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HomeMy WebLinkAboutMinutes_CVB_07.03.2002Members Present: Members Absent: Staff present: Others present City of Georgetown Convention and Visitors Bureau Advisory Board Meeting for July 3,2002 MINUTES Carolyn Martin Scherry Chapman Jessica Marine Tommy Turner Michael Martin Ken Huntsman Jennifer Stephens John Wiley Ken Mellender Gael Dillard Verna Browning Judith Ryaan Charlie Walker Bobby Cain representing the GHS Boys Basketball Booster Club Virginia Stubbs representing the Downtown Georgetown Association Following verification that a quorum was present Vice Chair Ken Mellender called the meeting to order. Discussion was held regarding the minutes of the June 5, 2002 minutes. On a motion made by board -tuber, Mike Martin, and seconded by Ken Huntsman, the board voted to approve the June 3, 2002 lutes. Acting chair asked for discussion of the FY '03 Budget Plan and since Gael was absent no report was given. The Budget Plan is to be on the Agenda for the August meeting. As a follow -up to the June 5th discussion, Charlie Walker provided information on the evolution of plans for Labor Day Weekend events. The San Gabriel Motel and The Georgetown Opry have agreed to be co- sponsors /coordinators of a Bluegrass Festival to be held, Sat Aug 31St thru Mon. Sept 2pd, 2002 at the San Gabriel River next to the restored historic San Gabriel Motor Court and on the historic Downtown Square. The group discussed possible sponsors to include, CVB, The Georgetown Opry, Central Texas Bluegrass Association, and Historic San Gabriel Motel. Ten bands are already booked. Mike commended Verna and Charlie for coming up with the ideas and stated that every member of the board would have to take part and a role in the planning since the timeline for this event is very near. Charlie presented an outline of the status of current plans for the event. These included the following: • Goal of 5,0 00 people @ $15 per ticket or $20 for weekend. • Have groups and clubs in Georgetown sell tickets Need more sponsors s Tickets given to radio stations that play bluegrass music for promotion and advertising. ® Have the Marketing Committee handle the sale of tickets and make presentations to the City Council and the City Committee for special permits requests. ® Workers during the event are needed (volunteers) 'scussion was held about the amount of the sponsorships. It was agreed that sponsorship levels _. _Juld be set at $250, $500 and $1,000, and include the sponsors' names on the posters and signs. A meeting was set for a group from the CVB to do follow up assignments for the event to be held on July 10th, at 5pm in the conference room at the Development Services Office. Those signed up were Kent Huntsman, Mike Martin, Ken Mellender, John Wiley, Carolyn Martin and the Marketing committee. Ken Huntsman agreed to contact radio stations for coverage of the event. The Advisory Board agreed to endorse the event as a CVB project. Scherry moved and Mike seconded a motion that Ken Mellender and Gael Dillard make a presentation to the City Council to request City support for the Bluegrass Festival for the Labor Day Weekend. A discussion was held concerning the possibility of building a Georgetown Convention Center in the future. The Marketing committee had no report at this time. The Hotel and Bed and Breakfast Availability survey was presented by Scherry Chapman and Carolyn Martin. It was suggested to add the phone numbers of the hotels and B &B's to the survey. Carolyn Martin will report back with the suggested changes at the next meeting. Jennifer Marien presented a rough draft of the Strategic Plan. o applications for cooperative advertising funding were reviewed. Bobbie Cain presented an application requesting money for the Jack Frost Invitational Basketball Tournament on December 5, bth, stn at Georgetown high school. Discussion followed on how sponsoring this event would bring people to stay in Georgetown. On a motion made by Mike Martin and seconded by Jennifer Marine the Advisory Board agreed to recommend to the City Council that $1400 be provided to support this event. Virginia Stubbs made a presentation about a request to help fund the Georgetown Billboard that is located near Salado. Jennifer Marine made the motion to recommend to the City Council that the CVB support the funding of the billboard. This was seconded by Tommy Turner. Jennifer Marine disclosed that since she will be attending Law School in Houston, she would have to resign from the board in September. Several members of the board expressed regret that she would have to resign and thanked her for her work on the Stategic Plan. Verna Browning reported that the July 4th, event in the Park was still on. In the interest of time, the rest of the staff report was deferred. Acting Chair Ken Mellender asked for agenda items to be added to the next meeting's agenda. Requests included: website, advertisement in major magazines and the budget planning report. Motion to adjourn was made by John Wiley and seconded by Jessica Marten.