HomeMy WebLinkAboutMinutes_CVB_11.03.2004L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_11.3.04.doc
Convention & Visitors Bureau Board
Meeting Minutes
November 3, 2004
Present: Kent Huntsman, Ellen Weimer, Scherry Chapman, Bill Banks, Martha Lawlor,
Posey Duncan, Jim Timmons, Carolyn Martin, John Wiley
Absent: Gaz Green, Holly Bresser
City Staff: Shelly Hargrove
Guests: Susan Firth, Ellie Skross
1. Call to Order
The meeting was called to order by Kent Huntsman at 6:34 p.m.
2. Minutes
Minutes from the October 6, 2004, meeting were reviewed.
A MOTION was made and seconded to approve the minutes as presented. (Lawler/Banks)
Motion carried.
3. Review of Artwalk on the Square Cooperative Advertising Application
An application for cooperative advertising had been submitted by the Williamson County Art
Guild (WCAG) at the May 2004 meeting. Funds totaling $2,300 were approved and would be
used for:
Newspaper advertising in Houston, San Antonio, and Dallas
Magazine advertising including Art of the West and Texas Monthly
L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_11.3.04.doc
Concern had been raised by board members that the advertising purchased was not as broad as
was presented in the original marketing plan and cooperative advertising application. Because of
those concerns, was the Board willing to approve release of the $2300 in funding?
Kent had spoken with Bob Weimer, Downtown Georgetown Association (DGA) Special Events
Director who worked with the Williamson County Art Guild on their advertising purchases. He
provided the following breakdown of where the funds were allocated:
Austin American-Statesman – Dallas, San Antonio and Houston editions
Community Papers serving:
Central Texas and the Hill Country (uncertain as to exact areas served)
Bastrop
Westlake
Smithville
Marble Falls
Temple
Waco
Cox Cable
Susan Firth and Ellie Skross were present as representatives of the DGA. While their role was to
observe our discussion, Kent let them know that any comments from them were certainly
welcomed. Ellie shared that the DGA was under the impression that the WCAG qualified for
the funds because they were promoting an arts event and encouraging tourism.
However, since the WCAG did not follow their original marketing plan, they compromised
themselves and risked the dollars that were approved.
In discussion the Board determined that they needed to be more specific as to how applicants are
to spend the funds allocated to them.
A MOTION was made and seconded to pay the $2,300 as originally approved.
(Timmons/Martin)
The MOTION was amended to note that in all future approvals the Board would be more
specific as to how the funds could be spent. (Lawler/Chapman)
Further discussion pointed out that the DGA knew that the money wasn’t being spent as it
had been presented in the original marketing plan. However, in the spirit of good will, the
Board was willing to release the funds as originally approved. It was also noted that it is the
responsibility of this Board to strengthen relationships with organizations that we will be
funding in order to alleviate this situation from recurring.
The amended motion carried with Ellen and Bill abstaining.
Kent will write a letter to the WCAG explaining the Board’s position and include it with the
payment.
Ellen has agreed to review the application and bring any recommendations for changes back to
the Board for their approval.
L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_11.3.04.doc
Discussion of Marketing/Advertising Opportunities for HOT funds
At a recent City Council meeting City Manager Paul Brandenburg suggested that the city use
$40,000 in HOT funds to purchase wayfaring signage. This Board questioned whether that was
an appropriate use of the funds. In checking with City Attorney Trish Carl and Scott Joslove,
they both determined that it is within the guidelines defined by the state. However, the city was
sympathetic to our concerns and was able to fund the project with funds from another source.
The $40,000 has been returned to the CVB. It was suggested that the Board make a
recommendation as to where we’d like to see that money spent. Some possible projects
suggested were:
the role-out of the new city branding project
action items included in the CVB work plan
additional brochures in state Visitor’s Centers
It was suggested that this discussion continue during the Action Plan agenda item.
4. Task Force Updates
• Fiddlin’ Fair: John and Ellen reported that, for the first time, the event made a profit of
$250.25. October 1, 2005 is the first choice of dates for next year’s event. DGA guests
present were unaware of that date; it would conflict with an event that they already have
on their calendar. City staff will meet with DGA representatives to iron out dates.
• City Branding: There have been three Community Visioning sessions held. The Task
Force is now synthesizing the information gathered at those sessions. GX Creative is just
beginning the creative work. The Task Force hopes to have a recommendation to the
City Council by the end of November.
• Lodging Liaison: The next meeting is scheduled for Tuesday, November 9th at San
Gabriel Motor Court. Items on their agenda include:
Developing and promoting packages that include dining, entertainment and
lodging components
Hoteliers providing information to the city such as zip codes of their customers
and whether their customers as there for business or leisure purposes
Getting the hoteliers involved in the Branding program
Ground has been broken for the new Comfort Suites along the northbound frontage road
just south of Chili’s. It will have 67 rooms.
The Jack Frost Basketball Tournament is scheduled for December 2,3,4. This Board
needs to make sure that our local hotels have an opportunity to bid on these events! Staff
will contact organizers and ask permission for DGA to hang posters in the registration
area promoting First Friday and the Christmas Stroll. CVB will compile goodie bags for
participants.
L:\Global\Boards and Commissions\Minutes\CVB\2004\Minutes_CVB_11.3.04.doc
• Sports & Recreation Complex: A meeting is being scheduled for November.
Conversations are moving toward a feasibility study.
5. 2004-2005 Work Plan
General discussion pointed out that there is too much in this plan. It was suggested that some
items be eliminated for now and that duplication be cut out.
The Board went through the entire document, modifying where necessary and assigning
responsibilities where there were still needs to be filled. Shelly will update the document one
final time and distribute to members at the next meeting.
A MOTION was made and seconded to approve the 2004-2005 Work Plan as amended.
(Banks/Weimer)
Motion carried.
6. Staff Report
Great media exposure this month including the Austin Fall/Winter Official Visitors Guide
and the AAA Texas Journey magazine.
Texas Downtown Association Conference in Bryan November 9-12
Christmas Stroll December 4
Reminder that the December meeting will be held at LaQuinta
At 8:40 p.m., a MOTION was made and seconded to adjourn the meeting. (Chapman/Duncan)
Motion carried.
Approved and attested to by:
Kent Huntsman Date
Board Chair
Ellen Weimer Date
Board Secretary