Agenda


NOTICE OF AUGUST 19, 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 August 19, 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 June 17, 2020 Regular Board Meeting;

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

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

7.					Receive, consider and act upon updates to the 2020 Marketing and Sales Committees;

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, consider and act upon a Host Venue Agreement between Visit The Woodlands and The Woodlands Township;

12.					Receive, consider and act upon a Service Agreement between The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, and The Woodlands Township;

13.					President’s Report;

14.					Board Announcements;

15.					Agenda items for next meeting;

16.					Adjournment.

Dated at The Woodlands, Texas, the 14th day of August, 2020.

______________________________________________________
President of The Woodlands Convention & Visitors Bureau


CVB Regular Board Meeting
Meeting Date:	08/19/2020

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 August 19, 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: 810 7318 8838, then enter the pound sign “#” on your telephone keypad. These call in numbers are active for the August 19, 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:	08/19/2020

Information
SUBJECT MATTER:
Receive, consider and approve Minutes from June 17, 2020 Regular Board Meeting;
BACKGROUND:
See attachment.
RECOMMENDATION
Approve as presented.

Attachments
June 17, 2020 Visit The Woodlands Board Meeting Minutes


CVB Regular Board Meeting
Meeting Date:	08/19/2020

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

Attachments
June 2020 Visit The Woodlands Financial Report


CVB Regular Board Meeting
Meeting Date:	08/19/2020

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. Subsequently after this date, Visit The Woodlands, as the entire world, encountered the pandemic of COVID-19 and began to reduce expenses to accommodate for loss of business ahead. In May, the Board of Directors discussed the process but still due to COVID-19 and its impact in the travel industry, the Board did not proceed with a selection. However, the Board instructed staff to reach back out to the top staff selections and have these selections rebid their price. The Board of Directors will have a discussion at the August 19, 2020 meeting about how it wants to proceed in continuing at this time and if so, with which vendor.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
RFP Convention Center Expansion Study


CVB Regular Board Meeting
Meeting Date:	08/19/2020

Information
SUBJECT MATTER:
Receive, consider and act upon updates to the 2020 Marketing and Sales Committees;
BACKGROUND:
The Visit The Woodlands Board of Directors approved the creation of the Convention Sales Advisory Committee in 2019 to offer additional resources for the Sales team. The Marketing Committee is a longer standing committee. These committees meet quarterly and provides members updates on strategic initiatives, upcoming participation opportunities, input and suggestions on the travel and tradeshow schedule, and insight on future direction of the committee. These Committees play an integral part in any large initiatives being produced by the Sales and Marketing Departments and offers insight and advice where needed. To further position the Sales and Marketing Directors of Visit The Woodlands as leaders and authorities in their respective fields, it is also recommended that they serve as Chairpersons of their committee.
RECOMMENDATION
To approve the recommended members for the 2020 Sales Advisory & Marketing Committees as presented.

Attachments
Visit The Woodlands Marketing Committee Overview
Visit The Woodlands Sales Advisory Committee Overview


CVB Regular Board Meeting
Meeting Date:	08/19/2020

Information
SUBJECT MATTER:
Staff Initiative Reports;
BACKGROUND:
The Visit The Woodlands staff will present staff initiative reports at the August 19, 2020 Board meeting.
RECOMMENDATION
Approve as presented.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	08/19/2020

Information
SUBJECT MATTER:
Receive, consider and act upon a Host Venue Agreement between Visit The Woodlands and The Woodlands Township;
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, The Woodlands Township Board of Directors has asked Visit The Woodlands to be the primary contact for Host Venue Agreements on Township properties. The Woodlands Township has asked Visit The Woodlands to serve as the exclusive designated venue host for any event existing, held, or established within the boundaries of the Township properties and/or facilities owned and/or operated by the Township. These events have been determined to have a beneficial impact on the community of the Township as well as promoting tourism, travel to the area, and the hospitality industry in the Township. Visit The Woodlands Board of Directors will discuss, review and take next steps.
RECOMMENDATION
To be determined by Board of Directors.

Attachments
No file(s) attached.


CVB Regular Board Meeting
Meeting Date:	08/19/2020

Information
SUBJECT MATTER:
Receive, consider and act upon a Service Agreement between The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, and The Woodlands Township;
BACKGROUND:
As designated the official destination marketing organization of The Woodlands Township, Visit the Woodlands provides and oversees the following services to the Township to include, but not necessarily be limited to: Public relations campaigns to increase exposure of The Woodlands; Destination media buying and production, including television, radio, newspaper, web and other media outlets; Printing and production of destination marketing guide; International destination consulting and public relations; Coordination, marketing information and other resources to assist the tourism industry in The Woodlands so as to create, maintain and project an appealing image on behalf of the Township; Promote The Woodlands as a destination to meeting planners, business travelers, tour operators and individual visitors; Promote and advertise The Woodlands hotels, convention and meeting facilities, attractions, entertainment venues, restaurants, retail centers and other businesses and organizations that serve visitors; Assist visitors and tour planners in planning and developing tours of the Township, including suggested itineraries and overnight accommodations; Work with regional partners in promoting The Woodlands as a destination; Develop and support training initiatives for hospitality employees in The Woodlands; Promote and advertise the transportation services available within and to The Woodlands; and Venue Host services; Annually, The Woodlands Township and The Woodlands Convention & Visitors Bureau, known as Visit The Woodlands, enter into a Service Agreement. The Agreement outlines the services to be provided by each party and defines the Township’s funding requirements for the budget year. Visit The Woodlands Board of Directors will start the process of discussion, review and final document to be sent to The Woodlands Township Board of Directors this fall.
RECOMMENDATION
To be determined by the Board of Directors.

Attachments
No file(s) attached.