Gadsden County

Tourist Development Council

MEETING AGENDA

Monday, September 17, 2018 at 3:30 P.M.

Edward J. Butler Governmental Complex

 

 

Present:

Carolyn Ford, Vice –Chair

Jeff DuBree

Brenda Holt

Peter Patel

Cathy Johnson

Olivia Smith, TDC Administrator

Joe Bouch, 78 Madison

Attorney David Weiss

Beryl H. Wood, Deputy Clerk

 

Absent:

Angela Sapp

Linda Dixon

Lee Garner, Chair

 

1.      Pledge of Allegiance/Roll Call    

Carolyn Ford, Vice-Chairman of the TDC called the meeting to order at 3:38 p.m. with a quorum present and led in the Pledge of Allegiance. It was then followed with the roll call by the deputy clerk.

 

2.      Amendments to and Approval of the Agenda   

UPON MOTION BY MRS. HOLT AND SECOND BY MR. PATEL, THE COUNCIL VOTED 5 – 0, BY VOICE VOTE, FOR APPROVAL OF THE AGENDA.

 

GENERAL BUSINESS

3.

a.      Approval of Minutes   HOLT/PATEL 5-0 Approved

b.      78 Madison Marketing Contract/NaCo Videos  

Smith said September 30, 2019 ends contract but you can terminate within 30 days of notice. Smith highlighted some of the duties, statewide advertisement, press release, radio announcements, regional tourism, media tours beside the one he brought the Villages in. 28 of basic services a month. She said that she would like to revisit.

  Holt asked where in the contract this is referenced. Smith mentioned app, that doesn’t currently working on page 13. She said the current website doesn’t reflect that image. DuBree questioned what is not being done. Smith said the media bloggers, social media strategies. Geo –fencing something that we should continue to do. He has not utilized video on the facebook page, nothing new. Facebook story feature, creative way to do facebook page, it can grab people when the stroll.

 

Holt said she liked Olivia ideas. She inquired about advertising at the football games, what kind of marketing prepares us for the people. She mentioned the van that are at events that take them places.   Patel stepped out   Dubree said they have put a lot of work into advertising, he said it would be nice to market to Chattahoochee, arts Center, Havana, Downtown Quincy when they are looking for other things to do. He said that football games they are getting the bedtax.   Ford said that Georgia is big on tourism, she discussed ag culture. She said she spends her weekends she suggested tours of the farms. She said they have something to offer here its farms.  She said they are only scanning the service and look at what we have here. Family Reunions, vouchers - $5.000 why do we pay so much. Olivia said they are sponsored ads. I don’t know how long or broad the ads are. I don’t have answer for the dollar amount. I’m not sure why he bills separately. I don’t believe there is a dollar amount in the budget. Olivia said she would talk to him and get a little bit more structure. Ford would like to know what they are paying for.   Holt said she is getting a sense to look at another route.  I don’t have a problem with not continuing the contract. We do need to look at what is being offered. She said she would like to give them something to do while they are here. We don’t have data cards for the visitors.  Smith said you don’t have to spend the $90,000 you can spend $60,000 if you decide to revisit contract. Strategic Plan is very clear. DuBree said maybe we should direct them 78 Madison.   Ford said she looked at contract and about 50% has not been touched. She would like to see evaluation system.

 

  Holt said there is nothing wrong with taking a break. We can sit down and find somethings to market within the county.   Smith asked about a retreat with the Strategic Plan.   Ford said she looked at her resume and you bring a lot of things to the table, that we can do in house.  How effective was the ads.  She said they should have partnered with some of the local business. Dubree said bringing everyone together you can put resources together by sitting down. Holt said advertisement with addresses.  Smith suggested with discussing the businesses with a retreat, such as Bay County bringing in a different partners and businesses. It can help with the restructure of the Strategic Plan. You can be more deliberate with what we offer.  I can do small things, I can’t do what a marketing company can do. I can do social media, we can give it a try. She said they have google statistics, she said that you can Instagram we don’t have one.   Ford said the Allison House, John the owner he understood marketing strategy. She said if they get retreat, they can also invite business partners. She said they can come up with ways to get people here.  When I look at the marketing strategy black and brown farmers aren’t in here.  She said the football games don’t need advertisement. Patel said three games he is booked.    Smith said in terms of diversity staff can direct the firm on. We can require the marketing firm to feature. She said she have to have demographics.   NaCo videos they didn’t have any people of color available.   Ford said what he did do, was the graveyard and the Arnett Chapel AME Church. She said she felt the retreat was a great idea. We have some things to offer. It was a guide that was no mention of people of color (Dexter Jackson), Sports Hall of Fame. With an outside firm we need a committee of local people. Smith said they could look at local firms marketing, Zimmerman such as Ron Sachs, Moore Communications.

 

  Holt said they should sit down and go through this and be specific.   Weiss commented said this input is great and in-depth. He said this is what the consultant needs to hear and should be put in the Strategic Plan. He said this is the only firm that bid on the RFP. He said that what you would do is make a recommendation to BOCC. He said whatever format for media as app, media, we need it and what before they terminate. He said express some of the current things to the current contractor. He said get some of the things and then if you still are pleased then you offer the 30 day notice. We need everything the County has paid for.    Ford said if we ask for information as based on the deficiencies.     Ford we didn’t approve the $30,000 nor did they approve the $60,000.   Patel said they didn’t approve the Crappie Tournament, event grant fund. Share Cropper (Shade Tobacco) for Havana, $13,000 current charges amount for salary- Olivia’s.    Weiss said in term of this budget, it would be approved by BOCC today. You aren’t obligated to spend the full amount. He said this is the direction we are trying to move in. We can do stuff in as a cost saving measure. I want to make sure we are in a good condition. The budget does not identify a particular vendor.  Smith discussed media tours, we need marketing materials. We need stuff printed.   Patel said with the way things aren’t going we won’t have any reserves.   Ford asked what is the relationship of the contract and the budget.

 

   Weiss he get $2500 a month, meetings, strategic plan, media planning and buying, etc. the creative side…. The additional monies is the task orders, it has to be approved. He said travel is not included. He can attend electronically. The rest is additional the $2500 is only thing we are liable for.  DuBree said a marketing firm want to know the budget for media, the commission that is how they make there extra funds.   Holt if we end the contract today. It would go to the next BOCC meeting and 30 days after the notice. You have obligation to pay retainer. Where is he with the task orders. Where are we with spending and the cut-off. She said get everything in writing.   DuBree said we need to make sure what we can do in house and redirect him over the next couple of months.   Holt out of the $60,000 where are we with the spending, draw down of funds. She said get a retreat going.   Smith archive a social media account, public record laws. If I comment and I cuss, Gadsden County violated my 1st amendment rights.  Holt said when we archive it, why can’t we do it. Olivia said all I can do is screen shot, we need to save those records. Holt for Jeff to do the task orders and cost of them and have data in front of us. Invoices must match task orders. We can track by invoice. DuBree what we can do in house to save funds.  Patel task need to be done per the contract. He needs to provide what he will do with the $60,000. Consensus said the information would be needed by the retreat. Olivia said maybe a half –day.   

 

 

c.       Status Report on Tourist Development Council Bylaws and Member Attendance  

 

Weiss said the item is only a status report. He said they are the ones recommend by the TDC to the BOCC. He said the current ones are for extensive absences we need two people, we need 5 people to make quorum.  He said if you have ideas, let us know. He said this information is more of a report.

 

  Holt asked what about the absent members. Ms. Smith said Sapp said she would like to continue. Garner said he would relinquish and Dixon said she would be here. She said the desire is there. Holt commented on PC Commission wanted training that resulted from their workshop. She talked about trip to involve the TDC along with Planning and Board. Olivia Smith for Governors Conference those funds are available. She said she is reaching out to 78 Madison as to how is spending the funds and getting contact.

 

Loss of quorum, Mr. Patel left at 5:05pm, meeting ended.

 

4.      Items of discussion from Council members (no vote items) – N/A

 

5.      Public Comments (3 Minutes) – N/A

 

6.      Adjournment at 5:05 pm