Cooperstown Chamber of Commerce
Board meeting minutes
11/12/2009

Present: Andrew Marietta, Becky Davidson-Nielsen, Yvette DiMaggio, Dion Wade, Deb Taylor, Jane Duel, Donna Shipman, Scott Dunlop, Mark Kingsley, Ken Meifert, Mary Joan Kevlin, Margaret Savoie, Steve Elliott

Absent: Will Green

Staff:  Susan O'Handley, Exec. Director, Angela Chadwell

Meeting called to order 8:05am  A. Marietta, Pres.

Approval of October 8, 2009 minutes.  1st Jane Duel, 2nd Deb Taylor,  Unanimous vote

Committee Reports:

Finance: J. Duel, Chair

* Membership renewals are coming in slower than previous years. Discussion regarding negative effects of membership reduction on area guide
* Non payment policy was distributed to board members. Discussion on wording.
Motion by A. Marietta to approve non payment policy, 2nd by J. Duel. Discussion on details of policy, amend policy by omitting specific dates. Approved.
    S. Elliott noted that by-laws will need to be amended so non payment policy conforms to by-laws. Will Green will be asked to review by-laws and make recommendation to board.
* Discussion on renewal process, referred to membership committee to recommend changes.
* Treasurers report- golf outing finances in order, some accounts still outstanding but collection looks to be likely
*Audit scheduled for this year, discussion on changing by-laws to allow us to go three years between audits. not sure good use of money. cost is approx.$3,000. Finance committee to discuss and bring recommendation back to board

Executive: A. Marietta, Chair

* Meetings focused on staffing, Elises position.
* How to be effective and balance budget

Strategic Planning, D. Taylor, Chair

*making sure committees have charges as outlined in strategic plan. Process for getting feedback from committees on priorities
*Appoint Vice Chair

Tourism, subcommittee under Marketing, M. Kingsley, Chair

*Met 10/21/09
*difficulty in getting press releases published
*work on new public relations strategy
*looking into Village Welcome Banner.
*Electronic Sign at Doubleday with daily events
*Trip Itinerary-assist in planning multiday trips to area
*Survey cards for tourists- need to follow up. Village interested in feed back from tourists.

Membership, K. Miefert

* Improve communication with members
    post cards vs letters
    email process, needs to be more effective
*Annual Dinner, in planning stages
*Renewals, timing and process
    Simplify by doing ads and renewal separately
phone calls to delinquent renewals by board members, Office to put together list, 10 or so calls each. 
* Dues structure, need to revisit and look at value to member groups. Is it equitable?
*New Members (list distributed at meeting) M. Kingsley motioned to approve new members, J. Duel 2nd.  Unanimous approval

Marketing, S. Dunlop

*Work has begun on area guide, committee has met several times.
*Area guide is main focus, committee is concerned with number of ads purchased to date. Significant reduction from same time last year (30-40% less year over year).Unless ad purchases equal 85-90% of last year there will need to be a substantial change in production/design.
*Looking at local distribution plan
*considering design change to allow for upright point of sale display.
*rethinking trolley ads, not enough revenue to warrant time
*Banner ads have exceeded budget, currently at $11k budgeted $10k
*need to reach out to regional businesses for advertising/membership i.e. Utica, Oneonta.
*discussion of other member benefits i.e. prescription plan, energy plan, constant contact.


Board Developement, 

*No report

Directors Report, S. O'Handley, Exec. Dir.

*Typed report distributed to board members
*Holiday shopping program was canceled due to lack of interest
*walked main street to meet and talk to business owners. Lots of old baggage regarding Chamber and value to main street businesses.
*Social networking, lengthy discussion on how best to implement social networking for chamber members. use existing programs, i.e. trip advisor or start new one for chamber community. Susan will study further to see what direction would be best.
*December 19th , holiday event. Proceeding but not same as done in past. No victorian stroll. Chamber is promoting activities of others not ones we're directly involved in.
*discussed lack of participation by members, need to reenergize.


Old business

Look at how we are promoting chamber events.  Need to contact press directly not rely on press releases, no need to be so formal. More important to speak directly.

New business


Next Meeting:  Jan. 14th, 2010    8:00am  Howard Johnson

Adjourned: 10:30