city of denison convention and visitors ......city of denison convention and visitors bureau...

CITY OF DENISON

CONVENTION AND VISITORS BUREAU ADVISORY BOARD MEETING

AGENDA

Thursday, March 19, 2020

After determining that a quorum is present, the Convention and Visitors Bureau Advisory Board

Meeting of the City of Denison, Texas will convene in a Regular Meeting on Thursday, March 19,

2020 at 10:00 AM in the Council Chambers at City Hall, 300 W. Main Street, Denison, Texas at

which the following items will be considered:

1. CALL TO ORDER

2. ITEMS FOR INDIVIDUAL CONSIDERATION

Citizens may speak on items listed on this agenda as Items for Individual Consideration. A

“Request to Speak Card” should be completed and returned to the Board Secretary before the

Board considers the item listed under Items for Individual Consideration. Citizen comments

on Items for Individual Consideration are limited to three (3) minutes.

A. Administer Statements of Officers and Oaths of Office to newly appointed and reappointed

Board Members.

B. Receive a report, hold a discussion and take action on the appointment of Chair and/or Vice

Chair

C. Receive a report, hold a discussion and take action on the minutes from the meeting held

on January 16, 2020

D. Receive a report, hold a discussion, and take action on a recommendation for Place 7 of

the Convention and Visitor's Bureau Advisory Board

E. Receive a report, hold a discussion, and take action on adopting the rules and procedures

for the Convention and Visitor's Bureau Advisory Board.

F. Receive a report, hold a discussion and take action on the support of a short-term rental

ordinance.

G. Receive a report, hold a discussion, and consider starting a grant program that incentivizes

small businesses and entrepreneurs to bring in events and/or small groups for overnight

stays.

3. DIRECTOR'S REPORT

A. Marketing and Tourism Coordinator Report

B. Main Street Director Report

C. Denison Area Chamber of Commerce Report

4. ADJOURNMENT

CERTIFICATION

I do hereby certify that a copy of this Notice of Meeting was posted on the front windows of City

Hall readily accessible to the general public at all times and posted on the City of Denison website

on the 13th day of March 2020.

______________________________

Christine Wallentine, City Clerk

In compliance with the Americans With Disabilities Act, the City of Denison will provide for reasonable

accommodations for persons attending Convention and Visitors Bureau Advisory Board Meeting. To better serve you,

requests should be received 48 hours prior to the meetings. Please contact the City Clerk’s Office at 903-465-2720,

Ext: 2437.

MINUTES OF

CONVENTION & VISITOR’S BUREAU ADVISORY BOARD

CITY OF DENISON

THURSDAY, JANUARY 16, 2020

CALL TO ORDER

Announce the presence of a quorum.

Josh Massey called the meeting to order at 10:03am. CVB Board Members present were Josh

Massey, John Akers, Barndi Burkhalter and Natalie Popplewell. Staff present were Deputy City

Clerk, Fanchon Stearns and Marketing and Tourism Coordinator, Rebecca Robinson.

1. ITEMS FOR INDIVIDUAL CONSIDERATION

A. Administer Statements of Officers and Oaths of Office to newly appointed and reappointed

Board Members.

Board Action

Deputy City Clerk, Fanchon Stearns, swore in Natalie Popplewell to fill Place 2 on the

Board as the DDI Representative, Brandi Burkhalter to fill Place 6 as the Lake

Texoma/Tourism Representative, and reappointed Regina Rhodes in Place 3 as the

Owner/General Manager of a hotel.

B. Receive a report, hold a discussion and take action on approving the minutes from the

meeting held on November 21, 2019 and the meeting held on December 19, 2019.

Board Action

On motion by Board Member John Akers, seconded by Board Member Josh Massey, the

Convention and Visitor’s Bureau Advisory Board unanimously approved the minutes from

the meeting held on November 21, 2019 the meeting held on December 19, 2019.

C. Receive a report, hold a discussion, and consider tourism goals and benchmarks for the

year 2020.

Board Action

The board discussed creating bylaws as one of the benchmarks for 2020. They would also

like to see the digital marketing report each month.

Another benchmark the board discussed was for Rebecca to attend more trade shows and

continue her educational conferences.

Regina also suggested getting the monthly STR report for both Denison and Sherman.

2. DIRECTOR’S REPORT

A. Marketing and Tourism Coordinator Report

Rebecca showed the board the latest “Denison Stories” video about HeyDay

Entertainment. She also discussed her upcoming TACVB conference in Boerne,

Texas. She also updated the board on the Texoma Classic Car show that will be

moving to Main Street this year as well as the Friday night Doc Holliday event.

B. Denison Main Street Director Report

John Akers gave the report for Main Street. He updated them on the Jon Schallert

bootcamp and the Eisenhower Legacy Trip. Main Street is also going to be having

a paperwork party for volunteers.

C. Denison Area Chamber of Commerce Report

John Akers also gave the report for the Chamber of Commerce. They are working

to restore their building and have also hired a new receptionist.

3. ADJOURNMENT

The meeting adjourned at 11:05am.

_________________________________

JOSH MASSEY; CVB Board Chair

Attest:

______________________________

1/29/2020 Submission #23 | Denison Texas

https://www.cityofdenison.com/node/4261/submission/776 1/3

Print Resend e-mails

View

Edit

Delete

Submission #23Previous submission Next submission

Submission information

Form: Boards & Commissions ApplicationSubmitted by Visitor (not veri�ed)Wed, 01/29/2020 - 3:10pm72.24.68.158

Select the Board, Commission, or Committee applying for:Convention and Visitors Bureau Advisory Board

NameMelanie Medina

Physical Address3024 Jennifer Ave

Mailing Address

Search



3024 Jennifer Ave

Email [email protected]

Nominee lives within city limits (For Civil Service Commission - within three(3) years):Yes

Home Phone Number9036249519

Business AddressPO Box 670 Sherman TX 75091

Business Phone Number9038938500

OccupationDirector of Marketing

Employed at:Covenant Development

Are you currently or have you recently served on any other board orcommission within three (3) years?Yes

If yes, which and what was the last year served:THF Park Steering Committee with THF, City of Denison, CovenantDevelopment

Quali�cations for appointment to this board or commission::I believe my past involvement in steering THF Park from before its days of earlyconception through planning, ground breaking, the grand opening and beyondare a valuable asset for future vision. Learning how that vision has grown will beanother rung higher on the ladder of success with THF Park. It is important toremember from whence we have come as we move forward into new things asa Region, City, CommUNITY.

As a Director of Marketing for a company (Covenant Development) that hasbeen instrumental in bringing in a large tax base, I have done extensive



research and studied the research of others to understand the voids that haveneeded to be �lled in Denison.

I am also the Director of Marketing for CJ's Co�ee. Since I have come on-board,we have added one location with another coming soon (at Gateway Village,near THF Park), have begun roasting our own beans, selling globally online.Bringing awareness to a tiny dot on Google Earth is a challenge. But, as a team,we can do anything!

I am passionate about my hometown. I have lived in Denison since 1972.

Additional information about yourself which may be useful to the Council inconsidering appointment (education, experience, special areas of interest,leadership graduate, etc...):Bringing attention to THF Park for the purpose of drawing in new, potentiallylong-term relationships for use and programming is something I believe isnecessary. We have a beautiful park in a Master Planned Healthy LifestyleCommUNITY in my hometown that can become a centerpiece for ourmarketing e�orts. It is a multi-faceted gem that just needs to be placed in itsproper setting.

I will be honored to come alongside e�orts with the current board. I believelistening to others as I lend creative ideas to the conversations is paramount. Ilove hearing what others are thinking! Iron sharpens iron!

Previous submission Next submission

Select Language ▼

300 W Main Street Denison, TX 75021Home Contact Us Logout Dashboard FAQs Sitemap

of 6

RULES OF PROCEDURE OF DENISON COVENTION AND VISITOR’S BUREAU

ADVISORY BOARD

These Rules of Procedure (referred to as the “Rules”) govern the affairs of the DENISON

CONVENTION AND VISITOR’S BUREAU ADVISORY BOARD (the “CVB”), an advisory

board to the City Council of the City of Denison (the “City Council”), created by the City Council

under the charter of the City of Denison (the “City”).

ARTICLE 1. PURPOSE AND POWERS

Section 1. Purpose. The CVB shall be and is an advisory board to the City Council, created

under Article X, Section 10.13 of the Charter of the City of Denison and Chapter 2, Article II,

Division 5 “Convention and Visitors Bureau Advisory Board” of the Code of Ordinances (the

“Code”). Although the CVB seeks to cooperate with the many organizations and committees

working toward the benefit of the City of Denison, Texas, the express purpose of the CVB shall

be as established by the City Council in the Code, as amended from time to time.

Section 2. Advisory powers. In the fulfillment of its CVB purpose, except as otherwise provided

herein, the CVB has the advisory powers provided in these Rules, the Charter of the City of

Denison, the Code and Resolutions adopted by the City Council. Moreover, the CVB has all

implied advisory powers necessary and proper to carry out its express advisory powers.

ARTICLE II. BOARD OF DIRECTORS

Section 1. Number and Term Office.

(a) Recommendations regarding the property, finances, and affairs of the CVB shall be

made by the Board of Directors (the “Board”) to the City Council and subject to the restrictions

imposed by law, by the Charter of the City of Denison, the Code and by these Rules.

(b) The composition of the Board shall be set forth in the Code by the City Council. All

provisions of the Code applicable to the Board shall apply.

(c) Any member of the Board may be removed from office by the City Council with or

without cause.

Section 2. Meetings of Directors. The Board may hold meetings at such place or places in the

City as the Board or City Council may from time to time determine; provided, however, in the

absence of any such determination by the Board or City Council, the meetings shall be held at City

Hall. All meetings shall be held within the city limits.

Section 3. Notice of Meetings

(a) Regular meetings of the Board shall be held with necessity of written notice to the

members at such times and places as shall be designated from time to time by the Board. Special

Meetings of the Board shall be held whenever called by a majority of the Board, Mayor of the

of 6

City, or by a majority of the Council. Nothing contained in this Section 3 shall vitiate the notice

requirements contained in Section 5 hereafter.

(b) The City Clerk shall give notice to each member of each meeting in person or by mail,

telephone, electronic mail or fax, at least seventy-two (72) hours before the meeting. Unless

otherwise indicated in the notice thereof, any and all matters pertaining to the purposes of the CVB

may be considered and acted upon at a meeting.

Section 4. Vacancies. Any vacancy occurring in the Board of Directors will be filled by

appointment of the City Council.

Section 5. Open Meetings Act. All meetings and deliberations of the Board shall be called,

convened, held and conducted and notice shall be given to the public, in accordance with the Texas

Open Meetings Act, Chapter 551 of the Texas Government Code.

Section 7. Quorum. A majority of the entire membership of the Board constitutes a quorum for

the conduct of the official business of the Board. The act of a majority of the Board present at a

meeting at which a quorum is in attendance shall constitute the act of the Board and of the CVB,

unless the act of a greater number is required by law or these Rules.

Section 8. Compensation of Directors. Members of the Board, including officers, shall not

receive any salary or compensation for their services as directors. However, they shall be

reimbursed for their actual expenses incurred in the performance of their duties hereunder.

Section 9. Mayor and City Manager. The City Manager and/or Mayor may attend all executive

meetings of the Board. The representative shall not have the power to vote in the meetings

attended; however, said representative shall have the right to take part in any discussion.

ARTICLE III. OFFICERS

Section 1. Titles and Terms of Office.

(a) The officers of the CVB shall be a chair and a vice chair. If the officers are not

specifically designated by the City Council, the Board may elect the officers from among its

members. Terms of the office shall be one (1) year with the right of an officer to be reappointed.

(b) All officers shall be subject to removal from office at any time by a vote of a majority

of the City Council.

(c) A vacancy in the office of any officer shall be filled by a vote of a majority of the

directors, subject to the approval of the City Council.

Section 2. Powers and Duties of the Chair. The chair shall preside at all meetings of the Board

and may, following approval by the City Council, sign and execute all contracts and documents in

the name of the CVB.

of 6

Section 3. Vice chair. The vice chair shall have such powers and duties as may be prescribed by

the City Council and shall exercise the powers of the chair during that officer’s absence or inability

to act. Any action taken by the vice chair in the performance of duties of the chair shall be

conclusive evidence of the absence or inability to act of the chair at the time such action was taken.

Section 4. Compensation. Members of the Board, including officers, shall not receive

compensation for their services, except that they shall be reimbursed for their actual expenses

incurred in the performance of their duties hereunder.

ARTICLE IV. FUNCTIONAL CVB PURPOSE AND REQUIREMENTS

Section 1. General Duties. The duties of the Board shall be established by the City Council and

may be set forth in the Code.

Section 2. Annual CVB Budget. At least sixty (60) days prior to the commencement of each

fiscal year of the City, the Board shall adopt a proposed budget of hotel occupancy tax funds and

other expected revenues and proposed expenditures for the following fiscal year. The budget shall

contain such classifications and shall be in such form as may be prescribed from time to time by

the City Manager for inclusion with the annual budget and submitted to the City Council. The

budget shall not be effective until the same has been approved by the City Council.

Section 3. Books, Records, Audits

(a) The CVB shall keep and properly maintain, in accordance with generally accepted

accounting principles, complete books, records, accounts, and financial statements pertaining to

its corporate funds, activities and affairs.

(b) All books, records, accounts and financial statements shall be kept and administered

in accordance with the Texas Public Information Act, Chapter 552, Texas Government Code. Any

member of the City Council of the City of Denison, Mayor, Director or Officer of the CVB may

inspect and receive copies of all books and records of CVB.

Section 4. Deposit and Investment of Corporate Funds. Hotel Occupancy Tax funds, and all

other revenues the Board may receive, belong to the City.

Section 5. Expenditures of CVB Money. The monies of the CVB may be expended by the City

for any of the purposes authorized by the Texas Tax Code Chapter 351. The specific expenditures

shall be described in a resolution or order of the Board and shall be made only after the approval

thereof by the City Council. All other proposed expenditures shall be made in accordance with

and shall be set forth in the annual budget required by Section 2 of this Article.

Section 6. Contributions. The Board of Directors may recommend to the City Council

acceptance on behalf of the CVB any contribution, grant or bequest to be used for the general

purposes of or for any special purpose of the CVB. Special funds shall include all funds from

government contracts and contributions designated by a donor for special purposes. All other

funds shall be general funds.

of 6

ARTICLE V. MISCELLANEOUS PROVISIONS

Section 1. Principal Office. The principal office of the CVB shall be located at 300 W. Main

Street, Denison, TX 75020.

Section 2. Resignations. Any director or officer may resign at any time. Such resignation shall

be made in writing and shall take effect at the time specified therein or if no time be specified, at

the time of its receipt by the chair or secretary. The acceptance of a resignation shall not be

necessary to make it effective.

Section 3. Approval or Advice and Consent of the City Council. To the extent that these Rules

refer to any approval by the City or refer to advice and consent by the City Council, such approval,

or advice and consent, shall be evidenced by a certified copy of a resolution, ordinance, order or

motion duly adopted by the City Council.

Section 4. Services of City Staff and Officers. Subject to approval from the City Manager, the

CVB shall have the right to utilize the services of the City Attorney, the City Clerk, City Manager

and the Finance Department of the City, provided that the performance of such services does not

materially interfere with the other duties of such personnel of the City.

Section 5. Conflicts of Interest. The Board members shall be governed by state laws and the

Code related to conflicts of interest.

Section 6. Prohibited Acts. As long as the CVB is in existence, no director of the CVB shall:

(a) Do any act in violation of these Rules or a binding obligation of the CVB;

(b) Do any act with the intention of harming the CVB or any of its operations;

(c) Do any act that would make it impossible or unnecessarily difficult to carry on the

intended or ordinary business of the CVB;

(d) Receive an illegal personal or business benefit from the operation of the CVB;

(e) Use the assets of the CVB, directly or indirectly, for any purpose other than carrying

on the business of the CVB;

(f) Wrongfully transfer or dispose of CVB property; including intangible property such

as good will;

(g) Use the name of the CVB (or any substantially similar name) or any trademark or

trade name adopted by the CVB, except on behalf of the CVB in the ordinary course of the CVB’s

business;

(h) Disclose any of the CVB’s privileged business information, trade secrets, or other

confidential information to any persons not authorized to receive such information;

of 6

(i) Commit CVB funds without the prior approval of the Board of Directors and the

City Council.

Section 7. Legal Construction. If any provision of these Rules is held to be invalid, illegal or

unenforceable in any respect, the invalidity, illegality or unenforceability shall not affect any other

provision and the Rules shall be construed as if the invalid, illegal or unenforceable provision had

not been included in the Rules.

ARTICLE VI. EFFECTIVE DATE, AMENDMENTS

Section 1. Effective Date. These Rules shall become effective upon the occurrence of the

following events:

(1) the adoption of these Rules by the Board; and

(2) the approval of these Rules by the City Council.

Section 2. Amendment to Rules. The Rules may be amended, altered, or repealed by an

affirmative vote of a majority of the Board but such amendment, alteration or repeal shall not be

effective until approved by a majority vote of the entire City Council. In addition, the City Council

may amend or repeal these Rules on its own motion.

Section 3. Dissolution of the CVB. The CVB is an advisory board to the City Council of the

City of Denison. The CVB and the Board can only be dissolved by action of the City Council.

[ The remainder of this page is intentionally left blank.]

of 6

APPROVED AND ADOPTED by the City Council of the City of Denison, Texas, on the

__________ day of __________, 2020.

______________________________

JANET GOTT, MAYOR

Attest:

____________________________

Christine Wallentine, City Clerk

ADOPTED by the Board of Directors on the ______ day of _______, 2020.

___________________________ ___________________________

Name, Chair Name, Director

___________________________ ___________________________

Name, Vice chair Name, Director

____________________________ ___________________________

Name, Director Name, Director

____________________________

Name, Director

REQUEST FOR PROPOSALSMALL BUSINESS TOURISM

NAME OF GROUP: _______________________________________________________________________________

HOW MANY PEOPLE ARE EXPECTED TO ATTEND: ________________________________________________

HOW MANY OVERNIGHT STAYS DO YOU EXPECT: ________________________________________________

DATES OF THE EVENT: ___________________________________________________________________________

PLEASE DESCRIBE YOUR EVENT IN DETAIL AND INCLUDE ALL STOPS THAT ARE PLANNED: ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________

APPLICANT NAME: _______________________________________________________________________________

APPLICANT BUSINESS: ___________________________________________________________________________

WHERE THEY ARE FROM: ________________________________________________________________________

Please return this completed form by email at [email protected].

city of denison convention and visitors ......city of denison convention and visitors bureau...

Documents