JOINT SESSION OF THE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA;
TOURISM ADVISORY COMMITTEE;
AND GREATER SHAWNEE AREA CHAMBER OF COMMERCE
SPECIAL CALLED SESSION
October 14, 2013
The Board of City Commissioners of the City of Shawnee, Oklahoma, Tourism Advisory Committee, and the Greater Shawnee Area Chamber of Commerce met in Special Called Session at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma, Monday, October 14, 2013 at 11:00 a.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.
Wes Mainord
Chairman
Absent Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Absent
Commissioner Ward 3-Vice Mayor Commissioner Ward 4/SMA Trustee
John Winterringer Absent
Commissioner Ward 5/SMA Trustee Commissioner Ward 6
Absent: Pam Stephens, Keith Hall, Steve Smith
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
NOTICE OF A SPECIAL CALLED JOINT SESSION OF THE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA;
TOURISM ADVISORY COMMITTEE;
AND GREATER SHAWNEE AREA CHAMBER OF COMMERCE
TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA:
You and each of you are hereby notified that by virtue of a call issued by me on this 10th day of October, 2013 a Special Called Session of the City of Shawnee Board of Commissioners will be held at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 11:00 a.m. on October 14, 2013, and you are hereby notified to be present at said meeting.
The purpose of the special called joint session of the City Commissioners will be to meet with the Tourism Advisory Committee and the Greater Shawnee Area Chamber of Commerce for a presentation and discussion of Bill Geist’s final report and recommendations on Shawnee Convention and Visitors’ Bureau.
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s Brian McDougal
PHYLLIS LOFTIS, CMC BRIAN MCDOUGAL
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 9th day of October, 2013 at 2:29 o’clock p.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the Board of City Commissioners for the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Wes Mainord via e-mail at 2:40 o’clock p.m. on October 9, 2013
I delivered a true and correct copy to Commissioner Linda Agee via e-mail at 4:09 o’clock p.m. on October 9, 2013
I delivered a true and correct copy to Commissioner John Winterringer via e-mail at 2:29 o’clock p.m. on October 9, 2013 but no response was received
I delivered a true and correct copy to Commissioner Steve Smith via e-mail at 2:29 o’clock p.m. on October 9, 2013 but no response was received
I delivered a true and correct copy to Commissioner James Harrod via e-mail at 7:13 o’clock p.m. on October 9, 2013
I delivered a true and correct copy to Commissioner Pam Stephens via e-mail at 2:29 o’clock p.m. on October 9, 2013 but no response was received
I delivered a true and correct copy to Commissioner Keith Hall via e-mail at 2:58 o’clock p.m. on October 9, 2013
s/s Phyllis Loftis City Clerk
CALL FOR JOINT SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA, TO BE HELD ON THE 14TH DAY OF OCTOBER, 2013 AT 11:00 O’CLOCK A.M. AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE
TO MEET WITH THE TOURISM ADVISORY COMMITTEE AND THE GREATER SHAWNEE AREA CHAMBER OF COMMERCE FOR A PRESENTATION AND DISCUSSION OF BILL GEIST’S FINAL REPORT AND RECOMMENDATIONS ON SHAWNEE CONVENTION AND VISITORS’ BUREAU.
BY VIRTUE OF THE AUTHORITY VESTED IN ME BY SECTION 4, ARTICLE IV OF THE CHARTER OF THE CITY OF SHAWNEE, OKLAHOMA, A JOINT SPECIAL SESSION OF THE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA, IS HEREBY CALLED TO MEET AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA AT 11:00 A.M. ON OCTOBER 14, 2013, TO MEET WITH THE TOURISM ADVISORY COMMITTEE AND THE GREATER SHAWNEE AREA CHAMBER OF COMMERCE BOARD FOR A PRESENTATION AND DISCUSSION OF BILL GEIST’S FINAL REPORT AND RECOMMENDATIONS ON SHAWNEE CONVENTION AND VISITORS’ BUREAU.
WITNESS MY HAND THIS 10TH DAY OF OCTOBER, 2013.
s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CMC, CITY CLERK
CALL TO ORDER AT 11:00 A.M.
DECLARATION OF A QUORUM
Roll was called with four Commissioners present and a quorum was declared.
Kinlee Farris called roll for the Tourism Advisory Committee and a quorum was declared.
Nancy Keith called roll for the Shawnee Chamber of Commerce and a quorum was declared.
AGENDA ITEM NO. 1: Presentation and discussion of Bill Geist’s final report and recommendations on Shawnee Convention and Visitors’ Bureau.
Mr. Geist began his presentation by encouraging the new concept of “destination marketing” rather than the “heads in beds” concept being used now. He stated that tourism is much more now. It is economic development and it is sales tax.
Mr. Geist presented three models that he considered when making his recommendation.
1. Keeping Shawnee Convention and Visitors’ Bureau (CVB) a division of the Chamber. (nationwide 5% of tourism agencies operate this way)
2. Making CVB a department within the City of Shawnee (16% of tourism agencies operate within a city)
3. Making CVB an independent 501(C)(6) organization. (65-70% of tourism agencies operate this way)
Mr. Geist discussed each option and gave the pros and cons regarding each.
Before making his recommendation, Mr. Geist explained the methods used to reach his decision. Among methods used were meeting with key community leaders and hoteliers to discuss their opinion of the Convention and Visitors’ Bureau. He spoke with all parties involved, the Chamber, CVB and City of Shawnee and examined budgets.
Mr. Geist noted that the amount of money currently in the CVB budget reserve account looks fairly typical, with the general accepted view to have six months of operating expenses in reserve. Mr. Geist also noted that the money in the line item “unallocated” should be renamed an “opportunity fund”, with a lot of confusion being centered around the term “unallocated”.
In his assessment of the CVB he recommended they build a marketing plan to focus on high value customers that will supply the biggest return on investment. He also recommended changing their budgeting to a more corporate view. He noted that currently there is no marketing plan and no real goals have been set by the CVB, nor set for them by the Shawnee Chamber of Commerce or City of Shawnee.
Mr. Geist then recommended that Shawnee Convention and Visitors’ Bureau become an independent 501(C)(6) agency with the following guidelines:
1. Funding shall remain the same.
2. The Board will be self-nominating
3. A crystal clear, multi-year contract be signed with the City
4. All CVB assets shall be conveyed from the Chamber to the new independent agency
5. Temporary housing within the Chamber of Commerce until a permanent alternate location for the CVB can be located.
6. No contractual restrictions shall be placed on management. (Salary restrictions, etc.)
Mr. Geist then opened the meeting up for discussion. Among those asking questions:
Commissioner Harrod, who wanted clarification that that CVB can continue to reside with the Chamber of Commerce for two years but that all other aspects of becoming an individual agency should be started now.
Mr. Phil Tomlinson asked about how large the board should be. Mr. Geist replied that 11 – 15 members seemed appropriate.
Commissioner Linda Agee asked about the location for a visitors’ bureau, whether it should be closer to the interstate. Mr. Geist replied that if you wanted to combine the agency with a Visitors’ Information Center the interstate location would be important.
City Attorney Mary Ann Karns asked about the CVB having their office at the Expo building. Mr. Geist said that he did not think that was a very good idea because the perception would be that the CVB was only promoting Expo events.
AGENDA ITEM NO. 3: ADJOURNMENT
There being no further business to be considered, the meeting was adjourned by power of the Chair. (12:33 p.m.)
WES MAINORD, MAYOR
(SEAL)
ATTEST:
_________________________
PHYLLIS LOFTIS, CMC
CITY CLERK
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