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HomeMy WebLinkAbout2001-03-27 KCVB MinutesKenai Convention Visitors Bureau, Inc. Board of Directors Meeting President Fred Braun, Presiding DR A.1 Tuesday, March 27, 2001 MINUTES A. CALL TO ORDER The meeting was called to order at 5:35 p.m. B. ROLL CALL Directors present: Fred Braun; Jim Bookey; Wanetta Ayers; Sandra Vozar (via telephone); Marty Ragan; Robert Fulton; Dan Van Zee; Ron Malston; Bill Popp; Marion Nelson Directors Absent: Joe Arness; Charlotte Legg; Ron Rainey; Rebecca Cronkhite Staff present: Kathy Tarr, Executive Director; Ricky Gease, Manager of Exh.ibits/Education C. APPROVAL OF AGENDA The agenda was approved with the following change: the discussion on computer and equipment needs was moved until after the Executive Session. APPROVAL OF MINUTES The minutes of the January 25, 2001 meeting were approved (M/S, Ayers, VanZee) VanZee. D. THE EXECUTIVE SESSION WAS POSTPONED FOR A FEW MINUTES TO ALLOW OTHER BOARD MEMBERS TO JOIN THE MEETING. DISCUSSION BEGAN ON THE COMPUTER NEEDS FOR THE OFFICE. President Braun commented that only two board members were involved in the Central Peninsula Writer's Night, held March 15 Ron Malston attended the 4` Annual Central Peninsula Writer's Night, sponsored by Kenai CVB, and Marion Nelson gave volunteer hours as one of the judges President Braun also noted that only three board members attended the Kenai CVB Business After Hours held for the Kenai Chamber of Commerce at the Kenai Visitors Cultural Center: Ayers, Malston, and Fulton. Executive Director's Report Tarr reported that the computer used by the front desk staff needed upgrading. Visitor Services staff was operating with a 48MB Ram, 2 GB hard drive system, but the computer was freezing up frequently. Windows 2000 uses up much of the hard KCVB Board Minutes March 27, 2001 Page 2 drive. Tarr presented a proposal to the board to purchase a 20GB hard drive with 256MB Ram, an Epson 1640 SU scanner w /transparency adapter, and a wide form color printer for museum signage. Total cost for all equipment was estimated at $2,000. Discussion followed about computer needs where to purchase the equipment. Director Popp commented that he was happy to see that KCVB had established an equipment replacement fund. He also asked about other aging equipment. Tarr reported that the photocopy machine and fax were both fairly new and were owned, not leased. Tarr added that the Bureau maintains an up -to -date inventory file of all office equipment, the specifications and when items were purchased. Gease added that the only other big need at this time was a laptop. Popp said he was hesitant to vote yes for any computer purchase which went to retailers out of state If it costs a few more dollars, we should try and purchase locally if we can get it at a competitive price. Tarr added that a lot of research was done on the LCD projector, and that the City of Kenai ultimately chose to deal with the local retailer. MIS (Popp /Fulton) Kenai CVB is authorized to purchase necessary computer equipment as presented to the board, with the stipulation that staff purchase locally, and that we try and meet or exceed the equipment standards through equal or comparable brands, not to exceed $2,000, with a S% allowance for local preference. D. CORRESPONDENCE No correspondence was discussed. E. EXECUTIVE DIRECTOR'S REPORT Tarr gave a brief report on the "2001: A Fish Odyssey" art exhibition. She pointed out the organizational chart for the show. BP confirmed they would be a $5,000 King Salmon sponsor. Tarr passed out a list of all the committed sponsors. Phillips Alaska has also committed $5,000. Alaska Seafood Marketing Institute is a King Salmon Sponsor with a combination of in -kind and cash donations, and Era Aviation is an in -kind sponsor. Tarr reported that the cover of Alaska Magazine's April 2001 magazine was on Ray Troll, one of the Fish Odyssey's artists, and that the Bureau paid for a color ad on the art show in the April issue. Tarr reviewed all the confirmed and pending sponsors and said the support was very good. Tarr inquired whether one of the Bureau's board members KCVB Board Minutes March 27, 2001 Page 3 could appear before the Kenai City Council to ask for their support in sponsoring the "2001: A Fish Odyssey" art show, as the city also helped with the wildlife art show in 2000. President Braun agreed to attend. Tarr discussed the plans for the Grand Opening. Uptown Motel is considering staffing the bar for the event. A list of the 116 artists was passed out. Tarr also gave everyone a copy of the statewide press release and reported that Sheila Balistreri from Channel 2 News was invited to attend the Grand Opening. Tarr announced that the Kenai Rotary funded the arts education program allowing the Bureau to hire arts educator, Ms. Debbie Harris, to design the student curriculum. Kenai CVB will be promoting the fish art exhibition at the Great Alaska Sportsman Show for four days. Bill Sabo agreed to sign posters at the Kenai booth. Tarr asked if any board members could donate booth time, particularly since Amy Manuel, KCVB Administrative Assistant, resigned. Director Vozar offered to be a booth volunteer. Tarr surprised the board members with hand painted silk fish ties to wear to the Grand Opening Reception of the art show. Director Bookey said to contact Agrium as soon as possible if there was a need to use a tent outside of the Kenai Visitors Cultural Center for the opening reception. (M /S, Nelson, Popp) to move into Executive Session to discuss a financial matter. Executive session began at 6 :05 p.m. and concluded at 6:45 p.m. (MIS, Ayers, Ragan) that Kenai CVB draft a letter to the president of the Kenai Peninsula Tourism Marketing Council board of directors regarding the handling of Community Marketing Partner funds with the Alaska Travel Industry Association. F. EXECUTIVE DIRECTOR'S REPORT CONTINUATION Tarr reported on the Tourism Industry Fly -In in Juneau, April 2 -3, whereby ATIA organizes one on-one meetings with legislators to talk about tourism issues and to communicate that state funding for tourism marketing should not be reduced. Tarr has participated the last two years, but is unable to attend the Tourism Fly -In this year. Director Van Zee expressed some interest in representing KCVB in Juneau. Director Ayers said there was a proposal in the Senate Judiciary Committee which could potentially create another option for tourism marketing funding by giving second class boroughs (such as Fairbanks North Star Borough) the power to fund area wide tourism marketing with non -area wide funds (HB24). KCVB Board Minutes March 27, 2001 Page 4 FINANCES: February 2001 gaming revenues were strong. Retail Account Balance. $8,600. Cash balance in checking: $19,000, with all bills current. The Bureau has not yet collected any sponsorship monies. All sponsor money will be held in reserve to apply to art show expenses. The front lobby and retail area are being redesigned. Staff followed Director Bookey's advice and moved the cash register away from the front door and created a separate entrance to the art show. Fish note cards, fish books, and Ray Troll -shirts will be sold in the surnrner of 2001 to tie -in with the fish art show. Kenai River Sportfishing Association has once again sponsored the 2001 Science on the Kenai summer interpretative programs for $3.,000. Tarr met with City Manager Ross and Larry Semmens to discuss the budget. Tarr said she thoroughly enjoyed her working relationship with City Manager Ross and that he has been a supporter of the Kenai Visitors Cultural Center. She said she will miss working with him and that he's an excellent city manager. The Bureau has asked for an increase in its management contract since the Bureau has been at the same level for almost 4 years, while operating expenses have increased. The City is painting the inside of the building and purchased a much needed coat rack upon KCVB's request. The Bureau, overall, is on "solid financial ground," said Tarr. Web Site www.visitkenai.com Tarr said she would like to invite all board members to see the web site before it is officially launched. The newly designed web site is content driven and will have more graphics and photos. The West Side of Cook Inlet section was added. The borough's planning director called to say that a $75,000 funding request has been put forth to design a dock on the West Side. The borough planning director may come to one of the. Bureau's future meetings to talk about the West Side of Cook Inlet. Art Acquisition Fund Tarr said she would like to plant a seed that someday there be a mechanism in which to purchase art work to be shown publicly, and to add to the. Center's collection. After two major art exhibitions, it would be good to purchase some of the art to remain permanently in Kenai, said Tarr. Larger museums have acquisition funds. Kenai has no art bank or way to acquire art works for the Center in the future. Part of the proceeds from the fish art show will go toward paying the Bureau back for its purchase of the 40- mounted Cook Inlet Fish from the Bob James collection for the Center's permanent collection. Perhaps some of the proceeds could also go toward the purchase of some of the art work. Someday, the building may be expanded, said Tarr and more exhibit space and more storage space could be added. Director Nelson said she would want some kind of guarantee that any art in a public art bank in Kenai in the future be properly displayed. Report to the Com munity Director Bookey was able to get an extension on the deadline for the Bureau's annual report, due April 15`11 KCVB Board Minutes March 27, 2001 Page 5 Personnel Update Amy Manuel resigned to take a position at Agrium. One of main reasons she left KCVB was because there were no health or retirement benefits offered at KCVB. Oil Display Tarr led some representatives from Phillips Alaska through the building to discuss the redesign of the out -dated oil industry display in the Kenai Visitors Cultural Center. Perhaps a consortium of oil industry companies would get involved in producing an updated display with new information on the environment,. technology, ANWR, and how much oil Alaska produces. Employee Benefits Tarr advised the board on the necessity of developing an employee benefit program to avoid staff turnover. Kenai CVB is the only Bureau around the state which still does not offer its employees a health /retirement package, she said. Some CVBs belong to their cities and they receive benefits. Tarr said she would like to get a verbal commitment from the board to recognize the importance in developing a benefits program before the end of 200I. KPTMC and the Soldotna Chamber both offer benefits. 78% of the CVBs which belong to the Western Association of CVB's offer health retirement benefits to their employees. President Braun said that the executive director should bring a proposal to the board for their review. Other board members agreed that the executive director needed to bring some numbers and ideas back to the board for further discussion. Director Fulton said the Bureau needs to be able to afford any kind of program. President Braun directed Tarr to get some more information. G. BOARD COMMENTS Director Fulton said that sometimes employees pay into the program to keep health and retirement costs down. He recommended that the director research this. Director Ayers requested that any response received from KPTMC should be shared with all KCVB board members. President Braun said that KCVB's draft letter to KPTMC will also be reviewed by the board. Director Nelson mentioned that the Milepost has side6arsection which is peach- colored. One of the new sidebars is the Kenai River section with a special map. Another one may pertain to the West Side. KCVB Board Minutes March 27, 2001 Page 6 Director Van Zee commented that he is -not opposed to the benefits package for KCVB, it's just a matter of numbers and whether we can develop something that is sustainable and can be paid for. There is a real future for the West Side of Cook Inlet and Kenai should be billed as the "gateway. He also said we should check into teleconference equipment. President Braun said the original agreement with Lake Clark National Park was to have a uniformed employee on -site at the Cultural Center to answer questions. President Braun talked about the sponsor levels for "2001: A Fish Odyssey." He suggested that board members get involved by making any kind of financial contribution possible. Director Nelson and President Braun said they would make a personal. contribution. Director Van Zee said Hertz Rent A Car would be a Pink Salmon sponsor. The meeting was adjourned at 7:40 p.m. Respectfully submitted by, Kathleen Tarr Executive Director