AMELIA ISLAND TDC BOARD BOOK MARCH 27th 2019 Date: Wednesday March 27th, 2019 Location: Breakwater Hotel at the Beach, Conference Room 2707 Sadler Road Fernandina Beach, FL 3:00pm ________________________________________________________________________ Agenda I. Call to Order Danny Leeper II. Approval of March 11th, 2019 Meeting Minutes Danny Leeper III. Public Input (items not on the agenda) 3-minute limit IV. Financials Gil Langley a. Budget V. Research Gil Langley a. STR – February 2019 b. Year in Review c. Florida Comparison VI. Monthly Activity Report a. Marketing Amy Boek b. International/Content Kate Harris VII. Old Business Gil Langley a. Beach Cleaning A. Recommendations B. Measurement C. Signage b. ADA Online Accessibility VIII. New Business Gil Langley a. Budget 2020 IX. Adjourn MINUTES Board Meeting Monday March 11th, 2019 5:30 p.m. Nassau County Board - Commission 96135 Nassau Place Yulee, Fl 32097 Present: Barbara Halverstadt, Danny Leeper, Jim McManemon, Chip Ross, Arlene Filkoff, Len Kreger, Olivia Hoblit Absent: Mary O’Donnell, Bob Hartman Staff: Gil Langley, Amy Boek, Susan Hurley I. Call to Order Meeting was called to order by Danny Leeper at 5:30p.m. II. Approval of Minutes – December 20th, 2018 TDC Meeting A motion was made by Jim McManemon to approve minutes of the last meeting, seconded by Len Kreger. All approved. III. Public Input: Items not on the agenda: No public input. IV. Beach Related Items Gil Langley Mr. Langley opened by stating that this meeting was open to the public and that it was posted. Discussion opened with the fact that the County Commission seems to want more information and a Scope of Services regarding beach cleaning. Getting the City and the County on the same page was discussed and agreed to that it would be the best for the City, County and the citizens and tourists alike. Nassau County BOCC ruled against “piggybacking” on a contract with Jacksonville Beach. Danny Leeper stated that the commission felt if they agree to piggyback on the contract, they would lose flexibility. A timeline of events was discussed, showing the extent of the time and effort that has been put into place spent on evaluating options to date. Hiring a consultant to create the specs (what do we clean, how do we clean, time spent on cleaning etc...) and creating an RFP was discussed. In comparison to doing this evaluation internally, the consensus was that hiring a consultant may take up too much time. V. Comprehensive Signage & Wayfinding Gil Langley Signage discussion began with the importance of uniform signage and building a brand. The recreation and gateway signage were also added into the creation of the Comprehensive Signage & Wayfinding project. Mr. Langley requested that the board review the project notebook everyone was given and stated that it will be on the agenda at the March 27th, 2019 AITDC board meeting. Closing comments were a reminder that there are two weeks until the deadline for the AITDC contract. Negotiations have been going on for 18 months. There was discussion of creating a timeline to reflect the process to date and to request from the County Manager, County Attorney and County Clerk as to what are the issues holding up the agreement. All board members were given a copy of the Research and Administrative Services Agreement DRAFT 6 for review. A motion was made by Chip Ross to send a recommendation to the NC BOCC that the AITDC board is confident with the contract and recommends that they adopt it. Motion was seconded by Arlene Filkoff. All approved. Gil Langley will call for an AICVB meeting to also review the contract and recommend to the NC BOCC to adopt it. VIII. Adjourned at 6:40p.m. Approved ___________________, 2019 Tourist Development Council of Amelia Island, Florida By: _____________________________ By: _______________________________ Danny Leeper, Chair Attest: Gil Langley, Managing Director FINANCIALS 03/22/2019 14:03 |BOARD OF COMMISSIONERS |P 1 6235glan |YEAR-TO-DATE BUDGET REPORT |glytdbud FOR 2019 13 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 137 AI TOURIST DEVELOPMENT FUND APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED ____________________________________________________________________________________________________________________________________ 37000000 AI TOURIST DEVELOP FUND _________________________________________ 37000000 312120 TOURIST DEVELOP -7,232,531 0 -7,232,531 -1,896,193.13 .00 -5,336,337.87 26.2%* 37000000 361101 INTEREST-BANK 0 0 0 -2,233.08 .00 2,233.08 100.0% 37000000 361101 BBVA INTEREST-BA 0 0 0 -36,957.27 .00 36,957.27 100.0% 37000000 361101 TIAA INTEREST-BA 0 0 0 -3,933.27 .00 3,933.27 100.0% 37000000 361161 EVRB5 CD INTERES 0 0 0 -4,555.19 .00 4,555.19 100.0% 37000000 399951 CASH FWD-RESEAR -79,527 0 -79,527 .00 .00 -79,527.00 .0%* 37000000 399952 CASH FWD-MARKET -1,563,243 0 -1,563,243 .00 .00 -1,563,243.00 .0%* 37000000 399953 CASH FWD-TRADE -942,561 0 -942,561 .00 .00 -942,561.00 .0%* 37000000 399954 CASH FWD-BEACH -1,562,743 0 -1,562,743 .00 .00 -1,562,743.00 .0%* TOTAL AI TOURIST DEVELOP FUND -11,380,605 0 -11,380,605 -1,943,871.94 .00 -9,436,733.06 17.1% 37521582 TDC ADMIN FEES-TRANS OUT _________________________________________ 37521582 591910 CLERK ADMINISTRA 108,488 0 108,488 34,280.24 .00 74,207.76 31.6% 37521582 591910 TAXCO ADMIN FEE- 108,488 0 108,488 34,280.24 .00 74,207.76 31.6% TOTAL TDC ADMIN FEES-TRANS OUT 216,976 0 216,976 68,560.48 .00 148,415.52 31.6% 37522552 TDC RESEARCH/ADMIN _________________________________________ 37522552 531041 MANAGEMENT FEE- 1,052,334 0 1,052,334 332,518.33 .00 719,815.67 31.6% TOTAL TDC RESEARCH/ADMIN 1,052,334 0 1,052,334 332,518.33 .00 719,815.67 31.6% 37523552 TDC MARKETING _________________________________________ 37523552 548110 ADV CONT-AD PRO 200,000 200,000 400,000 300,726.56 .00 99,273.44 75.2% 37523552 548120 ADV CONT-MAG PL 3,584,667 -200,000 3,384,667 292,614.27 .00 3,092,052.73 8.6% 37523552 548240 ADV CONT-WEBSIT 300,000 0 300,000 62,233.92 .00 237,766.08 20.7% 37523552 548250 ADV CONT-FOCUS 87,089 0 87,089 14,000.00 .00 73,089.00 16.1% 37523552 548330 ADV IN HOUSE-MI 35,000 0 35,000 7,714.56 .00 27,285.44 22.0% 37523552 548350 ADV IN HOUSE-GO 60,000 0 60,000 .00 .00 60,000.00 .0% 37523552 548520 SPECIAL EVENTS 640,000 0 640,000 327,968.74 .00 312,031.26 51.2% 03/22/2019 14:03 |BOARD OF COMMISSIONERS |P 2 6235glan |YEAR-TO-DATE BUDGET REPORT |glytdbud FOR 2019 13 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 137 AI TOURIST DEVELOPMENT FUND APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED ____________________________________________________________________________________________________________________________________ 37523552 548530 GRANT - MUSEUM 17,500 0 17,500 17,500.00 .00 .00 100.0% 37523552 548640 EQUIPMENT 1,500 0 1,500 989.59 .00 510.41 66.0% 37523552 548710 P R - AGENCY FE 82,000 0 82,000 24,000.00 .00 58,000.00 29.3% 37523552 548720 P R - AGENCY EX 25,000 0 25,000 21,263.34 .00 3,736.66 85.1% 37523552 548740 P R FUNCTIONS-O 15,000 0 15,000 .00 .00 15,000.00 .0% 37523552 548770 P R - MISC/AIR 11,555 0 11,555 .00 .00 11,555.00 .0% TOTAL TDC MARKETING 5,059,311 0 5,059,311 1,069,010.98 .00 3,990,300.02 21.1% 37523581 TRANS OUT-GENERAL-EQUIPMENT _________________________________________ 37523581 591016 TRANS OUT-GENER 800 0 800 .00 .00 800.00 .0% TOTAL TRANS OUT-GENERAL-EQUIPMENT 800 0 800 .00 .00 800.00 .0% 37524552 TDC TRADE SHOWS/TRAVEL TR _________________________________________ 37524552 548018 TRAVEL TRADE PU 130,155 0 130,155 69,534.04 .00 60,620.96 53.4% 37524552 548019 HOSPITALITY SER 195,156 0 195,156 35,344.43 .00 159,811.57 18.1% 37524552 548111 DUES/SUBSCRIPT/ 12,500 0 12,500 8,043.95 .00 4,456.05 64.4% 37524552 548121 PRINTING-BROCHU 150,000 0 150,000 19,685.48 .00 130,314.52 13.1% 37524552 548131 FREIGHT/FEDERAL 3,744 0 3,744 .00 .00 3,744.00 .0% 37524552 548141 REGIST-REG-TRAD 75,000 0 75,000 38,051.49 .00 36,948.51 50.7% 37524552 548151 OTHER TRAVEL EX 45,000 0 45,000 16,141.34 .00 28,858.66 35.9% 37524552 548161 ON ISLAND - FAM 55,000 0 55,000 1,516.76 .00 53,483.24 2.8% 37524552 548180 PROMOTIONAL SUP 35,000 0 35,000 6,729.98 .00 28,270.02 19.2% TOTAL TDC TRADE SHOWS/TRAVEL TR 701,555 0 701,555 195,047.47 .00 506,507.53 27.8% 37525539 TDC BEACH IMPROVMENTS _________________________________________ 37525539 331200 HMATT FED GRANT- 0 0 0 -148,322.30 .00 148,322.30 100.0% 37525539 334200 HMATT ST GRANT-P 0 0 0 -18,540.29 .00 18,540.29 100.0% 37525539 534102 CONTRACT SERVIC 939,055 0 939,055 52,114.00 84,178.00 802,763.00 14.5% 37525539 554000 DUES & SUBSCRIP 12,500 0 12,500 3,000.00 .00 9,500.00 24.0% TOTAL TDC BEACH IMPROVMENTS 951,555 0 951,555 -111,748.59 84,178.00 979,125.59 -2.9% 37999599 RESERVES _________________________________________ 37999599 599052 RESERVES RESEAR 79,527 0 79,527 .00 .00 79,527.00 .0% 03/22/2019 14:03 |BOARD OF COMMISSIONERS |P 3 6235glan |YEAR-TO-DATE BUDGET REPORT |glytdbud FOR 2019 13 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 137 AI TOURIST DEVELOPMENT FUND APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED ____________________________________________________________________________________________________________________________________ 37999599 599053 RESERVES MARKET 1,063,243 0 1,063,243 .00 .00 1,063,243.00 .0% 37999599 599054 RESERVES TRADE 942,561 0 942,561 .00 .00 942,561.00 .0% 37999599 599055 RESERVES BEACH 1,312,743 0 1,312,743 .00 .00 1,312,743.00 .0% TOTAL RESERVES 3,398,074 0 3,398,074 .00 .00 3,398,074.00 .0% TOTAL AI TOURIST DEVELOPMENT FUND