Home > Members > Projects > Minutes : 27 Feb 2014 > Forms
- Meeting: 7:00pm Thu 27 Feb 2014 at Magrath Museum
- Prev Meeting: AGM 22 Jan 2014
- Current Chamber Executive contact list can be viewed at magrathchamber.com/executive.html
Our regular Feb 2014 meeting is scheduled for 7pm Thu 27 Feb 2014 at the Magrath Museum. Please forward agenda items to R Davies. See you all there!
Agenda:
1) New Memberships - Custom Windows, Septic Doc, others?
2) 30 more Tables for Ice Arena - Town and Chamber
3) Financial Report to 2013
4) Trade Show planning meeting to follow.
Magrath & District Chamber of Commerce Society
Minutes 27 Feb 2014 at Magrath Museum
Attending: S Sabey, R Moore, R Davies, D Thomson, A Bennett, K Henderson, J Mackenzie. Regrets: A Bennett, A Dudley, B Cant
===
Tradeshow Committee Meeting
Attending: R Moore, R Davies, D Thomson, K Henderson
Minutes 27 Feb 2014 at Magrath Museum
Attending: S Sabey, R Moore, R Davies, D Thomson, A Bennett, K Henderson, J Mackenzie. Regrets: A Bennett, A Dudley, B Cant
- Call to order 7pm
- Minutes from 22 Jan 2014 meeting read and accepted.
- S Sabey presented financial results to 2013 after reviewing books previously prepared by R Spencer. She noted they seem to be in very good shape. She donated data entry to Quickbooks format to accommodate reporting breakdowns by year and project. Updated report given to President D Thomson and summarized at meeting: She calculates since 2010 a total of $13,515 raised for Trail System (and this should be current balance in 1st Choice account) and estimates at end of Feb 2014 we should have about $5000 remaining in operating (ATB account). She noted some intermingling of funds needs to be corrected as occasionally monies for membership, tradeshow, other events had been deposited in the wrong bank accounts and need to be transferred back and forth. Duane noted has had discussion with Town Administrator on when they need the funds raised for Town of Magrath Trail System project to be transferred. He had estimated $12,000 would be available to Town for their project planning. Town hopes to obtain matching funds based on this amount. Motion to accept financial report as presented. OK 6/6.
- Discussed options for filling new Chamber Treasurer position and possible names. Hope to get someone with some accounting experience and familiarity with Quickbooks. Agreed to approach J Moore to consider taking this on with L Davidson as possible backup. OK 6/6
Also reviewed recommended procedure for reporting reciept of payments and getting bills paid. We should be passing all financial receipts and billings to Treasurer via President. Payments for ongoing projects will then be deposited and billings for ongoing or previously approved expenses will be paid out by Treasurer on as timely basis as possible. OK 6/6
- Reviewed correspondence received:
- Town of Magrath has approved the request to cost/share 50/50 for purchase of 30 tables. Our portion would be about $1500. Duane with proceed with the acquisition. OK 6/6
- Email from Lesley Pohl of Green Hectares (www.greenhectaresonline.com) re support seminar for rural entrepreneurs. Would we like to participate? D Thomson will inquire as to cost and availabilty (perhaps in Fall 2014). Table for subsequent meeting.
- R Davies noted email from Aberta Association of Chambers (AAC) sent form to be completed for 2014 billing. We show 21 paid members for 2014 so far, but expect more will renew/join. D Thomson will review paperwork. OK 6/6
- Town of Magrath has approved the request to cost/share 50/50 for purchase of 30 tables. Our portion would be about $1500. Duane with proceed with the acquisition. OK 6/6
- Discussed 'Mormon Trail' promotions (from Alberta Tourism: paper bags with logo made available for local use) and how could be used. R Davies suggested month of July prior to Town Celebrations local businesses could use these bags. Another possible use, hand out at start of Parade from Chamber float. Chamber/Mormon Trail logoT-Shirts would be nice, perhaps in conjunction with fun run in July. Tabled for future discussion.
- Discussed upcoming newsletters. Need to be ready by end of each month. R Davies will update member paid list. Mar 2014 R Moore will prepare advert for Tradeshow and S Sabey will prepare writeup to D Thomson. Perhaps Jun 2014 could be one of new members (eg. Septic Doc). S Sabey suggested theme for Jun 2014 could be on Supporting/Joining Chamber and Jul 2014 on Mormon Trail promotion. J Mackenzie agreed he could help do write up by end of Jun. OK 6/6
- Meeting for Mar 2014 to be delayed as many Town of Magrath and Magrath Chamber members plan to attend the Badlands Conference at end of March (Tue-Thu 25-27th). Proposed meeting on 2nd or 3rd of Apr 2014 be held to recieve a briefing of what was discussed and learned from this event. OK 6/6
- J Mackenze reports upcoming plans for a 'Retro Days' pitstop of 50+ antique cars at his store on Sat Oct 4th, 2014 from 10am-2pm. Noted possible conflict with LDS Conference Broadcast that same day from 10-noon. Noted he is also still working on Farmers Market for Magrath with some bumps in road so far. Accepted as Chamber Calendar Event OK 6/6
- S Sabey moved that we prepare paper invoices to chamber members not yet renewed and to local businesses not yet members. R Davies will prepare these and mail out or deliver. OK 6/6
- Motion to adjourn. Accepted at 8:15pm
===
Tradeshow Committee Meeting
Attending: R Moore, R Davies, D Thomson, K Henderson
- Call to order at 8:15
- Discussed status of Public Bathrooms for event and whether need to hire crew to maintain during event. Decided handle it as in past (leave it up to Town). OK 4/4
- Question on need for event insurance. Agreement with vendors states they need their own insurance. R Moore to inquire with Town and Surex on cost and need.
- Bridal Dress show, possibly Bells and Bows want to do it . R Moore will follow up
- Advertising online and in newsletter: R Davies will post online and update website. Bookings expected to pickup in next month. Last year assignment of booths problematic. We need to update website to give final assignment back to Chamber with only preferences on E or W side for booths and center for tables.
- Discussed need for separate concession booth. Competing with vendors and has not been big money maker in past years. Will scale down to pop and chip sales this year. OK 4/4
- Discussed stage. If rent from community would like it delivered and taken away. R Davies to inquire as to cost and availabilty (in past we have paid $250 per event). Otherwise, we could investigate having 6 x 4ftx8ftx6in platforms built for use and storage at the arena.
- Bulk mailout or phone calls to past year vendors. K Henderson is available to do phone out. R Moore will prepare list. R Davies will email known contacts as well. R Moore will prepare Tradeshow advert for upcoming Chamber Newsletter.
- R Davies to ask R Spencer to inquire on use of Construction Heater (W Harris) and cost to run/rent same.
- Wes Murphy has been asked availability to do sound for us. He will get back to R Moore.
- Replacement of lost electrical cords and other supplies – purchase locally as needed OK 4/4
- R Davies to invite Shaw to attend and perhaps provide public or vendor WIFI. Big Blue Satelite did own internet last year. Perhaps we could 'borrow' a connection from school or local residents for the day. R Davies to review cost and feasibility.
- Will need help for event set up, perhaps B Cant of Septic Doc can be approached to assist.
- Discussed need for garbage crew during event. Perhaps without concessions not needed. Town may have sample 'pickup bin' we can demonstrate and use. Also need:
- Pre and post event cleanup. SASH could be approached to do this for us.
- Stage setup and takedown.
- Layout and table/chair setup.
- Signage for event – do we need new signs?
- Rental of portable sign for the week.
- Pre and post event cleanup. SASH could be approached to do this for us.
- Next meeting in 2 weeks – mid March 2014