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HomeMy WebLinkAboutMinutes_CVB_07.07.2004Convention & Visitors Bureau Board Meeting Minutes July 7, 2004 Present: Kent Huntsman, Ellen Weimer, Carolyn Martin, Scherry Chapman, John Wiley, Gaz Green, Bill Banks, Posey Duncan Absent: Martha Lawler, Holly Bresser, Jim Timmons City Staff: Cari Miller 1. Call to Order The meeting was called to order by Kent Huntsman at 6:00 p.m. 2. Minutes Minutes from the June 2, 2004, meeting were reviewed. A correction was made to the headline for Item 8. The correct headline should read: Consideration and Possible Action Regarding Review of Draft Ethics Ordinance. A MOTION was made and seconded to approve the minutes as corrected. (Martin/Green) Motion carried. 3. Video/Audio Production for Visitors Center and Visitors Guide for 2005 Item tabled until future date. 4. Cooperative Advertising Application Form Revisions The revision was to include a listing of all the local hotels, motels and bed & breakfasts. Cari was uncertain as to what the Board was requesting. She will take the request back to Shelly. The question was raised as to how the Board can mandate that applicants include the list in their mailings. It was suggested that as groups pick up the application packet, staff strongly encourage them to include the information to their participants. 5. Task Force Updates • Fiddlin’ Fair: John reported on the events planned for the Fiddlin’ Fair. They include a Chili Cook-off, a Pie Back-off and an Ice Cream making contest. We are hoping that Blue Bell will sponsor the Ice Cream Contest. • Convention Center Research: Kent reported that the research phase of the project is winding down. He has spoken with Paul Brandenburg and asked that the city be involved in funding the study. Based on input Kent has received from consultants the cost is expected to be approximately $20,000. • City Branding: The CVB Board was not involved in the RFQ’s nor in the selection process; the presentations were closed sessions. It is the hope of the Board that there will be a chance to have input once the company is chosen. • Lodging Liaison: Carolyn reported that there is a meeting scheduled for this Friday, July 9th. However, Shelly will be unavailable and Carolyn has been unable to reach Holly. Their next meeting is set for July 23rd. While the group is still waiting for a couple of responses they hope to have the list ready for distribution soon. • Sports & Recreation Complex: Kent reported that the group is moving forward with the study and consultants are requesting data in order to come with good information 6. CVB Annual Action Plan Scherry, Bill and Gaz have begun editing the information that came out of the Board Retreat. They are looking to:  determine our “wish list”  attempt to prioritize it  clarify what items are realistic and do-able  develop a time-line Once that information is sifted out, they will need the help of the remainder of the board to create specific action steps. Each action step should have the following characteristics:  It must be Specific  It must be Measurable  It must be Attainable  It must be Realistic  It must have a specific Time table attached to it Shelly, Bill and Gaz will meet again to simplify the plan and prioritize and define definite steps to take. They will report back to the group at our next meeting. 7. Tourist Package and Annual Advertising Kent asked that the Board hold off discussion on this item until next month. While the operating budget shows a balance of $7,000, that money is already committed to advertising. Staff would like to bring in a consultant to evaluate how effectively we’re spending the advertising budget. It was decided that the Board would like to review the plan first before anyone is brought in. 8. Staff Report In Shelly’s absence, Cari reported on recent media exposure. We were able to work out a great promotional piece in the September/October issue of the AAA magazine at no cost to us. 9. Other Business Posey asked that the Board consider incorporating a Community Calendar into our agenda. With input from groups in the city we would then be more informed as to what is happening within the community and could better share that information. Carolyn shared that Susan Firth, Administrative contact for DGA, will be leaving her position at the end of the year. Carolyn also shared that DGA has developed TV ads promoting the downtown and asked that we watch for them. At 7:45 p.m., a MOTION was made and seconded to adjourn the meeting. (Wiley/Banks) Motion carried. Respectfully submitted, Ellen Weimer