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 Thursday, September 5, 2019 SPECIAL MEETING AGENDA 3:30 P. M. CALL TO ORDER Pledge of Allegiance. Roll Call. CHANGES TO THE AGENDA PRESENTATIONS BUSINESS 1. Approval of TBID Meeting Minutes for July 18,2019 and August 22,2019. 3-9 Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting - 18 Jul 2019 - Minutes - Pdf Twentynine Palms Tourism Business Improvement District Meeting - 22 Aug 2019 - Minutes - Pdf PUBLIC COMMENTS DISCUSSION AND POTENTIAL ACTION ITEMS 2. Southwest Stories Sponsorship 11 - 12 RECOMMENDATION: The sub-committee has reviewed and discussed Southwest Stories, Season 3 sponsorship opportunities and recommends revisiting this proposal later in the year when it can be incorporated into the TBID’s new partnership program. Southwest Stories Sponsorship - Pdf Page 1 of 12  3. Quarter 1 - (October - December) Marketing Strategy and Programs. • Holiday Events and Promotions • Health and Wellness/Outdoor Recreation 4. Timeline, Budget and Strategy for Broadcast Media Programs. 5. Timeline for Partnership Program Development and Rollout. 6. 2019-20 TBID Meeting Schedule, Format and Participation. BOARDMEMBER COMMENTS DIRECTOR OF MARKETING COMMENTS FUTURE BOARDMEMBER INITIATED ITEMS ADJOURNMENT 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 5:00 p.m., August 29, 2019. Cindy Villescas CMC, City Clerk Time/Date Page 2 of 12  TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT SPECIAL MEETING MINUTES City Hall, 6136 Adobe Road, Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org July 18, 2019 CALL TO ORDER - Chair Mehta called the meeting to order at 3:31 P.M. Pledge of Allegiance - City Manager Luckino led the Pledge of Allegiance. Roll Call - The following Advisory Boardmembers were present: Grunt, Maharaj, Mehta. CHANGES TO THE AGENDA Director of Marketing Dusastre notified the Advisory Board that Gail Silverman a representative of Bhakti Fest was in attendance and would be added as a presenter at this meeting. PRESENTATIONS 1. Bhakti Fest, Gail Silverman, Co-Producer/VP Sales and Marketing Ms. Silverman introduced both herself and festival Co-Producer Bella Silberfein. She shared how excited they are to be bringing the festival to Twentynine Palms this fall. Ms. Silverman shared an overview of what the festival experience is like and what kind of people attend. She mentioned the planning process with City staff and the staff at Roadrunner Dunes golf course was going very well. The new venue in Twentynine Palms will open up some new possibilities for workshops and art installations. Ms. Silverman hopes to see everyone from the community come out and enjoy the festival. 2. JNS Next, Andrew Portener Mr. Portener shared with the TBID Boardmembers an overview of the June results for the night sky themed digital display ads and search engine marketing campaigns, as well as the work being done to improve the search engine optimization of the website. BUSINESS 3. Approval of Tourism Business Improvement District Meeting Minutes for May 9, 2019 and July 11, 2019. A motion was made to approve the meeting minutes for May 9, 2019 and July 11, 2019. Motion to Approve: Chair Mehta All in favor: Boardmember Grunt, Boardmember Maharaj PUBLIC COMMENTS - None DISCUSSION AND POTENTIAL ACTION ITEMS 4. Sky's The Limit Observatory and Nature Center - Sponsorship Opportunity RECOMMENDATION: Review and Approve the sponsorship. Page 1 of 3 Page 3 of 12  Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting July 18, 2019 Sky’s The Limit Observatory and Nature Center (STL) representative Jerry Mattos presented a sponsorship request to the TBID Boardmembers in the amount of $4,000 in order to support the ongoing operations and program development at STL. Board Chair Mehta made a recommendation for Jerry Matos to schedule a meeting with Director of Marketing Dusastre to further discuss and develop a list of deliverables the Sky’s The Limit will provide in exchange for the sponsorship dollars. Mehta recommends this meeting be scheduled soon, allowing for the sponsorship package to be represented at the TBID Boardmember meeting next month. All in favor of recommendation: Boardmember Grunt, Boardmember Maharaj, Chair Mehta. 5. Friends of Joshua Tree/Climb Smart 2019 - Sponsorship Opportunity RECOMMENDATION: Review and Approve the sponsorship. Director of Marketing Dusastre presented the Boardmembers with a $400 sponsorship opportunity to support the upcoming Climb Smart festival taking place in Joshua Tree in October. The sponsorship deal provides Visit 29 Palms with a booth at the festival and great outreach opportunity for first time climbers as well as visitors to the area, plus acknowledgement of sponsorship on event posters including the Friends of Joshua Tree website. Motion to pass: Chair Mehta All in favor: Boardmember Grunt, Boardmember Maharaj 6. Action 29 Palms - Sponsorship Opportunity - Sponsorship Opportunity RECOMMENDATION: Review and Approve the sponsorship. Action 29 Palms representative LeeAnn Clarke presented the sponsorship opportunity to TBID Boardmembers, seeking $1,500 to cover the print costs of the newly updated Oasis of Murals brochure. Motion to pass: Boardmember Maharaj. All in favor: Boardmember Grunt, Chair Mehta. 7. 2019-2020 Tourism Business Improvement District Marketing Plan and Budget. RECOMMENDATION: Review and approve the Marketing Plan and Budget for 2019-2020. Director of Marketing Dusastre presented to the TBID Boardmembers the updated marketing plan and budget for 2019-20, talking through the updates and changes and budget. Motion to approve: Chair Mehta All in favor: Boardmember Grunt, Boardmember Maharaj. 8. JNS Next - 2019-20 Proposal RECOMMENDATION: Review and Approve proposal. JNS Next representative Andrew Portener presented to the TBID Boardmember three proposals for contract services in 2019-20, the first option being a continuation of the same budget and plan as current year, the second option being the same budget but with a wider variety of services, and the third option being an increased budget with a larger collection of services. After a group discussion the motion was made to maintain the same budget for an $60,000 annual contract, and a wider mix of services to include incorporate blogger/influencers. Motion to approve: Chair Mehta All in favor: Boardmember Grunt, Boardmember Maharaj. BOARDMEMBER COMMENTS - None Page 2 of 3 Page 4 of 12  Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting July 18, 2019 DIRECTOR OF MARKETING COMMENTS - None FUTURE BOARDMEMBER INITIATED ITEMS 1. Guide business development 2. Partnership programs 3. Night sky ordinance Next Meeting: Thursday, August 22, 2019. ADJOURNMENT - Chair Mehta adjourned the meeting at 5:31 p.m. Respectfully Submitted, Breanne Dusastre Director of Marketing Page 3 of 3 Page 5 of 12 Page 6 of 12  TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT REGULAR MEETING MINUTES City Hall, 6136 Adobe Road, Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org August 22, 2019 CALL TO ORDER - Chair Mehta called the meeting to order at 3:35 p.m . Pledge of Allegiance - Boardmember Grunt led the Pledge of Allegiance. Roll Call - The following Advisory Boardmembers were present: Grunt, Maharaj, Mehta. CHANGES TO AGENDA - None PRESENTATIONS 1. Presentation by JNS Next Andrew Portener from JNS Next presentation reporting the current results for the TBID Digital Marketing campaign. BUSINESS Director of Marketing Dusastre announced to the TBID Advisory Board the resignation of Vice Chair Ann Congdon which was received in writing on July 29, 2019 and she also announced the receipt of the resignation of Boardmember Maria Quinteros prior to the meeting August 22, 2019. The TBID Advisory Board will send notices to all Tourism Business Improvement District Partners inviting them to apply for the two vacant seats on the board. PUBLIC COMMENTS - None DISCUSSION AND POTENTIAL ACTION ITEM 2. Sky’s The Limit Observatory and Nature Center sponsorship After a brief discussion the Board moved to make a motion to approve the Sky's the Limit Observatory and Nature Center Sponsorship. A motion to approve was made by: Boardmember Grunt All in favor vote: Boardmember Maharaj, Chair Mehta 3. Southwest Stories partnership opportunity Chair Mehta recommended the development of a sub-committee to discuss in further details the Southwest Stories Partnership Opportunity. The sub-committee will be made up of Boardmember Grunt and Boardmember Maharaj. 4. Review and discuss Visit 29 Palms visitor map The TBID Advisory Board has received feedback in regards to the Visit 29 Palms Visitor Map. All responses have been positive with the exception to one hotel. Hospitality staff and hotel guests are finding the map to be a helpful Page 1 of 3 Page 7 of 12  Twentynine Palms Tourism Business Improvement District Meeting August 22, 2019 guide for finding attractions, restaurants and shops in Twentynine Palms. The board discussed the feedback from Fairfield Inn and Suites and determined that the new map should remain as is. The Advisory Board suggested once a partnership program is developed expanded a restaurant guides should be created. 5. Budget for Marketing Materials for upcoming events After a brief discussion the direction from the TBID Advisory Board is to move forward on digital displays rather than pop-up banners/backdrops, and to also move forward with ordering stickers for booth giveaways and branded t-shirts for event staff. 6. Review and Discuss April – June TOT/TBID results Director of Marketing Dusastre presented the April – June TOT/TBID results. She mentioned that they are comparable to last year, and show the continuing trend of increased revenue coming in from vacation home rentals and slight decrease from the hotels. The projections for June and July are expected to also be comparable to last year, and it is expected that there will be increased room demand in September driven by the three upcoming major events in Twentynine Palms. 7. Review and Discuss strategy for 2019-20 open sponsorship call The advisory board would like to see open calls for sponsorships made on a quarterly basis: October, January, April, July. 8. 2019-20 Tourism Marketing Plan and Budget presentation to City Council Boardmember Maharaj and Boardmember Grunt will join Director of Marketing Dusastre at the August 27, City Council meeting. The City of Twentynine Palms City Council will hear an overview of the budget and plan for next year, along with a summary of goals and accomplishments from the 2018-19 year. BOARDMEMBER COMMENTS Boardmember Maharaj shared exciting news that she had been contacted by Dark Sky Travels magazine, and had helped contribute content for a special Joshua Tree National Park spotlight in the latest issue. This is a UK based digital publication that produces very professional content for night sky photographers, and will earn Twentynine Palms some great new exposure in international markets. Boardmember Maharaj made the recommendation that a link to this magazine be added to the Visit29.org website. DIRECTOR OF MARKETING COMMENTS Director of Marketing Dusastre shared highlights from work done from July through August • Finalized budget and plan for 2019-2020 • Outreach and recruiting - TBID board position and Visitor Center staff • Visitor Center coverage/admin (3x/week) • Visit California editorial pitches and 2019-20 editorial calendar • Hotel outreach – feedback on visitor map, event sponsorship, fall forecasts • Fall festival season - media releases, editorial pitches, sponsorship support, paid social media • Ongoing website work – improving hotel listings, improving signature event listings, publishing blog content FUTURE BOARDMEMBER INITIATED ITEMS 1. Quarterly e-news to partners Page 2 of 3 Page 8 of 12  Twentynine Palms Tourism Business Improvement District Meeting August 22, 2019 2. Visitor Center recruiting and training 3. Visitor Center displays and retail 4. Event planning - 25th anniversary of CDPA 5. Event coverage - JTNP Art Expo, Night Sky Festival, Bhakti Fest 6. Website – build partner section for access to quarterly reports, marketing plan and budget, creative assets. Embed YouTube videos. 7. Copywrite/trademark new tourism logo 8. Deliver Visit 29 content for Sky’s The Limit website ADJOURNMENT - Chair Mehta adjourned the meeting at 5:40 p.m. Respectfully Submitted, Breanne Dusastre Director of Marketing Page 3 of 3 Page 9 of 12 Page 10 of 12  STAFF REPORT TO: TBID Boardmembers FROM: Director of Marketing FOR MEETING: Sep 05 2019 SUBJECT: Southwest Stories Sponsorship RECOMMENDATION: The sub-committee has reviewed and discussed Southwest Stories, Season 3 sponsorship opportunities and recommends revisiting this proposal later in the year when it can be incorporated into the TBID’s new partnership program. ORDER OF PROCEDURE: Request Staff Report (Director of Marketing) Board Questions of Staff Board Discussion Motion/Second Discussion of Motion Call the Question BACKGROUND: Southwest Stories is a travel television series produced by Sun Runner Media (Steve Brown), Turquoise Multi- Media (Spelman Evans Downer), and Knowledge Tree Films (Kevin Marcus). Season 3 of Southwest Stories is building upon the previous two seasons. Steve Rushingwind is joining Steve Brown as co-host, bringing a Native American perspective to the show and adding even more live music and art possibilities to the show. Season 3 in pre-production currently, with shoots slated to begin in late September. The first episode or two will be shot in the hi-desert where the friendship between our co-hosts began. Shooting locally provides us with the opportunity to keep shoot costs low for these episodes as we have a lodging partner for at least one episode, Thunderbird Lodge Retreat, and travel costs are low. One or two episodes will be filmed in the area, depending upon support. Sponsorship opportunities have been discounted to allow more local participation. Sponsorship & Underwriting Fundamentals: • Sponsorship and underwriting for Southwest Stories must comply with PBS standards. • Sponsors have promotional spots at the beginning and end of each episode. There can be a maximum of 12 spots for each episode. • Promotional spots can be approximately 10 seconds, 15 seconds, or 30 seconds in length. • For the hi-desert episodes, promotional spots have been reduced to make them more accessible for local businesses. PBS Sponsor Options: • Single 10 second promotional spot: $1,000 • Front/Back 10 second promotional spot: $2,000 Page 11 of 12 • Single 15 second promotional spot: $1,500 • Front/Back 15 second promotional spot: #3,000 • Single 30 second promotional spot: $3,000 • Front/Back 30 second promotional spot: $6,000 • Choose any option above for one or two episodes. Each episode is half an hour in length (26:46) and will be: • Broadcast on KVCR PBS TV across southern California to 5.7 million households/18 million people. • Distributed nationally to all 350 PBS TV stations with 90 million monthly viewers. KVCR will act as program liaison to ensure stations broadcast the show in the best time slots available. • Distributed nationally for all 350 PBS TV stations to include in their online content and OTT TV (Roku, Apple TV, Amazon Fire, etc.) and on their websites. • Featured on the Southwest Stories Roku channel, available free to all 40 million monthly users. • Featured on the Southwest Stories YouTube and Vimeo channels, website, and social media. Episodes may be embedded on websites, including sponsor, underwriter, and partner websites. • Episodes may be segmented into individual features, providing shorter content for Roku, YouTube, Vimeo, website, and social media. Features may be embedded on websites and social media by others. • Additional features may be created from material shot but not included in episodes. This includes extended interviews, destination spotlights, sponsor and partner features, full performances, personality profiles, dining/ shopping/lodging features, etc. These features will be included in content for Roku, YouTube, Vimeo, websites and social media. • B-roll and branded custom videos available for an additional fee. • Episodes and features may be subtitled in 15 additional languages for an additional fee. The sub-committee would like to see a full episode dedicated to the City of 29 Palms but feels as a $12,000 investment it would be too rushed to pursue this September. ENVIRONMENTAL: N/A ALTERNATIVES: Fund the project FISCAL IMPACT: $12,000 Page 12 of 12