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08-03-11 TBID MinutesBoard of Directors Meeting Kalispell Tourism Business Improvement District Wednesday, August 3, 2011— 3:00 PM Kalispell Chamber of Commerce Minutes Board Members Present: Chris Walter, Dan Moderie, Janet Clark, Arlinna Wolfe, Lisa Brown Board Members Absent: Gib Bissell, Lori Fisher Staff Present: Diane Medler Guests Present: Angie Bowman, Holiday Inn Express Meeting was called to order by Janet Clark, Vice -Chairman of the Board at 3:00 PM. 1. Hear from the public Wade Elder, City of Kalispell and Mark Campbell, Fairgrounds manager Wade Elder, City of Kalispell, and Mark Campbell, Fairgrounds Manager presented the proposed utilization of the West Side TIFF funds for a Fairgrounds multi -use facility. It was explained that the City approached the Fairgrounds as a possible project site to enable the Westside TIF to be extended. The fairgrounds project includes a multi -use building to be used in conjunction with the existing trade show building to accommodate larger groups/tournaments and events. Proposed components of the building included flexible space for 700-1000 people that would include kitchen facilities and locker rooms/changing areas, and would be connected to the existing building by a covered walkway. Lisa asked what the reasoning was for the 700-1000 number. The fairgrounds felt it was larger than the hotels could currently accommodate so it wouldn't be competing for the same audience. The board expressed concerns that ultimately the space would be competing for the same business in order to fill it during the off-seasons. Chris understood the need to find a project to attach to the TIF but felt his hasty decision does not address the due diligence needed to meet needs of local businesses and particularly the hotels. He also expressed concerns about our transportation barriers, do we have the flights available to bring in groups of that size. The board agreed that a sports tournament facility was needed, such as a mini- Metra. The Fairgrounds is bringing in a consultant the end of the month to look at the plan. Mark and Wade would be available to report on any updates at the September TBID board meeting. 2. Board Action a. Approve Minutes from the July 6, 2011 Meeting: Discussion: None Action: Motion was made by Arlinna Wolfe to approve the minutes as written. Motion seconded by Chris Walters. Board approved unanimously. b. TBID financial statements: Discussion - None Action: Motion was made by Chris Walters to approve the financial statements. Motion seconded by Dan Moderie. Board approved unanimously. c. Kalispell horse racing: Diane brought forth to the board a request by the horse racing committee for a $1,000 sponsorship to help offset costs of this year's event. The county does not support horse racing it is funded through private donations. The committee feels there is potential to continue to grow the event. It pulls trainers from MT, WA, ID, OR and Canada. A Montana circuit helps to increase potential for more races. Missoula and Great Falls are not holding races this year due to budget constraints. The board concerns were that the events falls in the busy summer months and our sponsorship dollars should be directed towards events during the shoulder and winter seasons. Other board members felt it was a good event to sponsor even though it currently is held only in the summer. They would like to see it grow. It was put to a vote but majority decided not to sponsor at this time. Action: Motion was made by Lisa Brown to wait until next year to determine if it is an event the TBID should sponsor. Motion seconded by Dan Moderie. Motion passed 3-2. 3. Board Discussion a. TBID quarterly payment form and policy: Janet, Gib and Diane met with Charlie Harball to get clarification on the TBID Payment General Instructions policy. The City of Kalispell is prepared to initiate the Failure to Collect and Report collection process as stated in the policy if instructed by the TBID board. The board discussed the steps that should be followed to assure the delinquent hotel has received ample notification prior to passing on to the City Treasurer. It was agreed that it was important to respond to non-payment first with a call from Diane within 5 days following the due date. If there was no response to the reminder it indicated a certified letter from the TBID board will be sent to facility. If no response within 10 days of receipt of letter than Kalispell City Treasurer would be notified and collection process executed. Diane will first check on the collection procedures followed by Bed Tax. Based on that information she will send an outline of the procedure along with the revised Payment General Instructions policy and payment form to the board via email for action by written consent. b. City of Kalispell Administration Fee: The City has agreed to cap the TBID administration fee to $5,000 per fiscal year. This will be retroactive to the 3rd quarter so we will receive a credit of $748 which will be applied to the 41h quarter payment. c. TBID fee policy regarding govt. exempt: the group agreed that the TBID policy follows bed tax policy d. Visitor Center hotel referrals: the VIC receives numerous requests for recommendations on where to stay. They direct visitors to the Kalispell hotel directory either online or in print. If a visitor is looking for reservations for that evening they call the list of hotels (as selected by the visitor) to see if there is availability. Diane asked the group whether the hotels could provide notice when they have availability especially during summer months. The group felt that calling the individual hotels is the best method but also any hotel that has availability would benefit by calling the VIC. e. MLHA request for support of legislative initiative to protect tourism funding: Diane read the letter from Stuart Doggett of MLHA requesting sponsorship of MT tourism PR initiative. The sponsorship would help to fund efforts to educate the public and politicians on impact of tourism on economy, before and during the next legislative session through the efforts of a dedicated PR person and media firm. MLHA has pledged $40,000. Sponsorship levels were outlined in the letter ranging from $500 to $20,000. The group agreed it was important but we'd have to determine what we can spend based on this year's budget. A suggested amount was $2,500. It was also suggested that we go through the Chamber and solicit other businesses to contribute to the fund. The item will be placed on next month's agenda for action. Meeting was adjourned by Janet Clark at 5:00 PM. Respectfully Submitted: Diane Medler For Further Information, Please Contact Gib Bissell, Board Chairman, gib@aeroinn.com or 406-755-3798 Diane Medler, CVB Director, dianem@kalispellchamber.com or 406-758-2808 Board Meeting Schedule for 2011 - Kalispell Chamber Conference Room at 3:00 Pm jaRUaFy 9 ` 4 Marc--h P APFOI 6 May 4 August 3 September 7 October 5 November 2 December 7