| Subject | MEOA Executive Committee Meeting Minutes |
| Chair Person | Rick Ellig |
| Date | October 13, 2016 |
| Location |
Welland Community Wellness Centre, Welland, Ontario |
| Participants | ||||
| Executive Present | Position | Attended | Regrets | |
| Rick Ellig | President | ü | ||
| Ray Klochnyk | Past President | ü
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| Jim Thompson | Vice President | ü | ||
| Don Miller | Treasurer | ü | ||
| Dave Sharp | Secretary | ü | ||
| Mike Fortier | Municipal Director | ü | ||
| Bill Barr | Municipal Director | ü | ||
| Scott Boughner | Municipal Director | ü | ||
| Andre Boutin | Supplier Director | ü | ||
| Cor Bultena | Supplier Director | ü | ||
| Cameron MacRae | Supplier Director | ü | ||
| Diane Shirchenko | Communications & Marketing | ü | ||
| Bill Greenhalgh | Training & Compliance Director | ü | ||
| Clare Pomeroy | Field Trip Coordinator | ü | ||
| Frank Vanhie | Field Trip Assistant | ü | ||
| Action Items Arising From The Minutes | ||||||||||
Item # |
Action Required | Comments |
Owner |
Target Date | Date Resolved | |||||
| 1 | Audit | Report to members at Spring Meeting intention to waive audit | Rick/Don | Spring Meeting | ||||||
| 2016 PD Day | E mail to tanks sponsors & gift donators | Mike | ASAP | |||||||
| Follow up outstanding cheques | Diane | ASAP | ||||||||
| 3 | 2017 PD Day | Print draw tickets for next year | Ray | Next Meeting | All | ASAP | ||||
| Send e mail to 2016 hole sponsors as per (6) Sept 22nd minutes | Mike | October 21 | Mike | ASAP | ||||||
| Location & ideas | Co Chairs | Next Meeting | ||||||||
| 4 | 2016 Field Trip | Promote trip registration | All | Prior to Oct 14 | ||||||
| Send reminder trip promotion e mail | Frank | Prior to Oct 14 | ||||||||
| Check with Rick on attending | Jim | Prior to Oct 14 | ||||||||
| Check with Dwight on attending | Mike | Prior to Oct 14 | ||||||||
| Check with Paul on attending | Cameron | Prior to Oct 14 | ||||||||
| Plaques | Frank | ASAP | ||||||||
| 5 | 2017 Field Trip | Scott to follow up with Diane & book rooms | Diane/Scott | ASAP | ||||||
| Investigate air fare cost | Diane | ASAP | ||||||||
| Prepare E mail to send to members | Frank/Scott/Clare | After Nov 10th | ||||||||
| 6 | Web Site | Report re possible Cvent replacements & costs | Don/ Mike Born | Next Meeting | ||||||
| Post new charity on site | Diane | ASAP | ||||||||
| 7 | Marketing & Membership | Renew AORS advertisement Rick to confirm | Diane/Rick | ASAP | ||||||
| Newsletter Draft | Diane | Next Meeting | ||||||||
| Send newsletter articles to Diane | Those contributing | OCT 21 | ||||||||
| Review PD registration for potential new members | Diane/Dave | ASAP | ||||||||
| Review AORS membership list for potential new members | Diane/Dave | ASAP | ||||||||
| Promotional postcard | Diane/Dave | ASAP | ||||||||
| Add MEOA member endorsements to newsletter | Diane | ASAP | ||||||||
| Prepare & post on web site | Diane | ASAP | ||||||||
| Contact AORS re web site as per (10) in Sept 22 minutes | Diane | Prior to Oct 14 | ||||||||
| Diane & Dave to meet MEOA promotional ideas | Diane | ASAP | ||||||||
| 8 | 2017 Fall Conference/Show | Ideas & location | Co Chairs | Next Meeting | ||||||
| Check constitution for required changes | Rick | Next Meeting | ||||||||
| 9 | New Business | Contact OESB Sept 22 minutes | Cam | December Meeting | ||||||
| Investigate electronic payment at event registration Sept 22 minutes | ASAP | |||||||||
| Follow up with Bill re executive position | Rick | ASAP | ||||||||
| Minutes | |
Item |
Notes, Decisions |
| 1) Call To Order | Meeting called to order by Ray Klochnyk at 9:25 A.M. As Rick Ellig was running late.
|
| 2) General Comments | Rick arrived & thanked Mike Fortier for hosting the meeting. |
| 3) Approval Of Minutes | The minutes from the September 22, 2016 executive meeting were read and adopted.
Motion to accept: Mike Fortier Seconded: Don Miller, Carried
|
| 4) Treasurers Report | Current bank balance $12,122.90
Some checks have yet to be deposited including one from Colvoy Equipment in the amount of $4,000.00 Diane is chasing some still outstanding payments due from PD day. Money is starting to come in from Field Trip registrations. Motion to accept: Andre Boutin Seconded: Scott Boughner, Carried |
| 5) SUDEP Charity | Photos from the PD day of the executive wearing the SUDEP tee shirts have been sent to Diane. Rick will follow up with Diane. |
| 6) 2016 P.D. Day Wrap Up
|
Mike is preparing a e mail to go out thanking this year’s sponsors & prize table gift contributors and also asking for their support for next year. There are still some outstanding payments and Diane is following them up. |
| 7) 2016Fall Field Trip | Currently 12 members have signed up and have paid. Additional members have expressed interest and it currently looks like the total number of those attending will be around 20. The ideal number would be around 25 but the trip will proceeded if the final registration is 20. Frank is asking the executive to promote the trip with anyone that they think may be a candidate to attend. Frank will send a trip reminder e mail out to the members. Jim will contact Rick from Niagara, Mike will contact Dwight from Port Colborne and Cam will contact Paul from Wellington County to see if they are interested in attending. Frank is looking after having the required plaques made up for sponsors.
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| 8) Website | Don has had some conversations with Daryl Baker but it is difficult to arrange a meeting as Daryl is only available evenings. Mike is ok with Wild Apricot but says it does have some limitations same as any alternate solution would. We could also consider going back to using X Cart or similar. Don will advise Mike to continue to investigate options & costs. Don will arrange with Mike to present to the executive at the November meeting. A final decision will be made at that time in order to have changes implemented and up and running by January 1st. Updates to the current web site are on hold until a Cvent replacement is in place.
|
| 9) 2017 Spring Meeting/Show | Will be held in the fall this year because of potential spring Con Expo Field Trip. Co Chairs to research locations & dates and to report at November meeting. Constitution to be checked for any possible required addendum to allow reduction of events with combined show/conference & change of time for the event. |
| 10) 2017 Field Trip | Scott to follow with Diane re e mail sent out by her concerning rooms & show registration. Diane to proceed with booking rooms as per prior minutes. Goal is to notify members of trip plans via e mail after November 10th meeting so that they can start planning and obtain any required approvals to attend. If we cannot register for the show as a group without providing individual names then we may be able to register under Gradall, Federal Signal or APWA. |
| 11) 2017 PD Day | Co chairs investigating dates and locations and will report back at the November meeting. |
| 12) Marketing & Membership | Diane is working on draft for MEOA promotional post card.
Diane is working on the news letter. Any who are contributing articles and who have not yet done so need to send them to her by October 21st.
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| 12) Action Items | Refer to action items above. |
| NEW BUSINESS
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| 1) Presentation Topic | Rick suggested that climate plans for municipality’s regarding green house gas may be a presentation topic for the Spring Meeting. |
| 2) Executive Position | Rick will talk to Bill Barr to see if he is going to be able to continue on the executive in view of his recent job change. |
| Adjournment | Meeting adjourned at 12:05 motion by Frank Vanhie seconded by Mike Fortier carried. |
| Next Meeting | |||
| Scheduled Date | November 10, 2016 | Elora (To Be Confirmed) | 9:30 Start Time |