ECCCSC Meeting Minutes January 9th, 2023

 Elk City Community Center Steering Committee Meeting Minutes 
January 9, 2023 5pm
 Forest Service Conference Room 

Meeting called to order by Adam Geyer at 5:05pm. Members present were Adam Geyer, Greg Coon, Heather Kestner, Lamar Johnson, Mike Edmonson, Sheena Geyer and Sue Phillips. Eight guests were present. 

Minutes from previous meeting were emailed to committee members and approved prior to the meeting to allow for the posting of minutes. Recap of what the Steering Committee has completed so far to update guests on progress including positions on committee, mission statement, and survey questionnaire. Concerns brought by guests were addressed, mostly concerning the order of progress. The main concern being how people can know what they want in a community center if options haven’t been looked at first. The main reason for putting out a survey before a feasibility study is to 1. Include community in decision making from the beginning, and 2. Not to put the massive amount of work and money into a feasibility study if the community doesn’t desire a community center to begin with. The survey questionnaire will be used to gauge interest in a community center and for the wants and needs in one.

 Sue was tasked at the last meeting with finding out about mailing options for the survey. A bulk mailing option would be about $275 annually plus a price per each. Every Door Direct Mail has a minimum requirement of 200 and would be to one zip code only. A website with survey link was discussed as an alternative to mailouts. Because it is essential to get as much community participation and input as possible, the survey needs to reach as many community members/property owners as we can. The easiest way to achieve this is just to pay for standard mail. The Geyers had purchased 600 first class stamps, envelopes, labels, paper and printer ink which can be used for the surveys to get them mailed out in a timely manner. The Coons will be paying for a PO Box to receive responses. Joyce Dearstyne said the FOC will donate printing services for the surveys. Multiple attendees offered to help stuff envelopes as soon as the surveys are ready to go.

 The survey is updated with additions discussed at the last meeting and just needs to be put into a printable format so that it fits to one page and reduces paper usage. Filling the survey out online will still be an option as well. All property owners and addresses in the area are entered in a spreadsheet to be used for survey mailing. This is the same tax roll the fire department uses for their annual mailing. A question was raised on how many responses we would need to receive back in order to gauge interest and consider results. This is why we need to make our best effort to reach as many as possible to maximize survey response. A letter will need to go with the survey to make clear what the committee is trying to achieve. 

By next meeting we need to have: 
Letter to go with survey-Sheena 
PO Box-Greg
Facebook page options
Flier for next meeting out-Sheena
Meeting minutes to post-Sheena 

Meeting adjourned at 6:00 pm

Next Meeting: February 6th at 5pm

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