Bandon Chamber of Commerce 300 2Nd St

City of Bandon

CITY COUNCIL AGENDA DOCUMENTATION DATE: February 4, 2019 SUBJECT: Chamber of Commerce Quarterly TOT Expenditure ITEM #: 6.4.2 Report

BACKGROUND As a part of the recently executed Agreement with the Chamber of Commerce, the Council requested quarterly TOT expenditure reports.

The enclosed report includes a reporting of TOT expenditures for the period of July 1, 2018 through December 31, 2018. It also includes an update on Chamber activities from September 17, 2018 through January 30, 2019, under the direction of the new Chamber Executive Director, Ruthie Painter.

Ruthie is unable to attend the February 4th meeting, but will attend and present the next quarterly report.

FISCAL IMPACT Not applicable

RECOMMENDATION Information only. Any questions about the report should be directed through the City Manager who will relay them to the Chamber Executive Director for follow up.

SUBMITTED BY PO Box 1515"' Bandon, Oregon 97411 Phone 541-347-9616 ,., Fax 541-347-7006 Chamber of Commerce www.band on. com

January 30, 2019

To: Mayor Mary Schamehorn, Bandon City Council, and City Manager Robert Mawson

Re: Requested, per Chamber Contract with City of Bandon, the report for TOT funds July 1, 2018 through December 31, 2018. Also included is an update on Chamber Activities September 17, 2018 through January 30, 2019 with new director, Ruthie Painter, and list of Advertising Plan completions.

From: Ruthie Painter

Please feel free to call if you have any questions (541) 840-4201.

Thank you,

Ruthie Painter Executive Director Bandon-by-the-Sea Chamber of Commerce Bandon By_ The Sea Chamber of Commerce FY 2018 - 2019 Budaet Report (as of 12/31/2018

Tourism & Tourism & Promotion Promotion Actual 12/31/2018 Budget Difference Budget Categorl Identification INCOME 400 TOT $ 27,398 $ 109,595 $ (82,196) 20.7% of $529,443 (per City Manager, Robert Mawson) AA Carryover Income $ 28,000 $ 28,000 $ - TOT carryover from FY17/18. ($15,706.39 carried over from FY16/17 short-pay.) ., TOTAL INCOME ~~ $ 55,398 $ 137,595 $ (82,196)

EXPENSES 700 Advertising: Mixed Medium $ 17,928 $ 81,783 $ 63,854 J:t Mixed media and trade shows 703 Public Relations $ - $ 2,000 $ 2,000 Hosting of travel writers and tour organizations 711 Seminars / Meetings $ 1,256 $ 2,500 $ 1,244 Attended by ED and BOD member(s) for industry updates & education 712 Memberships / Dues $ 963 $ 2,000 $ 1,037 Chamber's membership in State Tourism and Promotion organizations SUBTOTAL $ 20,147 $ 88,283 $ 68,136

601 Janitorial $ 652 $ 1,800 $ 1,148 603 Insurance $ 312 $ 2,400 $ 2,088 Monthly maintenance of Visitor Center and bathroom 608 Visitor Center Equipment $ 641 $ 1,200 $ 559 Comprehensive liability, volunteer, and SAIF coverage 702 PrintinQ: Guides / Newsletter $ 836 $ 3,200 $ 2,364 Maintain and keep current existing office equipmenVfixed assets 704 Office Supplies $ 648 $ 2,400 $ 1,752 In-house printing of brochures and master copies produced ex1ernally 705 Property Tax $ 857 $ 837 $ (20) Supplies for the day to day operations of the Visitor Center 707 Postaae / Shipping $ 106 $ 2,000 $ 1,894 Annual payment for the City owned property and Visitor Center building 708 Office Machine Lease $ 868 $ 2,800 $ 1,932 Mailing of printed information 709 Utilities $ 2,597 $ 4,600 $ 2,003 Machine to allow streamlined & cost effective Visitor Center operation 717 Buildina Maintenance & Services $ 445 $ 450 $ 5 City of Bandon; Comspan SUBTOTAL (Visitor Ctr) $ 7,961 $ 21,687 $ 13,726 Physical upkeep & security of the City owned Visitor Center building

617 Professional Services $ - $ - $ - 699 Payroll: Employer Taxes I Expenses $ 800 $ 3,375 $ 2,575 J:t Legal counsel, bookkeeping, income tax prep, payroll, etc. 600--Employee Gross Wages & Bonus $ 8,583 $ 24,250 $ 15,667 Monthly, quarterly and annual federal and state employment taxes & support SUBTOTAL (Admin) $ 9,383 $ 27,625 $ 18,242 Gross pay for the Executive Director

TOTAL EXPENSES -~ $ 37,491 $ 137,595 $ 100,104

INCOM~ vs. EXPENSES $ 17,907 $ - J:t Approx 100% increase from 17/18 budget. 2/3rds of increase due to carryover/short-pay. n For FY18/19, moves all Expenses to Chamber responsibility. 5:06 PM Bandon-by-the-Sea Chamber of Commerce 01/29/19 Account QuickReport Cash Basis July through December 2018

Date Name Memo Paid Amount 700Ad Comm 07/01/2018 Coos County Airport District N/A 75.00 07/01/2018 Bills entered 7/1/2018 but paid 6/30/2018-Accts Copy can't change date -75.00 08/11/2018 MEDIAmerica, Inc. 01-BANDON 400.00 08/11/2018 MEDIAmerica, Inc. 01-BANDON 140.00 08/11/2018 The World South Coast Strong 724.00 08/11/2018 The World 231-60004703 155.00 08/11/2018 Coos County Airport District N/A 75.00 08/11/2018 KOBI/KOTI-TV NIA 490.00 08/11/2018 Geneva Miller N/A 987.00 08/11/2018 Geneva Miller NIA 360.00 08/11/2018 Dennett Consulting Group N/A 375.00 08/31/2018 KEZI 3419 -755.00 08/31/2018 KEZI 3419 -40.00 09/11/2018 PacWest Drone Services N/A 721 .00 09/14/2018 Oregon Coast Magazine 100250 470.90 09/14/2018 Coos County Airport District N/A 75.00 10/02/2018 Special Editions Publishing USA Today - Go Escape 3,000.00 10/08/2018 KOBI/KOTI-TV Sept18 490.00 10/08/2018 Catherine Underdown N/A 276.25 11/02/2018 Coos County Airport District N/A 75.00 N/A 11/16/2018 Coos County Airport District 75.00 11/16/2018 Statehood Media May Digital 100.00 11/16/2018 Statehood Media June Digital 100.00 11/16/2018 Statehood Media July Digital 100.00 11/16/2018 Statehood Media Aug Digital 100.00 11/16/2018 Statehood Media 1859 Oregon's Magazine 800.00 11/16/2018 Statehood Media 1859 Oregon's Magazine 800.00 11/16/2018 Dennett Consulting Group DCG Visitor Research Study #5 541 .00 11/30/2018 KEZI 3419 -705.00 11/30/2018 KEZI 3419 705.00 12/15/2018 KEZI 3419 300.00 12/15/2018 KEZI 3419 495.00 12/15/2018 KDRV 3419 735.00 12/15/2018 Coos County Airport District N/A 75.00 12/15/2018 Dennett Consulting Group DCG Study#6 405.00 12/18/2018 MEDIAmerica, Inc. 01-BANDON 800.00 12/27/2018 Oregon Coast Magazine lnv#223485 458.15

Total 700 Ad Comm 13,903.30

TOTAL 13,903.30

Page 1 Advertising Plan - 2018-19

USAToday- Targeted Print (1/2 Page) and Digital media campaign. Estimated Impressions: 500,000

Travel Adventure Show- A-."2-.-!-o Trade Show in San Francisco that Bandon will be represented with a Booth. .5b._V'-..f r?l r- X"I Co-Op with Travel Oregon for prospective travelers.

Other continued advertisements/marketing: Doh -e. North Bend Airport, standup banner and brochure space .

Oregon Coast Visitors Association Magazine/Web and Newsletter (Official Coast Guide! Website: 2.3 million page views per year

Travel Oregon - specific on-going programs on their website/marketing arms

Oregon Coast Magazine 1:) D'r\ e. ·,D DY\ e... Mile by Mile Guide

Media Content packages - quarterly media pitches of our region sent to targeted media, including Facebook, lnstagram and website packaging. o\t\ TV campaigns, Medford Market. reaching over 7 counties in Southern Oregon D e.

Digital Marketing - reaching all of Oregon

Use as needed: Northwest Magazine, 1859 Magazine, 101 Magazine. Participate in regional Digital marketing campaigns, including Crater Lake County, very successful in past, driving people to website.

Social Media marketing programs, third party websites

Use a budgeted amount for time sensitive opportunities that come our way - i.e. a magazine needs to fill a cancellation

Bandon Chamber of Commerce 300 2nd St. - Bandon, OR 97411 ~•OREGON•a~ 541-347-9616 www.bandon.com State of the Chamber September 17, 2018 - January 31, 2019

Ms. Painter became Executive Director 9-17-2018

Visitor Center

. Staff meeting with volunteers revisited the Handbook for proper procedures with Visitors and discussed new policy .

. The entire business community is encouraged to leave brochures, cards. They do not have to be a member .

. All businesses are referred for requested services, even if not a member .

. Started revision of Relocation Brochure for digital and printed access .

. Visitor Center resources open to the whole business community, maps, brochures offered for individual business use .

. Cleaning, repairs, reorganization, supplies, carpet clean were done and a new cleaning person hired.

Website Bandon.com

. Updates, content, and regular posts were needed for visitors .

. Event Calendar edited and added to on a regular basis for locals and visitors. Library, Washed Ashore, and all merchants encouraged to post events.

Business Community and other Events:

. Business advising offered and accepted .

. Director continues with regular visits to merchants .

. Painter attended State Chamber Conference in October 2018 in Springfield, OR .

. New Chamber/Visitor Center contract with the city approved November 5, 2018. . Painter attended multiple meetings with Greater Bandon Association (GBA) director and board concerning events and event coordinator position .

. Board Member Larry Langenberg chosen as liaison to GBA on ongoing basis. Board members Rushel Reed and Rick Stillwagon are also on the GBA Board .

. Director attended Olivia Andor's Merchant to Merchant meetings and planning sessions for 2019 .

. Painter is on Travel Southern Oregon Coast Board (TSOC) for Destination Marketing Organizations (OMO) .

. Director will join Washed Ashore Board in February .

. Board member Anthony Zunino will represent Bandon and the Chamber at the March trade show in San Francisco .

. Group to celebrate business anniversaries and new members is forming .

. Ad Group is formed. First meeting will be in February 2019 to review current Marketing and make suggestions for 2019. There are 2 hotels, 1 bank, 1 realtor, and 1 cafe signed on to assist.