VisitRainier Board Minutes: August 2007

Board Meeting Minutes, 12 Noon, Ashford
Attendance: Dee, Sandy, Vivian, Jeremy, David and Mary Kay. Ellie and Maree were absent.

The Board met at 10:30 am to hear a presentation from Ken Waletzki, Brainkinetics, regarding a proposal for website enhancements. Some of the concepts he covered included: 1) Use of special domain names to measure and track print or TV ad campaigns 2) Decide on how much we want to spend (per person) on any given ad campaign 3) Determine conversion rates(room nights booked) This would require a system to have each property report to us. 4) What measurements can be put in place to determine cost per visitor, and # of return visitors to the website? 5) Determine goal: one suggestion is that we decide to double the amount of time each person spends on the website. Another suggestion is to increase the number of time a visitor uses the website. Also increase the number of room nights in the off season. 6) The Webervations component needs to be improved and data needs to be collected to show if it is getting results. 7) Improve content: ie blogs, presentation of content, compelling content, user generated content, coupon codes and discounts, interactive video and packages, maps (trip planner). 8) cross promote areas and businesses.

The major difference between this proposal and what we are doing now is: 1) Adding more tracking, analytics and data collecting to show results 2) More content oriented 3) Integrated booking system 4) Interactive map 5) Create ways to build web visitor loyalty.

Questions and Concerns expressed: The board expressed concern that this needs to be ready to show results for 2008 budget year which comes up in May. Dollars for 2008 are not approved until Dec 2007 for 2008. Board asked for a preliminary budget for 2008 to see if dollars can be made available and how much would that change our current program of work. How much money remains in the 2007 budget?

What is the ongoing cost of maintaining the site? Ken suggested that up to $40,000 per year would keep the site going and it will not need major revisions for some time.

Dee asked Ken if there was an incentive or bonus structure that could be built into his proposal (later correspondence with Ken indicated that this was not feasible).

The Regular session of the board meeting was called to order by President David Wilde at 12:30pm.

Vivian moved the minutes from May 24, 2007 be approved, Dee seconded, Motion carried.

June Financial Report was distributed. Morton's grant revenue is outstanding. Mkay will look into it. (The invoice was sent on October 2, 2007). Payment is for July to July, so the 2008 dollars are due now. In the future send the invoice September 1st.

Review Board Directors status. According to the bylaws, and for the record, a letter needs to be sent to current members who do not regularly attend meetings to clarify board member status. There will be open positions on the Visit Rainier board in 2008. Those interested in serving on the board should contact a current board member or Mary Kay. Individuals who are considering this are welcome to attend the Oct 16, Board meeting in Packwood at the Riverhouse at Tatoosh Meadows at 10am. Election of officers for 2008 will be held at that time.

Executive Director Report Mary Kay provided a written update on projects for May through July. (See attached)

Decision items: 1) Policy for "What's Hot" webpage. The board agreed that the What's Hot items on the website should remain for a limit of 30 days. The same is true of Specials and Deals, unless there is an expiration date noted on the special offer. A link to their website is provided and there is a 100 -word or 5 line limit. New items will automatically go to the top of the listing.

2) It was discussed how best to handle requests for Visit Rainier information. The board agreed it is in everyone's best interest to share the programs of the organization and to communicate. They stressed the importance of sharing board minutes and board meeting dates with stakeholders. Further information is public record and can be obtained through Pierce County.

3) Mill Village request for Webervations. The listings for Eatonville are limited because Eatonville does not contribute to the Visit Rainier program as Pierce and Lewis County and city of Morton does. Listings are available as a pay to play partner, however Webervations is limited to those participating jurisdictions and their businesses. Eatonville is welcome to join Visit Rainier as a funding partner if they desire.

4) Mary Kay asked the board for help for Watchable Wildlife Conference at Crystal Mt. on September 12 and 13. They are interested in having some tote bags made. Jeremy suggested an opportunity for sponsors for the bags from Sports NW.

5) MK hopes to spend a week in Ashford this fall, time allowing. She would like to visit businesses and discuss how VR can benefit their business.

6) Do we want to print more brochures? We are out of the 100,000 brochures that were printed and distributed since April 2007. The board decided to wait and see what dollars remain in the 2007 budget at the end of the year. New Business: Review/Decide proposal by Brainkinetics. Due to the Pierce County $25,000 requirements for contractors, we are required to go out to bid for any project where one vendor would receive over $25,000. Therefore the board agreed to prepare a Request for Proposal and advertise the Website enhancement project. Once the proposals come in it will be determined if we want to move forward on the enhancement project. Brainkinetics was asked to prepare an RFP. They agreed to do so, but will charge for the service. Jeremy moved that we ask Ken to assist with the proposal and to move forward with the RFP process. Vivian seconded. Motion carried. Review new advertising options and discussion of 2008 print media campaign. Board tabled this until we have decided about the website enhancement project and until we have reviewed the 2007 budget and remaining dollars. Visit Rainier Fall Stakeholders meeting- The board is interested in holding a community-wide stakeholders meeting, but tabled the decision on the date until the program of work for 2008 has been established.

Directors and Officers for 2008 will be held at the next meeting. Area Updates were provided by Board Members/ The meeting was adjourned at 2:30pm

Next Meeting will be held on Tuesday, October 16, 2007 at Maree Lerchen's Riverhouse in Packwood at 10am. Contact MK for directions. All interested and potential board members are encouraged to attend.