MINUTES

Destination Newport Committee

April 12, 2007, 2:00 p.m.

Conf. Room “A”, City Hall

 

Members Present:      Carrie Lewis

                                    Lill Patrick

                                    Ken Peyton                                       

                                    Fran Mathews

                                    Lorna Davis

                                    Berniece Hammon

Absent:                       Ric Rabourn

Ad Agency:                 Conference Call, Megan Hadley

Staff:                           Cheryl Atkinson, Allen O’Neal,

Council Liaison:          Neal Henning

 

MINUTES: 

MOTION:  Lill moved, seconded by Ken to approve the Destination Newport Committee minutes from March 12, 2007.  On call for vote, all members present voted aye, motion carried.

 

UNFINISHED BUSINESS:

Mathews introduced Nancy Sims, owner of the Newport Bell Bed & Breakfast, who was attending her first Destination Newport Committee meeting.   

           

Update on TLC 101 spot ad – Mathews said she had spoken with Jane from TLC, and she has been watching the weather to try and get four or five more angle shots. She is also redoing the text. The committee should have something for their May meeting to review.

 

Photo archive agreement w/Chamber – Davis said the Chamber has something prepared for the City Manager to review.  She will make sure he receives a copy.

 

Draft Requests For Proposal – It was noted that HMH has indicated they are willing to work together with the City to help during the transition period. O’Neal reported that Peggy Hawker, his Special Projects Manager, had prepared the draft RFP, which was before the committee today.  He stated the City would like to put the RFP out no later than April 30th.  We are asking for a list from committee members on where they would like the Requests for Proposal sent. O’Neal asked committee members to review the document, and to feel free in making suggestions for changes.

 

Discussion followed on a few of the items listed under the Scope of Services.  It was suggested by Peyton that managing a web site be added under services.  Hammond asked about the new agency being required to provide a list of net services with their monthly invoices.  This would be an item contained in the contract, O’Neal explained.

 

O’Neal further explained that the RFP was worded in such a way to allow the commission the opportunity to consider all types of advertising entities.  Mathews asked if the commission will stay in tact once a new agency is hired.  O’Neal responded they would.

 

After further discussion, it was determined that all recommendations and changes would be forwarded to Davis by Wednesday, May 18th, along with their lists of advertising entities they wish the RFP to be sent.  It was suggested that we post the RFP on the City’s web site, as well as on Craig’s List on the Internet. O’Neal reminded the committee that our goal is to compliment our advertising with the other agencies that are advertising our community. Mathews indicated that we need to have one message for consistency. Davis stated there are “branding” companies that can help us creating such a message. 

 

Agency Telephone Conference:  Megan

 

Hadley reviewed the media flow chart.  She noted the only update is the radio stations listed.  The budget has remained the same.  We are in the middle of the last Portland radio flight and at the tail end of the radio flights in Bend and Boise for this fiscal year.  Hadley explained what events were being tagged on the radio ads.

 

“Travel Oregon” Hadley explained about booking with “Travel Oregon” for the year and the negotiation particulars.  The agency received a frequency discount when they booked for the year. If the committee determines to part ways with “Travel Oregon”, and not be in the Fall/Winter issue, there would be a short rate charge of $1200 charged.  Hadley noted we have been in “Travel Oregon” for three years running, and it is a good publication.  Davis stated the Chamber receives their leads from “Travel Oregon” and it is very beneficial. 

 

Patrick asked if the “Vacation Guide” was the same as the “Travel Guide”, and Hadley explained it was two separate publications.  Patrick asked the cost, and Hadley stated it would be $5,700 if the committee pledged to the two insertions a year.

 

MOTION: Mathews moved, seconded by Lewis to direct the ad agency to purchase the fall/winter ad for the “Travel Oregon” magazine. Under discussion, Hadley suggested the ad agency not purchase the fall/winter ad, but rather the agency confirms the committee will want to purchase an ad for their fall/winter publication.  HMH will book it, but then the “Travel Oregon” folks will need to contact the City for payment. On call for vote on the amended motion, all members present voted aye, motion carried.

 

Budget:  Hadley reviewed the amount of dollars remaining in contingency. She reminded the committee of the past practice of renewing with Certified Display in June.  It has been taken out of contingency in year’s past, but it will be up to the committee on how they want to proceed. She then explained what service Certified Display does with regards to storing all the brochures and delivering them to the Chamber and Welcome Centers. HMH has not received the new contract as yet, and their cost could go up a bit. 

 

Davis reported the Chamber just completed four more press releases, so that will bring the Chamber PR Services line item down to $1200. 

 

Other:  Hadley indicated the print publications will be easy to transition as they end at the fiscal year.  Davis asked that the agency acquire the new costs for Certified Display and report back to the committee.

 

Davis explained the committee is looking at a draft RFP (requests for proposal), which will be going out soon. Hadley said they will be sure to pass along all the file documents, which includes art work, photos, brochures and anything dealing with the website. She noted the most time consuming transition will be the website. Davis said we will notify the agency when the next meeting will be held.  The telephone conference ended at approximately 2:55 p.m.

 

How the advertising program will proceed and the direction it will take was discussed.  O’Neal suggested that a cover letter go along with the RFP when mailed out.  It was determined he would draft the letter if the committee had no qualms with that decision.  None were heard.

 

It was determined the next meeting would be held Monday, May 14th.  It will begin at 2:00 p.m., and held in Conference Room “A”.  One of the agenda items will be dealing with the request for proposals.  There being no further business to discuss, the meeting was adjourned at approximately 3:10 p.m.

 

Respectfully submitted by,

 

 

Cheryl Atkinson

Executive Assistant

to the City Manager