WEBSTER PARISH CONVENTION AND VISITORS COMMISSION
REGULAR COMMISSION MEETING MINUTES
Date: March 18, 2026
Time: 9:00 AM
Location: Springhill-North Webster Chamber of Commerce
400 N Giles Street, Springhill, LA 71075
I. WELCOME / CALL TO ORDER
Chairman Ty Pendergrass called the meeting to order at 9:00 AM.
II. PRAYER & PLEDGE OF ALLEGIANCE
Prayer and Pledge of Allegiance were conducted.
III. ROLL CALL
Commissioners Present:
Ty Pendergrass
Dianne Blake
Derek Melancon
Sara McDaniel
Rachel Miller
Kyle Roberton
Staff/Guests Present:
Amie Poladian
Johnnye Kennon
Chloe Burns
- MINUTES
A motion was made by Derek Melancon to approve the minutes from the January 21, 2026 Commission Meeting. Motion was seconded by Dianne Blake.
Motion carried unanimously.
V. FINANCIAL
Financial reports were not included in the meeting packet. Discussion was held regarding postponing approval until the next regular meeting once complete financial documentation could be provided.
No action was taken.
VI. TOURISM REPORT
Executive Director Amie Poladian provided the Executive Director’s Report, including updates regarding operations, financial management, tourism marketing, partnerships, internal systems, and ongoing projects.
A tourism update was also provided by the Springhill-North Webster Chamber of Commerce.
No action was taken.
VII. NEW BUSINESS
Governance & Administration
a. Proposed 2026 Regular Meeting Schedule
A motion was made by Kyle Roberton to approve the proposed 2026 regular meeting schedule and locations. Motion was seconded by Sara McDaniel.
Motion carried unanimously.
b. Updated ACH (Electronic) Payments – Addendum B
A motion was made by Kyle Roberton to approve updated ACH (electronic) payments for payroll, contract labor, and approved vendor/CEA disbursements as presented in Addendum B. Motion was seconded by Derek Melancon.
Motion carried unanimously.
c. Automatic Payments for Recurring Operational Bills – Addendum A
A motion was made by Rachel Miller to approve automatic payments for recurring operational bills as presented in Addendum A. Motion was seconded by Sara McDaniel.
Motion carried unanimously.
Grants & Cooperative Endeavor Agreements
d. Scottish Society of the Louisiana Highlands CEA
A motion was made by Kyle Roberton to approve a Cooperative Endeavor Agreement (CEA) with the Scottish Society of the Louisiana Highlands for the Scottish Tartan Festival to be held May 2, 2026, in the amount of $4,000 for FY2026. Motion was seconded by Rachel Miller.
Motion carried unanimously.
e. Brothers Keeper Motorcycle Club, Inc. CEA
A motion was made by Sara McDaniel to approve a Cooperative Endeavor Agreement (CEA) with Brothers Keeper Motorcycle Club, Inc. for Burn Run to be held April 17–18, 2026, in the amount of $4,000 for FY2026. Motion was seconded by Kyle Roberton.
Motion carried unanimously.
f. Krewe des Ambassadeurs Advertising Grant
A motion was made by Rachel Miller to approve a $2,000 advertising grant for Krewe des Ambassadeurs for the 25th Anniversary Coronation and Reunion to be held August 28–29, 2026. Motion was seconded by Sara McDaniel.
Motion carried unanimously.
g. Families Helping Families Region 7 Advertising Grant
Agenda item removed. Required documentation was not received in time for Commission review.
No action was taken.
Contracts, Facilities & Operations
h. Commercial Office Lease Agreement – City of Minden
A motion was made by Sara McDaniel to authorize the Executive Director to enter into and execute a commercial office lease agreement with the City of Minden for office space located at 1004 Recreation Drive, Minden, Louisiana 71055, pending attorney review and approval. Motion was seconded by Kyle Roberton.
Motion carried unanimously.
i. Insurance Coverage Associated with Lease Agreement
A motion was made by Derek Melancon to approve obtaining and/or maintaining required insurance coverage associated with the lease agreement, subject to compliance requirements and available quotes. Motion was seconded by Dianne Blake.
Motion carried unanimously.
j. Spring Paddle Event Insurance – McInnis Insurance Agency
A motion was made by Derek Melancon to approve the quote from McInnis Insurance Agency, Inc. for event insurance coverage for the 2026 Spring Paddle event in the amount of $2,044.58. Motion was seconded by Sara McDaniel.
Motion carried unanimously.
k. Directors & Officers Insurance – Wimberly Agency
A motion was made by Dianne Blake to approve the Directors & Officers insurance quote from Wimberly Agency in the amount of $661 annually plus applicable fees. Motion was seconded by Kyle Roberton.
Motion carried unanimously.
l. Flores Custom Design – Kayak Wraps
A motion was made by Rachel Miller to approve the quote from Flores Custom Design for kayak wrap design and installation in the amount of $1,312.20, subject to final design adjustments. Motion was seconded by Sara McDaniel.
Motion carried unanimously.
m. Monthly Cleaning Services Agreement – Vines Enterprise
A motion was made by Dianne Blake to approve a monthly cleaning services agreement with Vines Enterprise for the facility located at 1004 Recreation Drive in the amount of $165 per month. Motion was seconded by Rachel Miller.
Motion carried unanimously.
n. Bumgardner Electric – Miller Quarters Park Lighting
A motion was made by Sara McDaniel to approve the quote from Bumgardner Electric for lighting installation at Miller Quarters Park in the amount of $3,000. Motion was seconded by Rachel Miller.
Motion carried unanimously.
o. Miller Quarters Park Pressure Washing & Restoration Services
Discussion was held regarding submitted quotes for pressure washing and restoration services at Miller Quarters Park. The Commission requested that the Executive Director re-contact all parties and request updated quotes to include swing reinforcement and additional restoration details.
The Commission granted Executive Director Amie Poladian authority to move forward with contractor selection upon receipt and review of updated quotes.
No formal vote was taken.
Procurement & Services
p. Professional Photography Services RFP
Photography proposals received through the Request for Proposals (RFP) process were reviewed and discussed.
No action was taken.
q. Transition from Visit Widget to Townsquare Media
A motion was made by Sara McDaniel to approve transitioning website platform services from Visit Widget to Townsquare Media. Motion was seconded by Rachel Miller.
Motion carried unanimously.
VIII. COMMENTS FROM COMMISSIONERS
Commissioners provided general comments and discussion regarding upcoming events and tourism initiatives.
IX. PUBLIC COMMENTS
No public comments were recorded.
X. ADJOURNMENT
There being no further business, the meeting adjourned.
Respectfully submitted,
Kyle Roberton
Secretary/Treasurer
Ty Pendergrass
Chairman