Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Warrensburg Municipal Center-Council Chambers 10 a.m. Thursday, May 11, 2023 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, May 11, 2023, at 10:04 a.m. with President Tom Koenigsfeld presiding. Roll was called as follows: Present: Kelly Brooks, Tom Koenigsfeld, Ginny McTighe, Dana Phelps, Diane Thompson, and Diane Whitworth; Absent: Scott Thomason; and exofficio members Chris Deal, Danielle Dulin, and Jim Kushner The adoption of the agenda was considered. Whitworth made a motion to adopt the agenda as presented. The motion was seconded by Thompson. Motion passed. Minutes of the April 13, 2023, WCVB Board meeting were considered. Brooks made a motion to approve the meeting minutes as presented. The motion was seconded by Phelps. Motion passed. Financial report* was provided by the WCVB director. FY 2022-2023 As of May 10, 2023, 28% of budgeted expenses have been incurred. As of May 10, 2023, 25% of the budgeted revenue has been received. *Unaudited numbers provided. The WCVB director provided an update on the renovation of 205 North Holden Street. Staff attended the required training for the Local Tourism Asset Development Grant on Wednesday, April 19. The City of Warrensburg Council approved the WCVB’s request to utilize $70,000 of the City’s ARPA funds for the renovation of 205 N Holden. A detailed breakout of change order no. 3 was provided. A breakout of the project’s budget was provided: Enneking Construction: $341,614 Approved 12/8/2023 Change Order No. 1: $35, 964 Approved 2/9/2023 Change Order No. 2: $30,703 Approved 4/13/2023 Change Order No. 3: $7,242 (Electrical, tile work & bottle station-approved by director 5/8/2023) $415,523 Budget: ($400,000) Approved March 9, 2023 OVER $15,523 The WCVB director presented a revised policy for purchases and work orders for 205 N Holden. The original policy was approved by the Board at the January 12, 2023 Board Meeting. Following direction from the WCVB Board at the April13, 2023 Meeting, the director drafted a revised policy allowing the director to approve purchases and work orders up to $25,000 and revising the total of change orders from 15 percent to 20 percent of the project total. The City of Warrensburg’s Finance Director Marcella McCoy and City of Warrensburg’s Manager Danielle Dulin were provided a copy of the revised policy for review. They did not see any issues regarding the revisions. Whitworth made a motion to approve the revised policy as presented. The motion was seconded by Brooks. Motion passed. The WCVB director presented an advertising package from Nexstar Media Group, who owns KOLR 10, KRBX and KOZL in Springfield, Missouri. They are doing Explore Missouri segments this summer highlighting road trips from the Springfield area. Cost would be $2,500 (June-Sept 2023) for a total of $10,000. The package includes 78 commercials on three different TV stations, two segments per month with a minimum of five shared promos per week. The package also includes digital advertising on Ozarkfirst.com. The Springfield area was identified as an area of opportunity on the visitor profile study completed April 2023. Phelps made a motion to approve the agreement with Nextstar Media Group for $10,000. The motion was seconded by Thompson. Motion passed. WCVB director presented the Missouri Division of Tourism 2024 Marketing Platform Development Grant for Board approval. MDT had notified the WCVB of its eligibility for a grant totaling $10,000. It is a 50% matching, reimbursement grant. The grant must be used for approved uses completed prior to June 30, 2024. The director is proposing using the grant for creative strategy and visual asset procurement-professional photo/videos with McDaniels Marketing. The WCVB received the grant in 2023 to help with the expense of the visitor profile study and marketing plan. The director recommended the Board approve the WCVB to apply for the MDT MPD Grant in the amount of $10,000. Brooks made a motion that the Board approve the director to apply for the grant on behalf of the WCVB. The motion was seconded by Thompson. Motion passed. WCVB director presented the Missouri Division of Tourism 2024 Marketing Matching Grant for Board approval. MDT notified the WCVB it is eligible for $37,500. The grant is a 50/50% matching. The grant would be utilized for print and digital advertising with the assistance from McDaniels Marketing. Phelps made a motion that the Board approve the director to apply for the MDT MPD grant on behalf of the WCVB for $37,500. The motion was seconded by Whitworth. Motion passed. The WCVB director provided an update on the WCVB’s Strategic Plan. The WCVB director provided the Director’s Report. The director discussed upcoming events; past events; important dates for the Visitor Center; and upcoming agenda items to be presented to the Board. The WCVB director reminded the Board of the upcoming WCVB Board meeting schedule. The July meeting date will need to be moved as the director will be out of the office on the scheduled date of Thursday, July 13. The Board will be surveyed regarding availability. The meeting was adjourned at 10:47 a.m.