VISIT MISSISSIPPI GULF COAST BOARD OF DIRECTORS OFFICIAL MINUTES MAY 26, 2015

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1 VISIT MISSISSIPPI GULF COAST BOARD OF DIRECTORS OFFICIAL MINUTES MAY 26, 2015 The Visit Mississippi Gulf Coast Board of Directors met Tuesday, May 26, 2015 at 1:30 p.m., at its office located at 2350 Beach Blvd, Suite A, Biloxi, Mississippi. Board Members Present: Kim Fritz, president (1); Rich Westfall, vice president; Jimmie Ladner, treasurer; Jeff Descher, secretary (1); Richard Chenoweth; Danny Hansen (2); Chett Harrison; Bill Holmes (1); Jerry Levens (4); Pam Meinzinger (2); CeCe Shabazz (3); Clay Wagner (4) Board Members Absent: Duncan McKenzie (4); Carla Todd (2); Myron Webb (2) Staff Members Present: Renée Areng, executive director; Crystal Johnson-Glover, director, sales; Karen Conner, director, marketing; Traci Dauro; Lisa Jones, finance manager Others Present: Hugh Keating, legal counsel; Myrna Green, HCTDB; Linda Hornsby, MS Hotel & Lodging Assn (via telephone call); Liz Kessie, Attractions Assn; Marcia Crawford, HC Development Commission; Janice Jefferson, MS Coast Coliseum; Becky Taylor, Residence Inn; Avery Windham, Hilton Garden Inn; Lucy Bickham, MS Senior Games; Mary Spain, Beau Rivage; John Carter, Island View President Fritz called the meeting to Order. 1. Board Member Chenoweth made the motion to accept the agenda as presented. Seconded by Member Descher, the president called the question, with the following results: 2. Board Member Descher made the motion to accept the minutes from the April 28, 2015, meeting as presented. Seconded by Member Chenoweth, the president called the question, with the following results: 3. Renée Areng, Executive Director Report Monthly activities Presentations & speaking engagements; Media coverage; Meetings; KPI s; Production development Northstar Key Performance Indicators report All Board and Advisory Board members will start receiving all media correspondence sent out through the office, press release, newsletters, etc. Working with representatives from Mississippi Power for the June 2 nd work session Participated in several meetings with Jackson County in regards to the Special Election being held June 23 rd in reference to the 2% occupancy tax 1

2 4. Linda Hornsby, MS Hotel & Lodging Assn, reported on the April occupancy room report. Occupancy was down.9%, compared to the same time last year; ADR was $86.78 compared to $85.46; RevPAR is $48.65 compared to $ Lucy Bickham, 2015 MS Senior Olympics, reported that 547 seniors participated at their recent event, with 4 participants being in their 90 s. Next year they will be adding a couple of new events, a 5K, and softball. 6. President Fritz asked the Advisory Board to introduce themselves to the Board members and guest attending the meeting. 7. Hugh Keating reported on the progress of the Personnel Policy handbook, revisions are continuing to be made. Will start working on MOU with the city of Gulfport, and the Gulf Coast Foundation. 8. Board Member Ladner reported on the May 26, 2015 disbursements as follows: grand total check disbursements for 5/26/15--$220, Member Hansen made the motion to approve the disbursements. Seconded by Member Harrison, the president called the question, with the following results: 9. Board Member Ladner presented the April 30, 2015, financial statements, reporting total assets of $855,087.; total liabilities $123,925.; total fund balance $819,143; total liabilities & fund balance $855,087.; total revenue $277,246.; current expenditures $220,830.64; for a net income of $54, Board Member Wagner moved this financial statement be approved. Seconded by Member Hansen, the president called the question with the following results: 10. Board Member Ladner reported on the May 26, 2015 room tax revenue, actual cash basis in the amount of $277,246. for a.25% increase and a 4.48% net received year to year. 11. Board Member Ladner made a motion to approve and spread on the minutes the Accounting forms which include a credit card pre-approval, credit card use, mileage reimbursement, petty cash, petty cash request, registration assistance mileage, travel reimbursement, and undocumented expense reimbursement forms being used by the CVB staff. Seconded by Member Chenoweth, the president called the question, with the following results: 2

3 12. Board Member Chenoweth made the motion to approve the revised Group Incentive funding request form and guidelines as presented. Seconded by Member Shabazz, the president called the question, with the following results: 13. Board Member Chenoweth made the motion to approve the revised Marketing Assistance Program application and guidelines as presented. Seconded by Member Shabazz, the president called the question, with the following results: 14. Social Media/Content Plan updates Karen presented updates for events on the Coast for the month of June and July on Facebook, Twitter, Instagram 15. Board Member Descher reported that since no action was taken by the Committee, the request for Marketing Assistance submitted by the Real Cowboy Assn for the 6 th Annual Gulf Coast Black Rodeo died for lack of any recommendation. 16. Board Member Descher reported that since no action was taken by the Committee, the request for Marketing Assistance submitted by the Professional Bull Riders, Inc. for the Beau Rivage Invitational died for lack of any recommendation. 17. Board Member Levens made the motion to approve the Convention Incentive request from the Summer Jam Hoopfest, LLC being held July 11 12, 2015, at Jones Park, Gulfport, in the amount of up to $3,000. Seconded by Member Ladner, the president called the question, with the following results: 3

4 18. National & Independent Gospel Assn - Date: July 19 24, 2016 or July 18 23, Location: MS Convention Center - Room nights: Requesting: $10,000 - Board member Chenoweth moved to table this item until further information is obtained. 19. Board Member Hansen made the motion to approve the request for Convention Incentive funds from the Southeastern Assn of Fire Chiefs being held June 12 17, 2015 at the IP Casino Resort Spa, in the amount of up to $2,500. Seconded by Member Shabazz, the president called the question, with the following results: 20. The Committee recommended placing this item on hold until further information could be obtained: Capstone Experience Igniting the Fire Conference - Date: September 24 26, Location: TBD - Room nights: 675 blocked - Requesting: $8, Committee discussed a statement for the purposes on water quality. 22. Food Traveler Magazine Coastal Cuisine Summer edition, possibly include in budget for next fiscal year for opportunities such as this. 23. Development & Government Relations Committee No report 24. Future Funding Committee No report 25. Governance Committee No Report 26. Audit Committee Commissioner Levens 27. Myrna Green, HCTDB, reported on the following items: Diamond Tours has signed a contract for 2016 and 2017 for Motorcoach tours Hancock County Welcome Center visitors count has increased over the last few weeks, occupancy tax increased by 16% this fiscal year Silver Slipper held a soft opening last weekend Upcoming events: 1 st Annual Pirates Day in Bay St Louis; 3 rd Annual BBQ Cook-off & Classic Car Show; Crab Festival; Bay Harbor Fest 28. Board Member Descher made the motion to enter Closed Session to discuss the need to enter into Executive Session. Seconded by Member Chenoweth, the president called the question, with the following results: 4

5 29. Board Member Westfall made the motion to enter into Executive Session, to discuss personnel matters. Seconded by Member Chenoweth, the president called the question, with the following results: 30. Board Member Descher made the motion to reconvene from Executive Session. Seconded by Member Hansen, the president called the question, with the following results: 31. Legal Counsel reported no action taken in Executive Session. 32. Board Member Descher made a motion to amend the agenda to add an additional item. Seconded by Member Levens, the president called the question, with the following results: 33. Board Member Descher made the motion to approve the job description for the Executive Director as presented. Seconded by Member Chenoweth, the president called the question, with the following results: 34. Reminders 1. MGCRCVB Strategic Planning meeting June 8am - noon IP Tien Restaurant 2. MGCRCVB monthly meeting Tuesday, June 23 rd 1:30pm Conference room 5

6 35. Board Member Harrison made the motion to adjourn the meeting. Seconded by Member Hansen, the president called the question, with the following results: 6

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