TMAC Ontario

2009: May 26, 2009 - TMAC Ontario Board Meeting
M&M: Venue: Hart House, U of T; Sponsor:

Business Items:

1. Minutes from previous board meeting were amended by Kattrin, approved by board members.

2. National Board report (via Marty): Marty stated that Mike would like to make the following recommendation to the national board:

   • Be it resolved that in chapters with co-chairs, if one is unable to attend a national board meeting, the other co-chair will be allowed to take their place.

   • BIRT in chapters without co-chairs, if the chair is unavailable to attend a national board meeting, the VP will be allowed to take his or her place. Mike made this recommendation because the national board did not allow Marty to replace Mike at the last national meeting which Mike could not attend.

3. Finance: Dan reported that the finances are healthy (current balance: $7,256.08). Monthly statements are now being sent directly to Dan.

4. M & M: Jantine distributed a list of upcoming M&Ms for the next year. She also recommended we keep track of how many members RSVP’d and how many actually attended. This number would help the hosts plan for the event. Marty raised the issue about what is expected of the hosts of M&Ms. He suggested there be criteria, such as amount and type of food served, explained to each host of M&M that way expectations are consistent at each event.

5. New Members: Kattrin said there are no new members since the last meeting, but there are several guests attending the May M&M.

6. PD Sessions: Sherri reported the results of a survey distributed to Ontario TMAC members regarding PD sessions: The Future of Travel Media Considering New Technologies - should be considered for our first PD session. Promoting Websites and Culinary Tourism are possibilities. It was decided that a June PD session about the topic of technology be pursued. A suggested budget for a speaker was set at $500 to $1000 depending on the profile of the speaker. Also, the September M&M will go ahead as planned: in Niagara with a PD session and tour included.

2009: April 28, 2009 - TMAC Ontario Board Meeting
M&M: Venue: Old Mill & Spa; Sponsor: Huron Tourism Association

Business Items:

1. Previous minutes passed.

2. National Board report (Mike): There was no national board meeting as they didn't attain a quorum.

3. Finances: Dan reported that the finances are healthy (current balance: $7,367.98)

4. M & M and PD: September 15 was chosen for a Munch and Mingle to be held outside the GTA. The current plan is for an event which will start at noon with a PD Day, followed by a tour of a vineyard and the usual M & M at 5 p.m. The topic for the PD event will be two-fold with a topic for media and a separate one for industry members running concurrently. Sherri will organize this with Liz. An option to stay overnight could be arranged for media members with a tour with our partners in the Niagara area to be arranged. Lyn Ogryzlo has agreed to help organize this with Liz, Sherry and Jantine. Ontario Tourism will assist the travel expenses for media members.

5. New Business: A vampire rule? Members who are assignment editors should not be solicited during M & Ms.

6. New Members: Kattrin and Sherri will develop a letter to be sent to potential new members on behalf of TMAC. Sherri will approach industry members for a list of potential media members.

2009: March 31, 2009 - TMAC Ontario Board Meeting
M&M: Venue: St. Lawrence Hall; Sponsor: Grand River Country Marketing Alliance

Business Items

1. Minutes from AGM approved by Jantine, seconded, Dan. Carried.

2. Update on Wales Conference (Mike): Wales is trying to provide additional assistance to both media and industry in attending next year’s conference.

3. Committee Reports:

   • Finance (Dan): TMAC National gives each Chapter $500 for up to 20 members to $2,000 for 80 plus members annually which is paid in June. We have a stable situation in our current budget/account.

   • Munch and Mingle (Jantine) in April will be at the OLD MILL & SPA . Change M&M in 2010 to February instead of March because of the AGM in Wales in March.

   • Archives (Ron): Cataloging archives, will give further update next meeting

   • New member recruitment (Kattrin): Pass on any names you may have to Kattrin. Look at the ratio of media to industry attending M&M over the past 4 months.

   • Marty/Mike: looking into possibly having a M&M outside of the GTA area for
     September 2009 as well as a professional development seminar.

2009: January 20 - TMAC Ontario Board Meeting

Business Items

• AGM for 2010 venue will be determined at the conference. The 2011 conference is to be determined between Ottawa, Quebec and Peterborough.

• Motion passed for chapter chairs to be present during the count of any secret ballot during the course of the Annual General Meeting.

• Finances: Dan reported that the finances are healthy (current balance: $5759.53) and that signing privileges on the account have been transferred to Mike and Marty.

• Archives: Ron Brown reported that he is still awaiting material from Susan Scott. He questioned whether most of the material in his position should not be part of a national TMAC archive as it pertains to national rather than Ontario chapter.

• PD Days: A PD day examining the issues for publications during these tough times will include ways in which freelancers and industry might make the most of the current situation and how can we help one another. Where is industry headed and what are the silver linings? The question of copyright could be covered during this session. Liz and Mark will organize a PD session with an hour for each topic, to run in April.

• M & M’s: Jantine handed out the schedule as well as a guide to hosting with changes: The invitation of a particular guest is allowed once in a year only and the guest should be a potential member. There will no longer be a charge for guests

• Invitation to past and potential members: Liz will contact Costa Rica Tourism who is hosting the May M & M to see if this is acceptable to them.

• Honouring Past Presidents: It was decided that the June meeting, hosted by Ontario Tourism, might be a good time to do this.

• London Tourism Award: Marty announced that London Tourism will institute an award for articles about London, Ontario, to be handed out every two years. First prize will be $2000; 2nd prize: $1500; 3rd prize: $1000. The first will include articles published between now and August 31, 2010. This award will be independent of TMAC.

• Thank you cards: Gary has created a series of beautiful thank you cards incorporating his own photos which can be used as thank you cards.

2009: December 17, 2008 - TMAC Ontario Board Meeting

Business Items

• AGM/Conference update: at present, 94 media, 112 industry registered.
   

• Awards: Articles: 337 entries; photos: 67 entries; total: 404 entries.
   

• Board nominations: there are 6; more can be nominated from floor.
   

• There will be recognition of past national presidents and founders during the conference in Richmond. Special pins will be presented for their contributions and a sum of money donated on their behalf to a charity.
   

• Listserv Issues: The rules for the Listserv are being revised by Helena Katz and these will ultimately be posted. Ron Brown suggested that he could provide some assistance by sending her a copy of the Writer’s Union’s guidelines.
   

• Credit Cards: In future, members will be able to pay for their membership using credit cards.
   

• A lawyer has been consulted (cost $1500 thus far) in order to clarify concerns raised by Dave Hunter during the past months. The lawyer from Weir/Foulds advises that TMAC is acting properly within its mandate and that By-laws are in order and further that membership qualifications are a responsibility of the Board without need to be ratified at an AGM. Further, the By-laws will need to be changed at the AGM to permit the off-shore AGM in 2010 to proceed. Deleting “in Canada” will make it legal. This will be voted on at the AGM.
   

• Motion passed: Be it resolved that the chapter chairs be present during the count of any secret ballot during the course of the Annual General Meeting.
   

• Archives: Ron Brown reported that material has been forthcoming from Nancy Wigston and Laddie Dennis, Susan Scott and Doug Hunter. He is trying to collate the material and determine how best to deal with it. He will obtain a list of past presidents for future recognition.
   

• Expanding membership: Sherri and May will work with Kattrin who had volunteered to see what could be done to bring new members into the organization. One suggestion is an evening during which past members who have fallen by the wayside would be invited back and current members would be encouraged to bring potential new members.
   

• PD: Sherri suggested that a PD day examining the issues for publications during these tough times might make a good PD session. To make it more appealing, we could expand it to include ways in which freelancers and industry might make the most of the current situation and how can we help one another. Where is industry headed and what are the silver linings? We hope to do this in the spring. The question of how often we should have PD sessions was raised. At least a couple each year was felt to be essential.
   

• Currently Ontario enjoys 55% of the Canadian membership but one equal vote with the other three chapters at 8%, 2% and 18.6%.

NEWSLETTER CLIPS

2008 Nov. from the TMAC newsletter -- CHAPTER NEWS & NOTES

ONTARIO - At the first meeting of its newly elected board, Ontario chapter directors agreed on a new governance initiative, electing Mike Keenan (media) and Marty Rice (industry) to co-chair the chapter. Ontario comprises 52 per cent of TMAC membership, by far the largest of Canada's four chapters. This arrangement acknowledges the importance of industry's collegiality and expertise and allows for better synergy with media.

Meanwhile, two October munch & mingles attracted well over 50 TMAC participants at each. The first, hosted by Joy Sim of Chatham-Kent Tourism (www.soto.on.ca/Chatham-Kent) at Toronto's historic Elgin Theatre, highlighted the community's vital historical, cultural and recreational attributes. The second, Oct. 28, was hosted by Jantine Van Kregten & Ottawa Tourism (www.ottawatourism.ca) in Yorkville's trendy Manyata Courtyard Café and focused on Ottawa's extraordinary cuisine and popular chefs, along with a Karsh-like portrait of participants by our own past chapter chair, Gary Crallé.

Please note that all business items, including the election of officers, are outlined in the board business section on the TMAC website at www.travelmedia.ca. See you all in Richmond!

2008: October 28 - TMAC Ontario Board Meeting

Business Items

• The TMAC National Board will accept only one of our co-chairs as Ontario Chapter’s rep. Mike Keenan will represent the Ontario Chapter in year one, and Marty Rice will represent the chapter in year two.

• Reminder to attend the AGM conference in Richmond and also that subsidy will be available.

• Decision to not further employ Quick Tips at M&M’s but to look for PD elsewhere.

• We will look into a membership recruitment party for January 2009.

• Archives – Ron is looking into a home for TMAC archival material.

• Reminder to members please be courteous at M&M’s.

• Thanks to Jantine & Ottawa Tourism for hosting a great M&M.

• Members encouraged to contact either Mike & Marty regarding issues.

• Motion sent to National Board: “The Ontario Chapter asks that the National Board place a moratorium on the re-qualification points system as it applies to book authors, writers for quarterly (or less) print publications and speciality interest writers, pending further consultation with the TMAC membership.”

2008: October 1 - TMAC Ontario Board Meeting

Business Items

• Implementation of a new system of co-chairs – one from industry (Marty Rice) and one from media (Mike Keenan) With members traveling as much as they do, it was felt that this would ensure a chair at every meeting and create synergy, the two consulting regularly and rotating the position to draw on the expertise of each.

• Other elected executive: Treasurer: Dan Young; Secretary: Liz Campbell with assistance from Sherri Telenko; Professional Development: Mark Stevens/Liz Campbell; Munch & Mingle: Jantine Van Kregten; New Member Recruitment: Kattrin Sieber; Archives: Ron Brown; Registration: May Givens

• Munch & Mingles: Hosts are informed that they must find a venue which will accommodate 70 guests. Some hosts prefer TMAC members only. We will suggest future invitations read, “Potential new members are welcome. Also, please respond before date to be filled in. A comment box will be conspicuous at future M&Ms so people can pop suggestions into it.

• Past Presidents of the Ontario Chapter will be honoured at the next Annual General Meeting.

• Thanks to Joy Sims and Chatham-Kent Tourism for hosting a wonderful meeting.

2008 May 27 TMAC ONTARIO BOARD MEETING
NEW BUSINESS

• TMAC Ontario website: This is up and running smoothly with fairly regular updates from board meetings, M&Ms and PD sessions now included.

• Gift items:  For the rare occasions on which we need to provide a gift for a speaker, etc. it was suggested by Nancy Wigston that we consider a donation to a worthy cause for journalists in the speaker’s name. This will be recommended to the new board.

• M&M Guest Fees: The current $10 fee is under review.

• Industry Badges: In progress, with several industry members having already sent in their requests.

• Archives: Maintenance of archival materials will be discussed with the National Board.

• PD Session: The last PD session on new technology, led by Chris Todd, Apple Canada, was rated a successful venture into lesser known areas of cyberspace.

• Budget: The Ontario chapter is operating within budget.

• QuickTips: Organized by Mark Stevens. Response to the program has been positive. Mark has several new sessions in the wings. 

• Elections: results will be announced in June.

• Past chairs/presidents: It was proposed that the current and incoming boards host a September reception for past chapter presidents. 

2008 Feb. 16 TMAC ONTARIO GENERAL CHAPTER MEETING, HALIFAX
With the annual chapter meeting being our largest get together, and in light of the importance of topics raised, the full minutes from the Ontario Chapter Meeting at the Westin Nova Scotian, in Halifax are presented here.

Re. Munch & Mingles

It was agreed that there are two components – education and networking. Members will not be turned away from attending M&Ms (this only happened once as a result of a misunderstanding), however, it will be incumbent on those who wish to attend to RSVP in good time.

QuickTips: It was generally agreed that these were useful and several people liked the insights they provided. Regarding the time these take (10 minutes), Marty Rice commented that this is a partnership between TMAC and sponsors so there has to be time for TMAC info to have the floor.

Gary Crallé commented that this is a symbiotic partnership and it was felt by the board that it would be valuable to have a little educational component between networking and presentation.

Judy Eberspacher agreed that having some “meat” to the meetings would encourage people to come.

Sherri Telenko added that the value of Munch & Mingles is the networking part, so the agenda shouldn’t be TOO structured.

Isobel Warren praised the “experiential” meetings where members took part in an activity.

Laura Byrne Paquette: Could M&Ms be on a day other than Tuesday to make it easier for out-of-towners to make it? Gary Crallé pointed out that a standard time each month made it easier for attendees to plan for it.

Re. PD Events

Suggestions about interesting topics included cloud technology, Skype, etc.
Conflicting dates were mentioned, eg. Canada Media Marketplace is on April 6-9; attempts should be made to avoid conflicts where possible.
A wine tasting seminar was suggested by Alex Eberspacher and received general enthusiasm.


Re. TMAC Annual Meeting Outside Canada

Many concerns were expressed about holding a TMAC annual general meeting outside Canada. Helen Lovekin pointed out that this would inevitably cost more since industry can’t be expected to cover media subsidies.

The example of SATW was brought up, but industry members indicated that this is a much larger group and includes US media so it is worth their while to attend such a gathering. TMAC actually costs industry more than SATW to attend.

Ann Wallace pointed out that many members might not be able to afford to attend. Board members expenses would be covered and they might prove to be a small contingent.

On the plus side, Sherri Telenko pointed out that such a meeting might actually attract new members and even new industry to the organization. She said, “I think you need to try something once. It may grow the organization.

Jantine van Kregten suggested we try it as a trial rather than setting policy about rotation,

Lili Nasseri suggested that we might find a cheaper venue with better weather.

Judy Eberspacher asked whether we could have a conference if industry members didn’t support the event.

Helen Lovekin added: As a founding member of TMAC and someone who has never said ‘no’ to TMAC, I can’t support this. They can go ahead but it’s a shame to leave people behind.

It was decided that as there are very serious concerns and we have made great progress in liaisons between media and industry, we should not jeopardize these, we should let the national board know we are not in favour of this decision. Further, it was suggested that if this has moved ahead beyond the point where it could be rescheduled, that perhaps it could be treated as a trial.

Ann Wallace added that if it does go ahead, could it be made public well enough in advance so people aren’t left wondering if they can do it.

Gary Crallé said he would address the concerns about foreign conferences to the national board, and report back to the chapter membership.

Motion to adjourn:
Moved Alex Eberspacher
Seconded: Pat Brennan

Submitted by Liz Campbell

BOARD MEETINGS

2007 Nov.  NO BOARD MEETING

2007 Oct. 30 TMAC ONTARIO BOARD MEETING
OLD BUSINESS
* regular member reports
* proposal to gather past archives for electronic access
* proposal to conduct informal surveys as a helpful guide to TMAC’s future
* organization of first PD session is complete

NEW BUSINESS
* briefing on Annual Board Summit meetings
* continued QuickTips analysis

2007 Sept. 25 TMAC ONTARIO BOARD MEETING
OLD BUSINESS
* regular member reports, confirmation of M&M format & duties

NEW BUSINESS
* two upcoming PD sessions chosen
* begin using chapter M&M Thank You cards
* Buddy System backup OK’d among board members
* M&M educational QuickTips introduced for trial period
* Comments Box to be placed at M&M reception desk

DETAILS FROM PAST BOARD MEETINGS
ROBERT’S RULES
Meetings will continue to be run according to Robert’s Rules as per the founding principles of TMAC. Robert’s Rules is a compendium of universally accepted parliamentary procedures. The purpose is simply to operate by a standardized set of rules.

Industry member Diana Conconi, Senior VP & Partner, Marketing Communications with Fleishmann-Hillard Canada has kindly accepted the board’s invitation to act as Parliamentarian.

Barbara Kingston championed the idea of a chapter parliamentarian after a conversation with media member Lucy Izon. In the same way, all chapter members are encouraged to put forward any new ideas which they feel might prove useful.

MORE WEBSITE INFO
For increased transparency and realtime updates for Ontario chapter members, a brief synopsis of TMAC Ontario Board meetings will in future be posted on the Ontario section of the TMAC website.

M&M GUEST POLICY
In fairness to our hosts, we’ve requested that guests be limited to potential members, with the guest fee raised from $5 to $10, refundable towards membership.

THANK YOU CARDS
TMAC Ontario will be creating its own ‘Thank You’ cards decorated with unique images of the province.  

NEWSLETTER CLIPS

2008 Feb. from the TMAC newsletter -- CHAPTER NEWS & NOTES

ONTARIO - Our Jan. 14 PD session at the downtown Toronto Hilton Hotel was a success by several measures. Flawlessly organized and diligently emceed by board members Barbara Kingstone and Mark Stevens, the topic, "From Both Sides Now: the Good, the Bad & the Ugly of Press Trips" (whew!), provided much information from an experienced panel of media and industry reps about the realities of our current milieu. The classy venue, complete with excellent refreshments provided by the downtown Toronto Hilton Hotel, was arranged by Hilton's very capable director of PR for Canada, Barbara McCully, who  - unfortunately for us - has since taken a new position with Sobey's food markets. For those who couldn't make the PD session, it will be on the TMAC website shortly under the Ontario chapter section.

M&Ms - Due to space limitations and the usual application of Murphy's Law, some of the key points regarding M&M attendance and venue space never made it into the last newsletter, so here they are again:

Protocol for Ontario chapter M&M attendance, stipulating every chapter member's right to attend, was set by the previous chapter executive under Toby Saltzman and Kate Pocock. This policy has not changed, although in light of larger numbers we're adding some considerations to help our hosts even more. 

With respect to our regular monthly events, TMAC Ontario chapter policy is to encourage as many participants as possible to attend the munch & mingles. Unfortunately, an expanding membership roster temporarily overloaded our circuits for the Ottawa region M&M, with some members not being able to attend due to space limitations. 

To guard against a recurrence, the board has set an increase in the size of venue as a requirement for future M&Ms. Details will be posted on the TMAC website as an addendum to the current protocol. A secondary PREP list is also being drawn up to assist sponsors planning an M&M. 

The overall challenge is to achieve a balance between a sponsor's abilities and membership expectations. In fairness to sponsors who need to know how many will attend, what venue to book, plus set a budget for extras such as refreshments, we want to emphasize the need for attendees to RSVP BY A SET DATE so that accurate arrangements can be made. 

Only after this date, past which sponsors may not be able to change a booking, do we feel it is fair to close the attendance list. This gives sponsors the ability to match both space and activities with the number of participants. But it will also require more advance planning on everyone's part. 

Although we always try to be flexible at the door, out of consideration to our host there is no guarantee that last-minute arrivals will get in without having RSVPed. This retains the opportunity to utilize smaller, unique spaces for venues and also facilitates budgeting. In this regard, the chapter board is happy to work with sponsors to control expenses. Our aim remains: inclusion for all, big or small. 

JAN. 29 M&M - Eight enthusiastic representatives from Stratford and surrounding communities hosted this month's M&M at the Cowbell Restaurant (voted #1 on Now's list of Toronto's best new restaurants) deep in the heart of Parkdale. Former Stratford residents and current Cowbell owners Mark Cutrara and Karin Culliton churned out endless scrumptious, inventive hors d'oeuvres to a full house - echoing the quality for which the Stratford region is known. Our hosts were:

For our QuickTips session, writer/editor Kate Pocock presented a golden list of 10 ‘must use’ websites. Thanks for your generous sharing, Kate. And here they are…

‘Ten Web Sites I Can’t Live Without’ © January 2008 Kate Pocock

Google.com

Hit the “More” list to register with Google Alerts. They will alert you if your name comes up somewhere – as in your story being posted on someone’s blog! Or Alerts will let you know if someone has linked to one of your stories from their site. Use Google Images to actually see something you’re researching or reading about. A recent search for a fikka table (what the Swedes use for coffee breaks) brought up hundreds of photos.

http://www3.telus.net/linguistics issues/BritishCanadianAmerican.htm

Print out Karen Bond’s list of the differences between Canadian and American spellings and keep it handy.

www.Ask.com

This site used to be AskJeeves.com (but it seems younger audiences don’t relate to a butler) and the butler knew the answer to everything. The ask.com site doesn’t seem to be as fussy but if you have a very specific question such as “What are the rules of etiquette during a Japanese tea ceremony?” you’ll get a listing of many other sites to check.  

www.XE.com

“The World’s Favorite Currency Site.” Get an up-to-date currency conversion for the Canadian or American dollar (or any other currency) against any currency in the world. For obscure monies, just hit the “More Currencies Available.” Sometimes as the site refreshes, you’ll make a bit of money between checks. I like it because it converts both ways. 

www.dpreview.com

Thinking about getting a digital camera or upgrading your digital equipment? This site offers thorough reviews and comparisons for most makes. My new digital camera had a 28-page review and included photos, diagrams and explanations. The site also offers discussion forums under specific topics such as “Nikon SLR Lens Talk.” 

www.flightstats.com

Want to track a particular flight across the ocean so that you know when to head for the airport? Or do you want stats on how often a particular flight is late in taking off before you book? If a gate changes, or there’s a delay with a flight, or if a plane has finally left the runway, this site will tell you. And you can follow a plane as it flies back to Canada. It’s a fun site with stats and visuals. 

www.freelancesuccess.com

For New Markets: if you’re looking for new American markets (or even info on ones you already know), this weekly subscription newsletter ($89 US per year) sends info each Thursday into your Inbox giving relevant details such as Rights, Pay, what an editor is looking for from freelancers, how to send it, etc. This week, for example, the email featured pet markets like The Bark and Fido Friendly. FLX also offers a Pay Check Database, sample Query Letters, a Free Sample Issue, writer forums and more. 

www.asja.org

For Contracts: ASJA (American Society of Journalists and Authors) has a Contracts Watch committee that will send out quarterly reports to anyone who signs up on what’s new, how to modify an indemnity clause, the difference between exclusive and non-exclusive, etc. On the Home Page, click onto “Free Resources” in the nav bar under “For Writers.” Then click the Contracts Watch link under “Contracts Watch.” All the archived contracts watch newsletters are posted. 

www.lii.org

For Research: The lii stands for Librarians’ Internet Index. This is a web site database with over 20,000 entries, maintained by librarians, organized into 14 main topics and nearly 300 related sub topics. Travel comes under Recreation but has many sub topics such as Medical Tourism, Hot Springs, Outdoor Recreation and Cruises. Punch in something like “Roller Coasters” and you’ll get a database site for thousands of coasters, a history of roller coasters, roller coaster designers, the physics of roller coasters, amusement parks with fabulous coasters and more. 

www.poynter.org

For Inspiration: The Poynter Institute, in St. Petersburg, Florida, is a school for journalists, future journalists and teachers of journalism. Many writing coaches also teach here, and there is a wealth of information on their site, including words of wisdom from the pros. Just one example from writing coach and musician Roy Peter Clark: “Put odd and interesting things next to each other: Remember that the Vampire Slayer’s name is Buffy, not Conan.”  

** Note: This list of favourite websites is a personal compilation for TMAC QuickTips only, and is not available for distribution or reproduction without written permission by Kate Pocock. 

M&M QUICKTIPS - After some testing of the waters, we're pleased to continue with five-to-10-minute QuickTips as part of TMAC housekeeping, whenever opportune at M&Ms. Whether educational, informative, irreverent, entertaining or just plain thoughtful, these "bon mots" are meant to provide a refreshing amuse bouche between the larger portions of hors d'oeuvre networking and host presentations. 

QuickTips are a logical progression of M&M origins, which began as a simple exchange of ideas among members. One thing led to another, and now we have full-blown sponsorship with organized trade presentations. The website-posted M&M protocol for sponsors suggests 20 minutes' allowance for TMAC housekeeping' during the generally accepted two hours of activities. As an educational component, QuickTips should fit into this regimen quite well, without taking time away from our hosts, so it's heartening to see they are proving popular with both media and industry.