July Meeting Minutes

Houma Area Convention & Visitor’s Bureau
Regular Schedule Meeting Minutes
July 23, 2020

I. Board and Staff Member Attendance

Present:     
Andree Casey-Chair                          
Cheri Blanchard-Secretary/Treasurer  
Brenda Babin-Vicechair
Joshua Ellender    
Katherine Gilbert    
Julie Falgout
Mary Lynn Bisland     
Judy Smart

Staff Present:
Sondra Corbitt-Executive Director
Lindsey Fruge

Board Absent:
Charles Wilson Sr.

Guest:
Pernell Pellegrin

II. Meeting call to order:   A. Casey called the meeting to order at 8:36 a.m.
III. Roll Call:  Quorum was present. 
IV. Invocation and Pledge of Allegiance:  M. Bisland led the board in the Invocation.  A. Casey led the board in the Pledge of Allegiance.
V. Zoom Meeting Resolution Approval: M. Bisland made motion to approve the resolution. Seconded by: K. Theriot. Motion approved.
VI. Public to be heard. No one was present.
VII. 2019 Audit Presentation: Pernell Pellegrin presented and highlighted the 2019 HACVB’s Audit overview performed by Martin & Pellegrin. HACVB passed all audit regulations for the year 2019. K. Theriot made motion to approve the Audit. Seconded by: J. Smart. Motion approved.  Discussion followed: audit improvements, HACVB’s staff hard work, and the HACVB’s clean record. Pernell exited the meeting at 8:46 a.m.
VIII. Approval of Minutes:  B. Babin made a motion to approve May’s minutes.  Seconded by: C. Blanchard.  Motion approved. 
IX. Approval of Financial Reports: M. Bisland made motion to approve the Financial Reports. Seconded by: B. Babin. Motion approved. Discussion followed: current hotel occupancy rate and hotel rentals, and monitoring hotel contracts through December 2020.
X. 2020 HACVB’s Policy and Procedures: M. Bisland made motion to approve. Seconded by: J. Falgout. Motion approved. Discussion followed: social media postings (personal and work related), HB292 bill.
XI. 2020 HACVB’s Accounting Policy: B. Babin made motion to approve. Seconded by: C. Blanchard. Motion approved. Discussion followed: new accounting policies such as credit card policy, training, itemized receipts, and timeclock app tracking.
XII. 2020 HACVB’s Business Disaster Server Back Up Policy: B. Babin made motion to approve. Seconded by: K. Theriot. Motion approved. Discussion followed: yearly audit requirements.
XIII. Sponsorship – Rougarou Fest: Discussion followed: funds must be allocated towards the festival’s marketing. All monies need to be justified with another application submission.
XIV. Executive Director’s Report:  S. Corbitt presented the monthly report.  Discussion followed on: HACVB updates, EEOC claim, visitor’s center business updates, HB292 became ACT 184, Terrebonne Parish’s, Lt. Governor’s Summit, board training to be complete.
XV. J. Falgout made a motion to end the meeting at 9:20 a.m.  Seconded by:  B. Babin.   Motion approved.


2020 HACVB Surplus Auction

Bidding begins Thursday, September 17th and will end on October 12th, 2020.

To place a bid email surplus@houmatravel.com.

 

• 2 – Dell Monitors - Condition:  Good  - Minimum Bid:  $ 10.00

 
• 1 – Lenovo Keyboard and Mouse Combo Wired - Condition: New – Minimum Bid $ 5.00
 
• 1 – ThinkPad T570 Laptop - Condition: Used, - Minimum Bid - $ 150.00
 
• 1 – Lenmar Camera Stand - Condition: Good – Minimum Bid - $ 5.00
 
• 1 – Droid HD docking station - Condition:  New – Minimum Bid $ 5.00
 
• 1 – Brother Intellifax 4100e Fax machine - Condition:  Used – Minimum Bid $ 75.00
 
• 1 – Sony Handy Cam Megapixel Digital Video camera recorder – Minimum Bid $ 25.00
 
• 8 – office chairs – Condition:  Used  - Minimum Bid - $ 30.00
 
• 2 drawer desk storage – Condition: Used  - Minimum Bid $ 15.00
 
• 1 – 5 drawer filing cabinet -  Condition: Used -Minimum Bid $ 50.00
 
• 1 – 2 drawer filing cabinet – Condition:  Used – Minimum Bid $ 25.00
 
• Stool – Condition: Used – Minimum Bid - $ 5.00
 
• 1 – 5 shelf bookshelf – Condition: Used – Minimum Bid $ 30.00
 
Non – working items listed below to disposed of.
 
Online Sales Terms and Conditions:
All bidders and other participants of this auction agree that they have read and fully understand these terms and agree to be bound thereby.
Guaranty Waiver:  All property is offered for sale AS IS, WHERE IS. The HACVB (seller) makes no warranty, guaranty, or representation of any kind, expressed or implied, as the merchantability or fitness for any purpose of the property offered for sale. The BUYER is not entitled to payment for loss of profit or any other money damages – special, direct, indirect, or consequential.
Description Warranty:  SELLER warrants to the BUYER that the property offered for sale will conform to its description.  Any claim for mis-description must be made prior to removal of the property.  If SELLER confirms that property does not conform to the description, SELLER will keep the property and refund any money paid.  The liability of the HACVB shall not exceed the actual purchase price of the property.  Please note that upon removal of the property, all sales are final.
Personal and property risk:  Persons attending during exhibition, sale or removal of goods assumes all risks of damage of or loss to person or property and specifically release the seller and Central Auction House, Ltd.  from liability therefore.
Inspection:  Most items offered for sale are used and may contain defects not immediately detectable.  Bidders may inspect the property prior to bidding.  Bidders must adhere to the inspection dates and times indicated in the item description.  Please contact Sondra Corbitt, Executive Director or Lindsey Fruge, Office Manager at (985) 868 – 2732 to schedule an inspection.
Consideration of Bid:  HACVB reserves the right to reject all bids and to withdraw from sale any of the items listed.
Payment:  Payment in full is due no later than seven (7) business days from the time and awarding date.  The bidder will not be allowed to bid on Seller’s merchandise again.  All payments must be made from a United States Financial Institution, acceptable forms of payments are:
• Certified Cashier’s Check
• Money Order
• Company Check (with Bank Letter guaranteeing funds – mandatory)
• Cash
Items will not be released to bidder until payment is made in full.
Buyers are expected to pay for and pick up property within seven (7) business days of the award.  If a Buyer pays for the property within seven (7) business days, but, does not pick it up within that timeframe, he is subject to pay storage fees as specified above. If property is not removed within thirty (30) days of the award, Buyer will lose any and all money paid for the property including storage fees.  Should this event occur, the Seller will also block the Buyer from future bidding on Seller’s merchandise, cancel the sale of any other awards pending payment and re-auction the item(s) involved.
Vehicle Titles:  Seller will issue a title or certificate upon receipt of payment.  Titles may be subject to any restrictions as indicated in the item description on the website.  HACVB will not issue replacement titles.
NO PERSONAL CHECKS FOR CASH WILL BE ACCEPTED.  Acceptable forms of payment shall be made payable to:  Houma Area Convention & Visitor’s Bureau.
Escrow Payment:  When the purchase price (of a single item or the aggregate purchase of multiple items) total $ 5,000.00 or greater, the Seller may require a down payment from the winning Buyer.  This non-refundable fee will be 20% of the total purchase price.  When the Seller exercises this option, the Buyer will have forty-eight (48) hours from the time of the awarding issuance to comply with this requirement.  If the Buyer fails to comply with this requirement within the stated time, the Seller can declare they Buyer in default, bar them from further bidding and have them remove from the Central Auction House, Ltd. system.  If the Buyer is in default, Seller may negotiate with the next closest bidder, relist at another auction and/or pursue all legal proceedings.   All monies collected in escrow, will be deducted from total monies due at the time of final payment.
Removal:  All items must be removed within seven (7) business days from the time and date of the award issuance notification.  Purchases will be released only upon receipt of any and all property awarded to them from the place where the property is located as indicated on the website.  The Buyer will make all arrangements and perform all work necessary, including packing, loading, and transportation of the property.  Under no circumstances will the HACVB assume responsibility for packing, loading, or shipping.  Property may be removed between the hours of 9:00 a.m. and 5:00 p.m., Monday through Friday, excluding legal holidays.  A daily storage fee of $ 20.00 per business day may be charged for any item not removed within the seven (7) business days allowed and stated on the awarding issuance.
Default:  Default shall include the failure to observe these terms and conditions; failure to make good a timely payment; failure to remove all items within the specified time.  Default may result in termination of the contract and suspension from participation in all future sales until the default has been cured.  If the Buyer fails in performance of their obligations.  Seller may exercise such rights any pursue such remedies as are provided by law.  Seller reserves the right to reclaim and resell all items not removed by the Buyer thirty (30) days from the expiration of specified removal date.
Acceptance of Term and Conditions:  By submitting a bid, the bidder agrees that they have read, fully understand and accept these Terms and Conditions of Online Sales and agree to pay for and remove the property.  If the bid is accepted, by the dates and times specified.  These terms and conditions are displayed with each item listed online with Central Auction House, Ltd.
State/Local Sales and/or use Tax:  Buyers may be subject to payment of State and/or local sales and/or use tax.  Buyers are responsible for contacting the appropriate tax office, completing any forms, and paying any taxes that may be imposed.
Sales to Employees:   Employees and the immediate family members of the HACVB may not bid on the property listed for auction.

 

 

 

 

 

 

 

 

 

 

 

 


 


August Meeting Agenda

August 17, 2020

Houma Area CVB Board of Directors Meeting Agenda
The meeting of the Houma Area Convention and Visitors Bureau Board of Directors will be held at 8:30 am, Thursday, August 27th via Zoom meeting.  (see attached for instructions) 
I.     Call the Meeting to Order
II.    Roll Call
III.   Invocation and Pledge of Allegiance
IV.   Resolution Approval – host meeting via tele or video conference
V.    Public to be Heard
VI.   Approval of Minutes
VII.  Approval of Financial Reports:  May and June 2020
VIII. Surplus Items Approval
IX.   Executive Director’s Report
X.    Adjournment

Sincerely,
Sondra Corbitt
Executive Director


May Meeting Minutes

Houma Area Convention & Visitor’s Bureau
Regular Schedule Meeting Minutes
May 28, 2020

I. Board and Staff Member Attendance

Present: 
Andree Casey-Chair                           
Cheri Blanchard-Secretary/Treasurer   
Katherine Gilbert Theriot 
Julie Falgout (phone)     Board Absent:
Katherine Gilbert     Joshua Ellender
Mary Lynn Bisland    
Judy Smart    
Charles Wilson Sr.
Brenda Babin 

Staff Present:
Sondra Corbitt-Executive Director
Lindsey Fruge      

II. Meeting call to order:   A. Casey called the meeting to order at 8:35 a.m.
III. Roll Call:  Quorum was present. 
IV. Invocation and Pledge of Allegiance:  M. Bisland led the board in the Invocation.  A. Casey led the board in the Pledge of Allegiance.
V. Public to be heard -no one was present.
VI. Approval of Minutes:   B. Babin made a motion to approve the minutes as presented.   Seconded by:  J. Smart. Motion approved.
VII. Approval of financial reports:  M. Bisland made a motion to approve the financial reports as presented.   Seconded by:  K. Theriot.  Motion approved.
VIII. Signature Resolution Approval:  K. Theriot made a motion to approve the signature resolution.  Seconded by:  C. Blanchard. Motion approved.
IX. 2020 Amended Budget Approval:  S. Corbitt provided an overview of the amended budget.   B. Babin made a motion to approve the amended budget.  Seconded by:  J. Smart.  Motion approved.
X. 2020 Festival Sponsorship Approval: Rougarou Fest. M. Bisland made a motion to approve sponsorship application for $5,000.00. Seconded by A. Casey.  Motion approved.
XI. 2020 Festival Sponsorship Approval: Voice of the Wetlands. M. Bisland made motion to approve sponsorship application for $5,000.00. Seconded by A. Casey. Motion approved.
XII. 2020 Sponsorship Application: Bud n Burgers. C. Blanchard made motion to approve the sponsorship for $3,000.00. Seconded by B. Babin. A. Casey abstain.  Motion approved.
XIII. Executive Director’s Report:  S. Corbitt provided her monthly report.  Discussion followed on:  LACVB’s weekly update, staff/work schedules updates, visitor center re-opening, occupancy rate down by 15%, HB 292 bill, 2020 Ethics and Sexual Harassment training needing to get completed. 
XIV. C. Wilson made a motion to end the meeting at 9:11 a.m.   Seconded by J. Smart.  Motion approved.


July Meeting Agenda

July 14, 2020

Houma Area CVB Board of Directors Meeting Agenda
The meeting of the Houma Area Convention and Visitors Bureau Board of Directors will be held at 8:30 am, Thursday, July 23rd via Zoom meeting.  (see attached for instructions) 
I.     Call the Meeting to Order
II.    Roll Call
III.   Invocation and Pledge of Allegiance
IV.   Resolution Approval – host meeting via tele or video conference
V.    Public to be Heard
VI.   Pernell Pellegrin – 2019 Audit Presentation
VII.  Approval of Minutes
VIII. Approval of Financial Reports
IX.   Policy Update Approvals:
A)    HACVB’s Policy and Procedures
B)    HACVB’s Accounting Policy
C)    HACVB’s Business Disaster Server Back Up Policy
X.    Sponsorship – Rougarou Fest
XI.   Executive Director’s Report
XII.  Adjournment

Sincerely,
Sondra Corbitt
Executive Director


May Meeting Agenda

Houma Area CVB Board of Directors Meeting Agenda


The meeting of the Houma Area Convention and Visitors Bureau Board of Directors will be held at 8:30 am, Thursday, May 28th in the Visitor's Center's Conference Room.


I. Call the Meeting to Order
II. Roll Call
III. Invocation and Pledge of Allegiance
IV. IV. Public to be Heard
V. V. Approval of Minutes
VI. VI. Approval of Financial Reports
VII. VII. Signature Resolution Approval
VIII. VIII. 2020 Amended Budget Approval
IX. IX. Festival Sponsorship Approval:
X. A) Rougarou Fest
XI. B) Voice of the Wetlands
XII. X. Sponsorship Application: Buds n Burgers
XIII. XI. Executive Director's Report
XIV. XII. Adjournment

Sincerely,
Sondra Corbitt Executive Director


April Meeting Minutes

April 23, 2020

Houma Area Convention & Visitor's Bureau
Regular Schedule Meeting Minutes

April 23, 2020 via Zoom Meeting


I. Board and Staff Member Attendance
Present:
Andree Casey-Chair
Cheri Blanchard-Secretary /Treasurer Katherine Gilbert Theriot
Julie Falgout
Katherine Gilbert
Mary Lynn Bisland
Judy Smart
Joshua Ellender
Staff Present:
Sondra Corbitt-Executive Director Lindsey Fruge
Board Absent:
Charles Wilson
Brenda Babin
II. Meeting call to order: A. Casey called the meeting to order at 9:02 a.m.
III. Resolution Approval to host the meeting via tele or video conference: K. Theriot made a motion to approve the resolution. Seconded by: J. Falgout. Motion approved.
IV. Roll Call: Quorum was present.
V. Invocation and Pledge of Allegiance: M. Bisland led the board in the Invocation. A. Casey led the board in the Pledge of Allegiance.
VI. Public to be heard -no one was present.
VII. Approval of minutes: M. Bisland made a motion to approve the minutes as presented. Seconded by: K. Theriot. Motion approved.
VIII. Approval of financial reports: J. Ellender made a motion to approve the financial reports as presented. Seconded by: C. Blanchard. Motion approved.
IX. Bond payment deferral resolution approval: S. Corbitt provided an overview the bond payment deferral request. K. Theriot made a motion to approve the bond payment deferral resolution. Seconded by: C. Blanchard. Discussion followed on: occupancy rate, budget, deferral process, deferral needs, COVID impact, and payment timeframe. Motion approved.

X. LAMP transfer resolution approval: S.Corbitt provided an overview of the LAMP transfer resolution approval. J. Ellender made a motion to approve the resolution. Seconded by: J. Falgout. Discussion followed on: transfer is not needed at this time; however, resolution was required to authorize S. Corbitt to move forward when needed with board approval. Discussion followed on: LAMP update, various accounts, and fund purpose. Motion approved. M. Bisland made a motion to formally approved the LAMP transfer approval form. Seconded by: J. Ellender. Motion approved.
XI. Executive Director's Report: S. Corbitt provided her monthly report. Discussion followed on: LACVB' s weekly update, staff/work schedules updates, tourism week updates, occupancy rate down by 20% and 2019 audit/AG updates. K. Theriot provided grant opportunities through TEDA.
XII. A. Casey made a motion to end the meeting at 9:48 a.m. Seconded by M. Bisland. Motion approved.


April Meeting Agenda

Houma Area CVB Board of Directors Meeting Agenda

The meeting of the Houma Area Convention and Visitors Bureau Board of Directors will be held at 9:00 am, Thursday, April 23, 2020, via Zoom meeting.  (see attached for instructions)


I.   Call the Meeting to Order
II.  Resolution Approval - host meeting via tele or video conference
III. Roll Call
IV. Invocation and Pledge of Allegiance
V.   Public to be Heard
VI. Approval of Minutes
VII. Approval of Financial Reports
VIII. Resolution Approval – Bond payment Deferral
IX. Resolution Approval – LAMP Transfer Approval
X. Executive Director’s Update
XI. Adjournment

Sincerely,
Lindsey Fruge’
Financial Office Manager


February Meeting Minutes

February 27, 2020

Houma Area Convention & Visitor's Bureau
Regular Schedule Meeting Minutes February 27, 2020

Board and Staff Member Attendance
Present:
Andree Casey-Chair
Cheri Blanchard-Secretary/Treasurer Brenda Babin-Vicechair
Charles Wilson
Katherine Gilbert
Julie Falgout
Mary Lynn Bisland
Judy Smart

Staff Present:
Sondra Corbitt-Executive Director Lindsey Fruge
Board Absent:
Joshua Ellender

II. Meeting call to order: A. Casey called the meeting to order at 8:40 a.m.
III. Roll Call: Quorum was present.
IV. Invocation and Pledge of Allegiance: M. Bisland led the board in the Invocation. A. Casey led the board in the Pledge of Allegiance.
V. Public to be heard. No one was present. J. Falgout enter the meeting at@ 8:43 a.m.
VI. AudioNisual Sponsorship Application: Louisiana Outdoor Adventures TV Show and Outdoors with Don Dubuc. M. Bisland made a motion to approve both sponsorship application for $ 10,000.00 each. Seconded by: K. Theriot. Discussion followed: application, budget, final reporting, TV vs radio shows, other funding sources, Terrebonne Parish's filming, charter fishing community support, audience
reach/proposals, ROI tracking, and final reporting. Motion approved.
VII. Approval of Minutes: K. Theriot made a motion to approve January's minutes. Seconded by: J. Smart. Motion approved.
VIII. 2019 Final Amended Budget Approval: S. Corbitt presented the 2019 amended budget.
C. Blanchard made a motion to approve the 2019 amended budget. Seconded by: K. Theriot. Motion approved. December's financial will be presented at March's meeting.
IX. Legislature Audit Questionnaire Approval. S. Corbitt presented the audit questionnaire form to obtain the Executive committee signatures. J. Falgout made a motion to approve to the Executive committee to sign the required document. Seconded by: J. Smart. Motion approved. Discussion followed on: employee audit, fraud reporting and audit fraud documentation.
X. Executive Director's Report: S. Corbitt presented the monthly report. Discussion followed on: cell phone policy, TPCG's Board orientation manual, occupancy report, chimney swift bird project/bird clubs, staff changes, LACVB's Board of Director's meeting update, S. Corbitt's STS Marketing College graduation, updated logo and department reports. M. Durocher entered the meeting at 9: 17 a.m. to update board on the upcoming crawfish trail.
XI. K. Theriot made a motion to end the meeting at 9:54 a.m. Seconded by: C. Blanchard. Motion approved.


February Meeting Agenda

February 19th, 2020

Houma Area CVB Board of Directors Meeting Agenda


The meeting of the Houma Area Convention and Visitors Bureau Board of Directors will be held at 8:30 am, Thursday, February 27, 2020, in the conference room at the Administration Building located at 114 Tourist Drive, Gray, LA 70359.


I.        Call the Meeting to Order
II.        Roll Call
III.        Invocation and Pledge of Allegiance
IV.        Public to be Heard
V. Audio Application:
(a)  Louisiana Outdoor Adventures TV Show
(b)  Outdoors with Don Dubuc
VI. Approval of Minutes 
VII. 2019 Final Amended Budget Approval
VIII. Legislature Audit Questionnaire Approval
IX. Executive Director’s Report
X. Adjournment

Sincerely,
Lindsey Fruge’
Financial Office Manager


Helpful Links

Terrebonne Parish Government
www.tpcg.org

Houma-Terrebonne Chamber of Commerce
www.houmachamber.com

Houma-Terrebonne Civic Center
www.houmaciviccenter.com

Visit Louisiana Coast
www.VisitLouisianaCoast.com

Louisiana Charter Boat Association
www.louisianasaltwater.com

Louisiana State Office of Tourism
www.louisianatravel.com

Louisiana Travel Promotion Association
www.ltpa.org

Southeast Tourism Society
www.southeasttourism.org

Brand USA 
www.thebrandusa.com