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HomeMy WebLinkAbout06-12-2008AU T laVR r WASHINGTON AUBURN TOURISM BOARD Meeting Notes Thursday, June 12, 2008 2:00 - 3:30 p.m. June Host - The Pit Restaurant 102 West Main Street Members Present: Board: Chair Sue Singer, David Kwok, Nancy Wyatt, Khara Nixon, Jamelle Garcia, Renee Bochnocich, Brandon Eyle, Christian McLendon and Ronnie Roberts. Staff: Debbie Luce, Kirsten Reynolds, Shawn Hunstock, and Jeremy Chevalier. Opening: Chair Sue Singer called the Auburn Tourism Board meeting to order at 2:05 p.m. on June 12, 2008, at The Pit Restaurant, 102 West Main Street. 1. Housekeeping: • Approval of Minutes -April 17, 2008 The Committee approved the April 17, 2008 minutes as read. 2. Updates: • Debbie Luce reported on the Association of Visitor Information Center of Washington Conference being worthwhile. They had great workshops on event booth promotion and provided an excellent opportunity for networking; Debbie plans to keep up with this group in the future. Display Case at Sounder Train Station - Jeremy Chevalier is doing a wonderful job at keeping the parking garage display case up to date. A business owner was interested in obtaining an event poster they saw in the display case for their local business. Jeremy reported the posters cost $12 each to reproduce. He will get a quote for a larger printed quantity in case businesses start asking for posters. Possible Advertising Opportunities - Debbie reported the new quotes on the Sounder banner poles and bus signage. Production of 40 banners from Sound Transit's printer came back at $62.50 or $51.50 from QC Graphics, a local business. These banners would be the same size as the downtown banners and banner brackets would be provided. The total with production of the banners would be $10,000 / $300. per a pole for the entire year. There was a short discussion regarding catching the train riders' attention; the banners should be changed periodically so they don't become an invisible fixture on the platform. The group was in agreement the banners should get rented at the cost of production plus a handling fee to ensure all costs would be regrouped. There should be a set design template for all the banners to keep continuity. Nancy Wyatt motioned to proceed with securing the Sounder poles for the year; Jamelle Garcia seconded the motion. There was discussion about the $7,800 for use of the poles and the need for a subcommittee to be formed to discuss further details. Nancy Wyatt moved to amend the motion to include allowing the sub-committee to design, implement and spend the money to ensure there would be a small net profit made when renting out the banner space. There was further discussion and consensus that the following people would serve on the sub-committee: Debbie Luce, Nancy Wyatt, Susie Sourwine, Julie Brewer, Ronnie Roberts and Jeremy Chevalier. The sub-committee will report back on progress at the next meeting. August 2008 is the target date to have the banners up. All Committee Members were in favor of allowing the sub-committee to spend $7,800 towards securing the poles at the Sounder Station and work on further details; the motion was passed. • New Partners - ATB Members agreed the ad in the Washington State Visitor Guide was well worth the money. It was an excellent full color, full page ad. Jamelle Garcia moved to have this same ad continued and have the ATB pay for half the ad; Nancy Wyatt seconded the motion. Discussion took place regarding the ATB covering half the cost and the other half by the following partners: Supermall, Emerald Downs and the Muckleshoot Indian Tribe. There were concerns that the partners have not agreed to pay for half the ad. The total ad came to $8,640. Jamelle Garcia withdrew his original motion until the partners have confirmed to pay for half the cost then the Board will vote on this again. • Washington Recreation magazine has Auburn listed with a free picture and text right now; this magazine goes to hotels and visitor's bureau. Debbie reported the text is a little outdated. Financial Report - Assistant Finance Director Shawn Hunstock reported on the Auburn Tourism Board's 2007 financial report. The fund balance-end of period was $87,393.89. Chair Singer reported this end-balance was created to help pay for a manager's salary and Discover Auburn Week event expenses. 2008 revenues were up, there were a few unexpected expensed such as the utility bill insertion at $675 (handling costs). Mr. Hunstock reported the revenue to date was at $32,000 which was better than 2007. The Hotel representatives present at the meeting reported their rates have gone up with a slight increase in occupancy. The Board reviewed expenses from Discover Auburn Week in detail; it was not reflected but will still come out of the undesignated funds. New line items will be created for future use for Discover Auburn Week and the Sound Transit banner poles. 3. Discover Auburn Week Recap: • Discover Auburn Week - Recap ? Debbie reported there were 68 entries but more people attended the individual events; thank you cards were sent to all the participants. The Board discussed the budget, participation and all the advertising that was done. The event banner needs a new location next year because it blended in with the colors of the parking garage. The total event ran $18,500 including items that can be used for next year's event, such as the banner and the ballot boxes. Nancy Wyatt stated she thought everything was successful and the target market was definitely reached. Debbie went to all the planned events and reported they all had good attendance. Emerald Downs and the Supermall events were very successful. The Muckleshoot Indian Casino, Gosanko Chocolate Art and the Airport all reported being busier than normal. The average player attended to seven-eight of the planned events. • Update on missing Lodging Signs going north on 167 - Chair Singer reported that Mayor Lewis is still working on solving this issue with WSDOT. • Update on Lodging Signs on 15th Street - Chair Singer announced the wayfinding sign for lodging should be up by the next ATB meeting. There was negative feedback regarding company logos being put on the wayfinding signs from the Planning and Community Development Committee. Nancy Wyatt moved that the Board write a letter that promotes use of individual logos on wayfinding signage in efforts to promote local hotels in Auburn. The letters will be sent to the Mayor and the entire Council; David Kwok seconded the motion. All Members were in favor of the motion; the motion was passed. 4. Action Items: ? Further Discussion on Veteran Day Parade - The Board would like to see national coverage for next year's Veteran Day Parade. ? New Map/Brochure - The group was in agreement that ads should be sold for the next printing of the map/brochure. Christian reported the PIT's contact information was listed incorrectly; this will be fixed for the next printing. Debbie will collect all updated materials and hand it off to Jeremy. ? Next Years National Tourism Week is at the same time: May 9th_ 17t' 2009. ? Hydro Weekend - Ronnie Roberts from Gosanko Chocolate Art and Christian McLendon from The PIT Restaurant spoke about their Hydro Weekend event they have been planning. August 23rd & 24th is quickly approaching. Before they move forward with the event the Auburn Downtown Association (ADA) has asked for a balanced budget to review; this event would be hosted by the ADA. The goal is to have ten Hydroplane boats sponsored at $400 each, a car show and a motorcycle show. The idea is to have lots of noise and power attached to the theme. "Cavanaugh Park" would serve as the staging area for ethnic food, a beer garden, live bands, cheerleading competition, little league pitching competitions and other activities. There is a plan to have dueling pianos as nightly entertainment. The event will be heavily tied to the Auburn Food Bank. Participants and attendees will be asked to bring food donations. Ronnie spoke about the possibility for the event to grow year by year, making it Auburn's own unique summer event. Agencies, the City and private companies would be allowed to participate. This year vendors would not be charged to participate. ATB offered to help with marketing efforts if the event moves forward this year. A few things Debbie offered to do included contacting businesses with reader boards signs, putting up event posters, posting it on the ATB website, include a section in the tourism update e-mail. The planning committee meets every Wednesday at the PIT. Debbie will send out more information to the Board as it comes available. ? The Tacoma & Seattle Convention & Visitor memberships are up for renewal. All Members agreed to drop the Seattle service at $450 and keep the Tacoma service at $395. ? There was agreement to keep the free ad in the Washington magazine publication, but ensure the language is accurate. Members were not interest in placing a paid ad with this magazine. ? US Guidebook of Travel on-line would cost $30 a year; Members agreed this was good and were ok to move forward on this. ? Chair Singer asked for volunteers to serve on a subcommittee for reviewing the Marketing Plan; it has been one year since it was developed. Marketing Strategy Committee Members include: Sue Singer, Debbie Luce, Jamelle Garcia, David Kwok and Renee Bochnocich. The Committee will schedule a meeting and review the binders. Everyone was in agreement the Internet needs to be utilized better for promoting Auburn. ? Planning & Community Development Committee would like to have the Tourism Board come to a joint meeting once or twice a year. 5. Information Sharing: • Momatopia is happening at the Supermall from June 24th through August 27th Tuesday and Wednesday mornings starting at 10am there are two free movies showing as part of the Mall's Mom club, one will be G and the other PG rated. • Van Husen's remodel is complete. Victoria Secrets and the Bath & Body store will open in August. • The theme for the City's 2009 Community Calendar will be "the Arts are Alive"; the Arts Commission celebrating their 25th anniversary inspired it. • There was discussion regarding the hotel occupancy rates. The main demographic is being drawn from Eastern Washington. David Kwok stated his view regarding spending ATB money should be ultimately what the return is for the hotels. Other Members reported demographics being drawn from Oregon and Canada; they are utilizing Auburn as a home base then traveling to Seattle, Tacoma, Mt. Rainer and other things surrounding Auburn. The group agreed there needs to be more cross marketing. There will be more discussion on this topic at the Marketing Strategy Committee. 6. Adjournment at 3:50 p.m.