longbeachmerchants.com

The regular monthly meeting of the Board of the Long Beach Merchants Association was held on Friday, February 1, 2008, at 8:00 am at Castaways Restaurant.

CALL TO ORDER. The meeting was called to order at 8:08 without a quorum.

INTRODUCTIONS. Mikel Burns, Steven Linhart, Ruth Ann Hocking, Sherry Hash, Jill Grey, Kimberly Armstrong, Ragan Andrew, Una Boyle, Wayne O’Dell, Dale Jacobson, Vince Ciaramella, Gene Miles, Gayle Borchard, Keith Schwartz, Jane Holeman, Keleigh Schwartz.

APPROVAL OF MINUTES. Minutes are available for review on www.longbeachmerchants.com.

TREASURER’S REPORT. Sherry Hash presented a written and verbal report.

UNFINISHED BUSINESS

NEW BUSINESS

1. Post Office Box Keys. If anyone has a PO Box key, please return it to an officer.
2. Bylaws Update. Keleigh Schwartz reports that there may have been updates to the bylaws that were not officially made. Jane notes that there is an amendment to remove an officer and will work with Keleigh to find or re-create. Keleigh will post bylaws to the blog; all members are encouraged to review and talk to an officer if they see the need for changes. The bylaws will then be updated with opportunity for review, followed by approval.

COMMITTEE REPORTS

1. Blue Grass Festival 03/28-30/08. Ruth Ann reported they are moving along!
2. Beach To Chowder Run/Walk 06/21/08. Sherry reported the cost of the timing equipment is more than expected, about $1,100. The committee would like to purchase the timing device and then let Ilwaco High School use it also. Research continues.
3. Doggie Olympic Games 06/21/08. Jill Grey reported there are plans in the works for having a pre-event pizza part at the Breakers. Lions club will provide hot dogs on the beach the day of the event. There will be no vendors. Jill needs a Board member to sit on the committee. Please talk to her if interested. Jill asks how to spend money; Jane explained that she must have a budget on file with the Board and, provided expenses are in the budget, bills can be submitted to our bookkeeper, Kathy Vinzant, and they will be paid.
4. SandSations 07/25-26/08. Mikel Burns reported that she is talking with Ruth Ann about fundraising ideas.
5. Jake’s Birthday 09/08/08. Ragan Andrew reported that the event is on track. Gayle Borchard reported that Ragan can assist, but cannot run an event for the Merchants due to her employment with the City. Ragan is willing to do most of the leg work; we need a volunteer to officially chair. Ragan will draft an email and Keleigh will send to the LBMA e-list.
6. Kite Festival 08/18-25/08. Jane Holeman reported that featured flyers will include a guest from Switzerland. They are working on changing the way the event program is produced; there will be no ads.
7. Holidays at the Beach 11/28/08. Steven Linhart; no report.

OTHER REPORTS

1. City Lodging Tax Advisory Committee. Mikel Burns reported that two commercial production companies were reviewed. Una is pursuing additional applicants to interview.
   
   
2. Long Beach Peninsula Visitors Bureau. Una Boyle reported that the Visitors Bureau assisted with the “Eye of the Storm” forum on Jan 26th and that the results of the event will be published in the paper and on the event’s blog. Una is working with Ragan to create a brochure for tour groups and also to put together 450 bags of promotional gifts for the tour operators.
3. Liaison. Steven Linhart reported 81 members of LBMA as of Jan 1. Flyer circulated on Robert Allen Howell, a Level 3 sex offender in Raymond/South Bend who is not to be on the Peninsula. Grays Harbor Community College is presenting an entrepreneurial course, February 2nd, 9am-3pm.
   
   
4. National Heritage Area. Gayle Borchard reported that the goal of $50,000 raised has been met. The community forums are scheduled March 3-8; details available on http://www.columbiapacificheritage.com. Public input is very much wanted.
   
   
5. Kite Museum. No Report
   
   
6. Loyalty Days. Ruth Ann Hocking reported that Ben Franklin is engaged to Betsy Ross! That is, the folks who portray them are, and they’ll be here.
7. Surf Perch Derby. Dale Jacobson reported the LBMA trailer will be replaced this year and may not be ready before July. Surf Perch Derby will be the first weekend after Mother’s Day.
8. SummerFest. Ragan Andrew reported her budget is larger this year and she is using it to present more music, “Art in the Park” on Sunday afternoons, which will be a child-centered ‘make and take’ art project. Beefing up the safety presentations and activities this year.

ANNOUNCEMENTS

1. LBMA After Hours in latter part of April @ World Kite Museum. Mikel Burns reported that the e-Board is planning.
2. Mikel also reported on an Ad hoc committee to develop “Festival Chair Guidelines” document. February 8, 8am, Castaways.
3. Next Board Meeting: February 15, 8am, Castaways.
4. Ragan Andrew introduced New Northwest Broadcasters Radio representative Kimberly Armstrong. Kimberly would like to support community activities and will work with merchants on Public Service Announcements.
5. Ruth Ann Hocking introduced Wayne O’Dell, who recently became the broker/owner of Anchor Realty.
6. Una Boyle reported on a Community Forum sponsored by the City of Long Beach on Feb 20th. The focus is on strengthening the network of tourism-related businesses and organizations.
7. Ragan Andrew reports on the NW Festivals and Events conference March 16-18. She is looking for two merchants to attend with her.
8. Una Boyle reported that the Visitors Bureau’s annual meeting/party will be February 28th, beginning at 5;30 pm, with a theme “The Summer Vacation You Never Had”.

ADJOURNMENT. The meeting was adjourned at 8:56 am

BY- LAWS
of the
LONG BEACH MERCHANTS’ ASSOCIATION

ARTICLE I Name

The names of this organization shall be Long Beach Merchants’ Association.

ARTICLE II Fiscal Year

The fiscal year of the Long Beach Merchants’ Association shall be January 1 to December 31.

ARTICLE III Purpose

The purpose of the Long Beach Merchants’ Association is to promote tourism, improve the economic climate, and to promote local activities that will stimulate the new business in the area of the City of Long Beach.

ARTICLE IV Membership

Section 1. Eligibility: The membership of the Long Beach Merchants’ Association is open to any merchant or business in Pacific County, Washington, who does a substantial business by, through, or in the city of Long Beach who has paid membership dues to the Long Beach Merchants Association. No person shall be excluded on the basis of race, creed, sex or national origin.

Section 2. Voting: privileges shall be extended to all members of the Long Beach Merchants’ Association. Individual businesses shall be entitled to cast one vote.

Section 3. Regular Meetings: Regular meetings of the membership shall be held on the first and third Thursday of each month, unless otherwise ordered by the Long Beach Merchants’ or by its Board of Directors at such time and place as membership shall from time to time prescribe and shall be published to the membership.

Section 4. Special Meetings: Special meetings of the membership may be called by the President, the Board of Directors, or upon the written petition of not less than ten (10) members. Anyone wishing to present political or sales speeches or any topic that is in duration five (5) minutes or longer will be handled at a special meeting. Anyone wishing to address the regular meeting will have to request in advance that they be on the agenda.

Section 5. Quorum: Expect as herein otherwise provided, ten (10) voting members and two (2) officers shall constitute a quorum.

Section 6. Honorary Membership: The Long Beach Merchants’ Association, in keeping with its objective, reserves the right by public display, resolution or certificate, to honor members of the Association or citizens of the community.

Section 7. Annual Meeting: The first meeting in January shall be known as the annual meeting and shall be for the purpose of installing officers, receiving reports of officers and committees, and for any other business that may arise.

Section 8. Members in good standing: Members in good standing are defined as those members who have completed all requirements for membership in the organization and whose dues are not delinquent. Only members, or designated representatives of members, in good standing shall serve as officers or directors of the Association, except as may otherwise be set forth in these By-Laws.

ARTIVLE V Dues

Section 1. Membership dues shall be due on the first day of September and each Anniversary date of membership. Dues shall be payable in full. Dues shall be in such amount or amounts as shall be fixed by a majority vote of the members in attendance.

Section 2. Any member whose dues remain unpaid as of the due date shall be delinquent, and after ninety (90) days in such delinquent status may be dropped from membership by majority vote of members in attendance.

ARTICLE VI Officers

Section 1. The officers of the Long Beach Merchants’ Association shall be President; Vice President; Secretary; and Treasurer.

Section 2. The President shall be present at all meetings, enforce the By-Laws, and have general supervision of the interests of the Association. The President shall have the power to appoint all new special and new standing committees, and shall appoint an agenda coordinator.

Section 3. The Vice President shall be an ex-officio member of all committees except the nominating or election committee, and shall be the chairman of the membership committee. The Vice President shall be responsible for countersigning checks.

Section 4. The Secretary shall keep the minutes of all meetings of the association and of its Board of Directors. The Secretary shall be responsible for membership dues billing and membership records, and notifying members of all meetings, time and place.

Section 5. The Treasurer shall receive all monies of the Association, excepting monies donated exclusively to specific festivals by benevolent societies or foundations, and to disburse the same in accordance within an approved budget or upon proper orders of the Board of Directors. He/She shall keep itemized balances, and render a financial statement at each meeting. At the end of each fiscal year, at the end of the treasurer’s term of office, and at such other times as may be ordered by the Board of Directors.

Section 6. In the absence of the President, the officers shall serve preside in order previously listed.

Section 7. The term of office shall be for one year, and no officer shall serve more than two consecutive terms in one office.

Section 8. The Board of Directors shall submit a budget to membership.

Section 9. Any member in good standing may present a motion to the Association for the recall of an officer, board member or otherwise elected official. The Association may, by majority written ballot, recall any officer, board member or otherwise elected official of the Association.

ARTICLE VII Board of Directors

Section 1. The Board of Directors may act in an advisory capacity in the formulation of policy, plans and programs for conduct of affairs of the Long Beach Merchants’ Association. The Board of Directors shall have final approval authority over the proposed budget.

Section 2. The Board of Directors may provide for an annual review of the Long Beach Merchants’ Association’s financial affairs and for an annual financial report to the general membership.

Section 3. The Board of Directors may ensure that the Treasurer files appropriate Federal and State tax forms and statements required of non-profit corporations, when these are appropriate. The board shall audit the Treasurers accounts at the annual meeting.

Section 4. There shall be five (5) directors. Three of the directorships are to be filled by election from the membership at large for terms of three years, with one directorship to open each year. Two of the directorships are to be filled by immediate past-presidents of the Association for terms of two years each. Whenever there is an unscheduled vacancy in the Board of Directors, the remaining term of the vacant directorship is to be filled by election from the membership at large. Only current members of the Association may be directors.

ARTICLE VIII Elections

Section 1. The President shall appoint an Election of Officers and Board Members nominating committee of six from the members at large at the first meeting in September each year. The Nominating Committee shall report at the first meeting in December at which time nominations from the floor shall also be called for.

Section 2. Written ballots will be mailed to the full membership prior to the next meeting, and the new Officers and Directors shall assume their duties at the first meeting in January.

Section 3. A Vacancy in the office of President shall filled by the Vice President, who shall become President. A vacancy in any other office shall be filled by action of Board of Directors until the next annual election.

ARTICLE IX Committees

Section 1. A Membership Committee shall be appointed by the President promptly after each annual meeting. This committee will normally be chaired by the Vice President and shall consist of four additional members. It shall be the duty of this committee to solicit additional members from all eligible persons, including past members.

Section 2. New Festival Committee consisting of at least three members of the Association; one of which must be an officer or Board Member of the Association, shall be appointed by the President promptly after the annual meeting. Standing Festival Committees Shall have at least three members of the Association; The committees shall be responsible for budgeting, planning, promoting and carrying out all activities required to produce and direct the festival. The committees shall submit to the Treasurer a detailed budget prior to any disbursements by the Treasurer. Mailing lists compiled by the committees and the Long Beach Merchants’ Association and shall not be used for non-association purposes.

Section 3. A Tourism Committee may be appointed by the President promptly after each annual meeting. The composition and number of members of this committee shall be as deemed appropriate to generally review, research and/or initiate ways and means of promoting tourism in and around the City of Long Beach. In the event this committee promotes, conducts, or participates in seminars, conferences or meeting events that involve (require) extensive budgeting or disbursement of funds, prior to commitment of funds.

Section 4. Such other committees, standing or special, shall be appointed by the President as deemed necessary to carry on the work of the Long Beach Merchants Association.

ARTICLE X Copyrights

Section 1. Whenever the Association, or any committee thereof, purchase or otherwise acquires art work or material is to become the sole property of the Association, by copyright whenever applicable, to use and dispose of the Association, copyright whenever applicable, to use and dispose at its own discretion or that of the committee.
ARTIVLE XI Rules of Order

Section 1. In all matters of parliamentary practice, the latest edition of “Roberts Rules of Order” shall be used as authority.

ARTICLE XII Indemnification

The Association may, by resolution of the Board of Directors, provide for indemnification by the Association of any and all of its directors, officers, committee members, or former directors, officers or committee members, against expenses actually and necessarily incurred by them in connection with the defense of any legal action, suit, proceedings in which they or any of them are made parties, or party, by reason of having been directors, officers, or committee members of the Long Beach Merchants Association, except in relation to matters as to which such director, officer, or committee member shall be adjudged in such action, suit or proceedings to be liable for negligence or misconduct in the performance of duty and to such matters as shall be settled by agreement predicated in the existence of such liability for negligence or misconduct.

ARTICLE XIII Amendment of By-Laws

These By-Laws can be amended by any regular meeting of the Long Beach Merchants’ Association by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.

These By-Laws, replacing all previous By-Laws, were adopted as amended this 17th day of February 1994.

<Signed: Nadine Mead>