|Subject||MEOA Executive Committee Meeting Minutes|
|Chair Person||Rick Ellig|
|Date||March 23, 2017|
Nottawasaga Inn, Alliston, 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||PD Day||Investigate “trick shot” entertainment||Ray||ASAP||Pending|
|Draw prize budget & gifts||Committee||ASAP||Pending|
|2||Spring Meeting/Fall Show||Bios required for speakers||Andre/Cam/Jim||ASAP||Pending|
|Check re draperies||Andre||ASAP||Pending|
|Contact suppliers re “new to the industry” and select presenters||Jim/Cam||ASAP||Pending|
|Event photos||Ray||During Event||Pending|
|Split list & make phone promotional calls||Jim/Diane/Andre||ASAP||Pending|
|Add booking deadline to website||Mike B|
|Provide attendance numbers to VCL & JJE||April 9th|
|Send survey monkey out||Mike B||April 4th|
|E mail sign up reminder||Mike B||March 24th|
|Send follow up E mail reminder & newsletter||Diane/Mike B||Week of April 1st|
|Prepare e mail communications & forward to Jim||Rick||ASAP|
|Book school buses||Jim||ASAP|
|Make up badges||Diane||ASAP|
|Prepare duty list||Jim||ASAP|
|Gift cards & golf round donation||Jim||ASAP|
|Bring large cheque||Don||ASAP|
|Alternate AV source||Don||ASAP|
|Meal adjustment to Inn||April 6th|
|E mail suppliers re electrical||ASAP|
|3||Field Trip||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|
|4||Web Site||Prior to event’s confirmation attendance e mails
|Mike||Prior to each event||Pending|
|Send 2016 minutes to Mike||Dave||ASAP||Pending|
|5||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|
|Prepare & post on web site||Diane||ASAP||Pending|
|6||Constitution Edits||Send to members with covering letter||Ray||March 27th|
|7||New Business||Replacements for outgoing executive send potential candidates to Rick||All||ASAP||Pending|
|Investigate electronic payment at event registration Sept 22 minutes||Mike B||ASAP||Pending|
|Follow up re Donkey Sanctuary tour||Ray||Spring||Pending|
|1) Call To Order||Meeting called to order by Rick Ellig at 9:45 A.M.|
|2) General Comments||None|
|3) Approval Of Minutes||The minutes from the February 21, 2017 executive meeting were read and adopted.
Motion to accept: Jim Thompson
Seconded: Mike Fortier, Carried
|4) Treasurers Report||March 23, 2017 bank balance, $32,986.00
Reconciled Balance as of Feb 28, 2017 23,122.99
Motion to accept: Diane Shirchenko, Seconded: Scott Boughner, Carried
|5) Spring Conference And Trade Show||Registration to date 32 Municipal, 22 Suppliers & 12 Booths sold. Jim, Diane & Andre will split up the membership list and complete phone calls to promote member attendance and booth sales.
Mike Born to add booking deadline of April 7th to the web site. April 9th will be the final deadline for registration & numbers will be provide to VCL & JJE for tour attendance.
Survey Monkey to be completed April 4th to request confirmation of who will be attending tours.
E mail reminder to register will be sent out tomorrow. Additional follow up E mail reminder & newsletter will be sent out April 1st.
Rick will prepare the communications to be sent out & will forward to Jim.
Bus to JJE will be a school bus and two will be required. Jim to book.
VCL will provide sponsorship for the hospitality room.
Diane has lanyards ready & will look after making up the badges.
Jim is preparing a duty list & will forward ASAP.
One hundred dollar gift card for the member survey draw need to be purchased. Jim will approach the Nottawasaga Inn & see if they would be willing to donate a round of golf.
Rick is looking after the required plaques.
Don will bring the large cheque for the SUDEP presentation.
For the new executive either Scott of Paul will move to position of Vice President they will confirm. Two Municipal Directors, One Supplier Director & One Training & Compliance Director are required.
The executive were taken for a tour of show facility by Nottawasaga staff. Show set up was discussed & various questions asked and answered.
Don Miller is to check possible lower cost alternate for AV than service offered by The Nottawasaga.
The Nottawasaga requires numbers for any meal adjustments by April 6th.
Block of reserved rooms have been released but Nottawasaga will still honour the discounted rate & rooms are available.
Additional charge of 49.00 per booth is required for any that will require electrical supply. E mail to be sent out to suppliers advising re electrical charge & asking who will require.
MEOA has offered to pay registration for a guest for VCL & JJE. VCL & JJE to check & advise a guest would like to attend.
|6) PD Day||The door prize has now been looked after. Arrangements have been made for the May 11th executive meeting to be held at The Victoria Park East Golf Club, 7660 Maltby Rd. East, Puslinch. PD day will be promoted to the members at the Spring Conference & Show. Additional promotion will be discussed by the executive after the Spring Conference & Show.||No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.|
|7) Website||Mike advised that we are over our band width allowance for the month and that a additional charge may be applicable. Mike also advised that we are running low on disc space.|
|8) Field Trip||No updates.|
|9) Constitution Edits||Ray has completed the changes and prepared a 2017 constitution. This needs to be sent out to the members along with a explaining letter 2 weeks prior to the Spring Conference & Show. Ray will forward to Mike & mike will look after the send out.|
|10) Safety Update||As Bill was absent from the meeting there was no report.|
|11) Action Items
|Refer to action items above.|
|Rick advised that Franks wife will be joining him at the end of his hike and they will wear SUDEP tee shirts for a promotional photo. The shirts will need to be sent to Franks wife and Ray will provide the address.|
|Adjournment||Meeting adjourned at 12:40 motion by Jim Thompson seconded by Don Miller Carried.|
|Scheduled Date||May 11, 2017||Victoria Park East Golf Club||9:30 Start Time|