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TDC Minutes 01/27/2003 R January 27, 2003 TRANSCRIPT OF THE MEETING OF THE COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL Naples, Florida, January 27, 2003 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 9:00 AM in REGULAR SESSION in Building "F of the Government Complex, East Naples, Florida, with the following members present: CHAIRMAN: Commissioner Tom Henning Vice Mayor Gary Galleberg Gene Vaccaro Kevin Durkin Jerry Thirion Susan Becker Rhona Saunders Councilman E. Glen Tucker Joe Dinunzio (absent) ALSO PRESENT: Jack Wert, Director or Tourism Bleu Wallace, CDES Operations Dept. Heidi Ashton, Assistant County Attorney Susan Kelly, KSR Ron Hovell, Project Manager-Public Utilities Div. Joe Delit - Parks & Recreation Page 1 IlL IV. Ve Vie COLLIER COUNTY TOURIST DEVELOPMENT COUNCI~ 9:00 a.m., January 27, 2003 AGENDA Commission Chairman Tom llenning Assumes Chair of the Tourist Development Council Call to Order (Roll Call - Determination of Quorum) Changes and Approval of Agenda Approval of Minutes - December 10, 2002 TDC Meeting Review of Minutes - December 10, 2002 BCC/TDC Joint Tourism Workshop (Approved by BCC on January 14, 2003) Staff.Items 1. Tourism Department Operations Budget - FY03 2. Modification of TDC Grant Application Forms for Category "B" and Category "C2" Funding 3. Realignment of Marketing Plan Funds-KSR 4. Advisory Board Annual Report - Tourist Development Council 5. ~ Ordinance Amendment expanding the use of Category "B" uses to mciude the funding of '~Convention Cemcrs, Tourist Bureaus, and Information Centers as County Agencies." 6. :Modification of TDC Grot Application Form for Category "A" Funding 7. Parks and Recreation Department - South Marco Beach Electronic Access Gates Items Requirin~ Acceptance by the Tourist Development Council 1. Naples Botanical Garden - 2001-2002 Annual Report 2. 2002 Marco Island Film Festival - Tourism Impact Report Discussion Re~ardinR Special Events (Saunders and Vaccaro) Council Discussion Adiourn January 27, 2003 Chairman Tom Itenning assumes Chair of the Tourist Development Council. II. III. IV. Vg The meeting was called to order by Commission Chairman Tom Henning 9:00 AM. Changes & Approval of Agenda - Under New Business add: Election of Vice Chairman. Under Staff Items: # 8. Directors Report, #9. KSR Report. Ms. Becker moved to approve the Agenda. Seconded Ms. Saunders. Carried 8-0. Ms. Becker nominated Vice Mayor Gary Galleberg as Vice Chairman of the Collier County Tourism Development Council. Seconded Glen Tucker. Carried 8-0. Approval of Minutes -December 10, 2002 TDC Meeting Ms. Becket moved to approve the minutes of December 10, 2002 TDC Meeting. Seconded by Mr. Thirion. Carried 8-0. Review of Minutes - December 10, 2002 BCC/TDC Joint Tourism Workshop (Approved by BCC on January 14, 2003). Vice Mayor Galleberg moved to approve minutes of December 10, 2003 BCC/TDC Workshop. Seconded by Mr. Durkin. Carried 8-0. Staff Items: 1. Tourism Department Operations Budget - FY03 - Mr. Wert covered the proposed Budget plans and expenses for the staff between now and September 30th of this fiscal year. (2002-2003) It includes travel, trade shows, lease space, office supplies & furniture for additional staff. The Board authorized Mr. Bleu to take $200,000 of the $239,000 unspent monies for fiscal year 2002 for start-up costs of the office, first year capital costs, vehicle, furniture and salaries. Various invoices from previous years are also in the process of being cleaned-up. Mr. Wert informed the Committee members the Tourism Office is 3050 N. Horseshoe Drive, Suite #210, but will be moving into a larger suite and conference room next door. The office is open to the public. Mr. Henning recommended the next budget year have comparable expenses of the different categories to the previous year. Ms. Saunders moved to except the Tourism Departments Operational Budget. Seconded by Ms. Becker. Carried unanimously 8-0. Page 2 January 27, 2003 2. Modification of TDC Grant Applications Forms for Category "B" and Category "C2" Funding - Mr. Wert recommended the following changes: - Page 26 - Applications would be duplicated and sent out the month of February and due back Monday, March 31 st and be reviewed at the April meeting. - Page 27 - no lobbying of BCC or TDC member but be channeled through the Directors office. - Page 28 - new guidelines to focus on the types of events they wish to encourage. These are guidelines only to stay on budget. Correction: $50,000 for a maximum allowable amount of any single sponsorship instead of the $25,000 as written. - Page 29 - #12 - All event expenditures are on a reimbursement basis only. No funds will be forwarded in anticipation of the receipt of an invoice. Mr. Vaccaro asked about a media request funded in advance and then supplies an invoice back to the Council. Mr. Wert replied it may be a problem with the County Finance and Clerks Office being more stringent on pay out of grants or sponsorships. He is trying to find more sources of funding or matching funds in cases such as Mr. Vaccaro is referring to. Ms. Ashton - Assistant County Attorney -commented the Clerk of Courts is restricted by the Florida Statute from making advance funds except in certain situations. The options should be discussed with the Clerk if someone has a concern. Page 30 - Documenting Economic Impact - written research by the event promoter on who attends the event and what kinds of activities during the event. Survey at least 10% of the projected attendance or 150 applications or which ever is greater. Could be done by volunteers or students. Mr. Vaccaro and Ms. Saunders feel the County needs to take responsibility doing the surveys in hiring a firm or a staff person to do it. Vice Mayor Galleberg agrees, but not be put on staff. Keep it to hiring an outside firm or paying a staff member. He didn't feel it was appropriate for Mr. Wert's office to go out and distribute questionnaires at different events. Mr. Wert felt they could find a mutual way to do research for comparables. This is a direction to staff. Ms. Saunders asked about the "Special Note" on page 29 concerning an event being turned down and not being permitted to come back to the TDC or BCC until the next fiscal year. She would like to see the policy state if it is turned down by the TDC they can't go any further that fiscal year. Page 3 January 27, 2003 Ms. Ashton stated the BCC would have to approve the policy. The applicants are entitled to contact the five commissioners to discuss items. Commissioner Henning would like to see any new information coming to an applicant come back through the TDC for reconsideration and their findings, and then to the BCC. If that needs to be an adopted policy by the BCC, he feels it appropriate for Mr. Wert to bring it to the Commissioners. Mr. Wert summarized that if new information is found or if there are any changes, the applicant would go back to the Tourism Development Council. They would then evaluate whether they should make a different recommendation and whether it goes back to the Commissioners. Vice Mayor Galleberg moved to recommend to the Board of County Commissioners they adopt the above procedure discussed whereby any "new" information or findings coming from an applicant go back through the Tourism Development Council, they in turn will evaluate whether they make a different recommendation back to the Board of County Commissioners. Seconded by Mr. Vaccaro. Carried 8-0. Page 32 - Funding Categories - he discussed the three categories. Ms. Saunders felt the maximum amount of $10,000 for First Time Events be increased to $25,000. Commission Henning suggested heading it "Funding Category Guidelines". - Page 33 - Criteria for Evaluation of Applicants - applications would be scored in 5 categories with a maximum score of 200 points per applicant. - Page 34 - Repeat Event Point system - need to help events get started but would like them to find other sources of funding also. Discussion followed on different events that generate revenues and has an impact on tourism and those that don't. - Page 35 - Outlines authorized uses of Tourism Funds. Advertising and out of market media and creating a web-site promoting event. - Page 36 - Funds may not be used for. - Page 37-48 - Application for Funds - general instructions. - Page 49 - Category "C" Museum Grant Application Page 50C - Criteria- evaluating the applications. Page 50F - Project Description Page 50G - Grant History - what they have done in the past along with matching resources. Commissioner Henning moved to accept the additions and deletions to the Grant Application Forms and Guidelines. Seconded by Mr. Thirion. Carried unanimously 8-0. 3. Realignment of Marketing Plan Funds - KSR - Mr. Wert reported the bottom line has not changed but changed some numbers in some of the Page 4 January 27, 2003 categories. Bleu Wallace stated the BCC will approve the amended Contract because of specific invoices even though the bottom line is not exceeded. There is an increase in KSR's fee as a time charge by $3,000/mo. Discussion followed on the increase of fees. Mr. Wert felt comfortable with the time spent and that it was justified. Susan Kelly - KSR - stated they asked for an increase in fees a year ago and were advised not to do so at that time. They exceeded time spent per month as was scheduled and planned during the first year. Producing more and providing more than what their responsibilities are. She has time sheets documented, for the past two years, showing that they exceed their "time support" well beyond the $3,000/month. Discussion followed with Susan and the Council members. Mr. Wallace said this is the third year with KSR and would be appropriate to go out for bids. Mr. Wallace stated he worked with Elaine McLaughlin and KSR closely in order to come up with an advertising plan. This was all presented to the Board of County Commissioners in which they approved the additional monies for public relations. Mr. Wert is moving numbers around in specific categories. They are working with an existing Contract. Ms. Saunders is not comfortable with increasing the public relations fee to $12,000/month. Ms. Ashton clarifies that there is an existing Contract of $710,000 which was approved in December by the TDC and the BCC. The members can direct staff to do an RFP in September or an option is to terminate the Contract or keep the existing Contract at the $710,000 which has already been approved. A lengthy discussion followed on more of the Budget figures. Commissioner Henning feels comfortable with the figures as long as staff has gone through the figures and quantified them. Mr. Thirion moved to realign the marketing plan funds for KSR as presented. Seconded Mr. Tucker. Ms. Ashton clarified the TDC make a recommendation to reallocate the funding as proposed. Motion carried - 5-3 - those voting "no" were Galleberg, Becker, and Saunders. Break- 10:30 AM Reconvened- 10:40 AM Page 5 o 0 January 27, 2003 Advisory Board Annual Report - Tourist Development Council - Certain Advisory Boards are required to do an Annual Report for the BCC with 7 questions to be answered. Mr. Wallace and Mr. Thirion did the report. Mr. Vaccaro moved to approve the Annual Report as presented. Seconded by Ms. Becker. Carried unanimously 8-0. Draft Ordinance Amendment expanding the use of Category "B" uses to include the funding of "Convention Centers, Tourist Bureaus and Tourist Information Centers as County Agencies". - The existing Ordinance needs to be amended to allow the funding of the new Tourism Dept. with TDC funds. Ms. Ashton has drafted the Amendment. Ms. Ashton recommended the change be made due to the salary expenditure for the County Tourism Office is more of an operational nature and being concerned under the advertising and promotional language being a possible problem. Also during the Workshop the consultant recommended that the salary be funded as County agencies as written under Category "B" of the Amendment. There was a deletion of an error in the draft of the ordinance. Mr. Tucker moved to recommend approval of the Amendment. Seconded by Ms. Saunders. Carried unanimously 8-0. Modification of TDCC Grant Application Form for Category "A" Funding. - Ron Hovell - Coastal Projects Manager - Ron covered the different changes made. Mr. Thirion moved to approve the Grant Application Form for Category "A" Funding as presented by Mr. Hovell. Seconded by Mr. Yaccaro. Carried unanimously 8-0. Commissioner Henning stated it was appropriate for the TDC, CAC and the BCC have a policy on beach renourishment and public access beaches to have a smell test. The Coastal Advisory Council will look at the next round of Grant Applications which will include the renourishment of Hideaway Beach and the County Beaches (Park Shore, Vanderbilt and Naples). There will be a policy statement for certain criteria. Parks & Recreation Dept.-South Marco Beach Electronic Access Gates - Joe Delit - Landscape Architect - Collier County Parks & Recreation - he has a request for a grant application for replacement of electronic gates at the South Marco Beach access parking lot which includes a restroom. Some gates exist that are inoperable. They are not able to be repaired. Vandalism continues to be a problem. The County Page 6 IV. January 27, 2003 does not have a budget for this item so is asking the TDC for funds. Photos were shown on location. Photos were shown as an example of the type of gates needed with costs being $16,000 for the grant. Mr. Galleberg has a problem with the above with the TDC being the proper funding source. He feels it is a Marco Island matter. Mr. Tucker reminded the Council it is a County Beach not a Marco Island Beach. Discussion followed on patrolling of the area, funding sources and the gate being a safety issue. Commissioner Henning felt this would cut down on the Park Rangers and have the quality of life for the residents. Since the maintenance of the parking lot comes from the general fund, accessed by all, it would be very appropriate. Joe stated this is a tourist related location because it provides beach access. Mr. Tucker moved to approve the gates. Seconded by Commissioner Henning. Carried 6-2. Those voting "no" were Durkin and Thirion. 8. Directors Report - Mr. Wert - Brief Overview of activities are: - Visiting Hotels - Met with Lodging Assn.'s - Interviewing for 2 positions - Remodeling Office Space - Guest Commentary - Mr. Clark Hill - Met with Naples Daily News - Met with Jim Mitchell - Clerk of Courts Office - discussed travel, grants applications and details. Vacancies in April for the TDC Radio Show with things to do and see South Meetings Publication - Article on Collier County (Travel Writer important) RFP - Marketing Services - Review every 3 years. 9. KSR Report - Susan Kelly stated they give a monthly report and will now include statistics. She reported the rest of their activities are: - E-Marketing - Web site - shifhng to the electronic area - Expanding Co-op marketing for summer Program - Public Relations - 11 journalists visiting Had 154 journalists contacted them - Food TV - scheduling a tour of South Florida - the Everglades - Results - requests for information for the last quarter (over 4,500 requests) - Web site jumped 45% Items requesting Acceptance by the Tourist Development Council 1.Naples Botanical Garden - 2001-2002 Annual Report - Jonathon Flint Vice President for Development for Naples Botanical Gardens - the Page 7 VI. VII. January 27, 2003 Annual Report covered through July 1 2002. He gave a report on the progress that has been done with a sneak preview open house for the members and contributors on March 4, from 4-6:00PM. They hope to have it open for the Public in the near future. Mr. Thirion asked for a report that show the approved grants and where the dollars are sent. Mr. Vaccaro felt they have provided "seed money" to the Botanical Gardens and felt their share of funding is possibly finished. The projected date for the entire project will be complete in 2006 - which is only half of the site. The overall plan is a 20 year plan. They have received two $500,000 grants and will continue to apply. They are non-self sustaining. Mr. Vaccaro would be in favor of continued funding if the ticket prices are kept minimal and affordable for family participation. Mr. Flint responded that is their goal. Commissioner Henning asked that a one sheet Budget report be presented to them, rather then a lengthy one. 2002 Marco Island Film Festival - Tourism Impact Report - Nick Campo -A report was given the Council in their packet. - He covered the accounting of visitors at the Festival and their marketing promos. 13 hotels in Naples supported the event. Ms. Saunders moved to accept the Botanical Gardens and Marco Island Film Festival Reports. Seconded Mr. Durkin. Carried unanimously 8-0 Discussion regarding Special Events (Saunders & Vaccaro). Ms. Saunders felt they have covered everything in previous discussions, very pleased and nothing else to add. Mr. Vaccaro welcomes the addition of the screening committee Mr. Wert has in place. Council Discussion - All meetings will be held on a monthly basis on the4th Monday of the Month. Mr. Wert would like to move the meetings around the County for the Council to see the rest of the County and what there is to see. Most meetings will be held in the BCC Board room. Commissioner Henning wanted the Council to know it is a pleasure sitting on the Council and a learning process for him. There is great potential of directing Tourist and hopes to see the increase of the off-season Tourism in the County. Page 8 January 27, 2003 There being no further business for the good of the County, the meeting was adjourned by the order of the Chair at 11:45 AM. COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL COMMISSION CHAIRMAN TOM HENNING Page 9