Annual General MeetingApril 27, 2017

Confirmation of Meeting Notice

At least fourteen (14) days' notice has been given to members of the Association by the Executive Committee prior to the General Meeting of the Association.

Quorum of membership

Under our Bylaws, a quorum for membership meetings is thirty (30) members. We have well over thirty members present; therefore this meeting is duly convened.

FSA Executive Committee

Sean Parkinson, President

Christina Neigel, Faculty VP

Connie Cyrull, Staff VP

Kim Nickel, Faculty Contract Administrator

Laura Chomiak, Staff Contract Administrator

Michael Maschek, Secretary-Treasurer

Colleen Bell, Chief Negotiator

Lisa Morry, Communications Chair

Sven van de Wetering, Agreements Chair

Gayle Noel, JCAC Co-Chair

Vicki Bolan, JPDC Co-Chair

Noham Weinberg, OH&S Co-Chair

Sheila McKay, Social Committee Chair

Teresa Piper, FPSE Status of Women

Kulwant Gill, FPSE Human Rights

Mike Solyom, FPSE Non-Regular Employees

Welcome to our guests

George Davison, PresidentFederation of Post-Secondary Educators

Terri Van Steinberg, Secretary-TreasurerFederation of Post-Secondary Educators

Lesley Burke-O’Flynn, Staff RepresentativeFederation of Post-Secondary Educators

Agenda1. Call to order 2:30 pm

2. Approval of the Agenda 2:30 pm

3. Approval of Minutes: AGM, 2016 2:35 pm

4. Annual Reports 2:40 pm

5. Presentations:(Strategic Plan, Records Management, Review, 30 Drops) 2:45 pm

6. Proposed Budget 2017-2018 3:15 pm

7. Nominations for FSA Executive 2017-2018 3:40 pm

8. Presentations by those nominated for election 3:55 pm

9. New business 4:15 pm

10. Adjournment 4:30 pm

Refreshments to follow at Finnegan’s Restaurant.

Motion to approve the Agenda

Motion to accept the Minutes

Motion to receive the Annual Reports

Presentations

1. Strategic Plan

2. Records Management

3. FSA Review

4. 30 Drops Out of the Bucket Contest

Proposed Strategic Plan

“A goal without aplan is just

a wish.”Antoine de Saint-Exupery

(1900-1944)

Mission

The Mission of the Faculty and Staff Association is to promote and protect the welfare and professional interests

of the association membership.

Core Values

We measure our success by the improvements for those members who are most vulnerable. We will protect the rights of

our members and the integrity of our collective agreement.

Core Values

• Accountability• Collegiality• Consensus Building• Diversity and Inclusiveness• Due Process and Natural

Justice• Engagement

• Equity• Fair Process• Integrity• Respect for Democracy• Respect for Members’

Autonomy• Transparency

Vision to 2021

Focus on relationships:

• Between/among members (including FSA leadership)

• With the employer

Three Strategic Areas

• Member Engagement

• Labour/Management & Governance

• FSA Operations

Next Steps

• Conduct audit of collective agreement for…• Equity• Policy conflicts• Consistency

• Develop bargaining strategy; present to members ahead of 2019 bargaining

MOTION: To adopt the proposed 2016-2021 FSA Strategic Plan.

RECORDS MANAGEMENT AT THE FSAFROM HAPHAZARD TO STREAMLINED

PATRICK MILLER

THE OBJECTIVES

• To develop a records management process, using electronic records management software

• To set up the software as well as establish scanning and data entry procedures.

• Begin entering Documents into the system

OFFICE SPACE• Increased Record Security through stages:

• Step one: No confidential or sensitive documentation is left unattended. All computers are locked when not in use

• Step two: All cabinetry is locked when not in use. A new key lock box was installed to ensure all keys are housed in a safe central location

• Step three: Office door locks re-keyed. Only immediate office staff have keys

• Step four: Working with Campus security to have a security audit conducted

NEW PROCEDURES

• Grievance Summary Sheet• Collects important information about a case:

individuals involved, resolutions, etc

• File Naming Convention• A logical system that creates uniformity in file

names, facilitates document retrieval and storage

• Document Sign Out Sheet• Helps keep control of who has what files in

their possessions and when they took possession of them

• Proper organization of Case file folders

• Proper organization of filing cabinets

COLLECTIONS

• Words & Vision Publications from Vol 1.-

• Collective Agreements, 1978-

• Executive Agendas and Minutes, from 2010-

• EGM, 2010-

• AGM files, from 2001-

• Certification documents

• And more

LASERFICHE

• Laserfiche is a document management software that allows for efficient document location, searching, archiving, and transparency

• Developed file hierarchy structure for Laserfiche storage

• Office staff underwent basic Laserfiche training

• Instruction manual is being created

• To date, close to 1500 files have been transferred to Laserfiche, totalling over 12000 pages that are almost entirely searchable

GOING FORWARD

• Carry-on digitizing efforts of all necessary documents for the Laserfiche Repository

• Incorporate Laserfiche into daily workflows

• Fine tune practices and procedures for record interaction and collection

WORDS & VISION ON INTERNET ARCHIVE

THANK YOU FOR YOUR TIME

PLEASE CONTACT ME IF YOU HAVE QUESTIONS

• Formation of Review Committee• Develop Scope Questions• Data Collection:

• FSA Financial Records• Policies• Job Descriptions• UFV Factbook Data• UFV Employee Information• FPSE President’s Survey• Stewards• FSA Executive Survey• FSA Membership Survey• Historical documents including

Words & Vision• Analysis• Self Study – Final Report

• Post-Secondary Education context• FSA context• Recommendations.PR

OCE

SS

FSA Review

Year FSAMembers

2007-2008 733

2008-2009 800

2009-2010 848

2010-2011 1001

2011-2012 1012

2012-2013 1039

2013-2014 1030

2014-2015 1000

2015-2016 999

Examples of Things to Consider:

Comparison of Employee and Student Populations

What can this tell us about our workplace and how it is changing?

Year Student Headcount (Domestic)

Student FTE (Domestic)

Student Headcount (International)

Chandigarh Headcount(International)

2007-2008 12581 5729 689 ?2008-2009 13348 6174 787 592009-2010 14392 6688 845 652010-2011 14550 7314 925 502011-2012 14200 7405 903 732012-2013 13780 7276 887 892013-2014 13399 7224 918 912014-2015 13269 7140 1036 1312015-2016 12873 7157 1105 243

How do our evolving collective agreements inform our work?

Example: 2007 – 2010 Agreement does NOT include any language about scholarship and service work in article 18.

2010-2012 is the introduction to specific faculty duties relating to service and scholarship as part of article 18 with no reductions to classroom teaching contact hours and other teaching obligations.

How does the changing workplace inform the FSA’s work and its organization?FSA Membership Survey Clues:

When asked about working conditions, there is a notable difference in what Staff, Type A and Faculty B had to say. For example:

58% (56/96) of Faculty B feel their working conditions are deteriorating27% (34/128) of Staff, Type A feel their working conditions are deteriorating

When asked 31% (71/232)of respondents highlighted workload as an issue.

44% of survey Respondents (123 out of 278) indicated they experienced a workplace injustice.

Looking at the survey:

Of those who suffered a workplace injustice, 54% (60 out of 112) did not have their matter resolved.

• 36% (20 out of 56) blamed the FSA for lack of support.

• 35% of respondents don’t know where the FSA office is located.

• 54% of respondents can name only 0-4 members of the FSA Executive

These samples indicate that the FSA has some important work to do, including educating members on what the FSA is able to do, improving processes to support members and cultivate better working relationships among members.

Does the FSA meet the needs of members?

Annual ReportSecretary-Treasurer

2017 FSA Annual General MeetingApril 27, 2017

Michael Maschek

Review Engagement Report 2015-2016

Motion: to receive the Review Engagement Report for 2015-2016, which has been independently reviewed by Hanna Barton & Company.

• Report contained on page 29 of the AGM package.

• According to the FSA Financial Position Report, the net worth of the Association at the end of March 31, 2016 was $697,962 (listed as the “unrestricted net assets”), up from $663,145 in 2015 and $600,834 in 2014.

• Based on their review, nothing in our 2015-2016 financial statements conflicts with Canadian accounting standards for private enterprises.

2016-2017 Secretary-Treasurer Report

• See written report contained on page 16 of the AGM package.

2017-2018 Proposed Budget

Motion: to approve the salary top-up to step one of the faculty scale for the staff contract administrator in the 2017-2018 executive compensation budget.

Q22 Should the FSA membership be consulted regarding the provision of extra compensation for FSA executive members?

Yes82%

No8%

No Opinion10%

RESPONSES

Q19 When working for the FSA, members receive remuneration similar to what they would have received had they continued in the regular position at UFV from with they are released.

Agree with this practice

83%

Don't agree with this practice

5%

No opinion12%

RESPONSES

FSA Compensation Policy (Under Review)Executive compensation is based on the principle of replacement:

• A members pay is determined by what the member would be making at the time in his or her regular UFV position.

• Members continue to be paid by UFV. Line items in our executive release budget reflect the cost of replacement.

We have added a “top-up” of both pay and vacation to the replacement principle.• Fully released executive members are compensated at least at step 1 of the

faculty scale.

FSA Compensation Policy (History)

This practice has never been approved by membership.

• Our current compensation policy was replaced by a newer one by the executive (April 2014).

• Seven months later (November 2014), the executive rescinded this proposal, but the motion did not replace the compensation policy with anything explicitly.

FSA Compensation Policy (Under Review)

It is expected that following the conclusion of the FSA structure review, a compensation policy may be created and brought to membership for consideration.

In the meantime, I ask membership for explicit approval of the “top-up” for the next fiscal year, for those individuals already receiving it.

2017-2018 Proposed Budget

Motion: to accept the proposed budget and executive release structure for the 2017-2018 fiscal year.

2017 Budget ReportTable 1Page 26

Executive Release Structure, Page 27

2017 Budget Report

Charitable Donations Page 28

2017 Budget Report

2017 Budget Report – Bottom Line

Slightly larger proposed budget deficit. Higher forecasted revenues with continued emphasis on institutional capital and member engagement with less emphasis on release flexibility.

2015 -2016 2016 -2017 2017 - 2018

APPROVED APPROVED PROPOSED

Projected Deficit (55,803) (49,850) (60,004)

Actual Surplus 25,442 60,929

2017 Review Engagement Report

Motion: to appoint the firm of Hanna Barton & Company for the 2016-2017 Review Engagement.

Acknowledgements

I would like to publicly express my tremendous appreciation towards our FSA staff, Harman and Tanja, for their excellent assistance in the management of the FSA budget and preparation of these reports.

Executive members whose terms are ending

Sean Parkinson, President

Connie Cyrull, Staff VP

Kim Nickel, Faculty Contract Administrator

Michael Maschek, Secretary-Treasurer

Lisa Morry, Communications Chair

Vicki Bolan, JPDC Co-Chair

Noham Weinberg, OH&S Co-Chair

Sheila McKay, Social Committee Chair

Teresa Piper, FPSE Status of Women

Kulwant Gill, FPSE Human Rights

Mike Solyom, FPSE Non-Regular Employees

Nominations for FSA Executive 2017-2018POSITION NOMINEES

President Laura Chomiak / Sean Parkinson

Staff Vice-President Vicki Bolan

Faculty Contract Administrator Bob McAuliffe / Kim Nickel / Sam Schechter

Secretary-Treasurer Michael Maschek

Communications Chair Lisa Morry / Hilary Turner

Joint Professional Development Committee Co-Chair Margaret Nickelchok / Stephen Piper

Occupational Health & Safety Committee Co-Chair Noham Weinberg

Social Committee Chair Sheila McKay

FPSE Status of Women Rep Anastasia Anderson

FPSE Human Rights Rep Kulwant Gill

FPSE Non-Regular Employees Rep Mike Solyom

Election Details

VOTING INSTRUCTIONS:Please note that all members who pay dues are eligible to vote, and there are no restrictions on FSA members voting for faculty or staff.Faculty can vote for staff and staff can vote for faculty.

We will be conducting two days of in-person paper ballot voting, and two days of online voting as follows:

IN-PERSON: 10am – 4pm, Monday, May 1 and 10am – 4pm, Tuesday, May 2

Polling stations will be open during this time at the following locations:Chilliwack CEP – Library (May 1 only. Please use TTC polling station on May 2)Chilliwack TTC – Faculty Reception Mission – Business OfficeAbbotsford – FSA office B377

ONLINE:10am, Wednesday, May 3 through to 4pm, Thursday, May 4

Full details of these instructions and link to the candidate statements will be sent out in a bulletin on Friday, April 28

Candidate Statements

Candidate statements must be forwarded to FSA.Editor@ufv.ca no later than 3pm on Friday, April 28th, 2017 if the candidate

wishes it to be posted on the FSA website prior to the election period.

Presentations by those nominated for election

New Business

Motion to Adjourn

Thank you for coming.

Please join us at Finnegan’s Restaurant for appetizers and refreshments!