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Management Subcommittee
Meeting Minutes
September 22, 2015 – 3:00 pm
City Hall
PRESENT: Pearce; Wilkins
STAFF PRESENT: Molly Cano, Tourism Manager
BUSINESS ITEMS
1. Helium Milestone Review & Consideration
The committee discussed the status of the Milestone #4 deliverable and reviewed the recent
communication regarding the deliverable of the additional items requested within the check-list
provided by the Management Committee on 8/27. The committee discussed that many of the items on
the check-list had been addressed however not all were complete. Matt reported on the discussion that
took place with Chad regarding the items on the list. The committee discussed feedback from
AutoClerk regarding Helium the certification status. AutoClerk has advised the management
committee that Helium has not done the necessary testing to ensure that the system will work as
intended with the AutoClerk system. The committee discussed that this verification was required
within the delivery of Milestone #4 and they would not approve the delivery without receiving written
certification, verification or confirmation from AutoClerk. The committee also determined that the
communication from the vendor to staff and the agency was unproductive and unacceptable. The
committee requested that communication on this item be handled by the City’s Economic
Development Manager.
Action: Lee Johnson, Economic Development Manager is to email Chad McNeill requesting the
proof of written certification from AutoClerk for the integration of Helium. This certification or status
of certification is to be delivered by the October 14 TBID Board meeting for the Board’s
consideration of next steps.
The Committee also discussed with StudioGood the impact this will have on the launch of the new
website. StudioGood explained that Helium was the complete representation for hotel listings on the
new site and recommended the build out of a temporary hotel section. This build out would have a
minimal delay on the website launch. The Management Committee directed StudioGood to work on
the concept options for the hotel section design. The revised development schedule, design, and
budget would be presented to the Marketing Committee as part of the website rebuild project.
2. Update on Internship
Staff provided an update to the committee on the status of the internship recruitment. The applicant
pool has been narrowed and the request for references is being processed. The goal is to select the
intern and get him/her started by early October.
3. New Business Items
Staff mentioned the following meeting times to the Committee for future discussion. Committee
directed staff to schedule these accordingly:
• Week of October 5 for Milestone #4 re-review - tentative if needed
• October 27 at 3:00 pm