| Subject | MEOA Executive Committee Meeting Minutes |
| Chair Person | Rick Ellig |
| Date | July 21, 2016 |
| Location |
Dundas Museum, Dundas Ontario |
| Participants | ||||
| Executive Present | Position | Attended | Regrets | |
| Rick Ellig | President | ü | ||
| Ray Klochnyk | Past President | ü
|
||
| Bill Barr | Vice President | ü | ||
| Don Miller | Treasurer | ü | ||
| Dave Sharp | Secretary | ü | ||
| Mike Fortier | Municipal Director | ü | ||
| Jim Thompson | 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 | ||
| Action Items Arising From The Minutes | |||||
Item # |
Action Required | Comments |
Owner |
Target Date | Date Resolved |
| 1 | Audit | Check if 3rd party audit is required | Rick | Oct/2016 | Dec 31/2016 |
| Don to contact BDO to ask for guidance on MEOA compliance regarding the new Act | Don Miller | Oct/2016 | Pending | ||
| 2 | Spring Meeting | Don & Diane to meet & review CVENT outstanding | Don/Diane | ASAP | Pending |
| 3 | Charity Cheque | Present cheque | Ray | Complete | Remove from list |
| 4 | Charity Funds From Spring Meeting | Don to cheek & advise funds raised at meeting | Don | Complete | Remove from list |
| 5 | Spring Meeting | Decision for future format | All | Agenda item for next meeting | Pending |
| 6 | Events | Co Chairs & planning
*Plus new Membership Committee |
All | Complete | Remove from list |
| 7 | PD Day | Hole sponsorship | Mike | ASAP | Pending |
| JJE Ball | Mike | ASAP | Pending | ||
| Draw envelops | Ray | ASAP | Pending | ||
| Draw prizes | Mike | ASAP | Pending | ||
| Registration gift | Frank | Complete | Remove from list | ||
| 8 | Web Site | Remove old minutes
Diane to follow up with Mike |
Diane | ASAP | Pending |
| 9 | Field Trip | Locations | Clare/ Frank/Scott | ASAP | Pending |
| 10 | CVENT | Replacement | All | ASAP | Move to become part of #8 above |
| 11 | Post Conference newsletter | Prepare & post on web site | Diane | ASAP | Pending |
| Minutes | |
Item |
Notes, Decisions |
| 1) Call To Order | Meeting called to order by Rick Ellig at 9:35 A.M.
|
| 2) General Comments | Rick thanked both ray and Bill Barr for handling the meeting in June. Bill Barr announced his resignation from the City of Guelph effective early August, to take a position with Grand River Transit. For now Bill will remain as on the executive but will be resigning from his role as Vice President.
|
| 3) Approval Of Minutes | The minutes from the June 21, 2016 executive meeting were read and adopted.
Motion to accept: Bill Barr Seconded: Scott Boughner, Carried
|
| 4) Treasurers Report | Current bank balance $7,469.57
Receivables outstanding $14,695.01 Motion to accept: Cor Bultena Seconded: Cameron MacRae, Carried
|
| 5) Combined Conferences (Spring Meeting & Fall Equipment Show | Lengthy discussion on the recent joint venture, with the discussion identifying both the good and bad
The main issue/concern is still the number of participants Discussed the current timing of our Fall Show (typically the first week of September) and it was suggested that possibly moving this event later in September or possibly even in October might be an option Discussed the cost to supplier members in getting their equipment/products to a one day event and suggestions to change the format that could be more cost effective to our vendors and possibly generate more revenue (as a result) to our association Much discussion supported having a combined event again next year, and offer the vendors a chance to speak for probably 10 minutes each and eliminate the equipment component of the event Moved by Scott Boughner and Seconded by Bill Greenhalgh that this format be used again in 2017. Motion carried |
| 6) 2017 Spring Meeting and Fall Show Chairs & Co-Chairs
|
Spring Meeting Chair: Jim Thompson Vice President (acclaimed)
Co-Chair: Cor Bultena Fall Show Chair: Andre Boutin (acclaimed) Co-Chair Cameron MacRae
|
| 7) Marketing/Membership promotion (new committee) | In conjunction with the two committees listed above, it was identified a need to promote the association with the intent to grow the membership. Moved by Cameron MacRae and Seconded by Bill Barr that a new committee needs to be in place to promote the association and targeting Municipal employees. Motion passed.
Marketing/Membership Promotion Chair: Dave Sharp (acclaimed), Co-chair Diane Shirchenko (acclaimed) |
| 8) 2016 P.D. | As of July 18th, registration numbers have 63 golfers
Mike Fortier to start contacting those members that typically attend but have not yet signed up. The first group will be those that paid the “all in one membership” but have not yet confirmed their attendance Hole in One sponsor has been confirmed DICAN will be sponsoring the lunch Prizes will be capped at $1,200.00, Mike & Ray to make final decisions on prizes to be purchased Ray needs to confirm he has the tickets for the 50/50 draw Ray & Brenda will stuff the $20.00 envelopes to be sold at the registration table Talked about the number of Hole Sponsors, it was agreed the more the better with the price being the same for all |
| 9) 2017 P.D. Chairs | Mike Fortier and Don Miller (acclaimed) |
| 10) Fall Field Trip | Looking at travelling to the states from Sunday October 9th to Friday October 14th
Potential companies to visit include: Cummins Engine Plant Columbus Ohio, Schwartz Manufacturing Huntsville Alabama, Allison Transmission Plant Indianapolis and possibly a municipality in the Nashville Tennessee area Need confirmation from Cubex Frank to contact Nick Finnamore regarding a possible visit to Allison Bill Barr to provide a contact name for Cummins Another possible tour (close to Huntsville) would be Aztec Industries (makers of Asphalt construction type equipment Clare/Scott/Frank to update the executive asap on proposed details of the 2016 trip |
| 11) 2017 Field Trip Chairs | Clare Pomeroy and Scott Boughner |
| 12) Website | Rick is searching out help for website design & support. Waiting for at least two more responses to his request
Expect to be able to provide an update at August meeting |
| NEW BUSINESS
|
|
| 1) Safety update | Bill Greenhalgh reported changes to class A driver’s licence. Effective July 2017, any “new” class A driver must go through a graduated licence program that includes the road test only being offered by the MTO. Signing authorities will no longer be allowed to upgrade employees to a class A licence
Going forward, as part of the monthly meeting agenda a time will be set aside for updates from Bill Greenhalgh regarding safety items/issues
|
| 2) Executive login | Scott Boughner asked about the executive login. Rick will provide this information to all executive plus update the executive members contact information to be shared by all |
| Adjournment | Meeting adjourned at 12:15 motion by Scott Boughner seconded by Bill Barr, carried. |
| Next Meeting | |||
| Scheduled Date | August 18, 2016 | Downtown Long Point | |