Board of Directors Meeting

Oregon Lavender Association Board of Directors Meeting Dec 3, 2008, 1:30 pm Barn Owl Nursery

Present: Tom Minneart (Jackson School Lavender), Chris Mulder (Barn Owl Nursery), Donna Delikat (Woodland Lavender) Not Present: Dale Harris (Lavender Valley Lavender), Aileen Smith (Cordova Crest Farms)

Agenda Topic: Board of Director meetings Item: Board of Director meeting times Presenter: Chris Mulder Discussion Board of Director meetings are currently held on Wednesdays at 1 pm. Aileen Smith has a new job and is unable to meet at this time and has requested moving the meetings to weekends. Tom Minneart and Chris Mulder are unavailable or less available on weekends for meeting in person. Alternative includes meeting by conference call either on weekends or in the evening during the week as availability permits.

Agenda Topic: Marketing Meeting Update ITEM: Update from Marketing Committee Presenters: Chris Mulder Discussion Chris gave a brief summary of the Marketing Committee discussion and input for 2009 plans. Minutes from that meeting will have all the details, among which are:  Susan Day “Poppy” painting chosen for 2009 marketing material  Quote for rack cards of “Lavender Destinations” in process  POVA is $300 per year, per “area”  CFDSI is $1500  Members of the Marketing Committee felt an increase in Membership Dues would not be in the best interest of encouraging new memberships. Suggested that dues remain the same with “add ons” for listings in the OLA Brochure.  The Marketing Committee needs to have a budget for 2009 as soon as membership income is calculated.

Agenda Topic: Committee Chairs ITEM: Cheryl Wilson offered to assume the duties of Membership Chair and would like permission to send out membership invitations for 2009, with revised membership benefits. Current member benefits include the Portland Flower Market and Insurance, which may need to be revised. Presenters: Chris Mulder Discussion The initial membership invitation stated one of the benefits of membership was to have some sort of group association with the Portland Flower Market (PFM). Chris provided membership information in PFM for individual businesses. Donna inquired earlier in the year about the OLA becoming a member. There is no precedent for this as per the PFM office, and so OLA must write a letter explaining exactly what we are proposing, how many PFM passes requested and the privileges wanted. Board requests that Membership Chair pursue PFM membership or delegate as required and report to Board.

Regarding insurance, initial estimate for umbrella festival policy was cost prohibitive at $2500. OLA Board of Directors meeting Dec 3, 2008 Page 2 of 3

Action: Directors will contact their insurance agents to request a representative attend a membership meeting if interested in providing insurance to our group.

Moved by D Delikat: Cheryl Wilson be appointed Membership Chair and assume membership correspondence duties. (Amends action item from 11/5/08 Board of Director meeting for D Delikat to send out membership dues notices.) Seconded by C MulderCarried

ITEM: Culinary Chair and Shared Duties of Board of Directors Presenters: Chris Mulder Discussion: Chris Mulder offered to assume the duties of the Culinary Committee again as well as share the duties of the President / Vice-President with Tom Minneart. Board would like clarification from Steve Seymour on structure of organization with both a Board and an Executive Committee. Action: Donna will send by-laws to Steve Seymour for review, which will include a request to clarify organizational structure for simplicity.

ITEM: Festival Coordinator Presenters: Donna Delikat Discussion Donna Delikat offered to continue as Festival Coordinator until an intern or replacement is available and/or funds to pay for a hired coordinator are appropriated. A question arose regarding the ADA requirements for portable restrooms at festivals. Action: Donna will investigate the ADA compliance regulations for participating locations

Agenda Topic: Meeting with CPA ITEM: Free consultation with Marian Pekola-Gormley Presenters: Donna Delikat Discussion Donna met with CPA Marian Pekola-Gormley on Dec 1 to review current bookkeeping practices and to get advice for proper non-profit recording keeping. Ms. Pekola-Gormley suggested the following:  OLA go to QuickBooks software rather than Quicken. It would provide more detail and business reporting with General Ledger, Profit & Loss, Balance Sheet, AR, AP, and Liabilities.  Should be tracking budget to actual and variance for each month and YTD.  Finance committee needs to review each month, sign off reports and authorize bills to be paid.  Checking account should have two signers for all checks.  Board of Directors needs to be covered by liability insurance. o Put out for bid. o Go through an association (non-profit or other independent org)  Suggested Artisan Fair be incorporated under another non-profit’s umbrella (like Yamhelas Community Resource Center (YCRC) or Carlton Together Cares (CTC)) rather than try to get 501(c)(3) status.

Agenda Topic: Review proposed by-law changes ITEM: Proposed by-law revisions reviewed before sending to Steve Seymour. Presenters: All Discussion Board went through by-laws, discussing changes and/or revisions that would reflect current structure more accurately and/or give clarifying detail. See Bylaw Revisions document. OLA Board of Directors meeting Dec 3, 2008 Page 3 of 3

ITEM: Recoding Secretary Vacancy Presenters: All Discussion The Recording Secretary position is still vacant. This position has responsibility for keeping the corporate records. The BOD is investigating alternatives such as professional organizations, interns and/or recorded minutes. This position is currently a member of the Executive Committee.

Next meetings: The Board of Directors will meet Wednesday, January 7, 2009 at Barn Owl Nursery, 22999 SW Newland Road, Wilsonville, Oregon 97070, at 1 pm.

The next General Membership Meeting has been rescheduled for January 16, 2009 at Good Samaritan Ministries office, 7929 SW Cirrus Dr # 23, Beaverton, OR 97008.

Meeting adjourned at 2:50 pm. Minutes submitted by Donna Delikat