HomeMy WebLinkAboutMinutes_CVB_11.07.2001City of Georgetown
Convention and Visitors' Bureau Board
Meeting of November 7, 2001
MINUTES
Members Present: Rusty Winkstern, Chairman Gael Dillard
Kent Huntsman Carolyn Martin
Lorraine Crowley Scherry Chapman
Ken Mellender John Wiley
Members Absent: Susana Pukys Judith Ryan
Staff Present: Charlie Walker Tina Morris
Verna Browning
Guests Present: Barbara Parsons Jeffrey Houston
Matthew Trub Laurie Tarver
Debbie Charbonneau Bill Lipscomb
Jo Ella Brousard
Following verification that a QUORUM was present, Chairman Winkstern called the
Meeting to order at 6:34 p.m.
Chairman Winkstern introduced new Board members Kent Huntsman and John Wiley.
DISCUSSION was held on the minutes of the October 3, 2001, regular meeting of the
Board and the October 15, 2001, special meeting of the Board. It was noted that the minutes of
October 15 incorrectly list Lorraine Crowley as absent and Scherry Chapman as present.
On a MOTION duly made by Board Member Mellender and seconded by Board
Member Martin, the Board voted unanimously to approve the October 3, 2001, minutes.
On a MOTION duly made by Board Member Mellender and seconded by Board Member
Martin, the Board voted unanimously to approve the corrected October 15, 2001, minutes.
DISCUSSION was held regarding the contract with the Palace Theatre. Verna
Browning went through the contract explaining the provisions. Much discussion was held on the
wording of the contract and the procedure to verify completion of the terms of the contract.
Board Member Mellender expressed concern about the professional service clause in the
contract. Representatives of the Palace Theater expressed their willingness to provide
information upon request by the Board throughout the term of the contract.
On a MOTION duly made by Board Member Mellender and seconded by Board
Member Wiley the Board voted 5 to 3 with Chairman Winkstern, Board Member Dillard and
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Board Member Huntsman against that the proposed agreement between Palace Theater and the
Convention and Visitors' Bureau Board be approved as amended which amendments are as
follows: 1) require specific portion of the grant be spent on an annual basis on out -of -town
advertising; 2) specify line item reporting quarterly to the City Council and the Convention and
Visitors' Bureau Board; and 3) that the Convention and Visitors' Bureau Board will accept these
expenditures as meeting the agreement conditions or by specific action deny their applicability.
DISCUSSION was held on the Board's report to City Council scheduled for November
13, 2001. Because the Board reported to City Council on October 23, 2001, the Board will
forego the November 13, 2001, report.
DISCUSSION was held regarding the Board's marketing plan. Charlie Walker reviewed
the advertising plan set by the Board. Matthew Trub of Matthew and Company presented a draft
of the commercial to be aired in Houston, San Antonio, and Dallas. The Board discussed the
commercial and expressed their approval of the concept. Guests of the meeting expressed
concern over certain scenes in the commercial. The Board discussed the scenes and offered
suggestions to Mr. Trub. Guests of the meeting inquired about the travel writer program and
expressed concern that the program was not on schedule. Charlie Walker gave an update on D.
Ann Schiffler's progress with the travel writer program.
On a MOTION duly made by Board Member Dillard and seconded by Board Member
Martin, the Board voted unanimously to adopt the commercial with changes to certain scenes.
Further DISCUSSION was held on the Board's marketing plan. Chairman Winkstern
suggested that the Board consider creating a marketing subcommittee composed of local
marketing professionals or citizens experienced and/or interested in marketing and present the
subcommittee for approval at the next City Council meeting. This subcommittee will benefit the
Board by providing experience and ideas. In addition to contributing experience and ideas, this
subcommittee will provide stability to the Board's marketing plan as members of the Board
change. Chairman Winkstern introduced the names of several people from the community as
prospective subcommittee members.
On a MOTION duly made by Board Member Dillard and seconded by Board Member
Martin, the Board voted unanimously to pursue the creation of a marketing subcommittee and to
present the idea to City Council.
Charlie Walker gave the Board an update on the Main Street Advisory Board Promotions
Subcommittee's progress in planning of the Red Poppy Festival. Radio Station KHHL "The
Hill" has agreed to be the media sponsor for the festival. Mr. Walker also explained to the Board
the festival layout and street closures.
Verna Browning presented the staff report. She gave the Board updated visitor,
information, and monetary benchmarks. Ms. Browning explained the City's plan to update the
telephone system at the Convention and Visitors' Bureau. Ms. Browning also explained the plan
to reprint brochures and update the website. Mr. Walker presented an application for allocation
of Hotel Tax Funds and explained to the Board that he was under the impression that the Board
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previously approved this form. Staff will present the application to the City attorney for
approval and then to City Council for approval.
On a MOTION duly made by Board Member Dillard and seconded by Board Member
Watkins, the Board voted unanimously to proceed with the application for allocation of Hotel
Occupancy Tax funds.
Board Member Dillard presented the Christmas ornament for sale by the Heritage
Society.
The meeting adjourned at 9:05 p.m.
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