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08-06-14 TBID MinutesBoard of Directors Meeting Kalispell Tourism Business Improvement District Kalispell Chamber of Commerce August 6 2014 Minutes Board Members Present: Chris Walters, Janet Clark, Gib Bissell, Vanessa Nordahl, Dan Moderie Board Members Absent: Lisa Brown, Lori Fisher Staff Present: Diane Medler, Rob Brisendine, Joe Unterreiner, Vonnie Day Guests Present: Scott Rieke, Best Western Flathead Lake Inn & Suites Meeting was called to order by Chris Walters, Chairman of the Board at 3:08 PM. 1. Hear from the public — Bob Pecora spoke on behalf of Rim Ranch Junior Rodeo. Bob has worked with the Lisa and Bruce Rianda in several other events. They have been putting on this rodeo for a few years with approx. 300 youth contestants. Important to get youth involved in the sport so we maintain the participants during high school and professionally. In past year the majority of participants have been from the Flathead Valley. They haven't been able to promote regionally because of limited funds (event is personally funded by Lisa and Bruce Rianda). Bob feels strongly that they will be able to attract kids from Canada and other drive markets as a youth/junior rodeos are not available in many locations. The Rianda's put on a professionally run event. 2. Board Action (includes action items from July agenda) a. Approve Minutes from the June 11, 2014 and July 9, 2014 meetings: Action: Motion was made by Gib Bissell to approve the minutes. Motion seconded by Dan Moderie. Discussion: none. Board approved unanimously. b. TBID financial statements for May and June 2014: Action: Motion made by Janet Clark to approve the financials. Motion seconded by Gib Bissell. Discussion: none. Board approved unanimously. c. Appointment of Vice -Chair: Vice Chair position has been vacated as Angie Bowman has left the Homewood Suites. Vanessa Nordahl, General Manager of Homewood Suites agreed to the nomination. Action: Board approved unanimously. d. Policy Review — Lead Distribution: Action: Motion made by Chris Walters to approve the Lead Distribution Operating Policy. Motion seconded by Gib Bissell. Discussion: none. Board approved unanimously. e. Policy Review — Special Event Ancillary Activities: Action: Motion was made by Janet Clark to approve the Special Event Ancillary Activity policy. Motion seconded by Chris Walters. Discussion: none. Board approved unanimously. f. KCVB event grant requests: Summary of grant requests distributed to board. 1)Rim Ranch Junior Rodeo, Majestic Valley Arena, October 18, 2014. Currently local rodeo with minimal out of market participation but staff sees opportunity for group to incorporate regional rodeo component next year. Staff recommendation: sponsorship of $500 with additional in -kind marketing at value of $500. 2)Huckleberry 100, downtown Kalispell, September 20, 2014. We have supported past two years, event has experienced growth, doubling participation each year. This year anticipate 500-600 riders with 35% out of market, creating 150-200 room nights. Staff recommendation: $2,230 to be used for out of market promotion. 3)Montana Reined Cow Horse Futurity, Majestic Valley Area, October 10-12, 2014. Annual event, draws regionally approx. 300-400 participants with 98% out of market, 35% of which is from Canada. Participants have high disposable income and typically do not stay in horse trailers. Staff recommendation: requested sponsorship of $500. Action: Janet Clark moved to accept staff recommendations for all three events. Motion was seconded by Gib Bissell. Discussion: Important to support events held at Majestic Valley. Rim Ranch organizers were strong supporters and volunteers at state high school rodeo finals. Staff has confidence in the ability to increase OOM participation at each of the events. Board approved unanimously. g. Staff FY'15 bonus program: executive board and staff had not been able to meet prior to meeting. Discussion and action postponed. 3. Board Discussion a. Dragon Boat update: 72 teams, 43% OOM. Number of local teams decreased but same level of OOM teams as last year. Still anticipate a few more teams from Canada to sign up. Sponsorships down this year, we'll have a tight budget. Looking for areas to cut back. b. High School Rodeo Finals: ITRR data showed 93% OOM, 39% stayed in hotels/motels with an average of 5.8 nights. Spent $715/group during their visit. State Association is considering moving the event a week later in June to eliminate the conflict with high school graduations. c. Cultural Exhibit: Considering a couple options for a cultural exhibit in Kalispell. This would be an exhibit that has previously been in major metropolitan areas such as NYC. Something that has not been in Spokane or other close drive markets. Interested in including an educational element, getting the state school boards to include in their curriculum to create school visits from other parts of the state. Considering a March — September 2016 timeframe. Having the event run over the summer limits risk for tickets sales, able to take advantage of high numbers of visitors in summer. Looking for a location in downtown Kalispell. d. KCVB Updates: Travel Writer FAM --Did not receive enough interest (availability) from Tier 1 journalists for a fall FAM so we are moving it to winter. This will serve to reinforce the strong marketing campaign we'll be implementing for winter. Montana Dept. of Commerce TIIP Grant — Diane completed an application for the Tourism Improvement Infrastructure Program grant to obtain funding for the city-wide wayfinding system. Results available in October. Legislator Letter— Based on conversations at previous TBID board meetings Diane prepared a letter to be sent to Voice of Montana Tourism and Tourism Matters to Montana outlining the TBID's concerns about the proposed legislation to request 1.5% of the current 3% lodging tax be redirected back to tourism marketing. Letter will be posted on TBID website. TBID Quarterly Payment — Q4 collections showed an 8% increase in room nights YOY. This included collections from Homewood Suites during FY14. Meeting was adjourned at 4:30 PM Respectfully Submitted: Diane Medler For Further Information, Please Contact Chris Walters, Board Chairman, chris.walters@hilton.com or 406-758-2570 Diane Medler, CVB Director, diane@discoverkalispell.com or 406-758-2808 Kalispell Convention and Visitors Bureau Event Proposal Summary 08.06.2014 Tourism Business Improvement District Board of Directors Meeting 1. Huckleberry 100 Downtown Kalispell September 201h, 2014 Well organized 100 mile bike ride around the Flathead Valley that has strong history and great long-term potential. The organizing group Fresh Life Radio has hired an independent event organizer Stephanie Leclerc to facilitate all operational aspects of the event. We have supported this effort the last 2 years and they have experienced growth year over year doubling participation each year. This year they anticipate 500-600 riders with 35% coming from out of market creating 150-200 room nights. Huckleberry 100 is requesting $3000-$5000 in marketing co-op and has attached a marketing plan and anticipated expenditures to event proposal form. Staff recommends continued support and based on out of market marketing plan grant amount of: $2230 2. Montana Reined Cow Horse Futurity Majestic Valley Arena October 10th —12th, 2014 Annual event held in Kalispell that draws regionally to the MVA of approximately 300-400 participants with 98% out of market including Idaho, Washington, Oregon, California, Wyoming, North Dakota, Nevada and 35% from Alberta / BC. The participants have a high disposable income and typically do not stay in horse trailers like most typical equine events. We supported the event last year as a requested sponsor. Staff recommends granting the requested sponsorship amount of: $550 3. Rim Ranch Junior Rodeo Majestic Valley Arena October 18th, 2014 Currently a local rodeo with minimal out of market participation but staff sees opportunity for group to incorporate a regional rodeo component next year. This non-profit group organizes and runs all operations of the rodeo and does a great job as this is their 9th year. With our partnership in the Montana High School Finals Rodeo the organizing group provides significant volunteer and operational support to that effort. They have requested $1500 grant to offset lease of Majestic Valley Arena. Staff recommends a sponsorship of: $500 and in -kind marketing sponsorship to reach out of market participants of: $500 August 6, 2014 Mike Garcia, Director, Voice of MT Tourism Racene Friede, Tourism Matters to Montana RE: Proposed Legislative Initiative Dear Mike and Racene, VGA Kal'spell Upon review of the Whitepaper and other information provided, the Kalispell TBID board of directors would like to comment on the proposed Tourism legislative initiative. The TBID board has expressed the following concerns: I. We have received remarks from local legislators in general conversations and at the recent legislator roundtable in Kalispell that when considering any change to the current Bed Tax or Lodging Sales Tax structure they would first look for funding to offset the impacts of tourism, i.e. wear and tear on roads and other infrastructure. 2. The legislature will be looking at a greater demand for municipal infrastructure assistance, particularly for the oil affected areas of the state. The Governor vetoed a bill for this purpose last session and will have additional pressure this session. 3. The Governor's priorities for the upcoming session include a bonding bill for state facilities and additional funding for university research. Right now, this proposed bill would divert from the general fund and compete with all of the other general fund uses including: schools, higher education, prisons, healthcare, social services, etc. 4. The amount that Kalispell CVB would receive, $27,704, is not worth the risk to the current 4% bed tax funds. We suggest that the distribution of funds be reconsidered. Additionally this initiative may raise questions about TBID's and other alternative sources of funding Montana communities are creating for tourism promotion. Potentially creating interest to redirect a portion of that revenue into the general fund. 5. If the initiative were to receive approval by the Governor's Office that would alleviate some of our concerns. If the Governor does not support he may oppose the bill as it would divert funds away from his priorities leaving the tourism industry in the same position as 2007. The Kalispell TBID applauds the efforts of Voices of Montana Tourism and Tourism Matters to Montana and has been pleased to provide financial support the past two years. We will continue to support at a similar level. At this time the board has decided not to publically endorse the proposed legislation or pledge additional money to fund the services of the consultant's interim contract. Regards, Chris Walters Kalispell TBID Chairman of the Board General Manager, Hilton Garden Inn Kalispell 406-758-2570 Kalispell Convention & Visitor Bureau Kalispell Chamber of Commerce, 15 Depot Park, Kalispell, MT 599011 �, E._ 406-758-2800. 888-888-2308, Fa:, 406-758-2805 1 www.discoverkalispell.com Discovery in Every Direction