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HomeMy WebLinkAboutCVB_Agenda&Minutes_2007Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, December 7, 2007 The Convention and Visitors Bureau Board will meet on Friday, December 7, 2007 at 11:30 AM in the CVB Conference Room, 103 W. 7th St, Georgetown, TX. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Ann Sensabaugh, Chris Dyer, R.C. Lumpkin, Taunya Vessels, Holly Tissier, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the November 2nd minutes 3.Follow-up report from HOT grant applicant – Randy Pensabene and Agnes Plutino, Native Plant Society of Texas 4.Discussion and possible action regarding board terms and 2008 board officers 5.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness/Media Relations – R.C ., Margie Ranc , Betty Ann, Chris, Janine b)New Markets – Taunya , Holly c)Marketing – Chris, Nancy, R.C. d)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya, Janine 6.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, December 7, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , December 7, 2007. Members Present: Betty Ann Sensabaugh, Chris Dyer, R.C. Lumpkin, Taunya Vessels Members Absent: Holly Tissier, Nancy Benold Staff Present: Cari Miller, Tourism Coordinator Minutes Regular Meeting 1.Call to Order RC called meeting to order at 11:30 2.Minutes & Board Action Minutes from the October 2007 meeting reviewed. A MOTION was made and seconded (Dyer/Sensabaugh) to approve the minutes. Motion passed. 3. Update from Board Task Forces a)Marketing and Awareness – Margie summarized publicity items. Newsletter has been issued and is getting good reviews. Video work is underway. Electronic kiosk needs to be moved to La Quinta. b)Visitors – Nothing new to report. c)New Markets – Coach tour already booked and will continue to aggressively pursue this new market. 4. Staff Report o Shelly is on vacation. Cari attended a “coach tour” seminar and gave encouraging report about this new market area. New budget for CVB includes a visitor center staff opportunity. Lumpkin asked about budget as it was not increased in proportion to the actual increase in HOT revenue. o 2008 version of the visitor guide is in design progress. o Review of Calendar Dates to Remember Mr. Satler expressed his appreciation for work of the CVB and indicated his interest in several possible venue opportunities that would encourage tourism. Meeting adjourned at 12:52 Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, November 2, 2007 The Convention and Visitors Bureau Board will meet on Friday, November 2, 2007 at 11:30 AM in the in the Convention and Visitors Bureau Office, located at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: RC Lumpkin, Chris Dyer, Holly Tissier, Nancy Benold, Betty Ann Sensabaugh, Taunya Vessels Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the October 5th minutes 3.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness/Media Relations – R.C ., Margie Ranc , Betty Ann, Chris b)New Markets – Taunya , Holly c)Marketing – Chris, Nancy, R.C. d)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya 4.Discussion and possible action regarding Staff Report 5.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 _________________, 2007, 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 Friday, October 5, 2007 The Convention and Visitors Bureau Board will meet on Friday, October 5, 2007 at 11:30 PM in the Convention and Visitors Bureau Office, located at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, Chris Dyer, Florence Gould, R.C. Lumpkin, Betty Ann Sensabaugh, Holly Tissier, Taunya Vessels Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the September 7th minutes 3.Introduction of new Wolf Ranch Marketing Manager- Janine Butler 4.Discussion and possible action regarding HOT Grant Application – Trevor Dunham, Georgetown Heritage Society 5.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness/Media Relations – R.C ., Margie Ranc , Betty Ann, Florence, Chris b)New Markets – Taunya , Holly c)Marketing – Florence , R.C., Chris, Nancy d)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya 6.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, October 5, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , October 5, 2007. Members Present: Nancy Benold, Chris Dyer, Holly Tissier, Taunya Vessels Members Absent: Florence Gould, RC Lumpkin, Betty Ann Sensabaugh Staff Present: Shelly Hargrove Minutes Regular Meeting 1.Call to Order Vice-chair Chris Dyer called meeting to order at 12:25 p.m. 2.Approval Of Minutes Minutes from the October 5th meeting reviewed. A MOTION was made and seconded (Benold/Vessels) to approve the minutes. Motion passed. 3.Introduction to new Wolf Ranch Marketing Director- Janine covered the upcoming events for October . 4.HOT Grant Application Trevor Durham from the Georgetown Heritage Society presented an application requesting funds to promote the 2007 Holiday Home Tour in Historic Georgetown. A motion to grant $3600 for the event was made by Benold/Vessels. Dyer asked that we add our holiday website and final approval be made by Shelly Hargrove . All in favor and none opposed. 5.Update from Board Task Forces a.)Public Relations/Media Relations- Margie Ranc shared her report with us telling us about everything that she’s been up to. She assembled a radio contact list for promotion of Up the Chisholm Trail Ride, distributed September e-newsletter to additional contacts and assembled materials for a Holiday e-newsletter to be distributed in November. b.)New Markets- Nothing new to report c.)Marketing- Nothing new to report d.)Visitor Information Centers- Reported that they tried to contact Mel Pendlin , but did not have any luck. They spent some time driving around to update the information on the historic driving tour. 6.Staff Report Shelly covered upcoming events and items of interest. She told us to check out georgetownholiday.com to see what’s going on during the holidays. 7. Meeting adjourned at 12:41 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, September 7, 2007 The Convention and Visitors Bureau Board will meet on Friday, September 7, 2007 at 11:30 AM in the Convention and Visitors Bureau Office, located at 103 W. 7th St., Georgetown, Texas, 78626. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, Chris Dyer, R.C. Lumpkin, Holly Tissier, Taunya Vessels, Betty Ann Sensabaugh, Florence Gould Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the August 3rd minutes 3.Follow-up report from HOT grant applicant – Milton Van Dusen, Fury/Flight Basketball 4.Discussion and possible action regarding HOT Grant Application – Doug Smith, Georgetown Palace Theatre 5.Review status of progress on annual Work Plan goals for each Task Force 6.Discussion and possible action regarding progress updates from Board Task Forces: a)Marketing – Florence , R.C., Chris, Nancy – review video contract for Lucas b)New Markets – Taunya , Holly c)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya d)Public Awareness– R.C ., Betty Ann, Florence, Chris 7.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, September 7, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , September 7, 2007. Members Present: Nancy Benold, Chris Dyer, Florence Gould, R.C. Lumpkin, Betty Ann Sensabaugh, Holly Tissier, Taunya Vessels Members Absent: Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order Vice-chair Chris Dyer called meeting to order at 11:35 a.m. 2.HOT Grant Follow Up Report Milton Van Dusen with Fury/Flight Basketball gave a follow-up report by showing the financial summary and attendance numbers of the tournament. The approximate room nights were 1,056 with approx. 11,835 in attendance. 3.HOT Grant Application Doug Smith with the Palace Theatre presented an application requesting $25,000 in funds to advertise in Texas Monthly and other media outside of Williamson County. A MOTION was made by Florence Gould to grant $5,067 (balance left in current fiscal year’s budget) to the Palace Theatre with the condition that all ads are placed outside a 100-mile radius and final approval on all ads are made by the Tourism Director , and seconded by Nancy Benold. All in favor, none opposed. 4.Approval of Minutes Minutes from the August 3rd meeting reviewed. A MOTION was made and seconded (Benold/Tissier) to approve the minutes. Motion passed. 5.Update from Board Task Forces Identified goals that have not been achieved in the Annual Plan of Work were discussed and delegated to board members to follow up on. ·Marketing & Public Awareness – Margie Ranc gave an update on PR Activity including the first quarterly newsletter ·New Markets – No report ·Visitor Info Centers – 1. Betty Ann is going to attend City Council meeting on 9/11/07 to present a letter requesting that the Visitor Information Center not be relocated to the old Fire Station. 2. They are currently working on updating the self-guided tour brochure of historic neighborhoods in Georgetown. 6.Staff Report Shelly reviewed upcoming events like Cari attending the South Central Motor Coach Assoc. in Baton Rouge on Sept. 15-18, and TTIA Texas Travel Summit in Houston- Sept. 23-26 and the Up the Chisholm Trail Event on Sept. 29th. 7.Meeting adjourned at 1:25 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, August 3, 2007 The Convention and Visitors Bureau Board will meet on Friday, August 3, 2007 at 11:30 AM in the Convention and Visitors Bureau Office, located at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, Chris Dyer, Florence Gould, R.C. Lumpkin, Betty Ann Sensabaugh, Holly Tissier, Taunya Vessels Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the June 1st minutes 3.Follow-up report from HOT grant applicant – Penny Pleuckahn, Georgetown Symphony Society 4.Discussion and possible action regarding revision of Convention and Visitors Bureau Board bylaws 5.Discussion and possible action regarding progress updates from Board Task Forces: a)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya b)Marketing – Florence , R.C., Chris, Nancy - Marketing DVD c)New Markets – Taunya , Holly d) Public Awareness– R.C ., Betty Ann, Florence, Chris 6.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, August 3, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , August 3, 2007. Members Present: Nancy Benold, Chris Dyer, R.C. Lumpkin, Holly Tissier, Taunya Members Absent: Betty Ann Sensabaugh, Florence Gould Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order R.C. called meeting to order at 11:36 a.m. 2.Minutes & Board Action Minutes from the July 13th meeting reviewed. A MOTION was made and seconded (Benold/Dyer) to approve the minutes. Motion passed. 3. Attendance Policy Discussed the attendance policy report that has been filed with Mayor Nelon. Discussed excused vs. unexcused and that the report is posted annually. 4. Baker/Lumpkin meeting with Mayor Nelon R.C. reported that the meeting was not very productive and that he was told that there was not any money available for dedicated staff to serve separately on Main Street and CVB. 5. Update from Board Task Forces a)Marketing and Awareness –Shelly and Chris visited Sun City and left brochures, shopping guides for potential homeowner information packets. Sun City asked about putting together a guide/handout of local hotels and B&B’s that they can send to potential homebuyers. Shelly will email them an updated Dining and Lodging list. Margie Ranc gave an update to the board on media relations coverage of Georgetown in publications as well as online. b)New Markets –Taunya and Cari plan to attend the annual South Central Motorcoach Assoc. conference on September 15-18th in Louisiana. Southwestern University is considering building a hotel and conference center. c)Visitor Info Centers – Reported that July had more visitors to the info center than last year. Sixty-eight recorded visitors in ’06 and 81 in ’07. 6. Staff Report Shelly asked for volunteers for crowd control for “Up the Chisholm Trail” event on Saturday, September 29. Gave update that July’s website hits have increased by 77% from June with 16,573 on the ShopCentralTexas.com website Review of upcoming calendar dates to remember such as Williamson Co. Courthouse Sneak Peek Party and TTIA Summit 7. Meeting adjourned at 12:41 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, July 13, 2007 The Convention and Visitors Bureau Board will meet on Friday, July 13, 2007 at 11:30 PM in the Convention and Visitors Bureau Office, located at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Taunya Vessels, Holly Tissier, Chris Dyer Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the June 1st minutes 3.Follow-up report from HOT grant applicant – Penny Pleuckahn, Georgetown Symphony Society 4.Discussion and possible action regarding revision of Convention and Visitors Bureau Board bylaws 5.Discussion and possible action regarding progress updates from Board Task Forces: a)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya b)Marketing – Florence , R.C., Chris, Nancy - Marketing DVD c)New Markets – Taunya , Holly d) Public Awareness– R.C ., Betty Ann, Florence, Chris 6.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, July 13, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , July 13, 2007. Members Present: Benold, Chris Dyer, Florence Gould, R.C. Lumpkin, Betty Ann Sensabaugh Members Absent: Holly Tissier, Taunya Vessels Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order RC called meeting to order at 11:31 a.m. 2.Minutes & Board Action Minutes from the June 2007 meeting reviewed. A MOTION was made and seconded (Benold/Dyer) to approve the minutes. Motion passed. 3. HOT Grant Report Penny Pleuckahn presented HOT grant follow-up report related to the funds given to the GSS by City Council. No HOT Grant request was made to the CVB so this entire action was not taken according to CVB bylaws or action and was determined entirely by City Council. Ms. Pleuckahn commented that she was told that no HOT grant request was necessary and she did not have to apply to the CVB The report was deficient regarding true numbers of heads in beds and total attendees. No survey was taken of attendees , only exhibitors. No City of Georgetown branding or www.visitgeorgetown.com was included in the publicity or mail outs as per CVB requirements for funds. Data was presented for the number of room nights taken by vendors and performers showing a total of 52 room nights utilized. Using $85 as the average room rate this event generated $309.40 HOT revenues. The City provided $15,000 and $309.40 was returned via HOT revenues. The event will receive any future funding from the Arts & Culture Board. 4. Discussion of CVB Bylaws Board reviewed necessary changes to bylaws ad accepted as made. Motion made and carried (Gould/Benold). 5. Update from Board Task Forces a)Marketing and Awareness – group and reviewed the 3 bids received for the High Def Video, selecting Lucas Adams as the preferred vendor (lowest cost and best prepared vis-à-vis video already on file). Recommendation was made to the CVB Board. Motion to accept Lucas Adams proposal was made, seconded and passed (Benold/Sensabaugh). Chris will provide draft outline to CVB Board for comment. Work is in process and will be funded in next fiscal budget. Lucas will be invited to next marketing task force meeting. b)Visitor Info Centers – Several volunteers have expressed concern about the plans to move the visitor center off the square. Those volunteers will be asked to put their concerns in writing for the City Council to be aware of the concerns. Letter will also include an invitation for Council Members to visit the center to review the activity and purpose of the center. c)New Markets – Met and discussed group tour providers and how to gain tourism business from the bus groups. 6. Staff Report o Shelly reported that the Shopping Guide website has had over 9,000 hits in June alone. Guides are in circulation and will be offered to Sun City for their use in mail outs. o 2008 version of the visitor guide is in design progress. o Review of Calendar Dates to Remember 7. Meeting adjourned at 12:52 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 1, 2007 The Convention and Visitors Bureau Board will meet on Friday, June 1, 2007 at 11:30 AM in the Convention and Visitors Bureau Office, located at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Taunya Vessels, Holly Tissier, Chris Dyer Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the May 4th minutes 3.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness– R.C ., Betty Ann, Florence, Chris b)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya c)Marketing – Florence , R.C., Chris, Nancy - 2007/08 Marketing Plan d)New Markets – Taunya , Holly 4.Discussion and possible action regarding Staff Report 5.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 _________________, 2007, 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 Friday, June 1, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , June 1, 2007. Members Present: Benold, Chris Dyer, R.C. Lumpkin, Betty Ann Sensabaugh, Taunya Vessels Members Absent: Florence Gould, Holly Tissier Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order RC called meeting to order at 11:31 a.m. 2. Introduction of Guests Tara Maloney is newly installed as the manager of the Holiday Inn Express. She reported that the 9-year-old inn is being refurbished, and they are proud to say that they will continue being under the Holiday Inn flag. Shelly and members of the board gave Tara a briefing on the CVB purpose and need for partnership with the entities that produce HOT revenue. She indicated a strong desire to work with the CVB and to encourage Georgetown businesses. She also agreed to place welcome letters in each guest room. Margie Ranc has just been hired as a consultant to the CVB , with a fixed budget for 2007-2008 of $5000. Margie will work to get Georgetown tourism in the news. She presented a brief activity report that is attached to these minutes. Margie has already performed much activity regarding the opening of the refurbished courthouse and the play, “You Can’t Do That Dan Moody”. She feels strongly that a periodic, online newsletter to our parties of interest and a periodic “brown- bag” meeting with local PR professionals will be effective tools to enhance awareness. Motion to pursue the newsletter was made and passed (Benold/Dyer). 3. Minutes & Board Action Minutes from the May 2007 meeting reviewed. A MOTION was made and seconded (Benold/Dyer) to approve the minutes. Motion passed. 4. Update from Board Task Forces a)Marketing and Awareness – Group met with Margie to get full understanding of needs, goals and deliverables from Margie. Chris has made progress with the Georgetown Tourism Marketing video and will soon meet with group to review bids and determine next steps. b)Visitor Information Centers – Minimal activity at Wolf Ranch Town Center location. Work in progress to reissue the Historic Homes list and map. c)New Markets – Meeting soon. 5. Staff Report o Shelly reported that the Shopping Guide has been printed and released but also recalled for a reprint on heavier stock. o Be aware of several online marketing opportunities: Statesman.com/shopping Hill-Country-Visitor.com o Review of Calendar Dates to Remember 6. Meeting adjourned at 12:42 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, May 4, 2007 The Convention and Visitors Bureau Board will meet on Friday, May 4, 2007 at 11:30 AM in the Convention and Visitors Bureau Office at 103 West 7th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Holly Tissier, Chris Dyer, Florence Gould, RC Lumpkin, Taunya Vessels, Betty Ann Sensabaugh, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the April 5th minutes 3.Discussion and possible action regarding new HOT Reimbursement Grant Follow-up Report – Chris Dyer 4.Introduction of Holiday Inn Express Manager – Tara Maloney 5.Discussion and possible action regarding presentation by Georgetown’s Economic Development Director - Mark Thomas 6.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness– R.C ., Betty Ann, Florence, Chris b)Visitor Information Centers - Betty Ann , Nancy, Holly, Taunya c)Marketing – Florence , R.C., Chris, Nancy - 2007/08 Marketing Plan d)New Markets – Taunya , Holly 7.Discussion and possible action regarding 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 _________________, 2007, 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 Friday, May 4, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , May 4, 2007. Members Present: Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Taunya Vessels, Holly Tissier, Chris Dyer Members Absent: Staff Present: Shelly Hargrove, Tourism Director; Mark Thomas, Economic Development Director Minutes Regular Meeting 1.Call to Order RC Lumpkin called the meeting to order at 11:30 a.m. 2.Meeting Minutes Minutes from the April 5, 2007 meeting reviewed. MOTION was made and seconded (Benold/Dyer) to approve the minutes. All in favor, none opposed. 3.HOT Grant Follow -up Report Vice-chair Chris Dyer distributed and discussed a HOT Grant Follow-up Report on the WCHM’s rack card. Visitation continues to increase for the museum due to wide distribution of the rack cards across the state, as well as outreach effort by staff. Visitation numbers for 2007 are up 17% from 2006 numbers. To further promote overnight stays to Georgetown, the WCHM has added the Georgetown brand and a link to the lodging section of the visitgeorgetown .com website to the bottom of WCHM’s website home page at www.wchm-tx.org . 4.Introduction of new Holiday Inn Express manager was not made since she wasn’t in attendance. 5.Introduction and discussion with Georgetown ED Director Mark discussed several projects that the ED department has been busy focusing on such as the successful recruitment of Citicorp which was a very large cash deal. He also explained ED’s focus of quality of quantity for Georgetown , and he mentioned there are several hotel prospects that are looking more seriously at Georgetown. Exploregeorgetown.com is an award-winning website that has lots of demographic and property information including the Retail Leakage Study numbers that show how much money is being spent outside of Georgetown under what retail categories. Georgetown needs to focus on what amenities and entertainment options are available for 20 and 30-somethings that are employees of these high-tech industries. 6.Task Force Reports a)Public Awareness: RC mentioned that he invited Mark Thomas to speak today, and he will be inviting others like Mel Pendland with the Chamber and a DGA representative to tell us what they are currently doing. b)Marketing: Chris reported that he has met with Lucas on a preliminary outline for a 10 minute video of Georgetown that can be possibly shown at the Palace Theatre, as well as off our website. Also, the interactive kiosk located in the VIC will be moved around to other sites like Comfort Suites and other lodging locations. c)Visitor Info. Centers: Betty Ann reported that they have not met, but there were 157 hits to the Wolf Ranch VIC in April. d)New Markets: Taunya mentioned that the committee had met and determined a list of potential partners to work with on attracting coach tours and groups, including Round Rock Outlet, Ft. Hood, large corporations, sports tournaments, Army Corp of Engineers and Sun City. 7.Staff Report Shelly mentioned that National Tourism Week is May 12-20 and the Mayor issued a proclamation to help bring more awareness to the economic impact of tourism on the community. Margie Ranc with Ranc Associates was hired as the Media Relations Professional to target out-of-town publications and outlets that focus on travel and tourism. The city manager listed a preliminary list of 2007/08 fiscal year items recommending to be approved like a full-time VIC Coordinator. Military Spouses Day is Friday, May 11 at Wolf Ranch so if board members can help welcome the group, then arrive around 9:30 a.m. to help pass out goodie bags. 8.Meeting adjourned at 12:50 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Thursday, April 5, 2007 The Convention and Visitors Bureau Board will meet on Thursday, April 5, 2007 at 06:30 PM in the Parks and Recreation Administration Building, located at 1101 College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Holly Tissier, Chris Dyer, Florence Gould, RC Lumpkin, Taunya Vessels, Betty Ann Sensabaugh, Nancy Benold 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 1st minutes 3.Discussion and possible action regarding the nomination and election of Board Secretary 4.Discussion and possible action regarding HOT Grant Application – Phyllis Dolich, Williamson County Chapter of the Native Plant Society of Texas 5.Discussion and possible action regarding the CVB Board meeting time 6.Discussion and possible action regarding progress updates from Board Task Forces: a)Public Awareness– R.C ., Betty Ann, Florence, Chris b)Visitor Information Centers - Betty Ann , Nancy, Holly c)Marketing – Florence , R.C., Chris, Nancy, Taunya - 2007/08 Marketing Plan d)New Markets – Taunya , Holly 7.Discussion and possible action regarding 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 _________________, 2007, 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, April 5, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Thursday , April 5, 2007. Members Present: Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Taunya Vessels, Holly Tissier Members Absent: Chris Dyer Staff Present: Shelly Hargrove Minutes Regular Meeting 1.Call to Order RC Lumpkin called the meeting to order at 6:35 p.m. 2.Meeting Minutes Minutes from the March 1, 2007 meeting reviewed. MOTION was made and seconded (Sensabaugh/Benold) to approve the minutes. All in favor, none opposed. 3.Board Secretary Election Chair nominated Holly Tissier to the position of Board Secretary. A MOTION by Benold to elect Holly , with a second by Sensabaugh. All in favor, none opposed. 4.HOT Grant Application MOTION made by Benold and seconded by Gould to approve $6000 of financial assistance with the administrative costs of facilitating convention registration for the NPSOT/NPAT 2007 Joint Symposium in October. All in favor, none opposed. 5.Discussion of CVB Board Meeting Time The CVB Board discussed the possibility of changing the time of the monthly CVB Board meetings. A MOTION was made by Benold and a second by Sensabaugh to change the meeting time to the first Friday of each month at 11:30 a.m. at the CVB Conference Room starting with May 2007 meeting. All in favor, none opposed. 6.Task Force Reports a)Public Awareness: RC reported that the task force had met and reviewed their prime objective which is to increase awareness of the economic impact of tourism. They believe that the CVB should have regular communication with target groups like City Council, Chamber of Commerce, DGA, Main Street program , Economic Development, Sun City, etc. They would like to invite key representatives from the groups to attend future CVB Board meetings. Chris Dyer also initiated work on the tourism video. Mark Thomas with ED will be invited to next month’s meeting. b)Marketing: RC wants to develop a comment/survey card for visitors to fill out. Lucas is looking at moving the interactive kiosk around to different hoteliers in Georgetown. The task force wants to explore a way to get a message of tourism on Channel 10. c)Visitor Info. Centers: Betty Ann discussed getting a copy of the historic tour brochure of Georgetown and updating it . The task force also talked about doing some hospitality training for VIC volunteers. d)New Markets: Have not met yet , but Taunya and Holly plan to have a meeting in April so they can report an update at the May meeting. 7.Staff Report Shelly highlighted the new Texas Travel Facts brochure from the state tourism office and let the board know it was a good reference for the latest tourism figures. She called attention to recent CVB ads, media exposure and upcoming dates to remember. We were informed that Main Street’s 25th Anniversary Celebration is May 18-19 and they will be doing a fundraising dinner event on the 18th in the library. 8.Meeting adjourned at 8:07 p.m. (Benold/Tissier) Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Thursday, March 1, 2007 The Convention and Visitors Bureau Board will meet on Thursday, March 1, 2007 at 01:30 PM in the Georgetown Public Library Friends Community Room, located at 402 W. 8th Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Holly Tissier, Chris Dyer, Florence Gould, RC Lumpkin, Taunya Vessels, Betty Ann Sensabaugh, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 01:30 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 1st minutes 4)Updates from Board Task Forces: a)Local Awareness Campaign – R.C., Betty Ann, Florence, Holly, Nancy b)Retail Shopping Alliance - Shelly c)Visitors Information Centers - Betty Ann , Nancy, Chris d)Marketing Plan – Chris, Florence, R.C. – Review Marketing Plan 5)Discussion and possible action regarding Staff Report 6)Break 7)Board Retreat I.Workshop Goals II.Icebreaker Exercise - III.CVB 101 – “CVB Basic Training Review” ·History and Purpose ·The Destination Team ·Funding: What is HOT and how can we spend it? IV.Georgetown CVB Overview – “Look at what we did!” ·Task Force Presentations ·CVB Staff Review V.Building on Today for Tomorrow Successes – “The Big Picture” ·Brainstorming Session for New Projects ·Short Break ·Review and Choose – Prioritize Current task forces and New projects VI.Building Blocks – “Git ‘er done” ·Divide into small groups ·Create Project outlines for each Task Force ·Project Task Forces Group Presentations VII.Workshop Review and Close – “Aren’t we good!” 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 _________________, 2007, 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, March 1, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Thursday , March 1, 2007. Members Present: Chris Dyer, Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Taunya Vessels Members Absent: Holly Tissier Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order RC called the meeting to order at 1:45 p.m. 2.Board Officers Chair opened nominations for Board Secretary. Gould self-nominated with a MOTION and Dyer seconded. All in favor, none opposed. Chair opened nominations for Board Vice-Chair. Dyer self-nominated with a MOTION and Benold seconded. All in favor, none opposed. 3.Meeting Minutes Minutes from the February 1, 2007 meeting reviewed. MOTION was made and seconded (Vessels/Dyer) to approve the minutes. All in favor, none opposed. 4.Task Force Reports a)Local Awareness: RC reported that the task force only met in a called meeting once but members operated individually to support goals. RC helped raise awareness by speaking to City Council. Betty Ann reported that Eugenia Harrell requested her to speak to the Heritage Society. Unable to do so, she prepared a written report for the Society’s newsletter. Florence sent Ron and Chris a list of media contact persons. b)Retail Shopping Alliance: Shelly reported that the Shopping Guide in partnership with Round Rock and Salado will be out in May. Shopcentraltexas.com will be coming on line ask well. All TICs will get the brochure and it will be on the CVB website, as well as be mailed out by each CVB. The Dealey Group is doing the brochure ads, which are only availably to retailers. Each city put $10,000 max into the project. c)Visitor Information Centers: Betty Ann will report fully at the Board Retreat following the Board Meeting. d)Marketing Plan: Chris reported the plan is ready for the Board Retreat. It is a good start and intended to be dynamic in nature. He asked Board members to go over it in detail and make suggestions for change. The Board will vote on the plan at its next meeting. 5.Staff Report Shelly reported that proposals with media relations professionals have been received and are being reviewed. She called attention to CVB ads and media exposure and important dates to remember. She suggested Board members contact texaswineandfood.org for tickets. 6.Meeting adjourned at 2:20 p.m. (Benold/Sensabaugh) Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, February 1, 2007 The Convention and Visitors Bureau Board will meet on Wednesday, February 1, 2007 at 06:30 PM in the Parks and Recreation Administration Building, located at 1101 College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Ben Grimes, Holly Tissier, Chris Dyer, Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Rob Hardy, Randy Lesseps, Taunya Vessels 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 January 11th minutes 3.Discussion and possible action regarding HOT Grant Application – Georgetown Independent School District Basketball 4.Discussion and possible action regarding joint presentation by CVB and Main Street Advisory Boards to City Council on budget priorities 5.Updates from Board Task Forces: a)Local Awareness Campaign – Rob , Betty Ann, Florence, Holly, Nancy, R.C. b)Retail Shopping Alliance – Randy c)Visitors Information Centers - Betty Ann , Nancy, Chris d)Marketing Plan – Chris, Ben, Florence, Randy, R.C. – Review Marketing Plan 6.Discussion and possible action regarding 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 _________________, 2007, 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 1, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , February 1, 2007. Members Present: Ben Grimes, Holly Tissier, Chris Dyer, Florence Gould, RC Lumpkin, Rob Hardy, Randy Lesseps, Taunya Vessels Members Absent: Betty Ann Sensabaugh, Nancy Benold Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order Rob Hardy called the meeting to order at 6:30 pm. 2.Minutes & Board Action Minutes from the January 2006 meeting reviewed. A MOTION was made and seconded (Vessels/Lumpkin) to approve the minutes. Motion passed. 3. Fury Basketball HOT Grant Request Mr. Van Dusen presented a grant application for $2000 which will provide funds for promotion of a series of boys and girls basketball tournaments to be held in Georgetown. 60 + teams are expected to participate, bringing approximately 1000 overnight visitors to Georgetown. Previous HOT Grant was granted for same event. Visitor packets will include items from local businesses/attractions. MOTION to approve (Lesseps/Tissier) and motion passed. 4. Discussion and Possible Action Regarding Joint Presentation by CVB and Main Street Advisory Boards to City Council Chris reviewed results of recent, joint presentation to City Council during the January 22 City Council Workshop. Presentation had two-fold purpose: first, increasing the awareness of the value of tourism; and, second that the two boards each need a dedicated manager rather than having a single manager split time between the two interests. The presentation included a proposal for City Council to consider an additional staff person when the 2007-08 FY budget was approved. City Council seemed to appreciate the dilemma and requested Paul Brandenburg to consider this proposal since it falls under his department’s responsibilities. 5. Update from Board Task Forces a)Marketing – Chris reports that the draft marketing plan is now ready for critical review of the taskforce and will be presented in draft form to the board in our next meeting. b)Local Awareness Campaign – Has not met since last update. c) Local Retail Shopping Mecca – Randy reported that the contract for the shopping guide and website has been approved and the guide should be available for distribution in May. d)Visitors Information – No recent meeting. 6. Staff Report Shelly Hargrove asked members to attend a City Council Workshop at 4 p.m. on Feb 26 to hear Dr. Jim Petrick discuss tourism data. CVB will also host a small reception for Dr. Petrick, immediately following the workshop, location to be announced. Shelly will send invitations to local business and interested parties. CVB Board retreat and March meeting to be held on March 1 at the library. Reminded members to be thinking about CVB officer nominations Second ad for Georgetown and the Arts in Feb edition of Texas Monthly. Wolf Ranch is regularly advertising new store openings. Brief review of calendar 7.Meeting adjourned at 7:31 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, January 11, 2007 The Convention and Visitors Bureau Board will meet on Wednesday, January 11, 2007 at 06:30 PM in the the Williamson County Historical Museum, located at 716 S. Austin Avenue, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Ben Grimes, Holly Tissier, Chris Dyer, Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin, Rob Hardy, Randy Lesseps, Taunya Vessels 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 December 7th minutes 3.Discussion and possible action regarding the 07/08 budget process and priorities - Micki Rundell 4.Discussion and possible action regarding pros and cons on CVB and Main Street Advisory Boards possible merger idea 5.Updates from Board Task Forces: a)Local Awareness Campaign – Rob , Betty Ann, Florence, Holly, Nancy, R.C. b)Retail Shopping Alliance – Randy c)Visitors Information Centers - Betty Ann , Nancy, Peggy, Chris d)Marketing Plan – Chris, Ben, Florence, Randy, R.C. – Review Marketing Plan 6.Discussion and possible action regarding 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 _________________, 2007, 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 11, 2007 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , January 11, 2007. Members Present: Ben Grimes, Holly Tissier, Chris Dyer, Betty Ann Sensabaugh, Florence Gould, Nancy Benold, RC Lumpkin Members Absent: Rob Hardy, Randy Lesseps, Taunya Vessels Staff Present: Shelly Hargrove, Tourism Director; Micki Rundell, Finance Director; Leticia Zavala, Accounting Manager Minutes Regular Meeting 1.Call to Order Holly Tissier called the meeting to order at 6:33 pm. 2.Minutes & Board Action Minutes from the December 7, 2006 meeting reviewed. A MOTION was made and seconded (Gould/Grimes) to approve the minutes. All in favor, none opposed. 3. Request for 2007/2008 Budget Input & Boards & Commissions Feedback Mrs. Micki Rundell and Mrs. Leticia Zavala presented survey form , requesting that it be returned within two weeks. The information will be shared with City Council, verbatim. Members of the board asked for explanation about the budget process and procedure. Mrs. Rundell explained that the recommended budget is determined by the City Manager based on his interpretation of how items fit the priorities defined by City Council. Ms. Rundell confirmed that City Council does not see red-lined items, only those that are finally presented to Council by Mr. Brandenburg. The budget includes certain “base or hard core items (salaries, operating expenses, etc.), programs and services. Members of the board informed Mrs. Rundell that we did not understand how or why several of our items/requests were red-lined and we want to have the opportunity soon to meet with Mrs . Rundell and Mr. Brandenburg so we can better explain our priorities and also hear reasons for red-lined items. Mrs. Rundell indicated that this future meeting is possible. Shelly Hargrove agreed to provide the City Council priorities so that we can attempt to better fit our activities and needs with the Council’s. Mrs. Rundell also reported that CVB has excess money due to the increase in HOT collections. She indicated that the excess could possibly be carried forward or perhaps allocated based on a mid-year review, if we determined that we had a significant need that was in line with City priorities. Shelly asked for the survey forms to be submitted to her within two weeks. Also the board agreed to summarize the top three “issues” that directly impact the CVB and that we believe the City Council needs to be aware of. Shelly will redistribute to the CVB members the priorities that were established in the 2006 retreat/planning session. 4. Discussion of Idea of Possible Merger of CVB and Main Street Boards Chris reviewed results of recent, joint meeting of representatives of both boards for discussion of pros/cons of the merger idea. Outcome was that both boards need to remain separate AND that additional staff is necessary to enhance the effectiveness of both boards. Members agreed to return to their respective boards to recommend a joint presentation be made to City Council regarding the need for additional staff. A CVB motion to make a recommendation to City Council in support of hiring an additional staff member in order to have a staff member that focuses just on CVB , while a different staff member focuses just on Main Street, and to jointly work with the Main Street Advisory Board in a presentation to City Council. (Tissier/Lumpkin) Motion passed with Grimes dissenting. 5. Update from Board Task Forces a)Marketing – Chris reports that the task force is approximately 80% complete on the draft marketing plan and hopes to have a version available for CVB review soon. Task force is working on the Community/Public Awareness and Economic Impact portions of the plan. Cari and Shelley continue to add substance to the plan content. Next meeting TBA after additional wording is concluded. b)Local Awareness Campaign – No report presented. c) Local Retail Shopping Mecca – The Shopping Alliance’s shopping guide and website contract has finally been approved by Round Rock and Salado , and Georgetown is next. The distribution of letters to local merchants will be distributed soon, so that the guide and website should be printed and ready by April or May. d)Visitors Information Centers – No recent meeting, but the December door counts for the VIC at Wolf Ranch is 116. 6. Staff Report a)Shelly Hargrove asked members to review possible dates for next retreat/planning session and provide input by January 15 b)Reminded members to be thinking about CVB officer nominations c)Next Arts/Culture co-op ad in February issue of Texas Monthly d)Reviewed Wolf Ranch Store Openings e)Reviewed Calendar. Emphasis on attendance at Jan 22 City Council Workshop to support joint presentation on staff addition request. 7.Meeting adjourned at 7:50 p.m.