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HomeMy WebLinkAbout1999 Convention And Vistors Bureau ELGIN AREA CONVENTION AND VISITORS B UREA U BOARD OF DIRECTORS Bureau Office Minutes January 8, 1999 PRESENT: Susan Berna, Jim Nowicki, Ed Wolowiec, Pat Quillman, Bob Carlisle, Jane Cordes, Dave Mortell, Jennifer Lennert, Janice Musial, Sherry Brewer. GUESTS: Vicki Kirkland, V.K./PR., Steve Pickett, The Bicycle Garage; Dean Thornton, World Class Tours, Eric Yarolimek, Crowne Plaza Hotel.. STAFF: Diane Ramsay, Luann Hachtel, Lynn Akers, Barb Faga. BOARD PACKET: 1. Meeting Agenda 2. 1999 Officers and Board of Directors 3. Sales Report J. Kohler 4. VIC Reports-P.Hannibal 5. Executive Directors Report for January, 1999 Musial called the meeting to order at 8:10. MINUTES: A motion to approve December minutes as presented was made by Berna. Seconded by Mortell. Motion carried. FINANCIAL REPORT: A motion to approve November financials as presented was made by Nowicki. Seconded by Wolowiec. Motion carried. MONTHLY REPORTS: Kohler's report was in the packet. Eric Yarolimek reported on things that he and Kohler are working on. A reminder to all Hotels, B&Bs, and attractions about the "Boost Tourism Roundtable" meeting Mon. January 18, 1 pm-4pm at Crowne Plaza Hotel. Kirkland reported on the press coverage about the new employees. Discussed the plans for editorials in the S/S99 magazine. Akers gave an update on the progress of the S/S99 Venture Magazine, reminding everyone that ad space needs to be reserved by next week. The ads are very affordable . . I for everyone ranging from $200-$2400. Faga reminded everyone that the Calendar of Events are due this week. Ramsay did an overview of her report highlighting Midwest Living Magazine in Des Moines, Iowa on Dec. 15th. Dundee brochure was passed out. A new Church Guide was also available. OLD BUSINESS/NEW BUSINESS Governor's Conference will be in Springfield Feb. 28-March 2. Anyone interested in knowing the seminars and wanting to attend call Ramsay. NEXT MEETING: Thursday February 4, 1999 at 8AM. Ha .to nn WeLo //10- t/•6 Df 405 • .i.ort Road Elgi-, 1 .0123 Respectfully submitted, Diane Ramsay, Executiv irector r r I' ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS Bureau Office Minutes February 4, 1999 PRESENT: Susan Berna, Jim Nowicki, Ed Wolowiec, Pat Quillman, Mary Hatch, Jane Cordes, John Walters, Dave Compitello, Janice Musial, Sherry Brewer. GUESTS: Vicki Kirkland, V.K./PR., Steve Pickett, The Bicycle Garage; Eric Yarolimek, Crowne Plaza Hotel. STAFF: Diane Ramsay, Luann Hachtel, Lynn Akers, Barb Faga, Jan Kohler, Pat Hannibal. BOARD PACKET: 1. Meeting Agenda 2. Sales Report J. Kohler 3. VIC Reports-P.Hannibal 4. Executive Directors Report for January, 1999 5. Media work for January, 1999; Vicki Kirkland Musial called the meeting to order at 8:05. MINUTES: A motion to approve January minutes, correcting the Next Meeting location to EACVB office was made by Nowicki. Seconded by Wolowiec. Motion carried. FINANCIAL REPORT: A motion to approve December financials as presented was made by Walters. Seconded by Hatch. Motion carried. MONTHLY REPORTS: Kohler's report was in the packet highlighting meeting planners for possible groups to the area, Boost Tourism Meeting held at Crowne Plaza, meetings at Anvil Club, Sun City, Randall Oaks and Golf Club of Illinois. Worked on itineraries of the area. Attended Fox Valley Heritage Tourism Meeting. Hannibal went over her reports, and reported on items she would be working on to promote sales at the VIC. Discussion followed to increase the traffic at the VIC in some way. More to come on that. ril Kirkland reported on the press coverage. Discussed the plans for a spring Media Kit to be sent out. Akers gave an update on the progress of the S/S99 Venture Magazine. ' Faga gave a report on the Calendar of Events for the magazine as well as the interne for the state entries regarding the Spanish-Language Travel Guide. Ramsay did an overview of her report highlighting meetings attended and budget revisions. OLD BUSINESS/NEW BUSINESS Compitello invited everyone to their Open House to view the remodeling that has been done at the Hampton Inn. It will be February 11, 1999, 5PM to 7PM. NEXT MEETING: Thursday March 4, 1999 at 8AM. Hampton Inn 405 Airport Road Elgin, IL 60123 Re tfully submitted, rik _ Di ne Ramsay, Execut ve or r of ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS Hampton Inn Minutes March 4, 1999 PRESENT: Sherry Brewer, Susan Berna, Jim Nowicki, Ed Wolowiec, Pat Quillman, Dave Compitello, Dave Mortell, John Walters, Jennifer Lennert, Janice Musial GUESTS: Vicki Kirkland, V.K./PR, Steve Pickett, The Bicycle Garage, Dean Thornton, World Wide Tours, Jodi Schultz, General Manager, Crowne Plaza Hotel, Kathy Walton, Elgin Community College Business Conference Center, Eric Yarolimek, Crowne Plaza Hotel STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler BOARD PACKET: 1. Meeting Agenda 2. Sales Report (J. Kohler) 3. VIC Reports (P. Hannibal) 4. Executive Directors Report for February, 1999 Musial called the meeting to order at 8:05. MINUTES: A motion to approve February minutes, was made by Walters. Seconded by Berna. Motion was carried. FINANCIAL REPORT: A motion to approve January financials as presented was made by Wolowiec. Seconded by Nowicki. Diane noted that the budget was updated to reflect all budget changes and salary increases. Motion carried. MONTHLY REPORTS: Kohler's report included a listing of coordinated gifts from area attractions for the Illinois Governor's Conference Silent Auction. She thanked all those present for their generous contributions to the gift baskets. Jan passed out copies of the Heartland Travel Showcase Magazine, which included a page titled "Illinois Themed Itinerary", an ad developed by Jan highlighting events to visit while on a one or two day trip in our area. Area attractions included: Elgin Historic District, Haeger Potteries, Oak Hill Gardens, Port Edward River Rides, Grand Victoria Casino, Prairie Rock Brewing Company, State Street Market, Pasta For You By Sue, and Donley's Wild West Town. Hannibal went over her reports. She commented that probably the increase of visitors in February was due to the"beads" the boat was promoting through the New Orleans Celebration. Pat has not received a sample of the free give-a-way millenium calendar, as yet, for all to see. It should be here next week. Akers and Faga reported on the Ventures Magazine. Lynn commented that today will be the third and final proofing with Studio 155. She noted that our main purpose is to make the magazine as"user-friendly" as possible. Barb noted that each section will be color coded down the side of the pages so that no one is searching for page numbers. They can just turn to the color, which will include the title of the section. The Table of Contents will also be color-coded to match the pages. The new magazine will be ready for distribution the last week of March. Kirkland is currently putting together a media kit that will include stories on the following: Preservation Week in Elgin; the Bike Trail; Museum Attractions; Antique Radio Fest; Road Race/Car Show; and Update on Heritage Tourism. Vicki has also been writing the stories and proofing Ventures. Ramsay did an overview of her printed report and commented on the following: 1. Attended McHenry County Tourism Meeting to keep track of what's happening in that county(we only represent a part of the county). They are not represented by a bureau, due to lack of local funding. 2. Diane, Jan, Debbie Wodrich, and Sherry Brewer from our area attended the Illinois Governors Conference on Tourism, along with 400 other persons. Lynn also attended for one day. Felt that it was a very good conference. OLD BUSINESS/NEW BUSINESS None discussed. Wolowiec made a motion to adjourn. Seconded by Walters. Motion carried. NEXT MEETING: April 1, 1999 at Sam No decision was made. Respe lly submitted, Diane Ramsay, Executive Director ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS Hampton Inn Minutes April 1, 1999 PRESENT: Sherry Brewer, Susan Berna„ Ed Wolowiec„ John Walters, Janice Musial, Mary Hatch, Jane Cordes. GUESTS: Vicki Kirkland, V.K./PR, Steve Pickett, The Bicycle Garage, Dan Korman, Dundee Main Street. STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. Meeting Agenda 2. Sales Report (J. Kohler) 3. VIC Reports (P. Hannibal) 4. Executive Directors Report for March, 1999 Musial called the meeting to order at 8:05. MINUTES: A motion to approve March minutes, was made by Walters. Seconded by Berna. Motion was carried. FINANCIAL REPORT: A motion to approve February financials as presented was made by Walters.Seconded by Cordes. Motion carried. MONTHLY REPORTS: Kohler's did an overview of her report highlighting ICCVB sales meeting, "Heritage Guide" information, "Millennium" events this summer in our area, and "Team Illinois" Bus Blitz March 21-25. Hannibal reported the millenium calendars are in stock and people are coming in for them with their coupon that is in the Ventures Magazine. National Tourism Week is the first full week in May and the VIC will have a daily drawing for 1 gallon beverage cooler and the grand prize will be a matching pair of bicycles. Akers and Faga reported on the Ventures Magazine. Akers went through the magazine highlighting the changes from previous issues. Plans are beginning for the upcoming Fall/Winter99. V Kirkland reported the media kit described last month will be mailed Monday, April 5. Thoughts about the next magazine will be started. Elgin Courier News is going to do an article on the Venture magazine 10 year anniversary. They will take some pictures and interview Ramsay. Ramsay did an overview of her printed report and commented on the following: 1. VIC relocation at the Grand Victoria. Musial explained the reasons for the move in detail. She also said the Shuttle would now be making stops at the hotels starting at 5 PM.. 2. Aurora, St. Charles and Elgin will reprint the Fox River Valley Bike Trail Map. 3. Budget work has begun. OLD BUSINESS/NEW BUSINESS None discussed. NEXT MEETING: May 6, 1999 at Sam No decision was made. Res ectfully submitted, Diane Ramsay, Executive Director ELGIN AREA CONVENTION AND VISITORS B UREA U BOARD OF DIRECTORS Hampton Inn Minutes May 6, 1999 PRESENT: Sherry Brewer, Susan Berna„ Ed Wolowiec„ John Walters, Janice Musial, Jane Cordes, Dave Compitello, Bob Carlisle, Jennifer Lennert. GUESTS: Joseph Schultz, Crowne Plaza Hotel; Kathy Walton, Elgin Community College; Brenda Swinbank, Elgin Plaza Hotel; Rich Hirschbert, Jones Intercable. STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. Sales Report (J. Kohler) 2. VIC Reports (P. Hannibal) 3. Publications:Lynn Akers Barb Faga 4. PR/Media: Vicki Kirkland 5. Executive Directors Report for APRs 1 1999 Musial called the meeting to order at 8:15 AM with Kohler introducing Kathy Boller to present Bartlet Dance Team. Board introductions were made for the Dance Team. Ramsay told the Dance Team what a Bureau does. MINUTES: A motion to approve April minutes, was made by Walters. Seconded by Wolowiec. Motion was carried. FINANCIAL REPORT: Question by Walters regarding the balance in the Money Account. Bureau to check into investing some of this into another place for more interest. A motion to approve March financials as presented was made by Carlisle. Seconded by Walters. Motion carried. MONTHLY REPORTS: Kohler's did an overview of her report highlighting meetings and Trade shows attendance as well as meetings with hotel staff regarding"Packages" for upcoming special events. Packets sent out to fullfill requests. Itinerary of activities and dining options for a number of groups coming into the area. NARFE convention at Crowne Plaza May 13-15. List on bottom of report of upcoming events. Suggestion from Schultz, Crowne Plaza, that a Fam Tour for hotel staff be planned in the near future. Hannibal reported the impact that the free millennium calendars has made for the increase in weekly walk in traffic for April. The matching pair of bicycles will drawn at 3pm Friday to finalize National Tourism Week. Akers reported updating and revision of the Calendar of Events sent monthly to hotels, village halls, chamber of commerce and park districts. Telephone calls have been made for updating Shopping Guide and Restaurant Guides before the end of June. Preliminary work has begun for the Fall/Winter99 Venture magazine. Pursuing outstanding accounts from S/S99 magazine ad sales. Faga reported State Internet Calendar is due May 7, 1999; Fall/Winter99 deadline is July 2, 1999. Sent letters and forms to 147 businesses. Only received 8 to date. Went over NEW items on the letter and form. Made one list of all the Elgin Summer Concert Series by DATES, this is available at our office. Continue to do all computer work for the VIC. Kirkland had her report in the packet and Ramsay passed the article around from the courier news about the Venture Magazine history, copy of the Press Kit sent out, and the Newsletter that just went out. Ramsay did an overview of her printed report and commented on the following: 1. EACVB annual budgets for LTCB Grant as well as regular local and VIC budgets Preliminary budget will be available at the June board meeting. 2. Work still being done with Aurora, St. Charles and Elgin for reprinting the Fox River Valley Bike Trail Map. 3. Have been appointed to the Resource Committee for the DNA(Downtown Neighborhood Association. A full time Director will soon start for this group. 4. Meeting attended are on the report in the packet, as well as a list of Projects in Process. 5. Preprint tabloid was in newspapers about two weeks ago. About 2000 labels have been received already. OLD BUSINESS/NEW BUSINESS None discussed. NEXT MEETING: June 3, 1999 at 8am Elgin Community College Conference Center 1700 Spartan Dr. Elgin, IL 60123 Respectfully submitted, Diane Ramsay, Executive Director ELGIN AREA CONVENTION AND VISITORS BURE4IJ BOARD OF DIRECTORS Elgin Community College Minutes June 3, 1999 PRESENT: Sherry Brewer, Susan Berna, Ed Wolowiec, Janice Musial, Pat Quillman Jane Cordes, Dave Compitello, Bob Carlile, Jennifer Lennert, Dave Mortell, Mary Hatch GUESTS: Eric Yarolimec& Joseph Schultz, Crowne Plaza Hotel; Kathy Walton, Elgin Community College; Rich Hirschberg; Jones Intercable, Vicki Kirkland, VK/PR STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. Sales Report (J. Kohler) 2. VIC Reports (P. Hannibal) 3. Publications:Lynn Akers Barb Faga 4. PR/Media: Vicki Kirkland 5. Executive Directors Report for May, 1999 Musial called the meeting to order at 8:11 AM. MINUTES: A motion to approve May minutes, was made by Berna. Seconded by Hatch. Motion was carried. FINANCIALS: A motion to approve April financials was made by Berna. Seconded by Hatch. Motion was carried. .MONTHLY REPORTS: Kohler's did an overview of her report. Had two inquiries that were too large for our area. NARFE convention went well and they were very satisfied. Visit to Camp Algonquin was very interesting—A good place to have a meeting. Barb is working with Jan organizing Gifford Park District historic homes tours. Letters went to 115 attendees from the GLAMER trade show. Plans for FAM tour scheduled for June 24 for the front line employees of our area attractions and hotels. Jan had a tour of the Boulder Ridge Country Club in Lake In The Hills; this will be available to the area for banquets, weddings, etc. Luann and Jan did a site visit of Towne Place Suites. • Hannibal reported the millennium calendars are still going. An Elgin couple won the bicycles for National Tourism Week. Akers did an overview of her written report. Closing files for S/S99 Venture magazine, and starting plans for F/W2000. Updated Dining and Shopping Brochures will be ready the end of June. Trying to sell partnerships. Faga did an overview of her written report: Calendar of Events, Publication, Computer work, Access97 training, and Site Visits. Kirkland reported coverage in Summer Fun, and Friday Section of the Tribune from the press releases that have been sent out. More releases will continue to be mailed. Ramsay did an overview of her printed report and commented on the following: 1. Bicycle drawing for National Tourism Week. 2. ICCVB Retreat in Quad Cities. 3. Dundee Mainstreet Historic town walk, and the Elgin DNA Preservation Tour. 4. Budget figures discussed. 5. List of meetings attended and list of Projects in Process. OLD BUSINESS/NEW BUSINESS None discussed. NEXT MEETING: July 1, 1999, meeting was discussed. Due to the holiday weekend a show of hands confirmed the meeting would be cancelled. : efRes fully submitted, Diane Ramsay, Executi a Directo r ti • ). .. ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS BUREAU OFFICE Minutes August 3, 1999 PRESENT: Sherry Brewer, Ed Wolowiec, Janice Musial, Jim Nowicki, Jane Cordes, Bob Carlile, Jennifer Lennert. GUESTS: Eric Yarolimec, Crowne Plaza Hotel; Steve Pickett, The Bicycle Garage; Donna Grimmet, Cardunal Chamber; Vicki Kirkland, VK/PR STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. May and June, 1999 Financial Reports 2. Sales Report (J. Kohler)-Elgin, Illinois-On The Fox River Pamphlet 3. VIC Reports (P. Hannibal) 4. Publications:Lynn Akers Barb Faga 5 PR/Media: Vicki Kirkland, June& July, 1999 3. Executive Directors Report for August, 1999 Musial called the meeting to order at 8:12 AM. • MINUTES: A motion to approve June minutes, was made by Wolowiec. Seconded by Brewer. Motion was carried. FINANCIALS: A motion to approve May& June, 1999 Financials was made by Nowicki. Seconded by Wolowiec. Motion was carried. .MONTHLY REPORTS: Kohler's did an overview of her report. Highlighted progress on"Grave Reminders" and Familiarization Tour(FAM). A thank you note was read from the Fox River Watershed Meeting in St. Charles. Attended area Chamber After Hours and some meetings. Will hand out information packets and Bartlett Bonanza Days on Saturday, August 7, 1999. Plans are firming up with Affordable Meetings in Washington DC and NTA in Nashville. Hannibal reported the millennium calendars are still going. Akers did an overview of her written report. Distribution of the S/S99 magazine has been very good. We will not have a lot left by the end of the month. Ad sales, articles, and general format, and graphic designer has all information for the F/W99 Updated Dining and Shopping Brochures were passed around. Faga did an overview of her written report: Calendar of Events all set for F/W99 magazine. "Reader Response Card" designed to be included in the F/W99. Algonquin Brochure completed, distributed, and passed to Board members. Advertising labels have been coming in on a steady base. A chart indicating the numbers received and a graph was included in the packet. Work has started on a new logo for the Bureau and samples were shown. Kirkland reported press releases sent out for June and July. Response from the media has been very good. Ventures editorial copy was submitted for proofing. Ramsay did an overview of her printed report and commented on the following: 1. Donna Shaw has resigned from the Illinois Bureau of Tourism, and been replaced by Cathy Ritter as the new Director. 2. IBOT announced a 2% decrease in all the bureaus funding for `99-2000 LTCB amounts. The bureaus are disputing this move. 3. Budget figures discussed. 4. New ads created by a new graphics company for black/white ads, as well as a new Logo for the bureau. 5. All staff job descriptions are complete. 6. Studio IVV has been hired to take updated photos for our files. 7. Chicago +group is working with the University of Illinois to do a Co-op Research Project using Zip Codes, U.S. Data& Travel and Illinois Bureau of Tourism statistics. Results will be area sensitive. 8. List of meetings attended and list of Projects in Process. OLD BUSINESS/NEW BUSINESS None discussed. NEXT MEETING: Thursday, September 2, 1999 - 8:00am Elgin Area Chamber of Commerce Respectfully submitted, Diane Ramsay, Exective Dir for ELGIN AREA CONVENTION AND VISITORS B UREA U BOARD OF DIRECTORS BUREAU OFFICE Minutes September 2, 1999 PRESENT: Susan Berna, Ed Wolowiec, Janice Musial, Jim Nowicki, Pat Quillman, Jane Cordes, Bob Carlile, Jennifer Lennert, Dave Compitello, Mary Hatch, John Walters . GUESTS: Steve Pickett, The Bicycle Garage; Vicki Kirkland, VK/PR STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. Sales Report(J. Kohler) 2. Publications:Lynn Akers Barb Faga 3. PR/Media: Vicki Kirkland, August, 1999 4. Executive Directors Report for August, 1999 Musial called the meeting to order at 8:12 AM. MINUTES: A motion to approve August minutes, was made by Wolowiec. Seconded by Nowicki. Motion was carried. FINANCIALS: A motion to approve July, 1999 Financials was made by Carlile. Seconded by Cordes. Motion was carried. .MONTHLY REPORTS: Kohler's did an overview of her report, highlighting attending Chamber of Commerce functions for networking. Site inspection of area attractions for a Decatur tour operator. She is planning a 3 day trip in April, 2000, and 2 other day trips to Port Edward and the Milk Pail. Itinerary set up for another Tour Operator to spend time over Labor Day weekend. Will attend the Affordable Meetings Trade show in Washington DC, Sept.4-6. Hannibal reported the millennium calendars are still going. Getting lots of phone calls for a tour of the Elgin Watch Factory, and where can they pick up the Trolley to tour the City of Elgin. r Akers did an overview of her written report, highlighting the progress on Fall/Winter `00 delivery and distribution, Promotional Partnership Program, and starting new projects before the Spring/Summer `00 issue begins. Faga did an overview of her written report highlighting Venture delivery mailing labels, publication updates, press releases, database updates for VIC, advertising labels, prepared labels and mailing for the Boost Tourism Seminar at Boulder Ridge Country Club. Ongoing work for the Calendar of Events. Kirkland reported press releases sent out for August. These releases have been getting excellent placement in the newspapers, as well as very full page stories of the events, like RadioFest, Elgin Fest and Talisman Theater at Wing Park. Venture articles all proofed. Plans underway for a fall/holiday/winter press kit. Ramsay did an overview of her printed report and commented on the following: 1. Heritage Tourism Program, Barn's weekend brochure and Grave Reminders brochure were passed around. The three Bureaus are providing the advertising for these events. 2. Kane County working on Historic markers to be placed in Aurora, St. Charles, and Elgin, possibly along the bike path. 3. Elected as Vice President of the Chicago +group. rk 4. Appointed to the Board of McHenry County tourism group as point person to represent Marengo, Union and Huntley. OLD BUSINESS/NEW BUSINESS Discussion about local festivals attendance and suggestions for improvements next year. NEXT MEETING: Thursday, October 7, 1999 - 8:00am Elgin Community College Res•ectfully submitted, - - i i , Diane Ramsay, Execuf•e Direct. rib' • • ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS BUREAU OFFICE Minutes October 7, 1999 PRESENT: Susan Berna, Jim Nowicki, Sherry Brewer, Jane Cordes, Bob Carlile, Dave Compitello, Mary Hatch, John Walters. GUESTS: Vicki Kirkland, VK/PR; Becky Zoerner, Springhill Mall; Donna Grimmet, Cardunal Area Chamber of Commerce. STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. September Minutes and August Financials 2. Sales Report-Jan Kohler 3. VIC Report-Pat Hannibal 4. Publications:Lynn Akers Barb Faga 5. PR/Media: Vicki Kirkland, September, 1999 6. Executive Directors Report for September, 1999 Nowicki called the meeting to order at 8:15 AM. MINUTES: A motion to approve September minutes, was made by Hatch. Seconded by Walters. Motion was carried. FINANCIALS: A motion to approve August, 1999 Financials was made by Carlile. Seconded by Walters. Motion was carried. .MONTHLY REPORTS: Kohler did an overview of her report, highlighting Grave Reminders Meeting, Affordable Meeting Tradeshow in Washington D.C., Boost Tourism/Customer Service Kickoff at Boulder Ridge Country Club listing speakers and prizes donated, Executive Girl Scout Conference at Crowne Plaza Hotel in March with Elgin Area events for their entertainment; several tours of the area, and meetings attended. Hannibal did an overview of her report- number of people serviced in September has gone down. Grand Victoria has changed advertising firms and taking a different i approach for promotional items. Question was asked about the Classic Cinema Theater. Nothing definite yet. Akers did a page by page overview of the F/W99 Venture Magazine, highlighting the changes. She did an overview of the rest of her report. Faga did an overview of her written report highlighting the Reader Service Cards that have been sent back from the F/W99 Magazine. A new database will be set up to analysis the information. An updated "Holiday Events" was passed around. Working with Cedar House Design to have ads ready for different publications. Kirkland did an overview of her report highlighting the many Holiday activities taking place on Dec. 3, 4 and 5. Ramsay did an overview of her printed report and commented on the following: 1. Meetings attended. 2. Reserve Funds total CD's. 3. Heritage Co-op program- Kane County working on historic markers to be placed in five Northern locations: Elgin, Union, Dundee, Huntley and Carpentersville. 4. IBOT is now over Tourism and met Kathy Ritter. She has taken Donna Shaw's place as Deputy Director. 5. McHenry County Tourism: By laws are being written for this not-for-profit group representing Tourism in the county. Diane will represent Marengo, Union, and Huntley. OLD BUSINESS/NEW BUSINESS Discussion about local festivals attendance and suggestions for improvements next year. NEXT MEETING: Thursday, November 4, 1999 - 8:00am ??? Respe lly submitted, Diane Ramsay, Executive Dir for r ev" ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS BUREAU OFFICE • Minutes November 4, 1999 PRESENT: Susan Berna, Jennifer Lennert, Sherry Brewer, Jane Cordes, Bob Carlile, John Walters, Jan Musial, Ed Wolowiec. GUESTS: Vicki Kirkland, VK/PR; Rich Hirschberg,Jones Intercable; Steve Pickett, Bicycle Garage; Donna Grimmet, Cardunal Area Chamber of Commerce. STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. November 4, 1999 Meeting Agenda 2. Sales Report-Jan Kohler 3. VIC Report-Pat Hannibal 4. Publications:Lynn Akers Barb Faga 5. PR/Media: Vicki Kirkland, October, 1999 6. Executive Directors Report for October, 1999 Musial called the meeting to order at 8:15 AM. MINUTES: A motion to approve October minutes, was made by Berna. Seconded by Brewer. Motion was carried. FINANCIALS: A motion to approve September, 1999 Financials was made by Walters. Seconded by Cordes. Motion was carried. .MONTHLY REPORTS: Kohler discussed her report, highlighting on remarks from the Meetings Quest Tradeshow- 2 leads to date; NTA Convention Friday - Tuesday, only allowed to take a profile sheet and business cards for each interview. Profile sheet attached to report. Assisted Affordable Trips with itinerary for two trips in spring and summer. Toured Emmetts in Dundee, prepared packets for an investment group function. Working with Beth Franklin from Crowne Plaza going on sales calls together. Developed itinerary for the Heartland Showcase Guide. Our fact sheet insert will be included in the convention newspaper to 3500 guest rooms on opening day of NTA Convention. Hannibal reported the number of people serviced in October went up a little. The regular clients have shared they miss the small gifts that Grand Victoria previously used as promotional items, now having drawings for larger items. Discussion followed. Akers reviewed production plans on the upcoming magazine as well as mailing next week to adverting, ad sales dates and deadlines, and delivery dates. Quarterly mailing for Partnership Program went out. Work continues on reprinting the Ventures brochure. Faga talked about the Calendar of Events information, new database set up for the Reader Service Cards coming in from the F/W99 Ventures, information and photos to be sent to the state for a new publication"Weekend Getaway Guide" to be available in the Spring of 2000. Continue computer work and sending out Press Kits for Vicki. Kirkland commented on the editorials and graphics for the S/S2000 issue of of Ventures discussed at the production meeting. Ramsay did an overview of her printed report and commented on the following: 1. Meetings attended. 2. Elgin Chamber Thanksgiving Luncheon at Villa Olivia Tuesday, November 23, 1999. rik 3. ICCVB/IBOT retreat in Alsip, IL Thursday& Friday. 4. Web Site Construction - getting closer!!! OLD BUSINESS/NEW BUSINESS No old or new business. NEXT MEETING: Thursday, December 4, 1999 - 8:00am ??? Respectfully submitted, — Diane Ramsay, Executive Dir cto r • . ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS EMMETT'S TAVERN & BREWING CO. Minutes December 2, 1999 PRESENT: Susan Berna, Dave Compitello, Sherry Brewer, Jane Cordes, Jim Nowicki, Mary Hatch, Pat Quillman, Ed Wolowiec. GUESTS: Vicki Kirkland, VK/PR; Steve Pickett, Bicycle Garage; Debbie Woodrich , Sales&Promo. Mgr. Prime Outlet Mall; Pat Arnold, Milk Pail Restaurent; Nancy Huebner, CPA; Eric Yarolimeac, Crowne Plaza Hotel; Tim Burns, Emmett's Tavern &Brewing Co.; Gerry Stokes, Ramada Inn. STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel BOARD PACKET: 1. December 2, 1999, Meeting Agenda 2. Sales Report-Jan Kohler 3, VIC Report-Pat Hannibal 4. Publications: Lynn Akers Barb Faga 5. PR/Media: Vicki Kirkland, October, 1999 6. Ballot for Board Elections and appointments FY 2000 7. Financial Statements Year ended June 30, 1999 Ramsay called the meeting to order at 8:05 AM. MINUTES: A motion to approve November minutes, was made by Berna. Seconded by Cordes. Motion was carried. FINANCIALS: A motion to approve October, 1999, Financials was made by Nowicki. Seconded by Berna. Motion was carried. .MONTHLY REPORTS: Kohler report: Holiday/Promotion/advertisement photo- ads & photo passed around. ...Attended the National Tour Association Exchange in Nashville 11/5-9/99. ...Met with new Sales Manager, Gerry Stokes, with Ramada Inn; and new General Manager, Jim Harris. ...Went to the Milk Pail's "Meet and Greet" after hours for corporate planners. ...The September issue of"Where Chicago" magazine printed a wonderful article including Hemmens and Historic House Tour. ...Made sales calls with Beth Franklin, Sales Manager at Crowne Plaza. ...ABA Marketplace and Team Illinois Bus Blitz coming up!!! Hannibal reported the number of people serviced in November were down somewhat. ...The weekly traffic are looking for something to do downtown besides gambling. ...A new promotion has started for December at the Grand Victoria. Akers report: About 6000 F/W99 magazines were distributed in the Northwest Herald to Del Webb, Marengo, Union, Huntley and Hampshire circulation area. ...Calls will be made for additional magazines to be delivered to our associates. ...Glenbard Graphics will be printing our S/S2000 magazine. We will have four more pages and a heavier, varnished cover. We also will print 90,000 instead of 70,000. Ventures brochure will be revised and reprinted. ...A special flier is in circulation for the"Old Elgin...A Pictorial History Book" with a $5.00 off coupon for each book purchased. Faga reminded everyone about the deadlines for the Calendar of Events forms. ...Have received 162 Reader Service Cards since the F/W99 magazine was sent. ...Continued work being done on updates and correction for miscellaneous publications, computer work for VIC, and press releases for V/K/P/R. ...Several brochures will be updated and reprinted. Nancy Huebner, CPA, went over the entire audit for the year ending June 30, 1999, Financial statement in detail. Nancy suggested to call her for any other question. Kirkland said the newpapers have been giving very good coverage to our press releases. The Herald, The Courier News and The Tribune will all being running special features on holiday events. Ramsay comments: Attended the IACVB retreat in Alsip, II. ...Met with Chris Manhiem, Elgin's Chamber Economic Development, to share hospitality inquiries. ...State monitor, Marvin Boston, found everything fine -No Findings. ...Met with Elgin marketing committee regarding desirable restaurants/and a marketing firm. ...Was interviewed by the Elgin Riverfront Development Company for input. ...We have several bids coming in for replaceing our computers in the office. ...Had lunch with Joyce Parker, Elgin City Manager. ...This weekend there are a lot of Holiday activities going on in our area. OLD BUSINESS/NEW BUSINESS No other old or new business. rik NEXT MEETING: It was decided to cancel the January 6, 2000, meeting. Resp fully submitted, Diane Ramsay, Executive Direct