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HomeMy WebLinkAbout07-11-2012 PCC Agenda PacketAgenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, July 11, 2012 5:30 p.m. Regular Meeting Council Hearing Room 990 Palm Street The Goals of the City of San Luis Obispo Promohonal Coordinating CommIttee are to (1) Improve the quahty 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 ICONSENT ITEMS C.l Minutes of the Meeting of June 13, 2012 C.2 TOT Report C.3 Community Promotions Budget Report C.4 Public Relations Report C.S Visitors Center Report I PRESENTAnONS 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 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 pec when necessary regarding contract fulfillment. 1. ECONOMIC DEVELOPMENT -STRATEGIC PLAN 15 min The Assistant City Manager and Economic Development Manager will present the draft economic development strategic plan to the committee. 2. CONTRACTOR PRESENTATIONS 20 min The Chamber of Commerce and Verdin will present the annual recap for the 2011-12 contractual obligations. IBUSINESS ITEMS 1.2012-13 CONTRACTS 30 min The committee will review the contracts for 2012-13 as considered during the budget discussion in June 2012. 2. EVENTS PROMOTION 15 min The committee will review the current allocations as discussed during the June meeting as well as consider the TEDx conference request. IPCC LIAISON REPORTS 1. GIA UPDATE -LIAISON REPORT 5 min 2. TBID BOARD REPORT -Attachment 1-TBID Minutes & July Agenda IPCCCOMMUNICATIONS 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, June 13,2012 5:30 pm City Hall -Council Hearing Room DRAFTCALL TO ORDER: Vice-Chair Jill LeMieux PRESENT: Fidler, Palazzo, Cox, Pearce, Yukelson STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT No public comment was given. CONSENT AGENDA ACTION: Moved by Cox/YukeIson to approve the consent agenda as presented. Motion carried 5:0 PRESENTATIONS 1.2012 TEDx CONFERENCE -PERFORMING ART CENTER Jenn Prentice and Kimberly Anderson presented the planned TEDx conference. TEDx is a local equivalent of the national TED conference under license by TED. The format follows TED with 18 minutes speeches and presentations. 12 to 16 speakers will participate in the inaugural San Luis Obispo conference under the theme of "Power of Community". The organizers expect 500 to 700 people. They asked the committee to consider support at the corporate level at between $5,000 to $10,000. They would like to have all sponsors on board by mid-July. 2. CaITRAVEL 2012 Lindsey Miller gave an overview on the information learned at the 2012 CalTravel conference including the latest tourism trends, and upcoming challenges of marketing to a quickly growing Baby Boomer population and at the same time to the Gen Y age group. Promotional Coordinating Committee Minutes .June 13,2012 Page 2 BUSINESS ITEMS 1. EVENTS PROMOTION Subcommittee member M. Fidler and J. LeMieux presented the four requests heard during the May 21, 2012 joint subcommittee meeting. Cal Poly Arts presented two requests with the 2012-13 Broadway Series and the 2013 La Guitarra Festival. Additionally, the 2013 SLO Marathon and the 2013 SLO International Film Festival (SLOIFF) were under consideration. ACTION: Moved by Yukelson/Cox to support the SLO Marathon ($15,000), the Broadway Series ($10,000), and the SLOIFF ($5,000) as recommend by the subcommittee. La Guitarra to be considered under GIA for 2013-14. Motion carried 4:1 Upon request by Verdin, the chair asked the committee whether they would agree to add an item to the agenda for review of the cover for the new events brochure. The brochure was scheduled for print on June 15, 2012 and a decision was needed. The committee members voice unanimous support of adding the item. 2. EVENTS BROCHURE COVER -JULY -DECEMBER 2012 The committee briefly discussed the two options and mentioned that as a picture they preferred the Marathon version, but the runner's shirt mentioned a Santa Barbara run which was clearly legible and therefore not appropriate. ACTION: Moved by Palazzo/Cox to use the Mud Mash picture as front cover Motion carried 5:0 3.2012-13 MARKETING & BUDGET DISCUSSION Committee Vice-Chair and marketing joint subcommittee member J. LeMieux informed the members of the discussion with the TBID subcommittee members and the possible collaboration options under review. The document outlining the newly defined strategic approach and possible program as submitted by staff was reviewed and discussed. The committee members decided to pursue a programmatic approach by eliminating single line items and applying an encompassing program component to the three strategies outlined. They also did not feel comfortable collaborating with the TBID on PR as the commissioners felt the objectives would be too tourism centric. The follOWing approach was determined: 1. Events/Actvities Grants-in-Aid Program including marketing support City Events & Activities including marketing support Promotional Coordinating Committee Minutes June 13,2012 Pagl' 3 2. Beautification Establish a program that calls for annual request for proposal under this category. 3. Visitors Services To include the City's contribution to the downtown Visitors Center and downtown maps. 4. Support Services This category encompasses the Tourism Manager and support cost for grant advertising, committee meetings, etc. The actual bud et allocations were broken down as follows: Pro ram Grants-in-Aid Allocations Grants-in-Aid Support Events & Activities Events & Activities Support Events & Activities PR Beautification RFP Visitors Center Visitors Center -Downtown Maps Total Bud et $100,000 $ 25,000 $ 65,000 $ 15,000 $ 55,000 $ 25,000 $ 76,500 $ 7,500 I $386,500 2012-13 Budget ! $386,500 COMMITTEE COMMUNICATION Meeting adjourned at 8:25 pm TOT Comparision Percent Occupancy 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 Change +/­ADR July S 442,947 S 506,594 S 521,789 S 565,386 S 565,637 S 508,195 S 541,806 $ 591,184 9.1% 5.3 S 123.68 August S 461,982 S 507,639 S 531,727 S 573,057 $ 609,452 S 511,564 S 542,194 S 574,395 5.9% 2.8 S 120.37 September S 346,999 S 394,771 S 432,587 S 465,179 S 416,859 S 400,023 S 437,543 $ 490,524 12.1% 8.7 S 113.06 October S 336,055 S 372,192 S 406,204 S 418,474 S 416,905 S 414,870 $ 442,586 S 437,805 -1.1% -2.6 S 109.35 November S 295,660 S 337,503 S 334,227 $ 375,287 S 354,737 S 280,913 $ 330,924 S 347,437 5.0% 4.2 S 102.86 December S 254,052 S 275,336 S 282,198 S 312,510 S 274,871 S 246,684 S 274,417 $ 314,784 14.7% 16 S 97.81 January S 206,229 S 253,445 S 246,347 $ 287,474 S 258,316 S 230,279 S 256,351 S 276,165 7.7% 5.8 S 95.21 February S 270,803 S 280,870 S 310,345 $ 342,220 $ 292,343 S 273,373 S 302,246 S 323,359 7.0% 0.3 S 101.96 March S 324,687 S 335,664 $ 365,634 S 386,458 S 289,506 S 326,099 S 333,783 $ 392,266 17.5% 8.6 S 104.33 April S 346,218 S 418,359 S 441,234 S 388,911 S 391,891 S 423,158 S 451,133 $ 475,913 5.5% 2.6 S 113.99 May S 364,537 S 395,019 $ 426,120 S 435,516 S 393,431 S 372,997 S 433,874 $ 447,116 3.0% 1.1 S 114.74 June S 429,718 S 468,147 S 490,498 S 513,631 S 456,098 S 490,326 S 512,543 0.0% Total!Average S 4,079,887 S 4,545,539 S 4,788,910 S 5,064,103 S 4,720,046 S 4,478,481 S 4,859,400 S 4,670,947 7.4% S 108.85 Community Promotions Budget 2012-13 Budget 2012-13 Amount Budget $ $ 386,500 386,500Total Budget Expenditure Expenditure Committed Expended Balance Contractor Grants-in-Aid Program $ 125,000 $ 86,385 $ 38,615 City Administration Events & Activities $ 80,000 $ 80,000 City Administration Visitors Center $ 76,500 $ 76,500 Chamber of Commerce PR Contract $ 55,000 Downtown Maps $ 7,500 $ 7,500 Chamber of Commerce Beautification $ 25,000 $ 25,000 Support Cost $ 17,500 $ 17,500 City Administration Total $ 386,500 $ 86,385 $ 245,115 IRemaining Balance $ -I I San Luis Obispo " Chamber of Commerce Report to City of SLO-PCC Committee In-County Public Relations & Event Promotions Contract June 2012 1-Manage local public relations efforts for San Luis Obispo Events Working on promoting SLO Vintner's Roll Out the Barrels, Historic Concert Series, Concerts in the Plaza, Festival Mozaic, Pride in the Plaza, SLO Triathlon and summer expansion of farmer's market. Updated hotel contact list. 2-Respond to media requests that Contract receives seeking information about the City of San Luis Obispo Continuing to work on the 'friendliest' town as part of the USA Today/Rand McNally "Best of the Road" competition. Will have Rogue Riders team coming to visit SLO between July 6-9-created itinerary, booked all activities and will be hosting group on visit. Working with Savor PR team on how to help promote 4 day event. Working with American Cowboy Magazine on story on Hwy 1 "the Cowboy way", sent suggestions and contacts, waiting to see if they will be coming to visit. Working with freelance travel blogger on story on SLO-has large 40,000+ following. 3-Continue to represent "San Luis Obispo Tourism" at two events a year-Cal Poly Homecoming and Cal Poly Open House Completed. Visitor Services Contact Report June 2012 Highlights from June in the Visitor Center: • Lots of calls/bookings for hotels regarding CP Graduation • New Displays in Windows • Created a Restaurant Menu Binder • Created an updated Non-profits Directory SLO events promoted through Visitor Center: • Promoted Circus Vargas • Promoted Roll Out the Barrels • Promoting Concourse de Elegance Car Show • Promoting Concerts in the Plaza • Promoting Remnants of the Past • Promoted Art After Dark • Promoted Festival Moziac • Promoted events for the Little Theater Monthly Visitor Center Interactions: June 2012 May 2012 June 2011 Visitors in center: 6, 167 5,602 5,645 Phone calls: 464 360 771 Emails: 152 145 193 Calendar of Events: Events entered into calendar this month: 85 Events in the June calendar: 102 Promotional Product Sales: Visitor Guides: 34 City Maps: 70 Promotional Product Giveaways: • Masonry Conference at Apple Farm-45 • Cal Poly's Conference on Packaging-150 • Cal Poly-Poly Days-250 ATTACHMENT 1 Agenda TBID Advisory Board Regular Meeting Wednesday, July 11, 2012 10 A.M. -Council Hearing Room CALL TO ORDER: Chair Clint Pearce PUBLIC COMMENT: Each speaker is limited to two minutes of public comment for items not on the agenda. Public comment for each agenda item will be called for separately and is also limited to 2 minutes per speaker. State law does not allow the board to discuss or take action on issues not on the agenda, except that members of the board may briefly respond to statements made or questions posed by the person giving public comment. Staff may be directed by the board to follow-up on such items and/or place them on the next board agenda. ICONSENT ITEMS C.1 Minutes of the Meeting of June 13, 2012 C.2 TOT Report C.3 Smith Travel Report (under separate cover) C.4 Level Studios Report ­ C.s Chamber of Commerce Report Any writings or documents provided to a majority of the rBID Board 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 ATIACHMENT 1TBID Board Public comment will be taken for each individual agenda item. Each speaker will be limited to 2 minutes of public testimony. PRESENTATIONS 1. ECONOMIC DEVELOPMENT -STRATEGIC PLAN 15 min The Assistant City Manager and Economic Development Manager will present the draft economic development strategic plan to the committee. 2. RElVINANTS OF THE PAST -October 2012 10 min The show organizer will present the new vision for the show as it enters its second year in San Luis Obispo and ask for confirmation of funding. 3. QUARTERLY REPORT BY CONTRACTOR 20 min The San Luis Obispo Visitors and Conference Bureau and the Chamber of Commerce will present the annual recap for the 2011-12 contractual obligations. IBUSINESS ITEMS 1. MARKETING CONTRACT CARRY-OVER 10 min The board will consider the unspent contract balance for marketing services in 2011-12 and decide its use. 2. EVENTS PROMOTION 10 min The board will revisit the events funding requests for 2012-13 that were put on hold during the budget discussion in June 2012. TBID LIAISON REPORTS & BOARD COMMUNICATION At this time board members make announcements, report on activities, refer to staff Issues for study and report back to the board at a subsequent meeting. 1. HOTELIER UPDATE -LIAISON REPORT 5 min 2. PCC UPDATE -see attachment 1-PCC Minutes & July Agenda Tourism Business Improvement District Board ATIACHMENT 1 Regular Meeting Minutes Wednesday, June 13,2012 10:00 am City Hall -Council Hearing Room CALL TO ORDER: Board Vice-Chair Tim Billing DRAFTPRESENT: Conner, Patel, Hutton, Ridgeway, Koper STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT No public comment was given. Consent Agenda ACTION: Moved by Conner /Patel to approve the consent agenda as presented Motion carried 6:0 PRESENTATIONS 1. ADA COMPLIANCE Craig Smith with CRSA Architecture provided an overview of the new ADA requirements and related deadlines. He mentioned that the new rules are all about accessibility and the entire path of travel from arrival to final destination within a property accessible by the public. He provided helpful links and a document outlining requirements for swimming pools as this seems to be the most important information to the lodging constituents. Staff was asked to send the information to all TBID members. 2. CalTRAVEL 2012 Lindsey Miller and Ryan Allshouse gave an overview on the information received at the 2012 CaITravel conference including the latest tourism trends, and upcoming challenges with marketing to a quickly growing Baby Boomer population and at the same time considering the Gen Y age group. 3. CONTRACTOR PRESENTATIONS Ryan Allshouse with Level Studios presented the 2011-12 wrap up. It included reports on the entire marketing funnel, details on "find a hotel", and general site analytics. The report mentioned that mobile visitors are on the rise as are social audiences. Campaign themes, Tourism Business Improvement District Board Meeting Minutes-June 13,2012 Page 2 ShareSLO, tradeshows, events, and the collaboration with the ves for the development of the countywide brand were all part of the presentation. BUSINESS ITEMS 1. EVENTS PROMOTION Joint subcommittee member J. Conner referred to the meeting minutes and the recommendation for the four requests heard on May 21, 2012. The board decided to include discussion and funding decisions in Business Item 2 -2012-13 Marketing & Budget Discussion -in order to gauge available funding for this effort. 2.2012-13 MARKETING & BUDGET DISCUSSION The Budget Task Force members provided an overview of the discussion and recommendation after two meetings which included proposals from the Chamber of Commerce and Level Studios. Staff provided the current budget recommendation by line item which included the anticipated fund revenue for 2012-13. Discussion concentrated on budget allocations and contractor accountability for work programs that were not delivered as agreed upon as it pertained to the San Luis Obispo County Visitors & Conference Bureau's (VCB) 2011-12 contract. Public Comment: The board heard public comment to this item from Holly Padove and Jamie ReIth with On The Horizon PR agency, Ermina Karim with the Chamber of Commerce, and Stacie Jacobs with the VCB all speaking to their individual proposals and budget requests. ACTION: Moved by Koper/Conner to recommend $597,000 for year one of the 2012-14 second and final contract extension for Level Studios and the proposed marketing plan. Motion carried 6:0 ACTION: Moved by Patel/Koper to approve $20,000 to a PR effort, possibly in collaboration with the Promotional Coordinating Committee. Motion carried 5:1 Commissioner Hutton dissented. ACTION: Moved by Koper/Hutton to recommend $97,190 to the VCB with $21,000 for membership after six months and pending delivery of contractual obligations. Motion carried 4:2 Commissioners Billing and Conner dissented. ACTION: Moved by Patel/Conner to recommend $25,000 to the Chamber of Commerce for a telephone and hotel assistance program at the Visitors Center. Motion carried 6:0 Tourism Business Improvement District Board Meeting Minutes-June 13,2012 Page 3 ACTION: Moved by Conner /Koper to approve the remainder of the budget as presented by the budget task force. Motion carried 5:1 Commissioner Billing dissented. COMMUNICATION 1. HOTELIER UPDATE Board member J. Conner announced that he will resign from the board effective after the July 2012 regular board meeting. Board member D. Hutton thanked him for all his efforts and contribution to the San Luis Obispo TBID and advisory board. Meeting adjourned at 12:33 pm.