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HomeMy WebLinkAbout2004-08-09 KCVB MinutesKenai Convention and Visitors Bureau Board Meeting Minutes August 9, 2004 Board Members Present: Fred Braun, Ron Malston, Dan Van Zee, Sharon Brower, Robert Fulton, David Edwards Smith, Jacquie Steckel, Marion Nelson Board Members Excused: Sandra Vozar, Jerry Dunn, Sasha Lindgren, Robin West Staff Members Present: Michelle Glass, Diana McKenney, Dana Woodard, Megan Gorman A. Call to Order Roll Call: The meeting was called to order at 5:10p.m. B. Approval of Agenda: Mr. Malston moved and Ms. Brower seconded approval of the agenda. Ms. Glass requested that Financial Report be added to New Business as #2 and Mr. Van Zee requested that he be first on the list of New Business. It was approved unanimously including the changes. C. Approval of Minutes: Mr. Malston moved and Mr. Van Zee seconded approval of the June 28, 2004 minutes. They were approved unanimously. D. Persons scheduled to be heard: Kristine Schmidt 501c3 Incorporation E. Correspondence: None F. New Business: 1. Dan Van Zee Mr. Van Zee is resigning from the Board with the intent of applying for the Executive Director position. The resignation is effective August 9, 2004. Election of a new Vice President will be on the next meetings' agenda. 2. Financial Report The financial report included a Cash Flow Estimate for July through December, 2004. This was included to substantiate the revised budget projection for 2004 which reflects a turn around from the projected budget loss of $18,495. If gaming comes in at the conservative estimated amount and we continue on our cost saving measures we should be able to avoid a loss this year and potentially put some back into the savings account that had been used to cover last years loss. 3. ED Transition Plan Mr. Braun and Ms. Steckel met with Ms. Glass and reviewed the transition schedule. The schedule is set to avoid an interim director situation and provides for a week of training with Ms. Glass. She feels it is important for the new ED be available to go to the Alaska Travel Industry Association (ATIA) meeting in Fairbanks. Two applications have been tumed in and there are 17 out. An ad was placed in the Anchorage Daily News for Sunday, Monday, and Thursday, which cost $550. It is in the Clarion August 3 through 12th, and on WACVB website as well as the ATIA website. Ms. Porter requested that the job be listed with the State Job Service. 4. Formation of Wiring Committee During the last interview process, the candidates were narrowed to 4 finalists and 3 were interviewed. Ms. Brower, Mr. Edwards Smith, Ms. Nelson, and Mr. Braun will be on the hiring committee. Mr. Malston will be available if necessary, and Mr. Braun will ask Mr. West if he would like to participate. 5. Loose Ends Ms. Glass presented a list of tasks to be completed prior to her departure. She asked to Board to review the list and let her know if there were any other items they wished to add. 6. Job Descriptions Ms. Glass has written job description outlines for the 3 permanent staff positions and distributed them to the staff for review. 7. Evaluation Form Ms. Glass has prepared an employee evaluation form for the Board's review. There have been no evaluations for over a year and some of the staff have never had an evaluation. Ms. Nelson recommended that annual evaluations be held annually in October. The Board will review the forms and they will be on the agenda for next meeting. 8. 2005 Art Show Update Ms. Glass and Ms. Woddard met with Gary Freeburg and Celia Anderson to discuss their choice for the curator, Mr. Ron Sanungatuk. Ms. Glass, Ms. Anderson and Ms. Woddard will meet with him this week to secure an agreement. Ms. Anderson is very enthusiastic about the theme and feels that a book should be done about the show. Ms. Glass recommended that maybe an intern from the college could work on the book because we do not have the resources to develop one. Ms. Glass will be meeting with Gary Turner tomorrow about their sponsorship of the show being in the fog in of tuition for an intern for doing the project. The question was asked, by Mr. Braun, how artists became part of the show. Ms. Glass explained the invitational process and how artists who wish to be involved can contact Ms. Woddard. G. Old Business: 1. 501(c) 3 Incorporation: Ms. Schmidt was present to facilitate the approval of the by- laws. Mr. Malston moved and Mr. Van Zee seconded approval of Resolution 2004 -04, which contains language to approve the by -laws. It was approved unanimously. At the last meeting, Mr. West asked for a timeline for the conversion from the current board to the permanent board. Ms. Schmidt presented Resolution 2004 -02, which gives a timeline for turning the board over to the new board of directors. October 31, 2004 is the date in the resolution. The resolution also authorizes KCVB to donate staff time for this organization and for the ED to enter into management agreements necessary for its operation. Ms. Porter recommends that the city be involved in the approval process. Mr. Van Zee moved and Mr. Malston seconded approval of Resolution 2004 -02. It was approved unanimously. Ms. Schmidt will meet with the staff and there will be another 501c3 board meeting prior to Ms. Glass' departure to finalize the paperwork and then meet with the City. 2. Possible consolidation with Kenai COC Mr. Braun doesn't feel that the time is right. He recommends that we send a letter indicating that due to our current change of directors as well as the COC lack of director we each focus on our own mission and continue to find way in which to work together. Ms. Nelson feels that even though there has been discussion about the benefits the merge would offer, they don't seem to be attainable at the current time. Ms. Steckel asked about Ms. Carter's opinion. Mr. Braun felt that she was not in favor of a merge. Ms. Steckel asked if there was something we could do with KCOC, either annually or some sort of partnership. Ms. Glass said there has been talk of a memo of understanding that outlines the roles of each organization what their functions are visitor destination promotion and marketing vs. small business promotion, relocation and promotion of Kenai as a desirable place to live. Ms. Porter said that there has been some discussion about sharing a VISTA. She also said that Ms. Carter wants to set up the front office as a sort of mini museum and has approached Ms. Glass about setting up something like that with us. So there are some possibilities for partnerships. Mr. Braun said that he liked the idea of the memorandum of agreement defining roles. Mr. Braun will work with Ms. Glass to develop a memo and present it to the board for approval. 3. Alaska Media Roadshow if we cancel, we forfeit half of the payment. Ms. Glass will still attend and will have either the new director or a staff member attend with her. Ms. Nelson said that this will be the most aggressive move this board has made to market this community and she is excited as to the outcome of the event. 4. Beautification Ms. Glass has had to contact Bob Frates with Parks and Rec. on multiple occasions about the bed. Due to the Beautification workload and volunteer basis, he feels that if we want the beds to be a certain way it will take consistent monitoring in order to have the project completed. So that is what we will do as well as provide as much maintenence as we possibly can. H. Executive Director's Report: Included in packet and discussed throughout the meeting. 1. Board Comments: Mr. Malston none Ms. Brower It's time to complain! Hopes Ms. Glass will remember us fondly on our way up it has been a delight. Ms. Steckel Ms. Glass will be missed have enjoyed working with you and was glad to have a director like her. Ms. Nelson Likes the idea of publicizing the visits of famous people lots of them have foundations attempt to pursue that thought to capitalize on the celebrities that visit here. Mr. Fulton 3 things are important employee evaluations and job application qualifications are how raises and promotions are done. If we didn't accomplish anything else, that was a plus. Mr. Braun Encouraged Ms glass to pursue opportunities as they present themselves. Ms. Porter Hopes to maintain a positive relationship between the City and KCVB. Last week at the Council meeting, Rebecca Cronkite talked about the airport and all the new businesses planned for' Kenai that promise to make the situation in Kenai better and better. J. Schedule of Next Board Meeting: Sept. 27 5:30 p.m. K. Adjournment: 8:30 p.m.