| Subject | MEOA Executive Committee Meeting Minutes |
| Chair Person | Jim Thompson |
| Date | September 21, 2017 |
| Location |
Region of Waterloo Operations Centre,100 Maple Grove Road, Cambridge |
| Participants | ||||
| Executive Present | Position | Attended | Regrets | |
| Jim Thompson | President | ü
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| Rick Ellig | Past President | ü | ||
| Scott Boughner | Vice President | ü
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| 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 | ||
| Action Items Arising From The Minutes | |||||
Item # |
Action Required | Comments |
Owner |
Target Date | Date Resolved |
| 1 | Spring Conference & Trade Show | Confirm available dates for spring or fall with Fleet Summit | Don | Next Meeting | Pending |
| 2 | Field Trip 2017 | Pass out copy’s of Looking Back newsletter | Clare | On Field Trip | Pending |
| Plaques for sponsors | Scott/Frank | ASAP | Pending | ||
| Gift card for Mark Wolszyn | Scott/Clare | ASAP | Pending | ||
| Poll those attending for interest in proposed 2018 trip | Scott/Clare | On Field Trip | Pending | ||
| 3 | Field Trip 2018 | Investigate IFAT for 2018 trip | Cam | ASAP | Pending |
| Investigate possible field trip tours for IFAT trip | All | Next Meeting | Pending | ||
| 4 | Marketing & Membership | Investigate corporate membership for 2018 | All | For 2018 | Pending |
| Mail out Looking Back newsletter | Jim/Diane/Mike | ASAP | Pending | ||
| Send photos for newsletter to Diane | Ray | ASAP | Pending | ||
| Send newsletter to e mail list | Diane/Mike | ASAP | Pending | ||
| After photo update print newsletter & mail | Diane | ASAP | Pending | ||
| Prepare 2018 newsletter outline for fall release of newsletter | Diane | ASAP | Pending | ||
| 5 | Municipal Director Position | Report back with suggestions | All | Next Meeting | Pending |
| Check to see if anyone attending the field trip would be interested | Clare | During field trip | Pending | ||
| Send mail to members asking for volunteers | Jim | After next meeting | Pending | ||
| 6 | PD Day | Investigate costs at Nottawasaga Inn | Paul | Next Meeting | Pending |
| Check Osprey Valley, Granit Ridge & Milton area courses | Trent/ Scott | Next Meeting | Pending | ||
| Send any further suggestions to Trent | All | ASAP | Pending | ||
| Check re possible earlier start at HV | Trent | Next Meeting | Pending | ||
| 7 | New Business | Change Jim Thompson on outgoing mail to MEOA.org | Mike | ASAP | Pending |
| Review & post distracted driver info on web site | Jim/Mike | ASAP | Pending | ||
| Membership rate increase add to agenda for next meeting | Jim | Next Meeting | Pending | ||
| Minutes | |||
Item |
Notes, Decisions | ||
| 1) Call To Order | Meeting called to order by Jim Thompson at 9:40 A.M. | ||
| 2) Approval Of Minutes | The minutes from the August 29, 2017 executive meeting were read and adopted.
Motion to accept: Rick Ellig Seconded: Stephen Sinclair, Carried |
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| 3) Treasurers Report | August 31reconciled bank balance $34,792.74. Cheque outstanding in the amount of $526.81 for web hosting payment. For the Spring Meeting there is currently a outstanding cheque in the amount of 1,200.00 to Hahn Rentals. Don estimates that the final profit from the Spring Meeting will be around 10,000.00. Revenue & sponsorship for the Fall Field trip is currently coming in. Motion to accept: Jim Thompson, Seconded: Rick Ellig, Carried | ||
| 4) Marketing & Membership | The looking back newsletter has been printed & Jim supplied copies to be distributed. The printed newsletter will be passed out to those attending the Fall Field trip. Dave will pass out copy’s for MEOA promotion at the October 19th OGRA Managing Winter Operations event. Copy of the newsletter will be e mailed out to the members. | ||
| 5) 2017 Fall Field Trip | Clare distributed a copy of the trip agenda for review and comments. Clare advised that 31 participants have committed to the trip. Scott will contact Frank to arrange for the plaques to be made up for the hosts & sponsors. In lieu of a plaque for his help with arranging hotels and the Ford Field tour Mark Wolszyn will be given a $200.00 gift certificate. | ||
| 6) 2018 Field Trip | The proposed trip is to attend the May 14th -18th, 2018 IFAT show in Munich Germany. The trip will run from Saturday May 12th to Sunday May 20th. The time period includes 2 weekends and 5 working days. This will reduce the amount of time that participants will need to be away from work. Diane has been investigating travel arrangements. The group would stay in Munich attend the show and then after the show days could take day trips from Munich for tours. Proposed tours would include a tour of a Munich City facility and then additional supplier tours. All are to investigate possible supplier tours & report back at the next meeting with suggestions. Those attending the 2017 trip will be poled to see what the potential interest would be in attending the proposed 2018 trip. | ||
| 7) PD Day | Trent has contacted Hockley Valley & Woodington Lakes. No response received yet from Woodington lakes. At Hockley cost for golf with cart is $67.00 each plus tax. Including lunch & dinner the total would be 153.65 ea. plus tax. Lunch portion of the fee is 13.95 ea. plus tax. Sponsorship for lunch could be found & that would reduce the total to 139.70. To cover this we would need to raise the registration fee. A lower charge may be able to be negotiated with Hockley Valley. Budget for prior PD Day’s has been 80.00 to 100.00. September 13th established for the event date. Paul will investigate costs at the Nottawasaga Inn we may be able to get a good rate as we will be holding the 2018 Spring Meeting there. Other suggestions for possible locations are Osprey Valley south of Orangeville & Granit Ridge in the Milton area. Trent will investigate. Any further suggestions for locations are to be sent to Trent.
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| 8) Spring Conference & Trade Show | On hold pending receipt of dates that work for The Fleet Summit. Don checking & will advise. | ||
| 10) Action Items | Refer to action items above. | ||
| NEW BUSINESS
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For the web site remove Jim Thompson from e mails being sent out and add MEOA.org as the sender. | ||
| Steve has sent the Distracted Driver information out to Jim to review & ok for posting on the web site. One Jim has looked it over he will send to Mike for posting. | |||
| Paul has offered to host a executive meeting at The City’s new facility in January or February. To be confirmed. | |||
| Mike asked if the membership rate will be increased for 2018. Jim will add to the agenda for discussion at the next meeting. | |||
| For the field trip Clare will not be bringing coffee & doughnuts for the bus in the morning & participants can bring their own. | |||
| Cameron advised that he is no longer working for Amaco. Jim will forward Cameron’s current contact information. | |||
| Adjournment | Meeting adjourned at 11:35 motion by Paul Peyton seconded by Scott Boughner Carried. | ||
| Next Meeting | |||
| Scheduled Date | October 20, 2017 | Elora | 9:30 Start Time |