Observer Notice of Motion

 One more motion:

 

You have already received, along with the ballots for voting members to the board, a Notice of Motion regarding reducing the size of the board and electing Vice-President and President from the general assembly of voting members at the Annual General Meeting.

 

As a board, we would like to present one more Extraordinary Resolution to you this year.

 

The motion has to do with the requirement at present, that Observers become qualified as RPP's within two years or can not be renewed as members for two years. There was careful consideration to this requirement at the National level while the entire PPOC by-laws were re-written last year, and the position taken there was to remove the two year clause. There could be any number of reasons that a person may not get a successful submission in to the print review committee within two years, not the least of which could be inadequate training opportunities provided by the association to help them get there. Keep in mind that one of the main reasons for the existance of our association is the training and mentoring of photographers who want to become professional in their image making and business activities. It is in our best interests as members to help to bring up the standards of image quality and business practices to a professional level, of our new and Observer members. We need to do all we can to give these people opportunities to improve themselves at their own pace and let them apply for the RPP status when they are ready. An Observer is a beginning status in our association with basically no rights of vote at meetings, may not hold office, shall not receive awards or trophies and the biggie - they cannot display the logo of our association in their business in any way. As an association, we have very little to lose by having an Observer stay in that category if they are not ready to move up. However, if we eject an Observer, so they can try again in two years, I think that the vast majority of them will never apply again. Nobody likes to be kicked out of the club.

 

I would like you to consider removing the two year restriction as a short term measure that would affect three potential members this year alone, and according to our PPOC Excecutive Secretary has been responsible for removing thirteen members in the past few years. One of the highest priorities of 2010 should be to undertake a complete re-write of the By-laws of our association to correct many errors and harmonize our association with the national body, PPOC. I am not a fan of patching things up as we go along but in this case, I think it would be worth it to prevent the loss of more members.

 

 

Extraordinary Resolution - Notice of Motion:

To remove the clause which requires an Observer to complete a successful submission of images to the Print Review committee within two years of membership or not be allowed to re-new membership for a period of two years. This would remove completely Article 5.7 of the bylaws which reads: 

 

5.0 Print Review Committee

 

5.7 OBSERVERS who have not had their ten (10) print submissions fully accepted have a period of two (2) years, from the date of the first unsuccessful review, to re-submit alternate images. Should an OBSERVER not have an acceptable ten (10) print submission within the allotted time span, then their membership shall not be renewed. There shall be a two (2) year waiting period before a new application will be received by this Association.

 

 

 

sincerely, Ken Frazer MPA, F.Ph.

President PPOC-MB

 

Extraordinary Resolution - Notice of Motions 09

 

To my Fellow Members:

Our Annual General Meeting is very rapidly approaching and now that the convention has been put to bed, I would like to get this information in your hands as soon as possible.

In general terms, at our last AGM, there was a consensus from the members in attendance that we needed to get a couple changes made to our existing By-Laws. The first change related to the existing size of the board. Currently we have to have ten (10) members on the board, plus five (5) on the nominating committee, plus five (5) on the Ethics Committee which is an extraordinary load for a total membership of approximately sixty-five (65) people, allowing for the fact that all sixty-five are not active at any given time. The suggestion came from the floor to reduce the board number to six (6) people instead of ten (10). It is important to realize that for example, certain jobs like Image Salon are big jobs, but seasonal and should be delegated to a committee instead of holding a year round position at the board. This is a significant change but is in line with the size of Zone boards that operate in much larger provinces like BC that have Zones within the umbrella of their total association, that are bigger than our whole association membership. The other factor and reason to consider this change is that we will be utilizing the professional services of Tanya Thompson, our PPOC Executive Director, to offload some of the administration that could be done more efficiently by her office, like the issuing of Membership Renewals as will happen this year in the next few weeks. The second change brought to the floor of the meeting was a motion to elect the President and Vice-President from the qualified voting members from the floor of the AGM. This mechanism is very simply more democratic than the current method of voting a member from the board to the President and Vice-President position. I would like you to read the following text to understand what we are proposing so we will be prepared to discuss any concerns you have and put these motions to a vote at the Annual General Meeting. I invite your inquiries if there is anything that is not clear to you about these proposed changes.

 

Beyond these changes, there should be an upgrading of the current set of By-Laws to the current condition of our association. The present By-Laws were last looked at and revised in the seventies as I recall and are significantly out of date and inadequate. I would like to see a motion brought forward at our AGM to assemble a committee to look at the By-Laws in total, and make suggestions for a re-write that would reflect the needs of our association today to present to the membership at a later Special General Meeting or Annual General Meeting.

Extraordinary Resolution - Notice of Motion:

To reduce the number of Board members by 4, thereby removing Article 4.1.1b and changing Article 4.1.1a to read:

 

4.0 Board of Directors

4.1 Membership

 

4.1.1  The Board of Directors of the Association shall be comprised of six (6) members, three (3) of whom have been elected by the membership by letter ballot, in accordance with these By-Laws; together with the immediate past-President and the incoming President. Two of the three members elected for this two year term will be elected by the membership one year at the Annual General Meeting and one shall be elected the following or alternate year, to ensure that all three of these board members do not begin their term the same year. 

 

The existing by-law reads:

4.0 Board of Directors

4.1 Membership

4.1.1a The Board of Directors of the Association shall be comprised of ten (10) members, eight of whom have been elected by the membership by letter ballot, in accordance with these By-laws; together with the immediate past-President, and the incoming President.

4.1.1b Notwithstanding Article 4.3.1 and Sentence 4.1.1a above, at the first Annual General Meeting following the approval of this proposed By-law, the membership will elect nine members to the Board. Those four members receiving the highest number of votes will hold office for a two year term, and those five members receiving the next highest number of votes will hold office for a one year term.

 

Extraordinary Resolution - Notice of Motion:

That the membership assembly at the Annual General Meeting elect the Vice-President and President effective 2010 and that the term of office of the President, Vice President and Past President will be one year.

 

Thereby changing 4.2 to read:

 

4.2 Officers and their Duties

4.2.1 The Officers of the Association shall be the President, the Vice-president, the Past-president and the Secretary/Treasuer. The President and the Vice-president are each to be elected annually from the membership at the Annual General Meeting and have a term of one year. The Past President shall also have a term of one year. The Secretary/Treasurer is to be elected annually from the Board by the Board Members.

4.2.2 The Vice-president shall be a member of the Board with at least two years of Board of Directors service experience, and shall be elected at the Annual General Meeting. The Vice-president’s term of office shall be for a period of one year and shall commence at the first regular monthly meeting of the Board, following his/her election.

4.2.3 The President shall be the Chairperson of all meetings of the Board, and of General Meetings of the members. Where attendance at meetings of National and International Professional Photographic Associations is required by the Board, the immediate Past-president, or the alternate, shall be the representative. The President shall serve as the alternate. The Vice-president shall, in the absence of the President, preside and perform the duties of the President.

4.2.4 The Secretary/Treasurer shall be elected at the first regular meeting of the Board following the Annual General Meeting. The Secretary/Treasurer with the newly elected Board members will take office on the First day of January of the next year.

4.2.5 The Secretary/Treasurer shall receive all monies payable to the Association and make all disbursements duly authorized by the Board. The Secretary/Treasurer shall be responsible for the preparation and maintenance of financial records which clearly show the source of all income and the true nature of all disbursements.

4.2.6 The Secretary/Treasurer of the Association shall notify Directors and members as to time, date and place of all meetings, and shall record and maintain minutes of all meetings of the Board, the Annual General Meeting and all Special General Meetings.

 The Existing by-law reads:

 

4.2 Officers and their Duties

 

4.2.1 The Officers of the Association shall be the President, the Vice-president/Secretary, together with the Treasurer. The President and the Vice-president are each to be elected biannually from the Board by the Board Members. The Secretary and the Treasurer are each to be elected annually from the Board by the Board Members.

4.2.2 The President shall have served on the Board of Directors as the immediate previous Vice-president. The Vice-president shall be a member of the Board with at least two years of Board of Directors service experience, and shall be appointed at the first meeting of the Directors following the inauguration of the incoming President. The Vice-president’s term of office shall be for a period of two years and shall commence at the first regular monthly meeting of the Board, following his/her appointment.

4.2.3 The President shall be the Chairperson of all meetings of the Board, and of General Meetings of the members. Where attendance at meetings of National and International Professional Photographic Associations is required by the Board, the immediate Past-president, or the alternate, shall be the representative. The President shall serve as the alternate. The Vice-president shall, in the absence of the President, preside and perform the duties of the President.

4.2.4 The Secretary, and the Treasurer, shall be elected at the first regular meeting of the Board following the Annual General Meeting. The Secretary, and the Treasurer, together with the newly elected Board members will take office on the First day of January of the next year.

4.2.5 The Treasurer shall receive all monies payable to the Association and make all disbursements duly authorized by the Board. The Treasurer shall be responsible for the preparation and maintenance of financial records which clearly show the source of all income and the true nature of all disbursements.

4.2.6 The Secretary of the Association shall notify Directors and members as to time, date and place of all meetings, and shall record and maintain minutes of all meetings of the Board, the Annual General Meeting and all Special General Meetings.

 

 

sincerely, Ken Frazer MPA, F.Ph.

President PPOC-MB

 

The PPOC-MB Blog

Hi everyone,

We have talked about starting a blog for some time, but this seemed like a perfect time to start it. We have all of our reports of the Board of Directors this year posted to this blog (you can select them by clicking on the left side). This was a challenging year and we now need to plan for next year. Our Annual General Meeting for anyone who has not heard is to be November 22nd, 6 p.m. at the Canad Inns on Pembina Highway in Winnipeg. You will be receiving a package in the next day or so if you haven't already, that has enclosed ballots to elect new members to serve on the Board next year. There is also a description of a Notice of Motion for the meeting. At last year's AGM, the general assembly of members thought it was a good idea to reduce the size of the board by four members and to allow the election of the Vice-President and President by a vote from the voting members who attend the AGM. That change cannot be done on the spot and has to be presented to everyone has an opportunity to reflect on whether they like the idea of that change. I hope you will be in support but welcome your views whether you agree or not with the idea. This is the reason for the AGM. We have to get together and decide what course we will chart into the future. I hope I can count on your attendance at the last event of the year.

thanks, Ken Frazer

PS go ahead and click through the various reports. We will have a separate link we will send you with the financial statements via PDF's as they are not compatible with this format.

PPOC-MB Year end report 2009

PPOC-MB President's Report

2009 was a recovery year. Much had happened in the past few years that had put our association in a difficult position. The AGM in November of 2008 was called with many questions about the future of our association due to the past year of conflict and resignations. At that meeting, a new executive was put in place and the highlights of that meeting were that the new executive was to hire a new executive director and get an Ethics committee started. We also discussed and in principle agreed on reducing the size of the board as well as electing our Vice-president and President from the membership at large instead of from within the board. There will be more information on those motions with the ballots that are in the mail to you now. At that meeting there was also a good deal of discussion about PPOC Restructuring and how it could impact our association.

Our new executive started to work before the new year in earnest. We discovered that the currently our association was not in compliance with the Companies Act and was in arrears with their GST. We are a corporation governed by the laws of our government and they don't like that kind of behaviour. The financial records, through no fault of anone in the past, was almost impossible to unravel. We were virtually operating illegally. It was clear to us that we could not address all potential problems of the association in one step. Some projects were dropped without completion.

As a board, we had to basically triage our efforts. The executive director issue seemed to be one of the first issues that needed attention as was discussed at our AGM. Our previous executive director had taken on many jobs that were for many years done by volunteer executive members. Until we could do something about it, we re-assigned jobs within the new board that we, as an board, should have been doing in the first place. Marlene offered her help, advice and suport in any kind of transition but we were in the midst of talks on the restructuring PPOC. Potentially many of the jobs done by the executive director would be taken over by PPOC following the anticipated successful vote that would restructure PPOC a few months ahead. It seemed unwise to replace and begin the long process of re-training a new executive director for a short run during 2009 so our board members stepped up to handle the workload. Many hours of meetings dealing with creation of a new set of by-laws for the new PPOC restructuring happened in the run up to the National convention and when it came time to vote in May on restructuring, there were too many issues raised by some of the member constituents on the table to make it a "done deal". Again, it seemed only a matter of time with some minor changes and the national association would be taking over much of the workload so we kept on going. Another round of negotiations happened during the summer but by the latter part of the year it was beginning to be clear that the original idea of making a new national association without the current provincial associations was not going to happen. We had put a number of issues from the design of name badges, to the amount of outside help it would take to run our association, to the renovation of by-laws on hold until this change was done. Strictly speaking we handled the year without re-hiring an executive director, but instead, some work was contracted out, mostly due to the way the year unfolded. We did receive much valuable support and help from Marlene Fast, but used her services as little as possible because she had been overloaded for so long. We entered into an agreement with Tanya Thompson of the PPOC office to handle all the work involved in preparing and sending out all membership renewals this year as well as the processing of all credit card transactions for the association. Now that we know that we need to keep our association running and not "park it" while PPOC national takes over, we should, in my opinion, expand Tanya's role in the delivery of those services that she could do for us most efficiently. Although this is a small association in terms of numbers of members, the administrative load in keeping track of all details from merits to payments is very high. As good as volunteer help is, I believe it is necessary to have some professional help in this association to make sure some of the critical things are always done correctly and in a timely manner, in case a volunteer drops the ball in their portfolio. This is the way we have to manage a successful business and it should not be different for our association.

Tanya Thompson is presently handling the PPOC Executive Director position, plus all administration for PPO, and a fair chunk of it for Atlantic and Saskatchewan. Presently for Saskatchewan she does the following:

• respond to all inquiries from existing members
  
  
• maintain membership database
  
  
• monitor all membership applications and follow up to sign members
  
  
• notify membership chair of all new memberships
  
  
• provide new member information and change of address information to the webmaster
  
  
• receive images from Observer members seeking to upgrade to Active (RPP) membership, setting up web gallery for viewing of images, distributing images to review committee and notifying the applicant member of the outcome.


• providing membership statistics or mailing lists as requested by board membersdistributing mass emails about PPOC-SK business/news
  

For providing these services to Saskatchewan and Atlantic associations, Tanya is charging a fee of $4.00 per member per month (based on the total at the beginning of the year and not fluctuating monthly) In addition to this, in the Atlantic association, she is charging $100 a month for bookeeping which is not done in Saskatchewan. Both associations are paying a pro-rated amount to PPOC for the use of the PPOC phone line and they are paying $10 per member for the invoicing of membership renewals directly to PPOC which we are doing this year.

I would suggest that in 2010 we hire Tanya to do the services outlined above for the fee quoted. This would go a long way to relieving some of the pressure on certain jobs on the board and make this association run more like a professional business which would yield positive benefits for the members in terms of delivery of service as well as grow the membership numbers. You may note that in the minutes of the previous AGM, we came up with a figure of $3.50 per member, but we did not specify the exact details of the job. I believe this amount of service is certainly worth the $4.00 per member per month as quoted. I believe with Tanya's help a smaller board that has been proposed by extraordinary resolution, would be able to handle the remaining work of the association without undue hardship.

The next largest issue to handle was the finances. We have much to thank JJ Ali for this year because of the major effort she has made to straighten out the financial record keeping of the association. She has given large amounts of time selflessly this year to get this done properly. First, we hired a new accountant who has considerable experience with non-profit organizations. JJ took a short course early in the year to get her skills in Quickbooks to the point that she could handle the job. Through the course of many meetings, they found that it was not possible to distinguish where many expenses actually went so trying to track down costs was very difficult, if not impossible in some cases. Categories in the previous accounting structure for the association were out of date and many entries were in categories they should not have been. The accountant dealt with and closed off 2008 (the books for 2007 and 2008 were not done when we took over - we had two years of accounting to do) and a new "company" template was built in Quickbooks beginning January 1, 2009. It cost over three thousand dollars to unravel and straighten out this mess but we now have a new clean company that makes it possible for us to do the books both more accurately and with less work in the future. Although we technically had to try to do the books for 2008, it was very difficult to establish exactly how and where income and expense happened in that year. There can be small parts of it that could be open to a different interpretation but generally it is as accurate as could be achieved under those circumstances.I will leave the detail of more of this report to JJ Ali, our secretary/treasurer but this is an overview of what went on this year. The GST is now paid, and we are now in compliance again with the government with regard to the Companies Act which our corporation is governed by.

One of the bright lights this year was our newsletter editor, Pam MacFarlane, who delivered a great newsletter on time, every time to our membership throughout the year. Aside from education, one of the most important functions we have as an association is to keep our membership informed and in the loop. Pam just went off like the energizer bunny and got it done for us. Thanks again Pam!

In terms of Education, again I will leave most of the report to Ron Gilfillan who was in charge of that portfolio this year. As an overview, because of the organizational and financial problems that needed immediate attention in our association, as well as many, many hours of work on the PPOC Restructuring project this year, I feel our efforts were a little diluted when it came to delivery of education this year. We started out very well with some great attendance but later in the year, things did not remain as active as I had hoped. Our "little convention" went very well and I believe we did not lose money this year. We will be able to give a pretty close snapshot of how that went at the AGM but are still collecting the bills. Those who attended enjoyed the speakers and went home with money making ideas that would be much greater than their attendance costs. Education is one of the key cornerstones of our association and I would like to see a much stronger presence of Education next year. I believe we should be announcing educational events at the AGM rather than trying to roll them as we get them booked throughout the year. Therefore the Education chair should be taking care of this years events and planning and scheduling for the following year as well so people can get as much advance notice to book time. I think as an association, we need to evaluate this area very carefully because it is one of the key factors in either growing the association or watching it decline. In my view, I believe we should host fewer, but larger educational events during the year. I do not believe that the "monthly meeting" format has served us well. I understand I could be viewed as biased because coming to an evening meeting costs me five hours of travel time - it just isn't worth it for many events for me. I believe also photographers who live in the city with busy lives are very selective about what meetings are worth a piece of their life. An expensive - big name speaker normally will cost between about $2500 to $4000 for a one-day engagement, but will draw both members and non-members to support it. Hosting a large expense speaker twice a year I think would deliver more useful education to our members than four to six small monthly meetings. I think there is also opportunity for more social only events to keep in touch with our membership but it should be operated on a "use it or lose it" criteria. This association is a democracy and we need feedback about the direction you the members would like to see in the future. I have outlined my vision of the best outcomes in education, but I need your views.

I have a few comments about the convention because there is not a formal convention report this year as there was no convention chair. A small number of people on the board (plus Carmen Matthews) took it on and made it happen. My observations are this. It seems to be exceedingly and increasingly difficult to get people to commit to more than one day - so perhaps it is time to reduce the convention education to a one day event. It would be easier to organize and you might get more participation with the right keynote speaker. Image Salon and Awards banquet do not even have to be handled at the same time as they have in past. I had the speakers booked, the venue committed and the convention was scheduled "at the same time as it has been for the last several years!" There were teaser messages in the newsletter beginning in May as to the main speaker we had chosen. As the unofficial convention chair, the worst part of this job was the feeling I had when less than two weeks before this was about to begin, we had a total registration of five members! You might point out, there was no early bird registration and so on but we are all grown ups - we need to support this association's events if we expect it to survive or become better. I have personally run many, many seminars of my own over the years and maybe its time to implement a "drop dead" date for these committments which would include a period of time like 60 days out. If we have enough registration to cover our base costs 60 days out, we run it - if not, we cancel it. It's time to run this like a business instead of a grade 4 class that you have to pester, badger, beg, plead and phone to see if they have done their homework. The previous year, Ingrid and her committee ran a much bigger convention and it still didn't break even because there has not been enough support. Reading parts of this report may offend some people but I took on this job to work in the best interests of the long term future of PPOC-MB and not to try to win a popularity contest.

I have a few observations about our annual Image Salon that was run by Brenda Westwood and Mimi Boulé. I want to thank them greatly as well as Steve Hiebert, Ron Gilfillan and the many other members it took to run this dual province competition. As I mentioned at the banquet, I believe we have reached the time in our association when it is not possible to justify running the Image Salon for PPOC-MB only, without sharing costs with other associations. Members have made it clear in past that a small amateur local judging was not what we wanted and I agree that it has limited value. The desire for an Affiliate judging that can move images up to qualify for the National salon without re-judging requires us to fly judges in from around the country and run it basically exactly the same way and at the same cost as the National judging. The costs of putting this on in our province are somewhere above five thousand dollars and this year, fourteen members from PPOC-MB entered. At roughly ninety dollars an entry, it is financial suicide to do this. Our income would be roughly $1200 so the loss would be about $4000. This loss could be acceptable if all members benefitted but less than twenty five percent of our members participate. I am not saying we should stop provincial image salons! What I am saying very clearly is that we can not afford to do this on our own! I have outlined the financial cost, but there is also a human resources cost that comes with this gig. It is not in our best interests to burn out potential contributing members with the workload associated with holding this event here every year.

It is important for me to acknowledge the great help of our Vice-President, Mimi Boulé. I could not have handled much of what did get done this year without her assistance and advice. There is so much behind the scenes work to keep an association like this running that I think sometimes the general membership do not appreciate what they have. We both have put in many, many more hours than we likely ever anticipated to make this a better association this year. Our entire board displayed a strong committment to PPOC-MB this year.

This year, I have sent many "Messages from the President" to the point you might be tired of them but I have tried to keep you all up to date in the goings on provincially and nationally. I believe, as I have said many times before, that the association is very important to the overall photographic community, the general public and you individually. If you take a short term tough view, "what's in it for me today?" approach, there are going to be days or months when you can say it wasn't worth it. However if you take the long view, it is impossible not to recognize the value of what our association does for you and the profession at large. Aside from professional educational events, I personally had a camera crash this year that left me a little short and a member stepped up and lent me equipment, a few weeks ago a member from another province requested advice about a large equipment purchase of which I had made and I helped him make a business decision - I could go on, but we are a community, no one is an island, and if you are arrogant enough to think you know it all and don't need the support system the association provides, you are mistaken. We live in a very different reality than what was envisioned when PPOC-MB or PPOC was formed and much needs to change. I think there is a very strong desire provincially and nationally to make our association stronger, better and deliver better services to you, the member. Years ago, there were not online seminars and groups like the Digital Wedding forum with all the good things it offers, but keep in mind that you will never earn your "Craftsmen of Photographic Arts" or "Master of Photographic Arts" degrees or Accreditations that help the buying public evaluate your ability to deliver a professional product on time every time. What I am saying is that those associations do not replace what we can deliver. If you are serious about photography as a career, the association is essential and will greatly enhance your potential success. This report has a lot of detail and quite a bit of tough talk because PPOC-MB needs support now, and feedback to continue and prosper. If you have gone through this long document, I thank you for your time. If you would like me to serve one more year as President, I would be happy to do so, to finish some of the changes I would like to see happen to make this association better for you and me and to attract the many, many photographers that are outside our group that should be in.

I would like to leave you with a snapshot of the outcomes I would like to be achieved next year. First, immediate attention to organizing and running a one day New Members seminar to help welcome our new members and take advantage of what we have to offer. I would like two major speakers nailed down with dates as early as they would do it. We came very close to booking Joe McNally of New York, Kevin Kubota and Ben Wilmore of photoshop fame. It would be great to tell you at the AGM that these are the dates for these events right away. I would like to put some responsibility on the members to support one of these major speakers by committing deposits before a clearly defined "drop dead" date. I would like to see a revamp of the website. I think some form of restructuring will take place by the end of this year so it will be important for us to change some things like membership categories to align with the rest of the country. I think we accomplished a lot last year and I think more can be done this year.

sincerely, Ken Frazer MPA, F.Ph.
President PPOC-MB

Education Report

This will be my last PD Report.I feel it is time for me to move over and let some else educate the membership.
Big thanks to Pam for all of her help and great suggestions. And thanks for putting your heart and soul into the news letter. And Ken for being there for me and the membership from the Public library to HDR and to a great BBQ at Riding Mountain.

I feel the best part of being on the board is the time you spend with these great people. You do not know it until you are about to step down. I now know. It is not the board but it the photo family.
This board had a lot of things correct, and they did a great job of it from cleaning up the books great job JJ.
Mimi took on the VP roll and was a great right hand to Ken and left to Brenda.
Brenda is a great do’r she was there to make sure every one did there part.
Des made us proud he located a lot of great new members.
Carey did every thing that was thrown at him.
I think we all know who the Queen Bee is, it rhymes with Marlene. Ok I’m not a rapper

We had a lot of great speakers.Paul Martins ( Light Room )
Ken Frazer MPA, F.Ph. ( Marketing )( HDR ) BBQ )
Barry Cullen( Marketing )Jeremy Dueck ( Posing and Lighting )Marlene Fast MPA, F.Ph., SPA, HLM ( Paper work )
Ingrid Misner MPA, F.Ph. ( Photo Shop )
Fred Elcheshen MPA, F.Ph. ( Impact )
Alexandra Morrison Photographer of the Year ( Panoramic )

We had a lot of great locations
Public library
Kings Head Pub
Prairie View
Tec Voc
Riding Mountain

Ken worked hard on trying to find us great speakers like
Ben Willmore, Joe McNally and Kevin Kubota ( it all comes down to money) If we had greater turn outs to events we would take the gamble to spend the money hint hint.

Comments and Ideas from the membership for the future events.
1-Editorial stock photography
2-Light room
3-Infrared photography
4-Were do blogs, video and multi media play in your business
5- A shoot of but this time we videotape it and then every one gets to see it happen live.
6-Socan
7 Bring equipment rep’
8 Have a “techie night”
9 Sales or Marketing in August or Sept.

One Last statement is to Fred ( congratulations ):
Fred Elcheshen MPA, F.Ph.
This years Photographer of the year.
We all can learn from Fred he enters every year weather he he wins or not. Great job Fred.

respectfully submitted,

Ron Gilfillan Voc Ed, MPA, F.Ph.

Image Salon Report

Stats - 29 entries

Manitoba - 15

Saskatchewan - 14

manitoba - 1 album - accepted

entries - 14 accepted, 6 Merit, 4 Excellent

percentage of accepted or better 20/60 33%

Image Salon Entry fees - $3,836.00

Costs include:

3 judge airfares - 1193.85 1 judge mileage - 388.50 (2 judges flights through PPOC executive) 1 local judge

Hotel - 2 nights ea. 6 people (5 judges 1 jury chair, 1 local judge) @ 115.00 plus taxes = 1752.00

Playall awards - estimated $800

On the Edge Glass studio for POY award (engraving to follow) est. 160.00

Maple Leaf Rubber stamp - judges choice ribbons - est. $40.00

Catering for judges/committee breakfast and lunch - 336.00

Mimi office supplies for certificates etc. $124.48

Dinner for judges - the keg est. 410.00

Room rental - 275.94

Equipment rental - 0 (thank you tech voc)

Sponsors - expected income for awards $700.00

This leaves us with a deficit of approximately ($1705.64)

We may still be able to generate more income by providing a digital audio critique of the "actual judging" to anyone who was not able to attend and would like to hear what the judges had to say at the time of judging as opposed to the post judging critiques provided at Nationals. It is important to note that the cost of accomodations and meals for the judges was more than all of the entry fees generated from a TWO PROVINCE image salon. Before the Salon began, we had lost money due to low entries despite trying to minimize or eliminate costs for the judges to come and help us out. We had one local judge which saved us an airfare and a meal after the judging was completed on Saturday around 6:30. One judge only stayed one night at the hotel. We also had two judges whose airfares were covered by PPOC as they were here to attend Federal council meetings. Even with these cost saving decisions, we were still operating from a loss based on entries. My recommendation would be to have a joint image salon with another province every year to make it at least a close to break even. The alternative is to having local judges and deal with the potential animosities that may arise. I do maintain my belief that if you want to have affiliate judging, and have out of town judges it should not cost the judges anything to assist you in your salon, and that is why I would also like to see in the future, a salon for our province every year, but operate it only every second. At present membership of our association at 66 and an average of between 15-20 entries each year, we will continue to lose money on running an image salon. I would like to suggest also that the association get a credit card as I have had to use mine for many large purchases associated with the salon. I feel Image Salon is a large committment that would be better handled by two people. A co-chair could be added to one of the smaller portfolios as well as splitting well defined duties. The hours involved in this job were too numberous for me to want to do again.

In conclusion I feel that we need to make some tough decisions as an association on whether or not we agree that the Image Salon should be run as a top notch affiliate judging with all the costs associated or a smaller yearly salon that would try to minimize costs in every way, which would make it less likely that we would have affiliate level judging. We would be relying on peoples' generosity to come and donate their time to squeak out an affiliate salon. I feel the latter would require even more hours and "attempts" to lure judges to help us with our image salons. My personal recommendation would be to host a salon in Manitoba every second year for two reasons - cost and volunteer hours necessary run an image salon.

respectfully submitted,

Brenda Westwood

Newsletter Report

Working on the newsletter for PPOC-MB has been one of my best experiences as a board member for our association. Not only did it help me determine what our association wanted to read in a newsletter, it also helped me to design the newsletter for my company as well as writing to a deadline each month helped me in my monthly marketing blog, Hanging out on the Edge, in the Edge Business Strategies website. I can also be found at Ezine Articles as a published author on marketing.

With some help from Ken and Mimi as well as other members and non-members, I was able to bring you some of the latest articles in photography and marketing tips as well as a few business ideas. I received all the articles by email and by looking on some favorite sites like freelance folder and photojojo and composed the newsletter with a free template called Buzzword, an Acrobat product found on-line. The position was about 10 minutes a day in time and about 2 – 3 hours once a month to compose, write and send the newsletter to Marlene to distribute to the membership. Wow, so easy!

I would like to continue the role of communication by writing to a blog that can be added to a new website for our association. Thanks to all of you for a great year, thanks to Ken for smooth and efficient board meetings and I hope to continue on with the board in a new position.

sincerely,

Pamela MacFarlane

Newsletter Editor - PPOC-MB

Member Liaison Report



As this was a position created a few years back, the duties associated with it are still being worked out. For the past year, I have tried to assist board members as the need occurred.
Such as:

*Assisting Ron at Education meetings.
*Helping Brenda with speaker and judge accomodations for the convention.
*Producing member name tags.

We had worked on a member survey last year and that was put in the back burner for this year.

I feel this is an important position in our organization and one that will help as members add to it, as long as there is someone there to provide answers to a variety of questions.

I look forward to assisting with this position in the future.


Respectfully submitted,

Carey Lauder

Membership Report


The Membership Portfolio for 2009 has come with it’s challenges and it’s rewards. I started the year by speaking with many current, past and non members of the Professional Photographers Association of Canada in Manitoba. It took a good number of weeks and many telephone calls to save some past members from not quitting and deal with some interesting misconceptions that some misguided nonmembers had about the association and what it was that we stood for and wanted to achieve throughout 2009. This task was way less cumbersome than one might imagine. On the contrary, it gave me some much need insight into what it was that our members expected from the board of directors and association as a whole. It was also a fantastic chance to meet some members that I have had little contact with in the past years of my membership. After many a long conversations we did eventually come to a peaceable resolution. In the end I had created a new and updated directory of the membership with as much information as I could gather. I also had a greater insight into the thoughts and ideas of the membership. This process took much of the first two or three months of my time with the membership portfolio. New membership certificates were sent out to all members and were updated with new designations and awards. New applications were received by myself and were addressed in a timely manner. I did my utmost to include new applicants in the life of the association as they were permitted by the board of directors. New certificates and membership packages were sent out to new members and some old who were somehow left out of the loop. We did decide however to do away with the metallic name badges as few members used them and it was felt to be a waste of money.



Print Review Committee

On the outset of my appointment on the board I formed a Print Review Committee for 2009. These fine people included, Inge Skliros, Bruce Heindricks, Fred Elcheshen, Ingrid Misner and Art Wiebe. I must say that it has been a privilege working with all these folks as we reviewed and judged the Print Submissions for 2009. The Committee met once every two months and adhered strictly to the guidelines for judging as set out by the board of directors. Once the judging was complete I would call the applicants and walk them through their submission - whether they were successful or not. This gave them better insight into what they are doing right or what they can improve upon with their next submission. Part of this process was checking in on potential members and observers websites to ensure proper use of language and content. There is one final judging for 2009 which will be held on or before the 25th November this year.



Membership Updates

At this point I am unsure as to exactly how many members did not renew their membership in 2009. I can say that we have had 32 new contacts or applications come through the office and have had another 11 new members join up, of which three have already achieved RPP Status within the association. These new numbers bring our membership up to 66 for 2009. The Membership Directory is completely up to date and as accurate as I have information for 2009. A complete directory has been made available for all member via our web site. There are three observers who have not completed their Print Review Submissions in the two years allotted to them and have therefore been halted in their efforts to achieve RPP status for another year, after which they can reapply for Registered status.



Personal Notes...

As this is my final year as membership chair I would like to offer my experience and knowledge in passing on the information and resources for the portfolio to whomever the board should choose to take over from me. I would more than willing to take the time to share the ropes with the “new guy”



Summary

One of the things that we need to be considering is the supply of resources for the 2010 year. As an example we have run out of the membership binders that we issue to new members for the Directory. They are pretty expensive to replicate and I think that we can explore other alternatives to the traditional binders. This however could entirely become the responsibility of PPOC Canada depending on how the restructuring goes through. Once that has been decided we need to have a look at what is left and how we can most efficiently purchase new supplies.



Sincerely yours,

Desmond Snyman

Membership Chair. PPOC-MB

Vice President Report


This year I spent a lot of time in different areas trying to help out on individual portfolios, as well as areas that would help out at the board level. They included:

• Helping out Ken, by keeping him up to date as to past happenings, and previous motions.
• Participated in all Board meetings
• Attending all PD events
• Attending our National Convention
• Gave Carey Lauder all name tags and my thoughts as to the direction of the Member Liaison position.
• Put together a calendar of events that I am trying to keep updated for future Board members to try to have an outline to work with
• I spent time with JJ and the accountant earlier in the year to review past events and to get direction from our accountant as to what need to be done.
• I made a few trips to the companies office downtown, to update our Board information and names that had not been received, or misplaced.
• Spent some time with Pam McFarlane with regards to helping Ron Gilfillian out with future PD nights. After a PD night with Alex, we received some great suggestions for future PD nights. Pam and I reviewed the potential events that could be held. Ultimately somewhere put on the backburner. Professional development is a very important aspect of the Association and is key for our members. There are several opinions and thoughts as to the direction of these events, that I feel it needs to be discussed in further detail with the members.
• Went to a Board training seminar that was very helpful. We have decided to include this once a year for the VP. I will put together a board manual that will include job descriptions, reviews, liability information, etc.
• Spent two days for Federal Council as an alternate.
• Spent several hours entering database and helping Brenda with Image Salon, and follow-ups.
• Helped in follow up arrangements with Ken for Convention/AGM. Spent several hours with Ken in person and on phone with areas that we need to address, and put the priorities first.

There are many areas of this Association that could clearly run more efficiently and effectively. The restructuring of PPOC was supposed to help each association unite and work under one umbrella but the vote for it had to be postponed due to the challenges of aligning 7 completely different associations. My participation on the Board has been almost the full duration of my membership with PPOC-MB, and in that time we seen that we need to bring our by-laws up to date. Many other areas need to be brought into the current century, but we simply could not justify the time, and cost to make changes with the possibility of restructuring PPOC shortly. This situation, to say the least, has been frustrating. Although we have spent this past year cleaning up a lot of areas that I was not even aware of from previous years we still have a lot of areas that need addressing. This year we took care of some of the nitty gritty details that do not outwardly show to you, the members. We do need to address things like our professional development, our website, etc. many things that we could improve, but again the nitty gritty took priority. One thing that we all have in common is that we all have only 24 hrs in a day and 7 days in a week. I feel the Association has a lot of potential, but also has a lot of work to do, and needs everyone’s help and involvement to make it happen. We all have different ideas, and different opinions, but we must continue to work at it because ultimately we are passionate about what we do. Sometimes we may need to agree to disagree, and realize, as Trump would say, it's nothing personal, just business. We are all in business and need to treat this association like a business as well.

This wagon we are on, has some shaky wheels, that can't be fixed by just a few people, it takes everyone’s input. The man-hours needed to do this and make it run better is a very big job. A little input from everyone will make it better for all. As an example, involvement in putting in articles for the Quest would be helpful....if we still want that??? Maybe we don't?? We need input for how you would like conventions operated, as well as image salon.Many of the same people are doing the same jobs every year because of lack of volunteers. We sent out a request to find members who would like to help out on the Board, and got very little interest, because everyone is to busy to support the association. We need to seriously talk about the road we want to travel in this Association. Let's see what it is we want for our Association together, and make some serious decisions about the direction of My Association, Your Association, OUR Association.

It has been my pleasure in helping out for this Association, thank you once again for trusting in me to serve on your Board of Directors. I would like to take this opportunity to say to the members of the Board that I have enjoyed getting to know each and everyone of you. It has been a pleasure to work with you all. Thank you for dedicating your time and helping. I have found that by being involved, it has allowed me to really get to know members that I may not of normally of had the chance to connect with. I believe we pave our own roads to success, and part of that success includes the great people we meet along the way and the friendships that are formed. This Association can be part of that success, we just need to believe and make it happen together!


Respectfully Submitted,




Mimi Boulé
Vice President PPOC-MB

Secretary/Treasurer Report


First, although we are nearing the end of 2009, the year-end financial report is for 2008. Several people from our association did their best to stay on top of the financial reporting during a bumpy year. At the end of it, it was left to me to try and make sense of what transpired financially within our association. The learning curve has been a steep one for me. Thank you to the board for their tremendous support during this past year. I have tried my best with the help of Rita Tully CGA to clean up the 08 books and start fresh in 09. It was a challenge to put all the expenses and income into the appropriate categories without having first hand knowledge of where they originated. Those that pitched in to keep the association running during its time of transition did their best to leave a paper trail for me to follow. We are showing a loss for the year. Primarily because the Image Salon and Convention cost more to put on then they brought in. Although the numbers are not all in at the time of writing this report, I feel confident that this will not be the case in 2009. Rita Tully has been instrumental in getting PPOC-MB in compliance in a number of ways. There was an issue with our GST filing that has now been resolved and our 2000 and 2001 corporate tax returns were prepared but never filed with Revenue Canada. That situation has also been rectified. The future looks bright! We have started fresh for 09, essentially creating a new company in QuickBooks (our accounting software). We will be able to track our income and expenses with a greater degree of accuracy and comprehension than before. The proposed Budget for 2010 is based on numbers from the last 2 years. I have also tried to anticipate the needs of the association for the coming year. Two areas I would like to highlight are an increase in contract services for updating our website and for Education as we have heard from many of you that this is an area of great importance to you. Your input is vital to making our association work for you now and in the future. We need people who want to make good things happen! Thank you to the entire membership for your trust and support. Should you ever have any questions about the finances of PPOC-MB please don’t hesitate to ask me. I will always do my best to answer you completely and honestly.



Respectfully submitted,

J.J. Ali