APICS SPRING 2002 EXECUTIVE MEETING April 12, 2002, 3:00 pm McNally Boardroom, Saint Mary’s University MINUTES
AEM 494. In Attendance: Roger Gordon, Chair David Richardson, Vice-Chair Grant Gardner, Treasurer Keith De’Bell, Member-at-Large Charles Bourque, Member-at-Large Regrets: Zoe Hayes, Past Chair Lynn Crosby, Member-at-Large
AEM 495. Welcome and Call to Order: The meeting was called to order at 3:15 pm. Roger Gordon welcomed new Executive members Charles Bourque and Keith De’Bell.
AEM 496. Approval of the Agenda: The agenda was approved as circulated.
AEM 497. Approval of the Minutes: Moved (Richardson, Gardner) that the minutes of November 16, 2001, be approved as circulated. Carried.
AEM 498. Business Arising: 498.1 Committee Development Lois Whitehead reported that the new Environmental Studies Committee had held its first meeting. The enthusiastic group plans several activities, with its first conference slated for Fall 2003. 498.2 APICS Policy on Bilingualism The policy on bilingualism as approved by Council in April 2001, reads: “[APICS endeavours to] support both official languages, including encouraging students to present in the language of their choice, translating documents to French whenever financially feasible, and continuing to be mindful of communication in both languages.” (ACM 388.4)
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It was noted that limitations to fulfilling the policy as fully as desired were due to lack of resources. The Executive Director provided an update of some of the actions taken by committee and staff to support the policy. These included: some bilingual committee web sites some committees translating abstracts into both official languages, committees encouraging students to present in the language of their choice Charles Bourque suggested that a line be added to the budget to symbolically support translation. Action: Charles Bourque will propose a budget amount of $500 for translation for approval by Council. 498.3 Liability Insurance The Executive Director has purchased liability insurance on behalf of APICS. Moved (Bourque, De’Bell) that the policy be presented to Council. Carried. 498.4 Liability Policy on Alcohol Use The Executive Director reported that the policy had been communicated to all Council and Committee members as well as to students coordinating APICS activities. Action: Executive Director will put the policy on the web site. 498.5 Update on Underfunding Report The Chair told Executive that he had written to the Federal government on behalf of Council focussing on the problem Atlantic Canadian Universities have in attracting matching funds. A letter from the Prime Minister’s Correspondence Secretary was received thanking Roger for the letter. It was suggested that the Chair write another letter, this time thanking the Federal government because they addressed the infrastructure of research funding, which was the topic of an earlier letter writing campaign. Action: Roger Gordon will bring this suggestion to the Council for discussion.
AEM 499. Financial Report: 499.1 Unaudited Income Statement and Balance Sheet The Treasurer presented the unaudited statements to the Executive for review. Action: Grant Gardner will present to Council for approval.
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499.2 Draft Budget for 2002-2003 The Treasurer reviewed the draft budget with the Executive. He noted that due to new activities, including a new committee, the purchase of liability insurance, and external funding for the YEC program, expected income and expenses would be different than in the past few years. Grant noted that the budget items for core activities would exceed regular income, and that a membership fee increase would be necessary to provide a balanced budget. Action: Grant Gardner will present the Budget to Council for approval. 499.3 Membership Fees Discussion Grant recommended that an increase of 3.5% be proposed for the fees in order to balance the budget with its new expenses. The Executive supported this suggestion. Action: Grant Gardner will present the reasoning for the increase for approval by Council. A discussion was held regarding how to show the value of APICS to those that pay the fees. It was recognized that APICS’ best ambassadors are the students who participate in APICS activities. Suggestions included: Creating a pamphlet of student experiences and comments Ensuring that students invite key administrators to events so they know what APICS is doing
AEM 500. Guidelines/Policy Discussion: 500.1 Constitution Revisions The ad hoc committee has developed a draft but it was not circulated in time for ratification at this meeting. Action: The draft will be circulated for discussion and vote at the next Council meeting. 500.2 Trademark Update Lois Whitehead reported that the “American APICS” had continued its use of the trademark in the Atlantic Provinces, including registering web sites since we had obtained the rights to the use of the trademark in Canada. The lawyer involved in gaining us the trademark has been contacted and has offered to write a “cease and desist” letter on a pro bono basis. Action: Executive Director to follow up with lawyer.
AEM 501. Opportunities: 501.1 Strategic Planning As the new Chair, Roger Gordon voiced his discovery and concern that there is a disconnect between APICS’ numerous activities and the resources available to carry out
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these activities. He suggested that a strategic planning process be recommended to Council to determine priorities and future activities. Action: The Executive will recommend that an outside facilitator be contracted to complete a strategic planning process with APICS Council in the fall. Action: The Treasurer will recommend that up to $5,000 be allocated from the investments for the cost of this exercise.
AEM 502. Other Business: 502.1 Annual Report The Executive Director shared copies of the recently completed 2000-2001 Annual Report. This is the first report completed in several years. Action: The Executive Director will send a copy of the report to each Academic Vice President and to the person responsible for paying the annual APICS membership fee. 502.2 New NSERC Representatives David Richardson announced that NSERC has developed a new group of representatives with the mandate to promote science to politicians and the broader public. There is one representative per institution and each is given a small $5,000 budget. David suggested that the APICS Executive meet with this new group. Action: David Richardson will raise this possibility at Council.
There being no other business, the meeting was adjourned at 5:15 pm.
Submitted by: Lois Whitehead Executive Director
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