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HomeMy WebLinkAbout2007-12-18 KCVB MinutesBoard of Directors Sasha Lindgren, President December, 2007 Fred Braun, Vice President December, 2007 Ron Malston, Secretary/Treasurer December, 2008 Councilman Mike Boyle City of Kenai Mayor's liaison Sharon Brower, Director December, 2008 Robert Di ctor Deceit{hrf 2008 Marion Nelson, Director December, 2007 Ray Ortiz, Director December, 2007 Jacquie Steckel, Director December, 2006 Robin West, Director December, 2007 Julie Wheeler, Director December, 2006 Mission To promote the membership Of the Kenai CVB and the City of Kenai through Destination marketing To support economic Development of the city of Kenai through the visitor Industry To serve as the professional Facility manager of the Kenai Visitors and Cultural Center To promote the history, arts And culture of Kenai and Alaska Kenai Convention Visitors Bureau REGULAR MEETING December 18, 2007 President Sasha Lindgren, Presiding AGENDA A. CALL TO ORDER ROLL CALL B. APPROVAL OF AGENDA C. APPROVAL OF MINUTES Meeting of November 26, 2007 D. PERSONS SCHEDULED TO BE HEARD 1. Rick Koch, City Manager of Kenai E. FINANCIAL REPORT Ron Maiston, Sec./Treasurer 1. income Statement current 2. 2008 Budget F. UNFINISHED BUSINESS 1. ByLaws review 2. Advertising for 2008 3. Elections Board of Directors 4. Ratification of telephone poll G. NEW BUSINESS 1. Discussion Executive Director Position 2. Election of BOD Officers for 2008 3. Representative to KPTMC Board of Directors H. REPORTS /CORRESPONDENCE 1. Letter from Jim Evenson I. EXECUTIVE SESSION J. BOARD COMMENTS K ADJOURNMENT Next Meeting n 4 BOARD OF DIRECTORS MINUTES OF REGULAR MEETING Tuesday, December 18, 2007 A. CALL TO ORDER Present: Directors Lindgren, Braun, Malston, Brower, Nelson, Steckel, West, Fulton, Ortiz and Wheeler and City Liaison, Councilman Boyle B. APPROVAL OF AGENDA KENAI CONVENTION VISITORS BUREAU Motion: It was moved and seconded to change the order of business addressing New Business items prior to Unfinished Items. Motion passed unanimously C. APPROVAL OF MINUTES Minutes of the meeting of November 26, 2007 were approved as distributed. D. PERSONS PRESENT SCHEDULED TO BE HEARD City Manager Rick Koch advised the Board of Directors that due to malfunction in the heating system, the City of Kenai would be doing major reconstruction in our facility to replace the tubing in the concrete. The anticipated scheduling for completion of the project is January through March of 2009. This will precipitate moving of all fixtures, displays office equipment, et al. The City will be meeting with its consultant in the near future and will keep the KVCB apprised of its progress. The City has received $71,000 in settlement from the manufacturer but anticipates another $350,000- 400,000. Project estimates are $500,000. Discussion followed concerning the moving into other temporary quarters, et al and City Manager Koch advised that he would report back of all discussions /decisions with the Council, and engineering consultants. Questions were also put forth concerning possible renovations of the kitchen, etc. since all cabinets were to be removed as well as consideration to additional temperature controls to assist in preservation /acquisition of future displays and artifacts. Staff has been discussing the matter extensively and will be reporting on specific needs and concerns. Minutes Page 2 December 18, 2007 E. FINANCIAL REPORT Financial Report Director Malston, Seeretary/Treasurer Motion: Director Malston moved, seconded by Director Nelson, to accept the income statement for month ending November 30, 2007, as distributed. Motion passed unanimously. The Board was presented the 2008 Budget for approval. The Board was also advised that Carla Pollard, our accountant, had separated out the Patron expenses /income as well as the salaries and taxes portion of the 2008 Budget. After discussion, the Board asked for additional back up on specific items of the Budget and requested that it be tabled until the January meeting for indepth review and final approval. F. NEW BUSINESS 1. Executive Director Position Interim Director, Sue Carter, presented the Board with the most recent "Executive Director Position Description The Board discussed different avenues in the recruitment process and Director West reported that he felt the evaluation tool previously utilized by the Board should be eliminated. Motion: Director West moved, seconded by Director Malston, that the current Executive Director evaluation tool be eliminated Motion passed unanimously. Further discussion was held relative to the restructuring of the Executive Director Position Description and Directors Wheeler and Steckel both felt that the Position Description should exemplify both the goals and objectives of the organization as well as accountability to the board. Also, Director Wheeler suggested that the evaluation tool be the same for all employees so that a standard is set for the entire organization by which to make assessment of personnel. Minutes Page 3 December 18, 2007 Sue Carter reported that one employee of the KCVB is interested in the position and well qualified. Discussion followed and it was the consensus to strongly consider hiring from within, however, to proceed with the advertising of the position to make a more broad -based determination in final selection. Board directed that the Interim Executive Director proceed with the re- writing of the Executive Director Position Description and with the preparation of the advertisement for the position. Copies of the amended Position Description to be submitted to Board of Directors for approval prior to advertising the position. The State of Alaska Job Service office will conduct the "announcement of position availability". A committee from the Board will review applications and schedule final interviews. 2. Election of Officers Board will take official action at the next regular scheduled meeting following annual Board elections. 3. Board directed that Sue Carter, Interim Executive Director, serve as KCVB representative to the KPTMC Board of Directors. G. UNFINISHED BUSINESS 1. ByLaws review and amendment Director West advised that the proposed ByLaw amendments had been before the Board of Directors over the past few months and felt resolution would be helpful in the upcoming Directors elections especially relative to "staggered terms Director Braun agreed and stated it was imperative not to have half the Board sitting for reelection every other year. Discussion followed regarding term limits. Minutes Page 4 December 18, 2007 MOTION: Director Brower moved, seconded by Director Steckel, for acceptance of the ByLaws, as amended. Director Nelson expressed concern over "term limits" and felt it would prohibit continuity on the Board. MOTION: Director Nelson moved, seconded by Director Wheeler, to exclude the reference to term limits in Article III, Section 1, (C). Motion passed with Directors Nelson, Malston, Wheeler, Fulton, Braun and Ortiz voting in the affirmative. Directors voting no were Brower, Steckel and West MAIN MOTION, AS AMENDED. Passed unanimously. 2. Advertising for 2008 Executive Director Carter distributed copies of the "committed" advertising for 2008 which constitutes almost $25,000 of the proposed advertising budget FY 2008. 3. Elections Ballots will be mailed immediately. All Board members will be up for reelection this year in order to institute the new staggered terms. 4. Ratification of telephone polls conducted by President Lindgren. MOTION: Director Nelson moved, seconded by Director Wheeler, to ratify the telephone poll of November 26, 2007 relative to acceptance of the resignation of the Executive Director. Minutes Page 5 December 18, 2007 MOTION: Motion passed unanimously Director Nelson moved, seconded by Director Wheeler, to ratify the telephone poll of November 27, 2007 relative to the termination of the Executive Director. Motion passed unanimously. H. BOARD COMMENTS President Lindgren, on behalf of the Board of Directors and the entire staff of the Kenai Convention Visitors Bureau, expressed appreciation to Robert "Bob" Fulton as one of the longest and most dedicated members of the Board. Bob graciously served from the inception of the KCVB. All members of the Board extended their appreciation and thanks to Bob. Also, the Board discussed a possible reception, with the Kenai Chamber of Commerce, prior to their regular meeting in January. Contact will be made with the Chamber relative to their schedule. ADJOURNMENT There being no further business to be brought before the Board of Directors of the KCVB, the meeting adjourned. NEXT MEETING January 28, 2007