Lawrence Convention & Visitors Bureau Advisory Board
Tuesday, August 27, 2008
Attending Board Members: Michael Moore, Brad Kemp, Constance Wolfe, Bob Schumm, Derek Felch, Jim Adams, Jane Pennington, Nancy Longhurst, John Schilling and Jeanine Hetrick
Attending Staff: Judy Billings, Ashlee Roll-Gregory, Kate Eichten, Debbie White & David Longhurst
Not attending: David Johnston, Doug Holiday, Karen Christilles & Lisa Patterson
Derek Felch called the meeting to order and moved approval of the minutes as presented. It was seconded and the motion carried.
Financials
Billings began the meeting with an introduction of the new Board members and by bringing them up to speed with how the CVB collects and records transient guest tax. Billings then reported that bed tax collections are doing well, but as the CVB has experienced in the past, yearend numbers may not keep pace. Staff will watch collections closely and adjust the budget as needed.
Billings noted that the CVB has received its quarterly check from the City after the financial report was prepared; therefore, most of the items in the accounts payable section of the report have been paid. The CVB is still collecting the first round of advertising funds for the Visitor Guide which is designed to pay for itself with advertising revenues.
Also at this time, Billings reported that the CVB has requested and received funds from the City for special projects which include the recent Chautauqua and the redesign of the CVB’s website.
Old Business
Billings reviewed the Visitor Identity Branding project for the new board members and gave them the history of the project. Billings said that the next step of the project was to take it to City Hall to gage perception.
Kemp noted that the long-term scope of an identify project could affect everything from streetscapes to the CVB logo. In other cities that have taken on an identity project, the project has had a large impact. However, in order for it to be successful, there would need to be a “buy in” from the entire community.
Wolfe also noted at this time that, as a member of the CVB subcommittee regarding the identity project, she had been taking pictures of Lawrence and viewing the City through the eyes of a visitor. Wolfe reported that items such as signs, streetscapes, etc… would be a touch point for a visitor coming into Lawrence.
A proposal will be taken by the committee to the City Manager sometime later in the fall.
New Business
Billings reported that she was currently working on Advisory Board by-laws. In the past, the CVB Board did not have by-laws because they operated under the Chamber’s by-laws. Billings asked the Board for help with drafting these by-laws. Schumm volunteered.
Discussion began on the subject of Guidelines for using the Bed Tax Reserve Fund. The CVB has been approached by several organizations about funding for their events. For example, Get Downtown will make their request for Bed Tax funds to the city and the CVB through DMI will support that request. Billings noted that she thinks events that are supported by the CVB should be proven events that bring people into hotels during a time when hotel business is needed. Wolfe recalled a similar discussion by the board several years ago. Staff agreed to research minutes of meetings to see what decisions had been made. Board members Longhurst, Felch, Pennington, Adams and Wolfe agreed to serve on a committee to draft guidelines for consideration at the November meeting.
Due to Sanner’s absence, Billings reported on a potential new cycling event that he is involved with creating over the 4th of July weekend. Billings noted that it would be a good time for an event in Kansas. This event would include local activities, a downtown criterion, etc and is predicted to bring in cyclists from around the region.
Meeting Adjourned
Next Meeting scheduled for 3:30 p.m., Tuesday, November 18th, 2008 at a location to be determined.