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HomeMy WebLinkAbout2002-08-12 KCVB MinutesKenai Convention and Visitors Bureau Board of Directors meeting of August 12, 2002 Minutes Board members present: Ron Malston, Fred Braun, Robin West, Robert Fulton, Jim Bookey, Charlotte Legg, Dan Van Zee, Marty Ragan, Bill Popp (5:36 p.m.) and Rebecca Cronkhite (6 p.m.) Staff members present: Ricky Gease and Jay Barrett Guests present: Carol Ford and Duane Bannock A. CaII to order: 5:32 p.m. by President Fred Braun. B. Agenda: Malston moved, Ragan second to approve agenda. Braun moved "New Business E2 -Kenai Performers" to "D1- Persons to be heard." Approved unanimously. C. Approval of May 13 Minutes: Malston moved, Ragan second to approve the minutes. Fulton asked that his name be changed from "James" to "Robert." Approved unanimously. D. Persons to be heard: 1. Carol Ford of the Kenai Performers made a presentation on her group's interest in finding a permanent home in the city of Kenai. She said a permanent home here would be centralized and would allow for more than one or two productions to be held each year. She asked for the board's help in finding individuals who could assist in grant writing or on how to proceed in securing a building. Ragan asked what the minimum requirements are for a theater, and Ford said it would be 9,000 square feet, most of which would be storage. Ragan asked how much the Performers could afford. Legg, who also serves on the Performer's board of directors, said the group has enough money to pay for a year of utilities and insurance and to present shows, but not enough to pay rent. Braun said the board does support the Performers' efforts. T. New Business 1. State Gaming regulation changes. Gease reported to the board that the regulations governing charitable gaming in the state of Alaska are changing and may have some bearing on Kenai CVB operations if certain steps are not taken. He said the new regulations would not allow someone to manage more than one charitable gaming operation at a time. His concern is that Peggy Baxter be allowed to continue her relationship with the Kenai CVB in the charitable gaming arena. Gease showed the board a proposed change in job descriptions and organizational chart that would clarify that he, not Baxter, is the manager of gaming for the Kenai CVB. Bookey said Gease needed to make sure his job description is changed to reflect that. Popp asked what is driving the changes. Gease showed the board an article from the August 11, 2002, Anchorage Daily News about Kenai Natives Association's financial woes and its gaming connections. In it, a certain individual is mentioned who has tried to create vertical integration in operating multiple bingo parlors and wholesale supply to the industry. Ricky said he believes that to be the reason the State Gaming Commission is seeking changes. Popp asked if there was any "wiggle room" in the state's proposed regulations and Gease said there probably wasn't. Popp said comments should be made to the Gaming Commission at its hearing in. Kenai on August 28. West said that under the proposed regulations it appears that Baxter's duties do not fall under gaming manager. Gease concurred. Van Zee agreed. Braun cautioned that the Kenai CVB wants to remain above board in all matters in this case. West suggested getting an opinion on the Kenai CVB's interpretations and organization chart before the August 28 meeting. Braun directed Gease to work with the Kenai Peninsula Oilers and Baxter on making sure both organizations' guidelines agree and to set up a board -to -board meeting, if needed, before August 28. He also directed Gease to get an opinion from the state on the draft organization chart. 2. Kenai Performers. Moved to DI-Persons to be heard. 3. Foraker Group training. Cease presented the board with the outline of non profit manager training offered by the Foraker Group in Anchorage. He said it came highly recommended by Steve Horn, executive director of the Challenger Learning Center of Alaska. The cost is $1,500 for the 13 -day training to be held over he course of four months in Anchorage. Popp asked if there was money in the budget to go to such training, and Gease said there was. Braun said he is always in favor of training, though the Kenai CVB could not pay for lodging. Legg agreed, saying training she has attended in the past has helped her business. Motion: iMalston moved to send Gease to the training, seconded by West. Braun then suggested other expenses, such as dining, be covered. Cronkhite agreed. Malston amended his motion to include $300 for expenses. West concurred. Passed unanimously. 4. Strategic planning. Gease said that at the last meeting two board members expressed interest in strategic planning for the Kenai CVB for the next five to 10 years. Braun said the timing is right for such an activity, but suggested it be done after Gease returns from the Foraker Group training. Popp pointed out that it was not included in this fiscal year's budget, and suggested it be looked at for the next fiscal year, which begins in January. Popp also suggested that Gease draw up a list of issues that could be included as a starting point for hoard discussion. Fulton suggested a retreat format for the board, as such a discussion would take more than a few hours. He also suggested hiring a facilitator for the retreat and that city of Kenai officials be involved. Bookey said he would like to see the board work on a strategic plan first, and then bring it to the city. Old Business 1. Arctic Winter Games. Gease reported that he and Crista Cady of the Kenai Peninsula Borough Planning Department are volunteering on the Cultural Activities Committee for the 2006 Arctic Winter Games Bid Committee. Gease solicited help from the Kenai CVB board to help. He said there is no enthusiasm from the Kenaitze Indian Tribe. 2. Bed tax. Gease reported the next meeting of the ad hoc bed tax committee was postponed by Jack Brown of the Kenai Peninsula Borough Economic and Community Development office until October 4. He said there was one meeting already, in June. Kenai City Council member Duane Bannock asked to speak and expressed his disappointment that nobody from the city of Kenai was invited to the bed tax meeting. He said a bed tax probably does have a place in the borough and in the city of Kenai. He requested the city be involved in future meetings. Popp pointed out that a bed tax will probably not all go towards the visitors industry. (Bookey and Legg left at 7:05 p.m.) Motion: Cronkhite moved, and Popp seconded, to take a neutral position on a bed tax in the Kenai Peninsula Borough. Passed unanimously. G. Executive Directors Report: 1. Financial Report. Included by reference. Gease reported that Accounts Manager Diana McKenney was conducting an internal audit to reconcile the accounting records. He said several payments were not credited in the computer software under the former accountant. As a result, Gease said he asked for an extension on filing quarterly tax reports. Braun asked if receipts were being matched with computer records. Gease said they were. Popp asked how long the internal audit would take, and Gease said a couple more weeks. Braun asked what prompted the internal audit, and Gease said it was the discrepancies in the records showing the Kenai CVB owed money, which Gease said was not the case. He said there were no missing or extra funds, just a problem with how the Peachtree Accounting software was used. He said McKenney was leaming to use it roperly. 2. Web Site upgrades. Gease pointed out changes to the visitkenai.com web site, such as reorganizing the business directory and making navigation easier for visitors. He said the administration was also tracking e- mail inquiries to find out how their trips were. He said the innovations on the web site were done in -house and ost far less than the thousands of dollars others pay for pre- packaged modules. Cronkhite asked about the two new domain names registered (sportfishkenai.com and artskenai.com). Gease said it was done to reserve the names so they may be used in the future to highlight those areas. He said, for example, that he plans to approach the Kenai River Sportfish Association about underwriting sportfishkenai.com and to make it the most comprehensive web site on that topic. 3. Part time marketing position. Gease said he would like to hire a part-time marketing specialist to work on making media buys and perhaps work on a brochure. He said the money to pay the person would come from savings of Collections and Exhibits Manager Dana Woodard going to half -time. Cronkhite said it sounded like a good plan, but Gease should come back with the idea during the strategic planning session. Popp agreed. 4. Staff reports. Gease pointed out that the Kenai CVB staff was now producing monthly activity reports, that will be included in the board packets. Braun asked for an update on "Spirit of Alaska: The Inner Landscape." Gease said ICTUU TV produced a feature story on the show and it was featured on Exploring Alaska with Paul Gray. H. Board Comments Cronkhite, Van Zee, West, Popp, Malston and Ragan had no comments. Fulton asked if the monthly staff reports would lengthen the meetings, and Gease said no. Braun thanked the visitors to the meeting for attending. He also praised Gease for being on top of the issues. He reminded the board that they should feel free to come in and speak with Gease if they ever have any questions. I. Next meeting date. Scheduled for 5:30 p.m. on Monday, September 23, 2002, at the Kenai Visitors and Cultural Center. J. Adjournment: 7:27 p.m.. Respectfully submitted, Jay Barrett Manager of Communications and Special Events