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HomeMy WebLinkAboutMinutes_CVB_08.07.2002Members Present: Absent: Staff present: City of Georgetown Convention and Visitors Bureau Advisory Board Meeting for August 7, 2002 Gael Dillard Jessica Marien Michael Martin Jennifer Stephens Judith Ryan Ken Mellender Carolyn Martin Verna Browning MINUTES Scherry Chapman Tommy Turner Kent Huntsman John Wiley Charlie Walker Following verification that a quorum was present the chair, Gael Dillard, called the meeting to order. Discussion was held regarding the minutes of the July 3, 2002 minutes. On a motion made by board member, Kent Huntsman, and seconded by Jessica Marien, the board voted to approve the July 3, 2002 minutes with noted corrections in spelling of Jessica Marien's name. 'Ze absence of John Wiley who requested it, the agenda item regarding the website was postponed until another meeting. Staff provided a review of the advertising done this current fiscal year, and there was discussion. The marketing committee will need to work on the plans for the coming year's advertisements. Chair asked for discussion of the FY '03 Budget Plan and Gael gave a brief report. The board approved a go ahead to the City Council on the budget presented. Charlie Walker discussed the line item budgets and current year statements. Hotel tax collections were down 21 % from last year. A discussion was held on the "benchmark" reports, and determining where the advertising is getting results. The budget is to be on the Council Agenda for September. The Advisory Board will need to work on a plan for FY'03 expenditures in September or October. There was discussion of the Parade of Homes to be held at Cimmeron Hills in September, and their offer to buy new banners for Georgetown, saving money on those expenses. Verna Browning provided updated information on the Labor Day Weekend Bluegrass Festival to be held, Sat. Aug 31St thru Mon. Sept 2 °a, 2002. at the San Gabriel River next to the restored historic San Gabriel Motor Court and on the historic downtown square. Sponsorship information and ticket costs were discussed, and shuttle bus service from the High School has been arranged. Verna also presented information on the storytellers who will tell about the history of Georgetown around the Square during the festival. A kick -off reception is scheduled for Friday night, and a ,entation will be made honoring Clara Scarborough for her contribution as a Williamson County autnor, historian and storyteller. irlie reviewed logistical plans for the event. Judith Ryan will be in charge of arranging volunteers to work the events, and all Board members were encouraged to help. Planning group meetings for follow up assignments for the event will be held on Monday of each week preceding the event, at 5pm, in the conference room at the Development Services Center. Those signed up for the group were Kent Huntsman, Mike Marten, Ken Mellender, John Wiley, Carolyn Martin and the Marketing Committee. Subcommittee Reports were made: Convention Center Subcommittee: no report. Charlie noted that Williamson County economic development representatives are approaching the County Commissioners about the need for a convention center in Williamson County. Finance Subcommittee: budget discussed earlier in meeting. The Marketing Subcommittee had no report at this time. Tommy Turner reported he has turned in his resignation due to a job change. There was discussion about needing to work with Sun City on marketing planning. Rooms Availability Tracking Subcommittee: The Hotel and Bed and Breakfast Availability survey was presented by Scherry Chapman and Carolyn Martin. The suggested form was approved and Gael �. send a letter to all the hotels /motels and B &B's to let them know that use of this form will start in September. Strategic Planning Subcommittee: Jennifer Marien disclosed that since she will be attending law school in Houston, she will have to resign from the Board in September. Members of the Bboard expressed regret that she would have to resign and thanked her for her work. There were no cooperative advertising requests for consideration. Verna Browning gave the staff report. Planning has begun on the Christmas Stroll to be held December 6th and 7 th , and next year's Poppy Festival to be held the weekend of April 26th.. The CVB/Main Street is traditionally responsible for the Lighting of the Square ceremony held the Friday after Thanksgiving each year, and planning for that will need to begin soon. Chairperson Dillard asked for agenda items to be added to the next meeting. These included: report on the current year budget, and the draft letter to the lodging industry for the rooms availability tracking survey. Motion to adjourn was made by Judith and seconded by Jennifer. Meeting adjourned at 8:30 pm.