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Home My WebLink About09-09-2020 PCC Agenda PacketCity of San Luis Obispo, Agenda, Planning Commission Agenda PROMOTIONAL COORDINATING COMMITTEE BOARD Wednesday, September 9, 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: o Go to Webinar Registration: https://attendee.gotowebinar.com/register/4665619672197960206 o Webinar ID: 371-219-619 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 September 9, 2020 Page 2 CALL TO ORDER Chair Dana Matteson ROLL CALL : Chair Dana Matteson, Vice Chair John Thomas, Ryan Heath, Stephanie Stackhouse, Samantha Welch, Lori Lerian 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 August 12, 2020 C.2 Minutes of the Special Meeting on August 20, 2020 C.3 2020-21 Community Promotions Budget Report C.4 Public Relations Report C.5 Visitors Center Report C.6 TOT Report PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE 15 mins Representative from the SLO Chamber will present the report for the public relations activities that occurred over the past month. BUSINESS ITEMS 1. PROMOTIONAL SUPPORT CONTRACT SERVICES 25 mins The committee will receive a presentation on the proposed contracted services for the promotional support for the modified GIA program from the San Luis Obispo Chamber of Commerce representatives. 2. FLAG/BANNER PROGRAM UPDATE 20 mins Staff will update the committee on the next steps of the continued banner/flag program as a FY 20-21 CIP workplan. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT 2. TBID BOARD REPORT – TBID Meeting Minutes: August 12, 2020 Promotional Coordinating Committee Board Agenda for September 9, 2020 Page 3 3. TOURISM PROGRAM UPDATE ADJOURNMENT The next Regular Meeting of the Promotional Coordinating Committee Board is scheduled for Wednesday, October 14, 2020 at 5:30 p.m. held remotely and via teleconference. The City of San Luis Obispo wishes to make all of its public meetings 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 August 12, 2020 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, August 12, 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, August 12, 2020 at 5:30 p.m., by Chair Matteson via teleconference. ROLL CALL Present: Chair Dana Matteson, Vice Chair John Thomas, Members Ryan Heath, Stephanie Stackhouse, Lori Lerian and John Conner Absent: Member Samantha Welch 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 VICE CHAIR CONNER, SECONDED BY COMMITTEE MEMBER THOMAS, CARRIED 6-0-1 (WITH MEMBER WELCH ABSENT), to approve the Consent Agenda items 1 thru 7. C.1 Minutes of the Meeting on July 8, 2020 C.2 2020-21 Community Promotions Budget Report C.3 Public Relations Report C.4 Visitors Center Report C.5 TOT Report PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE DRAFT Minutes – Promotional Coordinating Committee Meeting of August 12, 2020 Page 2 Jacqui Clark-Charlesworth, 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. SUPPORT LOCAL PROGRAM - #SLOready Tourism Manager Molly Cano provided a PowerPoint presentation and responded to Committee inquiries. Public Comment None. --End of Public Comment-- ACTION: UPON MOTION BY COMMITTEE MEMBER LERIAN, SECONDED BY COMMITTEE MEMBER STACKHOUSE, CARRIED 6-0-1 (WITH MEMBER WELCH ABSENT), to reallocate the funds in the amount of $2000 for Support Local Influencer program back to the PCC budget. 2. 2020-21 CULTURAL GIA MODIFIED PROGRAM Tourism Manager Molly Cano provided a PowerPoint presentation and responded to Committee inquiries. Public Comment None. --End of Public Comment-- ACTION: UPON MOTION BY COMMITTEE MEMBER HEATH, SECONDED BY COMMITTEE MEMBER THOMAS, CARRIED 6-0-1 (WITH MEMBER WELCH ABSENT) to forward an approval recommendation to City Council regarding the modified guidelines and application, as amended at the meeting. PCC LIAISON REPORTS AND COMMUNICATION 1. COMMITTEE OUTREACH UPDATE – COMMITTEE REPORT DRAFT Minutes – Promotional Coordinating Committee Meeting of August 12, 2020 Page 3 Member John Thomas informed the Committee that the Greek Festival offically cancelled their event for September. 2. TBID BOARD REPORT – TBID Meeting Minutes: July 8, 2020 John Conner provided a brief overview of the TBID Board Meeting. 3. TOURISM PROGRAM UPDATE Tourism Manager Cano provided a brief Tourism Program update. ADJOURNMENT The meeting was adjourned at 6:42 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, September 9, 2020 at 5:30 p.m., via teleconference. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2020 DRAFT Minutes – Promotional Coordinating Committee Meeting of August 20, 2020 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, August 20, 2020 Special Meeting of the Promotional Coordinating Committee CALL TO ORDER A Special Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on Wednesday, August 20, 2020 at 1:33 p.m., by Chair Matteson via teleconference. ROLL CALL Present: Chair Dana Matteson, Vice Chair John Thomas, Members Ryan Heath, Stephanie Stackhouse, Lori Lerian and John Conner Absent: Member Samantha Welch Staff: Tourism Manager Molly Cano and Tourism Coordinator Chantal Burns PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment-- BUSINESS ITEMS 1. PCC Annual Program Planning The committee reviewed and discussed projects, timelines, and priorities for the 2020-21 fiscal year. Ideas included partnerships with other community organizations, finding ways to support businesses that have been severely impacted by COVID -19, and repurposing vacant storefronts for community art. Committee members also reviewed their previous work efforts on the downtown banner/flag program and discussed how to continue the program with refreshed ideas. Public Comment None. --End of Public Comment-- No action was taken. ADJOURNMENT The meeting was adjourned at 2:40 p.m. The next Regular Promotinal Coordinating Committee meeting is scheduled for Wednesday, September 9, 2020 at 5:30 p.m., via teleconference. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2020 Community Promotions Budget 2020‐21Budget 2020‐21 AmountBudget 404,143$ Returned Funds (Previous Year GIA) ‐$ Total Budget 404,143$ ExpenditureLast Updated 8/6/2020Expenditure Allocated Committed/ExpendedAvailable BalanceContractorGrants‐in‐Aid Funding100,000$ ‐$ 100,000$ GIA Recipients Grants‐in‐Aid Promotional Support Contract ‐$ ‐$ Community Placemaking & Recovery Projects 50,000$ 8,550$ 41,450$ Various: Verdin; Various Influnecers General Contract Services 36,646$ ‐$ 36,646$ Various Visitors Center 119,600$ ‐$ Chamber of CommercePR Contract 46,213$ ‐$ Chamber of CommerceDowntown Maps 9,000$ ‐$ Chamber of CommerceSupport Cost 5,000$ ‐$ City AdministrationAdministration 37,685$ ‐$ City AdministrationTotal 404,143$ 8,550$ 178,096$ Funds Remaining ‐$ 395,593$ Report to City of SLO – TBID and PCC Public Relations Contract August 2020 PR Activity Implementation 1)Helped coordinate first ‘Meet Your Neighbor’ business feature and began planning future features 2)Drafted ‘Meet Your Neighborhood Toy Store’ Q&A for VisitSLO.com 3)Continued outreach to SLO businesses for Tuesday Giveaway 4)Helped coordinate #SLOready businesses and models for TBID video campaign 5)Continued working with Michelle Barrera of @EnjoySLO to promote #SLOready Challenge 6)Continued working with DCI to finalize 2020-21 Key Messages and Most Wanted Media List 7)Continued working with Verdin on Support Local Campaign and implementation 8)Continued working with the City and Noble Studios on overall tourism marketing campaign Proactive work 1)Pitched #SLOready Social Media Challenge Responsive leads 1)Pitched SLO to Travelocity for “The best weekend getaway in all 50 states” HARO lead 2)Connected with Corey Marshall @missfoodieproblems on a visit to SLO 3)Began talks with DCI for freelancer Melissa Curtain’s trip to SLO Partnerships 1)Met with Visit SLO CAL to sync messaging efforts 2)Attended Post Paralysis webinar – ‘Being a Smarter, Faster, Quicker DMO’ 3)Provided recommendations and coordinated part of LA influencer @AdventureswithPollin’s stay at Hotel Cerro 4)Pitched the following content to CCTC a.Outdoor Activities i.Mountain bike on Cerro San Luis Obispo ii.Historic San Luis Obispo by Bike iii.Hiking in San Luis Obispo iv.Murals, sculptures, and paintings in San Luis Obispo v.San Luis Obispo Wineries are Open & Safe vi.Support Small Businesses with Open SLO b. 2020 Fall Events in San Luis Obispo vii.Digital Exhibition: “Terminally Realistic: The Prints of Rachel Winn” viii.Central Coast Writers Conference ix.6th Annual Wine Women and Shoes 5) Pitched the following content to Visit California a.California Wine Month i.San Luis Obispo Wineries are Open & Safe b.Where to Go in 2021 i.Concerts in the Plaza 2021 ii.Support Local in San Luis Obispo c.Californians Continuing to do Good i.Souza Construction in San Luis Obispo Provides Barricades for Parklet Program ii.Support Local Economic Recovery Program in San Luis Obispo iii.Blackwater Leading Philanthropic Effort for Racial Injustice Report to City of SLO – TBID and PCC Public Relations Contract August 2020 August 2020-21 YTD UVPM 295,665,700 649,941,700 AD VALUE 119,435.38 230,786.64 PLACEMENTS 18 36 Media Placements 1.KSBY, San Luis Obispo creates social media challenge to help local businesses RESULT: Proactive pitching PILLAR: Support Local PUBLICITY $: 31.97 MENTIONS: Hotel Cerro, Brasserie SLO, Luna Red, Granada Hotel & Bistro, SLO Yoga Center UVPM: 139K 2.NEW TIMES SLO, SLO launches social media competition to help local businesses RESULT: Proactive pitching PILLAR: Support Local MENTIONS: Hotel Cerro, Brasserie SLO, Luna Red, Granada Hotel & Bistro, SLO Yoga Center UVPM: 40.5K 3.VISIT SLO, 8 Ways EnjoySLO gets #SLOready RESULT: Proactive pitching PILLAR: Support Local MENTIONS: Hotel Cerro, Brasserie SLO, Luna Red, Granada Hotel & Bistro, SLO Yoga Center 4.BAY AREA FAMILY TRAVEL, Hidden Charms of the Central Coast RESULT: Additional placement from responsive lead PILLAR: Family, Culinary, Outdoor adventure MENTIONS: VisitSLO.com, Farmers’ Market Report to City of SLO – TBID and PCC Public Relations Contract August 2020 5.VISIT CALIFORNIA, Art Outside the Gallery RESULT: Partnership pitching PILLAR: Culture UVPM: 1K 6.VISIT CALIFORNIA, Californians Continuing to Do Good RESULT: Partnership pitching PILLAR: Culture MENTIONS: Blackwater UVPM: 1K 7.CENTRAL COAST TOURISM COUNCIL, Central Coast Outdoors RESULT: Partnership pitching PILLAR: Outdoor adventure, Culture, Wine MENTIONS: Creamery Marketplace, Malene, Stephen Ross, Tolosa, Madonna Inn 8.CONDE NAST TRAVELER, 9 West Coast Road Trips to Take This Year PILLAR: Culture PUBLICITY $: 860.66 MENTIONS: Madonna Inn UVPM: 1.07M 9.LEISURE + TRAVEL, The Best Girlfriend Getaways Around the World for a Weekend Escape PILLAR: Outdoor adventure, Culture PUBLICITY $: 17,100.00 MENTIONS: Amtrak Coast Starlight UVPM: 69.2M 10.SMITHSONIAN MAGAZINE, Will America’s Roadside Attractions Survive COVID-19? PILLAR: Culture PUBLICITY $: 640.89 MENTIONS: Madonna Inn UVPM: 2.79M 11.DELISH, Florida's Hard Rock Football Stadium Turned Itself Into A Drive-In Movie Theater PILLAR: Family, Culture PUBLICITY $: 17,200.00 MENTIONS: Sunset Drive-In UVPM: 74.8M 12.CHEAPISM, The most underrated town in each state PILLAR: Cal Poly, Culture, Wine, Outdoor adventure PUBLICITY $: 15,444.86 MENTIONS: Cal Poly Report to City of SLO – TBID and PCC Public Relations Contract August 2020 UVPM: 67.15M 13.INSIDEHOOK, A Reinvigorating California Road Trip Amid the Pandemic PILLAR: Culture, Culinary, Outdoor adventure PUBLICITY $: 14,100.00 MENTIONS: Hotel San Luis Obispo, High Street Deli UVPM: 13.3M 14.GETTING ON TRAVEL, California Highway 1 Road Trip: In Search of the New Normal PILLAR: Culture MENTIONS: Hotel Cerro, Brasserie SLO UVPM: 1.2K 15.BON TRAVELER, How To Spend 48 Hours In San Luis Obispo PILLAR: Support Local, Culinary, Wine, Outdoor adventure, Culture MENTIONS: Madonna Inn, Hotel SLO, Scout Coffee, Gus’s Grocery, High Street Deli, Lincoln Market, Luna Red, Buona Tavola, Sidecar, Sally Loo’s, Firestone Grill, Novo UVPM: 7K 16.OUR MAN ON THE GROUND TRAVEL AND LIFESTYLE, Hotel Cerro PILLAR: Culture, Culinary MENTIONS: Hotel Cerro, Brasserie SLO, SLO Brew Rock UVPM: 1K 17.MSN/ SAN LUIS OBISPO TRIBUNE, When COVID hit, this historic SLO hotel turned inn workers into renovators PILLAR: Culture PUBLICITY $: 54,057.00 MENTIONS: Garden Street Inn UVPM: 67.15M 18.LODGING MAGAZINE, Kirkwood Collection Completes Garden Street Inn Renovation Amid Lockdown PILLAR: Culture MENTIONS: Garden Street Inn UVPM: 15K Report to City of SLO – PCC Visitor Services Contract August 2020 Visitor Interaction August 2019 July 2020 August 2020 Walk-ins 6,097 3,972 4,393 Farmers’ Market* 2,000 n/a n/a Phone calls 588 1,041 1,186 Emails & Digital 547 1,007 1,115 *estimate without people counter Visitor Center Highlights • Open to best serve our community and visitors . • Working collaboratively with City and regional p artners to navigate community through COVID-19 crisis. • Promoting efforts to support local businesses – TakeOutTuesday, ShopSmall • Partnered on Cal Poly SLO Days presentations to welcome incoming students. • Enjoyed helping every guest that walked through our doors, calls, emails, or otherwise engages from a safe distance. Demographic Snapshot International travelers 4 Asia 100% Africa 0% Europe 0% Australia/New Zealand 0% United Kingdom 0% North America 0% South America 0% Domestic travelers (outside of CA.) 704 West 8% West Coast 36% East Coast 19% Southwest 13% Midwest 16% South 8% California travelers 1,212 Northern CA 16% Southern CA 23% Central Coast 37% Central Valley 19% Desert 5% 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 Change +/- July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 861,241$ 884,317$ 913,019$ 530,040$ -41.9% August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ 728,932$ 775,513$ 826,465$ -100.0% September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 650,117$ 693,704$ 682,810$ 720,414$ -100.0% October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 628,049$ 601,208$ 650,101$ 711,393$ -100.0% November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 513,487$ 556,885$ 593,403$ -100.0% December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 473,701$ 488,296$ 488,757$ -100.0% January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,690$ 465,547$ 520,813$ -100.0% February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 503,451$ 524,327$ 596,021$ -100.0% March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,285$ 602,781$ 268,458$ -100.0% April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 641,919$ 741,364$ 69,184$ -100.0% May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 630,820$ 665,603$ 174,982$ -100.0% June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 796,899$ 835,727$ 409,945$ -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$ 7,438,338$ 7,873,272$ 6,292,853$ -100.0% 2019-20 2020-21 Change +/-2019-20 2020-21 Change +/-2019-20 2020-21 Change +/- July 80.0 54.5 -31.9 184.4 165.96 -10.0 147.59 90.53 -38.7 August 77.4 177.34 137.27 September 73.3 161.48 118.33 October 73.0 156.39 114.24 November 67.4 147.11 99.17 December 57.7 134.41 77.59 January 62.3 130.45 81.27 February 65.4 145.83 95.42 March 34.6 131.11 45.39 April 17.7 95.53 16.95 May 34.5 119.15 41.15 June 49.3 152.80 75.39 Total/Average 57.74 144.67 87.48 Updated: 9/3/2020 TOT Comparison *Figures from Smith Travel Occupancy ADR RevPAR DRAFT Minutes – Tourism Business Improvement District Board Meeting of 08/12/20 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, August 12, 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 August 12, 2020 at 10:09 a.m. held via GoToWebinar by Chair John Conner. ROLL CALL Present: Chair John Conner and Board Members Bruce Skidmore, LeBren Young-Harris, Clint Pearce and Pragna Patel-Mueller (departed at 10:50 a.m.) Absent: none Staff: Tourism Manager Molly Cano and Tourism Coordinator Chantal Burns PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. --End of Public Comment-- CONSENT ITEMS ACTION: MOTION BY COMMITTEE MEMBER SKIDMORE SECONDED BY COMMITTEE MEMBER PEAREC, CARRIED 5-0, TO APPROVE THE CONSENT AGENDA ITEMS 1 THRU 6. C.1 Minutes of Meeting on Wednesday, July 8, 2020 C.2 Smith Travel Report C.3 Transient Occupancy Tax (TOT) Report C.4 Chamber Public Relations Monthly Report C.5 Chamber Visitor Center Monthly Report C.6 Noble Studios & DCI Marketing Monthly Report Public Comment None. --End of Public Comment-- DRAFT Minutes – Tourism Business Improvement District Board Meeting of 08/12/20 Pg. 2 BUSINESS ITEMS 1. SLO TBID FY 20-21 COVID-19 Plan Tourism Manager Cano reviewed the SLO TBID FY 20-21 COVID-19 Plan that was created with the marketing agency and recommended by the Marketing Committee. Board members had no questions or additional feedback on the guiding document. Public Comments: None ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER SKIDMORE, SECONDED BY COMMITTEE MEMBER HARRIS, CARRIED 5-0, to approve the plan as presented and as recommended by the Marketing Committee 2. SLO TBID Digital Audit Tourism Manager Cano with input from Noble’s Client Success Manager Shyla Lindner presented the digital audit conducted by Noble Studios including the SEO and SEM approach for the Board’s review and approval as recommended by the Marketing Committee. Public Comments: None ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER SKIDMORE, SECONDED BY COMMITTEE MEMBER PEARCE, CARRIED 4-0-1, to approve the plan including the SEO strategy and KPI model with proposed timeline, as well as the proposed paid search timeline, channels and budget as presented and as recommended by the Marketing Committee. Additionally, the motion includes approval for the Marketing Committee to use discretion and to pre-approve expenditures for the plan in September. 3. Marketing Contract Ad Hoc Hours Management Tourism Manager Cano presented allocation and guidelines for utilizing ad hoc hours within the Marketing Service contract as recommended by the Marketing Committee. The recommendation includes providing authorization to staff for approval and direction to the marketing agency for ad hoc hours under 5 hours and to provide authorization to the Marketing Committee to oversee and approve any ad hoc hours for projects over 5 hours. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER HARRIS, SECONDED BY COMMITTEE MEMBER PEARCE, CARRIED 4-0-1, to authorize staff to approve and direct the use of ad hoc hours for general requests under five hours and to approve the Marketing Committee to oversee and approve any ad hoc hours for projects over five hours. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 08/12/20 Pg. 3 4. #SLOready Campaign Staff reviewed the #SLOready Challenge that launched at the beginning of August along with updates to the film shoot now proposed to take place at the end of August. Marketing Committee discussed the hosted room component for the video production team including five rooms needed for three nights. Staff suggested ear marking $1,500 . Board member volunteered hosted room nights leading to a d ead motion to earmark any funds for hosting rooms. Volunteered comp room nights as follows for the week of August 31, 2020 (Mon.-Wed. or Tues.-Thurs.): John Conner with Petit Soleil = two rooms for three nights LeBren Harris with Hampton Inn & Suites = one room comp rooms for three nights Clint Pearce with Madonna Inn = two rooms comp for three nights Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY COMMITTEE MEMBER SKIDMORE to earmark $600 for unfulfilled comp room nights. The motion died for a lack of second and motion was retracted by member Skidmore. 5. 2019-20 TBID Annual Report Preparation Staff reviewed the TBID Annual Report process and timeline. Tourism Manager asked for direction to staff on any changes to the development of the TBID’s written annual report to the City Council to be presented on October 6, 2020 from the reviewed 2018-29 report. The Board had no discussion or changes to the 2018- 19 report format. Staff and the marketing agency will move forward with creating the 2019 -20 TBID Annual Report using the previous year’s template. Public Comments: None. ---End of Public Comments--- ACTION: None. TBID LIAISON REPORTS AND COMMUNICATION 1. HOTELIER UPDATE – Liaison Reports a. Member Harris – reported on having guests that had a hard time finding transportation to the beach and downtown from the Hampton Inn. b. Recommendations for new TBID board members will be going to City Council at the August 18th, 2020 meeting to approve Natalie Ward and John Byrns 2. MANAGEMENT COMMITTEE UPDATE – Meeting Minutes: No meeting 3. MARKETING COMMITTEE UPDATE – Meeting Minutes: August 5, 2020 4. PCC UPDATE – Chair Conner reported that the PCC has a new member, Lori Lerian 5. VISIT SLO CAL UPDATE – Member Pearce and Tourism Manager Cano reported that Visit SLO CAL: a. Has been working on their marketing plan b. Completed their diversity statement c. VSC Marketing Committee is working on the Events and Festival Strategy DRAFT Minutes – Tourism Business Improvement District Board Meeting of 08/12/20 Pg. 4 d. VSC is going to go through the RFP Process 6. TOURISM PROGRAM UPDATE – Tourism Manager Cano reported: a. Remitted TOT payments are due by August 31, 2020. About 14 of the 42 properties took advantage of this. b. Equity, Diversity, and Inclusion taskforce will be scheduled soon and will be working on a statement as a destination. Staff is currently working with DCI and Noble on a plan. c. Participation in a virtual Cal Poly SLO Days has started. d. Dates to remember review: ADJOURNMENT The meeting was adjourned at 11:36 a.m. The next Tourism Business Improvement District Board meeting is scheduled for Wednesday, September 9, at 10:00 a.m. held remotely and via teleconference. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD : XX/XX/XXXX