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HomeMy WebLinkAbout2009-10-15; Carlsbad Tourism Business Improvement District; MinutesMINUTES MEETING OF: CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD (Regular Meeting) DATE OF MEETING: October 15, 2009 TIME OF MEETING: 1:00 p.m. PLACE OF MEETING: Room 173A, Faraday Administrative Center, 1635 Faraday Avenue CALL TO ORDER: Vice Chair Stripe called the Meeting to order at 1:05 p.m. ROLL CALL was taken by the Deputy Clerk, as follows: Present: Stripe, Cima, Nayudu and Becerra, Board Member Canepa arrived at 1:23 p.m. Absent: Shute and Howard-Jones. APPROVAL OF MINUTES: Board Member Nayudu requested that the Minutes of July 16, 2009 be amended to reflect that she attended the meeting and Board Member Becerra was absent. On a motion by Board Member Cima, the Minutes of July 16, 2009 were approved as amended. IV. AB 09-09-48 ACCEPT JUNE 30. 2009 ANNUAL REPORTS FROM CARLSBAD CONVENTION AND VISITORS BUREAU AND SAN DIEGO NORTH CONVENTION AND VISITORS BUREAU The Board unanimously approved the reports. V. AB 09-09-49 APPROVE APPOINTMENT TO VISITCARLSBAD BOARD The Board unanimously approved the appointment. VI. STAFF REPORT Cheryl Gerhardt provided the staff report and revenue projections (on file in the Office of the City Clerk). Ms. Gerhardt stated that the average occupancy rate over the past 12-month period was approximately 57%. Vice Chair Stripe added that total revenue is down 20%. Ms. Gerhardt suggested that if revenues are not met, the Board could reduce the contract amounts with the Carisbad Convention and Visitors Bureau and with Reint Reinders and Associates. Ms. Gerhardt stated she met with Reint Reinders, Shimo and Sam Ross from VisitCarisbad to discuss year-to-date revenue projections. She added that they reviewed and discussed the current San Diego Hotel Travel Forecast prepared by Tourism Economics for the San Diego Convention and Visitors Bureau. Ms. Gerhardt said that this quarteriy report is one month ahead of Carisbad's report. Deputy City Manager Cynthia Haas asked Ms. Gerhardt to share the forecast report information with Finance Director Lisa Irvine. Ms. Gerhardt explained the 2009 CTBID projected revenues, stating that the estimates are consistent with the current available data. Vice Chair Stripe noted the difference between occupancy in Carisbad and the Tourism Economics Report, which indicated that the biggest decline in hotel occupancy occurred in the first and second quarters. Mr. Stripe asked if the reporting quarters for Carisbad could change to align with most of the other hotels. Ms. Gerhardt responded that from an accounting standpoint the BID reports could not be changed, but from a reporting standpoint the reports could be changed. She added that the change could provide assistance with forecasting. Board Member Nayudu stated she would like to see a more reflective report. Ms. Gerhardt stated she would change her reports to reflect the request of board members to better forecast revenues and expenditures. Ms. Gerhardt further suggested that the board review the data in a couple of months to determine how to move fonA/ard after the September/October collections. The Board ensued discussion on budgeting. Board Member Becerra requested the Board meet in January to discuss the previously received revenues over the past six months and to project revenues and expenditures to the end of June. Vll. UPDATE BY REINT REINDERS AND ASSOCIATES Reint Reinders stated he sees the demand growing in hotel occupancy. He said that he felt the new VisitCarisbad Board of Directors is moving in the right direction. He reported that he recently met with Council Members to review the Endless Summer Campaign. Mr. Reinders also informed the Board that VisitCarisbad had selected Mindgruve to design its website that will be available for the public on February 15, 2010. He added that the current site will no longer be available after October 25 and a "bridge site" will exist in its place. He also said that Shimo is moving fonA/ard with the EmpowerMint data base site to service group hotels. Board Member Canepa asked if VisitCarisbad would be able to get through the fiscal year without making any cuts. Mr. Reinders responded that there are not enough funds for VisitCarisbad to do what it wants to do. He added that this is a transitional year. The website will provide a big drive. Board Member Nayudu requested that staff place an update from a representative from VisitCarisbad as a standing item on the agenda. Ms. Gerhardt stated that the agreement with VisitCarisbad provides for a quarteriy report ofthe DMO's actions and campaigns. The Board discussed and clarified that the Chair of the Board or Executive Director of VisitCarisbad should give the report/prelentation to the Board. NEXT MEETING: The next regular meeting was scheduled for Thursday, January 28, 2010 at 1:00 p.m. in Room 173A, 1635 Faraday Avenue, Carisbad. ADJOURNMENT: By proper motion, the Regular Meeting of October 15, 2009 was adjourned at 2:06 p.m. FREISir<SER Deputy Clerk