Monthly Minutes

September 2007 Minutes

2007-09-18

Minutes of Monthly Meeting -- Tuesday, September 18th, 2007

Tony’s Riverside Restaurant 

Meeting was called to order at 11:30 a.m. 

Members present: Charlie Swanson, Ann Miller, Betty Jo Brown, Tara Heckel, Dick Fankhauser and

Storme Nelson 

Absent:  Dan Frase, Greg Krantz, Mike Bobin 

Others present: Leanne Woodland, Chris Waldron and Ruth Skeie and Fred Galan 

Minutes of the July 10th meeting were circulated.  Dick Fankhauser motion to approve the July 10th, 2007 minutes, seconded by Charlie Swanson.  Motion carried. 

Minutes of the August 17th Executive Committee meeting were circulated. Storme Nelson motioned to approve. Ann Miller seconded. Motion carried. 

Treasurer’s Report:July’s Treasurer’s Report and profit and loss statement were circulated for review. Dick Fankhauser motioned to approve. Ann Miller seconded. Motion carried. August/Sept Treasurer’s Report and profit and loss statement were circulated for review. Ann Miller motioned to approve. Storme Nelson seconded. Motion carried.  

Old Business:

  1. Barb Crites: Leanne Woodland provided update regarding Barb Crites inquiry of who “owns” the WCTA website: washburncounty.org. After researching meeting minutes from Dec 1996 to present date (August 2007) and after contacting Network Solutions, the company securing tourism’s website address, it was confirmed and documented that WCTA has paid for and held the lease of washburncounty.org website address since its inception in Dec. 1997.
  2. Website Update: Website Committee Chair Storme Nelson provided a brief update of recent improvements to the website, including a new trails/maps page, more photos and more business listings. Ann Miller stated she was concerned with the timing of WCTA taking over administrative control to keep editing cost down to a minim. Storme said he would speak with Marcy & Todd of Magnifisites and set-up a website committee meeting within the next month. Leanne Woodland reviewed a recent Magnifisites bill which included the editing cost of adding several photos to the website,  which she stated could done by tourism staff if they had administrative control to edit the website. Storme Nelson took the Magnifisites bill and will meet with Todd & Marcy of Magnifisites regarding cost and admin control of the site.

 Executive Director Report:(See attached report)

 New Business:

The board reviewed 3 bids submitted by (1)Advance Printing, (2)White Birch Printing and (3)Schoolhouse Productions for design and production of the Washburn County map. Dick Fankhauser stressed the importance of the awarded printer collaborating with Forestry Dept, DNR and county land use office to insure map accuracy as much as possible. The board discussed selling ads for the map. Several board members did not want to sell ads. Ann Miller motion to award the bid to Advance Printing with their assurance to contact the DNR, Forestry and county land use office for accuracy and without the selling of ads. Storme Nelson seconded the motion. The motion was carried.

The board reviewed placing an ad for $3000 in Wisconsin Snowmobile News (WSN) publication. Ann Miller suggested tourism add a snowmobiling page on the WCTA website. Storme Nelson motioned to decline advertising in WSN, seconded by Dick Fankhauser. Motion carried.

The board discussed the benefits of exposure and material distribution of being members of WI Indian Head Country for $1400 annually. Dick Fankhauser motioned to approve $1400 for annual membership, seconded by Betty Jo Brown. Motion carried.

Leanne Woodland said Sawyer County would not become members of ITBEC because they felt they did not get what they put into the group ($9000 annually). Washburn County’s membership fee is $6000 annually. The board discussed the benefits of membership verses the cost. Ann Miller motioned not to become ITBEC members, seconded by Storme Nelson. Motion carried.

Leanne Woodland highlighted a request for donations from WI Heritage Passage. The group is seeking financial support for a new map, and/or office equipment, including a laptop computer with QuickBooks and Microsoft office software. Leanne Woodland stated that WCTA owns a laptop with the above components, and it is not in use. Dick Fankhauser motioned to donate laptop to Northwest Heritage Passage, motion seconded by Storme Nelson. Motion carried.

1. Ann Miller introduced Fred Galan, Hobos Hideout, Long Lake Chamber, Sarona. Ann Miller motioned to approve Fred Galan as WCTA voting board member, motion seconded by Storme Nelson. Motion carried. Welcome Fred!

2. Dick Fankhauser, speaking on behalf of the Rodeo Committee, discussed proposed staffing changes with Sharon Tarr’s upcoming retirement effective Dec 31, 2007. The Spooner Rodeo is proposing to pay WCTA $100 per week for 52 weeks to cover WCTA staffing for clerical support and ticket sales --supporting Rodeo. The Rodeo’s proposed annual payment to WCTA ($5200 annually) would be paid quarterly in March, June, Sept and Dec. Betty Jo Brown motioned to accept Rodeo’s proposal, working with each groups’ executive committee to set-up details. Storme Nelson seconded the motion. Motion carried.

3. Charlie Swanson requested a formal mileage log be used to track staff mileage.4. Ann Miller asked Leanne Woodland to look at payroll budget and provide breakdown for remainder of 2007.5. The board discussed changing title or duties for Charlie Swanson because he is not technically doing any treasurer or secretarial work. Leanne Woodland said she would contact Anderson, Hager and Moe to fix a QuickBooks formula to have accurate budget performance reports sent to Charlie for review as well as the rest of the board. 

Ann Miller motioned to adjourn at 1:10pm, motion was seconded Storme Nelson & Charlie Swanson. Motion carried. 

October Board Meeting Date:  Tuesday, October 9th, 2007, 11:30am

Location: to be announced