HomeMy WebLinkAbout09/20/23 VISIT BAKERSFRIELD AGENDAVISIT
BAKERSFIELD
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VISIT BAKERSFIELD
AGENDA
Metting of September 20, 2023
515 Truxtun Ave
8:00 a.m.
CALL TO ORDER
II. ROLL CALL
III. PUBLIC STATEMENTS
A. Agenaa Item Public Statements.
B. Non -Agenda Item Public Statements.
2023 SEP 15 AM 4: 44
8AKE1iSf tLL :;; Y CLERh
IV. MINUTES
A. Approval of Minutes of the August 9, 2023 special meeting
V. TREASURER'S REPORT
A. Approval of Treasurer's Report of September 20, 2023
VI. STAFF REPORT
A. Manager's Report
VII. OLD BUSINESS
A. None
POSTED ON
2�
by City Clerk's Office
City of
Bakersfield
by 1Ml__
VIII. NEW BUSINESS
A. Approval of an agreement with Datafy, LLC for visitor and consumer
insights and advertising in the amount of $259,500.
B. Approval of a request from Bakersfield City Manager's Office to locate
staff at 515 Truxtun Avenue.
C. Approval of 2024 Board Meeting Calendar.
IX. BOARD STATEMENTS
X. CLOSED SESSION
A. None
XI. ADJOURNMENT
:e fully submitted,
rristfian Clegg
City Manager
City of Bakersfield
Visit Bakersfield
Minutes
Meeting of August 9, 2023
Visit Bakersfield, 515 Truxtun Avenue
Special Meeting - 8:00 AM
I. Call to order
Visit Bakersfield Board of Directors special meeting was called to order
by Chair, Ryan Uhles on this 9th day of August 2023 at 8:01 a.m.
II. Roll call
Andrea Marroquin, Visit Bakersfield, conducted roll call.
Directors Present:
Randy McKeegan
Jessica Ramirez
Jason Maples
Directors Absent:
Debra Derr
Tamara Baker
Lynett Orrick
Amy Smith
Ed Dorsey
Scott Andrews
Others Present:
Andrea Marroquin, Visit Bakersfield
David Lyman, Visit Bakersfield
Matt Billingsley, Visit Bakersfield
Evangelina Medina, Visit Bakersfield
Elizabeth Villanueva, City Attorney's Office
III. Public Statements
None
Beth Brookhart-Pandol
Ryan Uhles
IV. Minutes
A. Approval of April 19, 2023, minutes.
Motion by Beth Brookhart-Pandol, seconded by Amy Smith. All in
favor. Motion approved.
V. Treasurer's Report
A. Approval of Treasurer's Report of August 9, 2023.
Motion by Jessica Ramirez, seconded by Lynette Orrick. All in favor.
Motion approved.
Visit Bakersfield Board Meeting August 9,2023 Page 12
VI. Staff Report
• David Lyman, Matt Billingsley, Evangelina Medina, and Andrea
Marroquin, gave updates on Visitor Center lobby activities, sales
staff efforts to bring sporting events to Bakersfield, and upcoming
events coming to Bakersfield.
VII. Old Business
• None
Vill. New Business
A. Approval of an agreement with Arthur and Hansen, LLC for social
media content production and management services in the
amount of $300,000.
Motion by Amy Smith, seconded by Jessica Ramirez. All in favor.
Motion Approved.
B. Creation and appointment of a committee to explore possible
changes to the bylaws and Agreement 16-251 with the City of
Bakersfield.
Motion by Jason Maples, second by Lynett Orrick to appoint Amy
Smith, Beth Brookhart-Pandol, Lynett Orrick, Jessica Ramirez, Ryan
Uhles, and David Lyman (Ex-officio). All in favor. Motion approved.
C. Nominating Committee report presentation and approval of two
new directors.
Motion by Lynett Orrick, seconded by Beth Brookhart-Pandol to
elect Lori LaBare and Kelly Sloan for a term ending June 30,2025. All
in favor. Motion approved.
D. Appointment of Nominating Committee.
Motion by Ryan Uhles, seconded by Randy McKeegan to appoint
Jessica Ramirez, Amy Smith, Lynett Orrick, and David Lyman (Ex-
officio). All in favor. Motion approved.
IX. Board Statements
• Beth Brookhart-Pandol told the board that there will be
international visitors coming to Bakersfield to see grape vineyards.
X. Closed Session
• None
Visit Bakersfield Board Meeting August 9,2023 Page 13
XI. Adjournment
The Chair adjourned the meeting at 8:55 a.m.
PREPARED 09/13/23, 10:07:41
EXPENDITURE
REPORT
PAGE 1
HTEPGM/GM601U
BY FUND
PERIOD 03/2024
2023-24
2023-24
2023-24
2023-24
2023-24
ADJUSTED
YEAR TO DATE
CURRENT
UNENCUMBERED
ACCOUNT NUMBER ACCOUNT DESCRIPTION
BUDGET
ACTUAL
ENCUMBRANCES
APPROPRIATIONS
TRANSIENT OCCUPANCY TAXES
191-1611-675.10-01 REGULAR PAY
386,293
55,619.25
.00
330,673.75
191-1611-675.10-14 SPECIALITY PAY
1,830
294.00
.00
1,536.00
191-1611-675.10-15 AUTO ALLOWANCE
2,309
370.94
.00
1,938.06
191-1611-675.10-31 LIFE INSURANCE
402
55.87
.00
346.13
191-1611-675.10-33 MEDICARE INSURANCE
5,497
782.71
.00
4,714.29
191-1611-675.10-35 MEDICAL INSURANCE -ACTIVE
48,752
6,726.10
.00
42,025.90
191-1611-675.10-44 PERS - MISCELLANEOUS
134,647
83,279.53
.00
51,367.47
191-1611-675.10-48 CITY 1% MATCH - RHS PLAN
1,216
214.83
.00
1,001.17
191-1611-675.30-39 OTHER PROFESSIONAL
141,950
102,803.90
.00
39,146.10
191-1611-675.40-23 INTERNAL COMM EQUIP
29
.00
.00
29.00
191-1611-675.40-24 INTERNAL TELEPHONE EQUIP
3,590
.00
.00
3,590.00
191-1611-675.40-26 INTERNAL COMPUTER EQUIP
15,063
.00
.00
15,063.00
191-1611-675.50-11 LIABILITY INS ALLOCATION
5,685
.00
.00
5,685.00
191-1611-675.50-12 PROPERTY INS ALLOCATION
690
.00
.00
690.00
191-1611-675.50-33 TELEPHONE -CELL PHONE CHGS
1,800
.00
.00
1,800.00
191-1611-675.50-41 ADVERTISING
35,350
21,453.88
.00
13,896.12
191-1611-675.50-51 PRINTING AND BINDING
8,500
.00
.00
8,500.00
191-1611-675.50-53 INTERNAL GARBAGE
677
.00
.00
677.00
191-1611-675.50-54 INTERNAL SEWER
231
.00
.00
231.00
191-1611-675.50-61 REIMBURSABLE EXPENSE
1,500
.00
.00
1,500.00
191-1611-675.50-62 ENTERTAINING GUESTS
3,000
.00
.00
3,000.00
191-1611-675.50-64 TRAVEL (OPERATIONAL)
83,000
21,191.65
.00
61,808.35
191-1611-675.50-65 DUES & SUBSCRIPTIONS
9,151
2,661.00
.00
6,490.00
191-1611-675.50-91 OTHER OUTSIDE SERVICES
12,730
12,701.75
656.75
628.50-
191-1611-675.60-21 WATER
2,500
826.28
.00
1,673.72
191-1611-675.60-22 NATURAL GAS
750
17.07
.00
732.93
191-1611-675.60-23 ELECTRICITY
2,000
24.89
.00
1,975.11
191-1611-675.60-31 OFFICE SUPPLIES
3,000
17.00
.00
2,983.00
191-1611-675.70-12 CONTRIBUTIONS
210,000
87,000.00
.00
123,000.00
* VISIT BAKERSFIELD
1,122,142
396,040.65
656.75
725,444.60
** VISIT BAKERSFIELD ADMIN
1,122,142
396,040.65
656.75
725,444.60
*** VISIT BAKERSFIELD
1,122,142
396,040.65
656.75
725,444.60
----------------
**** TRANSIENT OCCUPANCY TAXES
-----------------
1,122,142
-----------------
396,040.65
656.75
-----------------
725,444.60
-----------------
----------------
-----------------
1,122,142
-----------------
396,040.65
656.75
725,444.60
Citv of Bakersfield Check Reqister - CVB REPORT
Payment Number
Vendor Number
Vendor Name
Payment Date
Check Total
761985
33014
ARTHUR AND HANSEN LLC
Aug 3, 2023
$21,600.00
762148
32279
POWER PLAY MARKETING
Aug 3, 2023
$6,500.00
762211
28621
CERTIFIED FOLDER DISPLAY SERVICE IN
Aug 3, 2023
$12,649.71
762253
7685
STINSON STATIONERS
Aug 3, 2023
$17.00
762255
15868
TEL TEC SECURITY SYSTEM INC
Aug 3, 2023
$45.00
762279
30689
MEDINA, EVANGELINA
Aug 4, 2023
$2,318.58
762344
21341
AEG MANAGEMENT BAKERSFIELD LLC
Aug 10, 2023
$75,000.00
762356
33591
AMERICAN PARK NETWORK
Aug 10, 2023
$5,000.00
762397
32962
DATAFY LLC
Aug 10, 2023
$2,250.00
762629
15868
TEL TEC SECURITY SYSTEM INC
Aug 10, 2023
$45.00
762640
23444
BILLINGSLEY, MATTHEW
Aug 11, 2023
$1,232.60
762665
30689
MEDINA, EVANGELINA
Aug 11, 2023
$911.91
762736
23444
BILLINGSLEY, MATTHEW
Aug 17, 2023
$301.00
762839
30689
MEDINA, EVANGELINA
Aug 17, 2023
$301.00
762849
29443
NORTHSTAR TRAVEL MEDIA LLC
Aug 17, 2023
$6,285.00
762917
26060
VANGUARD CLEANING SYSTEMS INC
Aug 17, 2023
$576.75
762923
28707
WEST SIDE BULLETS
Aug 17, 2023
$3,000.00
762995
6114
PACIFIC GAS & ELECTRIC COMPANY
Aug 17, 2023
$41.96
763111
32133
BANDWANGO
Aug 24, 2023
$129.59
763116
23444
BILLINGSLEY, MATTHEW
Aug 24, 2023
$740.80
763210
33338
INFLUENCERS YOUTH SPORTS
Aug 24, 2023
$1,500.00
763415
33014
ARTHUR AND HANSEN LLC
Aug 31, 2023
$5,000.00
763518
31089
EMBROIDERY PLUS LLC
Aug 31, 2023
$2,679.19
763756
1696
CALIFORNIA WATER SERVICE
Aug 31, 2023
$826.28
763816
20601
VERIZON WIRELESS
Aug 31, 2023
$115.43
763854
33538
AMERICAN JUNIOR GOLF ASSOCIATION
Sep 7, 2023
$7,500.00
763860
33014
ARTHUR AND HANSEN LLC
Sep 7, 2023
$23,375.00
763924
24067
DUE NORTH CONSULTING INC
Sep 7, 2023
$9,500.00
764164
23444
BILLINGSLEY, MATTHEW
Sep 8, 2023
$1,356.09
764199
30689
MEDINA, EVANGELINA
Sep 8, 2023
$1,998.51
9997006
10623
CALIFORNIA DEPARTMENT OF TAX AND
Sep 1, 2023
$149.64
31
Overall - Count
Overall - Total
$192,946.04
Sep 13. 2023
1
10:12:25 AM
ADMINISTRATIVE REPORT
Meeting Date: September 20, 2023
Agenda Item: VIII.C.
To: Board of Directors
From: David Lyman, Manager
Subject: Approval of an agreement with Datafy, LLC for visitor and
consumer insights and advertising in the amount of $259,500.
Recommendation:
Approve agreement with Datafy, LLC for visitor and consumer insights and advertising in
the amount of $259,500 and recommend its approval to City Council.
Background:
In 2020, Visit Bakersfield staff issued a Request for Proposals (RFP) for visitor and
consumer insights and advertising. Datafy was hired for a one-year contract at an
annual rate of $28,416. This agreement was later amended to expand the scope of work
and increase the total amount to $38,416.
In 2021, Visit Bakersfield entered into a new one-year agreement with Datafy for
$39,840 to continue providing visitor and consumer insight reports and geolocation data.
In 2022, Visit Bakersfield entered into another one-year agreement with Datafy for
$66,840 that included the visitor insight data, special event insights, and marketing.
Upon reviewing the three years of historical data and identifying tourism trends in
Bakersfield, staff had a better understanding of where Bakersfield visitors were coming
from and where they frequented. With this information in mind, staff increased the
marketing and advertising annual spend from $12,000 to $39,500 and focused on direct
target marketing.
On June 26, 2023, an RFP was issued for these services for a three-year term. Staff
reviewed the proposals received and recommends contracting with Datafy, LLC for a
three-year contract in the amount of $259,500.
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 from the Bakersfield City Council.
However, before Council action, it must be approved by your board, as required in
Section 2.1 of Agreement 16-251 between the City of Bakersfield and the Greater
Bakersfield Convention and Visitors Bureau.
Should you board approve this item, the agreement with Datafy, LLC will be placed on
the September 27, 2023 City Council agenda.
5:\Board Meeting Items\Board Meeting - Agenda Packets\2021-2025\2023\09 Sep 2023\New Business A - Datafy 2023.docx
ADMINISTRATIVE REPORT
Meeting Date:
September 20, 2023
Agenda Item:
VIII.B.
To:
Board of Directors
From:
David Lyman, Manager
Subject:
Approval of Request from Bakersfield City Manager's Office to locate staff
at 515 Truxtun Avenue.
Recommendation: Approval of a request from the Bakersfield City Manager's Office to
accommodate staff at 515 Truxtun Avenue.
Background: The Visit Bakersfield building was built with the intent of housing a separate use
in the east side of the building. At one time, the Bakersfield Blitz football team operated out of
that space. After the team departed, the space sat empty for many years and was used by Visit
Bakersfield for storage.
In 2019, your board approved a request from the Bakersfield Police Department (BPD) to use
the area for its Impact Unit. BPD vacated that space in 2022 and it has been empty since then,
being used for your board meetings.
The City of Bakersfield has recently been hiring staff to address a variety of community needs,
but space for these new employees in City buildings is scarce. To help ease the shortage of
workspace for City employees, the City Manager's Office (CMO) has requested to use the
empty space at the Visit Bakersfield building, recently vacated by BPD, to house marketing,
communications and community relations staff.
The impact on existing Visit Bakersfield staff and operations would be minimal. The area will be
occupied by full-time City employees who will access the building through the "T" Street
entrance (rather than the lobby or south entrances) with little disruption to current Visit
Bakersfield employees. Only the building's restrooms and kitchen would be shared.
For security reasons, Visit Bakersfield maintains a two -person minimum staffing level during
work hours. This policy often presents challenges when Visit Bakersfield sales staff are out of
the office, or when illnesses or other unplanned events arise. The addition of CMO employees
in the building would provide potential back-up assistance to Visit Bakersfield staff during these
times.
The area in question will be furnished with a cubicle pod provided by CMO to initially house four
employees with the option to add future staff as needed. There will be no impact to Visit
Bakersfield's budget to add these employees.
Since September 12, 2007, the Visit Bakersfield property has been jointly owned by the Greater
Bakersfield Convention and Visitors Bureau (your board) and the City of Bakersfield. Each
party has an undivided fifty percent (50%) fee simple interest as tenants in common in the
property. Because of that joint ownership, this request is being submitted for your approval
before moving forward, in keeping with the way the request from BPD was addressed in 2019.
CMO would like to prepare the area for new staff as soon as possible and start using the
building by October 1. Assistant City Manager and board member Scott Andrews will be
attending your September 20 board meeting to provide an overview of this request and to
answer any questions you may have.
G: �cv6ISHAREDI Board Meeting ltems�Board Meeting - Agenda Packets 12021-202512023�09 Sep 2023I New Business X - Request from
CMO.docx
ADMINISTRATIVE REPORT
Meeting Date: September 20, 2023
Agenda Item: VIII.C.
To: Board of Directors
From: David Lyman, Manager
Subject: Approval of 2024 Board Meeting Calendar
Recommendation: To be determined by the Board.
Background: Your Board has traditionally met on the third Wednesday of every month
at 8AM. However, the Board may consider and approve alternative dates and times for
monthly meetings if deemed advantageous for the Board.
The third Wednesdays of each month in 2024 are below:
January 17
February 21
March 20
April 17
May 15
June 19
July 17
August 21
September 18
October 16
November 20
December 18
S:\Board Meeting Items\Board Meeting - Agenda Packets\2021-2025\2023\09 Sep 2023\New Business C -
Board Meeting Calendar 2024.Docx
The following provided
for information only;
no action required.
8/23/23, 4:11 PM Hotels Adding Fees For Common Requests That Used to Be Free
Hotels Adding Fees For Common Requests That Used to
Be Free
® entrepreneur.com/business-news/hotels-adding-fees-for-common-requests-that-used-to-be-free/457932
Madeline Garfinkle
August 23, 2023
A Commonly Used Hotel 'Perk' Is Disappearing Amid Rising Travel
Costs Once considered a common courtesy, early check -in and
check-out requests are now met with mandatory charges.
By Madeline Garfinkle • Aug 23, 2023
Share
It's true, nothing in life is free.
The ease of requesting an early check -in or a late checkout is now a relic of the past for an
increasing number of hotels, The Wall Street Journal reported.
For example, the Hyatt Place Boston Seaport is charging guests $50 for staying past 1 p.m.,
with fees increasing up to $100 for later times, the outlet found. San Francisco's Hotel Nikko,
part of the Nikko International Hotel chain,charges $50 for check -ins before 1 p.m. Vice
President and General Manager Anna Marie Presutti told the WSJ it is the "price of
convenience."
Other hotel chains, such as Marriott, defended the fees to the outlet, stating it's within their
right to implement them. One traveler, Amy Franks, told the WSJ that she was charged $35
for checking in a few hours early at the Hilton DoubleTree Suites in Orlando, Florida.
Related: Disney World Had Quiet Fourth of July — Are Price Hikes Driving Visitors
Away?
Some hotels insist that fees are necessary due to occupancy rates and limited room
availability. Terrence O'Donnell, general manager of theCromwell in Las Vegas, owned and
operated by Caesar's Entertainment, told the WSJ that the fees help manage the 188-room
hotel's occupancy.
As travel has rebounded significantly since the pandemic, lodging costs have also increased.
https://www.pdntfriendly.com/p/g/p6wxuH 1 /7
8/23/23, 4:11 PM Hotels Adding Fees For Common Requests That Used to Be Free
According to data firm Statista, the average daily rate for hotels in the U.S. jumped from
$125 in 2021 to $148.83 in 2022. While the cost of airfare decreased year -over -year by 19%
in June, according to the U.S. Travel Association, lodging was up 5%, as well as recreation
and food "away from home" jumped 7.6% year -over -year.
Related: 'Unprecedented Demand' for a Travel Essential Is Upending Summer Plans —
and Costing People a Lot of Money
Madeline Garfinkle
Entrepreneur Staff
News Writer
Madeline Garfinkle is a News Writer at Entrepreneur.com. She is a graduate from Syracuse
University, and received an MFA from Columbia University.
https://www.printfriendly.com/p/g/p6wxuH 2/7
8/23/23, 4:00 PM Mastercard report sees business travel at tipping point: Travel Weekly
CORPORATE TRAVEL
Mastercard report sees business travel at tipping point
By Derek Catron, PhocusWire I Aug 12, 2023
Business travel is staging a comeback, even as companies face a changing landscape that will demand new approaches and processes. Photo Credit: Prostock-
stud io/Shutterstock. com
Global business travel is at a tipping point. After years lost to a pandemic fog of uncertainty,
business travel is staging a comeback, even as companies face a changing landscape that will
demand new approaches and processes.
That's the thrust of a new report from Mastercard, which surveyed 541 travel decision makers across the United States,
Canada, Germany, Italy, Australia and India to garner insights into the evolving state of business travel.
"We are at the edge of transformation for the business traveler experience;" said Chad Wallace, Mastercard global head
of commercial solutions. "With global business travel on the rise, a simple, seamless [travel and entertainment]
experience is essential in providing a foundation for success and progress in this space."
Some key takeaways:
• 90% of decision makers — who include travel managers, finance and procurement teams — agree the expanding
hybrid/remote workforce will significantly increase the amount of business travel over the next decade.
• 85% agree it will become commonplace to have a "chief travel officer" in the next five years to manage processes that
have been fragmented across departments such as human resources, finance, security and technology.
• 91 % reported they are planning to invest in artificial intelligence and machine learning in the next five years to provide
employees with a more personalized travel experience. Close
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• 944t��a�t�eytRe��ytsif l a�scn i�tehedesargreayer, 6ia�i�u et�fj€et ental concerns, me u Ing missions tracking
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https://www.travelweekly.com/Travel-News/Corporate-Travel/Mastercard-report-sees-business-travel-at-tipping-point?fbclid=WAR1 Dul_EuSb000dwy... 1/3
8/23/23, 4:00 PM Mastercard report sees business travel at tipping point: Travel Weekly
Given all the changes to the workplace in the aftermath of Covid-19, 86% of respondents agreed managing travel and
expenses has become more challenging. One in three decision makers report employees still use personal cards to book
travel, creating challenges on spend visibility and missed travel rewards opportunities for organizations.
In response, 90% of respondents said they plan to offer a travel and entertainment card program to improve processes.
And just over 90% are interested in the next five years in providing virtual corporate cards to employees to pay for trip
expenses. Nine in 10 respondents believed virtual cards would either be commonplace for most companies (48%) or
what distinguishes innovative companies (42%) within the next five years.
"The corporate travel industry is at an inflection point in the way we approach managing business travel spend," Wallace
said. "New payment solutions are emerging to fulfill the shifting needs of the industry, enabling travelers and their
companies to get real-time spend visibility, to optimize spend controls and to automate the process of tracking
expenses."
Source: PhocusWire
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Visit Bakersfield Board eeting Attendance FY 23-24
Members
Jul
Aug`
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Andrews, Scott
Baker, Tamara
Derr, Debra
Dorsey, Ed
•
_
_
Maples, Jason
•
McKeegan, Randy
•
Orrick, Lynett
•
Pandol, Beth Brookhart
•
Ramirez, Jessica
•
Smith, Amy
•
Uhles, Ryan
•
. - Attendance
No Meeting
*Special Board Meeting