WEBSTER PARISH CONVENTION & VISITORS COMMISSION

MINUTES OF THE REGULAR MEETING

Date: July 29, 2026
Time: 9:00 a.m.
Location: Muddy Bottoms ATV & Recreation Park
100 Muddy Bottoms Road
Sarepta, Louisiana 71071

I. Welcome

Chairman Ty Pendergrass welcomed those in attendance.

II. Call to Order

Chairman Pendergrass called the meeting to order at 9:07 a.m.

The meeting opened with prayer and the Pledge of Allegiance.

Commissioners Present

Ty Pendergrass
Jerri Lee
Derek Melancon
Dianne Blake
Sara McDaniel

Staff Present

Amie Poladian, Executive Director

Guests Present

Amber Cobb, Springhill–North Webster Chamber of Commerce
Shannon Wright, Webster Parish Journal
Winston Hall, Historic Highway 80

III. Minutes

A. May 20, 2026 Regular Meeting Minutes

Derek Melancon moved to approve the minutes of the May 20, 2026 Regular Meeting. Jerri Lee seconded the motion. The motion carried.

IV. Financial Report

A. May–June 2026 Financial Report

Derek Melancon moved to approve the May–June 2026 Financial Report. Jerri Lee seconded the motion. The motion carried.

B. 2025 Independent Accountant’s Review Report

The 2025 Independent Accountant’s Review Report was presented by Wise, Martin & Cole, Certified Public Accountants. No action was taken.

C. Resolution Accepting the 2025 Independent Accountant’s Review Report

Sara McDaniel moved to adopt the Resolution accepting the Independent Accountant’s Review Report and Financial Statements for the fiscal year ended December 31, 2025. Dianne Blake seconded the motion. The motion carried.

V. Audit & Compliance

A. Louisiana Legislative Auditor Compliance Questionnaire

Jerri Lee moved to adopt the Resolution approving the Louisiana Legislative Auditor Compliance Questionnaire, also known as the Louisiana Attestation Questionnaire, for the fiscal year ended December 31, 2025, and ratifying its prior submission to satisfy statutory filing requirements. Sara McDaniel seconded the motion. The motion carried.

B. Fiscal Year 2026–2027 State Enterprise Funds Cooperative Endeavor Agreement

Sara McDaniel moved to adopt the Resolution authorizing the Executive Director to execute the Fiscal Year 2026–2027 State Enterprise Funds Cooperative Endeavor Agreement and related documents with the Louisiana Department of Treasury. Jerri Lee seconded the motion. The motion carried.

VI. Reports

A. Historic Highway 80 Presentation

Winston Hall gave a presentation regarding the history, tourism significance, and potential promotion of Historic Highway 80. No action was taken.

B. Executive Director’s Report

Executive Director Amie Poladian presented her report.

Sara McDaniel moved to accept the Executive Director’s Report. Dianne Blake seconded the motion. The motion carried.

C. Springhill–North Webster Chamber of Commerce Tourism Report

The Commission received the Springhill–North Webster Chamber of Commerce Tourism Report for the first and second quarters of 2026. No action was taken.

D. Homer Humphreys Cooperative Endeavor Agreement Activity Report

The Commission received the Homer Humphreys Cooperative Endeavor Agreement Activity Report for the first and second quarters of 2026. No action was taken.

E. Wesley Miller d/b/a Big Sasquatch Outdoors Performance Review

The Commission received the Wesley Miller d/b/a Big Sasquatch Outdoors Cooperative Endeavor Agreement Performance Review for the first and second quarters of 2026. No action was taken.

VII. New Business

A. Advertising Grants

1. Vintage Car Club of Minden

Sara McDaniel moved to approve a $2,000 advertising grant for the Vintage Car Club of Minden for the Vintage Car Show to be held September 12, 2026. Jerri Lee seconded the motion. The motion carried.

2. W.H.O. of North Webster

Dianne Blake moved to approve a $2,000 advertising grant for W.H.O. of North Webster for the 2026 W.H.O. Matters event to be held October 17, 2026. Derek Melancon seconded the motion. The motion carried.

B. Cooperative Endeavor Agreements

1. Miss Louisiana Volunteer

Derek Melancon moved to authorize the Executive Director to execute a Cooperative Endeavor Agreement with Miss Louisiana Volunteer for the 2026 Miss Louisiana Volunteer Pageant, previously approved as a Fiscal Year 2026 Major Grant recipient in the amount of $4,000. Jerri Lee seconded the motion. The motion carried.

2. Springhill Rodeo Association, Inc.

Dianne Blake moved to authorize the Executive Director to execute a Cooperative Endeavor Agreement with Springhill Rodeo Association, Inc. for the 2026 Springhill PRCA Rodeo, previously approved as a Fiscal Year 2026 Major Grant recipient in the amount of $4,000. Jerri Lee seconded the motion. The motion carried.

3. Active Minden Foundation/Bike Minden

Sara McDaniel moved to amend the November 19, 2025 Major Grant award recipient from Rocky Raccoon Media LLC/Bike Minden to Active Minden Foundation and authorize the Executive Director to execute a Cooperative Endeavor Agreement and disburse the grant funds upon receipt and verification of the required documentation, provided all conditions are satisfied no later than December 31, 2026. Dianne Blake seconded the motion. The motion carried.

4. B Free Outdoor Adventures LLC

Jerri Lee moved to approve a Cooperative Endeavor Agreement with B Free Outdoor Adventures LLC in an amount not to exceed $4,000 for the development, promotion, and marketing of the Louisiana Overland Adventure Trails initiative and authorize the Executive Director to execute the agreement. Sara McDaniel seconded the motion. The motion carried.

C. Financial & Administrative Governance

1. Executive Director Grant Authority

Jerri Lee moved to adopt a Resolution delegating authority to the Executive Director to execute grant applications, grant agreements, and related documents on behalf of the Commission. Sara McDaniel seconded the motion. The motion carried.

2. Wade & Perry Engagement Letter Addendum

Derek Melancon moved to approve the proposed addendum to the 2026 engagement letter with Wade & Perry, CPAs APAC, addressing compensation, monthly financial-reporting deadlines, and the accounts included in reconciliation services, subject to Wade & Perry’s final review and acceptance, and to authorize the Executive Director to execute the final agreement with any nonmaterial revisions. Dianne Blake seconded the motion. The motion carried.

3. Automatic Recurring Payments—Addendum A

Jerri Lee moved to approve automatic payments for recurring operational expenses as listed in Addendum A. Derek Melancon seconded the motion. The motion carried.

4. ACH Payments—Addendum B

Sara McDaniel moved to approve the updated ACH payments for payroll, contract labor, and approved vendor and Cooperative Endeavor Agreement disbursements as listed in Addendum B. Dianne Blake seconded the motion. The motion carried.

D. Office & Visitor Center Improvement Project

Derek Melancon moved to receive the report on completed facility preparation improvements; approve the presented Office and Visitor Center improvement proposals; establish the Office and Visitor Center Improvement Project and project budget; and authorize the Executive Director to complete the project within the approved budget, conditioned upon the Commission having the option to enter into a five-year lease with Kitchens with no increase in rent during the lease term.

Sara McDaniel seconded the motion. The motion carried.

E. Parish Tourism Development

Sara McDaniel moved to approve the purchase and installation of a four-kayak self-service rental kiosk from Whenever Watersports for $19,999 using the Commission’s remaining American Rescue Plan Act tourism recovery funds; designate Wenk’s Landing as the preferred location and Caney Lakes Recreation Area as the alternate location, subject to final agency approvals; authorize the Executive Director to execute the necessary agreements; and authorize the use of remaining funds for project signage and marketing. Jerri Lee seconded the motion. The motion carried.

F. Marketing & Destination Development

1. Photography Services

Jerri Lee moved to approve the selection of qualified photographers from the previously issued Request for Proposals and authorize the Executive Director to engage selected photographers for tourism marketing projects, subject to approved budgets and Commission policies. Dianne Blake seconded the motion. The motion carried.

2. Temporary Use of Current Branding

Dianne Blake moved to approve the temporary use of the Commission’s current marketing logo and branding materials pending completion and adoption of a comprehensive branding initiative. Sara McDaniel seconded the motion. The motion carried.

3. Vibemap Interactive Search and Mapping Platform

Sara McDaniel moved to approve a Vibemap interactive search and mapping platform for integration with the Commission’s website and authorize the Executive Director to execute the associated agreement. Dianne Blake seconded the motion. The motion carried.

G. Personnel & Administrative Staffing

The Commission discussed its current administrative staffing needs, the operational role being performed by contracted administrative support, and options for maintaining adequate in-office administrative support through the remainder of 2026 and beyond.

Following discussion, Sara McDaniel moved to hire Chloe Burns as an employee working five days per week as Executive Assistant at a rate of $20.00 per hour, with no benefits at this time, effective August 3, 2026. Benefits will be discussed following updates to the Commission’s personnel policies and consideration of the proposed budget at the September 2026 meeting. Jerri Lee seconded the motion. The motion carried.