Loading...
HomeMy WebLinkAboutVPCMinutes_2008_03_31Promotions Committee Meeting Minutes – March 31, 2008 City Hall Present: Victoria Blatchford, Sam Nelson, Chris Duagaard, Rod Schaefer, Bob Johnson, Zeno Wicks III, Tom Jones, Deb Garbers, Doris Roden, Jeff Weldon, Tom Richter, Bridgit Burghardt, Amy Einspahr, and Jerry Miller. Absent Lynn Darnall • Blatchford called the meeting to order and called for any agenda changes. Wicks asked to add Evening for the Arts application to the voting. • February 14th and 25th Minutes: Wicks moved to approve. Nelson seconded. Motion carries. • Financials: Wicks moved to approve. Einspahr seconded. Motion carries. Wicks questioned if the Swiftel Fund needs to be replenished to $45,000? • Blatchford recapped the topics covered at previous planning session, the committee identified tournaments and conventions as the top priorities. We also need a marketing promotional plan, to market Brookings. What is the marketing of Brookings? What should the goals be? The committee held discussion regarding promotional plan. Discussion focused on who is the target audience, branding and logo discussion, various ways to get the information to the target audience, and steps required in order to move forward. Daugaard leaves meeting. • Budget Discussion/Allocation: The committee submitted a budget for approval to the Chamber Board, it was then sent to the City for approval. The proposed budget changes the previously submitted budgets account titles and account amounts. Blatchford provided the committee with proposed equations as a starting point for discussion regarding the distribution of funds. Question into the percentages, plan to keep them the same year after year? Yes as long as they are working. Feel the numbers great, and exactly where they should be. Through the planning session, conventions and tournaments were identified as two main areas of focus. Question if the convention allocation was based on enhanced facilities? Do not remember the facilities being part of the discussion, but if the Swiftel Addition gets approve, will need more money to go after big conventions. Garbers added also need facilitation package, once we get them here, then what. Questioned if it would be beneficial to allocate $20,000 to conventions? Garbers explained the money would be used for bidding conventions, bidding conventions does not fit into the application process. Suggest transfer money from Visitor Promotions to CVB and let CVB use to go and bid conventions. Report back as how used money and what response was. Transfer $20,000 to the CVB, question if this is what the council intended the committee to do with the money? City Council allocated the funds, are we fulfilling our mission if they give the funds to Promotions and then transfer to CVB? CVB has a budget to go after conventions. Garbers explained that when the budget is gone, stop bidding conventions. Recommend having Weldon go to the council and explains Promotions recognizes conventions important for economic impact, and that is why there was a shift of funds from promotions to CVB this year. Regarding tournament, recommend a sports commission. Most local organizers do not have the funds to put the tournaments on. The State Gymnastics Tournament needed a hospitality room, with someone working in the room. Question into if organizations give back the unused funds they were given? That is not part of the criteria; most will find somewhere to spend it as opposed to giving it back. Questioned if money should also be budgeted to be used by Community Events Coordinator for emergency items regarding tournaments? Willie Mac basketball tournament needed help with their programs; the CVB did what they could for them. Burghardt should have been able to say I will do your programs, but currently does not have the leeway to do this. This was a last minute event, and they did not have time to apply for funds. Give funds with the understanding has to provide where the funds went. Johnson leaves meeting. Accounting for previous committements, budget the appropriate amounts to bring the account balance equal; the remaining funds will be allocated as follows: tournaments-$22,179.49, Conventions- $22,179.49, Event/Quality of Life-$4,435.90, Seed-$6,653.85, Marketing-$33,269.23, Reserve-$19,179.48, CEC Discretionary- $3,000. Question regarding the Swiftel Fund, if the fund is to be brought back to $45,000. Question regarding the amount and current committements regarding the Swiftel Fund. Burghardt explained that the events happened in 2007, and the checks were written at the end of 2007, but were not cashed until 2008. The amounts had to be carried over into 2008 as outstanding commitments. Technically the Swiftel Fund ended 2007 with a balance of $45,000, with the checks being cashed in 2008; the amount available is $40,975. Einspahr moved to approve the budget amounts. Jones seconded. Motion carries. • Voting on: Evening for the Arts: They are offering 250 seats free to SDSU students. Nelson motioned $750 out of student funds. Jones seconded. Motion Carries with Wicks abstaining. Attendance: 750 • Out of town: (local ) • Lodging: 13x$104=$1,352 • 2nd person lodging: 13 x$40=$520 • Commuters: 124x$40=$4,960 • $1,352+520+4,960= $6,832 x1.8= $12,297.60 est. impact • Local retention: 600x$10=$6,000 • Application Deadline: question if the student applications are exempt from filing applications thirty days prior to the start of the event? Students are exempt from the application deadline. Need to look at the wording in the criteria, and make it clearer regarding when applications will be accepted. • Voting on: SDSU Geography Convention-April 3- 4, 2008-Requst-$1500 Jones motioned to refer the application to CVB. Wicks seconded. Motion carries. • Attendance: 175 x 2 nights= 350 • Out of town: 15%-53 • 1st person lodging: 45x$104=$4,680 • Commuters: 7x$40=$280 • $4,680+280=$4960 x1.8= $8,928 est. impact • Voting on: SDSU Jackrabbit Rodeo-Rodeo Club-April 10-13, 2008-Request: $300 Miller questioned why the application was not filed on student application? There are two requests one for the Rodeo Club and one for the Suttons. Wicks explained we have discussed this in the past, the fact that applications continue to come in and there are still questions regarding if it should be a student application or an event application. Nelson recommends Burghardt contact an SDSU representative anytime receive a request for a student application. Burghardt questioned if it would be better if they Student applications are handled by the SDSU representatives? Forms are available in the SA office; feel applications should be available through Burghardt also. Burghardt recommended having one general application, if the SDSU representatives feel the application should be considered for Student funds, it should be mentioned during the discussion of the applications in the Promotions meeting. Application died for lack of motion. • Attendance: 1800x 2 nights= 7200 • Out of town: 80%-5760 (1440 local) • 1st person lodging: 200x$104=$20800x4 nights=$83,200 • 2nd person lodging: 200x$40=$8000x 4nights=$32000 • Commuters: 1040x$40=$41600x4 nights=$166400 • $83,200+32,000+166,400= $281,600 x1.8=$506,880 est. impact • Local retention: 1440x$10=$14,400 Miller leaves meeting • Voting on: SDSU Jackrabbit Rodeo-Sutton-April 10-13, 2008-Request: $3000 Einspahr motioned $3,000 out of tournament funds. Wicks seconded. Motion carries. • Attendance: 2000x 4 nights=8000 • Out of town: 65%-5200 (2800 local) • 1st person lodging: 150x $104=$15,600x 4nights=$62,400 • 2nd person lodging: 150x$40=6,000x4nights=$24,000 • Commuters: 1000x$40=40,000x4nights=$160,000 • $62,400+24000+160000=$246,400x1.8=$443,520 est. impact • Local retention: 700x4nights=2800x$10=$28,000 Voting on: Delta Chi Charity Poker-April 19-20, 2008-Request: $4000 Application dies for lack of motion. • Attendance: 300x 2 nights=600 • Out of town: 33%- 198 (201 local) • 1st person lodging: 40x$104=$4160x2 nights=$8,320 • 2nd person lodging: 40x $40=1600x2nights=$3200 • Commuters: 19x40=760x 2 nights= $1520 • $8,320+ 3200+1520 =$13,040x1.8=$23,472 est. impact • Local retention: 201x$10=$2010x2=$4020 Voting on: Brookings Marathon-May9-10, 2008-Request: $300 Jones motioned $300 out of tournaments. Einspahr seconded. Motion carries. • Attendance: 2000 • Out of town: 83%-1660 (340 local) • 1st person lodging: 100x$104=$10,400x2 nights=$20,800 • 2nd person lodging: 100x$40=$4000x 2nights=$8,000 • Commuters: 630x$40=$25,200x2=$50,400 • $20,800+8,000+50,400 x1.8=$142,560 est. impact • Local retention: 340x$10=$3,400 •Motion by Blatchford to change title of tournament funds to Tournament/ Athletic Events. Einspahr seconded. Motion carries. •Motion to adjourn by Wicks second by Schaefer. Meeting adjourned at 2:50p.