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HomeMy WebLinkAboutMinutes_CVB_06.02.2004L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_6.2.04.doc Convention & Visitors Bureau Board Meeting Minutes June 2, 2004 Present: Martha Lawlor, Ellen Weimer, Carolyn Martin, Scherry Chapman, John Wiley, Gaz Green, Bill Banks, Posey Duncan Absent: Kent Huntsman, Holly Bresser, Jim Timmons City Staff: Shelly Hargrove, Randy Morrow 1. Call to Order The meeting was called to order by Martha Lawlor at 6:35 p.m. 2. Introduction of and Discussion by Randy Morrow, Community Services Director Shelly introduced Randy Morrow, Community Services Director. Randy’s position oversees the Convention & Visitors Bureau, the Parks and Recreation Department, the Library, and is responsible for all city facilities. Points of interest he shared with the CVB Board included: • Parks & Recreation has received a grant for the Hike & Bike Trail; they expect to have it connect to Lake Georgetown by the end of this year. • Parks & Recreation is moving to new offices located at 1101 N. College; the CVB Board will begin meeting there effective with the July 7th meeting. • Randy was enthusiastic about having the CVB and the Parks & Recreation team up for an event and asked the board to consider working together in the future 3. Minutes Minutes from the May 12, 2004, meeting were reviewed. A correction was made to Item 5, Paragraph 1. The correct dates for the Fiddlin’ Fair are September 24-25. A MOTION was made and seconded to approve the minutes as corrected. (Lawlor/Wiley) Motion carried. L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_6.2.04.doc 4. Presentation on Kiosk and Video/Audio Presentation for Georgetown – Eugene Vasconi Shelly presented information and a promotional video on Eugene Vasconi and his production company. There is the potential for a kiosk type presentation at the new Visitor Center at Wolf Ranch as well in the Downtown Visitor Center. The Board agreed that a kiosk would be a great interactive tool. Shelly will contact Vasconi and get a general idea of costs involved. The Simon Group is considering providing space at Wolf Ranch for a Visitor Center, but the City will need to outfit the space. Wolf Ranch is scheduled to open in late 2005 so funds may be needed in the 2004/2005 budget in order to be ready for the opening. 5. Cooperative Advertising Applications No applications this month. 6. Task Force Updates • Fiddlin’ Fair: Ellen and John have not met with the committee since our last meeting. The next meeting is scheduled for June 9th. • Convention Center Research: Martha reported that Kent has spoken to multiple consulting firms asking for market assessments. Martha is reviewing the RFQs and judging by the samples she’s looked at, she doesn’t feel they are reflective of Georgetown. She is fearful that we may spend a large amount of money to find out that the project may not be feasible. • City Branding: Shelly reported that the committee made up of Shelly, Tom Yantis, Mark Thomas and the Economic Development Chair and Main Street Advisory Board Vice-Chair, have received RFQs from six firms. They are in the process of reviewing the RFQs and hope to have their selection in a week or so. In addition, she hopes to have representation from our Board in the selection process. • Lodging Liaison: Carolyn reported that the group still hasn’t received checklists back from all the lodging establishments so they haven’t completed the informational piece. Additional lodging information includes:  The new Comfort Suites (to be located on the northbound frontage road) will break ground in July. The 67-room hotel will open in January 2005.  The current Comfort Inn will undergo an extensive remodel and reopen as a Quality Inn.  There is a new B&B in town. The Harper-Chesser Inn is located at 1309 S. College A question came up concerning the HOT Request Application. We had intended to modify the guidelines to include a list of the area hotels/motels/B&Bs. Shelly will bring the revised form to the July meeting for the Board’s approval. L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_6.2.04.doc • Sports & Recreation Complex: Martha updated the Board. The current proposal includes space for a hotel along with all the other amenities previously discussed. There are to be two major structures: a football stadium with seating for 12,000 and a covered coliseum with seating for 8,000. In addition there is a open/covered plaza. References to a conference center were very undefined. This is a very exciting project but it is way too early to project what will happen. The entire project will eventually be voted on by the community as a bond issue, most likely in 2005. 7. Review Draft of CVB Action Plan At our May meeting, Scherry, Bill and Gaz were appointed to edit the information that came out of the Board Retreat and develop it into an action plan. They will have that information to present to the Board at the July meeting. It was suggested that a Master Calendar be created – one that included all the different entities within the city. Shelly will meet with Keith Hutchinson to see how that can come together. Gaz brought a question to the Board concerning $22,000 in the current budget identified as “Destination Marketing.” How can that money be spent? Shelly explained that the description was pretty broad and we are not restricted in any way as to how and where we spend those funds. Based on her broad description, Gaz presented an idea to develop a dinner/theatre or symphony/overnight stay package and promote it through advertising in Texas Monthly. The Board felt that the idea was worth pursuing and suggested that Gaz approach restaurants and hotels on the project and determine what other themes could be included in the advertising program. John was willing to approach the B&B owners and determine their interest. Concerns that were raised included who would manage the program since the reservation phone number would be the CVB office and how the accounting logistics would be managed. The benefiting organizations would have to assume the responsibilities; city staff would not be able to handle. Discussion resulted in the following: • The Board agreed that we should be advertising in Texas Monthly in some format • More information was needed in order to fund an ad campaign using the “Destination Marketing” line item in the budget • Shelly will work with Lucas Adams to develop a prototype ad • The Board agreed there would need to be staffing from the organizations involved to do the work. Gaz will contact the Palace and come back to the Board with their level of interest. 8. Consideration and Possible Action Regarding Review of Daft Ethics Ordinance Due to the lateness, any comments and/or concerns regarding the Draft Ethics Ordinance should be e-mailed to Shelly. She will compile them and forward on to the Mayor and Council. L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_6.2.04.doc 9. Staff Report Anyone interested in attending the TACVB Conference in Lake Conroe needs to let Shelly know by the July meeting. The city will pay your registration fee; you will be responsible for any other expenses incurred. At 8:55 p.m., a MOTION was made and seconded to adjourn the meeting. (Banks/Wiley) Motion carried. Respectfully submitted, Ellen Weimer