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HomeMy WebLinkAboutMinutes 08-25-2010ST. LUCIE COUNTY TOURIST DEVELOPMENT COUNCIL MEETING Wednesday August 25, 2010 0 12:30 P.M. MINUTES Members present: Commissioner Chris Dzadovsky, Chairman Christopher Egan, Vistana's Beach Club — Sheraton PGA Marilyn Minix, Road Runner Travel Resort Michelle Valvano, Perfect Drive Golf Villas Pam Haney, Holiday Inn Express Members absent: Councilwoman Linda Bartz, City of Port St Lucie Commissioner Eddie Becht, City of Fort Pierce Paul Taglieri, St. Lucie Mets Jill Hanson, Residence Inn by Marriott Staff present: Charlotte Lombard, Tourism Development Manager Katherine Mackenzie Smith, Assistant County Attorney Jennifer Garrity, Recording Secretary Terri Ann Palumbo, Executive Assistant to Comm. Dzadovsky Also present: Tom Colucci, Treasure Coast Sports Commission Cathy Matos, Homewood Suites Loretta Millan, St. Lucie County Chamber of Commerce Erica Byfield, Comet Creative Carla Scheifele, Hilton Garden Inn Harold Smyth, Economic Transformation Team of Fort Pierce Raymond J. Nau, Melbourne Airport Authority Bob Baldassari, PGA Jo Seiler, Hampton Inn & Suites Al Scholliamos, Castle Pines Golf Villas Arlo Koletzky, St. Lucie County Chamber Paul Schall, German Marketing Cooperative Ed Griffith, Courtyard Marriott, Martin County HMA 1. CALL TO ORDER: Commissioner Dzadovsky called the meeting to order at 12:32 PM. 2. ROLL CALL: Jennifer Garrity called roll. 3. SELF INTRODUCTION OF GUESTS: Attending guests identified themselves. Tourist Development Council Meeting 0 August 25, 2010 4. APPROVAL OF MINUTES The minutes from July 14, 2010 were approved unanimously. 5. FINANCIAL a. Charlotte Lombard reported that the June 2010 numbers were $154,123.00, which is up 4% from June 2009. Numbers are up 1 % year to date from this time last year. b. P & L report was passed out to the TDC members. Report attached. 6. 2011 BUDGET PRESENTATION Charlotte gave a presentation on the 2011 TDC budget and travel schedule. Discussion ensued. Michelle Valvano made a motion to approve the 2011 TDC budget and travel schedule. Marilyn Minix seconded. Unanimously approved. Presentation attached. 7. ST.LUCIE COUNTY TOURIST DEVELOPMENT COUNCIL MISSION STATEMENT Charlotte presented mission statements from other TDC's and CVB's in Florida. Commissioner Dzadovsky recommended Charlotte come back to the next TDC meeting with a draft of the TDC mission statement. 8. PUBLIC COMMENT Katherine MacKenzie -Smith spoke about the online retail travel companies and the settlement in the class action lawsuit. Buzz Symth spoke about the SKA fishing tournament and concerns about being prepared. Al Scholliamos mentioned that he had received a couple of phone calls from the SKA participants and there was concern about the lack of knowledge of the area. Tom Colucci reassured the TDC members and attendees that the SKA tournament preparation is under control. Mr. Colucci mentioned the SKA meeting that is taking place at his office August 31 at 10:00 am and invited anyone that would like to attend to learn more about the event and sponsorship opportunities. Mr. Symth also spoke about the relationship with the Bahamas and St. Lucie County. Page 2 of 3 Tourist Development Council Meeting 0 August 25, 2010 Ray Nau from the Melbourne International Airport spoke about the new airlines that are being stationed at the airport. He also spoke of the new 95 interstate exit to the airport. Bob Baldassari, PGA, spoke about the Patriot Golf Day September 4, 2010. Erica Byfield mentioned the Homerun Music Festival being held September 25, 2010 at Digital Domain Park. John Wilkes from the Sunrise Theatre mentioned the Sunrise Advantage Plan. Chris Egan mentioned the Martin County Chamber Golf Tournament October 29, 2010. The meeting adjourned at 2:08 P.M. Page 3 of 3 TDC July 2010 Jul-10 Jul-10 P & L Report Actual Budget Bed Tax Revenue $ 32,633.00 $ 25,900.00 Carry Forward $ 18,277.00 $ 18,277.00 Interest $ 416.67 $ 416.67 Total Revenue $ 61,326.67 $ 44,593.67 Direct Expenses Salaries $ 5,703.03 $ 4,335.83 Benefits $ 2,306.27 $ 2,316,66 Other Contract Services $ 8,250.00 $ 10,662.25 Travel $ 320,22 $ 250.00 Communications $ 256.28 $ 83,33 Postage $ - $ 1,250.00 Printing $ 285.00 $ 1,667.00 Promotional Activities $ - $ 83.30 Promotional Entertainment $ - $ 83,30 Office Supplies $ 160.15 $ 41.67 Dues $ - $ 166.00 Aid $ 40,000,00 $ 20,833.00 G & A $ 2,122,00 $ 2,122.00 Materials Center $ - $ 83.33 Promotional Advertising $ 7,500.00 $ 8,000.00 Tax Collector $ 1,217.00 $ 1,217.00 Total Direct Expenses $ 68,119.96 $ 53,194.67 Variance YTD Oct -July 10 Oct - July Budget Actuals Budget Variance 26% $ 357,664,00 $ 333,000.00 7% 0% $ 164,493.00 $ 164,493.00 0% 0% $ 3,750.03 $ 3,750.03 0% 15% $ 626,897.03 $ 601,243.03 5%v 32% $ 42,696,84 $ 43,358.30 -2% 0% $ 13,761.19 $ 23,166.60 -41% -23% $ 93,875,00 $ 106,622.50 -12% 28% $ 3,186,20 $ 2,500.00 27% 208% $ 862.35 $ 833.30 3% -100% $ 802.26 $ 12,500.00 -94% -83% $ 1,243.00 $ 16,670.00 -93% -100% $ 843.00 $ 833,00 1 % -100% $ 80.74 $ 833.00 -90% 284% $ 371,02 $ 416.70 -11 % -100% $ 935.00 $ 1,660.00 -44% 92% $ 210,000.00 $ 208,330.00 1% 0% $ 21,220.00 $ 21,220.00 0% -100% $ 265.13 $ 833.30 -68% -6% $ 67,365.00 $ 80,000.00 -16% 0% $ 12,170.00 $ 12,170.00 0% 28% $ 469,676.73 $ 531,946.70 -12% ^I -[ m o � o fl D m m o a -A Q 0 v A X d m go a - o o N ao roW =e [} n N o b O5A, C rt 'r O P a' N o a `°M. a `" N N a w w c) m m M K 6 as o m� , --I cu 0 D m' N m 3 0' m o m a Cs "C @ N a {• m Cn CD� N rn m X L c ( m m m coo @ N N O (? .�+ CDa (D iA (y9 (0% to ffl T.9 69 ei 4�a W fH fA (A el ffi fA (fl 4A to 4A 69 n _ V j N A V N 0 7' W W W (�) W Awl CJ Y(mtl N O (O W W N W w— m J m W V A W N V V m m N O W N m O A -V-* O W(A+7 N •6W?SVJ7 s p V W V 0 0 1 C7 C7 C7 CS �f O O N W N O -• W Q 0 0 0 W O O W O O d N .A O O m (St 0(D (A A W W O O fA fA fA ffi 64 fH f q to (A <A V9 EA Ffl 69 VA EA fEp (co 69 40 fA Q W .mi. V N CNii N N N Gl -o _ (]t (O O tQ O m- O O A O o of o 0 0 0 0 0 (4 07 t] W 4 W 0 M V O O m O O CS O CJ C7 O O O A O W N Q N O 0 0 N C] N p 0 0 0 0 0 0 o ca ca ca o © o 0 0 © o 0 o c> ca o 0 o O o 0 0 0 0 tu o. w w A O O W V m W m N m A [ii :* m V C> O Oo a a n o 0 0 0 o n a n o 0 yn�'SywtY �R St. Lucie County Tourism Website Redevelopment 2011 The St. Lucie County Tourism office is seeking project bids for the redevelopment of its current website. All bidders should be able to provide the scope of services listed in this document in order to be considered. Goal of the project: The quality and content of St. Lucie County's Tourism website (www.visitstluciefla.com) must accurately reflect the market and provide compelling reasons for consumers to visit. The County's objective is to increase visitation by providing potential visitors with a content -rich, reliable site with easy -to -use travel planning tools. objectives for Redevelopment: St. Lucie County's tourism website was last redeveloped in 2006. In 2008, it received a cosmetic redesign on the front-end only. The existing site requires a new front-end redesign, navigation improvements, functionality enhancements and other items that are addressed in this document. The redeveloped site should employ the latest in creative technology to present an updated, visually compelling, user-friendly online resource which is cohesive and consistent with our brand identity. The selected bidder should also have the ability and knowledge to provide a web design compatible with mobile platforms. A. Architecture and Navigation* The bidder should propose improvements to the existing navigation and structure with an explanation of why it will improve the user's experience. B. Resign: The bidder will provide examples that demonstrate an ability to create user-friendly designs that capture the look and feel of a destination. All web page templates should be designed with a cascading style sheet with the ability to utilize the County's existing "Red Dot" content management system. All programming should be developed in a Microsoft -friendly platform. C. Editorial: Most of the editorial on the existing site will be used or reworked for the new site. Additional pages or editorial may need development. The bidder should have the ability to create and/or edit travel articles, itineraries and other content about the unique selling points of St. Lucie County Tourism. All new editorial on the site must be written following best practices for web readability and AP style. The site needs to be designed in compliance with ADA standards. The site shall be comprehensive including a home page with interactive/flash animation, places to stay, things to do and see, a calendar of events, accommodations and search programs, transportation, news releases, emergency crisis management situation changes, electronic brochures, videos, live cams, weather/fishing/surf reports and other site categories which may require updating. D. Online Booking Engine: Bidder will be required to work with "Book Direct", a sole source provider of an online reservation search engine technology that will need to be embedded into the new website. E. Listings: The bidder must provide a back -end database solution to effectively manage the County's listings of tourism businesses. Bidder will provide recommendations of any additional listing amenities or information that should be collected in each category and any improvements to the display of accommodations (in partnership with Book Direct), attractions, recreation, shopping, dining and possibly the calendar events information (the Calendar of Events information is currently managed through Google's online tool —see section "G"). Bidder should provide to the County a recommended process for collecting the site's listing data for the website. Bidder may need to provide a plan for keeping listing information in the database updated and maintained throughout the year. Preferably, provide a 24/7 system that gives local businesses password -protected access to update their listing information online with a built-in approval process through the County. F. Mapping: The County currently has a static illustrated map that lists all of its attractions, parks/preserves, accommodations, sports venues and other points of interest throughout the County. Bidder should have the ability to provide a description of mapping solutions you would recommend and the integration of mapping technology on the site (i.e. an interactive map) utilizing the existing map artwork. G. Calendar: Bidder should have the ability to provide an events calendar solution that is easily editable by the County staff (staff currently utilizes Google's online calendar management tool and may continue to do so, if recommended or it's the best solution within budget). Calendar should include multiple event categories, featured events and searching/sorting capabilities. Calendar component should also allow featured events to be cross -promoted in other sections of the site. H. Offers: The County is interested increasing off-season visitation through the promotion of deals, offers or packages. Bidder should recommend a solution for promoting special offers from suppliers on the website. This component needs to be editable by the County through the Red Dot content management system. I. Recommend New Features: Bidder should recommend future development for the site that would be most beneficial to St. Lucie County Tourism. These developments (aka "wish list") should be possible to add to the new site on an ongoing basis without requiring substantial redesign. This component needs to be editable by the County through the Red Dot content management system. J. Downloads The bidder shall provide a recommendation for the setup and capability to download any of the County's tourism promotional collateral products (i.e. travel guides, brochures, meeting planner RFPs) as an on-line electronic fulfillment. These should be in portable document format (PDF) and the bidder should provide a recommendation of how to receive a monthly report on the number of downloads of each category. K. Capture Data: The bidder should provide a recommendation for a list server service to capture e-mail addresses and other pertinent data for St. Lucie County tourism promotions (the County currently utilizes Constant Contact). St. Lucie County will own the e-mail addresses for their promotional use only. L. Traffic Generation: Bidder should provide recommendations for programs that would increase traffic to the site. Recommendations should include, but not be limited to, search engine marketing or outgoing emails. M. Search: The bidder should provide a recommendation of a search mechanism for the site. N. Proofing: The County will review and approve all design, photography, content, and listings that appear on the site. The selected bidder will test all of the functionality of the site. Bidder is required to describe its proofing and approval process. Additional Information: • All artwork, editorial and photographic material —to be commonly known as `data' collected or provided by the County or its affiliates will be released to the selected bidder at no charge for use solely in the official website, unless protected by copyrights, exclusive -use agreement. • The selected bidder agrees that the County will have full editorial control and approval of the site and all contents after completion of the project. + The County will be responsible for hosting the site in order to provide 24-hour customer service, security, backup, redundancy and connectivity/peering and management of special procedures during disaster recovery & emergencies. + Bidder is required to list any references, samples or experience related to tourism website development. Present specific qualities and/or accomplishments that make you uniquely qualified to produce the site for the County. Outline the planning, development and proofing process for the production of the site. Below is the summary of the current St. Lucie County tourism site. The content and size of the site may or may not change once development of the new site begins. Type Number of pages or files Tourism brochure 101='pages Photo gallery 1 page PDF files'; 9 fifes Flash files - non -brochure 10 files Printable web pages - non -brochure 112 pages Regular web pages - non -brochure 112 pages General web totals: • Number of files = 993 • Number of images = 540 • Number of hyperlinks = 11,523 Bid Schedule: 1. County distributes bids to interested parties 2. County staff is available for questions and/or scheduled meetings 3. Bids are due to County staff