GADSDEN COUNTY BOARD OF COUNTY COMMISSIONERS
TOURIST DEVELOPMENT COUNCIL MINUTES MONDAY, NOVEMBER 21, 2011 -3:00
P.M.
Edward J. Butler Governmental Complex 9 East Jefferson Street, Room 101, Quincy, Florida 32352 Commission Meeting Chambers
Present: Jeff DuBree, Chairman of TDC, Sportsman’s Lodge, Bed Tax Collector Lake Talquin
Jim Kellum, Vice-Chair of TDC, Business Owner and Antique Dealer
Patricia Vice, West Gadsden Historical Society, Tourist Attraction
Peter Patel, Bed Tax Collector
David Knight, Council Member of Midway
Absent:
Lee Garner - City of Chattahoochee Manager and Tax Collector (Excused)
Hemant Patel, Bed Tax Collector
Gene Morgan, Board of County Commissioner
Angela
Sapp, City of Quincy Commission
Staff:
Sonya Burns, TDC Administrator
Beryl H. Wood, Deputy Clerk
Jeff Dupree, Chairman of TDC called meeting to order.
The roll was called by Beryl H. Wood, deputy clerk, with all members present as listed above.
There were no minutes up for approval. The minutes of October 10, 2011 will be presented at the next scheduled meeting. The Chair asked for a motion to have the minutes approved at the next meeting.
UPON MOTION BY JIM KELLUM AND SECOND BY COUNCILMEN KNIGHT, THE BOARD VOTED 5 -0, BY VOICE VOTE TO HAVE THE MINUTES OF OCTOBER 10, 2011 READ AT THE NEXT SCHEDULED MEETING.
a)
Administrator Coordinator Updates – Sonya Burns
b)
TDC Updates – Jeff DuBree, Chair gave
update on the following TDC programs.
i)
River Way South Tourism Summit Update
Mr. DuBree commented on the River Way South Tourism Summit,
he stated that it took place last month, October 28 in Blountstown Florida. He
said that 8 rural counties were represented and Gadsden had several individuals
in the County in attendance, such as the Mayor of Chattahoochee along with 2 of
their City Employees, 2 representatives from our Chamber of Commerce,
representative from Ron Sachs and West Gadsden Historical along with himself. He
said that they set up a trade show both which they had handouts for the
attendees to pick up.
ii)
Visit Florida Regional Promotion Discussion
Mr. DuBree discussed Visit Florida. He said they were
present at the Summit & was there discussing what they offer to small rural
counties to help build tourism. We established a dialogue with River Way South
to begin some regional promotional advertisements through Visit Florida and
hopefully it will get some strategic partners by offering some of their
services, restaurants, hotels, bed and breakfast. The Art Center has offered a
private tour and they will package it in with some other things that are going
on in the County. They also discussed having FAM tours coming up and we
discussed that Gadsden is ready to jump on board.
iii)
Gateway Grant/Design contract
The Gateway Grant was designed as an entrance to the
county. He said that he felt it was either 6 or 8 roads leading into the
County, where they got some grant funding to design some signage and
landscaping and wildflower planting coming into the County. Mr. Charles Chapman, Public Works Director asked
Mr. DuBree to be a part of the Committee that would choose the engineer and we
have done that. He also thanked the TDC for their involvement, with wildflowers
and the need for signage in entrance ways, which was one of the reasons they
applied for this particular grant. He wants TDC as involved as possible. He said that in the near future they will get
in contact with Engineer to make sure that the proper signage goes up .How we
want each entrance way to look, the logo. TDC will be involved as they move
along.
Jim Kellum inquired did they bring up a figure of monies
that were received.
Mr. DuBree commented that there was an amount of money that was approved, but I can’t recall what the amount was.
iv.)BIKE
FLORIDA Updates - March 2012 (136 Room Nights Blocked)
Mr. DuBree gave an update of Bike Florida he said that the Nonprofit Bike Florida Inc. was formed in 1994, as a fundraising event and organization to help supplement the Florida Traffic and Bicycle Safety Education Program (FTBSEP). The main fundraiser is a week-long bicycle touring adventure for up to 1,000 cyclists, taking place in the spring. In 2008, Bike Florida began week-long luxury tours along the 260-mile St. Johns River-to-Sea Loop. The spring tour is annual; the luxury tours typically take place during fall and winter. Although the spring tour varies its route from year to year, the luxury tours follow the River-to-Sea Loop, a virtually trademarked Bike Florida route. All routes link small towns with natural and historic landmarks along mostly scenic country roads. All tours are fully supported and coordinated with local law enforcement agencies; our SHARE THE ROAD signage is prevalent along the routes.
Today, Bike Florida supports the mission of the FTBSEP, which is housed at the University of Florida, by providing them with safety-educational materials and assisting them in promoting bicycle safety throughout Florida.
He said there was
organization meeting with several people present including Sonya and him. One
question of the gathers was what activities can take place in downtown Quincy.
There will be another meeting sometime in February to finalize. They are
looking to take downtown Quincy and hire a band, vendors and different
activities. He said that they had already booked the 136 hotel rooms in the
Quincy Area. They are looking for us to appoint a lead person to help
coordinate the event. He said that his suggestion would be someone for Quincy
Main Street such as Grace Malloy could coordinate Sonya, or even someone from
Ron Sachs office. He asked that if they had some suggestions to let him know.
v.) Florida
Wildflower Brochure
Mr. DuBree briefed the Council briefly on the Florida Wildflower
Foundation. He said that they have
received funding from Visit Florida to publish a brochure that will guide
residents and visitors to the best of the Panhandle’s native wildflowers. The
region is widely regarded as one of the state’s best places to view
wildflowers.
The publication will
include a map highlighting wildflower viewing routes, state parks, national
forests and refuges, visitor centers, scenic highways and other places of
interest in Liberty, Gadsden, Wakulla,
Franklin and Leon counties. To help visitors identify native species, its
reverse side will have labelled photos of common North Florida
wildflowers. Also included will be a short history of La Florida, “land
of flowers,” as this land was named by Juan Ponce de Leon when he sighted it on
Easter Sunday in 1513.
Florida has the
nation’s third-largest diversity of native wildflowers – a fact that is getting
attention from ecotourists around the world. “Visitors are increasingly
asking where they can view our wildflowers,” said Lisa Roberts, the
Foundation’s executive director. “This beautiful publication is sure to
entice more interest in exploring the Panhandle’s natural side.”
Look for the brochure
next spring at state Welcome Centers and the region’s visitor centers, parks
and chambers of commerce.
Mr. DuBree said that
through some work that Ron Sachs did and his knowledge, Charles Chapman and
himself we gave a lot of information on the roads to feature in Gadsden County
which featured the largest amount of wildflowers. He then named some of the
roads that would be featured in the Gadsden Area that are: DuPont Road, State
Road 12, State Road 65, Highway 20, Bear Creek Trials, Angus Gholson Park in
Chattahoochee, Joe Bud Wildlife Management Area. He said that he had contacted
them and asked them include State Road 267 from I-10 and it would connect
travellers coming throughout I-10 heading toward the Coast through Liberty
County by connecting to Highway 20. He asked for other suggestions, because
they are on the first phase of the project.
c)
Ron Sachs Updates – Lisa
Garcia
Lisa Garcia addressed Board and stated that they have a lot
of decisions to make at today’s meeting and she would move in that direction
first and then the summary report.
Local Event Marketing Plan:
Events to promote:
·
February: Gadsden
Arts Center Art in Gadsden exhibit, Georgia
Slab Master/Crappie Masters Tournament, QMT “Once Upon a
Mattress”
·
March: Chattahoochee Challenge Boat Race (tentative), Bike
Florida Tourism Summit
·
April: QMT “Godspell”
·
May: Quincy Blues & BBQ Fest, Talquin Pro – Am 2-Day
Bass Tournament, Havana Merchants Havana Days
Advertising
Methods
·
Yahoo Advertising - $6,000
·
Radio Advertising _
$4,000
·
Print Advertising -
$4,000
·
Facebook Advertising - $1,000
Ms. Garcia entertained questions from the Council.
Mr. DuBree inquired about the print advertisement, what would
be some of the newspapers in that group.
Ms. Garcia replied that they are the newspapers that are
included in the North Florida Press Services which offers a “North Florida
Print Network” package that included 25 newspapers with a total circulation of
almost 200,000. She named some that she
knew of f hand, but stated that was not all: Alachua County Today, Baker County Press,
Bradford County Telegraph, Fernando Beach News Leader, Free Press in Milton,
FSU in Tallahassee, etc.
Mr. Kellum asked is Havana Herald included in the North
Florida Print Network.
Ms. Garcia stated that it was not and that it probably was
not part of the Florida Press Services.
Mr. Patel asked how the clicks work with the Yahoo
advertising. What happens to the budget money if not that many people click?
Ms. Garcia stated that they could discuss it if there was a
surplus, we could put in the continuing to advertise fund. We don’t plan to use
it all up at once, we will use on the different scheduled events.
Mr. Patel asked how you would manage it.
Ms.Garcia commented that’s why it’s better to divide the
budgets up.
Mr.
Kellum will you give report each month on number of clicks or how each one is
doing.
Ms. Garcia replied that they would and it would be very
detailed and will be shared. It’s also a good way to see what works.
Mr.
Patel stated that it still needs to be advertised in the local Newspaper.
Ms. Garcia said that she could take budget for the local
newspaper. She commented that they wanted to make sure that they advertise 120
miles outside of the County.
Mr. Jim Kellum
questioned is this coming out of Ron Sachs money or our money.
Mr.
DuBree it’s not out of there fee, it’s out of ours, but we do have a line item
it’s budgeted.
Mr. Kellum said that the money
would be used toward marketing events.
Mr. Knight queried is there
additional cost to promote additional events.
Mr. Bob Lauther, of the Havana
Merchants, on Havana Days asked would Ron Sachs office get
with them on what we what to get
out to the public.
Ms. Garcia said that they
would. She commented that if TDC decides
that is what they will
promote, then we will contact them and
establishing a working relationship.
Mr. Patel inquired how it would work if a particular business
what’s help and comes back with another event , make sure they all know that,
no double dipping.
Mr.
DuBree said that if we were to approve these events, they will be it.
Mr. Kellum asked the
Council if they thought Ron Sachs, is better at promoting events then we do
ourselves. “I think we pay you too much money. We can get anybody for a grant.
I see things you should be promoting press release outside of 150 mile radius,
instead of coming up with ways to spend money. I don’t think you do $5,000.00 a
month of work. “
Mr. Kellum mentioned the need to advertise and protect the
retail and business people. When we close the door we need to know what we are
doing. We need to see more production.
Patricia Vice
commented that you have a very gifted group of volunteers in Havana that other
parts of the County don’t have.
She discussed the Fireworks on her side of County the west
and Mr. Knight stated that the east
side
also had fireworks during the 4th of July Celebrations.
Mr. DuBree mentioned the Lawn Motor Parade in
Havana that does extremely well.
Mr. Knight
asked about the Dollar amount breakdown.
Mr.
Kellum asked for contract. He said that he would like to see it.
Ms. Sonya Burns reminded the Council that they saw it
first, and then it was presented to County Commissioners.
Mr.
DuBree told the Council that they were now in phase 3.
Ms. Garcia said this is the best bang for your book, if the
events are tied to a charitable event you can leverage more with that.
Mr.
Patel reiterated the
importance of the newspaper advertisement.
Mr. DuBree inquired how much we can get for the $6 or $7,
000. I would like to see all the events can be covered.
Mr. Kellum suggested that radio
was a waste of time. Take $ 4,000 and move it to something that works.
UPON MOTION BY JIM KELLUM AND SECOND BY PETER PATEL THE
COUNCIL VOTED 5 - 0, BY VOICE VOTE, TO REDUCE THE ADVERTISING FOR THE LOCAL
EVENT MARKETING PLAN FROM $15,000 AMOUNT TO $11,000 TOTAL TO COVER 6 EVENTS AND
RON SACHS COMMUNICATIONS TO CHOSE HOW TO ALLOCATE FUNDS AND ANY INTERNET (YAHOO
ADVERTISEMENT) WOULD HAVE TO INCLUDE ALL EVENTS THAT TAKE PLACE DURING THE 6
MONTH PERIOD, WHICH WOULD ALSO INCLUDE SOME PRINT ADDS FOR LOCAL NEWSPAPERS
(ONE AD FOR A LOCAL NEWSPAPER PER WEEK)
Target Market Marketing Plan
Ms. Garcia reviewed the
Target Market Marketing Plan with the Council Members by stating that these are
draft ads.
Assets to promote:
·
Nature- based, eco-tourism
and outdoor activities
·
Cultural, Arts and
Heritage
·
Local business
Current projects already in progress:
·
Visit Florida Official
Tourism Map -$1,000
·
AAA Worth the Drive-
$600.00
There was discussion on
TDC logo and adding sponsored by TDC.
Ms. Garcia then discussed
the Familiarization FAM Tours, which was a new project for discussion and
approval.
Familiarization (FAM) tours - $9,300
FAM tour is a free or
reduced rate trip to travel professionals to acquaint them with destination and
attractions. These planned experiences are a cost-effective means of marketing
the county to journalists, bloggers and travel agents who can get word out to
large group of travelers.
Based on VISIT Florida
recommendations, FAM tours should be micro-targeted to reach specific interest
groups. We would plan and execute three FAM tours between January and June
targeting different markets: outdoor/nature, outdoor/sports and history. The
trips will be planned to coincide with different events, such as a fishing
tournament.
Anticipated expensed include:
·
Advertising to local
businesses
·
Travel costs to and
from Gadsden
·
Rental car and fuel
·
Gift bags and other
incidentals
·
Lodging and food
Kellum: I don’t think we have the monies right now.
This is too much money; we are paying $5,000 a month and what are we are
getting. I thought a PR Firm was supposed to be paid to do what we ask of them.
You should know people at Southern Living or Better Homes and Gardening or know
contacts, there should be some communication that you have with these different
organizations and how many news releases are being sent out to different
newspapers in the Southeast (Outside the 150 mile radius). He said those are
some of things Ron Sachs Office should be doing as A PR Firm.
Ms. Garcia responded to
Mr. Kellum by saying that the $9,300 is for local advertising, for travel costs
to get travel professionals her and any other expenses. She also stated that they have a relationship
with writers, but it still must be budgeting to get them here. She explained that the $5,000 retainer that
the Council pays is for them to coordinate.
Mr. DuBree commented that
there is a lot of time involved in putting this together. He said that’s why
the pay Ron Sachs office, because they haven’t had anyone volunteer to the work
for free for the Council. He said that when you talk to other rural counties
that are far better along that Gadsden County. They have said the FAM Tours are
the best way to get writers here to speak of the greatness of your County.
Mr. Kellum stated that he
agrees that the best way to writers here to see our county is FAM Tours. He
said that the Council does not have $10,000 to give them.
Mr. DuBree said that we
have money budgeted on line item for Target Market Marketing. I have separated
out, when I wrote the budget that we approved I spelled it out so the events
would be taken care of properly. I lined item out and the remainder amount was
to go after our Target Market in the Strategic Plan which were listed above as
the assets to promote.
Ms. Sonya Burns reminded
Council that all the Mr. DuBree is discussing is outlined in the budget that
was presented to the Council and then went on to be approved by the Board of
County Commissioners.
Mr. Knight asked about FAM Tours inquiring is it
based on far away regions.
Ms. Garcia stated that
yes that was the objective with the FAM Tours to reach a far away region that
could include, writers, bloggers, etc. that focus mainly on those topics such
as Southern Living, Fish, antiques, etc. We wine and dine them and have them
participate in whatever event is going on. In hopes that when they return they
will write positively about their experiences.
Mr. DuBree interjected
the FAM Tours from his understanding write about a specific article rather than
all we have to feature, we highlight, choose one. He said that he was told that it works very
well, it very effective.
Mr. Patel asked do you
have knowledge, do you have a plan for the budgeted amount of funds allocated.
Ms. Garcia we have a full
blown out plan that we have provided to the TDC in the past and she informed Mr.
Patel that it could be sent to him if he wanted. We been working on this for
month and now it’s time for the rollout plan, step by step is ready.
Mr. DuBree Council did
they feel okay with FAM Tours coming to our Area, but with need more details.
Mr. Patel stated that the
Ron Sachs should have effective plans ready 6 months out, what writers they
would like to bring. We need to know what’s effective for the County .pay you
$5,000 and you should have it ready before it comes to us.
Ms .Garcia commented that
they would not move forward until you decide exactly what type of FAM Tours you
would like. We will send the suggestions and you can decide. I would like to have as much Community
participation so they have an opportunity
Mr. Kellum suggested that
as far as the FAM writers are concerned it should be one of each, not 3 writers
writing about the same thing. We need to
know where we are going to pull money and which FAM Tours we are discussing.
Mr. DuBree asked Ms. Garcia would she be able
to produce the 3 FAM Tours and specific writers for events by January.
Ms. Garcia said yes, she would have pitch
done and we write to them. She said that they come in groups and the thing is
we don’t have enough volunteers to take them out and cover the events that are
going on. We have to focus on one topic.
More discussion occurred among the Council.
UPON MOTION BY PETER PATEL AND SECOND BY DAVID KNIGHT, THE
COUNCIL VOTED 5 – 0, BY VOICE VOTE, TO TABLE MOTION FOR THE $9,300 FAM TOURS
FOR ADDITIONAL INFORMATION CONCERNING SPECIFIC WRITERS.
Ms. Garcia discussed the Infrastructure she stated that the Budget was: $11.5k and she stated that they felt as if the two major fuel stations that are in located in Midway, off of I-10, Flying J and the Pilot would serve as great location for the Kiosks startup.
a)
Travel Visitor Kiosks
i)
Overview & Budget
-$11.5k
Pricing:
Touch screen (18”, equipment only) $700
per screen
Stand alone Kiosk (entry –level equipment) $4,000
1-year onsite maintenance and warranty $770
Template software $200 per license
Recommendations:
1 stand alone kiosk w/maintenance $4,770
4 touch screens $2,800
5 software licenses $1,000
Total: $8,570
Remaining $2,930 can be used for signage
Mr. DuBree commented that they could eventually have the
kiosk in all parts of the county.
Mr. Kellum inquired who uses
the kiosk because he had never seen one.
Ms. Garcia replied that they are in Miami &
Pennsylvania. They encourage visits to
your store and entire County. Let’s try one year maintenance for now.
Mr. Patel questioned Ms. Garcia about the potential of
checking with other counties that have Kiosk and see is it productive.
Ms. Sonya Burns interjected that BCC is going to require
that it be bid, because it’s over $5,000.00 and it’s stated in your Strategic
Plan that you must bid it.
Mr. Patel asked Ms. Garcia to check other companies, which
is more effective the kiosk w/stand or just the touch screens.
UPON MOTION BY
PATRICA VICE AND SECOND BY PETER PATEL THE COUNCIL VOTED 5 – 0, BY VOICE VOTE,
TO TABLE THE INRASTRUCTURE ON THE KIOSK BUDGET UNTIL ADDITIONAL QUOTES WERE
RECEIVED.
Resource Guide Map
Ms.
Garcia outlined some points of the Resource Guide Map and asked for any other
feedback.
·
Collaborated further
with Gay Steffen to refine details of guide map.
·
Continued to revise
changes to map and include new additions.
·
Will finalize after
feedback is received from TDC members
There were questions regarding the information that was
sent and several Councilmen stated that they had sent in changes for review.
Ms.
Burns commented that everyone should have the recent updated information.
Ms. Garcia said that she would make sure anyone who wanted
it would receive and that they are still updating all the changes that they
have received. She said their goal is to
have the Maps out by January.
Mr.
Patel suggested that they are placed on alphabetically listing in would be easy
reading.
Mr. DuBree
commented that they should allow Ron Sachs to forward because they have
allocated $5,000, but they would like the right things included. He asked that
Ron Sachs Office send e-mail to everyone on Council and all parties involved
for review. He also suggested that a date be set for revisions or changes.
b)
Approved Event/Brand
Marketing Funds Oct-Dec 2011
i)
HMA – Lawnmower Parade
ii)
GAC - 23rd
Art in Gadsden
iii) QMT – “Into the Woods” production
c)
HMA funding request (Infrastructure) – Town banners
Mr. Bob Lauford, of the Havana Merchants Association,
addressed the council. He commented the Havana Merchants Association
had purchased new banners. He stated that the price for the banners was $9,200
expenditure. He reminded the Board that he had requested monies from the
infrastructure budget at the last meeting.
He mentioned that as of today’s date they had raised $4,600 and had
asked that remainder come from the TDC Infrastructure Budget. He said that with
the new banners hopefully it would encourage people to get people off of US 27
entrance to Havana and into the shops around the Community. He asked the TDC
for the remainder of the funds totaling $4,600.
Mr. DuBree cautioned the Council. He reminded them that this
particular budget year has the kiosk. He commented that they needed to make
decision on kiosk, because if we go with kiosk then they would not have any
remaining monies for the Infrastructure Budget. He said that the kiosk was
priority so we need to make decision before we spend any more money.
Discussion occurred among the Council.
Mr. Kellum expressed to Mr. Lauford that the Council was
not saying no, but a decision had to be made on the kiosk first.
It was
the consensus of the Board to decide on Kiosk before making a decision on HMA
Town banners coming out of the Infrastructure funds.
Sonya Burns, TDC Administrator addressed the Board concerning the 2 year term that will expire for Lee Garner and Jim Kellum. She commented that Chair Taylor would like for it to be placed on 12-6-11 BOCC Agenda. She said that Lee Garner has consented to serve an additional term and she yielded the question to Mr. Jim Kellum who to agreed to serve another term. She said that TDC makes recommendation and goes to BOCC for final approval and decision.
a)
Lee
Garner - Term expires 12-31-11
b) Jim Kellum – Term expires 12-31-11
UPON MOTION BY PETER PATEL AND SECOND BY PATRICIA VICE, THE COUNCIL
VOTED 5 – 0, BY VOICE VOTE, TO APPROVE THE REAPPOINTEMENT OF LEE GARNER FOR A 2
YEAR TERM TO THE TOURIST DEVELOPMENT COUNCIL.
UPON MOTION BY PETER PATEL AND SECOND BY DAVID KNIGHT, THE COUNCIL
VOTED 5 – 0, BY VOICE VOTE, TO APPROVE THE REAPPOINTMENT OF JIM KELLUM FOR A 2
YEAR TERM TO THE TOURIST DEVELOPMENT COUNCIL.
a)
Event/Brand Awareness
Marketing Campaign Jan – June 2012
b)
Destination/Target
Marketing Campaign Jan – Jun 2012
8)
Public News & Comments
There was discussion on E Gadsden Website (egadsden.com) and it was stated that
more information would be forthcoming.
Ms. Garcia reviewed the usage and traffic sources.
·
Egadsden.com had 478
visits between October 10, 2011 and November 9, 2011.
·
The most prominent
spike in egadsden.com visits occurred in correlation with the
facebook.com/Gadsden County Pumpkin Festival Photo Contest, which resulted in
over 40 visitors on October 13.
·
There were 292 unique
visitors to the site.
·
During the time frame,
we had 58% new first-time visitors.
·
The average visitor
spent one minute and thirty six seconds browsing the site.
·
An average of two
pages were viewed per visit.
·
The top viewed page
was the home Page, with 428 views. Other
frequently viewed pages included Activities Outdoors, Things to do, Events and
Entertainment
·
The top traffic source
resulted from Search Engines, generating 43% of egadsden .com traffic.
·
Direct Traffic
accounted for 41% of the websites visitors.
·
Visitors locating
egadsden.com through Referring Sites generated 18% of the views.
Next Meeting
December Meeting: The Council discussed the December meeting and it was
decided that Chair DuBree and Sonya, TDC Administrator would come together and
see if a meeting needs to take place.
January Meeting: The
Council discussed the January meeting and it was determined that the meeting
date fell on Martin Luther King Weekend. It was suggested that the meeting date
be moved to January 9, 2012, 2nd Monday.
Patricia Vice asked that meeting times be moved up to 2:30
p.m., due to the time change.
Concerns:
Mr. Lauther asked about egadsden website and the difficulty
in retrieving it. He cautioned that it may not be user friendly.
Ms. Garcia stated they have not officially advertised
egadsden and once they do with the Google advertising ads it will put them on
the map.
9)
Adjournment
There being no other business before the Council, the Chair declared the meeting adjourned.
___________________________________
Jeff DuBree, Chair
ATTEST:
________________________________
Sonya Burns, TDC Administrator