TMAC National Board Meeting
October 18, 2023

MINUTES

Present: Donna, Katie, Rod, Paul, Wendy, Diane, Pierre, Mark, Jerry, Tania, Yashy

Regrets: None

1.0 Call to Order – PK 
Called to order at 1:02pm.

2.0 Approval of Agenda – PK
Motion (amendment: adding item 5.4 related to CRA) 

• Wendy/ Seconded: Jerry
  All in favour

3.0 Approval of Minutes – PK 

• Minutes of September 20, 2023  <View Here>
  Pierre/Seconded: Wendy 
  All in favor

4.0 Business Arising from the Minutes

4.1 30th Anniversary Committee Update

• Paul: Thanks to all for their ideas. What should we do with all the ideas?. 
• Jerry: Let's do a subcommittee 

ACTION ITEM: Jerry, Yashy (leaders) to start a Subcommittee leading 30th Anniversary Ideas in with  Rod and Katie as support

• Motion to start subcommittee: Diane /Seconder: Wendy
  All in favour 

4.2 Volunteer Follow-up

Question: Anyone get a volunteer?

-Yashy got Kevin from the list
-Tania is looking at getting someone from the list
– Diane got someone not from the list
– Rod plans to use someone
– NOTE: There is a Newfoundlander on the list who may be a good fit for the conference committee

ACTION ITEM: Paul is going to go back through the volunteer list and make recommendations to the committee chairs 
 

4.2 CAO Call for Applications
Jerry: 141 applications (a lot of Indeed applications, which are not going to meet the qualifications)

ACTION ITEM: Jerry is going to divide all the applications and a batch to each of the search committee members. All search committee members will come back with their top 3-4 applications. 

5.0 Financial Report – PS 

Finances have not changed much. Still in better shape than 2022. 
The outstanding DOES include the CRA payment of $11,000
Motion to pay the $11,000 CRA outstanding tax. 

Motion: Pierre
Seconded: Diane
All in Favor

ACTION ITEM: Pay the CRA tax

5.1  Account Balance as of Oct 9, 2023
        Cash in accounts:
 

 

5.2 Monthly Financial Reports:
Financial Month-End Report for September 2023 <View Here>
Pierre/Seconded: Wendy
All in favor

5.3 2024 Membership Fees

RECOMMENDATION:
TMAC's membership fees have remained the same since at least  2019. In light of anticipated budget enhancements in 2024 with programming and operation, having shared this information with the Membership Committee as well, the following membership rates are being recommended for 2024, representing an increase of $25. This is being made in advance of preparing our proposed 2024 budget so it may be included.
 

ACTION: 
Media:
2023: $200 (+$100 for secondary co-creator)
2024: $225 ( (+$100 for secondary co-creator)

Industry:
2023: $350 (+$100 for secondary)
2024: $375 (+$100 for secondary)

NOTEWORTHY NEW SUGGESTION: 2024: $385

Haven't had a rate increase since 2019. 

Motion to raise the media and industry rates
We need to build up our investments and resources. Our residual needs to be healthy.

• Pierre Motion to increase rates.
• Seconder: Diane

Discussion: Should we raise the price for the industry even more?
New motion to increase the industry price another $10.

Pierre
Seconded: Diane
All in favor – Carried

Paul: We plan to call for quotes for an accountant for next year.

6.0 National Committee Reports: <View Reports> 

• Awards Committee: Diane Selkirk
  **Proposed Award Categories for review/approval

Motion: The Awards Committee is seeking approval to proceed with the Judged Awards Program, as proposed for the 2023 TMAC National Awards presented in 2024. 

Diane motion
Pierre Seconded
All in favour – carried 

• Communications Committee: Tania Kedikian
  Nothing else to report for PD or comms
   
• Conference Committee: Rod Charles
  Newsletter going out this week.
  Reaching out to each committee chair this week on deadlines and how to move forward
  Meeting with host committee tomorrow on where we are at after that meeting tomorrow
  Made our pre tour and post tour dates 
  Theme is Pearls of (Travel) Wisdom
  Option to have a pre OR a post tour has been confirmed. 
  Up to 100 spots in both. 
  Waiting to confirm specific dates. 
   
• Future Host Committee: Jerry Grymek
  Nothing to update.
  Katie did visit the future host hotel. 

ACTION ITEM: Katie to email Jerry re future host hotel visit

• Governance Committee: Wendy Nordvik-Carr
  **Strategic Plan Feedback

MOTION:
That the DRAFT Strategic Plan be adopted ‘in principle' as presented.

• Wendy/Seconded: Mark 
  All in favour 

Agreed: Secretary will facilitate this call- Action item Katie will set up this meeting as well as attend
Recommend that the Executive Committee meet with the Governance Committee Chair to review and complete the ACTION PLAN details (committee responsibility/timelines) before our November Board Meeting. The Action Plan would then be distributed in the November Board meeting Package with intention to bring forth, review and approve the ACTION PLAN timeline, and Strategic Plan at the November 15th Board Meeting.

Committee Chairs will review the ACTION plan and offer any thoughts to Wendy ahead of the Executive Meeting.

ACTION Committee Chairs will review the ACTION plan and offer any thoughts to Wendy ahead of the Executive Meeting.

MOTION:
SLOGAN Review: 
Review the tagline
The two suggested taglines are not appropriate (they are taken)
Diane: We need to change them

< Jerry Taking over as chair – Paul had to step out >

Wendy: Questions on timeline? None. 

• Human Resources Committee: Paul Knowles  –
  CAO Search Update. Already covered. 
   
• Membership Committee (Media & Industry): Yashy Murphy
  Not much to share. 

MOTION: 

That the Co-Creator Secondary Membership be changed to include eligibility to make submissions to the annual TMAC Awards Program under their name. As Co-Creator members (Primary and secondary), they will be restricted to the maximum submission limitations, etc., as applicable to any single media member. 

Yashy/Seconder: Diane
All in favour.

Sponsors: Wine sponsor? Beer sponsor? Breweries a more cost-effective option. 

• National PD Committee: Tania Kedikian
  No updates
   
• Sponsorship Committee: Jerry Grymek
  Mark and Jerry emailing passed sponsors and members 
  3 golds sold – $17,000 

Motion to receive reports

Wendy/ Seconder Jerry
All in favour

 

7.0 Chapter Reports/Updates <View Reports>

• BC & Yukon  – There is a little $$ (no spring PD) – could we hold it in a GIC? It's not part of “our” account. We don't currently have a financial policy around funds being held by chapters. 
  Sitting on $7,000.
  Pierre: Recommend to leave it in the bank.

  Wendy: Plan is to do a few PD sessions before Christmas and a spring event in 2024. May be able to open that nationally. 
  Chapters get funding for the year. 
   

• Prairies & NWT
  PD in 2024 – Noelle
  Planning AGM in 2023.
   
• Ontario 
• Atlantic

Motion Jerry/ Mark seconded
All in favour

8.0  CAO Report – DH  <View Report>
Everything in the report. No questions. 

Motion Wendy/Seconded Pierre
All in favour

9.0 New Business 
No new business to address. 

10.0 Board In-Camera: HR 
< Donna left meeting >

11.0  Next Meeting – PK
November 15 at 12 PM Eastern

12.0 Meeting Adjournment – PK
Dianne/Paul

Minutes prepare by K. Conklin