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HomeMy WebLinkAboutMinutes_CVB_06.05.2002Members present Members Absent: Staff Present: City of Georgetown Convention and Visitors Bureau Advisory Board Meeting of June 5, 2002 Gael Dillard, Chair Carolyn Martin Jessica Marten Michael Martin Judith Ryaan Ken Mellender Verna Browning Charlie Walker U ►, J Scherry Chapman Tommy Turner Kent Huntsman John Wiley Jennifer Stephens Cari Miller Following verification that a quorum was present, Board Chair Dillard called the meeting to order at 6:35 pm Discussion was held regarding the minutes of the May 1,2002 minutes, on a motion made by Board TV`, per Martin, and seconded by Member Marten, the Board voted unanimously to approve the May 1, 2002 minutes. Discussion was held regarding the election of a secretary. On a motion made by Board member Carolyn Martin, and seconded by Tommy Turner, Scherry Chapman was elected unanimously. Discussion was held regarding the follow -up report regarding reports from the Palace Theatre Board. Mike Martin made a presentation on his meeting of May 6, 2002 with Debbie Charbonneau and Jerry Potter. The funding agreement stipulates that the Palace has until September 301h of each year to report their efforts required in the agreement with the CVB. To date press releases have been circulated to the Waco, Temple, Marble Falls, College Station markets. Good results have been reported from these efforts. Palace Theatre complimentary tickets have been given to Georgetown Hotel, Motel, and B &B's. Season tickets are exceeding expectations while walk -in attendance is less than expected. Mike was invited to visit the Palace board as he desires and would serve as the liaison between the Palace and the CVB if that were the wish of all parties concerned. Board member Dillard stated that we can request the Palace to verify expenditures from the Palace to the CVB monthly if desired. Reports from subcommittees were given: Convention Center Subcommittee- no report, as Ken Mellender was not present. Finance sub committee - Gael Dillard stated that a meeting was not held but that she had prepared a bi I scenario for the CVB to review after meeting with Verna Browning, staff person. The Board can approve up to $5000 in requests: Projected revenue for 02 -03 is 299,300; Expected costs: 257,915 which V i leave 116,000 available to be used as a discretionary fund. Following a discussion on the budget, Board chair Dillard stated that a financial statement will be presented next month. Marketing subcommittee - Chair Tommy Turner stated that the subcommittee met last Thursday and agreed to review relevant documents previously developed. These include the Century Plan, the Dr. Targood consultant review, and the 1997 Marketing Plan. After the subcommittee members have read and reviewed this information, they will meet again to discuss and update the plans. Discussion followed on also reviewing the Economic Development Plan and perhaps meet with all the related groups like DGA, Main Street Board, Chamber of Commerce, etc. to be sure we all are on the "same page." Turner distributed an outline of what the subcommittee might do. Rooms Availability Tracking subcommittee- Scherry Chapman presented a draft of a chart for the Visitors center to chart the availability of rooms at the local B &B's. The chart would be checked on Thursdays and list the number of rooms available by the week. It was suggested that the chart and information be posted on the door of the Visitors center when the center is closed so that availability could be checked at all times and phone numbers and maps could be available. Board Member Huntsman made a motion to establish a Strategic Planning Subcommittee chaired by Jessica Marten, to develop a plan of action for the CVB on which the budget would be planned. Board Member Turner seconded the motion and the motion was passed by acclimation. Staff Member Browning reported that there were not requests for cooperative advertising requests for tt" ieeting, but handed out a copy of the application and discussed the process. Verna Browning also gave reports on the Events Calendar, stating the Southern Living Texas Vacations mentioned Georgetown in its summer issue, and work was beginning on the DGA Christmas Stroll. The ad developed for the Texas Events Calendar is "Its Beginning to look a lot like Christmas ". On the 2 "d and 4th Fridays of the month, DGA is scheduling lunchtime concerts on the courthouse lawn. The First Fridays evening events will continue, and the 2nd Sat Market Days on the square will continue. The benchmark information including the number of visitors to the visitor center was handed out. Discussion followed on how the data is used in advertising strategy and strategic planning. Browning discussed with the Board concerns about the lack of any events in Georgetown for Memorial Day, and ideas about a Labor Day celebration. Ideas discussed included a storytelling event on the Square, and members suggested having Southwestern history professors participate, including music — fiddlers, using celebrity look -a- likes, doing teaser campaigns to include a survey about "who would you most like to have dinner with ?" A reminder was given that the subcommittees must post meeting notices 72 hours in advance before they meet, to comply with the Open Records Act. Discussion of agenda items for next meeting included strategic planning and budget, as well as cooperative advertising requests. Board Member Scherry Chapman moved to adjourn at 8:10, seconded by Jessica Marten.