2023 Annual GENERAL Meeting Minutes

1.  Welcome & Call to Order
OPPI President Paul Lowes called the meeting to order at 12:45 p.m. with a quorum of voting members present, including a total of five Proxies. Members eligible to vote and the voting procedure were reviewed with members attending the meeting both virtually and in-person.  

2.  Adoption of Agenda
The meeting notice and agenda were sent to all members in accordance with the OPPI General By-law and it was noted that no substantive motions were received by the Registrar by the deadline of August 5, 2023. As such, the agenda was adopted as circulated. 

Move to adopt the Agenda for OPPI’s Annual General Meeting held on September 21, 2023. Moved by Bev Hillier. Seconded by Justine Giancola. Carried. 

3.  Approval of AGM Minutes of September 22, 2022
There were no changes or corrections to the minutes, and they were accepted as presented.

Move to approve the minutes of OPPI’s Annual General Meeting held on September 22, 2022. Moved by Rob Dowler. Seconded by Uzo Rossouw. Carried.   

4. Treasurer’s Report

4.1 Auditor’s Report 
Andria Leigh presented the Auditor’s Report on the financial statement for the fiscal year ending December 31, 2022, providing an overview of revenue and expenses. She noted that the Institute is meeting all its financial targets and goals, in keeping with a high-performance organization. It is the opinion of Kriens LaRose that there were no material deficiencies in the accounting records or processes and that the Statements fairly represent the Institute’s financial position in accordance with Canadian Generally Accepted Accounting Principles or GAAP. It was noted that the OPPI Executive Committee, performing their audit role, received the first draft of the Statements and held a meeting with Mr. Kriens to discuss any recommendations he might have and/or any concerns he felt should be addressed. It was a good conversation about the Institute’s reserves and our plan to ensure we are using the funds appropriately for strategic initiatives aligned with the Institute’s Strategic Plan. Following the meeting, OPPI Council members received and approved the draft statements, after a presentation by Tom Kriens, at the May Council Meeting. Council approved the 2024 Operational Plan and Budget at the Council meeting on Tuesday, September 19, 2023.  

4.2 Appointment of Auditor 

Move to approve the firm of Kriens-LaRose, Chartered Accountants as the Auditor to audit OPPI’s financial records for the fiscal year ending December 31, 2023. Moved by Andria Leigh. Seconded by Erika Ivanic. Carried. 

4.3 Discussion
Andria Leigh addressed questions from members in attendance at the Annual Meeting.

5. AGM Business
5.1 Presentation of OPPI By-law Amendments/Articles of Amendment/Special ResolutionsPaul Lowes explained the primary reasons for the By-law Amendments and Articles of Amendment which were: the mandatory requirement to update our by-laws to be in compliance with the new Ontario Not-for-Profit Corporations Act; the desire to provide clarity around the nominations and elections process based on recent improvements we have made; and reflecting on OPPI’s value to be an equitable organization, allowing both Non-Practicing and Retired members the opportunity to submit their candidacy for a seat on Council.

Move to approve the amendment of the by-law to reflect such amendments as have been presented to the members. Moved by Bev Hillier, seconded by David Riley. Carried

Move to approve the filing of Articles of Amendment:

Moved by Bev Hillier, seconded by Michael Sone.  Carried.

Moved to approve as of the date on which the proposed articles of amendment have been issued by the Ontario Ministry of Government and Consumer Services, the number of directors of the corporation shall be thirteen (13); and 
Henceforth, the directors of the corporation are hereby empowered to determine:
(i) the number of directors of the corporation; and
(ii) the number of directors to be elected at each annual members’ meeting.

Moved by Bev Hillier, seconded by Erika Ivanic. Carried.

5.2 Motions Submitted by Members
There were no motions received by the Executive Director by the deadline of August 4, 2023

5.3 Other Business
There was no other business items discussed.

6. Executive Director's Report 
Susan Wiggins provided updates on key initiatives that the staff team have been working on this past year.
Of note was the August launch of the new database, which enabled members to renew in record time, largely due to the system’s navigation ease. Members were advised that the roll out of the new Consultants’ Directory was delayed until later in 2023 but were assured that the new, custom-built product would be much easier to navigate for both the consultants and the public. 

A strategic growth area for 2023 was educational programming, where there was an expansion of our professional development offerings and methods of delivery that included online and virtual courses, along with webinars and blogs being added to the roster. In addition to education, several roundtables and discussion forums were added to the programing that provided insights from a diverse group of members on “mega” issues and legislative concerns. 

Susan reported that Y Magazine was thoughtfully reimagined into a larger, semi-annual publication, available in both print and online versions.  The membership team was focused on service delivery and engagement with students, university graduates and recent candidates who have passed their PSB exam as they navigate their journey to become an RPP with the goal to bring more students, candidates and RPPs into our community. Susan was also happy to report that a significant milestone was achieved of over 3,000 RPPs in Ontario. 

In wrapping up her report, she advised that the work on reconciliation and social justice continues with implementing the task force recommendations and initiatives related to OPPI’s commitment to diversity, equity and inclusion. 

7. Outgoing President’s Report  
Paul Lowes provided the President’s report beginning with thanks to staff and Council members. He outlined some of the major projects he has been working on in his second year of Presidency: Legislative change, the Future of Planning and Promoting RPPs. The extensive work done by Council, volunteers and staff with respect to Legislative change included the development of 10 recommendations on housing supply, addressing the perspective that planners contribute to government red tape and the development of a list of 13 recommendations on how to streamline the planning process from a planner’s perspective, which was presented to the former Minister of MMAH, along with meetings with leaders of the Liberal, Green and NDP parties and with the two different Associate Ministers of Housing, Michael Parsa and Nina Tangri. Nine reactive submissions to the Government were made, of which the 45-page submission on the PPS was the largest.   

Regarding the second focus, the future of the profession, Paul reported on the two-fold approach of professional standards and addressing the shortage of planners. With respect to professional standards, the Standard Committee of the national body has been working to update the nationwide Competency Framework which guides what universities teach and the exams that candidate members are required to take. After a failed attempt to launch the new Competency Framework under the national governance model, the Presidents of the PTIAs arrived at a unanimous decision to change the governance model that led to the Standards Committee now residing under the Professional Standards Board. Regarding the second focus, the shortage of planners, Paul presented the numbers: 750 job ads per year, with only 450 annual student graduates. A survey of senior planners found a current vacancy of 200 planner positions. In response, he advised that delegates have met with both the Ministry of Skills Development and the Ministry of Colleges & Universities, both of which expressed their support of the planning profession and pledged to increase the capacity at planning schools and help create programs to facilitate the path for foreign trained planners into the workforce.

Leaving the best for last, Paul reported on the work that continues to define his presidency, which is the importance of promoting RPPs. He reported that work has begun to address what the membership has expressed loudly and clearly; promoting what planners do and the value of hiring and working with a planner is where we need to start. To that end, he advised that with the professional assistance of Strategy Corp, a comprehensive three-year communications plan is underway, which includes the conference’s opening day video while promising that the Council is laser-focused onaddressing this vital concern. 

8. Report of the Nominations Committee & Introduction of 2023-2024 Council
 
Beverly Hillier, Chair of the Governance & Nominating Committee thanked the Governance and Nominating Committee members for their work on this year’s process.  She also acknowledged and thanked all members who applied and ran for election.
 
Bev Hillier shared that in accordance with Section 3 of OPPI's General By-law and OPPI’s Nomination Policy and Procedures, and after an election for the Director position, the following members have been elected to the 2023-2024 OPPI Council. 
 
Council Members elected by the Membership:
 
Director Chris Tyrell, Toronto District 
Director Heather Swan, Oakridges District
Director Michael Sone, Toronto District
Director Pamela Duesling, Southwest District (elected for a 2nd two-year term)
Director Uzo Rossouw, Toronto District (elected for a 2nd two-year term)

The 2023-2024 Council were announced as follows: