12-05-12 TBID MinutesBoard of Directors Meeting
Kalispell Tourism Business Improvement District
Kalispell Chamber of Commerce
December 5, 2012
M i notes
Board Members Present: Janet Clark, Gib Bissell, Chris Walters, Dan Moderie, Lisa Brown, Lori Fisher
Board Members Absent: Angie Bowman
Staff Present: Joe Unterreiner, Diane Medler, Fbb Brisendine
Guests Present: Paul Bell - Travelodge, Winnie Storlie - Blue & White Motel
Meeting was called to order by Janet Clark, Chairman of the Board at 3:05 FM.
1. Hear from the public- none.
2. Board Action
a. Approve Minutes from the November 7, 2012 Meeting:
Action: Motion was made by Gib Bissell to approve the minutes. Motion seconded by Lisa Brown.
Discussion: none. Board approved unanimously.
b. TBID financial statements:
Action: Motion was made by Lori fisher to approve the financial statements. Motion seconded by Lisa
Brown. Discussion: none. Board approved unanimously.
c. Approval of initiative and draft terms of agreement to accept lodging properties outside the established
district as members of the TBID:
The draft Kalispell TBI D Associate Member Contract was distributed to the board prior to the meeting
for review. Properties outside our established TBID district have expressed interest in joining the TBID,
to collect the nightly fee and be included in the marketing initiatives. At the November 7th TBID meeting
the board directed Diane to meet with Charlie Harball and explore the feasibility of allowing members in
on a voluntary basis and what the procedure would be for approval. Charlie Harball stated that the
voluntary members would be bound in a contractual relationship, not through the same authority as the
in -district lodging properties. Acontract would be drafted and language added to the TBID bylaws. The
contract and the revised bylawswould be presented to Clty Council for approval. Upon approval by
Council the TBID Board would then have authority to approve individual properties as an Associate
Member on a case -by -case basis. He suggested that Diane draft the main points of the contract and
present to the TBID board for approval. Upon approval from the board to move forward with the
initiative, the outline of the agreement will be sent to Charlie Harball to finalize.
Draft contract discussion: Chris questioned why the Associate Members would be designated as non-
voting/ex-officio board members. Gib clarified that the Associate Memberswould be out of district and
therefore not allowed to be a full board member. Lisa discussed her concerns that right now we are
only looking at two properties interested in joining. We want to make sure we are taking care of our
established district and that we are ready to expand. Chris felt that our focus and marketing initiatives
would not change, we would just have additional resources. Janet pointed out that we still have hotels
that aren't up to capacity, is it advantageous to bring in others when we're not sure how the new
properties perform in occupancy? Will it take away from our current members? It wasstated that the
two properties are dose to Kalispell; in fact a consumer would not know the difference as they have a
Kalispell mailing address. They are already benefiting from our efforts (such as Dragon Boat) so the TBID
should benefit from the revenue that would be generated by the TBIDfee. Additional discussion point
was that the two budgets (bed tax and TBID) are aligned to support the same marketing plan. The
Associate Memberswould only be included in marketing initiatives funded by TBID. If there isa
program identified as only funded by bed tax that would include a listing of the TBID hotels then Diane
will adjust the funding accordingly. It was also pointed out that since one of the interested properties,
Best Western, has meeting space they will receive any applicable RFP's and be in competition for that
bud nesswith our other TBID hotels. The group agreed that it is best to start with a narrow focus, only
accepting Associate members from properties that have a Kalispell physical address. Perhaps in the
future that may be expanded. That boundary would range from Glacier Park Intl Airport on Hwy 2 East,
Majestic Valley Arena on Hwy 93 North, Kila on Hwy 2 West and the Best Western on Hwy 93 South.
The board discussed the level of notification and approval that should be sought from the full TBID
membership. It was agreed that the full membership should be duly notified and give an opportunity to
voice their opinion both at aboard meeting and by a vote of support, neutral or non-support on a ballot.
Action: Chris moved to submit a ballot to all TBID members soliciting a vote of approval or non -approval
to approve the authority for the TBID to accept lodging properties outside the established district that
have a physical address of Kalispell. Gib seconded the motion. Discussion: The board discussed that
first the board needs to take a vote to show approval by the board to form the TBI D Associate
Membership. At that point a letter demonstrating the board's approval and ballot can be generated to
each TBID property within the established district. Motion amended. Board unanimously voted to
decline original motion.
Action: Gib moved to approve the initiative to create a Kalispell TBID Associate Membership, allowing
lodging properties with a physical address of Kalispell to voluntarily join the TBID based on the TBID
Associate Member contract. Motion was seconded by Lori. Discussion: none. Board approved
unanimously.
Action: Chris moved that the board should draft a letter summarizing the initiative and outlining the
boundaries and terms of agreement for the TBID Associate Membership. The letter and ballot will be
distributed to each TBID owner or designated representative. Completed ballotswill be brought to the
January TBID meeting for review. Based on the returned ballots the board will decide to submit the
TBID Associate Membership contract to City Council for approval. Motion seconded by Gib. Discussion:
none. Board approved unanimously.
3. Board Discussion
a. NW Montana Golf Association: Lisa Brown discussed the golf association and the concern that due to
the high percentage of members from WFvs. Kalispell that the marketing focus of the Association may
swing towards promoting WF hotels as part of the golf packages sold by Rathead Travel. Currently the
Fed Lion and Hilton are Kalispell members. Kalispell is home to the majority of golf courses and is in a
great central location for all valley courses. Visitations centered around golf trips extend into the spring
and fall seasons and would positively impact all of our TBID members. The cost of membership is
approx. $3,000 annually but it is not dear whether our member hotels could be promoted. It was
discussed that even if we are just able to promote our website in the NWMGAcollateral that leads
consumers to our hotels so would be advantageous. Diane will attend the next Golf Association meeting
and find out the details of a KCVB membership.
Bud ness meeting was adjourned by Janet Clark at 3:58 FM
4:00 Year in Fbview Presentation
5:00 Holiday Fbception
F;bspectfully Babmitted: Diane Medler
For Further Information, Please Contact
Janet Clark, Board Chairman, jca@darkmontana.com or 406-261-0027
Diane Medler, CVB Director, dianem@kalispellchamber.com or 406-758-2808
2012 Board Meeting S�hedule - Kalispell Chamber Conference Fbom at 3:00 Phi
Ne-January M eet i n Pabruary 1 ApPO-4 May-2 12
July 11 Augu6t 9 09pfember-5 7 DAMMbeK 5