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HomeMy WebLinkAboutM031114 TCC Draft Minutes, 3-11-2014 Port Ludlow Associate’s Office 10:00 am Members attending were: Allison Willing, Joy Baisch, Bill Roney, Jennifer Lampe, Larry McKeehan, Diane Schostak via conf. phone Friends: John Austin, Christina Pivarnik Staff: Kitti deLong February Minutes Diane moved to approve the February Minutes. Bill seconded. Motion passed unanimously. March Financial Report Discussion about the cost of the Getaway Guide this year. Kitti will check with Catherine Brewer. There were only two invoices this month, $7,127 from OPTC, and Coordinator’s invoice for $1,242, which included $170 for annual web hosting for Visit the Dragon, and $73 for supplies and mileage. After last month’s meeting, Kitti moved $3,000 from Year Around Campaign into Olympic Culinary Loop, per the motion to support OCL. Jennifer made a motion to accept the Financial Report as presented. Larry and Bill seconded. Motion passed unanimously. 10:15 am via conf. phone: Spring Campaign – Debbie Black Debbie is concentrating on the active listening base of people who like to get into the outdoors, and suggests using the radio station The Wolf in Seattle and Portland. The campaign using The Wolf in the past was successful. Please see attached report on 2014 Spring Marketing Campaign. Debbie reported that Pandora is growing in leaps and bound and is now highly rated. Also suggests using 96.5 Jack FM. For print ads, the quarterly Wine Press NW has a long shelf life and becomes available on May 26 and covers Washington, Oregon, Idaho, California. Debbie also suggests Alaska Airlines in-flight magazine for the month of May because the editorial content is a fit with OP because of the emphasis on outdoor adventure, and this edition will be the Seattle Visitors Guide. Debbie proposes full page, full color ad to complement the editorial content. There is an opportunity to participate in Jack Stash “Text to Win.” With 30 on-air promotions in the week prior to, and announcing, the contest, plus 30 spots the next week during the contest. Debbie needs to confirm whether there is one give away or seven. Cornbread, the radio personality, would make two live mentions what the prize is and direct people to the website. We will need five packages with overnight stays for two, including dinner, and maybe an activity. Will be broadcast between 10 and two. This Impossible Question: Takes place each morning during drive time. We will receive 20 on-air mentions during the week in Seattle and Portland. We need five identical packages with overnight and dinner and/or activities. Wolf-Seattle: Week long web, 20 on-air mentions and possible tag on Facebook page. We need one grand prize package with overnight stay with dinner for two, and must be a minimum of $250 value. Wolf-Portland: 20 on-air mentions over four weeks, with mention in the eNewsletter each week. Need two grand prize packages which must include two- night stay and dinner for two, and possible activities. Promotion without giveaway on Jack FM: Will run Friday to Sunday with on-air mentions about being a sponsor. Debbie Black left at 10:34 am. Discussion about Jack FM and Wolf Radio. Both are country. Jennifer recommended cutting Jack. Was general consensus to keep Pandora in the mix. Can target your audience in a number of ways, especially geographically. Maybe put some funds toward the digital radio idea. Jennifer liked that this part of the program included the major counties. There may be another opportunity for another banner ad. Discussion about the most productive type of advertising for TCC. Bill reported that in the survey he conducts at Gateway Visitor Center about what brought the visitor to this area, the largest portion of people have reported that they are visiting because of Friends and Family, i.e., word of mouth; then Social Network is the next most often selected category, but the very bottom of the list is “Print and TV.” Discussion about whether it is possible to delay payment on ONP Magazine until early in 2015. Kitti will call David Krause to ask that question. Discussion about Alaska Air’s in-flight magazine, what the shelf life is, whether that would be a good value for TCC. Diane would like a Marketing Committee meeting to discuss these parameters. Diane will set that up. Commissioner’s Update – John Austin Big things have happened recently. There was a hearing with DNR about transferring to the County about 260 acres between Beausite Lake and Gibbs Lake. There was only one person who spoke against this transaction. Everyone else spoke in favor of it. The transaction probably is going to go through, and the exchange will probably be completed within two months. John was recently in Washington, DC, and spoke to Rep. Derek Kilmer, Staff of Senator Maria Cantwell, and directly to Senator Patty Murray re: sewer in Port Hadlock, and the Dosewallips Road repair. Hotel/Motel Lodging Tax is looking good. General Sales Tax is not as high as was hoped but still is good. Discussion about the numbers. Diane stated that she has been invited to speak to a bicycle group to talk about tourism marketing on the Olympic Peninsula. Meeting will be held at the Rec Center, will discuss the Discovery Trail. People from Public Works will attend. Jennifer commented that Seattle is the number one place for bicyclists. Kitti reported that Judith Morris called to say that the Dosewallips Road Repair is very much on Rep. Kilmer’s radar, but there is no money available at present. Joy explained the changes she would like to see for the Dose Road, which would move the road to the south of the river and would not affect the salmon runs. Discussion about banner ad coming out for Parks Trips eNewletter rather than for Backpacker Magazine. Decision was to not change the banner ad except to add recommended lodging. Discussion about amount of money that will be budgeted for the Spring Campaign. Diane hoped that TCC could match the possible $18,000 that OPVB is offering to put in. Discussion. OPTC – Diane The Commission decided to delay last portion of Branding cost until 2015 because we would not have funds available for “Get Off the Rock” campaign in Victoria or the I-5 Campaign. The Commission voted to put $10,000 toward each of those campaigns. North Star: Thank you to Joy for FAM Tour. The North Star people were totally impressed with the Peninsula and we will get good work from them. As of Friday, we had 29 responses on the survey from lodgings and board members. North Star will find the differences between what our consumers think about us and what we think about us. That point is really important to move forward. The results of that survey will help us to gain perspective. Two travel writers: Kerry Slaven is a writer for Y. A. M. Magazine, South Vancouver Island, which promotes food. Will focus on Chimacum Valley, Port Ludlow to La Push. Sandra Hudson from Good Relations was point of contact. Sue Frause is the other food writer, and she is speaking at the Culinary Loop meeting April 15 and will be visiting East Jeff farms and staying at Port Ludlow as part of her visit. Will take her to different culinary stops along the Hood Canal. 501c6: Kitti stated that we still did not have definitive information about the category that TCC fits into. One of the questions is whether TCC would fit requirements of 501c6 since there are no membership fees, which are a requirement for 501c6. Joy requested that Kitti write a check for the 501c6 application now. Kitti stated that the application for the 501c6 would cost $800, which is nonrefundable. TCC would also have to submit tax returns every year, the cost of which will need to be budgeted. Christina Pivarnik left at 11:55 am. Joy announced that she will step back from Chair of TCC. Joy had a discussion with John Austin about this matter before today’s meeting. Joy made a recommendation that Jennifer take over as Chair. Jennifer declined. Discussion about who might be able to take on the responsibilities of Chair of the Board. Jennifer left at 12:02 pm. Allison made a motion to take $1,000 out of the Year Around Campaign for the costs of the 501c6 application, and put into a new line item called Professional Services. Bill seconded. Motion passed unanimously. More discussion about who will serve as Chair. Allison made a motion to make Bill Interim Chair, and make Joy Interim Vice Chair. Larry seconded the motion. Motion passed unanimously. Discussion about how much to contribute to the Spring Campaign. Larry moved to increase the Spring Campaign commitment up to $15,000 by taking $2,000 from the Year Around Campaign, which would leave $5,600 in that category. Allison seconded. Motion passed unanimously. Joy requested to move $500 out of Opportunities Fund, place $100 into Lodging List Placement in Getaway Guide to cover the expected increase in cost, and to add the remaining $400 to Professional Services (501c6). Allison made a motion to accept the Revised Budget, including the above changes, as of 3-11-14 at 1:00 pm. Larry seconded the motion. Motion passed unanimously. Meeting ended at 1:04 pm.