HomeMy WebLinkAbout2008-12-22; Carlsbad Tourism Business Improvement District; MinutesCARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT
(CTBID) BOARD
l\/IINUTES
December 22, 2008
8:30 a.m.
1635 Faraday Avenue, Room 173A
Carlsbad, CA
/. CALL TO ORDER: 8:47 a.m.
Chair April Shute called the meeting to order at 8:47 a.m.
//. ROLL CALL;
The Chair took roll call and four Directors were present. Board Members
Barbara Howard-Jones and Tim Stripe were absent.
IIL (C) APPROVE MINUTES OF NOVEMBER 24. 2008 MEETING
Mr. Cima made a motion, seconded by Mr. Canepa, to approve the minutes of
the November 24, 2008 meeting. Motion carried unanimously.
IV. AB12-08-39 APPROVE MINDGRUVE AGREEMENT
Mr. Cima made a motion, seconded by Mr. Becerra, to approve Resolution
#2008-10 authorizing the Board Chairperson to sign the agreement with
Mindgruve to peri'orm the Marketing Plan. Motion carried unanimously.
V. STAFF REPORT
1) Financial Report
Mrs. Gerhardt presented a staff report to update the Board members on financial
activity that has transpired since the previous meeting. (The PowerPoint slide
presentation is attached to these minutes.)
Financial Highlights include:
Jan-October CTBID revenue is up 8% over prior year
Room count has increased 12% over last 8 months
Average Occupancy rate last 12 months = 61%
Current year contingency = $0
Unbudgeted reserves = $230,000
Total number of hotel rooms = 3,635
CTBID Board Meeting Minutes
December 22, 2008
Page 2
Mr. Elliott asked Mrs. Gerhardt if information was available for the TOT revenue.
The data is available and Mrs. Gerhardt will provide the TOT revenue at future
meetings.
VL DISCUSSION
Mr. Reint Reinders of Reint Reinders & Associates (RR&A) provided an update
report. He thanked the Board for approving the agreement with Mindgruve.
This is an excellent start to put new operational and marketing strategies into
place for the new Destination Marketing Organization (DMO). RR&A plans to
work closely with Mindgruve.
RR&A will work closely with Mindgruve to conduct the Research, the Brand
Platform, the Carisbad logo design. Brochure design, the Tourism Package
Development, the Print Campaign and Microsite Design & Programming.
Mr. Reinders reported he has met with Chair Shute and Vice Chair Stripe and
also with the executive committee of the Carisbad Convention and Visitors
Bureau (CCVB). He expressed interest in recruiting the new DMO's CEO and
asked the Board members to allow him to work in that capacity with the CCVB.
Mr. Reinders stated this is the ideal opportunity to create a new organization that
will be re-energized and he feels positive that this will happen. He desires
direction from the CTBID Board to allow him to perform the dual role to work with
both the CTBID and the CCVB. The goal is to complete the CEO search, the
interview and hiring processes, by the end of the 2008-09 fiscal year, with the
new CEO and new marketing plan on board by July 1, 2009.
Mr. Reinders stated interest has been expressed relative to scheduling a
workshop with the CTBID Board and the CCVB. He mentioned there are many
processes to follow in order to hold such a meeting. Mr. Elliott stated that this
Board must follow the government processes. They can talk to people and can
schedule a meeting. The meeting must be noticed to the public, topics must be
stated, and the meeting must held in a public place where the public can attend.
Mr. Edmonson added that whatever topics are posted on the agenda, the Board
members cannot stray from those topics. The more information included on the
notice and the intention ofthe Board, the more flexibility it has.
Mr. Elliott stated that RR&A is a contractor hired by the CTBID Board. It is
difficult for the contractor to work for two different organizations. That would
involve a conflict of interest. This Board has a stake in the person who is
ultimately hired at the CCVB. The opportunity before the Board now is to
discuss the qualiflcations and expectations for the new CCVB CEO.
CTBID Board Meeting Minutes
December 22, 2008
Page 3
Mrs. Nancy Nayudu, Chair of the CCVB Board, commended the Board members
on all the hard work they have done. She also shared a wonderful opportunity
has presented itself. She would appreciate everyone's input on the job
description for the new CEO of the DMO. She wishes to improve
communication. Everyone is working toward the same goal. It is not a
competition. The CCVB Board will give RR&A the information it needs to make
recommendations to the CTBID Board.
Action: Mr. Edmonson and Mrs. Gerhardt will review the RR&A contract to
ensure RR&A has been tasked properiy. If anything needs to be
changed, they will bring it to the Board for approval.
RR&A has fiduciary responsibility to the CTBID Board and there will be a conflict
of interest if it works for the DMO. Mr. Elliott suggested that the CTBID Board
create a separate entity so it will not be required to adhere to the government
processes and move fon/vard into a marketing process. He suggested that the
Board members give thought to the concept of how it operates and its
relationship with the DMO.
Vlll. NEXT MEETING
The next regular meeting is on Tuesday, January 27, 2009, from 3:00 p.m. to
5:00 p.m. at 1635 Faraday Avenue, Room 173A.
Agenda items to include:
1. Reviewof CTBID Grant Applications
2. Receive Mindgruve update
3. Receive RR&A update to include an executive search
4. TOT report
GENERAL COUNSEL COMMENT
None.
NON-AGENDA PUBLIC COMMENT
Mr. Elliott stated that Sheryl Keller has accepted a position in another City
department and will no longer serve as staff to the Board. He introduced Sherry
Freisinger who works in the City Clerk's office. Sherry will assume the duties
previously performed by Sheryl.
ADJOURNMENT
CTBID Board Meeting Minutes
December 22, 2008
Page 4
Chair Shute adjourned the meeting at 9:48 a.m.
Respectfully submitted,
Sheryl Keller
Recording Secretary