VisitRainier Board Minutes: January 2011

Visit Rainier Board Meeting: January 12, 2011
Whittaker Mountaineering, 1:00pm - 4:00pm

Attendance: Jeremy Foust, Maree Lerchen, Pam Newlun, Adam Angel, Rehne Copeland-Vanek, Dee Patterson, Steven Cadematori, Annalee Tobey, Mary Kay Nelson, Julie Johnson,

The meeting was called to order at 1:07 pm by President Jeremy Foust.

Minutes - October Board Retreat. Maree moved and Steven seconded to approve the October minutes. Motion carried unanimously.

2010 Financials - MK presented the end of the year financial reports including the end of the year balance sheet. The board accepted the reports as presented.

Mary Kay presented each board member with a binder to organize VR Board minutes and information throughout the year. It was suggested once the Pierce County contract stating the scope of work to be accomplished is signed, a copy be added to the binder. The marketing plan was provided to each board member when it was adopted in 2009. The board asked to have the board roster revised to show board position terms and officer terms.

Election of Officers for 2011: Maree, Dee, Rehne, and Adam are up for re-election. Steven moved and Pam seconded to re-appoint the slate of board members to a two year term. Motion carried. The officer position of secretary is open. Maree moved and Pam seconded to elect Steven as Secretary. Motion carried.

Pierce County 2012 Request for Funds: Steven moved and Maree seconded a motion to authorize Mary Kay to submit the request for 2012 Pierce County Funds. Motion carried unanimously. Discussion followed on the amount of the request. The final decision was to request a 3% increase which is based on the amount of revenues increased by Pierce County. $263,000 would allow VR to partner with the Tacoma Regional Convention and Visitor Bureau on several cooperative projects including the clipping service, media tour, and workshops for stakeholders. The need for online reservations and for mobile phone apps was also noted. Board members stated it is more important than ever to have a fully funded marketing program with the State Tourism Office in jeopardy of being eliminated.

Mary Kay explained the benefits of joining the Washington State Destination Marketing Organization (WSDMO) as a Tier II member, (non-voting) and Destination Marketing Association International. The board agreed to join WSDMO and investigate a trial membership in the DMAI if available.

Approval of Media Specialist Contract - The board officially accepted the contract for Julie Johnson. Signed copies were submitted.

Brochures - Mary Kay contacted Certified Folder Display to find out how many brochures are left for 2011. 42,000 brochures remain and will be enough to last till this summer. A new order will need to be placed to supply the rest of the year. The board agreed that if funds are limited, we would cut the number of brochures printed as well as distribution.

Website Developer - Brainkinetics meeting report - Mary Kay reported that Annalee and she met with Sara and Ken from Brainkinetics in December. They discussed the coming year and the projects lined up for implementation, including the 24 hour "Mattress" Sale.

Ken suggested we should obtain occupancy reports from lodging properties to learn effectiveness of our overall marketing campaign in order to measure results and ROI on the new changes. Ken noted that in 2012 we should to prepare for a website revision and online reservations booking mechanisms.

Lewis County Commissioner's report - Maree reported that the Lewis County commissioners have recommended a $10,000 reduction in funds for 2011. Instead of $35,000, they recommended $25,000. Mary Kay, Annalee and Maree agreed they would like to discuss the ramifications with the BOCC and ask them to reconsider their decision. This will be done in January.

Website and Social Media program - Annalee provided results for 2010. She explained goals for 2011 and will prepare data and charts for the summit meeting presentation. The board suggested they would like her to send monthly trend reports.

Stakeholder Summit - Mary Kay explained preparations are underway for the 1st Summit for Visit Rainier Stakeholders. 80 people have signed up to attend. The agenda has been prepared. The Board provided direction and input for content of the presentation.

The meeting was adjourned at 4:30pm.

The next meeting on April 6th will be held at NW Trek.

Topics to be discussed:
Bylaw Committee - Steven, Rehne and Dee
Executive Director Position evaluation - Jeremy, Dee, Rehne, Pam and Maree
Featured "Business of the Month" on website and sponsored ads on newsletter policy
Reporting Occupancy Rates
"Mountain on Sale" in 2012 (mid-May to mid-June or 3rd week of Sept. or both?)