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Home My WebLink AboutMinutes_CVB_06.08.200541:11141/ EST,XAS1848 GEORGETOWN TE Convention & Visitors Bureau Board Meeting Minutes June 8, 2005 Present: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, Randy Lesseps, RC Lumpkin, Margie Ranc, Betty Ann Sensabaugh Absent: Holly Bresser, Gaz Green, Linda Rainsdon City Staff: Shelly Hargrove, Cari Miller, Nikki Dugas Guests: Eugenia Harrell and Susan Firth Prior to the meeting, the Georgetown Heritage Society presented a video on Texas Courthouse Restoration developed through the Texas Historical Commission's Courthouse Preservation Program. This video targeted cities throughout the state that had gone through the program and how the restoration had affected local businesses. 1. Ca11 to Order The meeting was called to order by Kent Huntsman at 6:40 p.m. 2. Minutes Minutes from the May 4, 2005, meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (LumpkinlRanc) Motion carried. 3. Introduction of CVB Intern Nikki Dugas, a senior at Southwestern University was introduced. Nikki will be interning with the CVB for the summer. 4. Cooperative Advertising Application J:'CVBIBoard Cammission'Meetings105-6-8 M.doc No applications were presented this month. 5. Visitors Center Volunteer Training Cari Miller, CVB Coordinator who supervises the Volunteer Program, gave a streamlined version of the training provided to volunteers. Items she pointed out included: • the layout of the room and how the brochures are arranged • the hours the Center is open (Monday -Saturday from 9-5 and Sunday from 1-5) • the importance of having visitors sign the log book since that data is useful for multiple purposes Suggestions offered by CVB Board included: • make certain volunteers review available information (i.e. the Georgetown Visitor's Guide) so that they are familiar with the city, local businesses and local attractions • move local lodging brochures to a more prominent spot in order to promote overnight stays • contact local hotels and B&Bs each afternoon to be able to let visitors know where there might be available rooms Cari also provided an update on the Fiddlin'Fair. The DGA Executive Board would be meeting tomorrow (Thursday, June 9) to make their decision. She feels confident that they will be taking over the event. However, if they do not, the City will see that the event takes place as planned. 6. Task Force Updates Reports from the individual Task Force groups are as follows:: Visitors Center / Volunteers Betty Ann reported: ▪ the group is looking to create two separate training modules: one for seasoned volunteers and one for new volunteers • Volunteers are currently treated to lunch every month but attendance has been poor for this event so it will be changed to quarterly Shelly shared that in there is $3,500 earmarked in the 2005-2006 budget for updating and painting the exterior of the Visitors Center and upgrading the signage. Market Data / Information Services Randy has been working with Nikki to find out just what data was currently available from the city. Nikki has charted the data she was able to track down. However, while it is nice to have all this information, how can we use it to put "heads in beds?" The committee feels they need to poll people who are staying here to determine why they are here and where they are from. Results of that poll could determine where we need to spend any promotional funds we have. RC will coordinate the effort to contact local hoteliers to determine their level of cooperation. In addition, the Visitors Center collects some data: name, address, zip, country, are they staying in a local hotel, would they like to be on our mailing list. Randy will review the information currently being collected and update it so we gather information that will be beneficial to our needs. I:ICVBIBoard Commission\MeetingsI05-6-5 M dm Tourism Industry Partners / Communication Bill asked that the Task Force members meet briefly after this meeting to set up a date to meet. Tourism Events / Consumer Marketing / Tourism Packages Margie is chairing this group. The Tour Package program is involving lots of coordination, phone calls and e-mails between Margie and the restaurants, the different venues and the travel agency. Erin is looking at changes to the website that will make it easier for potential users to navigate the site. And the good news is that the process has worked, The first package has been sold! Visitors will be staying at the Harper -Chesser House and attending the Palace Theatre. Margie also presented a proposal for media services and information on Texas Press Clipping Service. The information would go to staff for discussion and Shelly would bring back their thoughts to the July meeting. The Board asked for a cost estimate as well as where the right person could be found to do the job. Cost to bring in an experienced professional on a contract basis would be approximately $5,000. There are public relations groups with Austin chapters that could be contacted. While there are not budgeted funds designated for a PR person, there is a substantial amount earmarked for advertising --- can those funds be reallocated? Shelly and Kent would discuss possibilities and come up with a plan. It was suggested that board members contact City Council members in order to make them aware of what we are trying to accomplish. The question of the "open meeting" law was raised. Shelly will get the specifics on what is allowed so that any meeting with council officials would not be in violation. Another suggestion was to involve Keith Hutchinson. Shelly shared that, while Keith is the Information Official for the City, he cannot cater to any specific group. Conference Center / External Funding Kent is chairing this group. No activity this month. Website Review Bill is chairing this group. Their initial observation is that the site is not user friendly and difficult to work with. Randy will offer suggestions to Erin, 7. 2005/06 Budget Request for a Visitors Center Coordinator Position Shelly believes that there will be no funding in next year's budget to staff the Wolf Ranch Visitors Center. If the Board feels that the new center needs to be staffed, how do we make the City understand the need for a staff person to cover that role? While Shelly did submit a budget that included an additional staffperson, she hasn't heard if that funding will be approved. What can the Board do to encourage this? Shelly and Kent would discuss and strategize and bring back suggestions next month. 8. Staff Report 1:1CVB1BoardCommission\Meetings105-6-8 M.dot Highlights included: ■ The CVB has contracted with Lucas Adams to set up his kiosk in the Visitor Center at no charge to the city. Funds will be generated through advertising sold. This project will be presented to the council on June 28th or July 12. Shelly asked that all members be present to support the program • Soft openings at Wolf Ranch include: Office Depot (already open), Linens n Things (June), Target (July 24). • The Model A Club event is this weekend. 200+ cars are expected. They will be around the Square on Saturday from 2:00-3:30. • Shelly will be out of the office June 18-25 At 8:52 p.m. a MOTION was made and seconded to adjourn the meeting. (BankslSensabaugh) Motion carried. Approved and attested to by: Ke Board Chair �tsma� Elln Weimer Board Secretary 3 Date Date .1:\CYR.Boar d CommissionNeet ing5t.D3.o-8 M. doc