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Western Regional CongressFebruary 9, 2017

Teleconference

Western Regional Congress February 9, 2017

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Congress Attendance

ATTENDEES NAME CHAPTER/AFFILIATION

(please )

DELEGATE

Ewald Kuczera

Gary Houghton

Richard Chmura

Haris Ahmadzai

Vivender Adunuri

Kent Percival

Julie Wedzinga

Adriana Csiba

Darlene Daigle

Stacey McGuire

Matthew Ng

Julia Milter

Regional Councillor

Regional Councillor

Brantford, Chair

Chatham-Kent, Chair

Georgian Bay, Chair

Grand River, Treasurer Hamilton-Burlington, Vice-Chair

London, Vice-Chair

Niagara, Chair

Windsor-Essex, Chair

Chapter Manager

Chapter Coordinator

GUESTS


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Agenda Western Regional Congress Thursday, February 9, 2017

Teleconference – number will be provided in a separate email Webinar link – will be provided in a separate email

Chair: Ewald Kuczera, P.Eng. Senior Regional Councillor Vice-Chair: Gary Houghton, P.Eng. Junior Regional Councillor Staff: Matthew Ng, P.Eng. Manager, Chapters

Julia Milter Coordinator, Chapters

Time: 6:00 p.m. – 9:00 p.m.

6:00 p.m.

6:05 p.m.

6:15 p.m.

7:45 p.m.

1.0 Call to order and welcome

2.0 Routine business 2.1 Approval of the meeting Agenda 2.2 Approval of Minutes to previous meeting (Oct 1, 2016) 2.3 Business arising from previous Minutes

3.0 Chapter forum 3.1 Chapter reports

3.1.1 Current reports 3.1.2 Availability of past reports

3.2 Regional open issues / concerns 3.3 Open issues from the other regions 3.4 Clarification of the nomination and election of a Chapter

Board 3.5 Mathletics clickers update 3.6 Lifesize Cloud implementation 3.7 Canadian Anti-Spam Legislation (CASL) express consent

update

4.0 Chapter finances 4.1 2017 Approved allotments 4.2 2016 Year-end report submission 4.3 Monthly submission of chapter bank balance 4.4 Special projects funding

4.4.1 RCC special project fund 4.4.2 EDU funding 4.4.3 GLP funding 4.4.4 RCC entrance scholarship application

Decision Decision Discussion

Discussion InformationDecision InformationDiscussion

InformationDiscussion Information

Information Information Discussion

InformationInformationInformationInformation


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8:15 p.m. 8:30 p.m. 8:40 p.m. 8:45 p.m. 8:55 p.m.

5.0 Events / activities / programs

5.1 Chapter Leaders Conference (CLC) 2016 follow-up 5.2 2017-2018 PEO Council Elections

5.2.1 Voter turnout 5.2.2 Guideline on inviting nominees to chapter

events 5.3 2017 National Engineering Month (NEM) update 5.4 2017-2018 PEO AGM weekend

6.0 Reports – Council / RCC /Subcommittees/ Congress

6.1 Business Planning and Reporting Task Force 6.2 IT Envisioning Group (ITEG) update 6.3 Continuing Professional Competence Program Task Force

(CP)2 and the PEAK Program update 6.4 OSPE-PEO Joint Relations Committee (JRC) request

7.0 Other congress business

7.1 OSPE representation at the next Congress 8.0 Consent agenda

8.1 Government Liaison Program (GLP) update 8.2 Education Committee update 8.3 Engineers-in-Residence (EIR) update 8.4 Student Membership Program (SMP) update 8.5 Licensure Assistance Program (LAP) update 8.6 Volunteer Service Recognition Program & Awards updates 8.7 PEO IT Updates 8.8 RCC Minutes (July 23, 2016), 508th & 509th Council

Disposition of Motions 8.9 Staff Report and Staff Changes Notifications 8.10 Upcoming Key Dates

9.0 Announcements / next meeting / adjournment

9.1 2017 Chapter calendar

Date Location Saturday, June 24, 2017 London Saturday, September 9, 2017 Chatham-Kent

Information InformationInformation InformationInformation InformationInformationInformation Discussion Decision InformationInformationInformationInformationInformationInformationInformationInformation InformationInformation Information


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Minutes - Draft Western Regional Congress Saturday, October 1, 2016 Hampton Inn & Suites by Hilton Guelph 725 Imperial Road North, Guelph, ON N1K 1X4 519-821-2144 Chair: Ewald Kuczera, P.Eng. Senior Regional Councillor

Richard Chmura Brantford, Chair Len King Brantford, Executive Haris Ahmadzai Chatham-Kent, Chair Mohammad Shaquat Alam Chatham-Kent, Treasurer Vivender Adunuri Georgian Bay, Chair Harmeet Gill Georgian Bay, Vice-Chair Matt Irvine Grand River, Chair Kent Percival Grand River, Treasurer Laurel Davis Grand River, Volunteer Nigel Birch Hamilton-Burlington, Treasurer Julie Wedzinga Hamilton-Burlington, Vice-Chair Phil Lasek Lambton, Chair Imtiaz Shah London, Chair Adriana Csiba London, Vice-Chair Darlene Daigle Niagara, Vice-Chair Stacey McGuire Windsor-Essex, Chair Asif Khan Windsor-Essex, Vice-Chair

Guest: Changiz Sadr, P.Eng. Chair, Regional Councillors Committee Staff: Matthew Ng, P.Eng. Manager, Chapters Regrets: Gary Houghton, P.Eng. Junior Regional Councillor 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

The meeting was called to order at 9:05a.m. by Ewald Kuczera. 2.0 Routine Business

2.1 Approval of the meeting Agenda


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Motion 1: To approve the Agenda as presented. Moved by: Kent Percival. Seconded by: Nigel Birch. Motion carried.

2.2 Approval of Minutes to previous meeting (June 11, 2016)

Motion 2: To approve the Minutes to previous meeting (June 11, 2016) as presented. Moved by: Haris Ahmadzai. Seconded by: Kent Percival. Motion carried.

2.3 Business arising from previous Minutes

Action 1: M. Ng to follow-up with the Advisory Committee on Volunteers (ACV) for a timeline regarding its review of committee term limits.

Update: Completed. Council approved the motion for ACV to act as an overseer and communicator for committee term limits.

Action 2: M. Ng to contact Stacey McGuire to determine if she remains interested in leading Western Open Issue 55.

Update: Completed. Refer to Western Open Item 55 for further details.

3.0 Chapter Forum 3.1 Chapter reports (refer to the Congress Package for detailed reports, highlights are below)

Note: The Western Regional Office (WRO) is available for all Western Region Chapters to utilize. The WRO can help chapters with administrative functions from e-blasting to arranging tours. Contact Sarah or Zack: [email protected].

Note: To learn about being involved in Iron Ring Ceremonies, visit: ironring.ca.

Brantford – presented by Richard Chmura

Summer is typically quiet for the Chapter. Gearing up for National Engineering Month 2017 planning: setting up a

committee and hoping to return to school visits; the volunteer with school connections is no longer active on the chapter, looking for a replacement volunteer.

Annual perch dinner: October 23rd and the chapter brings in a guest speaker, this year’s will be the CEO of a solar panel company.

Micro-brewery event, volunteer dinner and a plant tour are coming up. Chatham-Kent – presented by Haris Ahmadzai

EIT night #1: was a collaborated event with OSPE (first ever joint event with OSPE) and it was very well organized; it was a fun night and the chapter is hoping to do this again next year with OSPE.

Wallaceburg Library: chapter has about 4 outreach events there a year. This event was for youth aged 8-10 years old and they built rollercoasters.


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Paint night: chapter tried it three years ago and decided to retry it. It was well attended but the instructor was not well organized and the venue was not well suited. If the chapter hosts this again, it will be with a different instructor.

Tech tour of the boiler house at the local hospital is upcoming. It will focus on energy efficiency, which is particularly relevant event for the chapter as half of them are employed by Union Gas. Registration is already doing well.

EIT night #2, PA day outreach events, and Executive Dinner are all planned for the Fall.

Georgian Bay – presented by Vivender Adunuri

The chapter had two technical tours in June that were well received. The scholarship program did very well: the chapter received 14 applications and

awarded four students. In addition to the $1,000 from PEO, and additional $1,000 was distributed (sponsored by Bruce Power).

The chapter had many tours throughout the summer that were well-received, such as the Coffin Ridge Winery Tour and the Bruce Power Bus Tour (members felt that it was good to connect with a local engineering company).

“I want to be a Professional”: was refreshing and helpful, focused on career development and networking.

Licence Certificate Ceremony: local mayor was a guest speaker. Participated in “Take your MPP to work day” and brought out their MPP Bill

Walker. Upcoming events: Mathletics, LAP will kick-off on October 18th, social events and

technical tours, EIR program and year-end dinner with the local mayor and MPP. The EIR (Engineers-in-Residence) program is a PEO program, for more info,

contact Erica Lee Garcia (Grand River Vice-Chair and EIR program service provider).

Grand River – presented by Matt Irvine

3rd Annual Symposium: very well received. Challenge: registering enough attendees to break-even; chapter hires professional speakers who tend to be costly and require a 50% down payment, in addition to deposit on venue, etc. Moving forward: organizing committee to plan far enough ahead that options to reduce financial loss are still possible. Chapter’s Education Committee fundraised enough to cover the shortfall from the Annual Symposium.

Golf remains a popular and marquee event for the chapter. EIR workshop was a great success: 3 new volunteers signed up to be EIR at the

workshop. Chapter has a busy Fall schedule planned. Two years ago the chapter restructured to a smaller executive with committee

chairs who operate committees with other volunteers. One of the most successful of these is the EIT Committee as it is run by EIT for EIT; that committee has become the number one source for new volunteers for the chapter. The executive now focuses on learning how to keep new volunteers integrated and active in order to keep them engaged as volunteers.

Hamilton-Burlington – presented by Julie Wedzinga

Surveyed members to gauge their interest in different types of events to aid event planning.


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Steel Image Tour: related to many members and the failure analysis was wellpresented especially for those not familiar with the topic.

Golf classic was cancelled due to low registration, however, chapter is holding anindoor golf lesson event in November.

Chapter has a busy Fall schedule planned.

Lambton – presented by Phil Lasek

Summer is typically quiet for the Chapter. Scholarship program had three participants, which is a good start. The chapter

now has a dedicated volunteer for education outreach. Upcoming events include: joining with Bluewater Technology Access Centre to

sponsor them for Robotics, Bluewater will give a presentation (with the robot) atthe chapter’s executive meeting.

Chapter is working on its EIR program, they have 12 members interested inparticipating; working on holding a training/orientation session for EIR andteachers to explain expectations and protocol.

Chapter will be working on Women-in-Engineering with Western University topresent a Go ENG GIRL camp.

London – presented by Adriana Csiba and Imtiaz Shah

Previously held events included: bus trip to Ripley’s Aquarium in Toronto; golftournament; “take your MPP to work” day (first time chapter has tried this event,they have a very active MPP); Tall Tower Challenge at London Children'sMuseum.

Chapter is looking forward to hosting Márta Ecsedi, (Chair, Equity and DiversityCommittee at PEO) at their next executive meeting. M. Ecsedi has offered to givea presentation on Equity and Diversity to all chapters, and several have alreadyaccepted her offer.

The chapter will be focusing heavily on education outreach at local schools(presentations, displays, competitions) for the remainder of the year; theyreceive numerous calls from schools for return visits.

As the chapter has become more active, there aren’t enough volunteers tocomfortably manage all the work.

The chapter expressed gratitude to the Western Regional Office for all thesupport it continues to give the chapter, to the Grand River Chapter for its helplast year, and to Western University for the free parking it provided.

Niagara – presented by Darlene Daigle

Summer BBQ: was cancelled as it has had low turnout over the last few years. EIT night: well received and good turnout Goal: to have more EIT involved on the executive and to remain active The NYSSPE Joint Dinner will be hosted by Niagara Chapter and will include a

certificate ceremony. This continues to be a good event for networking. Upcoming events: EIT night (this time P.Eng. also invited for more cross-

networking and to encourage member engagement); Speaker Series;Appreciation dinner.

Chapter is focusing on how to serve EIT; what is the role of the chapter andwhat is the proper message to convey to EIT (is it networking, education, etc.?)


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Windsor-Essex – presented by Stacey McGuire

Golf day is a regular and well attended event. EIT night: this has been done successfully for many years with the same format:

o Daytime student session: the event starts during the day with a rep fromPEO (this time it was Jeannette Chau (Manager, GLP)), to speak tofourth year university students during their regularly scheduled class onwhat steps they need to take after graduating in the path towardslicensure.

o Evening EIT session: EIT are provided with info and a Q&A (answeredby the PEO rep) on issues specific to their licensing process andstruggles. Most of the EIT who attend are internationally trained EITwho are struggling to find a P.Eng. to oversee them and/or obtainingCanadian experience. Food and beverage follow (budget is $200 and issubsidized by the chapter).

Chapter is continually involved in the Iron Ring Ceremony (they bring greetingsand best wishes from PEO).

Upcoming events: free tour of the Nemak aluminum plant tour will be held onOct 12th; 6th Annual Innovation Station includes bridge busting, button makingand this year they will bring in iPads etc. for more tech interaction; Nov 2nd forLicensing Presentation; tour of PEO head office (in conjunction with a secondevent: consider inviting all the western chapters, consider asking OSPE for theirVia Rail discount); starting up LAP after a hiatus of a few years; working onstarting the EIR program; handing out a financial award for a college studentwho’s graduated and is going into an engineering program at an accrediteduniversity.

3.2 Regional Open Issues / Concerns

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.

Update: Stacey McGuire indicated her preference to remain on the task force,however, not in the capacity of Chair. This issue is also being discussed by theLicensing Committee (LIC). The Chair of the LIC would be interested in workingwith representatives from the Western Region.

Action 1: With respect to Western Open Issue 55, Chapter Manager to contact Angela Scott, Wayne Kershaw and Julien Samson to inquire if they would be interested in working with the Licensing Committee on identifying obstacles that individuals and companies are facing with the proposed structured EIT program.

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


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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.

• Update: The RCC received the response from the Licensing Committee (LIC).The LIC was not aware that there had been a change and will recommend to Councilthat the experience requirement revert to what it had been prior to the Councilapproved changes put forth by the Professional Standards Committee. Change willlikely be slow.

Action 2: Chapter Manager to forward the background email from Michael Price to Western Region delegates. Chapter Manager to contact Michael Price to request a timeline showing when the experience requirement will be reverted to what it had been.

The subject of chapter elections and means of voting arose. The intent of this would be to improve member engagement.

Motion 3: That the chapter elections be held by utilizing additional means of voting apart from voting at the AGM. Examples of alternate means can be through utilizing electronic voting process by email or through the website or by mail-in ballots, which ever costs less, voting with no additional costs can be done simply by sending emails.

Moved by: Nigel Birch. Seconded by: Stacey McGuire. Motion defeated.

3.3 Open issues from the other regions

Information item, refer to Congress Package for details.

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 smartphone apps. Clickers can be used for more than just Mathletics events.

In order for the Chapter Office to start researching, chapters were polled to assess their interest in renting, owning, or renting and owning clickers:

Chapters interested in renting clickers: Hamilton-Burlington (maybe)Brantford Lambton (maybe)

Chapters interested in owning clickers: London Grand River

Chapters interested in both renting and owning clickers:

None

4.0 Chapter Finances


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4.1 2017 Regional Allotment and Chapter Requests

The RCC will request $599,000 for the 2017 Chapter allotment amount. If this amount is approved by Council, the Western Region would receive $ 134,480.

4.2 Special Projects Funding

4.2.1 RCC Special project fund

There is $12,000 remaining in the fund. The next RCC meeting will be on November 5th in London, submit your applications by October 7th.

Refer to the Congress Package for full details.

4.2.2 EDU funding

There is $6,500 remaining in the fund. The next full EDU meeting will be mid-October.


4.2.3 GLP funding

Chapters receive up to $234/riding/year for expenses related to engaging with their MPP. Contact Jeannette Chau (Manager, GLP) prior to making GLP expenditures.


4.2.4 NEM funding

The applications have been distributed and are available on nemontario.ca under “Propose an event” tab.

There will be three types of funding available in 2017: o The NEM fund: up to $700/chapter and up to 50% of the event costo The Innovation fund: this is the same as last yearo The “Scale an Innovation Fund” – recreate an event that has

previously received innovation funding and you’ll receive the eventmodel

Engineers Without Borders Canada is the service provider for NEM Ontario.

November 18th: funding application deadline

May 1st: scorecards are due (the remaining 50% of event funding will only be given upon receipt of your scorecard by this date)

4.2.5 RCC entrance scholarship application

Ensure that the student’s proof of registration is included, an offer letter does not qualify.


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The $1,000/chapter that PEO funds is paid directly by PEO head office to the student: any additional funds that the chapter raises for scholarships is paid to the student from the chapter.


5.0 Events / Activities / Programs

5.1 Chapter Leaders Conference 2016 update

There are three representatives from the Western region: Vajahat Banday (designate), Asif Khan (co-alternate) and Salman Basit (co-alternate)

The theme will be “Revitalizing the brand…Making connections”.

The schedule includes two 90 minute sessions in the morning and a third in the afternoon.

5.2 2017 National Engineering Month update

The revitalized nemontario.ca website will be launching soon.

The 1st round of webinars introducing the 2017 campaign was held this past week for new event planners. The webinar and presentation slides are on nemontario.ca in the “BLOG” tab.

Matthew Ng presented an abridged version of the webinar. Refer to Appendix A for the presentation slides.

6.0 Reports – Council / RCC /Subcommittees/ Congress

6.1 Regional Election and Search Committee

The 2016 Western Regional Election and Search Committee is chaired by Councillor Houghton and includes all the Western Region Chapter Chairs.

The nomination forms are available on peo.on.ca. Nominees can interface with members at chapter events and the Chapter Leaders Conference.

Action 3: Western Chapter Chairs to actively recruit nominees for the position of Junior Western Regional Councillor and to contact Councillor Houghton.

6.2 Continuing Professional Competence Program ((CP)2) Task Force

The Task Force developed a questionnaire to determine statistics such as whether a member is practicing, their discipline and their practice’s risk to the public. Upon completion, the member will be notified of the number of professional development hours they should complete. While the reporting/questionnaire completion will be mandatory, the requirement to complete the professional development training will still


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be voluntary as a referendum has not yet taken place. Two focus groups have reviewed the Task Force’s questionnaire. Council has received the feedback and it is available on peo.on.ca for members to beta-test. The Task Force will review beta-testing feedback and revise the questionnaire to be implemented in January 2017 and will be tied-in to each member’s licence renewal.

PEO Communications is working with the Task Force to determine ways of communicating this to members.

6.3 Membership Survey Report

The survey is a valuable tool in learning what PEO can work on to improve as an association; it’s critical to understand what members expect and want from PEO.

The survey is a good tool for chapters to use to identify new types of events or topics for events. For example, respondents felt that there weren’t enough examples of disciplinary cases. Although this is a Council issue, chapters can still play a role, perhaps by holding an event with a representative from the Disciplinary Committee to speak about past cases, or perhaps with a video, etc. Another example would be to host engineering quiz nights for respondents who felt that chapters are too focused on socializing.

In reviewing and responding to the data in the survey, chapters could potentially draw more members out, increase chapter engagement and participation.

7.0 Other Congress Business

7.1 Councillor Spink’s presentation

Information item, refer to Congress Package for details. There is no speaker fee and Councillor Spink is willing to travel (discuss travel reimbursement with her directly).

Giving speaker gifts to PEO Councillors is the decision of the chapter. If chapters would like to, a recommended price range would be up to $50.

7.2 Canada 150

As Canada will be celebrating 150 years of confederation next year, most industries will be marketing how they’ve helped to shape Canada. Chapters may want to consider recognizing the contribution Ontario engineers have made over the last 150 years while planning events for 2017.

8.0 Consent Agenda

Motion 4: To receive the Consent Agenda.

Moved by: Len King. Seconded by: Kent Percival. Motion carried.

8.1 Government Liaison Program (GLP) update 8.2 Education Committee update 8.3 Student Membership Program (SMP) update


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8.4 Licensure Assistance Program (LAP) update 8.5 Volunteer Service Recognition Program & Awards updates 8.6 PEO IT Updates 8.7 RCC Minutes (March 12, 2016; April 30, 2016; May 19, 2016), 507th Council Disposition

of Motions 8.8 Staff Report and Staff Changes Notifications 8.9 Upcoming Key Dates

9.0 Announcements / Next meeting / adjournment

9.1 2016 and 2017 Chapter Schedules

Date Location**February 9, 2017 Teleconference **June 24, 2017 London **September 9, 2017 Chatham-Kent

Western regional congress hosting rotation schedule:

2016 2017 2018 2019

Feb

Jun

Sep

Feb

Jun

Sep

Feb

Jun

Sep

Feb

Jun

Sep

Hamilton‐Burlington

Teleconference

Teleconference

Teleconference

Brantford x

Grand River x

London x

Chatham‐Kent x

Lambton x

Windsor‐Essex x

Georgian Bay x

Niagara x x

With the agenda completed, the meeting adjourned at 3:55 p.m.


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2.3 Business arising from previous Minutes

Action 1: With respect to Western Open Issue 55, Chapter Manager to contactAngela Scott, Wayne Kershaw and Julien Samson to inquire if they would beinterested in working with the Licensing Committee on identifying obstacles thatindividuals and companies are facing with the proposed structured EIT program.

In Process

Action 2: Chapter Manager to forward the background email from Michael Price toWestern Region delegates. Chapter Manager to contact Michael Price to request atimeline showing when the experience requirement will be reverted to what it hadbeen.

Action 3: Western Chapter Chairs to actively recruit nominees for the position ofJunior Western Regional Councillor and to contact Councillor Houghton.


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Brantford 1/26/2017

REGIONAL CONGRESS ACTIVITY REPORT PERIOD: X FEB JUNE SEPT

CHAPTER NAME: Brantford YEAR: 2017

PAST ACTIVITIES (since the last congress):

Date (mm-dd-yy)

Event Name, Type AttendanceNumber

Things that worked Things that didn’t work

23‐10‐16 Annual Perch Dinner/Speaker 61 (capacity)

MPP attended, speaker on green facilities well received

20‐10‐16 Micro‐brewery tour 20 networking/communications/excellent facilities tour

23‐11‐16 volunteer dinner 19 new volunteers/spouses got to know the old guard, interest in NEM

16‐01‐17 meeting for NEM planning

7 included pasta structure/screening/AGM/candidates networking

PLANNED ACTIVITIES (up to the next congress):

Date (mm-dd-yy)


Event Purpose Expectations

07‐02‐17 Wingin’ it with candidates

as of Jan24 24/50

Networking/chat with chapter and provincial candidates

First time using EventBrite

11‐03‐17 ’STEM’ movie screening and AGM

150 ‐75P.Eng. ‐75students

Promote STEM for NEM, AGM ’Apollo 13’ or equivalent

26‐03‐17 Pasta Structure Contest 100 NEM K‐12 event 18 teams, more community participation, improvement on NEM 2016

xx‐05‐17 Movie Screening ‘Hidden Figures’

150 Participant prizes for structure contest/STEM promotion/networking

available DVD after April ‘17

CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS Succession planning, more networking/tour events


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Chatham-Kent 1/26/2017

REGIONAL CONGRESS ACTIVITY REPORT PERIOD: FEB JUNE SEPT

CHAPTER NAME: Chatham-Kent YEAR: 2017


Date (mm-dd-yy)



10‐19‐16 EIT Night 11 Out of total 30 registered EITs – 11 cameout ~ successful turnout!

Event was held after work hours

Food and beverage was provided.

N/A

10‐20‐16 Tech Tour – @ Chatham‐Kent Health Alliance (Hospital)

18 Tour of chiller and boiler room and howsteam is used in a hospital setting.

Pizza and pop was provided.

Very successful event – attendees askedlots of questions.

Had 3 volunteers from the hospital – andsmaller group tour allowed for morequestions.

N/A

10‐22‐16 Member Appreciation Event ‐Corn Maze

34 Fun evening of corn maze – everyone hada great time.

Lots of young families showed up!

Rain made the event run shorter than usual.

11‐03‐16 Member Appreciation Event –Wine and Cheese Tour

12 Presented 2 P.Eng certificates at this event Parent/Teacher interviews that same day –not good timing.

When newsletter was sent – this event wason the last page – so maybe people didn’tscroll down to the end of the newsletter.

11‐25‐16 Women in Engineering Camp 25 Event held during PA Day – 1st time ever!

Event was only open to girls – ages: 8 to12

Various activities were held – 6 volunteershelped out.

Full day event – 9 am to 3 pm. Held atlocal Elementary School.

Union Gas was the only sponsor for theevent ‐ @$500

Will look for more sponsorship in 2017!


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Chatham-Kent 1/26/2017

01‐14‐17 Curling Bonspiel 40 Total 10 teams participated (4 per team)

New format: Curl‐Lunch‐Curl (10 am start)

$35 per person. Raised $455 – Donated toOutreach for Hunger

Planning on repeating event next year!

Will try to start event an hour earlier nextyear.

Will open registration for 16 teams nextyear. Had to turn away 2 teams this year.

01‐17‐17 Exec Team – Christmas Dinner 12 Due to vacation planning, held Christmasdinner in January.

N/A


Date (mm-dd-yy)



02‐10‐17 Chapter AGM 60 to 80 Looking to present 2 P.Eng certificates & 5Volunteer Pins

02‐28‐17 Education Outreach (PA Day Camp)

20 to 30 PA Day Camp open to boys and girls atlocal elementary school.

03‐25‐17 NEM – Impromptu Design Challenge

30 to 40 Will host at same elementary school aslast year.

06‐02‐17 Annual Golf Tournament 60 to 80

CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS (List the one key concern of the chapter, its main area of focus, such as, building membership,improving success of events, expanding events to include younger members, building stronger relationships with the local community, including the government, the schools, the universities, etc.)


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Feb 2016 - FINAL - Regional-Congress-Chapter-Activity-Report - 1/19/2017


CHAPTER NAME: Georgian Bay YEAR: 2017

PAST ACTIVITIES (since the last congress): Date (mm-dd-yy

Event Name, Type Attendance Number


Sep/16/2016 Take your MPP to Work – Mr Bill Walker, MPP

10 Mr Bill Walker, MPP, BRUCE-GREY - Owen Sound. Attended by GBC Chair, GLP Chair and Executive member attended the event at Tenneco Canada Inc - Owen Sound.

N/A

Sep/21/2016 Seminar – I want to be a Professional - Owen Sound.

35 Local technical discussion. Good response from members.

N/A

Sep/29/2016 Social Networking Event -(SNE) – Kincardine

22 Engineers Networking – Positive Feedback from members to arrange this type of events.

N/A

Oct/15 / 2016 Mathletics 2016 Contest for Grade 7 & 8 - Bruce Power Visitor Center

40 Education Program / Local school student’s participation. (35 students and volunteers). Good response from local community and schools.

N/A

Oct/18/2016 LAP / EIT Program -Kincardine 20 EITs PEO’S Licensure Assistance Program (LAP). N/A

Nov/02/2016 Technical Seminar -Key design considerations for implementing successful tooling projects in Nuclear


N/A

Nov/10/2016 GLP Committee Members Dinner meeting with Mr. Bill Walker, MPP

5 PEO related discussion. N/A

Nov/24/2016 Technical Seminar - Professional Regulation & Project Governance.


N/A

Nov/25/ 2016 Technical / Industrial Tour -The McMaster Nuclear Reactor Tour – Hamilton

20 & 20 college students

McMaster Nuclear Reactor visit. Good response from members and also from local college students who participated.

N/A

Dec/09/2016 Year-end event / Dinner 35 Connect to Local MPP/ Local Mayors/Local Community network.

N/A


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Feb 2016 - FINAL - Regional-Congress-Chapter-Activity-Report - 1/19/2017

Dec/09/2016 Licence Certificate Ceremony - Port Elgin.

35 Licence Certificates Presentation N/A

PLANNED ACTIVITIES (up to the next congress):Dates are yet to be finalized, activities are tentative, and however volunteers are working on it

Date(mm-dd-yy)


Event Purpose Expectation

Jan/2017 Social Networking Event -(SNE)

Engineers Networking These events will move around to different locations for members networking.

Feb/2017 Technical Seminar Local technical discussion. Expecting good turnout from members

Feb / 2017 Technical / Industrial Tour Engineering Company visit Expecting more members’ participation.

Feb /2017 Social Networking Event -(SNE)

Engineers Networking These events will move around to different locations for members networking.

Mar/2017 Technical Seminar Local technical discussion. Expecting good turnout from members.

Mar/2017 Technical / Industrial Tours Engineering Company visit Expecting member’s participation and good response.

Mar/2017 Social Networking Event -(SNE)

Engineers Networking Expecting positive response from members.

CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS (List the one key concern of the chapter, its main area of focus, such as, building membership,improving success of events, expanding events to include younger members, building stronger relationships with the local community, including thegovernment, the schools, the universities, etc.)

01 Major Focus is to get new young volunteers for the chapter activities02 How to improve the interaction with more PEO members by feedback/suggestions by the members


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1

Grand River 2/2/2017


CHAPTER NAME: Grand River YEAR: 2017 PAST ACTIVITIES (since the last congress): Date (mm-dd-yy)



09-28-16 Partnerships for Employment - University Career Fair

Not Reported Unknown Gathering Event Report

09-29-16 GLP Town Hall Not Reported Unknown Gathering Event Report 10-13-16 CEC: Career Pathways for

Grade 8 Not Reported Unknown Gathering Event Report

10-17-16 Member Meet & Greet - Fall

Not Reported Typical well attended License Presentation and Meet & Greet.

Gathering Event Report

10-19-16 EIT REEP House Tour 20 Unknown Gathering Event Report 11-16-16 EIT Social Night @ Descendants 32 Unknown Gathering Event Report 11-16-16 CEC: Your Future - Your Choice Not Reported Unknown Gathering Event Report 12-12-16 Volunteer Appreciation

Event Not Reported The event was very well attended and was

surprisingly under budget. Gathering Event Report

PLANNED ACTIVITIES (up to the next congress): Date (mm-dd-yy)

Event Name, Type Attendance Number Event Purpose Expectations

02-11-17 PEO Grand River Chapter Curling Bonspiel

02-27-17 Elliot Lake Legal Presentation Winter 2017 GRC Licensure Assistance Program (LAP) Winter 2017 EIR Presentation Winter 2017 Hyphen Services Plant Tour Winter 2017 Aging Civil Infrastructure Presentation Winter 2017 Bridge Breaking Competition CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS Continued implementation of our new Chapter Executive Organization Structure with a focus on volunteer engagement and retainment, member engagement, and succession planning. The board voted at our last board meeting that we will plan on incorporating sub-committee meetings prior to our board meetings several times throughout the year to better accommodate volunteers and allow non-board members to attend board meetings as observers. We are hoping that this will help us improve succession planning and encourage volunteers to step forward for board positions.


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1 REGIONAL CONGRESS ACTIVITY REPORT PERIOD: FEB JUNE SEPT

CHAPTER NAME: Hamilton-Burlington YEAR: 2016/7 PAST ACTIVITIES (since the last congress): Date (mm-dd-yy)



10-14-16 Fall Social 20 Easy to organize. All participants had positive feedback.

10-29-16 BEvERage Manufacturing Tour 18 Nice venue, well attended by a variety of members.

Venue was small. Consider summer tour where the patio would be open as well.

11-1-16 Fall Certificate Presentation Ceremony

72 Excellent atmosphere. Good speaker. Add a box to online registration to indicate # of children attending.

11-4-16 EIT Bowling Night 15 Good venue to answer questions informally. Fun, well attended.

11-12-16 STEMley Cup 1000+ Great competition; well organized and attended.

Challenge to keep track of member participation.

11-15-16 Escape Room Event 9 Event was a lot of fun. All participants expressed interest in repeating.

Would look to negotiate a better rate for food.

11-21-16 PASSPORT to PEng 21 Positive atmosphere, good material. Participants appreciated event.

Lots of internationally trained questions. Will have to evaluate possibility of another program going forward.

11-25-16 Golf Social Night 0 Event had to be cancelled due to low registration. 11-26-16 PPE Preparation Course 13 Course went well; great content and

presentation. Positive response received. Consider increasing cost to cover lunch and refreshments.

12-3-16 Seasonal Family Breakfast 150+ Good community event. Attendees all provide positive feedback.

Hydro demonstrations should be scheduled.

1-15-17 Curling Rocks! 35 Excellent Event. Good attendance; even with disparity of skill levels great event.

Website issues required weeks’ notice as opposed to one month or more.




1-25-17 PEAK Presentation Explain the new PEAK program to chapter members 2-17-17 Winter Social Opportunity for chapter members to network 2-27-17 AGM & Volunteer Info Combined general meeting with info session for volunteers 3-17 StoreyTime Introduce future engineers to a story about engineering and have

several hands-on workshops 3-31-17 Bay Area Science & Engineering Fair Annual event where members serve as project judges 3-31-17 EIT Info Night/Social Informal event for EITs to ask questions about the licensing process and

network 5-10-17 Spring Certificate Presentation Ceremony Celebrate newly licensed chapter members CHAPTER FOCUS FOR THE NEXT 3-4 MONTH:

Engaging volunteers to plan additional events (rely less on Board)


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1

Niagara 2/2/2017


CHAPTER NAME: Niagara YEAR: 2017


Date (mm-dd-yy)



10-26-16 Niagara College Advanced Manufacturing Tour

35 Good turnout, build awareness of facility capabilities w/ advanced technology demos

n/a

11-17-16 PEO & NYSSPE Joint Dinner 64 Good topic, lively speaker, relevant content n/a 11-24-16 EIT Night: OSPE Job Search Tips 13 Good venue, food provided, positive feedback No shows, limited networking w/seminar format 12-06-16 Christmas Appreciation Dinner 18 Good venue, good turnout n/a 02-01-17 Niagara Police Headquarters

Tour 50 Full registration, high interest Registration for duplicates and non-members


Date (mm-dd-yy)



02-28-17 Niagara AGM 80 Licences, Speaker Presentation Networking 03-04-17 Engineering Design Build 30 Educational 03-16-17 Ice Dogs Game 75 Networking, Recruitment Add one person to executive or volunteers Mar Curling Event -tentative 20 Networking, Recruitment Add one person to executive or volunteers 03-28-17 Bridge Busting Competition 40 Educational April EIT Event 25 Networking, Recruitment Add one person to executive or volunteers April Speaker Series 40 Technical May Annual Golf Tournament 80 Networking

CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS (List the one key concern of the chapter, its main area of focus, such as, building membership,improving success of events, expanding events to include younger members, building stronger relationships with the local community, including the government, the schools, the universities, etc.)

EIT Recruitment Build Relationships with local community: Government, Niagara College, public engagement


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REGIONAL CONGRESS ACTIVITY REPORT PERIOD:× FEB JUNE SEPT

CHAPTER NAME: Windsor-Essex YEAR: 2017

PAST ACTIVITIES (since the last congress): Date (mm-dd-yy)



10-29 to 30,2016

Innovation Station; Engineering Your Life

Representation from government, bridge breaking, participation by the WDBA (Gordie Howe International Bridge)

11 -2 - 2016 License Presentation Location – Canadian Historical Aircraft Association hangar Had to pay for no shows




3 – 7 - 2017 AGM and license presentation

Recognition, chapter business Nominations for the new Board

2 - ?? - 2017 LAP matching kickoff event To introduce the LAP matches Comfortable atmosphere 3 - ?? - 2017 NEM movie screening Promote NEM/Engineering Easy to run 3 – 22 -2017 Meet and Match event –

Canadian Center for Newcomers

Promote Engineering and guidance for new Canadians Access to new Canadians

CHAPTER FOCUS FOR THE NEXT 3-4 MONTHS

3.1.2 Availability of past reports

All chapter reports from previous Congresses are available on Chapters website: http://www.chapters.peo.on.ca/wordpress/?page_id=869


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Regional Congress Open Issues

Issue Date

Opened

Motion Text Revision

Date

Update

Description

RecommendationMover

Seconder

Action ByMeeting Closed

Western

55 Sep/2014 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.

05-Nov-16RCC Update: Chapter Manager to contact Angela Scott, Wayne Kershaw and Julien Samson to inquire if they would be interested in working with the Licensing Committee on identifying obstacles that individuals and companies are facing with the proposed structured EIT program.

Remain OpenW Kershaw, D Al-Jailawi

RCC

Thursday, January 05, 2017 Page 1 of 4

East Central

East Central Region does not have any current Open Issues.

3.2 Regional Open Issues/Concerns3.3 Open Issues from other regions


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Issue Date

Opened


Date

Update

Description

RecommendationMover

Seconder


56 Sep/2015 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 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.

05-Nov-16RCC update: Action has not been requested of the RCC at this point. M. Ng to forward the background email from Michael Price to Western Region delegates. M. Ng to contact Michael Price to request a timeline showing when the experience requirement will be reverted to what it had been.

Remain OpenM Irvine, N Birch

RCC


West Central

32 Jun/2014 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.

05-Nov-16RCC Update: The "Welcome Package" revisions were provided at the July 23, 2016 RCC Meeting. At its current meeting, the RCC approved the revisions with instructions for M. Ng to submit the package to Licensing.

Remain OpenS Favell, J Chisholm

RCC


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Issue Date

Opened


Date

Update

Description

RecommendationMover

Seconder


37 Sep/2016 05-Nov-16RCC Update: M. Ng to request from the West Central Chapters, estimates on the mileage each Executive would have travelled to attend a Chapter Executive meeting in 2015. M. Ng to compile and analyze data for presentation to the RCC. The motion trail was presented to and accepted by the RCC

Remain OpenG Abdelmessih, S Bhavsar

RCC


Northern

38 Sep/2015

The WCRC would like to motion the RCC to examine the motion trail that led to today’s restrictions on chapter volunteers and regional councillors travel within their home chapter clarify and if needed or re-cast the policy for reimbursing our chapter volunteers on their mileage expenses.

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.

05-Nov-16RCC Update: The Council Composition Task Force should report to Council early next year prior to the 2017 PEO AGM. Action has not been requested of the RCC.

Remain OpenZ White, D Ch'ng

RCC


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Issue Date

Opened


Date

Update

Description

RecommendationMover

Seconder


39 Feb/2016 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.

05-Nov-16RCC Update: The (CP)2 Task Force will be presenting its final report to Council at its November 17-18, 2016 meeting. At that point, Council will decide if it will stand down the Task Force or keep it operational should there be required to follow-up of the Task Force. Action has not been requested of the RCC.

Remain OpenM Barker, L Betuzzi

RCC


40 Jun/2016 To raise the RCC Entrance Scholarship Fund from $1000 per chapter to $2000 per chapter.

05-Nov-16RCC Update: The Region requests to keep this issue open until they receive the approved 2017 PEO budget. Action has not been requested of the RCC.

CloseR Bressan, A Aleman Chavez

RCC

41 Sep/2016 The Northern Regional Congress (NRC) requests that the RCC approach the Experience Requirement Committee for a revamp of the communication process and establish a service standard for responses to applicants to PEO.

05-Nov-16RCC Update: The RCC expressed concern regarding this open issue and has requested further information from the Experience Requirements Committee Chair and Staff in order to further address the Region’s request.

Remain OpenL. Keats, D. Jackowski

RCC


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Chapter Election Guidelines – Version 3

Update: further to Action Item 12 that arose from the July 23, 2016 RCC meeting, the Chapter Manager distributed a Word version of the “Clarification of the nomination and election of the Board at a Chapter AGM” document to the RCC for revisions/ feedback. Currently, the Chapter Manager has not received feedback from the RCC.

For reference, the original document is provided below.

Chapter Election Guidelines January 12, 2017 – Version 3 By: Matthew Ng, P.Eng. Edits by: Warren Turnbull, P.Eng.

Introductions To avoid problems at your chapter elections, here are a few suggested guidelines that may help you

avoid contentious problems during chapter election at your AGM.

With the exception of a few chapters, most of your current chapter by‐laws are adopted from the

“boiler plate” chapter by‐law in 2006. The “boiler plate” by‐law will contain Article 4 as it is in Appendix

A. For the few chapters that have modified your chapter by‐law, you can apply these guidelines where

applicable.

Chapter Election Guidelines The purpose of the following guideline is to provide our chapters with guidance during chapter

elections, quoting several sections within your chapter‐by‐laws.

1. First of all, your chapter by‐law is your rules that you need to abide by. If you are not clear about

any parts of your chapter by‐law, please contact the chapter office for help.

2. If applicable, Article 4 Section 6 is the start of the relevant section of the chapter by‐Law that

addresses the chapter election.

a. The purpose of the nominating committee is there to solicit nominations and assembles

a slate of candidates for election.

b. In your nomination solicitation email, please resist the urge to ask for too much

information. Providing too much information in the same email may cause confusion

with the members at large. In some cases, it may even cause members some

unnecessary anguish.

3. If applicable, Article 4 Section 7 talks about nominations from the floor.

a. If it is in the chapter by‐laws, the chair of the nomination committee will ask for

nominations from the floor.

b. Please make sure the AGM minute taker record the names of the mover and the

seconder of the nomination from the floor for the minutes.

3.4 Clarification of the nomination and election of a Chapter Board


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c. Nominations from the floor are considered as part of your slate of candidates. Once

accepted, they are included on the ballot for election purpose.

4. If applicable, Article 4 Section 8 state that you must have an election and elect the board from

the proposed slate of candidates.

a. If there is no election, great and you can move on.

b. If there is an election, the chief chapter elections officer need to inform everyone at the

AGM what is the maximum board size and how the election is going to take place, if it is

going to take place.

c. He/she also need to make sure that all that are present at the AGM understands how

many board members they are electing from the pool of the slate of candidates.

5. If applicable, Article 4 Section 9 state that the after the board has been elected, the chapter

shall elect the officers also on an annual basis at the AGM.

a. Chapter officers are chair, vice chair, secretary and treasurer. Past chair is filled

automatically when the current chair steps down.

b. There is no need to hold an election for past chair as the spot is the immediate past

chair’s if he/she wants it. If not, the logical person to ask is the past, past chair.

c. Normally the election of the officers follows the election of the board.

d. Some chapters like to do it a little differently as the by‐law allows the election of officers

to take place at such other times as approved by motion (at the AGM).

e. Example of such motion

i. I hereby motion to have the 2016 election of the <chapter name> chapter

officers at the first executive meeting. All the officers shall be voted by the

elected board as we have here today. Moved by.... Seconded by....

ii. Have a discussion after, call the question.

f. The chapter by‐law is only as specific as to “when” the election of officer and not “how”.

g. As the chapter by‐law is silent on the specifics of the “how”, it is therefore permissible

on the motion to be specific on “how” the election of officers should take place.

Frequently Asked Questions 1. Question: in what order of positions should the officer election be taken place?

a. While there is no set order one must follow for legality reasons, the general best

practice is to handle the officer election in following order:

i. Chair

ii. Vice Chair

iii. Treasurer

iv. Secretary

v. Past Chair

b. The most important order is to deal with the past chair last.

c. This way, if your immediate past chair wants to run for other positions as an officer,

he/she can without causing problems and confusions.

2. Question: what if I have a board member that resigns/stepping down midterm?


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a. If a member of the board resigns, the remaining board members are empowered to

appoint such additional members as required by the by‐law so as not to hamper the

balance of the term of the Board. This is Article 4 Section 12.

3. Question: what if I have an officer that resigns/stepping down midterm?

a. If an officer steps down and causes a vacant position amongst the officers’ rank, the

chapter is empowered to appoint someone for that position for the balance of the term

of the board. This is consistent with Article 4 Section 11.

b. If a chair steps down this way, he/she cannot be named as past chair. The stepping

down has the meaning of stepping away from something with a reason.

c. To have the chair vacate his/her spot as chair but still remain as past chair (another

officer position) is illogical.

d. It would be logical for the vice chair to assume the duties and the title of chair for the

balance of the term of the board.

4. Question: can we elect the officers first and then elect the board?

a. The general answer is no.

b. Officers are board members too. It is better to elect the maximum but “less one” board

member first, and from amongst the board elected, further elect the officers in the

order as per above.

c. The “less one” is to make sure that you have a spot on the board for the past chair, if

the past chair is filled ex‐officio.

d. You can backfill the “less one” position after.

5. Question: how do I back fill that “less one” position?

a. As per the questions 2 and 3 above, the chapter board is empowered to back fill the

“less one” position by consensus appointment.

b. The appointment has to be supported by the chapter board via motion and voted on.

6. Question: why do we need scrutineers? We all can count, right?

a. Scrutineers check over the ballot count and make sure that no votes are missed.

b. There are usually two people. It is there so that one double checks the count of the

others.

c. Scrutineers should be free from having any apparent conflict of interests to the board

being elected. It is best to avoid being a scrutineer when one has a conflict of interest.

d. Nomination of the scrutineers should be accepted by the majority of the board via

motion and voted on.

7. Question: what is a sample agenda for a chapter election?

a. Here’s a sample agenda for chapter election

i. Call the chapter election to order

ii. Present what slate the chapter managed to have prior to the AGM

iii. Seek nomination from the floor

iv. Conduct the election of the board

v. Conduct the election of the officers or defer the election of the officers to

another meeting via motion

vi. Adjournment


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Appendix A – Excerpt from the generic chapter by‐law, Article 4 – Chapter Management

ARTICLE 4 – Chapter Management

1. The governing board of the chapter, known as the Board, shall not be less than _seven_

members. A quorum shall be a simple majority of the five officer positions and a simple

majority of the Board.

2. The officers shall be Chair, Vice‐Chair, Secretary, and Treasurer. The immediate Past‐Chair

shall be an officer ex‐officio. All other members of the Board are called executives.

3. Board members of a chapter must be in good standing with PEO.

4. A majority of the officer positions of the Board and a majority of the executives must reside

within the geographic boundary of the chapter.

5. Engineers‐in‐Training can hold executive positions and the Secretary position but cannot

have signing authority for the chapter.

6. A Nominating Committee comprised of one member of the current Board and two members

at large shall be appointed by the current Board. A notice shall be sent to all members

requesting nominations for the Board with names to be received by the Nominating

Committee two weeks prior to the Annual General Meeting (AGM). Nominations must bear

the signature of two nominators who are eligible to vote at the AGM and the nominee,

accepting the nomination.

7. A slate of candidates shall be proposed by the nominating committee for presentation at

the AGM. At the AGM, candidates can be nominated from the floor by a mover and

seconded with acceptance by the nominee. Candidates, so nominated will be added to the

slate of candidates.

8. The Board shall be elected at the AGM from the proposed slate of candidates.

9. The officers shall be elected on an annual basis at the AGM, or at such other times as

approved by motion.

10. The Chair should normally have served at least one year on the Board or other committee of

Council during the previous five years.

11. Should any officer position become vacant between elections, the Board is empowered to

appoint a successor for the balance of the term of the Board.

12. Should additional Board members be required due to either resignation or insufficient

numbers of individuals elected at the AGM, the current Board is empowered to appoint

such additional members as may be required for the balance of the term of the Board.


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3.5 Mathletics clickers update

At the September 2016 round of regional congresses, chapters were informed of the current research being carried out by the Chapter Office on behalf of the RCC with respect to mathelitcs clickers (i.e. electronic wireless scoring devices with a small display and keypad). Chapters were subsequently polled to determine their interest in: renting clickers, owning clickers, or simultaneously owning and renting (when larger quantities are required) clickers.

The Chapter Office has since contacted chapters who indicated a preference in any of the above three options to determine their anticipated utilization rates in order to commence sourcing potential suppliers and seeking RFP/RFQ.

Initially, thirteen chapters indicated an interest in renting clickers at their regional congresses1. Since then, nine chapters have responded to further inquiries in addition to five chapters from the West Central Region, of which two were interested in renting.

Summary of responses: # of chapters that stated they would only rent from the Chapter Office (or indicated they would not pay to rent clickers)

2

# of chapters that stated they would rent from a third party (or made no indication of not paying for rentals)

8

Frequency: average occurrences of rentals/ year/ chapter 1.7 Timing: specific month/ season of rental March (50%), November (30%)

Other responses included: late winter, spring, fall, TBD

Average duration of rental 1.9 weeks # of clickers per event 32 (37.5%)

33 to 80 (37.5%) 81 to 120 (25%)

Types of events that clickers would be used for / at Mathletics (67%), National Engineering Month (44%), Trivia (22%) Other responses included: Bridge Building, AGM, Design Challenge, technical seminars, other outreach.

# of chapters who indicated they are not interested in using clickers at this point.

13

Two chapters expressed an interest in owning clickers, but have not yet responded to further inquiries.

Two chapters expressed an interest in simultaneously owning and renting clickers, but have not yet responded to further inquiries.

1 Applies to four out of five regions; West Central Region was not polled at its congress.


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It is worth noting that one of the chapters who specified an interest in borrowing only from the Chapter Office, indicated that rather than paying for clickers from a third/outside supplier, they would investigate using web based apps to be used with attendees’ smartphones, or would revert to paper based contests.

Investigation of web-based apps for smartphones and success rates of bring-your-own-devices at outreach events was set out to be the next step in the process. Poll Everywhere voting that took place during the last Chapter Leaders’ Conference (November 2016) yielded following results:

Did you find Poll Everywhere easy to use? What device did you use?

� Yes (extremely), laptop provided � Yes, iPhone � Yes, laptop provided � No, laptop provided � Yes, laptop provided � Yes, android smartphone & laptop provided � Yes � Yes, laptop provided � Yes � Yes, laptop provided � Yes, laptop provided � Yes, iPhone � Yes � Yes, laptop provided � Yes, android smartphone & laptop provided � Yes, laptop provided “Loved the use of Poll Everywhere” � Yes, iPhone, laptop provided � No, laptop provided � Yes, iPhone � No, laptop provided � iPad � Yes, laptop provided � Yes, laptop provided � Yes, Blackberry, laptop provided � Yes, laptop provided � Yes, laptop provided � Yes, laptop provided � Yes, Blackberry � Yes, laptop provided � Yes, laptop provided � Yes, laptop provided � Yes

Although almost all "Yes" responses are from the ones using the provided laptops, it looks like it worked across devices: BB, iPhone, Android phones.

3.6 LifeSize Cloud Implementation (verbal report)

3.7 Canadian Anti-Spam Legislation (CASL) express consent update (verbal report)


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Region Chapters

2017Allotment

Approved

Brantford 6,000.00$

Chatham Kent 10,000.00$

Georgian Bay 20,000.00$

Grand River 22,000.00$

Hamilton-Burlington 19,700.00$

Lambton 11,600.00$

London 20,000.00$

Niagara 14,000.00$

Windsor-Essex 10,930.00$

Total: Western 134,230.00$

Brampton 24,592.00$

Etobicoke 14,330.00$

Kingsway 7,396.00$

Mississauga 29,214.00$

Oakville 27,612.00$

Toronto-Humber 11,007.00$

West Toronto 17,148.00$

Total: West Central 131,299.00$

East Toronto 18,000.00$

Lake Ontario 19,975.00$

Scarborough 25,000.00$

Simcoe-Muskoka 15,000.00$

Willowdale-Thornhill 36,356.75$

York 51,000.00$

Total: East Central 165,331.75$

Algonquin 7,200.00$

Kingston 10,000.00$

Ottawa 28,000.00$

Peterborough 9,100.00$

Quinte 4,950.00$

Thousand Islands 8,500.00$

Upper Canada 13,000.00$

Total: Eastern 80,750.00$

Algoma 7,500.00$

Lake of the Woods 6,950.00$

Lakehead 11,095.00$

North Bay 14,175.00$

Porcupine / Kapuskasing 6,200.00$

Sudbury 25,000.00$

Temiskaming -$ Total: Northern 70,920.00$

$582,530.75Grand Total: All Chapters

We

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est

Ce

ntr

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en

tral

East

ern

No

rth

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4.1 2017 Approved Allotments 4.0 Chapter Finances


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4.2 2016 Year-end report submission

2016 Activity reports and financial statements

In order for the chapter’s full 2017 allotment to be released, like in previous years, you need to submit three reports to the chapter office. Please send your full completed 2016 Business Planning and Reporting Package to Julia copying both Matthew and Sharon:

These 3 reports are

part of your 2016

Business Planning &

Reporting Package:

1. Annual Report (financial actuals versus budgetfor 2016)

2. Financial Report (2016 revenue, expenses, etc.;most of this report is auto-generated)

3. Examiner Report (signature page of thetreasurer and your external examiner. ChapterOffice can get the signature of your SeniorRegional Councillor.)A separate PDF scan of the Examiner Report isacceptable.

Note: Ensure you have submitted the completed 2016 package before your Chapter’s AGM this year. The Chapter Office will unlock and run the pivot table, which is the Reference – Activity Report tab from the package. Once generated, the Chapter Office will send it back to you. It does not take long, but you should get it in to us as soon as you have your books ready. You need to do this BEFORE your Chapter AGM as this is one of the FAR Task Force recommendations.

Note: You do not need to have your yearend report “audited” before generating the pivot table.


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4.3 Chapter bank balances

In order to have a comprehensive look at a chapter’s financial health (which is not sufficiently captured in a snapshot of a bank balance on the last day of the year), the RCC has decided to monitor each chapter’s cash flow throughout the year. This includes collecting data such as monthly bank balances, remaining expenditure projections, allotment received, and monitoring the 50% year-end bank balance goal. Data will be compiled and graphed by the Chapter Office.

Motion 5 from RCC November 5, 2016: That chapters submit to the Chapter Office, their month-end bank balances each month, beginning January 2015, ongoing. Moved by: D. Brown. Seconded by: N. Takessian. Motion CARRIED.

Bank balance collection options:

1. Monthly submissions – Treasurer submits bank balance as of the last day of themonth, no later then 1 week into the new month.

OR

2. Chapter coordinator will pull bank balances directly from the bank statements.NOTE: E-banking information to be provided by the chapter.


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4.4 Special Project Funds

4.4.1 RCC Special Project Fund

$15,000 available for 2017 for all chapters to share.

The application form is available online:http://www.chapters.peo.on.ca/wordpress/wp-content/uploads/2014/04/RCC-Special-Project-Funding-Guidelines-and-Application-Form.xlsx

Application three step process:

Step 1: Chapter Chair fills in the form Chapter Chair works with chapter volunteers to come up with the project Chapter Chair signs and sends it to [email protected]; it will be

forwarded to the Chapter Manager and the respective two RegionalCouncillors for triage.

In the meantime: Do not commit any chapter money towards the project unless it is

approved Do take the time to get as accurate information to help with the

application

Step 2: Triage During triage, the application may be modified and changed. Regional

Councillors and/or Chapter Manager will communicate with the Chapter.

Step 3: Presentation to RCC and decision Once OK, the Senior Regional Councillor will present the request to RCC

during their meeting. The next RCC meeting will be held on April 1, 2017. Please submit

your application forms by March 6, 2017. Decision is made at the RCC meeting and communicated back to the

chapter. Applications are reviewed by the RCC on a first come first serve basis at

their meetings throughout the year. Should the application be approved, the Chair is responsible for

completing and submitting the post-event report (found in theapplication package) within 3 months of event completion.

4.4.2 Education Committee (EDU) special project funding

Education funding: $15,000 available for 2017.


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Intent: for chapters to do education outreach events where it would otherwisenot be financially possible.

Applications are reviewed on a first come basis by the Education Committee Use the Special Project form: http://www.chapters.peo.on.ca/wordpress/wp-

content/uploads/2014/04/EDU_Chapter_Funding_Request_Sample.xlsx Send the application to Tracey Caruana, Manager, Engineering Intern Programs

([email protected]) Next Education Committee meeting is scheduled for March 2, 2017. It’s advisable

to have your applications submitted two weeks prior to the meeting. Info on scheduled Education Committee meetings as well as minutes can be

found here: http://www.peo.on.ca/index.php/ci_id/2237/la_id/1.htm

4.4.3 Government Liaison Program (GLP) Special Funding

$234 available per riding (only for MPP) Ontario political fundraising rules have changed for 2017. The key changes

include banning MPPs, candidates, party leaders, nomination contestants,leadership contestants and many political staff from attending politicalfundraising events, and banning corporations, unions and other groups notaffiliated with political parties from making political donations. This means thatPEO will no longer be able to make donations/contributions for chapter membersto attend political fundraising events. Chapter members may still attend politicalor community events with no political fundraising component, or on a personalcontribution basis. This makes Take Your MPP to Work Days a great way ofconnecting with your MPPs now.

Contact Jeannette Chau prior to making any expenditures or for moreinformation if you do feel you need more funding for GLP related events([email protected])

4.4.4 RCC Entrance scholarship application and process

Objectives:

To encourage high school students to pursue careers in the engineeringprofession.

To connect the local chapter with students. To provide some financial assistance to students who have chosen to pursue

engineering. To give students a sense of belonging to a respected profession that reinforces

high standards and professional competence. To bring an understanding of the values of the profession so that they can

accept the responsibilities of becoming professional engineers.


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Selection Criteria:

Recipient must be a grade 12 graduating student who has enrolled into a CEAB-accredited Ontario University engineering program.

Recipient must submit a proof of enrollment such as enrollment letter or atimetable to receive awarded funds.

Recipients are encouraged to sign up for the PEO SMP (Student MembershipProgram), which is available at no cost, once they have enrolled into anengineering program.

Selection Process:

The PEO Chapter must develop an application process and cannot just providefunds to local high schools to distribute. For example, an essay or designproblem submission format could be used.

It is up to the PEO Chapter to develop selection criteria for a successfulscholarship recipient by combining academic standing with leadership examples,their interest in engineering as a profession and well-rounded activities andcommunity involvement.

The PEO Chapter must try to communicate the scholarship broadly to highschools within their geographical area, and not work with just one high school.

The PEO Chapter must exclude from the selection committee any memberswhose immediate family member is applying for the scholarship (i.e. children,grandchildren, brothers or sisters) to avoid conflict of interest.

The PEO Chapter has an opportunity to present the scholarship to the recipientin person. This could be at a Chapter function with the chapter executivepresent, such as a licence ceremony, AGM, etc., in order to mitigate additionalcosts, or it could be at the graduation ceremony of the recipient’s high school.

The PEO Chapter should try to maintain contact with the scholarship recipientthroughout their undergraduate program and after graduation, throughinvitations to chapter events and mentorship, and also try to encourage theinvolvement in chapter activities.

Payment Process:

Please see the Diagram in the bottom of the document for the ChapterScholarship process.

Once candidates are finalized, Chapter should fill out Chapter ScholarshipPayment form (www.chapters.peo.on.ca) and send it to the Chapter OfficeAdministrative Officer along with the students’ proof of enrollment to theEngineering program.

Once PEO processes the request, cheques will be mailed out to recipients viaregular mail. If Chapter decides to present cheques to recipients personally,there should be a check mark in the appropriate box on the Scholarship RequestForm. In this case all cheques will be mailed to the Chapter Chair to await thepresentation.

There is a printable Chapter Scholarship Certificate (www.chapters.peo.on.ca)available for Chapters that wish to honor recipients’ achievements during Chapter


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events without handling actual cheques.

Funding

RCC (Regional Councillors Committee) will divide the allotted $36,000 EQUALLYamongst all the approved chapter requests. This amount could be adjustedannually based on the funding provided by PEO Council and the number ofapproved chapter requests.

A Chapter can award scholarships in any number and dollar value as determinedby their Executive so long as these do not exceed the total combined amount of$1,500 annually per chapter (i.e. funds may be awarded in any denominations)

Chapter Scholarships funded by PEO are not a standard line item in Chapters’Business Plans and Annual Reports. Therefore, they should not be included inannual Business Planning and Reporting Package. Chapters should notify ChapterOffice about their willingness to participate in PEO Scholarship program bystating so in the “Additional Notes” field.

Many Chapters have increased the number of scholarships awarded, using extrafunds raised to augment the PEO funds. PEO supports this activity, but requiresChapters to adhere to the following RCC approved guidelines for raisingadditional scholarship funds:

1. The fundraising purpose (scholarships) must be clearly designated at any event orfundraiser.

2. Surplus revenue from sporting events (i.e. golf tournaments), social events,presentations, donation requests, etc. is allowed.

3. Revenue from gambling (i.e. games of chance, random draws, 50/50 sales,betting), and liquor sales, is discouraged.

4. Donations may be solicited from corporate sponsors for scholar support.However, Chapters are cautioned to avoid undermining financial support forother Chapter member activities.

5. Chapters cannot issue charitable donation receipts to donors.6. The Chapter should not underwrite the entire cost of an event if a participation

fee is collected, and then redirect the total revenue to the scholarship fund. It isthe surplus funds that can be used for scholarships.

7. Recognition of sponsorships is allowed (signage) but must not be linked toadvertising in Chapter newsletters.

8. Chapters should budget for the additional scholarships, but not promote theadditional scholarships prematurely. Fundraising should be complete at least sixweeks before the award of scholarships, preferably before analyzing the studentsubmissions.

9. Depending upon the fundraising success, funds may be deferred to the followingyear as well.

10. The PEO scholarship cheques (to the $1000 limit) are issued by the Chaptersoffice once the appropriate forms are completed and submitted to PEO when theadditional Chapter sponsored scholarships are issued by the Chapter.

4.4.5 Chapter Bank Balance (verbal report)


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5.1 Chapter Leadership Conference (CLC) 2016 follow-up

2016 Chapter Leadership Conference follow-up information is available on Chapters website under the Resources Tab. Documents listed are:

2016 Chapter Leaders Conference – Full report including feedback results

2016 Chapter Leaders Conference – Chapters’ Call to Action

2016 Chapter Leaders Conference – Chapters’ Social Media Accounts

2016 Chapter Leaders Conference – How to use Twitter to boost event engagement

5.2 2017-2018 PEO Council Elections

5.2.1 Voter turnout

Similar to 2016, PEO elections voter turnout statistics will be available on the PEO webpage every Friday during the voting period.

Turnout will be broken down by Chapter only.

5.2.2 Guideline on inviting nominees to chapter events

Guideline for Chapters on inviting PEO Council Nominees to Chapter Events during the Election Period Approved by the Regional Councillors Committee (RCC) at its November 5, 2016 meeting.

Background

This guideline stems from former West Central Open Issue 29:

WCRC wants RCC to review the invitation and attendance policy of Chapter AGM and Meetings where a senior regional Councillor is seeking re-election, and where a senior regional Councillor is seeking election to other council positions.

There is concern that the recently approved “Guidelines on invitations to chapter events” did not address the original intent of this issue.

Version: November 24, 2016 Page 1 of 2

5.0 Events/ Activities/ Programs


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Purpose

To clarify for chapters, prior to the 2017-2018 Council election period, whether election candidates should be allowed to formally promote their platforms or campaign at chapter events.

Protocol

Your Senior Regional Councillor should continue to be invited to attend chapter events during the election period, regardless of whether she/he is seeking re-election to Council in any position, to fulfill her/his current duties as a Regional Councillor.

However, if your Senior Regional Councillor is seeking re-election to Council, in any position, and would like to speak specifically on, or promote her/his platforms at a chapter event, the chapter should follow these steps before giving permission:

Chapters should allow candidates or their designate to speak at events as a goodgovernance practice, where:

If a chapter would like to have election candidates formally speak about their electionplatforms or campaign at chapter events, that all candidates running for the sameposition be invited to formally speak at the same event. For instance, if threecandidates are running for President-elect, invite all three to speak; if two candidatesare running for Regional Councillor, invite both to speak.

If a chapter has invited all candidates running for the same position to formallyspeak about their platforms or campaign at the same chapter event, and all haveaccepted the invitation to speak, allow them the same duration of speakingtime.

If a chapter has invited all candidates running for the same position to formallyspeak about their platforms or campaign at the same chapter event, and only one orsome, but not all, candidate(s) accepted the invitation, allow the candidate(s) whoaccepted to formally speak for a specified (and same duration if more than onecandidate attends) duration of time.

The chapter does not reimburse the election candidates for any costs associatedwith attending the chapter’s event.

Version: November 24, 2016 Page 2 of 2


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http://www.chapters.peo.on.ca/wordpress/wp-content/uploads/2016/06/Guideline-on-Invitations-to-Chapter-Events-Ver-edit-2.pdf

5.3 2017 National Engineering Month (NEM) update

NEM 2017 update for PEO chapters:

We have 23 PEO chapters ready to put on a total of more than 60 events during National Engineering Month this year! Whether it's a 'Kids in STEM' showcase, an Engineering Storytime event at a local library, or an 'Impromptu Design Challenge' to bring out the best and most creative ideas out of our future engineers, there is something for everyone. Thanks to all the following chapters for participating!

Algoma Brampton

Chatham-Kent Etobicoke

Grand River Hamilton Burlington

Kingston Lake Ontario

Lakehead Lambton London

Mississauga Niagara

North Bay Ottawa

Peterborough Quinte

Scarborough Simcoe-Muskoka

Sudbury Thousand Islands

Toronto East Willowdale-Thornhill

PEO chapters also made a great contribution to the 'Innovation' applications received this year, from organizers who are daring to do something completely new. Though we couldn't fund all the ideas, we are excited to see what they do this March. Check out http://nemontario.ca/events for a complete list of the events coming up in your community, and watch #NEM2017 on your favourite social media platform.


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5.4 2017-2018 PEO AGM Weekend

PEO’s 2017 AGM will take place on 22nd of April in Thunder Bay:

April 21st – Volunteer Leadership Conference April 21st evening – Order of Honour Gala April 22nd – Annual General Meeting April 22nd – List of activities will be announced as soon as information is available.

6.0 Reports – Council/ RCC/ Subcommittees/ Congress

6.1 Business Planning and Reporting Task Force terms of reference

Business Planning and Reporting (BPAR) Task Force Terms of Reference

Issue Date: 13 October 2016 Review Date: 5 November 2016 Approved by: RCC Review by: RCC

Legislated and other Mandate approved by Council

Regional Councillors Committee is a board committee of PEO. The main purpose of RCC is to act as the responsible authority for all PEO Chapters located in the five PEO Regions in Ontario. It is comprised of the 10 elected PEO Regional Councillors whose function is to bring issues from the Chapters to Council.

In order to provide better focus to solve a particular problem, RCC has the power to form a Task Force amongst its members. The Business Planning and Reporting (BPAR) Task Force was formed during the July 23, 2016 meeting of RCC.

Key Duties and Responsibilities

Business Planning and Reporting Task Force Review the current chapter business planning process completely Identify areas that need improvement Analyze the results Draft up conclusions and the recommendations for change Supervise the roll out of the change, monitor and adjust, if necessary


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Constituency, Number & Qualifications of Task Force

5 members of the RCC who are in the first term of their two-year termduring 2016-2017 council year (these councillors are also known as thejunior regional councillors).

There are one such councillor per region.

Term Limits for Committee members, Chair and Vice Chair

Chair: he/she shall serve out the duration of the Task Force Vice Chair: he/she shall serve out the duration of the Task Force Members: he/she shall serve out the duration of the Task Force

Qualifications and election of the Chair

Mandatory: the chair has to be a member of the RCC and in the junior regional councillor position. There are no other mandatory qualifications for being chair.

Optional: good working knowledge of the current chapter business planning process is considered an asset;

Assets: Leadership skills, ability to chair an effective meeting, sound knowledge of finance, skills leveraging spreadsheets to perform financial modelling and understanding of the history with chapter finances is considered an asset.

Qualifications and election of the Vice Chair(s)

Mandatory: the vice chair has to be a member of the RCC and in the junior regional councillor position. There are no other mandatory qualifications for being vice chair.

Optional: good working knowledge of the current chapter business planning process is considered an asset;

Assets: Leadership skills, ability to chair an effective meeting, sound knowledge of finance, skills leveraging spreadsheets to perform financial modelling and understanding of the history with chapter finances is considered an asset.

Duties of Vice Chair(s) The vice chair, in normal circumstance, is the understudy to the chair and expected to take over the office when the chair resigns. It is expected of the vice chair to assist the chair in dispatching business within the Task Force like chairing meetings in the chair’s absence, providing orientation and training for new members, breaking the tie when there is a tie, etc. For the purpose of this Task Force, the vice chair is only expected to assist the chair in dispatching business within the Task Force.

Quorum In accordance with Wainberg’s Society Meetings Including Rules of Order and section 25(i) of By-Law No. 1, quorum for the purpose of having the meeting’s decisions be considered binding is at least 50 per cent of the committee’s/task force’s membership present at the meeting. This threshold applies to all committee/task force decisions.

3 out of 5 members of the committee present is considered quorum.

Meeting Frequency & Time Commitment

The frequency and duration of the meetings shall be as determined by the Task Force

Operational year time frame

The recommendation of the Task Force, once approved by RCC and consulted with the chapters during regional congresses, shall be incorporated to the chapter business planning cycle for budget 2018.

Committee Advisor Manager, Chapters

Committee Support Chapter Coordinator


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6.2 ITEG update

Representative appointed by the RCC: Nick Colucci

Regional Representatives Eastern: Graham Houze East Central: Greg Merrill Northern: Luc Roberge Western: Kent Percival West Central: Annabelle Lee* (*Annabelle Lee is a part of York chapter and will be a West Central Representative on the Task Group as per RCC’s decision.)

Consultants Ingrid de Buda Vajahat Banday

ITEG met as a group on a teleconference call on September 16, 2016.

The Chapter Manager (in prior consultation with Nick Colucci) presented the group with a revised outline of the ITEG scope. The intent was to narrow down the existing scope into one that would be manageable for the group to carryout, and also maintain the integrity of the project.

While the proposed changes to the outline were acceptable, it was suggested that there is value in the items that were not shortlisted. The group decided to adopt the shortened ITEG outline as Phase 1 and complete the remainder of the original outline as Phase 2 (although there could be more phases if deemed necessary).

The proposed outline (Phase 1) in comparison to the original outline (Phase 2):

Original ITEG outline (Phase 2) Proposed ITEG outline (Phase 1) Chapter Websites Chapter Websites Webpage Contents Domain Names, URL management. Domain Names, URL management. Website Compliances with Government Legislations (AODA)

Website Compliances with Government Legislations (AODA)

Website Decommissioning Storage Quotas Account Management Chapter E-mails Chapter E-mails E-mail Contents E-mail Domains Webmail and Forwarding E-mail Webmail and Forwarding E-mail Chapter E-mail Substructure Chapter E-mail Ethics Best Practices (Bcc and To Fields) Best Practices (Bcc and To Fields)


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Original ITEG outline (Phase 2) Proposed ITEG outline (Phase 1) Collaboration with Other Organizations Electronic Communications during PEO Council Elections

Electronic Communications during PEO Council Elections

Mailing Lists Management Compliance with Government Legislations (CASL, AODA)

Compliance with Government Legislations (CASL, AODA)

Account Management SharePoint for Chapters SharePoint for Chapters Document Retention Schedule Document Retention Schedule Account Management/Permission Levels E-Blast tools E-Blast tools Campaigner Campaigner Content Management Compliance with Government Legislations (CASL, PIPEDA) Account Management Chapter Calendar Publishing Locations Content Management Updates Responsibilities Account Management Document Hosting Document Hosting Document Hosting Policy Compliance with Government Legislations (Patriot Act, CSIS)

Compliance with Government Legislations (Patriot Act, CSIS)

Cloud Computing Cloud Computing Website Hosting Reputation Control Social Media Social Media PEO Social Media Policy PEO Social Media Policy PEO Social Media Guide PEO Social Media Guide Social Media Applications Emerging Social Media Applications Protocol Account Management Content Management Privacy and Security Privacy and Security Volunteer members and Chapter Committee Members PEO Photo Privacy Policy PEO Photo Privacy Policy Terms of Use User Management Overarching Backup Backup Backup Frequency Backup Frequency Backup Mediums Backup Mediums Content Management


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The proposed outline (Phase 1) mapped out:

IT Envisioning Governance Phase 1 – Revision 1 Date: 26 August 2016

Contents

1. Chapter Websites1.1. Domain Names, URL management. 1.2. Chapter Website Compliances with Accessibility for Ontarians with Disability Act (AODA) 2. Chapter E-mails2.1. Webmail and Forwarding E-mail 2.2. Best Practices (Bcc and to Fields) 2.3. Electronic Communications during PEO Council Elections 2.4. Compliance with Canadian Anti-Spam Legislation (CASL) 3. SharePoint for Chapters3.1. Document Retention Schedule 4. E-Blast tools4.1. Campaigner 5. Document Hosting5.1. Compliance with Personal Information Protection and Electronic Documents Act (PIPEDA) 5.2. Understanding the impact of other country’s Government Legislations 5.3. Cloud Computing in general 6. Social Media6.1. PEO Social Media Policy 6.2. PEO Social Media Guide 7. Privacy and Security7.1. PEO Privacy Policy 7.2. PEO Photo Privacy Policy 8. Backup8.1. Backup Frequency 8.2. Backup Mediums

It was agreed that the most logical way to present and store the forthcoming documents would be to create a new ITEG-based website. The web is an ideal platform for this project as the nature of a website would allow for a broader adoption, the easy editing of specific policies, points etc., and it would take less time for the seeker to find what they are seeking.

The new website would be a resource site for chapters on all ITEG related matters: the framework or site-map of the website would mirror the framework shown above, and could be modelled after the chapters.peo.on.ca website.

Next Steps: The group will spend a short period of time reviewing the shortened ITEG outline and determine what areas each member would like to develop.


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6.3 Continuing Professional Competence Program Task Force (CP)2 and the PEAK Program Update

The beta site of the PEAK program has been available to PEO licence holders sinceNovember 2016.

To date approximately 2100 licence holders have tested and commented on theprogram.

The Task Force and PEO staff are moving forward with all areas of the PEAK programimplementation with the intent of having the complete program go live on March 31st,2017.

At the go live date, the PEAK program will be fully integrated with the PEO licenceholder directory so that important information collected through PEAK, such aspractising/non-practising status, area of practice, and continuing knowledge activities,will be available to the public.

The Engineering Dimensions March/April issue will be devoted to the PEAK project,explaining the program, licence holder requirements, and providing answers tofrequently asked questions.

Staff will be at several upcoming Chapter events to give presentations on the programand to answer questions.

7.0 Other Business

7.1 OSPE representation at the next Congress

OSPE-PEO Joint Relations Committee (JRC) has made a proposal to RCC to consider having a standing invitation issued to Ontario Society of Professional Engineers (OSPE) representatives to attend Regional Congresses. RCC discusses this proposal and while they support the idea of inviting an OSPE representative, the Committee will defer to the will of each Regional Congress.

As per RCC’s action, Chapter Office is tasked to include an item in every region’s agenda as to whether an OSPE representative will be invited to the next meeting of the Regional Congress.


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8.1 Government Liaison Program (GLP) update

• We will once again be holding Regional GLP Academies this year. If your chapter wouldlike to host one, please let Jeannette Chau (Manager, GLP) [email protected] know assoon as possible. (So far Ottawa chapter has volunteered to hold the Eastern region GLPAcademy).

• If your chapter is planning or would like to host a Take Your MPP to Work Day this year,please contactJeannette Chau (Manager, GLP) [email protected].

• Ontario political fundraising rules have changed for 2017. The key changes includebanning MPPs, candidates, party leaders, nomination contestants, leadership contestantsand many political staff from attending political fundraising events, and banningcorporations, unions and other groups not affiliated with political parties from makingpolitical donations. This means that PEO will no longer be able to makedonations/contributions for chapter members to attend political fundraising events.Chapter members may still attend political or community events with no politicalfundraising component, or on a personal contribution basis. This makes Take Your MPPto Work Days a great way of connecting with your MPPs now.

• The Burden Reduction Act (Bill 27), which includes the cancellation of the Repeal of theIndustrial Exception, will be debated during government committee hearings at the endof February before going to final 3rd reading. PEO has asked to speak at the committeehearings. PEO is also arranging to meet with all the MPPs on the committee prior to thecommittee hearings.

• Many MPPs are hosting 2017 new year levees or community meet and greets. This is agreat opportunity for your chapter to send representatives and get to meet your localMPP in a relaxed surrounding and to develop those relationships. Check their websiteand see if there are any events planned.

• The GLP Weekly is a free weekly e-newsletter featuring GLP activities occurringthroughout the province. It is open for anyone to subscribe to, not only PEOmembers, and is sent to many Ministers and MPPs as well. If you wish tosubscribe, just send an email to [email protected].

8.0 Consent Agenda


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8.2 Education Committee update • The Committee has a new Staff Advisor: Tracey Caruana (Manager, Engineering

Intern Programs).

• The first EDU meeting for 2017 will be February 9, 2017.

8.3 Engineers-in-Residence (EIR) update

Engineer-in-Residence (EIR) Progress Report

Prepared by Erica Lee Garcia, P.Eng. and the Engineers of Tomorrow Team Engineers Without Borders Canada

Here is an overview of the progress on the EIR program as of the end of 2016.

Sincerely,

Erica Lee Garcia, P.Eng., and Rebecca White, B.Eng. the Engineers of Tomorrow team, Engineers Without Borders Canada

Highlight - STAO Conference

The Science Teacher’s Association of Ontario (STAO) Conference was held at the International Plaza Hotel in Toronto November 10th - 13th. Engineers of Tomorrow, in partnership with Jacques Charbin (EIR) used the opportunity to host a workshop entitled “Your Engineering Hat - Connecting with volunteer STEM professionals to explore engineering experiences in the classroom”.


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We received some very positive feedback from the participants about the program, tools, messaging and methodologies.

It was a great opportunity to showcase the amazing talent of our EIR exceptional volunteers - Jacques’ enthusiasm and discussion about his personal experiences was extremely valuable for the participants.

Goal for December: Continuing to develop and build the EIR teacher relationship. Also trying out some new resources for Teachers (Offering an online webinar: Engineering Hat - How to feel more comfortable when teaching STEM. Done in conjunction with DDSB’s Lisa Lim-Cole).

Scoreboards for EIR program

Previous years EIR Program participation

Confirmed Matched Participants

2013 -

2014

2014 -

2015

2015 -

2016

Schools 73 75 90EIRs 77 81 97

Total matches for 2016 - 2017 school year

Matched Participants Aug 2016 Sept 2016

Oct 2016

Nov 2016

Schools 141 151 164 163EIRs 171 183 189 188

Update: Program participation numbers continue to change slightly month-to-month due to unique circumstances (ex. EIR unable to participate due to personal reasons).

Goal for December: Continue to process confirmed EIR matches to assess program status.


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Engineer-in-Residence Program Growth for 2016-2017

Update: The 2016-2017 school year has seen significant growth. From end of year 2015-2106 into the current school year, the number of participating schools has grown by 81%, and the number of participating EIRs has grown by 94%.

EIR Program participation by PEO Chapter


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Engaging the EIR community virtually

Update: Social media and online presence continues to grow - LinkedIn Group has 190 members, Twitter page has 369 followers, and Facebook page has increased to 113 followers. The online community is starting to engage by posting and sharing their experiences and visits with EIRs.

We are also starting to see the online community use these platforms to generate interest in the program. For example, one EWB employee tweeted at his high school which resulted in a connection being made with that school. They have now submitted an application!

Goal for December: Continue to increase frequency of posting on EIR social media platforms to encourage more engagement. Encourage interaction from teachers, students, admins and EIRs on #TeamEIR.

WEMADEIT Program

Update: The Hydro One Women in Engineering Action Committee has confirmed that they will run the WEMADEIT in the classroom program again this year. An invitation was sent to all TDSB and DDSB teachers that we were unable to match with an EIR. More at http://www.wemadeit.ca/

Goal for December: Maintain contact with WEMADEIT representatives and continue planning for WEMADEIT webinar and blog posts, to be rolled out in January/February 2017 through the EIR and NEM networks.


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Future Cities competition

Update: Engineers Canada is leading a pilot of a well-known annual engineering outreach competition in the US, run by DiscoverE. The final regional tournament (the first ever in Canada) will be held in late January. We have invited local EIRs to act as judges, thereby supporting the program and providing them with this new and exciting STEM engagement opportunity. More at: http://futurecity.org/

Goal for December: Collect interested EIRs and connect them to support the Future Cities competition as judges.

EIR film

Update: The EIR team has connected the film crew with a school (Hollycrest Public School) to obtain additional footage illustrating the effect of the EIR program with the students. The interview questions have been reviewed and tweaked to generate interesting discussion with the students to obtain the footage needed to complete the film. The filming is scheduled to take place mid-December, followed by editing in January. The film is expected to be completed by February.

Goal for December: Interview students at Hollycrest to obtain additional footage for the film.

Upcoming presentation opportunities

Update: We have been invited to spark a conversation about engineering outreach at the upcoming Engineers Without Borders National Conference (Jan 13 - 15) in Edmonton, AB and the next workshop of the Engineering Change Lab (February 24 - 26) in Kingston, ON. We will highlight the ‘key ingredients’ of the EIR program, share some success stories as well as some of the ongoing questions to evolve the program to the next level.

Goal for December: Prepare content for upcoming presentation opportunities.

8.4 Student Membership Program (SMP) update • This program will now be overseen by Tracey Caruana (Manager, Engineering

Intern Programs).

• Currently 48% of Ontario engineering students are part of PEO’s StudentMembership Program (SMP). The program continues to grow as PEO outreachesto 1st years and 4th years across Ontario universities.

8.5 Licensure Assistance Program (LAP) update • The following table shows the current listing of chapter activity in the LAP as of

January 2017. Interested chapters should contact Tracey Caruana (Manager,Engineering Intern Programs) [email protected] for more info.


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East Central East Toronto Lake Ontario Scarborough Simcoe-Muskoka Willowdale/Thornhill York

Concluded Round 3 – May 2016, next round TBD Concluded Round 2 – Feb. 2015; no mention of next round Concluded Round 4 – May 2015; no mention of next round Concluded Round 2 – Jan. 2017; next round TBD Concluded Round 4 – Jan. 2017; next round TBD Concluded Round 6 (Closing event TBD)

Eastern Algonquin Kingston Ottawa Peterborough Quinte Thousand Islands Upper Canada

N/A Concluded Round 1 (Closing event TBD) Concluded Round 5 (Closing event TBD) Concluded Round 1; no mention of next round N/A N/A N/A

Northern Algoma Lakehead Lake-of-the-Woods North Bay Porcupine/Kapuskasing Sudbury Temiskaming

N/A Concluded Round 1 – Nov. 2012; currently not interested in continuing N/A N/A N/A Concluded Round 2 – Nov. 2015; no mention of next round N/A

West Central Brampton Etobicoke Kingsway Mississauga Oakville Toronto-Humber West Toronto

Concluded Round 4 (Closing event TBD) Has expressed an interest – will follow up in 2017 N/A Concluded Round 6 (Closing event TBD) Concluded Round 6 (Closing event February 2017) Concluded Round 5 – Jan. 2017; next round TBD N/A

Western Brantford Chatham-Kent Georgian Bay Grand River Hamilton – Burlington Lambton London Niagara Windsor-Essex

N/A Concluded Round 1 – Feb. 2014; no mention of next round N/A Concluded Round 4 – October 2016; next round TBD Concluded Round 3; no mention of next round N/A Concluded Round 2 (Closing event TBD) N/A Concluded Round 2; next round TBD (2017)


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8.6 Volunteer Service Recognition Program and Awards updates

2016 Volunteer Service Pins

25 years and above George Comrie, P.Eng., FEC Waguih ElMaraghy, P.Eng., FEC Daniela Iliescu, P.Eng., FEC Jacinta O'Brien, P.Eng., FEC Desmond Pigott, P.Eng., FEC Lawrence Pond, P.Eng., FEC Leonard Brian Ross, P.Eng., FEC Malgorzata Zywno, P.Eng., FEC

20 years Ingrid de Buda, P.Eng., FEC Peter Frise, P.Eng., FEC Mark Gledhill, P.Eng., FEC Gordon Ip, P.Eng., FEC Philip Lasek, P.Eng., FEC Sean McCann, P.Eng., FEC Victor Morris, P.Eng., FEC Edward Poon, P.Eng., FEC Glenn Richardson, P.Eng., FEC Tahir Shafiq, P.Eng., FEC Carmelo Tancioco, P.Eng., FEC Seimer Tsang, P.Eng., FEC John Wilson, P.Eng., FEC

15 years Joseph Charles de La Riviere, P.Eng., FEC Peter DeVita, P.Eng., FEC Zenon Fedun, P.Eng., FEC Santosh Gupta, P.Eng., FEC Robert Douglas Loree, P.Eng., FEC Tibor Palinko, P.Eng., FEC Robert Primeau, P.Eng., FEC Farzad Rayegani, P.Eng., FEC Angela Scott, P.Eng., FEC Shamim Sheikh, P.Eng., FEC Albert Sweetnam, P.Eng., FEC

10 years

Samuel Abd el Malek, P.Eng., FEC Narayana Asogan, P.Eng., FEC Jack Baker, P.Eng., FEC Adam Balogh, P.Eng., FEC Vajahat Banday, P.Eng., FEC Guy Boone, P.Eng., FEC Spiridon Bot, P.Eng., FEC Danny Castellan, P.Eng., FEC Chantal Chiddle, P.Eng., FEC James Chisholm, P.Eng., FEC Raymond Chokelal, P.Eng., FEC Brendan Colven, P.Eng., FEC Levente Diosady, P.Eng., FEC Khaled El-Rahi, P.Eng., FEC Robert Lloyd Gorling, P.Eng., FEC Yahya Hematy, P.Eng., FEC Ryan Heppler, P.Eng., FEC

Sardar Khan, P.Eng., FEC Kenneth Korman, P.Eng., FEC Kai Pak Lau, P.Eng., FEC Ramiro Liscano, P.Eng., FEC Nazmy Markos, P.Eng., FEC Richard Mraz, P.Eng., FEC François Nzotungwanimana, P.Eng., FEC Victor Pakalnis, P.Eng., FEC Eugene Puritch, P.Eng., FEC Michael Simpson, P.Eng., FEC Marisa Sterling, P.Eng., FEC Gabriel Tse, P.Eng., FEC Milan Vyas, P.Eng., FEC Randall Walker, P.Eng., FEC Julie Wedzinga, P.Eng., FEC Dennis Woo, P.Eng., FEC Ryan Worral, P.Eng., FEC

5 years

Maria Fernanda Affonso, P.Eng. Mir Haris Ahmadzai, P.Eng. Islam Mishuk Ashpakul, P.Eng. Tarun Biju, P.Eng. Shiva Bissoon, P.Eng. Michael Blair, P.Eng. David Boogaart, P.Eng. Adriana Csiba, P.Eng. Hitesh Doshi, P.Eng. James Dunlop, P.Eng. John Faello, P.Eng. Pierre Hinse, P.Eng. Henry Jansen, P.Eng. Roger Keith Jeffcoat, P.Eng. Dale Kerr, P.Eng. Thomas Kurtz, P.Eng. Andrew Lawton, P.Eng. Quoc Nam Le, P.Eng. Norbert Lee, P.Eng. Donald McDougald, P.Eng

Stacey McGuire, P.Eng. Rory McIntyre, P.Eng. Jeffrey Neilson, P.Eng. Iretomiwa Olukiyesi, P.Eng. Orijit Pandit, P.Eng. Robert Poirier, P.Eng. John Powell, P.Eng. Karin Pratte, P.Eng. Farhad Saghezchi, P.Eng. Abdul Shaikh, P.Eng. Arthur Sinclair, P.Eng. Ellen Sinclair, P.Eng. David Uren, P.Eng. William Van-Heyst, P.Eng. Edgar Vargas, P.Eng. Lija Ward, P.Eng. Zachary White, P.Eng. Wai-Man Wong, P.Eng. Zhi Huan Wu, P.Eng


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2017 Order of Honour and Sterling Intern Awards Recipients

2017 Order of Honour – Award Recipients

Companion

Upgrade – Denis Dixon, P.Eng., FEC Inductee – Catherine Karakatsanis, P.Eng.

Member

Steve (Stephen) Favell, P.Eng., FEC – Kingsway Chapter David Grant, P.Eng., FEC – Ottawa Chapter Mohinder Singh Grover, P.Eng., PhD, FEC – Willowdale-Thornhill Chapter and

member of the Experience Requirements Committee Douglas Luckett, P.Eng., FEC – North Bay Chapter Gregory Robert Merrill, P.Eng., FEC – Simcoe-Muskoka Chapter Thamir (Tom) Murad, PhD, P.Eng., FEC – Experience Requirements Committee Julien Gilbert Samson, P.Eng., FEC – Chatham Ken Chapter Andrea Cora Winter, P.Eng., FEC – Chatham Ken Chapter

2017 Sterling Intern Award

Lorena Tere, EIT – Etobicoke Chapter Rana Tehrani Yekta, EIT – Willowdale-Thornhill Chapter


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8.7 PEO IT Updates

In 2017 PEO IT will be focused on several strategic initiatives. PEO IT will be working closely with the other business units on several projects such as:

• Michelle Wehrie, Director, Information Technology started at the end of November and position for Manager being filled shortly.

• Establishing a mechanism to capture and manage consent as per the CanadianAnti-Spam Law (CASL). This is currently in progress, PEO is working withCampaigner to achieve this.

• Upgrading PEO’s Microsoft Office Package. This is complete.

• New round of refreshing/upgrading aging hardware and software.

• Improvements to the Member Directories on the public web site. This is currentlyin progress and will go live after SMT approval.

• Improvements to the SharePoint environment. This is currently being scoped.

• Defining and documenting the requirements for the Online Licensing System.Expanded the scope of this project to include document management and allaspects of Licensing.

• Implementing a Video Conferencing solution. This is completed for all employeesof PEO.

• Several enhancements to the Aptify system prioritized last year by the businesshave been completed. We have now prioritized additional enhancements plusoptimizing the existing processes after receiving feedback from staff.

8.8 RCC Minutes (July 23, 2016), 508th& 509th Council Disposition of Motions

Please find links below to the following documents:

Regional Councillors Committee – July 23, 2016 – Minutes

509th Meeting of Council – November 17 - 18, 2016 – Disposition of Motions

508th Meeting of Council – September 22 - 23, 2016 – Disposition of Motions


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8.9 Staff Report and Staff Changes Notifications

Month Name Title DepartmentPromotion January 2017 Sami Lamrad EIT and Student Programs

Coordinator Corporate Services

Returned from leave

January 2017 Julia Milter Chapter Coordinator Corporate Services

New Hire November 2016

Michelle Wehrle Director, Information Technology

IT

New Hire October 2016 Adeilton Ribeiro EIT and Student Programs Coordinator

Corporate Services

New Hire October 2016 Faris Georgis Manager, Registration Licensing and Registration

Resignation September 2016

Zico Sarmento Director, Information Technology

IT

New Hire September 2016

Michelle Phillips Records Clerk Licensing and Registration / DMC

New Hire August 2016 Duff McCutcheon Manager, Communications Communications

Promotion July 2016 Arlene Recometa Accountant Finance

Promotion July 2016 Jenny Zang Accounting Supervisor Finance

Promotion July 2016 David Smith Director, Communications Communications

Retirement July 2016 Connie Mucklestone Director, Communications Communications

Promotion June 2016 Tracey Caruana Manager, Engineering Intern Programs

Corporate Services

New Hire May 2016 Yourdanos Tsegay Summer Student Corporate Services

Temporary Contract

May 2016 Brian MacEwen Acting Manager, Registration Licensing and Registration

Resignation May 2016 Lawrence Fogwill Manager, Registration Licensing and Registration

New Hire May 2016 Ashley Gismondi Enforcement and Outreach Officer

Regulatory Compliance

New Hire May 2016 Dani Danglli Administrative Assistant Regulatory Compliance New Hire May 2016 Monica Reyad Summer Student Tribunals Promotion April 2016 Zico Sarmento Director, Information

Technology IT

Promotion March 2016 Chetan Mehta Director, Finance Finance Resignation March 2016 Maria Cellucci Director of Finance and PEO

Controller Financial Services

On leave February 2016

Lana Tereshchenko Tribunals Coordinator Tribunals

New Hire February 2016

Adam Lin Systems/Software Application Tester & Desktop Support

IT

On leave January 2016 Julia Milter Chapter Coordinator Corporate Services New Hire January 2016 Andrzej Dominski Investigator Regulatory Compliance New Hire (Contract)

January 2016 Sebrina Natalizio Chapter Coordinator (Interim) Corporate Services

Resignation January 2016 Gonzalo Pineras Student & Government Liaison Program Coordinator

Corporate Services


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8.10 2017 Chapter Key Dates – February 2017 Update

OPERATIONAL

Deliverable / event Due date

Chapter Annual General Meeting To be held within the first quarter (January to March) of the year.

Chapter Allotment Release 1st part - Starting 1 Feb 2017, 2nd part - once all reports and statements are submitted.

Updated Chapter Executive Lists To be submitted after your AGM by the Secretary

Be sure to include all of your volunteers (not just the executives) for insurance purposes and service record management.

PEO and REGIONAL EVENTS


2017 Volunteer Leadership Conference April 21, 2017 – Thunder Bay

2017 Order of Honour April 21, 2017 – Thunder Bay

2017 PEO Annual General Meeting April 22, 2017 – Thunder Bay

February 2017 Round of Regional Congresses ECRC Tue Feb 7th PEO HQ ERC Wed Feb 22nd Teleconference NRC Wed Feb 8th Teleconference WRC Thu Feb 9th Teleconference WCRC Wed Feb 15th TBD

June 2017 Round of Regional Congresses ECRC Sat Jun 10th Lake Ontario ERC Sat May 27th Algonquin NRC Sat Jun 17th Porcupine/KapuskasinWRC Sat Jun 24th London WCRC TBD TBD


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September 2017 Round of Regional Congresses ECRC TBD TBD ERC TBD Upper Canada NRC Sat Sep 16th Temiskaming WRC Sat Sep 9th Chatham-Kent WCRC TBD TBD

2017 Chapter Leaders Conference 18 November, 2017

2017 Ontario Professional Engineers Award Gala 18 November, 2017

GOVERNANCE

Deliverable Due Date

2017 PEO Council Election Video Recordings of all All Candidates Meetings will be posted to PEO’s website by January 13, 2017 List of candidates and voting instructions will be mailed no later than January 20, 2017. Voting will commence on the date that the voting packages are mailed and close at 4:00 p.m. on February 24, 2017 All times noted in these procedures are Eastern Time.

9.0 Announcements/ Next meeting / Adjournment

9.1 2017 Chapter Calendar

Calendar will follow on the next page.

Location London

Date Saturday, June 24, 2017 Saturday, September 9,2017 Chatham-Kent


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2017

Key and Notes:

Statutory Holiday

PEO Council Meetings & Retreat (Jun 1-3 TBD)

Major events:

VLC, OOH & AGM, Chapter ExecutiveTraining (Apr 21-22)

PEO 2017 Education Conference (TBD)

PEO 2017 Queen’s Park Reception (Oct TBD)

CLC (daytime) & OPEA (evening) (Nov 18TBD)

Financial dates:

NEM Scorecards due date (May 1)

TBD

Award nomination and Elections deadlines:

2017 OPEA nominations due date (TBD)

2018 OOH Service Awards nominations duedate (TBD)

2018 Sterling Engineering Intern Awardnominations due date (TBD)

PEO Elections Voting Deadline (TBD)

AGM Members Submission Deadline (TBD)

Regional Congresses:

Eastern (Feb 22, May 27, Sep TBD)

East Central (Feb 7, Jun 10, Sep TBD)

Northern (Feb 8, Jun 17, Sep 16)

West Central (Feb 15, Jun TBD, Sep TBD)

Western (Feb 9, Jun 24, Sep 9)

RCC Meetings:

April 1, 2017

TBD: RCC typically meets 3 times/year

January S M T W T F S

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15 16 17 18 19 20 21

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February

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March*

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April S M T W T F S

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30

May

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November

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December

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*March is National Engineering Month

As of January 6, 2017 Western Regional Congress February 9, 2017

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