MEETING MINUTES
Canajoharie Palatine Chamber of Commerce
February 8, 2011
Call to Order, Attendance:
Janine Nelson called the February 8, 2011 meeting to order at 6:00 pm. The meeting was held at the Arkell Center, which will also be used for future meetings. The following members and visitors were present: Larry Pinto, Susan Barker, Andrea Muhlebeck, Barbara Spraker, Cathy Smith, Sheryl Neal, Tim Crosby, Amy Kretser, Sandy Dievendorf, James Sancho, Penny Page, Diane Reilly, Michele McGlone, Harry Barse, Bill Nelson, Janine Nelson. L ?? Phillip ???
Opening Comments: Janine Nelson began the meeting by welcoming new members and reading her mission statement and also noted that although there are many vacant stores in Canajoharie, the chamber cannot take on the duty of finding business’s to occupy them, that is the responsibility of the owners, but the chamber can promote Canajoharie and Palatine Bridge as good places to have a business. She also noted that it is unusual to hold a January meeting, but there was just too much business to discuss to put it off until February.
Approval of Minutes:
The Secretary’s minutes were presented by email. William Nelson made the motion to approve the minutes of December 14, 2010, seconded by Jim Gallo. All in favor.
Treasurer’s Report:
The Treasurer’s report was presented by Larry Pinto.
Membership Report:
Michele stated that 70 renewal notices were mailed out, with 35 responding and 5 new members have joined. The inserts for the plaques are available to those who have paid their membership dues. It was noted that Dolores Jacksland will call those members who have not renewed their membership yet. Barbara Spraker asked why her receipt and other notes have not been mailed to her. It was noted that a receipt would be forthcoming, but most correspondence is e-mailed to members and interested parties. Barbara noted that she does not have e-mail and would like info mailed to her, she felt it was part of her donation to the chamber.
MOTION: Sheryl Neal made the motion that letters of thanks to individual members not be mailed out in the interest of saving postage costs, seconded by James Sancho.
Discussion: Individuals should get notice of receipt for tax purposes. If e-mail address is provided, then receipts and correspondence should be sent that way. If no e-mail provided then items should be mailed. It was noted that donations to the chamber are not tax deductible. Member renewal letters were sent out with an information packet enclosed. One person noted that an annual report was not made, which is generally done for businesses, and said report should include a list of in-kind gifts.
VOTE: Voting to NOT SEND acknowledgements via mail 4 Yes, 6 Nay.
MOTION: Sheryl Neal amended the motion that letters of thanks and correspondence
NOT BE SENT by MAIL to those persons with e-mail addresses, seconded by James Sancho. Motion carried.
Tourism:
Janine noted that a 4% bed tax supports the Travel and Tourism portion of the County Budget. The County has suspended funding for Tourism. There is $55,000 in the fund and the money has been turned over to Ken Rose, who has been charges with distributing the funds. Janine and Dolores met with Ken Rose to discuss the use of the money. A Committee will be formed to oversee the distribution of the funds, which are for the purpose of supporting travel and tourism in the county. It was felt that the funds should be used countywide, not just in the Amsterdam area. It was suggested that the funds be sent back to the communities where they originated, or ask the communities for proposals on ways to spend the funds to promote tourism/travel in their area.
Dolores met with Joe Santangelo regarding the use of the bed tax and the need for the money to come back to the communities. He suggested a new organization be formed and he would serve on the board. It was also suggested that letters be sent to Ken Rose supporting the idea of distributing the funds to local communities. The bed tax will still be collected, as it is a law.
Old Business:
Farmer’s Market. The FM organizers have decided to open in the Arkell Museum Parking Lot again this summer, due to the planned road construction. The FM has asked for $900 from the chamber for signage. The chamber cannot support the request for the $900. It was suggested that since the farmers donate $75 to the chamber for support of ads and participation in the market, they should seek locations to post signs and then check prices for creating the number of signs they would like to post and using their $75 fee towards those costs, and only ask the chamber for monetary help if their costs exceeds their own funding. The question was raised as to who determines how chamber money will be spent. Sheryl questioned how many vendors participate in the market and why they need the chamber. Michele answered that there were 7 vendors last year and the chamber should support the market as a thriving market brings people into the village; museum visitors also support the market; the chamber should support our local agricultural community.
The Chamber Constitution and By-Laws should contain the answer concerning who determines how chamber money is spent, however in most organizations the board of directors does the authorizing of expenditures.
James Sancho noted that the Farmers Market was advertised in the brochure that waspaid for by the chamber. The FM is a budgeted expense, which may be taken out of funding in the Tourist Booth line. Funding for the Tourist Booth line is not complete, it will take about $5000 to fund the booth this summer.
Janine also noted that the bed tax funding cannot be used within the county; it must be spent outside the county to promote tourism within the county. She will try to get funding for the Tourist Booth from the bed tax funds.
New Business:
A Garden Tour has been organized for July 9, 2011 beginning at 9:30 am. Gardens on the list include Sheryl Neal’s, Larry Pinto’s, Richard ?? and Jim ??They are hoping for 200 people.
A 5K run has been proposed for June 18. Some ideas were to have “Frisbee Toss”, “drum” corp presentation for entertainment, food vendors. Streets and routes to be used will be determined later. A committee will be formed to explore all aspects of organizing a run.
Barbara Spraker noted that the Bike Path may not be available for use that day, as other events are in the works.
MOTION: Sheryl Neal made the motion to proceed with the 5K run for June 18, 2011, seconded by Harry Barse. Motion carried. A committee needs to be formed to handle this event and other activities that were suggested for this date.
Miscellaneous:
A letter was received from the Canal Authority promoting the “Clean Sweep” event for cleaning properties along the canal on April 15-17.
MOTION: Sheryl Neal made the motion to have members of the chamber participate in the event, seconded by Harry Barse. Motion carried.
July 15, 2011 is the date when the “Bikers” will be coming through the Village. The chamber would like ideas for an “event” on that day that will encourage the bikers and supporters to visit downtown. Other suggested ideas were for people to volunteer time on the projected route through the Village to encourage the riders and be available to answer questions from them. It was also suggested that information sheets regarding Canajo events during their stay here be made available at the High School. A schedule of events should also be sent to Parks & Rec so that bikers can be informed prior to their arrival in Canajoharie.
MOTION: Sheryl Neal made the motion that a small committee be formed to create the informational sheets and organize events, seconded by Harry Barse. Motion carried. Sheryl volunteered to chair the committee.
Janine Nelson noted that a vacancy exists on the Board of Directors. This will be discussed further at the next meeting.
The “Elephant Bistro” will host a dinner to raise funds in support of the High School Band. Tickets will be $75.0 for adults $5.00 for children.
Holiday Decoration contest winners were announced. The Mickels won the Best Door Decoration for $25.00, which they donated to the chamber. Best Overall $150.00 donated to the Animal Shelter.
March 4th a Board Game Night will be held at 7:00 pm at the Youth Center?? Please bring a snack to share. Coffee and tea will be provided.
Adjournment:
Harry made the motion to adjourn, seconded by Susan Barker. All were in favor. Meeting adjourned at 7:10 pm. Members will be advised of a meeting date for March.
Amy Kretser, Secretary