SWEETWATER COUNTY TOURISM BOARD
MARCH 11, 2008 MINUTES
7:00 PM
SWEETWATER COUNTY COURTHOUSE
GREEN RIVER, WY 82935

1. Call to Order
1. Cindy Bailey called the meeting to order at 7:00 p.m.
2. Roll Call
1. Members Present: Cindy Bailey, David Tate, Justin Spicer, Tom McIntosh, Pat Robbins, Kandi Pendleton, Shirl Coble, Terri Cook and Julie Waters.
2. Members Absent: Kevin Yeend and Gregg Waldner.
3. Visitors, guests and staff: John Pawleska, Greg Bailey, Janet Hartford, Walt Bratton, Mark Rembacz, Chad Banks, Jim Dean, Deb Sundberg, Sally Chase, Amy Donegan, Shae Barkhurst, Larry Elder, Dwayne Palmer, Beth Whitman, David Zans, Gene Hennesay, James Todd, Wendy Kraft, Cindy Brandjord, Lynn Shalata, Barb Ivony, Tina Montoya, Jenissa Bartlett and Thora Martodam.
3. Approval of Agenda
1. Pat moved to approve the agenda; Julie seconded (motion passes 9-0).
4. Correspondence
1. None.
5. Public Comment
1. None.
6. Approval of Minutes – February 13, 2008
1. Terri made a motion to approve the minutes; Pat seconded (motion passes 9-0)
7. Secretary – Signing of Minutes
1. Julie signed the minutes from February 13, 2008
8. Payment of Bills
1.  Kandi made a motion to approve the payment of the bills as proposed from check number 1659 to check number 1684 in the amount of $43,698.59; Terri seconded (motion passes 9-0).
9. Chairperson’s Report
1. None.
10. Vice Chairperson’s Report
1. None.
11. Treasurer’s Report
1. Justin reported that he will be depositing a check that he received today for $49,791.31.
2. Justin reported that checks he had deposited last month had been deposited into the checking account rather than the money market account; and, this issue has been resolved.
12. Director’s Report
1. Jenissa passed out the Director’s report.  She reviewed the ad that was placed in the BMW magazine to target motorcycle riders to tour the Flaming Gorge area. 
2. Jenissa also reviewed a new ad for the Wyoming Business Report, an event planning insert for $900 highlighting the areas in Sweetwater County that people could hold meetings.
3. Jenissa discussed Tourism Week and the awards and recognition banquet that T&T will be hosting.  Jenissa reviewed the ‘Save the Date’ postcard that will be distributed to invitees.
4. Jenissa announced that she is attending the International Sportsman’s Expo in Salt Lake City this week.
5. Jenissa reported that the lodging tax collection for February, 2008 was $56,657.71, which is an increase of $17,567.71 over 2007.
6. Jenissa reported that the occupancy rate for January, 2008 was 68.3%, which was 2nd in the state to Rawlins.
7. Jenissa distributed a copy of the Western Wyoming Community College DVD that was created last summer.  T&T website is incorrect at the end of the DVD, this will be corrected.
8. Jenissa distributed the insert that was done with Weaver; the first 30,000 people who request a travel guide from Wyoming Travel and Tourism will receive this insert.
9. Jenissa announced that Manpower will assist with moving the office on March 24; the office will be packed and Manpower will move all items to the new location (2 people x 6 hours).  Suggestions were given to contact the Rock Springs High School football team and/or the Green River American Legion baseball team; with a donation the team members will conduct the move.
10. Kandi moved to approve the Director’s Report; Justin seconded (motion passes 9-0).
13. Grant Hearing
1.  2nd Annual Green River Team Penning – Cindy Brandjord

1. Cindy Brandjord presented the sponsorship grant application on behalf of Green River Team Penning.  Cindy requested $4,000.00 to go towards stationary, registration forms, awards, postage, event space rental, rental equipment, event speaker and refreshments/food.  The event is to take place July 19, 2008.
2. Cindy explained that this is the second year for the event; it was funded last year.  The goal of the event is to promote equestrian events and activities for youth in the area.  The event lost money last year but they were successful in bringing people into the area from out-of-county and they got their name out.  The winners of the buckles came from Colorado, Utah and Wyoming.
3. Cindy received questions about the type of advertising being done for the event, and explained that they would not be doing any paid advertising, all in and out-of-county advertising being done is free (i.e. poster and registration form sent to prospective contestants, horse event section listings in various out-of-county magazines and a posting on the City of Green River and Green River Chamber of Commerce websites).  Cindy explained that the number of out-of-county participants was over-estimated last year which is why they are expecting less this year.

2. Overland Stage Stampede Rodeo – Cindy Brandjord

1. Cindy Brandjord presented the advertising and marketing grant application on behalf of the Overland Stage Stampede Rodeo.  Cindy requested $4,000.00 to go towards in and out-of-county advertising.  The event is to take place June 6-7, 2008.
2. Cindy explained that this event has been funded for the past several years.  It is a successful event and the numbers are up so far for this year.

3. 2008 Flaming Gorge Motorcycle Days – Amy Donegan

1. Amy Donegan presented the sponsorship grant application on behalf of the Flaming Gorge Harley-Davidson.  Amy requested $4,000.00 to go towards postage, food, entertainment, rental equipment and awards.  The event is to take place June 20-22, 2008.
2. Amy explained that the steel pony event uses motorcycles instead of horses to participate in the rodeo and have contests in the arena.  In 2005, there were 60 people from out of the area; and, they are expecting more this year.  Harley-Davidson is co-operable and will pay for 50% of the advertising if their logo is utilized, thus her reason for requesting a sponsorship.

4. Flaming Gorge 5K Run/Walk – John Pawleska

1. John Pawleska presented the sponsorship grant application on behalf of the Red Desert Roadrunners.  John requested $1,000.00 to go towards t-shirts, awards, food and refreshments, postage, programs and brochures.  The event is to take place June 28, 2008.
2. John explained that the event has been funded for the past 7-8 years.  The event draws about 10-15 people from out of town; the course is limited in size and allows 100-150 race participants, the race is full.  All advertising being done is free via running magazines, newspaper and radio ads.

5. International Day – Greg Bailey

1. Greg Bailey presented the sponsorship grant application on behalf of International Day.  Greg requested $4,000.00 to go towards entertainment.  The event is to take place July 12, 2008.

6. Rod & Rails Car Show – Chad Banks

1. Chad Banks presented the advertising and marketing grant application on behalf of the Rock Springs Mainstreet & URA.  Chad requested $2,692.98 to go towards in and out-of-county advertising, posters and postcards.  The event is to take place June 28, 2008.
2. Chad explained that this will be the second year for the event; it was funded last year.  He noted that the new grant process was not favorable for their event; under the new process they qualified for fewer items.  When asked about the possibility of doing additional advertising for the event, which would increase the amount of funds available, Chad reported that due to the smallness of the event they did not want to bring in more people than they could successfully accommodate, and they are looking to expand the event more next year.  The event had 6 out of town entries last year.  He added that the advertising for the event also includes a direct mailing to approximately 1,500 prospective participants.

7. 2008 Wyoming State NBHA Finals – Chad Banks

1. Chad Banks presented the sponsorship grant application on behalf of Kandi Pendleton and the Wyoming National Barrel Horse Association.  Chad requested $4,000.00 to go towards awards.  The event is to take place September 5-7, 2008.
2. Chad explained that this event has been held at the Sweetwater Events Complex for the past several years.  The event hosts approximately 250 competitors over 2 days, 85% of which are from out of the area.  Chad explained that this event has remained in Rock Springs, rather than other locations in the state, due to the sponsorship funds that have been granted by T&T.

8. 28th Annual Western WY Karate Championships – Jim Dean

1. Jim Dean presented the sponsorship grant application on behalf of Pineda’s Kenpo Karate.  Jim requested $4,000.00 to go towards the facility usage, postage, commissioner and judge fees and awards.  The event is to take place May 17, 2008.
2. Jim explained that the event has been held in Green River over the past 20 years.  It is 1 of the 10 Disney qualifiers across the state, where only the 1st and 2nd place competitors go on to compete at Disney.  The event is also part of the Excel Karate league.  Last year the event hosted 250-275 competitors from Florida, California and Nevada.  Only 75 were local participants and the rest were from out of the area; and, therefore stayed in local hotels.  Jim explained that if participants are unsuccessful at a qualifier they have the opportunity to travel to the other qualifiers located around the state, such as this event.

9. Hairy Horse Show – Deb Sundberg/ Barb Ivony

1. Deb Sundberg and Barb Ivony presented the sponsorship grant application on behalf of the Sweetwater County 4H Horse Development Committee.  Deb requested $4,000.00 to go towards awards, event space rental, judges and postage.  The event is to take place May 17, 2008.
2. Deb explained that this event is promoted as a family event and the goal is to grow the event every year.  Deb reported that this is not the first year for the event.

10. Green River American Legion Invitational – Sally Chase

1. Sally Chase presented the sponsorship grant application on behalf of the Green River American Legion.  Sally requested $3,819.97 to go towards t-shirts, umpire fees, dinner, trophies and postage.  The event is to take place on June 20-22, 2008.
2. Sally explained that this event has been sponsored in the past to make this tournament the most popular and successful tournament in the southwest.  Teams are coming from areas such as Colorado, Idaho and Wyoming.

11. Rock’n River Chefs Challenge – Beth Whitman

1. Beth Whitman presented the advertising and marketing grant application on behalf of The Business Leadership Network.  Beth requested $4,000.00 to go towards in and out-of-county advertising, invitations, postcards, flyers and posters.  The event is to take place May 2, 2008.
2. Beth explained that this is the first time that funding is being requested for this event.  There are some other chef challenges in the state but none at this level and they are looking to target out-of-county participants to really grow the event.  Last year approximately 200 people attended the event.

12. Sweetwater RC Championships – David Zans

1. David Zans presented the sponsorship grant application on behalf of the Sweetwater RC Racers.  David requested $2,079.00 to go towards t-shirts, awards and lunch.  The event is to take place June 5-7, 2008. 
2. David brought an example of a race truck and explained that this event will be part of the Rocky Mountain Championship Tour out of Salt Lake City, 2 races will be done in Rock Springs and will run in conjunction with their race.  A nationally sanctioned event is also being held in Rock Springs on July 12-13.  He explained that racers travel to events around the country for the recognition of the event and the awards.  This is the 3rd year for the event which will be held at the racing facility in Rock Springs.

13. Red Desert Roundup Rodeo – Gene Hennesay/James Todd

1. Gene Hennesay and James Todd presented the advertising and marketing grant application on behalf of the Red Desert Roundup Rodeo.  Gene requested $4,000.00 to go towards in and out-of-county advertising.  The event is to take place July 24-26, 2008.
2. Gene explained that this is the 30th year for the event and their goal this year is to try different advertising tactics to help enhance the event and attract more out-of-county participants and spectators.

14. Flaming Gorge Days – Wendy Kraft

1. Wendy Kraft presented the advertising and marketing grant application on behalf of the Flaming Gorge Days, Inc.  Wendy requested $4,000.00 to go towards in and out-of-county advertising, posters and flyers.  The event is to take place June 26-28, 2008.
2. Wendy summarized the entertainment for the event and reported that the event had been chosen as a top event for Travelocity.  The event had record numbers for attendance last year and they are doubling security this year as the event is expected to sell out both nights.

15. River Festival – Janet Hartford/Wendy Kraft/Cindy Brandjord

1. Janet Hartford, Wendy Kraft and Cindy Brandjord presented the advertising and marketing grant application on behalf of the Green River Chamber of Commerce.  Janet requested $4,000.00 to go towards in and out-of-county advertising and posters.  The event is to take place August 22-23, 2008. 
2. Janet explained that this event continues to grow; they have 10-12 people currently signed up and are cutting the event off at 300 entries.  They have added a 10K run and are holding additional activities to encourage more local participation, the majority of the runners are from out-of-county.  Janet reported that U-Haul dedicated a truck, featuring John Wesley Powell, to the event.

16. Sweetwater High School Rodeo – Shae Barkhurst

1. Shae Barkhurst presented the sponsorship grant application on behalf of the Sweetwater County High School Rodeo Club.  Shae requested $4,000.00 to go towards awards.  The event is to take place April 18-20, 2008.
2. Shae explained that this is the 35th year for the event and it has been funded in the past.  The event is expecting 300 competitors, 500-600 people total, which will bring a lot of money into the community.  This event is a qualifier, the 1st-4th place winners will go on to compete at the nationals.

17. Wyoming Wrangler Division Jr. High State Finals – Shae Barkhurst

1. Shae Barkhurst presented the sponsorship grant application on behalf of the Wyoming Wrangler Division Jr. High Rodeo Association.  Shae requested $4,000.00 to go towards awards.  The event is to take place May 24-26, 2008. 
2. Shae explained that this is the 3rd year that the finals are being held in Rock Springs; and, the funding received from T&T is a main reason the event has not moved to other locations in the state.  This event is the younger version of the high school rodeo and it is also a qualifier for the national competition.  The participants will also be traveling with family members, who bring money into the community.

18. Drop-In Hockey Tournament – Larry Elder

1. Larry Elder presented the sponsorship grant application on behalf of the City of Rock Springs Parks and Recreation Department.  Larry requested $4,000.00 to go towards event space rental, officials and judges, awards, refreshments and food and postage.  The event is to take place April 25-27, 2008.
2. Larry explained that this year will be the 15th annual men’s hockey tournament.  The hockey season is almost over in April and it allows the chance for one more tournament before the end of the year.  Entrants can register as individuals and as families; people come from British Columbia, Colorado, Wyoming, Utah, Idaho, Arizona and California to participate.  Larry reported that the Guys and Dolls co-ed tournament has been moved to August to try and allow the girls to participate before heading back to college.

19. Wyoming Republican State Convention – Shannon Honacker

1. Shannon Honacker did not attend the grant hearing to present the sponsorship grant on behalf of the Sweetwater County Republican Convention.  Per the grant application, Shannon requested $4,000.00 to go towards food and refreshments, entertainment, event space rental, posters, postage and t-shirts.  The event is to take place May 29-31, 2008.

20. Western Wyoming Community College Career Fair – Mark Rembacz

1. Mark Rembacz presented the advertising and marketing grant application on behalf of the Western Wyoming Community College.  Mark requested $2,820.00 to go towards in and out-of-county advertising.  The event is to take place April 9, 2008.
2. Mark explained that this is the first year that funding is being requested for this event.  When asked who would be attending from out-of-county, Mark explained that most of the people who came last year were employers so the advertising being done is to try to attract students from outside of WWCC and Sweetwater County.

21. Shoot on the Green – Dwayne Palmer

1. Dwayne Palmer presented the sponsorship grant application on behalf of the White Mountain Archers.  Dwayne requested $4,000.00 to go towards t-shirts, awards, food and refreshments, posters/banner and the rental of a tent.  The event is to take place May 17-18, 2008.
2. Dwayne explained that this is the 5th annual event, which is open to the public, and was funded last year.  They had 80 shooters last year from Vernal, Salt Lake and surrounding areas in Wyoming and they expect more participants this year.  Few stayed over night last year because the event was only 1 day; as a result the event has been expanded to 2 days to encourage more out-of-county participation.

14. Old Business
1. Coyote Creek Office Space Lease

1. Jenissa reviewed 2 items that had been added to the lease agreement:  Section 2: Term outlined the 2-year period of the lease agreement and Section 19: Termination for Governmental Non-Appropriations outlined that funds would not be appropriated for a future board, who would have the option to terminate the lease agreement.  Cindy signed to approve the lease agreement and Julie notarized the document.

2. DDI Plan Committee Report – David Tate

1. David reported that the DDI Plan Committee met and is working to issue a block grant to the Destination Development Committee.  The amount of the grant has not been decided; the details will be finalized and permission obtained.  Jenissa confirmed that the Destination Development Committee has been notified that a block grant is being considered.

3. Tourism Week Committee Report – Tom McIntosh

1. Tom reported that the Tourism Week Committee met to discuss and organize the details of the 1st Annual “REACH” Awards.  The event will be hosted by T&T on May 22, 2008 to recognize business and individual contributions to the Sweetwater County travel & tourism industry.  Hospitality employees will be asked to nominate members of their frontline staff who excel in customer service. 
2. Tom reported the following details of the event:  it will begin at 6:30 p.m., dinner will start at 7:00 p.m. and will be catered by R&B Meats and the speaker will be Clarene Law of Jackson, WY.  Tom reviewed the budget for the event, the total expenses are $13,550, the total Tourism Month Budget is $10,000.00; therefore, an additional $3,550.00 is required from discretionary funds.  The issue of security for the event was raised; and, taking that amount into account, Tom made a motion to move $3,850.00 from discretionary funds to cover the costs of the event; Pat seconded (motion passes 9-0).
3. Tom reviewed additional items on the to-do list for the event:  nomination forms will be sent out by March 31st to be returned by April 20th, the committee is looking for a sponsor for the liquor (the committee will research the liability of having alcohol at the event and determine permit requirements and report back to the board with a recommendation), the committee is also looking for prizes for the event, such as:  overnight stays, a raft trip, tickets to events and T&T members were asked to consider raffle items that could be donated, orders will be made for flowers/decorations and awards. 

15. New Business
1. David Zans – Sweetwater RC Racers

1. David Zans addressed the Board regarding a regional race (5-state event) that is taking place in Rock Springs in August and questioned if advertising funds would ever be available under a sponsorship.  A ¾ page advertisement in RC Magazine is $2,800.00.  The Board recommended that David submit an advertising and marketing grant application at the June grant hearing or approach Jenissa about applying for a Board Project.

2. Grant Hearing

1. 2nd Annual Green River Team Penning –  Justin motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T, with the contingency that out-of-county advertising is included in the budget of the grantee’s next grant application; Julie seconded (motion passes 9-0).
2. Overland Stage Stampede Rodeo – Kandi motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; Terri seconded (motion passes 9-0). 
3. 2008 Flaming Gorge Motorcycle Days – Pat motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T, with the contingency that out-of-county advertising is included in the budget of the grantee’s next grant application; Kandi seconded (motion passes 9-0).
4. Flaming Gorge 5K Run/Walk – David motioned to approve the grant in the full amount of $1,000.00 without a marketing bonus; Pat seconded (motion passes 9-0).
5. International Day – Cindy Bailey and David Tate stepped out due to possible conflict of interest.  Pat motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; Kandi seconded (motion passes 7-0). 
6. Rod & Rails Car Show – Kandi Pendleton stepped out due to possible conflict of interest.  Pat motioned to approve the grant in the full amount of $2,693.00 per the grant request, with a marketing bonus in the amount of $674.00 to be used for out-of-county advertising to be placed by T&T; Justin seconded (motion passes 8-0).
7. 2008 Wyoming State NBHA – Kandi Pendleton stepped out due to possible conflict of interest.  David motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; Julie seconded (motion passes 8-0).
8. 28th Annual Western WY Karate Championships – Pat motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; David seconded (motion passes 9-0).
9. Hairy Horse Show – Kandi motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T, with the contingency that out-of-county advertising is included in the budget of the grantee’s next grant application; Pat seconded (motion passes 9-0).
10. Green River American Legion Invitational – Kandi motioned to approve the grant in the full amount of $3,820.00 per the grant request with no marketing bonus; Pat seconded (motion passes 9-0).
11. Rock’n River Chefs Challenge – Julie Waters stepped out due to possible conflict of interest.  Terri motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; Tom seconded (motion passes 8-0).
12. Sweetwater RC Championships – Pat motioned to approve the grant in the full amount of $2,080.00 per the grant request with no marketing bonus; Justin seconded (motion passes 9-0).
13. Red Desert Roundup Rodeo – Kandi motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; Tom seconded (motion passes 9-0). 
14. Flaming Gorge Days – Tom motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; David seconded (motion passes 9-0).
15. River Festival – Julie motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T; Terri seconded (motion passes 9-0).
16. Sweetwater High School Rodeo – Pat motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; Kandi seconded (motion passes 9-0).
17. Wyoming Wrangler Division Jr. High State Finals – Tom motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; Terri seconded (motion passes 9-0).
18. Drop-In Hockey Tournament – Kandi motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; Pat seconded (motion passes 9-0).
19. Wyoming Republican State Convention – David motioned to approve the grant in the full amount of $4,000.00 per the grant request with no marketing bonus; Justin seconded (motion passes 9-0).
20. Western Wyoming Community College Career Fair – David stepped out due to possible conflict.  Due to the recruitment of local workforce to out-of-county locations, Justin motioned to decline the grant in the amount requested; Terri seconded (motion passes 8-0).
21. Shoot on the Green – Kandi motioned to approve the grant in the full amount of $4,000.00 per the grant request, with a marketing bonus in the amount of $1,000.00 to be used for out-of-county advertising to be placed by T&T, with the contingency that out-of-county advertising is included in the budget of the grantee’s next grant application; Julie seconded (motion passes 9-0).

3. Office Furniture/Brochure Racks

1.  Jenissa distributed information about office furniture for the new office space, which consists of an office desk and hutch, podium and 2 brochure racks for $2,759.95 and an option for 2 or 3 meeting tables and 13 meeting chairs for $2,529.25 or $3,079.20.  A suggestion was made to purchase 3 meeting tables to configure into a u-shape in the new boardroom space.  Justin motioned to approve the purchase of the office furniture in the amount of $5,839.15; Kandi seconded (motion passes 9-0).

4. Magnet Mail

1. Jenissa explained that Magnet Mail is a service that can be purchased and used to track emails.  The Sweetwater Events Complex currently utilizes this service.  The new T&T website has an option for an email signup link; and, if utilized, Magnet Mail could collect the person’s information (i.e. email address, zip code), which T&T could use to distribute a monthly newsletter (to highlight events, offer surveys, allow users to register for events, etc.).  The fee for the service includes a 1-time setup fee of $920.00 and a monthly fee of $150.00 (1-5,000 emails per month); $1,370.00 is required from Board Discretion.  Julie motioned to approve the purchase of Magnet Mail for $1,370.00; Terri seconded (motion passes 9-0).

5. Approval for Depository of Public Funds

1. Jenissa explained that the Approval for Depository of Public Funds needs to be signed annually with the Rocky Mountain Bank.  David motioned to approve the Depository of Public Funds; Pat seconded (motion passes 9-0).
2. A recommendation was made to research alternative banking institutions; Jenissa will obtain quotes for the next meeting.

16. Adjournment
1. Cindy adjourned the meeting at 9:05 p.m.

 

_______________________________________________                    _______________
Secretary’s signature                                                                                                    Date

Minutes submitted by Thora Martodam