Sweetwater County Joint Travel and Tourism Board

<= o:p>

Sweetwater County Joint Travel and Tourism Board=

D= ecember 13, 2006

7= :00p.m.

Western Wyoming = Community College

Rock Springs, Wyoming, 82901<= o:p>

Call to Order

Justin Spicer called the m= eeting to order at 7:00 pm.

Roll Call=

Members present: Justin Sp= icer, Cindy Bailey, Kevin Yeend, Gregg Waldner, Janet Hartford, David Tate, Kandi Pendleton, Terri Cook, Pat Robbins
Members absent: Lee Staley
Others present: Ashley Mul= laney, Shawna Melton, Dave Hanks, Wendy Kraft, Chad Banks, Barb Walker, Bunn= ie Galley, Kathy Gilbert, Elise Timlin, Chad Crowell, Chad Moeller, Tom Allen, John Lewis, Lisa Lowes, Carolyn Locker, Larry Elder, Ken Reed, Lisa Maes, Cleta Elder, J.J. Syvrud, Carole Shafer.

Approval of Agenda

Justin Spicer moved to app= rove the agenda, Cindy Bailey seconded.

(motion passed 9-0).<= /span>

Correspondence <= /span>

Received Christmas cards f= rom the Chambers of Commerce, PrintLink Ad Specialists, Miners Repose Bed= and Breakfast

Public Comment

There was no public commen= t.

Quarterly Updates

Rock Springs Chamber-Dave Hanks

1.&n= bsp; Completion of Wild Horse Corral Overlook and Viewing Areas

2.&n= bsp; Panning and operation of Channel 13

3.&n= bsp; Mapping and marking of mountain bike trails in the Currant Creek Ranch area

4.&n= bsp; Installation and training of the State Kiosk Program

5.&n= bsp; Continued work on information signage around the county through the state funded sign program

6.&n= bsp; Continued work on the HDIC

7.&n= bsp; Continued work on the Scenic Byway

8.&n= bsp; Continued work on the Destination Development program.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = iii. &= nbsp; Sean Conneely, the travel writer Sweetwater County hosted, wrot= e an article that will be published in the Home & Away magazine.<= /span>

1.&n= bsp; Change the structure of the tourism board.

2.&n= bsp; Change the existing requirement to renew status each year.

3.&n= bsp; Terms will be governor appointed and senate approved.

Green Ri= ver Chamber-Wendy Kraft<= /o:p>

Sweetwater Events Complex-= Chad Banks

1.&n= bsp; Big Show Barrel Race

a.&n= bsp; There was a 7% decrease in attendance in 2006

b.&n= bsp; We attribute this to a time change.

2.&n= bsp; Cowboy Classic American West Regional Race

a.&n= bsp; There was a decrease in attendance and the event has not reached expectations.

b.&n= bsp; The Events complex is in discussion with the American West to simply rent the facility rather than the continued financial support.

c.&n= bsp; Economic Impact Study: information abo= ut the economic impact and potential of the events complex has on Sweetwater County.

d.&n= bsp; Power of Pink Barrel Race:

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = i. &nb= sp; First year of implementation: it wa= s a great success.

e.&n= bsp; Red Des= ert Classic Barrel Race<= /span>

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; ii. &n= bsp; Over 90% of the races are from out of county.

f.&n= bsp; Winter BMX racing

Conflict of Interest Policy=

Justin Spicer discussed th= at the policy will be handed to board members each year and requires a writt= en acknowledgement (signature). Each board member must return to administrator. This is to formalize this po= licy.

Approval of Minutes—N= ovember 8, 2006

Cindy Bailey moved to appr= ove the minutes, Gregg Waldner seconded. (Motion passed 9-0).<= /span>

Payment of Bills=

Pat Robbins moved to appro= ve the bills for $47,952.44, Janet Hartford seconded. (Motion passed 9-0).

Secretary—Signing of Minutes

Gregg Waldner signed minut= es.

Committee Reports

There are no committee rep= orts.

Chairperson’s Report<= o:p>

Recognition of Outgoing Bo= ard Member-Jerry Taylor
Thank you for your time and input.
Welcome new board members<= o:p>

Vice Chairperson’s Re= port

Cindy Bailey had no report= .

Treasurer’s Report

Kevin Yeend reported that = our deposits are:

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = i. &nb= sp; $168,847.68

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = ii. &n= bsp; $30.00

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = iii. &= nbsp; $168,877.68

Kevin Yeend is going to ta= ke recommended action to improve audit for next year.<= /li>

Administrator’s Repor= t

Detailed Committees and Commitment attended.
Completed tasks=
Tasks in progress
Calendar of Events.

Grant Hearing

Justin Spicer explained the grant hearing process and newly implemented marketing bonus to the attendants.
Chocolate Festival-Tom All= en

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = ii. &n= bsp; This is the first annual event. The tickets will be $15 per person and the event will include chocolate, liquor= and wine tasting. There has also = been professional chef interest in the event.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = iii. &= nbsp; Janet Hartford asked if the event is looking to make it a statewide event because= of the name. Chad Banks responde= d that the event name is to reach broader scope and have a bigger appeal.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = iv. &n= bsp; Pat Robbins questioned what the hours of the event are. Chad Banks answered tha= t it is an evening event. She also questioned how many people the proposed venue will host. Chad Banks responded approximately= 200 people.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = v. &nb= sp; The event can be approved by the board but must be approved by the city before money is awarded. The board s= hould judge the event on its merits, not on this requirement.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = vi. &n= bsp; Justin Spicer opened up the event for discussion.(Kandi and David abstained from discussion)

1.&n= bsp; Janet Hartford was concerned because there is no out of county attendance and does not expect a large attendance.

2.&n= bsp; The board feels that tables and fountain rentals should not be covered by the grant.

3.&n= bsp; Because of the event as an evening event, there is not much potential for large attendance.

4.&n= bsp; For approval the event would need an out of county marketing plan, and the potential to draw a larger audience.

Sweetheart Car Show-Elise = Timlin

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = ii. &n= bsp; This is the 13^th annual event. The revenue will go to constructing a new building to meet the needs= of the children of Sweetwate= r County.<= /span>

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; vii. &= nbsp; They feel that the marketing bonus will be beneficial to attract out of county a= nd out of state attendants.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; viii. = Justin Spicer said that the board would appreciate an estimated attendance post-ev= ent.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = x. &nb= sp; Janet Hartford asked to go through in-county businesses for thank-you mugs.<= /o:p>

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = xi. &n= bsp; Justin Spicer opened the event for discussion

1.&n= bsp; The board was concerned about the number of attendance staying over night. They feel that this event appeals = more to the community.

2.&n= bsp; They do make an effort to advertise out of county which creates potential to dra= w a larger lodging outcome.

3.&n= bsp; Pat Robbins asked why no insurance is provided. The events complex provides the insurance.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; xii. &= nbsp; Gregg Waldner motioned to approve the grant for $4000. Cindy Bailey seconded. It is important to report attendan= ce. (Motion passed 9-0).

1.&n= bsp; Janet Hartford motioned to award the full 25% marketing bonus ($1000). Pat Robbins seconded. (Motion passed 9-0).

Wind & Mud Hockey Tournament-Ken Reed (David Tate abstained)

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = v. &nb= sp; Kandi Pendleton asked how many teams the tournament can host. Ken Reed said that about 20 teams = can participate.

1.&n= bsp; This tournament attracts a large attendance from out of county and out of state which fills our lodging properties.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; vii. &= nbsp; Kandi Pendleton motioned to approve the grant for the amount requested, Janet Hartford seconded. The grant = was approved (9-0) $3500

Shoot Out in the Springs-JJ Syrvud (David Tate abstained)

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = v. &nb= sp; Janet, Pat, $4000

Drop In Hockey Tournament-= Larry Elder (David Tate abstained)

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; vii. &= nbsp; Pat Robbins asked if the City of R= ock Springs sponsored the event and why they charged i= ce time. Larry responded that it= is a formality.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; viii. = Janet, Cindy

Quilting on the Green-Bunn= ie Galley

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = v. &nb= sp; Most vendors are from the state, but some come from Utah<= /st1:State>, Colorado and Idaho.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = vi. &n= bsp; The event offers 9 classes to participants.&nb= sp; The instructors are from Colorado= , Montana and Wyoming. The cost of their expenses is high, which is why we seek funding.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; vii. &= nbsp; Justin Spicer said that the board would appreciate an estimated attendance post-ev= ent.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; viii. = Janet Hartford asked what the fee is to take a class. Bunnie said the fee is $40/day/cla= ss, with 6-16 per class because of limited space. It is a $2 fee to come to the even= t, $1 for seniors.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = ix. &n= bsp; Pat Robbins asked what you pay for their instructors. They pay for travel, mileage, lodg= ing and instructor fees. Bunnie s= aid that she is only asking for the funding to cover the instruction fees. The funding will also be used to f= und judges for the event.

1.&n= bsp; The board has concern about the out of county attendance.

2.&n= bsp; There is not much revenue generated for the event.

3.&n= bsp; The board discussed cutting funding for the event.

4.&n= bsp; There is not a structure to merit grants across the board.

5.&n= bsp; The board discussed covering advertising and brochure costs. The board suggests that the fees c= over judging fees and raise the admission price to help cover cost. The board decided to cover judging= fees but not instructor fees.

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>= = &nb= sp; = &nb= sp; = xi. &n= bsp; Pat Robbins motioned to approve grant for $2530 to cover advertising, brochures= and judging, Janet Hartford seconded. (Motion passed 9-0.)

1.&n= bsp; Pat Robbins motioned to approve the marketing bonus for $250, Janet Hartford seconded. (Motion passed 9-0).

Bud Cup-Chad Moeller and C= had Crowel (Justin Spicer abstained)

<= span style=3D'font-family:"Footlight MT Light";mso-fareast-font-family:"Footligh= t MT Light"; mso-bidi-font-family:"Footlight MT Light"'>=