1. Annual General Meeting 2015
Presented by
PMI- Durham Highlands Chapter Board of Directors

2. Agenda 6:30-6:45pm Welcome and Accept 2014 Meeting Minutes
6:45-7:00pm Accomplishments over the past year :00-7:15pm Financial Update
7:30-7:45pm Survey Results
7:45-7:55pm Introducing the Board
and Committee Chairs
7:55- 8:10pm Board Member Recognition
8:10-8:45pm Networking Activity
8:45-9:15pm Volunteer Recognition
9:15-9:30pm Closing Remarks
AGM 2015

3. AGM 2015

4. for acceptance of last year’s AGM meeting minutes
Motion:
for acceptance of last year’s AGM meeting minutes
Motion to approve
AGM 2015

5. Accomplishments over the past year!
AGM 2015

6. PMI-DHC Our Cause, Our Mission. . .
COMMUNITY
Our Mission
With a focus within our membership area we will achieve increased members engagement and participation by providing opportunities for continuous learning, personal growth, and professional development, mentorship, innovative community - based volunteering programs, professional networking, and community service.
AGM 2015

7. PMI-DHC Our Vision - Status
We will see retention increase by 5%.
JAN 2014: 72.89%
JAN 2015: 74.08%, up 1.6%
JUN 2015: 70.27%, down 5.1%
We will see a greater number of members participating (a 10% increase). This includes volunteers, mentorship, monthly meeting attendance, education.
MM attendance
OCT 2014: 62 (Avg )
MAY 2015: 68, up 9.7%
Membership participation: ? ? ?
We will see increased satisfaction scores by achieving a score of 80% or higher overall satisfaction for the chapter.
PMI Survey: %
DHC Survey: %
We will increase our membership by 5%.
JAN 2014, JAN 2015: 578
JUN 2015: 603, up 4.3%
We will increase our community service involvement by 100%
100%
DECA-U
AGM 2015

8. Monthly Meetings / Board Logistics VP, Administration – Cameron Linton
New Venues!
McLean's Community Center
VIVA
New Menus!
Relations with caterers for delicious new hot/nutritious menus
Streamlined Meeting Logistics!
Checklists; Registration/PDU’s integrated with online system
Streamlined Board process!
Status, minutes templates, actions tracking
Mail, printing
AGM 2015

9. Membership Director of Membership – Christina Todorov
Chapter Welcome Package for NEW Members!
A welcome package to be sent to all new members, welcoming them to the chapter
Membership Milestone Recognition
Initiated Project to recognize members as they reach milestones within the chapter
Website Picture Gallery
Submitted a formal proposal to create an online picture gallery of chapter events
AGM 2015

10. Marketing and Communications / Outreach VP, Operations – Joe Campa
New WEBSITE!!
Our new website was launched in August 2014
Monthly Newsletter
Monthly Chapter Newsletter to streamline the sharing of information
Streamlined Blasts
A clear internal process to ensure you are not being inundated by s from PMI-DHC
AGM 2015

11. Marketing and Communications / Outreach VP, Operations – Joe Campa
New Topics and Speakers!
Agile
Risk
Leadership and Communication
DECA-U
PMI-DHC partnered with chapters across Ontario at DECA-U 2014
AGM 2015

12. Education / Mentoring and Development Director of Education – MaryAnne Slemon
PMP Prep
PMI-DHC help 3 PMP Prep Classes with a total of 36 students
Continue to use InAct Velociteach curriculum using Andy Crowe’s text book
Brought three new instructors on board
Provided study group sessions – currently have an informal study group
Presented at Region 3 in the fall of 2014
We are being audited
Mentoring (committee chair Emily Van de Klippe)
Run by Emily and the Mentoring committee
8 mentors and 8 mentees – one mentor overseas
AGM 2015

13. Governance Past President &VP, Governance – Susan Carroll-Clark
Governance Committee
Approval of new Board Replacement Policy (to govern procedure when a Board member resigns or does not complete a term)
Monitoring of progress of Ontario Not-For-Profit Corporations Act legislation
Nominations Committee
Management of the 2015 elections process
AGM 2015

14. Volunteers and Networking President – Ranjini Cassup
Volunteer Recruitment
New Process for engagement and exciting new opportunities
Networking
PMI-DHC hosted a formal networking event with a record turnout of over 200 people!
Social
Hosted a casual night out to thank our dedicated volunteers !
Student Symposium
In partnership with Durham College, we hosted our first Student Symposium!
AGM 2015

15. Financials VP, Finance – Maddie Sanders
Financials are up to date!
New process to balance budget vs actuals
Increases our oversight on spending
New investments – increase GIC amount to 50,000
New and improved expense submission form
Financial goal :
For each event we will know our break even point
To increase the number of events that are revenue generating
AGM 2015

16. 2014 Financial Results The Chapter is in good financial health.
An overall expected deficit of approximately $(8,520.58,), primarily due to subsidization of Monthly Meetings, additional operation cost (new website) SWAG, scholarship, etc)
Revenues of $17, were up by 2.2% compared to last year. Chapter was able to engage more members. $60, for FY14 year, showing an increase in Revenues of $1,000 from FY13.
Even though we did not have that many extra PD events. Our increase although it is small, is positive reflection of the board/volunteers listening to our members and increasing engagement in all our events.
AGM 2015

17. 2014 Financial Results Current Assets Cash in bank Accounts receivable
Prepaid Expenses
Investments
62,856.62
2,894.27
3,844.13
50,000.00
Total Current Assets
119,595.02
Total Fixed Assets
157.12
Total Assets
119,752,14
Current Liabilities
6,553.01
Retained Surplus
113,199.13
Total Liabilities and Retained Surplus
AGM 2015

18. 2014 Financial Results Revenue PMI Membership Dues Membership Meeting
Professional Development
PMP Exam Prep
Programs
Mentorship
Interest Income
17,305.29
9,377.36
27,440.54
5,029.33
475.00
491.06
Total Revenue
Expenses
Operating Expenses (website,board training, etc)
Membership meetings
Volunteer Recognition
Miscellaneous (Scholarship, Accting, etc)
20,130.50
17,370.60
19,419,56
2,946.74
8,771.76
Total Expenses
68,639.16
Surplus/(Deficit)
(8,520.58)
AGM 2015

19. 2014 Financial Initiatives
We re-invested our GIC that better reflects the reserve funds we need to operate the Chapter over a 12 month period. PMI advised to have 6 months operating expenses averaged over the past three years, we as the board decided to extend that to 12 months
For FY14 we earmarked a portion of the money in bank for membership engagements such as the CLIC, better speakers, volunteer recognition, SWAG, etc.
Each portfolio applied for a portion of the ear-marked money for these initiatives. They have been a success.
AGM 2015

20. Motion:
To approve the Financial Statements for the Year ended at October 31, 2014
Motion to approve
AGM 2015

21. Survey Results
What’s on your mind?
Survey Highlights
AGM 2015

22. Member Demographics by Age
Number of people replied – 72
Baby Boomers 39
Gen X 27
Gen Y 4
Did not share 2
Summary
Baby Boomers and Gen X – Goal is to retain these members
Gen Y and Gen Z – Goal is to attract more of these members

23. Member Demographics by Location45 56 61 11 10 42 14 41
Summary
Whitby is the top choice for meeting location

24. Please list 1 to 3 primary benefits of membership in PMI-DHC?
Summary
The three primary benefits for the members are PDUs, Networking and Learning/Keeping up to date

25. Our Strengths as a Chapter
Summary

26. Overall Satisfaction
Very Satisfied Satisfied Neutral Very Unsatisfied
Summary

27. If the chapter were to implement live streaming of our monthly meetings, would you attend:
Summary
61% prefer face to face

28. How often do you wish to be informed about upcoming monthly meetings and events:
Summary
Surprise! Preference for by-weekly communication

29. What communication methods do you use (or would you like to use in the future) to receive information about chapter events, activities and/or other PMI educational information?
Summary
Preferred communications method -

30. If you have seen the new PMI-DHC website what is the primary reason for which you usually visit the website?
Summary
44% of members visit the website to check the Chapter Events and Meetings

31. What would you recommend as a website improvement?
Complaints:
Didn`t know about the current job postings - maybe that portion needs to be more evident?
Login/Logout not very intuitive. Once you are logged in... there is no easy way to locate the `logout`
I know there were issues with registration for the symposium and other registration issues that could be improved
After logging in, registering for a monthly meeting should be one mouse click away. It is too cumbersome right now.
Occasional reminders it is there through .
keep it up to date, correct, and functioning - none of which I found to be true recently
DHC information is usually via meetings or communications
Suggestions:
Simultaneous membership list updates
Blog! Get members to contribute and highlight amazing project managers and leaders in the community.
More event pictures and the presentations of the monthly meetings
Option to post resume`s by members who are searching for new opportunities.
Summary
Please review the main file to review the detailed comments

32. If PMI-DHC were to offer workshops on the following topics, which would you consider registering for?
Summary
1. Leadership Skills Advanced Microsoft Project Influencing without Authority

33. What influences your decision to attend an event?
Summary
1. Day of the Week – 33% 2. Speaker – 26% Activity – 20%; Cost – 18% 5. Food – 3%

34. What types of events would you be interested in attending?
Summary
1. Networking – 40% 2. Community Events – 33% 3. Volunteer Build – 20%

35. Please provide any additional suggestions or comments for Chapter activities.
I would like less networking time at the monthly meeting and would like the meeting to start on time. I do come to hear the speaker but find there is never enough time for the full presentation. Topics for future meeting would be great to hear lessons learned or project review from actual projects.
Enhancing working relationships between business analysts & project managers
Members want to learn how to do their job easier and faster. Speakers should be providing value to the room not speaking for the sake of speaking. There are speakers who provide tools, frameworks, models, etc.
If the start time could be earlier, that would be great. The speaker should start no later than 7 since it is a long day for folks. Regarding the survey, some of the questions should have N/A or yes/no.
More networking events specifically for those who are looking for new opportunities
"Remove the dinner and have meeting/speaker start time of 7pm. Just offer coffee and tea"
I don`t see the point in an event focused just on networking. it needs to include something else- a speaker, or an activity. not just a dinner....
Summary
12 opinions vs 60 who did not reply

36. Do you want to get involved
Do you want to get involved? If you are interested in volunteering, please select areas of interest
Summary
46 members did not reply; 26 - replied

37. Your PMI- DHC 2015-2016 Board of Directors
AGM 2015

38. Your PMI- DHC 2015-2016 Committees
AGM 2015

39. Motion:
To adjourn AGM
Motion to approve
AGM 2015

40. It’s so hard to say GOOD-BYE!
AGM 2015

41. Christina Todorov – Director, Membership 2014-2015
AGM 2015

42. Susan Carroll- Clark – Director of Governance & Past- President President VP, Communications
AGM 2015

43. Describe your picture to the group, use as much detail as you can!!
You may only look at your own picture and must keep your picture hidden from others.
Describe your picture to the group, use as much detail as you can!!
The Challenge:
The group must sequence the pictures in the correct order without looking at one another's pictures.
There is only one right answer!!!
AGM 2015

44. Volunteer Recognition
AGM 2015

45. Education, Mentoring and Professional Development
Jennifer Johnston
Emily Van de Klippe
Katie Croninwood
Royston Fernandez
MaryAnne Slemon
Irina Murisan
Raihan Khonker
Orquidea Casitillo
Vanessa Wananabe
Danielle Robinson
Judith Crowell
Kerith Hamilton-Pearson
Natalina Manulyk
Ralph Blank
Greg Ingham
Leticia Alpahando Doris Bergeron Ralph Blank Stuart Brunt Joe Campa Ranjini Cassup Susan Carroll-Clark Cheri Essner Carrie-Ann Grimley Mark Guy Kristen MacNeil Greg Watson Michelle White
AGM 2015

46. Networking and Monthly Meetings
Suzanne Anthony Jennifer Beeching Katy Brouwer Grace Archibald Tanya Archibald Alvin Johns Collin Lord Daniel Doberstein Debbie Shepstone Douglas Dillion Jeff Hassal Jennifer Johnson
AGM 2015

47. Website and Communications
Dennis Abuan Israel Ufomadu Raj Prajapatl Garnett Gibson Ayush Patel Orquidea Castillo
AGM 2015

48. Nominations, Governance and Finance
John Dimopoulous Ken Bhimji Marlene Sivell Bill Murray
AGM 2015

49. Closing Remarks
AGM 2015