HomeMy WebLinkAbout01-11-2012 PCC Agenda PacketAgenda
ProDlotional Coordinating Committee
City of San Luis Obispo
Wednesday, January 11, 2012
5:30 p.m. Regular Meeting Council Hearing Room
990 Palm Street
The Coals 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
Cl Minutes of the Meeting of December 14, 2011
C2 TOT Report (to be distributed at meeting)
C3 Community Promotions Budget Report
CS Public Relations Report
C6 Events Promotion Report
C7 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 pee when necessary regarding contract fulfillment.
1. CONTRACTORS REPORTS 20 min
Verdin Marketing and the Chamber of Commerce will give the past quarter report.
IBUSINESS ITEMS
1. GIA -FINAL REVIEW & PROCESS APPROVAL 20 min
The committee will give final approval to the GIA application form and 2012-13 grant
cycle deadlines. Application provided under separate cover.
2. BUDGET REVIEW AND GUIDANCE TO SUBCOMMITTEE 30 min
The committee will review the 2011-12 and 2012-13 budget allocation and give
guidance the marketing subcommittee for programmatic recommendations for 2012-13.
(Attachment 1)
IPCC LIAISON REPORTS
1. GIA UPDATE -LIAISON REPORT 5 min
2. TBID BOARD REPORT -Attachment 3 -TBID December Minutes
IPeC 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, December 14, 2011
5:30 pm
City Hall -Council Hearing Room
CALL TO ORDER: 5:30 pm Committee Chair Marco Rizzo
PRESENT: Fidler, Palazzo, LeMieux, Cox, Billing
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
There was no public comment
CONSENT AGENDA
ACTION: Moved by Cox/Billing to approve the minutes from November 16, 2011 as presented.
Motion carried 6:0
PRESENTATIONS
1. CONTRACTOR REPORTS
Lindsey Miller, Marketing Director for the Chamber of Commerce, reported on the Visitors Center
contract and the events and Public Relations efforts. She emphasized the work with the GIA
recipients, various PR placements, and media visits to the area.
Ashley Ackers, Vice-President for Verdin, presented the final draft of the events brochure and the
post-it note that will be placed on the Tribune when the brochure is distributed on December 29,
2011.
BUSINESS ITEMS
1. PR & EVENTS PROMOTION CONTRACT
At its July 5, 2011 regular meeting, the City Council approved the Community Promotions budget that
allowed the contract with the Chamber of Commerce for PR and events services to continue on a
month-to-month basis. The PCC had recommended this approach until the commission determined a
new program. Given the date and the discussion still needed, the committee discussed whether to
enter into a contractual obligation for the remainder of the fiscal year while it continues to define the
overall program. It would allow for a new approach starting 2012-13 that might require the release of
a RFP for these types of services. One of the questions contemplated was whether the support for
GIA recipients was really a good use of time and contract funding.
ACTION: Moved by Palazzo/Billing to recommend a contract for the Chamber services and
readd ress for 2012-13 as new program is being established.
Motion carried 5:0
The committee chair abstained due to his serving on the Chamber board.
2. EVENTS PROMOTION & GRANTS-IN-AID APPROACH
Staff introduced the item and reiterated the discussion previously held at the task force level. The
discussion concentrated on the Grants-in-Aid program as the release of the application is usually
scheduled for February. After in-depth discussion, the committee decided to leave the GIA application
as is and appointed commissioners Fidler and Cox to serve on a task force to further define the
events promotion approach. Staff is to proVide an overview on budget in the January meeting.
No liaison updates were given.
Meeting adjourned at 7:01 pm
1 SUNGARD PENTAMATION -FUND ACCOUNTING V4.1 PAGE NUMBER:
DATE: 01/06/12 CITY OF SAN LUIS OBISPO EXPSTA11
TIME: 08:23:01 EXPENDITURE STATUS REPORT
SELECTION CRITERIA: exp1edgr.key orgn='11300'
ACCOUNTING PERIOD: 7/12 -
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 22,060.93 22,039.07 50.02
TOTAL SALARIES 44,100.00 .00 .00 22,060.93 22,039.07 50.02
7040 RETIREMENT CONTRIBUTIONS 14,300.00 .00 .00 7,180.27 7,119.73 50.21
7041 RETIREMENT PARS -401 400.00 .00 .00 220.64 179.36 55.16
7042 HEALTH & DISABILITY INSU 5,000.00 .00 .00 2,521.73 2,478.27 50.43
7043 RETIREE HEALTHCARE 700.00 .00 .00 .00 700.00 .00
7044 MEDICARE 700.00 .00 .00 342.03 357.97 48.86
7046 UNEMPLOYMENT INSURANCE 200.00 .00 .00 88.28 111.72 44.14
TOTAL BENEFITS 21,300.00 .00 .00 10,352.95 10,947.05 48.61
TOTAL STAFFING 65,400.00 .00 .00 32,413.88 32,986.12 49.56
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 90,075.87 7,324.13 92.68
7337 PROMOTION & PUBLIC REL 182,500.00 6,111.50 57,888.50 23,283.38 101,328.12 44.48
7339 CHAMBER & VIS & CONF BUR 76,500.00 .00 44,625.00 31,875.00 .00 100.00
TOTAL SUBTOTAL 366,258.69 6,111.50 108,164.10 164,168.21 93,926.38 74.36
TOTAL CONTRACT SERVICES 366,258.69 6,111.50 108,164.10 164,168.21 93,926.38 74.36
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 OPEPATING EXPEND 2,500.00 .00 .00 100.00 2,400.00 4.00
TOTAL COMMUNITY PROMOTION 434,158.69 6,111.50 108,164.10 196,682.09 129,312.50 70.22
TOTAL ADMINISTRATION 434,158.69 6,111.50 108,164.10 196,682.09 129,312.50 70.22
TOTAL GENERAL FUND 434,158.69 6,111.50 108,164.10 196,682.09 129,312.50 70.22
TOTAL REPORT 434,158.69 6,111.50 108,164.10 196,682.09 129,312.50 70.22
I San Luis Obispo
" Chamber of Commerce
Report to City of SLO-PCC Committee
In-County Public Relations & Event Promotions Contract
December 2011
1-Manage local public relations efforts for San Luis Obispo Events
Worked with event groups on PR and social media, groups included-Jewish
Film Festival and Mission Prep Christmas Classic. Wrote releases for both
groups and distributed to media. Sent out social media postings. Provided
visitor materials for MPCC.
Working now on promoting January's restaurant month, Culinary Carnival &
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
Beer West Magazine article attached.
Hosted travel editor from Frommer's Travel Guides. The new editor for the
California guidebook was in SLO for two days. We toured the wine country and
stopped at Edna Valley Vineyard and Baileyana. Later visited the Railroad
District-checking out the 'out of downtown'-with MEZE Cafe and Cafe Roma.
The next day he visited BlackHorse Coffee, Novo and checked out the historical
videopod cast.
Responded to media request and fielded questions from writer for MSN doing a
story on the Motel Inn.
3-Continue to represent "San Luis Obispo Tourism" at two events a year-Cal
Poly Homecoming and Cal Poly Open House
Will set meeting with Open House for after the first of the year.
THE LIST
!INDULGEI
•above: overlooking
WhIstler Village, B.C.
!CHEAP DATE I
u t
E
E o u
'0
Z
E o
~
U
o
~ .c o
:;
..J
C o
UJ
lJ
C r.
THE BROAD STREET CREEKSIDE BREWING SUNSET DRIVE-IN SLO BREW LAGUNA LAKE PARK E
GIANT GRINDER II $3 pints II $7 tickets II $3 pints II free £
'5
II $10 sandwich creeksidebrewing. com sanluisobispo.com slobrewingco.com cityoffullerton.com .c
2
giantgnnderslo.com
805.5436700
805.542.9804 805.544.4475 805543.1843 o o >
12 beerwestmag.cnm winter:X;J:;
J
i n:i~
Events Brochure Report -December
Status update:
The January -June 2012 events brochure was completed on 12/15/11 and was
printed and distributed through the Tribune on Thursday 12/29/11. The digital brochure
was created on 12/26/11 and was coded and sent to the city web manager which in
turn was uploaded to the city website and live on 12/28/11. Below is the bUdget
breakdown for the project:
Brochure
Planning, event coordination, design $14,000
Printing and distribution $32,000
Digital Brochure
Coordination with city website, design $3,000
Advertising
Post it note $2,183
Facebook ads $3,500
SanLuisObispo.com $3,000
SLO Chamber ad package $4,150
Ad production, coordination, media planning $1,150
Social Media
Facebook page creation and brochure tab $1,000
Total $64,000
Advertising
The Jan-Jun post it note printed and distributed the day the brochure was inserted on
the front page of the Tribune. Our advertising media buy will begin 1/6/11. Below is a
sample of our ad. This will be for the chamber kiosk.
SLO
Social Media
In December we created the SLO Happenings Facebook page and began engaging
with our audience by adding the December events from the previous brochure. This
helped build awareness and a new fan base bringing our total "Likes" to 41. We are
currently working on uploading all the events from the 2012 brochure and will have the
digital brochure tab uploaded by 1/10/11.
FACEBOOK ACTIVI1Y
50
40 ~
30
20 +--------:~.~---___t
,0 +-----::",..~I:::....------__f
o *~~------"""""
Nov-" DEC-"
--.or-LIKES
15<111 I,u;, Obis]'u
Cf1drnber 01 ('omml'rCt'
Visitor Services Contact Report
December 2011
Highlights from December in the Visitor Center:
• Provided information about Holiday Parade and Santa's House
• Delivered city maps to SLO hotels
• Delivered 2012 Film Festival Brochures to all SLO hotels
• Continue to distribute City of SLO Events Brochure & HikeSLO postcard
SLO events promoted through Visitor Center:
• Promoted the Symphony Open House
• Promoting all Performing Arts Center upcoming events
• Helped promote the Holiday Parade, Santa's House & the Carousel
• Provided information on many holiday related events
Monthly Visitor Center Interactions:
December 2011 November 2011 December 2010
Visitors in center: 3,981 4, 196 4,355
Phone calls: 695 610 961
Emails: 102 107 113
Calendar of Events:
Events entered into calendar this month: 63
Events in the December calendar: 110
Promotional Product Sales:
Visitor Guides: 24
City Maps: 120
Promotional Product Giveaways:
Total Number: 37
Groups: Elementary school kids project (2), Mission College Prep Christmas Classic
Promotional Coordinating Committee AT1ACHMEN11Budget Overview -January 2012
During the April 13, 2011 regular committee meeting of the PCC, the committee
motioned to ask the City Council to increase the 2011-13 budget by:
$25,000 for Direction Signage
$36,500 for full funding of the Visitors Center.
On April 19th , 2011, the City Council approved one-time funding of $25,000 for
the signage program and ongoing funding of $36,500 for the Visitors Center. This
change provides the Community Promotions program with the following funding
levels:
2011-12 $411,500
2011-13 $386,500
The current 2011-12 budget allocations are:
2011-12
-Directional Signage $ 50,000
-Visitors Center $ 76,500
-GIA $100,000
-Events Promotion* $ 50,000
-PR Chamber $ 40,000
-Events Brochure $ 64,000
-Support Cost ** $ 2,500
Total Expenditure $383,000
Remaining Budget $ 28,500
** GIA advertising of grant availability & other meeting costs as appropriate
* Events Promotion $50,000
SLO IFF $ 5,000
Remaining Budget $45,000
Tourism Business Improvement District Board ATTACHMENT J
Regular Meeting Minutes
Wednesday, December 14, 2011
2:00 pm
City Hall -Council Hearing Room
CALL TO ORDER: Board Chair Tim Billing
PRESENT: Koper, Pearce, Conner
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
There was no public comment
Consent Agenda
ACTION: Moved by Conner/Pearce to approve the consent agenda as presented
Motion carried 4:0
BUSINESS ITEMS
1. QUARTERLY REPORT BY CONTRACTORS
Ryan Allshouse and Rebecca Jensen presented the quarterly report for Level Studios. They gave an
overview on PR, email marketing, side projects, Rosetta's search & media, and website analytics.
Currently the newsletter is sent to 7,066 recipients. R. Jensen went over the media plan as it relates
to spikes in the spending. The campaign was designed to drop off with November and gear back up
in January.
R. Allshouse provided a cost breakdown for the upcoming tradeshow material and equipment
including the give-aways and new booth components. The board discussed the various elements and
decided that they were all essential for successful tradeshow presence.
ACTION: Moved by Conner/Koper to approve the tradeshow components and cost elements as
presented. Motion carried 4:0
R. Allshouse then presented the cost for the map and brochure as directed by the board during the
November meeting. In order to produce the quality product the board envisions, extra budget needed
to be allocated.
ATIACHMEN13
ACTION: Moved by Pearce/Conner to move forward with the map and brochure as presented
and allocate $30,000 to this effort. Motion carried 4:0
2. EVENTS PROMOTION
Task Force member John Conner presented the proposed program (attachment 1 to the agenda) and
elaborated on the process the task force undertook to establish the events promotion mission
statement and support level packages.
ACTION: Moved by Pearce/Koper to approve the mission statement and events promotion
program packages and future approach as presented Motion carried 4:0
3. EVENT SHUTTLES & TROLLEY SERVICE
Task Force member Clint Pearce presented the discussion, evaluation, and recommendation to the
board. Though the board appreciated the idea of a pilot program, it asked for the task force to
convene again to further discuss possible service to the west side. John Conner volunteered to serve
on the task force. Staff is to coordinate a meeting prior to the next board meeting.
4. SELECTION OF TRADESHOW DELEGATES
Only two hotel industry members had submitted to attend the leisure tradeshows in Los Angeles and
San Francisco. Therefore both, Pragna Patel and Michael Adams, were selected to represent the
TBID at those shows. Two more members had entered to attend Pow Wow and staff had prepared
name tags for the drawing. Lindsey Miller with the Chamber of Commerce did the honors and drew
Kim Wykoff and Michael Adams as the representatives for International Pow Wow in Los Angeles.
5. SURVEY RESULTS AND FUTURE VISION WORKSHOP
The board reviewed the date from the survey as provided under attachment 3 to the agenda. Though
several responded replied favorably regarding a possible vision workshop, the board determined that
there was no critical mass to organize such an event as only 12 people took the survey and only five
responded favorably toward such a meeting. However, the board asked staff to follow up on the
comment regarding current efforts for smaller hotels with an analysis of TOT and website matrix.
6. TOUR OF CAL POLY
The board determined that a "virtual tour" and presentation by Nelligan Sports would be more
appropriate. Staff is to coordinate with Ben Burke for the January or February board meeting.
Communication:
C. Pearce mentioned the progress to date at the Hampton Inn currently under construction at Calle
Joaquin. Staff added the planned number of rooms and the anticipated opening date which is
estimated in March/April.
Meeting adjourned at 3:35 pm