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Home My WebLink About09/16/20 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 4iod ;af1lc Ixj,3949g,:9Iii rif�xl`11(Icifc Iih7ill7ff:a //c faRcnr aicr, �, I P c "dwx��r�'�. E.a 7c�.. �,d4 °�—u 4842121 .... � E a>R.',' 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 •