|
ODMO Board Minutes
ODMO Board and Retreat Minutes by date: (Click on the minutes you require)
Minutes
from Spring Conference 2011
Oregon Association of Convention & Visitors Bureaus Board of DirectorsDecember 11, 2006Governor Hotel, PortlandThe OACVB Board of Directors meeting was called to order by President Mary Pat Parker at 7:40 a.m., December 11, 2006. OACVB members present included: Mary Pat Parker, Jean Kurtz, Natalie Inouye, Alana Audette, Rebecah Morris, Diane McKeel, Carol Lentz and John Hope-Johnstone. Also present was OACVB�s executive director Bill Cross. Minutes The minutes of the August 8, 2006, Board of Directors� meeting were reviewed. MOTION: made by John Hope-Johnstone and seconded that the minutes of the August 8, 2006, meeting be approved as written. Motion approved with one abstention (Rebecah Morris). Financial Report The Financial Report through November 30 was reviewed as were the membership renewals. Only three organizations had not renewed their dues and one of those was in the process of remedying that situation. MOTION: made by Carol Lentz and seconded that the November 30, 2006, Financial Report be approved. Motion approved unanimously. Resources Committee Report President Mary Pat Parker presented the Resources Committee report (see attached). The focus of the report is to assist members in conforming to the DMAI accreditation standards. It was noted that the WACVB is doing something comparable with the DMAI Standards. There was general discussion about recommendation to move away from two conferences a year to one annual conference and quarterly meetings or webinars. It was decided to keep the current format of two conferences a year (June and December) but to experiment with the webinars. John Hope-Johnstone volunteered to provide some information on the cost of conducting webinars through a vendor that he is using. Tourism and Hospitality Updates
New Business Auction Committee Mary Pat Parker will coordinate the auction with Bill Cross regarding the solicitation of the auction items and the production of the auction flyer. Alana Audette will schedule several volunteers from Central Oregon to assist with the Auction at the Annual Governor�s Tourism Conference in Sunriver April 15-17, 2007. Legislative Committee Kerrie Walters (Grants Pass VCB director) has agreed to chair the OACVB Legislative Committee. Go West The Board discussed the Go West event to be held in Portland. Evidently Travel Oregon has been calling the various regions to donate food and beverages for the event. Though POVA was initially contacted to put together the event, it now appears that Travel Oregon is involved and it has created confusion about the reception. Resources Committee Budget Recommendation MOTION: made by Rebecah Morris and seconded that the Board approve the two-year budget proposed by the Resources Committee which includes some additional funding for the filing of the Association�s exempt status request with the IRS and travel expenses for the Association�s president. Motion approved unanimously. The meeting adjourned at 8:25 a.m. Respectfully submitted, Bill Cross, Executive Director
Oregon Association of Convention & Visitors Bureaus Board of DirectorsAugust 8, 2006Teleconference Call MeetingThe OACVB Board of Directors meeting was called to order by President Mary Pat Parker at 10:07 a.m., August 8, 2006.
OACVB members present included: Mary Pat Parker, Jean Kurtz, Natalie Inouye, Janet Dodson, Rebecah Morris, Diane McKeel and John Hope-Johnstone. Also present was OACVB�s executive director Bill Cross. Vacation Guide As a special order of business, the Board discussed the Vacation Guide proposal from Northwest Magazines. Mary Pat Parker had sent an earlier email message summarizing her conversations with Travel Oregon and TIC. An email from Oregon Lodging Association�s executive director Gregg Mindt asking the Board to defer taking action on the proposal had also been forwarded to the Board earlier in the day. There was general discussion about the direction of OLA and Travel Oregon with respect to this type of publication and whether participation in it would be limited to OLA members. There was also concern that OACVB and its members were not been involved in these discussions as we are the end-users. MOTION: made by Natalie Inouye and seconded that OACVB defer taking action on Northwest Magazines� request for support of its Vacation Guide. Motion failed. MOTION: made by Natalie Inouye and seconded that OACVB support Northwest Magazines� Vacation Guide as the Destination Guide for the State. Motion approved unanimously. MOTION: made by Natalie Inouye and seconded that OACVB should be involved in the discussions about a statewide Destination Guide as the State moves forward in its deliberations. Motion approved unanimously. Mary Pat Parker will draft a letter notifying the involved parties of the decision to be reviewed by the Board prior to distribution. The meeting adjourned at 10:23 a.m. Respectfully submitted, Bill Cross Executive Director
Oregon Association of Convention & Visitors Bureaus Board of DirectorsJuly 6, 2006Teleconference Call MeetingThe OACVB Board of Directors meeting was called to order by President Mary Pat Parker at 3:03 p.m., July 6, 2006.
OACVB members present included: Mary Pat Parker, Jean Kurtz, Natalie Inouye, Janet Dodson, Rebecah Morris, Alana Audette and Carol Lentz. Also present was OACVB�s executive director Bill Cross.
Vacation Guide
As a special order of business, the Board discussed the Vacation Guide proposal from Northwest Magazines. There was discussion about Northwest Magazine�s current Guide publication and what OTC had published in the past. Travel Oregon�s current publication is a magazine and not a travel guide. OTC is considering the publication of a guide for the International market but has not made any decision yet on whether it will publish a guide for the regional and national traveler. Rob Spooner�s proposal would put OACVB in a comparable position as the Oregon Festival and Events Association which endorses the publication of an Oregon Festival and Events calendar. In exchange, OACVB would have editorial input and receive a small percentage of the advertising revenue.
The Board discussed whether there is a real need for this product and who would provide fulfillment. There appears to be a good deal of interest in a travel guide from individual destination marketing organizations and their visitors� centers. Would OTC and TIC assist with fulfillment in addition to the individual destination marketing organizations?
It was suggested that OACVB should contact OTC and TIC regarding their position on a statewide vacation guide which is a product that destination marketing organizations see as beneficial. How would OCT and TIC respond is OACVB endorsed a vacation guide in the current vacuum? Would they assist with fulfillment? Does Travel Oregon have any long range plan regarding a vacation guide? Mary Pat Parker will make these contacts and report back to the Board.
The meeting adjourned at 3:40 p.m.
Respectfully submitted, Bill Cross Executive Director
OACVB Board Retreat Recap September 27, 2005
Facilitators:
Trever Cartwright Thom Walters 503-493-1452
The meeting began at 9:00 and ended at 3:00.
Participants:
Jean Kurtz, Jimmy Lucht, Kerrie Walters, John Hope-Johnstone, Bill Cross, Linda Bell, Natalie Inouye, Lorna Davis, Janet Dodson, Rebecca Morris, Alana Audette, Diane McKeel, Mary Pat Parker, Carol Lentz (and a really cute ground squirrel.)
Key Agreements:
The key agreements that the team made were as follows:
What/Who does OACVB need to be going forward?
What/Who does the Association need to be for the industry?
Meeting planners, media, visitors, members, attractions, politicians, vendors, etc.
TOT, ADRs, Occupancy rates, standardized research in concert with our cities
OACVB Needs in order to be successful:
Internal Communication:
What do we need by way of communication to be successful?
Unresolved:
The team discussed in some detail a few areas that still fee unresolved:
Our Structure:
The team agreed that it needed an Executive Director and/or a management function to provide the following important services to members:
A complete job description should be developed if one does not currently exist. This will give board members a more exact perspective on whether or not the position is full or part time.
Oregon Association of Convention & Visitors Bureaus Board of DirectorsApril 10, 2005Board and Membership Meeting at the Governor�s Conference on Tourism
The OACVB Board of Directors meeting was called to order by President Carol Lentz at 4:05 p.m., April 10, 2005.
OACVB members present included: Carol Lentz, Penny Bakefelt, Jimmie Lucht, John Hope-Johnstone, Jean Kurtz, Bill Dorney, Natalie Inouye, Michelle Boyd, Colleen Cockrell, Janet Dodson, Rebecah Morris, Linda Bell, Julie Petretto, Kerrie Walters, Mary Pat Parker, Barbara Steinfeld, Diane McKeel, Phyllis Thiemann, Dawnn Brown and Leslie Carnes. Also present was OACVB�s executive director Bill Cross.
Approval of Minutes: Jean Kurtz made a motion to accept the minutes as written. The motion was seconded by Penny Bakefelt and passed unanimously. Financial Report: The financial report was reviewed by Bill Cross. Jean Kurtz made a motion to accept the Financial Report and Janet Dodson seconded the motion. The motion carried unanimously. Board Appointments: Carol Lentz recommended Rebecca Morris to fill in for T.C. Caldwell and Janet Dodson to fill in for Connie Nysingh. The board voted unanimously to accept these nominations. Governor�s Conference on Tourism: Lentz reported that there were 56 items donated before the conference with more showing up at the event for this year�s auction. Bill Cross thanked Carol Lentz and Janet Dodson for all of their work on the silent auction. By-Laws and Policies Review: The By-Laws Committee reported that it had completed the task it was assigned and offered the following changes & additions to the by-laws.
Association Management: Penny Bakefelt reported that her committee had met and she e-mailed a report to all of the members.
Legislative Update: Bill Cross handed out a list of bills that are being watched with OACVB Legislative Committee�s recommendations on it.
Spring Conference: The dates are June 26, 27, and 28 with the location to be arranged. Natalie Inouye volunteered to check on a location in Florence.
Tourism and Hospitality Update: Todd Davidson has written a white paper about tourism, hospitality, and how to raise tourism to an �enhanced industry level.�
The Meeting adjourned at 5:30 p.m. Respectfully submitted, Jimmie Lucht Secretary
OACVBLEGISLATIVE COMMITTEEMEETING MINUTESMarch 14, 2005Telephone ConferenceThe Legislative Committee meeting was called to order at 2:07 p.m., March 14, 2005. Attending the meeting were members: Carol Lentz POVA The Committee reviewed the various bills that Bill Cross had identified as potentially of interest to OACVB. The Committee�s recommendations to the Board of Directors are contained below: Selected bills for Oregon Association of Convention & Visitors Bureau
Meeting was adjourned at 3:05 p.m. Respectfully submitted, Bill Cross Executive Director
Oregon Association of Convention & Visitors Bureaus Board of DirectorsDecember 5, 2004Board and Membership Meeting/Portland
The OACVB Board of Directors and Membership meeting was called to order by President Carol Lentz at 5:06 p.m., December 5, 2004. OACVB members present included: Carol Lentz, Penny Bakefelt, Jimmie Lucht, Linda Bell, Dawnn Brown, Alana Audette, Janet Dodson, Gretchen Darnell, Jean Kurtz, Alice Trindle, Bill Dorney, Mary Pat Parker, Kerrie Walters, Julie Petretto, TC Caldwell, Colleen Cockrell, Kari Westlund, Natalie Inouye, Craig Tutor, Sharyl Parker and Kent Rochester. Also present was OACVB�s executive director Bill Cross. Approval of Minutes: The minutes from the September 27, 2004 Board Retreat at Fishing Rock in Depoe Bay were reviewed. A motion to approve the minutes as presented was made by Penny Bakefelt and seconded by TC Caldwell. The motion carried unanimously. Financial Report: Executive director Bill Cross presented the financial report. It was noted that membership dues collection was on track for the year. Baker County, Greater Hermiston CVB, and Coos Bay have not renewed their membership. However, Yamhill County, Hood River, and Great Basin have joined. Oregon Tourism Commission Report: Bill Cross noted that the OTC luncheon will be held on Tuesday at noon and encouraged all members who could attend to do so. Todd Davidson will be making a presentation at that time. Legislative Report: Bill Dorney Reported that with the States current budget conditions, the lottery dollars allotted to OTC will be one issue on the table this session that OACVB will want to monitor. Measure 37 and the land use is another issue that will be interesting to follow. This could open opportunities for new resorts, golf courses, etc. to be developed. There will be some discussion about the State 1% TRT and whether it applies to vacation rentals and RV�s. Those present agreed that monitoring these properties would be a problem. Kari Westlund reported that the state TRT is coming in a little lower than was projected. Dorney also noted that rail travel and its funding would be another issue that OACVB will monitor this session. Bill Dorney asked if there were any members who might want to volunteer to serve on the Legislative Committee. Both Julie Petretto and Alice Trindle. New Business: Board Resignations - Both TC Caldwell and Connie Nysingh are leaving their respective positions and therefore will need to be replaced on OACVB�s Board of Directors. President Lentz asked members to think about whom OACVB might ask to fill these positions (Coast and Eastern Oregon). Governor�s Conference � Janet Dodson and Carol Lentz are putting the OACVB Auction together for the Governor�s Conference. Lentz will be looking into the possibility of a Texas Hold�em tournament during the Conference as an additional OACVB fundraiser. Membership Dues � The Board of Directors looked at the dues schedule during the annual retreat and recommended some increases. Bill Dorney made a motion to accept the new dues schedule. Julie Petretto seconded the motion and it carried unanimously. OACVB Spring Conference Location � Bill Cross reminded the group that the Spring Conference would be held in June of 2005. At that time OTC, OLA, and ORA will all be meeting in the Medford area at that time. Cross suggested that maybe OACVB would want to consider meeting there as well and maybe have some shared activities or meetings. Everyone agreed with the concept and asked Cross to investigate the possibilities. Bill Dorney offered to host OACVB in Salem at the new Conference Center if Medford did not work out. TICO Legislative Reception � The reception will not be held the first Wednesday of session this year as it has in the past. Linda Bell said she heard that something would be done during Tourism Week instead. Bell suggested that each day of the week one of the 7 regions could do something. Association Management Contract � Carol Lentz talked about the elevation of the OACVB Director�s position to include more duties and responsibilities and suggested that the level of compensation should be increased as well. Lentz suggested creating an adhoc committee to review the position description and compensation. The group was in support of this concept. Bill Dorney, Jean Kurtz, Julie Petretto, and Penny Bakefelt agreed to serve on the committee. The Meeting adjourned at 6:02 p.m. Respectfully submitted, Jimmie Lucht Secretary
OACVB BOARD RETREATSeptember 27, 2004 Fishing Rock, Depoe Bay, Oregon The OACVB Board Retreat was called to order at 9:00 a.m. Attendees included: Carol Lentz, Penny Bakefelt, Jimmie Lucht, Connie Nysingh, Jean Kurtz, John Hope-Johnstone, Kari Westlund and Bill Cross. The Board reviewed the agenda and members agreed to discuss the dues structure under the topic of OACVB�s fundraising opportunities. The Role of OACVB/OTC/ORA/OLA in the Future of Oregon�s Tourism Advocacy Efforts and Protecting the 1% Lodging Tax Proposal Carol Lentz briefed members on a meeting held recently with several of the hospitality organizations and CVB executives to discuss: monitoring the expenditure of 1% funds and local government lodging taxes and develop strategies for tourism public policy advocacy in the future. ORA and OLA are restructuring themselves to have regional programs with regional staff which would allow them to become more effective advocates within local communities. The industry is very concerned about ensuring that the funds are going to tourism related activities. CVBs should be encouraged to raise their standards. Perhaps there should be a steering council established with the executives of each association involved in the tourism industry and OTC to provide direction and coordinate resources with respect to hospitality issues and policy. OACVB may want to consider changing the nature of its Board so that those members that are representatives of Regional Marketing Organizations and/or serve on OTC or others hospitality organizations would be on the Board. We should also be more involved in AOC and LOC and economic development commissions. There would also be an opportunity to get restaurant and lodging operators involved in CVBs if we work closer with the industry. In lieu of expanding the OACVB Board, the Board discussed expanding the role of the Association�s executive director in representing the organization. Perhaps a similar dues structure could be developed for the RMOs based on their marketing budgets or whether they have staff. And, it was suggested that OACVB should play a role in facilitating the coordination of the development of the annual regional marketing plans. There has also been discussion about the industry assuming the responsibility for the Annual Governor�s Tourism Conference. Bill Cross was asked to bring a copy of the TRT report to the September 29th meeting with the ORA/OLA/OTC. Perhaps that report could be updated to include local issues and marketing emphasis of each CVB. We also need to persuade more members to participate in posting their local visitor counts and lodging tax returns. The Elections and the Next Legislative SessionThe Board discussed how to upgrade the rest areas and visitors centers around the state and how to fund it. There also might be legislation modifying the 1% lodging tax to clarify vacation rentals and their inclusion in the tax as well as language to weaken the local government restrictions. Other broad issues including funding for parks, highway and rail transportation and land use reform as it related to the destination resort goal were discussed. Status of Regional Marketing ProgramsThe RMO plans have been posted on OTC�s website. The only concern expressed about the marketing programs by OTC was on the implementation of the Q Program. The Challenges of the Q ProgramThe Board spend a significant amount of time addressing concerns about the implementation of the Q Program, the cost effectiveness of the training and the reality of the marketplace with respect to training issues. The State should acknowledge existing training programs and eliminate or reduce the $10 certification fee for those companies already providing customer service training. CVBs may want to have their staff become Q Program trainers. CVBs may want to ensure that their localized information/materials are distributed at any Q sessions in their locale. There are issues about what type of employees (such as retail sales) should be considered in the acceptable definition of the targeted population for this training. It should be as broad a population as possible for the training goals as it will be a struggle to achieve the initial training counts and one could probably make an argument that almost any category of employees could be tourism related. Kari Westlund suggested that there will be a lot of detail work involved in taking the Q Program statewide and that we will need to work together with the State. Some of the State�s requirements might become more flexible as we try to achieve the training goals. CVBs need to ensure that they have quality trainers whether through their own organization or approval of Chemeketa�s instructors. John Hope-Johnstone recommended the development of a video training program that would allow consistent quality training to be offered on a cost-effective basis with an examination after that would allow the individuals to become certified. The cost-effectiveness of including in the Q Program certification pins that will probably never be worn by the attendees was discussed. There needs to be a rewards and incentive component to the Q Program for the employees and employers. We need the training to build on the positive, friendly reputation of the State. OACVB should send a letter with recommendations to Rolanda Kindellis of OTC (and copy Marlene) on the implementation to the program. Winter Conference Topics and LocationThe OTC meeting in Portland is December 7 & 8th. The OACVB/OTC lunch would be December 7. We would have the Board meeting and a reception/dinner on December 5th in Portland. Possible topics include: an update from Bill Cross on the status of the OLA/ORA/OACVB/OTC discussions; Penny Bakefelt will ask Tim Morgan to coordinate a meeting for the Director of Sales; the Q Program and Rolanda Kindellis; a session on how each CVB is reporting out their ROI including for visitors centers (reviewing different ROI measurements and standards); TIC Task Force report on visitors centers; an OTC update with Todd Davidson and a presentation of the results of the OTC survey; incorporating niche markets in your marketing programs; member roundtable; capitalizing on the international marketing efforts; the Auction and the dues increase; and, maybe something from the IACVB program. OACVB Fundraising OpportunitiesCarol Lentz suggested that maybe OACVB should sponsor a �Texas Hold�em� Poker Tournament during the next Governor�s Tourism Conference which will be held at the Wildhorse Casino in Pendleton. Proceeds would go to help OACVB implement the Q Program. We need to continue the Annual Auction at the Governor�s Tourism Conference. Other suggestions included: securing more novel items for the auction and try to market it to the attendees in advance of the Conference; increasing the number of sponsors at our conferences; and, increasing dues. The proposed dues increase would be: 0 � 149,999 = $150.00
Statistical Information from Room Tax to Visitor Center Counts This was discussed earlier in conjunction with the Winter Conference. It will be helpful to review the different kinds of statistical measurements that members can track and evaluate. The Board Retreat was concluded at 3:15 p.m. Respectfully submitted, Bill Cross
Oregon Association of Convention & Visitors Bureaus Board of Directors and Committee Chairs Meeting Albany Phoenix Inn Suites
The OACVB Board of Directors meeting was called to order by President Jean Kurtz at 4:10 p.m., June 13, 2004. Those present were Board members Jean Kurtz, Roseburg; Janet Dodson, La Grande; Penny Bakefelt, Washington County; John Hope-Johnstone, Corvallis; Carol Lentz, Portland; Jimmie Lucht, Albany; Committee Chairs Bill Dorney, Salem, Kari Westlund, Lane County; and members Mary Pat Parker, Ashland; Jackie French, Bend; Connie Nysingh, Ontario; Pam Duncan, COVA. Guests included Sharon Martin-Mogg, Albany; Rob Spooner, Northwest Travel Magazines, and Craig Tutor, Travel Industry Council. Also present was OACVB�s executive director Bill Cross. Approval of Minutes: A motion was made by Carol Lentz to approve the April 18 Board of Directors Meeting minutes as written and John Hope-Johnstone seconded the motion. The motion was approved unanimously. Then a motion was made by John Hope-Johnstone to approve the May 12 Board of Directors Meeting minutes as written and Janet Dodson seconded the motion. The motion was approved unanimously. Financial Report: The May 2004, Financial Report was reviewed by Penny Bakefelt. There was some discussion about membership dues being up and the Governor�s Conference Auction costs appear to be up. Carol Lentz made a motion to accept the May 2004, Financial Report as written and John Hope-Johnstone seconded the motion. The motion carried. Auction Report: Kari Westlund reported a $7,922 income from this year�s auction. Jean Kurtz thanked Keri Westlund and Carol Lentz for heading up this year�s auction. She also thanked all of the others who helped on the project. Carol Lentz reported that the Hilton had waived the cost of table rental and John Hope-Johnstone suggested writing a letter of thanks to them. Annual Report: President Jean Kurtz reviewed the 2003/2004 Annual report as it appears to date (it will be updated and finalized June 30.) President Kurtz noted that OACVB is still looking for leadership for the Sales Directors� branch of OACVB. OACVB will begin a quarterly newsletter to send to members, OTC, and other stakeholders. The project will begin by the end of the year. John proposed doing an E-newsletter, which would be sent out by either POVA or Corvallis semi-annually. The completed Annual Report will be brought to the next Board Meeting for approval. Bill Dorney recommended sending a copy of the completed and approved annual report to OTC Commissioners. Janet asked that a copy of the report be posted on the web site. Legislative Report: Bill Dorney reported that one of the issues that OACVB will be watching this coming year is to make sure that the lottery dollars used to fund OTC do not go away. The 1% TRT is meant to enhance the lottery funding -- not replace it. OACVB will also want to make sure that their support of OTC is recognized as being equally important to OLA, ORA, and TICO. Also OACVB will want to work with OTC to monitor the effectiveness of the 15% Regional Cooperative Marketing dollars. Janet suggested communicating with cities and counties in a positive way as to what the region will be doing with those dollars. Bill said OTC would be communicating with the League of Oregon Cities and Oregon Association of Counties to keep them up-to-date on the effectiveness of this program. John Hope-Johnstone suggested that OACVB might want to make a conscience effort to have a regional marketing organization representative as a member of the OACVB Board of Directors. TICO: John Hope-Johnstone reported that he had produced a �White Paper� on the state of Travel Industry Council of Oregon (TICO) and its future. In the report, Hope-Johnstone recommends letting TICO �go to sleep.� He recommends keeping it alive by filing the needed reports but not collect membership dues, etc. It will exist as an entity and if the tourism industry needs to revive TICO, the structure will still be there. Jackie French thanked John Hope-Johnstone and the TICO Board for their years of work and applauded them for the concept of letting the organization go dormant. Nomination of Officers for 04-05: Nomination Committee Chair Penny Bakefelt presented the slate of officers. They are as follows: President � Carol Lentz, POVA Vice President - Penny Bakefelt, CVB of Washington County Secretary � Jimmie Lucht, Albany Visitors Association Treasurer � Jackie French, Bend VCB At-Large �TC Caldwell, Newport Chamber of Commerce At-Large � Connie Nysingh, Ontario V&CB Designated by Bylaws Immediate Past President � Jean Kurtz, Roseburg CVB
Bill Dorney made a motion to accept the slate of officers as presented. Janet Dodson seconded the motion. The motion passed unanimously. Outgoing President Jean Kurtz thanked everyone for his or her support through out her term of office. She gave the officers a plaque and bottle of wine thanking them for their work and support of OACVB. Carol Lentz also thanked Jean Kurtz for all of her work and for helping OACVB grow during her term of office. Committee Chairs: Legislative Committee � Bill Dorney agreed to continue chairing the Legislative Committee. Auction Committee � Janet Dodson has agreed to coordinate the Auction. Web Site � John Hope-Johnstone agreed to continue on as webmaster. New President Carol Lentz identified some items of interest for this coming year: 1. The Bring-It-Home program 2. Regional investments � make sure the program works 3. Q Program and concerns about the costs and workload 4. Advocacy roll for OLA & ORA 5. Revenue enhancement for OACVB John Hope-Johnstone asked what is the best media to train new front desk staff? How do you get them the local product knowledge needed? Mary Pat Parker reported on her region doing a �must see� card and how effective that approach has been. Old Business: There was no Old Business. New Business: Annual Budget � Treasurer Penny Bakefelt presented the annual budget for 2004-2005. Janet Dodson asked if there needed to be a line item in the budget for the legislative reception held every two years. John Hope-Johnstone said TICO still had about $10,000 in its account which would be well spent supporting this event. Carol Lentz asked if OACVB could become the caretaker for the remaining TICO funds. After some discussion it was decided that Carol will write a letter to TICO (early August) proposing that OACVB take over the TICO funds and use them for the production of the legislative reception. Jean Kurtz suggested looking over Bill Cross�s contract each year. Jackie French made a motion to accept the proposed budget and John Hope-Johnstone seconded the motion. The motion passed unanimously. OACVB Winter Conference � Will again be held in Portland around the first week in December. It will include a lunch with the OTC Commissioners if it can be worked out. OACVB Board Retreat � Will be held at the beach in Depot Bay. Travel Guide � Rob Spooner gave a brief history of how his company came to produce the State Travel Guide because the one the state was doing was replaced by OTC travel magazine. The travel magazine did not seem to fill the same need as the Travel Guide and so Rob�s organization picked it up. Now the state is looking to produce the guide again. Rob is looking for support from OACVB or its members to at least put off the state guide until some time in 2005 so Rob can go ahead with the guide he has in progress. John Hope-Johnstone made a motion to write a letter from OACVB to Todd Davidson and OTC Commissioners expressing OACVB�s concern over not letting the RFP until after next spring and to hold off on planning until 2006. Also the letter should request input from DMO�s as they are the end-users and need to have a viable product. Janet Dodson seconded the motion. The motion passed unanimously. The meeting was adjourned at 6:15 p.m. by President Carol Lentz. Respectfully submitted, Jimmie Lucht Secretary September 29-30, 2003 Hood River Hotel, Hood River, OregonOACVB Board Retreat MinutesSeptember 29, 2003 Attendees: Jean Kurtz, Bill Dorney, John Hope-Johnstone, Jimmie Lucht, Kari Westlund, TC Caldwell, Penny Bakefelt, Carol Lentz & Bill Cross. Guest Greg Newland attended the �Bring It Home� discussion. Called to order at 9:15 a.m. by President Jean Kurtz. Greg Newland presented the �Bring It Home� campaign proposal which is intended to encourage members of local organizations to bring the meetings of their respective national organizations to Oregon. A description of the proposal was distributed and discussed. POVA would like to have OACVB�s support as the entire state could benefit from this campaign. OTC is on board. It would provide a common platform for efforts being conducted to generate leads at the local level. A number of cvbs currently acknowledge this effort via awards presentations to local members who have brought business to their communities. There was some discussion of developing a pool of money to reward individuals ($2/room night for business that they bring into an area). This effort would also help increase public awareness of what cvbs do in terms of providing meeting/conference services. A template could be developed that would provide consistency in the campaign but allow communities to localize their efforts and economic development returns. A website could provide a common platform with links to the various cvbs. The OACVB members were generally supportive of this effort and would like to have another presentation at the Winter Conference. It was mentioned that we will need to identify someone to assist us in pulling together the directors of sales (DOS) for OACVB for our Winter Conference session. Passage of HB 2267 and the implementation of the 1% lodging tax will provide a change for the future of tourism. Bill Cross briefed the members on Todd Davidson�s comments about eliciting feedback from the industry regarding the needs of the industry, guidelines for regional funds, how they will be expended and by whom. The OTC will be conducting some public hearings and meetings around the state in October and November to secure industry comments. The question was raised as to whether OACVB should ask the OTC to evaluate whether the current geographic boundaries of the seven regions are valid. If they are not, maybe the regions should be redefined in terms of effective marketing areas. The seven regions are Portland, Coast, SOVA, EOVA, Gorge, Central Oregon and Willamette. There was discussion regarding the make-up of the OTC and who will be appointed to the three vacancies. Cross was asked to find out what the status of those appointments is. OACVB should continue to be a participant in the process and we should try to ensure that cvb representatives are on the Commission. The members discussed being involved in other statewide organizations, economic development activities and conferences as representatives of OACVB and/or cvbs. Maybe we should also be involved in the annual conferences of ORA and OLA. A calendar will be developed and try to make sure we have representation at those meetings. OACVB should also make sure our members take advantage of the infusion of the additional 1% dollars and marketing campaigns to leverage their local efforts. There was general consensus that up to 15% of the monies permitted by statute be allocated for regional marketing dependent on valid marketing proposals being submitted. John Hope-Johnstone discussed the lack of response from members regarding TOT and occupancy rate information. Maybe we should try to find out what kind of information our members collect and how they use it. We need to have better information for our members. Maybe we could work with OLA in trying to get our government rate schedule increased. Kari Westlund and Bill Dorney will put together a presentation for the Winter Conference regarding the development of government rates as well as something on the information that cvbs are collecting. Cross will send out a survey to the members asking them what kinds of information they are collecting and how they are using it. The OACVB website will be redesigned to allow members to post their information as they collect it and then make it �password� available. Chambers of commerce and their roles in tourism and building relationships with the local chamber was discussed. In a local area, it�s important to find out which each organization (cvb vs. coc) does best and help each other do that. Maybe we should have a chamber representative make a presentation at one of our conferences on chambers and future trends and challenges. Winter Conference topics:
New Process for Selection of New OTC Members 1% Policies and Procedures International Marketing Update � Billie What is OTC Going to Do with Their Budget Enhancements? What kind of documentation of additional rooms booked as a result of the additional regional allocations will be required by OTC? What kind of ROI will OTC be looking for? Public Relations update from Natalie
The Board discussed whether we would want to invite individuals to attend a special breakfast meeting on Tuesday for the industry. We could charge $20.00/person and maybe find a sponsor as well. Include Todd Davidson on the panel. Use economist for Tuesday breakfast as well. Use mailing lists of Penny Bakefelt, Carol Lentz and Linda Bell. Invite Governor. Discussed having AAA make a presentation about services and partnerships. Possible sponsors include: Media West, Northwest Magazines and Sunset Magazine. Others possibilities include: Preprint Publishing Company � John Hope-Johnstone; and, MEDIAmerica - TC Caldwell. The Board then reviewed the request from the Directors of Sales for financial support ($2,500) to build a website that would serve as a portal for all the conference facilities in the State. There was some concern about not having a more formal request in writing setting forth the scope of the project. If it is a portal page it should be less expensive to create than $8,000. While there is interest in the website maybe there is a way to coordinate it with the �Bring It Home� campaign. The �Bring It Home� and the DOS Request will be considered at the Board meeting in January. Cross will forward a copy of the earlier request from the DOS to the Board. Long Range Plans were discussed. The mission statement was reviewed and determined to be still appropriate. The fact that we do not have in our current mission statement a reference to marketing was discussed particularly in light of the DOS request. Should the Association be actively involved in marketing efforts. The Board discussed why members join and what they receive from their annual dues. Lobbying and governmental affairs, an organized voice for cvbs, education (workshop/conference), central resource (statistics) and networking (peer consultation, Oregon trends, statewide perspective) were the benefits of membership. We need to also look at developing the industry and standards/best practices for the industry. Marketing has not been a function of the organization. It might be beneficial to do a couple of quarterly newsletters/email communications for updates between the conferences on what is going on around the state. If we want to look long range, we need to look at how our industry is changing. There is competition from other organizations (some profit-oriented) that offer local visitor information and reservation services. We must continue to keep our focus on Oregon mindful of the fact that none of us as members are a destination in-and-of-itself. The members discussed funding issues and sustaining the program as we now know it. The auction seems to be pretty stable. Maybe we should send out solicitations for our auction to other organizations to such as Oregon Ski Industries Association although Carol Lentz mentioned that OTC did distribute an invitation to donate items to attendees at the Governor�s Conference. There seemed to be consensus that we add a voluntary contribution add-on to the dues billing which OACVB would match for scholarships to OACVB conferences. Maybe we should conduct a membership survey through the website. Include the mission statement, outline some of the services, ask how members feel about current services and benefits and solicit ideas about new services, member needs and educational topics. Also, ask about future conference locations. John Hope-Johnstone discussed TICO and how it may evolve in the future. Meeting was adjourned at 11:00 a.m., September 30.
Board of Directors and Membership MeetingRed Lion Hotel, McMinnville, Oregon Call to Order & Introductions - Jean Kurtz The OACVB Board of Directors meeting was called to order by President Jean Kurtz at 4:11 p.m. on June 15, 2003. Those present were members Jean Kurtz, Penny Bakefelt, Bill Dorney, Linda Bell, Jennifer Bates, John Miller, Jimmie Lucht, John Hope-Johnstone, Rebecca Morris, Jackie French, Tim Morgan and Bill Cross. Jean Kurtz thanked our host John Miller for having OACVB in Yamhill County which was followed by self-introductions. Approval of the Minutes - Penny Bakefelt Penny Bakefelt asked if there was a motion to accept the May 14, 2003 Board teleconference call minutes as written. John Hope-Johnstone made a motion to accept the minutes as written. This motion was seconded by Jimmie Lucht. The motion carried. Financial Report - Jimmie Lucht Jimmie Lucht gave an overview of the financial report with emphasis on items that were over the budgeted amount. The items that were over were the Interest collected and the OTC luncheon. There was some general discussion on the slight increase in cost of Administrative fees that included the telephone conference calls and transportation expenses of the executive director during a legislative year. Penny Bakefelt made a motion to accept the Financial Report as stated and it was seconded by John Hope-Johnstone. The motion carried. 2003/2204 budget was presented by Jimmie Lucht. He reviewed the line item increases or decreases from the prior budget. There were some comments on the 990T and whether we should be filing one. John Hope-Johnstone made a motion to accept the 2003/2004 budget as presented and Penny Bakefelt seconded the motion. The motion carried. Legislative Committee Report � Bill Dorney & Bill Cross Bill Cross reported that HB 2267 is moving forward with the amendments outlined in the handout which would allow counties and cities to obtain some of the future funding increases (70% for tourism/30% for non-tourism) for discretionary expenditures. Cross also mentioned that the structure of the OTC would remain under the Department for Economic and Community Development and that increases in the number of board members will not occur. Oregon Film & Video has a $900,000 budget currently but would be cut by 50% if the budget proposal prepared by the Ways and Means Co-Chairs is approved. It was mentioned that OFV is already working a reduced work week due to budget shortfalls and that OFV is working toward trying to obtain some incentive dollars to use to attract new film business. There was additional discussion on the transportation package which includes a fee increases on vehicles would create $2.5 billion to be used for maintenance on existing roads and bridges. Review of Annual Report � Jean Kurtz The draft of the OACVB Annual Report was reviewed and will be discussed at a later date pending updated or additional information at the end of the fiscal year (July 1, 2003). Nominations & Elections � Penny Bakefelt Penny Bakefelt presented the slate of Officers/Board of Directors for 2003/2004. A motion was made by Bill Dorney to accept the nominees as presented. Jackie French seconded the motion and the motion carried. The new slate of officers will be as follows: President: Jean Kurtz Vice President: Carol Lentz Treasurer: Penny Bakefelt Secretary: Jimmie Lucht At Large: TC Caldwell At Large: Janet Dodson Past President: John Hope-Johnstone Leadership Recognition � Jean Kurtz Jean Kurtz presented board members with certificates to recognize their service to the OACVB organization. Committee Chair Appointments � Jean Kurtz Jean Kurtz announced the following committee chair appointments: Auction Committee: Carol Lentz will continue as auction chair for one more year training Kari Westlund from CVALCO to handle it the following year. Legislative Committee: Bill Dorney will continue as chair. Website: TC Caldwell will monitor the website for OACVB. Old Business � Jean Kurtz Board Retreat is scheduled to be held September 28-30th in Hood River. A hotel has not yet selected. New Business: Winter Conference � Jean Kurtz Dates for the Winter Conference to be held in Portland is December 7-9th. OACVB Meetings Task Force � Jennifer Bates Jennifer Bates gave the group an update on the task force. The main purpose is promoting meetings and conference to the State. The group is developing a website and RFP process to assist planners. The group is looking for financial sponsorships and has created a two phase, two-year budget. The organization is looking for support from OACVB. Kurtz appointed a committee to discuss this in more detail and report back to the Board. The committee will be chaired by Jimmie Lucht and includes Linda Bell, Penny Bakefelt and Jennifer Bates. OREF & Q Program Update � Linda Bell Linda Bell gave an update on the current programs. The Q program was able to obtain a work force development grant. Bell shared the training manual �It Pays to Please� and explained the value of the program. Three organizations are participating in the pilot program and have started their training. The roll-out of the program is slated for spring. Adjournment: The meeting was adjourned at 5:45 p.m. Respectfully submitted, Penny Bakefelt Secretary
Oregon Association of Convention & Visitors Bureaus Board of DirectorsFebruary 18, 2005Board and Membership Meeting/Via Teleconference
The OACVB Board of Directors meeting was called to order by President Carol Lentz at 10:00 a.m., February 18, 2005.
OACVB members present included: Carol Lentz, Penny Bakefelt, Alana Audette, Jimmie Lucht, Jean Kurtz, Bill Dorney and Kari Westlund. Also present was OACVB�s executive director Bill Cross.
Approval of Minutes:
The minutes from the December 5, 2004 Board and Membership Meeting were reviewed. A motion to approve the minutes as presented was made by Alana Audette and seconded. The motion carried unanimously.
Financial Report:
The financial report through February 28, 2005 was reviewed. Jean Kurtz made a motion to accept the Financial Report and Alana Audette seconded the motion. The motion carried unanimously.
Governor�s Conference on Tourism:
Carol Lentz thanked all of the CVB�s that had sent her information about the silent auction items they were bringing for the OACVB Silent Auction. Anyone else who has a package for the auction needs to e-mail the contents to either Lentz or Janet Dodson as soon as possible so they can include it in their sale catalogue. The goal for the auction is $9000.00. Lentz stated that she would like to see that amount bump up considering some of the organizations goals.
OACVB will meet on Sunday afternoon from 4-5:30 at the Tam�stslikt Native American Center.
Board Vacancies: Rebecca Morris would like to serve on the OACVB board; however, she may not be immediately available to serve. Her appointment would need to be approved by the board of directors.
Lentz asked if OACVB should invite Janet Dodson to return to the board as the Eastern Oregon representative. Any decision was put on hold until the next meeting with instructions for everyone to think about the vacancies, current membership and who might fill those positions.
Directors of Sales (DOS):
There was some discussion of the �Bring it Home� program. This program was designed to bring meetings and conferences to local communities from inside the state. The DOS Group may need to look at creating something similar for people from outside the state.
The board discussed a memo that Tim Morgan, Washington County, sent out which listed concerns and needs of the DOS Group. This memo will be on the agenda for the board meeting at the Governor�s Conference.
Legislative Committee:
The legislative bill dealing with Film and Video � gives the filmmakers cost breaks to make it cost effective to make movies in Oregon. This bill has been heard and has passed out of committee and will be getting a hearing with the House Revenue Committee soon.
SB 358 is a bill that relates to allowing land owners/developers to create more guest ranches. This bill would relax existing restrictions and would result in creating more guest ranches. Bill Cross recommended that OACVB take a supportive stance on this.
The Legislative Committee was directed to meet and review these and other bills of interest currently in the legislature. Then make a report with recommendations back to the board.
Bill Dorney also commented that the lottery funding (about 2 million per year) which was used in the past for OTC and targeted for funding staff and office operations is not included in the Governor�s proposed budget at this time.
OACVB Spring Conference:
Bill Cross reported that OLA & ORA are meeting in Ashland June 16 & 17. So it is suggested that OACVB meet in Medford June 17 & 18. The hope is to plan a joint meeting with OLA, ORA, and OACVB at some point in the conference. Carol Lentz will e-mail membership to see if this works.
Association Management Survey:
Penny Bakefelt E-mailed OACVB members a summery of the teleconference discussion this committee held regarding the organizations leadership needs and concerns. � Still need legislative assistance and lobbying � Need to work at forming bench marks � How can OACVB pay for these services
The Board asked Cross to review the needs and concerns and comment on what is being done and what more he could do. This committee will bring recommendations to the board at the next meeting at the Governor�s Conference.
Bill Cross reminded the board that if it generates any more money it will be required to submit tax reports.
OACVB Bylaws Review:
Carol Lentz reported that it had been a long time since the Bylaws had been reviewed and this task should be done. One consideration to look at is the make up of the board to ensure it is representative of the states seven regions. Those volunteering to serve on this committee were Carol Lentz, Penny Bakefelt, Kari Westlund and Bill Cross. Cross will send copies of the Bylaws out to committee members for their review.
The meeting adjourned at 11:04 a.m.
Respectfully submitted,
Jimmie Lucht Secretary
|
