HomeMy WebLinkAboutMinutes_CVB_03.01.2006EST. 1848
GEORGETOWN
TEXAS
Convention & Visitors Bureau Board
Meeting Minutes - March 1, 2006
Parks & Recreation Administration Building
Present: Nancy Benold, Peggy Pryde-Enriquez, Florence Gould, Linda Rainsdon,
Betty Ann Sensabaugh, Holly Tissier, Chris Dyer, Rob Hardy, chair, Randy
Lesseps, RC Lurnpkin
City Staff: Shelly Hargrove, Tourism Director
Guests: Barbara Pearce - The Georgetown Project; Penny Pleuckahn, Bob Horick,
and Ellsworth Peterson — Georgetown Symphony Society
1. Call to Order
Rob Hardy called the meeting to order at 6:35 p.m.
2. Nomination & Election of Board Officer
A MOTION was made to nominate Holly Tissier as Board Vice -Chair by Lumpkin,
Lesseps, seconded. Motion carried.
A MOTION was made to nominate Linda Rainsdon as Board. Secretary by Tissier,
Lurnpkin seconded. Motion carried.
3. Cooperative Advertising Application Follow-up Report
Barbara Pearce of The Georgetown Project presented a follow-up report on the
$1,000 HOT grant project of a 2-day Regional Conference, Using Assets to Connect
the Dots: Engaging Your Community so that Alt Kids Thrive. It was a first-time
event, February 2-3, with a total of 210 people in attendance. Seventy people came
from out of town, with 16 spending the night in Georgetown. The final costs of the
event were $910.00. Austin American Statesman donated 3x5 ads for the event.
4. Cooperative Advertising Application
Georgetown Symphony Society (GSS) presented on an application for $15,000 in
C-VDOCUME—Ilmarcyp'.LOCALS-1''.7empinotesE56€8I-146-3-I min tiles. doc
HOT funds from the unallocated fund balance for the Festival of the Arts, June 1-4,
to be used for Category #4 - Funding programs that enhance the arts. Haydn is the
composer this year, they are also adding an art fair called Art in the Park. Mailing
brochures to Southwestern University's mailing list.
A MOTION was made by Lesseps to fund the $15,000 GSS application for the
Festival of the Arts, Benold seconded. Discussion by board members included: only
$20,849 will be in the unallocated fund balance if all revenue and expense
projections are met, other HOT grant applications that might come in during the
year, is GSS's funding request going to increase to $20,000 next year if we fund
$15,000 this year, the need for all hotels to be listed at the bottom of all the ads,
promotional materials, etc.
An amendment to the MOTION was made by Lumpkin, seconded by Benold that
the $15,000 be funded contingent upon GSS filling out a current grant application
that includes an itemized marketing budget to help the board see who their target
audience is and if it is outside the 100-mile radius by March 31, survey attendance to
see who actually spent the night or visited from out of town, report data to the
board after the event, and add the Georgetown brand with the visitgeorgetown.com
website under the brand on all printed pieces.
An amendment to the MOTION was made by Enriquez, seconded by Lesseps that
the CVB Board recommends funding of $10,000 to GSS for Festival of the Arts
contingent upon the conditions met above including, GSS filling out a current grant
application, including an itemized budget, survey attendance at the festival, report
the data back to the CVB Board after the event, and add to all printed promotional
pieces the Georgetown brand with the visitgeorgetown.com website underneath.
Dyer, Enriquez, Lesseps, Lumpkin, Sensabaugh, Hardy and Tissier vote yea, Benold
votes nay, and Gould abstained from discussion and voting due to a conflict of
interest. Motion carried.
5. Minutes
Minutes from the February 1, 2006, meeting were reviewed.
A MOTION was made and seconded to approve the minutes as presented.
(Lumpkin/Sensabaugh) Motion carried.
6. Updates from the Board Task Force
Reports from the individual Task Force groups are as follows:
is '..DOCLJME—I%marcyp\LOCALS— IVFemormesE56 l SF66-3-I cninuscs.doc
Website Review
No activity to report.
Visitors Center / Volunteers
Betty Ann reported that Visitors Center volunteers are having a lunch meeting
with the Georgetown Heritage Society at the Grace Heritage Center at 11:30 on
March 7. Board members are invited and need to RSVP with Cari Miller.
Market Data / Information Services
No activity to report. State data is available online, otherwise we'll have to go
through Smith Travel or some business like that to get Georgetown numbers.
Tourism Events / Consumer Marketing / Tourism Packages
No activity to report.
Conference Center / External Funding
Rob mentioned that Tom Crawford is still interested in the project, but it's not
going anywhere right now.
Tourism Industry Partners/Communication
The Lodging Liaison meetings need to be retooled since they aren't working.
7. Staff Report
Highlights included:
x The CVB Bylaws need to be updated as far as the meeting date and time to the
first Thursday of the month at 6:30 p.m. Benold made a MOTION to change the
bylaws to read that the board can by a majority vote change the monthly meeting
time and date, Enriquez seconded. Motion carried.
x A co-op advertising billboard between the CVB, Williamson County Historical
Museum and San Gabriel Motor Court is being planned. A billboard graphic
prototype was shown.
x Dates to remember:
• Dallas Home & Garden Show - March 3-5
• Annual Board Training & Retreat - March 22 or 30?
• 2151 Annual Texas Hill Country Wine & Food Festival: April 9
C:kD000ME—llmareyp\LOCALS—IITcmpinotesE56ISF,06.3.1 minutcs doc
• ors, Annual Red Poppy Festival: April 29-30
• 2006 Games of Texas: July 21-23 and 27-30
At 9:15 p.m. a MOTION was made and seconded to adjourn. (Lumpkin/Lesseps)
Motion carried.
Approved and attested to by:
Rob Hardy / Board Chair Date
Linda Rainsdon/ Board Secretary Date
C:1DOCUME— Ilmurcyp\LOCALS-11Temp1.notes E56 18F06.3• I minutes.doc