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Home My WebLink About07-18-2019 Agenda Packet Auburn Tourism Board Meeting Thursday, July, 18 2019 – 10:00 AM COUNCIL CHAMBERS AGENDA I. CALL TO ORDER Roll Call II. APPROVE JUNE 20th MEETING MINUTES III. GUEST SPEAKER Ralph Morton, Executive Director, Seattle Sports Commission IV. OLD BUSINESS 1) Tourism Updates a. Membership Updates 2) 2019 Tourism Marketing Initiatives a. Emerald Downs Partnership Update b. Auburn Adventure Film Festival Update c. White River Amphitheatre Concert Season Update d. Fortune Cookie Promotion e. Coast into Summer Promotion – ACTION ITEM f. Tradeshow and Travel Trade Collaboration Report Tracker g. May Financial Report V. NEW BUSINESS 1) Dog Patch – Doug Lein 2) SAVE THE DATE: 2019 Tourism Summit Tuesday, October 29, 2019 12:30PM – 4PM VI. NEXT MEETING  Next ATB Meeting: Thursday, August 15 at 10AM in Council Chambers VII. AROUND THE TABLE VIII. ADJOURNMENT Auburn Tourism Board Meeting June 20, 2019 – 10:00 AM Room 3, 2nd Floor MINUTES I. CALL TO ORDER The meeting was called to order at 10:00am by Chairman Roberts. Board Members present: Chairman Ron Roberts; Vice Chair McAlister; Kacie Bray; Edgar Vidal; Malia Dale; Julie Kruger Staff Present: Doug Lein, Economic Development Manager; Lorraine Chachere, Tourism Coordinator; Tanya Carter, Economic Development Coordinator. II. APPROVE MAY MEETING MINUTES Vice Chair McAlister motioned to approve the May meeting minutes. Board Member Dale seconded the motion. MOTION PASSES UNANIMOUSLY 6-0. III. OLD BUSINESS Tourism Updates a. Emerald Downs Partnership Update – Coordinator Chachere reported that the agreement was executed, an Explore Auburn page has been added to the Emerald Downs site. Prior to the meeting Coordinator Chachere emailed Board Members the newsletter and other Emerald Downs communiques on tourism to their customer base as outlined in the Sponsorship agreement. b. Auburn Adventure Film Festival Update - Preliminary flyer for festival is being circulated. Volunteers can be provided by the Auburn Downtown Association, a non-profit. The ADA has also agreed to continue with running the concession stand. The positions for the film festival will be restructured to allow for a festival programmer and a publicist position that must meet City requirements. c. White River Amphitheatre Concert Season Update – Harlow’s will be offering bus service from Emerald Downs parking lots to the White River Amphitheatre in an effort to enhance the visitor experience, mitigate traffic, and encourage concertgoers to visit Emerald Downs afterwards to enjoy two tourism attractions in one day. Coordinator Chachere will run a digital ad campaign and communicate with hotels to relay this information of this service so they in turn can share it with their guests. d. Fortune Cookie Promotion – Coordinator Chachere will be tabling at summer events to drive new users to the ExploreAuburn.com website, generate awareness of Auburn attractions and businesses via the tourism map, wheel of fortune, and giveaways. A cost effective fun resource will be fortune cookies that feature eleven whimsical messages about a tourism attraction and a call to action to utilize the ExploreAuburn.com website for Auburn information and events. e. Summer Coaster Promotion – Last year, the possibility of a coaster promotion was explored. Coordinator Chachere has done some research with multiple vendors for a “Coast into Summer” promotion a. April Financial Report – The financials were presented by Coordinator Chachere. IV. NEW BUSINESS (ACTION ITEM) TOURISM MAP REPRINT PROPOSAL Coordinator Chachere indicated there were only 200 tourism maps left from the printing of them a year ago. Coordinator Chachere secured $528.43 from the BIA Rate Payer Board towards the map reprint. The total cost would be $1,056.86 from the previous printer for 5,000 maps with the updated images, which should last a year. Board Member Krueger motioned to allocate $528.43 to fund the tourism map reprint. Vice Chair McAlister seconded the motion. MOTION PASSES UNANIMOUSLY 6-0. V. NEXT MEETING The July meeting is on Thursday, July 18th at 10AM in Council Chambers, City Hall. VI. ADJOURNMENT There being no more business to discuss, the meeting was adjourned at 10:52AM. ________________________________ ____________________________________ RON ROBERTS, CHAIR LORRAINE CHACHERE, TOURISM COORDINATOR TOURISM MARKETING CALENDAR 2019 MONTH FOCUS FOCUS2 FOCUS3 MORE FOCUS4 MORE3 FOCUS5 FOCUS6 MORE2 FOCUS7 JANUARY AAFF 2019 AUBURN REPORTER RESIDENT GUIDE FEBURARY MARCH ACTIVE AMERICA CHINA GRC WEDDING & EVENTS ACTIVE AMERICA CHINA AUBURN MAGAZINE APRIL SHCA; SUMMER FUN; SPOTLIGHT AD @ SEA- TAC MAY SPOTLIGHT PETPALOOZA JUNE SPOTLIGHT Korean American Sports Festival AUBURN MAGAZINE JULY CONCERT SHUTTLE COAST INTO SUMMER VISIT USA (OZ) SUMMER POSTER AUGUST FOOTBALL FAN PROMO COAST INTO SUMMER GRC INT"L STUDENT ORIENTATION CHAMBER NEW TEACHER ORIENTATION SEPTEMBER FOOTBALL FAN PROMO AAFF US CHINA TOURISM LEADERSHIP SUMMIT? US CHINA TOURISM LEADERSHIP SUMMIT? SEATTLE PARROT EXPO HOPS N' CROPS AUBURN MAGAZINE/ AUTUMN POSTER OCTOBER FOOTBALL FAN PROMO HOLIDAYS/AAF F FIELDHOUSE USA LA SALES BLITZ? AUBURN TOURISM SUMMIT NOVEMBER FOOTBALL FAN PROMO HOLIDAYS/AAF F VETERANS DAY PARADE WINTER POSTER DECEMBER AAFF 2020 JANUARY 2020 AAFF 2020 AUBURN MAGAZINE HOTEL PACKAGES SEASONAL ACTIVITIES COA/OTHER FIT NEW ASSETS MICE NT'L. TOURIS COMMUNITY GRANTS COAST INTO SUMMER PROMOTION (Round 2) Proposal OBJECTIVES  To inform visitors, new residents, remind locals of Auburn tourism assets  Increase visitor counts  Keep visitors in Auburn for longer period of time  Encourage visitor to collect all coasters for ‘set’  Enhance visitor experience by receiving welcome gift at hotel TOURISM ASSET THEMED INCLUSIONS  Explore Auburn Local Eats  Explore Auburn Breweries  Explore Auburn Gaming  Explore Auburn Recreation  Explore Auburn Music Scene PLACEMENT At each location of tourism attractions, additionally in Auburn restaurants, Chamber, Downtown businesses. Welcome to Auburn coaster provided to guests at Happy Hour events; beverage stations; at participating hotels. DURATION JULY – SEPTEMBER 2019, OR UNTIL ALL COASTERS HAVE BEEN DISTRIBUTED. COST $5,000 for 1,000 quantity per themed coaster, with five themes total. KPI  Explore Auburn website hits, new users, duration via Google Analytics (geo location)  Feedback from guests, customers at host locations  Timeline of replenishing supplies Locations Date Quantity Notes Hotels/Restaurants/Attractions Best Western 1-Jul 210 HH: Breakfast Red Lion 1-Jul 210 HH: Breakfast Comfort Inn 1-Jul 210 Breakfast Auburn Area Chamber 1-Jul 120 Annual Meeting/BBQ Clarion Inn 1-Jul 210 Bar Economy Inn 1-Jul 120 Out in front of desk Auburn Motel 2-Jul 90 Coffee Station La Quinta 2-Jul 120 Apt. only Days Inn 2-Jul 90 In Rooms (68) Rainbow Café 2-Jul 250 Bar & restaurant; Distributed by 7/9 Vinifera Wine Bar & Bistro 9-Jul 120 Bar & restaurant Rail Hop' N Brewery 2-Jul 450 Bar Geaux Brewing 2-Jul 300 Bar & restaurant Coast into Summer Tourism Promotion Fund 104 - Hotel Motel Tax Fund Through May 2019 Source : General Ledger Budget YTD YTD YTD as Amended 5/31/2019 5/31/2019 5/31/2018 Beginning Fund Balance 115,221$ 115,221$ 115,221$ 200,371$ Revenues Hotel/Motel Excise Tax 150,000 44,377 44,377 38,650 International Film Festival Admission - 2,300 2,300 - Investment Income 3,600 2,038 2,038 1,349 Total Revenues 153,600$ 48,715$ 48,715$ 39,999$ Expenditures Salary 47,500$ 16,360 16,360$ 19,109 Benefits 8,550 4,111 4,111 4,768 Supplies 3,000 494 494 585 Professional Services 109,350 9,078 9,078 5,187 Travel 1,200 504 504 - Advertising 20,000 4,596 4,596 - Miscellaneous 3,600 4,997 4,997 530 Transfers Out (Grants)8,500 5,000 5,000 3,500 Total Expenditures 201,700$ 45,140$ 45,140$ 33,679$ Ending Fund Balance 67,121$ 118,796$ 118,796$ 206,691$ 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 Auditors Office has completed their annual audit of the City's Financial books. 2) The 2019 Amended Budget includes budget authority through Budget Amendment #2, which was approved in May 2019. E:\Economic Development\Tourism\Budget\2019\MAY 2019\Tourism Expenditure Statement May 2019.xlsx Fund 104 - Services Detail Adopted Budget through March 31, 2019 2019 Expenditure Budget as of May 31, 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$ 4,420$ 20,473$ $ 27,027 104.00.557.300.31 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 -$ - - - 5,000 - - - - - - - 5,000.00 15,000 104.00.557.300.43 Travel N/A 1,200 -$ - 504 - - - - - - - - - 504 696 104.00.557.300.44 Advertising N/A 5,123 3,073$ 505 352 1,193 100 - - - - - - - 5,223 (100) 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 May 31, 2019:Total services expenditures per EDEN: 151,500$ $11,160 7,139.00$ $12,295 5,026.00$ 9,520.00$ -$ -$ -$ -$ -$ -$ -$ 45,140.00$ 106,360.00$ 2019 Year-to-Date Actuals