DESTINATION MANAGEMENT BOARD OF DIRECTORS MEETING

MINUTES

12.10.08

 

Attendance: Judge Deanell Reece Tacha, Chair, Freedom’s Frontier National Heritage Area (FFNHA); David Corliss, City Manager; Craig Weinaug, County Administrator; David Dunfield, FFNHA Board member; Joan Golden, Lawrence Chamber of Commerce, Judy Billings, President & CEO; Charles Jones, County Commissioner; Jerry Cooley, City Attorney . Absent:  Sue Hack, City Commissioner.  A CVB Advisory Board representative has not yet been appointed by the Mayor. 

 

The meeting of DMI was called to order by Judge Deanell Reece Tacha, Chair.  Minutes of the previous meeting were approved on a motion by Jones, second by Golden.

 

A financial report was distributed.  The financials continue to reflect primarily the CVB’s activity, as there is currently no DMI-specific budget.  Billings reminded board that CVB financials are recording expenses attributable to DMI and to FFFNHA so that working budgets can eventually be developed for those entities. Billings reported that the only county dollars reflected in this budget are for the $18,000 that came in as flow-through dollars for the Watkins Museum study.  The CVB will end 2008 on budget with a breakeven balance.  Discussion occurred regarding reserve funds and Billings confirmed that the CVB’s only funds are in this operating budget, with no other reserve monies.  Billings also reported that the LCVB has requested money from the city’s Transient Guest Tax Reserve Fund for a couple of projects including some research and investment in a new website developed by the National Trust for Historic Preservation.

 

In Old Business, Billings reported that DMI has officially received 501(c)(6) status from the IRS.  Corliss also reported that he will discuss with the mayor, making an appointment from the CVB Advisory Board to the DMI Board of Directors. 

 

Billings also reported that the Watkins Community Museum Board had received a presentation regarding the findings of the consultant hired to assess the Museum.  Tacha reported that she has also seen the report and that she spoke at the museum’s annual meeting, referencing the report’s findings to that group, emphasizing that there was clear opportunity for change. Discussion ensued about the report and the museum.  It was decided that the DMI board members will each receive a copy of the report electronically in coming days and then will reconvene on Thursday, January 8 at 3 p.m. at City Hall to discuss next steps.  Jerry Cooley was also directed to research ownership of the building before that time.

 

In New Business, the board was slated to receive a report from the CVB Advisory Board with proposed guidelines for grants made from the Transient Guest Tax Reserve Fund for the purpose of supporting events and festivals.  However, that presentation will be tabled until after Corliss and Weinaug have had an opportunity to review the guidelines and meet with the CVB Advisory Board in February.

 

Billings gave a President’s Report and provided the board with the CVB’s 2008 Work Plan update for review.  She reported that the LCVB is working on its 2009 budget and 2008 year end numbers.  She and Tacha reported that a great deal of time has gone into fundraising for the FFNHA management plan and into working the team of consultants who are drafting that plan, which will be complete in 1st quarter 2009.  The FFNHA Partnership Team is also forming subcommittees to work on business plan development and other longterm needs.  Billings has also completed paperwork to begin accessing a small amount of federal dollars for administrative efforts on behalf of FFNHA. 

 

The Board of Directors went into Executive Session to discuss an annual performance review for Billings. 

 

 

 

Billings reported that she had spoken with Rebecca Wempe and that final IRS approval was still pending but that the request was officially in process.

 

Discussion regarding an appointment from the CVB Advisory Board to the DMI Board followed.  Corliss stated that the appointment needed to be made by the mayor and that he would talk with Mayor Dever about that. The appointee needs to be a member of the CVB Advisory Board as well as the Chamber of Commerce.  The group discussed the preference for that appointment to be someone directly associated with the hospitality industry with a demonstrated commitment to Lawrence.

 

Billings provided a President’s Report.  She reported that she and Watkins Museum Interim Director, Mike Wildgen had, through an RFP process, decided on a contractor to complete a study for the museum that would inventory its strength and weaknesses and would be a precursor to strategic plan for the museum.  The contract has been reviewed by Cooley and his suggested changes have been incorporated.  The board agreed to allow DMI to enter into the agreement with Svadlenak Museum Consultants working with Watkins Museum on a motion by Golden, seconded by Jones.  Funding for the contract is provided through the Board of Douglas County Commissioners at the request of Billings with support of the Watkins Board of Directors.  .  

 

The 2008-09 Lawrence Visitor Guide will begin printing tomorrow and will be distributed within the next two weeks to KU Season Ticket Holders, parents of new KU students and the LCVB database. CVB staff also hosted and organized a Freedom’s Frontier National Heritage Area (FFNHA) Familiarization Tour for writers attending the Travel Media Showcase event last weekend.  The tour took six writers to attractions and destinations throughout the FFNHA area.  A folder of materials provided to the writers was passed around for board members to review.

 

Billings reported that CVB staff is working with the organizers of several softball and basketball tournaments to bring their events to Lawrence.  The LCVB is also working with Health Care Access to develop and produce a new cycling event that is tentatively slated for the 4th of July weekend. 

 

The Kansas Tourism Initiative (KTI), an effort to increase funding for and change the structure of the Kansas Travel & Tourism Division through the Kansas Legislature, did not pass in the 2008 session but work has begun to reintroduce it in 2009.  Billings will testify to two interim committees on the legislation next week. 

 

The FFNHA Management Plan is approximately half-way through the process and is on track to be completed in February 2009.  Billings reported that 80-100 people are attending the monthly Partnership Team meetings.

 

Corliss asked the minutes to reflect the board’s appreciation to the county for their support of Watkins and the Freedom’s Frontier Heritage Area. 

 

Future meeting dates were agreed upon by the group.  The next meeting will be Wednesday, December 10 at 4 p.m. at City Hall. The next meeting after that will be Wednesday, March 4, 2009 at 4 p.m. at City Hall.

 

The meeting was adjourned on a motion by Golden, second by Weinaug.