MISSISSIPPI GULF COAST REGIONAL CONVENTION & VISITORS BUREAU OFFICIAL MINUTES JANUARY 27, 2015

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1 MISSISSIPPI GULF COAST REGIONAL CONVENTION & VISITORS BUREAU OFFICIAL MINUTES JANUARY 27, 2015 The Mississippi Gulf Coast Regional Convention & Visitors Bureau Commissioners met Tuesday, January 27, 2015 at 1:30 p.m., at its office located at 2350 Beach Blvd, Biloxi, Mississippi. Commissioners Present: Kim Fritz, president; Rich Westfall, vice president; Jimmie Ladner, treasurer; Richard Chenoweth; Danny Hansen (1); Duncan McKenzie (1); Pam Meinzinger; Carla Todd; Clay Wagner (2) Commissioners absent: Jeff Descher (1), secretary; Bill Holmes (1); Jerry Levens (2); CeCe Shabazz (1); Myron Webb (1) Staff Members Present: Renée Areng, executive director; Crystal Johnson, director, sales; Lisa Jones, finance manager; Karen Conner, director, marketing; Traci Dauro; Janice Jones, Internet/e marketing manager; Nicole Misita, public relations Others Present: Hugh Keating, legal counsel; Linda Hornsby, MS Hotel & Lodging Assn; Myrna Green, and Nikki Moon, HCTDB; Rhonda Roberts, and Liz Kessie, Attractions Assn; Marcia Crawford, HC Development Commission; Danie Rodrigues, MS Hospitality & Rest Assn; Jonathan Jones, Gulf Coast Harrah s; Janice Jefferson, MS Coast Coliseum; Courtney Haggerty, Residence Inn; Rosie Lowe, and Avery Windham, Hilton Garden Inn; Lucy Bickham, and Don Cross, MS Senior Games; Andy Hurt, the Ad Group; Vincent Creel, city of Biloxi; Kevin O Brien, Ohr Museum; Mike Davis, Beau Rivage; Rachael Seymour, Biloxi Chamber; Sherry Queen, Hampton Inn & Suites President Fritz called the meeting to Order. 1. Commissioner Hansen made the motion to accept the agenda as presented. Seconded by Commissioner Westfall, the president called the question, with the following results: 2. Commissioner Hansen made the motion to accept the minutes from the December 16, 2014, meeting as presented. Seconded by Commissioner Westfall, the president called the question, with the following results: 3. Renée Areng, Executive Director Report Introduced new staff Karen Conner, Director of Marketing, and Lisa Jones, finance manager. 1

2 North Star Visitors & ROI Study was presented by teleconference from Rupa DeLoach, Vice President Research Services. The study includes the following items: Methodology; Findings, Online Surveys, Tapestry report, target market solar systems. The full report can be found on gulfcoast.org. Masterminds Jen Fink reported on the advertising progress for the past six months. The report included advertising objectives, targeting best prospects, marketing efforts, growth, social media, and the next steps. The full report can be found on gulfcoast.org. 4. Commissioner Hansen made the motion to approve the purchase of one Ford Explorer from Butch Oustalet Ford in the amount of $24,934, as per State contract # Seconded by Commissioner Chenoweth, the president called the question, with the following results: 5. Linda Hornsby reported on the December occupancy room report. Occupancy was up 52.6%, compared to the same time last year; ADR was $87.90 compared to $85.43; RevPAR is $46.22 compared to $ Sugar Bowl rooms booked were up 67.5% for Thursday, Friday 23.2%. The association is monitoring several pieces of legislation, they have also joined the Mississippi Tourism Association (MTA). 6. Vincent Creel reported that the city of Biloxi is working with the Ohr-O Keefe Museum of Art to present Katrina +10. He presented the Commission with an overview of the six month long event schedule which will open March 20 th and end August 29 th. He also submitted a request for Marketing Assistance of the event, which will be evaluated at the next Marketing Committee meeting. 7. Lucy Bickham announced the Mississippi Gulf Coast Senior Games is now the Mississippi Senior Olympics. They will have non-qualifying games in April 2015 and qualifying for National Senior Olympics games in She introduced Don Cross from the State office. 8. Commissioner Ladner made the motion to approve the updated mileage reimbursement rate, as authorized by the Mississippi State Department of Finance & Administration as listed below: a. If no MGCRCVB vehicle available $.575 per mile b. If MGCRCVB vehicle available $.23 per mile Seconded by Commissioner Wagner, the president called the question, with the following results: 9. Commissioner Hansen made the motion to accept the following members to the Advisory Board as new officers have been appointed through their Association to represent the following: a. MS Hospitality & Restaurant Assn Chef Dani Rodrigues - replacing John Boyle b. Attractions Assn Liz Kessie Replacing Rhonda Roberts 2

3 Seconded by Commissioner Chenoweth, the president called the question, with the following results: 10. Mr. Keating discussed the online booking reservation proposed contract from Advanced Reservation Systems, Inc. and the need to revise, in particular, the governing law and indemnification provisions. This would replace the current online reservation system on gulfcoast.org. 11. Commissioner Wagner made the motion authorizing legal counsel to work with the Executive Director to revise the proposed contract submitted by Advanced Reservation Systems, Inc. in a manner that is acceptable to the Executive Director, and to authorize the executive director to execute the contract upon finalization of satisfactory changes. Seconded by Commissioner Ladner, the president called the question, with the following results: 12. Commissioner Ladner reported on the January 27, 2015 disbursements as follows: check disbursements for 1/27/15--$247,244.14; total travel advance/reimbursement for the month of December/January - $2,954.92; grand total disbursements--$250, Commissioner Hansen made the motion to approve the disbursements. Seconded by Commissioner Todd, the president called the question, with the following results: 13. Commissioner Ladner reported on the following items: Room sales tax revenue collections for January 27, % share being $160, for a % change in total collection, and total income of 10.40% year to year changes. World Choice Travel Revenue collections for the month of December 2014 being $193.04, with a total year to date $1, Finance Committee Budget update 14. Commissioner Chenoweth made the motion to approve the revised FY2015 Budget as presented. Seconded by Commissioner Hansen, the president called the question, with the following results: 3

4 15. Commissioner Chenoweth made the motion to deny the marketing assistance grant request from MS Gulf Coast Fishing Tournaments, Inc - Sprayberry-Schankin Memorial Speckled Trout World Championship, due to the event being mostly local participants. Seconded by Commissioner Westfall, the president called the question, with the following results: 16. Commissioner Todd made the motion to deny the marketing assistance grant request from Pass Christian Main Street Foundation, Art in the Pass due to this event mainly being a local event. Seconded by Commissioner Meinzinger, the president called the question, with the following results: 17. Commissioner McKenzie reported that the Development & Government Relations Committee will met after the Commission meeting. 18. Future Funding Committee no report 19. Renée reported on the Governance Committee meeting, no action taken on any item, just discussion. Key Performance Indicators Renée is working with several associations to fill in visitor counts on the current KPI lists. Discussed aligning the current KPI s information with the report from North Star. Home Charter Discussed creating new Home charter to handle several issues such as credit card use for business travel, cell phones, and payroll. This issue would need Legislative action to establish, will possibly pursue at a later time. Personnel Policy Manuel Renée has been working with legal counsel to prepare a more customized manual to fit the needs of the Bureau. She has had conversations with Jackson and Hancock Counties about their personnel manuals. Waiting on Jackson County to send theirs. When finalized will be brought back to Committee and sent to the full Commission for approval. Update on Jackson County 2% - Met with Jackson County Board of Supervisors, they are requesting letters of support from each city. They did not take action on the Resolution the Bureau submitted. On-line Banking Mr. Keating will research the MS Code for any regulation in regards to using on-line banking for the Bureau. Credit Cards Discussed under Home charter section. 4

5 20. Renée reported on the Audit Committee meeting held to discuss the findings from Dean Fletcher, with Fletcher & Company. 21. Commissioner Meinzinger made a motion to accept the final report on the Audit for FY 2014 as presented. Seconded by Commissioner McKenzie, the president called the question, with the following results: 22. Commissioner Wagner made a motion to approve the executive director sending a letter to Chuck Benvenutti, CPA, P.A. thanking him for his work and closing the contract for accounting services as of January 31, Seconded by Commissioner Hansen, the president called the question, with the following results: 23. Myrna Green reported on the following items: Room tax revenue up 13.8% over this time last year Researching vacation rentals in Hancock County to make sure they are collecting correct room tax. Diamond Tours will continue through April with bus tours Hancock County will be participating in the Katrina Reminders 1. Office closed Mardi Gras Tuesday, February 17 th 2. MGCRCVB meeting Tuesday, February 24 1:30pm MGCRCVB office 25. Commissioner Ladner made the motion to adjourn the meeting. Seconded by Commissioner Todd, the president called the question, with the following results: 5

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