1. Annual General Meeting 2016
Presented by
PMI- Durham Highlands Chapter Board of Directors

2. Agenda 6:45pm-7:00pm Networking Activity
7:00pm-7:10pm Welcome and Accept 2015 Meeting Minutes
7:10pm- 7:35pm Accomplishments over the past year
7:35pm-7:55pm Financial Update
7:55pm- 8:10pm Introducing the Board and Committee Chairs
8:10pm-8:20pm Networking Sharing Activity
8:20pm- 8:30pm Board Member Recognition
8:30pm- 9:00pm Volunteer Recognition
9:00pm- 9:15pm Your input to Strategic Planning
9:15-9:30pm Closing Remarks
AGM 2016

3. Networking Activity
The way people view you and the way you present yourself is the impression you will leave behind. As you go about the business of carrying out your life people will make judgments about your appearance, personality and capabilities.
Take an envelope and write 2 things that you want others to know about you
Grab a few index cards
Introduce yourself to 5 people and tell them only the 2 things you have written down
Then..
Have those people write on an index card 3 things they perceive about you based on your verbal and non-verbal communication
Take the cards from them and put them in your envelope – don’t peak
Continue until you have at least 3 index cards in your envelope – seal your envelope
AGM 2016

4. AGM 2016

5. for acceptance of last year’s AGM meeting minutes
Motion:
for acceptance of last year’s AGM meeting minutes
Motion to Approve
AGM 2016

6. What have we been up to this past year?
AGM 2016

7. 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 2016

8. We did not send a survey this year
PMI-DHC Our Vision
We will see retention increase by 5%.
JAN 2014: 72.89%
JAN 2015: 74.08%, up 1.6%
JAN 2016: 65.82%, down 11% [PMI issue]
MAY 2016: 62.46%, down 5% [PMI issue]
We will see a greater number of members participating (a 10% increase). This includes volunteers, mentorship, monthly meeting attendance, education.
Last Year Volunteers filled 51 roles
This Year Volunteers filled 87 roles
A 70% increase!
We will see increased satisfaction scores by achieving a score of 80% or higher overall satisfaction for the chapter.
DHC Survey: %; 2016 NA
We did not send a survey this year
MM Overall: & 15-16: 84%
We will increase our membership by 5%.
JAN 2014, JAN 2015: 578
JAN – MAY 2016: 601 to 623 ( % ↑ )
We will increase our community service involvement by 100%
2 student symposiums; 1 student Monthly Meeting.
DECA-U. FTND. Golf / 15th Annual Anniversary Planning / CLIC
AGM 2016

9. VP Administration Cameron Linton
Governance and administration to manage the Board and chapter.
Running the Monthly Meetings for 70+ people.
Coordinate initiatives with PMI and other chapters.
Presentation Title

10. VP Administration Cameron Linton
Onboarding, Board Agenda / Minutes, PMI & Gov’t Chapter filings, Finances, Nominations, PMI and membership logistics, Strategy sessions, Mail, Queries.
Facilities / Catering / Coffee&water / Registration / Volunteers / PDUs / Supplies / Handouts / Surveys / Deck / Prizes / Set-up & Clean-up /Speaker&MC logistics
CLIC admin; Peterborough sponsor
8 MM’s at McLean’s / Abilities / VIVA Ontario Chapter Leaders; Region 3; NA LIM;
Peterborough student-run MM; DECA-U judging
Presentation Title

11. Monthly Membership Meetings
Attendance
Excluding CLIC, Attendance up 19% YoY

12. Monthly Membership Meetings
Speaker
Speaker average increased 4.25 to 4.32 OCT – MAY, YOY

13. Monthly Membership Meetings
Networking
Networking average down 3.8 to 3.6 YOY: area for improvement
‘15-16 Popular: Christmas songs; Joe’s skits; 1947 nickel story

14. Monthly Membership Meetings
Facilities
Whitby Centennial
Ajax McLean
Whitby Abilities
Peterborough
VIVA C A W P V
Facilities average down 4.3 to 4.1 YOY
Averages: Centennial 4.3; McLean 4.1; Abilities 4.4

15. Monthly Membership Meetings
Food
Food assessment consistent average of 4.2 YOY
Caterers: Centennial; Lori (Country Kitchens) and Pilar at McLean / Abilities. Other: P’boro / VIVA inhouse.

16. Monthly Membership Meetings
Overall
Overall assessment consistent average of 4.2 YOY
Correlation: 93% to Speaker; % Facilities, 46% Food; 13% Networking

17. Monthly Membership Meetings
Volunteers
Jeff Hassal [Registration]
Bill Murray, Collin Lord,
Daniel Doberstein, Douglas Dillon,
Delroy Trowers, Terri Gudgeon,
Teresa Omand

18. Monthly Membership Meetings
Volunteers
PDU Example: 8 meetings.
1 hr mtg hr prep. = 12 hrs Giving Back
1.5 hrs PDUs for Education
12 / 35 min. Education PDUs
12 / 25 max. “Giving Back” PDUs

19. Mary Anne Slemon Director of Education
Professional Development PMP Prep Mentoring
AGM 2016

20. Close Down Mentoring 2014/2015
Close with a fun event – this time we went to Math and Music in Pickering
Group was split in two
The Band
The Song Writers
AGM 2016

21. Mentoring 2015/2016 Smaller group: 6 mentors and 6 mentees
Mentoring Committee
Emily Van de Klippe
Karen Bridgman
Ron Gavrin
Jennifer Johnson
Royston Fernandes
Katie Cronin Wood
AGM 2016

22. Mentoring 2015/2016 Accomplishments 2015-2016 session
1 kick off and training session and 2 quarterly meetings
Developed a framework for Mentoring
aligns to the talent triangle
Checkpoints have progressed from 'how are things going' to educational
Opportunities for learning new skills
Speaking, Sharing Knowledge
Topics have included OneNote, Base Camp, MSProject, Earned Value, Big Data, Communication Tools, Conflict Management
Developing a Mentoring Skill Set Inventory - group sharing vs only mentor and mentee.
Successful Skype mentor/mentee relationship
Outcomes:
Support looking for new jobs and building skills sets
Build a network
Confidence Building
Ground mentee in new job - ability to ask ‘how to’ questions in a safe environment
AGM 2016

23. PMP Exam Prep Three Sessions a year October 2015 7 students
January 2016
16 students
May 2016
9 students
AGM 2016

24. Israel Ufomadu Director of Marketing and Communications
Website Newsletter Communications
AGM 2016

25. Joe Campa VP Business Operations
AGM 2016

26. Joe Campa VP Business Operations
AGM 2016

27. Katy Privett Director of Volunteers
Volunteers Students Special Projects
AGM 2016

28. Maddie Sanders VP Finance
Compliance Taxes Financials
AGM 2016

29. 2015 Financial Results
The Chapter is still in good financial health, even though we have a significant deficit.
An overall deficit of approximately $(36,761), primarily due to professional development event that we had to cancel ($18,500), subsidization of Monthly Meetings ($10,000), increase in our operation cost (website, SWAG, scholarship, training. etc)
Even though our membership is up our revenue is down, we decreased our membership fee from $25.00 to $ Revenues of $15, were down 1.0% compared to last year. Total revenue $48, for FY15 year.
AGM 2016

30. 2015 Financial Results
Notes for break down of Symposium Costs – 20,000
Venue costs – 10,000
Speakers – 5,000
Promotion and advertisements – 2,200
Swag – 3,300 (was reused)
Misc - 500
AGM 2016

31. 2015 Financial Results
AGM 2016

32. 2015 Financial Non-profit – Rules have changed
Non-Profit rules and guidelines have changed and are still changing. The Federal government have been checking up on specific non-profit organizations to assess if they really are non-profit organizations and the reason for any cash on hand.
With this in mind, we have engaged another accounting firm that has a specialized team for non-profit organization. They will be guiding and advising us through these rules and guidelines.
In very recent meeting with them, they noticed that for our tax fillings from 2011 to 2014 were not filed correctly with our previous accountant. That has been corrected and we received our 2014 HST refund…
AGM 2016

33. 2015 Financial Non-profit – Rules have changed
We have also asked about what is a good amount to have as a cash on hand? Their guidance was if there are any costs that are on going, as in booked venues, training, monthly meetings, etc then those cost is what the cash on hand will be used for.
This is our 12 month reserve that we have set aside (50K)
We discussed our plan to spend approx. 3-5K per year on the membership to decrease the cash on hand to a more reasonable amount to start with each year.
The goal is have the cash on hand at the beginning of the year not zero as this is not possible but an amount that will let us continue to operate and grow. This magic number is between 15-25K and this number will be assess yearly. As things never stay the same.
AGM 2016

34. 2015 Financial Non-profit – Rules have changed
With an accounting firm that will keep us informed of the new rules and guidelines, will provide training, will answer our questions and provide sound advice for our future, we are in a better position to achieve our goals.
AGM 2016

35. 2015 Financial Initiatives
With our goal in mind to move towards the magic number FY15 we have earmarked a portion of the money in bank for membership engagements such as the CLIC, better speakers, volunteer recognition, SWAG, etc, this was a success and we will be continuing on with this initiative in FY16.
AAGM 2016

36. Motion:
To approve the Financial Statements for the Year ended at October 31, 2015
Motion to approve
AGM 2016

37. Welcome our NEW Board Members
Carrie-Ann Grimley
Doug Wilson
Shelbie Clarke
AGM 2016

38. Your PMI- DHC 2016-2017 Board of Directors
Joe Campa
Cameron Linton
Maddie Sanders
Israel Ufomandu
Katy Privett 
Carrie-Ann Grimley
Doug Wilson
Shelbie Clarke
Ranjini Cassup
Past President
AGM 2016

39. Motion:
To adjourn AGM
Motion to approve
AGM 2016

40. AGM 2016

41. 1st Annual Charity Golf Tournament
PMI-DHC Presents
1st Annual Charity Golf Tournament
When: Sunday, September 18th
Shotgun Start 9am
Where: Whispering Ridge Golf Course in Brooklin
Format: 4-person Scramble (no need to be a pro!)
Price: $125 per person
Prizes available! Late lunch will be provided.
Proceeds will go directly to Feed the Need Durham.
*Sponsorship opportunities available. Please see Kristen Ninaber for more information.

42. Emotional Intelligence (EI) Workshop with Geoff Crane
Layout: 4 half-day sessions on Saturdays
Timing: October/November
Location: Whitby Public Library, or Rotary Park Pavilion in Ajax
Summary: 4 dimensional framework of EI
Approach: A business case with further detail has been presented to the Board as of June 1st
A project plan will ensure that the workshop is managed in a consistent and organized manner
Professional Development Committee

43. CLIC 2016 Community Leaders Inspiring Connections
Details will be sent shortly!

44. PMI-DHC 15th Anniversary Celebration! Celebrating Diversity in Durham
June 2017
This will be a semi-formal event
Presentation Title

45. Networking Activity Sharing
Open your sealed envelope
Read the perceptions that others had of you based on the little that you were able to actually tell them
How accurate was their perception of you ?
Presentation Title

46. It’s so hard to say GOOD-BYE!
AGM 2016

47. Presentation Title

48. Volunteer Recognition
AGM 2016

49. THANK YOU! Professional Development Committee Nick Hathorne
Shelbie Clarke*
Rebecca Hoadley
Justin Donaldson
Kathryn Cox
Networking Committee
Suzanne Anthony
Carla Bragansa*
Troy St-Denis
Kristen Ninaber*
Cathy Smits
Finance
John Dimopoulos
Board Administration
Donette Johnson*
Stephany John*
Kerith Hamilton- Pearson*
Doug Wilson

50. THANK YOU! 15th Anniversary Committee Priyanka Mech Priyal Jori
Ranjini Cassup
Necole Miller
Michelle White
Thomas Mathi
Marcia Sylvester
Abhishek Sharma
Ajaykumar Kathiriya
Delroy Trowers
Rayan Gordon
Linda Martinolich
Camille Carter
Teresa Omand
Kerith Hamilton-Pearson
Governance Committee
Natasha Toney
Donette Johnson
Carla Bragansa
Stephany John
Aysha Sherazi
Elizabeth Taylor
Collin Lord
Ronnie Robinson
Linda de Boer
Omoruyi Iyare
Monthly Meeting Volunteers
Jeff Hassal
Bill Murray
Collin Lord*
Daniel Doberstein
Douglas Dillon
Delroy Trowers
Terri Gudgeon*
Teresa Omand

51. THANK YOU! Marketing & Communications Shelbie Clarke Golf Tournament
Chris Castillo
Pauline Green
Claudia Silvera-Reid
Kathryn Cox
Dennis Abuan
Venkatesh Jeyaraman
Golf Tournament
Committee
Kristen Ninaber
Javier Castro
Dominik Majda
Aysha Sherazi
Delroy Trowers
Catherine Smits
Mentoring Committee
Emily Van de Klippe
Karen Bridgman
Ron Gavrin
Jennifer Johnson
Royston Fernandes

52. THANK YOU! PMP/ CAPM Instructors Michelle White Carrie-Ann Grimley
Doris Bergeron
Greg Watson
Mark Guy
Stuart Brunt
Ron Gavrin
Ralph Blank
Susan Carroll-Clark
Ranjini Cassup
Mary Ann Slemon
Pat Smith
Peggy Lalonde
Logistics- Terri Gudgeon

53. Do you have an idea or initiative you would like to see implemented?
Please share your ideas!!

54. Closing Remarks
AGM 2016