‘Town of Franklin Tourism Development Authority Agenda Monday November 9, 2015 5:30 p.m. Town Hall Board Room 1.) Call to order- Chair Candy Presley 2.) Approval of the October 12, 2015 board minutes: 3.) Financial Report- Summer Woodard 4.) Sub-Committee Reports ‘A) Finance/ Budget Chair Report- Connie Grubermann C.) Policy and Rules of Procedure Chair Report- Vickie Springer 0.) Application Review Chair Report- Summer Woodard 5.) Old Business A) Funding Request for Macon County Transit/ATC- Chair Candy Presley 6) New Business A) Funding Request for the Natural Bodybuilding Competition for $1,000- Mark Sutton 8) Applicant for the TOA Board- Summer Woodard ) EDC Video for TDA website- Summer Woodard 7.) Items from the board 8.) Announcements-The next regularly scheduled TDA meeting is Monday December 14, 2015 at 5:30 p.m. in the Town Hall Board room 9) AdjournDRAFT ‘Town of Franklin Tourism Development Authority Meeting October 12, 2015 Present: Chairperson Candy Presley, Cheryl Pullium, Vickie Springer, and Connie Grubermann. Town Planner Justin Setser was present for Town Manager and Vice-Chair Summer Woodard. Josh Drake arrived during the discussion regarding Macon County Transit at 5:45 p.m, The meeting was called to order at 5:30 p.m. Motion was made by Pullium, seconded by Setser to affirm the presence of a quorum. Motion carried. Vote: 5 to 0. Approval of the August 20, 2015 and September 14, 2015 Board Minutes Motion was made by Grubermann, seconded by Pullium to approve the August 20, 2015 and September 14, 2015 meeting minutes as presented. Motion carried. Vote: 5 to 0. Financial Report Town Planner presented the financial report. A copy of the report is attached. ‘Motion was made by Springer, seconded by Pullium to approve the financial report. Motion carried. Vote: 5 to 0. Sub-Committee Reports Finance/Budget Chair Report — No report Policy and Rules of Procedure Report ~ No report Application Review Chair Report ~ No report ‘New Business: Approval of proof for Blue Ridge Outdoor Magazine ‘Motion was made by Pullium, seconded by Springer to approve proof number one for Blue Ridge ‘Outdoor Magazine, Motion carried. Vote: 5 to 0. A copy of the proof is attached. (Old Business: Ratification of vote for Blue Ridge Outdoor Magazine Co-of Motion was made by Pullium, seconded by Grubermann to ratify the September 14, 2015 vote to spend up to but no more than $3,000 from miscellaneous/festival line, and to work with Premiere Marketing to Advertise in Blue Ridge Outdoor Magazine's November 2015 Issue that will feature Franklin as a winner of the small towns contest. Motion carried. Vote: 5 to 0.DRAFT Old Business: Board decision on Macon County Transit and Appalachian Trail Committee Request October 12, 2015 meeting continued, Candy Presley ~ | would ask the board to table this request until next month, because there are some issues that the Town Attorney would like to look at before we proceed. And | think everyone needs to be here for that. Rob Gasbarro ~ Outdoor 76 ~ If you have any questions on that in the meantime, please let me know. Bill Van Horn ~ I have a report | would like to submit to each of you concerning the trail. A copy of the report is attached. Bill Van Horn - With the new movie that recently came out, we expect to see a significant increase in hikers, especially with the demographic that the movie appealed to. Candy Presley ~ | also think hotels should pay something, because they benefit from this. Its just something | wanted to say before we consider this next month. Josh Drake arrived at 5:45 p.m. during discussion on Macon County Transit and Appalachian Trail Committee Request. Motion was made by Pullium, seconded by Drake to adjourn the meeting at approximately Motion carried. Vote: 6 to 0. 50 pam. Candy Presley, Chairperson ‘Summer Woodard, Town ManagerRoom Occupancy Tax Report 9/30/2015 2015/2016 Budgeted Revenues 7ay2015, 8/31/2015 9/30/2015, 10/31/2015 11/30/2015 12/31/2015 1/31/2016 2/28/2016 3/31/2016 4/30/2016 5/31/2016 6/30/2016 Net Collections 2015/2016 Budgeted Expenses Less Disbursements: Allison Oudoor Advertising Billboard Site Dart Hosting Site Dart Hosting Site Dart Hosting Charlotte Chamber of Commerce Site Dart Hosting Pandora Media Premiere Marketing Google Ad Words Premiere Marketing Facebook Allison Oudoor Advertising Billboard Rotary Club River Fest, Asheville Citizen Times 80's Flash Back 8K Race Naturalist Event Premiere Marketing Facebook Premiere Marketing Google Ad Words Allison Oudoor Advertising Billboard Allison Oudoor Advertising Billboard Trip Advisor Pandora Media Pandora Media Pandora Media Asheville Citizen Times $113,200.00 $14,781.99 $10,743.41, $25,525.40 $350.00 $131.40 $12.00 $12.00 $5,200.00 $12.00 $5,000.00 $493.44 $1,000.00 $350.00 $1,500.00 $4,650.00 $625.00 $2,500.00 $1,114.12 $37.23 $350.00 $350.00 $1,312.25 $5,000.00 $5,000.00 $973.01 $4,940.00Total Expenditures Remaining Balance Total Commitments Smoky Mountain Center for the Performing Arts Remaining Balance with Commitments $40,912.45, $72,287.55 $15,000.00 $57,287.55CESS ‘Month FY20N02011 FY 2033-2032 F¥20122013F¥20132014 FY20142015 720152016 | huiy————Siagstn25 952375 $rzame7 ——Siza7ai9 —SizameDSareis Aust Sianna1——_—$94683——$1057460 ——_—$10.42.09_$1128822 $10.41 Sentember $98254Sage130 —_‘$1190099 ——$96251 $052055 si0,2a.1 “October $13,997.93 $13,580.58 $13,809.73 $13,204.00 $13,826.66 Novereber $596877 5.76705 _—$60084 ——$661103—_Sa31147 Dnemeber $4500 S4y7ibar ——«$4,78680——S5.17904 9550033 luouny 8426708 —S3an4an ——<$a,70212—«$42996 $4, 30808 Febwuny #490224 —S40ases —«$4,74680—=—«S4a7466 5491927 Moh $580417 ——S54zaen S744 «$7875.74 96,59548 | ford _—$781557 699708 $7407 —_—_—$7.79615 _—s5,00844 May $843825 Sansa ——Sioo7as? ——S9ss4a6—_—$1126859 | lune —$9.7124 ——Sa,7anss ——_—$5,16606—Ssonast 5305729 f | I Totals $101,633.74 $95,445.14 $101,993.34 $99,648.38 $106,961.15 $36,149.51TDA Budget FY 2015-2016 Misc/Festivals Rotary Club River Fest 80's Flashback 8K Race Site Dart Hosting Site Dart Hosting Site Dart Hosting Site Dart Hosting Naturlst Event Smoky Moutain Center for the Fine and Performing Arts Total Spent Remaining Balance Pandora (Moblie Audio) Pandora Media Pandora Media Pandora Media Pandora Media Total Spent Remaining Balance Trip Advisor Trip Advisor Total Spent Remaining Balance Asheville Citizen Times Asheville Citizen Times Asheville Citizen Times Asheville Citizen Times Total Spent Remaining Balance Facebook Premiere Marketing Premiere Marketing Premiere Marketing $30,000.00 $1,500.00 $625.00 $131.40 $12.00 $12.00 $12.00 $2,500.00 $1,280.00 $6,072.40 $23,927.60, $20,228.00 $5,000.00 $5,000.00 $5,000.00 $973.01 $15,973.01 $4,254.99 $20,000.00 $1,312.25 $1,312.25 $18,687.75 $26,500.00 $4,650.00 $4,940.00 $4,650.00 $14,240.00 $12,260.00 $10,000.00 $1,000.00 $1,114.12 $1,129.93Total Spent Remaining Balance Google Adwords Premiere Marketing Premiere Marketing Premiere Marketing Total Spent Remaining Balance Audit & Bond Bond for Finance Officer Total Spent Remaining Balance Allison Outdoor Electronic Billboard Ad Allison Outdoor Electronic Billboard Ad Allison Outdoor Electronic Billboard Ad Allison Outdoor Electronic Billboard Ad Allison Outdoor Electronic Billboard Ad Allison Outdoor Electronic Billboard Ad Total Spent Remaining Balance Charlotte Chamber of Commerce Final Bill from Charlotte Chamber of Commerce Total Spent Remaining Balance Total Budgeted for FY 2015-2016 Total Spent for FY 2015-2016 Remaining Balance for FY 2015-2016 Budget $3,244.05 $6,755.95 $3,472.00 $493.44 $37.23 $500.00 $1,030.67 $2,441.33 $3,000.00 $350.00 $350.00 $2,650.00 $2,100.00 $350.00 $350.00 $350.00 $350.00 $350.00 $1,750.00 $350.00 $5,200.00 $5,200.00 $5,200.00 $0.00 $113,200.00 $49,172.38 $64,027.62i Hi Mon of rarack line i Funds Request Tourism Development Authority P.O. Box 1479 ¢ Franklin, North Carolina 28744 « (828) 524-2516 Due two months prior to regularly scheduled meeting where the request will be considered. ‘The Tourism Development Authority of the Town of Franklin allots funds for the purpose of PROMOTING TRAVEL AND TOURISM IN THE TOWN OF FRANKLIN. Conditions of all funds allotments include: 1 Subject to approval and availability of funds. 1 Applicant recognizes the contribution made by the Tourism Development Authority of the Town of Franklin through the use of the TDA/Franklin logo in all print media. 1 Applicant utilizes the TDA/Franklin logo or tagline on all print media. Only funding requests received two months prior to monthly TDA meetings will be considered. For billboard requests, copy ready electronic proof must be submitted with request, Billboard Request Ves7 Xo) | Number of Billooards _N JA [Date of Bvent_2hvs_- S50/ T Name of Organization Hens Coury Vaane rr Street or PO Box Se Mma sr CiYSTZip| Fagncue we 20747 Representative Kum Meher | Phone | B28 349.2222 | E-mail | Website | | Projet Title ACT ~ Apkse. “F981 Project Date(s) | Total Budgeted Cash Sources) A€a 3) TDA Request. $6750 TDA Funding Application Page 1The Project Please describe your project and include the following paragraph headings: The event or purchase — what are you proposing to do? 1 Marketing — how will you market the project (be specific)? © Tourism Enhancement — how does the project enhance tourism in the Town of Franklin? 1 Measurements ~ what tools will you use to measure the effectiveness / suacess of the project? Improvements - if you have done it before, what are you going to do to make it better? © Net Cash Flow ~ how will you put to use any net cash flow generated by project? TDA Funding Application Page 2ZAis aah e-wceks (zz seis [1 peony THIS) am Sao wrens @ $3/ommng Zo Fees - Gloag Cost to MET — 43518.06 Aiare> Zorie — Prodesen \S ueers (Fears — may 32) ZB Zsses [day Tr Bove Gor om, neon Cass) , Bem Est Feees - & S94 B{ Bpsen ov Zee Rowenene Cosy TS WOT %\3, 50° i ae \S%. Bvwew ner (& Tse oe) perec iProject Budget Insert or delete lines / columns in the table as needed and round to the nearest dollar. Current Year | Prior Year | Sales i Entry / other fees | | Other - specify. Total Sources of Cash ‘Uses of Casi _ Salaries, wages, taxes & benefits pe Contracted services Cost of merchandise sold _ _ Rental of facilities Rental of equipment | Expendable supplies Printing, int media Radio media Other advertising — specify Other expenses - specify | Total Uses of Cash i Net Cash Flow ! ‘TDA Funding Application Page 3certify that any significant alterations in the project will be reported to this commitiee as soon as possible and that I will provide TDA with the required Project Report within thirty (30) days of the Completion of the project, Signature: Tiel } Dat ranst Dredee |_4/ulis ‘TDA Funding Application Page 4own of Brak lin Funds Request Tourism Development Authority P.O. Box 1479 ¢ Franklin, North Carolina 28744 @ (828) 524-2516 Due two months prior to regularly scheduled meeting where the request will be considered, The Tourism Development Authority of the Town of Franklin allots funds for the purpose of PROMOTING TRAVEL AND TOURISM IN THE TOWN OF FRANKLIN, Conditions of all funds allotments include: GD Subject to approval and availability of funds. 1 Applicant recognizes the contribution made by the Tourism Development Authority of the Town of Franklin through the use of the TDA/Franklin logo in all print media. OF Applicant utilizes the TDA/Franklin logo or tagline on all print media. Only funding requests received two months prior to monthly TDA meetings will be considered. ‘Name of Organiz Natural Bodybuilding Physique Federation Street or PO Box 181 Whitfield Road City, ST Zip Franklin, NC 28734 Representative Mark Sutton Phone 828-342-0316 E-mail naturalbpf@gmail.com Web Site __Naturalbpf.com 2nd Annual WNC bikini, Project Title bodybuilding, & physique Project Date(s) 3/12/16 championships ‘Total Budgeted Cash Sources 1000 TDA Request 1000 The Project TDA Funding Application Page |Please describe your project and include the following paragraph headings: 1 The event or purchase ~ what are you proposing to do? We are bringing an all-natural bodybuilding, physique, and bikini show to Franklin, This contest is ‘open to all drug free athletes. There is a huge following in the fitness industry for steroid free bodybuilding contest. Athletes train daily to compete against themselves. Each contest is a chance to improve their body’s condition from the previous contest. 1 Marketing — how will you market the project (be specific)? We have already been marketing the event by traveling to fitness facilities in Asheville, Greenville, Atlanta and towns along the way. We have been marketing through our website, Facebook, and Instagram as well. We also travel to other events in Greenville, Atlanta, and Alabama to build our brand and distribute flyers, OF Tourism Enhancement ~ how does the project enhance tourism in the Town of Franklin? Many of the contestants will come from Asheville, Greenville, and Atlanta areas. This event will draw a different crowd to the town of Franklin, Contestants typically bring 4-6 guests each that attend and support their favorite athlete, These contestants and attendees will usually spend the night at local motels and visit local restaurants, especially after the evening show. An all weekend stay is typical for these events. Contestants must check in on Friday night for registration, drug testing, and spray tanning, ‘The contest takes all day Saturday. Most contestants stay Saturday night to celebrate their accomplishment and eat! Touring the town on Sunday is also typical before returning home. The event is being held at the Smoky Mountain Center for the Performing Arts. Last year we booked 15 rooms at the Micortel under the NBPF name. We sold a total of 350+ tickets for the evening show. 1 Measurements ~ what tools will you use to measure the effectiveness / success of the project? Tools for success will be measured by registered athletes, ticket sales, and sponsorships. ‘The true measure of success will be measured by increased participation in a second show the following year. This year we have had more interest earlier than we had last year. Improvements ~ if you have done it before, what are you going to do to make it better? This will be our 2nd show. We have discussed and taken notes on how to improve the shows we have been a part of. We have already booked the nicest facility that any of us have been a part of. We also have a very detailed plan of events and treats for all participating contestants to ensure it will be the best show they have ever participated in, We have also assisted at other shows fo gain experience. We have ‘worked with Scotty Corbin at the Smoky Mountain Performaing Arts Center before and after the show last year and discussed necessary changes. We plan on increasing the cost for participants and leaving the admission the same. We are also looking at alternatives to prizes for the contestants. We are also reaching out to sports supplement companies to secure samples to include in contestant packets. 1 Net Cash Flow ~ how will you put to use any net cash flow generated by project? Most ofthe net casi flow generated from the project will be placed back into the product. The cash flow will be reinvested in future shows and in the community in which we live. We believe that the show will continue to grow as we make this an annual event in Franklin, ‘TDA Funding Application Page 2Project Budget Insert or delete lines / columns in the table as needed and round to the nearest dollar. Sources of Cash: Your organization Town of Franklin TDA Sponsorships Entry / other fees Sales Other - specify Total Sources of Cash Uses of Cash: Salaries, wages, taxes & benefits Contracted services Cost of merchandise sold Rental of facilities Rental of equipment Expendable supplies Printing Print media Radio media Other advertising ~ social media, webpage, merchandise Other expenses — judges Total Uses of Cash Net Cash Flow TDA Funding Application Current Year Budget 1000 NBPF 1000 Est. 2000 Est, 2500 Est, 500 0 7000 3000 500 0 Based on Sales 0 0 500 300 2000 500 6800 200 Prior Year Actual (if appropriate) Page 3I certify that any significant alterations in the project will be reported to this committee as soon as possible and that I will provide TDA with the required Project Report within thirty (30) days of the completion of the project. Signature: Title: Date: Mark Sutton Co-Owners NBPF 10/21/14 Joe Belcher Mark Ray TDA Funding Application Page 4Tourism Development Authority Board Application Name: Dens Aecdge address: _£/ S, Fedton Ave Franklin NAC A&rsy Phone Number: SF * 4 es 2. 808 Email: A es, 21 COM Current Employer: Lee dos thee Please circle which vacancy you are applying to fill: A.) Vacancy for a business directly involved with the collection of rental property occupancy tax. acancy for a tourist related business directly involved with the collection of state sales tax. How does your business relate to Tourism in Franklin? Restassrant that degends on [een renderds as well as Tout Please list a minimum of (3) references: Meco Fouts Sissy TY \e Moe gered famsey