TDC Minutes 01/13/2016 W - DRAFT (FINAL NOT RECEIVED FROM TOURISM) January 13,2016
MINUTES OF THE
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
WORKSHOP MEETING
Naples, Florida, January 13, 2016
LET IT BE REMEMBERED that the Collier County Tourist Development
Council in and for the County of Collier, having conducted business herein, met
on this date at 1:00 PM in WORKSHOP SESSION in Administrative Building
"F," 3rd floor, Collier County Government Co ex, Naples, Florida, with the
following Members present:
TDC - 'resent: Murray H. Hendel
Susan Becker
ALSO PRESENT:
Jack Wert, Director— Tourism Department
Colleen Greene, Assistant County Attorney
Kelly Green, Tourist Development Tax Coordinator— Tourism Department
Pat Bush, Collier Citizen's Council
Nancy Kearns, Collier Citizen's Council
Parker Medley, Sports Marketing Manager— Tourism Department
Derek Johnssen, Assistant Finance Director— Clerk's Office
Jim Molenaar, Manager, Internal Audit— Clerk's Office
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TOURIST DEVELOPMENT COUNCIL
GRANT WORKSHOP AGENDA
JANUARY 13, 2016
1:00 PM - 3:00 PM
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. CHANGES/APPROVAL OF AGENDA
IV. NEW BUSINESS
1. Workshop Discussion Topics
a. Category B Marketing Grants for FY 17
b. Category C-2 Non-County Owned Museum Grants for FY 17
c. Sports Event Grants for FY 17
V. QUESTION & ANSWER PERIOD
VI. DISCUSSION
VII. NEXT MEETING DATE/LOCATION
8:30 AM January 25, 2016 TDC Monthly Meeting, BCC Chambers
VIII. ADJOURNMENT
January 13, 2016
The Meeting convened at 1:00 p.m.
Mr. Wert noted the purpose of the meeting was for the panel to review grant
applications for FY17 and provided their recommendations to the Tourist Council
Development on the amount of grant funds to be awarded to the various
applicants.
First Order of Business:
A) Suggestions for revising the Category "B" Grant Application
1. Simplifying the application form. Mr. Wert stated that they have been
able to cut out half of the number of pages in order to simplify the application
form. Determining the minimum information needed to qualify for the grant
2. Expand the eligibility for grants to or izations that represent Arts and
Culture
3. Understanding the Heads and 7,- •s. e Heads and Beds count is
required because there needs to be •m `e• ure of the return on investment that
is made on and dollars that are ' •ed . destination marketing and
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promotions. This needs to b= . . - • toward people who don't live in Collier
County but come and stay a d lodging and the stay must be 2 or more
days
4. Establish a liaison from the Tourist Development Council office to assist
applicants during the grant process and have the liaison print their name and
contact information on the application. Kelly Green is the Tourist Tax
Coordinator and acts as the liaison so her name will be added to next year's
application.
5. Establish a partnership with the Chamber of Commerce to promote the
availability in the access of grants.
6. Clarify restrictions on advertising events in and out of Collier County.
7. Publicize grant recipient organization names and amounts received.
This would be after the grants are awarded and this can be part of the press
release that is sent out to the press.
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January 13, 2016
8. Establish an appeal process. The application does not currently have
this.
9. Establish a percentage of TDC revenues to be the grant funding budget.
All of the C-2 non-county owned museums, nonprofit grants, have a percentage
of the tourist tax that is in the ordinance that goes to Category C-2, municipally
owned museums and museums owned and operated by not for profit
organizations. 4.764% of the first 2% is allocated for this use.
Category B Grants come out of a different fund, which is fund 184 and this is the
destination, advertising and promotion budget. Each year we do a specific
budget amount for these, approximately $100,000.00.
B) Revising grant application process '('S,
Mr. Wert discussed the timetabl: a fi application approval. The due
date depends on when the final ap• •catii s e approved by the county
commissioner this year. '
1. The reason why thi :ble is critical is because these grants become
a part of the request that is sent the County Commission for the budget for the
next fiscal year.
a) Goal is to have application put together by end of April.
b) May is when the finishing touches will be put on the budget.
c) The budget will be reviewed by the County Commission in June.
d) Final approval of grants would be in September.
e) October 1St - funds would be expendable for that grant cycle.
C) Grant Program Guidelines
Mr. Hendel asked if some of the guidelines could be presented to the
audience.
Mr. Wert responded by stating that most of the guidelines have been
eliminated.
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January 13, 2016
1. One requirement that needs to be met is that all the collateral material,
television commercials, website sections and e newsletters to need to have
acknowledgement of where the funds come from. The grant program extends
and expands the reach of destination marketing efforts
2. The second requirement is to have either the Collier County Tourist
Development Tax or the display of the CVB logo
Brian Holly-Director at Naples Botanical Gardens, asked about Collier
County policy and what is required in order for funds to be reimbursed. His
concern was the level of detail in order to track cut sheets and how difficult it is.
He felt providing an invoice from a reputable firm showing what was done
should be enough in order to get reimbursed.
Mr. Wert responded by stating that this was a requirement put in years
ago to make sure that in fact the ad did run and that was the reason for tear
sheets.
Lisa Wilkinson-Golisano Childre seu of Naples asked about
getting clarification on tear sheets. Sh: -x or d that it would be easier if
PDF's could be accepted.
Mr. Wert agreed and sta , 41i, at h, would approve of PDF's with proper
documentation such as an inv e vendor and evidence that the vendor
was paid would be sufficie
D) Category B Marketing Grants can be for non-profits or for profits
1. Applies primarily to corporations, 501C, etc. i.e.: if you are a non-
profit, organization, a 990 form is something filed every year and would be
needed.
2. Structure contract to have area where it says "does not apply".
3. Provided most recent financial statements.
Knowing if organizations have had grants in the past is helpful because it
provides background information, for example: "did I bring visitors to the
area?"
E) C-2 non county owned and operated grants
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January 13, 2016
1. Certain percentage is allocated for tax fund 193; specifically for
non-county owned museum grants.
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There being no further business for the good of the County, the Tourist
Development Council Grant Workshop was adjourned at 3:12 p.m.
Collier Co wrist Development Council
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'4 rm. . , Commissioner Penny Taylor
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These minutes approved by the Board/Committee on as
presented or as amended .
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