Duval County Tourist Development Council
TDC Minutes
May 15, 2008
Council Chamber
City Hall @ St. James
Meeting Convened: 10:05a.m. Meeting Adjourned: 11:20 a.m.
3
Council President Daniel Davis
Council Member Michael Corrigan-Excused
Council Member Mia Jones
Sonny Bhikha
Vicki Bridges
Jim Ewing
16
Henry Fonde
Fred Pozin
Steven Smith-Excused
Annette R. Hastings, Executive Director
Janice Billy, Assistant Council Auditor
Jim McCain, Asst. General Counsel
John Reyes, President, Visit Jacksonville
Others Present:
David Reese, President, FFCG, Larry Walters, VP Marketing, Visit Jacksonville; Mike Sharkey, Daily Record; Rachel Witkowski, Jacksonville Business Journal; Todd Roobin, JEDC, Office of Film and Television; TJ Jackson,Visit Jacksonville; Madeline Scales-Taylor, Board Chair, Visit Jacksonville; Lyndsay Rossman, Visit Jacksonville; Dan King, JH&MA; Shirley Smith, Vice President, Visit Jacksonville; Sandy Ilog, JEDC; Dean Veremakis, OMSA; Don King, JH&MA; Scott Stuckey, JH&MA;
Call to Order:
Chair, Daniel Davis, called the meeting to order at 10:05 a.m., noting the presence of a quorum.
Review of Minutes;
The minutes from the TDC Meeting of February 21, 2008, were distributed for review. As no changes were suggested, it was moved and seconded that the minutes be approved as submitted. Approved 7 -0.
Presentations:
Ø Chair Davis presented Madeline Scales-Taylor, Board Chair of Visit Jacksonville, and a City Council Resolution declaring May 11-17, 2008, as National Tourism Week.
Ø Ms. Madeline Scales-Taylor, Visit Jacksonville Board Chair, made a presentation to Council President Daniel Davis for his service as Chair of the TDC for 2007-2008. In addition, a special presentation was given to Mr. Jim Ewing for his dedication and faithful service on the TDC for eighteen years representing the tourism related industries.
Application Presentations:
1. JH&MA Convention Center Sales Initiative
Presenter: Mr. Dan King, JH&MA Board Member
Date: July 2008-2009
Location: Prime Osborn Convention Center
Grant Amount: $148,750.00
Room Nights: Project: 30,000 room nights 2009-2010
Funds Use: Salary/Benefits, Website, Sales Campaign
Discussion:
Ø Mr. Dan King came before the TDC and submitted a memo from Scott Stuckey, JH&MA President, respectfully asking that JH&MA Convention Center Sales Initiative TDC Application be withdrawn.
Ø A motion was made by Mr. Fred Pozin for withdrawal.
Recommendation of TDC:
A motion was made and seconded to withdraw the JH&MA Convention Center Sales Initiative TDC Application. Approved 7-0.
2. Orders & Medals Society of America 49th Annual International Convention
Presenter: CAPT USNR (Ret) Dean Veremakis, OMSA President
Date: August 14-17, 2008
Location: Hyatt Regency Jacksonville Riverfront
Grant Amount: $3,140.00
Room Nights: Guarantee: 538 @ $5.84 per room night
Project: 628 @ $5.00 per room night
Room Night Rebate: None
Funds Use: Marketing/Advertising
Discussion:
Ø Dean Veremakis, OMSA President, made the presentation for OMSA. It was noted that Jacksonville was chosen as the location because of our international airport and family-friendly vacation area. Many attendees from Europe and Canada will be doing extended stay summer vacations after the convention.
Ø Mr. Pozin asked for clarification regarding the estimated budget profit of $7,000.00. Mr. Veremakis stated that this was a projected budget and the goal was to breakeven as the organization was a not-for-profit and self-funding.
Ø A motion was made to approve the grant award.
Recommendation of TDC:
A motion was made and seconded to approve a maximum award grant of $3,140.00 at $5.84 per documented room night with the condition that the funds be used for national/regional marketing. Approved 7-0 .
3. Florida’s First Coast of Golf Tourism Regional Marketing Cooperative
Presenter: David Reese , FFCOG President
Date: FY October 1, 2008-September 30, 2009
Location: First Coast Region
Grant Amount: $122,588.00
Room Nights: Maintain Market Share
Funds Use: Year Round Leisure Golf Marketing Program
Discussion:
Ø Mr. David Reese, President of Florida’s First Coast of Golf (FFCG), made the presentation for renewal of the regional marketing cooperative.
Ø Mr. Bhikha asked for the number of Duval golf courses and hotels partners. Mr. Reese stated that there were five golf courses and six hotels.
Ø Ms. Bridges asked for the other counties contributions. It was noted the amounts were listed in the application budget for Clay, Flagler, Nassau, and St. John’s.
Ø It was discussed that that Duval County was not getting the full benefit from the TDC grant of $122,588.00 and additional $90,200.00 from Visit Jacksonville for a total contribution of $212,788.00.
Ø Mr. Bhikha asked that Mr. Reese make available the information on the Duval County non-partner as well as the partner hotels be included in the cooperative advertising information so that Duval will receive the full benefit. The number of hotels should be included in quarterly report to the TDC.
Ø Chair Davis asked for information to be provided regarding the number rooms and rounds booked by international visitors. It was also recommended that these baseline numbers be provided in the quarterly report to the TDC.
Ø Councilwoman Jones asked for a comparison of economic impact for Duval County compared to other counties in the regional cooperative.
Ø A motion was made to award the funding and the quarterly TDC reports to include data of number of Duval County hotels participating and number of rooms and rounds of international visitors.
Recommendation of TDC:
A motion was made and seconded to approve a maximum award grant of $122,588.00 to be disbursed in four quarterly payments in January, April, July, and September for FY 2008-2009. The funding would be encumbered in the TDC Budget for FY 2008-2009 . The conditions of the grant are that the funds are be used for Florida’s First Coast of Golf Tourism Regional Marketing Cooperative . The Duval County Tourist Development Council (TDC) is to be presented with quarterly reports that include a reporting methodology for room and rounds booked by international visitors, listing for Duval County hotels and golf courses, and a yearly audit report. Approved 7-0.
4. North Florida Meeting Professional
International Southeastern Educational Conference (NFMPI)
Presenter: John Reyes, Visit Jacksonville President
Date: August 2008
Location: Headquarter Hotel-Sawgrass Marriott
Grant Amount: $10,000.00 (CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 655@ $ 15.26 per room night
Funds Use: Marketing & Promotion of Jacksonville
Discussion:
Ø Mr. Reyes gave the presentation stating that agenda items four, five, six, and seven were funds needed for customer awareness and would be taken out of the CVB Grant Fund.
Ø Mr. Reyes noted that NFMPI is the host for the conference and Visit Jacksonville will be displayed at the event as the denoting sponsor.
Ø Being no further discussion a motion was made to grant the funding as presented.
Recommendation of TDC:
A motion was made and seconded to approve a maximum award grant of $10,000.00, with the condition that the funds be used for marketing and promotion. The funds are to taken out of CVB Grant Fund 2007-2008. Approved 7-0.
5. Florida Encounter 2008
Presenter: John Reyes, Visit Jacksonville President
Date: November 2008
Location: Headquarter Hotel- Sawgrass Marriott
Grant Amount: $2,500.00(CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 734 @ $ 10.21 per room night
Funds Use: Conference Cost for VISIT FLORIDA Meeting Tradeshow
Discussion:
Ø Mr. Reyes noted that Florida Encounter is the premier business-to-business event showing all the State of Florida has to offer to meeting and incentive groups and is hosted by VISIT FLORIDA. This sponsorship is to promote our destination through logo placement.
Ø Being no further discussion a motion was made to approve the grant as presented.
Recommendation of TDC:
A motion was made and seconded to approve a maximum award grant of $2,500.00, with the condition that the funds be used for conference costs of name badges and lanyards. The funds are to taken from the CVB Grant Fund 2007-2008. Approved 7-0.
6. Florida Society of Association /Executives (FSAE)
Presenter: John Reyes, Visit Jacksonville President
Date: July 2009
Location: Headquarter Hotel-Sawgrass Marriott
Grant Amount: $7,500.00 (CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 1,183@ $6.33 per room night
Funds Use: Luncheon Sponsorship for FSAE
Discussion:
Ø Mr. Reyes stated that this sponsorship is to promote our area for the 2009 Convention in an effort to build attendance. FSAE is the gateway to the association market in Florida.
Ø Being no further discussion a motion was made to approve the grant as presented
TDC Recommendations:
A motion was made and seconded to approve a maximum award grant of $7,500.00, with the condition that the funds be used for sponsorship for FSAE. The funds are to be taken from the CVB Grant Fund. Approved 7-0.
7. Society of Government Meeting Planners (SGMP)
Presenter: John Reyes, Visit Jacksonville President
Date: August 2008
Location: Headquarter Hotel-Hyatt Regency Jacksonville Riverfront
Grant Amount: $7,500.00 (CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 425 @ $15.46 per room night
Funds Use: Dinner Sponsorship for SGMP SE Regional Conference
Discussion:
Ø Mr. Reyes noted that SGMP is a non-profit professional organization of persons involved in planning government meetings. The sponsorship is to promote and show support to members of SGMP in an effort to build awareness for future meetings and conventions.
Ø Being no further discussion a motion was made to approve the grant as presented.
TDC Recommendations:
A motion was made and seconded to approve a maximum award grant of $7,500.00, with the condition that the funds be used for sponsorship for SGMP Regional Conference. The funds are to be taken out of the CVB Grant Fund 2007-2008. Approved 7-0.
8. National Paintball League Super 7 World Series 2008 (NPBL)
Presenter: John Reyes, Visit Jacksonville President
Date: May 16-18, 2008
Location: Omni, Wyndham, Extended Stay Downtown
Grant Amount: $4,000.00 (CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 800 @ $ 5.00 per room night
Funds Use: Marketing Event
Discussion:
Ø Mr. Reyes stated that the NPBL had relocated their 2008 NPBL Super 7 World Series from Tampa to Jacksonville for 2008 and future years.
Ø Chair Davis noted that the event is being held at the Jacksonville Municipal Stadium.
Ø Being no further discussion a motion was made to approve the grant as presented.
TDC Recommendations:
A motion was made and seconded to approve a maximum award grant of $4,000.00, with the condition that the funds be used for marketing the event. The funds are to be taken out of the CVB Grant Fund 2007-2008. Approved 7-0.
9. ACC Baseball Championship
Presenter: John Reyes, Visit Jacksonville President
Date: May 20-25, 2008
Location: Jacksonville Baseball Grounds
Grant Amount: $ 5,000.00 (CVB Grant Fund 2007-2008)
Room Nights: Guarantee/Project 2,575 @ $ 1.94 per room night
Funds Use: Multiple Jacksonville Hotels Marketing Promotion
Discussion:
Ø Mr. Reyes stated the funds would be used for marketing the ACC Baseball Championship to build attendance.
Ø Being no further discussion a motion was made to approve the grant as presented.
TDC Recommendations:
A motion was made and seconded to approve a maximum award grant of $5,000.00, with the condition that the funds be used for marketing and promotion. The funds are to be taken out of the CVB Grant Fund 2007-2008. Approved 7-0.
10. The Improved Benevolent Protected Order of the Elks of the World (I.B.P.O.E)
Amount: $1,281.75 (CVB Grant Fund 2007-2008)
Date: August 8-13, 2007
Funds Use: Invoice for concessions offered for event parade
Discussion:
Ø Mr. Reyes stated that the current amount requested is for a last invoice for the cost of the parade which was received after the close of the fiscal year 2006-2007. This request was approved as part of the concession offered.
Ø This is one of the largest convention groups ever held in Jacksonville during the month of August which is a need period for our hospitality community.
Ø Being no further discussion a motion was made to approve the grant as presented.
TDC Recommendations:
A motion was made and seconded to approve a maximum award grant of $1,281.75, with the condition that the funds be used offset the cost of invoice for event parade of I.B.P.O.E. The funds are to be taken out of the CVB Grant Fund 2007-2008. Approved 7-0.
Other Business:
President’s Performance Measurement Summary Report: John Reyes, President
Visit Jacksonville
Ø Mr. Reyes distributed the Performance Measurement Summary for the FY 2007-2008 2nd Quarter Report which covered sales, marketing, and TDC budget measurements year-to-date.
Ø The following were key updates for the months of March, April, and May:
o Hotel General Manager Town Hall Meetings
o Downtown Action Plan Committee
o JetBlue Boston Inaugural Flight
o Best Place to Work-Jacksonville Business Journal
o Duval County TDC Event Subcommittee Meeting
o Hotel Business Climate Town Hall Meetings
o ExperienceJax.com Quarterly Meeting
o VISIT FLORIDA New Chief Marketing Officer /Reception
o TPC & THE PLAYERS Downtown Experience
TDC Financial Report : Janice Billy, Assistant Council Auditor
Ø The TDC Financial Statement Report for the month of March , 2008, was distributed.
Ø The TDC Calculation of Contractor’s Base Amount was distributed regarding the Visit Jacksonville (CVB) total appropriation for 2008-2009 contract.
Ø Ms. Billy stated that based on the taxes collected from May 2007-April 2008, the contract base amount for fiscal year 2008-2009 would be $3,901,253.00. This was a decrease of -4.29% from FY 2007-2008. The Visit Jacksonville (CVB) marketing initiative year two of three represented an additional 10% of collections and would be $557,322.32. This is a decrease of -4.29% from FY 2008-2009. This gives a total Visit Jacksonville (CVB) appropriation of $4,458,575.32 for FY 2008-2009.
Ø Ms. Billy stated that the Visit Jacksonville (CVB) Contract was up for renewal and a motion would be needed by the TDC for Jim McCain, Office of General Counsel, to move forward with preparing Contract Amendment #2 for Jacksonville and Beaches Convention & Visitor’s Bureau, Inc.,(d/b/a Visit Jacksonville) for marketing, advertising, promotional and support services. The contract renewal would be brought back for TDC approval at the August meeting.
Discussion:
Ø Mr. Reyes noted that Visit Jacksonville had already made an adjustment to reflect the decrease in their budget for FY 2008-2009, which would be presented to the TDC at the quarterly meeting in August.