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HomeMy WebLinkAbout11-09-2011 PCC Agenda PacketAgenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, November 9,2011 5:30 p.m. Regular Meeting Council Hearing Room 990 Palm Street The Goals of the CJty of San Luis Obispo Promotional Coord mating 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 IAPPOINTMENTS 1. APPOINTMENT OF VICE-CHAIR 5 min Due to the resignation of Commissioner Davis, the committee will elect a new vice-chair. ICONSENT ITEMS C.1 Minutes of the Meeting of September 14, 2011 and October 26, 2011 Special Meeting 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 IPRESENTAnONS 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 20 min Verdin Marketing and the Chamber of Commerce will give the past quarter report. This will be the final report for ShopSLOIDineSLO. IBUSINESS ITEMS 1. EVENTS PROMOTION BROCHURE -Attachment 1 10 min The committee will continue its discussion from October 26, 2011 regarding a new events promotion approach and program. The contractor will present the revisions to the program as requested by the commissioners. 2. PR & EVENTS PROMOTION CONTRACT 20 min As this effort is currently on a month-to-month basis commissioned with the Chamber of Commerce, the committee will determine how to continue this element of the Community Promotions program. The workscope of the previous contract is provided as attachment 2. 3. GRANTS-IN-AID -SLO CAR FREE & PAC-Attachment 3 5 min The committee will look at a new proposal from SLO CarFree and the Performing Art Center for the use of the 2011-12 grant funding. 4. EVENTS PROMOTION & GRANTS-IN-AID APPROACH 45 min The committee will continue its definition of the new events promotion program with changes to CIA and a possible second application process for extended event support. The current CIA process and criteria are provided as attachment 4. IPCC LIAISON REPORTS 1. GIA UPDATE -LIAISON REPORT 5 min 2. TBID BOARD REPORT -Attachment 5 -TBID October Minutes IFCC 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. ADJOURN. Promotional Coordinating Committee Minutes Wednesday, September 14,2011 5:30 pm City Hall -Council Hearing Room CALL TO ORDER: 5:30 pm by Commissioner Fidler DRAFT PRESENT: Billing, Cox, Palazzo STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment APPOINTMENTS The committee had to elect an interim chair as two members including the committee chair were not present and the vice-chair had resigned from the committee in August. ACTION: Moved by Billing/Palazzo to elect Marilyn Fidler as interim chair. Motion carried 4:0 CONSENT AGENDA ACTION: Moved by Cox/Billing to approve the consent agenda as presented. Motion carried 4:0 PRESENTATIONS No presentations were made at the meeting as quarterly presentations were scheduled for October 2011. BUSINESS ITEMS 1. DIRECTIONAL SIGN PROGRAM -DESTINATION LIST Bridget Fraser, project manager with Public Works, presented the program as approved by the City's Architectural Review Committee. She went over the preliminary destination list and mentioned that the program will go before the City Council 011 October 18, 2011. ACTION: Moved by Cox/Billing to endorse the City's Way Finding program and destination list as presented. Motion carried 4:0 2. EVENTS PROMOTION Commissioner M. Fidler reported on the joint events committee meeting and the presentations received on August 29, 2011. Funding requests "from the SLO International Film Festival and the inaugural SLO Jazz Festival were considered. The committee did not make a recommendation for the Jazz Festival as there were several open questions the organizers needed to address. ACTION: Moved bv Cox/Billing to recommend allocating $5,000 to the Film Festival for marketing of the 2012 event. Motion carried 4:0 3. COMMUNICATION PLAN &RFP Commissioner M. Fidler reported on the last marketing subcommittee meeting and the change in direction the subcommittee is recommending. The new approach would concentrate on events promotion and look to refresh the Grants-in-Aid program, the current events approach in the joint­ events committee, and also define a better assessment of the economic impact and ROI. ACTION: Moved by Palazzo/Cox to establish a program that allocates funding to events promotions in a comprehensive manner by incorporating Grants-in-Aid, events promotion, print and electronic platforms, public relations efforts, and establishes clear metrics to gauge ROI. The communication plan originally envisioned will not be pursued. Motion carried 4:0 The committee then discussed the promotional elements currently commissioned under the Community Promotion's program. ACTION: Moved by Fidler/Palazzo to discontinue the current ShopSLOIDineSLO program that has been commissioned month-by-month since July 2011, by September 30, 2011. Motion carried 4:0 Meeting adjourned at 7:10 PM Promotional Coordinating Committee Special Meeting Minutes Wednesday, October 26, 2011 5:30 pm City Hall -Council Hearing Room CALL TO ORDER: 5:30 pm Committee Chair Marco Rizzo PRESENT: Fidler, Palazzo, LeMieux STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment 1. EVENTS BROCHURE Ashlee Akers with Verdin presented a new events promotion program for 2012 with two semi-annual print brochures now suggested at 16 pages each. The cost for the program was proposed at $64,000. Included in the proposal were the cost for the print brochure, web presence, and a social media and ad campaign. The commissioners discussed each program component with the contractor. Based on the limited number of visitors to the events website (4,100 in 8 months) and the fact that the City already owns two website, the commissioners directed the contractor to find ways to define a web presence within the two eXisting options instead of a stand-alone website. Commissioner Palazzo also pointed out that this was a City of San Luis Obispo product and needed to be presented as such. ACTION: Moved by LeMieux/Fidler to recommend the continuation of the events brochure contract in 2012. Motion carried 4:0 ACTION Moved by Palazzo/LeMieux to move forward with Verdin's proposed campaign at $64,000 with the online component still to be determined. Motion carried 4:0 Commissioner Palazzo asked the agency to present the tracking mechanism for the additional post-it campaigns to proof traffic produced through this effort. Commissioner LeMieux wanted to make sure that the agency will place the URL at the bottom of the brochure pages. Meeting adjourned at 6:25 pm SUNGARD PENTAMATION -FUND ACCOUNTING V4.1 PAGE NUMBER: DATE: 11/04/11 CITY OF SAN LUIS OBISPO EXPSTA11 TIME: 09:59:18 EXPENDITURE STATUS REPORT SELECTION CRITERIA: exp1edgr.key orgn='11300' ACCOUNTING PERIOD: 5/12 - SORTED BY: FUND,DEP&~TMENT,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 1,696.99 .00 15,272.94 28,827.06 34.63 TOTAL SALARIES 44,100.00 1,696.99 .00 15,272.94 28,827.06 34.63 7040 RETIREMENT CONTRIBUTIONS 14,300.00 549.19 .00 4,983.46 9,316.54 34.85 7041 RETIREMENT PARS -401 400.00 16.98 .00 152.76 247.24 38.19 7042 HEALTH & DISABILITY INSU 5,000.00 210.14 .00 1,891.29 3,108.71 37.83 7043 RETIREE HEALTHCARE 700.00 .00 .00 .00 700.00 .00 7044 MEDICARE 700.00 26.47 .00 238.28 461.72 34.04 7046 UNEMPLOYMENT INSURANCE 200.00 6.79 .00 61.12 138.88 30.56 TOTAL BENEFITS 21,300.00 809.57 .00 7,326.91 13,973.09 34.40 TOTAL STAFFING 65,400.00 2,506.56 .00 22,599.85 42,800.15 34.56 7227 CONTRACT SERVICES 7,258.69 .00 3,986.10 17,257.65 -13,985.06 292.67 7237 GRANTS-IN-AID 100,000.00 .00 5,100.00 92,675.87 2,224.13 97.78 7337 PROMOTION & PUBLIC REL 182,500.00 3,333.00 .00 13,487.88 169,012.12 7.39 7339 CHAMBER & VIS & CONF BUR 76,500.00 .00 .00 6,375.00 70,125.00 8.33 TOTAL SUBTOTAL 366,258.69 3,333.00 9,086.10 129,796.40 227,376.19 37.92 TOTAL CONTRACT SERVICES 366,258.69 3,333.00 9,086.10 129,796.40 227,376.19 37.92 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 5,839.56 9,086.10 152,496.25 272,576.34 37.22 TOTAL ADMINISTRATION 434,158.69 5,839.56 9,086.10 152,496.25 272,576.34 37.22 TOTAL GENERAL FUND 434,158.69 5,839.56 9,086.10 152,496 .25 272,576.34 37.22 TOTAL REPORT 434,158.69 5,839.56 9,086.10 152,496 .25 272,576.34 37.22 I San Luis Obispo " Chamber of Commerce Report to City of SLO-PCC Committee In-County Public Relations & Event Promotions Contract October 2011 1-Manage local public relations efforts for San Luis Obispo Events Created and sent out Winter Quarterly events one-pager to hotels, wineries and key restaurants and media. Worked with event groups on PR and social media, groups included-Plein Air, CC Railroad Festival, City to the Sea, SLO Bioneer's, GranFondo, Open Studios, Vintner's Fest, Poetry Fest, Straight Down and PAC/Restaurant Month Promo. 2-Respond to media requests that Contract receives seeking information about the City of San Luis Obispo Responded to request from Beer West Magazine doing feature on a "day in SLO". Took specific photos, submitted photos from library and proofed content. Hosted travel writer from LA Parent Magazine doing a feature on great college towns. Coordinated trip, provided content and photos and follow up. 3-Continue to represent "San Luis Obispo Tourism" at two events a year-Cal Poly Homecoming and Cal Poly Open House Participated in Homecoming on Sat, Oct 15 th • Event was sold out and very successful. Gave away Visitor Guides, maps, events brochures, individual event and activity info and SLO Vacation wine openers. t S,lIl [.lIis Obisp" ('hdmbt'r 01 ('om tll\.'rcl' Visitor Services Contact Report October 2011 Highlights from October in the Visitor Center: • Participated in Halloween Night @ Farmers' Market • High interest in Cal Poly Homecoming & Parent's Weekend Monthly Visitor Center Interactions October 2011 September 2011 October 2010 Visitors in center: 5,261 5,433 4,819 Phone calls: 674 688 859 Emails: 128 103 97 Calendar of Events Events entered into calendar this month: 191 Events in the October calendar: 164 City Ad Continue to email those who are still responding to old city advertising requests with an email offering a free visitors guide when they arrive in San Luis Obispo. Number of emails sent: 0 Number of Free Visitor Guides picked up: 0 ShopSlO I DineSlO End Report Status Update: Website September Traffic: Total ShopSLO & DineSLO -703 Total SSDS Traffic (Nov. 2009 -Sept. 2011): 17,830 SSDS TRAFFIC ..... .All.. ""'-' \ I \ ...6-0.,," J \ A AI!""'" ..­M V ~ Restaurant/Merchant Outreach In September there were 2 new merchant profiles established on ShopSLO, bringing the total to 1310 There were 0 new restaurant profiles established on DineSLO, for a total of 610 27% of merchants and 34% of restaurants were enrolled as members. Total SSDS members: 192 MERCHANT PROFILES 250 200 ~ ... ..... "lIII""""'F .....150 .............. 100 50 " o ,0 ,0 ,0 " " " " " . ~. ~.~.~.~. ~.~. ')..;)v 0<8 ~o ,)'?' ~'?' ~'?-')v 0<8 -"€-MERCHANTS Social Media In September, SSDS attracted 0 new "likes" for a total of 394. The combined SSDS Twitter accounts have 2 new followers bringing the total to 276. We continued to post 4 to 5 times per week on both Facebook and Twitter and as of September 30 th , we have closed both the SSDS facbook page and twitter feed per the direction of the pee on the September 14 th meeting. FACEBOOK ACTIVITY SSDS TWITTER 500 ..,..----------------r 300 250 ~400 t-----:::::;~if""I"""""'"~~""1 ...-' 'IV ~'200300 +----:;~jIF"'~---------___t.....~ ?~ 150 ... ....... 200 +V-P------------l 100 100 "1"-------------1 50 o o ,0 ,0 ,0 " " " " " ....,0 .-..0 ,0 " " " " " . 0.' ~, ~. <:(-' .J..' ~. 0.' )0V~Iv<f' ~o~· )~.~~.~¢. )0V~tS""),Y 0<3-~o )~ ~~ ~'r-)0 0<3­ ~ FOLLOWERS~ FB LIKES Community Awareness Activities In September we ran a small back to school campaign to increase traffic and awareness. We ran the below ad in the New Times back to school section as well as on facebook. The ads we booked prior to the September 14 th meeting, however all ongoing facebook ads were discontinued as of September 15th . Deals Meals llisit Today and Save verdin* ATTACHMENT 1 City of SLO Events Brochure Proposal for 2012 Proposal 2012 Budget: $64,000 Budget breakdown for each brochure Coordination, design, printing, dist: $23,000 x 2 = $46,000 Brochure online functionality: $ 1,500 x 2 = $ 3,000 Ad & Social Media: $ 7,500 x 2 = $15,000 Coordination, design, printing and distribution: • Qty 100,000, 16-page brochure • Distribution through the Tribune's Total Market Coverage program, reaching 88,000 households in the county. • Balance of 12,000 brochures will be distributed through the Chamber, lodging properties and events venues. • Brochures will be delivered to key locations four times throughout the year Brochure online functionality: • Coordinate position of online brochure link with City of San Luis Obispo and TBID, and work with their development team to create brochure icon link. • Format and layout brochure on Issuu.com to include active links for events. • Design and develop custom brochure button that will link to brochure. The budget also includes continuing advertising, ad production and social media support: • SanLuisObispo.com banner ads -Receives over 400,000 unique visitors per month • Facebook.com -Place very targeted ads purchased on a pay per click basis • Tribune Post-It Note ad -Running two Post-It Notes, one with each distribution of the brochure, flagging the brochure insertion in that issue • SLO Chamber Kiosk & Vistslo.com advertising package o Advertisement on 24/7 Kiosk-exclusive ad throughout events section, 14 pages o Tier 1 banner advertising on Visitslo.com o Advertisement on display board in Visitor Center • Social media outreach on Facebook and Twitter to drive traffic to the slocity.org/events o Digitalize the print brochure, while still publishing it in print, using Issuu.com (free interactive tool that allows users turn the pages of a document, click through to links, embed on any website, share it with friends. It also allows publishers to track views). o Create a San Luis Obispo Events community page on Facebook, and create a unique Facebook event listing for each event in the brochure OR search for the event listing, as it might already exist on Facebook, and then share it on the San Luis Obispo Events Facebook page. o Create an Issuu tab on the Facebook page and embed the interactive brochure. ATTACHMENT 1 verdin* City of SLO Events Brochure Proposal for 2012 Additional Recommended Opportunities Additional advertising schedule • Two additional Post-It Notes on the front of the Tribune, one to run three months after distribution of each brochure to coincide with replenishment schedule. Directs traffic to the EventsSLO.org website. o $1,107.12 per Post it Note • Increasing online media buy to include Fresno, through FresnoBee.com and Orange County, through OCRegister.com ---- ATTACHMENT 2EXHIBIT A SCOPE OF WORK FOR IN-COUNTY PUBLIC RELATIONS AND EVENTS PROMOTION SERVICES 1. Manage local public relations efforts for San Luis Obispo Events. a. work with event groups, offer public relations assistance, and help organizations execute a comprehensive public relations plan. b. Maintain and develop relationships with local media for events promotion. c. Send out media releases about events to local media (as many as needed) for active events promotion. 2. Respond to media requests that Contractor receives seeking information about the City of San Luis Obispo. a. supply any content, photography, and/or data the media outlet needs for story about San Luis Obispo. b. Do any research and fact checking for media. c. Make any introductions and contacts media needs for story. d. Continue to follow-up with media contact. 3. Continue to represent "San Luis Obispo Tourism" at two events that Contractor has built relationships with and has gained access to participating in, namely Cal Poly's Homecoming and Open House events. a. Representation includes a booth at the event that highlights San Luis Obispo, two (2) staff members from the Visitors Center who work throughout the duration of the event time. 4. Provide written reports on In-County Public Relations and Event Promotion activities monthly (by noon on the first Wednesday of the month) to the City of San Luis Obispo's Administration Department to be included in the PCC's meeting packets. At a minimum the reports shall include: 4.1. Summary of activities & achievements relating to work scope as outlined in Appendix A 4.2. Summary of events promoted and/or represented San Luis Obispo at. 4.3. Statistical Summary of people reached during events. 4.4. Summary of outreach efforts on behalf of event organizations. 4.5. Summary on generated media coverage for events. Given that the contractor is reliant on the collaboration of the Grants-in-Aid recipients and events organizer, this will be based on best effort possible. 5. Once a quarter, present the PCC with a detailed oral report highlighting achievements as compared to the work scope and elaborate on upcoming plans and events. ATIACHMENI J October 3, 2011 City of San Luis Obispo Promotional Coordination Committee 990 Palm Street San Luis Obispo, CA 93401 Subject: Re-Submittal of Grants-In-Aid proposal for SLO Car Free Dear Ms. Elke and Promotional Coordination Committee, The Central Coast Clean Cities Coalition and the SLO Car Free Program would like to thank you for awarding us a grant for the 2011/2012 fiscal year. We assure you that we will use the grant funding to the best of our abilities to promote the City of San Luis Obispo and the SLO Car Free program. The reason for this letter is to let you know we need to move in a different direction than what was mentioned in Attachment 1 of the Grants-In-Aid Agreement and we need to get the Committee's permission prior to moving forward. As stated in our Application, the purpose of our grant request was to provide money to help market and promote the SLO Car Free program through general advertising in San Luis Obispo County, as well as advertising and promotional events outside San Luis Obispo. Both encouraging visitors to travel here without their car or once they are here, in San Luis Obispo, to park their car and get around via local transit, bike, walking/hiking, or alternative fueled vehicle. The main goal is to promote the City of San Luis Obispo (as well as the County) in the most effective way possible. As outlined in Attachment 1 of the Grants-in-Aid Agreement, the Committee requests that the money be used "For ads on visitcalifornia.com to promote the statewide program." The California Car Free program is a collaborative effort between the SLO Car Free, Santa Barbara Car Free and Napa Car Free programs, with Santa Barbara spearheading the efforts. Unfortunately, the program is still under development and is quite a ways out from being fully developed and ready to launch to the public. SLO Car Free is committed to bringing sustainable tourism to San Luis Obispo and promoting the county and its attractions and businesses as a whole. We strongly feel that promoting the California Car Free Program would be an extreme disadvantage to the City, as the program is not final and not solely promoting SLO Car Free has the potential to reduce visitors to San Luis Obispo. An example ad that would be used to promote and support SLO Car Free is outlined below: 1. The SLO Car Free program will promote SLO Car Free on visitcalifornia.com. The ad would include text saying: a. "Our car free tourism program is making international headlines! Sign up and tryout the newest travel trend and great discounts." b. Find all the pleasures San Luis Obispo has to offer. Maps I Discounts I How to get around I Top Attractions I Events I Hear what others have to say. c. Ad would include the SLO Car Free and SLO City logos, website, eye catching pictures, Facebook and Twitter logos and QR code. ATTACHMENT 3 Although the first option would be our ideal direction, if we must promote California Car Free, despite it being our opinion that it would be at a disadvantage to the City of San Luis Obispo, we would like to follow an outline similar to the following: 2. The SLO Car Free program could promote SLO Car Free on visitcalifornia.com. The ad could include text saying (draft): a. Visit California, Car Free! b. California offers many destinations with car free amenities. Try out the San Luis Obispo Car Free program where you can get great discounts on transportation, hotels, restaurants and fun activities. c. Coming soon ... the California Car Free program, working to expand car free options across the state! d. Include the SLO Car Free and SLO City logos, website, eye catching pictures, Facebook and Twitter logos and QR code. Advertising "California Car Free" rather than just "SLO Car Free" could be very confusing for viewers of the ad since CA Car Free does not yet exist. We also highly discourage including the Santa Barbara and Napa Car Free programs in the advertising as this dilutes the SLO Car Free program and the potential of travelers to our area specifically. Unfortunately, the SLO Car Free program has very limited funding and resources to promote the program. When given the opportunity, we need to maximize our efforts to the best of our abilities. We assure you that promoting the SLO Car Free Program specifically would highly benefit the City of San Luis Obispo and the County, as a whole. We look forward to answering any questions the Committee may have regarding our re-submittal. Again, thank you for your consideration of our proposal. Sincerely, Meghan Field mfield@co.slo.ca.us 805-781-1003 H:\OUTREACH\CarFree\Funding\TBID_PCC\FYIl_12\Dear Brigitte and Promotional Coordination Committee.docx ATTACHMENT 4 Grants in Aid Process: The Grants in Aid (GIA) program is sponsored by the City and administered by the PCC for organizations that promote tourism and cultural activities in the City of San Luis Obispo. The Principal Administrative Analyst (PAA) serves as the coordinator of the program. All files relating to this program can be found under G:\Projects & Programs\P.C.C\Grants in Aid The prior year's infonnation should serve as templates for the current cycle. Copy all of the files into a new folder titled with the current GIA fiscal year and copy all of the folders from the prior year into it. The administrative work for this program is outlined below: 1. January meeting: the PCC and/or Grants in Aid subcommittee establish application packet and timeline for Grants in Aid. The timeline and application need to be updated and reviewed with the PAA prior to presentation at the meeting 2. Advertisements (display ads) need to be placed in the Tribune. Consult with the PAA on advertising runs or new procedures regarding outreach. 2011: Tribune contact was Landy Fike lfike@thetribunenews.com 3. Applications are available around February. 1 and due approximately six weeks later. Review and update the timeline for exact dates with the PAA. Post the application at: http://www .sloci ty.orglspecialacti vities/index.asp http://www.slocity.org/specialactivities/grants.asp Post the application link on the Splash page and email the link to all prior year applicants. Currently the GIA subcommittee requires that applicants attend a manadatory application meeting in February. If this is the case, include the date and time in the email along with the application. 4. As applications are submitted, enter the applicant infonnation into the excel file (called GIA database) for the current year. 5. The GIA subcommittee (3) needs to be provided with binders of all of the applications within two weeks of receipt. The rest of the PCC is not as crucial but should be provided with binders within 3 weeks following the application deadline. • You will need a total of 9 binders (7 PCC, 1 Analyst, 1 Council Reading File (you will use this binder until June). Only the actual application, not the bylaws, tax exempt, staff list, financial statement, or attachment 4 need G:\Projects & Progmms\P.CCGrants in Aid\GIA Process. doc ATTACHMENT 4 to be put in the binder. The other information will be filed in the retention file with one copy of the application and any additional materials. Retention on applications is 5 years. • The binders need a cover sheet and spine. Each binder should contain the application form and grant criteria. Each application is preceded by a cover page, titled "binder first page" in the file. This information can be mail merged from the excel file. A table of contents, also a mail merge file, needs to be created for each binder also. Follow the TOC from the previous year and check with the PAA for any additional information. 6. The original application and attachments are filed by organization name in the retention file. Retention on applications is 5 years. 7. When the final reports come in, they should be filed with the application packet. Make sure that the final reports are filed with the proper reporting year. 8. The subcommittee will meet twice to review the applications in April. 9. At the May PCC meeting, the Subcommittee presents their recommendations to the Pce. The preliminary OIA recommendations will be created by the PAA and distributed at this meeting. The PCC then develops preliminary recommendations for the special meeting with applicants in May. • After recommendations are finalized, an email is sent to applicants informing them of the meeting date, time and the preliminary OIA recommendations. 10. At the second meeting in June, the City Council will adopt the recommendations. The Analyst will prepare the Council Agenda Report for this meeting. 11. The PCC assigns Liaisons to the list of organizations that will receive funding at their July meeting. Make sure this is agenized. 12. Agreements and the cover letter need to be updated and merged with the data from the database. They are signed by the CM and Attorney prior to sending them out. After they've been signed, make 1 copy of each. Send the original and the copy to the organizations. 13. A list of grantees, amounts, addresses, and contact information needs to be sent to AP to process encumbrances. 14. All final reports go to the PAA for review (the final report, reporting year's grant application, and a final report checklist). She will determine whether or not we can release funds. If funds can be released, email the AP Clerk the organization name and amount to be dispersed. As the reports are returned and processed, the G:IProjects & Progmms\P.C.C\Gmnts in Aid\GJA Process.doc ATIACHMENT infonnation on the check request date should be updated in the Final Reports file. This will be helpful when the grant applicants call looking for their check. 15. Once the Analyst approves the final report, checks are sent to the organization along with the grant check letter. • When releasing funds to the organizations, email AlP and ask that they release funds to the organization. Include the organization name and the amount. G:IProjects & ProgramsIP.CC\Grants in AidlGIA Process.doc _-------------"lJTACHMENT 4 PROMOTIONAL COORDINATING COMMITTEE GRANT CRITERIA BY PRIORITY Priority No: 1. The event takes place in the City of San Luis Obispo or is of special benefit to the City of San Luis Obispo. 2. Grant requests must meet one or both of the purposes below: Y Of tourism promotion advantage to the City of San Luis Obispo or; Y Of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. 3. Events must take place during the City's fiscal year July 1 through June 30. Priority will be given to events that take place in "non-peak" tourism months (October through March) and bring people to San Luis Obispo. 4. Additional consideration for organizations celebrating an anniversary or grand opening may be awarded additional funds if organizers can demonstrate how a program or event will be enhanced by an anniversary celebration. A description of the event enhancement is required. Anniversaries most commonly recognized are those in 5 year increments (year 5, 10, 15, 20, etc.) 5. Additional consideration for organizations requesting "seed money" for new events or to enter new promotional markets outside of San Luis Obispo. 6. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. 7. Demonstrated financial need is considered, although potential promotional benefit will be given higher consideration. 8. Past performance of the organization is considered. Please note that integration of City's logo and the City's support of the event are imperative in order to receive grant funding for a consecutive year. 9. If funds allow, consideration is given to assistance with: ATTACHMENT ~ Honorarium ~ Stipends Grants are not given to the following expenses: a. Office overhead or staff. b. Equipment. c. Rental of space. d. Scholarships The following tiered structure will be applied to establish the grant amount: First Tier: Up to $3,000 Organization of local reach with a cultural, social, and recreational benefit to the residents of San Luis Obispo. The organization agrees to place the City's logo on all its marketing material and its website (if one is available). Second Tier: $3,001 to $7,500 Organizations that reach countywide and bring patrons to San Luis Obispo. The events have a distinct benefit to the City's residents, but also drive traffic from around the county to the City for the event. The organization agrees to incorporate the City's logo on marketing material and its website. In addition, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach. Third Tier: $7,501 to $12,000 The organization effectively brings patrons from outside the county to San Luis Obispo and has the means to drive tourism to the City. In addition to the integration of the City's logo on marketing material and website, the organization will include City of San Luis Obispo visitors and tourism information in its mailings and marketing outreach and allow physical presence of City Tourism at the event. The organization is encouraged to submit a proposal to that effect. Please note: as the City's Grants-in-Aid program is considered by the Promotional Coordinating Committee each year funding is provided, all applicants will have to compete for funding anew every year. Sustainable Funding Program ATTACHMENl t1 If an organization receives continuous funding from PCC, Grants In Aid, it will be placed on the Sustainable Funding Program tract. The Sustainable Funding Program will allow an organization to receive up to 8 years of GIA funding in order to demonstrate its market value. The intention of the Sustainable Funding Program is to provide initial support to local organizations as their event becomes more established in the City of San Luis Obispo and the organizers have the opportunity to cultivate new community partners and secure ongoing diverse funding options. Recipients on the Sustainable Funding Program can anticipate a reduction in GIA funds. After four years of funding Grants In Aid award amounts may be reduced by one third each year for a maximum of three years or as budgets allow. As organizations/events advance from the Sustainable Funding Program the PCC will have greater opportunity to fund different organizations and foster new program events for the City of San Luis Obispo. Tourism Business Improvement District Board ATIACHMENT 5Minutes Wednesday, October 5, 2011 2:00 pm Council Chamber -City Hall Draft CALL TO ORDER: Chair Tim Billing PRESENT: Pearce, Hutton, Conner, Koper STAFF PRESENT: Michael Codron, Assistant City Manager April Richardson, Administration Executive Assistant PUBLIC COMMENT There was no public comment. CONSENT AGENDA ACTION: Moved by Conner/Koper to approve the consent agenda as presented. Motion carried 5:0 BUSINESS ITEMS 1. CENTRAL COAST VISITORS GUIDE AD The Board Members discussed whether the "Henderson" ad was the right creative to run given the ad's family orientation. They also discussed the inability to track the ROI of the ad. Ryan Allshouse, Account Manager with Level Studios, mentioned the Board might want to receive more feedback throughout the year as to how the guides are distributed and demographics of those requesting the guides. Striker Media agreed to provide updates on distribution as often as the Board requests. ACTION: Moved by Pearce/Koper to place the same ad as the previous year in the Central Coast Visitors Guide. Motion carried 5:0 2. QUARTERLY CONTRACTOR REPORTS Chamber of Commerce representative Lindsey Miller updated the Board on the 24/7 kiosk. While the Chamber is unable to track the number of users, they are tracking the average time spent at the kiosk and the page views. For July, August, and September, the kiosk generated 2,015 views for San Luis Obispo hotels. ATTACHMENT 5TBID Minutes There were 14 attendees trained at the Hospitality program this quarter. The next session is scheduled for December 9 th . L. Miller stated that the Chamber is ready to move ahead with the training in hotels. Board Chair Billing commented that he would like to see that program begin as soon as possible. 3. EVENTS TASK FORCE The Board elected Commissioners Hutton, Koper and Conner to the Special Events task force. Commissioner Pearce will act as an alternate. Staff cautioned the Board that with an alternate, it will need to be careful not to share information amongst the four task force members, as this would present a Brown Act violation. The Board members agreed to make sure that the task force meetings are focused on specific topics and that only those available to attend will be involved in each particular meeting and discussion. ACTION: Moved by Pearce/Conner to elect Commissioners Hutton, Koper, Conner and alternate Pearce, to the Special Events Subcommittee. Motion carried 5:0 4. EVENTS PROMOTION Events joint-subcommittee chair D. Hutton reported that no update regarding the SLO Jazz Festival was received. He also reported that the next Events subcommittee will meet without the PCC members to discuss a new program better tied to ROI for events that the TBID sponsors. Commissioner Conner suggested that the committee incorporate specificity into the agreements and use something similar to the Final Report guidelines from the Promotional Coordinating Committee's Grants in Aid program. Commissioner Pearce questioned whether this can be a component of the contract with Level Studios. Ryan Allshouse will attend the next meeting to contribute ideas to the process. The next meeting will begin 45 minutes earlier, at 2:15 on October 31, 2011. 5. SURVEY MONKEY There are no changes to the questionnaire. The Board would like it sent out as soon as possible. ACTION: Moved by Conner/Hutton to approve the questionnaire as presented to the Board. Motion carried 5:0 6. TRADE SHOWS The Board discussed the merits of attending the five proposed trade and travel shows. They immediately agreed that the cost and distance for the RCMA Expo was prohibitive. They also agreed that they want to have a presence at International Pow Wow. There was discussion on the merits of the other proposed shows. In addition to Pow Wow, the Board determined that attendance at the LA Travel & Adventure Show and the San Francisco Travel & Adventure Show would benefit the lodging partners the most. ACTION: Moved by Koper/Pearce to attend the LA Travel & Adventure Show, The San Francisco Travel & Adventure Show, and International Pow Wow. Motion carried 5:0 ATTACHMENT 5TBID Minutes 7. BROCHURE STAND The Board viewed the prototype of the brochure stand and was very impressed by its look and quality. R. Allshouse reported that the large stand costs $680.00. The Board discussed the addition of a smaller stand that can be placed on a tabletop or be mounted on a wall. R. Allshouse will contact the manufacturer and return with drawings of a more compact version. The Board agreed to offer the two options to all hotels and that the TBID will cover 80% of the cost for those hotels that elect to purchase either model. ACTION: Moved by Koper/Conner to have another design option created and offer both models to the hotels at 20% of the production costs. Motion carried 5:0 BOARD COMMUNICATION 1. HOTELIER UPDATE Commissioner Conner reported on suggestion from a lodging partner to provide SLO hotel shuttle service to Cal Poly graduation in June. The Board would like this item agendized for the November meeting. The Board would also like to see the TOT numbers that staff has gathered for the Westside corridor. They would like to see if a partnership with the SLO Trolley makes sense for the west side of San Luis Obispo. The Board would also like to agendize the possibility of expanded use of the SLO Trolley for the November meeting. Adjourned at 3:34 p.m.