December 2010

Subject: MEOA Executive Committee Meeting Minutes
Chair Person: John Duncan
Date: December 15, 2010
Location: Dican, Burlington ON


Invited Position Attended Regrets
John Duncan President X
Greg Lancaster Vice President X
Bill Barr Past President X
Don Miller Treasurer X
Frank Vanhie Municipal Director X
Ray Klochnyk Municipal Director X
Jim Thompson Municipal Director X
Clare Pomeroy Field Trip Coordinator X
John Rutkay Supplier Director X
Brian Knight Supplier Director X
Doug Bannon Supplier Director X
Dave Sharp Secretary X
Jerry Rade X

Action Items Arising From The Minutes

Item # Action Required Comments Owner Target Date Date Resolved
1 CFIB Don Miller Next Meeting
2 Fleet Safety Committee Purchase software for electronic meetings Jerry Rade ASAP
3 Constitution Changes John to report back at next meeting, regarding term of office

John to make changes as per 4.1 and circulate prior to next meeting

John Duncan

John Duncan

Next Meeting

Next Meeting

4 Spotlight Advertisement John Rutkay to prepare MEOA advertisement John Rutkay December 2nd.
John Duncan to arrange to have the advertisement placed John Duncan December 2nd.
5 2011 Fall Show Date to be confirmed with the Aud. Don Miller December 2nd.
6 2011 Spring Meeting John Rutkay will complete budget and present to executive and forward mail to members asking for presentation suggestions. John Rutkay ASAP
Forward any suggestions for topics/speakers to John Rutkay All ASAP
Jerry Rade to present ideas from group Jerry Rade Next Meeting
7 2011 PD Day Draw prizes Ray Klochnyk & Frank Vanhie ASAP
Confirm lunch sponsor Frank Vanhie ASAP
8 2011 Fall Field Trip Confirm dates , follow up e mail Clare Pomeroy Next Meeting
9 AORS Trade Show Confirm personal for booth duty Frank Vanhie ASAP
Make up slide show Ray Klochnyk ASAP
10 Hand Held Exemption Check to see who is exempt Jerry Rade ASAP
11 Window Stickers Check at Grey County meting Doug Bannon ASAP
Membership Gift for membership registration Don Miller Frank
Spring meeting pre registration gift Doug Bannon & Frank Vanhie


Item Notes, Decisions
1) Call To Order Meeting called to order by John Duncan at 10:26 A.M
2) Approval Of Minutes The minutes from the last meeting, November 25 were read and adopted, with the following corrections delete Don Miller and add Jerry Rade to action item 16, Item # adjournment numbered incorrectly change to 19. John Duncan commented that action items should include our 4 events.

Motion to accept: Ray Klochnyk
Seconded: John Rutkay

3) Treasurers Report Don Miller advised that there was no current financial update
4) Meeting Expenses Don Miller made a motion that executive expenses being covered outside of normal executive meetings by MEOA executives be covered by the MEOA up to $25.00 per person for a meal’s Seconded: John Duncan Carried
5) Insurance Renewal Last year’s policy rate was $4,207.00. Liability is currently under review by Don Miller and the brokerage company and they are working toward the renewal
6) Constitution Changes John Duncan reviewed constitution artfile which conflicts with 4.1 and will make the necessary changes and circulate prior to the next meeting to fit our current format
7) P.D Day Ray Klochnyk discussed the possibility of giving away a sleeve of balls and a golf shirt with registration and/or a jacket. Cost for a jacket would be approximately $40.00. Tickets will be sold for prizes at registration. Ray and Frank will look after coming up with draw prizes. Hole sponsorship rate will be increased to $150.00
8) Fall Show Jim Thompson met with Trish. 10’ x 10’ Inside booth will be $150.00, 20’ x 30’ outside booth will be $500.00. Registration will have additional badges and list of registered guests. 600 flyers made for MEOA to be handed out. Don Miller will look after the sound system. Still working on speakers. Kitchener only have one pad for the 15th. All registered at $40.00 are entitled to a meal and educational sessions. The meal will be a outside BBQ.
9) Fall Field Trip Roger Vanderlinden is interested in sponsorship and Clare will follow up with e mail for Europe trip and he will include dates.
10) Spring Meeting The Best Western is booked and Ray has placed a deposit. Agenda topics will be left for next year. The dates are April 13th. & 14th. 2011. Tentative agenda for the 13th, Zamboni factory tour by Frank, hot buffet lunch, Cubex new facility after lunch until 4:30, hotel registration and check in, 5:30 Mohawk Pavilion, BBQ sponsorship to be determined, casino night will be looked after by professionals, a band will provide live music, wrap up at 11:00 P.M. Tentative agenda for the 14th, continental breakfast, buffet lunch, wrap up by 3:00 P.M. Jerry Rade’s group will come to the next meeting with agenda ideas.
11) Membership Don Miller discussed promotional items for membership registration such as engraved business card holder. Don will talk to Frank and come up with ideas. There will be a meeting tomorrow with Grey County regarding window stickers. Anyone who pre-registers before the spring meeting will receive a business card holder. Doug Bannon will talk to Frank regarding this.
12) Hand Held Exemption Jerry is checking to see who is exempt.
13) CFIB Next meeting
14) Web Site A $500.00 Best Buy gift card will be given to Mike Born. Add training tab on website.
15) CVO Challenge Need a way to know difference between regular vehicles and CVO vehicles. Letter will be drafted and sent to us.
16) Spotlight Magazine Ad All in one flyer sent to fall field trip people and will come up with same look for brochures/invitational cards.
17) AORS Trade Show Frank will be the booth coordinator, personal to man the booth will be determined
18) Adjournment Meeting adjourned at 12:24 P.M.
Motioned By: John Rutkay
Seconded By: Ray Klochnyk

Next Meeting

Scheduled Date January 13th Location Milton
Start Time 10:00 End Time As Required