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HomeMy WebLinkAbout04-08-2020 TBID Minutes DRAFT Minutes – Tourism Business Improvement District Board Meeting of 04/08/20 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, April 8, 2020 Regular Teleconference Meeting of the Tourism Business Improvement District Board CALL TO ORDER The regular teleconference meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on Wednesday, April 8, 2020 at 10:05 a.m. via teleconference, by Chair John Conner. ROLL CALL Present: Chair John Conner, Vice Chair Bruce Skidmore, Clint Pearce, LeBren Harris (arrived 10:09 a.m.) and Pragna Patel-Mueller (arrived at 10:23 a.m.) Absent: None. Staff: Tourism Manager Molly Cano, Tourism Coordinator Chantal Burns and City Clerk Teresa Purrington PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. --End of Public Comment-- CONSENT ITEMS C.1 Minutes of Meeting on Wednesday, March 11 ,2020 C.2 Minutes of Special Meeting on Tuesday, March 17, 2020 C.3 Smith Travel Report C.4 TOT Report C.5 Chamber Public Relations Monthly Report C.6 Chamber Visitor Center Monthly Report C.7 AMF + Matchfire Marketing Monthly Report C.8 Marketing Agency Quarter Three Report C.9 Chamber Quarter Three Report Staff provided additional insights into C.4 TOT Report and how reported numbers are continually changing and now note the deferred amounts. Public Comment None. --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER SKIDMORE, SECONDED BY COMMITTEE MEMBER HARRIS, CARRIED 3-0-2, TO APPROVE THE CONSENT AGENDA ITEMS 1 THRU 9. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 04/08/2020 Pg. 2 BUSINESS ITEMS 1. COVID-19 TBID Response Plan Update Agency representatives from AMF and Matchfire presented updates on work efforts in relation to COVID-19. Presented highlights included a nurture campaign to provide feel-good sentiments towards SLO and understanding that this is not a time for advertising. This has been created through the #SLOtogether content series on social and utilizing #TakeoutTuesday, #TicketTuesday and #ShareSLO to support SLO community, businesses and future visitors. Additionally, the Virtual Reality videos will be promoted and the Visitor Center Manager Dusty Colyer-Worth spoke to the guest service’s proactive and reactive work through using a live website chat box and continuing to answer the 1-877-SLO-TOWN line. Agency and staff direction to the Board is to move forward with the presented COVID-19 response plan and to grant staff authority to work with the Executive Committee on adjusting as needed to continue rolling out the programs and content involved. Board members agreed to move forward with the direction. Public Comments: None. ---End of Public Comments--- No action was taken on this item. 2. TBID Budget Status and Timeline Updates Tourism Manager Cano presented the 2019-20 FY and 2020-21 FY budget impacts related to COVID-19. After reviewing initial fund adjustments, staff recommended that the fund balance at year end is too tight and that the TBID will need to make additional adjustments to find other potential cost savings. Additionally, staff recommended that the Board authorize the Executive Committee to work directly with staff on finding additional potential cost savings in the 2019- 20 budget and 2020-21 budgets to work quickly and efficiently. Board members asked questions, provided input and discussed. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER SKIDMORE, SECOND BY BOARD MEMBER PATEL-MUELLER, CARRIED 5-0-0, to move forward with the presented TBID budget timeline and process for analyzing the 2020-21 budget. ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER SKIDMORE, CARRIED 5-0-0, to approve Executive Committee authority to work directly with staff in seeking and establishing additional cost savings within the budget. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 04/08/2020 Pg. 3 3. Marketing Service RFP Update Staff presented agency instructions for the six marketing agencies selected to move forward along with a proposed interview schedule for April 21, 2020 and run of show for board member review and approval. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER SKIDMORE, SECOND BY BOARD MEMBER PERACE, CARRIED 5-0-0, to move forward with the presented agency interview schedule and instructions. 4. Visit SLO CAL Board Seat Appointment Board members discussed the opens seat, guidelines and appoint to the Visit SLO CAL Board. Board member Pearce spoke to the commitment and benefit of being on the board. Members Patel- Mueller and Chair Conner expressed interest in being nominated. Staff informed members about additional opportunities to apply for an at large seat on the Visit SLO CAL Board. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER SKIDMORE, SECOND BY BOARD MEMBER PERACE, AND ACCEPTED BY CHAIR CONNER, CARRIED 3-1-1, to nominate Board Chair Conner as the San Luis Obispo TBID representative on the Visit SLO CAL Board. TBID LIAISON REPORTS AND COMMUNICATION 1. Hotelier Update – Staff provided updates from Dusty Colyer-Worth’s weekly call arounds 2. Management Committee Update - None. 3. Marketing Committee Update – None. 4. PCC Update – March 11, 2020 meeting minutes in packet for review. Staff added highlighted updates on Chair Conner joining the PCC Board, updated Shop Small Program and Marsh Street parking structure public art project. 5. SLO CAL Update – Tourism Manager Cano; Visit SLO CAL initiates and meeting updates. Member Pearce highlighted the overall work efforts on crisis management focus and liaisons communication with the state. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 04/08/2020 Pg. 4 6. Tourism Program Update – Tourism Manager Cano reported on the following: - City Staff are considered emergency response workers and continuing day-to-day work for the SLO TBID in addition to COVID-19 impact projects such as the Economic Recovery Branch and retail/restaurant maps resources. - The intern program has been paused until further notice - Reminder that the SLO TBID Board still has two open seats to fill - Upcoming dates to remember ADJOURNMENT The meeting was adjourned at 11:47 a.m. The next Tourism Business Improvement District Board meeting is scheduled for Wednesday, May 13, 2020 at 10:00 a.m., at City Hall, 990 Palm Street, San Luis Obispo, CA or to be held via telecoference. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: 05/13/2020