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HomeMy WebLinkAboutCVB_Agenda&Minutes_2009Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, December 11, 2009 The Convention and Visitors Bureau Board will meet on Friday, December 11, 2009 at 11:30 AM in the Parks & Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson; Tina Owen, Randy Lesseps, vice-chair; Janine Butler Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Notice is hereby given that the Convention & Visitors Bureau Board established by the Georgetown City Council WILL NOT MEET at 11:30 a.m. on Friday, December 11, 2009, in the Parks and Recreation Administration Building, located at 1101 N. College Street , Georgetown, Texas. The December meeting has been CANCELLED. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, November 13, 2009 The Convention and Visitors Bureau Board will meet on Friday, November 13, 2009 at 11:30 AM in the the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson; Tina Owen, Janine Butler 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 2 nd minutes Discussion and possible action regarding 2009 Board Goals & Responsibilities Visitor Center Future – Nancy/Tya. Bus Tour Website Information – Bob/Taunyab. Community Link – Bobc. Hospitality – Taunyad. Discussion and possible action regarding review of CVB HOT grant application and follow-up report Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, November 13, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , November 13, 2009. Members Present: Nancy Benold, chair; Randy Lesseps, vice-chair; Bob Villarreal; Ty Gipson; Tina Owen Members Absent: Taunya Vessels, secretary; Janine Butler Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:40 a.m. Minutes & Board Action Minutes from September 4th were reviewed and no changes were made. MOTION was made and seconded (Villarreal/Gipson) to approve the September 4, 2009 minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion and possible action regarding 2009 Board Goals & Responsibilities Goal: Visitor Center Future – Responsibility : Nancy/Ty Visitor Center restroom renovation has been completed. Need to inform downtown businesses of Visitor Center restrooms and the availability of Book Pride restrooms. Goal : Bus Tour Website Information – Responsibility: Bob/Taunya/Tina No report. Goal: Community Link – Responsibility : Bob No report. Goal : Hospitality – Responsibility: Taunya No report. Goal: Communication with Del Webb – Responsibility : Randy Completed Goal : Native American Tour Packages – Responsibility: Randy Completed Discussion and possible action regarding review of CVB HOT grant application and follow-up report The Board discussed possibly changing the HOT grant application form and process. There was discussion about changing the application timeline to once or twice a year. Cari will research the issue and report findings at a future meeting. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Cari gave an update on the following advertising/media exposure and dates to remember: Advertising and Media Exposure Texas Sport Facility Guide East to West Texas Vacation Guide East to West Texas Group Tour Guide Georgetown Holiday Rack Cards & Posters Mark your Calendars - Dates to Remember Annual Lighting of the Square – November 27 29 th Annual Christmas Stroll – December 5 MOTION was made and seconded (Gipson/Owen) to adjourn. Meeting adjourned at 12:25 pm. December meeting will be cancelled due to the City’s Employee Recognition Luncheon. Next meeting will be held January 8, 2010. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, October 2, 2009 The Convention and Visitors Bureau Board will meet on Friday, October 2, 2009 at 11:30 AM in the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson; Tina Owen, Janine Butler Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM THIS MEETING WAS CANCELLED DUE TO LACK OF QUORUM Welcome/Call to order Discussion and possible action regarding approval of the September 4 th minutes Follow-up report on HOT grant – Up the Chisholm Trail event , Chris Dyer – Williamson Museum Discussion and possible action regarding 2009 Board Goals & Responsibilities Visitor Center Future – Nancy/Tya. Bus Tour Website Information – Bob/Taunyab. Community Link – Bobc. Hospitality – Taunyad. Native American Tour Packages – Randye. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, September 4, 2009 The Convention and Visitors Bureau Board will meet on Friday, September 4, 2009 at 11:30 AM in the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson, Janine Butler, Tina Owen 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 August 7 th minutes Discussion and possible action regarding HOT grant application – Jack Frost Thanksgiving Tournament, Milton Van Dusen Discussion and possible action regarding HOT grant application – Georgetown Artworks Discussion and possible action regarding 2009 Board Goals & Responsibilities Visitor Center Future – Nancy/Tya. Bus Tour Website Information – Bob/Taunyab. Community Link – Bobc. Hospitality – Taunyad. Native American Tour Packages – Randye. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, September 4, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , September 4, 2009. Members Present: Nancy Benold, chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson; Tina Owen Members Absent: Randy Lesseps, vice-chair; Janine Butler Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:30 a.m. Minutes & Board Action Minutes from August 7, 2009 were reviewed and no changes were made. MOTION was made and seconded (Villarreal/ Vessels) to approve the August 7, 2009 minutes. Vote called to approve minutes (Benold). Motion passed unanimously. 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 26 - 29. 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 (Vessels/Villarreal) to approve HOT grant application for $2,000. Vote called (Benold), Motion passed unanimously. Grant approved. Georgetown Artworks HOT Grant Application Jane Estes of Georgetown Art Works presented an application seeking funding for the Fall Art Hop and Banner Project. October is National Arts and Culture Month and Georgetown Art Works is celebrating by hosting a juried art show and an invitational banner project. Georgetown Art Works is requesting $2,900 for advertising and promoting the October events. Funds will be used for printing rack cards, posters and postcard as well as prizes for the artists. MOTION was made and seconded (Gipson/Villarreal) to approve HOT grant application for $2,900. The CVB Board strongly encourages the funds to be spent locally. The expenditure of funds will be evaluated for future applications. Vote called (Benold), Motion passed unanimously. Grant approved. Discussion and possible action regarding 2009 Board Goals & Responsibilities Goal: Visitor Center Future – Responsibility : Nancy/Ty Nancy reported that she emailed Paul Brandenburg and requested the Municipal Court/Council Chambers restrooms be available to the public on the weekends. Goal : Bus Tour Website Information – Responsibility: Bob/Taunya/Tina Cari gave an update on FAM tour held on Sunday, August 23rd. The Going on Faith Tour Group Leaders were greeted by George Washington Glasscock and entertained by the Palace Theater. Goal: Community Link – Responsibility : Bob Continuing to email information to Chamber on local event, etc. for inclusion in their weekly Chamber Link. Goal : Hospitality – Responsibility: Taunya Training sessions will resume this Fall. Goal: Communication with Del Webb – Responsibility : Randy Completed Goal : Native American Tour Packages – Responsibility: Randy Completed Discussion and possible action regarding advertising and media exposure and dates of upcoming events Cari gave an update on the following advertising/media exposure and dates to remember: Advertising and Media Exposure Georgetown Holiday Co-op Marketing Design Texas Sports Facility Guide Ad TACVB Awards Mark your Calendars - Dates to Remember Driving Miss Daisy - Aug.28 –Sept.30 - Palace Theatre First Friday – Tonight from 6-8 p.m., following at 8 p.m by a street dance, featuring Uncle Lucky’s Market Day – September 12 at 9 a.m. Up the Chisholm Trail Cattle Drive and Chuckwagon Cook-off – Sept. 11 & 12 Art in the Square – Oct. 17 & 18 Taste of Georgetown – Oct. 17 Red Poppy Festival Art Contest deadline – Oct. 30 MOTION was made and seconded (Vessels/Owen) to adjourn. Meeting adjourned at 12:55 pm. Next meeting will be held October 2, 2009. Future meetings will be moved from the first Friday to the second Friday of each month beginning in November. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, August 7, 2009 The Convention and Visitors Bureau Board will meet on Friday, August 7, 2009 at 11:30 AM in the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Tina Owen; Bob Villarreal; Ty Gipson; Janine Butler 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 5 th minutes Discussion and possible action regarding 2009 Board Goals & Responsibilities Visitor Center Future – Nancy/Tya. Bus Tour Website Information – Bob/Taunyab. Community Link – Bobc. Hospitality – Taunyad. Native American Tour Packages – Randye. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, August 7, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , August 7, 2009. Members Present: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson; Tina Owen Members Absent: Janine Butler Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:30 a.m. Minutes & Board Action Minutes from June 5, 2009 were reviewed and no changes were made. MOTION was made and seconded (Gipson/ Owen) to approve the June 5, 2009 minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion and possible action regarding 2009 Board Goals & Responsibilities Goal: Visitor Center Future – Responsibility : Nancy/Ty Nancy reported that she had a response from Councilmember Keith Brainard regarding the email she sent to the Mayor/City Council supporting moving the Visitor Information Center to the Council Chambers/Municipal Court Building. Councilmember Brainard is in support of the move but a decision cannot be made until a new facilities plan is developed. Nancy will send a request to Paul Brandenburg that the Municipal Court restrooms be available to the public on the weekends. Goal : Bus Tour Website Information – Responsibility: Bob/Taunya/Tina Cari reported on a FAM tour scheduled for Sunday, August 23rd. Going on Faith Tour Group Leaders will be greeted by George Washington Glasscock and entertained by the Palace Theater. Goal: Community Link – Responsibility : Bob Continuing to email information to Chamber on local event, etc. for inclusion in their weekly Chamber Link. Goal : Hospitality – Responsibility: Taunya Training sessions will resume in September. Goal: Communication with Del Webb – Responsibility : Randy Completed Goal : Native American Tour Packages – Responsibility: Randy Completed Discussion and possible action regarding advertising and media exposure and dates of upcoming events Cari gave an update on the following advertising/media exposure and dates to remember: Advertising and Media Exposure Austin Visitors Guide – Fall/Winter Ad Kid Friendly Brochure – Currently in progress Georgetown Photo Walk – Winning photos were presented to Board Going on Faith FAM Tour – Scheduled for Sunday, August 23rd Austin Regional CVB Meeting update – Austin CVB will begin marketing our area at upcoming international trade shows. Mark your Calendars - Dates to Remember Big River (July 17 –Aug. 16); Driving Miss Daisy (Aug.28 –Sept.30) –Palace Theatre First Friday – Tonight from 6-8 p.m., following at 8 p.m by a street dance, featuring Salt . Photo Walk Reception – Tonight from 6-8 p.m. at Framers Gallery. Market Day – August 8 at 9 a.m. 2009 TACVB Annual Conference – Waco – (Cari & Amy) August 11 – 14 Up the Chisholm Trail Cattle Drive and Chuckwagon Cook-off – Sept. 11 & 12 Art in the Square – Oct. 17 & 18 Taste of Georgetown – Oct. 17 Red Poppy Festival Art Contest deadline – Oct. 30 MOTION was made and seconded (Vessels/ Lesseps) to adjourn. Meeting adjourned at 12:45 pm. Next meeting will be held September 4, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, July 3, 2009 The Convention and Visitors Bureau Board will meet on Friday, July 3, 2009 at 11:30 AM in the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Tina Owen; Bob Villarreal; Ty Gipson, Janine Butler Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM The Convention and Visitors Bureau Board WILL NOT MEET at it's regularly scheduled time on July. This month's meeting has been CANCELLED. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 5, 2009 The Convention and Visitors Bureau Board will meet on Friday, June 5, 2009 at 11:30 AM in the in the Parks and Recreation Administration Building, located at 1101 N. College Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Tina Owen; Bob Villarreal; Ty Gipson;Janine Butler 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 May 8 th minutes Discussion and possible action regarding banner project by Georgetown Art Works and the Arts and Culture Board in celebration of the month of the arts in October – Nick Ramos Discussion and possible action regarding 2009 Board Goals & Responsibilities Discussion and possible action regarding Visitor Center Information Distribution Policy Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, June 5, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , June 5, 2009. Members Present: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Bob Villarreal; Ty Gipson Members Absent: Janine Butler, Tina Owen Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:30 a.m. Minutes & Board Action Minutes from May 8, 2009 were reviewed and no changes were made. MOTION was made and seconded (Lesseps/ Villarreal) to approve the May 8, 2009 minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion and possible action regarding banner project by Georgetown Art Works and Arts and Culture Board in celebration of the month of the arts in October Nick Ramos briefed the board on the details of the banner project. The project will consist of 60 to 70 light pole banners which will be located around the Courthouse, the Library, and the surrounding streets of the Square during the month of October. The goal is to have each banner created by a different local Texas artist. After a brief discussion, the Board agreed unanimously that the project will have a positive impact on Georgetown. Discussion and possible action regarding 2009 Board Goals & Responsibilities Goal: Visitor Center Future – Responsibility : Nancy/Ty Nancy presented a letter that she emailed to the Mayor, City Council & City Manager supporting moving the Visitor Information Center to the Council Chambers/Municipal Court Building. Goal : Bus Tour Website Information – Responsibility: Bob/Taunya/Tina No Report Goal: Community Link – Responsibility : Bob Continuing to email information to Chamber on local event, etc. for inclusion in their weekly Chamber Link. Goal : Hospitality – Responsibility: Taunya Training sessions will resume in September. Goal: Communication with Del Webb – Responsibility : Randy Completed Goal : Native American Tour Packages – Responsibility: Randy Randy, Cari, Museum and Visitor Information Volunteers toured the Gault site Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure Vacationfun.com - Interactive Travel Brochure. See, Shop & Savor! Walking Tour of Historic Downtown Georgetown Brochure Mark your Calendars - Dates to Remember A Night on the Red Carpet – A Gala Event (June 6) – Palace Theatre The Odd Couple (June 12 – July 5) – Palace Theatre Georgetown Festival of the Arts – May 30, June 4 – 7 Social Media Marketing Training: Using Facebook, Twitter and Blogs to Promote Your Community – Austin – (Marcy) - June 11 Hill Country Regional CVB Meeting – Austin- (Cari) – June 11 Sheriff’s Posse Rodeo Parade – June 20 Williamson County Sheriff’s Posse Rodeo – June 26 & 27 Sertoma 4 th of July Celebration 2009 TACVB Annual Conference – Waco – (Cari & Amy) August 11 - 14 MOTION was made and seconded (Vessels/ Lesseps) to adjourn. Meeting adjourned at 12:55 pm. Next meeting will be held July 10, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, May 8, 2009 The Convention and Visitors Bureau Board will meet on Friday, May 8, 2009 at 11:30 AM in the City Offices Conference Room 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, secretary; Tina Owen; Bob Villarreal; Randy Lesseps; Ty Gipson, Janine Butler 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 April 3 rd minutes Discussion and possible action regarding HOT grant application– Milton Van Duesen Discussion and possible action regarding 2009 Board Goals & Responsibilities Discussion and possible action regarding advertising and media exposure and dates of upcoming events Adjourn Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, May 8, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , May 8, 2009. Members Present: Nancy Benold, chair; Randy Lesseps, vice-chair; Taunya Vessels, secretary; Tina Owen; Bob Villarreal; Ty Gipson Members Absent: Janine Butler Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:35 a.m. Minutes & Board Action Minutes from April 3, 2009 were reviewed and no changes were made. MOTION was made and seconded (Lesseps/Owen) to approve the April 3 rd minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Fury Basketball HOT grant application discussion The Fury Basketball grant was presented requesting $2,000. Fund will be used for publicizing tournaments and hospitality rooms for coaches and officials. MOTION was made and seconded (Lesseps/Vessels) to approve the $2,000 HOT grant. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion and possible action regarding 2009 Board Goals & Responsibilities Goal: Visitor Center Future – Responsibility : Nancy/Ty Nancy will draft letter to Mayor, City Council & City Manager supporting moving the Visitor Information Center to the Council Chambers/Municipal Court Building. Goal : Bus Tour Website Information – Responsibility: Bob/Taunya No Report Goal: Community Link – Responsibility : Bob No Report Goal : Hospitality – Responsibility: Taunya Training session was conducted for Inner Space Cavern employees on April 13 th Goal: Communication with Del Webb – Responsibility : Randy A pdf of our dining list was emailed to Del Webb for their use. Goal : Native American Tour Packages – Responsibility: Randy Randy and Cari are meeting with Chris Dyer on May 14th regarding the Gault site. Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure 2009 See Texas First newspaper insert Austin Monthly – 109 Fun Things to do in the Summer Mark your Calendars - Dates to Remember Little Shop of Horrors (May) – Palace Theatre Texas Travel & Tourism Week - May 9 - 17 May is National Preservation Month – “This Place Matters” Georgetown Festival of the Arts – May 30, June 4 - 7 Williamson County Sheriff’s Posse Rodeo – June 26 & 27 MOTION was made and seconded (Owens/Vessels) to adjourn. Meeting adjourned at 12:50 pm. Next meeting will be held June 5, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, May 1, 2009 The Convention and Visitors Bureau Board will meet on Friday, May 1, 2009 at 11:30 AM in the Parks & Recreation Administration Building at 1101 N. College St., Georgetown, TS If you need accommodations for a disability, please notify the city in advance. Convention and Visitors Bureau Board Members: Nancy Benold, chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh; Bob Villarreal; Randy Lesseps; Ty Gipson; Taunya Vessels 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 POSTPONED until May 8 at 11:30 a.m. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, May 1, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , May 1, 2009. Members Present: Members Absent: Staff Present: Minutes Regular Meeting This Meeting was postponed until May 8, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, April 3, 2009 The Convention and Visitors Bureau Board will meet on Wednesday, April 3, 2009 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; Tina Owen; Bob Villarreal; Randy Lesseps; Ty Gipson; Janine Butler Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:30 AM Call to Order Nancy called meeting to order at 11:30 a.m. Minutes & Board Action Minutes from March 6, 2009 were reviewed and no changes were made. MOTION was made and seconded (Lesseps/Gipson) to approve the March 6 th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Nomination & Election of Board Officer A MOTION was made to nominate Randy Lesseps as Board Vice-Chair by Owen, Villarreal, seconded. Motion carried. A MOTION was made to nominate Vessels as Board Secretary by Lesseps, Gipson seconded. Motion carried. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Marcha. Visitor Centers - Betty Ann/Nancy/Amy- No discussion.b. Hospitality Program - Taunya/Marcy/Cari- Training session will be conducted for Inner c. Space Cavern employees on April 13 th Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: - Red Poppy Festival Rack Cards - Georgetown & Country Magazine - Hill Country Magazine - TourTexas.com Banner Ad Upcoming Events: - First Friday - Grease – March 20 – April 11 at the Palace Theatre - TTIA Travel Fair – April 23 in San Angelo - 10 th Annual Red Poppy Festival – April 25 & 26 MOTION was made and seconded (Owens/Vessels) to adjourn. Meeting adjourned at 12:55 pm. Next meeting will be held May 8, 2009. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, April 3, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , April 3, 2009. Members Present: Nancy Benold, chair; Taunya Vessels, vice-chair; Tina Owen; Bob Villarreal; Randy Lesseps; Ty Gipson Members Absent: Janine Butler Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:30 a.m. Minutes & Board Action Minutes from March 6, 2009 were reviewed and no changes were made. MOTION was made and seconded (Lesseps/Gipson) to approve the March 6 th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Nomination & Election of Board Officer A MOTION was made to nominate Randy Lesseps as Board Vice-Chair by Owen, Villarreal, seconded. Motion carried. A MOTION was made to nominate Vessels as Board Secretary by Lesseps, Gipson seconded. Motion carried. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Marcha. Visitor Centers - Betty Ann/Nancy/Amy- No discussion.b. Hospitality Program - Taunya/Marcy/Cari- Training session will be conducted for Inner c. Space Cavern employees on April 13 th Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: - Red Poppy Festival Rack Cards - Georgetown & Country Magazine - Hill Country Magazine - TourTexas.com Banner Ad Upcoming Events: - First Friday - Grease – March 20 – April 11 at the Palace Theatre - TTIA Travel Fair – April 23 in San Angelo - 10 th Annual Red Poppy Festival – April 25 & 26 MOTION was made and seconded (Owens/Vessels) to adjourn. Meeting adjourned at 12:55 pm. Next meeting will be held May 8, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, March 6, 2009 The Convention and Visitors Bureau Board will meet on Friday, March 6, 2009 at 11:45 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, Randy Lesseps, Ty Gipson, Bob Villarreal, Tina Owens Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 11:45 AM Welcome/Call to order Discussion and possible action regarding approval of the February 6 th minutes Follow-up report on HOT grant- Milton Van Dusen Discussion and possible action regarding HOT grant application – Chris Dyer, Williamson Museum Discussion and possible action regarding CVB strategic 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, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, March 6, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , March 6, 2009. Members Present: Nancy Benold, chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh; Bob Villarreal; Randy Lesseps; Ty Gipson Members Absent: Taunya Vessels Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:45 a.m. Minutes & Board Action Minutes from February 6, 2009 were reviewed and no changes were made. MOTION was made and seconded (Villareal/Owens) to approve the February 6 th minutes. Vote called to approve minutes (Benold). Motion passed unanimously. Discussion & possible action regarding HOT grant follow -up. Milton Van Dusen distributed follow-up report for Jack Frost Tournament $2,000 for 24 teams which visited Georgetown. Used for advertising and banners, hospitality room and promotion of City. 90% people were from outside Georgetown and approximately 60% stayed two nights in Georgetown hotels. The tournament program included a CVB ad and a welcome letter from Mayor. Milton suggested the board provide a survey to be distributed for follow-up information. Cari suggested collecting email addresses and using SurveyMonkey. The tournament teams want to hold the Jack Frost in Georgetown next year because of the hospitality provided. Cari suggested working with the Chamber of Commerce to email businesses whenever we have large groups coming to town. Nancy commented that sports events put heads in beds . Discussion & possible action regarding HOT grant application . Chris Dyer presented his request for HOT grant funds to fund $10,000 Up the Chisholm Trail event rack cards. Chris gave an update on known changes for the upcoming event. MOTION was made to approve $940 HOT grant (Lesseps). Vote called to approve HOT grant (Benold). Motion passed unanimously. Discussion regarding CVB strategic plan . Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Feb.a. Visitor Centers - Betty Ann/Nancy/Amy- No discussion.b. Hospitality Program - Taunya/Marcy/Cari- Regrouping soon to work on power point c. presentation on Hospitality Training . Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: -Georgetown billboard is up near Jarrell Feb 6. Upcoming Events: -Palace Theatre now showing Grease, March 20- April 19 -City-Wide Garage & Sidewalk Sale, March 28 -Red Poppy Festival, April 24-26 HOT Tax is down for the month of December. MOTION was made and seconded (Butler/Owens) to adjourn. Meeting adjourned at 1:09 pm. Next meeting will be held March 6, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, February 6, 2009 The Convention and Visitors Bureau Board will meet on Friday, February 6, 2009 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; Tina Owens; Betty Ann Sensabaugh; Bob Villareal; Randy Lesseps 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 January 9 th minutes Discussion and possible action regarding the 09/10 budget process and priorities - Micki Rundell, Leticia Zavala Follow-up report on HOT grant–Milton Van Dusen 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, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, February 6, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , February 6, 2009. Members Present: Nancy Benold, chair, Taunya Vessels, vice-chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh; Bob Villarreal Members Absent: Randy Lesseps Staff Present: Cari Miller, Tourism Manager, Leticia Zavala & Micki Rundell with the City of Georgetown Minutes Regular Meeting Call to Order Nancy called meeting to order at 11:32am Minutes & Board Action Minutes from January 9, 2009 were reviewed and no changes were made. MOTION was made and seconded (Owens/Vessels) to approve the January 9 th minutes. Vote called to approve minutes (Vessels). Motion passed unanimously. Discussion & possible action regarding the 09/10 budget process and priorities. Leticia Zavala and Micki Rundell discussed 2009-2010 funding challenges. CVB funds will not be effected by budget shortfall. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Jan.a. Visitor Centers - Betty Ann/Nancy/Amy- Would like more accessible restrooms for b. volunteers. Nancy and Carrie will get in contact with Randy Morrow discuss use of municipal court restrooms. Hospitality Program - Taunya/Marcy/Cari- Regrouping soon to work on power point c. presentation on Hospitality Training . Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: -Georgetown billboard going up near Jarrell Feb 6. Upcoming Events: -Palace Theatre now showing God’s Man in Texas, Feb, 13- March 8 -City-Wide Garage & Sidewalk Sale, March 28 -Red Poppy Festival, April 24-26 HOT Tax is down for the month of December. MOTION was made and seconded (Vessels/Villarreal) to adjourn. Meeting adjourned at 12:31 pm. Next meeting will be held March 6, 2009. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, January 9, 2009 The Convention and Visitors Bureau Board will meet on Friday, January 9, 2009 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, Bob Villarreal, Randy Lesseps, Ty Gipson, Tina Owen 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 December 5 th minutes Follow-up report on HOT grants–Lucas Adams 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, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, January 2, 2009 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , January 2, 2009. Members Present: Taunya Vessels, vice-chair; Janine Butler, secretary; Tina Owens; Betty Ann Sensabaugh; Bob Villarreal; Randy Lesseps Members Absent: Nancy Benold Staff Present: Miller, Tourism Manager Minutes Regular Meeting Call to Order Taunya called meeting to order at 11:35am Minutes & Board Action Minutes from December 5, 2008 were reviewed and no changes were made. MOTION was made and seconded (Lesseps/Sensabaugh) to approve the December 5th minutes. Vote called to approve minutes (Vessels). Motion passed unanimously. Follow-up report on HOT grant– Lucas Adams Lucas Adams provided his recap report for the HOT grant he received for $1391.84. No Action Required. Discussion and possible action regarding monthly task force progress reports – Task Force Chairs New Markets/Shopping – Tina/Randy/Janine/Cari- No meeting in Dec.a. Visitor Centers - Betty Ann/Nancy/Amy- Holiday volunteer luncheon was successful. b. There were a lot of great holiday special events. Hospitality Program - Taunya/Marcy/Cari- February is the tentative date for Visitor c. Center Hospitality Training . Discussion and possible action regarding advertising and media exposure and dates of upcoming events Advertising and Media Exposure: -The 2009 Visitors Guide is finished. Upcoming Events: -Palace Theatre now showing Sex, Love & the IRS, Jan 9-Feb. 1 -Recreation Center Grand Opening , 01/31 -TTIA Unity Dinner, 02/12 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 November. MOTION was made and seconded (Vessels/Sensabaugh) to adjourn. Meeting adjourned at 12:34 pm. Next meeting will be held February 6, 2009.