1 American Canyon Local Governing Committee Napa Valley Tourism Improvement District Regular Meeting Oat Hill Conference Room City Hall 4381 Broadway, Suite 201 American Canyon, CA January 3, :00 AM AGENDA APPOINTED COMMITTEE MEMBERS: Chairman - Vacant; Vice Chairman Stan Boyd, Holiday Inn Express; Secretary Mark Joseph, Council Member, Local TBID Committee Members Erik Burrow, Doubletree Hotel; Juan Sirotka, Fairfield Inn and Suites; Buzz Butler, Hotel Representative; Vacant, American Canyon Chamber of Commerce Public Notices: Public Comment: Special Assistance: Open Meetings Act: Presentations: Members of the public shall have the opportunity to address the Committee concerning any item listed on the agenda before or during consideration of that item. No other items may be discussed at this Special Meeting. All public meetings and events sponsored or conducted by the American Canyon Local Governing Committee Meeting of the Napa Valley Tourism Improvement District are held in accessible sites. Requests for accommodations may be made by calling (707) (voice) or 711 for the California Relay Service or ing the secretary, Rebekah Barr at no less than 72 hours in advance of the event. Copies of documents distributed at the meeting are available in alternative formats upon request. Any writings or documents provided to a majority of the American Canyon Local Governing Committee Meeting of the Napa Valley Tourism Improvement District regarding any item on this Agenda are available during normal business hours, for public inspection in the Office of the City Clerk, City Hall, 4381 Broadway, American Canyon. Any member of the public wishing to use audio/video equipment as part of a public presentation must contact the secretary, Rebekah Barr at to make arrangements at least one week in advance of the meeting. A. CALL TO ORDER B. ROLL CALL C. PUBLIC COMMENT D. BUSINESS 1. Annual Nomination of New Officers per the Napa Valley Tourism Improvement District American Canyon Local Governing Committee Policy 2. Consideration of Minutes from the Special Meeting of October 17, 2012, Regular Meeting of November 1, 2012, and the Special Emergency Meeting of November 8, Use of the Credit with CBS Billboards for unused time on the Highway 37 billboard 4. Approve $1,250 invoice from Doubletree for Catering Film Festival 5. Approve Annual Report submitted in December 6. Discuss participation in Arts in April E. Adjournment Certification I, Rebekah Barr, MMC, City Clerk, do hereby declare that the foregoing Agenda was posted in compliance with Brown Act prior to the meeting. Rebekah Barr Rebekah Barr, MMC, City Clerk Call Hablamos Español Nagtatagalog po kami Page 1 of 1
2 American Canyon Local Governing Committee Napa Valley Tourism Improvement District SPECIAL Meeting Oat Hill Conference Room City Hall 4381 Broadway, Suite 201 American Canyon, CA October 17, :30 AM A. CALL TO ORDER Meeting was called to order at 11:45am. B. ROLL CALL Present: Chair Cindy Coffey; Local TBID Committee Members Susan Lane, Erik Burrow, James Paschall Absent: Vice Chair Stan Boyd, Secretary Mark Joseph; Committee Members Juan Sirotka, Buzz Butler C. BUSINESS 1. Consideration of Napa Valley Film Festival Action: Moved, seconded, and carried (Lane/Burrow) to change the venue from the Reatta Winery to the Doubletree Hotel and to offer the tickets at a lower rate. Additional information would be brought back at the next meeting. F. Adjournment Meeting adjourned at 11:57pm. Certification I, Rebekah Barr, MMC, City Clerk, do hereby declare that the foregoing Agenda was posted in compliance with Brown Act prior to the meeting. Rebekah Barr Rebekah Barr, MMC, City Clerk Call Hablamos Español Nagtatagalog po kami Page 1 of 1
3 American Canyon Local Governing Committee Meeting Napa Valley Tourism Improvement District Special Emergency Meeting 4381 Broadway, Suite 201 November 1, 2012 Minutes A. CALL TO ORDER Meeting was called to order at 11:06pm B. ROLL CALL Present: Chair Cindy Coffey, Vice Chair Stan Boyd, Secretary Mark Joseph; Local TBID Committee Members Susan Lane, Erik Burrow Absent: Committee Members Juan Sirotka, Buzz Butler C. PRESENTATIONS None D. PUBLIC COMMENT Allison Simpson, Visit Napa Valley, attended the meeting. She reminded the Committee of the Annual Conference that would take place on December 13, 2012 from 3:00-6:00pm. Action: Moved, seconded, and carried (Joseph/Lane) to move Business Item 4 to the top of the agenda for consideration first. E. BUSINESS 1. Consideration of Napa Valley Film Festival Much discussion ensued regarding this item. 2. Review Reporting Requirements and Responsibilities of Local TBID to NVTID Ms. Simpson noted that the reporting was done to the County of Napa and not the NVTID. It was the consensus of the Committee to bring this item back for consideration at the regular meeting in December. 3. Establish Ad Hoc Committee for Thanksgiving Bridal Show Hotels to their respective contacts name to Chairman Coffey to schedule a meeting. 4. Consideration of Wine.com Contract for Possible Breach of Contract Chairman Coffey expressed concern that information that had been promised was not received; maps had not been changed and the website not updated in a timely manner. She also noted that s which had been sent to winecountry.com had received no response. Ann Christensen, Winecountry.com, stated that was sorry but had received no s. She asked that if she did not respond to an , then please contact her via telephone, as she most likely had not received the . Ms. Christensen then noted that the website map was in development to include American Canyon. She also noted that American Canyon was being added to the winery map even though traditionally it is not a wine region city so would not be included. There was much discussion regarding the different maps and what level of inclusion American Canyon would have.
4 Chairman Coffey and Committee Member Lane were to coordinate calendars with Ms. Christensen to review the site and receive more detailed training. Analytics of the website are to be brought back for committee review. Action: Moved, seconded, and carried (Boyd/Joseph) to pay the second installment to winecountry.com that was still outstanding as soon as the winecountry.com map was resolved. Motion carried with Committee Members Butler and Sirotka absent. 5. Consideration of Stickers for Use in Magazine Advertising It was the consensus of the committee to change the post-it notes around and add photographs. These would include items such as the Golf Course, Bay Trail, and balloons over the vineyards. D. Adjournment Meeting was adjourned at 12:00pm. Rebekah Barr, MMC, City Clerk
5 American Canyon Local Governing Committee Meeting Napa Valley Tourism Improvement District Special Emergency Meeting 4381 Broadway, Suite 201 November 8, 2012 Minutes A. CALL TO ORDER Meeting was called to order at 11:03pm B. ROLL CALL Present: Chair Cindy Coffey, Secretary Mark Joseph; Local TBID Committee Members Buzz Butler, Susan Lane, Erik Burrow, James Paschal Absent: Vice Chair Stan Boyd, Juan Sirotka C. BUSINESS 1. Consideration of Disposition of Napa Valley Film Festival Action: Moved, seconded, and carried (Joseph/Burrow) to offer the film festival tickets complimentarily, subject to approval by the Film Festival group; authorize Vice Chairman Coffey to offer a lump sum amount not to exceed $4,000 to the Film Festival group rather than the $20.00 per ticket originally agreed too; and an amount not to exceed $1,000 to Doubletree Hotel for appetizers/refreshments for the event. Motion carried with Boyd and Sirotka absent. D. Adjournment Meeting was adjourned at 11:20am. Rebekah Barr, MMC, City Clerk ATTEST: I, Rebekah Barr, MMC, City Clerk, do hereby attest that the above action was taken at the Special Meeting of the TBID Committee on November 8, The Minutes are scheduled for approval at the next regular meeting on January 3, Rebekah Barr, MMC, City Clerk
6 2012 Annual Report American Canyon Tourism Business Improvement District (TBID) We are pleased to submit American Canyon s annual report on operations for calendar year Specifically, we have attached the financial reports for the year as well as minutes of the various meetings held by the Board of Directors. In addition to these documents, a brief summary of our efforts is provided below. 1. General Marketing: The primary focus of the Board has been to market American Canyon to let visitors know we exist and that we are part of the Napa Valley experience. To that end, we have installed a billboard on State Route (SR) 37, which is one of the primary entrances to the Napa Valley. We have also advertised in several publications, including the Napa Valley Guidebook. Perhaps the most ambitious undertaking was to enter into a two year contract with Winecountry.com, the online marketing service. In addition to providing discounted advertising services for our three hotels, the contract also included modifying Winecountry s website to more prominently display American Canyon (as one of the towns in the Valley, versus part of the outlying areas. ) 2. Special Events/Promotions: In addition to establishing an internal policy of setting aside 10% of our revenues for local special events, the Board has concentrated on bridal shows to encourage more weddings in our community. Last year, we participated in a bridal Show at Hiddenbrooke (Vallejo, CA) and the San Francisco Bridal Show. Based on hotel feedback, this program has generated new business. We also began coordinating our efforts with other countywide promotions, such as Arts in April and the Napa Valley Film Festival. Ultimately, we decided to defer on participation in Arts in April this year, in order to develop a more ambitious program for next year. However, we were part of the second NV Film Festival and presented the movie Memorial Day to more than 80 patrons. Considering this was our first time with the Festival, our goal was to gain operating experience and make a good first impression. We believe our local high school theatre as a venue was well received by the Festival promoters and we were well under our budget, which included covering the cost of the film itself (so that admission was free). 3. Internal Operations: We are still a new entity, so developing internal operating protocols is important. We worked through various reporting arrangements and we now receive a very informative monthly financial report. In addition, we began developing our own operating manual, which will spell out how we conduct board meetings, roles and responsibilities of board members and financial policies. We intend to finalize this project in the coming year. In summary, we are still in our initial stages of development, but we are beginning to clarify our role and our vision. We plan on working more closely with the Visit Napa Valley (VNV) organization, with the long term goal of becoming a tourist destination in our own right, as well as being a supportive
7 component of the Napa Valley tourism program.
8 Local Tourism Business Improvement District FINANCIAL REPORT Fiscal Year as of November 30, 2012
9 City of American Canyon Local Tourism Business Improvement District Income Statement Through November 30, 2012 Fiscal Year Actual through 11/30/2012 Revenues (Estimated November) $ 23,006 Expenses 12,600 Net Income $ 10,406 Resources Available at 7/1/ ,844 Purchase Commitments - Estimated Available Balance at 11/30/2012 $ 43,250
10 Tourism Business Improvement District From Inception Fiscal Year % to County 25% to Local 1% To City Total Revenues by Reporting Month Jul-10 $ 10, $ 3, $ $ 13, Aug-10 10, , , Sep-10 10, , , Oct-10 10, , , Nov-10 5, , , Dec-10 3, , , Jan-11 3, , , Feb-11 4, , , Mar-11 5, , , Apr-11 5, , , May-11 9, , , Jun-11 10, , , Total Revenues $ 89,318 30,175 1,207 $ 120,700 Less Expenses 89,318-1,207 90,525 Unspent Revenues $ - $ 30,175 $ - $ 30,175
11 Tourism Business Improvement District From Inception Fiscal Year % to County 25% to Local 1% To City Total Revenues by Reporting Month Jul-11 $ 12,829 4, $ 17,337 Aug-11 14,113 4, ,071 Sep-11 13,682 4, ,489 Oct-11 12,242 4, ,544 Nov-11 7,091 2, ,583 Dec-11 4,144 1, ,599 Jan-12 5,132 1, ,935 Feb-12 5,489 1, ,417 Mar-12 6,684 2, ,032 Apr-12 8,907 3, ,037 May-12 10,514 3, ,208 Jun-12 14,464 4, ,546 Total Revenues 115,291 38,950 1, ,798 Less Expenses 115,291 36,281 1, ,130 Available Revenues FY ,669-2,668 Balance Available as of 7/5/12 $ - 32,844 - $ 32,843
12 Tourism Business Improvement District Fiscal Year % to County 25% to Local 1% To City Total Beginning Balance as of July 1, 2012 Unspent Revenues $ - $ 32,844 $ - $ 32,844 Fiscal Year Revenues by Reporting Month Jul-11 $ 14,921 5, $ 20,163 Aug-11 15,817 5, ,375 Sep-11 15,006 5, ,278 Oct-11 14,553 4, ,666 Nov Dec Jan Feb Mar Apr May Jun Total Revenues 60,296 20, ,482 Less Expenses 60,296 12, ,711 Available Revenues FY ,770-7,771 Balance Available as of 10/30/12 $ - 40,614 - $ 40,615
13 TBID Disbursements From Inception Through June 2012 (as of July 31, 2012) Vendor / Description Amount Check No. Date Vintage Publications Print Ad $ 5, Dec-11 CBS Outdoor Poster Highway 37 9, Dec-11 U.S. Bank (VISA) Napa Bridal Show Fee Feb-12 Balzac Graphic Design Services Mar-12 Coffey Go Daddy.com Mar-12 Coffey Digital Copy Labels, FedEx Printer Banner, Misc. Expenses Mar-12 Coffey Paper Mart Folios Mar-12 Koss International Corp Chalk & Supplies for Arts In April Mar-12 Less Ad Fee Reimbursement NVC (1,283) NA NA CBS Outdoor Billboard Labor Apr-12 U.S. Bank (VISA) Hiddenbrooke Bridal Show Apr-12 U.S. Bank (VISA) Bridal Expo 1, Jun-12 Marketing Contract with FreeRun Technologies WineCountry.com 18, Jun-12 Balzac Graphic Design Services Jul-12 Total Disbursements $ 36,281
14 City of American Canyon Local Tourism Business Improvement District Expenses & Commitments Fiscal Year EXPENSES through 10/31/2012 Vendor Description Amount Check No. Date FreeRun Technologies Marketing Contract with WineCountry.com 12, Sep-12 Total Expenses $ 12,600 COMMITMENTS / PURCHASE ORDERS Balance PO No. Date Free Run Technologies Wine.com CBS Outdoor Billboards Bridal Shows Total Purchase Order Balance $ -