Agenda


NOTICE OF MAY 20, 2020 SPECIAL 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 on May 20, 2020, at 11:30 a.m., via video conference within the boundaries of The Woodlands Township in The Woodlands, Texas, which may be viewed online at https://www.thewoodlandstownship-tx.gov/1070/CVB-Meeting-Videos 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 April 15, 2020 Regular Board Meeting;

5.					Receive, consider and approve the Financial Report through March 2020;

6.					Receive, consider and act upon a COVID 19 recovery plan for Visit The Woodlands;

7.					Consider and discuss the 2021 Budget;

8.					Receive, consider and act upon 2020 budget matters and requests for immediate budget initiatives;

9.					Receive, consider and act upon The Woodlands Film Commission program and application;

10.					Receive, consider and act upon revisions to the Visit The Woodlands Tourism Development and Host Venue Application and process;

11.					Receive, consider and act upon the Proclamation for National Travel and Tourism Week;

12.					President’s Report;

13.					Board Announcements;

14.					Agenda items for next meeting;

15.					Adjournment.

Dated at The Woodlands, Texas, the 15th day of May, 2020.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Special Board Meeting		3.
Meeting Date:	05/20/2020

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 Visit The Woodlands 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 Visit 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 May 20, 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 253 215 8782 or 669 900 9128 or 646 558 8656 or 301 715 8592 or 312 626 6799 or 877 853 5247 (Toll Free) or 888 788 0099 (Toll Free) Once you have connected, you will need to enter ID: 838 0085 9680, then enter the pound sign “#” on your telephone keypad. These call in numbers are active for the May 20, 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 Special Board Meeting		4.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and approve Minutes from April 15, 2020 Regular Board Meeting;
BACKGROUND:
See attached.
RECOMMENDATION
Approve as presented.

Attachments
April 15, 2020 VTW Board Meeting Minutes


CVB Special Board Meeting		5.
Meeting Date:	05/20/2020

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

Attachments
March 2020 VTW Financial Report


CVB Special Board Meeting		6.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and act upon a COVID 19 recovery plan for Visit The Woodlands;
BACKGROUND:
The coronavirus (COVID-19) emergency is having an unprecedented impact on the travel industry and the entire economy. The impact has called for a Recovery Plan for Visit The Woodlands in order to respond appropriately. As hotels, retail, restaurants and travel restrictions begin to slowly reopen it is imperative that the Visit The Woodlands' response be focused on the safety of its visitors. The proposed plan follows the advisement of Destinations International and the U.S. Travel Association, both leading organizations in travel and tourism industry. The plan consists of a three phased approach, timeline and a list of temporary goals. The three phases being Response, Recovery and Resilience with each corresponding to specifics tasks and strategies. The Recovery Plan and associated strategies are evolving daily based on governmental and CDC guidelines. Staff will inform Board of Directors as the Plan evolves or as Phases are completed.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
2020 Recovery Plan


CVB Special Board Meeting		7.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Consider and discuss the 2021 Budget;
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. Staff will create the 2021 Budget based on industry projections and insight from the Sales Advisory Committee. Due to the evolving nature of COVID 19, all budget plans and projections will often be reviewed and modified as needed. Visit The Woodlands will work diligently with The Woodlands Township regarding the 2021 Budget Process.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
CVB Financial Report Actuals Through December 2019


CVB Special Board Meeting		8.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and act upon 2020 budget matters and requests for immediate budget initiatives;
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 On April 18, 2020, at the Visit The Woodlands Board meeting, staff was directed to return in May with a Recovery Plan and list of immediate budget initiatives. As hotels, retail, restaurants and travel restrictions begin to slowly reopen it is imperative that the Visit The Woodlands response be focused on the safety of its visitors. During COVID response, usual processes and protocols have been modified as needed. Staff requests that budget initiatives of $10,000 and above be considered and approved jointly by Visit The Woodlands Chairman and President.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
No file(s) attached.


CVB Special Board Meeting		9.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and act upon The Woodlands Film Commission program and application;
BACKGROUND:
In 2009, The Woodlands Film Commission was created to encourage film production in The Woodlands. This industry has brought more than $1.2 billion dollars to Texas in the past ten years and the goal is to bring film production dollars to The Woodlands. Film makers look for the same amenities that travel planners value including our proximity to a major airport, first class hotels, dining and entertainment opportunities, in addition to a wide variety of potential filming locations. The Woodlands is already a desired location for major commercial productions. Sonia Guerrero of Visit The Woodlands attended the "Film Friendly Texas Workshop" in Galveston on March 3, 2020 and has been diligently working to develop a revised process and application. This workshop educates destinations on the best ways to work with the State of Texas Film Commission, latest best practices and is part of a three step process to acquire the Texas Film Friendly Designation. The Woodlands Area Film Commission has been a joint project of The Woodlands Area Chamber of Commerce, Visit The Woodlands and The Woodlands Township, and managed by The Woodlands Area Chamber of Commerce until January 2020. However, The Woodlands Area Chamber of Commerce has discontinued management of the Film Commission and staff of Visit The Woodlands and The Woodlands Township feel the need to continue the initiative and increase the awareness to generate new business under the management of Visit The Woodlands. An updated application and list of Frequently Asked Questions was prepared and presented for your review and approval. The application and FAQs sheet align with the Texas Film Commission Guidelines and have been reviewed by our attorney of record, The Strong Firm.
RECOMMENDATION
Approve application as presented and allow Visit The Woodlands staff to attain the Texas Film Friendly Designation for The Woodlands Township.

Attachments
2020 Commercial Filming Application- Draft
2020 Commercial Filming FAQs- Draft


CVB Special Board Meeting		10.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and act upon revisions to the Visit The Woodlands Tourism Development and Host Venue Application and process;
BACKGROUND:
Visit The Woodlands’ mission is “To establish The Woodlands, Texas as a beautiful, lively, and welcoming destination recognized regionally, nationally and internationally for first-class business, convention and leisure travel." In past years, Visit The Woodlands was authorized to sponsor community activities and events in and around The Woodlands for the purpose of promoting brand awareness and increasing visitors by generating overnight hotel room nights at properties within The Woodlands. In an effort to better align with the mission and vision of Visit The Woodlands as an economic generator focused on overnight hotel room usage, staff recommends adopting a more tourism industry recognized process by creating a Tourism Development Fund. A Tourism Development Fund is a strategic partnership between Visit The Woodlands and groups or events that generate hotel room usage. The Tourism Development and Host Venue Application would be focused on supporting multi-day events or groups that will draw hotel room nights. The process for application would be filling out an application via online portal. The Tourism Development and Host Venue Application and Criteria will be reviewed and amended periodically at the sole discretion of Visit The Woodlands Board of Directors to ensure applicants or events considered continue to align with Visit The Woodlands goals and objectives.
RECOMMENDATION
To be determined by Board of Directors

Attachments
No file(s) attached.


CVB Special Board Meeting		11.
Meeting Date:	05/20/2020

SUBJECT MATTER:
Receive, consider and act upon the Proclamation for National Travel and Tourism Week;
BACKGROUND:
The coronavirus (COVID-19) emergency is having an unprecedented impact on the travel industry and the entire economy. Now more than ever, the travel and tourism community must come together, support each other and remind our country that even through the most difficult times, the Spirit of Travel cannot be broken. Visit The Woodlands joins destinations across the U.S to designate May 3-9, 2020 as National Travel and Tourism Week. Travel and Tourism is important to the state of Texas and The Woodlands, the national theme for 2020 is “The Spirit of Hospitality”. Here are a few Travel & Tourism Stats specific to The Woodlands: Almost $380,000,000 in Visitor Spending 4,300 in Total Employment $34,600,000 in state and local tax revenue *Data courtesy of the 2019 Texas Travel Economic Impact Study conducted by the Office of the Governor, Economic Development & Tourism Visit The Woodlands will recognize National Travel and Tourism Week the whole month of May in a number of ways. Staff has created unique content for Facebook, Instagram and website. The Dining and Retails guides both encouraged supporting local businesses. Custom Zoom backgrounds, coloring pages, digital puzzles and recipes from area chefs were well received. The Woodlands also participated in the “Virtual Road Trip Across America” with the U.S. Travel Association.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
2020 Proclamation NTTW