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HomeMy WebLinkAbout05-08-2013 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, May 8, 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 CONSENT ITEMS C.1 Minutes of the Meeting on April 10, 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 – not available at the release of the agenda Promotional Coordination Committee BUSINESS ITEMS 1. 2013-14 BUDGET DISCUSSION 60 min The Budget Task Force members will report on the task force meeting, the request to the TBID, and the recommendation as to 2013-14 budget allocations. 2. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION 30 min The Grants-in-Aid Subcommittee will present its preliminary recommendations. Based on those findings, the committee will form its recommendation to the Council. This recommendation will be presented to the applicants in a special meeting of the PCC on May 15, 2013 at 5:30 pm. 3. REVIEW OF BYLAWS 10 min The committee will continue the review of 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. TBID BOARD REPORT – TBID Minutes from April 10, 2013 3. TOURISM PROGRAM UPDATE ADJOURN. POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on May 3, 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, April 10, 2013 5:30 pm City Hall - Council Hearing Room CALL TO ORDER: Chair Jill LeMieux PRESENT: Pearce, Fidler, Cox, LeMieux, Rizzo, Franciskovich STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager PUBLIC COMMENT Jim Black from the SLO Symphony thanked the committee for their GIA sponsorship and presented the results of the Mission Tour. Mission Tour was very successful and sold out houses throughout the county. Stacy Hunt from the Central Coast Bioneers Conference presented new developments in the 2013 conference line up. Line Up includes: Denise Sarusa of One World Café, California farm Link which matches youth farmers with retiring land owners, and Architecture for Humanity. OATH OF OFFICE Commissioner Tom Franciskovich was sworn in by the City Clerk to serve on the Promotional Coordinating Committee. CONSENT AGENDA ACTION: Moved by Pearce/Cox to approve the consent agenda. Motion carried 7:0 PRESENTATIONS Verdin presented the quarterly report for the contracted obligations for the SLO Happenings brochure. The January-March brochure was the first digital only brochure. There were 3,320 reads and 16,000 DRAFT C.1-1 Promotional Coordinating Committee Minutes Page 2 impressions. Facebook likes increased by 32% at 7399 likes by the end of March. In the next quarter, Verdin is looking forward to cross-promoting with ShareSLO activities. They also updated the committee that they shifted $100 from the production budget to the facebook advertising budget to be placed based on geo targeted markets. BUSINESS ITEMS 1. SAN LUIS OBISPO CHAMBER OF COMMERCE Representatives from Chamber of Commerce presented the quarterly contractor update report. The report included the GIA event coverage with all 21 funded GIA events contacted and promoted through Chamber efforts. PR results included distribution of 10 press releases for events and itinerary ideas. LA Times mentioned SLO Marathon and named SLO One of the Top 10 Places to See in 2013. The Chamber will also be representing the City at Cal Poly Open House Weekend. They also presented the future program and funding requests for the consideration of the committee. The Chamber informed the committee that the new location for the Visitor Center incurred a $164,000 one-time cost and increased the expenses by 24%. The Chamber presented the history of the funding support and provided the matrix for showing the value of the service provided. The proposal for the Visitor Center Service was $95,000 for a two-year contract with a 3% escalator. The PR contract was for $60,000 and would include the media tracking service through My Media Info. The Chamber also requested in the proposal that the PCC continue the contract for $7,500 for the tear off maps and $25,000 for GIA support. The committee discussed the proposal presented by the Chamber. They discussed various ways to address the increased funding request. The committee requested the budget task force to explore options to achieve full funding of the contracts with the 2-year contract and possible partnership with the TBID. The committee did not feel it was appropriate to entertain the 3% escalator. 2. SUBCOMMITTEE/ TASK FORCE ASSIGNMENTS The committee reviewed the current subcommittee and task force assignments. The following assignments were confirmed: GIA Sub Committee: Event Promotions Sub Committee: Budget Task Force: Cox Palazzo Cox Fidler LeMiuex Pearce Franciskovich Rizzo Palazzo 3. REVIEW OF BYLAWS The committee reviewed the PCC bylaws for recommendations to City Council. The committee requested clarification on: the term fulfillment under article two, the definition of “regular” meeting under article four, and the phrasing of item K under article four. The committee requested staff to address those items and make the changes for final review at the May meeting. COMMITTEE COMMUNICATION Commissioner Pearce updated the committee on the discussions at the April TBID meeting. C.1-2 Promotional Coordinating Committee Minutes Page 3 Commissioner Fidler updated the committee on GIA events like SLO Symphony, Children’s Choir, and the Mini Maker Faire. Commissioner LeMieux shared information on the new exhibit at the history center. Commissioner LeMieux updated the committee on the Events Promotion Subcommittee meeting and the consideration of the twice a year RFP cycle for events. Molly Cano gave the committee the tourism program update. Announcement was made of the retirement of Claire Clark the City’s Economic Development Manager. Cano updated the Board on the result of the Top Deck FAM trip from Australia in March with participation of over 45 agents. The upcoming FAM is the Brand USA Mega FAM in May that Cano is working on with Visit San Luis Obispo County. Meeting adjourned at 7:49 pm C.1-3 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 April 2013 Media Releases: Continue 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, distributed both to local media. Also worked with History Center to put together special media event and send out invites to local media outlets. Continue to promote Remnant’s summer show to major media, events, CA newspapers and CA lifestyle publications. Also working on national event postings. Continue to market Botanical Gardens’ Art Eco event through social media outlets and event listings. 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: Worked with travel writer for Ventura Star on article he is doing on Granada Hotel and SLO. Sent photos and follow up info from stay in SLO. Article due out next month. Submitted Bubble Gum Alley into Virtual Tourist’s 8th Wonder of the World competition. Viewers will be able to vote for Bubble Gum Alley on their website. Submitted SLO as an affordable destination to Travel and Leisure Magazine for Summer deals article. C Made contact with program coordinators for Best of the Road 2013. They are working on changes to the program but will be launching the campaign most likely in May. Making plans to participate in program and promote campaign. Meet up with Molly Cano while she hosted the SLO leg of the VCB’s Dog Friendly Media Trip to SLO County. Dogs and media had the chance to check out the new Visitor Center and pick up their own Happy Town shirt. Continue to work on building and growing contact lists as well as establishing contacts at key media outlets. Participated in both Friday and Saturday events as part of Cal Poly’s Open House. Friday as part of the resource fair and Saturday during the open campus event. Passed out San Luis Obispo information including over 750 maps. Meet with the group planning Poly Days, Cal Poly’s second annual summer alumni reunion event. Helped with itinerary ideas as well as ways to outreach to alumni and locals. 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. C Grants- in-Aid Marketing Support- April 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: Continuing to work on History Center's New Exhibit and special media invite as well as special facebook promotion to promote ArtEco. C.4-1 Visitor Services Contract Report April 2013 Highlights from April in the Visitor Center: Chamber Grand Opening/Mixer Booth at CalPoly Open House (Friday & Saturday) SLO events promoted through Visitor Center: Cal Poly presents The MET in HD Live SLO Children Museum Activity Cuesta College Student Art Show Vocal Arts Ensemble Concert Cal Poly All-State Festival Concert SLO Earth Day Fair and Music Festival 2013 SLO County Band Classic Concerts Cal Poly Open House SLO Botanical Gardens Concert Central Coast Spring Bridal Show Children’s Choir Black & White Gala Children's Day in the Plaza SLO Little Theatre presents Enchanted April Opera San Luis presents W.A. Mozarts "The Magic Flute" Cal Poly presents the Blue Man Group Ballet Theatre SLO Robin Hood Civic Ballet of SLO Alice in Wonderland SLO Blues Society Concert Savor the Central Coast & SLO Marathon Adventure Tours Smart Studio SmART After Dark- Art After Dark SLO Marathon JCCSLO Presents Holocaust Remembrance Monthly Visitor Center Interactions: April 2013 March 2013 April 2012 Visitors in center: 5, 587 4,690 6,061 Phone calls: 604 627 583 Emails: 109 131 121 Calendar of Events: Events entered into calendar this month: 139 Events in the April calendar: 71 Promotional Product Sales: Visitor Guides: 212 City Maps: 90 Promotional Product Giveaways: 50 Visitors Guide & 50 Tri-fold with CalPoly Housing, 200 Trifold Maps CalPoly Orfalea, 750 Visitors Guide & chap sticks at CalPoly Open House. C.5-1 Events Brochure Report – April BROCHURE During the month of April, we designed three different banner ads focusing on the brochures three different categories and styled them using this issues orange color theme. The current (Apr-Jun) digital brochure received 639 reads and 1,129 impressions during the month of April. ADVERTISING Our advertising campaign continued through the month of April and received the below results: *Online advertising has a national average click thru rate of 0.02% SLO Chamber Kiosk Total pageviews: 2,986 Event section views: 401 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 coordinating our efforts with the ShareSLO Facebook page by sharing many of their posts to gain a wider audience for both pages. During the month of April, we gained 466 additional likes, which brought our total likes to 7,866. Our average weekly reach, which is the number of unique people who saw any content from our page, was 9,335. Media outlet Impressions Clicks Click thru rate VisitSLO.com 5,197 126 2.42% Facebook 230,366 957 0.42% SanLuisObispo.com 25,078 76 0.30% FACEBOOK ACTIVITY 0 1000 2000 3000 4000 5000 6000 7000 8000 9000 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 C.6-1 4/23 DRAFT PCC Budget Task Force Minutes Tuesday, April 23, 2013 1:30 pm Madonna Inn, Round Room 1. 2013-14 CHAMBER OF COMMERCE REQUEST FOR FUNDING Staff introduced Michael Codron, Assistant City Manager to speak with the task force on the City’s budget process and cycle. Codron provided the task force with an overview of how the Council has used the feedback from the community, advisory bodies, and staff program requests to shape where the budget’s current state. He shared with them the 3 major priorities for consideration of increased budget requests: 1) address a public safety concern, 2) major city goal, 3) Restore a level of service to a program that had previously been cut. Codron urged the task force to carefully consider the requests and prioritize their budget allocations for the success of the program objectives. The task force considered the funding request presented by the Chamber of Commerce for 2013-15. The task force was in agreement that full funding the proposal was a priority to them. The task force would like to recommend a fixed two-year contract for the visitor center services as budgets will allow but will not recommend the escalator. The task force requested staff to present the request to the TBID budget task force for consideration to support the PCC in fully funding the Chamber contracts in the amount of $23,500. Should the TBID not participate in the contract funding, the PCC budget task force would recommend the PCC fund the contracts by using funds within other program components like beautification. B.1-1 PCC Grants in Aid2013-14 Table of Contents p. 1 Organization Event(s)Event Dates 2013-14 Grant Request 2013-2014 Sub Committee Grant Reccomendation Committee Decision 1 Almond Country Quilt Guild Seven Sisters Quilt Show June 28-29, 2014 $12,000 $1,314 Committee encouraged organization to reevaluate media plan and ad buy to more local focus or niche publications. The ad buy was very broadcast heavy. 2 Ballet Theatre 2012-13 Season ongoing $6,567 $2,891 start sustainability track; very well written proposal, funding reccomendation based on statinablity funding track model 3 Cal Poly Corp: Cal Poly Art Gallery University Art Gallery Oct-June $6,790 $3,942 4 Cal Poly Corp: Cal Poly Arts Event Name and Location Not Listed Sept 6-8, 2013 $15,000 $4,381 funds to be used for media/adverstment only 5 Cal Poly Corp: Central Coast Center for Arts Education Passport to the Arts October 5, 2013 $7,118 $5,010 funds not to include the Santa Maria focus 6 Central Coast Arts International Assemblies; Cultural Exchange Aug-Nov; Jan-June $6,250 $0 Based on the success in the current year the commiitee recomened orgnization apply for GIA to provide assistance in future year 7 Central Coast Arts International African music and dance performance Aug-Nov $7,000 $0 Based on the success in the current year the commiitee recomened orgnization apply for GIA to provide assistance in future year 8 Central Coast Children's Choir Annual Concert Dec 2013; May 2014 $1,500 $1,314 Fund appliaction as requested with minimal decrease due to overall funding evaluation 9 Civic Ballet of San Luis Obispo The Nutcracker Dec 13-15, 2013 $7,500 $6,571 Fund appliaction as requested with minimal decrease due to overall funding evaluation 10 Cuesta College Art Gallery Art Gallery Exhibitions Sept-May $2,500 $2,190 Fund appliaction as requested with minimal decrease due to overall funding evaluation 11 Cuesta College Community Programs: Central Coast Writer's Conference Conference Sept 20-21, 2013 $3,000 $1,270 funding amount based on sustainablity model; last year of funding eligibility 12 Cuesta College: City to the Sea City to the Sea Half Marathon, 5K & Kids Fun Run Oct. 13, 2013 $4,000 $1,270 funding amount based on sustainablity model; last year of funding eligibility 13 Ecologistics Central Coast Bioneers Annual Conference Oct 25-27, 2013 $7,825 $5,782 funding amount based on sustainablity model B.2-1 PCC Grants in Aid2013-14 Table of Contents p. 2 Organization Event(s)Event Dates 2013-14 Grant Request 2013-2014 Sub Committee Grant Reccomendation Committee Decision 14 Festival Mozaic WinterMezzo Series Nov 1-3, 2013; Mar 1-3 2014 $8,000 $0 no attendance at madatory meeting 15 Foundation for Performing Arts Center BravoSLO 20113 Oct 20-,2013 $5,000 $3,242 start sustainability track in the current year; funding amount based on sustainablity model 16 History Center of San Luis Obispo County Exhibit Opening Event Spring 2014 $4,450 $3,899 Fund appliaction as requested with minimal decrease due to overall funding evaluation 17 Jewish Community Center of San Luis Obispo Jewish Film Festival Jan. 11-12, 2014 $3,850 $2,103 start sustainability track in the current year; funding amount based on sustainablity model 18 Land Conservancy, The Signage March -- 2014 $860 $0 not applicable to GIA; possible Beautification program 19 Opera San Luis Obispo The Carmen Project Oct 12-13, 2013 $12,000 $5,257 Grant to be used for marketing and promotion of the show; Committee feedback on the marketing campaigns was the plan was heavy on print ad 20 San Luis Obispo Children's Museum Science After Dark Various $6,900 $6,045 Fund appliaction as requested with minimal decrease due to overall funding evaluation 21 San Luis Obispo Downtown Association Farmer's Market 30th Anniversary June-Aug $5,000 $2,190 Committee would like to see the DTA create focused PR effort for the anniversary year 22 San Luis Obispo International Film Festival 2014 Festival March 5-9, 2014 $12,000 $4,381 Reccomended funding amount consistiant with current funding year; minimal decrease due to overall GIA funding evaluation 23 San Luis Obispo Little Theatre 2013-2014 Season ongoing $7,500 $4,381 24 San Luis Obispo Museum of Art SLO Mini Maker Faire May 10-,2014 $8,600 $4,381 contract to spcifiy that grant is contingent on successful 2013 festival and that 2014 festival happens 25 San Luis Obispo Poetry Festival 30th Annual Poetry Festival November --2013 $3,702 $0 application withdrawn 26 San Luis Obispo Soccer Club Summer Classic Tournament August -- 2013 $9,950 $3,504 Based on the net income of the event the committee would not enetraing a largerer funding support that the prior year 27 San Luis Obispo Symphony NYE 30th Anniversary December--2013 $10,000 $4,381 Reccomended funding amount consistiant with current funding year; minimal decrease due to overall GIA funding evaluation 28 San Luis Obispo Vocal Arts Ensemble Various July -- 2013 $7,550 $3,504 start sustainability track in the current year; funding amount based on sustainablity model 29 San Luis Obispo Wind Orchestra SLOWINDS 2013- 2014 Season Various $6,500 $2,190 B.2-2 PCC Grants in Aid2013-14 Table of Contents p. 3 Organization Event(s)Event Dates 2013-14 Grant Request 2013-2014 Sub Committee Grant Reccomendation Committee Decision 30 Senior Volunteer Services 5th Annual Giveaway June-Aug $1,500 $1,139 Committee to urge in contract for grant to be used for hard costs 31 United Way of SLO County Flavor of SLO May 4-, 2014 $5,205 $3,474 $165,260 $90,004 Total Budget Available Budget $180,009 B.2-3 REVISED 2013 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 residents 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. Comment [CM1]: Point of Clarification: This is consistent with the majority of the Advisory Body bylaws as reviewed by the City Clerk. B.3-1 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 Rules 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 member who fails to attend three (3) regular meetings within any twelve-month period may be automatically considered for replacement at the discretion of the committee. Comment [CM2]: Point of Clarification: This is consistent with the majority of the Advisory Body bylaws as reviewed by the City Clerk. Comment [CM3]: Verbiage has been edited as requested by the committee. B.3-2 ARTICLE 5 SUBCOMMITTEES Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are the Grants-in-Aid and Events Promotion 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 to Grant-In-Aid 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. Comment [CM4]: Subcommittee name has been revised as requested by the committee. Comment [CM5]: Grant recipient description has been edited as requested by the committee. B.3-3 Tourism Business Improvement District Meeting Minutes Wednesday, April 10, 2013 10 am Sands Inn & Suites CALL TO ORDER: Chair Clint Pearce PRESENT: Koper, Walker, Hutton, Westrope, Wilkins STAFF PRESENT: Molly Cano, Tourism Manager; Claire Clark, Economic Development Manager Chair Pearce Call to Order at 10:04 am PUBLIC COMMENT None. OATH OF OFFICE Commissioners Hutton, Walker, Wilkins, and Westrope were sworn in by the City Clerk to serve on the TBID Board. CONSENT AGENDA Public Comment received by a TBID Constituent for clarification on action taken by the board as reflected in the March minutes. ACTION: Moved by Koper/Wilkins to approve the consent agenda. Motion carried 6:0 BUSINESS ITEMS 1. SAN LUIS OBISPO CHAMBER OF COMMERCE Representatives from Chamber of Commerce presented the quarterly contractor update report. Grace Allen informed the Board of the Chamber’s recent move to the new location and the new design of the new visitor center. Allen also reported the results from January- March phone and availability service provided by the Chamber for the TBID. Results included 11 phone calls received to the TBID dedicated phone line. To track availability over weekend and high demand periods, the Visitor Center staff made 299 phone calls to TBID hotels and received a total of 169 email responses from TBID members. Members of the TBID Board expressed concern over the low number of phone calls received and the DRAFT LRC.2-1 Chamber explained to the Board that the contract is to provide the fulfillment for the phone number and they look to the TBID to promote the number on their website and in their advertising. Ermina Karim and Lindsey Miller presented the Chamber’s proposal to continue the service for the next fiscal year. They encouraged the Board to support the program for another year and work with the marketing agency to promote the number to see better ROI. The proposed amount requested to continue the contract was $25,000. The Chamber would require city staff, marketing agency, and partners to promote the service and the Chamber would continue to serve as the fulfillment of the service. The Board discussed the proposal as presented and asked clarifying questions from the Chamber regarding the phone. 2. CHAMBER OF COMMERCE VISITOR GUIDE ADVERTISEMENT Representatives from Chamber of Commerce, Jill LeMieux and Lindsey Miller, presented the Board with the information for consideration of the TBID’s placement of an ad in the Visitors Guide. The Board discussed the value of placing an ad in the guide. The Board also considered possible ad locations within the guide with the consideration of feedback from the public comment. The Board discussed direction for the marketing agency to rework the ad design to be more SLO centric and feature the phone number as the call to action. ACTION: Moved by Walker/ Koper to place a one page ad in the Chamber Visitor Guide. Motion carried 6:0 The Board requested staff to follow up with the Chamber on placement of the ad near the city map feature of the guide and to work with the marketing agency on a new ad design that would include the phone number. 3. SLO WINE PARTNERSHIP Heather Muran of SLO Wine Country Association presented the inaugural proposal for an annual partnership opportunity for with the SLO TBID. This partnership would include: the general membership of all SLO TBID properties with listings on the new SLO wine website, overall TBID marketing partnership with ad placement and links back to the SLO Vacations website, and first priority partnership for hosting media visiting SLO Wine Country. The total funding request was $15,000 for the annual partnership. The Board discussed the benefit for growing the partnership with SLO Wine County and received constituent feedback in public comment addressing the value that the partnership would provide for the TBID properties. The Board also discussed the concern of creating a new partnership for the coming fiscal year and what elements of the proposal were most valuable to the properties. 4. MARKETING STRATEGY 2013-14 The Board discussed the overall approach to the 2013-14 marketing program and provided general guidance to the budget task force as to program components and allocations. The Board requested that the budget task force carefully consider all of the proposed programs and partnerships based on the value they provide to the membership. 5. UPDATE ON STRATEGIC PLAN PROPOSALS The Board discussed the three proposals received for the strategy retreat and plan development from the following organizations: Johnstone & Partners; SMG; Coraggio Group. The Board considered the breadth and depth of each of the proposals and how well the organizations addressed the scope of work. Overall the Board felt Johnstone &Partners appropriately addressed the scope of work and was within the budget current available. SMG provided a very thorough approach and a proven history in the LRC.2-2 scope of work however the board felt this contractor couldn’t provide a fresh look at the project. Coraggio Group provided a substantial proposal however the Board was concerned that the approach might be more advanced than they intended at this point in time and the cost of the project was much higher than anticipated. The Board felt strongly to pursue a contractor that had strong industry knowledge but would also provide a fresh look at the state of the program and a new approach. The Board asked staff to follow up with the reference check of Johnstone & Partners, and to reevaluate the proposal with Coraggio Group to scale the proposal and budget. The Board also asked staff to follow up with SMG that they were not selected for the project. 6. REVIEW OF BYLAWS Staff presented the Board with the current TBID bylaws for recommendations to City Council. The Board reviewed the language and requested the addition of the newly formed Fund Reserve Policy to be included in the bylaws. The Fund Reserve Policy reads: “The purpose of the Fund Reserve policy for the TBID is to ensure stability of the program under economic uncertainties. For the TBID Fund the level of the reserve has been established at $100,000. Under this policy, it is allowable for total expenditures to exceed revenues in a given year; however, the fund reserve can only be used to fund “one-time,” non-recurring expenditures upon TBID Board approval. In the instance funds are used, the reserve fund would be replenished to the established level in the next fiscal year.” ACTION: Moved by Hutton/Westrope to accept the bylaws as presented with the addition of the inclusion of the Fund Reserve Policy. Motion carried 6:0 PRESENTATIONS 1. QUARTERLY REPORT BY CONTRACTOR Rosetta and Visit San Luis Obispo County presented the quarterly report for the contracted obligations. Rosetta presented the program results from ShareSLO and the SLO Ambassadors activities. Results included participating in over 13 community events within the past month and coverage in the SLO Life Magazine. Social media results include over 25,000 people visiting website site from 2/25-4/9 and 40% increase in social referral to the website. Rosetta also presented their work on the TBID sponsored events including Remnants of the Past, Concours, and Roll out the Barrels. Visit San Luis Obispo County presented the update on the new website design and showed examples of the build out of various pages: destination page, hotel page, events page. The content build out is taking place and partners are asked to submit their completed form by Friday. The soft launch will take place in May with the full promotion of the new site in June. April is Dog Friendly theme including pet friendly media visits, social media focus, and sweepstakes contest. Other highlights included: participation in the Film Festival and hosting of Film Scout FAM, release of the new Visitors Guide, hosting of packaging party for over 45 members, PowWow preparation and planning, and new developments for SAVOR including the partnership with SLO Marathon and the announcement of the special event venues including the SAVOR run in SLO. LRC.2-3 COMMITTEE COMMUNICATION HOTELIER UPDATE No new hotel news to be discussed. TOURISM PROGRAM UPDATE Molly Cano presented the tourism program update. Announcement was made of the retirement of Claire Clark the City’s Economic Development Manager. Cano updated the Board on the result of the Top Deck FAM trip from Australia in March with participation of over 45 agents. The upcoming FAM is the Brand USA Mega FAM in May that Cano is working on with Visit San Luis Obispo County. Meeting adjourned at 12:50 pm LRC.2-4