HomeMy WebLinkAboutMinutes_CVB_05.01.2002Members Present:
Members Absent:
Staff Present:
City of Georgetown
Convention and Visitors' Bureau Board
Meeting of May 1, 2002
MINUTES
Gael Dillard, Chair
Jessica Marien
Michael Martin
Jennifer Stephens
John Wiley
Kent Huntsman
Verna Browning
Scherry Chapman
Carolyn Martin
Ken Mellender
Tommy Turner
Judith Ryan
Charlie Walker
Following verification that a QUORUM was present, Board Chair Dillard, called the
Meeting to order at 6:35 p.m.
DISCUSSION was held regarding the minutes of the April 3, 2002, meeting of the
Board. On a MOTION duly made by Board Member Mellender and seconded by Board
Member Turner, the Board voted unanimously to approve the April 3, 2002, minutes.
DISCUSSION was held regarding the Board retreat/orientation on April 25,2002. Ken
Mellender distributed notes from the meeting. There was discussion about whether or not a
community survey should be conducted, possible events that could be held to attract visitors (a
jazz festival, free plays in the park, Mariachi bands on the Square, artists on the Square, a pet
parade. The point was made that the focus needs to be on what will bring in overnight visitors.
Methods of conducting surveys were discussed: use the web page, neighborhood meetings,
travel association networks, bed & breakfast networks, regional hotel networks. Strategic plans
and marketing plans were discussed, and it was suggested that a subcommittee be formed to
work on a plan.
DISCUSSION was held regarding the formation and assignments of subcommittees.
Charlie Walker provided information about the Economic Development Commission's
subcommittees (Outreach, Recruitment, Retention). On a MOTION duly made by Board
Member Mellender and seconded by Board Member Wiley, and with unanimous approval, the
following subcommittees were formed and assignments made:
• Marketing Subcommittee: to review past marking plan and develop a new one.
Members: Tommy Turner *, Jessica Marten, Mike Martin
• Finance Subcommittee: to review programs and develop plan for FY'02 /03
expenditures. Members: Gael Dillard *, Ken Mellender, Jennifer Stephens
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• Convention Center Subcommittee: to explore concept and development plan for a
Georgetown convention center. Members: Ken Mellender *, John Wiley, Kent
Huntsman
• Rooms Availability Tracking Subcommittee: to develop a process for determining
lodging rooms availability, to be used by Visitors Center. Members: Scherry
Chapman *, Carolyn Martin, Gael Dillard
* indicates person responsible for calling the first meeting.
DISCUSSION was held regarding the Fiscal Year 2002/2003 CVB budget. A Summary
of the year's Hotel Occupancy Tax collection information was distributed along with a CVB
Budget Worksheet, providing a line item account of the original approved current year budget,
the adjusted budget, and a FY' 02/03 proposed budget. There was discussion about the reasons
the HOT collection is under projections, about how Georgetown compares with other cities, and
about the adjustment of the current year budget to account for the lack of projected revenue.
The Finance Subcommittee will review the advertising, coop advertising, and programs &
projects line items in the proposed budget for the next fiscal year.
No requests were received for cooperative advertising. It was agreed that this would
become a standing agenda item, to handle any future requests in a timely manner.
DISCUSSION was held regarding reports from the Palace Theatre. Ken Mellender
distributed a report form he prepared in response to the assignment from the last meeting. On a
MOTION duly made by Board Member Mellender and seconded by Board Member Turner, and
with unanimous approval, the form with spelling corrections was approved and Mike Martin was
assigned to present it to the Palace Theatre Board at their next meeting.
Verna Browning presented the staff report, including distribution and discussion of the
benchmark information, plans for helping with the May First Friday's Celebration, and a
reminder of the Airshow Event.
DISCUSSION was held on and the group viewed the revised CVB website.
DISCUSSION was held on agenda items for the next meeting: secretary election,
subcommittee reports, outcome of meeting with Palace Board, creation of a strategic planning
subcommittee with Jessica, Tommy, and Scherry as members.
The meeting adjourned at 9:00 p.m.
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