Mendocino County Lodging Association
Board Meeting
August 9, 2006
Fensalden


CALL TO ORDER: President Jo Bradley called the meeting to order at 1:20 pm.
Board members also present were Jitu, Richard, Pam, Mike, Rich, Jim, Jan. Attending via telephone were Kevin and Stuart. Scott was present as the administrator. A guest attending was Baupen from Fairfield Inn & Suites.

ADDITION TO THE AGENDA: Email from Johanna at FBPC requesting monies for research as to how many visitors come to the coast. Cost is $750 and the board requested that we respectfully decline.

On August 12, 2006 West Coast Live – Community Theater Radio Show at 10 am in Gualala. MCPA is a sponsor.

INTERIM BID ADMINISTRATOR REPORT: MCLA does not need to file anything with the IRS this year, however, next year we will need to we will have funds.

MCLA submitted an application for insurance, however, cannot get a policy until we have the funds for it. A business insurance policy would cost approximately
$1000-1500.

MCLA is now a member of all four chambers of commerce.

We have received a total of 93 surveys back from lodging members.

Scott has Quick Books set up now for the accounting of MCLA.

Scott attended the Coast Economic Development Conference. The speaker was
Sharon Brewer from Davis, Ca. They have determined that the Sacramento Valley Area is the up and coming source of potential tourists for Mendocino County.

Scott and Jan are working on the annual meeting. Jitu volunteered to assist.

Scott has been working on the ballots for board of directors’ election.



Treasurer’s Report:

$2,158.00 Checking account $700.00 Savings account

We have outstanding bills of approximately $4000.00. We are waiting for the BID contract to be finalized so we can receive our advance monies.

BY-LAW REWRITE AND BALLOTS: The bylaws rewrite is done.
Sample ballots were passed out and these looked good to the board. These need to be mailed out by August 17, 2006 and will include a separate flyer for the Annual Meeting.

The ballots for vacation rentals will be put in one envelope and sent certified mail so we can have a receipt and proof of mailing. It is hoped that the Agencies will then distribute them to the individual home owners.

Those that opted out of membership will not get a ballot.

LEGAL PREPARATIONS: The executive committee met Sunday, July 30, 2006 to go over the BID contract and made some revisions. Tony Shaw took the revised contract back to county council to be re-checked. Tony has emailed Richard the revised contract and Richard will look it over again. The importance of getting the BID contract done is that we need it signed before we receive any funds.


ANNUAL MEETING REPORT: Jan and Scott reported that they had two options
for the board to consider for the annual meeting. The first option was to hold it at the Jeriko Estates Winery in Hopland in the tasting room. They outlined the agenda and the approximate cost of $3500-4000. The second option was at Shambala Ranch.

It was decided by the board that this year’s annual meeting should be something special, as it is the kick off for the BID. It was decided that MCLA would invite the Chambers, the MCPA, the Wine Commission, as well as county supervisors, to attend the presentation of our new marketing firm. This would be followed by wine and appetizers. Since we wanted this event to be attended by as many as possible and since we wanted to make it special, it was agreed that we would use Jeriko Estates.

A MOTION was made by Jitu to allocate a maximum of $5000.00 to the MCLA annual meeting and kickoff of the BID. Pam seconded the motion. This motion was made with the understanding that we will try to cut the cost of the annual meeting with sponsors, donations, etc. The motion passed unanimously.

It was also decided by the board that we would get the press to cover the event, both in our county and outside the county. It was determined by the board that the marketing firm we hire would coordinate this effort.

BID ADMINISTRATOR CONTRACT: Scott addressed the board thru a letter dated August 7, 2006 asking clarification and modification of the following points:

On September 15, 2006 his new 3 months contract will renew. He requested the contract be extended to 12 months.

The second modification requested would increase his contract time from 15 to 20 hours per week and an increase in compensation of $500 per month.

The third request was to be given the description of MCLA administrator.

MOTION: Jim Hurst made a motion to change Scott’s title to MCLA Administrative Contractor. Kevin seconded the motion. It was unanimously approved.

MOTION: Jim Hurst made a motion to make the MCLA Administrative Contractor contract end June 30, 2007 and that it include a 90 day written notice of termination by either party. Kevin seconded the motion and it was unanimously approved.

MOTION: Richard made a motion to change the contract amount to $2000 effective August 15, 2006 and raise the anticipated average hourly workload to 18 to 20 hours per week. Further, that the contract payment will be reviewed in 90 days. Pam seconded the motion. It was unanimously approved.

The meeting adjourned at 4:50 pm.

Respectfully submitted:


Jan Rodriguez
MCLA Secretary