Warrensburg Convention & Visitors Bureau

Warrensburg Convention & Visitors Bureau Minutes Zoom 10 a.m. Thursday, November 14, 2024 A meeting of the Warrensburg Convention and Visitors Bureau was held by Zoom on Thursday, November 14, 2024, at 10:02 a.m. with President Diane Thompson presiding. Roll was called as follows: Present: JonAllen Cocumelli, Annie Dillard (joined 10:05 am), Cody Jolliff, Kelsey Lee, Dana Phelps and Diane Thompson (joined 10:08 am); exofficio members Chris Deal and Kristen Dorman Absent: Kelly Brooks; exofficio member Jim Kushner The adoption of the agenda was considered. Jolliff made a motion to adopt the agenda as presented. The motion was seconded by Cocumelli. Motion passed. Minutes of the October 10, 2024, WCVB Board meeting were considered. Jolliff 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 November 12, 2024, $510,199 revenue has been collected. As of November 12, 2024, $426,491 expenses have been incurred. FY 2024-2025 As of November 12, 2024, $13,558 expenses have been incurred. October and November transfers have not been completed. Bank Balance: $480,662 (Not Reconciled as of 11/12/2024) The numbers presented have not been audited. The WCVB Director presented an update to the authorized signers on the WCVB account with Equity Bank. Currently Marcella McCoy, Danielle Dulin, Thomas Koenigsfeld, Diane Whitworth and Marcy Barnhart are listed on the account. Due to resignations and term limits, all the individuals listed on the account except Marcy Barnhart need to be removed. Dana Phelps, Dianna Thompson, Carolyne Tuwei, and Kristen Dorman needed to be added. Cocumelli made a motion to revise the authorized signers on the WCVB account at Equity Bank by removing Marcella McCoy, Danielle Dulin, Thomas Koeingsfeld and Diane Whitworth; and adding Dana Phelps, Dianna Thompson, Carolyne Tuwei and Kristen Dorman on the WCVB account at Equity Bank. Marcy Barnhart shall remain as WCVB staff. The motion was seconded by Dillard. Motion passed. The WCVB Director presented the submitted grant applications for the November review deadline. Johnson County Cancer Foundation applied for the WCVB Sports Grant for $4,000 for the JCCF Men’s Golf Tournament on June 7 and JCCF Women’s Golf Tournament on June 8. The committee scorecards had an average of 40.2 out of 100. The application submitted had 10 rooms and a limited impact on area tourism stakeholders. The staff recommended an award of $1,000.  Phelps made a motion to approve a $1,000 grant for JCCF for the Men’s and Women’s Tournament. The motion was seconded by Thompson. Cocumelli, Dillard, Lee, Phelps and Thompson voted in favor. Jolliff voted opposed. Motion passed. Mule Club American Legion Baseball Post 131 applied for the WCVB Sports Grant for $4,000 for a 19U tournament and 100-year celebration for American Legion Baseball summer 2025. The committee scorecards had an average of 77 out of 100. The application submitted had 30+ rooms and a limited impact on area tourism stakeholders. The staff recommended an award of $3,250. Jolliff made a motion to approve $3,250 grant for Mule Club American Legion Baseball Post 131. The motion was seconded by Thompson. 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 met to discuss the visitor profile study, website redesign, visitor guide redesign, and marketing plan to include facilities. The committee will meet in December to review the request for proposals for the visitor profile study. The goal is to post the RFP in December and present it to the Board for review/approval at the February WCVB Board meeting. Goal 2: Travel and Tourism Development will be worked on by the Community Support (now Tourism Development) Committee. The committee met Tuesday, November 12 to review applications for the grant 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. Staff met with City Administration on October 18, 2024, to discuss investment opportunities, WCVB and the City’s agreement regarding financial support: taxes, audit and bank reconciliation. The City is supportive of the WCVB investigating investment opportunities. Once the account at Equity Bank is updated, staff will be able to learn of the opportunities available. 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 is working 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. Staff is reviewing estimates submitted and getting clarification from contractors. The Board decided in consensus to hold a meeting regarding the estimates of the back exterior door so the project can continue and be completed prior to winter weather. The WCVB Director provided the Director’s Report. The director discussed trademark process update, upcoming events; past events; important dates for the Visitor Center; and projects the WCVB is currently working on. The City has agreed to include the WCVB’s cyber coverage in its policy. The City of Warrensburg update was provided by Interim City Manager Kristen Dorman. The Warrensburg Parks and Recreation update was provided by WPR Director Chris Deal. Board Member announced Powell Gardens will host the WCVB Board, staff and families for a holiday gathering 6-8 p.m. December 13. More information will be sent by email to the Board. The meeting was adjourned at 10:55 a.m.