X-Spam-Flag: NO X-Envelope-From: nichols78@msn.com Return-Path: Received: from bay0-omc2-s13.bay0.hotmail.com (bay0-omc2-s13.bay0.hotmail.com [65.54.246.149]) by mail917c35.nsolutionszone.com (8.13.6.20060614/8.13.1) with ESMTP id mBDGG91w018961; Sat, 13 Dec 2008 11:16:11 -0500 Received: from BAY107-W27 ([64.4.51.127]) by bay0-omc2-s13.bay0.hotmail.com with Microsoft SMTPSVC(6.0.3790.3959); Sat, 13 Dec 2008 08:16:09 -0800 Message-ID: Content-Type: multipart/alternative; boundary="_424b0feb-f8ba-4aba-8bef-9ba0bd6d388f_" X-Originating-IP: [75.121.158.60] From: Rene Nichols To: "Port Austin Motel/Ricou, Michel" , "Acct.Abililty/Stacey Viers" , Huron City Museums , Independent Bank , Port Austin State Bank , Captain Morgans Subject: RE: Monthly Newsletter & a few other things Date: Sat, 13 Dec 2008 11:16:08 -0500 Importance: Normal In-Reply-To: <002b01c95ca7$1506c9b0$3f145d10$@net> References: <157474.62378.qm@web110216.mail.gq1.yahoo.com> <002b01c95ca7$1506c9b0$3f145d10$@net> MIME-Version: 1.0 X-OriginalArrivalTime: 13 Dec 2008 16:16:09.0352 (UTC) FILETIME=[1BDBE080:01C95D3E] X-MMR: 0 X-Antivirus: Scanned by F-Prot Antivirus (http://www.f-prot.com) --_424b0feb-f8ba-4aba-8bef-9ba0bd6d388f_ Content-Type: text/plain; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable Thanks Michel.....I liked that you offered some ideas of your own as well f= or us to consider..... =20 We have a lot to accomplish and I agree we need to take action, however it = was suggested at the meeting that we involve all the board members in decisions. That be= ing said,=20 we should wait to see what Darcie and Steve have to say before taking actio= n. We need to let Darcie get back in town! =20 Rene =20 =20 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. 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. 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 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)=20 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 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, 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 =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 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. 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. 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. 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. 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.=20 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 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. 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. 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 realize your current format requires you to create the newsletter at hom= e. For thetime being, I have no problem with you creating it using Word or= another programthat is currently available on the Chamber computer. I kno= w 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 Chamb= er Office. I really believe that we need to budget in new equipment and pro= grams so that all of the work of the director can be done at the chamber of= fice. I agree but what is the problem with Joyce working on things from hom= e? I don't think there is anything wrong with her working at home...I beliv= e Rene was trying to help alleviate some of the burden that changing the co= ntent would place on Joyce. 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 shares that opinion...but she'd have to address that. I= definitely think new equipment is needed. Port Austin is growing and chan= ging and there are such amazing things happening...I would love to see our = Chamber keep up with that. A new website, better equipment, the new facili= ty! I can't wait. But there are serious things that need to be fixed...su= ch 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 wo= uldn't be here. It is going to take all of us working toward a common visi= on to make that happen. Part of the problem seems to be from a lack of tha= t shared vision...or I should say a lack of communication as to what each o= f 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 s= ite definitively need to be changed. Yes new equipment would be nice but wh= ere are the funds coming from. Could the DDA allocate some money?=20 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. =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. =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.=20 =20 Lastly, I'd like the secretary to get the chamber mail and dispurse it. T= his 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. = Now that I have spoke to you, it makes sense that the secretary gets the ma= il. 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 happ= en. I agree we need to change the by-laws. I have no problem getting the ma= il 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 be useful! We can work through that pretty easily. I like having writ= ten procedures in place so that when a person is elected to a new office...= there is no question or misunderstanding. We've come to depend on you as di= rector to perform functions that board members shouldbe doing. I'd like to= correct that, if possible. I also want the secretary to review anymateria= l that may be going to print on behalf of the chamber. You've been doing a= great jobin that area, but a board member needs to put an approval on any = 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 re= viewing 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 an a= mazing job with her press releases, but as a board we shouldn't be surprise= d 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 j= ust need open communication and some procedure for guidance. A courtesy co= py won't be difficult if the info is emailed to the papers, etc. Not sure = what to do about stuff that is not electronically submitted, but maybe Joyc= e would have an idea. Yes we should know about the release and a copy would= be nice So we do not have surprises when asked about it. There are excitin= g times coming to Port Austin. We have a year to get the chamberin line wi= th these changes, performing as a well oiled machine and ready to move into= the new Welcome Center when completed. While these changes may be difficul= t for you andthe board, I'm confident you can implement them and help our c= hamber 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.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 _________________________________________________________________ Suspicious message? There=92s an alert for that.=20 http://windowslive.com/Explore/hotmail?ocid=3DTXT_TAGLM_WL_hotmail_acq_broa= d2_122008 --_424b0feb-f8ba-4aba-8bef-9ba0bd6d388f_ Content-Type: text/html; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable Thanks Michel.....I liked that you offered some ideas of your own as well f= or us to consider.....
 
We have a lot to accomplish and I agree we need to take action, however it = was suggested
at the meeting that we involve all the board members in decisions.  Th= at being said,
we should wait to see what Darcie and Steve have to say before taking actio= n.  We need
to let Darcie get back in town!
 
Rene
 


 =3B

From: ricou@centurytel.net
To: acct.ability@yahoo.com; mpfinan@centuryte= l.net; lwiese@ibcp.com; sschmidt73@hotmail.com; dfinan@centurytel.net; nich= ols78@msn.com
Subject: RE: Monthly Newsletter & a few other thingsDate: Fri, 12 Dec 2008 17:15:01 -0500


I had mine in green

 

We have been discussing  enough now we need action.<= /SPAN>

 

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

--1rst of month

--within a week after board meeting (That means between t= he 7 and 15 of each month)

-- any other idea

 

Deadline.

Joyce doing the letter knows better what the work is and = 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 ret= ype, she may have to do cosmetic work for homogeneity.

 

I do not want to spend the next meeting discussing these = 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@yaho= o.com]
Sent: Friday, December 12, 2008 12:35 PM
To: Hu= ron City Museums; Independent Bank; Port Austin Motel/Ricou, Michel; Port A= ustin State Bank; Captain Morgans; Rene Nichols
Subject: RE: Mont= hly Newsletter & a few other things

 =3B

I am going to follow the trend and put my comments = 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 enti= ty to whom they are addressed. If you are not the named addressee you shoul= d not disseminate, distribute or copy this e-mail. Please notify the sender= immediately by e-mail if you have received this e-mail by mistake and dele= te this e-mail from your system. Acct. Ability Inc. accepts no liability fo= r any damage caused by any virus transmitted by this email.

--- On Fri, 12/12/08, Rene Nichols <nichols78@msn.com&= gt; wrote:

From: Rene Nichols &l= t;nichols78@msn.com>
Subject: RE: Monthly Newsletter & a few othe= r things
To: "Huron City Museums" <mpfinan@centurytel.net>, "Indep= endent Bank" <lwiese@ibcp.com>, "Port Austin Motel/Ricou, Michel" <= ;ricou@centurytel.net>, "Acct.Abililty/Stacey Viers" <acct.ability@ya= hoo.com>, "Port Austin State Bank" <sschmidt73@hotmail.com>, "Capt= ain Morgans" <dfinan@centurytel.net>
Cc: "Nichols, Rene" <nicho= ls78@msn.com>
Date: Friday, December 12, 2008, 11:30 AM

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

<= /P>


From: mpfinan@cen= turytel.net
To: LWiese@ibcp.com; nichols78@msn.com; ricou@centurytel.net= ; acct.ability@yahoo.com; sschmidt73@hotmail.com; dfinan@centurytel.net
= Subject: Re: Monthly Newsletter & a few other things
Date: Fri, 12 D= ec 2008 10:56:26 -0500

Here are my commen= ts - 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 thi= ngs

 =3B

Rene,

I will forward.

thanks

 =3B

LaNette R Wiese
Assistant Branch Manager =
Kind= e
Independent Bank
989-874-4500
Fax 989-874-5107
This message may contain confidential informatio= n that is protected under state and/or federal law.  If you received t= his message in error, please notify the sender by fax or email and delete t= his message.  If you properly received this message, you may use its c= ontents only in strict accordance with our instructions and privacy policy.=
If any person makes a false or misleading representation to obtain cu= stomer 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]
Se= nt: Thursday, December 11, 2008 5:10 PM
To: Wiese, LaNetteSubject: RE: Monthly Newsletter & a few other things

=

Good comments & t= hanks 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 rest of
the = board?
 
Talk to you soon,
 
Rene


Subject: RE: Mont= hly 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 =
Kind= e
Independent Bank
989-874-4500
Fax 989-874-5107
This message may contain confidential informatio= n that is protected under state and/or federal law.  If you received t= his message in error, please notify the sender by fax or email and delete t= his message.  If you properly received this message, you may use its c= ontents only in strict accordance with our instructions and privacy policy.=
If any person makes a false or misleading representation to obtain cu= stomer 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]
Se= nt: Friday, December 05, 2008 4:00 AM
To: Chamber of Commerce= ; Acct.Abililty/Stacey Viers; Port Austin State Bank; Port Austin Motel/Ric= ou, Michel; Captain Morgans; Huron City Museums; Wiese, LaNette
Cc: Nichols, Rene
Subject: Monthly Newsletter & a few other th= ings

Hi Joyce,
 
For our next and future news= letters, I'd like to see the following content:
 
Copy of unappr= oved minutes for members to review. (as an attachment) .  Rene I don't believe that we should be sending out una= pproved minutes.  I think it is up to the board to approve the minutes= to make sure the information is correct.  It is like something g= oing to print that might have errors. I believe that the approved minutes s= hould be emailed to the members as soon as they are approved. <= /SPAN>I'm with LaNette on this - maybe we could = put a summary of what happened, if you really want them to know. But the mi= nutes should only go out after having been approved. Maybe this will encour= age more to come to meetings?  I definitely understand why the information is needed, sometimes we h= ave a short window for events, etc.  I love the idea that a short summ= ary could be published and wait until the minutes are approved...I think th= at 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 c= ommunicate more but more is not always better.


List of current members that have paid 2009 due= s 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 statin= g who has paid dues and who has not. Reminders to individual members about late dues are appropriate, bu= t not to the entire membership community. I would resent this, if I was hav= ing 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 understand wanting the list of current members and technicall= y they aren't current members if their dues are not paid on time...but I al= so 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.  I agree = that a list once or twice via email...or once with updates as needed would = be sufficient.  The last thing we want to do is make more work for any= one! Absolutely not. Areminder= about the due date is ok.


A brief note to the membership updating the sta= tus of the Visitor's Guide.  For
example, how many members have tak= en out and paid for an ad to date.<= SPAN style=3D"COLOR: blue; FONT-FAMILY: 'Arial','sans-serif'">   = I think it would be nice to have some information on the Visitors Guide in = the Newsletter.  It is good communication to the members.  M= aybe they might have some suggestions. Again, I do not think we want t= o 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 t= hem to feel like they are any less important than those that do take out ad= s. 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 c= an 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 not take offe= nse 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 member feels val= ued.  An update is a great idea...such as a reminder the deadline is c= oming, current progress, asking for suggestions, etc.  I would say ask= ing for photo submissions, but Joyce does such an amazing job...I'm not sur= e we'd find any better ones! R= eminder of deadlines, printing, how it is distributed etc.

I would not care how many ads have been t= aken.


A list of upcoming chamber events, name of the = chair person and their phone number.  I ag= ree with this completely, but chairs need to make sure to get Joyce this in= formation in a timely manner. I would add e-mail to the contact 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 Joyce.  She can't be expected to know everything, but we don't wa= nt to have to deal with members who get their feeling hurt b/c their info i= s not in there.  I think we need a set system and communicate it to al= l members, then if they feel left out...we have a procedure in place to pro= tect Joyce as well as ourselves.  The responsibility ultimately needs = to rest with the chairperson, event coordinator, etc.  <= SPAN class=3DEC_ecec340122717-11122008>A rolling 3 months of up-coming events, with = a detailed schedule of the next event(s)


A report from each Chair with an update on thei= r event.  I agree with this also, but= the chairs need to make  to get Joyce the information in a timely man= ner. 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 information. 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 information needs to be = given to Joyce...the responsibility is on the chair.  This way they ca= n only blame themselves...not us...and especially not Joyce if it is not pu= blished. See on top


A monthly report from the Treasurer.  Moni= es received, detail of expenses paid
for the previous month and account = balances.  The Newsletter is not a ba= lance sheet.  I do not think this information is appropriate= for the Newsletter.  I have plenty of reports that I do each month so= that there is never a  question of what was spent where.  I do n= ot have a problem with Joyce forwarding these reports to all of the me= mbers. I do not have a one page report. I think we should leave this up to the members - let them know t= hey are available. If they want a copy of the financials, they can be e-mai= led. Joyce can set up a distribution list of those that want financials sen= t. If you really want something included - use the yearly summary page that= LaNette gave out at the meeting.=   I like the idea of comm= unicating to the members 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 sense of the financial statement, no matter whic= h way it is presented!  A distribution list is a great idea and should= relay the information to those who want it with little additional effort o= n anyone's part. The info is a= vailable at the office. We understand the report from laNette, but I am not= sure it would be the same for membership. If I was to receive it I would s= ee 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,


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 between any board m= ember.  Sometimes we are in a position for a purpose...LaNette can loo= k at one thing from the money perspective, where someone else will look at = it from a volunteer, time, paperwork, liability, etc.  We should try t= o be a balanced board and utilize everyone's strengths.  Of course, if= someone has no desire to write a note...that should be respected as well.<= /SPAN> I agree

 =3B

Names and e-mail addresses of our board member= s.  Again, I think maybe a couple times a = year that this should be done but not every month. Joyce already has this on the newsletter - she just n= eeds to add the e-mail addresses. Email addresses would be an excellent addition. Yes

<= BR>Date of next board meeting. &nbs= p;Agree Yes  Absolutely...maybe a hint of what is to b= e 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 something I agree Sending the agenda or announcing= the items would be good.


Date of next membership meeting. (Not ever= y board meeting has to be a membership 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 discussion and approval ca= n be used. we have done it previously. Of course the item is reported at th= e monthly meeting.

<= BR>A recognition area to thank members for their recent volunte= er efforts.  Agree Again Joyce needs = to be given this information in a timely manner because 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 newsletter information. Maybe she sends out a reminder to let= us know the deadline is coming up?  I hate to create committees just for the sake of havi= ng committees  but maybe we could have some people who are good at recognizing volu= nteers...or the chair of an event...write up a little something to be submi= tted by the same procedure and deadline as everything else.  We just n= eed to encourage them (the chairs or whoever) to do that and set a preceden= t. It should be the responsibi= lity of the chair to ensure the volunteers are recognized.


I'd like our businesses to be able to post thei= r new seasonal hours, particularly
stores 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. I like the idea of direc= ting people to the website for a lot of that info...because it can get to b= e a lot.  I see a future of growth coming...and hopefully there will b= e 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.&= nbsp; 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 news= letter, the most recent approved minutes, treasurer's report, forms to sign= up for events, such as the polar bear dip, the casino trip...etc.  I'= d love for people to be able to pay their dues online and everything! = I'm a dreamer! For 4 years I = have tried to find out the above information and it is not easy. However, J= oyce has been doing it.   Yes the web site need to be redone. I c= an help.


A feature story each month on at least two curr= ent businesses.  I think that this is a go= od idea.  Who is going to be responsible for picking who is featured a= nd what information is featured? Joyce is only one person. The board either needs to decide who to inclu= de, or just go down the list alphabetically. 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 l= ove the idea...and selfishly love the idea of going alphabetically!  M= aybe we could communicate to the members that we would like to do this and = if they are interested in being featured to please write something up, subj= ect to board approval.  If needed, maybe we could ask Joyce to follow = up to add/delete/change the info with the business' approval.= A lottery would be the more equitable. Howe= ver 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 writ= e about something of general interest: taxes, advertising tec.


A feature story for each new member.  I think this is a great idea.  I believe the p= erson that is responsible for getting the new member should  be d= oing 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 do like this sugg= estion for a number of reasons.  One...it will highlight the growth of= the chamber therefore generating positive attitudes.  Two...it will s= howcase some of the businesses which benefits everyone.  and Three...i= t will encourage others to join.  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 be included just like an other upco= ming event.  Agreed...sam= e procedure, same deadline, same responsibility on the chairperson. &n= bsp;I understand that the fireworks committee has been working hard, but&nb= sp;so has the car show committee and the chill thrill committee...unfortuna= tely, the committees who present reports at the board meeting are the ones = getting all the attention.  Maybe we need to talk to the fireworks com= mittee and find out if there is one member that would take responsibility e= ither to write something up for Joyce...or to forward the info to a board m= ember to write up.  I understand there are some personality issues, an= d I would volunteer to act as a liaison...provided I don't have to attend c= ommittee meetings...but if there is an email loop I can be part of...I woul= d do it. Just another event. I= f there is a fund raising then it should be indicated in the letter.=

 We need to note that we are doing a membership drive to get as many new m= embers
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 up - doesn't Joy= ce need all the info by the end of this month?   We really needed the membership list a couple months ago...that was a comm= unication issue I'm afraid. Whatever time we have left...we should be = doing something...we could use the extra funds.


At this time, I'll ask that our secretary revie= w all content for accuracy before sending it to our membership.  I think we dec= ided 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 by th= e 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 is a good ide= a.  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 hav= e 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 on= e set of eyes looking it over.=  See my idea on top

 
I realize your current format requires yo= u to create the newsletter at home.  For the
time being, I have no = problem with you creating it using Word or another program
that is curre= ntly available on the Chamber computer.  I know it won't be
as nice= looking or include pictures, but I feel the content is more important at t= his 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 agree but what is the problem with Joyce working on things from home? I don't think there is anything w= rong with her working at home...I belive Rene was trying to help alleviate = some of the burden that changing the content would place on Joyce.  I = appreciate all the work Joyce puts into the newsletter and by asking for so= me changes, I don't want to add a burden to her!  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 changing and there a= re such amazing things happening...I would love to see our Chamber keep up = with that.  A new website, better equipment, the new facility!  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 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 communicatio= n as to what each of our vision is.  We need to share a goal or we wil= l 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?


We need to focus on using the monthly newslette= r as a means of getting timely and
helpful information to the general me= mbership.
As for the timing of the newsletter, the secretary should= have the unapproved minutes
to you within a week of our monthly meeting= s. The treasurers report should be presented
as a short one page do= cument at our monthly board meeting which you will put in the
newsletter= .   I have enough reports to do = as it is.  They are very detailed. I do not have a one page report.&nb= sp; If Stacey wants to come u= p with this from LaNette's report, that is fine. See the comments abov= e.  Maybe a more relevant item t= o 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 w= ant to overstep my duties or my authority by any means...but the board shou= ld agree on what and when to present.

 =3B

The rest of the information should be easy enough t= o keep updated. 
My letter 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 businesses each month.  I'll have it to = you by Monday. 
 
On a seperate note, all ad monies and for= ms for the Car Show should be going to the
committee chair.  T= he chair should record his/her list and then submit the checks to the<= BR>treasurer when the ad sales deadline has been reached.  It is then = the chair's responsibility
to forward that information to his/her sub co= mmittees for further action.  I know you've been
helping out, but t= his is the procedure that should be followed.  I don't agree with this. Keri is not accessible and it does not make se= nse to wait to deposit money when we have it ready to go. The advertising s= ubcommittee can report to Keri where we are but this is adding in unncecess= ary work. The advertising subcommittee reports where we are at just like th= e rest of the subcommittees. I can se= e both sides of this.  As a treasurer, you want the money in the = bank right away...however as someone trying to do the flyer...it was frustr= ating that everyone else seemed to know who bought an ad but me.  I th= ink that is another area where we just need to set a procedure for every ev= ent 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 committ= ees to communicate within themselves.  Sometimes we are all type-A go-= getters and forget to collaborate! Th= is is becoming very complicate I do not thing we had any problem previously= . If the budget is approved then LaNette do her job well by creating an eve= nt report and presenting it a the meeting.  

 =3B

When bills need to be paid, it
will be the chair= 's responsibilty to present them to the board for approval of payment.=   We need
to follow this procedure with each event so nothing falls= through the cracks.  I know you're
willing to help where ever need= ed if the chair asks for it.  I thought we= passed the budgets for events so that the chair did not have to = bring the bills for approval each month. Things will become late if th= ey need board approval for everything.  I have the budgets so if somet= hing comes in way higher than what it on the budget I will not pa= y it until I address the board. I am trying to write up a proc= edure for you guys to take a look at that we can present for approval at th= e January board meeting.  I think the regular, routine bills 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-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 request for payment with the invoice showing which event, and which budg= et 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 bi= g organization and having all these procedures may be burdensome.

When a bill is prese= nted for payment it should simply have the event name on or attached to it.=

 =3B

 
Lastly, I'd like the secretary to get the= chamber mail and dispurse it.  This is no offense to you,
but ther= e is information that comes to the chamber that should be viewed by a board= member
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 distr= ibuting it to anyone that needs it.  Some guidance on which "junk= mail" can be thrown out without bringing it to the board, etc. may be usef= ul!  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.
 
We've c= ome to depend on you as director to perform functions that board members sh= ould
be doing.  I'd like to correct that, if possible.  I also= want the secretary to review any
material that may be going to print on= behalf of the chamber.  You've been doing a great job
in that= area, but a board member needs to put an approval on any content that repr= esents
the chamber.  At this time, I want that approval to com= e from the secretary. Again - I think it needs t= o be the entire board reviewing info. However, we do need to trust Joyce. S= he 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 do= es 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 eas= ier...not harder.  I don't want her to have to wait for approval for e= verything...again we just need open communication and some procedure for gu= idance.  A courtesy copy won't be difficult if the info is emailed to = the papers, etc.  Not sure what to do about stuff that is not electron= ically submitted, but maybe Joyce would have an idea. Yes we should know about the release and a copy would be n= ice So we do not have surprises when asked about it.
 
There are exciting times coming to Port Aus= tin.  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 Welco= me Center when completed.  While these changes may be difficult for yo= u and
the board, I'm confident you can implement them and help our chamb= er move forward.

 =3B

My comments are my opin= ions. I am not saying that I am correct about everything. If you or any of = the other board members can explain to make me change my mind I am more tha= n willing to listen.  Sometimes when someone else explains the re= asoning behind  what they would like to change it can make more sense.=

Thanks 

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 question that. I know we talked about be= tter ways to communicate this, Rene, but I think we all need to be careful = that this doesn't become a contentious board. I was there when the Chamber = was run like a dictatorship and there was not a sense of cooperation o= r 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 o= f where you want us to be in the future.

 =3B

Sorry I was extremely long-winded.  I have faith in this boa= rd and in Joyce to figure out a compromise between micro-managing and no-ma= nagement at all.  It will just take some time...but the time that we i= nvest now will help all future boards as well.
I'll have my lette= r for the newsletter to you by Monday.
 
Rene
 

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 =3B

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 =3B

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