04-04-12 TBID MinutesBoard of Directors Meeting
Kalispell Tourism Business Improvement District
Kalispell Chamber of Commerce
April 4, 2012
Minutes
Board Members Present: Janet Clark, Chris Walters, Lori Fisher, Arlinna Wolfe, Dan Moderie
Board Members Absent: Gib Bissell, Lisa Brown
Staff Present: Joe Unterreiner, Diane Medler, Rob Brisendine
Guests Present: Rachel Starr, Alison Keene, Angie Bowman, Theresa — intern from FVCC
Meeting was called to order by Janet Clark, Vice -Chairman of the Board at 3:00 PM.
1. Hear from the public —None
2. Mora McCarthy, Business Resource Consultant with Flathead Job Service, gave an overview of the BEAR
program and information on the Incumbant Worker Training Grand Funds program and examples of how
the TBID members could utilize these programs.
3. Board Action
a. Approve Minutes from the March 7, 2012 Meeting: Discussion: none
Action: Motion was made by Lori Fisher to approve the minutes of the March 7, 2012 meeting. Motion
seconded by Arlinna Wolfe. Board approved unanimously.
b. TBID financial statements: Discussion - None
Action: Motion was made by Lori Fisher to approve the financial statements. Motion seconded by Dan
Moderie. Board approved unanimously.
c. Approval of nominations for vacating board seats: Discussion — Diane reported that nominations were
solicited to fill a large hotel category seat for Lori Fisher's term which expires April 30, 2012 and a
medium hotel category seat for Arlinna Wolfe's term which expires April 30, 2012. Two nominations
were received, both from large hotel representatives. According to the TBID by-laws notification was
sent to all members that the medium seat would be filled by the large hotel nominee until a nomination
is submitted from the medium hotel category. Ballot was sent out to all TBID members requesting a
vote for Angie Bowman or Lori Fisher for the large hotel seat and approval that the person that received
the fewest votes would be placed in the medium seat. Nine ballots were returned with a majority vote
for Lori Fisher.
Action: Motion was made by Chris Walters to accept the slate of officers presented by the TBID
member ballots. Lori Fisher to serve 4 year term beginning May 1, 2012 for the large hotel category.
Angie Bowman to fill the vacating medium hotel category board seat for a 4-year term beginning May 1,
2012 or until a medium hotel representative requests a nomination. Motion was seconded by Arlinna
Wolfe. Board approved unanimously.
d. Election of board officers for May 1, 2012 —April 30, 2013: Discussion —Janet Clark called for
nominations from the board for the vice -chair and treasurer/secretary officer positions. In her absence,
Diane reported that Lisa Brown had submitted a nomination for vice -chair. Lori Fisher agreed to
continue as treasurer/secretary for another year. Janet Clark will move from vice -chair to Chairman
position.
Action: The board approved the appointments unanimously.
e. Approval of FY'13 marketing plan and budget: The board reviewed the marketing plan and budget for
fiscal year 2013.
Action: Lori Fisher moved to approve the marketing plan, budget and allocation of TBID funds for FY'13.
Motion was seconded by Chris Walters. Board approved unanimously.
f. Expiration of $1.25 exception for groups booked prior to July 1 fee increase: Janet Clark discussed the
need to have an expiration date to allow the $1.25 fee to be accepted and recommended it be honored
through Q1 (September 30). This was a question when the TBID was first initiated and there didn't
appear to be many issues at that time. Arlinna stated she has groups booked but not past Q1 and would
request a letter to give to businesses that make standard bookings, similar to the letter from the Mayor
that was provided when the TBID began. Janet requested that the TBID payment reporting form for Q1
include option to report room nights at the two fees.
Action: Lori made a motion that any group blocks done prior to the $2 fee approval will be billed at
$1.25 through September 30, 2012. Motion was seconded by Arlinna Wolfe. Board approved
unanimously.
4. Board Discussion
a. TBID annual financial audit: Diane reported that the City did not require an audit of TBID funds for
FY'11. Moving forward the City will call for an audit when the % of TBID funds as it relates to the City's
entire budget becomes material which may not be for several years. The question to the board is
whether they choose to perform an audit on the financial records independently from the City's
requirements of whether they are satisfied at this time with the monthly financial reports presented to
the board. Joe reported that other Montana TBID communities such as Billings have chosen not to
perform an audit and have not been required to do so by the City. Helena's board has elected to pay for
an audit despite the fact that their city has not required it. The group discussed that the audit could be
a financial audit only or could also cover payment compliance. The group felt that it was necessary, the
money needed for the audit can be used to create ROI for the hotels that would offset the loss, and if
we find discrepancies later on it can be revisited. Audit funds should continue to be part of the annual
TBID budget so they are available if necessary.
5. KCVB Updates
Meeting was adjourned by Janet Clark at 4:35 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
2012 Board Meeting Schedule - Kalispell Chamber Conference Room at 3:00 Pm
PebFUaFy _ :7 APFiI 4 May 2 June 6
July 11 August 8 September 5 October 3 November 7 December 5