HomeMy WebLinkAboutMinutes_CVB_04.07.2004Convention & Visitors Bureau Board
Meeting Minutes
April 7, 2004
Present: Kent Huntsman, Martha Lawler, Ellen Weimer, Carolyn Martin, Scherry Chapman, Jim
Timmons, Gaz Green, Holly Bresser, Bill Banks, Posey Duncan
Absent: John Wiley
City Staff: Shelly Hargrove
Guest: Ellie Skross / DGA
1. Call to Order
The meeting was called to order by Kent Huntsman at 4:03 p.m.
2. Minutes
Minutes from the March 3, 2004, meeting were reviewed.
A MOTION was made and seconded to approve the minutes as presented. (Martin/Timmons)
Motion carried.
3. Discussion & Review of HOT Fund Grant Application
Is the packet we provide to organizations requesting HOT funds asking for the appropriate information?
Shelly to provide members with sample application packets so that we can see what is fundable. HOT
funds must be used to promote tourism and directly increase the hotel or convention industry.
4. Cooperative Advertising Application – Downtown Georgetown Association
Ellie Skross, President of the Downtown Georgetown Association, presented two requests for funds:
• Request for $2,712 to cover costs of the annual yearly production charge to change out the
billboard vinyl and quarterly event promotions on the billboard the DGA rents on I-35, just south
of Highway 190 in Belton. The billboard is geared toward the downtown businesses with an
emphasis on events. DGA pays $800 per month in rental fees.
• Request for $500 to be applied toward the cost of printing the 2004 Shopping & Services Guide.
This piece has been updated for 2004 to include a more comprehensive map of the downtown
area. This piece is distributed in stores locally as well as the CVB Visitor’s Center. In addition,
it is mailed out if requested on the DGA’s website or through the Chamber of Commerce. It was
suggested that the piece should be distributed through the Welcome Centers in order to get it
outside the local area; Ellie was interested in finding out more on that.
A MOTION was made and seconded to approve granting $2,712 to the Downtown Georgetown
to cover the costs of producing the annual billboard replacement vinyl. (Duncan/Weimer)
Discussion followed. There was concern that this amount was ¼ of the CVB’s annual budget and
that it is important to promote the entire city.
The motion was amended to approve funding $1,912. (Duncan/Timmons)
Motion carried. (Martin abstained)
A MOTION was made and seconded to approve granting $500 to help underwrite the printing
costs of the 2004 Shopping & Services Guide. (Lawler/Timmons)
Motion carried. (Martin abstained)
5. Possible Board Retreat Dates
Dates suggested were: April 13, April 14, April 21 and April 27. Date selected is April 27 from 4-8 p.m.
at the LaQuinta.
Topics to be covered will include team building, budget responsibilities of the committee members, our
mission and our focus.
Gaz asked how our advertising dollars are spent. Where do we advertise, when, who determines our
advertising program? Shelly will provide a breakdown of where the CVB has spent it’s advertising
budget. Gaz has done an analysis of the AAA Guide and will bring his findings to the Board Retreat.
Gaz also asked to review the budget and the budget process since new board members have not had input
into a budget that is already being reviewed for next year. Kent explained that the timing of new
committee appointments is not very timely and it is hard to bring new people up to speed before the
department’s budgets are due.
6. Task Force Updates
• Fiddlin’ Fair: Ellen has it on her calendar to contact Cari Miller once Poppy Fest is over. That
is tentatively set for the week of May 3rd.
• City Branding: This group is in the very early stage. City Council has yet to clarify if we are to
brand the downtown area or the entire city.
• Lodging: Holly and Carolyn reported on a questionnaire that was sent to local hoteliers and
B&B owners. Based on the information they received a chart of services will be created that can
be shared with local shops and the Visitors Bureau.
• Convention Center: Jim has gotten great feedback from Denton and is hoping to get a response
from Eagle Pass and Killeen. It was suggested that he also forward the questionnaire to South
Padre, Port Aransas and Waxahatchie.
• Sports Complex: Martha and Kent met with the consultants who are doing the feasibility study.
Bryant/College Station has just completed their study and will forward a copy to Martha. There
is concern that a facility in Georgetown would be between two large faciliteies: the proposed
facility in Round Rock and the 110,000 square foot facility in Waco. The CVB needs to provide
the consultants with more specific information as to what our needs are. The next meeting is set
for April 12.
7. Staff Report
• Changes have been made within the city’s organizational chart. The CVB, along with the Library
and the Park’s & Rec Department, is now is under the Community Services.
• Shelly, Bill and Gaz attended the TACVB Spring Seminar and found it very beneficial.
• Shelly met with the Round Rock CVB and they are willing to partner and share information.
• Media exposure for April included Austin Home & Living, Texas Highways, and Sun City’s
monthly publication the Sun Rays. In addition, the CVB website is being totally revamped
• The Main Street Advisory Board is holding their Board Retreat on April 8.
• Upcoming dates of importance include:
o Texas Downtown Association Mid-Year Workshop – April 15-16 (Lockhart)
o Historic School Days – April 20
o 5th Annual Red Poppy Fest – April 24-25
o National Preservation Week – May 3-8
o National Tourism Week – May 8-16
o National Main Street Conference – May 9-12 (Albuquerque, NM)
o 2004 Texas Downtown Association Conference – November 9-12 (Bryan)
o TACVB Annual Conference – August 3-6
At 6:20 p.m., a MOTION was made and seconded to adjourn the meeting. (Martin/Duncan) Motion
carried.
Respectfully submitted,
Ellen Weimer