PO Box 5422 Huntsville, ON P1H 2K8 1-800-792-5284 Tel 705-788-2221 Fax 705-788-0255 hpbac@bellnet.ca hpbacanada.org

 

Annual General Meeting  Agenda 

Wednesday, September 21, 2011 

5:30 pm to 6:30 pm EST Radisson Suites Hotel, Radisson Room 

640 Dixon Road, Toronto, Ontario 

To join by teleconference please dial 1‐877‐727‐8553, passcode 185 617 364# 

 

 

1)  Call to Order (Introductions) 

 

2)   Committee Reports 

  a.  Communications 

  b.  Membership 

  c.   Education 

  d.  Government Affairs 

 

3)  Chapter Reorganization Task Force Update  

 

4)  Financial Report 

 

5)   Other Business 

 

6) Adjournment 

 

 

Minutes

HPBAC Annual General Meeting

November 15, 2010

Munnings Room, Woodbine Racetrack 555 Rexdale Boulevard, Toronto, Ontario

Present: Alan Murphy Marc-Antoine Cantin Ingrid Schroeter Paul Hebert Martin Miles Alison Coleman Kim Davis Tom Pugh Steve Abrams Jack Goldman Andrew Vickers Craig Gutowski Mike Doughty Nino Sebastiano Dana Moroz Caroline Lazen Richard MacNeill Kyle Quinn Joe Lindvik David Riley Gary Coyish David Malcolm Steve Haagmans Paul Miles Pat Bourque Richard Hartt Imelda Hartt John Foulger Stephen Phippen Steve Stanton David Bratty Nicole Bratty Roland Grunau Glenn Sidsworth Dominique Pagé Peter Olierook Ruth Martell Elliot Good Diane Murray Staff: Tony Gottschalk Laura Litchfield Erika Pollock Norma Bourque

1. Approval of Minutes from 2009 Annual General Meeting. Motion to approve the minutes of the 2009 HPBAC Annual General Meeting correction to pessimistic budget scenario Moved by Tom Pugh Seconded by Paul Hebert Carried

2. Committee Reports Communication Committee HPBAC sending most communication electronically through email. Readership levels are better than industry average at close to 40%. It was suggested HPBAC look at Yahoo or Google groups to start a forum online. Membership Committee Non-manufacturer membership in 2010 reached over 451 and total membership was 641 due to a dramatic increase in manufacturer membership. This increase was due to a change in the manufacturers pay dues. The membership committee developed a new membership kit in the form of a booklet for 2010, consolidating information on programs, committees, contacts, etc. Education Committee The committee is currently looking for more members and a chair. They are considering plans to develop a Hearth Professional accreditation program. Government Affairs Committee

There are various issues affecting gas fireplaces. Regulators are looking at revising the regulation. In Ontario, TSSA has concerns about venting in gas fireplace showrooms. Test sites are needed to evaluate a compromise solution but it has been difficult to get members to agree to be a test site. We have been successful in holding off enforcement but this may change if we don’t find willing members. Also in Ontario, problems with a document on Woodburning from the Ministry of the Environment were averted. Both issues demonstrate the value of being involved before regulation is finalized and the importance of being involved during the formulation of the regulation. Annapolis Valley Airshed – there is a proposed meeting on November 25

th on air quality. David Lively and

several others from the Atlantic Chapter will attend. John Crouch of HPBA and HPBAC have helped to prepare a presentation on Libby Montana. Solid Fuel Burning – Domestic Appliance regulation in BC. An industry meeting was held in Victoria last year followed by a meeting with the Ministry of Sport and Healthy Living. Both HPBAC and the Western Chapter have submitted responses to their Intentions Paper. It seems likely that whatever comes out of the NSPS process will be adopted by BC. R2000 energy conservation – The R2000 Secretariat is conducting a review and the committee is looking at the way hearth products have been excluded and discriminated against. HPBAC has been invited to write language that industry would like to see in the revision. It is likely they will go with the DOE 75% and will consider pilot lights and gas energy efficiency, possibly adopting EnerChoice thresholds. Manitoba Energy Efficiency – We were alerted by a member to a change in the building code that takes effect December 1. HPBAC staff were asked to look into registering as a lobbyist.

3. Report on Reorganization Task Force The Task Force is made up of representatives from chapters and manufacturers and is looking at the business model including reviewing the funding. The goal is to create an organization that serves all of Canada, including APC.

4. Treasurer’s Report HPBAC’s financial picture is grim. Revenues are down because of poor attendance and participation at

EXPO. Expenses have been cut where possible. To improve revenue we are offering advertising and sponsorship opportunities in our newsletter and membership kits. We will also be doing fundraising at regional events. Other Business Motion to approve the actions of the HPBAC Board of Directors Moved by Yvette Aubé Seconded by Craig Gutowski Carried Motion to appoint BDO Dunwoody of Huntsville, Ontario as accountants for HPBAC. Moved by Pat Bourque Seconded by Brian Carroll Carried Motion to adjourn Moved by Yvette Aubé The meeting was adjourned at 6:35 pm.

 

CommunicationsCommittee

ReporttotheHPBACBoardofDirectors 

Monday, June 20, 2011  

 

Committee Members 

Alan Murphy   Ingrid Schroeter  Eric Barnhill   Dominique Pagé  

Laura Litchfield   

1. Newsletters  Three issues have been published to date with a fourth to come following the September Board meeting. 

We’ve sold two ads for each issue and have five sponsors 

Readership has been quite good by industry standards at over 35% but we’d like to see that improve.  

2. Website Updates Updates 

Website menus have been altered. Instead of drop down menus the content in the frame changes to 

provide links.  

Education section has been updated with a new online training portal to the HPBEF site.  

We’ve been working on the Homeowner section, compiling FAQs for hearth and barbecue. This should be 

completed before the end of the year. 

Website Stats 

Website visits have increased in 2011 over 2010.  

hpbacanada.org 

 

 

0

1000

2000

3000

4000

5000

Jan‐10

Feb‐10

Mar‐10

Apr‐10

May‐10

Jun‐10

Jul‐10

Aug‐10

Sep‐10

Oct‐10

Nov‐10

Dec‐10

Jan‐11

Feb‐11

Mar‐11

Apr‐11

May‐11

Jun‐11

Jul‐11

Aug‐11

3527

4362

27592505252223292393

2168

4197

3058

4019

3137

3426 3422

2994

4577

3413

3597

27182737

736 683 727 538 555 513 464 547 639 705 721 632 776 746 664 646 669 717605

619

Website Usage 2010‐2011

Pages Loaded Unique Visitors

‐3%

‐22%

9%

83%

35%

54%

14%

26%

5% 9%

‐9%

20% 21%40% 30%

13%

‐40%

‐20%

0%

20%

40%

60%

80%

100%

Jan Feb Mar Apr May Jun Jul Aug

hpbacanada.org ‐ % Change from 2010

% chg from 2010 Pages Loaded % chg from 2010 Unique Visitors

3. Annual Report and Membership Kit 2010 Annual Report and 2011 Membership Kit were combined this year to save money. We sold $3800 in 

advertising in the Membership Kit to help pay for the project. The cost for artwork and printing was 

$3610.00, so advertising also contributed to the cost of the Annual Report. It should be noted that the 

postage costs for distribution of this item were approximately $2.10 (421) per Canadian address, $3.60 

(129) per US address and $4.10 for other addresses (6) for a total postage cost of $1,373.10. We did 

include dues receipts, membership certificates, window stickers in the package as well.  

4. E‐Communications Average opens for email communications other than newsletters is 39.6%. Industry average for an 

association is 18.5%. So far this year our bulletins have been focused on promoting the Constant Contact 

Affinity Program and EXPO Promotions, the AGM and our Auction. The Chapters have been taking 

advantage of this service much more in the past six months. Chapters have sent 29 emails through 

Constant Contact in 2011. 

We conducted an online survey this winter for the Education Committee and had good results as well.  

5. Advertising and Sponsorship Report Total advertising and sponsorship sold in 2011 = $17,500 as follows: Newsletter Ads and Sponsorship $5300 

EXPO Reception Sponsorship 8200 

Hockey Tournament $4000 

6.   Fundraising  

  Live and online Auctions have been held. Approximately $4000 was raised at the Live Auction at the 

Ontario Symposium, with the proceeds split between HPBAC and the Chapter.  

  Our online auction has brought in over $3000 to date and we have at least four more items to sell. We are 

projecting a total of $6500 income from fundraising which is $1500 over our budgeted figure.      

 

HPBAC Membership Committee

Report to HPBAC Board of Directors

September 21-22, 2011

Committee Members

Alison Coleman Wayne Rourke Daniel Patry Kim Davis Claude Quirion

Staff

Tony Gottschalk Laura Litchfield

1. Membership Report

Non- Manufacturer Renewals to Date – membership rates to date are currently 88% of 2010

numbers. Retention is lower at 81%. 52 members from 2010 have not renewed.

Manufacturers – this number has also declined, although income from manufacturers is close to the

2010 figure.

New Members – there are 16 new members so far this year compared to 37 new members at this

time in 2010. On an ongoing basis, the Membership Committee will review the list of new members

to ensure they are in the correct category. Chapters will verify the categories for the questionable

ones.

Atlantic Chapter

Keeling Agencies, Steve Keeling, Halifax, NS – Manufacturer’s Rep

Quebec

Service Polytests, Gaetan Piedalu, St-Jean sur Richelieu, QC - Associate

Ontario Chapter

R & B Enterprise, Randy Tedja, Mississauga, ON – Associate

Heatman, Steve Griese, New Liskeard, ON – Individual

Stovemaster, Alex Chernov, Caledon, ON – Individual

Avery Masonry, Wayne Avery, Bowmanville, ON – Individual

The Heating Source, Valerie Hodges, Alliston, ON – Retailer

Since June

Just 4 U Outdoor Kitchens & Barbecues, Concord, ON – Retailer

Swiss Grill North America, Waterloo, ON - Associate

Prairie Chapter

Adatt Enterprises, Art Tischer, Calgary, AB - Individual

North of 60 Maintenance, Luke Foressell, Yellowknife, NT – Individual

Hearth Fireplace Distributors, Cliff Tyminski, Calgary, AB – Retailer

Since June

Alberta Chimney Sweep.com, Blackfalds, AB - Individual

Western Chapter

Axios Home Inspections, Jim Clark, Nanaimo, BC – Individual

Air Tech Mechanical, Gerry Epp, Vernon, BC – Retailer

Mayvin Gas & Heat Ltd. – Ken Vincent, 100 Mile House, BC – Retailer

2. Membership Database

We would like to upgrade the database system to make it available to chapter staff and members

online. Chapters would have access to current lists, be able to make changes to some fields within

their members’ records and would be able to create layouts to generate reports, letters, etc.

Members would be able to check and update their contact information. Ideally, the database would

reside with HPBA, with affiliates and HPBAC chapters having access to their regional information and

members having access as described. The cost of the project for HPBA to undertake would likely be

less than $15,000. The cost for HPBAC to implement on our own would be $6000 to $8000. HPBAC is

currently using the software but not the version that can be uploaded to the internet. We are

investigating other systems as well.

3. Dues Schedule

The committee has reviewed the dues schedule and has limited categories to 1 or 2 levels based on

sales volume. Definitions for each membership category have also been finalized. Draft renewal

notices and application are attached.

3. Membership Drive

This has been left to the Chapters for 2011. Chapters have been provided with prospect kits.

4. Member Events in 2011

a. HPBAC at EXPO

2012 Reception – HPBAC’s reception will have to change in 2012. HPBA is hosting a Tail Gate

party in the Outdoor Burn Area during the traditional time slot. The Membership Committee is

looking at alternatives, including requesting space at the Tail Gate Party for a Canadian

gathering.

Focus Canada – it was agreed the time slot for Focus Canada should not be changed. HPBAC will

try to increase participation in the meeting and may seek sponsorship in 2012.

b. Regional Events

Ontario Chapter held Symposium in June

Western Chapter held Laugh It Up event in August

Atlantic Chapter holding education day, meeting and golf tournament in September

c. Annual General Meeting – September 21, 2011 at Radisson Suites Hotel in Toronto

5. Affinity Programs

Constant Contact has been added as an affinity partner. Four members have signed up for the

service.

Financing Program - Negative feedback on this partner. HPBA is currently investigating a similar

program through Citi Financial. Waiting to see whether this would lead to improvements in HPBAC

program before beginning search for new program. Have notified HPBA of concerns.

HPBAC Membership Report16-Sep-11

Cha Prov/Terr 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002Change 10 to 11

Retention Rate based on total

New Members

Non-Manufacturers

Atlantic 39 41 43 42 39 43 41 34 32 25 -5% 95% 1NB 16 15 15 14 14 15 14 13 13 10 7%NS 17 18 21 20 17 20 17 15 13 10 -6%PE 3 3 3 3 3 3 4 2 2 3 0%NL 3 5 5 5 5 5 6 4 4 2 -40%

Quebec 122 130 138 151 152 140 138 134 129 140 -6% 93% 1APC 119 129 130 142 146 133 134 130 125 134 -8%Non-APC 3 1 8 9 6 7 4 4 4 6 200%

Ontario 125 157 138 130 131 104 97 81 95 81 -20% 80% 7Prairies 36 39 38 31 36 30 31 35 36 37 -8% 90% 3

MB 5 7 4 2 3 3 3 3 2 2 -29%SK 3 6 4 5 6 4 3 4 4 5 -50%AB 26 25 29 23 26 22 24 27 29 29 4%NWT & NV 2 1 1 1 1 1 1 1 1 1 100%

Western 73 81 81 73 77 67 58 59 55 58 -10% 90% 3BC 72 81 81 71 76 65 56 57 53 56 -11%Yukon 1 0 1 2 1 2 2 2 2 2 0%

US 1 2 2 2 2 1 1 1 1 1 -50% 0

Other 1 1 1 1 1 1 1 1 0 1 0% 0

Total Non-Mfrs 397 451 441 430 438 386 367 345 348 343 -12% 81% 15

Manufacturers 179 190 67 58 66 61 59 64 58 50 -6% 94%Canada 29 35 28 25 30 25 30 31 30 23 -17% 83%US 144 138 37 32 35 36 28 31 25 24 4% 104%Other 6 8 2 1 1 0 1 2 3 3 -25% 75%

Total Members 576 641 508 488 504 447 426 409 406 393 -10% 90%

Members by Category (Non-Manufacturers)Retailer 228 252 232 245 262 251 246 223 230 216 -10%ML Retailer 17 30 44 27 21 14 12 12 13 10 -43%Distributor 35 43 45 49 46 48 41 39 34 37 -19%Dist ML 12 14 4 3 5 0 0 0 0 0 -14%Mfr Rep 11 12 12 13 13 11 10 9 6 5 -8%Utility 4 2 2 3 3 3 3 4 4 3 100%Non-Profit 2 2 2 2 2 1 2 2 2 3 0%Associate 9 10 11 9 10 7 8 9 13 11 -10%Ind/Service 79 86 87 79 75 51 45 47 46 58 -8%

397 451 439 430 437 386 367 345 348 343 -12%

2011 New Retailer Members to Date 52011 New Members total to date 15

RegionalNon

Renewals New MbrsNew

RetailersAtlantic 4 1 0Quebec 1 1 0Ontario 27 7 2Prairies 3 3 1Western 17 3 2Total 52 15 5

HPBACEducationCommitteeReporttoHPBACBoardofDirectors 

September 19, 2011 

 

Committee Membership  

Paul Hebert, Chair  Frank Hendsbee   Lanny Meyer   Yvette Aubé 

Dawne Pierce   Brian Carroll 

Technical Consultant – Dana Moroz 

Staff 

Tony Gottschalk   Laura Litchfield  

 

1. HearthProfessionalTrainingProgram 

The current focus for this project is the development of a gas training program.  

2. EducationDays  Sessions have been held in the Western Chapter and the Ontario Chapter. The Atlantic Chapter will 

hold Customer Service training, chapter meeting and golf tournament this week.  

3. GasTrainingThe committee has a working group set up to review the existing Gas Installation program from the 

Western Chapter to determine whether or not to use this as a basis for a Canadian program.  We 

have recently learned that the Ontario Chapter is working toward launching NFI programming in 

January for Ontario members.  

4. OnlineTrainingMembers of the committee have been auditing online courses and we have developed a portal on 

the HPBAC website to the HPBEF Online Training so that it appears to members that they are 

accessing this programming through HPBAC.  The committee is also considering topics for webinars 

to offer in the coming year. 

 

HPBAC Government Affairs Update September 2011

a. British Columbia The Ministry of Environment and the Ministry of Healthy Living and Sport are in the process of reviewing and revising the Solid Fuel Burning Domestic Appliance Regulation in keeping with the commitments set out in the B.C. Air Action Plan. An intentions paper1 outlining proposed revisions to the Solid Fuel Burning Domestic Appliance Regulation was posted in the spring of last year. HPBAC national and its Western Chapter both submitted comments. A summary of the public comments document is now available for the Solid Fuel Burning Domestic Appliance Regulation Intentions Paper at http://www.env.gov.bc.ca/epd/main/ip-list.htm.

b. Ontario The Ontario Ministry of Environment is preparing a document designed to give guidelines to municipalities that want to pass by-laws controlling all types of burning. On seeing the first draft, HPBAC met with the Ministry and persuaded it to delay publication by at least six months. The first draft was full of errors and completely unbalanced in regard to our industry. A constructive, on-going dialogue has ensued. Further meetings have taken place and HPBAC was shown the final draft in the fall of 2010. At HPBAC's request, the document is now to be split into two, with guidelines for our industry's products being separated from guidelines on open burning. A date for publishing has not yet been announced.

c. Gas Fireplace Efficiency

Following the DOE final rule on hearth products, Natural Resources Canada (NR Can) contacted HPBAC to "discuss the future of gas fireplace efficiency in Canada." Several productive meetings have since taken place. The issues are very similar to those in the United States and so far, NR Can seems prepared to wait for the outcome in the U.S. Further meetings between HPBAC and NR Can are planned.

d. Gas Showrooms in Ontario

An advisory was issued in July 2009 by the Technical Standards and Safety Authority (TSSA) in Ontario concerning requirements for product hook-up in gas showrooms. (The TSSA is a provincial body, only operating in Ontario.) HPBAC became aware of the extremely onerous requirement towards the end of 2009 as inspectors starting knocking on doors. HPBAC has been in discussions with TSSA to find a way to achieve the safety objectives without putting retailers out of business. Industry meetings were held in May 2010 in Ottawa, Toronto and London, to which TSSA staff were invited and attended. The meetings were extremely well-attended and proved very fruitful. The gas

1 An "intentions paper" outlines the proposed policy intent in Canada for the code of practice or amendments to the existing regulation, and forms the basis for consultation with stakeholders on the proposed policy approach.

safety code allows for different hook up requirements for temporary installations such as trade shows and TSSA, at HPBAC's instigation, has agreed in principle to extend the provision to gas showrooms. Trials are now being conducted. TSSA will require an automatic CO alarm and cut-off. HPBAC has assisted in the sourcing of this device. TSSA were invited to talk with our members at the Ontario Fireside Symposium held in Collingwood in June. Their presentation was well received and a constructive relationship between TSSA and HPBAC seems to have been forged.

e. Pilot Lights in Ontario

TSSA has expressed serious concerns about the safety of electronic ignition systems in gas fireplaces. While a directive to ban such ignition systems seems unlikely, the industry still needs to be prepared to work with TSSA to address its concerns, and a dialogue has recently been opened. The two gas utilities in Ontario, Enbridge and Union, have indicated that they cannot offer incentives for Gas fireplaces with electronic ignition systems (as had been their intention) until this issue is resolved. Tony Gottschalk’s next meeting with the utilities is scheduled for late September.

f. R2000

R2000 is a voluntary energy efficiency standard for new houses in Canada. It was developed by the Office of Energy Efficiency of Natural Resources Canada, in cooperation with Canadian home-building professionals and the housing industry. It is not widely used. Previous and current versions have effectively excluded many of our industry's products. In an attempt to increase the appeal of the program across Canada, the R2000 governing committee approached HPBAC with the intent of incorporating high efficiency hearth appliances and biomass central systems in their next revision. Several meetings have taken place and the final proposed wording is now available for public comment at:- http://oee.nrcan.gc.ca/residential/r-2000-next-gen.cfm?attr=4. The draft standard recommends EnerChoice qualifying gas fireplaces when efficient heat production is desired. This was originally going to be a requirement but was changed to a recommendation following successful lobbying from HPBAC.

The Next Generation ENERGY STAR for New Homes Advisory Committee has recommended the same requirements for solid fuel appliances as R2000.

g. Quebec and Ontario Changeouts

Plans for a further industry sponsored woodstove changeout in Québec are well advanced as is a pilot program in Ontario.

h. Federal Woodstove Changeout grant. The Provincial Ministry of Environments are working together to present a

case to the Federal government for a nationwide grant to assist homeowners change out old technology woodstoves. They are in the early stages but the

Ontario MOE has contacted HPBAC for assistance. An initial meeting has taken place.

i. P.4

The CSA TC on Energy Efficiency and related performance of Fuel-Burning Appliances and Equipment met in Victoria in June. During that meeting and subsequent teleconferences, the decision was taken, at NR Can’s request, to forward a funding request to SCOPEER for a revision of P.4.. SCOPEER is the Strategic committee at CSA under whose auspices the TC operates. The aim of the revision is to fix the problems with the standard that have been and may yet be identified. NR Can will almost certainly want the new version of P.4 to contain minimum efficiencies for gas fireplaces. What happens in the U.S. with the DOE will clearly be influential.

HPBAC Balance Sheet2010 2009

ASSETSCurrent AssetsChequing/Savings $30,526 $45,371US Conversion to Cdn -$172 $1,343Investments $30,617 $96,589Accounts Receivable $20,934 $36,551Other Current Assets -$411Total Current Assets $81,906 $179,443Fixed Assets $5,639 $11,813TOTAL ASSETS $87,546 $191,256

LIABILITIES & EQUITYCurrent LiabilitiesTotal Liabilities $40,459 $87,864Equity $47,087 $103,392TOTAL LIABILITIES & EQUITY $87,546 $191,256

HPBAC Income Statement

Summary 2010 2009

RevenueNet HPBAC Membership Revenues $56,635 $43,625Net HPBA Revenue Sharing $123,578 $131,592Members Services Revenues $12,081 $25,977Interest Income $1,456 $580Miscellaneous Income $2,248 $13,769TOTAL REVENUES $195,998 $215,543

ExpensesMembers Services Expenses $49,071 $77,987Administrative Expenses $168,857 $168,399Other expenses $3,354 $4,192TOTAL EXPENSES $221,282 $250,578

EXCESS OR REVENUES OVER EXPENSES -$25,284 -$35,036