Committee Minutes

Grand Forks Events Center Commission
Regular Monthly Meeting
January 18, 2011 4:30 p.m.
Aurora Jr. Ballroom #3


CALL TO ORDER

Randy Newman, Chair, called the Alerus Center Commission meeting to order on Tuesday, January 18, 2011 at approximately 4:37 p.m.

ROLL CALL

Present were David Evenson, Brian Faison, Darrell Larson, Randy Newman, Dwight Thompson and Duane Hafner establishing a quorum.

VenuWorks, Inc: Phil Potter, Ron Cummins, Sharon Cummins, John Siehl, Steve Peters, Andy Long

Staff: Jeremy Linstad, Charlene Wifall, Rod Oas, Carrie Peterson, Tami Pearson, Ron Wilkens, Vione Jordheim, Cheryl Swanson, Renee Walsh, David Jensen

Guests: Kelly Berntson, Sean Johnson

AGENDA

The agenda was reviewed. The topic of ticket refunds was added under Other.

ELECTION OF OFFICERS

Mr. Newman called for nominations for Alerus Center Commission Chair.
A motion was made by David Evenson to nominate Dwight Thompson for Chair. Seconded by Duane Hafner. Hearing no other nominations a unanimous ballot was cast for Dwight Thompson. Motion carried unanimously.

Mr. Newman called for nominations for Alerus Center Commission Vice Chair.
A motion was made by David Evenson to nominate Laura Block for Vice Chair. Seconded by Duane Hafner. Hearing no other nominations a unanimous ballot was cast for Laura Block. Motion carried unanimously.

Mr. Newman called for nominations for Alerus Center Commission Secretary.
A motion was made by David Evenson to nominate Duane Hafner for Secretary. Seconded by Dwight Thompson. Hearing no other nominations a unanimous ballot was cast for Duane Hafner. Motion carried unanimously.

Commissioner Laura Block arrived at the meeting.

CONSENT AGENDA

Mr. Larson requested to change the minutes deleting the last line under other as it is more of an editorial comment.
A motion was made by Dwight Thompson to approve the consent agenda with the noted change. Seconded by Duane Hafner. Motion carried unanimously.

APPROVAL OF DECEMBER 2010 FINANCIALS

Cheryl Swanson reported that the financials and cover summary were included in the packets for review. The unaudited numbers show the year-end overall to be much better than in previous years.

Mr. Thompson indicated staff received word today from the City there will be an additional $2,800 expense from Brady Martz that is not included in the financials. Reminder was given that these numbers are unaudited and subject to change. The Alerus Center audit is part of the City audit and will not be complete until June.

A motion was made by David Evenson to receive and file the December financials and forward them to the proper City officials for distribution. Seconded by Duane Hafner. Motion passed unanimously.

BID AWARD – 10th ANNIVERSARY CELEBRATION GUIDE – 2011 UPCOMING EVENTS

A bid tabulation was presented for Bid Package 2010-78; 10th Anniversary Celebration Guide – 2011 Upcoming Events. Bids were opened Thursday, December 23, 2010 at City Hall.

Bids were received from Ad Monkeys and Fine Print. All City procedures were followed and both Companies met all requirements. It is recommended to award the bid to Fine Print as the low bidder.

A motion was made by Duane Hafner to accept the bid from Fine Print. Seconded by Dwight Thompson. Motion passed unanimously.

CVB/COMMISSION SOCIAL

Mr. Hafner reported that the social requested by the CVB Board is now scheduled for February 15th. The CVB is planning the details.

COMMITTEE REPORTS

Renovation Committee:
A meeting was not held this past month. The bid package for the escalators is being finalized with JLG. Staff will review the current and upcoming capital projects.
Celebration Committee:
A meeting was held on January 6, 2011. The main celebratory event is planned for March 17 and tied in with the Chamber Business After Hours with an estimation of 500 guests. No specific budget has been set aside. $5,000 was recommended. The Committee was asked to come back to the Commission in February with a specific budget request.
Convention & Visitors Bureau:
The monthly meeting was held on December 16, 2010. An item which could be of interest with the Commission was the anticipation of the Canad Inns lodging tax exemption expiring in 2012 and the discussion how those funds could be used for enticing conventions, etc. There will be more discussions on this topic in the future.

OTHER

Ticket Refunds:
Cheryl Swanson presented to the Commission two separate ticket complaints during Sesame Street. The show held five performances none of which were shut down due to weather although highways were shut down. Ticket backs indicate no refunds or exchanges. Staff did allow exchanges due to the weather and many ticket holders took advantage of this. Two patrons are requesting refunds. Staff has denied the requests but has offered concessions coupons. The Alerus Center is not the proprietor of the ticket money. They hold the money but the show gets it. There is no money to give back it would have to come out of our budget. The patrons have requested that we bring this to the Commission. Commission members recommended that staff deny refunds on tickets and use this as standard procedure for the future. Staff will contact the patrons.

Mr. Newman relinquished the duties of Chair to Mr. Thompson.

STRATEGIC PLANNING

Dinner was served followed by Commission, Staff and Guests breaking out into working groups to discuss five topics for Strategic Planning. Topics were: Marketing, Customer Service Pricing, Event Center Activity, Advertising & Sales and Community and Media Relations.

Following the working session groups presented their top ideas. Group members included: Dennis Reisnour, Paul Robson, John Siehl, Brian Faison, Grant Hauschild, Tami Pearson, David Jensen, Julie Rygg, Ron Cummins, Kelly Bernstson, David Evenson, Sean Johnson, Candi Stjern, Rod Oas, Ron Wilkens, Laura Block, Phil Potter, Brady Hansen, Darrell Larson, Charlene Wifall, Renee Walsh, Barry Wilfahrt, Cheri Reitmeier, Rick Duquette, Andy Long, Dwight Thompson, Duane Hafner, Jeremy Linstad, Carrie Peterson, Milo Smith, Jonathan Hanson, Michaela Schell, Sharon Cummins, Jim Hansen, Vione Jordheim, Cheryl Swanson and Steve Peters.

Key Ideas:

Event Center Activity
Group concentrated on potential new events including soccer tournaments, fun tix to drive numbers, festivals during the winter timeframe. Support from the community and businesses to back events. Support from the University of North Dakota with discounted tickets for students for that support. Partnerships with the CVB and Chamber that would support us when new acts are announced and to keep the momentum of success going.

Advertising and Sales
Inventory all signs and advertising opportunities. Know what the competition is selling for. Communicate with advertisers the value they receive. Compare pricing with similar sized facilities. Look at a total rebrand with all customers.

Customer Service Pricing
Possibility of student bracket for pricing for student government, fraternities and sororities. Offer more package pricing using more of a sales approach. On demand pricing, giving more flexibility to sales team. Customer service training for non-sales staff. Offer more alternatives during planning process. Price compromising with Canad Inns – not just one making cuts but both entities. When vote took place it was told that the Alerus Center would lose money but the economic impact it would create would counteract any loses. Work with that in mind. Survey those who do the surveys not particularly the contact person.

Community and Media Relations
Establish routine activity with media. Reach out to civic groups in town to talk about the building. Promote the positives of the building – big and small. Be proactive and getting stories to the media before the event comes with an angle or hook to get the coverage needed. Involve community leaders with testimonials. Use the website to our advantage. Follow-up calls with clients by planning ahead and anticipating the questions or responses. Publish what you want to be heard.


Marketing
College students are a potential audience. Major event every fall to create buzz in the student body and get them used to coming here. Develop unique events for Canadian travelers to Grand Forks. Crazy summer event held in the winter with sand; something unique. Re-establish the track record and begin the positive talk about Alerus Center. Spread the word.

Reminder that the vote for the Alerus Center to be built passed twice. Continue to promote the good things. Add history elements of a good spin during the 10th Anniversary. Continue to talk about the positives. Focus on the fact that Alerus Center does bring quality of life to Grand Forks. Look for free ways to promote not only events but the building. Get time on the City Channel. Re-establish not as Alerus Center but Alerus Center as part of the Community. Allow the Alerus Center to invest dollars to benefit the Community. Keep moving in the direction of developing a strategy that is acceptable to the community that they can get excited about.

Dwight Thompson thanked everyone for their participation.

ADJOURNMENT

Meeting adjourned at 8:33 pm.




____________________________ ____________________________
Respectfully submitted,
Vione Jordheim Duane Hafner
Director of Administrative Services, Alerus Center GFECC Secretary