DLP Board of Directors Meeting Minutes 10-27-10
Downtown Lakeland Partnership, Inc.
Board of Directors Meeting Minutes
Wednesday, October 27, 2010
MIDFLORIDA 7th Floor Conference Room
Attending: Daniel Stetson, Frank McCaulley, Kay Morgan, Lynn Dennis, Lori Powell, Eric Belvin, Tim Calhoon, Carl Stutzman, Julie Townsend, Ellen Simms
Excused – Jean Bunch, Anne Furr
Absent – Jim Nixon, Randy Andersen
The meeting was called to order by President Stetson at 8:06 am.
President’s Report: The contract with TMS for the 2010/2011 year, as approved by the board at the last meeting has been executed. Ellen Simms resigned from the board to accept a position with TMS providing support for the DLP. Daniel thanked the board for believing in him as president and noted that the DLP had enjoyed significant growth during the past few years and recognized Julie’s role in that success. He noted that the increase in the TMS contract was an investment in future growth of the DLP.
Executive Director’s Report: Julie Townsend noted that TMS has also contracted with Chuck Welsh for website maintenance and development, social media development and e-marketing opportunities, and to change the e-blast policy to increase the effectiveness of this form of communication. Chuck has experience in volunteer and board development and will also be working with the DLP in that capacity.
The DLP and the Dixieland CRA will be hosting a joint seminar on 4 Square, the latest social media application, in the City Commission Chamber at City Hall. This session will be taped for future reference. Details are pending.
Julie introduced Carl Stutzman, Sales Manager of the Holiday Inn-South, and the DLP’s new Marketing Chair.
Minutes: Kay Morgan presented the minutes of the DLP Board of Director’s meeting of Wednesday, September 29, 2010 for acceptance. Motion to accept was made by Lori Powell, seconded by Lynn Dennis – unanimously approved. Kay presented a thank you note from Explorations V Children’s Museum for being awarded the 2010 Golden Swan Award. She then noted that Keller Williams’ “Terror in Downtown” event was noted in last Saturday’s Ledger Real Estate section. Daniel noted that the DLP committee chairs were noted in the Ledger’s business section on Tuesday.
Treasurer’s Report: In Jean Bunch’s absence, Ellen Simms presented the September 30, 23010 (fiscal year-end) financial statements. Of particular note was the growth in the Balance Sheet of $19,398 and the net favorable variance from budget of $29,398, due primarily to the continued success of attracting new members and the overall success of Brewz Crewz. A motion to accept the Treasurer’s Report was made by Tim Calhoon and seconded by Frank McCaulley – passed unanimously.
Daniel Stetson made a motion to authorize the new DLP officers to be signers on the MIDFLORIDA accounts. Motion by Frank McCaulley, with a second by Tim Calhoon – passed unanimously.
Committee Reports:
Luncheon – Lori Powell noted that people had asked about the silent auction which was replaced as a fund raiser by the Brewz Crewz. Attendance at the luncheon was up from last year.
Kay Morgan left the meeting at 8:30 am.
Membership Committee – Lynn Dennis reviewed the revised membership policy addressing various levels of membership for businesses and organizations outside of the Downtown boundaries and the new application process (Policy attached for reference) Frank McCaulley made a motion to allow the Membership Committee to finalize the new membership policy, with a second by Eric Belvin – unanimously approved. A letter and or visit to each member impacted explaining the change is forthcoming. Membership application information will be removed from the website until the appropriate updates are made. Existing members and potential members accessing the current membership information from the website before it was removed will be grandfathered in for the term of their current membership, but the changes will be explained immediately. On a motion by Frank McCaulley, with a second from Eric Belvin, a one month moratorium on new memberships was granted.
First Friday Committee – Julie presented a new First Friday participation policy addressing both DLP members and non-members (Policy attached for reference). Major changes in the policy include deadlines for participation, and application process and $50 fee for non-memberships and the prohibition of all political activity and activity that is damaging or derogatory to groups. The DLP reserves the right to deny access to any group. The DLP has signed an exclusive use contract with the City of Lakeland. On a motion from Tim Calhoon, with a second for Frank McCaulley, the motion passed unanimously.
Brewz Crewz – Eric Belvin and Julie Townsend are meeting on Tuesday, November 2nd, with businesses on Main Street between Tennessee and Kentucky Avenues, and on Kentucky Avenue between Main and Lemon Streets, regarding using this area as the location of the 2011 Brewz Crewz instead of Munn Park. The City of Lakeland Parks & Rec Dept. has objections to using Munn Park. Ellen Simms noted that the Parks & Rec Dept has begun charging $111 per month for First Fridays.
Marketing Committee – Carl Stutzman, committee chair, noted he is reviewing budget and existing marketing programs. He is excited about the new committee’s energy and will work toward better promotions, more member involvement, and improved policies.
Eric Belvin left the meeting at 9:00 am.
Nick’s Mix & Downtown @ Dusk – Tim Calhoon and Lori Powell will co-chair the committee. These events will occur quarterly. The Nick’s Mix is scheduled for Wednesday, December 1st at Hauger-Bunch. Member restaurants are asked to donate food for the event. This is in lieu of the General Meeting.
VIP Card Program – David Brandt will not chair this committee because of conflict with his business. The Marketing Committee will start working on the 2011 program now.
Programs – Frank McCaulley will chair this committee. Jim Studiale or Gow Fields will review high-speed rail at the November 3rd meeting.
Goodie Bags Program – The new bags are here (10,000). We need information form participants for inclusion.
Julie Townsend requested that all chair positions should be on a calendar year and not the DLP’s fiscal year (September 30) to better address the natural cycle of DLP events. After brief discussion lead by Daniel, the board agreed.
Other Business:
The CRA contract for 2010/2011funding ($30,000) has been signed. Besides our usual business, this contract obligates the DLP to plan a new event for execution in 2012.
Daniel extended an invitation to all committee chairs to attend next month’s board meeting.
Julie asked that committee chairs submit written reports for inclusion in the board packet that is submitted on the Friday prior to board meetings. She also noted that 9:30 am is the official meeting ending time.
Daniel noted that the check has been cut for the October TMS contract payment based on the new contract. Daniel asked for and received approval from the board for Julie to provide the second signature as no other signatories were available.
The November board meeting will be held on Wednesday, November 17th to avoid the Thanksgiving holiday. The December board meeting will be held on Wednesday, December 15th to avoid the Christmas and New Year’s holidays. E-mails will be sent out to insure a quorum at the meetings.
Sheila King is selling Sugarush – asking price is $49,900.
Bay Street Bistro is opening in the space vacated by The Antiquarian. Owners are former employees of Gary Schmidt. Lori noted that this is a potential Downtown at Dusk site.
With no other business before us, the meeting was adjourned at 9:19 am.
Respectfully submitted by Kay Morgan, Secretary,
Wednesday, October 27, 2010. KM/ehs
