GoToWebinar Tips - COTMI would like to call the 47th AGM for COTM to order. Thank you for...
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Welcome to the 47th
Annual General Meeting
Presenter
Presentation Notes
Inaugural online AGM
The College of Occupational Therapists of Manitoba office is
located on original lands of Anishinaabeg, Cree, Oji-Cree,
Dakota, and Dene Peoples, and on the homeland of the Métis
Nation. We respect the Treaties that were made on these
territories, we acknowledge the harms and mistakes of the
past, and we dedicate ourselves to move forward in
partnership with Indigenous communities in a spirit of
reconciliation and collaboration.
2.0 Call to Order
Presenter
Presentation Notes
I would like to call the 47th AGM for COTM to order. Thank you for attending. The agenda and order of business can be found on Page 3 of the meeting materials package that can be found online in the member area on the AGM tab. Click on 2018 Annual General Meeting Package link. My name is Katelyn Maruca, Council Chair for COTM. I would like to introduce the current Council members present for this meeting: (go around table)… A complete listing of all Council members can be found in the Annual Report which is also available on-line at the COTM website on the AGM page found in the About Us menu. We have two vacancies on Council as we await new appointments to the Roster of Public Representatives by the Minister of Health. I would also to introduce the COTM staff: Sharon Eadie, Executive Director of COTM Carmen Funk, Registration and Financial Coordinator, COTM Sandra Nowicki, Operations and Special Projects Facilitator, COTM The online 2018 AGM package contains the business of today’s annual general meeting. The audited financial statements are also part of this booklet. The annual report is available online at cotm.ca / About COTM / Annual General Meetings The annual reports will not be read. Questions and discussion are welcome. Please state your full name when making or seconding a motion to make it easier for the recording secretary to document the minutes.
3.0 Agenda Items from the Floor
Presenter
Presentation Notes
Are there any agenda items from the floor to be added to the agenda? If there are please type them into your question box.
4.0 Approval of the Agenda
Presenter
Presentation Notes
May I have a motion to approve the agenda? Is there a seconder? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
Presenter
Presentation Notes
We can see the results of the poll. The motion has been carried… (or not carried?)
5.0 Approval of Rules of the Meeting
Presenter
Presentation Notes
May I have a motion to approve the rules of the meeting of the College found on page 4 of your meeting package. Is there a seconder? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
Presenter
Presentation Notes
We can see the results of the poll. The motion has been carried… (or not carried?)
6.0 Appointment of Two Scrutineers
Presenter
Presentation Notes
We will be appointing COTM staff to act as the scrutineers who will show you the outcome of each poll on your device display. Thank you Sandra and Sandra for being scrutineers for this evening.
7.1 Approval of the AGMMinutes of Oct. 25, 2016
7.2 Review of Oct 24, 2017 Meeting
Presenter
Presentation Notes
Regrettably there were too few members in attendance at the October 24th, 2017 COTM AGM in order to conduct the business of the College. Quorum required for the Oct. 24, 2017 meeting was 10% of the membership. Even though COTM was unable to formally constitute the AGM, we still had the opportunity to recap content in the Annual Report and provide attendees with updates on some key developments since the period covered by the Annual Report. Additionally, there were presentations on COTM financial matters, the IT system and the CCP. A summary of this was provided on page 4. the meeting package. Any discussion or corrections to minutes? May I have a motion to accept the minutes of the AGM of October 25, 2016 as presented? Is there a seconder? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
7.3 Verification of online vote November 2017
Presenter
Presentation Notes
As we didn’t have a 2017 AGM we did an online vote to appoint the auditor. Deloitte was appointed for the 2017/2018 year.
8.0 Business arising from the Minutes of Oct. 25, 2016
Presenter
Presentation Notes
May I have a motion to accept the minutes of the AGM of October 25, 2016 as presented? Is there a seconder? Is there any discussion or corrections to minutes? Any discussion about the Oct. 24, 2017 meeting? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
9.0 Chairperson’s Remarks
Presenter
Presentation Notes
This is a placeholder for the “Chairperson’s Report” presentation.
10.0 Annual Report
Presenter
Presentation Notes
Are there any questions about the Annual report May I have a motion to accept the Annual report? Is there a seconder? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
11.0 Treasurer’sReport
Financial Statements of
THE COLLEGE OF OCCUPATIONALTHERAPISTS OF MANITOBAMay 31, 2018
Presenter
Presentation Notes
The first part of the Treasurer’s report is my presentation of the 2018 Audited Financial statement. As noted, this report was part of your meeting package. We will invite questions but will not review all parts of the audit. The audit is a tool prepared by an independent accounting firm for use by the Council to verify COTM’s financial position and practices of the administrative staff. Following the Council’s approval it is then distributed to COTM members and the Minister of Health, Seniors and Active Living and available for perusal by the public on the COTM website.
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 TheCollege of Occupational Therapists of Manitoba, which comprise thestatement of financial position as at May 31, 2018 and the statementsof operations, changes in net assets and cash flows for the year thenended and the notes to the financial statements.
Presenter
Presentation Notes
Deloitte was the firm that completed the 2018 COTM audit.
Opinion
In our opinion, the financial statements present fairly, in allmaterial respects, the financial position of The College ofOccupational Therapists of Manitoba as at May 31, 2018 andthe results of its operations and its cash flows for the year thenended in accordance with Canadian accounting standards fornot-for-profit organizations.
Chartered Accountants
August 28, 2018Winnipeg, Manitoba
Presenter
Presentation Notes
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.
College of Occupational Therapists of Manitoba
Questions about the Audit?
2017 - 2018 Actuals Vs. Budget
Presenter
Presentation Notes
As you can see from the provided financial statements in the AGM package. The budgeted surplus was just under 87,000 We came in at just over 120,000 Which lead to a significant increase in the reserve funds.
2018 - 2019 Budget
Presenter
Presentation Notes
This part of my presentation focuses on what we anticipate as revenue and expenses for the current fiscal year. This budget was approved by council in February 2018 and helped determine the membership fee paid for June 1, 2018. The base membership fee was increased from $610.00 to 650.00 The levy decreased from $110.00 to $55.00 The CCP development is set at $32,000 with a focus for attention to the Competence Confirmation processes. Of the COTM program In summary the budget anticipates a $5,000 increase over the previous year. Were there any questions regarding the information you received regarding the 2018-2019 approved budget
What is contemplated for 2019?
Presenter
Presentation Notes
Members often want to know what is anticipated for their 2019 fees. Notification will occur early on in 2019. The most significant contributor to changes in the 2019 fees will be modifications to professional staff levels as anticipated in our 2014 projections. This may be offset by the progress we have already made to replenishing the Reserve Fund.
2019 Initiatives
1.) Information Technology Platform
2.) Continuing Competency Program
3.) Risk Management (Reserve Funds)
4.) Human and Equipment Resources.
Presenter
Presentation Notes
In preparing for the 2019 fiscal year, the council relies on progress towards these four priorities that were identified back in 2014. To date, the IT system is functional so the future budgets include ongoing operational costs and only modest amounts for development and improvement. The Continuing Competence Program has significant development needs which will extend over the next few years but we do not anticipate requiring significant increases. Unspent funds from 2017-2018 have been added to the reserve for some of this future development. As noted, the Reserve Funds have grown and in the coming year, the Council will determine if the current amounts are sufficient to address our project needs and manage anticipated risks such as future complaint inquiries. Lastly, we are working to enhance our professional staff complement recognizing that additional human resources are needed. As noted – the 2014 projections contemplated funding for an equivalent to 1.0 EFT for the Senior Professional staff as compared with our current .6 EFT.
Five Year Projections of the Reserve Fund
TARGET
(prepared in 2014) ACTUAL
RESERVE FUND 2019-2020 2017-2018
Discipline Activity 150,000 216,000
Sick time 25,000 20,000
Office Upgrades 9,000 9,000
Major Projects 10,000 10,000RHPA 10,000 10,330IT 10,000 10,000
Continuing Competence 20,000
Contingency 36,000 36,000
TOTAL $ 250,000 $ 331,330
Presenter
Presentation Notes
Here is a bit more information about the Reserve Fund I have referenced a few times. This shows that funds not spent on Continuing Competence Program development in 2017 – 2018 has gone into a reserve fund for the future development we just mentioned. This slide shows that our projections towards replenishing the Reserve Fund are considerably ahead of the trajectory we predicted back in 2014. The Council will be considering this when planning for the 2019 - 2020 budget.
Any other questions regarding the Treasurer’s Report?
Presenter
Presentation Notes
This is where Katelyn will resume and pose the question.
12.0 Report of the Nominations Coordinator
Presenter
Presentation Notes
Three individuals were nominated to fill three vacancies on Council. The mail-in ballot procedure for elections was not implemented this year given that nominees will be elected by acclamation. The nominated individuals are Shannon Hargreaves, Brenna Shearer and me. A brief Curriculum Vitae for each can be found in the meeting package page 22. Any discussion? Brenna Shearer and I have agreed to another term on council. Motion required to accept Joanna’s report? Is there a seconder? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
13.0 Announcement of Election Results of Council Members
Presenter
Presentation Notes
As noted, Shannon Hargreaves, Brenna Shearer and myself have been elected by acclamation.
14.0 Election of the Nominations Coordinator
Presenter
Presentation Notes
Joanna Quanbury has agreed to stand for reappointment as the Nominations Coordinator. Can I have someone to put forward a motion and another person to second a motion to nominate Joanna Quanbury to the position of Nominations Coordinator? I would also ask for nominations from the floor if anyone else is interested in the filling this position. (Ask for nominations from the floor 3 times in all.) If no nominations from the floor I declare that Joanna Quanbury will be Nominations Coordinator for 2019.
15.0 Appointment of the Auditor
Presenter
Presentation Notes
I would now like to ask Hon Ha O’Donovan, COTM Treasurer, to make a motion to appoint Deloitte as our auditor. Is there a seconder? Any discussion? We will now open the online polls for voting. You will now see a poll screen on your display. Please click on your response to the question. We will allow a short time for voting.
Poll Results
16.0 New Business
17.0 Certificates of Appreciation
Presenter
Presentation Notes
Certificates of appreciation are being presented to Sheila Marlow and Gina Tranquada.
18.0 Adjournment
Presenter
Presentation Notes
Can I have a motion to adjourn the AGM? Can I have a seconder? Voting Thank you, The AGM meeting has been adjourned. We will now to move the General Meeting.
Poll Results
COTM General MeetingOctober 24, 2018
Call to Order
Approval of the Minutes
Presenter
Presentation Notes
Approval of the June 2018 general meeting minutes. Motion Seconder
Poll Results
Appointment ofTwo Scrutineers
Revisions to theCOTM By-laws
Motion to Amend:
Article III - Fees
Purpose
The by-law changes will make a clear differentiation between the registration year and the renewal period.
The changes will move the end of the renewal period ahead in time by one month to provide time for the processing of all renewals received in the office by the end of the registration year.
Presenter
Presentation Notes
The article that is being amended is “fees” however the significant changes relate to moving the renewal period not the fees. It is not fee focused, more so administrative
Background
Currently the renewal period and the registration year both end on May 31.
It is proposed that the renewal period would extend from March 1 to April 30th and the registration year would remain June 1 to May 31. This provides the staff with one month to confirm any outstanding issues with the renewals and to verify anyone who needs to be removed from the register of members as of June 1.
This also provides more clarity to members, employers and the public that only individuals who have completed renewal are on the register at the start of the registration year of June 1.
Currently, those who have not applied for renewal are struck as of June 15th and those who have applied incorrectly or incompletely are struck as of June 30th (as per Regulation 16) with a month following those dates to apply for reinstatement rather than going through the registration process as if a new applicant.
The process that is proposed is consistent with that used by the College of Audiologists and Speech Language Pathologists and the College of Registered Nurses of MB.
Change of Registration Year Discussion:
Rationale:
The by-law changes will make a clear differentiation between the registration year and the renewal period.
The changes will move the end of the renewal period forward by one month to provide time for the processing of all renewals received in the office by the end of the registration year.
Many regulatory organizations in Manitoba have moved to this approach.
Questions?
Motion to Amend:
Article III: Fees
Call for the Vote
Presenter
Presentation Notes
Thought the Article is titled fees, that the change is related to shifting the renewal period by one month earlier.
Poll Results
Final Motion to Amend:
To rescind the June 26, 2018 COTM By-laws and approve the October 24, 2018 COTM By-laws which incorporate all amendments approved on October 24, 2018.
Poll Results
Adjournment
Thank you for attending!
