Official Chamber Documents

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Greater Newport Area Chamber of Commerce

EBoard Meeting Minutes

9/6/23

1. Jason called the meeting to order at 6:08pm. Jason, Rori, Jackie, Jake, Sue, and Kathy were present. Mandy was on Zoom.
2. No text votes.
3. Minutes from the August Board meeting were reviewed. Discussion was held on posting the minutes to the website.  Jason motioned to approve the minutes.  Rori seconded.  Motion carried.
4. The Creative District requested a letter of support to become a creative district. Jason provided a letter on behalf of the Chamber.
5. School District Vendor Fair: Lynette attended on behalf of the Chamber and chatted with lots of staff and teachers.
6. We approved sharing posts for the whole community regardless of membership status several months ago. Discussion was held about sharing only members’ content moving forward and methods for increasing engagement.  Kathy made a motion to limit posts to 3-5 per day on Facebook and only share member posts. Rori seconded. Motion carried. Rori was put in charge of FB posting.
7. Discussion was held on memberships, recruiting new members, and the membership onboarding process. No action was taken.
8. The Chamber has sponsored POYSA (via floating sponsorship) but we haven’t yet seen anything from the t-ball league.
9. Discussion was held regarding the utility of a Chamber sponsorship and Chamber deliverables to businesses overall. Everyone is to present deliverables at next meeting.
10. Treasurer’s report: $225 came in last month, $888 spent. We have approximately $12,000 in the bank.  The IRS status is still in waiting status.
11. The EDC seems to be trying to pass the ADO status off to another organization.
12. Discussion was held on calendar events and who to include. Jason would like to price out some different calendars to make it more attractive. No action taken.
13. Gala: $30 per person plus $200 setup fee is what Edgewater wants. Discussion was held on postponing the event as it is still disorganized and there are conflicting events in the community.  A suggestion was made to push it to March and encourage donations to the Innovia fire fund.  Jason made a motion to postpone to March, Kathy seconded. Motion carried.  Jake will put together a press release.  Jackie and Jake will chair and co-chair the Gala Committee moving forward.
14. Discussion was held on donating to the PORTA Harvest Festival as their proceeds are going to the Innovia fire fund. Kathy moved to donate $300 and encourage member matching, Jackie seconded. Motion carried.
15. Board meeting format was discussed. Kathy motioned that moving forward we will meet in person once per month at a local restaurant and the Chamber will sponsor Board member meals (no drinks). Jake seconded.  Motion carried.
16. Meeting adjourned at 7:54pm.

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Newport Chamber EBoard Meeting

8/2/23

1. Jason called the meeting to order at  6:04pm.
2. Jason recapped the general meeting.  Discussion was held on the various community calendars that are circulating. The Chamber’s calendar has seen an increase in visitors since June.
3. EDC Board position: The EDC does not have a current administrator and are not currently very operational.  During the special meeting, Dave Smith represented the Chamber, which is of concern because he hasn’t interacted with us in years. The EDC decided to host a re-vote upon finding out he did not have authorization; the new vote will be held tomorrow (8/3). Jason will be representing the Chamber at that meeting and will report back.
4. Innovia had a meeting with Jason and they want to set up a nonprofit networking meeting periodically hosted by the Chamber.  Jason will work on getting this setup with a meal included.
5. Treasurer’s Report: Kathy reported a balance of $12,499.49.  Membership fees are starting to arrive. Monthly expenses totaled $607.61.  We are waiting on a bill for the food from the General Meeting, Kathy will follow up with Owen’s to get that invoice.  Monthly insurance rate has increased by $10/mo.
6. Membership Committee: Jason would like a list of renewals and new members, ideally each meeting.
7. The visitor’s guide was discussed, both a city and county version.  Jason shared a rough draft.
8. EV Update: In July, there were 70 charges and 17 unique users. From Oct 2022-July 2023, there were 41 users and 34 were likely from out of the area. Discussion was held on renewing the partnership with PUD.  Donna moved to continue the sponsorship for another year, Jason seconded. Kathy voted nay, the ayes carry the vote.
9. Special Events Committee: Kathy met with Nadia at Edgewater and 9/16 is set.  The event would be outdoors with a more casual theme.  The charge would be about $25 per person; it would be more if we wanted to include a free drink.  They can seat up to 225 and there are heaters outside if needed.  We may need to move the date due to conflicting community events. Kathy will check with the Edgewater about a potential 9/23 event.
10. Jason adjourned the meeting at 7:32pm.

Document | EBoard Minutes Download

Board Meeting Minutes

7/5/2023

Present:  Donna Molvik, Jason Totland, Joe Onley, Lori Stratton, Jackie Bilaski, Kathy Fazendin, Sue Mauro

• Old Business
  • Approve text votes -No text votes needed approval.
  • Approve last meetings minutes – Minutes from the last meeting were not available so no approval was done.

• New Business
  • Deliverables for membership – Ideas shared were:

1. Create our own map and distribute or pay to have the Miner include our ideas on the city map they produce
2. Offer hanging flyers
3. Welcome new members shared via the eBlast
4. Welcome new members shared on the reader board at the VC
5. Update the outdated membership directory
6. Place maps at the EV station

• General Meeting 7/12 at 6pm, Ruby Creek Resort
  • Who to cater? – Jason will check with Mellanie’s vs using a North County restaurant or bringing catered food from Newport
  • The date was moved up one week – Joe and Donna will not be able to attend

• Committee Updates
  • Financial Committee
    • Treasurers Report
      • IRS status – Kathy reported that the IRS application was submitted the end of May. She has searched the website for an update and found nothing so will place a call to the IRS. Jason noted that Innovia Foundation will not award the grant money until the IRS status is approved.
      • Kathy shared a written report. A $600 payment was paid to the IRS, Kathy said that several membership renewals were mailed out and only a few have been returned. It was pointed out that since Covid, we have done a poor job following up on renewals. Jason suggested having Lynette call members that have not paid yet. The bank account balance as of the end of June is $11,957.10 with income of $2,645.00 and expenses of $776.61.
    • Membership Committee – No report was given
    • Nominating Committee – No report was given
      • 9 of 11 members
    • Marketing Committee – No report was given but there was discussion about spotlighting a business weekly on social meeting and also having the VC ladies create a master spreadsheet of all businesses in the Greater Newport Area.
    • Technology Committee
      • EV update – The EV contract expires the end of September. Joe reported that he found out that the Chamber is not allowed to charge. He suggested placing an advertising sign up and said the PUD would most likely agree to that. The cost for the Chamber of sponsoring the EV charging station is $70 a month ($840 a year). There were 57 chares in May and 17 unique users. There was discussion about how this is tracked. It was suggested to place a QR code at the charging site to advertise the Chamber. At the August meeting, the board can decide on whether to continue the charging station sponsorship or not.
      • Calendar is “up” and being updated – Jason shared what the new online calendar looks like. He said it continues to need quite a bit of work. Still needed are descriptions for all events. Jason said he will review it with Lynette.
      • Membership directory is working, but needs replaced/updated – Currently the directory shows businesses placed in categories. Several businesses no longer exist or are not paid members.
    • Visitor Center Committee – 7days, 9am-4pm
      • Looking for ideas to fund our Chamber Admin
        • STCU Grant – This grant is now available and being applied for.
      • Special Events Committee
        • Gala
          • Jackie,Kathy,Rori
          • There was discussion about the Circle Moon and the Priest River Center being too far away. The Edgewater was suggested. Kathy volunteered to call them for information about possible use.
        • 4th of July
        • Jason pointed out that there is nothing local in Newport for the 4^th of July. Folks go to either Diamond Lake or to the Kalispel Fireworks display.
        • Rodeo
        • Jason noted that the Rodeo Assn brings in a small carnival. The Chamber used to pre-purchase tickets and sell them to help finance bringing in a larger carnival.
        • Plumbing and electrical needs at the Visitors Center
        • Stateline plumbing is not responding to calls for plumbing questions. Jason will talk to Lynette to determine what the electrical needs are.

The meeting was adjourned at 7:03 pm. 

Respectfully submitted,

Sue Owen Mauro

Next meeting:  General Meeting 7/12/23 at 6pm, Ruby Creek Resort, Ruby Washington

Document | EBoard Minutes Download

Greater Newport Area Chamber of Commerce

EBoard Meeting

5/3/23

1. Chair Jason Totland called the meeting to order at 6:04pm.
2. No text votes to approve.
3. Minutes from April were reviewed. Donna motioned to approve, Jason seconded, motion carried.
4. General Meeting Report: about 20 people signed in for the general meeting at Merkle’s facility in Usk and the presentations were engaging. Jason hopes to keep that format for the next meeting but no venue has been identified yet.
5. Treasurer’s Report: Income for April: $450, Expenses: $278.20
6. Marketing Committee: There is a digital marketing company interested in designing our Visitor’s Guide for a base level membership. Discussion was held on if a trade membership would be in order.  Jason will have a rough draft designed for review and check on print pricing from Petroglyph.
7. Technology Committee: EV report: 41 sessions, 9 unique users.  Some progress is being made on organizing the Chamber’s digital calendar, which has been largely unused since the website was developed.
8. Visitor’s Center: Stimson is going to fill some potholes and then we’re looking at having the lot re-striped.  We are still looking for a grant to keep our staff position in the VC.
9. Special Events: Easter went well, there was a big turnout.  The Ren Faire is coming up on May 20 and Kathy is organizing a game for the Chamber’s booth. We may need to buy a canopy; the Board approved a purchase a year+ ago but it never happened. Discussion was held on the potential prizes for the booth.  The gala needs a venue if we want to host it in the fall.  Jason recommended calling wedding venues to see if they can accommodate the event and potentially booking the Priest River Event Center a year in advance.  More meetings regarding the gala will need to be scheduled.
10. Jason adjourned the meeting at 6:57pm.

Document | EBoard Minutes Download

Board Meeting Minutes

4/19/2023

Present:  Kathy Fazendine, Jason Totland, Rori Matthai, Joe Onley, Donna Molvik

Welcome: Jason welcomed everyone to the meeting, it began at 6:05 pm and round table introductions were done, 20 signed in, I counted 25. Jason Totland, Lindsey Ruivivar, Linda Cassella, Kathy Fazendin, Lynnette King, Michael Frunel, Joe Onley, Shelton Confield, Terri-ann English, Melannie Jones, Jamie Wyrobell, Nathan Wenthers, Caleb Wenthers, Dale Wenthers, Rhonda Quandt, Patti, Steve Wood, Robert Rosencrantz, Madi Casto, and Angela Drew

• Financial

Kathy had a printout on where the funds have been spent and what is still available for use.

• New Business

Presentation from Madi & Jamie on funds from the government to help small cities and towns
Melannie Jones presented information on “Your Journey Reimagined”        

• Committee Updates

Membership Committee

54 current members, that reflects those that have paid as of this date.

Nominating Committee

No elections if the board is not full, 2 open spots as of this date.

                           Marketing Committee

                           Jason noted that the Visitor’s Guide is still in the works.

Technology Committee

The cost to the Chamber for the EV’s located at PUD expires in September, might continue, will have to discuss this further.

Visitor Center Committee

Jason said we are waiting on Stimson to repair the parking lot before the lines for parking spaces are painted.                        
 We should hear about the  Innovia Grant that has been submitted to fund keeping Lynnette as an employee at the Visitors Center. The other visitor center

                          staff are currently funded by AARP and Career Path Services.

Special Events Committee

                          Easter Egg Hunt at Newport City Park

Jason reported we had a bigger turnout than last year, we didn’t have enough
            eggs. May need to order more for next year. Super 1 helped cover the candy gap

                           Renaissance Fair

                        It’s on Saturday, May 20, 10 am – 5 pm. 

                            Gala

                            Still in committee, being planned

Respectfully submitted,  

Lynnette King

Document | EBoard Minutes Download

EBoard Meeting,

3/5/2023

Present:  Kathy Fazendine, Jason Totland, Jackie Biaski, Lori Stratton, Sue Mauro

• Old Business

No Approval for text votes was needed.

The last meeting minutes were reviewed. Jason motioned for approval and Kathy seconded. The motion carried.

• New Business

The 4/19/23 General Meeting will be on 4/19/23 and will be catered by Merkle at the Usk facility. The EDC would like to make a presentation for approximately 10 minutes, regarding the clean energy grant money.

Jason reported that a lady named Melony associated with POVN, is starting a new business and would like to share information with the Chamber about a “5-day challenge to change your peer group”.  Jason will follow-up and get more details.

Jason asked for ideas for Small Business Week (4/30/23 – 5/6/23)

• Committee Updates

Financial Committee

Kathy reported that there is a bank balance of $13,954.99 as of the end of March. The March expenses were $825.20.

Kathy shared that the State of Washington non-profit status is squared away but is still working with the IRS as no 990 had been filed during a select time of the Chambers existence prior to the current board as a group. This is causing the need for the bylaws to be re-submitted and we are unable to file as the Greater Newport Area Chamber of Commerce and must retain the corporate filed name. Kathy said that the IRS status will be applied for soon. She said there is a $600 charge.

Membership Committee

It was noted that Peachy Clean is the newest Chamber member and a couple of businesses just sent their renewals in. Jason said he would like to see Quickbooks setup so an auto-renew is sent to all current Chamber members.

Sue shared that the City passed a business license requirement starting in May. The businesses have 14 months to comply. The city will begin notifying the businesses.

Nominating Committee

No discussion occurred. We still have 9 of 11 members.

                           Marketing Committee

                           Jason reported that the business directory on the webpage still needs fixed.

                           Sue said that there needs to be a reference quick-sheet created that lists all

                           lodging facilities (hotels/motels/bed & breakfast and vrbo’s/air b& b’s known

1. of) along with all restaurants and all churches.

Technology Committee

In Joe Onley’s absence no EV charging station analytics were shared. Sue said that the City is looking for at property’s suitable for a level 3 charging center. It will require a CUP. Funding will be coming from the Clean Energy monies.

Visitor Center Committee

Jason said the Chamber can paint the parking lot lines when weather allows.

                          Jason reported that an Innovia Grant has been submitted to fund keeping

                          Lynette as an employee at the Visitors Center. He asked the group to keep

                          looking for other funding ideas to fund her employment. The other visitor center

                          staff are currently funded by AARP.

Special Events Committee

                          Easter Egg Hunt at Newport City Park

                          The Egg Hunt is scheduled for Saturday April 8^th and the hunt begins at 10 am. At

                          the last meeting, the Chamber approved $400 towards the purchase of candy.

                           Enough donations have been received that are expense was only around $8. Sue

                           reported that the event is on track, is being advertised on KUBS fm, by window

                           flyers in 20 businesses, in the Miner, in the Beacon and on several social media

                           pages. Jason said that Lynette received a 30# box of chocolate foil-wrapped eggs

                           from Super 1 Foods as a donation. Jason was checking with the PUD to see if the

                           sign would be put up on Washington soon.

                            Renaissance Fair

                        Jason asked if the Chamber would like to have a booth at the library-sponsored

                         Renaissance Fair. Kathy volunteered to run a booth and will come up with an

                         idea to fit the theme. It’s on Saturday, May 20, 10 am – 5 pm. Jason suggested

                         that the Chamber have a year-to-year-use banner created for the fair and have

                         the PUD hang it. 

                             Gala

                             Jackie, Kathy and Rori will arrange to meet over lunch next week to discuss the

                             gala.

 The Zoom meeting was concluded at 7 pm.

Respectfully submitted,  

Sue Mauro for Mandy Walters, secretary

Document | EBoard Minutes Download

EBoard Meeting,

3/1/23

1. Meeting called to order at 6:10pm by President Jason Totland.
2. Discussion was held on checks that arrived with no documentation. Jason figured out who the memberships belonged to in order to credit the funds appropriately.
3. Approval of text votes: none
4. Minutes were reviewed. Jason motioned to approve the minutes, Rori seconded.  Motion carried.
5. The next general meeting will be April 19 and will be held at the Merkel Standard facility and they will cater it. The EDC would like to present about a grant they’re receiving regarding clean energy and discuss some classes and workshops they’re hosting.
6. Jason emailed last week regarding a Playhouse (Pend Oreille Players) sponsorship. Discussion was held regarding the level that the Chamber would like to sponsor.  Jason recommends sponsoring at the $210 level.  Jason motioned to do the ad at that level, Rori seconded.  Motion carried.  Kathy will send the form to the Playhouse and Rori will work on the ad design.
7. Panorama Visitors’ Guide: Discussion was held regarding ads in this publication, which is a Tri-County (Ferry, Stevens, Pend Oreille) guide. Sue has a list of corrections and additions for the publication, which she will share with the Board, and Jason will forward that on to the publisher once finalized.  No action was taken regarding the purchase of an ad.
8. Committee Updates:

-Treasurer’s Report: Income for Jan: $500; Income for Feb: $300.  Expenses for Jan: $825.20; Expenses for Feb: $664.69. Account balance at the end of February was $14,670.30.  Kathy is still working on the IRS paperwork for nonprofit status.

-Membership Committee: No report

-Nominating Committee:  Currently at 9 of 11 members on Board.  Spread the word.

-Marketing Committee: We’ll work on a Visitors’ Guide soon.

-Technology Committee: No report

-Visitors’ Center Committee: The lines in the parking lot will be painted once the weather allows.  An Innovia grant has been submitted in hopes to fund the admin position in the VC, we are also looking for other sources of funding.  We’ll find out about the status of the grant by May 22.

-Special Events Committee:  Newport Easter event will be held April 8.  The city is working on gathering certificates from businesses for golden eggs.  They’ve requested we purchase about $500 worth of candy for 4,000 eggs.  Sue motioned to fund that request, Sue seconded.  Motion carried.  There was also a request for volunteer assistance from the Chamber in a few different areas (advertising/outreach, soliciting businesses, coordination of egg stuffing).  Rori reported that it would be $240 to get banners for the main streets.  Rori motioned to approve the expense for the banners, Jason seconded.  Motion carried.  Ren Faire is May 20 from 10am-5pm sponsored by the Library.  Jason wanted to see if someone wanted to set up a Ren Faire booth sponsored by the Chamber.  There is interest, we will brainstorm.  The Gala was discussed. Rori and Jackie will connect to try and crunch some numbers and make some tentative plan by April 19.

9. Meeting adjourned at 7:10pm