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Home My WebLink About10-10-2012 PCC Agenda Packet - AmendedAny 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. Amended Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, October 10, 2012 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 Added Business Item 4 – Amgen Tour of California 2013 CONSENT ITEMS C.1 Minutes of the Meeting of September 12, 2012 C.2 TOT Report C.3 Community Promotions Budget Report C.4 Public Relations Report C.5 Grants-in-Aid Support Report C.6 Visitors Center Report C.7 Events Brochure – Campaign Report Promotional Coordination Committee PRESENTATIONS 1. QUARTERLY PRESENTATIONS BY CONTRACTORS 30 min The Community Promotions contractors will present the quarterly reports for the 2012-13 contracts. BUSINESS ITEMS 1. DIRECTIONAL SIGNAGE UPDATE 15 min City Engineer Bridget Fraser will provide an update and ask the committee to participate in the upcoming legibility test. 2. 2013-15 GOAL SETTING – Attachment 1 30 min In preparation of the goal setting process for the 2013-15 Financial Plan, the Council asks its advisory body to set forth goals and achievements for Council to consider. 3. NEW VISITORS CENTER – AD HOC COMMITTEE 5 min The committee will appoint three members to an ad hoc committee to partake in the Chamber’s vision workshops for the new Visitors Center. The first meeting is scheduled for October 23, 2012, at 8 am. 4. TOUR OF CALIFORNIA 2013 The committee will entertain support for a start stage of the 2013 Tour of California on May 17, 2013. PCC LIAISON REPORTS & COMMITTEE COMMUNICATION 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. 1. GIA UPDATE – LIAISON REPORT 2. TBID BOARD REPORT - Attachment 2 – TBID Minutes ADJOURN. POSTING STATEMENT: I, Brigitte Elke, Principal Administrative Analyst, do hereby certify that on October 4, 2012, by 5:00 p.m., a true and correct copy of this agenda was posted on the bulletin board outside City Hall. Internet access to agendas and related material is available at www.slocity.org. Promotional Coordinating Committee Meeting Minutes Wednesday, September 12, 2012 5:30pm City Hall -Council Hearing Room CALL TO ORDER: Vice-Chair Jill LeMieux PRESENT: Fidler, Cox, Palazzo, Pearce STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT DRAFT Chamber of Commerce CEO, Ermina Karim, invited the board to partake in the vision and design workshops for the new Visitors Center. She asked the committee to place the formation of a task force for that purpose on the October agenda. Staff was asked to do so. Molly Cano with the San Luis Obispo County Visitors & Conference Bureau (VCB) handed the commissioners the new bags for the 2012 Sunset Savor the Central Coast event. She mentioned the article on Nature Corps in the LA Times that featured the volunteer vacations program as the main travel tip. She also reported on the VCB's pitch to the Western States Airport Association to bring its annual conference to San Luis Obispo in April 2012. She asked the committee to mark the calendar for the January VCB annual vision workshop taking place at the Performing Art Center. CONSENT AGENDA ACTION: Moved by Pearce/Cox to approve the consent agenda as presented. Motion carried 5:0 BUSINESS ITEMS 1. EVENTS & ACTIVITIES SUPPORT Staff introduced the item that was continued from the August meeting, provided a cost evaluation of the current events promotion campaign, and reported on the available funding in the Community Promotions budget. Promotional Coordinating Committee Minutes Page 2 The committee decided to keep the events promotion budget as well as the allocation for beatification intact. The funding needed should come from left-over GIA funding as the brochure largely benefits those organizations. ACTION: Moved by Pearce/Palazzo to commission the digital brochure without print & distribution with a budget not to exceed $32,000. Motion carried 4:1 The current program includes the post-it note on The Tribune. This element will only be commissioned if it can be tracked independently to justify the expense. The contractor is to look into this possibility and report to the committee in October. 2. EVENTS PROMOTION PROGRAM Vice-Chair LeMieux introduced the agenda item that would establish a once-a-year RFP for events promotion similar to GIA. The criteria would need to be geared towards the larger context in order to invite organizations that are looking at bringing a major event to San Luis Obispo. ACTION: Moved by Fidler /Palazzo to adapt an events promotion cycle to replicate GIA starting in 2013. Motion carried 5:0 For 2012-13, the current process will continue as long as funding is available. Staff was asked to bring back a RFP document, so the committee can define the criteria at the October regular meeting. 3. RFP REVIEW-CITY EMBLEM The preliminary RFP documents were submitted with the agenda as attachment 2. The committee found the document well defined and inclusive of all elements. When developing the style guide, the consultant should consider the inclusion of departmental treatments. ACTION: Moved by Fidler /Cox to accept the RFP document as presented. Motion carried 5:0 COMMITTEE COMMUNICATION Commissioner LeMieux mentioned that the Bioneers group reached out to her and extended invitations to the conference. The organizers would like to invite City Council, PCC, and other City officials. Promotional Coordinating Committee Minutes Page3 ---------------------· "···------···-· --- Commissioner Pearce reported that the TBID approved its annual reports. A new board member was sworn in. Kimberly Walker is a partner with the new Granada Hotel on Morro Street. Staff provided an update on the recruitment process for the new Tourism Manager position and the dates for the interview panels. Meeting adjourned at 6:49 pm Community Promotions Budget 2012-13 Budget 2012-13 Amount Budget $ 386,500 Total Budget $ 386,500 Expenditure Last Updated 10/4/2012 Available Expenditure Committed Contracts Other Expenditures Balance Contractor Grants-in-Aid Program $ 125,000 $ 25,000 $ 86,385 $ 13,615 City Administration Events & Activities $ 80,000 $ 32,000 $ 35,000 $ 13,000 City Administration Visitors Center $ 76,500 $ 76,500 $ -Chamber of Commerce PR Contract $ 55,000 $ 55,000 $ -Chamber of Commerce Downtown Maps $ 7,500 $ 7,500 $ -Chamber of Commerce Beautification $ 25,000 $ 25,000 Support Cost $ 17,500 $ 15,000 $ 2,500 City Administration ,Total $ 386,500 $ 188,500 $ 143,885 $ 54,115 -- I Remaining Balance $ -I • San Luis Obispo , Chamber of Commerce Report to City of SLO-PCC Committee Public Relations Contract September 2012 Media Releases: Wrote release on Remnants of the Past Vintage Show. Release distributed locally as well as nationally to CA lifestyle publications, CA newspaper publications and niche publications. Wrote follow up release for Nature Corps on their 25th Anniversary year and tie to Sunset Magazine for the Savor Weekend. Distributed to the local media. Wrote release for the TBID for their donation to the Special Olympics of tickets to all Cal Poly sporting events this fall season. Distributed to the local media. Wrote releases for the City to the Sea Half Marathon and Plein Air Festival for their events. Wrote release on Share SLO, TBID's new social media campaign set to launch-release pending and locally focused. Media Contacts: Worked with LA Times' Travel section writer Mary Forgione on an article about the Nature Corps. Mary responded to my release sent about the program, I followed up with more information and contacts to Mark Landon, the program director. Article appeared the very next day. LA Times circulation: 589,735 Link to article: http://www .lati mes.com/travel/ de a ls/la-trb-tc-natu re-corps- 20120911,0,431398l.story Currently working with Fox News National reporter on story about the SLO Wine Region. They also had some interest in the Nature Corps story. Currently working with Go! Media out of Atlanta who will be filling a Mercedes Benz commercial later this month here in San Luis Obispo, helping with film locations, permitting as well as sent b-roil images and photos. Currently working with Trip Advisor who is scouting San Luis Obispo as a destination feature. Sent press materials including releases, photos and b-roil images. Wrote Application for 'Train Town USA' designation with Union Pacific Railroad, San Luis Obispo has been selected as an official Train Town, USA. Mayor Marx will accept the designation on behalf of the city on Saturday, Oct. 6th. Continue to work on building and growing contact lists as well as establishing contacts at key media outlets. Worked on building CA newspaper lists, CA lifestyle lists and travel publication lists this month. Meeting monthly with Rosetta (TBID's Advertising agency) to collaborate on ideas and opportunities. Continue working with Savor PR team to promote event. Coordinated a SLO walking tour for the 12 travel writers that Savor brought to town for the event, featured Jamba, SLO's public art and the Mission & Plaza Joined group along with Mayor Marx at SLO luncheon (NOVO) to highlight whySLOisHappyTown,USA Sent out release again to media Promoted through social media Promoted event and gave away Savor tickets on Up and Adam (local radio show) Worked SLO's Savor booth Collaboration with Cal Poly Hosted an information session for new faculty, approx. 50, to introduce them to the community. Grants-in-Aid Marketing Support-Sept. 2012 San Luis Obispo 01amber of Commerce vc PR SM EC EL MTG Ballet Theatre Canzona Women's Ensemble X X Central Coast Children's Choir X I Madonnari-CCP X X X X X Civic Ballet City to Sea-CC X X X X X Central Coast Writers Conference X X X X X Bioneers X ){ X X X Festival Mozaic X p X X FPAC-BravoSLO X p X X SLO Botanical Garden-Art Eco GALA-Pride Week }{ X X }{ X History Center of San Luis Obispo County Jewish Community Center-Film Fest San Luis Obispo Blues Society }{ X San Luis Obispo County Band Downtown Association-Santa's House Museum of Art-Plein Air X X X X X Soccer Club-Summer Tournament X X Symphony-Mission Tour p Vocal Arts Ensemble Black 1s current month, gray IS past work, Pis for pending work, 0 is for Did not workout 21 Total; 13 served to date VC-Dropped off materials for display in Visitor Center; brochures, posters, etc. PR-Sent out Press Release to local media list SM-Ran event through Social Media outlets EC-Included in Event Calendar one-sheet sent out to local hoteliers, wineries, etc. EL-Included in Event Listings sent to local media highlighting upcoming local events MTG-Meet with Groups in person to offer public relations advice and support ST-Sell Tickets for events through the Visitor Center PC-In place of in person meeting, had phone call with group to discuss details. Notes from the month: Distributed this month's one-sheet. Was unable to make ticket sales work for Bioneers or Plein Air, however Grace did discuss possibility with event groups. X .X }{ ST D p D PC X X X X X X }{ X I San I .Liis Obispo Chcnnber of Con1n1erce Visitor Services Contact Report September 2012 Highlights from September in the Visitor Center: • Helped tourist book room during Cal Poly move-in weekend • Large increase in number of walk -ins tourists during two weekends in September, hotels were near sold out as well SLO events promoted through Visitor Center: • Taste of SLO • Bike Rodeo • Savor the Central Coast • I Madonnari Monthly Visitor Center Interactions: Visitors in center: Phone calls: Emails: Calendar of Events: September 2012 6,872 530 121 Events entered into calendar this month: 136 Events in the September calendar: 92 Promotional Product Sales: Visitor Guides: 221 City Maps: 109 Promotional Product Giveaways: Total Number: 275 Maps & Visitors Guide • SLO Blues Society • SLO County Band • Performing Art Center Events • Brew & Bites Festival August 2012 6,496 September 2011 5,433 614 688 106 103 Groups: CalPoly Faculty Training, County Assessor's Conference, Plein Air Festival verdi * Events Brochure Report-September Brochure The digital brochure had more than 861 views in September and has received 3,383 total views since it was uploaded on June 25, 2012. Advertising Our advertising campaign continued through the month of September and received the below results: Media outlet Impressions Clicks Click thru rate VisitSLO.com 5,899 94 1.59% SanluisObispo.com 45,736 82 0.23% Face book 884,944 862 0.14% *Online advertising has a national average click thru rate of 0. 02% SLO Chamber Kiosk Total pageviews: 3,112 Event section views: 327 Social Media We continue to post upcoming events and information on the Facebook page 3-4 times per week and are continuing to see a good amount of user interaction through likes and comments on our posts, as well as private messages and posts to our wall from others promoting their own events. We gained 67 4 additional likes during the month of September, which brought our total likes to 4,381. Our average weekly reach, which is the number of unique people who saw any content from our page, was 57,865 in September. This number is down slightly from August, but is a notable increase from our average weekly reach of 26,108 in June and 44,472 in July. FACEBOOK ACTIVITY 5000.----------------------------------, 4000r------------------------------,~~ 3000~--------------------------~~---i 2000r---------------------~~~-------i 1000~----------~~~~---------------i 0 ~Likes Nov-Dec-Jan-Feb-Mar-Apr-May-Jun-Jul-Aug-Sep- 11 11 12 12 12 12 12 12 12 12 12 ATTACHMENT 1 PROMOTIONAL COORDINATING COMMITTEE Goals for 2011-13 Background The PCC had a lively discussion during its September and October regular meeting regarding goal setting for the 2011-13 Financial Plan. Consistent with its assigned role, the adopted goals concentrate on improvements and enhancements that would make the City of San Luis Obispo a better place to reside and visit. The PCC did not weigh the goals since the members felt that they were equally important. Goals •!• Beautification • Concentrate on median beautification and create an "Adopt a Median" program. • Include all business districts (Railroad, Old Town, China Town) in beautification instead of concentrating solely on Downtown. •!• Create signage for bicycle trails with a distinct look so they visually link together. •!• Provide easier access to airport and Amtrak station with public transportation. •!• Offer better cab service and create a cab stand downtown, especially during the weekend. Consider implementing taxi call boxes or directories at airport, train stations, and bus station downtown for people arriving from out of town. •!• Support collaboration with local cultural, recreational and competitive sports events to drive visitors to San Luis Obispo. •!• Install proper pedestrian lighting on residential and perimeter streets to increase safety. Consider implementing an "Adopt a Street Light" program for this purpose. Tourism Business Improvement District Meeting Minutes Wednesday, September 12,2012 lOam City Hall -Council Hearing Room CALL TO ORDER: Chair Clint Pearce PRESENT: Hutton, Patel, Billing, Walker STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst OATH OF OFFICE ATTACHMENT2 DRAFT Kimberly Walker with the Granada Hotel, who was appointed by the City Council on September 4, 2012, took her oath of office. PUBLIC COMMENT Chamber of Commerce CEO, Ermina Karim, invited the board to partake in the vision workshop and new layout and design meetings for the new Visitors Center. She asked the board to place the formation of a task force for that purpose on the October agenda. Staff was asked to do so. Molly Cano with the VCB handed out the new bags for the 2012 Sunset Savor the Central Coast. She mentioned the article on the Nature Corps partnership in the LA Times that featured the volunteer vacations as the main travel tip. She also reported on the VCB's pitch to the Western States Airport Association to bring its annual conference to San Luis Obispo in April 2012. She asked the board to mark the calendar for the January 2013 VCB annual vision workshop taking place at the Performing Art Center. CONSENT AGENDA ACTION: Moved by Patel/Hutton to approve the consent agenda as presented. Motion carried 5:0 Tourism Board Improvement District Minutes ATTACHMENT 2 Page2 BUSINESS ITEMS 1. ANNUAL REPORT The Commissioners found the report complete, well drafted, and easy to read. Commissioner Hutton asked whether events promotion should be added as a goal. The commissioner concluded that events promotion was one of the strategies used to fulfill the goals. The commissioners asked that the smaller events supported in 2011-12 be mentioned under the specific section in the report. ACTION: Moved by Hutton/Patel to approve the annual report with the addition of events support as directed. Motion carried 5:0 2. RFP FOR HOTEL BEAUTIFICATION Board Chair Pearce introduced the item and explained how the topic came about. This program would add a beautification component to the TBID program and introduce an annual RFP process. A subcommittee would need to be formed to review proposals for beautification and curb appeal. As this topic was brought forth by a hotel member, it was important to have the discussion at the board meeting. Though the commissioners liked the idea, they concurred that the current program still needed to be marketing centric in order to deliver on objective and goals. Maybe in the future, programs that benefit individual properties could be considered, but right now the entire assessment should be spent to benefit all. No follow-up was needed. 3. HOTEL LIAISONS Due to two new members on the board, the liaison list needed updating. Though most of the interaction will probably shift to the new Tourism Manger, it seemed important that the board members kept in touch with the assigned properties. Commissioner Walker was assigned the Sands Inn & Suites, The Best Western Somerset Inn, Villa San Luis & Los Padres Inn, and the Coachman Inn. Commissioner Ridgeway will serve as the liaison to Petit Solei!, Garden Street Inn, Hostel Obispo, Economy Motel, and The Sanitarium. Staff is to update the list and send to the commissioners. 4. UPDATES Economic Development Manager Claire Clark gave the update on the hiring process. From 127 applicants, 12 were selected to interview on September 18, 2012. The finalists will be invited to an interview with TBID and PCC members Hutton, Patel, Fidler, and LeMieux. This interview will also include a brief written assignment with oral presentation of the subject. Staff gave the update on the Nature Corps partnership and the involvement of the program in Sunset's Savor the Central Coast. Lindsey Miller with the Chamber of Commerce reported that the PR release was getting a lot of attention as it is a different offering and writers are picking it up readily. Tourism Board Improvement District Minutes ATTACHMENT 2 Page 3 Staff also provided an update on the upcoming Savor the Central Coast event and the City's booth in the Pavilion. COMMITTEE COMMUNICATION Board Chair Pearce reported on the visits to hotel members to promote the Nature Corps partnership. Staff provided an overview on the topics before the PCC in September. Meeting adjourned at 10:55 am