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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