HomeMy WebLinkAbout11-10-2010 PCC Agenda PacketAgenda
Promotional Coordinating Committee
City of San Luis Obispo
Wednesday, November 10, 2010
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.1 Minutes of the Meeting of October 13, 2010 & Special Meeting October 20, 2010
C.2 TOT Report (to be distributed at meeting)
C.3 Community Promotions Budget Report
C.4 ShopSLO/DineSLO Report (under separate cover)
C.s Events Promotion Report (under separate cover)
C.6. 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
I PRESENTA nONS
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 PCC when necessary regarding contract fulfillment.
1. CONTRACTORS REPORTS 15 min
The Chamber of Commerce and Verdin Marketing will give a quarterly overview.
IBUSINESS ITEMS
1. SAVOR THE CENTRAL COAST 2011 15 min
The committee will review the event's 2010 data and economic impact and review possible
support of the 2011 event.
2. WAYFINDING SIGN PROJECT
Staff will give an overview from the first meeting.
15 min
3. EVENTS PROMOTION RFP RESPONSE 40 min
The two agencies will present their proposal based on the revised scope and objective.
IPCC LIAISON REPORTS
1. GIA UPDATE LIAISON REPORT 5 min
2. MARKETING SUBCOMMITTEE REPORT 5 min
3. TBID BOARD REPORT 5 min
I PCC COMMUNICAnONS
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.
Ad.journ.
Promotional Coordinating Committee
Minutes
Wednesday, October 13, 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, Conner, Davis, Palazzo
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
There was no public comment.
CONSENT AGENDA
ACTION: Moved by Conner/Babb to approve consent agenda as presented.
Motion carried 7:0
PRESENTATIONS
1. CONTRACTORS REPORTS
Ashley Akers gave an update for ShopSLO I Dine SLO (SSDS) campaign in the first "fiscal quarter.
Currently the agency is running a community awareness campaign concentrating on merchant sign
up. Plans for Q4 with budget of $15,000 concentrate on the holiday campaign utilizing media rrlix
including social media and an opt-in text campaign to win a free IPod Nano. Tent cards will be
handed out to restaurants with details on the campaign. In order to further nurture merchant
activation, they plan an email blast, a merchant night and a "Feet on the Street" day. The SSDS
landing page is now active under www.shopslodineslo.org.
Lindsey Miller with the Chamber of Con"lmerce reported on the Events/PR contract. She presented
various articles that were placed over the past quarter, as well as various articles that are in progress.
She is still working with the GIA groups as well as with bigger events groups to actively promote the
events. The City brochure is now available at the Pisn10 Welcome Center and Visitors Guides were
sent to the State Sustainability Conference. The new tear-off map is in redesign and she will return
with cost at the next meeting. The SLO Winter events poster will be released as soon as the Straight
Down Golf tournament is added. She also presented the TBID's concierge program "MySLO" as 12
people are currently registered for the October training.
2. CITY ECONOMIC DEVELOPMENT
Claire Clark, ECOnOrTlic Development Manager, presented the City's Economic Development
program, how the 2009-11 Major City goal was coming along. Claire went over her work program, the
various roles she plays, the collaboration with various organizations, and more specifically talked
about her collaboration with the Chanlber of COrTlmerce.
Ermina Karim, Vice President of the Chamber of Commerce, presented the first quarter report for the
economic development contract. She went over the goal and objective of the contract and the topics
that will be addressed on the website. She elaborated on the work accomplished in the first quarter
which was research, data gathering, and interviewing other communities around the country. She
showed several sites that were reviewed in preparation and what she has learned. The plan is to
prominently place the site on the Chamber homepage as well as the City's. She then went over the
schedule which sees the site built out by June 2011. She will continue to give the quarterly report to
the committee for feedback.
3. HISTORICAL PODCASTS
Kimberly Timbs, Executive Director of the Museum of History, presented the current PR outreach
plan and part of the first tour that is being completed and ready by end of October. At this point the
tour length is about 30 minutes which will probably be a one-hour walking tour. She also presented
the VI P/Media tour plans for November 5th in order to go live with the first pod cast on November 11 th.
BUSINESS ITEMS
1.2011-13 GOAL SETTING
The committee elaborated on cab service, but left the other goals consistent.
Action Moved by Conner/Fidler to forward goals as amended for cab service.
Motion carried 7:0
2. RFP REVIEW -CONTRACTORS' PRESENTATION
The committee had invited the two agencies that responded to the events promotion RFP and heard
their proposal presentation. Barnett Cox and Associates presented first, followed by Verdin Marketing
Ink. After their presentations, both agencies left to leave the committee to its deliberation. The
commissioners discussed both proposals and their components and compared them to the objective
set forth. Neither of the proposals was chosen as some components fit the objectives and others
were not convincing enough. The committee decided to call a special meeting to further discuss and
give the commissioners time to digest the presented material. The meeting will be scheduled for
October 20, 2010 at 5:30 in City Hall. Staff is to release an agenda and make the meeting public
according to special meeting requirements.
Action: Moved Palazzo/LeMieux to continue the item to a special meeting on October 20, 2010
at 5:30 pm to further discuss.
Motion carried 7:0
PCC LIAISON REPORTS
Commissioner LeMieux reported that the Cuesta College Writers' Conference was great success.
Staff informed the committee that the City Manager approved a carry-over from 2009-10 in the
amount of $15,000 bringing the new balance available for Events Promotion to $32,000.
Meeting adjourned at 8: 15 pm
-----------•.. _ --_. . --------------_ -_..•....•
Promotional Coordinating Committee
Minutes -Special Meeting
Wednesday, October 20, 2010
5:30 pm
City Hall
Human Resources Conference Room DRAFT
990 Palm Street
CALL TO ORDER: Chair Marco Rizzo 5:30 pm
PRESENT: Babb, Davis, Palazzo, Fidler
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
Scott Morrell from Barnett Cox came to thank the committee for the opportunity to present his
agency's proposal. He appreciated that the committee called a special meeting to further discuss
instead of quickly decide at the regular meeting.
BUSINESS ITEMS
1. RFP REVIEW -EVENTS PROMOTION continued from October 13, 2010
Chair Rizzo started the meeting reiterating the conclusion reached at the meeting on October 13th
and the general sense of the committee members that the two proposals did not fit the original intent.
The committee then discussed the merit of both proposals allowing each member to voice his/her
take. The committee members agreed that they did not want to invest into another website and that
TV at the scale proposed was not effective during the initial phase of the campaign.
After in-depth discussion, the committee members asked staff to contact both applicants, so they
could revise their proposals to reflect the following objectives:
• Produce a lasting printed material
• Frequency: two to four-times/year
• Proposal must include research on events information to be used
• Needs to cover all categories / sport / culture / recreation etc.
• Countywide distribution
Action: Moved Palazzo/Fidler to contact both agencies and ask them to revise the scope of
work and return with recommendations during the November regular meeting.
Motion carried 5:0
SUNGARD PENTAMATION -FUND ACCOUNTING V4.1 PAGE NUMBER: 1
DATE: 11/04/10 CITY OF SAN LUIS OBISPO EXPSTA11
TIME: 18:19:02 EXPENDITURE STATUS REPORT
SELECTION CRITERIA: expledgr.key orgn='11300'
ACCOUNTING PERIOD: 5/11 -
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 2ND SUBTOTAL-701 SALARIES
DEPARTMENT-1000 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 16,885.98 27,014.02 38.46
TOTAL SALARIES 43,900.00 1,697.00 .00 16,885.98 27,014.02 38.46
7040 RETIREMENT CONTRIBUTIONS 12,200.00 469.66 .00 4,674.53 7,525.47 38.32
7041 RETIREMENT PARS -401 400.00 16.97 .00 168.84 231.16 42.21
7042 HEALTH & DISABILITY INSU 5,100.00 210.52 .00 1,894.73 3,205.27 37.15
7043 RETIREE HEALTH CARE 700.00 .00 .00 .00 700.00 .00
7044 MEDICARE 600.00 26.68 .00 263.31 336.69 43.89
7046 UNEMPLOYMENT INSURANCE 200.00 6.80 .00 67.57 132.43 33.79
TOTAL BENEFITS 19,200.00 730.63 .00 7,068.98 12,131.02 36.82
TOTAL STAFFING 63,100.00 2,427.63 .00 23,954.96 39,145.04 37.96
7227 CONTRACT SERVICES 130,015.76 .00 26,565.83 40,448.56 63,001.37 51. 54
7337 PROMOTION & PUBLIC REL 103,300.00 .00 52,501.00 17,499.00 33,300.00 67.76
7339 CHAMBER & VIS & CONF BUR 103,500.00 .00 57,375.00 19,125.00 27,000.00 73.91
TOTAL SUBTOTAL 336,815.76 .00 136,441.83 77,072.56 123,301.37 63.39
TOTAL CONTRACT SERVICES 336,815.76 .00 136,441.83 77,072.56 123,301.37 63.39
7455 COMMISSION & COMM MTGS 500.00 .00 .00 23.12 476.88 4.62
TOTAL TRAVEL. MEETINGS & DUES 500.00 .00 .00 23.12 476.88 4.62
TOTAL OTHER OPERATING EXPEND 500.00 .00 .00 23.12 476.88 4.62
TOTAL COMMUNITY PROMOTION 400,415.76 2,427.63 136,441.83 101,050.64 162,923.29 59.31
TOTAL ADMINISTRATION 400,415.76 2,427.63 136,441.83 101,050.64 162,923.29 59.31
TOTAL GENERAL FUND 400,415.76 2,427.63 136,441.83 101,050.64 162,923.29 59.31
TOTAL REPORT 400,415.76 2,427.63 136,441.83 101,050.64 162,923.29 59.31