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Minutes
Crisfield Chamber Board of Directors Meeting
March 8, 2007
Board Members present: President Steve
Marshall, 1VP Chris Sterling, 2VP Chris Tyler, Secretary Terry Pehan, Treasurer
Tommy Shores, Past President Virginia Townsend, Legal Counsel Wade Ward;
Directors: David Price, Dennis Smith, Dan Kuebler, Jay Tawes, Mary Beth Pruitt,
George Calamaras, Sue Heath, Bill Buttrill, Sandi Atkins, Teri Christensen,
Patti Marshall, Diane McGonigle and Mike Milbourne. A quorum was in attendance.
Board members absent: Mark Good, Clarence Bell, Dave Mason, Dean
Goldsborough and Pat Carson.
President Steve Marshall called the meeting to order at 8:00 am.
Minutes of 8 February 2007 approved. (Moved:Pehan/Second:Sterling)
Treasurers Report dated 8 March 2007 presented by Tommy Shores.
Jay Tawes reported status of $632 electric bill from city dock connection was
caused by a boat that was broken down and, without permission, used the Chamber
electrical connection for an extended period. Unlikely that any monies can be
recovered.
Question of extensive Verizon and 800# costs was raised. [ Val will report
status at next meeting].
All costs associated with the annual banquet will be charged against the
“contingency fund” because there was no line item for this expense in the ‘07
budget.
Treasurer report was approved. (Moved Pehan/Second:Heath)
Committee Reports:
Insurance Review Task Force (Phoebus/Pehan): John provided a
handout detailing the current coverage’s and “gaps” in our current policies. He
explained that some of our “event” coverage is very limited in scope due to
inadequate location descriptions of event activities, dates of events,
identification of “who” is covered (participants, volunteers, spectators) and
several other variable factors. He recommended and the Board authorized the task
force to proceed with obtaining quotes for specific needs as identified in the
handout. Requests for Quotes ( RFQ) will be sent to all Chamber insurance
company members and at least two non-members for sufficient quotes for the Board
to review.
Government Affairs (Kuebler): Dan
reported that the City was starting to take action to more aggressively pursue
condemnation/removal action on dilapidated properties. Also, that the
Comprehensive Plan is finalized. Additionally, the SRP responses are due to the
City in approximately 10 days.
Dan is stepping down as the Chair of this committee and Steve Marshall thanked
him and his committee members for their excellent efforts during the past year.
Diane McGonigle will be the new chair for 2007.
Scholarship Committee (Heath/Carson): Sue provided a handout
detailing the application requirements/procedures. There was discussion on the
issue of clarifying who qualifies and how the process will be administered.
After some discussion, the committee will rewrite to clarify these issues and
proceed with the process of distributing the announcement and applications
appropriately. The committee will provide the Board with periodic status
updates.
Membership Committee ( P. Marshall):
Patti expressed that since the Board meetings have evolved to more of a “Board
only” style work session, that the committee has been reviewing the need to
consider reinstating some “member focused” programs to keep the general
membership engaged and interested in their Chamber. Her committee will be
evaluating some options ( e.g.: Business After Hours; luncheons, etc) and will
bring recommendations to the Board in the near future.
By-Laws (Pehan): Terry requested input from the new Board members as the
previous Board (2006) had already approved the draft revised bylaws. After some
discussion, the new board members will provide Pehan with any suggestions NLT 29
March and these will be presented to the Board next month for review/action.
Other Reports:
Events (Townsend): No report. Virginia commented that this is a slow
period for the Chamber.
Heritage Foundation (Tyler): Chris stated that all is well with the
museum and the foundation.
Somers Cove Marina (Smith): Dennis provided a pier update report. Also,
30 new slips along the “catwalk” for boats of </= 25’ should be completed in
June and will be a great addition to the support the Marina can provide local
and visiting boaters. There are several other projects with bid openings
occurring soon.
Annual Banquet ( S. Marshall ):
Steve expressed special thanks to Teri Milbourne for her dedication and
steadfast support of organizing the annual banquet. Teri has done this for
several years. Steve acknowledged the hard work of all that helped to make this
a great evening for the Chamber. Jay Tawes commented that 105 people attended
and expressed concern for where the costs were to be charged since no one was
required to pay and that there was no budget line item for the banquet. Steve
stated that he overlooked the budget issue and had directed Val to not charge
attendees. Steve expressed his strong support that providing this evening, as a
“thank you”, was a small token of appreciation to the many Chamber volunteers
for their work throughout the year. Jay commented that if a single member paid
dues of $25 and brought a guest to the banquet, then the actual cost to the
Chamber was $30 for a net loss of $5. There was additional discussion concerning
“volunteers” versus guests, etc. Pehan moved and Sterling seconded to charge the
banquet expenses against the Contingency Fund…..vote:19 yes/1 no….motion
approved.
Old Business:
SC Yacht Club donation request: Finance committee has not met. SCYC
provided a new package of material to Jay Tawes. Recommendation deferred.
Sign project: Pehan reported that he was ready to proceed with having the
sign made by Becky Lowe. Proposed examples/styles/colors were provided and
discussed. Of the two examples offered, the “white background with red
lettering” was the preferred choice. Pehan was authorized to proceed.
Showmobile (Christensen): Teri reported that an electrical jack needed to
be replaced and that was the major expense…@ $300. Other repairs were expected
to be minor with a total cost of less than $500. Sue Heath stated the CHS art
class would be willing to help. Teri will meet with her committee and have a
more detailed report at the next meeting.
New Business:
Ambulance squad
request: Steve Marshall reviewed request for $50 donation. After discussion
Kuebler moved and Tyler seconded for the Chamber to donate $100. Motion
approved. Monies to be deducted from the Contingency fund.
Annual Audit: Chris Sterling discussed the need for the audit and the
timing. He recommended delaying an audit until after financial records could be
computerized which is scheduled to be started following tax season. His concern
was that if we did an audit before our records were computerized, an audit team
would have a very difficult time without a good paper trail, would take a longer
amount of time to complete and increase the audit costs. Additionally, Chris
suggested that doing an audit following the completion of this year would be
ideal and coincide with a natural transition of leadership. Kuebler expressed
concern for the product of the audit; and restated the need for a “procedural
manual” to support documenting the why and how of Chamber financial operations
and internal controls. The Board agreed with Sterling’s recommendations and
authorized him to proceed accordingly.
Office Accounting Software: Chris Sterling stated that he would implement
a “Peachtree” accounting software program in late April. He would also train Val
.
Other Comments:
- Jay Tawes informed the Board that the
owner of the storage facility where the Chamber use to rent space said that
the Chamber still owed him $1200. Jay does not concur and the Board
recommended no action be taken.
- ST Fish Tourney: Steve Marshall gave an
update on the committee chair resignation of Dave Mason. An “ad hoc”
committee chaired by Mike Milbourne and Diane McGonigle will meet with
interested individuals on Tuesday night (13th) to discuss the ability of the
Chamber to proceed or cancel.
- Curley Byrd Jazz Festival: Bill Buttrill
asked if Ky Coleman had approached the Chamber on this issue. { He has not}.
Chris Tyler informed the Board that the Heritage Foundation was going to be
a “partner in name” to facilitate the application process. No other factual
information was offered. Ky Coleman will be invited to the next Board
meeting to make a presentation if he desires.
There being no additional business, the Board
was adjourned at 9:50 am.
Respectfully submitted by: Terry Pehan, Secretary
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