HomeMy WebLinkAboutAgenda_CVB_07.08.2021Notice of Meeting for the
Conv ention and Visitors B ureau Adv isory B oard
of the City of Georgetown
July 8, 2021 at 8:30 AM
at Georgetown City Hall, 808 Martin L uther K ing Jr Street,
T he C ity o f G eorgetown is c o mmitted to c ompliance with the Americans with Dis ab ilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reasonable
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e contac t the C ity S ecretary's
O ffic e, at leas t three (3) d ays p rio r to the s cheduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin
Luther King Jr. S treet, G eo rgeto wn, T X 78626 for ad d itional info rmation; T T Y us ers route thro ugh R elay
Texas at 711.
The C onve nti on & Visitor s B ur e au A dvisory B oar d i s now mee ting in
pe rson. A quorum of the C onve nti on & Visitor s B ur e au A dvisory B oard
will be i n atte ndanc e at the C ity H al l C ommunity R oom, 808 M artin
L uthe r K ing J r. S tre et. It is possi bl e that one or mor e board me mber s
may atte nd via video Confe r e nc e using the Zoom c l ie nt.
To allow for as muc h c itize n par tic ipation as possibl e , c iti ze n c omments ar e
acc epte d e ither in pe rson or via the Zoom clie nt. F ac e masks are
encour age d. U se of profanity, thr eate ni ng language , sl ander ous re mar ks or
thr eats of har m ar e not allowe d and wi ll re sult in you bei ng i mmediate ly
re move d fr om the me eting. I f you have que stions or ne e d assistanc e, ple ase
contac t the C ari M ille r at c ar i.mil le r@ge orge town.or g or at 512-930-3585.
To par ti c i pate vi rtually, ple ase c opy and paste the foll owi ng weblink into
your br owse r:
https://ge or getowntx.zoom.us/j/96857865377?
pwd=M i9 P c W5vR C tJ Wj B mV n N Y bE pV TmR N Zz09
M ee ti ng I D : 968 5786 5377
P assc ode : 806097
O r by phone, 888-475-4499 U S Toll -fr ee , 833-548-0276 U S Tol l-fre e, 833-
548-0282 U S Tol l-fre e, or 877-853-5257 U S Toll-fr e e
C itize n c omme nts are acc epte d i n the foll owing for mats:
· Submit wri tten comme nts to c ari .miller @ge or ge town.org by 5:00
p.m. on the date of the mee ti ng and the R e cor ding S e c r e tary will forwar d
your c omments to the board be fore the me eting.
· L og onto the mee ting at the l ink above and “r aise your hand”
during the ite m, or attend the me eti ng and sign-up to spe ak i n-per son for
an ite m poste d on the agenda.
To joi n a Zoom me eting, c lic k on the li nk pr ovide d and join as an attende e .
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You wil l be aske d to e nte r your name and e mail addr e ss (thi s i s so we can
identi fy you when you ar e c al le d upon). To speak on an i tem, cl ic k on the
“R aise your H and” option at the bottom of the Zoom mee ting we bpage
onc e that i tem has ope ne d. Whe n you are calle d upon by the R ec ording
S ec re tar y, your devic e will be r e mote ly un-mute d by the A dministrator
and you may spe ak for thre e mi nutes. P le ase state your name cl ear ly, and
when your ti me is ove r, your de vi ce wi ll be muted agai n.
Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c o nvene an Exec utive S es s ion for any purp o s e
authorized b y the O pen Meetings Ac t, Texas G o vernment C ode 551.)
A Welcome/C all to o rd er – Karen S o effker, C VB Bo ard C hair
L egislativ e Regular Agenda
B Disc ussio n and p o s s ib le ac tion regard ing ap p ro val o f the June 10, 2021 meeting minutes – Karen
S oeffker, C VB Board C hair
C Disc ussio n and p o s s ib le ac tion to rec o mmend c o ntracting with Dec o rI Q fo r the leas ing, installation, and
maintenanc e o f the 2021 ho lid ay lights, the ins tallatio n and maintenance of the build ing c o rnic e lights , and
the installatio n and remo val o f the holiday wreaths and tree in the amount not to exceed $115,170.71 - C ari
Miller - C VB Touris m Manager, Trish Lo ng - F acilities Manager, Eric Jo hns o n - P ub lic Works Direc to r
D UI L S tate S o c c er To urnament Hotel O c c up anc y Tax G rant F ollow-up R eport P resentatio n – C ari Miller,
To urism Manager
E Disc ussio n and p o s s ib le ac tion to approve a Hotel C onferenc e & Meeting G rant for the Texas
Assoc iatio n o f P hys ic al P lant Adminis tration (April 5 – 10, 2024) – C ari Miller, To urism Manager
F Disc ussio n and p o s s ib le ac tion to approve a Hotel C onferenc e & Meeting G rant for the Texas Munic ipal
C ourts Educ atio n C enter (Dec emb er 1 – 3, 2021) - C ari Miller, To urism Manager
G S taff R ep o rt - C ari Miller, Touris m Manager
Adjournment
Adjournment
Ce rtificate of Posting
I, R obyn Dens mo re, C ity S ec retary for the C ity of G eorgetown, Texas, do hereb y certify that this Notice of
Meeting was p o s ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgeto wn, T X 78626, a p lace readily
acc es s ib le to the general p ublic as req uired by law, on the _____ day of _________________, 2021, at
__________, and remained so p o s ted fo r at leas t 72 c o ntinuo us hours prec eding the sc heduled time of s aid
meeting.
__________________________________
R o b yn Dens more, C ity S ecretary
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City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Welc o me/C all to order – Karen S oeffker, C VB Board C hair
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
Page 3 of 22
City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Dis cus s io n and pos s ible actio n regarding approval of the June 10, 2021 meeting minutes – Karen S oeffker,
C VB Board C hair
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
AT TAC H ME N T S:
D escription Type
June 10, 2021 Meeting Minutes Backup Material
Page 4 of 22
6/10/2021
Minutes of Meeting of the
Convention & Visitor Bureau Board
City of Georgetown, Texas
June 10, 2021
The mission of the Georgetown Convention and Visitors Bureau is to increase the economic impact on
Georgetown by promoting the community as a tourist and meeting destination.
MEMBERS PRESENT: Stephanie Blanck, Rachel Cummins, Christy Fisher,
Blake Triplet, Jim Wilson, Daniel Orozco
MEMBERS ABSENT: Karen Soeffker
STAFF PRESENT: Cari Miller, Tourism Manager
GUEST: None
1.. Welcome/Call to order at 8:39 AM– Jim Wilson, CVB Board Vice-Chair
Legislative Regular Session
2. Discussion and possible action regarding approval of the April 8, 2021, April 13, 2021, and
May 13, 2021, meeting minutes - Jim Wilson, CVB Board Vice-Chair
Motion by Orozco, second by Fisher to approve the April 8, 2021, April 13, 2021, and May
13, 2021 meeting.
Approved 6-0
3. Discussion and possible recommendation to approve a three-year contract for sponsorship of
The Daytripper with Chet Garner in the amount of $240,000 - Cari Miller, Tourism
Manager
Miller presented the proposed contract renewal. In July of 2017, the Georgetown City
Council unanimously approved a three-year contract for sponsorship of The Daytripper. The
sponsorship has proven to be successful. Below are sponsorship metrics collected from
October 2017 – June 2021:
• Visitors Center Survey - The Daytripper is the third leading driver of how visitors
discover Georgetown. (Only ranking below Word of Mouth and Friends and Family.)
• TheDaytripper.com is the third leading website source of VisitGeorgetown.com website
referrals. (Only ranking below Georgetown.org and Visit Georgetown Facebook.)
Below are the benefits Georgetown will continue to receive by renewing our partnership with
The Daytripper:
• Broadcast - Two 10-second spots built-in to all 13 episodes which will air and rerun
multiple times. During Season 12 “The Daytripper” aired an estimated total of 24,000
times. (24,000 airings) x (2 spots per airing) = 48,000 total spots. This is a 32% increase
over Season 8 and marks a steady increase in reach and viewership.
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6/10/2021
• On-line & PBS App Spots - Two 10 second spots in all 13 episodes with unlimited on-
demand viewing. During Season 12 “The Daytripper” will be streamed an estimated total of 56,000
times, excluding this PBS app.
• The Daytripper Website – Georgetown Logo and Hyperlink to VisitGeorgetown.com on
every page of The Daytripper website. During 2020, “The Daytripper” website earned
968,198 page views
• The Daytripper Newsletter- Georgetown Logo and Hyperlink to VisitGeorgetown.com in
The Daytripper Monthly Newsletter. Currently with 16,997 subscribers
• On-line Promotion - Opportunities to promote visiting Georgetown on Daytripper blog,
website, and social media. Combined reach of over 230,000 followers (Facebook, Instagram,
Twitter)
• Up to Three Appearances and Hosting by Chet Garner.
The Board requested Miller discuss with Chet Garner to possibility of planning a new
Georgetown episode during the 3-year contract period. After further discussion, the
following motion was made.
Motion by Orozco, second by Cummins to recommend the Georgetown City Council
approve the three-year contract for sponsorship of The Daytripper with Chet Garner in the
amount of $240,000.
Approved 6-0
4. Discussion and possible action to approve a Hotel Conference and Meeting Grant for the
Texas Association of the Gifted and Talented (March 27-29, 2022) Cari Miller, Tourism
Manager
Based upon the number of room nights projected at the Sheraton Austin Georgetown Hotel &
Conference Center the group is eligible for up to $1,953.32. Grant funds will be used to
offset a portion of the expenses of the conference.
Motion by Blanck, second by Wilson to approve the grant application for a maximum
reimbursement of $1,900.00.
Approved 5-0 (Triplet abstained)
5. Staff Report - Cari Miller, Tourism Manager
• Leisure tourism has rebounded to 2019 numbers
• The Group Sales position is open and interviews will soon begin
• Visitors Center visitation numbers continue to rapidly increase
• Next CVB Board meeting - July 8, 2021
Adjournment
Motion by Cummins, second by Triplet to adjourn the meeting at 9:11 a.m.
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6/10/2021
_________________________________________
Karen Soeffker, Chair
_________________________________________
Stephanie Blanck, Secretary
_____________________________________
Cari Miller, Tourism Manager
________________
Date
Page 7 of 22
City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Dis cus s io n and pos s ible actio n to recommend c ontrac ting with DecorI Q for the leas ing, ins tallatio n, and
maintenance of the 2021 holiday lights , the ins tallation and maintenanc e of the b uilding cornice lights, and
the ins tallation and removal of the ho lid ay wreaths and tree in the amo unt no t to exc eed $115,170.71 - C ari
Miller - C VB To uris m Manager, Tris h Lo ng - F ac ilities Manager, Eric Johns on - P ublic Wo rks Director
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
Ho tel O c cupanc y Tax F und s are available
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
AT TAC H ME N T S:
D escription Type
DecorIQ Es timate Backup Material
Page 8 of 22
Estimate
Date
6/11/2021
Estimate #
3997
Name / Address
City of Georgetown
Purchasing Department
PO Box 409
300-1 Industrial Avenue
Georgetown, TX 78627
Rep
JA
Project
City of Georgetown 2021Thank you for the opportunity!
Signature
Total
Subtotal
Sales Tax (0.0%)
Item Description Qty Rate Total
TREES THROUGHOUT DOWNTOWN AREA
Product Lease Opt... Lease of lights in 48 trees - total lights = 434,700 1 28,255.50 28,255.50
Product Lease Opt... Buyboard 15% Discount 1 -4,238.32 -4,238.32
Labor Only 48 Trees: 434,700 total lights (Installation/Removal
Labor Only)
1,020 50.00 51,000.00
Labor Only City Owned Wreath - 67 Total (Installation/Removal
Labor Only)
89 50.00 4,450.00
Labor Only City Owned 18' Frame Tree (Installation/Removal Labor
Only)
31 50.00 1,550.00
Product Purchase Purchase of new C9 Lights for Roofline 15,105.89 15,105.89
Product Purchase Buyboard 15% Discount 1 -2,265.88 -2,265.88
Labor Only Labor to install Roofline Lights 200 50.00 10,000.00
6 TREES AROUND COURTHOUSE
Product Lease Opt... Lease of lights in 6 trees (Approx 84k lights) 1 5,486.49 5,486.49
Product Lease Opt... Buyboard 15% Discount 1 -822.97 -822.97
Labor Only Installation/removal of lights wrapped on main branches
of 6 existing trees around courthouse (Approx. 84k lights)
133 50.00 6,650.00
*** BUYBOARD VENDOR #643-21 ***
***City is subject to the Texas Prompt Payment Act***
***Payment Terms: 50% deposit, 25% after completion
of installation, remaining balance at completion of
removal. All invoices will be Net30 from date of
invoice.***
_____________________________________
***Customer acknowledges that any changes to Customer's design may require additional
supplies or labor, and may result in additional fees being charged. ***Customer agrees to
pay DecorIQ in accordance with the rates and terms set out in the Estimate. Any amount
not paid, is subject to a late charge of 1.5% per month (18% per annum). Overdue
payments will be applied firstly to accured interest and secondly to the unpaid principal
balance. ***Damage or missing items that are leased will be charged at full retail
replacement cost. ***DecorIQ will not be responsible for any defects or damage associated
with weather conditions or vandalism, including but not limited to wind, rain, snow, ice,
extreme cold or theft. Repairs will be billed at $60 per man hour plus materials. On
multi-year leases a 25% cancellation fee will be invoiced based on the remaining balance
of contract from date the 30 day notice was received.
$115,170.71
$115,170.71
$0.00
Page 9 of 22
City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
UI L S tate S oc c er Tournament Ho tel O c cupanc y Tax G rant F o llo w-up R ep o rt P res entation – C ari Miller,
Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
Page 10 of 22
City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Dis cus s io n and pos s ible actio n to ap p ro ve a Ho tel C o nference & Meeting G rant fo r the Texas
As s o ciatio n of P hys ical P lant Ad ministration (Ap ril 5 – 10, 2024) – C ari Miller, Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
Ho tel O c cupanc y Tax fund s are available
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
AT TAC H ME N T S:
D escription Type
Texas As s ociation of Phys ical Plant Adminis tration Grant
Application
Backup Material
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City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Dis cus s io n and pos s ible actio n to ap p ro ve a Ho tel C o nference & Meeting G rant fo r the Texas Municipal
C o urts Education C enter (December 1 – 3, 2021) - C ari Miller, Touris m Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
Ho tel O c cupanc y Tax fund s are available
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
AT TAC H ME N T S:
D escription Type
Grant Application Backup Material
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City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
S taff R ep o rt - C ari Miller, To urism Manager
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
Page 21 of 22
City of Georgetown, Texas
Convention and Visitors Bureau
July 8, 2021
S UB J E C T:
Ad jo urnment
IT E M S UMMARY:
N/A
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
C ari Miller, Touris m Manager
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