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HomeMy WebLinkAbout2006 Convention And Vistors Bureau ELGIN AREA CONVENTION & VISITORS BUREAU chicagoland's northern BOARD OF DIRECTORS - In, n Jrr•a çcower , r, & ;itor; burr ;u I Minutes of January 10, 2006 Held at Elgin CVB Office, Elgin, IL BOARD MEMBERS PRESENT: Richard Dale, Steve Fang, Robert Gilliam, Annie Kaser, David Parulo, Jim Pratt, Liz Snook, Peggie Stromberg and Cathy Wozniak. ABSENT: Leo Nelson,Norm Osth, Sean Stegall, Richard Tiedt and Ed Szydlowski. EX-OFFICIOS: None GUESTS: None STAFF: Kim Bless, Brent Edwards, Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: • List of 2006 Board Meeting Dates • Updated 2006 Officers and Board of Directors Listing. • Website Graph. President Kaser called the meeting to order at 8:08 am. INTRODUCTIONS: Introductions were made by all present. Kaser introduced and welcomed new Board Member, Steve Fang from The Mansion, B&B. CONSENT AGENDA: Stromberg shared that the Bureau did switch banks from Union National to Amcore Bank in December. One of the main reasons for the change was the opportunity to earn approximately$2,000 more in the next calendar year in interest. Stromberg also shared it appears that the Visitors Guide will be paying for itself this year for the first time in the CVB history. It is also possible that a surplus may occur also. The Partnership Program is also bringing in additional revenue to the Bureau. A motion to approve the November& December Financials and the November Minutes was made by Stromberg, Gilliam seconded. Motion carried. r Continued Page Two— ro. Page Two-EACVB Board of Directors Minutes of January 10, 2006 NEW BUSINESS: • Goals & Objectives for 2006-Kaser shared several items discussed at the Executive Meeting the previous week. Kaser then stated that the discussion of moving several of the CVB Board Meetings out of the CVB office in the future should be considered. It was felt that other partners were being promoted by going out to other partner locations. Particularly, it was discussed regarding Hampshire and asking the Village of Hampshire if they would be kind enough to host a Board Meeting there, especially since Ed Szydlowski cannot make our meeting here in the CVB office. Gilliam also shared that they thought it would be a great way to bond with the other communities. Therefore,we will be working on the meeting schedules and will keep the Board informed. Wozniak offered to host the February meeting at ECC. It was graciously welcomed. • Retention of Current Partners -Kaser then reminded the Board to keep in touch with our current partners. If they know of any problems etc., please let the staff know and they will be addressed. At this time, the"referred by" stickers were handed out to each Board Member and reminded to attach them to receipts etc. when we visit our partners. • Open Board Position—Kaser shared that there still is an open board position available. Suggestions and recommendations will be welcomed. Pratt also shared that Scott Lager is now the new general partner at Biaggi's. He is trying to get in touch with Lager and see if he would be interested in serving on our Board again. He will keep us informed. • Mission Statement/By-laws—Bless stated that is Stegall's absence she would like to remind the board that at the last meeting Stegall asked the Board members for their input regarding the wording and bullet points to be incorporated into the mission statement. • Partnership Program Discussion- Kaser opened this discussion with acknowledging Wozniak's concern from a past Board Meeting regarding the Partnership Program and having the partner eligibility open to any business in our surrounding areas except for hotels, motels and B&B's that are not in our servicing area. IE; Stonegate Conference Center being a current partner and they are located in Hoffman Estates which is not our immediate service area. Following several discussions, this matter will be revisited at a future meeting for follow up. Currently, having the ability to have anyone as a partner except for outside lodging facilities, is the most sound financial decision as we move forward with the Partnership Program and finding as many funding sources as possible for a successful CVB. Out of this discussion came a long discussion on tracking bookings and how we can verify the final disposition of these meetings and where they take place. This will be a major goal for the CVB in 2006. Continued Page Three- Page Three-EACVB Board of Director Minutes of January 10, 2006 OLD BUSINESS: Village of Algonquin update-Bless updated the Board stating the letter declining the annual offer of$2000.00 was mailed to the Village of Algonquin immediately following the November Board Meeting based on the Board's vote. The CVB has heard no reply from the Village of Algonquin. A letter was also sent to the Holiday Inn Express stating we would not longer be representing them as part of our Bureaus lodging choices. No reply from the General Manager has been received to date. Neither the Village of Algonquin nor HI Express will be featured in our 2006 Visitors Guide or on the EACVB Website. However, Bless felt it important to note that we do have other partners in Algonquin and we very much want to keep the door open until 2008 when they can revisit this issue. Strategic Plan Committee updates—Kaser reviewed the Committee Updates for the various Strategic Planning Committees. Pratt and Kaser updated the Board on each of their committees. Pratt and Kaser committees are meeting once a month. Stromberg will be having her meeting with her committee on February 7th. Bless also shared the importance of continuing these Strategic Plan Committees and to follow though with the objectives of each committee. PRESENTATIONS: None DISCUSSION ITEMS: None CVB REPORTS: Bless deferred her time to Edwards who discussed the upcoming release of the 2006 Visitors Guide and the Web Views this past year. The Visitors Guide is currently at the printer. Edwards then shared that we currently have 42 ads in the VG this year and our ad sales totaled over$30,000. Our Partnership last year was 68 and this year we have 81. We are currently just over$4000 short of our partnership goal. Edwards then reviewed the Web visit graph he handed out earlier. He stated that the open house will probably the very early part of February for the release of the Visitor Guides. We are printing 75,000 for 2006 compared to 50,000 issued for last year. Kaser asked Edwards how often he is planning on doing updates for new partners when they come on board. He stated they would be updated quarterly. Edwards also reminded the Board that even if a partner did not get in the printed visitors guide, they would be on our website and they also have the opportunity to have an ad on the website. Garlock then reviewed the December sales report that was distributed with the Board package. He shared that he has surpassed his goals for leads quota of 60 with 93. Total room nights that those leads would have provided might have been 6000. However, with the 93 leads just over 12,307 rooms would have booked. Therefore, attending all these tradeshows this past year appears to be paying off in spades. We are doing many shows that focus on our local markets. Continued Page Four- Page Four-EACVB Board of Director Minutes of January 10, 2006 In 2004 the number of booking leads we sent out was 28. In 2005, we sent out 107 leads. The estimated economic impact the CVB provided in 2004 was $2,043,970. In 2005 the estimated economic impact the CVB provided was $6,268,000. Our efforts appear to be paying off by attending these tradeshows. One of the main goals of the CVB was to bring up the number of leads that we were providing to our partners to show a value of what we are doing. One of our main goals for 2006 will be keeping accurate records of actual bookings to our area. This has been an on going challenge in the past. It has been very difficult to keep an accurate record of the actual leads that book in our area due to the meeting planners and in some instances, our hotels, not getting back to us with this information. This will be a priority goal for this year. We are considering several options and Garlock will keep the Board informed. Garlock additionally shared the past several tradeshows he attended in November. Early in November he added the Travel Event Management and Sports was a Sports related show in Ft. Lauderdale. He met with 106 sports organizers. To date,we have received a couple inquiries from this show and hopefully, these inquiries will materialize sometime this year. From there Garlock flew to Detroit to attend the National Tour Assn. Meeting which was tour operators. He met with 60 tour operators and Garlock feels he has a few potential leads from the meetings. He also attended the Holiday Showcase show in Chicago in December. He was able to meet with approximately 115 meeting planners at that show. The majority of the types of groups looking at our area were meeting planners. 32 of the 107 leads this past year were for meetings. 30 of the 107 were sports. Garlock shared that our biggest hurdle with meeting planners is meeting space at our hotels. People like to stay where the meeting is being held and the Holiday Inn Hotel & Suites has the largest meeting space. We will work very hard to overcome this challenge this year. Religious groups are actually a large interest group to our area. Garlock then shared what tradeshows he is planning on attending the next few months: Religious Conference, ABA, Governors Conference,Heartland Travel Showcase and ending up the quarter in March with Affordable Meetings. He also reminded the board that anyone interested in sharing a booth at any tradeshow; we would welcome the opportunity and sharing the expense of the booth. Bless emphasized the importance of the CVB attending these tradeshows. Many of these shows the bureau did not participate in the past. Our exposure is more now than it ever has been. People are starting to know who we are and where we are. Many of these tradeshows are the first time we have participated in. Going forward, this will play a large part in bookings. Garlock then added that he will be starting a monthly area newsletter for planners. It will be interactive with our partners and the planners can look at the many things we have to offer. We are looking at a student piece, holiday piece, anything that we can put in front of the planners to let them know we are here. Kaser also asked about having possible advertising avenues on this newsletter. This can be looked into for future consideration. Wozniak suggested that attention might be given to non for profit organizations for meetings, etc. Garlock stated he will follow up with any group and welcomes any suggestions. Bless—reminded everyone that the Governor's Conference is coming up February 22-24`h in Springfield. It is a wonderful opportunity for speakers and networking purposes and Bless is chairing the conference again this year. Tom Waddle will be a motivational speaker and several more great speakers are lined up. If anyone is interested in attending, let Bless know. r Continued Page Five- Page Five-EACVB Board of Director Minutes of January 10, 2006 REPORTS: • Northern Kane County Chamber of Commerce—Annual Diner Dance Auction will be March 10th at the Marriott. Invitations will be going out in several weeks. • Elgin Area Chamber of Commerce—None. • City of Elgin—Gilliam shared that the Fountain Square Development will be completed by July, 2007. Also, the Crocker development should be starting very soon now. Hopefully it will be completed in the next 18 months. Bless asked about the Performance Arts feasibility. Gilliam stated a study will be starting soon which will take approximately 6 months. The key factor with the Performing Arts Center is money. • Village of West Dundee—None • Board Member Comments: -None • Ex-Officio Comments—None NEXT MEETING: Tuesday, February 14, 2006—Elgin Community College—Business Center. ADJOURN: Motion to adjourn. Meeting adjourned at 9:17 a.m. Respectfully submitted, oilita.3644, Kimberly A Bless, Executive Director /nes r • ELGIN AREA CONVENTION • & VISITORS BUREAU chicagoland's northern BOARD OF DIRECTORS O C-CVQ_C _I . , . burea■i Minutes of February 14, 2006 111 Held at Elgin Area Convention&Visitors Bureau,Elgin,IL BOARD MEMBERS PRESENT: Steve Fang,Robert Gilliam, Annie Kaser,Leo Nelson,Norm Osth,David Parulo,Jim Pratt, Liz Snook,Peggie Stromberg,Richard Tiedt and Cathy Wozniak. ABSENT: Richard Dale, Sean Stegall,and Ed Szydlowski. EX-OFFICIOS: None GUESTS: None STAFF: Kim Bless,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: • EACVB 2006 Board of Director Responsibilities&Commitment • Application form for EACVB Board of Directors from Scott Lager,Managing Partner—Biaggi's • Mission Statement Options Listing • Keys to Success in Agritourism Upcoming Meeting Brochure • Destination Marketing Special Report—2006 Forecast for CVB&Destination Decision Making President Kaser called the meeting to order at 8:06 am. INTRODUCTIONS: Introductions were made by all present. CONSENT AGENDA: A motion to approve the January Minutes/Financials was made by Nelson,Osth seconded. Motion carried. NEW BUSINESS: • New Board Member Election—Upon recommendation from the Executive Committee,Kaser nominated Scott Lager,Managing Partner—Biaggi's Restaurant to be elected to the open position on the Board of Directors. A motion to approve the nomination of Scott Lager was made by Nelson, Snook seconded. Motion carried. • Mission Statement/By-laws—Kaser shared the three mission statements that Stegall's committee had developed and opened them to the floor for discussion and review. Following a discussion on each statement a motion to approve the New EACVB Mission Statement was made by Wozniak,seconded by Osth. Motion carried to approve the following as the Elgin Area Convention&Visitors Bureau Mission Statement: To promote Chicagoland's Northern Fox River Valley as a premier visitor destination generating business for our partners in the hospitality industry. r Continued Page Two Page Two-EACVB Board of Directors Minutes of February 14, 2006 OLD BUSINESS: • Strategic Plan Committee updates—Kaser reviewed the Committee Updates for the various Strategic Planning Committees. Pratt and Kaser updated the Board on each of their committees. Pratt and Kaser committees are meeting once a month.Bless shared that Stromberg's Finance Committee had their first meeting in February and will continue with these meetings monthly. The group laid out plans for attracting new members and the board will continue to be updated. • Hampshire Board Meeting—Bless updated the Board on her efforts contacting the Village Manager of Hampshire and attempting to set up a Board Meeting there in Hampshire sometime within the next few months. The Village Manager told Bless that he would get back to her with a date and as soon as Bless hears back from him she will schedule the Board Meeting. Bless will keep the Board informed. PRESENTATIONS: None DISCUSSION ITEMS: None CVB REPORTS: Bless briefly discussed the new information she has received this past week on the Tollway Signage issue. Bless will be the contact liaison between the Tollway authority. Currently she is working with our hotels and their interest in Tollway signage. It will only be hotels specific. No restaurants or attractions. The Tollway authority is doing a cost assessment of the signage and the cost for construction and this cost would be divided by the number of hotels interested. There will also be an annual maintenance fee. The signs will be located at Rt.25,Rt.31,Randall Road and Rt.20. Our area will be the pilot program running from Rt.25 to Rt.20. Bless will keep the Board informed as issues develop. Bless reminded the Board that the Governors Conference will be held this coming week and Bless,Edwards and Garlock will be attending. Bless also reminded the Board that effective July 1st. she assumes the responsibility of chairing the Illinois ICCVB. Garlock shared that he has just returned from the RCMA Conference and was very pleased with this conference. He was able to meet over 100 planners and received some very good contacts with potential. Following that conference he attended the ABA Conference in Nashville. He had 28 Group Tour leaders one on one appointments at this conference and he is currently working on 11 leads from these meetings. Following the Governors conference he will be attending the Heartland Showcase conference in Buffalo where he has scheduled 34 one on one appointments. Edwards shared that the previous evening was our 2nd annual Visitor Guide pickup partner event. He was very pleased to say that the event was a success. Edwards was pleased with the response and turnout,but,also the fact that business was also being discussed between the partners. People were networking and interacting with each other. Eight partners donated food and drinks. He also shared that he introduced the new 2006 Cornerstone Award. This award will be given to the partner who best exemplified partnership throughout and during the year. Edwards then reviewed the current statistics for the new Visitor Guide. 75,000 were printed this year,22,000 went out directly through the US mail via direct mail and another 15,000 went out throughout the state to Visitor Centers. We are very pleased to be able to say the VG was distributed early this year. The new VG will also be on our website by the end of the week. In 2005,the total requests for info was 19,277 for our service area. That is a 115%increase over 2004. People are recognizing our area as a visitor's destination. The webpage views for 2005 were 175,000 total page views. In 2004,the total webpage views were approximately 150,000. That is a 17%increase over 2004. 2006 is starting out with an increase over last years January 2005 webpage views. They almost tripled from last January. If these numbers continue,we will be in the 200,000+market by year end. Edwards wanted to introduce a "partner spotlight"each month for our partners. This month he gave background of our new partner Muirhead B&B in Hampshire. Both Edwards and Bless thanked partner, Steve Fang,The Mansion B&B in West Dundee for telling the CVB about the new Muirhead B&B. Fang's information and lead was greatly appreciated as we welcomed a new partner because of his efforts. Bless then reiterated the great job that was done on the new Visitors Guide and wanted to make sure that the Board of Directors knew that Edwards was responsible for the design,photos,layout, advertisers etc of the entire Visitors Guide. She wanted to make sure that Edwards received the great KUDOS he deserved for this excellent job. Bless then shared that this is the first year that the CVB has made money on the Visitors Guide. Kaser also gave Kudos to the entire CVB Staff for the way they work so well together and how much they accomplish with their small 4 person staff. —Continued Page Three- r Page Three-EACVB Board of Director Minutes of February 14, 2006 REPORTS: • Northern Kane County Chamber of Commerce—Annual Diner Dance Auction will be Friday,March 10th at the Marriott. Invitations have been mailed to all Board Members. She also shared that the Chamber has a new director,Lisa Weber and she looks forward to working with her in the future. Bless also stated she is looking forward to working with Weber,she has already had a meeting with her in the past few weeks. • Elgin Area Chamber of Commerce—Cabin Expo will be taking place this coming weekend from Friday PM through Saturday at the Holiday Inn Hotel&Suites. There will also be a BAH Friday evening. Their annual dinner will be Thursday,February 23`d at the Seville in Streamwood. • City of Elgin—None • Village of West Dundee—Osth just wanted to reemphasize West Dundee's continued support for the CVB and stated that their annual letter for continue support has been submitted. He also shared that their annual financial support has increased for the CVB for 2006 by approximately$2500. • Board Member Comments: -Wozniak also shared that a large Craft Show will be taking place this coming week end at ECC. Wozniak recognized that this is the Craft Show that was one of the leads received from Garlock when he sends them to the partners. • Ex-Officio Comments—None NEXT MEETING: Tuesday,March 14,2006—Elgin Area Convention&Visitors Bureau Office ADJOURN: Motion to adjourn. Meeting adjourned at 9:30 a.m. Respectfully submitted, itita.a,„,„,,....... Kimberly A Bless,Executive Director /nes rik ELGIN AREA CONVENTION & VISITORS BUREAU chicagoland's northern BOARD OF DIRECTORS I _1, area o.'ve n & . siror, bureau Minutes of May 9, 2006 Held at Holiday Inn Hotel&Suites,Elgin,IL BOARD MEMBERS PRESENT: Richard Dale,Steve Fang,Robert Gilliam, Annie Kaser, Scott Lager, Leo Nelson,David Parulo, Jim Pratt, Liz Snook,Sean Stegall,Peggie Stromberg,Richard Tiedt and Cathy Wozniak. ABSENT: Norm Osth and Ed Szydlowski. EX-OFFICIOS: None GUESTS: None STAFF: Kim Bless,Brent Edwards,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: None President Kaser called the meeting to order at 8:07 am. INTRODUCTIONS: Introductions were made by all present. CONSENT AGENDA: Stromberg shared that the financials currently are behind in the LTCB Grant receivable. Therefore,it appears that we are expenses are more than our income,but in reality,they are not. We are in very good financial shape to date. She also shared that the 2007 Budget is in its final phase and will be presented to the next Executive Committee meeting for approval and then before the full Board in June to vote. A motion to approve the April Minutes/Financials was made by Stromberg,Wozniak seconded. Motion carried. Bless shared that she sent all the Board Members a note the previous week stating that the State Budget was approved and therefore,the Tourism Budget will remain the same for FY'07. Bless then shared that she sat down with the Director of Tourism several weeks ago,and one of the items she has agreed to support us on is to increase our funding. This will be a long term battle and many things will have to be considered,but,with Bless taking over as President of ICCVB come July,this will be one of her priority items. Sweep Accounts need to be looked at and laws will need to be changed in order for Tourism to get their fair share of these accounts. Another issue to be looked at is creation of new CVB's. There comes a time when enough is enough and currently Illinois has 40 CVB's throughout the state which should be more than enough to cover the entire state. Bottom line,the more CVB's newly created,current CVB's funding will be reduced by the amount going to the new CVB's. Bless will keep the Board informed as issues are addressed and progress is made. PRESENTATIONS: Edwards shared the new EACVB website enhancements that they have been working on for several months now. He was unable to show the Board as the link was not up and running at this time,but;he was able to explain the map enhancement link that will be added to the website. Bless also added that the EACVB is doing cutting edge enhancements to our website and that we are leading the way for many CVB's upgrading their websites. Many CVB's are copying our website and we are certain they will find this new additional enhancement, just as exciting as the initial ones. Bless stated that the gentlemen that will be adding this map enhancement has previously worked with Bless at a previous CVB. He called and asked if we were interested in adding the "mapping"to our website and after talking with Edwards,he agreed to do it complimentary so he could use to sell to other bureaus. Our web designer is currently working with this gentlemen and hopefully it will be up and running this week. It will be a wonderful way to showcase our partners and direct visitors to our may partner locations. Edwards then explained the various options this new program will have and all the highlights it will give our website and all the benefits it will have for our visitors. Continued Page Two Page Two-EACVB Board of Directors Minutes of May 9, 2006 r NEW BUSINESS: Partnership Breakfast—Bless reminded the Board that the Potential Partnership Breakfast will be taking place following this Board Meeting. Edwards handed out an outline of the program and Bless thanked Pratt and Parulo for making a presentation during this meeting. Bless asked the Board members to attend if possible to support the CVB and talk to any prospective members who attend. OLD BUSINESS: • Strategic Plan Conunittee updates - Budget&Finance Committee-Stromberg shared that the committee's task was to explore alternative methods of financing,which the Partnership Breakfast is intended this morning. Bless is working with Santa's Village and the Village of East Dundee for future hotel/motel tax that may become available when the new Santa's Village hotel is built. The Committee is also looking to the City of Elgin to help cover the Village of Algonquin shortfall until we can try to reinstate serving this community when they have completed their agreement with the Holiday Inn Express. The hotel/motel tax issue will then be revisited. Stromberg also shared that there maybe an impact with the Hampshire hotel/motel tax in the coming months. They have closed the entrance ramp to reenter I90 westbound. Therefore,this may affect people staying at the hotel. Stromberg then shared that she is working with Bless on the FY'07 Budget and they will be meeting again soon to finalize before bringing to the Executive Committee for review. Postage has gone up dramatically and there will be a little more adjustments needed before finalization sometime in the next few weeks. Once the Executive Board approves the new budget, Stromberg will make a presentation on the new budget to the Board,in June. - Destination Development Committee- Kaser shared that her committee met and updated the Board on the planning of the proposed Legend of Sleepy Hollow 3 day weekend on October 27, 28 and 29`s. She also shared the tentative itinerary being put together. Don MacBean from the Trolley Museum has graciously offered to operate an evening train just for this group of their Haunted Trolley. It will start Friday night with a reception and then move on to the Trolley Museum. Then Saturday will start with breakfast and several functions during the day. It will be a non stop planned day which could include the Naperville Settlement. However,it may appear to be a little too scary for young children,the committee will check further into this. Then on Sunday,they are planning to have a cemetery walk in Elgin. It should be a great weekend for family fun and overnight stays in our area. Garlock added that they are planning on including as many Partners as possible during these few days. This is very much in the planning stages and the Board will be kept informed as the details are firmed up. - Community Affairs Committee—Pratt shared that their committee met and they are now in the implementation state of the Restaurant/Attraction Map developed by Edwards for the hotels to have at check-in. Currently they are actively marketing and selling ads to cover the expense of the map. It has become a challenge,and they are short 2 ads to cover expenses. Bless shared that a decision will have to be made soon regarding the CVB making up the difference in the cost which is somewhere between$600 and$1000. This is something that has not been budgeted and a decision for funding will need to be made soon. A brief discussion followed regarding some other options that may be considered. The possibility of going over budget may need to be considered. Bless stated that this should be decided by the end of this week or next week. Stromberg made a motion to use no more than$1000 from reserves to pay for the map. Stegall seconded. Motion carried. -Board Development Committee-Stegall reported that part of the charge of this committee is to develop a Board Member responsibility form,Board Member Profile and Recruitment Strategy. He will be setting up a meeting of this committee sometime within the next month. Kaser also reminded the Board that is anyone had any suggestions for speakers at any of our future Board meetings,to please let her or Bless know. Continued Page Three- Page Three-EACVB Board of Director Minutes of May 9, 2006 DISCUSSION ITEMS: None CVB REPORTS: Bless stated with the interest of time and the Partnership Breakfast that was coming up next,she did not have anything more to add than what has been stated by her already today. Edwards&Schultz—needed to leave the Board Meeting early for Partnership Breakfast set up and preparation. Garlock shared an updated leads report for the balance of this year and next year. Senior Softball is a huge event that we have been awarded and this is very exciting. The results are paying off with Garlock attending all the tradeshows he has in the past months. He also stated that working with Mike Monel has been great and the partnership is working very well. A brief discussion followed on the benefits and economic impact for our area of bringing large groups and sports groups to this area. Garlock received"kudos"from several Board Members for his hard work. REPORTS: • Northern Kane County Chamber of Commerce—Kaser shared that Bless&Edwards made a great presentation at their meeting and it was very successful and well received. They are working on their Annual Golf Tournament on Tuesday,June 13111 . • Elgin Area Chamber of Commerce—Nelson shared that the Chamber had been selected as one of the top 10 Economic Development organization in North America. Good Morning Elgin Program is returning on June 9th at ECC. • City of Elgin—Stegall shared that the City of Elgin now owns the Unilever Property at Highland and 31. It will probably be demolished by the end of the summer possibly. It will eventually be a park. This will greatly improve the riverfront appearance of the City and the future riverfront improvements. • Village of West Dundee—None. • Board Member Comments:-Bless thanks Richard Tiedt for hosting the Board Meeting and the Partnership Breakfast. NEXT MEETING: Tuesday,June 13,2006—Elgin Area Convention&Visitors Bureau,Elgin,IL ADJOURN: Motion to adjourn. Meeting adjourned at 9:10 a.m. Respectfully submitted, Q. Kimberly A Bless,Executive Director /nes r ELGIN AREA CONVENTION & VISITORS BUREAU chicagoland's northern h BOARD OF DIRECTORS _'11 i area iJ 'ver„I 4 v ;hor• bureau I Minutes of April 11, 2006 Held at Elgin Area Convention&Visitors Bureau,Elgin,IL BOARD MEMBERS PRESENT: Richard Dale,Robert Gilliam, Annie Kaser, Scott Lager, Leo Nelson,Norm Osth,David Parulo, Jim Pratt, Liz Snook,Sean Stegall,Peggie Stromberg,and Cathy Wozniak. ABSENT: Steve Fang,Richard Tiedt and Ed Szydlowski. EX-OFFICIOS: None GUESTS: Raymond Moller,Economic Development&Business Services Director,City of Elgin STAFF: Kim Bless,Brent Edwards,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: None President Kaser called the meeting to order at 8:07 am. INTRODUCTIONS: Introductions were made by all present. PRESENTATIONS: Ray Moller made a presentation on the Riverfront,Downtown&Festival Park Development. CONSENT AGENDA: Stromberg deferred to Bless as she had not had the opportunity to review the fmancials prior to the Board meeting. Bless stated that they were in order and the only area for discussion would be postage. There have been many more requests for information than had been anticipated. Therefore,we will have to make some adjustments with accounts to make sure that the postage is covered. Also,hotel/motel tax is slightly ahead of what was budgeted and we have received the hotel/motel tax check from Hampshire. A motion to approve the March Minutes/Financials was made by Stromberg,Lager seconded. Motion carried. NEW BUSINESS: • Board Meeting Content—Future presentation ideas—Kaser shared that the Executive Committee has discussed the importance of informational presentations at our Board Meetings and asked the present Board Members for any suggestions they may have for future presentations or request speakers they may think would be beneficial to our board and the travel industry. Bless added that if they could not think of anyone or any subject today,they should feel free to email either Kaser or Bless with any suggestions or ideas. Bless also suggested hearing presentations from the various villages and cities we service. They would like to have these types of presentations every other meeting or quarterly,which would be a great goal for the Board. • East Dundee Meeting—Bless shared the recent news of the new ownership of Santa's Village and what some of their future plans are for this attraction. They are planning on revamping the entire park and remodeling it completely. One of their goals is a conference center as well as a 200 room hotel property. This would be another opportunity for the CVB to work with the Village of East Dundee to garner a portion of the hotel/motel tax as we do with our other communities with hotels. Bless wants to make sure that the CVB is ahead of the game and we do not have another situation as we did with Algonquin,where we would be playing catch up. Bless therefore had a meeting last week with James Carlini,Village Trustee who is /�. steering this project with the new owners of Santa's Village. Bless reviewed the structure of the Bureau and had a nice long meeting with him discussing our role as a CVB and how we work with our partners. —Continued Page Two Page Two-EACVB Board of Directors Minutes of April 11, 2006 r • Bless then stated that she wanted to also share that Edwards and Garlock had a meeting with the new owners of Santa's Village and Carlini two weeks prior to her meeting with Carlini. Edwards and Garlock were meeting with the owners regarding the CVB Partnership Program and Santa's Village did join the CVB as a partner. Bless then returned to the meeting with Carlini that she had last week. She wanted to make sure the CVB received the Village's commitment up front for the hotellmotel tax. They never have had a hotel before and therefore,the process is very new to them. Bless explained how it works and how the other communities contribute and that we would be asking for a minimum contribution of 44%of the hotel/motel tax,the benchmark established based on the contributions from the City of Elgin. Carlini was very amenable to this formula,and obviously Bless would have to make a presentation before the Village Board in the future. The hotel project has not yet been approved but,as the article in the paper yesterday clearly stated,they are very much interested in moving this project forward in the future. Their goal is to get this up and going in 2007 or not later than 2008. The CVB will continue to meet with the Village and we will continue to make it clear to them that in order for our CVB to represent them,they would have to make a contribution to the CVB just as other communities that have hotels do. The conversations have begun and Bless will continue to keep the Board in the loop on this matter. It was a very positive meeting and hopefully we will be able to have a presentation to the Village Board sometime in the next few months. Bless was very pleased with the reception she received from Carlini and is looking forward to working with him and the Village of East Dundee Board in the near future. OLD BUSINESS: • Strategic Plan Committee updates Budget&Finance Committee-Stromberg shared that the committee met last week. Edwards is also participating on this committee. They made plans for a Prospective New Partner Breakfast to be held on May 9th at the Holiday Inn Hotel&Suites. Invitations will be mailed out to potential partners and our current partners will be asked to bring a potential partner to the breakfast in order to attend. We are hoping to pick up new partners and potential advertisers for new revenue. Bless then added that the May Board Meeting will be held at the Holiday Inn prior to the Potential Partner Breakfast. Bless also asked the Board members to remain for the Breakfast and network with the potential new partners. The breakfast will only be for one hour. We also will be asking a few partners to make a presentation at the breakfast and talk about what the CVB has done for them. Stromberg then shared that she is working with Bless on the FY'07 Budget and they will be meeting sometime in the next few weeks. Once they meet and discuss the new budget, Stromberg will make a presentation on the new budget to the Board in June. Destination Development Committee- Kaser shared that her committee met and asked Garlock to discuss the new proposed Legend of Sleepy Hollow 3 day weekend on October 27,28 and 29`s. Tentatively,Don MacBean from the Trolley Museum has graciously offered to operate an evening train just for this group of their Haunted Trolley. Also,they are looking at having Trick or Treat at one of the malls. They are also looking at having some kind of party at one of our hotels and then ending on Sunday with a cemetery walk. This is very much in the planning stages and the Board will be kept informed as the details are firmed up. Community Affairs Committee—Pratt shared that their committee met and were able to review the Restaurant/Attraction Map developed by Edwards for the hotels to have at check-in. He then asked Edwards to review the final map design and update the Board on the 16 advertisement spaces being sold. To date,Biaggi's,Algonquin Commons,and The Elgin Public Museum have requested space on the back of the map advertising page. The Board was asked to help in any way to get these spaces sold in order to pay for the publication of the map. The CVB cannot cover the expenses for this project. Various suggestions were shared for getting these ads sold and this will be a priority in the next few weeks. Board Development Committee-Stegall reported that part of the charge of this committee is three things: Identifying New Board Members,Establishing a Mentor Program and lastly developing a Transition Plan. In the interim,Stegall asked the Board members for candidate names and suggested retirees —Continued Page Three- • Page Three-EACVB Board of Director Minutes of April 11, 2006 that perhaps could volunteer their time to the Board. He stated that"worker bees"would be very beneficial to the Board. Stegall asked the Board Members to email or call him with any ideas,names or suggestions they may have. He is planning on having something more formal at the May Board Meeting. DISCUSSION ITEMS: None CVB REPORTS: Bless updated the Board on the Tollway Signage issue. Bless did hear from the Tollway Authority contact this past week. Their Board of Directors approved the pilot program for the hotel signage on I90. Therefore,we want to move forward with this project. The biggest delay in this process is determining costs. Bless faxed them a proposed program for attraction signage. They have been taking applications for the attractions sign program for a couple of year and have done nothing with it to date. Now IDOT has gone through and have adopted new programs and regulations and are accepting more applications. Edwards did send out an email last week to all our attraction partners to let them know if they would like to apply. We would like to keep the costs similar to that program because it is very cost effective. The Tollway Authority however,states that IDOT loses money on that program every year. So,as a result the challenge is to try to figure out what the cost will be for the hotel signage. It is obviously a huge coo that the Tollway Authority passed that and has agreed to move forward with the Hotel signage. The first interchange that they would want to do will be 190 and Rt. 31,which obviously where the majority of our hotels are located and we have enough applicants that potential would be involved in the program. We have six hotels at this interchange and this is the maximum number of hotels that can be listed on one sign. Again,the costs still have to be determined,but,the Tollway Authority Directors have approved it and they want to move forward. As soon as Bless hears what the costs will be she will let the Board and the hoteliers immediately. Bless will work as hard as she can to keep this cost down and they will also be looking at somehow spreading out the payments for those costs of if they are higher the amount due can be spread out into several payments if possible. Bless will diligently be working on this possibility. Bottom line,it is good news but she will continue to keep the Board posted on the current information. It is the Tollway Authorities goal to have the signage up within the next several months. Obviously they have a very aggressive time table. Therefore,the commitment from the hotels at each of the interchanges needs to be received quickly. Several questions followed with a brief discussion. Osth asked what exactly qualified as an attraction. Bless stated that there was 21 pages of criteria and she would be happy to pass this information along to anyone interested in seeing them on the Board. He specifically was inquiring about Spring Hill Mall. Kaser thanked Bless for the great job she has done to date in her efforts to get this signage program for our area. Bless will update everyone as information is received. Edwards shared several new partners that he has signed up with the CVB. They are Santa's Village,Hampshire Farm Stand,Hoffman Estates new Hockey Team,a new La Crosse Team in the area and the Downtown Neighborhood Assn. He briefly discussed the recent distribution of the 2005 Year in Review for the CVB. Bless also shared that they hope to continue this annual distribution piece. It is vital that our partners know all this detailed information and we share it with our partners once a year. Edwards also reminded the Board of our Partnership Program Breakfast scheduled for May 9th at the Holiday Inn. He shared the invitation that will be going out to over 300 potential partners. Edwards then shared the monthly statistics for the past month for requests and web views. Garlock shared information on the leads he has received from the many tradeshows he recently attended. He re- emphasized that focus for the coming year will be on Sports Groups. He then stated that he is again planning to have a FAM this coming fall. He shared that he is planning on working with Edwards who would also be bringing in Travel Writers. Garlock will keep the Board informed as information develops. Continued Page Four— r Page Four-EACVB Board of Director Minutes of April 11, 2006 REPORTS: • Northern Kane County Chamber of Commerce—Kaser shared that Bless is scheduled to make a CVB presentation at their next Board Meeting. She then stated that the Chamber will be starting a series of business networking meetings starting next week. Their first meeting is scheduled for Biaggi's on networking for businesses. Kaser will be chairing this year's Annual Golf Outing scheduled for Tuesday,June 13t. • Elgin Area Chamber of Commerce—Nelson shared that the Good Morning Elgin Program is returning. Residential developer's round table will be April 28th and the western development will have a program in June at ECC. He also shared several Business after Hours that are coming up. Stegall also stated that he would encourage everyone to attend the Good Morning Elgin Programs whenever possible as they are very informative and much information is shared at these meetings. • City of Elgin—Gilliam shared that the plans for Festival Park are moving forward and should be completed in approximately 2 years. Festival Park is a 7 million dollar project. The Spies Condominium Building will start being built soon and should be completed by summer of 2007. Also,the building next to the CVB should also be starting to be built soon. Gilliam also stated he would bring information and materials to the April Board meeting about Festival Park. • Village of West Dundee—Osth stated he was very happy to hear that Santa's Village is reopening and that the redevelopment of the Fox River is moving forward. He is hoping that with Santa's Village revitalization,both East and West Dundee will start working together on more projects,especially Dickens in Dundee. These are exciting times and we look forward to the future to possibly doing more regional community festivals. • Board Member Comments:-Stromberg shared that they have a very special Mexican exhibit currently at the Museum. It is on loan from the Mexican Fine Arts Museum in Chicago. This exhibit will be at the Elgin Museum through the end of April and then will go on to the Smithsonian Museum in Washington DC for 3 months. It is a photographic collage of immigration in the early part of the last century. Over 500 people came through the exhibit during a 3 week period in March. The past Sunday,in 4 hours they had 229 people. Stromberg is working on keeping the exhibit here through May,but,that needs to be approved. The museum is only open a total of 8 hours per week and the response has been outstanding. Joseph Galvan,who is the highest ranking Hispanic in HUD and Federal Court Judge,Manny Barbosa came to the opening. It was extremely well attended and received by the Mexican Community. People attended from Chicago,Elgin and all over the area. The Mexican Community also loaned the Public Museum many artifacts to go along with the photographic exhibit. It was a real coo for Elgin to get an exhibit of this caliber. The Elgin Museum is open Saturdays and Sundays,in the afternoon. It is also being offered free so all interested people. Stromberg also offered if any other groups were interesting in seeing the exhibit at any other time,they should contact her and she would accommodate any group. Stromberg also shared that the Native American Exhibit is coming to Lord's Park for 2 days in May. This will be larger than last years and she is hoping to make it an annual event. • Ex-Officio Comments—None NEXT MEETING: Tuesday,May 9,2006—Holiday Inn Hotel&Suites,Elgin,IL ADJOURN: Motion to adjourn. Meeting adjourned at 9:10 a.m. Respectfully submitted, 11410. Kimberly A Bless,Executive Director /nes ELGIN AREA CONVENTION & VISITORS BUREAU v .. cn agoland's northern BOARD OF DIRECTORS Minutes of September 12, 2006 Held at Elgin Area Convention&Visitors office,Elgin, IL BOARD MEMBERS PRESENT: Richard Dale,Robert Gilliam, Scott Lager,Leo Nelson,Norm Osth, David Parulo,Liz Snook and Peggie Stromberg. ABSENT: Steve Fang,Annie Kaser, Sean Stegall,Jeff Magnussen,Jim Pratt and Richard Tiedt. EX-OFFICIOS: None GUESTS: Wendy Cozzi,General Manager/Comfort Suites and Nancy Guthrie,Auditor STAFF: Kim Bless,Brent Edwards,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: Edwards and Garlock reports,Copy of Cozzi application for EACVB Board of Directors position,Year end Financial Statements for FY '06,and copy of new EACVB Conflict of Interest Policy. Treasurer Stromberg called the meeting to order at 8:05 am. INTRODUCTIONS: Bless introduced Wendy Cozzi—General Manager/Comfort Suites Elgin and Nancy Guthrie, Auditor. CONSENT AGENDA: A motion to approve the June Minutes/Year End/June,July&August Financials was made by Osth, Gilliam seconded. Motion carried. FY'06 AUDIT PRESENTATION: Nancy Guthrie,Auditor presented and reviewed the FY'06 Audit with the Board.A brief exchange of questions and answered followed. Following the presentation, Stromberg referred to the recommendation from Guthrie to establish a Conflict of Interest Policy for the EACVB. Each Board member stated they had an opportunity to review. A motion to approve the new Conflict of Interest Policy for the CVB was made by Stromberg,Nelson seconded. Motion carried. NEW BUSINESS: • Resignation of Board Members—Stromberg reminded the Board of the email notification that Bless sent to the Board in July stating Cathy Wozniak had resigned from the Board due to her leaving her position at ECC. Stromberg then stated that due to a transfer,Liz Snook will be transferring to Texas. It is with regret that her resignation is accepted. A certificate of appreciation was presented to Snook by Bless for her outstanding support and dedication to the EACVB the past years. • Nominating Committee—Motion to approve Nominating Committee was made by Stromberg, seconded by Parulo. Motion carried. They will meet this coming month and recommendations will be given at the October meeting. • Monthly Board Meeting Discussion—Stromberg shared that the Executive Committee had discussed the possibility of the EACVB Board meeting every other month in lieu of every month. She asked the Board members to think about this matter and be prepared to discuss at the October Meeting. —Continued Page Two— Page Two-EACVB Board of Directors Minutes of September 12, 2006 OLD BUSINESS: • Strategic Plan Committee updates - Budget&Finance Committee: Stromberg stated that since the Breakfast Meeting went so well,they are considering having another Breakfast meeting for potential partners in November prior to theVisitors Guide going to press. - Destination Development Committee- Garlock updated the Board on the proposed Halloween weekend in October. - Community Affairs Committee—Snook shared that the Restaurant/Attraction Map developed by the Committee and Edwards for the hotels to have at check-in has been a huge success. A brief discussion from several Board Members regarding the success of the map and ads followed. All comments were positive. -Board Development Committee—Bless shared that she would like to create a Board Orientation Package for new Board members when they join the Board. Bless will work with and discuss further with Stegall when they meet for their committee. CVB REPORTS: Bless updated the Board on the many ongoing projects that she and the staff had been working on during the past two months. Bless shared that she and Garlock hosted a GM/DOS Hotelier Meeting on June 29th and was happy to report that 6 hotels were represented. She was pleased to report that the meeting went well and that they are planning on having these meetings twice a year. The next meeting will be in the spring. In addition, new CVB marketing materials were designed by Edwards for use in our partnership program. Materials were shared with the Board. Both Edwards and Garlock will be using these materials in the future. All projects regarding our logo have now been completed and the CVB is very pleased. New referral stickers have been printed up and were distributed to the Board. She updated the board on the latest information regarding the Tollway Signage Project. Bless has been very busy with the Tollway Authority to get the signage put up and installed at the interchanges on I90. Checks and applications from the Hotels are being collected. The first interchange that will be done is Rt. 31 and I 90. All the hotels in our area will be participating,including the hotels with only one hotel at an interchange. Originally the Tollway Authority stated that they would only consider the interchanges with three hotels at the interchange. However,Bless was able to negotiate with them as long as the hotels were willing to pay the entire fee as if there were three hotels. All of our hotels in these situations agreed to cover the full expenses of $4500.00 per exit. Our area will be the pilot area for the entire state which is quite a coup for us. Bless also shared that we are working in conjunction with two other tourism entities to have a Kiosk built at the Belvidere Oasis. On an annual basis more than two million visitors go through that Oasis. We will be participating in this kiosk and will have a tri-fold brochure of our area and hotel information that Edwards designed for the kiosk use. This should be out by the end of October or the beginning of November. Bless then shared that she and Edwards took Jan Kostner, Director of Illinois Tourism,on a half day tour of our area and a sample of the many areas of interest we have. Also,effective July l5`,Bless started serving as Chair of the Illinois Association of Convention&Visitors Bureaus. This will be great exposure for us and their first big meeting will be in several weeks in Rockford. Stromberg then shared that Bless had shared with the Executive Committee that she is having good success with the people that run the Youth Soccer Association. Currently they have all their tournaments in Rockford and Pete Garlock has been working with this group to bring them to the Elgin Area for these tournaments in the future. Garlock shared that as of result of the FAM tour last year;two motor coach tour buses came to the Elgin Area and had a great time. They visited several of our attractions and had lunch here. They had such a nice time,they are planning on coming back next year and make them overnight trips. He then shared that the organization,League of United Latin American Citizens(LULAC)will be hosting a state conference here in Elgin in 2007. Garlock worked closely with the representative that lives here in Elgin in putting together a bid to bring the conference here and Elgin was awarded the conference for 2007. It appears that the conference will be for approximately 250 people and they will be using the Centre and staying at the Holiday Inn. The Elgin Public Museum will also be hosting an affair for them. He also shared that the Senior Softball Tournament was a success and will return next year and are looking at other tournaments that could be held here in Elgin. r —Continued Page Three- Page Three-EA CVB Board of Director Minutes of September 12, 2006 r Garlock then shared that the Illinois Youth Soccer is a huge tournament. He stated he was at the facility in Rockford and he was not impressed with their facility over the Sports Complex here in Elgin. There is one major difference in the two complexes and that would be a brick and mortar building that the teams could use in the event of inclement weather. Teams need a shelter to go to in the event of severe storms for safety. Currently the Elgin Sports Complex does not have a shelter of this type and it is a huge issue for tournament organizers. Garlock is planning on talking to Mike and Randy on this issue. If we are loosing tournaments due to this issue,it is a simple issue to resolve if the finances are there to build a shelter. Garlock is also meeting with Little League organizers later this week. He is hoping for tournaments in 2008. He will be putting together a sports facilities guide shortly. He then shared several shows he will be attending in the months ahead. Edwards shared that he had recently attended a Travel Writers Showcase in Fayetteville,NC and he met with a gentleman that has a travel radio show in Connecticut. Edwards is very pleased to tell the Board that the gentleman and his radio host will be coming to our area and spending a weekend. He will then be a guest on the radio show upon their return to Connecticut. This is wonderful exposure for the Northern Fox River Valley. He also shared that the other Travel Writers were very impressed with the Frank Lloyd Wright Muirhead B&B;they all want to come out on a media FAM next summer. Edwards then reminded the Board members that the Partnership Drive will be beginning and if anyone knows of any potential partners,please forward them on to Edwards and he will contact. Edwards then shared that the CVB will be holding their first Mayor's Luncheon on October 25th at Prairie Rock. All partners and community associates are invited to attend and we are hoping to have a great turnout and a great revenue generator for the bureau. Invitations have been sent out and ads will be in the newspaper. PRESENTATION: Bless presented the 2005 Tourism Numbers to the Board of Directors. She reviewed and discussed the annual numbers and statistics. A brief question and answer session followed. r REPORTS: • Northern Kane County Chamber of Commerce—None. • Elgin Area Chamber of Commerce—Nelson reminded the Board of the lunch this week with Doug Whitley at ECC and that Pulte is planning a business after hours on September 28th. • City of Elgin—Downtown Condo construction and Festival Park development is on schedule. • Village of West Dundee—Osth shared that the Village is moving ahead with new construction on RT 31 and expansion of the Dundee Township Park District land and the Spring Hill Mall is going well. • Board Member Comments: -Stromberg also shared that she is on the Fox River Renaissance Program with Dave Kaptain's group. It is a program to put some water interest as well as water aeration in the Fox River. The Gail Borden wants to put in several teaching gardens,a rain garden and a wild prairie garden. The museum area comes into education and Stromberg is working on the wetlands and fish hotel project. The City of Elgin in very interested in the water interests and aeration. They discovered that it would save the water district and the drinking water plant a great deal of money in the future. This should coincide with all the river renovations that are taking place. They are talking on installing aeration pumps from just north of the dam until just beyond I 90. Aeration breaks ups algae in the water. The fish hotel floats and would have cameras and monitors in the library. This program has a lot of agencies working together on this project. Lager complimented the CVB Staff on their accomplishments and efforts. He also shared that Biaggi's has broken ground for the opening a new restaurant in Naperville in the near future. Continued Page Four— r Page Four-EACVB Board of Director Minutes of September 12, 2006 r NEXT MEETING: Tuesday,October 10,2006—Elgin Area Convention&Visitors Bureau,Elgin,IL ADJOURN: Motion to adjourn. Meeting adjourned at 9:30 a.m. Respectfully submitted, Q. Kimberly A Bless,Executive Director /nes r C ELGIN AREA CONVENTION & VISITORS BUREAU OF DIRECTORS chicagoland's northerns. Minutes of October 10, 2006 Held at Elgin Area Convention&Visitors office,Elgin,IL BOARD MEMBERS PRESENT: Steve Fang,Robert Gilliam,Annie Kaser,David Parulo, Sean Stegall, Jim Pratt,Peggie Stromberg and Richard Tiedt. ABSENT: Richard Dale, Scott Lager,Jeff Magnussen,Leo Nelson and Norm Osth. EX-OFFICIOS: None GUESTS: None STAFF: Kim Bless,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: Several informational newspaper articles,Proposed Board Orientation Program Agenda,Mayor's Luncheon invitation and 2007 EACVB Executive Committee and Board Meeting dates. Kaser called the meeting to order at 8:05 am. FORMAL APPROVAL—BOARD POSITION: A motion to approve Wendy Cozzi,General Manager of Comfort Suites Elgin to the Board was made by Stromberg,seconded by Parulo. Motion carried. Formal introductions we made and Cozzi was welcomed as the newest Board Member. CONSENT AGENDA: A motion to approve the September Minutes&September Financials was made by Stromberg,Pratt seconded. Motion carried. NEW BUSINESS: • Board Orientation Program—Bless distributed a newly created Board Orientation Program package for the Board to review. Following a brief review and discussion,it was suggested that this would be used in the future when a new Board member is elected. OLD BUSINESS: • Nominating Committee Update: Kaser stated that following the Board Meeting today this committee will be meeting • Future Board and Exec Meetings: Stromberg shared that the Executive Board had discussed and would like to suggest having the EACVB Board Meeting take place every other month in lieu of monthly Board Meetings. Following a brief discussion,a motion to approve meeting every other month beginning in 2007 was made by Stromberg,seconded by Gilliam. Motion carried. —Continued Page Two— r Page Two-EACVB Board of Directors Minutes of October 10, 2006 • Strategic Plan Committee updates -Budget&Finance Committee: Stromberg stated that next event would be another Potential Partner Breakfast. -Destination Development Committee-Garlock updated the Board on the cancellation of the proposed Halloween weekend in October due to inability to receive final approval from the Village of Sleepy Hollow.They will pursue again for 2007. -Community Affairs Committee—Pratt stated that currently there are no new projects pending. -Board Development Committee—Bless shared that this has been completed and they are currently looking for new Board Members. CVB REPORTS: Bless updated the Board on the latest information regarding the Tollway Signage Project and shared that the ribbon cutting should be taking place the end of November. Bless also reminded the Board that the plans for the Kiosk at the Belvidere Oasis are still being finalized and the Kiosk should be completed in the next month or so. She also shared that the 2007 Visitors Guide is on pace for completion and that the printing bids have been requested. Garlock shared the various potential tournaments that he is working on bringing to the area. He currently is trying to find basketball courts for a large tournament that is considering holding in Elgin. However,he is having difficultly finding these courts. He stated he is having problems reaching the correct contacts with the various sports venues that may have courts available. Gilliam stated he would help with the U46 contact. Garlock also shared that Elgin may lose a potential soccer tournament due to the fact that the Sports Complex does not have a brick and mortar enclosed shelter in the event of inclement weather. He shared his various frustrations with what seems to be"small"setbacks at the large potential of what economic effect these tournaments could have on our communities. r REPORTS: • Northern Kane County Chamber of Commerce—Kaser shared that the new Executive Director is Melissa Hernandez. Also,their awards banquet and dinner dance auction will be in February 2007. • Elgin Area Chamber of Commerce—None • City of Elgin—Budget is priority. • Village of West Dundee—None. • Board Member Comments:-None NEXT MEETING: Tuesday,November 14,2006—Elgin Area Convention&Visitors Bureau,Elgin,IL ADJOURN: Motion to adjourn. Meeting adjourned at 9:00 a.m. Respectfully submitted, 11410. Kimberly A Bless,Executive Director /nes ELGIN AREA CONVENTION & VISITORS BUREAU chicagoland's northern BOARD OF DIRECTORS C WQ.+l' VCS c al , are r, 6 ors L,Jf Minutes of November 14, 2006 Held at Elgin Area Convention&Visitors office,Elgin,IL BOARD MEMBERS PRESENT: Richard Dale,Robert Gilliam,Annie Kaser, Scott Lager,Leo Nelson,David Parulo, Sean Stegall and Peggie Stromberg. ABSENT: Cindy Cozzi, Steve Fang,Jeff Magnussen,Norm Osth,Jim Pratt and Richard Tiedt. EX-OFFICIOS: None GUESTS: None STAFF: Kim Bless,Pete Garlock and Nancy Schultz BOARD PACKET MATERIALS DISTRIBUTED: Several informational newspaper articles, Slate of Officers and Ballot form,copy of Board applications for Randy Reopelle and David Bear and Garlock board reports. Kaser called the meeting to order at 8:06 am. CONSENT AGENDA: A motion to approve the October Minutes&October Financials was made by Stromberg, Gilliam seconded. Motion carried. NEW BUSINESS: • Board of Directors - State of the Officers - Ballots were distributed for the board members to vote for the 2007 State of Officers. Following were the nominees listed: Chair—Kaser,Chair-Elect—Stromberg,Treasurer—Parulo, Secretary—Stegall,Elgin City Council Member,Gilliam and room for a write in candidate. Ballots were collected and counted. All listed candidates were elected by the board by a majority of the vote. - General Elections - Ballots were distributed for the board members to vote for the 2007 Open Board Positions. The ballots listed Annie Kaser,Bob Gilliam,Norm Osth, Scott Lager,Richard Dale,Randy Reopelle,David Bear,Wendy Cozzi and room for a write in candidate. Ballots were collected and counted. All listed candidates received the required majority vote and were elected by the board. It was noted that the Executive Director's position will now be titled President&CEO and the Chair of the Board for Kaser's position as this is consistent with the direction of CVB's. The By-laws will be updated to reflect this change. OLD BUSINESS: • Strategic Plan Committee updates - Budget&Finance Committee: Stromberg stated that a Potential Partner Breakfast will be planned with Edwards for the first quarter of 2007. - Destination Development Committee—Committee will meet again after the 15`of the year. -Community Affairs Committee—None. -Board Development Committee—The first board orientation will take place in December. - Sports Development Committee-will be formed in early 2007 r —Continued Page Two— Page Two-EACVB Board of Directors Minutes of November 14, 2006 r CVB REPORTS: Bless wanted to take a minute to thank the Board of Directors for their help and commitment to the CVB. Bless then updated the Board on the Mayors Luncheon that took place in October. She was happy to report that the final luncheon count was 84. She was very pleased to say that 8 mayors and community representatives attended the luncheon,especially for a 15i time event. One of the main points learned was the time element. The agenda and"sharing"portion of the luncheon will have to be looked at more carefully next year and time limits will have to be set. A survey was sent out to all attendees and the responses have been very positive and had some good suggestions. The main point was the time and this will be addressed. Overall,the bureau made a profit of$805. Overall,very pleased with the 15L time event. Bless then shared that the Visitors Guide is on schedule and that Edwards is at 47%of his goal for the revenue goal. Bless also was pleased to share that their negotiations for the printing of the Visitors Guide went well and they were able to get the Visitors Guide and the tri- fold brochure that will be used at the Belvidere kiosk. They had budgeted$30,000 for the VG printing and they were able to get the VG printing plus 100,000 tri-fold brochures for this amount. The negotiations went very well. She then reviewed additional goals regarding the partnership program, advertisement and events for the next year. She also shared that the radio show that Edwards participated in with a Connecticut radio station is now on line. Just click the icon on our website and you will be able to hear the interview. Pod-casting and Blogs are big in tourism in todays online world. We are looking into the advertising and exposure potential for the future in these areas online. Bless wanted to talk about Sporting events to our area. This is a lot of work to bring in these types of groups and Garlock has been doing an outstanding job. Bless would like to develop a sports commission for the CVB. We could accomplish this by pulling together the key people in the communities that could help bring these sporting events to our area. Elgin alone has some very involved individuals in sporting events and she would like to identify these people and form an actual sports commission. When you have a unified group of people working together to bring events to an area, it is tremendously powerful and rewarding in bringing in groups. We should be able to bring in the same type of events that Rockford and Schaumburg bring in. We have the facilities and we just have to work together in getting the word out to all these groups that Elgin does have the capability and facilities to accommodate these sporting events. Bless would like this commission implemented in the very near future. Garlock shared the various potential tournaments that he is working on bringing to the area. He is still trying to find basketball courts for a large tournament that is considering holding their tournament in Elgin. However,he is having difficultly finding these courts. Several recent meetings were discussed and background information was shared with the board. A brief discussion on developing a new Sport Commission followed along with discussions on potential tournaments that would consider having their tournament. Garlock received several accolades for his efforts and he is confident that his efforts will pay off in the future. REPORTS: • Northern Kane County Chamber of Commerce—Melissa Hernandez is new Executive Director per Kaser. • Elgin Area Chamber of Commerce—Thanksgiving Luncheon coming up week of November 20,2006. • City of Elgin—Stegall shared the proposal information available for a potential new Performance Arts Center to be developed in downtown Elgin. There is definitely a market for it and the City is looking at the possibility of developing a new Arts Center. • Village of West Dundee—None. • Board Member Comments:-Stromberg reminded everyone that Touching on Traditions will be starting and the Nature Boutique will open on December lst.and has wonderful items for sale this year. Continued Page Three Page Three-EACVB Board of Directors Minutes of November 14, 2006 r NEXT MEETING: Tuesday,January 9,2007—Elgin Area Convention&Visitors Bureau,Elgin,IL ADJOURN: Motion to adjourn. Meeting adjourned at 9:10 a.m. Respectfully submitted, 1141 Kimberly A Bless,Executive Director /nes r