Monthly Minutes
June 2007 Minutes
2007-06-12
Washburn County Tourism Annual / Monthly MeetingTuesday, June 12th, 2007
Washburn County Highway Shop Conference Room
Meeting was called to order at 11:30 a.m.
Members present: Dan Frase, Charlie Swanson, Ann Miller, Betty Jo Brown, Ruth Skeie
Absent: Storme Nelson, Greg Krantz, Tara Heckel, Mike Bobin, Kathy Mitchell
Others present: Dick Fankhauser, Leanne Woodland
Minutes of the May 8th meeting were circulated. Ruth Skeie indicated she “visited” the Wisconsin State Tourism Center in Hudson, WI rather than “attended” the Wisconsin State Tourism Center in Hudson, WI. Motion to approve the May 8th, 2007 minutes with the change requested by Ruth Skeie, seconded by Charlie Swanson. Motion carried.
Treasurer’s Report:Treasures report and profit and loss statement were circulated for review. Dan Frase asked Leanne Woodland to follow-up on all reimbursements. Motion to approve the treasurer’s report and monthly bills payable made by Charlie Swanson, seconded by Ann Miller. Motion carried.
Old Business:
Nothing to report at this time.
Website Committee:
Nothing to report at this time. Dan Frase stated the next Website Committee Meeting will be held at 9:00 a.m. on Tuesday, June 19th, 2007 at Hunt Hill.
Marketing Committee Report:Nothing to report at this time. Dan Frase suggested Leanne Woodland develop a marketing action committee.
Personnel Committee:Nothing to report at this time.
Executive Director Report:(See attached report)
- Customer Service: Dan Frase suggested the tourism staff make efforts to place callers and visitors into Washburn lodging options by gathering more specific criteria from caller/visitor. Leanne Woodland stated she would look at the “Saturday Mailing” to see if it could be more specific.
- Phone Bills: The board encouraged the continued tracking of all phone calls by staff. Betty Jo Brown asked if she could continue to send 1 fax every 2 weeks. Ann Miller said 1 fax every two weeks was okay.
- Business Card: Dan Frase suggested Leanne hold off on requesting Washburn County Economic Develop staff update their business cards with direct phone number.
- ITBEC: Dan Frase suggested developing an account for special Washburn County projects rather than joining with ITBEC.
- Officer Elections:
Dan Frase motion to appoint Dick Fankhauser as member at-large for the remainder of 2007. Ann Miller seconded. Motion carried.Dan Frase nominated Ann Miller as president, Dick Fankhauser seconded. Motion carried. Ann Miller approved as President.Ann Miller nominated Storme Nelson as 1st Vice President, Ruth Skeie seconded. Motion carried. Storme Nelson approved as 1st Vice President.Ann Miller nominated Dan Frase as 2nd Vice President, Dick Fankhauser seconded. Motion carried. Dan Frase approved as 2nd Vice President.Dan Frase nominated Charlie Swanson as Treasurer, Ann Miller seconded. Motion carried. Charlie Swanson approved as Treasurer.
- Payroll Management:
Dan Frase said the Washburn County Finance Committee requested WCTA continue managing payroll for the remainder of 2007. All in favor of managing payroll for the rest of 2007. Ann Miller suggested the board review payroll management in December 2007.
- 2008 Visitor Guide Bids:
The board reviewed 4 bids for the 2008 Visitor’s Guide:
1. PaperWorx Design,
2. SchoolHouse Productions,
3. Advanced Printing and
4. Pilch & Barnet.
Ann Miller motioned to approve the bid from Advanced Printing with a penalty clause written into the contract if the Dec. 1st 2007 deadline is missed, and the executive committee approves an acceptable percentage in ad sales coming from Executive Director. Ruth Skeie seconded. Motion carried.
- External Signage:
All in favor of executive director getting 3 design/cost bids for updates to external street sign on Highway 63/River Street.
- ITBEC Dues:
Tabled.
- Hours of Operation:
Dick Fankhauser suggested the board increase staffing hours during high volume ticket sales for Spooner Rodeo. Dan Frase suggested the Executive Committee meet soon to discuss 2007 budget, budget projections, sports show budget and staffing during Rodeo ticket sales.
An Executive Committee meeting was scheduled at 11:00 a.m. on Monday, June 18th, 2007.
- Billboard/Banners:
All in favor of the executive director gathering cost and locations of billboards to advertise new website.
- 2008 Sports Shows:
Ann Miller suggested collaborating on costs with Greg Vreeland, Wisconsin Great Northern Railroad and for executive director to check with Rice Lake Chamber regarding possible shared cost. Dan Frase motioned to send deposit for Milwaukee Sports Show. Ruth Skeie seconded. Motion carried. All in favor.
- Strategic Planning Retreat:
Leanne Woodland stated she will plan a late October, 2007 1-day Tourism Strategic Planning Retreat for all interested Washburn County parties. Heartwood Conference Center & Resort has offered to host the retreat for WCTA at no cost, with lunch provided. Ruth Skeie requested event calendars be checked for conflicts before scheduling the October event.
- Revision to Bylaws:
The board reviewed revision, Article VI, Section 2. Dan Frase motioned to approve bylaw revision, Ann Miller seconded. Motion carried.
- Correspondences:
The board read correspondences from Rosenthal’s Resort, a thank you from Ginny Miller Chicago, IL and a thank you from Alex Ryan, Fond du Lac, WI.
- Other Business:
Ruth Skeie suggested a Y-T-D comparison be set up for 2007-2008 budgets. Ann Miller stated she would contact Greg Vreeland & Rob Fletcher regarding the finalization of the Marketing Committee’s online contest.
Next Monthly Meeting Date: Tuesday, July 10th, 2007, 11:30am
Washburn County Highway Shop Conference Room.
Motion to Adjourn by Ann Miller, seconded by Charlie Swanson. Motion Approved.