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02-05-13 DBID MinutesKALISPELL BUSINESS IMPROVEMENT DISTRICT BOARD MEETING MINUTES Meeting date: February 5, 2013 Location: 14 3`d St. E., Kalispell, MT. PRESENT: Pam Mower (Vice Chair), Janet Clark, Tim Price, Jon Fetveit, John Hinchey & Pam Carbonari (BID Coordinator) ABSENT: Marshall Noice & Margaret Lekander PUBLIC IN ATTENDANCE: Jim Ness, Katharine Thompson, Tom Lotshaw (DIL) & Dillon Tabbish (The Beacon) MEETING CALLED TO ORDER AT 7:35 AM by Vice Chair, Pam Mower MOTION: to approve the agenda dated 2/5/13 by John Hinchey and second by Janet Clark — approved unanimously. MOTION: to approve the minutes of 1/8/13 by John Hinchey with a second by Janet Clark — Motion approved unanimously. HEARING OF THE PUBLIC: Jim Ness, President of the KDA reminded everyone about the upcoming Chocolat Affaire this Friday in downtown and also about First Fridays, the first Friday of each month which is gaining momentum. He also reported that the KDA will be holding a business social to discuss events, advertising opportunities, KDA membership and gather ideas and input from downtown and local businesses. Katharine Thompson with the City of Kalispell Economic Development office reported on the CORE review process and that the financial feasibility study will probably be delayed until April or May. She also reported that the Wayfinding Signage project is still moving forward with the city preparing a cost to fabricate and install the signs. The city wide signage project under the direction of the KCVB is also moving forward. BUSINESS: CITY MANAGER — Doug Russell attended the meeting at the invitation from the Board to discuss the City's Audit report and the article in the DIL regarding the findings. It was related to Mr. Russell that the board was concerned about the appearance that the BID had been singled out in the article regarding approximately $1500 worth of credit card receipts that were not attached to the credit card statement. Mr. Russell indicated he had no control over the media and that he was not trying to create a bad press for the BID. He also agreed that it was a small item that has been corrected and that the city is the ultimate responsible party. It was explained that the past policy was that the BID would maintain the original receipts and just turn in a copy of the credit card statement which had been reviewed by a board member for payment. Receipts will now be attached to every bill submitted for payment and copies of the receipts will be maintained in the BID office. COMPLETELY LOCAL — Daryl Stone and Kevin Avison presented a coupon marketing idea that is currently operational in Poison and will be soon in Bigfork. Businesses would sign up for a membership in what would be called Kalispelldeals.com. The business would offer a coupon once a week and Completely Local market the website through Facebook, posters at businesses and QR codes. Individuals sign up to receive the weekly coupons through email. Board discussion was held regarding cost and whether this was a program for the BID or the KDA. The option of where this would be offered and the possibility of offering a discount to KDA members if offered to businesses outside of the Downtown was discussed and a discount to KDA members was generally supported. Tim questioned if there is a point where you reach to many businesses and if there should be a limit. It was determined to send this idea to the KDA Board and see if this would be supported and a good fit for the KDA. SECURITY CAMERAS - Discussion continued regarding the possibility of security cameras downtown. Information regarding cost was received by Alert Securities. They are suggesting a wireless system that would cost somewhere around $5000.00 per block. The Board would like to explore the possibility of utilizing existing cameras in the downtown and would like to engage another business to explore costs and ideas as well. Pam should contact other communities to gather information from cities that are currently using a security system. Additional information and discussion will continue at a future meeting. DOWNTOWN WIFI — Jon Fetveit will continue to look into this and request additional information and probable cost. SOCIAL MEDIA — Open discussion was held regarding search engine marketing, paid ads on Google, utilizing key words on our web site like Glacier, and the possibility of hiring a marketing consultant to manage on line advertising. The board requested that they receive monthly reports regarding our facebook page including $ spent, how many posts and how many clicks. Social Media will continue to be explored and addressed again at future meetings. COORDINATORS CONTRACT — The board held two closed personnel meetings to discuss the Coordinators contract during the month of January. Jon Fetveit made a motion to approve the contract with the terms as discussed during the personnel meetings. The motion was seconded by John Hinchey and approved unanimously. COORDINATORS REPORT: A written report was presented to the board. The only item that needed additional discussion was an option of developing a Fagade Improvement Program for the BID. This has been discussed in the past. The board agreed that they would like to move this forward. Pam indicated that there is a possibility of applying for a grant through the Montana Main Street program to potentially increase the amount of money available to offer in a program. John Hinchey made a motion with a second from Jon Fetveit to apply for a $10,000 grant if the option is still available. The motion passed unanimously. The board also requested that Pam begin working on a program for review by the board. New business — No new business ADJOURN Janet Clark moved to adjourn the meeting at 10:00 AM, seconded by John Hinchey - Approved unanimously. NEXT MEETING Tuesday, March 5, 2013 at 7:30 AM — Whipps Building, Second Floor Conference Room Respectfully submitted, Pam Carbonari, BID Coordinator On behalf of the BID Secretary February 5, 2013 Coordinators Report to the Board MEETINGS • CORE review committee did not meet in January but will meet in February with the financial consultants from Willdan Financial who will present the draft feasibility plan. • A wayfinding signage conference call was held with Diane Medler, Katharine Thompson and our consultant from Cygnet Strategies. There remain a few items that need clarification from the consultant and we will receive the information this week. I have had initial conversation with the City Manager regarding the possibility of a partnership with the City and the BID for fabrication and installation to be handled by the City Streets and Signals department. We should receive cost a cost estimate from the City in February. • We are now beginning conversation on the message and location plan for city wide wayfinding signage. Initial work of design was completed in conjunction with the downtown plan for continuity of design city wide. • I attended the City Council work session meeting regarding alcohol in city parks. The council determined to authorize a one time exception for the Hockey Association at the ice rink and will continue to look at other possible changes in legislation. I will continue to watch this as they move forward. COMMUNICATION/COORDINATION • Paul Faesele — Downtown Ambassador is on winter lay-off but was brought in for one day to empty the decorative trash cans in the BID district after the First Night Flathead celebration. A reminder has been made to the City that they are responsible to empty the cans from November — April. • A request has been made to both the Parks Director and the City Manager to include in the 2013 — 2014 budget $3,000.00 to complete the bench project downtown. 10 remaining benches located on Second Ave. West outside of the BID boundaries are in need of powder coating. We will continue to pursue this item as an inclusion in the City budget. • Alert Securities has indicated that they will have information for us regarding initial cost estimates and a plan for initial coverage of security cameras downtown. This information should be available for our February meeting. • In response to the City of Kalispell financial audit, all credit card purchase receipts have been delivered to the city finance department. Copies of receipts will be held at the BID office. This is a change from the past agreement with the City that required an authorized signature from a BID Board member and financial budget coding for submittal for payment. • I prepared the annual year end letter for review and signature of Chair Margaret Lekander. The letter was copied and mailed to BID property owners. The City of Kalispell supplied us with address labels of the property owners based on the latest tax assessment. • The Montana Main Street program is soliciting grant requests for projects in cities affiliated with the program. A brief discussion about board interest is requested at the February meeting. • I received an email from Attorney Dan Hileman indicating that he is representing Robin Graham regarding her injury at Thursday!Fest in 2011. He has been unable to resolve the claim with our insurance company and will be filing a complaint in District Court on her behalf • An email was received 2/4/13 from Alert Securities with a suggested plan and estimated cost for security cameras. This information will be presented to the board for discussion 2/5/13. • Working with Speaker Mark Blasdel, the DOR Liquor Control Division Administrator Shauna Halpert has contacted us about the issue regarding parklets and the serving of alcohol. The initial discussion appears that it will not be an issue requiring a change in legislation but just an interpretation and acceptance by Liquor Control to allow the use as long as there is a City ROW. More information will be following and I will keep you informed. • The City of Kalispell must have documentation regarding the expenditure on the credit card for the facebook postings. A motion to approve the expenditures on an on -going basis is needed. I will attach a statement indicating the authorization to each VISA bill to act as a receipt. • Welcome packets were delivered to The Brix and Summit Cycles. • Conversations regarding the possibility of two restaurant businesses moving to town were held. Both businesses would consider Main Street locations. One of the restaurants is looking for a beer and wine license the other already has a license. • On behalf of the new brewery, I had two meetings at City hall to discuss the sewer impact fee. The brewery will continue to address the issue with the City in hopes of lowering the current anticipated fee of $45,000.00. The brewery hopes to open in June. • A self evaluation was prepared for the board regarding contract services for 2012 work performed. EVENTS • Downtown retailers determined that the hours for First Friday should be changed for the winter and spring from 5:00 — 8:00 to 5:00 — 7:00. The number of shoppers remains low but the retailers still think this is something to continue and are hopeful that it will become a popular event. • The Chocolat Affaire will be held this Friday, February 8, 2013, from 5:00—10:00. John Simpson and Don K Chevrolet are our band sponsors and the music event will be held at the Red Lion Hotel. We have 28 businesses that are participating in the chocolate walk. • Thursday!Fest begins — June 27 through August 24. Food vendors, artist and craftsmen and musicians are already contacting us for applications which will be emailed in March. • I met with Gretchen Apgar regarding The Taste of Kalispell. Mike and Gretchen Apgar will remain the "owner" of the event helping with and sponsoring the event. The KDA will take over the lead role in organizing the event. The main beneficiary of the profits will remain The Museum at Central School with the KDA receiving an administrative fee.