Columbus, Georgia

Minutes of the Board of Commissioners Meeting

February 16, 2005



I. Call to Order



Mr. Colin Martin called the meeting to order at 8:00 a.m. Board members present

were: Lee Brantley, H.S. Guron, Veola Hymes, Jack Pezold, Carroll Calhoun,

Scott Russmeyer and James McMullen.



Board members who were absent included Brian Plemmons, Col. Roy Plummer,

Mayor Bob Poydasheff and Virgil Thompson.



Ex-officio members present were: Isaiah Hugley, Lisa Collins, Janice Davis and

Ed Wilson.



Ex-officio members who were absent included Otis Burnham, Larry Campbell,

Dale Hester, Burnie Quick and Mike Gaymon.



Special guests were Perrin Trotter with The Springer Opera House representing

the Cultural Arts Alliance and Michael Dunbar with the Columbus Chamber of

Commerce.



CCVB staff members present were Peter Bowden and Linda Olvera.



II. Special Presentations



Cultural Arts Alliance



Mr. Perrin Trotter gave a presentation to the Board explaining the mission and

history of the Cultural Arts Alliance. Information was given as to the

procedures that are followed in awarding grants to various agencies in the

Columbus area and the follow-up status reports as to how the grants were used.



Sales Reports



Copies of the January 2005 report were given to each Board member. Mr. Bowden

instructed the members on how to read the report. Jack Pezold asked that a

comparison of the same month last year be included each month in the report.







III. Approval of Minutes



Mrs. Veola Hymes presented the minutes of the January 16th meeting to the Board

for approval. Mrs. Hymes made a motion that they be accepted. Mr. H.S. Guron

seconded the motion, a vote was taken and the motion passed.







IV. Treasure?s Report



Mr. James McMullen presented the profit & loss statement for the month of

January to the Board. The CCVB was billed for October, November and December

advertising from Basset & Becker which were expensed on the January statement

Mrs. Olvera informed the Board. She also explained to the Board the columns on

the financial statement, monthly actual, monthly budget, ytd actual, ytd budget

and the actual for the same month in 2004. Mr. McMullen made a motion to

accept the financial statement as presented. Mrs. Hymes seconded the motion, a

vote was taken and the motion passed.



V. Old Business



Personal Policy-Expense Reporting



Colin Martin asked that the Executive Board approve the change in the policy by

adding a dollar amount for the expenditure, $50.00 per event. Lee Brantley

made a motion that the change be approved. Mrs. Hymes seconded the motion, a

vote was

taken, and the motion passed.



Funding Agreement



Colin Martin and Peter Bowden met with Isaiah Hugley to discuss the contract

between the CVB and the City of Columbus. The original contract was for one

year signed in 1999 with no provision for renewal. It included a termination

clause of 30 days notice by either party and the monies the CCVB provides the

Sports Council and the Cultural Arts Alliance was a verbal agreement between a

previous Director of the CCVB and a previous City Manager. Ed Sprouse, the

CCVB attorney, is currently working on updating the language of the

contract.





VI. New Business



The CCVB 2006 Budget



The proposed budget for FY 2006 was included in the meeting packet for the

Board members. The budget sheet includes the proposed FY 2006 budget, the FY

2005 budget and the estimated actual figures for FY 2005. Peter Bowden told

the Board that the CCVB is anticipating a 4% growth for 2006, giving the CCVB a

1.3 million dollar budget. We plan a very aggressive advertising plan and the

sales department will be attending an increased number of trade shows and

memberships in the coming year. Lee Brantley questioned the excess funds in

the checking account and Peter Bowden replied that the CCVB would be investing

the excess in an additional CD in the near future so a reserve will be

available if the 4% increase is not realized.

The goal is to have 90 days operating funds in reserve. An investment in a new

van is also being considered. Colin Martin called for a motion to approve the

budget.

Lee Brantley seconded the motion; a vote was taken and the motion passed.



Personnel Policy



At the present time, there is not a requested change in the disciplinary

grievance procedure, but has been brought up for review by the Board. Colin

Martin told the members that the policy was in line with the City?s. It was

suggested that the policy manuel be reviewed by the City attorney and human

resources department. Peter Bowden welcomed the suggestion and will act upon

it.



Task Force Update



Colin Martin requested that the various task force committees set meeting

schedules and present them Peter Bowden.



Tourism Day at the Capitol



The CCVB received thank you notes from Debbie Buckner, Ron Stevens and Ed

Harbison for our participation in the event held in Atlanta. The CCVB

presented all key legislature members representing our area with gift

baskets.









VII. Adjournment



The meeting was adjourned at 8:45 a.m.