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HomeMy WebLinkAbout1994 Convention And Vistors Bureau • 1 , • 1- ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS VPAIC/ELGIN COMMUNITY COLLEGE MINUTES April 7, 1994 PRESENT: Grey Bayor, Terry Endrud, Jill Gewetzki, Randall Green, Dr.Eric Larson, Wendy McMurray,Clay Pearson, Margo Quick, Ed Wolowiec. GUESTS: Vicki Kirkland, V.K./PR; Marilyn Spear, Haeger Potteries, Inc. ; Lynn Akers, Cardunal Chamber/Dundee Twp. Tourist Center; Mike Danahey, Dundee Park District; Susie Richardson, Hemmens; Jerry Goldstein, Children's Discovery Museum. STAFF: Diane Ramsay, Luann Hachtel BOARD PACKET: a) Investment Schedule b)Marengo Room Rental Tax Article c) Bureau Busy Promoting Area Article ., Wolowiec called the meeting to order at 8: 09 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES • The Board Retreat was in March, therefore there were no minutes to be approved. • APPROVAL OF FINANCIAL REPORT A motion to approve February financials as presented was made by Larson. Seconded by Pearson. Motion carried. Jerry Goldstein, President of the Children's Discovery Museum gave a detail report on the opening plans, April 16, at 32 Fountain Square Plaza (River Place/Spiess Bld. ) MONTHLY REPORTS: Ramsay reported on her activities for the month as follows: *Financial Outlook -Hotel/Motel Tax staying about the same. *Application for ' 95 LTCB Grant has been sent in. *Most of month was spent on Venture Magazine. *Economic Development -Hampton Inn manager will be moving to Elgin April 20. Renovation has started on the soon to be Days Inn. No word on Budgetel. r Gilberts has requested to be included in our qu promotional area. Letter has been received from them. '*Post Card Project -Moving right along. All 36 have been sold. *Met with Bayor to set up committees. This list was sent to Board members with the meeting notice. *Bureau Funding Committee met March 31 with the investment schedule resulting from this. The report was discussed in detail. Larson made a motion that Ramsay proceed with the investment schedule as presented, seconded by Pearson. Motion carried with Quick abstaining. *WABT did a trade off for Venture spots on the radio in exchange for a 1/4 page ad. *Ameritech has used one of our slides on the cover of a couple of their directories. *Attended ICCVB retreat April 4th and 5th. *Will attend a packaging seminar in Chicago on May 6. *Ventures will be delivered on Monday and Tuesday. 100 Stops. *Working on newsletter with Kirkland to go out soon. PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland reported work on Ventures, newsletter, mailers for future investment program. elk OLD BUSINESS: No other old business. NEW BUSINESS: Richardson-Tommy Dorsey event at Hemmens Akers- Farmers Market will open May 7 Discussion about Bike Racks in Elgin Danahey-Dundee Park District needs a drama leader and they have hired a new golf director. Aerial will be taken by Park District. Quick-Bridge in Dundee will be under construction in 1995. Plans should be made now for more traffic thru Elgin. Carpentersvillle bridge is not strong enough to handle heavy traffic. Pearson-Preservation Tour and Mini House Tour dates. Larson-Encourage everyone to take the tour of VPAIC with Randy. NEXT MEETING: Algonquin Princess/Port Edwards Restaurant Algonquin,IL at 8am. ADJOURNMENT: Motion was made by Pearson to adjourn at 9:25am. Seconded by Larson. Motion carried. • Respectfully submitted, Diane Ramsay, Ex/'tive Director ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS CITY OF ELGIN/CITY MGRS.OFFICE MINUTES July 7, 1994 PRESENT: Larry AmBurn, Terry Endrud, Jill Gewetzki, Randall Green, Rich Hirschberg, Joanne Nesler, Margo Quick, Ed Spurr, Ed Wolowiec. GUESTS: Vicki Kirkland, V.K./PR; Deborah Duras, Days Inn; Jim Burns, Deputy Police Chief, Elgin; Deborah Nier, City of Elgin; Gini Bayor, Children's Discovery Museum; Dean Thornton, Step on Guide. STAFF: Diane Ramsay, Luann Hachtel BOARD PACKET: a)Municipal Letters b) City of Elgin/Proposal c) Policy Guideline/Brochures - Partners Info. d)V.K./PR Media Report/June, 1994 e)Economic Impact of Illinois Tourism Hirschberg called the meeting to order at 8: 10 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve June minutes as presented was made by Endrud. Seconded by Quick. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve May financials as presented was made by Nesler. Seconded by AmBurn. Motion carried. MONTHLY REPORTS: Ramsay reported on her activities for the month as follows: * '94 LTCB Grant has three projects to be completed before everything is complete: Fine Arts Festival Brochure Children's Discovery Museum Brochure Photo Project. * '95 LTCB Grant Marketing Plan and Grant Expenditure amounts have been mailed along with Project Review Forms. * '95 Ad for AAA Home & Away was passed around. *Letters to all municipalities have gone out, see attached sample of Marengo, asking for grant match from each. List of grant match figures attached. *Meeting with City Manager, Richard Helwig, led to sending a letter to the City of Elgin requesting them to enter into a second contract with the Bureau for 10% of the local admissions tax from Grand Victoria Pavilion. Attached to the letter is the Bureau's preliminary budget. *Promotional Services Partners response is slow coming in. Second notice with a deadline date plus telephone calls to follow was suggested. *Policy Guideline/Brochures was discussed with decision to vote at the August meeting. *Thank You to all who participated in the stuffing, etc. Party at Holiday Inn. Pizza by Holiday was wonderful! Fun was had by all. *Met with all the Hotels to submit a "Package" to IBOT. I want to thank everyone for their cooperation. *The new rate card for F/W Ventures have been sent out. Changes to reflect increased rates, printing and new distribution numbers. S/S budget and actual figures attached along with list of outstanding receivables *Post card project completed! Cards available. *Antique Guide all printed and delivered. *Submitted fall/winter activities to IBOT. *Contacted Julie Kroubetz-Huntley Factory Shops. *Lunch with Joanne Wentzloff-Hyatt Receptionist. PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland gave an overview of her report. OLD BUSINESS: No other old business. NEW BUSINESS: No other new business. NEXT MEETING: August 4, 1994 ; Bureau Office, 77 Riverside Dr. , Elgin. ADJOURNMENT: Motion was made by Wolowiec to adjourn at 9:40am. Seconded by Green. Motion carried. Re •ectfully submitted, Diane Ramsay, Exec•'- Director ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS BUREAU OFFICE MINUTES August 4 , 1994 PRESENT: Greg Bayor, Nancy Epping, Jill Gewetzki, Rich Hirschberg, Eric Larson, Wendy McMurray, Clay Pearson, Ed Wolowiec, Marie Yearman. GUESTS: Vicki Kirkland, V.K./PR; Deborah Nier, City Elgin; Mike Lasee, Super 8 ; Tom Curran, Cadillac Ranch; Mike Danahey, Dundee Park District; Dean Thornton, Step on Guide. STAFF: Diane Ramsay, Luann Hachtel BOARD PACKET: a)July 7, 1994 Minutes b) Policy Guideline/Brochures - Partners Info. c) Progress Report as of 8/1/94 Service Fee d)V.K./PR Media Report/June, 1994 e)Merchant List Huntley Factory Shops f) Budget Figures Hirschberg called the meeting to order at 8: 14 AM. INTRODUCTIONS: All present introduced themselves. APPROVAL OF MINUTES A motion to approve July minutes as presented was made by Wolowiec. Seconded by Pearson. Motion carried. APPROVAL OF FINANCIAL REPORT A motion to approve June financials as presented was made by Larson. Seconded by Larson. Motion carried. MONTHLY REPORTS: Ramsay reported on her activities for the month as follows: * ' 94 LTCB Grant has one project to be completed before a year end report can be done. Children's Discovery Museum Brochure * '95 LTCB Grant has been returned - $80, 197. *Municipal letters for match money-no commitments. *Meeting with City Manager, Richard Helwig and Marie Yearman for more discussion about proposal sent in July and details about space in pavilion. Helwig suggested Elgin memorabilia should be sold, therefore it should 4. Il, be staffed most of the time. He also suggested that Ramsay make a presentation to the City Council and include sketches of the planned room. *POLICY GUIDELINE/BROCHURES have been corrected per discussion at the July meeting. A MOTION TO APPROVE THE CORRECTED POLICY GUIDELINE/BROCHURES AS PRINTED WAS MADE BY BAYOR. Seconded by Wolowiec. Motion carried. *A DEFICIT BUDGET FOR '94-' 95 was presented, discussed in detail. Larson suggested the Finance Committee meet to present a balanced budget by the next meeting. A MOTION TO LET THE BUREAU OPERATE UP TO 75% OF LAST YEAR BUDGET UNTIL A NEW BUDGET CAN BE PRESENTED IN SEPTEMBER WAS MADE BY LARSON. Seconded by Wolowiec. Motion carried. *Contact with the Huntley Factory Stores has been made. Huntley Chamber will have an information area there. Merchant listing is in the packets. *Hotel/Motel tax collected increased 11.75% from last June to this June. *Receivables are coming in for S/S 94 . *Illinois is testing an information Kiosk for IBOT at Water Tower Place on Michigan Ave. All our associates will be included. Our office submitted the information. *AAA Regional Tour Guide also sent information to be proofed. *DECCA sent a monitor to review the monitoring that was done by the Illinois Bureau of Tourism. *Peter Simon said the Bureau could sell Casino T-shirts for them before they open. $10. 00 each/profit of $5. 00. PUBLIC RELATIONS/MEDIA-KIRKLAND: Kirkland gave an overview of her report. OLD BUSINESS: No other old business. NEW BUSINESS: No other new business. NEXT MEETING: September 1, 1994 ; 8: 00 AM, Children's Discovery Museum. ADJOURNMENT: Motion was made by Wolowiec to adjourn at 9 :40am. Seconded by Green. Motion carried. Respe. . fully submitted, Dian- 'amsay, Execute _ • -recctor