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HomeMy WebLinkAboutMinutes_CVB_10.01.2003CVB Board Meeting Minutes October 01, 2003 Members present: Kent Huntsman, Posey Duncan, Carolyn Martin, Jennifer Stephens, Ellen Weimer, John Wiley, Scherry Chapman, Bill Lipscomb, Mike Martin, Jim Timmons Members absent: Martha Lawlor Guest present: Cheryl Siemen, Cooperative Advertising Request Staff present: Shannon Baldridge Kent Huntsman called meeting to order @ 6:34pm. Motion made by Carolyn Martin to approve September minutes. Seconded by Bill Lipscomb. Approved with change of date from 09/26/03 to 09/03/03 and add Jennifer Stephens to “members present” list. Cooperative advertising request presented by Cheryl Sieman, DGA Christmas Stroll consultant, requesting $5500 (approximately one third of all planned advertising costs). Anticipating 25,000 people. Last year financial results were $26,000 in income, $15,000 in expenses, with a profit of $11,000. The day of the Christmas Stroll is the biggest selling day of the year for Downtown businesses. Discussion following Cheryl’s presentation and exit from the meeting as follows: Bill recommends that we give no money to any event that cannot give information on the generation of overnight stays in Georgetown. John Wiley and Carolyn Martin abstained from vote being that they are members of the DGA. Discussion regarding Jack Frost HS Basketball is same weekend and the board has already vested $1800 out of new fiscal year cooperative advertising dollars. Bill Lipscomb made motion to decline request; Ellen Weimer seconded motion to decline. Discussion continued with Mike Martin’s suggestion of awarding $340 for festival and $2480 for Cox Media advertising in Houston (for a total coop of $2820). Bill kept his stand on awarding no money. Posey Duncan reiterated fact that Christmas Stroll added Friday Market day to create “multiple stay” possibility. Motion not accepted by majority. Mike Martin made motion to award $500 ($340 for fest and $160 in good faith). Posey Duncan seconded motion. Discussion continued with Shannon Baldridge mentioning that the Austin American Statesman reaches newsstands in out of town markets also. Mike Martin amended his motion to include in letter to DGA that we would be offering coop dollars to be applied to advertising outside a 100 mile radius of Georgetown. Shannon added the DGA has supported CVB events at a higher level than the $500 tabled in the current motion. Kent added we are on tighter constraints with a $10,000 budget for the year. John asked if we could recommend other advertise resources outside of the 100-mile radius (TX Highways, Beaumont, etc.). Mike’s motion for $500 with Posey’s second agreed by majority and approved. Again, John Wiley and Carolyn Martin abstained from vote. Staff Report: Action Plan: email Shannon suggestions after reviewing. Due by Wednesday, October 8, 2003. Will add to November agenda. Tourism Department staff: hired office assistant, advertisement for Shannon’s position in October, understanding that job may be filled in November with Shannon’s resignation date likely to be December 19, 2003. Old Time Fiddlin’ fair: possible dates for 2004 will move festival to October, pending occupancy history. Red Poppy Festival: Hewlett to sponsor car sow. Mike hasn’t decided what type of car yet, which puts music and advertising on hold. Website: Changing text to less of an essay/text heavy format and more photo friendly with change of colors that are more cool and refreshing. Cannot include photos of people that are recognizable without that person’s release, so photos will change. New brochure: Lucas Adams’ RFP was selected for visitor’s guide for entire city. Scheduled to be complete by 01/01/04. Hotels will get free listing due to HOT dollars they contribute. This is a self-funding project from businesses advertising. CVB goals, Downtown issues and subcommittee focus all moved to November agenda after board reviews action plan and 2003 marketing plan and emails Shannon suggestions by 10/08/03. Received and reviewed handout on 2003 Old Time Fiddlin’ Fair Reflection. No questions or comments on HOT Worksheet, Financial Statement or Benchmarks. Shannon to email current cooperative advertising application to board members to review for suggestions of additions or changes. November agenda to include revised ‘draft’ of CVB Action Plan and revised ‘draft’ of cooperative advertising application. OPEN DISCUSSION: John: How can we find out how Saledo and Fredricksburg keep overnight stay facilities full? Bill: We need a “hook” to make Georgetown a “destination” to attract overnight stays. We need to give a “reason” for people to stay overnight. Mike: We should meet with predominate people in Saledo and Fredricksburg and ask how we can capture what they have been doing. Brought up Miller Tractor Museum idea. Maybe we need to add to Action Plan draft and image creating process to make Georgetown an identifiable signature town. Motion to adjourn meeting @ 8:11pm made by Jennifer Stephens and seconded by Jim Timmons. Approved.