meeting agenda visit yolo board of directors meeting (9:00 … · meeting agenda visit yolo board...

MEETINGAGENDA

VisitYoloBoardofDirectorsMeetingDate/Time:December7,2017||9AM

Location:ParkWinters,27850CountyRoad26,Winters,CA95694

1. CalltoorderbyReedYoumans;Introductions(9:00am)

2. PublicComment:Publiccommentsonitemsnotlistedontheagenda(9:05am)CONSENTCALENDAR

3. ApproveminutesfromNovember2,2017meeting(Attachment3-A)(9:10am)REGULARCALENDAR

4. ApprovebookkeeperandCPAcontractwithCarbahal&Company(9:10am)a. Staffreport(Attachment4-A)

5. Receiveandfilemonthlyfinancialreport(9:15am)

a. Octoberfinancialstatements(Attachment5-A)

6. Approve2017-18VisitYolobudget(9:25am)a. Staffreport(Attachment6-A)b. Proposed2017-18VisitYolobudget(Attachment6-B)

7. Approvetimelineforstrategicplandevelopment,2018-19budget,andExecutive

Directorrecruitment(9:35am)a. Staffreport(Attachment7-A)b. Timeline(Attachment7-B)

8. Approvesurveyquestionsforstrategicplaninput(9:45am)

a. Surveyquestions(Attachment8-A)

9. Approveadditionalrecommendedfinancialpoliciesandproceduresa. Staffreport(Attachment9-A)(9:55am)

10. ClosedSession(10:00am)

a. Conferencewithlegalcounsel–Anticipatedlitigation.i. InitiationoflitigationpursuanttoSection54956.9(d)(4):1potentialcase

11. AppointStrategicPlanSubcommitteeandapprovescopeandterm(10:25am)

YoloCountyVisitorsBureau•132ESt.Suite200,DavisCA95616•(530)297-1900•www.visityolo.com

a. Staffreport(Attachment11-A)

12. RatifyHumanResourcesSubcommitteemembershipandapproveupdatedscopeandterm(10:30am)


13. AuthorizethePresidentandSecretarytointerviewcandidatesandapproveacontractwithanattorney(10:35am)


14. AuthorizethePresidentandSecretarytointerviewcandidatesandapproveacontractwithahumanresourcesconsultant(10:40am)


15. Ratifyprioritizationoffinancialrecommendations(10:45am)a. Proposedprioritizationofrecommendations(Attachment15-A)

16. RatifyVisitYolomission&visionstatements(10:50am)


17. ReceiveupdateonVisitYolo’scurrentprojects(10:55am)a. Staffreport(Attachment17-A)

18. Discussionfrommembersonupcomingeventsornewsfromtheirjurisdiction

ADJOURNMENT

Nextmeeting:January18th,2018

1

VisitYolo•132ESt.,Suite200,DavisCA95616•(530)297-1900•www.yolocvb.org

Yolo County Visitors Bureau Minutes of the Board of Directors

November 2, 2017 University Park Inn & Suites, Davis

Board Members Present: Al Eby Wayne Ginsburg Carrie Green Chris Hart Maria Lara Randii MacNear Tracy Rios Dan Flynn

Absent: Christy Hayes Vinod Patel Reed Youmans

Staff Tiffany Dozier Mo Stoycoff

Ex Officio: Ken Hiatt, City of Woodland Diane Parro, City of Davis Alex Tengolics, Yolo County

Guests: Petrea Marchand, Consero Solutions Gabrielle Fuerst, Consero Solutions Richard Nitzkowski, CPA

Call to Order: 9:05 a.m.

Public Comments: N/A

Approval of Minutes from October 5, 2017 meeting, motion passed.

Ratify Financial Management Recommendations from Consero Solutions • The board reviewed list of recommendations from Consero Solutions and provided the

following direction:o The 2018-19 budget will be created in concert with the strategic plan.o Consero will put the recommendations in priority order in the formal policies and

procedures.o Chris Hart brought up a likely concern that reserve funds are holding back marketing

dollars. The board agreed that, while the reserve account keeps program revenue frombeing spent, it is a necessary safeguard against economic changes and ensures continuityof service in case of emergencies. Staff will research what other DMOs keep in reserve.

o Staff is directed to begin tracking their time, which allows budget adjustments to bebased on real data. It typically takes a minimum of 15 minutes per day for staff to tracktime. Al Eby asked who would be monitoring the time tracking, and Petrea Marchandreplied that it would be the Executive Director’s responsibility. Randii MacNear stressedthat it’s important to look at the whole year’s data since programs fluctuate throughout.

o Motion passed to ratify “No Regrets” actions in the Consero Solutionsrecommendations.

o Motion passed to approve Proposed Actions in Consero Solutions recommendations.

Financial Report (Richard Nitzkowski, CPA) • CPA Rich Nitzkowski presented financial reports to the board.• Nitzkowski invited feedback on what the board wants to see in the reports.• The financials will be changing from cash to accrual, which is the proper way so that income is

only recorded when it is received.• Nitzkowski is working on investigating outstanding checks and changing classifications so an

apples-to-apples comparison can be made for the last two years.• Fund balance is higher than allocated in the budget but fixed assets should be removed because

they are mostly depreciated by now.

Attachment 3-A

http://www.yolocvb.org

2


• Nitzkowski stressed that he reports to the Board of Directors and not the staff. He will report at meetings quarterly or on an as-needed basis

• The future Executive Director will work with the CPA on the financials so that he or she can report on them at each meeting.

• Financials will include bank statements in the future. • Motion passed to approve financials.

Review of Proposed 2017-18 Budget

• Petrea Marchand presented the 2017-18 budget for input. Board action is to be taken at the December meeting to approve the budget.

• The fund balance is higher than allocated. Marchand recommends putting most of that into the contingency fund.

• Contingency versus reserve was discussed. The board reserves the right to change the percentages being allocated to these two categories in future budget years. For example, once a healthy reserve is built up, the board may opt to reduce that allocation.

• Chris Hart asked what would happen if Visit Yolo no longer existed. Diane Parro responded that the TBID must be returned to the hotels, as per the management district plan [Article 1, Item 36671 of the Streets and Highways Code].

• Motion passed to postpone the 2018 Taste of Yolo festival. • Concerns were raised about the potential for the event to generate hotel nights. Staff will create

a timeline for deciding whether Taste of Yolo will resume in 2019 in a different form. Since Taste of Yolo is intended to be self-funded, the decision is not contingent upon the adoption of the 2018-19 budget. Staff will research this subject and present the timeline at the December meeting.

• Alex Tengolics announced that the additional audit the county had instructed Visit Yolo to conduct is now deemed unnecessary because the existing forensic audit covered a more extensive time period than originally thought.

• Tracy Rios asked if salaries were reflective of the staff taking on Executive Director responsibilities or if these were their regular salaries. Ms. Marchand responded that these were regular employee costs, including health benefits and payroll taxes. Ms. Rios stated that they seem excessive and asked that these be revisited. The next phase of Consero Solutions consulting work is human resources, which will include salary research. Any discussion of salaries can be had in closed session per the Brown Act. Randii MacNear reminded the board that it is an Executive Director’s responsibility to manage staff salaries, not the Board of Directors.

• The City of Davis will begin receiving TOT from Airbnb but not the assessment so there will be no increase to Visit Yolo’s budget.

• Carrie Green believes the budget line item for a new website is too high. Tiffany Dozier replied that this was the average for a website that meets the industry standard for DMO sites. She reminded the board that the previous director tried to redesign the website on the cheap twice before, with poor results. Al Eby asked what is meant by “industry standard.” Staff will include an explanation in the RFP and present this at the next board meeting, prior to budget approval.

• Carrie Green announced that, because of the downtown inn Abbey House, Winters is contributing to the TBID. The amount is estimated to be $1,500. Staff will add this estimate into the budgeted revenue.

• Since the 2017-18 budget will be voted on in December, Marchand recommends that board members who need further information be briefed by staff individually as necessary.

• Next Steps: Staff will revise budget according to the input provided by the board and bring it to the Finance Committee for review.


3


Consero Solutions Contract Update • Petrea Marchand updated the board on the Consero contract, including that about 2/3 of the

work to evaluate Visit Yolo’s financial policies and procedures is complete. • The biggest remaining tasks related to financial policies and procedures are development of the

2018-19 budget process and 2018-19 budget. Visit Yolo staff and Consero will work together to implement the financial recommendations over the coming weeks.

• Consero will switch focus to HR and governance tasks next.

Website Maintenance Contract • Staff requested that they execute monthly contract with Abaton Consulting for website status

quo maintenance until a new site is designed. The website’s current administrator is closing business as of November 1.

• Motion passed with one abstention.

Visit Yolo Participation in Restaurant Week • Staff requested authorization to participate once again in the Visit California Restaurant Week

marketing campaign. • Motion failed with 3 yes votes, 2 no votes and 2 abstentions.

Finance Subcommittee Scope and Term

• Board was asked to approve the formation, scope of work and term of the Finance Subcommittee.

• Members are Reed Youmans, Maria Lara and Al Eby. • Scope of work is to review and make recommendations on 2017-18 and 2018-19 budgets,

provide oversight to current year’s budget implementation and development of board recommendations to improve financial management.

• Term ends June 30, 2018. • Motion passed to approve Finance Subcommittee scope and term.

Update on Bylaws statement about the responsibilities of board officers in the absence of an Executive Director

• Board reviewed and acknowledged the following text from the bylaws: “If there is no Executive Director, the President of the Board shall also be the Chief Executive Officer and shall have the powers and duties of the Executive Director of the corporation prescribed by these Bylaws.”

• The board also acknowledged that -in the absence of both an Executive Director and the President of the Board- those duties fall upon the Secretary of the Board.

Approve new board meeting calendar

• Staff presented the 2018 board meeting schedule, changing the meetings from the first Thursday to the third Thursday of every month.

• Motion passed to approve the 2018 board meeting schedule. News from the Communities - Deferred Adjourn – 11:05 am

Next meeting: December 7, Park Winters, Yolo County


Attachment4-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: ApprovebookkeeperandCPAcontractwithCarbahal&CompanyDate: December7,2017REQUESTEDACTION:ApprovebookkeeperandCPAcontractwithCarbahal&CompanyBACKGROUND:DuetoVisitYolo’srestructuring,staffdecidedtohireaCPAthatalsoofferstheabilitytoprovidebookkeepingservices,toallowforconsistencyamongallfinancials.VisitYoloreceivedthreebids(outlinedbelow)inresponsetothescopeofworkThescopeofworkincludesreconcilingcheckingaccountsandpayrollrecords,recordingincomeandexpenses,preparingchecks,andpreparingmonthlyfinancialstatements.VisitYolostaffrecommendsapprovingacontractwithCarbahal&Company,asDavisCPAwithdrewtheirapplicationandasVisitYolopreferstoenteracontractwithabookkeeperthatalsooffersCPAservices.Summaryofproposals:

• Carbahal&CompanyoffersbothCPAandbookkeepingservices.Theproposaloutlines$65perhourforbookkeepingservices,$145perhourforsupervisoryservices,and$145perhourforQuickbooksOnlinesetup.

• LaneSuarezonlyoffersbookkeepingservices.Theproposaloutlines$150per

monthforcheckingaccountreconciliationandproducingmonthlyfinancial

reports.Inaddition,theproposaloutlines$75permonthforcompletingmonthlypayrollservicesand$100initialsetupofQuickbooksOnline.

• DavisCPAoffersbothCPAandbookkeepingservices.Theproposaloutlines$360permonthforaccountingandadvisoryservices,$105permonthpayrollservices.

Attachment 5-A

ATTACHMENT6-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: Approvefinal2017-18VisitYoloBudgetDate: December7,2017REQUESTEDACTION:Approvefinal2017-18VisitYoloBudgetBACKGROUND:

1. Inaccordancewiththeboard-approvedbudgettimeline,staffworkedwithConseroSolutionstodeveloptheproposed2017-18budget.

2. TheCity/CountyStaffWorkingGroupandtheFinanceSubcommitteereviewed

andrevisedthebudget.

3. TheBoardofDirectorsreviewedandprovidedinputonthebudgetattheNovember2017boardmeeting.

4. Staffrevisedthebudget,incorporatingthedirectivesfromtheNovember2017meeting.

5. TheCity/CountyStaffWorkingGroupandtheFinanceSubcommitteereviewed

andrevisedthefinalbudget.VisitYolomadethefollowingchangesmadetothebudgetaftertheNovember2,2017BoardofDirectorsmeeting.ThesechangeswerenotdiscussedattheNovemberBoardofDirectorsmeeting,butwerediscussedwiththeCity/CountyWorkingGroup:

• $10,000increaseforhumanresourcesconsultantfromcontingency

• $5,000increaseforattorneyfromcontingency

• Adjustmentofstaffbenefitcostsbasedonrecalculationofcurrenthealthbenefits

• Increaseoflocaldestinationmarketingfundsforeachjurisdictionbasedondecreasedstaffcosts

VisitYolostaffrequeststhattheBoardofDirectorsofficiallyadoptthe2017-18budgetattheDecember2017BoardofDirectorsmeeting.

ATTACHMENT6-B:VisitYolo2017-18Budget

PROPOSED 2017-18 VISIT YOLO BUDGET

Last updated 11/30/17 1

REVENUE

TBID Revenue for First 3 Quarters1 2017-18Davis $226,455Woodland $238,469Winters $1,125Yolo County $31,000TOTAL TBID REVENUE $497,049

TBID Required Allocations2 Percent Revenue Proposed 2017-18 Allocation

Local Destination Marketing 40% $198,820

Marketing and Public Relations3 30% $149,115Administration 15% $74,557Contingency 5% $24,852Reserve 10% $49,705TOTAL TBID REVENUE $497,049

Local Destination Marketing (40% of TBID Revenue)% Total TBID

Revenue 2017-18 Amount

Davis 45.6% $90,582Woodland 48.0% $95,388Winters 0.2% $450Yolo County 6.2% $12,400TOTAL LOCAL DESTINATION MARKETING REVENUE 100% $198,820

Winters City and Chamber Revenue $8,4502016-17 Remaining Funds $193,232Other Revenue: Map ads $1,000Other Revenue: Davis Arts Grants $7,500TBID Revenue $497,049TOTAL REVENUE $707,231

Visit YoloFY 2017-18 Proposed Budget

Attachment 6-B



EXPENSES Local Destination Marketing

City of Davis

RevenueOther Revenue: Davis Art Grants $7,500TBID Revenue $90,582

TOTAL $98,082Expenses

Event Sponsorships ($7500 committed so far) $10,000Davis art grants $7,500Conferences & Events Marketing & Development $0Marketing $47,058

Print and Sign Advertising $10,000.00Social Media Advertising $11,814.00Digital Advertising $10,244.00Online Content $7,000.00Website Design $0.00Video Production / Photography $5,000.00Restaurant Week $0.00Media Relations

FAM Tours $1,000.00Outreach $2,000.00

Publications $1,500Map/Guide Printing and Design $1,500.00Map/Guide Distribution $0.00Bicycle Map $0.00Art Guide $0.00

Arts Alliance Davis $100Davis Chamber of Commerce Dues $120Davis Downtown Business Association Dues $100Mileage and Expenses $250Staff Time $31,454

TOTAL $98,082NET INCOME $0

City of WoodlandTBID Revenue $95,388Expenses

Event Sponsorships $11,878Conferences & Events Marketing & Development $0Marketing $52,033

Print and Sign AdvertisingBillboard $16,425.00

Social Media Advertising $7,811.00Digital Advertising

Digital Airport Signs $13,797.00Website Design $0.00

Video Production / Photography $5,000.00Media Relations

FAM Tours $0.00Outreach $0.00

Restaurant Week $0.00Online Content

Visit Woodland $9,000.00Visit Yolo: Woodland Content $0.00



Map/Guide Printing and Design $1,500Map/Guide Distribution $0Woodland Chamber of Commerce Dues $100Woodland Downtown Business Association $100Mileage and Expenses $250Staff Time $29,527


City of WintersWinters City and Chamber Revenue $8,450Winters TBID $450


Event Sponsorships $1,000Marketing $790

Print and Sign Advertising $0.00Social Media Advertising $790.00Digital Advertising $0.00Video Production / Photography $0.00Online Content $0.00Restaurant Week $0.00Highway 128 Campaign $0.00Media Relations

FAM Tours $0.00Outreach $0.00

Map/Guide Printing and Design $1,500Map/Guide Distribution $0Winters Chamber of Commerce Dues $100Mileage and Expenses $275Staff Time $5,235


Yolo CountyTBID Revenue $12,400Expenses

Event Sponsorships $0Marketing $6,744

Social Media Advertising $3,994.00Website Design $0.00Sunflower Campaign $1,250.00Yolo Guide $1,500.00Art Guide to Yolo Co. $0.00

Esparto Chamber Dues $100Mileage and Expenses $287Staff Time $5,269


Marketing and Public RelationsRevenue

Other Revenue: Map Ads $1,000Allocation of 16-17 Remaining Funds $19,662TBID Revenue $149,115


Event Sponsorships $02019 Taste of Yolo Expenses (excluding staff time) $2,500Conferences & Events Marketing & Development $0Film Location Services & Marketing $0



Marketing $74,587Print and Sign Advertising $9,400.00Social Media Advertising $6,507.00Digital Advertising $1,630.00Online Content $0.00Online Event Calendar $5,500.00Website Design $40,000.00Website Maintenance $3,500.00Email Marketing $600.00Video Production / Photography $0.00Media Relations

FAM Tours $0.00Press Database $850.00Outreach $0.00

Special CampaignsNew Website Launch Campaign $0.00Restaurant Week $1,250.00New Campaigns $0.00

Promotion of Hotel Packages $0.00Consumer Events

Sunset Celebration Weekend $0.00Bay Area Travel & Adventure Show4 $4,800.00Sacramento Farm to Fork Festival4 $550.00

Publications $1,500Beer Guide (for 2018-19) $0.00Wine Guide $1,500.00Map/Guide Distribution $0.00

Visitor Center (50% of rent & utilities)5 $16,640Visitor Services

Wayfinding $0.00Visitor Research $0.00

Industry Relations $1,200DMA West Dues $600.00Central Valley Tourism Association Dues $600.00California Travel Association Dues $0.00

Professional Development $0DMA West Tech Summit $0.00DMA West Education Summit $0.00DMA West Leadership Forum $0.00The Special Event Conference $0.00CalFest Convention $0.00Meeting Professionals International Fee $0.00Social Media Conference $0.00Wine Tourism Marketing Conference $0.00California Festival/Events Association Dues $0.00

Mileage and Expenses $300Staff Time $73,050


Administration (15%)Revenue

TBID Revenue $74,557Allocation of 2016-17 Remaining Funds $128,541

TOTAL $203,098

CPA/Bookkeeping $8,441Bank Fees $450



Liability Insurance $5,094

Visitor Center Rent and Utilities (50%)5 $16,640Parking $480Security $520Property Tax $80Storage Space $2,220Computers/Phone $12,144

Computer/Phone Equipment $1,904.00Cel Phone Stipend $940.00Software Licenses $900.00Computer Maintenance & Repair $600.00I.T. Support $4,000.00Internet/Telephone Provider $3,800.00

Postage & Shipping $2,100Office Furnishings and Supplies $2,100Legal Services $36,150

Balance due to Civitas for TBIDMP $6,150.00Legal Services $20,000.00Standard Legal Consultation $10,000.00

Financial Audit $7,000Annual Audit6 $7,500Human Resources Consultant $15,000Governance Consultant $49,000Staff Time (including Board Policies and Procedures) $38,180


Contingency (5% of TBID + allocation of 2016-17 remaining funds) $69,881

Reserve7

Reserve (10% of TBID) $49,705

TOTAL EXPENSES8 $707,231

TOTAL REVENUE $707,231NET INCOME $0

Footnotes:

1TBID 2017-18 revenue assumes the same level of revenue as 2016-17, but adjusted to reflect the addition of County revenue and the increase to 2% for the City of Woodland. The City of Winters revenue is being received for the first time in 2017-18, and is therefore is not based on any previous years' revenues. This budget only assumes three quarters of revenue because fourth quarter revenue is not received until after the close of the fiscal year and is therefore not available for expenditure. 2Expenditure of the 2016-17 fund balance is not subject to the TBID 40-40-20 allocation because the cities collected the funds prior to the establishment of TBID.3The approved TBID Management District Plan has a allocation of 40% for marketing and public relations. Per the Plan, Yolo County and Visit Yolo can agree to move up to 15% of of the total budget to another category without amending the Plan. Since Visit Yolo does not have a reserve, Consero Solutions recommends moving 10% from Marketing & Public Relations to Contingency/Reserve for one year only to increase the total amount available for Contingency/Reserve to 15%.

8Visit Yolo has spent approximately $85,995.39 as of September 30, 2017.

5Rent for the Visitor Center is $25,000 and utilities are $8,000 per year.6This audit will provide an assessment of the first year of TBID operation for the Visit Yolo Board and the County of Yolo.

7According to Consero Solutions, Visit Yolo should maintain a reserve of between 5% and 15% of the total budget. 5% is approximately $40,000 and 10% is approximately $80,000. The proposed reserve is about 7% of the total budget.

4These two consumer events have been expended. The Farm to Fork Festival was in September and the Bay Area Travel & Adventure is prepaid for the upcoming February event. Registration was $3,170. The remaining is for travel & lodging that has not yet been expended. Staff attempted to obtain a refund for the registration fee and was unable to do so.

VISIT YOLO ANNUAL BUDGET

Staff Time Allocation

Staff Time Allocation

Total Cost Administration Marketing and Public Relations

Local Destination Marketing: Davis

Local Destination Marketing: Woodland

Winters Local Desitnation

Marketing (not TBID)

Local Destination Marketing: County

Executive Director $26,187.89 23% $6,023.21 20% $5,237.58 25% $6,546.97 25% $6,546.97 4% $1,047.52 3% $785.64

PR & Communications Director $70,990.17 20% $14,198.03 38% $26,976.26 17% $12,068.33 17% $12,068.33 5% $3,549.51 3% $2,129.71

Events & Marketing Manager $64,259.08 20% $12,851.82 46% $29,559.18 17% $10,924.04 14% $8,996.27 0% $0.00 3% $1,927.77

Admin Assistant, P/T $21,277.50 24% $5,106.60 53% $11,277.08 9% $1,914.98 9% $1,914.98 3% $638.33 2% $425.55

$182,714.64 $38,179.66 $73,050.09 $31,454.32 $29,526.55 $5,235.35 $5,268.66

Staff Time Adjustments/Assumptions

⦁ Assumes 3 months of an Executive Director position and an April 1 date start date (based on $85k/year salary plus benefits for a total of $100,860)

Staff Cost BreakdownSalary Payroll Taxes Payroll Service Workers Comp Health Benefits Total

Executive Director (3 mo.) $21,250.00 16% $3,400.00 $137.50 $260.00 $1,140.39 $26,187.89PR & Communications Director $60,000.00 16% $9,600.00 $137.50 $260.00 $992.67 $70,990.17Events & Marketing Manager $53,000.00 16% $8,480.00 $137.50 $260.00 $2,381.58 $64,259.08Admin Assistant, P/T $18,000.00 16% $2,880.00 $137.50 $260.00 $0.00 $21,277.50

$152,250.00 $24,360.00 $550.00 $1,040.00 $4,514.64 $182,714.64

Total cost of each employee is the salary plus all related costs such as payroll taxes and health insurance benefits.

⦁ Administrative Assistant is $1700/mo or 25 hrs per week) and allows the PR & Communications Manager and Events & Marketing Manager to cover Executive Director responsibilities

Executive Director PR & Communications Events & Marketing Admin Assistant n Admin n Marketing & PR n Davis n Woodland n Winters n County

Updated October 21, 2017

Woodland and Davis Revenue Estimate

City of Woodland0.75% (2016-17 Actual

Revenue) Per .25% Estimated 2017-18 @ 2%

1st Quarter (July-Sept) - received in Nov 34,168.00$ 11,389.33$ 91,114.67$ 2nd Quarter (Oct-Dec) - received in Feb 27,018.00$ 9,006.00$ 72,048.00$ 3rd Quarter (Jan-March) - received in May 28,240.00$ 9,413.33$ 75,306.67$ TOTAL 89,426.00$ 29,808.67$ 238,469.33$

City of Davis2% (2016-17 Actual

Revenue)1st Quarter (July-Sept) - received in Dec 94,380.00$ 2nd Quarter (Oct-Dec) - received in Feb 60,475.00$ 3rd Quarter (Jan-March) - received in June 71,600.00$ TOTAL 226,455.00$

Attachment7-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: Approvetimelineforstrategicplan,FY18-19budget,andExecutive

DirectorrecruitmentDate: December7,2017REQUESTEDACTION:ApprovetimelineforthecreationofaVisitYolostrategicplan,FY18-19budget,andExecutiveDirectorrecruitmentmaterials.BACKGROUND:AttheNovember2,2017VisitYoloBoardofDirectorsmeeting,theBoardexpressedinterestindevelopingastrategicplanbeforedraftingaFY18-19budget.VisitYolo’sstrategicplanwouldoutlinetheorganization’slong-termgoalsandobjectives;therefore,VisitYolowouldcreateabudgetthatdistributesfundsaccordingtoitspriorities,asidentifiedinthestrategicplan.Asaresult,theBoardshouldfinalizethestrategicplanbeforedraftingthetheFY18-19budget.Anorganization’sbudgetandstrategicplanareveryimportanttounderstandingtheorganization’spurpose,function,andvision.Asaresult,ExecutiveDirectorapplicantswilllikelybeinterestedinreviewingfinalversionsofthesedocumentsbeforeapplyingtotheposition.ExecutiveDirectorrecruitmentshouldstartaftertheBoardofDirectorsapprovesthefinalstrategicplanandFY18-19budget.Asaresult,allthreetimelinesarecontingentupononeanother.VisitYolostaffdevelopedatimelineoutliningthethreeprocesses,beginningwithstrategicplancreation.Onceafoundationforastrategicplanissolidified,FY18-19budgetdevelopmentmaybegin.Finally,ExecutiveDirectorrecruitmentwillopenafter

approvaloftheFY18-19budget.ThestrategicplanandFY18-19budgetwillbeapprovedattheFebruary15,2018andtheMarch15,2018BoardofDirectorsmeetings,respectively.VisitYolostaffrecommendsthattheBoardofDirectorsapprovethefollowingtimelinetohireanExecutiveDirectorbyJune30,2018.ThebudgetassumesVisitYolowillhireanExecutiveDirectorbyApril1,2018.Asaresultoftheneedtocompletethestrategicplanand2018-19budgetbeforeExecutiveDirectorrecrutiment,staffrecommendsdelayingthehireoftheExecutiveDirectortoJune30,2018.Thiswillresultinasalarysavingsof$26,187.69;however,theBoardmayalsowanttoconsiderhiringaninterimExecutiveDirectoratafutureBoardmeeting.

Year Month Day BoardMeetings StrategicPlan Budget EDRecruitment17 HRconsultantbidsreleased

30

VisitYolostaffpostsallmaterialsforDecemberBoard

meeting

7 BoardmeetingBoardapprovesstrategicplansubcommittee,timeline,and

surveyquestions

Boardapproves17-18budgetand18-19budget

process

BoardapprovesEDrecruitmenttimelineandaffirmsEDSelection

subcommitteeandscope

8T. DoziersendsurveyaskingforBoardinputrestrategic

plandevelopment

11

VisitYolostaffandConserocoordinatemeetingswithcountyhoteliersrestrategicplandevelopment,accordingtocitystaffrecommendations

18

VisitYolostaffbegindevelopingastrategicplanbasedonsurveyresults,

hotelierinput,andexampleDMOstrategicplans

25

1

4Boardoutlinefundingprioritiesinlinewith

strategicplan

ConseromeetswithHRconsultantandHRsubcommitteetoestablishcompensation&staffingframework

11

VisitYolostaffpubliclypostallmaterialsfor

JanuaryBoardmeeting

ConseroandVisitYolostafffinalizedraftstrategicplanfor

Boardinput

18 BoardmeetingBoarddiscussesandreviews

draftstrategicplan

Boarddiscussesandreviewsfunding

prioiritiesbasedonstrategicplan

Boardapprovescompensation&staffingframework

22

VisitYolostaffdraft18-19budgetinlinewithstrategicplanpriorities;ConseroSolutionsedit

18-19budget

ConseromeetwithHRconsultantandSelectionSubcommitteetoreview

theessentialpersonalcharacteristics,professionalskills,andqualificationsfortheExecutiveDirectorandreview

theselectioncriteria.

31

HRconsultantandConserofinalizeessentialpersonalcharacteristics,

professionalskills,andqualificationsfortheExecutiveDirectorandfinalize

theselectioncriteria.

2

VisitYolofinalizesstrategicplan;ConseroeditsandfinalizesstrategicplanforBoardmeetingposting

ConseroandVisitYoloStaffmeetwithFinanceSubcommitteetodiscuss

18-19budget

Feb

TASK

ChristmasHoliday

NewYear'sHoliday

Nov

Dec

DATE

2017

2018 Jan

Attachment 7-B

Strategic Plan, 2018-19 Budget, and Executive Director Recruitment Timeline

8

VisitYolostaffpubliclypostallmaterialsfor

FebruaryBoardmeeting

ConseroandVisitYolostaffmeetwithCity/CountyStaff

WorkingGrouptoreviewandprovideeditsto

budget

HRconsultantandConserofinalizeessentialpersonalcharacteristics,

professionalskills,andqualificationsfortheExecutiveDirectorandfinalize

theselectioncriteriawiththeSelectionSubcommitteeandWorking

Group

15 Boardmeeting BoardadoptsstrategicplanBoardprovidesinputon

18-19budget

Boardapprovestheessentialpersonalcharacteristics,professional

skills,andqualificationsfortheExecutiveDirectorandreceivesthe

selectioncriteria.

20

HRconsultant,ConseroandSelectionSubcommitteepreparearecruitmentstrategy,includingadvertisingmedia,recruitmentscope,andprofessional

designedrecruitmentadsandbrochure

28

VYstaffandConseromeetwithFinance

CommitteetoreviewbudgetbeforefinalBoardapproval

2

City/CountyStaffWorkingGroupreviewsandeditsrecruitment

strategy,includingadvertisingmedia,recruitmentscope,andprofessional


8VisitYolostaffpubliclypostallmaterialsforMarchBoardmeeting

VisitYolostaffandConseromeetwiththe

City/CountyStaffWorkingGrouptoreview

budgetbeforefinalBoardapproval

Consero,HRconsultant,andSelectionSubcommitteeapprovefinal

recruitmentstrategy,includingadvertisingmedia,recruitmentscope,

andprofessionaldesignedrecruitmentadsandbrochurebefore

Boardapproval

15 BoardmeetingBoardapproves18-19

budget

Boardapprovesarecruitmentstrategy,includingadvertisingmedia,recruitmentscope,andprofessional


19 EDapplicationperiodopens

20HRconsultantreview,amend,and/orcreateonboarding&offboarding

policies&paperwork

27

Consero,HRconsultant,andHRsubcommitteereview,amend,and/or

createonboarding&offboardingpolicies&paperwork

2Conseroincorporateeditsto

onboarding&offboardingpolicies&paperwork

6City/CountyStaffWorkingGroupreviewandeditonboarding&

offboardingpolicies&paperwork

10

HRconsultant,Consero,andHRSubcommitteereviewfinal

onboarding&offboardingpolicies&paperworkbeofreBoardposting

Feb

2018

April

March

12VisitYolostaffpubliclypostallmaterialsforAprilBoardmeeting

19 Boardmeeting22 EDapplicationperiodends

23SelectionSubcommitteebegins

screeningapplicants

30

ConseromeetwithHRconsultantandHRsubcommitteetoreviewandeditonboarding&offboardingpolicies&

paperwork

2

Conseroincorporateeditstoonboarding&offboardingpolicies&

paperworkfromsubcommitteemeeting

7

Finalreviewofonboarding&offboardingpolicies&paperwork(City/CountyWorkingGroup,HRsubcommittee,staff,Consero)

10VisitYolostaffpubliclypostallmaterialsforMayBoardmeeting

11SelectionSubcommitteeends

screeningapplicants

17 Boardmeeting

Boardapprovesonboarding&offboardingpolicies&paperwork;

BoardreceivesinformationrefinalistsforBoardinterviews

21 Boardinterviewsbegin11 Boardinterviewsend

14VisitYolostaffpubliclypostallmaterialsforJuneBoardmeeting

21 BoardmeetingSelectionSubcommitteepresentsontherecommendedEDandobtains

Boardapproval30 VisitYoloEDisofficiallyhired

May

June

2018

April

Attachment8-A

1

StrategicPlanSurvey

HotelierQuestions

• Name:

• Whatcityisyourhotellocatedin:o Winterso Woodlando Daviso CapayValley

• Whattimeofyearisthepeakseasonforyourhotel?

• Whattimeofyearistheoffseasonforyourhotel?

• Whichofthefollowingmediumsdoesyourhoteluseforadvertisingandpromotion?

o Localprintads(newspaper&magazine)o Digitaladso DirectMailo Emailmarketingo Radioo Billboardso Socialmediaadso Personalnetworkingo Other(pleasespecify)

• Doesyourhotelcurrentlyemployasalesperson/teamtobringbusinesstoyourhotel?

• WouldyoulikeVisitYolotosupplementwhatyoursalesteam’sgoals/objectivesareinthe

followingareas:o Group/saleseffortso Consumer/leisuretravelereffortso Other(pleasespecify)

• WhatstrategicinitiativesdoyoufeelshouldbethetopprioritiesforVisitYolo?

o Prioritizethefollowinginregardstoimportance:! ConsumermarketingtopitchYoloCountyasadesirablevacationdestination

(includes:advertising,socialmediaspecialcampaigns,internetmarketing,e-mailmarketing,etc.)

! Facilitatemulti-dayeventsthatnecessitateovernightstays! Leadgenerationactivitiesdesignedtoattractvisitorstostayovernight! Meetings&conferencesfromtheindustry/businesssector! Visitorservicestoincreasevisitorharvesting

Attachment8-A

2

! Developthetourismpipelinethroughresearchefforts! IncreaseYoloCountypresenceatconsumer&traveltradeshows! Provideeducationalresourcesforhotels&businessesontourismmarketing! PartnershipwithotherorganizationsthatattractvisitorstoYoloCounty! Other(pleasespecify):

• Whatmarketsegmentsdrivethemajorityofovernightstaysatyourhotel?

o Meetings/businesstravelo UCDaviso Weddingso Leisuretraveler(peoplecomingtoadestinationtoexploretheareaofferings)o Conferenceso Festivalsandeventso Groupso Sportingeventso Other(pleasespecify)

• Whattypesofeventsbringthemostbusinesstoyourhotel?

o Festivalso Holidayso Concertso Holidayso Sportingeventso Other(pleasespecify)

• InwhatwayshasVisitYolobeenhelpfultoyouinthepast?

• WhattypesofprogramsandserviceswouldyouliketoseeVisitYoloaddorexpandon?

• WhatdoyouthinkpotentialvisitorsshouldknowaboutYoloCounty?

• What,inyouropinion,doourcommunitiesneedtodotodrawmoreovernightvisitors?

SWOTAnalysisQuestions

• WhatdoyoufeelarethecorestrengthsofYoloCountyasadestination?• WhatdoyoufeelarethekeyweaknessesofYoloCountyasadestination?• WhatdoyoufeelarethegreatestopportunitiesYoloCountyasadestinationshouldinvestin?• WhatarepotentialthreatstoYoloCountyasadestination?

Attachment8-A

3

• HowwouldyoulikeVisitYolotocontactyouinregardstoprogressreports?

• Wouldyouattendaquarterlymeetingtodiscussmarketingpotentialforyourhotelorjurisdiction?

Attachment9-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: ApproveAdditionalFinancialRecommendationsDate: December7,2017REQUESTEDACTION:ApproveadditionalfinancialrecommendationsBACKGROUND:OnNovember2,2017,theBoardofDirectorsapproved25financialrecommendationsfromConseroSolutions.AttheBoardmeeting,theBoardexpressedinterestinaddingtwonewfinancialrecommendations,forapprovalattheDecemberBoardofDirectorsmeeting.ThenewrecommendationsproposedforBoardapprovalarelistedbelow.Recommendation#26:DevelopaCPAandbookkeeperreportingpolicy.VisitYolocurrentlydoesnothaveapolicyoutliningtowhomtheCPAreportsandatwhatfrequency.ConseroSolutionsrecommendsthattheCPAreporttotheBoardofDirectors,nottheExecutiveDirector.ThebookkeeperwillreporttotheCPA.Inaddition,thebookkeepershallmeetwiththeExecutiveDirectorasneededtodiscussmonthlyfinancialstatements.TheExecutiveDirectorwillpresentmonthlyfinancialupdatesatmonthlyBoardofDirectorsmeetingsandtheCPAwillpresentquarterly.Recommendation#27:Developacheckvoidingpolicy.VisitYolocurrentlydoesnothaveapolicyregardingoutstandingormisprintedchecks.ConseroSolutionsrecommendsthatthebookkeepercontactsrecipientsofoutstandingchecksdatingsixmonthsormoreanddetermineswhetherchecksshouldbereissued.Inthecaseofmisprintedchecks,thebookkeeperissuesacorrectedcheckandvoidsthecheckwiththeerror.

ATTACHMENT11-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: AppointStrategicPlanSubcommitteeandapprovescopeandtermDate: December7,2017REQUESTEDACTION:AppointStrategicPlanSubcommitteeandapprovescopeandtermBACKGROUND:VisitYolostaffhasbeendirectedtofacilitateastrategicplanthatwillserveastheorganization’sguidingdocumentthroughallfuturebudgetprocesses.Staffrecommendsthissubcommitteebemadeupoftwocity/countyrepresentativesfromtheCity/CountyWorkingGroupandthreemembersoftheBoardofDirectors,onefromeachincorporatedjurisdiction.ThesubcommitteeshallconvenefortheperiodofDecember2017throughFebruary2018,oruntilthestrategicplaniscompletedandapprovedbytheBoardofDirectors.

ATTACHMENT12-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: RatifyHumanResourcesSubcommitteemembershipandapprove

updatedscopeandtermDate: December7,2017REQUESTEDACTION:RatifyHumanResourcesSubcommitteemembershipandapproveupdatedscopeandtermBACKGROUND:AttheApril2017meeting,theBoardappointedReedYoumans,KenHiatt,DianeParro,CarrieGreenandVinodPateltooverseetheExecutiveDirectorhiringprocess.FromtheApril2017Minutes:

FormationofCommitteetoRecruitandHiretheExecutiveDirector~ActionItem.BoardPresidentYoumansacknowledgedtheimpendingdepartureofExecutiveDirectorHumasonandsuggestedtheformationofacommitteetobeginworkonhiringanewExecutiveDirector.Theprocesswouldinvolvefinalizingajobdescription,puttingoutthecall,andcullingcandidatestoasmallnumberoffinalists.ThefullBoardwouldthenconductfinalinterviewsandmakeaselection.Therewasgeneralagreementonthisapproach.Mr.Youmansalsosuggestedforthecommittee:himself,CarrieGreen,VinodPatel,DianeParro,andKenHiatt,andthiswasagreeduponaswell.

ThiscommitteeshallworkwiththehumanresourcesconsultantandstafftoconductasearchandinterviewprocessforVisitYolo’snextExecutiveDirectorinaccordancewiththecurrenttimelineoutlinedbyConseroSolutions.ThetargethiredateforthenewExecutiveDirectorisJune30,2018.Inaddition,thescopeofthesubcommitteewillbe

expandedtoincludebeingthepointofcontactforthehumanresourcesconsultantregardingalltaskslistedinthehumanresourcesconsultantscopeofwork.Thesetasksincludeacompensationandstaffingframework,onboardingandoffboardingpoliciesandpaperwork,ExecutiveDirectorrecruitmentstrategy,employeehandbook,employeeperformancereviews,andgeneralhumanresourcesadvice.Becauseoftheupdatedscopeofthissubcommittee,VisitYolowillrenamethissubcommitteefromtheSelectionSubcommitteetotheHumanResourcesSubcommittee.

Attachment13-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: AuthorizePresidentandSecretarytointerviewcandidatesandapprovea

contractwithanattorneyDate: December7,2017REQUESTEDACTION:AuthorizePresidentandSecretarytointerviewcandidatesandapproveacontractwithanattorney.BACKGROUND:Duetothetime-sensitivenatureofcompletinghumanresourcestasks,ConseroSolutionsrecommendsVisitYoloexecuteacontractwithanattorneybeforetheJanuaryBoardmeeting.VisitYolostaffwouldpreferconductinginterviewswithallcandidatesthatsubmittedbidsbeforeformingarecommendationforBoardapproval.Asaresult,arecommendationfortheattorneyisnotavailableattheDecemberBoardmeeting.ToefficientlycompletealllegaltasksoutlinedintheScopeofWork,acontractshouldbeexecutedbetweentheDecemberandJanuaryBoardmeetings,withPresidentandSecretaryapproval.Inaddition,PresidentandSecretaryshouldbepresentatcandidateinterviewstoensureproperknowledgeofcandidatesbeforeapprovingstaffrecommendation.TheScopeofWorkfortheattorneyincludestaskssuchastheBrownAct,laborlaw,conflictsofinterest,bylaws,contracts,andgenerallegaladvice.StaffreceivedthreeproposalsfromKulkarniLegalServices,CreativeLegalSolutions,andGreene&RobertsLLP.

Attachment14-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: AuthorizethePresidentandSecretarytointerviewcandidatesand

approveacontractwithahumanresourcesconsultantDate: December7,2017REQUESTEDACTION:AuthorizethePresidentandSecretarytointerviewcandidatesandapproveacontractwithahumanresourcesconsultantBACKGROUND:Duetothetime-sensitivenatureofcompletinghumanresourcestasks,ConseroSolutionsrecommendsVisitYoloexecuteacontractwithahumanresourcesconsultantbeforetheJanuaryBoardmeeting.VisitYolostaffwouldpreferconductinginterviewswithallcandidatesthatsubmittedbidsbeforeformingarecommendationforBoardapproval.Asaresult,arecommendationforthehumanresourceconsultantisnotavailableattheDecemberBoardmeeting.ToefficientlycompleteallhumanresourcestasksoutlinedintheScopeofWork,acontractshouldbeexecutedbetweentheDecemberandJanuaryBoardmeetings,withPresidentandSecretaryapproval.Inaddition,PresidentandSecretaryshouldbepresentatcandidateinterviewstoensureproperknowledgeofcandidatesbeforeapprovingstaffrecommendation.TheScopeofWorkforthehumanresourcesconsultantincludestaskssuchasacompensationandstaffingframework,onboardingandoffboardingpoliciesandpaperwork,ExecutiveDirectorrecruitmentstrategy,employeehandbook,employeeperformancereviews,andgeneralhumanresourcesadvice.StaffreceivedtwoproposalsfromHRtoGoandKulkarniLegalServices.

Priority Recommendation Status1 UpdateWorker'sCompensationinsurance DONE

2AuthorizeFinanceCommitteetoapproveexpensesover$500inabsenceofanExecutiveDirector DONE

3ContinueaskingTreasurertoissuechecksinabsenceofExecutiveDirector DONE

4 Hireabookkeepertoreconcilemonthlyaccounts PendingBoardapproval

5 TransitiontoOnlineQuickbooks Contingentuponbookkeeperhiring

6 Developprocessfordebitcardbackup DONE

7RequireBoardofDirectorsapprovalofindividualcontractandvendoragreementsover$5,000 DONE

8RequirePresidentapprovalofindividualcontractandvendoragreementsbetween$500and$5,000 DONE

9 Requirecontractorstoprovidedeliverables DONE

10 Createcomprehensivecontractfiles DONE11 Hireanon-profitattorney Receivedthreebids

12 Adoptabudgetprocess ScheduledforJanuaryBoardmeeting13 RequireBoardofDirectorsapprovalofbudget DONE14 Providestaffreportstoaccompanybudgets DONE15 Increasebudgetallocationforcontingencyandreserve DONE

16 Developareservepolicy

ResearchedreservefundsofotherDMOs.ScheduledforJanuaryBoardmeeting

17 ProvideregularbudgetupdatestotheBoardofDirectors Ongoing

18 Developalong-termstrategicplan

WorkshopscheduledforJanuaryBoardmeetingwithadoptioninFebruary/March

19 Developquantifiableperformancemeasures Partof18-19budgetadoption

20Conductanannualauditforthe2017-18fiscalyearandrevisitneedforannualauditsinthe2018-19budget

21 Publiclypostallbudgetsandaudits22 Developanauditpolicy

23 Developacontracttemplate Contingentuponattorneyhiring24 UtilizeatimetrackingsystemforVisitYolostaff DONE

25 DevelopaformalBoardpoliciesandproceduresmanualContingentuponattorneyandHRconsultanthiring

PrioritizationofFinancialRecommendationsAdoptedbyBoardofDirectorsonNovember2,2017

Attachment 15-A

ATTACHMENT16-A

To: ReedYoumans,President MembersoftheBoard,VisitYoloFrom: TiffanyDozier PR&CommunicationsDirector MoStoycoff Events&MarketingManagerRe: RatifyVisitYoloMissionandVisionStatementsDate: December7,2017REQUESTEDACTION:ReviewandratifyVisitYolo’smissionandvisionstatements,whichwillguidethestrategicplanningprocessBACKGROUND:ThefollowingvisionandmissionstatementshaveremainedrelativelyconsistentsincetheformationoftheYoloCountyVisitorsBureau.Theywereupdatedslightlytwoyearsagoandthecoreobjectiveswereadded.Staffhasnowauditedthemforconsistencywiththeorganization’scurrentTBIDmandates.Theboardisaskedtoreviewandratifythesestatements,whichwillserveasaguideforthenewstrategicplan,currentlyindevelopment.

ATTACHMENT16-A

VisitYoloMissionandVisionStatementsOurVision:VisitYoloisanintegrateddestinationmarketingteamandrecognizedleaderforthetourismeffortsofthecitiesofDavis,WintersandWoodlandandunincorporatedYoloCounty.OurMission:ToenrichthelivesofourcitizensbystimulatingtheeconomicactivityofDavis,Woodland,WintersandunincorporatedYoloCountybusinessesandorganizations;topromotecultural,athletic,andeducationaleventsandprogramsthatbuilduponthestrengthsofourregionandthequalityofourcommunitylife;andtoenhancethevisitor’sexperiencebyfacilitatingtheintegrationofthecommunityandregionalresourcesandassets.Toaccomplishourmission,theYoloCountyVisitorsBureauiscommittedtothesecoreobjectives:

• Tomarkettheregioninawaythatmaximizesthevisitorexperiencewhilerespectingtheexceptionalqualityoflifeandenvironmentweenjoy

• Tocompeteaggressivelywithdestinationsthroughouttheregioninattractingvisitors

• Tooffer–andencourage–outstandingserviceandhospitalitytovisitors• Tobearegionaldestinationmarketingorganizationthatemphasizespartnerships,

productivity,andmaximumreturnoninvestment• Toshareexpertiseonindustryissues,trends,andproductdevelopmentwith

partnersandstakeholders• Tomeasureandreporttheeffectivenessoftourismingeneratingeconomicbenefits

forthecommunity

Attachment17-A

To: ReedYoumans,Chair

MembersoftheBoard

From: TiffanyDozier MoStoycoff

PR&CommunicationsDirector Events&MarketingManager

Re: ReceiveoutlineofVisitYolo’scurrentprojects.

Date:December7,2017

REQUESTEDACTIONS:

1. ReceiveoutlineofVisitYolo’scurrentprojects.

PROJECTUPDATE:

Marketing

• WebsiteRedesigno Workedongatheringbestpracticeguidelines,priceestimatesandcompilingofRFPo Industrystandardresearch

• SocialMediao Made30postsacrossownedplatforms

• Newslettero IssuedDecemberconsumernewsletter

• BlogContento Publishedandscheduledthreeblogposts

• Publicationso CurrentlyintheprocessofupdatingtheYoloCountyMap&GuideandtheWoodlandMap&

Guide• VisitorServices

o Helpedwalk-invisitorsandfulfilledbrochurerequests• ArtsAllianceDavis

o Successfullylaunchedwebsite• PressReleases:

o IssuedpressreleasesforDecemberevents

132EStreet,Suite200,Davis,CA95616|Phone:(530)297-1900|www.visityolo.com

• LocalDestinationMarketingCommitteeso Contactedeachcity/countyrepresentativeaboutformationofcommitteeso BeganonboardingworkwithWoodlandcommitteechairo Draftingcharter,policiesandapplicationprocess

• UCSmallFarmsAg-tourismWorkshopo ParticipatedasaguestspeakeronVisitYolo’sag-tourismprograms

Administration

• Budgeto Finaleditson2017/18budget

• BoardPolicies&Procedureso Createddraftsintroduction,history,ethics,financeandfundraising,andoverallproject

timelines• RFPs

o CreatedRFP’sandcollectedbidsforservicesofanattorneyandHRconsultant• StrategicPlan

o CollectedstrategicplanexamplesforDMOso Draftedsurveyquestionsforhoteliers&boardmemberso Beganstrategicplanoutline

• BusinessManagemento CollectedbidsforservicesofbookkeeperandCPAo EnteredintocontractwithAbatonConsultingforwebsitemaintenanceo CompletedauditofinsurancecoveragewithPurves&Associates

BoardFollow-upfrom11/2

• ReserveFundResearcho ResearchforDMOreservefundsisstillongoing.Staffwillprovideresultsalongwithaproposed

reservepolicyattheJanuarymeeting.• TasteofYoloTimeline

o AtimelinefordecidingonTasteofYolo2019willbepresentedtotheboardattheJanuarymeeting.[PostponedbyConsero]

http://www.visityolo.com

meeting agenda visit yolo board of directors meeting (9:00 … · meeting agenda visit yolo board...

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