Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, June 8, 2023 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, June 8, 2023, at 10:02 a.m. with Treasurer Diane Whitworth presiding. Roll was called as follows: Present: Kelly Brooks, Ginny McTighe, Dana Phelps, and Diane Whitworth; exofficio members Chris Deal and Jim Kushner Absent: Tom Koenigsfeld, Scott Thomason, and Diane Thompson; exofficio member Danielle Dulin The adoption of the agenda was considered. Brooks made a motion to adopt the agenda as presented. The motion was seconded by McTighe. Motion passed. Minutes of the May 11, 2023, WCVB Board meeting were considered. McTighe made a motion to approve the meeting minutes as presented. The motion was seconded by Brooks. Motion passed. Financial report* was provided by the WCVB Director. FY 2022-2023 As of June 5, 2023, 26% of budgeted expenses have been incurred. As of June 5, 2023, 48% of the budgeted revenue has been received. *Unaudited numbers provided. The WCVB Director provided an update on the renovation of 205 North Holden Street. The board was informed the budget will need to be amended at a future board meeting. A breakout of the project’s renovation budget with Enneking Construction 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) $415,523 Budget: ($400,000) Approved March 9, 2023 OVER $15,523 A comprehensive breakout of the budget for 205 N Holden was provided: Purchase $199,900 Architect & Inspections $26,482 Renovation Agreement $341,614 Renovation Change Orders $73,909 Total (as of 6/8/2023) $641,905 Being paid for by: City ARPA Allocation $70,000 Local Tourism Asset Dev Grant $250,000 (ARPA Grant) WCVB Funds $321,905 The WCVB Director presented the agreement with McDaniels Marketing (work provided as per the Missouri Division of Tourism’s Marketing Matching Grant). The WCVB Board approved the director to apply for the MDT MMG for $37,500 May 11, 2023. Pending approval from MDT regarding the grant, the director needs approval to sign an agreement for services with McDaniels Marketing for $75,000 advertising and $11,100 administration fee. The grant is a 50/50 matching reimbursement grant. The director will not sign anything with McDaniels until the WCVB receives notification that the grant has been awarded by the state. Grant notification is expected to be received mid-June. McTighe made a motion to approve the director to sign the agreement with McDaniels Marketing for $86,100 pending approval of the grant. The motion was seconded by Whitworth. Motion passed. The WCVB Director presented the agreement with McDaniels Marketing (work provided as per the Missouri Division of Tourism’s Marketing Platform Development Grant). The WCVB Board approve the director to apply for the MDT MPD for $10,000 May 11, 2023. Pending approval from MDT regarding the grant, the director needs approval from the Board to sign an agreement for services with McDaniels Marketing for $10,000 photography/video asset development. The grant is a 50/50 matching reimbursement grant. The director will not sign anything with McDaniels until the WCVB receives notification that the grant has been awarded. Grant notification is expected to be received mid-June. McTighe made a motion to approve the director to sign the agreement with McDaniels Marketing for $10,000 pending approval of the grant. The motion was seconded by Brooks. Motion passed. WCVB Director presented the Missouri Division of Tourism Search Engine Marketing 2023-2024 program. The WCVB has participated in the program since 2017. MDT matches 100% of the funds the destination marketing organizations put forth. The max match is $9,000 per year (July 2023-June 2024). There is no reimbursement process. Madden Media bills the DMO directly for their part and MDT for their part. McTighe made a motion for the director to sign an agreement with Madden Media for $9,000 through services provided by the MDT SEM program. The motion was seconded by Whitworth. 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. WCVB Director presented the agreement for the Local Tourism Asset Development Grant for $250,000. The WCVB Board approved the director to apply for the grant in November 2022. The grant is to assist with the renovation expense of 205 N Holden. The grant is a 50/50 matching reimbursement grant. The signed agreement is due June 15, 2023. McTighe made a motion to approve the director to sign the grant agreement on behalf of the WCVB. The motion was seconded by Brooks. Motion passed. The WCVB Director provided an update on the WCVB’s Strategic Plan. The Marketing Plan created by Madden Media was presented. The plan expense was covered by the Missouri Division of Tourism’s Marketing Platform Development Grant 2022-2023. 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. City of Warrensburg Mayor Jim Kushner provided an update on behalf of the City. Warrensburg Parks and Recreation Director Chris Deal provided an update on behalf of WPR. The WCVB Director reminded the Board of the upcoming WCVB Board meeting schedule. The July meeting date has been rescheduled to 10 a.m. Thursday, July 20 by Zoom. The meeting was adjourned at 11:10 a.m.