M E M O R A N D U M - Jacksonville



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OFFICE OF THE CITY COUNCIL

Annette R. Hastings 117 WEST DUVAL STREET, SUITE 425

TDC EXECUTIVE DIRECTOR 4TH FLOOR, CITY HALL

OFFICE (904) 630-7625 JACKSONVILLE, FLORIDA 32202

FAX (904) 630-2906

E-MAIL: ANNETTEH@`

November 8, 2012

5:00 P.M.

tourist development council

Minutes

RFP Subcommittee meeting

Tuesday, November 6, 2012

1:00 P.M.

CITY HALL @ ST. JAMES BUILDING

Suite 425, Conference Room B

Councilman Richard Clark, Subcommittee Chair

MG Orender, TDC Subcommittee Member

Annette Hastings, TDC Executive Director

Meeting Convened: 1:05p.m. Meeting Adjourned 1:45p.m.

Others Present:

Rick Catlett, President, Gator Bowl Association; Bill Prescott, Vice Chair, Visit Jacksonville Board of Directors.

Call to Order:

Subcommittee Chair, Councilman Richard Clark, called the meeting to order at 1:05 p.m. Councilman Clark stated the purpose of the meeting was to discuss CVB Operational Scope of Services.

Mr. MG Orender distributed handouts of comparable markets of CVB operations to Visit Jacksonville for discussion.

Discussion:

The following issues were discussed by the Subcommittee:

➢ Tourist Development Tax Percentage

➢ Pensacola, FL 4%

o Savannah, GA; 6%

o Tampa, FL 5%

o West Palm Beach, FL 5%

o Sarasota, FL 5%

o Naples, FL 4%

o Ft. Lauderdale, FL 5%

➢ Percentage Total Budget Sales & Marketing

➢ Size of Sales Staff/ Percentage Salaries & Overhead

➢ Florida Statute Governance Section 125.0104 (5)(a)

➢ Duval County TDC Percentage Distribution of Funds

➢ CVB Structures

Comments:

➢ Mr. Orender stated that from the research done Visit Jacksonville was operating very similar to the competition with the same footprint and model.

➢ Mr. Prescott noted the present sales staff and budget was in line with other CVB operations at 50%.

➢ The TDC Subcommittee was in agreement that Visit Jacksonville was comparable to other CVB’s regarding the percentage of total budget allocations with 50% for marketing and 50% for sales.

➢ Councilman Clark stated that changes needed to be made to the incentive dollars given out in order to maximize our marketing dollars.

➢ Mr. Orender noted that the TDC incentive program needed to be revaluated and additional dollars be put into direct marketing on a percentage bases and any additional dollars should strictly be used for marketing, advertising and media buys.

➢ Mr. Orender suggested Visit Jacksonville reinstated the practice of having a public relations (PR) report as a benchmark with dollar value for ad buys.

➢ Mr. Prescott and Mr. Catlett made the recommendation to go back to past years where an additional 10 % was designated to Visit Jacksonville in the budget for marketing

➢ Mr. Prescott proposed when the TDC approved the Visit Jacksonville budget it would include a marketing/advertising plan on how the additional 10% would be spent with quarterly reports to the TDC.

➢ Councilman Clark advocated an additional 10% be considered in the Visit Jacksonville contract for marketing and separate from Visit Jacksonville’s marketing budget and be exclusively for marketing dollars. He would like it considered at the next TDC meeting.

➢ Mr. Orender noted that he would be out of town on business for the TDC meeting on November 15, 2012.

Recommendations:

The Subcommittee entertained the prospect of having Jim McCain, Assistant General Counsel, look into amending the Visit Jacksonville contract to include an additional ten percent (10%) for marketing. The issues concerning such an amendment to the contract would be presented at the TDC Quarterly meeting of November 15, 2012, for the information of the TDC members.

Note: Audio of the November 6th TDC Subcommittee meeting is posted to the web at .

Adjournment:

There being no further business to discuss the meeting was adjourned at 1:45p.m.

NOTE: “DRAFT” of Minutes from TDC CVB Operational & Scope of Services Subcommittee Meeting of November 6, 2012

Minutes: Annette R. Hastings-TDC 11/08/2012 “Draft” Copy of Minutes/CityC

CD: 1-LSD

Materials: Submitted to LSD 11/08/2012

Meeting TDC Notice November 6, 2012

Agenda

Sign-in Sheet

Tourist Development Tax Handout (3 pages)

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