June 2017 Minutes

SAWE Canada Chapter

Executive Meeting Minutes – Monthly Teleconference

Wednesday June 14, 2017

12:15pm – 1:00pm ET

Attendees:

Agenda:

Welcome to new board
Close-out of conference activities (invoices to be paid, photographs and write-ups for the fall journal)
Website invoice to be paid
Membership issues/status
Plan for the coming year
Update on Status of Canada Chapter (Non – Conference) Accounts

Welcome to new board:

Close-out of conference activities (invoices to be paid, photographs and write-ups for the fall journal)

Invoices for Conference

Photos

Rob and Nicolas have posted photos, Whidy downloaded and they aren’t of good quality because they are PDF index only
The photos are grouped into the events / sessions
Some pics still missing, Rob and Nico are still collecting and haven’t yet uploaded in some cases
File system is their working copy, so it’s open and can be edited (photos rename or deleted), so access to the photos should be limited
Still also doing “forensics” to capture who everyone was at each event

Write-ups

SAWE international has asked for all contributions for the Fall Journal to be submitted by mid June.
ACTION: Whidy to assign names / key contacts to ensure that all contributions are completed by end of June. Individual actions for Special Events and Training are listed in SAWE Canada Board action log

Website invoice

Discussion ensued about the increase of price on the 3-year fixed term with the current website host.
DECISION: Go ahead and pay for the 3 years, using revenues from Regional Conference to offset the increase and find a better solution as of June 2020.
ACTION: April to pay invoice for current website host.
ACTION: Whidy to speak with Andy Brooks regarding what could be done through SAWE International, but there’s quite a few restrictions that would need to be resolved.

Membership Status

SAWE Canada has been subsidizing the USD-CAD difference to improve membership numbers
Regional conference revenues will help the chapter to continue this in the coming years, but we must come up with additional ways to maintain our current membership numbers and, more importantly, to increase the membership
Robert and Whidy discussed how exciting and important the student participation of the 2017 international conference was for SAWE Canada and International.
DECISION: Add photos and feedback from Students and Vendors on the Canada SAWE Chapter website to highlight positive participation and impact they had with the 2017 International Conference in Montreal.
Continue the momentum with the student participation by continuing engaging with the students, build with others spread the word about the benefits over the next 3 years before their graduation.

Plan for the coming year

Wrap up all actions required for the International Conference and the
Continue engagement with students and vendors from the 2017 International Conference
DECISION: Use the Bombardier Aerospace WEBEX for future meetings for easier connectivity for the Bombardier SAWE board members
Plans for coming year will be further discussed at July Board meeting.

Status of Canada Chapter (Non – Conference) Accounts

April discussed that we have a healthy account relative to this time last year
This is particularly thanks to revenues from the Regional Conference back in November 2016 (conference dues, vendors and sponsors).

Next meeting on July 12, 2017 at 12:15pm ET.

ACTIONS:

Action ID	Mtg Date	Action Description	Action Owner	Need Date	ECD	Status	Comments
2017-001	14-Jun-17	Pay SAWE Canada website host	April	14-Jun-17	14-Jun-17	CLOSED	Paid by A. Tang (June 14, 2017, due June 2, 2020, but Board will try to find less expensive alternate before then)
2017-002	14-Jun-17	Get details from Andy Brooks for what SAWE Canada could do for their website through the International	Whidy	31-Dec-17	TBD	OPEN	Could we possibly move our website to be an integrated part of the international website? What sort of restrictions / limitations would we have, and what sort of features would we need to sacrifice? Would it be worth it to save money?
2017-003	14-Jun-17	Find new website host / website solution for saving money	BOARD	31-Dec-19	TBD	OPEN	Decide on less expensive alternative by June 2020
2017-004	14-Jun-17	Assign names for each conference write-up outstanding for the Fall 2017 journal	Whidy	15-Jun-17	TBD	OPEN
2017-005	14-Jun-17	International Conference social events write-ups for the Fall 2017 journal	Whidy	30-Jun-17	TBD	OPEN	Whidy – Wine Tour, Modavie Chris Kiskunas – Aviation Museum, Motorcoach Tour Tony / Whidy – Lachine Rapids
2017-006	14-Jun-17	International Conference training write-ups for the Fall 2017 journal	Rod	30-Jun-17	TBD	OPEN	To coordinate with Paul Kennedy