Annual General Meeting Engineers Without Borders University of

Annual General Meeting Engineers Without Borders, University of Calgary PLEASE REPLACE WITH CHAPTER LOGO

Agenda Presentations by EWB Teams Official AGM Approval of the Agenda Financial Update Constitutional Changes Any Other Business Presidential Elections Presentation by the Candidates Voting Adjournment PLEASE REPLACE WITH CHAPTER LOGO

Presentations by Our Teams • Overview of Chapter Restructuring • Outcome Teams • Canadian Aid Effectiveness • Canada Africa Connections (NFA, YE, FTU) • Global Engineering • Rural African Development • Sustaining Teams • Chapter Development • Chapter Coordination • Promotions and Marketing • Fundraising • Chapter in Canada PLEASE REPLACE WITH CHAPTER LOGO

From…. VP Operations and Finance VP Outreach President Team VP Education np ut -F oc us ed VP Communications VP Chapter Development PLEASE REPLACE WITH CHAPTER LOGO

To… • African Program Partnerships • Junior Fellowship Program • Global Engineering Team (GET) Chapter Development • Member Learning • Retreats • Impact Fellowship • Leadership Development Program • Advocacy, Research, Action! African Development Global Engineering Fundraising • BBQ • Sponsorship • Events Based Fundraising • Bottle Drive Canadian Aid Effectiveness Canada Africa Connections Coordination • Finances • Volunteer Coordination • SWOT • Logistics • Internal Communication • New Face of Africa (NFA) • Youth Engagement (YE) • Fair Trade University (FTU) Promotions and Marketing • Website • External Communication • Media PLEASE Engagement • Campus REPLACE WITH Engagement CHAPTER LOGO

Outcome Teams • Advocacy, Research, Action! • African Program Partnerships • Junior Fellowship Program • Global Engineering Team (GET) African Development Canadian Aid Effectiveness Global Engineering Canada Africa Connections • New Face of Africa (NFA) • Youth Engagement (YE) • Fair Trade University (FTU) PLEASE REPLACE WITH CHAPTER LOGO

Advocacy Yeah, we’re awesome. ; ) PLEASE REPLACE WITH CHAPTER LOGO

What we did • Meetings with Calgary MPs every • • • semester June ACT Campaign Fall 2010 ACT Week EWB Days 2011 – NEXT WEEK!!! PLEASE REPLACE WITH CHAPTER LOGO

Innovations 1. Working to implement 3 pronged engagement strategy 1. Chapter 2. Government and Parliament (chapter level focuses 3. on Parliament) Community 2. National Advocacy Co-ordination 1. Advocacy truly is one of EWB’s key programs now PLEASE REPLACE WITH CHAPTER LOGO

Key Learnings • Building a public constituency who cares, or is at least seen to care, is very important • This is quite difficult with Aid Effectiveness • Continuing to build engagement with various communities and the public will be key next year PLEASE REPLACE WITH CHAPTER LOGO

Challenges • HR/Capacity • Consistently taking individual • • advocacy actions Building an interested constituency Building interest in the chapter PLEASE REPLACE WITH CHAPTER LOGO

• Advocacy, Research, Action! • African Program Partnerships • Junior Fellowship Program • Global Engineering Team (GET) African Development Canadian Aid Effectiveness Global Engineering Canada Africa Connections • New Face of Africa (NFA) • Youth Engagement (YE) • Fair Trade University (FTU) PLEASE REPLACE WITH CHAPTER LOGO

New Faces of Africa Lin Chen & Shinoo Dhillon PLEASE REPLACE WITH CHAPTER LOGO

Photos PLEASE REPLACE WITH CHAPTER LOGO

Exhibit Locations • • • Coffee shops and Tea houses Eau Clair Market Calgary Public Library Mac Hall More…. PLEASE REPLACE WITH CHAPTER LOGO

Our Focus • Tell the stories of our African partners • Stories of Individuals In Mapalo the Zone Economic Commission looks after development in each zone of the community. Today’s meeting is about discussing increased training and monitoring and evaluation support for different water projects in the community. In the past, change in Mapalo has been cyclical; for every expansion of progress there is always a retraction. For example, wells may be installed and later end up broken with no support to fix them. The goal of this meeting is to gather ideas about how projects can better be tracked and planned using information from the community. Meetings, such as this one, are part of a process to help the Zone Economic Commission break out of this cycle of "accordion change" and move towards sustained change in Mapalo. Accordion Change Mapalo, Zambia, summer 2009 Zone Economic Commission of Mapalo PLEASE REPLACE WITH CHAPTER LOGO

Presentation at Exhibits 1. Stories behind the photo 2. Short term vs Long term development 3. 4. model What we do at EWB in Africa and in Canada How you can be involved PLEASE REPLACE WITH CHAPTER LOGO

Key Learning • People are willing to listen if you are • passionate about what you are saying People respond to visuals: Photos Team Learning • Weekly meetings keep things on track PLEASE REPLACE WITH CHAPTER LOGO

Challenges 1. How to make volunteer training more 2. 3. effective on engaging public audience? How to improve current exhibit into a more self-sustaining model? What methods can we use to attract public audiences? PLEASE REPLACE WITH CHAPTER LOGO

Youth Engagement & School Outreach Team Annual General Meeting – March 11, 2011 PLEASE REPLACE WITH CHAPTER LOGO

Year in Summary Youth Engagement Team School Outreach Team • Youth Mentorship • Traditional presentations (all Water for the World) • Workshops for conferences or clubs • “Most Persuasive” poster at National Conference PLEASE REPLACE WITH CHAPTER LOGO

Key Challenges Development of targeted YE workshop materials Getting the right people involved and on board (Teachers, Club leaders etc. ) Scheduling difficulties for SO PLEASE REPLACE WITH CHAPTER LOGO

Key Learnings YE and SO teams should collaborate to share resources and learning but have clearly defined roles and responsibilities Previous teacher/youth leader relationships are a lot easier to maintain rather then trying to start several new ones PLEASE REPLACE WITH CHAPTER LOGO

Future Directions Continue to use SO to raise awareness of development issues in the general population Continue mentoring youth through projects that are in line with EWB Values Potential mentorship expansion areas: • multiple youth classes/groups • include more EWB chapter members • combine with youth conference PLEASE REPLACE WITH CHAPTER LOGO

Fair Trade Campus Team Kelly James, Caitlin Milne, Sara Walde, and Andrew Wytsma PLEASE REPLACE WITH CHAPTER LOGO

Major Goals • Attain Fair Trade Campus status • Increase awareness of Fair Trade • Learn more about Fair Trade • HAVE FUN!!! PLEASE REPLACE WITH CHAPTER LOGO

Accomplishments • Created Fair Trade Campus Proposal • Made administrative connections • Gained widespread campus support for Fair Trade • Learned a ton! PLEASE REPLACE WITH CHAPTER LOGO

Strategies Moving Forward • Get approval for Fair Trade Campus proposal • Transition for next year • Continue with Fair Trade Fridays • Continue learning about Fair Trade at the university PLEASE REPLACE WITH CHAPTER LOGO

• Advocacy, Research, Action! • African Program Partnerships • Junior Fellowship Program • Global Engineering Team (GET) African Development Canadian Aid Effectiveness Global Engineering Canada Africa Connections • New Face of Africa (NFA) • Youth Engagement (YE) • Fair Trade University (FTU) PLEASE REPLACE WITH CHAPTER LOGO

Global Engineering Team PLEASE REPLACE WITH CHAPTER LOGO

New Ideas for GE • Curriculum Enhancement and Enrichment • Continued involvement in previous courses • Expanded across departments and years • Pilot mentorship program • Connected a select group of students with industry professionals and the professional chapter • Pilot lecture series • Two lectures in the Fall – Mr. Vic Perry, and Mayor Nenshi • Goal of connecting students with influential leaders to expand understanding engineering within globalization PLEASE REPLACE WITH CHAPTER LOGO

New Ideas for GE • GE Month • Connecting the wider Calgary community on the topic of “Problem Solvers for the 21 st Century” through a wide range of discussions across industry and the university • Computer Literacy Training • Previous program but being integrated under GE by applying GE skills to the Calgary community PLEASE REPLACE WITH CHAPTER LOGO

Challenges • Curriculum Enhancement and Enrichment • Expanding outside of the Civil department • Mentorship • Slow start up and difficulties coordinating the group • Lecture Series • Carrying ideas and transitioning into the Winter semester – lack of volunteers to champion • GE Month • Fundraising and delayed start • CLT • Volunteer recruitment PLEASE REPLACE WITH CHAPTER LOGO

Successes • Curriculum Enhancement and Enrichment • Reached every Civil student from first to fourth year! • Developing new connections in the Chemical department • Mentorship • Connections and dialogue created that are working • Strong commitment on both sides to make relationships work • Lecture Series • High turn out and great feedback received from • attendees, both students and profs Influential speakers targets and engaged PLEASE REPLACE WITH CHAPTER LOGO

Successes • GE Month • Creating new dialogue across industry! • Creating new chapter connections • CLT PLEASE REPLACE WITH CHAPTER LOGO

• Advocacy, Research, Action! • African Program Partnerships • Junior Fellowship Program • Global Engineering Team (GET) African Development Canadian Aid Effectiveness Global Engineering Canada Africa Connections • New Face of Africa (NFA) • Youth Engagement (YE) • Fair Trade University (FTU) PLEASE REPLACE WITH CHAPTER LOGO

African Connection PLEASE REPLACE WITH CHAPTER LOGO

2010 Junior Fellows Past Fall/Winter • JF 2011 Selection • Presentations • Uof. C • Youth Engagement • Pro Chapter Present Current • JF Coffee Shops • Chapter-JF Connections Innovations • Storytelling Failures • Re-integrating into the Failures • chapter Creating hunger for African Programs knowledge PLEASE REPLACE WITH CHAPTER LOGO

2011 Junior Fellows Foundation learning Current • Agriculture Value Chains In Ghana • Governance and Rural Infrastructure • Upcoming JF expectations • Return Working Overseas Lecture Serie brainstorming session Meetings with teams PLEASE REPLACE WITH CHAPTER LOGO

Sustaining Teams Chapter Development • Member Learning • Retreats • Impact Fellowship • Leadership Development Program Fundraising • BBQ • Sponsorship • Events Based Fundraising • Bottle Drive Coordination • Finances • Volunteer Coordination • SWOT • Logistics • Internal Communication Promotions and Marketing • Website • External Communication • Media Engagement • Campus Engagement PLEASE REPLACE WITH CHAPTER LOGO

Member Learning PLEASE REPLACE WITH CHAPTER LOGO

Member Learning Fall 2010 1. Session Rotation • • Development (2) Team (3) Leadership (2) Storytelling (3) 2. ML Mini Series Result • Low attendance • Low excitement Winter 2011 1. For New Members (2) 2. Output Focused • • • Wine and Cheese (2) New Member Handbook EWB Week 3. African Programs (2) Result • Moderate + irregular PLEASE attendance REPLACE WITH CHAPTER • Underwhelming content LOGO

Member Learning Key Learning/Recommendation • ML Team facilitation • Chapter • Builds learning community • Demanding content PLEASE REPLACE WITH CHAPTER LOGO

Chapter Development • Member Learning • Retreats • Impact Fellowship • Leadership Development Program Fundraising • BBQ • Sponsorship • Events Based Fundraising • Bottle Drive Coordination • Finances • Volunteer Coordination • SWOT • Logistics • Internal Communication Promotions and Marketing • Website • External Communication • Media Engagement • Campus Engagement PLEASE REPLACE WITH CHAPTER LOGO

Coordination Budget Control, Volunteer Coordination, Logistics, Internal Communication PLEASE REPLACE WITH CHAPTER LOGO

Impact Fellowship • Target Audience: First year students and students who are new to EWB • Volunteers complete 20 hours of service, learning and leadership development • 20 hours are divided between each of the chapter teams • Volunteers receive credit on their • Co-Curricular Record and a certificate PLEASE REPLACE WITH CHAPTER LOGO

Roles and Tasks Roles • Bookkeeper • Budget Officer • Volunteer • • Coordinator Communications Event Logistics Tasks • • • Track money in and out of the chapter Ensure we meet external requirements Update teams on budget progress Keep track of volunteer hours Manage EWB email and photo accounts and email list Ensure reality meets plans PLEASE REPLACE WITH CHAPTER LOGO

Volunteer Coordination Reflection • What did we do? • Created a google doc to track volunteering and • • volunteer contact info Initially tried to have volunteer sign-in sheets Used whiteboards on my. EWB to get volunteers to sign up • What worked Well? • Tracking Volunteer info and hours • Whiteboards for volunteer sign-up PLEASE REPLACE WITH CHAPTER LOGO

Volunteer Coordination Reflection ctd… • Challenges • Keeping track of who actually showed up at • events Volunteer sign-in sheets were often lost or not properly filled out • Goals for Next Year • Find a more effective way to keep track of • volunteers who helped at an event Make more effective use of the whiteboard system PLEASE on my. EWB and make sure everyone REPLACE WITH CHAPTER knows to use it LOGO

Budget Offcier • What was innovative? • Each month, breakdown of expenditure and • income that is specific to each team was sent to the team leaders. Total expenditure was compared to the planned budget of the month so that the team leaders could have a look at how they did with budget planning. PLEASE REPLACE WITH CHAPTER LOGO

What Worked Well? • Few feedbacks were received stating that the monthly update was quite helpful as each team leader could get information that is specific to the team, rather than the whole chapter. • It was easy to see where and how much the money was being spent. PLEASE REPLACE WITH CHAPTER LOGO

What were the Challenges? • Sometimes, more than one person was dealing with transactions and few emails with confusion was received (communication error) PLEASE REPLACE WITH CHAPTER LOGO

Goals for this Year • Pay close attention to feedbacks/ suggestions of the team leaders so that each monthly update is as useful and resourceful as possible • Try to deal with confusions in regard to communication by figuring out exactly who are responsible for team transactions PLEASE REPLACE WITH CHAPTER LOGO

Chapter Development • Member Learning • Retreats • Impact Fellowship • Leadership Development Program Fundraising • BBQ • Sponsorship • Events Based Fundraising • Bottle Drive Coordination • Finances • Volunteer Coordination • SWOT • Logistics • Internal Communication Promotions and Marketing • Website • External Communication • Media Engagement • Campus Engagement PLEASE REPLACE WITH CHAPTER LOGO

Promotions & Marketing Nadia Helal PLEASE REPLACE WITH CHAPTER LOGO

What have I learned • Time Management • Leadership • How to be more innovative & creative • How can I be effective towards my role & others. PLEASE REPLACE WITH CHAPTER LOGO

Challenges This Year • Am I good enough? • Can I fulfill my role? • Meeting Deadlines Then. . . • Posters, press releases, guest lectures. . . Now. . . PLEASE REPLACE WITH CHAPTER LOGO

My Goals for Next Year • Have an established Promotions & Marketing team: - Weekly/Bi-Weekly meetings within our team - Have an established goal for each team member • Be prepared for every event • Fill the GAP • Work on more innovative ways for promotions. The world of media is unlimited! PLEASE • EWB video? ? REPLACE WITH CHAPTER LOGO

Thank You!! Any Questions? ? PLEASE REPLACE WITH CHAPTER LOGO

Chapter Development • Member Learning • Retreats • Impact Fellowship • Leadership Development Program Fundraising Coordination • BBQ • Sponsorship • Events Based Fundraising • Bottle Drive • Finances • Volunteer Coordination • SWOT • Logistics • Internal Communication Promotions and Marketing • Website • External Communication • Media Engagement • Campus Engagement PLEASE REPLACE WITH CHAPTER LOGO

Fundraising Team: Other Contributors: • Sarah Vooys (Director/ WC) • Holly Algra (WC Food/Wine/ Rentals) • Ali Moghadam (Fall BBQs) • Jessica Lam (Engagement) • Kim Chiu (Art Auction) • Harry Zheng (Pub night) • Nigel Gutzmann (Silent) • Everyone with perspective campaign • Meng-ling Lee (Pub Night) • (Majid Ovaici) Soccer PLEASE REPLACE WITH tournament CHAPTER LOGO

What we did: Summer 2010 • Bottle Drives • 2 -3 bottle drives • Unsuccessful • Raised approximately $200 • Strategic Planning PLEASE REPLACE WITH CHAPTER LOGO

What We Did: Fall Summary Summer 200 • Bottle Drives • $200 Fall • BBQs (weekly) • $2, 300 • Pub Night • $760 • Membership • $1700 • Funding/ Campaign: • SSAF $6, 575 • SU $2, 000 • Perspectives $7, 294 PLEASE REPLACE WITH CHAPTER LOGO

What We Did: Winter Summary • Bottle Drives • $200 Summer Fall Wine and Cheese • • • BBQ $2, 300 Pub night $760 Prospective $7, 294 Funding $8, 575 Membership $1, 700 20, 825 • Wine & Cheese • • Online $1, 375 Cash $3, 650 Sponsorship $1, 800 Silent Auction $1, 460 (included in cash/ cheque) • Expenses • • $500 food $100 misc $140 insurance $600 wine $5, 500 ± 500 PLEASE REPLACE WITH CHAPTER LOGO

Winter (Future) Summary • Bottle Drives • $200 Summer Fall Winter • • BBQ $2, 300 Pub night $760 Prospective $7, 294 Funding $8, 575 • WC $5, 500 26, 329 Winter • BBQs ($1, 000) • Pub night ($500) • Art Auction ($2500) • Soccer Tournament ($0) • SSAF JF $9000 39, 320 PLEASE REPLACE WITH CHAPTER LOGO

Engineers Without Borders University of Calgary Chapter in Canada PLEASE REPLACE WITH CHAPTER LOGO

Annual General Meeting Engineers Without Borders, University of Calgary March 11, 2011 ICT 114 PLEASE REPLACE WITH CHAPTER LOGO

Agenda Presentations by EWB Teams Official AGM Approval of the Agenda Appointment of the Chief Returning Officer Verification of Quorum Verification of Voting Procedure Financial Update Changes to the Constitution Overview of Proposed Changes Discussion Vote Any Other Business Presidential Elections Presentation by the Candidates Voting Adjournment PLEASE REPLACE WITH CHAPTER LOGO

Finance Report May 1 2010 -February 28 2011 PLEASE REPLACE WITH CHAPTER LOGO

Main Summary Incoming Current Balance Income 15531. 32** Initial Balance (Chapter) 6673 Chapter 7718. 45 Expense 9489. 37* Initial Balance (National) 570 National -1676. 50 Net Revenue 6041. 95 Total 7243 Total 6041. 95 • Includes $5200 in JF 2011 payments ** Does not include Wine and Cheese As of May 1, 2010 PLEASE REPLACE WITH CHAPTER LOGO

Expense Breakdown BBQ Rental 110. 00 Event Supplies 225. 90 Total 1034. 72 272. 62 Food and Gifts 162. 15 Conference Flight Ticket (2010 expense) 414. 37 Reimbursement for NC 2011 553. 51 Total 1402. 65 Retreat Western Retreat Gas 56. 74 National Retreat Pres Mtg Fee 450. 00 African Program Junior Fellow Payment 5200 Total 5706. 74 28. 62 Supplies 116. 13 Insurance 50. 00 T Shirt 550. 51 Total 745. 26 Conference Others GE Lecture Advertisement Administrative 698. 82 Fundraising BBQ Food PLEASE REPLACE WITH CHAPTER LOGO

Income Breakdown 8836. 34 Pubnight Deposit 760. 00 Bottle Drive (Including Summer and Conf) 264. 10 Total Fundraising Income 9860. 44 Membership 420. 00 Donation 600 Total Income of Others 2970. 00 Administration, African Program, Donation Administration Fundraising Deposit (2010 SSAF, Donations, Funding from summer, Fall BBQs) PLEASE REPLACE WITH CHAPTER LOGO

Constitution Changes PLEASE REPLACE WITH CHAPTER LOGO

Overview of Changes • 3. 1 - Change to the definition of “Council” • 7. 0 – Expansion to EWB Uof. C’s Vision • 8. 0 – Change to “Objectives” to reflect changes in EWB • • • Canada’s Outcome Areas 9. 1 – Expansion to the role of the bookeeper 10. 0 – Revision of rules for signing authority 10. 1 – Definition of financial authority for the chapter 11. 0 – Definition of transfer of financial authority 12. 0 – Definition of contract/agreement procedure to reflect EWB Canada policies PLEASE 13. 0 – Definition of guiding procedures/policies REPLACE WITH CHAPTER LOGO

Overview of Changes • • • 14. 1 – Relaxation of terms of positions 16. 0 – Definition of the role of the President(s) Removal of all Vice President and Chapter Officer Roles 17. 0 – Definition of a new position category “Chapter Leader” 18. 2 – Removal of JF requirement of acting as the Learning Partner National Rep 19. 0 – Replacement of “Director” with “Project Leader” Removal of “Selection Committee” Removal of “Project Leader” (old definition) PLEASE Removal of “Failure to Perform Duties” section REPLACE WITH CHAPTER LOGO Change to the “Turnover Process”