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Annual Business Meeting October 30, 2013

Catherine

1

Agenda:

• Welcome & thank you

• Current board members & staff

• State of the Chamber

• Windjammer Days Discussion

• New website

• Town of Boothbay Question #2 & #3

• Open Forum review 2012 & 2013

• Calendar of upcoming events 2

Catherine

Update on Board Members:

Nominating Committee: Pamela Byrne Riley Jim Chaousis Evelyn Andrews Catherine Wygant Fossett The By-Laws allow for the members to elect new Board members by the first meeting of the new fiscal year for the Board of Directors. We will be notifying members when this will take place and will give a week’s notice for time to vote online or in person at the Chamber.

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Pamela

Current Board Members:

Board Members whose terms are expiring:

• Pamela Byrne Riley – Hodgdon Island Inn – Oct. 2013

• Evelyn Andrews – Hannaford – Oct. 2013

• Sheri Gordon – Midcoast Clock & Music Box – Oct. 2013

• Lorna Weber – The First, N.A. – Oct. 2013

• Doug Roberts – Oak Street Provisions – Oct. 2013

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Pamela

Current Board Members:

Board Members whose terms are not expiring:

• James Chaousis – Boothbay Town Manager – Oct. 2014

• Dorothy Freeman – Coastal Maine Botanical Gardens – Oct. 2014

• Timothy O’Donnell – O’Donnell, Lee, McCowan & Phillips – Oct. 2014

• Peter Robison – Central Distributors – Oct. 2014

• Sue Wood – Friend of the Chamber – Oct. 2014

• 6 vacancies to fill to bring the Board to 11 members

• Current Executive Committee: • Pamela Byrne Riley - President • Evelyn Andrews – Vice President • James Chaousis - Secretary • Sue Wood - Treasurer

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Pamela

Current Staff:

Name Position Catherine Wygant Fossett Executive Director

Cherie Scott Member Services & Events Manager

Brooke Hubner Administrative Coordinator

Rimar Reed Visitor Relations Coordinator

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Pamela

Marketing

Visitor Information Centers

Tourism

Advocacy

Membership

Overview of Chamber Programs & Services

Job Postings Networking

Business After Hours

“Buy Local”

Relocation Packages

Boating Packages

Executive Report & Visitor E-news

Wedding Packages

Social Media

Workshops & Forums

Region Guide & Map

Community Events

Arts & Culture

Specials & Packages

Advertising Coops

Free Mobile App

State of the Chamber: Best Business Practices

• The Chamber operates on a $478,838 budget.

• The Chamber will have a slight profit this year which

includes the $9,997 in bad debt that we have to write off.

• We still have $107,579 in Accounts Receivable and

anticipate having to write off more debt if members do

not pay for what they have already contracted for in

services and advertising.

• We will need members to be in good standing to go into

the Region Guide and/or the new website. We can work

out a payment plan if needed. 8

Sue

Income by Percentages:

9

Expenses by Percentages:

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State of the Chamber

The BBHRCC is a 501-C-6 voluntary organization whose membership is comprised of both business entities and Friends of the Chamber.

Its primary goals are to:

1) Bolster local businesses and the communities we serve

2) Serve as guardian of the community’s economic well-being

3) Advocate on the behalf of the business community

4) Promote avenues of tourism

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Pamela

The mission of the Boothbay Harbor Region Chamber of Commerce is to

promote a positive business climate by focusing on advocacy, access and

leadership.

Mission:

Boothbay Harbor Region Chamber of Commerce

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Pamela

Vision:

Our vision is to empower the region’s business community to collaboratively

advance a proactive agenda for economic growth and prosperity.


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Pamela


History: The Boothbay Harbor Region Chamber of Commerce was established in 1962 to promote the economic, civic, and social welfare of the people of the Boothbay Harbor Region.

Over the years, the BBHRCC has grown into a first-rate, multi-service membership organization that currently serves over 389 members in the communities of towns of Boothbay, Boothbay Harbor, East Boothbay, Edgecomb, Monhegan, Newcastle, Southport, Westport and Wiscasset.

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Catherine

Chamber Membership = 389 9% increase over last year at 362

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Catherine

Windjammer Days Discussion Event Evaluation Workshop

Held November 20, 2012

Purpose: to have peer representatives from all of our event and marketing

committees, members of the Board, and the staff to evaluate the Chamber's

current events and major revenue streams as we looked to 2013 and beyond.

We invited a number of members and below is who was able to attend.

Board Present: Pamela B. Riley, Evelyn Andrews, Jim Chaousis, Susan

Wood, Sheri Gordon, Timothy O’Donnell, Peter Robinson, Dorothy Freeman,

Lorna Weber

Absent: Andy Hamblett, Doug Roberts, Sheri Gordon and Jim Taliana

In addition to the Board we had the following staff and members from ancillary

committees of the Chamber including: Catherine Wygant Fossett,

Cherie Scott, Brooke Hubner, Rachel Tibbetts, Travis Journagan, Nancy

Bosio-Pickett, Dianne Gimbel, Carol Hartnett, and Kris Ward.

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Dorothy

Windjammer Days Discussion

Event Evaluation Workshop

The events and revenue streams that were analyzed are as follows:

1. Region Guide

2. Windjammer Days

3. Fashion Show

4. Claw Down

5. Restaurant Week

6. Early Bird (no revenue was associated with this event)

7. Harbor Lights

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Dorothy


Event Evaluation Workshop

Dorothy Freeman, Director of Philanthropy at Coastal Maine Botanical

Gardens, led the evaluation exercise with the intent to place all the BBHRCC

revenue streams into one of four categories: a star, tree, heart, and X:

represented events of high mission impact and high profitability.

represented events of low mission impact and high profitability.

represented events with high mission impact and low profitability.

represented events with low mission impact and low profitability.

The group individually graded the events and shared their ratings. 18

Dorothy

Windjammer Days Discussion Event Evaluation Workshop Results:

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Dorothy

Revenue Stream Stars Trees Hearts X Action

Region Guide 15 1 0 0 Continued 2013

Claw Down 13 2 1 0 Continued 2013

Windjammer Days 13 2 1 0 Continued 2013

Harbor Lights 0 2 11 3 Continued 2013

Fashion Show 0 2 3 11 Discontinued 2013

Restaurant Week 0 0 7 7 Discontinued 2013

Early Bird – Not rated as no revenue Not managed by BBHRCC


Event Evaluation Workshop Leads to Windjammer Days Task Force

Based on the event evaluation we formed a Windjammer Days Task

Force in February 2013 and agreed to run Windjammer Days for one

more year.

Windjammer Days Task Force:

Chair; Pamela Riley, President, BBHRCC BOD; Tim O’Donnell, Member,

BBHRCC BOD; Dianne Gimbel, Travis Journagan; Jane Kaler; Mary Kaler;

Peter Ripley, Jon Doyle and Kris Ward.

Staff: Catherine Fossett, Executive Director and Cherie Scott, Events &

Members Services Manager

We then transitioned this Task Force into to the general Windjammer Days

Committee.

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Pamela

Windjammer Days Discussion Challenges addressed by WJDays Task Force:

• Increase revenues

• Decrease expenses

• Expand volunteer leadership base

• Follow up with past sponsors

Actions Taken:

• Appointed a Windjammer Days Chair (position had been vacant for 1 year)

• Appointed a Sponsorship Chair and revamped sponsorship package but did

not have an increase in sponsorship. Spoke to several long time sponsors

who said that their funding mechanisms had changed and they could no

longer suppport WJDays.

• We reduced costs as best we could in each event category and tried to

increase revenues where it was appropriate. 21

Pamela

Windjammer Days Discussion Actions Taken:

• Facilitated a PR campaign to call for financial and volunteer support.

• Pancake Breakfast – no organizations or volunteers took this on in 2013

• For the 50th Anniversary in 2012 we did a 50 for $50 decals -14 businesses

& individuals participated

• Members contributions to WJDays as percentage of overall membership

shows a decline even as the membership has grown.

• Bottom line: WJDays followed a three year trend of an overall loss of 2011

$(6,107.09); 2012 $(19,992.47) and 2013 $(177.87) 22

Pamela

Cash In-kind VIP Reception (Restaurants) Overall

2012 353 7% 10% 14% 4% 8% 25%

2013 393 5% 4% 9% 5% 6% 19%

YearWJD

Committee

WJD

Volunteers

WJD SponsorshipsMembership


Does not include staff & volunteer time.

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Catherine

50th

WJDays

New management 2012 & 2013


Year 2009 2010 2011 2012 2013

DASH N/A $ 84,545.79 $ 84,512.96 $ 77,578.96 $ 67,578.96

Contribution to Chamber N/A $ 32.83 $ 6,934.00 $ 10,000.00 $ -

REAL GAIN/LOSS with DASH Fund N/A $ 6,756.87 $ (6,107.09) $ (19,992.47) $ (177.87)

Bottom Line:

3 consecutive years of losses for WJDays 24

Catherine

Windjammer Days Discussion Boothbay Register Print & Online Appeals & Board of Selectmen

Boothbay Harbor Region Chamber of Commerce Chamber gets ready to

celebrate 51st Windjammer Days. Chamber appeals to businesses and

residents to sponsor the event.

Submitted By Boothbay Harbor Region Chamber of Commerce. Posted

online: Tuesday, April 16, 2013 - 1:00pm Also in print with Boothbay Register

Windjammer Days 2013 - It's lights, camera, action for the Chamber

Submitted By Boothbay Harbor Region Chamber of Commerce

Posted online: Thursday, June 6, 2013 - 12:30pm Also in print with Boothbay

Register

Boothbay Harbor Board of Selectmen & BBHRCC Meeting

August 12, 2013

Chamber informed BOS funding for WJDays is a challenge and our BRCTV

and Boothbay Register appeals did not bring anyone forward. Many

downtown businesses do not sponsor WJDays. Suggested that the town take

over the Fireworks Funds management.

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Catherine


WJDays Educational 5-part Series on BRCTV & online

Boothbay Region Community Television (Channel 7) ran an

Educational 5-part Series on public television and it is on the

Chamber’s website encouraging financial support and volunteers:

Windjammer Days 2013 Part 1: In The Know

Windjammer Days 2013 Part 2: By The Numbers

Windjammer Days 2013 Part 3: A Maine Tradition

Windjammer Days 2013 Part 4: Sign Me Up!

Windjammer Days 2013 Part 5: 11 Tall Ships

The Chamber also had an accompanying article both in print and

online with the Boothbay Register in June 2013.

Result: $0 dollars and 0 volunteers

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Catherine

Windjammer Days Discussion Board of Directors Meeting: September 17, 2013 Made a motion that the COC will outsource WJD 2014 to be paid for by the

Dash Fund. The remainder of the Dash Fund will be reserved for any

organization that meets the charitable restriction of the Dash Fund. Motion

was seconded. Discussion. Vote: Approved

DASH Fund:

• The funds must be used by the Chamber, or at the direction of the

Chamber, exclusively for WJDays.

• There are no restrictions on how the funds may be used so long as the

use is directly related to WJDays activities or associated events.

• There are no restrictions on the amount of principal that can be used in

any given year.

• The Chamber, at its discretion, can contribute to the fund or portions of the

fund to another organization having responsibility for the event.

• The Chamber should control the application of any contributed funds and

maintain in its own account any balance of the fund until the principal is

exhausted.

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Tim


Board of Directors Meeting: October 15, 2013

Made a motion to accept the annual meeting’s committee

recommendation on WJD and the three key components are:

1. The Parade of Sails

2. Cabbage Island Clambake for the Windjammers

3. Antique Boat Parade

Motion was seconded. Discussion. Vote: Approved

Board of Directors Meeting: October 15, 2013

Made a motion that the Fireworks Fund and management will be

offered to the Town of Boothbay Harbor to manage, if they

decline then the town of Boothbay and finally the town of

Southport as a final option as all financially participate now with

fireworks. Motion was seconded. Discussion. Vote: Approved 28

Tim

Windjammer Days Discussion What does this mean for Windjammer Days? • 2014 – Windjammers will happen on June 24-25, 2014

• The Chamber will hire an event management company to outsource the

management for 2014 and will oversee them. The event management

company will be given an opportunity to make changes to how the event is

run and they will include the three key components of Windjammer Days.

• The Chamber will no longer be soliciting for sponsorship for WJDays 2014

as funds from the Dash Fund set at a specific limit will be used to manage

the event for 2014.

• The Chamber will be sending out an RFP for the event management

companies and encourages members to submit names. The Chamber will

be notifying participants in a timely manner and a transition plan is in

development.

• 2015 – The Chamber will be sending out an RFP for an organization to take

over the management of WJDays and will be eligible for remaining Dash

Funds per the bequest.

• 2014 Fireworks Funds will be managed by one of the towns that currently

contribute if they agree.

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Pamela


Other precedents:

The Camden Windjammer Festival – The festival is an all-volunteer

community-led celebration under the auspices of the Camden

Windjammer Festival Inc., a 501(c) 3 non-profit organization. All

donations and sponsorships directly support the Festival's mission, with

no salaries, wages or fees paid to committee members.

Bath Heritage Days – Is an event put on by Main Street Bath whose

work is carried out through four standing committees made up of

community volunteers, who are assisted by a paid Program Director.

Initial funding for MSB came from 3 year pledges of cash and in-kind

donations by businesses, individuals and support from the City Council.

Specific projects have been paid for by special solicitations and by

fund-raisers. Main Street Bath is tax-exempt under Section 501(c) 3.

Contributions are tax-deductible. 30

Catherine

Windjammer Days Discussion Other precedents:

The Maine Lobster Festival - The Maine Lobster Festival, a non-profit

activity is run entirely by unpaid volunteers, is a colorful and enjoyable

event that builds community spirit and enhances the region's economy.

The festival requires approximately $150,000 in reserve to start up

each year. Plus over 1,000 volunteers and a group of dedicated

directors.

Damariscotta Pumpkinfest & Regatta - The Mission of the

"Damariscotta Pumpkinfest" is to promote education to citizens of all

ages regarding the specific agricultural science required to grow giant

pumpkins, and to provide local non-profit organizations with

opportunities for dissemination of information on their activities and

fundraising. It is a 501(C)3 organization with over 200 volunteers. 31

Catherine


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Catherine

Other precedents:

Tall Ships America - This is a 501(c) (3) nonprofit organization

focused on youth education, leadership development and the

preservation of the maritime heritage of North America. In addition to

organizing the TALL SHIPS CHALLENGE® Series, Tall Ships

America manages scholarship programs to make sail training

experiences more affordable for young people, grant programs to

assist crew of member vessels with the costs of professional

development courses and licensing requirements and publishes SAIL

TALL SHIPS! A Directory of Sail Training and Adventure at Sea.

Eastport Pirate Festival - This festival is endorsed by the Eastport

Area Chamber of Commerce and donations to support it go to the

Treasurer for the Festival. Festivities include a pirate ball, a pirate

boat parade, pirate music and is supported by volunteers. Part of all

of the proceeds of this event go to support the continued growth of

the Eastport Pirate Festival.

Windjammer Days & Chamber Looking ahead to 2014, the Board and staff hope that WJDays will be

re-energized by a new group while the Chamber’s efforts focus our mission:

• Advocacy - we need to begin building a network of volunteers to be ready at

a moment's notice to respond to issues pertinent to business, tourism and/or

our region.

• Membership benefits – we would have more time to talk with members;

identify and recruit new members; visit with former members; launch the

Ambassador Program; research health insurance policies, labor laws,

Bus2Bus perks and opportunities, we could build on our annual awards

dinner and grow it into at a full scale Business Expo...

• Advertising – we would love to build on what campaigns we have started

i.e. Wall Street Journal and Times Square; Downeast, Yankee; Maine

Magazine, etc. and look at expanding new avenues like website apps,

online, Portland Jetport kiosk and continue talks with MPBN.

• Marketing - design and launch a series of "Chamber Days" i.e. Annual Non-

Profit Get Your Information Day, Chamber Celebrates Family Day, Chamber

Celebrates Earth Day- April 22/Energy Awareness Month (October), etc.

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Pamela

New Website:

Reasons for updating our website and software:

• Challenges with current website hosted by Chambermaster

• Began to research other chambers and options

• Current website is a hybrid so we do not have an ability to make

changes to our front end and have to pay a consultant to make any

changes – limited content management

• No opportunity to charge for postage for Region Guides (currently

spend over $8,000 in postage $1.92 per Guide – no E-commerce

module to cover costs)

• 38% bounce rate for mobile devices including phones and tablets

• 200,000 decrease in page views over one year

• Allows for new software to enhance the members experience with the

Chamber including registering for events, invoices, etc.

• Allows the Chamber to better manage our business with best

practices

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Jim

New Website: Who is Weblink?

• They are a software company that works with over 1,500 clients

across the country and local businesses like yours. Also working

with the Greater Portland and Androscoggin County Chamber of

Commerce.

• Weblink websites currently drive an average of 67% increase in

site visits.

• We expect traffic on our website to dramatically increase – which

will translate directly to more new business leads to you.

• Our goal is to dramatically improve how we promote our members

and our community online.

• The site will include “responsive design” allowing easy access via

computer, tablet, or smart phone!

• We are working with a group of members on a task force to

redesign the site balancing aesthetics, content and ads

• We have introduced online banner ads on the site (per members’

requests) and had representatives here talking to members about

it. We have a revenue share with Weblink that will cover the cost

of the new site without having to increase dues.

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Jim

New Website: • Some members expressed concerns over allowing online

advertising on the homepage of the website

• Some members felt that it introduced an unfair element to a site that

previously seemed more democratic

• We held three special meetings to address these concerns

• In the end, we sold out the ads on the homepage

• Everything that the current website has will be maintained in the

new website

• All Enhanced Listings will be maintained

• All members will be listed and should see an increase in traffic

• We will have better analytics to manage the site

• Members who wish to advertise on the site will work directly with

Weblink who will bill them, create their ads and work with on the

online advertising.

36

Jim

Yes on Article #2 & #3 Boothbay Special Town Meeting, Nov. 5

• The BBHRCC’s vision is to empower the

region’s business community to collaboratively

advance a proactive agenda for economic

growth and prosperity.

• Voting yes on Articles #2 and #3 of the Town of

Boothbay Special Town Meeting on November

5th, 2013 are central to that focus. 37

Evelyn

Yes on Article #2 Boothbay Special Town Meeting, Nov. 5

Question #2 develops the Tax Increment Financing

(TIF) District.

• TIF’s are a public economic development financing

program triggered by the local government. It is

intended to stimulate private sector investment and

job creation of targeted industries and targeted

locations.

• Encouraging towns to use programs like these are

central to our mission in encouraging jobs in the

Boothbay Harbor Region. 38

Evelyn


Question #3 is the bond request for public transportation paid for by

TIF proceeds.

• With the owner of the Boothbay Harbor Country Club, Paul

Coulombe’s guarantee on the loan, public transportation

improvements can be implemented without impacting the tax rate.

• A low tax rate is instrumental in persuading aspiring businesses to

locate in a small town and methods to improve major routes and

intersections without jeopardizing that rate is important for BBHRCC.

• Additionally, as a tourist destination, with small town charm, people

desire transportation that can accommodate the height of the

season. Any transportation hindrance to visitor vacation plans

jeopardizes our regional tourism attraction. People may be inclined

to visit other places that can accommodate the height of the season.

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Evelyn


The BBHRCC made it clear in our mission that that we will promote this

positive business climate through access and leadership.

The Town of Boothbay has offered publicly to allow a committee of all

stakeholders to develop the Village Improvement Plan which has been

a topic of discussion with the 1994 MDOT Design, the 2002 Route 27

Corridor Study and the 2002 Alternative Design.

This strategy is a clear and open access to governmental action that

would otherwise be off limits to businesses owners and the Chamber of

Commerce.

We will be taking a leadership role in embracing this process,

encouraging townspeople and businesses to get involved in the

development of this plan and offer an open opportunity to be involved

by being BBHRCC members.

40

Doug

Open Forum 2012 Review: 2012 Topic Update

The majority of participants focused on

transportation. It was suggested that the Chamber

explore transportation advancement and ideas in

the region. Several transportation methods were

discussed ranging from rail and the Brunswick route

expansion, to cruise coordination, parking, and

bike-pedestrian methods.

The Chamber looked into possibly having the

Rocktide Trolley go up to Coastal Maine Botanical

Gardens but this was not an option for various

reasons. We continue to explore other options.

We tied in closely with the Amtrak Downeaster and

the MC3 is collaborating with Amtrak, Maine

Beaches and Portland Region to promote train

travel to Maine.

We have met with Cruise Maine and

representatives from various cruise lines including

American Cruise Lines, Royal Caribbean, Celebrity,

Norwegian Cruise Line and Silversea to encourage

shore excursions and/or cruise visits to the region.

We continue to serve on the Boothbay Region

Community Trail Partnership, Mobilize Mid-Coast

Maine and the Boothbay Peninsula Community

Workshop group.

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Evelyn & Jim

Open Forum 2013:

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Evelyn & Jim

Calendar of upcoming events


Business After Hours: (Wednesdays, 5:00 p.m. – 7:00 p.m.)

• Nov 14 (Thursday) Boothbay Region Community Resource Council at J. Edward Knight & Co.

• April 16, 2014 Boothbay Sea & Science Center at Bigelow Lab.

• April 30, 2014 Boothbay Railway Village & And Candy Too (tentative)

• May 14, 2014 Cottage Connection • June 4, 2014 Newagen Seaside Inn • June 11, 2014 Maine State Aquarium

Harbor Lights: (Saturday – Sunday festivities)

• Dec 6-8th – 27th Annual Harbor Lights & Festival of Trees

43

Catherine

Thank you to Coastal Maine

Botanical Gardens

44

Catherine

Overall Thank You! Look forward to seeing you at the next

Business After Hours on Thursday, Nov. 14th from 5-7 p.m. for the Boothbay Region Community

Resource Council

Hosted by:

J. Edward Knight & Co.

157 Townsend Avenue

Boothbay Harbor, ME 04538 45

Pamela

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