August – 2017

Subject	MEOA Executive Committee Meeting Minutes
Chair Person	Jim Thompson
Date	August 29, 2017
Location	26 Bataniuk St, St. Catharines, Ontario

	Participants
Executive Present		Position	Attended	Regrets
Jim Thompson		President	ü
Rick Ellig		Past President	ü
Scott Boughner		Vice President	ü
Don Miller		Treasurer	ü
Dave Sharp		Secretary	ü
Trent Crowe		Municipal Director	ü
Paul Peyton		Municipal Director		ü
Bill Koch		Supplier Director		ü
Cor Bultena		Supplier Director	ü
Cameron MacRae		Supplier Director	ü
Diane Shirchenko		Communications & Marketing	ü
Stephen Sinclair		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	Spring Conference & Trade Show	Confirm available dates for spring or fall with Fleet Summit	Don	Next Meeting	Pending
2	Field Trip	Prepare E mail to send to members & those on trip list	Jim	Monday August 28th	Pending
		Check for room sponsors	Committee	ASAP	Pending
		Book rooms in Greek Town	Diane	ASAP	Pending
		Prepare letter inviting AORS members to attend	Jim	Monday August 28th	Pending
		Investigate IFAT for 2018 trip	Cam	ASAP	Pending
3	Web Site	Send 2016 minutes to Mike when site has space for posting	Dave	ASAP	Pending
4	Marketing & Membership	Investigate corporate membership for 2018	All	For 2018	Pending
		Send photos for newsletter to Diane	Ray	ASAP	Pending
		Send newsletter to e mail list	Diane/Mike	ASAP	Pending
		Send newsletter to AORS	Diane/Mike	ASAP	Pending
		After photo update print newsletter & mail	Diane	ASAP	Pending
		Prepare 2017 newsletter for fall release	Diane	ASAP	Pending
5	Municipal Director Position	Report back with suggestions	All	Next Meeting	Pending
		Send mail to members asking for volunteers	Jim	After next meeting	Pending
		Follow up re: Dave Fawcett	Scott	Next Meeting	Pending
7	PD Day	Investigate Woodington Lakes as possible location	Trent	Next Meeting	Pending
		Check re possible earlier start at HV	Trent	Next Meeting	pending
8	Supplier Director	Follow up with Bill Koch	Jim	ASAP	Pending
8	New Business	Licensing Changes send OTA information to Mike for posting on web site	Stephen	When received from OTA	Pending

Minutes
Item	Notes, Decisions
1) Call To Order	Meeting called to order by Jim Thompson at 9:50 A.M.
2) Approval Of Minutes	The minutes from the June 28, 2017 executive meeting were read and adopted. Motion to accept: Diane Shirchenko Seconded: Stephen Sinclair, Carried
3) Treasurers Report	Current bank balance $29,688.65. Field trip sponsorship cheque received from ADESA in the amount of 3,000.00 to be deposited. Field trip bus has been paid for. Three people have currently paid for the Field Trip. Motion to accept: Rick Ellig, Seconded: Cor Bultena, Carried
4) Supplier Director	Jim will follow up with Bill Koch to confirm if he will be staying on the executive with his current job change from JJE to VCL.
5) Municipal Director	All to keep feelers out for anyone that would be interested in the position. Scott will speak to Frank to see if Dave Fawcett from London may be interested.
6) Marketing & Membership	For promotion Diane will prepare a outline of upcoming MEOA events to be passed out and reviewed by those attending the Fall Trip for.
7) PD Day	Trent has investigated Hockley Valley & Peninsula Lakes as possible locations. Hockley Valley rates 67.00 for golf & cart plus additional cost for dinner. At Hockley there would be a shotgun start at 1:00 p.m. but Trent could investigate to see if they would accommodate a shotgun start earlier or not. At Peninsula the rates are 85.00 for golf & cart plus additional cost for dinner. Trent will check Woodington Lakes located in the same area as Hockley to see if they have lower rates. Preferred event spring date is May 31st 2018 & preferred fall date is September 13th, 2018. Final spring or fall date decision to be made after selection of date for Conference & Trade Show. Conference & Trade show date is pending availability of Fleet Summit date. Don to check with Fleet Summit for available dates.	No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.
8) Field Trip	Sponsorship cheque from ADESA for $3,000.00 has been received. So far 18 municipal members & 5 supplier members who represent sponsoring companies have committed to attend. Goal for attendance is 30. Diane will book rooms in Detroit in the Greek Town area for 2 nights. A sponsor for the rooms has not yet been found. E mails to be sent out to members on Monday August 28th. re last chance to book for the trip and to those on current attendance list to ask them to confirm their attendance. Cam will investigate the May 14th to 18th, 2018 IFAT trade show in Munich Germany as a possible 2018 trip.
9) Spring Conference & Trade Show	Nottawasaga Inn is being considered for 2018 location as the venue worked well for this year’s meeting. Format for the event as follows: Day one trade show set up and show open in the evening. Day 2 Fleet Summit presentation & trade show open during breaks & lunch. Trade show would then close at end of day 2 and suppliers can move out displays. Day 3 Fleet Summit and MEOA business. Event would conclude early afternoon of Day 3. Spring or Fall date to be determined based on availability of dates for Fleet Summit. Don to check & advise.
10) Action Items	Refer to action items above.
NEW BUSINESS	None
Adjournment	Meeting adjourned at 12:00 motion by Rick Ellig seconded by Diane Shirchenko Carried.

Next Meeting
Scheduled Date	September 21, 2017	Location In The Region of Waterloo TBA	9:30 Start Time

26 Bataniuk St, St. Catharines, Ontario

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