TOWN
OF PROVINCETOWN
VISITOR SERVICES BOARD
MONDAY, AUGUST 8, 2005
Chairman Lynne Davies convened the
meeting at 11:00 AM noting the following attendees:
VSB members: Lynne Davies, Chairman; Peter Bez; Kathleen Fitzgerald; Laurel Guadazno; Michael Peregon; Hersh Schwartz
Absent
VSB Member: Mick Rudd (excused absence)
Other attendees: Bill
Schneider, Acting Tourism Director; Michelle Jarusiewicz, Acting Assistant Town
Manager and Grant Administrator
Recorder: Cynthia Curran
The following are meeting minutes, in
brief:
APPROVAL
OF MINUTES OF 8/01/05
MOTION: Move to approve the minutes of the August 1, 2005 VSB
meeting.
Motion by: Peter Bez
Seconded by: Michael Peregon
Yea 6 Nay 0
Chairman Lynne Davies said that there
was no budget update because the Town’s financial person has been out due to a
death in the family and she does not have the month end figures.
The next item on the agenda was the
Tourism Office Staffing. Ms. Davies
again raised the idea of hiring a part-time person to develop package
tours. Some members wondered if there
is an interest for this among businesses.
Ms. Davies felt that there is.
Michelle Jarusiewicz said that the EDTF is applying for a grant to
develop a test model for a packaging position.
The VSB might want to be a partner in this and contribute some
money. It would be for the 2006
calendar year, which would overlap the FY2006 and FY2007 budgets. Laurel Guadazno wondered about the timing
and the ability to have someone in place enough ahead of the summer
season. Ms. Jarusiewicz said that one
trial would be the PAAM opening in November.
It was suggested that there are many sporting events and packages, which
could be built around them. Peter Bez
said that off-season might be a good time to focus on. Ms. Jarusiewicz said that she will let the
VSB know what the EDTF comes up with and then the VSB can decide if they want
to participate.
She thinks that it is likely that they
will get the grant because the PBG, Chamber of Commerce, and the Town are all
on board. She will have more
information in a month or so.
Lynne Davies then began the discussion
on the estimated budget for staffing.
She said the primary full-time staff person would probably be a Grade 9
and earn about $42,000. The assistant
position would be part-time and Grade 6 (approximately $15,500.) The benefits cost for both positions would
be approximately $12,000. She suggested
budgeting $20,000 for a public relations firm.
This might come out of staffing or marketing. Ms. Jarusiewicz said that the VSB must decide by Town Meeting
which part of the budget the funds will come out of. She also said that she will consider how much should be budgeted
for the grant writer’s estimated cost based on two grant applications each for
FY2006 and 2007. The advertising firm
would be the liaison between the Tourism Office, and for advertising media once
contracts have been negotiated by the Tourism Office, and for the design of all
graphics and advertising copy. The
estimate for the graphics firm was $6,000.
Bill Schneider and Michelle Jarusiewicz will work on an RFP this week
for the advertising firm. Michael
Peregon wondered if there was something that showed how the advertising budget
was spent last year. Ms. Davies will
email that information to Mr. Peregon and Ms. Schwartz since they are new
members. Laurel Guadazno asked if the
budget should be higher for the graphics firm to include updating the web site. Bill Schneider said that the Tourism Office
will handle the updating. Lynne Davies
will also work on the site. The VSB
will meet with the BOS on August 22 to present the VSB recommended
strategic staffing plan.
Michelle Jarusiewicz raised the question
of a new title for the primary staff person.
The members also felt that it was a good idea. Several possibilities were discussed. “Administrative Director of Tourism” was favored, but it was
decided to wait until next week for a final decision.
Lynne Davies reminded the board members
that the VSB will be taking the lead in the Town Branding initiative and she
has asked Robin Haueter to speak to the VSB next week about the branding
process as the first step. He has a lot
of experience with branding and marketing and was highly recommended by the
CDC. He will speak for the first hour
of the meeting and then the regular meeting will be conducted. The EDTF will be invited to attend.
The next item was the Grant Review
Process Update. After a review of the
proposed Public Notice about the
grants, it was agreed that no date should be given for a possible second round,
only that if there were additional funds a second request for proposals would
be advertised. Regarding the proposed
posting of the public hearing on grants, it should be made clear that the items
on the list were possible ideas that the VSB had received and not proposals
from the VSB. It was agreed to add to
the announcement that comments in writing would be accepted. Ms. Jarusiewicz suggested that the
announcement should be sent out to former grant applicants. It was decided that the public hearing will
be on Tuesday, August 30th at 6:00 PM. Ms. Jarusiewicz will re-write the announcement and email it to
the members for final approval.
Ms. Jarusiewicz had also worked on the
Guidelines for Tourism Grant Funding and submitted a draft. Some of the wording may change depending on
what is decided after the public hearing.
It was said again that no dates should be given for a possible second
round of grant applications, but the possibility should be stated. Ms. Davies said that the procedures will be
published on the VSB web site. Ms.
Jarusiewicz was concerned that people would not read all the procedures, so Ms.
Davies suggested that it be written at the beginning that there might be a
second round of applications.
MOTION: Move to approve the scheduling of the Public Hearing on the
Tourism Fund FY 2007 Grant Guidelines for August 30th at 6:00 PM in
the Judge Welsh Room for the purpose of soliciting input from the public
regarding Tourism Fund grants.
Motion by: Peter Bez
Seconded by: Kathleen
Fitzgerald Yea 6
Nay 0
Bill
Schneider, the Acting Tourism Director, gave his report. The new VSB web site will launch
tomorrow. There has been good feedback
about it from board members and others who have seen it.
Mr.
Schneider was interviewed by Curve Magazine. Although he had expected it to be about gay
marriages in Provincetown, the reporter was interested in the supposed rift
between gay and straight visitors. Mr.
Schneider told her that there was no rift.
He said that the reporter has never been to Provincetown. He will be speaking with her again.
Mr.
Schneider has researched how film permit fees are handled in other towns. He found that other small towns do not
charge fees, because they feel that the money generated by the film company’s
presence outweighs any possible fee.
Large cities do have fees, but they have restrictions because of
unions. Mr. Schneider will research
this further.
Mr.
Schneider has negotiated a larger ad for the same price with Instinct.
MOTION: Move to approve six ad insertions from January to June 2006
in Instinct Magazine for a total cost of $4,422.
Motion by: Peter Bez
Seconded by: Hersh
Schwartz Yea 6
Nay 0
Mr.
Schneider has done more work on the Boston Phoenix ad. Boston Harbor Cruises has agreed to donate
two tickets a week until they stop running in October. Mr. Schneider suggested that the banner ad,
which was discussed last week, run every week until mid-October and then every
other week until April at a cost of $175 per week. Hersh Schwartz said that although she had previously been against
the Phoenix ads, after talking with friends she has changed her mind. Her friends had said that the Phoenix is
read by older people as well. Mr.
Schneider showed how the ads would look.
There will be links on the VSB site, as well as the Phoenix site. Laurel Guadazno suggested that the Phoenix
ad be changed to read, “Get away to Provincetown. Enter to win.” The other members agreed. Michael Peregon asked how the drawings for
the tickets would be held to make sure that they are above-board. Mr. Schneider assured him that they would
be.
MOTION: Move to approve the banner ad on the Boston Phoenix web
site, to be run every week until mid-October and then every other week until
April at a cost of $175 per week.
Motion by: Michael Peregon Seconded by:
Hersh Schwartz Yea 6
Nay 0
Mr.
Schneider had done further research on nature-oriented advertising. He presented two possibilities, Natural
New England and Outside.
After looking at the magazines and listening to Mr. Schneider’s
suggestions, the Board decided to go with Natural New England.
MOTION: Move to approve a 1/3-page ad in Natural New England
for 3 insertions at a total cost of $930.
Motion by: Hersh Schwartz Seconded by:
Michael Peregon Yea 6
Nay 0
Mr.
Schneider showed copies of some other ads that will be used.
The
next subject for discussion was the lack of bicycle racks in the town. Lynne Davies suggested that the VSB might
purchase a bike rack and also develop a pamphlet on where bike racks are
located. It was suggested that perhaps
different organizations or people could donate racks. Laurel Guadazno said that
the racks should all be uniform. Lynne
Davies will write to Sandy Turner of the DPW about this and ask Sandy for
suggested bike rack sites. There will
be further discussion next week.
A new
booth design is needed for the Gay and Lesbian expo as well as other trade
shows. Funds for this were approved in
the FY2006 marketing budget. It was
felt that the design should be able to adapt to different situations and should
hold pictures and posters. Lynne Davies asked Bill Schneider to look into places
to obtain booths. Ms. Davies said that
new bags to hold giveaway pamphlets at shows, are needed. Ms. Schwartz said that she uses some very
nice bags at her store that might be appropriate. She will show a sample to Mr. Schneider. Ms. Davies requested that Bill present the
board with recommendations at the next meeting. Continued discussion on the booth was tabled until the requested
information was available.
Michelle
Jarusiewicz and Bill Schneider are still working on the RFP for a public
relations firm. Ms. Jarusiewicz is
trying to get a copy of the Cape Cod Chamber of Commerce’s RFP. Other possible sources of information on
public relation firms were suggested.
NEXT MEETING: Monday, August15th 11:00 a.m.
The
next meeting will be a two-hour meeting.
Ms. Davies said that the Board will meet every week until September.
Then the meetings will switch to the 1st and 3rd Tuesdays
at 10:00 AM, however there may be additional meetings if needed, especially
during the budget process.
The
meeting was adjourned at 12:52 PM.
.
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