Agenda


NOTICE OF APRIL 15, 2020 REGULAR MEETING OF MEMBERS AND BOARD OF DIRECTORS
To: Board of Directors and Members PURSUANT to the call of a majority of the Board of Directors named in the Certificate of Formation of the Corporation, NOTICE IS HEREBY GIVEN that the Board of Directors and the Members of The Woodlands Convention and Visitors Bureau, a Texas non-profit corporation (the “Corporation”), will meet at the principal office of the Corporation, at 2801 Technology Forest Boulevard, The Woodlands, Texas 77381, on April 15, 2020, at 11:30 a.m., for the purpose of:


1.					Pledge of Allegiance;

2.					Call to order and adoption of Agenda;

3.					Public Comment;

4.					Receive, consider and approve Minutes from February 19, 2020 Regular Board Meeting;

5.					Receive, consider and approve Minutes from March 18, 2020 Special Board Meeting;

6.					Receive, consider and approve the Financial Report through February 2020;

7.					Receive, consider and act upon 2020 budget matters based on COVID-19 impact and effects on the tourism industry of The Woodlands;

8.					Receive, consider and act upon the 2021 Budget Planning Process;

9.					Receive, consider and act upon Staff Initiatives since the March 18, 2020 meeting;

10.					Receive, consider and act upon matters regarding future initiatives;

11.					President’s Report;

12.					Board Announcements;

13.					Agenda items for next meeting;

14.					Adjournment.

Dated at The Woodlands, Texas, the 9 day of April, 2020.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Public Comment;
BACKGROUND:
Modified Guidelines for Public Comments to be used when the Board is meeting via videoconference during the COVID-19 Pandemic Emergency On March 16, 2020, Texas Governor Greg Abbott temporarily suspended certain requirements within the Texas Open Meetings Act (TOMA) to help reduce the potential transmission of COVID-19. These provisions relate to the public health pandemic emergency. Following The Woodlands Township procedures, Visit The Woodlands will continue to use videoconference format until normal Township operations have resumed. The following guidelines will be used to allow the public to provide public comment in accordance with the Open Meetings Act and have been modified for the purpose of the Board’s meetings held by videoconference. Participation by members of the public in open meetings of the Board of Directors is welcomed and encouraged. A “public comment” agenda item will be included at the beginning of all regular Board meeting agendas. To produce the most efficient and effective process for allowing constituents to address the Board, The Woodlands Township Board of Directors accepts public comments in accordance with State Law and the following Guidelines for Participating in Public Meetings, which have been adjusted due to the use of videoconferencing during the COVID-19 pandemic emergency: Each person wishing to address the Board must call in via phone prior to the conclusion of the “public comments” agenda item. The phone number will be included on the posted agenda. Individuals who wish to make general announcements, address a topic that is not included on the agenda, or who wish to address specific agenda items must do so under the “public comments” agenda item at the beginning of the meeting. Individuals will be limited to a total of three (3) minutes regardless of the number of topics, and individuals who provide and utilize a translator will be limited to a total of six (6) minutes. Speakers will be taken in the order in which they call in. State Law prohibits the Board from formally acting on a specific item or public comment unless it appears on the posted agenda. Therefore, any Board discussion of items not included on the posted agenda is limited to questions for clarification and whether or not the item should be placed on a future Board agenda. Speakers may express their opinions or viewpoints on an issue, but are not permitted to participate in the debate on an issue. Speakers will not use profanity. Comments from speakers can be made to the Board as a whole or to an individual director(s). Consistent with in-person meetings, public comment will only be taken during the “public comments” agenda item. Additional notes for those wishing to call in for Public Comment: When calling in, you will be placed in a queue, and you will be called upon in the order in which your call was received, and only during the “public comments” agenda item. If you receive a busy signal when calling in and the “public comments” period has not concluded, please hang up and call back. The Board will make every effort to ensure that all callers have an opportunity to speak. If you are watching the video of the meeting when you are called upon to speak, please mute the volume on your computer before speaking to avoid audio feedback for Directors. There is a brief lag between the audio and video feeds. After you have been called upon, you may disconnect from the phone call and continue to watch through the live stream broadcast at http://tx-thewoodlandstownship3.civicplus.com/1070/CVB-Meeting-Videos or https://woodlandscvb.new.swagit.com/views/46 To call in to the April 15, 2020 Visit The Woodlands Board meeting to provide public comment, you may call any of the numbers listed below. For the best quality audio, it is recommended to use one of the local numbers: 346-248-7799 or 669-900-6833 or 929-205-6099 or 253-215-8782 or 301-715-8592 or 312-626-6799 or 888-788-0099 (Toll Free) or 877-853-5247 (Toll Free) Once you have connected, you will need to enter ID: 594 875 131, then enter the pound sign “#” on your telephone keypad. These call in numbers are active for the April 15, 2020 Visit The Woodlands Board meeting scheduled for 11:30 a.m. only. New phone numbers will be issued for each future meeting in this format during the public health pandemic emergency.
RECOMMENDATION
N/A

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Receive, consider and approve Minutes from February 19, 2020 Regular Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
February 19, 2020 VTW Board Meeting Minutes


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Receive, consider and approve Minutes from March 18, 2020 Special Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
March 18, 2020 VTW Board Meeting Minutes


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Receive, consider and approve the Financial Report through February 2020;
BACKGROUND:
See attached.
RECOMMENDATION
Approve the Financial Report as presented.

Attachments
February 2020 VTW Financial Report


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Receive, consider and act upon 2020 budget matters based on COVID-19 impact and effects on the tourism industry of The Woodlands;
BACKGROUND:
Due to COVID19, Visit The Woodlands staff was directed to focus all efforts and production to on community support, serving as a local resource and information distribution. The financial ramifications of COVID19 on the travel and tourism industry globally and in The Woodlands will be significant. Therefore, immediate efforts were taken and will be continuously evaluated to reduce or recoup funds within the 2020 Visit The Woodlands operating budget. Immediate Actions Taken: Halted All Production & Projects with Agency of Record Cancelled or Postponed Advertising Stopped Projects with All Vendors Made Cuts in All Departments Ceased All Staff Travel Staff will present a detailed list of reductions to the operating budget at the April 15, 2020 board meeting.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
Destinations International Update COVID-19


CVB Regular Board Meeting
Meeting Date:	04/15/2020

Information
SUBJECT MATTER:
Receive, consider and act upon the 2021 Budget Planning Process;
BACKGROUND:
In previous years, Visit The Woodlands has followed The Woodlands Township's directives and timelines regarding the submission of its annual operating budget. Due to COVID19, a special Budget Task Force has been created by The Woodlands Township to identify opportunities to save and recoup funds in the 2020 operating year and devise a plan for the 2021 budget process. Visit The Woodlands staff immediately began reviewing its 2020 Budget for opportunities to save and recoup funds in all departments and line items. Staff will create projections based on potential scenarios to show remaining funds after contracted or committed funds are accounted for. Visit The Woodlands will comply with all directives and deadlines given by The Woodlands Township regarding the 2021 Budget Process.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
2020 Adopted Budget Packet