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HomeMy WebLinkAboutM090809 TCC Meeting Minutes, 9-8-09 10:00 am at Elk Meadows B&B, Brinnon Attendees included Bill Roney, Crystal Hudson, Joy Baisch, Mari Phillips for Larry McKeehen, Lisa Brush, Bud Shindly, Carol Woodley and Kitti deLong. Miriam Villiard and Anna Matsche attended via phone. Excused were Francis Rawski, Larry McKeehen, John Austin. Minutes It was pointed out that the Aug. 31 date for submission of the 2010 Requested Budget Summary was not right, will be changed to September 18. Crystal moved to accept minutes with change, Bill seconded. Passed unanimously. Financials This month so far, the only invoice is for Admin Services, which will be presented shortly, and we expect an invoice from OPTC. Kitti will verify when billing for design for the new travel planner will occur. Crystal moved to accept the Financial Report. Bill seconded. Passed unanimously. Additions – None Commissioner’s Update – John Austin This matter was moved to the next meeting. LTAC – It was noted that the LTAC Income for Spokane was down 17%, Seattle was down 4%. Thurston and Clark Counties were okay. Considering the state of the economy, our income was good for June considering the fact that the Hood Canal Bridge was closed during the month of June. Consensus opinion is that we are doing a good job with our promotions. Deborah Black’s Presentation of Fall Campaign Options Debbie presented three options, attached. The earliest the promotions can start would be September 14 for eight weeks. Have changed radio stations as per direction from the OPVC and TCC partners. Have scheduled some time for outreach to retailers. As to when the promotions should start, Bill felt that September took care of itself. Discussion about pushing everything back to October. Debbie reminded us that there are a lot of events happening on the Peninsula during late September and early October. She has tentatively slated the Journal ads and articles for October and November. Radio Options: Washington State Tourism Department is doing a radio promotion th using two top-rated radio stations, KWRM and KJR, that run through the 20 of September. Both of these stations are expensive but are top outreach for the age bracket 35-50. There would be a better value if we take advantage of streaming with KWRM, which is very cost effective. Option One has 60 second spots, 300 streaming spots over six weeks (50 spots per week) with 315,000 listeners per week. Some spots will be run during the Delilah Show, and on Saturdays, also. Includes one web banner on their website. Covers Vancouver, BC, to Centralia, Cascades westward. We would have an opportunity to do a one-week give away of five packages. KJR is also expensive. To get the best value, we would want to “Own a Day” like Monday. Comes with 30 second and 15 second spots. There is a better rate for advertising earlier in the week. Each of the options has included advertising in the Journals, which have increased their territory dramatically: now includes Queen Ann, Woodinville, South Everett all the way down to U District and now are printing on new stock and have reduced their prices. Are revamping zoning and rates so we can get a better rate. The Journals will print articles to accompany our ads. Will be running a feature on hikes in October and November. Seattle Dining is running special advertising packages where we will get one on- line ad, an image and a link. Will appear for one month on a special advertiser’s page, and then is email-blasted to 15,000+ subscribers in October and November, for $200 per month. Debbie has also submitted time for researching and taking advantage of niche groups, and for initial contact with retailers. She has also included time for copy writing. We can reuse last fall’s banner for a cost-savings. Option Two is the option where we will still be working with the same radio station but have cut down the schedule to include another radio station, KUOW, with 350,000 listeners primarily in King County. We would also get a matching number of ads that we purchase that would extend our reach into the South Sound. In response to the question about whether KXOT and KUOW are possibly the same, Debbie will look that up. On each schedule, there is a little bit that Debbie has listed for other opportunities for possible ads in niche group newsletters, etc. Option Three: KWRM was the number one station on a number of different charts for 35+ year old listeners. Drop KJR and replace with KING-FM, a classic radio station. Last year, KJR had live interviews with Sean McClain which were very popular, 10 fun facts about the Peninsula were popular, and we offered a grand prize giveaway. Rates at KING FM are a little more cost effective than KJR, and we would use a Wednesday thru Sunday schedule. King FM only does 60 second spots, broadcasts Vancouver to Vancouver, and are in Victoria, also. Joy asked if the Journals are pulling as much as the radio stations. Debbie answered that we don’t know but we get the additional opportunity to provide an article with our ad. The Journals have a lot of information about what is going on in the area, people tend to keep them for quite a while, and they target the high income level. In regard to changing to King from KJR, Debbie stated that KJR has tended to over-deliver for us, that Sean McClain’s spots have been wonderful with background audio, fun facts. With KING, we could be advertising during prime driving time. KJR has classic hits, R&B, four spots on Monday only. Debbie feels KING-FM is a really good value. Since KWRM is #1 and KJR is #2, Debbie felt that we should keep one of those stations. There is still pending the possible $3,000 by partnering with Port Townsend. Christina Pivarnik is still waiting but does not know if those funds are available until later this week. Anna asked if the music is the same on KWRM and KJR. Debbie said that KWRM plays soft contemporary and KJR plays classic hits. Discussion about a possible FAM Tour, REI’s travel group, winter diving and biking. Debbie felt she needed to learn more about biking on the Peninsula. Someone suggested ptbikes.org or .com. ACTION ITEM: Joy will send Debbie Black contact info for a person who knows all about diving on the Peninsula. In discussing which option seems to fit what we need best, Debbie recommended option three since it would have the streaming and would also have Sean McClain. Bud asked if the $3,000 from Port Townsend would be used for regional promotion. The answer was yes. rd The Journal ad needs to be in by the 23 of September. They will design the ad at no charge. Seattle Dining would need copy by the first week of October. ACTION ITEM: Kitti will have Erin in Commissioner’s office send 2010 Budget Packets to Joy, Carol Woodley, Bud, Mari Philips. Note: Larry McKeehen will be leaving the TCC Board. Mari Phillips is his second now. Note: Erin Lundgren now replaces Julie Mathes on our contact list for the Commissioner’s Office. ACTION ITEM: Kitti will update Member and Friends list and send out to all. Kitti will also send out the most recent copy of Bylaws to all members. ACTION ITEM: Add to the next agenda a discussion about Bylaws, and adding that outgoing members will be required to transfer all records to their incoming replacement. ACTION ITEM: Kitti will check with the Commissioner’s office to find out how the TCC Membership changed in the past from the original 10 members that included the Quilcene Historical Museum and the Jefferson County Historical Society to the current eight members. Discussion about Larry’s McKeehen’s announcement that he needs to leave the TCC. Mari Phillips is Larry’s alternate and replacement. Lisa Brush will be her alternate. Mari and Lisa will submit a Letter of Interest to the Board of Commissioners. The Bylaws need to be changed to have a formal system of alternates and we need to spell out that the alternate can step in during the absence of the Board Member and have the authority to vote during a meeting. OPTC – Joy All tourism info for the Travel Planner needs to be submitted immediately. Festivals and events need to be checked. Need new photos. And need to add historic barns and sites. The Waterfall Trail Brochure and the Travel Planner will both be reprinted without any changes in order to have some available for the Olympics. Members will check the Travel Planner for mistakes, additions, changes: Miriam and Bill will check the Port Ludlow Info; Crystal and Frances will check the Port Hadlock info; Joy, Mari, Lisa and Bud will check for North Hood Canal and Quilcene and everything south of 104; Anna will check for the West End. Crystal announced the Summit on October 14 will be very educational for those who do electronic promotions, is $50 per person with lunch, $35 per second person. Forms are on the OPTC website, olympicpeninsula.org. Discussion about which Option to choose for the Fall campaign. Crystal moved to accept Option #3. Bill seconded. Passed unanimously . Crystal left at 12:17 pm. OPTC continued - Joy The Olympic Peninsula will have a pre-screening of the Ken Burns film about the Olympic National Park on Sept. 15 at the Port Angeles High School Auditorium. Call 360-385-3001 for free tickets. Must have a reservation. The Quilleyuete Tribe is opening their new Tribal Center and will have a long house with artifacts, and will be doing tribal rituals. Scott Negal and Russ Venema have been organizing the Crab Festival, but are worn out and need help. Please volunteer. Jamestown S’Klallam will be doing Totem Tours, 25 people max, $20 each. Call Eric Adams. Membership is available for the Culinary Association, which includes all four counties on the Peninsula. Discussion about supporting the Summit. Mari moved to support the Summit with a minimum of $150, up to a maximum of $250. Bill seconded. Motion passed unanimously. Next Meeting will be at the Quilcene Museum, followed by a FAM Tour of North Hood Canal on October 13, 2009 at 10:00 am. People can bring their own lunches and eat in the Museum picnic area after the FAM Tour, if they choose. Meeting ended at 12:45 pm.