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HomeMy WebLinkAbout1992 Convention And Visitors Bureau • ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS ELGIN AREA CONVENTION VISITORS BUREAU MINUTES January 7, 1992 PRESENT: Nancy Epping, Rich Hirschberg, Joanne Nesler, Edward Kelly, Marie Yearman, Dean Thornton, Larry AmBurn, Margo Quick, Walter Clesle. GUESTS: Vicki Kirkland (V.K/PR) ; Carol Butler, Holiday Inn; Cheryl Murray, Ramada Inn; Mike Lasee, Super 8; Corinne Brauch, Haeger. STAFF: Diane Ramsay, Luann Hachtel, Diane Merchut. BOARD PACKET: a)Monthly Operational Report, November & December, 1991 b) Financial, November, 1991 c) Sales Report, November & December, 1991 d) Promotion Expenses/6 Years e)State of Illinois-Input Session f)Tenatiave Meeting Schedule, 1992 Rich Hirschberg called the meeting to order at 8:06 am. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve the November minutes as presented was made by Thornton. Seconded by Kelly. Motion carried. No meeting in December. APPROVAL OF FINANCIAL REPORT A Motion to approve the October & November financials as presented was made by Nesler Seconded by Thornton. Motion carried. BOARD OF DIRECTORS/'92: At our previous meeting two appointments were open for the new year. The nomination for these positions are Ed Wolowiec from Port Edwards, Algonquin; and Dr. Eric Larson, ECC, Elgin A motion was made to close the nominations by Nesler. Seconded by Kelly. Motion carried. A motion to cast a unanimous ballot for the the two officers as presented by Kelly. Seconded by Thornton. Motion carried. eft ,�. rik MONTHLY REPORTS Ramsay reported on the following projects: HOTEL/MOTEL TAX INCREASE/CITY OF ELGIN: AmBurn reported on the meeting that will be January 8 at the City of Elgin regarding the increase in the Hotel/Motel tax. BRIDAL SHOW: The signed agreement with Dave Harman has been received for the Bridal Show. This includes $25.00 per booth up to 50 booths. "VENTURES" TABLOID: The salespersons are selling the ads for the Spring/Summer tabloid. Our goal is to have all sales in by February 29, 1992. IBOT-INPUT SESSION ON 12/11/91: A new Director of Tourism, Donna Shaw, has been appointed by the Illinois Bureau of Tourism. Her first duty is to propose a State Marketing Plan. To do this she held "Input Sessions" throughout the state for priorities of each area. Merchut & Ramsay attended. In your packet is a list of these priorities at this meeting. Ramsay did a review of these. The main focus is to have Illinois people travel in Illinois. 6 YEAR REPORT-FIGURES: A review of the 6 year report on promotional materials was given. LTCB GRANT FUNDING STATUS/FY'92: Our first check has arrived for a two month period. This takes care of all expenses through November. CLIPPING SERVICE: In December we hired Bacon Clipping Service for $60.00 per month and sixty-five cents for each clipping. We are going to analysis this further and perhaps see if some other attractions would like to participate in the cost. SALES REPORT Merchut did an overview of her written report expounding on her ABA convention, beina an excellent tool for the groundwork for UBORA. We will have a meeting for the Hotel and Attractions in January. PUBLIC RELATIONS REPORT Kirkland did a short report with an explanation of the advertising for Home for the Holidays along with some of the future plans for ads in magazines, etc. OLD BUSINESS No old business. NEW BUSINESS No new business. • f ANN rib. NEXT MEETING Next meeting, Thursday, February 6, 1992 SAM- 12 Noon Retreat at Camp Tu-Endie-Wei. ADJOURNMENT Meeting adjourned at 9: 11 AM. Respectfully submitted, All -A. - _ A 4i/7...%: ■ Dia - •amsay, • ecut • =• • - - or • r 'w 4.1" ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS \PV ELGIN AREA CONVENTION VISITORS BUREAU MINUTES �' l\ March 7, 1992 PRESENT: Larry AmBurn, Walter Clesle, Rich Hirschberg, Dr. Eric Larson, Margo Quick, Susie Richardson, Dean Thornton, Ed Wolowiec, Marie Yearman. GUESTS: Carol Butler, Holiday Inn; Wendy McMurray, Whiston McMurray Adv. & Lula Cassidy, Howard Johnson. STAFF: Diane Ramsay, Luann Hachtel, Diane Merchut. BOARD PACKET: a)Monthly Operational Report, January, 1992 b) Sales Report, February, 1992 c) Board Retreat Survey Results 3/3/91 d) Cash Flow Projection e) Five Advertising Samples for Spring f) Public Relation Report/V.K./PR, February, 1992 Rich Hirschberg called the meeting to order at 8: 12 am. INTRODUCTIONS: All present introduced themselves. eft APPROVAL OF MINUTES A motion to approve the January minutes as presented was made by Thornton. Seconded by Wolowiec. Motion carried. APPROVAL OF FINANCIAL REPORT A Motion to approve the December & January financials as presented was made by Larson Seconded by Thornton. Motion carried. MONTHLY REPORTS Ramsay reported on the following projects: RETREAT SURVEY RESULTS: Nine out of 15 surveys were returned from the retreat in February with results as presented. Results were discussed. BUDGET SAVINGS: A cash flow projection is included in the hand outs and discussed. Budget items are being reviewed to see what can be set aside for capital and ongoing expenses due to relocating. New funding ideas and options will also be looked into to increase staff and services for the future. We have decided to drop our membership in e r 5 the Chicago Convention & Visitors Bureau for a savings of $500 per year. BRIDAL SHOW: I have a tentative meeting with Dave Harman next week to review the Bridal Show. He is suppose to bring a check with him at that time. "VENTURES" TABLOID: We are wrapping up the ads and editorials for the Spring/Summer tabloid. Ad sales have been pretty good. ADVERTISING-SAMPLES FOR SPRING: Included in your packets are five samples of ads that will go to various media in the Spring. They are marked with the designated issues. STATE GRANT/ '92-93: We have received the '92-93 grant certification papers this week for the initial paperwork to be completed by March 31, 1992. Letters to all the cities will go out today. IACVB EDUCATION SEMINAR: An overview of the classes taken at the seminar in St. Louis was given by Ramsay. VOLUNTEERS HOURS: We had two volunteers working in March. Karen Michaelis worked 10.25 Hrs. putting motor coach folders together for Merchut. Barb Townsend worked 12 .5 Hrs. on organization of the Venture Tabloid. SALES REPORT Merchut did an overview of her written report highlighting her experience on 5 small Corporate calls and the March Hospitality Seminar on March 15 at Howard Johnson. A Fam tour will be held the following week. PUBLIC RELATIONS REPORT Kirkland has her report in the packet. OLD BUSINESS No old business. NEW BUSINESS No new business. NEXT MEETING Next meeting, Thursday, April 2, 1992, 8AM at the Milk Pail Village. ADJOURNMENT Meeting adjourned at 9: 15 AM. Respectfully submitted, 'ill / Dia e Ramsay, Ex' cutive D' I ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS ( ► ■1 A ELGIN AREA CONVENTION VISITORS BUREAU MINUTES \ci ICY v April 2, 1992 Q�I PRESENT: Larry AmBurn, Walter Clesle, Rich Hirschberg, Dr. Eric Larson, Susie Richardson, Dean Thornton. GUESTS: Vicki Kirkland, V.K/PR. STAFF: Diane Ramsay, Luann Hachtel, Diane Merchut. BOARD PACKET: a)Monthly Financial Reports, February, 1992 b)Sales Report, March, 1992 c)General List of Capital Items d)Venture Tabloid Summary e)Readers Viewpoint Rich Hirschberg called the meeting to order at 8:22 am. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES March minutes could not be approved because e" a quorum was not present. Minutes were discussed. No questions. ' APPROVAL OF FINANCIAL REPORT February financials could not be approved because a quorum was not present. Financials were discussed. No. questions. MONTHLY REPORTS Ramsay reported on the following projects: STATE OF IL/MONITORING VISIT: Marvin Boston, grant monitor from Illinois to review the first two quarters of our LTCB grant program. Merchut 's health insurance was not an allowable expense. He suggested that we switch part of Ramsay's salary to the grant program. Everything else checked out alright. UPDATE ON OFFICE SPACE: We have looked at many different locations for office space. Most need extensive work and money to make them usable for offices. One location in the Center City area is in move in condition. Ramsay is negotiating on that space. BRIDAL SHOW: A meeting is scheduled with Dave Harman this eft afternoon for a partial payment on the Bridal Show agreement. "VENTURES" TABLOID: We sold $13 ,000 of ads for the Spring/Summer tabloid. Summary of commissions payable is attached. Thoughts are to go to a different format on the next issue to eliminate the monopoly of the present printing company. STATE GRANT/ '92-93: We have received letters from all 11 cities in our service area for the certification process. The paper work was mailed by March 31, 1992, to the State of Illinois. SALES REPORT Merchut did an overview of her written report highlighting the Hospitality Seminar on March 15 at Howard Johnson and the Faia tour that followed the next week. Corporate calls are still being made and the response is very good. Larry AmBurn reported on Airport Transportation that will start May 4th. from Holiday Inn to Circle Restaurant at O'Hare Airport. PUBLIC RELATIONS REPORT Kirkland gave a report on the ads that have been sent out as well as more information on a new format for the next Venture tabloid. ,". OLD BUSINESS No old business. NEW BUSINESS No new business. NEXT MEETING Larry AmBurn volunteered to have the next meeting at the Holiday Inn; Thursday, May 7th, 1992. ADJOURNMENT Meeting adjourned at 9: 15 AM. Respectfully submitted, ice. _�✓/,�!!�i� Dia e�Ramsay, Executive .* rector ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS ELGIN AREA CONVENTION VISITORS BUREAU MINUTES October 1, 1992 PRESENT: Larry AmBurn, Walter Clesle, Rich Hirschberg,Ed Kelly, Dr. Eric Larson, Joanne Nesler, Susie Richardson, Dean Thornton, Ed Wolowiec, Marie Yearman. GUESTS: Pam Groh, Ramada Inn; Mike Lasee, Super 8 Motel; Carole Butler, Holiday Inn; Lynn Akers, Cardunal Area Chamber of Comm. ; Marilyn Spear, Haeger Potteries; Vicki Kirkland, P.K./PR; Jim Donovan & Nancy Driscoll, Midieval Times; Clay Pearson, City of Elgin; Mike Turner, Center City. STAFF: Diane Ramsay, Luann Hachtel BOARD PACKET: a)July & August Financials b) Sales Report, September, 1992 c) Operational Report, September, 1992 Rich Hirschberg called the meeting to order at 8: 10 AM. (01- INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve September minutes as presented was made by Wolowiec. Seconded by Larson. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve the July and August financials as presented was made by Larson. Seconded by AmBurn. Motion carried. MONTHLY REPORTS Ramsay reported on the following projects: FUNDING UPDATE: The City's Hotel/Motel tax has been coming in below projected amount by about $8000. This means our portion will be under by about $4000 at present. The '92-93 amount from the State will also be short by $11, 000 because of realignment of the bureau funding formula. Considering this information we can see the dire need for more hotel rooms, especially needed is a convention hotel. We received our first check from the state in September for the July payment. The final reports have been sent to the state and the audit for ' 91-' 92 is due by June, 1993 . BUDGET TO THE CITY OF ELGIN: Our budget for the city of Elgin has been taken dropped off. Along with it was a letter regarding the appropriation of the proposed river boat gambling income, with a request that a portion be considered for the bureau use for collateral materials and staffing. Five percent was the suggested figure. GOVERNORS CONF. ON TOURISM: A brochure on the seminar's for the Governors Conference, Oct. 27-29, was passed around for everyone to look at. Copies will be made for anyone interested in attending. BUREAU BRIEFING-UPDATE: The lawyer has all the completed tax exempt paper work to be filed with IRS. This meeting is officially considered our Annual meeting to fulfill our by-laws. Four one hour briefing sessions were held on September 16 to inform all the associates about co-op advertising possibilities for the coming year. Fifteen responded and twelve attended. Information was passed out on the Board of Director "k vacancies for 1993 . Recommendations have been sent to the Chamber and the City of Elgin. According to the by-laws, officers were supposed to be elected in September. This portion needs some altering as the new board is not in position until January. No one volunteed for the by-laws committee. Possible changes will be run past Epping and Nesler said she would help. Seventeen events were sent to NITC for the 1993 calendar. In addition, there will be 15 top attractions sent in for the new format. The calendar and information will be a combined brochure. VENTURES MAG./UPDATE: We have 69 advertisers in the new magazine with the revenue about $14, 000. It is being printed now and should be on the street in the next couple of days. Discussion on publishing this more times per year followed. RIVERBOAT GAMBLING REQUEST: Center city has requested a support letter for riverboat gambling to the gaming board. A sample was passed out for anyone else that would like to send one on a personal basis. Turner gave us an update on information regarding this. SALES REPORT/MERCHUT: Merchuts report is in the packet. She is in Wisconsin/ Minnesota on a sales trip, and again reports from her are very encouraging. She had 56 leads from the Iowa trip and all of these have been forwarded to the attractions. One has booked already for 1993 . PUBLIC RELATIONS REPORT/KIRKLAND: Kirkland's report is in the packet. OLD BUSINESS: No old business. NEW BUSINESS: No old business. NEXT MEETING: Elgin Community College has offered to host the November 5, 1992 meeting at 8: 00 AM. ADJOURNMENT Meeting adjourned at 9: 32 AM. Respectfully submitted, Diane Ramsay, Execu ' - e Director ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS I E LGIN AREA CONVENTION VISITORS BUREAU \s\D\f) MINUTES November 5, 1992 PRESENT: Nancy Epping, Rich Hirschberg, Dr. Eric Larson, Susie Richardson, Ed Spurr, Dean Thornton, Ed Wolowiec. GUESTS: Pam Groh & Tawnya Smith,Ramada Inn; Mike Turner, Elgin Center City; Edith Fitts, Elgin Symphony Orchestra; Lula Cassidy, Howard Johnson; Vicki Kirkland, P.K./PR; STAFF: Diane Ramsay, Luann Hachtel, Diane Merchut BOARD PACKET: a) Letter to other ten cities for financial assistance. b) Sales Report, October, 1992 c)Operational Report, October, 1992 d) Cash Flow Projection, July '91- June '92 e)Wrap Up Ventures Magazine Fall/Winter ' 92 f)Media/Promotion, October, 1992 Rich Hirschberg called the meeting to order at 8: 17 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve October minutes as presented was made by Epping. Seconded by Wolowiec. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve the September financials as presented was made by Larson. Seconded by Spurr. Motion carried. BOARD OF DIRECTORS STATUS & ELECTION: Kevin Kelly could not serve on our Board of Directors as it is the policy of the Chamber that no two staff of the Chamber serve on the same board. A nominating committee consisting of Kelly, Hirschberg and Butler decided to ask Lula Cassidy, Howard Johnson, and she accepted. An official letter from the Chamber will follow for her appointment. The City of Elgin has written a confirmation to re-appoint Marie Yearman to another term and appoint Mike Turner for a two year term (replacement for Richardson who cannot serve for 1993 per by-laws) . There being no other nominations for consideration a motion to approve the re-election of Joanne Nesler, Rich Hirschberg and Walter Clesle was made by Epping and Seconded by Richardson. Motion carried. The new board will begin in January, 1993 . • MONTHLY REPORTS Ramsay reported on the following projects: FINANCIAL INFO: A copy of the letter is in your packets that went to the remainder of ten cities for financial assistance to the Bureau. Carpentersville, East Dundee, and South Elgin have contacted us to date on this letter. Rolling cash flow for July '91 - June '92 is enclosed in you packet of information. BUDGET TO THE CITY OF ELGIN: Our budget for the city of Elgin has been submitted. BUREAU BRIEFING-UPDATE: The tax exempt paper work has been acknowledged by the IRS on October 23 , 1992 . They say to allow at least 100 days to be processed. VENTURES MAG./UPDATE: Attached is a wrap up of Venture Magazine income and expenses. We should realize about $2,725. profit. The new format has been received very well. HOLIDAY EVENTS: Richardson gave a detail report of holiday plans for the month of December (Home for the Holidays) . Turner said there would be a Business After Hours at Riverside Plaza (Spiess Building) on Dec. 10, 5pm-8pm. SALES REPORT/MERCHUT: Merchuts report is in the packet. Her trip to Wisconsin- Minnesota went very well. They visited a lot of banks that are doing Motor Coach Trips. PUBLIC RELATIONS REPORT/KIRKLAND: Kirkland's report is in the packet. The art board for the NITC Annual Guide was passed around. OLD BUSINESS: Cassidy asked about more information for signage along the tollway for hotels, etc. Ramsay will look up information she has on file. NEW BUSINESS: The Bureau will have an official open house on December 17, 1992, 5pm-7pm. NEXT MEETING: Hemmens will host the next meeting on Thur. Dec. 3 , 1992 at 8am. ADJOURNMENT r Meeting adjourned at 9 : 15 AM. ' F Respe tfully Submitted, • Diane Ramsay, Executi direct. .