Executive CAOAC Meeting
Date: Sunday, April 28, 2024
Meeting Time: 7h00pm (EDT); Zoom
Topics: Welcome; PetExpo Update; Treasurer Inquiry about Some Insurance Data; Dealing with Problem Members at the Club Level; Adjournment.
Item 1: Welcome & PetExpo Update
Frank Aguirre, President of CAOAC, recently met with the CEO of PetExpo to discuss CAOAC participation in the upcoming September event. PetExpo has extended an invitation for CAOAC to return and promote its member aquarium clubs from across Canada at an exhibit table.
The Executive believes that this event presents a valuable opportunity to engage with the general public and foster connections within the community. Plans will soon commence to organise the exhibit and recruit volunteers for this year’s participation. It is important to note that CAOAC will not be hosting a scaled-back convention concept at PetExpo as it did in 2023; however, the Trans Canada Guppy Group and Betta Breeders Canada will be in attendance alongside CAOAC in September.
PetExpo will occur on September 14th and 15th of 2024 at the International Center in Mississauga.
Item 2: Treasurer’s Insurance Update
Albert van Montfort, Treasurer of CAOAC, received an additional invoice for the increase of insured members from 884 to 1063. The invoice is for $705.25, the total cost for 2024 is $5039.28, of which CAOAC already paid $4334.04. That works out to $ 4.74 per insured member. The Executive approved the payment of the balance.
Albert also noticed that the meeting location for the St. Catharines and Area Aquarium Society was incorrectly noted in the insurance records. The information was corrected during the meeting to reflect the Stanley Avenue, Niagara Falls location and communicated to insurance.
Item 3: Dealing with Problem Members at Club Events
The Executive recently addressed new concerns raised by two clubs regarding problematic attendees at their events. Recognizing the considerable time CAOAC dedicated this past winter to resolving similar issues for a club, the Executive concluded that it is essential to carefully evaluate our current procedures and tools for managing these matters. As clubs actively strive to grow their memberships, they must also confront the reality of addressing problematic members and CAOAC wishes to help clubs to cope.
In light of this, President Frank Aguirre has requested that all CAOAC Executives review existing policies and brainstorm potential amendments/policies if needed. The aim is also to clarify CAOAC's role and limitations in these challenging situations and to begin developing a comprehensive framework for problem resolution that can be effectively implemented at the individual club level. This important initiative will be a work in progress, and ideas will be discussed at the upcoming Executive meeting on June 10, 2024.
Attendees: Frank Aguirre (President Caoac, PRAC); Ernest Biktimirov (First Vice President Caoac, SCAAS); ; Micheal Beat, (Webmaster, PRAC); Ann Marie Towell (2nd vice-president, Caoac; CAS); Albert van Montfort (CAOAC Treasurer; DRAS); Quorum Achieved
Apologies: Dave Holland (Recording Secretary, Caoac; PRAC); Cindy Barrett (Corresponding Secretary, Caoac; SCAAS)
Adjournment
Frank Aguirre adjourned the Executive meeting at 9h20pm.
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