HomeMy WebLinkAbout07-02-2013 c4 2013-14 community promotions prg-tbid-pcc&giafunding
FROM: Michael Codron, Assistant City Manager
Prepared By: Molly Cano, Tourism Manager
SUBJECT: 2013-14 COMMUNITY PROMOTIONS PROGRAM – TOURISM BUSINESS
IMPROVEMENT DISTRICT, PROMOTIONAL COORDINATING
COMMITTEE, COMMUNITY PROMOTIONS GRANTS IN AID FUNDING
RECOMMENDATION
1. As recommended by the Tourism Business Improvement District (TBID) Board, approve
the second year of the final two-year contract with Rosetta Marketing Group, LLC and
authorize the City Manager to execute the 2013-14 agreement in the amount of $600,000.
2. Based on the recommendations by the TBID Board, authorize the City Manager to enter into
various contracts for the TBID not to exceed the 2013-14 program budget of $454,100.
3. Based on the recommendations by the Promotional Coordinating Committee (PCC), authorize
the City Manager to enter into various contracts for Community Promotions not to exceed the
2013-14 program budget of $367,800.
4. Based on the recommendations by the TBID Board, authorize the City Manager to enter into
contracts utilizing the TBID Fund un-appropriated fund balance from the 2012-13 fiscal year
for tourism marketing expenditures in 2013-14.
5. As recommended by the PCC, approve the 2013-14 Grants-in-Aid (GIA) allocations in the
amount of $90,004 and authorize the City Manager to execute the individual agreements with
each grant recipient.
DISCUSSION
Background
With the 2013-15 Financial Plan, the City Council approved the budget and defined the work
program for the Community Promotions program and the Tourism Business Improvement District
(TBID). Both of these programs are overseen and administered by advisory bodies to the City
Council. The PCC makes recommendations regarding the use of Community Promotions funding
and the TBID Board recommends the use of the TBID assessment. Both advisory bodies developed
a budget and work program for the 2013-15 Financial Plan, and established recommendations for
use of funding in 2013-14 with respective contract considerations.
Tourism Business Improvement District
In 2008, the City released a RFP for marketing services (Specification No. 90895) and awarded the
contract to Level Studios (now Rosetta Marketing Group, LLC.) as recommended by the TBID
Board. The original two-year contract had an extension clause of two, two-year amendments if the
defined work scope met the TBID Board’s expectations and was executed to the Board’s
satisfaction. The original contract expired on June 30, 2010 and the first extension was approved by
Council on July 6, 2010. The TBID Board continued to be pleased with the results of the campaign,
including the developed website, tourism logo, subsequent media campaign, and progressive social
Meeting Date
Item Number 7/2/2013
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media campaign and on July 10, 2012 Council authorized the second and final extension of the
agreement through June 30, 2014 (Attachment 1- Council Minutes July 10, 2012). As with the first
extension, the Board recommended that the contract extension be funded on a year-by-year basis in
order to allow for the Board’s review of the campaign success at the end of each fiscal year and
determine the funding amount to be allocated for the following contract year.
During the May 8, 2013 regular monthly board meeting, the Board recommended allocating
$600,000 in year two towards the proposed marketing campaign (Attachment 2 – TBID Minutes,
May 8, 2013). Given the success of the optimized media campaign, increased organic traffic to the
website, the number of consumers sent to hotel sites, and the implementation of the ShareSLO
social media campaign, the TBID Board accepted the marketing plan as presented by Rosetta for
the 2013-14 year (Council Reading File – 2012-13 Review & 2013-14 Marketing Plan; Attachment
3 – TBID Draft Minutes, June 12, 2013).
Additionally in its budget deliberation, the TBID Board, with the recommendation from the budget
taskforce, considered proposals from the San Luis Obispo Chamber of Commerce, San Luis Obispo
Visitors and Conference Bureau - now Visit San Luis Obispo County - and a new partnership with
SLO Wine Country Association. The Board also considered the continued expenditures for the
Central Coast Tourism Council membership, Smith Travel Occupancy reports, and support of
Nature Corps Volunteer Vacations Program. The TBID Board recommends that Council authorize
the City Manager to enter into the separate contracts with the following organizations for the
specified programs (Attachment 2 - TBID Minutes, May 8, 2013):
• Chamber of Commerce in the amount of $25,000 to further establish a lodging
availability and guest conversion program at the Visitors Center
• Full program funding for Visit San Luis Obispo County in the amount of $104,997,
which will include membership for all TBID lodging properties
• Continued partnership with Nature Corps for volunteer vacations in the amount of
$10,000
• New partnership with SLO Wine Country Association in the amount of $10,000 to
include SLO TBID membership, marketing and media outreach. The TBID Board has
allocated an additional $1,000 to be used for media hosting, coordinated by the
Tourism Manager for this effort.
• Event Promotion: The Board has allocated $130,000 in total for event sponsorship
and participation for events like SLO Marathon, Roll Out the Barrels, Remnants of
the Past, and SAVOR. To date the TBID Board has already committed to a joint
sponsorship for SAVOR 2013 with the PCC ($65,000 from the TBID and $10,000
from the PCC). This sponsorship will allow for a dedicated SAVOR event in the City
as part of the event festivities as well as the continuation of the SAVOR bag
sponsorship and increased participation at the main event.
The partnership with Cal Poly Athletics will also continue as the contract extended over three years.
The remaining program funds will be allocated to involvement in tradeshows, industry conferences,
event promotion sponsorship, marketing campaigns, and program expenses (Attachment 4 – Line
Item Budget Allocations).
Any un-appropriated fund balance from 2012-13 is to be used for marketing programs like event
promotion and tradeshow representation.
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Promotional Coordinating Committee
The PCC began its budget deliberation and program considerations during the January 9, 2013
regular monthly PCC meeting. Staff presented the timeline for the 2013-15 Financial Plan adoption
and in order to streamline the process, the committee created a task force to determine the direction
for the program and budget allocations. Based on the taskforce’s recommendation, the PCC decided
to continue in the 2013-15 financial cycle the committee’s mission, strategy, and programmatic
approach adopted in the 2012-13 year since the result was successful.
During the April meeting, the PCC received a presentation from the Chamber of Commerce for
proposed on-going contract services which include: operation of the visitor center, public relations
management, marketing and public relations support of the GIA recipients, and the production of
the City tear-off-maps. The Chamber requested an increase in contract funding for both the Visitor
Center operation and PR contract due to increased costs in operation and the addition of services.
During the May 8, 2013 meeting the PCC finalized the 2013-14 budget allocation and continued
programmatic approach for GIA funding, event promotions, Visitor Services and beautification.
After considerable deliberation, the committee determined that it was of highest priority to maintain
the contract services with the Chamber of Commerce and ultimately decided to fully fund all of the
proposals for the 2013-14 year. In addition, the committee further agreed to a two-year contract for
Visitors Services for the operation of the new and improved Visitor Center through the 2013-15
Financial Plan. To accommodate the increased contract expenses within the given PCC budget, the
committee reduced the program line item intended for tourism related beautification projects to
$4,000 annually. The committee expressed its desire to maintain the beautification program, even at
a lower funding level, and will continue to pursue development of the program by defining a
strategic approach for the future. (Attachment 5- PCC Minutes May 8, 2013 & Attachment 4 – Line
Item Budget Allocations.)
Grants-In-Aid (GIA)
In February of each year the PCC begins the annual GIA process for the promotion of cultural,
social and recreational events held in the City of San Luis Obispo that will benefit residents and
visitors. Notices are placed on the City web site and in the Tribune to advertise the availability of
the grant funding application for local non-profit organizations. Additionally, out of courtesy,
previous grant recipients are notified via email regarding the grant availability. The PCC is
recommending $90,004 in funding based on the application review process.
Grant Application and Evaluation and Process
The grant cycle was opened on February 1, 2013 and applications were due on March 15, 2013. On
February 13, 2013 the PCC’s GIA subcommittee held a mandatory meeting with all interested
organizations to introduce the grant funding criteria used during the evaluation process and answer
any questions from the applicants. At deadline for grant application submittal on March 15, 2013,
the City had received 31 applications with funding requests amounting to $205,617. This compares
to 24 applications and a funding request of $144,182 in 2012-13.
The PCC’s GIA subcommittee met twice to review the applications, compare the requests to the
grant criteria, and allocate funding accordingly. During the May 8, 2013 regular monthly meeting,
the PCC reviewed the subcommittee’s preliminary funding recommendation of $90,004. The
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committee discussed the subcommittee’s base for the allocated amount and approved the
recommendation as submitted (Attachment 5 –PCC Minutes May 8, 2013).
On May 16, 2013, the PCC held a public hearing with all applicants to allow for presentation and
discussion before the recommendation was forwarded to the City Council for consideration and
approval. There were 21 application representatives present at the meeting. The committee received
public comment from the grant applicants and ultimately approved the recommended 2013-14 GIA
funding allocations (Attachment 6 – PCC Minutes May 16, 2013; Attachment 7- GIA Funding
Recommendations).
Next Steps
Once the City Council approves the GIA allocations, individual agreements will be executed with
each grant recipient. The agreement entails the funding amount and the funding criteria as
previously approved by the City Council. If the organization has received funding in the 2012-13
fiscal year, a final report has to be submitted before new grant funding is provided.
FISCAL IMPACT
The 2013-14 total amount currently budgeted in the 2013-15 Financial Plan for the TBID Fund is
$1,128,400. In addition, the TBID fund will carry over an undesignated fund reserve of $100,000.
Due to the increase in transient occupancy tax, the TBID fund is further expected to carry over an
unappropriated fund balance. This amount will not be known until the City’s audited financials for
2012-13 are substantially complete later this calendar year.
The total amount currently budgeted in the 2013-15 Financial Plan for the Community Promotions
Program is $386,700 each year. The PCC recommends the total GIA event funding of $90,004
based on the application process and evaluation.
There is sufficient funding for the contracts as recommended by the two advisory bodies.
ALTERNATIVES
1. The Council could choose to fund the contracts at different levels or modify the scope of
services. The advisory bodies and staff do not recommend adjustments, as the proposed
contracts are the result of careful review, discussion, and negotiations between the parties.
2. The Council could direct the advisory bodies and staff to release Request for Proposals for all
the services outlined. This is not recommended since the recommended contractors are well
positioned to execute the established work scope in a cohesive and economical manner.
3. The Council could re-allocate funding provided through the GIA process. This is not
recommended as the PCC reviewed the applications thoroughly and applied the funding
according to the set criteria and expected benefit to the City’s residents and visitors.
ATTACHMENT
1. Council Minutes from July 10, 2012
2. TBID Minutes from May 8, 2013
3. TBID Draft Minutes from June 12, 2013
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Council Agenda Report - 2013-14 Community Promotions & TBID Contracts Page 5
4. TBID/ PCC Line Item Budget Allocations
5. PCC Minutes from May 8, 2013
6. PCC Special Meeting Minutes from May 16, 2013
7. PCC- GIA Funding Recommendations
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
1. TBID: Rosetta 2012-13 Review & 2013-14 Marketing Plan
T:\Council Agenda Reports\2013\2013-07-02\2013-14 Community Promotions Program (Codron-Cano)
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MINUTES
SPECIAL AND REGULAR MEETING OF THE CITY COUNCIL
CITY OF SAN LUIS OBISPO
TUESDAY, JULY 10, 2012
5:00P.M. SPECIAL MEETING
7:00P.M. REGULAR
COUNCIL CHAMBER, 990 PALM STREET
SAN LUIS OBISPO, CALIFORNIA
ROLL CALL:
Council Members
Present: Council Members John Ashbaugh, Andrew Carter, Vice Mayor Dan
Carpenter, and Mayor Jan Marx. Kathy Smith was not in.attendance at
this time.
City Staff
Present: Katie Lichtig, City Manager, Christine Dietrick, City Attorney, Michael
Codron, Assistant City Manager, and Sheryl! Schroeder, Interim City
Clerk, were present at Roll Call. Other staff members presented reports
or responded to questions as indicated in the minutes.
CLOSED SESSION
City Attorney Dietrick announced the following Closed Session Topics:
CONFERENCE WITH LEGAL COUNSEL -Anticipated.Litigation
Pursuant to Government Code§ 54956.9 (b)(1) and (b)(2)
One (1) potential action against the City related to a dispute regarding fee assessments
and Prado Road reimbursements pursuant to project conditions and agreements of the
MD2 project
CONFERENCE WITH LEGAL COUNSEL-Existing Litigation
Pursuant to Government Code § 54956.9
SLO Homeless Alliance v City of San Luis Obispo ·
San Luis Obispo County Superior Court Case No. CV120204
PUBLIC COMMENT ON CLOSED SESSION ITEMS:
Mayor Marx called for public comments. None were heard and the Council recessed to
the Closed Session.
Closed Session adjourned at 7:00P.M.
Attachment 1
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City Council Meeting Minutes
July 10, 2012
REGULAR MEETING OF THE CITY COUNCIL
ROLLCALL:
Council Members
Page2
Present: Council Members John Ashbaugh, Andrew Carter and Kathy Smith, Vice
Mayor Dan Carpenter, and Mayor Jan Marx
City Staff
Present: Katie Lichtig, City Manager, Christine Dietrick, City Attorney, Michael
Codron, Assistant City Manager, and Sheryl! Schroeder, Interim City
Clerk, were present at Roll Call. Other staff members presented reports
or responded to questions as indicated in the minutes.
PLEDGE OF ALLEGIANCE
The Pledge was provided by Council Member Carter.
CLOSED SESSION REPORT
City Attorney Dietrick announced regarding the first item, anticipated litigation relating to
a dispute regarding fee assessments and Prado Road reimbursements pursuant to project
conditions and agreements of the MD2 project, Council authorized on a 4-0 vote, a
settlement agreement, the perimeters of the agreement were generally that the developer
would pay fees immediately as set forth in a pre-annexation agreement and would
subsequently agree to pay fees as may be adopted pursuant to the public process for the
Margarita Area Special Plan fee amendments. The second Closed Session matter,
existing litigation, SLO Homeless Alliance v City of San Luis Obispo, Council voted 5-0 to
continue the Closed Session item for further consideration after the open session
discussion on Item B 1.
PRESENTATIONS
Mayor Marx presented Jay Walter, Public Works Director, with a Proclamation thanking
him for his years of service.
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PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
Council Member Kathy Smith entered the meeting at 7:10P.M.
On behalf of Senator Sam Blakeslee, Hans Poschman presented to Vice Mayor
Carpenter a memorial resolution on his father's passing, Robert L. Carpenter.
Attachment 1
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July 10, 2012
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Rick Racouillet and David Hafemeister, speaking on Citizen United vs. the Federal
Election Commission, requested Council place the item on an agenda for discussion.
City Manager Lichtig noted that staff would need to determine if this was within the
Legislative Platform.
Janine Barasch, San Luis Obispo, spoke about the homelessness and possible
solutions. She suggested designating City properties not being used between 5 PM
and 7 AM, the Romero Corporate Yard, east of the Prado Day Center, about 60 parking
spaces. She suggested the City issue parking permits to park in lots overnight for a two
week limit and a possible extension by giving thirty hours of community service.
Steve Barasch, San Luis Obispo, said he was citied June 23rd for being a bad neighbor,
his properties border City properties along Dana Street that were in disrepair. He said
he spoke to staff and was told City properties would be look at and after taking bids, it
would be remedied. He asked how the City could have a Neighborhood Wellness
Program when the City did not maintain their own property.
Assistant City Manager Cod ron explained that the City would be receiving bids this
week and work to occur as early as next week. He said the City had done regular
maintenance on property including an early spring weed abatement. He added that a
long term plan for the property would be forthcoming to Council.
Council Member Ashbaugh mentioned the City should consider motion detector lighting.
Patrick Dahl, speaking on Item C6, representing Rosetta Marketing, thanked the City for
the extended contract with the City for promotions and tourism.
Lanyce Mills, San Luis Obispo, urged Council to pass a resolution for a constitutional
amendment do away with Citizens United decision.
Donald Hedrick, San Luis Obispo, spoke on transparency ofgovernment and the
election processes.
Jodie Frey, San Luis Obispo, explained the difficulty of homelessness.
CONSENT AGENDA
PUBLIC COMMENTS ON CONSENT CALENDAR ITEMS
None.
Vice Mayor Carpenter requested Item C4 be pulled in order for him to recuse himself,
conflict of interest, owning commercial property within the distance which is affected by
the ordinance.
Attachment 1
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July 10, 2012
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ACTION: Council Members Carter/ Ashbaugh moved to approve the Consent
Calendar, Items C1 amended through C7, minus C4. Roll Call Vote: 5-0. Motion
Carried.
C1. MINUTES OF TUESDAY, JUNE 12, 2012; AND JUNE 19, 2012.
(Cod ron/Schroeder)
RECOMMENDATION: Waive oral reading and approve as amended and presented.
C2. COLLECTION OF DELINQUENT SOLID WASTE COLLECTION AND
DISPOSAL ACCOUNTS. (MATTINGLY/MUNDS)
RECOMMENDATION: Adopt Resolution No: 10378 (2012 Series) authorizing the San
Luis Obispo County Assessor to assess amounts due to San Luis Garbage Company
on delinquent accounts for provision of solid waste collection and disposal services as
described in City Municipal Code Section 8.04.070 as liens against properties involved.
C3. LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE 2012. (CODRON/SCHROEDER)
RECOMMENDATION: Designate Mayor Jan Marx as the voting delegate and Vice
Mayor Dan Carpenter as the voting alternate to the League of California Cities Annual
Conference.
C4. ADOPTION OF AN ORDINANCE AMENDING TITLE 17 OF THE MUNICIPAL
CODE (ZONING REGULATIONS); CITY FILE #: RITA 101-11.
(JOHNSON/DAVIDSON)
RECOMMENDATION: Adopt Ordinance No. 1578 (2012 Series) amending Title 17 of
the Municipal Code regarding alcohol outlet regulations.
At this point Vice Mayor Carpenter, having recused himself, left the dais.
ACTION: Motion to adopt Ordinance No. 1578 by Council Members Carter/Smith.
Roll Call vote: 4-0. Vice Mayor Carpenter recused. Motion Carried.
C5. MID HIGUERA REHABILITATION, SPECIFICATION NO. 90073
PROJECT AWARD. (WALTERNANBEVEREN)
RECOMMENDATION: 1) Appropriate $371,665 in approved Urban State Highways
Account grant funds; allocating $137,000 for the Mid Higuera Rehabilitation project
account and $234,665 for the Bob Jones Trail Connection at Los Osos Valley Road
project account. 2) Award a contract to Cal Portland Construction for the construction
of the Mid Higuera Rehabilitation project, including the base project and Additive
Alternate #1 for a total contract amount of $711,330.97. 3) Approve the transfer of
$11,000 from various Utilities accounts to the Mid Higuera Rehabilitation project
Attachment 1
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City Council Meeting Minutes
July 10, 2012
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account: $4,000 from the Water Raise Valve Covers account and $7,000 from the
Collection Systems Improvements Master Account. 4) Approve the transfer of $29,032
in remaining design funds from the completed design phase to the construction phase
of the Mid Higuera Rehabilitation project account.
C6. 2012-13 COMMUNITY PROMOTIONS PROGRAM. (CODRON/ELKE)
RECOMMENDATION: 1) As recommended by the Tourism Business Improvement
District (TBID) Board, approve the second and final two-year extension of the marketing
contract with Rosetta Marketing Group, LCC, as successor in interest of Level Studios,
LLC. 2) Approve first year financing of the contract in the amount of $597,000 as
recommended by the TBID Board. 3) Authorize the City Manager to enter into various
contracts for Community Promotions not to exceed the 2012-13 budget of $781,500 and
based on the recommendations by the Promotional Coordinating Committee (PCC) and
the TBID Board. 4) Authorize the City Manager to enter into contracts utilizing the TBID's
un-appropriated fund balance from the 2011-12 fiscal year for tourism marketing
expenditures in 2012-13.
C7. ACCEPTANCE OF GRANT FUNDS AND CREATION OF A CAPITAL
IMPROVEMENT ACCOUNT FOR CALLE JOAQUIN AGRICULTURAL
RESERVE RIPARIAN ENHANCEMENTS. (CODRON)
RECOMMENDATION: Accept grant funds in amount of $125,000 from the State of
California's Environmental Enhancement and Mitigation Program (EEMP), and
appropriate the funds to a new Capital Improvement Project (CIP) account dedicated to
riparian enhancements along Prefumo Creek at the Calle Joaquin Agricultural Reserve.
Council decided to take Item B1 at this point in the meeting.
. BUSINESS ITEMS
B1. AN EMERGENCY ORDINANCE OF THE CITY OF SAN LUIS OBISPO
DECLARING AND REAFFIRMING THE SCOPE AND INTENDED
ENFORCEMENT OF THE CITY'S ORDINANCE PROHIBITING THE USE OF
VEHICLES AS LIVING AND SLEEPING QUARTERS THROUGHOUT THE
CITY OF SAN LUIS OBISPO AND ADOPTING A PARALLEL PROHIBITION
TO BE ADDED AS CHAPTER 9.18 (VEHICLE AS DWELLING UNIT) OF THE
SAN LUIS OBISPO MUNICIPAL CODE.
Derek Johnson, Community Development Director, presented the report and responded
to Council questions.
PUBLIC COMMENTS ON BUSINESS ITEM B1
John Barta, Morro Bay, said he did not think the City was looking at the homeless big
picture, that they should be helping the homeless veterans.
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Michelle Tasseff, San Luis Obispo, code enforcement officer in Santa Maria, said she
found homeless people in San Luis Obispo unfriendly, disrespectful, leaving trash all
over, and she has seen seweage being dumped. She said she lived near Prado Day
Center and she saw it everyday.
Jody Frey, San Luis Obispo, spoke on the recent judge's decision and spoke about her
experience on being homeless.
Barbara Walker said she lived in her motorhome and just wanted to sleep in her vehcile.
Carrie Minton-Wance, San Luis Obispo, spoke about living in her trailer and that the City's
treatment was unfair.
Shelby Griffin spoke about being homeless and that when people are not doing anthing
wrong, they shouldn't be cited.
Kim Frey-Griffin said she was a veteran, homeless and living in her recreation vehicle,
adding that the treatment was unfair, not everyone was leaving trash and waste.
Rev. Cynthia Eastman, San Luis Obispo, provided a written statement regarding
homelessness.
Don Hedrick, San Luis Obispo, spoke about Judge Crandall's recent opinion.
Judith Bartels, San Luis Obispo, said she supported the Judge's decision and asked that
the City solve the homelessness in a compassionate way.
Rebecca Townsend, San Luis Obispo, asked the City to consider creating campgrounds
or accomodations for homeless persons and hire them for community service.
Jeanne Orosco, San Luis Obispo, expressed that she had been homeless and asked
where the homeless were supposed to go.
Cheryl Larson spoke about the plight of the homeless.
Danny Brandenburg said he was homeless.
Karen Spease, Arroyo Grande, spoke about the number of home foreclosures and the
homeless.
Courtney Kienow, SanLuis Obispo, representing Chamber of Commerce, explained the
Chamber had not evaluated the emergency ordinance under consideration so they would
not support or oppose.
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Dr. Will Powers, San Luis Obispo, spoke about homeless persons and that the Council
would adopt the ordinance before them.
Stew Jenkins, San Luis Obispo, urged Council to reconsider their action and the
additional cost in litigation. He presented a written statement, citing he felt there was no
reason for the emergency.
Kevin Rice, San Luis Obispo, said that Judge Crandall would not be pleased with the
proposed action, there was no emergency and that it would only add to more litigation.
Hearing no further comments, public comments ended.
Council Member Ashbaugh asked that if it was not adopted as emergency, how long
before it was effective.
City Attorney Dietrick responded that after introduction, then second reading and
adoption two weeks later, then 30 days to become law. She added that there was a
case management conference scheduled for July 24, 2012. She said the court ruling
indicated that the court wished to discuss with the parties moving forward with
discovery, the injuction would remain in place. She clarified that a preliminary injunction
was not a final decision on the merits so the court's consideration of the merits ofthe
argument would move forward.
Council Member Carter said he felt the City was responding to Judge Crandall's ruling.
He referred to the packet material, a 10 year record of enforcment of the issue. He said
Council's response to the judge was that Council did intend to have the ordinance apply
on the City streets. He add.ed that the new ordinance supported the facts of what the
City was and had been doing. He cited a Santa Ana court case that ruled there was no
fundamental right to camp on public property. He finalized that the proposed ordinance
was about camping on public streets, not just homeless ness and he felt it met the
emergency criteria.
Vice Mayor Carpenter said Council was working toward solutions to the homelessness,
that the issue was about the health and safety of community, and reasonableness of
allowing people to sleep and live on the streets without the accommodations they need.
Until the City had accommodations to allow people to live on the streets, the City had to
legislate agains it, he said.
Council Member Ashbaugh voiced concerns with the nature of the ordinance and some
content, particularly Section 1 with 43 findings. He mentioned that the Prado Day
Center would lose it's exemption under the new ordinance and suggested follow up
action to reinstate the exemption. He said he was not convinced it needed to be passed
as an emergency measure. He noted that many good ideas were brought up tonight.
He said that to him the facts were very different than what was in judge's opinion. He
said he had reservations with some of the language in the findings.
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Council Member Smith expressed that the City was working toward long term solutions.
She said she would support the ordinance and was not happy with amount of
enforcement that was occurring.
Mayor Marx explained that the streets were not designed to support vehicles camping
on streets and that she would support the emergency ordinance, being the first duty to
protect the health and safety of the citizens of the City.
City Attorney Dietrick provided details on adopting the ordinance as a non-emergency.
Council Member Ashbaugh said he had a problem with some content of the ordinance
and most of the findings and that he would vote opposed unless Council considered
proposed language changes. He mentioned the findings in Section 3, B, he suggested
it be worded 'The Council finds that there is a need to clarify Council's intent as to the
application and enforcement of its Ordinance". He explained that he thought the
purpose of tonight was to achieve a good result with the court and move forward.
Council Member Ashbaugh moved to amend Finding B under Section 3 to read "The
Council finds that there is a need to clarify Council's intent as to the application and
enforcement of its Ordinance". Hearing no second, hewithdrew his motion.
ACTION : Motion by Council Member CarterNice Mayor Carpenter to introduce and
adopt Emergency Ordinance 1583 (2012 Series), to be effective immediately, to 1)
prevent the immediate threats to the public health, safety, and welfare associated with
the conduct of living in vehicles in unsuitable areas within the City, including on local
public streets; and 2) correct a judicial misinterpretation of the City Council's intent
regarding the scope of Municipal Code Section 17.16.015 and its application to conduct
occurring in the public streets, as reflected in the July 3, 2012 ruling in San Luis
Superior case SLO Homeless Alliance, et al., case number CV120204. Roll Call vote:
4-1, Council Member Ashbaugh opposed. Motion Carried.
Council Member Ashbaugh noted for the record his no vote was due to concern about
much of the language in the findings in Section 1, the language specifically supporting
the urgency. He said he believed everyone should work toward a solution based on
collaberation and cooperation.
City Attorney Dietrick mentioned Council Member Ashbaugh's question regarding the
exemption of Prado Day Center from the new ordinance, saing Council could give
direction to staff that the new provision was not to be enforced in that area. She said
Council could temporarily suspend enforcement by a majority vote.
Council Member Ashbaugh moved to suspend enforcement of the new ordinance with
respect to Prado Day Center, sectioned by Council Member Smith.
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Since there was consensus of Council to suspend enforcement of the new ordinance at
Prado Day Center, the City Attorney will return with a resolution, Council Member
Ashbaugh withdrew his motion.
At this point, 9:30PM, Council recessed to reconvene the Closed Session for:
CONFERENCE WITH LEGAL COUNSEL-Existing Litigation
Pursuant to Government Code § 54956.9
SLO Homeless Alliance v City of San Luis Obispo
San Luis Obispo County Superior Court Case No. CV120204
All Council Members in attendance returned from closed session at 10:00 PM.
City Attorney Dietrick reported action by motion of Council Member Carter, seconded by
Vice Mayor Carpenter, to authorize the City Attorney to file a motion for reconsideration
and request to vacate the preliminary injunction and in the alternative, to request a stay
and authorize appeal of the preliminary injunction rule. Vote was 5-0. Motion carried.
City Manager Lichtig announced the intent of the enforcement of the new ordinance,
requesting Police Chief Gesell to explain past practices and the City's intent to enforce
past practices.
Chief Gesell recapped past practices, citing the last 10 years of data on the ordinance,
he said it was plain to see that this year the police had given out quite a few warnings
and 4 out of the last 6 months, actually issued more warnings than citations. He noted
that spoke to the fundamental belief that the City wanted voluntary compliance with the
ordinance as well as all City ordinances. Going forward, he characterized it as a "soft
roll out", eliminating some of the confusion that the recent turn of events may have
caused and educating the public that there was an ordinance in place and the police
would take incremental steps; education, warnings and finally, citations if it was a safety
threat.
City Attorney Dietrick said it would be her intent to address that issue directly to the
court at the case management conference on July 24, 2012.
PUBLIC HEARINGS
PH1. CALLING NOVEMBER 6, 2012 GENERAL MUNICIPAL ELECTION WITH
RESPECT TO A BALLOT MEASURE FOR A UTILITY USER TAX
MODERNIZATION ORDINANCE. SET PRIORITIES FOR ANALYSIS,
ARGUMENTS AND REBUTTALS AND APPOINT TWO MEMBERS OF
COUNCIL TO SUBMIT ARGUMENTS AND REBUTTALS.
Finance & IT Director Bourbeau and Interim City Clerk Schroeder presented the report and
responded to Council questions.
Attachment 1
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City Council Meeting Minutes
July 10, 2012
Mayor Marx opened the public hearing.
Hearing no public comments, Mayor Marx closed the public hearing.
Page 10
Finance and IT Director Bourbeau mentioned he provided examples for arguments and
rebuttals.
Mayor Marx and Council Member Ashbaugh volunteered to serve on the ad hoc
committee to draft a ballot measure argument, permitting all Council Members to sign the
argument.
Hearing no testimony, Mayor Marx closed the public hearing.
ACTION: Moved by Council Member Carter/Ashbaugh to: 1) Adopt Resolution No:
10379 (2012 Series) requesting the Board of Supervisors to consolidate the General
Municipal Election on November 6, 2012 with .. the Statewide General Election for the
purpose of submitting to the voters the question relating to repeal and re-enactment of
the City's utility user's tax ordinance. 2) Adopt Resolution No: 10380 (2012 Series) for
the submission of a proposed ballot measure to the qualified voters of the City of San
Luis Obispo. 3) Adopt Resolution No: 10381 (2012 Series) setting priorities for filing
written arguments regarding a City measure and directing the City Attorney to prepare an
Impartial Analysis. 4) Adopt Resolution No: 10382 (2012 Series) providing for the filing
of Rebuttal Arguments for a City measure submitted at Municipal Elections. 5) Appoint
an ad hoc committee of the City Council to prepare and submit ballot arguments and
rebuttal arguments, if warranted. Roll Call Vote: 5-0. Motion Carried.
'
STUDY SESSION ITEMS
SS1. WATER RATE STRUCTURE STUDY.
Utilities Director Mattingly, Deputy Director of Water Horton, and Conservation Manager
Munds and consultant Shawn Doorn presented the report and responded to Council
questions.
PUBLIC COMMENTS ON STUDY SESSION 1
Kevin Rice, San Luis Obispo, asked if billing fees, rate fees, and re-connect fees were a
part of the structure. He spoke about reminders and late fees.
---end of public comments---
Council Member Smith requested a copy of the overhead slide presentation.
Director Mattingly said they would also be posted on the web.
Attachment 1
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City Council Meeting Minutes
July 10, 2012
Page 11
COUNCIL LIAISON REPORTS AND COMMUNICATIONS
Council Member Carter asked if there was consensus to agendize an item for policy
statements for Citizens United, to which the majority expressed no interest in agendizing
the item.
Vice Mayor Carpenter brought up a report from the City Manager regarding the
consolidation of Utilities Department and Public Works Department.
It was the consensus of Council not to agendize the subject, it bei'lg too premature.
City Manager Lichtig explained that if there was a recommendation for a major structural
change after the assessment study, it would come before Council to evaluate. She
encouraged Council to wait for the outcome of the assessment.
Council Member Ashbaugh reported on a CAPSLO meeting June 23 and award of the
contract for design of the new homeless services center.
Mayor Marx reported on a July 13 ribbon cutting at the Ludwig Center.
ADJOURNMENT
There being no further business to come before the City Council, Mayor Marx adjourned
the meeting at 11:15 p.m.
Interim City Clerk
APPROVED BY COUNCIL: August 7, 2012
Attachment 1
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Attachment 1
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Attachment 2
Tourism Business Improvement District
Meeting Minutes
Wednesday, May 8, 2013
10 am
Hampton Inn & Suites
CALL TO ORDER: Chair Clint Pearce
PRESENT: Walker, Hutton, Westrope, Wilkins, Patel
STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager Chair Pearce Call to Order at 10:01 am
PUBLIC COMMENT Heather Muran of SLO Wine Country provided the Board with an update on Roll Out the Barrels event. She noted that the promotion and ticket site was live and ticket packages would go begin the following week for SLO TBID properties. Muran also noted that as an added sponsorship benefit the SLO TBID logo was imprinted onto all plate to be used at Thursday night barrels in the plaza.
CONSENT AGENDA ACTION: Moved by Westrope/Walker to approve the consent agenda.
Motion carried 5:0
BUSINESS ITEMS
1. 2013-14 Budget Discussion The Board requested staff to review the outcome from the two budget taskforce meetings as presented in the meeting minutes included in the agenda packet. The three contractor proposals to be discussed and finalized for allocation with the Board are for the Chamber of Commerce, SLO Wine, and Visit San Luis Obispo County. There was an additional request from the PCC for the assist in the full funding of the Visitor Service contracts in partnership with the PCC. Chamber of Commerce: The Chamber presented some additional considerations for the Board for the proposal they presented at the May meeting including individual fees for each program component. The
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Tourism Board Improvement District Minutes Page 2
taskforce had requested these additional figures and options for the Board’s consideration. Following the presentation the Board considered the request. The Board considered if they should fund the full program or just the phone line function. The Board also agreed that the program results of increased phone calls would only be as successful as the marketing focus put into the program. ACTION: Moved by Walker/Westrope to fund SLO Chamber of Commerce proposal for phone line and availability tracking service at $25,000. Motion carried 6:0 The Board requested the inclusion of the phone number into marketing efforts. SLO Wine: Staff provided a brief synopsis of the proposal to the Board for $15,000 to include the membership, promotions/marketing, and media hosting. Heather Muran of SLO Wine provided additional information to the Board including the 69% growth in web traffic since the launch of the new SLOWine.com and that users have doubled the amount of time spent on the site. She also highlighted the new contract with Moon Catcher PR as the SLO Wine PR contractor. In the coming year the PR efforts would feature a “taste the place” campaign to encourage wine and lifestyle media to visit SLO Wine Country for editorial coverage. If partnered with SLO TBID, these stays would be hosted in San Luis Obispo lodging properties. The Board was very interested in pursuing a partnership however due to budget constraints; the Board discussed funding the program portion of the proposal at the $10,000 level and would allocate a small TBID budget to host the lodging rooms should comp accommodation in the City not be secured by the lodging partners. The Board expressed that this new partnership would be very beneficial to all lodging properties in San Luis Obispo and better aligns the city with the wine country. ACTION: Moved by Patel/Westrope to fund SLO Wine at $10,000 for marketing and partnership programs and to allocate $1000 for hosting media through SLO Wine. Motion carried 6:0 Visit SLO County: Staff provided a brief synopsis of the proposal to the Board for the program funding request of $104,997 and full membership funding $23,439, with the 25% discount applied. The recommended option from the budget taskforce was for funding at $75,373 for the program minus the membership expense and then full funding of the membership at $23,439. Stacie Jacob of Visit SLO County clarified that the membership discount only applies if the program request is fully funded. Jacob also updated the Board that the funds would be applied to the overall Countywide tourism effort. She provided an update on the website development status noting the soft launch would begin within the next few weeks for members to add and edit their profiles and conversations have already begun between Visit SLOC, tourism manager, and Rosetta on the next phase of website integration to SLOvactions.com. The Board requested funding decision updates from Jacob for the other jurisdictions and further discussed Visit SLO County’s ability to enhance the hub and spoke philosophy for travel around region.
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Tourism Board Improvement District Minutes Page 3
ACTION: Moved by Patel/Wilkins to allocate $104,997 total to funding of marketing programs for Visit San Luis Obispo County. That funding level would also include full membership funding for all SLO TBID properties for 2013-14 fiscal year. Motion carried 5:0 Abstention: Pearce PCC Request: Staff provided an overview of the request from the PCC as presented to the budget taskforce. The request from the PCC was to support the funding of the visitor service contracts with the Chamber of Commerce at $23,500 which was the difference between PCC budgeted amount and the Chamber’s requested amount based on the increased costs of the new visitor center. Ermina Karim of the SLO Chamber provided a quick overview of the Visitor Center cost analysis and the funding request to the PCC. The PCC Board discussed the request and expressed the concerns that these costs should be covered by the PCC from the city’s general fund and noted that if this step is taken that in the future the funding request would continue to grow. The Board agreed that the services are relevant and valuable but that this funding should remain with the PCC. ACTION: Moved by Walker/Patel to deny the request from the PCC to assist in the full funding of the visitor service contracts for the Chamber of Commerce. Motion carried 6:0 Board Chair Pearce commented that he understood the reason behind the request to the TBID from the PCC but that it was important maintain a unified voice from the TBID. Based on the final allocations determined for these key contracts and request, the board had staff review the overall budget. ACTION: Moved by Patel/Westrope to accept the budget for the 2013-14 fiscal year. Motion carried 6:0
2. SAVOR BAG DESIGN The Board reviewed the four bag designs presented by Rosetta. They discussed their preferences of each bag design. And ultimately decided on utilizing the Happiest Place brand on the front of the bag and the ShareSLO map on the back of the bag. They also noted some artwork changes and additions for Rosetta to finalize. The Board also discussed the opportunity to print additional bags to be used as giveaways throughput the year. SAVOR would offer the bulk order of the bags at $1.60 per bag inclusive other fees like printing and shipping. ACTION: Moved by Hutton/Westrope to allocate $3,200 from the 2013-14 budget to order additional SAVOR bags to be used for promotional collateral. Motion carried 6:0
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Tourism Board Improvement District Minutes Page 4
3. CHAMBER OF COMMERCE AD DESIGN The Board reviewed the ads design presented by Rosetta. Overall they were in agreement on the look and feel of the ad but provided Rosetta with a few small creative edits.
COMMITTEE COMMUNICATION
TOURISM PROGRAM UPDATE Claire Clark announced her last meeting as City staff and thanked the Board for their heard work, dedication, and fun working on tourism program together. Molly Cano presented the tourism program update. The update included the information of the Brand USA FAM visiting SLO on Saturday, May 11. There are 16 agents from the UK a Visit California representative and a film crew to document Cano will meet the FAM group for a walking tour of downtown followed by lunch in downtown. This FAM is one of seven itineraries executed across the United States by Brand USA. This program is in partnership with Visit San Luis Obispo County and Visit California. Cano also provided an update on the Strategic Plan proposals. There were two additional qualified contractors that were suggested by the Board. Once all proposals are received Cano will distribute to the Board for individual review in advance of the June meeting. Cano presented the opportunity to partners with CCTC at the Sunset Celebration Weekend in Menlo Park on June 1-2, 2013. CCTC would cover the cost of registration and lodging and the TBID would cover the cost of meals and travel. The anticipated cost to the TBID would be $300. This is a great opportunity to leverage the partnership with the Central Coast as a cost effective way to participate in an additional consumer tradeshow. ACTION: Moved by Patel/Walker to allocate up to $300 from the current budget for the Tourism Manager to participate with CCTC at Celebration Weekend event. Motion carried 6:0 New Business: Commissioner Patel commented on the lack of information on San Luis Obispo and the inclusion of San Luis Obispo in the collateral distributed through the California Welcome Centers. He requested that opportunities be explored to expand the representation.
Meeting adjourned at 12:00 pm
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Tourism Business Improvement District
Meeting Minutes
Wednesday, June 12, 2013
10:00 am
Courtyard by Marriott, San Luis Obispo
CALL TO ORDER: Vice Chair Dean Hutton
PRESENT: Walker, Wilkins, Patel
STAFF PRESENT: Molly Cano, Tourism Manager Vice Chair Hutton called the meeting to order at 10:03 am
PUBLIC COMMENT
The Board received public comment from Mark Landon from the Nature Corps. Landon shared a recent article from the Motley Fool newsletter regarding the Vail Resorts new summer program, Epic Discovery. Landon noted the similarity between the experience Vail was designing and the Nature Corps Volunteer Vacation program with the TBID.
CONSENT AGENDA Staff noted an edit on the TOT report that occurred after the release of the agenda and reports. TOT collection for April was $486,850. The revised TOT collection amount for April will be reflected on the next TOT report. ACTION: Moved by Patel/Walker to approve the consent agenda with the revision to the TOT collection report.
Motion carried 4:0
BUSINESS ITEMS
1. MARKETING / ADVERTISING PROGRAM PLAN
Ryan Allshouse, Freya Wilkerson, and Doug Klein from Rosetta Marketing presented the year-in-review
report for 2012-13 and the marketing plan for the TBID for the 2013-14 year. The presentation included
the organizational changes Rosetta has made growing from Level Studios to being acquired by Publis as
Rosetta. The year-in-review report highlighted the results from the TBID’s marketing efforts which
included nearly 175,000 people who visited the site up over 11% year over year and duration on the site
up 14%. Rosetta optimized the media expenses by reducing the media buy while growing traffic which
resulted in a 47% decrease in cost per click conversion. Mobile traffic to the site made up 30% of total
traffic up from 19% the prior year. The direct traffic to the site was up 92%, organic search traffic was up
75%, and inbound referrals were up 6% which concludes that word of mouth is growing the overall
DRAFT
Attachment 3
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Tourism Board Improvement District Minutes Page 2
traffic to the site. ShareSLO campaign launched in 2013 which can be attributed to the organic growth
and over 102% increase in social site referrals to SLO Vacations.com. The ShareSLO blog has launched
and the community phase of the movement has begun.
In 2013-14 Rosetta proposed that the TBID pursue a media, web, events, and social strategy. With the
annual budget of $600k for TBID Marketing, Rosetta plans to continue to optimize all areas of media and
services, while attempting to optimize results in creative and effective ways. Rosetta shared the budget
breakdown with the TBID Board.
The Board requested that as the results from the strategic plan process are realized that Rosetta work
with that tool to adjust the marketing plan if needed.
ACTION: Moved by Walker/ Wilkins to accept the marketing plan as presented by Rosetta for the
2013-14 fiscal year.
Motion carried 4:0
2. VISIT SAN LUIS OBISPO COUNTY
Vice Chair Hutton asked staff to review the decisions and direction from the TBID Board to date on this
funding item. Cano presented a synopsis of the decisions from June 2012 until the present. The
executive director from Visit San Luis Obispo County, Stacie Jacob, presented an overview of the new
website and announced that it was live. The Board requested that Visit SLOC work with Rosetta for a
standing image of the logo as the place holder for properties that do not have an image loaded. Wilkins
requested the functionality of rotating the hotel listings instead of listing in alphabetical order.
Public Comment was received on this item from a lodging constituent in support of the rotating listing as
opposed to the alphabetical listing.
ACTION: Moved by Walker/ Wilkins to release the membership funds for Visit San Luis Obispo
County for 2012-13 year.
Motion carried 3:1
Opposed by Patel
3. STRATEGIC PLAN CONTRACTOR
Vice Chair Hutton asked staff to provide an overview of the proposals received for the Board’s
consideration. Staff reviewed the scope of work, proposals received, fee associated with each proposal,
and the response from the reference checks. The Board discussed each proposal for feedback from the
Board members. Public comment on the proposals was received from Rosetta to specify the changes in
the Coraggio proposal within the revised submission. Vice Chair Hutton addressed the changes in the
proposal and noted their revised submission was more in line with the Board’s original scope of work.
ACTION: Moved by Patel/ Walker to select Coraggio Group for the strategic plan and retreat
facilitation for the TBID in the amount of $25,000.
Motion carried 3:1
Opposed by Wilkins
4. EVENTS PROMOTION
The subcommittee members reported on the May 28, 2013 joint subcommittee meeting. Vice Chair
Hutton presented the recommendation from the subcommittee for the support of the 5th annual Central
Coast Railroad Festival and the Grand opening of the Railroad Museum to support the event with $5000
sponsorship to be used to support the out of area marketing and advertising expenses. Hutton reported
Attachment 3
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Tourism Board Improvement District Minutes Page 3
that the PCC would also be considering the event funding to match the sponsorship of the TBID. The
Board received public comment on the item from Curtis Reinhardt the festival director. Reinhardt noted
that the museum would open in October to the public and the however the benefit of the museum
would be year-round with visitors to the train museum.
ACTION: Moved by Wilkins/ Patel to fund the 5th annual Central Coast Railroad Festival and the
Grand Opening of the Railroad Museum up to $5000 for out of area marketing and
advertising support.
Motion carried 4:0
COMMITTEE COMMUNICATION
HOTELIER UPDATE
Cano reported that the Downtown Travelodge had recently changed its name to The Avenue Inn and
was under new management.
PCC Update
Cano reported on the budget direction taken by the PCC in May to reallocate funds within the PCC
budget to fully fund the contract request from the Chamber of Commerce. More details on this decision
can be found in the May minutes of the PCC.
TOURISM PROGRAM UPDATE
Cano presented the Board with the opportunity to participate in the 2013 Los Angeles media event with
Visit California. This public relations opportunity would bring about 45 California delegates and about 75
key LA area media together for a reception on the Hollywood Roosevelt Hotel on September 25, 2013.
The anticipated cost to participate in the event would be $2000 to include event registration, tradeshow
items, lodging for one night for the Tourism Manager, and travel expenses.
ACTION: Moved by Patel/Hutton to allocate $2000 to the participation and expenses in the Visit
California Los Angeles media event.
Motion carried 4:0
Molly Cano then presented the tourism program update. Cano provided the Board with information on
the Seven Sisters Music Festival taking place July 12-13 at El Chorro Regional Park. The event organizer is
seeking lodging support for the event. Due to the delay in the request this year, it was not an
opportunity the TBID Board could consider this year. The event has a lot of potential and it is
recommended that the TBID consider supporting the event in the future. The event is currently seeking
lodging partners to accommodate 10-15 donated (in-kind) rooms. In return for the property's in-kind
offer, the event will offer two, 2-day tickets for each room donated, and also include the lodging
property and their description with a link to their website on the event's website,
www.SevenSistersFest.com. The event refers interested attendees to this page of the website for
lodging information. The event will also have a "Main News Wrap" with The Tribune and will feature
supporting properties there. Cano will distribute information to TBID members next week. Cano
reported, to date Roll out the Barrels has sold over 60 hotel packages for the wine passport weekend.
The partnership has been successful for the TBID and SLO Wine Country. The ShareSLO Street Team will
Attachment 3
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Tourism Board Improvement District Minutes Page 4
be a part of the event over the weekend and will report on social media networks and the ShareSLO
blog. Finally, the Central Coast Tourism Council will be seeking member participation in the 2013-14
Board elections. Molly Cano is nominated to maintain the board seat and San Luis Obispo CCTC
members are encouraged to vote.
Meeting adjourned at 12:08 pm
Attachment 3
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Attachment 4
2013-14 Budget Allocation Recommended by the Tourism Business
Improvement District Board
Campaign
Elements/Contractors
Workscope Budget
Allocation
Rosetta Marketing LLC General Marketing Services
$600,000
SLO Chamber of
Commerce
TBID-Specific Telephone Fulfillment &
Availability Assistance
$25,000
Visit San Luis Obispo
County
General Contribution for marketing plan
execution inclusive of Membership
$104,997
Central Coast Tourism
Council
Membership
$ 610
Cal Poly Athletics Partnership for 2013-14
Sponsorship & Room Costs
$82,500
Nature Corps Volunteer Tourism Program $10,000
Smith Travel Research Monthly in-county data comparison $ 1,250
SLO Wine Association Partnership & Room Costs $11,000
Marketing/Advertising
Expenses
Chamber of Commerce Visitor Guide Ad
CA Visitor Guide Ad
Special Projects
$8,799
Event Promotion General Event Promotion
• SAVOR the Central Coast - $65,000
$130,000
Tradeshows Travel & Adventure Shows
Materials for the Shows
$27,500
Tourism Expenses $2,500
Total Expenditure $1,004,156
* Does not include Tourism Manager Staffing & Administration Overhead Fees
2013-14 Budget $1,128,400
(2013-15 Financial Plan E-131)
** The un-appropriated fund balance will not be known until the entire 2012-13 collection has
occurred and the City’s audit has been substantially completed.
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Attachment 4
2013-14 Budget Allocation Recommended by the Promotional
Coordinating Committee
Campaign
Elements/Contractors
Workscope Budget
Allocation
Grants-in-Aid Funding Direct Grant Allocations
(based on applications received)
Grant Support Program
$ 90,004
$ 25,000
Events & Activities Direct Events & Activities Allocations
(based on applications received)
• Events & Activities Support Program
• SAVOR 2013 - $10,000
$ 80,000
SLO Chamber of
Commerce
Visitors Center Services
Operate a Visitors Center in downtown San
Luis Obispo to assist tourists with information
about tourist attractions and hotel availability.
Downtown Maps
$ 95,000
$ 7,500
PR Comprehensive program for proactive and
reactive Public Relations
$ 60,000
Beautification RFP development and initial funding $ 4,000
Program Support $ 5,000
Total Expenditure $ 366,504
* Does not include Tourism Manager Staffing
Community Promotions Budget 2013-15 $386,700
(2013-15 Financial Plan – Page E-129)
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Attachment 5
Promotional Coordinating Committee
Meeting Minutes
Wednesday, May 8, 2013
5:30 pm
City Hall - Council Hearing Room
CALL TO ORDER: Chair Jill LeMieux
PRESENT: Pearce, Fidler, Cox, LeMieux, Rizzo, Franciskovich (arrived late), Palazzo (arrived late)
STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager
PUBLIC COMMENT
None
CONSENT AGENDA
ACTION: Moved by Rizzo/Cox to approve the consent agenda.
Motion carried 4:0
BUSINESS ITEMS
1. 2013-14 BUDGET DISCUSSION
Commissioner Palazzo provided the committee with a recap of the budget taskforce meeting discussion
as reflected in the budget taskforce minutes from April 2013. Palazzo presented that the taskforce
submitted a request to the TBID to co-fund the Chamber contracts at the level of $23,500 to cover the
difference in the initial budget amount and the proposal received from the Chamber. Staff reported the
outcome of the TBID decision against funding for the additional Chamber proposed contracts as
requested by the PCC. The commissioners discussed the shared concern of the TBID and PCC that the
general fund allocations for the City’s tourism efforts would continue to decrease as the TBID collections
continued to grow. Michael Codron, Assistant City Manager assured the committee that tourism plays
an important role in the City and is reflected as a strategy in the economic development strategic plan.
The budget taskforce presented the option to reallocate of the beautification funds to cover the
increase in contract fees.
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Pro motional Coordinating Co mmittee M inutes
Page 2
The committee asked Ermina Karim of the SLO Chamber of Commerce to present the actuals for the
operating expenses for the Visitor Center. The overall expense to operate the Visitor Center is $214, 688
which included staff, expenses, and overhead.
The committee continued the discussion of the reallocation of the beautification funds to achieve full
funding for the Chamber proposals.
Action: Cox/ Pearce to support the Chamber of Commerce at the contract request to include :$90,000
Visitor Services on a two-year contract with no escalator, $60,000 Public Relations, $7,500 tear off map
printing, $25,000 GIA support, and move $23,500 from the beautification line in the draft budget to
cover these costs.
Approved: 5:0
Abstained: LeMuiex; Rizzo
The committee instructed staff to reallocate the beatification funds and adjust the draft budget. The
committee expressed concern over decreasing this area of the budget which would allow for the
development of a new program for tourism and the community. Codron encouraged the committee to
continue their consideration for the development of a defined program before seeking additional funds
for the tourism promotion budget.
Action: Palazzo/Cox to accept the 2013-14 budget as presented with the reallocation of the beatification
funds.
Approved: 7:0
2. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION
The Grants-in-Aid Subcommittee presented the preliminary recommendations. The committee
explained that each application was reviewed on its own for the funding consideration first then all
applications were reduced by the same percentage to achieve the allocated funding level of $90,000 for
PCC GIA. The subcommittee noted that 3 events were denied funding.
Action: Rizzo/ Fidler to preliminary accept the subcommittee recommendations for the 2013-14 GIA
allocations pending the Special Meeting.
Approved: 7:0
The committee discussed a new date for the special meeting in order to achieve quorum. The special
meeting for the GIA recommendation is scheduled for May 16, 2013 at 5:30pm.
3. REVIEW OF BYLAWS
The committee continued the review of the PCC bylaws for recommendation to City Council. Staff
presented the changes as requested in the April meeting.
Action: Pearce/ Fidler accepted the revised bylaws for submission to City Council.
Approved: 7:0
COMMITTEE COMMUNICATION Claire Clark announced her last meeting as City staff and thanked the committee for their hard work, dedication, and fun working on tourism program together.
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Pro motional Coordinating Co mmittee M inutes
Page 3
Molly Cano presented the tourism program update. The update included the information of the Brand USA FAM visiting SLO on Saturday, May 11. There are 16 agents from the UK a Visit California representative and a film crew to document Cano will meet the FAM group for a walking tour of downtown followed by lunch in downtown. This FAM is one of seven itineraries executed across the United States by Brand USA. This program is in partnership with Visit San Luis Obispo County and Visit California. Cano also presented the opportunity for the PCC to create a promotional piece to promote the SLO Happenings brochure. The committee recommended making a magnet instead of a post card if the budget permits.
ACTION: Moved by Pearce/Cox to allocate up to $2000 from the current budget for the creation of a promotional piece for the SLO Happenings brochure. Motion carried 7:0
Meeting adjourned at 6:56pm
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Attachment 6
Promotional Coordinating Committee
Meeting Minutes
Wednesday, May 16, 2013
5:30 pm
City Hall - Council Hearing Room
CALL TO ORDER: Chair Jill LeMieux
PRESENT: Fidler, Pearce, Franciskovich, Rizzo
STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager
PUBLIC HEARING
1. GRANTS-IN-AID 2013-14 The public hearing was scheduled to allow the Grants-in-Aids applicants to address the committee regarding the preliminary recommendation as approved during the May 8, 2013 regular committee meeting. Many recipients provided words of thanks for the grant awards. ACTION: Moved by Rizzo/Fidler to recommend to the City Council 2013-14 GIA allocations as approved during the May 8, 2013 regular meeting and presented to the applying organizations on May 16, 2013.
Motion carried 5:0
Chair LeMiuex thanked the applicants for their participation. She noted that the Tourism Manager would be following up after the City Council’s decision with information on the next steps. The Committee requested metrics about tickets sold and where participants come from as part of the final report to the Committee following the event. The applicants were encouraged to avail themselves of the help of the committee liaison and the Chamber of Commerce. The Committee will make assignments for grants-in-aid liaisons during the June meeting.
Meeting adjourned at 6:25 pm
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PCC Grants in Aid2013-14 Table of Contents
p. 1
Organization Event(s)Event Dates
2013-14 Grant
Request
2013-2014 Sub Committee Grant
Reccomendation Committee Decision
1
Almond Country Quilt Guild
Seven Sisters
Quilt Show June 28-29, 2014 $12,000 $1,314
Committee encouraged organization to reevaluate media plan
and ad buy to more local focus or niche publications. The ad
buy was very broadcast heavy.
2
Ballet Theatre 2012-13 Season ongoing $6,567 $2,891
start sustainability track; very well written proposal, funding
reccomendation based on statinablity funding track model
3 Cal Poly Corp: Cal Poly Art
Gallery
University Art
Gallery Oct-June $6,790 $3,942
4
Cal Poly Corp: Cal Poly Arts
Event Name and
Location Not
Listed Sept 6-8, 2013 $15,000 $4,381 funds to be used for media/adverstment only
5 Cal Poly Corp: Central Coast
Center for Arts Education
Passport to the
Arts October 5, 2013 $7,118 $5,010 funds not to include the Santa Maria focus
6 Central Coast Arts
International
Assemblies;
Cultural
Exchange Aug-Nov; Jan-June $6,250 $0
Based on the success in the current year the commiitee
recomened orgnization apply for GIA to provide assistance in
future year
7 Central Coast Arts
International
African music
and dance
performance Aug-Nov $7,000 $0
Based on the success in the current year the commiitee
recomened orgnization apply for GIA to provide assistance in
future year
8 Central Coast Children's
Choir Annual Concert
Dec 2013; May
2014 $1,500 $1,314
Fund appliaction as requested with minimal decrease due to
overall funding evaluation
9 Civic Ballet of San Luis
Obispo The Nutcracker Dec 13-15, 2013 $7,500 $6,571
Fund appliaction as requested with minimal decrease due to
overall funding evaluation
10 Cuesta College Art Gallery
Art Gallery
Exhibitions Sept-May $2,500 $2,190
Fund appliaction as requested with minimal decrease due to
overall funding evaluation
11 Cuesta College Community
Programs: Central Coast
Writer's Conference Conference Sept 20-21, 2013 $3,000 $1,270
funding amount based on sustainablity model; last year of
funding eligibility
12 Cuesta College: City to the
Sea
City to the Sea
Half Marathon,
5K & Kids Fun
Run Oct. 13, 2013 $4,000 $1,270
funding amount based on sustainablity model; last year of
funding eligibility
13
Ecologistics
Central Coast
Bioneers Annual
Conference Oct 25-27, 2013 $7,825 $5,782 funding amount based on sustainablity model
Attachment 7
C4 - 32
PCC Grants in Aid2013-14 Table of Contents
p. 2
Organization Event(s)Event Dates
2013-14 Grant
Request
2013-2014 Sub Committee Grant
Reccomendation Committee Decision
14 Festival Mozaic
WinterMezzo
Series
Nov 1-3, 2013; Mar
1-3 2014 $8,000 $0 no attendance at madatory meeting
15 Foundation for Performing
Arts Center BravoSLO 20113 Oct 20-,2013 $5,000 $3,242
start sustainability track in the current year; funding amount
based on sustainablity model
16 History Center of San Luis
Obispo County
Exhibit Opening
Event Spring 2014 $4,450 $3,899
Fund appliaction as requested with minimal decrease due to
overall funding evaluation
17 Jewish Community Center
of San Luis Obispo
Jewish Film
Festival Jan. 11-12, 2014 $3,850 $2,103
start sustainability track in the current year; funding amount
based on sustainablity model
18 Land Conservancy, The Signage March -- 2014 $860 $0 not applicable to GIA; possible Beautification program
19
Opera San Luis Obispo
The Carmen
Project Oct 12-13, 2013 $12,000 $5,257
Grant to be used for marketing and promotion of the show;
Committee feedback on the marketing campaigns was the plan
was heavy on print ad
20 San Luis Obispo Children's
Museum
Science After
Dark Various $6,900 $6,045
Fund appliaction as requested with minimal decrease due to
overall funding evaluation
21 San Luis Obispo Downtown
Association
Farmer's Market
30th Anniversary June-Aug $5,000 $2,190
Committee would like to see the DTA create focused PR effort
for the anniversary year
22 San Luis Obispo
International Film Festival 2014 Festival March 5-9, 2014 $12,000 $4,381
Reccomended funding amount consistiant with current funding
year; minimal decrease due to overall GIA funding evaluation
23 San Luis Obispo Little
Theatre
2013-2014
Season ongoing $7,500 $4,381
24 San Luis Obispo Museum of
Art
SLO Mini Maker
Faire May 10-,2014 $8,600 $4,381
contract to spcifiy that grant is contingent on successful 2013
festival and that 2014 festival happens
25 San Luis Obispo Poetry
Festival
30th Annual
Poetry Festival November --2013 $3,702 $0 application withdrawn
26
San Luis Obispo Soccer Club
Summer Classic
Tournament August -- 2013 $9,950 $3,504
Based on the net income of the event the committee would
not enetraing a largerer funding support that the prior year
27
San Luis Obispo Symphony
NYE 30th
Anniversary December--2013 $10,000 $4,381
Reccomended funding amount consistiant with current funding
year; minimal decrease due to overall GIA funding evaluation
28 San Luis Obispo Vocal Arts
Ensemble Various July -- 2013 $7,550 $3,504
start sustainability track in the current year; funding amount
based on sustainablity model
29 San Luis Obispo Wind
Orchestra
SLOWINDS 2013-
2014 Season Various $6,500 $2,190
Attachment 7
C4 - 33
PCC Grants in Aid2013-14 Table of Contents
p. 3
Organization Event(s)Event Dates
2013-14 Grant
Request
2013-2014 Sub Committee Grant
Reccomendation Committee Decision
30 Senior Volunteer Services
5th Annual
Giveaway June-Aug $1,500 $1,139
Committee to urge in contract for grant to be used for hard
costs
31 United Way of SLO County Flavor of SLO May 4-, 2014 $5,205 $3,474
$165,260 $90,004
Total Budget
Available Budget $180,009
Attachment 7
C4 - 34
Heather
From:
Sent:
Cano, Molly
Tuesday, luly 02,2013 4:08 PMTo: Goodwin, Heather AGENDAsubject FW:Thank you CORRESPONDENCE
Heather- Please distribute the email below for council communication for the meeting this evening on agenda item C4.
Thanks !
Molly Cano
Tourism Manager
City of San Luis Obispo
805/78L.71.65 - office
805/43L0454 - cell
mca no @slocitv.org
Visit us at www.sanluisobispovacations.com
-----Origina I Message-----
From; Bea Anderson lmailto:bea anderson@cuesta.edu]
Sent:Tuesday, July 02,2Ot3 4:00 PM
To:Cano, Molly
Subject: Thank you
Dear Mayor Marx and Council Members,
On behalf of the Cuesta College Art Gallery, I would like to thank all of you for your generous support of our Art Gallery
We are planning a very busy year and the Art Gallery would not be as visible to the community of San Luis Obispo,
county residents and tourists without your most generous support,
Thank you so much,
Bea Anderson
Fine and Performing Arts Support Coordinator
Sent from my iPhone
2 2013
RËC
JUL
S CITY K
1
RS\rP Senior Volunteer Seruiæs
660 Pismo Street
San Luis Obispo, CA 93401
EIN: 77-0433542 rsvpslo @srvolunteer,org
805-544-8740
www.RSVPCentral
JuLY 2, 2013 AGENDA
CORRESPONDENCE
Board of Directors
San Luis Obispo City Council
990 Palm Street
San Luis Obispo, CA 93401
Diane Maiorano,
Chairperson
Dear Council Chair and Members
Doris Highland,
Vice-Chair
Please accept my heartfelt appreciation for your consideration of our grant request.
I would be there in person but will be attending the Rosary for our suddenly deceased
County Supervisor, Paul Tiexiera. The Rosary begins at 7 p.m. in Nipomo and I am
concerned that I would not make it on time were I to attend this evening's City Council
Meeting.
Steve Austin,
Treasu rer We are primarily funded through our Federal Grantor, The Corporation for National and
Community Service. Despite the fact that we must raise a 30o/o local match for their
grant, we are not allowed to use any of the Federal Funds in support of our fundraising
efforts. That's why it was so important that we were considered for the City grant
request.
Betty Woolslayer,
Secretary
James Wall,
Member
Senior Volunteer Services will make ceñain that the City receives recognition as a
sponsor of our 5th Annual Raffle (and our most visible and important fundraiser of
the year.) The many non-profit and government agencies and their clients that we
support with qualified, dedicated and absolutely Remarkable Senior Volunteers will be
the beneficiaries of a successful fundraising event.
Thank you again
Yours in service,
MarLeBñ,wkzn*e¿er
Marie Brinkmeyer
Executive Director
Senior Volunteer Services
JUL 0 2 2013
5L RK
Ce*tril Coatt Cøwtar
AGENDA
CORRESFONDENICE
[o, [,['t
June 28, 2013
Dear Mayor Marx,
Vice Mayor Kathy Smith,
Council Members Ashbaugh, Carpenter, Christianson and
SLO Tourism Manager, Molly Cano
I am writing to you to express the gratitude of the directors and board members of the Central Coast
Center for Arts Education at Cal Poly for selecting our Passport to the Arts project for funding as part of
the 2013-2014 COMMUNITY PROMOTIONS GRANT lN AID FUNDING, I am unable to attend the July 2nd
meeting to offer our appreciation of your support in person. We were thrilled to receive approval for
55,010 to help us publicize the event which occur October 5*h in Mission Plaza,
PASSPORT TO THE ARTS is a one-day event that offers families a chance to experience a variety of arts
ourcommunity has in onecentralcelebration downtown. Lastyear, (the firstyearof the event)we
distributed approximately L25 bags with information on all arts events, performances, and lessons our
community offers for the year, This year we want to triple the attendance and up the quality of our
event. Of even greater importance is the fact that this is a collaborative event among the leading arts
organizations in San Luis Obispo, and for the first time our "Passport" event will kick off a year-long
series of arts related events and opportunities intended to support family participation in the arts.
Our planning efforts are well-underway and we anticipate a bigger and better event. Since October is
"Arts Month" we hope that you will be able to join us on Oct. 5th in Mission Plaza from 10:00 a,m. to
1:00 p.m.
Again, our heartfelt thanks for your support,
Sincerely,
,'
Susan Duffy on behalf of the CCCAE Board of Directors.