HomeMy WebLinkAbout2002 Convention And Vistors Bureau ELGIN AREA CONVENTION m /
AND VISITORS BUREAU �;: •
BOARD OF DIRECTORS T%
Minutes of January 8, 2002 ELGIN AREA
CONVENTION
AND VISITORS
Held at Ramada Inn, Elgin BUREAU
PRESENT: Jane Cordes, Ann Laube, Don MacBean, Leo Nelson, Joseph Schulz, Sean Stegall
and Margaret Stromberg.
ABSENT: Pat Arnold, Sherry Brewer, David Compitello, Bill Folk and John Walters.
GUESTS: Karri Klemmer, TownePlace Suites; and Rita Robbins, Days Inn of Elgin.
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath, Jon
Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. Visitor Information Center Statistics (full year 2001)
2. Copies of the Courier-News Newspaper columns("Make It The Fox Valley") for
December161h and December 30`''.
3. 2002 Board Meeting Dates (revised version)
4. 2002 Executive Board Meeting Dates (revised version)
Vice-President Cordes called the meeting to order at 8:10 am. Introductions were made
by all. New Board members Laube, Schulz and Stegall were welcomed and asked to introduce
themselves to the attendees.
11'IINUTES:
A motion to approve the minutes of December 6, 2001 was made by Stromberg.
Seconded by MacBean. Two amendments were requested: to correct the spelling of Schulz
(from Schultz), and in"Board Member Comments"to delete the second half of MacBean's
comment, which is inaccurate ("but they are working in remodeling the station for the upcoming
season"). Motion carried for amended minutes.
FINANCIAL REPORTS:
A motion to approve the November & December 2001 Financial Report was made by
Stromberg. Seconded by Schulz. Motion carried.
A motion to approve the November & December 2001 Check Register was made by
MacBean. Seconded by Nelson. Motion carried.
Kilgard noted that this brings us current, so that in February the new Board Meeting
schedule will allow the presentation/approval of the immediate past month's financials.
Continued Page Two
77 Riverside Drive Elgin, Illinois 60120 Telephone(847) 695-7540 FAX(847)695-7668
Page Three-E4CFB Board of Directors
Minutes ofJanuary 8,2002
REPORTS:
City of Elgin - Stegall reported that the City's 2002 Budget was adopted. He stated that
the"Elgin Day in Springfield" is a priority project for the City. And, he shared that the City
Council will be reviewing a proposal for major development along U.S. 20.
Cordes noted that Winter Fest is scheduled for January 19th in Lords Park. February 2nd is
the backup date in the event there is no snow.
Elgin Area Chamber of Commerce -Nelson noted that the Chamber's Annual Dinner
will be February 19th, with Lt. Governor Corrine Wood as the speaker. He also shared that
discussions in the Fox River Plaza development are moving along; there are two owner groups.
Other Chambers or Villages -Laube shared that Dr. Charlene Bell will be the guest
speaker at their Cardunal Chamber of Commerce Annual Dinner on January 31s`. Her
presentation will be"Power of Change".
OLD BUSINESS -None
NEW BUSINESS -None
PRESIDENT'S COMMENTS:
Vice-President Cordes thanked the Ramada Inn for hosting our meeting. Kilgard stated
she was pleased with the spirit of partnership expressed by the new owners and management at
the Ramada Inn and that a brief tour of the property would be conducted after the meeting.
BOARD MEMBER COMMENTS:
Stromberg shared that the Elgin Public Museum has a new Education Coordinator, Laura
Schmidt, and that more than 4,000 students toured the"Touching on Traditions" holiday exhibit.
MacBean noted that the Fox River Trolley Museum is targeting Mother's Day in May for
the 2002 season open.
PUBLIC COMMENTS: None
NEXT MEETING: Tuesday, February 12t , 8 a.m. at the Crowne Plaza Hotel.
ADJOURN: MacBean motioned to adjourn, Schulz seconded. Meeting adjourned at 8:45 a.m.
Respectfully submitted,
AIF
Ja f'ayne Kilgard, Execu ve Director
Elgin Area Convention and Visitors Bureau
•
ELGIN AREA CONVENTION
AND VISITORS BUREAU
i
BOARD OF DIRECTORS
ELGIN AREA
Minutes of February 12, 2002 CONVENTION
AND VISITORS
BUREAU
Held at Crowne Plaza Hotel, Elgin
PRESENT: Pat Arnold, Sherry Brewer, David Compitello, Jane Cordes, Ann Laube, Don
MacBean, Leo Nelson and Joseph Schulz.
ABSENT: Bill Folk, Peggie Stromberg and John Walters.
GUESTS: Karri Klemmer, TownePlace Suites; Lynn Robbins, Elgin Recreation Center
Manager; and Rita Robbins, Days Inn of Elgin.
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath, Jon
Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. Meeting Agenda -Revised Version
2. Copies of the Courier-News Newspaper columns ("Make It The Fox Valley") for
January 20, 2002 and February 3, 2002.
3. Revised listing of Officers and Board of Directors.
4. Spring issue of"Illinois Now" Magazine.
President Compitello called the meeting to order at 8:07 am. Introductions were made by
all present.
Cordes introduced the guest speaker, Lynn Robbins, manager of Elgin's New Recreation
Center. Robbins detailed diagrams of the new Recreation Center facility, currently under
construction in downtown Elgin. She shared facility and programming information, distributing a
four-page packet. "The Centre" is schedule to open in November 2002.
MINUTES:
A motion to approve the minutes of January 8, 2002 was made by Schulz. Seconded by
Laube. Motion carried.
FINANCIAL REPORTS:
A motion to approve the January 2002 Check Register was made by Nelson. Seconded by
Cordes. Motion carried.
Continued Page Two
77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847) 695-7668
Page Two-EACVB Board of Directors
Minutes of February 12, 2002
eft EXECUTIVE DIRECTOR'S REPORT:
Kilgard filed a written report. She shared these comments:
1. Kilgard invited Board members to attend one of the"Experience Illinois" meetings to be
held on February 28th. Two meetings will be held, a morning and afternoon session, in
two different locations within our service area. Details will be shared as soon as they are
firm. She distributed a booklet which describes the"Experience Illinois" loan program.
2. She thanked the Board members who have signed up to host a 2002 Board meeting, and
circulated the sign-up sheet to fill remaining months.
3. Kilgard shared that the Local Tourism& Convention Bureau (LTCB) Grant checks have
been received and we are now current. She also explained that additional funds have been
released in the LTCB program, due to higher state tax receipts than previously projected.
This is due primarily to Chicago's ability to retain bookings of major conventions and
shows.
4. Kilgard shared that the 2001-2003 Strategic Plan for the EACVB is again a priority and
distributed copies of the Executive Summary of Goals. Work will begin on this in the
coming weeks.
5. She invited all Board members to attend the Orientation Session to be held at the close of
the meeting.
STAFF REPORTS:
Kohler- Sales Manager provided a written report. She noted these updates:
1. Kohler shared that the American Bus Association Marketplace she recently attended in
Florida was a great success. She had some very good interviews and was pleased to see
that motorcoach tour planners are now seeking new destinations, closer to home.
2. She shared that she is planning a Familiarization Tour for late summer/early fall for
motorcoach tour planners.
McGrath - Communications Manager provided a written report. She noted these updates:
1. She shared that the ad sales are now closed and the Spring/Summer Ventures layout is
more than half completed. An April Pt distribution date is our goal.
Faga - Information Specialist provided a written report. She noted these updates:
1. She encouraged everyone to submit items for the Calendar of Events whenever they have
an event and date determined. She noted that she updates our Elgin Area web site and the
Illinois' site regularly. Cordes suggested that the deadline dates be on the actual Calendar
of Events form and not just the cover letter. Faga thanked Cordes for the suggestion and
state she would work on adding this to the form.
2. Schulz asked if the monthly fax of events could be sent via e-mail. Faga assured him that
once we get our new software and programs in place, she will distribute it through e-mail.
Ridler- Finance Manager provided a written report. He noted these updates:
1. Ridler noted that our state Local Tourism & Convention Bureau (LTCB) grant has been
received for both the July - December 2001 and January 2002 periods. Also received was
a Marketing Partnership Grant reimbursement ($11,885.50) for a Fox River Valley ad.
Hannibal- VIC Manager provided a written report. She added this comment:
1. Lodging is being promoted this month at the Visitor Information Center, with good
lk" response.
Traffic has been strong with the"Mardi Gras" theme at the Grand Victoria Casino.
Continued Page Three—
Page Three-EACVB Board of Directors
Minutes of February 12, 2002
COMMITTEE REPORTS:
Executive Committee - Compitello noted the Committee's approved minutes for its
November meeting in the meeting packet. He shared that Kilgard's Performance Review has been
completed.
He brought forward an Executive Committee motion, recommending the approval of
Section 125 - Insurance Premium Conversion Plan, allowing the CVB and its employees to
benefit from health insurance premiums through pre-tax payment. No second to the motion was
needed. Motion passed unanimously.
Compitello noted that Ridler was authorized to secure the highest interest earnings in the
Reserve Money Market and Certificate of Deposit (CD) accounts. Ridler reported his research
findings, and his recommendation that the $75,000 CD be put into a Fifth-Third Bank 9-day
rolling CD with an interest of 3%. Our Money Market and Checking accounts will remain at
Union Bank. Ridler also noted he will pursue an enhanced format for the monthly financial
reports as our Peachtree financial computer program is upgraded for Fiscal Year 2003.
To allow Strategic Plan committees time to report at upcoming Board meetings, a
Consent Agenda format is proposed by the Executive Committee. Kilgard provided a sample of
the current agenda in a Consent Agenda format. The Board agreed to using the new, abbreviated
format.
REPORTS:
City of Elgin - Cordes shared that the Elgin"Winter Fest" event was a success, with
strong attendance and many activities. She noted that the "Chili Open" is Saturday, February 16t.
Elgin Area Chamber of Commerce -Nelson noted that the Chamber's Annual Dinner
will be February 19th, with Lt. Governor Corrine Wood as the speaker. He also shared that there
will be displays of the new Recreation Centre, Riverfront Development Project and Gail Borden
Library at the dinner. He reminded everyone that the Cabin Fever Business Expo will be taking
place February 22-23 at the Ramada Inn.
Other Chambers or Villages - Laube shared that the January 31 Annual Meeting was
successful, with good attendance to enjoy speaker Dr. Charlene Bell. She also shared that they
will be hosting an Expo at Spring Hill Mall, March 15-17.
OLD BUSINESS -None
NEW BUSINESS -None
PRESIDENT'S COMMENTS:
Compitello shared that he wants the Strategic Plan Goals to be considered priority, and
encourages Board members to give time when asked to serve in working on them.
BOARD MEMBER COMMENTS: None
PUBLIC COMMENTS: None
—Continued Page Four-
•
- Page Four-EACVB Board of Directors
Minutes of February 12, 2002
OPTION TO ENTER CLOSED SESSION: Motion to enter closed session to discuss
Kilgard's Performance Review and Salary Increase was made by MacBean. Seconded by
Brewer. Motion carried and meeting entered closed session at 8:50 a.m., with staff and guests
exiting the meeting room.
At 9:25 a.m., the meeting re-entered open session. A motion to approve a 3% salary
increase for Kilgard was made by Schulz and seconded by Brewer. Motion carried. Compitello
noted that it was agreed that a follow-up review would be conducted in six months(August
2002).
NEXT MEETING: Tuesday, March 12, 2002 , 8:00 a.m. at the City of Elgin Parks &
Recreation Department.
ADJOURN: MacBean motioned to adjourn, Schulz seconded. Meeting adjourned at 9:30 a.m.
Respectfully submitted,
Jan ayne Kilga dt , Executive Director
Elgin Area Convention and Visitors Bureau
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ELGIN AREA CONVENTION (e , ,)'�'�vg ,.
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BOARD OF DIRECTORS
ELGIN AREA
Minutes of March 12, 2002 CONVENTION
AND VISITORS
BUREAU
Held at City of Elgin Parks & Recreation Department Offices, 31 South Grove Avenue, Elgin
PRESENT: Paula Amenta, Pat Arnold, Sherry Brewer, David Compitello, Jane Cordes, Ann
Laube, Don MacBean, Leo Nelson and Joseph Schulz, Sean Stegall and Peggie
Stromberg.
ABSENT: Bill Folk and John Walters.
GUESTS: Karri Klemmer, TownePlace Suites; Ray Moller, City of Elgin's Director of Economic
Development & Business Services; and Rita Robbins, Days Inn of Elgin.
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath, Jon Ridler
and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. March 2002 Executive Director's Report (Jan Payne Kilgard)
2. Updated Proposed Sites for 2002 EACVB Board of Directors Meetings.
3. Updated EACVB 2002 Officers & Board of Directors listing with EACVB staff e-mail
information included.
President Compitello called the meeting to order at 8:09 am. Introductions were made by all
present. Paula Amenta, new Board Member, introduced herself and shared brief information about
herself.
Kilgard introduced the guest speaker, Ray Moller, City of Elgin's Director of Economic
Development & Business Services. Moller detailed the Elgin Downtown Riverfront Project, currently
under construction in downtown Elgin. He shared the City of Elgin's plans for the development and
revitalization of the riverfront. He noted that contributions to this effort may be made by purchasing
commemorative bricks, trees, benches and light posts along the pedestrian trail.
CONSENT AGENDA:
A motion to approve the consent agenda was made by Stromberg. Seconded by MacBean.
Motion carried.
--Continued Page Two
77 Riverside Drive Elgin, Illinois 60120 Telephone(847)695-7540 FAX(847)695-7668
Page Two-EACVB Board of Directors
Minutes ofMarch 12, 2002
l REPORTS:
City of Elgin - Cordes shared that the Elgin"Ice Skating Rink" continues to be a success and
they have added skating lessons. Stegall shared that housing construction continues strongly, with
3000 additional housing units in future plans.
Elgin Area Chamber of Commerce -Nelson noted that the "Elgin Day in Springfield" was a
success, with 250+ people participating. He noted a successful Annual Chamber Dinner was held, and
that the Enhancing Elgin three-year project is moving ahead well.
Other Chambers or Villages - Laube shared that a Cardunal Chamber"Expo" is planned,
and that programming restructuring is encouraging good communication among all villages.
Elgin Community College - Amenta thanked the CVB for allowing her to participate in the
late-February"Elgin Day in Springfield" activities.
CVB REPORTS:
EXECUTIVE DIRECTOR'S REPORT: Kilgard noted her written report and shared
these additional comments:
1. She officially welcomed Amenta and Stegall to the EACVB Board, noting their Elgin City
Council appointments on February 27.
2. She noted the new EACVB Board Listing, with staff e-mail addresses on the back side.
3. Kilgard shared copies of the April 2002 Midwest Living magazine feature article which
spotlights the Northern Fox Valley.
4. Kilgard thanked Brewer and Cordes for attending the Governor's Conference on Tourism in
Chicago the previous week. She shared that the EACVB had proudly submitted three entries
of our own work in the Award competition, but that the Fox River Valley coalition we
participate in won a"Best In The State" award for the new heritage driving-tours brochure
("Tales and Trails of The Fox River Valley"). She congratulated Sherry Brewer for winning an
award as "Best Bed & Breakfast Brochure" for her overnight packages brochure. And, in the
spirit of the conference's theme and our work together in the"Greatest Industry on Earth",
Kilgard presented all Board members with commemorative paperweights that were given at the
closing luncheon of the conference.
5. Kilgard shared that the Executive Committee had given approval for Brewer to represent the
CVB at the international conference of Professional Association of Innkeepers International
(PAID, to be held in mid-April in Chicago. The CVB will pay for her registration and Brewer
will pay for her overnight and incidental expenses.
6. Kilgard then reminded the Board that the CVB's "Hospitality Spotlight" familiarization(FAM)
tour was that week, and asked Kohler to detail the plans.
Kohler- Sales Manager: She noted the FAM tour will host meeting planners in a 2 '/2-day
itinerary, showcasing our Elgin Area lodging properties, meeting and banquet facilities, and key
attractions. Travel will be by motorcoach. She invited Board members to attend the hospitality
reception on Thursday evening, and thanked the Crowne Plaza Hotel management for its generosity in
providing lodging for the group. She recognized Promotional Marketing Associates (PMA) for its
partnership in providing complimentary tour bags for all participants.
Continued Page Three-
Page Three-EACVB Board of Directors
Minutes ofMarch 12, 2002
rak
EXECUTIVE COMMITTEE - Compitello noted the CVB's annual employee insurance plan was up
for renewal April 1st, with a 25-percent industry-wide increase in costs. The Executive
Committee examined a number of plans, and recommends that the CVB pay 100 % of employee health
insurance premiums and 50% of the family coverage, and add dental insurance for employees. A
motion to approve was made by Stromberg. Seconded by Cordes. Motion carried unanimously.
OLD BUSINESS -None
NEW BUSINESS -None
BOARD MEMBER COMMENTS: Brewer recognized the CVB staff for assistance in
developing her bed& breakfast packages, and making the Governor's Conference Awards
competition opportunity available. She is happy to have won an award for our area, and noted that she
received notification that same day that the Daily Herald readers had voted her"Readers' Choice -
Bed & Breakfast".
Nelson noted the Elgin Chamber's`Business After Hours" event on Friday, March 15th at the
Crowne Plaza Hotel.
Stromberg shared that the Elgin Public Museum will be hosting the"Mighty Mastodons of Ice
Age Aurora" traveling exhibit from May 15t to October 15', 2002.
"lib" PUBLIC COMMENTS: None
NEXT MEETING: Tuesday, April 9, 2002 , 8:00 a.m. at the Elgin Public Museum..
ADJOURN: Schulz motioned to adjourn, MacBean seconded. Meeting adjourned at 9:10 a.m.
Respectfully submitted,
Ja Payne Kil ard, Executi e Director
Elgin Area Convention and Visitors Bureau
ELGIN AREA CONVENTION /
AND VISITORS BUREAU
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BOARD OF DIRECTORS j
Minutes of April 9, 2002 ELGIN AREA
CONVENTION
Held at the Elgin Public Museum AND VISITORS
BUREAU
PRESENT: David Compitello, Jane Cordes, Bill Folk, Ann Laube, Don MacBean, Leo Nelson
and Peggie Stromberg.
ABSENT: Paula Amenta, Pat Arnold, Sherry Brewer, Joseph Schulz, Sean Stegall
and John Walters.
GUESTS: Rich Hirschberg, Community Energy Cooperative; Susan Zajack, Marketing
Manager, Prime Outlets Huntley.
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath, Jon
Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. March, 2002 Executive Committee Minutes
2. Illinois Traveler Trends article and pie chart.
3. Prime Outlets Huntley Information Folder
4. Courier News 3/17/02 article, "Area Landmarks That Define The Fox Valley" (color copy).
President Compitello called the meeting to order at 8:07 am. Introductions were made by
all present. He thanked Stromberg for hosting the meeting.
Kilgard introduced the guest speaker, Susan Zajack, Marketing Manager, Prime Outlets of
Huntley. Zajack reported that 2001 ended with strong sales; they currently have a full
administrative staff; and they are working on adding additional anchor stores. She recognized the
importance of working together with area tourism businesses, particularly lodging properties.
CONSENT AGENDA:
A motion to approve the Consent Agenda was made by Cordes. Seconded by Stromberg.
Motion carried.
REPORTS:
City of Elgin - Folk shared that Hemmens Cultural Center's 2001 performance season
was good; the 2002 season has not been as strong in ticket sales. However, space rental has been
very strong. He noted ticket availability for two upcoming children's performances, "The Blue
Dolphin" and "Ferdinand the Bull", and "The Nylons" performance in June.
—Continued Page Two---
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77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847)695-7668
Page Two-EACVB Board of Directors
Minutes of April 9. 2002
''' Elgin Area Chamber of Commerce -Nelson shared that the Chamber Board and staff
will be holding a retreat in Lake Geneva on May 17-18. A Legislative Roundtable will be held
May 21.
Other Chambers or Villages - Laube shared that the Cardunal Chamber is making a
concerted effort to bring together all of the communities they serve.
EXECUTIVE DIRECTOR'S REPORT: Kilgard shared these comments:
1. She briefly reviewed the article and pie chart distributed at this meeting from the May
2002 issue of"Illinois Magazine" discussing Illinois Traveler Trends.
2. She shared Senator Rauchenberger's letter of appreciation for Elgin Day in Springfield.
3. She encouraged board members to complete and submit the "Best In Illinois" ballot from
the "Illinois Magazine".
STAFF REPORTS:
Kohler- Sales Manager handed out copies of the overnight packages on the EACVB web site; a
promotional handout for the Customer Service Seminar, co-sponsored with the Elgin Area
Chamber of Commerce; and a report of the recent EACVB-sponsored familiarization (Fam) tour.
She also thanked Cordes and Laube for meeting and greeting the Fam attendees.
COMMITTEE REPORTS:
Executive Committee -None
Finance Committee- Stromberg shared that she is trying to organize a Finance
Committee and set its first meeting. She reminded board members of the importance of CVB
committees and asked for volunteers. They noted the Finance Committee would meet monthly
and focus on the CVB budget, local grant program, and Strategic Plan financial goals. Anyone
interested in serving on this committee, should contact Stromberg.
Marketing Committee -None
OLD BUSINESS /NEW BUSINESS - None
PRESIDENT'S COMMENTS: None
BOARD MEMBER COMMENTS: MacBean invited everyone to the opening of the Black
Hawk Extension station on Saturday, June 8th at 11:00 am in the Forest Preserve parking lot.
PUBLIC COMMENTS: None
NEXT MEETING: Tuesday, May 14, 2002, 8:00 a.m. at the CVB Administrative Office.
ADJOURN: Stromberg motioned to adjourn, Compitello seconded. Meeting adjourned at
8:44 am.
Respectfully submitted, •�. A / ' i /
Ja ayne Kilga , Executiv,11 irector
ELGIN AREA CONVENTION
AND VISITORS BUREAU
j-
BOARD OF DIRECTORS 7 �
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Minutes of May 14, 2002 1 if 11
Held at the Elgin Area Convention and Visitors Bureau's
Administrative Office, in downtown Elgin. ELGIN AREA
CONVENTION
PRESENT: Paula Amenta, Pat Arnold, Sherry Brewer, David Compitello, AND VISITORS
Jane Cordes, Bill Folk, Ann Laube, Don MacBean, Joseph BUREAU
Schulz, Sean Stegall and Peggie Stromberg.
ABSENT: Leo Nelson and John Walters.
GUESTS: Rich Hirschberg, Community Energy Coop; Rita Robbins, Days Inn of Elgin.
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath, Jon
Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. Revised 2002 EACVB Meeting Dates/Locations Listing.
2. Parade Magazine tabloid from April 21, 2002.
rak Vice President Cordes called the meeting to order at 8:07 am. Introductions were made
by all present.
For the "Program" portion of the meeting, Kilgard shared the presentation she is giving in
May and June to all of the communities and chambers in our service area. The presentation
provides general information on the work of our Elgin Area CVB and the benefits of tourism, as
well as current statistics on the level of tourism in the Elgin Area and state of Illinois. She noted
that this presentation is being received well, and it is meeting her goal to generate a stronger
understanding of tourism and our CVB's role in it. Schulz proposed sharing specific visitor
expenditures in overnight stays versus daytrips.
Compitello arrived at 8:15 a.m.
CONSENT AGENDA: A motion to approve the Consent Agenda was made by Stromberg.
Seconded by MacBean. Motion carried.
REPORTS:
City of Elgin — Cordes shared that last Saturday's Dog Frisbee contest was a success and
three newspapers covered the event. She also reminded everyone that the Elgin Valley Fox Trot
takes place on May 27, Memorial Day; and that this will be the 25th anniversary of the 5 mile run.
Stegall shared that the City will use a consultant to determine best use of the space that
will be available in the Gail Borden Library building. Folk shared that the Hemmens Cultural
Center has been busy with dance school recitals, and the final show of the season is "The Nylons"
on June 8. He also shared that the schedule for the 2002-03 Season will be announced on July 12.
—Continued Page Two--
77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847) 695-7668
Page Two-EACVB Board of Director s
Minutes ofMay 14, 2002
Other Chambers or Villages - Laube shared that the Cardunal Chamber will be having
its annual Golf Outing on June 5, and a Scholarship Luncheon on June 6. East Dundee will be
announcing a major project soon. Algonquin Day Parade will be July 7. Tower Park in West
Dundee will be renamed, and Dundee Township will host an Ice Cream Social.
STAFF REPORTS:
Kilgard - Executive Director shared copies of a "Parade Magazine" ad that ran April 21,
split with the St. Charles and Aurora CVBs. She noted the "Made in Illinois" booklet is now
available in quantity at the CVB office, and distributed a revised Board Meeting locations list.
Kohler- Sales Manager shared that the Customer Service Seminar on May 3, co-
sponsored by the Elgin Area CVB and Elgin Area Chamber of Commerce, was a success...with
100 people attending and positive feedback.
Hannibal — Visitor Information Center Manager shared details of the Tourism Month
activities at the VIC. A brief customer survey is being conducted.
Faga - Information Specialist reminded everyone that it is very important to keep the
CVB informed on any news, and to make sure we receive a copy of press releases.
COMMITTEE REPORTS:
Executive Committee—Ridler detailed the Action Item: 401K Plan for Employees.
Stromberg brought forward an Executive Committee motion to approve. Motion was approved
by board vote.
Finance Committee- None
Marketing Committee -Kohler provided a report on the April 25 meeting, noting that a
recap of this meeting was in the board packet: summer Overnight Packages are being created;
cooperative advertising will be explored; web site marketing, advertising opportunities and
coupons will be developed; sales missions in Chicago and Springfield will be planned; and another
Familiarization (FAM) Tour for meeting planners will be planned.
OLD BUSINESS I NEW BUSINESS -None
PRESIDENT'S COMMENTS: None
BOARD MEMBER COMMENTS:
MacBean invited everyone to the opening of the Blackhawk Extension Station on
Saturday, June 8 at 11:00 am, in the Forest Preserve parking lot.
Brewer shared that Algonquin's Founders Day is coming up soon. She also used this
opportunity to thank the Board for allowing her to attend the Professional Association of
Innkeepers International (PAID Conference recently. She encouraged checking two web sites for
marketing opportunities: www.Discover our Town.com and www.Mobile Travel Guide.com.
Arnold shared that the Milk Pail has a new tenant, selling tuxedos and woman's apparel.
The Wedding Chapel will open on June 7, and it has strong bookings for the coming months.
Amenta noted that the Elgin Community College's Business Conference Center welcomes
working closely with our area lodging partners.
�""' —Continued Page Three
Page Three-EACVB Board of Directors
Minutes of May 14, 2002
Kilgard thanked Board members for their time and leadership with our CVB, and
presented each member with a red carnation corsage in honor of National Tourism Month.
PUBLIC COMMENTS: None
NEXT MEETING: Tuesday, June 11, 2002, 8:00 a.m. at Elgin Community College—Business
Conference Center.
ADJOURN: Compitello motioned to adjourn, Schulz seconded. Meeting adjourned at
9:07 am.
Respectfully submitted,
r r
Jan ayne Kilgard,Executive Director
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ELGIN AREA CONVENTION =, '!not
AND VISITORS BUREAU it Vali/
BOARD OF DIRECTORS ELGIN AREA
Minutes of July 9, 2002 CONVENTION
Held at Elgin City Hall, AND VISITORS
BUREAU
PRESENT: Paula Amenta, Sherry Brewer, David Compitello, Jane Cordes,
Sharon Daynor(for Jodie Schulz) Bill Folk, Ann Laube,
Don MacBean and Sean Stegall.
ABSENT: Pat Arnold, Leo Nelson, Jody Schulz, Peggie Stromberg and John Walters
GUESTS: Rita Robbins, Days Inn and Barb Lanphier, Illinois Railway Museum
STAFF: Jan Payne Kilgard, Barb Faga, Pat Hannibal, Jan Kohler, Jayne McGrath,
Jon Ridler, Nancy Schultz
MATERIALS DISTRIBUTED:
1) June 16, 2002 Courier "All American City" press article
2) Financial Summary of Revenue and Expenditures
President Compitello called the meeting to order at 8:03 am. Introductions were
made by all present.
Compitello thanked Stegall for hosting the meeting. Agenda item 3 —Program,
was moved to the end of the meeting.
CONSENT AGENDA: President Compitello asked for a motion to approve the consent
agenda. A motion to approve the Consent Agenda was mad by Cordes. Seconded by
Brewer. Motion carried.
REPORTS:
City of Elgin — Stegall shared the"All American City" designation, reporting that
Speaker of the House, Dennis Hastert came on Saturday to congratulate the city at an
outdoor celebration. The award logo is available for use and will be used in an
aggressive marketing plan. Stegall also shared that the weekend was a full one including
the Four Bridges Bike Race and the 4th of July parade and events. He added that
budgeting work for the city begins.
Cordes congratulated the DNA on a job well done for the 4th of July parade.
Fireworks went well, despite the construction on McLean by the Sports Complex. It was
a good show and well attended. The 3rd Annual Four Bridges of Elgin Race went very
smooth. Spectators and participant numbers are not yet available. Compitello
commented that he was a participant in the parade and that it was fun and seems to grow
every year.
- Continued Page Two -
77 Riverside Drive Elgin,Illinois 60120 Telephone(847) 695-7540 FAX(847)695-7668
Page Two—E4CVB Board of Directors
Alinutes ofJuly 9, 2002
Folk— stated that the carb dinner held at the Hemmens for the Four Bridges Bike
Race went great. The Hemmens will announce their new season this Friday at a press
conference. Folk mentioned that when sending out tickets and inquiry info, they are
sending hotel and area information along with it.
Area Chambers or Villages - Brewer noted that the "American Heroes—
Founders Day" celebrations are coming up the last weekend in July. Construction
continues in downtown Algonquin. Brewer recognized Kilgard for her efforts in
presenting to the villages and chambers.
Laube —concurs with Brewer regarding Kilgard's presentations at the Cardunal
Chamber, stating that the presentation has "opened their eyes" on the tourism industry in
our area. Laube reports July 3`d golf outing was a success, she noted their participation in
upcoming events; East Dundee Days, Algonquin Founders Day Parade and the "Road to
Perdition" premier event celebrations. Also mentions "Joshua" is out on video (parts
were filmed in East Dundee). The chamber is also working on a branding project.
STAFF REPORTS:
Executive Director - Kilgard congratulated our Legislators on their hard work to
keep the tourism funding in tact in our state budget. She adds that 65% of the hotel/motel
tax generated in Illinois goes back to the state and that our legislators understand that
tourism is an important revenue generator. Kilgard reports that our LTCB grant funding
is down 1% which equates to $1500. The 1% has been held back for an IBOT processing
fee that they have decided to exercise on this particular funding period. She adds that due
to some flexibility that has been built into the budget, we will not be revising the
approved budget for this year. Kilgard shared that the city is in their budgeting processes
and that we will be working with them on our portion as it is prepared. Kilgard thanked
board members for their support in attending her presentations at the various city and
chamber meetings. She mentions that Kohler will be out for surgery and a recovery
period. Kohler will be working part-time out of her home and is available by phone or e-
mail. Kilgard shared the"North Shore Magazine" for July congratulating Famous
Dave's in Carpentersville for winning "Best Barbeque".
Faga mentioned the Calendar of Events deadlines. McGrath reports on incoming ads for
Ventures, and tourism publications submission work, bids for Ventures are in process due
back July 10. Kohler states that she will be available after her surgery if needed and
gives out phone and e-mail info.
Ridler reports on the financial summary. The check register was not attached so
he will bring it to the next meeting. He clarified several items on the budget stating non-
budgeted items are representative of overage amounts in the proposed categories.
$80,000 was spent on advertising to promote the area. $22,000 of this came in through a
marketing grant. It was noted that several line items came in under budget as well. This
overall reflected a necessary adjustment of$10,489 to our end of year budget figures. A
balance sheet will be sent to the board. The CD balance was left untouched. Our
working capital account was used to offset the deficit due to loss of state hotel/motel tax
revenues. Ridler states he will be working with CPA on End of Year Reports.
rik
-Continued Page Three-
, •
Page Three-E4CIB Board of Directors
Minutes ofJuly 9, 2002
fir.. COMMITTEE REPORTS:
Executive Committee— Compitello states that they have not met, nothing to
report.
Finance Committee —No report
Marketing Committee—No Report
OLD BUSINESS/NEW BUSINESS: —None
PRESIDENT COMMENTS: —None
BOARD MEMBER AND PUBLIC COMMENTS:
Cordes shared that she attended Ribfest in Naperville. She stated that it was more
crowded than in previous years. This confirmed to her the tourism trends of our visitors
wanting close to home, festivals to attend with family and friends. Folk concurred with
the obvious attendance growth of this festival.
Amenta thanks Kilgard and Kohler for their assistance with an intern studying
meeting planning in the tourism industry.
MacBean shares that he was part of a group traveling to Springfield to accept the
"Governor's Home Town Award" for South Elgin.
Agenda Item 3—Program (moved)
Barb Lanphier from the Illinois Railway Museum handed out several brochures
and their calendar. She spoke about the various special events held on the grounds and
their content and attendance numbers. The"Day out with Thomas" event has grown and
a 5th day has been added to accommodate the crowds. Last year's attendance at the event
was 10,000 visitors per day. Advance tickets are being sold to prevent long waiting lines.
They expect to sell out again this year. They have over 400 pieces in their collection,
80,000 paying visitors and 10,000 non-paying visitors per year.
NEXT MEETING: Tuesday, August 13, 2002, 8:00 a.m. —Days Inn, Elgin
ADJOURN: MacBean motioned to adjourn, Cordes seconded. Meeting adjourned at
8:47 a.m.
Respectfully submitted,
JonS.S., idler, Interim Executive Director
ELGIN AREA CONVENTION
AND VISITORS BUREAU
BOARD OF DIRECTORS j,.�,i ,�
Minutes of August 13, 2002 r4. P
Held at Crowne Plaza Hotel
ELGIN AREA
PRESENT: Paula Amenta, Pat Arnold, Sherry Brewer, David CONVENTION
Compitello, Jane Cordes, Bill Folk, Ann Laube, Don AND VISITORS
MacBean and Jody Schulz BUREAU
ABSENT: Leo Nelson, Sean Stegall, Peggie Stromberg and John Walters.
GUESTS: Stacy Arnold, Milk Pail Restaurant, Rich Hirschberg, Community Energy
Cooperative, Chris Manheim, Elgin Area Chamber of Commerce(for Leo Nelson)
and Rita Robbins, Days Inn.
STAFF: Barb Faga, Pat Hannibal, Jayne McGrath, Jon Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. EACVB Check Register& Cash Disbursement Journal.
President Compitello called the meeting to order at 8:07 am. Introductions were made by
all present.
Compitello stated that Executive Director, Kilgard vacated her position last Tuesday.
He then shared that Jon Ridler has been named Interim Executive Director of the Bureau by the
Executive Committee. He assured all present that searching for a permanent replacement for this
position, will be a priority item for the Executive Committee. Brewer asked when would be the
appropriate time to ask questions regarding Kilgard's resignation. Compitello stated that there
would be a closed session for Board Members at the end of the regular board meeting today.
CONSENT AGENDA: A motion to approve the Consent Agenda was made by Arnold.
Cordes seconded.
REPORTS:
City of Elgin — Cordes shared that the Fine Arts Festival will be starting August 23, 2002
with a concert at Wing Park. The Fine Arts Festival site will be Civic Center Plaza and Walton
Island will be the site for the childrens activities.
Folk shared that they are working on the finishing touches for the season at the Hemmens
and reminded everyone that the BeauSoleil Avec Michael Doucet will be kicking off the 2002-
2003 Performing Arts Season on September 28, 2002.
Elgin Chamber of Commerce —Manheim shared that the Chamber annual Golf Outing
will be August 14. He also stated that the Elgin Image Campaign continues with billboards and
ads and website. The Community Calendar on their website is well utilized and members
appreciate the opportunity to actually input their own calendar updates.
Area Chambers or Villages - Laube shared that the Cardunal Chamber Annual Dinner
will be October 11, 2002. They are currently working on completing the upcoming year agenda,
enhancement program and membership listing.
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 of August 13, 2002
CVB REPORTS:
Ridler assured the Board that the Staff has come together as a team and everything
continues to function and get accomplished on schedule. He also shared regarding the Financials,
the LTCB Grant may be increased, but, this is not final at this time. He re-emphasized McGrath's
report that they will be looking at additional funding by corporate business for the COE
publication.
Faga reported for Kohler(currently on disability) and shared copies of the eight packages
that have been submitted to the State for their website. She also shared that a Church group who
had a representative on our earlier FAM Tour had recently had a Church Retreat and booked 60
rooms at the Crowne Plaza.
McGrath gave an update on the upcoming Ventures Fall/Winter publication that will be
distributed by October 1, 2002. She shared that she and Ridler are pursuing sponsorship for the
Calendar of Events publication for additional funding. They have met with a representative from
the Randall Road Meijer's Store to discuss this sponsorship. They will be pursuing Corporate
Business sponsorship and the possibility of blending corporate business into Tourism in the future.
She also shared that the quarterly EACVB Newsletter is at the publisher and will be mailed
shortly.
COMMITTEE REPORTS: - None
OLD BUSINESS/ NEW BUSINESS - None
PRESIDENT'S COMMENTS: Compitello thanked Jody Schulz and the Crowne for hosting the
meeting and having the great breakfast for everyone.
BOARD MEMBER & PUBLIC COMMENTS:
Brewer shared that the Algonquin Days went well and that the American English Band
was a big success. Lake in the Hills will have their Summer Festival Labor Day weekend.
Amenta asked for an update on Kohler. It was shared that Kohler is doing fine and
continues to recuperate.
MacBean shared that the CA&E will be celebrate 100 years of service in the Fox River
Valley on September 15. Unfortunately, the Blackhawk Music Fest will not be taking place this
year as hoped.
Arnold shared that the Flea Market was a success. However, the Milk Pail Days
attendance was only half of what it was last year. She also shared that the 4th Annual Car Show
will take place at the Milk Pail on August 25, 2002 and the new season will start on September
21, 2002.
Hirschberg shared that Community Energy will be hosting a Be Prepared Day for Elgin
on August 24, 2002, from 10a.m. —4 p.m. at Fire Barn #3. The day will consist of the Elgin Fire
and Police Departments participating in Fire, Child and Energy Safety. Community Energy will
be accepting old window air conditioners also during the day. They will have a 1954 Fire Engine
that will be giving rides to anyone in attendance.
NEXT MEETING: Tuesday, September 10, 2002 at 8:00 a.m. at the Hampton Inn, Elgin.
Continued Page Three---
• Page Three-EAC1 B Board of Directors
AIiautes ofAugust 13, 2002
OPTION TO ENTER CLOSED SESSION: Board met in a closed session to discuss questions
regarding Kilgard's resignation with the Executive Committee.
ADJOURN: Schulz motioned to adjourn, MacBean seconded. Meeting adjourned at
8:55 am.
Respectfully submitted,
en ' *dler, Interim Executive Director
r
•
ELGIN AREA CONVENTION
AND VISITORS BUREAU
rik BOARD OF DIRECTORS 9'?�
Minutes of September 10, 2002 J1 jir
ELGIN AREA
CONVENTION
AND VISITORS
BUREAU
Held at Hampton Inn, Elgin Illinois
PRESENT: Paula Amenta, Sherry Brewer, David Compitello, Jane Cordes, Bill Folk, Ann
Laube, Don MacBean, Leo Nelson, Jody Schulz, Sean Stegall and Peggie
Stromberg
ABSENT: Pat Arnold and John Walters.
GUESTS: Rita Robbins, Days Inn.
STAFF: Barb Faga, Pat Hannibal, Jayne McGrath, Jon Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. Illinois Now Magazine—Fall Issue
2. Chicago Plus Elgin Area CVB postcard
President Compitello called the meeting to order at 8:08 am. Introductions were made by
all present.
EXECUTIVE COMMITTEE REPORT:
Compitello distributed a copy of the August closed session minutes to all Board Members.
Motion to approve was made by MacBean. Cordes seconded.
Compitello presented a motion to approve Ridler as Interim Executive Director and
thereby giving him authority needed to fully perform the Executive Director position at this time.
Motion to approve was made by Laube. MacBean seconded.
Compitello shared the Search Committee Update for the Executive Director open
position. He shared that they were checking into the cost of an outside search firm. A brief
discussion of expense costs and options that the committee has was shared. Ridler also reminded
the Board that they have the International Association of CVB's available and the Illinois
organization is an option. Stromberg gave a brief history of the prior search firm utilized for the
previous search for a candidate. The discussion also consisted of several board members
commenting on the approximate expense charge for a 3`d party search firm, ranging from$10,000
and up. Concern on the cost and where the funds would come from were expressed by several
board members. The Executive Committee will keep the board informed of their progress.
CONSENT AGENDA: A motion to approve the Consent Agenda was made by MacBean.
Stegall seconded.
---Continued Page Two
77 Riverside Drive Elgin, Illinois 60120 Telephone(847)695-7540 FAX(847)695-7668
.
Page Two-E4CI'B Board of Directors
Minutes of September 10, 2002
REPORTS:
City of Elgin — Cordes shared that the Fine Arts Festival turned out to be a great
weekend and a very successful Festival. The participating artists felt good in general about the
whole weekend. The children's festivities that were moved from Walton Island to inside the
Hemmens also turned out well.
Stegall shared that the City Manager search deadline of September 27th is coming up and
that the city has identified a pool of approximately 35 people as good candidates to consider for
this position.
Folk shared that the Hemmens new season is in full swing. The Kiss Fest that just took
place was a successful event. The 2002-2003 Symphony Performing Arts Season will start with a
Gala the end of the month.
Elgin Chamber of Commerce—Nelson shared that the Chamber will be hosting a Good
Morning Elgin - Candidates Forum on September 24th at ECC Business Conference Center. Elgin
Image Campaign continues with a Realtors Forum in October. Also, a radio campaign will be
starting shortly to run several times a month on a regular format. He also shared that November
26th will be the date for the annual Elgin Chamber Thanksgiving luncheon at Villa Olivia Country
Club.
Area Chambers or Villages - Laube shared that there will be no outside speaker at the
Cardunal Chamber Annual Dinner on October 11th. She also shared that their General
Membership Meetings will be moving to Wednesday morning.
CVB REPORTS:
Ridler shared that the Staff has rallied as a team and is working very well together. All
deadlines are being met and new procedures are being developed and implemented. He also
shared that he and McGrath agreed that all advertisement would be handled by the Public
Relations Director. He will need to rework the media budget line for expenses.
Ridler also shared a Survey Project for our service area that he is working on putting
together with an outside consultant thru Chicago Plus. We will be able to track results and see
where we excel and where improvement is needed.
He then shared that he has made contact with a local resident that works with the French
Government. They are looking at the International Market. Ridler will develop a lead sheet and
share with our local hotels. He shared his enthusiasm about this potential market and the rewards
such a program could bring to the Elgin Area. He will keep the Board informed as he develops
this market program.
Ridler then shared that HGTV "If Walls Could Talk" program called the EACVB for
information on Historical Houses in the area. They are looking for artifacts and any other
historical writings etc. that people restoring an old house may come across. Ridler contacted the
Gifford Park Historic Society and they will be working with the TV show. HGTV will be coming
to Elgin to interview and possibly film. He also shared that he recently visited the Mansion at
162 S. State St. that is currently being restored as a B&B sometime in the future here in Elgin.
He shared an update regarding Kohler and the news that she is hoping to come back to work next
week.
McGrath shared that she was to receive the final proof of the Fall/Winter Ventures today.
She also confirmed that the two Meijer Stores on Randall Rd. have exclusive sponsorship of the
upcoming Calendar of Events.
Continued Page Three—
Page Three-E4CVB Board of Directors
Minutes of September 10, 2002
COMMITTEE REPORTS: - None
OLD BUSINESS / NEW BUSINESS - None
BOARD MEMBER:
Brewer shared that the Lions 1st House Walk will take place October 19th. She added that
the McHenry meeting will be September 25th and that the Sunset Festival was a success.
McGrath also added that the location was a wide open space and the events were done well.
MacBean reminded everyone that the 100 year Anniversary of Car#20 will be on
September 15. Proclamation from South Elgin, Kane County and the State of Illinois will be part
of the ceremony at 1:00 p.m. Also, the Pumpkin Trolley will take place the last two weekends in
October. He shared that the South Elgin Riverfest/Trolley Fest was very successful this year and
was attended by about 38,000.
Stromberg shared that the annual Touching on Traditions exhibition will have 62 displays
this coming Holiday Season. She shared that the Folk Music Concert will take place at ECC on
October 19, 2002
PUBLIC COMMENTS: None.
NEXT MEETING: Tuesday, October 8, 2002 at 8:00 a.m. at the Milk Pail Restaurant in East
elk Dundee (Hosted by Pat Arnold)
ADJOURN: MacBean motioned to adjourn, Schulz seconded. Meeting adjourned at
9:04 a.m.
Respectfully submitted,
J ),.N_
Jo S. Ridler, Interim Executive Director
• t
ELGIN AREA CONVENTION — —
AND VISITORS BUREAU 0""..—g"
BOARD OF DIRECTORS f1/;?�
Minutes of October 8, 2002 f'"
ELGIN AREA
CONVENTION
AND VISITORS
BUREAU
Held at Milk Pail Restaurant, East Dundee, Illinois
PRESENT: Pat Arnold, Sherry Brewer, Jane Cordes, Bill Folk, Ann Laube, Don MacBean,
Sean Stegall and Peggie Stromberg
ABSENT: Paula Amenta, David Compitello, Leo Nelson, Jody Schulz and John Walters.
GUESTS: Norma Miess, Downtown Neighborhood Association and Rita Robbins, Days Inn.
STAFF: Barb Faga, Pat Hannibal, Jayne McGrath, Jon Ridler and Nancy Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
elk 1. EACVB Board of Directors- Term renewal and term limits listing
Vice President Cordes called the meeting to order at 8:10 am. Introductions were made
by all present.
EXECUTIVE COMMITTEE REPORT:
Cordes shared that a closed session was originally on the agenda. However, the closed
session would be removed from the agenda because it did not meet the criteria of the Open
Meetings Act.
CONSENT AGENDA: A motion to approve the Consent Agenda was made by Stromberg.
MacBean seconded.
REPORTS:
City of Elgin -Cordes shared that Fiesta Salsa went well and had a steady attendance.
She also shared that Halloween Happenings will be taking place at the Elgin Sport Complex, on
October 18"'.
Stegall shared that the new city trash program will be starting November 1, 2002. The
City Manager position has a good pool of candidates to be considered and the process is moving
forward.
Folk shared that the Hemmens season opening went very well and that the Children's
programming will start November 30°i. The Hemmens busy time is from September thru June.
Elgin Chamber of Commerce -None
77 Riverside Drive Elgin,Illinois 60120 -('reii6i`fiagq847T695-7540 FAX(847)695-7668
•
. age. . - . .,., ,,„
11inutes of October 8, 2002
Area Chambers or Villages - Laube shared that the Cardunal Chamber Annual Dinner
will take place this coming Friday, October 11th. She also shared that they are busy selling
Football Raffle tickets for their current fund raiser. She also shared that this year the annual
Breakfast with Santa will be taking place Thanksgiving Weekend.
CVB REPORTS:
Ridler reviewed the EACVB Board of Directors— Term renewal and term limits listing
that was handed out prior to the board meeting. He reminded the board that there are several
positions that will be terminating the end of 2002 and new board members need to be nominated
and open positions need to be filled.
COMMITTEE REPORTS: - None
OLD BUSINESS / NEW BUSINESS— The question came up as to how much money is the
usual amount spent on a Search Firm expense. The usual amount would be one third of the
annual salary of the open position. Ridler was asked about money in the budget for such an
expense and he said that it would have to come out of the working capital account. Cordes
suggested all available resources should be utilized. She then asked Ridler if the IACVB listing is
available. Ridler stated it was. Stromberg requested Ridler to send her a copy of the current
Executive Director job description. Ridler stated he would fax a copy to her.
After a brief discussion and clarification and at the request of Board members, the closed
session was reinstated to be included in the agenda. A motion to enter a closed session to discuss
personnel matters was made by Brewer. Stegall seconded. There was a roll call vote taken,
unanimous vote to enter closed session.
A motion to re-enter open session was made by Stromberg and seconded by MacBean.
There was a roll call vote taken, unanimous vote to re-enter open session. MacBean made a
motion to appoint a committee made of board members to form a search committee to seek an
executive director for the board. Brewer seconded. A vote was taken with 7 yeas and 1 nay.
BOARD MEMBER:
Brewer shared that the Lions 1' House Walk will take place October 19`''.
MacBean reminded everyone that the Pumpkin Trolley will take place the last two
weekends in October.
Stromberg reminded all in attendance that the Folk Music Concert Benefit will take place
at ECC on October 19, 2002
PUBLIC COMMENTS: Norma Miess, Executive Director of DNA expressed her thoughts on
the importance of partnering with the EACVB and local businesses. She would like to very much
to start building a partnership with the EACVB in the near future. She also shared that the DNA
Window Wonderland theme this year will be Holidays Around the World...
r
--Continued Page Three
. a
•
Page Three-E4CVB Board of Directors
(Ink 1Iifrtrtes of October 8, 2002
NEXT MEETING: Tuesday, November 12, 2002 at 8:00 a.m. at the Victorian Rose Garden B
& B, in Algonquin(Hosted by Sherry Brewer).
ADJOURN: MacBean motioned to adjourn, Folk seconded. Meeting adjourned at
9:01 a.m.
-Respectfully submitted, — — — —
Jon S. Ridler, Interim Executive Director
rbs
ELGIN AREA CONVENTION
AND VISITORS BUREAU
.. BOARD OF DIRECTORS � Vol
Minutes of November 12, _00.,
i
ELGIN AREA
CONVENTION
AND VISITORS
Held at Victorian Rose Garden B & B, Algonquin, Illinois BUREAU
PRESENT: Sherry Brewer, David Compitello, Jane Cordes, Bill Folk (present by phone), Don
MacBean, Leo Nelson and Sean Stegall.
ABSENT: Paula Amenta, Pat Arnold, Ann Laube, Jody Schulz, Peggie Stromberg
and John Walters.
GUESTS: Norma Miess, Downtown Neighborhood Association, Rich Hirschberg,
Community Energy Cooperative and Rita Robbins, Days Inn of Elgin.
STAFF: Barb Faga, Jan Kohler, Pat Hannibal, Jayne McGrath, Jon Ridler and Nancy
Schultz.
BOARD PACKET MATERIALS DISTRIBUTED:
1. Copy of"If Walls Could Talk" newspaper article.
2. Copy of newspaper coverage story of Fall/Winter Ventures Preview.
3. EAC V B newsletter.
President Compitello called the meeting to order at 8:18 am. Introductions were made by
all present.
CONSENT AGENDA: The agenda was tabled to approve at the next board meeting.
REPORTS:
City of Elgin — Stegall shared that the City Manager position is down to eight candidates
being considered and they are looking at announcing a new City Manager in mid to late January
2003. He also shared that the City Budget should be completed by November 20th and it is slated
for adoption in December.
Cordes shared that Halloween Happenings was a success and went well. They had 400
children that attended the festivities. She also shared that Winter Fest is scheduled for January.
Elgin Chamber of Commerce — Nelson reminded everyone that St. Edwards Business
After Hours was tonight and Total Home Health Business After Hours is on the 19`x'. He also
shared that the Community Thanksgiving Luncheon will be November 26 at Villa Olivia and the
Historical Society will present Thanksgiving Past.
77 Riverside Drive Elgin,Illinois 60120 —fetd h'ititie(047)"695-7540 FAX(847)695-7668
-7
Page Two E 10113 Board of Directors
•
:Uinrrtes of November 12, 2002
Area Chambers or Villages - None
CVB REPORTS:
Ridler briefly discussed the "If Walls Could Talk" article. He shared that Elgin will have
3 out of 6 houses showcased on the HGTV program. He shared his part in working with the
show producers in putting them in touch with local Elgin homeowners. They are planning on
airing the show in approximately a year and our EACVB will receive credit on the program.
He then shared that the last two pages of the working budget show revisions. Due to loss
in Hotel/Motel tax, the budget needed to be adjusted to a more conservative budget. Most of the
adjustments came out of the personnel line items. Our programs and marketing budgets were not
adjusted from the original budget.
He briefly shared that his meetings with the Hotel/Motel General Managers are going well.
He had a very successful luncheon meeting with the Elgin General Managers and is now starting
to meet with the surrounding community General Managers. He will keep the Board informed.
McGrath shared the Holiday Package Postcard that the CVB and 5 local hotels
collaborated on for the Holiday Season. She also shared that an ad of the postcard will be in the
Courier news this coming weekend and again Thanksgiving.
Faga shared that she is working on new mapping software called Business Map. The
initial intent for this program is to map our Ventures distribution and track the supply and
demand.
EXECUTIVE BOARD REPORTS: - None
COMMITTEE REPORTS: - None
OLD BUSINESS / NEW BUSINESS:
Compitello stated that the Executive Committee recommends the following people be
appointed to the Nominating Committee:
Sherry Brewer, Bill Folk and Ann Laube. A motion to approve was made by MacBean. Stegall
seconded. Motion carried.
Compitello stated that the Executive Committee recommends the following people be
appointed to the Lxecutive Director Search Committee:
Sean Stegall, Jane Cordes, Ann Laube, Leo Nelson, Diane Ramsey and Jim Nowicki. It was also
recommended that Sean Stegall serve as Chairman of the committee. A motion to approve was
made by Cordes. Seconded by MacBean. Motion carried.
2002 Audit review with Nancy Guthrie, CPA was rescheduled for next month.
Board of Directors closed session to discuss Interim Executive Directors Compensation
was rescheduled for next month.
BOARD MEMBER:
Brewer shared that the annual Santa Coming to Town festivities will take place in
Algonquin on December 7`h She then shared that the Victorian Rose Garden B&B has a newly
revised website that she is very pleased with. She invited everyone to visit it at
www.sleepandeat.com.
—Continued Page Three
Page Three-ErIC1 6 Board of Directors
,Nitrates of November 12, 2002
MacBean shared that South Elgin will have their Almost Winder Days starting November
30`h. They are planning a parade, hayrides, tree lighting and Trolley Rides in County Park(North
of Trolley Museum). He also shared that the Polar Express Trolley will be taking place again this
year.
Cordes invited all present to attend the December 7th"Centre" Open House from 5-7p.m.
She then addressed the CVB Newsletter and the Illinois Arts Directory listing.
PUBLIC COMMENTS:
Miess stated she was very pleased with the partnership developing between DNA and the
EACVB. She reminded everyone that the Window Wonderland will be December 7th and the
theme this year will be Holidays Around the World. She also shared that DNA has a calendar on
their website and asked that the EACVB and Parks and Recreation keep them informed of what is
happening in Elgin. Cordes asked about the website and linkage between all websites. Miess
stated they should be linked and the DNA website address is www.elginil.org.
Robbins shared that she attended the Elgin Public Museum"The Lifeways of the
Potawatomi Indians" interactive re-enactment and stated that it was a very nice exhibit and she
and her family enjoyed it a great deal.
Hirschberg shared that the Community Energy Cooperative has a new Energy Pricing
Plan Project. If anyone is interested in hearing more about this program, they should contact
Hirschberg.
NEXT MEETING: Tuesday, December 10, 2002 at 8:00 a.m. at the Days Inn of Elgin—
Hosted by Rita Robbins.
ADJOURN: MacBean motioned to adjourn, Cordes seconded. Meeting adjourned at
8:53 a.m.
Respectfully submitted,
1/ !% li',r
-
Jon S Ridle r, Interim Executive Director
nes