Canadian Atlantic

1. Canadian Atlantic 2009 / 10 Executive Meeting #1 WELCOME

2. Canadian Atlantic agenda meeting objectives Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students People & Roles Focus Alignment

3. Canadian Atlantic Goals for 2009/10 agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • 1) Improve communication between all members of the section • “What’s in it for me?” • 2) Increase membership • Market into new areas of the industry • 3) Increase student participation • Student focused events • Participation at the Section Level meeting objectives People & Roles Focus Alignment

4. Canadian Atlantic Introductions agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Executive : Chairman : Jim Pope Vice-Chairman (Nfld) : Paul Herrington Vice-Chairman (NS) : Ian Dawson Treasurer : Mike Doucet Secretary : Paul Herrington meeting objectives People & Roles Focus Alignment

5. Canadian Atlantic Introductions agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • Standing Committees • Meeting Chair : vacant • Membership Chair : Lee Hedd • Papers Chair : vacant • Public Relations : Laurie Balan • Awards : • Education : unassigned • Student Section Liaison : Wei Qui • Student Section Faculty Advisors : • i. Dal : (Mae Seto) • ii. Mun : Wei Qui • iii. MI : Bruce Whitelaw? meeting objectives People & Roles Focus Alignment

6. Canadian Atlantic Introductions agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • Special Committees • Audit : vacant • Nominating : unassigned • Section Representative : unassigned • Technical/Research : unassigned • Librarian (History) : Dusty Miller • Scholarship : unassigned • Electronic Media (web) : Kelly McGrail meeting objectives People & Roles Focus Alignment

7. Canadian Atlantic Responsibilities agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Précis of position roles and how that fits in with the overall objectives. meeting objectives People & Roles Focus Alignment

8. Canadian Atlantic Chairman agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Develop working principles to guide committees. Preside at executive, business and technical meetings. Represent Atlantic Canada at Council meetings. meeting objectives People & Roles Focus Alignment

9. Canadian Atlantic Vice-Chairmen agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The responsibilities of this position are split between Newfoundland & Nova Scotia. Act as the Chairman's deputies in his absence. Chair all technical meetings. Direct the execution of section activities under the Chairman’s guidance. Compile a list of intended meetings for the year and submit to the Chair not latter than 31 Aug 09 meeting objectives People & Roles Focus Alignment

10. Canadian Atlantic Secretary agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Maintain the section’s mailing list using the information provided by theMembership Chairand theMeetings Chair. Send all notices to the membership. Collect and review the information to be presented on the Web Site prior to release to the Electronic Media (EM) Officer meeting objectives People & Roles Focus Alignment

11. Canadian Atlantic Treasurer agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Responsible for all issues dealing with the Sections finances including audits. Prepare Audit report for submission to HQ no latter than 30 Sep 09. Note: Maritimes Vice Chair has cash float for expenses in Halifax. meeting objectives People & Roles Focus Alignment

12. Canadian Atlantic Meetings Chair agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Make all physical arrangements for the meeting (venue, equipment, food, beverages, etc). Notify the Secretary and EM Officer of the meeting and audit the notification process. Arrange the “Door Committee” to collect fees and provide information to guests. Gather information for the Meeting Report that will be prepared by the Public Relations Chair meeting objectives People & Roles Focus Alignment

13. Canadian Atlantic Membership Chair agenda Goals for 2009-10Introductions Responsibilities Tech. Meetings Web Site Membership Students Develop, co-ordinate and execute a program to actively increase membership of both professionals and students. Attend the Membership Meeting at the Annual Meeting or prepare a report on the Membership Committee activities. meeting objectives People & Roles Focus Alignment

14. Canadian Atlantic Papers Chair agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Develop themes for each of the Technical Meetings. Work with the Executive to solicit papers for presentation that conform to the selected Themes. Collect the presentation material in advance of the meeting for submission to HQ and inclusion on our Web Site. Coordinate the appropriate release of the information from the authors. Nominate an Assistant Papers Chair that would be responsible for planning the 2009-10 papers. meeting objectives People & Roles Focus Alignment

15. Canadian Atlantic Public Relations Chair agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Develop and execute a plan to encourage interest in the Society’s activities. This activity will require co-operation with the Membership Chair and the Student Section Liaison Officer. Prepare Meeting Reports for submission to the EM Officer and HQ. meeting objectives People & Roles Focus Alignment

16. Canadian Atlantic Student Section Liaison Officer agenda Co-ordinate the activities of the Student Section(s) and the Section through the Student Section Faculty Advisors. Work with the Membership Chair and Public Relations Chair to increase student awareness and participation in SNAME. Work with the Meetings Chair to ensure the Student Section is aware of all Section Meetings and is encouraged to attend. Develop and execute a plan to provide more meaningful support of the Student Sections such as monthly ship/facility visits. Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students meeting objectives People & Roles Focus Alignment

17. Canadian Atlantic Section Historian agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Research existing archived Section information and co-ordinate the transfer of suitable material to the Web Site through the EM Officer. Provide guidance to the Executive by utilizing the knowledge of “what came before” and how it could affect “what will come”. meeting objectives People & Roles Focus Alignment

18. Canadian Atlantic Electronic Media (EM) Officer agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Design, Co-ordinate and maintain the Web Site and all activities associated with it (including accesses). meeting objectives People & Roles Focus Alignment

19. Canadian Atlantic Technical Meetings agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students meeting objectives The short review of the basic steps. People & Roles Focus Alignment

20. Canadian Atlantic Technical Meetings agenda Planning Papers Chair selects themes and works with Meetings Chair to select appropriate venues. Papers Chair co-ordinates the entire Executive in soliciting appropriate papers for presentation. Papers Chair finalizes arrangements with the authors and notifies the Meetings Chair. Papers Chair is responsible for collecting a copy of the presentation for publication on the Web Site, the speaker’s bio, and abstract of the paper. Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students meeting objectives People & Roles Focus Alignment

21. Canadian Atlantic Technical Meetings agenda Preparation Meetings Chair prepares the announcement with help from the Public Relations Chair and Papers Chair as required. The Announcement is submitted to the Secretary for submission to the membership and guests as selected by the Public Relations Chair. The Meetings Chair makes all the final arrangements for the venue, food, beverages, equipment, etc. Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students meeting objectives People & Roles Focus Alignment

22. Canadian Atlantic Technical Meetings agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The Meeting Meetings Chair selects and briefs the Door Committee (Student Section?) who will collect fees, provide information and act as hosts. The Chairman or Vice-Chair will make any required brief announcements and introduce the speaker. The Meetings Chair makes arrangements for photos, gifts for the presenter, etc. The Meetings Chair resolves any issues with the venue provider, caterer, etc. and submits the invoices to the Treasurer for payment. meeting objectives People & Roles Focus Alignment

23. Canadian Atlantic Technical Meetings agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Wrap-up Public Relations Chair prepares the Meeting Report and submits it to the Secretary for inclusion in the Web Site and submission to HQ. The Papers Chair submits the Presentation to the to the Secretary for inclusion in the Web Site. The Chairman prepares and sends a letter of thanks to the speaker. Proposal: would a web-cast allow a tech mtng to be shared by St. John’s / Halifax ?? meeting objectives People & Roles Focus Alignment

24. Canadian Atlantic Web Site agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The industry’s primary source of information has changed from Trade magazines to the internet. SNAME has finally taken advantage of this trend (particularly networking, blogging) HQ have made great strides getting SNAME.org revamped and providing Section’s Web Site a place to share member and industry information. meeting objectives People & Roles Focus Alignment

25. Canadian Atlantic Web Site agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students OLD WAY: All content will be submitted to the Chairman for review and approval in its final form (HTML) prior to submission to SNAME. NEW WAY: All exec including student chair will have rights to alter content. (NL Vice may wish to appoint a local member as a POC to place St. John’s content) meeting objectives People & Roles Focus Alignment

26. Canadian Atlantic Web Site agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • The format for the Web Page • The content will include: • Industry news (local and global) • Meeting info upcoming and past • Copies of past papers (database) • Student Section info • Mentoring program • Upcoming events meeting objectives People & Roles Focus Alignment

27. Canadian Atlantic Web Site agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • The responsibility for content will be shared by the executive and membership as follows: • Industry news (local and global) – Chair & Vice Chair • Meeting info – Meeting Chair • Copies of past papers – Papers Chair/ Librarian • Student Section info - Student Chair meeting objectives People & Roles Focus Alignment

28. Canadian Atlantic Web Site agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • The responsibility for creating and maintaining the Web Site will be as follows : • Content review and consolidation – Secretary + Vice Chairs • Creation and overall Site maintenance – EM Officer meeting objectives People & Roles Focus Alignment

29. Canadian Atlantic Membership agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students Without its members, SNAME is nothing but an idea. Could it be that we don’t ask enough of them? meeting objectives People & Roles Focus Alignment

30. Canadian Atlantic Membership agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • Three main efforts to increase membership: • 1) Improve communication tools (Web Site resources, meetings) • Action: Most of exec • 2) Student involvement • Action : Student Section Liaison • 3) Participation of industry leaders • Action : Chairman & Vice-Chairs meeting objectives People & Roles Focus Alignment

31. Canadian Atlantic Membership agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • Three main efforts to retain membership: • Increase communication to members, (Mailouts,Web Site resources, meetings) • Action: all on the exec • Answer the question “What’s in it for me?” • Action: Membership Chair with support from the entire Executive • 3) Fill executive vacancies • Action : Chairman/ Vice Chairmen meeting objectives People & Roles Focus Alignment

32. Canadian Atlantic Students agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The single group that stands to gain the most from SNAME is the student group. How do we get them involved? Are we supporting them enough? How do they find mentors? meeting objectives People & Roles Focus Alignment

33. Canadian Atlantic Students agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The Student Section Liaison will be responsible for developing and co-ordinating programs to provide more value to the student body. This should include monthly ship/facility visits, better access to technical information and greater participation in the SNAME Mentorship program. meeting objectives People & Roles Focus Alignment

34. Canadian Atlantic Students agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The Public Relations Chair will be responsible for developing and co-ordinating programs to provide more interaction with high-schools through SNAME’s Outreach program, Engineering Week activities, etc. meeting objectives People & Roles Focus Alignment

35. Canadian Atlantic Students agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students The Student Section Executive will be responsible for developing and co-ordinating programs to provide more interaction with the Section and increasing the involvement of the Student body. USE THE WEBSITE ! meeting objectives People & Roles Focus Alignment

36. Canadian Atlantic Exec meeting objectives agenda Goals for 2009-10 Introductions Responsibilities Tech. Meetings Web Site Membership Students • Share contact info, meet face to face if possible • Discuss the various roles & responsibilities • Learn what the Section will try and do this year • Learn how we can share the work and function as a team meeting objectives People & Roles Focus Alignment

37. Summary of things-to-do • ALL exec to update profile online • Subscribe to egroup CAS exec • Webmaster to complete microsite • Chairman to appt audit committee (1-2 weeks) –need potential names (2) • Treasurer to prepare annual audit- 30 Sep • Vice-Chairs to complete meeting Schedule -nlt noon 31 Aug • Vice-Chairs to find Meeting chairs (NL + NS) - 28 Sep • Exec plans (Membership, Public Relations, Student Section Liaison Officer) -28 Sep • Industry appeal exercise (need volunteer) -28 Sep

38. Canadian Atlantic Next exec meeting (teleconf), Tuesday 29 Sep 09 2009 / 10 Executive Meeting #1 Thank-you