Latimer County Tourism Trust Authority (LCTTA) Board Meeting
Minutes of May 9, 2014
The LCTTA Board met May 9, 2014 in the Chamber of Commerce Meeting Room. The meeting was called to order at 10:05 am by Chairman Mooney. Roll call indicated all members were present: Maryellen Mooney, Chairwoman (CH); Jodie White, Vice Chairman (VC); Mae Mings, Secretary; Wade Thomson, District 2 Rep; Melissa Juarez, District 3 Rep; and Executive Director Tamra Tilley.
CH Mooney formally welcomed the new Executive Director Tamra Tilley to Board.
3. Adoption of Agenda:
A motion to adopt the agenda was made by VC White and seconded by Mr. Thomson.
The vote was:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
4. Approval of April 11, 2014 Minutes:
A. Mr. Thomson stated his name was incorrectly spelled on page 1. Mr. Thomson moved to approve the LCTTA April 11, 2014 Board Meeting Minutes with the one stated correction. Ms. Mings seconded the motion.
The vote taken:
CH Mooney Yes VC White Abstain Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
B. Mr. Thomson moved to approve the LCTTA Minutes of the Special Board Meeting held April 17, 2014. Ms. Juarez seconded the motion.
The vote taken:
CH Mooney Yes VC White Abstain Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed
5. Financial Report:
VC White asked a question reference Pg 6: “Why is the ‘Ride Texas’ information listed 2 times with the same data. Dir Tilley stated she would check the question out and email the answer to the Board members. She was informed the answer could be brought to the next scheduled Board Meeting; no special emailed answer was required.
The Financial Report was accepted as presented.
6. Public Comment:
There was no Public Comment made.
7. Discussion and Possible Action Concerning Web Advertising:
Dir Tilley distributed the contract for “Oklahoma Today” and the last ad published in the March/April edition. She led the discussion about renewing the agreement with Kiamichi Country to pay $1305 six times a year. She then distributed the new proposed ad for the August/ September issue. She suggested using the same ad for two years, however it is an option to change at any time. A discussion followed about the ad in Oklahoma Today.
Ms. Mings: The Chamber does not receive a copy of the “Oklahoma Today” magazine although we use to.
CH Mooney: The contract states specifically the Chamber gets a copy. Director Tilley, would you please check that detail out.
The magazine has circulation all over; these ads portray Oklahoma to everyone. Last year the Board decided to pay $7000 to advertise in “Oklahoma Today”. While that is a lot of money, we have the funds available. Besides the visual attraction, events for two months are listed. I am sure Ms. Hugle will work with Dir Tilley to ensure consistency in the ads.
VC White moved to approve paying for the Oklahoma Today contract for next year. Mr. Thomson seconded the motion. CH Mooney asked if there was any discussion. VC White stated the magazine’s readership was mostly older travelers who liked hard copy. CH Mooney stated the younger market prefers to go online for their information.
The vote taken:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
8. Discussion and Possible Action Concerning Grant Applications:
Heather Florence, Secretary/Treasurer, and Debbie Rosebure, Vice President, Round Up Club, presented an application for the Rodeo Event on June 13 and 14, 2014 for $1,000 for radio advertising. Ms. Florence stated the Club had recently changed officers and they are “catching up”. CH Mooney said that the Round Up Club’s last request was in 2012 and the LCTTA Board never received an after action report, which is a requirement of accepting the grant funds. Ms. Florence replied she had individual receipts for that year, but nothing in a spreadsheet or report format. CH Mooney stated the 2012 Grant was approved for $1,050 for posters, trophies, prizes and radio advertising. Ms. Florence stated that if this grant is approved, she will ensure the Board receives and after action report. The new officers are working hard to take the Round Up Club to a higher standard of operation. One change is offering classes for youngsters on horse care, riding, etc.
Ms. Florence stated the Grant Application is $800 radio advertising and $200 for newspaper advertisements; the tickets and posters have been printed, distributed and displayed all over town – even on Chamber’s door. Every ticket purchased for the rodeo gives an option to win a riding lawnmower. CH Mooney reminded the members LCTTA cannot pay for local newspaper advertising. She asked if they planned to advertise in McAlester, Stigler or Poteau newspapers. Ms. Rosebure stated they were exploring all their options. Facebook is effective as is networking internally thru rodeo avenues.
Mr. Thomson asked what dates the radio spots were scheduled. Ms. Florence stated this 51st Annual Rodeo spots are scheduled Monday thru Thursday, June 9 – 12, as well as broadcasting live at the rodeo 13 and 14th.
NOTE: VP Rosebure and Secretary Florence left the room.
DISCUSSION:
VC White: I think they need to advertise further out than McAlester because those visitors will not be using the motels to spend the night nor will they buy very much food outside of the rodeo concession. They should look east to Ft Smith and clear channel would be a broader, more effective advertising.
CH Mooney: This year they are presented with a time crunch. We can suggest next year for them to come in earlier and advertise over a broader area, to “broaden their horizons”.
VC White: Let’s discuss their newspaper options: Spiro, Heavener, Stigler are a few for them to consider. Can we give them $200 for newspaper advertising and tell them to spend on other newspapers or even spend on other advertising.
CH Mooney: Their posters have been up for a while and are nice, colorful, and large. They started advertising locally in good time.
The Board reviewed and discussed the scoring of the grant.
Miss Mings moved to give $1000 for advertising to the Round Up Club: $800 for radio advertising and $200 for “other”. VC White seconded the motion.
CH Mooney asked if there was any further discussion. There was none. The vote was:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
VP Rosebure and Secretary Florence returned to the room at which time CH Mooney informed them their Grant Application was approved for $1000 ($800 for radio and $200 for newspaper. She informed them they would work with Dir Tilley for the purchase order process. She also stated that if they applied next year, the Board suggested they start planning earlier like in March and widen advertising to Ft Smith and Fayetteville, AR and perhaps south as far as Denison, TX.
The Round Up Club reps stated they appreciated the helpful suggestions and stated they would return to the July Board Meeting with the report of expenditures and attendance.
Ch Mooney stated a report including the amount the gate took in and a breakdown of the $1000 grant expenditures would be appreciation. VC White showed the reps a $63 Donkey Basketball ad in the Stigler Country Star and stated they would get “more bang for their bucks“ by considering newspaper ads there instead of the expensive McAlester newspaper.
10. Old Business:
A. Manager Aron Maib and Ranger Jimmy Elder, Robbers Cave State Park (RCSP), presented an update on the OETA Outdoor Education Weekend held May 3, 2014. The event brought in over 100 kids with parents and siblings. “The weekend was a great event” Manager Maib stated. The was a lot of help and support from the Chamber, volunteers from the Friends of Fall Festival, teachers, and others. The hope is to have this event grown each year. Next year they are adding a fishing derby and a casting contest with help from Tony Johnson’s Extension Office. This event was held at Roman Nose State Park but it drew only 40 attendees. Because of response at RCSP, are already planning for next year.
VC White asked when OETA will air this show. Mgr Maib stated they were not given a specific date but were told it would be pretty quickly. Need to check the programming guide. VC White stated what a great opportunity for the LCTTA Board to advertise on website and Facebook to show our local activity and initiate others’ interest; free advertising on OETA.
Ranger Elder stated he had a $336.65 receipt from Roys to take care of. Dir Tilley will get a PO and will ensure it is paid.
B. Merle Cox presented an update on the Donkey Basketball Game grant. There was such great team cooperation and such a good public response that it has been discussed to alternate every other year with the Harlem Ambassadors Basketball. He appreciated the Board’s help with advertising and he thought the money was well spent. The contractor for the Donkey Basketball was amazed and stated he had never seen this so successful as a first-time event. In fact he made the offer to Mr. Cox to choose any date in the future and the contractor would honor it because the profit was ensured. He said everyone had fun; the turnout was great; and everyone left with a smile. It was a terrific event that should be continued. He stated he had a receipt for advertising with Stigler Country Star and invoice for McAlester newspaper. Dir Tilley took the receipt to initiate a PO. Mr. Cox stated he did not spend all the approved funds as they only advertised for one week.
C. Ranger Jimmy Elder stated the date for the Tractor Show was incorrectly listed in the “Oklahoma Today”. While it is too late to change, if opportunities arise, please correct it verbally and ensure the website listing is accurate.
11. Discuss and Take Action To Go Into Executive Session:
VC White moved to go into Executive Session to discuss the Executive Director’s Position and Job Guidelines as authorized by Oklahoma State Statute 307B. Mr. Thomson seconded the motion and the Board Voted:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
Ch Mooney excused all nonvoting attendees from the room: VC White volunteered to take minutes of the Executive Session. Dir Tilley and Clerk Chrestman departed the room.
12. Discuss and Take Action to Return from Executive Session:
CH Mooney invited Dir Tilley and Clerk Chrestman to return to the Board Meeting.
VC White moved to return from Executive Session and continue LCTTA Board Meeting. Mr. Thomson seconded the motion. CH Mooney called for a vote with following results:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
13. Discuss and Take Action to Approve Executive Director’s Probationary Period Guidelines, Length of Probation and Salary.
CH Mooney read the Guidelines and Job Standards for Dir Tilley. The Probationary Period is for 6 months, May 9 thru November 14, 2014.
Mr. Thomson moved to accept the Guidelines as read with Ms. Juarez seconding the motion.
There being no further discussion, the following vote was taken:
CH Mooney Yes VC White Yes Ms. Mings Yes Mr. Thomson Yes Ms. Juarez Yes
The motion passed.
The clerk will type the guideline list and forward via email to the Board members. Director Tilley stated she was pleased with the guidelines as she had heard them and looked forward to working with the Board members. She stated she would do her best to make the learning curve a short one and not to “curvy”.
14. Adjourn:
Secretary Mings stated she had cataract surgery scheduled the week of June 9 and was not sure if she would be able to attend the June 13 Board Meeting.
Rep Juarez stated she would be at Summer Camp with her daughter and would not be at the June 13 Board Meeting.
CH Mooney stated that as long as three members attend, a quorum would exist and the Board Meeting could be held and business continued.
Secretary Mings moved to adjourn the meeting and Rep Thomson seconded the motion. The motion passed the the Chairwoman adjourned the LCTTA Board Meeting at 11:46 am.
The next meeting is scheduled for June 13, 2014, 9:30am, at the Chamber of Commerce.
ORIGINAL SIGNED ORIGINAL SIGNED
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Maryellen Mooney, Chairwoman Jodie White, Vice Chairwoman
ORIGINAL SIGNED ORIGINAL SIGNED
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Wade Thomson, District 2 Melissa Juarez, District 3
ORIGINAL SIGNED
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Mae Mings, Secretary
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