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HomeMy WebLinkAboutVPCMinutes_2009_02_231 Promotions Committee Meeting Minutes – February 23rd, 2009 City Hall Present: Chris Daugaard, Tom Jones, Tyler Luckhurst, Matthew Nelson, Didem Koroglu, Jerry Miller, Zeno Wicks III, Victoria Blatchford, Bridgit Burghardt, Deb Garbers, Jan Brockel, Jeff Weldon and John Seward. •Chairman Blatchford called the meeting to order at 12:17 • Agenda addition or changes: Daugaard moved to approve the agenda, Luckhurst seconded. Motion Carries. • January 26th Minutes: Miller motion to approve, Luckhurst seconded. Discussion: Branding is a priority. We have to be focused on priorities, there was a letter sent out stating applicants may not receive funds. Question into the branding project, and if we will be receiving the additional funds? The contracted price is $84,000, with the company covering travel and data entry costs. The City approved $60,000 in the 2009 budget for the branding project. Regarding payment to North Star, half of the cost is to be paid up front. $24,000 of the initial $42,000 was paid by the Visitor Promotions Committee, with the remaining $18,000 of the first payment paid directly from the City. Since the City holds the contract with North Star, the $60,000 budgeted will be paid directly to North Star from the City. The $60,000 includes $18,000 of the first payment, as well as the remaining balance of $42,000. Minutes approved, with the clarification regarding the payment for the branding project. Motion carries. • Financials: Jones motioned to approve, Wicks seconded. Discussion: question around the student funds? The application timeline makes more difficult for students to apply. We might want to consider looking at the application process. The Multicultural program will be bringing a request for funds next year. The event is going to be held in the fall? Yes. Believe the students have spent a year worth of budget. There was additional carryover they have not spent. Question into if there is a reason we can not look at the students request when come in? Yes. The Committee voted to make the applications quarterly. With the quarterly applications, we are forcing people to plan ahead. The committee has worked with the students in the past. The nature of student groups are different, a review of the student application timelines might help. Application timelines will be added to the March Agenda. Motion Carries. •Branding Update: Brockel gave an update on the branding project. We currently are in the process of gathering information for the Situation Analysis. Information is being gathering from areas such as Chamber, CVB, City, and DBI. North Star provided the questions. The deadline to return the analysis is Feb. 27th. Representatives from North Star will be in Brookings April 6-9, and departing on the 10th. Blatchford mentioned we continue to not have publicity, as we are in the beginning stage. Brockel added we will want to use media before they arrive in April. •Convention Report: The remaining funds for the conventions and tournaments have been depleted. We can not move forward without additional funds. Conventions right now are pretty stable. If there is additional money, would suggest putting it into tournaments. Garbers and Burghardt will be bidding the Go Kart Nationals in April. Burghardt is preparing a presentation for the bid. Question into where the conventions are being held? One convention will be at the Shamrock and one at the Days Inn. Receive a written commitment for payment, makes them get the contract signed quickly. Question into the report, and if the far right is the economic impact? Yes. We are currently in the process of arranging for a hospitality room during the state tournament. We are competing against other towns for the tournaments. •2010 Budget Discussion: We are being proactive by starting to discuss our budget. Question into what happened in June of 2007? Burghardt mentioned have compiled the events from 2007, and nothing really jumped out. In June of 07, the Meat Conference, Daktronics held a training seminar, and the Arabians were in Brookings. Question into if we have a number per capita? If we have a certain amount of money, we could bring you this much for a return? We are looking for an average regarding return on investment. Burghardt answered she does not have a number available right now the information is available at the office. According to the convention report, $20,000 on three tournaments provided a return of 1.6 million. Suggest for the budget, send along information regarding if we have $225,000-you get a certain dollar amount in return, but if we have $275,000-you get x in return. We should make the council aware of the return on investment. Suggest putting together a budget with return attached. This will help justify the amount requested. Quantify the value. Question into where the original $225,000 came from? Originally back in 2006, it was a projection of the Third B Tax. In addition to the Promotions committee, BEDC, Chamber, DBI and CVB receive funds from the Third B Tax. There are no additional funds available for 2009. Hopefully it will go back up. Question into the future, will the Third B money be spent on something else? At this time, there are no plans to change. A budget with options and return makes sense. The Committee might want to consider targeting an increase dedicated to certain areas in the budget. We have named two areas as priorities, conventions and tournaments. Daugaard motioned to direct to evaluate in $25,000 increments up to $300,000 in conventions and tournaments with return. Luckhurst seconded. Motion Carries. •Keloland Contract: There is other media we could use. Question into how we track? Burghardt provided the committee with information on viewership, as well as the difference between if paid full price for ads vs. monthly cost. Web hits are really low. It is one thing if putting out the new brand. There are other places to we could advertise. If people see something repeatedly, it helps more than if just see it in one place. It is really difficult to judge website 2 tracking. Initially, the idea was to doing something when the streetscape was finished. Question into what UTV is? That is one of Keloland’s public broadcast stations. We could put the $22,000 into tournaments. The closing line of advertising is telling people to move from Sioux Falls to Brookings. The environment is to move within the state. With the branding project going, quite now might be good, the concern being how to keep awareness of Brookings. Daugaard motioned not to renew the contract, Luckhurst seconded. Motion Carries. • Introduction and welcome to John Seward, Director for Downtown Brookings. •Daugaard motion to adjourn, Luckhurst seconded. Motion Carries. Meeting adjourns at 1:20.