HomeMy WebLinkAboutMinutes_CVB_11.05.2003CVB BOARD MEETING
MINUTES
NOVEMBER 5, 2003
Members Present: Jim Timmons, Martha Lawler, Bill Lipscomb, Carolyn Martin, John
Wiley, Mike Martin, Posey Duncan, Ellen Weimer
Members Absent: Jennifer Stephens, Scherry Chapman, Kent Huntsman
Guests Present: Jim Briggs, Cooperative Advertising Request
Staff Present: Shannon Baldridge
A. Call to Order
Mike Martin called the meeting to order at 6:30 p.m.
B. Discussion and possible action regarding approval of the October 1 minutes
Corrections to the minutes included: change Martha Lawler from the “Members Absent” list to
the “Members Present” list; change Ellen Weimer from the “Members Present” list to the
“Members Absent” list; page 1, paragraph 7 - Martha Lawler seconded the motion; page 1,
paragraph 7 - Mike Martin suggested that the Board award $340 for festival and $160 for Cox
Media Advertising for a total of $500.
A MOTION was made and seconded to approve the minutes as corrected.
(Timmons/Lawler) Approved
C. Discussion and possible action regarding cooperative advertising requests
Jim Briggs presented a cooperative request from the Georgetown Lady Eagles asking for support
for their Thanksgiving weekend tournament.
Discussion brought out that approximately 25% of the teams are from outside the local area and
would be staying overnight. Jim noted that hotel and local business information is provided in
their registration packets. The group was asking for $2,500; funding would be used for team
trophies and thank-you packets for coaches and teams.
Bill Lipscomb shared that tax codes prohibit the CVB from providing funds for sporting events.
While we were able to do so last year, changes in the tax code state will not allow us to funds
this type of event. Shannon will research to make certain we are correct in our interpretation of
the current tax law.
The board thanked Jim for his presentation.
Discussion followed. Bill offered that, based on his research, the only way we could offer
financial assistance to a sporting event was in the area of promotion/advertising. However, to do
that we would have to be involved in the early planning stage of an event, not 3 weeks before it
is to take place.
A MOTION was made and seconded to provide no funding to the Georgetown Lady
Eagles Thanksgiving Tournament. (Wiley/Weimer) Approved
The Board felt it would be beneficial if contact could be made with groups as they were planning
events and lists of hotels in the city could be included in their initial information packets. They
also agreed that the initial mailing should be included as documentation in the application
packet.
It was decided that if an organization is requesting funding, the CVB and/or city staff must have
the right to approve ad copy if funding is to be granted. It was also determined that in order for
funding to be approved, the application must be submitted # TBD days prior to the event.
Martha suggested that we notify all previous applicants that the funding process has changed.
D. Discussion and possible action regarding the co-op advertising application
Bill has been working on revising the current coop application and he presented his draft to the
Board. It includes:
An explanation of the two requirements that the use of funds are limited to
An explanation of the five categories that the request must clearly fit into
A change stating that the organization will file the application with the CVB Staff who
will review it and present it at the next CVB meeting. A representative of the
organization, while welcome, need not be present at the meeting.
A change stating that the organization would be required to present proof of overnight
stays. The Board asked that Bill soften his wording in that section.
Bill asked for feedback from the group. The Board agreed that he was on the right track and
encouraged him to continue fine tuning the document.
E. Discussion and possible action regarding CVB action plan for the year
Kent Huntsman had polled the Board for their thoughts on the following questions:
1. What is Georgetown from the perspective of today’s tourist? Why do “tourists”
(overnight visitors) come and stay overnight in our town?
2. What do we want Georgetown to become for potential future tourists?
In response to the perspective of today’s tourist, thoughts included charming, quaint, shopping
on the square, active adults. Tourists are brought in by sporting events, Red Poppy Fest,
Christmas Stroll and similar events.
As far as what we want for potential tourists, members felt we need to capitalize on the Parks
and Recreation area; Senior Olympics; work with the Historical Society to promote the
Historical Districts.
Points that came out during a general discussion included:
We aren’t unique
Georgetown is a “day” market
Network with Southwestern to develop a Convention Center
Cultivate the RV “snowbirds”
Capitalize on being a college town with college sports
Develop an Elder Hostel program
Expect that visitors may come for one thing but like what they see and may stay for more
Can CVB put more “umph” behind those events that work and take them to the next level
Concerning the Convention center concept:
Since our primary measure of success is heads in beds, should the CVB be
pushing for a Convention Center?
The first step is building/providing more meeting facilities.
Should we promote this idea to the City Council?
Need to involve EDC, City Manager, City Council
Georgetown as a wedding market
Promote historical properties
Approach the Historical Society with the idea of a walking tour of the city and/or a
driving tour
It was decided that we would develop a sub-committee to develop action steps and determine
how to best approach the City Council.
A MOTION was made and seconded to establish a Tourism Growth Initiative Sub-
Committee. (Lipscomb/Duncan) Approved
F. Staff Report
Due to the lateness of the meeting, Shannon asked that if anyone had questions on any of the
items on her report they contact her at the office.
A MOTION was made and seconded to adjourn at 8:20 p.m. (Timmons/Lipscomb)
Approved
Respectively submitted,
Ellen Weimer