03-02-11 TBID MinutesBoard of Directors Meeting
Kalispell Tourism Business Improvement District
Wednesday, March 2, 2011 — 3:00 PM
Kalispell Chamber of Commerce
Minutes
Board Members Present: Chris Walter, David Ginepra, Janet Clark, Lori Fisher, Arlinna Wolfe, Bryan Scott and
Gib Bissell
Staff Present: Joe Unterreiner, Diane Medler
Guests Present: Winnie Storli-Blue & White Motel, Jody Sander -Sterling Hospitality and Greg Peck-JCCS
Meeting was called to order by Chris Walters, Chairman of the Board at 3:00 PM.
1. Hear from the public
Jody Sander, Director of Operations for Sterling Hospitality, owners of the Kalispell Holiday Inn
Express. Jody discussed her company's current search for a manager for the HIE. Jody has been active
in the Spokane TPA (Tourism Promotion Assessment) for 6 years and is interested in how our TBID is
set up. The Spokane TPA charges $2 per night, $1.25 for properties with less than 40 rooms. The hotels
also give 2% towards the Spokane Facilities District. Jody stated that the TPA has been effective in
bringing business to local hotels but provided a warning to be mindful of which events the TBID
chooses to sponsor to assure that it will be effective in bringing increased visitations to the area.
2. Board Discussions
a. TBID quarterly collection audit: Greg Peck with JCCS provided options on how the TBID could
structure an audit depending on the scope of services required. Factors include, 1) sample size
(how many hotels), 2) how many nights tested, and 3) how often (monthly, quarterly, annual).
Greg will prepare a cost estimate showing various levels of service for review by the board at the
April meeting.
b. Officer descriptions: Bryan reviewed Article IV of the TBID By -Laws.
i. Secretary/Treasurer: Bryan expressed concerns that the secretary/treasurer duties have
not accurately reflected the description as stated in the by-laws: a) certificates and
contracts have been signed by Joe or Diane and he doesn't have copies in his possession,
b) he doesn't have access to the bank account when reviewing the monthly financials,
only receives the quick book statements from the bookkeeper. It was recommended by
Greg Peck that Bryan receive copies of the monthly bank statements along with the other
financial statements.
ii. Vice -Chair: Janet requested that a modification be made to the by-laws reflecting that the
vice -chair automatically moves up to the Board Chair position at the next election. This
will be included in next month's consent agenda.
iii. Chair: no comments
c. Board Vacancy: the board reviewed the enclosed memo outlining the nomination and election
process for the board term expiring April 30, 2011. The board identified several of those
procedures that need be added to the TBID by-laws: a) hotel mix, b) process if no nominations
are received from the vacant hotel category, c) nomination and election process as outlined in
memo, and d) officer appointments follow board member terms (May 1 — April 30). These items
will be included in next month's consent agenda.
d. Sales Manager: Diane discussed plans to create a sales manager position to focus on obtaining
larger regional meetings and conventions, sports tournaments and to assist with TBID sponsored
events. This position will be funded by the TBID and will directly report to Diane at the CVB.
The board requested that a small committee be formed to review applications and conduct initial
interviews. The full board will hear and vote on the final applicants. Gib, Lori, Chris and Janet
agreed that the position was essential to begin to build group sales for Kalispell. Lori suggested
that the person does not have to work onsite; it could be someone familiar with Kalispell that
currently lives out of the area. Bryan stressed that he is only comfortable hiring if there is a
clear-cut job description and goals which will produce direct results. David stated that he would
be not comfortable with a sales person that has worked at any of our local hotels in the past.
Chris warned the group that there will be inherent challenges and as a group we may deliberate
over salary/bonus plan but it is important to get the person onboard and researching leads. Diane
will create the position description and compensation schedule to present at the April meeting.
a. Budget review — branding, marketing and website: the group reviewed the cash flow analysis for
FY' 11 and FY' 12 showing fixed and known projected costs. Diane discussed the process
moving forward to complete the branding and marketing strategy. Partners Creative is in the
process of creating the branding message and creative elements, scheduled to be completed in
April. The board will have an opportunity to review. The marketing strategy will be solidified
and reflected in the FY' 12 marketing plan, draft to be presented April board meeting.
Website: Diane discussed the options for selecting a company to build the website, a) ask
Partners (as our agency of record) to submit a proposal based on the requested framework
of the site and TBID budget amount, or b) go through a RFP/bid process to receive other
proposals. Diane stressed that option A would enable us to have the website up and
running a couple months sooner than option B. Bryan stated that he is cautious of
Partners Creative and concerned about what we would receive from them. He'd prefer
that we received other proposals. The remainder of the group felt comfortable asking
Partners to submit a proposal based on the need to complete the website as soon as
possible. It was agreed that Diane would type up an outline of the website (proposed
content, structure and functionality) including samples of websites that Partners has built
and send to the board via email for informational purposes. If a board member has
questions or suggestions that should be noted in a reply to Diane's outline. The proposal
from Partners will be a consent agenda item on the April board meeting.
3. Consent Agenda
a. Approve Minutes from the February 2, 2011 Meeting:
Discussion: None
Action: Motion was made by Lori Fisher to approve the minutes as written. Motion seconded by
Janet Clark. Board approved unanimously.
b. TBID financial statement:
Discussion: None
Action: Motion was made by Gib Bissell to approve the financial statements. Motion seconded
by Lori Fisher. Board approved unanimously.
4. CVB Updates
Diane provided a mid -year report outlining the projects and results for leisure travel promotion,
groups/meetings, the process of creating the Kalispell brand, status of other foundation initiatives
(brochures, visitor guide, website upgrades), events and infrastructure.
Meeting was adjourned by Chris Walters at 5:00 PM.
Respectfully Submitted: Diane Medler