NORTH PLAINS CHAMBER OF COMMERCE BOARD OF DIRECTORS REGULAR MEETING MINUTES – JANUARY 30, 2014 Meeting Date: Thursday, January 30, 2014. Meeting Location: North Plains Senior Plaza Apartments, 31485 NW Kaybern St., North Plains, OR 97133. Guests Present: Wayne Holm (Oregon-Canadian Forest Products). Directors Present: Russ Sheldon (Knights of Pythias)-President, Mitch Ward (Individual)-Vice President, Cindy Hirst (Individual)-Secretary, Stewart King (Tri-Star Properties, Inc.)-Treasurer, Butch Kindel (Individual)-Director, Glenda McCann (Subsurface Technologies, Inc.)-Director. Directors Absent: Justin King (Treasure Chest Antique Mall)-Director. 1. CALL TO ORDER. President Russ Sheldon called the meeting to order at 6:00pm. 2. ADOPTION OF THE AGENDA. Added agenda items. Item #5 b - Request from North Plains Parent Teacher Organization Item #5 c - Comments from Membership Renewals Item #7 d iv - Groundbreaking for Sunset Ridge Item #7 d v - Grand Re-Opening for Senior Center Item # 9 d - Clean Fuels Program Item # 9 e - Associate Membership for NP Farmer’s Market ACTION: Motion by Stewart King to adopt the agenda with additions. Second by Mitch Ward. Vote: 6-0-0. Yes-Russ Sheldon, Mitch Ward, Cindy Hirst, Stewart King, Butch Kindel, Glenda McCann. No-none. Abstain-none. 3. PUBLIC TESTIMONY. No public testimony. 4. APPROVAL OF REGULAR MEETING MINUTES FOR DECEMBER 18, 2013. ACTION: Motion by Stewart King to accept the minutes for December 18, 2013, as written. Second by Mitch Ward. Vote: 6-0-0. Yes-Russ Sheldon, Mitch Ward, Cindy Hirst, Stewart King, Butch Kindel, Glenda McCann. No- none. Abstain-none. 5. REPORT FROM SECRETARY. a. Storage Shed Inventory. Follow-up on signs owned by Chamber and NPEA. Tuesday this week Cindy Hirst received all of the information needed to complete the Storage Shed Inventory. The list of Elephant Garlic Festival® Items will be sent over to the City to be included in the agreement between the Chamber and the City. Stewart King said that the blue tarp that is covering the elephant sign is his. Page 1 of 8 February 15, 2014 NPCC Board Meeting Minutes\NPCC Regular Board Meeting Minutes 01-30-2014 NORTH PLAINS CHAMBER OF COMMERCE BOARD OF DIRECTORS REGULAR MEETING MINUTES – JANUARY 30, 2014 b. Added Agenda Item: Request from North Plains Parent Teacher Organization. Renee Ramey, president of the PTO this year, is asking if the Chamber can send an announcement out to the businesses in North Plains about donation opportunities at the school. The e-mail in the agenda packet has a copy of the website attached. There are currently five projects that need funding and the PTO is trying to reach out to the whole community. Their request will be in the City’s Newsletter. Cindy Hirst is asking the Board for permission to send an announcement to all of the businesses in North Plains. Russ Sheldon asked if there is a link to the school on the website. Cindy Hirst said she would ask Martha DeBry to add the link. There was a consensus by the Board to send the announcement. c. Added Agenda Item: Comments from Membership Renewals. The Membership Renewal forms had space for comments and asking business members if they were interested in serving on a committee. Cindy Hirst gathered this information and neglected to get a copy to all of the Board members. A copy is in the agenda packet. 6. REPORT FROM TREASURER. a. Financial Report through January 29, 2014. Stewart King gave the financial report from December 19, 2013, to January 29, 2014. The activity from the last Board meeting: Income: $499.26 Transfer from PayPal to the General Account. $793.00 Insurance Reimbursement. $.07 Interest for Money Market. Expenditures: $44.00 PO Box rental. $420.00 Claey’s Catering. $86.41 Postage & Office supplies. $44.00 Geraldi’s for Chamber Lunch. $20.00 Virgin Mobile for Chamber Phone. $200.00 Registration for the Elephant Garlic Festival Names. $100.00 Visitor Center Rent. Cindy Hirst asked Stewart King about the Visitor Center rent being deducted very late in the month. Previous months have been around the 15th. Stewart King said he would look at how the payment is set up at the Bank. Mitch Ward asked about the insurance reimbursement. Russ Sheldon said the rebate is a result in the change in policies. When the Chamber gave cancellation notice to the old company, the difference in the annual payment was reimbursed to the Chamber. The General Fund Balance is $7,849.50. The Money Market Balance is $7,922.73. The Pay Pal Balance is $1.00. The Grand Total is $15, 773.23. Page 2 of 8 February 15, 2014 NPCC Board Meeting Minutes\NPCC Regular Board Meeting Minutes 01-30-2014 NORTH PLAINS CHAMBER OF COMMERCE BOARD OF DIRECTORS REGULAR MEETING MINUTES – JANUARY 30, 2014 ACTION: Motion by Butch Kindel to accept the Financial Report from the Treasurer. Second by Glenda McCann. Vote: 6-0-0. Yes-Russ Sheldon, Mitch Ward, Cindy Hirst, Stewart King, Butch Kindel, Glenda McCann. No- none. Abstain-none. 7. COMMITTEE REPORTS. a. 2014 Chamber Golf Tournament. Justin King not present. Russ Sheldon will talk with him about the activities of the Committees. b. Speakers Committee. Speakers Scheduled: i. February 11 – Coggno Online Training. ii. March 11 – Business Oregon on E-Commerce Zone. Jennifer Knowles from the City of North Plains, was at the January Membership meeting. She said that Business Oregon was interested in connecting with the Chamber. This will be about North Plains being an e-commerce zone and how businesses can still participate through 2017. iii. April 8 – Pacific Continental Bank on Preparation for Loans/Credit Line. This was another item Jennifer Knowles suggested through her contacts. The Bank will not be giving a pitch for services, but is working in the area to help businesses be ready when they want to approach their bank for funding. iv. May 13 – Annual Meeting – Do we want a speaker? Russ Sheldon said he would rather give an annual report with the accomplishments and checklist items. This would be an update for the Members rather than a speaker. Since this is the Annual Meeting, ballots for director elections will also be counted. The Board agreed that no speaker would be scheduled. c. Website Committee. Russ Sheldon said that Martha DeBry has the site up and running. There are areas that need a boost and more photos. Mitch Ward said he had forgotten about the request from Cindy Hirst to take photos of all the businesses for the site. He will do that when weather allows. Russ Sheldon said he would like to have a committee meeting in February to make an assessment of clean-up and where we need to take it. Cindy Hirst said that Martha DeBry is working on the online training. Russ Sheldon said he has some small items to check on, but we don’t want it to get stale. He wants to look at the bulletin board and doesn’t want to duplicate too much what the City does. The Chamber needs to promote our businesses and make sure the information is correct. d. Events Committee: i. Thursday Marketplace. Cindy Hirst said the Events Committee met the previous evening so she had all of the information to report since Justin King was not at the Board Meeting. In the agenda packet is version 2 of the budget and there will probably be a version 3 since there are still some “To Be Determined” items, specifically with the City because the insurance particularly needs to be clarified. Advertising still needs to be researched and disposal services needs to be discussed. The Events Committee is trying not to have too many sponsors because they don’t want to take away from the Elephant Garlic Festival®. However, a presenting sponsor would have their name on all the signs and ads. Page 3 of 8 February 15, 2014 NPCC Board Meeting Minutes\NPCC Regular Board Meeting Minutes 01-30-2014 NORTH PLAINS CHAMBER OF COMMERCE BOARD OF DIRECTORS REGULAR MEETING MINUTES – JANUARY 30, 2014 Michael Basile has offered $100 a week for the entertainment as well as helping to find groups. Vanessa Van Domelen has submitted a grant to New Seasons Market, as in previous years. This year she is asking for $16,000 plus another $200 for the Ice Cream Social. This grant is in conjunction with the Washington County Co-op. All expenses shown on the budget are based on the Farmer’s Market experience in the past and very conservative. Butch Kindel asked if the Thursday Marketplace would have its own website. Cindy Hirst said the Events Committee discussed this issue the previous night. The Farmer’s Market has their own website and the question is still unanswered. Cindy Hirst said the problem is finding someone to manage it. Right now Carolyn Levett is maintaining the Farmer’s Market website and Cindy Hirst will talk to her for suggestions. The Manage My Market website has all of the information posted as of this week and there was already a vendor signed up for the whole season. That is how vendors get to know about what is happening at the farmer’s markets around the County. The Events Committee is not sure about the phone lines yet, but will know more next week. Vanessa Van Domelen thinks everything can be wireless. Butch Kindel asked who would be monitoring the budget and accounts. Cindy Hirst said that the Chamber needed to enter into some type of partnership with the Farmer’s Market. The City, Senior Center and Farmer’s Market had a partnership agreement and Cindy Hirst said she thinks there needs to be an agreement between the Chamber, the City and the Farmer’s Market because the City is providing a lot.