Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, October 10, 2024 A meeting of the Warrensburg Convention and Visitors Bureau was held at the Warrensburg Visitors Center, 205 N Holden Street, Warrensburg, on Thursday, October 10, 2024, at 10:07 a.m. with President Diane Thompson presiding. Roll was called as follows: Present: JonAllen Cocumelli, Annie Dillard, Cody Jolliff, Kelsey Lee, Dana Phelps and Diane Thompson; exofficio members Chris Deal and Jim Kushner (by Zoom) Absent: Kelly Brooks; exofficio members Kristen Dorman The adoption of the agenda was considered. Phelps made a motion to adopt the agenda as presented. The motion was seconded by Jolliff. Motion passed. Minutes of the August 8, 2024, WCVB Board meeting were considered. Thompson made a motion to approve the meeting minutes as presented. The motion was seconded by Cocumelli. Motion passed. Financial report* was provided by the WCVB Director. FY 2023-2024 As of October 7, 2024, $658,518 revenue has been collected. As of October 7, 2024, $387,562 expenses have been incurred. *Bank Balance: $495, 232 (*Not Reconciled as of 10/7/2024) Lodging tax increased 10 percent October 2022-September 2024 vs. Oct. 2023-September 2024. *Unaudited numbers provided. FY 24-25 Not provided as the start of the fiscal year is Oct. 1. As of Oct. 10, no activity had been posted. The WCVB Director presented the Board the 2024-2025 Grant/Sponsorship Program. The Board was provided with an overview of the program and recommended revisions to the 2024-2025 program. The program is funded 100 percent by the lodging tax. The WCVB Director proposed changing the name of the program from Community Support to Tourism Development. The list of recommended revisions to the WCVB grants included implementing a scorecard when reviewing applications to ensure consistency in awarding; requiring proof of recognition when submitting reimbursement, setting maximum award for both grants to $4,000; and authorize the director to return incomplete applications or applications that do not fit the program criteria. The proposed revisions to the sponsorships included requiring proof of recognition and a post-event assessment with the director. All other criteria and processes for the program would remain the same as 2023-2024. The Community Support Committee presented the revisions at their October 8, 2024, meeting. The committee recommended the revisions be presented for approval. Phelps made a motion to approve the 2024-2025 program revisions as presented. The motion was seconded by Jolliff. Motion passed. The WCVB Director presented the Board the 2024-2025 property insurance policy renewal with Mike Keith Insurance. The policy renewal includes structure coverage of 205 N Holden, general liability, public officials/directors and officer’s liability, and automobile coverage. The policy includes terrorism risk insurance coverage for a cost of $13. The terrorism coverage was added to the policy on the 2017- 2018 policy. The policy increased in cost by 10 percent from 2022-2023. The policy includes an increase in content coverage from $8,000 to $30,000 and an increase in total insured value of 205 N Holden from $707,053 to $777, 758. The policy does not include cyber coverage. The WCVB Director is working with Mike Keith Insurance representatives to obtain a quote for this coverage. It will be presented at a future meeting. Dillard made a motion to approve the policy renewal as presented. The motion was seconded by Cocumelli. Motion passed. The WCVB Director presented the Annual Contract for Services with the City of Warrensburg for Board approval. No revisions other than clerical (address and the addition of short-term rental collection) were made from the 2022-2023 contract. City Administration and WCVB Staff had no recommended revisions. The City of Warrensburg City Council approved the contract at their September 23, 2024, meeting. Jolliff made a motion to approve the contract allowing the WCVB President and WCVB Secretary sign the contract on behalf of the organization. The motion was seconded by Cocumelli. Motion passed. The WCVB Director provided an update on the WCVB Strategic Plan. Each committee has met or has a meeting scheduled to review the goals and objectives. Goal 1: Comprehensive Marketing Plan will be worked on by the Marketing Committee. The committee will meet Monday, October 14 to discuss the visitor profile study, website redesign, visitor guide redesign, and marketing plan to include facilities. Goal 2: Travel and Tourism Development will be worked on by the Community Support (now Tourism Development) Committee. The committee met Tuesday, October 8 to discuss the grant/sponsorship program and 2024-2025 program. Goal 3: Operational will be worked on by the Finance Committee. The committee met October 2, 2024, to discuss an overview of the organization’s finances and budget. The committee will investigate the purchase of the Smith Travel Research report, investment opportunities, and a financial manual and goals for the 2025-2026 budget. The Visitor Center Committee met October 9, 2024, to discuss the history of the Center at 205 N Holden Street, operations at the Center, and upcoming maintenance items. The committee will work on obtaining estimates on making the back door to the alleyway accessible for staff, framing the mechanical room and opening the interior doorway from the stairway making the upper level accessible from the lower level. Kayla Alley, Visitor Center Manager, presented information regarding the tourism ambassador program. 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. The City of Warrensburg update was provided by City Council Member Jim Kushner. The Warrensburg Parks and Recreation update was provided by WPR Director Chris Deal. Meeting adjourned at 11:27 a.m.