HomeMy WebLinkAbout10-21-09 Tourism Business Improvement District Minutes
FINAL Tourism Business Improvement District
Minutes of Meeting October 21, 2009, 12 Noon
City Hall, Bozeman Montana
Present: Cyndy Andrus (Executive Director)
Board Members: Andrew Ash, Lynn Bendz, Mark Jones, Tim Kuhlman, Steve Sparks
Eric Bryson: City Commission Liaison
No public present
Minutes from October 7, 2009 meeting were reviewed. Cyndy noted that her role on this board is as
the Executive Director of the BTBID, not the Bozeman Convention & Visitor Bureau Director as
previously identified. Andrew motioned for approval with changes, Tim seconded, all approved.
Public Comment was opened. There was no public comment. Public comment was closed.
Andrew Ash reported that he had contacted a couple accounting firms and they expressed interest in
doing the annual audits and any bookkeeping chores needed. An annual audit was estimated to cost
$5000 to $8,000, and hourly bookkeeping fees are $75/hr. Which brought up discussions of just
exactly how much outside bookkeeping do we need done? Cyndy Andrus said that she was capable
of using Quickbooks for nearly all our bookkeeping needs. Steve Sparks motioned that we allow
Cyndy to serve additionally as bookkeeper, with input and oversight from Tom Stenzel, our treasurer.
Tim Kuhlman seconded, all approved. Andrew Ash will get at least 2 accounting firms to present
proposals to the board.
Cyndy Andrus gave a report for Tom Stenzel on banks’ interest in lending us money to bridge the
time before the lodging tax dollars are available to us. Generally, the response was positive. But
after much discussion of personal loan liability, repayment schedule of the loan, doomsdays tax
collection scenarios, Eric Bryson said that perhaps the city would fund us. Since our budget and
work proposal was accepted by the city commission, he said it is possible the city would fund our
outlays and use tax proceeds for repayment. That would greatly simplify our future work. Eric will
ask the appropriate city people and report back to us at our next meeting.
Cyndy Andrus gave a report for Carl Solvie about directors’ liability insurance coverage. His
estimate was that it would cost us approximately $1000/yr. Eric Bryson said that this was of
immediate concern, and we should get coverage ASAP. But we presently have no money for any
coverage. Steve Sparks suggested that we get at least 3 written proposals from interested insurance
companies. He mentioned that since we are collecting tax money in the city of Bozeman, that we
should get bids from all Bozeman accounting firms and or banks. Is that feasible? Eric Bryson said
that any expenditure of more than $5000 requires competitive bidding.
The BTBID bylaws were discussed and approved.
An advisory committee (members other than the TBID board) was discussed and names were
proposed for inclusion. Dan Rust from the Tournament Committee will be invited to join and by
next meeting, several others will be contacted.
Cyndy Andrus reported that several people with ties to tourism are aware she is on the BTBID and
have insinuated they would welcome tax money to promote their area of tourism. However, Cyndy
said she has promised nobody nothing--that their proposals would need to be vetted before the entire
board. And any proposal has to increase Bozeman lodging nights- first and foremost.
The next board meeting will be November 4, 12 noon at the Gallatin Room, City Building.
Motion by Steve Sparks to adjourn, Andrew Ash seconded, all approved.