you wish to vote you must attend at one of : the main meeting (SUB Theatre) or the 4 satellite sites. The rooms are as follows:

Location:	Building/Room:	Address:
Point Grey Campus	Student Union Bldg. – Auditorium (SUB - Theatre)	6138 Student Union Blvd. Vancouver, BC
Children & Women’s Hospital	TBA	950 West 28th Vancouver, BC
Okanagan Campus	TBA	3333 University Way, Kelowna, BC
St. Paul’s Hospital	James Hogg iCAPTURE Centre – Rm 165	1081 Burrard Street Go to the iCAPTURE reception Room # 166 on the main floor of the hospital and the room is there.
Vancouver General Hospital & Area	Diamond Centre – Video Conferencing Room 2263	2775 Laurel Street

For catering considerations, please RSVP by replying to this email with the location you will be attending. (Only those RSVP'ing for C&W Hospital or the Okanagan Campus will eventually be emailed the Bldg./Rm information.)

While the webcasting and the voting stations are an improvement in bringing in the AGM to all members, they are as yet not fully interactive. We hope to be able to improve on that with time and technology and we ask your forbearance in the interim.

AAPS Annual General Meeting
Tuesday, October 16, 2007
1200 to 14:00
SUB Theatre & Other Sites via Web-cast

Agenda

1. Call to Order 12:05
2. Acceptance of the Agenda
3. Approval of the Minutes of October 17, 2006
4. President’s Report
   1. Welcome to those here and on the Web-cast
   2. Recognition of Outgoing Executive Board Members
   3. Volunteer Recognition
   4. Year in Review
   5. Appointment of Permanent Executive Director
5. Executive Director’s Report
   1. Priorities for the Coming Year
   2. Welcome new Member Services Officer: Karin Wills
   3. Financial Update (First quarter to Sept. 30, 2007)
6. Financial Issues
   1. Approval of Financial Statements as of
      June 30, 2007 year end.
   2. Motion to transfer surplus into Reserve Funds.
   3. Appointment of the Auditor
7. Committee Reports
   1. Advocacy
   2. Member Professional Development
   3. Communications
8. Election of Officers for the Coming Year
9. Adjournment

Barbara Crocker,
President

Note: Additions to the agenda may be made in writing by any ten members in good standing

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AAPS New Advocacy Representatives at UBC-O

Dear AAPS Members in Kelowna:

We are very pleased to announce that AAPS now has 4 newly-appointed Advocacy Representatives at the Kelowna Campus. They are:

• Nythalah Baker 7-9206
• Anne-Mari Hague 7-8525
• Jess Roebuck 7-9263
• Heather Thomson 7-9239

These individuals bring a strong variety of skills, backgrounds and experience to the work.

The role of the Advocacy Representatives is to assist members in resolving workplace problems and to act as the voice of members when dealing with such issues. AAPS members may contact an Advocacy Rep on a confidential basis whenever necessary. The Reps are supported by and have been trained by the professional staff in the AAPS office.

Please join us in welcoming these four representatives to the Advocacy Committee and don’t hesitate to contact one of them should you need assistance.

Best regards,

David

David Harvey, B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS Executive Board - First Call for Nominations

Dear AAPS Members:

This is the first call for nominations to the AAPS Executive Board. Elections to the AAPS Executive Board are held each year at our Fall Annual General Meeting in October. The Executive Board is elected by the members of the Association to set the policy and oversee the operation of the Association. In recent years with the hiring of professional staff in the AAPS office Executive Board members have been relieved of most of the administrative functions that previously required much of their time. This has enabled the Executive Board to address policy and oversight issues without requiring an enormous time investment.

All members are encouraged to consider running for the Executive Board if they have the time and interest in doing so. The time commitment is generally one business meeting of approximately 2 hours every 4 weeks and interspersed are a smaller number of 2 hour planning meetings. We usually hold a 1-day retreat in November and a half-day retreat in the spring. From time to time Executive Board members may also undertake sub-committee work on particular issues as time and interest are available.

If you would like information about the role of Executive Board members generally we invite you to connect with any of the current Executive Board members. For information on the elections process or submitting yours or another members nomination please contact either the AAPS office at 822-9025 (or aaps@interchange.ubc.ca) or contact the Chair of the Nominations Committee who is Michael Shepard at 822-6290 or michael.shepard@ubc.ca.

Best regards,

David

David Harvey, B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS Member Notice - Posting of AAPS Staff Vacancy

Dear AAPS Members:

We are writing to provide you with notice of the following information:

At the Spring General Meeting the AAPS membership approved the 2007/08 budget which provided for a new staff position in the AAPS office. That position (Member Services Officer – PD and Communications) is now being advertised externally and will be posted on the UBC postings. Here is the full job posting.

Any members who may be interested in applying for this position should submit their application on-line to: aaps@interchange.ubc.ca attention: David Harvey, Executive Director.

Best regards,

David.

David Harvey, B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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Modifications to the AAPS Collective Agreement: Classification Matrix & Salary Grids - Please Print and Paste Into Your Booklet

Information can be found here.

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AAPS Presents Carla Rieger speaking on the Power of Laughter: Managing Change with a Sense of Humor

Dear AAPS Member,

We are pleased to offer you two chances to hear the highly recommended and always popular Carla Rieger speak on the Power of Laughter: Managing Change with a Sense of Humor

Date: Monday June 25th, 2007
Time: 9:00am – 10:30am
Location: Point Grey Campus
Bldg.: Wesbrook Rm 100
Address: 6174 University Boulevard (location map)

Or

Date: Monday June 25th, 2007
Time: 12:00pm – 1:30pm
Location: Point Grey Campus
Bldg: Wesbrook Rm 100
Address: 6174 University Boulevard (location map)

This is a free event for AAPS members only. Please take this opportunity to get out of your office, meet with other members and enjoy Carla’s spirited presentation. She will have you laughing and feeling good as well as sending you away with ideas on how to incorporate laughter into your daily life at UBC and at home.

Details on the Speaker and her Presentation

CARLA RIEGER is an expert on the artistry of change. She uses proven secrets from the world of performing arts to help your organization becoming a leader of innovation. She has been a professional speaker, trainer, facilitator, comedy improviser, and performance storyteller since the mid-80’s. She has been the director of YES Education Systems, a creative communications and innovation consulting firm since 1991. Carla has written three critically acclaimed manuals, The Power of Laughter, Speaking on the Funny Side of the Brain and The Heart of Presenting, in addition to many articles in many trade journals and magazines. She has taught thousands to unlock the funny side of their brains, and to mine negativity both within and without for the key to innovative solutions. Her work has been featured on radio, TV and in magazines. She founded several theatre groups including Mad Cow Productions, the Vancouver Playback Theatre troupe and Mythic Café from which she wrote, produced and performed a one-woman show, Dancing Between Worlds.

The Power of Laughter: Managing Change with a Sense of Humor

At the height of laughter, the universe is flung into a kaleidoscope of new possibilities. - Jean Houston

Is your working environment too serious? Has overwhelming change made the Grump-O-Meter go up? Are people at work afflicted with AADS (Acquired Amusement Deficiency Syndrome)? Constructive fun at work contributes to employee engagement, customer loyalty and improved productivity. It activates your ability to successfully navigate the white water of constant change. During this practical, entertaining and inspiring presentation, your group will discover how fun can:

• build rapport
• manage stress
• improve innovative thinking
• increase energy and productivity
• enhance daily enjoyment of work
• make your workplace more attractive to top employees

Experience the joy of laughing and playing together, a celebration of people and life.

If you are planning to attend, please reply to this email with either morning or noon, so we have an idea on how many will attend each session.

Brought to you by the AAPS Professional Development Committee

_____________________________________________

Association of Administrative and Professional Staff (AAPS)
University of British Columbia
Gerald McGavin Building
Rm 312, 2386 East Mall
Campus Mail Zone 3
Ph 822-9025 Fx 822-4699
www.aaps.ubc.ca

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AAPS 2007 Annual Report Coming to Your In-basket This Week

Dear AAPS Members:

I am really pleased to announce that this year’s edition of the AAPS Annual Report will be coming to your in basket via interoffice mail in the next few days. Many thanks to our editor Petra Ormsby, the members of the Communications Committee, our Executive Board and other AAPS members who made contributions, the rest of the AAPS office staff and the folks at Mediaworks for their great work. This is only the second annual report we have published and it follows on last year’s inaugural edition. We hope you find this version to be a significant improvement on last year with lots of useful information presented with colour and clarity.

We welcome your feedback on the Annual Report so please contact Petra at 822-9025 (or petra.ormsby@ubc.ca) if you have ideas or suggestions as to how we might improve this publication in future years.

Best regards,

David

David Harvey, B.Comm., M.Ed., CHRP
Executive Director, AAPS - UBC
Association of Administrative and Professional Staff
604-822-8230 www.aaps.ubc.ca

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AAPS Spring General Meeting Notice April 26, 2007 12:00pm-2:00pm

Dear AAPS Members:

This is your notice of the Spring General Meeting which will be held on Thursday, April 26, 2007 from noon to 2 pm in the Auditorium (Theatre) of the Student Union Building. 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 16).

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 RSVP as soon as possible, by replying to this email. Thank you for your cooperation.

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Spring General Meeting
Thursday, April 26, 2007
1200 – 1400
SUB Theatre & Webcast

Agenda

1. Call to Order

2. Approval of the Agenda

3. Approval of the Minutes of the Spring GM 2006

4. President’s Report: Review of the Year & Accomplishments 2006 – 07

5. Executive Director’s Report: Looking Ahead 3-Year Plan 2007 – 10

6. Treasurer’s Report:

a. Year-to-date Financial Performance

b. Budget 2007/08 Overview

c. Motion to Approve 2007/08 Budget (motion below)

7. 1% Benefits Fund - Make Change Permanent (motion below): George McLaughlin

8. Advocacy Report: Bernice Urbaniak & Anne-Marie Fenger

9. Member Professional Development Committee Report: Jason Congdon

10. Communications Committee Report: Wendy Ma

11. Volunteer Recognition & Request for Executive Board Nominees: Barbara Crocker

12. Question and Answer Session

13. Motion to Adjourn

Motions

Agenda Item 6.c.:

Motion to approve the 2007-2008 AAPS budget:

“Be it resolved that the 2007-2008 AAPS budget prepared by the Executive Board be approved as presented”.

Agenda Item 7:

Motion to make permanent changes in the 1% benefits fund:

“Whereas:

1. The 1% benefits fund was created to make improvements in the benefits provided to members; and

2. AAPS was notified in the fall of 2006 that the fund was in deficit position and that changes needed to be made to decrease the cost of the benefits improvements provided; and

3. The AAPS Executive Board made an interim decision in the fall of 2006 to cease the payment of ¼ of the MSP premiums out of the fund subject to member approval at this meeting; and

4. Ceasing payment of ¼ of the MSP premiums was the only change possible in the fund that spread the impact of change across the majority of the membership; and

5. Ceasing payment of ¼ of the MSP premiums should stabilize the fund for several years into the future;

Therefore be it resolved that the members of AAPS confirm and make permanent the ceasing of the payment of ¼ of the MSP premiums out of the 1% benefits fund.”

Note: Here are the videos from that meeting.

____________________

AAPS Office
Gerald McGavin Building
Rm 312, 2386 East Mall
Campus Mail Zone 3
Ph 822-9025
Fx 822-4699
www.aaps.ubc.ca

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