January – 2017

Subject	MEOA Executive Committee Meeting Minutes
Chair Person	Rick Ellig
Date	January 12, 2017
Location	Region Of Waterloo, Cambridge, 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	PD Day	Lunch sponsor	Mike	ASAP		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
3	Spring Meeting/Fall Show	Review ledger & prepare member report	Ray/Jim/Don/ Rick	ASAP
		Book & arrange hospitality room	Jim/Cam	ASAP
		Topics & Speakers, forward suggestions to Jim Thompson	All	ASAP
		Check constitution for required changes	Rick	Next Meeting
		E mail to suppliers re booking booths	Jim/Cam	ASAP
		Prepare budget	Jim	ASAP
		Prepare draft meeting agenda	Jim	ASAP
		Check re draperies	Jim	ASAP
		Confirm final layout with the Notawasaga	Jim	ASAP
		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
4	Field Trip	Confirm dates & details with Detroit Diesel	Clare	ASAP
		Investigate additional facility’s to tour including Chrysler	Committee	ASAP
		Investigate tour of City of Detroit municipal facility	Don	ASAP
		Prepare E mail to send to members	Frank/Scott/Clare	ASAP
		Prepare trip agenda & budget costs	Committee	ASAP
5	Web Site	Prior to event’s confirmation attendance e mails	Mike	Prior to each event
		Forward current contact information to Mike	All	ASAP
		Send link for new web site registration	Mike	ASAP
		Provide draft e mail to Mike re 2017 membership renewal & change to x Cart	Rick	ASAP
		Send spring conference/show summery to Mike	Jim	By Dec 23 2016
		Send PD day summery to Mike	Mike F	By Dec 23 2016
		Post refund/cancelation policy on web site	Mike	ASAP
		Set up executive area on web site	Mike	ASAP
		Send 2016 minutes to Mike	Dave	ASAP
		Remove meeting agendas from web site	Mike	ASAP
6	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
7	New Business	Replacements for outgoing executive	All	ASAP
		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	Spring
		Add constitution changes re Spring Meeting/Fall Show to January agenda	Rick	Next Meeting

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 December 14, 2016 executive meeting were read and adopted. Motion to accept: Scott Boughner Seconded: Andre Boutin, Carried
4) Treasurers Report	December 31st. 2016 balance, $13,807.42. Current outstanding cheque’s in the amount of 440.00. Year end reconciled balance, 14,247.42 2016 Event Breakdown: Spring Show/Conference, $10,753.22 Loss PD Day, $8,151.81 Profit Fall Field Trip, $3,008.27 Profit 2016 event profit of $406.86 Plus HST refund due in the amount of $90.93 Total 2016 Event Profit $497.79 Total 2016 Revenue, $170,334.66 Total 2016 Expenses,$176,534.75 Total 2016 Loss of $6,200.09 Ray, Jim, Don & Rick will review current process and general ledger and will prepare proposal for the AGM. Insurance will be paid in 2017. Don advised that there will be savings in 2017 because we will no longer be making payments to Cvent. Motion to accept: Scott Boughner, Seconded: Andre Boutin, Carried
5) Spring Conference And Trade Show	Jim & Cam have met at The Notawasaga Inn. They have changed the space to one large room that can accommodate up to 70 booths. Additional cost will be $1,400.00. The meetings, trade show & lunch now will all be in one room. To save money the MEOA will book & stock a hospitality room rather than arrange it through the Inn. Estimate for total cost for the event is $15,000.00. Any suppliers who are selected for “New To The Industry” presentations will be charged $250.00 as per the standard meeting sponsorship fee plus a additional $250.00 for the presentation. maximum 15 minutes to be allowed for each “New To The Industry Presentation”. The show committee will select the final “New To The Industry” presenters from submissions that are received. The meeting schedule will allot 45 minutes for MEOA business. Eight A.M. start time to be advertised but we will plan for a actual meeting start time of 8:15. Jim will complete a estimated event budget and will prepare a draft agenda. Ray will take photos at the event that will be posted to the web site. For suppliers who are booking booths the booth registration fee will include one event registration. So suppliers who are planning on having more than one person staffing their booth will need to register and pay the event fee for each additional person. Mike Born requires the show information so that he can add it to the web site. Jim will confirm the final show plan layout with the Nottawasaga Inn. Jim will also check on availability of drapery that will be required for any booths that are back to back and will report back on cost. The March 23rd executive meeting will be held at the Notawasaga Inn so that the executive can review the site. Draw for supplier gift donations & for MEOA gifts will be held at the end of the day. No equipment displays will be allowed in the Parking lot and this will be posted on the web site so that suppliers are aware.
6) PD Day	Steak dinner has been selected and based on that selection total cost for each golfer will $80.00. Registration fee will be $135.00. Guest non member registration fee is $165.00. Mike Fortier will speak to Dican to see if they are interested in sponsoring lunch. The committee will set the budget for door prize draw gifts and will look after purchasing the gifts. Hole sponsorship fee is $150.00 and a goal has been set for 40 hole sponsors. The hand out needs to be made up. The budget for the registration gift is $35.00 maximum each and Ray will investigate choices. Ray is going to look after ordering the tickets for the 50/50 draw.	No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.
7) Website	All In One registration is now set up on the web site. Before each event a e mail will be sent out to those that have completed All In One registrations to confirm attendance at the event so that we will have a list of those that will be attending each event. All those registering for events must First be MEOA members except for the PD Day. Guest registration is available for PD day at higher cost as per #6 PD Day above. Mike Born will send out a link to create a account and register on the new web site. Mike Born needs event summary’s for the web site by the end of next week. Jim will send Mike the Spring Conference/Show summery & Mike Fortier will send Mike Born the PD Day summery. Don Miller advised that a refund cancelation policy is legally required and must be posted on the web site. Don circulated a proposed draft policy for discussion. Motion made by Don Miller to accept the draft refund cancelation policy. Seconded by Rick Ellig, Carried. Mike Born will set up a executive area on the web site. Once executive meeting minutes are approved Dave will send them to Mike and Mike will post them to the executive section of the web site. Dave will also send all of the approved 2016 executive meeting minutes to Mike for posting. Mike Born will remove executive meeting agendas from the web site as they are not required.
8) Marketing & Membership	Marketing & promotion of The Spring Show/Conference to be moved to the agenda for the February executive meeting.
9) Field Trip	Clare advised that Detroit Diesel have agreed to host a dinner & plant tour but that that they will not contribute to room cost’s. Clare will confirm the details with Stan Krug from Team truck Centre. Eaton have supplied Clare with a agenda for October 3rd. They will be providing a plant tour and will sponsor hotel rooms based on double occupancy. Eaton will also host breakfast, lunch & dinner for the group. Clare has contacted Chrysler in Windsor regarding a possible plant tour & is waiting to hear back. The MEOA will need to cover costs for the bus & 2 nights’ accommodation. A City facility tour has not yet been arranged. Don Miller will check with a contact at The City Of Detroit to see if they would be interested in arranging a City facility tour. Cam suggested that tours of Ford Field and or Little Caesars Arena might be able to be arranged. The committee is working on trip details, agenda and budget costs including bus travel.
10) Constitution Edits	Moved to agenda for next meeting
11) Safety Update	No report as Bill is absent from the meeting.
12) Action Items	Refer to action items above.
NEW BUSINESS
	Cam reminded the executive that the OESB has offered the opportunity of hosting Health & Safety Training. Cam suggested that this could be a opportunity for a source of potential income for the MEOA.
	Paul volunteered to help Mike with PD day event planning.
	Frank advised that replacements for outgoing MEOA executive will need to be elected at the Spring Conference/Show. Outgoing executive members are Ray, Mike Fortier, Cam, Andre and Bill Barr. Frank suggested that the executive start thinking about who would be willing to stand for nomination.
Adjournment	Meeting adjourned at 12:25 motion by Jim Thompson seconded by Mike Fortier carried.

Next Meeting
Scheduled Date	February 21, 2017	St. Catharines	9:30 Start Time

Region Of Waterloo, Cambridge, Ontario

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