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05-13-15 Tourism Business Improvement District Board of Directors Meeting MinutesBoard of Directors Meeting Kalispell Tourism Business Improvement District Location: Kalispell Chamber of Commerce May 13, 2015 3:00 pm — 5:00 pm Location: Kalispell Chamber Minutes Board Members Present: Janet Clark, Vanessa Nordahl, Dan Moderie, Dawn Hendrickson, Gib Bissell, Lisa Brown Board Members Absent: Karena Bemis Visitors: Scott Rieke Staff Present: Diane Medler, Dawn Jackson, Vonnie Day Meeting was called to order by Janet Clark, Board Chair, at 3:05 PM. 1. Hear from the public — none 2. Board Action a. Approve minutes from the April 15, 2015 meeting: Action: Motion was made by Vanessa Nordahl to approve the minutes. Motion seconded by Gib Bissell. Discussion: none. Board approved unanimously. b. TBID financial statements for March, 2015: Action: Motion made by Gib Bissell to approve the financial statements. Motion seconded by Dawn Hendrickson. Discussion: none. Board approved unanimously. c. Sponsorship request — event grant application for $1,000 received from Treasure State Cowboy Mounted Shooters Association: Action: Motion was made by Gib Bissell to contribute $100. Motion seconded by Dawn Hendrickson. Board unanimously approved an amendment by Lisa Brown to increase the contribution amount to $250 cash plus $500 in -kind promotion assistance. Discussion: event organizers expect 75-100 participants this year plus 300 spectators. This is a rapidly growing sport and board discussion favored supporting the event as long as it is not scheduled at the same time as other major events. Board approved unanimously. 3. Board Discussion a. Spartan Race recap — The Beast on Saturday attracted 2,800 racers, 1,400 spectators and 420 participants in the kid' race. The Sprint had higher numbers with 4,200 racers, 2,600 spectators and 470 kids. 91% of The Beast racers were from out of market and 84% of The Sprint participants. 48 states were represented along with several Canadian provinces, New Zealand and Japan. Gross revenues for beer were $10,400 with a net beer profit of $5,700. b. High School Rodeo — registration opened May 1. Diane will meet with the State President and Secretary on May 20 to inform them that the Kalispell CVB does not intend to exercise the 3rd year option to host the event. Staff is working on event logistics including volunteer recruitment and generating prize sponsorships. Dragon Boat Festival — Diane attended the Lakeside Community Club to discuss the event with members and has begun meeting with property owners to discuss the impact of the event and to negotiate the use of their property for the festival. A reasonable goal for team registrations is around 60 for the first year in the Lakeside venue. c. Other event updates — Pond Hockey Classic is showing a negative $5,000 for the event balance. However grant funds are coming and there are a couple outstanding expenses. It will balance out in the positive — around $1,000 net gain. The City Council approved the first reading of the change to the ordinance that will allow beer sales on an expanded footprint in Woodland Park. If it passes the second reading, Woodland Park will be a viable option as a venue for the Pond Hockey Classic in 2016. An accident policy for volunteers for all KCVB event is in place with annual premium of $1,300. d. Meeting Planner FAM recap — the four planners were well -qualified and enjoyed their visit to Kalispell. They were impressed by the facilities, activities and enjoyed the food. e. Group, M&C updates — Clan Donald is considering holding their 2016 convention in Kalispell (first time ever in Montana) and will make a decision the first of June. Professional Outdoor Media Associates will hold their convention at the Red Lion, June 2016. The association is gathering in Kalispell for a board meeting June 3. Dawn organized two group sales meetings that were well - attended. Xanterra provided a presentation about GNP Red Bus Tours. Discussion at sales meetings included the downloadable meeting RFP form Dawn has created. Dawn will share leads and report on RFP's received, who responded and who was awarded. Glacier Country leads are accessible to members of that organization. Lodging packages are needed for Rodeo Finals and Dragon Boat Festival. Packages don't have to be discounted, but can offer added value in other ways by allowing late check out or other perks. Packages are also needed for the Kalispell Beer and Wine Open which takes place June 13-14. 35 breweries have committed to participating in the Beer and Wine Open which will offer tasting, symposiums, tours and a homebrewer's contest. Organizers maybe willing to move the event to April in the future. Dawn is building a list of unique activities for visitors, for example a visit to Pure Mountain Lavender (new Chamber member). f. Marketing updates — TBID Q3 collections show room nights up 7% as compared to last year. It was noted that one property's payment was exact as same quarter last year. Diane will contact owner to have them double check. The Board discussed setting up audit procedures. La Quinta is looking promising as a new associate TBID member. Summer VIC hours will be Monday — Friday, Sam to 5pm, Saturday 10am to 4pm and Sunday, 10am to 3pm starting mid -June. VIC volunteer orientation will be held May 21 and will include a history tour on the Montana Trolley. Recent media coverage and advertising included Northwest Travel Magazine ran an article about the Conrad Mansion. Food and Travel Quarterly ran a 1.5 page article (next to half page ad) about Kalispell in its Farm and Sea to Table section. CVB covered header on Montana Cultural Treasures Kalispell page. Ran % page ad in Spokesman Review Summer Planning Guide. Other ads in Calgary Herald, Avenue Calgary, TripAdvisor and Go Ranger. GNP Corridor Management Plan has presented four scenarios to address the growth in traffic on the Going to the Sun Road and is asking for public input. On May 28, The Hockaday is opening Timeless Legacy, an exhibit honoring women artists of Glacier National Park. Meeting was adjourned at 4:15 PM Respectfully Submitted: Diane Medler For Further Information, Please Contact Diane Medler, CVB Director, diane@discoverkalispell.com or 406-758-2808