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Tourist Development Council Board Meeting
Minutes – October 2, 2007
Ocean Center Board Room

Board Members Absent:
Dennis Mulder
Cassandra Reynolds

Approval of Minutes of July 10, 2007:
Motion to approve the minutes was made by Tom Staed and seconded by Lori Campbell Baker.

Quarterly Financial Report:
Donna DePeyster, Volusia County Finance Department, reviewed the Quarterly Financial Report (refer to pages 7-11 in Agenda Packet), which was distributed to the TDC Board Members.

Motion to approve made by Tom Staed and seconded by Sharon Hughes.

Status Report on Expansion:
As of October 1st, the Ocean Center (County of Volusia) is the official owner of the parking garage. The Daytona Lagoon (tenants of Volusia County) pays a $60,000.00 signage fee, per year, for the murals on the garage.

Rick Hamilton reviewed the Status Report on the Expansion Progress (page 12). The overall project is still on time and budget for fall ’08, with completion, except for Phase IV and Phase V, in December ’08 (erroneously reported as ’07 on the report). The project should be under roof and dried in by mid December 07. The expansion project, including renovations to the existing building, should be totally completed by January 2009. Entire facility is booked beginning the 2nd week of January 2009. South parking lot contains 364 spaces. Walls, floors, ceilings, bathrooms, etc. will be renovated in the existing building to match the new interior of the expansion. When the opportunity arises to renovate space in the existing building, without disrupting business, it is taken advantage of.

Bookings Report:
Rick Hamilton presented this report for Lori Hunter, who was out with a family emergency (refer to Marketing Activities Report – page 13). Rick began with the recap at the top of the page; the first item designates 8 events that were contracted during the last fiscal period. These contracted events are only those that have associated room nights with them. The number of attendees for these events were 15,000; tradeshows attended by the Ocean Center Staff was 2; the projected area income from these events is approximately $11,250M and the anticipated TDT income is $675,000. Following the recap, you will find a list of events contracted this quarter, which include conventions & meeting as well as public events.

The Ocean Center Tradeshow & Travel Schedule is also included in this report. The Ocean Center Sales Staff attended the following tradeshows: Florida Society of Association Executives (FSAE) was held in Panama City, FL, July 18-21, 2007 and was attended by Tim Buckley. The American Society of Association Executives was attended by Lori Hunter in Chicago, IL, August 11-14, 2007. Upcoming tradeshows the Ocean Center will participate in: Tim Buckley will be attending TEAMS 2007 in Louisville, KY, October 23-27, 2007. Joey Yelvington will be attending the International Association for Exhibitions & Events (IAEE) Expo! Expo!, December 10-12, 2007. The Religious Conference Management Association (RCMA) will be holding their 2008 annual conference in Orlando (February 5-8, 2008) and the DBACVB and Ocean Center are sponsoring a luncheon. The DBACVB is working on a familiarization tour prior to the conference.

The Booking Report shows everything the Ocean Center has contracted on the books through the end of September, 2009. Future Booking Reports will show no additional “new events” until the expansion has been completed. After completion, the Board will notice an increase in new events. There has been a good response on the expansion and destination in general. Sharon Hughes asked if a client putting heads in beds would take priority over one that didn’t. Rick explained that the Ocean Center Booking Policy will be in effect as in the past. Any changes in the policy would have to go before Volusia County Council for approval. Blue Water project going before City Commission on Wednesday night, needs support. Groups are beginning to use Speedway properties. There are currently no additional parking plans to report as of this date.

Motion to approve made by Lori Campbell Baker and seconded by Charles Bray.

Update from Partners:

Hotel/Motel Partners

• Bob Davis thanked everyone who attended the Employee Appreciation Banquet.
• Occupancy up 2% in July and 5% in August.
• Hotel/Motel gave $27,000 to 27 high school students in the culinary program at DBCC. There are currently 80 students in this program.

CVB/Ad Authority

• CVB’s marketing plan is in the implantation phase.
• Ocean Center and CVB have been working on a cooperative marketing plan together.
• Arvo put the co-op advertising plan (meeting and tradeshow publications) together, 4-6 partners are involved – CVB was expecting no more than 3 partners.
• Lori Campbell Baker introduced Sonny (didn’t mention last name), the CVB’s new intern from Pakistan who is currently enrolled in DBCC’s Hospitality Program.

Old Business:

• Frank Bruno commented that the Ocean Center’s Hard Hat Tour was excellent.

New Business:

• Facility is big asset for destination.
• The City of Daytona Beach is in the process of issuing a request for proposals for development of parcels south of Auditorium to Main Street between Atlantic Avenue and Hollywood Avenue.
• Lori Campbell Baker asked if there was any outcome from the Rich & Associates plan that was prepared some time ago. Lori requested a copy of the plan to see how it relates to the present. Will try to have City at the next meeting to give a report.

Public Participation:
Big John requested a report on the profit/loss of the parking garage, also inquired about the Home Show, Garden Show and Graduations going before Council?

Immediately following this meeting is the Volusia Tourism Consortium Workshop, which will begin at 10:00am.

Meeting was adjourned at 9:44 a.m.

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