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HomeMy Public PortalAbout160_020_December Board minutes 2013 Tybee Island Tourism Council Board of Directors Meeting Minutes December 11, 2013 Attending Members Staff Wanda Doyle Liz Hood Don Ernst Kim Webster Belinda Flanigan Amy Gaster Guests Keith Gay, chairman Diane Kaufman Robert Bryson Susan Kelleher Jim Day Tracy McMahon Melissa Yao Hille Chantel Morton Monty Parks Joshua Navon Joe Marinelli Jerry Onyskiw Sanjay Patel Harry Spirides Greg Stoeffler Non-attending Members Cullen Chambers Bill Dickinson Melissa Memory Maria Procopio Keith Gay called the meeting to order at 9:05 a.m. 1. Preliminary Business A. Minutes for approval: November 13th Board Meeting Minutes, and Advertising Meeting on 11/19/13 Amy made a motion to approve all the minutes, seconded by Sanjay. Motion carried with all in favor. B. 2014 Budget: Melissa reviewed the budget for the board, noting that a $36,000 typo in the margin should be deleted. a. In revenues, room tax is up 3% this year, with a 3% increase expected for 2014. b. In expenses, the internet budget is currently being reviewed with production, SEO and other costs higher because they were realigned into more appropriate line items for tracking purposes. c. Sales will show Kim attending more trade shows with Visit Savannah. d. Spending for the website will increase to improve, modernize and make it faster for visitor usage. Amy made a motion to approve the 2014 budget, seconded by Belinda. Motion carried with all in favor. C. 2014 TITC Board of Directors: Keith reminded the board that the absentee policy allows removal of board members after two unexcused absences and thanked those present for an outstanding turnout for the meeting. a. Amy thanked Diane, Sanjay and Tracy for agreeing to serve another term on the board. Keith has agreed to serve another term as chair, and Amy will again serve as past board chair. Belinda made a motion to approve the board and officer renewals, seconded by Harry. Motion carried with all in favor. D. Visit Tybee Report: Kim reported DeVivo Marketing has requested more partner stories and photos for SEC in Twitter, Facebook, Instagram, Pinterest and blogs. Forward any to Melissa Yao Hille at: Melissa @myagencysavannah.com and she will spruce them up and get posted. She noted any photos will require a signed photo release from those shown. Now is the time to post special offers as people decide their winter travel. a. Charissa is handling Facebook for us. b. The Executive Committee asked Melissa's team to handle all advertising in the interim until a director is hired, and for a period afterwards. E. Public Relations Report: Kim said Abshire reported the end of November we have passed the $1 million mark for ROI (dollar value of total inches in publications for photos and editorial copy). A first quarter 2014 contract has been signed with Abshire, with the remainder of the year on hold until a new director is hired. F. New Creative Report- Melissa Yao Hille a. Melissa reported all 2014 annual ads have been placed. Keith said our ad in the 2014 Savannah guide "really pops". b. The billboard is being designed; the Pirate Fest billboard will be changed out later in the year. c. The vacation planner is receiving new creative and next year she suggested businesses be allowed to make factual changes only, as total rewrites of their descriptions has brought printing delays. d. The new photo shoot has not been done, and should be delayed to spring as this is not a good time to showcase the island. G. Financial Report- Kim Webster a. October year to date ended with revenues over expenses of $138,100, net income of $69,625 for a positive variance of $68,475. b. Room tax revenue is $689,212 through October. c. Special event revenue is unfavorable due to shifting Pirate Fest to SEABAR. d. Personnel costs are $4,509 lower due to open staff positions. e. Travel and entertainment is unfavorable $4,154 due to moving trade shows. f. Postage is higher due to shipping more vacation planners this year. g. Dues and subscriptions are under budget by $1,272. Motion by Amy, to approve the financial reports, seconded by Belinda. The motion carried with all in favor. H. Marketing Report: Melissa covered all details earlier in the meeting. I. Tybee Visitor Center/Operations and Sales Report- Kim Webster a. Kim reported visitation down 4%for 2013 for walk-ins. The number of vacation planners distributed has increased with a goal of using all before the new ones arrive. She thanked Liz for helping out with projects during the staff shortage. b. Joe reported similar number for the Savannah visitor centers, while the number of web visits has increased as people use technology more. c. Joe is taking the lead on applicants for the director's position and the job opening is posted with Visit Savannah, the Savannah Chamber of Commerce, Creative Coast, Georgia Convention and Visitor Bureaus, and Destination Marketing Association International. d. Closing date for applications is December 15th. Joe will shortlist applicants to 5-6 persons and discuss them with Keith and Amy. Non-locals may be contacted by Skype, with on-site interviews set for January. e. Joe asked the board to be open minded to candidates from outside Tybee Island and Savannah and to see this as an opportunity to hire a tourism/marketing specialist to take Tybee tourism to a new level. f. Restaurant Week: Tracy asked about progress and Kim reported six restaurants are confirmed, with four verbal commitments. 1 . Menus are being posted on the Tybee Restaurant Week website as received. 2. Liz has distributed restaurant week posters island-wide and will start on Wilmington Island next week. 3. Tracy asked if the $10,000 in marketing included a food photo shoot, which was confirmed by Kim. 4. Wanda confirmed she will get 100 parking passes for the event. 5. Kim said Casey completed all marketing collaterals/ads prior to leaving and ad placement will begin January 2nd. 6. Blogs will be posted for six weeks. J. Designee Reports a. Visit Savannah -Joe reported hotel/motel tax for October in Savannah was up 7% and 2013 was another record year for room nights in Savannah. 1. Jet Blue announced a February 14th start date with presales higher than expected. 2. Visit Savannah was in New York recently for the annual media week. 3. Conventions are up by 9,000 rooms for 2014 already. 4. Savannah historic district saw 800 occupancy in August. 5. In response to a question on retail/restaurant sales, he said Savannah does not have a retail or restaurant association to track numbers. 6. Keith applauded the work of the Tourism Leadership Council in producing the recent Savannah Food and Wine Festival. b. Tybee Police Department- 1. Kim thanked Chief Robert Bryson for attending the meeting. She said the economic impact study has been on hold for six months until the traffic counter is purchased and installed and 365 straight days of counts may be made. 2. Chief Bryson said the city is awaiting a permit from GDOT to allow an imbedded traffic counter to be installed on Highway 80. A. He said a lot of misinformation concerning the purchase of the tag readers has been distributed and that both Chatham County and Savannah use them. B. Since council voted against the purchase due to public dislike, the new system is being pursued to provide accurate traffic counts 24/7. C. He told Kim TITC can look online for specific days or traffic counts as needed. The highest traffic count day was 19,000 during Orange Crush. D. Wanda said $29,000 was approved for the original tag reader, and the imbedded system will cost only about $10,000. E. Amy noted the TITC wanted a traffic counter to track high traffic days on the island and some special events/weekends to allow TITC to alert businesses to seasonal patterns so they can staff up and be prepared. F. Kim said the traffic study was supposed to have started in August, and is now delayed until the new system is purchased and installed, although beach surveys were done over the summer. c. Press Conference-A press conference to launch the new Tybee creative and logo to the press will be held at 11 a.m. at the Tybee Lighthouse. Abshire PR is coordinating along with Kim and Melissa. d. There will be an Oyster Roast at the Westin tonight open to all Chamber of commerce members. e. The Visit Savannah/Tourism Leadership Council holiday party is tomorrow night. f. City of Tybee Update -Wanda Doyle 1. She said the Roundtable with TITC and City Council has been postponed until after the holidays. It will be held Wednesday, January 8th at 3:30 p.m. at Ocean Plaza hotel. 2. The South End Policies and Procedures pertaining to awnings will be on the next council agenda. 3. Wanda reported a 92% increase in island recycling this year! 4. A proposal by Councilman Bill Garbett will be on the council agenda also. It proposes increasing hotel/motel tax by 2% earmarked for beach Renourishment. While the city is confident in the SPLOST, federal and state budgets for beach Renourishment now, down the road this would provide additional revenue for the project. The referendum may also cover beach improvements such as a new bathhouse. Once a plan is established, a resolution would need to pass the state legislature for approval. 5. Joe said he is serving on the state hotel/motel tax collection review board and it is important for the city to clearly develop a plan for what the money will fund, which is not now in place. 6. Wanda said she is also working with Stacy Jarrell of the Tybee Wedding Chapel on funding sources if consider the chapel a convention center with the new expansion underway. Ocean Plaza is also considering an expansion to their conference capacity. 7. Both Amy and Susan expressed concern on the need for business dialogue to work together for a strategic plan which can gain community support. 8. Harry asked Wanda to review how the sand is dredged and if south end sandbar could be used. Wanda said a meeting with the Beach Task Force will be held on ways to proceed. Keith asked if we have a representative on the Beach Task Force. Greg said he has attended meetings in the past. 9. Jerry thanked Wanda and Monty for attending the TITC meeting and for their support of tourism. g. Main Street Program Update -Chantel Morton 1 . The proposed reactivation of the Downtown Development Authority will be on the next council agenda. The DDA is another tool for the city and business owners to use to take advantage of low interest loans and funding sources for Main Street improvements. 2. The South End Policies and Procedures may be changed to allow awnings and canopies up to 48 inches wide be installed. Wanda questioned why it has been reduced from the original request of 72 inches and will research it. Chantel said the wider awnings will provide shade and be attractive to tourists for outside dining. 3. The Savannah/Tybee shuttle has announced reduction in service due to federal funding cutbacks. The new schedule will be Thursday through Saturday only. A shuttle wrap with photos will enhance the visibility of the shuttle. Inside ad space is available, but no outside ads are allowed. 4. Recent events: Last weekend included Tybee for the Holidays, the Annual Christmas Tree lighting and parade. She thanked Liz for help in contacting restaurants for their holiday hours. The Community of Giving campaign at local businesses is resulting in donations to Toys for Tots, the Humane Society, and the Rising Tyde Food Pantry. 5. Third Thursdays Concerts for 2014 has issued a call for artists. K. Old Business- none. L. New Business- 2014 Board Meeting Dates. Keith polled the board on their preference for meeting dates in 2014. With no request for any changes, meetings will remain on second Wednesdays at 9:00 a.m. at the Old School. M. Announcements: a. American Legion Ribeye Dinner Sunday from 1-3 p.m. b. New Year's Eve Fireworks - December 31St at midnight. c. Visit Tybee Press Conference -Tuesday, January 14th at 11 a.m. at the Tybee Lighthouse. All board members invited to attend. d. Tybee Arts Association - Bling it On, their first all jewelry show and sale, December 14th, 10 a.m.-6 p.m. at the TAA building. Meeting adjourned at 11:10 a.m.