February – 2017

Subject	MEOA Executive Committee Meeting Minutes
Chair Person	Rick Ellig
Date	February 21, 2017
Location	Coppola’s Ristorante, St Catharines, 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	Complete-remove
2	PD Day	Lunch sponsor	Mike	ASAP	Complete-remove	Mike	ASAP
		Investigate “trick shot” entertainment	Ray	ASAP
		Draw prize budget & gifts	Committee	ASAP
		Make up handouts	Committee	ASAP
		Registration gift	Ray	ASAP
		50/50 Tickets	Ray	ASAP	Complete-remove
3	Spring Meeting/Fall Show	Review ledger & prepare member report	Ray/Jim/Don/ Rick	ASAP	Complete-remove
		Book & arrange hospitality room	Jim/Cam	ASAP	Complete-remove
		Topics & Speakers, forward suggestions to Jim Thompson	All	ASAP
		Check constitution for required changes	Rick	Next Meeting	Complete-remove
		E mail to suppliers re booking booths	Jim/Cam	ASAP
		Prepare budget	Jim	ASAP	Complete-remove
		Prepare draft meeting agenda	Jim	ASAP
		Check re draperies	Jim	ASAP
		Confirm final layout with the Notawasaga	Jim	ASAP	Complete-remove
		Contact suppliers re “new to the industry” and select presenters	Jim/Cam	ASAP
		Event photos	Ray	During Event
		Post on web site, no outside equipment displays allowed	Mike	ASAP	Complete-remove
4	Field Trip	Confirm dates & details with Detroit Diesel	Clare	ASAP	Complete-remove
		Investigate additional facility’s to tour including Chrysler	Committee	ASAP	Pending
		Investigate tour of City of Detroit municipal facility	Don	ASAP	Pending
		Prepare E mail to send to members	Frank/Scott/Clare	ASAP	Pending
		Prepare trip agenda & budget costs	Committee	ASAP	Pending
5	Web Site	Prior to event’s confirmation attendance e mails	Mike	Prior to each event	Pending
		Forward current contact information to Mike	All	ASAP	Pending
		Send link for new web site registration	Mike	ASAP	Complete-remove
		Provide draft e mail to Mike re 2017 membership renewal & change to x Cart	Rick	ASAP	Complete-remove
		Send spring conference/show summery to Mike	Jim	By Dec 23 2016	Complete-remove
		Send PD day summery to Mike	Mike F	By Dec 23 2016	Complete-remove
		Post refund/cancelation policy on web site	Mike	ASAP	Complete-remove
		Set up executive area on web site	Mike	ASAP	Pending
		Send 2016 minutes to Mike	Dave	ASAP	Pending
		Remove meeting agendas from web site	Mike	ASAP	Complete-remove
6	Marketing & Membership	Investigate corporate membership for 2018	All	For 2018	Pending
		Final newsletter draft & send to out to members	Diane	Week of Dec 19th	Pending
		Promotional postcard final draft & Save The Date final draft	Diane	ASAP	Pending
		Prepare & post on web site	Diane	ASAP	Pending
		Spring Meeting/Fall Show marketing on Jan Agenda	Rick	ASAP	Complete- remove
7	New Business	Replacements for outgoing executive	All	ASAP	Pending
		Investigate electronic payment at event registration Sept 22 minutes	Mike B	ASAP	Pending
		Follow up re Dican PD day gift	Don	ASAP	Complete- remove
		Follow up re Donkey Sanctuary tour	Ray	Spring	Pending
		Add constitution changes re Spring Meeting/Fall Show to January agenda	Rick	Next Meeting	Complete-remove

Minutes
Item	Notes, Decisions
1) Call To Order	Meeting called to order by Rick Ellig at 9:30 A.M.
2) General Comments	None
3) Approval Of Minutes	The minutes from the January 12, 2017 executive meeting were read and adopted. Motion to accept: Cameron McCrae Seconded: Diane Shirchenko, Carried
4) Treasurers Report	February 17,2017 balance, $23,406.72. Cheque for the $7,000.00 deposit has been paid to Nottawasaga Inn, plus a cheque in the amount of $3,164.40 for insurance coverage. To date, very issues have been reported with members making payments on-line for annual membership fees and registration to 2017 events. Discussion regarding audit requirements for the MEOA financial records, suggest that the process currently being followed confirms that our association is compliant with current guidelines/requirements for non-profit organizations Motion to accept: Scott Boughner, Seconded: Andre Boutin, Carried
5) Spring Conference And Trade Show	Rooms for the executive and the Presidential suite have been reserved for Wednesday night. All members of the executive to confirm with Jim no later than “Friday March 3^rd”if they will require a room booked for them. Currently two main speakers have been confirmed; one from the Ontario Electrical Safety Board, the second will be speaking on “Smart Cities/Drones”. Still looking for one more speaker. In addition to these three main speakers, there will be as many as four opportunities for supplier members to give short presentations on “Products New to the Industry”. Andre reported to having a quote from Hahns to supply tables & chairs plus drapes for the supplier booths at a cost of $5,000.00. Jim to confirm with Nottawasaga Inn, that tables, chairs, podium etc required to hold the annual meeting will be provided by the facility. In addition, Jim to confirm that hydro is provided/included as part of our rental agreement. It was agreed that all information that is pertinent to supplier members signing up for the trade show, be sent out asap. Bus transportation taking all participants from Nottawasaga Inn to JJEI and back to Nottawasaga Inn needs to be confirmed. Bus to leave from Hotel at 3:00 p.m. A list of all registered participants needs to be sent to Viking-Cives Cash bar will be available on the show floor on Wednesday night. It was suggested that the hotel be asked if they could provide drink tickets that could be purchased for distribution that evening. Diane will look after securing sponsorship for this event.
6) PD Day	Dican has offered to sponsor lunch for those attending. Envelopes including all draw tickets have been printed. Prizes purchased by the MEOA will include one larger or “main” prize. In addition prizes will be solicited from Supplier members. Ray to bring samples of potential gift for all golfers to the next executive meeting. May executive meeting to be scheduled for May 11^th at the Victoria Golf Course, Rick or Mike F. to confirm with the course.	No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.
7) Website	New website seems to be working well, with some fine tuning still required. From last year’s paid membership (total of 171 people) , all were sent an email notice regarding the website change and asked to renew or update their information. Need to follow up to see how many have not responded to that request.
8) Marketing & Membership	Post card and newsletter still need to be completed. It was agreed the first priority would be getting the post card ready for distribution as early as next week. If the post card is ready they can be handed out at the Good Roads event next week in Toronto. These post cards could also be used at events such as the AORS show, this year being held in Milverton. All agreed that having a completed agenda, set for the Conference & Trade Show that members could use if required when attempting to get approval would be most beneficial.
9) Field Trip	Scott reported that we now have three quotes for the cost of the bus. Unfortunately neither Detroit Diesel of Eaton are able to help subsidise this cost. The trip has been confirmed to run from Sunday October 1 to Wednesday October 4^th. Don still working on arranging a visit to the City of Troy Michigan. Cameron looking at possibilities of visiting one of the professional sports facilities in Detroit. Other suggestions include possible tours of either Ford or Chrysler.
10) Constitution Edits	Ray brought forward suggested changes to the constitution, including changes to effective dates, word spacing and language in reference to some events. Changes will be sent to the membership, asking that any objections must be emailed to president Rick prior to the meeting. If there are no objections, then the changes can be formally approved at the conference.
11) Safety Update	Bill reported that with the changes to the Road Building Machinery (RBM) legislation taking effect on July 1, 2017 it will mean that anyone operating equipment that is no longer classified under RBM will need to have the proper drivers licence to operate this equipment/vehicles.
12) Action Items	Refer to action items above.
NEW BUSINESS
	Mike Fortier advised that his email info has now changed, and that he will no longer have access to his City of Welland email address. Please use cycle1@cogeco.ca
	Ray asked if we wanted to use survey “Tell us where to go” for possible future locations for annual conference . In addition discussion was held about plaques required for the annual conference. Plaques for retiring executive members include Mike Fortier, Ray Klochnyk, Bill Greenhalgh and Andre Boutin, plus plaque for President Rick and the Executive Member of the Year. In addition plaques for sponsors and speakers will need to be ordered. Frank will contact Strathcraft and copy both Jim and Rick so that they will have the contact information to order all of the plaques. Frank will send electronic copies of ballots used in previous elections ti Rick and Jim.

Adjournment	Meeting adjourned at 12:15 motion by Jim Thompson seconded by Bill Greenhalgh Carried.

Next Meeting
Scheduled Date	March 23, 2017	Nottawasaga Inn	9:30 Start Time

Coppola’s Ristorante, St Catharines, Ontario

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