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Annual General Meeting 2004

March 8, 2004 @ 7:45 pm

Holiday Inn Oakville Centre

Oakville, Ontario

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Agenda

• Introduction

• Board Report outs

• Confirm amendment to Chapter by-law no. 1

• Election of 2004 Board of Directors

• Recognition of Volunteers & Sponsors

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Lakeshore Chapter

• Founded in 1998

• 730 members as of March 7, 2004

• Elected Board of 8 voting members

• 2 officers (President, Secretary-Treasurer) who are also Board Members

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Board Report Outs

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Membership

• Membership survey completed – Q1’03– Received good participation– Action plan developed

• Membership statistics– 656 members as of Dec. 2002– 720 members as of Dec. 2003 (10% growth)– 299 PMP – 41.5% of the membership

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Programs

• 8 Dinner Meetings - between Jan ’03 and Dec ‘03• Topics varied to appeal to different members

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Programs

• On-going Challenges– Speakers – please refer!– Need member feedback for topics– Need to collect post-dinner evaluations from

attendees• On-line vs. hard-copy at event

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Professional Development

• PMP Exam Assistance:– Spring 2003 PMP Self-Study Workshop:

• Eight weekday evening sessions from April 23 – June 11.• Attended by 24, and facilitated by 14 volunteers.

– Spring-Summer 2003 PMP Preparation Course:• Five Saturday all day sessions running from May 24 – June

21.• Delivered by Bay3000, and attended by 27 individuals.

– Fall 2003 PMP Preparation Course:• Five Saturday all day sessions running from November 15 –

December 13.• Delivered by Bay3000, and attended by 35 individuals.

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Professional Development

• Other Project Management Courses:– Offered 2 two day courses– Delivered by Procept Associates Ltd– Topics (as per the membership survey):

• Assessing and Managing Project (August 26-27)

• Juggling Multiple Projects (September 9-10)

– Response was poor and therefore both were cancelled.

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Communication

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Communication

Total Visits (Mar 03 – Feb 04) = 15,018 (avg. 1,252/month)Total Hits (Mar 03 – Feb 04) = 186,948 (avg. 15,579/month)

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Overview – Member Survey ‘03

• The Board held a strategic planning workshop in January 2003

• An outcome of the workshop was the decision by the Board to survey the membership on a select number of items

• The survey was held February 2003• The results of the survey have been published to

the website.• The Action Plan has been published to the

website. (see link from minutes of June 16, 2003 AGM)

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

PMP Preparation20% Self-study10% Formal course42% already a PMP

20% of respondents would like a Self Study course early in 2003.The Lakeshore Chapter management plans to offer preparation courses in both the Winter and Fall on an ongoing basis. The intent of this survey question was to find out from the membership which type of PMP course should be offered first in 2003.

Offer a PMP Self Study Course in April-May. Offer a PMP Preparatory Course in May.

Spring 2003

Completed

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Courses through Chapter1. Risk Management2. Managing Multiple Projects3. PMO

The Lakeshore Chapter management realizes that the course offering needs to be expanded to address the needs of the PMP certified members.

As a start, offer 2 out of the 3 courses suggested. Format to be one or two day session.Look at additional courses for 2004.

Summer 2003

2 two day courses offered by had to cancel because of low enrolment

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Seminars / Symposiums92% Yes8% No

92% of respondents would like to see seminars offered. The Lakeshore Chapter management would like to include seminars as part of its offering. We are expanding our current course offering in 2003 so it is doubtful that we will have the resources in 2003 to properly address this program.

The Director of Professional Development will be looking at seminar options and timing over the next few months.

Spring 2004

In –Progress for 2004

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Dinner Presentations Format18% very satisfied44% satisfied32% neutral Quality of Presentations17% very satisfied45% satisfied27% neutral

62% of respondents are satisfied with the format; 62% of respondents are satisfied with the quality.The Lakeshore Chapter management is pleased to see a positive response, although we feel we can improve the format and continue to bring quality speakers to you.

Revisit the standard operating procedure for dinner meetings with the volunteers and tighten up the process.

September 2003

On-Going

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Dinner Location37% very satisfied26% satisfied26% neutral Quality of Dinner25% very satisfied31% satisfied37% neutral

61% of respondents are satisfied with the location; 56% are satisfied with the quality of the meal.The Lakeshore Chapter management has been working with the venue to address concerns when they arise. One specific area of improvement is the vegetarian meal. The venue has been very responsive to our needs.

We will continue to seek your feedback on the location and quality of meal. We have found that many concerns can be addressed immediately with the venue.

On-going Ramada Inn had a change of management and there were issues in the later part of 2003. We are reviewing our choice of location for 2004

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Web site content13% very satisfied37% satisfied41% neutral

50% of respondents are satisfied with the Web site content. This is encouraging, although the Lakeshore Chapter management feel there is still a need to drive more content to the Web site.

Continue to improve quality of and frequency of Web site content.

On-going

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Registration Process35% very satisfied25% satisfied34% neutral

60% of respondents are satisfied with the registration process.The Lakeshore Chapter management feel there is still room for improvement. We are working on improving the registration process that will include credit card payment coupled with immediate receipt generation.

Redesign receipt process as part of the implementation of a credit card payment option.

October 2003

Registration processing at the event has been improved with the addition of name tags.

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Payment for Events72% Credit Card11% Cash10% Cheque

72% of respondents would like the credit card payment option. The Lakeshore Chapter management is in complete agreement. We feel that the use of credit cards will improve both the receipt process and the check in process at the event.

Implement credit card payment option so that members can pay for events during the on-line registration process.

October 2003

Completed

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Logo Redesign32% Yes12% No56% No Opinion

32% of respondents will support a logo redesign. The Lakeshore Chapter management have been discussing the logo over the past year and a half and feel that it should be more closely aligned with the Chapter's region. The existing logo although somewhat unique is difficult to link back to the Lakeshore Chapter.

We will solicit input from our membership and a graphic artist and then allow the membership to choose from a selection of approximately 3.

Fall 2003 Put on Hold because of resource limitation and other priorities

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Communications33% very satisfied31% satisfied24% neutral

64% of respondents are satisfied with the communications. The Lakeshore Chapter management has been working hard to move all communication to a web based and email based electronic channel. This has been a culture change for some and developing content for the Web site has been an ongoing challenge.

Continue to improve quality and frequency of content and email communication out to the membership.Bimonthly hyper linked email messages to membership to be implemented in September 2003.

September 2003

Still not where it needs to be with respect to frequency and content. Not complete

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Employment Advertisement89% Yes2% No9% Don't Know

89% of respondents would like to see some form of employment advertisement.The Lakeshore Chapter management has struggled with this with respect to exactly what we could do better than what already exists on recruiting Web sites and job boards.

Implement a process for communicating, via email to the membership, job opportunities.

June 2003

Employment opportunities have been emailed to the membership as we receive them.

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Organize Sessions with Recruiters / Companies72% Yes14% No14% Don't Know

72% of respondents would like to see recruiter/company sessions.The Lakeshore Chapter management believes this would be extremely helpful to members.

As a start look at a session that helps members with the recruiter process.

Fall 2003 Not complete

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‘03 Survey Action Plan - Update

Membership Survey Results

Management Discussion

Action Timing Update

Membership Benefits11% very satisfied33% satisfied49% neutral

44% of respondents are satisfied.The Lakeshore Chapter management interprets the level of membership benefit satisfaction as low. We also realize that this is a function of the activities and events we offer to members.

Continue to improve the service offering. Post on the Web site a revised list of Lakeshore Chapter member benefits

September 2003

Not complete

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Confirm amendment to the Chapter by-law no. 1Resolution No. 1 - Amendment of By-Law No. 1• This resolution is to amend By-Law No. 1 by

suspending until the beginning of the 2005 AGM the second paragraph of section 8 of By-Law No. 1 concerning term limits. “No person shall serve as a director of the Corporation for more

than three (3) consecutive one (1) year terms. In the event that a person serves as a director of the Corporation for three (3) consecutive one (1) year terms, such person shall be eligible to be re-elected to the board of directors after an absence from the board of directors of one (1) year.”

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Election 2004

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2004 CandidatesNominated by

Position Candidate 1st 2nd

Past-President John Gaston, PEng PMP N/a N/a

President

Secretary-Treasurer Gillian Prieur, PMP Ram Sriram Pappur Shankar

Communications Kiron Bondale, PMP Ram Sriram John Gaston

Programs

Membership John Beamish, PMP Pappur Shankar Ram Sriram

Professional Development

Joseph Zielinksi, PMP Pappur Shankar Ram Sriram

At Large Angelo Baratta, CMC PMP Bill Blight Ram Sriram

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Recognition

Volunteers & Sponsors

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Benefits from Volunteering

• Credits (PDUs)– PMI gives you credit for volunteering your time. These

credits are needed to maintain your PMP status.

• Networking– Gives you a chance to meet new people

• Learn more about project management– New people, new ideas, methodologies, tools, practices

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Volunteers 2003 –Self Study PMP Facilitators• Dara Nagra• Dave Nielsen• David Brady• Ed Kilner• Henry Witkowski• Jason Tratch• John Gorham

• Joseph Zielinski• Keith Farndale• Leyton Collins• Ravi Chari• Rob Kemp• Tabitha Kollar• Zoran Erak

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Volunteers 2003 – Project World Toronto• Barb Agard-Raymond• Ravi Chari• Samir Afara• Glen Ford• Malixay Mckenzie• Dave Willick• Angelo Baratta• Mark Brooks

• Ksenija Spanovic• Leyton Collins• Pappur Shankar• Ron Casey• Richard Fung• Henry Witkowski• Ram Sriram• Joseph Zielinski

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Volunteers 2003 – Webmaster• Henry Witkowski, Webmaster

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Volunteers 2003 – Process Mapping – Chapter Ops

• Gillian Prieur

• Dave Freeman

• Alfred Adamo

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Volunteers 2003 – Board of Directors

• Diana Miret• Ram Sriram• Boris Stojanov• Joseph Zielinski• Ravi Chari• Kiron Bondale• Pappur Shankar• John Gaston

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Sponsors 2003

• Project World

• Freedman//Gould Chartered Accountants