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Canby Chamber of Commerce Meeting November 15, 2006– PK Egans
1) Attendees: The Canby Chamber of Commerce met at 12:00 pm on November 15th at PK Egans with the following board members present: Derrick Ruether, Don Beman, Amy Szumal, and Sabrina Stockman. Also present were Bonnie Longtin, Pat Stanley, Terry Overlander, and Ellie Beman. 2) Reports: Derrick called the meeting to order. The Secretary’s report was passed around to all attendees. There were two sets of Secretary’s reports. One set was from the regular Chamber meeting held on October 18th and the other set was for the November 8th Board meeting. The Minutes were approved (1st-Sabrina, 2nd-Amy). The Treasurer’s report was passed around and reviewed by all attendees. Pat Stanley’s check was found by Don. Also, Don has paid for the movie for Christmas. Also, there was a check for $25 paid to the Secretary of State. This was paid so the address could be changed. The report was approved (1st-Amy, 2nd-Sabrina). Old Business 3) Review of November 8th Board Meeting a. Review of Bylaw Changes-Amy highlighted the changes that were made to the Bylaws. The purpose has been changed to read “The Chamber is organized for the purpose of promoting the City of Canby and the development or growth of businesses within the Canby area.” Amy also mentioned that the Board agreed to include a section allowing the Chamber to give to special requests for a reasonable amount and that it does not exceed the budget. The roles of the President, Vice President, Secretary, and Treasurer were defined. Under Article VIII of the proposed Bylaws-the committees will include a Budget committee and other committees, such as the Activities committee, as the Board deems necessary. There was a question regarding the membership dues and how they are paid. It was suggested that this section include that under special circumstances, arrangements for dues payments (quarterly or semi-annually) may be made upon approval from the Board. Amy will be discussing this with the Bylaws Committee. The Bylaws will be published in the Canby News and will be approved at the December Membership meeting.
b. Office space for the Chamber at the Canby News-there was discussion regarding the Chamber having more space in the Canby News for a file cabinet and an area to display brochures. There is a file cabinet at the Canby News that could be used by the Chamber. Ellie suggested that they do some rearranging and then bring the file cabinet and brochures up to the front. There was a suggestion that the Agenda be put at City Hall. Also, there are banners at the Canby News and parts of the 125th float at the City Garage. There are also boxes of Chamber items at the Canby News also. Ellie suggested a work night to go through the items.
c. Budget discussion-Derrick presented the proposed budget. The City of Canby gives the Chamber $750 a year. The Chamber pays $75 per month for phone service and rent. The Board had a question regarding the $600 that was budgeted for the phone. Don explained that this is for the phone number and the additional line. There is $1500 budgeted for the flowers next year. This is because the Chamber has to purchase new pots, flowers, and pay for someone to take care of the flowers. The Budget Committee budgeted $1200 for the raffle during Hat Daze. The Chamber will be asking for donations if anyone would like to donate to the raffle. The Chamber will also purchase some prizes. $1200 has been budgeted for special requests and $400 has been budgeted for the advertising for Crazy Days. The Budget will be posted at the Canby News and included with the Dues letters. The proposed budget will be approved at the December membership meeting. 4) Canby Bucks-Ellie checked with Sarah at the Print Shop to see if $1 Canby Bucks available. Sarah was going to look for the artwork. She has not gotten back to Ellie. Ellie will check again.
New Business
5) Activities committee-Ellie discussed the Holiday Preview and Artic Blast. The next Activities Committee meeting is November 16th at 5:30 p.m.
a. Holiday Preview-Christmas is done. The Ministerial wants to do another open house. The date is still open for this event. Also, the events calendar needs to be prepared. Joyce Baer or Ellie will be putting this together. The Connection will be hosting a Caroling Party. It is open to anyone. They will meet at the Connection and then sing at Birthday Park and then at Senior Haven. There was a suggestion for a hay rack ride. Randy & Sue Kamrath usually do this, but they will not be available this year. The Activities Committee is working on finding someone for the hay rack ride. Ellie asked if we should pay someone for the hay rack ride. The Chamber asked that they try to get a volunteer first and then if the Activities Committee can’t find someone, then pay someone to do it. Terry Overlander asked if the Chamber wants the Canby Christmas calendar on KLQP. The cost for that is $100. The Chamber agreed. It will also be in the Canby News and the Marshall Independent. Lon Cleveland and Everett Johnson will be Santa this year.
b. Arctic Blast-the Burr Bustlers would like to have an ice fishing contest for adults and youth. The cost will be $1 per hole. This will be a fundraiser for the Burr Bustlers. The number of trophies for this event will increase this year. Loren Hacker will be looking for Kate’s for the Klondike Kate contest. Ellie was not sure if Loren has started doing this yet. The buttons for Arctic Blast have been ordered. Ellie will have a complete agenda at the next meeting.
6) Updating of website-Amy noticed that the website could use some updating. The Board of Directors page needs to be updated and maybe some of the business information. Amy will email Josh with any updates when she emails the minutes.
7) Adjournment-motion to adjourn (1st-Amy, 2nd-Pat). Motion approved.
8) Next Membership Meeting-December 13th at PK Egan’s, 12:00 p.m.
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