May – 2017

Subject	MEOA Executive Committee Meeting Minutes
Chair Person	Jim Thompson
Date	May 11, 2017
Location	Victoria Park East, Puslinch, Ontario

	Participants
Executive Present		Position	Attended	Regrets
Jim Thompson		President	ü
Rick Ellig		Past President	ü
Scott Boughner		Vice President	ü
Don Miller		Treasurer	ü
Dave Sharp		Secretary	ü
Trent Crowe		Municipal Director		ü
Paul Peyton		Municipal Director		ü
Bill Koch		Supplier Director	ü
Cor Bultena		Supplier Director	ü
Cameron MacRae		Supplier Director		ü
Diane Shirchenko		Communications & Marketing	ü
Stephen Sinclair		Training & Compliance Director	ü
Clare Pomeroy		Field Trip Coordinator	ü
Frank Vanhie		Field Trip Assistant	ü
Mike Born		I.T. Coordinator	ü
Outgoing Executive In Attendance
Bill Greenhalgh		Former Training & Compliance Director	ü
Mike Fortier		Former Supplier Director	ü
Ray Klochnyk		Former Past President	ü

Action Items Arising From The Minutes
Item #	Action Required	Comments	Owner	Target Date	Date Resolved
1	PD Day	Submit final numbers to course	Don	Prior to May 18	Pending
2	Spring Conference & Trade Show	Suggestions for 2018 locations & dates	Committee	Next Meeting	Pending
3	Sponsorship	Send invoice out for hospitality room sponsorship	Don	ASAP	Pending
4	Field Trip	Investigate tour of municipal facility	Don	ASAP	Pending
		Prepare E mail to send to members	Frank/Scott/Clare	ASAP	Pending
		Prepare trip agenda	Committee	Early June	Pending
		Check for additional sponsors	Committee	ASAP	Pending
		Arrange Ford museum tour for Sunday	Committee	ASAP	Pending
		Prepare promotional presentation for PD day	Diane	May 18	Pending
		Prepare signup sheet for PD Day	Clare	May 18	Pending
		Book bus	Clare	ASAP	Pending
5	Web Site	Prior to event’s confirmation attendance e mails	Mike	Prior to each event	Pending
		Send 2016 minutes to Mike	Dave	ASAP	Pending
6	Marketing & Membership	Investigate corporate membership for 2018	All	For 2018	Pending
		Prepare printed copy’s of newsletter for AORS show	Diane	Prior to June 7	Pending
		Send newsletter to e mail list	Diane/Mike	ASAP	Pending
		Send newsletter to AORS	Diane/Mike	ASAP	Pending
		Prepare 2017 newsletter	Diane	ASAP	Pending
		Send articles to Diane	Co Chairs	ASAP	Pending
		Check with Lisa re article	Frank	ASAP	Pending
7	AORS Trade Show	Prepare booth & supplies	Diane	Prior to June 6th	Pending
		Bring booth to show & set up	Don/Scott	June 6th	Pending
		Booth staffing	Scott/Don/ Frank/Bill	June 7 & 8	Pending
8	New Business	Investigate electronic payment at event registration Sept 22 minutes	Mike B	ASAP	Pending
		Confirm with Lesley re executive position	Jim	By next meeting	Pending
		Post new charity & brochure on web site	Jim/Mike	ASAP	Pending

Minutes
Item	Notes, Decisions
1) Call To Order	Meeting called to order by Jim Thompson at 9:30 A.M.
2) Welcome To New Members	Jim, welcomed the new executive members & thanked them. Jim also thanked the outgoing executive members for their service to the association. Lesley Parker has not yet made a decision regarding joining the executive as a Municipal Director. Jim will follow up & if Lesley is not able to take on the roll then the executive may need to appoint someone to fill the position.
3) Franks Trip Report	Frank Vanhie provided a interesting overview of his hiking trip in Spain on the Camio de Santiago trail. Frank also advised that he exceeded his fund raising expectations & was successful in raising approximately $5,400.00 for SUDEP.
4) Approval Of Minutes	The minutes from the business portion of the April 13, 2017 Spring Conference & Trade show were read and adopted. Motion to accept: Andre Boutin Seconded: Rick Ellig, Carried
5) Treasurers Report	April 28, 2017 bank balance, $41,660.00 With outstanding cheques to SUDEP of $2,000.00 and to the Nottawasaga Inn for $8,708.13. Profit from the Spring Conference & Trade Show is $8,363.27. Estimated PD Day profit is $4,800.00 Reconciled Balance as of April 28, 2017 $30,952.43 Don will forward invoice to Dave for Spring Conference & Trade Show supplies for hospitality room for Viking sponsorship. Motion to accept: Scott Boughner, Seconded: Mike Fortier, Carried
6) Spring Conference And Trade Show	Discuss survey results from 2017 show. Good input received on what types of presentations members would like to see. Most members responded that they liked the 2017 format with booths only & no equipment & with combined trade show & meeting. Some said that they would like to see a full trade show with equipment but only once in awhile. Decision made for 2018 to continue with same format as 2017. Good input received as to what the members would like to see for presentations To be reviewed when arranging 2018 speaker’s & presentations. Some members suggested that April is a busy time and some consideration should be given to changing to another time. For 2017 attendance numbers where 94 but some may have been missed in count. Co Chairs for 2018 will be Scott Boughner/ Bill Koch and Diane will assist. Co Chairs to report back at next meeting with suggestions for next year’s location & time.
7) Marketing & Membership	Diane needs executive photos for the newsletter & Ray will send them to her. Current newsletter is on the MEOA website and any member who needs a copy can print them. Diane will have 100-200 printed copy’s made up for distribution at the June AORS trade show. Newsletter will be e mailed out to our complete list that includes non members for promotion of the MEOA. Diane will e mail the newsletter to AORS and ask them if they would send out to their members. a new newsletter will be prepared for 2017. Event Co Chairs will prepare & forward articles on the events to Diane. Frank will speak to Lisa and ask her if she would be willing to write a article about her positive field trip experiences.
8) PD Day	Last promotional e mail has been sent out and it looks like we will have 95 to100 golfers. Don will submit the numbers to the coarse. Total number of hole sponsors is 14. Foursomes have been made up subject to final adjustment and they will be e mailed out. Ray has the draw ticket envelops stuffed and help is all in place for the registration table. Registration gifts will be handed out at registration. Hole sponsor sine’s will be returned after for storage in Brantford for next year. For the 2018 PD Day Paul Peyton and Trent Crowe have offered to be Co Chairs.	No current updates. Ray will investigate regarding possible entertainment by a “trick shot golfer” that he is aware of.
9) Field Trip	Confirmed dates are October 1st-4th. Don has contacts for the municipal tour & is arranging. Currently we have no sponsors for the Bus or for Sunday & Wednesday expenses. To check and see if sponsors can be found. Tour of the Ford museum will be the Sunday activity. Diane will prepare a trip promotional presentation to be shown on screen at the PD Day. Clare will have a signup sheet at the PD day for those interested in attending. Lowest bus cost of $5,000.00 was received from Ayr Coach Lines & Clare will make booking arrangements with them. A detailed trip agenda will be prepared for early June. Budget cost is approximately $7,000.00 and attendance fee will be $425.00.
10) AORS Trade Show	MEOA booth number is 205. Trade show location is Millverton ON June 7th & 8th. Diane will gather up the booth & additional required supplies and Don or Scott will bring them to the show for set up. Cam has rooms on hold for those who require them. Scott, Don, Frank & Bill we be staffing the booth.
11) Safety Update	CB radio exemption for hand held devices is expiring. There is a stake holders meeting on Tuesday May 16th. Stephen and Don will attend & report back. There is a May 23rd meeting regarding mandatory entry level training for the driver certification program. Stephen will be attending & will report back.
12) Action Items	Refer to action items above.
NEW BUSINESS
	Jim announced that this year’s MEOA Presidents Choice charity will be KOA Care Camp For Kids. Jim provide details on the charity and advised that it is a Camp for kids with cancer. Jim also showed a video presentation on the Camp. Te KOA Care Camp For Kids will be posted to the MEOA website.
Open Discussion	Outgoing executive Ray Klochnyk, Bill Greenhalgh, Mike Fortier & Andre Boutin all thanked the MEOA for the experience of & the time that they spent on the executive.
Adjournment	Meeting adjourned at 11:45 motion by Mike Fortier seconded by Ray Klochnyk Carried.

Next Meeting
Scheduled Date	June 22, 2017	TBD	9:30 Start Time

Victoria Park East, Puslinch, Ontario

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