December – 2016

Subject	MEOA Executive Committee Meeting Minutes
Chair Person	Rick Ellig
Date	December 14, 2016
Location	Taris On The Water, Welland, Ontario

	Participants
Executive Present		Position	Attended	Regrets

Rick Ellig		President	ü
Ray Klochnyk		Past President	ü
Jim Thompson		Vice President	ü
Don Miller		Treasurer	ü
Dave Sharp		Secretary	ü
Mike Fortier		Municipal Director	ü
Paul Peyton		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
Mike Born		I.T. Coordinator	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
2	2016 PD Day	Follow up outstanding cheques	Diane	ASAP
3	2017 PD Day	Send e mail to 2016 hole sponsors as per (6) Sept 22nd minutes	Mike	ASAP		Mike	ASAP
		Investigate “trick shot” entertainment	Ray	ASAP
4	2017 Spring Meeting/Fall Show	Event name needs to be finalized	All	ASAP
		Investigate availability of space for 70 booths	Jim	ASAP
		Topics & Speakers, forward suggestions to Jim Thompson	All	ASAP
		Visit site & check layout	Jim/Cam	ASAP
		Check constitution for required changes	Rick	ASAP
		E mail to suppliers re booking booths	Jim/Cam	ASAP
		Look into hospitality suite	Jim	ASAP
		Contact suppliers re “new to the industry”	Jim/Cam	ASAP

5	2016 Field Trip	Follow up sponsorship cheque	Frank	ASAP
6	2017 Field Trip	Confirm dates with Detroit Diesel & Eaton	Clare	ASAP
		Investigate additional facility’s to tour including Chrysler	Committee	ASAP
		Investigate tour of municipal facility	Committee	ASAP
		Prepare E mail to send to members	Frank/Scott/Clare	ASAP
7	Web Site	Set up X Cart to replace Cvent	Mike Born	Prior to Dec. 31
		Forward current contact information to Mike	All	ASAP
		Provide 2017 event registration costs to Mike	All	ASAP
		Provide draft e mail to Mike re 2017 membership renewal & change to x Cart	Rick	ASAP
8	Marketing & Membership	Investigate corporate membership for 2018	All	For 2018
		Final newsletter draft & send to out to members	Diane	Week of Dec 19th
		Promotional postcard final draft & Save The Date final draft	Diane	ASAP
		Prepare & post on web site	Diane	ASAP
		Spring Meeting/Fall Show marketing on Jan Agenda	Rick	ASAP

9	New Business	Contact OESB Sept 22 minutes	Cam	January Meeting
		Investigate electronic payment at event registration Sept 22 minutes	Mike B	ASAP
		Follow up re Dican PD day gift	Don	ASAP
		Follow up re Donkey Sanctuary tour	Ray	ASAP
		Add constitution changes re Spring Meeting/Fall Show to January agenda	Rick	ASAP
		Send MTO link to Mike B re class D licensing	Andre	ASAP

Minutes
Item	Notes, Decisions
1) Call To Order	Meeting called to order by Rick Ellig at 9:30 A.M.
2) General Comments	Rick offered condolences on behalf of the MEOA to Don Miller on the passing of his father. Don thanked the MEOA for the flowers that were sent. Rick welcomed Paul Peyton in his new executive position as Municipal Director & thanked him for volunteering.
3) Approval Of Minutes	The minutes from the November 10, 2016 executive meeting were read and adopted. Motion to accept: Mike Fortier Seconded: Bill Greenhalgh, Carried
4) Treasurers Report	Current bank balance $14,812.31. All cheques have been deposited. Outstanding cheques have not been written yet for approximately $7,500.00 for Fall Field Trip expenses. Don advised that he has negotiated a lower insurance rate prior yearly rate was $3, 755.16 and the 2017 rate is 3,164.30 resulting in a savings of $590.86. Insurance has not yet been paid. Don is estimated a year end bank balance of around $4,000.00.
5) 2016 Fall Field Trip	Frank advised that the trip was successful and that the participants provided positive feedback. Estimated profit is $2,000.00. Frank will follow up regarding the status of the $2,000.00 sponsorship cheque. Clare presented Diane form Dican with a MEOA plaque in appreciation of their sponsorship contribution. And Scott made the MEOA plaque presentation to Cam from Amico in appreciation of their sponsorship contribution. Frank asked if it would be appropriate to refund the paid trip registration fee to Dave Wilton from Stratford who had to cancel and was unable to attend the trip. Dave has not asked the MEOA for a refund & it was decided that none would be made. Report on the field trip will be added to the draft MEOA newsletter. Clare noted that Cherry Bus Lines were difficult to work with & that this should be considered when selection a bus company for future trips.
6) Website	Mike Born provided a overview of what he has done so far in setting up X Cart. Discussion followed with suggestions and questions for Mike. MEOA mailing address needs to be added. Contact information for executive needs to be added and executive members are to forward their latest contact information to Mike. Event name for the Spring Meeting/Fall Show needs to be reviewed and finalized. Mike requires a breakdown of what the 2017 event registration prices will be. Registration for show booth space to be added. In early January when membership renewal reminder’s are e mail out information on the change from Cvent to X Cart needs to be included in the e mail. Mike advised that members will need to sign up & register for the site as old passwords and user names will no longer work once the change is made to X Cart. Mike advised that the initial set cost to make the change to X Cart will be approximately 1,500.00 and then for the following 3-years any additional costs would be negligible. Motion made by Scott Boughner for Mike Born to proceed with implementation of X Cart as the replacement for Cvent Seconded by: Diane Shirchenko, Carried
7) 2017 Spring Meeting/Fall Show	Jim reported that the Notawasaga is now booked for Wednesday April 12th & Thursday April 13th 2017. Cost is be 13,000.00 based on 140 people with lunch and space to accommodate (30) 10′ x 10′ booth’s. Don advised that we should have available enough space to accommodate 70 booths based on Prior Fall shows. Jim & Cam to visit site and check out layout and confirm if space for 70 booths is available. Booth registration fees set at $300.00 for each booth & registration fee to attend set at $150.00 each. Communication will need to be sent out to suppliers regarding registration for booth space. The new event name needs to be decided. A block of 80 rooms have been reserved for the 12th and the charge is $149.00. Those attending will need to pay separate for rooms. For Wednesday there will be tours etc of Viking. Those attending will meet at VCL at 9:30 a.m. and tours will start at 10:00 a.m. Viking will provide lunch for the group at 12:00 & then the group can leave at approximately 1:00 for the Notawasaga Inn. JJE will be providing tours of their facility & a BBQ. Bus to be arranged and will leave the Notawasaga Inn at 3:00 to travel to JJE. Jim will investigate the possibility of a hospitality suite at the Notawasaga Inn for Wednesday evening after the group returns from JJE. Speakers will be required for the Thursday and the following suggestions were made and will be investigated. E3 Fleet Rating & Electrical safety Board. It was decided that we will do a “new to the industry” session. Suppliers will be invited to submit proposed presentations at a cost of $500.00 and the executive will select from the submissions those that are appropriate. The executive is to forward any additional presentation ideas or suggestions to Jim. Suppliers members will be invited to provide sponsorship for the meeting at a cost of $250.00. Sponsorship money will help offset the costs of coffee breaks, hospitality suite, etc.
8) 2017 Field Trip	Clare has spoken to Stan Crew regarding a Detroit Diesel tour and also to Brent Talbot regarding a Eaton tour. They are interested in participating and Clare needs to get back to them with firm dates. It was decided that the trip dates will be Sunday October 1st to Thursday October 5th. Clare will advise Stan & Brent. Possible additional destinations could be Chrysler, Ford and the Ford Museum. Clare will investigate & Frank will provide Clare with a contact for Chrysler. A tour will also need to be arranged for a Municipal facility tour in the area and possibilities will be investigated.
9) 2017 PD Day	No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.
10) Marketing & Membership	Don suggested that we should look at a corporate membership fee that would allow for registration of multiple members for one charge. It was agreed that this should be investigated. Motion made by Don Miller to raise membership fees for 2017 to $75.00 and to investigate a corporate membership fee for 2018. Seconded by: Andre Boutin, Carried Membership fees for affiliate members for 2017 will be $25.00. Motion made by Mike Fortier to have Mike Born add affiliate membership and all event registrations to X Cart except for the 2017 filed trip. Seconded by: Don Miller, Carried Diane presented draft of MEOA promotional post card. The post card was discussed and changes suggested. Diane will revise as required & send out final draft for comments. Diane also presented a draft of the save the date flyer for comments & discussion. Diane will complete revisions & forward final draft for review. Diane will send out the newsletter draft for final comments and then send to membership next week. Suggestion was made to investigate industry events that the MEOA could attend with our booth for promotion of MEOA membership. Marketing for the Spring Meeting/Fall Trade Show to be added to the January agenda for discussion.
11) Safety Update	Bill advised that the OTA is preparing a report on the curriculum for the driver certification program for class D licensing.
12) Action Items	Refer to action items above.
NEW BUSINESS
	Ray passed out copies of the applicable pages of the MEOA constitution with required changes noted regarding the Spring Meeting/Fall Show. Rick to add to agenda for the January meeting.
	Frank suggested that job postings on the MEOA web site should also be e mailed out to the members as done in the past. Motion made by Don Miller to e mail job postings out to the MEOA membership and to raise the job posting charge to 4125.00 for 2017. Seconded by: Bill Greenhalgh, Carried
	Frank advised that Jason Evans from The City Of Burlington has expressed interest in becoming a MEOA member.
	Andre advised that there is new information available from MTO on road building machinery licensing. Andre will send to Mike Born and Mike will forward the link to the membership.
Adjournment	Meeting adjourned at 1:00 motion by Jim Thompson seconded by Cor Bultena carried.

Next Meeting
Scheduled Date	January 12, 2016	Cambridge	9:30 Start Time

Taris On The Water, Welland, Ontario

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