Loading...
HomeMy WebLinkAboutVPCMinutes_2009_08_311 Promotions Committee Meeting Minutes – August 31, 2009 City Hall Present: Tom Jones, Bob Johnson, Zeno Wicks III, Victoria Blatchford, Rob Peterson, Amy Einspahr, Catherine Grandorff, Michael Kendall, Didem Koroglu, Bridgit Burghardt, Deb Garbers, Jan Brockel, Jeff Weldon, and Tom Richter. •Chairperson Blatchford called the meeting to order at 12:23 • Agenda corrections or additions: the Girls Basketball Reimbursement item it has been requested to be removed from the agenda • Presentation: Christy Osborne, Belinda Miller and Tom Coughlin–State AA Volleyball Banquet-Nov. 18, 2009-Request $4,000 The dinner is similar to the dinner before the basketball state tournament. The team dinner is the evening before the tournament starts, the event includes guest speakers, and the players, coaches, and guests are invited to attend. Question into why the event is at the Shamrock? Did a cost compare between the Shamrock and Campus, and the Shamrock was about $500 cheaper. The meal is buffet style. This is the only year the tournament will be held on campus, after this, it moves to the Swiftel Center. Question into if any of this money goes to South Dakota High School Activities Association? No. Question into how the Basketball planning committee paid for the dinner? The Backers took a hit. The event was paid through general funds by the Backers. Feel the money from the Backers is best used to invest into our athletes. The volunteers for the tournament are the Backers. Question into if the team dinner is a new trend? It kind of is. Three years ago, they decided to do something different, to make a statement about Brookings, they decided to start the banquet. It made a great impact. Two years later, when Yankton could not host the tournament, Brookings was moved up ahead of schedule. Question into if Brookings is on the Volleyball rotation? The tournament use to always be in Watertown. We are now on the rotation. Question into the Shamrock charging a facility fee, when pay for food, ask for donation. The Shamrock was the cheaper option. A facility fee is charged nowadays. • Attendance: 1237 per day • Out of town attendance: 75%- 928x3=2784 • 1st person lodging: 200 x140=28,000x2=$56,000 • 2nd person lodging: 200x60=12,000x3=36,000 • Commuters: 528x60=$31,600x3=$95,040 • $56,000+36,000+95,040=187,040x1.8=$336,672 Estimated Economic Impact • Presentation: Amber Carda and Vanasa Merhib–Boys and Girls Club Fall Basketball Tournament-Nov.28-30, 2009-Request $6,000 This is the 1st fall basketball tournament. The date has changed to Thanksgiving weekend, as well as the name has changed to Willie Mac State Tournament. Being a Willie Mac tournament will double the team numbers. Want to keep the Willie Mac quality. Willie Mac was held in Yankton and Vermillion, but had some issue in the past. Merhib’s supervisor recommended the Boys and Girls Club to host the tournament. Brookings is building gyms. This will be a community event. Question into if having spring tournament? Yes. The spring tournament will be 7th-8th -9th grade teams, and the fall tournament will be 4th-5th-6th grade teams. The spring tournament will also be a Willie Mac tournament. Question into if there is a fee charged to use the Willie Mac name? Yes. That detail is still being worked out. The name has been around for about 15 years. • Attendance: 2000 per day • Out of town attendance: 90%-1800 per day • 1st person lodging: 140x140=$19,600x2=$39,200 • 2nd person lodging: 140x$60=$8,400x2=$16,800 • Commuters: 1520x$60=$91,200x2=$182,400 • $39,200+16,800+182,400=$238,400x1.8=$429,120 Estimated Economic Impact • Local Retention: 200x10=$2000x2=$4,000 Einspahr arrives • Presentation: Jay Tr-Powerlift on the Plains–Nov. 20, 2009-Request $755 The entry form is on the AAU website. They are trying to bring powerlifting back to South Dakota. There has not been a meet in a number of years. The hope is to break even in a couple of years. The event takes a certain number of lifers and equipment to hold event. Currently working with friends in other communities to use their equipment. Working off of AAU guidelines so state records can be set. Orchard, NE holds an event and each year, the numbers are increasing. Hope to attract participants from NE, MN, from the region. They are doing a mailing using the NE database of lifters, also doing a blast mailing to High School wrestling and lifters. • Attendance: 100 • Out of town attendance: 90%-90 • 1st person lodging: 25x140=$3,500 • 2nd person lodging: 25x60=$1,500 • Commuters: 40x60=$2400 • $3,500+1500+2400=$7,400x1.8=$13,320 Estimated Economic Impact • Local retention: 10x10=$100 2 • Presentation: Mary Held and Brian VanLiere–Senior Showcase-Nov. 20-21 2009-Request $ BISA is a parent run organization. Currently there are between 230-250 kids ages 4-high school participating. 16-20 teams from Brookings. Currently host 14 tournaments each year, with the addition of the Boys State Hockey Tournament this year. Bring up to 100 teams to Brookings through tournaments. Regular season runs October thru March. This is the 2nd year for summer ice, hold camps and tournaments. BISA recently held tryouts for a National team for 13 and 14 year olds, with a majority of the games to be played in Brookings. This year, Brookings will be hosting 2 Stampede Games. Regarding the Senior Ice Bowl, BIAS has changed the name to the Senior Showcase. The event was previously held in Sioux Falls for the past 10 years. Sioux Falls decided to pass on the event this year. Senior players from throughout the state are invited. They come from the other 9 cities with hockey programs. Last year there were 73 seniors invited and 71 participated. This year, there are 115 seniors invited, hoping for 100 participants. Sioux Falls used to advertise in the program, BISA is trying not to hit sponsors up to many times. Question into if participants pay an entry fee? No. There is a charge for spectators. Question into why Sioux Falls dropped the event? The cost, facility availability, as well as no volunteers, contributed to choosing not to host the event. Question into if the speaker is during the brunch? Yes. Question into if Sioux Falls lost $1800, do you think you will loose money or break even? It is unknown regarding the cost. Question into if scaling back the program is an option? Yes, currently looking into scaling back the program to cut costs. The event has always been held on this weekend. Question into if there are recruiters coming? Yes. A committee member is working on that specifically. • Attendance: 350 per day • Out of town attendance: 70%-245x2=490 • 1st person lodging: 60x140=$8,400 x2= $16,800 • 2nd person lodging: 60x60=3600x2=$7,200 • Commuters: 125x60=$7,500x2=$15,000 • $16,800+7200+15000=$39,000x1.8=$ 70,200 Estimated Economic Impact • Local Retention: 105x10=$1050x2=$2,100 Grandorff arrives • Presentation: Jesse and Doc Peterson–Midwest Supercross-Nov. 27-28, 2009-Request $3,000 The event is held each year on Thanksgiving weekend. Struggle to find sponsors. Last year, there were 300-350 competitors, and they bring family support. Each year, they do a license plate count, with 90% of the plates being from out of town. A majority of the crowd comes from the Sioux Falls region. There is another Supercross event held the third weekend in January. Question into what areas the newspaper and radio ads reach? The newspaper ads reach Brookings, Sioux Falls and Watertown. The radio ads also reach the areas of Pipestone, Marshall and Huron. Brookings Radio does some swaps with other stations to get their ads on stations. Question into how the January 2009 event went? Rider turnout was good, the crowd numbers were down. Ticket prices are as low as they can be. SDSU is a locked price, whether they purchase tickets ahead of time, or the day of the show. January’s event had cold weather. Overall, riders are coming. This year, planning to bring in freestyle teams, try to change the show each year. There are only three races in the winter. The others are held in Omaha and Minneapolis. Minneapolis Supercross is not happening this year. Work with other race promoters as to not compete with dates. Discussion into an incident that happened at a hotel last year, the hotel worked with the Petersons and happy with the resolution, they handle any problems. • Attendance: 2000 per day • Out of town attendance: 90%-1800x2=3600 • 1st person lodging: 150x140=$21,000x2=$42,000 • 2nd person lodging: 150x60=$9,000x2=$18,000 • Commuters: 1500x60=$90,000x2=$180,000 • $42,000+18000+180000=$240,000x1.8=$432,000 Estimated Economic Impact • Local Retention: 200x10=$2000x2=$4,000 • Presentation: Paul Gilk-Brookings Basketball Association-December 5-6th-Reqeust $1500 The Basketball Association promotes basketball in Brookings. Provide scholarships to kids, and improve facilities. The Schoolers tournament is held in December, and is for boys and girls grades 4-8th. The tournament averages between 40- 55 teams per year, with six teams from Brookings. Advertise with the Argus Leader, hits the tri-state area. The funds would be used for custodial fees and program costs. Question into if the Schoolers organization is a Brookings organization? No, it is a statewide organization. The tournament is run by the Dakota Schoolers. Question into if the Basketball Association receives money? Yes, from the concessions. Question into who the wages are for? The officials and administrators are from the Schoolers. The Basketball Association has gone through some changes, with the current President being Chad Broksieck • Attendance: 800 per day • Out of town attendance: 85% =680 x2= 1360 • 1st person lodging: 125 x 140=$17,500x2=$35,000 • 2nd person lodging: 125 x 60=$7500x2=$15,000 • Commuters: 430x60=$25,800x2=$51,600 • $35,000+15000+51600=$101,600x1.8=$182,880 Estimated Economic Impact • Local Retention: 160x10=$1600x2=$3200 3 • Presentation: Tom Richter-First Chance Bonanza Rodeo-October –Request: $3,500 This is a reoccurring event. The PRCA calendar year changed and this is now one of the first rodeos in the year. The event traditionally draws between 3,000-3,500 spectators and 200-300 contestants. Question into the advertising budget, the application states funds would be used to expand advertising, what would that include? Last year they tried to secure a billboard in a high traffic area, but were unsuccessful. The advertising covers a 70 mile radius. • Attendance: 1500 per night • Out of town attendance: 50%=750x2=1500 • 1st person lodging: 100x140=$14,000x2=$28,000 • 2nd person lodging: 100x60=$6,000x2=$12,000 • Commuters: 550x60=$33000x2=$66,000 • $28,000+12000+66000=$106,000x1.8=$ 190,800 Estimated Economic Impact • Local Retention: 750x10=$7500x2=$15,000 • Presentation: Tom Richter-Swiftel Center Classic-December 28-29, 2009 –Request: $2,500 This event was created between staff and the Athletic Director from Estelline. This is a high school basketball tournament. The tournament attracts 28 boys and girls teams. The event traditionally attracts 1200 spectators per day. This has been a good addition to the Swiftel Center schedule, especially since it is during the holidays. The event attracts family members, in the middle part of the week. Question into if have received commitments from the high school teams? Yes this is committed to two years in advance. These are full days of basketball, and so far have been very well received. A number of the teams that play in the tournament might make districts, and this gives them another chance to play at the Swiftel Center. • Attendance: 1200 per day • Out of town attendance: 95%= 1140x2-2280 • 1st person lodging: 5x140=700x2=$1400 • 2nd person lodging: 5x60=300x2=$600 • Commuters: 1130x60=$67,800x2=$135,600 • $1400+600+135600=$137,600x1.8=$247,680 Estimated Economic Impact • Local Retention: 60x10=$600x2=$1200 • May 27th and August 19th Minutes: Einspahr motion to approve with the correction of clearing added to the May 27th minutes, Jones seconded. Motion carries. • Financials: Burghardt discussed the changes to the financials, to include the additions of the allocations for the August 19th meeting, as well as the addition of the Men’s Division 3 State Softball Tournament, in which the CEC Funds were used since the tournament did not fit into an application cycle. Einspahr motioned to approve, Jones seconded. Discussion regarding limited funding available for the applications, question into what funding was left? There is $15,209 left in the tournament fund. All of the applications fit within the tournament fund. The Marketing/Branding fund has been set aside to promote the brand. There total amount requested from the applications is $23,000. Motion Carries. •Branding Update: Brockel reported on August 12 Ed Barlow presented the research findings to the community branding subcommittee members and the members of the Leader Roundtable. Following the presentation, the subcommittee met and approved the brand strategy platform. Friday or Tuesday will be the 1st review of the written creative, once that is approved, two to three weeks after that will be the logo. After the logo is approved, will move onto marketing concepts, hoping that in 4-6 weeks will have something. North Star recommends a soft rollout, not a big splash. • Convention Report: Garbers provided the committee with an updated convention report. Not a lot of activities as the funds are used up. Question into if identifying dates available? Yes, Burghardt keeps a calendar of upcoming events. Question into if Fishback Soccer and Go Karts are the same weekend? The Go Karts will just be finishing as the Fishback Soccer begins. We are receiving calls for hotel rooms for soccer already. Filling hotels first, then refer them to campus. The goal is to keep them in Brookings. Question into if when people stay on campus, if campus pays sales tax? Guessing, but would think yes. Years ago, there was a state law saying the universities could not undercut those providing the same service in town. Garbers will check into if campus pays sales tax. Thanks to Jeff Weldon for supporting the Visitor Promotions Committee, and his work on a tough budget. Garbers mentioned working with SDHSAA to get their money. Regarding the 2009 Girls State Basketball Tournament; the process is unclear to the SDHSAA as they do not request money. The contract amount was $3,000, and now we are hearing they needed $8,000, they are short funds for the past tournament. Question into why there was a shortfall? In other communities, the facilities are usually complimentary, here there is a fee. SDSU charges, as costs are incurred. There was not a set number. Peterson mentioned he is working with the high school right now; there has been a request to host two out of three state basketball tournaments. Garbers mentioned, if they had come to the CVB earlier, there would not have been a problem. CVB also paid for the hospitality room during the tournament. The CVB has set aside $6,000 for the volleyball tournament. We can not give a blank check for the tournaments. 4 • Discussion regarding funding: question if the two events at the Swiftel Center could be taken out of the Swiftel fund? The Swiftel Funds are set aside to allow the Swiftel Center to be competitive in attracting a national concert. The funds serve as a risk fund so the Swiftel could co-promote or buy a concert. Guard towards concerts. Question into if the funds have ever been used? Yes. These are back-up funds. The events are all good events, recommend dipping into the Swiftel funds for applications this one time, which would give more leeway for other applications. Question into if this is a fund we could borrow from and give back if there is a profit? Have not requested that applicants give back the funds if there is a profit, we stay away from the profit. Two of the three events held at the Swiftel Center are not Swiftel Center events. This is a tight budget, but do not want to set a precedent. Some of the events are new, and some are repeat events. We have to look at the dollar impact; some events have a higher return than others. Einspahr exits • Voting State AA Volleyball Banquet -Request $4,000 Burghardt gave an explanation regarding recommendation. This is a nice add on to the event; however it has no impact on the event. Brookings is on the rotation for the volleyball tournament. This is a nice way to promote Brookings, but does not impact the tournament. Johnson mentioned in this world, if do not have it, it looks bad on your community. This maybe critical in the future, right now we have the tournament, but in the future we may not. Question into if the recommendations were made on the budget? Yes. Have to find out what is comfortable for the Backers. Highest priority is new events; some support says we appreciate your work. Question into if there are other sponsors? No. The host is Brookings High School, work with SDSU, and the Backers added the banquet. The Backers do the meal, the Backers are asking for the help. Regarding state tournaments, people have to come here, we do not want to loose it. Koroglu mentioned if our focus is on new events, maybe we can not continue to support the same events. Focusing on new events is good point, but we also need to look at the potential of the new events. Are the events going to grow? Hospitality during the state tournament is a requirement for hosting, the banquet is an add-on. Wicks motioned $2,000, Jones seconded. Motion Carries. • Voting Boys and Girls Club Fall Basketball Tournament -Request $6,000 Added the Willie Mac name, will help the event. We have good venues in Brookings. Johnson motioned $3,500, Blatchford seconded. Discussion: question into how may teams? The tournament will use most of the hotel rooms. Supercross is the same weekend, which is an established event. Motion Carries. • Voting Powerlift on the Plains-Request $755 Johnson motioned $500, Grandorff seconded. Discussion: this event could grow, as they have access to AAU kids, football coaches, this event is good for football people. Feel this event is on the right track, once it can break even, they will not request funds. Question into if student funds could be used? Typically those funds are to be used for SDSU Students. It is for the people in the dorms. Motion fails for lack of majority. Johnson motioned $250, Wicks seconded. Motion carries. • Voting Senior Showcase-Request $2,500 Burghardt explained the recommendation. The BISA organization hosts a number of tournaments in town during the course of the year. They have a great volunteer base. This is a new event in Brookings. Wicks motioned $500, Johnson seconded. Discussion: The BISA organization is light years ahead of the Sioux Falls organization. Sioux Falls has trouble finding volunteers to help with hockey. BISA has a strong volunteer base, not surprised Sioux Falls gave up the event. Regarding charging an entry fee, don’t think it would be a problem getting an entry fee. Hockey parents are use to spending money. Jones mentioned from the hotel side, hockey is great for the hotels as they fill rooms during the winter months. Motion carries. • Voting Midwest Supercross-Request $3,000 Wicks motioned $2,500, Johnson seconded. Discussion: They are organized and it is a well run event. They may need some help promoting the event, for example on facebook, a list serve, that sort of thing. Question into how the Swiftel Center helps with advertising? They have not taken the Swiftel Center up on advertising. Swiftel Center advertising, typically hits a seven state area. Young people do not read the paper; need to do something for them. This is a repeat event, may need to look at how to get the events to become self-sufficient. Sioux Falls wants the event; need to help to keep the event in Brookings. Motion carries. • Voting Basketball Tournament-Request $1500 Johnson motioned $1,000, Grandorff seconded. Discussion: Dakota Schoolers are a profit driven organization. The Basketball Association pays for the janitors, feel the Schoolers could pay for the janitors also. Motion carries. • Voting First Chance Bonanza Rodeo-Request $3,500 Burghardt explained the recommendation of $1000-$1500. The recommendation is based on economic impact, and when reviewing the applications in this cycle, keeping consistent funding amounts for like events. This is a family run event. There are additional sponsorships. Richter added these types of events see the funding more as a sponsorship, than support. The funds are one thing to help keep a struggling event stable. Johnson recommended $3500, Wicks seconded. Discussion: based on precedent, need to keep funding similar for comparable events. Question into the $7,000, if that is the amount the Sutton’s make? That is for contract personal. Johnson withdrew motion, with Wicks seconding. Johnson motioned $2500, Wicks seconded. Discussion: question into previous attendance when held on 5 Hobo Day weekend? Saturday was one of the better attended days. One concern is the hotel availability. Jones mentioned the rodeo in the spring generally uses more rooms than this rodeo. Motion carries. • Voting Swiftel Center Classic-Request $2,500 Johnson motioned $2,500, Blatchford seconded. Motion carries. •Updated SDSU Student Application: Burghardt presented the committee with the updated application and criteria. The changes include an addition to the criteria as the SDSU Student applications are now accepted on a monthly base, with the applications being due by the 15th of the month they would like the applications reviewed by the committee. The applications change includes adding SDSU in front of the Student Funds where the applicant checks the funds applying for. The student representatives request to have Burghardt contact them when there is an applicant requesting SDSU Student Funds, with Kendall being the contact for the Student Representatives. •Attendance discussion: Grandorff mentioned she is unavailable if the meetings stay at the current day and time. The topic was added to the agenda as we cancelled two meetings this summer due to a lack of attendance. Summer months are a tough time to get quorum. Question into if there is the ability to proxy votes? Do not believe that would follow Roberts Rules of Order, it is not allowed. One suggestion for policy is two unapproved absences and removed from the committee. Question into what is an approved absence? Question into if the time and day works for the committee? Yes. The day and time will remain the same. Burghardt will compile research information regarding policy, and will bring it back to the committee next month. • General Discussion regarding the application process: regarding tournaments save some money if Deb is involved in the process. Have the applicants consult with Deb first. Johnson mentioned that for state wrestling, call Deb and she takes care of the hotel rooms. Burghardt explained that she and Garbers work well together. Generally Garbers focuses on conventions, and Burghardt focuses on tournaments. Burghardt works with the hotels regarding discounted or comp rooms for officials for tournaments. Garbers and Burghardt generally consult on projects, form and execute a plan. • Wicks motioned to adjourn, Johnson seconded. Meeting adjourned at 2:55.