Sweetwater County Joint Travel and Tourism Board

March 7, 2007

Sweetwater County Courthouse

Green River, WY 82935

 

  1. Call to Order
    1. Cindy Bailey called the meeting to order at 7:00 PM.
  2. Roll Call
    1. Members Present: Cindy Bailey, Greg Waldner, Janet Hartford, David Tate, Kandi Pendleton, Pat Robins, Kevin Yeend and Ashley Mullaney
    2. Members Absent: Justin Spicer, Lee Staley and Terri Cook.

3.      Guests/Visitors:, Lorna Blust, Wendy Kraft, Dennis Pineda, Sally Chase, Tina Montoya, James Todd, Dewayne Palmer, Jim Wyatt, Ellen O’Neall,  

  1. Approval of Agenda

1.      Kandi made a motion to approve the agenda; Gregg seconded; motion passed 7-0.

  1. Correspondence—Petitioners and Guests
    1. None
  2. Approval of Minutes—February 14, 2007
    1. Kandi made a motion to approve the agenda; David; motion passed 7-0.
  3. Payment of Bills

1.      David made a motion to approve the monthly bills of 28,487.75 and an additional $6,000.00, for a total of $34,487.75; Janet seconded; motion passed 7-0.

  1. Secretary—Signing of Minutes
  2. Committee Reports
    1. None
  3. Chairman Report
    1. None
  4. Treasurer’s Report
    1. Kevin made a deposit on February 20th 2007 of  $36,419.39
  5. Administrator’s Report
    1. Brochures in Progress

                                                              i.      GR Railroad

                                                            ii.      Sweetwater Quick Guide

                                                          iii.      RS Mountain Bike Trails

    1. Rack Cards in Progress

                                                              i.      Museums With a little bit of update

                                                            ii.      Butch Cassidy

                                                          iii.      Granger Station

    1. Press Trip

                                                              i.      Planning and Brainstorming

    1. Promotional Items

                                                              i.      Summer Events Calendar Magnet

                                                            ii.      Postcard reprint

                                                          iii.      Hat Pins

    1. Website Redesign

                                                              i.      Pictures and Concept complete

                                                            ii.      Body-redesign of information display

                                                          iii.      Website updates done-in-house

    1. 3-D Map

                                                              i.      University of Wyoming will do a map for under $5,000.00, and should be ready in about three weeks

    1. Cindy made a motion to approve the Administrator’s Report, * seconded the motion, motion passed 7-0.
    2. Grant Concerns

                                                              i.      Pat expressed concerns about grant funding for Judges, entertainment and rental space since these are not allowed items for funding under the current guidelines.

                                                            ii.      Ashley replied that she agreed with Pat concerns, since the allowable funding for such items are not clear, in the past these allowances were primarily given at the board’s discretion, these allowances will continue to be given by the board’s decision, at least  for this grant hearing, but this issue will be brought up and clarified.

  1. Grant Hearing

1.     Red Desert RoadRunners-John Pawleska

                                                               i.      Dennis and Diane Pineda said that this event has been hosted by Red Desert Roadrunner for 23 years; they usually have about 80-100 people that show up and 20 out of state people for the 5K run. This event charges a minimal fee to attract more people, and would have to increase this fee with out the assistance of Grant funding.

                                                            ii.      Janet Hartford made a motion to approve $1,000.00 per grant request, Pat Robbins seconded, (motion passes 7-0). Pat Robbins made a motion of a 25% Marketing Bonus in the Amount of $250.00; Janet Hartford seconded (motion passes 7-0).

2.     Wild Horse and Burro Festival –Stephanie Anderson

                                                              i.      Stephanie was not present, * filled in. * said that this event will not be tri-state event this year since Colorado lost their funding, they are trying to get Idaho on board, but so far there was not luck for 2007, they are hoping to be able to have them for 2008.

                                                            ii.      Kandi Pendleton excused herself due to the possibility of conflict. Janet Hartford made a motion to approve $3,218.00 per grant request, Pat Robbins seconded, (motion passes 6-0). No Marketing Bonus was approved.

3.     Pineda’s Karate – Jim Dean

                                                              i.      No representation

                                                            ii.      Pat Robbins made a motion to approve $4,000.00 per grant request, Kandi Pendleton seconded, (motion passes 7-0). No Marketing Bonus was approved.

4.     Green River Knights – Sally Chase

                                                              i.      Sally said that teams around Wyoming 3-Day

                                                            ii.      Kandi Pendleton made a motion to approve $3,064.00 per grant request, GreggWaldner seconded, (motion passes 7-0). No Marketing Bonus was approved.

5.     White Mountain Archers – Dewayne Palmer and Jim Wyatt

                                                              i.      Jim said that this is the 1st time they will have a shoot on the green, but said that this was the 4th year they have been putting on shoots, this event has been growing, and they would like to add 3D animals, T-Shirts and put the word out, thus needs more promotion.

                                                            ii.      Pat Robbins made a motion to approve $1,465.00 per grant request, Janet Hartford seconded, (motion passes 7-0). David Tate made a motion of a 25% Marketing Bonus in the Amount of $366.25; Janet Hartford seconded (motion passes 7-0).

6.     Flaming Gorge Days – Wendy Kraft

                                                               i.      During Wendy’s presentation she suggested that there would be no bull brawl. However because it was the 30th year Anniversary they wanted to do bring back activities/events from the past.

                                                            ii.      Janet Hartford excused herself due to the possibility of conflict. Pat Robbins made a motion to approve $4,000.00 per grant request, Kandi Pendleton seconded, (motion passes 6-0). Kandi Pendleton made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; Pat Robbins seconded (motion passes 6-0).

7.     Sweetwater County 4-H Progress Show – Gary Grub

                                                              i.      No representation

                                                            ii.      Gregg Waldner made a motion to approve $2,870.00 per grant request, Kandi Pendleton seconded, (motion passes 7-0). Pat Robbins made a motion of a 25% Marketing Bonus in the Amount of $717.50.00; Pat Robbins seconded (motion passes 7-0).

8.     Wyoming State A District Tournament – Sally Chase and Tina Montoya

                                                               i.      Sally said that about 370 visitors attended from around Wyoming from places including Cheyenne, and SV Laramie.

                                                            ii.      Kandi Pendleton made a motion to approve $2,780.00 per grant request, Kevin Yeend seconded, (motion passes 7-0). No Marketing Bonus was approved

9.     Wyoming Racquet Ball Tournament – Lisa Maes

                                                              i.      No representation.

                                                            ii.      Pat Robbins made a motion to approve $3,432.00 per grant request, Janet Hartford seconded, (motion passes 7-0). No Marketing Bonus was approved

10.                        Overland Stage Stampede – Cindy Re

                                                              i.      Janet Hartford made a motion to approve $4,000.00 per grant request, Jerry Taylor seconded (motion passes 5-0, David Tate and Cindy Bailey abstained).

                                                            ii.      Janet Hartford made a motion to approve $4,000.00 per grant request, Gregg Waldner seconded, (motion passes 7-0). David Tate made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; Kandi Pendleton seconded (motion passes 7-0).

11.      Red Desert Roundup – Marvin Edgemond

                                                              i.      Marvin said they needed advertisement.

                                                            ii.      Pat Robbins made a motion to approve $4,000.00 per grant request, Janet Hartford seconded, (motion passes 7-0). Kandi Pendleton made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; Pat Robbins seconded (motion passes 7-0).

12.                        Art on the Green – Cindy Wickham

                                                              i.      Cindy asked for advertisement to promote the event.

                                                            ii.      Janet Hartford excused herself due to the possibility of conflict. Dies for lack of motion.

13.      Tall Tails, Tiny Tails – Ellen O’Neal

                                                              i.      Ellen O’Neall said this will be the 4rd year and Basicly got the idea from other towns with large fiberglass. This is a great fundraising event that involves the arts. This year they will be adding story tales, the top three will go on to the River Festival.

                                                            ii.      Janet Hartford excused herself due to the possibility of conflict. Pat Robbins made a motion to approve $3,000.00 per grant request, excluding entertainment, David Tate seconded, (motion passes 6-0). Kevin Yeend made a motion of a 25% Marketing Bonus in the Amount of $750.00; David Tate seconded (motion passes 6-0).

14.      River Festival – Dave Hatfield

                                                              i.      Dave said that last year 27 states participated, this year they have received interest from even more states, there will even be participation from Iceland. Also said that is a fun event, and that Green River is a very nice place to visit, and has brought a lot of out of state interest.

                                                           ii.      Janet Hartford excused herself due to the possibility of conflict. Pat Robbins made a motion to approve $4,000.00 per grant request, Kandi Pendlton seconded, (motion passes 6-0). David Tate made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; Gregg Waldner seconded (motion passes 6-0).

15.      Wyoming Wranglers Junior High Division – Shae Barkhurst

                                                              i.      * Said that state finals this year is in Rock Springs, this is an event for 8th graders, they are asking for funding for awards.

                                                            ii.      Janet Hartford excused herself due to the possibility of conflict. Kandi Pendleton made a motion to approve $4,000.00 per grant request, Janet Hartford seconded, (motion passes 6-0). Kandi Pendleton made a motion for a conditional Marketing Bonus; Pat Robbins seconded (motion passes 6-0).

16.                        Sweetwater HS Rodeo Club

                                                              i.      This event hosts about 200 out of state kids, from all over Wyoming along with their families, this is great for revenue, since this involves hotels, shopping and eating out.

                                                            ii.      Pat Robbins made a motion to approve $4,000.00 per grant request, Gregg Waldner seconded, (motion passes 7-0). No Marketing Bonus was approved.

17.                        Rock Boxing – Lawrence Padilla

                                                              i.      No representation.

                                                            ii.      Greg Waldner made a motion to approve $4,000.00 per grant request, Kandi Pendleton seconded, (motion passes 7-0). Pat Robbins made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; David Tate seconded (motion passes 7-0).

18.      Green River Team Penning – Cindy Branjord

                                                              i.      Cindy describes this new event as the 1st annual penning event, which will bring people from all over the state, is already has 6 persons booked in Motel 6, and is asking for grant funding to sponsor advertisements from Wyoming and Colorado, also for award buckles.

                                                            ii.      Kandi Pendleton made a motion to approve $4,000.00 per grant request, Kevin Yeend seconded, (motion passes 7-0). Kevin Yeend made a motion of a 25% Marketing Bonus in the Amount of $1,000.00; Gregg Waldner seconded (motion passes 7-0).

  1. Committee Reports
    1. None.
  2. Chairperson’s Report
    1. Justin said that while going through the grants he thought it would be nice to use the T&T office as a central clearing house to prepare the county for weekends with so much going on. He also brought up the idea of a weekender to send to hotels to prepare them and their guests as well. Janet says they have something like this for Green River and it has all county events.  Ashley will plan to create some kind of “Weekender” for the summer months.
  3. Vice Chairperson’s Report
    1. None.
  4. Treasurer
    1. Financial Update
    2. Year to Date Revenue Report
  5. Administrator’s Report
    1. Ashley Mullaney reported the HTML for Yellowstone Journal has been developed and she has started emailing out an average of 400 email leads a week. The grant hearing this month was record setting in both amount requested ($70,053.18) and number of applicants (20). She is formulating the board retreat which will incorporate the “dump session” suggested by John Ricks and a goal setting session and board training with Laura Schmidt-Pizzato. The leadership class has proven to be very beneficial for networking and information from each class. There are some issues circling the display panel company Skyline Exhibits  and the development of the second set which will focus on area events, she will begin working on them when the issues dissolve.
  6. Old Business
    1. Website

                                                              i.      Ashley Mullaney said and was mentioned in the Administrator’s Report, the this was still a work in progress, Chad and herself were expected to have a meeting the following day, (Thursday 8th March, 2007) this would include getting it all online. The City of Rock Springs is going to be involved, they will be given a password, so that they can enter any or all events. The grantees will also be given passwords, so as to be able to register, though most if not all are already on the website, this would just make sure.

    1. Convention Visitors Bureau Status

                                                              i.      This is also still in progress. Marv handles this, but had to put this project on the back burner, due to other matters, especially a Medical Emergency for at least until next week and a half. Ashley should know more about this by the next meeting (April 14th 2007)

  1. New Business
    1. Approval for Depository of Public Funds

                                                              i.      Every year the State Statue requires that the Board, by resolution, approves the bank that The Sweetwater County Joint Travel and Tourism Board uses for depository of public funds. There needs to be a vote that Rocky Mountain Bank remain our Bank.

                                                            ii.      Kandi Pendleton made a motion to approve that Rocky Mountain Bank remain the official banking depository; Pat Robbins seconded; motion passed 7-0.

  1. Adjournment
    1. Meeting adjourned at 9:00PM.

 

 

 

 

 

 

 

 

_______________________________________________                    _______________

Secretary’s signature                                                                                               Date

 

 

 

 

 

 

Minutes submitted by Lorna C. Blust