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HomeMy WebLinkAboutVPCMinutes_2011_09_261 Promotions Committee Meeting Minutes – September 26, 2011 City Hall Present: Victoria Blatchford, Anthony Sutton, Jameson Berreth, Patrick DeBoer, Amy Einspahr, Leah Brink, Didem Koroglu, Tom Jones, Tom Richter, Deb Garbers and Bridgit Burghardt. Chairperson Blatchford called the meeting to order at 12:17 p. Blatchford requested to move the branding update from item 5 to item 2. Peterson motioned to approve the agenda as amended, Einspahr seconded. Motion carries. Branding Update: Koroglu informed the committee the movie advertisements will not start until January due to there not being an opening right now. We need to call in December to reserve our spot for next year. We have the option of a six month or twelve month contract. Koroglu is working with Jay Vanduch on putting together a “Faces of Brookings” look. The billboard redesign is in process, the information has been sent to Lamar. On Thursday Blatchford and Koroglu will present to the Chamber Board regarding the web initiative. The present will be what was presented to this committee last month. We will be seeking feedback and what our next steps are. We will report back at the October meeting. Koroglu exits Presentation: Rina Reynolds: Pride to Citrus Parade The request is on behalf of the Pride of the Dakotas. There was a similar request four years ago when the Pride performed in the Rose Bowl Parade. The Pride would go as a representative of the city, willing to tie the Brookings brand into the message. The investment gets you equivalent to a 30 second commercial which sells for $1.1 million. During the Rose Bowl performance, the band members handed out post cards. If support the request at $25,000, the Pride will get a new banner with the Brookings logo and tell students to brings their dreams to Brookings. There will be a number of family members traveling with the band and they will be staying in hotel rooms the night before we leave. Attendance: 171 (121 band member and 50 adults/parents) 1st person lodging: 50x140=$7,000 $7,000x 1.8=$12, 600 estimated economic impact Local Retention: 121x10=$1,210 August 29 Minutes: Jones motioned to approve, Sutton seconded. Motion carries. Financials: Einspahr motioned to approve, Jones seconded. Motion carries. Convention Report: Garbers reported the tournament funds are depleted. Tournaments and conventions are contracted but funds have not been committed. We stretch the commitments out as far as we can. We spend the last quarter prospecting, gathering venue and possible business information. Most conventions book 2-3 years out and some tournaments book out even farther. Currently we are bidding anything from 2012-2018. Burghardt and Garbers plan to meet the first part of October to work out a plan. Regarding the BID board, they have an optimist plan. Blatchford asked Garbers to give a recap for the new committee members. Garbers explained this is a $2.00 tax on hotel rooms. If the plan passes, we will start collecting January 1. The board consists of Garbers, Tom Richter, Bob Johnson, Tari Waterman and Lance Park. They will make 2 recommendations to the City Council on how to spend the funds. Currently they are looking at focusing on expanding facilities. Blatchford mentioned an article in the Argus Leader regarding how Sioux Falls in way ahead of what they expected to collect. Garbers added Sioux Falls mentioned they are going to start doing advertising co -ops with the State Tourism Office, we already do that. Blatchford mentioned Sioux Falls is going after larger conventions, so we are going after what they don’t want. We are not competing with Sioux Falls. 2012 Budget: Burghardt provided the committee with a proposed 2012 budget based on the $265,000 allocation. The City Council has had discussion regarding the budget, but it has not yet been passed. The second reading of the budget will be tomorrow night. Blatchford questioned if we would like to make a motion to pass the proposed budget or table it until after the council approves their budget? Sutton motioned to table to the October meeting, Jones seconded. Motion carries. Brand Manager Contract Discussion: Blatchford mentioned it’s tough to have this conversation without an approved budget. The original taskforce, which included Lisa Svobodny and Bob Otterson, recommended a full-time brand manager. The question is, if VPC, Chamber, CVB, BEDC, and the City all share a person, who would be responsible for that person? Peterson questioned if we should maintain this as a contracted position? It’s tough to report to six different bosses. Currently this is a contracted position. The experts recommend this be a fulltime position, and at minimum someone halftime to monitor the brand. Einspahr questioned if Koroglu put together a written plan? Yes, it identifies our objectives. Burghardt will send the marketing plan out to the committee. Brink questioned if it’s something we should contract out in the short term in order to give us time to look at a fulltime position? Peterson inquired as to what Koroglu was being paid for the contracted position? Blatchford responded $20,000. Jones questioned if that was considered part-time? Yes. Einspahr mentioned that in the initial discussions regarding what to pay, we did not want to start out to low. We wanted experience. Einspahr questioned if we want to look at an hourly rate? Peterson responded we probably do not want to look at an hourly rate. Brink questioned if when Koroglu was hired, if there were clear expectations as to what we wanted to achieve? Blatchford responded yes. But we will have to refine the expectations. Einspahr questioned how we move forward and if we need a subcommittee to look at the plan and make recommendations? Blatchford responded she would like others to be involved as well. Blatchford, Brink, Peterson and Einspahr agreed to be on the subcommittee to review the documents. Einspahr questioned if our next step is to draft an RFP? Blatchford recommends waiting until the budget is finalized and the Chamber makes a decision regarding the website. Sutton questioned what sort of a timeline we are looking at? The subcommittee will try to meet within the next two weeks to review the documents. Sutton asked when we would like to see the person start. Blatchford mentioned December or January. Einspahr asked how we proceed in the meantime. Blatchford suggested anything new comes to the committee. Voting: SDSU Pride to the Citrus Parade: Peterson asked if this was something we had funded in the past? Burghardt responded yes. We did fund the request for the Rose Bowl Parade. Blatchford mentioned this has a national focus, but does not fit with the regional focus. Peterson mentioned using SDSU fund. Sutton mentioned they give funds to the Music Department. Application dies for a lack of motion. Peterson motioned to adjourn, Brink seconded. Meeting adjourned at 12:59p.