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Agenda 11/22/2010 RTDC REGULAR MEETING AGENDA NOVEMBER 22.2010 MEETING AGENDA & NOTICE COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL Collier County Government Center Administration Bldg. F, 3rd Floor 3301 East Tamiami Trail, Naples, Florida 3411 NOVEMBER 22, 2010 9:00 a.m. Collier County Commission Chambers * Requires TDC Action I. Call to Order - Chairman Coyle 11. Pledge of Allegiance III. Roll Call IV. Changes and Approval of Agenda V. Approval of TDC Minutes * 1. * Regular Meeting October 25, 2010 VI. New Business 1. * 11/1/10 BCC-TDC Workshop Funding Recommendations 2. * FY 12 TDC Grant Guideline Review 3. * Wiggins Pass Navigation Improvements Completion 4. * Work Order FY 2012-13 Renourishment Studies VII. Old Business 1. * FY 11 Strategic Plan (continued from 10/25/10 TDC meeting) VIII. Staff Report Presentations 1. Section I - Marketinci Partners a. Tax Collections - Jack Wert b. Paradise Advertising c. Klages Research Report d. Website Activity - Jack Wert e. Search Engine Optimization - Jack Wert f. Fulfillment & Inquiry Summary - Jack Wert 2. Section II - Staff Department Reports (Jack Wert) a. Director's Report b. Sales and Marketing Report c. P.R. and Communications Report d. Film Office Report e. Sports Marketing Report f. Visitor Centers Report IX. D 4 aff Re ors X. Announcements XI. Audience Input & Discussion XII. Council Discussion XIII. Next Scheduled Meeting Date /Location - January 24, 2011 - 9.00 a.m. Collier County Government Center, Administration Bldg. I', 3rd Floor, 3301 East Tamiami Trail, Naples, Florida 34112 XIV. Adjournment All interested parties are invited to attend, and to register to speak and to submit their objections, if any, in writing, to the board prior to the meeting if applicable. For more information, please contact Jack Wert at (239) 252-2402. If you are a person with a disability who needs any accommodation in order to participate in this proceeding, you are entitled, at no cost to you, to the provision of certain assistance. Please contact the Collier County Facilities Management Department located at 3301 East Tamiami Trail, Naples, FL 34112, (239) 252-6380. Public comments will be limited to 5 minutes unless the Chairman grants permission for additional time. Collier County Ordinance No. 99-22 requires that all lobbyists shall, before engaging in any lobbying activities (including, but not limited to, addressing the Board of County Commissioners) before the Board of County Commissioners and its advisory boards, register with the Clerk to the Board at the Board Minutes and Records Department. October 25, 2010 MINUTES OF THE COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL MEETING Naples, Florida, October 25, 2010 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 a REGULAR SESSION in Building "F" of the Government Complex, Naples, Florida with the Following members present: Chairman: Commissioner Fred Coyle Vice Chairman: Murray H. Hendel Susan Becker Jerry Gibson Clark Hill Rick Medwedeff Robert Miller Ed (Ski) Olesky John Sorey III ALSO PRESENT: Jack Wert, Tourism Director Jennifer White, Assistant County Attorney Colleen Greene, Assistant County Attorney Kelly Green, Tourist Development Tax Coordinator October 25, 2010 I. Call to Order — Chairman Coyle Commissioner Coyle called the meeting to order at 9:00 A.M. II. Pledge of Allegiance Pledge of Allegiance was recited. III. Roll Call A quorum was established. IV. Changes and Approval of Agenda Mr. Olesky moved to approve the Agenda subject to the following addition: Item VII.1 — Discussion of the December Regularly Scheduled TDC Meeting. Second by Ms. Becker. Carried unanimously 9 -0. 1. Federal Reserve Bank Presentation (Miami Branch) — Lon Lazzeri — This item to be heard prior to new business items Juan del Busto, Executive Director of the Federal Reserve Bank of Atlanta, Miami Region appeared before the Council and presented a slide show "Economic Outlook" dated October 25, 2010. The presentation included an overview of the existing conditions and projected outlook for the US Economy. V. Approval of TDC Minutes 1. Regular Meeting September 27, 2010 Ms. Becker moved to approve the minutes of the September 27, 2010 Meeting subject to the following change: Page 3, paragraph 1, line 4 from "...Tropical Storm..." to "...Tropical Storms..." Second by Mr. Hill. Carried unanimously 9 -0. Jennifer White, Assistant County Attorney left the meeting and was replaced by Colleen Greene. VI. New Business 1. FY 11 Strategic Plan Jack Wert, Tourism Director presented the Executive Summary "Review and approve the Fiscal Year 2011 Strategic Plan for the Naples Marco Island, Everglades Convention & Visitors Bureau (CVB) " dated October 25, 2010. He provided a copy of the entire plan to Council members via a "flash card." Fran Vaccaro, Paradise Advertising presented a slide show on the FYI 1 Strategic Plan highlighting: • The Business Objectives of the Plan: 1. Increase brand awareness in target markets by 10 %. 2. Increase "Signals of Intent to Travel" (intended business) by 5 %. 3. Grow and maintain Return on Investment (ROI) of $18 per dollar of advertising. 4. Create and execute messages to increase new visitation by 2 %. 2 October 25, 2010 5. Meet or exceed annual occupancy of 62 %. 6. Increase tourist tax revenue by 1 %. 7. Maintain high Average Daily Rate (ADR) relative to competitive set. 8. Maintain high ADR relative to competitive set. • The intent moving forward is to shift advertising funding from traditional media (print and television, etc.) to Digital/Social and Online. • One example of the shift is the utilization of "Quick Response (QR) Tags" which utilizes a mobile bar code system with advertising messages delivered to a smart phone. • The shift will allow greater "tracking" on characteristics (location, ages, etc.) of the parties in the markets targeted by the advertising campaigns. • Tracking data will assist in creating more cost effective advertising campaigns. Mr. Sorey recommended: • Staff provide an Executive Summary on how they will determine if the objectives of the plan are met. • Objective #6 be revised upward based on the increased advertising funding. • A monthly report be provided on the status of the strategic plan. Mr. Medwedeff noted: • The budget proposed is not adequate and for more funds be made available for marketing. • The estimate for Return on Investment (20 dollars for every dollar spent) be reduced as the existing hoteliers also spend funds on marketing affecting the statistic. • On page 5, the weakness identified "One of the highest Average Daily Rate of competitive set" should not be a weakness as the area has a much greater percentage of upscale properties compared to the competitive markets. • A greater percentage of funds should be targeted toward "group sales" as the events generate approximately 45% of the room nights. • A statistic be developed identifying the percentage of proposed funds to expend in each marketing category vs. revenue generated by the category. • The public relations budget should be increased. • The Council and hotel industry just received the plan and has not had adequate time to review it. He recommended a vote on the plan be postponed. Mr. Wert will provide a breakdown on the expenditures by category as proposed in the budget. Commissioner Coyle recommended on Page 3, Bullet Point 1; the word "exasperate " should be changed to "exacerbate." 3 October 25, 2010 Mr. Medwedeff move to continue the item until the November 22, 2010 TDC Meeting pending the Strategic Plans' further review by Council members and comments from the Collier County Lodging and Tourism Association. Second by Mr. Hill. Carried unanimously 9 -0. 2. Stakeholder Meetings Progress Report Jack Wert presented the Executive Summary "Progress Report on Stakeholder Meetings concerning funding year -round destination marketing of Collier County" dated October 25, 2010 for informational purposes. He noted: • There will be a Workshop with the Board of County Commissioners (BCC) on November 1, 2010 regarding re- allocation of Tourist Tax funds. • There will be recommendations available from all stakeholders. • He will attempt to meet with the Economic Development Council prior to the Workshop. Mr. Hill requested clarification on how the stakeholder meetings are structured. Jack Wert noted he provides an overview on the status of the Tourist Development Tax Funding and options on how the funding may be adjusted (shifts in funding percentages /redirections from Category A, B, etc.). He then requests the group decide if they are in favor of year round marketing, should more funding be dedicated to marketing and should the County review the current allocations of the Tourist Tax Revenue Expenditures. Mr. Medwedeff noted there were Resolutions developed by some stakeholders recommending an increase in the Tourist Development Tax and questioned if Mr. Wert initiated dialogue on the possibility of raising the tax rate from 4% to 5 %. Mr. Wert noted the issue was not raised by staff; some stakeholders raised the issue on their own. It was reported erroneously in the Naples Daily News that he is in favor of raising the Tourist Tax Rate. He has not, and will not take a position on the issue as it is not the function of staff. Mr. Sorey confirmed Mr. Wert did not raise the issue at the stakeholder meetings he attended, including the Coastal Advisory Committee and the Naples City Council Meeting. 3. Tourism Marketing Services RFP Jack Wert presented the Executive Summary "Discussion for Request for Proposal (RFP) for Tourism Marketing Services" dated October 25, 2010. He noted the recommendation is to award the services to Paradise Advertising and negotiations are on- going. 4. Beach Berm Restoration / Wiggins Pass Dredging Work Order Jack Wert presented the Executive Summary "Recommendation the TDC to approve time and material work order under Contract #09 -5262 for Beach Berm Restoration and Wiggin's Pass Dredging as outlined in the CP &E proposal dated September 29, 2010 not to exceed $10, 000 "dated October 25, 2010 for consideration. 4 October 25, 2010 Mr. Sorey moved to approve (recommend the Board of County Commissioners approve) the proposed work order (work order under Contract #09 -5262 for Beach Berm Restoration and Wiggin's Pass Dredging as outlined in the CP &E proposal dated September 29, 2010 not to exceed $10,000 "9. Second by Mr. Hendel. Carried unanimously 9 -0. 5. Doctor's Pass North Jetty Repair Work Order Jack Wert presented the Executive Summary "Recommendation the TDC approve time and material work order under Contract #09 -5262 for Doctor's Pass North Jetty Repairs as outlined in the attached CP &E proposal dated September 30, 2010 not to exceed $24,794 " dated October 25, 2010 for consideration. Mr. Sorey moved to approve (recommend the Board of County Commissioners approve) the proposed work order (work order under Contract #09 -5262 for Doctor's Pass North Jetty Repairs as outlined in the attached CP &E proposal dated September 30, 2010 not to exceed $24,794). Second by Ms. Becker. Carried unanimously 9 -0. 6. Beaches/Inlets Revenue and Expense Analysis — Information Only Jack Wert presented the Executive Summary "Provide Information to the TDC regarding the Beach/Inlets Revenue vs. Expense Analysis for future funding for maintaining Collier County beaches and their facilities" dated October 25, 2010 for information purposes. The document was prepared by Gary McAlpin, (Coastal Zone Management Director) as a primer for the November 1, 2010 BCC /TDC Workshop. If Council members have any questions, they should contact Mr. McAlpin. VII. Old Business 1. Discussion of December Regularly Scheduled TDC Meeting Mr. Sorey moved to cancel the Regular TDC Meeting for the month of December. Second by Mr. Medwedeff. Carried unanimously 9 -0. Break - 10: 34am Reconvened —10: 45am Commissioner Coyle did not return. Mr. Hendel assumed the Chair. VIII. Staff Report Presentations 1. Section I — Marketing Partners a. Tax Collections — Jack Wert Mr. Hendel requested staff clarify the statistics comparing the fiscal years actual Tourist Tax Revenue Collections relative to the FY Budget. 5 October 25, 2010 b. Paradise Advertising Presented under item V1.1 c. Klages Research Report — Jack Wert d. Website Activity — Jack Wert e. Search Engine Optimization — Jack Wert L Fulfillment & Inquiry Summary — Jack Wert 2. Section II — Staff Department Reports Jack Wert provided the following reports: a. Director Report b. Sales Manager Report c. P.R. Manager Report c. Film Coordinator Report d. Sports Marketing Report Mr. Hill requested staff provide a cumulative monthly spreadsheet on the economic impact created by the Sports Council's events. e. International Representatives IX. Detailed Staff Reports See attached reports submitted by staff. X. Announcements Jack Wert noted there will be a TDC /BCC Workshop on November 1, 2010 at 9 a.m. XI. Audience Input & Discussion None XII. Council Discussion The Council recommended Mr. Wert seek a correction from the Naples Daily News which mistakenly outlined his position on the Tourist Tax rate issue. Mr. Miller agreed when Mr. Wert appeared at an Everglades City Workshop he did not raise the Tourist Tax rate issue. Mr. Hendel noted the Tourist Development Council Subcommittee, which reviewed funding issues for marketing, etc. voted against raising the Tourist Tax. XIII. Next Scheduled Meeting Date/Location — November 22, 2010 — 9:00 a.m. Collier County Government Center, Administration BLDG. F, 3rd Floor, 3301 East Tamiami Trail, Naples, Florida 34112 2 October 25, 2010 There being no further business for the good of the County, the meeting was adjourned by order of the chair at 11:23 A.M. COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL Commissioner Fred Coyle, Chairman These minutes approved by the Board /Committee on as presented or as amended 7 November 22, 2010 New Business VI - 1 1 of 21 EXECUTIVE SUMMARY Review input from the Joint Workshop of the Tourist Development Council (TDC) and Board of County Commissioners (BCC) on November 1, 2010 concerning funding year -round destination marketing of Collier County OBJECTIVE: Review and discuss the input from the BCC -TDC joint workshop on Nov. 1, 2010. CONSIDERATIONS: The Board of County Commissioners directed County staff to meet with area tourism and business community groups and committees to discuss possible reallocation of the current tourist development tax allocations. Those findings were presented at the Joint Workshop on November 1 along with a staff presentation on an alternate funding solution. Staff was directed by the Joint Workshop participants to bring the alternate staff recommendation back to the TDC at the November 22, 2010 meeting and any TDC recommendation to the Board of County Commissioners on December 14, 2010. FISCAL IMPACT: Will be determined once a recommendation is formulated by the TDC. GROWTH MANAGEMENT IMPACT: There is no impact on the Growth Management plan with this action. RECOMMENDATION: Review and discuss input from the Joint Workshop held on November 1, 2010 and make a recommendation to move forward to the Board of County Commissioners on December 14, 2010. SUBMITTED BY: Jack Wert, Tourism Director 0 CD N � N N N � C U) E m N w- O a) O Z Z co i cu 0 w :--) c� c� wlJ .� O^^ O E E •� O L v O cz (% ao Q� L ct L L >1 Q � Zi • cn M u � o ' •,,P u • 0 a � Q 4-, L a M O O L O cd a ° o " y O o c •,-J /g ° W /l i 9 • C • / t09- Q -v LM �� 1 •� _ / /ir, •4 E O � (�. 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W O .� Ail O .� X � � L ct cz — E L � a� o •O s � O � U a November 22, 2010 New Business VI - 2 1 of 53 EXECUTIVE SUMMARY Review TDC Grant Application Guidelines and Recommend Changes for FY 12 Grant Cycle OBJECTIVE: Recommend changes to FY 12 TDC Grant Applications for the next grant cycle. CONSIDERATIONS: The TDC Grant Program consists of two categories of funding: Category "C -2" for non - County owned and operated museums. Category "B" for marketing assistance for events and other facility or organization marketing programs. The guidelines are reviewed by the Tourist Development Council (TDC) each year for the following funding year and then presented to the Board of County Commissioners for final approval before making the applications available to the public. Below are staff recommendations for changes to those applications for the FY 12 grant cycle. Category "B ": • All dates will be changed to 2011. • Page 5, TYPES OF EVENTS OR PROJECTS: o Add a new category: Tourism businesses or organizations may apply for marketing assistance in printing a brochure that highlights more than one tourism business such as a group of art galleries or a shopping or dining district. • Page 8, STATUS REPORTS- 0 Interim Reports will be required each quarter the grant agreement is in place. Final Reports are due with the final Request for Reimbursement and no later than September 30 which is the close of the County Fiscal Year. • Page 9, Funding Category Guidelines: o Item III -Marketing Assistance —Add the words, "highlighting more than one tourism business." • Page 11, Review Repeat Funding Guidelines for possible changes. o Clarify the funding after 4 years. November 22, 2010 New Business VI - 2 2 of 53 Category "C -2" • All dates will be changed to 2011. • Page 5, Status Reports: • Interim Status report is due each quarter that the agreement is in effect. • Final Status report is due with the final Request for Reimbursement and no later than September 30 which is the end of the County's Fiscal Year. • Page 7, Review guidelines for repeat funding for possible changes. o Review and make recommendations for funding after 4 years. • Page 9, Non - Allowable Uses: Add Capital or infrastructure projects. FISCAL IMPACT: There is no immediate fiscal impact at this time. RECOMMENDATION: Review Grant Application Guidelines for both Category B and C -2 and recommend changes as needed. SUBMITTED BY: Jack Wert, Tourism Director November 22, 2010 New Business VI - 2 3of53 CATEGORY "B" GRANT AND EVENT SPONSORSHIP APPLICATION FY 2010 -11 November 22, 2010 New Business VI - 2 4 of 53 COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL SPECIAL EVENT FUNDING REQUEST CATEGORY "B" FISCAL YEAR 2010 -2011 PART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. Applications will be accepted from organizations that will sponsor and promote tourism activities during FY 2010 -2011 within Collier County that bring substantial numbers of visitors to the County. AUTHORIZATION HISTORY: The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council was also created in 1992 to assist the Collier County Board of County Commissioners (BCC) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in 2005. The BCC has the final determination of the allocation of TDC funds within the confines of F.S. 125.0104. ALLOCATION OF THE TOURIST TAX The four (4) percent Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% Museums County Owned and Operated, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and Non - County Owned Museums that are owned and operated by not -for- profit organizations and open to the public. 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. 2 November 22, 2010 New Business VI - 2 5 of 53 TOURIST TAX ALLOCATION CONT. Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and in the Collier County Ordinances. TIMETABLE FOR REVIEW: The Tourist Development Council (TDC) office will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2010 -11 during the month of January 2010. Projects must meet the guidelines and criteria outlined in this document and must apply to event expenses after October 1, 2010 and finish no later than September 30, 2011. Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on Friday, April 16, 2010. Applications shall be delivered to the Tourism Department office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384. November 22, 2010 New Business VI - 2 6of53 APPLICATION AND EVALUATION PROCEDURE: The following procedure will be strictly followed. All contacts should be channeled through the TDC Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions. Incomplete or incorrect applications will be returned. The Tourist Development Council Director and a five (5) person Review Committee made up of one hotel, one attraction, one restaurant, one retail and one cultural representative will review all applications to determine if they meet the established criteria for funding. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in May. The Tourist Development Council will vote on each qualifying applicant and prepare, in priority order, their recommendations for funding for Fiscal Year 2010 -11. Funding recommendations of the Tourist Development Council are final. The recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2010 -11. After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Funds Forms will be reviewed and approved by the Tourist Development Council Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. November 22, 2010 New Business VI - 2 7of53 OVERALL GUIDELINES Applications must conform to the guidelines specified by the Tourist Development Council. Applications that do not conform to these guidelines will not be considered for funding. The funding limits are subject to final approval by the Tourist Development Council and Board of County Commissioners. Funding is available for major events staged in the County year -round that attract large numbers of overnight visitors from outside the County. Examples are national or international amateur sports events and multiple -day festivals. Events must be at least two (2) days in duration. A guideline of 100 hotel room nights per day of the event will be used to evaluate the impact of the event. The maximum allowable amount of any single sponsorship is $25,000. Funding is also available for Collier County based organizations for marketing projects to support visitation to the County. Advertising and promotional campaigns supporting events or marketing projects must be in out of Collier County media such as broadcast, web and regional print and distribution must be out of County. No in- County expenditures will be reimbursed. TYPES OF EVENTS: Programs, festivals, or special events should have a history of, or the potential for attracting out - of- county visitors, either as participants or spectators, generating hotel /motel /campground room nights. Consideration will also be given to events that can generate national, state, or regional media exposure for Collier County and its tourist offerings. ELIGIBLE ORGANIZATIONS: Not - For - Profit Organizations under section 501 of the Internal Revenue Code (a copy of the IRS determination letter provided by the applicant confirms federal tax - exempt status), and For - Profit Organizations are eligible for funding. Organizations must have significant county ties, established primarily to produce cultural programs, festivals, or special events, utilizing private sector community financial support and volunteers and staff to carry out the objectives of the organization. PROJECT GUIDELINES: 1. Projects must take place within Collier County. 2. Applicants must make the project accessible to the public and to disabled persons. 3. Applicants must submit a list of their Board of Directors, with addresses, board salaries and occupation or affiliation. November 22, 2010 New Business VI - 2 8 of 53 PROJECT GUIDELINES CONT: 4. Applicants must submit most recent preliminary or final report if they have received a grant in the past from Collier County. 5. Out of cycle grant applications will be considered on a case by case basis only. 6. Application form must be typed (digital format available thru TDC website) and submitted on 8 '/2 x 11 inch white paper. 7. Multiple events must be separate and distinct applications with separate summaries and budgets. 8. Advertising and promotion must be placed in out -of Collier County media. This is to ensure that funds will be used to attract visitors who reside out of Collier County and who may stay at least one night in paid lodging. 9. Applicants must provide most recent IRS Form 990. 10. Grant Requests require an Attestation Financial Statement in accordance with GAAP. 11. All event expenditures are on a reimbursement basis only. No funds will be forwarded in anticipation of the receipt of an invoice. 12. A complete detailed project budget must be submitted that includes all expenses, media placements and other promotional expenses. 13. The complete detailed project budget must include all revenues. 14. When submitting a request for reimbursement, a verification letter indicating the vendors that have been paid to date, must accompany your request with complete back up before any reimbursements can be released. 15. A certificate of liability insurance is required with the signed contract and must be current before any reimbursements can be released. November 22, 2010 New Business VI - 2 9 of 53 SPECIAL NOTE: In the event that any funding request is not recommended, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the funding request. Funding Manager: Organizations receiving funding shall designate a Funding Manager. That individual shall be responsible for maintaining the official file with application, correspondence, funding, narrative progress reports, request for funds /reimbursements, invoices and sample of promotional materials used. The organization's funding manager will insure that all elements of the funding application are followed, that narrative progress reports are submitted in a timely manner, that requests for funds are accurate and appropriate attachments are included, and that the event funding is closed out efficiently with the necessary reports and audit submitted. It is the Funding Manager's responsibility to see that any applicable Federal, State or County laws and policies are followed. Documenting Economic Impact: For each event, applicants will be required to distribute and collect questionnaires provided by the Tourism Department staff (Attached, Exhibit "E" Page 26). These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending the event. The minimum number of required questionnaires must be equal to ten percent (10 %) of the projected attendance at the event or one hundred -fifty (150) whichever is greater. Applicants should be aware that the TDC staff will also survey hotels and event attendees to confirm the data collected by the event organizers. APPLICATION GUIDELINES: 1. If you are applying for more than one event, separate applications and distinct separate budgets are required. 2. State the goals and objectives for the event for which you are applying. 3. Describe what benefits will be received from the event or promotion for which you are applying. 4. Describe how the event increases awareness of the County as a visitor destination, increases the number of visitors, their length of stay, and promotes inter - county travel by visitors. 5. Describe how the effectiveness of the event will be evaluated. 6. Describe how financial resources will be monitored. 7. Describe, in detail, how the event will be implemented? November 22, 2010 New Business VI - 2 10 of 53 STATUS REPORTS: Preliminary Status Report: A preliminary status report is due at the time of submission of application indicating an overall status of the event and revenue generated to Collier County to date. (Form Attached — Exhibit "A" Page 22) Interim Status Report: A detailed interim status report will be required sixty (60) days prior to the event. This report will identify at what point you are with the planning of the event. (Form Attached. — Exhibit `B" Page 23) Final Status Report: A detailed final status report is due within forty five (45) days of the close of the event. (Form Attached — Exhibit "C" Page 24) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit 'D" Page 25) must be completed on a reimbursement basis only and made after proof of paid invoices are presented and submitted to the TDC office for interim draws and for final payment. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. For each request for payment Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. Grantees are encouraged to submit Requests for Reimbursement at least quarterly to avoid year -end deadlines. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. No advanced payment of expenses by the County is authorized. If tourist development tax funds become inadequate to fund all or part of a TDC grant, the County reserves the right to reduce funding to a grantee accordingly. USE OF TOURISM DEVELOPMENT FUNDS Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote and advertise tourism in the State of Florida and nationally and internationally; however, if tax revenues are expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists. November 22, 2010 New Business VI - 2 11 of 53 NOTICE: All collateral material and advertisements must list Collier County as a source of funding. All printed material must contain the verbiage "A cooperative effort funded by the Collier County Tourist Development Tax ". Also the CVB logo and website must be visible on all printed materials. AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. FUNDING CATEGORY GUIDELINES I Sponsorships and Event Bid Fees: Minimum two -day events with 100 or more hotel room nights per day of the event. Funds are to be used exclusively for advertising and promotion in out -of- market media. The maximum is $25,000 per event with a minimum of three years of result history. Event bid fees are only eligible if held in a County or publicly owned facility. First Time Events: These include newly created events, or ones that have little history. These events may be funded up to $25,000 per event. Subsequent year funding will be determined by results of the first or second year. II Cultural Events: Two or more day events that bring significant number of out of area visitors to Collier County. The maximum amount per event is $25,000. III Marketing Assistance: Organizations located in Collier County that request marketing assistance for projects that further the mission of the TDC and the CVB and do not meet the guidelines for a Category C Museum grant. Examples would be production of brochures, special package promotions and facility marketing programs. A total of $100,000 is available for all of the above categories of Category "B" grants. November 22, 2010 New Business VI - 2 12 of 53 CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in five (5) categories with a maximum score of one hundred (100) points per applicant. COMMITMENT TO THE EXPANSION OF YEAR -ROUND TOURISM IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out -of- county visitors generating hotel /motel/campground rentals; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commits to develop other funding sources in subsequent years. II OUT -OF- COUNTY PROMOTION- Maximum 25 Points The proposed out -of- County advertising is well thought out and detailed to show the potential broad awareness of the event in out -of- market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. A. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized; will accomplish its stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 15 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of service in and to Collier County. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports to the Tourist Development Council. V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT - Maximum 15 Points. Extent to which the activity provides a program for Collier County visitors and its residents, that is of significant merit and that, without such assistance, would not take place in the County. 10 November 22, 2010 New Business VI - 2 13 of 53 Repeat Funding Requests This Point System will be used to determine the level of funding for repeating events. Scoring must equal at least 75 points. Year of Funding Request Maximum % of Funding Allowed 1St Up to 100% 2nd Up to 80% 3rd Up to 60% 4th Up to 40% The amount of funding recommended for approval will be based on the final score. After the fourth year of requesting Tourist Tax funding, the requestor should have enough sponsors to fund the activity without using the Tourist Tax. If a request for funding is submitted after the fourth year, the Special Review Committee will take the request under consideration and forward a recommendation to the Tourist Development Council. A detailed explanation letter of why the funding request is needed will be required before any review of the application takes place. After the fourth year of funding requests, if approved by the Board of County Commissioner, up to 50% of the request can be granted. Second and third year requests will be given special consideration if the applicants have secured additional support through private or corporate contributions. IF November 22, 2010 New Business VI - 2 14 of 53 USES OF TOURIST DEVELOPMENT FUNDS AUTHORIZED USES OF FUNDS: The following are examples of how Tourist Development Funds may be used to promote tourism for Collier County. Advertising and promotional expenses in out of Collier County based media in conjunction with an event to increase participation in the event and bring overnight visitors to Collier County. Examples are: printing and distribution of promotional pieces prior to the event including creative design, printing, copying, ad placement cost and distribution of direct mail. 2. Creating an internet web site promoting the event linked to the County's Tourism website to increase participation, attendance and awareness of the event and to generate hotel room nights. Bid fees to attract major sports or other special events to Collier County Public Facilities to generate overnight visitors and economic impact to the community. Please be advised that Collier County policy requires the submission of copies of invoices and canceled checks with all requests for promotional expense reimbursement. Reimbursement will only be made if copies of invoices and copies of canceled checks are provided. No advanced payments are authorized. There are no exceptions. 12 November 22, 2010 New Business VI - 2 15 of 53 TOURISM FUNDS MAY NOT BE USED FOR: 1. Prize money, scholarships, awards, plaques, or certificates. 2. Travel expenses. 3. Projects restricted to private or exclusive participation. 4. Private entertainment, food, and beverages and lodging. 5. Operating expenditures directly or indirectly related to the project or event such as equipment, field or facility rental. 6. Legal, medical, engineering, accounting, auditing, planning, feasibility studies or other contracted services or fees. 7. Salaries or supplements to salaries for existing or future staff, or employment of personnel directly or indirectly related to the project or event. 8. Real property or capital improvements, new construction, renovation or restoration to facilities. 9. Tangible personal property including but not limited to office furnishings or equipment, permanent collections, or individual pieces of art. 10. Interest or reduction of deficits and loans. 11. Expenses incurred or obligated prior to or after the project period. 12. Advertising and promotional materials distributed at the event site or after the event. 13. Payments for services or goods purchased for previous or other events. 13 PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS November 22, 2010 New Business VI - 2 16 of 53 Please submit an original and fifteen (15) copies of your completed application (Pages 15 -20) and all supporting documents for consideration by the Collier County Tourist Development Council. Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT APPLIES TO YOUR EVENT. Please call Jack Wert, TDC Director at (239) 252 -2402 with any questions. Be sure to have your Chief Official and Secretary signs the application on the last page. One copy of the following items is required and should be attached to your original application: O Charter, Articles of Incorporation, By -Laws, Proof of Current Status (except government entities) () Minutes of meeting authorizing officers to apply for these tourism tax funds O IRS Determination Letter of non -profit status (except government entities) () List of current Officers and Board members with terms and salaries, or mayor, City Council O Organizational Chart () Copy of financial statement of your most recent fiscal year (except government entities) () Proof of Liability Insurance () Letters of Commitment from co- sponsors and matching funds contributors Name of Preparer: (Please Print) Signature of Preparer 14 November 22, 2010 New Business VI - 2 17 of 53 APPLICATION TOURIST DEVELOPMENT SPONSORSHIP I GENERAL INFORMATION To assist us in evaluating the impact your event may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF EVENT /PROJECT DATE OF EVENT LOCATION OF EVENT (3) CONTACT PERSON (4) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP PHONE: FAX: (5) ORGANIZATION'S CHIEF OFFICIAL: TITLE: PHONE: Address if different from above: FAX: (6) INTENDED USE OF FUNDS: (Refer to Authorized Uses of Funds and Unauthorized Uses of Funds) (7) AMOUNT REQUESTED $ (8) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC FUNDING? ( ) YES ( ) NO 15 November 22, 2010 New Business VI - 2 18 of 53 II DETAILS ON YOUR ORGANIZATION: In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail. (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor expenditure of funds? (4) How will your event bring additional visitors and hotel rooms? nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? III PREVIOUS EVENT EXPERIENCE Please indicate the experience you organization has had with other events or your experience with this event in past years. If you have received TDC funding for a previous event, please include a copy of your Final Status Report. NAME OF EVENT DATE AND LOCATION NUMBER OF PARTICIPANTS /GUESTS ECONOMIC IMPACT HOTEL ROOM NIGHTS 16 IV EVENT INFORMATION (Use additional sheets where necessary.) (1) EVENT NAME: (2) TYPE OF EVENT: (3) DATE OF EVENT: LOCATION: November 22, 2010 New Business VI - 2 19 of 53 (4) NUMBER OF DAYS: HOURS: FROM: TO: (5) EVENT PROMOTER (IF OTHER THAN YOUR ORGANIZATION) NAME OF PROMOTER COMPANY NAME ADDRESS: PHONE and FAX (6) PROJECTED NUMBER OF LOCAL PARTICIPANTS, GUESTS AND MEDIA (7) PROJECTED NUMBER OF OUT -OF -TOWN PARTICIPANTS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (8) PROJECTED NUMBER OF OUT -OF -TOWN GUESTS OF PARTICIPANTS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (9) PROJECTED NUMBER OF OUT -OF -TOWN MEDIA PERSONS: AVERAGE NUMBER OF DAYS STAY IN COLLIER COUNTY: (10) TOTAL NUMBER OF HOTEL ROOMS REQUIRED IN COLLIER COUNTY FOR EVENT: (11) PROVIDE THE ESTIMATED DIRECT ECONOMIC IMPACT ON COLLIER COUNTY FROM YOUR EVENT. (DO NOT USE MULTIPLIERS): $ (12) HOW DID YOU CALCULATE THIS ESTIMATED IMPACT? PLEASE EXPLAIN. (13) PROVIDE A LIST OF OTHER EVENT SPONSORS AND THE AMOUNT(S) OF THEIR SPONSORSHIPS. (14) PROVIDE THE LOCATION, CONTACT NAME AND PHONE NUMBER FOR THE EVENT FOR THE LAST THREE YEARS. (15) PLEASE PROVIDE DETAILS OF HOW THE EVENT WILL WORK. 17 November 22, 2010 New Business VI - 2 20 of 53 V SPORTS EVENT (If Applicable) (1) NAME OF SPORTS EVENT: (2) LOCATION OF EVENT: (IF MORE THAN ONE, LIST ON SEPARATE SHEET.) (3) TOTAL NUMBER OF FIELDS NEEDED: (4) TOTAL NUMBER OF FIELDS NEEDED PER DAY: (5) NUMBER OF LIGHTED FIELDS REQUIRED: (6) PROVIDE FIELD USE TIMES BY DAY. (7) SPECIAL FIELD REQUIREMENTS (PLEASE SPECIFY) VI OUTDOOR EVENT: (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: VII CULTURAL ARTS EVENT (1) LOCATION AND SIZE OF LOCATION: (2) SPECIAL SITE REQUIREMENTS: 18 November 22, 2010 New Business VI - 2 21 of 53 PROJECT BUDGET RECAP INCOME SOURCES: TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request) TOTAL ADDITIONAL FUNDS OTHER INCOME SOURCES TOTAL OTHER INCOME TOTAL INCOME - ALL SOURCES 19 November 22, 2010 New Business VI - 2 22 of 53 PROJECT EXPENSES: Intended Expenditure of Tourist Tax Funds (Please refer to authorized and unauthorized uses on page 13 -14) Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as possible, includinL publication names, promotional materials. etc. and how much monev will be expended for each cateLrory. Use additional sheets if necessary. Total Tourism Funds Utilized: $ Other Project Expenses Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 20 November 22, 2010 New Business VI - 2 23 of 53 CERTIFICATION I have reviewed this Application for Funds from the Tourist Development Council for FY 2010 -11. I am in full agreement with the information contained herein. To the best of my knowledge, the information contained in this Application and its attachments is accurate and complete. Chief Corporate Officer Date Seal Document Corporation Secretary Date 21 November 22, 2010 New Business VI - 2 24 of 53 EXHIBIT "A" Collier County Tourist Development Council Preliminary Status Report Submit With Application EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: On an attached sheet, answer the_followirm questions and attach it to uour application. PRELIMINARY INFORMATION: ➢ ➢ Is this a first time event? If not, how many times has this event taken place? ➢ ➢ What hotels have committed to special rates or packages for the event to date? ➢ ➢ What are the estimated hotel room nights generated by this event? ➢ ➢ What is the estimated revenue generated by this event? ➢ ➢ What is the estimated number of participants expected at this event? ➢ ➢ If event planning is in progress, what has been done, what remains to be done, and are there any problems? ➢ ➢ If the event planning has not been started, why? ➢ ➢ List the out -of- county advertising, marketing, and /or public relations that have been contracted or placed to date? 22 November 22, 2010 New Business VI - 2 25 of 53 EXHIBIT "B" Collier County Tourist Development Council Interim Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: On an attached sheet, answer the_followin_g Questions to identifu the status of the event. Submit this report at least Quarterly. INTERIM - These questions will identify the current status of the upcoming event. After the TDC staff reviews this Interim Status Report, if they feel you are behind schedule on the planning stages, they will make recommendations to help get the event back on schedule. ➢ ➢ Has the planning of this event started? ➢ ➢ At what point are you at with the planning stage for this event? (Percent of completion) ➢ ➢ What hotels /motels have committed to special rates or packages for the event? ➢ ➢ What is the number of booked hotel /motel rooms to this point for this event? ➢ ➢ What is the total dollar amount to date of matching contributions? ➢ ➢ What is the status of the advertising and promotion for this event? ➢ ➢ Have your submitted any advertisements or printed pieces to the TDC staff for approval? Please supply a sample and indicate the ad schedule. ➢ ➢ How has the public interest for this event been up to this point? 23 November 22, 2010 New Business VI - 2 26 of 53 EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: On an attached sheet, answer the fiollowirkq Questions for each element in your scope of work. Final - These questions should be answered for your final status report. ➢ Is this a first time event? If not, how many times has this event taken place? ➢ What hotels have committed to special rates or packages for the event to date? ➢ What is the number of hotel room nights generated by this event? ➢ What is the name and address of Hotels /Motels and contact person? ➢ What is the total revenue generated for this event? Total expenses. (Have all vendors been paid) ➢ List the vendors that have been paid, if not, what invoices are still outstanding and why? ➢ What is the number of participants that came to this event? ➢ What is the percentage of the total participants from out of Collier County? ➢ What problems occurred if any during the event? ➢ List the out -of- county- advertising, marketing, and /or public relations that have been contracted or placed to date? ➢ How can the event be improved or expanded? 24 November 22, 2010 New Business VI - 2 27 of 53 EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT N ORGANIZATION ADDRESS CONTACT PERSON TELEPHONE ( ) REQUEST PERIOD FROM TO REQUEST# ( ) INTERIM REPORT ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSE BUDGET REIMBURSEMENT REQUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNATURE TITLE 25 November 22, 2010 New Business VI - 2 28 of 53 EXHIBIT "E" larccx latnxid '=V VISITOR QUESTIONNAIRE Welcome to the Paradise Coast S'". Thank you for choosing this area for your visit. Please take a few minutes to complete the following questions so that we can better serve the needs of future visitors to Florida's Last Paradise S'". PLEASE REFER TO OUR PARADISE COAST BROCHURES FOR THE LOCATION OF ALL AREA ATTRACTIONS. NAME: ADDRESS: CITY ST ZIP DATE OF ARRIVAL: DATE OF DEPARTURE: WHERE ARE YOU HOTEL/RESORT FRIENDS /FAMILY CONDOMINIUM STAYING? NAME OF HOTEL AND CITY /AREA: NAME OF CONDOMINIUM /TIMESHARE: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS STAYING IN COLLIER COUNTY = HOW DID YOU SELECT THE HOTEL /CONDOMINIUM? INTERNET( ) YOUR CHOICE( ) TRAVEL AGENT ( ) OTHER: NUMBER OF MEALS YOU & YOUR GROUP WILL EAT OUT: Number of people in your party = Number of days of your visit = Number of meals eaten out each day = PLANNED AREA ACTIVITIES: (Please circle all that apply) ARTS & CULTURE WATER SPORTS von Liebig Art Center Beaches Naples Museum of Art Naples Pier Sugden Theatre Shelling Naples Philharmonic Fishing Art Galleries Boating Other Kayaking SHOPPING AND DINING Fifth Avenue South Third Street South Waterside Shops Venetian Bay Bayfront Tin City Prime Outlets Other Other SIGHTSEEING Lunch/Dinner Cruise/ Sunset Cruise City Trolley Tour Everglades Tour Segway Tour Dolphin Cruise Other 26 NATURE Everglades Tour County Parks National Park State Parks Corkscrew Swamp Conservancy of SW FL Lake Trafford Other MUSEUMS County Complex Everglades City Marco Island Rookery Bay Holocaust Naples Depot Palm Cottage Other FAMILY ATTRACTIONS Naples Zoo Naples Botanical Garden Fun `n Sun Water Park Swamp Buggy Race Mini Golf King Richard's Fun Park Other RELAXATION & ENTERTAINMENT Golf Spa Shelling Seminole Casino Lounges & Clubs Music Other November 22, 2010 New Business VI - 2 29 of 53 Collier County Tourist Development Council PLEASE INCLUDE THIS CHECKLIST WITH YOUR FINAL SUBMISSION TO INSURE THAT ALL REQUESTED DOCUMENTS ARE INCLUDED. PLEASE ATTACH ONE COPY OF EACH OF THE FOLLOWING ITEMS TO YOUR ORIGINAL APPLICATION FOR OUR FILES: (It is not necessary to provide a copy of these items with the 15 copies.) ❑Charter, Articles of Incorporation, By -Laws, Proof of Current Status, i.e. Annual Report on file with the Secretary of State - Except Government entities. ❑ Minutes of meeting authorizing officers to apply for these tourist development funds. ❑ IRS Determination Letter - Except Government entities. ❑ List of current officers and board members, indicating terms, or mayor, City Council, etc. ❑ Organization Chart ❑ Copy of financial statement for the most recently completed fiscal year - Except Government entities. ❑ Letters of commitment from co- sponsors; ❑ Income and expense details ❑ Signed by Chief Officer and Secretary. Name of Preparer: (Print) Signature of Preparer: G /10 -11 Category B Grants App 27 November 22, 2010 New Business VI - 2 30 of 53 CATEGORY "C" MUSEUM GRANT APPLICATION FY 2010 -11 November 22, 2010 New Business VI - 2 31 of 53 COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL GRANT FUNDING REQUEST CATEGORY "C" MUSEUM GRANT APPLICATION FISCAL YEAR 2010 -11 PART I - INSTRUCTIONS AND DEFINITIONS PURPOSE: This document sets forth the guidelines and categories for requests for funds from Tourist Development Taxes. Applications will be accepted from organizations that will promote tourism activities at their facilities during FY 2010 -11 within Collier County that will bring substantial numbers of overnight visitors to the County. AUTHORIZATION HISTORY: The Florida State Legislature enacted the Local Option Tourist Development Act (Section 125.0104, Florida Statutes) in response to the growing need of Florida counties to provide additional revenue sources for Tourist Development in an effort to stimulate the local economy. In response to this need, in 1990, the voters of Collier County approved a two (2) percent Tourist Development Tax on transient rental accommodations. A Tourist Development Council was also created in 1992 to assist the Collier County Board of County Commissioners (BOCC) in planning ways in which to use the revenues received through the Tourist Development Tax, based on statutory guidelines. The tax was increased to three (3) percent in 1996 and to 4% in 2005. The BOCC has the final determination of the allocation of TDC funds within the confines of F.S. 125.0104. ALLOCATION OF THE TOURIST TAX The four - percent (4 %) Tourist Development Tax revenue is allocated by the Tourist Development Plan approved by the Board of County Commissioners as follows: 50% for beach park facilities or beach improvement, maintenance, renourishment, restoration and erosion control, including pass and inlet maintenance shoreline protection, enhancement, cleanup or restoration of inland lakes and rivers to which there is public access as these uses relate to the physical preservation of the beach, shoreline or inland lake or river. 13.4% for County owned or operated museums, to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more county owned museums and for non - County owned museums that are owned and operated by not -for- profit organizations and open to the public. 36.6% for Advertising/Promoting and Special Events to bring tourism to Collier County. 2 November 22, 2010 New Business VI - 2 32 of 53 TOURIST TAX ALLOCATION CONT. Further regulations concerning the use of the Tourist Development Tax proceeds are outlined in the Florida State Statute 125.0104, and the Collier County Ordinance 92 -60. TIMETABLE FOR REVIEW: The Tourist Development Council will distribute applications to organizations that express an interest in receiving funds for Fiscal Year 2010 -11 during the month of January 2010. Projects must meet the guidelines and criteria outlined in this document and must commence after October 1, 2010 and completed by September 30, 2011. Completed applications must be received by the Tourism Department Office no later than 5:00 P.M. on Friday, April 16, 2010. Applications shall be delivered to the Tourism Development Department Office: 2800 North Horseshoe Dr, Naples, FL 34104. For further information, telephone (239) 252 -2384. November 22, 2010 New Business VI - 2 33 of 53 APPLICANT INSTRUCTIONS ELIGIBILITY FOR FUNDING Category "C" Museum funding is available through the Tourist Development Council and Collier County Board of County Commissioners. Per F.S. 125.0104, this funding is to acquire, construct, extend, enlarge, remodel, repair, improve, maintain, operate or promote one or more County owned or operated museums or museums that are owned and operated by municipalities or not for profit organizations that are open to the public. APPLICATION AND EVALUATION PROCEDURE: The following procedure will be strictly followed. All questions should be channeled through the TDC Director's office. Please read the following instructions carefully and call the Tourism Department Office with any questions at 239 - 252 -2384. Incomplete or incorrect applications will be returned. The Tourist Development Council Director and a five (5) person Grant Review Committee made up of one hotel, one attraction, one restaurant, one retail and one cultural representative will review all applications to determine if they meet the established criteria for funding. Only those requests that will have a substantial economic impact on the County from visitors will be considered further. The Tourism Department office staff will notify qualifying applicants who are finalists. All finalists will then be invited to present their applications to the TDC in May. The Tourist Development Council will vote on each qualifying applicant and prepare, in priority order, their recommendations for funding for Fiscal Year 2010 -11. Funding recommendations of the Tourist Development Council are final. The recommendations will be presented to the Board of County Commissioners as part of the County's budget process for FY 2010 -11. After budget approval, contracts will be negotiated with the selected applicants, with assistance from the County Attorney's office, and then presented to the BCC for final approval. Once executed, these contracts will be monitored and Requests for Fund Forms will be reviewed and approved by the Tourist Development Council Director. No projects are approved and no funds may be expended until the contract is approved and signed by the Chairman of the Board of County Commissioners. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. 4 November 22, 2010 New Business VI - 2 34 of 53 SPECIAL NOTE: In the event that any funding request is turned down, the organization will not be permitted to come back to the TDC or Board of County Commissioners for the same event until the next fiscal year. An exception would be made if new information not previously presented might alter the TDC's decision. In this case, the applicant must bring the request back to the TDC for further review before approaching the County Commission. Funding Administration: No funding may be reimbursed until the Collier County Clerk of Courts Finance Department approves the Request for Funds and supporting documentation. Documenting Economic Impact: Applicants will be required to periodically distribute and collect questionnaires provided by the Tourism Department staff. These forms will assist in the tracking of participants' accommodations and spending patterns in Collier County while attending the event. The minimum number of required questionnaires must be equal to ten percent (10 %) of annual attendance or one hundred -fifty (150) whichever is greater. (Attached, Exhibit "E" Page 23). Applicants should be aware that the TDC staff will also survey hotels to confirm the data collected by the applicant. STATUS REPORTS: Preliminary Status Report: A preliminary status report is due at the time of submission of the application indicating an overall status of the project to the date of the application. (Form Attached — Exhibit "A" Page 19) Interim Status Report: A detailed interim status report will be required quarterly during the project or with any interim Requests for Funds reimbursement. (Form Attached — Exhibit "B" Page 20). Final Status Report: A detailed final status report is due within forty five (45) days of the close of the Project. (Form Attached — Exhibit `C" Page 21.) PROCEDURES FOR DRAW OF FUNDS A Request for Funds Form (Attached - Exhibit "M Page 22) must be completed on a reimbursement basis only and made only after proof of paid invoices are presented. Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. 5 November 22, 2010 New Business VI - 2 35 of 53 With each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. If tourist development tax funds become inadequate to fund all of part of a TDC grant, the County reserves the right to reduce funding to a grantee accordingly. Grantees are encouraged to submit Requests for Reimbursement at least quarterly to avoid year -end deadlines. USE OF TOURISM DEVELOPMENT FUNDS Florida State Statutes 125.0104 section 5(A) 2 states that Tourism funds must be used to promote and advertise tourism in the State of Florida and nationally and internationally; however, if tax revenues are expended for an activity, service, venue, or event, the activity, service, venue, or event shall have as one of its main purposes the attraction of tourists as evidenced by the promotion of the activity, service, venue, or event to tourists. NOTICE: All collateral material and advertisements must list Collier County as a funding source. All printed material must contain the verbiage "A cooperative effort funded by the Collier County Tourist Development Tax ". Also the CVB logo and website must be visible on printed materials. AUDITS AND RECORDS The organization receiving funds shall maintain such records and accounts, including property, personnel, and financial records as are deemed necessary by the County to ensure a proper accounting for all TDC funds. The aforesaid records will be made available for audit or inspection purposes at any time during normal business hours and as often as the TDC deems necessary. They shall be made available to the TDC for examination, all such records with respect to any matters covered by this funding application. The organization receiving funding will permit the same to be examined and excerpts or transcriptions made from such records and audits of all contracts, invoices, materials, records of personnel and of employment, and data relating to all matters covered by this application. The TDC's right of inspection and audit shall also apply to any audits made by any other agency whether local, state, or federal. 0 November 22, 2010 New Business VI - 2 36 of 53 Repeat Funding Requests This Point System will be used to determine the level of funding for repeating events. Scoring must equal at least 75 points. Year of Funding Request Maximum % of Funding Allowed 1St Up to 100% 2nd Up to 80% 3rd Up to 60% 4th Up to 40% The amount of funding recommended for approval will be based on the final score. After the fourth year of requesting Tourist Tax funding, the requestor should have enough sponsors to fund the activity without using the Tourist Tax. If a request for funding is submitted after the fourth year, the Special Review Committee will take the request under consideration and forward a recommendation to the Tourist Development Council. A detailed explanation letter of why the funding request is needed will be required before any review of the application takes place. After the fourth year of funding requests, if approved by the Board of County Commissioner, up to 50% of the request can be granted. Second and third year requests will be given special consideration if the applicants have secured additional support through private or corporate contributions. 7 November 22, 2010 New Business VI - 2 37 of 53 USES OF TOURIST DEVELOPMENT FUNDS AUTHORIZED USES OF FUNDS: The following are examples of how Tourist Development Funds may be used to promote tourism for Collier County by Museums. 1. Advertising and promotional expenses in out of Collier County media in conjunction with an event or promotion to increase the number of overnight visitors to Collier County. Examples are: printing and distribution of promotional pieces prior to the event or exhibit including creative design, printing, copying, ad placement cost and distribution of direct mail. 2. Creating an internet web site promoting the event or exhibit linked to the County's Tourism website to increase participation, attendance and awareness of the event and to generate hotel room nights and spending throughout the County. Costs to bring in a traveling exhibit to create a new reason to visit Collier County Please be advised that Collier County policy requires the submission of copies of invoices and canceled checks with all requests for promotional expense reimbursement. Reimbursement will only be made if copies of invoices and copies of canceled checks are provided. No advanced payments are authorized. There are no exceptions. November 22, 2010 New Business VI - 2 38 of 53 TOURISM FUNDS MAY NOT BE USED FOR: 1. Prize money, scholarships, awards, plaques, or certificates. 2. Travel expenses. 3. Projects restricted to private or exclusive participation. 4. Private entertainment, food, and beverages and lodging. 5. Operating expenditures directly or indirectly related to the project or event such as equipment, field or facility rental. 6. Legal, medical, engineering, accounting, auditing, planning, feasibility studies or other consulting services or fees. 7. Salaries or supplements to salaries for existing or future staff, or employment of personnel directly or indirectly related to the project or event. 8. Tangible personal property including but not limited to office furnishings or equipment, permanent collections, or individual pieces of art. 9. Interest or reduction of deficits and loans. 10. Expenses incurred or obligated prior to or after the project period. 11. Advertising and promotional materials distributed at the event site or after the event. 12. Payments for services or goods purchased for previous or other events. X November 22, 2010 New Business VI - 2 39 of 53 CRITERIA FOR EVALUATION OF APPLICATIONS Applications will be scored in five (5) categories with a maximum score of one hundred (100) points per applicant. L COMMITMENT TO THE EXPANSION OF YEAR -ROUND TOURISM IN COLLIER COUNTY - Maximum 25 Points. Evidence that the project: serves to attract out -of- county visitors generating hotel /motel /campground rentals; will be marketed to the fullest extent possible in an effective and efficient manner; demonstrates a willingness of the organizers to work with the tourism industry; commitment to develop other funding sources in subsequent years. II OUT -OF- COUNTY PROMOTION- Maximum 25 Points Any proposed out -of- County advertising to support the project is well thought out and detailed to show the potential broad awareness of the event in out -of- market media. Packaging of hotels, attractions and shopping through tour operators or travel agents will also be evaluated. III. SOUNDNESS OF PROPOSED PROJECT - Maximum 20 Points. The extent to which the project has clearly identified objectives; has assigned responsibilities and accountability; has a realistic timetable for implementation; has additional funding sources available that will be utilized; will accomplish its stated objectives. IV. STABILITY AND MANAGEMENT CAPACITY - Maximum 15 Points. A. A proven record or demonstrated capacities of the organization to develop resources, effectively plan, organize and implement the proposed project. B. The organization has a successful history of service in and to Collier County. C. Ability of the organization to administer public grants and to prepare and deliver the necessary progress reports to the Tourist Development Council. V. QUALITY AND UNIQUENESS OF PROPOSED PROJECT - Maximum 15 Points. Extent, to which the activity provides a program for Collier County visitors and its residents, which is of significant merit and that, without such assistance, would not take place in the County. 10 PART II APPLICATION FOR FUNDS GENERAL INSTRUCTIONS November 22, 2010 New Business VI - 2 40 of 53 Please submit an original and fifteen (15) copies of your completed application (Pages 8 -14) and all supporting documents for consideration by the Collier County Tourist Development Council. Complete each item of each applicable section. DO NOT SKIP ANY INFORMATION THAT APPLIES TO YOUR EVENT. Please call the TDC Director at (239) 252 -2384 with any questions. Be sure to have your Chief Official and Secretary sign the application on the last page. One copy of the following items is required and should be attached to your original application: () Charter, Articles of Incorporation, By -Laws, Proof of Current Status (except government entities) () Minutes of meeting authorizing officers to apply for these tourism tax funds () IRS Determination Letter of non- profit status (except government entities) () List of current Officers and Board members with terms and salaries, or mayor, City Council O Organizational Chart () Copy of financial statement of your most recent fiscal year (except government entities) O Proof of Liability Insurance () Letters of Commitment from co- sponsors and matching funds contributors Name of Preparer: (Please Print) Signature of Preparer 11 November 22, 2010 New Business VI - 2 41 of 53 COLLIER COUNTY GOVERNMENT TOURIST DEVELOPMENT COUNCIL GRANT APPLICATION SPECIAL CATEGORY "C" MUSEUM GRANT FY 10 -11 I GENERAL INFORMATION To assist us in evaluating the impact your project may have on Collier County and to better understand what support you are requesting, the following questions must be answered in full. (1) NAME OF ORGANIZATION (2) NAME OF PROJECT (3) PROJECT INFORMATION: STREET ADDRESS: (4) CONTACT PERSON (5) COMPLETE ADDRESS OF ORGANIZATION: STREET CITY ST ZIP PHONE: FAX: (6) ORGANIZATION'S CHIEF OFFICIAL: TITLE: RMSIM Address if different from above: FAX: (7) TYPE OF APPLICANT: () NON - PROFIT ( ) GOVERNMENT AGENCY ( ) FOR - PROFIT ORGANIZATION (8) GRANT AMOUNT REQUESTED: $ (9) MATCH /LOCAL COST SHARE AMOUNT: $ 12 November 22, 2010 New Business VI - 2 42 of 53 (10) PROJECT TYPE (CHECK ONE) MUSEUM EXHIBIT ACQUISITION & DEVELOPMENT PROJECT ARCHAEOLOGICAL SITE SURVEY COMMUNITY EDUCATION PROGRAM HISTORIC RESTORATION EDUCATIONAL MATERIALS HISTORIC SITE DESIGNATION (NATL REGISTER OF HISTORIC PLACES) HISTORICAL MARKER OTHER (11) IF ENTIRE REQUEST CANNOT BE FUNDED, MAY THE PROJECT BE RESTRUCTURED WITH LESS TDC FUNDING? ( ) YES ( ) NO 12. PROJECT DESCRIPTION: describe in detail the project for which funding is requested 13. VISUAL PLAN FOR PROJECT: Provide a 3x5 photograph, drawing, or conceptual view of the property, site or exhibit. 14. ANNUAL MAINTENANCE: If applicable, what is the anticipated cost of annual maintenance of the historic property, site, marker, exhibit or program upon completion of the project? Who will be responsible for annual maintenance and what is the source of on -going funding? 13 November 22, 2010 New Business VI - 2 43 of 53 15. APPLICANT'S GRANT HISTORY: Have you received previous grant assistance from the Collier County Tourist Development Council? If so, specify the year, the project name and the amount of the grant awarded. YEAR PROJECT NAME PREVIOUS GRANT AMOUNT $ If you have previously received funding from the TDC, please attach a copy of your FINAL STATUS REPORT including attendance, economic impact and other information that will enable the TDC staff and review committee to evaluate your prior experience. 16. How long will it take you to complete this project? 17. MATCHING FUNDING SOURCES: List the sources and amounts of confirmed matching funds. No more than 25% of the total project matching funding may be in -kind contributions. Documentation that the donation has been received must accompany any Request for Funds TOTAL MATCHING FUNDS 18. Provide a brief explanation of the Direct Economic Impact this project will have on the surrounding community. This estimate should be based on the projected number of out of County visitors to the project that could potentially stay overnight. The TDC office has a calculation model that you can use, if needed. 19. What is the current or anticipated annual visitation to your project /facility? 14 November 22, 2010 New Business VI - 2 44 of 53 II DETAILS ON YOUR ORGANIZATION: In narrative form please describe your organization in the following areas. Use a separate sheet to complete these questions in detail. (1) What are your organization's goals and objectives? (2) What services does your organization provide? (3) How will your organization monitor expenditure of funds? (4) How will your project bring additional visitors and hotel room nights to Collier County? (5) What is your organization's experience in managing sponsorships and grants? (6) What is your organization's current annual operating budget? 15 PROJECT BUDGET RECAP INCOME SOURCES: November 22, 2010 New Business VI - 2 45 of 53 TOURIST DEVELOPMENT TAX REQUEST $ ADDITIONAL FUNDING SOURCES (Must equal or exceed TDC funding request) TOTAL ADDITIONAL FUNDS OTHER INCOME SOURCES TOTAL OTHER INCOME $ TOTAL INCOME - ALL SOURCES $ 16 November 22, 2010 New Business VI - 2 46 of 53 PROJECT EXPENSES: Intended Utilization of Tourist Tax Funds Provide an itemized summary indicating the intended use of TDC funds. Please be as explicit as possible, including intended publications, promotional materials, etc. and how much money will be expended for each category. Use additional sheets if necessary. Profit (Loss) $ 17 Total Tourism Funds Utilized: $ Other Project Expenses Total Other Project Expenses $ TOTAL PROJECT EXPENSES $ Profit (Loss) $ 17 November 22, 2010 New Business VI - 2 47 of 53 CERTIFICATION I have reviewed this Application for Funds from the Tourist Development Council for FY 2010 -11. I am in full agreement with the information contained herein. To the best of my knowledge, the information contained in this Application and its attachments is accurate and complete. Chief Corporate Officer Date Seal Document Corporation Secretary Date 18 November 22, 2010 New Business VI - 2 48 of 53 EXHIBIT "A" Collier County Tourist Development Council Preliminary Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: On an attached sheet, answer the following questions and attach it to your application. PRELIMINARY INFORMATION: ➢ ➢ Is this a first time project? If not, please give details of past projects. ➢ ➢ Do you anticipate using area hotels in support of your project? ➢ ➢ If so, what are the estimated hotel rooms nights generated by project? ➢ ➢ What is the estimated revenue generated by this project? ➢ ➢ What is the estimated number of participants expected to visit the project? ➢ ➢ If project planning is in progress, what has been done, what remains to be done, and are there any problems? ➢ ➢ If the project planning has not been started, why? ➢ ➢ List any planned out -of- county advertising, marketing, and /or public relations that will be used in support of the project. 19 November 22, 2010 New Business VI - 2 49 of 53 EXHIBIT "B" Collier County Tourist Development Council Interim Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: On an attached sheet, answer the_followinQ Questions to identify the status of the project. Submit this report at least Quarterly. INTERIM - These questions will identify the current status of the project. After the TDC staff reviews this Interim Status Report, if they feel you are behind schedule on the planning stages, they will make recommendations to help get the project stay on schedule. ➢ ➢ Has the planning of this project started? ➢ ➢ At what point are you at with the planning stage for this project? (Percent of completion) ➢ ➢ Will any hotels /motels be utilized to support this project? ➢ ➢ If so, how many hotel room nights will be utilized? ➢ ➢ What is the total dollar amount to date of matching contributions? ➢ ➢ What is the status of the advertising and promotion for this project? ➢ ➢ Have your submitted any advertisements or printed pieces to the TDC staff for approval? Please supply a sample and indicate the ad schedule. ➢ ➢ How has the public interest for this project been up to this point? 20 November 22, 2010 New Business VI - 2 50 of 53 EXHIBIT "C" Collier County Tourist Development Council Final Status Report EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: TITLE: FAX: ------------------------------------------------------------------- ------------------------------------------------------------------- On an attached sheet, answer the following questions for each element in your scope of work. Final - These questions should be answered for your final status report. ➢ Was this a first time project? If not, how many times has this event taken place? ➢ What hotels /motels were utilized to support the project and how many? ➢ What is the total revenue generated for this event? Total expenses. (Have all vendors been paid) ➢ List the vendors that have been paid, if not, what invoices are still outstanding and why? ➢ What is the number of participants that visited the project? ➢ What is the percentage of the total participants from out of Collier County? ➢ What problems occurred if any during the project event? ➢ List any out -of- county- advertising, marketing, and /or public relations that was used to support the project and attach samples. ➢ How could the project been improved or expanded? 21 November 22, 2010 New Business VI - 2 51 of 53 EXHIBIT "D" REQUEST FOR FUNDS COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL EVENT NAME ORGANIZATh ADDRESS CONTACT PERSON TELEPHONE ( ) REQUEST PERIOD REQUEST# ( ) INTERIM REPORT FROM TO ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSE BUDGET REIMBURSEMENT REQUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNATURE TITLE 22 November 22, 2010 New Business VI - 2 52 of 53 EXHIBIT "E" Naples ;ktarco lsland s lverlladc s, VISITOR QUESTIONNAIRE Welcome to the Paradise Coast sm. Thank you for choosing this area for your visit. Please take a few minutes to complete the following questions so that we can better serve the needs of future visitors to Florida's Last Paradise sm. PLEASE REFER TO OUR PARADISE COAST BROCHURES FOR THE LOCATION OF ALL AREA ATTRACTIONS. NAME: ADDRESS: CITY ST ZIP DATE OF ARRIVAL: DATE OF DEPARTURE: WHERE ARE YOU HOTELIRESORT FRIENDS /FAMILY CONDOMINIUM STAYING? NAME OF HOTEL AND CITY /AREA: NAME OF CONDOMINIUM/TIMESHARE: # OF ROOMS OCCUPIED x NUMBER OF NIGHTS STAYING IN COLLIER COUNTY = HOW DID YOU SELECT THE HOTEL /CONDOMINIUM? INTERNET( ) YOUR CHOICE( ) TRAVEL AGENT ( ) OTHER: NUMBER OF MEALS YOU & YOUR GROUP WILL EAT OUT: Number of people in your party = Number of days of your visit = _ Number of meals eaten out each day = PLANNED AREA ACTIVITIES: (Please circle all that apply) ARTS & CULTURE WATER SPORTS NATURE von Liebig Art Center Beaches Everglades Tour Naples Museum of Art Naples Pier County Parks Sugden Theatre Shelling National Park Naples Philharmonic Fishing State Parks Art Galleries Boating Corkscrew Swamp Other Kayaking Conservancy of SW FL Other Lake Trafford SHOPPING AND DINING Fifth Avenue South Third Street South Waterside Shops Venetian Bay Bayfront Tin City Prime Outlets Other SIGHTSEEING Lunch/Dinner Cruise/ Sunset Cruise City Trolley Tour Everglades Tour Segway Tour Dolphin Cruise Other 23 Other MUSEUMS County Complex Everglades City Marco Island Rookery Bay Holocaust Naples Depot Palm Cottage Other FAMILY ATTRACTIONS Naples Zoo Naples Botanical Garden Fun `n Sun Water Park Swamp Buggy Race Mini Golf King Richard's Fun Park Other RELAXATION & ENTERTAINMENT Golf Spa Shelling Seminole Casino Lounges & Clubs Music Other November 22, 2010 New Business VI - 2 53 of 53 Collier County Tourist Development Council PLEASE INCLUDE THIS CHECKLIST WITH YOUR FINAL SUBMISSION TO INSURE THAT ALL REQUESTED DOCUMENTS ARE INCLUDED. PLEASE ATTACH ONE COPY OF EACH OF THE FOLLOWING ITEMS TO YOUR ORIGINAL APPLICATION FOR OUR FILES: (It is not necessary to provide a copy of these items with the 20 copies.) ❑Charter, Articles of Incorporation, By -Laws, Proof of Current Status, i.e. Annual Report on file with the Secretary of State - Except Government entities. ❑ Minutes of meeting authorizing officers to apply for these tourism funds. ❑ IRS Determination Letter - Except Government entities. n List of current officers and board members, indicating terms, or mayor, City Council, etc. Organization Chart Copy of financial statement for the most recently completed fiscal year - Except Government entities. Letters of commitment from co- sponsors; Income and expense details Signed by Chief Officer and Secretary. Name of Preparer: (Print) Signature of Preparer: G /Grant App /FY 10 -11 Cat C Grant App 24 November 22, 2010 New Business VI - 3 1 of 14 EXECUTIVE SUMMARY Recommendation for the TDC to approve award of Contract 10 -5572 for Wiggins Pass Permitting, Modeling & Inlet Management Plan to Coastal Planning & Engineering, Inc. (CPE) as outlined in the attached CP &E proposal for time and material not to exceed $177,489. OBJECTIVE: To award Contract 10 -5572 to CP &E for time and material not to exceed $177,489. CONSIDERATIONS: This scope of work is to support additional work on Wiggins Pass. This will include preparation of the County environmental impact statement and inlet management study; modeling and geotechnical field investigation; FDEP, Corps, Federal and state agency meetings; county representatives will develop the plan for improving navigation in the pass reducing impacts to the adjacent shoreline. The Scope of Services listed the tasks to be performed by CP &E. Task 1. Preparation for and Attendance at Meetings ..........................$ 9,227 Task 2. Prepare Inlet Management Study .......... ..............................$ 55,374 Task 3. Prepare County Environmental Impact Statement .................. $ 23,065 Task 4. Modeling of Additional Alternatives ........ ..............................$ 39,337 Task 5. Additional Geotechnical Field Investigation ...........................$ 55,486 TOTALT &M NTE ................. ............................... .......................$177,489 The RFP was publicly advertised on August 26, 2010. Email notices were sent to 800 firms with 102 vendors requesting full packages. Two responses were received by the due date of September 24, 2010. A Selection Committee was held on October 13, 2010 and after review and discussion, and by consensus of the members, two (2) firms were shortlisted in the order as follows: 1. Coastal Planning and Engineering 2. Tetra Tech, Inc. The proposal is currently being reviewed and negotiated with CPE and the Contract will be for time and material not to exceed $177,489. ADVISORY COMMITTEE RECOMMENDATIONS: At the CAC October 14, 2010 meeting this item was approved 5 to 1. FISCAL IMPACT: The Source of funds is from Category "A" Tourist Development. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan related to this action. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action. - CMG November 22, 2010 New Business VI - 3 2of14 RECOMMENDATION: For the TDC to approve award of Contract 10 -5572 for Wiggins Pass Permitting, Modeling & Inlet Management as outlined in the attached CPE proposal for time and material not to exceed $177,489. PREPARED BY: Gail Hambright, CZM COASTAL PLANNING & ENGINEERING, INC. 2481 NW BOCA RATON BOULEVARD, BOCA RATON, FL 33431 October 18, 2010 Gary McAlpin Collier County Government W. Harmon Turner Bldg., Suite 103 3301 E. Tamiami Trail Naples, FL 34112 561 - 391 -8102 PHONE 561 - 391 -9116 FACSIMILE Website: www.coastalplanning.net E -mail: mail(a)coastalplanning.net Subject: SCOPE OF WORK for PREPARATION OF INLET MANAGEMENT PLAN, COUNTY ENVIRONMENTAL IMPACT STATEMENT, ADDITIONAL MODELING AND GEOTECHNICAL INVESTIGATION FOR DESIGN, AND PERMITTING OF WIGGINS PASS IMPROVEMENTS Dear Gary: This is a scope of work and fee proposal to support additional work on Wiggins Pass. The scope includes preparation of a County EIS and inlet management study, modeling and geotechnical field investigation. Meetings with the FDEP, Corps, Federal and State agencies and County representatives will be conducted to develop the plan for improving navigation in the pass and reducing impacts to the adjacent shoreline. These studies and meetings will be the basis for permit responses to FDEP and the Corps request for additional information. The cost of this task will not to exceed $177,489 invoiced as time and material. If you have any questions regarding this scope of work, please call me. Sincerely, CO L PLANNING NGINEERING, INC. Step n eehn, P.E. Senior Coastal Engineer cc: Sheri Dindial, CPE November 22, 2010 New Business VI - 3 4of14 SCOPE OF WORK for PREPARATION OF INLET MANAGEMENT PLAN, COUNTY ENVIRONMENTAL IMPACT STATEMENT, ADDITIONAL MODELING AND GEOTECHNICAL INVESTIGATION FOR DESIGN AND PERMITTING OF WIGGINS PASS IMPROVEMENTS The enclosed scope of work describes additional tasks necessary to complete the permitting process for a new 10 year permit for Wiggins Pass. These tasks were not included in the initial Engineering and Permitting scope of work for Wiggins Pass, since they were identified following its approval. The tasks include: Task 1. Preparation for and Attendance at Meetings $ 9,227 Task 2. Prepare Inlet Management Study $55,374 Task 3. Prepare County Environmental Impact Statement $23,065 Task 4. Modeling of Additional Alternatives $39.337 Task 5. Additional Geotechnical Field Investigation $50,486 TOTAL T &M NTE $177,489 This work will be based on the 1995 Inlet Management Plan prepared for Collier County (County), the recently completed Joint Coastal Permit Application (February 2010), and the Wiggins Pass Modeling Report (January 2009) for Navigation Improvements and Erosion Reduction Project for Wiggins Pass, Florida. These tasks will be incorporated into the new report and EIS, and will be the basis for responding to March 2010 RAI from the Corps and FDEP. L PREPARATION FOR AND ATTENDANCE AT MEETINGS There is a need to attend meetings at FDEP with the Park Service and BBCS, and meet with agency representatives including NMFS to kick off the next phase of the project and for periodic in progress review. The number of meeting will be 2 in Tallahassee, 1 in Collier County and 2 with agency. Meeting includes preparation time. II. PREPARE INLET MANAGEMENT STUDY The Florida Department of Environmental Protection (FDEP) is requiring the preparation of a new inlet management STUDY as part of the permitting process as described below from Chapter 6213-41 Rules and Procedures for Application of Coastal Permits: (m) Demonstration of consistency with adopted statewide strategic management plan, an inlet management plan or a proposed draft inlet management plan in accordance with Rule 62B- 41.005(16). If not included in the inlet management plan the applicant will provide the following: 1. A description of the physical characteristics of the inlet; 2. A sediment budget for the inlet; 3. An analysis of the stability and hydraulic characteristics of the inlet including current velocities, tidal prism and current patterns of the flood and ebb tides; Collier County November 22, 2010 New Business VI - 3 5of14 4. A description of the wind and wave climate in the area of inlet influence; 5. A description of the sediment characteristics of the inlet and its related shoals; 6 The influence of existing manmade structures; 7. The current and historic shoreline erosion and accretion trends; 8. A statement of performance objectives and an analysis of the expected effect of proposed coastal construction on the coastal system and marine turtles within the inlet area of influence; 9. An analysis of available alternatives to the proposed coastal construction, including the no action alternative, on meeting the stated performance objective and any related effects on the coastal system or marine turtles; and 10. A demonstration of the anticipated public benefits of the coastal construction. The inlet management plan will consider the intent in the new legislation that modifies how sediments are managed at navigation inlets, which may be directive in nature as it pertains to Wiggins Pass. Specific guidance from FDEP will be provided during the report preparation process. The new legislation changes Section 161.142 and 161.143 F.S. The completed inlet modeling report, Joint Coastal Permit (JCP) application and field data collection for Wiggins Pass improvements will provide the basis for addressing the 10 requirements listed above, and will be incorporated in the final plan. The plan will also address comments received from FDEP during their site visit on March 10, 2010 and their initial request for additional information (RAI). A committee appointed by the County will review progress of the plan preparation and their decisions will be incorporated into the plan. The initial draft plan will be submitted to the County and FDEP for their comments. The FDEP's adopted plan may differ from the County's based on the State's procedures. The goals for the Wiggins Pass navigation improvement study as developed by Collier County and the Wiggins Pass Modeling Evaluation Work Group are: 1. To provide a safe channel for boating; 2. To address erosion at Barefoot Beach; 3. To lengthen the dredge cycle and accomplish it with the least effect on the environment; and 4. To provide a solution that is economically effective. TASK I -A. COASTAL ENGINEERING ANALYSIS 1. Data Collection & Review. This task was largely completed with the initial permit and modeling work, but a comprehensive search will be conducted to locate recent literature and data to supplement the previously developed history of recent natural and manmade modifications to the inlet and adjacent areas. Recent topographic and bathymetric data of the navigation channel and ebb and flood shoals will also be compiled. Potential data sources include FDEP and County beach and inlet profile surveys, high density LiDAR data, or other local entities including previous data collection and compilation by other Collier County 2 November 22, 2010 New Business VI - 3 6of14 local consultants. Available aerial photography may be utilized to provide supplemental shoreline position information. 2. Shoreline Position Mapping & Change Anal. The analysis of shoreline positions will provide the basis for assessing short-term and long -term shoreline change. The consultant will consider episodic sediment transport trends resulting from hurricanes, inlet modifications and beach nourishment. We will analyze and document inlet activities that have occurred since dredging began in 1984 and evaluate if those activities may have had impacts to the inlet shoreline or adjacent areas. The consultant will use a geographic information system (GIS) approach to compile and analyze the temporal shoreline position change analyses. The GIS analysis will enable temporal and spatial comparison of FDEP historical shorelines and historical aerial photography. For time periods where survey data are not available, shoreline changes will be estimated from the interpretation of aerial photographs. An effort will be made to collect photos in digital format. If only hard copies are available, they will be scanned and geo- rectified using GIS so that shorelines can be mapped. Special considerations will be given to short-term changes so natural and man -made responses are not minimized by averaging data. Inlet ebb and flood shoal configurations, channel orientation and dimensions will be illustrated with available aerial photography sets. The inlet change data will be compared to beach shoreline changes to identify correlations and shoal configurations. 3. Volumetric Changes and Sediment Budget Update. A post- dredge sediment budget analysis will be used to describe the sediment transport pathways in the vicinity of Wiggins Pass and adjacent beaches. It will be compared to the sediment budget from the 1995 study. The sediment budget will be expanded beyond the 1 -mi monitoring area north and south of the inlet. Available wind, wave, and tidal data will be reviewed. The wave climate will be assessed in the vicinity of the project to determine the representative range of incident wave angles, wave heights, and wave periods. The intent is simply to help confirm the influences of storms and of changes in inlet and nearshore morphology on the sediment transport patterns. The inlet area of influence will be defined and inlet impacts and solutions will be determined based on these zones. An odd -even analysis will be based on this defined region. 4. Development of Inlet Management Alternatives. The consultant will identify and describe various non - structural alternatives to improve sediment management within Wiggins Pass. No structural alternative will be considered. The alternatives will address methods to control inlet channel migration, channel modifications, dredge management Collier County 3 November 22, 2010 New Business VI - 3 7of14 options for the navigation channel entrance, and sand distribution and bypassing to re- establish near - historic levels of sediment transport. Quantity and costs will be developed for the selected alternative that is shown to be viable. The performance of viable management options will be evaluated in Task B. Alternatives will consist of various channel dimensions, orientations, and on -and- offshore disposal plans compared to the existing conditions. TASK I -B. WAVE & CURRENT MEASUREMENTS, MODELING AND STABILTY CURVE The consultant has previously deployed two acoustic Doppler current profilers (ADCPs) in the study area for a period of one month. The tide height, current and wave information collected from this deployment was used to calibrate the Delft -31) model determining effects such as wave damping and wave transformation as waves approach the nearshore. The results of field data collection and modeling will be described and illustrated in the plan per items 1 and 4 above. The measured wave, current and water level data will also be delivered in raw and processed (time series) formats on a CD -ROM. Survey data was collected during the wave measurement programs, and will be used to develop an updated stability curve for the inlet which will be compared to the historic curve developed in the 1995 plan. The results of the modeling (including Task IV) will be summarized and illustrated in the modeling section. TASK I -C. IMP COORDINATION AND MEETING 1. Proiect Administration. The consultant will attend meetings with FDEP, the Coastal Advisory Committee (CAC) and its Sub - committee on Wiggins Pass, and assist with formulating a plan acceptable to a broad range of local and state interests. Coordination with FDEP Bureau of Beaches and Coastal Systems (BBCS) will be maintained throughout the process in order to solicit their comments if they do not attend the meetings. It is assumed that the consultant will attend up to three (3) Committee and Sub - committee meetings of the CAC, to be held in Naples. The consultant will prepare meeting exhibits and other project documentation. The consultant will attend the meetings and assist the County with communications with key stakeholders and development of the County's plan. TASK I -D. ENVIRONMENTAL EFFECTS OF PROPOSED CONSTRUCTION 1. Environmental Section. Previously obtained information will be incorporated into an environmental section describing the effects of the proposed construction on the coastal system and sea turtles. 2. Natural Resources Map. A map of natural resources in the project area compared to the project layout will be updated for inclusion in the report. Collier County 4 November 22, 2010 New Business VI - 3 8of14 TASK I -E. PREPARATION OF UPDATED INLET MANAGEMENT PLAN 1. Preparation of Draft Report. The consultant will prepare a draft IMP based on the coastal engineering analysis, updated sediment budget and numerical modeling results of management alternatives. The report will summarize the construction quantities and estimated costs as well as the impact on adjacent beaches, channel shoaling and maintenance requirements. The consultant will also summarize potential environmental issues that may affect the permitting of inlet modifications. Based on the results of the investigations, the consultant will recommend a modified inlet and beach sediment management approach. The draft of the IMP will be submitted to the County and the FDEP for review and comment. 2. Preparation of Final Report. Based on County, State, Federal and public comments, a final updated Inlet Management Plan will be prepared. Five (5) printed copies and digital CD -ROM copies of the final report will be provided to the County and FDEP. Pertinent comments provided during the permit process will be integrated into the plan. III. PREPARE COUNTY ENVIRONMENTAL IMPACT STATEMENT According to Collier County Land Development Code (LDC) 10.02.02A, an Environmental Impact Statement (EIS) must be prepared in support of a Special Treatment Permit approval. Special Treatment (ST) Overlays (LDC 02.03.07) are areas within the County which, "because of their unique assemblages of flora and/or fauna, their aesthetic appeal, historic or archeological significance, rarity in the County, or their contribution to their own and adjacent ecosystems, make them worthy of special regulations." Such areas include mangrove and freshwater swamps, barrier islands, hardwood hammocks, and coastal beaches, all of which fall within the Wiggins Pass project vicinity. The purpose of the ST is to assure the preservation and maintenance of these resources. An EIS provides a method to objectively evaluate the impact of a proposed project upon these resources and environmental quality of the project area. An EIS will be prepared for this project according to the requirements listed in LDC 10.02.02A. The EIS will require the preparation of special maps, ecological analysis and engineering calculations to supplement information already prepared for the JCP permit application. The EIS will incorporate the new and existing information into the County EIS format the consultant will attend up to two (2) meetings to discuss and present the result of the EIS. IV. MODELING OF ADDITIONAL ALTERANTIVES Based on guidance from Mr. Robert Brantley (FDEP) during his field visit on March 10, 2010, the restoration of a fully developed ebb shoal may be required under the new Florida Statute regarding inlets, which would have to be built by direct placement of sand. There is a concern that the inlet will not perform acceptably without a fully developed ebb shoal with the initial construction. This alternative can have a significant cost for the County over the selected alternative, since it may contribute to frequent Collier County November 22, 2010 New Business VI - 3 9of14 dredging to implement the project. These concerns can be evaluated by additional long- term model runs (8 -10 years) comparing four (4) alternatives using the same matrix comparison method developed in the January 2009 modeling report. This task includes an analysis of the following: 1. The 1970's pre- dredge inlet conditions without channel; 2. 1970's pre- dredge inlet conditions with channel; 3. The selected alternative with dredging at 4 -year intervals and indirect ebb shoal construction; and 4. An alternative that directly rebuilds the ebb shoal in one construction project. RAI #1 from FDEP mandated that all alternatives must avoid or minimize the potential for adverse impact on the coastal system. This concern will be evaluated by additional medium -term model runs (4 years) comparing three (3) requested alternatives using the same matrix comparison methods developed in the January 2009 modeling report. The alternatives include an analysis of the following: Avoid dredging limestone, peat, or clay substrata; Avoid deflation of the ebb shoal; and Avoid loss of shorebird habitat on Wiggins Pass State Park. A tri- dimensional morphological model will be used to evaluate and compare project alternatives. The model will be calibrated to measured waves, currents and inlet and beach morphological changes as determined from Wiggins Pass monitoring data and ADCP deployments. Multi -year wave climates will be schematized from Wavewatch III Hindcast Data or similar data sources. Schematized wave data will be combined with tide and wind forcings and the coupling between waves, flow, sediment transport and morphology will occur in real time, at every hydrodynamic timestep. The morphological model will include multiple sediment fractions to account for sediment heterogeneity that occurs in the project area where coarser sand are found in many sections of the navigation channel and finer sand is found on adjacent beaches. The alternatives will be refined based on the result of meetings described in task I. TASK V. ADDITIONAL GEOTECHNICAL FIELD INVESTIGATION As part of a 2009 field investigation conducted in support of the Wiggins Pass Improvement Project, previously compiled geotechnical data as well as newly collected vibracore and jetprobe data was compiled and analyzed. The Florida Department of Environmental Protection (FDEP) requested that additional geotechnical data be collected to determine whether geology is the key factor controlling the position of the channel within Wiggins Pass. This scope of services includes the collection and analysis of these additional cores. Twelve (12) vibracores will be collected and analyzed. The 12 core locations were reviewed by FDEP (See Jenifer Koch May 25, 2010 attached E -mail) and their location is provide in the attached drawing. This scope also includes the analysis of a dozen surface grab samples to characterize surficial sediment on the Collier County 6 November 22, 2010 New Business VI - 3 10 of 14 adjacent shoreline and shoals. This new data, along with the previously assessed data, will be used to develop a geologic description of Wiggins Pass. PHASE 1: ADMINISTRATION/ PLANNING Previously compiled geotechnical data will be re- evaluated and analyzed in a GIS (Geographical Information System) framework in order to provide background information in addition to the recent findings of the 2009 vibracore and jetprobe investigations. The information gathered during Task 2 will be used to refine the vibracore plan the consultant will coordinate with the FDEP as necessary. Prior to conducting the field operations a permit /de minimus exemption must be obtained. In order to do this, a Joint Environmental Resource Permit Application (ERP) application must be submitted to the Florida Department of Environmental Protection for review. This application requires a general project description and a map outlining the area of deployment. The Agency has ninety (90) days to review the permit application. The application is also forwarded to the Bureau of Survey and Mapping, Division of State Lands for title determination. Existing easements must be avoided during deployment or title holders must be notified of the proposed activity. The ERP application is also forwarded to the United States Army Corps of Engineers (USACE), Florida Division of Historical Resources (SHPO) and to Fish and Wildlife Services (FWS) for review and comment. The consultant will apply for the necessary permits. The consultant will complete and submit the required forms, as well as coordinate with the regulatory agencies. PHASE 2: GEOTECHNICAL SURVEY The geotechnical survey includes vibracoring to investigate potential geologic controls on the position of the Wiggins Pass channel and to better define the sediments to be dredged. Twelve (12) vibracores will be collected using the equipment and methods described below. A preliminary Vibracore plan was approved by FDEP on May 25 2010, but it should be revisited with FDEP before coring occurs. Geotechnical Survey Equipment Vibracoring A Rossfelder P3 Vibracore, or equivalent, configured to collect undisturbed sediment cores up to 20 feet in length, will be used for this project. This self - contained, freestanding electronic vibracore unit contains a vibratory hammer assembly, an aluminum beam which acts as the vertical beam upright on the seafloor, an aluminum coring pipe, and a cutting edge. If recovery is less than 80% of the expected total penetration, the sampled portion of the pipe will be removed, a new core pipe attached, and a jet pump hose will be attached just below the vibracore head. After lowering the rig to the bottom and jetting to one (1) or two (2) feet above the refusal depth, the jet will be turned off and the vibrator turned on in order to attempt to collect the remaining core. Collier County 7 November 22, 2010 New Business VI - 3 11 of 14 At each core location a vibracore will be taken. If field measurements indicate that less than 80% recovery has been achieved, then up to two additional cores will be taken, or a hydraulic jetting technique will be used to facilitate sampling below previously retained material. In the event a jet is used, the recovery of the original vibracore and additional vibracore sections will be combined to determine total recovery. Should the above procedures not result in 80% or more recovery, then this drilling effort will be considered a completed core for purposes of payment under this contract. Geotechnical Data Analysis Sediment Sample Analysis Upon completion of field operations, all vibracores will be transported to a lab. There, the vibracores will be logged by describing sedimentary properties by layer in terms of layer thickness, color, texture (grain size), composition and presence of clay, silt, gravel, or shells and any other identifying features. The vibracores will be photographed in 2.0 ft intervals. Sediment samples will be extracted from the vibracores at irregular intervals based on distinct stratigraphic layers in the sediment sequence. The relative strength of the clay will be assessed on a method to be determined. The vibracores will then be wrapped and archived. Cores will be stored for a period of up to one (1) year. After this time, cores will either be relinquished to the client or stored for an additional annual cost of $25 per core. Mechanical Sieve Analysis The sediment samples ( vibracore samples and grab samples) will be analyzed to determine color and grain size distribution. During sieve analysis, any obvious uncharacteristically large fragments (such as whole shell or large shell fragments) will be removed and the description (weight and size) of the material will be noted. The wet, dry and washed Munsell colors will be noted. Sieve analysis of the sediment samples will be performed in accordance with the American Society for Testing and Materials (ASTM) Standard Methods Designation D 422 -63 for particle size analysis of soils. This method covers the quantitative determination of the distribution of sand size particles. For sediment finer than the No. 230 sieve (4.0 phi) the ASTM Standard Test Method, Designation D 1140 -00 will be followed. The sieve stack used for mechanical analysis will conform to the BBCS guidelines provided in Table 1. Collier County November 22, 2010 New Business VI - 3 12 of 14 Table 1. Mesh sizes to be used for granularmetric analysis. Sieve No. Size (phi) Size (mm) 3/4 -4.25 19.00 5/8 -4.0 16.00 7/16 -3.5 11.20 5/16 -3.0 8.00 3 '/2 -2.5 5.60 4 -2.25 4.75 5 -2.0 4.00 7 -1.5 2.80 10 -1.0 2.00 14 -0.5 1.40 18 0.0 1.00 25 0.5 0.71 35 1.0 0.50 45 1.5 0.36 60 2.0 0.25 80 2.5 0.18 120 3.0 0.13 170 3.5 0.09 200 3.75 0.08 230 4.0 0.06 Weights retained on each sieve will be recorded cumulatively. Grain size results will be entered into the gINT® software program, which computes the mean and median grain size, sorting, silt /clay percentages for each sample using the moment method. Carbonate Testing Approximately half of the samples extracted from the vibracores will be tested for carbonate content. Carbonate content will be determined by percent weight using the acid leaching methodology described in Twenhofel, W.H. and Tyler, S.A., 1941. Methods of Study of Sediments. New York: McGraw -Hill, 183p. Samples representing material above the proposed channel cut depth will also be extracted from the cores previously collected by the consultant in 2009. These samples will also be tested for carbonate content. PHASE 3: PRODUCT AND REPORT DEVELOPMENT A final report summarizing the results of this vibracore investigation and discussing the geology of Wiggins Pass will be prepared and submitted to the FDEP and Collier County. This report will include project results, including vibracore logs, vibracore photographs, granularmetric reports and grain size distribution curves. The report will address FDEP's RAI questions from their March24, 2010 letter and the May 4, 2010 meeting. The report Collier County 9 November 22, 2010 New Business VI - 3 13 of 14 will also include figures showing the estimated distribution of sand, organics, clay, rock substrate and silty material suitable to address FDEP questions and develop a dredging plan. The consultant will provide geotechnical information in an electronic format suitable for input to the FDEP Reconnaissance Offshore Sand Search (ROSS) database as required by the FDEP. The data will be submitted in Access or gINT files. The Wiggins Pass Geotechnical Investigation will be conducted to the industry standard of care and will coordinate the investigations with FDEP as required. V. CONSTRUCTION SERVICES: TBD: Plans, specification, construction observations, surveys, post- construction report and certification. Collier County ol 0 lu z _ § ;)} \ 22 )$f a ®)2 )\ \\ \/\ § E«' ° i ;) ! •}} A ,a! o \// 0z §)k <�� _ 1I4 . a88 ))� }( @® aE« § � , ` ` k\ § . ` § �( ( - - G !2� r �z _ w |» § - z w \ § \; k Iz » ( §$ §! § _ {§ - _ Z [[ \ ! |! 15! ,! BlE �)) § ;:!§ ° ■w: �!!i!0 :!! ) / \ § \\ : R.z lo' ■»�� _ - - - - ®§ §!§) ! 0.`� _ ƒ§ �){z - § ; /!!� ! ! §E_ _ - - } §jl _ @_>:_.�_,� •!! k _ _ � \) )§. /�!, �!!! - \ November 22, 2010 New Business VI - 4 1 of 7 EXECUTIVE SUMMARY Recommendation for the TDC to approve Work Order under Contract 09 -5262 to evaluate conceptual design and modeling of alternatives as outlined in the attached CP &E proposal dated October 8, 2010 not to exceed $147,602. OBJECTIVE: Approve Work Order to evaluate conceptual design and modeling of alternative as outlined in the proposal dated October 8, 2010 by CP &E CONSIDERATIONS: The purpose of this study is to evaluate the effectiveness of existing structures and beach fill design templates, and changes needed to solve hot spots and improve project performance and durability. The services include a sediment budget, conceptual design, cost estimate and modeling of coastal structure modifications. This Work Order consists of the following three (3) phases: Phase1 Coastal Processes Analysis consists of developing a long term (starting prior to 2005) and post construction (since 2006) sediment budget for the region extending from Wiggins Pass to Gordon's Pass including the interior passes. Phase II Model Setup and Initial Runs will set up and calibrate the model based on existing conditions with structures, and also run it with no shoreline structures except at inlets. Phase III Run Alternatives, the model will be used to simulate shoreline and /or sediment transport changes associated with structural modifications. This phase will include potentially wider and higher beach locations along with the appropriate yearly retention analysis. ADVISORY COMMITTEE RECOMMENDATIONS: At the CAC meeting on October 14, 2010 this item was approve unanimously 6 -0. FISCAL IMPACT: The Source of funds is from Category "A" Tourist Development. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan related to this action. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action. - CMG RECOMMENDATION: For the TDC to approve Work Order under Contract 09 -5262 to evaluate conceptual design and modeling of alternatives as outlined in the attached CP &E proposal dated October 8, 2010 not to exceed $147,602. PREPARED BY: Gail Hambright, CZM COASTAL PLANNING & ENGINEERING, INC 2481 NW BOCA RATON BOULEVARD, BOCA RATON, FL 33431 October 8, 2010 Gary McAlpin Collier County Government W. Harmon Turner Bldg., Suite 103 3301 E. Tamiami Trail Naples, FL 34112 561 - 391 -8102 PHONE 561- 391 -9116 FACSIMILE Website: www.coastall)lanninq.net E -mail: mail coastalplanning.net Subject: Evaluate Conceptual Design and Modeling of Alternatives Collier County Beach Nourishment Project Scope of Work under Contract No. 09 -5262 Dear Gary: The attached scope of work describes the evaluation of conceptual structures and beach fill design modifications on three coastal segments along the Collier County coast using models. The purpose of this study is to evaluate the effectiveness of existing structures and beach fill design templates, and changes needed to solve hot spots and improve project performance and durability. With the existing nourishment plan, some structures may no longer be needed. The hourly not to exceed cost for these services is $147,602 in three segments. The services include a sediment budget, conceptual design, cost estimate and modeling of coastal structure modifications. If you have any questions regarding this scope of work, please call me. Sincerely, Cjen PLANNING ENGINEERING, INC. Stehn, P.E. Senior Coastal Engineer cc: Sheri Dindial, CPE November 22, 2010 New Business VI - 4 3 of 7 Evaluate Conceptual Design and Modeling of Alternatives Collier County Beach Nourishment Project Scope of Work under Contract No. 09 -5262 October 8, 2010 Introduction: This scope of work describes the evaluation of conceptual structure and beach fill design modifications on three coastal segments along the Collier County Coast. The purpose of this study is to evaluate the effectiveness of existing structures and beach fill design templates, and changes needed to solve hot spots and improve project performance and durability. Beach fill alternates with a higher and wider beach berm will be evaluated with structural modification to achieve these goals. The segments are located at Vanderbilt Beach, Park Shore and Naples. The work will be completed in three phases consisting of 1) the development of a sediment budget, conceptual fill designs and cost estimate, 2) a numerical modeling study of coastal processes and shoreline change and 3) interrogation of the numerical model to evaluate structural and non - structural alternatives. Permitting complexities will be addressed for each alternative. Phase I. Coastal Processes Analysis The initial phase of work consists of developing a long term (starting prior to 2005) and post construction (since 2006) sediment budget for the region extending from Wiggins Pass to Gordon's Pass including the interior passes. Based on the sediment budget, a conceptual beach nourishment plan will be developed. Two fill alternatives will be designed including one that replicates the existing permit design and one that is a larger beach nourishment project than currently in use. The design objective for the larger project is to place a volume of fill that results in no hardbottom impacts but has an equilibrium toe of fill closer to the hardbottom where necessary to achieve a longer project life. The larger fill will also include an increase in equilibrium berm height and alongshore length of the project. The feasibility of nourishment using fill from an alternative sand source at Cape Romano will be evaluated. A cost estimate for a project constructed in 2013 -14 will be developed for both beach alternates. Phase II. Model Setup and Initial Runs This phase will set up and calibrate the model based on existing conditions with structures, and also run it with no shoreline structures except at inlets. The sediment budget of Phase I, shoreline changes from monitoring reports and aerial photographs, and ADCP (wave and current) measurements from Wiggins (CPE 2008), Clam and Doctors (PBSJ 2009) Passes will be used to calibrate the numerical model set up during Phase II, along with pertinent bathymetries. The modeling will be conducted utilizing the wave model SWAN, the flow and sediment transport model Delft3D and the shoreline change model Unibest. These modeling packages were developed by Deltares (Delft, Netherlands), are supported by a large team of developers and November 22, 2010 New Business VI - 4 4 of 7 researchers and are widely applied around the world to evaluate coastal engineering projects. Unibest is a shoreline change model that is driven by the same wave model as Delft3D (SWAN) and utilizes a process -based sediment transport formulation (Transport2004) similar to the one utilized in Delft3D, which most closely mimics coastal processes. It represents an improvement over previous shoreline change models, like Genesis, that utilized empirical sediment transport formulations. It is essential to use a combination of a 3D model and a shoreline change model to get the resolution required for the evaluation of coastal structures along the project reaches with nearshore hardbottom. Spatial harbottom maps and Lidar surveys will be used as model input in attempt to incorporate hardbottom effects on wave transformation and consequently on coastal dynamics. The model domain will be large enough to include the effects of all the morphological features on nearshore waves. The Delft3D wave, flow and morphological modeling setup calibrated for Wiggins Pass will be used for the coastal processes analysis. The Unibest Shoreline Model will be calibrated to measured shoreline changes and sediment budget results in the project reaches. The model runs will be done by reach. The modeling work proposed in Phase II will include the following tasks: 1. Analysis of existing information 2. Development of numerical modeling grids and boundary conditions 3. Simulation of waves, flows and potential sediment transport with Delft3D for scenarios with /without structures (except at inlets) to evaluate modifications introduced by the existing structures in the coastal processes and to evaluate the spatial variation in wave energy, flows and sediment transport 4. Setup and calibration of the Unibest shoreline change model 5. Simulation of existing conditions showing seasonal variations and reversals 6. Simulation of the no shoreline structure condition (groins removed) 7. Analysis of shoreline or sediment transport change results leading to development of pertinent alternatives for Phase III, including identification of areas where structural removable may be feasible. 8. Reporting and presentation of results and alternatives Simulations will be conducted for timeframes of 1 year and 5 years, and seasonal variations in waves and winds will be included in the simulations. Engineering and modeling QA of the results is part of this plan. Results will be described in a draft report of activities and presented in a meeting in Collier County to be scheduled by the client. Phase III. Run Alternatives In Phase III, the model will be used to simulate shoreline and /or sediment transport changes associated with structural modifications. The results from Phase II will determine what groin November 22, 2010 New Business VI - 4 5 of 7 modification scenarios are simulated which may include shortening of the groins, lowering the profiles of the groins, making the groins permeable, converting the groins to a pile and panel design, or removing some or all of groins. It is assumed that removal of groins will be feasible in many cases, with a corresponding modification to beach fill placement. Up to 10 hot spots will be evaluated with a modified structural alternative. Additionally, modeling alternative solutions for the Doctors Pass hot spot will include a breakwater or spur off of the existing terminal groin. Based on these results, a solution will be recommended for each reach and at each structure location. The complexity of permitting will be discussed for each selected alternate. The results of the simulations and the recommended solutions will be presented to Collier County and incorporated onto a final report. O CD N i N N cn E m cu o N O Z Z cD bD C. 'fl O R p O .. y LC �, C U .0 pp O A h CSJ •i R � �z O U C 0.� o � ea p w � ^O O 6. R O w U V ti. U1 o U H ut O u W oC p a _ m cl ni N � ^ CO o 3 L u ai 00 O m °J v LL C u u O V to v > O p v O O to Ln v > r 06 O n y oo o^0 Lp to u ^ O o O O o cl lD Co U = -v� O C v o wLna C o00OOOO N N N N OOOLDO l7 N M V' v n — m 4-1� N N C t/f p O O p i a �O N O M N o N L N o U n 2 1-4 `••1 p - to N O o rQ D O N O O O o O V O o 0 C C c 7 O O m V M lD N lD N N 'y 2 m tn Vf vii v v Q O 0 .0 bo M O rn H cr p °1 2 p cn lD �^ to co g v� I � o o" C C 00 'o N r 4 N' 0 l 0 N 0 N 0 N 0 N 0 N O O O O O c-1 c o V) Ul 2 N c-I N N N N O in N w U o 0 0 'C u 10 O N ID lD N It o n n2 '1D W .� N a -1tnrn c to O OOC�O o O O N lD N 2 c��-I LLn to U h0 O C O LL 2 to t/> ti N 4^ th II OD DYW N lr ^ II II II II Q i a+ H F H N LO w L m p !A N Q m g � C o C cc y �o ae F v :t. pp o v co m o m w J Q 0 Z C u? Q O O C E D p O U c� N w O v fl C Z• N y O C N n V) o n y m J O C CL 2 Y O N LL � �O a c C C Q !-' O = C C 'O L1. vii t0 W F- Q � C m O O — @ N O °c-° 3 m C o c , E v, v mm n > .c .o o m a v c w 'x v c x a o o o v m y v- v N E D. pv o s - f0 w w D W w Q w p w O_ �p m O O m O O U O fp m a0+ Q O O O O C @ O N a� p> O C .� C C O C Q o O n c C C o C o C 0 O n o c p Qc .O io io Io m U y W -° c v = 3 > > 7 � yOj VI U V p - N W Ur U VI E v K Q E V1 E VI E N _E V) LL L L O Q m% p L D Q m V p w C7 2 L D Q a0 V p w November 22, 2010 New Business VI - 4 7 of 7 This list is not intended to be all- inclusive. Hourly rate fees for other categories of professional, support and other services shall be mutually negotiated by the County and firm on a project by project basis as needed. Schedule B Contract No: 09 -5262 "County Wide Engineering Services" Standard Hourly Rate Schedule for all disciplines Personnel Category Standard Houriy Rate Principal $195 Senior Project Manager $165 Project Manager $148 Senior Engineer $155 Engineer $119 Senior Inspector $85 Inspector $65 Senior Planner $140 Planner $110 Senior Designer $115 Designer $100 Environmental Specialist $115 Senior GIS Specialist $145 GIS Specialist $100 Clerical $60 Surveyor and Mapper $130 CADD Technician $85 Survey Crew - 2 man $130 Survey Crew - 3 man $160 Survey Crew - 4 man $180 This list is not intended to be all- inclusive. Hourly rate fees for other categories of professional, support and other services shall be mutually negotiated by the County and firm on a project by project basis as needed. November 22, 2010 Old Business VII — 1 1 of 36 EXECUTIVE SUMMARY Review and recommend approval of the Fiscal Year 2011 Strategic Plan for the Naples Marco Island, Everglades Convention & Visitors Bureau (CVB). OBJECTIVE: Review the strategic plan for the destination for FY 11 commencing October 1, 2010. CONSIDERATIONS: During the year, the CVB conducts meetings with its marketing partners at bi- monthly Advisory Roundtables to gather information on marketing the destination. The CVB also sponsors an annual co -op marketing event to showcase to partners the many advertising and trade show opportunities available for the coming year. These meetings culminate in a strategic planning retreat held in July. This day- long event includes Paradise Advertising and Marketing, Inc., BCF, Public Relations, Miles Media Group, Phase V Fulfillment, Klages Research, SMT, Inc., Visit Florida, Naples and Lee County Airport Authorities, and the representatives from the various Chamber organizations. The data collected from all of these sources is compiled, resulting in the annual strategic plan to manage the tourism department and market the destination. The TDC recommended at the October 25, 2010 meeting that the plan be reviewed by the Collier County Lodging and Tourism Alliance. This was accomplished on October 29, 2010 and their suggestions are included in this revised plan. The attached pages are the Executive Summary of the full strategic plan for marketing Collier County worldwide as a tourism destination of choice in 2011. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and is legally sufficient for Board action. - CMG FISCAL IMPACT: The projected FY 2011 marketing budget to support this strategic plan is $3,200,000. The approved FY 2011 regular marketing budget as contained within Fund (184) equals approximately $2,000,000. The additional $1,200,000 in marketing dollars is offset by re- allocating $1,000,000 from Beach Park Facilities Fund (183) in accordance with Board action on September 14, 2010 and re- directing approximately $200,000 in interest income from the family of tourist tax funds (primarily interest from Beach Renourishment Fund (195) and Beach Park Facility Fund (183) and diverting those interest dollars for marketing and promotion as budgeted in Fund (184). Use of interest income for marketing and promotion will extend for three years pursuant to Board action on December 15, 2009 — Item 16(F) 3. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan related to this action. RECOMMENDATION: That the Tourist Development Council review and recommend approval of the FY 11 Strategic Plan for the Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB). SUBMITTED BY: Jack Wert, Tourism Director SITUATION ANALYSIS OVERVIEW Both 2009 and 2010 have been difficult years. We seem to be to crisis, but continual destination marketing is essential to keep 7 tourism marketplace. The Gulf oil spill and other natural and m challenge our destination. November 22, 2010 Old Business VII - 1 2 of 36 ling the corner on the economic e Paradise Coast competitive in the [made situations continue to The demand for travel to the destination has been declining for a past three years. However, beginning in the first quarter of 2010, that negative trend start& to show signs of more positive movement. Currently, occupancy rates on the Paradise Coast are on par with our competitive set, while attaining the second highest Average Daily Rate (behind th e Florida Keys. See chart below). Tab 2 - Multi- Segment Naples, Marco Island, Everglades CVB For the month of: September 2010 *Smith Travel Research Predictions indicate that people will still travel for business and leisure in the future, but they will travel less often and for shorter distances (4 hours or less) and likely trade down in accommodations, food and activities. As destination marketers we must stay optimistic, realistic and out in front of our tourism partners and our customers with new creative approaches and technology enhancements. The influx of additional marketing funds by the County Commission in December 2009 from Beach Renourishment Reserves was a welcome addition to our marketing efforts. It's been proven over the past eight years that given the resources, we can return a sizable economic impact to our community. To date in 2010, The Paradise Coast has shown a 20 -to -1 return on visitor spending to ad dollars spent to attract those visitors. A dedicated funding source for year -round destination mark promotional efforts. Whether that funding comes from re -all some other method, funding sourcing needs to be decided so competitive and to continue to allow tourism to be the most community. ng is essential to our future ition of the existing to structure, or to enable the destina 'on to remain pendable economic driver in our Oct % Ai�2 l2evPAR Percent Change from YT0 2003 Room Room Room 2014 200 2414„ 2DD9 L 2fr10 �U09 i.. occ ADR RetPAR ...Rev Avall Sol d 6TH 17233 13180 '124 78= 14 41 56 7,4 1.6 3.1, Florida Keys 7o 1 p 146.02 ' 142,'ti! 102,41 9238 79 21 10;9 14,3 3.1, I'Aami•Hialeah , Fl. Naples MSA Upscale Chains 67.4 636 21280 21506 14349 136 74' 6 1 -11 4.9 SA 04 6.5 Foil Lauderdale, FL 66.9 626 110 37 11263 73 08 70 39 7 t 2.0 50 100 4.8 122 Palm Beach County FL 63 3 574- 127.12 132,06 80 48 75 7S 10.4 -3,7 6 3 93 2 9 13 e Clearwater 598 60-4, 104.09 1072S 6226 6481 -1,0 -29 -3.9 -1.9 21 1 1 Naples MSA 59.3 56.3 168.64 16&81 '93.98 55 11` 5.2 01 5.1 6.3 11 6.4 St Petersburg 57.9 54,6 105.78 118 50; 6353 64 68; 6 -0 -7.4 -1 8 -1 8 0 -0 6.0 Naples MSA Independents 66.9 53,2: 162.22 147-4&§ 86.58 7343 6.9 12 103 10.2 -0.1 6.7 Sarasota- Bradenton, FL 56.0 54-1, 106,06 113.3y1 59.37 61,37 3:4 -6-4 -3.3 0.1 3.5 7.0 Fort Myers, FL 50.4 49.0 123.59 132.23 62.29 6480 2.9 6 5 3 -9 24 6.6 96 Naples MSA Midscale Chain 47.4 48 4 8082 83 23 38 34 '0 3a 2 t ._........3 0 5 J 1.4 6.7 ..7 4- *Smith Travel Research Predictions indicate that people will still travel for business and leisure in the future, but they will travel less often and for shorter distances (4 hours or less) and likely trade down in accommodations, food and activities. As destination marketers we must stay optimistic, realistic and out in front of our tourism partners and our customers with new creative approaches and technology enhancements. The influx of additional marketing funds by the County Commission in December 2009 from Beach Renourishment Reserves was a welcome addition to our marketing efforts. It's been proven over the past eight years that given the resources, we can return a sizable economic impact to our community. To date in 2010, The Paradise Coast has shown a 20 -to -1 return on visitor spending to ad dollars spent to attract those visitors. A dedicated funding source for year -round destination mark promotional efforts. Whether that funding comes from re -all some other method, funding sourcing needs to be decided so competitive and to continue to allow tourism to be the most community. ng is essential to our future ition of the existing to structure, or to enable the destina 'on to remain pendable economic driver in our November 22, 2010 Old Business VII — 1 3 of 36 The April, 2010 oil spill in the Gulf may plague The Paradise Coast for many years to come and we must be ready to dedicate the dollars and resources necessary to keep visitors coming to the area. The national and international news media may continue to paint a negative picture long after the event. We need to continue to be prepared to counteract that negative publicity with words, pictures, video and satisfied customer testimonials. Major Trends The challenges the destination will face this coming year include ones that our nation and the entire tourism industry are facing. Here are some examples: Economic and Tourism Industry Trends • The destination has achieved remarkable success in comparison to our competitive set, and has been a bright spot in our local economy during the world -wide economic crisis over the past 18 months. • The Gulf oil spill may continue to have negative effects on future visitation, spending and visitor image as a desirable destination. • The outlook for more active hurricane seasons could exacerbate the oil spill and further drive down visitation. • The possibility of rising fuel costs, inflation and the continued weakness of the U.S. dollar could affect domestic and international travel, pointing to the need for greater emphasis on in -state and drive distance feeder markets. • The threat of terrorism is unabated and the ongoing difficulty of entering the U.S. as a foreign visitor will continue to impact the Paradise Coast's share of market for international travelers. • The Paradise Coast's potential visitor has more options than ever before. Gone are the days when Florida stood alone as the annual family vacation destination. We are now faced with strong competitive efforts from many other areas of the country and a growing number of international destinations. • Additionally, societal changes are affecting potential visitors such as in the rise of "green travel." Visitors of all types are showing a greater sensitivity to ecological concerns and a growing favoritism to destinations, accommodations, activities and travel sources that exhibit some degree of concern for the environment. • A growing number of visitors want to learn more about their chosen destination and get involved in some way once they are there. Many choose destinations solely for the opportunities for study that the destination may provide. Technology Trends: • Changes occur every day and we must keep pace. • Price transparency is now the norm, and regardless of the source of information, the traveler knows how to seek out the best value for their vacation or meeting needs. • Over 80% of travelers use online booking engines for air and accommodation reservations. November 22, 2010 Old Business VII — 1 4of36 • Smartphones are expected to account for 33% of the U.S. mobile phone market in Q4 2010 and then accelerate in 2011, hitting 40% in Q1 2011 (The Nielsen Company). • Use of social platforms, such as Facebook and Twitter, continues to increase. Current registered users for Facebook is over 500 million and over 105 million for Twitter. • Nearly 70% of travelers are sharing their photos, videos and comments on their vacation experiences with perfect strangers world -wide. Political Trends: • The Paradise Coast's local municipal leadership will need to receive periodic reminders of the importance of visitor spending to their communities. • 2/3 of the Florida legislators will term out or change in 2011. This will require more time and effort to educate the new ones and re- educate the returning ones on the benefits of tourism to the state. • The Travel Promotion Act will assist the U.S. in gaining back some lost market share of international visitors. But the political fight over the promotion dollars created by the Act will drag out for several years. Social Trends: • Families are spending more time together. Kid travel is increasing. • 70% of leisure trips are for "special occasions." • 33% of travelers select a destination based on a "good deal." • 60% of travelers will choose a totally new location this next year. Economic Trends: • We are all being asked to do more and do it better, with fewer resources. • The worldwide economic downturn has negatively impacted travel to the U.S. and may affect our International visitation numbers in the future. Other Market Factors: VISIT FLORIDA continues to be one of The Paradise Coast's strongest strategic partners. Their funding has increased slightly for 2011, so there are more co -op opportunities for us to consider. The Paradise Coast's international feeder markets should rebound in 2011. our emphasis should continue with Tour Operator co -ops as coordinated by our International Representatives in the U.K. and Europe. Market Intelligence: It is always important to compile and consider all the information available concerning our competition, our environment, and other forces that may affect our efforts. For 2011, the following SWOT Analysis (Strengths, Weaknesses, Opportunities and Threats) represents some of the information that has been considered in formulating our plan. November 22, 2010 Old Business VII - 1 5 of 36 Strengths • The Paradise Coast's destination /brand attributes: beautiful beaches, the Everglades and nature experiences, superb shopping, unique dining and more. • Part of Florida - consistently a top world -wide travel destination • International Airport with direct service to and from domestic and international markets • Dedicated, renewable funding source (Tourist Development Tax) • Year -round employment opportunities • Visitor spending leaves surplus of funds for community's benefit • The best, most dedicated and professional Destination Marketing Operation staff of The Paradise Coast's competing destinations • Accredited DMO (Destination Marketing Organization) by Destination Marketing Accreditation Program • High level of partner trust and support of the CVB's destination marketing direction • Favorable international currency exchange rates Weaknesses • Limited DMO marketing budget in a highly competitive marketplace • Very small CVB staff, limiting increased effectiveness • Some continued misunderstanding of the positive impacts of visitors on our community and economy • Higher than average airfares into Southwest Florida International Airport • Longer than average travel time from Southwest Florida International Airport to parts of our destination such as Marco Island. Opportunities • New air service to RSW and Naples will make the Paradise Coast more accessible to visitors • Growth of meeting business encourages resort and hotel expansion and enhancement • Community Relations delivers the correct tourism message to government and residents alike • A better known, stable and respected CVB will result in more leads and visitation • Outsourcing of current and future labor needs will assist DMO staffing levels - Discussions and ongoing marketing assistance to Ft. Myers Airport (RSW) to attract more air service and lower transportation costs to our area Threats • Natural and man -made disasters discourage new and repeat visitation • Homeland Security mandates may discourage international visitation November 22, 2010 Old Business VII — 1 • Favorable currency exchange rates could reverse 6 of 36 • County hiring and wage freeze means no departmental growth and possible staff "burnout" • Condo and single family rentals continue to erode limited- service hotel occupancy • Internet booking of hotels limits our potential tourist tax revenue MARKETING PLAN Target Markets The following should be considered as our 2011 target market segments in order of importance: Leisure Market: 1. In -State Residents 2. Northeast U.S. 3. Midwest U.S. 4. Southeast U.S. International Visitors Market (Leisure) 1. Germany 2. U.K. 3. Canada Leisure Markets of Opportunity • Boston • Cleveland • Atlanta • Brazil Group Meetings Market: • Corporate • In -State Associations • Out -of -State Associations • SMERF (Social, Military, Education, Religious, Fraternal) November 22, 2010 Old Business VII — 1 DEMOGRAPHICS 7 of 36 Currently, The Paradise Coast's primary visitors are in the Boomer generation, who are currently 46- 64 years of age. However, the average age of The Paradise Coast's visitors is declining each year. We need to consider how that age factor will impact our marketing efforts in the future. We need to continue to improve The Paradise Coast's appeal to a younger, more tech -savvy visitor utilizing the technology they use every day. National research indicates that this age group tends to have both the highest Mean and Median incomes (Spring MRI Single base). Objectives for 2011 The primary corporate objective of The Paradise Coast's DMO will be to keep up and hopefully stay ahead of our customer needs. The customer is king and we must listen to what the customer is telling us in terms of message delivery. We must be able to adjust quickly to market trends and to use the right distribution channels that will bring us the best return on our marketing investment. Marketing Objectives • Increase brand awareness by 10% • Increase "Signals of Intent to Travel" by 5% • Grow ROI (Return on Investment) from $20 for each marketing dollar invested to $22 • Grow annual visitation by 2% • Grow annual average occupancy above 62% • Increase annual tourist tax revenues by 3% • Increase destination editorial coverage by 2% • Build demand to positively influence and grow monthly ADR (Average Daily Rate) levels STRATEGIC INITIATIVES 1. The most important strategy this year will be mobile communications. Whatever we create this year must be viewable and actionable on mobile devices. Mobile devices are always there and most always "on ". They will quickly become the primary source for feeding and receiving social media messaging. a. 25% of all travel is booked on mobile devices and growing b. 25% of hotels will add a mobile application for their customers c. 65 million Facebook users access their account on mobile devices 2. Mobile applications will be developed this year. One such application might show restaurants, visitor information centers and close -by attractions near a hotel. Apps will be first designed for the most used platforms and these projects must be completed in tandem with The Paradise Coast's mobile site. Research of The Paradise Coast's in- market visitors will monitor app use, and which platforms are most used. November 22, 2010 Old Business VII - 1 8 of 36 3. Text messaging now has 50% penetration in the marketplace. We will find ways to use this medium, and capture the mobile phone numbers of The Paradise Coast's customers to feed them information when they are in the destination. Mobile messaging will be integrated into all aspects of the marketing efforts. Specific strategies will be devoted to mobile messaging, texting and applications. 4. QR (Quick Response) tags are growing in use and should be integrated into our messaging. S. The Paradise Coast's local tourism partners need more consistent communications on what the Bureau is doing, what trends we are seeing in the marketplace and how we are doing in comparison to our competitive set. For 2011, we will develop methods that the CVB can use both in the office and remotely via mobile to compile reports from various sources, articles, and staff members and distribute those to our partner list. 6. Partner Branding Training Program - Potentially apply for educational grant through Edison /Hodges /FGCU (on the Paradise Coast Campus) to train local visitor service staff. 7. Utilize Foursquare Technologies. RESEARCH Measuring Results (110I) Our overall research product will continue to expand and become more timely and robust. a. Periodic reports on the direct, indirect and induced impact to our community from our tourism partners, in addition to our visitors. b. We will need to calculate the tax contribution per lodging unit to our local economy. c. We will need to know the tax contribution from our infrastructure to the County. d. We will need to know the number of jobs in each segment of The Paradise Coast's tourism industry including hotels, restaurants, shopping, etc. e. We will need to develop an easy to understand explanation of how economic impact works. f. We will need to identify secondary research sources such as DK Shiflett for spending amounts and Global Insights for future booking projections data. g. We need to create an easy to use form to record Visitor Information Center visitor statistics, including where they live and what their interests are. DIGITAL MARKETING For 2011 we will reallocate marketing funds to keep pace with technology changes and make the Paradise Coast more accessible to its customers. a. Mobile enhancements will be our #1 priority in 2011. The Paradise Coast's mobile site must be improved and applications for in- market visitors implemented. We will look at competitors and "best of class" mobile sites as reference in developing. b. Video and photo uploads to our website onto our partner's listings must be implemented. November 22, 2010 Old Business VII — 1 9 of 36 c. Webcams throughout the County must be in a very prominent position on our website home page and continually monitored for proper operation. Consider co- branding existing hotel webcams or purchasing destination cams for full control and "brand" the experience. d. Customer uploads of photos, two -way blogging and social media contributions will be devised to better communicate to our customers. e. Mapping capabilities on our website will be enhanced to give our customers the ability to find adjacent attractions, restaurants, shopping, etc. f. Our international sites will be updated and enhanced to include social media, travel information and more support of our tour operator partners. g. Enhanced search engine and pay per click improvements will maximize our customer's ability to find information on the destination. h. We will begin to track the results of our conversion to the Book Direct /Jack Rabbit booking solution, and maximize the data reported on a monthly basis. i. We will begin to track social media usage through Google or other services and report monthly. j. Data lists will be improved: 1. The use of iDSS will be a priority to get our lists cleaned up, and as our primary source for information distribution. Individually maintained lists will not be used in the future. 2. Lists maintained by Phase V will be better catalogued so that we can select well- targeted groups for specific messaging. k. Media placement will continue to evolve into more digital placements, less print and even more highly targeted cable programming. L. All incentive programs will go mobile GROUP MEETINGS MARKET This market is expected to improve in 2011. However, the likelihood of this segment returning to the levels our destination enjoyed in 2007 -2008 is not favorable. We will follow stronger guidelines to continue our DMO support of this important market segment by: 1. Limit tradeshow participation to those that provide the best ROI and partner support. 2. Monthly ROI reports will need to be enhanced and incorporate some of the DMAI standards to share with industry partners and the media 3. Re- launch "Bring Your Meetings Home" program. 4. Develop a "One Tank Meetings" concept for Florida -based corporate and association meetings. 5. Launch the Group Attendance Push program (GAP). November 22, 2010 Old Business VII — 1 10 of 36 SPORTS MARKETING We continue to achieve great success in this segment. Our sports marketing team has worked hard with our partners to identify new event opportunities. 1. We will become more selective on the events we attract and concentrate even more on off - season and shoulder season events. 2. We will decide what events we are best at hosting and concentrate on getting more of those event organizers to choose our destination. 3. We plan to seek out second and third tier types of events that fit our sports and meeting or event venues, both indoors and outdoors. 4. We must continue to seek out regional partnerships for trade show participation. S. We must seek to host a regional National Association of Sports Commissions or Florida Sports Foundation meeting. ARTS & CULTURE This growing market segment has maxed out the CVB's small tourism staff. We need private sector assistance from supporters of this segment to sustain and grow its future potential. There are many activities that we could encourage. 1. Find more ways to distribute this information digitally. The digital guides have achieved success, and solutions will be found to increase their flexibility to update items such as expanded listings and new features. 2. The printed Arts & Culture guides are very expensive to produce and in the past have not received partner financial support. We may consider reprinting it only with financial assistance from Visit Florida grants or partner support. 3. We will seek the support of the Cultural Committee with more events and activities. 4. We will continue to work on identifying a group transportation partner to offer organized tours of our museums and art galleries. S. We will work with United Arts Council to increase the distribution of their printed Calendar of Events and build an enhanced digital version for wider distribution. AIR SERVICE MARKETING Cooperation and support of Naples and S.W. Florida International is important as we continue to seek new visitors. We will collaborate with these important partners in an effort to attract new domestic and international flights. N � N U) N � � N � C E� M 7 M (1) m O > O Z O r m w a Wa c > d W.W. xd d c A C b O � o N O a o N z a 5 W ti SC A z O b d N V v � O � O VS O N U h b � . a w y U U o 'a v ° °_ U .. °' ^ `° m `° o �j ❑ �a a E U �°, F� �°, E c 5q E E a^ a ,L m F° .c°. o o '� o � P' v w a a G a o w b m C w a 0 s 0 E E i d o 3 ❑ ti ❑ ¢ a o ro - y m e N N N N N O O m A a E E N N >> v o y C C 7 7 <tl E d W a C Q O O 4 N N � E ! 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O= O Q= Q m LL V' LJL � C C C O E L, - — O 00iL =AW M O 0 W m22 O d L acn,a 0 L L H-0 +-+ L t- O �- a a� November 22, 2010 Staff Report Presentations VIII - 2 1 of 15 lZ14" l OR "S RFPO t T RECENT ACTIVITIES Collier County Lodging & Tourism Alliance Board N Children's Museum Corporate Giving Committee Naples Intl Film Festival Press Conference Bob Harden Radio Interviews Economic Recovery Task Force FGCU Resort & Hospitality Class Presentation EDC Project Innovation TRADE SHOWS World Travel Market- London Met with 25 UK and European tour operators, Co- sponsor for UK Tour operator Dinner attei S DEPARTMENT- Industry Relations — Sales Presentation s and tourism rt presentatives by 400 UK tou industry reps. • Set up Sites for two new Meeting Planners with Rfp'§ • Set up 4 Tour operator Fams Voyageurs du monde,France; Meso Tours, German; American Ring, Denmark; American Vacations, Gerrpan • Hosting first Annual CVB & Tourism Holiday Casino Immokalee • Shark Shoot out 5 day Event supported with • Participated in and organized hubs for Great Florida New Product Development • Meeting Planner Fam "Taste of Paradise" • Meetings South — Focus Live WON bid to Host at August 28 -30, 2011 CVB to Co -host • Webinar — Spin Planners.com new Event Dec. 9,20 10 Seminole the and CVB booth at event Walk Nov. 6, 010 hosted 3 day Fam Beach Hotel & Golf Club • CVB and Naples Bay Resort to host MPI SEC Board Od December meeting November 22, 2010 Staff Report Presentations VIII - 2 2of15 • Idss Training 2 day seminars • New Trade show booth double screen completed • Florida Encounter Trade show attended 30 Planner apbointments Nov. 13 -17 Promotions • 2011 VIP Preferred Pass development • 2011 Meeting Planner Marketing tools plan on • Jet Blue/LaPlaya promotion for winter set and RFP's and Booked Business • 13 RFP's sent out through CVB sales office to • 2,963 potential room nights • Booked Meetings Focus Group for 2011 that will 30 planners in August 2011 • Booked 4 groups with 424 room nights for an estimated economic impact of $359,000. November 22, 2010 Staff Report Presentations VIII - 2 3of15 �« :'�,i�r�cattt�ascl PUBLIC RELATION & f `() N,] N] (J N 1 ;A'r10NS- JoNeli : Jodvs & Angela A ine Projects Oil Spill Communications Travelers Update /Beach Conditions Page — Updated page to retain positive news but remove intensive details related to the oil spill. Dated page for November 2010. Conferences, Media Missions do Meetings • VISIT FLORIDA media reception in Washington, D.C.attended by 26 journalists. • Society for Ethical Ecotourism in Florida Board Meeting • Great VISIT FLORIDA Beach Walk • Journey Through Paradise team meeting • Big Cypress National Preserve recreational Familiarization Tour for area tourism /hospitality reps • Advertising photo shoot coordination meeting • Greater Naples Chamber Wake Up Naples and Business After 5. Bureau Projects • Continued to make extensive copy edits and requested and obtained photos from individual attractions and tours that are mentioned editorially. • Edited arts and cultural guide for new version of digital arts guide. • Worked with BCF on revised project plan for Journey Through Paradise with Alan Maltz based on a more realistic budget; worked with A.M. on shooting issues. Video Worked with Paradise Adv. digital and Miles Media to begin regular uploading of new Adventures in Paradise video episodes to our Web site and YouTube. Began working with team to come up with plan to reformat video page. November 22, 2010 Staff Report Presentations VIII - 2 4of15 Community Relations • Paradise Press a -news for the local tourism industry, Great VISIT FLORIDA Beach Walk pre - planning, during November 6 event. Media Relations Story Pitches and Info Submissions JoNell provided updated information about meetings faciliti Jakobsen for a December South FL feature in Successful & friends issued November relations and palrticipation and group activity options to Leo magazine. Paradise Connection a -news for Travel Media issued to over �00 travel media journalists November 16. Fact checking and copy points editing for use in various articles. Press in Destination Adrian Phillips came to research excursions with the Swamp Julie Cardenas). This idea came from an item in our What's office, which was used for press fulfillment and story pitchin front full feature article in the Independent on Sunday, the U 155,565 circulation. Peter Koch came on a research visit initiated by the CVB to Everglades area activities and searching for the Skunk Ape. contact made at the October VISIT FLORIDA media recepl Corinna Streng, freelance journalist for German daily newsp circulation 301,245 spent several days in Naples researching vacation rental -based holidays. She stayed in a vacation rent in her activity suggestions. Jean - Francois Legare, senior editor EnRoute magazine in The magazine is read by more than 1 million people each ling VISIT FLORIDA publication xplorers team (Ri k Cruz and ew press brief seni to the U.K. Adrian is workin on a section largest national paper with ;ilitate his research into its was the result of an editor i in New York. -r, Rhein- Neckar - eitung, tivities. Her story focuses on in Ft. Myers and included Naples visited in early November. Antonia Steffens, USA bureau chief, Frau im Spiegel (Germoy's equivalent to People November 22, 2010 Staff Report Presentations VIII - 2 5of15 %,wi, % arcolst" Upcoming FAMS in planning process: November or December TBD — Michael McCarthy, editor schedule visit to include outdoor adventures either Novembi Mid - December (dates to be clarified): Louise Gaboury, jc French - Canadian magazine, circulation over 130,000. January 7 — 9, 2011: Britt Heudorf, writer for "Magazin Ea 35,000 per month. News Releases Fall and Winter what's new, festivals and events, deals and What's New With Meetings release updated and posted in journalist fulfillment. Naples & Marco Island Great VISIT FLORIDA Beach W Recent Publicity Highlights Reisen Exklusiv" (Exclusive Travel) has featured the release. Woman's World, Paradise Coast feature. Awards The CVB was awarded three gold, three silver and one brot Sales & Marketing Association International's annual Adri; be presented at the annual awards banquet in January 2011. F Washington Flyer, attempting to of December. nalist with Bel -Age, leading 50+ of Germany. Circulation of media center. Also used for . version of our Stone Crab press in the prestigious Hospitality Awards competition. Awards will BCF prepared and submitted two HSMAI Adrian Award en 'es for the Paradise Coast Getaway Radio Promotion and the Florida's Paradise Coast Recovery Communications Campaign for the Deepwater Horizon Oil Spill. November 22, 2010 Staff Report Presentations VIII - 2 6of15 N'Apir, ssc l�t.rttl. FILM OFFICE — Maggie McCart PRODUCTION HIGHLIGHTS ■ Maday Productions - commercial WORKING LEADS ■ Blinding Edge Pictures — feature film ■ White Label Productions — commercial MBJ Films — feature film ■ TCF International Pictures — feature film ■ ABG World - video • J. Jill catalogue — print • Arizona Films — indie film The Discovery Channel — TV pilot ALL CURRENT PRODUCTION OPERATIONS • Issued film permits ■ VisionNet upload ■ Lead /inquiry response ■ Monthly Revenue Tracking Followed -up with activity worksheets to clients SPORTS S CO ' CIL — Ral p11 Y 'or & Nicole CU111,1111 Sports :ouncil €�f Collier County FY2010 Oclober•- Selrtemher (Bhie Bar on Graph) FY 2011 (Oclohet -&wteinber (Red Bar on GraIA) 1600 1400 1200 1000 800 600 400 200 0 No0 ��e` Fie` C� tJ�� a�or Q�. �aA O` �oJe 2 November 22, 2010 Staff Report Presentations VIII - 2 7of15 Sports Council of Collier County Room Nights Per Month FY 2010/FY 2011 October 2010 Report: ❑ Naples Youth Soccer Shark Shootout ❑ October 9 -10, 2010 ❑ 320 Room Nights ❑ USSSA Battle of the Bats Youth Baseball Tournament 11 October 15 -17, 2010 AU" Id" t r • FY 2010 Room Nights Per Month • FY 2011 Room Nights Per Month November 22, 2010 Staff Report Presentations VIII - 2 8of15 ❑ Room Nights to Be Announced November 2010: ❑ NSA Adult Softball Tournament ❑ 12 teams ❑ Room Nights to be Announced ❑ Senior Softball USA Winter Nationals (split with Lee County) ❑ 165 -170 teams (majority staying in Lee County) ❑ IWLCA Coaches Conference /Girls Showcase Tourna ents —MAJOR EVENT ❑ Approx. 300 College Coaches Staying at Ritz Carlto Golf Resort F] Approx. 90 Teams Participating ❑ Approx. 60 Out of Town Referees Upcoming in December 2010: ❑ Tentative UNC Lacrosse Training Camp ❑ December 4 -5, 2010 ❑ USSSA Youth Baseball Tournament ❑ December 10 -12, 2010 November 22, 2010 Staff Report Presentations VIII - 2 9 of 15 N4ptr,, N _� „W'o'l UK Office Report- OMMAC, Ltd. — Oonagh McCullagh HIGHLIGHTS OF THE MONTH of OCTOBER 2010: Visit USA travel Agents training & Visit Florida — Ireland Trade & Media luncheon — Dublin 1 October 2010. Participated with both of these very successful events. The training was attended by approximately 50 top agents & we collected their email for further communications. We shared a table with V Fl to minimise cost & extend our budget. Would recommend participating with this event in the future & co- sharing with Visit Fl as we receive maximum exposure. Tour America Consumer Show, Dublin, 3 October 2010 Exhibited at this very successful event on the Visit Florida stand with four other Florida partners. The consumer show saw over 14,000 attendees throughout the day with the Paradise Coast stand seeing around 500 consumers. This year, for the first time, the show was held only on the Sunday. The visitor numbers where down by 9% on last years event due to the show running for one day as opposed to 2 days in 2009. On the day of the show booking conversions where at 51 %, which is an increase of 16% on last years show and the average selling price was up by 19.9 %. The show also received 39.2% repeat business — see attached report. Attended ABTA Travel Convention, Malta 18 -21 October 2010 This is the leading UK travel convention & attended by over 2,000 decision maker delegates. This was a very successful event for both knowledge on current & future trends within the travel industry & net working with key industry clients. We were able to establish main contacts with Monarch group & various travel agency groups & media. Follow up meetings have been set up at WTM. Additionally we were able gain knowledge on current & new methods of reaching trade & consumers including social media etc. November 22, 2010 Staff Report Presentations VIII - 2 10 of 15 Mwt0Ikxam1 Current & Upcoming Events: 1 WTM — London, 8th —11th November 2010 2 Visit USA UK Road Show 29 Nov —1 Dec 2010 3 Race to Paradise Coast, golf event, Paradise Coast - 10 -14 December 2010 Expos /Tradeshows /Conferences: 1 Visit USA Ireland Travel Agents training & Visit Florida — Ireland Trade & Media luncheon — Dublin 1St October 2010. Very successful trade & media event & would recommend participating again next year —see notes above. 2 Tour America Consumer Show, Dublin, 3 October 2010 — Very successful consumer event — we participated with V FL —would recommend participating again next year. See recap report attached 3 ABTA Travel Convention, Malta 18 -21St October 2010. Attended this leading UK travel convention attended by major decision makers — very successful event & would recommend participating again next year — see notes above. Completed Inquires: via phone /email: 163 November 22, 2010 Projects /Market Activities: i (To include interaction with other CVB departments and brief description) 1 Ongoing working with Touchdown —to establish major consumer promotions — First consumer promotion was launched 12th August 2010 with buyagift.com and ended 11th October 2010. OMMAC negotiated with Bon Voyage to partner with us on this promotion. Initial response to the campaign has been very successful receiving over 15,600 entries (during two month period) - a record breaking amount for this type of promotion. See full re cap report attached. Second consumer promotion was launched 10th September 2010 with JamieOliver.com and ended on 10th October 2010. OMMAC negotiated with Funway Holidays to partner with us for this promotion. Additional benefits have been negotiated to maximise on the hotel contribution & include Baleen Restaurant as this is a food focused website. Again very successful campaign reaching over 4,000 entries (during one month period) - See full recap report attached. OMMAC has been in discussion with Virgin Holidays regarding the third consumer promotion with Crabtree & Evelyn. Virgin Holiday have confirmed support for this promotion & final details are to be decided — the aim is to co- inside with a new citrus product launch in January — over a two / three month time frame for the promotion. 2 Confirming the activity for the UK Marketing Campaign with our Tour Operator partners - ongoing progress - see below updates: 3 Virgin Holidays - as part of the UK Marketing / Ad — The upcoming Rock & Roam direct consumer guide for their customers dropped on 4th October to over 65,000 Virgin Holidays customer & club members / 40 retail stores and given out in the V -room at Gatwick which has a footfall of circa 100,000. All approved by cvb. We negotiated to be the lead destination within the guide — sent with last months report. 4 Funway Holidays - as part of the UK Marketing / Ad — OMMAC met with Funway to discuss opportunities for this coming year & how our area is selling currently. Encouraged to have additional Marco island product included. Also discussed the follow up offer /email out for the consumer responses for the promotion with Jamie Oliver online. 5 Bon Voyage - as part of the UK Marketing / Ad — finalized details for the follow up offer with the Buyagift consumer promotion. Special offer to all the entries of the promotion stating " sorry you have not won the prize but we have a special offer to Paradise Coast — then include lead in price & November 22, 2010 Out -of -Office Sales Calls /Contacts: book by date" — to encourage additional consumers to book our area. 6 North America Travel Services — as part of the UK Marketing Campaign — Following up on their website and a potential FAM visit in the new year additional activity for the coming year. 7 Travel Mole - as part of the UK Marketing / Ad —The "Race to Paradise Coast" — Travel Industry the destination. Golf promotion. The final qualifier took place at the end of October — the four golfers are now 19/10 Working with Marriott Hotels to provide information on the latest flight information from selected. An a -flyer was distributed to the Travel Mole database on 29th October with estimated the UK to the destination. coverage - 76,000 UK & Ireland travel industry. See attached 8 Destination Golf — as part of the UK Marketing / Ad — We are following up to have new offers on the restructure of the company. placed on the e- brochure — monthly distribution to over 65,000 golfers (many from the Virgin 21/10 Meeting with Touchdown to discuss the consumer response to the promotion with Atlantic data base). We aim to follow up with this promotion in 2011. 9 Expedia - as part of the UK Marketing / Ad — We will follow up for activity for next year's budget from Oct 2010. 10 Thomas Cook — as part of the UK Marketing / Ad — Thomas Cook are going through a major restructure. New Product department being set up — once this is complete & we are sure of the future plan for Florida we will follow up aiming for future activity from October. 11 On -going - reviewing & updating data base Out -of -Office Sales Calls /Contacts: 1 28/10 Working with BA Holidays to provide them with updated information on the destination for their website and a potential FAM visit in the new year 2 22/10 Working with Bon Voyage to provide them with a constant supply of brochures to promote the destination. 3 19/10 Working with Marriott Hotels to provide information on the latest flight information from the UK to the destination. 4 19/10 Coordinating with Virgin Holidays regarding consumer promotion and receiving an update on the restructure of the company. 5 21/10 Meeting with Touchdown to discuss the consumer response to the promotion with Buyagift.com and Bon Voyage and to discuss the upcoming promotion with Crabtree and Evelyn. November 22, 2010 Staff Report Presentations VIII - 2 13 of 15 iagw lixzzraiatazst 6 13/10 Working with Platinum Travel to provide information on luxury villas in the destinations. 7 12/10 Meeting with Funway Holidays to discuss opportunities for the coming year and the current consumer promotion. Also encouraging additional product for the Marco island area. 8 01— 31/10 Working on appointments with all relevant tour operators / media / agents for the World Travel Market. 9 1/10 attended V USA travel agents training, Dublin with V Florida 10 1/10 Attended the V FI travel industry & media luncheon meeting, Dublin 11 1/10 Attended the leaving reception for Matt Bell, Virgin Holidays — London — met with new contacts within Virgin Atlantic we will continue to work with. Matt Bell will move to Expedia — hence an additional contact for us with in this organization. 12 18- 21— attended ABTA travel convention — various meetings with travel industry & set up additional follow up meeting at WTM — including with Richard Hatfield, Group MD Monarch . 13 28 /10 meeting with Sue Marshall, V FI — re upcoming WTM & our coop partnership with the V FI dinner on Monday evening — we were able to select top prime location for our table & priority for our guests. 14 On going through out the month — following up on potential appointments for WTM. 15 Selecting restaurant for Monarch dinner on Tue evening of WTM & encouraging both the charter airline MD & group MD to attend together with out FI partner of Lee County RSW & Sanford. 16 5/10 received final approval from our partners for the print edition of Going for Golf survey promotion 17 15/10 Discussion with James Killick re his new position within Virgin Holidays. On behalf of all the CVB & our partners wrote hand written good luck message & thank for all his support. Received a hand written note by reply. 18 15/10 passed on lead from Irish travel agent for accommodations of private homes in the Naples area — Platinum Travel, Ireland / Harborview Rentals Naples. P.R. Contacts /Publication Activity Result November 22, 2010 Staff Report Presentations VIII - 2 14 of 15 �k' rest l old Journalist will be visiting from Adrian Philips, Freelance Adrian contacted OMMAC to discuss cn in 26 — 30 October. OOMAC to contributing to the story ideas in the destination. follow up with him on his return Independent on Sunday OMMAC successfully pitched an Eco and request date for publication. themed trip. Working with the CVB, OMMAC helped organised tour with swamp explorer and accommodation. Jill Sayles, Assistant Editor, OMMAC provided information on The feature is due out on 22 Travel Bulletin weddings and honeymoons for an October 2010. Feature did not upcoming feature. appear. Chris Peacock, OMMAC provided journalist with Feature is due out in November Supplements Editor, ABTA information on weddings and 2010. OMMAC to monitor Magazine honeymoons for an upcoming coverage for use. feature. Lisa Minot, Travel Editor, Journalist informed OMMAC that the OMMAC to maintain contact with The sun travel section will be increasing in journalist. November. She has requested information on celebrities visiting the destination and special deals. Trisha Harbord, Travel Journalist informed OMMAC that the OMMAC to maintain contact with Editor, News of The World travel section will be increasing in journalist. November. OMMAC provided a full update on the destination. Chris Leadbeater, Travel OMMAC met with journalist. He is OMMAC provided him with Writer, Travelmail interested in sports tourism and off relevant information and will the beaten track tourism. maintain contact. Jo Wood, Freelance, OMMAC provided an update on the OMMAC to maintain contact with contributes to ASDA destination. journalist. Magazine November 22, 2010 Staff Report Presentations VI I I - 2 15 of 15 MACCOINIAnd VISITOR CENTER VISITATION 2010 YTD STATISTICS Jan Feb Mar April May June July Aug Sept Oct TOTAL Big Cypress Welcome Center N/A N/A 3,808 4,099 2,512 1,890 2,094 1,859 1,362 1,968 19,592 Oasis 15,205 17,597 17,085 8,870 6,129 3,954 4,997 3,744 2,979 4,302 84,862 Downtown Naples 3,626 5,666 4,631 3,057 1,892 1,126 1,286 1,137 937 1,776 25,134 Everglades 2,926 3,477 4,047 2,850 1,595 1,355 2,272 1,247 774 1,196 21,739 Immokalee 45 55 52 47 44 50 55 47 120 110 625 Marco 1,353 1,449 1,467 1,045 441 595 588 646 357 628 8,569 VIC Naples Hwy. 41 600 3,761 5,051 2,747 2,263 2057 , 1,896 1,871 1,700 1988 , 23,934 3rd Street Concierge 658 1,183 1,841 TOTAL 23755 32005 36,141 22,715 14,876 11,027 13,188 10,551 8,887 13,151 186,296 x O I o o °• N N N E O N O Z o L O CL O U o � N bA ,� � O O N C'r O � O O u i..l f O C� z o o O o 0 0 0 o m o 0 0 0 0 0 0 0 M .- U O O N R O 'O o o_ a, O o oo n l- O o 'O oho N n N M 7 M M N cl, Q' a O O Q, O rq 'p O O o O O '.O O O N 0 O '.O 0 O O O d u o o O o 0 0 o O O o O o 0 o O o •^t.. 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O N .2 c:, CD 0 0 CD a) (n a0 m: 7 cli N C%j C) Q C5 Q r-, C%j r� (L) N 0 rL L) 0 C) 0 C) U) U- 0 0 c 0 Pli c < w a) vi LL ca m 0 LL 2 z C) z C%j C%j c (D 0 C) E < < E L) m E E Co LL LL LL M LL FL M LL M LL z C, CD 0 z C� 2 CD z C, z E CD cc t: 04 N C14 LL CN LL CD r- CN c LL I 04 co a. 0 0 0 m CL 0 0 a > 0 IZ Q 0 0 u C:) O CD CD 0 0 C) 0 0 C) C) O q q CD q CD q R O C) 0 C) 4�� C) CF� cs CD C) 0 CD LO 04 Cl) EA C 0 is -It 0 CL co M C) (L) C14 — 0 0 F- — 0 csi Z) Z3 N M U) U) U) U) U) E CU 0 > 0 a) Z 0 CL M 3: 0 0 z (n 2 c cu 'a M 'a M cn L) Z 'a cu Fes- 1 0 0) E E -N E c 0 E 0 M LL M LL co LL (a LL c cc M LL > (n (n F- in cn M U) cu U) ca U) M cn N E Z' z 0 'o d) a) (1) a) a) C W c c a) c a) C co co a) a) W a) a) Q) W (n V) -o co r :3 'o 0 L) 2) L) LU 0) LU V) E (D o 2 o 0 2 C co m a) A (D co 0 u) fa ca > ZU (D m > z C) T 2 0 > c, C) C) CL Co C:) Q C> Q cD Q a) -0 0 Q a) 0 Z CD CD oo c 0 c" ID o C� 0 Q C> Q o co Q C) i:-! — Z -C ca 0 < 0 0) C6 LL (1) .r- C) M U) C a) N c c) M z o M z LL z (D CN @ 2 - C, " E < a) ID M LL r_ v c LL > c) CN M CL CL 2 C) C14 M CL 0 0 Z 0 0 L) 10/31/2010 November 22, 2010 Detailed Staff Report IX 12 of 31 Naples, Marco Island, Everglades CVB Call Summary by Toll Free Number For the month of October 2010 Toll Free Number # of Calls Minutes 800- 2ESCAPE 67 161.50 PR- Editorial 40 140.77 Expedia Reservations 2 9.42 International 4 17.10 Storm Information 4 0.80 Meeting Planner 1 1.85 Sports Council of Collier County 2 1.80 Naples #1 1 0.50 Naples #2 2 0.68 Grand Total: 123 334.42 Phase V of Southwest Florida, Inc. Page 1 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 13 of 31 Naples, Marco Island, Everglades CVB Call Summary by Purpose For the month of October 2010 Purpose Calls /Request Minutes Reservations Expedia Reservations 0 0.00 0 Live Information 28 122.17 - Special Fulfillment 54 29.95 - Sports Council of Collier County Information 0 0.00 - Visitors Guide 1,603 222.08 - Arts Culture & Heritage Guide 0 0.00 - CVB Office Referral 2 8.72 - Hang up 28 10.23 - Wrong Number 23 10.30 - Meeting Planner 0 0.00 - Update Accommodations Info 0 0.00 - Grand Total: 1,738 403.45 0 Phase V of Southwest Florida, Inc. Page 2 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 14 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Source For the month of October 2010 Current Year Last Year Source Month YTD % YTD Month YTD % YTD Leisure Markets 414 414 25.83% 707 707 63.35% Fall In -State Campaign 0 0 0.00% 0 0 0.00% Winter Northern Campaign 0 0 0.00% 0 0 0.00% Spring /Summer In -State Campaign 0 0 0.00% 0 0 0.00% Niche Markets 1,159 1,159 72.30% 378 378 33.87% Group Markets 0 0 0.00% 0 0 0.00% International Markets 0 0 0.00% 13 13 1.16% Miscellaneous 30 30 1.87% 18 18 1.61% Grand Total: 1,603 1,603 1,116 1,116 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 3 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 15 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Leisure Markets For the month of October 2010 Media Consumer Magazines Coastal Living May 2010 Other /Unknown Southern Living Travel Florida March 2010 Consumer Magazines Consumer Directories 2010 Florida Insider Guide - Quick Check 2010 Florida Insider Guide - Specific Target 2010 Visit Florida Magazine 2010 Visit Florida Magazine - Quick Check 2010 Visit Florida Magazine - Specific Target Consumer Directories Consumer E- Marketing Destination Broch u res.com Other /Unknown ParadiseCoast.com Miles Media Imports Phone info @paradisecoast.com Interactive Text Chat Visit USA - UK Consumer E- Marketing Consumer Newspaper America's Best Vacations In -State Insert October 2009 Other /Unknown Consumer Newspaper Month YTD 3 3 5 5 21 21 29 29 7 4 6 65 34 116 6 1 256 245 7 2 2 1 264 7 4 6 65 34 116 6 1 256 245 7 2 2 1 264 % YTD 1% 1% 5% 2% 1% 1% 16% 8% 1% 0% 62% 0% 2 2 0% 3 3 1% 5 5 Grand Total: 414 414 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 4 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 16 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Fall In -State Campaign Media Grand Total: YTD = Fiscal Year to Date For the month of October 2010 Phase V of Southwest Florida, Inc. Page 5 of 15 Month YTD % YTD 10/31/2010 November 22, 2010 Detailed Staff Report IX 17 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Winter Northern Campaign For the month of October 2010 Media Month YTD % YTD Grand Total: * YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 6 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 18 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Spring /Summer In -State Campaign For the month of October 2010 Media Month YTD % YTD Grand Total: * YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 7 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 19 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Niche Markets For the month of October 2010 Media Month YTD % YTD Niche Markets (Bridal /Honeymoon) Bridal Guide Added Value RSL July /August 2010 86 86 7% Bridal Guide Added Value RSL October /November 2010 304 304 26% Bridal Guide Added Value RSL September 2010 57 57 5% Bridal Guide January/February 2010 16 16 1% Bridal Guide May /June 2010 5 5 0% Niche Markets (Bridal /Honeymoon) 468 468 Niche Markets (ECO) Audubon (Natural Wonders of Florida) March /April 2010 58 58 5% Niche Markets (ECO) 58 58 Niche Markets (Golf) Play Florida Golf 2010 631 631 54% Niche Markets (Golf) 631 631 Niche Markets (Senior) AAA Going Places South May /June 2010 2 2 0% Niche Markets (Senior) 2 2 Grand Total: 1,159 1,159 " YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 8 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 20 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Group Markets Media Grand Total: " YTD = Fiscal Year to Date For the month of October 2010 Phase V of Southwest Florida, Inc. Page 9 of 15 Month YTD % YTD 10/31/2010 November 22, 2010 Detailed Staff Report IX 21 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by International Markets Media Grand Total: YTD = Fiscal Year to Date For the month of October 2010 Phase V of Southwest Florida, Inc. Page 10 of 15 Month YTD % YTD 10/31/2010 November 22, 2010 Detailed Staff Report IX 22 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Miscellaneous For the month of October 2010 Media Month YTD % YTD Friend /Relative 2 2 7% Naples, Marco Island, Everglades CVB 17 17 57% Other /Unknown 11 11 37% Grand Total: 30 30 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 11 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 23 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by State For the month of October 2010 Phase V of Southwest Florida, Inc Page 12 of 15 Current Year Last Year State Month YTD % YTD Month YTD % YTD Florida 158 158 10.46% 174 174 17.56% Ohio 90 90 5.96% 93 93 9.38% Pennsylvania 87 87 5.76% 56 56 5.65% New York 82 82 5.43% 233 233 23.51% Michigan 68 68 4.50% 32 32 3.23% Texas 66 66 4.37% 20 20 2.02% California 64 64 4.24% 22 22 2.22% Illinois 64 64 4.24% 37 37 3.73% New Jersey 61 61 4.04% 22 22 2.22% Massachusetts 55 55 3.64% 9 9 0.91% Missouri 51 51 3.38% 20 20 2.02% North Carolina 50 50 3.31% 23 23 2.32% Georgia 48 48 3.18% 22 22 2.22% Wisconsin 45 45 2.98% 17 17 1.72% Tennessee 41 41 2.72% 37 37 3.73% Indiana 39 39 2.58% 20 20 2.02% Virginia 38 38 2.52% 17 17 1.72% Kentucky 30 30 1.99% 11 11 1.11% South Carolina 30 30 1.99% 3 3 0.30% Minnesota 28 28 1.85% 17 17 1.72% Alabama 27 27 1.79% 10 10 1.01% Louisiana 27 27 1.79% 6 6 0.61% Maryland 24 24 1.59% 10 10 1.01% Mississippi 22 22 1.46% 2 2 0.20% Connecticut 18 18 1.19% 10 10 1.01% Kansas 17 17 1.13% 2 2 0.20% Iowa 16 16 1.06% 10 10 1.01% Arkansas 15 15 0.99% 3 3 0.30% Arizona 14 14 0.93% 2 2 0.20% West Virginia 14 14 0.93% 4 4 0.40% Phase V of Southwest Florida, Inc Page 12 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 24 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by State For the month of October 2010 Phase V of Southwest Florida, Inc. Page 13 of 15 Current Year Last Year State Month YTD % YTD Month YTD % YTD Oklahoma 11 11 0.73% 6 6 0.61% Oregon 10 10 0.66% 4 4 0.40% Nevada 9 9 0.60% 1 1 0.10% Washington 9 9 0.60% 6 6 0.61% Colorado 8 8 0.53% 6 6 0.61% Maine 8 8 0.53% 4 4 0.40% New Mexico 8 8 0.53% 1 1 0.10% Nebraska 6 6 0.40% 5 5 0.50% New Hampshire 6 6 0.40% 1 1 0.10% Rhode Island 6 6 0.40% 3 3 0.30% Vermont 6 6 0.40% 1 1 0.10% Delaware 5 5 0.33% 3 3 0.30% Utah 5 5 0.33% 1 1 0.10% District of Columbia 4 4 0.26% 1 1 0.10% Idaho 4 4 0.26% 1 1 0.10% South Dakota 4 4 0.26% 0 0 0.00% Wyoming 4 4 0.26% 0 0 0.00% Montana 3 3 0.20% 0 0 0.00% North Dakota 2 2 0.13% 1 1 0.10% Puerto Rico 2 2 0.13% 0 0 0.00% Hawaii 1 1 0.07% 1 1 0.10% Alaska 0 0 0.00% 0 0 0.00% Armed Forces 0 0 0.00% 0 0 0.00% Guam 0 0 0.00% 0 0 0.00% Virgin Island 0 0 0.00% 1 1 0.10% Grand Total: 1,510 1,510 991 991 * YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 13 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 25 of 31 Naples, Marco Island, Everglades CVB Visitor Guide Request Summary by Country For the month of October 2010 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 14 of 15 Current Year Last Year Country Month YTD % YTD Month YTD % YTD USA 1,510 1,510 94.20% 991 991 88.80% Canada 34 34 2.12% 22 22 1.97% Brazil 14 14 0.87% 61 61 5.47% No Address Given 12 12 0.75% 2 2 0.18% United Kingdom 9 9 0.56% 5 5 0.45% Netherlands 4 4 0.25% 3 3 0.27% Portugal 4 4 0.25% 7 7 0.63% Italy 3 3 0.19% 1 1 0.09% Germany 2 2 0.12% 12 12 1.08% Pakistan 2 2 0.12% 0 0 0.00% Australia 1 1 0.06% 0 0 0.00% Austria 1 1 0.06% 1 1 0.09% Belgium 1 1 0.06% 0 0 0.00% France 1 1 0.06% 1 1 0.09% Macedonia 1 1 0.06% 0 0 0.00% Mexico 1 1 0.06% 0 0 0.00% Sweden 1 1 0.06% 0 0 0.00% Switzerland 1 1 0.06% 1 1 0.09% Ukraine 1 1 0.06% 0 0 0.00% Argentina 0 0 0.00% 1 1 0.09% Bangladesh 0 0 0.00% 2 2 0.18% Croatia 0 0 0.00% 1 1 0.09% Denmark 0 0 0.00% 2 2 0.18% Iran 0 0 0.00% 1 1 0.09% Ireland 0 0 0.00% 1 1 0.09% Japan 0 0 0.00% 1 1 0.09% Grand Total: 1,603 1,603 11116 1,116 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. Page 14 of 15 10/31/2010 November 22, 2010 Detailed Staff Report IX 26 of 31 Naples, Marco Island, Everglades CVB Special Fulfillment Requests by Category For the month of October 2010 Media Meeting Planners Market Group Fulfillment Boston Sales Calls 2010 Meeting Planner Kit Fulfillment Meeting Planner Non -Kit Fulfillment Meeting Planners Promotions Summer VIP 2010 Promotions Tour Operators Other /Unknown Tour Operators Travel Agents Boston Sales Calls 2010 Other /Unknown Travel Agents Month YTD % YTD 3 3 6% 16 16 30% 10 10 19% 1 1 2% 30 30 56% 1 1 2% 1 1 2% 1 1 2% 1 1 2% 16 16 30% 6 6 11% 22 22 41% Grand Total: 54 54 YTD = Fiscal Year to Date Phase V of Southwest Florida, Inc. 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