May 2009 Minutes

Microsoft Word version of the Minutes

2008-2009 Chamber By Laws

05/07/09 General Membership Meeting

Members Present (35):

Laurie Dilks, Kerry Turner, Audrey Stapf, Marlene Titus, Denny Ahalt, Archie Rogers, Carol Cahall, Tim Barkley, Tim Slane, Kim Witner, Alice Decker, Sandy Shumate, Tim Taylor, Brian Ward, Rich Rowan, Ryan Langelan, Patty Sundberg, Patricia Clements, Melinda Byrd, Kaye Kolb, Ray Miller, Linda Koons, Dennis Regulinski, P.W. Shaffer II, Alyson Rothberg, Paul Clay, Jim Scales, Keir Knight, Carol Pickett, Colleen Strube, David Arthur, James Jones, Ellie Bonde, Joan Raznick, Stephanie Martin.

The meeting began at approximately 8:01 AM.

MT. AIRY ELEMENTARY DONATION

Deborah Bunker of Mt. Airy Elementary thanked the Chamber and spoke about the improvements and equipment to be purchased with the money donated by the Chamber. The school will be able to purchase 21 equipment carts and projector bulbs.

SCHOLARSHIP COMMITTEE CHECK PRESENTATIONS

Tim Slane presented three checks to scholarship winners:
1) Melissa Allen, accepted by her mother Maryann Allen,
2) Jessica Vossler
3) Stephanie Martin.
Tim Slane thanked Keir Knight for donating the display checks, the Scholarship Committee for all of their hard work and former committee member Melinda Byrd.

INTRODUCTIONS WERE HEARD

Recognition of new members: Joan Raznick with the Carroll Counseling Center.

APPROVAL OF MINUTES

Aaron Kahn called for a motion to approve the last meeting's minutes. Denny Ahalt moved for approval and Alice Decker seconded the motion. Motion carried.

COMMITTEE REPORTS:

LAURIE DILKS, SECRETARY (Independent Distributor of Juice Plus+)

• Professional Development/ Marlene Titus (Carroll County Community College, Miller Small Business Resource Center): Marlene presented a flyer outlining the series of workshops to be offered in 2009. The topics are Small Business Accounting, Quick Books Pro Applications and Accounting Basics, Basics of Women/Minority-Owned Government Contracting, Small Business Budgeting and Reporting, Quick Books Pro Applications of Budgeting and Reporting.

AARON KAHN, PRESIDENT (Eclipse Security, Inc.)

• Phone Book: Phone Book has been published and distributed. It looks great. The orange pages have white printing, which really stands out. Thanks to Jackie Bingham for all her efforts as a voting member of the Phone Book LLC.

• The membership Directory brought in over $4,000.00 and the cost to the Chamber will be approximately $1,000.00.

• WAC met in mid April. David proposed a new content management system. The roll out will be in early June. Members will be able to update their own profiles. This will significantly reduce overhead costs to the Webmaster and subsequently to the Chamber. Committee chairs and officers will have access as well thereby further reducing overhead. In June, the details will be presented at the General Meeting.

KERRY TURNER, 1st VICE PRESIDENT (Frederick News Post)

• Community Expo / Carol Pickett: The profit came in at approximately $1,000.00. Thanked all those who helped with the Expo. James Jones took pictures and David Arthur is putting them in a gallery on the website. The Kiwanis donated $200 from their booth to the Chamber. Aaron Kahn presented a plaque to Carol Pickett for her work on the Expo Committee.

• Advertising & Marketing/ Carol Cahall (The Main Event): We are looking for more committee members. We are doing the normal campaigns and have developed a very streamlined system. Things have been running very smoothly. Thanks to Colleen and Paul Clay. The Newsletter will be posted soon. Thanks to Sandra Wiles.

• Carol Cahall also did her report as the Carroll County Chamber liaison. They had a very big event a few days ago. They have updated their technology. You can now register online for events. Number of members is roughly the same as last year.

DENNIS EMERSON, 2nd VICE PRESIDENT (Sherman Emerson Insurance, Inc.)

• Membership / Aaron Kahn spoke for Dennis Emerson: Dennis is stepping down as the head of the Membership Committee. He is looking to be 1st Vice President and therefore wishes to devote more time to that endeavor. Rich Rowan of Morgan Keegan will fill in as the Membership Committee Chair. We currently have approximately 300 members.

DENNY AHALT, TREASURER (New Windsor State Bank)

• Finance Committee/ Denny Ahalt: For April, we had a beginning balance of $33,446.26. We had income of $3,638.75. Our expenses were $12,485.70. These were largely due to the donations to the school and the Expo costs. The checking account balance on April 30 was $24,599.31, plus the CD value of $6,755.31, equals available funds on April 30 of $31,354.

PAUL CLAY, CORRESPONDING SECRETARY (RE/MAX Realty Group – Paul and Paula)

• Ambassador Committee/ Paul Clay (RE/MAX) and Alyson Rothberg (Aflac): Please take some Membership Benefit cards and hand them out to business owners.

• Corresponding Secretary: please inform Paul of births, deaths, weddings, etc. If he doesn't know about them he cannot commemorate them.

• Social Committee/ Colleen Strube (Send Out Cards): The event at the Crown Rose was small but there were several new faces. May 12th will be the event at Flo-Rite from 4-7 PM. There will be a joint event on May 27th with other Chambers at Costco from 7:30 to 9 AM. Trying to get a mini-golf tournament together. Aaron Kahn thanked Colleen for all of her work on the Social Committee.

CAROL CAHALL, IMMEDIATE PAT PRESIDENT (The Main Event)

• Frederick County Chamber/ Archie Rogers (Rogers Engraving and Stamps): Encouraged everyone to visit some of the Frederick Chamber events.

NEW BUSINESS FROM THE BOARD

Aaron Kahn spoke about the Phone Book LLC. It is a joint venture with the Kiwanis. Since 2005 the Phone Book has brought in over a half a million dollars with no audit. The Executive Committee voted unanimously on requirements for an audit. Aaron read the requirements.

"With consultation and in coordination with the Kiwanis, the Executive Committee unanimously approved an audit with the following criteria:

1. An independent 3rd party audit of the financial records of the LLC for all years including 2009 YTD will be done under the supervision of the of the Chamber and Kiwanis Treasurers.

2. All costs associated with the audit will be borne by the LLC.

3. All supporting documentation, financial records, and corresponding back-ups will be provided to the Chamber Treasurer and /or Kiwanis Treasure and/or the Auditors at least 3 business days prior to the date of the audit. All information provided by the Editor and Managing Member will be indexed with a sign-off by the recipient of the records. Both the Editor and Managing Member shall make photocopies of any and all documents delivered to the Treasurer so there is a complete backup. All photocopying will be at the expense of the LLC.

4. The audit will take place at the office of the Chamber treasurer or such other location as designated by the Chamber Treasurer, Kiwanis Treasurer or Auditor

5. The Managing member and Editor, upon reasonable notice but no more than 7 business days, must make themselves available to the auditor as needed.

6. The selection of the auditor will be made by the Treasurers of the Chamber and the Kiwanis without any input from the Editor or Managing Member.

7. The auditor will submit its findings directly and only to the Chamber and Kiwanis Treasurers."

Meeting adjourned at approximately 9:00 AM.