President	Lisa Castle, University of British Columbia
Vice-President	Terry Voss, University of Manitoba
Secretary	Bonnie Dobni, University of Regina
Treasurer	Ken McInnes, University of Lethbridge
Past President	Barb Smith, Brandon University

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University of Alberta	University of Northern British Columbia
Athabasca University	University of Regina
The Banff Centre	University of Saskatchewan
Brandon University	Simon Fraser University
University of British Columbia	Trinity Western University
University of Calgary	University of Victoria
University of Lethbridge	University of Winnipeg
University of Manitoba

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Terms of Reference

Purpose

The purpose of the association shall be:

1. to provide a network for human resources professionals in member institutions;
2. to promote excellent practices in human resource management;
3. to encourage continuous learning by providing opportunities for educational and professional development;
4. to develop and maintain effective working relationships with related organizations, including provincial human resources associations, CAUBO, AUCC;
5. to maintain a complement of core services of professionally excellent quality.

Membership

Institutional: Institutional membership shall consist of each post-secondary institution in Western Canada (Manitoba, Saskatchewan, Alberta, British Columbia) provided it meets the geographical requirement and is suitably accredited as a university. Banff Centre will be considered to be grandparented as an institutional member.

New institutional members must be approved by a majority of institutional members.

Each institutional member institution shall be represented by the senior human resources administrator, or designate, of that institution.

Individual: All human resources staff in the member institutions shall be eligible to participate in the affairs of the Association. The services of the Association are offered for the benefit of all participants.

Honourary: Honourary Membership and Recognition Awards may be conferred upon individual members in recognition of distinguished service in advancing and upholding the purpose of the Association. A nomination must come forward to the Executive Committee, and is subject to a majority vote of the Executive Committee. Presentation of honourary memberships and recognition awards will normally take place at the Annual Conference.

Honourary members are eligible to participate in the events and services offered to individual members by the Association.

Voting Privileges: Each member institution shall have one vote on all matters, including amendments to the Terms of Reference, membership dues, the provision of services, and all other matters of substance in the regular affairs of the Association.

Governance and Officers

1. An Executive Committee, consisting of a Past-President, President, Vice-President, Secretary, and Treasurer, will be elected biannually (with the exception of Past-President) by the Individual Members of the Association at the Annual General Meeting. These officers shall serve in this capacity for the two calendar years immediately following their election.
   
   Any vacancy occurring in any elected office of the Association shall be filled for the unexpired term by an Individual Member as approved by the Executive Committee.
2. Two Conference Coordinators shall be appointed each year by the conference host institution at the preceding Annual General Meeting.
3. A Nominating Committee, consisting of three Individual Members, shall be appointed by the Executive Committee. At least one past-president should be included on the committee, if possible, and the three members shall be from separate institutions. The Nominating Committee shall present to the Annual General Meeting a slate of names, consisting of at least one name for each office, from amongst the Individual Members. Additional nominations may be made from the floor.
4. The President shall preside at all meetings, appoint all committees of the Association, be responsible to the Executive Committee for the general supervision of the affairs of the Association, and perform such other duties as are usually incident to this office. In the event of a tie vote of the Executive Committee, the President shall cast the deciding vote.
5. In the absence of the President, the Vice-President shall perform the duties of the President and, in addition, shall be responsible for promoting Individual Membership and for communicating with Individual Members regarding membership rights, privileges and obligations.
6. The Secretary shall keep the minutes of the Executive Committee and Annual General Meetings, distribute material as required to the Membership, act as Association Archivist, and perform all duties usually incident with the office. The Secretary shall also prepare and distribute the annual Canadian University Personnel Administrators Directory.
7. The Treasurer shall have custody of all monies and securities of the Association; keep regular books of accounts which should be audited at the end of the term of office, as requested by the Executive Committee; produce an annual year-end financial statement and an interim financial statement to the Annual General Meeting; make disbursements from the available funds or monies of the Association as authorized by the President; and perform all duties usually incident with the office.
8. The Executive Committee shall meet at the call of the President, or at least semi-annually, and be responsible for carrying out the objectives and purposes of the Association and for the conduct of the business of the Association in the interim between meetings of the membership. A majority of the Executive Committee shall constitute a quorum for the purpose of transacting business.

Finances

1. Institutional Membership fees, in the form of a flat fee per institution, shall be assessed on a yearly basis. The amount of the fees will be reviewed each year by the Executive Committee to determine if an adjustment should be made. Following the decision to adjust membership fees, the new fee amount will be communicated to each member institution in the form of an invoice for accounting purposes.
   
   Membership shall be effective during the fiscal year for which dues are paid and for no longer than three (3) months thereafter. The Association's fiscal year shall be the calendar year.
2. An operational reserve shall be maintained by the association at all times. The Executive Committee shall, from time to time, review the amount of the reserve and may increase or decrease the amount. Commencing with the 1998 fiscal year, this reserve shall be five thousand dollars ($5,000) and shall remain at this level until it is deemed appropriate to increase/decrease it.
3. The Association may include an amount, as deemed appropriate, in its annual budget to subsidize the annual conference specifically in support of a quality program. This may include, but not necessarily be limited to, funding for honorariums for speakers and/or facilitators, payment of speakers and/or facilitator's expenses, both travel and accommodation, and obtaining printed, video, audio or electronic material which is deemed useful and appropriate to the theme of the conference. The Executive Committee will determine the appropriate subsidy amount each year when the budget is prepared.

Activities and Services

1. The Association shall hold an annual conference, normally in the fall. The conference site shall be selected and finalized at least one year in advance. Conferences shall be held in each province on a rotational basis, with member institutions of that province determining the host institution.
2. Other activities and services which contribute to the stated purposes of the Association shall include, but are not limited to, the Association Newsletter (AURICLE), salary surveys, pension and benefit surveys, arbitration reports, bench marking survey, membership directory, brochure and a web site.

Meetings

1. The general membership shall meet at least once each year at the Annual General Meeting which will be held at the same time as the annual conference. For the purpose of transacting business, a quorum shall be twenty percent (20%) of the Individual membership, provided that at least fifty percent (50%) of the Institutional members are represented.

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History

In 1966, the first meeting of University Personnel Administrators was held. Universities represented were Manitoba, Saskatchewan, Alberta, British Columbia and Victoria. Annual meetings were held informally until 1973, when, in Victoria on October 3, a Constitution was approved and "The Association of University Personnel Administrators of Western Canada" (AUPAWC) came into being. In 1975, annual fees were instituted to permit the expansion of services, including the Senior Administrative Salary Survey, the Directory of Canadian University Personnel Administrators, and a newsletter (AURICLE).

Between 1987 and 1989, the purpose and future direction of the Association was reviewed, and on September 29, 1989, in Saskatoon, an amended "Constitution and By-Laws" was approved.

In 1995, members again authorized a review of the Association's purpose, and in addition requested a survey of the full membership be conducted, consisting of a full review of governing structure, purpose, name of the organization, and by-laws. The result was the adoption of a revised "Terms of Reference", replacing the former "Constitution and By-laws", and a change in name to "Human Resources Association of Universities in Western Canada" (HRAUWC) on April 12, 1997 in Calgary. These changes became effective January 1, 1998.

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