HomeMy WebLinkAbout09/16/20 VISIT BAKERSFIELD AGENDAVISIT
BAKERSFIEL,D
YI°w SOONO OF
I. CALL TO ORDER
II. ROLL CALL
VISIT BAKERSFIELD
AGENDA
September 16, 2020
Telephonic Conference Call
8:00 a.m.
SPECIAL NOTICE
Public Participation and Accessibility
September 16, 2020 Visit Bakersfield Board Meeting
On March 18, 2020, Governor Gavin Newsom issued Executive Order N29-20, which
includes a waiver of Brown Act provisions requiring physical presence of the Visit
Bakersfield Board or the public in light of the COVID-19 pandemic.
Based on guidance from the California Governor's Office and Department of Public
Health, as well as the County Health Officer, in order to minimize the potential spread of
the COVID-19 virus, the City of Bakersfield hereby provides notice that as a result of the
declared federal, state, and local health emergencies, and in light of the Governor's
order, the following adjustments have been made:
1. The meeting scheduled for September 16, 2020, at 8:00 a.m. will not be open to
the public.
2. Consistent with the Executive Order, Visit Bakersfield Board members may elect
to attend the meeting telephonically and to participate in the meeting to the
same extent as if they were physically present.
3. The public may participate in the September 16, 2020 meeting and address the
Board as follows:
• If you wish to comment on a specific agenda item, submit your comment via
email to the City Clerk at City_Clerk@bakersfieldcity.us no later than 3:00 p.m. on
Tuesday, September 15, 2020. Please clearly indicate which agenda item
number your comment pertains to. Comments are limited to 3 minutes. If your
comment meets the foregoing criteria, it will be read into the record during the
meeting.
• If you wish to make a general public comment not related to a specific agenda
item, submit your comment via email to the City Clerk at
City_Clerk@bakersfieldcity.us no later than 3:00 p.m. on Tuesday, September 15,
2020. Comments are limited to 3 minutes. If your comment meets the foregoing
criteria, it will be read into the record during the meeting.
III. PUBLIC STATEMENTS
A. Correspondence received
IV. MINUTES
A. Approval of Minutes of the July 15, 2020 meeting
V. TREASURER'S REPORT
A. Approval of Treasurer's Report of September 16, 2020
VI. STAFF REPORT
A. Manager's Report
VII. OLD BUSINESS
A. None
VIII. NEW BUSINESS
A. Approval of an agreement with Madden Media for production, print
and delivery of a new visitors guide
B. Approval of an agreement with Tempest Interactive Media LLC., for
development of a new web site
Ix. BOARD STATEMENTS
X. CLOSED SESSION
A. None
X1. ADJOURNMENT
Respectfully submitted,
' 7
Kristian Cleg
City Manager
City of Bakersfield
Visit Bakersfield
Minutes
Meeting of July 15, 2020
Visit Bakersfield, 515 Truxtun Ave.
Regular Meeting
8:00 AM
I. Call to order
Visit Bakersfield Board of Directors convened via Zoom.com on this 15th day of July
2020 at 8:00 a.m.
II. Roll call
Jenny Hlaudy conducted roll call.
Directors Present:
Kim Huckaby
Denise Taylor -Connor
Jessica Ramirez
Chris Huot
*Late
Directors Absent:
Ed Dorsey
Jenny Hlaudy
Ryan Uhles
Kenneth "Ziggy" Siegfried
Beth Brookhart-Pandol*
Others Present.-
David
resent:David Lyman, Visit Bakersfield
Andrea Marroquin, Visit Bakersfield
Joe Simpson, Visit Bakersfield
Evangelina Medina, Visit Bakersfield
Matt Billingsley, Visit Bakersfield
Christina Oleson, City Attorney's Office
III. Public Statements
None.
Randy McKeegan
Debora Hill
Tamara Baker
Steve Hughes
IV. Minutes
A. Approval of May 20, 2020 Minutes
Motion by Tamara Baker, seconded by Ryan Uhles. All in favor. Motion approved.
V. Treasurer's Report
A. Approval of Treasurer's Report of July 15, 2020
Treasurer's Report presented by Randy McKeegan.
Motion by Ryan Uhles, seconded by Kenneth Siegfried. All in favor. Motion
approved.
VI. Staff Report
A. Manager's Report.
• David Lyman discussed the STR data.
Matt Billingsley provided an update on various groups and events.
Mr. Lyman mentioned that Visit Bakersfield staff members continue to work from
home, and continue to respond to inquiries received both by phone and email.
We have developed plans for a phased reopening and are working through
those. The timeline for that remains in flux, especially with the recent changes in
the governor's orders.
We do keep in contact with colleagues in other visitor centers and learned earlier
this week that some have scaled back their plans for reopening.
We have no word on CIF's plans. They have the agreement we provided for
review but put off any decision on high school sports until July 20.
• In normal times, this upcoming weekend would have been a Jehovah's Witnesses
weekend. The group had a virtual conference using video technology.
We are moving ahead plans to launch our Ambassador Training Program in a
virtual format.
• On that same concept, we had a very successful debut of our first Visit
Bakersfield webinar yesterday morning. Mr. Lyman recognized the efforts of
Evangelina Medina and Andrea Marroquin who worked on this project.
• We issued requests for proposals for social media management and a
photographer/videographer. We are currently reviewing those proposals.
• We recently terminated our agreement with the company we had hired to produce
our new visitors guide and have reissued the RFP, with a deadline of later this
month.
• With no groups or events happening, we have recalibrated our efforts and have
taken this time to rework our work plan. Our efforts will focus on increasing our
presence in social media, gather and analyze visitor data, look at understanding
the RV travel market, and create travel packages.
• We also want to promote "Made in Bakersfield" products to help spur demand for
locally -made items, monitor and respond to comments or questions about
Bakersfield on travel apps or travel websites, such as TripAdvisor and
Travelocity, and finalize plans for producing and drop -shipping Visit Bakersfield
retail products.
• And we will pause further plans for Restaurant Week until further notice, due to
continued uncertainties.
• We completed Week 15 of our coloring contest on July 10. It has been wildly
successful and has resulted in a significant increase in Facebook engagements that
has brought many people to our Visit Bakersfield's social media. We will use the
individual pages, along with some puzzles, and develop a coloring book for sale
later this year.
• We will soon be ready to install Bakersfield banners in the Amtrak station. Our
latest promotional piece is the Southern Trails Auto Tours brochure. This
highlights cities along 13 emigrant trails across 11 states, and Bakersfield is one
of only five cities in California to be highlighted.
VIi. Old Business
None
VIII. New Business
A. Appointment of Nominating Committee.
Motion by Tamara Baker, seconded by Ryan Uhles to approve recommendation by
Jenny Hlaudy to appoint Ryan Uhles, Denise Taylor -Connor, Debora Hill, and David
Lyman (as ex -officio, or non-voting member). All in favor. Motion approved.
B. Executive Board Report.
Motion by Debora Hill, seconded by Tamara Baker to approve report. All in favor.
Motion approved.
IX. Board Statements
Chris Huot gave the board a brief update on current City operations.
X. Closed Session
None
XI. Adjournment
Chair adjourned the meeting at 8:53 a.m.
PREPARED 09/10/20,
10:28:19
EXPENDITURE
REPORT
PAGE 1
HTEPGM/GI4601U
BY FUND
PERIOD 03/2021
2020-21
2020-21
2020-21
2020-21
2020-21
ADJUSTED
YEAR TO DATE
CURRENT
UNENCU14BERED
ACCOUNT NUMBER
ACCOUNT DESCRIPTION
BUDGET
ACTUAL
ENCUMBRANCES
APPROPRIATIONS
TRANSIENT OCCUPANCY
TAXES
191-1611-675.10-01
REGULAR PAY
365,121
59,185.68
.00
305,935.32
191-1611-675.10-14
SPECIALITY PAY
1,825
301.00
.00
1,524.00
191-1611-675.10-15
AUTO ALLOWANCE
2,039
336.30
.00
1,702.70
191-1611-675.10-31
LIFE INSURANCE
401
66.12
.00
334.88
191-1611-675.10-33
MEDICARE INSURANCE
3,337
542.71
.00
2,794.29
191-1611-675.10-35
MEDICAL INSURANCE -ACTIVE
51,721
8,530.41
.00
43,190.59
191-1611-675.10-38
WORKERS COMP INS ALLOC
4,584
394.92
.00
4,189.08
191-1611-675.10-44
PERS - MISCELLANEOUS
129,138
77,414.45
.00
51,723.55
191-1611-675.10-48
CITY 1% MATCH - RHS PLAN
1,156
112.62
.00
1,043.38
191-1611-675.30-39
OTHER PROFESSIONAL
234,912
9,685.20
21,000.00
204,226.80
191-1611-675.40-23
INTERNAL COMM EQUIP
29
2.42
.00
26.58
191-1611-675.40-24
INTERNAL TELEPHONE EQUIP
3,636
303.00
.00
3,333.00
191-1611-675.40-26
INTERNAL COMPUTER EQUIP
11,538
961.50
.00
10,576.50
191-1611-675.50-11
LIABILITY INS ALLOCATION
2,689
239.25
.00
2,449.75
191-1611-675.50-12
PROPERTY INS ALLOCATION
148
27.17
.00
120.83
191-1611-675.50-33
TELEPHONE -CELL PHONE CHGS
1,800
303.96
.00
1,496.04
191-1611-675.50-41
ADVERTISING
82,625
.00
22,196.16
60,428.84
191-1611-675.50-51
PRINTING AND BINDING
29,436
.00
.00
29,436.00
191-1611-675.50-53
INTERNAL GARBAGE
525
.00
.00
525.00
191-1611-675.50-54
INTERNAL SEWER
323
.00
.00
323.00
191-1611-675.50-61
REIMBURSABLE EXPENSE
2,788
44.49
.00
2,743.51
191-1611-675.50-62
ENTERTAINING GUESTS
4,095
.00
.00
4,095.00
191-1611-675.50-64
TRAVEL (OPERATIONAL)
91,199
.00
.00
91,199.00
191-1611-675.50-65
DUES & SUBSCRIPTIONS
8,653
2,200.00
.00
6,453.00
191-1611-675.50-91
OTHER OUTSIDE SERVICES
18,490
621.75
2,576.75
15,291.50
191-1611-675.60-21
WATER
2,500
352.16
.00
2,147.84
191-1611-675.60-22
NATURAL GAS
750
16.34
.00
733.66
191-1611-675.60-23
ELECTRICITY
15,267
24.06
.00
15,242.94
191-1611-675.60-31
OFFICE SUPPLIES
3,141
722.51
.00
2,418.49
191-1611-675.60-61
FURNITURE & EQUIP (MINOR)
0
676.31
.00
676.31-
191-1611-675.70-12
CONTRIBUTIONS
305,695
.00
20,000.00
285,695.00
191-1611-675.80-62
COMPUTR HARDWARE/SOFTWARE
416
.00
.00
416.00
191-1611-675.80-68
OTHER EQUIPMENT
9,590
4,121.00
.00
5,469.00
* VISIT BAKERSFIELD
1,389,567
167,185.33
65,772.91
1,156,608.76
** VISIT BAKERSFIELD
ADMIN
1,389,567
167,185.33
65,772.91
1,156,608.76
*** VISIT BAKERSFIELD
1,389,567
167,185.33
65,772.91
1,156,608.76
**** TRANSIENT OCCUPANCY TAXES
1,389,567
167,185.33
65,772.91
1,156,608.76
1,389,567
167,185.33
65,772.91
1,156,608.76
Citv of Bakersfield Check Reaister - CVB REPORT
Payment Number
Vendor Number
Vendor Name
Payment Date
Check Total
19173
7685
STINSON STATIONERS
Jul 2, 2020
$551.06
19199
15868
TEL TEC SECURITY SYSTEM INC
Jul 9, 2020
$94.50
19289
20747
CENTRAL SANITARY SUPPLY INC
Aug 6, 2020
$318.00
19339
7685
STINSON STATIONERS
Aug 13, 2020
$78.85
19400
15868
TEL TEC SECURITY SYSTEM INC
Aug 27, 2020
$45.00
709797
652
B A C S CO
Jul 2, 2020
$7.12
709845
28725
ELITE SIGNS AND PROMOTIONS
Jul 2, 2020
$2,116.65
709932
6727
REFRIGERATION SUPPLIES DIST. INC
Jul 2, 2020
$357.61
709948
29986
STANDARD PLUMBING SUPPLY DBA FLOYDS
Jul 2, 2020
$4.32
709995
1696
CALIFORNIA WATER SERVICE
Jul 2, 2020
$554.58
710031
28669
SOFTWARE ONE INC
Jul 2, 2020
$488.00
710035
10428
UNITED REFRIGERATION INC
Jul 2, 2020
$26.53
710103
29066
DEPRIGO INC
Jul 9, 2020
$294.44
710105
23708
DMA WEST
Jul 9, 2020
$880.00
710195
6727
REFRIGERATION SUPPLIES DIST. INC
Jul 9, 2020
$128.76
710215
30991
THE ABM PRINT SHOP
Jul 9, 2020
$756.04
710257
11937
CITY OF BAKERSFIELD
Jul 9, 2020
$9.00
710365
30988
ENPLUG INC
Jul 16, 2020
$4,121.00
710485
27973
TEMPEST INTERACTIVE MEDIA LLC
Jul 16, 2020
$200.00
710500
26060
VANGUARD CLEANING SYSTEMS INC
Jul 16, 2020
$576.75
710530
3427
GRAINGER INC, W W
Jul 16, 2020
$271.55
710595
23444
BILLINGSLEY, MATTHEW
Jul 23, 2020
$44.49
710726
23607
SMITH TRAVEL RESEARCH
Jul 23, 2020
$2,200.00
710805
6114
PACIFIC GAS & ELECTRIC COMPANY
Jul 23, 2020
$42.03
710821
20601
VERIZON WIRELESS
Jul 23, 2020
$166.23
710904
30824
DIABLO COUNTRY MAGAZINE INC
Jul 30, 2020
$1,800.00
711112
1696
CALIFORNIA WATER SERVICE
Jul 30, 2020
$352.16
711451
22658
CDW GOVERNMENT
Aug 13, 2020
$54.11
711588
27973
TEMPEST INTERACTIVE MEDIA LLC
Aug 13, 2020
$200.00
711662
6114
PACIFIC GAS & ELECTRIC COMPANY
Aug 13, 2020
$40.40
711707
618
BAKERSFIELD PLASTICS INC
Aug 20, 2020
$649.50
711722
10267
BUDGET BOLT INC
Aug 20, 2020
$26.81
712017
28725
ELITE SIGNS AND PROMOTIONS
Aug 27, 2020
$1,485.20
712194
20601
VERIZON WIRELESS
Aug 27, 2020
$0.00
712209
20601
VERIZON WIRELESS
Aug 28, 2020
$137.73
712428
27973
TEMPEST INTERACTIVE MEDIA LLC
Sep 3, 2020
$6,000.00
712554
25203
BAKERSFIELD SIGNS INC
Sep 10, 2020
$519.60
712575
28621
CERTIFIED FOLDER DISPLAY SERVICE IN
Sep 10, 2020
$9,641.56
712601
3067
FOX THEATER FOUNDATION
Sep 10, 2020
$12,500.00
712666
31074
ON THE HORIZON COMMUNICATIONS
Sep 10, 2020
$2,000.00
712690
23717
SOCIETY OF GOVERNMENT MTG
Sep 10, 2020
$350.00
712700
27973
TEMPEST INTERACTIVE MEDIA LLC
Sep 10, 2020
$200.00
712709
26060
VANGUARD CLEANING SYSTEMS INC
Sep 10, 2020
$576.75
712728
1696
CALIFORNIA WATER SERVICE
Sep 10, 2020
$324.22
9995453
10206
STATE OF CALIF - PERS
Jul 9, 2020
$308.51
9995496
10206
STATE OF CALIF - PERS
Jul 30, 2020
$67,969.85
6'' Overall - Count
Overall - Total
$119,468.91
Sep 14, 2020
.,
1
11:22:43 AM
ADMINISTRATIVE REPORT
Meeting Date: September 16, 2020
Agenda Item: VIII.A.
To: Board of Directors
From: David Lyman, Manager
Subject: Approval of an agreement with Madden Media for production, print
and delivery of a new visitors guide.
Recommendation:
Approval of an agreement with Madden Media for production, print and delivery of
30,000 visitors guides for the amount of $71,787.87.
Background:
In June of 2020 Visit Bakersfield issued a Request for Proposals (RFP) to design, print
and ship 30,000 copies of a new Bakersfield visitors guide. The proposal was sent to
nine design firms that specialize in visitors guides and lifestyle magazines. By the July
30th deadline Visit Bakersfield received five proposals.
Staff requested proposals for a guide that would be different from previous versions, due
to the uncertainty of securing adequate advertising because of the current economic
situation. Some preliminary inquiries among past advertisers suggested there would not
be enough advertisers to make an adequate ratio of ads -to -editorial content. Because of
the uncertainty of securing an acceptable level of advertising, staff issued an RFP that
sought quotes on a smaller, and ad -free, publication.
Madden Media's proposal included design work of a 48 -page guide in both print and
digital versions, allowing Visit Bakersfield to digitize content for use on social media. The
firm's proposal also included two customized maps, one of the City and one of a
downtown inset, to be included in the guide. Visit Bakersfield will retain use of the
master file of the guide to make edits as necessary for future prints of the publication.
Madden Media has many years of experience and a proven track record with more than
200 impressive publications for destination clients nationwide.
The current guide, known as the Official Bakersfield Arrival Guide, was printed in
December 2018 and 40,000 copies were produced. Due to its popularity, an additional
30,000 copies of the Arrival Guide were printed in December 2019. Staff requested a
smaller quantity of this new guide due to the uncertainty surrounding the use of printed
materials during the pandemic, as well as the practices of other destination marketing
organizations such as Visit Bakersfield that have recently reduced the quantities of
printed materials because Madden will provide Visit Bakersfield with the master file,
additional copies can be produced easily should demand warrant it.
Funding for this agreement would be paid from Visit Bakersfield's operating budget
which is funded solely from Transient Occupancy Tax (TOT) revenues. No General
Fund revenues are used for Visit Bakersfield's operations. There are sufficient funds in
the operating budget for the cost of this agreement. Because the amount of this
agreement exceeds $40,000, it requires approval by the Bakersfield City Council.
S:\Board Meeting Items\Board Meeting - Agenda Packets\2016-2020\2020\09 Sep 2020\New Business - Visitors
Guide.Docx
ADMINISTRATIVE REPORT
Meeting Date: September 16, 2020
Agenda Item: VIII.B.
To: Board of Directors
From: David Lyman, Manager
Subject: Approval of an agreement with Tempest Interactive Media LLC.,
for development of a new web site
Recommendation:
Staff recommends approval of an agreement with Tempest Interactive Media LLC., for
development of a new web site, not to exceed $67,200.
Background:
In 2014 the City of Bakersfield entered into Agreement No. 14-234 with Tempest
Interactive Media, LLC., to develop a new web site and database system for Visit
Bakersfield. Since that time, computer technology has advanced so quickly that the
once -cutting edge website at www.VisitBakersfield.com is now outdated, placing the city
at a competitive disadvantage.
Websites and database systems are integral to Visit Bakersfield and its industry. They
provide multi -faceted tools to market a location for conventions, corporate meetings,
trade shows, leisure travel, group travel, and cultural, sports, and special events. They
also provide tools for managing and measuring those efforts. The current website has
more than 90 pages of content, including listings of restaurants, attractions, hotels, and
shopping venues. The Visit Bakersfield website also allows potential visitors to request
Visitor Guides to be sent to them. During the past 12 months more than 500 Visitor
Guides were requested through Visit Bakersfield's web page, and those requests came
from many people throughout the world. (As an aside, we do not mail guides outside of
the U.S. and Canada; for those in other countries who want a guide, we suggest viewing
the digital version online.)
The Events Calendar provides a central location for events and entertainment to help
visitors plan their trip. Meeting planners can submit their requirements for hosting an
event in Bakersfield. Travelers can learn about current road conditions. Local hotels
can access up-to-date listings of upcoming events. Visit Bakersfield staff can send out
Requests for Proposals (RFPs) to local hotels for rates and availability for potential
meetings and conferences, as well as manage listings of contact information for local
hotels, restaurants, amenities, and attractions. A dynamic website centralizes and
streamlines these and other tasks to help promote a community to potential groups and
individuals, with the goal of increasing visitor spending and generating additional local
tax revenue.
In an effort to remain competitive, Visit Bakersfield issued a Request for Proposals
(RFP) for the design and development of a website and database system to replace the
existing website and database system. The RFP was sent to five firms. Only Tempest
Interactive Media, LLC. the current provider, responded with a proposal.
Staff recommends Tempest Interactive Media LLC., for the design and development of
the Visit Bakersfield web site and database system at a cost not to exceed $67,200.
S:\Board Meeting Items\Board Meeting - Agenda Packets\2016-2020\2020\09 Sep 2020\New Business B - Website.docx
Funding for this agreement would be paid from Visit Bakersfield's operating budget
which is funded solely from Transient Occupancy Tax (TOT) revenues. No General
Fund revenues are used for Visit Bakersfield's operations. There are sufficient funds in
the operating budget for the cost of this agreement.
Based upon the requirements of Visit Bakersfield's Request for Proposals, the new
website would be "live" no later than March 31, 2021. Because the amount of this
agreement exceeds $40,000, it requires approval by the Bakersfield City Council. Should
Council approve this agreement with Tempest Interactive Media, LLC, a separate
department agreement for maintenance and hosting will be developed. This would be
similar to the existing maintenance and hosting agreement already in place with
Tempest Interactive Media, LLC. and funds are included in the current operating budget.
S:\Board Meeting Items\Board Meeting - Agenda Packets\2016-2020\2020\09 Sep 2020\New Business B - Website.docx
The following provided
for information only;
no action required.
Airbnb's resurgence
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Airbnb filed to go public last month, a seemingly strange move for a company that was
forced to lay off a quarter of its workforce in May.
Why it matters: Airbnb looks as though it's vastly outperforming expectations from this
spring.
The big picture: While the hotel industry is still in terrible shape and asking for a federal
bailout, Airbnb looks as though it has become one of the more improbable winners from
the coronavirus pandemic.
• Vacationers prefer homes they can have to themselves over buildings that they have
to share with other people.
• People working remotely have realized that if they can work from anywhere, they
might as well work from somewhere beautiful.
By the numbers: Estimates from Edison Trends show Marriott and other hotel chains
seeing much lower spending than at this time last year. At Airbnb, by contrast, spending is
hitting new all-time highs.
1/2
• Airbnb spending is running a whopping 75% higher than this time last year, says the
research shop, based on a panel of spending data including more than 65,000 Airbnb
transactions.
• That means Airbnb's revenues have comfortably surpassed Marriott's, for the first
time.
The bottom line: Airbnb's pandemic boost won't last forever. But if nervousness about
sharing enclosed spaces persists, and if remote work becomes more broadly accepted, both
will be good news for the startup.
2/2
Visit Bakersfield Board eeting Attendance FY 2020-2021
Members Jul Aug
Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Baker, Tamara •
Connor, Denise •
Dorsey, Ed
Hill, Debora •
Hlaudy, Jenny •
Hughes, Steve •
Huot, Chris •
McKeegan, Randy •
Pandol, Beth Brookhart •
Ramirez, Jessica •
Schaefer, Kim •
Siegfried, Kenneth "Ziggy" •
Uhles, Ryan •