HomeMy WebLinkAbout06-20-2019 Agenda
Auburn Tourism Board Meeting
June 20, 2019 – 10:00 AM
ROOM 3, 2nd Floor
AGENDA
I. CALL TO ORDER
Roll Call
II. APPROVE MAY 16th MEETING MINUTES
III. OLD BUSINESS
1) Tourism Updates
a. Emerald Downs Partnership Update
b. Auburn Adventure Film Festival Update
c. White River Amphitheatre Concert Season Update
d. Fortune Cookie Promotion
e. Summer Coaster Promotion
f. April Financial Report
2) 2019 Tourism Marketing Initiatives
a. Reprint of Tourism Map Proposal
IV. NEXT MEETING
Next ATB Meeting:
Thursday, July 18 at 10AM in Room 3, 2nd Floor of City Hall
V. ADJOURNMENT
Auburn Tourism Board Meeting
May 16, 2019 – 10:00 AM
Council Chambers
MINUTES
I. CALL TO ORDER
The meeting was called to order at 10:00am by Vice Chair McAlister.
Board Members present: Vice Chair McAlister; Board Members Ron Roberts;
Kacie Bray; Edgar Vidal; Malia Dale.
Excused Absence: Board Member Julie Kruger
Staff Present: Doug Lein, Economic Development Manager; Lorraine
Chachere, Tourism Coordinator; Tanya Carter, Economic Development
Coordinator.
II. APPROVE APRIL MEETING MINUTES
Board Member Bray motioned to approve the April meeting minutes. Board
Member Dale seconded the motion.
MOTION PASSES UNANIMOUSLY 5-0.
III. OLD BUSINESS
Tourism Updates
a. Lodging Tax Community Grants
Coordinator Chachere reported that the LTAC recommendations were
approved by City Council on May 6th. The dollar amounts of the Tourism
Board’s recommendations had been adjusted by the LTAC before going
to Council.
b. Airport Spotlight Ad Update
The current ad at Sea-Tac airport is already outperforming the previous
year’s ad in terms of viewers and length on webpage according to Google
Analytics, reported Coordinator Chachere.
c. Emerald Downs Partnership Update – Due to the fund’s inability to
manage a contest giveaway, the Auburn Area Chamber of Commerce has
agreed to do so. Signage is being finalized to be placed at the three
service desks at Emerald Downs.
d. Auburn Adventure Film Festival Update – The finalizing of the contract
for the Film Festival Director is in the works.
e. Hospitality FAMs & Community Tabling – Coordinator Chachere will be
focusing on community visibility by and engaging visitors at summer
events such as Petpalooza, AuburnFest, Auburn Int’l. Farmer’s Market, to
generate awareness of tourism assets to visitors and locals alike.
f. White River Amphitheatre Concert Season – All hotels have been invited
to a meeting scheduled for Tuesday, May 21st to discuss shuttle options
for hotel guests to ensure a seamless experience and enhance the visitor
experience to the White River Amphitheatre for the upcoming season.
g. March Financial Report – A template provided by Finance that
Coordinator Chachere will update monthly will help identify expenditures
more succinctly as it aligns with the budgeted line items to the fund.
2019 Tourism Marketing Initiatives (Action Items)
a. Trade Show Participation and Travel Planners Collaboration
Proposal – Coordinator Chachere shared two separate proposals
for tradeshow participation and for travel trade collaboration to
increase exposure for Explore Auburn and Auburn hotels, and to
encourage hotel bookings. Board Member Bray requested a
tracking sheet to monitor metrics and ROI.
Vice Chair McAlister made a motion to fund the Tradeshow
Participation proposal in the amount of $10,363 from the 2019
budgeted marketing line item to proceed with a tradeshow plan
through Q1 2020. Board Member Roberts seconded the motion.
MOTION PASSES UNANIMOUSLY 5-0.
Board Member Bray made a motion to fund the Travel Planners
Collaboration proposal in the amount of $3,139 from the 2019
budgeted marketing line item to proceed with Vice Chair
McAlister seconded the motion.
MOTION PASSES UNANIMOUSLY 5-0.
b. Explore Auburn Selfie Summer Promotion Research – Based on
the suggestion by Board Member Bray at the April meeting,
research identifying the target demographic at all of the key
tourism attractions was conducted by Coordinator Chachere.
Based on those findings, there would be only one venue with the
demographics and user habits on social media that would be a
good fit for the promotion. In a case to utilize the marketing
funds wisely, the Creative Committee declined to advance the
suggested promotion since it would only benefit one venue.
c. Summer Promotion Proposal – The City’s Creative Team
assessed the other previous recommendation by Smarthouse
Creative of a coaster promotion to be dispersed at key
attractions, Downtown businesses, and participating hotels to be
launched in June – September as a way of encouraging increased
visitor accounts to Auburn tourism assets. Discussion ensued
regarding objectives, cost, duration, assets with the following
recommendations:
PROMOTION OBJECTIVES
• Drive traffic to website
• Generate awareness of tourism assets
LOCATIONS FOR DISTRIBUTION
• Oddfellas
• Golf Course
• Breweries
• Hotels
• 100 - 250 at each location, variety
ASSETS
Emerald Downs – horse
Chocolate
Beers
Golf
No QR code
BACK
For more adventures:
ExploreAuburn.com
#chooseyourownadventure
DURATION
JUNE - SEPT
COST
Aim for around $0.35 cost per each one
Vice Chair McAlister motioned to fund a summer coaster promotion contingent
that the suggestions of the Tourism Board be used and that cost not exceed
$2,500 which would be funded from the 2019 Marketing budgeted line item.
Board Member seconded the motion.
MOTION PASSES UNANIMOUSLY 5-0.
IV. NEW BUSINESS (ACTION ITEM)
a. Elect Chair
Board Member Roberts nominated himself. There being no other
nominations, Vice Chair McAlister motioned to elect Board Member Roberts
as Chair. Board Member Bray seconded the motion.
MOTION PASSES UNANIMOUSLY 5-0.
V. NEXT MEETING
The June meeting is on Thursday, June 20th at 10AM in Room #3, Second
Floor, City Hall.
VI. ADJOURNMENT
There being no more business to discuss, the meeting was adjourned at
11:41AM.
________________________________ ____________________________________
RON ROBERTS, CHAIR LORRAINE CHACHERE, TOURISM COORDINATOR
Fund 104 - Hotel Motel Tax Fund
Through April 2019
Source : General Ledger
Budget YTD YTD YTD
as Amended 4/30/2019 4/30/2019 4/30/2018
Beginning Fund Balance 115,221$ 115,221$ 115,221$ 200,371$
Revenues
Hotel/Motel Excise Tax 150,000 34,129 34,129 28,367
International Film Festival Admission - 2,300 2,300 -
Investment Income 3,600 1,614 1,614 1,034
Total Revenues 153,600$ 38,043$ 38,043$ 29,401$
Expenditures
Salary 47,500$ 12,840$ 12,840$ 14,929$
Benefits 8,550 3,211 3,211 3,724
Supplies 3,000 494 494 421
Professional Services 129,350 9,078 9,078 5,112
Travel - 504 504 -
Advertising - 4,496 4,496 -
Miscellaneous 4,800 4,997 4,997 490
Transfers Out (Grants)8,500 - - -
Total Expenditures 201,700$ 35,620$ 35,620$ 24,677$
Ending Fund Balance 67,121$ 117,644$ 117,644$ 205,095$
Notes:
2019 Budget to Actual
Comparison 2019 - 2018 Comparison
1) The 2019 Beginning Fund Balance is the amount budgeted - as this will not reflect the 2019 actual Beginning
Fund Balance until July 2019 after the Washington State Auditor's Office has completed their annual audit of the
City's Financial books.
2) The 2019 Amended Budget includes budget authority through Budget Amendment #1, which was approved in
April 2019.
E:\Economic Development\Tourism\Budget\2019\APRIL 2019\Tourism Expenditure Statement April 2019.xlsx
Fund 104 - Services Detail
Adopted Budget through March 31, 2019
2019 Expenditure Budget as of April 30, 2019:
Account Number Account Title Budget Description
2019 Budget
Amount Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Total
Budget vs. Actual
- (Budget
Remaining)
104.00.557.300.13-.25 Other Wages and Benefit Expenditures Tourism Coordinator Salary & Benefits 47,500 5,519$ 2,867$ 4041 3,626$ 16,053$ $ 31,447
104.00.557.300.31 Office & Operating Supplies Printing/Promo & Office Supplies 3,000 430$ 65 495$ $ 2,505
104.00.557.300.41 Professional Services Media Buy, Trade Shows & Multimedia 68,477 71$ - 4,253 - - - - - - - - - 4,324 64,153
Professional Services Website 2,600 75$ 75 350 150 - - - - - - - - 650 1,950
Professional Services Auburn Adventure Film Festival 1,825$ 3,627 2,000 17 7,469 (7,469)
Professional Services Community Grant Program 20,000 -$ - - - - - - - - - - - - 20,000
104.00.557.300.43 Travel N/A 1,200 -$ - 504 - - - - - - - - - 504 696
104.00.557.300.44 Advertising N/A 5,123 3,073$ 505 352 1,193 - - - - - - - - 5,123 -
104.00.557.300.49 Miscellaneous -$ - - - - - - - - - - - - -
Miscellaneous Dues 600 167$ - - - - - - - - - - - 167 433
Miscellaneous Conference Fees 2,000 -$ - 720 - - - - - - - - - 720 1,280
Miscellaneous Meetings 1,000 - 75 40 115 885
Total 2019 Adopted Budget through April 30, 2019:Total services expenditures per EDEN: 151,500$ $11,160 7,139.00$ $12,295 5,026.00$ -$ -$ -$ -$ -$ -$ -$ -$ 35,620.00$ 115,880.00$
2019 Year-to-Date Actuals
Tourism Map Reprint Proposal
PURPOSE
The Auburn Tourism Map was designed to give the viewer an overall impression
of the many options to remain in Auburn. With shopping, dining, entertainment,
and recreation opportunities identified, the Tourism Map is a tool to keep visitors
and locals alike in Auburn and to prevent leaving the city to meet their needs in
these areas.
There will be several updates made to pre-existing map. The Downtown insert
will continue to be the top facing document.
COST
In 2018, the original printing of 4,000 maps last March at the total cost of $987
the cost was evenly split between the BIA and Tourism. A
reprint order of 5,000 maps to replenish the dwindling
stock would be at a total cost of $1,056.86.
TOTAL REQUEST FROM AUBURN TOURISM BOARD:
$528.43
TOTAL REQUEST FROM BIA RATEPAYER BOARD: $528.43