Agenda 01/10/2012 Item #16F3Proposed Agenda Changes
Board of County Commissioners Meeting
January 10, 2012
MOVE ITEM 16F3 TO ITEM 10D: RECOMMENDATION TO APPROVE
IN- MARKET MEETING PLANNER SITE AND FAMILIARIZATION
GUIDELINES FOR THE TOURISM DEPARTMENT TO PROVIDE PAYMENT
OR REIMBURSEMENT OF EXPENSES RELATED TO ATTRACTING GROUP
MEETINGS TO COLLIER COUNTY AND AUTHORIZE PAYMENT OF
COVERED EXPENSES UP TO AN ANNUAL TOTAL PROGRAM COST OF
$150,000. (COMMISSIONER HILLER'S REQUEST)
Move Item 2B to Item 16I3: Public declaration of form 813, Memorandum of Voting Conflict for County,
Municipal and Other Local Public Officers, in reference to Item 8A on the Agenda of December 13, 2011,
filed by Commissioner Tom Henning. (County Attorney's request)
Continue Item 8A to the January 24.2012 BCC Meeting This item requires that ex parte disclosure be
provided by Commission members. Should a hearing be held on this item, all participants are required
to be sworn in. PUDZ- 2003 -AR -3608: Orangetree PUD -- An Ordinance amending Ordinance Numbers
20OS -42 and 2004 -73, the Orangetree PUD, to add 1,OSO residential units for a total of 3,150 residential
units; to add 100,000 square feet of office use and add 172,000 square feet of retail use to the existing
60,000 square feet of retail for a total of 332,000 square feet of commercial development; to revise the
development standards including building height and setbacks and to add allowable residential,
commercial uses and mixed uses, and to eliminate the environmental commitments, for property in
parts of Sections 11, 12, 13,14, 22 through 27, Township 48 South, Range 27 East, Collier County,
Florida consisting of 2,138.76 acres; and providing an effective date. (Commissioner Fiala's request)
Move Item 16A8 to Item 1017: Recommendation to approve Change Order No. 2 to Contract # 10 -5206,
with Atkins North America, Inc., for Design Services for Collier Area Transit Transfer Station, in the
amount of $99,900 for redesign and post design services, and to extend the contract by six hundred
seventy seven (677) days to account for the inclusion of construction and the completion schedule; and
to authorize the Chairman to execute the change order. (Commissioner Hiller's request)
Move Item 16A10 to Item 10E: Recommendation to approve an economic development agency report
required by Section 12S.04S, Florida Statutes and authorize the County Manager or designee to submit a
copy of the report to the Office of Economic & Demographic Research. (Commissioner Hiller's request)
Move Item 16132 to Item 13132: Recommendation for the Community Redevelopment Agency (CRA) to
approve and execute a Commercial Building Improvement Grant Agreement between the CRA and a
Grant Applicant within the Bayshore Gateway Triangle area. (2 595 Tamiami Trail East, Fiscal Impact
$3,603) (Commissioner Hiller's request)
Proposed Agenda Changes
Board of County Commissioners Meeting
January 10, 2012
Page 2
Continue Item 16134 to the January 24.2012 BCC Meeting: Recommendation to approve and authorize
the Chairman to sign the Assumption Agreement from Tectrans, Inc. to Keolis Transit America, Inc. for
Management Contract for the Collier Area Transit (CAT) Fixed Route and Paratransit Program. (Staffs
request to make corrections to buyer's name within agreement)
Move Item 16171 to Item 10C: Recommendation to approve and adopt the Resolutions adopted by the
Board of the Pelican Bay Services Division at a Special Meeting on December 14, 2011, with respect to
the 1998 Joint Coastal Permit of the Florida Department of Environmental Protection and the Clam Bay
Restoration and Management Plan authorized to be implemented under that Permit. (Commissioner
Hiller's and Commissioner Coyle's separate requests)
Time Certain Items:
Item 10B to be heard at 11:30 a.m.
Item 10C to be heard at 1:00 p.m.
1/10/2012 Item 16. F.3.
EXECUTIVE SUMMARY
Recommendation to approve In- Market Meeting Planner Site and
Familiarization Guidelines for the Tourism Department to provide payment
or reimbursement of expenses related to attracting group meetings to
Collier County and authorize payment of covered expenses up to an annual
total program cost of $150,000.
OBJECTIVE: To authorize payment or reimbursement for travel and other
expenses to meeting planners, group meeting hotels, travel journalists and travel
agents.
CONSIDERATIONS: The Board of County Commissioners (BCC) approved the
use of emergency advertising funds in the amount of $500,000 on February 22,
2011 (agenda item 10C) to support a special promotion to increase the number
of meeting planners selecting our destination for their meetings and events. A
portion of those funds were utilized in FY 11 and the balance was approved by
the BCC on September 27, 2011 (agenda item 16F7) to be rolled over for use in
FY 12 and beyond to support several group meeting initiatives.
After a review of the Group Meeting promotion successes and what worked well
and what needed improvement during FY 11, tourism staff and a committee of
meeting hotel sales and marketing staff has recommended some revised
guidelines for the in- market support for familiarization (Fam) trips and Site Visits
(Sites). These guidelines are attached and summarized below:
• The request for funding cannot be for rooms or other hotel in-
kind trade or for on -site restaurant expenses.
• The request for funding must include the number of people
expected in attendance, an attendee list (to be held in
confidence by the CVB) to include planner name, Company,
email and phone for follow up tracking and accountability by
tourism staff.
• No funding for "over the top events" will be approved; events
must be "industry practical ".
• All approved funding requests must be tracked by the hosting
hotel and reports sent to Tourism Department staff monthly on
ROI or potential ROI, including dates, room nights revenue
potential, and potential food and beverage revenue. Planner
company name and contact information must also be provided
with this information.
• The Fam or Site participants must have the potential to bring
future group business to Collier County and must have an open
RFP with at least one Collier hotel.
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1/10/2012 Item 16. F.3.
• Allowable Fam or Site transportation expenses will include the
lowest available coach airfare, airport transfers, mileage
reimbursement at the current County rate, or other
transportation means to get the planner to the County.
• All transportation and other expenses for the planner will be pre -
approved by Tourism staff, and booked through a certified travel
agent.
• Planners will be encouraged to use their own travel agent or a
Collier County based agent suggested by the CVB staff with
travel agent booking fees authorized for payment or
reimbursement.
• Hotels may also request CVB Fam or Site transportation funding
for planners that they have open RFP's that need an extra
incentive to close the contract.
• A 50 room night minimum is required for planners to receive
transportation incentives.
FISCAL IMPACT: The budget of $150,000 for this use of tourist tax emergency
funding is in the approved FY 12 Fund 196 budget.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth
Management Plan from this action.
ADVISORY BOARD RECOMMENDATIONS: The Tourist Development Council
(TDC) recommended approval of these revised guidelines (8 -0) at their
November 28, 2011 regular meeting.
LEGAL CONSIDERATIONS: This item has been reviewed by the County
Attorney's Office, requires majority vote, and is legally sufficient for Board action.
— CMG
RECOMMENDATION: Recommendation to approve In- Market Meeting Planner
Site & Familiarization Guidelines for the Tourism Department to provide payment
or reimbursement of expenses related to attracting group meetings to Collier
County and authorize payment of covered expenses up to an annual total
program cost of $150,000.00.
PREPARED BY: Jack Wert, Tourism Director
ATTACHMENTS: Guidelines for Site Visits
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1/10/2012 Item 16.F.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.3.
Item Summary: Recommendation to approve In- Market Meeting Planner Site and
Familiarization Guidelines for the Tourism Department to provide payment or reimbursement
of expenses related to attracting group meetings to Collier County and authorize payment of
covered expenses up to an annual total program cost of $150,000.
Meeting Date: 1/10/2012
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator,Tourism
12/29/20119:30:27 AM
Submitted by
Title: Director - Tourism,Tourism
Name: WertJack
12/29/20119:30:29 AM
Approved By
Name: Wer6ack
Title: Director - Tourism,Tourism
Date: 12/29/20117:16:08 PM
Name: GreeneColleen
Title: Assistant County Attomey,County Attorney
Date: 1/3/2012 11:46:32 AM
Name: FinnEd
Date: 1/3/2012 6:42:47 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/4/2012 9:13:39 AM
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Name: OchsLeo
Title: County Manager
Date: 1/4/2012 10:42:28 AM
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1/10/2012 Item 16.F.3.
1/10/2012 Item 16.F.3.
Naples
At co Island
Naples, FL 34104
Phone: 239- 252 -2384
Fax: 239- 252 -2404
www.ParadiseCoast.com
Packet Page -1474-
In- Market Meeting Planner Site & Fam
Lverglades
Guidelines
PARADISE COAST-
FY 12 Budget $150,000.00
These guidelines cover support of in- market Site & Familiarization (Fam) trips for
the purpose of bringing meeting planners to the destination. It covers both hotel
specific Sites and Convention & Visitors Bureau (CVB) planned destination Sites.
It covers in market Fam trips for groups of planners seeing the destination and
being hosted by area hotels, attractions and destination venues and includes all
types of transportation.
In order to qualify for funding for assistance with a Site or Fam the following
criteria must be followed:
The CVB will offer transportation reimbursement as an added incentive for group
meeting planners to encourage them to visit the destination when comparing our
area to other competing destinations. The planner must have an open, active
Request for Proposal (RFP) with one of our group meeting properties. All
submissions for CVB Site & Fam funding should be sent via email to
Debide(M-colliergov.net and cc: JackWert(a.collierctov.net. We will respond to
each request within 72 hours.
• The CVB must have funding available in the fiscal year budget that the Site or
Fam will occur.
• Site /Fam planning must be done with CVB staff support and knowledge.
• The CVB staff must be allowed to attend the Site /Fam (as available) or an
event that is part of the Site /Fam and be able to provide destination
marketing materials, CVB collateral, welcome gifts and to deliver a welcome
presentation of up to 5 minutes to the planner.
• The request for funding must be delivered to the CVB staff in writing for a
specific amount documented with written estimates.
• The request for funding cannot be for rooms or other hotel in kind trade or for
on -site restaurant expenses. Fam reimbursement to hotels and attractions or
restaurants /venues hosting multiple planners for specific events will qualify
for reimbursement.
• The request for funding must include the number of people expected in
attendance, an attendee list (will be held in confidence by the CVB) that
includes planner name, Company, email and phone for follow up tracking and
accountability by the CVB. Participant list will be shared with all County
entities who participated in the site /Fam.
FLORIDA'S-
• No funding for "over the top events" will be approved- events must be
LAST PARADISE
"industry practical ".
All funding requests and estimates must be received by the CVB in advance
of the event so that Purchase Orders' can be requested and in place prior to
Convention &
the Site /Fam. A CVB employee credit card will be used for some payments in
instances when practical.
Visitors Bureau
. All approved funding requests must be tracked by the hosting hotel and
2P- . Horseshoe Drive
Drive
reports sent to the CVB monthly on ROI(Return on Investment) or potential
Naples, FL 34104
Phone: 239- 252 -2384
Fax: 239- 252 -2404
www.ParadiseCoast.com
Packet Page -1474-
1/10/2012 Item 16.F.3.
Naples
Alv�rcohland
ROI, including dates, room nights and revenue potential, and potential Food
& Beverage (F &B). Planner company name and contact information must
Everglades
also be provided with this information.
P A R m n I S COAST-
. Lost business reports will also be required by the hotels if the planner does
not contract the group in their hotel.
The Site /Fam participants must have the potential to bring future group
business to Collier County and must have an open RFP with at least one
Collier hotel.
0 Allowable Site transportation expenses will include the lowest available
Coach Airfare, airport transfers, mileage reimbursement at the current County
rate, or other transportation means to get the planners) /Clients to the
County.
• All transportation and other expenses from the planners) /clients will be
booked by a travel agent of the planner's choice or a Collier County local
Travel Agent.
• The CVB has the authority to plan site itineraries with the greater good of the
County in mind showing multiple hotels to the planner that fit the RFP
parameters, and offsite venues, restaurants, attractions and other venues
that would entice the planner to book the destination.
• Our destination needs to be on the planner "Short list ".
• Another qualification that would justify planners on Fam would be if they are
already in the destination with a group of planners for another event and a
pre or post Fam is planned around their attendance.
• Planners need to fly into RSW Southwest Florida International Airport if at all
possible, with Ft. Lauderdale or Miami as possible alternatives.
• Hotels will work with the CVB to coordinate these sites and in hosting planner
complimentary accommodations, meals in kind and transportation assistance.
• On occasion, hotels will be requested to assist in planning sites to the
destination if the CVB is not available for this assistance.
• The CVB will inform planners who send their RFP's to the CVB for distribution
to our area hotels that this site /Fam "free" transportation is available and
encourage them to come to the area for the site /Fam.
• The hotels may also request CVB site transportation funding for sites with
planners that they have open RFP's with that need an extra incentive to close
the contract.
• A 50 room night minimum is required for planners to receive transportation
incentives from the CVB or hotel partners.
• If the specific planner has had a recent site in the destination they may not
qualify for a second site. The CVB will look at each set of circumstances to
qualify the planner for a return trip.
• Clients of planners who are decision makers or contract signers can also
qualify.
FLORIDA'S"
. Hotels may apply for Fam funding assistance if they are bringing a group of
LAST PARADISE
Planners /clients in at the same time hosting events for them locally.
Convention &
Visitors Bureau
r
2800 N. Horseshoe Drive
Naples, FL 34104
Phone: 239-252-2384
Fax: 239-252-2404
www.ParadiseGoast.com
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1/10/2012 Item 16. F.3.
Naples
Marco Island
Other Tourism Industry Partner Sites:
— ,rerglades
• Local Transportation Companies may apply to receive Site and RFP
PARADISE COAST-
enhancement funding if transportation is the key issue to close the contract.
• Collier Transportation companies may apply for assistance of up to 50% of
their retail cost. Reimbursements will be for no more than 50% of actual retail
cost for the service.
• Off -site event venues may also apply for transportation funding to get
planners sites to their venues in order to help close the sale and go to
contract.
• In -kind services or donations are expected from all tourism partners
participating in the Site /Fam.
• Group market media may also be invited to attend, photograph events and
interview planners and would qualify for transportation funding. (This does not
apply to all media, only group market).
FLORIDA'S"
LAST PARADISE
Convention &
Visitors Bureau
281", N. Horseshoe Drive
Naples, FL 34104
Phone: 239- 252 -2384
Fax 239 -252 -2404
www.ParadiseCoastcom
Packet Page -1476-