Bloomington-Normal Area Convention and Visitors Bureau

Board Minutes

November 7, 2017

Call to Order:

Ronn Moreheadcalled the meeting to order at 8:30 a.m. on Tuesday, November 7, 2017.

Board Members:

Present: Ronn Morehead, Kathleen Lorenz, Charlie Moore, Dave Selzer, Kevin McCarthy, Steve Newman, Mayor Rennerand Crystal Howard.Also present were Mindy Murphy (BNACVB Accountant) and Steve Arendt (Striegel Knobloch & Company).

Public Comment: N/A

Consent Agenda:

Ronn Morehead asked if there were any questions regarding the Consent Agenda. No questions were brought to the table. Kevin McCarthy motioned to approve the Consent Agenda. Kathleen Lorenz seconded. All in favor, motion passed.

Regular Agenda:

Crystal Howard introduced Steve Arendt from Striegel Knobloch & Company who performed the audit for the BNACVB and Mindy Murphy who works in accounting for the BNACVB.

Steve Arendt reviewed the draft of the financials from his recent BNACVB audit. Kathleen Lorenz inquired about the increase in net cash on the Statement of Cash Flows. Mindy Murphy noted that the increase in net cash has to do with accounts payable. Mindy gave the example of the Youth Classic golf outing and Midwest Nationals in prior years and noted that we received invoices later. Steve Arendt also mentioned that there were prepaid expenses. Kevin McCarthy confirmed with the auditors that it was due to timing.

Steve Arendt began discussing the Statement of Functional Expenses and Dave Selzer inquired about filing a 990 andfundraising items. Steve Arendt explained that the BNACVB is not soliciting for contributions, they are hosting events, this is why fundraising is not included.Charlie Moore then asked if we file a 990T at all. Steve Arendt answered “no” that the BNACVB is not a typical non-profit organization due to not havingfundraising.

Steve Arendt reviewed the Grant Report. Steve Newman inquired as to how Administrative Services are determined. Steve Arendt answered that they are GAAP (Generally accepted accounting principles) defined. Steve Arendt reviewed the Internal Control Report. Dave Selzer asked if there was separation of duties with incoming BNACVB checks. Crystal Howard noted that Brittney Sage (BNACVB Tourism Administrative Assistant) opens the checks, Crystal signs off on the checks, and then Mindy Murphy deposits the checks.

Steve Arendt departed the meeting at 8:50 a.m. Charlie Moore motioned to file. Dave Selzer seconded. All in favor, motion passed.

Visitor Guide Bids

Crystal Howard reviewed the two bids we received locally. The BOPI bid was cheaper and the bureau has had great experience with them. She mentioned that BOPI also stores our extra visitor guides for us. Crystal Howard stated that at the direction of the board we receive bids locally. She recommends BOPI for the 2018 guide. Steve Newman motioned to move forward with the BOPI bid. Mayor Renner seconded. All in favor, motion passed.

2018 Meeting Dates

Ronn Morehead asked if the board members want to continue with the current meeting dates and times. Crystal Howard noted that Scott Black, who could not make today’s meeting, would like an earlier time as 8:30 a.m. on Tuesdays conflicts with his work schedule.Discussion was held at length on meeting times and days. Mayor Renner suggested altering the March meeting to a week later due to the One Voice trip.

The decision was made to keep the meetings days and times as scheduled with a few exceptions due to Holidays and the One Voice trip. A calendar invite will be sent out to all board members with the changes. Crystal Howard stated that she realized all the board members were volunteers and she thanked them.

Committee Reports

Ronn Morehead asked if there were any committee reports. Kevin McCarthy reported that Mark Peterson has set up a meeting with the City of Bloomington Interim City Manager Steve Rasmussen to further discuss the IGA. Kevin McCarthy noted that the attorneys will advise what to do with the new vision of the board and the IGA technicality. Dave Selzer inquired about the Intergovernmental Agreement (IGA) and asked if the IGA changes, will it change the make-up of the board. Charlie Moore asked if it would be ready for the January 9th board meeting.

Discussion held on the IGA and the FOYA requests received by other cities wanting to get financial insight on groups booked here. Crystal Howard stated that the CVB will be transparent and will have open meetings. The board members thanked Kevin McCarthy for his assistance.

Kevin McCarthy also reported on the Director’s employment agreement.Kevin McCarthy recommended an annual review rather than a twice-a-year bonus review. Kevin stated that he would email everyone the draft of the agreement for review.

Sports Complex

Steve Newman noted that Katie Kim has sent letters of consent requests to the town and the city. Dave Selzer asked if there is a projected dollar amount for the project. Kathleen noted Katie Kim has different phases of the project and costs for each municipality depending on many different factors. Kevin brought up the McLean County Chamber of Commerce’s recent trip to Arkansas in which they had a steering committee which could be a great model for Bloomington-Normal with this project. He pointed out that this is the only economic development project that the community is even discussing right now. Discussion held at length on the Sports Complex, the Kim Group and the Sports Commission roles. It was determined that a steering committee would be formed by the Sports Commission to move this project forward. It was also determined that Charlie Moore would speak to the BN Advantage leadership executive council regarding the project.

Chairman Discussion:

Charlie Moore briefly discussed the McLean County Chamber of Commerce’s Europe Trip next year. Charlie mentioned that there would be really great opportunities for relationship building and international networking.

Adjournment:

Charlie Moore motioned to adjourn. Kevin McCarthy seconded. All in favor. Ronn Morehead adjourned the meeting at 10:25 a.m.