Ad Hoc Business Association Meeting — Agenda

Proposed Agenda Sevastopol Business Association Ad Hoc Committee Date: Tuesday, June 2, 2026 Time: 1:00 PM – 3:00 PM Location: Sevastopol Town Hall – Small Conference Room Meeting Purpose To establish the foundation, structure, and initial action plan for the proposed Sevastopol Business Association. Proposed Agenda 1. Call to Order • Welcome and introductions • Roll call/attendance • Review of meeting purpose and goals 2. Overview of the Proposed Business Association Discussion Topics: • Why the association is being formed • Initial mission and vision • Long-term goals for the association • Benefits to local businesses and the community • Relationship with the Town of Sevastopol 3. Review and Discussion of Draft Bylaws Discussion Topics: • Association structure • Board member roles and responsibilities • Officer positions • Voting procedures • Membership eligibility • Terms and appointments • Committees • Financial oversight • Conflict of interest language • Meeting requirements Action Goal: • Agree on revisions and identify any additional changes needed before final approval 4. Business Membership Discussion Discussion Topics: • What businesses or organizations will initially qualify for membership • Geographic boundaries • Membership criteria • Agricultural, tourism, retail, service, nonprofit, and hospitality participation • Future expansion considerations Action Goal: • Agree on initial membership categories or eligibility standards 5. Review and Approval of Introductory Letter Discussion Topics: • Purpose of the mailing • Messaging and tone • Explaining benefits of joining • Request for participation/interest • Contact information and response method Action Goal: • Finalize draft letter for mailing 6. Development of Initial Business Contact List Discussion Topics: • Identify businesses and organizations to contact • Determine mailing list responsibilities • Verify contact information and addresses Action Goal: • Establish initial outreach list • Assign responsibilities for gathering and verifying information 7. 501(c)(6) Organization Discussion Discussion Topics: • Review purpose and benefits of 501(c)(6) status • Discuss EIN application process • Review filing requirements and responsibilities • Discuss financial/accounting considerations • Determine next steps for incorporation and filing Action Goal: • Assign responsibilities and timeline for filing paperwork 8. Next Steps & Assignments Discussion Topics: • Timeline for: o Finalizing bylaws o Mailing letters o Filing EIN/501(c)(6) o Future meetings • Assign tasks and responsibilities 9. Public Comment (if applicable) 10. Adjournment Suggested Materials to Bring • Draft bylaws • Draft business outreach letter • Preliminary business contact list • Notes/questions regarding 501(c)(6) filing • Laptop/tablet for edits and collaboration • Copies of agenda for attendees