Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, September 14 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, September 14, 2023, at 10:01 a.m. with President Tom Koenigsfeld presiding. Roll was called as follows: Present: Kelly Brooks, Tom Koeingsfeld, Ginny McTighe, Dana Phelps, and Diane Whitworth; exofficio member Chris Deal (exofficio members Danielle Dulin and Jim Kushner joined later in the meeting) Absent: Scott Thomason and Diane Thompson The adoption of the agenda was considered. McTighe made a motion to adopt the agenda as presented. The motion was seconded by Brooks. Motion passed. Minutes of the July 20, 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 September 12, 2023, 34% of budgeted expenses have been incurred. As of September 12, 2023, 76% of the budgeted revenue has been received. *Unaudited numbers provided. The WCVB Director provided an update on the renovation of 205 North Holden Street. A breakout of the project’s renovation budget with Enneking Construction was provided: Enneking Construction: $341,614 Approved 12/8/2022 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 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 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) McTighe made a motion to approve the meeting minutes as presented. The motion was seconded by Brooks. Motion passed. 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: $599,800 Expense: Personnel $162,400 (3% Increase of pay for director and adding full-time position) Expenditures $49,100 (Increase in Maintenance & Repairs $5,000) Services $248,400 (Utilities, MDT Grants, adding cleaning services for Visitor Center) Capital Outlay $20,000 (Equipment and Computers in 205 N Holden) Community Grant Program $20,000 (Increased to allow sponsorships) Total Expense: $499,900 Reserve: $99,900 McTighe made a motion to approve the meeting minutes as presented. The motion was seconded by Whitworth. Motion passed. The WCVB Director presented the annual contract to provide services to the City of Warrensburg. The Warrensburg City Council will be presented the contract for approval at their September 25 meeting. There were no suggested revisions by the City Administration from the contract signed for 2022-2023. WCVB director noted the City’s support for the WCVB and most recently the renovation of 205 North Holden into the Warrensburg Visitors Center. The Director recommended the board approve the contract as presented. McTighe made a motion to approve the meeting minutes as presented. The motion was seconded by Whitworth. Motion passed. The WCVB Director presented the WCVB’s Insurance Policy for 2023-2024. Policy includes structure coverage at 205 N Holden Street and personal property; General Liability; Public Officials/Directors and Officers Liability; and Automobile Coverage. The policy includes a proposed terrorism risk insurance coverage for $12. The coverage was added to the WCVB’s policy in 2017-2018. The increase in premium was a result of the increase in coverage for 205 N Holden from last year ($263,000 2022-2023 to $715,053 for 2023-2024). The Director recommended the board approve the policy as presented. McTighe made a motion to approve the meeting minutes as presented. The motion was seconded by Koenigsfeld. 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. City Council Member Bruce Uhler, City Manager Danielle Dulin and Mayor Jim Kushner provided an update on behalf of the City of Warrensburg 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 10:58 a.m.