Executive Meeting Minutes - 2024-12-08

Canadian Association of Aquarium Clubs

Executive Meeting Minutes

December 8, 2025

Zoom; 8pm EST

Attendees

Frank Aguirre (Chairperson), Jason Reding, Ernest Biktimirov, Michael Beat, Dave Holland,

Apologies

Ann Marie Towell, Cindy Barrett

1. Montreal Convention Planning Background and Communications

The meeting commenced with a discussion regarding the proposal for a future convention to

be hosted in Montreal. This item was prioritized in order to provide sufficient time for

consideration of other matters. The Executive reviewed correspondence with the Société

d’Aquariophilie de Montréal (SAM), which had expressed interest in hosting a convention.

In October, SAM submitted a request for financial support and suggested the formation of a

joint convention committee. On November 7, CAOAC issued a letter seeking clarification on

several matters, including: (i) potential legal considerations in Quebec regarding animal

sales, (ii) the level of internal support within the society, (iii) the formation of an organizing

committee, (iv) budget planning, (v) arrangements for a judged fish show, (vi) provision for

bilingual programming, and (vii) other logistical details.

Response from SAM

SAM subsequently responded through its treasurer, reiterating the request for financial

support and inquiring about anticipated convention attendance. The Chair noted that further

follow-up efforts had been initiated to continue the dialogue.

Assessment

The Executive considered the available information and discussed the readiness of SAM to

host the convention. It was noted that additional details would be required to ensure

adequate planning and support, and that CAOAC’s role is not to provide direct financial

underwriting for conventions but rather to assist with organizational and promotional

guidance.

Proposed Course of Action

It was proposed that CAOAC continue its dialogue with SAM in order to confirm their

position and, at the same time, invite other experienced societies to submit proposals to host

the 2025 convention. It was further suggested that participation by SAM members in the

convention, including as volunteers, could provide valuable organizational experience for

future hosting opportunities.

Decision

The Executive agreed with the proposed approach. A call for bids will be extended to other

interested societies with prior experience in convention organization, while maintaining open

communication with SAM regarding future opportunities.

2. Membership and Insurance

Membership and Insurance Letter

The Executive reviewed the draft membership and insurance letter originally prepared by

Jason Reding, Treasurer, and subsequently revised by Frank Aguirre to prioritize essential

information. The letter will request societies to:

● complete the membership form,

● remit membership and insurance fees in a single payment, and

● designate both a Fish Rescue Agent and a CAOAC Liaison Officer.

It was agreed to abandon the earlier plan of collecting fees in two installments, in favour of a

single consolidated payment. These forms were created in French also.

Incentive Draw

The Executive approved the introduction of a $50 CAOAC Insurance Rebate Draw as an

incentive for timely payment. The draw will be financed by a modest $4 increase to insured

societies’ fees. The draw will be open exclusively to societies participating in the CAOAC

insurance program. Timely payment has been a historical problem with insurance fees.

Collection of Fees

The Executive noted that, while follow-up with societies for outstanding membership fees is

feasible, unpaid insurance dues create a significant risk, as coverage cannot be extended

beyond the deadline of January 21. Based on last year’s experience, most societies remit

both membership and insurance fees concurrently, although delays were observed with

certain societies.

The total amount due by the January 21 deadline was calculated at $5,325 (15 societies at

$355 each). A motion was passed to expedite the distribution of the membership and

insurance letter, to be prepared jointly by Dave and Jason. To prevent any lapse in coverage,

the President volunteered to personally advance any outstanding balance if necessary, with

reimbursement to follow from delinquent societies.

A follow-up Executive meeting will be convened one week prior to the deadline to review

compliance and address any outstanding payments.

3. Financial and Banking Updates

The Executive discussed continuing difficulties in securing authorized access to CAOAC

banking facilities due to administrative delays by the financial institution. The President

indicated that his status as an existing TD Bank client might expedite the process, and it was

agreed to pursue this avenue promptly.

Payment Deadlines

The Executive established January 10 as the final deadline for societies to submit both

membership forms and insurance payments in order to qualify for the $50 incentive draw.

This revised deadline, replacing the previous December 15 cut-off, is intended to provide

greater flexibility during the holiday season while maintaining sufficient time for the insurance

company’s payment deadline of January 21.

Payment Methods

Societies were strongly encouraged to submit payments by e-transfer, which allows for

immediate deposit into the CAOAC account. For societies unable to use e-transfer, courier

delivery of a cheque will be accepted, with the mailing address provided in the forthcoming

letter. The Executive expressed concern that postal disruptions could continue to pose risks

of delay.

4. Closing Remarks

The meeting concluded with the Executive expressing satisfaction with the progress

achieved and confidence in the measures adopted. It was further resolved that the

membership form be updated to reflect revised payment procedures, deadlines, and

designations.

5. Adjournment

The meeting adjourned at 9:11pm.