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04-14-2009 MinutesSalina Downtown, Inc I... to champion a healthy, vibrant downtown community/ BOARD OF DIRECTORS SALINA DOWNTOWN, INC. Board of Directors Clark Renfro UMB Bank SDI President Steve Howe Office of Congressman Jerry Moran SDI Vice President Beth Vinson Salina Regional Health Center SDI Secretary Melissa Goetz KC&G Business Appraisal Associates SDI Treasurer Lou Appleby Appleby & Marsh Architects Robin Cates On The Pot Tony Dong Martinelli's Little Italy Mike Forristal Lee Development LLC Jerry Hinrikus Sign Pro Tuesday, April 14, 2009, 3:30 p.m. SDI Conference Room, 205 W Ash Street DRAFT MINUTES 0 0 0 c �L 0 .. I. President Clark Renfro called the meeting to order. II. Roll Call: Present: Clark Renfro, Jerry Hinrikus, Robin Cates, Mike Forristal, Ken Rinke, Steve Howe, Ken Jennison, Beth Vinson. Absent: Jim Sergeant, Lou Appleby, Christy Lauer, Tony Dong, Melissa Goetz. Staff: Phyllis Klima and Cindy Lamer. III. Recognition of guests —David Clouston, Salina Journal IV. Additions or changes to the agenda — Added Professional Development opportunity to new business. Moved John Divine's board retreat follow-up was moved ahead of minutes to accommodate Mr. Divine's schedule. V. Approval of minutes Beth Vinson moved to approve the minutes from March 10, 2009 meeting with the changing of wording on Jeff Maes comments. Robin Cates seconded motion. Motion carried. VI. Board Committee Reports — Friends of the River — Steve Howe reported that they are probably looking at sometime in June for the public outreach meetings. There is another Public Relations committee meeting this Thursday. Phyll sits on the Economic Development committee which will meet again next week. Business Incentive Package — Staff has made notecards for each Lee District member. The committee would like each Board member to take some and make calls on the businesses. Staff will compile information from those. Holiday Lighting — Committee is focusing on lighting all the poles this year using red LED lights, replacing all the red bows and reusing existing garland and gather cost estimates to replace all the lighting on the building roof tops in three blocks of Santa Fe. More information and a formal recommendation will be available next month including cost, possible funding sources, maintenance, etc. VII. Standing Committee Reports Ken Jennison 0 Business Support and Recruitment — Project Open is up and going strong. Salina Media Group A Horizon grant of $6682.00 has been awarded for "Plant Salina". Staff is still fund raising to complete the project. Robin Cates moved to accept the Christy Lauer Horizons grant. Beth Vinson seconded the motion. Motion carried. Simply Baby and More Communications and Advocacy — Sent congratulations to incoming City Commissioners and thank you notes to those leaving office. Kenneth Rinke Destination Marketing — New Business Directory and Map is now being Salina Taco Johns printed. In addition to the regular directory, the committee is considering Jim Sergeant printing small pocket size editions to help market parking locations. Salina Surgical Center Chamber/SDI — Have had two full group meetings and 1 small task force meeting. A proposal should be ready for next meeting. VIII. Director's Report — See attached IX. Action Items — The DIP Review Committee has recommended approval of two applications: Richardson Development for $11, 940 for 134 S Santa Fe and Salina Surgical Art Center for $15,000 at 200 S 5th Street. Both are Forgivable Loans. ??? moved to accept the recommendation of the DIP Review Committee and approve the Phyllis C. Klima applications. ???? seconded the motion. Motion carried. Executive Director X. Additional Items — Phyll Klima requested registration fees and travel expense to attend The Schallert Group's Business Boot Camp, May 16-18. Jerry Hinrikus aside if F this was available in the budget. Klima reported that the 2009 budget of Professional Development is $2,000. Year to Date Professional Development expense is $25 leaving 205 West Ash • PO Box 1065, Salina, KS 67402-1065 • (785) 825-0535 • FAX (785) 825-7216• www.salinadowntown.com a $1,975 budgeted balance. Robin Cates moved to approve the expense. Beth Vinson seconded the motion. Motion carried. IX. Public Forum — None X. Motion to adjourn is in order— Robin Cates moved to adjourn. Jerry Hinrikus seconded the motion. Motion carried. Meeting adjourned at 4:50 PM. Cc: City Manager, local media Salina Downtown, Inc. — Salina Area Chamber of Commerce Strategic Task Force All items listed are subject to SDI board and Chamber board approval This is not a merger! It is an intentional increase in collaboration between the two organizations. The Salina Area Chamber of Commerce (the Chamber) and Salina Downtown, Inc. (SDI) have been intentionally increasing collaborative efforts since 2006 to maximize the program impact of both organizations. SDI serves a non -voluntary service fee based membership within Salina Business Improvement District #1 (aka the Lee District) with boundaries established by City of Salina ordinance. The Chamber serves a much larger geographic area (including the Lee District) and a voluntary fee based membership. While there is some cross-over in membership, not all Lee District members are Chamber members. Frequently, the programs of work of both organizations are parallel. The SDI -Chamber Task Force has been exploring increased collaboration to advance common goals of each organization, to maximize staffing patterns and to provide expanded programs of work while respecting available community resources. The following is intended as a brief summary of current collaboration and a recommended course for further collaboration. EXISTING COLLABORATION SHARED STAFF: In March of 2008, the Chamber and SDI initiated a shared administrative support staff position. The position works half time for Visit Salina, the Convention and Tourism Division of the Chamber, and half time for SDI. PROJECT OPEN: During the last quarter of 2007, Chamber and SDI staff initiated discussions with the Salina Economic Development Incentive Council and the City of Salina about increased emphasis on local entrepreneurial development. The Chamber Economic Development agreement with the City of Salina was amended to include this project and SEDIC awarded $45,000 as start up funding. Funds are managed by the Chamber. Project Open launched publicly January 19, 2009. Chamber staff administers Project Open. SDI staff facilitates FastTrac®, a Ewing Kauffmann Foundation education option offered through Project Open. Staff from both organizations will work directly with participating entrepreneurs. Twenty one individual businesses have made application within the first four months. SDI and the Chamber co-authored an application to NetWork Kansas seeking designation as an E - Community. Salina has applied for $125,000 of 75% State Tax Credits through this program to help establish a local revolving loan fund. Chamber and SDI staffs are sharing the leadership and administrative responsibilities of this program with the Chamber administering the program and SDI providing staff for regional and state boards. OTHER: The Chamber includes SDI staff in the Salina Economic Development monthly meetings. SDI staff works with Chamber staff on development activities/projects in or near the Lee District. PROPOSED EXPANSION OF COLLABORATION The Task Force proposes the following collaborative expansion: • Relocate SDI offices to the Chamber of Commerce building, 120 W. Ash St. • SDI & ChamberNisit Salina share clerical and administrative support services • Narrow the focus of one Chamber Director, Business Retention & Expansion. • Salina Downtown, Inc. continues to administer all program services to Lee District members • SDI will conduct "all stakeholders" meeting to brainstorm ideas re: programs and fiscal items by August 1, 2009. • Expand organizational collaboration through increased direct communication between the Chamber and SDI Boards of Directors. 1. Relocate SDI offices to the Chamber of Commerce building, 120 W. Ash St. Relocation of the SDI offices will require remodeling of the current Chamber Board Room. The Chamber has offered to let SDI pay for the improvements over a period of time. The Chamber and SDI will negotiate a three year (36 month) lease agreement. Terms of the lease will include provision for the monthly payment towards remodeling costs plus agreed upon proportionate share of overhead expenses to include: property casualty insurance, utilities (telephone, electric, gas, internet service). Monthly payment portion applied to remodeling costs will be equal to SDI's current monthly rent of $570/month or $6840/year. After the initial 36 month commitment, either party can terminate the lease with 90 days written notice. Initial remodeling discussions involve dividing the space approximately in half. The west half of the room will remain a small meeting room space for about 25 persons to be used as common space to be reserved for meetings with the Chamber receptionist. This meeting room will still have direct access to the adjoining kitchenette and direct egress through the north door and down the hall to the west exterior door. SDI offices will be located in the east half of the existing space. Preliminary plans include building two private offices and one reception area. The adjoining storage room may be used to accommodate SDI storage and work room needs. One building contractor's very rough cost estimate based only on staff discussion was $24,000. Assuming the monthly payment schedule above without interest, SDI will pay the cost in approximately 3.5 years. After that cost is repaid, the Chamber will agree to SDI's monthly payment will include only the proportionate share of insurance and utilities. Proportionate share will be review annually. The Chamber will finalize the remodeling plans with input from SDI Board/staff. The Chamber will follow their established bid letting procedure. SDI will have the right to review bids and have input on the final design of the offices. 2. SDI & ChamberNisit Salina share clerical and administrative support services SDI and Visit Salina will continue to share one full time administrative support personnel. SDI will budget for one half of all compensation to include regular hourly wage and benefits. The Chamber will supply SDI a summary of compensation information quarterly. Both organizations will continue to have input on annual evaluations and resulting compensation changes. 3. Narrow the focus of one Chamber Director, Business Retention & Expansion. The Chamber will redraw the districts of the two Directors of Business Retention and Expansion. One district will be as follows: Schilling Road (south), I-135 (west), North Ave. (north) and Saline/Dickinson County Line (east). (Larry Powell currently holds this position.) This will result in an increase the percentage of his work that is downtown. The district borders of the second Director of Business Retention and Expansion will expand. (Aaron White currently holds this position.) 4. Salina Downtown, Inc. continues to administer all program services to Lee District members SDI staff will continue to administer all direct program services to the Lee District members and partners: including standing committees Business Support and Recruitment, Destination Marketing and Communications and Advocacy. SDI staff will also continue significant leadership in Project Open including FastTrac® facilitation, fund raising, participant recruitment, long term coaching, etc. 5. SDI will conduct "all stakeholders" meeting to brainstorm ideas re: programs and fiscal items by August 1, 2009. Chamber and SDI Executive Committees will meet before Augustly, 2009 to discuss outcome of the all stakeholders meeting and additional potential options for collaboration, such as: ■ Cross marketing in each organization's newsletters ■ All -America Team recognize Lee District ribbon cuttings in a different manner than those in other sections of Salina (perhaps with different coats) ■ SDI using ChamberNet for marketing to approximately 1,400 businesses ■ Other SDI will organize task force to examine ideas to "right size" budget for enhanced program and organizational vision. This task force will present recommendations to SDI and Lee District Boards at their regular meeting September 8, 2009 including the following: ■ Size of Lee District ■ Rate structure ■ Non -service fee revenue ■ Other aspects of "right sizing" the organization to match an enhanced vision. 6. Expand organizational collaboration through increased direct communication between the Chamber and SDI Boards of Directors. The SDI Board of Directors will continue to be elected by the membership as provided for in Salina Downtown, Inc. bylaws. The Lee District Board will continue to submit recommendations to the Mayor for appointment to the Lee District Board of Advisors as provided for by City Ordinance. The Lee District Board will continue to report to City of Salina. The Chamber of Commerce has NO organizational oversight function over SDI or the Lee District Board of Advisors. ■ SDI will continue to outsource accounting services by established competitive bid process. Chamber and SDI funds will not be co -mingled. ■ SDI Executive Director will continue to participate in monthly Salina Economic Development Team meetings. ■ SDI Executive Director will attend monthly Chamber of Commerce board meetings. ■ SDI Executive Director will include a monthly informational activity report into Chamber staff activity report provided to Chamber board. Once a quarter, key SDI volunteer presents update to Chamber Board. (similar to the Chamber's arrangement with the Salina Airport Authority) ■ SDI Board President or designee becomes ex -officio voting member of Chamber Board of Directors (similar to Salina Airport Authority - this will require by-law change by Chamber) ■ Chamber President & CEO will attend SDI board meetings and serve as a non-voting board member (similar to the Chamber's arrangement with the Salina Airport Authority) ■ Chamber President & CEO will include a monthly information activity report into SDI Board Packet. Once a quarter, key Chamber volunteer will present an update to SDI Board.