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11-10-10 TBID MinutesBoard of Directors Meeting Kalispell Tourism Business Improvement District Wednesday, November 10, 2010 — 3:00 PM Kalispell Hilton Garden Inn Minutes Board Members Present: David Ginepra, Bryan Scott, Arlinna Wolfe, Janet Clark, Lori Fisher and Gib Bissell Board Members Absent: Chris Walters Staff Present: Diane Medler and Joe Unterreiner Guests Present: Lisa Brown Meeting was called to order by Gib Bissell, Vice -Chairman of the Board at 3:00 PM. 1. Hear from the public- None 2. Approved Minutes from the October 13, 2010 Meeting a. Discussion: None b. Action: Motion was made by Janet Clark. Motion was seconded by Gibb Bissell. The board approved motion unanimously. 3. Board Operations a. FY 2011 Q1 Returns: Diane informed the board that she had received that data from the city on the Q1 returns that were submitted by the hotels. Several issues were discussed. i. Sharing of Information: Diane asked the board to address the sharing of information and who this information should be shared with. The board talked about the information being public. No formal action was taken. ii. Irregularities: Bryan and Diane pointed out that there appeared to be irregularities in the returns and asked the board how they wanted to move forward in handling these issues. Bryan suggested that a process be created to insure fairness and objectiveness. The board gave direction to Joe and Diane to create a proposed set of guide lines, actions, and process to handle these types of issues in the future (they will present this to the board in the next board meeting). Until then the board gave them the approval to call any hotelier that they felt had irregularities for the past Quarter. No formal action was taken. iii. Budget Discrepancies: Diane expressed her concern that the amount collected via the tax returns was less than what was expected. Bryan presented the board with several numbers that could be used to assist the board in making modifications to the budget. Bryan expressed that he was concerned that the budget that was passed by the board and presented to the city, was of little relevance at this point and that it needed to be modified. No formal action was taken. b. Business Days at the Capital: Board discussed approving Diane to attend the events of the Business Days at the Capital January 3-4, 2011 to speak with legislators regarding the importance of tourism to our local economy. Lori Fisher made the motion to approve her expenses to attend. Janet Clark seconded the motion. Board passed the motion unanimously. c. Board Meeting Location and 2011 Schedule: Board informally decided that the board would meet on the 1st Wednesday of each month at 3:00 PM at the conference room at the Chamber Office Building. No formal action was taken. d. Recap of Expansion of Air Service Meeting held October 27th: Diane went over the key points of the meeting and recapped the motion approved by the board at the special TBID meeting regarding air service held on Oct. 27th. The board moved to contribute $2,000 towards the outbound marketing plan for a proposed new Allegiant flight. This collection of funds, gathered from several entities throughout the Flathead Valley, will be submitted to Allegiant by Cindi Martin airport director to solidify the new air service to GPI. No action was taken. e. The City of Kalispell provided a draft letter to be sent to the Flathead County Economic Development Authority requesting a meeting to discuss the Air Bank concept, a management model for marketing funds used to capture new air service to Glacier Park airport when it becomes available. The board reviewed the draft letter. Janet Clark made the motion to approve the TBID board chair signing the letter in support of the City initiating the Air Bank discussions with FCEDA. Gib Bissell seconded the motion. Board passed the motion unanimously. 4. CVB Update a. Recap of Strategic planning session and process moving forward- Diane presented the Board with a 6 page recap of the Strategic Planning Session and spoke about the process moving forward using the data collected. No action was taken. b. Recap of Calgary Trade Show- Diane considered the Trade Show a worthwhile marketing venture. She presented the board members with a set of maps, brochures, and information pieces that she used at the trade show. 200 leads were captured which will be shared with any TBID members interested per state bed tax regulations. Some discussion was had as how the leads should be distributed. No action was taken. 5. Other Business a. Web Site Changes: Diane presented an outline of changes to be made to the Kalispell Chamber web site to increase exposure and accessibility to TBID member hotels. Lori Fisher made the motion to approve the changes and the expenses to make such changes. Janet Clark seconded the motion. The motion was passed by the board unanimously. b. Black Friday Advertisement- Gibb Bissell asked for all members who had an interest in doing a co-op "black Friday" advertisement in a Canadian publication to contact him. c. State CVB Meeting- Diane informed the board that she would be attending a Statewide CVB Meeting in Helena on November 18tn Meeting was adjourned by Gibb Bissell at 4:45 PM. Respectfully Submitted: Bryan Scott (Treasurer -Secretary)