New Hamburg Board of Trade Executive Meeting

January 13, 2010

New Hamburg Board of Trade Executive Meeting, Wed. Jan 13 2010

Present: Paul Knowles, Tim Bender, Steve Wagler, Doug Brenneman, Nick Cressman, Nigel Gordijk, Meredith Hagen, Kristen Hahn, Tom Hinz, Chris Spotswood, Deitmar Walch

Regrets: Deb Myers

1) Meredith Hagen and Kristen Hahn volunteered to alternate as recording secretary for the Board of Trade.

2) The minutes of the Board of Trade general membership meeting of Nov. 25, 2009 were presented. Moved by Nigel Gordijk, seconded by Kristen Hahn, that the minutes be accepted. Carried.

3) It was moved by Doug Brenneman, seconded by Deitmar Walch, that signing officers for 2010/2011 be Paul Knowles, Tim Bender and Steve Wagler (any two of three). Carried.

4) Paul Knowles reported that although Cheryl Gordijk will carry out the day to day financial responsibilities, the Board still needs an executive member to act as official treasurer, and work with Cheryl. Following the meeting, VP Steve Wagler volunteered.

5) Committee chairs were noted: Retail, Kristen Hahn; Tourism, Nick Cressman; Advertising, Nigel Gordijk and Tom Hinz; Golf Tournament, Paul Knowles; Membership communications, Tom Hinz; Membership, Steve Wagler and Chris Spotswood; Water wheel, Deitmar Walch; Bylaws, Doug Brenneman. There is still a need for a Rubber Duck Race chair.

6) The question was raised re. creating a new series of New Hamburg Bucks, to be used as prizes for events like the Duck Race, and other promotional purposes. It was agreed that Paul Knowles will investigate the cost of printing a new series, and the question of approving such a program, and if so, of covering those costs will be discussed at a future meeting.

7) A schedule of caterers was established for 2010: Jan, Meme¹s; Feb, Waterlot; March, Belzy¹s; April, Waterlot; May, MeMe's; June, Golf Tourney; Sept, Belzy's; Oct, Waterlot; Nov, MeMe's.

8) An ad hoc committee -- Steve Wagler, Chris Spotswood, Paul Knowles and Cheryl Gordijk -- will meet to begin to compile an accurate membership list, and to follow up on outstanding memberships.

9) At our Feb. executive meeting, we will decide on telephone system/ computer/ credit card service issues.

10) Adjournment

Addendum:

Subsequent to the Jan. executive meeting, a draft budget was circulated by email, and the executive responded.

It was moved by Nigel Gordijk, seconded by Deitmar Walch, that the following budget be presented to the January general meeting. Carried.

Proposed New Hamburg Board of Trade Budget, 2010

Revenue Expenses Net

Membership Fees - Basic 30@$145 4350 Fees - Full 70@$205 14350 50/50 draws, meals 880 Dinner meeting meals 9000 Speakers/Gifts 100 Photocopying/printing/postage 100 10,380
Administration Chamber of Commerce 1200 Ontario C of C Membership 1000 Bank Charges 200 Telephone/internet 1100 Office Supplies 100 Insurance 4500 Misc. 250 Merchant service (Visa, MC costs) 600 (6550)
Fundraising Duck Race 5000 2000 Golf Tournament 23000 11000 S.S. Food Booth 2500 1500 16000
Property Christmas lighting 300 Grounds Maintenance 700 Flower Baskets 2200 Waterwheel 4000 (7200)
Special Events Canada Day Donation 1000 Santa Claus Parade 1000 (2000)
Tourism, P.R. and Marketing Student bursary 350 Information Centre Staff 4000 5000 Tourism advertising 2200 Sidewalk Sale 600 Cruise Night 1000 (5150)
Staffing - 6 h/ wk at $15/hour 4680 (4680)
Totals 55,280 (54,480) 800