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Home My WebLink About04-10-2013 PCC Agenda PacketAny 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. Agenda Promotional Coordinating Committee City of San Luis Obispo Wednesday, April 10, 2013 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 Jill LeMieux PUBLIC COMMENT: Each speaker is limited to three minutes of public comment OATH OF OFFICE Tom Franciskovich, appointed by the City Council on March 19, 2013, will take the oath of office to serve on the PCC. CONSENT ITEMS C.1 Minutes of the Meeting on March 13, 2013 C.2 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitors Center Report C.6 Events Brochure – Campaign Report C.7 TOT Report Promotional Coordination Committee PRESENTATIONS 1. QUARTERLY REPORT BY CONTRACTOR 15 min Verdin will present the quarterly report for the contracted obligations for the SLO Happenings brochure. BUSINESS ITEMS 1. SAN LUIS OBISPO CHAMBER OF COMMERCE 45 min Representatives from Chamber of Commerce will present the quarterly contractor update report. They will also present the future program and funding requests for the consideration of the committee. 2. SUBCOMMITTEE/ TASK FORCE ASSIGNMENTS 10 min The committee will review the current subcommittee and task force assignments to fill any vacancies. 3. REVIEW OF BYLAWS 10 min The committee will review the PCC bylaws for recommendations to City Council. PCC LIAISON REPORTS & 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. EVENT PROMOTIONS SUBCOMMITTEE REPORT – Minutes from March 26, 2013 3. TBID BOARD REPORT – TBID Minutes from March 13, 2013 4. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on April 5, 2013, 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, March 13, 2013 5:30 pm City Hall - Council Hearing Room CALL TO ORDER: Chair Marco Rizzo PRESENT: Pearce, Yukelson, Fidler, Cox, LeMieux STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager Chair Rizzo Call to Order at 5:31 pm PUBLIC COMMENT None. CONSENT AGENDA ACTION: Moved by Yukelson /Cox to approve the consent agenda. Motion carried 6:0 BUSINESS ITEMS 1. SAVOR 2013 SPONSORSHIP The committee continued the consideration to support SAVOR 2013 in partnership with the TBID. The committee reviewed the additional value of the sponsorship package for the City with the PCC sponsorship support. Staff clarified the use of the city’s tourism logo on the sponsorship collateral for the event as with other jointly funded special events. ACTION: Moved by Fidler/ LeMieux to contribute $10,000 to the sponsorship of SAVOR 2013. Motion carried 5:0 Abstained: Pearce 2. SLO HAPPENINGS BROCHURE REVIEW Ashlee Ackers and Megan Rivoire of Verdin presented the draft of the quarterly brochure for April- June for the committee’s review. Staff was requested to email the digital copy for further review and edits to the committee prior to the final upload to the website. Verdin DRAFT & Promotional Coordinating Committee Minutes Page 2 also presented the opportunities for revised advertising approach to the current campaign for upcoming brochures. The recommendation from Verdin is to reallocate the budget intended for the post-it note ad to advertising projects that will attract more traffic from a wider audience., ACTION: Moved by Yukleson/ Fidler to adopt the new advertising budget with consideration of more budget spent on the ad placement and update the geo- targeting based on the research study report. Motion carried 6:0 3. VISITOR SERVICES TEAR OFF MAP The committee reviewed the design of the tear off map produced by the Chamber of Commerce for distribution at the Visitor Center and SLO hotels. The committee requested changes to be made including the use of the “i” symbol in place of the star symbol for the identification of the Visitor Center location. The committee commented that the “i” symbol is also used on the new sign. The request was also made to edit the notation on both sides of the map from “SLO Wine Region” to “SLO Wine Country”. The committee also discussed listing the events by date rather than alphabetical order. ACTION: Moved by Yukleson/ LeMieux to accept the design for the tear off map with the following edits: replace the star icon for the “i” icon and change SLO Wine Region to SLO Wine Country. Motion carried 6:0 4. ELECTION OF CHAIR & VICE-CHAIR The committee discussed the nomination process for the Chair and Vice-Chair positions to serve from April 2013-March 2014. The opportunities for nominations were open to the full committee, noting Commissioner Rizzo had termed out as Chair. Marco Rizzo nominated Jill LeMieux as Chair. LeMiuex accepted the nomination. Jill LeMieux nominated Sasha Palazzo to serve as the Vice –Chair. Staff noted that Commissioner Palazzo had confirmed her willingness to serve as Vice-Chair should the nomination be made in advance of her absence. ACTION: Moved by Rizzo/ Cox to accept Jill LeMiuex as the Chair and Sasha Palazzo as the Vice-Chair for the April 2013-March 2014 term. Motion carried 5:0 Abstained: LeMieux 5. TOURISM RESEARCH STUDY RESULTS Molly Cano presented an overview of the San Luis Obispo partner report recently completed as part of the Visit San Luis Obispo County tourism research study. The City funded the participation in this report through the Economic Development Program. Cano highlighted key learnings in the report. The full report is available on the City web site as a link in the agenda for the committee to review. C1-2 Promotional Coordinating Committee Minutes Page 3 COMMITTEE COMMUNICATION Commissioner Pearce updated the committee on the discussions at the February TBID meetings. Molly Cano presented the tourism program update. She acknowledged Commissioner Yukleson for his service to the City and the Committee. She also acknowledged Chair Rizzo for his dedication and service as the committee chair for the past 2 years. She provided an update that these interview committee had recommended to appoint Tom Francisokvich to the PCC. The appointment would take place on March 19 by City Council and April would be his first PCC meeting. Cano also mentioned her work on two upcoming travel trade FAMs: On Top Deck FAM trip from Australia in March and Brand USA Mega FAM in May. Cano mentioned the upcoming attendance at the CalTravel Summit. She also announced that tickets were on sales for the “Exploring SLO Wine Country” April SAVOR Adventure Tour during SLO Marathon weekend. Chair Rizzo introduced the request from SLO Wine Country Association for a letter of support to accompany a grant application for marketing funds to attract more awareness to SLO Wine Country. The committee agreed that it was an important partnership and application to support and requested staff to finalize the letter for submission to SLO Wine Country. Meeting adjourned at 7:00 pm C1-3 Community Promotions Budget 2012-13 Budget 2012-13 Amount Budget 386,500$ 2011-12 Carry Over 40,000$ Total Budget 426,500$ Expenditure Last Updated 4/4/2013 Expenditure Committed Contracts Other Expenditures Available Balance Contractor Grants-in-Aid Program 125,000$ 25,000$ 96,885$ 3,115$ City Administration Events & Activities 80,000$ 32,000$ 44,000$ 4,000$ 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$ -$ Chamber of Commerce/sign Support Cost 17,500$ 16,400$ 1,100$ City Administration Style Guide*40,000$ 40,000$ -$ Pierre Rademaker Design Total 426,500$ 228,500$ 189,785$ 8,215$ Remaining Balance -$ C2-1 Report to City of SLO- PCC Committee Public Relations Contract March 2013 Media Releases: Working with History Center’s to promote their upcoming exhibit opening as well as their special dinner highlighting the new exhibit. Wrote two press releases focused on the exhibit and the dinner. Began distributing both releases and will continue to with additional outreach as event dates get closer. Sent release for Remnant’s summer show to major media, events, CA newspapers and CA lifestyle publications. Also working on national event postings. Distributed release for Botanical Gardens’ Art Eco event. Will continue marketing event throughout next month. Finished three themed itineraries for visiting SLO- for the wine lover, for the adventure enthusiast and culinary buff. Using to help give ideas to travel media. Will be creating a longer stay version as well as a day trip version. Media Contacts: Provided Fodors.com with information about the SLO Marathon to be part of their best races feature. Working on building the San Luis Obispo/Central Coast portion of the VisitCalifornia.com photo archives. Sent in event submissions to Visit California for upcoming events. Submitted SLO as a ‘hot destination’ for upcoming piece with Wyndem Worldwide. C3-1 LA Times article from last month has been picked up by many other newspapers and online publications. http://www.latimes.com/travel/la-tr-placesin2013-20130217,0,5799085.story Hosted a travel writer from Awareness Magazine for a four day ‘car free’ trip to SLO and surrounding region. Article is due out next month. Continued working on coordinating a trip for Polish Travel Writer who will be in SLO this fall. He writes for natemat.pl, which he says is the Polish equivalent to the Huffington Post. Continued working with travel writer from American Way Magazine, the in-flight publication for American Airlines. Writer was here visiting SLO in March to research the article, article due out this summer. Continue to work on building and growing contact lists as well as establishing contacts at key media outlets. Coordinated with Cal Poly’s Open House to have an booth at both the Friday and Saturday events within the weekend festivities. Meeting monthly with Rosetta (TBID’s Advertising agency) to collaborate on ideas and opportunities. Continue to work with the City and Rosetta on the Share SLO campaign and assisting the new SLO Ambassador, Bentley Murdock, when possible. C3-2 Grants- in-Aid Marketing Support- March 2013 VC PR SM EC EL MTG ST PC Ballet Theatre X X X X X X Canzona Women's Ensemble X X X X X X Central Coast Children's Choir X X X X X I Madonnari- CCP X X X X X X Civic Ballet X X X X X X City to Sea- CC X X X X X X Central Coast Writers Conference X X X X X X Bioneers X X X X X X D Festival Mozaic X X X X X D X FPAC- BravoSLO X X X X X X SLO Botanical Garden- Art Eco X X X X X X GALA-Pride Week X X X X X X History Center of San Luis Obispo County X X X X X X Jewish Community Center- Film Fest X X X X X X San Luis Obispo Blues Society X X X San Luis Obispo County Band X X X X X X Downtown Association- Santa's House X X X X X X Museum of Art- Plein Air X X X X X D X Soccer Club- Summer Tournament X X Symphony- Mission Tour X X X X X X Vocal Arts Ensemble X X X X X X Black is current month, gray is past work, P is for pending work, D is for Did not workout 21 Total; 21 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: Will continue to work on promoting Art Eco and History Center Exhibit opening throughtout next month. C4-1 Visitor Services Contact Report March 2013 Highlights from March in the Visitor Center: • Big interest in the International Film Festival, received many contacts. • Spring Break brought large increase in tourism during the last week of the month. SLO events promoted through Visitor Center: Jack House Easter Egg Hunt SLO Little Theatre presents The Giver SLO Downtown Assoc. Bunny Trail Hope Dance Films presents I Know What I Saw SLO Wind Orchestra Concert Madonna Expo Center Health and Fitness Expo SLO Botanical Gardens Art Eco Opera SLO presents the Met Live Cal Poly Arab Music Ensemble SLO Symphony's Blooming Talent Cal Poly Presents Willie K Canzona Women’s Ensemble Concert SLO Vets Hall Craft Beer Festival Cuesta College presents Central Coast Jazz Festival Cal Poly Wind Bands Winter Concert SLO International Film Festival Cal Poly Presents The Black Watch & The Band of the Scots Guards SLO Bigs Disco Bowl SLO Folks Concert The SLO Blues Society Concert Cal Poly's University Jazz Bands Presents Just Jazz Art After Dark Festival Mozaic’s 2013 WinterMezzo Chamber Music Series: The Mysteries of Beethoven Phyllis Madonna's Musical Revue Monthly Visitor Center Interactions: March 2013 February 2013 March 2012 Visitors in center: 4,690 3,863 5, 384 Phone calls: 627 435 818 Emails: 131 95 165 Calendar of Events: Events entered into calendar this month: 139 Events in the March calendar: 85 Promotional Product Sales: Visitor Guides: 34 City Maps: 83 Promotional Product Giveaways: Santa Barbara Chamber of Commerce: 25 Visitors Guide & 50 Tri-fold Maps CalPoly Construction Management Conference: 250 Tri-fold Maps. & Events Brochure Report – March BROCHURE During the month of March we finalized all content for the April-June brochure and made all revisions submitted by PCC members. The brochure was uploaded to issuu and sent to Molly Cano on March 28th for uploading on the SLO City website. The current (Jan-Mar) digital brochure received 675 reads and 2,129 impressions during the month of March. ADVERTISING Our advertising campaign continued through the month of March and received the below results: *Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk** Total pageviews: 1,586 Event section views: 206 **Kiosk numbers are low because Kiosk was down for 2 weeks during Chamber office move. SOCIAL MEDIA We post upcoming events and information on the Facebook page 3-4 times per week and have an interactive strategy, which has been successful at improving the engagement of the page. We are also trying to coordinate our efforts with the ShareSLO Facebook page and are sharing many of their posts as well to gain a wider audience for both of the pages. During the month of March, we gained 444 additional likes, which brought our total likes to 7,400. Due to a glitch in the Facebook analytics metrics we were unable to pull accurate engagement rate statistics for the month of March. The glitch affected all of Facebook’s pages and they have corrected the error for future reports, but unfortunately will not be able to correct it for past data. Media outlet Impressions Clicks Click thru rate VisitSLO.com 4,880 100 2.05% Facebook 873,927 933 0.11% SanLuisObispo.com 25,062 70 0.28% FACEBOOK ACTIVITY 0 1000 2000 3000 4000 5000 6000 7000 8000 No v - 1 1 Ja n - 1 2 Ma r - 1 2 Ma y - 1 2 Ju l - 1 2 Se p - 1 2 No v - 1 2 Ja n - 1 3 Ma r - 1 3 Likes C6-1 TOT Comparision 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 Change +/-Actual Change +/-ADR July 565,386$ 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 7.7%83.4 2.1 127.70$ August 573,057$ 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 8.5%81.5 1.9 127.75$ September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 3.7%73 -2.6 119.34$ October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 7.4%69.3 0.7 116.19$ November 375,287$ 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 3.4%57.7 -2.7 $107.34 December 312,510$ 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 1.5%50.9 -6 $100.40 January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 9.4%52.2 2.7 97.96$ February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 341,387$ 5.6%60.8 4.1 $105.25 March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ May 435,516$ 393,431$ 372,997$ 433,874$ 447,116$ June 513,631$ 456,098$ 490,326$ 512,543$ 578,234$ Total/Average 5,064,103$ 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 3,561,147$ * figures from Smith Travel Research report *one hotel figure is missing from Feb. 2013 TOT figure Occupancy C7-1 BYLAWS PROMOTIONAL COORDINATING COMMITTEE CITY OF SAN LUIS OBISPO ARTICLE 1 PURPOSE The Promotional Coordinating Committee (PCC) advises the Council in working to improve the quality of life for all City residents and our visitors. The committee recommends projects to help promote the City as a regional trade, recreation, and tourist center, consistent with community goals. ARTICLE 2 MEMBERSHIP The PCC shall consist of seven (7) members appointed by the Council. Six of the members shall be resident of the City of San Luis Obispo. The seventh member shall be the chair of the Tourism Improvement District (TBID) Board as appointed by the TBID Board. Committee members shall be appointed for a term of four (4) years, commencing on April 1st or other date as directed by the Council. No committee member shall serve more than two (2) consecutive terms (eight years) on the PCC. Any committee member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years), so long as the initial, partial term is less than one (1) year. The representative from the TBID Board shall serve a term concurrent with his/her term as the chairperson of the TBID Board. ARTICLE 3 OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the March meeting of the PCC for the term starting in April. No committee member shall serve more than two (2) consecutive one-year terms as Chairperson or Vice Chairperson. Any committee member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2) consecutive one- year terms, so long as the initial, partial term is less than six (6) months. B4-1 The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the PCC or Council. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4 MEETINGS A. The PCC shall hold a regular meeting each month, but not less than ten (10) times per year. B. The meetings are to be held at City Hall, the second Wednesday of each month, unless another location and/or time has been announced as required by California law. C. The meetings shall be open to the public. D. A quorum shall consist of a majority of the commissioners currently serving on the PCC. E. All actions of the PCC shall be by a majority vote or consensus and shall be directed through the Chairperson. F. Minutes of each meeting shall be taken and forwarded to the Council and shall be available as a public record. G. A special meeting may be called at any time by the Chairperson or by a majority of the committee members currently serving on the PCC, provided each member is given written notice of the special meeting at least 24 hours prior to the meeting, and the time and place of the special meeting is announced as required by California Law. H. All meetings shall be conducted in general accordance with Robert’s Rule of Order, newly revised edition, subject to minor variation by the Chair as appropriate to the needs of the advisory body. I. All committee members present at a meeting shall vote on any motion or resolution brought before the PCC, except when abstaining due to a conflict of interest. J. Any committee member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. K. Any failure to attend three (3) regular meetings within any twelve-month period, that member shall automatically be considered for replacement. % ARTICLE 5 SUBCOMMITTEES Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are the Grants-in-Aid and Promotional Contracts subcommittees. The subcommittee members will serve for a two (2) year term. After two years they will automatically rotate to the other standing subcommittee. ARTICLE 6 FUNCTIONS AND DUTIES The functions and duties of the PCC shall include, but not be limited to, the following: A. Planning a comprehensive program to promote the City of San Luis Obispo and prepare an annual marketing program consistent with City goals and objectives. B. Develop promotional programs and projects for the City of San Luis Obispo. C. Hear requests for financial aid from cultural and promotional groups seeking grants from the City of San Luis Obispo and make recommendations to the Council thereon. D. Present an annual assessment report to the City Council regarding the Promotional Coordinating Committee’s Grants-in-Aid program and other programs as appropriate. E. Initiate and support community activities that are meaningful to residents and visitors of the City of San Luis Obispo. F. Provide a liaison with grant recipients who work to promote the quality of life for residents and visitors of the City of San Luis Obispo. G. Perform any other lawful tasks as directed by the Council. ARTICLE 7 AMENDMENTS These bylaws may be amended by the Council, upon the recommendations of two-thirds of the committee members currently serving on the PCC, provided that the text of any such proposed amendment shall have first been provided in writing to each committee member. % Community Promotions Events Subcommittee Meeting Minutes Tuesday, March 26, 2013 - 4:00 pm City Hall- Council Hearing Room CALL TO ORDER: Commissioner Hutton PRESENT: LeMieux STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager Commissioner Hutton Call to Order at 4:05 pm PUBLIC COMMENT No public comment. BUSINESS ITEMS 1. CENTRAL COAST RAIL ROAD FESTIVAL & MUSEUM The committee received a presentation from the event organizer of the Central Coast Railroad Festival, Curtis Reinhardt and the Museum Director, Brad LaRose. They submitted a request for event sponsorship for the 2013 Railroad Festival and the Grand Opening of the Railroad Museum. The request for sponsorship was in the total amount of $15,000 for the preliminary proposal for the out of market promotion. The presenters also noted the opportunity to leverage the work of Rosetta to tie into the current TBID advertisements and promotions. The subcommittee did not see the benefit to the TBID for the railroad festival but was interested in the grand opening of the museum. The subcommittee did not form a recommendation at this time and requested staff to do some additional work on information for the Grand Opening of the museum. 4. RFP FOR EVENTS PROMOTION The committee reviewed the updated application for consideration. They discussed the timing of the application and how to best make it available to the events without limiting involvement for consideration of events in the effort to streamline the process for the committees. The subcommittee requested staff to edit the proposal to show the semi- annual application time periods taking place in the early fall and then in the spring. The subcommittee also requested staff to add a specific question to the application addressing the anticipated room night to the City of SLO hotels. LRC2-1 Tourism Business Improvement District Meeting Minutes Wednesday, March 13, 2013 10 am Holiday Inn Express CALL TO ORDER: Chair Clint Pearce PRESENT: Koper, Walker, Hutton STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager Chair Pearce Call to Order at 10:02 am PUBLIC COMMENT Paul Sloan from the Visit San Luis Obispo County made an introduction to the Board as the Sales & Marketing Director for the organization. He updated the Board on the continued development of the web site with the anticipated May 2013 launch. Sloan also shared the new 2013 Visitor Guide featuring the Pure Play theme. CONSENT AGENDA ACTION: Moved by Hutton/Koper to approve the consent agenda. Motion carried 4:0 ANNOUNCEMENT City Clerk Maeve Kennedy Grimes updated the Board on the required ethics training, AB1234, for the TBID Board to complete due to the review of the City policy. The training is required to be completed every two years. The Board will be notified by the City Clerk’s office with the details and options for completion. PRESENTATIONS 1. INTRODUCTION OF SLO AMBASSADOR Ryan Allshouse of Rosetta introduced the SLO Social Media Ambassador, Bentley Murdock. Murdock will be serving as the Ambassador for the next year. Murdock presented his plans for the next few months including participation in DRAFT &V Tourism Board Improvement District Minutes Page 2 BUSINESS ITEMS 1. TBID STRATEGY RETREAT The Board reviewed the draft proposal of the workscope document for the strategy retreat and strategic plan. No changes were requested to the document. ACTION: Moved by Hutton/Walker to accept the workscope document. Motion carried 4:0 2. CAL POLY ARTS: LA GUITARRA 2013 The Board continued the consideration of the Cal Poly Arts sponsorship request for La Guitarra Festival, September 2013. Due to the limited perceived impact on the hotel room consumption, the Board did not recommend sponsorship funding for this event. ACTION: Moved by Walker/Koper to not provide funding for La Guittara Festival 2013. Motion carried 4:0 3. FUND BALANCE POLICY The Board reviewed the language of the fund reserve policy, created to ensure an ongoing sustainable TBID budget. There were no requested changes to the fund reserve policy. ACTION: Moved by Koper/Walker to accept the fund reserve policy as presented. Motion carried 4:0 4. ELECTION OF BOARD CHAIR AND VICE-CHAIR The board members discussed the nomination process for the Chair and Vice-Chair positions to serve from April 2013-March 2014. The opportunities for nominations were open to the full Board. Dean Hutton nominated Clint Pearce to continue as Chair for his second term. Pearce accepted the nomination. He expressed appreciation and welcomed the opportunity for a second term. Clint Pearce nominated Dean Hutton to serve as the Vice –Chair. Hutton accepted the nomination. ACTION: Moved by Koper/Walker to accept Clint Pearce as the TBID Board Chair for April 2013-March 2014. Motion carried 3:0 Abstained: Pearce ACTION: Moved by Koper/Walker to accept Dean Hutton as the TBID Board Vice- Chair for April 2013-March 2014. Motion carried 3:0 Abstained: Hutton C6-2 Tourism Board Improvement District Minutes Page 3 5. TOURISM RESEARCH STUDY RESULTS Molly Cano presented an overview of the San Luis Obispo partner report recently completed as part of the Visit San Luis Obispo County tourism research study. The City funded the participation in this report through the Economic Development Program. Cano highlighted key learnings in the report. The full report is available on the City web site as a link in the agenda for the constituents to review. 6. TRADESHOW RECAP Molly Cano presented the results of the two consumer travels show attended in January and February. The first show was the Los Angeles Travel & Adventure Show in Long Beach. Cano mentioned the new component of the photo booth as a popular addition to this representation. Over 630 new newsletter contacts were garnered at this show. The second show was the Bay Area Travel & Adventure Show in Santa Clara. Cano noted that over 600 new newsletter contacts were garnered from this show. As a result from both shows, getaway winners have been notified for the trip to San Luis Obispo. COMMITTEE COMMUNICATION LETTER OF SUPPORT Board Chair Pearce introduced the request from SLO Wine Country Association for a letter of support to accompany a grant application for marketing funds to attract more awareness to SLO Wine Country. The Board agreed that it was an important partnership and application to support. The Board requested staff to finalize the letter and submit it SLO Wine Country. HOTELIER UPDATE No new hotel news to be discussed. The Board did mention that a very a few rooms were still available for the marathon weekend and spring break reservations were strong. TOURISM PROGRAM UPDATE Molly Cano presented the tourism program update. Two upcoming travel trade FAMs: On Top Deck FAM trip from Australia in March and Brand USA Mega FAM in May. Cano also noted the upcoming attendance at the CalTravel Summit. She provided a Board update that the recommendation to re-appoint Dean Hutton and Kimberly Walker and the appointment of Terry Westrope and Matthew Wilkins top the TBID Board. The appointment of these members would take place on March 19 by City Council. Cano also announced that tickets were on sales for the “Exploring SLO Wine Country” April SAVOR Adventure Tour during SLO Marathon weekend. Meeting adjourned at 11:19 am C6-3