ANNUAL GENERAL MEETING Wednesday, May 4, 2011 Palace Royal Hotel Quebec City, QC MINUTES

Transcription

1 Present: See list of attendees attached ANNUAL GENERAL MEETING Wednesday, May 4, 2011 Palace Royal Hotel Quebec City, QC MINUTES 8:43 am 11:30 am Welcome & Introductions: 1. The meeting was opened by Geoff Best (President), who welcomed attendees and introduced the Executive & Executive Coordinator. Geoff asked if members had any additions to the agenda there were no additions. Previous Meeting Minutes (May Saskatoon) 2. Adoption of the minutes Moved: Ann Calverley Seconded: Liz Gamble Motion carried. Membership Update: 3. Bonnie advised that there were now 73 full & 10 associate members of the organization with 10 new to the organization in the past year. New members are: Central Quebec School Board Quebec conseil des écoles fransaskoises Saskatchewan Eastern School District Newfoundland Lethbridge School District Alberta Powell River School District British Columbia Prairie Rose School Division Alberta Qualicum School District British Columbia Western School District Newfoundland Windsor-Essex District School Board Ontario Yukon Dept of Education Yukon Introduction of New Executive Committee: 4. Bonnie advised that Rob Porkka (Alberta) and Brent Poole (Saskatchewan/Manitoba) were both re-elected by acclamation for their respective positions and Smita Sengupta was newly elected by acclamation to the Ontario/Quebec region position. Geoff Best will remain on the Executive Committee as the Past President. Membership was advised that the Executive would determine who would fill which role at their next Executive meeting. 1

2 Motion: To accept the new Executive as elected by acclamation. Moved: Ilze Epners Seconded: Birgit Hartel Motion carried. Financial Report: 4. David White (Treasurer) showed year to date financial info (see attached) advised that approximately $140,000 in revenue was generated over the past year in excess of $40,000 over budget due to increased sponsorship and conference dues charged. It is expected that there will be about $75,000-80,000 that will be carried forward to next year (on June 30 th ) due to some incomplete projects, sponsorship of the new website and new revenue sources. Carmen Cousineau asked where Bonnie was paid from and David indicated that the Services for CAPS-I covered Bonnie s expenses. CAPS-I - A Year in Review: 5. Geoff reviewed the Association s activities and accomplishments of the past year (see powerpoint for details) Consortium Update: 6. Geoff shared that over the past year the different organizations (CBIE, LC, AUCC, ACCC & CAPSI) have been working to understand each other and the marketing strategies/plans of each sector and province. The mandate of the consortium is to create a coordinated approach to marketing and prioritizing Canada as a place for all to study. Geoff advised that the Minister of Trade likes the idea of having an industry-led Consortium and believes that it is the best place for operation of a national strategy/funding. The $10 million dollars budgeted over 2 years was as a result of a proposal asking for $22 million put together and information received from CMEC and the Consortium and once the new budget is approved an expert panel will be developed and it will be determined how this funding will be distributed and used. Ann Calverley asked Is the Consortium looking to take over the role of the CEC? Geoff replied No, it s not going to be the new CEC but rather act as an advisory/secretariat (day to day operations) related to the larger strategy of marketing Canada. Paul Millman asked We are the K-12 representative within the Consortium, but what about CASE and other vocational institutions? Geoff replied The Consortium is definitely trying to be as inclusive as possible and letters of invitation have been sent to other potential K-12 reps but they would need to be a national organization to qualify/participate. Geoff advised the next NEMR meeting is waiting for budget approval and should provide much anticipated information. There is currently no research to show the paths students are on and it is very important to collect this data so we can better understand the linkages between sectors. CBIE has contracted Daniel Guhr recently for $60,000 to begin this research and begin to collect the data related to pathways. Geoff also advised that as part of the Consortium s initiative, CAPS-I was invited to and provided webinars for trade commissioners in 3 different time zones around the world in early April. Over 120 trade commissioners participated and the presentations were well received. 2

3 Geoff posed the question What are the Top 5 things we want the Consortium to do for us in terms of a national presence? Website Updates: 7. Bonnie shared some that on average there are visitors to the website each month, viewing 4 pages on average for just under 4 minutes in duration. There have been viewers from 124 different countries including the Top 20: Canada, Japan, China, Brazil, US, Mexico, France, Germany, Spain, UK, Colombia, Korea, Russia, Chile, India, Philippines, Vietnam, Italy, Venezuela, Argentina Launch of New CAPS-I Website: Bonnie provided an overview of the project and shared that Ingle International came forward early on in the project and offered to develop and host the site at no cost. Bonnie introduced the new website to those present and gave them a quick tour of the new features and enhanced member profiles. Bonnie advised that going forward, members will be able to edit their own profiles and that she would send out the new login information with instructions to access both the Members Only section as well as the profiles in the coming week. Geoff thanked Ingle again for their sponsorship and contribution and asked Robin Ingle to come forward to accept a framed letter of appreciation on behalf of the Association. Robin also shared a few words about the process and thanked Bonnie for her work in keeping the website project on track over the previous months. CBIE: 8. Ann Calverley shared some information about CBIE as their President, Karen McBride was unable to attend. Ann advised that CBIE was established in 1966 and that she is currently the K-12 representative on their Board. Ann shared that CBIE is working hard to change how they are working with their membership and are seeking to better understand the needs of the K-12 sector. Ann also shared that a report would be going forward later that week at their meeting in Ottawa to reduce the membership fee to $700/year. She also shared that CBIE offers an annual conference as well but that it hadn t been good at targeting the K-12 sector in the past but was hopeful improvements would be made for the 2011 conference to be held in Ottawa from November rd. Dave Scott asked if it might be possible for CAPS-I to obtain membership with CBIE as an organization. Paul Millman suggested the CBIE facilitate research regarding how the secondary sector benefits the postsecondary sector or what s the difference/average outcome comparing post-secondary international students that come directly from overseas with those that graduate from one of our programs. Geoff Best shared that Karen McBride has been a great advocate through the Consortium and most professional and sincere in his experience working with her at that table. NETWORKING BREAK 2011/2012 Marketing Plan: 9. Brent presented the proposed marketing plan (see powerpoint) for CAPS-I for the 2011/2012 year in chronological order beginning with May 2011 and the ICEF Vancouver event. He also spoke about the creation of a CAPS-I members catalogue that would be made available both in print and electronically so it could be distributed to Embassies and agents around the globe. It was also suggested that the catalogue may also receive some sponsorship and would contain additional information about the organization, Canadian public schools, homestay, etc 3

4 Participation in future ICEF events both in Berlin (Oct 2011) and Montreal (April 2012) was proposed as well as additional website translations in Vietnamese, Portuguese, etc.., additional webinars with agents, reprinting of marketing materials etc Ilze Epners asked Do you store the webinars? Geoff and Bonnie advised that the recent webinars hadn t been recorded but that the powerpoint could be made available and podcasts considered for the future. Vic Degutis asked Is CAPS-I targeting any specific markets? and Geoff advised that CAPS-I s had prioritized Germany for Fall 2012 and that Trade Commissioners were beginning to ask for CAPS-I presence at events or to make presentations and that potentially CAPS-I could go to new markets for exploration purposes on behalf of the membership (e.g. Eastern Europe) Barb Onstad also shared that she gave a presentation about Public Education in Canada prior to the ICEF Berlin event in November /2012 Budget: 10. David reviewed the proposed budget and explained some of the increases/changes related to the 2010/2011 budget (see attached). There were no questions. A motion was made to accept the Treasurer s report (provided earlier in the meeting) Moved: Carmen Cousineau Seconded: Paul Millman Motion Carried A motion was made to accept the 2011/2012 budget as proposed Motion: Ann Calverley Seconded: Ilze Epners Motion carried. Constitutional Amendments: 11. Rob reminded the membership that Notices of Motion with respect to the Constitution had been sent out several weeks prior. Article IX Executive Committee 9.1 The Executive Committee shall be composed of the five elected officers. The Executive Committee shall also include a Past President in the first year of the new President s term. As noted above, a non-voting member of the Executive Committee will be the Executive Coordinator. The five elected officers and the past president will have voting rights. MOTION: 9.1 That the term of past president be modified from a 1 year to a 2 year term RATIONALE: To ensure indefinite continuity within the Executive moving forward, it is necessary to extend the term of the Past President beyond just the 1 st year of new President s term. Moved: Rob Porkka Seconded: Brent Poole Motion Carried 4

5 Article X General Meeting 10.2 In addition to the Annual General Meeting, there shall be a minimum of one General Meeting per year. The Annual General Meeting shall be held in May each year. The Executive Committee will set the agenda for all General Meetings (Full Member Districts/Divisions may submit items for inclusion on the agenda in advance of any General Meeting). MOTION: 10.2 That 10.2 be modified to state that further general meetings may occur as required RATIONALE: To align the Constitution with the decision made at the May 2010 AGM to have just one meeting per year and as such, replace the reference to in addition to the Annual General Meeting, there shall be a minimum of one General Meeting per year. Moved: Rob Porkka Seconded: Brent Poole Motion carried. MOTION: That 10.2 be further modified to state that the AGM be held in the Spring each year Moved: Ilze Epners Seconded: Barb Onstad Motion carried. Roundtable Discussion Topics: Geoff asked the membership to Identify the Top 5 Things We d Like the Consortium To Do For Us so that he could take this information back to the group. A proposal to host the 2013 Annual Conference in Toronto was also put forth and members were also asked to discuss this idea. It was discussed and decided that the 2013 conference/agm will be held in Toronto. 5

6

7

8

9 CANADIAN ASSOCIATION OF PUBLIC SCHOOLS INTERNATIONAL Statement of Operations Projected 2011 Statement of Operations with comparative budget Budgeted Operating Income Membership fees $ 78,000 $ 75,000 Government Grants - - Sponsorship of Events 28,500 15,000 Conference Registration Fee 26,295 Guests Attending Conference 1,700 2,000 Advertising Revenue 4,800 Total Revenue $ 139,295 $ 92,000 Expenses Services provided for CAPS-I $ 9,046 $ 15,000 Website 3,932 10,000 Insurance 1,050 1,500 Executive Meetings 4,098 7,500 Conference 49,000 25,000 Advertising and Promotion Brochure/Displays 1,288 10,000 Overseas receptions - 10,000 Booth at events 5,739 8,000 Print Materials 2,344 10,000 76,497 97,000 Excess (deficiency) of revenue over expenses $ 62,798 $ (5,000)

10 CANADIAN ASSOCIATION OF PUBLIC SCHOOLS INTERNATIONAL Statement of Financial Position Projected Statement of Financial Position 2011 Assets 2011 Current assets: Cash $ 127,512 Accounts receivable- Members 1,000 Accounts receivable- Guest Fees 100 Accounts receivable- Conference Registration Fees 900 $ 129,512 Liabilities and Net Assets Current liabilities: Accounts payable and accrued liabilities: Print Materials 1,215 Conference 38,041 Insurance 1,050 Services Provided for CAPS-I 3,900 Website 1,149 Executive Meetings 2,400 Booth at Events 600 Total current liabilities 48,355 Net assets: Retained earnings 18,359 Net income 62,798 Total net assets 81,157 $ 129,512

11 Annual General Meeting Wednesday, May 4, 2011 Conférence annuelle Mercredi 4 mai 2011

12 Welcome, Introductions & Additions to the Agenda Bienvenue, présentations et ajouts au programme

13 Minutes of Previous AGM (Saskatoon - May 2010) Rappels sur la dernière réunion (Mai Saskatoon)

14 Membership Update Mise à jour des inscriptions = associate = associés

15 Welcome to New Members Bienvenue aux nouveaux membres Central Quebec School Board conseil des écoles fransaskoises Eastern School District Lethbridge School District Powell River School District Prairie Rose School Division Qualicum School District Western School District Windsor-Essex District School Board Yukon Dept of Education Quebec Saskatchewan Newfoundland Alberta British Columbia Alberta British Columbia Newfoundland Ontario Yukon

16 Introduction of New Executive Committee Présentation du nouveau comité de direction

17 Rod Matheson Rob Porkka Brent Poole Smita Sengupta David White Geoff Best British Columbia / Yukon Alberta Saskatchewan / Manitoba - President Ontario / Quebec Atlantic Provinces President

18 Financial Report Compte-rendu financier

19

20

21 CAPS-I: A Year in Review ACEP-I: l année en revue

22 Saskatoon

23 Saskatoon

24 June 2010 Juin CAPS-I Booth at ICEF Toronto Event including 30 minute seminar for Agents - CAPS-I: Your Guide to Quality Public Elementary & High School Education in Canada Présentoirs ACEP-I à l évènement ICEF de Toronto, incluant un séminaire de 30 minutes pour les agents - «ACEP-I: Votre guide vers une éducation de qualité dans les écoles primaires et secondaires publiques au Canada»

25 CAPS-I signs MOU with other sectors to create Canadian Consortium of International Education Marketing CEP-I signes MOU avec d autres secteurs afin de créer un consortium sur le marketing de l éducation internationale July 2010 Juillet UBC Study raises concerns about homestay CAPS-I issues press release and responds to media L Université de la Colombie Britannique soulève des inquiétudes à propos des familles d accueil - ACEP-I publie des communiqués de presse et répond aux medias

26 Sept 2010 Rob Porkka submits Time to Invest in Education Marketing submitted to Embassy Canada s Foreign Policy Newsweekly Rob Porkka présente «Il est temps d investir dans un marketing de l éducation», soumis à «Embassy», le magazine de politique étrangère du Canada Oct 2010 CAPS-I Booth at CBIE Conference in Calgary Présentoir ACEP-I à la conférence du BCEI de Calgary

27 Nov 2010 CAPS-I participates in Consortium Booth at ICEF Berlin ACEP-I participe au présentoir du consortium à l ICEF de Berlin CAPS-I brochures distributed in packages of all ICEF Berlin agent participants Brochures ACEP-I distribuées dans les paquets de tous les agents participants à l ICEF de Berlin CAPS-I full page ad appears in ICEF Berlin catalogue La publicité d une page ACEP-I apparaît dans le catalogue ICEF de Berlin

28 Dec 2010 CAPS-I Booth at ICEF Miami all members identified with table runners and tent cards CAPS-I conducts 30 minute seminar for Agents & ½ page ad appears in ICEF Miami catalogue

29 Déc 2010 Présentoir ACEP-I à l ICEF de Miami ACEP-I mène un séminaire de 30 minutes pour les agents et une demi-page apparaît dans le catalogue ICEF de Miami

30 Jan 2011 CAPS-I prepares grant application for GOA funding ($23,000) ACEP-I prépare une candidature afin d obtenir une subvention du OMA ($23,000) Mar 2011 Mars CAPS-I learns from International Trade Minister s Office of $10M budget funding to be designated to the international education sector over 2 years. CAPS-I press release distributed to media outlets ACEP-I apprend du bureau du ministre du commerce international qu un budget de 10 millions de dollars est sur le point d être alloué au secteur de l éducation international sur 2 ans. Communiqué de presse ACEP-I distribué aux médias

31 Apr 2011 Avril CAPS-I Executive conducts webinars with Canadian trade mission staff in 3 different time zones ACEP-I mène des séminaires en ligne avec du personnel de mission commerciale canadien dans 3 fuseaux horaires différents 10 CAPS-I members participate in joint ad in Study Travel Magazine 10 membres ACEP-I participent à une publicité commune dans le magazine «Study Travel»

32 Consortium Update Mise à jour du consortium

33 Website Statistics visits/month for total of approx visits from June 2010 April :48 = average # of minutes spent on site 63% new visitors 1/3 direct referral, 1/3 search engine & 1/3 from referring sites Visits from 124 countries

34 Top 10 Countries Visiting Canada Japan China Brazil US Mexico France Germany Spain UK

35 Top Countries Visiting Colombia Korea Russia Chile India Philipines Vietnam Italy Venezuela Argentina

36 Launch of New CAPS-I website Lancement du nouveau site internet ACEP-I

37 CBIE / BCEI

38 Break / Pause hrs

39 2011/2012 Marketing Action Plan Plan d action marketing

40 May 2011 June Sept 2011 Nov 2011 ICEF Vancouver (Agent Workshop) CAPS-I Booth & 30 minute seminar for agents Finalize agreement with ICEF Create CAPS-I Catalogue of members including introductory text and a 1 page profile of each member (1000 copies to be printed and electronic version also made available) ICEF Berlin Agent Workshop (CAPS-I Booth & 30 minute seminar for agents) Agent meeting session & networking reception coordinated with and hosted at the Embassy in Berlin (proposed to be held over the 2 days prior to ICEF event with interest of CAPS-I members)

41 April ICEF Montreal (Agent Workshop) April 29 May 1 CAPS-I Conference in Vancouver May 2 Ongoing CAPS-I Annual General Meeting Continued enhancements to the CAPS-I website including translation into Vietnamese & Portuguese Reprinting of brochures, posters, etc Webinars & agent training

42 2011 / 2012 Budget

43 Constitution Amendments Constitution - Amendements

44 Article IX Executive Committee 9.1 The Executive Committee shall be composed of the five elected officers. The Executive Committee shall also include a Past President in the first year of the new President s term. As noted above, a non-voting member of the Executive Committee will be the Executive Coordinator. The five elected officers and the past president will have voting rights. MOTION: 9.1 That the term of past president be modified from a 1 year to a 2 year term Moved: Rob Porkka Seconded: Brent Poole RATIONALE: To ensure indefinite continuity within the Executive moving forward, it is necessary to extend the term of the Past President beyond just the 1 st year of new President s term.

45 Article X General Meeting 10.2 In addition to the Annual General Meeting, there shall be a minimum of one General Meeting per year. The Annual General Meeting shall be held in May each year. The Executive Committee will set the agenda for all General Meetings (Full Member Districts/Divisions may submit items for inclusion on the agenda in advance of any General Meeting). MOTION: 10.2 That 10.2 be modified to state that further general meetings may occur as required Moved: Rob Porkka Seconded: Brent Poole RATIONALE: To align the Constitution with the decision made at the May 2010 AGM to have just one meeting per year and as such, replace the reference to in addition to the Annual General Meeting, there shall be a minimum of one General Meeting per year.

46 Networking & Roundtable Discussion Réseautage / Table ronde

47 Meeting Adjourned Clôture de la journée

48 CAPS-I / ACEP-I Budget 2011/2012 Revenue: Membership fees $85,000 Sponsorship $30,000 Conference Fees $30,000 Total Revenue $145,000 Expenses: Executive Coordinator $20,000 Services & Expenses Accounting Services $ 5,000 Website $15,000 Insurance $1,500 Executive meetings $10,000 Conference $60,000 Marketing initiatives: Members Catalogue $ 15,000 Webinars/Agent Training $10,000 Overseas receptions $10,000 Booth at events $20,000 (ICEF Berlin, Miami & Montreal) Print materials $ 2,500 Total Expenses $ 169,000 Subtotal (deficit) $24,000 Carry Forward (as at June 30/11) $75,000 Retained Earnings $ 51,000 Balance $ 0 *As approved at AGM on Wednesday, May 4, 2011 in Quebec City