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Home My WebLink About13.F.1. Convention Visitor Bureau Imformation Presentation /3. F, I. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Convention Visitor Bureau Information Presentation DATE: April 21, 2009 Comment: Introduction: At the meeting of April 21, the City Council will hear an annual report from Carol Schultz, President of the Shakopee's Chamber and Visitor Bureau (CVB) regarding its activities and finances. Background: Attached to this is information from Ms. Schultz, regarding the CVB activities. The Shakopee Visitor Bureau is funded by a local lodging tax, which is imposed on motel and hotel customers of Shako pee CVE members. In 2008, approximately $186,000 was generated from the local lodging tax. Relationship to Visioning: This supports Goal F: "Housekeeping". Action Required: There is no action required by the Council, other than to accept the report. ~~ Mark McNeill City Administrator TO: Greg V oxland, Finance Manager Matt Lehman, City Council Liaison Mark McNeil, City Administrator CITY OF SHAKOPEE FROM: Carol Schultz, President Shakopee Chamber & Visitor Bureau DATE: March 6, 2009 RE: Shakopee Visitor Bureau - L09al Lodging Tax ---------------------------------------------------------------------------------------------------- Attached is financial information for 2008 and 2009 including: * 2008 budget, 2008 year-end, 2009 budget * December 31, 2008 Balance Sheet * Lodging Tax Receipt comparison by month and year, 2006 to date. * 2008 Tour Tracking and 2009 Plans in the Making * 2009 Marketing Plan Chamber & \yisitors Bur~au ~" Shakopee - Minnesota SHAKOPEE VISITOR BUREAU BUDGETS 2008 & 2009 -------------------------------------- -------------------------------------- 2008 2008 yr-end 2009 Income Motel tax, interest, coupon book $197,500 $200,548 $191,825 *YTD inc. includes a full yr. CD interest from previous year. Expenses General Expenses: Training, Accounting, Office $ 29,625 $ 29,470 $ 28,800 Supplies, Travel & Lodging, Postage, Telephone & Internet, Office Maintenance, Office Equipment, Public Relations and Insurance. Payroll: Wages, taxes, benefits $127,875 $133,357 $135,000 *footnote- increase is due to a part-time position going fulltime Building expenses: Alarm, Utilities, rent, repair $ 16,800 $ 17,698 $ 17,000 Marketing expenses: Design work, Direct mailings, $ 87,800 $ 69,346 $ 61,186 Coupon book printing, Advertising, Specialty items, Trade Show display, Tourism Week, Trade Show Registration, Tour Operator Planners, Familiarization tours ------------ ----------- ------------ $262,100 $249,871 $241,986 < 64,600> < 49,323> < 50,161> Additionally there was $7,500 paid each year for complete re-design of the website - cost shared with the Chamber. ------------------------- ------------------------- A couple previous years extra funds were accumulated, the result of a six community joint marketing experiment no longer in effect, which are now applied to marketing. ------------------------- ------------------------- 2008 lodging tax revenue ended $5,239 below 2007. There are indicators of possible decrease in lodging, thus the reason for less projected lodging revenue for 2009. ------------------------- ------------------------- If you have any question or need clarification please contact Carol Schultz at 952-445-1660 or cschultzUV,shakopee.org . II . · ~ j . j j . . . I' .... . SHAKOPEE.CHAMBER OF COMMERCE (CVB) . Assets, Liabilities and Net Assets (Cash Basis) -.Y December 31, 2008 ASSETS . Assets Checking-Wells Fargo $ 20,995.37 Savings-Wells Fargo 8,497.96 Certificates of Deposit 129,721.60 Total Current Assets 159,214.93 Total Assets $ 159,214.93 LIABILITIES AND NET ASSETS Net Assets Unrestricted Undesignated ~ "- $ 14?,539.56 "".sign.tad - 44/~<";W. ~q;, ~ 60,000.00 ) Current Earnings (loss) ,-~p:. ~ (49,324.63) Total Net Assets 159,214.93 Total Liabilities and Net Assets $ 159,214.93 J SEE ACCOUNTANT'S COMPILATION REPORT (2) LODGING TAX TOTALS Updated 3/5/2009 SHAKOPEE CONVENTION VISITORS BUREAU 2009 " 2008 " 2007 " 2006 " JANUARY $8,559.21 $10,290.91 $10,722.11 $10,960.88 FEBRUARY $10,356.31 $11,081.18 $0.00 $16,043.20 MARCH $11,040.99 $9,710.21 $9,938.35 APRIL $12,132.80 $23,822.39 $12,332.01 MAY $12,540.97 $10,921.41 $11,940.37 JUNE $14,362.70 $14,691.78 $12,408.89 JULY $21,179.01 $22,124.56 $20,630.78 AUGUST $24,513.66 $26,722.16 $26,725.38 SEPTEMBE $29,353.70 $28,510.03 $26,961.87 OCTOBER $17,176.78 $17,840.90 $16,997.06 NOVEMBER $12,501.52 $15,152.89 $16,355.89 DECEMBER $9,664.85 $10,860.86 $11,754.84 TOTALS $18,915.52 $135,339.07 $191,079.30 $193,049.52 . Chamber & \yisitors Bur~~u " , Shakopee - Minnesota 2008 Tour Trackine - Shakopee Chamber & Visitor Bureau Gary Block Tours, Little Falls, MN - Put together information for him on the area. Gail Skroch, Red Hat Group from Ellendale, Geneva & Waseca, MN - two day tour. Stay overnight. This was the result of a F AM (familiarization tour) held the previous Fall. Heartland Tours from Rochester. Made tour arrangements. Also result of a F AM. Heartland Tours from Metro Area. Made tour arrangements for October. A Fall F AM tour lead. TC Travel Tours - Pine Island, MN. - gave tour information. The result of the Milwaukee Show in the spring. Waseca Bank Group. -they used information from the Fall F AM. Red Wing Community Ed - result of word of mouth from the Red Hat Group. Medicine Lake Tours from Eden Prairie. Assisted with tour arrangements. Brought in two groups during the summer. Is an operator Carol Anderson worked with in previous employment. ------------------- ------------------- Plans in the making for 2009 are attached February 2009 the Shakopee Visitor Bureau partnered with two other enterprises for a trip into Canada. Connections were made through CAA (Canada Auto Ass'n). Sales stops were made along the way. Nearly 1,500 of the new Visitor Guide and Coupon Book were handed out at the show. Also in February we attended a family leisure show in Duluth and distributed 1,000 guides and coupon books. . ( Group Tour Prospects Report February 25, 2009 Medicine Lake Tours Alice Norman Have worked with her before and she called and asked me to fine certain things for her. She has a trip booked for May 29th. Jefferson Tours Sharon Have worked with her before and she attended the FAM Tour in 2007 and called and asked me to pull together some different types of trips for her. She is planning a trip in June. Lit Mandilee Sent out information and called her because I have worked with her before. She has two trips scheduled for May this year. Tourt;o Tours Seen the post card that we sent out and I have worked with her before. Weare working on an organic farm tour. Community Ed St. Paul - Dave Bredemus Seen the post card mailing that we sent out and wanted an organic farm tour. Working on an organic farm tour. Fairmont Bank Ellen Burkenhagen Seen the post card mailing that we sent out and wanted an organic farm tour. Working on an organic farm tour. All Around Town Tours Ellisville, MO They heard about us through Itineraries MN and came up for a F AM Tour. We are working on getting them up here with two bus loads. Gary Block Tours Little Falls, MN Have worked with him before and he called and asked for information about Canterbury Park and is looking at a June tour to that attraction. Submitted by Carol Anderson Sales & Marketing Manager , ... ~ SHAKOPEE VISITOR BUREAU 2009 MARKETING PLAN (approved by Chamber Board 12/3/08) Leisure Marketin2-Print $23.460 Explore Minnesota Magazine All year MN Getaways Spring issue Travel Marketing Group Midwest Vacation Guide (leisure) March drop - 4 million circulation Chicago, Illinois, DesMoines, Iowa, Fargo, ND, Mich, Neb, Kansas City, MO, Wis, Kty, Mpls. & Rochester,Minn, Iud, Ohio, Ark Metro Tourism Committee Marketing Ad - coop 30,000 for Canada - taken out of Metro funds Marketing & Media Services - 5,475 leads@ $2.75 a lead EMT (Explore Minn. Tourism) Official Visitor Guide MN Explore Newspaper (3 issues) CAA (Canada) Magazine - 2 issues, Spring & Summer Website - leisure & 2roup $1.100 24-7 Vacations - Travel Marketing Group EMT Web site Group Tour-Print $6.289 Itineraries MN Magazine - 2 issues Interactive version on their web site - twice Itineraries MN Travel Companion (leisure & student) April & August issues EMT Group & Packaged Travel Planner Trade Shows/conferences $1.764 EMT Tourism Conference Lodging, mileage, meals Itineraries MN Show - New Ulm Lodging, mileage, meals Mise/Other Advertising & Marketing $25.335 Visitor Guide/Coupon Book 35,000 copies - 44 pages Sales Mission - with EMT - to Canada CAA - Entertainment pkg and adv.for their members Local F AM tour hosting Tourism Week - activities locally to increase awareness : (February,meeting - discuss this weeks activities) Direct Mailings into special markets. i.e. golf, student travel " - - .. Virtual Tour additional photos Creative Design work Ads and coupon book TOTAL $57,948 - - Web Site re-design - shared with Chamber (from Savings) $7,500 ., .--