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AGENDA May 14, 2020 | 2:00 PM

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AGENDA May 14, 2020 | 2:00 PM OKLAHOMA CITY CONVENTION AND VISITORS COMMISSION AGENDA May 14, 2020 | 2:00 PM Due to the state of emergency in place during the COVID-19 pandemic, and in compliance with state and local stay at home orders, no physical location will be provided for this meeting. The meeting will instead be live streamed from remote locations. Instructions on how to join the meeting can be found on the second page of this agenda. COMMITTEE MEMBERS: Shannon Palacios, Chair Bhavesh Patel Scott Wells, Vice Chair Harshil Patel Tom Anderson James Pickel Jeff Erwin Avis Scaramucci Mike Farney Natalie Shirley James Pepper Henry Todd Stone Brenda Hernandez Kari Watkins David Jackson Apollo Woods Robin Roberts Krieger Michael Carrier, President, OKC Convention and Visitors Bureau Roy Williams, President, Greater OKC Chamber Jerod Beatty, Assistant Municipal Counselor ALL MEMBERS WILL BE ATTENDING THE MEETING BY VIDEOCONFERENCE Telephone: Dial 1 (346) 248-7799 OR Meeting URL on computer or smart device: https://us02web.zoom.us/j/87060345227 Meeting ID: 870 6034 5227 PARTICIPANT INSTRUCTIONS FOR VIDEO CONFERENCE MEETING The City encourages participation in public meetings from the residents of Oklahoma City. The Oklahoma City Convention and Visitors Bureau offices will be closed and the only alternative to participate in the meeting will be by video conference. Below are instructions on how to access the meeting and how to request to speak on certain agenda items. • To participate in the meeting via ZOOM on a computer or smart device, go to: https://us02web.zoom.us/j/87060345227 When prompted, enter Meeting ID: 870 6034 5227 • To participate in the meeting by telephone, call 1 (346) 248-7799 and enter Meeting ID 870 6034 5227 • To speak on a certain agenda item, place a call in advance of the meeting to (405)297- 8960 or e-mail [email protected]. Include your name, the agenda item number and the reason you would like to speak. Please submit your request at least 2 hours prior to the beginning of the meeting. During the meeting, the Chair will recognize you to speak at the appropriate time. If connecting by telephone, please press *6 to unmute your audio. PLEASE LIMIT YOUR COMMENTS TO 3 MINUTES. • At the end of the meeting, citizens who wish to speak will have an opportunity to do so under “Comments from Commissioners, Staff and Citizens.” Please limit your questions or comments to 3 minutes. The Chair will announce at the beginning of the meeting that if connections are lost, the CVB will attempt to restore communications for a maximum of 15 minutes and if communications cannot be restored, the meeting will reconvene at a certain date, time and place. If you are disconnected from the video conference, please try again before calling 405-203-4045. It is the policy of the City to ensure that communications with participants and members of the public with disabilities are as effective as communications with others. Anyone with a disability who requires an accommodation, a modification of policies or procedures, or an auxiliary aid or service, or alternate format of the agenda in order to participate in this meeting should contact the CVB at 405-297-8960 as soon as possible but not later than 48 hours (not including weekends or holidays) before the scheduled meeting. The CVB will give primary consideration to the choice of auxiliary aid or service requested by the individual with disability. COMMISSION PACKET May0 14, 2 20 Oklahoma City Convention & Visitors Bureau 123 Park Avenue Oklahoma City, OK 73102 1.800.225.5652 www.visitokc.com FIL E·D CITY OF I O·KLAH QUA CITY OKLA ,, OFFICE ®F :"u CITY CLERK OKLAHOMA CITY CONVENTION & VISITORS BUREAU MEMORANDUM TO: Frances Kersey, City Clerk, City of Oklahoma City FROM: Debra Shumate, Executive Assistant, Oklahoma City Convention and Visitors Bureau DATE: December 3, 2019 SUBJECT: Oklahoma City Convention and Visitors Commission 2020 Regular Meeting Schedule Pursuant to the requirements of the Oklahoma Open Meeting Act, the following is a list of the regular meetings for the 2020 calendar year for the Oklahoma City Convention and Visitors Commission. All regular meetings are scheduled for 10:00 a.m. Confirmed meeting locations are also noted below. OKLAHOMA CITY CONVENTION AND VISITORS COMMISSION 2020 RE LAR MEETIN HEDULE February 20 Embassy Suites Hotel, 3233 NW Expressway, OKC 73112 April 16 USA Softball Stadium, 2801 NE 501h Street, OKC 73111 June 18 American Fidelity, 9000 Cameron Parkway, OKC 73114 August 20 Greater OKC Chamber, 123 Park Avenue, OKC 73102 October 15 State Fair Park, 3001 General Pershing Boulevard, OKC 73107 December 17 Remington Park Racing Casino, One Remington Place, OKC 73111 Please accept this memo as official notification of the regular meetings as required by Section 311, Title 25 of the Oklahoma Statutes. cc: Craig Freeman, City Manager Carol Garrett, Assistant Municipal Counselor 123 Park Ave., Oklahoma City, OK 73102 405.297.8912 VisitOKC.com FIL'ED 2020 APR -6 AM 8: 6 OK C t Of LAHO. ,iA CITY OKLA OFFICE OF CITY CLERK OKLAHOMA CITY CONVENTION & VISITORS BUREAU TO: Frances Kersey, City Clerk FROM: Deb Shumate, OKC Convention and Visitors Bureau DATE: April 3, 2020 SUBJ: Change of Location for April 16, 2020 Regular CVC Meeting - Teleconference Only The location for the regularly scheduled meeting of the Oklahoma City Convention and Visitors Commission, to be held on Thursday, April 16, 2020 at 10:00 a.m. at USA Softball, 2801 NE 50th Street, has been changed. The meeting location has been changed to a teleconference only meeting. Login information will be shared on the meeting agenda. Cc: Craig Freeman, City Manager Roy Williams, Greater OKC Chamber OKC Convention and Visitors Commission 123 Park Ave., Oklahoma City, OK 73102 I 405.297.8912 I VisitOKC.com C 'TY OF OKLA o KL i!\ H6:'.L\ Cl TY OFFICE OF OKLAHOMA CITY c : T'Y C l. E f7 K CONVENTION & VISITORS BUREAU TO: Frances Kersey, City Clerk FROM: Deb Shumate, OKC Convention and Visitors Bureau DATE: April 8, 2020 SUBJ: Cancellation of April 16, 2020 eve Regular Meeting The regularly scheduled meeting of the Oklahoma City Convention and Visitors Commission, that was to be held as a teleconference meeting only on Thursday, April 16, 2020 at 10:00 a.m. is being canceled. A rescheduled date will be determined in the next few weeks and shared with all relevant parties, per the requirements of the Open Meetings Act. 123 Park Ave., Oklahoma City, OK 73102 I 405.297.8912 I VisitOKC.com VIDEO CONFERENCE ONLY SPECIAL MEETING AGENDA OKLAHOMA CITY CONVENTION AND VISITORS COMMISSION May 14, 2020 2:00 PM 1. Call to Order & Roll Call – Shannon Palacios, Chair 2. Accounting of Procedures in Compliance with Open Meeting Act – Michael Carrier 3. Request Approval of Agenda Items - ACTION REQUESTED: A. Minutes of Budget Committee Meeting, February 20, 2020 (1-3) B. Minutes of Regular Meeting, February 20, 2020 (4-9) C. Receive Report of Hotel/Motel Tax Collections for the Months Ended February 29, 2020, March 31, 2020, and April 30, 2020 (10-18) 4. Activity Reports for February / March 2020 – Reports are in the book; if you have questions, please email Deb Shumate in advance of the meeting A. Cox Convention Center/Chesapeake Arena (19-21) B. Civic Center Music Hall (22-25) C. State Fair Park (26-27) D. Bricktown Ballpark (28-29) E. USA Softball Report (30) F. Greater Oklahoma City Hotel Association (31) G. Convention and Visitors Bureau (32-71) 5. New Business A. FY2021 Marketing Plan - ACTION REQUESTED - Scott Wells, Marketing Committee Chair (72-104) B. FY2021 Budget Plan – ACTION REQUESTED - Kari Watkins, Budget Committee Chair (105-109) 6. Comments from Commissioners, Facility Managers, Staff and Citizens 7. Adjournment There are two ways to join the meeting. All participants will be muted upon entry. 1. To participate in the meeting via ZOOM on a computer or smart device: . Go to Meeting URL: https://us02web.zoom.us/j/87060345227 When prompted, enter Meeting ID: 870 6034 5227 2. To participate in the meeting by telephone: . Dial 1 (346) 248-7799 When prompted, enter Meeting ID 870 6034 5227 MINUTES SPECIAL MEETING BUDGET COMMITTEE OKLAHOMA CITY CONVENTION AND VISITORS COMMISSION EMBASSY SUITES HOTEL, 3233 NW EXPRESSWAY, OKLAHOMA CITY FEBRUARY 20, 2020 - 9:00 A.M. COMMITTEE MEMBERS ATTENDING: STAFF MEMBERS ATTENDING: Kari Watkins, Chair Michael Carrier Robin Roberts Krieger, Vice Chair Amie Martin Shannon Palacios, Ex Officio Deb Shumate Jeff Erwin David Jackson Harshil Patel Natalie Shirley Apollo Woods COMMITTEE MEMBERS ABSENT: None Chairman Kari Watkins called the meeting to order at 9:02 a.m. A quorum was present. ACCOUNTING OF PROCEDURES IN COMPLIANCE WITH OPEN MEETING ACT – MICHAEL CARRIER – NO ACTION REQUESTED The special meeting agenda for the February 20 Budget Committee meeting of the Oklahoma City Convention and Visitors Commission was amended and re-posted by the office of the City Clerk on February 14, 2020 at 9:19 a.m. and publicly posted in the Greater Oklahoma City Chamber office on February 14. FY 2020 SECOND QUARTER BUDGET REPORT – KARI WATKINS/MICHAEL CARRIER Michael Carrier reported that revenues continue to look good through December 31 with expenses at 51 percent, which is on target for this time of year. Travel expenditures are at 71 percent, which reflects advance registrations, show payments and some hotel and air purchases for shows taking place in the second half of the year. Contract sponsorship payments are at 90 percent, with all but one major equine show completed for the year. Reserve funds held by the Chamber have a balance of $1.4 million at the end of December, and the City is holding a reserve balance for the 4/11th and 1/11th funds of $2.4 million.
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