Soap Lake Chamber meeting
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Review and discussion of the proposed new Chamber bylaws. A separate special meeting will be held for the vote.
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Soap Lake Chamber of Commerce
Regular Membership Meeting Agenda
- Date
- November 9, 2026
- Time
- 6:00 PM PST
- Location
- Visitor Information Center
1. Call to Order
- Meeting called to order by the President.
2. Approval of Agenda
- Review and approve the meeting agenda.
3. Officers' Reports
- President's Report
- Vice President's Report
- Treasurer's Report
- Other Officer Reports, if applicable
4. Member Comments
- Opportunity for Chamber members to provide comments, ask questions, and share concerns.
5. Review of Proposed Bylaws
- Presentation and discussion of proposed bylaws.
- Questions and feedback from members.
- No vote will be taken at this meeting.
6. Announcements
- Upcoming Chamber activities and events.
- Reminder of the November 16, 2026, special meeting for voting on the proposed bylaws.
7. Adjournment
- Close of meeting.
View meeting minutes
Soap Lake Chamber of Commerce
Regular Membership Meeting Minutes
- Date
- November 9, 2026
- Time
- 6:00 PM PST
- Location
- Visitor Information Center
Status: Draft, Pending Approval
1. Call to Order and Attendance
The meeting was called to order at approximately 6:04 PM.
Members and Guests Present:
- Nels Kovac
- Kayleen
- Kenneth Cotham
- Trina Cole
- John Coleman
- Karen Woodhouse
- Nell Kovac
2. President's Report
Winterfest Preparations
The President provided an update on the upcoming Winterfest celebration. Planning is progressing, with Santa's participation and coordination with the Soap Lake Fire Department confirmed.
- The event schedule has been published on the Chamber website.
- Printed flyers will be distributed beginning November 10. The flyers include a QR code directing visitors to an online schedule where changes and additional event details can be posted.
- Fireworks are planned for after dusk, with an anticipated start near 6:00 PM. The exact time remains to be confirmed.
- Notaras Hall has been reserved for event vendors.
- The Masquers Theatre production of Snow White was discussed as an additional community activity taking place during the festivities.
- Soap Lake Elementary School will participate in a coloring contest. The winning student will help Santa light the community Christmas tree.
- The school will not provide a musical performance this year due to scheduling and other commitments.
- Prize baskets, donated gift certificates, children's goodie bags, and decorations are being organized.
- Final coordination with the City concerning holiday lighting and fireworks is ongoing.
2028 Soap Lake All-School Reunion
The President reported communication with Lori Williams concerning plans for a Soap Lake all-school reunion in 2028.
Organizers are interested in coordinating the reunion with the Fourth of July or Suds 'n Sun festivities. The reunion presents an opportunity to support local restaurants, lodging providers, retailers, and other businesses.
2027 Event Planning
Beginning in January 2027, the Chamber plans to establish individual planning committees for major community events. Volunteers will be encouraged to participate in events that interest them.
The goal is to begin preparations earlier, distribute responsibilities, and improve event coordination.
3. Treasurer's Report
The Treasurer reported the following financial information:
- Current account balance: $526.27
- Monthly low-balance bank service fee: $10.00
- Storage refund received: $64.00
Chamber-owned supplies have been moved into a privately provided storage unit to eliminate ongoing commercial storage expenses.
Annual membership renewals beginning in January 2027 are expected to improve the Chamber's account balance.
4. Chamber Website and Administrative Updates
An update was provided on improvements to the Chamber's redesigned website and administrative system.
Current and planned features include:
- Automated meeting schedules that reflect cancellations, rescheduling, and other changes.
- Online publication of meeting agendas and proposed bylaws.
- An internal messaging system that routes member and public inquiries to appropriate Chamber officers.
- Simplified posting of events, announcements, and business spotlights.
- Planned integration with Zeffy to automate membership payments, activation, and renewals.
- Member-managed business listings, with changes subject to administrative review.
- Automated membership notifications and digital membership badges.
- Improved search engine visibility for Chamber meetings, events, and announcements.
The new system is designed to reduce administrative workload and allow authorized Chamber representatives to maintain website content without requiring technical expertise.
5. Proposed Bylaw Revisions
Members reviewed proposed amendments to the Chamber's bylaws, with particular emphasis on membership eligibility, voting rights, organizational structure, and governance procedures.
Membership and Voting Eligibility
The proposed revisions include:
- Establishing one vote per eligible business entity, exercised by the business owner or an authorized representative.
- Designating individual memberships as non-voting to prevent the possibility of businesses obtaining additional votes through multiple individual memberships.
- Defining geographic voting eligibility for businesses within the Soap Lake and Lakeview service area.
- Requiring executive board review and approval of new membership applications.
- Establishing a 30-day waiting period before newly approved voting members become eligible to vote.
Members also discussed providing a means for nonprofit organizations and community groups, including the Soap Lake Creative District and Garden Club, to qualify for voting membership when approved by the board.
The importance of clearly defining eligibility requirements was emphasized to prevent confusion or disputes.
Board Governance and Officer Terms
Additional proposed revisions and recommendations included:
- Scheduling executive board meetings approximately 30 minutes before regular membership meetings to review new membership applications.
- Clarifying the responsibilities and authority of the executive board and other Chamber committees.
- Allowing officers to serve unlimited consecutive terms when properly re-elected.
- Clarifying the use of authorized business representatives while limiting routine proxy voting.
- Establishing clear procedures for calling special meetings.
- Better defining officer duties and organizational responsibilities.
Annual Planning and Financial Procedures
Members recommended strengthening the bylaws to address annual organizational priorities, budgeting, and financial oversight.
The discussion included establishing a regular budget preparation process to support earlier event planning and improve opportunities to apply for tourism funding.
Next Steps
The proposed amendments will be revised based on the discussion and distributed to members for review.
A formal vote on the revised bylaws is scheduled for November 16, 2026.
No final vote adopting the proposed bylaws occurred during this meeting.
6. Membership Development and Business Promotion
Members discussed opportunities to strengthen Chamber membership and increase promotional benefits for participating businesses.
Suggestions included collaborative advertising campaigns, tourism-supported marketing, and printed community business maps highlighting Chamber members.
The discussion emphasized creating meaningful benefits that encourage business membership and support the local economy.
No formal advertising program or expenditure was approved.
7. Mission Statement Review
Members reviewed several historical Chamber mission statements and compared them with the mission statements of the Soap Lake Creative District and Friends of Lower Grand Coulee.
The goal is to develop an updated Chamber mission statement reflecting its commitment to:
- Supporting local businesses and economic development.
- Encouraging tourism and community participation.
- Promoting cooperation among businesses and community organizations.
- Strengthening Soap Lake's long-term economic vitality.
Members also discussed the possibility of reading the mission statement at regular meetings as a reminder of the Chamber's purpose and shared goals.
Further review and refinement will continue. No new mission statement was formally adopted.
8. Community Coordination and Other Business
Members discussed the importance of stronger communication and cooperation among local organizations, businesses, and community groups.
Periodic gatherings were suggested as a way to share information, coordinate projects, and avoid duplication of efforts.
There was also discussion concerning regional creative economy initiatives and the importance of supporting locally owned businesses and keeping economic activity within the community.
Interest in filling the Chamber Secretary position was mentioned. No formal appointment or election was recorded.
9. Action Items and Upcoming Business
- Distribute Winterfest flyers: November 10, 2026
- Confirm remaining Winterfest arrangements: Before Winterfest
- Revise and distribute proposed bylaws: Before November 16, 2026
- Conduct formal vote on proposed bylaws: November 16, 2026
- Continue review of Chamber mission statement: Upcoming meeting
- Establish annual event planning committees: January 2027
- Begin annual membership renewal efforts: January 2027
- Continue website and membership system improvements: Ongoing
10. Adjournment
The meeting concluded at approximately 6:54 PM. No formal adjournment motion or vote was clearly recorded.
Minutes prepared from the November 9, 2026 meeting transcription.
Submitted by: ______________________________
Date Approved: ______________________________