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HomeMy WebLinkAbout2007-02-26 KCVB MinutesPresident Sasha Lindgren called the regular meeting of the Kenai Convention Visitors Bureau to order at 5:55 p.m. in the Board Room of the Kenai Visitors Cultural Center on Monday, February 26, 2007. Roll call was taken and the following members were: Present: Sasha Lindgren (President), Fred Braun (Vice President), Barry Eldridge (City of Kenai Mayor's liaison), Sharon Brower, Marion Nelson, Hal Smalley, Jacquie Steckel, Robin West Absent: David Edwards- Smith, Robert Fulton, Ron Malston (Secretary /Treasurer), Ray Ortiz, Julie Wheeler Excused: Ron Malston, Ray Ortiz, Julie Wheeler Visitors: Mya Renken. (KCVB Executive Director), Charles Spangler (KCVB staff) Robin West left at 7:39 p.m Fred Braun left at 7:59 p.m. Jacquie Steckel left at 8:01 p.m. CALL TO ORDER ROLL CALL Discussion of bylaw requirements regarding attendance of board members at board meetings. Directive to Renken send a notice to all board members explaining the bylaws and policies regarding unexcused absences, including explaining what "unexcused" is, and asking members to make a renewed effort to attend meetings. Effective immediately, the policies and bylaws concerning absences will be fully enforced. Discussion regarding the feasibility of board members calling in (teleconferencing) in order to attend meetings will be added to agenda of next meeting. APPROVAL OF AGENDA Motion to approve agenda. Motion by Braun, seconded by Steckel. Amendment proposed by Nelson to add Bylaws Committee to Unfinished Business; approved as friendly amendment. Motion to approve agenda approved without objection. RATIFICATION OF ELECTIONS Discussion regarding ratification of elections. Kenai Convention Visitor Bureau Kenai, AK Regular Meeting February 20, 2007 (1) Seat new Board members (2) Make appointment to seat vacated by Jerry Dunn Motion to ratify election and in the case of the tie between Brower and Lindgren, Brower will be seated as per the election, Lindgren will be appointed to the seat vacated by Jerry Dunn. Motion by West, second by Steckel, approved without objection. ELECTIONS OF OFFICERS Floor opened for nominations. All current officers nominated to serve as officers (l.,indgren- President, Braun- Vice President, Malston- Secretary /Treasurer). Motion to close nominations. Motion by Braun, second by Brower, approved without objection. Election by slate; all nominated candidates elected unanimously. APPROVAL OF MINUTES: January 29, 2006 Motion to provide for corrections to he made later if required. Motion by Smalley, second by Steckel, approved without objection. Minutes approved without objection. PERSONS SCHEDULED TO BE HEARD: None FINANCIAL REPORT —Ron Malston, Secretary /Treasurer Written report presented discussion from Renken (Malston absent). Discussion of gaming revenues. Noted that it would be thirteen more months before the Patrons would be allowed to obtain a gaming pert [Question] West asked why revenue was down for the first month (as compared to one year ago); the reason regards the different receipt of membership dues because of the deal with the Clarion on the guide. [Question] Braun asked as to why expenses were down (as compared to a year ago); the reason is because of less trade show expenses. [Question] Steckel asked where the revenue from bingo is; we will not see that revenue until March or April. UNFINISHED BUSINESS (1) Agreement with Clarion Explanation of KCVB Clarion agreement. Renken had been approached by the Clarion about a joint effort to create a 2007 recreation guide. Since the Clarion was a KCVB member it made sense for the two to work with each other, so the agreement was made. The Clarion sold KCVB memberships with each ad and later wrote a check to KCVB for the membership dues for the ads it had sold. KCVB gained 41 new members from this joint venture. [Question] West asked if anyone has complained about the arrangement? Reportedly some other organizations were not happy with the arrangement; at least some of these organizations produce their own guide that they distribute. [Question] Nelson inquired as to whether or not the board has done its job contractually in this case. [Question] West asked if the agreement has helped the KCVB Clarion relationship; Renken confirmed that yes it had helped. Plans for creation of the 2008 guide will begin in May; discussions will include what went well, what did not, and details of the process for next year. The cost to KCVB this year was $400, spent for ten articles that were written for the guide. Renken did present the information regarding the guide to the city council. Comments. Eldridge stated he has not received feedback from the rest of the city council members regarding this but his impression is that it has turned out good for the city. Lindgren stated that for the next agreement, KCVB will have a written contract which Renken will bring before the hoard. West is happy with what happened this year. (2) Bylaws committee West is the current committee chairman; Lindgren, Nelson, and Wheeler are currently on the committee. Nelson resigns from her position on the committee. Smalley declines appointment to the committee. Comments. Nelson suggests that the bylaws need serious revision and she is unable to put in the time to assist with revisions. West reports that he will work on it but cannot be a priority at this time. Lindgren recommends that people forward their comments suggestions to West. Steckel suggests that different people can work on different sections of the bylaws, and that not everyone has to work on every section. Nelson suggests the bylaws committee set a date to meet and to create a timeline to work on changes to the bylaws. West requests that if board members are aware of problems that exist in the current bylaws that they bring them to his attention. Braun suggests that if some changes are more critical than others, those should be prioritized. Nelson recommends focusing on the election procedures. (3) Additional Unfinished Business Northwest Cruise Ship Meeting They were not able to come to this board meeting; they will try to reschedule. Rasumsson Grant Renken mailed the application in, postmarked on February 15 (the due date) Peninsula Oilers— scholarship opportunities Benches Renken has contacted Bob Prates and informed him that KCVB is interested in purchasing two benches in Old Town. NEW BUSINESS (1) Sponsorship request from Boy Scout Troop 152 Discussion. Asked if KCVB has given money to the Scouts before, Renken does not recall any time this has happened. The letter requesting sponsorship informed KCVB of the Scouts' efforts to put up flags for holidays and events around town as they are needed. Motion that Mya research this and come hack with a proposal for sponsorship. Noted that the group is out working hard early in the morning, late at night, in the snow, to put up flags for events, holidays, etc. Discussion. Nelson expressed concern about one non- profit organization making donations, especially to another non -profit organization. Renken noted that KCVB always pays a group $500.00 to help serving food at the annual gala, and that maybe as an alternative to direct sponsorship we could ask the scouts if they are interested in that. Noted that this would be "paying for a service" as opposed to a donation. Nelson recommended a dress code for the persons providing service at the gala; Smalley suggested that if the Scouts are the group they would probably wear their dress uniforms. Noted that the Scouts use the funds to purchase new flags and for their other activities. Smalley suggests that the invitation to serve at the gala and the request for donation be treated separately. Motion by Braun, second by Brower, approved without objection. (2) $2500 Support grant to Patrons of KVCC Noted that discussion regarding the grant was held in the Patrons meeting but not at the KCVB meeting. Motion for KCVB to make a grant of $2500 to support the patrons. Motion by Braun, second by Steckel. Motion approved w/o objection. (3) Financials RFP Discussion. Requested that KCVB have a financial audit conducted. It is noted that the organization has never had an official full audit. There have been reviews in the past. The audit would be put out on an RFP. Eldridge will discuss with the city council. Motion that the board recommend that the city request a full audit. Motion by West, second by Braun. Noted that the recommendation is made because we think it is a good idea due to the change in status, variety of directions, organization is looking at more responsibility. It will be good to know "where we are" and will assist the Executive Director. Steckel calls the question; motion approved without objection. REPORTS (1) Arts Committee Report Met before board meeting. Discussed policies procedures and those are almost completely finished. Made adjustments thanks to Celia Anderson and her review with Natasha; a good set of policies and procedures are in place re: exhibits. Insurance is in place. 'Discussed sponsor's reception (March 1 First Thursday). This year the reception is combined with the First Thursday event (opening of Fiber Arts exhibit). Renken has arranged for a chocolate fountain, a gift of a box of local handmade truffles for first 60 sponsors that sign up. The event starts at 5:00 p.m. Truffles were purchased locally from The Family Table. Thanks to Printers Ink for donating the paper for the lids for the boxes. Sponsor sheets have been created for all board members. All board members encouraged to attend the First Thursday Sponsor's Reception. Renken reported that Rasmuson looks at how many members of the board contribute to the organization (not necessarily how much but how many). The curator has some concerns with the Sticks Stones logo for the show; in some ways it makes sense for the curator to put "his stamp" on the show. Nelson will present exhibit policy to the board at the next meeting. There will be a timeline created for the curators of art shows (a shortened version of the agreement we have for exhibitors). There are concerns about food not brought in by a caterer; it was noted that the Anchorage Museum of History and Art does not allow any food to be brought in that is not brought in by a caterer. We are in control of the food coming in for the First Thursday event for the staff to prepare, so it should not be an issue. Renken is directed to verify that we can get a rider for insurance purposes. The Arts Committee will hold its regular meeting two weeks after the hoard meeting. Nelson hopes that all of the board members will be able to give some level of sponsorship; also noted that there will be silent auctions and that she will be giving at least $500.00. (2) Executive Director Report presented in writing. Since the written report; we have received conference information for Iieritage Cultural tourism conference. There are areas of interest to Natasha and to Tina; the two of them and Mya will be attending the conference. Looking at it it talks about overall picture; of interest to Natasha, interest to cultural tourism marketing for Tina. The conference will have people from other organizations who have been successful. In process of scheduling staff to ensure that the Center is covered Chip, Linda, Carmen and Harold will be available. Lindgren had requested that Renken's travel through August be listed on the report (which it was). ATIA marketing committee is in June but not listed on report because details are not yet available (location not yet set). Discussion opened regarding travel schedule. Lindgren inquired about the travel budget. Brower thanked Renken for listing her travel information. Comment from Renken the budget for this year was a draft budget, so that the strategic planning meeting would drive the budget (and not the reverse). Braun suggests an "anticipated budget column." Nelson notes that the statewide museum conference in Homer is not on the schedule; Natasha will definitely want to go and a Board member may also go. Discussion of media kits. KCVB has purchased USB flash drives with KCVB's web site address printed on the drive; media kits will be given out on these drives. Board members will also be given a flash drive with information. Noted that Tina Renken went to Homer Chamber's February mixer; during the trip they visited with some of KCVB's members. NEXT BOARD MEETING: March 26, 2006 BOARD COMMENTS Steckel it was a good meeting; thanks to everyone for their efforts tonight Nelson thanks to everyone Smalley it was a good meeting Eldridge good meeting, apologies for not making the next meeting officially requests an excused absence for that meeting Braun inquired regarding a follow -up from Lydia as to due date(s) Brower hopes to see everyone at First Thursday event; she has been thinking about the strategic planning meeting and realized that eight hours was too long for her (and probably others). Concerns expressed about too much emphasis on product and not enough on service, and felt that we should be selling both sides and not just the product. Nelson wasn't sure that that was the case Braun "1 had an open mind" Eldridge agrees that emphasis was on development of KVCC as a product; services to KCVB members took a backseat; need to make it more of a destination product, which in turn will help members to have more customers Lindgren noted that the meeting focused on goals for Cultural Center as opposed to the KCVB; KCVB has its own goals but in this case the KVCC took more of the discussion Brower stated that she would not put down anything that was discussed, but that in addition, we need to address the service needs, for community, membership, and for visitors Lindgren suggests to Brower to send an e -mail expressing her concerns Nelson suggests that no one thinks that the service was not important but that is how the discussions happened to work out (being focused on the product) Lindgren report on a meeting with Ricky Gease. She was not aware that the Kenai Peninsula College had drawn up plans for a museum repository. The expectation is that KVCC, the tribes, CITC, the historical societies, the city, and other groups would bring in all of their objects to this repository. The college would conduct a two -year museum study and would do all of the repository curator work. Noted that we can get a grant for capital improvement but that we need to prove that we have the financing to support the operations. The main selling point for the repository is that the college can easier absorb the cost of the storage facility in its budget. Suggested that we can propose to do the city's marketing, increase our contract with the city in order to do this, and can have a separate contract with the Patrons to manage the collections (on Ricky's recommendation). It is definitely something for the board to consider. Eldridge not sure if board has heard that from Ricky may be something that he is planning. We have not heard from either one. Lindgren There will be students who are developing museum exhibits for us as part of their Glasswork Nelson there are plusses minuses; it will remove some of the financial responsibility and be for the whole area; on the other hand, the repository will not have the responsibility of teaching the history of Kenai Lindgren noted that Barrow had 2 -year museum study and we were enrolled on a teleconference basis Nelson noted Gary Turner gave a speech at Soldotna Chamber maybe he could come to our board meeting. Suggests if he does that with us we should have some extremely tough questions for him. He is an "idea guy" so we would need to ask hard questions to figure out details. Renken received a letter six months ago regarding the idea about the repository; at the time one of the professors at the college was losing his repository Lindgren before we get too far we need to evaluate their plan ADJOURNMENT The board adjourned at 8:03 p.m.