City of Lawrence

DMI Board of Directors Meeting

January 20, 2008

 

MEMBERS PRESENT:

Judge Deanell Reece Tacha, Chair, Freedom’s Frontier National Heritage Area (FFNHA); Vice Mayor Mike Dever, City Manager Dave Corliss;  County Commissioner Charles Jones; County Administrator Craig Weinaug; FFNHA Board member David Dunfield; Chair of Chamber of Commerce Board, Joan Golden

MEMBERS ABSENT:

 

STAFF PRESENT:

 

PUBLIC PRESENT:

Jerry Cooley, City Attorney

 

 

The meeting of DMI was called to order by Judge Deanell Reece Tacha, Chair.   Tacha thanked Mr. Cooley for his willingness to volunteer his time and expertise to this board.  Minutes of the last meeting were approved as submitted with a Golden/Weinaug motion.  Tacha requested that a President’s report be added to future agendas. 

 

The agenda was approved with one addition requested by Corliss to review the proposed contract with the city to operate the Convention & Visitors Bureau to be adopted at the February meeting.

 

Billings reported that she is working on the IRS application through County Attorney Evan Ice with Weinaug’s approval.  Her direct contact has been with Rebecca Wempe, tax attorney with Stevens, Brand Law Firm.  The regulations and framework for 501c6 status refer to memberships.  Billings asked the board to consider how membership in DMI should be articulated and whether bylaws should be amended to reflect this.  After discussion, Jones moved with a second by Golden that the membership organizations of DMI shall be the City, County, FFNHA, and Chamber of Commerce as established in the bylaws and that the bylaws should be amended to reflect consistency with the 501c6 requirement.  Motion passed.  Billings will bring proposed IRS application for consideration at the February meeting.

 

A motion to confirm board members and officers was made by Weinaug and seconded by Jones.  According to bylaws Corliss and the Mayor’s designee represent the City of Lawrence; Weinaug and a County Commissioner represent Douglas County; the Chair of Freedom’s Frontier National Heritage Area (FFNHA) and a board member; a representative of the Lawrence Chamber of Commerce (LCC);  a member of the CVB Advisory Board who is a Douglas County resident, a Chamber of Commerce member is appointed by the Mayor.  Vice Mayor Dever is currently the Mayor’s designee and the CVB Advisory Board member has yet to be appointed.  Officers were ratified from the January meeting as follows:  Judge Tacha, Chair; Charles Jones, Vice Chair; Dave Corliss, Secretary; Joan Golden, Treasurer.  Motion carried. Billings was confirmed as President and CEO and ex-officio member of the board.

 

A draft mission statement was discussed.  Tacha appointed Jones, Golden and Billings to consider all input and finalize the statement to be considered for the next meeting.

 

Treasurer Golden proposed a budget based on the cost of operating DMI with one employee and with a proposed % of those costs allocated to the three funding members of the board.  Discussion centered on overall sources of funds, an update of funds raised to date by FFNHA and an explanation of how city bed tax funds have been budgeted and disbursed under the 1994 agreement with LCC.  Corliss stated that he proposes a similar agreement with DMI.  Tacha asked Golden to chair a subcommittee of Weinaug, Corliss, Golden and Billings to further develop the budget with a narrative of explanation.  Public notification will be made of this and all future committee meetings by way of posting on the city’s website.  This committee will also consider the retirement plan for DMI/CVB staff.  Billings was asked to report the cost of Directors & Officers insurance at the next meeting.

 

Corliss reviewed the proposed city contract with DMI.  There was discussion about the statement regarding approval of expenditures of $7,500 and greater and agreement that the first sentence in 3(b), second paragraph be struck.  Because there are so many boards involved, Billings requested clarification of reporting to boards in paragraph #4.  It was suggested that reference to the cash basis law and a termination clause be added.  Jones asked whether the city helps with “soft” issues that advance the cause.  All agreed that in-kind services should be more consciously considered in the future.  Approval of the agreement will be on the February agenda.

 

Jones suggested a parallel contract be proposed with the Douglas County Commission requesting that Billings write a letter on behalf of DMI requesting funding to be allocated to county historical societies.  Jones moved with a second by Golden that the county make clear it intentions and expectations in this regard.  Motion passed.

 

Proposed dates for the next four meetings are Thursdays, February 7, March 13 (unless KU is playing basketball in the Big XII Tournament at this time), April 10 and May 8 at 4:00 at City Hall. 

 

Meeting adjourned.