1. 45th Annual General Meeting
Welcome to the
45th Annual General Meeting

2. Call to Order Welcome to this 45th Annual meeting.
The purpose of an Annual meeting is to discuss the activities of the past year and to put before you the audited financial statement of the previous fiscal year.
We are also using this as an opportunity to share with you some of our thinking about significant development issues and their commensurate costs and the implications for fees in the coming years.
This document is included on the COTM website in the Annual report as well as in the online version of the meeting package
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3. Agenda Items from the Floor
College of Occupational Therapists of Manitoba
Agenda Items from the Floor

4. Approval of the Agenda

5. Clarification on vote related to 2016-2017 Projected Budget
Before we ask you to approve the agenda, we are suggesting that we move the Chairperson’s Remarks to precede the Business Arising.
The Chairperson’ s Remarks will provide some context to the presentation on the IT system and other development plans.
More importantly, we will ask the COTM Treasurer to make a motion to amend the Agenda to remove the Vote on the 2016 – 2017 Budget.
This type of vote has been a part of COTM’s practices and has been viewed as a measure of confidence in the work of the COTM Council.
The current budget was approved by the council in late February 2016 in order for members to be provided with information about the 2016 fees as early as possible. Neither the legislation (The Occupational Therapists Act) or the COTM Bylaws contemplate the membership approving the budget.
The current council believes that if there is no consequence to the vote then putting the matter to a vote sets up false expectations.
The council believes that in its place, the council will entertain questions and comments regarding the proposed budget and the long term plans.
The long term plans will be presented as part of the Business Arising part of the agenda – as the content will flow from the discussion begun at the 2015 AGM.
The projected budget will be presented during the Treasurer’s Report following presentation of the budget.

6. Public Participation Goal
IAP2 Canada – Public Participation Spectrum
INFORM
CONSULT
INVOLVE
COLLABORATE
EMPOWER
Public Participation Goal
To provide the public with balanced and objective information to assist them in understanding the problem, alternatives and/or solutions.
To obtain public feedback on analysis, alternatives and/or decision.
To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.
To partner with the public in each aspect of the decision including the development of alternatives and the preferred solution.
To place final decision-making in the hands of the public.
Promise to the Public
We will keep you informed.
We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how public input influenced the decision.
We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how public input influenced the decision.
We will look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible.
We will implement what you decide.
In considering this approach we examined the Public Participation Spectrum developed by the International Association of Public Participation.
The spectrum offers the continuum along which an organization or entity can seek input from its public – which in our case related to financial matters are our members.
By asking you to vote it implies that you decide whether the budget will be implemented or not. On this continuum that would mean you are EMPOWERED to make this decision. In reality this is the purview of the Council who are charged with making sure COTM can meet its obligations as outlined in The Occupational Therapists Act.
In fact, by discussing the budget and our financial plans our commitment to you is to INFORM.

7. Approval of the Agenda
I would now like to call on our Treasurer to make a motion to amend the agenda to remove the vote on the Projected budget and to reverse items #8.0 Business Arising and #9.0 Chairperson’s and Executive Director’s Remarks.

8. Approval of “Rules of the Meeting of the College”

9. Appointment of Two Scrutineers

10. Approval of the AGM Minutes of October 27, 2015

11. Chairperson’s Remarks
This is a placeholder for the “Chairperson’s Report” presentation.

12. Business Arising from the Minutes
This is a place holder for the IT Plan presentation by Sharon

13. Treasurer’s Report
The first part of the Treasurer’s report is my presentation of the 2016 Audited Financial statement.
This will show how we collected and spent funds in the period of June 1, 2015 to May 31, 2016.
I will go through each page of the report prepared for the COTM Council by Deloitte.

14. Financial Statements of THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA May 31, 2016

15. INDEPENDENT AUDITOR’S REPORT
Deloitte LLP Suite 2300, 360 Main St.
Winnipeg MB R3C 3Z3
INDEPENDENT AUDITOR’S REPORT
To the Members of The College of Occupational Therapists of Manitoba
We have audited the accompanying financial statements of The College of Occupational Therapists of Manitoba, which comprise the statements of financial position as at May 31, 2016 and the statements of operations, changes in net assets and cash flows for the year then ended and the notes to the financial statements.
These first 4 slides represent the narrative about the audit.
This document is included on the COTM website in the Annual report as well as in the online version of the meeting package given that the numbers may be difficult to read on projector; alternatively – it is in your paper package.

16. Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian generally accepted accounting principles, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.

17. Auditor’s Responsibility continued…
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

18. Opinion
In our opinion, the financial statements present fairly, in all material respects, the financial position of The College of Occupational Therapists of Manitoba as at May 31, and the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations.
Chartered Accountants
September 6, 2016
Winnipeg, Manitoba
This is the most important part of this letter from the Auditor as it confirms that in their opinion the financial statements present fairly the financial position of COTM. It is the “seal of approval” that an organization’s members should look for.

19. THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Operations
Year Ended May 31, 2016
REVENUE
Registration and license fees
$ 348,382
$ 336,301
Other registration income - 20
Investment income
4,541
7,229
Other income
579
200
Expense recoveries - rent
900
Expense recoveries - phone
444
Expense recoveries - administration
8,134
9,440
Expense recoveries - supplies
538
300
Expense recoveries - salary
2,891
2,402
$ 366,409
$ 357,236
Registration income was more than budgeted by approximately $8,000. This amount includes the base membership fee of $ and the levy of $40.00 collected for June 2015.
Expense recoveries are the amounts COTM receives from MSOT for their expenses to use COTM office space and equipment and staff.

20. THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Operations
Year Ended May 31, 2016
Amortization
$ 8,933 -
Association dues
1,329
Council expenses and meetings
12,602
12,243
Continuing competence
28,289
22,333
Insurance
3,293
3,058
Miscellaneous
3,051
1,502
Printing
4,380
2,967
Professional fees
36,228
23,850
EXPENSES
The most critical thing to note in the audit is that the costs associated with the development of the IT system were not fully expensed.
Instead, the auditor recommended, and in fact required, COTM to see the system as an asset.
You will see that a new expense line was created that shows the portion of what was spent (a total of $ related to development) that is considered an expense in this fiscal year. The amount of 8,993 is one fifth of this total expenditure as the IT system which will be depreciated over a 5 year period.
The printing expenses were also up slightly due to the need to replenish most of our stationery supplies.
Also on this page, you will see a significant increase in the Professional Fees – this includes approximately $27,000 in Project Management fees for the development of the IT System. The total Professional fees were $21000 over the budgeted amount of $15000
Since the decision to proceed with the IT System was made after Council approval of the budget, the Council confirmed that this Project Management Fee would be an unbudgeted expense.

21. Professional fees - Legal 24,337 37,251 Rent 16,990 15,549
THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Operations
Year Ended May 31, 2016
Professional fees - Legal
24,337
37,251
Rent
16,990
15,549
Service charges
716
552
Supplies
5,153
2,703
Support to National Equivalency Project -
9,000
Technology operations
15,442
Telephone and postage
15,161
12,585
Wages and benefits
187,105
180,326
363,009
325,248
EXCESS OF REVENUE OVER EXPENSES
$ 3,400
$ 31,988
Legal fees were slightly lower than budgeted; the budget was $
Rent was slightly higher ($1400) with the introduction of a fee for all organizations in the building to better support the shared expenses of the building such as cleaning, lawn care, and other unanticipated costs.
Supplies were higher than anticipated by approximately $ with the need to purchase an new lap top and monitor – neither cost a sufficient amount to be seen as a capital asset and require depreciation.
Technology operations include funds related to our licensing costs for the new cloud based IT system and annual fees. These are seen as distinct from development costs as they are annual expenses.
Telephone and postage were higher than budgeted due to introduction of the first CCP Paper Audit cycle and due to significant costs associated with one of our complaint files.
Wages were over by approximately $7000 due to the need to pay out the Executive Director’s vacation. For the most part this represents the additional time devoted to the IT system development by the ED.
The total expenses in 2016 came in at $ which was $50,000 more than the approved budget.
The overage is primarily represented by the $70000 in IT development.

22. THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Changes in Net Assets
Year Ended May 31, 2016
2015
Unrestricted
Internally
Restricted
Total
Balance, Beginning of Year
$ ,000
$ 151,441
$ 167,441
Excess of Revenue over Expenses
31,988 -
Internal Restrictions
(Note 5)
(31,988)
Balance, End of Year
$ 16,000
$ 183,429
$ 199,429
This shows the status of our assets at May 31, 2015

23. THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Changes in Net Assets
Year Ended May 31, 2016
2016
Unrestricted
Internally
Restricted
Invested in
Capital Assets
Total
$16,000
$183,429 -
$199,429
12,333
(8,933)
3,400
(42,362)
42,362
(2,305)
2,305
(10,028)
10,028
$ 151,095
$ 35,734
$ 202,829
Balance, Beginning
of Year
Excess of Revenue over Expenses
Transfer From Restricted Fund (Note 5)
Transfer From Un-restricted Fund (Note 5)
Internal Restrictions
(Note 5)
Balance, End of Year
This page shows the changes in our “saving accounts” – which COTM refers to as the Reserve Fund and in financial terms is called a Statement of Net Assets.
This page shows that our reserve fund in real cash sat at $ at the end of May 2015.
At the end of May 2016, our real cash in our saving account is 166,095 – which is a decrease of approximately
Our net assets sit at 202,829 which includes the “real cash” plus the “value” of the IT system which in the accounting world is viewed to be 35,734.
As a reminder we spent in development costs in
Any questions on this?
This idea of depreciating an cloud based system was a challenge for all of us to wrap our head’s around this.

24. THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Financial Position
May 31, 2016
2016
2015
ASSETS
CURRENT
Cash
$ 318,694
$ 161,694
Short-term investments
(Note 3) -
66,468
Accounts receivable
16,604
6,838
Prepaid expenses
3,022
1,334
CAPITAL ASSETS (Note 4)
$ ,320
35,734
$ ,054
$ ,334
$ ,334
This shows where our funds are.
Most are in the bank account as all short term investments (GIC’s) have now reached maturity.
Accounts receivable represent money that will be received from MSOT.
Prepaid expenses relate to insurance premiums and our IT user license.
We have already discussed the value assigned to the IT system as a capital asset.

25. Internally restricted 151,095 183,429 Invested in Capital Assets
THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Financial Position
May 31, 2016
2016
2015
LIABILITIES
CURRENT
Accounts payable
Deferred revenue
$ ,006
107,219
$ ,281
2,624
COMMITMENT (Note 6)
171,225
36,905
NET ASSETS
Unrestricted
16,000
Internally restricted
151,095
183,429
Invested in Capital Assets
35,734 -
202,829
$ 374,054
199,429
$ 236,334
At the end of May 2016 we owed for the Audit, the consultants fees for CCP development and IT Project Management, legal fees and six weeks of ED vacation.
Deferred revenue is the membership fees that were collected online for the 2016 – 2017 membership year. This is new with the option for membership to pay using a credit card.

26. Item not affecting cash: $ 3,400 $ 31,988 Amortization 8,933 -
THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Cash Flows
Year Ended May 31, 2016
2016
2015
OPERATING ACTIVITIES
Excess of revenue over
expenses
Item not affecting cash:
$ ,400
$ 31,988
Amortization
8,933 -
Changes in non-cash operating
working capital items:
12,333
31,988
Accounts receivable
(9,766)
(4,224)
Prepaid expenses
(1,688)
1,189
Accounts payable
Deferred revenue
29,725
104,595
5,164
(1,086)
135,199
33,031
This slide and the next show explain how we arrive at our current cash position.
It shows how money owing to us and that we owe, the value of the IT system, and deferred revenue from the use of credit cards by some of members has changed our cash position at the end of May 31, 2016 as compared to previous fiscal year.

27. Decrease (increase) in short-term investments
THE COLLEGE OF OCCUPATIONAL THERAPISTS OF MANITOBA Statement of Cash Flows
Year Ended May 31, 2016
2016
2015
INVESTING ACTIVITIES
Decrease (increase) in
short-term investments
Purchase of capital assets
66,468
(44,667)
21,801
(1,908) -
NET INCREASE IN CASH POSITION
CASH POSITION, BEGINNING OF YEAR
CASH POSITION, END OF YEAR
157,000
161,694
$ ,694
31,123
130,571
$ 161,694

28. Questions about the Audit?
College of Occupational Therapists of Manitoba
Questions about the Audit?

29. 2016-2017 Budget - including a comparison to the 2015-2016 Budget

30. College of Occupational Therapists of Manitoba
At the end of this section, we will confirm any additional information you would like on the Budget and the Budget.
Just a reminder that at the end of this section that Sheila will not call for a vote on the budget but will reconfirm what additional information you have regarding the future fees and development plans.

31. BUDGET COMPARATIVE Projected Jun 1/16 - May 31/17 Budget Jun 1/15 -
Registered OTs
Annual Registration Fees
(Practising & Non Practising)
650
$535/258
$485/194
Levy
$110/44
$40/16
REVENUE
Member Fees
Other Registration Income
Investment Income
Other Revenue
Levy Income
$ 353,100
900
72,600
$ 317,125
1,344
26,000
Investment income is projected a lower since all our GICs have now matured.
The levy income is significantly higher with the per capita rate increasing to $110 in this current fiscal year over last year.

32. BUDGET COMPARATIVE REVENUE Recovered Expense (rent)
Projected
Jun 1/16 -
May 31/17
Budget
Jun 1/15 -
May 31/16
Recovered Expense (rent)
Recovered Expense (phone)
Recovered Expense (supplies)
Recovered Expense (wages)
Recovered Expense (wages - contract) $
444
300
6,600
2,700
6,000
2,436
TOTAL REVENUE
$ 437,544
$354,549
This shows the changes in our anticipated revenue.

33. BUDGET COMPARATIVE EXPENSES Council & Committee Expenses
Projected
Jun 1/16-May 31/17
Budget
Jun 1/15-May 31/16
EXPENSES
Miscellaneous
Council & Committee Expenses
Executive Director Meeting
Expenses
Continuing Competence
Education/Training
Projects
Association Dues
Membership Refunds
Office: Courier/Fax/Post/Phone
Office: Supplies $
6,500
6,400
35,000
2,100
2,000
1,700
2,500
13,230
3,150 $
6,500
6,125
25,000
2,100
6,000
1,700
2,500
12,600
3,000
This shows the increase in funds devoted to the Continuing Competence Program.

34. BUDGET COMPARATIVE EXPENSES $ 3,675 21,560 710 1,200 3,600 15,536 750
Projected
Jun 1/16-May 31/17
Budget
Jun 1/15-May 31/16
EXPENSES
$ 3,675
21,560
710
1,200
3,600
15,536
750
9,700
$ 3,500
3,000
210
1,200
3,500
15,536
600
Office: Copying/Printing
Office: Technology
Office: Maintenance
Office: Depreciation Expense
(Computer)
Casual Office Support
Insurance
Rent
Bank Charges
Payment Processing*
(*new accounts 2016/17)
This shows that there are two new budgeted lines.
Over last year’s budget there is the introduction of the annual operating costs associated with the IT System which include a maintenance fee, user licenses and vendor contract.
Another new line is the expense associated with use of credit cards – the budget for is set at $9700.

35. BUDGET COMPARATIVE EXPENSES $ 15,000 10,000 28,500 183,040 37,538
$ 15,000
10,000
28,500
183,040
37,538
22,000
$ 425,614
$ 11,930
178,738
26,000
8,415
$ 349,749
$ ,800
BUDGET COMPARATIVE
Projected
Jun 1/16-May 31/17
Budget
Jun 1/15-May 31/16
Professional Fees
Professional Fees - IT Project
Mgmt.
Professional Fees - Legal
Wages: Salary
Benefits/Source Deductions
Reserve Fund (Discipline fund)
Integrated Technology Solution
CCP Development
This shows the introduction of project management costs of $10000 for the IT system development and the development costs of just over $37000.
CCP development costs are set at $ This are seen as “temporary costs” and are the types being funded by the levy.
Wages are budgeted at approximately $4000 over the previous fiscal year.
The total expenses are budgeted at approximately $75000 over the previous year’s budget and represent development and ongoing operating costs associated with the IT system and Continuing Competence program.
TOTAL EXPENSES
NET INCOME/NET LOSS

36. Any other questions regarding the Treasurer’s Report?
This is where Sheila will resume and pose this question.

37. Questions on the Annual Report
You have received the annual report which include information on the Registration statistics and complaint activity.

38. Strategic Directions Governance Registration Continuing Competence
Investigation/Inquiry
RHPA
Just a reminder that the annual report now reviews the key strategic priorities in these 5 areas.
Do you have any other questions regarding the Annual Report?

39. Report of the Nominations Coordinator
You have the report of the Nominations Coordinator, Sheryl Singer, in your package.
Thank you, Sheryl, for your dedication to COTM in this role.

40. Election of the Council Members
There was one nomination for two vacant positions.

41. Election of the Nominations Coordinator

42. Appointment of the Auditor
SM – I will ask HonHa, COTM Treasurer to make a motion to appointment Deloitte as the auditor for the fiscal year.

43. New Business
There will only be new business if something was added early on in the meeting when we asked if there were agenda items from the floor.

44. Certificates of Appreciation

45. Adjournment

46. Thank you for attending!