2. Parliamentarian President Sale introduced Mr. Eli Mina as the Parliamentarian.

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1 Thursday, 16 March 2017 Council Chamber University Hall 2:00 p.m. 5:00 p.m. Councillors in attendance: Carolyn Sale (President), Rachel Milner (Vice-President), Trina Innes, Trina Uwiera, Andy Holt, Richard Uwiera, Florin Sabac, Iain Muir, Jim Boyes, Christopher Cairo, David Sulz, Terra Garneau, Kevin Kane, Mary Forhan, Cam Laforest, Ryan McKay, Maïté Snauwaert, Timothy Mills, Justine Zahara, Alexandra Sheppard, Kelly MacFarlane, Colin Anderson, Christine Brown, Calvin Barnes, Li-Kwong Cheah, Liz Czach, Mark Karstad, Rineke Steenbergen, Carol Hodgson Birkman, Angela Bayduza, Paul Gareau, Janice Williamson, David Whalen, Khanh Hoa Nguyen, Adam Kemezis, Catherine Anley, Jill Konkin, Ehab Elmallah Regrets from Councillors unable to attend: Ricardo Acuña (Treasurer), Souryan Mookerjea, Louis Francescutti, Catherine Caufield, Judy Davidson, Bernard Kula, Eric Flaim, Phillip Choi, Denise Adams, Gordon Swaters, Gerhard Lotz, Stevan Dubljevic, Ted Allison, Nadir Erbilgin, Ubaka Ogbogu, Ahsan Chowdhury, Barbara Baker, Richard Cairney, Christopher Mackay, Andrew Gow, Dougal MacDonald, Katy Mackay, Amalesh Dhar, Jie Ding, Gonzalo Zambrano Others in attendance: Ruth Gruhn (non-voting observer), Brygeda Renke (ex-officio, nonvoting), Roxanne Rowe (office staff) Shelagh Prowse (office staff, technical), Linda Wagner (office staff, recording) 1. Call to Order President Sale called the meeting to order at 2:03 pm. 2. Parliamentarian President Sale introduced Mr. Eli Mina as the Parliamentarian. 3. Quorum Eli Mina confirmed that the quorum requirement of 25% of Council s membership was met.

2 Page 2 of 9 4. Approval of Agenda MOTION: Czach / Gareau THAT the agenda be approved as circulated. 5. Approval of Minutes of 16 February 2017 meeting of Council MOTION: Mills / Brown THAT the Minutes of the 16 February 2017 meeting of Council be approved. MOTION: T. Uwiera / Sulz THAT the paper ballots from 16 February 2017 (AFC Director Position) be destroyed. 6. President's Report President Sale reported on the CAS:T ARC, which has now completed its work, and asked for Council to commend the committee on their work. The amended agreement will now move forward to ratification by the CAS:T Membership. The President also reported on the results of the ratification vote by the Academic Faculty on the De-Designation of Senior Administrators: there was a total of 353 votes cast, with 322 of those who voted voting in favour of the four new clauses that allow senior administrators to move in and out of scope of the collective agreement when taking and leaving appointments as academic administrators. President Sale noted the Association s commitment to protecting the academic freedom of all staff including academic administrators. The President further reported that the work of the ARC establishing the terms of the new Comprehensive Bargaining Regime continues, and may be completed soon, and the ad hoc committee for recommendation how the Association is to create a Lockout/Strike fund for the Association has begun. Recommendations will come forward to the membership at a general meeting on May 2 nd, with any recommendation approved at the general meeting proceeding to a referendum vote by the entire membership. President Sale continues to follow up with the University regarding the documentation on the distribution of Increments paid out in the past five years. The proposed rewriting of the FEC guidelines for the Faculty of Medicine and Dentistry in ways that may not be consistent with the collective agreement have been at the forefront of the Association s concerns, and President Sale continues to monitor the situation closely. The President also shared some of the most salient points from a University Governance conference hosted by CUFABC which she attended.

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4 Page 4 of 9 ACTION ITEMS 7. MOTION: Sale / Sabac THAT the motion proposing a mission statement for AASUA, referred to the Executive Committee at the 16 February 2017 Council meeting, be withdrawn. 8. Ratification of Academic Faculty Agreement clauses for de-designation of senior administrators including Deans and Vice-Deans MOTION: Sale / Kane THAT Council ratify for the Association amendments to the Faculty Agreement approved in a ratification vote by Faculty members on 16 March 2017 and set out in the document distributed to it at its meeting of 16 March Note: Questions about process were raised and partially addressed as part of this discussion. 9. Governance Committee: Virtual Attendance at Council MOTION: Milner / Sale THAT the Association s policy on Parliamentary Procedures in Council, 1.3.3, be amended to add a sub point 3 as follows: Parliamentary Procedures in Council Council meetings have historically operated in the mode of Committee of the Whole in the sense of Robert's Rules of Order, inasmuch as most business involves presentation of information for discussion rather than for approval by vote. Such discussions are not, therefore, limited by the strict rules of debate, although questions are addressed through the presiding officer. In all other respects, however, Council meetings follow the general procedures as laid out in Robert's Rules of Order. In particular, when issues requiring a vote of approval are before Council, Robert's Rules of Order will be followed, with the following noted changes: 1. Members do not normally stand to speak. 2. Votes are normally taken by show of hands. 3. A Councillor may participate in Council virtually, but when doing so may not vote

5 Page 5 of 9 MOTION: Garneau / Whalen THAT the main motion be postponed until October, 2017 when we have a bylaw committee that is able to work on bylaws. Motion Defeated MOTION: Whalen / Garneau THAT the main motion be referred back to the Governance committee, with the Governance Committee to report back at the April meeting. By UNANIMOUS CONSENT, the words April meeting were removed and replaced with as soon as the work is completed. MOTION as amended as follows was put to a vote: THAT the main motion be referred back to the Governance Committee, with the Governance Committee to report back to Council as soon as its work is completed. Motion as AMENDED Defeated MOTION TO AMEND THE MAIN MOTION: Sale / T. Uwiera THAT the following words be added at the beginning of the clause (#3) as follows For Purposes of a Medical Accommodation The MAIN MOTION as amended as follows was put to a vote: Amendment Adopted THAT For purposes of a Medical Accommodation a Councillor may participate in Council virtually, but when doing so may not vote. MAIN MOTION as AMENDED Carried

6 Page 6 of 9 MOTION: Sale / Mills THAT Council direct the Governance Committee to develop procedures for the new policy for virtual attendance to apply to Councillors in general. MOTION TO AMEND the adopted main motion: Garneau / Whalen THAT the words including a cost estimate be inserted after the word procedures. AMENDMENT TO Motion Defeated Order of the Day: David Cooper AASUA Representative on the Board of Governors As the AASUA Representative on the Board of Governors, David Cooper provided Council with a review of the Board's most recent activities. 10. Governance Committee: Survey Policy MOTION: Milner / Cheah on behalf of the Governance Committee That Council adopt a new policy on surveys as set out below Surveys The Association will administer all AASUA surveys All survey data belongs to the Association and the Executive shall determine whether survey results shall be disclosed or disseminated Councillors may propose to Council a survey of the membership in whole or in part.

7 Page 7 of Constituency Committee Chairs (or their delegates) are authorized to survey members of their constituency group when and as they wish. The content of a survey is each Chair s responsibility and privilege Chairs of Standing, Ad Hoc, or Joint Committees require permission from the Executive Committee if they wish to survey members Any survey of the membership in whole or in part on bargaining priorities must be approved by Executive The Association encourages the use of expert advice/guidance on survey design and structure Survey results disseminated to Executive or the membership will not contain any reference to individuals. MOTION TO AMEND BY SUBSTITUTION: Whalen / Garneau THAT Council adopt a new policy on surveys as set out below. On the parliamentarian's recommendations changes have been noted in colour as follows: Red/Cross through = Text Removed Green/Underlined = Text Added or Replaced Black = Text remained the same Surveys The Association will administer all AASUA surveys.

8 Page 8 of All survey data belongs to the Association and the Executive Council shall determine whether survey results shall be disclosed or disseminated to the membership Councillors may propose to Council a survey of the membership in whole or in part. Members of the Executive, Executive Committee, Chairs of Standing, Ad Hoc, or Joint Committees and Councillor's shall request permission of Council to survey of the membership in whole or in part. The survey results shall be presented to Council Constituency Committee Chairs (or their delegates) are authorized to survey members of their constituency group when and as they wish. The content of a survey is each Chair s responsibility and privilege The Executive, Executive Committee, Chairs of Standing, Ad Hoc, and Joint Committees require permission from the Executive Council if they wish to survey members to conduct surveys and the survey results shall be presented to Council Any survey of the membership in whole or in part on bargaining priorities must be approved by Executive preapproved by Council and the survey results shall be presented to Council The Association encourages the use of expert advice/guidance on survey design and structure Survey results disseminated to Executive or the membership will not contain any reference to individuals. MOTION: Milner / Sale THAT the main motion AND the amendment by substitution be postponed to the next meeting.

9 Page 9 of 9 INFORMATION ITEMS 11. Finance Committee: Budget Reforecasting Li-Kwong Cheah, on behalf of Ricardo Acuña, reviewed the re-forecasted budget and addressed questions from the floor. 12. Committee Reports: No reports were provided 13. Adjournment Kemezis / Sabac moved that the meeting be adjourned at 4:23 pm.