Attendees: Gareth Colley MCIPS Guy Frankling MCIPS Graham Golledge MCIPS Vincent Hanley MCIPS Russell Langlois Charles McNulty FCIPS Wayne Phillips MCIPS Craig Griffiths Leanne Richards MCIPS Dennis Elliott MCIPS Gunter Kostra MCIPS Apologies: Stuart Rees MCIPS Total Attendees: 10 Held: Jurys Hotel, Cardiff. Wednesday 06 th December 2017, 17.30hrs Slide 1 South Wales Branch Annual General Meeting 06 th December 2017 Slide 2 AGM Welcome, Introductions and apologies for absence 2016 AGM Elections and Matters Arising Chairman s Report Events for 2018 Finances Update from last Congress and Branch Meeting Voting for the Committee/Network Any Other Business Buffet Event How to make a personal impact in management communication Page 1 of 15
Slide 3 AGM Welcome, Introductions and apologies for absence Welcome to Jurys Cardiff. Thank you very much for taking time out of your calendars to attend tonight's event. It is great to see you all. I hope you enjoy the evening and stay behind afterward to enjoy a drink with us to celebrate the successes of 2017. Practicalities: Toilets are situated through the doors and to your left. If the fire alarm goes off then we exit via the nearest door and congregate on Queen street. For those that don t know me, I m Graham Golledge, Branch Chair and Head of Supply Chain for Baileys of Bristol, the leading UK manufacturer of leisure vehicles. We have received apologies for absence from Stuart Rees. Slide 4 AGM 2016 AGM Elections and Matters Arising The 2016 AGM focussed on three topics: The election of the branch committee Branch Objectives for 2017 Membership and event development Page 2 of 15
Slide 5 2016 AGM Elections Name Committee Position/Role Graham Golledge Chairman Leanne Richards Vice Chair John Standerline Treasurer Dennis Elliott Secretary Mark Waggett Education Liaison Officer Jane Lynch Social Media Officer Craig Griffiths Member Vince Hanley Member Gunther Kostyra Member Jodi-Ann Hicks Member Stuart Rees Member Paul Griffiths Member The open, show of hands election confirmed the committee as: Graham Golledge, Chair. Leanne Richards, Vic Chair. John Standerline, Treasurer. Dennis Elliott, Secretary. Mark Wagett, Education Liasion Officer. Jane Lynch, Social Media Officer. 14 people attended the 2016 AGM and all attendees voted. Slide 6 AGM 2016 AGM Elections and Matters Arising Slide 7 2016 Matters Arising Continue to develop South and West Wales Branch Linkages Intensify collaboration with Congress to develop Branch Work with local school(s) and college(s) to promote procurement as a career Promote CPD in the Profession and through events Promote and lead the drive to eradicate modern day slavery Have a presence at all the major CIPS events in the UK We developed linkages early in 2017 with Paul Cattroll, Chair of the West Wales branch and soon after Mary Davies, the Three Nations Congress member in our region. We continued to communicate frequently on an ad hoc basis and now have the platform for ongoing synchronisation of the CIPS and Membership agenda. In consideration, we believe we met our first two objectives. Page 3 of 15
Slide 8 2016 Matters Arising Continue to develop South and West Wales Branch Linkages Intensify collaboration with Congress to develop Branch Work with local school(s) and college(s) to promote procurement as a career Promote CPD in the Profession and through events Promote and lead the drive to eradicate modern day slavery Have a presence at all the major CIPS events in the UK We engaged with CIPS and local sources to arrange engagement with local schools and colleges to promote procurement as a career yet we failed to gain traction and the year delivered little in terms of success. In consideration, we believe we failed to meet our objective. The membership agreed that this objective would remain live through 2018. Slide 9 2016 Matters Arising Continue to develop South and West Wales Branch Linkages Intensify collaboration with Congress to develop Branch Work with local school(s) and college(s) to promote procurement as a career Promote CPD in the Profession and through events Promote and lead the drive to eradicate modern day slavery Have a presence at all the major CIPS events in the UK We held 7 out of 8 planned events, promoting CPD at each event. In consideration, we believe we met our objective. Slide 10 2016 Matters Arising Continue to develop South and West Wales Branch Linkages Intensify collaboration with Congress to develop Branch Work with local school(s) and college(s) to promote procurement as a career Promote CPD in the Profession and through events Promote and lead the drive to eradicate modern day slavery Have a presence at all the major CIPS events in the UK We held a modern slavery event in February, that attracted a delegation of 42, our best event this year. Further to that, all committee members have been championing Modern day Slavery at work. In consideration, we believe we met our objective. Page 4 of 15
Slide 11 2016 Matters Arising Continue to develop South and West Wales Branch Linkages Intensify collaboration with Congress to develop Branch Work with local school(s) and college(s) to promote procurement as a career Promote CPD in the Profession and through events Promote and lead the drive to eradicate modern day slavery Have a presence at all the major CIPS events in the UK Despite best efforts, work commitments for the bulk of the committee meant that we attended less major CIPS events than in 2016. There were 6 major events: Best In Procurement Conference Global Congress March CIPS Procurement Awards Global Congress - November Branch November Branch representation made 2 events whilst local congress membership made 2 additional events, covering 4 of the 6 in total. In consideration, we believe we partially met our objective. Slide 12 2016 Matters Arising In Summary, 2017 has been a challenging year: Objectives Met: 70% Partially Met and failed : 30% Budgets remained static. Committee participation increased yet Business demand drew on committee members more than anticipated. The shift to 6 weekly meetings didn t work, so we moved back to monthly meetings. We shifted to digital meeting note and minute sharing and we continue to roll that platform (google Docs) out for improved collaboration. We engaged with CIPS on GDPR. We created and now hold the admin role of the Three nations WhatsApp communication forum.(northern Ireland, Scotland and Wales) There are 11 participants at this time. In relation to the 2016 matters arising, does anyone who attended, have any comments to make that should be noted for this meeting? No comments were made. Page 5 of 15
Slide 13 Chairman s report Chairman s Report Events for 2018 Finances Slide 14 7 Events + 1 on 2016 This slide was amended as a result of feedback from the membership. It contained 8 events, +2 and +33% which was incorrect. The last event was cancelled due to low registrations. 7 is the correct value. + 16% Page 6 of 15
Slide 15 Average footfall per event, 24. Average Delegates + 12 on 2016 + 100% Slide 16 Event Attendances 45 40 35 30 25 20 Delegates 15 10 5 0 Open Forum Modern Day Collaborative IP and data Leadership in Procuring IT and Social Event - Pub "Membership Slavery working ISO11000 protection issues in Procurement Cybersecurity Quiz Engagement" contracts Slide 17 LinkedIn M/Ship + 26 on 2016 + 6% Page 7 of 15
Slide 18 Event Preparation Avg 12 Hrs (each) For 2 heads Slide 19 Branch M/Ship 766 380 MCIPS 15 FCIPS 1 Hon FCIPS 183 Students 77 Associates 84 Diploma 2 certificate 24 affiliates Slide 20 We have a new dashboard tool as part of the branch pages at CIPS.org. This is one of the moves that CIPS have made in relation to giving more membership transparency to the branch/networks. Page 8 of 15
Slide 21 Taking a deeper dive into our own branch pages and we can start to gather important information that may help us in planning future events and the location of those events. Slide 22 Slide 23 Page 9 of 15
Slide 24 Shift towards e-tools for minute sharing and actions Move to use Webex and other platforms for future events Thanks and appreciation for volunteering In July we changed the format of meeting minutes and the methodology of sharing and action progression. In September, we joined CIPS in being a branch that can use Webex technology to deliver member events and the same month we considered video conferencing at Cardiff business school for future events. We shall be trialling both platforms in due course. After many years of incredible support and service, Gunter has decided to stand down in the interim to focus on work activities, and we thank him for his tireless dedication. Similarly, John will step down as treasurer but remains focussed on supporting and mentoring the committee in 2018 and beyond. Particular thanks are offered to the remaining committee officers and members who work hard to bring new ideas to the table and develop the branch into an excellent network platform for the membership. Thank you all, it would be impossible without your incredible support. We agreed to keep Education as an objective. We further agreed to ask the extended membership, via the open electronic platforms for their considerations for other important objectives to take forward in 2018. We will present these at the first committee meeting in January 2018. Slide 25 Chairman s report Chairman s Report Events for 2018 Finances Page 10 of 15
Slide 26 2018 Events Month Type of Activity Topic Audience FEB 2018 Branch Event How to secure cross functional OPEN, all welcome. commitment in negotiations by moving from cost to Value. MAR 2018 Branch Event Game theory as a game changer for OPEN, all welcome Procurement. MAY 2018 Branch Event Manufacturing/e-commerce Site Visit. OPEN, all welcome JUNE 2018 Branch Event Social Event. BBQ and Pub Quiz or OPEN, all welcome Vineyard Tour AUG 2018 Branch Event TBA Video Feed OPEN, all welcome OCT 2018 Branch Event TBA Inc Webex OPEN, all welcome In addition to the 7 events planned, we believe we now have the platform to hold various UK network and Three Nations events and expect technology to be used to add an additional 3 to 4 events to the timetable presented. NOV 2018 Mini event and AGM Potential visit to Manufacturing plant followed by Annual General Meeting All CIPS members Slide 27 Chairman s report Chairman s Report Events for 2018 Finances Slide 28 Finances Branch Budget Identical to 2015 and 2016 despite us putting on more events and attracting 100% more (on average) delegates to each event. 2500 01/11/17 to 01/11/18 In 2017, we overspent by 200.49 Page 11 of 15
Slide 29 Update from last Congress and Branch Meeting Voting for the Committee/Network Any Other Business Buffet Event How to make a personal impact in management communication Slide 30 Update from Last Congress and Branch Meeting There have been significant changes at CIPS The institute is in good health but recognises much work around qualifications, membership and branches needs to be done. A revised qualification platform will be adopted. A revised membership proposition will be presented with retention a key focus A shift from Branch to Network will follow in 2018 Slide 31 Update from Last Congress and Branch Meeting Branches and the way they are supported and need to support the membership is changing. We presented the following platform at the Branch Chairs meeting (December 1 st ) after debating network options (with the Three nations representatives) and the best way to deliver those options. We suggested to CIPS that we were ready to deploy the model under a trial format and report back on its success/barrier to success by March 2018. Page 12 of 15
Slide 32 Voting for the Committee/Network Any Other Business Buffet Event How to make a personal impact in management communication Slide 33 Voting for the Network Name Committee Position/Role Graham Golledge Chairman Leanne Richards Vice Chair Dennis Elliott Secretary Mark Waggett Education Liaison Officer Jane Lynch Social Media Officer We have received no communications or proposals from the membership to challenge the existing arrangements. We notified the membership via LinkedIn and Twitter. In line with the way Budgets are allocated and the way we organise events, we propose not to seat a treasurer for the 2018 term. All the remaining officers (as listed) have volunteered to remain in office and continue the work of the network. We had three requests in 2017 to join the committee and all offers were followed up. We remain an open committee and any of the membership that wishes to join and support the branch/network are most welcome. I now ask you to vote buy way of an open system and a show of hands. Are there any objections to this? No objections were lodged. For Social Media Officer, the nominee is Jane. Can we have a show of hands please? 10 votes received in favour. For Education Liaison Officer, the nominee is Mark. Can we have a show of hands please? 10 votes received in favour. Page 13 of 15
For Secretary, the nominee is Dennis. Can we have a show of hands please? 10 votes received in favour. For Vice Chair, the nominee is Leanne. Can we have a show of hands please? 10 votes received in favour. Hand over to Leanne. For Chair, the nominee is Graham. Can we have a show of hands please? 10 votes received in favour. On the basis of these votes, the current officers remain in position, Thank you. Slide 34 Any Other Business Buffet Event How to make a personal impact in management communication Slide 35 Any Other Business Questions? Offers of help? Guy Frankling offered his services and to the committee. His offer was accepted. No other business was tabled. Page 14 of 15
Slide 36 Thank you. The buffet is served and Gavin Hill-John will talk on effective communications thereafter. Buffet Event How to make a personal impact in management communication You are invited to join us for a drink in the bar after the event. Enjoy. Page 15 of 15