Uditha Senaratne Algonquin, Vice-Chair 1. Sharon Barr Ottawa, Chair 1 John Hazel Ottawa, Past-Chair 1. Thousand Islands, Past Chair (teleconference)

Transcription

1 Minutes Approved Eastern Regional Congress Saturday, September 10, 2016 Lord Elgin Hotel 100 Elgin Street, Ottawa, ON K1P 5K Chair: David Brown Senior Regional Councillor Vice-Chair: Guy Boone Junior Regional Councillor Lawrence Lupton Algonquin, Chair 1 Stephanie Thomson Algonquin, Secretary Uditha Senaratne Algonquin, Vice-Chair 1 Doug Hamilton Kingston, Chair Doug Hatfield Kingston, Treasurer Sharon Barr Ottawa, Chair 1 John Hazel Ottawa, Past-Chair 1 Joseph Podrebarac Ottawa, Treasurer Tapan Das Ottawa, Executive John Kizas Ottawa, Executive Arash Yazdani Peterborough, Chair Marcelo Sarkis Peterborough, Vice-Chair Randy Walker Quinte, Past Chair Graham Houze Thousand Islands, Chair Steve Ireland Thousand Islands, Secretary Ray Linseman Thousand Islands, Past Chair (teleconference) Steven Stang Upper Canada, Chair Ted Naugler Upper Canada, Vice-Chair Guests: Changiz Sadr Chair, Regional Councillors Committee Michael Monette President & Chair, OSPE Marilyn Spink LGA Councillor (teleconference) Staff: Matthew Ng Manager, Chapters Regrets: Kathy Sutherland Ottawa, Vice-Chair David Grant Ottawa, Executive Ingrid de Buda Ottawa, Executive Sucha Mann Ottawa, Executive Note 1: Appointed to carry the vote for the chapter they represent. Time: 8:00 a.m. 9:00 a.m. Breakfast 9:00 a.m. 4:00 p.m. Meeting 1.0 Call to order and welcome

2 The meeting was called to order at 9:02 a.m. by Councillor Brown. 2.0 Routine Business 2.1 Approval of the meeting Agenda Motion 1: To approve the meeting agenda as presented. Moved by: M. Sarkis. Seconded by: L. Lupton. Motion Carried. 2.2 Approval of Minutes to previous meeting (June 25, 2016) Motion 2: To approve the Minutes to the previous meeting (June 25, 2016) with the following amendment: That the text for Item 3.1 Chapter Reports Algonquin Past Events be changed to: Participation of students in the Renfrew County Science and Technology Fair is declining. It was suggested that the Chapter consider changing the timing of the spring education event to coincide with National Engineering Month (March), as this will likely lead to greater attendance. Moved by: A. Yazdani. Seconded by: G. Houze. Motion Carried. 2.3 Business arising from previous Minutes Action 1: Sharon Barr to contact and Jeannette Chau (Manager, Government Liaison Program) to investigate webcasting of upcoming Government Liaison Program (GLP) training sessions and inviting neighbouring GLP chapter chairs to attend in person. Update: Completed. Action 2: Going forward, chapters who are putting on outreach events during March, to send event info to NEM Ontario for inclusion in event listings (free advertising). Postevent photos, videos, etc. should also be sent in order for NEM Ontario to properly document events. Update: Completed. Action 3: Chapter Coordinator to compile and send Peterborough chapter any best practices on hosting curling bonspiels. Update: Completed. Action 4: Chapter Manager to investigate putting the address into campaigner so that chapters in Eastern Region can e-blast their members as well as the other chairs and vice-chairs in the region to inform them on upcoming events and news. Update: Completed. This is not possible with Campaigner as this is a distribution list and not a proper account. Action 5: Graham Houze to share content from Thousand Island Chapter s April 14, 2016 social media seminar with Arash Yazdani.

3 Update: In progress. There is a copyright issue that needs to be addressed before the content can be released, G. Houze will pass along the info when the presenter s permission is granted. Action 1: G. Houze to inform A. Yazdani when the content from Thousand Island Chapter s April 14, 2016 social media seminar can be released. Action 6: Arash Yazdani and Stephen Wall to create a working instruction on Social Media for peer review. A preliminary report is to be presented at the September Eastern Regional Congress, followed by a period of peer review with the intent of having an updated report in time for the February Eastern Regional Congress. Update: A. Yazdani and S. Wall are compiling their independent findings and will distribute the results to the Congress via . Action 2: A. Yazdani and S. Wall are compiling their independent findings and will distribute the results to the Congress via , with regards to Action 6 from the June 25 th, 2016 Congress: Arash Yazdani and Stephen Wall to create a working instruction on Social Media for peer review. A preliminary report is to be presented at the September Eastern Regional Congress, followed by a period of peer review with the intent of having an updated report in time for the February Eastern Regional Congress. Action 7: Eastern Chapters to have a list of one or two members to peer review the preliminary report on Social Media instruction in time for the September Eastern Regional Congress. Update: This will likely be composed of the Chapter Chairs and Vice-Chairs and/or webmasters. Deferred until the next Congress. Action 3: Outstanding from the June 25th, 2016 Congress Action 7: Eastern Chapters to have a list of one or two members to peer review the preliminary report on Social Media instruction in time for the September Eastern Regional Congress. Action 8: Matthew Ng to contact Tracey Caruana (Acting Manager, EIT) regarding the creation of an EIT Conference. Matthew Ng to report back at the September Eastern Regional Congress. Update: Completed. M. Ng and T. Caruana are discussing this further with Marta Ecsedi. Action 9: Graham Houze to coordinate a group discussion to compare Eastern s chapter budgets. Update: Completed. G. Houze s findings can be found in Appendix A. G. Houze stressed that the intent of the research was not to set a cap, but to develop an information tool that may be referenced in budget planning. It was decided that the research would continue and that J. Podrebarac, D. Hamilton, and R. Walker would continue developing this tool with G. Houze. Action 4: G. Houze, J. Podrebarac, D. Hamilton, and R. Walker to present their findings regarding Eastern s chapter budgets at the February Regional Congress.

4 Action 10: Chapter volunteers interested in applying for a position on the 2016 CLC Organizing Committee to Matthew Ng with responses to the following questions: Why do you want to be on the organizing committee? What are your skills? Update: Completed. This will be discussed further in Section Chapter Forum 3.1 Chapter reports (refer to the Congress Package for the detailed activity reports, highlights are provided below) Algonquin (presented by L. Lupton) Comedy night: reasonable turnout (148 attendees), slow take up with registrations but it did balance in the end; challenge with coaching and one of the comedians was particularly offensive. Chapter will decide what to do about this event next year. Observatory: being leased by a private company as a commercial venture. Well worth it although they are not really set up for tours (20 is a good nuber). Well worth the drive deep into the park. Regulatory Talk Elliot Lake Algo Mall Collapse Inquiry with Todd Storms (was the lawyer of one of the inquiry participants) Took 1.5 years to book him. CLC 2016: noted correction that only 2 reps will attend as there isn t a rep on the Organizing Committee. Kingston (presented by D. Hamilton) LAP kick-off: did not go well (only had three 3 mentors). Now there are a few more mentors interested and the chapter is working hard to get more in order to match all the mentees. Feedback from Marta Escedi s Equity-Diversity presentation was very good (a little too long, 20 min. would have been a good length), female youth who attended with their parents were enthralled. It s recommended you ask her for a sneak peak of her presentation, it helped with boosting pre-event registration. Chapter is considering working with the Steam Museum; this would be a good source of interactive displays that could be used for EDU outreach. Talk by Professor McDonald (Nobel Laureate) working on finding a suitable date chapter will let region know of the date. Book a large room (he easily fills a 400 seat room). Ottawa (presented by S. Barr) Chapter is happy to have other chapters attend their events and look towards working with others Concern about running alcohol related events was expressed. The Chapter has been refraining from holding events such as tours at microbreweries, beer tasting, etc. The following advice was given to the Chapter: networking is the primary focus of the event and beer is secondary (treat the event as such); don t advertise the event as a beer tasting/ alcohol centered event; refer to PEO s alcohol policy available on chapters.peo.on.ca and go to a licensed establishment. Chapter also spoke about their sustainability seminar and their Entrepreneurship program.

5 Peterborough (presented by A. Yazdani) Beer Tasting Network Event went well and draws a larger and bigger cross-section of attendees Unfortunate incident where the chapter s communications rep was harassed by a member. LAP kick-off: was a success, receptive EITs, two completed the program, the third had to withdraw due to work responsibilities. The wrap-up reception will be held later this month. Engineering Symposium Internet of Things: Annual event and a larger chapter event. Different direction this time around on how to raise funds, this was heavily opposed by some members, nonetheless, M. Sarkis has been very successful in raising funds and registration is steady and looking good. Chapter does a good job of interacting with other organizations and having collective events (IEEE, OACETT, etc). Quinte (presented by R. Walker) The chapter took a summer holiday. Thousand Islands (presented by G. Houze) Thanked Kingston Chapter for the invite to the Equity-Diversity presentation talk. Moved BBQ to an outside Brockville location and had more attendees than expected. Working on getting an EIT networking night going Site tour: new distillery opening up, owned by a P.Eng. More Girl Guides & Scouts activities to help them get a badge (inspired by UofT program) Luncheon with past scholarship students and their parents will be held in December. Upper Canada (presented by S. Stang) Scholarship program is going well, they had 14 applicants and gave out an additional 2 scholarships. 2 nd year participating in the Noble Villeneuve Golf Classic. Had a nice farewell appreciation dinner for Scott Gagnon (executive member who will be moving out of the chapter) combined with OPG tour. 3.2 Regional Open Issues / Concerns There are currently no open issues from the Eastern region. 3.3 Open issues from the other regions Western Open Issue 55 - WRC requests RCC to establish a task force to consider recommended changes and potential implementation of the proposed structured EIT program as presented in the PENTA Forum 2014, so to address Western Open Issue 49 by 2015 PEO AGM. Western Open Issue 56 - WRC requests RCC to request the PEO Licensing Committee to clarify the background associated with 30 hour supervised EIT experience per month requirement; to provide information on what is an acceptable way for how an EIT can get someone to vouch for his/her experience in the absence of a P.Eng. direct

6 supervisor. The region further asks the committee to provide an explanation on why this is changed, and with the intent to change it back to what it was before. West Central Open Issue 32 - WCRC wants RCC to implement means of improving the knowledge new licensee have with regard to the role and mandate of PEO in society, its chapter system and volunteerism in general for the Association. Update: M. Ng provided the RCC with a revised welcome letter that included info on the functions of PEO, OSPE, Engineers Canada, and related insurance programs. No further action was taken by the RCC. The Human Resources Committee (HRC) is working on a leadership development program that any PEO member will be able to access online. Included in this program will be an introductory module that discusses the mandate, authorities, and powers of PEO and how it relates to other engineering organizations. The introductory module will be produced this year. Northern Open Issue 38 - NRC requests RCC to recommend to Council to establish a task force to look at the size of the council make-up with reference to the James Dunsmuir s article in Engineering Dimensions May/June 2015 issue. ERC expressed their concerns that issues are left on the open issue roster as a reminder Northern Open Issue 39 - NRC requests RCC to recommend to council to rescind the motion of a membership referendum for continuous professional development (CPD) program. It is the opinion of the NRC that PEO should have a mandatory CPD program for its members and administered by PEO. Northern Open Issue 40 - To raise the RCC Entrance Scholarship Fund from $1,000 per chapter to $2,000 per chapter. 3.4 Mathletics Clickers At present, the Regional Councillors Committee (RCC) is evaluating the feasibility of offering more clickers (i.e. electronic scoring devices) to chapters in order to improve availability especially during peak demand times (such as during March for National Engineering Month events). This could include: rental agreements with third party suppliers, purchasing, or apps for smartphones. Chapters interested in using clickers: Chapters interested in owning clickers: Chapters interested in both renting and owning clickers: Ottawa, Kingston, Peterborough and Algonquin (other uses than just running Mathletics) None Ottawa, Kingston, Peterborough and Algonquin (other uses than just running Mathletics) 4.0 Chapter Finances Regional Allotment and Chapter Requests The 2016 approved chapter allotment was $561,000, of which $79,113 was allocated to the Eastern Region.

7 At its 2017 budget planning teleconference, Eastern Region Chapters complied with Councillor Brown s request to adjust their individual 2017 allotment requests so that the total 2017 Eastern Regional allotment request would not exceed a 2% growth over the region s approved 2016 allotment. This was again discussed at the last Eastern Regional Congress (June 25, 2016). As a result, the total 2017 Eastern Regional allotment request presented to the Regional Councillors Committee was $80,750 (i.e. a 2.07% increase over the 2016 approved Eastern allotment). The RCC, at its July meeting, determined that they will request a 2% increase over last year s approved allotment to account for inflation and a 4.7% increase is based on increase in membership, thus bringing the total amount requested to $599,000. If Council approves this amount, the Eastern Region will receive $95, As a result, Councillor Brown will need to distribute an additional $15, Council will receive the budget in its September meeting and vote on the full 2017 budget at its November meeting. 4.2 Special Projects Funding RCC Special project fund M. Ng presented this information item (refer to Congress Package for details). There were no questions or concerns EDU funding M. Ng presented this information item (refer to Congress Package for details). There were no questions or concerns GLP funding M. Ng presented this information item (refer to Congress Package for details). There were no questions or concerns. It is further reminded that chapters should keep Jeannette Chau advised on their plans on GLP activities NEM funding The regular funding will follow the same as in 2016: i.e. up to $700/chapter with the same stipulations as last year. The 2017 application forms have been updated to be more user friendly and organized. They will be released shortly (when the new website launches see item 5.3) and are due on November 18 th. Innovation funding for 2017 has changed, and is now divided into 2 categories: New innovative projects: 1. A new innovative project

8 Same intent as last year to enable organizations to tap into additional funding to design and implement brand new events and activities to engage the public in meaningful and creative ways. 2. Recreating someone else s innovative project New this year: Chapters can choose from a drop down list with about 5 projects that received innovation funding in the past and were successful events to recreate. Chapters will have a How-to-Guide to implement the project. Details are still being worked out on this form of funding RCC entrance scholarship application M. Ng presented this information item (refer to Congress Package for details). There were no questions or concerns. 5.0 Events / Activities / Programs 5.1 Councillor Spink s presentation Refer to Appendix B for LGA Councillor Marilyn Spink s presentation. 5.2 Chapter Leaders Conference 2016 update The committee has had 4 meetings to-date & the theme will be Revitalize the Brand Creating Connections The group wants to have an action plan for chapters to carry-out once the conference is over National Engineering Month update PEO, along with the other founding partners, are very excited to unveil a new website any day now (EWB is straightening out a server glitch). It ll be a noticeable improvement over the current version: information will be divided based on whether you are students and the general public; event planners; and for NEMOSC info. In the next several weeks, EWB will be hosting two webinars to help even organizers: The one for those who have already held NEM events will be Wed Sep 23 rd, the date of the webinar for new event planners has been postponed until the week of September 26 th, the exact date is still to be confirmed. Chapters were asked if they will be hosting a NEM 2017 event. Responses were: Algonquin No / Yes (event held outside of March); Kingston Yes; Ottawa Yes; Peterborough Yes; Quinte Yes; Thousand Islands Yes; Upper Canada Yes 6.0 Reports Council / RCC /Subcommittees/ Congress 6.1 Regional Election and Search Committee

9 Action 5: Councillor Boone will meet with the Chapter Chairs at the conclusion of the congress for 5 minutes. 6.2 Continuing Professional Competence Program ((CP) 2 ) Task Force Councillor Brown presented the work of the task force to date. Discussions ensued resulting in the following action. Action 6: Councillor Brown to provide the ERC with the referendum question once the final report is presented to Council. 6.3 Membership Survey Report M. Ng presented this topic and encouraged chapters of the Eastern Region to have discussions on this and stress how it is a valuable tool in learning what chapters need to do better chapters don t need to have a solution to the problems that have been expressed PEO can always get expert opinions on that, but it s critical to understand what members expect from and want from PEO to better serve them: from Council to Staff to Chapters. 7.0 Other Congress Business There was no other business to discuss. 8.0 Consent Agenda Councillor Brown discussed each item within the consent agenda. There were presentations on the material made by both Councillor Brown and M. Ng. No questions or concerns were raised. 8.1 Government Liaison Program (GLP) update Refer to Congress Package for full update. 8.2 Education Committee update Tracey Caruana is the new Manager responsible for this area. 8.3 Student Membership Program (SMP) update Tracey Caruana is the new Manager responsible for this area. 8.4 Licensure Assistance Program (LAP) update Tracey Caruana is the new Manager responsible for this area. 8.5 Volunteer Service Recognition Program & Awards updates No update was provided. 8.6 PEO IT Updates

10 Refer to Congress Package for full update. 8.7 RCC Minutes (March 12, 2016; April 30, 2016; May 19, 2016), 507th Council Disposition of Motions Refer to Congress Package for documents. 8.8 Staff Report and Staff Changes Notifications Refer to Congress Package for full update. 8.9 Upcoming Key Dates Refer to Congress Package for full update. 9.0 Announcements / Next meeting / adjournment and 2017 Chapter Schedules Date Location ***22 February 2017 Teleconference ***27 May 2017 Algonquin Eastern regional congress hosting rotation schedule: Feb Jun Sep Feb Jun Sep Feb Jun Sep Feb Jun Sep Thousand Islands x Peterborough x Kingston x Upper Canada x x Algonquin x Quinte x Ottawa x x Teleconference Teleconference Teleconference With the agenda completed, the meeting adjourned at 3:15 p.m.

11 Chapter Budgets: Review of budget performance Eastern Region Review of budget performance Purpose: To review budgetary performance of Eastern Region chapters to determine the baseline for each chapter with the following intent Provide a comparator to Chapter executive for the development of future budgets Review the level of standardization Initiate conversation among chapters to determine if budgeting process should be peerreviewed

12 Review of budget performance Collected data from all 7 chapters for period of and 2017 are estimates and projections Considered following categories Chapter executive meetings Chapter AGM Licence presentations Education Communications Chapter Event Site Tour Chapter Event Social Technical Seminar Student Papers Night Science Fair NEM Chapter Exec Annual Event Chapter Membership Annual Event GLP Mentorship Office Administration Other New Programs Entrepreneurship Committees Review of budget performance Considered net spending only Not concerned with PEO allotment due to the impact of bank balance adjustments

13 Review of budget performance Net expenses at chapter 7 yr average Max Min % increase Algonquin 7,690 9,956 6, Kingston 12,207 14,765 8, Ottawa 30,787 43,100 20, Peterborough 7,930 9,100 5, Quinte* ( ) 5,327 7,808 2, Thousand Islands 7,830 10,111 4, Upper Canada 10,190 13,000 6, Review of budget performance Net AGM expenses at chapter 7 yr average Max Min % increase Algonquin 696 1, Kingston 1,089 1, (9.1) Ottawa 6,256 11,489 2, Peterborough 1,239 1, (17.4) Quinte* ( ) 683 1, Thousand Islands 1,185 1, (24.2) Upper Canada 1,719 2,463 1,

14 Review of budget performance Net Executive meeting expenses at chapter 7 yr average Max Min % increase Algonquin 981 1, Kingston 1,024 2, Ottawa 1,736 2, Peterborough 1,778 2,150 1, Quinte* ( ) Thousand Islands 1,476 1,948 1, Upper Canada 1,527 2,171 1,004 (3.8) Review of budget performance 50,000 Annual Expenses 45,000 40,000 35,000 Net Expenditure ($) 30,000 25,000 20,000 15,000 10,000 5, ALGONQUIN KINGSTON OTTAWA PETERBOROUGH QUINTE THOUSAND ISLANDS UPPER CANADA

15 Review of budget performance 14,000 Chapter AGM 12,000 10,000 Net Expenditure ($) 8,000 6,000 4,000 2, ALGONQUIN KINGSTON OTTAWA PETERBOROUGH QUINTE THOUSAND ISLANDS UPPER CANADA Review of budget performance 4,000 Chapter AGM (excluding Ottawa) 3,500 3,000 Net Expenditure ($) 2,500 2,000 1,500 1, ALGONQUIN KINGSTON OTTAWA PETERBOROUGH QUINTE THOUSAND ISLANDS UPPER CANADA

16 Review of budget performance 2,500 Chapter Executive Meeting 2,000 Net Expenditure ($) 1,500 1, ALGONQUIN KINGSTON OTTAWA PETERBOROUGH QUINTE THOUSAND ISLANDS UPPER CANADA Review of budget performance Comments Lack of standardization of classification of expenses Aggregating expenses (ie. Activities to support core activities)

17 Review of budget performance Path Forward Develop similar package but using per capita costs Form small sub committee to review (lunch time meetings) Fall 2016 Review with all Chapters Winter 2017 Activity completed before the 2018 budget cycle