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Meeting Minutes for July 2611Las Vegas Territory
Board of Directors Meeting Hard Rock Café on the Strip July 26, 2011
The meeting was called to order by Teri Laursen, Chairman at 10:10AM Attending: Bernadette Anthony, Annette “Sunny” Barkeley, Barry Berlin, Janet Denton (LVCVA), Charlene Ham, Jan Johnson, Gloria Kritzler, Teri Laursen, Connie Mancillas (NCOT), Joni Moss and Tara Sargent.
Absent: None
Minutes: Jan Johnson, Secretary reported that the July 2011 Board Meeting Minutes and Member Meeting minutes had been supplied to all Board members, outgoing and incoming by email. The minutes were moved for acceptance by Barry Berlin and seconded by Joni Moss with unanimous acceptance.
Board Positions: Teri Laursen
Treasurer: Sunny Barkley- New post office box: Las Vegas Territory P.O. Box 9101 W. Sahara Ave. Suite 105-Ell Las Vegas, NV 89117 Marketing- Bernadette Anthony-Charities continually request support and donations from LVT. Due to the fundraising needs of Las Vegas Territory the organization will not provide support for charities that do not financially support the Scholarship Fund for Valley High School and CSN. Jan moved on the policy, with Bernadette seconding, all board members were in favor. Mixer: Charlene Ham-A mixer is possible at Lake Las Vegas at Ravella and Montelago Village either September 4th or 11th. Charlene will advise. Grant Submissions/Ideas: NCOT Grants are due 9/15. Grants to be submitted are an administrative grant, a Shop Las Vegas grant including all Clark County, which would include Laughlin and Primm Outlets. A web site grant will be submitted to further improve the site, promotion, marketing and tracking. Programs & Speakers: Barry Berlin The Board expressed concern that better communications and follow through be focused on future speakers. An effort will be made to improve speakers with assistance of entire Board. Speaker information form sent to Barry several times by Charlene.
August 23, 2011 Place: Cashman-Breakfast Program: Social Media with speaker Jodie Rocco, Director of Marketing, Social Media and Public Relations for What’s On, the Las Vegas Guide and Highway Radio. Gloria Kritzler, LVT Web site Director, will also update the membership on the LVT site and Facebook Member Spotlight: Jennifer Mulder, Associate Publisher, Meeting Planner Resources
September 27, 2011 Place: Cashman-Breakfast Program: TBD Member Spotlight: Gloria Kritzler, Grand Canyon Tour and Travel
Future speakers, Trip Advisors, Mobile/Smart Phone technology,
LVT Board of Directors Meeting Minutes –Page 3
Smith Center, Mob Museum, Symphony Park, tour operator panel, FAMS, NV State Museum, Nikki Beach (January)
October 25, 2011 TBD-Trunk or Treat Member Spotlight: Brina Marcus-Bootleg Canyon Flightline
November 15, 2011 TBD-Fundraiser Luncheon Member Spotlight: Donna Cutler-Fancy Me Gifts
December-No meeting-Governor’s Conference on Tourism, Nov 29-30, Rio
Connie Mancillas -Nevada Commission on Tourism-Asked to confirm if there will be a Hospitality Suite at Governor’s Conference and will LVT Members be invited. Four FAMS for NTA, six FAMS for GOWEST, February. Connie volunteered to speak with David on FAMS at meeting.
Janet Denton-LVCVA-There is a new, improved website for consumers, which includes a content management system feeding Laughlin, Mesquite and Visitlasvegas.com. Includes planning tools, itineraries, links-How To Vegas.
Marketing Joni Moss-Bernadette Anthony
Jay Hoey a ) Storage-Minimal materials on premise. Moved. Contract cancelled.
LVT Board of Directors Meeting Minutes Speakers Bureau: Joni- The Speakers Bureau is set to operate in the Fall.
Website- Gloria Kritzler- Will add a section on charities seeking donation assistance on the website. Moved to a vote by Gloria, seconded by Tara Sargent, Board approved unanimously. Gloria requested print template from Joni to assist her in finalizing coupon template.
Meeting adjourned By Teri Laursen, Chairman 11:50AM
Respectfully Submitted: Jan Johnson, Secretary
LAS VEGAS TERRITORY BOARD OF DIRECTORS JOB DESCRIPTIONS For Executive Board and Directors 2011-13
CHAIR: • Is responsible for meeting agendas. • Oversees the all aspects of LV Territory Board. • Attends appointment shows on behalf of the LV Territory. • Serves on Territory Advisory Committee on behalf of the LV Territory. • Is responsible for all LV Territory business. • Attends Territory Advisory Committee meetings quarterly. • Ensures LV Territory bylaws are honored.
IMMEDIATE PAST CHAIR: • Serves as an advisor to the Board with voting privileges • Oversees special projects and assignments • Acts as board liaison to special committees
VICE-CHAIR: • Acts as parliamentarian at all meetings • Serves as Chair in absence of Chair • Oversees special projects • Assumes secretary position in the absence of the secretary • Works closely with Chair for agenda development, etc.
SECRETARY: • Records minutes at monthly general membership meetings • Sends approved minutes to website director via email within one week of business meeting • Sends copies of minutes to board within one week of the meeting • Maintains master file of all minutes, supporting reports, records and other information • Sends out monthly notices of upcoming membership meetings and other correspondence required by the Chair • Provides monthly announcement to Website Director for inclusion on website • Sends out other correspondence as needed
TREASURER: • Maintains records of all bank transactions • Deposits checks received monthly • Provides a copy of monthly treasurer’s report to board • Reports to membership at general membership monthly meeting • Tracks all grant reimbursements • Provides necessary forms for reimbursements • Supervises any requested or required audits • Provides copies of new member applications to Membership Director
MEMBERSHIP DIRECTOR: • Receives and processes all membership applications • Updates membership roster monthly including changes to the website • Organizes all membership drives • Updates membership applications • Provides welcome packets to all new members. Welcome packets could include: List of upcoming meetings, membership roster, welcome letter, minutes from previous meeting, copy of by-laws, roster of board, and benefits of membership • Announces all new members at monthly meetings • Organizes monthly member spotlight • Manages check-in and brings most current roster • Provides change forms, membership applications, rosters, and all other materials needed at check-in • Follows up on all guests at monthly meetings for membership recruitment
HOSPITALITY/EVENTS DIRECTOR: • Welcomes members and guests • Turns business cards over to Membership Director for later follow-up • Organizes raffle drawings for monthly meetings including obtaining gifts, business cards, raffle tickets when necessary, etc. • Orchestrates any ice-breakers or interactive activities • Organizes all other events including mixers, show nights, etc. • Encourages interaction between board members and members • Provides all materials necessary for check-in (i.e. pens, nametags, etc.) • Provides LV Territory brochures and signage for reference table
PROGRAM/SITE DIRECTOR: • Secures speakers and locations for meetings up to four months in advance if possible • Provides Marketing Director with speaker, location. Bio, and program outline 45 days prior to meeting so press releases can go out • Contacts site/location with needs of speaker (i.e. microphone, A/V equipment) • Notifies Janet Denton/LVCVA Advisor with dates needed for Cashman venue • Provides speakers with information regarding the LV Territory prior to the meeting so the topic is appropriate for the membership • Controls the length of time the speaker is addressing the members • Sends speaker thank you note within one week after the meeting • Introduces the speaker using bio • Ensures each location is equipped with a microphone at podium, wireless microphone (if possible), check-in table, table for collateral, and enough seating to accommodate guests
MARKETING DIRECTOR: • Sends out timely press releases regarding upcoming meetings and events • Sends out other press releases relative to LV Territory business • Encourages members to bring collateral for reference table • Sends meeting information to any public calendars for publicity • Writes and manages any grants relative to marketing materials • Submits promptly all reimbursement forms regarding marketing grants • Creates of all collateral pieces determined necessary by the Board including the reprinting of the brochure
WEBSITE DIRECTOR: • Maintains website and provides traffic report at monthly meetings • Monitors placement on search engines • Makes recommendations to board for website enhancements, improvements, and upgrades • Writes and manages any grants relative to website development • Posts meeting minutes and notices
TRADESHOW DIRECTOR: • Develops calendar of tradeshows • Notifies members of tradeshows following tradeshow guidelines • Notifies members of selection for tradeshow participation • Provides members with tradeshow leads generated at tradeshow within two weeks of show • Determines eligibility of member participation according to guidelines • Provides a written evaluation of each tradeshow outlining number in attendance, leads generated, number of booths, etc. with a recommendation to the board about future participation in the same show • Handles all aspects of registration for tradeshows • Writes and manages any grants relative to tradeshows • Submits promptly all reimbursement forms regarding tradeshow participation • Coordinates the delivery of all tradeshow collateral including banners, displays, member brochures, etc. to tradeshow • Selects an easily accessible storage unit for all LV Territory supplies
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