X-Spam-Flag: NO X-Envelope-From: nichols78@msn.com Return-Path: Received: from bay0-omc1-s26.bay0.hotmail.com (bay0-omc1-s26.bay0.hotmail.com [65.54.246.98]) by mail948c35.nsolutionszone.com (8.13.6.20060614/8.13.1) with ESMTP id mBJJOnMJ019369; Fri, 19 Dec 2008 14:24:52 -0500 Received: from BAY107-W25 ([64.4.51.125]) by bay0-omc1-s26.bay0.hotmail.com with Microsoft SMTPSVC(6.0.3790.3959); Fri, 19 Dec 2008 11:24:50 -0800 Message-ID: Content-Type: multipart/alternative; boundary="_2300c85e-464f-4baa-a773-ae61ff5fea49_" X-Originating-IP: [75.121.156.79] From: Rene Nichols To: "Viers, Stacey" , Huron City Museums , "Port Austin Motel/Ricou, Michel" , Port Austin State Bank , Independent Bank Subject: FW: Monthly Newsletter & a few other things Date: Fri, 19 Dec 2008 14:24:49 -0500 Importance: Normal In-Reply-To: <005401c96183$67ba9160$6605a8c0@DJ958Q51> References: <157474.62378.qm@web110216.mail.gq1.yahoo.com> <002b01c95ca7$1506c9b0$3f145d10$@net> <005401c96183$67ba9160$6605a8c0@DJ958Q51> MIME-Version: 1.0 X-OriginalArrivalTime: 19 Dec 2008 19:24:50.0150 (UTC) FILETIME=[760F1060:01C9620F] X-MMR: 0 X-Antivirus: Scanned by F-Prot Antivirus (http://www.f-prot.com) --_2300c85e-464f-4baa-a773-ae61ff5fea49_ Content-Type: text/plain; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable From: dfinan@centurytel.netTo: nichols78@msn.comSubject: Re: Monthly Newsle= tter & a few other thingsDate: Thu, 18 Dec 2008 21:42:14 -0500 I'm doing maroon=2C Darcie ----- Original Message -----=20 From: Rene Nichols=20 To: Captain Morgans=20 Sent: Wednesday=2C December 17=2C 2008 1:47 PM Subject: FW: Monthly Newsletter & a few other things Here you go.....please pick a color! Rene From: ricou@centurytel.netTo: acct.ability@yahoo.com; mpfinan@centurytel.ne= t; lwiese@ibcp.com; sschmidt73@hotmail.com; dfinan@centurytel.net; nichols7= 8@msn.comSubject: RE: Monthly Newsletter & a few other thingsDate: Fri, 12 = Dec 2008 17:15:01 -0500 I had mine in green =20 We have been discussing enough now we need action. =20 First we need to address when is the newsletter to be published: --1rst of month --within a week after board meeting (That means between the 7 and 15 of eac= h month) -- any other idea =20 Deadline. Joyce doing the letter knows better what the work is and should give us the= info =20 Who provide the info: The event chair must provide the info Anyone who want to include something in the letter =20 How: Electronically would be ideal Joyce would not have to retype, she may have = to do cosmetic work for homogeneity. =20 I do not want to spend the next meeting discussing these issues. They shoul= d be resolved before. =20 Michel =20 =20 =20 Michel & Ilze Ricou Port Austin Motel 989-738-8729 www.portaustinmotel.com =20 From: Acct. Ability, Inc. [mailto:acct.ability@yahoo.com] Sent: Friday, Dec= ember 12, 2008 12:35 PMTo: Huron City Museums; Independent Bank; Port Austi= n Motel/Ricou, Michel; Port Austin State Bank; Captain Morgans; Rene Nichol= sSubject: RE: Monthly Newsletter & a few other things =20 I am going to follow the trend and put my comments in purple!! Thanks everyone=2C StaceyThis email and any files transmitted with it are confidential and int= ended solely for the use of the individual or entity to whom they are addre= ssed. If you are not the named addressee you should not disseminate, distri= bute or copy this e-mail. Please notify the sender immediately by e-mail if= you have received this e-mail by mistake and delete this e-mail from your = system. Acct. Ability Inc. accepts no liability for any damage caused by an= y virus transmitted by this email.--- On Fri, 12/12/08, Rene Nichols wrote: From: Rene Nichols Subject: RE: Monthly Newsletter & a f= ew other thingsTo: "Huron City Museums" , "Independ= ent Bank" , "Port Austin Motel/Ricou, Michel" , "Acct.Abililty/Stacey Viers" , "Port Au= stin State Bank" , "Captain Morgans" Cc: "Nichols, Rene" Date: Friday, December 12, = 2008, 11:30 AM Patty, Thanks for taking the time AND for putting your comments in red! If= each boardmember does the same, it would certainly help. We can discuss e= veryone's thoughtsonce we hear from all the board members. I know Darcie w= ill be back shortly to beable to comment as well. Rene From: mpfinan@centurytel.netTo: LWiese@ibcp.com; nichols78@msn.com; ricou@c= enturytel.net; acct.ability@yahoo.com; sschmidt73@hotmail.com; dfinan@centu= rytel.netSubject: Re: Monthly Newsletter & a few other thingsDate: Fri, 12 = Dec 2008 10:56:26 -0500 Here are my comments - I put them in red. =20 Patty ----- Original Message -----=20 From: Wiese=2C LaNette=20 To: Rene Nichols ; Michel & Ilze Ricou, The Port Austin Motel ; Patty and M= ike Finan ; acct.ability@yahoo.com ; Stephen Schmidt ; Darci Finan=20 Sent: Friday=2C December 12=2C 2008 9:26 AM Subject: RE: Monthly Newsletter & a few other things =20 Rene=2C I will forward. thanks =20 LaNette R Wiese Assistant Branch Manager Kinde Independent Bank 989-874-450= 0 Fax 989-874-5107 Privacy Statement: This message may contain confidential= information that is protected under state and/or federal law. If you rece= ived this message in error, please notify the sender by fax or email and de= lete this message. If you properly received this message, you may use its = contents only in strict accordance with our instructions and privacy policy= .If any person makes a false or misleading representation to obtain custome= r information, that person may have committed a federal crime, and we may r= eport that person to the proper authorities. =20 =20 From: Rene Nichols [mailto:nichols78@msn.com] Sent: Thursday, December 11, = 2008 5:10 PMTo: Wiese, LaNetteSubject: RE: Monthly Newsletter & a few other= things Good comments & thanks for taking time to do this......it would probably be= good for each of us to share our comments and any new ideas with the whole= board.....might lead to more good things.....I didn't want to forward your= comments without asking first....Would you mind forwarding them to the res= t ofthe board? Talk to you soon, Rene Subject: RE: Monthly Newsletter & a few other thingsDate: Thu, 11 Dec 2008 = 13:03:45 -0500From: LWiese@ibcp.comTo: nichols78@msn.com =20 =20 LaNette R Wiese Assistant Branch Manager Kinde Independent Bank 989-874-450= 0 Fax 989-874-5107 Privacy Statement: This message may contain confidential= information that is protected under state and/or federal law. If you rece= ived this message in error, please notify the sender by fax or email and de= lete this message. If you properly received this message, you may use its = contents only in strict accordance with our instructions and privacy policy= .If any person makes a false or misleading representation to obtain custome= r information, that person may have committed a federal crime, and we may r= eport that person to the proper authorities. =20 =20 From: Rene Nichols [mailto:nichols78@msn.com] Sent: Friday, December 05, 20= 08 4:00 AMTo: Chamber of Commerce; Acct.Abililty/Stacey Viers; Port Austin = State Bank; Port Austin Motel/Ricou, Michel; Captain Morgans; Huron City Mu= seums; Wiese, LaNetteCc: Nichols, ReneSubject: Monthly Newsletter & a few o= ther things Hi Joyce, For our next and future newsletters, I'd like to see the followin= g content: Copy of unapproved minutes for members to review. (as an attachm= ent) . Rene I don't believe that we should be sending out unapproved minut= es. I think it is up to the board to approve the minutes to make sure the = information is correct. It is like something going to print that might hav= e errors. I believe that the approved minutes should be emailed to the memb= ers as soon as they are approved. I'm with LaNette on this - maybe we could= put a summary of what happened, if you really want them to know. But the m= inutes should only go out after having been approved. Maybe this will encou= rage more to come to meetings? I definitely understand why the information= is needed, sometimes we have a short window for events, etc. I love the i= dea that a short summary could be published and wait until the minutes are = approved...I think that is the best of both worlds. Plus it saves me from = making mistakes in front of the entire membership instead of just you guys!= There is no need to send unapproved minutes. I do not understand the need = for a summary. I understand we are trying to communicate more but more is n= ot always better. Only approved minutes need to go out. A copy of the minutes should be kept on file at the= chamber office for anyone to look at if they so choose. List of current members that have paid 2009 dues and a reminder that per ou= rby-laws, dues are due Sept 1. I believe that maybe a couple times a year= we should send out a current list of members. I disagree with stating who= has paid dues and who has not. Reminders to individual members about late = dues are appropriate, but not to the entire membership community. I would r= esent this, if I was having a hard time coming up with my dues. Send out a = members list via e-mail, but don't include it every month. Again, I underst= and wanting the list of current members and technically they aren't current= members if their dues are not paid on time...but I also agree that pointin= g out late payers or non-payers could get sticky. I know that we wanted a = list of members a couple months ago...I think it may just be an area of com= munication that we can improve on. I agree that a list once or twice via e= mail...or once with updates as needed would be sufficient. The last thing = we want to do is make more work for anyone! Absolutely not. Areminder about= the due date is ok. Remember good will goes along way especially in hard times. I would not like my name going out to everyone i= n an e-mail stating that my dues were not paid, especially if I was struggling! At the board meeting could we simple have a list of p= aid members to date? With nothing more said. A brief note to the membership updating the status of the Visitor's Guide. = Forexample, how many members have taken out and paid for an ad to date. = I think it would be nice to have some information on the Visitors Guide in = the Newsletter. It is good communication to the members. Maybe they might= have some suggestions. Again, I do not think we want to point out who paid= and who hasn't paid or even those that have taken out an ad because to som= e members that don't take ads I do not want them to feel like they are any = less important than those that do take out ads. An update on the status of = the guide is a great idea and maybe a number (out of total membership) who = has taken an ad out - example 40/60 members. But don't list by name. You ca= n see who took out an ad when you get the guide. Again, I agree with point= ing out the number of ads sold, without being specific. I personally would= not take offense because my lack of an ad is a strategic business decision= (and lack of budget!) but it could happen and we want to make sure each me= mber feels valued. An update is a great idea...such as a reminder the dead= line is coming, current progress, asking for suggestions, etc. I would say= asking for photo submissions, but Joyce does such an amazing job...I'm not= sure we'd find any better ones! Reminder of deadlines, printing, how it is= distributed etc. I would not care how many ads have been taken. A simple update would be nice! A list of upcoming chamber events, name of the chair person and their phone= number. I agree with this completely, but chairs need to make sure to get= Joyce this information in a timely manner. I would add e-mail to the conta= ct information. The newsletter information and the process by which it gets= submitted to Joyce needs to be created and agreed upon by the board and Jo= yce. She can't be expected to know everything, but we don't want to have t= o deal with members who get their feeling hurt b/c their info is not in the= re. I think we need a set system and communicate it to all members, then i= f they feel left out...we have a procedure in place to protect Joyce as wel= l as ourselves. The responsibility ultimately needs to rest with the chair= person, event coordinator, etc. A rolling 3 months of up-coming events, wi= th a detailed schedule of the next event(s) Every chairperson needs to take this responsiblity to get the info to Joyce. A report from each Chair with an update on their event. I agree with this = also, but the chairs need to make to get Joyce the information in a timely= manner. They cannot wait for every board meeting and than expect Joyce to = get everything done for the Newsletter in time. We would need set deadlines= for chairs to get info to Joyce so she can get the newsletter out. If she = doesn't receive any information, it is up to her to include what she wants = in the newsletter. I don't think Joyce should have to hound chairs to get i= nformation. If they don't get the details to her, they can't complain that = their event wasn't covered. Again, I think if we could agree on a deadline = and a standard "form" for them to fill out...or some guidelines on what inf= ormation needs to be given to Joyce...the responsibility is on the chair. = This way they can only blame themselves...not us...and especially not Joyce= if it is not published. See on top Not Joyce's responsibility to track do= wn info. A monthly report from the Treasurer. Monies received, detail of expenses p= aidfor the previous month and account balances. The Newsletter is not a ba= lance sheet. I do not think this information is appropriate for the Newsle= tter. I have plenty of reports that I do each month so that there is never= a question of what was spent where. I do not have a problem with Joyce f= orwarding these reports to all of the members. I do not have a one page rep= ort. I think we should leave this up to the members - let them know they ar= e available. If they want a copy of the financials, they can be e-mailed. J= oyce can set up a distribution list of those that want financials sent. If = you really want something included - use the yearly summary page that LaNet= te gave out at the meeting. I like the idea of communicating to the member= s that this information is always available if they would like it. I know = from experience that many business owners aren't always capable of making s= ense of the financial statement, no matter which way it is presented! A di= stribution list is a great idea and should relay the information to those w= ho want it with little additional effort on anyone's part. The info is avai= lable at the office. We understand the report from laNette, but I am not su= re it would be the same for membership. If I was to receive it I would see = that the chamber has a lot of money and not much is done What are my dues = for. A copy of the budget will be more informative, Keep a copy on file in= the chamber office! A short note from the President. I agree a note from the President is a gr= eat idea. Should be included. I agree...and this could possible be a chanc= e to rotate between any board member. Sometimes we are in a position for a= purpose...LaNette can look at one thing from the money perspective, where = someone else will look at it from a volunteer, time, paperwork, liability, = etc. We should try to be a balanced board and utilize everyone's strengths= . Of course, if someone has no desire to write a note...that should be res= pected as well. I agree Yes! =20 Names and e-mail addresses of our board members. Again, I think maybe a co= uple times a year that this should be done but not every month. Joyce alrea= dy has this on the newsletter - she just needs to add the e-mail addresses.= Email addresses would be an excellent addition. Yes This is fine. Date of next board meeting. Agree Yes Absolutely...maybe a hint of what i= s to be discussed (if we know about it) for instance if something was broug= ht up and tabled or we know there will be a guest speaker or something I ag= ree Sending the agenda or announcing the items would be good. Yes. Date of next membership meeting. (Not every board meeting has to be a membe= rship meeting). Agree Yes yes All monthly board meetings must be open to = the membership. If we have a need for faster discussion e mail for discussi= on and approval can be used. we have done it previously. Of course the item= is reported at the monthly meeting. All meetings are open to everyone! This is how many members were alienated in the past. A recognition area to thank members for their recent volunteer efforts. Ag= ree Again Joyce needs to be given this information in a timely manner becau= se if she is expected to know who to thank someone could get missed. Again = - we need to set up a deadline (given by Joyce) of when she needs any newsl= etter information. Maybe she sends out a reminder to let us know the deadli= ne is coming up? I hate to create committees just for the sake of having c= ommittees but maybe we could have some people who are good at recognizing = volunteers...or the chair of an event...write up a little something to be s= ubmitted by the same procedure and deadline as everything else. We just ne= ed to encourage them (the chairs or whoever) to do that and set a precedent= . It should be the responsibility of the chair to ensure the volunteers are= recognized. Chairpersons responsiblity. I'd like our businesses to be able to post their new seasonal hours, partic= ularlystores and restaurants. I think they should be able to post seasona= l hours but I do not think that it needs to be in every Newsletter. Again t= he businesses need to get Joyce the information and if they change anything= also get that information to Jocye. This could be done just for the winter= months. I think it could get crazy to try and include every member's hours= in a newsletter every month. Is this info on the Web site? Anyone could ch= eck that during the summer. I like the idea of directing people to the we= bsite for a lot of that info...because it can get to be a lot. I see a fut= ure of growth coming...and hopefully there will be too many businesses to l= ist them all! On a side note...I think our website needs a drastic overhau= l! I think Joyce is doing a great job with what she has been given to work= with, but we could have so much more. One more thing for us to budget for= down the road. I would like to see a better, user-friendly site where we = can publish links to the newsletter, the most recent approved minutes, trea= surer's report, forms to sign up for events, such as the polar bear dip, th= e casino trip...etc. I'd love for people to be able to pay their dues onli= ne and everything! I'm a dreamer! For 4 years I have tried to find out the= above information and it is not easy. However, Joyce has been doing it. = Yes the web site need to be redone. I can help. Web site needs to have thi= s info. A feature story each month on at least two current businesses. I think tha= t this is a good idea. Who is going to be responsible for picking who is f= eatured and what information is featured? Joyce is only one person. The boa= rd either needs to decide who to include, or just go down the list alphabet= ically. Could they write up their own or is Joyce okay with doing this? For= some businesses, this could be a hard thing to accomplish. I love the idea= ...and selfishly love the idea of going alphabetically! Maybe we could com= municate to the members that we would like to do this and if they are inter= ested in being featured to please write something up, subject to board appr= oval. If needed, maybe we could ask Joyce to follow up to add/delete/chang= e the info with the business' approval. A lottery would be the more equitab= le. However just admitting we have 100 members; it would take 8 years (100/= 12) for one featured business or 4 years for 2. May be some member could w= rite about something of general interest: taxes, advertising tec. Great ide= al, not sure how to pick which members? A feature story for each new member. I think this is a great idea. I beli= eve the person that is responsible for getting the new member should be do= ing the feature story. Joyce is only one person working 16 hours per week.= Great idea - again we need to decide logistics - who does the writing. I d= o like this suggestion for a number of reasons. One...it will highlight th= e growth of the chamber therefore generating positive attitudes. Two...it = will showcase some of the businesses which benefits everyone. and Three...= it will encourage others to join. yes Great plan! The fireworks committee has a series of fund raising activities planned. W= e need tofeature them every month. I agree that every event that is being = planned should be featured in the Newsletter. Again, Joyce has to be provid= ed with the information in a timely manner to get this done. These should b= e included just like an other upcoming event. Agreed...same procedure, sam= e deadline, same responsibility on the chairperson. I understand that the = fireworks committee has been working hard, but so has the car show committe= e and the chill thrill committee...unfortunately, the committees who presen= t reports at the board meeting are the ones getting all the attention. May= be we need to talk to the fireworks committee and find out if there is one = member that would take responsibility either to write something up for Joyc= e...or to forward the info to a board member to write up. I understand the= re are some personality issues, and I would volunteer to act as a liaison..= .provided I don't have to attend committee meetings...but if there is an em= ail loop I can be part of...I would do it. Just another event. If there is = a fund raising then it should be indicated in the letter. Fireworks are im= portant, but so is the work being done on the carshow and the Winter Chill = Thrill. Any and every fund raising event should be advertised, but someone has to g= et the info to Joyce. We need to note that we are doing a membership drive to get as many new me= mbersnow so they may be included in the visitor's guide. A membership dri= ve should be included in the Newsletter. The deadline for this is coming up= - doesn't Joyce need all the info by the end of this month? We really ne= eded the membership list a couple months ago...that was a communication iss= ue I'm afraid. Whatever time we have left...we should be doing something...= we could use the extra funds. This is proving to be hard, as alot of our r= esidents are being laid off, and the trickle down effect with locals in the= winter is starting to show, and businesses are hesitant not knowing where the future of Michigan is going. = But we still have to try! At this time, I'll ask that our secretary review all content for accuracy b= efore sending it to our membership. I think we decided that everything sho= uld be forwarded to the entire board and if we do not respond it means we a= gree. I agree with this but we need to make sure we respond by the deadline= if we have feedback. Joyce should not have to follow up with us. The more = eyes on things the better. However, I think we need to trust Joyce when the= re is a tight deadline. I agree that asking the board to review it is a goo= d idea. I don't want to micromanage Joyce, but it will help take some of t= he blame off her (and we all understand that she can only print information= that she is given) but if the final review is on the board, then people wh= o don't like it can vote us off! If we set a deadline for submission early= enough (and obviously Joyce is the best one to do that) we should have the= time to spend a day or so...and with 7 of us on the board...if one or two = do not get to it within the day or so, at least there are more than one set= of eyes looking it over. See my idea on top I trust that if we do our jo= b in getting the info to Joyce, she can handle this. I realize your current format requires you to create the newsletter at home= . For thetime being, I have no problem with you creating it using Word or = another programthat is currently available on the Chamber computer. I know= it won't beas nice looking or include pictures, but I feel the content is = more important at this time. We do not have proper equipment at the Chambe= r Office. I really believe that we need to budget in new equipment and prog= rams so that all of the work of the director can be done at the chamber off= ice. I agree but what is the problem with Joyce working on things from home= ? I don't think there is anything wrong with her working at home...I belive= Rene was trying to help alleviate some of the burden that changing the con= tent would place on Joyce. I appreciate all the work Joyce puts into the n= ewsletter and by asking for some changes, I don't want to add a burden to h= er! I think Rene shares that opinion...but she'd have to address that. I = definitely think new equipment is needed. Port Austin is growing and chang= ing and there are such amazing things happening...I would love to see our C= hamber keep up with that. A new website, better equipment, the new facilit= y! I can't wait. But there are serious things that need to be fixed...suc= h as our procedures, bylaws, communication channels...etc. I think we all = want to be a cohesive, positive, and effective board. If we didn't, we wou= ldn't be here. It is going to take all of us working toward a common visio= n to make that happen. Part of the problem seems to be from a lack of that= shared vision...or I should say a lack of communication as to what each of= our vision is. We need to share a goal or we will end up divided. maybe = we need to have a strategic planning session sometime in the future! Web si= te definitively need to be changed. Yes new equipment would be nice but whe= re are the funds coming from. Could the DDA allocate some money? Would love= to have a updated web-site and a new computer, but in the mean time let's = let Joyce do, what' Joyce needs to do to get the job done. I really don't care if it's at home= or at the chamber what ever works until we can get $$$. We need to focus on using the monthly newsletter as a means of getting time= ly andhelpful information to the general membership.As for the timing of th= e newsletter, the secretary should have the unapproved minutesto you within= a week of our monthly meetings. The treasurers report should be presenteda= s a short one page document at our monthly board meeting which you will put= in thenewsletter. I have enough reports to do as it is. They are very d= etailed. I do not have a one page report. If Stacey wants to come up with = this from LaNette's report, that is fine. See the comments above. Maybe a = more relevant item to add would be a short final financial report for each = event? I have no problem helping out in whatever way you guys want me to. = I don't want to overstep my duties or my authority by any means...but the = board should agree on what and when to present. Have we every asked the ge= neral member what they want?!?! =20 The rest of the information should be easy enough to keep updated. My lette= r this month will let them know to contact the chamber office with seasonal= hours of operation and let them know you'll be featuring a couple business= es each month. I'll have it to you by Monday. On a seperate note, all ad = monies and forms for the Car Show should be going to thecommittee chair. T= he chair should record his/her list and then submit the checks to thetreasu= rer when the ad sales deadline has been reached. It is then the chair's re= sponsibilityto forward that information to his/her sub committees for furth= er action. I know you've beenhelping out, but this is the procedure that s= hould be followed. I don't agree with this. Keri is not accessible and it = does not make sense to wait to deposit money when we have it ready to go. T= he advertising subcommittee can report to Keri where we are but this is add= ing in unncecessary work. The advertising subcommittee reports where we are= at just like the rest of the subcommittees. I can see both sides of this. = As a treasurer, you want the money in the bank right away...however as som= eone trying to do the flyer...it was frustrating that everyone else seemed = to know who bought an ad but me. I think that is another area where we jus= t need to set a procedure for every event and stick to it. I respect LaNet= te's comments as she has been in this position longer...maybe we just need = to reiterate to the event committees to communicate within themselves. Som= etimes we are all type-A go-getters and forget to collaborate! This is beco= ming very complicate I do not thing we had any problem previously. If the b= udget is approved then LaNette do her job well by creating an event report = and presenting it a the meeting. I agree with Patti, if you make the job ha= rder that it has to be, you will not have people volunteering. I have only= x amount of time, not spending tracking down people, when we have a direct= or in the office.=20 =20 When bills need to be paid, itwill be the chair's responsibilty to present = them to the board for approval of payment. We needto follow this procedure= with each event so nothing falls through the cracks. I know you'rewilling= to help where ever needed if the chair asks for it. I thought we passed t= he budgets for events so that the chair did not have to bring the bills for= approval each month. Things will become late if they need board approval f= or everything. I have the budgets so if something comes in way higher than= what it on the budget I will not pay it until I address the board. We real= ly need to clarify this issue - everyone needs to know how we are supposed = to function when it comes to paying bills for events. I am trying to write= up a procedure for you guys to take a look at that we can present for appr= oval at the January board meeting. I think the regular, routine bills shou= ld be approved every year at the first meeting which allows LaNette to pay = them as she receives them. I also think that anything that was pre-approve= d by an event budget should also be paid as it comes in...however it should= not be LaNette's responsibility to figure out which budget line an invoice= should be applied to. Larger governments and businesses will include a re= quest for payment with the invoice showing which event, and which budget li= ne it belongs on. I'm not sure if we need to be that "detailed" but some w= ay to help the treasurer should be decided on. What do you guys think? We = are not a so big organization and having all these procedures may be burden= some. When a bill is presented for payment it should simply have the event name o= n or attached to it. Why has this become so confussing? =20 Lastly, I'd like the secretary to get the chamber mail and dispurse it. Th= is is no offense to you,but there is information that comes to the chamber = that should be viewed by a board memberfirst, not by a member, employee or = contractor. The system is currently backwards. It isalso our secretary's = responsibility to discuss correspondence received at our board meetings. N= ow that I have spoke to you, it makes sense that the secretary gets the mai= l. We just need to make sure we take this off the list of duties for the d= irector. I understand from our discussion, Rene, why you want this to happe= n. I agree we need to change the by-laws. I have no problem getting the mai= l each day and distributing it to anyone that needs it. Some guidance on w= hich "junk mail" can be thrown out without bringing it to the board, etc. m= ay be useful! We can work through that pretty easily. I like having writt= en procedures in place so that when a person is elected to a new office...t= here is no question or misunderstanding. After taking a class on township = procedures recently I have changed my mind and agree that it is the respons= ibility of the secretary, unless the board makes a resolution to have the director do this job. We've come to depend on you as= director to perform functions that board members shouldbe doing. I'd like= to correct that, if possible. I also want the secretary to review anymate= rial that may be going to print on behalf of the chamber. You've been doin= g a great jobin that area, but a board member needs to put an approval on a= ny content that representsthe chamber. At this time, I want that approval = to come from the secretary. Again - I think it needs to be the entire board= reviewing info. However, we do need to trust Joyce. She is the best thing = to happen to this Chamber and I don't want to put limits on her ability to = do her job. Maybe approval is too much, but a courtesy copy? Joyce does a= n amazing job with her press releases, but as a board we shouldn't be surpr= ised by them. I do trust Joyce, and want to make her job easier...not hard= er. I don't want her to have to wait for approval for everything...again w= e just need open communication and some procedure for guidance. A courtesy= copy won't be difficult if the info is emailed to the papers, etc. Not su= re what to do about stuff that is not electronically submitted, but maybe J= oyce would have an idea. Yes we should know about the release and a copy wo= uld be nice So we do not have surprises when asked about it. ? There are e= xciting times coming to Port Austin. We have a year to get the chamberin l= ine with these changes, performing as a well oiled machine and ready to mov= e intothe new Welcome Center when completed. While these changes may be di= fficult for you andthe board, I'm confident you can implement them and help= our chamber move forward.=20 =20 My comments are my opinions. I am not saying that I am correct about everyt= hing. If you or any of the other board members can explain to make me chang= e my mind I am more than willing to listen. Sometimes when someone else ex= plains the reasoning behind what they would like to change it can make mor= e sense. Thanks=20 We need to make sure that we reassure Joyce that we trust her to do her job= . Some of the comments and the way they were presented have caused her to q= uestion that. I know we talked about better ways to communicate this, Rene,= but I think we all need to be careful that this doesn't become a contentio= us board. I was there when the Chamber was run like a dictatorship and ther= e was not a sense of cooperation or teamwork. It wasn't fun. I know we can = get be a great team as we go forward. Rene, I think you need to talk to the= board about your goal of where you want us to be in the future.=20 =20 Sorry I was extremely long-winded. I have faith in this board and in Joyce= to figure out a compromise between micro-managing and no-management at all= . It will just take some time...but the time that we invest now will help = all future boards as well. Joyce is a wonderful asset to this chamber. Maybe we need to define the jo= b she is to do. Obviously with all this e-mail talking there are concerns and issues. How can you ex= pect her to do her job if we don't even know what it is? Shame on us. Great things are happening in ou= r community, lets find a=20 way to allow Joyce to help us. Maybe Renee need to explain to the board wh= at her vision is and what directions she wants to take. But lets us all remember, we all have vision= s, are they the same, and if not how do we communicate to each other, to work together for the same goal= s? I'll have my letter for the newsletter to you by Monday. Rene=20 Suspicious message? There=92s an alert for that. Get your Hotmail=AE accoun= t now.=20 =20 Send e-mail faster without improving your typing skills. Get your Hotmail= =AE account.=20 =20 Send e-mail faster without improving your typing skills. Get your Hotmail= =AE account.=20 =20 Send e-mail faster without improving your typing skills. Get your Hotmail= =AE account.=20 No virus found in this incoming message.Checked by AVG. Version: 7.5.552 / = Virus Database: 270.9.19/1855 - Release Date: 12/18/2008 10:16 AM _________________________________________________________________ It=92s the same Hotmail=AE. If by =93same=94 you mean up to 70% faster. http://windowslive.com/online/hotmail?ocid=3DTXT_TAGLM_WL_hotmail_acq_broad= 1_122008 --_2300c85e-464f-4baa-a773-ae61ff5fea49_ Content-Type: text/html; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable

From: dfinan@centurytel.net
To: nichols78@msn.com
Subject: Re: Monthl= y Newsletter & a few other things
Date: Thu, 18 Dec 2008 21:42:14 -0= 500

I'm  doing maroon, Darcie
----- Original Message -----
Sent: Wednesday, December 17, 2008 1= :47 PM
Subject: FW: Monthly Newsletter &= ; a few other things


Here you go.....please pick a color!
 
Rene

From: ricou@centurytel.net<= BR>To: acct.ability@yahoo.com= ; mpfinan@centurytel.net; lwiese@ibcp.com; sschmidt73@hotmail.com; dfinan@centurytel.net; nichols78@msn.com
Subject: RE: Monthly Newsletter & a few oth= er things
Date: Fri, 12 Dec 2008 17:15:01 -0500


I had mine in green

 

We have been discussing  enough now we need actio= n.

 

First we need to address when is the newsletter to = be published:

--1rst of month

--within a week after board meeting (That means betwee= n the 7 and 15 of each month)

-- any other idea

 

Deadline.

Joyce doing the letter knows better what the work is a= nd should give us the info

 

Who provide the info:

The event chair must provide the info

Anyone who want to include something in the letter

 

How:

Electronically would be ideal Joyce would not have to = retype, she may have to do cosmetic work for homogeneity.

 

I do not want to spend the next meeting discussing the= se issues. They should be resolved before.

 

Michel 

 

 

Michel & Ilze Ricou

Port Austin Motel

989-738-8729

www.portaustinmotel.com=

 

From: Acct. Ability, Inc. [mailto:acct.ability@y= ahoo.com]
Sent: Friday, December 12, 2008 12:35 PM
To:= Huron City Museums; Independent Bank; Port Austin Motel/Ricou, Michel; Por= t Austin State Bank; Captain Morgans; Rene Nichols
Subject: RE: M= onthly Newsletter & a few other things

 =3B

I am going to follow the trend and put my commen= ts in purple!!

Thanks everyone=2C

Stacey

This email and any files transmitted with= it are confidential and intended solely for the use of the individual or e= ntity to whom they are addressed. If you are not the named addressee you sh= ould not disseminate, distribute or copy this e-mail. Please notify the sen= der immediately by e-mail if you have received this e-mail by mistake and d= elete this e-mail from your system. Acct. Ability Inc. accepts no liability= for any damage caused by any virus transmitted by this email.

--- On Fri, 12/12/08, Rene Nichols <nichols78@msn.c= om> wrote:

From: Rene Nichols= <nichols78@msn.com>
Subject: RE: Monthly Newsletter & a few o= ther things
To: "Huron City Museums" <mpfinan@centurytel.net>, "In= dependent Bank" <lwiese@ibcp.com>, "Port Austin Motel/Ricou, Michel" = <ricou@centurytel.net>, "Acct.Abililty/Stacey Viers" <acct.ability= @yahoo.com>, "Port Austin State Bank" <sschmidt73@hotmail.com>, "C= aptain Morgans" <dfinan@centurytel.net>
Cc: "Nichols, Rene" <ni= chols78@msn.com>
Date: Friday, December 12, 2008, 11:30 AM

Patty, Thanks for = taking the time AND for putting your comments in red!  If each boardmember does the same, it would certainly help.  We can discuss every= one's thoughts
once we hear from all the board members.  I know Dar= cie will be back shortly to be
able to comment as well.  Rene


From: mpfinan@= centurytel.net
To: LWiese@ibcp.com; nichols78@msn.com; ricou@centurytel.= net; acct.ability@yahoo.com; sschmidt73@hotmail.com; dfinan@centurytel.net<= BR>Subject: Re: Monthly Newsletter & a few other things
Date: Fri, 1= 2 Dec 2008 10:56:26 -0500

Here are my com= ments - I put them in red.

 =3B

Patty

----- Original Message -----

From: Wiese, LaNette

=

Sent: Friday, December 12, 2008 9:26 AM

=

Subject: RE: Monthly Newsletter & a few other = things

 =3B

Rene,=

I will forward.

thanks

 =3B

LaNette R Wiese
Assistant Branch Manager
K= inde
Independent Bank
989-874-4500
Fax 989-874-5107
Privacy Statement:
This message may contain confidential informa= tion that is protected under state and/or federal law.  If you receive= d this message in error, please notify the sender by fax or email and delet= e this message.  If you properly received this message, you may use it= s contents only in strict accordance with our instructions and privacy poli= cy.
If any person makes a false or misleading representation to obtain= customer information, that person may have committed a federal crime, and = we may report that person to the proper authorities.

 =3B

 =3B

From: Rene Nichols [mailto:nichols78@msn.com]
Sent: Thursday, December 11, 2008 5:10 PM
To: Wiese, LaNette=
Subject: RE: Monthly Newsletter & a few other things<= /P>

Good comments &= ; thanks for taking time to do this......it would probably be good for each= of us to share our comments and any new ideas with the whole board.....mig= ht lead to more good things.....I didn't want to forward your comments with= out asking first....Would you mind forwarding them to the rest of
t= he board?
 
Talk to you soon,
 
Rene


Subject: RE: M= onthly Newsletter & a few other things
Date: Thu, 11 Dec 2008 13:03:= 45 -0500
From: LWiese@ibcp.com
To: nichols78@msn.com

 =3B

 =3B

LaNette R Wiese
Assistant Branch Manager
K= inde
Independent Bank
989-874-4500
Fax 989-874-5107
Privacy Statement:
This message may contain confidential informa= tion that is protected under state and/or federal law.  If you receive= d this message in error, please notify the sender by fax or email and delet= e this message.  If you properly received this message, you may use it= s contents only in strict accordance with our instructions and privacy poli= cy.
If any person makes a false or misleading representation to obtain= customer information, that person may have committed a federal crime, and = we may report that person to the proper authorities.

 =3B

 =3B

From: Rene Nichols [mailto:nichols78@msn.com]
Sent: Friday, December 05, 2008 4:00 AM
To: Chamber of Comme= rce; Acct.Abililty/Stacey Viers; Port Austin State Bank; Port Austin Motel/= Ricou, Michel; Captain Morgans; Huron City Museums; Wiese, LaNette
Cc= : Nichols, Rene
Subject: Monthly Newsletter & a few other= things

Hi Joyce,
 
For our next and future n= ewsletters, I'd like to see the following content:
 
Copy of una= pproved minutes for members to review. (as an attachment) .  Rene I don't believe that we should be sending o= ut unapproved minutes.  I think it is up to the board to approve the m= inutes to make sure the information is correct.  It is like somet= hing going to print that might have errors. I believe that the approved min= utes should be emailed to the members as soon as they are approved. I'm with LaNette on this - maybe = we could put a summary of what happened, if you really want them to know. B= ut the minutes should only go out after having been approved. Maybe this wi= ll encourage more to come to meetings?  I definitely understand why the information is needed, so= metimes we have a short window for events, etc.  I love the idea that = a short summary could be published and wait until the minutes are approved.= ..I think that is the best of both worlds.  Plus it saves me from maki= ng mistakes in front of the entire membership instead of just you guys! There is no need to send unapp= roved minutes. I do not understand the need for a summary. I understand we = are trying to communicate more but more is not always better. Only approved

minutes need to go out. A copy of the minutes should be kept on fil= e at the chamber office for anyone to look at if they so choose.


List of current members that have paid 2009 = dues and a reminder that per our
by-laws, dues are due Sept 1.   I believe that maybe a couple times = a year we should send out a current list of members.  I disagree with = stating who has paid dues and who has not. Reminders to individual members about late dues are approp= riate, but not to the entire membership community. I would resent this, if = I was having a hard time coming up with my dues. Send out a members list vi= a e-mail, but don't include it every month. Again, I understand wanting the list of current members an= d technically they aren't current members if their dues are not paid on tim= e...but I also agree that pointing out late payers or non-payers could get = sticky.  I know that we wanted a list of members a couple months ago..= .I think it may just be an area of communication that we can improve on.&nb= sp; I agree that a list once or twice via email...or once with updates as n= eeded would be sufficient.  The last thing we want to do is make more = work for anyone! Absolutely= not. Areminder about the due date is ok.  Remem= ber good will goes along way

especially in hard times.  I would not like my name going out = to everyone in an e-mail stating that my dues were not paid, especially

if I was struggling!  At the board meeting could we simple hav= e a list of paid members to date?  With nothing more said.


A brief note to the membership updating the = status of the Visitor's Guide.  For
example, how many members have = taken out and paid for an ad to date. &= nbsp; I think it would be nice to have some information on the Visitors Gui= de in the Newsletter.  It is good communication to the members.&n= bsp; Maybe they might have some suggestions. Again, I do not think we = want to point out who paid and who hasn't paid or even those that have= taken out an ad because to some members that don't take ads I do not = want them to feel like they are any less important than those that do take = out ads. An update on the = status of the guide is a great idea and maybe a number (out of total member= ship) who has taken an ad out - example 40/60 members. But don't list by na= me. You can see who took out an ad when you get the guide.  Again, I agree with pointing out= the number of ads sold, without being specific.  I personally would n= ot take offense because my lack of an ad is a strategic business decision (= and lack of budget!) but it could happen and we want to make sure each memb= er feels valued.  An update is a great idea...such as a reminder the d= eadline is coming, current progress, asking for suggestions, etc.  I w= ould say asking for photo submissions, but Joyce does such an amazing job..= .I'm not sure we'd find any better ones! Reminder of deadlines, printing, how it is distributed etc.

I would not care how many ads have bee= n taken.

A si= mple update would be nice!


A list of upcoming chamber events, name of t= he chair person and their phone number. = ; I agree with this completely, but chairs need to make sure to get Joyce t= his information in a timely manner. I would add e-mail to the contact information. The newsletter information and the proce= ss by which it gets submitted to Joyce needs to be created and agreed upon = by the board and Joyce.  She can't be expected to know everything, but= we don't want to have to deal with members who get their feeling hurt b/c = their info is not in there.  I think we need a set system and communic= ate it to all members, then if they feel left out...we have a procedure in = place to protect Joyce as well as ourselves.  The responsibility ultim= ately needs to rest with the chairperson, event coordinator, etc.  A rolling 3 months of up-comin= g events, with a detailed schedule of the next event(s)  Every chairperson

needs to take this responsiblity to get the info to Joyce.


A report from each Chair with an update on t= heir event.  I agree with this als= o, but the chairs need to make  to get Joyce the information in a time= ly manner. They cannot wait for every board meeting and than expect Joyce t= o get everything done for the Newsletter in time. We would need set deadlines for chairs to get info = to Joyce so she can get the newsletter out. If she doesn't receive any info= rmation, it is up to her to include what she wants in the newsletter. I don= 't think Joyce should have to hound chairs to get information. If they don'= t get the details to her, they can't complain that their event wasn't cover= ed. Again, I think if we could agree on a deadline and a = standard "form" for them to fill out...or some guidelines on what informati= on needs to be given to Joyce...the responsibility is on the chair.  T= his way they can only blame themselves...not us...and especially not Joyce = if it is not published. See= on top  Not Joyce's responsibility to track dow= n info.


A monthly report from the Treasurer.  M= onies received, detail of expenses paid
for the previous month and accou= nt balances.  The Newsletter is no= t a balance sheet.  I do not think this information is appro= priate for the Newsletter.  I have plenty of reports that I do each mo= nth so that there is never a  question of what was spent where.  = I do not have a problem with Joyce forwarding these reports to all of = the members. I do not have a one page report. I think we should leave this up to the members - let th= em know they are available. If they want a copy of the financials, they can= be e-mailed. Joyce can set up a distribution list of those that want finan= cials sent. If you really want something included - use the yearly summary = page that LaNette gave out at the meeting.  I like t= he idea of communicating to the members that this information is always ava= ilable if they would like it.  I know from experience that many busine= ss owners aren't always capable of making sense of the financial statement,= no matter which way it is presented!  A distribution list is a great = idea and should relay the information to those who want it with little addi= tional effort on anyone's part. The info is available at the office. We understand the report from laN= ette, but I am not sure it would be the same for membership. If I was to re= ceive it I would see that the chamber has a lot of money and not much is do= ne  What are my dues for. A copy of the budget will be more informativ= e,  Keep a copy on file in the chamber office!


A short note from the President.  I agree a note from the President is a great idea= . Should be included.  I agree...and this could possible be a chance to rotate betw= een any board member.  Sometimes we are in a position for a purpose...= LaNette can look at one thing from the money perspective, where someone els= e will look at it from a volunteer, time, paperwork, liability, etc.  = We should try to be a balanced board and utilize everyone's strengths. = ; Of course, if someone has no desire to write a note...that should be resp= ected as well. I agree = ; Yes!

 =3B

Names and e-mail addresses of our board mem= bers.  Again, I think maybe a couple ti= mes a year that this should be done but not every month. Joyce already has this on the newsletter - s= he just needs to add the e-mail addresses. Email addresses would be an excellent addition. Yes  This i= s fine.

Yes  Absolutely...maybe a hint of = what is to be discussed (if we know about it) for instance if something was= brought up and tabled or we know there will be a guest speaker or somethin= g I agree Sending the agend= a or announcing the items would be good.  Yes.


Date of next membership meeting. (Not e= very board meeting has to be a membership meeting).  Agree Yes&nb= sp; yes All monthly board meetings must be open to the= membership. If we have a need for faster discussion e mail for discussion = and approval can be used. we have done it previously. Of course the item is= reported at the monthly meeting.  All meetings = are open to

everyone!  This is how many members were alienated in the past= .

  Agree Again Joyce = needs to be given this information in a timely manner because if she is exp= ected to know who to thank someone could get missed. Again - we need to set up a deadline (given by Joyce)= of when she needs any newsletter information. Maybe she sends out a remind= er to let us know the deadline is coming up?  = I hate to create committees just for the = sake of having committees  but maybe we could have some people who are good a= t recognizing volunteers...or the chair of an event...write up a little som= ething to be submitted by the same procedure and deadline as everything els= e.  We just need to encourage them (the chairs or whoever) to do that = and set a precedent. It sho= uld be the responsibility of the chair to ensure the volunteers are recogni= zed.  Chairpersons responsiblity.<= /SPAN>


I'd like our businesses to be able to post t= heir new seasonal hours, particularly
stores and restaurants.   I think they should be able to post s= easonal hours but I do not think that it needs to be in every Newsletter. A= gain the businesses need to get Joyce the information and if they change an= ything also get that information to Jocye. This could be done just for the winter months. I think it could= get crazy to try and include every member's hours in a newsletter every mo= nth. Is this info on the Web site? Anyone could check that during the = summer.   I like the i= dea of directing people to the website for a lot of that info...because it = can get to be a lot.  I see a future of growth coming...and hopefully = there will be too many businesses to list them all!  On a side note...= I think our website needs a drastic overhaul!  I think Joyce is doing = a great job with what she has been given to work with, but we could have so= much more.  One more thing for us to budget for down the road.  = I would like to see a better, user-friendly site where we can publish links= to the newsletter, the most recent approved minutes, treasurer's report, f= orms to sign up for events, such as the polar bear dip, the casino trip...e= tc.  I'd love for people to be able to pay their dues online and every= thing!  I'm a dreamer!= For 4 years I have tried to find out the above information and it is not e= asy. However, Joyce has been doing it.   Yes the web site need to= be redone. I can help.  Web site needs to have = this info.


A feature story each month on at least two c= urrent businesses.  I think that this i= s a good idea.  Who is going to be responsible for picking who is feat= ured and what information is featured? Joyce is only one person. The board either needs to decide who= to include, or just go down the list alphabetically. Could they write= up their own or is Joyce okay with doing this? For some businesses, this c= ould be a hard thing to accomplish. I love the idea...and selfishly love the idea of going alphabetica= lly!  Maybe we could communicate to the members that we would like to = do this and if they are interested in being featured to please write someth= ing up, subject to board approval.  If needed, maybe we could ask Joyc= e to follow up to add/delete/change the info with the business' approval. A lottery would be the more = equitable. However just admitting we have 100 members; it would take 8 year= s (100/12) for one featured business or 4 years for 2.  May be some me= mber could write about something of general interest: taxes, advertising te= c. Great ideal, not sure how to pick which members?


A feature story for each new member.  I think this is a great idea.  I believe= the person that is responsible for getting the new member should &nbs= p;be doing the feature story.  Joyce is only one person working 16 hou= rs per week. Great idea - again= we need to decide logistics - who does the writing. I do= like this suggestion for a number of reasons.  One...it will highligh= t the growth of the chamber therefore generating positive attitudes.  = Two...it will showcase some of the businesses which benefits everyone. = ; and Three...it will encourage others to join. yes  Great plan!


The fireworks committee has a series of fund= raising activities planned.  We need to
feature them every month.<= SPAN class=3DEC_EC_ecec340122717-11122008>  I agree that every event that is = being planned should be featured in the Newsletter. Again, Joyce has to be = provided with the information in a timely manner to get this done. <= /SPAN>These should be included just like an o= ther upcoming event.  = Agreed...same procedure, same deadline, same responsibility on the chairper= son.  I understand that the fireworks committee has been working = hard, but so has the car show committee and the chill thrill committee= ...unfortunately, the committees who present reports at the board meeting a= re the ones getting all the attention.  Maybe we need to talk to the f= ireworks committee and find out if there is one member that would take resp= onsibility either to write something up for Joyce...or to forward the info = to a board member to write up.  I understand there are some personalit= y issues, and I would volunteer to act as a liaison...provided I don't have= to attend committee meetings...but if there is an email loop I can be part= of...I would do it. Just a= nother event. If there is a fund raising then it should be indicated in the= letter.  Fireworks are important, but so is the= work being done on the carshow and the Winter Chill Thrill.<= /SPAN>

Any and every fund raising event should be advertised, but someone = has to get the info to Joyce.

 = ;We need to note that we are doing a membership drive to get as many= new members
now so they may be included in the visitor's guide.  A  membership drive should be included in the Newsletter. The deadline for this is coming u= p - doesn't Joyce need all the info by the end of this month?   We really needed the membership list a couple months ago= ...that was a communication issue I'm afraid. Whatever time we have le= ft...we should be doing something...we could use the extra funds.  This is proving to be hard, as alot of our residents are= being laid off, and the trickle down effect with locals in the winter is s= tarting to show, and

businesses are hesitant not knowing where the future of Michigan is go= ing.  But we still have to try!


At this time, I'll ask that our secretary re= view all content for accuracy before sending= it to our membership.  I think = we decided that everything should be forwarded to the entire board and= if we do not respond it means we agree. I agree with this but we need to make sure we respond&n= bsp;by the deadline if we have feedback. Joyce should not have to follow up= with us. The more eyes on things the better. However, I think we= need to trust Joyce when there is a tight deadline. I agree that asking the board to review it i= s a good idea.  I don't want to micromanage Joyce, but it will help ta= ke some of the blame off her (and we all understand that she can only print= information that she is given) but if the final review is on the board, th= en people who don't like it can vote us off!  If we set a deadline for= submission early enough (and obviously Joyce is the best one to do that) w= e should have the time to spend a day or so...and with 7 of us on the board= ...if one or two do not get to it within the day or so, at least there are = more than one set of eyes looking it over.  See my idea on top  I trus= t that if we do our job in getting the info to Joyce, she can handle this.<= /FONT>


I realize your current format requires you t= o create the newsletter at home.  For the
time being, I have no pro= blem with you creating it using Word or another program
that is currentl= y available on the Chamber computer.  I know it won't be
as nice lo= oking or include pictures, but I feel the content is more important at this= time.  We do not have proper equi= pment at the Chamber Office. I really believe that we need to budget in&nbs= p;new equipment and programs so that all of the work of the director can be= done at the chamber office. I don't think there is anyt= hing wrong with her working at home...I belive Rene was trying to help alle= viate some of the burden that changing the content would place on Joyce.&nb= sp; I appreciate all the work Joyce puts into the newsletter and by asking = for some changes, I don't want to add a burden to her!  I think Rene s= hares that opinion...but she'd have to address that.  I definitely thi= nk new equipment is needed.  Port Austin is growing and changing and t= here are such amazing things happening...I would love to see our Chamber ke= ep up with that.  A new website, better equipment, the new facility!&n= bsp; I can't wait.  But there are serious things that need to be fixed= ...such as our procedures, bylaws, communication channels...etc.  I th= ink we all want to be a cohesive, positive, and effective board.  If w= e didn't, we wouldn't be here.  It is going to take all of us working = toward a common vision to make that happen.  Part of the problem seems= to be from a lack of that shared vision...or I should say a lack of commun= ication as to what each of our vision is.  We need to share a goal or = we will end up divided.  maybe we need to have a strategic planning se= ssion sometime in the future!Joyce needs to do to get the job done.  I really don't care if= it's at home or at the chamber what ever works until we can get $$$.


We need to focus on using the monthly newsle= tter as a means of getting timely and
helpful information to the general= membership.
As for the timing of the newsletter, the secretary sho= uld have the unapproved minutes
to you within a week of our monthly meet= ings. The treasurers report should be presented
as a short one page= document at our monthly board meeting which you will put in the
newslet= ter.   I have enough reports = to do as it is.  They are very detailed. I do not have a one page repo= rt.  If Stacey wants to = come up with this from LaNette's report, that is fine. See the comment= s above.  Maybe a more relevant = item to add would be a short final financial report for each event?  I= have no problem helping out in whatever way you guys want me to.  I d= on't want to overstep my duties or my authority by any means...but the boar= d should agree on what and when to present.  Hav= e we every asked the general member what they want?!?!

 =3B

The rest of the information should be easy enoug= h to keep updated. 
My letter this month will let them know to cont= act the chamber office with seasonal hours of operation and let them k= now you'll be featuring a couple businesses each month.  I'll have it = to you by Monday. 
 
On a seperate note, all ad monies and = forms for the Car Show should be going to the
committee chair. = ; The chair should record his/her list and then submit the checks to t= he
treasurer when the ad sales deadline has been reached.  It is th= en the chair's responsibility
to forward that information to his/her sub= committees for further action.  I know you've been
helping out, bu= t this is the procedure that should be followed.  I don't agree with this. Keri is not accessible and it does not make= sense to wait to deposit money when we have it ready to go. The advertisin= g subcommittee can report to Keri where we are but this is adding in unncec= essary work. The advertising subcommittee reports where we are at just like= the rest of the subcommittees. I can= see both sides of this.  As a treasurer, you want the money in t= he bank right away...however as someone trying to do the flyer...it was fru= strating that everyone else seemed to know who bought an ad but me.  I= think that is another area where we just need to set a procedure for every= event and stick to it.  I respect LaNette's comments as she has been = in this position longer...maybe we just need to reiterate to the event comm= ittees to communicate within themselves.  Sometimes we are all type-A = go-getters and forget to collaborate!= This is becoming very complicate I do not thing we had any problem previou= sly. If the budget is approved then LaNette do her job well by creating an = event report and presenting it a the meeting. I agree= with Patti, if you make the job harder that it has to be, you will not hav= e people volunteering.  I have only x amount of time, not spending tra= cking down people, when we have a director in the office. 

 =3B

When bills need to be paid, it
will be the ch= air's responsibilty to present them to the board for approval of payme= nt.  We need
to follow this procedure with each event so nothing fa= lls through the cracks.  I know you're
willing to help where ever n= eeded if the chair asks for it.<= SPAN style=3D"COLOR: blue; FONT-FAMILY: 'Arial','sans-serif'">  I thou= ght we passed the budgets for events so that the chair did not ha= ve to bring the bills for approval each month. Things will become late= if they need board approval for everything.  I have the budgets so if= something comes in way higher than what it on the budget I will not&n= bsp;pay it until I address the board. We really need to clarify this issue - everyone needs to k= now how we are supposed to function when it comes to paying bills for event= s.  I am trying to wri= te up a procedure for you guys to take a look at that we can present for ap= proval at the January board meeting.  I think the regular, routine bil= ls should be approved every year at the first meeting which allows LaNette = to pay them as she receives them.  I also think that anything that was= pre-approved by an event budget should also be paid as it comes in...howev= er it should not be LaNette's responsibility to figure out which budget lin= e an invoice should be applied to.  Larger governments and businesses = will include a request for payment with the invoice showing which event, an= d which budget line it belongs on.  I'm not sure if we need to be that= "detailed" but some way to help the treasurer should be decided on.  = What do you guys think? We = are not a so big organization and having all these procedures may be burden= some.

When a bill is= presented for payment it should simply have the event name on or attached = to it. Why has this become so confussing?

 =3B


Lastly, I'd like the secretary to get the ch= amber mail and dispurse it.  This is no offense to you,
but there i= s information that comes to the chamber that should be viewed by a board me= mber
first, not by a member, employee or contractor.  The system is= currently backwards.  It is
also our secretary's responsibility to= discuss correspondence received at our board meetings.  Now that I have spoke to you, it makes sense that the sec= retary gets the mail.  We just need to make sure we take this off= the list of duties for the director. I understand from our discussion, Rene, why you want this = to happen. I agree we need to change the by-laws. I have no problem getting the mail each day and= distributing it to anyone that needs it.  Some guidance on which= "junk mail" can be thrown out without bringing it to the board, etc. may b= e useful!  We can work through that pretty easily.  I like having= written procedures in place so that when a person is elected to a new offi= ce...there is no question or misunderstanding.  = After taking a class on township procedures recently I have changed my mind= and agree that it is the responsibility of the secretary, unless the board= makes a

resolution to have the director do this job.
 
We've come to depend on you as director to perform functio= ns that board members should
be doing.  I'd like to correct that, i= f possible.  I also want the secretary to review any
material that = may be going to print on behalf of the chamber.  You've been doin= g a great job
in that area, but a board member needs to put an approval = on any content that represents
the chamber.  At this time, I w= ant that approval to come from the secretary. Ag= ain - I think it needs to be the entire board reviewing info. However, we d= o need to trust Joyce. She is the best thing to happen to this Chamber and = I don't want to put limits on her ability to do her job.  = Maybe approval is too much, but a courtesy c= opy?  Joyce does an amazing job with her press releases, but= as a board we shouldn't be surprised by them.  I do trust Joyce, and = want to make her job easier...not harder.  I don't want her to have to= wait for approval for everything...again we just need open communication a= nd some procedure for guidance.  A courtesy copy won't be difficult if= the info is emailed to the papers, etc.  Not sure what to do about st= uff that is not electronically submitted, but maybe Joyce would have an ide= a. Yes we should know about the relea= se and a copy would be nice So we do not have surprises when asked about it= .  ? 
There are exciting times coming to Port Austin.  We = have a year to get the chamber
in line with these changes, performing as= a well oiled machine and ready to move into
the new Welcome Center when= completed.  While these changes may be difficult for you and
the b= oard, I'm confident you can implement them and help our chamber move forwar= d.

 =3B

My comments are m= y opinions. I am not saying that I am correct about everything. If you or a= ny of the other board members can explain to make me change my mind I am mo= re than willing to listen.  Sometimes when someone else explains = the reasoning behind  what they would like to change it can make more = sense.

Thanks&nbs= p;

We need to make sure that we reassure Joyce that we trust her= to do her job. Some of the comments and the way they were presented h= ave caused her to question that. I know we talked about = ;better ways to communicate this, Rene, but I think we all need to be caref= ul that this doesn't become a contentious board. I was there when the Chamb= er was run like a dictatorship and there was not a sense of cooperatio= n or teamwork. It wasn't fun. I know we can get be a great team as we = go forward. Rene, I think you need to talk to the board about your goa= l of where you want us to be in the future.

 =3B

Sorry I was extremely long-winded.  I have faith in this = board and in Joyce to figure out a compromise between micro-managing and no= -management at all.  It will just take some time...but the time that w= e invest now will help all future boards as well.

Joyce is a wonder= ful asset to this chamber.  Maybe we need to define the job she is to = do.  Obviously
with all this e-m= ail talking there are concerns and issues.  How can you expect her to = do her job if we
don't even know w= hat it is?  Shame on us.  Great things are happening in our commu= nity, lets find a
way to allow Joyc= e to help us.  Maybe Renee need to explain to the board what her visio= n is and what
directions she wa= nts to take.  But lets us all remember, we all have visions, are they = the same, and if
not how do we com= municate to each other, to work together for the same goals?<= /DIV>


I'll have my l= etter for the newsletter to you by Monday.
 
Rene
 
<= BR>

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 =3B

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 =3B

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