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HomeMy WebLinkAboutLaurel Chamber of Commerce (3)R A I L R O A D R E F I N E R Y C I E F J O S E P H P O W C A M P Laurel Chamber of Commerce "In the Historic Highway Transportation Log Cabin" JUL 8 2005 Cll' OF- LAUREL 108 East Main Street Lanrel, MT 59044 Phone/Fax: (406) 628-8105 www. laurelrnontana.org Agenda for: Thursday, July 14, 2005 Board meeting: The Locomotive Depot I. Call the meeting to order. 2. Approval of the minutes fi.om the June 23rd meeting. Bills presented for payment: Jan's IGA- mn fruit-15.78, supplies-I 1.05 Cotter's - toilet for the nm Dynamic Designs- nm plaques-660.00, parade plaques-96.00, name badge-5.00, 1a order of shirts for mn - 325.15 NorthWestern Energy-utilities Laurel Outlook- circus thank you 9.00, letterhead paper-82.00, nm supplies-.84, ads Farmers mkt and Heritage days-79.20 To~al bills: 26.83 56.00 1,086.15 27.70 171.04 $1,367.72 4. Account Balances as of: 7-7-05: Reg. Checking 3,273.67 Money Ivlkt. 8,058.08 Sub total 11,331.75 Christmas Acct 2,670.00 Grand total 14,001.75 7-7-04: 3,132.79 4~036.69 7,169.48 .1,304.10 8,473,58 5. Ribbon Cutting: today at Northern Rockies Glass - new owners- located next to Chamber log cabin. 6o New Business: a) ChigfJoseph Run Report b) Parade Report c) Phyllis' report on the water stations d) Lewis and Clark Heritage Days meeting report e) All coupon books and/or money needs to be mined in by 7-20-05 f) Farmers markets to begin July 20~ g) Annual Membership Committee meeting to be held on August 4e h) R & P Reports 7. Open Forum. 8. Adjourn Meeting. VISITOR INFORMATION · INTERPRETIVE DISPLAYS © S R O D S L O W S O N P A R K E W S & C A K Laurel Chamber of Commerce "In the Historic Highway Transportation Log Cabin" 108 East Main Street Laurel, MT 59044 Phone/Fax: (406) 628-8105 www. laurelmontana, org R A 1 L R O A D R E F I N E R Y C I E F J O S E P H P O W C A M P BOARD MEETING - JUNE 23, 2005 The Laurel Chamber of Commerce Board of Directors met on Thursday, June 23, 2005 at Sid's East Side Bar & Grill fa'om 12:00 to 1:00 p.m. Those in attendance were President Donna Podolak, Secretary Klm Worabolt, Directors: Stephanie Poller, Wes Burley, Glenda Seabrook, Jerry Bauck, and C.J. DaMe, and Chamber members: Phyllis Bromgard and Dee Dee Crider. Donna Podolak called the meeting to order and asked all to lake a moment of silence to observe a prayer before the meeting began. Donna asked if all present had a chance to read the minutes from the May 26~ and June 9m meetings. Glenda stated that she has a change to the agenda. She stated that the next 4~ of July meeting at the City will be Wednesday, Jane 29~ instead of May 29t~. Kim stated that although it would be nice if it were still May, she would make a note of the change to the agenda. Jerry made a motion to accept the minutes fi.om both meetings as read, seconded by Steve, and all present voted in favor of the motion. Bills presented for payment were: bills already paid but need approval: Jan's IGA - $13.45, Laurel Outlook - $19.80, NorthWestern Energy - $24.54, Dynamic Designs - $10.00, Ace Hardware - $11.96, Qwest - $68.47, and Montana Dakota Utilities - $28.25. New bills presented for payment are: .Jan's IGA - $44.87, Ben Franklin - $18.09, Mo's Kones - $37~50, Great America Leasing - $78.39, Dynamic Designs - $207.50. Kim explained about Mo's Kones, She stated that since the Laurel Band will be playing in this year's parade, someone had made a suggestion that the Chamber make a good gesture to the kids for doing this by giving each one of the band members a coupon for a free ice cream cone at Mo's Kones. Klm further stated that she spoke to Del Henmau about this mid he told her that he would give the Chamber a discount of $.25 on each cone purchased. It is estimated that the Chamber would need to purchase 30 certificates for this. It was decided that this was a good idea audit is a simple way of thanking the band members for their part in the parade. Domm asked if there wasa motion to pay the bills presented. Wes made this motion, seconded by Stephanie, and all present voted in favor of the motion. Donna stated that there would be a ribbon cutting directly afier this meeting at Cost Cutters located in the new mall area by Ace Hardware. She encouraged all to try to aRend. Old Business: Kim stated that she would like to have permission to sell the coupon books for halfpriea at the Farmers Market to start in July. She stated that there are quite a few lul~ since the Senior Celebration did not sell all that they ordered. When they took these, they asked if they would have to pay for each book ordered. Klm said that she told them no, but she did not expect them to return haifthe books they ordered. She further stated that they ordered 500 books and sold 230 of faese. Fewer would have been ordered fi.om the printers if these were not needed. A suggestion was given to make the group pay for the books ordered to begin with. Klm said that this might not work too well since they start out at the beginning of the school year with little or no money in the treasury. It was suggested to have the group pro-rate on what is sold. If they sell 100 books, they would receive $1.00 per book sold, 200 books - $2.00 per book, 300 books sold - $3.00 per book, 400 books - $4.00 per book and 500 books - $5.00. By doing this, they would get the incentive to sell more books and would also give the Chamber a better profit margin if fewer books were sold. Another suggestion was made to charge a penalty for each book returned that was not sold. Jerry stated that he would like the coupons in the next coupon book to be indexed and page numbers put on each of the pages. Klm stated that this would incre~e the price of the books and would give the Chamber less profit. She stated that the printers keep the costs down by spacing the coupons on rolls of newsprint paper. VISITOR INFORMATION · INTERPRETIVE DISPLAYS C O S R O A O Y L 0 0 N E $ C By having to namber and index each coupon, this will take considerable more time and work. KLm suggested having a divider put in each book for dining, entertainment, car, and misc. The coupons could be put into the appropriate sections. It war also suggested having the books cut down in size t6 make it easier to put these into a purse or a pocket. Klm said that she would talk to the Outlook about this matter. Although Bob and Mike are not present, this agenda item har been tabled twice. They had both wanted to talk about advertising for special events and explain the policies on this matter that the Chamber bar decided to take in the part. She stated that all special projects or events sponsored by the Chamber have to pay for themselves by having sponsors. Advertising events can be done in the form ofpnsters, news medial or other ways, if money has been raised to do this. She stated that the Chamber war paying a lot of money out in the form of advertising in the part and most of the time, the project or event did not net enough money to pay the expenses. For the first few year~ that KLm worked at the Chamber, the parade cost the Chamber around $800.00 for just the advertising. This was a total waste.since the parade has never needed to be advertised. At that time, the Chamber war not allowed to charge anyone to be in the parade. To get around some of the expenses, the Chamber started charging the $5.00 enlry fee and cut out the advertising. The Chamber now makes money on the parade. Since that time, the Chamber always gets sponsors to pay for the expenses up fi.ont. The money made on the projects or events is just a plus at that point. There were sponsors for the circus, run, and other events. The DSA is considered a service project, so the Chamber does not worry about sponsors. The Farmers Markets booth space fee covers the little amount spent on advertising. She stated that the Lewis and Clark Bicentennial project will have to keep the costs down by not doing a lot of advertising and by not paying fees for speakers. Glanda stated that she has made flyers, business cards, and other items in order to advertise the event. Kim said that this is listed on the web site, calendar of events, and also through the classifieds in the Laurel Outlook. Gleuda stated that she is going to charge $20.00 per booth space to help pay the expenses for the event. In the future, she would like to look further into applying for grants to help fund the Heritage Days. She asked if anyone could help with the grants. Klm stated that she har worked on grant funding for many Chamber projects and would be happy to help with filling out the grants. She stated that she would not be able to help with anything until a~er the Fourth of July is over, though. New Business: Stephanie reported on the recent 4~ of July committee meeting beld. She stated that this meeting was held for everyone to learn the paperwork process of filling out the registration forms for both the ran and the parade. C.J. and Donna both stated that they would help at the mn with signing up the namers. It war also stated that everyone needs to get to the run around 5:30 - 5:45 a.m. on the morning of the run at Thomson Park. Those wanting to help with the parade should be there around 9:30 to 10:00 a.m. in fl'ont of the Caboose Saloon. Klm stated that judgar are needed for the parade. Jerry stated that he would like to be a judge, but he is not sure if Wait is going to put a float into the parade. If Walt is going to do the float, he would have to ride on that float. If not he would be a judge. He stut~l that his wife, Lois could be a judge. Steve and Stephanie both said that they would be judges ar well. KLm stated that Bob O'Dee would most likely be a judge and would show the others what to do. KLm will also have a packet for each judge to make things a little easier for them. KLm further stated that there are a few changes that she needs to inform the board about. Instead of having the nm start with a gunshot, it will start with the National Anthem being sung after the racers have lined up. By the end of the song, everyone would be ready and v~ould be quiet, so one of the workers could yell, "On your marks, get ready, go." Kim stated that the s.mgers were requested by one of the runners who had attended another race and they sang. It was a very race way to start the races. Klm fu~her stated that she thought with it being the 4th of July, that this would be very appropriate. She informed all that she spoke to the raother of the two girls and they agreed that it would be nice to sing at the Chief Joseph Run. Klm further stated that she would give the girls a ticket to the pancake breakfast, a certificate for an ice cream cone at Mo Kanes, and a Laurel Merchant Buck in the amount of $5.00 eacl~ Jerry volunteered to let the Chamber use his flag for this if someone would come over to pick it up. Klm said that she would be happy to pick up the flag on Friday before the 4t~. Kim informed all present that the Mayor would like to fide in the Fire Deparmaant's antique fire engine ar Grand Marshall and would also like to have a few active duty servicemen ride with him. KLm is working on getting the servicemen for this. She also had to cancel one of the convertible drivers. Phyllis stated that it had been suggested at an earlier meeting, that the first water station be put at the bottom of cemetery hill. She said that this cannot be done since the water stations are Jet up at the turn aronnds for each of tim races. By changing the location of the first water station, people running in the 2 mile race (who would mm around at one mile), would be turning too early. She stated that the first station is around the area of Ken and Peggy Miller's house. The second station (2 miles out) for the 4- mile runners is right before the dump, and the last station is located 4 miles out for the 8 mile nmners. Phyllis suggested having signs that are color coded with the runners' numbers for the tusnarounds. Kim said that she would see what she can do for this. It was stated that there would be another meeting held with ail of the groups at City Hall for the 4th of July on Wednesday, June 29~ at 7 p.m. Donna said that these meetings are very interesting for anyone who would like to attend. Wes reported on the recent Annual Membership Meeting Committee meeting. He stated that everything is set for the menu, location, and entertainment. Eva at Avunta Federal Credit Union is working on designing and printing a flyer for this event. The flyer will be mailed out after the 4~ of July. He further stated that the Board needs to vote on funding the mailing of this flyer. He stated that it would cost around $150.00 to $200.00 to send out around 500 flyers by bulk mail. These flyers would invite all to attend the barbecue and give the information about the annual meeting and entertainment. Stephunie made a motion to approve the Chamber to pay for mailing out these flyers, seconded by Jerry, and all present voted in favor of the motion. Wes stated that there would not be a lot of e~penses. He added that even if there was not a good turnout, the dinner/meeting could still be held since the expenses have been kept to a minimum. The cook will show up no matter what number of people is planned for. Jerry reminded Wes that since the Chamber would be feeding the musicians for free; there would be some additionai expenses. Klm stated that the Chamber has to have an annual meeting in order to comply with the by-laws, so if there are some expenses for this, then it would be a part of the Chamber's normal process. Wes stated that the committee would meet again on August 4~ to IFmalize the plans and to go over the survey that will be handed out at the meeting. Kim will get the other surveys that the Chamber has dose in the past in order for the committee to get some idea of the questions to be asked at the meeting. Jerry reported on the Lewis and Clark Bicentennial Heritage Days Committee meeting held recently. He stated that the committee is working on getting more traders, speakers, and events for this. It was decided to keep the location for the event at Firemen's Park only since there have been a tot of problems with working with the LRL and the Town Square Park. There will be another meeting on Tuesday, July 5~ at the Owl Junction Diner. Klm stated that the Chamber needs to give their o.k. on ailowing Bemie Mason to purchase food items for the Lewis and Clark event. Bernie will be cooking foods of the era for tasting by those attending the event. It will be called a taste of the trail. Klm stated that she almost ran over a raccoon the other day that would have helped to keep the cost of the food down. (Just kidding!) Bernie had estimated that the costs would not exceed $50.00. Klm further stated that this would be a big draw for the event and there would be some money coming in l~om the booth spaces that are being sold at $20.00 per spot. Another expense will be the portable toilet. There should not be a lot of other expenses for this event. Klm reported that Crazy Days was not good. There were a few booths set up in the park, but there was liRle or no interest on the part of the Laurel retailers. She stated that she would not like to offer this event in the future and stated that the crafters are fmc with selling their wares daring the Farmers Markets. She said that it might be wise to concentrate more on the markets rather than worry about Crazy Days. Kim reported on the circus. Due to the rain, less profit was made than earlier expected. The circus was a success, though, and brought in a profit of around $700.00. The circus was happy and asked if they could come back in a few years. Klm stated that she and Phyllis froze while taking tickets. She further stated that she would like to thank Phyllis for ail of her help with not only the circus, but also the run and other events. All present thanked Phyllis for all of the things that she does for the Chamber. Discussion was held on changing the location of the Farmers' Markets. Klm stated that there has been talk of the Chamber being charged a fee of $20.00 per use for the Town Square Park. Klm said that the markets were being held in Firemen's Park and changed last year when the LRL asked the Chamber to have the markets in their park. It is more convenient to have the markets held in Firemen's Park since the Chamber cabin is right there anyway. All present agreed that the location of the market should be held in Firemen's Park. It was stated that Little Horn State Bank would hold its Grand Opening on next Thursday, June 30~. At that time, the Chamber would do a ribbon cutting to be held at 12:30 p.m. The bank will have dogs, brats, and pop for those attending as well as drawing for prizes. Donna encouraged all to attend. Kim stated that she would call everyone to remind them of the ribbon cutting. Kim said that she received a call fi.om a resident about an idea for new Laurel postcards. This person suggested having a contest for photos of Laurel to be taken. Judges would choose a few pictures for the new postcards. The money made from the sale of these postcards could pay for the printing and pay for the winners to receive some Laurel Memhant Bucks. She stated that if the Board approves oftlfis, the project could begin sometime in the late fall or early winter. Copies of the weekly Beartooth Highway Construction Project were handed out to all present. Klm stated that she receives these every week for those interested in the progress of the project and for those interested in the alternative mute to the park. The R & P Reports were handed out to all present. The meeting was adjourned. C~at_~gories - Expens~ Jane Year:~o-date Budget Income June Year-to-dat~ Budget Total Poeta,ge $124.00 $395.55 $800.00 $9.60 $57.60 $100.00 ($337.9~ Phone $68.47 $436.39 $900.00 $0.00 $0.00 $0.00 ($436.3~ Repairs/Equipment $0.00 $0.00 $1,000.00 $0.00 $6.00 $0.00 $6.00 Supplies $54.87 $501.05 $1,000.00 $0~00 $0.00 $0.00 ($501.0~ Copier/Copies $78.39 $859.45 $1,300.00 $0.00 $0.00 $0.00 ($859.45 Utilities $52.79 $630.70 $1,200.00 $0.00 $0.00 $0.00 ($630.7{] Business Insurance $0.00 $850.00 $,900.00 $0.00 $0.00 $0.00 ($850.00} Lunch expense $36.13 $132.88 $200.00 $0.00 $0.00 $0.00 ($132.88 ~letWages $1,113.84 $5,617.92 $11,000.00 $0.00 $0.00 $0.00 ($5,617.92 ~arade $47.50 $72.50 $200.00 $78.00 $78.00 $300.00 $5.50 ;hief Joseph Run $55~75 $335~32 $2,000.00 $1,863.00 $1,913.00 $4,500~00 $1,577.68 ~ayroll taxes $291.46 $2,177.22, $5,200.00 $0.00 $0.00 $0.00 ($2,177.22 -ees or refunds $0.00 $105.00 $15.00 $6.00 $0.09 $2,500.00 ($105.00 ~pecial Events $0.00 $0.00 $100.00 $0.00 50.00 $100.00 $0.00 :[ibbon C uttin~ls $2.00 $30.99 $100.00 $0.00 $0.00 $0.00 ($30.99 ~ubscriptiona $0.00 $0.00 $35.00 $0.00 $0.00 $0.00 $0.00 ~lisc. Supplies $0.00 $103.00 50.00 $0.00 $0.00 $0.00 ($103.00 :eace Pipe Ceremony $0.00 $0.00 5100.00 $0.00 $0.00 $0.00 $0.00 Nebsite/Internet $39.95 $1,013.50 $600.00: $0.00 $000 $000 ($1,013.50 )SA Banquet $0.00 $2,004.56 $2,00Q. 00 $0.00 $1,400.00 $2,000.00 ($604.56 .aurel Map $0.00 $0.00 $0.00 $0.00 $300.00 $0.00 $300.00 ~Newsletter $6.00 $371.98 $800.00 $0.00 $0.00 $0.00 ($371.98~, Christmas Home ConL $0.00 $50.00 $200.00 $0.00 $220.00 $900.00 $170.00 Christmas Lights/power $0.00 $0.00 $650.00 $0.00 $0.00 $550.00 $0.00 Unemployment Ins. $0.00 $55.47 $0.00 $0.00 $0.00 $0.00 ($55.47 Farmers MktJCrazy Day $19.80 $39.60 $350.00 $0.00 $6.00 $350.00 ($39.6C Circus $2,214.00 $2,380.02 $2,000.00 $3,439.50 $3,653.50 $3,000.00 $1,273.48 Other Fundraisers $0.00 $0.00 $500.00 $0.00 $0.00 $3,500.00 $0.O0 Misc. $0.00 $0.00 $0. O0 $0.00 $0.00 $0. O0 $0.00 Coupon Book $0.00 $1,767.00 $1,700.00 $0.00 $2,415.00 $2,000.00 $648.00 Interest~Errors $0.00 $0.00 $0~00 $0.03 $1.98 $5.00 $1.98 Memberships $320.92 $570.92 $300.00 $1,581.00 $14,124.50 $18~000.00 $13,553.58 Trailer Rental $0.00 $0.00 $100.00 $0.00 $0.00 $200.00 $0.00 Total $4,520.87 $20,501.02 $35,'150.00 $6,971.13 $24,163.58 $38,105.00 $3,662.56 ~lone¥ Market $1,000.00 $2,000.00 $0.00 $0.00 ($2,000.0e ~hristmas Dec. Acct. $0.00 $6.00 $6.00 $0.00 $0.00 total $1,o0o.oo $2,000.00 $0.00 $0,00 $0.00 $0.00 $0.00 ($2,000.00 ~-rand Total $5,620.87 $22,501.02 $6,97t.t3 $24,163.68 $'1,662.56 Statistics for June, 2005 · Relocation Packets: I (Idaho) · Visitor Packets: 3 - (Florida, England, Iowa) · Business Relocation Packets: 0 · School Project Packets: 0 · Phone Calls: 223 · Special Requests: 30 · Recommendations: 58 · Other Information Mailed: 65 · Convention Packets: 0 · Walk-Ins: 181 Faxes Sent: 15 · Faxes Received: 1 · E.Mail Messages Sent: 17 · E.Mail Messages Received: 124 · Ribbon Cuttings: 2: Cost Cutters and Little Horn State Bank Speakers: 0 · New~L~ha~aber M~m.bm's~pa.~*i~Aunti Nona's Childcare, Nona Gibson and Lisa George, 707 Juniper Avenue, 628-8083 · Lost Chamber Memberships: 0 · Total Chamber Memberships: 134 · Total Lifetime Chamber Memberships: 12