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HomeMy WebLinkAboutMinutes_CVB_03.05.2003City of Georgetown Convention and Visitors Bureau Advisory Board Meeting for March 5, 2003 Members present: Kent Huntsman, Scherry Chapman, Poesy Duncan, Martha Lawlor, Bill Lipscomb, Mike Martin, Jennifer Stephens, James Timmons, Ellen Weimer, John Wiley Staff present: Cari Miller Members absent: Carolyn Martin Following verification that a quorum was present the Chair Kent Huntsman called the meeting to order at 6:32 p.m. On a motion by Bill Lipscomb seconded by Scherry Chapman, the minutes for the February meeting were approved. Discussion was held regarding the election of a Vice Chair. On a motion made by Bill Lipcomb, and seconded by Scherry Chapman, Mike Martin was elected Vice Chair unanimously. Discussion was held regarding the election of a Secretary. On a motion made by Scherry Chapman, and seconded by James Timmons, Jennifer Stephens was elected Secretary unanimously. Discussion was held regarding activities and dates for a Board retreat. A date and time will be determined and e-mailed to Board members. Kent Huntsman, Mike Martin, Posey Duncan, Cari Miller and Bill Lipscomb will create an agenda for the retreat. Recommendations for the focus of retreat were as follows: CVB Board mission (how to get people to Georgetown and generate overnight stays – heads in beds) and create objectives of Board (which will be measured for success through out the year at monthly board meetings). Discussion was also made that CVB board and City Council interaction should increase, as this is who hears the suggestions of the Board. The Board discussed the current Bylaws. Scherry brought attention to the attendance bylaw for board members (should be 75% of meetings). Kent will send letter to Council members requesting their attendance for the April retreat. OPEN DISCUSSION: Kent asked board for any open thoughts or ideas pertaining to our role (HOT $ ~ heads in beds)…… John discussed our role was to bring people to Georgetown overnight and to spend money in our shops. Scherry requested an up to date budget and benchmarks review for each monthly board meeting. Kent agreed, although we do not control finances, we have recommendations on certain line items and we should get monthly information and as board review that data and what it means and to recommend to city staff how to alter information to give us better idea where that data stems from. Martha asked if Board of past years met their objectives set at prior year’s retreats. It was agreed to look at last year’s retreat objectives at this year’s retreat. DISCUSSION OF PALACE THEATRE AGREEMENT WITH CITY Updated new board members of what agreement was and how and why it originated. Send request by letter signed by Kent with copy of agreement to Debbie requesting Palace Report on funds to CVB by April 2nd for CVB Board to review at April 9, 2003 retreat. REPORTS FROM SUBCOMMITTEES Convention Center ~ no functioning subcommittee at this time (subcommittee persons no longer CVB board members) Marketing ~ Bill passed out document with recommendation of marketing developing documents including tax code 351.101 to use as guide of CVB Board’s objectives. Mike and Kent made comments about the objectives of this board and to ask City Council what they want (it’s their role) from us. Room Availability ~ to follow up with Cari regarding documents, etc. STAFF REPORT Cari discussed Poppy Fest Committee was meeting and planning, discussed the Corvette Show and the entertainment planned. Cari informed everyone of the reception for all city board members at the Community Center, March 6, 2003 from 5-7pm. NEXT MEETING’S AGENDA: 1. Retreat 2. Need budget update 3. Kent will email outline Meeting adjourned at 8:08pm with a motion from Mike Martin and a second from Posey Duncan.