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HomeMy WebLinkAbout04-15-2014 C4 Revision to PCC Bylaws FROM: Michael Codron, Assistant City Manager Prepared By: Lee Johnson, Economic Development Manager SUBJECT: ADOPT A RESOLUTION APPROVING A REVISION TO THE PROMOTIONAL COORDINATING COMMITTEE BYLAWS RECOMMENDATION As recommended by the Promotional Coordinating Committee, adopt a resolution approving revisions to the Promotional Coordinating Committee (PCC) Bylaws (Article 2). DISCUSSION The current PCC Bylaws, Article 2, state in part “The seventh member shall be the chair of the Tourism Improvement District (TBID) Board as appointed by the TBID Board.” In order for the PCC and the TBID to cooperate more effectively the PCC has approved by a 5-0 vote to recommend changing the Bylaws to read “The seventh member shall be a member of the Tourism Improvement District (TBID) Board as appointed by the TBID Board.” FISCAL IMPACT None ALTERNATIVE 1. If Council is not satisfied with the proposed revision they could direct the PCC to discuss this issue further or direct the PCC to not change the Bylaws. This action is not recommended as this change allows the PCC and TBID to work more effectively together. ATTACHMENTS 1. Draft minutes of the PCC regular meeting on March 12, 2014 2. Resolution Amending the Promotional Coordinating Committee Bylaws t:\council agenda reports\2014\2014-04-15\revision to pcc bylaws (codron-l.johnson-cano)\council agenda report amendment to pcc bylaws.docx Meeting Date Item Number 4/15/14 C4 - 1 Promotional Coordinating Committee Meeting Minutes Wednesday, March 12, 2014 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: Pearce, Cox, Franciskovich, Rizzo STAFF PRESENT: Molly Cano, Tourism Manager Chair LeMieux called the meeting to order at 5:33 pm CONSENT AGENDA ACTION: Moved by Pearce/Cox to approve the consent agenda. Motion carried 4:0 Commissioner Rizzo arrived to the meeting. BUSINESS ITEMS 1. 2014 SLO HAPPENINGS PROGRAM APP Verdin presented an update on the SLO Happenings app. Ashlee presented that they moved forward with the 3x3 card because the cost was low and they were able to print and additional 20k for a total of 120k. The app was now live for android and iPhone but iPhone would need an update once it’s approved by Apple. They soft launched the app because of this at the film festival. They are currently working on the press release with the Chamber for the full launch. The full launch would also include package giveaways through the social media channels. 2. ELECTION OF CHAIR & VICE-CHAIR The committee nominated Jill LeMieux as Chair and Sasha Palazzo as Vice-Chair for the term of April 2014 to March 2015. ACTION: Moved by Cox/Rizzo to appoint Jill LeMiuex to Board Chair and Sasha Palazzo to Vice Chair. Motion carried 5:0 3. SAN LUIS OBISPO CHAMBER OF COMMERCE Representatives from Chamber of Commerce presented the future program and funding requests for the consideration of the committee. The funding requests included: Public Relations at $58,000, media monitor service for $5,000-$7,000, GIA PR Support for $25,000, and SLO City tear off maps for $8,000. 4. BYLAW AMENDMENT The committee will consider the following amendment to the PCC bylaws: DRAFT C4 - 2 Promotional Coordinating Committee Minutes Page 2 Article 2: Membership: “The seventh member shall be a member of the Tourism Improvement District (TBID) Board as appointed by the TBID Board.” ACTION: Moved by Rizzo/ Franciskovich to recommend the bylaw amendment to Article 2: Membership to read “The seventh member shall be a member of the Tourism Improvement District (TBID) Board as appointed by the TBID Board.” Motion carried 5:0 COMMITTEE COMMUNICATION GIA Report: None. TBID Report: Clint Pearce updated the committee on the recent TBID meeting and reviewed the minutes included with the agenda. Tourism Program Update: Molly Cano presented the Tourism Program update on the following topics: Presented the Wayfinding Sign photos from the fabricator - Chair LeMiuex requested that the phased sign locations be provided at the next meeting. Brand USA FAM - They have a digital influencer coming through California later next week to produce content to support their paid digital media buy in Japan. - 9 road trips with only 1 in CA - Estimated reach: 800,000 – 1,200,000 social impressions • Nagisa Fugikato (social community manager in Japan for BUSA) • Yamamosa Rita (Japanese influencer) • Matthew Finley (photographer with Brand USA agency) Maternity Leave - Friday will be my last day in the office - Lee will be your contact during my leave Meeting adjourned at 6:30 pm C4 - 3 R xx RESOLUTION NO. xxxx (2014 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO AMENDING THE PROMOTIONAL COORDINATING COMMITTEE BYLAWS WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the San Luis Obispo Municipal Code, and its own resolutions, the City Council of the City of San Luis Obispo appoints individuals to serve on its advisory bodies; and WHEREAS, those advisory bodies have adopted Bylaws to aid them in conducting their meetings fairly, smoothly, efficiently and in accordance with law; and WHEREAS, Charter section 1204 and section 3 of the Advisory Body Handbook require that amendments to Bylaws be approved by the City Council; and WHEREAS, City staff have recommended changes to the Bylaws of the Promotional Coordinating Committee; and WHEREAS, the Promotional Coordinating Committee has reviewed said changes and concurs with the recommended amendments to its Bylaws; NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that Article 2 of the Bylaws of the Promotional Coordinating Committee is hereby amended to read as follows: The PCC shall consist of seven (7) members appointed by the Council. Six of the members shall be residents of the City of San Luis Obispo. The seventh member shall be a member of the Tourism Improvement District (TBID) Board as appointed by the TBID Board. Committee members shall be appointed for a term of four (4) years, commencing on April 1st or other date as directed by the Council. No committee member shall serve more than two (2) consecutive terms (eight years) on the PCC. Any committee member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years), so long as the initial, partial term is less than one (1) year. Upon motion of Council Member ____________, seconded by __________, and on the following vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this 15th day of April 2014 Mayor Jan Marx ATTEST: C4 - 4 Resolution No. xx (2014 Series) Page 2 Anthony Mejia City Clerk APPROVED AS TO FORM: J. Christine Dietrick City Attorney C4 - 5 R xx EXHIBIT BYLAWS PROMOTIONAL COORDINATING COMMITTEE CITY OF SAN LUIS OBISPO ARTICLE 1 PURPOSE The Promotional Coordinating Committee (PCC) advises the Council in working to improve the quality of life for all City residents and our visitors. The committee recommends projects to help promote the City as a regional trade, recreation, and tourist center, consistent with community goals. ARTICLE 2 MEMBERSHIP The PCC shall consist of seven (7) members appointed by the Council. Six of the members shall be residents of the City of San Luis Obispo. The seventh member shall be a member of the Tourism Improvement District (TBID) Board as appointed by the TBID Board. Committee members shall be appointed for a term of four (4) years, commencing on April 1st or other date as directed by the Council. No committee member shall serve more than two (2) consecutive terms (eight years) on the PCC. Any committee member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years), so long as the initial, partial term is less than one (1) year. The representative from the TBID Board shall serve a term concurrent with his/her term as the chairperson of the TBID Board. ARTICLE 3 OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the March meeting of the PCC for the term starting in April. No committee member shall serve more than two (2) consecutive one-year terms as Chairperson or Vice Chairperson. Any committee member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2) consecutive one-year terms, so long as the initial, partial term is less than six (6) months. The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the PCC or Council. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4 MEETINGS A. The PCC shall hold a regular meeting each month, but not less than ten (10) times per year. B. The meetings are to be held at City Hall, the second Wednesday of each month, unless another location and/or time has been announced as required by California law. C4 - 6 Resolution No. xx (2014 Series) Page 4 C. The meetings shall be open to the public. D. A quorum shall consist of a majority of the commissioners currently serving on the PCC. E. All actions of the PCC shall be by a majority vote or consensus and shall be directed through the Chairperson. F. Minutes of each meeting shall be taken and forwarded to the Council and shall be - available as a public record. G. A special meeting may be called at any time by the Chairperson or by a majority of the committee members currently serving on the PCC, provided each member is given written notice of the special meeting at least 24 hours prior to the meeting, and the time and place of the special meeting is announced as required by California Law. H. All meetings shall be conducted in general accordance with Robert’s Rules of Order, newly revised edition, subject to minor variation by the Chair as appropriate to the needs of the advisory body. I. All committee members present at a meeting shall vote on any motion or resolution brought before the PCC, except when abstaining due to a conflict of interest. J. Any committee member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. K. Any member who fails to attend three (3) regular meetings within any twelve-month period may be automatically considered for replacement at the discretion of the committee. ARTICLE 5 SUBCOMMITTEES Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are the Grants-in-Aid and Events Promotion subcommittees. The subcommittee members will serve for a two (2) year term. After two years they will automatically rotate to the other standing subcommittee. ARTICLE 6 FUNCTIONS AND DUTIES The functions and duties of the PCC shall include, but not be limited to, the following: A. Planning a comprehensive program to promote the City of San Luis Obispo and prepare an annual marketing program consistent with City goals and objectives. B. Develop promotional programs and projects for the City of San Luis Obispo. C. Hear requests for financial aid from cultural and promotional groups seeking grants from the City of San Luis Obispo and make recommendations to the Council thereon. C4 - 7 Resolution No. xx (2014 Series) Page 5 D. Present an annual assessment report to the City Council regarding the Promotional Coordinating Committee’s Grants-in-Aid program and other programs as appropriate. E. Initiate and support community activities that are meaningful to residents and visitors of the City of San Luis Obispo. F. Provide a liaison to Grant-In-Aid recipients who work to promote the quality of life for residents and visitors of the City of San Luis Obispo. G. Perform any other lawful tasks as directed by the Council. ARTICLE 7 AMENDMENTS These bylaws may be amended by the Council, upon the recommendations of two-thirds of the committee members currently serving on the PCC, provided that the text of any such proposed amendment shall have first been provided in writing to each committee member. C4 - 8