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Home My WebLink About2000-08-21 KCVB Minutes11/08/2088 15:06 NO.217 D002 A. CALL TO ORDER The meeting was called to order at 5:35 p.m. Kenai Convention Visitors Bureau, Inc. Regular Board of Directors Meeting President Fred Braun, Presiding Monday, August 21, 2000 5:30 p.m. MINUTES B. ROLL CALL Directors present: Fred Braun, Marion Nelson, Rebecca Cronkhite, Diane Lofstedt, Ron Malston, Robert Fulton, Joe Amess Staff present: Kathy Tarr, Executive Director; Amy Manuel, Admin. Assistant Guest: David Edward Smith; Borealis Design C. AMENDMENTS TO THE AGENDA Tarr asked that "New Business" be moved up on the agenda for discussion at the beginning of the Board meeting. D. APPROVAL OF AGENDA M/S (MaLston, Nelson) to approve the agenda as amended. E. APPROVAL OF MINUTES M/S (Malston, Fulton) to approve the minutes ofJune, 24, 2000. F. PERSONS TO BE HEARD David Edward Smith of Borealis Design and KCVB Executive Director Kathy Tarr made a presentation on why KCVB's current web site needs redesigned. Some of the major changes needed for www.visitkenai.com are. Pages need to download faster and be shorter so that web readers don't have to scroll down the page Have headliner buttons at top of page and in sidebar Cultural Center section needs to feature more information on local artists Web users should be able to "print their own brochure" from the web site; this will significantly reduce the mailings for KCVB and will give the visitor instant results Interactive box added; KCVB staff would be able to add events and local happenings on a daily basis to the web site Quicker access to KCVB member businesses Discussion followed about the cost of monthly maintenance for the website. Director Malston asked what the redesign project would cost and where the money would come from. Tarr responded that the project would be paid for from the advertising budget. Smith estimated the cost for redesign at a minimum of S2,000. 11/082000 15:06 N0.217 P003 KCVB Board Meeting August 21, 2000 Page 2 G. NEW BUSINESS Tarr asked the Board to consider a name change for the Kenai Visitors Convention Bureau, Inc. She reported that 95% of all similar organizations are called Convention Visitor Bureaus (CVB's) NOT Visitors Convention Bureaus (VCB's). President Braun said that the organization was named Kenai Visitors Convention Bureau, Inc. in order to emphasize the Visitors aspect of its mission. Director Malston asked if the name change would affect the 501C status of the organization and Director Cronkhite questioned whether the name change would increase the workload for the City of Kenai. Tarr said it would be a simple name change on paper, and would not affect the 501C status. The name change has to be registered with the State of Alaska and costs $25.00 for the paperwork. Once the paperwork is filed with the State, the name change becomes effective immediately. MiS (Arness, Nelson) to change the organization's name to Kenai Convention Visitors Bureau, Inc. contingent upon the approval from the City of Kenai. All Board members were in favor of the name change based on approval from the City of Kenai. H. EXECUTIVE DIRECTOR'S REPORT The following reports were distributed: Financials Membership Visitor Statistics Cultural Center Monthly Activity Report Tan reported on "Alaska 2000: A Celebration of Wildlife Art", Financials on the art exhibit, including income and expenditures were included in the Board packets. Tarr said that all expenses were paid and $1,500 would be given to Kenai Peninsula College for a scholarship fund. Director Fulton asked if the College was satisfied with the scholarship amount and Tarr said that Dr. David Wartinbee and Kenai Peninsula College were very satisfied with the scholarship. Tarr said she "greatly appreciated the hard work of Dr. Wartinbee, the exhibition's guest curator and of KCVB's permanent and summer staff" Tarr updated the Board about "2001: A Fish Odyssey" which will begin May 1, 2001. Director Cronkhite asked if Kenai Peninsula College would be a partner for the upcoming event. Tarr reported that Gary Freeburg, a KPC Art Professor would curate the fish exhibit, Tan said the Center will charge an admission to see the exhibit and that profits would go toward purchasing the Bob James fish collection for the Center and underwriting the show's expenses_ Tarr said she plans to recruit sponsors for "2001: A Fish Odyssey," such as Kenai Fjords Tours, Unocal, and Kenai River Sportfisbing Association among others. The Center's retail area will also include new items with fish logos. Tarr wants the exhibit to have an educational aspect as well as an artistic theme. Tarr asked Board members who were interested, to serve on the planning committee which meets on Fridays. 11/08/2000 15 :06 NO.217 D004 KCVB Board Meeting August 21, 2900 Page 3 EXECUTIVE DIRECTOR'S REPORT (continued) Tarr reported that the Center is hosting an "end of summer" reception showcasing the "Fourth Annual Photographer's Guild Photo Exhibit" on September 8, 2000. All KCVB members and other guests totaling about 300 were invited. Tarr said the Center would return to winters hours beginning Sunday, September 9, 2000, which are: Monday through Friday, 9:00 am to 5.00 pm, Saturday, 10:00 am to 4:00 pm and Sunday, closed. Administrative hours remain at 8:00 am to 5:00 pm, Monday though Friday. Tarr said she plans to give a presentation on the wrap up of "Alaska 2000: A Celebration of Wildlife Art" to the Kenai Chamber of Commerce and will also promote the upcoming "2001: A Fish Odyssey" event. The date for the Chamber presentation has not yet been officially slated. Tarr reported that elections for the KCVB Board would be in November. President Braun selected a nominating committee: Directors Amess, Nelson, and Malston would be the nominating committee. The City of Kenai drafted an official resolution accepting the donation of the Captain Cook journals by the Mellish family. The journals are now part of the permanent museum collection at the Center and are valued at $18,000. The Regional Tourism Conference will be in Kenai September 22 -24, 2000, sponsored by the Kenai Peninsula Tourism Marketing Council. One seminar for the conference will be held on Saturday, September 23 at the Center. KPTMC asked KCVB and the Kenai Chamber of Commerce to co- sponsor the breakfast for $300, M/S (Cronkhite,Malston) to sponsor the conference breakfast contingent on the Kenai Chamber of Commerce co- sponsoring the event at $150. All Board members were in favor of the sponsorship. Tarr reported that KCVB's recent IRS audit went well. There were no problems to be reported. Tarr will forward a report to the Board members about the IRS audit. Tarr reported on the Gaming financials. She said that gaming netted $3,000 in July. Director Amess asked why the gaining expenses increased by $5,000 from the year before. Tarr stated that the building rent for the Oilers Bingo Hall was increased in 1999. Tarr reported that KCVB had recently paid their voluntary assessment to Alaska Travel Industry Association (ATIA) for the state tourism marketing program Seward, Soldotna, Kenai, and Homer each paid $2,500 to KPTMC, which also kicked in $2,500 to ATIA The $12,000 contribution from the Peninsula was given in the name of KPTMC as a regional contribution. Tarr reported that KCVB's fullpage Milepost ad has not yet been paid 11/08/2000 15 :06 NO.217 P005 KCVB Board Meeting August 21, 2000 Page 4 EXECUTIVE DIRECTOR'S REPORT (continued) Alise Bowen, Visitor Services staff member is on maternity leave until September 25, 2000. Tarr will hire an additional Visitor Services assistant in late September, as this position has been vacant since winter. Tarr said the Center received a grant for $6,000 to catalogue the museum's collection, including taking a digital photograph of each artifact. KPC student interns will assist with the project and will be paid under the grant program. Tarr proposed that KCVB may want to explore an annual Membership billing. Mat -Su CVB has changed to an annual billing with great success. Tarr said the annual billing would reduce the paperwork and labor involved in membership billing. She said she would present the annual billing idea again to the Board at a later date L BOARD COMMENTS President Braun suggested that the Center expand its retail area to increase revenues and continue to apply for Alaska State museum grants. Director Nelson said that visitor numbers were not down for everyone. Nelson said she had heard some good reports on tourism for summer 2000. J. ADJOURNMENT The meeting was adjourned at 7:30 pm. Respectfully submitted by, Amy Manuel Administrative Assistant Meetings Membership Coordinator