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01-08-13 DBID MinutesKALISPELL BUSINESS IMPROVEMENT DISTRICT BOARD MEETING MINUTES Meeting date: January 8, 2013 Location: 14 V1 St. E., Kalispell, MT. PRESENT: Margaret Lekander (Chair), Pam Mower, Janet Clark, Marshall Noice, Tim Price, Jon Fetveit, John Hinchey & Pam Carbonari (BID Coordinator) ABSENT: None PUBLIC IN ATTENDANCE: No one MEETING CALLED TO ORDER AT 8:10 AM by Chair, Margaret Lekander MOTION: to approve the agenda dated 1/8/13 by Marshall and second by Janet Clark— Approved unanimously. Motion to approve the minutes of 12/4/12 by Janet Clark with a second by John Hinchey — Motion was approved unanimously. HEARING OF THE PUBLIC: None BUSINESS: Downtown WIFI —Jon Fetveit reported that he has begun preliminary investigation about the feasibility of providing WIFI for the downtown core. It appears that the cost would be a minimum of $5000 to get up and running and then approximately $500.00 per month. The area covered would be approximately 1 kilometer radius. People accessing the system would be limited by band width and/or time. More information will be gathered and Jon will report back. Advertising/Marketing - Board discussion continued from prior meetings regarding the types of advertising and marketing the board supported. Everyone supported the internet as this is an option to reach tourists. Billboards remain a possibility in the Whitefish area to attract visitors from Canada. Facebook has changed the way in which postings are distributed and have implemented a system that you have to pay to reach a broader group of users. Pam was instructed to have our contractor spend additional advertising dollars to reach more users and also to communicate the need for pictures and videos on our facebook posts. The cost of utilizing this facebook option is approximately $10.00 - $15.00 per day and will be utilized when advertising KDA supported events. Pam reported back the cost of advertising with bus wraps and at bus shelters. The only bus wrap available at this time is the Columbia Falls route and it was determined not to pursue the wraps at this time. The board determined that there was not enough value for the dollar in the bus shelter advertising for the BID. The board directed Pam to continue looking into options to promote "business of the week/month". Continued conversation and budget preparation will concentrate advertising dollars spent with on line marketing and the possibility of utilizing a marketing consultant to help develop our strategy. Some board members would like to see a continued presence in print advertising. Jon Fetveit felt that there is still value in print. The board would like to know what the DIL circulation numbers are. Margaret Lekander spoke in favor of on line advertising in Canada instead of print. She suggested that if we do print in Canada that the advertising dollars be spent with the Lethbridge Shopper. The board was given a calendar of events and meeting dates. The KDA will be taking the lead this year on The Taste of Kalispell and will continue with all of the events from last year. Thursdaffest begins June 27. 2012 — 2013 monthly budget was presented to the board. Due to a lack of time, the budget discussion will continue at future meetings. The budget will need to be presented to the City of Kalispell by May 1, 2013. Two board members terms expire April 30, 2013. Marshall Noice and Janet Clark will need to submit a letter of interest for renewal. A discussion regarding board appointments will happen at an upcoming meeting. Pam C. presented the bids for planting our Main Street hanging pots. Two quotes were requested and received. Wild Geese Gardens quoted $40.50 per pot and Plantland was $27.50 per pot. A motion was made by Pam Mower with a second from Janet to award the bid to Plantland. The BID has carried D & O Insurance through Hub International. Pam C. questioned the need for the insurance being that the BID was authorized by the City and Board Appointments are made by the City Council. After discussion with the City of Kalispell Attorney, Charlie Harball, Pam recommended that we cancel the D & O Insurance because we would be covered by the City insurance carrier, Montana Municipal Insurance Authority. After discussion a motion to cancel the insurance was made by Jon Fetveit and seconded by John Hinchey. The motion passed unanimously. No New business ADJOURN Janet Clark moved to adjourn the meeting at 9:50 AM, seconded by John Hinchey - Approved unanimously. NEXT MEETING Tuesday, February 5, 2013 at 7:30 AM — Whipps Building, Second Floor Conference Room Respectfully submitted, Pam Carbonari, BID Coordinator On behalf of the BID Secretary January 7, 2013 Coordinators Report to the Board MEETINGS • CORE review committee met in December with the financial consultants from Willdan Financial. They presented the draft feasibility plan. Work is expected to be done by the end of March with a preliminary plan presented in February. I also met with Willdan in a separate meeting to discuss other issues in my opinion that they should be addressing in the plan. • Park Bench project for the BID is complete. 10 benches outside of the district were not restored. COMMUNICATION/COORDINATION • The Christmas decorations in downtown are scheduled to be taken down the weekend of January 28. • I was a guest on KOFI December 7 to talk about the Art Walk and upcoming downtown events. • I received two quotes for the hanging planters on Main Street utilizing our own pots that we are purchasing. One quote from Wild Geese Gardens was $40.50 per pot and Plantland was $27.50 per pot. Both quotes include soil moist and delivery. A board motion on this item is requested. • I will be meeting with Diane Medler and Katharine Thompson to continue the work on the way finding signage this Thursday. Final documents from our consultant have been sent and will be reviewed by the three of us. Next step is securing the ROW permits from MDOT and then an RFP for manufacturing and installing the signs. • I requested a meeting with Charlie Harball the City Attorney regarding D & O insurance for BID Directors. I asked if there was really a need to secure individual D & O insurance being that the board is appointed by the City Council. I request a discussion and motion on this issue at the meeting on January 8. • I contacted the sales representative from Chandler Communications regarding bus wraps and the signs in the bus shelters. This information will be presented as an item of business during our meeting January 8. • Alert Securities have been contacted twice regarding the cameras downtown. I anticipate some information soon and will schedule discussion for the February meeting. • Paul Faesele — Downtown Ambassador is now on winter lay-off. EVENTS • The Art Walk was a great success once again. We had Paul empty the garbage cans before and after the Art Walk which worked really well. • We have had another First Friday this past week. The number of shoppers was down but all of the businesses indicated that they thought that would be the case. We will have a First Friday in February on February 1. They all indicated that they were very satisfied with the business traffic this holiday season. • Plans are underway for the Chocolat Affaire which will be held on Friday, February 8, 2013. This year the "after" party will be held at the Red Lion Inn. The event hours are 5:00 —10:00 with chocolate tasting at the businesses from 5:00 — 7:00 and then Jazz music, awards and door prizes from 7:00 —10:00 PM. John Simpson and Don K Chevrolet have agreed to sponsor the band for a 3rd year. • Work is beginning on Thursday!Fest. We have set our dates and are beginning to get bands under contract.