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Home My WebLink About08-12-2020 TBID Minutes Minutes – Tourism Business Improvement District Board Meeting of 08/12/20 Pg. 1 Minutes 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-- 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. 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 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 : 09/09/2020