Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting

TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT SPECIAL MEETING AGENDA 6136 Adobe Road Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org Friday, November 16, 2018 SPECIAL MEETING AGENDA 12:30 P. M. CALL TO ORDER Pledge of Allegiance. Roll Call. PRESENTATIONS BUSINESS 1 Approval of Meeting Minutes for TBID Special Meeting held on October 24, 2018. 3 Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting - Closed Session - 24 Oct 2018 - Minutes - Pdf PUBLIC COMMENTS DISCUSSION AND POTENTIAL ACTION ITEMS 2 Installation of Heidi Grunt, Historic Inns of Twentynine Palms (29 Palms Inn And Campbell House), as the new TBID Advisory Board Member. 3 Tourism Adjusted Budget for 2018-19 and Employee/Firm recommendation. 5 - 10 The Subcommittee (Vice Chair Congdon and Board Member Maharaj) are recommending the changes to the budget, uses of surplus, and the hiring of an employee and a Consulting Firm totaling an additional $26,090 of annual spending and $15,000 out of Surplus. Tourism Adjusted Budget for 2018-19 - Pdf BOARDMEMBER COMMENTS MARKETING SPECIALIST COMMENTS FUTURE BOARDMEMBER INITIATED ITEMS ADJOURNMENT Page 1 of 10  It is the intention of the City of Twentynine Palms to comply with the Americans with Disabilities Act in all respects. If you are a person with a disability who requires a disability-related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, please request such modification or accommodation from the City Clerk at (760) 367-4890 (facsimile). Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. Please advise us at the time whether you will require accommodations to participate in meetings on a regular basis. Any person affected by any application on this agenda may submit their concerns in writing prior to the meeting or appear in person and be heard in support or opposition to the proposal at the time the matter is considered on the agenda. The staff reports, applications and environmental documents may be viewed at either the office of Community Development or the office of the City Clerk, 6136 Adobe Road, from 7:00 a.m. until 6:00 p.m. Monday through Thursday, except legal holidays. The Invocation is given per Policy 10-01, and does not reflect the views of the City but rather is an expression of speech by a private citizen making the presentation. Telephone inquiries may be made at (760) 367-6799. If you challenge any agenda issue in court, you may be limited to raising only those issues that you or someone else raised at the public meeting described in this notice, or in written correspondence delivered to the City of Twentynine Palms at, or prior to, the public meeting. This notice of agenda is hereby certified to have been posted on or before 12:30 p.m., November 15, 2018. Cindy Villescas, City Clerk Time/Date Page 2 of 10  TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT 6136 Adobe Road, Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org Wednesday, October 24, 2018 SPECIAL MEETING MINUTES 12:00 P.M. CALL TO ORDER – Chair Mehta called the meeting to order at 12:00 p.m. Pledge of Allegiance – Boardmember Maharaj led the Pledge of Allegiance Roll Call – The following Tourism Business Improvement District (TBID) Advisory Board members were present: Congdon, Maharaj, Mehta, and Viloria. Public Comment - None Adjourn to Closed Session – Chair Mehta adjourned to closed session at 12:03 p.m. CLOSED SESSION A "Closed" Session of the Tourism Business Improvement District (TBID) may be held in accordance with state law which may include, but is not limited to, the following types of items: personnel matters, labor negotiations, security matters, providing instructions to real property negotiators and conference with legal counsel regarding pending litigation. The Closed Session will be held in the City Hall Conference Room located at 6136 Adobe Road, Twentynine Palms, California. Any Public comment on Closed Session items will be taken before the Closed Session. Any required announcements or discussion of Closed Session items or actions following the Closed Session will be made in the City Council Chambers, 6136 Adobe Road, Twentynine Palms, California. 1. Closed Session Pursuant to Government Code 54957 - Public Employment, Marketing. There was no reportable action. ADJOURNMENT – Chair Mehta adjourned the TBID meeting at 5:00 p.m. Respectfully submitted, Vickie Waite, Marketing Specialist Page 1 of 1 Page 3 of 10 Page 4 of 10  STAFF REPORT TO: Board Members FROM: City Manager FOR CITY COUNCIL MEETING: Nov 16 2018 SUBJECT: Tourism Adjusted Budget for 2018-19 RECOMMENDATION: The Subcommittee (Vice Chair Congdon and Board Member Maharaj) are recommending the changes to the budget, uses of surplus, and the hiring of an employee and a Consulting Firm totaling an additional $26,090 of annual spending and $15,000 out of Surplus. ORDER OF PROCEDURE: ATTACHMENTS: Request Staff Report (City Manager Presenting) Council Questions of Staff • TBID Adjusted Budget Request Public Comment Council Discussion Call the Motion • JNS Next Proposal Call the Question/Provide Direction to Staff • JNS Next Bio BACKGROUND: The Tourism Business Improvement District (TBID) adopted a budget prior to the beginning of their annual fiscal year (October 2018-September 2019). Within their budget was a spending level of $179K with a placeholder of $100K for employee/consultant. The Board placed an ad for an employee and a Request for Proposal (RFP); not sure if they wanted to hire an employee or firm. However, through the interview and selection process, the Board decided on a hybrid approach to the TBID, meaning, an employee and a reduced scope for a firm. The Subcommittee reviewed the budget and negotiated with the employee and the firm to fit within the revenue levels. And with that, the following is the Subcommittee's recommendations: • The TBID received $220K of annual revenue for their prior year October 2017-September 2018, so they decided to be conservative and budget approximately 90% of the prior year revenue, or $200K plus $7,500 in merchandise sales; • The Committee reduced some spending totaling $15,910 of spending; • The Committee utilized the entire $200K of anticipated revenue vs. the adopted budget utilized only $179K of the $200K of revenue; • The Committee recommending hiring Breanne Dusastre (Title, Job Description, and Placement on the Salary Schedule to be created) at $65,000 annually plus Benefits, totaling $83,000; • The Committee recommending hiring JNS Next for an annual contract of $60,000; • The Committee recommending utilized $15,000 out of the $133,000 surplus from the prior year for Equipment purchases ($5K) and Videos ($10K) for the TBID. Page 5 of 10 ALTERNATIVES: Change any of the proposals FISCAL IMPACT: The TBID will have a budgeted surplus (+2,088) and reducing the surplus of $133K by $15K, so the remaining surplus will be $118. Page 6 of 10  Twentynine Palms Tourism Business Improvement District 51-1013 TOURISM MARKETING BUDGET 2018-2019 2017-18 2017-18 2018-19 2018-19 Budget YTD Actual Budget Adj Budget REVENUE: Visit 29! Tourism Assessment Fee 1.5% (as of 6/30/2018) $150,000.00 $173,913.00 $200,000.00 200,000.00 REVENUE: Income from Merchandise for Resale $0.00 $0.00 $7,500.00 7,500.00 6348 TRAVEL SHOWS Budget YTD Actual Budget Budget Feb2019 LOS ANGELES Travel & Adventure Show (Feb.16-17, 2019) $3,270 paid $3,170.00 $3,270.00 Prepaid - Expenses: Booth Equipment 6'x42"Counter $170, Cartload In/Out $80 $350.00 $249.40 $250.00 250.00 Expenses: Hotel, Meals, Car, Gas, CCParking $1,600.00 $1,834.64 $2,000.00 2,000.00 Feb2020 LOS ANGELES Travel & Adventure Show 2020 (Prepay $3,270) $0.00 $0.00 $0.00 - Jan2019 SAN DIEGO Travel & Adventure Show, VisitCADeserts, Exp.$1,500 $1,200.00 $1,474.41 $0.00 - June2019 IPW (International) VisitCADeserts (Anaheim, June 1-5, 2019) Exp.$1,500 $0.00 $0.00 $0.00 - $6,320.00 $6,828.45 $2,250.00 2,250.00 6347 TRADE CONVENTIONS & ORGANIZATIONS Jan. CaliforniaTravelAssn. Membership (<$1M in tourism revenue = $450/yr.) $450.00 $495.00 $495.00 495.00 May/June CalTravelSummit ($699Reg+$85TBID+$85Dn=$869; Exp:Hotel,Meals,Car) $1,600.00 $2,422.59 $0.00 - May SanBernardinoCountyEDA TourismSummit (Expenses: Car/Gas) $300.00 $80.65 $100.00 100.00 Feb. Partnerships/OrganizationMemberships: Chambers 29P/YV/JT & Other $0.00 $315.00 $500.00 500.00 $2,350.00 $3,313.24 $1,095.00 1,095.00 6346 TOURISM PRINT ADS Nov. Sunset Magazine Travel Directory ad Dec/Jan-Feb-Mar ($1,750x3)(315K) $5,250.00 $5,250.00 $0.00 - Apr. California Road Trips , VisitCalifornia annual guide, T+L insert (1M) & web $3,250.00 $3,600.00 $3,600.00 3,600.00 $8,500.00 $8,850.00 $3,600.00 3,600.00 6345 REGIONAL PRINT ADS Jun-Jan. Desert Magazine, TheDesertSun, 1/4-pg ad ($485x6 issues) $2,910.00 $2,910.00 $0.00 - Mar. Hwy 62 Art Tours Catalog, Oct. full-page Patron Sonsor ad (10K) $1,250.00 $1,500.00 $1,500.00 1,500.00 Nov. "Off the Grid" Visitor Magazine (HDPublishing 1/4-pg ad @$195) $195.00 $195.00 $195.00 195.00 Apr. "Off the Grid" Visitor Magazine (HDPublishing 1/4-pg ad @$195) $175.50 $175.50 $195.00 195.00 Apr. Visitor's Digest (HDPublishing, Spring 1/2-pg ad @$275) $0.00 $275.00 $0.00 - Oct. BasinWide Spirit Magazine (1/4-pg x 4 @$175.50) Quarterly $0.00 $0.00 $702.00 702.00 Oct. CaliforniaWelcomeCenter, 29 Palms backlit panel ad,brochure,web ad+link $225.00 $225.00 $225.00 225.00 New: BILLBOARD ADS, Lamar (H62, I-10, I-15, static billboard or digital billboard) $0.00 $0.00 $6,000.00 6,000.00 $4,755.50 $5,280.50 $8,817.00 8,817.00 6241 MARKETING SUPPLIES Ongoing Office supplies/labels/printer ink/paper/envelopes/stamps/copies etc. $1,000.00 $176.07 $1,000.00 1,000.00 Marketing Giveaways (Pens1000@.32,StylusPens@.77;Totes@2.45) $1,225.00 $0.00 $1,000.00 1,000.00 Marketing Supplies: RackCard/display holders, bins, RoadrunnerShuttle etc. $60.00 $246.41 $500.00 500.00 Printing: Misc. (DrawingEntries30pads@50/pad=1,500/$50,Bkmarks500/$30) $80.00 $0.00 $50.00 50.00 Printing: Business cards (500@$34.80 V+R+5Board) $35.00 $69.60 $250.00 250.00 Marketing Equipment $3,000.00 $0.00 $3,000.00 (3,000.00) - $5,400.00 $492.08 $5,800.00 2,800.00 6356 INTERNET MARKETING & WEBSITE Internet Advertising, Social media ads across platforms ($500/mo) $16,875.00 $1.99 $6,000.00 (2,000.00) 4,000.00 Internet Marketing Software (Hootsuite,FinalCut,MusicLibrary,Photoshop) $0.00 $0.00 $2,000.00 (1,000.00) 1,000.00 Internet Marketing Supplies/Hardware $0.00 $0.00 $1,000.00 1,000.00 Internet Marketing, Bloggers, Influencers $0.00 $0.00 $2,000.00 2,000.00 Website Redesign, Consulting, Web fixes, tech updates, troubleshooting $10,285.00 $10,285.00 $2,000.00 2,000.00 Website, Wordpress & Plugins security updates $0.00 $0.00 $750.00 750.00 Website Hosting/Domain Renewal ($130.81Eli)(GoDaddy$538.92+$12.17) $0.00 $681.90 $550.00 550.00 ConstantContact Email Marketing (501-2500names) (Renew March/April) $540.00 $549.00 $550.00 550.00 Canceled TripAdvisor PremiumDestinationPrtn Mktg sponsorship+ads(May2018-2019) $5,500.00 $0.00 $0.00 - New: MCCS/MCAGCC LifeIn29 email ads $1600, MCCS website ads $1400 $0.00 $0.00 $3,000.00 3,000.00 New: Sunset Magazine, Desert Magazine digital/web ads (moved from print ads) $0.00 $0.00 $7,910.00 (2,910.00) 5,000.00 $33,200.00 $11,517.89 $25,760.00 19,850.00 6344 BROADCAST MEDIA Radio, TV, Pandora ads, Videos, Podcasts, etc. $0.00 $0.00 $5,000.00 5,000.00 $5,000.00 5,000.00 6371 SPONSORSHIPS Skys The Limit, BLM, NPS, Action 29Palms, 29P Art Gallery, Events, CVBs $0.00 $0.00 $8,000.00 8,000.00 MCCS/MCAGCC Sponsorship, event support/event giveaways $2,000.00 2,000.00 $10,000.00 10,000.00 6251 TRAVEL & ENTERTAINMENT Trainings, Training Travel Expenses, Travel writers/FAM tour hospitality $0.00 $0.00 $2,000.00 2,000.00 Page 7 of 10  $2,000.00 2,000.00 6340 MERCHANDISE FOR RESALE Postcards, T-Shirts, hats, souvenirs, swag with Visit 29! branding logo $0.00 $0.00 $5,000.00 5,000.00 $5,000.00 5,000.00 6353 CONTRACT SERVICES Marketing Director/Firm: Implement TBID Marketing Plan & Budget $0.00 $0.00 $100,000.00 60,000.00 Marketing Specialist (as of 7/31) $30,000.00 $24,200.00 85,000.00 Social Media Specialist (as of 7/31) $16,800.00 $11,157.43 $46,800.00 $35,357.43 $100,000.00 145,000.00 Tourism Marketing Subtotal: $107,325.50 $71,639.59 $169,322.00 205,412.00 6244 Contingency: Contingency Fund $10,000.00 $0.00 $10,000.00 (10,000.00) - TOTAL BUDGET: $117,325.50 $71,639.59 $179,322.00 205,412.00 Proposed Budget 2018-2019 -- TBID Approved 07/26/2018 Budget Surplus/Deficit 2,088.00 Page 8 of 10  Visit 29 Palms JNS Next Ala Carte Menu JNS Next looks forward to working with Visit 29 Palms and helping to grow visitation as well as awareness of this amazing destination. Below you will find an ala carte menu, a $50,000 annual package and a recommended package. Ala Carte Menu: SEO $12,000/ annual SEM $30,000/ annual Display $18,000/ annual Expedia $20,000/(total 4 months) Tripadvisor $20,000/(total 4 months) TravelZoo $15,000/(total 4 months) Social Media ads/ mgmt. $24,000/ annual Package A: SEO $12,000/ annual SEM $30,000/ annual Display $18,000/ annual Total: $60,000/ annual Recommended Package: SEO $12,000/ annual SEM $30,000/ annual Display $18,000/ annual Social Media ads/ mgmt. $24,000/ annual Total: $84,000/ annual Page 9 of 10 Company Overview: JNS is a full service boutique agency delivering a high impact mix of media buying power that leverages expertise, strategy and relationships while providing the spectrum of best-inclass creative services. All of which translates to exceptional value and results for clients. Staff Bio’s: Garry Sage, CEO/President A highly accomplished entrepreneur and media strategist, Garry Sage’s twenty-five years in advertising and marketing has forged a trail of success from the remote metropolis of Alaska to Southern California’s playground of the stars. Combined with his insider experience working for media conglomerates such as ABC and FOX, and his keen insight and ability to maximize audience and target market reach, Garry has led JNS Next to purchase and manage millions of regional and international advertising dollars, yielding profitable ROI for his clients. Andrew, Digital Marketing Manager Andrew is the digital guru of the bunch. His focus revolves around digital advertising planning and implementation, social media and website services for the agency and its clients. He holds an extensive background in development and management of websites, having started his own freelance business and the age of 16. Andrew also worked as a product intern for FoxSports.com, followed by a position as digital content manager for the Charlize Theron Africa Outreach Project. Most recently, he held a role as digital media manager for Palm Springs Desert Media for four years. Page 10 of 10