A GENDA B OARD
MEETING
2ND MARCH2012 - 09.00 -13.00
Time 09:00 09:15
09:45
10:15
11:30
12:00
12:15
12.35
12:50
Item Welcome and approval of calling, agenda and previous minutes Item 1 - Operational status update - Organizational Health - People Item -
2 – Financial status 2011-12 Year results to date versus budget Cashflow forecast New Fk project Balance Aged Debtors list
Item 3 – Last four months of MC term - Presentation of 5 focus areas of last Board meeting - MC-LC relationship development - How to ensure successfull end of term and goal achievement? - Discussion on MC plan to ensure continuity in the transition period Item 4 – Planning process 2012-13 - Proposed timeline of planning - Short term vs long term planning Item 5 – BoD Nomination Subcommittee - Mandate for the nomination subcommittee towards this year’s AGM Item 6 – MC and Board cooperation - Global Talent run through - ACHIEVE Item 7 – Board Subcommittee updates - Progress report BoD subcommittees Closing - Feedback to the meeting - Advice to management
Oslo, 05/02/2012 Andreas Sung Unstad
Responsible
Participants
Elise
BoD, MCP
Elise
BoD, MCP
Meda
BoD, MC
MC
BoD, MC
Elisabeth
BoD, MC
Elise
BoD, MC
Daria
BoD, MC
Andreas
BoD, MC
Elise
BoD, MC
ITEM 2 – Financial status 2011-2012 Comments to Financial Statements Comments on the Year results to date versus budget (general costs): July-January July -January Income:
Planned
Actual
Difference
Total Incomes:
1.818.630
1.790.633
- 27.997
Total Costs:
1.679.956
1.584.160
- 95.796
Net Income After Tax
138.674
206.474
67.800
Incomes: July-Oct Income:
Planned
July -Oct Actual
Difference
MC: TN Raising and Matching fees
32.000,00
24.000,00
-8.000
MC: TN Monthly fees
180.105,81
186.534,37
6.429
MC: Fk Monthly fees
0,00
0,00
0
MC: TN extension and cancellation
0,00
0,00
0
MC: EP raising fees
25.600,00
22.400,00
-3.200
MC: ER revenue
40.000,00
0,00
-40.000
MC: Conferences (delegate fees,
0,00
0,00
0
MC: Alumni Donations
0,00
0,00
0
MC: Sponsorships
0,00
0,00
0
Fk grant
985.144,89
985.144,89
0
EVS grant
178.335,00
178.335,00
0
LNU grant income
0,00
0,00
0
Affiliation fee from LC's
217.096,94
217.096,94
0
Service fee from LC's
89.461,38
89.461,38
0
ERMF
70.886,21
49.967,33
-20.919
Incomes from interest rates
0,00
0,00
0
Other incomes
0,00
37.693,41
37.693
Total Incomes:
1818630
1790633
-27997
etc)
A minor positive deviation on the income side was cause by the servicing fee received for 1 intern (Dorin) that initial was planned to be AIESEC Bi intern and by the overachievement of the goals in GIP area. The difference is also caused by the CFengine debt (4 months fee for Elena) due to VISA challenges with 1 intern (Elena). The positive deviation under other incomes is represented by interest rate received in Dec 2012, which was not planned. Regarding the negative deviation on TN Rasining fee is was caused by the 2 TN raised at Rubrikk.no, 1 of the interns will come later than planned (so the invoicing will happen later) and one of the interns was not selected yet, so the process was postponed. Related to the EP Ra, the small underachievement is caused by one EP being raised by AIESEC NHH and not AIESEC Norway, during last summer. The underachievement of 40.000 NOK in the ER area is related to no results in the ER area for the MC. The ERMF (Exchange and Revenue Management Fee) underachievement is a result of the LCs goals underachievement. As a result at the end of January, on the incomes side we have a negative deviation of almost 30.000 NOK. Our assessment is that we will cover some of this gap in the next months, as a result of our GIP ICX goals. This issue will be taken in the Management Team meeting the week after the BoD meeting and we will come up with a plan to cover a part of this gap. Expenses: July-Oct
July -Oct
Planned
Actual
Difference
Employee costs (excluding Fk)
198.581,76
194.331,76
-4.250
Office related costs
65.996,90
39.846,42
-26.150
Accounting and Auditing
57.976,00
52.723,78
-5.252
AI fees
76.806,11
75.419,76
-1.386
Travel, Conference and Seminars
65.756,00
47.238,76
-18.517
LC visits and related costs
11.200,00
6.120,21
-5.080
New LC investment
8.000,00
0,00
-8.000
Internal projects and operational costs
14.800,00
2.636,50
-12.164
29.781,25
0,00
-29.781
582.687,50
450.678,22
-132.009
Income:
Fast Match reimbursement Fk project costs new project(excluding employee)
202.211,50
189.561,89
-12.650
Fk employee costs new project
175.000,00
171.374,77
-3.625
Fk employee costs old project
92.749,36
92.749,36
0
Fk unused money new pj
0,00
135.634,51
135.635
Fk unused money old pj
0,00
0,00
0
EVS project costs (excluding employee)
23.153,45
11.334,78
-11.819
Allocation for future losses on claims
21.000,00
21.000,00
0
Other costs - not planned
0,00
0,00
0
Total Costs:
1.625.699,83 1.490.650,72 -135.049
Fk project costs old project(excluding employee)
On the cost side there have been some deviations in the office related costs as we are still having challenges with the change of address (the new office) which are causing delays in receiving the bills for phone. In this category we have also underspent on accounting costs for
Dec and January and overspent on office equipment (due to the moving to the new office, and the cost associated to this). Related to the phone costs (office related costs) our assessment is that they will not exceed the budget.
When it comes to the accounting costs starting from Feb we will not pay anymore for the external accountant. Anyway there will be a monthly cost of approximate 1.000 NOK (divided between AIESEC Norway costs and Fk costs) related to the year licence for the accounting software. During this month’s we have saved on office materials, branding and representation and travel costs (both local travel and LC Visit), anyway some of this costs (especially LC Visit related costs) were postponed for the next month (February).
Regarding the Fk and EVS underspending, the costs were postponed for the next months and some of them already occurred in February. As a result at the end of January we are planning to save around 120.000 NOK on the costs side, compensating a part of the underachievement of the Incomes goals.
Fk budget 10-11 FK budget
Actual costs
Difference
NORTH-SOUTH PARTICIPANTS
520.000
488.840
-31.160
SOUTH-NORTH PARTICIPANTS
503.600
525.070
21.470
General costs
587.200
596.888
9.688
1.610.800
1.610.798
-2
TOTAL OF GRANT
The final audit was approved by Fk, and in the end we have agree to not pay back any difference to Fk. Fk budget 11-12 Total granted for period July- January
757.687
Total spent
622.053
Total postponed
85.634
Unused money
50.000
Regarding the Fk new project costs, we are on track with most of our expenses. We have overspent on insurance (32.000 NOK). The postponement costs are related to internet and phone cost for which we are still waiting for the bills, some travel costs and salary costs. Regarding the unused money a part of them are related to the preparatory seminar (32.000 NOK) and a part are related to the partners meeting; we are planning to use this money to cover the extra costs related to insurance. We still have to get the Fk approval for this. Comments on the Cash flow: Monthly Cash Flow
Oct
Nov
Dec
Jan
Feb
March
April
266.499
354.999
990.202
Incoming cash flow
725.108 198.474
157.787 669.025
Outgoing cash flow
224.107 149.557
718.912 369.759 -403.137 -557.657 -458.022
Net Cash from Operations 501.001
48.917 -561.125 299.266 -136.638 -202.658
532.180
In terms of cash flow there are no major deviations from the initial planned. In the last month we had positive net cash from operations, due to: -
Fk grant – second transfer
-
Exchange realizations and raisings
-
Decrease/no costs in the Fk project 10-11
December has a negative results, mainly due to high Fk costs, that were postponed from the last months (both in Fk new and old project). High costs related to home- host country travel, in the new Fk project. If it is to compare the cash-flow with the budget, the main deviations are caused by: -
Some incomes from interns paying back the loan and from Telenor (internet company, that have paid back a debt from August 2011)
-
VAT payments
For the next month (Feb and March) we are forecasting negative net cash from operations, as a result of the increasing costs in the Fk project, mainly related to the 15 salaries for the participants and the country transfers. A considerable influence will also have the 2 extra salaries at MC level, for the part times positions. From April onwards we are forecasting a positive monthly result as a consequence of the Fk grant transferred and planned exchange results. Age debtors’ lists: We are on the track with receiving the incomes from the companies, in general there have not been any major deviation related to this. Still there is one challenge with one of our interns Elena (at CF engine) that didn’t receive yet the work permit (started her internship in July). As a result the company refuses to pay the monthly fee till she will get all the legal documents. They haven’t paid the invoices from October onwards. We are communicating with UDI and trying to solve the issue as fast as possible.
Financial statements and audit report for 10-11 term: We have finalized the audit report for the 10-11 term and submit to AI and Altinn. You can find attach the audit report, the balance sheet and profit and loss for 2010-2011.
ITEM 3 – Last four months of the MC term MC Norway focus areas After last Board meeting, the MC decided on taking actions on defining what should be focuses for the last 6 months of our term. In the following you will find the output of those discussions and that was communicated out to the country at UNITE 2012 in January
United Leadership:
The MC and LCP elect and current to work together for achieving our common ambition
The main goal of this project is to ensure that there is a clear way of working together between MC and LCPs and that we all have the same understanding of the governance structure of AIESEC Norway 5 star EBs
Each LC of AIESEC Norway to have a complete EB elect team that are prepared for taking their LC and AIESEC Norway forward
The main goal of this project is to ensure that all LCs have new Executive Boards and that they are prepared of their role through education and a qualitative transition Finance for the future
Each LC to have minimum 5 months of operational reserves or 5 months of secured income by contracts by 1st of July 2012
The main goal of this project is to ensure that LCs are starting to generate revenue through GCDP OGX and GIP ICX to ensure that by the end of the term they are financially sustainable for at least the next 5 months to come. People to perform:
Each LC to have a minimum of 5 members that are staying also for the next year in AIESEC excluding the Executive Boards
The main goal of this project is to ensure the continuity of the LCs by having at least 5 experienced members continuing also in AIESEC for the next year (EBs are not included) ACHIEVE IT
Each LC to achieve 100% of their new, realistic exchange goals for the term 201112
What has happened since December 2011?
United Leadership: The following actions have been taken in order to change the relationship between MC and LC:
UNITE 2012: MC and LCPs spent 1 day together to feedback each other and evaluated our failures and successes in our working relationship up to that date
UNITE 2012: Alignment of understanding of governance structure of AIESEC Norway
Elise was very much involved in supporting the MC and being physically present at UNITE together with the MC and LCPs
All MC VPs and LCPs have had individual meetings with the LCPs to establish working relationship
MC and LCPs have agreed to meet as a National Leadership team with set agenda and those meetings will be arranged after Andreas and Elisabeth Weckner are returning from Hungary
Reinforcing of MC role and LCP role to avoid miscommunication and alignment between MC and LCPs.
Finance for the future: The following actions have been taken in order to ensure 5 months of reserves of LCs by 1 st of July 2012:
Resetting LC goals in order to be able to make realistic revenue projections
MC management team will start to track finances in LCs better to ensure that we have are following up on it
Sales campaign have started in all LCs as well as OGX promotion for the summer realization peak of 2012
People to perform: The following actions have been taken in order to ensure that all LCs have a minimum of 5 members that are staying in AIESEC also for the whole next year.
All LCs have done membership recruitment and finished the induction of the members
The MC has been supporting the LCs in the whole membership recruitment and also taken part in all the induction seminars of the LCs
The MC has done LC visit and functional training visits to induct the new members
Each area has now started to work on the exchange projects for the summer realization.
5 star EBs:
All LCs (expect AIESEC UiB) have elected their new LCP elect for the next term
AIESEC NHH: Øyvind Solberg
AIESEC UiO: Ana Padrao Rocha
AIESEC BI: Johannes Wang
AIESEC Trondheim: Vegard Amundsen
All LCs (expect AIESEC UiB) is releasing their EB application these days and are expected to have EB selection done by middle of March
AIESEC UiB is expected to have their LCP and EB elections in March
The MC is working together with the LCs on developing framework and guidelines for transition in the LCs
ACHIEVE IT:
All LCs have revised their exchange goals as a result of the conversations and decisions made post last Board meeting.
LCs have now started activity towards their new exchange goals
MC is working with support of LCs in functional areas
MC is working with promotion strategies and media for both ICX and OGX to support the new goals of the LCs
MC-LC relationship development Since last Board meeting, the MC has taken actions in improving the MC-LC relationship. As listed above, there has been several actions taken and the MC has taken this as one of their main priorities post last Board meeting. After the Board meeting we changed the objectives of UNITE to fit the action steps that we wanted to take with the MC and LCPs and we made space for feedback session as well as presentation of the governance structure of AIESEC Norway.
In addition we reinforced the role of the LCP and NEB to ensure that there we as leaders of AIESEC Norway were on the same page. As the main take out of the conference the MC and LCPs are now much clearer on what are the actual roles that MC and LCPs should play in terms of governance and working together. Secondly we also realized that we had to take actions in setting working relationship between MCVPs and LCPs as well as have a more open and clear communication within the MC and vis-Ă -vis LCs.
As a general assessment, the MC feels that the working relationship has improved due to the actions taken and that further follow up is required to ensure that it will continue to develop in a positive direction. The MC has after advice from Elise and the Board decided to meet on a regular basis as a team from March and onwards to ensure that we are constantly working on improving our understand towards each other.
Furthermore the MC is, as part of the goal of United Leadership, focusing on developing and aligning the MC elect and the LCP elect team already now. This includes a stronger transition, more leadership from MCP elect in the period before term starts, MC VP elect and LCP elect are all going to an international conference together in April and ACHIEVE 2012 to be used to setting the common direction for the term 2012-13.
How to ensure a successful end of the term 2011-12? As the focuses are set for the rest of the term, the MC would want to use the Board meeting to have a discussion around how to work with the LCs in the months to come that includes exam periods. Secondly, the MC would like the perspectives from the Board on which approach to take in the last months in order to ensure that the LCs are achieving not only exchange results, but all 5 goals that we have set together.
Questions to take into consideration? How to motivate our members in exam periods? How to balance between achieving now and preparing for the next term? How to use ACHIEVE conference as a main event for motivation and trigger for the rest of the term? How to ensure that the MC team is finishing our MC experience on a high note and a feeling of satisfaction? How to utilize the elected EBs, LCPs and MC to achieve our goals for the rest of the term?
MC transition 2012 The main objective of the transition is to give to the new MC team the following: -
-
MC preparation o Picture of AIESEC Norway in the present context and a bit of understanding about the past o Way of working with the LCs and LC reality o Organizational understanding Functional preparation A set of skills we believe will help them to perform faster in their term
The transition will be theoretical combined with a lot of practical time/space where the new MC will be able to think about how they would want to build and run certain processes, projects, national plan, etc. These are the main blocks and their objectives: Functional MC transition
Each MCVP elect gets the functional preparation needed from MCVP current Each MCVP elect knows the reality on their areas
Team formation
The new team has time to get to know each other The new team has time to start building their team identity
Logistical aspects
The new team has time to solve all the logistical aspects of them moving to Norway
Organisational Understanding
Bring the team on the same page regarding the understanding of the organization The team learns about AIESEC Norway history
MC role
The team understands the role of different entities in AIESEC Norway (BoD, MC, EB, NEB) The team understands how to build a MC plan and how to work towards achieving this plan The team has time to actively work on their plan
Skills building
The team receives a set of trainings designed to prepare them for their term - trainings that we feel are useful for the future MC team
Living in Norway
The new team gets some useful pointers about how it's like to live in Norway
The specific sessions for each block are the following: Main block
Sessions
Theory objectives
Practice
Dasha
AIESEC Way new MC understands the 2015 theory
Discussions around how they can implement it in @Norway
Stava, Andreas
AIESEC Norway yesterday & today
new MC gets to know the history of AIESEC Norway and the current reality
/
Andreas
PLATFORM + AIESEC 2015
new MC gets to know how to work with the platform (if needed)
Put the new MCVPs in the proper stage on the platform
new MC understands the roles of different entities in @Norway
Discuss around how they want to work with BoD, LCP, NEB, LCVPs
Andreas, Elle (involved in the creation)
MC national plan
What should the national plan contain? how to start working on it (specific tools)
Discuss about their own MC plan -> how should they build it/work with it. Offer space where people can also build their own basic tracker. Space for them to establish team rule and way of working
Andreas, Stava
MY MC year
new MC understands how their year will look like
discuss around : how to deal with exams period, dark ages, international conferences (IC)
Beata
Working with the LCs
new MC understands the way of working that we had with the LCs and the reality of each LC
discuss on how to work with their LCs, who should be LC coach, for which LC, LC visits,
Didi
Managing conferences
new MC understands what conference and agenda management imply
Task-forces in the MC
new MC understands how we worked with TF
AIESEC 2015 Organisational Understanding
Explanation of MC role in AIESEC Norway - governance session
MC role
Finances in the MC
FK project Functional areas for everyone [OGX, ICX, LC F, Recruitment, Comm, Alumni] MC sharing
Functional MC transition
VIRTUAL transition Before coming to Oslo Face 2 Face - After arriving in Oslo
Team formation
Responsible from MC
Team Building/Treasure Hunt
new MC understands how the MC budget looks like new MC understands the history of the FK project and the current status
decide on the conferences (agenda managers/conference managers) discuss around if they want to work on the same structure/how to do it discuss around how they should work/ stay informed about the financial issues of the MC. Talk about salaries discuss on how the new MC will work with the new FK project
Daria
Didi
Elle
Meda
Meda
new MC understands how the areas work in AIESEC Norway (the reality in each of them, challenges, opportunities)
discuss about improvement ideas in all areas.
MC - MC sharing experience
/
New MCVPs undertsand how the functional area work in AIESEC Norway - they understand the current context and how people work in each areas
Here it can be included practical working: MC elect and MC current do research together
Each MCVP resp. for the transition plan on his/her area
team building + get to know oslo
we need to make a treasure hunt :)
Dasha, Stava
each MCVP on her area
MC Night out
team building
go out once a week together give new MC space to go out by themselves
Beata, Stava, Andreas
Team Identity
team building
team logo/roll call/ Tshirts/shout/whatever crazy idea they have
Dasha, Stava, Elle
team building and understanding each person in the team
new mc takes the test - Elle decides how to use it
Didi, Elle
team building with the EBs
/
Didi, Andreas
team building
/
Elle
new MC understands the time management theory
personal effectiveness -> start working on a tool that can help them manage their time better + set some personal objectives for what they want to do in their free time
External
simulation
External
Belbin test for the new team Meeting the EBs (team building with LCPs, team building with functional VPs) Elect MC cabin trip
Time management
Coaching Skills building Emotional intelligence
Planning Facilitation
Logistical aspects
new MC understands what coaching is and how to actively use it with their teams/lcs new MC understands what EI is how to use it in practice what is planning/planning tools, elements how to facilitate, training, team meetings
work permit tax card visa (if not from EU) bank account
Living in Norway
discuss about their planning process and how they can work with the LCs in their planning process simulations
External External
Andreas & Elle will take them and ensure that they will get all the papers they need /
Stava will take them to open a bank account
Andreas, Meda
Beata will take them to see where their doctor is
personal doctor Where to buy cheap food where to buy subscription cards for transportation phones, address from home and office, transportation around the city
External
/
Didi & Stava
MC members
The individual transition plans are now in the making and will be done by each MCVP latest on the 5th of Mach. The timeline for the individual transition is: Virtual transition 9th March – 1st of June Transition in Oslo: o For MCVP Finance and ICX GIP – May – June o For the rest of the MCVPs - June The team transition will start in June and will happen throughout the month in Oslo.
ITEM 4 - Planning process MC 2012-2013 First draft of AIESEC Norway Planning Process This is not a final planning process, but the framework and thoughts are coming from Elisabeth Weckner, MCP elect 12-13.
Before and during ACHIEVE Conference (April 2012) 1. AIESEC’s Essence and Progresss Why: All the members of AIESEC Norway to be on the same page on: -
What is the core of AIESEC (AIESEC Way)
-
What is the global direction (progress) of AIESEC (AIESEC 2015 towards BHAG)
When: during ACHIEVE (April 2012) 2. Current State Assessment Why: For us to understand how we are currently doing, what kind of impact AIESEC Norway is having on our stakeholders, and how we are performing in terms of the impact we want to have. (Goal achievement, delivery of AIESEC experiences, quality of experiences, health of the organization) How: -
Survey our participants/members/leaders through Net Promoter Score (NPS)
-
Showcase stories from previous members
-
Analysis of numerical performance
-
Analysis of market share
When: data collected before Achieve, and used during the conference (March 2012) 3. External Reality Assessment Why: To understand some key trends and competitors in the Norwegian market (student, corporate sector, volunteer sector etc.) How: -
Use alumni and externals before and during the conference to give input to AIESEC
-
Use other student organizations as examples for how AIESEC can work, and how we can collaborate
-
Competitors’ analysis
-
Analyze biggest sectors and their trends
-
Analyze general trends among youth in Norway
-
Use examples and good case practices from other AIESEC countries
When: data collected before Achieve, and used during the conference (April 2012) 4. AIESEC Norway Direction and Relevance -
AIESEC Norway knows its relevance/its mission within 2015
-
AIESEC Norway has it’s ambition for the term 2012.13 (connected to the longer ambition)
-
AIESEC Norway has it’s focus areas/main drivers for the term 2012.13
When: during Achieve
After Achieve April and May: -
Individual transition for EB and MC
-
Further research and exploration of how LCs will contribute to ambition
-
Education to EBs (externals involved in education)
-
Preparation and functional strategy development
June or July: -
Functional meetings: development and consolidation of strategies
-
LC planning (LCs to include all their projects/initiatives and have goals for the term)
-
MC planning (around LC plans and ambitions)
ITEM 6 – MC and BOD cooperation Global Talent The seminar initiated by AIESEC Norway and Rolf Assev. The main objective is to present the importance of being global in the market and how to build an international organisation. We would like to create a space for companies to discuss and share opinions on how to attract global talents and at the same time to showcase AIESEC as an international HR solution. Profile of participants: >> An entrepreneur who is looking for innovative ways to develop own business >> Responsible for Human Resources >> Manager of a company that is or plan to expand to new markets Programme 9.00-9.30 9.30-9.40
9.40-10.00
10.00-10.30 10.30-10.50
10.50- 11.10 11.10-11.40 11.40-12.00
12.00-12.30 12.30-12.40 12.40-14.00
Registration Welcome Elise Lindbæk, EVP and Director of Staff at Eksportfinans ASA, AIESEC BoD Chairman The future is global Amir Sasson, professor at BI, research project at BI ''A knowledge-based Norway'' Opera Software- how we built an international organization Rolf Assev, former Chief Strategy Officer at Opera Software Global Future – recognizing and mobilizing multicultural talents Anne Stavnes, project manager Global Future, NHO (also pre-vious HR Manager at Opera Software) Coffee break AIESEC and The Third Wave Mark Burgess, Founder and CTO at CFEngine MY AIESEC experience Nuno Sitima, Business Development at Opera Software (previous AIESEC intern) AIESEC- how does it work? What do we offer? Beata Danowska, Corporate Relations at AIESEC Norway Closing of the seminar Networking Lunch
BI Norwegian Business School in Oslo, Nydalsveien 37, 0484 Oslo Room B2-050 Date:07.03.2012 Time: 9.00 - 14.30 Number of expected participants: 50 Number of registered participants: 4 Number of accepted participants: 1 Registration Deadline: 02.03.2012 More information: http://aiesec.no/en/partners/global-talent-seminar Seminar in media: http://www.na24.no/article3327675.ece
Achieve 2012 Date : 19 – 22.04.2012
Main objectives:
Final Sprint preparation: Members and leaders to be excited, prepared and gained functional knowledge for achieving [finance for the future, people to perform, 5 star EBs, United Leadership and ACHIEVE IT]
To have the vision and focus areas for AIESEC Norway for the term 2012-13
Main stakeholders:
MC current
MC elect
EB current
EB elect
experienced members
experienced PMs
Members from February
PMs from February
Possible BoD involvement needed: session delivering, planning part. Agenda status: Final agenda will be designed after International President Meeting, 5th of March based on Global AIESEC directions.