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Home My WebLink About09/20/23 VISIT BAKERSFRIELD AGENDAVISIT BAKERSFIELD Nf 9RM Q : sMl7 M 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 This website uses cookies to enhance user experience and to analyze performance and traffic on our • 944t��a�t�eytRe��ytsif l a�scn i�tehedesargreayer, 6ia�i�u et�fj€et ental concerns, me u Ing missions tracking f8TbA,StiftgigenMy/L4t function properly. Cookie Policy 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 From Our Partners True bliss is hard to find... unless you're in paradise Explore, recharge or relax; in Hawaii and save up to International. Sponsored Marriott Internation CruiseWorld: Watch Peer -to -Peer Sessions On -Demand! Learn new tips and tricks I sessions from CruiseWorlr Holland America Line. Sponsored Holland America Lii The Allianz Advantage Travel insurance from the the return trip home. sponsored ' Allianz Partners This website uses cookies to enhance user experience and to analyze performance and traffic on our website. By&0$qRJM"tbtY IdAfln44M %pj, §Rherford, NJ 07070 USA Telephone: (201) 902-2000 time, but the site may not function properly. Cookie Policy https://www.travelweekly.com/Travel-News/Corporate-Travel/Mastercard-report-sees-business-travel-at-tipping-point?fbclid=lwAR1 Dul_EuSbUOOdwy... 2/3 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