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HomeMy WebLinkAbout1998-09-09 KCVB MinutesKenai Visitors Convention Bureau, Inc. A. CALL TO ORDER The meeting was called to order at 5:46 p.m. September 9, 1998 Regular Board of Directors Meeting, 5:30 p.m. "`�Ct a ldent Rebecca Godek, Presiding MINUTES APPROVED B. ROLL CALL Directors present: Ron Malston; Diane Lofstedt; Jetilue Seekins; Rebecca Godek; Becky Vandehey; James Bookey; Fred Braun; Ron Rainey; Shirley Roberts Staff present: Kathy Tarr, Ricky Gease C. APPROVAL OF AGENDA M/S (Malston, Rainey) to approve the agenda with some corrections. The discussion on the Kenai Cultural Council and Mike Huhndorf s letter was tabled since Mr. Huhndorf was unable to be present as originally scheduled. The agenda was also amended by Director Vandehey to add discussion of the mini brochures under "New Business." APPROVAL OF MINUTES M/S (Malston, Rainey) to approve the minutes of June 30, 1998. E. PERSONS SCHEDULED TO BE HEARD Mike Huhndorf was scheduled to speak but was unable to be present. No other persons were scheduled to be heard. CORRESPONDENCE 1. The resignation letter (July 27, 1998) from Mindy Lucas, Administrative Assistant, was read. Her last day of employment was September 4, 1998. 2. August 17, 1997 Ietter from Marilyn Kebschull, City of Kenai re: Old Town Walking Tour brochure. City Attorney, Carey Graves advised KVCB that the Bureau could continue to publish the Old Town Walking Tour Map and Brochure without special permission from the Historic District Board. There was discussion about reprinting the brochure for 1999 visitor season and the possibility of looking for sponsorships to offset printing costs. 3. Letter from Alaska Visitors Association (July 10, 1998) re: proposed Kenai Mountains National Transportation Heritage Corridor. No action was taken. G. UNFINISHED BUSINESS 1. Executive Director Kathy Tarr gave an oral report on recent events and activities. Alaska Travel Fair IV, Saturday, September 1.2. Division of Tourism coordinates with international tour operators for an Alaska fam trip Kenai is on the 1998 itinerary for four international tour operators. Tarr will make a presentation to them on Saturday, and then they will take an Old Town Walking tour with Mike Huhndorf. Alaska Visitors Association. Tarr reported on the recent AVA statewide board elections. Steve Halloran, Skagway, CVB Director, won the "rural" AVA statewide board seat. The possibility still remained that Tarr would be appointed as an AVA advisor. There is no AVA Chapter on the Kenai Peninsula, and only one member of the AVA board is from the Kenai Peninsula. Tarr also reported on the upcoming AVA convention and the Los Angeles "Sell Alaska" trade show for travel agents. The Kenai Peninsula communities are marketing the peninsula cooperatively. Wri ud e s I 'b n- N6 u l o (14 t lne efin art tlaT yet p sa, table KVCB Board Minutes September 9, 1998 Page 2 Trade Shows. Tarr presented three new 11x14" photos KVCB purchased from local photographers which are foam -core mounted for trade show purposes. KVCB, at the present, does not have its own trade show exhibit. Director Malston said the Bureau has been discussing this idea since 1992. He asked that KVCB work diligently this year to create a Kenai trade show exhibit. Tarr reported that she has been talking with the Kenai Airport Manager about the need for updated aerial photos of Kenai. The Division of Tourism has scant stock photos available on. Kenai. In August, a professional photographer came to Kenai under the auspices of the DOT to shoot new slides of Kenai. Tarr has kept in touch with the photographer to see if the Bureau might be able to acquire any, if applicable. Employee Policy Manual. Tarr reported that she was reading through the KVCB Employee Policy Manual and that there were many sections which need updating or modifying. She will come back to the board of directors later with some proposed changes. Director Braun suggested collecting some non CVB employee handbooks as a. reference for wording on policies such as those on sexual harassment, etc. Web Site Report. KVCB board members, Vozar, Malston, and Godek met with staff to discuss the draft design and content for the Bureau's web site. KVCB's web site will include a Reader Response Form for marketing purposes. The web site will have more comprehensive information than KVCB's print brochure currently includes, said Tarr. KVCB membership links will not be offered until sometime in 1999. The business listing on the web will include the business' email, web address, and toll -free number. The web site will also include a button called, The Fish Corner for sportfishing information. The web site address was announced as www.visitkenai.com All of KVCB's 1999 ads will include the web site address. KVCB's web site may someday include such information as suggested, specialized itineraries for birdwatchers, backpackers, history buffs, etc. KPTMC's 1999 Vacation Planner Tarr passed out a copy of the draft 1999 planner. A new page will focus on Fun Fascinating, the Peninsula's Premier Education Centers. The Kenai Visitors Cultural Center is highlighted on the page along with the Alaska SeaLife Center and the Pratt Museum. 2. CULTURAL CENTER NEWS. Director Godek read from Ricky Gease's August Cultural Center report about the Lake Clark exhibit and the upcoming meeting with Lake Clark officials on September 18 Director Braun said the Lake Clark exhibit takes up a lot of floor space in the Cultural Center. Director Bookey suggested the Kenai Airport could someday house the exhibit. Tarr said they were also exploring the idea of whether the exhibit could be modified so that it can come apart in sections, whenever more floor space would be needed. 3. MEETINGS CONFERENCES UPDATE. Tarr reported that she spoke to Jim Kelly of the Alaska Permanent Fund Corporation about their meeting calendar. An official letter of invitation was mailed to the board of directors of the Alaska Permanent Fund Corporation inviting them to meet in Kenai in 1999 or 2000. Tarr updated the board on the plans for the new meeting planner portfolio which was budgeted for 1998. Most of the research for the new promotional packet was completed. M/S (Malston, Roberts) to set November 1, 1998 as the target date to have the new meeting portfolio printed. M/S (Malston, Roberts) to set March 15, 1999 as the target date to have a trade show exhibit designed for the Kenai Visitors Convention Bureau to be used for future trade shows in marketing Kenai. KVCB Board Minutes September 9, 1998 Page 3 Tarr showed the new page ad KVCB placed in the Alaska Journal of Commerce advertising the Kenai Visitors Cultural Center as a meetings location 4. VISITOR STATISTICS REPORT REVIEW OF SUMMER SEASON 1998. Various board members discussed the 1998 season. The results were mixed. Director Roberts explained what the determining factors were for SouthCentral Air's decision to halt regular passenger service between Anchorage and Kenai. The Kenai Visitors Cultural Center's 1998 season showed a decrease over the previous year. Summer 1998 visitations were: 53,183 vs. Summer 1997 visitations at 57, 565. Tarr reported that the Tok Visitors Center was conducting their own visitor survey this year because they also reported a decrease in traffic. The wet, cool weather during May- August was a factor this year. Changing sportfishing regulations also caused confusion. The cruise ship industry, on the other hand, was growing very rapidly. The reduction in state dollars for tourism marketing was also having a negative impact, said Tarr. The introduction of KVCB's web site should greatly increase the number of inquiries from visitors throughout the year, once it is completed. In the meantime, said Tarr, the KVCB one page "splash" page went on the Internet on July 9 and has generated 56 visitor inquiries. (The splash page is only a temporary page so KVCB can have a web presence until the comprehensive web site is completed sometime in the fall.) All of them were responded to, said Tarr. 5. KVCB MEMBERSHIP REPORT. According to the August report, KVCB has 219 members, including courtesy and trade -out members. H. FINANCES The August 1998 general fund budget report was presented. Year -to -date revenue was reported at $138,627.10, Expenses were 5149,336,15. Tarr discussed the Budget Reserve Fund and the Equipment Replacement Fund. New signature cards were signed. Tarr reported that gaming revenues, December through July, were tracking below budget projections. June's gaming profits were non existent and consequently, there was not enough gaming revenue in June to transfer into the general fund. Gaming improved in July and August. The August donation box revenue was tracking approximately $300 behind the summer of 1997. I. KVCB BOARD ELECTIONS The following board members volunteered to serve on the Nominating Committee: Marston, Roberts, and Vandehey. Nominations would be sought in early October and election ballots will be mailed in November. J. NEW BUSINESS There was discussion about Grand Tour International's (Copy Cats) mini- brochure rack. (business card size). KVCB has no policy about displaying a mini brochure rack in the lobby. All members presently receive one full -size brochure rack to display their promotional materials. The mini- brochure rack is a new advertising concept which only a few member businesses are currently taking advantage of. Space in the KVCC lobby is a consideration. KVCB members pay 5100 /year which includes one, regular brochure rack. The mini- brochure holder represents an additional advertising opportunity in the KVCC Lobby, but KVCB Board Minutes September 9, 1998 Page 4 there is no fee policy yet established. KVCB staff were directed to come back to the board in the future with their recommendation. The meeting was adjourned at 8:15 p.m. Respectfully submitted by, Kathy Tarr Executive Director