TMAC National Board Meeting
September 20, 2023

MINUTES

Present: Paul Knowles, Katie Conklin, Jerry Grymek, Pierre Santoni, Diane Selkirk, Yashy Murphy, Wendy Nordvik-Carr, Rod Charles,  Mark Stevens, Tania Kedikian, Jay Kana, Donna Hatt
Regrets: Pat Lee, Noelle Aune, Davindra Ramnarine

1.0 Call to Order – PK
1:03 PM Eastern

Paul welcomed everyone, noting we had many items to review in advance, looking forward to a great discussion.

2.0 Approval of Agenda – PK

MOTION: for approval of the agenda.
Moved/Seconded: PIERRE/WENDY
Passed.

3.0 Approval of Minutes – PK 

• Minutes of July 19, 2023 – <View Here>
  MOTION:
  TMAC National Board accept July 19 Minutes
  Moved/Seconded: WENDY/YASHY
  Passed.
   
• Minutes of May 17, 2023 – <View Here>
  (DEFERRED from previous meeting)
  MOTION:
  TMAC National Board accepted May 17 minutes
  Moved/Seconded: WENDY/KATIE
  Passed.

4.0 Business Arising from the Minutes

4.1 30th Anniversary Ideas
ACTION ITEM: Asking everyone to send their 30th anniversary ideas to send to Paul.
Send them from committees, and Board Members.
Deadline: October 11, 2023
All ideas will be included in the meeting package

5.0 Financial Report – PS
5.1  Account Balance as of Sept 13, 2023
        Cash in accounts:

5.2 Monthly Financial Reports:
Financial Month-End Report for July 2023 <View Here>
Financial Month-End Report for August 2023 <View Here>

MOTION:
TMAC Board accepts financial month-end reports as circulated for July 2023, and August 2023.
Moved/Seconded: PIERRE/WENDY 
Discussion:
-Nothing out of the ordinary.
-In great shape.
– Budget preparation for 2024 will reflect costs of the 2024 conference, with several items anticipated to be more expensive than 2023.
Passed

5.3 2023 Chapter Funds Distribution Update:
With each Chapter having submitted their reports, the Chapter Funds will be distributed to Chapters as follows, based on primary members paid in full prior to July 1st, in keeping with the policy of $25/member.

MOTION:
TMAC National approves Chapter Fund distribution as outlined above.
Moved/Seconded: PIERRE/WENDY 
Passed

Reminder that these funds support the activation and engagement of TMACers within TMAC Chapter programs and member engagement.

6.0 National Committee Reports: <View Reports> 
All committees will present to the Board:
–  Committee proposed 2023-24 deliverables for approval, and
–  30th Anniversary suggestions/ideas

**REMINDER**
Members who have stepped up offering to VOLUNTEER, should be contacted
See list here

• Awards Committee
  Diane Selkirk – Added one new person. Nothing else to add.
   
• Communications Committee:
  Tania Kedikian – Flag that a lot of releases were out, AI, a lot of communications overall. Nothing major to note. 

Diane noted that the BC industry gathering acknowledged the outreach TMAC undertook was appreciated.

QUESTION from Mark: is soliciting eligible on our Facebook Group Page?
No. Should be removed.
Tania will review and bring to the committee.
POST MEETING UPDATE:
The post in question has been removed, and our code of conduct addressing this is shared with the member. All good.

• Conference Committee: Rod Charles
  Theme RECOMMENDATION:
  Theme: Pearls of (Travel) Wisdom
  Tagline: Honouring our Past, Fostering our Future

MOTION:
That the 2024 Conference Theme be adopted as recommended,
Pearls of (Travel) Wisdom: Honouring our Past, Fostering our Future
Moved/Seconded: DIANE/PIERRE
Passed.

Conference Registration Fees RECOMMENDATION

• MOTION:
• That TMAC National approve the 2024 Conference Registration Fees be held at 2023 levels, specifically:
  Media: $200
  Industry single: $1270
  Industry with 2nd delegate: $2000
  Moved/Seconded: ROD/DIANE
  Passed.
   
• TRAVEL GRANT RECOMMENDATION
  MOTION:
  That the 2024 Media Travel Grant eligibility reflect that the applying member need to  have stayed at the Host Hotel for the conference, in addition to the established requirement of meeting the minimum of 18 appointments in the Media Marketplace.
  Moved/Seconded: ROD/WENDY
  Discussion:
  – Pre/Post does not include this
  – Does the co-creator secondary have eligibility for a travel grant? NO, not based on current Co-Creators regulations
  – Min of 18 appointments are standard
  MOTION VOTE:
  9 for 1 opposed (Mark)
  Passed.

• Future Host Committee: Jerry Grymek

Nothing new to report.

• Governance Committee: Wendy Nordvik-Carr

TMAC Strategic Plan TIMELINE:

Sept 15: DRAFT Strategic Plan & Action Plan with TMAC National Board for review:
Sept 20: The Governance Chair presents highlights to the National Board, reviews next steps.
ACTION ITEM: Board to review, offer comments on the Google Documents shared (Summary and entire plan) – Due October 6
DRAFT Strategic Plan
DRAFT Strategic Action Plan* (Executive Summary)
*NOTE: Assignment of responsibility and year to be completed are empty, these will be added in consultation with the Board

Oct 10 – 13:  Governance Committee reviews feedback received by the Board
Oct 18:  Governance Chair to provide a summary of Board feedback/comments with recommendations seeking agreement on the document in principle
Oct 19 – 30:  Strategic Plan Updated based on feedback
Nov 6-10: Final Document Shared with National Board, with Action Plan feedback invited Nov 15: (or alternate dedicated time)
Board Meeting workshop/discussion to complete ACTION PLAN as a Board
Nov 30: Strategic Plan completed
Dec Board Meeting:  Strategic Plan Accepted

• Human Resources Committee: Paul Knowles
  Report enclosed.
   
• Membership Committee (Media & Industry): Yashy Murphy
  2 YEAR MEMBERSHIP OPTION
  ACTION ITEM: Yashy to look into tax implications for members.
  This presents an option to pay for two years upfront.
  Reconciliation of qualifications: option to have two year membership when you re-qualify every two years.

Consider introducing a two year media membership option – this would reduce costs (paperwork/member cards etc). Media members are currently re-qualifying every three years so there is no change to that. We’re recommending that media members be able to pay for a 2 year term instead of having to pay annually. Consideration of a slight fee reduction for those signing up could be a motivator as well.

MOTION:
That TMAC offer a two membership option for media members who are requalifying, and further that the requalification term be two years.
Moved/Seconded: YASHY/ DIANE
Passed

Publishing Member List RECOMMENDATION: 
MOTION: 
That TMAC create and post a membership list viewable to the public on travelmedia.ca. This will be a list only, no contact details, names only.
Moved/Seconded: YASHY/ DIANE
Passed.

• National PD Committee: Tania Kedikian
  Tania highlighted the proposed PD Sessions for the Conference as outlined in the enclosed report, welcoming feedback. These will be reviewed with the Conference Committee.
  NOTE: there are plans for October National PD Session between Oct 18-20.
   
• Sponsorship Committee: Jerry Grymek
  Great package being built, now have the DRAFT and will be ready to share in October. 

MOTION:
That TMAC National Board accepts the Committee Reports as presented.
Moved/Seconded: MARK/JERRY
Passed 

7.0 Chapter Reports/Updates <View Reports>

• BC & Yukon
  Documents needed for Chapter Funds were submitted.
  Plans in progress for activities.
  See report enclosed
   
• Prairies & NWT
  See report enclosed.
   
• Ontario
  Going well, one more regional pop up in October.
  Board met last evening. Anne announced she is stepping down as Treasurer.
   
• Atlantic
  See report enclosed.

MOTION: 
That TMAC National Board accepts the Chapter reports as provided.
Moved/Seconded: MARK/TANIA
Passed.

VOLUNTEERS:
ACTION ITEM:
Please review the list of volunteers, and let Paul/Donna know if you can accommodate them on their committee. Consider adding them to the committee or letting them know if they can be used as volunteers.
Deadline THIS WEEK (Sept 22).

8.0  CAO Report – DH  <View Report>
MOTION:
That TMAC National Board accepts the CAO report as enclosed.
Moved/Seconded:  PIERRE/JERRY
Passed.

9.0 New Business 

9.1 Fall in-person Board Meeting: Proposed Nov 19 & 20 – PK
Pierre offered to be able to bring folks in from TO via VIA Rail.
Fiscally Possible? Yes, would need approval.
ACTION ITEM: DOODLE POLL for availability (Donna has sent)

MOTION:
That the board approve in principle an increase of the budget from $5k to $12k to support the possibility of hosting the November TMAC National Board Meeting.
Moved/Seconded: PIERRE/WENDY 
Passed.

9.2 TMAC National Meet-Up: Nov 20, Ottawa: DH
See above

9.3 Pre Budget Approval – PK/PS
Indigenous Tourism Industry Conference, Feb 26-28, 2024, Ottawa
Registration & Attendance for 2 delegates (PK/DH): $5000 

MOTION:
That TMAC pre-approve for the 2024 budget funds of up to $5,000 to support the President and CAO to attend the International Indigenous Tourism Conference in Ottawa, Feb 26-28, 2024.
Moved/Seconded:  PIERRE/TANIA
Passed.

10.0 Board In-Camera: HR
Jay and Donna left the meeting.

11.0  Next Meeting – PK
October 18 at 12 PM Eastern

12.0 Meeting Adjournment – PK