CAOAC Meeting Minutes - Mar 18, 2025

CAOAC General Meeting

Date: Tuesday, Mar 18, 2025

Meeting Time: 8h00pm (EDT); Teams

Attendees: Frank Aguirre (President CAOAC, PRAC); Ernest Biktimirov (First Vice President CAOAC, SCAAS); ; Dave Holland (Recording Secretary, CAOAC; PRAC);  Cindy Barrett (Corresponding Secretary, CAOAC; SCAAS);  Ann Marie Towell (2nd vice-president, CAOAC; CAS); Jason Reding (Treasurer, CAOAC;  Windsor Aquarium Society); Sherry Archer (LAS); Curtis Jerrom (CAS); Brittany Watts (BRASS); Nellie VanGils (BRASS); Jim Chalmers (SCAAS); Phil Barrett (SCAAS); Zenin Skomorowski (KWAS); Carla MacDonald (HDAS); Mike Majer (HDAS); Myron Iwanochko (DRAS); Ken Boorman (CKAS); Ryan Schmidt (SAS); Kristina Mikloska (PRAC); Quorum Achieved

Apologies: Michael Beat (Webmaster, CAOAC; PRAC); Nancy Egelton (Past President, CAOAC; TCGG)

Topics: Introductions; Financial Report; Insurance Rebate Draw; Update: Hamilton 75th Birthday-CAOAC Convention; Proposals for a Convention in 2026; CAOAC Volunteer Opportunities: AHAP Programme Co-ordinator and BAP Programme Co-ordinator; Request for Speakers to be featured on the CAOAC website; General Discussion; Adjournment

ITEM 1:   FINANCIAL REPORT

Treasurer Jason Reding confirms that the group insurance has been fully paid, and two additional cheques were issued to cover CAOAC's basic operational expenses. He also mentioned that CAOAC has an operating budget of $1,100 and plans to expand its revenue streams to better support member clubs.

Both Frank Aguirre and Jason Reding are actively collaborating with TD Bank to redirect bank statements from the former Treasurer's address, although this process has proven to be more complex than initially anticipated.

ITEM 2: INSURANCE REBATE DRAW

An insurance rebate draw was held at this meeting for the clubs that participated in the group insurance and who submitted all required forms/payment by Jan 10/25. The eligible aquarium clubs were: Barrie, Durham, Edmonton, Hamilton, Kitchener-Waterloo, London, Ottawa, Peel, Sarnia, Saskatoon, St Catharines, TransCanada Guppy, Windsor, and Winnipeg.  The winning club witnessed by the meeting was Peel Regional Aquarium Club - Congratulations to PRAC.

ITEM 3: HAMILTON 75TH BIRTHDAY BASH - CAOAC CONVENTION

The Hamilton Aquarium Society is currently seeking donations and sponsorships for various initiatives. The Society plans to host a series of draws during the convention banquet and is requesting fish-related items valued between $100-$150 from other CAOAC clubs to be included as prizes.

Additionally, the Hamilton Society invites other clubs to sponsor the individual convention speakers or contribute towards partial sponsorships for speakers. Such donations would be greatly appreciated.

There will also be a Hospitality Suite at the event, and the Hamilton Aquarium Society is exploring the possibility of another club sponsoring the suite and providing essential items such as beverages and snacks. Volunteer assistance in managing the suite would also be highly valued.

Mike Majer, of Hamilton District Aquarium Society, is in charge of managing donations. Direct donations or inquiries to Mike Majer: info@hdas.ca

The Hamilton host club is interested in seeing the banners of other clubs at this Convention. 

* If you have questions or ideas for this Convention please contact Carla MacDonald: president@hdas.ca

HDAS 75TH Birthday- CAOAC Convention Event Schedule: 

• 5th Canadian Biotope Competition & Aquascape Convention

• 4 Keynote Speakers

• Buffet Dinner

• Auction

DATE:  FRIDAY NOVEMBER 14 TO SUNDAY NOVEMBER 16, 2025

VENUE:  Holiday Inn Burlington, South Service Rd, Burlington, ON L7N 3E9, Canada

Hotel Room Reservations & Information

Rates (per night):

King Bed: $160

Two Queen Beds: $160

Additional Charges:

$10 per person (per room) for additional guests.

Taxes: 4% MAT, 13% HST (subject to change).

Booking Process: Rooms available from Thursday to Sunday on a first-come, first-serve basis. Guests are responsible for booking their own accomodations. A booking link will be provided on the event website in April. The event website will be announced soon.

HDAS 75TH Birthday-CAOAC Convention Event Details

Friday, Nov 14:

4:00PM: Check-in & Welcome

7:00PM: Opening of the Convention & Meet the Speakers

8:00PM: Speaker Presentation

Hospitality Suite: Meet and Greet

Saturday, Nov 15:

Speakers: Marcus Nicholls, Dean Baayen, Jacqueline Heijman Bennett-Leaver, Eric Bodrock. 

Morning Speaker Presentation Times:  9:00AM, 10:15AM, 11:30AM

Lunch: 12:30 PM

Afternoon Speaker Presentation Times: 1:30PM, 2:45PM, 4:00PM

5th Canadian Biotope Competition

Aquascape Competition

Vendor Exhibits

6:00PM: Cocktails

7:00PM: Buffet Dinner/Dinner Draw

8:00PM: President's Table Gift Draw, and Other Exciting Draws

8:45PM: Dinner Speaker Presentation

Hospitality Suite: Meet and Greet

Sunday, Nov 16:

10:00AM: AUCTION

Convention Ticket Pricing Options

The convention ticket options will include a full package covering all speakers, events, and the dinner buffet, as well as a la carte pricing options to attend only the speakers or the dinner. The full package price will rise gradually as the event date approaches. If you plan to attend the dinner, events, and speakers, it's beneficial to purchase the full package ticket early. Early bird full package tickets will be available online starting in April. The price for the full package will increase on July 15th and again on September 15th. See details below:

Full Weekend Package Ticket Pricing:

Early Bird Full Package Ticket (April to July 14): $125

Full Package Ticket (July 15 to Sept 14):             $135

Full Package Ticket (Sept 15 to Nov 5):               $150

Ticket Pricing à la Carte:

Speakers Only:         $85

Dinner Buffet Only: $65

Tickets may be purchased by e-transfer on the event website (TBA) in early April.

Additional Convention Information:

Room Fish Sales: Attendees wishing to sell fish from their rooms are welcome to do so.

Dining: The ticket includes only the Saturday dinner. There are nice restaurants in the hotel and  nearby available for other meals during your stay.

All event details and updates will be posted on the event website, with full information available in early April. 

*Executives and representatives at clubs throughout Canada are kindly requested to start promoting the Hamilton 75th Birthday Bash-CAOAC Convention to their members, including the event dates and detailed information. You will be receiving more information about all details of this event from CAOAC as soon as it is available.

ITEM 4: INVITATION TO HOST A CONVENTION IN 2026 

CAOAC is pleased to extend an invitation to clubs interested in hosting the 2026 Convention. While it may seem early to begin talking about 2026, starting the process ahead of time will make the event's organization smoother and more manageable. Conventions can vary in size and scope, with some featuring shows and others not. Additionally, multiple aquarium societies may collaborate to host a convention, allowing them to pool financial resources, manpower, and talent.

Forming a Convention Committee is crucial in all cases. It is often possible to find club members who, while not holding executive positions, can contribute valuable experience to the committee. The CAOAC Executive will play an active role in convention planning and will assist in forming the convention committee, which will include individuals with prior experience in organizing events or those who are committed to helping with the planning.

Carla MacDonald, President of the Hamilton Club, has hosted  at least two such conventions and is currently documenting helpful information for future convention committees. CAOAC offers support by assisting in securing sponsors, recruiting speakers, soliciting donations, promoting the event, sharing insights from past conventions, providing break-even data, and offering new ideas for the event.

It is important to note that, due to its limited resources as a non-profit organization, CAOAC is unable to provide significant financial subsidies for conventions.

Please contact Frank Aguirre with any expressions of interest or questions pertaining to holding a 2026 convention: caoac1@gmail.com

ITEM 5: CAOAC POSITION OPENINGS:

*Aquatic Horticultural Programme (AHAP) Co-ordinator

*Breeder’s Awards Programme (BAP) Co-ordinator

We ask club Executives and CAOAC Representatives to please inform your club members of these two volunteer positions.  Please nominate anyone you feel would suit this position well and meets the qualifications outlined below. 

AHAP Programme Co-ordinator ;

The Canadian Association of Aquarium Clubs (CAOAC) is seeking an Aquatic Horticulture Awards Programme Co-ordinator to enhance and manage its national programme for all its member clubs. 

I.  Responsibilities of  the AHAP Co-ordinator:

*Apply rules and standards of the Aquatic Horticulture Awards Programme

*Support clubs without an AHAP programme

*Maintain records of propagations, forms, and awards

*Judge article submissions and unclassified plants

*Follow up on award requirements and issue certificates

*Review CAOAC plant directory for completeness

*Promote AHAP and assist clubs in creating their own programmes

*Suggest changes to improve the CAOAC AHAP programme

II. AHAP Co-ordinator Qualifications:

1. Must have already completed the intermediate level in your individual club’s Aquatic Horticultural Award Programme or the CAOAC AHAP programme; minimally.

2. Computer literacy to work remotely, create forms and certificates

3. Ability to work well with members of the Executive, key CAOAC members (presidents/representatives) and individual club members across Canada 

4. Must be a member of a CAOAC club and not suspended/banned from any aquarium clubs in Canada

    *Bilingualism will be considered as an asset (English-French)

Candidates are asked to please include a summary of their qualifications/experiences for this position for the Executive to review and forward your contact information, BEFORE MARCH 25, 2025, to Ernest Biktimirov, CAOAC  1st Vice President: caoac1@gmail.com

BAP Programme Co-ordinator:

The Canadian Association of Aquarium Clubs (CAOAC) is seeking a Breeders Awards Programme Co-ordinator to enhance and manage its national programme for all its member clubs.

I. Responsibilities of  the Breeder's Awards Co-ordinator:

*Apply rules and standards of the Breeder’s Awards Programme

*Support clubs without a BAP programme

*Maintain records of spawns, forms, and awards

*Judge article submissions and unclassified fish

*Follow up on award requirements and issue certificates

*Review CAOAC fish directories for completeness

*Promote BAP and assist clubs in creating their own programmes

*Suggest changes to improve the CAOAC BAP programme

*Achieve these goals under the Executive's guidance

II. Breeder's Award Co-ordinator Qualifications:

1. Must have already completed the intermediate level in your individual club’s General Breeder’s Award Programme or the CAOAC GENERAL BAP programme; minimally.

2. Computer literacy to work remotely, create forms and certificates

3. Ability to work well with members of the Executive, key CAOAC members (presidents/representatives) and individual club members across Canada 

4. Must be a member of a CAOAC club and not suspended/banned from any aquarium clubs in Canada

*Bilingualism will be considered as an asset (English-French)

Candidates are asked to please include a summary of their qualifications/experiences for this position for the Executive to review and forward your contact information, BEFORE APRIL 25, 2025, to Ernest Biktimirov, CAOAC  1st Vice President: caoac1@gmail.com

Item 6: REQUEST FOR SPEAKERS TO BE FEATURED ON THE CAOAC WEBSITE 

The Canadian Association of Aquarium Clubs (CAOAC) is updating our national Speakers List on the CAOAC website (https://www.caoac.ca/speakers), a valuable resource for clubs across Canada seeking to engage knowledgeable speakers. We are looking for speaker suggestions from your club. Please feel free to share this invitation with your club members who may also be speakers or have ideas about a speaker that may be interested. There is no charge to be included and this initiative is a wonderful opportunity for those speakers to reach a wider audience as well as to contribute to the growth and enrichment of the aquarium hobby across the country. It also provides speakers with the potential to generate additional income.

The CAOAC Executive invites any interested speakers to apply for inclusion on this national list by providing the following information:

1. A brief statement expressing your interest in being featured on the CAOAC Speakers List.

2. A short biography of 200 words or less. Please indicate if you are able to present in English, French or both languages.

3. A recent photo of yourself to be featured on the CAOAC website.

4. A list of your presentation topics (eg. Farlowellas, Breeding Angelfish). Please highlight any special expertise you have.

5. Your willingness to travel (specify geographic limits) and to deliver presentations in person or online from your city, as some clubs engage virtual speakers. Please include your willingness to do hybrid presentations in person.

6.  Your willingness to also act as an auctioneer. Select clubs encourage the speaker to act as the guest auctioneer for the meeting.                                                              * Note: It is not required to be an auctioneer to be on the CAOAC List of Speakers, but this information is helpful.

7. It would be helpful to have an aquarium club Executive to send along a recommendation supporting your wish to be a speaker with your application. 

Kindly forward the speaker applications to Cindy Barrett: caoac1@gmail.com

ITEM 7: GENERAL DISCUSSION

Hamilton 75th Birthday - Convention:

*Specific convention speaker topics are not confirmed at this point in time. Convention pricing options for families with minors are currently under discussion. Further information will be forthcoming when the event website goes live at the beginning of April and at the next CAOAC General Meeting.

CAOAC promised to update clubs with the most recent data on the Hamilton 75th Birthday Bash-Convention after this meeting as well as the general minutes to accommodate those clubs which had their monthly meetings at the same time as this meeting.

CAOAC Annual General Meeting (AGM): 

In response to a question about whether the CAOAC Annual General Meeting will occur at the Convention, it is most likely not going to coincide with the Convention and occur much before November given the last AGM was September 30, 2024 and more than a calendar year would have elapsed. A General Meeting might take place during the November event, although this has not yet been confirmed. The dates will be announced at a later time.

"CAOAC General Meetings & Scheduling Conflicts:

CAOAC apologises for scheduling this evening’s general meeting on a day that overlaps with some clubs' regular monthly meetings. After careful consideration, the Executive decided to proceed with this date due to three prior postponements. To prevent future conflicts, a master schedule of all club meetings has been created. CAOAC will be holding the next General Meeting in April (date to be announced).

CAOAC assured clubs that they would be provided the latest information on the Hamilton 75th Birthday Bash-Convention following this general meeting, along with the general meeting minutes, to accommodate clubs that held their monthly meetings at the same time and those who had technical difficulty participating.

Teams Platform of CAOAC Meetings:

CAOAC would like to reiterate that we are trialling the Teams platform instead of Zoom to benefit from cost savings. We recognize that there may be initial technical challenges as our Executive and members become familiar with the functionality of Teams. We apologise to any participants who experienced difficulty connecting to this meeting or who encountered audio issues. Please rest assured that we are addressing these concerns to ensure a smoother and more enjoyable experience for the next General Meeting.

CAOAC Table at Aquariama Apr 13:

This year, CAOAC will be offering a variety of items for sale at the Aquariama event on Sunday, April 13, 2025, at 75 Centennial Rd, Ajax (9 AM to 4 PM). Swing by our table to check out what’s on offer — you might just find something you can’t live without! And don’t forget to say hello to Frank and Dave, who are always happy to chat (especially if you bring snacks).

CAOAC at Pet Expo Sept 12-14 (Toronto International Centre): CAOAC will be returning to Pet Expo in September to represent aquarium clubs from across Canada. Now is a great time to start thinking about any promotional materials you'd like displayed at the CAOAC table from your club or if you're interested in volunteering to help at the table, please contact Frank Aguirre at caoac1@gmail.com.

Adjournment

Frank Aguirre adjourned the Executive meeting at 9h40pm EDT.