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Home My WebLink About05-13-2020 PCC Agenda PacketCity of San Luis Obispo, Agenda, Planning Commission Agenda PROMOTIONAL COORDINATING COMMITTEE BOARD Wednesday, May 13, 2020 5:30 p.m. REGULAR MEETING Teleconference Based on the threat of COVID-19 as reflected in the Proclamations of Emergency issued by both the Governor of the State of California, the San Luis Obispo County Emergency Services Director and the City Council of the City of San Luis Obispo as well as the Governor’s Executive Order N-29-20 issued on March 17, 2020, relating to the convening of public meetings in response to the COVID-19 pandemic, the City of San Luis Obispo will be holding all public meetings via teleconference. There will be no physical location for the Public to view the meeting. Below are instructions on how to view the meeting remotely and how to leave public comment. Additionally, members of the Promotional Coordinating Committee (PCC) Board are allowed to attend the meeting via teleconference and to participate in the meeting to the same extent as if they were present. Using the most rapid means of communication available at this time, members of the public are encouraged to participate in PCC meetings in the following ways: 1. Remote Viewing - Members of the public who wish to watch the meeting can view: • Go to Webinar Registration: https://attendee.gotowebinar.com/register/7386111603336088331 o Webinar ID: 728-508-411 o You must register to view via Webinar. 2. Public Comment - The PCC will still be accepting public comment for only items on the agenda. Public comment can be submitted in the following ways: • Mail or Email Public Comment o Received by 10:00 AM on the day of meeting - Can be submitted via email to: (advisorybodies@slocity.org ) or U.S. Mail to City Clerk at: 990 Palm St. San Luis Obispo, CA 93401 o Emails sent after 10:00 AM up until public comment is opened on the item – Limited to one page emailed to cityclerk@slocity.org will be read aloud during the public comment period. • Verbal Public Comment - Call (805) 781-7164; state and spell your name, mention the agenda item number you are calling about and leave your comment. The verbal comments must be received by 10:00 AM on the morning of the noticed meeting and will be limited to 3 minutes. All voicemails will be forwarded to the PCC members and saved as Agenda Correspondence. All comments submitted will be placed into the administrative record of the meeting. Promotional Coordinating Committee Board Agenda for May 13, 2020 Page 2 CALL TO ORDER Chair Dana Matteson ROLL CALL : Chair Dana Matteson, Vice Chair John Thomas, Melissa Godsey, Ryan Heath, Stephanie Stackhouse, Samantha Welch and John Conner PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Persons wishing to speak should come forward and state their name and address. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. CONSENT ITEMS C.1 Minutes of the Meeting on April 8, 2020 C.2 2019-20 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 SLO Happenings Activity Report C.7 TOT Report PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY ACTIVITY REPORT 10 mins Representatives from the SLO Chamber will present the monthly report for the Public Relations activities for the PCC. BUSINESS ITEMS 1. COVID-19 UPDATE & PROGRAM ADJUSTMENTS 15 mins Staff will provide a brief update to the committee on the City’s actions related to COVID-19 including the impacts to the current PCC programs. Jacqui Clark-Charlesworth will present the COVID-19 Tourism PR Communication Strategy for the committee to receive and file. 2. 2020-21 GIA PROGRAM 20 mins Staff will present recommended program changes for the 20-21 GIA program due to COVID-19 for the committee’s review and approval. 3. SHOP LOCAL PROGRAM DEVELOPMENT 30 mins The committee will continue the planning process for the development of a “Shop Local” program within the City. 4. FY 20-21 BUDGET PROCESS 15 mins The committee will begin discussion on the FY 2020-21 budget allocations for the PCC program. Promotional Coordinating Committee Board Agenda for May 13, 2020 Page 3 PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT 2. GIA UPDATE – LIAISON REPORT 3. TBID BOARD REPORT – TBID Meeting Minutes: April 8, 2020; Special Meeting Minutes: April 21, 2020 4. TOURISM PROGRAM UPDATE ADJOURNMENT The next Regular Meeting of the Promotional Coordinating Committee Board is scheduled for Wednesday , June 10, 2020, at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. The City of San Luis Obispo wishes to make all of its public meet ings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. Meeting audio recordings can be found at the following web address: http://opengov.slocity.org/WebLink/1/fol/61016/Row1.aspx DRAFT Minutes – Promotional Coordinating Committee Meeting of April 8, 2020 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, April 8, 2020 Regular Meeting of the Promotional Coordinating Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on Wednesday, April 8, 2020 at 5:33 p.m. by Chair Matteson, with all members participating via webinar. ROLL CALL Present: Committee Members John Conner, Melissa Godsey, Ryan Heath, Stephanie Stackhouse, Samantha Welch, Vice Chair John Thomas, and Chair Dana Matteson Absent: None Staff: Tourism Manager Molly Cano and City Clerk Teresa Purrington PUBLIC COMMENT ITEMS NOT ON THE AGENDA None. --End of Public Comment-- CONSENT ITEMS ACTION: UPON MOTION BY COMMITTEE MEMBER THOMAS, SECONDED BY COMMITTEE MEMBER GODSEY, CARRIED 7-0-0, to approve the Consent Agenda items 1 thru 7. C.1 Minutes of the Meeting on February March 11, 2020 C.2 2019-20 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 SLO Happenings Activity Report C.7 TOT Report DRAFT Minutes – Promotional Coordinating Committee Meeting of April 8, 2020 Page 2 PRESENTATIONS 1. NEW MEMBER INTRODUCTIONS New Members Stephanie Stackhouse, Samantha Welch and John Conner introduced themselves. 2. PUBLIC RELATIONS, GIA & VISITOR SERVICES QUARTER REPORT Jacqui Clark-Charlesworth and Dusty Colyer-Worth, SLO Chamber provided a PowerPoint presentation and responded to Committee inquiries. Public Comment None. --End of Public Comment-- No action was taken on this item. BUSINESS ITEMS 1. COVID-19 IMPACTS ON PCC PROGRAM Molly Cano, Tourism Manager provided a PowerPoint presentation and responded to Committee inquiries. Public Comment None. --End of Public Comment-- No action was taken on this item. 2. SHOP LOCAL PROGRAM DEVELOPMENT The committee will kick-off the planning process for the development of a Shop Local program within the City to be implemented Public Comment None. --End of Public Comment-- No action was taken on this item. A subcommittee of Samantha Welch, Melissa Godsey and Ryan Heath was formed to assisting with program development as needed. DRAFT Minutes – Promotional Coordinating Committee Meeting of April 8, 2020 Page 3 3. FY 20-21 BUDGET PROCESS Molly Cano, Tourism Manager provided an update to the committee on the timeline and process for the development of the FY 2020-21 budget for the PCC program. Public Comment None. --End of Public Comment-- No action was taken on this item. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT Dana Matteson shared that Cal Poly may extend graduation to the fall celebration. 2. GIA UPDATE – LIAISON REPORT None 3. TBID BOARD REPORT – TBID Meeting Minutes: January John Conner provided a brief overview of the TBID Board Meeting. 4. TOURISM PROGRAM UPDATE Tourism Manager Cano provided a brief Tourism Program update. ADJOURNMENT The meeting was adjourned at 7:26 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, May 13, 2020 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2020 Community Promotions Budget 2019-20 Budget 2019-20 Amount Budget 405,302$ 2018-19 Closed Encumbrances -$ Returned Funds (Previous Year GIA)-$ Total Budget 405,302$ Expenditure Last Updated 5/8/2020 Expenditure Allocated Committed/Expended Available Balance Contractor Grants-in-Aid Funding 100,000$ 92,750$ 7,250$ GIA Recipients Grants-in-Aid Promotional Support Contract 30,000$ 30,000$ Chamber of Commerce Community Placemaking & Beautification Projects 50,000$ 11,230$ 38,770$ Various SLO Happenings Program 15,000$ 15,000$ Matchfire General Contract Services 2,400$ 204$ 2,196$ Various Visitors Center 119,600$ 119,600$ Chamber of Commerce PR Contract 34,000$ 34,000$ Chamber of Commerce Communications Plan Consultant Services 2,000$ 2,000$ Jennifer Sweeny Consulting Downtown Maps 9,000$ 9,000$ Chamber of Commerce Support Cost 5,000$ 5,000$ City Administration Shop Local Program 40,000$ Administration 38,302$ 38,302$ City Administration Total 405,302$ 397,086$ 8,216$ Funds Remaining -$ 8,216$ Report to City of SLO – TBID and PCC Public Relations Contract April 2020 Implementation 1) Continued working with AMF & Matchfire on overall TBID marketing campaign Proactive Media Outreach 1) Drafted COVID PR Communications strategy 2) Created list of recently hosted journalists and influencers for outreach 3) Pitched local campaigns to regional media outlets 4) Connected with community partners to offer assistance at this time Partnerships 1) Attended Skift Travel PR Summit 2) Pitched the following content for Visit California’s Story Ideas. • Current Campaigns and Initiatives o San Luis Obispo is #SLOTogether o #ShopSLO this Saturday and every Saturday this Spring o #TakeoutTuesday with help from SLO City’s virtual map • Instagrammable Destinations in California o Jack House & Gardens in San Luis Obispo o Sunset Drive-In in San Luis Obispo o Bubblegum Alley in San Luis Obispo o Preponderance of pink at the Madonna Inn o Fremont Theater • Live Like a Local o Cal Poly San Luis Obispo hiking and biking trails 3) Pitched the following content for CCTC’s Story Ideas. Virtual or Modified Experiences and Digital Content: o Experience SLO in 360° • New Campaigns launched in response to COVID-19 o We are #SLOTogether o #ShopSLO this Saturday and every Saturday this Spring o #TakeoutTuesday with help from SLO City’s virtual map • Experience SLO in virtual reality Report to City of SLO – TBID and PCC Public Relations Contract April 2020 Media Placements 1. These Eight Towns Are Exceptionally Committed to Sustainability Sunset Magazine featured San Luis Obispo as one of their 2020 Dream Towns for the city’s commitment to sustainability. The nod specifically called out the anaerobic digestor, the only one of its kind in the US. We worked with Sunset for the piece which cameo ut in print last month. UVPM: 255K 2. We had planned to host a journalist from MovieMaker magazine at the 2020 SLO Film Fest. While they were unable to attend, they praised the Festival for being one of the first to pivot to online and the City itself saying it is, “…called ‘the happiest place in America,’ San Luis Obispo is known for tranquil Central California weather, wine and beer …” a. 50 Film Festivals Worth the Entry Fee in 2020, Presented by FilmFreeway b. Online Film Festival Dos and Don’ts (Podcast) c. Online Film Festivals Unite Movie Lovers Separated by COVID-19 UVPM: 93K 3. We pitched virtual experiences in SLO to Visit California and they shared our virtual reality videos and The Yoga Standard’s complimentary live clasees with their audiences. Of the outdoor virtual reality video, Visit CA shares notes “how pretty, and pretty darn relaxing, this Central Coast college town is.” a. Get California Fit—Without Leaving Your Living Room b. Explore California’s Outdoor Treasures from Home UVPM: 2K 4. America’s 5 Greatest Drives The Epoch Times shares their picks for the best roadtrips across America, giving homebound would-be travelers inspiration for their future trips on the open road. The Highway 1 drive through San Luis Obispo is number one on their list. UVPM: 1.7M AD: $2.1K Report to City of SLO – TBID and PCC Public Relations Contract April 2020 5. Bucket-list Road Trips for Every Decade of Your Life As day dreams of the open road are running rampant, Travel + Leisure and Jacksonville Free Press also encourages readers to head to California for the Highway 1 journey, stopping in SLO for a hike or wine tasting. UVPM: 2.4M AD: $2K 6. Tolosa’s virtual wine tasting called ‘Technical Thursdays’ receives some well- deserved praise. The SF Examiner, Stuffed Suitcase blog and Connoisseur Magazine UK include Tolosa in a round up of wineries getting creative with how to engage their customers and reinvent the tasting room experience. The stories note that quality of the virtual experience and of the wine. a. Virtual California winery tours and real wine tastings while sheltering- in-place b. 50+ Amazing Opportunities for Wine Tasting at Home c. California Wineries Bring Virtual Wine Experiences to Consumers UVPM: 158.2K 7. Nama-Stay-Inside: Bridging Wine and Wellness with Woga Wine Industry Advisor also shares Tolosa’s virtual wine experience coupled with The Yoga Standard and encourages readers to join the two on Wednesdays for mindfulness with wine and yoga. UVPM: 13K 8. Ultimate List of Travel Inspiration Movies That Will Inspire You to Travel Daily Dream 360 blog invites readers to dream, plan and then live out their trip to San Luis Obispo and its wine region based on the romance movie, Destination Wedding, filmed on location. UVPM: 2K Report to City of SLO – TBID and PCC Public Relations Contract April 2020 9. 5 California Inns that Have Re-Invented Themselves During Covid-19 California Association of Boutique & Breakfast Inns includes Granada Hotel & Bistro’s clever pivot to Granada’s Grocery where they sell some of the necessities as well as custom kits made for surviving the coronavirus. 10. SLO record store keeps turntables spinning amid coronavirus pandemic with online transition New Times SLO shares well known and loved Boo Boo Records innovative pivot to online sales and experiences for customers. The story also shares Arts Obispo’s resources for artists and The Sock Drawers donation to health care workers. UVPM: 16K Report to City of SLO – PCC Visitor Services Contract April 2020 Visitor Interaction April 2019 March 2020 April 2020 Walk-ins 6,759 3,087 3,087 Farmers’ Market* n/a n/a n/a Phone calls 512 573 737 Emails and digital communications 502 612 1,026 *estimate without people counter Visitor Center Highlights • Maintained remote office to maintain Visitor Center as a vital information hub. • Working collaboratively with City and regional p artners to navigate community through COVID-19 crisis. • Participated with Downtown SLO to partner with a local artist to paint our window for the May Flowers campaign (see below ) • Enjoyed helping every guest that calls, emails, or otherwise en gages from a safe distance. SLO Happenings | Monthly Report: April 2020 As we find ourselves in the middle of a global crisis and while much of the nation is under a shelter-in-place order, in-person events all kinds have come to a halt. We have shifted much of our work to managing and updating events that have been postponed or canceled. However, we are being proactive about adding virtual events to our event calendar and adding events that will take place in fall 2020. In April, we continued to build out the SLO Happenings calendar with over 1,466 events and 17 new events added for the month. Weekly calendar optimization ensured events were properly represented on the site. Social Highlights + Performance Ticket Tuesday Total Entries Total Likes Total Reach On-Demand Membership with SLO Yoga Center 35 121 2,880 Virtual Wine Tasting with Tolosa 83 232 4,243 Essentials Kit from Granada Grocery 81 189 4,349 Total 199 542 11,472 Website Highlights + Performance In March we did make the decision to pause Ticket Tuesday because it was so heavily focused on promoting events, which as we know have completely come to a halt. However, mid-April we relaunched our Ticket Tuesday program with a new direction. We are currently using our Ticket Tuesday program to provide the community with a fun contest and a way to help us promote and support local businesses. Giveaways include Virtual Tastings, Dinner, Gift Cards, etc. Traffic across all SLO TBID digital properties has seen a significant decrease in traffic and engagement, including the event calendar. The SLO Happenings event calendar was the 6th most visited page on VisitSLO.com with 496 pageviews –which is a 76% decrease year-over- year largely due to current COVID situation. Email Highlights + Performance Summary *Due to COVID, monthly event emails have been paused. 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 Remitted Deferred Change +/- July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 880,321$ 874,775$ 917,282$ 4.9% August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ 734,830$ 815,225$ 847,791$ 4.0% September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 650,117$ 701,230$ 696,113$ 771,507$ 10.8% October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 628,049$ 613,045$ 704,568$ 712,332$ 1.1% November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 519,193$ 565,129$ 592,953$ 4.9% December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 479,813$ 491,517$ 570,909$ 16.2% January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,461$ 468,705$ 511,727$ 9.2% February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 502,476$ 526,793$ 536,249$ 295,320$ 240,930$ 1.8% March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,221$ 606,841$ 175,508$ 108,433$ 67,075$ -71.1% April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 653,881$ 751,077$ -100.0% May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 626,025$ 688,231$ -100.0% June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 795,368$ 843,999$ -100.0% Total/Average 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 7,154,334$ 7,357,923$ 7,498,864$ 8,032,974$ 5,636,259$ -29.8% 7,875,000$ 2018-19 2019-20 Change +/-2018-19 2019-20 Change +/-2018-19 2019-20 Change +/- July 85.2 80.1 -6.1 175.2 186.7 6.6 149.2 149.5 0.1 August 81.3 77.4 -4.8 166.6 177.3 6.4 135.5 137.3 1.3 September 72.4 73.3 1.2 163.5 161.5 -1.2 118.4 118.3 0.0 October 72.8 73.0 0.4 151.4 156.4 3.3 110.2 114.2 3.7 November 67.8 67.4 -1.6 143.2 147.1 4.0 97.0 99.2 2.4 December 59.2 57.7 -2.5 135.6 134.4 -0.9 80.3 77.6 -3.4 January 59.3 62.3 5.1 125.6 130.4 3.9 74.4 81.3 9.2 February 66.4 65.4 -1.7 141.2 145.8 3.3 93.9 95.4 1.6 March 68.2 34.6 -49.2 144.0 131.1 -8.9 98.1 45.4 -53.7 April 76.4 161.2 123.2 May 66.1 155.7 102.9 June 75.0 182.7 137.1 Total/Average 70.84 65.70 -6.6 153.82 152.32 1.8 110.03 102.02 -4.3 Occupancy ADR TOT Comparison RevPAR*Figures from Smith Travel Research Report *Feb.: 38 hotels, 4 homestay, airbnb remitted / 17 hotels deferred *March: 28 hotels remitted / homestay & airbnb unreportd / 8 hotels deferred Updated: 5/4/20 COVID-19 Tourism PR Communications Strategy Response Audience 1. Central Coast residents 2. TBID constituents 3. Key partners Key Messages 1. Our community is creative, innovative and working hard on behalf of each other and the broader community. 2. We are in this together - no one is alone as they struggle through the unknown - and we will come out on the other side Strategy: Keep San Luis Obispo top of mind for when people are ready to travel again. 1. Not pitching ‘come visit us’ messaging 2. Working with regional partners to share information, sync messaging 3. Support for local campaigns, i.e. #SLOtogether 4. Local stories about our hotel constituents a. How are they innovating? b. Connections with visitors 5. Developing our target recovery media list and story angles 6. Proactively pitching stories to local outlets on the creative ways our community is supporting each other a. Stories from small business owners on the impact of tourists in our community 7. How our community is being creative during shelter at home (Downtown SLO window project) 8. Virtual reality videos a. A taste of what you can expect when you visit b. Plan your perfect visit to SLO now and come when you’re ready i. Itinerary building on visitslo.com? 9. Weave in guidelines for how to travel a. Still wearing face masks? Where to get locally made ones Recovery Audience 1. Consumers planning for travel - drive market focus Key messages 1. Tourism is vital to small business and San Luis Obispo’s economy 2. San Luis Obispo is known for wellness experiences and an abundance of open space. When you are ready to visit, we will be the perfect place to escape to and recharge. 3. We are in this together - no one is alone as they struggle through the unknown - and we will come out on the other side Strategy: Keep San Luis Obispo top of mind for when people are ready to travel again. 1. New story angles a. Open space, outdoor adventure i. Off the beaten path b. Small town, big charm i. Community connection, support of small biz/makers ii. Why SLO is so special c. Mindfulness i. What does this look like? d. Road trips e. Escape and reconnect i. Solo travel ii. Family travel iii. Couple travel 2. Connect with journalists we’ve hosted recently to rerun their stories once order is lifted, work on new content from past experiences b. Reassess individual visits on a weekly basis 3. Connect with digital influencers to share photos from their visits, inspiring their followers to think of SLO a. Reassess visits on a weekly basis 4. Focus on drive markets, in-state travel 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: XX/XX/XXXX DRAFT Minutes – Tourism Business Improvement District Board Special Meeting 4/21/20 DRAFT - Minutes TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Tuesday, April 21, 2020 Special Teleconference Meeting of the Tourism Business Improvement District Board CALL TO ORDER The special teleconference meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on Tuesday, April 21, 2020 at 8:30 a.m. via teleconference, by Chair John Conner. ROLL CALL Present: Chair John Conner, and Board Members Bruce Skidmore, Clint Pearce, LeBren Young- Harris and Pragna Patel-Mueller. Absent: None. Staff: Tourism Manager Molly Cano, Tourism Coordinator Chantal Burns PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. BUSINESS ITEMS 1. Marketing Service Contract Interviews The Board received six 30-minute presentations from selected agencies followed by 15-minutes of Q&A to complete a first round of interviews for the TBID Marketing Services Contract. Board members reviewed and discussed each agency proposal, interview responses and potential to move into the next round. Board members provided consensus to narrow down the selection to three agencies who will move forward with a second interview as listed in no particular order: The Abbi Agency, Matchfire and Madden Media. Public Comments: None. ---End of Public Comments--- No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Special Meeting 4/21/2020 2. COVID-19 TBID Budget Status and Impacts Staff and the Executive Committee reviewed the TBID’s COVID-19 fund analysis and what cost savings have been enacted such as savings with Cal Poly NSTP contract, CCTC spring workshop and IPW cancellation. Additional discussion included potential reductions or contract termination with the current marketing agency contract holder and proposals. Staff presented proposed financial cuts from AMF and MF to respond to the crisis, limited scope of work and budget cuts for the remainder of the fiscal year. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HARRIS CARRIED 5-0-0 to adopt the revised budget as presented and the additional cost savings related to the adjusted scope of work for the remainder of AMF’s contract as the marketing agency on record. ADJOURNMENT The special meeting was adjourned at 4:34 p.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. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/XXXX