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Convention & Visitors Bureau
Board Meeting
Minutes -- October 4, 2000
MEMBERS PRESENT: Jan Nowlin Martha Watkins
Rusty Winkstern Bill Lipscomb
Gael Dillard Lorraine Crowley
Suzanna Pukys JoElla Broussard
Larry Simpson Lisa Fisher
Cindy Behling
STAFF PRESENT: Julie Jacob Debbie Charbonneau
EX- OFFICIO PRESENT: Randy Eliassen
CALL TO ORDER Rusty W. called the meeting to order at 6:00pm and set a time limit to
conclude the meting at 9:00pm.
WELCOME OF CITY
COUNCIL & MAYOR Rusty welcomed the City Council and Mayor to the CVB Board meeting.
APPROVAL OF MINUTES
Corrections need to be made to the August minutes. Randy would like
Guest to be changed to Ex- Officio where it states who is present.
Suzanna P. made a motion to approve the August minutes
with the corrections. Gael D. seconded it. It passed
unanimously.
PRESENTATION BY
SCOTT JOSLOVE Rusty introduced Scott Joslove who will explain the proper use of the
hotel occupancy tax (HOT). Scott asked who was in the present at the
meeting, the Board and audience introduced themselves. Scott gave his
credentials for presenting the proper use of the HOT, he is the President
and CEO of the Texas Hotel/Motel Association. He discussed the
different uses for general sales tax, property tax, and franchise fees.
General rule for using these moneys must serve a public purpose - overall
benefit. The HOT is a dedicated tax for special purposes. He discussed
how the HOT can be spent - HOT can only be spent if it falls within five
categories and directly promotes tourism and hotel and convention
industry. Scott gave the five categories which the HOT funds can be
used for: 1) promotions /advertising of the community, 2) convention
CiB Board Minutes from October 4, 2000 Page I
center, 3) registration of convention delegates, 4) promotion of the arts,
or 5) historic restoration or preservation. Scott explained each of the
categories and gave examples of other cities that used the HOT properly
and not properly. Scott explained how organizations requesting funds
should use the percent of projects /programs that bring in hotel guests at
the percentage that should be requested and funded. This can be justified
by guest logs that states where guests come from. Bill L. asked if there is
a cost- benefit analysis of how an organization spent the HOT and results
of the project/programs funded by the HOT. The City must spend 1 /7th
(14 %) of the collection on advertising/ promotions. The City can only
spend 15% of the HOT towards the arts. Scott stated tourism is the
second leading industry in Texas, the third largest employer of Texas, and
the leading industry in the world. Scott stated that the HOT can not be
used for Economic Development (renovate the general businesses), there
are other taxes that can be used for ED. Scott answered specific
questions from the audience. Julie thanked Scott for the informative
presentation.
STAFF REPORT Julie reported she getting ready for the Suburban Club, 1500 people, and
Dept of Human Services who are both coming in October. The Suburban
Club already has most of the hotels in Georgetown sold out. Julie will be
setting up the booth to distributed literature. Jan Hagara's Collectors'
Club in beginning the planning stages and have secured room blocks for
them. We have had two car groups interested in hosting their car club,
Georgetown couldn't meet their needs. We hosted two motor coach
groups this month and received 3 requests / booking for the month of
September. We are hosting an overnight FAM tour from National Tour
Association (20 tour operators) in November 2001, Julie is working with
TDED on the arrangements. It is still in the beginning stages, I will keep
the board informed. Lisa invited Julie to attend a function that Del
Webb's was hosting for golf travel writers. The tear -off maps are
complete and one is included in your packet. Julie distributed them to the
Visitor Center, 4 hotels, 2 B &Bs, 2 attractions, and the airport. Julie is
working on the reprint of the Coupon Brochure that goes in the goodie
bags for tour groups and convention attendees. Julie attended the TDED
Developmental Workshop in Brenham and the Texas Travel Industry
Association annual convention in Grapevine. Both were very educational.
Debbie reported the that Julie will be attending a mini intern fair at
Southwestern University to try and recruit an intern to help assist us with
recruiting additional volunteers for the Center. Debbie is meeting with
the Consultant on Thursday, Oct 5. The HPC is working on educating the
downtown merchants on proper signage and updating the sign design
guidelines. The Red Poppy Festival steering committee has been meeting
since June 1st. The Council wanted the CVB Board to get more involved
in helping Debbie with ideas or suggestions on how to get better
community involvement with the Festival. Lisa suggested speaking at
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various clubs at Sun City to find residents who might be interested in
chairing or co- chairing one of the programs. The Council's goal would to
have all citizens to take over the majority of the chairs.
Procedures Regarding the Occupancy Allocation
Julie presented the draft of the occupancy allocation application for
review by the Board. The board discussed and gave various
recommendations to better improve the application. Julie will make these
corrections/additions to the application and present the corrections to the
board for approval.
Groups /Organizations that CVB has assisted financially or with staff time
Lorraine requested a further detail of what was provided to each of the
groups listed. The Board decided that providing that type of information
would not be a good use of staff's time. Julie gave a general description
on how the CVB assisted individuals and groups on the list. It included
hotel room block assistance, goodie bags, press releases, assists with
meeting facility arrangements, presentations, and promotions. Larry S.
asked what the CVB did for the Art Guild. Julie stated the CVB assisted
with press releases and assistance with the Art Walk on the Square during
MayFair.
What is the CVB and What Do We Do
No discussion, it was tabled till the next meeting.
Watch and Discuss the ` Moxie' Video
The Board watched the video on a small town which hosts a festival
called Moxie and their success of their unique, festival theme and
promotions. The board discussed that Georgetown has an opportunity
for a similar type of promotion and we need to create a theme
representative of Georgetown.
Economic Development Commission
Rusty discussed a letter from George Russell requesting the CVB Board's
input regarding the Economic Development Commission that is due by
Friday, October 6th. Julie discussed the first ED Commission meeting,
they discussed writing a job description for the ED Directors position.
Also, at the meeting the ED Commission discussed the Directors salary
and the possibility of increasing the salary - these funds could be taken
out of CVB and Main Street budgets. The board also discussed how to
get the ED Commission involved in the CVB Board and it was suggested
CVB Board Minutes from October 4, 2000 Page 3
CVB Board By -Laws
to invite the tourism representative, Scott LaGrone, to attend the
meetings. The board discussed how the Council will account the
Director's time spent towards CVB operations ' and will it be
tracked /recorded.
Discussion was held regarding the legal department request of all board's
by -laws to be all standardized. The Mayor pointed out that the CVB
Board was the only board with Ex- Officio members. The board discussed
the Articles and Sections that needed to be changed.
Bill made a motion to amend the CVB Board By -Laws
Article II, Section 2 deleting the Ex- Officio members, Article
III, Section 2, deleting the second paragraph and Section 6
changing it to read majority voting members and including
the chairperson. The Lorraine C. seconded it. Discussion
was held. It passed unanimously.
The board discussed Article II, Section 6 and changing the Section to not
include a specific number of members required to constitute a quorum.
Bill made a motion to amend the CVB Board By -Laws
Article III, Section 6 changing it to read `Majority voting
members and including the chairperson...'. Cindy seconded
it. Discussion was held. It passed unanimously.
Meeting Time of CVB Board
Lorraine suggested that the CVB Board meet later so she can arrive on
time to the meetings. The suggested and agreed on changing the time to
5:30pm.
Possible items for the next month's board meeting
Review who we are and what we do, what we support
Work on a theme for Georgetown and possibly form a sub - committee to
work on some ideas
Review board members conduct and roles
ADJOURN JoElla B. made the motion to adjourned the meeting at 9:35pm.
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