Tourism Development Commission (Meets on the first Tuesday at 1PM)

1 Tourism Development Commission 5.9.22 AGENDA TOURISM DEVELOPMENT COMMISSION MONDAY, May 9, 2022, 4:00 P.M. Government Center &RXQFLO&KDPEHUV Video call link: https://meet.google.com/mrg-qyha-ahw Or dial: (US) +1 617-675-4444 (PIN: 748 150 271 0548#) Mission Statement: “The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” Commissioners: Lindsey Graskey (Chair), Mark Johnson (Council Representative), Bruce Barron, JoAnn Jardine, Melissa LaTour, and Pattie Soliday 1. Roll Call 2. Election of Chair 3. Election of Vice Chair 4. Approval of Minutes – April 14, 2022 5. Action on Redraft of Grant Application Proposal for Travel Superior Visitor Desk (tabled at April 14, 2022 meeting) 6. Action on Redraft of Grant Application Proposal for Bong Museum Marketing Plan (tabled at April 14, 2022 meeting) 7. Rough Budget Update & 823 Fund Transfer Process 8. Update to April 7th Minutes 9. Set time for Swim Creative Meeting 10. Adjournment Notice is hereby given that a majority of the members of the Common Council may be present at the meeting, and although this may constitute a quorum of the Common Council, the Council will not take any action at this meeting. ********************************************************************************************************************* Pursuant to the Americans with Disabilities Act of 1990, if you are in need of an accommodation to participate in the public meeting process, please call (715) 395-7200 by 4:30 p.m. on the day prior to the scheduled meeting date (OR dial 711 for Telecommunications Relay Service). The City will attempt to accommodate any request depending on the amount of notice received. ********************************************************************************************************************* In compliance with Wisconsin Open Meetings Law, this agenda was posted on 5/5/2022 at the following locations: Superior Government Center, Douglas County Courthouse, and online at https://www.ci.superior.wi.us/agendacenter. It was also emailed to the Superior Public Library and the Superior Telegram, and PACT. Page 1 of 1 2 Tourism Development Commission 5.9.22 PROCEEDINGS TOURISM DEVELOPMENT COMMISSION Thursday April 14, 2022 The meeting was called to order by Chair Graskey at 3:03 pm in 217 in the Government Center. 1.Roll Call Members Present: Lindsey Graskey (chair), Bruce Barron (online), JoAnn Jardine, Pattie Soliday (Keith Kern absent) City Staff Present: Mayor Paine, Deputy Clerk Becken, Finance Director Puetz, Chief of Staff Scherf Community Members: Taylor Pedersen, Shelly Nelson (online) 2.Approve Minutes from 4/7/2022 Approved, but Commissioner Soliday asked for clarification about ‘proceedings’ vs ‘minutes’ and requested more detail about Commissioner Barron & the mayor’s discussion on how tourism money can be spent. Mayor shared that while we can do that (Deputy Becken & Mayor Paine will put together a paragraph on the topic from the previous meeting), proceedings (synonymous with minutes) are not meant to be a play-by-play for a meeting, but to highlight actions taken. 3.Commissioner Jardine Discussion and Presentation on Film Incentive Commissioner Jardine described a film incentive program that mirrors some throughout Wisconsin and Minnesota that would offer rebates for approved film crews who stay and dine in Superior. Commissioner Jardine would like $20,000 of the 2022 budget to be set aside, so a program and process can be fleshed out with the goal of rebates for stays this spring and summer to go out in the fall. Commissioners agreed to set aside $20,000 from the contingency/reserve area of the budget with the caveat that an agreeable process and procedure be enacted that reflects a ‘heads in beds’ goal. Some concerns—keeping stays under 30 days, what expenses are permissible, who will be reviewing receipts and paying, and what qualifiers to be industry-specific would be added. Commissioners were advised to check in with the City Attorney about any possible conflict of interests that may come up as funding starts going out to different groups. Commissioner Jardine is going to reach out to film incentives group to speak at a later meeting. 4.Review and Approve Updated Swim Contract Tourism Development Commission, 4/14/2022 Proceedings Page 1 of 2 3 Tourism Development Commission 5.9.22 Commissioner Soliday shared she was satisfied with the changes and explanations offered. Commissioner Barron motioned to adopt the updated contract and recommend to council for approval. Seconded by Chair Graskey. Unanimous approval to recommend to council. 5.Budget Review & Financial Update Group went over provided documents—Director Puetz to update to reflect a December meeting adjustments that show a breakdown of intended spending. Commissioners are excited to have a revenue and expenses report when money starts coming in—looking at mid-May per Director Puetz. This financial tracking is then requested to be part of each tourism development commission meeting. Commissioner Soliday asked about unspent money from 2022—it rolls over to the next year. Commissioner Soliday offered to take a larger role in keeping track of expense and income and work with Director Puetz on the income and expenses. Commissioner Soliday asked about the 30%-70% breakdown of tourism money and asked if the Bong had included in their finances what the city already gives them. Chief of Staff Scherf affirmed it had been included. 6.Travel Superior Visitor Desk Proposal Chair Graskey shared that formal questions for Travel Superior had not been submitted by all commissioners, and Travel Superior representative did not share the questions the commission had at the 4/7/22 meeting with Travel Superior staff, so they were not prepared with any answers for this meeting. Commissioners to submit questions in writing to Chair Graskey by the end of the day Sunday, April 17th, so Chair Graskey can send a list to Taylor Pedersen with Travel Superior. Commission requests questions be answered in a written format and for Travel Superior to be available in person/online for follow up as well—date tbd. Commissioners are encouraged to write out all questions they have and Chair Graskey will include the commissioners on the email with Travel Superior, so they can see the list that goes. 7.Bong Grant Application Proposal Commission to hold in committee as the Bong has not yet resubmitted their application. 8.Set meeting time through April & May Commission to hold on setting a next meeting date in light of new City Council members to be added soon. Next meeting will be scheduled via email at a later date. 9.Adjournment Respectfully submitted by Stephanie Becken, Deputy City Clerk Tourism Development Commission, 4/14/2022 Proceedings Page 2 of 2 4 Tourism Development Commission 5.9.22 5 Tourism Development Commission 5.9.22 6 Tourism Development Commission 5.9.22 7 Tourism Development Commission 5.9.22 8 Tourism Development Commission 5.9.22 9 Tourism Development Commission 5.9.22 10 Tourism Development Commission 5.9.22 11 Tourism Development Commission 5.9.22 12 Tourism Development Commission 5.9.22 13 Tourism Development Commission 5.9.22 14 Tourism Development Commission 5.9.22 15 Tourism Development Commission 5.9.22 85 Tourism Development Commission 5.9.22 16 Tourism Development Commission 5.9.22 Richard I Bong Center Updated Grant Application Link to Updated Budget from John Gidley or on pg 17 Link to Lease Agreement or on pg 58 17 Tourism Development Commission 5.9.22 Marketing Budget Proposal: Tourism Commission Social Media/Marketing Position: 39,240.00 FICA Expense 3,002.00 Staff Allocations: Gift Shop 11,050.00 ED 34,294.00 Curator 2,575.00 Facility Maint 8,840.00 FICA, HSA, 401K, H&W Benefits 6,592.00 Graphic Design 4,800.00 Website Development/Maintenance 11,500.00 Utilities Expense 10,500.00 Facility Mtc 1,050.00 Advertising 9,500.00 Brochures & Poster Printing 2,200.00 Brochures/Poster Distribution 1,500.00 Memorial Day Promotion 2,500.00 Fourth of July Promotion 2,500.00 Escape the Bong 2,500.00 Circle Wisconsin Membership 600.00 Circle Wisconsin Convention 3,000.00 MEA Convention (School Group Tours) 1,500.00 Bong Center 20th Anniversary Event 5,000.00 164,243.00 18 Tourism Development Commission 5.9.22 19 Tourism Development Commission 5.9.22 20 Tourism Development Commission 5.9.22 21 Tourism Development Commission 5.9.22 22 Tourism Development Commission 5.9.22 23 Tourism Development Commission 5.9.22 24 Tourism Development Commission 5.9.22 25 Tourism Development Commission 5.9.22 26 Tourism Development Commission 5.9.22 27 Tourism Development Commission 5.9.22 28 Tourism Development Commission 5.9.22 29 Tourism Development Commission 5.9.22 30 Tourism Development Commission 5.9.22 31 Tourism Development Commission 5.9.22 32 Tourism Development Commission 5.9.22 33 Tourism Development Commission 5.9.22 34 Tourism Development Commission 5.9.22 35 Tourism Development Commission 5.9.22 36 Tourism Development Commission 5.9.22 37 Tourism Development Commission 5.9.22 38 Tourism Development Commission 5.9.22 39 Tourism Development Commission 5.9.22 40 Tourism Development Commission 5.9.22 41 Tourism Development Commission 5.9.22 42 Tourism Development Commission 5.9.22 43 Tourism Development Commission 5.9.22 44 Tourism Development Commission 5.9.22 45 Tourism Development Commission 5.9.22 46 Tourism Development Commission 5.9.22 47 Tourism Development Commission 5.9.22 48 Tourism Development Commission 5.9.22 49 Tourism Development Commission 5.9.22 50 Tourism Development Commission 5.9.22 51 Tourism Development Commission 5.9.22 52 Tourism Development Commission 5.9.22 53 Tourism Development Commission 5.9.22 54 Tourism Development Commission 5.9.22 55 Tourism Development Commission 5.9.22 56 Tourism Development Commission 5.9.22 57 Tourism Development Commission 5.9.22 58 Tourism Development Commission 5.9.22 59 Tourism Development Commission 5.9.22 60 Tourism Development Commission 5.9.22 61 Tourism Development Commission 5.9.22 62 Tourism Development Commission 5.9.22 63 Tourism Development Commission 5.9.22 64 Tourism Development Commission 5.9.22 65 Tourism Development Commission 5.9.22 66 Tourism Development Commission 5.9.22 67 Tourism Development Commission 5.9.22 68 Tourism Development Commission 5.9.22 69 Tourism Development Commission 5.9.22 70 Tourism Development Commission 5.9.22 71 Tourism Development Commission 5.9.22 72 Tourism Development Commission 5.9.22 73 Tourism Development Commission 5.9.22 74 Tourism Development Commission 5.9.22 75 Tourism Development Commission 5.9.22 76 Tourism Development Commission 5.9.22 77 Tourism Development Commission 5.9.22 78 Tourism Development Commission 5.9.22 79 Tourism Development Commission 5.9.22 80 Tourism Development Commission 5.9.22 81 Tourism Development Commission 5.9.22 82 Tourism Development Commission 5.9.22  83 Tourism Development Commission 5.9.22 Marketing Budget Proposal: Tourism Development Commission Gift Shop Mgr Director Curator Fac. Mat Social Media/Marketing Position: ( 37,440.00) FICA Expense ( 2,864.00) 50% 50% 5% 50% ( 11,050.00) ( 34,294.00) ( 2,575.00) ( 8,840.00) ( 56,759.00) HSA ( 1,800.00) FICA ( 4,342.00) Overhead Allocation ( 63,351.00) HSA ( 900.00) Daymark Design (Scottie) Mktg Design ( 4,800.00) 401K ( 900.00) Website Development/Maintenance ( 11,500.00) Ins. H&W ( 450.00) Utilities Expense (50%) ( 10,500.00) Facility Maint. (Bathroom cleaning/supplies ( 1,050.00) Brochures Printing ( 2,200.00) ( 63,351.00) Brochures Distribution ( 500.00) Memorial Day Promotion ( 2,000.00) Distribution Posters ( 500.00) Advertising ( 9,500.00) 4th of July Promotion ( 2,500.00) Brochure Distribution ( 500.00) Circle Wisconsin Membership ( 600.00) Circle Wisconsin Convention ( 3,000.00) Bong Center 20th Aniversary Even ( 4,000.00) ( 158,605.00)  84 Tourism Development Commission 5.9.22 Marketing Budget Proposal: Tourism Commission Social Media/Marketing Position: ( 37,440.00) FICA Expense ( 2,864.00) HSA ( 1,800.00) Overhead Allocation ( 63,351.00) Daymark Design (Scottie) Mktg Design ( 4,800.00) Website Development/Maintenance ( 11,500.00) Utilities Expense (50%) ( 10,500.00) Facility Maint. (Bathroom cleaning/supplies ( 1,050.00) Brochures Printing ( 2,200.00) Brochures Distribution ( 500.00) Memorial Day Promotion ( 2,000.00) Distribution Posters ( 500.00) Advertising ( 9,500.00) 4th of July Promotion ( 2,500.00) Brochure Distribution ( 500.00) Circle Wisconsin Membership ( 600.00) Circle Wisconsin Convention ( 3,000.00) Bong Center 20th Aniversary Even ( 4,000.00) ( 158,605.00) 86 Tourism Development Commission 5.9.22 TOURISM COMMISSION ‐ 2022 BUDGET PROJECTIONS ‐ Fund 823 2022 ADOPTED BUDGET ‐ 4/14/2022 Estimated 2022 Revenue: Estimated 70% of 2022 Hotel Motel Tax 661,450.94 Total Estimated Revenue: $ 661,450.94 2022 Expenses: Tourism Grants 75,000.00 Related Tourism Partners ( museums, visitors center, ect.) 200,000.00 SWIM Contract 250,000.00 Tourism Marketing Outside of RFP (visitor guide ect.) 55,000.00 Travel Center ‐ Film Incentives 20,000.00 Contingency 15,000.00 Reserves 46,450.94 Total 2022 Expenses $ 661,450.94 NOTE FROM ASST DIRECTOR KAMUNEN: We still do not have a final amount of Hotel Motel Tax Collections for the first quarter (Q1) of 2022, but I will have the amount on May 9th as our cutoff is May 6th. As of May 3, 2022, the collections for Q1 of 2022 are $184,652.58. For comparison, the collections for the same quarter of 2021 were $163,845.98 and for 2020 $115,171.45. W:\Our Clerk Files\Cmt-Cms-Bd Agendas & Minutes\Tourism Development Commission\20220509\2022 Tourism Commission Budget_Kamunen 87 Tourism Development Commission 5.9.22 a 3 West Superior Street p 218-722-1404 Duluth, Minnesota 55802 w SwimCreative.com Introduction Meeting Recap Superior Tourism Campaign May 2, 2022 On April 29th at 3:00pm, Bill Nelson and Madelyn LaBorde from Swim Creative met with Camila Ramos at her office for an introduction meeting. During this meeting, process, timeline, and next steps were discussed. Next Steps ● Camila will meet with our Creative Director, Patrice Bradley, and our Director of Branding, David Sadowski at Swim’s office for a casual meeting ● Swim will meet with the Commissioners to ask questions and gain insights ● Marketing audit of current marketing tools and tactics ● Research ● Marketing Plan and Branding Plan ● Concepts ● Creative Development ● Campaign Launch General Timeline ● Meeting with Commissioners ○ Friday, May 20th ● Planning, Creative Development, and Production ○ June 1st - December 15th ● Campaign Launch ○ After January 1st, 2023