Subject: MEOA Executive Committee Meeting Minutes
Chair Person: Mike Beattie
Date: March 19, 2015
Location: Waterloo Inn, Waterloo Ontario
Participants:
Mike Beattie – President
Frank Vanhie – Past President
Ray Klochnyk – Vice President
Don Miller – Treasurer (do not attend)
Dave Sharp – Secretary
Rick Ellig – Municipal Director
Mike Fillion – Municipal Director
Mike Fortier – Municipal Director
Andre Boutin – Supplier Director
Lisa McClelland – Supplier Director (did not attend)
Cameron MacRae – Supplier Director (did not attend)
Diane Shirchenko – Communications & Marketing (do not attend)
Training & Compliance Director – Position Vacant
Clare Pomeroy – Field Trip Coordinator (did not attend)
Action Items Arising From The Minutes |
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| Item # | Action Required | Comments | Owner | Target Date | Date Resolved |
| 1 | Audit | Check if 3rd party audit is required | Rick | ASAP | Deferred to next meeting |
| Don to contact BDO to ask for guidance on MEOA compliance regarding the new Act | Don Miller | ASAP | Deferred to next meeting | ||
| 2 | Spring Meeting | Bios of presenters is required | Ray | ASAP | |
| Forward copy of meeting agenda | Ray | ASAP | |||
| Prepare duty list | Ray | ||||
| Send reminder to members to book any required hotel rooms | Mike B. | May meeting | |||
| 3 | Newsletter | Follow up with Diane | Mike B. | May meeting | |
| 4 | Web Site | Interactive Fall Show Plan | Mike B. discuss with Andre | ASAP | |
| Investigate corporate registration | Mike B. | ASAP | |||
| 5 | PD Day | Complete agenda & forward to Diane | Mike Fortier | ASAP | |
| Check & advise re JJE contribution to MEOA for JJE Ball event | Andre | ASAP | |||
| 6 | Web Site | Send email reminder to members to sign up for Spring meeting | Mike B. | ASAP | |
| Send request to members for election nominations | Mike B. | ASAP | |||
| 7 | Field Trip | Set cut-off date for trip registration | Mike B. | ASAP | |
| Send feedback to Rick for editing & possible changes to the draft memo | Mike B. | ASAP | |||
| Check re: government funding | Andre | ASAP | |||
| 8 | Fall Show Handout | Prepare a draft | Mike B. | Spring meeting | |
| 9 | AORS June Show | Update booth. Book space for show | Mike B, Frank | ASAP | |
Minutes |
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| Item | Notes, Decisions |
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1) Call To Order |
Meeting called to order by Mike Beattie at 9:30 A.M. |
| 2) Approval Of Minutes | The minutes from the February 19th, 2015 meeting were read and adopted.Motion to accept: Mike FillionSeconded: Rick Ellig, Carried |
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3) Treasurers Report |
No treasures report available. |
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4) 2015 Spring Meeting |
Invoices have been sent to sponsors for sponsorship fees. Agenda is now all set Ray to forward a copy. Agenda is also posted on web site. The plaques need to be ordered for presenters & out going executive members. Working on nominations for the election. Three municipal, 2 supplier directors and training & compliance director required. Executive to meet Wednesday 9:30 at the Waterloo Inn. Ray is preparing the meeting duty list. Mike Beattie is to send a reminder out to members to book any required hotel rooms. |
| 5) P. D. Day | Mike Fortier to complete agenda & forward to Diane. Sign up for hole sponsorship is on the web site. Watches & other left over giveaway items from prior events will be used up at PD day. Any one attending the event must be a MEOA member. Any last minute show ups will need to pay registration fees before they can play. Andre will check & advise re JJE contribution to the MEOA for the JJE ball promotion. The May 14th executive meeting will be held at Forest City. |
| 6) Web Site | Mike Beattie will forward a email reminder to members to sign up for The Spring Meeting. The forum will be up & operating shortly. There will be a presentation at the Spring Meeting for the members on the new web site. Mike will send out a request to members for election nominations. |
| 7) Field Trip | Rick prepared a memo that can be presented by those interested in attending to management to help them obtain approval for participation. Memo reviewed & Mike Beattie will provide feedback to Rick for editing & possible changes to the draft. A cut-off date for trip registration will be established. Trip details are being worked out and finalized. Andre advised that in Italy some government funding may be available to trip sponsors. Andre will check and advise. |
| 8) Action Items | Please refer to notes above for all action items. |
NEW BUSINESS |
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| 2) New Business | Andre suggested that a advertising hand out for the Fall Show would be beneficial in promoting the show. The hand out could be provided to suppliers who could then pass them out to customers who may be interested in attending. Mike Beattie will prepare a draft for the executive to take a look at ready for the Spring Meeting. Andre has volunteered if re-elected to co chair the 2016 Fall Show. |
| Mike Beattie advised that questions for the panel presentation at the spring meeting will be reviewed by the executive on the Wednesday. Question forms will also be prepared for hand out at registration. | |
| Ray advised that he has had enquiries regarding a updated membership book. Suggestion was that the book could be made available on the web site and members could then print as required. | |
| Ray said that Kubota will be holding a 2-day dealer event in 2016 in Markham. They may be interested in having one day available as a MEOA open house. Ray to advise. | |
| Frank asked if we would be interested in having a booth at the June AORS trade show in Exeter. The current booth need updating & Mike Beattie will talk to Diane about new banners. Frank will contact AORS and book booth space. | |
| 4) Adjournment | Meeting adjourned at 11:30 Motioned By: Rick Ellig, Seconded By: Andre Boutin, Carried |
Next Meeting
Scheduled Date: May 14th – Forest City