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HomeMy WebLinkAbout2004-05-18 KCVB MinutesE. Correspondence: Kenai Convention and Visitors Bureau Board Meeting Minutes May 18, 2004 Board Members Present: Sharon Brower, Fred Braun, Robin West, Jacque Steckel, Jerry Dunn, Pat Porter, Dan VanZee, Marion Nelson Board Members Excused: Sandra Vozar Staff Members Present: Michelle Glass, Diana McKenney Guest: Sue Carter A. Call to Order Roll Call: The meeting was called to order at 6:00 p.m.. (discussion took place from 5:18 6:00) B. Approval of Agenda: Ms. Nelson moved and Ms. Steckel seconded approval of the minutes, they were approved unanimously. C. Approval of Minutes: Ms. Steckel moved and Mr. Van Zee seconded approval of the minutes of April 12. There were 2 changes: Ms. Nelson did not take the representatives of the scenic highways on a tour and Milepost should be capitalized. They were approved unanimously. D. Persons scheduled to be heard: None 1. Tim Navarre Kenai Chamber of Commerce (KCOC) Mr. Braun explained that there has been a history of discussions about varying degrees of involvement with the KCOC. When the KCOC staff resigned, it made way for the most convenient time to seriously discuss any form of partnership. There was an informal meeting between the Board Presidents and the KCVB Director to discuss the possibilities. Mr. Navarre sent a letter from the ICCOC Board suggesting the formation of a "Committee on Collaboration" made up with three members from each board. This committee would hash out the details, pro and cons to each organization and to the community. Ms. Glass explained that she feels that it would be a good idea to clarify what the differences are between the KCOC and KCVB and that we need to do the work regardless of the outcome so we have some solid documentation once and for all. Ms. Carter: There was a real set pattern when she was the Director of COC and received 25K from city to run visitor center. Roger Hall recommended that we split the 2 organizations and form. 2 corporations. She ran 2 sets of books. It gave her the opportunity to apply for twice the number of grants. The city asked her to run the Bicentennial celebrations. It was at that time she and Mr. Braun went to Montana and saw a wonderful building and thought that it would be a great benefit to Kenai to have such a facility here. She then went on to do Bicentennial while she wrote a grant and eventually left the KCOC to run the KCVB. In the granting process, she was asked to prepare a budget for the KCVB operation. Her idea to operate the building would be to re -unite with the KCOC and rent them an office as well as user fees for the equipment. She planned to charge the KCOC a fee to cover employee answering phones, utilities for office which came up to 20K per year. They were to operate as separate organizations. At last minute, the KCOC backed out of the project and decided not to reside in the building and they have never occupied the building since it was built In Soldotna, the Chamber and CVB are side by side, but there is a physical designation for the tourism information. She recommended that Ms. Glass probably wouldn't want to run a chamber as well as a CVB. Ms. Steckel asked if the only advantage Ms. Carter saw was income for rental space. Ms. Carter said that back then, there were only 3 of them and they had room to spare, but today, there really isn't enough room. She believes that it is very important to keep the integrity of the building in tact in order to stay in compliance with the original grant requirements. Ms. Nelson stated that Mr. Navarre mentioned that he does not want this issue to become a headache for the existing KCVB director. If it works out great, but if it will be detrimental, then not doing it will be ok also. Mr. Braun says that it is now important to get this group formed and working on the issue. Ms. Carter said that while she didn't want to appear negative, she didn't think the annual Art exhibit pulled in as many people as the center used to pull in when they originally opened. She said they used to show movies in the Gallery space and had as many as 800 people a day. She believes that the art show is a good thing but maybe it should be held some other time of year. {later, Mr. West said that they do movies at the KWR Center all the time and advertise them but people just don't do them anymore.} Ms. Glass requested that Mr. Braun respond to the KCOC letter and indicate that we will have committee members available to meet by a certain date. Ms. Nelson moved that we reply formally to the KCOC with our intentions to meet with the 3 representatives of their board and Mr. Van Zee seconded. Mr. West asked if that would be Mr. Braun, Ms. Nelson and Ms. Glass. Ms. Glass would rather have at least 3 board members and asked if Ms. Porter would be willing to attend. Ms. Porter would attend, but not participate in the discussion. Mr. Braun said that he would indicate in the letter that there will be representatives from our board along with the director. The meeting will be scheduled for a time before June 4 Ms. Porter recommended setting a time -frame for the partnership if after a set amount of time either of the partners feel it isn't working they can choose to renegotiate or end the partnership. The motion was approved unanimously. F. New Business: 1. Possible Consolidation with Kenai COC: G. Old Business: 1. Art Show Recap: Initial responses to opening. Mr. Braun indicated that Mr. Kluge, the architect of the building was present at the opening and said that the air exchange is on a timer and usually goes off at 5 p.m. but could be manipulated to be on during the show. The sound system needs to be addressed before next year's show or for that matter before any large function. Bill Zuimwalt indicated that it would be about $5000 to put a sound system in place that would be adequate throughout the building. Ms. Porter recommended Dan's TV might be able to provide the service and possibly at a lower price. Mr. Braun indicated that once again it was record numbers. Ms. Nelson thought it was great and thought the high school girls did an excellent job and were great to have as servers. Mr. Braun thanked Mr. West for writing thank you notes. Mr. Braun wanted to make sure we thank the City for hanging the banner. Ms. Nelson would like the sign hung earlier and Ms. Porter said to contact her next year about hanging the banner. 2. Budget meeting with City of Kenai: Ms. Glass asked Ms. Porter when the final budget is to be passed. She said that Wednesday is the first public hearing and that the budget will be adopted on June 2. Ms. Glass reviewed the information about the maximum budget provided by the City in the past which was $75K. She will make sure that the City Council and Manager will be informed about this. Ms. Glass also reminded the Board that the 15 of June has been set for the joint meeting with the City Council. Ms. Glass pointed out that it was requested that our board come up with a list of questions for the Council. Ms. Glass and Ms. Snow had discussed the management agreement and they both felt the board should meet with the council. Ms. Porter said that Ms. Snow has been meeting with council and is preparing a list of council's concerns and recommends that Ms. Glass meet with board members in smaller groups to come up with a list of concerns. Ms. Nelson asked Ms. Porter what the council's concerns are. Ms. Porter said that the council doesn't really have that many concerns, but that the council is saying what is our 65K buying? She felt that that might be a good direction to indicate what you are providing the city for their investment. She feels that it is an open dialogue. Mr. Braun feels that is good to review the agreement and look at what we do now and how we are currently operating. Rick Ross told Ms. Glass that the director at the time had requested that the contract be written in a nebulous fashion in order to allow flexibility for the CVB. Ms. Porter says to show how the visitor center has grown, and explain the programs we offer and indicate the associated costs. Then ask the city if they would like to fund. She said to ask the city council about the art show. Mr. Braun said he agreed with. Ms. Porter and that it is now the time to educate the city about all the new programs. Ms. Nelson disagrees with the merits of the art show. She feels that it has proven its value. Ms. Porter said that everyone present is behind the success of the building. The council is made up of 7different people with different interests, so it is impossible to please the whole council. She indicated that one of the council's concerns is that the museum has been shrinking. She didn't think that the art show would be a problem for the council. 3. Theme for next year's show: Ms. Steckel said that she supports the Native Art theme because it is a function outlined in the grant. Mary Ellen Parrizo was recommended by Ms. Porter who is a possible consultant with the show due to her experience with art. "Alaska Native Art Now" is the proposed title. The Board gives Ms. Glass direction to proceed with this title. 4. Board of Directors replacement for Marty Reagan: Mr. Dunn indicated that Porter Jordan would not be able to participate. Ms. Nelson recommended Sasha Lindgren. Ms. Glass will accept Ms. Blackwell's non voting advisory membership. 5. State Scenic Byways Nomination: The Kenai Spur did not make the program. It just didn't meet the parameters since the designation is specifically for the Sterling. Ms. Glass will follow up with how Kenai can be included in the project even if the specific road isn't included. H. Executive Director's Report: Ms. Glass talked about the Grant -in -Aid for the upcoming year and indicated that our hope is to expanding the museum over the course of the next three years. The request for this year will be for acquiring professional consultation services to reorganize and expand the Cultural collection to fill the entire room. This would enable the Museum better tell the "story" of Kenai. This will leave Visitors with a stronger impression of what makes Kenai distinct and it will better fulfill the grants intent. The next meeting will include discussion of the 501(c)3. The by -laws are almost completed and the election of the board will be elected. Mr. Braun asked about employee status. Ms. Glass has had numerous applications for the summer jobs. Kay Bowman will not be joining us this year. Has had one woman who would like to volunteer. We are right on track with the school groups and anticipate it to increase through the month. We have extended the show for an extra week in September to accommodate more school groups. Mr. Braun asked for a schedule of the meetings because large numbers of cars generate questions. Ms. Steckel asked about a marquis. Mr. Braun said it has been on the agenda numerous times, but there are always concerns about the sign being high enough, rights for the corner, show removal, etc... Mr. Van Zee recommended an audio tour that could be sold on CD or cassette that was a historical tour of Kenai and we could sell advertising and get sponsorship. 1. Board Comments: Mr. West water is up and pretty clear people fishing tides got Kings on Saturday so fishing is good. Looks like its going to be a good season have people coming in already. The KWR has 127 people for summer staff. Ms. Steckel always seem to be a demand for more information on fishing. Videos may be a big help. People already want bargain accommodations.... Mr. Dunn would like to do something to promote off season fishing like hooligan, clam. etc. Read an article about hooligans, but never mentioned Kenai River... Mr. Van Zee echoed what was said earlier about the gold operation across the inlet it will be huge and could change the whole complexion of the peninsula. We should figure out a way to attract those people. Ms. Porter Ms. Nelson Mr. Braun J. Schedule of Next Board Meeting: June 14` 5:00 p.m. K. Adjournment: Meeting was adjourned at 7:40 p.m.