Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, July 20, 2023 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, July 20, 2023, at 10:05 a.m. with Vice President Scott Thomason presiding. Roll was called as follows: Present: Kelly Brooks, Ginny McTighe (joined 10:11 am), Dana Phelps, Scott Thomason, Diane Thompson (left 10:31 am) and Diane Whitworth; exofficio members Chris Deal Absent: Tom Koenigsfeld; exofficio members Danielle Dulin and Jim Kushner The adoption of the agenda was considered. Brooks made a motion to adopt the agenda as presented. The motion was seconded by Phelps. Motion passed. Minutes of the June 8, 2023, WCVB Board meeting were considered. Whitworth 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 July 17, 2023, 34% of budgeted expenses have been incurred. As of July 17, 2023, 65% 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 that 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 & refillable bottle station) Change Order No. 4: $42,650 (PROPOSED: Roof-next item on agenda) $458,173 Budget: ($400,000) Approved March 9, 2023 OVER $58,173 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 $116,469 (1-4) Total (as of 6/8/2023) $684,555 Being paid for by: City ARPA Allocation $70,000 Local Tourism Asset Dev Grant $250,000 (ARPA Grant) WCVB Funds $364,555 The WCVB director presented change order no. 4 from Enneking Construction for the renovation of 205 N Holden. The change order is for $42,650. The order is for the replacement and repair of the roof, replacement of window above exterior door to upper level and mortar repair. Phelps made a motion to approve the change order allowing the WCVB director to sign. The motion was seconded by Thompson. Motion passed. The WCVB director presented the 22-23 Revised WCVB Budget for review. No action was taken. Revenue: $898,300 Expense: $898,300 Personnel Decreased $13,000 (one part time employee) Commodities Decreased $9,950 (Decreased Maintenance & Repairs $0) Services Decreased $14,050 (Decreased Consulting, Contractual Non-Cat, Printing & Binding) Capital Outlay Increased $52,000 (205 N Holden Change Orders 1-4) Non-Categorized Decreased $15,000 (WCVB Community Grants) Total Expense Projected: $898,300 (Balance Budget) The WCVB director presented the 23-24 WCVB Budget for review. No action was taken. Revenue: Lodging Tax decreased $50,000 from 22-23 (Collections) Total Revenue: $599,750 Expense: Personnel $162,300 (3% Increase of pay for director and adding full-time position) Expenditures $49,100 (Increase in Maintenance & Repairs $5,000) Services $233,750 (Utilities, MDT Grants, adding cleaning services for Visitor Center) Capital Outlay $12,500 (Equipment and Computers in 205 N Holden) Community Grant Program $20,000 (Increased to allow sponsorships) Total Expense: $477,650 Reserve: $122,100 The WCVB Director presented the agreement with Arrivalist for services for 2023-2024 for research data to learn of visitor’s demographics and behaviors. The Missouri Division of Tourism has provided an opportunity for designated marketing organizations throughout the state to utilize Arrivalist at a reduced rate for the next three years. The first year is a cost of $2,500; second year is a cost of $2,575 and third year is a cost of $2,652. Second and third year are optional. Brooks made a motion to approve the director to sign the agreement with Arrivalist. 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. 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 meeting was adjourned at 10:52 a.m.