Downtown Lakeland Partnership, Inc.
Board of Directors Meeting Minutes
Wednesday, November 17, 2010
MIDFLORIDA 7th Floor Conference Room
Attending: Frank McCaulley, Jean Bunch, Kay Morgan, Lynn Dennis, Eric Belvin, Jim Nixon, Randy Andersen, Tim Calhoon, Carl Stutzman, Michael Maguire, Gregg Hooth, Erin Geiger, Julie Townsend, Ellen Simms and Chuck Welch
Excused –Anne Furr, Daniel Stetson, Lori Powell
The meeting was called to order by Vice-President McCaulley at 8:02 am.
Minutes: Kay Morgan presented the minutes of the DLP Board of Director’s meeting of Wednesday, October 27, 2010 for acceptance. Motion to accept pending minor corrections was made by Lynn Dennis, seconded by Eric Belvin – unanimously approved. Kay presented a thank you note from Helen Chappell, City of Lakeland, the 2010 DLP Partnership Award winner.
Treasurer’s Report: In advance of Jean Bunch’s arrival, Ellen Simms presented the September 30, 2010 (fiscal year-end) financial statements. Of particular note was the growth in the Balance Sheet from the same time last year of $18,971 and the Income Statement’s net favorable variance from budget of $27,457, due primarily to the continued success of attracting new members and the overall success of Brewz Crewz. The October 2010 statements were presented. A motion to accept the Treasurer’s Reports was made by Tim Calhoon and seconded by Lynn Dennis – passed unanimously.
Randy Andersen made a motion to contract with Bunting, Tripp and Ingley, CPA to perform a review of the financial statements for the fiscal year ended September 30, 2010 not to exceed $1,500.00. Tim Calhoon seconded the motion, which passed unanimously.
Marketing Committee – Carl Stutzman presented the recommendation from the Marketing Committee that the DLP participate with the Detroit Tigers and the City of Lakeland in celebrating their 75th anniversary by assisting them with organizing “Last Friday” on February 25, 2011. Jean Bunch moved, and Lynn Dennis seconded the motion to add the February 25, 2011 “Last Friday” event to the DLP calendar and to provide organizational support with no financial commitment required of the DLP. The motion passed unanimously. Randy Andersen volunteered to chair this event for the DLP.
On a motion by Kay Morgan, with a second by Jean Bunch, the Board unanimously approved the Downtown Dollars Holiday promotion of giving $120 in Downtown Dollars for every $100 purchased. The offer is not good on smaller increments. The cap for this promotion was set at $500 (25 sales).
The Breakfast with Santa event, scheduled for Saturday, December 18th was discussed. There will be two seatings of 50 people each (9:00 am and 10:30 am) at Wakeman’s Parkview with Fresco’s providing breakfast. We are hiring Santa and Mrs. Claus and Lighthouse Ministries will assist in taking photos with Santa. Admission is $25 per person and includes $10 in Downtown Dollars. It is expected that profits from this event will offset the expense of the Downtown Dollars promotion. EventBrite will be used to sign up customers.
First Friday Committee – Michael Maguire presented the new First Friday barricade banners. The cost of these banners is $50 each and sponsorships are being sold for $100 each. Ten sponsorships have been sold and we will need approximately 12 of them. Generic (unsponsored banners) will be developed. Paint Along Studios provided the printing at cost and The Maguires of Lakeland provided the design. On a motion from Jean Bunch, with a second from Eric Belvin, the Board unanimously approved the adoption of the Event Application form to be used for First Friday, Holiday Walkabout, Holiday Fest and all other DLP events that are free to the public.
Goodie Bag Committee – Gregg Hooth reviewed his plan to develop this program by identifying different markets (points of entry (hotels, airport) and events) and targeting the materials offered in various goodie bags. He also discussed the possibility of developing a smaller recycled bag to use for corporate events with an eye towards bag sponsorships.
Downtown Dish – Erin Geiger presented the Dish Article Submission policy. The Tigers’75th anniversary will likely be the cover for the next issue publishing in January. The Ledger insertion error for the October issue was reviewed. To correct their error, The Ledger effectively put an additional 8,000 copies of the Dish into circulation.
Brewz Crewz – Eric Belvin and Julie Townsend reviewed the efforts to date in negotiating with the City’s’ Parks & Recreation Dept to allow the event in Munn Park. Fencing costs are estimated at $12,000, with $6,000 being non-recurring standards to hold the fence as Parks & Rec forbids anything being stuck into the ground in Munn Park. Other options for providing adequate fencing are being reviewed. According to the City, there is no legal reason to require 6’ chain link fencing for the event. We will need additional volunteers to man the perimeter. Because this is the major DLP fund raiser, Board members are expected to participate in the event.
Membership Committee – Lynn Dennis reviewed the revised membership policy which refocuses the mission of the DLP onto the promotion of Downtown. The applications for Partnership (inside the DLP boundaries), Membership (outside the DLP boundaries) and the boundaries map were presented to the Board. On a motion by Lynn Dennis, and a second by Tim Calhoon, the new policy, applications and boundaries were unanimously adopted.
Nick’s Mix & Downtown @ Dusk – Frank McCaulley agreed to print and mail the invitations if Julie provided him with the member list and a postcard design. Tim, Lori and Jean will coordinate on logistics. An e-blast has been prepared and will be sent out shortly.
Holiday Events – The Walkabout has 17 activities for which volunteer hosts are needed. Julie and Michael are working with the Junior League to have Christmas parade floats on display during First Friday.
Programs – Frank McCaulley is looking for a January 5th General Meeting program.
Vice President’s Report: On a motion from Kay Morgan, with a second by Randy Andersen, and unanimous approval of the Board, there will be no Board meeting in December 2010.
Jean Bunch left the meeting at 9:15 am.
Executive Director’s Report: Julie Townsend the stressed the importance of Board participation in the Brewz Crewz. Chuck Welch reviewed the new e-blast policy designed to improve the effectiveness of the e-marketing strategy. He also noted that he working on developing a new Board/Committee section on the website as a tool for highlighting important dates, etc. Chuck will be visiting with each Board member to make certain they are getting the most out of their positions.
Two new bike racks have been installed in the Main Street Garage. Wayfinding signs should be installed next week. Jim Nixon will be playing holiday music at Arts on the Ark on December 10th for the Holiday Fest. Chuck Welch would like for parking map in the Dish and on the City’s website to reflect the location of bike racks. He has a suitable logo.
Daniel extended an invitation to all committee chairs to attend next month’s board meeting.
With no other business before us, the meeting was adjourned at 9:20 am.
Respectfully submitted by Kay Morgan, Secretary, Wednesday, November 17, 2010. KM/ehs