Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Warrensburg Police Station-Training Room, 102 S. B. Holden Street Nov. 9 | 4 p.m. A meeting of the Warrensburg Convention and Visitors Bureau was held on Thursday, Nov. 9 at 4:25 p.m. at the Warrensburg Police Station-Training Room, 200 S. Holden, with Vice President Cliff Gower presiding. Roll was called as follows: Present were: Don Butterfield, Cliff Gower, Tammy Leavy, Tom Koenigsfeld, and ex-officio member: Danielle Johnston. Absent: Kirsti Brunsvold, Rhonda Gelbach and Sandra Irle; and ex-officio members Dodee Matthews and Harold Stewart. The adoption of the agenda was considered. Butterfield made a motion to adopt the agenda. The motion was second by Leavy. Passed unanimously. Minutes of the Sept. 7 WCVB meeting were considered. Gower made a motion to approve the minutes of the Sept. 7 meeting. The motion was second by Leavy. Abstained: Butterfield and Koenigsfeld. The motion did not pass due to quorum requirements. Minutes will be presented at the next regular WCVB meeting. Financial report provided by the WCVB Director. The Director noted the FY 16-17 preliminary year-end report is not final, as the audit has not been conducted. The Nov. 2017 financial report did not reflect personnel expenses for October. These expenses will be posted when the City’s Finance Department processes the October journal entry. The WCVB Director presented the annual insurance policy prepared by Mike Keith Insurance. The policy is effective Nov. 17, 2017-Nov. 17, 2018. The policy includes general liability, public officials/directors and officer’s liability, property, and automobile coverage for a total premium of $1,577. Annual participation fee is $25. Total cost is $1,602. The policy is the exact same as the policy issued for the WCVB for 2014-2015 and 2016-2017 as per Mike Keith. New for the 2017- 2018 policy is the Terrorism Risk Insurance Act Coverage for a cost of $1.00. Leavy made a motion to approve the insurance renewal with Mike Keith Insurance including the Terrorism Risk Insurance Act Coverage. Second by Koenigsfeld. Passed unanimously. The WCVB Director updated the board on the WCVB Community Grant Communication plan. Letters have been mailed to all past recipients notifying them of the 2018 program year revisions. Letters and distribution cards were mailed to all the event venues in Warrensburg asking them to help spread the word to event organizers. A flier was shared with the Local Organization Committee. A news release will be distributed to the local media and the Warrensburg Chamber. Past recipients were notified twelve weeks prior to the application deadline, Jan. 30. The WCVB Director provided a status update on the WCVB website redesign project. The launch is scheduled for the first of February. A launch party was discussed. The WCVB Director gave the Highway 13 Corridor Coalition website project update. The project coordinator has revised the information needed, format and is now requiring approval from all the organizations, businesses, etc. listed. Contact has been made with those listed, but response has been slow. Photos are being accepted for WCVB and the Hwy 13 Corridor Coalition website project. A brief overview of the status of board appointments was provided. Those serving beyond their term will not have that time count against their term limit. Following the below reappointment schedule, the WCVB would have a 2-3-2 stagger, similar to other City boards and the City Council. Cliff Gower-reappointment 2018 Tammy Leavy-reappointment 2018 Don Butterfield-reappointment 2019 Sandy Irle-reappointment 2019 Rhonda Gelbach-reappointment 2019 Tom Koeingsfeld-reappointment 2020 Kirsti Brunsvold-reappointment 2020 The board discussed needed revisions to the WCVB Bylaws including the recent ordinance passed by the City Council’s approving the revision of the number of voting officers on the board from nine to seven. The Council approved the ordinance Sept. 25, 2017. Butterfield made a motion Art. III, Section 1. Office location be revised from 102A. S. Holden, Warrensburg, Johnson County to 200 S. Holden, Warrensburg, Johnson County, Art. IV, Section 1. The number of elected directors be revised from nine to seven, and Art. V, Section 3. Revise the quorum requirement from five to four elected directors. Second by Leavy. Passed unanimously. WCVB Director discussed the attraction map Spring Hill Press is producing for the area. The 13”x17” full-color maps will feature Warrensburg on side and Johnson County with a small inset of Whiteman Air Force Base. WCVB is providing a list of attractions and will assist with distribution once the maps are completed. Spring Hill Press is selling advertisements to pay for the map. WCVB has not signed an agreement or entered into a contract with Spring Hill Press. Approximately 10,000 maps will be produced. Directors report was presented. The board discussed assisting with the placement of lights on downtown Warrensburg businesses. One possibility discussed was WCVB purchasing lights and reaching out to the Warrensburg Fire Department to assist with placement on the buildings. Due to the short turnaround for the 2017 holiday season, we may need to consider 2018. The director will reach out to stakeholders and report back to the board. The WCVB Bylaws state the board will meet 10 times per year. The board discussed and directed staff to not hold a December meeting as getting a quorum may be an issue. The director will email the board the directors report provided to the City Council. If an issue arises that needs the boards attention, the December meeting will be held as scheduled, Thursday, Dec. 14. Leavy moved to adjourn the meeting. The motion was second by Koeingsfeld. Passed unanimously.