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HomeMy WebLinkAbout2001 Convention And Vistors Bureau , . ELGIN AREA CONVENTION AND VISITORS B UREA U BOARD OF DIRECTORS Minutes "'' -1 January 4, 2001 Meeting site: Hampton Inn, Elgin �/�\y�,✓. PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Jane Cordes, Bill Folk, Donna Grimmett, Jan Musial, Leo Nelson, Jim Nowicki, Peggy Stromberg, John Walters, Debbie Wodrich, Ed Wolowiec and Eric Yarolimec. GUESTS: Sharon Daynor, Crowne Plaza Hotel; Vicki Kirkland, VK/PR; Karri Klemmer, Courtyard by Marriott; Steve Pickett,Dundee Township Visitors Center; Juan Teague, Hampton Inn. STAFF: Jan Payne Kilgard, Luann Hachtel, Jan Kohler, Barb Faga, Lynn Akers, and Pat Hannibal. BOARD PACKET: 1. Meeting Agenda- January 4, 2000 2. Minutes from Special Board Meeting - December 4, 2000 3. Sales Report-Jan Kohler 4. VIC Report-Pat Hannibal 5. Publications: Lynn Akers and Barb Faga 6. Executive Director's Report- Jan Payne Kilgard EACVB President, Jan Musial, called the meeting to order at 8:07am. Introductions were made by all present. Musial thanked Dave Compitello for hosting the January board meeting, and thanked Luann Hachtel for assuming the responsibility of Interim Director for the past months. She welcomed Jan Payne Kilgard as Executive Director. MINUTES: A motion to approve the December 4, 2000 Special Board Meeting minutes was made by Walters. Seconded by Stromberg. Motion carried. A motion to approve the December 7, 2000 board meeting minutes was made by Nowicki. Seconded by Cordes. Motion carried. FINANCIALS: A motion to approve the November 2000 financials was made by Stromberg. Seconded by Walters. Motion carried. MONTHLY REPORTS: Kohler submitted her written report, highlighting the recent booking of two motorcoach tours: a German group through On The Scene Production (Chicago) in September and Can Am Tours in August. Eleven area hotel packages are now available through March, and are posted on our web site and are being advertised. January activities include the Bartlett/South Elgin Chambers Progressive Luncheon, Illinois Council of Convention& Visitors Bureaus (ICCVB) Sales Meeting and American Bus Association (ABA) Convention in Baltimore, MD. Hannibal reported good book sales in the past month.. Visitor numbers were down for December, possibly due to weather. Recent inquires at the VIC have been regarding the new Elgin City Skate (now with $3 skate rentals) and information regarding area snowmobiling. Page Two -EACVB Board of Directors Minutes- January 4, 2001 Akers reported that 50% of the ad space has been secured for the Spring/Summer 2001 Ventures and 25% for the second EACVB Coupon Booklet. Ventures ad space deadline is January 12t. Ventures may again be submitted in Governor's Conference award competition. Faga is continuing to update the EACVB database and web site (www.enjovelgin.com). Our web site may be entered for Governor's Conference award competition. All area Calendar of Events information has been entered on the EACVB web site and on the Illinois Bureau of Tourism(IBOT) site (www.enjoyillinois.com).The deadline for submitting event information for publication with the Ventures Visitors Guide calendar is mid January. Kirkland has been working on features for the next Ventures and will be completing articles following further decisions on content. She is preparing press releases announcing the hiring of the new Executive Director, and another newsletter may be produced in the next month. Executive Director's Report - Kilgard extended her appreciation to the board members, staff and past Executive Director, Diane Ramsay, for assistance and support as she begins with the EACVB. Her immediate plans are to become acquainted with our destination's tourism product and our people, visiting area attractions and meeting area representatives. Kilgard encouraged board members to attend the 2001 IL Governor's Conference, to be held February 12 - 14 in Springfield. Group transportation will be considered. Bylaws will be reviewed with President Musial. A listing of 2001 Board Meeting dates has been prepared and will be distributed with February meeting materials. OLD BUSINESS - Board Appointment Update - Hachtel reported that the Elgin Chamber of Commerce has reappointed Jane Cordes for a 2-year term. Eric Yarolimec is a new appointment (2-year term) and Leo Nelson will assume the remainder of the term of Jeannette Mihalec, (1-year term). The City of Elgin has not yet finalized its appointment; this should be completed by January 24th. Executive Director's Agreement- Kilgard asked that the written employment agreement between the EACVB and herself be completed. Walters noted it is in legal review. NEW BUSINESS - - Holiday Inn Express, Algonquin, will open January 10, 2001. - The Eagle Inn, (fine dining restaurant, lounge, gift and antique shop) has opened in Huntley after more than a year of construction. - A major Dreamworks movie production, featuring Tom Hanks and possibly Paul Newman, will take place in the Dundees in February and March. Details to follow. -Elgin Winter Fest is January 27 at Lords Park, featuring free cross-country skiing, snowmobiling and family activities. Elgin City Skate is going very well, with public outdoor skating that will continue until March. With no additional old business or new business, a motion was made by Nowicki to adjourn the meeting. Seconded by Grimmett. Meeting adjourned at 8:55am. Next Meeting: Thursday, February 1, 2001, 8:00 am., Fox Valley Hall, Milk Pail Complex, East Dundee, IL Respectfully submitted, J Payne Igard ELGIN AREA CONVENTION AND VISITORS BUREAU �.• / rook v, BOARD OF DIRECTORS I'. ay y Minutes ELGIN AREA February 1, 2001 Meeting site: Milk Pail Complex, East Dundee CONVENTION AND VISITORS PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Jane Cordes, BUREAU Jan Musial, Peggy Stromberg, John Walters, and Eric Yarolimec. GUESTS: Sharon Daynor, Crowne Plaza Hotel; Vicki Kirkland, VK/PR; Kay Hoffer, Bubotto Fine Arts. STAFF: Jan Payne Kilgard, Luann Hachtel, Jan Kohler, Barb Faga, Lynn Akers, and Pat Hannibal. BOARD PACKET: 1. Notebooks for the Board of Directors. 2. Letter of resignation from Debbie Wodrich, Prime Outlet, was shared. EACVB President, Jan Musial, called the meeting to order at 8:10am. Introductions were made by all present. Musial thanked Pat Arnold for hosting the February board meeting. MINUTES: A motion to approve the January 2001 board meeting minutes was made by Stromberg. Seconded by Compitello. Motion carried. FINANCIALS: A motion to approve the December 2000 financials was made by Walters. Seconded by Brewer. Motion carried. STAFF REPORTS: Kohler reported on activities at the American Bus Association (ABA) trade show last week in Baltimore. She spoke of ads placed in the Daily Herald to promote the many hotel packages now available. Jan noted a list of the contacts from the National Tour Association (NTA) show. Her report included advertising plans, a donated basket for the silent auction fundraiser at the Governor's Conference, Four Bridges of Elgin event activities, a Progressive Luncheon with Bartlett and South Elgin Chambers of Commerce attended on January 16, and information from the Illinois Council of CVBs (ICCVB) Sales Committee meeting. Akers reported that she had more than 80 ad participants for the Spring/Summer 2001 Ventures Visitor's Guide, totaling $47,000. This covers the production cost. Several first-time cooperative ads are included. Advertising sales will continue through February for the 2001 Coupon Book, with its printing planned for April. (Continued Page Two) 77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847) 695-7668 Page Two-EACVB Board of Directors Minutes-February 1, 2001 FAGA continues to update the visitor inquiry database. All calendar information has been entered on our web site and on the state's site. She has been proofing the Illinois Fairs& Festivals Guide (calendar of events); this publication requires detailed proofing of three drafts. She is working with Studio 155 (design and production firm for Visitor's Guide and Calendar of Events)to provide our event database from our web site, to maximize efficiency. Barb's verbal report detailed her assistance in the preparation of invitations and name tags for the Welcome Reception held on January 23 for Kilgard; preparation of Award entries for the Governor's Conference; and the assembly of materials for the board notebooks. HANNIBAL provided a verbal report, highlighting the February displays at the Visitors Information Center(VIC). These include 15 Weekend Getaway Packages with hotel overnights and activities, and the Elgin Public Museum. She noted that there have been many requests for snowmobiling information at the VIC. The VIC statistical reports for January were distributed. KIRKLAND reported that the Courier News had very good coverage for the announcement of Kilgard replacing Diane Ramsay as the CVB's new director. A new release will be sent to the Daily Herald at a later date. Kilgard was interviewed by Channel 4 at the Crowne Plaza Welcome Reception on January 23. KILGARD thanked everyone involved in the Welcome Reception at the Crowne Plaza. She is looking forward to meeting with everyone individually. Notebooks have been prepared for the board and staff to provide a system for keeping the CVB and tourism-related information easily organized. She encouraged everyone to bring the notebook to each meeting. Staff reports and pertinent written materials will be mailed approximately one week before each meeting, and board members are encouraged to review these in advance of the meeting. Staff will be happy to answer any questions at the meeting. Three CVB staff members (Kilgard, Kohler and Faga) and one board member (Brewer) will be attending the Governor's Conference on Tourism. All education sessions will be attended by one of our people. The education and meals are all included in the registration. Hotel rooms will be provided by the CVB for the staff. REPORTS: Kilgard noted that there are three new"report" categories on the agenda, to enable stronger communication channels with our board, staff, and any members of the public who wish to attend. The first report category is for the City of Elgin and the Elgin Chamber of Commerce. Both have a number of appointed positions on our CVB board. Walters reported for the City of Elgin that Peggy Stromberg was appointed to the CVB board at the January 24, 2001 City Council meeting. Cordes noted that a 15-page Special Events Application must be completed by each event, each year, and must go through eight other city departments for an events date and location to be fully approved by the City of Elgin. Musial reported on the successful recent events at the Casino. Yarolimec reported for the Elgin Chamber and invited participation in the "Chili and Golf Outing", to be held on February 17 at Spartan Terrace (Elgin Community College). The Elgin (Continued Page Three) Page Three -EACVB Board of Directors Minutes-February 1, 2001 Chamber will also sponsor a Business to Business Expo on February 23 & 24. Exhibit space is still available. OLD BUSINESS -None. NEW BUSINESS -President Musial shared a letter from Debbie Wodrich of Prime Outlet, stating that she has accepted a new job outside the area and submitting her resignation from our Board of Directors. A motion to accept her resignation with regrets was made by Yarolimec. Seconded by Walters. Motion carried. Musial asked if the present Executive Committee officers would continue for another month so that a Nominating Committee may prepare a slate of candidates for vote in March. All current officers agreed to continue service. And, she asked board members to volunteer for service on the CVB committees for this 2001-2002 board year. A sign-up sheet was circulated to the board members for Standing Committees - Nominating Committee and Finance/Human Resource Committee, and Special Committees - Bylaws Committee &Marketing Committee. BOARD MEMBER COMMENTS : Kilgard noted that this new category on our board agenda is designed to enable a stronger level of communication within our board. She encouraged members to share information about their individual business/organization, as well as general information about their category of our tourism industry or their community. Arnold: Milk Pail Complex has rented two rooms to Elgin Community College for use as ofd campus dance and art classrooms. New restaurant hours are: Tuesday-Thursday, 11am- 3pm (lunch only); Friday 11 am- 9pm (lunch& dinner); Saturday 8am- 9pm (breakfast, lunch & dinner); Sunday 8am- 8pm (breakfast, lunch& dinner); and Sunday Brunch with live entertainment loam- 2pm. "Lunch in A Pail" deliveries are now available Monday through Friday. Bookings are being accepted for corporate picnics, weddings and other parties, using space inside and outdoors. Musial: Grand Victoria - She noted it was important for our current and future success that the Rosemont license was denied. The white tent was used recently for two New Year's Eve parties (with 1600 people attending), and a Super Bowl Party in January. February 11 will be a boxing event. The new deli will be opening the end of March. Yarolimec: Crowne Plaza Hotel -He shared that Valentine Packages with overnight stays have been created and are available for $139. A dinner and overnight special is offered on February 10 and 17 with Joseph's Restaurant for $169. He invited everyone to their annual St. Patrick's Day celebration on March 17. He noted that 35 people from Salt Lake City will be coming in. Brewer: Victorian Rose Garden Bed & Breakfast - She detailed a number of new marketing initiatives, including a variety of overnight packages. She's hosting day meetings for small corporate groups; Victorian Tea may be scheduled for up to 20 people; and she presents educational teas that teach manners to cub scouts. She noted that Algonquin is starting a river walk plan. (Continued Page Four) Page Four-EACVB Board of Directors Minutes-February 1, 2001 Compitello: Hampton Inn -He noted that his Sales Director, Juan Teague, has been working with Kohler in developing a number of themed overnight packages. And, he proudly reported that the Elgin Hampton Inn has been recognized by the Hampton Inn chain for being in its "Top 13%" for hotel quality and service. Staff member, Faga, noted that all the overnight packages created by our properties have been detailed on our www.enjoyelgin.com web site. Stromberg: Elgin Public Museum - She shared that 300 people went through the museum on the Sunday of the Winter Fest event. She recently secured some interesting materials that were previously confiscated by the U.S. Fish& Wildlife that will be used in educational programming. She noted that themed birthday parties for children may be scheduled at the museum, and that the museum will host a"Coffee with LaSalle" event (for adults) in March. Cordes: Elgin Parks & Recreation Department - She explained that the City of Elgin has not received an application for the National Ms. Senior Citizens Pageant event, though organizers are planning it for July and have applied for a CVB Promotional Grant. PUBLIC COMMENTS: Daynor: Crowne Plaza- She wanted to let everyone know that they make a wonderful breakfast pizza that's perfect for corporate meetings for $18, and she will deliver it. Hoffer: Bubotto Fine Arts - An art class will be held February 13, 2001. Future plans are to open seven days a week, 12 noon to 5pm. Special theme parties can be arranged for birthdays and special events. Kilgard shared some closing remarks, noting how impressed she is with the Elgin Area and the CVB staff. A motion to adjourn the meeting was made by Cordes, seconded by Walters. Meeting adjourned at 9:30 a.m. Next Meeting: Thursday, March 1, 2001, 8:00 am. Location to be determined. Respectfully submitted, Jan ayne Kilgar Executive Director Elgin Area Convention and Visitors Bureau ELGIN AREA CONVENTION AND VISITORS BUREAU BOARD OF DIRECTORS ( 'l %. Vay11 " Minutes ELGIN ELGIN AREA March 1, 2001 Meeting site: Prairie Rock Brewing Company, Elgin CONVENTION AND VISITORS PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Jane Cordes, BUREAU Jan Musial, Leo Nelson, Bill Folk, Jim Nowicki, and Eric Yarolimec. GUESTS: Vicki Kirkland, VKPR; Karri Klemmer, Courtyard by Marriott, Rita Robbins,Days Inn;Dawn Haagen, Communications Director, Elgin. STAFF: Jan Payne Kilgard, Luann Hachtel, Jan Kohler, Barb Faga,Lynn Akers, and Pat Hannibal. BOARD PACKET: 1. 2001 Visitor Information Center Weekly Reports 2. News Release: EACVB Recipient of State Award. President Musial called the meeting to order at 8:15am. Introductions were made by all present. MINUTES: A motion to approve the February 2001 minutes was made by Arnold. Seconded by Cordes. Motion carried. FINANCIAL REPORT: A motion to approve the January 2001 Financial Report was made by Nowicki. Seconded by Yarolimec. Motion carried. EXECUTIVE DIRECTOR'S REPORT: Kilgard noted that the monthly board packets now have colored staff reports. She hopes this will be helpful in locating reports easily. She thanked board members using the notebooks. She shared the good news of our Bureau winning a 2001 Governor's Conference on Tourism award for the best "General Brochure", and passed the acrylic trophy for everyone to see. The six award-entry boards were displayed, and Kilgard noted the positive image the entries created for the Elgin Area at the conference. A copy of the news release that announced the award was distributed, and photos from the conference and the Award Luncheon were shown. She encouraged each board member to join staff in proudly wearing a "My CVB Works For Me" button that was distributed at the conference. She thanked Brewer for her time and dedication in attending the conference with our staff, and noted that all education sessions were covered by our four attendees. She noted that many of this years sessions did not have handouts, and that some of our notes are still being prepared. Board members wishing to receive notes and handout materials were asked to sign their names on a conference schedule. 77 Riverside Drive Elgin,Illinois 601 ntin Ol€ irl' 4847) 695-7540 FAX(847)695-7668 Page Two-EACVB Board of Directors Minutes of March 1, 2001 She shared that she learned of several state-program changes coming. For example, a new """ format and schedule are coming for the calendar of events brochure, and a new formula is being discussed for the Local Tourism Convention Bureau (LTCB) Grant. She noted that we were reminded that today's traveler requires a quality tourism product, packaging ease in purchase and planning, authentic interpretive elements, and a memorable and enriching experience. Newly-arrived Illinois Travel Guide and Chicagoland Travel Ideas publications were shown, and are available in quantity from the Bureau office. She noted a busy month,with she and staff attending a number of annual and monthly meetings in our service area(Hemmens Advisory Board, Elgin Chamber of Commerce Annual Dinner,Elgin Image Awards Presentation, Good Morning Elgin Breakfast, Elgin's Downtown Neighborhood Association, and the Cardunal Chamber of Commerce monthly meeting); along with exhibiting in two local trade shows (Kilgard at the"Cabin Fever Expo"by the Elgin Chamber, while Kohler exhibited in the"Five Star Business Expo"at Indian Lakes Resort). She attended the February 16th ceremony with Illinois' Lt. Governor Corrine Wood, announcing Elgin as a finalist in designation as a"Main Street Community"; she traveled to downtown Chicago to train the Illinois Call Center service representatives about our destination (February 23); she wrote a letter of support for the Illinois Railway Museum in a state Marketing Partnership Grant application; and finalized the Bureau's contract with the City of Elgin for financial support in the Visitor Information Center. She noted that two board appointments from the City of Elgin are complete --- Stromberg and Walters. She assisted in leading a regional Fox River Valley Heritage meeting on February 27`", and thanked Yarolimec for his attendance. Two themes have been identified for our heritage research and interpretation: "First People" (Native American Indians) and"Underground Railroad". She noted that she met with the Bureau's Executive Committee on February 28th, asking for its general direction in program planning. She requested approval for vacation time in mid- March to accompany her husband to a Florida business meeting. The committee approved. She encouraged everyone to stay for a brief Orientation Session right after the meeting. STAFF REPORTS: Kohler reported on the current advertising to promote the Packages with Hemmens Cultural Center, offering Dinner/Theater/Overnight. She showed a current ad in Illinois Meetings &Events magazine; detailed a series of ads for the Elgin Area; and shared the"WOW" ad promoting packages in the Life Style Advantage newsletter for bank clubs. She noted that follow-up letters have gone out to all the contacts from the American Bus Association(ABA) and National Tour Association(NTA) shows. She shared an additional booking for Can Am Tours, coming for three days in September and another three days in June. She reported making some good contacts at the"Five Star Business Expo", and noted her written report about the Governor's Conference was included in the board packet. Akers provided an update to her written report, and showed the selected cover designs for the Visitors Guide and the Calendar of Events that are currently in production. The Calendar of Events will be a separate brochure for the first time, and she noted the similar design elements so it is compatible for insertion in the Visitors Guide. The City of Elgin will purchase 40,000 of the Calendar of Events for distribution locally by direct mail. Her work continues on the 2001 Coupon Book. -Continued Page Three- AMINO Page Three-EACVB Board of Directors Minutes ofMarch 1, 2001 Faga noted that she is working with Akers in the Calendar of Events production. She has met with Cordes to determine a procedure that will encourage event planners to secure advance city, county and site approvals. Events will not be published in the Calendar of Events without these approvals. She made her Governor's Conference report available. Hannibal reported that both the Mardi Gras celebration at the Casino and the Elgin Public Museum display at the Visitor Information Center attracted a lot of interest in February. In March,the display will detail the Bureau's Promotional Partnership Program. Kirkland distributed copies of the Chicago Tribune (northwest edition) and Daily Herald articles that recently ran to introduce Kilgard as the Bureau's Executive Director. She has submitted an article and photos for the Courier News"Progress Edition", spotlighting our destination's growth and our Bureau's program development in the year 2000. She has distributed media releases on the Governor's Conference award, and a spring Media Kit will be prepared for the local and Chicagoland media. Hachtel shared her plans to retire, effective September 30. She and her husband hope to spend warm weather months in the Elgin Area, and enjoy winter months in Arizona. She offered to help in making the transition a smooth one for the Bureau, and will train her successor. COMMITTEE REPORTS: Musial noted that the Nominating,Bylaws, Finance/Human Resource, and Marketing Committees have not yet formed, and she distributed the sign-up sheet for additional volunteers. She shared that the Executive Committee met February 28th with Kilgard, at her request, to provide general direction in Bureau program planning. Musial noted that the assumption was not made by anyone that these officers would continue service in coming months of this Fiscal Year 2001. The Executive Committee recommends holding a Board Retreat for a half-day in April. Board members supported this idea, noting a weekday would be best. Staff will follow-up to propose date options and make Retreat plans. REPORTS: City of Elgin - Cordes reported an excellent turn-out for the recent Chili and Golf Opener. Golf was at Spartan Meadows and chili at Booker's Backyard Sports Bar& Grill. Elgin Chamber of Commerce -Nelson said the"Cabin Fever Expo" on February 23-24 went well with all exhibit booths sold and attendance good. He thanked the Bureau for its partnership in staffing a booth. Coming activities for the Chamber will focus on Challenge 21, a retention program, and economic development exhibits at two major trade shows. OLD BUSINESS/NEW BUSINESS: None -Continued Page Four- Page Four-EACVB Board of Directors Minutes of March 1, 2001 PRESIDENT'S COMMENTS: Musial reported that she is very pleased with how things are going at the Bureau and with Kilgard as the new Executive Director. She said everything is positive. She thanked the staff and board members for their assistance and patience in the transition. BOARD MEMBER COMMENTS: Musial reported that the outdoor tent at Grand Victoria Casino is now down;back up soon for a boxing event. She noted that the casino had a fantastic January,the second highest in the state. She reported hearing a lot of good comments about the"Cabin Fever Expo". Folk reported that the Packages with Hemmens' performances have had good response. Yarolimec reported the 3'I Annual St. Patrick's Day Bash will be held March 15th at the Crowne Plaza Hotel, co-sponsored by the South Elgin Chamber of Commerce. Arnold said The Milk Pail Complex hosted 200 people at the first Luncheon Series; "Lunch in a Pail"has become popular for business meetings;wedding bookings are strong; Murder Mysteries are being planned; and the Bubotto "Open House" event was well attended. Cordes extended her thanks to the Bureau for the partnership with the City of Elgin in the Calender of Events listings. Nowicki reminded everyone that there will soon be a lot of construction activity in downtown Elgin, as work begins on the new recreation center and continues in the riverfront development. Parking and navigation will be impacted. The projects will continue for 3-4 years. Brewer reported on successful"Etiquette Teas for Boys", and she noted that the "" Algonquin Chamber of Commerce will soon be producing promotional post cards. She thanked the Bureau for allowing her to attend the Governor's Conference with staff, and shared a positive experience she had with a Silent Auction purchase. Compitello said the Packages are going very well at his Hampton Inn. PUBLIC COMMENTS: HIemmer- She reported that they have a new General Manager at Courtyard by Marriott. Their property will co-sponsor the March of Dimes Walk on April 29. Robbins - She noted they are doing some renovating at the Days Inn. NEXT MEETING: Thursday, April 5, 2001 at 8:00 a.m.. Location to be announced. ADJOURN: A motion to adjourn was made by Cordes, seconded by Brewer. Motion carried. The meeting adjourned at 9:16 a.m. Respectfully submitted, .1 J ayne Kilt xecuti e Director Elgin Area Convention and Visitors Bureau r ELGIN AREA CONVENTION , AND VISITORS BUREAU l�? BOARD OF DIRECTORS ELGIN AREA Minutes of April 5, 2001 CONVENTION AND VISITORS Held at the Victorian Rose Garden Bed &Breakfast, Algonquin BUREAU PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Donna Grimmett, Peggy Stromberg, Bill Folk, Leo Nelson, Jim Nowicki, John Walters and Eric Yarolimec. GUESTS: Vicki Kirkland, VK'PR; Karri Klemmer, Courtyard byMarriot; Rita Robbins,Days Inn. STAFF: Jan Payne Kilgard, Luann Hachtel, Barb Faga, Lynn Akers, and Pat Hannibal. BOARD PACKET: 1. Revised Financial Statement 2. 2001 Visitor Information Center Weekly Reports 3. Just FYI—Directors and Officers Insurance 4. Executive Committee–Meeting Minutes 5. ECC–"Building World Class Teams" Breakfast Flyer 6. 2001-02 Legislative Directory–General Assembly of Illinois Vice President Nowicki called the meeting to order at 8:15am. Introductions were made by all present. MINUTES: A motion to approve the March 2001 minutes was made by Nelson. Seconded by Walters. Motion carried. A motion to approve the March 2001 Board Orientation Session minutes was made by Compitello. Seconded by Nelson. Motion carried. FINANCIAL REPORT: A motion to approve the February 2001 Financial Report was made by Walters . Seconded by Grimmett. Motion carried. EXECUTIVE DIRECTOR'S REPORT: Kilgard noted she filed a written report. She shared that Akers' had submitted her resignation, and this would be her final board meeting. She distributed a copy of the resignation { -Continued Page Two- 77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847)695-7668 Page Two-EACr'B Board of Directors Minutes ofApril 5, 2001 letter, noted the position will be advertised and filled quickly, and expressed thanks to Akers for her excellent work and strong teamwork in her time with the Bureau. Kilgard noted that a copy of the Directors and Officers Insurance was included in the meeting packet. This was provided simply for their information, and she suggested that board members file it in their notebooks. She distributed the sign-up sheet for CVB Committees again, asking board members who had not yet selected a committee to do so. She noted copies of the 2001-02 Illinois Legislative Directory were distributed with additional copies available at the CVB office. She provided a follow-up to the presentation to the Kane County Forest Preserve Utilization Committee by the Elgin Area, Aurora Area and St. Charles CVBs on March 29, noting that the intent was to encourage our county's proactive planning for "experiential recreation". The Committee especially liked the heritage theme of"First Peoples", and the development of additional recreational vehicle (RV) campgrounds. It asked that a Marketing Study be conducted to determine county residents' preferences, using a tourism state grant to assist with the research costs. Kilgard noted that camping is now the#1 family vacation activity, with RV's a popular camping option. She also noted that there has been legislative discussion from time to time about imposing a"Bed Tax" on campsites. She encouraged all interested board members to attend the April 10 Fox River Valley heritage meeting, focused in the theme of"Underground Railroad". And, the "Building World Class Teams" session at Elgin Community College (ECC) on April 27, sponsored by ECC and area chambers of commerce. She shared correspondence she has received from the Chicago CVB, detailing an upcoming legislative request to authorize the expansion of McCormick Place. The proposal would not impose new taxes, but rather extend the expiration dates of the current taxes, and the new facility would enable expanding large shows as well as capturing smaller ones. STAFF REPORTS: Kohler was not present because she was attending the Affordable Meetings trade show in Chicago. Her written report was mailed in the board packet. Faga stated that Kohler has organized 11 Overnight Packages that we have submitted for the Illinois Bureau of Tourism's (IBOT) Summer Packages. These will be promoted by the state in June, July and August. Faga passed sheets detailing the packages for board members' review. Akers highlighted her report with comments about the new Ventures Visitors Guide— just arrived from the printers. She noted this issue is produced with a heavier paper stock for the cover, giving it more stability in racks. The new design with Calendar of Events as a separate piece that is inserted in the Guide binding will be useful as an information piece by itself, and added four pages of advertising in the Guide which generated additional revenue. She stated that the lodging, meeting & banquet grids were revamped. An "Outdoor Recreation" section was added, and editorial on Detective Pinkerton is featured. She credited Faga with good assistance in producing the Calendar of Events. Kilgard noted the excellence of this Guide and Calendar, and the comments/compliments she is receiving from other CVBs. She congratulated Akers on a job well done, and lead a round of applause for her. r Work continues on the 2001 Coupon Book and should be completed by the end of April. -Continued Page Three- - Page Three-EACVB Board of Directors Minutes ofApril 5, 2001 Faga filed a written report in the meeting packet. She worked with Akers in producing the new Calendar of Events, and lead the intensive proofing before printing. She noted that all events are current on the web site, and a grid has been added to the bottom of the map on the web site for clarification. Upgrading the web site is an ongoing project. Hannibal reported that the tent is back up at the Grand Victoria Casino and special events are scheduled. The quarterly inventory is complete. The Display of the Month for March was the Elgin Public Museum, and many good comments were made about the Museum. Hannibal noted that any Promotional Partner that would like to be featured as Display of the Month can request to be put on the schedule. Kirkland provided a written report in the meeting packet. She noted she and Kilgard are planning for National Tourism Week, May 6-12, and that National Tourism Day is Wednesday, May 9, when we should all wear red to show our support of tourism. She is preparing a Media Kit, and detailing a Media Plan for the coming months. She noted that the Chicago Tribune and Daily Herald newspapers are working annual festival guides, with deadlines of April 13. Coverage was very good in the Courier News Progress tabloid. COMMITTEE REPORTS: Executive Committee - Kilgard was asked to report on the meeting held April 4, 2001. Budget figures have to be worked on very soon including the LTCB Grant which is due mid June. Marketing and advertising was discussed. Meetings with each category of our industry (lodging, dining, attractions, etc.) was supported, so that each may discuss priority needs for our Marketing Plan and contribute ideas. To maintain continuity this year, a Fall/Winter 2001-02 Ventures Visitors Guide will be produced in-house, with the same format as the Spring/Summer 2001 issue. Kilgard noted Walters has a final draft of her employment contract, ready for signatures. REPORTS: City of Elgin - Walters said groundbreaking for the new Recreation Center was March 20, with this project to be completed sometime in Fall 2002. Parking will be realigned in the downtown area, and a parking facility will be constructed (projected completion of November 2001). A groundbreaking ceremony for the Riverfront project is planned for May. Construction by the Metro Station should be done soon. Nowicki reported the timeline of the new golf course on McLean Boulevard. Groundbreaking will be April 27. Construction of the new library should start in 2002, opening in 2003. Elgin Chamber of Commerce - Nelson reported the Chamber is working with the City of Elgin in the Boeing corporate office relocation proposal. Also, they are working with the City in the Riverfront Action Committee to raise resident awareness and finding. He noted an opportunity for the CVB in providing information and services for international business travelers. He stated the Downtown Neighborhood Association (DNA) is conducting a search for a new Executive Director. In answer to a question, he stated that the DNA is spearheading the city's Illinois Main Street Program application. - Continued Page Four- Page Four-EACVB Board of Directors Minutes ofApril 5, 2001 OLD BUSINESS/NEW BUSINESS: None PRESIDENT'S COMMENTS: Musial was not present at the meeting. BOARD MEMBER COMMENTS: Stromberg extended congratulations in the new Visitors Guide, and stated she is very pleased with her ad in it for the Elgin Public Museum. She thanked Akers for her encouragement and assistance in producing the ad. She asked Kilgard if a Review Committee has been formed for the Local Promotion Grant program; Kilgard responded that this committee has not yet been formed. PUBLIC COMMENTS: No comments. NEXT MEETING: Thursday, May 3, 2001 at 8:00 a.m. at the Bubotto Gallery on the Milk Pail Complex, East Dundee. ADJOURN: A motion to adjourn was made by Stromberg, seconded by Walters. Motion carried. The meeting adjourned at 9:00 a.m. Respectfully submitted, Iii PaY ne Kilgard, Exec`tive Director Elgin Area Convention and Visitors Bureau r • w ELGIN AREA CONVENTION AND VISITORS BUREAU ic)/ BOARD OF DIRECTORS ELGIN AREA Minutes of May 3, 2001 CONVENTION AND VISITORS Held at the Bubotto Gallery, on Route 25, East Dundee BUREAU PRESENT: Dave Compitello, Jane Cordes, Janice Musial, Peggy Stromberg, John Walters and Eric Yarolimek. ABSENT: Pat Arnold, Sherry Brewer, Bill Folk, Donna Grimmett, Leo Nelson and Jim Nowicki. GUESTS: Vicki Kirkland, 17C/PR; Karri Kiemmer, Courtyard byMairiot; Rita Robbins, Days Inn; Dawn Blais, Bubotto Gallery; Cynthia Stocksdale, Cedar House Design; Barbara Lanphier, Illinois Railway Museum; Don MacBean, Fox River Trolley Museum; and Dawn Hagen, City of Elgin. STAFF: Jan Payne Kilgard, Luann Hachtel, Barb Faga, Jan Kohler, and Pat Hannibal. BOARD PACKET MATERIALS DISTRIBUTED: 1. Board & Staff Retreat—Date Selection 2. 2001 Visitor Information Center Weekly Reports 3. EACVB Staff Structure 4. 2001 Officers and Board of Directors President Musial called the meeting to order at 8:12am, thanking the Bubotto Gallery for hosting the meeting. Introductions were made by all present. MINUTES: Due to lack of quorum, no approval of the Minutes of April 2001 could be given. Discussion was invited; no questions or comments. FINANCIAL REPORT: Due to lack of quorum, no approval of the Financial Report for March 2001 could be given. Discussion was invited; no questions or comments. EXECUTIVE DIRECTOR'S REPORT: Kilgard filed a written report. She noted that May is "National Tourism Month", and a special time to celebrate this exciting travel and tourism industry. She invited everyone to wear red to express support on"National Tourism Day"--- Wednesday, May 9. She corrected her written report, noting her meeting with an organizer of the Northern IL -Continued Page Two- 77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847) 695-7668 Page Two-EACVB Board of Directors Minutes ofMay 3, 2001 Fire Museum in the Marengo area. She also noted two additional April activities: a letter of support written for the Algonquin Historic Commission to the IL Department of Transportation, encouraging sensitivity to historic buildings as new highway routes are determined. And, that Kilgard had coordinated the CVB tourism information provided to the City of Elgin in the "Boeing Proposal" submitted in late April. This included full-service lodging, meeting facilities, fine dining and golf courses/country clubs within a 30-mile radius of the proposed Elgin site. Kilgard provided these updates: • CVB staffing plans as discussed by the staff and the Executive Committee, with six full-time administrative positions. New is a full-time Office Manager (receptionist and clerical duties). "Project Coordinator" position recently vacated by Lynn Akers is now titled"Communications Manager" and will be filled first. Advertising has run for this position in the Chicago Tribune, Daily Herald and Courier News newspapers, with applications due May 11. • Akers provided a written report, having formally left the CVB at the end of April. She continues on a pro-rated, hourly-wage basis in completing production of the Coupon Booklet. It should be printed and available by mid-May. • Kilgard noted a number of changes in Illinois grant programs. The Marketing Partnership Grant, available to non-profit organizations and governmental bodies, has been changed to allow"open" application and awards throughout the fiscal year(eliminating grant rounds); a $50,000 cap per application has been added; and the required coverage is changed to a 50-mile radius of the destination (previously 100 miles). The Local Tourism and Convention Bureau (LTCB) grant which provides major funding to our CVB, may have a formula change. Kilgard will provide information about the grant program changes as she receives it. • Kilgard requested Board direction in two requests of a political nature: 1) The Illinois Council of Convention& Visitor Bureaus' request for a letter of support from all CVBs in the proposed McCormick Place expansion (detailed at our April meeting), with the rationale of"what's good for Chicago is good for all of Illinois tourism" since it generates the bulk of the IL Hotel-Motel Tax distributed in state grants. The Board supported writing this letter of support, noting our Elgin Area benefits in overnight stays from a strong Chicago convention schedule. 2) The City of Elgin's request for a letter of support and presentation at a state hearing regarding redistricting of Illinois legislative districts, scheduled for May 7. The Board supported writing and presenting a letter of support for districts to remain unchanged, with the Elgin area considered a"community of interest". • The Board and Staff Retreat will be Tuesday, May 22, 8:30 a.m. to 4:30 p.m., at the Milk Pail Complex in East Dundee. Information will be mailed. • The CVB staff and Marketing Committee will be working on our budget for Fiscal Year 2002 in the coming weeks, to be presented for Board approval in June. STAFF REPORTS: Kohler provided a written report. She noted these updates: • 12 EACVB "packages" have been developed for Illinois Bureau of Tourism summer promotion. Details are on our EACVB and state web sites. • The Affordable Meetings show recently in Chicago was good, and our information has been mailed to attendees. - Continued Page Three- Page Three-EACVB Board of Directors Minutes ofMay 3, 2001 • A shuttle service is being arranged to add transportation for the eight Hemmens Cultural Center-Lodging-Dining"packages" she has prepared. Walters asked if packages might also be developed for the performing arts at the Visual-Performing Arts Center of Elgin Community College. Kohler answered yes, that the Hemmens Center packages were the first of many that could be developed. • Recent advertising promoting two of the Hemmens' show packages have stimulated eight overnight package bookings. • A themed trolley tour, titled "Past, Present and Future Elgin", is being developed and will be introduced this summer. Faga filed a written report in the meeting packet. She noted these updates: • Our databases are updated as industry information in our service area is submitted and as new publications are produced and mailed. • She maintains the database for event contact names and dates, and will continue as the primary CVB contact for events. • A Trivia Book for young people is being produced and the Church Brochure is being updated (published this fiscal year). • In response to a question by Yarolimek, she detailed that all information requests or Bureau inquiries are fulfilled immediately with a mailing of the Ventures Visitors Guide and Calendar of Events, as well as any pertinent or requested materials. These inquiries are entered in a database and then are mailed updated publications as they are produced. She maintains a database of 3,000 visitor inquiry names/addresses for the past five years, and it is purged yearly to add the most recent and drop the most dated inquiry data. Hannibal provided a written report. She noted these updates: • The Visitor Information Center (VIC) staff is updating brochure stock to ready for the upcoming peak season. • The new Ventures Visitors Guide is featured in the Spotlight display at the VIC, and featured sale items this month are the EACVB penlight and the magnets. • "National Tourism Month" is being celebrated in May at the VIC, with colorful red and white decorations, a quick-response Visitor Survey, and special giveaways. • Detailed visitor counts and graphs were provided. Discussion followed regarding the 1995-2001 comparatives. A number of influences in the visitor numbers were noted. Positively - dockside status for the Grand Victoria Casino in June 1999 has generated more admissions, and a new location for the VIC in the Casino Pavilion provided stronger visibility. Negatively - many Casino patrons stopped at the VIC their first visits. They now come regularly, and have our information. Kirkland provided a written report in the meeting packet. She noted these updates: • She and Kilgard have been preparing a newsletter, to be mailed to all industry members in mid-May and published quarterly in the future. -Continued Page Four- , Page Four-E4CVB Board of Directors Minutes ofMay 3, 2001 • She has prepared and submitted"Tourism Month" media releases and graphics. • She is updating the media database, and writing releases for upcoming events. • She suggested that the CVB's Marketing Committee review her Media Kit. COMMITTEE REPORTS: Nominating Committee -Kilgard noted that this committee met on April 30. Though there was not a quorum at the meeting, consensus was achieved by phone with a majority of the committee. Their recommendations: 1.) Don MacBean (Fox River Trolley Museum) is nominated to fill the vacant"at large" seat on the Board of Directors, assuming the 2nd Term service, with current term to expire in December 2001. 2.) A slate of officers is nominated to serve for the current Board year, through December 2001: Dave Compitello as President, Jim Nowicki as Vice President, and Peggy Stromberg as Secretary/Treasurer. With no quorum at the Board meeting, Kilgard proposed that a phone vote be taken of all Board members in these recommendations. Board members agreed and a phone vote will be taken, with results announced prior to the June Board meeting. Executive Committee -Musial reported that the Executive Committee met on May 1. She noted that Kilgard's contract has been signed, with master copies in the CVB office and to Kilgard. Kilgard stated that the Marketing Committee will meet in May to assist in the CVB's marketing plan and budget for the July 2001 -June 2002 year. REPORTS: City of Elgin - Walters reported that the "Boeing Proposal" was well done, and though Elgin was not selected for the company's headquarter relocation, the process was a positive experience and may bring the city other new industry. He noted a number of major projects beginning in Elgin: The"Highlands" Golf Course construction, with groundbreaking held on April 27. In downtown Elgin, construction has begun on the new Recreation Center and an adjacent parking deck, and groundbreaking will be held in June for the Downtown Riverfront Reconstruction project. Cordes noted upcoming Elgin special events, and that the Elgin Community College is providing parking for events at the Elgin Sports Complex. She complimented the"Past, Present and Future" tours being planned by Kohler. Elgin Chamber of Commerce -No report was given. OLD BUSINESS/NEW BUSINESS: Stromberg asked about the procedure to notify Board members of scheduled CVB committee meetings and distribute minutes from committee meetings held. Kilgard shared that a general"meeting notice" could be distributed to all Board members regarding meetings scheduled, and that committee minutes would be mailed to all Board members with the monthly meeting packet upon approval of the minutes by the appropriate committee. Stromberg noted that this is the proper parliamentary procedure to follow. -Continued Page Five- Page Five-EACVB Board of Directors Minutes ofMay 3, 2001 PRESIDENT'S COMMENTS: Musial shared her enthusiasm for Elgin's revitalization projects. April was a record month at the Grand Victoria Casino; the new Deli is open and new carpeting has been installed. BOARD MEMBER COMMENTS: Compitello stated that business has been very good; and that the Hampton Inn has begun a search to fill its vacant Sales Manager position. Yarolimek shared that the Crowne Plaza Hotel will be host hotel for the Four Bridges of Elgin International Bike Race in July. He noted strong response from the 111inois Weekend Escapes ad, and `Bennigan's Manager of the Year"honors for his restaurant manager. Stromberg noted that the Elgin Public Museum is open regular hours, and will hold an Open House in October. New programming will include adult classes. PUBLIC COMMENTS: Cynthia Stocksdale of Cedar House Design shared the campaign of CVB ads that her firm designed, noting an international "Communicator Awards" recently won for it. Barbara Lanphier noted the Illinois Railway Museum([RM) in Union is now open and special-event programming is planned this season. The graffiti vandalism which occurred at the IRM this winter has turned out positively, with many offers to assist and fund repairs. Don MacBean reported that the Fox River Trolley Museum in South Elgin will begin its summer season on June 28, open Saturdays through August. NEXT MEETING: Thursday, June 7, 2001 at 8 a.m. at the Holiday Inn Express in Algonquin. ADJOURN: There being no quorum for a motion, President Musial declared the meeting adjourned at 9:22 a.m., with a Guest Presentation and a tour of the Bubotto Gallery to follow. GUEST PRESENTATION: Kilgard introduced Dawn Hagen, City of Elgin Director of Communication, for a presentation about the`Boeing Proposal", noting it may be of interest to those of us that make sales presentations or business proposals. Hagen shared the campaign materials and detailed the process in design and production used in the April proposal. She noted that a"generic"version of the print materials has been made for use in other proposal opportunities. Respectfully submitted, 411111! - !n Payne (gard, Exe utive Director Elgin Area Convention and Visitors Bureau • , ELGIN AREA CONVENTION AND VISITORS BUREAU I BOARD OF DIRECTORS ELGIN AREA Minutes of June 7, 2001 CONVENTION AND VISITORS Held at the Holiday Inn Express Hotel & Suites, 2595 Bunker Hill Rd., AlgongAU PRESENT: Pat Arnold, Sherry Brewer, Dave Compitello, Jane Cordes, Bill Folk, Don MacBean, Janice Musial, Peggy Stromberg, John Walters and Eric Yarolimek. ABSENT: Donna Grimmett, Leo Nelson and Jim Novicki. GUESTS: Vicki Kirkland, VK/PR; Karri Klemmer, Courtyard by Marriott Rita Robbins, Days Inn; Cindy Carlotti, Holiday Inn Express Hotel&Suites; Stacy Arnold,Milk Pail Complex; and Dennis Sullivan, TownePlace Suites. STAFF: Jan Payne Kilgard, Luann Hachtel, Barb Faga, Jan Kohler and Pat Hannibal. filik BOARD PACKET MATERIALS DISTRIBUTED: 1. 2001 Officers and Board of Directors List 2. IL Tourism Grant Programs Summary 3. Executive Committee Minutes April 4, 2001 at Elgin City Hall 4. Executive Committee Minutes Mayl, 2001 at Grand Victoria Casino 5. 2001 Visitor Information Statistical Report • Local Grant Program Summary, July 2000 - June 2001 • IL Tourism Strategic Plan"Mission and Goals" Draft -May 2001 • Letters of Support from CVB: Algonquin Route 31 Bypass, IL Legislative Redistricting Committee, and McCormick Place expansion. President Compitello called the meeting to order at 8:15am, thanking Holiday Inn Express& Suites for hosting the meeting. Introductions were made by all present. Compitello turned the meeting over to Kilgard, who called forward Immediate Past President Musial to thank her and recognize her service during an important transitional period for our Bureau. A keepsake, engraved gavel was presented to her. Kilgard then awarded new President Compitello with an engraved CVB gavel and matching wood block, for ongoing use at Board meetings. falk MINTUTES: A motion to approve the April 2001 minutes was made by Stromberg. Seconded by Walters. Motion carried. 77 Riverside Drive Elgin,Illinois 6ff1 'tinue fie{e? &Tr e($47)695-7540 FAX(847) 695-7668 Page Two-EACVB Board of Directors Minutes ofJune 7, 2001 A motion to approve the May 2001 minutes was made by Musial. Seconded by Stromberg. Motion carried. FINANCIAL REPORT: A motion to approve the March 2001 Financial Report was made by Yarolimek. Seconded by Musial. Motion carried. A motion to approve the April 2001 Financial Report was made by Stromberg. Seconded by Cordes. Motion carried. EXECUTIVE DIRECTOR'S REPORT: Kilgard filed a written report. She noted information pieces in the mailed packet that may be inserted in the Board notebook: CVB newsletter-to be published quarterly; and 2001-02 Coupon Book- newly published. She detailed materials distributed at the meeting: a new Board member listing(home and cell phone numbers will be considered"confidential", for use by our staff and Board only); minutes of approved March and April Executive Committee minutes; a summary of IL Tourism Grant programs - noting the Local Tourism& Convention Bureau (LTCB) Grant formula; IL Tourism Strategic Plan framework, given at a May 21"regional meeting and a good format for our CVB to follow; a summary of Local Promotion Grants awarded through May; "Chicagoland Travel Ideas" itineraries, published by our Chicago Plus marketing consortium, now available for international marketing in English, Spanish, German and Japanese; and copies of letters of support recently written by the CVB for the Algonquin Historic Commission(Route 31 Bypass issue), IL Redistricting Committee, and the McCormick Place expansion. She provided updates on these activities and issues: • May 301, she attended a McHenry County Tourism Committee meeting. This group is pursuing formal funding and status with the McHenry County Board, under the umbrella of the McHenry County Economic Development Corporation. Five communities currently in our CVB's service area are in McHenry County, and could be impacted by a county tourism effort with Hotel/Motel Tax collection and allocation(Algonquin, Lake in the Hills, Huntley, Marengo and Union). Kilgard noted that the CVB has strong partnership with key attractions in these communities, and that though the formal structure may change, the CVB will pursue continuing to work with these communities and attractions. She will keep the Board appraised of decisions made in McHenry County. • June 4th she attended the annual Illinois Bureau of Tourism (IBOT) "Road Show" in Rockford. Upcoming state advertising was shared and the new "Illinois NOW" publication was detailed. It will be a combination of the popular Weekend Getaway Guide and the Fairs& Festivals Guide, and will be published quarterly with a seasonal focus. • She attended the meeting of a special committee for the Elgin Chamber of Commerce's Governmental Affairs Committee, focused in planning the annual "Elgin Area Day In Springfield", for a day and a half in January or February. Traditionally, there are appointments and social functions which allow communication with key legislators about our area issues. She noted that she has proposed and will coordinate a Sales Mission, to be conducted in tandem with planned activities and focused in appointments with qualified key association and corporate meeting planners. --Continued Page Three-- Page Three-EACVB Board of Directors Minutes of June 7, 2001 • The Fox River Bicycle Trail Guide is being updated by the marketing coalition of Elgin Area, St. Charles and Aurora Area CVBs, and we have invited review and input from our key Elgin Area stakeholders along the Trail. • She noted the WRMN Radio interview was held on May 25th, and shared that the host injected a focus on the need for a convention center in the Elgin Area. Kirkland noted that individual comments by Kilgard were drawn from the interview and used effectively in follow-up news stories. • Kilgard will attend these upcoming meetings: June 15t the Rockford Area CVB has invited area CVBs to join a regional planning session; June 12-13 Visit IL, a statewide consortium of public and private tourism partners, will host a first-ever "Legislative Conference" in Chicago, to which Kilgard has invited our area legislators; June 23`"the second annual"Prairie State Festival" will be held at Arlington Park Race Track(showcasing our state in tourism, agriculture and industry) and our CVB will have a publicity presence with giveaway items. • In personnel matters, Kilgard is filling two positions this month: Communications Manager and Office Manager. She noted that Luann Hachtel's personal plans have changed and that she will retire as of August 31; Kilgard will begin a search to fill her position of Finance Manager. • The CVB administrative office space lease is up for renewal. Kilgard has explored a number of other locations, and notes that space and storage access are good in the current location. Staff concerns and requests are being addressed by the landlord. She recommends renewal of the current lease (based on 3%increase per year) for a three-year term, and will have legal review of the lease agreement. • The Fiscal Year 2002 budget is being prepared, and will be presented to the Executive Committee in June, and to the Board in July for approval. • Kilgard shared the outcome of the survey taken for the July meeting date: July 11t is the preferred date. STAFF REPORTS: Kohler provided a written report. She noted these updates: • Several motorcoach groups are interested in coming to our area and she is developing 3 day - 2 night itineraries for them: Group Travel Designers (Chicago); Nationwide Motorcoach Group (WI); and CAN-AM Tours (PA). • Mailing list for approximately 200 leads from Illinois Meetings and Events Magazine inquiries has been prepared; copies are available for our associates. • Met with Beverly Patton, the new General Manager at Ramada Inn in Elgin. • Promotional posters are available for the Four Bridges of Elgin event. • Continued work on"Past, Present and Future Tour of Elgin" trolley tours, to be offered during the Four Bridges of Elgin event and the Elgin Fine Arts Festival. Faga filed a written report in the meeting packet. She noted these updates: • Requests for events and new information have been mailed in preparation for production of a Fall/Winter Visitors Guide and Calendar of Events. Our databases Continued Page Four Page Four-EACVB Board of Directors Minutes ofJune 7, 2001 ,., are updated as industry information in our service area is submitted and as new publications are produced and mailed. • She maintains the database for event contact names and dates, and will continue as the primary CVB contact for events. • A request for updated information was mailed to pertinent associates in preparing the Fox River Bicycle Trail Guide for a reprinting. • About 2300 inquiries have been received and fulfilled from the most recent ads. Hannibal provided a written report. She noted these updates: • Algonquin Princess Paddle Boat is the spotlight this month at the VIC information center. • Reported on the activities of National Tourism Week, May 6-12. • The VIC has transformed from spring with their decor. • The tracking reports for May show strong numbers, with 5 weeks in the month. Kirkland provided a written report in the meeting packet. • She noted good coverage in the "Time Out" Section of the Daily Herald from the festivals press releases sent to the media. • Coverage on our events was also in the Chicago Tribune's list and Daily Herald "Fun" magazine. COMMITTEE REPORTS: rik Executive Committee -The Executive Committee has set the 4th Tuesday of each month at 8am for regular meetings. Location will rotate. Next meeting is June 26th at the Hampton Inn. A notice will be sent to each Board member. REPORTS: City of Elgin - Ground breaking will be June 20 for the River Front development project. Cordes reported that the Fox Trot had beautiful weather and a record level of participants. The Fine Arts Festival is August 25-26, with the Elgin Symphony Orchestra's concert the night before at Wing Park. DuPage Court"Brown Bag Concert Series" will be each Friday noon, June15-July 27. Elgin Chamber of Commerce - Yarolimek reported July 19 is the Kane County Cougars outing, and Business After Hour events coming up. Kilgard encouraged attendance at the Business After Hours hosted by our hospitality industry members: June 14 at Prairie Rock Brewing and June 28 at the Hampton Inn. She also encouraged attendance at the Cardunal Area Chamber of Commerce"Business Breakfast" on June 14, 8 a.m., at Crowne Plaza, with area legislators speaking on the topic of redistricting. OLD BUSINESS/NEW BUSINESS: A"Draft" of the Elgin Area CVB Strategic Plan was prepared from our Board Retreat discussion by facilitator, Bill Geist, and mailed separately to Board members in advance of the —Continued Page Five— Page Five-EACVB Board of Directors Minutes ofJune 7, 2001 meeting. Considerable discussion was held, and consensus in reorganizing the"Top Strategic Opportunities" from six to four(1 -Public Awareness Campaign&Participate in Image/Lead Brand Development, 2 -Revenue Participation from all Communities/Counties, 3 - Westside Visitor Center, and 4 - Technology Upgrades& Infrastructure Advocacy). The re-ordering of the Goals was also determined. Kilgard will facilitate the revisions and distribute to Board members. The Board committed to allowing time for full discussion of the draft at its July meeting. PRESIDENT'S COMMENTS: Compitello thanked everyone for encouragement and confidence in his service as President. He looks forward to working with the Board in the Strategic Plan and to good progress this year for the Bureau. BOARD MEMBER COMMENTS: Yarolimek said the Crown Plaza has a new catering manager, previously at Prairie Rock. Folk noted that Hemmens Cultural Center is conducting its annual program book advertising drive. Stromberg reported that the Elgin Public Museum's programming now includes birthday parties for all ages. She also noted that there are a number of baby animals at the Zoo. Arnold stated that the Milk Pail Complex is booking many weddings, and that Stacy is available onsite to perform the ceremony(as an ordained minister). They now have function space available that allows food to be brought in by the renters or served by an outside catering firm. Milk Pail Carnival Days are August 9-12. PUBLIC COMMENTS: None NEXT MEETING: Thursday, July 11, 2001 at 8 a.m. at the Elgin Public Museum, Elgin. ADJOURN: A motion to adjourn the meeting was made by Walters, seconded by Yarolimek. Meeting was adjourned at 9:32 a.m. Respectfully submitted, Ja !'ayne Kilgard' xecutive 'rector Elgin Area Convention and Visitors Bureau r