MEETING NOTICE VISIT MASON CITY INC. BOARD OF DIRECTORS Date: Monday, July 9, 2018 Time: 3:30pm 5:00pm Place: Holiday Inn Express Located at 3041 4 th Street SW; Mason City, Iowa Please remember, committee members are permitted to be absent from three (3) regularly scheduled meetings before their commitment to the committee will be revisited. Visit Mason City Inc 2017 2018 Missed Meetings Molly Angstman 2 Steve Bailey 4 Mark Barthelme 1 Jason Baumann 1 Randy Calaguas 3 Mary Holmes 1 Brittney Jost 3 Mellisa Leach 2 Abigail Lee 4 Crystal Shellhart 5 Olivia Stalker 2 Tom Thoma 0 BY JULY 6, 2018 Please RSVP your attendance by contacting the Visit Mason City office at 422 1663 or Ljames@VisitMasonCityIowa.com. Yes, I will be able to attend. No, I will be unable to attend. Name:
VISIT MASON CITY, INC MEETING OF THE BOARD OF DIRECTORS July 9, 2018 AGENDA 1.0 Call to order by President Crystal Shellhart Conflict of Interest After reviewing the agenda, do any board members have potential conflicts of interest to disclose? Visit Mason City Thank You Program Sign Up Action Items 2.0 Consent Agenda (motion required) Review and Consideration Minutes Financials May 2018 3.0 VMC Nomination Committee (motion required) Discussion and Information Items 4.0 River City Renaissance Project 5.0 PGI Update 6.0 Tourism Partner Reports: Lodging Report Shellhart / Leach North Iowa Events Center Report Baumann City Report 7.0 Staff Report 8.0 Announcements/ Adjournment (motion required) Upcoming Meetings Save the Date July 17, 2018 August 4 10, 2018 September 10, 2018 November 1, 2018 VMC Quarterly Update to Council 7pm (RESCHEDULED) PGI Convention VMC Monthly Meeting Holiday Inn Express VMC Annual Meeting
July 9, 2018 Agenda Summary Visit Mason City Inc.: Visit Mason City Thank You Program Sign Up Financial Report: May 2018: $22,108.62 of income received with $22,013.62 of expenses. The following is an overview of unique activity: INCOME: PGI sponsorship, VIC renewals. EXPENSES: Postage for request fulfillment; Office Supplies for new office chair, software license renewals; Direct Sales for PGI site visit, volunteer appreciation event, travel writer FAM tour; Promotions for 30 Days of Fun, mobile app; Conferences & Meetings for Tourism Summit, sustainability workshop; Advertising for ongoing ad campaigns; Grant reimbursement for Winter Dance Party shuttle service. VMC Nomination Committee: The VMC Nomination Committee met on June 25 th. The committee nominates the following directors to a 3 year term ending September 2021: o Molly Angstman 2 nd term as Restaurant/Nightlife Representative o Brittney Jost 2 nd term as Group Tour, Convention & Sports Representative o Mellisa Leach 2 nd term as Lodging Representative o Abigail Lee 2 nd term as General Industry / Relocation Representative o Crystal Shellhart 2 nd term as Lodging Representative The committee also nominates the following slate of officers for FY18 19, beginning October 2018: o President: Randy Calaguas o Vice President: Olivia Stalker o Secretary: Steve Bailey o Treasurer: Crystal Shellhart River City Renaissance Project: Update will be provided. PGI 2018: Update will be provided. Tourism Partner Reports: Lodging Report, North Iowa Events Center, and City Reports will be shared. Staff Report: Project updates and accountability report will be shared. Announcements / Adjournment Page 1 of 1
MEETING MINUTES VISIT MASON CITY INC. BOARD OF DIRECTORS June 26, 2018 Present: Absent: Also Present: PRESIDING: Jason Baumann, Randy Calaguas, Mary Holmes, Brittney Jost, Olivia Stalker and Tom Thoma Molly Angstman, Steve Bailey, Mark Barthelme, Mellisa Leach, Abigail Lee, and Crystal Shellhart Lindsey James (Visit Mason City Executive Director) Randy Calaguas (Vice President) Call to Order: Calaguas called the Visit Mason City Inc. Board of Directors meeting to order with a quorum present. No conflicts of interest were disclosed. Financial Report: April 2018: $1,871.05 of income received with $27,131.40 of expenses. The following is an overview of unique activity: INCOME: travel guide ad sales, VIC renewals. EXPENSES: Office Supplies for printing of envelopes, plastic mail bags for travel guide fulfillment; Promotions for 30 Days of Fun, tourism awards; Conferences & Meetings for Tourism Leadership; Advertising for ongoing ad campaigns, CITR Travel Guide ad, Travel Iowa email marketing, digital retargeting, and Vacation Iowa; Insurance credit for overpayment/decrease in premium. Thoma (Stalker) moved to approve. Motion carried. Strategic Plan Proposals: Staff presented two proposals received for VMC s upcoming strategic plan. The Board discussed the timing of the process. Holmes (Calaguas) moved to table the decision for six months to allow time for further progress with the River City Renaissance Project. Motion carried. Allocation of VMC Resources: Calaguas (Baumann) moved to approve allocation of financial and/or staff resources for FY18 19 as noted below. Motion carried. o 40% Leisure / Consumer Travelers outside 90 miles o 30% Sports o 20% Group Tours o 5% Meetings & Conventions o 5% Community Engagement & Relocation River City Renaissance Project: The hotel developer continues to wait for a final decision on financing. Feasibility study recommended the hotel be built with 93 rooms. Construction plan and estimates will need to be revised. IEDA staff and board continue to be supportive of the project. PGI 2018: Staff reported sponsorship totals have reached $65,535 cash donations and $59,571 in kind contributions. Marketing campaigns are going strong and driving ticket sales. Volunteer recruitment is also underway. Baumann shared that NIEC staff has been hard at work preparing for camping accommodations and grounds set up. VMC Annual Meeting: Staff is working on plans for a Fall event to recognize tourism partners and celebrate achievements. Tentative date is November 1, 2018. Tourism Partner Reports: o North Iowa Events Center: Baumann shared that NIEC staff is very busy with hosting a variety of events as well as preparations for the North Iowa Fair, PGI, and the Up In Smoke BBQ Bash. o City Report: Thoma shared that flood prevention and recovery and illegal use of fireworks have been recent topics of discussion. Staff Report: Visit Mason City influenced an estimated more than $1.6 million in direct visitor spending during the month of May and over $6.8 million during FY17 18 (Oct. 2017 Sept. 2018). Project updates will be shared. Announcements / Adjournment: Holmes (Stalker) moved to adjourn. Motion carried. Respectfully submitted by: Lindsey James, Visit Mason City Executive Director, June 28, 2018. Page 1 of 1
PROXY VOTE VISIT MASON CITY INC. BOARD OF DIRECTORS June 12, 2018 North Iowa Sports Authority: The North Iowa Sports Authority met to select partners for the FY19 Regional Sports Authority District (RSAD) state grant program. Twelve (12) partners submitted applications for consideration. Funding requests totaling $176,640 were submitted with a maximum of $75,000 available to allocate. $25,000 of the overall amount ($75,000) will be in the form of cash match and $50,000 will be funds provided by the State of Iowa under the RSAD program. Based on the criteria of the grant program, the committee recommends the following allocations: $13,670 Solland Inc. for Region 4 Dressage Championships September 6 9, 2018 $11,500 Rockwell Lions Club for North Iowa Nationals July 5 7, 2018 $11,105 Clear Lake Chamber for TRI Clear Lake June 8, 2019 $10,025 Nat l Barrel Horse Assoc. District 2 Barrel Races May 17 19, 2019 $9,000 North Iowa Spin for Bicycle, Blues & BBQ July 6 8, 2018 $5,000 North Iowa Events Center for River City Pool Championships May 23 26, 2019 $5,000 Mid States Horse Shows Season Finale September 19 13, 2018 $5,000 North Iowa Snowseekers for The Jack Helgren Memorial Race February 28 29, 2019 $,4,700 North Iowa Spin for Cannonball Cross September 1 2, 2018 Holmes (Leah) moved to approve recommendations as presented. Motion carried, with Bailey and Baumann abstaining. Respectfully submitted by: Lindsey James, Visit Mason City Executive Director, June 12, 2018. Page 1 of 1
Visit Mason City Nomination Committee Meeting June 25, 2018 Present: Abigail Lee, Crystal Shellhart, Oliva Stalker and Lindsey James. 1. Expired Terms: Molly Angstman Restaurant / Nightlife Representative Brittney Jost Group Tour, Convention & Sports Representative Mellisa Leach Lodging Representative Abigail Lee General Industry / Relocation Representative Crystal Shellhart Lodging Representative Committee members agree to nominate the above directors to each serve a second 3 year term ending September 2021. 2. Executive Committee Officers: Staff shared comments from directors who have expressed interest in serving on the Executive Committee. Officers may serve in more than one capacity. One year serving on Executive Committee prior to serving as President or Vice President is preferred. Availability to serve two years in Treasurer role is also preferred. The committee recommends the following slate of officers for Board consideration: o President: Randy Calaguas o Vice President: Olivia Stalker o Secretary: Steve Bailey o Treasurer: Crystal Shellhart 3. Spokesperson to give report at July meeting: Lee will present the above nominations to the VMC Board of Directors at the July 9 th meeting.