Canadian Oil Heat Association Ontario Chapter Annual General Meeting Agenda Mali 3 Room, Fairmont Tremblant Mont Tremblant, Quebec Wednesday, June 13, 2012 3:00 p.m. Sharp 3:00 p.m. Welcome and Opening Address Kelly Jackson Approval of Minutes of Annual General Meeting held June 17, 2011 Annual Report Annual Report Treasurer's Report 3:15 p.m. Motions Appointment of Auditors Election of 2012 2013 Board of Directors Kelly Jackson Paul Murray Paul Murray Constance Wrigley-Thomas 3:30 p.m. Other Business Recommendations from the COHA Ontario Chapter Tank Study Jim Wood Discussion 4:00 p.m. Adjournment
1. Call to Order Canadian Oil Heat Association Ontario Chapter 6 th Annual General Meeting Minutes Wednesday, June 22, 2011, 3:00 p.m. White Oaks Convention Centre, Grant Event A Niagara-on-the-Lake, Ontario The 6th Annual General Meeting of Canadian Oil Heat Association Ontario Chapter was called to order by President Bob Rowe at 3:08 p.m. Quorum was established. 2. Approval of Minutes of Meeting held June 17, 2010. MOTION: Kelly Jackson That the minutes of the Annual General Meeting held Thursday, June 17, 2010 be approved. SECONDER: Steve MacDonnell CARRIED 3. Annual Report 3.1 Chairman s Report President Bob Rowe reported that COHA Ontario Chapter continued its mandate with a very full agenda that included: Lobbying Queen s Park on changes to Regulations 213/01; Engaging the membership in a grassroots government relations campaign; Continuing to support and finance the tank study; Promoting, broadening and enhancing the risk management and insurance program for members; Developing and delivering the 2 nd Annual Education Day. It was noted that a copy of the complete Chapter Report was available in the AGM package distributed prior to the AGM. President Bob Rowe thanked the Board of Directors for their hard work and their support over the past year. 1 P age
3.2 Treasurer s Report Treasurer Paul Murray presented the audited financial statements for fiscal year ending December 31, 2010. Revenue: $182,189 Expenses: $332,874 Year-end Loss: <$150,685> Year-end Reserve (Members Equity) $216,892 It was noted by Paul Murray that the Board had previously approved the deficit to assist in covering the cost of the tank study. In fact, the association s healthy reserve was established to cover operational short falls but also to fund important projects that will potentially benefit the membership and the oilheat industry. The Board of Directors agreed that the tank study was a necessary investment in the future of the industry. As of December 31, 2010, COHA Ontario Chapter s reserve stood at $216,892 which includes the administrative fee paid by Marsh Canada from the Risk Management and Insurance Program. The $53,988 admin fee will be re-invested into risk management programs for members enrolled in the program. These funds are not applied to general revenues but rather are held in trust for specific risk management activities. COHA Ontario Chapter s reserve funds are invested in low risk GIC s with ING. MOTION: Paul Murray That the Audited Financial Statement for fiscal year ending December 31, 2010 be accepted. SECONDER: David Studholme CARRIED 4. Motions 4.1 Appointment of Auditors MOTION: Paul Murray That the firm of Gilmore & Co LLP of Mississauga, Ontario be appointed as auditors of COHA Ontario Chapter until the close of the next Annual General Meeting. SECONDER: Chris Guy CARRIED 2 P age
4.2 2011/2012 Board Officers Constance Wrigley-Thomas, Executive Director of COHA Ontario Chapter thanked the Board of Directors who for the past year provided strategic leadership to the Chapter: Paul Murray - Ultramar Ltd. Jim Wood - McKeown & Wood Ltd. Kelly Jackson - Wardlaw Fuels Chris Guy - Guy Fuels Limited Steve MacDonnell - MacDonnell Fuels Ltd. Kevin Dupuis - Kelly's Fuels Robert Fortin - MacEwan Petroleum Inc. David Frost Bluewave Energy LP Rick Gosselin Summeraire Manufacturing John Trozzo SCM Risk Management Services Inc. David Studholme Sears Canada Bob Rowe Hensall District Co-op Constance Wrigley-Thomas announced that Bob Rowe would be stepping down as President of COHA Ontario Chapter and presented the new Executive Officers: President Kelly Jackson, Wardlaw Fuels Vice President Paul Murray, Ultramar Ltd. Secretary/Treasurer Rick Gosselin, Summeraire Mfg. Past President Bob Rowe MOTION: Kai Tao That the Board Officers for 2011/2012 be approved. SECONDER: Calvin Bell CARRIED New President Kelly Jackson presented immediate Past President Bob Rowe with an engraved gavel plaque and thanked him for his two years of outstanding service to the Chapter. 5. New Business There was discussion regarding the COHA Ontario Chapter Tank Study. It was noted that the study was nearly completed and that it would be owned by the Chapter. Donations by tank manufacturers have been received to help offset the $175,000 cost. There was consensus that if the tank study results were to keep even one member out of discoveries then it would be worth the investment. 3 P age
6. Adjournment With no other business, President Kelly Jackson adjourned the meeting at 3:43 p.m. Meeting Secretariat: Constance Wrigley-Thomas COHA Ontario Chapter July 15, 2011 4 P age
COHA Ontario Chapter Annual Report - 2011 Chapter Year in Review By Kelly Jackson, President, COHA Ontario Chapter Source Water Protection In 2011 COHA Ontario Chapter connected with 36 conservation authorities advising them that COHA Ontario Chapter was available to assist them in writing their Source Water Protection Policies. In the interim, the Chapter was invited to participate in several meetings of local SWP Committees throughout Ontario. As a result, COHA Ontario Chapter volunteers were available to educate them on everything from oil tanks to GreenTech. Further to this, several committees have submitted their draft policies for review and comment by COHA Ontario Chapter. Draft policies must be finalized by August 2012. TSSA/Regulations The TSSA/Regulations Committee Executive which includes Jim Wood (McKeown & Wood) and Darin Evoy (McDougall Energy) met regularly in 2011 to discuss a number of items including: Code Clarifications - The Committee identified code items that continue to be misinterpreted by TSSA inspectors. The goal is to bring these to TSSA's attention so that they could clarify them in writing and reduce confusion. This requires ongoing effort and vigilance by the Chapter to ensure that TSSA discharges their duties and responsibilities correctly. TSSA Risk Reduction Group for the Ontario Fuel Oil Code (RRG) - COHA Ontario Chapter was in attendance at two RRG meetings and has brought forward suggested changes to Ontario Regulation 213/01 at this and other meetings with TSSA representatives. TSSA/Regulations Chair Jim Wood and COHA Ontario Chapter Technical Director Bob Smith, who is also Chair of the TSSA Liquid Fuels Council, represent the Chapter on the Council. This continues to provide the Chapter with a strong voice and strategic influencer with TSSA. COHA Ontario Chapter Education Day The Second Annual Education Day was held September 15/16 in Niagara Falls. Over 75 attendees and 8 exhibitors were in attendance. The 3 rd Annual Education Day event is scheduled for September 20/21 at the Blue Mountain Conference Centre in Collingwood, Ontario. COHA Ontario Chapter Risk Management and Insurance Program Now in its fifth year, the COHA Ontario Group Risk Management and Insurance Program provides members with a low-cost, value-rich protection plan that has earned many accolades within the Canadian oilheat industry. Page 1
By the end of 2011 36 distributor and 14 service contractor members joined the program for a total annual premium of $2.4 million. The program has nearly doubled since the beginning of the year. Marsh Canada and the COHA Ontario Chapter Insurance Committee continue to work on risk management initiatives such as: Defense Cost Policy to assist members who are brought into claims for which they have no responsibility. Best Practices and Due Diligence Check List for fuel oil distributors Online Driver Training Tank Warranty Program in-depth research into residential heating oil leaks and spills has been performed. A proposal is currently being prepared so that we can go to market with our proposal. This program could potentially help reduce remediation costs and slow the loss of market share to other heating sources. Page 2