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HomeMy WebLinkAboutCVB_Agenda&Minutes_2011Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, December 9, 2011 The Convention and Visitors Bureau Board will meet on Friday, December 9, 2011 at 08:30 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: Ty Gipson, Stephanie Blanck, Bob Villarreal, Randy Lesseps, Georgene Richaud, Tina Owen, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1)Welcome/Call to order 2)Discussion and possible action regarding approval of the October 14 minutes 3)Discussion and possible action regarding HOT grant application – GHS Soccer Booster Club Annual Governor’s Cup - Jeff Seiders 4)Discussion and possible action regarding advertising and media exposure and dates of upcoming events 5)Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, December 9, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , December 9, 2011. Members Present: Stephanie Blanck, Nancy Benold, Ty Gipson, Cari Miller, Tina Owen, Georgene Richaud, and Bob Villarreal Members Absent: Randy Lesseps Staff Present: Cari Miller Minutes Regular Meeting ·Discussion and possible action regarding approval of the October 14, 2011 minutes: Nancy B. moved and Georgene R. seconded, minutes approved as written. ·Discussion and possible action regarding HOT Grant Application: GHS Soccer Booster Club Annual Governor’s Cup, Jeffery Seiders and PJ Stephens indicated that the monies from the HOT grant last year saved the booster club enough money to buy nets and goals for the middle school programs. This year, the hotel logos and links will be on the tournament website, the booster club plans on meeting with the hotels to get room blocks locally. There will also be a link to the Visitor Center on the tournament website. The Georgetown Athletic complex will also be home to the State Tournament in the spring. There appears to be a need to re-educate UIL and the visiting coaches regarding hotel availability in Georgetown so there are link on the UIL site as well for fans. Nancy B. moved, and Bob V. seconded that $2,000 be allocated to the Soccer Boosters for the Governor’s Cup, approved. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari Miller gave all members a hard copy of the past month as well as upcoming events. Discussion took place regarding the renovations and move of the current Visitor’s Center. ·Bob V. moved and Tina O. seconded that the meeting be adjourned at 9:44 am, approved. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, November 11, 2011 The Convention and Visitors Bureau Board will meet on Friday, November 11, 2011 at 08:30 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: Ty Gipson, Stephanie Blanck, Nancy Benold, Georgene Richaud, Bob Villarreal, Randy Lesseps Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM THIS MEETING HAS BEEN CANCELLED. Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, October 14, 2011 The Convention and Visitors Bureau Board will meet on Friday, October 14, 2011 at 08:30 PM 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: Stephanie Blanck, Nancy Benold, Ty Gipson, Randy Lesseps, Cari Miller, Tina Owen, Georgene Richaud, Bob Villarreal Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 PM 1)Welcome/Call to order 2)Discussion and possible action regarding approval of the September 9 minutes 3)Discussion and possible action regarding HOT grant application –Georgetown Cycling Challenge, Andrew Willis 4)Discussion and possible action regarding board meeting time, day, and location 5)Introduction of Recycled Art Project – Ty Gipson 6)Discussion and possible action regarding advertising and media exposure and dates of upcoming events 7)Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, October 14, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , October 14, 2011. Members Present: Nancy Benold, Ty Gipson, Randy Lesseps, Cari Miller, Tina Owen, Georgene Richaud, Bob Villarreal Members Absent: Stephanie Blanck Staff Present: Cari Miller Minutes Regular Meeting ·Discussion and possible action regarding approval of the September 9, 2011 minutes: Nancy B. moved and Randy L. seconded, minutes approved as written. ·Discussion and possible action regarding HOT Grant Application: Georgetown Cycling Challenge – Andrew Willis presented the grant application to the Board. The Georgetown Cycling Challenge will be held in Georgetown from May 19-20, 2012. Mr. Willis said it would be a "criterium" race around the Georgetown Square. There will be approxmately 500 competitors and, with those competitors, come their families and friends. Mr. Willis said, generally, it would attract 2,000 people or more. He said one of the things they found with their events is as the event gets established, it would introduce Georgetown to the cycling community and each event would grow quickly each year. He said the plan is to start out as a state event and then grow into a regional or national event. Mr. Willis showed the proposed course for the race. He described the proposed schedule for the event with a packet pick up on Friday, the race on Saturday and then another set of races on Sunday. He said participants will spend the night and will each spend approximately $350 while in Georgetown. The City Council voted to support the event at their September 13 Council Meeting. After lengthy discussion, Randy L. moved that the CVB provide $15,000 to the Georgetown Cycling Challege; Tina O. seconded – Approved 6-0. ·Discussion and possible action regarding board meeting time, day, and location - The Board discussed moving the current meeting time and day. After discussion it was decided to keep the meeting day and time the same – 2nd Friday, 8:30am. ·Introduction of Recycled Art Project - Ty Gipson briefed the Board on the Recycled Art Project. Minute Man Press is providing scrap materials to the GISD Art Departments. Both High Schools will be working together to construct a unity Christmas tree to be placed on the Courthouse lawn. The Junior High Schools will be working on a poppy project. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events - Cari M. distributed her monthly reports, discussed HOT money collected, and upcoming events. ·Nancy B. moved and Randy L. seconded that the meeting be adjourned at 9:40 am - Approved 6-0. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Wednesday, September 9, 2011 The Convention and Visitors Bureau Board will meet on Wednesday, September 9, 2011 at 08:35 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: Stephanie Blanck, Nancy Benold, Georgene Richaud, Bob Villarreal, Ty Gipson, Randy Lesseps, Tina Owen Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:35 AM 1)Welcome/Call to order 2)Discussion and possible action regarding approval of the August 12 minutes 3)Discussion and possible action regarding HOT grant application – Jack Frost Thanksgiving Tournament, Milton Van Dusen 4)Discussion and possible action regarding advertising and media exposure and dates of upcoming events 5)Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Wednesday, September 9, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Wednesday , September 9, 2011. Members Present: Stephanie Blanck, Nancy Benold, Ty Gipson, Randy Lesseps, Cari Miller, Tina Owen, Georgene Richaud Members Absent: Bob Villarreal Staff Present: Cari Miller Minutes Regular Meeting ·Discussion and possible action regarding approval of the August 12, 2011 minutes: Nancy B. moved and Randy L. seconded, minutes approved as written. ·Discussion and possible action regarding HOT Grant Application: Jack Frost Invitational Tournament – Discussion: HOT grants have supported this tournament for 4-5 years. HOT grants are to encourage new or innovative events that would fill the hotels in Georgetown. The challenge currently faced, the hotels in Round Rock are often offered at a lower rate. The discussion involved other upcoming events in Georgetown for the spring 2012 which would include a Lacrosse Tournament, Bowling Tournament over several weekends and a Bike race or Criterium. After lengthy discussion, Tina O. moved that the CVB provide $1,000 to the Jack Frost Invitational Tournament; Nancy B. seconded – vote included 5 Aye and 1 Abstain (Lesseps) motion passed. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari M. distributed her monthly reports, discussed future use of HOT tax money, discussed HOT grant Rubric. The CVB meeting day and time will be reviewed at the next meeting. ·Nancy B. moved and Randy L. seconded that the meeting be adjourned at 9:44 am, approved. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, August 12, 2011 The Convention and Visitors Bureau Board will meet on Friday, August 12, 2011 at 08:30 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: Ty Gipson, Georgene Richaud, Stephanie Blanck, Tina Owen, Rand Lesseps, Nancy Benold, Bob Villarreal Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the June 24 minutes 3.Discussion and possible action regarding board support letter on possible Arts Center 4.Discussion and possible action regarding revised HOT grant application 5.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 6.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, August 12, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , August 12, 2011. Members Present: Stephanie Blanck, Nancy Benold, Ty Gipson, Randy Lesseps, Cari Miller, Tina Owen, Georgene Richaud, Bob Villarreal Members Absent: Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting Welcome/Call to order by : Ty G. at 8:42 am. Discussion and possible action : ·Discussion and possible action regarding approval of the June 24 minutes: Georgene R. moved and Nancy B. seconded that the minutes be approved as written, passed. ·Discussion and possible action regarding board support letter on possible Arts Center: After discussion and review of several possible photos of a future Art Center, Stephanie B. moved and Bob V. seconded that a letter of support be drafted, passed. ·Discussion and possible action regarding revised HOT grant application : Cari M. had drafted some revisions for review by CVB. After discussion and other recommendations made, Bob V. moved and Nancy B. seconded that the revisions be approved by the CVB Board – passed. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari M. distributed her monthly reports, discussed future use of QR Codes. ·Georgene R. moved and Bob V. seconded that the meeting be adjourned at 9:04 am, approved. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, July 8, 2011 The Convention and Visitors Bureau Board will meet on Friday, July 8, 2011 at 08:30 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: Ty Gipson, Bob Villarreal, Tina Owen, Stephanie Blanck, Georgene Richaud, Randy Lesseps, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM The Convention and Visitors Bureau Board Meeting for July has been cancelled. The CVB Board will meet at their regular meeting on August 12. Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 24, 2011 The Convention and Visitors Bureau Board will meet on Friday, June 24, 2011 at 08:30 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: Ty Gipson, Stephanie Blanck, Randy Lesseps, Tina Owen, Bob Villarreal, Nancy Benold, Georgene Richaud Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 21 and May 13 minutes 3.Report from Arts and Culture Board concerning possible visual arts center – Eric Lashley, Library Director 4.Approval of Convention & Visitor Bureau Board By-Laws – Bridgett Chapman , Assistant City Attorney 5.HOT grant follow-up report – David Gaume, GHS Soccer Booster Club 6.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 7.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 24, 2011 The Convention and Visitors Bureau Board will meet on Friday, June 24, 2011 at 08:30 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: Stephanie Blanck, Ty Gipson, Cari Miller, Randy Lesseps, Tina Owen, Bob Villarreal, Nancy Benold, Georgene Richaud Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 21 and May 13 minutes 3.Report from Arts and Culture Board concerning possible visual arts center – Eric Lashley, Library Director 4.Approval of Convention & Visitor Bureau Board By-Laws – Bridgett Chapman , Interim City Attorney 5.Discussion and possible action regarding H.O.T. grant application – Chisholm Trail Days 6.HOT grant follow-up report – David Gaume, GHS Soccer Booster Club 7.Discussion and possible action regarding H.O.T. grant applications – Ride On Center for Kids 8.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 9.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, June 24, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , June 24, 2011. Members Present: Stephanie Blanck, Nancy Benold, Cari Miller, Georgene Richaud, Bob Villarreal Members Absent: Ty Gipson, Randy Lesseps, Tina Owen Staff Present: Cari Miller Minutes Regular Meeting Welcome/Call to order by : Georgene R. at 8:42 am. Discussion and possible action : ·Discussion and possible action regarding approval of the March 21 and May 13 minutes: Nancy B. moved and Bob V. seconded that the minutes be approved as written, passed. ·Report from Arts and Culture Board concerning possible visual arts center – Eric Lashley, Library Director : Eric distributed a handout to reinforce his talking points regarding using the old Power and Light Building/Police Station as an Arts Center once the new Public Safety Facility is built. The planning should begin right away and the Arts and Culture Board would like the CVB to consider a letter of support. Ultimately, if successful, the new center would put additional ‘heads in beds’ for Georgetown. It will enhance the ability to bring in festivals, art activities, etc. The CVB will make this an item for discussion at the July meeting. ·Approval of Convention & Visitor Bureau Board By-Laws – Bridgett Chapman , Interim City Attorney : The City Manager had given Legal the charge of reviewing the By-laws with all the city advisory boards. Ms. Chapman did a comprehensive review of the CVB By-laws with the board and answered all questions. Bob V. moved and Stephanie B. seconded that the By-laws be approved as written, passed. ·Discussion and possible action regarding H.O.T. grant application – Chisholm Trail Days The name and dates of the old “Up the Chisholm Trail” have been changed as well as the branding. Ms. Ross explained in detail all the improvement to the event, which will be held in October, as well as all the new additions. The Chuck wagons will be back but there will be a Cowboy Breakfast, BBQ Cook-off, 200 volunteers surveying the visitors to the event, as well as collaboration with other organizations. Go Texan has partnered with the event and will help advertise in and out of Williamson County. Ms. Ross showed the new ‘logo’ for the event. The money will be used for Rack Cards and Posters around the county and state. Nancy B. moved and Bob V. seconded that the $1570.00 HOT grant application be approved, passed. ·HOT grant follow-up report – David Gaume, GHS Soccer Booster Club : Mr. Gaume and Mr. Seiders provided the CVB with a thorough review of the State Soccer Tournament and hotels occupied. UIL, which had always done the hotel blocking for the officials and teams and the tournament had previously been in Round Rock, have only Round Rock hotels on their website links. The tournament officials all stayed in Georgetown with 13 rooms at La Quinta used and 30 rooms at Comfort Suites. 11 Round Rock hotels were used. Cari M. will contact Phyllis Broz, the UIL event coordinator, and TASCO (Soccer Coaches Association) and discuss links to Georgetown hotels if the state soccer tournament returns to Georgetown. The restaurants used for the tournament included: CiCi’s Pizza, Mariachi’s, El Patron, Monument, Domino’s, Firehouse Subs, and GISD Food Services. The soccer boosters were able to raise $20,000 in concession sales during the tournament and money went to purchasing soccer goals for all three middle schools who are about to start their inaugural seasons in 2011-2012. The monies received from HOT grant allowed the concession money to provide the goals. ·Discussion and possible action regarding H.O.T. grant applications – Ride On Center for Kids : After a review of the 2 grant applications and comprehensive discussion, Nancy B. moved and Bob V. seconded that under the powers given the CVB by the state of Texas, the applications did not qualify for HOT monies, passed. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari M. distributed her monthly reports, no additional discussion. ·Stephanie B. moved and Nancy B. seconded that the meeting be adjourned at 10:20 am, approved. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, June 10, 2011 The Convention and Visitors Bureau Board will meet on Friday, June 10, 2011 at 08:30 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: Stephanie Blanck, Nancy Benold, Ty Gipson, Cari Miller, Randy Lesseps, Georgene Richaud, Tina Owen, Bob Villarreal Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM THIS MEETING HAS BEEN CANCELLED. WILL POST A RESCHEDULED MEETING AT A LATER DATE. 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 21 and May 13 minutes 3.Report from Arts and Culture Board concerning possible visual arts center – Eric Lashley, Library Director 4.Approval of Convention & Visitor Bureau Board By-Laws – Bridgett Chapman , Assistant City Attorney 5.HOT grant follow-up report – David Gaume, GHS Soccer Booster Club 6.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 7.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, May 13, 2011 The Convention and Visitors Bureau Board will meet on Friday, May 13, 2011 at 08:30 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: Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the April 8 minutes 3.Discussion and possible action regarding HOT grant application – Milton Van Dusen 4.Discussion and possible action regarding additional collateral to be used by HOT grant recipients to ensure that their participants maximize the use of Georgetown facilities 5.Discussion and possible action on Heartfelt Service Award 6.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 7.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, May 13, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , May 13, 2011. Members Present: Stephanie Blanck, Ty Gipson, Cari Miller, Randy Lesseps, Tina Owen, Bob Villarreal Members Absent: Nancy Benold, Georgene Richaud Staff Present: Cari Miller Minutes Regular Meeting Welcome/Call to order by : Ty Gipson at 8:37 am. Discussion and possible action : ·The minutes of the April 8, 2011 were reviewed : Randy L. moved and Bob V. seconded that the minutes be approved as written - passed ·Discussion and possible action regarding HOT grant application – Milton Van Dusen: The Georgetown hotels are linked on the website yet there is no explicit request or guidance that any of the Georgetown hotels to be used. It will be suggested for all future grant requests that the expectation is the actual promotion and usage of local hotels. There must be evidence of the usage as well as direct links to host hotels. Bob V. moved and Tina V. seconded that the Fury Basketball program receive $2,000 with the conditions expressed above. Passed. ·Discussion and possible action regarding additional collateral to be used by HOT grant recipients to ensure that their participants maximize the use of Georgetown facilities: This discussion is a continuation of last month’s dialog. Having an email link to be used by all requestors with photos unique to the kind of event being held is encouraged for the future. ·Discussion and possible action on Heartfelt Service Award: A sample Rack card and nomination form was shown – discussion. Recommended that the date be deleted. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari Miller’s report was reviewed. It is estimated that 15,000 were in attendance Saturday night for the music at Poppy Fest. Discussed changes to the Parade date and food court area for 2012. ·Bob V. moved and Randy L. seconded that the meeting be adjourned at 9:41 AM. Passed. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, April 8, 2011 The Convention and Visitors Bureau Board will meet on Friday, April 8, 2011 at 08:30 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: Stephanie Blanck, Nancy Benold, Ty Gipson, Randy Lesseps, Georgene Richaud, Nancy Benold, Bob Villarreal, Tina Owen Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the March 11 minutes 3.Discussion and possible action regarding additional collateral to be used by HOT grant recipients to ensure that their participants maximize the use of Georgetown facilities 4.Discussion and possible action regarding the 11/12 budget input 5.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 6.Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, April 8, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , April 8, 2011. Members Present: Stephanie Blanck, Nancy Benold, Ty Gipson, Cari Miller, Randy Lesseps, Georgene Richaud, Tina Owen, Bob Villarreal Members Absent: Staff Present: Cari Miller, Tourism Manager Minutes Regular Meeting ·The minutes of the March 11, 2011 were reviewed : Correction – delete Taunya Vessels from the minutes as having been in attendance. Georgene R. moved and Nancy B. seconded that the minutes be accepted as written with the correction, approved by unanimous vote. ·Discussion and Follow-Up of the Jack Frost Basketball Tournament: Milton V. thanked Minute Man Press and GTX Awards to sponsorships. He provided a new application for the HOT grant regarding the Fury Basketball Spring and Summer Tournaments. This will be tabled until next month. ·Discussion and possible action regarding additional collateral to be used by HOT grant recipients to ensure that their participants maximize the use of Georgetown facilities: It was suggested by Georgene that one consistent electronic document be developed, one that can be sent to all organizations that are having events in Georgetown, to promote the hotels and restaurants in this area. This would be something that can be sent to the Event Directors who would then send to the participants. It would need to be something that would capture their attention. Further discussion tabled until next meeting. ·Discussion and possible action regarding the 11/12 budget input: a)Increase the amount of HOT tax coming into the city by: ·Increased exposure of Georgetown by building a new Visitors Center on I-35 ·Promoting more work day events such as conferences, meetings, etc. ·Having a city owned conference center b)Issues and Concerns: ·Increase gas prices will reduce the number of visitors ·HOT revenue will decrease due to economic issues and conditions c)Promote the Heartfelt Hospitality Award: ·In order to increase customer service to out of town customers and our citizens d)Need money for marketing, advertising, exposure to out of town traveling guests ·Maintain current budget level in order to support future grants and level of services. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: Cari Miller’s report. ·Bob V. moved and Nancy B. seconded that the meeting be adjourned at 9:56 am, approved by vote. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Monday, March 21, 2011 The Convention and Visitors Bureau Board will meet on Monday, March 21, 2011 at 09:00 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: Ty Gipson, Georgene Richaud, Stephanie Blanck, Nancy Benold, Tina Owen, Bob Villarrreal, Randy Lesseps Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 09:00 AM 1)Welcome/Call to order 2)Discussion and possible action regarding HOT grant application – David Gaume, GHS Soccer Booster Club 3)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 _________________, 2011, 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, March 11, 2011 The Convention and Visitors Bureau Board will meet on Friday, March 11, 2011 at 09:30 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: Stephanie Blanck, Ty Gipson, Randy Lesseps, Tina Owen, Georgene Richaud, Bob Villarreal, Nancy Benold Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 09:30 AM 1.Welcome/Call to order 2.Discussion and possible action regarding approval of the January 14 minutes 3.Board member introductions 4.Discussion and possible action regarding the 11/12 budget process and priorities – Laurie Brewer, Assistant Finance Director 5.HOT grant follow-up report – David Gaume, GHS Soccer Booster Club 6.Discussion and possible action regarding the nomination and election of board officers 7.Discussion and possible action regarding board meeting time, day, and location 8.Discussion and possible action on Heartfelt Service Award 9.Update on Visitor Guide and Website redesign 10.Discussion and possible action regarding advertising and media exposure and dates of upcoming events 11.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 _________________, 2011, 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 11, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , March 11, 2011. Members Present: Stephanie Blanck, Nancy Benold, Ty Gipson, Cari Miller, Randy Lesseps, Georgene Richaud, Taunya Vessels, Bob Villarreal Members Absent: Tina Owen Staff Present: Cari Miller Minutes Regular Meeting Welcome/Call to order by : Ty Gipson at 8:32 am. Discussion and possible action : ·The minutes of the January 14, 2011 were reviewed . No corrections were made. Georgene R. moved and Randy L. seconded that the minutes be accepted as written, approved by unanimous vote. ·Board member Introductions : Welcome Nancy Benold back to the CVB Board. ·Georgetown 2011/2012 budget process and priorities - Laurie Brewer, Assistant Finance Director: The 2010 Survey was distributed and reviewed. Ms. Brewer handed out a short questionnaire to help stimulate discussion of priorities for the CVB to submit to the council. The CVB must reach consensus by April 15th. This will be an agenda item at the next meeting. ·HOT grant follow-up report – David Gaume, GHS Soccer Booster Club: Mr. Gaume provided a thorough update for the CVB. He thanked CiCi's pizza for the food donation for the officials hospitality. They spent $2271 of the money during the 2 weekends of the Governor's Cup. He provided a list of where all the money went and anticipated there were 900 people in attendance over the 2 weekends, not including players. There were 62 teams that played and 33 were from 'out of the area'. Some restaurants were easy to work with while others were very difficult. The Boys have won the district title and the Girl's are currently in 3rd. The State Tournament will be April 14-16 here in Georgetown which means up to 16 teams from out of town, 210 potential hotel rooms. The Soccer Boosters will submit another HOT grant application to cover hospitality assistance for UIL officials. ·Nominations and election of board officers : Stephanie B. moved that Georgene R. be elected as Vice Chair, Nancy B. seconded, approved by acclimation Bob V. moved that Stephanie B. be elected Secretary, Nancy B. seconded, approved by acclimation Ty G. was appointed Chair by the City Council ·Discussion regarding board meeting time, day, and location : It was agreed that the 2nd Friday at 8:30 AM would remain the standing meeting time. ·Discussion and possible action on Heartfelt Service Award: Two fonts were reviewed and one approved for the logo. No other action will be taken until after Poppy Fest ·Update on Visitor Guide and Website redesign : Next year possibly add a Sports Events page to the Guide. There is more coming to the website. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events: It would be helpful to this board to have a better understanding of the numbers of persons who read the Sun, watch Channel 10, etc. This will be discussed further at the next meeting ·Nancy B. moved and Bob V. seconded that the meeting be adjourned at 10:55 am, approved by vote. Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, February 11, 2011 The Convention and Visitors Bureau Board will meet on Friday, February 11, 2011 at 08:30 AM in the 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: Ty Gipson, Chair; Taunya Vessels, Vice-Chair; Stephanie Blanck, Secretary; Georgene Richaud, Bob Villarreal, Randy Lesseps, Tina Owen Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM THIS MEETING HAS BEEN CANCELLED. 1)Welcome/Call to order 2)Discussion and possible action regarding approval of the January 14 minutes 3)HOT grant follow-up report – David Gaume, GHS Soccer Booster Club 4)Discussion and possible action on Exemplary Service Program 5)Update on Visitor Guide and Website redesign – Cari Miller 6)Discussion and possible action regarding advertising and media exposure and dates of upcoming events 7)Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Notice of Meeting of the Convention and Visitors Bureau City of Georgetown, Texas Friday, January 14, 2011 The Convention and Visitors Bureau Board will meet on Friday, January 14, 2011 at 08:30 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: Ty Gipson, Chair; Taunya Vessels, Vice-Chair; Stephanie Blanck, Secretary; Bob Villarreal; Randy Lesseps; Tina Owen; Georgene Richaud Convention and Visitors Bureau Board meets every second Friday of the month unless otherwise specified. Call to Order at 08:30 AM 1)Welcome/Call to order 2)Discussion and possible action regarding approval of the December 10 minutes 3)Discussion and possible action on Exemplary Service Program 4)Discussion and possible action regarding CVB Board By-laws 5)Discussion and possible action regarding HOT Grant Application Form 6)Update on Visitor Guide and Website redesign – Cari Miller 7)Discussion and possible action regarding advertising and media exposure and dates of upcoming events 8)Adjourn Certificate of Posting I, Jessica Brettle, 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 _________________, 2011, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary Minutes of the Meeting of the Convention and Visitors Bureau Board City of Georgetown, Texas Friday, January 14, 2011 The Convention and Visitors Bureau Board of the City of Georgetown, Texas, met on Friday , January 14, 2011. Members Present: Stephanie Blanck, Ty Gipson, Randy Lesseps, Tina Owen, Georgene Richaud, Taunya Vessels and Bob Villarreal Members Absent: none Staff Present: Cari Miller Minutes Regular Meeting Welcome/Call to order by: Ty Gipson at 8:40 am. Discussion and possible action: ·Minutes: December 19, 2010 Meeting - The minutes of the December 10, 2010 were reviewed. No corrections were made. Georgene R. moved and Taunya V. seconded that the minutes be accepted as written, approved by unanimous vote. ·Discussion and possible action regarding Exemplary Service Program – CVB Board Cari Miller brought the updated logo for review , discussion; all members liked the logo and discussed placing the Georgetown ‘G’ somewhere on it. Several names for the award were discussed; all members gave Cari M. their top 2 choices. Cari will let the Board know the outcome. ·Discussion and possible action regarding CVB Board Bylaws – CVB Board: A copy of the Bylaws was distributed to members for discussion. Several areas were antiquated and in need of revision. After much discussion regarding the required membership representation , it was agreed that Georgene R. will review that section of the Bylaws and submit suggestions. All members are encouraged to read the Bylaws and send Cari M. any suggestions. All changes must be approved by the City Council. ·Discussion and possible action regarding HOT Grant Application Form – CVB Board: Discussion revolved around giving HOT grant money to already established events vs. new events to Georgetown. It is recommended that the CVB move to awarding grants only twice per year , possibly February and August. Those who already received grants in the past year will be given notification of this change. Preference will be given to new organizations and/or new events. Money will be put toward community awareness of the HOT grant. ·Update on the Visitor’s Guide and Website Resign – Cari Miller: See handout Cari M. distributed copies of the new visitor’s guide for discussion. They should be ready by early February. ·Discussion and possible action regarding advertising and media exposure and dates of upcoming events – Cari Miller: Tabled Future Agenda items : (1)Schedule a visit for the CVB to the Temple Event Center (December 2010 minutes) Adjournment : Ty G. moved that the meeting be adjourned at 9:50 AM, seconded by Georgene R., approved. The next meeting is scheduled for February 11, 2011 at the Visitor’s Center at 8:30 AM.