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Home My WebLink About04-13-2011 PCC Agenda Packet1 Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, April 13, 2011 5:30 p.m. Regula' Meeting Council Headng Room 990 Palm Street The Goals of the City of San Luis Obispo Promotional Coordinating Committee are to (1) Improve the quality of life available to all residents of and visitors to San Luis Obispo and (2) Promote, in a manner consistent with long-range community goals, the development of San Luis Obispo as a regional and tourist center. CALL TO ORDER: Chair Marco Rizzo PUBLIC COMMENT: Each speaker is limited to three minutes of public comment I APPOINTMENTS OATH OF OFFICE FOR NEWLY APPOINTED BOARD MEMBERS I CONSENT ITEMS Cl Minutes of the Meeting of March 9, 2011 C2 TOT Report for February (will be provided at the meeting) C.3 Community Promotions Budget Report C4 ShopSLO/DineSLO Report (under separate cover) CS Events Promotion Report (under separate cover) C6. Economic Development Report (quarterly) C.7 Visitors Center Report (under separate cover) Any writings or documents provided to a majority of the Promotional Coordinating Committee regarding any item on this agenda will be made available for public inspection in the Administration office of the City of San Luis Obispo at 990 Palm Street during normal business hours. Promotional Coordination Committee IPRESENTATIONS At this time, representatives of the Community Promotions Contractors will provide highlights of contract activities undertaken in the past month describe how activities are accomplishing Tourism Marketing Plan Objectives and seek direction from the pee when necessary regarding contract fulfillment. 1. CONTRACTORS REPORTS 30 min The Chamber of Commerce and Verdin Marketing will give their quarterly review. IBUSINESS ITEMS 1. REVIEW OF COMMITTEE BYLAWS 10 min Every two years, the committee reviews its bylaws and recommends possible changes. 3. BUDGET 2011-12 30 min The budget task force will present preliminary recommendations. 4. EVENTS PROMOTION 10 min The members of the PCC/TBID Events Promotion task force will report on funding requests and make recommendations for committee approval. IPCC LIAISON REPORTS 1. GIA UPDATE -LIAISON REPORT 5 min 2. MARKETING SUBCOMMITTEE REPORT 5 min 3. TBID BOARD REPORT 5 min I PCCCOMMUNICATIONS At this time Committee members make announcements, report on activities, refer to staff issues for study and report back to the Committee at a subsequent meeting. Adjourn Promotional Coordinating Committee Minutes Wednesday, March 9, 2011 5:30 pm City Hall Council Hearing Room DRAFT 990 Palm Street CALL TO ORDER: Chair Marco Rizzo 5:30 pm PRESENT: LeMieux, Babb, Conner, Palazzo, Fidler, STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT Denise Leader Stoeber asked the committee to support cultural arts in San Luis Obispo on behalf of Cal Poly Arts. CONSENT AGENDA ACTION: Moved by J. Conner/LeMieux to approve consent agenda as presented with an addition regarding the GIA pre-application meeting. Motion carried 6:0 Add that there were several questions that were addressed in the GIA pre-application meeting. PRESENTATIONS 1. CONTRACTORS REPORTS Ashley Akers, Account Manager with Verdin Marketing, presented the update for ShopSLO I DineSLO (SSDS) and the Events Promotion contract. SSDS experienced a great number of site visitors in February (1,300 visits) as the agency concentrated on increasing traffic to the site. E-blasts were sent to the merchants in January and February with tips and events information. Banner ads are running on sanluisobispo.com, Yahoo, and Facebook promoting the events brochure. Work on the next brochure is starting in April. Mary Verdin gave an update on the historic walking tour podcasts that the agency is producing on behalf of the History Museum of San Luis Obispo. She confirmed that they will be finished in June as agreed. Lindsey Miller, Director of Marketing for the Chamber of Commerce, reported on the in-county PRo She is still busy with effects from the Oprah show with phone calls to the Visitors Centers. The historic walking tour was used during a visit for writers from San Joaquin MagaZine. BUSINESS ITEMS 1. ELECTION OF CHAIR AND VICE CHAIR ACTION: Moved by Babb/Fidler to re-appoint Marco Rizzo as chair for 2011-12. ACTION: Moved by Rizzo/Fidler to re-appoint Dusty Davis as vice-chair for 2011-12. Staff is to verify that commissioner Davis is willing to continue as vice-chair. 2. CHAMBER OF COMMERCE -MARKETING MATERIAL The commissioners returned hard copies to Lindsey with changes for the tear-off map. L. Miller explained that the wine map currently hanging in the Visitors Center is hard to read, so they contracted with a design firm for a more customer friendly version. The commissioners suggested several changes and addressed shortfalls in the current design proposal. L. Miller will have the designer work on the map accordingly and bring back a revised version in April. 3. BUDGET 2011-12 Michael Codron, Assistant City Manager, introduced the budget discussion and where the process stands for the 2011-13 Financial Plan. He elaborated that on March 1, 2011, every department was given its target to help close the $3 million structural gap. He then explained the proposed budget cut to the Community Promotions program and the integration of Grants-in-Aid into the Community Promotions program. He stated that the PCC has the opportunity to build a program from ground up with the proposed budget. This cut would probably have occurred even without the TBID. M. Codron reiterated that the current recommendation might not be accepted by the City Council which will give strategic budget directions on April 12, 2011. The actual budget amount ultimately available can therefore still change. ACTION Moved by Palazzo/Fidler to create a budget task force to come up with a recommendation to the committee as to the use of the available funding. Motion carried 6:0 Commissioners Palazzo, Fidler, and LeMieux volunteered to be on the task force. Staff is to provide information regarding the 2010-11 budget and current contract details. 4. EVENTS PROMOTION Commissioner Conner reported that most decisions were deferred and the committee is awaiting follow-up. However, the TBID gave $2,500 to the Open House as a token of appreciation. PCC LIAISON REPORTS Commissioner LeMieux mentioned that the Writers' conference is very active in soliciting advice for their Grants-in-Aid proposal. TBID Liaison -Commissioner Conner reported that the VCB's request for funding was referred to the TBID's budget task force. Tim Billing was elected chair and the immediate past chair is serving as the vice-chair. BID Alliance received a proposal from All Out Events for a 24-hour adventure race and discussed the possibility of an Iron Man Triathlon in 2013. Meeting adjourned at 7:07 PM SUNGARD PENTAMATION DATE: 04/07/11 TIME: 11:53:59 -FUND ACCOUNTING V4.1 CITY OF SAN LUIS OBISPO EXPENDITURE STATUS REPORT PAGE NUMBER: EXPSTA11 1 SELECTION CRITERIA: expledgr.key orgn='11300' ACCOUNTING PERIOD: 10/11 - SORTED BY: FUND,DEPARTMENT,PROGRAM,lST SUBTOTAL,2ND SUBTOTAL,ACCOUNT TOTALED ON: FUND,DEPARTMENT,PROGRAM,lST SUBTOTAL,2ND SUBTOTAL PAGE BREAKS ON: FUND,PROGRAM FUND-100 GENERAL FUND DEPARTMENT-I000 ADMINISTRATION PROGRAM-11300 COMMUNITY PROMOTION 1ST SUBTOTAL-700 STAFFING 2ND SUBTOTAL-701 SALARIES PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - -TITLE - -BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 7010 SALARIES -REGULAR TOTAL SALARIES 43,900.00 43,900.00 1,697.00 1,697.00 .00 .00 35,552.93 35,552.93 8,347.07 8,347.07 80.99 80.99 7040 7041 7042 7043 7044 7046 RETIREMENT CONTRIBUTIONS RETIREMENT PARS -401 HEALTH & DISABILITY INSU RETIREE HEALTH CARE MEDICARE UNEMPLOYMENT INSURANCE TOTAL BENEFITS 12,200.00 400.00 5,100.00 700.00 600.00 200.00 19,200.00 469.65 16.97 210.15 .00 26.47 6.79 730.03 .00 .00 .00 .00 .00 .00 .00 9,870.01 355.52 3,996.56 .00 553.14 142.26 14,917.49 2,329.99 44.48 1,103.44 700.00 46.86 57.74 4,282.51 80.90 88.88 78.36 .00 92.19 71.13 77.70 TOTAL STAFFING 63,100.00 2,427.03 .00 50,470.42 12,629.58 79.98 7227 7337 7339 CONTRACT SERVICES PROMOTION & PUBLIC REL CHAMBER & VIS & CONF BUR TOTAL SUBTOTAL 130,015.76 103,300.00 103,500.00 336,815.76 .00 .00 .00 .00 35,811.39 22,807.55 19,125.00 77,743.94 70,300.65 77,192.45 57,375.00 204,868.10 23,903.72 3,300.00 27,000.00 54,203.72 81.61 96.81 73.91 83.91 TOTAL CONTRACT SERVICES 336,815.76 .00 77,743.94 204,868.10 54,203.72 83.91 7455 COMMISSION & COMM MTGS TOTAL TRAVEL. MEETINGS & DUES TOTAL OTHER OPERATING EXPEND TOTAL COMMUNITY PROMOTION TOTAL ADMINISTRATION TOTAL GENERAL FUND 500.00 500.00 500.00 400,415.76 400,415.76 400,415.76 .00 .00 .00 2,427.03 2,427.03 2,427.03 .00 .00 .00 77,743.94 77,743.94 77,743.94 169.69 169.69 169.69 255,508.21 255,508.21 255,508.21 330.31 330.31 330.31 67,163.61 67,163.61 67,163.61 33.94 33.94 33.94 83.23 83.23 83.23 TOTAL REPORT 400,415.76 2,427.03 77,743.94 255,508.21 67,163.61 83.23