HomeMy WebLinkAbout08-11-2010 PCC Agenda PacketI
Agenda
Promotional Coordinating Committee
City of San Luis Obispo
Wednesday, August 11, 2010
5:30 p.m. Regular Meeting Council Hearing Room
990 Palm Street
The Goals of the City of San Luis ObIspo Promotional Coordinatmg CommIttee are to (1) Improve the gualtty 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
CONSENT ITEMS
C.1 Minutes of the Meeting of July 14, 2010
C.2 TOT Report (to be distributed at meeting)
C.3 Community Promotions Budget Report
C.4 ShopSLO/DineSLO Report
C.S Events Promotion Report
C.6. Economic Development Report (quarterly)
C.7 Visitors Center Report
Any writings or documents provided 10 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 0'San Luis
Obispo at 990 Palm Street during normal business hours.
Promotional Coordination Committee
IPRESENrATIONS
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 20 min
2. SLO SYMPHONY ADDITIONAL FUNDING REQUEST
SLO Symphony staff will request additional funding for the 2010-11 season.
15 min
I BUSINESS ITEMS
1. ShopSLO/DineSLO 5 min
The committee will give direction regarding the continuation of the contract with Verdin
Marketing, Ink for the ShopSLO /DineSLO campaign.
1. SLO TRANSIT -TROLLEY SERVICE 20 min
The subcommittee will present recommendations regarding trolley service funding
2. DIRECTIONAL SIGNAGE 5 min
The committee will appoint members to participate in the Directional Signage program
3. REQUEST FOR PROPOSAL -EVENTS PROMOTION BROCHURE 15 min
The marketing subcommittee will present the recommended work scope and time line for the
Request for Proposal documents.
[FCC LIAISON REPORTS
1. GIA UPDATE-LIAISON REPORT 5min
2. MARKETING SUBCOMMITTEE REPORT 5 min
3. TBID BOARD REPORT 5 min
IPCCCO~CATIONS
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.
1. CITY OPEN SPACE KIOSK -WORK PROGRAM 2009-10
ADJOURN.
Promotional Coordinating Committee
Minutes
Wednesday, July 14, 2010
5:30 pm
City Hall
Council Hearing Room DRAFT
990 Palm Street
CALL TO ORDER: Chair Marco Rizzo 5:30 pm
PRESENT: LeMieux, Babb, J. Conner, Fidler, Palazzo
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
Patty Thayer from the San Luis Obispo Symphony addressed the committee. She presented the
organization's season brochure that is mailed to 15,000 people, 70% ot which are from out-ot-town.
She asked for clarification regarding this year's funding to the Symphony. She felt that the Symphony
had a proven record and deserved more funding than currently allocated through GIA and the TBID
board which amounts to $5,400. The Symphony was shocked and dismayed at the small amount
given for its 50 th anniversary year and she would like to be given an opportunity to address the
committee again.
CONSENT AGENDA
ACTION: Moved by Conner/Babb to approve the consent agenda as presented.
Motion carried 6:0
PRESENTATIONS
1. CONTRACTORS REPORTS
Lindsey Miller, Marketing Director for the SLO Chamber of Commerce, gave the committee a year
end report and summarized the PR, Events Promotion, and Visitors Center efforts during 2009-10.
She also shared data from the 2010 CalTIA conference pertaining to social media and travel trends.
2. SALMONID RESTORATION FEDERATION -2011 CONFERENCE
This item was continued to August 2010 when the committee will receive a budget update. This will
confirm the actual events promotion budget tor 2010-11.
3. SLO TRANSIT -TROLLEY SERVICE REDUCTIONS
John Webster, Transit Manager for the City of San Luis Obispo gave the presentation regarding the
City's trolley service and the cost to keep it running past September 1, 2010 when it is scheduled to
cease operation. The committee asked to receive more detailed information regarding ridership on
the trolley from Friday through Saturday and the cost associated to it. The Events Promotion
committee was directed to convene and return with a recommendation regarding possible funding for
the continuation of the service at the August meeting.
BUSINESS ITEMS
1. VERDIN MARKETING
Cary Woll, Account Manager with Verdin Marketing Ink, presented the first quarter marketing plan for
the 2010-11 ShopSLO/OineSLO campaign. The campaign will concentrate on four components for
community and merchant awareness, seasonal promotion on "Back to School", and an update to the
websites.
2. SUBCOMMITTEE ELECTION
ACTION: Moved by LeMieuxfBabb to assign Marilyn Fidler to the Marketing Subcommittee.
Motion carried 6:0
ACTION: Moved by LeMieuxfBabb to assign Marilyn Fidler to the Joint Events Promotion
Committee. Motion carried 6:0
3. GIA LIAISON ASSIGNMENTS
The committee went over the list of funded GIA organizations and assigned four organizations to
each member. Staff is to update the list and send to the commissioners for follow-up with the
assigned groups.
4. REQUEST FOR PROPOSAL -EVENTS PROMOTION BROCHURE
The committee asked its Marketing Subcommittee to convene and define a work scope
recommendation for the events promotion brochure. Staff is to coordinate a special meeting of the
subcommittee.
Meeting adjourned at 7:40 pm.
1 SUNGARD PENTAMATION -?UNO ACCOUNTING V4.1 PAGE NUMBER:
DATE: 08/05/10 CITY OF SAN LUIS OBISPO EXPSTA11
T!~E: 11: 37 : 21 EXPENDITURE STATUS REPORT
SELECTION CRITERIA: ex?ledgr. key_orgn= , 11300'
ACCOUNTING PERIOD: 2/11
SORTED BY: FUND, DEPARTMENT, PROGRAM, 1ST SUBTOTAL, '2ND SUBTOTAL, ACCOUNT
TOTALED ON: FUND,DEPARTMENT,PROGRAM,lST SUBTOTAL,2ND SUBTOTAL
PAGE BREAKS ON: FUND, PROGRAM
FUND-I00 GENERAL FUND 2ND SUBTOTAL-701 SALARIES
DEPARTMENT-I000 ADMINISTRATION
PROGRAM-11300 COMMUNITY PROMOTION
1ST SUBTOTAL-700 STAFFING
PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/
ACCOUNT -----TITLE --BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD
7010 SALARIES -REGULAR 43,900.00 .00 .00 5,006.99 38,893.01 11.41
TOTAL SALARIES 43,900.00 .00 .00 5,006.99 38,893.01 11.41
7040 RETIREMENT CONTRIBUTIONS 12,200.00 .00 .00 1,386.90 10,813.10 11. 37
7041 RETIREMENT PARS -401 400.00 .00 .00 50.06 349.94 12.52
7042 HEALTH & DISABILITY INSU 5,100.00 .00 .00 421.06 4,678.94 8.26
7043 RETIREE HEALTHCARE 700.00 .00 .00 .00 700.00 .00
7044 MEDICARE 600.00 .00 .00 76.59 523.41 12.77
7046 UNEMPLOYMENT INSURANCE 200.00 .00 .00 20.04 179.96 10.02
TOTAL BENEFITS 19,200.00 .00 .00 1,954.65 17,245.35 10.18
TOTAL STAFFING 63,100.00 .00 .00 6,961.64 56,138.36 11.03
7227
7337
7339
CONTRACT SERVICES
PROMOTION & PUBLIC REL
CHAMBER & VIS & CONF BUR
115,015.76
103,300.00
103,500.00
.00
.00
.00
15.76
70,000.00
76,500.00
15,000.00
.00
.00
100,000.00
33,300.00
27,000.00
13.06
67.76
73.91
TOTAL SUBTOTAL 321,815.76 .00 146,515.76 15,000.00 160,300.00 50.19
TOTAL CONTRACT SERVICES 321,815.76 .00 146,515.76 15,000.00 160,300.00 50.19
7455 COMMISSION & CO~ MTGS 500.00 .00 .00 .00 500.00 .00
TOTAL TRAVEL. MEETINGS & DUES 500.00 .00 .00 .00 500.00 .00
TOTAL OTHER OPERATING EXPEND 500.00 .00 .00 .00 500.00 .00
TOTAL COMMUNITY PROMOTION 385,415.76 .00 146,515.76 21,961.64 216,938.36 43.71
TOTAL ADMINISTRATION 385,415.76 .00 146,515.76 21,961.64 216,938.36 43.71
TOTAL GENERAL FUND 385,415.76 .00 146,515.76 21,961.64 216,938.36 43.71
TOTAL REPORT 385,415.76 .00 146,515.76 21,961.64 216,938.36 43.71
VerdinMar e.
ShopSLO I DineSLO Program
Status Update:
Website
July Traffic: ShopSLO -220 Dine SLO -176
Restaurant/Merchant Outreach
There were two new merchant profiles established on ShopSLO, bringing the total to
61. There were no new restaurant profiles established on DineSLO, leaving the total at
28. We now have 12% (10% in June) of merchants and 14% of restaurants enrolled as
members on the sites, which is continuing to grow at a gradual, but steady, pace.
Advertising/Cal Poly Intern Engagement
A database of all activated merchants has been built including record of whether or not
they belong to the SLO Chamber and Downtown association. In addition, we are
recording whether or not they have Facebook andlor Twitter accounts. If they do, we
request to like, or follow them. We have now completed all of the restaurants and are
halfway through the retail merchants. These activities are driving attention to SSDS on
Facebook.
We are brainstorming tag lines for SSDS as well as brainstorming key words to reach
various target publics. These key words will be used to drive segmented unique
messages to students, locals. and tourists explaining the unique benefits of SSDS for
each.
Social Media
ShopSLO I DlneSLO attracted 41 new friends on Facebook in July, bringing the total to
686 friends and a total of 12 fans or "likes". ShopSLO has seven new followers on
Twitter, adding up to 66 (48 in June) total, and DineSLO has seven new followers for a
total of 87 (75 in June) followers.
Back to School Promotion and Community Awareness Building
The Back to School promotion and Community Awareness Building campaign were
brainstormed and planned. Both activities are in process of engagement for August
and September. Initial report of our activities and tangible results will be available for
the August.
We are gearing up to begin ongoing promotion
of ShopSLO/DineSLO and a sensational Back to
School promotion. And, we need your help.
These websites are pre-populated with basic information taken from
the City database of business licenses and have been designed to accept
enhanced profiles including business hours, images, menus, promotional
sales flyers, events, and, merchandise and cuisine descriptions. All this,
FREE OF CHARGE and brought to you by the City of San Luis obispo to
benefit SLO merchants and restaurateurs.
Make ShopSLO/DINE SLO the NUMBER ONE websites to access
information about shopping and dining in SLO. If you don't have a website,
this IS YOUR WEBSITE. If you do have a website, you will certainly want
to drive traffic from these sites to yours!
It's easy. Log on NOW to activate and enhance your profiles. Contact
us if you have questions and need help. Oh, and while you are doing this,
stand by for future announcement of a merchant training in October
free training on how to use these sites to their full potential - a don't miss
and must attend for you!
Go to ShopSLO.org OR DineSLO.org NOW.
Register if you a~e activating for the first time.
LogIn and update your profile jf you have already
activated your account.
::'l1 city Or san lUIS OBISPO
PRESORTED STANDARD
U.S. POSTAGE
PAID
SAN LUIS OBISPO, CA
PERMIT NO.7
, San Luis Obispo
Charnber of Cornnlerce Report to City of SLO-PCC Committee
In-County Public Relations & Event Promotions Contract
July 2010
Sec. Objective Action Results
1 Manage local public relations efforts for
San Luis Obispo Events .,.
Have had meetings with:
SLO Symphony
Bioneers
Have had contact with:
Arts Council
Cal Poly PAC
Festival Mozaic (pre-grant period)
Book and Author Festival
Foundation for PAC
SLO Blues
Day with Creative Women
Plein Air Festival
l.a. Work with event groups, offer public
relations advise and help organizations
execute a comprehensive public relations
plan.
-
Sent out introduction letter to all CIA
recipients and emails to all events
happening soon.
l.b Maintain and develop relationships with
local media for events promotion.
Updating contacts and making personal
calls and visits.
I.e. Send out media releases about events to
local media (as many as needed) for
active event promotion.
Working on "Fall Events" release and
Poster (still waiting for content from
event groups) to send to media as well
.. ' as City, VCB, LEVEL, and Hoteliers.
'.
2 Respond to media requests that Contract
receives seeking information about the I
City of San Luis Obispo.
2.a. Supply any content, photography, and/or I
data the media outlet needs for story
about San Luis Obispo.
2.b. Do any research and fact checking for
media.
2.c. Make any introd uctions and contacts
media needs for story.
2.d. Continue to follow-up with media Followed up with Santa Clarita Valley SkyWest Magazine will SLO in Sept/Oct
contact. magazine writer doing story on Biking edition and will also feature in Holiday
the Central Coast. edition of SkyMall.
Followed up with SkyWest Magazine.
Followed up with Everyday with
Rachel Ray-no reply yet.
3 Continue to represent "San Luis Obispo
Tourism" at two events a year-Cal Poly
I Homecoming and Cal Poly Open House. ..
3.a. Send two staff members to work duration Chamber has signed up to represent
of event. "SLO" at October 30 th Homecoming
Celebration Event. Also working to
help bring back a Homecoming event to
downtown SLO incorporated into
Farmers'Market.
,_San Luis O~)ispo
C.hmll.ber 01' C.ornmerce
Report to City of SLO-PCC Committee
In-County Public Relations & Event Promotions Contract
July 2010
1-Manage local public relations efforts for San Luis Obispo Events
Sent out introduction letter to all CIA recipients and emails to all events
happening soon. Had two in-person meetings, one with new event Bioneers.
Discuss marketing ideas and gave PR advice on local publications and ideas on
how to work with other groups in the area. Also meet with SLO Symphony to
discuss promotion of 50 th anniversary year and upcoming POPs Event. Will be
working with both groups to highlight event in social media as well.
Also made contact with: Arts Councit Cal Poly PAC, Festival Mozaic (pre-grant
period), Book and Author Festival, Foundation for PAC, SLO Blues, Day with
Creative Women, and Plein Air Festival.
Now working on "Fall Events" release and Poster (still waiting for content from
event groups) to send to media as well as City, VCB, LEVEL, and Hoteliers. Also
working on updating local media list and making personal contacts and visits
with media.
2-Respond to media requests that Contract receives seeking infonnation about
the City of San Luis Obispo
No new media contacts this month. Spent time following up with SkyWest,
freelance writer from Santa Clarita Valley Magazine and Every Day with Rachel
Ray magazine. Did find out that SLO will appear in SkyWest Magazine in
Sept/Oct edition and will also be featured in Holiday edition of SkyMall.
3-Continue to represent "San Luis Obispo Tourism" at two events a year-Cal
Poly Homecoming and Cal Poly Open House
Chamber has signed up to represent "SLO" at October 30 th Homecoming
Celebration Event.
Also, working with Cal Poly Alumni and Athletics to help bring back a
Homecoming related event into downtown SLO most likely incorporated into
Fanners'Market. Current idea is to create a "Pep Rally" two weeks prior to
Homecoming event.
, San Luis Obispo
Cllc11ll1wr of Com m erce
Visitor Services Contact Report
July 2010
Highlights from July in the Visitor Center:
• Hired a new staff member:
o Brook Gamica-Is a current Cal Poly Tourism major and is bi-lingual
in Spanish. She has a background in leading adventure tourism trips.
• Dropped off Chamber's new Visitor Guide at all hotels and wineries in the
area.
Monthly Visitor Center Interactions
July 2010 June 2010 luly 2009
Visitors in center: 6,409 6,331 6,742
Phone calls: 923 898 890
Emails: 143 168 136
Calendar of Events
Events entered into calendar this month: 116
Events in the July calendar: 120
City Ad
Continue to email those who are still responding to old city advertising requests with
an email offering a free visitor guide when they arrive in San Luis Obispo.
Number of emails sent: 399
Number of ;Free Visitor Guides picked up: 0