TMAC National Board Meeting

Wednesday, Aug. 21, 12 noon EST

TMAC Board Present: Dale Dunlop (president), Jerry Grymek, Paul Knowles, Suzie Loiselle, Monica MacNeil, Yashy Murphy, Marc Smith

Regrets: Tracy Ford, Guy Thé©riault

ED: Elizabeth Kerr

Call to order: 12:05 pm, by DD.

Approval of agenda – consensus, declared by DD

Minutes: Board meeting May 29, moved by DD, seconded by SL that minutes be approved.

June 23, moved by MS, seconded by JG, that minutes be adopted; SL noted that she was not present at the meeting; minutes approved as amended.

Financial report – EK – Darcy Rhyno has been appointed treasurer; Grant Fraser will remain as a member of the finance committee

areas of concern – membership numbers and registration numbers for conference.
EK asked if Darcy and Grant can work with her to present revised budget; revisions are necessary because of lower than anticipated numbers in membership recruitment and conference attendance. Agreed.

Conference expenses: DD asked for an update on conference expenses. EK reported that there are still numbers to come in, but will be significantly less than Victoria. Will be available by Sept.

Consensus: approved that EK work with Darcy and Grant to prepare revised budget for remainder of the year.

Editorial Directory: MS asked about the Editorial Directory? EK reported that: Two TMAC members are creating a directory of outlets, available in Sept. or early Oct.

MS asked is this work was put out for tender.

EK: Reported that the two members are working as volunteers. Figures in the budget are for creating online functionality.

Membership stats: EK reported re. membership statistics. Basic stats are available this month, but not comparative stats. EK believes we are tracking up, but only marginally. Note: Ontario membership was previously evenly divided between 50% industry, 50% media, but this has changed significantly because of the provincial budget cut.

Teleconferencing: DD,  commenting on teleconference software – would prefer a system that would allow us to see each other. EK reported that, as of Sept. we will have visual with each other, using computers.

Document sharing: EK reported that MS has asked for secure document share capacity; that will be set up in two weeks.

MS: Asked if this would include working documents, bylaws, historical minutes, financial records, committee documents, packages for meetings  EK replied that anything that anybody requests to be in. It will take a while to add archives; will start with current docs and going forward.

DD noted that bylaws are on website already; EK replied that the goal is to have a more easily accessible “go-to place” for all information.

Board communications: DD commented on communications among Board members. He stated that, going forward, any queries or suggestions related to the board must be copied to the entire board and EK.

Online media marketplace: MS reported that, as part of the value statement for membership, he is hoping to put together a media marketplace on our online platform, where industry members can post thing. This needs to be segregated so pitching to industry would be confidential, so media members can post things (trips, opportunities) they are looking for; and so industry members can post opportunities that are not seen by other industry members. Also can be used as a job board. It should include the capacity for posters to select their target audience by industry or media. DD asked Marc to take the lead on putting together a proposal, leading to a mockup by the IT guys. There was some discussion of this concept, including the question as to Industry really wants this. SL noted that in her case, she would not post a fam invitation through the site.

 

2020 conference: SL has agreed to co-chair with GT. PK has offered to assist them. SL reported that other key volunteer positions are being confirmed.

Member benefits: EK reported that we need a volunteer to head the member benefits committee. SL recommended referencing the most recent member surveys to determine if some have indicated interest in this area.

Strategic Planning Workshop (Oct. 8-10, 2019): DD asked board members to look at agenda, prepare ideas to bring to group. The sessions will be fairly intense; they are working sessions. Everyone is expected to participate. The Goal: a tentative plan by end of day.

Membership requalification: DD noted that SATW is offering staggered requalification, offering a one-year option, designed for older, long-time members who are seeing markets “dry up a bit”. DD said we don't want to make it harder for long-term members of TMAC to remain a member in the organization, if they are still producing, even if at a lesser scale than in the past. DD asked YM as head of Membership to head up a study of options. DD also noted that Grant Fraser would like to be involved in this.

Requalification: EK reported that this year's requalification for members in the latter half of the alphabet will be underway by end of Oct.

Waiver forms: Responding to a members' letter about waiver forms that fam participants are being asked to sign, DD reported that he has previously put his opinion in writing. DD added that as long asmembers are going on these press trips with no “consideration”, we have no say in how the contract is drawn up for that trip. DD has never heard of a case where anyone got sued for going on a press trip. If you engage in an inherently dangerous activity, you sign waiver forms whether on a press trip or in other circumstances.

DD: asked EK to find his earlier document and communicate it to the letter writers, and the membership at large. We will communicate immediately to the letter-writers, stating that we have a legal opinion already in writing, and will find it and share it in TMAC travel.

MS: DD's opinion will also post in Facebook group.

Facebook Live: EK said that plans are in process to continue, and to improve, FB Live sessions. DD added that we may do one from Chelsea during our Strategic Planning session.

MS commented that he would like to do more Facebook Lives. He also noted that the “Live” videocasts are also embedded for future viewing.

DD suggested an initial goal re. FB Live: two a year with the president and as many board member as possible, and then ask board members who would like to do additional sessions as committee chairs. Will be on agenda for Sept.

Tourism Funding: PK asked about the status of the motion re. tourism funding from provinces passed at the AGM. Action: PK to draft letter, with research information about economics of tourism, as well as noting the contribution of tourism to the sense of wellbeing and pride in the communities and province. PK will coordinate with EK. MM will share info from Nova Scotia. We will eventally send individually-tailored letters to various provinces.

Next meeting: DD announced that our next board meeting date is changed to Sept. 18.

Adjournment – moved by SL, seconded, MM. Carried.