|Subject||MEOA Executive Committee Meeting Minutes|
|Chair Person||Rick Ellig|
|Date||February 21, 2017|
Coppola’s Ristorante, St Catharines, Ontario
|Ray Klochnyk||Past President||ü
|Jim Thompson||Vice President||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|
|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||
|Investigate “trick shot” entertainment||Ray||ASAP|
|Draw prize budget & gifts||Committee||ASAP|
|Make up handouts||Committee||ASAP|
|3||Spring Meeting/Fall Show||Review ledger & prepare member report||Ray/Jim/Don/
|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 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
|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|
|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 3rd”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 11th 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 4th. 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.|
|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 email@example.com
|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.|
|Scheduled Date||March 23, 2017||Nottawasaga Inn||9:30 Start Time|