TRI-COUNTY LODGING ASSOCIATION
Thursday, January 22, 2009
The Tri-County Lodging Association met at 9:00 a.m. at Quail’s Nest Resort, Osage Beach,Missouri, CamdenCounty, Missouri.
TCLA Board Members Present:TCLA Board Members Absent:
KarenMedders-Bowman
Russell BurdetteCommissioner Carolyn Loraine
Carl ClarkCommissioner Sonny Earnest
Fred DehnerLarry Jones
Bill Johnson
Larry Jones
James Leveridge
Weldon Steinmann
Lance Utley
Don Welch
Sue Westenhaver
Also present were Jim Divincen, Marjorie Beenders, Bruce Vanderveld, Jim Moody, Geniece Tyler, Maggie Schaffer, Hemant Patel, Joel Kirkpatrick, Rita Rathmel, Ed Thomas, and Rebecca Green.
CALL TO ORDER
KarenMedders-Bowman called the meeting to order at 9:09a.m.
MINUTES
Don Welchmade a motion to approve the November 20, 2008, TCLA Board meeting minutes. Russell Burdette seconded the motion. The motion passed unanimously.
BILLS COMMITTEE REPORT
Jim Divincen inquired about duplicate charges on the Bills list for the Lake Area Chamber. Bruce Vanderveld indicated this was in error and could be easily corrected.
Curt Mooneymade a motion to approve Bill #168 as submitted. Bill Johnsonseconded the motion. The motion passed unanimously.
FINANCIAL REPORT
A lodging tax collection report was included in packets. Lodging tax collections are down approximately 7.05% year-to-date through November 2008. Jim Divincen added that sales tax receipts were down for the entire state approximately 6.5%.
FUNDING OR OTHER REQUESTS
A funding request was presented by the Gravois Community Betterment Association. Ed Thomas, Secretary of this association made a presentation to the Board regarding the Gravois Area Summer Festival. This festival, to take place on June 19th and 20th, 2009, would showcase attractions, amenities and retail from the Gravois area. This group requested $3,500.00 to assist with their advertising of the event, and any other general event expenses such as overnight security. Mr. Thomas explained that the main location of the event would be the Gravois Mills Ball Fields, with booth space for vendors and exhibitors, as well as live entertainment throughout the festival. Mr. Thomas did acknowledge that this event was originally known as The Hummingbird Festival, but the focus has been broadened for the event. Mr. Thomas explained that the new festival would be held for 2 days to encourage overnight visitors. Curt Mooney inquired about the dates selected for the event. Mr. Thomas explained that the dates were the original dates used for the Hummingbird Festival and the committee felt strongly about using the same dates. Marjorie Beenders noted that from a public relations standpoint, including the name “hummingbird” in the festival name would attract more media attention. Bill Johnson asked if the advertising control for the event would remain with this committee. Mr. Thomas assured him that it would. Mr. Johnson also inquired about the involvement of local businesses as well as the town of Gravois Mills. Ed Thomas responded that several businesses have expressed an interest in participating. After further discussion regarding this event, Bill Johnson made a motion to table this funding request to be reviewed again at which time letters of commitment from participating businesses be received as well as a letter of support from the city of Gravois Mills. Fred Dehner seconded the motion. The motion passed unanimously. Bill Johnson thanked the presenters for attending the meeting.
A second funding request was presented by the Bonk Hard Chill event to take place at the Lake of the Ozarks on February 7, 2009. The amount requested for this event is $1,000.00. After a discussion regarding this event’s success in previous years, Fred Dehner made a motion to approve $1,000.00 out of Special Events Reserve for the Bonk Hard Chill. Don Welch seconded the motion. The motion passed unanimously.
P. R. FIRM UPDATE
Marjorie Beenders with The Beenders-Walker Group presented the Board with the monthly media clippings and an Ad Equivalency Report. Ms. Beenders reviewed several media visits that she had made over the past two (2) months including RonHenryStrait with the San Antonio Express-News. Ms. Beenders also mentioned to the Board that Alan Holder with The Kansas City Star had been released from his position recently. Ms. Beenders updated the Board on her communications with Field & Stream Magazine editors regarding a visit in April. Jim Divincen indicated to the Board that due to the recent guide licensing issues that he would recommend hosting Field & Stream editors and postpone the annual Outdoor Writers event in 2009. Russell Burdette made a motion to suspend the Outdoor Writers’ Event in 2009 and instead host Field & Stream Magazine editors as well as the Outdoor Editor from The Kansas City Star. Sue Westenhaver seconded the motion. The motion passed unanimously.
COMMITTEE ASSIGNMENTS AND REPORTS
Group Sales – Tim Jacobsen, Chair –Jim Divincenreported that the Group Sales was report was included in the Board packets for review. He explained that for FY09 Mary Jo Biggs in the St. Louis sales office had achieved 72% of her goal and Vicki Schveninger in the Kansas City sales office had achieved 62% of her goal.
Special Events- KarenMedders-Bowman, Chair – KarenMedders-Bowman reported on the LakeHolidayLightsPark. She reported that approximately 10,000 people went through the park and statistics were being compiled on the visitors, i.e. Where they were from, where they stayed, how many nights, etc. Ms. Medders-Bowman spoke about the great cooperation from the City of Osage Beach. She reported that the tear-down process had begun at the park and hoped the weather would cooperate to help along the process. Ms. Medders-Bowman explained to the Board that next year’s process for the park would be better due to the electrical expenses being handled this year. Don Welch asked that a letter of appreciation be sent to the City of Osage Beach for their cooperation and assistance. Following the meeting, Tim Jacobsen indicated that he would take care of this letter. Don Welch then made a motion to pre-approve appropriating $10,000.00 out of the FY10 Special Events budget line item to cover remaining costs for the LakeHolidayLightsPark. Sue Westenhaver seconded the motion. The motion passed unanimously.
Jim Divincen also informed the Board of the progress of ticket sales and advertising for Liverpool Legends in March. He indicated sales were going very well and all advertising had not yet been placed, including billboards. Mr. Divincen also added that radio commercials were running on several stations owned by Benne Media as part of their marketing agreement. Mr. Divincen explained that a drawing would be held during the concerts and information collected from attendees to inquire where they are from, where they are staying and how many nights. Mr. Divincen thanked CVB employees Donna Borders and Debbie Ghoulson for their assistance with ticket sales. After a brief discussion regarding proceeds from this event, Curt Mooney made a motion to place any profit from this event back into the Special Events line item in the FY09 budget. Russell Burdette seconded the motion. The motion passed unanimously.
Russell Burdette inquired about the future of the OSS Boat Races. Jim Divincen informed the Board that it was his understanding from the OSS Committee that without TCLA’s financial support this event would not take place in 2009. The Board requested that financial statement and a funding request be received from the OSS Committee at the next TCLA Board meeting.
Advertising/Budget/Public Relations–Fred Dehner, Chair –Fred Dehner expressed concerns about the categories running short with their estimated collections for this fiscal year. Bruce Vanderveld agreed to complete a Cash Analysis report prior to the first FY10 budget meeting. At this time the Board arranged for a budget meeting on February 18, 2009, at Noon with the location to be determined at a later time.
Legislative Affairs ––Don Welch, Chair –Jim Moody informed the Board that the State of the State address would be given the following week by Governor Nixon. Mr. Moody stated that he expected the Governor to address the impending budget shortfalls and areas that would be affected. Jim Divincen reported that he was unsure at this time of budget cuts for the Division of Tourism.
Jim Moody indicated that with the budget cuts and employee lay-offs, the situation with the Department of Revenue handling tax collections for TCLA has changed. He will continue working on this project and keep the Board informed. He added that the key with this situation is helping the Department of Revenue understand that they were missing out on tax collections as well.
Employee Performance Review –KarenMedders-Bowman, Chair –Carl Clark requested to see copies of job descriptions for all TCLA and CVB employees. Jim Divincen and Tim Jacobsen will provide those descriptions to Mr. Clark.
Web Site Committee Report – Bill Johnson, Chair – Eric Homan briefly went over website statistics as presented in the Web Report included in the Board packets. Mr. Homan explained that the contract is due for renewal with Madden Media for the Wowget operation. He added that there had been some concerns with Madden’s fulfillment of their contractual obligations with regard to the Wowget, but would be able to discuss those in an upcoming meeting on February 5, 2009. Bill Johnson made a motion to pre-approve the appropriation of $16, 640.00 for Madden Media out of the FY10 budget. Don Welch seconded the motion. The motion passed unanimously.
Building Committee – Bill Johnson, Chair –No report at this time.
Lodging Tax Committee – Don Welch, Chair - Fred Dehner reported that the Lake of the Ozarks Area Business District of Camden County had met and agreed to move forward with asking the voters for approval to increase the lodging tax from 3% to 5% in this Business District.
OLD BUSINESS
Inquiry Update– Jim Divincen reported that inquiries were down 17% for the calendar year 2008.
Missouri Hotel & Lodging Association - The Board received a letter in their packet from the Missouri Hotel & Lodging Association explaining their membership costs and benefits. Jim Divincen indicated that the benefit of this association would be their lobbying efforts with relation to tourism, including School Start Date policies. Membership dues are based on available rooms, campgrounds would not be included. Lance Utley made a motion that Tri-County Lodging Association join the Missouri Hotel & Lodging Association for a pro-rated membership fee which excludes campgrounds out of FY09 General Reserve. Bill Johnson seconded the motion. The motion passed unanimously.
Other Old Business – Bill Johnson inquired about the upcoming Pub Crawl. Jim Divincen informed the Board that The Beenders Walker Group prepared a press release for this event to be distributed by the Convention & Visitor Bureau.
NEW BUSINESS
Other New Business -None at this time.
The next TCLA Board meeting will be on February 19, 2009, in MillerCounty.
There being no further business to bring before the Board, Bill Johnsonmade a motion to adjourn. Sue Westenhaver seconded the motion. The motion passed with a majority and the meeting was adjourned at 12:07p.m.
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