HomeMy WebLinkAboutMinutes_CVB_05.12.2004L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_5.12.04.doc 1
CVB Board Meeting Minutes
May 12, 2004
Present: Kent Huntsman, Martha Lawler, Ellen Weimer, Carolyn Martin, Scherry
Chapman, Jim Timmons, John Wiley, Holly Bresser, Bill Banks, Posey
Duncan
Absent: Gaz Green
City Staff: Cari Miller, Erin McDonald
Guest: Lucas Adams / Williamson County Art Guild
1. Call to Order
The meeting was called to order by Kent Huntsman at 6:30 p.m.
2. Minutes
Minutes from the April 7, 2004, meeting were reviewed.
A MOTION was made and seconded to approve the minutes as presented.
(Timmons/Banks)
Motion carried.
3. Discussion of CVB Website and It’s Redesign
Erin McDonald, City Webmaster, was present to discuss the current CVB website. The
intention is to revamp the current site and she is interested in input and feedback from the
CVB Board. A great example of her work is the new website design she developed for
Red Poppy Fest. In addition, Erin has website statistics she can share with us that track
hits by region, state, days of the week, business vs. home computer, etc.
It was suggested that, since Shelly wasn’t able to be here tonight that we bring Erin back
at a later date to discuss once the board has had time to visit and evaluate the CVB and
the Red Poppy Fest websites.
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4. Cooperative Advertising Application – Williamson County Art Guild
Lucas Adams, Program Chair for the Williamson County Art Guild, presented a request
for funds. October 2004 is recognized as National Month of the Arts and the Williamson
County Art Guild has events involving the arts scheduled during the entire month. This
request for co-op advertising in the amount of $3,000 is specifically earmarked for the
Artwalk on the Square scheduled for October 23-24, 2004. It is anticipated that this years
Artwalk will draw 3,500 people of which 300-400 will be staying overnight in local
lodgings.
Funds will be used to advertise and promote the event through local newspapers as well
as those serving Houston, San Antonio and Dallas. Magazine advertising includes Art of
the West and Texas Monthly. In addition, promotional materials will be provided to the
newsletters that serve Central Texas Art Societies. Proceeds from the event will go to the
organization’s general fund as well as their scholarship fund. $2,000 was provided for
the event in 2003
A MOTION was made to devote the City of Georgetown ad scheduled to appear
in the September issue of Texas Monthly magazine plus an additional $1,000 tow
the Artwalk. (Banks)
Discussion followed; the motion was withdrawn.
A MOTION was made and seconded to approve $2,300 to the Williamson
County Art Guild. (Lawler/Timmons)
Motion carried.
5. Task Force Updates
• Fiddlin’ Fair: Ellen and John met with Cari and Marcy earlier today. Dates for
this year’s Fiddlin’ Fair are September 25-25. Antiques was not a good fit last
years so the committee is looking at revamping the overall theme of the event and
making it more of a fall event with music, a chili cook-off, a pie bake-off and the
like. The coke booth will be our sole source of revenue during the event and we
will once again need CVB Board members to help staff it.
• City Branding: RFQs have been sent out and are due back by Friday, May 14th.
The CVB will be invited to attend the presentations.
• Lodging: Nothing new to report. Carolyn and Holly will follow up on the
information that was gathered on the questionnaire that was mailed out. The next
meeting with the hoteliers is scheduled for July.
• Convention Center: The group has nothing new to report. However, they are
continuing to do research. The next step is to formalize the process to select a
consultant.
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• Sports Complex: Next meeting is scheduled for May 19th.
6. Review and Discussion of the Board Retreat
Notes taken at the Board Retreat held on April 27, 2004 were included in the packet. The
general opinion was that we have a good basic plan. However, it was suggested that a
committee be appointed to edit the information from the retreat and develop it into an
action plan. Bill, Scherry and Gaz were appointed to that task and asked to bring a draft
back to the entire board at the June meeting.
7. Staff Report
• KASE 101 will be broadcasting live from Georgetown on Friday, May 14th from
5-9 a.m. as part of their “Texas Tribute Tour”.
• Advertising promoting Georgetown that appeared in May publications was
distributed.
• Main Street Updates included the Architectural Scavenger Hunt that appeared in
the May 2 issue of the Williamson County Sun. Currently, Shelly is attending the
National Main Street Conference in Albuquerque; the next Texas Brazos Trail
meeting is scheduled for May 19th in Elgin.
• Upcoming dates of importance include:
o TACVB Annual Conference – August 3-6 (Lake Conroe)
o 2004 TTIA Texas Travel Summit – September 12-15 (South Padre)
o 2004 Texas Downtown Association Conference – November 9-12 (Bryan)
8. Review of Items of Interest
On Thursday, May 13th, the Downtown Georgetown Association is hosting a presentation
by Chris Damon on the “Branding of Georgetown”. It will take place at the Palace
Theatre and begin at 6:15 p.m. Kent encouraged all Board members to attend.
Kent asked for discussion on the e-mail he forwarded concerning the explanation of the
HOT tax reserve. Because he could not attend this meeting, Gaz asked Kent to have the
Board consider adding the expected overage of $86,000 to the 2004/2005 budget. After
discussion, it was determined that these funds need to stay where they are. It is doubtful
that the City Council would allow them to be moved to the Operating budget. In
addition, as this Board becomes more involved with the potential of a conference center,
funds will need to be available to hire a consulting firm and conduct a market research
study in order to prove feasibility to the city for funding. A committee consisting of
Shelly, Martha, and Jim was formed to determine what the CVB wants potential
consultants to bid on for the market research study. In addition, this Board needs to
determine what other special projects may need funding through this “reserve”.
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At 7:45 p.m., a MOTION was made and seconded to adjourn the meeting.
(Timmons/Martin)
Motion carried.
Respectfully submitted,
Ellen Weimer