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Home My WebLink About05-14-2014 PCC MinutesPromotional Coordinating Committee Meeting Minutes Wednesday, May 14, 2014 5:30 pm at City Hall CALL TO ORDER: Vice Chair Sasha Palazzo PRESENT: Cox, Franciskovich, Levi STAFF PRESENT: Molly Cano, Tourism Manager Meeting to order at 5:33 pm CONSENT AGENDA ACTION: Moved by Cox/ Franciskovich to approve the consent agenda. Motion carried 4:0 BUSINESS ITEMS 1. WAYFINDING PROGRAM UPDATE City Engineer, Bridget Fraser, presented a program update on the Wayfinding Sign status. She provided a brief background on the history of the project then presented the current status. The projects nine prototype signs, a mix of vehicular and pedestrian signs, have been installed around downtown and the City is currently collecting feedback over the next 6 weeks to determine changes necessary for the permanent sign fabrication and installation. First project permanent install is expected in Spring 2015. Next project that is beginning is the downtown orientation maps- design should being mid-summer. The third project of focus currently is the monument sign. This project was originally anticipated to be funded through a grant with SLOCOG, however the estimated costs exceed expectation so funds are being requested from the City for the project. SLOCOG has requested $100,000 from the City of SLO to cover our portion of the monument sign project. Fraser noted that staff recommended that $55,000 come from the Wayfinding Sign project budget. Fraser presented the committee with an option of where these shortfall funds could come from including the design and construction budgets for the directional signage. The remaining $45,000 would come from the completed projects fund and the remaining city gateway design fund. The impact of this transfer would be the reduction in 5-7 directional signs from the complete project. The committee discussed the request at great length. They were supportive of the transfer in order to complete the monument sign project however; the committee was particularly concerned with having the funds replaced in the budget when new funding becomes available so the project could be completed as originally planned. They also requested to prioritize that any returned funds from the $100,000 estimated costs for the monument project, be returned to the directional signage budget and if the project doesn’t move forward that the funds are returned to the originally intended budgets. ACTION: Moved by Levi/Cox to support the recommendation to City Council to approve funding transfers totaling $100,000 to the City Gateways project account as follows: $55,000 from the Directional Sign Program project account; $28,000 from the Completed Projects account; $17,000 from the City Gateways design account; and, to approve a $100,000 match as requested by the San Luis Obispo Council of Governments in support of construction of the Highland Entry Monument Promotional Coordinating Committee Minutes Page 2 project. With the condition that if the project doesn’t move forward the funds are to be returned to the directional signage budget; the request for the funds to be restored in the next budget cycle; and when new funds become available for the Wayfinding Sign program they are restored to the Directional Sign program account. Motion carried 4:0 2. 2014-15 BUDGET The committee discussed the budget allocations for the 2014-15 fiscal year. With the initial allocations to programs and contracts in order to maintaining the current workscopes, the budget showed a $10,000 deficit. This deficit is attributed in part to increased percentage of staffing costs the PCC contributes for the Tourism Manager. The committee discussed reducing program allocations in order to reduce the overall deficit but was concerned with cutting back programs since their budget is already lean. The committee also discussed the status of the current year budget and the estimated $10,000 in available funds remaining. The committee discussed the importance of beginning the contract for the new media monitoring tool ($7000) as soon as possible in order to capture the media results during the peak travel season. The committee then discussed the request to carryover the remaining 2013-14 budget for the use of Event and Activities funding to enhance the SLO Happenings app and/or provide additional non-GIA event sponsorship grants. If this carryover is not approved than the committee discussed making the remaining reductions of $3000 from the 2014-15 beautification program. ACTION: Moved by Franciskovich /Levi to: 1. Contract with Chamber of Commerce in the amount of $7000 from the 2013-14 remaining budget for the media monitoring tool. 2. To approve contracting with the Chamber of Commerce in 2014-15 for Public Relations, GIA Support, and downtown maps as presented. 3. To request the carryover of the remaining PCC 2013-14 budget for the purpose of enhancing the Events and Activities program in 2014-15. Should the request to carryover of funds not be granted, reduce the funds earmarked for the 2014-15 beautification program by $3000 to $1000. Motion carried 4:0 Promotional Coordinating Committee Minutes Page 3 Below are charts of the two budget scenarios as discussed and recommended by the PCC: 3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION The Grants-in-Aid Subcommittee presented the preliminary recommendations. The committee explained that each application was reviewed on its own for the funding consideration than the entire list was reevaluated as a whole to achieve the allocated funding level of $90,000 for PCC GIA. The subcommittee noted that 3 events were denied funding- one due to terming out, one due to the event not taking place in San Luis Obispo, and one because it does not meet the criteria of the grant. The Scenario 1- With Carry Over Notes Income Projected Budget 388,326$ Carryover $3,000 Total Income 391,326$ Expenses Grants-in-Aid Program 90,000$ Committed GIA Contract w Chamber 25,000$ Events & Activities 80,000$ Earmark: $48k grants; $32k for 2015 SLO Happenings contract Visitors Center 95,000$ Committed: 2 yr contract PR Contract 58,000$ $58000 for PR Downtown Maps 8,000$ Beautification 4,000$ Support Cost 5,000$ Tourism Manager (15/20/25)26,326$ Committed Total Expenses 391,326$ Total (Defict)-$ Scenario 2- Without Carry Over Notes Income Projected Budget 388,326$ Carryover $0 Total Income 388,326$ Expenses Grants-in-Aid Program 90,000$ Committed GIA Contract w Chamber 25,000$ Events & Activities 80,000$ Earmark: $48k grants; $32k for 2015 SLO Happenings contract Visitors Center 95,000$ Committed: 2 yr contract PR Contract 58,000$ $58000 for PR Downtown Maps 8,000$ Beautification 1,000$ Support Cost 5,000$ Tourism Manager (15/20/25)26,326$ Committed Total Expenses 388,326$ Total (Defict)-$ Promotional Coordinating Committee Minutes Page 4 commissioners discussed a concern of reduced funding for one grant applicant. The committee then reevaluated the funding level and adjusted grants accordingly to maintain the budgeted $90,000 for GIA. The committee will continue the review of the allocations at the Special Meeting and form the recommendation to Council at that meeting. The Special Meeting for the GIA recommendation is scheduled for May 22, 2014 at 5:30pm. COMMITTEE COMMUNICATION GIA Report: None. TBID Report: Staff updated the committee on the recent TBID meeting and reviewed the minutes included with the agenda. Tourism Program Update: Molly Cano presented the Tourism Program update on the following topics: -Visit California Receptive FAM May 19-24– Wednesday, 5/21 will be in SLO. Companies participating include: • Travalco • Cali¹Fun LLC • America 4 You LLC • Evergreen Escapes • Lion Tours • New World Travel -Media Visit- Thursday journalist working on an article about the mission trail for the SD Union Tribune -Marketing Contract for TBID – approved by Council at May 6 meeting -SLO Happenings app feedback from TBID hotels is VERY positive -Jazz Festival this weekend – all day Saturday in mission plaza Meeting adjourned at 7:06 pm