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HomeMy WebLinkAbout06-08-2011 PCC Agenda PacketAgenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, June 8, 2011 5:30 p.m. Regular Meeting Council Hearing 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 CONSENT ITEMS C.l Minutes of the Meeting of May 11, 2011 C.2 Minutes of the Special Meeting of May 2S, 2011 C.3 TOT Report for April (will be provided at the meeting) C.4 Community Promotions Budget Report C.S ShopSLO/DineSLO Report (under separate cover) C.6 Events Promotion Report (under separate cover) 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. I Promotional Coordination Committee I PRESENTATIONS 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. TBID MARKETING PROGRAM -LEVEL STUDIOS 20 min The TBID's ad agency will present the current efforts on behalf of the San Luis Obispo hoteliers. 2. CONTRACTORS REPORTS 10 min The Chamber of Commerce and Verdin Marketing will give their quarterly review. IBUSINESS ITEMS 1. EVENTS PROMOTION-Report as Attachment 1 10 min The committee will discuss the events presented to the events joint-subcommittee and make funding recommendations. Additionally, the committee will elect a new subcommittee member to replace Sasha Palazzo. 2. GRANTS-IN-AID 15 min The subcommittee chair will present an amendment to the grant criteria to better define the weaning. The grant criteria will be submitted to the City Council for approval together with the funding recommendations. 3. RETREAT UPDATE -See Special Meeting Minutes May 25, 2011 15 min 4. TROLLEY SERVICE 15 min The committee will receive an update from SLO Transit to discuss extension of funding for trolley service in 2011-12. pee LIAISON REPORTS 1. GIA UPDATE -LIAISON REPORT 5 min 2. MARKETING SUBCOMMITTEE REPORT 5 min 3. TBID BOARD REPORT 5 min Adjourn Promotional Coordinating Committee Minutes Wednesday, May 11, 2011 5:30 pm City Hall -Council Hearing Room DRAFT CALL TO ORDER: Chair Marco Rizzo 5:30 pm PRESENT: LeMieux, Conner, Palazzo, Fidler, COX STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT Dave Garth addressed the committee. He was concerned that PR, as traditionally contracted, was not addressed in the preliminary budget considered by the PCC. He explained that the Chamber cannot afford continue its reactive PR effort if not funded through Community Promotion. OATH OF OFFICE FOR NEWLY APPOINTED BOARD MEMBERS David Cox took the oath of o'ffice for his first term on the committee. CONSENT AGENDA ACTION: Moved by Davis/Cox to approve consent agenda as presented Motion carried 6:0 PRESENTATIONS 1. DIRECTIONAL SIGN PROGRAM Bridget Fraser, the project manager for the City, briefly summarized the project scope and its current status. The preliminary designs have been reviewed by the Architectural Review Commission (ARC) and the Cultural Heritage Commission and return to the ARC for final review on 5/16/11. Pierre Rademaker with P. Rademaker Design and Debbie Rudd with RRM Design presented the refined project based on feedback from the advisory bodies and pointed out the minimal changes that had been applied. The main changes were driven by size requirements for the rural signs per Cal Trans and traffic engineering. One of the questions they wanted feedback from the commission was the background color for the signs. It was initially a reflective black, however, it might not be available as the color palette is dictated by Cal Trans and only a handful of different colors are available. Public Comment: A member of the City's Bicycle Committee mentioned that there are not enough signs directing bicyclist through town. Debbie Rudd mentioned that they had established a list of items that have come up during the process and bicycle related signs are listed. ACTION: Moved by Palazzo/Fidler to approve the directional sign project as presented with a preference for background color of black or a dark chocolate brown. Motion carried 6:0 2. OCTAGON BARN B.K. Richards updated the committee on the Octagon Barn. He covered location, history, why it is important and its importance to the Bob Jones Bike Trail as the official start of the Bob Jones City to Sea Pathway. The barn will be used for events as it can hold 200 people. The Land Conservancy will rent the space in order to pay for the upkeep of the facilities. Ask whether he had any specific requests of the City, he mentioned that a letter of support would be welcomed. 3. CONTRACTORS REPORTS Chamber of Commerce Lindsey Miller, Marketing Director for the Chamber of Commerce, asked for feedback on the new wine map. ACTION: Moved by LeMieux/Davis to approve the final design of the map, but use a different color for wine tasting bars in order to distinct them from actual wineries. Motion carried 6:0 Verdin Marketing Ashlee Akers, Account Manager with Verdin Marketing, Ink., reported the current data for the ShopSLO I DineSLO websites and the newsletter. She presented covers for the new events brochure and will send a proof of the brochure layout to staff for distribution to committee and feedback as the agency wants to go to print at the end of June. BUSINESS ITEMS 1. BUDGET 2011-12 Commissioner J. LeMieux reported on the Council action to increase the Community Promotion budget. The committee then discussed how to proceed with the program and decided to call a meeting of the marketing subcommittee to start the process. ACTION: Moved by Davis/Cox to approve the budget as presented and to call a meeting of the marketing subcommittee to start the process regarding the incentive program components. Motion carried 6:0 2. GRANTS-IN-AID FUNDING 2011.;12 Commissioner LeMieux reported on the preliminary discussion in the subcommittee, explained the "weaning" model, and the grant criteria. She explained that the subcommittee had not allocated all the funding as the commissioners applied the criteria consistently to all applicants. The subcommittee did not feel comfortable with randomly applying the remaining funding. ACTION: Moved by Cox/Palazzo to accept the recommendation of the subcommittee and distribute the remaining funding according to the percentage of the originally allocated amount. Excluded from augmented funding are events that are already fully funded and all the events that are considered under the "wean" model. Motion carried 6:0 3. EVENTS PROMOTION Commissioner J. LeMieux reported on the two events heard at the monthly joint events promotion task force meeting on April 30, 2011. Both events will receive some help from the TBID through its agency and the PCC will consider funding for both, the Railroad Festival and the Plein Air Festival, under Grants-in-Aid. Staff gave a brief update on available funding. The funding kept for two new open space kiosks will partially be used and $7,500 remain available for other efforts. Given that this would augment the remaining funding to $12,500 for May and June, staff asked whether the committee would reconsider funding for the "Future of Work" conference. The committee had previously recommended $3,000 of the $7,500 requested. ACTION: Moved by Fidler/Palazzo to fully fund the Future of Work Conference and increase the recommended funding from $3,000 to $7,500. Motion carried 5:1 Given that this would leave about $8,000 in the events promotion budget, Verdin Marketing was asked to provide a cost estimate for a 4-page increase of the upcoming events promotion brochure. Staff is to place a second item on the agenda for the special meeting on May 25, 2011 to look at the proposal. Meeting adjourned at 8:36 PM Promotional Coordinating Committee Minutes Wednesday, May 25, 2011 5:30 pm City Hall -Council Hearing Room DRAFT CALL TO ORDER: Vice-Chair Dusty Davis 5:30 pm PRESENT: LeMieux, Palazzo, Cox STAFF PRESENT: Michael Codron, Assistant City Manager PUBLIC COMMENT There was no public comment on items not on the agenda. BUSINESS ITEMS 1. GRANTS-IN-AID 2011-12 M. Codron provided the Committee with an agenda report describing the GIA process and committee member J. Lemieux discussed the GIA subcommittee recommendation. Vice Chair D. Davis then read through the list of recommendations and asked the pUblic to comment: Most attending organizations voiced their appreciation for the recommended funding. Several representatives asked for clarification on the new process to reduce funding over time for organizations that have received funding and have not made changes to the events in order to grow and attract new audiences. Commissioner J. Lemieux described the purpose behind the process of reduced funding over time and reiterated that the purpose of the grant is to help an event to establish itself, but not to carry it indefinitely. Once it is well-established, it should be able to stand on its own. This approach will allow funding and seed money for new events and diversity in the events that are supported. Commissioner S. Pallazo reiterated the Council's desire and direction to see new events and organizations being supported. Committee Member J. Lemieux indicated that the guidelines for the new process will be clarified and that she will work with staff to establish a new list of criteria to be approved by Council. ACTION: Moved by Palazzo/Cox to recommend approval of the 2011-12 GIA funding levels as presented. Motion carried 4:0 2. EVENTS PROMOTION BROCHURE Vice Chair D. Davis introduced the item and Mary Verdin passed around the examples of the front cover for consideration by the Committee. She described the pricing difference between 12 and 16 pages and mentioned that there is plenty of content to fill 16 pages. 16 pages also offer economies of scale from $6/page to $5/page and will allow for a lot more pictures in the brochure. Vice Chair D. Davis asked for clarification on the available funding. Committee Member D. Cox said that a half-day facilitator should cost less than $1,000. ACTION: Moved by Palazzo/Cox to recommend approval of $6,000 to increase the Summer/Fall events promotion brochure from 8 to 16 pages. Motion carried 4:0 ACTION: Moved by Palazzo/Cox to utilize the originally presented cover for the Summer/Fall events promotion brochure. Motion carried 4:0 3. COMMUNICATIONS PLAN AND INCENTIVE PROGRAM Committee Member Cox reported on the subcommittee discussion to update the current SWOT / PEST analysis and to establish a communication plan. The subcommittee members recommended hiring a facilitator for a half-day session with the goal to develop a marketing and communications plan that is cohesive with the TBID's efforts, so that both advisory bodies are working in the same direction. ACTION: Moved by LeMieux/Cox to determine a date for the retreat and hire a facilitator within budget, to develop the new communication plan. Motion carried 4:0 ACTION: Moved by LeMieux/Cox to recommend approval of month-to-month agreement with Verdin Marketing Ink for ShopSLO I DineSLO and the Chamber of Commerce for PR services until the new program is concluded. Motion carried 4:0 Meeting adjourned at 6:37 PM Joint Events Promotion Task Force Minutes Monday, May 31, 2011 • 4:00 pm Council Hearing Room -City Hall DRAFT CALL TO ORDER: Chair Dean Hutton PRESENT: LeMieux STAFF PRESENT: Brigitte Elke BUSINESS ITEMS 1. REMNANTS OF THE PAST Judy Watkins, the founder of the vintage show "Remnants of the Past", introduced the show to the commissioners. The show started in 2008 as a one-day show and quickly grew from 250 attendees and 13 vendors to 1,100 attendees in April 2011. Thus far the show was held at the Dana Adobe in Nipomo, but has outgrown the venue. Therefore the fall 2011 show will take place at the Alex Madonna Expo Center with an expected attendance of 2,500 people for a now 2-day event showcasing 100 vendors. Some additional facts: the show was voted the best vintage show in the US by Romantic Getaway target audience is women age 30 to 40 10% of proceeds go to charity -The Women's Shelter will be the beneficiary of the fall show The show will take place twice a year in April and October The show is scheduled for October 7,2011 which is the weekend after Savor and one week prior to the GranFondo. Entrance fee is $8.00 The organizers want to partner with the City for the upcoming and any future shows as 50% of the people attending are from out-of-the area. This percentage is expected to grow with the accolades received in national media. Vintage shows currently have a very dedicated following and people are willing to travel to find the perfect vintage piece. Their funding request is for $25,000 of which $18,000 will be used for direct marketing efforts. The additional $7,000 would be used as follow: 1) Allocate an additional $2,000 to Contract Help pre, during and post show to include entrance, crowd control and porters 2) Increase the Graphic Design & Production budget by $2,000 3) Allocate $3,000 in funds for Creative Direction, Viral and Social Media Management The meeting adjourned at 4:50 pm 1 SUNGARD PENTAMATION -FUND ACCOUNTING V4.1 PAGE NUMBER: DATE: 06/03/11 CITY OF SAN LUIS OBISPO EXPSTAll TIME: 14:20:18 EXPENDITURE STATUS REPORT SELECTION CRITERIA: expledgr.key orgn='11300' ACCOUNTING PERIOD: 12/11 - 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-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 1,697.00 .00 42,340.91 1,559.09 96.45 TOTAL SALARIES 43,900.00 1,697.00 .00 42,340.91 1,559.09 96.45 7040 RETIREMENT CONTRIBUTIONS 12,200.00 469.66 .00 11,748.65 451. 35 96.30 7041 RETIREMENT PARS -401 400.00 16.97 .00 423.40 -23.40 105.85 7042 HEALTH & DISABILITY INSU 5,100.00 210.15 .00 4,837.14 262.86 94.85 7043 RETIREE HEALTH CARE 700.00 .00 .00 .00 700.00 .00 7044 MEDICARE 600.00 26.48 .00 659.06 -59.06 109.84 7046 UNEMPLOYMENT INSURANCE 200.00 6.79 .00 169.42 30.58 84.71 TOTAL BENEFITS 19,200.00 730.05 .00 17,837.67 1,362.33 92.90 TOTAL STAFFING 63,100.00 2,427.05 .00 60,178.58 2,921.42 95.37 7227 CONTRACT SERVICES 130,015.76 .00 33,268.64 90,563.50 6,183.62 95.24 7337 PROMOTION & PUBLIC REL 103,300.00 .00 7,202.19 93,547.81 2,550.00 97.53 7339 CHAMBER & VIS & CONF BUR 103,500.00 .00 6,375.00 74,625.00 22,500.00 78.26 TOTAL SUBTOTAL 336,815.76 .00 46,845.83 258,736.31 31,233.62 90.73 TOTAL CONTRACT SERVICES 336,815.76 .00 46,845.83 258,736.31 31,233.62 90.73 7455 COMMISSION & COMM MTGS 500.00 .00 .00 169.69 330.31 33.94 TOTAL TRAVEL. MEETINGS & DUES 500.00 .00 .00 169.69 330.31 33.94 TOTAL OTHER OPERATING EXPEND 500.00 .00 .00 169.69 330.31 33.94 TOTAL COMMUNITY PROMOTION 400,415.76 2,427.05 46,845.83 319,084.58 34,485.35 91.39 TOTAL ADMINISTRATION 400,415.76 2,427.05 46,845.83 319,084.58 34,485.35 91.39 TOTAL GENERAL FUND 400,415.76 2,427.05 46,845.83 319,084.58 34,485.35 91.39 TOTAL REPORT 400,415.76 2,427.05 46,845.83 319,084.58 34,485.35 91. 39