Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, August 8, 2024 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, August 8, 2024, at 10:02 a.m. with President Tom Koeingsfeld presiding. Roll was called as follows: Present: JonAllen Cocumelli, Tom Koenigsfeld (joined at 10:05 am), Ginny McTighe, Dana Phelps and Diane Thompson Absent: Kelly Brooks and Diane Whitworth; exofficio members Chris Deal, Jim Kushner and Danielle Dulin The adoption of the agenda was considered. Whitworth made a motion to adopt the agenda as presented. The motion was seconded by McTighe. Motion passed. Minutes of the June 13, 2024 WCVB Board meeting were considered. McTighe 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 2023-2024 As of August 5, 2024, $574,808 revenue has been collected. As of August 5, 2024, $285,418 expenses have been incurred. Journal Entries for August tax collections and grant reimbursement have not been posted. Journal Entries for August personnel expenses have not been posted. *Bank Balance: $502, 739 (*Not Reconciled as of 8/5/2024) *Unaudited numbers provided. The WCVB Director provided the proposed strategic plan created by the Board on Thursday, June 13 for approval. The strategic plan includes three goals: Comprehensive Marketing Plan, Travel and Tourism Development, and Operational (Finance). Each goal includes objectives that will ensure the goals are met. Phelps made a motion to approve the strategic plan as presented. The motion was seconded by McTighe. Motion passed. The WCVB Director provided the Director’s Report. The director discussed upcoming events; past events; important dates for the Visitor Center; and projects the WCVB is currently working on. Three WCVB Board members were recognized for their years of service to the WCVB. Tom Koenigsfeld, Ginny McTighe and Diane Whitworth have served two full terms making them ineligible for reappointment at this time. In the six plus years they have served the WCVB, staff has grown from one employee to two and a half. The organization has a permanent home at 205 North Holden. The WCVB has been awarded grants totaling more than a half a million to support the organization’s mission. This is all due to their unwavering support and dedication to the WCVB. Board Sine Die at 10:30 a.m. A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, August 8, 2024, at 10:31 a.m. Roll was called as follows: Present: JonAllen Cocumelli, Annie Dillard, Cody Jolliff, Kelsey Lee, Dana Phelps and Diane Thompson Absent: Kelly Brooks; exofficio members Chris Deal, Jim Kushner and Danielle Dulin The adoption of the agenda was considered. Thompson made a motion to adopt the agenda as presented. The motion was seconded by Phelps. Motion passed. The election of officers was held. Diane Thompson was nominated to serve as President by Phelps. The nomination was seconded by Cocumelli. Passed unanimously. Cody Jolliff was nominated to serve as Vice Chair by Jolliff. The nomination was seconded by Phelps. Passed unanimously. Dana Phelps was nominated to serve as Treasurer by Thompson. The nomination was seconded by Jolliff. Passed unanimously. JonAllen Cocumelli was nominated to serve as Secretary by Phelps. The nomination was seconded by Thompson. Passed unanimously. Committee appointments for the new year was held. As per WCVB Bylaws, the president will serve as exofficio to all committees. Community Support: Annie Dillard, JonAllen Cocumelli, and Dana Phelps. Kelly Brooks will be contacted for her interest in serving. The committee list was nominated by Jolliff. The nomination was seconded by Thompson. Passed unanimously. Finance: Dana Phelps and Cody Jolliff. The committee list was nominated by Thompson. The nomination was seconded by Cocumelli. Passed unanimously. Marketing: Cody Jolliff, Kelsey Lee, and Dana Phelps. The committee list was nominated by Thompson. The nomination was seconded by Cocumelli. Passed unanimously. Visitor Center: JonAllen Cocumelli and Annie Dillard. Kelly Brooks will be contacted for her interest in serving. The committee list was nominated by Phelps. The nomination was seconded by Jolliff. Passed unanimously. The Fiscal Year 2023-2024 Revised WCVB Budget was presented to the Board for approval. Revenue increased by $20,300 for a total of $663,700. Expenses decreased by $22,860 for a total of $449,470. The budget includes the receipt of the ARPA grant, Missouri Division of Tourism Educational Scholarship and lodging tax came in higher than projected. Expenses was decreased due to the hiring of the Visitor Center manager in April and not October as planned and utilities at the Center being lower. Phelps made a motion that the FY 2023-2024 Revised WCVB Budget be approved as presented. The motion was seconded by Dillard. Motion passed. The Fiscal Year 2024-2025 WCVB Budget was presented to the Board for approval. Revenue for the fund is projected to be $459,400. Expense for the fund is projected to be $539,570. The expenses include items identified in the strategic plan approved by the Board such as website redesign, visitor profile study and Smith Travel Research report. The shortage of $80,170 will come from the fund balance leaving a projected fund balance of approximately $330,000. Jolliff made a motion to approve the FY 2024-2025 WCVB Budget as presented. The motion was seconded by Phelps. Motion passed. The WCVB Director presented the agreement with Marco Technologies. The WCVB entered into a five- year agreement with Marco in 2019. The WCVB is utilizing the terms in the City of Warrensburg’s agreement to be able to secure the printing/copying services at a reduced cost. The agreement in 2019 was for $150.97 monthly for equipment, supplies (not paper) and service. The proposed agreement effective 2024 is for $150.57 monthly which includes equipment, supplies (not paper) and service. Based on the WCVB’s usage from 2019-2024, the proposed agreement has lowered the amount of prints resulting in a lower monthly expense. Phelps made a motion the WCVB Board approve the Director to sign into a five-year agreement with Marco Technologies for the monthly cost of $150.57. The motion was seconded by Jolliff. Motion passed. Meeting adjourned at 11:15 a.m.