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HomeMy WebLinkAbout02-08-2012 PCC Agenda Packet - Special Meeting1 Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, February 8, 2012 5:00 p.m. Special Meeting Council Chamber 990 Palm Street Grants-in-Aid Process 2012-13 The pee will provide information regarding the upcoming grant application process. All applicants are required to sign in on the provided sign-in sheets. I 5:30 p.m. Regular Meeting Council Hearing Room 1 990 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 PUBLIC COMMENT: Each speaker is limited to three minutes of public comment ICONSENT ITEMS C.l Minutes of the Meeting of January 11, 2012 C.2 TOT Report (to be distributed at meeting) C.3 Community Promotions Budget Report C.s Public Relations Report C.6 Events Promotion Report C.7 Visitors Center Report 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 PCC when necessary regarding contract fulfillment. IBUSINESS ITEMS 1. DIRECTIONAL WAYFINDING SIGNS 15 min The committee will receive an update on the current project and discuss the possibility to involve the TBID financially. Update report as Attachment 1 2. BUDGET & COMMUNITY PROMOTIONS PROGRAM 2012113 30 min The committee will receive a report and recommendation from its task force. 3. EVENTS PROMOTION -Attachment 2 20 min The subcommittee members will report on the joint-subcommittee meeting and submit funding recommendations for the events presented at the last meeting. IPCC LIAISON REPORTS 1. GIA UPDATE -LIAISON REPORT 5 min 2. TBID BOARD REPORT -Attachment 3 -TBID December Minutes I FCC COMMUNICATIONS 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 Meeting Minutes Wednesday, January 11, 2012 5:30 pm City Hall -Council Hearing Room CALL TO ORDER: 5:30 pm Committee Chair Marco Rizzo PRESENT: Fidler, Palazzo, LeMieux, Cox STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment CONSENT AGENDA ACTION: Moved by Palazzo/LeMieux to approve the minutes from December 14, 2011 as presented. Motion carried 5:0 PRESENTATIONS 1. CONTRACTOR REPORTS Lindsey Miller, Marketing Director for the Chamber of Commerce, reported on the past quarter efforts including events promotion efforts for GIA recipients, the monthly events listing, PR efforts (LA Parent, Beer West, Smart Money, Frommer's) and Cal Poly's Homecoming event. She also reported on the contracts with the TBID which include the hotel boards and the MySLO concierge training. Ashley Ackers, Vice-President for Verdin, gave the update on the brochure. It was distributed on December 29, 2011 and is now live on www.slocity.org/events. She also reported that the ad campaigns will begin in January driving people to the website and the Facebook page. The committee requested that she verify with Issuu that the c1ick-throughs from the online brochure to the events can be tracked. BUSINESS ITEMS 1. GIA -FINAL REVIEW AND PROCESS APPROVAL After review of the application, the committee decided to eliminate 810 (e) which stipulated that the grant cannot be used for web and graphic design. The committee desires to keep this option open as it is an integral part of today's marketing and advertising efforts. ACTION: Moved by Cox/Fidler to approve the application document and GIA timeline for 2012­ 13 with the elimination of 810 (e). Motion carried 5:0 2. BUDGET REVIEW AND GUIDANCE TO TASK FORCE The committee elected Committee Chair M. Rizzo and commissioners M. Fidler and D. Cox to serve on the task force. The committee wanted the task force to critically review the merit of the current trolley funding. Additionally, continued funding for the directional wayfinding program should be considered. Discussion on the directional wayfinding project should be scheduled for the February meeting to discuss financial participation from the T8ID. COMMITTEE COMMUNICATION Commissioner J. LeMieux reported that she is in frequent contact with the Writers' Conference regarding the expenditure of GIA funding and new ideas regarding collaboration between events. Meeting adjourned at 6:27 pm 1 SUNGARD PENTAMATION -FUND ACCOUNTING V4.1 PAGE NUMBER: DATE: 02/01/12 CITY OF SAN LUIS OBISPO EXPSTA11 TIME: 14:19:52 EXPENDITURE STATUS REPORT SELECTION CRITERIA: exp1edgr.key orgn~'11300' ACCOUNTING PERIOD: 8/12 - 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 44,100.00 .00 .00 25,454.92 18,645.08 57.72 TOTAL SALARIES 44,100.00 .00 .00 25,454.92 18,645.08 57.72 7040 RETIREMENT CONTRIBUTIONS 14,300.00 .00 .00 8,102.22 6,197.78 56.66 7041 RETIREMENT PARS -401 400.00 .00 .00 254.58 145.42 63.65 7042 HEALTH & DISABILITY INSU 5,000.00 .00 .00 2,942.03 2,057.97 58.84 7043 RETIREE HEALTHCARE 700.00 .00 .00 .00 700.00 .00 7044 MEDICARE 700.00 .00 .00 394.62 305.38 56.37 7046 UNEMPLOYMENT INSURANCE 200.00 .00 .00 101.86 98.14 50.93 TOTAL BENEFITS 21,300.00 .00 .00 11,795.31 9,504.69 55.38 TOTAL STAFFING 65,400.00 .00 .00 37,250.23 28,149.77 56.96 7227 CONTRACT SERVICES 7,258.69 .00 3,050.60 18,933.96 -14,725.87 302.87 7237 GRANTS-IN-AID 100,000.00 .00 2,600.00 89,337.12 8,062.88 91.94 7337 PROMOTION & PUBLIC REL 182,500.00 .00 57,888.50 26,616.38 97,995.12 46.30 7339 CHAMBER & VIS & CONF BUR 76,500.00 .00 38,250.00 38,250.00 .00 100.00 TOTAL SUBTOTAL 366,258.69 .00 101,789.10 173,137.46 91,332.13 75.06 TOTAL CONTRACT SERVICES 366,258.69 .00 101,789.10 173,137.46 91,332.13 75.06 7455 COMMISSION & COMM MTGS 500.00 .00 .00 .00 500.00 .00 7529 PROFESSIONAL CONFERENCES 2,000.00 .00 .00 100.00 1,900.00 5.00 TOTAL TRAVEL. MEETINGS & DUES 2,500.00 .00 .00 100.00 2,400.00 4.00 TOTAL OTHER OPERATING EXPEND 2,500.00 .00 .00 100.00 2,400.00 4.00 TOTAL COMMUNITY PROMOTION 434,158.69 .00 101,789.10 210,487.69 121,881. 90 71.93 TOTAL ADMINISTRATION 434,158.69 .00 101,789.10 210,487.69 121,881. 90 71.93 TOTAL GENERAL FUND 434,158.69 .00 101,789.10 210,487.69 121,881.90 71. 93 TOTAL REPORT 434,158.69 .00 101,789.10 210,487.69 121,881. 90 71.93 I San Luis Obispo " Chamber of Commerce Report to City of SLO-PCC Committee In-County Public Relations & Event Promotions Contract January 2012 1-Manage local public relations efforts for San Luis Obispo Events Worked with event groups on PR and social media, groups inc1uded-Jewish Film Festival, Restaurant Month, Culinary Carnival, SLO Symphony, Festival Mozaic-Winter Mezzo & Film Festival. Continue to promote ongoing events-Art After Dark, Cal Poly Arts, Farmer's Market. 2-Respond to media requests that Contract receives seeking information about the City of San Luis Obispo Responded to request from Rock Shrimp Productions, Bobby Flay's production company, inquiring about potential local business that would fit into their model for new reality show. Reality show is about ordinary people breaking into the restaurant business with no culinary background. Put out feelers and working with a few potential fits. Followed up with Frommer's Travel Guide editor after trip. Assisted VIA Magazine photographer with shoot in A vila. 3-Continue to represent "San Luis Obispo Tourism" at two events a year-Cal Poly Homecoming and Cal Poly Open House Have reach out to Cal Poly Open House, will be meeting with them. I Sail I ,uis Ohispo Chan1ber oj Corr)J)1erce Visitor Services Contact Report January 2012 Highlights from January in the Visitor Center: • Sold Tickets for Monday Club's Sip & Taste SLO events promoted through Visitor Center: • Promoted Restaurant Month • Promoted Art After Dark • Promoted Jewish Film Festival • Promoted Friends of Prado Day Center's Culinary Carnival • Promoted Festival Moziac's Winter Mezzo Series Monthly Visitor Center Interactions: Ianuary 2012 December 2011 Ianuary 2011 Visitors in center: 4,823 3,981 5,172 Phone calls: 663 695 975 Emails: 117 102 152 Calendar of Events: Events entered into calendar this month: 84 Events in the January calendar: 92 Promotional Product Sales: Visitor Guides: 23 City Maps: 60 Promotional Product Giveaways: Total Number: 100 Visitors Guide Groups: International Film Festival ATTACHMENT 1 Status Report -Directional Signage Program -February 2012 Staff: Bridget Fraser, Senior Engineer Public Works Since we have never done a project like this before we are learning as we go. Based on my best guess of how the process will work here is my current schedule: 1. RRM has been working to refine the location map based on the approved destination list. Debbie (RRM) indicated she would have this to me any day now. RRM will be done with their contract at this point and any remaining work on the project will be done in house (me). 2. Between now and June, I will be going through the process (RFP process) of soliciting, selecting and hiring a Sign Fabricator. Once the Sign Fabricator is hired I will have actual costs for the various sign types and lead times for fabrication and will only lack installation costs. 3. In June, once I have the fabricator's real costs for each sign type, I will begin preparing a final phasing plan to determine how many and which signs to install with the current available budget. (I may want to get some feedback from PCC at this point once I develop the phasing plan a little more) 4. From June through September, I'm scheduled to prepare and gain approval for a bid document to hire a licensed Installation Contractor for installation of the first phase of signs. 5. October through December, I will advertise and award the installation contract. 6. Installation begins January 2013 I know it seems like a long time before we get any signs installed but I think the schedule is conservative and based on a traditional bidding process for installation which can be very lengthy with all the approvals, etc. I hope that it will all move along quicker but I just can't guarantee it. I might try first putting out a minor installation contract ($7,500 max) to see how many signs can be installed for that price before putting together a larger bid document. At least it will appear we are getting some of the signs in sooner and it will give us a chance to also tweak the fabrication and/or installation process before we lock ourselves into a larger installation contract. Regarding costs, last summer we asked two sign fabricators for some costs for budgetary use and they varied considerably. (They don't typically put much effort into the cost estimate until it is a real bid or quote.) They were higher than our cost assumption that I provided last March. Since we asked for budgetary numbers I hope that they are also on the conservative side and we will see actual costs come down when competitively bid. Attached is a spreadsheet reflecting the numbers received. I will have real actual hard fabrication costs in June if the PCC can hold off until then ......? ATTACHMENT 2 Joint Events Promotion Task Force Minutes Monday, January 30, 2012 -3:00 pm Council Hearing Room -City Hall DRAFT CALL TO ORDER: Chair Dean Hutton Committee Members: Conner, Fidler, LeMieux, Cox, Koper Staff Liaison: Brigitte Elke The joint-events subcommittee met to receive presentations and funding requests from four different events. Two had previously been supported and two events were new to San Luis Obispo or an inaugural. 1. Concours D'Elegance Though the Concours has been an annual fundraiser for Hospice of San Luis Obispo County, it will take place for the first time in San Luis Obispo at Madonna Meadows. It is scheduled for June 1 through 3, 2012 and will be a three-day event for the first time. The organizers are looking for assistance for advertising and professional services. The subcommittee members recommend supporting the event at $25,000 to cover the proposed advertising budget. They have not determined yet what portion will be paid by the TBID and the PCC as the TBID wants to revisit its budget before committing. 2. Remnants of the Past The organizers returned before the subcommittee to ask for support for the two 2012 shows now scheduled for June 2 & 3, and October 20 & 21, 2012. They hope to grow the event from 3,000 to 4,500 attendees with the special guests already confirmed and national PR coverage appearing between January and May. The subcommittee recommends the following support: June 2012 $20,000 TBID $5,000 PCC October 2012 $15,000 TBID $5,000 PCC 3. Mud Mash 2012 All Out Events approached the subcommittee to provide a report for the 2011 Mud Mash and to ask support for the 2012 event. The TBID subcommittee members were not supportive of the event as they did not think it successful for out-of-town draw. The PCC members were not convinced that this was an event to support given the budgetary limits. 4. SLO Jazz Festival Scott Andrews returned to report the confirmed dates for the inaugural event that will happen during the same weekend as Savor The Central Coast. The subcommittee members were ATIACHMENT2 excited about the opportunity to start a Jazz Festival in San Luis Obispo. They believe it to be an event that warrants a $25,000 support. However, they want to meet with the ves and Scott to evaluate whether the Festival could be integrated into Savor as the main Saturday evening event in SLO. Staff is to coordinate date and time for a meeting.