Minutes 9-9-2009

Pat Stanley called the meeting to order at 12:05pm at PK Egans. Previous meeting minutes were distributed for review. Minutes were read and approved by consensus.

In Diana’s absence, Pat gave a brief overview of the Financial Report. Diana spent time going through old statements, but still needs to do more research on previous statements. She was not able to find a 2009 Budget, nor a record of any money received from the City as in years past. It is Pat’s belief that organizations were to submit an invoice to the City to be paid. He asked Diana to send that invoice to the City on behalf of the Chamber. Diana will be an approved signatory, as well as, Rebecca Weber. Pat also mentioned there is a Chamber savings account at the Credit Union currently in Don Beman’s name that needs to be changed.

Chamber Committees have been set up with the following parameters (additional guidelines can be added):

Committees must have a minimum of 4 active members Committees are to meet prior to each monthly meeting and report any updates to the Chamber Board.

The Committees are as follows:

Activities - responsible for organizing and finding volunteers for all Chamber events.

Bonnie Longtin (Chair) Danielle/Reed Frazeur Doug Gingles Michael/Joyce Baer Rodney Hanson possibly a few others from the Hospital

Membership & Marketing – responsible for membership, dues, fundraising, & promotions.

Tony Ourada (Chair) Jody Olson

Cheryl Ferguson Katie Delaney

Finance Committee

*This committee is to be established in the future.

Joyce Baer will act as the main contact person for the Canby Chamber for the time being. Any agenda items should be sent to her. Any checks or bills are to be sent to Diana Fliss.

The current dues structure was discussed. After much discussion, the following motions were made:

The fiscal year for the Canby Chamber is to follow the calendar year, January to January. Motion carried.

Membership dues are to follow the Canby Chamber’s fiscal year. Therefore, dues letters will now be sent out January 1. The Membership & Marketing Committee is charged with reviewing and adjusting (if necessary) the current dues structure and working out the appropriate details. Motion carried.

Danielle Frazeur is organizing a fundraising effort for Saturday, Sept, 12 at the Canby Depot. Anyone willing to volunteer to work should contact Danielle.

Pat also confirmed that the VFW Steak Fry on October 17th will be to support the Canby Chamber. The Activities Committee is to line up volunteers and establish a work schedule. Those willing to work should contact Bonnie Longtin.

As the Chamber no longer has an office at the Canby News Office, there are a few items that need attention. A motion was made to allow Joyce to answer the phone on the Chamber’s behalf until office plans have been solidified. Motion carried. Pat routed the Chamber phone number to ring to Joyce Baer’s home.

A motion was made to allow Diana Fliss to collect the mail from the Chamber’s PO Box, as she is the treasurer. Motion carried.

There are various boxes of event supplies found at the Canby News Office. Motion was made to contact and deliver any event supplies to the business hosting the event, if they are willing to do so. Motion carried. For example, supplies from the Chili Cook-off will now be stored at the VFW; Holiday supplies will go to The Connection. If a business is not able to store the supplies, they will be disposed of.

There is also a large amount of cancelled checks, outdated raffle tickets, old check registers, and the like. A motion was made that all outdated and irrelevant documents will be shredded and destroyed. Motion carried.

Many surplus Christmas Ornaments have been found in storage. A motion made to distribute those ornaments to the appropriate location on each, if they are willing to take them. Motion carried.

Pat also found bundles of Canby Bucks that were previously printed without any expiration date or number order. There was much discussion on whether we could still use them, and if so, where will they be located and how will we record sales. A motion was made to delegate these decisions to the Membership & Marketing Committee. They are to establish/revamp our current Canby Bucks program, destroy old bucks (if not used), establish a separate checking account for the Canby Bucks fund, and publicize an expiration date of December 31, 2009 on those currently in circulation. All Canby Bucks will now expire one year from date of purchase. Motion carried.

Other discussion topics included ‘Welcome Wagon’ bags for new college students and/or new people moving into the community. Rebecca explained the current structure of Minnesota West’s Student Discount Cards and that the college was very open to any new ideas. A motion was made that the Membership & Marketing Committee work with Minnesota West to establish a closer connection between the Canby Chamber/Business Community and their students. Motion approved.

There was also discussion concerning the Canby Chamber website, specifically the expiration date of our domain name. JoAnn Hansen volunteered to do some research regarding this before the next meeting.

Meeting was adjourned.

Respectfully submitted by Katie Delaney

Canby MN Area Chamber of Commerce

PO Box 115

Canby, MN 56220-0115

Phone: (507) 223-7775

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