Okaloosa County BOCC — March 27, 2014 — reading text

Minutes Acceptance: Minutes of Feb 27, 2014 2:00 PM (Consider Okaloosa County Tourist Development Council Meeting Minutes (Dale The amount must be less than $35,000 and would require county administrator approval for all requests. Other revisions were also reviewed in detail. The bottom line remains the same, but allocations in each category changed. Discussion and consensus that the TDC Chairman would be notified of the “last minute deal” opportunity and the rest of the TDC notified as soon as possible thereafter. Motion to Approve Revised Ad Agency Strategic Marketing Plan as Provided RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Guidry SECONDER: Rice AYES: Peterson, Joyce, Gossom, Windes, Dixon, Rigdon i. Adopt In-House Strategic Marketing Plan - Ms. Dunworth went on to request the adoption of an In-House Strategic Marketing Plan. This plan would be focused on the southeastern U.S. specifically. She continued to review the suggested budget line-by- line. Some items of interest included the Marler Park expansion, Veteran’s Park, the Convention Center exhibition pad grand opening, a Film Commission marketing plan, website maintenance, and other marketing activities including chamber directories, ecotourism, geocaching, and “Last Minute Deals” with the same parameters as previously discussed. Motion to Adopt the In-House Strategic Marketing Plan as Provided RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Dixon SECONDER: Joyce AYES: Peterson, Rice, Windes, Rigdon, Guidry, Gossom j. Task Order 132, Brand Campaign Television Spots Ms. Dunworth requested approval for the cost of two new 30 second television spots, and two new 15 second spots, as provided for by the revised strategic marketing plan. Motion to Recommend Approval of Task Order 132 for Four Television Spots RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Dixon, Joyce, Peterson, Windes, Rigdon, Gossom Okaloosa County Tourist Development Department Page 7 of 9 Packet Pg. 9  1.a k. Visitors Guide The RFP issued by the Peter Mayer Agency drew three responses. The way in which Minutes Acceptance: Minutes of Feb 27, 2014 2:00 PM (Consider Okaloosa County Tourist Development Council Meeting Minutes (Dale the RFP was issued may not have been in compliance with County policy controls. The TDD will request Okaloosa County Purchasing reissue the RFP for the design, production and printing of a 2014-15 Visitors Guide. The TDD will issue a letter to current advertisers informing them the process has been delayed, but they will be allowed to be included and ad pricing should be offered at a similar rate. Motion to Recommend Okaloosa County Purchasing Bid the 2014-15 Visitors Guide Design, Production and Printing Services RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Peterson, Rice, Windes, Rigdon, Joyce, Gossom Beach Cleaning Contract - Discussion then moved to the beach cleaning contract. An emergency meeting was recently held where a 60-day emergency contract/order was entered into to support automated cleaning while litigation is ongoing. The award of the project on a more permanent basis will occur as soon as an agreement can be reached. The company, Sandman Beach Services, has already started cleaning the beaches and will do so through April 30 in order to ensure everything is in place for the season. Motion to Recommend Approving the Emergency Beach Cleaning Contract RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Rice SECONDER: Guidry AYES: Dixon, Joyce, Peterson, Windes, Rigdon, Gossom Mr. Guidry then turned the conversation to funding for this year’s Hog Rally in October. Groups requesting funding, who have received it previously, have 60 days after the first event to file a report. The organizers of the Hog Rally failed to do so and therefore; had their application declined this year. Discussion centered on whether there should be a waiver to the rule or not. Mr. Windes stated he doesn’t want to have any part in bending the rules. Mr. Rigdon agreed. Ms. Joyce stated she knows the Island has a lot to lose if this group does not come, but she agreed they need to follow the rules. Mr. Dan Martin, Pelican Beach Condos commented about the Smith Travel Research report, questioning if the percentage of collections that is garnered from the industry Okaloosa County Tourist Development Department Page 8 of 9 Packet Pg. 10  1.a (12% out of collections from the 18 properties) is worth the amount of money being put out by the county. Minutes Acceptance: Minutes of Feb 27, 2014 2:00 PM (Consider Okaloosa County Tourist Development Council Meeting Minutes (Dale Greg Abel, Big Kahuna’s, questioned if the TDC was making a recommendation to award the Convention Center catering contract to Aramark. He asked for clarification if no agreement could be reached with Aramark, does the County then contact the second ranked company. Chet Reeves, Morningstar Catering, asked how the selection committee for the catering contract was appointed. Ms. Hoshihara answered the BCC selects the members and would include the individuals who are specific to the project. Jose Garcia, Northwest Florida Boricuas, has hosted the local annual Latin Salsa Festival for 7 years now, asking how to find event funding information. His event brings between 4-6,000 people to the area. He was introduced to Kendra Nixon to guide him through the process. X. Adjourn Mr. Peterson adjourned the meeting at 4:40 p.m. The next meeting will be held March 27 at 2:00 p.m. in the Emerald Coast Convention Center. APPROVED: APPROVED: By: By: Name: Dale E. Peterson Name: Ed Schroeder Title: Chairman Title: Director, Tourist Development Dept. Date: Date: APPR Okaloosa County Tourist Development Department Page 9 of 9 Packet Pg. 11  2.a Tourist Development Council Meeting: 03/27/14 02:00 PM 1540 Miracle Strip Parkway Department: Tourist Development Council Fort Walton Beach, FL 32548 Category: Report Prepared By: Aida Wilkinson SCHEDULED Initiator: Aida Wilkinson Sponsors: TDC ITEM (ID # 2659) DOC ID: 2659 February Month End Lodging Reports from Smith Travel Research Updated: 3/24/2014 5:47 PM by Aida Wilkinson Page 1 Packet Pg. 12  2.a.1 ADR 2004-2013 Attachment: II.a. February Month End Lodging (2659 : February Month End Lodging Emerald Coast Average Daily Hotel Lodging Rate 2004 -2013 $150 $130 $117.48 $119.87 $122.13 $117.40 $113.04 $106.63 $109.91 $106.15 $110 $97.00 $89.62 $90 $70 $50 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Source: Smith Travel Research, Inc. Republication or Other Re-Use of this Data without the express written permission of STR is strictly prohibited. Packet Pg. 13  2.a.1 AVERAGE DAILY RATE Attachment: II.a. February Month End Lodging (2659 : February Month End Lodging Room revenue divided by rooms sold, displayed as the average rental rate for a single room. $250.00 Emerald Coast Average Daily Hotel Lodging Rate $230.00 $210.00 $190.00 $170.00 $150.00 $130.00 $110.00 $83.66 $90.00 $76.69 $70.00 $50.00 $30.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2010 $71.93 $77.30 $110.14 $120.62 $128.40 $157.45 $147.47 $113.41 $102.78 $93.78 $77.43 $73.12 2011 $72.53 $75.67 $113.41 $124.73 $133.68 $163.26 $171.81 $128.14 $108.94 $102.81 $82.93 $78.59 2012 $74.09