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Canby Chamber of Commerce Board Meeting November 8, 2006– Connection
1) Attendees: The Canby Chamber of Commerce Board met at 6:00 pm on November 8th at the Connection with the following board members present: Derrick Ruether, Amy Szumal, Katie Delaney, Karen Houtman, Laurie Driessen and Sabrina Stockman. 2) Bylaws: The Bylaws Committee met on November 1st. Amy, Katie, and Karen attended the meeting. The Board reviewed the Bylaws and the following sections were discussed: a) Meetings-the proposed Bylaws stated that 5% of the members shall constitute a quorum at a membership meeting. The Board agreed to delete that and change it to a majority of Board members at a meeting shall constitute a quorum. The number of Board members needed to have a quorum is five. b) Board of Directors-a section regarding special requests for donations was added to this Article. The section will allow the Board to give money for special requests. These will be considered on a case by case basis. c) Purpose-the purpose of the Chamber has been changed to read “The Chamber is organized for the purpose of promoting the City of Canby and the development of growth of businesses within the Canby area.” d) Dues-board reviewed the current structure. A review of the structure needs to be completed to see if they can be simplified or restructured. This will take place at a later time. e) Secretary Duties-Article VII of the Bylaws discusses the Duties of Officers. Under the Secretary, it discusses the preservation of books. The Board questioned what this meant. Amy currently does not have any books. Amy suggested that at the beginning of 2007, that binders with the Treasurer’s reports and Minutes are put together. There are boxes at the Canby News that need to be reviewed and decided whether or not some documents can be destroyed. There was a question regarding whether or not the Canby News is the best place for the Chamber office. The Chamber rents the use of the telephone, answering service and bookkeeping fees. There was a suggestion to purchase file cabinets and have them put in a small space at the Canby News with brochures about the Community placed on the top of the cabinets available for the Community to pick up. This needs to be discussed with the Canby News and will be looked into further. Amy will start the binders for the Treasurer’s reports and the Minutes in the beginning of 2007. Laurie will look into the cost of file cabinets. 3) Motion to accept the amended Bylaws-Motion made to accept the Bylaws as amended for presentation at the December meeting and for final approval at the annual meeting. The amended Bylaws will be made available for review at the November 15th meeting and at the Canby News (1st-Laurie, 2nd-Sabrina). Motion approved. 3) Budget-Budget Committee met and prepared a budget for the 2007 year. The Board reviewed the proposed budget. There will be a raffle again for Hat Daze. The budget has $1200 in it for the raffle. This year, the Chamber will be asking for donations if anyone wants to donate to the raffle. There was a discussion regarding the amount of rent the Chamber pays to the Canby News. The Chamber pays $900 per year to rent the Canby News. However, there is $600.00 phone cost in the budget. The Board has the understanding that the phone is included in the rent. This will be looked into further. There was a suggestion to get a copy of the phone bills highlighting which calls belong to the Chamber. Also, the Board discussed getting a lease agreement for the renting of the Canby News. There was a discussion regarding the reviewing of receipts for advertisement and bills. A criteria needs to be developed for the handling of the bills and the filing of these receipts so the Board can review them if needed. The Board also discussed the Treasurer’s duties and accounting. This included giving copies of the bills to the Secretary to be attached to each month’s Treasurer’s report, Amy or Derrick reviewing the bills before signing the checks, and how the Treasurer’s report should be kept and presented to the Chamber. The Bylaws do mention a surety bond for the Treasurer. Amy is looking into the cost of the Surety Bond. There was a motion to accept the proposed budget with some accounting changed to be discussed at a later meeting (1st-Laurie, 2nd Katie). Motion approved.
4) Meeting was adjourned. Next Chamber meeting is Wednesday, November 15th, 12:00 p.m. at PK Egan’s.
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