09-01-10 TBID MinutesBoard of Directors Meeting
Kalispell Tourism Business Improvement District
Wednesday, September 1, 2010 — 3:00 PM
15 Depot Park, Kalispell, MT
Minutes
Board Members Present: Chris Walters, David Ginepra, Bryan Scott, Arlinna Wolfe, Janet Clark, Lori Fisher
and Gib Bissell
Board Members Absent: None
Staff Present: Diane Medler and Joe Unterreiner
Guests Present: None
Meeting was called to order by Chris Walters, Chairman of the Board at 3:04 PM.
1. Hear from the public- None
2. Approved Minutes from the August 18th, 2010 Meeting.
a. Discussion: Board had discussion that future minutes should identify who made a motion and
who seconded the motion. Bryan reminded the board that in the previous meetings there was
some confusion on who made motions and seconded, but all votes were unanimous and all board
members were present. Bryan confirmed that future minutes would identify the motion maker
and seconder.
b. Action: Motion was made by Janet Clark with her comments (that motioner and seconder should
be identified in future minutes). Motion was seconded by Gibb Bissell. The board approved
motion unanimously.
3. Board Operations
a. Request a waiver of late fees and penalties, Motel 6 and Glacier Ridge Suites
i. Discussion: Board members reviewed the request by Motel 6 and Glacier Ridge Suites to
waive late fees and penalties for the missed payments. Chris Walters recommended that
we should waive the fees and interest.
ii. Actions: Gibb Bissell made the motion to waive any late fees and penalties for the initial
payments. Arlinna Wolfe seconded the motion. The board approved motion unanimously.
b. Lori Fisher Board Position Reinstatement
i. Discussion: Lori Fisher informed the board that she would like to be reinstated with the
Board.
ii. Actions: Janet made the motion to reinstate/reappoint Lori Fisher to the Board of
Directors. Motion was seconded by Arlinna and unanimously passed by the board.
c. Board Term Appointments
Discussion: Chris informed the board that all members of the board made their personal
requests for term length and each fit into an acceptable spot with no over -lap. He
suggested that we accept the recommendation for the term lengths as follows: David
Ginepra (1 Year), Lori Fisher and Arlinna Wolfe (2 Year), Gib Bissell and Janet Clark (3
Years), and Bryan Scott and Chris Walters (4 Years).
ii. Actions: Lori Fisher made a motion to accept the board appointments as recommended. It
was seconded by Arlinna Wolfe. The motion passed unanimously.
d. Financial Procedures
i. Discussion: The board reviewed a resolution prepared by the Chamber to deliver to the
bank. The resolution designated the TBID Executive Director (currently Joe Unterreiner)
and TBID Program Director (currently Diane Medler) as signers on the account. Bryan
requested that board members consider what type of report they wanted from the
treasurer each month.
ii. Actions: Gibb made the motion to approve the letter as written to First Interstate Bank.
Motion was seconded by Lori Fisher and was passed unanimously.
4. Overview of Tourism in Montana and Kalispell
a. Bed Tax and TBID marketing plan review
i. Discussion: The board reviewed the budget previously approved for FY `11.
ii. Action: No action was formally taken, but the consensus of the board was to advise Diane
to start enrolling and participating with the Destination Reports provided by Smith Travel
Research.
b. Process plan moving forward with TBID marking plan and budget
i. Discussion: Diane gave a presentation to the board on local tourism, current marketing
plans and budget and the process moving forward. Presentation attached to minutes.
ii. Action: No Action was formally taken.
5. Other Business
a. Update on agenda of state-wide TBID meeting in Billings, September 15th
i. Discussion: Diane Medler informed the board that there was a meeting to take place in
Billings on September 15th, she said that if she could get some face time with Joan of the
Billings TBID, she would like to attend in person. Since we had a board meeting already
scheduled for this date the suggestion was made to cancel the board meeting and make
the conference room available to listen to the Billings meeting via conference call. It was
also discussed that this cancelled meeting would allow Diane time to get started on the
process plan and other short term items discussed.
ii. Actions: Gibb made the motion to cancel the September 15th board meeting and have the
conference room available to listen in to the Billings meeting. Motion was seconded by
Arlinna Wolfe and passed unanimously by the board.
b. Gib Bissell to discuss concerns of local retailers handling of Canadian currency.
i. Gibb proposed that we distribute a flyer for front desk agents showing places in Kalispell
that exchange Canadian Currency. Bryan also recommended that the Chamber look at
adding a web page to their site that showed businesses who accept and/or exchange
Canadian Currency.
Meeting was adjourned by Chris Walters at 4:45 PM.
ATTACHMENT
Presentation - TBID Board of Directors Meeting, September 1, 2010
2009 Montana Tourism Environment
* Travel expenditures by nonresident visitors totaled over $2.27 billion, generating $2.33 billion in total economic imx
* Nearly 10 million nonresident travelers visited Montana
* Airline passenger traffic decreased 4.6% from 2008
* Amtrak ridership decreased 10% from 2008
* Room supply was up 1.1% in 2009, room demand was down 4.5%
* Occupancy rates decreased each of the last 3 years
* ADR decreased 1.6%
* 85% plan to return within two years
* 83% are repeat visitors
* Montana vacationers have a 97% rate of overall satisfaction with the state
Top Attractions for Montana visitors:
Mountains/forests
Yellowstone
Glacier
Open space/uncrowded areas
Wildlife
Rivers/lakes
The Kalispell Visitor
* 82% plan to return within 2 years
* 75% are repeat visitors
* 44% were here on vacation, 23% for business/conv/meeting
* 46% used the internet to plan their trip
* Of the nights spent in MT:
48% spent in hotel/motel/B&B
28% spent in home of friend/relative
Data from ITRR 2005 nonresident studies
Top Activities for Montana visitors:
Scenic driving
Wildlife watching
Day hiking
Nature photography
Recreational shopping
Visit historical sites
Flathead Valley Visitor Inquiries
Activity to call center between July 2009 and June 2010 (utilizing FCVB's 800# & website):
Total inquiries to call center 26,282
Total packages mailed 34,693
Inquiry by State - Top 10 states:
Inquiry by activity preference:
Attractions
CA, WA, TX, OR, FL, IL, AZ, CO,
PA, MN
Culture/Arts
Outdoor Adventure
Hunting/Fishing
Lodging
Rafting
Snowmobiling
Skiing
Data from MARS Stout June 2009 - June 2010, includes leads from Glacier Country
ATTACHMENT
Presentation TBID Board of Directors Meeting, September 1, 2010
Kalispell Bed Tax & TBID Marketing Plan — as approved for FY ' 11
Goals:
* Create website
* Contract for PR services
* Create fulfillment piece (travel guide)
* Establish relationships with KDA, KBID
* Commission collaborative branding campaign
* Establish collaboration with local event organizers
* Promote existing events
* Grow winter and shoulder market (Nov -May)
* Capitalize on Canadian holidays
* Incorporate Montana Tourism branding initiative
* Incorporate Montana Tourism strategic plan
Measurable Objectives:
Increase lodging occupancy in Kalispell by 2% (Measured by STR Global destination reports)
Generate 200 qualified meeting and convention leads
Generate 100 qualified motorcoach group leads
Generate 50 qualified sporting event leads
Create promotional database of 2,000+ leisure
travelers
Create a media database of 1,000 travel writers,
editors
* book 2 conv/meetings (goal 100+ ppl, 3+
nights)
* book 2 groups (goal 30-40 ppl, 1+ nights)
* book 1 sporting event
Target Markets:
Individual traveler:
Drive market: AB, WA, MT, ID
Fly market: Seattle, Minneapolis, SLC, Denver, Chicago, Vegas, Phoenix
Group market: Pacific NW/mountain region: AB, WA, OR, MN, CO, ID
ATTACHMENT
Presentation TBID Board of Directors
Meeting,
September 1,
2010
Budget - as approved for FY' 11
Bed Tax Funds
$
83,554
TBID Funds
$
335,000
418,554
Program Description
BED TAX
TBID
Total
Staffing
Program Manager
$
10,554
$
25,000
$
35,554
Sales Manager
$
$
45,000
45,000
KCOC Employee Benefits Pkg (25%)
$
11,400
$
11,400
10,554
81,400
91,954
Admin
Rent ($492/month, includes DSL)
$
$
$
500
5,500
6,000
CenturyLink: 2 Phone, 1 Fax (Avg
$
$
$
$150/month)
200
1,600
1,800
Office Supplies (Avg $75/month)
$
$
$
100
800
900
Postage (Avg $75/month)
$
$
$
100
800
900
Copies (Avg $15/month)
$
$
$
50
150
200
Storage Unit
$
$
$
150
150
300
Insurance
$
$
500
500
Audit
$
$
1,000
1,000
Bookkeeping (Avg $200/month)
$
$
$
900
1,500
2,400
Tax Prep
$
$
200
200
City of Kalispell (2.5%)
$
$
6,800
6,800
2,000
19,000
21,000
% Total
Budget
22%
5%
Fulfillment - Contract Service (MARS Stout,
Missoula)
Phone (800 Line; $26/month)
$
300
$
300
Services (Avg $1,250/month)
$
17,000
$
17,000
Postage (Avg $lk/month)
$
$
15,000
15,000
$
$
$
8%
32,300
-
32,300
Web
Site
Development
$
$
5,000
5,000
Maintenance
$
$
3,000
3,000
$
$
$
2%
-
8,000
8,000
TAC/Gov Conf/Region CVB Mtgs (2 ppl)
2 70$
$
2 70
1%
Opportunity, Joint Ventures
$
2,000
$
1,000
$
3,000
1%
Brandin
$
$
$
5%
g
10,000
10,000
20,000
Event Sponsorship
5 00$
$
5 00
1%
Trade Show Booth
2 00$
$
2 00
0%
Kalispell Chamber VIC Staff Funding
12 00$
12 00$
$
24 00
6%
Sales Calls (Travel, Lodging, Meals)
$
20,000
$
20,000
5%
Consumer/Leisure Marketing (Advertising, Trade
$
$
$
19%
Shows)
5,000
75,000
80,000
Group Marketing (Advertising, Trade Shows,
$
$
$
19%
Incentives)
5,000
75,000
80,000
Publications (Printing & Production)
$
4%
1 00$
15 00$
16 00
Public Relations
$
2%
1 00$
7 00$
8 00
Research (STR Destination Reports)
4 60$
$
4 60
1%
Total $ $ $
83,554 335,000 418,554
ATTACHMENT
Presentation - TBID Board of Directors Meeting, September 1, 2010
TBID Marketing Plan MOVING FORWARD
THE PLAN FOR LONG TERM SUCCESS:
➢ Facilitated strategic planning session
➢ Create the strategic plan
➢ Define our brand / message
➢ Define our marketing plan strategies and action items
IDENTIFY SHORT TERM NEEDS:
➢ Create hotel guide to include in fulfillment packages & visitor centers
➢ Create KCVB meeting planners guide
➢ Improved promotion of hotels and events on Chamber website