Regrets: Noelle, Ayngelina
In attendance: All Board members

1.0 Call to Order – TF
TF called meeting to order at 12:06pm EST

2.0 Approval of Agenda – TF
Moved by MS, seconded by GF, approved.

3.0 Approval of Minutes – TF 
November 17, 2022 – viewable here
Moved to accept by GF, seconded by PW, Approved.

4.0 Business Arising from the Minutes – n/a

5.0 Financial Report – GF
5.1  Account Balances as of December 15, 2022
 

 

5.2 Monthly Financial Reports: as of November 30/22 (Viewable Here)
Moved by GF to accept the November Financial Statement as presented, seconded by JC, approved.
 

5.3 2022 Chapter Funds: Consideration of rescinding motion of September 21/22, in light of current financial position in this fiscal.

Sept 21/22 MOTION: In support of TMAC becoming the Presenting Partner for the 2022 Canadian Tourism Awards, Travel Media Award category in the amount of $5K to be sourced from the following:
$2500 from 2022 TMAC Budget under a new expense line item.
$2500 from 2022 Chapter Funding allocation, prorated based on membership to include: BC/Yukon: $525, Prairies/NWT: $375, ONT: $1050, Atlantic: $550.
Moved by GF, Seconded by PK, approved.
The motion was brought back to rescind since there was a change with each chapter now being allocated the full amounts.  

Motion to rescind was moved by PK, Seconded by WNC. Motion passed.

GF expressed concern that the National Board does not have information on what the Chapter plans are for using allocated and raised funds.  PK supported these concerns and suggested that while the chapters seem to be using the dollars in good ways, there should be more accountability. 

RC stated that Ontario Chapter has openly shared information with the National board on activities and plans.  WNC mentioned that TMAC had drop boxes and National could access the chapter financial statements. 

It was noted that there is currently no requirement or policy to require Chapters to report financials to National.  

TF suggested that at this matter be put on the Strategic Planning session agenda and chapter treasurers could review the framework and establish standard operations. 

PK clarified that there is no implied criticism of chapters, however, it would be valuable to formalize a process and get all chapters on the same page.

5.4 2023 Budget – For review & approval
Developed based on input from committees and aspirations, the enclosed DRAFT 2023 Budget is for discussion and ready for adoption by motion.

Items for consideration/discussion:

• Volunteer Recognition Policy – Governance Recommendation (See Governance Report in package for Motion)

Prior to discussing the 2023 Budget, JC provided an update on the need for TMAC to establish a Volunteer Recognition Policy that will provide direction for future National Boards and that this policy reflect the following, to be implemented for 2023.

Proposed Policy framework:
Subject to fiscal capacity of TMAC, guided by the annual budget, volunteers are eligible to the following discounts (noting they can decline the discounts).

TMAC Memberships for Volunteers:

• Board of Director Members: 100% waived
• National Board Committee Chairs: 100% waived
• Chapter Chairs: 100% waived
• National Board Committee Members: 50% waived
• National Committee Co-Chairs or Chapter Co-Chairs: 50% waived

TMAC National Board Members Conference Expenses be covered by TMAC National as follows:

• Board Member Conference Registration
• Accommodations for the conference
• Travel expenses (noting Media Members Travel Grant will be deducted and balance covered by National) 

MOTION – That TMAC establish a Volunteer Recognition Policy that will establish direction for future National Boards and that this policy reflect the following, to be implemented for 2023.

Subject to fiscal capacity of TMAC, guided by the annual budget, volunteers are eligible to the following discounts (noting they can decline the discounts).

TMAC Memberships for Volunteers:

• Board of Director Members: 100% waived
• National Board Committee Chairs: 100% waived
• Chapter Chairs: 100% waived
• National Board Committee Members: 50% waived
• National Committee Co-Chairs or Chapter Co-Chairs: 50% waived

TMAC National Board Members Conference Expenses be covered by TMAC National as follows:

• Board Member Conference Registration
• Accommodations for the conference
• Travel expenses (noting Media Members Travel Grant will be deducted and balance covered by National) 

MOTION: Moved by PK, Seconded by GF. 

Discussion – WNC requested full coverage for the Vice-chairs of the Professional Development Committee to attend the conference. After a good discussion, it was concluded that it would not be appropriate to cover some committee members and co-chairs, and not others, who work equally hard on their respective responsibilities. 

Motion passed. 

2023 BUDGET: 2023 DRAFT BUDGET (view here)

GF then tabled a motion to approve the  2023 Budget as outlined.
MOTION: Moved by GF, seconded by WNC that the 2023 Budget as presented, be approved.
Motion Approved.

 

6.0 National Committee Reports (View Reports Here)
 

• Awards Committee: Tracy Ford
  TF reviewed the updates provided within the Awards Committee report, expressing appreciation for the board’s consideration and acceptance of the recommendations via Survey Monkey between November and December board meetings so the committee could proceed.

MOTION: Following the discussion noted below, Moved by WNC, Seconded by YM, that the 2022 TMAC Award Categories as circulated and reviewed by the Board of Directors be approved and adopted. 
Motion carried.

Discussion:

MS expressed his concerns about increasing the entry fee by $5 per submission and lowering the award amounts. TF explained that TMAC does not make money from the awards and that the award entry fees have remained at the $20 rate for at least the past 10 years. The committee is working to be financially responsible and achieve less of a loss.

PK inquired about the addition of a Travel Book Award and if there were sufficient numbers publishing NEW books (noting revised editions do not qualify) to enable a category to be created.

Although it is not known exactly how many members are producing books, it is a qualifying category for membership and therefore appropriate to introduce this category, and it had been included in feedback from embers to consider this category.

NOTE: for all categories of Awards, should a minimum of 10 submissions not be received, the category may be removed from the awards line up, and furthermore that members, if submission fees had been paid, would be refunded their entry fee. 

GF stated that awards provide member recognition and are a good retention strategy.

PW said she does is unable to support press trips for book writers since she is unable to track ROI. 

TF expressed appreciation for the feedback, agreeing to take all of these issues back to Awards Committee for consideration/discussion.

• Communications Committee: Yashy Murphy

Report enclosed. The Board acknowledged Yashy's significant work on communications activities in support of TMAC.

• Conference Committee: Pam Wamback 

Report enclosed.
PW expanded on the Conference Committee report by presenting a comprehensive review reflecting insights from the site tour she, RC and DH undertook in November, the Local Host Pre-Media Tours (there will not be a post media tour collection), Evening Programs, Local Tours and PD Sessions.

Seeking approval to proceed with the program as outlined, the board was unanimous is their agreement to proceed as outlined.

• Future Host Committee: Jerry Grymek 

Report submitted. JG noted 2024 and 2025 hosts are confirmed as discussed in November.

• Governance Committee: Judi Cohen 

In addition to noting the policy motion on Volunteer Benefits, tabled just ahead of the 2023 Budget approval, JC advised the board that the questionnaire issued to help guide discussion the strategic planning session was sent to 48 individuals including national, chapter and committee representatives.  The response has been very light and Donna was requested to send out further reminders.  She will do so another couple of times.  Board members were requested to remind committee members and chapter board members to please complete the questionnaire. 

• Human Resources Committee: Jerry Grymek 

n/a
 

• Membership Committee (Media & Industry): Paul Knowles 

PK and TF commended DH and committee members for an extraordinary effort in a short period of time on requalifications  and renewals.

• National PD Committee: Wendy Nordvik-Carr

Report enclosed. WNC provided additional information on the recent success of a Chat room session on writing books, that has been turned into a podcast for the benefit of all members who could not attend. Further sessions are planned as outlined.

• Sponsorship Committee: Jerry Grymek

JG thanked MS for his assistance with sponsorships. Ottawa Tourism, Parks Canada and TMAC Ontario Chapter are confirmed as sponsors so far.

JG further indicated that he has expressions of interest from possible destinations in the hosting region who are interested in hosting media tours as part of the conference. PW indicated that this certainly was done in the case of 2022. TMAC members curated and offered media tours which did not conflict with the local host program. These were shared as part of the ‘add ons' for conference, members shared the information with media following up on their own for the opportunity.
This can be coordinated through DH.

The remainder of the items on the agenda were received due to the length of the meeting with members needing to leave, risking quorum.

7.0 Chapter Reports/Updates (View Reports Here) 

• BC & Yukon 
• Prairies & NWT 
• Ontario 
• Atlantic
   

8.0  CAO Report – DH
TMAC Digital/Comms Report to November 30/22 – not available

Report enclosed within Board Committee Report (View Reports Here) 

9.0 New Business 

9.1 Upcoming Timelines DRAFT FOR DISCUSSIONS will need to be adjusted once AGM is confirmed: 

January
January 1st: Deadline for Membership Renewal
January 9 (week of): TMAC 2022 National Awards Open (Jan 16 (week of): Awards Zoom Session to introduce/review)
January 18 & 19: TMAC Strategic Planning meeting at Chelsea Hotel
January 18: BOARD MEETING? Maybe over lunch we can have a ‘brief' meeting?

February
February 6 (week of): Conference Registration OPENS
February 15: Board Meeting
February 23: Judged Awards Submission closes

2022 Fiscal Review engaged/undertaken

March:
March 15: Board Meeting
Member Voted Awards OPENS
Preparation of Slate of Officers for the Board of Directors
March 30: Annual Reports for AGM due

April:
April 19: Board Meeting & review AGM Package
April 26: Distribute AGM Meeting Package with Annual Reports|
APRIL ??: Call for Nominations Board of Directors/ Election if required 

April 30th: Conference registration Deadline

May:
May 17: Board meeting
MAY 23??: TMAC AGM??

June:
June 14-18: TMAC Conference & Media Marketplace

10.0 Next Meeting  
January 18, 2023, 12 noon EST – (DISCUSS as we will be in Strategic Planning meeting)

11.0 Meeting Adjournment
at 1:56pm- TF  Motion to adjourn the meeting at 1:56pm.
Moved by WNC. Seconded by YM. Passed.
TF wished everyone Happy Holidays!!

Minutes -Judi Cohen -Board Secretary