HomeMy WebLinkAbout10/01/1996, C-2 - USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS Council '�°`°� ro_► _gr�
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C I T Y OF SAN LU IS O B I S P O
FRM- Ken Hampian, Assistant City Administrator
Prepared By: Wendy George, Assistant to the CAO
SUBJECT: Use of Promotional Coordinating Cornnrittee(PCC)Flihanced Promotional
Funds
CAO RECONrAENDATION
1. Approve the PCC's recommendation to spend $8,500 of Enhanced Promotional Funds to
purchase special parade route barricades.
2. Approve the PCC's recommendation to spend$3,000 of Enhanced Promotional Funds on
a pilot program to extend the Chamber of Commerce Visitor Center hours of operation
on Thursday, Friday and Saturday evenings during the months of April, May and June,
1997 and authorize the mayor to execute an amendment to the contract with the Chamber
of Commerce to that effect.
DISCUSSION
Purchase of Parade Barricades
With the size and popularity of the annual Mardi Gras parade both increasing, the problem of
crowd control and safety has also grown. A number of significant changes were made prior to
the most recent parade, including moving its location to Marsh Street and changing the starting
time. Of all the changes, hard barricades along the parade route were probably the single most
effective solution to the crowd control problem Specifically, the borrowed metal interlocking
barricades were the most successful.
As part of its grant-in-aid request of the PCC, the Mystic Krewe of Kamival, which sponsors the
Mardi Gras parade, asked for funding to purchase interlocking barricades to line both sides of
the parade route. The grants-in-aid subcommittee considered this request and decided that
because of the amount of money required to purchase barricades, the fact that Mystic Krewe was
offering to loan barricades to other City events and was requesting that they be allowed to store
the barricades at the Corporation Yard, it made more sense for the City to purchase the barricades
directly rather than giving the fiords to the Mystic Krewe. If the City owned the barricades they
could not only be loaned or reacted to other organizations, such as the BIA for the Christrnas
Parade, but they could be used by the City itself for special events like the Triathlon or during
an emergency to close off access to certain areas. Accordingly, the grants-in-aid subcommittee
recommended that the City purchase the barricades using Enhanced Promotional Funds.
The PCC agreed with the subcommittee's recommendation and approved making it to the City
C-j .
Council Agenda Report- PCC Enhanced Promotional Ftimds
Page 2
Council. However, the PCC felt that, due to the significant cost of the barricades ($16,700 to
buy the total number eventually needed), they could not all be purchased in one year. The 8.5'
barricades plus shipping cost $108 each. Therefore, the PCC proposed spending $8,500 of
Enhanced Promotional Funds during the 1996-97 fiscal year to purchase 79 barricades, with
additional purchases to be made in future years. They also directed staff to explore the
possibility of purchasing additional barricades using funds from the disaster preparedness budget.
vision of Chamber Visitor Center Hours
The City of San Luis Obispo contracts with the Chamber of Commerce of San Luis Obispo, Inc.,
to promote the City's advantages as a tourist and recreational center, disseminate visitor
information and properly respond to inquires about activities taking place in the City. It was
brought to the attention of the PCC by its chairperson, Bill Pyper, that Chamber Visitor Centers .
in other communities, some smaller than ours, stay open into the evening to serve the needs of
tourists. Mr. Pyper spoke with the San Luis Obispo Chamber and was informed that it would
be willing to extend the hours of the Visitor Center if the PCC were able to provide the funding.
The cost would be $25.00 per hour to have one employee available after 5:00 p.m.
The PCC was very enthusiastic about this suggestion and felt that it would be a great benefit to
our visitors if the Visitor Center were kept open until 8:00 p.m. on Thursday, Friday and
Saturday nights, especially during the summer months. Farmers' Market draws a large number
of tourists to the downtown during the early evening hours and individuals have been observed
by PCC members looking through the closed Visitor Center's windows. If the Center were open
they would likely have availed themselves of its visitor services. Tourists who are visiting
downtown restaurants for dinner on the weekends would also be able to receive information if
the Center remained open later.
As a result of its discussion, the PCC proposed asking the Council to authorize the expenditure
of$3,000 to allow the Visitor Center to remain open until 8:00 p.m. during a trial period of
April, May and June, 1997. These months were selected not only because they fall within the
current budget period, but because they should provide a cross section of months, including one
from the "tourist season" (June). The number of tourists using the Center during these evening
hours will be tracked and if the program is successful, the PCC will request additional Enhanced
Promotional funds during the neat fiscal year for the rest of the summer months and on into the
remainder of the calendar year if it appears warrented Future contracts with the Chamber for
the Visitor Center would then be modified to include the additional hours.
CONCURRENCES
The Chamber of Commerce concurs with keeping the Center open until 8:00 p.m. for a trial
period during April, May and June, 1997.
FISCAL EMPACT
The 1996-97 Enhanced Promotional Budget is $50,000 (Page 1}117, 1995-97 Financial Plan).
$9,600 has already been approved by Council to improve the City's promotional "fulfillment"
Council Agenda Report- PCC Enhanced Promotional Funds
Page 3
package, leaving a balance of$40,400 . Proposed expenditures are as follows:
Purchase of Parade Barricades 8,500
Increase of Visitor Center hours I000
Total 11,500
The proposed $3,000 for the added Visitor Center hours would increase the Chamber of
Commerce contract from $58,030 to $61,060 for 1996-97.
ALTERNAI[WE
The months of the trial period for the Visitor Center could be changed, for example,to June, July
and August. Using these months would place the trial at the height of the tourist season. The
PCC felt that there was value in using a cross section of months,April being a non-tourist month,
May being a transition month and June being a tourist month, to gain better information on
whether the program should be year-round or only during the summer.
Attachments
Contract Amendment
Mardi Gras barricade proposal
PCC minutes for September 11, 1996
AMENDMENT NO. 2
AGREEMENT WITH THE CHAMBER OF COMMERCE OF
SAN LUIS OBISPO, INC. TO PROVIDE VISITOR
AND TOURIST INFORMATION ACTIVITIES
The AGREEMENT dated July 20, 1995, between the CITY OF SAN LUIS OBISPO, a
municipal corporation, hereinafter refen-ed to as "City" and THE CHAMBER OF COMMERCE
OF SAN LUIS OBISPO, INC., hereinafter referred to as "Contractor", is hereby amended as
follows:
EXHIBIT "Al', Scope of Work, Section 1 is modified with the addition of the following
sentence at the end of the section:
1. For a trial period during the months of April, May and June, 1997, the Visitor
Center will remain open until 8:00 p.m. on Thursday, Friday and Saturday
evenings and will be staffed with one employee.
SECTION 4, City's Obligations, is modified as follows:
The City will increase its January 30, 1997, payment by an amount sufficient to pay for
one employee to staff the Visitor Center as described in the Scope of Work, Section 1
modification above. Payment will be made at $25.00 per hour worked and will not
exceed $3,000.
All other terms and conditions of the AGREEMENT remain the same.
Both CITY and CONTRACTOR do covenant that each individual executing this
addendum on behalf of each party is a person duly authorized and empowered to execute
Agreement for such part.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed
on this day of September, 1996.
ATTEST: CITY OF SAN LUIS OBISPO
A Municipal Corporation
Bonnie Gawt City Clerk Allen Settle, Mayor
6.2-3
Pagel
Amendment No. 2
APPROVED AS TO FORM: CONTRACTOR
- Attorcmey. - - - --- ---
Be5544E209 KASPAROWITZ 242 P01 JUL 03 '96 14:46
Mystic Krewe of Karnival
au
P.O. Bos 14408, San Luis Obispo, CA 93406
805-541-2183
7/3/96
Wendy George
c/o City of San Luis Obispo
990 Palm Street.
San Luis Obispo, CA 93401
Wendy,
Sorry it has taken a while to get this information to you. I've consolidated the information, so if
you have any other questions. As we discussed the interlocking metal barricades really do provide
he best means of 'crowd control'. The best source we were able to find for these was Friedrichs
Custom Manufacturing in Louisiana. Both San Francisco Police Department and San Jose Police
Departments purchase theirs from Friedrichs, I suspect Los Angeles and Bakersfield Police
Departments do as well but was not able to confirm that.
Their address is: Friedrichs Custom Manufacturing, Inc.
10533 Alan Street, River Ridge, Louisiana 70123
504738-2352
The barricade we were considering was Model# F-2-B, which would cost $100.00 each.
Estimated shipping costs would be $8.00 per unit. So if there is $10,000.00 that may be available from
the Enhanced Promotional funds, that would purchase about 92 units. The 92 barricades would cover
about 787 linear feet, which would be enough for most of both sides of the street from Morro to
Chorro which seems to be where the heaviest crowds are.
The actual lengths of the blocks on the parade route have been measured in a number of different
ways. We (Officer Ron Brown; Mark Jorgeson and I) have measured the distances with the Police
Department's rolling measure tool, the Public Works have measurements based on manhole to
manhole distances and the fire maps show measurements as well. All these differ slightly. Mike
Bertacinni and I spoke about these this morning and came up with some measurements. We decided I
would send this list to him for his files as well so we don't have to calculate them again.
8055448209 KASPAROWITZ 242 P02 JUL. 03 '96 14:46.
i
The linear foot measurements I had from last year for the parade route are:
'1
1_treem linear feet hnth cidec of street Notes
Santa Rosa Street to Osos Street S00' 1000' bard barri ides nos needrd
Osos Street to Morro Street 330' 660' hard harnrader preferable
Morro Street to Chorro Street 430' 860' hard barricades needed
Chorro Street to Garden Street 270' 540' hard barricades needed
Garden Street to Broad Street 310' 620' hard barricades needed
Broad Street to Nipumo Street 460' 920' bard barricades nor needed
Nipomo Street to Beach Street 500' 1000' hard barricades not needed
Dcach Street to Carmel Street 500' 1000' hard barricades nor needed
TOTA7. 3300 66(91
The measurements from the center of manhole to the center of manhole on the Parade. rrnve are:
$treets linear feet both sides of street Notes
Santa Rosa Street to Osos Street 508' 1016' bard barricades not needed
Osos Street to Morro Street 323' 646' bard barricades preferable
Morro Street to Chorro Street 433.S' 867' hard barricades needed
Charm Street to Gerdzu SLrccL 267' 534' liard barricades needed
Garden Street to Broad Street 348' 696' hard barricades needed
Broad Street to Nipomo Street 453' 906' hard banicader not needed
Nipnmo Sneer.to Reach Street 502.5' 1005' bard barrirades nor needed
Beach Street to Carmel Street 50�9' 1001.8' hard barricades not needed
TOTAL 33359 6671.8
Using the latter measurements to be conservative, the total hard barricade coverage on the parade
route from Osos Street to Broad Street would be about 2743 linear feet (for both sides of the street).
The section from Osos Street to Morro Street would bmcfic from hard barricades, buL if we did ,luL
use hard barricades on this section, the total drops to 2097 linear feet for the needed barricades. '!'hese
nuw1jcrs include barricading the intersections. Interlocking barricades are not really necessary at
intersections, but for calculations here T rbought is wrnild suffice to calculate the barricades needed
this way.
T helieve. rhe consensus is that it would be most helpful to use hard barricades on the parade route
between Osos Street and Broad Street. The Osos Street to Broad Street section would require a total
of 323 (8.5') interlocking barricades to line the 2743 linear feet of parade route.
B055446209 KASPAROWITZ 242 P03 JUL 03 '96 14:4?
Last year we used 24 metal barricades from the Mid State Fair (approx. 200'); 58 large wooden
irricades (approx. 812') from the city; 42 plastic barricades from BIA (approx. 420) and about 200
delineators with tape. That is a total of about 1432 linear feet of barricades. If we were to use the same
barricades as last year and add the proposed 92 new interlocking barricades to rhe route the total
coverage would be approx. 2219 linear feet of barricades. Calculating the route from Osos Street to
Broad Street at 2743 linear feet (for both sides of the street) we would fall short of covering this
section by 524'. Another 62 interlocking barricades would be needed at a cost of about $6,700.00.
I don't know how much funding is available from the Enhanced Promotional fund or the policy of
the City Council regarding the expenditure of these funds, but if the request was increased to
$16,700.00 there would be enough barricades to line the streets for the section of the parade that Chief
Gardener, Paul LeSage and the Mystic krewe of Karnival felt would most benefit from hard
barricades. These barricades could be used for many other City events and for safety concerns in
addition to parade routes.
I am still investigating lowering shipping costs through other shipping methods. But at this time it
seems that the $8.00 per unit shipping is going to be hard to beat.
I hope this helps you with any decisions you will be making. If there is anything in addition you
might need, please don't hesitate to contact me.
Sincerely,
Josef Kasparowitz
Co-director
PROMOTIONAL COORDINATING COMMITTEE
DRAFT REGULAR MEETING MINUTES
September 11, 1996
995 MORRO STREET
1. CALL TO ORDER
The meeting was called to order at 5:33 p.m, by Chairman Bill Pyper, with the following
members present: Pati Brown, Anne Cruikshanks, and Carol Ann Lockary. Members absent
were: Natalie Diggins and Dianne Long. Wendy George served as staff. Also present were:
Maggie Cox, Jennifer Peterson and Jonni Biaginni.
2. PUBLIC COMMENT
There was no public comment.
3. APPROVAL OF MINUTES
The minutes were approved by acclamation.
4. LIAISON SELECTION
New liaisons with grant recipients were selected for 1996-97. The liaison list is attached.
5. PROPOSED GRANT CRITERIA CHANGES
It was moved by Pati Brown, seconded by Carol Ann Lockary that the discussion of proposed
grant criteria changes be tabled due to the absence of Dianne Long, Grants-in-Aid
Subcommittee Chairperson. The motion was unanimously approved.
6. REQUEST FOR POSTPONEMENT FROM LITERACY COUNCIL.
It was moved by Anne Cruikshanks, seconded by Pati Brown to postpone, at the request of the
Literacy Council, taking the PCC's recommendation for funding the Literacy Council's
multicultural festival to the City Council for approval. The motion was unanimously approved.
7. DISCUSSION OF ADDITIONAL ENHANCED PROMOTIONAL FUND EXPENDITURES
a. Bill Pyper reported that while on his recent vacation he was in a number of
communities, some smaller than the City of San Luis Obispo, where the community's
Visitor Center was open during the early evening hours. He felt that it might make very
good sense for San Luis Obispo to consider keeping our Visitor Center open in the
evening, especially for Farmers' Market and on Friday and Saturday night. The
committee members discussed the merits of this suggestion and agreed that it would
be an excellent idea. Several members reported seeing visitors peering through the
window of the Center at night when it was closed. Bill had checked with the Chamber
of Commerce and Dave Garth indicated that he would be receptive to the idea if the
PCC could provide the necessary funding. Dave quoted a cost of $25.00 per hour for
one employee. It was moved by Pati Brown, seconded by Carol Ann Lockary, that the
PCC request $3,000 of Enhanced Promotional Funds to pay for one staff member at the
Visitor Center until 8:00 p.m. on Thursday, Friday and Saturday nights during a trial
period of April, May and June, 1997. The results of the trial period will then be
analyzed and if it is successful, additional funding will be requested for the rest of the
C j'd
summer from 1997-98 Enhanced Promotional Funds. The motion passed unanimously.
b. At its meeting of August 14th the PCC considered a request from Mystic Krewe of
Karnival to grant Enhanced Promotional Funds for the purchase of crowd control
barricades to be used during the Mardi Gras parade. At that meeting the PCC decided
that it would make more sense for the City to own the barricades, rather than the
Mystic Krewe of Karnival, and then make the barricades available both for the Mardi
Gras Parade and any other appropriate special event. The PCC voted to recommend to
the Council the approval of $7,500 to purchase part of the total of $17,000 worth of
barricades eventually needed.Because the barricades can also be used in an emergency,
the PCC directed staff to see if the Fire Department would be willing to add some
additional funds from its Emergency Peparedness budget.
With the agreement of the Chairperson,Bill Pyper,staff returned this item to the agenda
for reconsideration when it was determined that there were carryover funds which could
be used to partially fund the purchase of the Chamber's Visitor Guide for the
"fulfillment" packages. Because full funding of the guides did not need to come from
Enhanced Promotional Funds, staff asked it the PCC would like to consider increasing
its recommendation on the amount of money to be spent this year for purchasing
barricades. It was moved by Pati Brown, seconded by Carol Ann Lockary, that the
amount of funding to be requested be increased from $7,500 to $,8500. The motion
passed unanimously.
8. GOALS FOR 1997-99 FINANCIAL PLAN
Chairman Bill Pyper asked that PCC members begin considering what their budgetary goals will
be for the 1997-99 Financial Plan. He indicated that he would recommend increasing the
advertising contract to $125,000 and also increasing the Chamber's contract for promotion.
Staff replied that she could not be supportive of that recommendation unless the funding were
transferred from the Enhanced Promotional Funds. Staff also asked the PCC to consider the
goals which are included in the Financial Plan document itself. The discussion of goals will be
included in future agendas.
9. REPORT ON ARTS COUNCIL ECONOMIC SURVEY
Staff reported that she and Sandy Baer have been attending the meetings of the Arts Council
as they begin the process of developing as survey to determine the economic impact of the
Performing Arts Center on the City. She felt that the Arts Council was beginning to understand
the need to scale the project down and to focus in on a few key areas that would be meaningful
and then use this year's survey as a baseline for future surveys.
10. REPORT FROM CHAMBER OF COMMERCE
Jennifer Peterson reviewed the information contained in her written report to the PCC which
was included in the agenda packet. She has been focusing her efforts on the opening of the
Performing Arts Center and on San Luis Obispo's 6th year as a smoke free city.
11. REPORT ON MARKETING
Maggie Cox reviewed the information contained in her written report, including her proposed
marketing plan for 1996-97. Jonni Biaginni mentioned that there was an excellent article in
Sunset Magazine on the Central Coast wine country. It took several trips over several years,
working with the VCB, to get an article of this significance written. Mr. Lansing also plans to
do a shorter article on the PAC Opening Ceremonies.
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