Board of County Commissioners

Tourist Development

Gadsden County, Florida

 

AGENDA & NOTES

 

Regular Public Meeting

August 19, 2013

3:30 p.m.

 

Present:

Lee Garner, Chair of TDC, City of Chattahoochee Manager and Tax Collector

Matt Thro, Vice – Chair of TDC, H & H Furniture

Jeff DuBree, Sportsman’s Lodge, Bed Tax Collector Lake Talquin

David Knight, Midway Councilman (absent)

Keith Dowdell, City of Quincy Commissioner (arrived late)

Hemant Patel, Hotel Industry (excused absence)

Gene Morgan, BOCC

Sonya Burns, TDC Administrator

Terry Kelly, Legacy Marketing

Beryl Wood, Deputy Clerk

 

Pledge of Allegiance and Roll Call   

 

Lee Garner, Chairman of TDC called the meeting to order at 3:30pm then led in the Pledge of Allegiance.

 

The roll was called by the deputy clerk and noted above.    

             

Amendments and Approval of Agenda – deletion Item #4 add Item 4 – Miami Heat Publication Thro/Morgan 4-0

 

1.         Approval of Meeting Minutes (July 15, 2013)   Morgan/Thro 4-0

            (Lee Garner, TDC Chairman)

 

2.         Marketing Committee Update (Budget Discussion)  

             (Matt Thro, and Terry Kelly, Legacy Marketing)     

 

Keith Dowdell arrived at this juncture of the meeting.

 

Mary Kelly brought the Council up to speed, she said they are currently cleaning up the website. Several meetings with the Ad Committee, video and billboards, videography opening at the Art Gallery video in Town Havana and the Chattahoochee Boat Race. She said they will have presentation at the next meeting. She also mentioned the Quincy Music Theatre, Casino, Chattahoochee Nature Trails, completed two magazine ads. Still need contact info for all TDC members and City Managers. Visit Florida site with accessing photography.

 

Mr. Thro said that some municipalities had not contacted Mrs. Kelly.

 

Gene Morgan suggested they one mass email with return and receipt as proof.

 

Marketing Ad Meeting:

 

Mr. Thro asked where they still working out of this year’s budget.

 

Mrs. Kelly said the video is from this budget year.

 

Mr. Dowdell asked for numbers for the billboards. 

 

Mr. DuBree asked question regarding the Riverway South.

 

Mrs. Kelly said they are trying to access not just the videos, we will share videos and they will share still shots.

 

Commissioner Holt mentioned kiosk and something for citizens to let them know what’s going on in the County and solicit funds. Someway to advertise that TDC is here.

 

Mrs. Kelly said they need access people

 

Mr. Garner said they are trying to reach bed taxes.

 

Mr. Thro said it is on the agenda to work with the bed collectors.

 

Charles Hayes, CRA Director noticed that they didn’t mention the City of Quincy and they have several meeting.

 

            Mrs. Kelly said they had not heard from the City of Quincy, but would exchange contact information.

 

            Mr. DuBree asked was there anything else the TDC needs to do.

 

            Mary said the most important is contact information.

 

3.         Honoring the Life of Mrs. Patricia Elaine Fletcher Vice  

            (Lee Garner, TDC Chairman)

 

Mr. Garner remarked on the life of Patricia Vice and was honor to have on the TDC and she will be missed. He mentioned that funds be given to the charities that were listed from the TDC from personal funds.

 

Mr. DuBree mentioned the West Gadsden Historical Society he said it could be tied with the strategic plan.

 

Mr. Morgan said they honoring her memory at tomorrow’s BCC meeting.

 

4.          TDC Nominee Discussion and BOCC Approval (Lee Gardner, TDC Chairman & Gene        Morgan, BOCC) - pulled from the agenda by request of Mr. Morgan

 

Awards and Presentations

 

Marketing and Funding Request

 

1.      University of Florida IFAS  

(Robert Knox, Vice President, Magnolia Society International)

 

Gary Know, IFAS of Gadsden County asked for support for Art and Garden on October 5, 2013. Free access to all residents of the area to learn about art and gardening. He said request is for radio advertising in the amount $2,000. He said they are expecting 200 people and it will be from 9 – 4.

 

Mr. Dowdell commented that it seemed as if it would be a great event.

 

Mr. Morgan said thinking of ways to generate bed taxes for overnight stays.

 

Mr. Garner said that he wanted Mr. Knox to be aware of the guidelines. He voiced he would like to support to some extent.

 

Mr. Thro commented he believed the funds where that but it needs validation form Jeff Price, Budget Director.

 

Mr. DuBree asked when they would start radio announcements.

 

Mr. Thro proposed that they work with Mary of Legacy Marketing to find best way to advertise.

 

Motion: Thro/Morgan - if we have money for this year up to $2,000 marketing funds (amended to be taken from the grant funding) 5-0 approved

 

Mr. DuBree said this would come out of the grant function. He said it should be at least $5,000. He said they should really try due to it being a new event.

 

Mr. Dowdell asked is it safe to approve without knowing how much.

 

Mr. Garner said pending what’s in grants.

 

   Mr. Dowdell asked about incumbent procedures.

 

Mrs. Burns said she would contact Mr. Knox with final invoice dates for this year’s budget and copy Mary on emails.

 

2.      Gadsden County Board of County Commissioners  

(Stacey Hannigon, Administrative Asst. County Administrator Office)

 

Ms. Hannigon came before the Council to ask for funding for the 100th Anniversary Celebration of the 100th Anniversary of the Gadsden County Courthouse. She said they were petitioning the TDC for $5,000 to assist with the cost of print, radio and television advertising. The event will take place on November 22 (Adult Event) & 23(Community as whole), 2013.

 

Mr. DuBree asked when you would start advertisement.

 

Ms. Hannigon said probably about 5-6 weeks out, school system, pull off Viva Florida 500th Anniversary which they will link to the Celebration.

 

Mr. Morgan asked how much are you requesting and how many people do you expect.

 

Ms. Hannigon replied not really knowing how many people will attend based on weather and the time of year, but they are hoping and would be pulling on architect (Monroe) name, to join in with us and hopefully other lovers of historic architect. She also mentioned they would be using the genealogy using website.

 

Mr. Garner said they should table until September 16 meeting.

 

Mr. Dowdell asked how far they are with planning.

 

Mrs. Burns stated she has talked with Ms. Hannigon and she is aware of marketing aspects needed.

 

Mr. Garner directed Stacy to work with Mary and the Marketing Committee.

 

 

3.      Havana Merchants Association  

(Bob Lauthier, HMA)

 

Bob Lauthier, HMA, thanked Board for their support throughout the year. He then made his yearly request for funding for the Pumpkin Fest in October at $3,000, $1,500 Lawnmower Parade & Festival in December and $1,500 for Havana Day.

 

Mr. DuBree asked about survey information to go the Council.

 

Mrs. Burns said they would start using Post Event Forms for events.

 

Mr. Lauthier said they spend $5 -6,000 outside of the 150 mile radius.

 

Mr. DuBree said it meets the criteria but how is the money spent. He said they should see some results given back.

 

Mrs. Holt mentioned that long term events that are termed out. Asked about funding events the legality and not fund some. She mentioned advertising of TDC county wide so other organizations would know about TDC. She said they all should be looking at bed taxes.

 

Mr. Thro stated they have 2 pots of money grants and marketing fund. He said there are 3 Associations that have come back and deemed worthy of being placed in the budget.

 

                        Mr. Garner asked if they could do better in pinpointing bed nights.

 

                        It was determined that a motion was not needed for this funding since it was                                    already in the budget.

           

4.      City of Quincy (CRA)  

Mr. Charles Hayes, CRA Director

 

Charles Hayes, CRA Director for the City of Quincy greeted the Council and made his grant funding request for $9,000 for the weekend of August 31(Front Porch Event); September 1 (Quincy Music Theater) - September 2(Fantasia Concert) for the Labor Day Weekend Celebration. He said that they are advertising the event. He said there intent to make Quincy a destination event.

 

Mr. DuBree asked that the TDC be linked to whatever they do.

 

Motion: Thro/Morgan:  motion for $2250 remainder of grant cycle.

 

Mr. Dowdell asked what the TDC event fund is.

 

Motion: Thro/Morgan - Mr. Morgan asked about funding coming from Marketing Funds for $4,000. Amended motion for $2,000 grants and $3,000 out of marketing total $5,000.

 

5.      City of Midway (Auburn Ford, City Manager) – removed from agenda

 

6.      Miami Heat USA Today (Nathan Kean) - tabled

 

Public Comments and Concerns on Non-Agenda Items (3 minute limit)

 

Brenda Holt came before the Council to address her nominee for TDC (Clarence Jackson) to fill Peter Patel’s seat.

 

Mr. Garner said it was asked for it being tabled by request of Mr. Morgan.

 

Mr. Morgan said his seat was Mrs. Vice seat, he asked that it be tabled.

 

Mr. Garner said they must adhere to the Strategic Plan on how many people can serve and who they should be.

 

Motion to Adjourn    @ 5:35pm      

 

Meeting(s) (Upon Approval)  

 

September 16, 2013 @ 3:30pm

November 18, 2013

 

Conference Call   

Robert Skrob, Executive Director

FADMO

September 3, 2013 @ 2:00p.m.

 

Sonya explained Hemant wanted Mr. Skrob to have discussion on filing bed taxes form properly. Sonya will email conference number.

 

Other TDC Business

 

 NONE                                                                  

 

 

*Any TDC selected nominee/appointee will be approved at the discretion of the governing body. (Gadsden County Board of County Commissioners)*