HomeMy WebLinkAbout2000 Convention And Visitors Bureau ELGIN AREA CONVENTION AND VISITORS B UREA U
BOARD OF DIRECTORS
THE MILK PAIL RESTAURANT
Minutes
February 3,2000
PRESENT: Susan Berna,Dave Compitello, Sherry Brewer,Jane Cordes,Jim Nowicki,
Mary Hatch,John Walters,Bob Carlile, Jan Musial,Jennifer Lennert.
GUESTS: Vicki Kirkland, VIC/PR; Steve Pickett,Bicycle Garage; Debbie Woodrich ,
Sales &Promo. Mgr. Prime Outlet Mall; Pat Arnold, Milk Pail Restaurent;
Donna Grimmet, Cardunal Chamber Commerce, Rich Hirschberg, Jones
Intercable, Ben Culos, Christmas on the Fox.
STAFF: Diane Ramsay,Lynn Akers,Barb Faga,Pat Hannibal, Jan Kohler, Luann Hachtel
BOARD PACKET:
1. February 3, 2000,Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. Readjusted Mid-Year Budget 1999-2000
6. Executive Directors Report
Musial called the meeting to order at 8:08 AM.
MINUTES:
A motion to approve December minutes, was made by Hatch. Seconded by
Compitello. Motion was carried.
FINANCIALS:
A motion to approve November and December, 1999,Financials was made by Nowicki.
Seconded by Walters. Motion was carried.
.MONTHLY REPORTS:
Kohler report: Gave a summary of the operation of the ABA and NTA trade shows.
....Meeting with Ms. Mandel, a docent for the city of Chicago, and Beth Franklin, Sales
Mgr. At Crowne Plaza,to discuss a package between Crown Plaza and a Chicago Tour.
....Carol's Tours coming for a weekend April 8 & 9, 2000, an interview from NTA.
....FAM tour of the area for Anne's Tours from Destination Showcase.
....Tour Allure from Wisconsin coming in June.
....Attended the Downtown Neighborhood Assoc.—Riverfront and downtown planning and
development discussions
....Met with Banquet Mgr. And PR Representative at Prairie Lodge at Del Webb's Sun
City—These facilities are open to the public too.
....Working with Jean Bednar, Gifford Park Assoc. to promote motorcoach groups for
a mini tour of 1 or 2 homes on the housewalk in Sept. along with breakfast at the Milk
Pail and a visit to Elgin Public Museum.
....Talked to Mary Hatch at ECC regarding"Shakespeare in the Park" this summer for
a combined package with an overnight at our hotels.
....Worked with Lynn about incorporating"private"banquet/meeting space available in
our area for a valuable tool for meeting planners, instead of a separate "guide" for them.
....Working on the final plans for a pocketwatch design bookmark as a new promo piece
for tradeshows.
....Many other phone calls and meetings.
Hannibal went over her written report. Numbers are down.
Akers report: 170 Cases of Fall/Winter Ventures available for distribution
....Entered both the Spring/Summer'99 and the current Fall/Winter magazine into the
IL Governor's Conference Award Program Feb. 7-9, 2000 in Springfield, IL.
....Ventures Brochure is complete and copies handed out.
....Spring/Summer'00 Venture magazine final design, layout and proofing being done
with plans to go to the printer mid March.
....Continual work to add new Partners and renewal notices to current ones.
Faga...Continued work entering and proofing Calendar of Events for our magazine
and for the Illinois guides.
....Received 252 Reader Service Cards from the Fall/Winter magazaine.
....Working with a computer specialist to work out the"bugs"with our new Access
database.
....Meetings with computer people for updating our system.
Ramsay comments: Five will be going to the Governors Conference on Tourism in
Springfield,IL February 7-9.
....The Bureau has been nominated for an image award, ceremonies will be Thursday
February 10 at 6pm at the Grand Victoria Pavilion.
....Heritage Program meeting are underway for our tri-bureau program. Jan has attended
"Art around the Fox" meetings and I will work on the new"Bi-Coastal Bike Trek".
....Replacement of our new computer system has begun.
....Bids have come in for the Web Site.
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OLD BUSINESS/NEW BUSINESS
No other old or new business.
....Ben Culos gave us information on his new restaurant- Christmas On The Fox in
South Elgin on Route 31.
NEXT MEETING: Thursday, March 2, 2000 at 8:00am
Res•= fully submitted,
c
Diane ' . say, Exe tive
i
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ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
THE MILK PAIL RESTAURANT
Minutes ' tl
March 2, 2000
PRESENT: Dave Compitello, Sherry Brewer, Jane Cordes,Jim Nowicki,Pat Arnold,
Jan Musial,Jennifer Lennert,Pat Quillman,Debbie Woodrich.
GUESTS: Vicki Kirkland, VK/PR; Steve Pickett,Bicycle Garage;
STAFF: Diane Ramsay,Lynn Akers,Barb Faga,Pat Hannibal, Jan Kohler, Luann Hachtel
BOARD PACKET:
1. March 2, 2000,Meeting Agenda
2. January,2000 Financials
3. Sales Report-Jan Kohler
4. VIC Reports-Pat Hannibal
5. Publications: Lynn Akers
Barb Faga
6. Market Area Analysis of Inquiries/University of Illinois/Champaign
7. Executive Directors Report
Musial called the meeting to order at 8:05 AM.
MINUTES:
A motion to approve February, 2000 minutes, was made by Woodrich. Seconded by
Brewer. Motion was carried.
FINANCIALS:
A motion to approve January, 2000,Financials was made by Nowicki.
Seconded by Musial. Motion was carried.
.MONTHLY REPORTS:
Kohler report:Met with Cheryl Barr,Daily Herald to discuss new promotions in the area
Available to discuss with any of our attractions.
... Some changes of management personnel at Ramada, Townplace Suites, and Crown
Plaza.
...Summarized seminars from the Governor's Conference: Families& Seniors,Boomers,
and Outlook for Mature and Packaged Leisure Travel.
Homewood Travel and Unlimited Tours and Travel from St. Louis will both be bringing
in tours in the near future: Itineraries and packages were passed out.
...Attended Elgin Chamber of Commerce Annual Dinner Meeting and"Silver Linings"
Challenger Learning Center in Woodstock function sharing information received.
...Met with General Managers of Prairie Rock-Elgin& Schaumburg. Discussed packages
and summer festivals.
...Exhibited in the Five Star Business Expo at Indian Lakes Resort. Good show,
received 60 leads from that area.
Will be attending GLAMER Tradeshow in Chicago in April.
...Want to plan more FAM tours in future.
Hannibal went over her tracking information. Notation was made that the Yearly
Comparison of Walk-in Traffic now includes 2000 figures.
...Partners can now participate in a monthly display at the VIC to promote their business.
Milk Pail will be the first to do this in March.
Akers report: We have 60 boxes left to distribute of the F/W2000 Magazine. Will be
done in next couple of weeks.
...Working on final proofing to get the S/S2000 to the printers next week. Should be
available for distribution the end of March. We will have a heavier weight cover and
increase the magazine from 48 to 52 pages. More ads have been sold too.
...Continue work on Promotional Partnership program.
Faga...Calendar of Events for the S/S2000 Magazine complete and a copy of the same
available.
...Received 300 Reader Service Cards from the F/W2000 Ventures. Tracking in the
database will be completed after March 31, 2000. Report will follow.
...Proofing IBOT's upcoming Weekend Getaway Guide in progress.
...Interviewed and training a new part-time person.
...15Th Anniversary celebration guest list and invitations completed Nowicki suggested
that something should be done about a 15 Year Resolution for the City of Elgin.
...Web site designer contract should be decided on by end of March. Should be
active by summer of 2000.
...Attended the Governor's Conference and the Cardunal Area Annual Meeting.
...Working with George Bouloukis to get the new computer system completed.
Ramsay comments: Meetings attended: DNA Resource, Cardunal Women's Council
Luncheon, ICCVB Meeting-Governor's Cony. On Tourism,Hemmens Advisory Council,
P/R meeting with Vicki Kirkland, Elgin Public Museum Board,McHenry Co. Tourism,
Chicago Plus in Oak Park,New Staff from DNA,Elgin Area C/C Board,Heritage"Bike
Trek"in St. Charles,McHenry Co. Tourism/PR meeting in Crystal Lake.
...Historical Research about the underground railroad, Indians and slavery, along the Fox
River for our heritage co-op group.
...Summary of the University of IL Research Project was passed out and a summary about
Trends in Travel from a seminar at the Governor's Conference.
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OLD BUSINESS/NEW BUSINESS
No other old or new business.
NEXT MEETING: Thursday,April 6,2000 at 8:00am at Prairie Rock Brewing Co.
Elgin, IL.
Respe ly submitted,
Diane amsay,Executive Direc or
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ELGIN AREA CONVENTION AND VISITORS B UREA U
BOARD OF DIRECTORS
PRAIRIE ROCK BREWING COMPANY
Minutes
April 6, 2000
PRESENT: Deborah Wodrich,Dave Compitello, Jane Cordes, Jim Nowicki,
Mary Hatch, John Walters,Donna Grimmett, Jennifer Lennert.
GUESTS: Vicki Kirkland, VIC/PR; Steve Pickett, Bicycle Garage; Stacey Arnold, &
Myra Gresko, Milk Pail Restaurant; Elizabeth Nowak, Prairie Rock Brewing;
Ken Carl, Four Bridges of Elgin; Mr.Mrs. Guy Bellaver, Pioneer Memorial
Foundation; Bill Kelly, Del Web; Lynea Strassman, Hampton Inn;
Rich Hirschberg, Jones Intercable; Jack Cook &John Duerr, Kane County
Forest Preserve; Dorothy Townsend, Grand Victoria Casino; Warreen Phillips,
Blue Violet Body Works; Kerri Klemmer&Landi Kriwko, Courtyard by
Marriott; Tom Banakis, Annie's Catering, Bartlett; Sue Quick,State Street
Market; Cheryl Barr,Nancy Cause], & Chris Cudworth, The Daily Herald
STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler,Luann Hachtel
BOARD PACKET:
1. April 6, 2000,Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. 2000 Officers &Board of Directors Listings
6. Executive Directors Report
Ramsay called the meeting to order at 8:07 AM.
MINUTES:
A motion to approve March minutes, was made by Walters. Seconded by
Grimmett. Motion was carried.
FINANCIALS:
A motion to approve February, 2000, Financials was made by Nowicki.
Seconded by Compitello. Motion was carried.
PRESENTATION: Guy Bellaver, Pioneer Memorial Foundation. A slide presentation of the
history of the the Pioneer Memorial monument sculptored by Trygve Rovelstad showing
the step by step details of the preservation and relocation of the monument. Fund drive
of$330,000 for casting in bronze and mounting it on a permanent base to be located
along Kimball St. area.
PRESENTATION: Mr. Ken Carl , Chicago Special Events Management, Four Bridges of Elgin,
International Sporting Event. Race July 9, 2000, 8 am to 6 pm.
This event features international sports of bicycle racing and inline skating. There will
be festival sites, entertainment, food vendors from area merchants, and much more.
Professional race announcers will provide in-depth race coverage throughout the day.
it is anticipated that this will be an annual event. The racecourse highlights the
Northwest area of Elgin east of the river. It will begin and end on Kimball St. &Douglas
Ave.; where the festival area will be. Additional information will be featured in the
Daily Herald, as a sponsor partner with Chicago Special Events. Other sponsors will
be added as time goes on. Entry forms will be available through the Herald, EACVB
office, and a web site.
.MONTHLY REPORTS:
Kohler report: Mailings have gone out to Toure Operators from the Five Star Business
Expo and National Tour Operators from Team Illinois. Coordinated a FAM trip
April 18 to Corporate Meeting Planners for company golf outings. Working on Grave
Reminders weekend Sept. 24. Met with Ken Carl about the bike race and other
associates to promote sponsorships.
Hannibal said the VIC is in the process of moving to the new location.. Should be
ready for business on Friday. Statistical information on her printed report.
Akers report: The Spring/Summer 2000 Venture magazine was passed out- new
section in magazine is a page on area Meeting and Banquet Space Information as
well as others listed in detail on her report.
Faga...Written report in the packet.
Ramsay commented that the Board of Directors and Officers for 2000 is in the packet.
She suggested everyone should read all the reports in the packet as time to highlight
important things was limited today with the two presentations.
OLD BUSINESS/NEW BUSINESS
No other old or new business.
NEXT MEETING: Thursday, May 4, 2000 at 8:00am Christmas on the Fox.
South Elgin-Rt.31
Respec ' submitted,
Diane say, Executive Director ,
ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
CHRISTMAS ON THE FOX
Minutes
May 4, 2000
PRESENT: Sherry Brewer, Dave Compitello, Pat Arnold, Jim Nowicki,
Pat Quillman, Jan Musial, Donna Grimmett.
GUESTS: Vicki Kirkland, VK/PR; Rich Hirschberg, Jones Intercable ; Wayne Huntley,
Ramada Inn; Sandi Kriwko & Karri Klemmer, Courtyard by Marriott;
Eric Yarolimec, Crowne Plaza Hotel.
STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Jan Kohler, Luann Hachtel
BOARD PACKET:
1. May 4, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. PR: Vicki Kirkland •
6. Executive Directors Report
Musial called the meeting to order at 8:11 AM.
MINUTES:
A motion to approve April minutes, was made by Compitello. Seconded by
Grimmett. Motion carried.
FINANCIALS:
A motion to approve March, 2000, Financials was made by Grimmett.
Seconded by Nowicki. Motion carried.
MONTHLY REPORTS:
Kohler report: Attended GLAMER, Group Leaders of America, Tradeshow in
Aurora- About 225 group leaders in attendance. Mailing has gone out to all of them.
Developed a 3 day itinerary for Nationwide Travelers from Appleton, WI; copy
attached. Badgerland Coaches attended a show at Hemmens and beforehand Kohler
took them on a tour through Gifford Park District and River Bluff Area. Spoke
with Sterling Estate Seniors to set up a June outing to Schock's Nursery and State
Street Market, also coming back another time for Milk Pail lunch theater. Also spoke
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to Joyce Hubbard's Group of 60 to come to the Milk Pail Lunch Theater in October.
Attended the Bartlett Chamber of Commerce Membership Luncheon. Will work
with them on Bartlett's Sumerfest in August. Received a Proclamation for the
International Bike Race from the Governor of Illinois. Attended the Illinois River
20/20 Program at Walton's Island.
Hannibal said the VIC has moved to the new location.. Being in the open has
brought more visitors in for information. Statistical information on her printed report.
Akers report: Review of her report including the printing of a Summer Coupon
Booklet. Information was sent out and available at the meeting. Deadline for ad
reservations is May 15t. Production staff will be meeting middle of May to start
plans for the Fall/Winter2001 Venture magazine. Rate sheets to be sent out in May.
We continue to promote the Partnership Program. Work is planned to develop
a revised partnership and a services brochure.
Faga report: Continue to receive Reader Service Cards from the Fall Winter magazine
Database work continues on color reports, etc. Worked with George Bouloukis
to get new system up and running. Lots of unforseen challenges were found in the
process. Work with Ramsay on our Web site continues. Press releases and kits have
been mailed to the media. Calendar of Event forms and letter will be mailed today
for Fall/Winter events for Illinois and our local visitors guide.
Kirkland did an overview of mthe year 200 for projected work based on 1999 records.
This included press releases for each season as well as Media Kits, articles for Courier
News Progress Editions, Summer Fun special section, and Summer Festival Guides.
Recommendation for newsletters to be done June, September, December and March.
Ramsay asked Akers to give a short report about the Staff Retreat. Meetings attended
were listed on her report. Continue to attend McHenry Co. Tourism meetings in a .
advisory capacity only. Met with Meredith Publishing/Midwest Living and Chicago +
to discuss specs for Chicagoland Travel Ideas 2001. Met with IBOT/DCCA's new
administration to discuss changes in the LTCB grant formula. The new slogan for
Illinois will be ILLINOIS, Right here, Right now.
OLD BUSINESS/NEW BUSINESS
Next Meeting: Thursday, June 1, 2000 at 8:00am At Courtyard by Marriott
2175 Marriott Dr., West Dundee (Off of Rt. 31, by Alexander's)
Respectfully submitted,
a'c'v
Diane Ramsay, Executive Director
A
ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
CHRISTMAS ON THE FOX
Minutes
June 1, 2000
PRESENT: Sherry Brewer, Jim Nowicki, Debbie Wodrich, Peggy Stromberg.
Jan Musial, Donna Grimmett Robert Carlile.
GUESTS: Vicki Kirkland, VK/PR; Wayne Huntley, Ramada Inn; Sandi Kriwko &
Karri Klemmer, Courtyard by Marriott; Eric Yarolimec, Crowne Plaza
Hotel; Jamie Philibek, Townplace Suites; Stacy Sapp, Courtyard Marriott.
STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Luann Hachtel
BOARD PACKET:
1. June 1, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. Executive Directors Report
Musial called the meeting to order at 8:11 AM.
MINUTES:
A motion to approve May minutes, was made by Nowicki. Seconded by
Brewer. Motion carried.
FINANCIALS:
A motion to approve April, 2000, Financials was made by Brewer.
Seconded by Nowicki. Motion carried.
MONTHLY REPORTS:
Kohler report: Because of surgery on her knee, Jan was not at the meeting. A
detailed report was in the packet including her activities for May, budget figures
for the new year for review, invitation and agenda for the travel writers fam trip
August 17 & 18, 2000.
Hannibal reported on activities at the VIC. Due to May having 5 weeks
'I there was no written report.
f
r Akers reported participation in the Summer 2000 Coupon Booklet was attached to
her report. Packets for the Fall/Winter 2000 Visitors Guide will be mailed out this week.
This guide will be 48 pages with a deadline for ad reservations June 30. All
artwork due by July7. Hannibal&Ramsay discussed revisions for the Promotional
Partnership Program Brochure with Akers.
Faga has received 31 entries for the state calendar of events due June 2 in the internet.
A Summer Festival list has been developed and two color copies have been
delivered to each hotel. Copies could be made for their guests. The coupon
booklet will have a small listing of events. Computer work continues. Will attend an
Access database class at ECC for nine weeks begining June 13. Worked with Ramsay
on Web site, met with three web developers and have selected Jim Rudny from Aurora.
Work has begun and should be completed 4-5 weeks.
Kirkland said we had good coverage from the newspapers for our summer events.
North Shore magazine will be doing an article on the Bike Race July 9t. Met with
Lynn for plans for the F/W Visitors Guide- feature articles will include the Corporate
traveler, Bingo and Casino, Chefs from the area and Elgin Watch Factory history.
Ramsay did an overview of her written report covering LTCB Grant information,
meetings attended, Heritage Tourism program, budget work for final expenses for
the current year ending June 30, 2000, and also new budget for 2000-2001.
OLD BUSINESS/NEW BUSINESS
Next Meeting: August 3, 2000 will be the next meeting since the July meeting will
be canceled.
Res ectfully submitted,
Diane Ramsay, Executive Director
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ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
Executive Session
Minutes
October 5, 2000 Meeting site: Port Edward Restaurant, Algonquin
PRESENT:
Board Members: Sherry Brewer, Debbie Wodrich, Peggy Stromberg, Jane Cordes,
Jan Musial, Donna Grimmett, Jim Nowicki, and Jeannette Mihalec.
Staff: Lynn Akers and Barbara Faga
MINUTES:
Meeting called to order by Musial at 8:55am.
Discussion followed regarding the request by Diane Ramsay for a retirement stipend
covering medical coverage for the next two years.
Ramsay was called into the Executive Session to clarify her request that payments are made
in her husbands name over a two year period, even in the event of Diane's death. Ramsay
explained that the stipend will go towards her husbands insurance coverage which would
now include her. A concern for budget constraints was explained for the requested
retirement stipend to be given over a two year period.
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ELGIN AREA CONVENTION AND VISITORS B UREA U
BOARD OF DIRECTORS
RANDALL OAKS GOLF CLUB
Minutes
August 3, 2000
PRESENT: Sherry Brewer, Debbie Wodrich, Peggy Stromberg, Jane Cordes,
Jan Musial, Donna Grimmett, Dave Compitello, John Walters.
GUESTS: Vicki Kirkland, VK/PR; Debbie Knight,Dundee Park District; Steve
Pickett, Bicycle Garage; Jaculyn Jones;Dundee Mainstreet; Jeanette
Mihalec, Elgin Chamber of Commerce.
STAFF: Diane Ramsay, Lynn Akers, Barb Faga, Pat Hannibal, Luann Hachtel
BOARD PACKET:
1. August 3, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. PR-Vicki Kirkland
Musial called the meeting to order at 8:08 AM.
MINUTES:
A motion to approve May minutes, was made by Grimmett. Seconded by
Wodrich. Motion carried.
FINANCLALS:
A motion to approve May& June, 2000, Financials was made by Walters.
Seconded by Grimmett. Motion carried.
MONTHLY REPORTS:
Kohler report: Went to "Eye Power" Seminar on working at trade shows. Finalizing
contracts and pre-registration and fact sheets for Affordable Meetings, NTA, ABA,
and Meetings Quest, explaining"Armchair Tourism" theme. Arranged an itinerary for
Tour Allure Motorcoach. Worked with"The Painted Lady" to develop a brochure.
Worked with Ken Carl for th"Four Bridges of Elgin Bike Race" which was very
successful. August 17 & 18`''will be FAM trip for about 20 Travel Writers. Took
a couple tour operators on a tour of the area. Attended Emmett's Brewmaster's
Dinner. Attended ICCVB meeting in Evanston, discussed "Tracking".
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rbk Hannibal reported on activities at the VIC. Told about a Chicago bus driver
telling them they had to visit a tourist attraction (Donley's Wild West). The
trip was very successful!!!
Akers reported on the wrap-up of the Spring/Summer magazine, the distribution
of the Summer 2000 Coupon Booklet, the Ad sales for Fall/Winter0l are complete,
and black and white area reference maps are available.
Faga continues calendar of event entries in database as well as the internet for the
State, Proofing and sending out press releases prepared by VKPR, working with
and expert of our Access Database and attended several open house events, and
helped with the Four Bridges booth. Met with Jim Rudny and Ramsay about
our web site, should be up and running soon.
Kirkland did an overview of her written report, press releases that went out,
the coverage that the papers are giving us, including the Tribune showing more
interest.
Ramsay did a detail report on the activities of the Chicago Plus group working
on a web site that the Chicagoland Bureaus will be linked together for more
coverage. Also reported on the history of the Heritage Co-op group and the
r plans for Kiosk's in the area for the 9 brochures that are printed. Elgin will have
two of these.
OLD BUSINESS/NEW BUSINESS
Next Meeting: 7997'
Res e illy submitted,
Diane Ramsay, Executive Directofj
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ELGIN AREA CONVENTION AND VISITORS B UREA U
BOARD OF DIRECTORS
VISITORS BUREAU OFFICE
Minutes
September 7, 2000
PRESENT: Sherry Brewer, Debbie Wodrich,Peggy Stromberg, Jane Cordes,
Jan Musial,Donna Grimmett,Dave Compitello, Pat Arnold, Jim
Nowicki, Jeannette Mihalec,Mary Hatch.
GUESTS: Vicki Kirkland, VK/PR; Rich Hirschberg, Jones Intercable; Juan Teague,
Sales, Hampton Inn;Kern Klammer, TownePlace Suites; Sharon Daynor,
Crown Plaza Hotel.
STAFF: Diane Ramsay, Barb Faga,Pat Hannibal, Luann Hachtel.
BOARD PACKET:
1. September 7, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. PR-Vicki Kirkland
6. Annual Budget -Elgin Area C.V.B.- 2000-2001
Musial called the meeting to order at 8:10 AM.
MINUTES:
A motion to approve August minutes, was made by Compitello. Seconded by
Grimmett. Motion carried.
FINANCIALS:
A motion to approve July, 2000,Financials was made by Nowicki.
Seconded by Hatch. Motion carried.
MONTHLY REPORTS:
Musial made a report from the Search Committee regarding Ramsay's
replacement.
Kohler's report is in the packet as she is at the Affordable Meeting Conference
in Baltimore this week.
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Hannibal reported on activities at the VIC. The monthly promotional display has
drawn a lot of response for South Elgin Trolley Museum. There has been a lot of
interest in the Historic Elgin House Tour on September 9 & 10, 2000. Most of the
ticket sales have been to new people with questions about the event.
Akers was at a press check for the Fall/Winter2000 Venture Magazine. Her report
was also in the packet.
Faga reported that Akers and herself spent a lot of there time proofing the information
in the Fall/Winter2000 Magazine getting ready for the printer. Faga also has a written
report in the packet including proofing for the State Fairs&Festival, coverage in
Midwest Living magazine, etc. Extensive work on entries for the Web Site—print
out of completed pages available to be viewed. These will soon be"live". Continual
work is being done to update database/work with the new Access program.
Kirkland did an overview of her written report, press releases that went out.
Excellent press coverage included good placement in the weekly entertainment
section by the Chicago Tribune, the front page of"Your Life" section titled "What
a Weekend"in the Courier, and a full run in the Daily Herald listing all four festivals
as its`Best of the Burbs". It seems media reacts to the fact that four events were
happening on the same weekend.
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Ramsay reported that she would be attending the Upper Midwest Convention
Visitors Bureau Conference on Monday and Tuesday of next week, Joe MCGrath
will be a speaker at this conference. Wedesday she will be in Des Moines, IA
with the Chicago Plus group to meet with writers from Midwest Living magazine
to prepare for the Chicagoland Travel tabloid which will be inserted in the
magazine.
OLD BUSINESS/NEW BUSINESS
Ramsay had the final budget in the packets to review. Along with that she passed
out a memo to the Board of Directors regarding a request for retirement
stipend/health insurance. This was given to all board members present to review.
Motion was made by Nowicki to close the meeting at 8:35 am. Seconded by
Hatch. Motion carried.
Next Meeting: ?77?9
Oectfiilly submitted,
G��eJ Q/'✓12
Diane Ramsay, Executi e Directo
ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
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Minutes �1rOJ
October 5, 2000 Meeting site: Port Edward Restaurant, Algonquin
PRESENT: Sherry Brewer, Debbie Wodrich, Peggy Stromberg, Jane Cordes, Jan Musial,
Donna Grimmett, Jim Nowicki, John Walters, and Jeannette Mihalec.
GUESTS: Vicki Kirkland, VK/PR; Kerri Klemmer, Courtyard by Marriot; Sharon Daynor,
and Eric Yarolimec, Crown Plaza Hotel, Frank Prill, Grand Victoria Casino;
Steve Pickett, Dundee Township Visitors Center; and Ed Woliwic, Port Edward
Restaurant.
STAFF: Diane Ramsay, Barb Faga, Pat Hannibal, and Lynn Akers.
BOARD PACKET:
1. October 5, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. PR-Vicki Kirkland
6. EACVB 2000 Officers and Board of Directors List
7. Executive Directors Report -Diane Ramsay
Musial called the meeting to order at 8:20am.
MINUTES:
A motion to approve September, 2000 minutes was made by Stromberg. Seconded by
Cordes. Motion carried.
FINANCIALS:
A motion to approve August, 2000 financials was made by Nowicki. Seconded by
Grimmett. Motion carried.
MONTHLY REPORTS:
Walters reported that the Search Committee will be meeting Friday, Oct. 6th to narrow
down the submitted resumes. Interviews will be set up with those selected. Applications
have been submitted from the local area as well as outside of the area. There will be no
disclosure of applicant names by the committee. Diane is willing to offer a total full time
commitment through Oct. 15th and part time as needed after that. The state has indicated
that an acting director is necessary in order to receive funding. An acting full-time director
will be appointed as needed.
r Kohler was not able to attend the board meeting due to illness. Her written report was
included in the board packet highlighting sales information and possible wintertime events.
Hannibal reported comments from visitors are enthusiastic and positive about the area.
Inquiries about area historic house walks have continued past annual event dates. Illinois
state literature including boating and fishing information is popular. Visitors have been
disappointed that there are not as many area restaurants open on Mondays.
Faga stated that the EACVB web site is up and running. Additional enhancements,
updates and changes are planned but the site is attractive and very informative for anyone
seeking area information. Inquiries have already been made in the area to hot link up with
the site. Faga is continuing to update EACVB files, proof the IBOT Fairs &Festivals
listings (soon to be printed), work with state in updating new state information center data
and gathering calendar information for 2001.
Akers reported that surveys have been sent to all summer 2000 coupon booklet advertisers
and are still coming in. All information will help in considering the creation of a 2001
booklet which would be sold at the same time as the Spring/Summer 2001 Ventures ads.
The Fall/Winter Ventures is completed and distributed. Highlights were printed out and
included in board packets. Plans are beginning for the Spring/Summer 2001 Ventures.
Kirkland's written report was included in board packets. Press packets will be going out
in October introducing new web site, increase in tourism in Kane Co., area entertainment
and events and announcing the printing of the Fall/Winter Ventures Visitors Guide. Plans
are under way for an EACVB newsletter.
Ramsay called attention to the listing of current EACVB board members and their terms,
pointing out that changes are due to come in 2001. Permanent information"kiosks" have
been set up in sites throughout Kane Co. through a Heritage Co-op and Kane County.
However, the City of Elgin has refused to have two erected because they do not meet their
sign ordinance. Diane has asked DNA representatives to ask for a variance. Work needs
to be completed by Oct. 10`h. Ramsay plans to stay on indefinitely with the McHenry Co.
Tourism committee and with the Northern Illinois Development Office even after new
executive director is secured. Involvement on both are not responsibilities of the ED.
OLD BUSINESS/NEW BUSINESS
A motion to go into Executive Session was made by Stromberg. Seconded by Grimmett.
A roll call vote was taken. Motion carried.
Motion was proposed by Stromberg to resume the regular board meeting. Seconded by
Grimmett. A roll call vote was taken. Motion carried.
A motion was proposed by Stomberg to pay Diane Ramsay a retirement stipend of
$12,000. Payments to be made of$6,000 on January 15, 2001 and $6,000 on January 15,
2002. Seconded by Nowicki. Motion passed on roll call vote.
With no additional old business or new business a motion was made by Wodrich to close
the meeting at 9:20am. Seconded by Mihalec. Motion carried.
Next Meeting: Thurs., Nov. 2, 2000, Sam. at the Elgin Public Museum, 225 Grand Blvd.
tfully submitted,
Diane Ramsay, Executive Director
ELGIN AREA CONVENTION AND VISITORS BURE4I ,
BOARD OF DIRECTORS
Minutes
November 2, 2000 Meeting site: Elgin Public Museum yj:
PRESENT: Pat Arnold, Sherry Brewer, Jane Cordes, Donna Grimmett, Jeannette Mihalec, Jan
Musial, Jim Nowicki, Peggy Stromberg and Debbie Wodrich.
GUESTS: Vicki Kirkland, VK/PR; Juan Teague,Hampton Inn; Steve Pickett,Dundee
Township Visitors Center; Cheryl Wedell, Baskets of Plenty; Rich Hirschberg,
Jones Intercable; and Nancy Huebner,Business Matters.
STAFF: Luann Hachtel, Diane Ramsay, Jan Kohler, Barb Faga, Pat Hannibal, and Lynn
Akers.
BOARD PACKET:
1. November 3, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. Executive Directors Report -Diane Ramsay
Musial called the meeting to order at 8:10am.
MINUTES:
A motion to approve the October, 2000 minutes was made by Stromberg. Seconded by
Nowicki. Motion carried.
FINANCIALS:
A motion to approve the September, 2000 financials was made by Cordes. Seconded by
Brewer. Motion carried.
MONTHLY REPORTS:
Kohler submitted her written report indicating activities and contacts over the past month.
Contacts have been made with several new personnel at Hemmens, Prairie Rock Brewery,
and the Daily Herald. Efforts are continuing to develop packages for events and
attractions with our area accommodations. Kohler also commented that she will now be
attending the Affordable Meetings Trade Show in Chicago, IL in April, 2001 instead of
the Washington D.C.
Hannibal reported that visitors to the VIC have recently had political questions regarding
local political headquarters. There also has been some confusion due to the temporary
bathrooms during pavilion remodeling. Numbers continue to be good. Hannibal feels that
the VIC has good visibility. It was noted that sales figures tend to climb during the
Winter months due to sales of the book, "Old Elgin...A Pictorial History"for holiday gifts.
Akers submitted a written report. Plans for the next Ventures magazine have begun. New
with the next issue will be the printing of the calendar of events as a separate brochure
that will be inserted in each magazine. Surveys were favorable for the first attempt for an
EACVB coupon booklet. Another coupon booklet will be created with a heavier weight
paper to be distributed in late spring. Sales will be done at the same time as Ventures ads
with possible discounts for duel advertising participation.
Faga is continuing to update the EACVB data base. She reported that we have good
coverage in the regional Preprint holiday insert and in the ILBOT Fairs and Festivals
Guide. Over 100 completed calendar of events forms have been returned to our office for
the state calendar and the EACVB printing. Our web site (www.enjovelgin.com ) is up
and running with over 500 hits in the past few weeks. Everyone was encouraged to check
it out.
Kirkland reported that press packets announcing the new Ventures and our web site were
prepared and mailed to the media. A newly formatted EACVB newsletter has just been
completed and will be mailed out soon. Work will begin on the next Ventures with
articles being written for such topics as area recreation, the famous area resident Allan
Pinkerton (thus our web site character), and a destination feature on Marengo/Union and
the 150th celebration for Huntley.
Nancy Guthrie/Business Matters - Copies of the EACVB Financial Statements Year
ended June 30, 2000 were distributed to members present. Guthrie went over the
contents and after no questions encouraged members to further review and contact her
directly if there were any questions or concerns.
r
Search Committee Report- In the absence of other committee members, Jan Musial
reported that through an Emergency Board Member meeting Luann Hachtel has been
appointed as the acting interim executive director effective Nov. 1, 2000. Diane Ramsay
will help as a consultant as needed. Musial indicated that IBOT has been notified and no
interruption in funding will take place. Search Committee chairman, John Walters, is in
the process of setting up interview dates with the six selected candidates for interviews
with search committee members, Jan Musial, Dave Compitello and Ed Wolowiec.
Diane Ramsay presented her written report indicating activities over the past month,
the Elgin Thanksgiving Luncheon open to board members, the new web site and the
information regarding board transition for the year 2001. A clarification was made by
Musial that Luann is the acting executive director and will oversee the employment of
Diane Ramsay and concerns of any board transition.
Vicki Kirkland made a statement pointing out the accomplishments and stability of the
current EACVB that is indicated in the annual financial report and work currently being
done by bureau staff members. For this reason Kirkland questioned why Diane Ramsay is
not directly involved in the selection of the new executive director since she developed the
position and the bureau itself over the past fifteen years. Musial stated that the committee
had received a list from Diane of qualities she felt were necessary for the position.
Several other board members voiced concerns about the current search process, such as
whether current committee members have adequate time necessary for the participation on
the committee; if communication is being made to the applicants; and that consideration
en- must be given to the time of notice necessary for the new executive director hired. Musial
stated that she could not speak for others not present but would communicate the
concerns and questions to other committee members and get answers back to board
members.
OLD BUSINESS/NEW BUSINESS
Visitor Jane Weydell from Baskets of Plenty, East Dundee introduced herself and her
custom gift basket business that has been serving in the area for twelve years. EACVB
staff noted that Jane created baskets this year that were donated to the IBOT Governors
Conference from our area.
Debbie Wodrich, Prime Outlets at Huntley stated that there will be a fireworks display
at Prime Outlets the weekend after Thanksgiving. Also during the holidays Prime Outlets
will have a model train exhibit on site.
With no additional old business or new business a motion was made by Stromberg to close
the meeting at 9:15am. Seconded by Grimmett. Motion carried.
Next Meeting: Thurs., Dec.7, 2000, 8am. at the Milk Pail Restaurant, East Dundee
Respectfully submitted,
Luann Hachtel, Interim Executive Director
r
•
ELGIN AREA CONVENTION AND VISITORS BUREAU
BOARD OF DIRECTORS
Minutes
December 7, 2000 Meeting site: Milk Pail Restaurant, East Dundee
PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Jane Cordes, Jeannette Mihalec,
Jim Nowicki, Peggy Stromberg, John Walters, Debbie Wodrich and Ed Wolowiec.
GUESTS: Vicki Kirkland, VK/PR; Juan Teague,Hampton Inn; Steve Pickett, Dundee
Township Visitors Center; Bill Folk, Hemmens Cultural Center; Myra Gresko,
Milk Paul Restaurant.
STAFF: Luann Hachtel, Lynn Akers, Jan Kohler, Barb Faga, and Pat Hannibal.
BOARD PACKET:
1. December 7, 2000, Meeting Agenda
2. Sales Report-Jan Kohler
3. VIC Report-Pat Hannibal
4. Publications: Lynn Akers
Barb Faga
5. Executive Directors Report -Luann Hachtel
6. Elgin Area Convention and Visitors Bureau By Laws and Attendance Record
In the absence of the EACVB president, Jan Musial, Vice President, Jim Nowicki called the
rmeeting to order at 8:25 am. Introductions were made by all those present. Vice President
Nowicki thanked Pat Arnold and Myra Gresko for hosting the December board meeting.
MINUTES:
A motion to approve the November, 2000 minutes was made by Stromberg. Seconded by
Compitello. Motion carried.
FINANCIALS:
A motion to approve the October, 2000 financials was made by Walters. Seconded by
Cordes. Motion carried.
MONTHLY REPORTS:
Kohler submitted her written report indicating activities and contacts over the past month
highlighting her participation with the NTA Convention in Salt Lake City, and her most recent
project of securing nearly a dozen themed area packages for January and February, 2001 that will
be publicized through the State of Illinois web site and on the EACVB web site. Kohler and Faga
attended a one day seminar on December 6th covering marketing in cyberspace.
Hannibal reported that people are currently interested in the new Elgin City Skate and the
seasonal"Touching on Traditions" exhibit. A special raffle promotion is now being offered at the
VIC, "Buy a gift of Elgin...Get a Gift of Elgin." Each purchase entitles the buyer to a free raffle
drawing for an additional free promotional item.
Akers reported that ad sales have begun for the Spring/Summer 2001 Ventures. Sales are
also taking place for the second EACVB Coupon booklet. Prices for both are remaining the
same. The Calendar of Events will be printed as a separate brochure to be inserted within the
visitors guides. The City of Elgin may acquire additional copies of the calendar of events for
distribution to residents.
Faga is continuing to update the EACVB data base. In addition to presenting her written
report Faga urged everyone to check out the EACVB web site and let the bureau know of any
corrections, additions or suggestions. All submitted Calendar of Event information has been
downloaded to the state site for the Spring/Summer Illinois Fairs and Festivals Guide. Faga noted
that the state deadline date had been moved up but there still had been a good response.
Kirkland completed the Fall newsletter that was mailed out to the extensive associates
list. She also has been working on collecting material to be written and included in the
Spring/Summer 2001 Ventures magazine. Information will be fairly general for the"Festival"
section of the visitors guide. Many dates are not firm at this time and details not finalized or
available to be written about accurately. The printed calendar of events and up-to-date web site
will give details. Another newsletter could be created in January or February, 2001.
Executive Directors Report-Luann Hachtel thanked staff members for assisting her
with responsibilities during the interim period. Hachtel reported meetings attended over the past
month including the 2-day state finance meeting in Springfield. The new state formula was not
presented at the meeting as anticipated, however, all financial rules were reviewed. Hachtel also
noted that letters were sent out immediately following the November Board meeting regarding
EACVB board openings both to the Elgin Chamber of Commerce and the City of Elgin as
designated in the by laws. At this time the Elgin Chamber of Commerce has not finalized their
appointment nominations and the City of Elgin will not have their appointments approved until
next week. Two of the three current bureau board members wish to remain on the board leaving
one seat available. Representation from the Hemmens Cultural Center was suggested for the
bureau appointment. Hemmens Cultural Center Manager, Blythe Rainey-Cuyler, suggested
Hemmens staff member Bill Folk for consideration. Hachtel indicated concerns regarding the
present EACVB bylaws. Copies of the bylaws were included in all board members packets with
the suggestion that they be reviewed.
Search Committee Report- Chairman John Walters reported that the search committee
presented a candidate to the special board meeting held Monday, December 4, 2000 and that Jan
Payne Kilgard, formerly with the Galena Jo Daviess County CVB was approved as the new
executive director of the Elgin Area Convention and Visitors Bureau. Kilgard will meet the staff
the week of Dec. 11th and begin work Jan. 2, 2001. Stromberg suggested the possibility of an
open house reception for Kilgard.
OLD BUSINESS/NEW BUSINESS - With no additional old business or new business a
motion was made by Nowicki to close the meeting at 9:15am.
Next Meeting: Thurs., Jan. 4, 2001, Sam at the Hampton Inn, Elgin.
Respectfully submitted,
Luann Hachtel, Interim Executive Director