June 20, 2007

Portland Buy Local Meeting Minutes Wednesday, June 20, 2007

Portland Downtown District Conference Room

Board members in attendance: Chris Busby, Bill Duggan, Stuart Gersen, Nancy Lawrence, Joan Leitzer, Stacy Mitchell, Sally Struever, Susan Tran

Advisory Board members in attendance: Jan Beitzer, Elise Loschiavo

Bill opens the meeting. The Board reviews and approves the May 16th meeting minutes.

Membership Committee

Stuart is checking the PIBCA post office box on a regular basis. To date there have been 23 responses to the membership appeal. Sally will coordinate follow-up calls as a next step and is seeking volunteers from the Board. Bill suggests the Committee consider sending a letter through the post before making calls. Joan agrees. Jan asks the Committee to report on the response rate of the 45 participants who’ve already received letters due to bad/no e-mail addresses.

Board discusses the July1st renewal deadline and whether or not businesses who have not removed by that time be removed from the IndyBiz Directory. Bill and Susan feel that no one should be removed from the site this soon.

Nancy suggests we offer points-of-sign-up as part of Independents Week. Chris suggests we include a list of already-renewed businesses in the follow-up appeal.

Sally is concerned about participants’ confusion surrounding the membership language and seeks feedback from the Board on how we might clarify the information.

The Board discusses packet inventory. The Membership Committee is currently using the old packets (still available at Portmanteau and Maine Potters Market), but will be working on new materials soon. Sally suggests moving PIBCA’s inventory, but the Board agrees that Portmanteau is convenient and centrally located.

The Membership Committee encourages the Board to recruit new members.

The Committee will proceed with follow-up calls and send each volunteer a list of ten people to contact about renewal.

The Board reviews the acknowledgement and referral letters. The group discusses the referral concept and incentives. Businesses wishing to donate gift certificates to be used as incentive gifts should contact Sally.

Sally brings forward two questionable applications – one is from South Portland, the other is a web-based business. The web-based company is located in Portland and therefore okay. We realize in reviewing the SoPo business that “Must be located in Portland” has accidentally been left off of the current membership application. The application will be corrected as soon as possible, and Sally will contact the South Portland business owner.

The internal chain of communication for membership applications will be as follows: 1. Stuart and Sally will pick up mail from the post office box.
2. Sally will update the database and web site, and then forward the new members’ contact information to Susan. 3. Susan will send acknowledgement e-mail. 4. Membership Committee will deliver welcome packets to new businesses.

Marketing/Education Committee

Chris updates the Board on the poster redesign. Nathan will photograph Micucci’s on 6/22 and Rosemont Pharmacy in a week.

Stacy suggests we come up with a thank you gift for Nathan and Mitch for their hard work on the photos and poster design.

Nancy updates the Board on Independents Week. “Know Your Farmer Day” will start the week on Wednesday, June 27th. Farmers will wear Buy Local nametags and we’ll set up a table to distribute materials, answer questions, and sell t-shirts and bags.

On Tuesday, July 3rd (at the following week’s Farmers’ Market), we’ll celebrate Portland Buy Local’s first birthday with a cake cutting and poster unveiling at One Monument Way. Also at One Monument Way, Nancy will mount a display of Buy Local’s one year history of posters and media coverage. We’ll have signed copies of Big Box Swindle and The Bollard as well as free copies of the 10 Reasons available at Longfellow Books and Books Etc.

The entire week’s worth of events will be summarized in a press release and sent out as soon as possible.

There will be a meeting to coordinate the details Thursday, 6/22 at 9am in the PDD conference room.

Other Business

Bill announces that Judy has agreed to be PIBCA’s Treasurer. Nancy makes a motion to nominate Judy Halpert to the Board and to the position of Treasurer. Joan seconds the motion. Unanimously approved.

Judy is currently out of the country and will take on her role as Treasurer later in the summer. Susan will take care of the membership deposit this week in Judy’s absence.

Meeting adjourned.

Minutes recorded by Susan Tran.

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