Annual Estacada/Clackamas River Chamber of Commerce Retreat

Alton L. Collins Retreat Center

32867 SE Highway 211

Eagle Creek, Oregon 97022

February 7, 2004 @ 8:30 am

MEETING CALLED BY: Julie Howland

TYPE OF MEETING: Full Board Meeting

ATTENDEES: Julie Howland, Dean Hansell, Dee Conrad, Becky Arnold, Steve Stone, Terri Miller, Irene Adams, Lisa Galluzzo, Eric Jespersen, Lee LaFollette, Michael E. Miller, and Paula Nelson.

MEETING CALLED TO ORDER: Julie Howland called the meeting to order at _________.

READING OF JANUARY MINUTES: Not available at this time per Dee Conrad.

VOTE IN NEW BOARD MEMBERS: Official Ballots were mailed out in January to be received by noon on February 2, 2004. Mailed out to every chamber member with 25 ballots returned: Irene-2 blank, Lisa-1 blank, Eric-2 blank, Lee-1 blank, Michael-3 blank, and Paula-2 blank.

ELECT NEW OFFICERS: Steve Stone elected President, Dean Hansell elected 1^st Vice President, Paula Nelson elected 2^nd Vice President, Dee Conrad elected Secretary and Lisa Galluzzo elected as Treasurer. Julie Howland swore all elected officers in.

MEETING WAS ADJOURNED: By Julie Howland at ___________.

MEETING CALLED TO ORDER: By the newly elected president, Steve Stone at 8:45 am.

MISSION STATEMENT-REVIEWED: Steve Stone discussed the mission statement and mentioned that the chamber members are first. We are to emphasize the mission statement. Taking out “and government” amended the Mission Statement. Spelling corrected “out” to “our.” Statement was passed after the corrections were made.

BREAK: A short break was taken.

REVIEW/REVISE BY-LAWS: Steve Stone suggested with the “new” board members could take the By-Laws home and read them and we could review and discuss them at the next Board of Directors meeting March 10^th at 6:00 pm. Location to be determined still. Will try and get Cazadero Inn as a member and possibly hold it there. (Others to consider, PGE, and City Hall.)

PERSONNEL MAUNUAL /JOB DESCRIPTION: Steve Stone said Julie Howland and Tanya Phillips had worked on putting this job description together. Again, the board members are to take this job description home and read it and make notes to discuss at next board meeting. Steve, Dean and Dee will set an afternoon to discuss Terri’s review.

2004 CHAMBER FOCUS: Steve Stone would like the chamber’s relationships with the local businesses to become stronger. Keep the partnership with the high school strong by encouraging the high school students to begin a Junior Chamber. The chamber needs to involve the Timber Lake Job Corp kids as often as possible especially with the Christmas Lights. They might be interested in the Junior Chamber program also.

The chamber has 2 events that we will be focusing on in 2004 that will be the July 4th and the Christmas Bazaar which includes “Donuts with Santa.”

Board of Directors needs to decide the importance in memberships. We need to continue our partnership with the City of Estacada. Each Board of Director is responsible to bring in 5 new members this year. Paula Nelson will head a “Host Committee” to meet and greet new businesses to Estacada and Randy Ealy will assist with this.

A Board of Director needs to be on the city tourism council that Mayor Austin is forming for 2004. This will be advantageous toward possible grants.

The chamber should try to keep an ongoing tally list at the door and at the telephone.

MEMBERSHIP: New membership schedule fees voted in are as follows: Friends of the Chamber which is an individual not a business @ $25. Business which is Farm/Ranch/Nursery @ $100, Owner/Operator (0 employees) @ $75. 1-10 employees @ $125 11-25 employees @ $250, and 26 or more @ $500. Other category includes Schools, private @ $35 and public @ $75, Churches/Civic Organizations @ $35 and Nonprofit (Must send a copy of 501C form) @ $35. We added a new section which will be any business outside of the Estacada School District Boundary @ $125 (no matter how many employees they have.) Multiple business owners will pay the higher price for the first business and all other businesses can join @ 25 each additional business. Please note: 2 part-time employees will equal 1 full-time employee.

We discussed in detail the membership fee for the City of Estacada. To strengthen the partnership with the city and all their help assisting the chamber in the 4^th of July event and the Holiday event and by providing us with our office space, electricity, maintenance, etc. we, the chamber, feel that an even exchange for dues is appropriate for the 2004 year. Terri, the Executive Director, will type a letter indicating our agreement to be signed by Steve Stone and Randy Ealy the City Manager.

Dues will be prorated, monthly, ONLY for any new members joining after the month of January 2004.

Dean Holden Enterprises, Inc will continue to get their membership fees complementary in

exchange for them doing all our taxes and payroll.

CONSISTENCY MUST ALWAYS BE FOLLOWED.

MUSEUM/CHAMBER PARTNERSHIP: Becky Arnold reported in the summer of 2002 the partnership came into existence Becky’s husband and daughter got involved with the museum. They completely rearranged and inventoried the museum. Becky thought the museum could get a grant thru TDC in hopes for the money to help pay for the Executive Director’s salary. As of this date of 2004 nobody has applied or written a grant. Conclusion: A Board of Director needs to call TDC to get the correct information on availability on an educational grant for the museum. It will be educational/tourist driven with a marketing twist. The Centennial Group does have a 501C3 status, which should help in acquiring any grants.

ACCT PAYABLE – WHITNEY SIGNS: The alleged bill owing to Whitney Signs was discussed and voted on. The outcome agreed upon was that the 2 wooden chamber signs were donated and publicly noted in the local newspaper and at the monthly Forum meeting that Whitney had donated those signs to the chamber. The Board of Directors decided to negate the request of allowing Whitney Signs 3 additional years worth of dues and agreed upon 2 years credit in dues (2004 & 2005). Credit will be given for 2003 also. The board has agreed that in the future all agreements will have a detailed written contract for documentation purposes. Voted and passed.

ACCT PAYABLE – ESTACADA SELF-STORAGE: Discussion on the rental prices of our storage unit. Rented at $74 per month in 2001 and now, 2004, same 10 X 10 space rents for $64 per month. Steve Stone will renegotiate our rental price with Ray Debord.

MEMBERSHIP DRIVE: Membership as of January 1^st is approximately 125 give or take a few members. Steve Stone has requested all board members MUST enlist 5 new members each for the 2004 year. ***Remember – we have the availability of Estacada, Eagle Creek, Barton, Carver, Damascus, Boring, parts of Clackamas, (and Redland, Fishers Mill, Colton, etc.)

2004 CHAMBER BUDGET: Becky Arnold presented our Balance Sheet and Profit & Loss sheets, which included our assets, liabilities, income and expenses. THIS IS THE FIRST TIME IN SEVERAL YEARS WE HAVE BEGUN THE YEAR IN THE BLACK. There was a discussion concerning Terri Miller, the Executive Director as a signer on the checks. Becky Arnold, past Treasurer, expressed the significant need for Terri to be a signer on the checks because of the dire need to purchase office supplies or postage stamps etc. It was decided she would be allowed as a signer up to $300. Anything over that amount would require a second signature. It was discussed that new deposit slips and checks are needed and should be ordered along with renewing/adding new signers on our account. We are required to take a copy of our “minutes” into Bank of the West for official notification of the changes in authorized signers.

We did not make a budget for the 2004-year. We will discuss this at our next Board of Directors meeting March 10.

2004 EVENTS: It was reiterated by the 1^st Vice President, Dean Hansell, that the ONLY events the chamber will be involved in in 2004 will be the 4^th of July event and the Holiday Bazaar, which will include “Donuts with Santa.” Discussion as to our involvement with the “Oregon River Games” (getting them as members and using this event to help with acquiring membership along with the Clackamas Hampton Inn and Sandy’s Best Western Inn. Chris Madson and owner of these two motels, Doc Patel will be attending our February Forum meeting with their interest of joining the chamber.

4^th OF JULY EVENT & PARADE: Steve Stone and Eric Jespersen will be meeting Tony Dental at the Cazadero Inn at noon on Friday, February 13^th to discuss the use of the Timber Park and it’s facilities. Randy Ealy will help with the permitting necessary for the parade and events in the city.

It was suggested and agreed upon that the rally girls and cheerleaders can, again, be in the parade carrying cans and jars for their performances. The chamber will split 50/50 all the money that is donated.

Events “R” Us was discussed concerning their return of the Giant Slide and Bounce equipment. In 2003 this company did not send us the required proof of insurance prior to the event date and they were not going to provide their own power. A vote was taken and passed unanimously not to allow Events “R” Us as a vendor to the 2004 Salute to Independence event on July 4^th.

ASSIGN EVENT COMMITTEES: It was announced that at the next 4^th of July meeting committees would be assigned.

FUNDRAISERS: Our focus on fundraisers will be concentrated on membership only.

EDUCATION & SEMINARS: We will review these at a later meeting.

GRANTS: Randy Ealy left early so was not present to lead this discussion. Paula Nelson had a book on writing grants along with experience from a recent TDC seminal.

FEBRUARY FORUM – LOCATION: The location for the February Forum will take place at Wong’s King Restaurant here in Estacada. It was discussed that a larger turnout and more involvement is seen if the location is located here in town for the members.

SET DATE & LOCATION – BOD MEETING: The next Board of Directors meeting will be March 10^th at 6:00 pm. Location will be in the conference room here in City Hall.

OPEN DISCUSSION: The NW Civil War group has contacted us asking if we know who they can arrange purchasing and delivering of 2 cords of firewood for their April 24 & 25 event. Can they get it delivered on April 23 to McIver Park? Dee Conrad knows of a family who will take care of this.

We also had the snow cone machine given to us from the Estacada Kiwanis Club that disbanded. We should make use of this machine as a great moneymaker.

MEETING ADJOURNED: Steve Stone adjourned the meeting at ___________.