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HomeMy WebLinkAboutSunriver Chamber UpdateMID -YEAR REPORT TO THE DESCHUTES COUNTY BOARD OF COMMISSIONERS December 16, 2009 On July 1, 2009, the Sunriver Area Chamber of Commerce (Chamber) began receiving funds from Deschutes County to support its current visitor center operations and to develop, over the course of the year, a plan for ongoing operations that includes evaluations of alternative service delivery options such as partnerships with COVA and the Sunriver property managers. This plan is also to include options for the ongoing funding of future operations. The one-year funding package of $59,738 consists of $18,870 from transient lodging tax monies, a one-time grant of $20,000 from the General Projects Fund, a deferred -payment low-interest loan of $14,894 (maximum), and a requirement that the Chamber raise a minimum of $5,974 from local sources. In fact, the Chamber raised a total of $12,000 from local sources and partly for this reason, has decided not to request the deferred -payment low-interest loan. Rather, the Chamber will reallocate existing funding to provide adequate visitor center services through June 30, 2010. This will be accomplished by concentrating visitor center staffing on selected weekdays and weekends during periods of high visitor traffic. Current Operations The Chamber has continued to operate a visitor center in Sunriver since the beginning of the grant period on July 1, 2009. The center has been staffed a minimum of 7 hours per day on weekdays, with additional staffing provided during peak visitor periods (including weekends). During the months of July and August, the Chamber operated a "satellite visitor information center" 7 days a week in a high traffic area of Sunriver Village. The purpose of the satellite center was to test the effect of locating visitor information services in a high traffic area inside the Village. During this period, 915 people visited the center (as compared to 275 people who visited the Chamber's visitor center in July -August, 2008). A total of 3,246 pieces of printed informational materials were provided to these visitors through the satellite center. Exclusive of the "satellite visitor information center," the Chamber's regular visitor center recorded the following activity during the period July through November of this year, as compared to the same period in 2008: 2009 2008 % Increase Visitor packets requested 723 295 145% Relocation packets requested 32 57 --- Walk-in requests for information 803 505 59% Telephone requests for information 231 169 37% Email requests for information 42 12 250% Informational materials provided 10,408* (not avail) (*Jul, Aug & Sep only) Ori November 17, 2009, the Chamber moved its office and visitor center from building #5 in Sunriver Village to building #13. Approximately 770 sq. ft. of the 960 sq. ft. space are devoted to visitor center operations. The new visitor center is located in dose proximity to the Village Square (courtyard of pavers) with excellent exposure to the center of visitor activity and easy access from Beaver Drive. Future Operations The Chamber's grant agreement with the County specifies that it "shall, in cooperation with Rediscover Sunriver Village, Sunriver Resort, Sunriver-area property managers and the Sunriver Owners Association (SROA), develop a detailed plan for a new WelcomeNisitor Center that will include the location, design, capital costs, hours of operation and development of a cooperative strategy for operation of the new facility that leverages additional support, including extended operating hours, with Sunriver Resort, Sunriver property managers and the Central Oregon Visitors Association (COVA)." To accomplish this task, the Chamber convened the first meeting of key stakeholders on November 3, 2009, to answer the question of whether or not Sunriver needs a visitor center. Stakeholders present included representatives of Sunriver Resort, Sunriver Owners Association, Rediscover Sunriver Village, and major property management companies. A copy of the minutes of this meeting are provided as an attachment to this report. The consensus of the discussion among key stakeholders was as follows: • There is a need to define the value and purpose of a visitor center. • There is a need to survey visitors to determine what will benefit them the most. • A visitor center can reduce the duplication of marketing services among Sunriver businesses. • The Sunriver community as a whole needs to support a visitor center. • A visitor center can act as a satellite SROA office during non -business hours. • There is a need to create a business plan to determine if and how a visitor center can be viable. In early discussions with the principals of Rediscover Sunriver Village (RSV), it was indicated that RSV intended to construct a "welcome center" as part of its redevelopment of the Village. RSV and the Chamber agreed to collaborate on the design and operation of the "welcome center." Since that time, however, the redevelopment priorities of the Village owners have changed and they now wish to be an equal partner with other stakeholders in developing any visitor/welcome center concept. The Chamber will convene a second meeting of the key stakeholders group in January, at which time it will consider the following: 2 • Proposed business plan(s) for alternate model(s) for providing visitor center services in Sunriver. • Mission/purpose of alternate model(s). • Projected expenses with new optional/suggested revenue stream possibilities. Conclusion The Chamber wishes to express its deep appreciation to the County Board of Commissioners for helping it continue its services to Sunriver visitors and for enabling it to explore the efficacy of community -wide support for a new and expanded welcome center facility. We look forward to keeping the Commissioners informed of our progress in pursuing this task. Sincerely, /s/ Dennis Smeage President & CEO Sunriver Area Chamber of Commerce /s/ Dwane Krumme Chairman of the Board of Directors Sunriver Area Chamber of Commerce 3 Satellite Visitor Information Center in Sunriver Village — July/August 2009 New Location of Sunriver Area Chamber Visitor Center — November 2009 4 (Attachment to MID -YEAR REPORT TO THE DESCHUTES COUNTY BOARD OF COMMISSIONERS, December 16, 2009) Sunriver Area Chamber of Commerce Minutes of the Special Welcome Center Task Group Meeting, November 3, 2009 In Attendance: Tammy Goen (Secretary), Dwane Krumme (President), Dennis Smeage (CEO), Craig Peterson (Sunriver Resort), Dave Finney (SROA), Rich Hadley (Mountain Resort Properties), Scott Hall (SROA), Robert Bennington (Bennington Properties), Steve Runner (Sunriver Resort), Mark Halvorsen (Village Properties), Denease Schiffman (Rediscover Sunriver Village) and John Salzer. John Salzer facilitated the meeting and opened, at 8:03 am, by providing an overview of the purpose of the meeting: To create unity within the Sunriver community and determine whether a stand-alone Visitor Center has value for the Sunriver area and if so, how best to develop and maintain it. He offered the hope that this special group would be able to address other important issues for Sunriver in the future. Dwane Krumme provided the group with a brief history of the Chamber and its current Visitor Center. He noted that the development of a full service Visitor Center has been considered for several years, but was tabled when the former Marketing Alliance was created in Sunriver. The Chamber has been revisiting the concept over the past year. Dennis Smeage reviewed the history of the Chamber's finances since he began his role as CEO. His overview included the removal of funding for the Chamber from COVA at the inception of the Marketing Alliance and the subsequent process of Chamber requests for reinstating that funding. He noted that the county has recently provided the Chamber with some funding specifically for Visitor Center functions. Dennis also provided an overview of the current Chamber Visitor Center functions, including the success of the Visitor Center Satellite which operated in the Mall throughout the summer. He noted that the Chamber is unable to staff the current Visitor Center during all hours which would be beneficial to visitors and, ultimately, businesses. Meeting attendees asked questions regarding history and current functions of the Chamber. Scott Hall suggested considering whether it would be beneficial to create a new entity, separate from the Chamber, to aid in negotiations with the County and overall development of a Visitor Center. Mark Halvorsen suggested including more business owners from throughout the community in the current group. John Salzer directed the group to divide into two smaller groups and consider the question, "Does Sunriver need a Visitor Center?" When the larger group resumed members offered summaries of the discussions from both small groups. Ideas brought forward included: • An important goal of the community coming together is to increase the overall income potential for businesses • Need to define the value and purpose of a Visitor Center 5 • Need to survey visitors in order to determine what will benefit them most • Make sure to include residents in surrounding areas, including Bend, when determining what is needed and when disseminating information about Sunriver • Consider the Visitor Center as a location for offering information to residents and visitors who are aware of Sunriver as well as a way to increase visitor numbers • See a Visitor Center as a way to reduce duplication of marketing services among businesses • Visitor Center as a way to increase community cohesion • Need for Sunriver community as a whole to support the Center • Potential use as a satellite SROA office during non -business hours • Need to create a business plan and determine if and how a Visitor Center can be viable A question was also asked regarding whether the Visitor Center should be connected with the Chamber or operate as a separate entity, and whether an alternate name is more appropriate, such as Welcome Center. There was also an inquiry regarding the need for a Chamber if there is a functioning Visitor/Welcome Center. It was agreed that more information would allow for better decision-making and that a survey provided to businesses (for their customers) could help increase the information base. It was decided that a subgroup will meet to address questions and consider a business plan and will bring a summary of their discussion to the larger group by mid-December. Subgroup members include Dennis Smeage, Dwane Krumme, John Salzer, Denease Schiffman, Robert Bennington and Scott Hall. The long term goal, if it is decided that a Visitor Center is indicated, is to have it functioning at the best level possible prior to the 2010 summer season. John Salzer closed the meeting at 10:00 am; Dennis Smeage will contact subgroup members to schedule their meeting as soon as feasible. By Tammy Goen, Secretary Attest: 6 4:16 PM Sunriver Area Chamber of Commerce 12/11/09 Visitor Center Grant Fiscal YTD Financial Report Jul 1 thru Dec 11, 2009 Revenues 425000 • Contributions 445000 • Grants & Contracts Total Revenues Expenses 608000 • Equipment Rental & Maintenance 614200 • Insurance - General Liability 618000 • Postage & Shipping 620000 • Printing & Copying 626000• Rent 628500 • Services - Website Hosting 630000 • Staff Development 632100 • Supplies - Office 634000 • Telephone & Telecommunications 638100 • Payroll Expenses - Empl Benef 638200 • Payroll Expen - Off & Dir Wages 638300 • Payroll Expenses - Payroll Tax 638400 • Payroll Expenses - Sal & Wages Total Expenses Net Income or (Loss) Fiscal YTD 12 -Month Budget YTD Percent Visitor Center Visitor Center of Grant 2 Grant 2 12 -Month Budget 12,000.00 27,865.00 39,865.00 542.38 324.42 281.21 460.75 4,521.41 985.19 0.00 87.67 664.07 200.00 3,750.00 1,139.90 7,359.40 20, 316.40 5,974.00 200.9% 53,764.00 51.8% 59,738.00 66.7% 1,128.00 722.00 2,464.00 960.00 11,656.00 2,394.00 1,415.00 975.00 1,596.00 480.00 9,000.00 2,848.00 24,100.00 48.1% 44.9% 11.4% 48.0% 38.8% 41.2% 0.0% 9.0% 41.6% 41.7% 41.7% 40.0% 30.5% 59,738.00 34.0% 19,548.60 0.00 Page 1 of 1