TMAC Board Present: Dale Dunlop (president), Tracy Ford, Jerry Grymek, Paul Knowles, Yashy Murphy, Marc Smith, Guy Thé©riault
Regrets: Suzie Loiselle, Monica MacNeil
ED: Elizabeth Kerr
Call to order: Dale Dunlop
Approval of agenda – DD declared approval;
Minutes: Board meeting Aug. 21 – acceptance moved JG, seconded MS, carried.
Question: EK – should some items be redacted before public posting? DD – yes, such items should be noted as confidential where they involve matters that are proprietary.
Financial report – EK – this is a draft; still some details to be confirmed.
MS: re. conference expenses – where is subsidy for media listed in financial reports?
EK – reported that the final figures still have to be adjusted.
EK: Presented a five-year comparison of conference costs (attached). The figures does not include awards or travel grants. Significant differences were noted, year to year, in costs for Food & Beverage, and Audio-visual expenses. Sault Ste. Marie costs were incredibly reasonable. DD asked if these were final figures on SSM? EK said they are accurate within 2%. EK added we benefited because breakfast was included in the room rate.
MS: noted that these are expenses incurred by TMAC, not the cost to host. EK will provide that complete information.
Membership stats: EK reported little change since August figures. Next month, EK will have year to year comparison. As of September 18, we are nearly equal to last year. Recruitment efforts have offset attrition (attrition is about 15-20% per year).
DD: noted that we will discuss recruitment targets and strategies at the Strategic Planning session in Toronto in October.
EK: Is working on membership requalification, editorial directory, membership handbook, membership outreach, outreach outside the TMAC family. Also following up with prospective members who have not followed up.
Organizational structure: EK reported that we still need to recruit volunteers for various TMAC committees.
DD: Suggested that the “Nomination committee” should be eliminated, since this is a function of the entire board. It was agreed that we will combine nominations with governance.
EK: Reported that we need leaders for volunteer committee and member benefits.
MS: Suggests holding a focus group for media who are not members, asking what would attract them to TMAC membership. Will follow up with EK.
Committee updates:
Communications – EK – working with MM to help build calendar. Have developed means for members to post events (with such posting to be approved by EK)
Finance – EK meeting with Darcy Rhyno next week to start 2020 budget; DR will join October meeting.
Industry – A committee meeting is planned for the first week of October.
Social Media – YM reported that the committee is planning a conference call; committee plans to expand our social media effectiveness beyond Facebook.
MS – some members don’t fully understand the guidelines laid out for posting. He asked board members to help guide members who are posting incorrectly.
DD: reminded the group that we are, in fact, getting more material from TMAC members on line, so the new concept has been a success in spite of glitches.
MS: reported on his most recent Facebook Live – there were tech difficulties, but proceeded. Explained FB, including Thursday thread. That is the source of info for other public-facing platforms. Had about 12 on line. Has been viewed after the fact, as well.
DD: expressed appreciation to MS and YM for their efforts.
National PD: MS reported on plans for professional development.
Media Membership – YM reported that the group will meet in October.
Conference – GT – thanked EK for survey results. The Sault Ste. Marie conference was a success. Items that need correction will be addressed. Will be conference calling with SL, EK prior to Toronto session.
Awards – TF – has reached out to committee; all want to return; conference call planned for Oct. 2; update at strategic planning session. Wants to include one more industry member. EK suggested that the committee recruit someone who has sponsored an award.
Sponsorship – JG – said we must start pushing now for sponsorships. TF – wants to sit on sponsorship committee. EK – will make sponsorship package available to board members.
Future Host – JG – committee met this week; recruiting at least one more member; first goal, to find 2021 and 2022 hosts. For 2021 and 2022, working with potential future hosts.
Strategic Planning meetings – DD reported that there are 15 items on agenda. Asked everyone to come with ideas, prepared for sessions. GT will send out suggestions for topics to be discussed at meals, breaks.
Press Trip Waiver Forms: EK has found some of the previous documents, prepared by DD, which have been circulated. DD said there is nothing to be added to previous opinions.
Next meeting: Strategic Planning Session, October 8-10, Chelsea Hotel, Toronto
Adjournment: DD declared the meeting adjourned.