Annual General Meeting Engineers Without Borders, University of - - PowerPoint PPT Presentation

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Annual General Meeting

Engineers Without Borders, University of Calgary

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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

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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

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From….

President Team

VP Communications VP Outreach VP Chapter Development

VP Education

VP Operations and Finance

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To…

• New Face of Africa (NFA)
• Youth Engagement (YE)
• Fair Trade University (FTU)
• Global Engineering Team

(GET)

• Advocacy, Research, Action!
• African Program

Partnerships

• Junior Fellowship

Program African Development Canadian Aid Effectiveness

Canada Africa

Connections

Global Engineering 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

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Outcome Teams

• New Face of Africa (NFA)
• Youth Engagement (YE)
• Fair Trade University (FTU)
• Global Engineering Team (GET)
• Advocacy, Research, Action!
• African Program Partnerships
• Junior Fellowship Program

African Development Canadian Aid Effectiveness Canada Africa Connections Global Engineering

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Advocacy

Yeah, we’re awesome. ;)

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What we did

• Meetings with Calgary MPs every

semester

• June ACT Campaign
• Fall 2010 ACT Week
• EWB Days 2011 – NEXT WEEK!!!

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Innovations

1.Working to implement 3 pronged

engagement strategy

• 1. Chapter
• 2. Government and Parliament (chapter level focuses
• n Parliament)
• 3. Community

2.National Advocacy Co-ordination

• 1. Advocacy truly is one of EWB’s key programs now

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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

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Challenges

• HR/Capacity
• Consistently taking individual

advocacy actions

• Building an interested constituency
• Building interest in the chapter

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• New Face of Africa (NFA)
• Youth Engagement (YE)
• Fair Trade University (FTU)
• Global Engineering Team (GET)
• Advocacy, Research, Action!
• African Program Partnerships
• Junior Fellowship Program

African Development Canadian Aid Effectiveness Canada Africa Connections Global Engineering

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New Faces of Africa

Lin Lin Chen & Shinoo Dhillon

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Photos

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Exhibit Locations

• Coffee shops and Tea houses
• Eau Clair Market
• Calgary Public Library
• Mac Hall
• More….

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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

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Presentation at Exhibits

• 1. Stories behind the photo
• 2. Short term vs Long term development

model

• 3. What we do at EWB in Africa and in Canada
• 4. How you can be involved

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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

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Challenges

• 1. How to make volunteer training more

effective on engaging public audience?

• 2. How to improve current exhibit into a

more self-sustaining model?

• 3. What methods can we use to attract

public audiences?

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Youth Engagement & School Outreach Team

Annual General Meeting – March 11, 2011

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Year in Summary

Youth Engagement Team

• Youth Mentorship
• Workshops for

conferences or clubs

• “Most Persuasive” poster

at National Conference School Outreach Team

• Traditional presentations

(all Water for the World)

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Key Challenges

Development of targeted YE workshop materials Getting the right people involved and on board (Teachers, Club leaders etc.) Scheduling difficulties for SO

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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

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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

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Fair Trade Campus Team

Kelly James, Caitlin Milne, Sara Walde, and Andrew Wytsma

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Major Goals

• Attain Fair Trade Campus status
• Increase awareness of Fair Trade
• Learn more about Fair Trade
• HAVE FUN!!!

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Accomplishments

• Created Fair Trade Campus Proposal
• Made administrative connections
• Gained widespread campus support for Fair

Trade

• Learned a ton!

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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

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• New Face of Africa (NFA)
• Youth Engagement (YE)
• Fair Trade University (FTU)
• Global Engineering Team (GET)
• Advocacy, Research, Action!
• African Program Partnerships
• Junior Fellowship Program

African Development Canadian Aid Effectiveness Canada Africa Connections Global Engineering

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Global Engineering Team



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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

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New Ideas for GE

• GE Month
• Connecting the wider Calgary community on the topic of

“Problem Solvers for the 21st 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

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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

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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

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Successes

• GE Month
• Creating new dialogue across industry!
• Creating new chapter connections
• CLT

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• New Face of Africa (NFA)
• Youth Engagement (YE)
• Fair Trade University (FTU)
• Global Engineering Team (GET)
• Advocacy, Research, Action!
• African Program Partnerships
• Junior Fellowship Program

African Development Canadian Aid Effectiveness Canada Africa Connections Global Engineering

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African Connection

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2010 Junior Fellows

Past

• JF 2011 Selection
• Presentations
• UofC
• Youth Engagement
• Pro Chapter

Present

• JF Coffee Shops
• Chapter-JF Connections

Innovations

• Storytelling

Failures

• Re-integrating into the

chapter

• Creating hunger for

African Programs knowledge

Fall/Winter Current Innovations Failures

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• JF expectations

brainstorming session

• Meetings with teams

2011 Junior Fellows

Foundation learning

• Agriculture Value Chains
• Governance and Rural

Infrastructure Working Overseas Lecture Series

Current Upcoming In Ghana Return

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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

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Member Learning

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Fall 2010 Member Learning

• 1. Session Rotation
• Development (2)
• Team (3)
• Leadership (2)
• Storytelling (3)
• 2. ML Mini Series
• 1. For New Members (2)
• 2. Output Focused
• Wine and Cheese (2)
• New Member Handbook
• EWB Week
• 3. African Programs (2)

Result

• Low attendance
• Low excitement

Result

• Moderate + irregular

attendance

• Underwhelming content

Fall 2010 Winter 2011 Winter 2011

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Member Learning

Key Learning/Recommendation

• ML Team facilitation
• Chapter
• Builds learning community
• Demanding content

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• 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

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Coordination

Budget Control, Volunteer Coordination, Logistics, Internal Communication

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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

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Roles Roles and Tasks

• Bookkeeper
• Budget Officer
• Volunteer

Coordinator

• Communications
• Event Logistics
• 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

Roles Tasks Tasks

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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 myEWB to get volunteers to

sign up

• What worked Well?
• Tracking Volunteer info and hours
• Whiteboards for volunteer sign-up

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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
• n myEWB and make sure everyone

knows to use it

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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.

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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.

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What were the Challenges?

• Sometimes, more than one person was

dealing with transactions and few emails with confusion was received (communication error)

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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

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• 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

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Promotions & Marketing

Nadia Helal

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What have I learned

• Time Management
• Leadership
• How to be more

innovative & creative

• How can I be effective

towards my role & others.

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Challenges This Year

• Am I good enough?
• Can I fulfill my role?
• Meeting Deadlines
• Posters, press releases,

guest lectures...

Then... Now...

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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!

• EWB video??

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Thank You!! Any Questions??

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• 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

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Fundraising

Team:

• Sarah Vooys (Director/ WC)
• Ali Moghadam (Fall BBQs)
• Kim Chiu (Art Auction)
• Nigel Gutzmann (Silent)
• Meng-ling Lee (Pub Night)
• (Majid Ovaici)

Soccer tournament Other Contributors:

• Holly Algra (WC Food/Wine/ Rentals)
• Jessica Lam (Engagement)
• Harry Zheng (Pub night)
• Everyone with perspective campaign

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What we did: Summer 2010

• Bottle Drives
• 2-3 bottle drives
• Unsuccessful
• Raised approximately $200
• Strategic Planning

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What We Did: Fall

Summary

Summer

• Bottle Drives
• $200

Fall

• BBQs (weekly)
• $2,300
• Pub Night
• $760
• Membership
• $1700
• Funding/ Campaign:
• SSAF $6,575
• SU $2,000
• Perspectives $7,294

200

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What We Did: Winter

Summary

Summer

• Bottle Drives
• $200

Fall

• BBQ $2,300
• Pub night $760
• Prospective $7,294
• Funding $8,575
• Membership $1,700

Wine and Cheese

• 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 20,825

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Winter (Future)

Summary

Summer

• Bottle Drives
• $200

Fall

• BBQ $2,300
• Pub night $760
• Prospective $7,294
• Funding $8,575

Winter

• WC $5,500

Winter

• BBQs ($1,000)
• Pub night ($500)
• Art Auction ($2500)
• Soccer Tournament ($0)
• SSAF JF $9000

26,329

39,320

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Engineers Without Borders University of Calgary Chapter in Canada

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Annual General Meeting

Engineers Without Borders, University of Calgary

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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

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Finance Report May 1 2010-February 28 2011

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Main Summary

Income 15531.32** Expense 9489.37* Net Revenue 6041.95 Initial Balance (Chapter) 6673 Initial Balance (National) 570 Total 7243 Chapter 7718.45 National

• 1676.50

Total 6041.95

Summary Incoming Current Balance

• Includes $5200 in JF 2011

payments ** Does not include Wine and Cheese As of May 1, 2010

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Expense Breakdown

BBQ Food 698.82 BBQ Rental 110.00 Event Supplies 225.90 Total 1034.72 Advertisement 28.62 Supplies 116.13 Insurance 50.00 T Shirt 550.51 Total 745.26 GE Lecture 272.62 Food and Gifts 162.15 Conference Flight Ticket (2010 expense) 414.37 Reimbursement for NC2011 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

Fundraising Administrative Conference Others

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Income Breakdown

Deposit (2010 SSAF, Donations, Funding from summer, Fall BBQs) 8836.34 Pubnight Deposit 760.00 Bottle Drive (Including Summer and Conf) 264.10 Total Fundraising Income 9860.44 Administration Membership 420.00 Donation 600 Total Income of Others 2970.00

Fundraising Administration, African Program, Donation

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Constitution Changes

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Overview of Changes

• 3.1- Change to the definition of “Council”
• 7.0 – Expansion to EWB UofC’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

• 13.0 – Definition of guiding procedures/policies

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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)
• Removal of “Failure to Perform Duties” section
• Change to the “Turnover Process”

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Discussion of Changes

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Other Business

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Presidential Elections

• Presentation of the Candidate(s)
• Questions
• Vote

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Adjournment

Thank you for attending the 2011 EWB Annual General

• Meeting. Please join us in the Last Defense Lounge