Board of County Commissioners
Tourist Development Council
Gadsden County, Florida
AGENDA
Special Meeting (Workshop)
March 3, 2014
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
Keith Dowdell, City of Quincy Commissioner
Peter Patel, Hotel Industry
Brenda Holt, BOCC
Clarence Jackson, City of Gretna (absent)
Sonya Burns, TDC Administrator
Mary Kelly, Legacy Marketing
Terry Kelly, Legacy Marketing
Allara Gutcher, Planning Director
Beryl Wood, Deputy Clerk
Pledge of Allegiance and Roll Call
Pledge of Allegiance
Roll Call (Beryl Wood, Deputy Clerk)
Amendments and Approval of Agenda
1. Legacy Marketing Contract Renewal (BOCC Recommendation)
(Lee Garner, TDC Chairman)
Sonya Burns said back in November you voted to extend for 6 months. She said she need recommendation for BOCC for renewal, contract will be ending in March 19.
Mr. Garner asked about back payments.
Mr. Burns said they should be receiving payments because they have been processed.
Mr. Garner entertained comments from the Council.
He asked would they be open to the same retainer of $2,000 a month.
Mr. Kelly said he would like clarification and how they would get paid. Level of frustration is very high.
Mrs. Holt said the contract should be bid. She said she would like to see all the products, the presentation.
Mr. Kelly said they would be open to do a recap of all they have covered this past year. He said they feel like they have been hamstrung almost to the point where they are hindered. He said they can’t feel the long term goals.
Mr. DuBree commented on the items approved at the last meeting, did that help any.
Mr. Kelly discussed video pre-roll as a marketing standpoint.
Mr. Dowdell said that he needs to see what is being done. Are you willing to renew contract.
Mr. Kelly replied yes, but would like to work out issues.
Mr. Patel commented on his issues.
Mr. Kelly said it takes 6 – 8 months for payment. The retainer goes through smoothly.
Mr. Dowdell questioned invoice #338/#409.
Mr. Kelly said they filmed the PumpkinFest and Pow-Wow. He said they charge to film the assets.
Mr. Thro said we asked them to film different assets throughout the County.
Mr. DuBree said they should outline what the $2,000 covers. He then asked would it be easier for them to marketing and hire someone else to do every day things such as Facebook.
Mr. Kelly said they could a’lacarte some of these things. He said they are open to doing some core things.
Mr. Thro stated that they have faith in Legacy. He recommended they comment on the chart that was prepared by Allara for the next meeting on the 17th, by showing what has been done. What’s final report, to see where they stand.”
Mr. Kelly stated that was not their strength, their strength was with the Marketing Plan.
Motion: Holt/Dowdell - That the contract be bid:
Mr. Patel commented on number 6 of the contract and asked that be done.
Mr. DuBree asked would it bid the same, changed or modified.
Mrs. Gutcher recommended that the agreement be tweaked.
Mrs. Holt said she made the motion to be bid to get clarification, to produce a good job.
Mr. Kelly said to add more of our value.
Sonya said a new RFP should be created.
Mrs. Gutcher said the County Attorney will start attending the meetings, just couldn’t attend tonight.
Mr. Knight discussed the core values.
Mrs. Holt said that’s what the clarification for the $2,000.
Question called. Motion: That the contract be bid.
In Support Holt, Dowdell, Knight, Patel: Opposed – Garner, Thro, DuBree (Council was polled by the Chair.)
Mr. Kelly said they want to see Gadsden grow.
2. Approval of Legacy Invoices (Lee Garner, TDC Chairman)
Sonya said all invoices have been reviewed and they need clarification on invoice #337: Mr. Kelly said it was for Backup Buddies.
She commented it was not brought back the $20,000 for video.
Mr. Price said it was the overall plan. It was $20,000 for this year.
Mr. Knight asked about line item for video production. He said they approval of funds to move.
Mr. DuBree said there is $5,250 left and required about the Black History Parade.
Mr. Dowdell said they need the County Attorney present at the meetings to answer questions that may arise.
Mr. Kelly said when they film they are collecting assets that can be used to promote the County or other events to bring in tourism.
Mr. DuBree clarified with Ron Sachs all media buys were separate.
Mr. Dowdell discussed the email from finance.
Mr. Kelly said they buy media from Havana that’s it.
Sonya commented on invoice 432, she said since it wasn’t voted on should not be approved.
Mr. Kelly said they could eat that one and would not as a learning experience.
Mr. Kelly said it takes 6-8 months.
Sonya said send all invoices to her and they will pay County bills instead of Legacy for proper billing.
Discussion for $4300 for Invoice #408, $3750 total $8050 for the Ultimate Bash.
Mr. Kelly clarified it should only be the $4,300 for Ultimate Bash
Mr. Garner said anything they need to vote on get it clarified and they would vote on the March 17 meeting.
Mrs. Holt said that clarification needs to be stated from this point forward
3. Financial Policy/Procedures (Information to be provided)
Connie McLendon, Finance Director (Tentative) Not in attendance
Marketing and Funding Request
Grace Malloy, Gadsden Art Center – not in attendance
Upcoming Events for Marketing/Promotions
All Members
Staff Reports and Updates
Allara Gutcher, Director of Planning and Community Development
· Visioning Session (Moderator) – Report
She contacted Jeff Hendry hasn’t responded, contacted a lot of different people/consultants out of price range they are wanting to spend.
Matt Thro, the director of marketing for Visit Florida would follow by the 17th.
Language was developed and sent out waiting on response.
Mobile Application – no cost at this point
Mobile Signage – bid out couple of bids ($71,000)
Logging/Visitor Report Form (will be mandatory, reimbursement will not happen) Add formula will be placed on website during the time we are accepting applications. Suggestion change form every 6 months.
Sonya Burns, TDC Administrative Services Assistant, II
· TDC Items of Discussion
a. Strategic Plan
b. Funding Cycles and Application/Approval Process
c. Post Event Reporting Forms and Requirements
Public Comments and Concerns on Non-Agenda Items (3 minute limit)
No public comments.
Discussion Items by Council Members
§ Commissioner Brenda A. Holt tourist, balance out grants to towns. I did research want other parts of the County developed. Asked that it be placed on next agenda.
§ Commissioner David Knight – No comment
§ Commissioner Clarence Jackson
§ Commissioner Keith Dowdell
§ Councilman Lee Garner –RiverWay South, April 4, 2014 at Chipola College: Sonya said let her know if you would like to attend so could register.
§ Councilman Peter Patel – No comment
§ Councilman Jeff DuBree Discussed bed tax collectors should have more that rely on tourism on Council.
§ Councilman Matt Thro Discussed civility.
Terry Kelly asked about video that they have already shot.
Mr. Price said the money is there; need to approve more than the $20,000. Add $10,000 should be good.
Increase marketing budget
Motion:
Knight/Thro - to video for $10,000 amount out of marketing fund for video production. (motion was rescinded)
17th they will bring video.
Meeting(s)
March 17, 2014 @ 3:30 P.M.
May 19, 2014 @ 3:30 P.M.
Upcoming Events
Florida Tourism Day 2014 – March 12, 2014 (Gutcher, Patel, Jackson, Knight)
RSVP
Registration closes March 5
Fee:$35 to attend before March 5 $45 on-site registration on March 12
Motion to Adjourn @ 5:28pm