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HomeMy WebLinkAboutCVB_Agenda&Minutes_2008Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, December 5, 2008 The Convention and Visitors Bureau Board will meet on Friday, December 5, 2008 at 11:30 AM in the Convention & Visitors Bureau Office, 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: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh, Randy Lesseps, Bob Villareal Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Welcome/Call to order Discussion and possible action regarding approval of the October 3 rd minutes Follow-up report on HOT grant– Chris Dyer Discussion and possible action regarding Advertising Plan Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Caria. Visitor Centers - Betty Ann/Nancy/Amyb. Hospitality Program– Taunya/Marcy/Caric. Discussion and possible action regarding advertising and media exposure and dates of upcoming events 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 _________________, 2008, 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 5, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , December 5, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh; Bob Villareal; Randy Lesseps Members Absent: Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:35am Minutes & Board Action Minutes from October 3, 2008 were reviewed and no changes were made. MOTION was made and seconded (Vessels/Sensabaugh) to approve the October 3rd minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Follow-up report on HOT grant– Chris Dyer Cari provided a brief overview of what HOT (Hotel Occupancy Tax) is and why it so important. Chris provided his follow-up report for the Williamson County Historical Museum’s Up the Chisholm Trail event. No Action Required. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- Cari and Randy met with Pulte a. Homes (Sun City developer) regarding co-op advertising. Pulte agreed to put Georgetown CVB information in the Sun City information packet. Visitor Centers - Betty Ann/Nancy/Amy- The new CART bus service has helped Visitor b. Center attendance. Hospitality Program - Taunya/Marcy/Cari- Taunya and Marcy attended the Hospitality c. Training at Texas A&M. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: -New e-newsletter will be launched in time for Valentine’s Day. -Georgetown banner ad has been placed on TourTexas.com Upcoming Events: -Christmas Stroll 12/06, 12pm-8pm -Sun City/Kiwanis Holiday Home Tour -Palace Theatre now showing The Gifts of the Magi -Visitor’s Center Holiday Party at Heritage Oaks Clubhouse , 12/10 -Market Days, 12/13 Amy and Cari will be attending the TACVB Conference Jan 12-14 in South Padre Island, TX. They will also be attending the Harris County Senior Adult Tour Planners Conference in Houston, TX Jan 28. HOT Tax is down for the month of October. MOTION was made and seconded (Villareal/Owens) to adjourn. Meeting adjourned at 12:44 pm. Next meeting will be held January 9, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, November 14, 2008 The Convention and Visitors Bureau Board will meet on Friday, November 14, 2008 at 11:30 AM in the Convention and Visitors Bureau Office, located at 103 W. 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, Taunya Vessels, Janine Butler, Betty Ann Sensabaugh, Randy Lesseps, Tina Owen Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM THIS MEETING HAS BEEN CANCELLED Welcome/Call to order Discussion and possible action regarding approval of the October 3rd minutes Follow-up report on HOT grant– Chris Dyer Discussion and possible action regarding Advertising Plan Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Caria. Visitor Centers - Betty Ann/Nancy/Amyb. Hospitality Program– Taunya/Marcy/Caric. Discussion and possible action regarding advertising and media exposure and dates of upcoming events 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 _________________, 2008, 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 3, 2008 The Convention and Visitors Bureau Board will meet on Friday, October 3, 2008 at 11:30 AM in the Convention and Visitors Bureau Office, located at 103 W. 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, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Betty Ann Sensabaugh; Randy Lesseps, Michael Duck; Tina Owens Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Welcome/Call to order Discussion and possible action regarding approval of the September 5 th minutes Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Caria. Visitor Centers - Betty Ann/Nancy/Amyb. Hospitality Program– Taunya/Marcy/Caric. Discussion and possible action regarding 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 _________________, 2008, 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 11, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , October 11, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh Members Absent: Randy Lesseps Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:33am Minutes & Board Action Minutes from September 5, 2008 were reviewed and no changes were made. MOTION was made and seconded (Sensabaugh/Vessels) to approve the September 5 th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- Met Oct. 1, 2008. Discussed new GT a. billboard on I-35, possible Black Friday promotion of Satellite CVB office at Wolf Ranch , motor coach outreach and increasing mid-week hotel traffic. Randy to meet with Pulte to discuss co-op advertising with Sun City. Visitor Centers - Betty Ann/Nancy/Amy- Step-on tour to visit the Square Oct. 28 at 11am. b. Headcount should be about 20 employees from the Texas border Welcome Centers. Question was asked if Step-on tours should be free. Cari suggests that Step-on tours remain free but she will talk to Sherry Chapman at the Georgetown Historical Society for suggestions. Hospitality Program - Taunya/Marcy/Cari- Cari, Marcy and Taunya set to attend c. Hospitality Training (“Train the Trainer”) in College Station, TX Nov. 4-5. Task force chairs should be prepared to give a report each board meeting regarding taskforce progress. New Markets and Shopping is now one committee. Marketing Plan and Convention Center task forces have been cancelled. 7.Staff Report Advertising and Media Exposure: CVB Board watched the new My Georgetown promotional video. CVB Board previewed new Georgetown Holiday Co-Op Marketing campaign. Reviewed D Magazine Fall Travel Planner Budget Review- New fiscal year started Oct. 1 st . Looking to used new additional funds for billboard advertising, Texas Highways advertising, Texas Accommodations advertising, and additional web advertising. Board should think of suggestions for use of funds under Programs and Projects. CVB Board review Red Poppy Festival survey results. These results were gathered at the information booth in front of Romeo’s on the Square. MOTION was made and seconded (Vessels/Sensabaugh) to adjourn. Meeting adjourned at 12:33 pm. Next meeting will be held November 14, 2008. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, October 1, 2008 The Convention and Visitors Bureau Board will meet on Wednesday, October 1, 2008 at 03:00 PM in the Wolf Ranch Management Office located at 1015 W. University Avenue, Ste. 601, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Janine Butler, Tina Owen, Randy Lesseps Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 03:00 PM Welcome/Call to order Discussion and possible action regarding subcommittee goals Discussion and possible action regarding black Friday event at Wolf Ranch Visitor Info Center Discussion and possible action regarding holiday partnership with area merchants 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 _________________, 2008, 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, September 5, 2008 The Convention and Visitors Bureau Board will meet on Friday, September 5, 2008 at 11:30 AM in the Convention and Visitors Bureau Office at 103 W. 7th. Street, Georgetown, TX If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Taunya Vessels, vice-chair; Betty Ann Sensabaugh; Randy Lesseps; Tina Owens, Janine Butler, Michael Duck 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 1 st minutes 3. Follow-up report on HOT grant– Milton Van Dusen 4. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Caria. Visitor Centers - Betty Ann/Nancy/Amyb. Hospitality Program– Taunya/Marcy/Caric. 5. Discussion and possible action regarding Staff Report 6. 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 _________________, 2008, 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 5, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , September 5, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Randy Lesseps Members Absent: Betty Ann Sensabaugh; Tina Owens; Michael Duck Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:32 am Minutes & Board Action Minutes from August 1, 2008 were reviewed and no changes were made. MOTION was made and seconded (Vessels/Lesseps) to approve the August 1 minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Follow-up report on HOT grant- Milton Van Dusen, Fury Basketball Milton read his follow-up report. Fury Basketball requested a $2,000 HOT grant. Milton reviewed the expenses (using HOT funds) and total cost of the Fury Basketball tournament. $1480 was spent using HOT funds. Approximately 20% of tournament attendees stayed overnight in Georgetown lodging. The only source of results came from feedback from local participants. Nancy and the board suggested putting together a survey with a prize drawing for participants. It will be a great tool for tracking attendees and the prize or giveaway will increase participation. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Augusta. Visitor Centers - Betty Ann/Nancy/Amy- New themed 1 st Fridays. September’s theme will b. be luau. Hospitality Program - Taunya/Marcy/Cari- Met August 27 and discussed hospitality c. handbook for local volunteers. Currently trying to streamline the Hospitality manual. It should be a “bible” for all of the things to see and do in Georgetown. Task force chairs should be prepared to give a report each board meeting regarding taskforce progress. New Markets and Shopping is now one committee. Marketing Plan and Convention Center task forces have been cancelled. 7.Staff Report Advertising and Media Exposure: Georgetown Holiday Co-Op Marketing – The CVB and Main Street have partnered with the Heritage Society, Palace Theatre, Southwestern University, Sun City Kiwanis, and the Downtown Georgetown Association to produce holiday marketing materials. Rack cards, posters and a GeorgetownHoliday.com website will be available by October 1. The Fall/Winter edition of Georgetown & Country Magazine has arrived and was distributed. HOT Tax is down for August because of gas and “Staycations”. Texas Travel Counselors Visit is October 23@9am. Employees who work in travel info centers at the TX border will tour the City for 1 hour. The City-Wide Garage Sale is October 25 MOTION was made and seconded (Lesseps/Vessels) to adjourn. Meeting adjourned at 12:27 pm. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, August 1, 2008 The Convention and Visitors Bureau Board will meet on Friday, August 1, 2008 at 11:30 AM in the Harper Chesser Inn at 1309 S. College, Georgetown, TX, 78626. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Betty Ann Sensabaugh; Randy Lesseps, Michael Duck; Tina Owens Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Welcome/Call to order Discussion and possible action regarding approval of the July 11 th minutes Discussion and possible action regarding HOT grant application– Lucas Adams Discussion and possible action regarding HOT grant application– Milton Van Duesen Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Caria. Visitor Centers - Betty Ann/Nancy/Amyb. Hospitality Program– Taunya/Marcy/Caric. Discussion and possible action regarding 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 _________________, 2008, 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 1, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , August 1, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Betty Ann Sensabaugh; Randy Lesseps; Tina Owens Members Absent: Janine Butler, Michael Duck Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:33 am Minutes & Board Action Minutes from July 11, 2008 meeting were reviewed and no changes were made. MOTION was made and seconded (Sensabaugh/Vessels) to approve the July 11 th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. 3. Jack Frost Invitational Basketball Tournament HOT Grant Application Milton Van Dusen 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. Many of those are from outside the area and will be staying in local hotels from November 20 - 22. The Booster Club is requesting $2,000 to cover the cost of promoting the tournament and providing a hospitality room for the visiting coaches and team members. MOTION was made and seconded (Lesseps/Sensabaugh) to approve HOT grant application for $2,000. Vote called (Benold), Motion passed unanimously. Grant approved. 4. Georgetown & Country Magazine HOT Grant Application Lucas Adams, Publisher, presented a HOT grant application requesting $2,500. Mr. Adams stated that funds would be used for printing additional copies and to pay for postage to send to Texas Travel Information Centers and Tourist Information Centers in Texas. Numerous requests have been received from these groups for the publication. MOTION was made and seconded (Benold/Vessels) to approve HOT grant application for $2,325 with the stipulation that all monies spent on mailing must be outside the 150 mile radius. Vote called (Benold), Motion passed unanimously. Grant approved. 5. Follow-up report on HOT grant- Palace Theatre Cari distributed a HOT Reimbursement Grant Follow-up Report from the Palace Theatre. There was no representative from the Palace Theatre in attendance. 6. Discussion and possible action regarding monthly task force progress reports New Markets/Shopping – Tina/Randy/Janine/Cari- Did not meet in July – Randy distributed a suggested advertisement. Visitor Centers - Betty Ann/Nancy/Amy- Did not meet in July - Betty Ann reported that the Visitor Center is looking great. Poppies have been added to the wall and the menu book has been reorganized. Hospitality Program– Taunya/Marcy/Cari – Taunya reported that the task force met on July 28 th . Currently working on handbook for Hospitality Training participants. 7.Staff Report Advertising and Media Exposure: 7,278 leads from the See Texas First Spring Insert Update on Visitors Guide Map – Nick Ramos is working on the new Guide. The Guide will be available by mid-October. Georgetown Holiday Co-op Marketing Update – Partnering with the Georgetown Heritage Society, Palace Theatre, Southwestern University , Sun City Kiwanis, and the Downtown Georgetown Association on holiday promotional materials. Monument Cafe in “Legendary Cafes” in Texas Highways – July 2008 Where to Retire – Travel Writer will visit August 11 – 13. Margie Ranc is scheduling interviews. Update from Margie Ranc – Margie distributed a summary of her services from May 2007 – July 2008. 8. MOTION was made and seconded (Sensabaugh/Lesseps) to adjourn. Meeting adjourned at 1:10 pm. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, July 11, 2008 The Convention and Visitors Bureau Board will meet on Friday, July 11, 2008 at 11:30 AM in the Comfort Suites Hotel, located at 11 Waters Edge Circle, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Betty Ann Sensabaugh; Randy Lesseps, Michael Duck; Tina Owens Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Welcome/Call to order Discussion and possible action regarding approval of the June 6 th minutes Follow-up report on HOT grant – Sonja Asendorf, Palace Theatre Update on Conference Center/Hotel – Mark Thomas Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets – Tina/Randya. Visitor Centers - Betty Annb. Hospitality Program– Taunya c. Marketing Plan – Michael d. Shopping - Janinee. Convention Center – Michaelf. Discussion and possible action regarding 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 _________________, 2008, 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 11, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , July 11, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary, Betty Ann Sensabaugh; Randy Lesseps; Tina Owens Members Absent: Michael Duck Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:33 am Minutes & Board Action Minutes from June 6, 2008 were reviewed and no changes were made. MOTION was made and seconded (Sensabaugh/Lesseps) to approve the June 6th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Follow-up report on HOT grant- Sonja Asendorf, Palace Theatre Sonja detailed the advertising placed by the Palace Theatre in Feb and May. The Palace Theatre has developed a national mailing list from lead generation. Many of their leads have come from Texas Events and Highways. They have also placed surveys in theatre patrons’ surveys. They have not established a way to track whether or not theatre visitors are staying in local hotels. Nancy would like Palace to fill out a grant evaluation. CVB Board was in agreement that it’s unclear if this grant would put heads-in-beds. Update on Conference Center/Hotel- Mark Thomas The Summit at the Rivery is the new hotel/conference center still in the planning stages. The Summit will have a Class A Hotel as big as 8 stories, medical condos, office park and retail. The Summit at the Rivery is a $250 million development. The City of Georgetown has approved the TIF for $25 million (half Georgetown/half Williamson County). The next step in the development is for Williamson County to approve the TIF. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets – Tina/Randy- now combined with Shoppinga. Visitor Centers/CVB Operation - Betty Ann- Joint meeting was held with Hospitality . b. Amy and the new intern Lacey are working on walking tours using MP 3 players. Committee decided against buying a new popcorn machine. Betty Ann is distributing the new Welcome Letters for all the hotels. Hospitality Program/Public Awareness – Taunya – See Visitor Centerc. Marketing Plan – Michael (absent)d. Shopping - Janine- First meeting held July 3. Round Rock CVB and Salado CVB are no e. longer interested in partnering with us for our holiday shopping guide. Shopping taskforce is scheduling time Round Rock Premium Outlets leadership to build a partnership. In order to bring more traffic into the Wolf Ranch Visitors Center , some type of holiday promotion will be done utilizing the volunteers i.e. Free Donuts and Juice on Black Friday morning. Convention Center – Michael (absent)f. Task force chairs should be prepared to give a report each board meeting regarding taskforce progress. New Markets and Shopping are now one committee. Marketing Plan and Convention Center task forces have been cancelled. 7.Staff Report Advertising and Media Exposure: 6,034 leads from the See Texas First Spring Insert Texas Monthly named Georgetown’s playscape Best in Texas. This Old House listed Georgetown one of the Top 12 places in U.S. to buy an old house. U.S. News and World Report named Georgetown one of the Top 10 Great Retirement Spots for Golf Nuts. Wolf Ranch Report (Janine)- Smokey Mo’s Barbeque is now open. New stores coming soon include Starbucks, Fusion Med Spa, Mama Fu’s, The Blood Center of Central Texas , Souper Salad, Wolf Camera, Firehouse Subs and The Vitamin Shoppe. 8. MOTION was made and seconded (Sensabaugh/Lesseps) to adjourn. Meeting adjourned at 12:50 pm. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 6, 2008 The Convention and Visitors Bureau Board will meet on Friday, June 6, 2008 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, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Betty Ann Sensabaugh; Randy Lesseps, Michael Duck; Tina Owens 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 2nd minutes 3.Introduction of new Visitor Center Coordinator, Amy Vessels 4.Review 2008-09 CVB Board Work Plan outline 5.Discussion and possible action regarding monthly task force progress reports – Task Force Chairs a)New Markets – Tina/Randy b)Visitor Centers/CVB Operation - Betty Ann c)Hospitality Program/Public Awareness – Taunya and Margie Ranc d)Marketing Plan – Michael e)Shopping - Janine f)Convention Center – Michael 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 _________________, 2008, 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, May 2, 2008 The Convention and Visitors Bureau Board will meet on Friday, May 2, 2008 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, chair, Betty Ann Sensabaugh; Taunya Vessels, vice-chair; Janine Butler, secretary; Michael Duck; Tina Owen; Randy Lesseps 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.Recognition of 2007 Out-going CVB Board Members – Florence, Holly, Chris & RC 3.Discussion and possible action regarding approval of the April 18th minutes 4.Review and flesh out 2008-09 CVB Board Work Plan outline 5.Discussion and possible action regarding monthly task force progress reports – Task Force Chairs a)New Markets – Tina/Randy b)Visitor Centers/CVB Operation - Betty Ann c)Hospitality Program/Public Awareness – Taunya and Margie Ranc d)Marketing Plan – Michael e)Shopping - Janine f)Convention Center – Michael 6.Discussion and possible action regarding 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 _________________, 2008, 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 2, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , May 2, 2008. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Janine Butler, secretary; Betty Ann Sensabaugh; Randy Lesseps Members Absent: Michael Duck; Tina Owens Staff Present: Shelly Hargrove, Tourism Director, Cari Miller, Tourism Coordinator Minutes Regular Meeting 1.Call to Order Nancy called meeting to order at 11:35 am 2.Recognition of 2007 Out-going CVB Board Members Florence, Holly, Chris and RC were unable to attend. 3.Minutes & Board Action Minutes from the April 18, 2008 were reviewed and amended. Randy called for changes to item 3 regarding the Fury Basketball. The second paragraph, first sentence of that section should read: Board member Lesseps visited the Fury Basketball website and noticed Austin and Round Rock hotels were being promoted on the website along the Georgetown hotels. The Motion under item 3 should read: MOTION was made and seconded (Lesseps/Sensabaugh) to approve Fury Basketball’s HOT grant application for $2,000 pending Fury website update to include Georgetown Hotels by May 18, 2008. Vote called (Vessels), Motion passed unanimously. Grant approved. MOTION was made and seconded (Vessels/Sensabaugh) to approve the April 18th minutes with changes. Vote called to approve minutes (Benold). Motion passed unanimously. 4.Margie Ranc PR Report ·Margie has completed a special report with market value of how much was spent on each service she provided. ·More time will be spent personally monitoring the internet instead of using clipping services (should her contract be renewed as publicist). ·A new website media room for the Georgetown CVB website has been developed. The new information includes quick facts about Georgetown, newsletters, press releases, photo galleries and board member contact information. Nancy would like a City of Georgetown representative like Keith Hutchinson or a CVB staff member act as spokesperson for the media rather than a board member. Board consensus was to not allow unpaid board members to give statements to the media. 5.Review and flesh out 2008-09 CVB Board Work Plan outline ·Will discuss at next meeting 6. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs a)New Markets – Tina/Randy (Tina absent) b)Visitor Centers/CVB Operation - Betty Ann- First meeting postponed until Volunteer Coordinator hired c)Hospitality Program/Public Awareness – Taunya and Margie Ranc- First meeting 05/09/08 at noon at Georgetown CVB office d)Marketing Plan – Michael (absent) e)Shopping - Janine- First meeting 05/14/08, 12pm at Wolf Ranch Management Office f)Convention Center – Michael (absent) Task force chairs should be prepared to give a report each board meeting regarding taskforce progress. 7.Staff Report ·There are 5 finalists left for the CVB Volunteer Center Coordinator position. Hopefully the new Coordinator will start by 05/19/08. ·Wolf Ranch Report (Janine)- Sephora held their grand opening May 2. Casablanca movie night has been rescheduled to Friday, 05/09/08 at 8:00pm. New stores coming soon include Starbucks, Arby’s, Mama Fu’s, Smokey Mo’s Barbeque , Souper Salads and The Vitamin Shoppe. ·Georgetown made the cover of TxDOT’s TraveLog newsletter (May issue) 8. MOTION was made and seconded (Lesseps/Sensabaugh) to adjourn. Meeting adjourned at 12:24 pm. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, April 18, 2008 The Convention and Visitors Bureau Board will meet on Friday, April 18, 2008 at 10:00 AM in the Georgetown Public Library Friends 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: Nancy Benold, Janine Butler, Taunya Vessels, Betty Ann Sensabaugh, Tina Owen, Randy Lesseps, Michael Duck Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 10:00 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 6th minutes 3.Discussion and possible action regarding HOT grant application – Milton Van Duesen 4.Discussion and possible action regarding Staff Report BREAK 5.Board Retreat I.Workshop Goals II.Icebreaker Exercise - III.CVB 101 ·History and Purpose ·The Destination Team ·Funding: What is HOT and how can we spend it? IV.Georgetown CVB Overview ·Task Force Presentations ·CVB Staff Review LUNCH BREAK V.Building for Tomorrow ·Brainstorming Session for New Projects ·Presentation of New Projects o Brainstorming Session I ·Presentation of Outlines o Brainstorming Session II ·Presentation of Outlines VI.Workshop Review and Close 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 _________________, 2008, 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, April 18, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , April 18, 2008. Members Present: Betty Ann Sensabaugh; Taunya Vessels, vice-chair; Janine Butler, secretary; Michael Duck; Tina Owen; Randy Lesseps Members Absent: Nancy Benold Staff Present: Shelly Hargrove, Tourism Director; Cari Miller, Tourism Coordinator Minutes Regular Meeting 1.Call to Order Taunya called meeting to order at 10:09 am 2.Minutes & Board Action Minutes from the March 6, 2008 were reviewed. MOTION was made and seconded (Lesseps/Sensabaugh) to approve the March 6th minutes. Vote called to approve minutes (Vessels). Motion passed unanimously. 3.Fury Basketball HOT grant application discussion Vince King of Fury Basketball presented HOT grant application requesting $2000. Funds will be used for publicizing summer camps and stocking hospitality room for coaches and officials. Board member Lesseps visited the Fury Basketball website and noticed Austin hotels were being promoted on the website along with Georgetown hotels. Lesseps asked if Fury Basketball was seeking grant money from the Austin CVB since they were promoting Austin hotels. Vince King stated that the website is old and needs to be updated with Georgetown only information. MOTION was made and seconded (Lesseps/Sensabaugh) to approve Fury Basketball’s HOT grant application for $2000 pending Fury website update by May 18, 2008. Vote called (Vessels), Motion passed unanimously. Grant approved. 4.Staff Report The CVB and Main Street program will undergo a reorganization. Shelly Hargrove will now be the Main Street Director. Cari Miller will take over the Tourism Director position. Cari will be the new staff representative at CVB Board Meetings. This change will take effect in mid May. Fifty-seven resumes have come in for the Visitor Center Coordinator position. Seven finalists will be interviewed for the position. Wolf Ranch update- Sephora opens Friday, May 2. New stores coming soon include Smokey Mo’s Barbecue, Starbucks, Mama Fu’s, Arby’s, Fusion Med Spa. Recently opened: EyeMasters and Cotton Patch Café. Red Poppy at the Ranch is April 25 and will be showing Casablanca. 5. MOTION was made and seconded (Lesseps/Vessels) to adjourn. Meeting adjourned at 10:44 am. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Thursday, March 6, 2008 The Convention and Visitors Bureau Board will meet on Thursday, March 6, 2008 at 01:00 PM in the Georgetown Public Library Friends 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: Taunya Vessels, Betty Ann Sensabaugh, Nancy Benold, Tina Owen, Randy Lesseps, Michael Duck, Janine Butler 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 February 1st minutes 3.Discussion and possible action regarding the 07/08 budget process and priorities - Micki Rundell, Leticia Zavala 4.Follow-up report from HOT grant applicant – Sonja Asendorf, Georgetown Palace Theatre 5.Discussion and possible action regarding HOT grant application – Williamson County Historical Museum, Chris Dyer 6.Discussion and possible action regarding the nomination and election of board officers BREAK 7.Board Retreat I.Workshop Goals II.Icebreaker Exercise - III.CVB 101 ·History and Purpose ·The Destination Team ·Funding: What is HOT and how can we spend it? IV.Georgetown CVB Overview ·Task Force Presentations ·CVB Staff Review V.Building for Tomorrow ·Brainstorming Session for New Projects ·Presentation of New Projects o Brainstorming Session I ·Presentation of Outlines o Brainstorming Session II ·Presentation of Outlines VI.Workshop Review and Close 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 _________________, 2008, 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 6, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Thursday , March 6, 2008. Members Present: Betty Ann Sensabaugh; Taunya Vessels, vice-chair; Nancy Benold, chair; Janine Butler, secretary; Michael Duck; Tina Owen; Randy Lesseps Members Absent: Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order Nancy called meeting to order at 1:00 p.m. 2.Minutes & Board Action Minutes from the February 1, 2008 were reviewed. MOTION was made and seconded (Vessels/Sensabaugh) to approve the February 1st minutes. Motion passed. 3.Follow-up report from Georgetown Palace Theatre , HOT grant recipient Sonja Asendorf, Chair of Operations Committee/Volunteer Coordinator provided a report and documentation for the $5600 CVB grant the Palace Theatre was awarded. The Palace utilized $5067 of the grant funds for an ad in Texas Highways and $922 for an ad in the Texas Events Calendar (TX Dept. of Transportation). Palace will present an additional grant report during the June 2008 board meeting. 4.Williamson County Historical Museum HOT grant application discussion Chris Dyer of the Williamson County Historical Museum requested a grant to promote Up the Chisholm Trail event with new rack card, Texas Monthly advertising, and Texas Highways advertising. The museum would like to possibly pair up with a couple other local organizations for the August Texas Monthly ad. MOTION was made and seconded (Lesseps/Sensabaugh) to approve Williamson County Historical Museum’s HOT grant application. Motion passed. Grant approved. 5. Budget Processes and Priorities 07/08 Budget discussion led by Shelly. Three board budget priorities were established: 1)Create a new, full-time CVB director position 2)Request media relations professional 3)Move Visitors’ Center location to Municipal Court 6.Staff Report Set new retreat date for Friday , April 19. Retreat is 10am-4pm in the Friends Room at the Georgetown Public Library. Lunch will be provided. Shelly reminded everyone to make sure they are receiving the Destination: Georgetown electronic newsletter. 7.Meeting adjourned at 2:20 p.m. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, February 1, 2008 The Convention and Visitors Bureau Board will meet on Friday, February 1, 2008 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, Janine Butler, Chris Dyer, Taunya Vessels, R.C. Lumpkin, Holly Tissier, Betty Ann Sensabaugh 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 January 11th and December 7th minutes 3.Introduction of Anita Reed, Palace Theatre Marketing and Communications 4.Discussion on Budget Priorities for 2008-09 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 _________________, 2008, 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, January 11, 2008 The Convention and Visitors Bureau Board will meet on Friday, January 11, 2008 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, 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 PM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the December 7th minutes 3.Follow-up report from HOT grant applicant – Trevor Dunham, Georgetown Heritage Society 4.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 5.Discussion and possible action regarding Staff Report 6.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 _________________, 2008, 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, January 11, 2008 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , January 11, 2008. Members Present: Nancy Benold, Janine Butler, Chris Dyer, Taunya Vessels Members Absent: R.C. Lumpkin, Holly Tissier, Betty Ann Sensabaugh Staff Present: Shelly Hargrove, Tourism Director Minutes Regular Meeting 1.Call to Order Chris, board vice-chair, called meeting to order at 11:33 a.m. 2.Minutes & Board Action Minutes from the December 2007 meeting were not available for approval so will be reviewed in January. 3.HOT Follow-up Report Trevor Dunham from the Georgetown Heritage Society presented a follow- up report for the HOT grant received for the Holiday Homes Tour. One note was that tickets sales were up 20% over the previous year. 4.Update from Board Task Forces ·Public Awareness/Media Relations: Margie passed out her 2008 PR plan for CVB. Shelly requested that the electronic newsletter go out in March instead of the proposed June-September time period. ·New Markets: Reported that we are partnering with Texas Brazos Trail on GLAMER Shows ·Marketing: Chris contacts Lucas Adams once weekly on the film project. A script is now wanted for the narrator (Jim Goff possibly) but discussion reflected it’d slow down production of the film. Also, placement of kiosk in a local hotel or attraction is not feasible since the city doesn’t own them so control is in the owner’s purview. ·Visitor Info Centers: City Council recently decided that Municipal Court is moving to the old library (police to go to the old Albertsons bldg.) Visitor Info Center may move to Municipal Court’s vacated space which is adjacent to current Visitor Info Center across Main Street. 5.Staff Report Shelly presented the staff report including that the ShopCentralTexas.com website hits were 14,529 for December. Janine informed members of upcoming businesses to open in Wolf Ranch like Bath & Body Works in late January , Cotton Patch restaurant in March and Sephora in May to open at Wolf Ranch. Reviewed calendar dates to remember like AAA travel shows. 6.Meeting adjourned at 12:43 p.m.