TMAC Board Present
Grant Fraser (President)
Tracy Ford (Secretary)
John Geary
Jerry Grymek
Melody Wren
Suzie Loiselle
TMAC ED Present
Elizabeth Kerr
Regrets
Mary Tulle (Treasurer)
Dale Dunlop (Vice-president)
Holly Lenk
1. Call to Order
GF called the meeting to order at 12:00 p.m. EST and welcomed all in attendance.
2. a. Approval of Agenda and Previous Minutes
2. b. Approval of Agenda for January 30, 2018
It was resolved that the agenda would be approved as presented.
Moved by JG; seconded by MW
MOTION: Effective immediately, TMAC minutes, approved by the BOD will be posted on the TMAC website for members only. This will be shared to members through TMAC Travels and EK will send out an update to the membership once we have confirmed that access is password-protected.
Moved by GF; seconded by MW
3. Financial Update
On behalf of MT, EK reported that there are no significant variances for the month to address. As of November 30th, our overall Net Income is in a larger and more positive position than forecast at $36.6k versus $27.8k. This is most encouraging, as there is a $20K shortfall in Industry Dues forecast versus actual for the year. As we go into 2018 with a new budget that has been reviewed by our Board on a line by line basis, I look forward to our Executive Director being able to have this assist her in managing our organizations and its goals. EK reported that she and Mary will present the January financials for the next meeting and the audited statements/annual report will be ready for the conference.
Suzie reported that the budget for PD has been $5K (used $1,800 in 2017). MT recommended we use $2,000-2,500 for 2018. If there's someone who will be a big draw, there will be a discussion to increase spending. A keynote speaker is a priority for this year's conference. Due to industry fees capped, we need to be mindful of expenditures.
MOTION: To approve the 2018 budget. All dues maintained as per 2017 for renewing members,
Moved by TF; seconded by SL.
4. Executive Director Update
EK provided a detailed report (see below) for the meeting, including an update of stats. EK will bring a new update of stats to the February meeting. New website will provide up-to-date stats on demand.
Special Registration Software Update
There has not been a contract with 3-Way Street since 2016. EK initially recommended TravMedia, but there was a communication breakdown and a concern about the lack of urgency, therefore limited if any confidence in TravMedia's capabilities. It was decided to go with the existing website supplier. The financial impact is as follows: 3-Way Street = $20K + travel expenses; TravMedia = $10K US + subsequent annual fees of $12K + travel in subsequent years; ACD = $7,500 one-time fee and significantly less on an ongoing basis.
EK reported that the registration process for the conference will open on February 1, 2018.
5. Membership
EK reported that she has processed 15 new memberships since December. Based on her report supplied at the meeting, 192 industry members have been invoiced and 163 media have been invoiced. Refer to the report for more details. Until payment is processed, we cannot have accurate numbers. It was suggested that we review the lapsed membership list at the February meeting.
6. Social Media Committee
JG reviewed the Facebook page and will be removing all non-members. JG suggested that we form a “Secret Group” (a Facebook term) whereby a member in good standing can be invited to join the group.
Motion: Going forward, move to convert Facebook page to Secret Group to ensure only qualified members in good standing can join the group.
Moved by JG and Seconded by SL
It was also suggested that the FB page look like the new website – consistent branding.
It was decided that the next FB Live session will take place on March 14 at noon EST at the Chelsea Hotel – including EK, GF, JG and TF.
7. Awards Committee
Tracy will present the recommendations for the 2018 awards at the February meeting. It was agreed that if we are unable to get a sponsor for an award, that award will be removed from the list.
8. Sponsorship Committee
Jerry Grymek reported that the committee is formed and they have some prospective sponsors, some of which are returning from last year. Jerry agreed to talk to Holly as well so that there aren't any conflicts. He said they are looking outside the box such as airlines. The sponsorship budget is $20K.
9. Conference Committee
SL reported that they've had four meetings to date. The next meeting is scheduled for February 2. The conference registration is February 1 and will be sent to all members. ACD will handle registration/scheduling of appointments. Committee is seeking a Keynote Speaker. Melody reported that the PD Committee have secured some high calibre/fresh faces for this year's conference. EK reminded everyone that members can pay online. This should be included in TMAC Travels. As for travel grants, EK is proposing a solution to achieve a balance between media and industry.
Motion: In order to apply for a travel grant, media must commit to 75% of their appointments (18/24 appointments) – in order to qualify.
Moved by MW; seconded by JG.
10. Chapter Business
GF encouraged Chapter Chairs to send updates and/or participate. Two out of three responded:
Helen (Atlantic) – she inquired about the costs related to M&M's so she was referred to Jerry. Suzie reported that she contacted Louis but not pushing the merger with Quebec. The initiative should come from media members. They are looking to hire someone for their social media strategy. Paul (Ontario) didn't have anything to report.
11. Other Business
11. a. Future Hosts
An RFP was issued to all TMAC industry members for 2019, 2020 and 2021. The deadline for submission for 2019 is March 2, 2019.
11. b. Membership Growth & Innovation Committee
Holly provided a document outlining the project overview, goal and a long list of recommendations – presented by TF. In order to maintain journalistic integrity but with the current media landscape, we must open to bloggers/influencers. TMAC needs to be respectful of both groups. The committee worked with two prominent bloggers/influencers. Next step – these recommendations need to be taken to the Media Membership committee to implement. Once finalized, we need to send out a press release to the membership and include on the Facebook page.
11. c. Strategic Planning Workshop
Strategic Planning Workshop – scheduled for February 21 in Toronto. GF will send out a list of questions to the BOD for the session. He encourages all Board members to send their suggestions asap.
12. Conclusion
It was resolved that with no further business, the meeting be adjourned at 1:40 p.m. EST.
Attachments
1. Executive Director’s Report
Membership Management
Respond to all membership enquiries with in 24 hours.
Launched membership re-qualification process October 1.
Vetted, prepared and submitted 80 applications to members of the Media Membership Committee and Industry Membership Committee.
- Total Members Requiring Re-qualification – 84
- Total Members Submitted Re-qualification – 57
- Total Members Re-qualified – 57
- % Total Re-qualified – 100%
- Applications Pending – 3
- Total Members Who Have Not Yet Submitted – 17
- Total Members Not Renewing – 7
Reminders have been sent to members who have not yet submitted on a weekly basis. Chapter Chairs have been notified and asked to follow up directly.
Prepared membership database for billing purposes and divided it into sub-categories for ease of processing.
- Renewing Industry Members with Primary Membership Only
- Renewing Industry Members with Primary/Secondary Memberships Only
- (after confirming same)
- Renewing Media Members No Requalification Required
- Renewing Media Members Requalification Required
- New Members (as at October 1, 2017)
Current Billing Summary
- Industry Invoiced – 192
- Industry Paid – 52
- Industry A/R – 140
- Media Invoiced – 163
- Media Paid – 80
- Media A/R – 83
- Total Billed – 355
Unofficial Reconciliation
- Officially Not Renewing – No Invoice Issued – 7
- Re-qual Apps Pending – 2
- Outstanding Re-qualifications – 17
- Secondary Industry Memberships – 15
- Total – 41
- Total – 396
Note to Board
Four different versions of TMAC's membership database exists: 1) Accounting; Membership Excel; Constant Contact and 3-Way Street. During the billing process, this became evident due to the number of requests we received to change names, addresses, etc. In this process, we have identified more than 10 members who attended the conference tin 2017 that never paid membership dues last year ( a potential loss of $10,000). It is very clear that these databases were never synchronized and it is impossible to determine which database is the most accurate. This will be resolved when everything is built into the CIVICRM database driving the website. It will be the single source membership database for the association and will contain accurate up-to-date data once this billing cycle has been completed and the inconsistencies dealt are dealt with.
Notification for submissions to 2017 Annual Report will be issued in February.
Still investigating “new” categories for membership and will be making a recommendation in February.
Once media membership criteria is confirmed, I am highly recommending that we revisit the industry membership criteria as well, in order to update our promotional materials and prepare and target a new member campaign.
Membership Communication
Two issues (September/October and November/December) of TMAC Travels have been issued. The January/February issue is currently being worked on.
All member announcements moving forward will be sent via Constant Contact, posted to website and posted on Facebook, effective immediately.
A Facebook Live with President Grant Fraser will be scheduled at regular (quarterly) intervals.
Facebook will be monitored on a regular basis and “issues” that are aired addressed in a timely fashion.
Admin (with National Board)
In collaboration with President, Secretary and Treasurer (as required), prepared agenda, board package, and minutes for distribution for the August, September, October, and November Board meetings.
In collaboration with Treasurer and President, prepared 2018 budget for Board review and approval.
Conference
In collaboration with Chair, Suzie Loiselle and her committee, research and recommend new conference registration software.
In collaboration with Chair, Suzie Loiselle and her committee prepare agenda, meeting package and minutes for distribution for all Conference Committee meetings.
Ongoing liaison with PD, Sponsorship and Awards Committees to ensure deliverables and timelines are met.
Ongoing liaison with hotel to ensure room block is secured (and revised, if required), space allocation is appropriate for Media Marketplace, PD sessions, Chapter meetings and AGM, food and beverage and A/V.
Website
Successfully launched website on Dec. 15, 2017.
Successfully launched Membership Networking function on Dec. 22, 2017.
Ongoing updating, as required.
To Be Completed
Online membership application – subject to new membership criteria
Online re-qualification portal – subject to new membership criteria
Online payment – will be available for Conference Registration Launch
Online Award portal – subject to new criteria and categories to be confirmed
PDF/print functionality for Membership Networking
Marketing and Sponsorship
Designed and launched logo with new tag line…We Are Going Places
In collaboration with members of the Board, submitted and received approval for new Mission Statement.
TMAC is a Canadian not for profit association serving industry and media travel professionals. We cultivate relationships that result in relevant connections, comprehensive opportunities and successful outcomes. As an organization, we strive for inclusivity, openness and forward-thinking in the ever-changing travel industry environment.
Wrote, designed and distributed first draft of new membership recruitment brochure.
In the process of refining the Sponsorship package to be ready for registration launch.
Have reached out to all former Award sponsors and have confirmed four sponsorships to date.