Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Members Present: Messrs. Acuff, Campbell, Connock, Dendy, Kerkam, Martinez (via telephone), and McDaniel; Members Absent: Mr. Rives, Mses. Flippo and Marks; Guests Present: Messrs. Ashby, Emerson, Mann, Rotberg (via telephone), Smith, and Stone (via telephone); Ms. Kostelny; Staff Present: Messrs. Gevertz and Richardson; Mses. Dale, Hood, and Zeidler. I. Call to Order – Mr. Connock Mr. Connock convened the December 9, 2005 meeting of the Jamestown 2007 Executive Committee at 12:13 p.m. at McGuireWoods Consulting in Richmond. II. Approval of Minutes – Mr. Connock Mr. Campbell moved to approve the minutes of the August 2, 2005 meeting. Seconded by Mr. Kerkam, the motion passed unanimously. III. Jamestown 2007 Update – Ms. Zeidler and Consultants 1. Sponsorships – Velocity Mr. Stone stated that sponsorship recruitment has been challenging. To date, he has been involved in 33 presentations, and Velocity is in 26-27 active discussions and has received 25 declines. Velocity also has 60-70 targets that they are following up on. They are also following up on the invitations to The New World premiere and the sponsorship recruitment letter from Governor Warner. Mr. Stone announced that they have a sizable deal with Time Magazine, which includes 36 pages of editorial in the May 2007 edition, and five promotional pages in the East Coast editions to support commemoration activities. Mr. Stone continued that the most active discussions are with Verizon, Bank of America, TIAA Krepp, Anheuser Busch, Pepsi, and Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Coke, and that these are the most likely prospects to come in the next 30- 45 days. In addition, Velocity is focusing on a relationship with The History Channel, and Velocity is expecting a proposal in the next two weeks. Mr. Stone extended his thanks to those on the Executive Committee that have assisted with sponsorship recruitment. Mr. Connock asked about the outcome of the meeting with Northrup Grummon. Ms. Zeidler stated that she and Mr. Richardson went to Baltimore in September and met with the decision maker, who has an interest, but needs courting. Two representatives from Northrup Grummon attended the potential sponsorship reception at the Governor’s Mansion and were very enthusiastic about the commemoration after hearing about it. 2. Marketing – Mr. Richardson Mr. Richardson stated that Jamestown 2007 and Ruder Finn were hard at work on public relations plans. He stated that, even though Jamestown 2007 had a limited marketing budget of two million dollars for paid advertising in the mid-atlantic and northeast corridor, they had identified partners that could extend that marketing reach. He stated that they are also working on finding opportunities to get the message about Jamestown 2007 out on a national basis. To that end, they are working on plans to develop an advertising strategy. In addition, an RFP was created to secure a creative firm that will fine-tune the advertising message, and be on board by early January. Mr. Richardson also stated that Jamestown 2007 had signed a MOU with the Virginia Tourism Corporation to outline organizational roles in the commemoration. The VTC will tag their advertising for the next two years with the Jamestown 2007 tagline. In addition, VTC also agreed to give $500,000 in funding for advertising for the commemoration. Mr. Connock asked if the MOU addressed the next fiscal year, and Mr. Richardson answered that the MOU deals with the million dollars that was appropriated during the last session. Ms. Zeidler reported that Jamestown 2007 had a visit last week from someone working with Governor-elect Kaine, who is very interested in the commemoration. One way that Governor-elect Kaine will support the commemoration is in the marketing of sponsorships. In addition, during inaugural weekend, Governor-elect Kaine will plant an America’s Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Anniversary Garden. Dr. Martinez asked if the Governor-elect could mention the 2007 commemoration in his inauguration speech and at the joint legislative session. Mr. Connock mentioned that he spoke with the Governor-elect, who mentioned that he would like a 2007 presentation once he is in office. 3. Signature Events – Prosody Creative Services Mr. Ashby reported that Prosody is narrowing in all of the production pieces and working on having all of the pieces constructed. He said that he anticipated all of the pieces will be built by February. He stated that Prosody had revamped the entry way to the Godspeed sail so that it can be used at all of the events, and include prominent sponsor signage on towers and kiosks. In addition, all of the technical vendors were selected and will be meeting next week in Williamsburg. Contract negotiations are underway with New York, Philadelphia, and Newport, and they are working on contracts for Alexandria, Baltimore, and Boston. Mr. Ashby stated that Prosody had integrated creative input from Jamestown-Yorktown Foundation, Historic Jamestowne, and APVA Preservation Virginia on various Jamestown elements. He announced that auditions were conducted and casting was complete for Anniversary Voices and the children’s play. He added that proper sponsorship and partnership signage will take place at all of the events. Mr. Ashby stated that the Virginia Tourism Corporation sold twenty exhibit spaces for Anniversary Village, including spaces to Colonial Williamsburg, Busch Gardens, Mount Vernon, and several Virginia 2007 Community Programs. 20x20 spaces sold for $25,000 each and 10x10 spaces sold for $12,500 each. Mr. Campbell inquired as to the planned usage for the income from the sold spaces. Ms. Zeidler responded that the Virginia Tourism Corporation provided the initial funding of $300,000 for the project, and were now being reimbursed. Mr. Ashby also stated that further elements such as the Godspeed simulator, “Jamestown Experience”, “America’s Heritage Flag, and “American People, American Progress”, were being developed for Yorktown’s 225th Anniversary, the National Teach-In, and America’s Anniversary Weekend. Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Ms. Zeidler announced that an agreement was reached for ticket prices for Anniversary Weekend. The $30 ticket will include parking, shuttle service, and admission to all three sites for one day. A ticket price is also being discussed for Yorktown 225th. Dr. Martinez asked if it was possible to see what the ticket will look like and what information will be included on it. Mr. Gevertz responded that he is working with Colonial Williamsburg’s ticketing people, and that the souvenir ticket will include graphics and historical content. Mr. Connock asked if there were plans to sell tickets to Anniversary Weekend during the sail. Mr. Gevertz responded that tickets will only be sold on the Internet, and that there had not been discussion about selling tickets at the sail because of technology requirements. Ms. Zeidler stated that a meeting was held the previous day with the education partners and the Federal Commission’s Education Advisory Council. Ms. Dale added that the many of the same people on the Advisory Council are also Statewide Partners, and that there was some friendly competition as to who could provide the most resources. She stated that the value that Jamestown 2007 is receiving from its education partners is substantial, as the partners provide free advertising, free conference space, and time on their agendas for Jamestown 2007 to present at educational conferences. Ms. Zeidler also reported that the Historic Triangle Host Committee was working on many successful projects, including training materials for frontline employees, the establishment of a volunteer office, and the hiring of a volunteer coordinator. IV. Federal Commission Update – Mr. Dendy and Mr. Mann Mr. Dendy reported that planning is underway for the Democracy Conference, which will include an opening ceremony at Historic Jamestowne and Jamestown Settlement. The Conference will take place in Williamsburg, and include a major speaker on Sunday evening, discussions on Monday about the concept of democracy, discussions on Tuesday about threats to democracy, and a closing ceremony on Wednesday. Lady Margaret Thatcher agreed to serve as Honorary Chair, and Bill Barr and Tom Foley will serve as Honorary Vice- Chairs. Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Mr. Mann reported that the Foundation approved the Discovery to be in England from December 2006 through summer 2007, and that the British Committee will raise the necessary funding to support the trip. Mr. Mann also reported that two events will take place in England in the coming months. An event on March 20 will focus on the corporate community, and an event on April 10 will focus on the legal community. Mr. Mann also stated that the invitation to the President will come from Governor-elect Kaine’s office once he is inaugurated. Mr. Mann also reported that the www.JamestownJourney.org Web site was live, and that over 500 teachers registered for the site which contains free curriculum information. The National Teach-in will take place on November 9th from 10:00-11:00 a.m. V. Subcommittees Update – Mr. Connock Mr. Connock reported that the joint meeting of the Programs and Events and Logistics subcommittees will take place on December 13 at the Virginia Historical Society in Richmond. VI. Jamestown Settlement Update – Mr. Emerson Mr. Connock asked if there was an update on obtaining the Vermillion tract of land next to the Jamestown Settlement. Mr. Emerson replied that the federal government appropriated $750,000 to the Virginia Conservation Fund for the purchase of the tract. In addition, Governor Warner appropriated $3 million to the Jamestown-Yorktown Foundation in order to be an active partner in acquiring the land. The total cost for the tract is $12.5 million, and $6 million remains to be raised. Mr. Dendy asked what happens to the funding if the land is not purchased. Mr. Emerson answered that the Commonwealth’s money is for the specific purchase of land. Mr. Emerson reported that the Foundation was moving forward on the contract to build the new Discovery, the new permanent galleries, and the amenities in the riverfront area. Education programs are focusing on national outreach and PBS programming. Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES VII. Historic Jamestowne Update – Ms. Kostelny and Mr. Smith Ms. Kostelny reported that the Collections Facility is complete, the new Research Center is complete and operational, and the Archaearium should be complete by February. The Neck-of-Land area was approved for construction of the Jamestown welcome center, which will support and complement the Regional Welcome Center at Colonial Williamsburg and include transportation and ticketing. Ms. Kostelny also reported that the DNA research on the skeleton findings came back negative, but all of the circumstantial evidence points to the skeleton being Bartholomew Gosnald. She also reported that Dr. Kelso had found the final piece of the fort. Mr. Campbell suggested a public relations promotion from a facilities perspective, and specifically a new brochure to focus on the new facilities throughout the Historic Triangle. Mr. Smith agreed, and stated that they were almost ready for a brochure. VIII. Other Business – Mr. Connock Mr. McDaniel reported that Mr. Richardson, Mr. Ashby, and Ms. Drema Johnson (Federal Commission) gave a presentation to 60 attendees at a security conference. The Port Authority is also interested in having a presentation. Plans are also underway for the Yorktown 225th security details. He stated that he is also working with Governor-elect Kaine’s office on security issues. Mr. McDaniel also met with Mr. George Foresman in Governor Warner’s office, who stated that there may be funding for security planning. Mr. Connock reported that the new DMV license plate featuring America’s 400th Anniversary will be issued as the standard plate after January 1, and will be the standard plate for the next 2 years. The license plate will produce about $6.5 million in revenue. Mr. Campbell reported that invitations for the premieres of The New World were mailed. There will be two premieres: one at 2:00 p.m. and the other at 6:30 p.m. The entertainment will include fifes and balladeers, historic interpreters, and an Indian village. A reception will be held between the two premieres. Governor Warner will attend the evening premiere and give remarks at the reception. Jamestown 2007 Executive Committee Friday, December 9, 2005 DRAFT MINUTES Ms. Hood reviewed the dates for the 2006 Executive and Steering Committee meetings. The May and October meetings will be combined meetings with the Steering Committee in conjunction with signature events at that time. Ms. Zeidler announced that the 2006 Legislative Reception co-hosted by the Library of Virginia and Jamestown 2007 will be January 26. IX. Adjournment – Mr. Connock There being no further business, Mr. Connock adjourned the December 9, 2005 meeting of the Jamestown 2007 Executive Committee at 1:53 p.m.