Agenda


NOTICE OF JUNE 17, 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 on June 17, 2020, at 11:30 a.m., via video conference 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 May 20, 2020 Special Board Meeting;

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

6.					Consider and discuss the 2021 Budget;

7.					Receive an update for the Visit The Woodlands website;

8.					Staff Initiative Reports;

9.					Recess to Executive Session to discuss matters relating to real property pursuant to §551.072, Texas Government Code; deliberation of economic development negotiations pursuant to §551.087, Texas Government Code; discuss personnel matters pursuant to §551.074, Texas Government Code; and to consult with the Corporation's attorney pursuant to §551.071, Texas Government Code;

10.					Reconvene in public session;

11.					Receive and consider matters regarding a Request for Proposal (RFP) to study potential advantages of expanding The Woodlands Township’s Convention Center;

12.					President’s Report;

13.					Board Announcements;

14.					Agenda items for next meeting;

15.					Adjournment.

Dated at The Woodlands, Texas, the 12th day of June, 2020.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	06/17/2020

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 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 interested parties to address the Board, the Visit The Woodlands 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 June17, 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: 839 9697 1563, then enter the pound sign “#” on your telephone keypad. These call in numbers are active for the June 17, 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:	06/17/2020

Information
SUBJECT MATTER:
Receive, consider and approve Minutes from May 20, 2020 Special Board Meeting;
BACKGROUND:
See attachment.
RECOMMENDATION
Approve as presented.

Attachments
May 20, 2020 Visit The Woodlands Board Meeting Minutes


CVB Regular Board Meeting
Meeting Date:	06/17/2020

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

Attachments
April 2020 Visit The Woodlands Financial Report


CVB Regular Board Meeting
Meeting Date:	06/17/2020

Information
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 Marketing and Sales Advisory Committees. Due to the evolving nature of COVID 19, all budget plans and projections will continuously 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
Visit The Woodlands Budget Summary - 2021 Plan Narrative


CVB Regular Board Meeting
Meeting Date:	06/17/2020

Information
SUBJECT MATTER:
Receive an update for the Visit The Woodlands website;
BACKGROUND:
Visit The Woodlands is charged with the responsibility of promoting The Woodlands as a destination for leisure, convention and business travel. Our 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. To help support this mission and with the approval and support of this board, Visit The Woodlands has launched its new website. As the organization's primary marketing tool, the website plays a key role in fulfilling both Visit The Woodlands' mission and goals. The new website offers a better user experience while also driving brand awareness, providing inspiration and encouraging more visitors to come to The Woodlands. This website has increased functionality for all markets and uses.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	06/17/2020

Information
SUBJECT MATTER:
Receive and consider matters regarding a Request for Proposal (RFP) to study potential advantages of expanding The Woodlands Township’s Convention Center;
BACKGROUND:
The Woodlands Waterway Hotel & Convention Center opened in 2001 along the scenic banks of The Woodlands Waterway and has since been a strong driver in corporate and convention meetings and leisure travel. In 2013, the Convention Center finished #1 in Marriott in North America for sales. As The Woodlands has continued to expand, the space remains the same as in 2001. The Convention Center has seen several groups outgrew the space and move to other locations. Additionally, new hotels and tens of thousands of square feet of office and retail development have led to more demand for The Woodlands for meetings and tourism. At the November 13, 2019 Board meeting, the Visit The Woodlands Board of Directors approved an RFP to study potential advantages of expanding The Woodlands Township's Convention Center. This RFP is at no cost to Visit The Woodlands. As detailed in the RFP, on January 13, 2020 a pre-RFP meeting was held at The Woodlands Waterway Marriott Hotel and Convention Center. Staff received eight (8) proposals from groups across the country before the due date on February 28, 2020.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
RFP Convention Center Expansion Study