X-Spam-Flag: NO X-Envelope-From: pacofc@airadvantage.net Return-Path: Received: from mail.airadvantage.net (mail.airadv.net [64.90.209.2]) by mail916c35.nsolutionszone.com (8.13.6.20060614/8.13.1) with ESMTP id mB5Jf94W008196; Fri, 5 Dec 2008 14:41:11 -0500 Received: from RABBIT (ip64-90-219-22.port-austin.mi.airadvantage.net [64.90.219.22]) by mail.airadvantage.net (8.13.4/8.13.4) with SMTP id mB5JiZon024934; Fri, 5 Dec 2008 14:44:35 -0500 Message-ID: <46DBCE3C1E8C48119F359496A9137C61@RABBIT> From: "Port Austin Chamber" To: "Rene Nichols" , "Chamber of Commerce" , "Acct.Abililty/Stacey Viers" , "Port Austin State Bank" , "Port Austin Motel/Ricou, Michel" , "Captain Morgans" , "Huron City Museums" , "Independent Bank" , Cc: "Nichols, Rene" References: Subject: Re: Monthly Newsletter & a few other things Date: Fri, 5 Dec 2008 14:41:04 -0500 MIME-Version: 1.0 Content-Type: multipart/alternative; boundary="----=_NextPart_000_00B9_01C956E7.805862C0" X-Priority: 3 X-MSMail-Priority: Normal X-Mailer: Microsoft Outlook Express 6.00.2900.5512 x-mimeole: Produced By Microsoft MimeOLE V6.00.2900.5579 X-Virus-Scanned: ClamAV version 0.88, clamav-milter version 0.87 on mail.airadvantage.net X-Virus-Status: Clean X-MMR: 0 X-Antivirus: Scanned by F-Prot Antivirus (http://www.f-prot.com) This is a multi-part message in MIME format. ------=_NextPart_000_00B9_01C956E7.805862C0 Content-Type: text/plain; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable Rene, I thought that the newsletters I have been doing were well-received and I h= ave had lots of compliments on them. I'm not so sure that changing them dra= stically is the way to go, but if that's what you want done then that's wha= t'll get done. I wish you would have brought up some of these ideas at the = board meeting the other day. I think many of your ideas have merit, but per= haps other Board members have additional ideas. Do the other Board members = feel the same way on these issues?=20 I just re-read your email with your laundry-list of things that you want in= future newsletters - and I have a couple of questions and concerns: 1) I have been sending out the "approved" minutes to members. So do you wan= t the unapproved minutes ALSO sent out - or JUST the unapproved minutes?=20= 2) You want the names of members listed in EVERY newsletter? 3) I already contacted various businesses about their hours so I would have= that information handy for email and phone inquiries. But I'll add this in= to the newsletter, at least the info. I have You want this listed in every newsletter also? 4) If a report needs to be in for every event from every chairperson - then= they will need to get the needed information to me. I have tried to includ= e a story about all events in previous newsletters, but I am not always abl= e to get the details in a timely manner. 5) I already list the board members and their phone numbers. Adding their e= mail addresses is a good idea. The same goes for events. I already include = a list of upcoming events, but adding contact information in the "calendar"= can be done easily. =20 All of the extra items you have included in your list will make for a VERY = lengthy newsletter. Hopefully people will still read all of it.=20 I have the newsletter for December already done and had planned to send it = out today. I guess that isn't going to happen. It is going to take quite a = bit of work to add all of the additional items into it that you had listed = in your email. I'll try to get that done over the weekend, but it probably = won't be ready until next week. As for non-newsletter issues - 1) Picking up the mail and distributing it is part of my job description. M= ost of the mail is generic, addressed to the director, or bills. Whenever a= nything is directed to a particular individual, I give it to them unopened.= I didn't realize there was a problem with my getting the mail. But that's = fine if you want someone else to pick it up.=20 2) I thought I was doing the Car Show committee a favor by getting the ad = checks to the treasurer. Again, if that's a problem, someone else can do it= . I was just trying to be helpful. 3) You also mention about the chair of a committee presenting bills to the = board for payment approval. I'm confused. I thought that that was the reaso= n you wanted an event budget approved, so that bills could be paid for pre-= approved items as they came in. EXAMPLE - I specifically asked about the Po= lar Bear Dip t-shirts at the last two meetings. I will need a check for the= m in order to pick them up. I can't really wait until after the January mee= ting. Do you expect me to pay for them and then turn in a bill? If that is = the case, then please let me know that. 4) When you say you want anything that I send out to be reviewed/approved b= y the secretary, you mention the newsletter & visitor's guide. There are LO= TS of things that I send out in my normal routine of doing things. Sometime= s there are tight deadlines. Are you also talking about press releases, let= ters, emails, website information, photographs, magazine articles, etc.? Pl= ease clarify this.=20 Well, it is after 2:30 - my time was up an hour and a half ago. Enough said= . Joyce =20 ----- Original Message -----=20 From: Rene Nichols=20 To: Chamber of Commerce ; Acct.Abililty/Stacey Viers ; Port Austin State = Bank ; Port Austin Motel/Ricou, Michel ; Captain Morgans ; Huron City Museu= ms ; Independent Bank=20 Cc: Nichols, Rene=20 Sent: Friday, December 05, 2008 3:59 AM Subject: Monthly Newsletter & a few other things Hi Joyce, =20 For our next and future newsletters, I'd like to see the following conten= t: =20 Copy of unapproved minutes for members to review. (as an attachment) List of current members that have paid 2009 dues and a reminder that per = our by-laws, dues are due Sept 1. 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. A list of upcoming chamber events, name of the chair person and their pho= ne number. A report from each Chair with an update on their event. A monthly report from the Treasurer. Monies received, detail of expenses= paid for the previous month and account balances. A short note from the President. Names and e-mail addresses of our board members. Date of next board meeting.=20 Date of next membership meeting. (Not every board meeting has to be a mem= bership meeting). A recognition area to thank members for their recent volunteer efforts. I'd like our businesses to be able to post their new seasonal hours, part= icularly stores and restaurants. A feature story each month on at least two current businesses. A feature story for each new member. The fireworks committee has a series of fund raising activities planned. = We need to feature them every month. 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. =20 At this time, I'll ask that our secretary review all content for accuracy= before sending it to our membership. =20 I realize your current format requires you to create the newsletter at ho= me. For the time being, I have no problem with you creating it using Word or another = program that is currently available on the Chamber computer. I know it won't be as nice looking or include pictures, but I feel the content is more impor= tant at this time. We need to focus on using the monthly newsletter as a means of getting ti= mely and helpful information to the general membership. As for the timing of the newsletter, the secretary should have the unappr= oved minutes to you within a week of our monthly meetings. The treasurers report shoul= d be presented as a short one page document at our monthly board meeting which you will = put in the newsletter. The rest of the information should be easy enough to keep up= dated.=20 My letter this month will let them know to contact the chamber office wit= h seasonal hours of operation and let them know you'll be featuring a coupl= e businesses each month. I'll have it to you by Monday.=20 =20 On a seperate note, all ad monies and forms for the Car Show should be go= ing to the committee chair. The chair should record his/her list and then submit th= e checks to the treasurer when the ad sales deadline has been reached. It is then the ch= air's responsibility to forward that information to his/her sub committees for further action.= I know you've been helping out, but this is the procedure that should be followed. When bil= ls need to be paid, it will be the chair's responsibilty to present them to the board for approv= al of payment. We need to follow this procedure with each event so nothing falls through the cra= cks. I know you're willing to help where ever needed if the chair asks for it. =20 Lastly, I'd like the secretary to get the chamber mail and dispurse it. = This is no offense to you, but there 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. =20 We've come to depend on you as director to perform functions that board m= embers should be doing. I'd like to correct that, if possible. I also want the secret= ary to review any material that may be going to print on behalf of the chamber. You've bee= n doing 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 want that approval to come from the secreta= ry. =20 There are exciting times coming to Port Austin. We have a year to get th= e 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 diffic= ult for you and the board, I'm confident you can implement them and help our chamber move= forward. =20 I'll have my letter for the newsletter to you by Monday. =20 Rene =20 ---------------------------------------------------------------------------= --- Suspicious message? There=92s an alert for that. Get your Hotmail=AE acco= unt now.=20 ---------------------------------------------------------------------------= --- No virus found in this incoming message. Checked by AVG.=20 Version: 7.5.552 / Virus Database: 270.9.14/1832 - Release Date: 12/5/200= 8 9:57 AM ------=_NextPart_000_00B9_01C956E7.805862C0 Content-Type: text/html; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable
Rene,
 
I thought that the newsletters I have b= een=20 doing were well-received and I have had lots of compliments on them. I'm no= t so=20 sure that changing them drastically is the way to go, but if that's what yo= u=20 want done then that's what'll get done. I wish you would have brought up so= me of=20 these ideas at the board meeting the other day. I think many of your ideas = have=20 merit, but perhaps other Board members have additional ideas. Do the other = Board=20 members feel the same way on these issues?
 
I just re-read your email with your=20 laundry-list of things that you want in future newsletters - and I=20 have a couple of questions and concerns:
 
1) I have been sending out the "approve= d"=20 minutes to members. So do you want the unapproved minutes ALSO sent out - o= r=20 JUST the unapproved minutes?
 
2) You want the names of members listed= in=20 EVERY newsletter?
 
3) I already contacted various business= es=20 about their hours so I would have that information handy for email and= =20 phone inquiries. But I'll add this into the newsletter, at least the info. = I=20 have
You want this listed in every newslette= r=20 also?
 
4) If a report needs to be in for every= event=20 from every chairperson - then they will need to get the needed information = to=20 me. I have tried to include a story about all events in previous newsletter= s,=20 but I am not always able to get the details in a timely manner.
 
5) I already list the board members and= their=20 phone numbers. Adding their email addresses is a good idea. The same goes f= or=20 events. I already include a list of u= pcoming=20 events, but adding contact information in the "calendar" can be done=20 easily. 
 
All of the extra items you have include= d in=20 your list will make for a VERY lengthy newsletter. Hopefully people will st= ill=20 read all of it.
 
I have the newsletter for December alre= ady=20 done and had planned to send it out today. I guess that isn't going to happ= en.=20 It is going to take quite a bit of work to add all of the additional items = into=20 it that you had listed in your email. I'll try to get that done over the=20= weekend, but it probably won't be ready until next week.
 
 
As for non-newsletter issues -
 
1) Picking up the mail and distributing= it is=20 part of my job description. Most of the mail is generic, addressed to the= =20 director, or bills. Whenever anything is directed to a particular individua= l, I=20 give it to them unopened. I didn't realize there was a problem with my gett= ing=20 the mail. But that's fine if you want someone else to pick it up.
 
2)  I thought I was doing the Car = Show=20 committee a favor by getting the ad checks to the treasurer. Again, if that= 's a=20 problem, someone else can do it. I was just trying to be helpful.
 
3) You also mention about the chair of = a=20 committee presenting bills to the board for payment approval. I'm=20 confused. I thought that that was the reason you wanted an=20 event budget approved, so that bills could be paid for pre-approved it= ems=20 as they came in. EXAMPLE - I specifically asked about the Polar Bear D= ip=20 t-shirts at the last two meetings. I will need a check for them in ord= er to=20 pick them up. I can't really wait until after the January meeting. Do you e= xpect=20 me to pay for them and then turn in a bill? If that is the case, then pleas= e let=20 me know that.
 
4) When you say you want anything that = I send=20 out to be reviewed/approved by the secretary, you mention the newsletter &a= mp;=20 visitor's guide. There are LOTS of things that I send out in my normal rout= ine=20 of doing things. Sometimes there are tight deadlines. Are you also talking = about=20 press releases, letters, emails, website information, photographs, magazine= =20 articles, etc.? Please clarify this.
 
Well, it is after 2:30 - my time was up= an=20 hour and a half ago. Enough said.
 
Joyce
 
 
 
 
 
 
 
 
----- Original Message -----
Fro= m:=20 Rene Nicho= ls=20
To: Chamber of Commerce ; Acct.Abililty/Stacey Viers ; <= A=20 title=3Dsschmidt73@hotmail.com href=3D"mailto:sschmidt73@hotmail.com">Por= t Austin=20 State Bank ; Port Austin Motel/Ricou, Michel = ; Capta= in=20 Morgans ; Huron City Museums ; Independent Bank<= /A>=20
Sent: Friday, December 05, 2008 3:= 59=20 AM
Subject: Monthly Newsletter & = a few=20 other things

Hi Joyce,
 
For our next and future newsletters= , I'd=20 like to see the following content:
 
Copy of unapproved minute= s for=20 members to review. (as an attachment)
List of current members that hav= e=20 paid 2009 dues and a reminder that per our
by-laws, dues are due Sept= =20 1.
A brief note to the membership updating the status of the Visitor's= =20 Guide.  For
example, how many members have taken out and paid for= an=20 ad to date.
A list of upcoming chamber events, name of the chair perso= n and=20 their phone number.
A report from each Chair with an update on their= =20 event.
A monthly report from the Treasurer.  Monies received, det= ail=20 of expenses paid
for the previous month and account balances.
A sho= rt=20 note from the President.
Names and e-mail addresses of our board= =20 members.
Date of next board meeting.
Date of next membership=20 meeting. (Not every board meeting has to be a membership meeting).A=20 recognition area to thank members for their recent volunteer=20 efforts.
I'd like our businesses to be able to post their new seasonal= =20 hours, particularly
stores and restaurants.
A feature story each mo= nth=20 on at least two current businesses.
A feature story for each new=20 member.
The fireworks committee has a series of fund raising activitie= s=20 planned.  We need to
feature them every month.
We need to note= that=20 we are doing a membership drive to get as many new members
now so they= may=20 be included in the visitor's guide.
 
At this time, I'll ask t= hat=20 our secretary review all content for accuracy before sending
it to our= =20 membership.
 
I realize your current format requires you to cr= eate=20 the newsletter at home.  For the
time being, I have no problem wi= th=20 you creating it using Word or another program
that is currently availa= ble=20 on the Chamber computer.  I know it won't be
as nice looking or= =20 include pictures, but I feel the content is more important at this time.<= BR>We=20 need to focus on using the monthly newsletter as a means of getting timel= y=20 and
helpful information to the general membership.
As for the timin= g of=20 the newsletter, the secretary should have the unapproved minutes
= to=20 you within a week of our monthly meetings. The treasurers report sho= uld=20 be presented
as a short one page document at our monthly board meeting= =20 which you will put in the
newsletter.  The rest of the informatio= n=20 should be easy enough to keep updated. 
My letter this month will= let=20 them know to contact the chamber office with seasonal hours of operation= =20 and let them know you'll be featuring a couple businesses each=20 month.  I'll have it to you by Monday. 
 
On a seper= ate=20 note, all ad monies and forms for the Car Show should be going to=20= the
committee chair.  The chair should record his/her list a= nd=20 then submit the checks to the
treasurer when the ad sales deadline has= been=20 reached.  It is then the chair's responsibility
to forward that= =20 information to his/her sub committees for further action.  I know yo= u've=20 been
helping out, but this is the procedure that should be followed.&n= bsp;=20 When bills need to be paid, it
will be the chair's responsibilty to pr= esent=20 them to the board for approval of payment.  We need
to follo= w=20 this procedure with each event so nothing falls through the cracks. = I=20 know you're
willing to help where ever needed if the chair asks for=20= it.
 
Lastly, I'd like the secretary to get the chamber mail a= nd=20 dispurse it.  This is no offense to you,
but there is information= that=20 comes to the chamber that should be viewed by a board member
first, no= t by=20 a member, employee or contractor.  The system is currently=20 backwards.  It is
also our secretary's responsibility to discuss= =20 correspondence received at our board meetings.
 
We've come to= =20 depend on you as director to perform functions that board members should<= BR>be=20 doing.  I'd like to correct that, if possible.  I also want the= =20 secretary to review any
material that may be going to print on behalf = of=20 the chamber.  You've been doing a great job
in that area, bu= t a=20 board member needs to put an approval on any content that represents
t= he=20 chamber.  At this time, I want that approval to come from the= =20 secretary.
 
There are exciting times coming to Port Austin.&n= bsp;=20 We have a year to get the chamber
in line with these changes, performi= ng as=20 a well oiled machine and ready to move into
the new Welcome Center whe= n=20 completed.  While these changes may be difficult for you and
the= =20 board, I'm confident you can implement them and help our chamber move=20 forward.
 
I'll have my letter for the newsletter to you by=20= Monday.
 
Rene
 


Suspicious message? There=92s an alert for that. Get your Hotmail=AE account now.=20

No virus found in this incoming message.
Checked by AVG.=20
Version: 7.5.552 / Virus Database: 270.9.14/1832 - Release Date: 12/5= /2008=20 9:57 AM
= ------=_NextPart_000_00B9_01C956E7.805862C0--