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HomeMy WebLinkAboutVPCMinutes_2011_07_251 Promotions Committee Meeting Minutes – July 25, 2011 City Hall Present: Victoria Blatchford, Rob Peterson, Jameson Berreth, Jerry Miller, Leah Brink, Zeno Wicks III, Tom Jones, Deb Garbers and Bridgit Burghardt. Chairperson Blatchford called the meeting to order at 12:15 p. Agenda additions: Blatchford requested to move the Supercross presentation to under agenda additions and changes, to 2.5. We will move through the Swiftel Center application presentations as no one from the Swiftel Center is able to attend today. Presentation: Jesse Peterson, Midwest Supercross Racing, Request-$4,000 Thanks to Tom Jones and the Staurolite for helping to make the event a success. The track is a man-made track; it is designed and built for each event. The rider turnout has been fabulous, almost too many riders. We are hoping to keep the event in town. It’s good for hotels, restaurants and businesses. There have been a record number of riders, pushing over 300 and expecting more riders this year. We are scheduled for two events this year: Thanksgiving weekend and the third week in January. Originally started out with the January event and it was a sold out event. Started the November event and it was tough the first few years. Now the November event is better than the January event. We have tried to do some stuff with SDSU, but it is Thanksgiving weekend. We do provide a discount for SDSU students. Miller questioned if they will be bringing summer camps to Brookings? They are trying to. Currently they do four clinics and racing schools up by Aberdeen. Working with the Fellowship of Christian Athletes, but it has been a long process. Attendance: 3000 Out of town: 90%- 2700 1st person lodging: 300x140=$42,000 2nd person lodging: 300x60=$18,000 Commuters: 2100x60=$126,000 $42,000+18,000+126000=$186,000x1.8=$334,800 estimated economic impact Local Retention: 300x$10=$3,000 Presentation: Patrick DeBoer, SDSU Student Discount Club, Request-$2,000 The Student Association is requesting $2,000 for discount cards, to be distributed at the campus fall festival, as this is the most concentration of students. The cards encourage students to utilize local establishments. At the fall festival there will be a laptop set up and have students signed up for the facebook page, and we will be keeping track of how many cards they disperse. The remaining cards will be distributed through the Union. Blatchford mentioned last year having the brand on the card, is that something we can do again this year? Yes. Miller questioned if all businesses are contacted? So far they have contacted 20 businesses. Blatchford questioned what feedback they have received from students and businesses? Most of the feedback they have received has been through facebook. Most retailers feel the cards have been beneficial, some did not find it as beneficial. Peterson questioned how many businesses participated last year? 21. Peterson questioned if the cards will be printed on or off campus? DeBoer responded that the cards will be printed at Allegra. 2 Presentation: David Reynolds, BCMS Concert Series, Request-$1,000 With the Visitor Promotion funding, they are able to open their doors to all SDSU students free of charge. Since they have been offering free admission to SDSU students, they have seen an increase in student attendance. There are roughly 900 students in classes and with the concerts being free, they can require students to attend and write reviews. Students use the concert series to meet these requirements. Attendance: 350 per event Out of town: 15%-53 1st person lodging: 6x140=$840x3=$2,520 2nd person lodging: 6x60=$360x3=$1,080 Commuters: 41x60=$2460x3=$7380 $2,520+1,080+7380=$10,980x1.8=$19,764 estimated economic impact Local Retention: 297x10=$2,970x3=$8,910 Presentation: Terry Duffy, Entringer Classic, Request-$1,000 This is a regional tournament named after Mike Entringer who passed away in 1990. The first tournament was held in 1994. This is the 18th year for the tournament, and attendance averages 2,500-3,000. Advertising and donations count for over 50% of the budget. Scholarship applicants are limited to the 18 regional schools and the recipient must be associated with sports. The event brings people to Brookings the day of the event and it also is somewhat of a recruiting tool for SDSU as 217 of the recipients have chosen to attend SDSU. The event is staffed by volunteers and they have to pay rent for the gym, janitors and liability insurance. Attendance: 2700 Out of town: 95%-2565 1st person lodging: 15x140=$2100 2nd person lodging: 15x60=$900 Commuters: 2535x60=$152,100 $2,100+900+152,100=$279,180 estimated economic impact June 20 Minutes: Wicks motioned to approve, Jones seconded. Motion Carries. Financials: Wicks motioned to approve, Berreth seconded. Discussion: Burghardt questioned if they have to transfer funds for the applications, is it better to handle that now or during the voting. Blatchford recommended handling any transfers that needed to be done during the voting. Burghardt mentioned the third b tax is down a bit this month, but up over 2010. Motion Carries. Convention Report: Burghardt reported the International Kart Federation 4-Cycle Grand Nationals was held in Brookings the week after the Arts Festival. They arrived Sunday and raced through Saturday due to rain delays. In 2012 Brookings will host the 4-cycle and 2-cycle, doubling the number of racers. The Kart Club is looking at changing the date due to having to compete for hotel rooms due to the swim meet and soccer tournament. Garbers mentioned the report is heavy on tournaments and the fund is a little over budget, and there is a little funding left in the convention fund. Everything is going well. Blatchford mentioned during the Chamber/VPC meeting they questioned the transfer amounts to CVB. Explained why the VPC transfer funds to the CVB. Peterson added it was more of an explanation to the members. Blatchford continued that it was an explanation of why we exist and how we are different. Blatchford mentioned that Clint Johnson is on the Chamber Board and did not know what the CVB had to offer. He questioned how they would go about planning a convention. Need to do a better job of promoting all of the services. Blatchford added there are new people on the board with questions. Also discussed Mom’s weekend and having a visitor’s survey. Heuton will 3 reach out to the Economic Department at SDSU to see if they can help develop the survey. Voting: SDSU Student Discount Card: Wicks motioned $2,000 out of the student fund, Jones seconded. Burghardt mentioned Sutton was unable to attend today but asked that Burghardt pass along his thoughts. Sutton is in support of the application. Blatchford mentioned Burghardt should work with the students regarding the brand. Motion carries. Voting: State 9 Ball: Jones motioned $4,200 out of the tournament fund, Berreth seconded. Discussion: Jones mentioned the event uses hotel rooms. Motion carries. Voting: BCMS Concert Series: Wicks motioned $1,000 out of Student funds, Brink seconded. Discussion: Wicks mentioned this is a great way to engage the students. Motion carries. Voting: First Chance Bonanza Rodeo: Miller motioned $1,500 out of tournament fund, Peterson seconded. Discussion: Blatchford mentioned the event has grown over the past three years. Peterson questioned if they offer a student discount? Yes. Question if we can split the funding with students? Peterson mentioned they offer $7 tickets to SDSU students on Friday night. Wicks mentioned its Hobo Days weekend. Blatchford questioned how much the event is promoted on campus? Peterson mentioned it is probably promoted in ring science. Miller added he would like to see some come out of student funds. Peterson mentioned they have rodeo dances in the evenings. Blatchford added the dances are attended by students. Wicks suggested an additional $500 to be used to advertise to students. Peterson mentioned that was a good idea as the application says funds will be used for advertising. Blatchford requested to have a note added about the addition advertising to be done on campus and it should be seen across campus. Wicks motioned to amend the motion to $2,000 with $500 out of the student fund to be used to focus on promotion to students, Berreth seconded. Motion carries. With no further discussion, voting on the amended motion: motion carries. Voting: Senior Showcase: Blatchford motioned $250 out of tournament funds, Jones seconded. Motion carries Voting: November Midwest Supercross Racing: Jones mentioned the event brings a significant number of people to town on Thanksgiving weekend. Peterson added they did not request student funds. Wicks mentioned its Thanksgiving weekend. Peterson explained that SDSU has had basketball games on Thanksgiving weekend and they have a decent turnout. Miller questioned if they could add an additional $1,000 out of the student fund, as students stay here over Thanksgiving weekend. Wicks added international students don’t go anywhere and there are more than 1,000 international students at SDSU. Miller motioned $2,000 out of tournaments and $1,000 out of students, Jones seconded. Wicks suggested adding a note about promotions to be targeted towards students, specifically international students. Wicks continued there is a new Diversity Director on campus. Brink mentioned when they host international clients, they are very interested in attending events such as the rodeo. Motion carries. Voting: Swiftel Center Classic: One challenge this event faces is the weather. Jones questioned why they don’t bring teams in from more than an hour away. Wicks added we have done a lot to help this event get off the ground. Questioned why they pay back mileage? Blatchford motioned $500 out of tournament fund, Jones seconded. Motion carries. 4 Voting: Entringer Classic: Jones mentioned because of the date, last year they picked up 25-30 rooms with this event. Peterson mentioned we sponsored the event last year but we are not listed as a sponsor. Blatchford responded we are listed on page 11 but not on the sponsor’s page. Blatchford motioned $500 out of the tournament fund, Jones seconded. Blatchford requested a special note be added that we are listed in the sponsor section. Motion carries. Brand Manager Contract: Wicks motioned to table, Miller seconded. Blatchford mentioned the contract with Koroglu runs through July and she is interested in continuing. Brink questioned what the committees thoughts are about continuing the contract? Blatchford explained the contract was set up as a one year commitment with the option to extend another six months. Question if we want to send out another RFP? To date, Koroglu has been the main contact for the brand. We have developed partnerships with SDSU, as well as the Children’s Museum. Garbers clarified the CVB and the Children’s Museum partnered and started the program. Brink questioned the compensation amount? Blatchford explained it’s on a contract base as the city did not want to hire a full time employee. Garbers questioned how long the contract would run? Blatchford thought at least six months, maybe a year. Blatchford continued that North Star, the branding consultants, recommended two years and no less than 18 months. Motion to table carries. Third Year Funding Policy: Burghardt mentioned Heuton questioned if three years was enough time to get an event started and off the ground? Peterson questioned what Miller thought regarding three years from a business model? Miller responded three years is tough. Wicks added they can still go to the CVB for funding. Blatchford added the committee can always give more. We need something we can fall back on, something in black and white. Wicks mentioned the last sentence, thought after the third year, go to CVB? Blatchford added potential services vs. funding request. Wicks suggested revising to say: application request referred to CVB. Garbers added potential funding alternatives for future support. Blatchford mentioned they could do the media program. Wicks explained the CVB will review with the CVB to make recommendations which might include referral to VPC or other CVB service, for example, media packets. Jones questioned if the CVB has a limit? Garbers responded that if an event has an impact and a need, there is no limit, just the amount based on impact. Blatchford added when funded through VPC, not sure where the funds will go. CVB funds stay in town. Wicks added there is a variety of recommendations that can be made, which includes coming back to VPC. Blatchford added we will be looking at focusing on new events in 2012, asking for new events. Burghardt will make revisions and bring back in August. Pillow Tax Letter of Support: Peterson questioned if we need to add taking the tax to the maximum allowed? Garbers mentioned most hotel managers and owners are on board. Jones mentioned he does not agree with the $2.00. Questioned if it could be a percentage instead, the concern being the week long people. Blatchford responded then we would not be getting the maximum allowed. The program will help fill hotel rooms. Garbers added long term housing is exempt. Jones replied it’s the Sun-Thur. guests. Wicks mentioned it’s our job to make money, the max would be great. Jones added he will support the letter. Burghardt will send the letter to City Hall. Wicks motioned to adjourn, Jones seconded. Meeting adjourned at 1:38p.