TOWN
OF PROVINCETOWN
VISITOR
SERVICES BOARD
THURSDAY DECEMBER 1, 2005
Chairman Lynne Davies convened the
meeting at 9:05AM noting the following attendees:
VSB members: Lynne Davies, Chairman; Kathleen Fitzgerald; Laurel Guadazno; Michael Peregon; Mick Rudd; Hersh Schwartz
Absent VSB member: Peter Bez, Vice Chairman (excused absences)
Other attendees: Bill Schneider, Administrative Director of Tourism, Catherine Russo, Lynn Mogell, Elizabeth Winston, Don Murphy, Robert St. Pierre, John Davidson, Ewa Nogiec, Bernie Steisel, Andy Reynolds, Barbara Rushmore, Richard Silver
Recorder: David Gardner
The following are meeting minutes, in
brief:
TOURISM DIRECTOR’S REPORT
Draft
2006 Calendar of Events was distributed.
REVIEW OF FY07 GRANT APPLICATION
PROCESS
LYNNE DAVIES MADE A PRESENTATION TO THE
BOARD AND AUDIENCE ENTITLED: A REVIEW OF THE NEW VSB GRANT APPLICATION AND AN
OVERVIEW OF THE GRANT PROCESS
QUESTIONS AND ANSWERS REGARDING THE
PROCESS AND APPLICATION
Q.
Is funding for a website an appropriate expense?
A.
Web advertising is an appropriate expense if it is specific to promoting
the event and meets the requirement of giving partial credit to the
“Provincetown Tourism Office”. It is
not appropriate to reimburse an organization just for having a web site.
Q.
What is the scoring system? And
who scores the applications?
A.
Each member of the VSB will be scoring the applications. The scoring system is intended as a tool to
facilitate the discussion during the grant review process. That is why we are requesting ten copies of
your application.
Q.
Are all guidelines on the application?
A.
The process and the guidelines discussed here today are on the
application. In addition, the process
and guidelines are on the website. The
application will need to be picked up from the tourism office directly or a
request may be sent by email. A copy of
this presentation will also be made available on the website and also in DVD
format. The only thing not on the
application are the blackout dates:
·
Memorial Day
weekend
·
July 4th
weekend
·
Labor Day weekend
Q.
Limit to the number of the application from a single organization?
A.
No.
Q.
Is there a limit on the amount of the grant request?
A.
No, any amount may be requested.
Q.
Is the town copy machine available to the grant application for the
copying of the application?
A.
No, the town’s copy machine is not available to the public.
Q.
Why does April receive a lower ranking than may or June if the shoulder
season is being emphasized?
A.
The ranking takes into consideration the reality of existing visitor
trends and crowds. The date of event
ranking will mean very little if the event has an excellent promotional and
marketing campaign associated with it.
The goal is to extend the existing season into the shoulder period.
Q.
How do we gage the number of persons reached by the marketing plan?
A.
May be determined by readership of the magazine or reach of the
particular media being used.
Q.
Why is net profit/loss important?
A.
Because the event should not only be profitable to the town but also
profitable to the recipient as well.
Q.
What would we include in salary?
A.
Prorate employee time dedicated to the event, or identify any
individuals hired for the promotion of the event, i.e.: marketing person, event coordinator,
etc… performers should be listed under
other.
Q.
Range of grant awards issued in past years?
A.
$500 to $20,000. Fy07 budget has
$100,000 in grant funds.
CONCLUSION OF THE PRESENTATION AT 10:00
AM.
Discussion amongst the board members
regarding what constitutes a conflict of interests.
Discussion amongst the board members
regarding the how incomplete applications will be handled and the criteria in,
which staff should, used to evaluate the completion of the application.
Discussion amongst the board members
regarding the availability and scheduling of future meetings during the grant
review timeframe.
UPCOMING MEETING SCHEDULE:
Tuesday, December 6, 2005, Regularly
Scheduled Meeting Cancelled
Tuesday, December 13, 2005, 10:00 am
Marketing Meeting
Tuesday, December 20, 2005,
10:00 am, Regularly Scheduled Meeting
Tuesday, January 3, 2006, Regularly
Scheduled Meeting Cancelled
Tuesday, January 17, 2006, 10:00 am,
Regularly Scheduled Meeting
Tuesday January 24, 2006, 09:00 am To
12:00 pm, Review of Grant Application
Wednesday, January 25, 2006, 09:00 am -
12:00 pm, Review of Grant Application
Tuesday, January 31, 2006, 09:00 am -
12:00 pm, Review of Grant Application
Tuesday, February 7, 2006, 10:00 am,
Regularly Scheduled Meeting
The meeting was adjourned at 11:23 AM.