ORDER N0.28484 APPROVAL FOR COMMISSIONER PCT. #1 TO PREPARE A PROPOSAL TO HOST WEST TEXAS COUNTY JUDGES AND COMMISSIONERS CONFERENCE On this the 12th day of January 2004, upon motion made by Commissioner Letz, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0, to authority Commissioner Pct. #1 to prepare a proposal to host the West Texas County Judge and Commissioners Conference for 2006. r;, ~~ ,1 ~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: H.A. "Buster" Baldwin ~ OFFICE: MEETING DATE: January 12, 2004 SUBJECT: (PLEASE BE SPECIFIC) Commissioners' Court TIME PREFERRED: Discuss and consider giving Commissioner Pct. # 1 authority to prepare a proposal to host the West Texas County Judges and Commissioners Conference. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Commissioner Pct. # 1 5:00 P.M. previous Tuesday. WEST TEXAS O~ yC ^C Q C v ~ ~,r~~ No i~ b~ O U1 to W r 0 ~~~ ~'~~~ G~ December 19, 2003 I~ItESI"ENT MEMORANDUM 13onnic l_cck Wu,klcr County Judgc P.O. Drawcr Y KIcn~432) S8G 6658 7'O: Cities interested in hosting the West Texas County Judges' and I~ax {432) S8G-3535 COmmlSSloner5' Association Conference in 2006. Isr VICE PRESIDENT ~rcddie Gardner Please accept this letter as our invitation to present a proposal to host our [:ctur County Commissioner association's annual conference We would love to visit our cit Y Y I o l a t:. r,ghih st. . . Odcssa, l'a 797G2 I'I,. (432) 498-4000 In 2006 the West Texas Coun Jud es and Commissioners' Association ~ g I ax (432) 498-4005 will hold its annual conference March 21, 22, 23, & 24. Our Association is 2•' vlcF PRESIDENT made u of elected Coun Jud es and Commissioners from 119 Counties in p ~ g Don R. Allrcd Oldham County Judge West Texas. Our conference usually draws approximately 350 to 400 r.o. Dox 19s registrants from member counties as well as other parts of the state. Most Vcga, TX 79092 rl, (soG) 2G7-zGO7 bring their families with them to the conference, which results in 700 to 800 I~ax (80G) 2G7-2671 people in attendance. We also normally have around 80 exhibitors who DIItF,(TOR represent companies providing services and products to our members. Gilbert A. Ilores Lubbock County Commissioner r.o. Dox Ios3G If you are interested in hosting this conference, please review the enclosed Lubbock, TX 79408 material detailing conference needs. Your proposal will be presented to our rl,. (goG) 77s-I Jas I~ax (BOG) 775-1550 Conference Cit Committee at the 2004 Conference in Midland on Y Wednesday March 24, 2004 at 10:00 a.m. Presentations will be limited to DIREr, roll 15 minutes each Vcmon 11. Cook . Roberts County Judgc P.O. Dux 478 please notify my office at the address to the left if your city will be making a Miami, TX 79059 rl,. (SOG) 8G8-3721 proposal so adequate time can be allotted. rax (soG) gGa-3Ja I DIRF.CTOIi If I can answer any questions concerning the conference or your proposal Cluck Slallcr please contact my office. 1'aylur County Comn,lesioncr JW Oak tit Ahilcnc 1'X 79602 Thank you for your interest in hosting this conference. Ph.(32S)G74.1235 I~ax (325) 674-1365 Sincerely, PAST PRESIUF,NT ~ , /~/ ~ ~~ J.D. Johnson Gi ~/ ' - / ~~~ 'arrant punt Commissioner ~ ~ y Don R. Allred 671 J 'I'elrphune Rd rt worth, ~rex>te 76135 Oldham County Judge rl,. (817) 238-4400 Enclosures Pax (817) 238-4407 WEST TEXAS COUNTY JUDGES' AND COMMISSIONERS' ASSOCIATION 2006 CONFERENCE ITEMS TO BE ADDRESSED IN CITY PROPOSALS CITY: 1. Conference dates: March 21,22 and 23, 2006 Are you able to book these dates? Are you able to provide 7 suites for the Directors Monday thru Friday of the conference? HOST HOTEL: 2. Rooms available: What are the room rates? How many complimentary rooms are there? 3. Overflow hotels: How many rooms available? Room rates? Complimentary rooms? 4. Will you provide complimentary rooms for 7 board members for a maximum of 4 planning sessions? 5. How many hospitality suites in the headquarters hotel? 6. Does the headquarters hotel have audio and visual equipment? 7. If the meetings are to be held at the hotel, do they have ample meeting space for 500 people? 8. Do they have break-out rooms, conunittee meetings, etc.? 9. Will the Extension people be able to bring in food for one or two breaks? 10. Will there be transportation from the airport to the hotels? 11. Will there be ample space for a minimum of 50 vendors' booths? 12. Is there space for the vendors and meetings under the same roof? 13. Does the headquarters hotel have adequate banquet facilities if the functions are at the hotel? Breakfast accommodations? 14. Any additional incentives? CITY: Convention Bureau or Chamber: 1. Will the Bureau provide or help provide the following? a. Help with registration b. Work with City and Commissioners Court c. Help with Ladies functions d. Provide shuttle services if needed e. Help with the planning meetings f. Pre-registration-have name badges ready and bags stuffed If the meetings are held at a Convention Center what will be the cost to the Association or will the fee be waived? Is insurance required on the Center? 2. Airlines coming to your city? If none, the closest airport? 3. What civic events will possibly be happening in your city at the time of the conference? 4. Does the Convention Bureau have audio and visual equipment? If so, is there a charge to us? HOST COURT: What will the court be doing for the conference? • A resolution or letter from Court is helpful. Will you have a budget? Host Court reception- Planning sessions for conference- Ladies activities- Golf Course- Dominoes- Pool Tables- Will you provide help for on-site registration (including laptop for name badges), committee needs such as typing, copies, etc. AN INFORMATIONAL PACKET FOR THE 7 COMMITTEE MEMBERS SHOULD BE PROVIDED.