Notes from Cooperstown Chamber of Commerce – Finance Committee Meeting

September 28, 2009

Members Present:

Becky Davidson-Neilsen, Jane Duel, Scott Dunlop, Andy Marietta, Donna Shipman

Staff Present

Angela Chadwell, Susan O’Handley

Susan gave a report on Pumpkin Fest. Unless there are unexpected/unanticipated expenses Pumpkin Fest will be in the black by approximately $500.00.

There was some discussion of the details and organization of the event. It was agreed that there would be a wrap up meeting scheduled as soon as possible while details are still fresh.

The current trend for YE 08-09 predicts a YE surplus of $2000 barring unforeseen expenses.

It was agreed by the committee that the invoice for The Inn at Cooperstown for the Beta ad test

on the web site will be waived in view of the fact that Marc contributed $1500 for the painting of the building.

There must be written agreements for all sponsorships, advertising, vendors. Even if a verbal pledge is given, a written agreement must be signed.

All invoices must be paid within 30 days. If they are not paid, there will be a telephone follow up. Angela and Susan will develop a written policy for these situations to be reviewed by the Finance Committee and presented to the board. Membership and insurance invoices are excepted – there are policies in place covering these.

There was discussion re the development of a volunteer recognition program. The Executive Committee will develop a procedure to be presented to the Finance Committee and then the board. Also, volunteer hours must be tracked.

It was agreed that for the Membership Meeting on October 1 there would be a simplified year end finance report available for members who wish to see it. A copy of the detailed report will also be available for those who might wish to see the detail.