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HomeMy WebLinkAboutCVB_Agenda&Minutes_2005Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, December 12, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, December 12, 2005 at 01:00 PM in the Comfort Suites Hotel San Gabriel Room, located at 11 Water’s Edge Circle, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Martha Lawlor, Ellen Weimer, Holly Bresser, R.C. Lumpkin, Margie Ranc, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 01:00 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the November 9th minutes 3.Discussion and possible action regarding possible updates to HOT grant application 4.Updates from Board Task Forces: a)Conference Center/External Funding – Kent and Bill b)Website Review – Bill , Linda, Martha and Randy c)Visitors Center/Volunteers - Betty Ann , Martha and Ellen d)Market Data/Information Services – Randy , R.C. and Gaz e)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie f)Tourism Industry Partners/Communication – R.C., Randy , Kent, and Holly 5.Discussion and possible action regarding board terms and 2006 board officers 6.Staff Report 7.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, December 12, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , December 12, 2005. Members Present: Kent Huntsman, Bill Banks, Martha Lawlor, Holly Bresser, Randy Lesseps, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Members Absent: Ellen Weimer, Margie Ranc, R.C. Lumpkin Staff Present: Shelly Hargrove Minutes Regular Meeting Call to Order The meeting was called to order by Kent Huntsman at 1:05 p.m. 2. Minutes Minutes from the November 9, 2005 meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Lawlor/Sensabaugh) Motion carried. 3. HOT Grant Application Form Randy requested that a paragraph be added to the HOT Grant application form that the applier agrees to return to the Board following the event to advise us how the event went -- how was the money spent -- did it accomplish the goal of putting people in hotel rooms. Discussion held regarding the proposal. A MOTION was made and seconded to implement this suggestion (Lesseps/Banks). Motion carried. Shelly stated that some CVB’s place a limit on how much in total funds an organization may receive. As a part of the equation it has also been suggested that the amount of funding should be based on how much the grant brings into Georgetown coffers. After discussion there was consensus that our Board would not wish to limit funds. Information will go to the CVB to put Randy’s suggested addition to the HOT Grant application form into wording that would typically be used for such a purpose. Betty Ann talked about the Christmas Stroll and that she had talked to vendors from other locations who stated they had received thank you notes from the City which they considered quite meaningful. These vendors told Betty Ann that they will always come back to Georgetown for the Stroll . A note was read from Bobby Cain regarding the Jack Frost Basketball Tournament: 24 teams participated; 13 overnight stays; the Georgetown dinner was a success; 30 rooms were booked per night at La Quinta for the tournament. 4. Updates from the Board Task Forces Reports from the individual Task Force groups are as follows: Tourism Events / Consumer Marketing / Tourism Packages Ellen and Margie are both absent. Conference Center / External Funding Kent stated that the conference center committee is “falling apart.” The high school is building a stadium. The show barn in the park is being looked at to convert into an event facility. Website Review Nothing to report. Visitors Center / Volunteers Nothing to report except that Randy , Bill, Martha, Holly and Betty Ann attended the volunteer luncheon. Market Data / Information Services R.C. and Kent will be visiting hotels, one on one, to let them know that we need statistical information from them . Tourism Industry Partners/Communication See Market Data / Information Services. 5. Board Terms and 2006 Board Officers February is the last official meeting of the Board as it stands. Those whose first terms expire may apply for another two year term. Kent is not eligible for another term. Shelly will email application forms to those who are eligible and wish to apply for another term. We will vote on officers (Chair is appointed by the mayor) in March. The Board retreat date will be set for March. 8. Staff Report The Visitors Center is under construction - repair of awning. The building will be painted in January. Shelly distributed copies of the 2006 Visitor’s Guide. There was discussion about doing a story about those people on the cover of the Guide. Gaz talked about the Festival of the Arts which will occur in June. It is being expanded to 3-4 days (June 1-4). He outlined the program that is being developed. At 2:10 p.m. the meeting was adjourned. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, November 9, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, November 9, 2005 at 06:30 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawlor, Ellen Weimer, Holly Bresser, Randy Lesseps, RC Lumpkin, Margie Ranc, Bill Banks, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the October 5th minutes 3.Discussion and possible action regarding HOT grant applications – Jack Frost Basketball Tournament – Bobby Cain 4.Discussion and possible action regarding Project 1900 – Larry McCormick 5.Updates from Board Task Forces: a)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie b)Conference Center/External Funding – Kent and Bill c)Website Review – Bill , Linda, Martha and Randy d)Visitors Center/Volunteers - Betty Ann , Martha and Ellen e)Market Data/Information Services – Randy , R.C. and Gaz f)Tourism Industry Partners/Communication – R.C., Randy , Kent, and Holly 6.Staff Report Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, November 9, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , November 9, 2005. Members Present: Martha Lawlor, Ellen Weimer, Holly Bresser, R.C. Lumpkin, Margie Ranc, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Members Absent: Kent Huntsman, Bill Banks, Randy Lesseps Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting . Call to Order The meeting was called to order by Martha Lawlor at 6:35 p.m. 2. Minutes Minutes from the October 5, 2005 meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Rainsdon/Ranc) Motion carried. 3. Cooperative Advertising Application Bobby Cain of the GHS Boys Basketball Booster Club presented an application seeking funding for the Jack Frost Invitational Basketball Tournament. Georgetown is hosting the annual tournament that includes 24 teams. Thirteen of those are from outside the area and will be staying in local hotels from December 1-3. The Booster Club is requesting $2,250 to cover the cost of dinner to all participants and their families. They expect to cater 500 meals at $4.50 per person. Martha thanked Bobby for his presentation. The Board would take his proposal under consideration and staff would get back to him with the Boards decision within the next couple of days. 4. Project 1900 Update Larry McCormick presented an update on the status of Project 1900: It appears that the trolley is no longer a viable option. However, City Manager Paul Brandenberg is still working on the possibility of some sort of transportation plan that would include more of the city. The Artisan Park concept does seem more positive. Mary Louise Poquette recently visited with the development team who is putting together a similar project called Artspace in Ventura, CA. They have shared with us their blueprints and their plan, giving us a better idea of how to move forward. Larry has shared this information with Paul Brandenberg and Tom Yantis of the City staff. Tom is coordinating a conference call with the Artspace people in early 2006 to explore any possibilities for working together. The next steps include conducting a feasibility study. Artspace will conduct that at a cost of $7,500. Larry has approached the new Arts & Culture Board for their input but they are only now beginning to organize themselves. He would like for our board to be the group he works through in order to go before Council. He would like to ask the City for $4,000 of the $7,500 and would privately raise the remaining $3,500. This would probably be ready to roll out in April or May of 2006. If that study tells us that this is a realistic venture, there will be the need for a more intense, major market study. Cost for that would run approximately $25,000. Larry suggested that it would take a minimum of 3 years to complete the pre-development stage, including fund-raising, before any construction could begin. Larry is continually looking for potential sites for the Project 1900 Artisan Village. Currently he is investigating 2200 Church Street, the grain silo property south of the Monument Café, the former Georgetown Healthcare site on North College, and the San Gabriel Motor Courts property. Linda Rainsdon and Margie Ranc both have friends in Ventura. They will contact them to see if they have any sense of the project in their community and ask for their feedback. Larry will ask for time on our January agenda to get feedback from this Board. 5.Updates from the Board Task Forces Reports from the individual Task Force groups are as follows: Tourism Events / Consumer Marketing / Tourism Packages Margie reported that two new packages will soon be added to the website. They are promoting the Teambuilding/Ropes Course through the Park & Rec department. This will be an on-going package, not tied to any specific event. The second is for the Holiday Homes Tour. Conference Center / External Funding Kent was not present to share information but the Board was aware that , according to the Williamson County Sun, the project seems to have died. Website Review Bill was not in attendance to give a report. Visitors Center / Volunteers Betty Ann reported that Cari Miller has shared that the Visitor’s Center is currently well staffed and everything is working well. The questionnaire that was distributed at the September Volunteer luncheon did bring in some valuable information: The most common request is for directions What needs improvement: 1) signage; 2) more training on the history of Georgetown and Williamson County Most were familiar with the Visitors Guide The holiday luncheon for the volunteers will be held on Wednesday, December 7, at the Comfort Suites. All are invited. Please contact Cari Miller at 930-3585 to let her know if you can attend. Shelly suggested that the December Board meeting follow the luncheon. She will e-mail members for their availability. Market Data / Information Services Tourism Industry Partners/Communication The teams are struggling to capture market data. And, since there were no lodging partners at the last meeting, the task force will suspend the meetings until further notice. R.C. and Kent will visit each location personally and ask the hoteliers for their help and input. 7. Discussion of the HOT Application Questions were raised as to how to best measure the return on HOT funds that are provided to local organizations. Specifically, 1) how can we determine how much tax money is generated versus how much funding is provided; and 2) set the expectation that funding to an organization will decrease over time. A discussion item on this will be added to the December agenda . Concerning the application from the GHS Boys Basketball Booster Club presented tonight, A MOTION was made and seconded to approve $750 for the Jack Frost Basketball Tournament. (Lumpkin/Ranc) Motion carried. 8. Staff Report Our next meeting will be Wednesday, December 7th, hopefully in conjunction with the Visitors Center Volunteer luncheon. Shelly will check for board member availability and let us know. At 8:25 p.m. a MOTION was made and seconded to adjourn the meeting. (Weimer/Sensabaugh) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, October 5, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, October 5, 2005 at 06:30 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawlor, Ellen Weimer, Holly Bresser, Randy Lesseps, RC Lumpkin, Margie Ranc, Bill Banks, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the September 7th minutes 3.Discussion and possible action regarding HOT grant applications 4.Updates from Board Task Forces: a)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie b)Conference Center/External Funding – Kent and Bill c)Website Review – Bill , Linda, Martha and Randy d)Visitors Center/Volunteers - Betty Ann , Martha and Ellen e)Market Data/Information Services – Randy , R.C. and Gaz f)Tourism Industry Partners/Communication – R.C., Randy , Kent, and Holly 5.Discussion and possible action regarding Heritage Trolley Tour – Larry McCormick 6.Staff Report Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, October 5, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , October 5, 2005. Members Present: Kent Huntsman, Martha Lawlor, Ellen Weimer, Holly Bresser, Randy Lesseps, R.C. Lumpkin, Margie Ranc Members Absent: Bill Banks, Gaz Green, Linda Rainsdon, Betty Ann Sensabaugh Staff Present: Shelly Hargrove Minutes Regular Meeting 1. Call to Order The meeting was called to order by Kent Huntsman at 6:35 p.m. 2. Minutes Minutes from the September 7, 2005, meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented (Lesseps/Lawlor) Motion carried. 3. Cooperative Advertising Application No applications were presented this month. 4. Task Force Updates Reports from the individual Task Force groups are as follows: Tourism Events / Consumer Marketing / Tourism Packages Margie reported that the website had been updated to include a package for the Taste of Georgetown . It included the event, lodging at the Harper-Chesser House and tickets for the Palace Theatre. Margie suggested that follow-up with package buyers was needed to determine how the process is working and to ask for suggestions. RC shared that he has had positive feedback from visitors who have stayed at their property. Conference Center / External Funding Kent shared that the committee is trying to move ahead with a Needs Assessment Study. The City (Paul Brandenburg) agreed that the CVB budget will cover the costs. The Task Force is still looking to partner with the County on this project. The item was on the agenda at the County Commissioner meeting earlier this week but was passed over and put on hold for now Website Review Bill was not in attendance to give a report but Martha felt that Bill had set a meeting date with Erin McDonald of the City staff. Visitors Center / Volunteers Betty Ann was not at the meeting but the following updates were given by others: Randy Lesseps was able to attend the quarterly Volunteer Luncheon and represent the CVB Board. We are waiting for the cabinetry for the brochure rack to be installed in the new Visitors at Wolf Ranch. That is expected to be complete by October 14th. The facility will be open daily from 9-5:30 and will include local brochures, photos and local maps will be posted. It will not be staffed . Market Data / Information Services Randy has preliminary findings based on the data collected from the local hotel/motel operators. Of the overnight guests who completed the questionnaires, most were here for leisure activities, (however, the LaQuinta had the greatest share of business guests), most were from within Texas and many came from distances less than 100 miles. Tourism Industry Partners /Communication RC has worked very hard to get the hoteliers together and hopes to have them meet soon. 5. Discussion and Possible Action Regarding the Heritage Trolley Tour Larry McCormick reported on the status of the Trolley and the Heritage Tour. The trolley is alive but ailing. While the City has agreed to contribute up to $56,000, the level of commitment from other local entities (Chamber of Commerce, Downtown Georgetown Association, Wolf Ranch) is uncertain. Wolf Ranch wants more detailed information. Paul Brandenburg also felt that including the Heritage Tour at this time might be outside the boundaries of what Wolf Ranch is willing to contribute toward; he is suggesting that the Trolley be promoted as a mode of transportation only at this time. Larry is asking the Board, along with other local organizations, for their support and encouragement of a letter -writing campaign directed at Wolf Ranch asking them to strengthen their participation in the Trolley program. A MOTION was made and seconded that the CVB Board participate in a letter-writing campaign as suggested by Larry McCormick, to encourage Wolf Ranch to strengthen their participation for the Trolley program. (Lumpkin/Lesseps) Motion carried. Larry also brought the Board up-to-date on the progress of Project 1900. The County property on 8th and Rock was not available but several other sites have emerged. In his talks with the County, Larry did find out that the County has Master Plan. He asked that this Board begin thinking about what it would like to see on that 8th Street property (an Events Center or a Performing Arts Center, for example) and to pay attention to what is happening at the County level. 6. Staff Report Highlights included: Grand Opening events at Wolf Ranch originally scheduled for November 5th have been cancelled due to the unfinished construction along Highway 29 Dates to remember: TTIA Travel Summit – September 25-29 in Corpus Christi – staff will not be attending due to budget constraints but let Shelly know if any Board members are interested TDA Annual Conference – November 1-4 in Laredo Because of the TDA Annual Conference taking place when our next meeting is scheduled, the date has been changed to Wednesday, November 9th. At 8:08 p.m. a MOTION was made and seconded to adjourn the meeting. (Weimer/Ranc) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, September 7, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, September 7, 2005 at 06:30 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Holly Bresser, Randy Lesseps, RC Lumpkin, Linda Rainsdon, Bill Banks, Betty Ann Sensabaugh, Martha Lawlor, Margie Ranc, Ellen Weimer and Gaz Green Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the August 11th minutes 3.Discussion and possible action regarding HOT grant applications 4.Updates from Board Task Forces: a)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie b)Conference Center/External Funding – Kent and Bill c)Website Review – Bill , Linda, Martha and Randy d)Visitors Center/Volunteers - Betty Ann , Martha and Ellen e)Market Data/Information Services – Randy , R.C. and Gaz f)Tourism Industry Partners/Communication – R.C., Randy , Kent, and Holly 5.Discussion and possible action regarding review of Chapter 2.36 of the City Code of Ordinances 6.Staff Report 7.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, September 7, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , September 7, 2005. Members Present: Martha Lawlor, vice-chair, Ellen Weimer, secretary, Gaz Green, Randy Lesseps, Margie Ranc, Betty Ann Sensabaugh Members Absent: Kent Huntsman, Bill Banks, Holly Bresser, R.C. Lumpkin, Linda Rainsdon Staff Present: Shelly Hargrove Minutes Regular Meeting 1. Call to Order The meeting was called to order by Martha Lawlor at 6:38 p.m. 2. Minutes Minutes from the August 11, 2005 meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented (Lesseps/Sensabaugh) Motion carried. 3. Cooperative Advertising Application No applications were presented this month. The Board did ask staff if there were any concerns raised during the review of the CVB Budget for 2005-06. Shelly wasn’t aware of any but did share that the State has waived the hotel and motel tax for Katrina evacuees for 2 months. Since this is the main revenue stream for the CVB, there could possibly be some budgetary effect. 4. Task Force Updates Reports from the individual Task Force groups are as follows: Tourism Events/Consumer Marketing/Tourism Packages Margie reported that two packages have been designed around the Taste of Georgetown. Staff has gotten all the information and it should be on the website within a couple of days. Lovoi Travel Agency has agreed to work with the city on the packages. However, there is a new owner and everyone is still working on all the details. Conference Center/External Funding Kent is chairing this group. No activity this month. Website Review Bill was not in attendance to give a report but it appears that a meeting has not yet been held. However, Southwestern University is providing information direct to CVB Staff and they have been seeing that the website and calendar are updated. Visitors Center/Volunteers The group has not met but Betty Ann has talked with Cari Miller and gotten the following updates: The new Visitors Center at Wolf Ranch will not be staffed; this negates the need for a large number of new volunteers. Volunteers are still needed for weekend shifts at the Visitors Center on the Square; weekdays are generally filled. The quarterly luncheon for volunteers is being held on Wednesday, September 14th at the County Seat at 11:00 am. CVB Board members are invited to participate. Cari has taken input from the Task Force and is developing a survey that will be distributed to volunteers at the luncheon Market Data/Information Services Randy has met with local hotel/motel operators and is gathering data that will need to be compiled. Cari is the staff person who is heading up this project. Tourism Industry Partners/Communication RC was not in attendance. However, a meeting has been scheduled within the next couple of weeks. 5. Discussion of Chapter 2.36 of the City Code of Ordinances Chapter 2.36 of the City Code of Ordinances addresses the duties of City Commissions, Committees and Boards. Shelly wanted to everyone to be aware that there is a minimum standard for attendance at meetings by Board members and that the Board is required to file an attendance report to the Council semi-annually. In the recently filed report, it was noted that no one on this Board was at risk for replacement due to excessive absenteeism. 6. Staff Report Highlights included: Upcoming Wolf Ranch openings: Chik-fil-A (9/8) and Best Buy, DSW Shoes and Kohl’s are all now hiring. Dates to remember: TTIA Travel Summit – September 25-29 in Corpus Christi – staff will not be attending due to budget constraints Jon Schallert Destination Creation Conference – October 4-6 in Georgetown TDA Annual Conference – November 1-4 in Laredo Grand Opening of Wolf Ranch – November 5 At 7:32 p.m. a MOTION was made and seconded to adjourn the meeting. (Lesseps/Green) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Thursday, August 11, 2005 The Convention and Visitors Bureau Board will meet on Thursday, August 11, 2005 at 03:00 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, Randy Lesseps, RC Lumpkin, Margie Ranc, Betty Ann Sensabaugh, Holly Bresser, Gaz Green, Linda Rainsdon Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 03:00 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the July 13th minutes 3.Discussion and possible action regarding HOT grant applications 4.Updates from Board Task Forces: a)Tourism Industry Partners/Communication – R.C., Randy , Kent,. and Holly b)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie c)Conference Center/External Funding – Kent and Bill d)Website Review – Bill , Linda, Martha and Randy e)Visitors Center/Volunteers - Betty Ann , Martha and Ellen f)Market Data/Information Services – Randy , R.C. and Gaz 5.Update on Heritage Trolley Tour and Shuttle 6.Staff Report Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Thursday, August 11, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Thursday , August 11, 2005. Members Present: Kent Huntsman, Holly Bresser, Randy Lesseps, R.C. Lumpkin, Linda Rainsdon, Bill Banks, Betty Ann Sensabaugh Members Absent: Martha Lawlor, Margie Ranc, Ellen Weimer, Gaz Green Staff Present: Shelly Hargrove Minutes Regular Meeting 1. Call to Order The meeting was called to order by Kent Huntsman at 3:04 p.m. 2. Minutes Minutes from the July 13, 2005 meeting were reviewed and Randy applauded Ellen Weimer for a job well done. A MOTION was made and seconded to approve the minutes. (Lesseps/Sensabaugh) Motion carried. 3. HOT Grant Applications Hope van der Heijden from the DGA made a presentation regarding Christmas and , in particular, the 25th Christmas Stroll on December 3. Under consideration is a commemorative item such as a Christmas ornament. Hope outlined ideas the DGA has for exhibits, etc. Each attachment of the application was reviewed. The Visit Georgetown website will be included on the rack card, listing hotels, etc. Shelly explained that the funds for this project will come out of next year’s fiscal budget. Randy asked if a list of all the 2006 events for which the DGA might require funds be stated at one time. Bob Weimer offered that the two events which are most important are in October and at Christmas. These two events bring the greatest number of people to Georgetown. Kent asked about the impact of not being able to use the courthouse lawn. Hope stated that based on recent experience it does not seem to be a problem. Shelly stated that Main Street is working on getting an outdoor ice rink for downtown - November 25 through January 16. It would probably be located at 9th and Main. There was discussion about the need to collect information on what brings people to Georgetown and this will be done for next year. A MOTION was made to fund the application for $4712.00. After discussion the motion was amended to encumber available funds from this year and the remainder from next year’s budget ($4200.00 from next year). (Lumpkin/Banks) Motion carried. 5. Task Force Updates Reports from the individual Task Force groups are as follows: Market Data / Information Services Nothing to report. Tourism Industry Partners/Communication Nothing to report except that a meeting is scheduled for August 18, 2005, 8:30 A.M., at the Ranch House B&B. Tourism Events / Consumer Marketing / Tourism Packages Nothing to report. Conference Center / External Funding Kent stated he has no update to report except that the university continues to look at constructing a conference center. Website Review Will schedule a meeting before the next CVB board meeting. Visitors Center / Volunteers This group is looking for ways to recruit new volunteers and increase the level of service of the existing volunteers through the following: Met on the 19th with Carrie. It is possible they will not be staffing Wolf Ranch. For recruiting there will be a script that is used for every presentation. Perhaps will have special events (a workshop) between luncheons. Hands-on discussions and demonstrations at training sessions. Will try to recruit younger volunteers. At the September 14 lunch will have a questionnaire distributed asking for docents to complete at the luncheon. Discussed venue for Christmas luncheon. The visitor center at Wolf Ranch is very small. 6.Updates on Heritage Trolley Tour and Shuttle No information yet on matching funds. 7. Staff Report Shelly asked that we let others know about the Jon Schallert workshop. At 4:30 P.M. a MOTION was made and seconded to adjourn the meeting. (Rainsdon/Sensabaugh) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, July 13, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, July 13, 2005 at 06:30 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, Gaz Green, Randy Lesseps, Margie Ranc, Betty Ann Sensabaugh, Holly Bresser, Linda Rainsdon, R.C. Lumpkin Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the June 8th minutes 3.Discussion and possible action regarding HOT grant applications – pARTicipate event in October – DGA and WCAG – Ellie Skross 4.Discussion and possible action regarding Heritage Trolley Tour – Larry McCormick 5.Updates from Board Task Forces: a)Market Data/Information Services – Randy , R.C. and Gaz b)Tourism Industry Partners/Communication – Randy , Kent, R.C. and Holly c)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie d)Conference Center/External Funding – Kent and Bill e)Website Review – Bill , Linda, Martha and Randy f)Visitors Center/Volunteers - Betty Ann , Martha and Ellen 6.Updates on HOT grant fund projects: a)Festival of the Arts – Gaz Green b)42nd Model A Ford Texas Tour 7.Staff Report 8.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, July 13, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , July 13, 2005. Members Present: Kent Huntsman, Martha Lawlor, Ellen Weimer, Holly Bresser, Gaz Green, Randy Lesseps, R.C. Lumpkin, Linda Rainsdon, Margie Ranc, Betty Ann Sensabaugh Members Absent: Bill Banks Staff Present: Shelly Hargrove Minutes Regular Meeting 1. Call to Order The meeting was called to order by Kent Huntsman at 6:35 p.m. 2. Minutes Minutes from the June 8, 2005, meeting were reviewed. Betty Ann asked that a correction to her Task Force report (Item 6) be made. The item should read “Volunteers are currently invited to a monthly social with a luncheon in December. Because attendance has been sketchy, the socials will now be held quarterly and lunch will be included.” A MOTION was made and seconded to approve the minutes as corrected. (Ranc/Lumpkin) Motion carried. 3. Cooperative Advertising Application Ellie Skross, representing the Downtown Georgetown Association , presented their application for cooperative advertising. DGA is sponsoring pARTicipate, a Texas month of the arts with events planned for the entire month of October. Events included in pARTicipate are: Fiddlin’ Fest, a two day music event on October 1 & 2 First Friday, October 7 Market Days, October 8 Taste of Georgetown, October 13 Art Walk, a two day juried art show on October 22 & 23 Charlie Brown Film Festival on October 29 Grant funds received will be used for advertising outside the 100-mile radius of Georgetown, will concentrate on the two 2-day events, but will tie in the other events as well. Key advertising will appear in Texas Monthly and rack cards will be included in all CVB mailings sent out from mid-August through mid-October. Additional advertising will appear in local newspapers beyond the 100-mile area. The Texas Monthly ad will be in color; the local newspaper ads will be in black & white. The Board asked how much funding was left in the CVB budget. Per Shelly, the balance is $6480. A MOTION was made and seconded to fund the Texas Monthly ad and ½ of the newspaper buys. This would total $3928.71. (Ranc/Rainsdon) Questions raised in the subsequent discussion included: What possibility is there that the Board would be receiving any additional funding applications before the end of the budget year? Shelly shared that she has not received any requests for information about the program. Could the Board leave $500 in the balance and provide the remainder of the funds to DGA? Yes, if the Board so chose. It was suggested that DGA consider purchasing 2 ads in Texas Monthly, in both the September and the October issues. Because of the timing of the distribution, both issues would drop in time for all the planned events. It was also suggested that DGA consider placing an ad in Texas Highways. The MOTION was amended and seconded to provide an allocation of $6,000 to the Downtown Georgetown Association and the Williamson County Art Guild to be used for advertising their pARTicipate events with strong consideration given to placing two ads in Texas Monthly. (Ranc/Lumpkin) Motion carried. Ellie thanked the Board for their suggestions and their vote of confidence. She will provide proof copies of the Texas Monthly ad and samples of the rack card at the August meeting. 4. Heritage Trolley Tour and Project 1900 Larry McCormick, member of the Main Street Board and a citizen with a vision, presented his ideas to the Board. Larry has created a concept that , he feels, will establish Georgetown as a travel destination. Using the architecture and Historic District as a backdrop, Project 1900 is a plan to bring artisans common to 1900 to Georgetown . The plan has 4 parts: 1.Develop a trolley line that will connect the major elements of Georgetown (Southwestern University, Downtown Georgetown, Wolf Ranch) to one another; 2.Develop an Artisans Park where these artists could be located; 3.Scatter the artists throughout the Downtown area; and 4.Develop a Visiting Artisans Program With the opening of Wolf Ranch, the Trolley portion of the plan is the most time sensitive. Larry is asking the Board to endorse a plan that will include a joint venture between the City of Georgetown and other interested parties to combine efforts to bring the Trolley into the forefront. Wolf Ranch is very interested in the project. The Downtown Georgetown Association is on board willing to develop a marketing program. Capital Area Transit System (CARTS) owns the trolley and will lease it to the City. Costs to provide the service for 6 hours a day/6 days a week at $60.00 an hour total $112,000. It is hoped that that cost will be shared between the City of Georgetown and Wolf Ranch. In addition, there is potential for a revenue stream that would include providing tours of the Historic District for a fee and advertising space on the exterior and interior of the trolley. A MOTION was made and seconded that the Board recommend that it supports the implementation of a trolley system and Project 1900 as described. (Lesseps/Green) Discussion continued. Can trolley stops be added to the route to include hotels and B&Bs so that visitors could get on board? It was strongly encouraged that any recommendation made by this Board be tied very specifically to out charge. It was also suggested that the comfort level would be better if there was more active participation by the downtown businesses. The Board also felt that this group should review the process at 3 months and again at 6 months. A MOTION was made and seconded that the Board resolves to support the trolley system as described, as well as Project 1900, with emphasis on the CVB’s commitment to attracting overnight guests and adding value to their visit. (Lesseps/Green) Motion carried. 5. Task Force Updates Reports from the individual Task Force groups are as follows: Market Data / Information Services Tourism Industry Partners/Communication A meeting of the lodging group is scheduled for Friday , July 15. The Task Force is attempting to get the group to partner with the CVB and having them gather data from their guests. We would then have data available to help develop a marketing plan. Tourism Events / Consumer Marketing / Tourism Packages Travel n’ Tours, the travel agency we’ve been working with to coordinate the available travel packages has gone out of business. Until a new agency is identified, the CVB office will be the point of contact. A new package is being developed around the Taste of Georgetown event sponsored by the Downtown Georgetown Association. Conference Center / External Funding Kent is chairing this group. No activity this month. Website Review Nikki has greater access to the website, allowing her the capability to update the site. She will also take over coordination of the Calendar of Events. Visitors Center / Volunteers This group is looking for ways to recruit new volunteers and increase the level of service of the existing volunteers through the following: Development of a questionnaire that would provide volunteer feedback Development of potential recruitment sources Scheduling local business owners/staff to speak at the quarterly volunteer luncheons Development of task specific, hands-on training modules Establishing a regular training schedule Development of a plan for staffing of the Wolf Ranch Volunteer Center , scheduled to open in November 2005 6. Updates on HOT Grant Fund Projects Gaz Green reported on the Festival of the Arts event: Participants not only came from the local Georgetown and Austin areas but from as far away as California and Europe. The organizers were able to raise $71,000 of the $75,000 budget. Planning for the 2006 event is already underway. 2006 event will take place the first weekend in June spotlight the music of Haydn An e-mail report from Fred Carlton on the Model A Ford Texas Tour: Official attendance was 447 people. Attendees had positive comments about Georgetown and how welcomed they felt Promotion included live remote broadcasts from KXAN and FOX news 7. Staff Report Highlights included: Shelly shared two paint scheme options for the CVB office façade and asked for feedback – the majority opted for the design with the red stripe. She also shared the cover design for the 2006 Visitors Guide as well as the advertising pricing. There is lots of activity going on with all the new store openings both in the downtown area (Diva/Novita Spa and Sweet Serendipity) and in Wolf Ranch (Petsmart, Michaels, Target, Old Navy, Coldstone Creamery, GNC, Sally’s Beauty Supply , Payless Shoes, TJ Maxx, Chick-Fil-A, Yankee Candle, and Kirklands) Dates to remember: TACVB Annual Conference – August 8-11 in Arlington TTIA Travel Summit – September 25-29 in Corpus Christi Jon Schallert Destination Creation Conference – October 5-6 in Georgetown TDA Annual Conference – November 1-4 in Laredo Grand Opening of Wolf Ranch – November 5 At 8:40 p.m. a MOTION was made and seconded to adjourn the meeting. (Lesseps/Lumpkin) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, June 8, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, June 8, 2005 at 06:30 PM in the Conference Room at the Recreation Center, located at 1003 North Austin Avenue, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, GazGreen, Randy Lesseps, Margie Ranc, Betty Ann Sensabaugh, Holly Bresser, R.C. Lumpkin, Linda Rainsdon Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the May 3rd minutes 3.Introduction of CVB Intern, Nikki Dugas 4.Discussion and possible action regarding HOT grant applications 5.Brief Visitors Center Volunteer Training – Cari Miller 6.Updates from Board Task Forces: a)Visitors Center/Volunteers - Betty Ann , Martha and Ellen b)Market Data/Information Services – Randy , R.C. and Gaz c)Tourism Industry Partners/Communication – Bill , Kent, Randy, R.C. and Holly d)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie e)Conference Center/External Funding – Kent and Bill f)Website Review – Bill , Linda, Martha and Randy 7.Discussion and possible action in regards to the 2005/06 budget request for a Visitors Center Coordinator position 8.Staff Report 9.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, May 4, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, May 4, 2005 at 06:30 PM in the in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Bill Banks, Holly Bresser, Randy Lesseps, Betty Ann Sensabaugh, Gaz Green, Martha Lawlor, R.C. Lumpkin, Linda Rainsdon, Margie Ranc, Ellen Weimer Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the April 6th minutes 3.Introduction of CVB Staff Assistant, Marcy Renneberg and CVB Summer Intern, Nikki Dugas 4.Presentation on Visitors Center Kiosk – Lucas Adams 5.Discussion and possible action regarding update of HOT application form 6.Discussion and possible action regarding HOT grant applications 7.Updates from Board Task Forces: a)Visitors Center/Volunteers - Betty Ann , Martha and Ellen b)Market Data/Information Services – Randy , R.C. and Gaz c)Tourism Industry Partners/Communication – Bill , Kent, Randy, R.C. and Holly d)Tourism Events/Consumer Marketing/Tourism Packages – Ellen and Margie e)Conference Center/External Funding – Kent and Bill f)Website Review – Martha , Linda, Bill and Randy 8.Staff Report 9.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, April 6, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, April 6, 2005 at 06:30 PM in the in the Parks & Recreation Administration Building,located at 1101 N. College Street,Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, Gaz Green, Holly Bresser, Randy Lesseps, Margie Ranc, Linda Rainsdon, R.C. Lumpkin, Betty Ann Sensabaugh Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 2ndminutes 3.Introduction of new Wolf Ranch property manager – Dean Domingo 4.Presentation on Georgetown Festival of the Arts – Georgetown Symphony Society 5.Discussion and possible action regarding HOT grant applications and update of application form 6.Updates from Board Task Forces: a)Visitors Center/Market Data/Information Services/Volunteers – Martha, Ellen, Randy, Betty Ann, R.C. and Gaz b)Tourism Industry Partners/Communication – Kent, Bill, Randy, R.C. and Holly c)Tourism Events/Consumer Marketing/Tourism Packages – Margie and Ellen d)Conference Center/External Funding – Kent and Bill e)Website Review – Martha, Linda, Bill and Randy 7.Staff Report 8.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, April 6, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , April 6, 2005. Members Present: Kent Huntsman, Martha Lawler, Ellen Weimer, Bill Banks, Gaz Green, Randy Lesseps, Margie Ranc, Betty Ann Sensabaugh, Holly Bresser, R.C. Lumpkin, Linda Rainsdon Members Absent: Staff Present: Shelly Hargrove Minutes Regular Meeting The meeting was called to order by Kent Huntsman at 6:30 p.m. 2. Minutes Minutes from the March 2, 2005, meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Lesseps/Ranc) Motion carried. 3. Wolf Ranch Update Dean Domingo, on-site manager for Wolf Ranch, met with Board to provide an update of the progress of the project and provide dates of importance: ·6/3Soft opening – Office Depot and Linens ‘n Things ·7/13Target opens ·FallKohl’s and Best Buy open ·11/5Grand Opening Restaurants that have committed to the center include Chick-Fil-A, Brick Oven Pizza, and Taco Cabana. Dean also shared that the project is on target for all its critical dates. The proposed Visitor Center will be located along the back side of the center, along I-35, near the Management Office and Police Substation. 4. Georgetown Festival of the Arts Update Ellsworth Peterson, Florence Gould, and Gaz Green of the Georgetown Symphony updated the Board on the Festival of the Arts scheduled for June 3-4-5. Ellsworth explained that the purpose of the event is to bring the community together by appealing to a broad range of people. Businesses and organizations actively supporting the event include Southwestern University, Sun City Texas, Georgetown ISD and the Downtown Georgetown Association. Florence shared that promotion of the event includes local and regional newspapers and radio. Within the state, articles are slated for the Dallas Morning News and the Houston Chronicle. Information appears on the Texas Country Reporter website. Mailing lists have been acquired from Southwestern and Del Webb and brochures have been mailed out. Gaz reported that fund raising efforts have been very successful. Hewlett will be sponsoring the “Concert in the Park” while First Texas Bank has paid to produce 30,000 brochures. Additional funds are being raised to cover the cost of the program so that paid advertising will not be necessary. 5. Cooperative Advertising Application Chris Dyer, Director of the Williamson County Historical Museum, presented an application. The group is asking for funds to help in the production and distribution of a new rack card. This brochure would be provided to the Texas Information Centers and will also be available for local and county distribution. They hope to print 20,000 copies. A motion was made and seconded to approve $2,042 to the Williamson County Historical Museum (Lawlor/Ranc). Motion carried. Chris also invited the Board to attend a reception on April 21 from 5:30-6:45 p.m. at Abbey’s Barstools and More to open a new exhibit. Following at 7:00 pm will be a speaker from the Texas Historical Commission. 6. Task Force Updates New task forces have been designed. Temporary chairs for each task force have been appointed to gather each group together and develop a plan. They are: ·Visitors Center / Market Data / Information Services / Volunteers: Martha ·Tourism Industry Partners / Communication: Bill ·Tourism Events / Consumer Marketing / Tourism Packages: Ellen ·Conference Center / External Funding: Kent ·Website Review: Martha 7. Staff Report Highlights included: ·New Georgetown logo’d items have arrived and are available in the Visitor’s Center ·Media exposure for the month includes Texas Monthly, Texas Journey, New Mexico Journey and Texas Highways ·Dates to remember: o 4/18 – Heritage Society’s Downtown Tour Guide Training o 4/20-22 – TTIA Travel Fair 2005 in San Antonio o 4/21 – WCHM Opening of the Texas Courthouses Exhibit o 4/23-24 – 6th Annual Red Poppy Festival o 11/5 – Grand Opening of Wolf Ranch At 7:59 p.m. a MOTION was made and seconded to adjourn the meeting. (Lumpkin/Lesseps) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, March 2, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, March 2, 2005 at 06:30 PM in the Parks & Recreation Administration Building,located at 1101 N. College Street,Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Bill Banks, Holly Bresser, Randolph Lesseps, Betty Ann Sensabaugh, Gaz Green, Martha Lawlor, R.C. Lumpkin, Linda Rainsdon, Margie Ranc, Ellen Weimer Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding the nomination and election of Board Vice-Chair and Secretary 3.Discussion and possible action regarding approval of the February 2ndminutes 4.Discussion and input on 2005-06 Budget Process – Accounting Dept. 5.Presentation of potential Arts & Culture Board – Keith Hutchison, PIO 6.Discussion and possible action regarding HOT grant applications and update of application form 7.Updates from Board Task Forces: a)City Branding b)Lodging Liaison c)Sports & Recreational Complex d)Old Time Fiddlin’ Fair 8.Discussion and possible action regarding Annual Board Retreat and updates to Annual Work Plan 9.Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, March 2, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , March 2, 2005. Members Present: Kent Huntsman, Martha Lawlor, Ellen Weimer, Bill Banks, Gaz Green, Randy Lesseps, Margie Ranc, Betty Ann Sensabaugh Members Absent: Holly Bresser, R.C. Lumpkin, Linda Rainsdon Staff Present: Shelly Hargrove, Micki Rundell, Laurie Brewer, Keith Hutchinson Minutes Regular Meeting . Call to Order The meeting was called to order by Kent Huntsman at 6:30 p.m. 2. Election of Officers Kent announced that he had been asked by the Mayor to continue as Board Chair for this next year and that he had agreed. He, in turn, asked Martha to continue as Vice-Chair and Ellen to continue as Board Secretary. Both agreed. A MOTION was made and seconded to approve Martha Lawlor as Vice Chair and Ellen Weimer as Board Secretary for the 2005-2006 year. (Green/Sensabaugh) Motion Carried. 3. Minutes Minutes from the February 2, 2005 meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Banks/Ranc) Motion carried. 4. Staff Presentations – Accounting Department Micki Rundell, Finance Director, and Laurie Brewer, Controller for the City of Georgetown met with the Board to discuss the annual budget process and to ask for feedback. For the new members, Micki provided information on where budget funds come from and how the CVB budget is developed. While the CVB is allotted funds to provide to organizations that support tourism efforts, it is important to understand that we don’t approve or control those funds. Our role is to advise the Council and make recommendations on how the funds should be spent; it is ultimately their decision. The question was raised as to how much HOT was received from each hotel/motel/B&B monthly. Is there a report that could be shared with the Board providing that information? Micki will work with Shelly to develop something. Laurie asked that the Board complete the questionnaire that was distributed. Since information was being gathered from all City Boards, we need to have this information back to them quickly. Kent asked that we complete the form as individuals but to come prepared to discuss this at our April meeting. We will compile our thoughts and present one statement from the Board. 5. Staff Presentations – Keith Hutchinson Keith Hutchinson, Public Information Officer for the City of Georgetown, was present to talk about the formation of a new City Board, an Arts & Culture Board. This idea came out of the recent Bond approval for a new Library. The Library plans to include art in all forms as part of their new facility. The idea grew and has now expanded to the City. While this is still in the research stage, the basic format will be discussed at the City Council Workshop scheduled for April 11, 2005. Discussion and input from this Board stressed: ·Positions on the Board need to represent local groups such as Southwestern, the Symphony, Williamson County Art Guild, the Palace Theatre and the Community Foundation; ·Consider researching Plano and Denton; they have different models and would provide different ideas; ·Concern that the Council may see HOT as a source of revenue for this new Board and will take funding from CVB; ·Concern that this could affect co-op funding requests that the CVB generally oversees – would this new Board take over that function; ·There should be lots of grant funds available to this group – please don’t compete for grants that local non-profit groups might be going after. The Board was excited by the possibility of an Arts & Culture Board and wished Keith well. 6. Cooperative Advertising Application No co-op applications this month 7. Task Force Updates ·City Branding: nothing to report ·Lodging Liaison: Holly not present. ·Williamson County Event Center: While there was nothing new to report, Kent did share some history on the complex for the new members. ·Fiddlin’ Fair: Nothing to report. Since the Board has laid out the Action Plan for 2005, the existing Task Force groups need to be redefined in order to best achieve the 2005 goals. 8. Review of the Board Retreat and the Work Plan for 2005 The Board discussed specific points in the plan such as: ·The development of a network of computers at various lodgings and attraction sites that would list programs, events, etc. Lucas Adams has been working on this project; it was suggested that Shelly have him contact Tom Yantis to determine the feasibility. ·The potential of the proposed Visitors Center at Wolf Ranch. In order to make this happen, we need to move forward. Shelly will be meeting with the new Property Manager within the next couple of weeks. ·A trolley system. It was determined that we are not the group to spearhead this project and was suggested that it be passed on to DGA. Kent asked the Board to continue to review the Plan; Task Force groups and members will be identified at the next meeting. At 8:35 p.m. a MOTION was made and seconded to adjourn the meeting. (Weimer/Lawlor) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, February 2, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, February 2, 2005 at 06:30 PM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Martha Lawler, Ellen Weimer, Scherry Chapman, Bill Banks, Posey Duncan, Jim Timmons, Carolyn Martin, Gaz Green, Holly Bresser, John Wiley, Kent Huntsman Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Call to order 2.Discussion and possible action regarding approval of the January 5th minutes 3.Discussion and possible action regarding HOT grant applications 4.Updates from Board Task Forces: a)City Branding b)Lodging Liaison c)Sports & Recreational Complex d)Old Time Fiddlin’ Fair 5.Discussion and possible action regarding the change of names of board task forces 6.Discussion and review list of new CVB Board members 7.Staff Report 8.Presentation of memento to Out-going Board members Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, February 2, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , February 2, 2005. Members Present: Kent Huntsman, Martha Lawler, Ellen Weimer, Scherry Chapman, Bill Banks, Gaz Green, Holly Bresser, Jim Timmons Members Absent: John Wiley, Carolyn Martin, Posey Duncan Staff Present: Shelly Hargrove Minutes Regular Meeting 1. Call to Order The meeting was called to order by Kent Huntsman at 6:36 p.m. 2. Minutes Minutes from the January 5, 2005, meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Lawler/Timmons). Motion carried. 3. Cooperative Advertising Application No co-op applications this month but one should be coming next month from the Williamson County Historical Museum. Sherry asked for time to bring everyone up-to-date on the status of the Heritage Society. They are in the process of revitalizing their organization and asking for support from the community. Their membership has declined greatly over the past few years and they are looking for ways to bring their group back. It was suggested that they tap into the Community Page of the Sun City resident publication. Ellen will provide contact information to Scherry. Another forum to make themselves more visible might be to set up booth space at Market Days. 4. Task Force Updates ·City Branding: The Board reviewed information presented by Chris Damon of GX Creative at last month’s meeting. ·Lodging Liaison: The contract with the on-line booking agency has been approved by the City Attorney. Links are being set up through the CVB website that will offer theatre packages. This process will be managed by Michelle of Travel ‘n Tours. ·Williamson County Event Center: The group is hoping to bring Round Rock on board and is looking for ways to get Taylor and Hutto involved. Cedar Park’s involvement will depend on the results of their bond election on February 5th. ·Fiddlin’ Fair: Nothing to report. Gaz updated the Board on the Georgetown Symphony Handel event scheduled for June 3-5, 2005. Brochures are expected to go out within the next month and all the speakers are in place. 5. Reorganization of Board Task Forces Kent asked the committee to review the following as potential task forces for the 2005-2006 year: ·Volunteer Center/Marketing Data ·Tourism Industry Liaison ·Tourism Events (i.e. Fiddlin’ Fair, the Stroll, Poppy Fest) ·Williamson County Events Complex ·Revenue Funding Should an additional task force be established to develop and/or enhance relationships with surrounding area CVB offices or other local groups? Compare these potential groups to the Goals and Objectives that have been established to see if they are a good match. This will be a topic for our Annual Retreat tentatively set for February 28th. 6. CVB Board Applicants Included in this packet are names of people who have expressed interest in serving on this board. There are 5 positions to be filled. Current board members are encouraged to provide written recommendations to the Selection Committee if there is someone they feel would be an asset to the group. Provide that information to Shelly as soon as possible. 7. Staff Report ·Banners showing the new city logo for light poles around the Square are being discussed by the Main Street Board. ·There is a new intern serving the CVB and Main Street Programs. Kathleen Gedney is a sophomore at Southwestern University. ·Updates to the Visitors Center and the CVB lobby are underway and include a new coat of paint and a display on Southwestern. In addition, Southwestern items will be available for sale at the Visitors Center Kent mentioned that there are discussions going on between the City and the University concerning a proposal to close Maple Avenue. There is growing concern by the University over traffic and related safety issues. A meeting is scheduled for Thursday, February 3rd at 7:00 p.m. in the Joe Mundy Building on campus. It is also an agenda item for the Council workshop on Monday, February 7th. 8. Recognition of Out-going Board Members The Board expressed its thanks to Scherry Chapman, Posey Duncan, Carolyn Martin, Jim Timmons, and John Wiley for their service to this board. At 7:45 p.m. a MOTION was made and seconded to adjourn the meeting. (Lawler/Weimer) Motion carried. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, January 5, 2005 The Convention and Visitors Bureau Board will meet on Wednesday, January 5, 2005 at 06:30 PM in the Conference Room at the Recreation Center, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Kent Huntsman, Ellen Weimer, Scherry Chapman, Bill Banks, Martha Lawlor, Posey Duncan, Jim Timmons, Carolyn Martin, John Wiley, Gaz Green, Holly Bresser Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 06:30 PM 1.Call to order 2.Discussion and possible action regarding approval of the December 1st minutes 3.Presentation of new Georgetown brand and concept – GX Creative 4.Discussion and possible action regarding HOT grant applications 5.Updates from Board Task Forces: a)City Branding b)Lodging Liaison c)Sports & Recreational Complex d)Old Time Fiddlin’ Fair 6.Discussion and possible action regarding the change of names of board task forces 7.Discussion and review list of CVB Board applicants 8.Staff Report Adjourn Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2005, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, January 5, 2005 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , January 5, 2005. Members Present: Kent Huntsman, Ellen Weimer, Scherry Chapman, Bill Banks, Posey Duncan, Gaz Green Members Absent: John Wiley, Martha Lawler, Jim Timmons, Carolyn Martin, Holly Bresser Staff Present: Shelly Hargrove Minutes Regular Meeting 1.Call to Order The meeting was called to order by Kent Huntsman at 6:29 p.m. 2.Minutes Minutes from the December 1, 2004, meeting were reviewed. A MOTION was made and seconded to approve the minutes as presented. (Duncan/Green). Motion carried. 3.Presentation of New Georgetown Brand and Concept Chris Damon of GX Creative presented the new Georgetown brand image and logo (see header on this page). Comments from this board include: Stately, timeless script Elegant colors – classic Tag line – authentic, what we are not what we want to be How is it to be used? There is a strong push going on to completely revise all city materials from business cards to the logo in Council Chambers. Keith Hutchinson will be putting together a policy on how to manage its use 4.Cooperative Advertising Application No co-op applications this month. 5. Task Force Updates ·City Branding: See notes above. ·Lodging Liaison: A meeting was held in December at Harper-Chesser Inn. Items discussed included determining logistics for the entertainment/lodging packages being developed, including working through an on-line company who would make all the arrangements. The City Attorney is reviewing the contract. Ideas being considered include productions at the Palace, Symphony events, golf, and day spas packages. The next meeting is scheduled for February. ·Williamson County Event Center: The group met yesterday with the president and general manager of the Texas Star & Rodeo. They are outgrowing their current space and are looking for a new location. The Ice Bats are uncertain if they will survive in their current location in Cedar Park; they will vote in spring to determine if they will stay there. Kent also shared that both the city and the county seem to be embracing the idea of a conference center more strongly as time goes on. ·Fiddlin’ Fair: Nothing to report. 6.Reorganization of Board Task Forces Since the Board has completed its action plan for 2005, Kent suggested that the board task forces be realigned to reflect the new direction. Below are issues represented in the new action plan. Kent asked that board members review the information and be ready to finalize by the February meeting. 1)Volunteer Center/Marketing Data 2)Tourism Industry Liaison 3)Tourism Events 4)Conference Center Initiative 5)Revenue Funding 7.CVB Board Applicants The city has extended the filing date for board applications to January 14, 2005. This board has 5 positions that need to be filled. In this packet are names of people who have expressed interest in serving on this board. Current board members are encouraged to provide written recommendations to the Selection Committee if there is someone they feel would be an asset to the group. Provide that information to Shelly as soon as possible. 8.Staff Report The Main Street Managers reception is scheduled for Monday, January 10th , 5:30 p.m. at Monica’s. We have been awarded the display case at the Welcome Center at Waskom (East Texas, the I-20 entrance from Louisiana). An estimated 550,000 people stop there annually. We will be partnering with other area communities (Round Rock/Taylor/Elgin) in the display. Shelly is waiting for more details. The Austin American-Statesman will be doing an article on the new brand/logo that is scheduled for print on January 13. Dates to remember: TACVB Mid-Winter conference in Austin January 18 & 19 in Austin Annual Board Training & Retreat tentatively set for Monday, February 28. Sudie Burdette, Kerrville CVB Director to facilitate At 8:19 p.m. a MOTION was made and seconded to adjourn the meeting. (Green/Weimer) Motion carried.