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HomeMy WebLinkAbout1993 Convention And Vistors Bureau • ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS LORDS PARK PAVILION MINUTES October 7, 1993 PRESENT: Larry AmBurn, Jill Gewetzki, Rich Hirschberg, Ed Kelly, Joanne Nesler, Clay Pearson, Margo Quick, Ed Spurr, Ed Wolowiec. GUESTS: Vicki Kirkland, V.K./PR; Carol Butler, Holiday Inn. STAFF: Diane Ramsay, Diane Merchut, Luann Hachtel BOARD PACKET: a)Sales Report, September, 1993 b)Monthly Operational Report, September, 1993 c) ICCVB RETREAT - AUGUST 1992 d) BUDGET ADDENDUM Hirschberg called the meeting to order at 9: 10 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve Sept. minutes as presented was made by Wolowiec. Seconded by AmBurn. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve July and August financials as presented was made by Spurr. Seconded by Nesler. Motion carried. MONTHLY REPORTS: Ramsay reported on the following projects: Venture magazine is complete and distribution has started. Copies were handed out. An overview of the report for ICCVB Retreat in August was made and copies handed out. NITC is sponsoring a Tourism Seminar on Nov. 16, 1993 , 9am - 3pm. Copies of the topics and registration form were handed out. University of Illinois is sponsoring a Festival and Event Managers ' Workshop on Nov. 17-19 , 1993 . Registration forms were handed out. Accounts Receivable - We received a check from Ironhedge Inn. This was an old accounts receivable. A check for $480.00 was received from Santa Village for the coupon program. . • • r The executive committee completed a favorable performance review of Ramsay. Ramsay has completed the reviews on Hachtel and Merchut. Everything is now complete for the '93 Grant program, and the auditors are working on the year end report and audit. We have received a check for two months from the State of Illinois '94 Grant program. The special meeting was held on Sept. 28 on the Algonquin Princess. The board discussed a proactive agenda for the of the Riverboat development. More on this will be discussed under New Business. SALES REPORTJMERCHUT: Merchut did an overview of her report. Northwest Passage Fam tour was a success. A report of some quick shopping dollars was included. A breakdown of the destinations of the Motorcoach reports was included for August and September. PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland did an overview on balance of F/W Venture magazine work. Discussion followed on the revenue and costs of the magazine. OLD BUSINESS: No old business. NEW BUSINESS: Budget Addendum Report: Copy of the present financial condition and status/October, 1993 and memo regarding gaming development impact was read. Pearson: Contractual Agreement portion should be on a separate presentation. Part A: Interim period needs before boat opens. Part B: Contractual Agreement would be an on going request with a proposed budget included to show what the 10 or 15% of the local admissions tax would be used for. Kelly: Perhaps the request should be for specific amount of money rather than a % figure. Discussion as to exactly who would be responsible for the interim followed. Quick: Large developers are often asked to pay an impact fee and this would be similar - an investment approach "Seed Money" . Included in the memo should be a report on how we have arrived at the request such as number of employees before and after riverboat, telephone calls before and after and quote where we acquired these figures. Quick made a recommendation for Ramsay to proceed with two separate memos as discussed above and to show it to the executive board for approval before it is mailed. A recommendation was also made at the Sept. 28 meeting to have a seminar for local businesses. This would inform them of the importance of packaging and ways of promoting the entire area, in addition to the boat. Donna Shaw from the State of Illinois will be contacted to be the primary _ . em., speaker along with someone from Nevada Landing and Hyatt and perhaps a tour operator. This will be a 9am-lpm with lunch. Round table discussion during lunch and a question/answer period to follow. . Cost would be $25.00. An endorsement letter from the Chambers should be sent out to make this event a large success. NEXT MEETING: The next meeting will be at the Bureau office November 4 , 1993 at 8am. ADJOURNMENT: Meeting adjourned at 10:25am. Res ctfully submitted, Diane Ramsay, xecuti Director tow _44, ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS BUREAU OFFICE MINUTES November 4, 1993 PRESENT: Nancy Epping, Jill Gewetzki, Rich Hirschberg, Ed Kelly,Dr. Eric Larson, Joanne Nesler, Clay Pearson, Ed Spurr, Ed Wolowiec, Marie Yearman. GUESTS: Vicki Kirkland, V.K./PR; Carol Butler, Holiday Inn, Dean Thornton, Step-on Guide & CVB Vol. , Debbie Whitman, Bartlett Ballroom. STAFF: Diane Ramsay, Diane Merchut, Luann Hachtel BOARD PACKET: a) Sales Report, October, 1993 b)Monthly Operational Report, October, 1993 c) Executive Directors Report, October, 1993 d) City of Elgin Hotel/Motel Tax Revenue Report e)Two Copies of letters to Peter Simon Hirschberg called the meeting to order at 8: 05 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve Oct. minutes as presented was made by Pearson. Seconded by Wolowiec. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve September financials as presented was made by Epping. Seconded by Nesler. Motion carried. BOARD OF DIRECTORS A status report on the directors that need to be filled for 1994 was passed out and discussed in detail. Quick, Larson and Wolowiec are all qualified to serve another term according to the by-laws. Epping made a motion to accept the ballot as presented for Quick, Larson and Wolowiec plus the Elgin Chamber appointment of Terry Endrud. City of Elgin has to appoint two persons as Spurr and Epping will not be able to serve again for 1 yr. MONTHLY REPORTS: Ramsay reviewed her written report in detail about the following: *Financial Outlook -Hotel/Motel Tax Report *LTCB Grant '93- '94 ,, *Accounts Receivable (Ventures) *Financial Proposal to"Elgin Landing" development. (Attached Copies) *Economic Development -Hampton Inn & Update on Howard Johnson property. *Interns/Volunteers - 11 3/4 hours for October *Randolph Shaw & Co. - Still working on audit. *Ventures Visitors Guide Magazine-Fall/Winter *Post Card Program -Not going fast enough. Phone calls will have to be made. *World Cup - June '94 *Tourism "Packaging" Seminar - (Attached Copies) Wed. January 26th DON'T MISS THIS ONE Donna Shaw, Deputy Director of IBOT is dynamic! All Chambers will be contacted to support this. SALES REPORT/MERCHUT: Merchut did an overview of her report. Two handouts were passed around: Survey: Clean Room No. 1 Reason To Pick Hotel and Industry Rallies Around 'Cry' : No New Travel Taxes for NAFTA. PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland made a report on meetings with CVB, NITC and Studio 155 on ad for River Boat, proposal/consultation and press releases. Working on Holiday press releases too. OLD BUSINESS: No other old business. e^ NEW BUSINESS: Holiday Inn is still working with someone to offer airport transportation. NEXT MEETING: The next meeting will be at the Holiday Inn December 2, 1993 at 8am. ADJOURNMENT: Meeting adjourned at 9:02am. Respectfully submitted, , ,a,te_ _A, ./v_,Ii, A Ramsay, Executiv director r . ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS HOLIDAY INN MINUTES December 2 , 1993 PRESENT: Larry AmBurn, Nancy Epping, Ed Kelly, Dr. Eric Larson, Clay Pearson, Ed Wolowiec, Marie Yearman. GUESTS: Vicki Kirkland, V.K./PR; Randall Green, ECC V-PAIC; Walter & Marge Clesle; Debra Duros & Arthur Fotopoulos, Ramada Inn. STAFF: Diane Ramsay, Diane Merchut, Luann Hachtel BOARD PACKET: a) Sales Report, November, 1993 b)Monthly Operational Report, November, 1993 c) Executive Directors Report, November, 1993 d)Meeting Schedule for 1994 e)Tentative 1994 Officers and Board of Directors list Wolowiec called the meeting to order at 8: 10 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve Nov. minutes as presented was made by Epping. Seconded by Larson. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve October financials as presented was made by Larson. Seconded by AmBurn. Motion carried. BOARD OF DIRECTORS Pearson passed out a report from the nominating committee (Nancy Epping, Rich Hirschberg, and Clay Pearson) with recommendations for 1994 Officers of the Elgin Area Convention Visitors Bureau as follows: President, Rich Hirschberg 1st Vice-President, Ed Wolowiec 2nd Vice-President, Larry AmBurn Secretary/Treasurer, Joanne Nesler Immediate Past-President, Nancy Epping City Council Representative, Marie Yearman Pearson moved to approve the slate of officers as presented. There being no other nominations from the floor, nominations were closed. Epping made a motion to approve the slate of officers as presented. Seconded by Larson. Epping made a motion to elect the Officers as presented. Kelly seconded. Officers were elected by acclamation. Pearson remarked that the by-laws should be reviewed as the duties of the Immediate Past-President and the City Council Representative are not listed in Article IV/Officers. Larson made a motion to appoint Randall Green to the Board of Directors. Seconded by AmBurn. Motion carried. Appreciation plaques were given to Kelly and Clesle for the dedicated service they have given in the past years as Board Members. We appreciate it! ! MONTHLY REPORTS: Ramsay reviewed her written report in detail about the following: *Financial Outlook -Hotel/Motel Tax Report Hampton Inn should be breaking ground next week. Howard Johnson could be sold to Amerihost very soon. Ramada Inn has two new people working very hard. These factors should increase the tax dollars. *LTCB Grant '93- ' 94 Income in for July thru September *Accounts Receivable (Ventures) OK *Financial Proposal to"Elgin Landing" development. No word as yet. ""` *Donations- North End Benevolent Assoc. donated $200 to the bureaus operations. A thank you was sent. *Economic Development -Hampton Inn & update on Howard Johnson property covered above. Nothing on Budgetel. Children's Discovery Museum of Elgin looking to open mid-April . Huntley Factory Shops-Route 47 & I-90 Outlet mall under construction. Article in your packet. (Part of Prime Dev. ) *Interns/Volunteers - 11 3/4 hours for October *Randolph Shaw & Co. - Audit is complete. Copies available from Luann. *Ventures Visitors Guide Magazine-Spring/Summer New rate cards were passed out. *Post Card Program -Not going fast enough. Phone calls still need to be made. *Tourism "Packaging" Seminar - Article on Donna Shaw, Deputy Director of IBOT passed out. Scheduled for Wed. January 26th. DON'T MISS THIS ONE. It will be at the Holiday Inn. There will be a cost. All Chambers will be contacted to support this. *Board of Directors/Retreat- Lunch cost to be determined. February 3, 1994 , 8: 30am - 1pm. at McGraw Wildlife Lodge. Rt. 25. This is our regular meeting day in February. Mark your calendars. *Met with Darlene Mueller - Gilberts. l V *Second notices sent for some Fall/Winter "Ventures" . *Updated four mailing lists in the computer. *Meeting with Gifford Park Assoc. . about "Light up the Town" house decorating contest. *Sent 37 letters for Home for the Holidays funding. *Did four different research projects for State of IL *Attended 8 meetings, luncheons, etc. *Toured the Hollywood Casino Pavilion/Aurora *Sent letter to City of Elgin/Mayor to appoint two board members for 1994 . *Ordered 4 , 500 inserts for updating the Antiquing Weekend guide. *Arranged for 1/2 page ad for Home for the Holidays events (signature ad supported at no charge to the bureau) . Daily Courier News - Sun. 12/5. In addition to the above Ramsay went over the Financial Status of the Bureau as of December 1, 1993 . A status sheet was handed out for review. SALES REPORT/MERCHUT: Merchut did an overview of her report. Five handouts were made available: World Cup USA94 , 1993 Leisure Traveler Expenditures Spring Seasonal Overview, Study of Average Leisure Traveler Expenditures and Economic Impact of the Group Tour Market, Fast Facts on Convention Signage,and Just the Facts NTA Q & A. '' PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland made a report on meetings with printers and artists for the S/S Venture costs; worked on the rate card for S/S Venture also. Continue to work on Holiday press releases. OLD BUSINESS: No other old business. NEW BUSINESS: A report about the new facility at ECC (V-PAIC) was given by Randy Green. There will be an open house on January 29 & 30. A Chamber mixer will have a preview of this on December 16. Ticket office has been set up - 622-0300. There is 10 minute parking available to run in to buy tickets also, along with another large parking lot for the facility. This facility will compliment the Hemmens. They are working together. NEXT MEETING: The next meeting will be at the Old Main Museum, 365 Park St. , Elgin- January 6, 1993 at 8am. ADJOURNMENT: Motion was made by AmBurn to adjourn at 9: 32am. Seconded by Larson. Motion carried.4 Resp ctfully submitted, ,--f—c-e_. ,ez-psitix.-e rbk Diane Ramsay, Execu e Director