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Executive Committee Meeting Minutes

March 13, 2019

DCVB Offices

Present: P. Smith, C. Baldridge, C. Rose, N. Brinker, D. Lee, E. Belfrage

Absent: G. Rozich

Staff: S. Dring

Board Action Items:

• May Executive Committee Meeting moved from May 2 to May 23 to account for FY20 Budget Review.

• Dr. Lee made a motion to approve the February 2019 Meeting Minutes. Phil seconded. All approved.

• Staff to begin work on creating a formula for the annual financial commitment for marketing of the Dublin Fieldhouse.

Detailed Minutes:

I. Welcome/Call Meeting to Order

a. Approval of February Meeting Minutes – Phil welcomed the group to the March Executive Committee Meeting. Dr. Lee made a motion to approve the February 2018 Meeting Minutes. Phil seconded. All approved.

II. Financials

a. Bed Tax Revenue – Fiscal Year-To-Date bed tax revenue thru the month of January totaled $776,933 an increase of 1.6 percent from FY18 and a 2.1 percent decrease vs. the YTD budget of $794,000.

b. Balance Sheet – Staff provided the financials earlier in the week and the committee reviewed and discussed. The current total in the checking and saving accounts after the month of February is $178,266. Account receivables total $47,032. It is the Bureau policy to have at least 15 percent of the overall budget for the reserve fund and the reserve fund balance stands at $200,000.

c. P&L Budget vs. Actual – Through February, total expenses year-to-date stand at 57.7 percent and the total incomes year-to-date stand at 64.4 percent. All account lines are where they should be at the beginning of the fiscal year.

III. Committee Discussion Items

a. Bed Tax Decrease Projections – Staff continues to work on the FY20 budget. This year’s budget will be a challenge because staff is projecting a decrease in bed tax revenue for the next two years. Scott noted that these projections are based on research, communication with our hotels, industry trends, etc. Projections include: 2019 -- 2-4 percent decrease; 2020 -- 6-8 percent decrease; and 2021 -- 4-6 percent increase. The major factor contributing to the decrease is the Crowne Plaza is scheduled to close completely from November 2019 – September 2020. The Crowne represents 9.5 percent of Dublin’s total hotel rooms and 32 percent of the total hotel meeting space in the City. In 2018, bed tax revenue generated from the Crowne Plaza represented 6 percent of Dublin’s total bed tax revenue. Scott also noted that increased supply in the marketplace has begun to take its toll in lowering average daily rates among hotels – meaning there will be less revenue coming into each property.

Scott reiterated that marketing and sales efforts during these downturns are critical. The Bureau prepares for these types of situations and is positioned to not only sustain the current level of marketing but increase its efforts to aggressively sell the City and attract visitors and their travel dollars. Clay recommended including a line item in the income section that details the amount of money that will be moved from reserves to meet the final FY20 Budget.

b. FY20 Board of Directors – Scott completed several Executive Committee action items since the last meeting related to the FY20 Board. Dublin Schools Superintendent, Dr. Todd Hoadley, had appointed Doug Baker to the Board as an Attraction Representative. Doug is the Chief Communications Officer with the City Schools. Heather Baxter’s term as Attraction Representative expires June 30, but she had agreed to continue serving on the Board in an ex-officio role. Scott spoke with the City of Dublin and City Council will be interviewing candidates for the City Council Representative on the Board replacing Phil Smith, whose term has expired.

c. Private Monies Account – Clay noted that the State recommended creating a separate account to hold all private monies vs. bed tax dollars. This account can then be used to pay for various travel expenses and any authorized alcohol charges. The account has been created and all private revenue will go into the account. The balance of the account is currently $20,500.

d. Dublin Fieldhouse – Bob Hoying introduced the Dublin Fieldhouse concept was to Dublin City Council on February 25. The Bureau took the lead on promoting the concept to the local media and secured several features in Business First, Dublin Villager, 614 and others. Staff encouraged key stakeholders to use the Bureau’s social media platforms to help raise awareness of the facility. Scott noted that next steps include Crawford Hoying meeting with City Staff to find a solution to the GAP funding. Scott has also agreed to serve on a local workgroup for the Fieldhouse. Scott started the discussion potential Bureau financial support on an annual basis if the Fieldhouse is built. Staff to begin work on creating a formula for the annual financial commitment for marketing of the Dublin Fieldhouse.

IV. Executive Director Report

a. Meg Berno – Meg Berno has joined the staff as Marketing Coordinator. Meg comes from the Ohio Tourism Division where she handled the State’s Public Relations outreach, social media, collateral, etc. She graduated from Miami (Ohio) University and brings a wealth of industry knowledge to the team. Meg met the Executive Committee.

b. State of the City – Scott will be speaking as part of the City of Dublin’s State of the City Presentation tonight. He will discuss Downtown Dublin and introduce a video.

c. June Board Meeting (Overview Presentation) – The Committee discussion the benefits of Staff providing a “State of the Union” presentation at the last meeting of the fiscal year in June. The presentation would serve more as an education to what Staff does vs. just reviewing accomplishments. The Committee agreed that it was a good idea for the presentation and will discuss the best date to present. Scott to draft an outline of the presentation.

d. DVIC Preview – The Executive Committee visited the newly renovated Dublin Visitor Information Center that will officially open Friday morning in time for the St. Patrick’s Day Celebration

V. Other

• Executive Committee Meeting – Thursday, April 4, 11:30 a.m., DCVB Offices

• Board of Trustees Meeting – Wednesday, April 10, Noon, Muirfield Village

“People in our places, feet on our streets, heads in beds”

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