HomeMy WebLinkAbout03-11-2015 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee
Wednesday, March 11, 2015
5:30 P.M.
City Hall – Council Hearing Room
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. At this time, you
may address the Committee on items that are not on the agenda but are of interest to the public and
within the subject matter jurisdiction of the Promotional Coordinating Committee. The Committee
may not discuss or take action on issues that are not on the agenda other than to briefly respond to
statements made or questions raised, or ask staff to follow up on such issues.
CONSENT ITEMS
C.1 Minutes of the Meeting on February 11, 2015
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 SLO Happenings – Campaign Report
C.7 TOT Report
PRESENTATIONS
1. NEIGHBORHOOD MATCH GRANT PROGRAM 20 mins
The committee will receive a presentation from Michael Codron, Assistant City Manager, on the
Neighborhood Match Grant program recently consider by the City Council.
BUSINESS ITEMS
1. ELECTION OF CHAIR & VICE-CHAIR 5 mins
The committee will elect a Chair and Vice-Chair for the term of April 2015 to March 2016.
2. REVIEW OF COMMITTEE BYLAWS 5 mins
The committee will perform the annual review of the bylaws for the Promotional Coordinating
Committee and discuss any necessary amendments to be submitted to the City Council.
3. SLO HAPPENINGS DISCOVERY RESULTS 30 mins
Representatives from GFL Systems will present the discovery results for the committee’s
consideration in the next step in the SLO Happenings app development.
4. 2015-17 BUDGET PROCESS 20 mins
The committee will receive the general budget instruction from staff and begin to discuss the
initial allocations for the development of the 2015-17 budget.
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 February 11, 2015
3. TOURISM PROGRAM UPDATE
ADJOURN.
POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on March 6, 2015 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, February 11, 2015
5:30 pm at City Hall
CALL TO ORDER: Chair Jill LeMieux
PRESENT: Levi, LeMieux, Collins, Palazzo, Pearce
STAFF PRESENT: Molly Cano, Tourism Manager
Meeting to order at 5:35 pm
PUBLIC COMMENT
None.
CONSENT AGENDA
ACTION: Moved by Levi/LeMieux to approve the consent agenda.
Motion carried 5:0
PRESENTATIONS
1. WAYFINDING SIGN PROGRAM UPDATE
The committee received a program update on the Wayfinding Sign project from Bridget Fraser the
City Engineer. Highlights included: 31 vehicular signs included in phase 1 should begin installation in
May and the next phase would include the 10 pedestrian signs. Public Works is working to restore the
$55,000 into the budget that was reallocated to the monument sign fund from the wayfinding signs
and the monument sign should begin construction in 2016. Public Works is considering establishing a
sign committee to continue to work on this project moving forward and would like to include the
participation from designated PCC members. The committee would like to see the list that shows the
priority order of the signs and destinations.
BUSINESS ITEMS
1. OPEN SPACE TRAILHEAD BEAUTIFICATION AND ENHANCEMENT PROJECT PROPOSAL
The committee received a presentation from Bob Hill, Natural Resource Manager, on the proposal for
an Open Space beatification plan. As sited in the staff report, highlights included: proposal for the
initiation of the City of San Luis Obispo Open Space Trailhead Beautification and Enhancement
Project. The plan would be developed as a guiding document that will take a comprehensive look at
features and amenities that will improve the appeal of each open space property. Core elements
include: 1 Describe and make recommendations for open space trailhead signs in terms of
information hierarchy, size, appearance, materials, costs, installation techniques, and vendors /
manufacturers. Exact content is expected to vary somewhat by differing site specifics and both
“major” and “minor” trailhead locations, but at minimum should include wayfinding information and
trail map; interpretive / educational information; and, articulation of applicable open space regulations
pursuant to San Luis Obispo Municipal Code 12.22. 2. Describe and make recommendations for
open space trailhead trash receptacles and “mutt mitt” dispensers in terms of size, appearance,
materials, costs, installation techniques, and vendors / manufacturers. Experience suggests that the
best results are achieved when these two items are integrated as a single unit. In addition to these
DRAFT
Promotional Coordinating Committee Minutes
Page 2
core elements, other components of the overall trailhead experience will also be addressed in the
plan, such as: gates and fences; parking lot conditions and surfacing where applicable; trailhead
accessibility; and, trees, shrubs, and other vegetation. The committee discussed the proposal and
considered if the project fit within the beautification portion of their mission and budget. The majority
of the committee felt it was a good project that would spearhead the beautification of the trails overall
and would be a good action document for the implementation of the new Open Space major city goal.
ACTION: Moved by Levi/Pearce to approve the proposed plan consistent with the staff report and
provide $4000 from PCC beatification budget allocation for the development of the plan.
Motion carried 4:1
LeMiuex opposed
2. SLO HAPPENINGS TASKFORCE UPDATE
The taskforce updated the committee on the progress made at the recent taskforce meetings. The
taskforce asked GFL systems, the original app developer, to prepare a proposal for consultant
services to research and assess development capacities of the app in alignment with the PCC’s wish
to position the app as the go-to source for event information in the City of San Luis Obispo. As sited
from the proposal: One of the major hurdles in increasing use the quality of information in the SLO
Happenings App is gathering and maintaining a current and correct list of events in the community.
This proposal is for GFL Systems to perform some discovery to determine the feasibility of pulling
event data from other sources in the community.
The Event Aggregation Proposal presented was for $1000 and GFL Systems to: work with the PCC
to determine a list of sources with desirable event data; develop a questionnaire to be delivered to
organizations with desired calendar data; be available to discuss the questionnaire and technical
problems and solutions related to the SLO Happenings App pulling the calendaring data with any
interested party; gather and organize results from the questionnaire; develop a solution(s) to
implement this data into the SLO Happenings App based upon results from discovery; document
results and present to PCC.
ACTION: Moved by Pearce/Collins to accept the Event Aggregation Proposal as presented and
contract with GFL Systems in the amount of $1000 for the SLO Happenings discovery.
Motion carried 5:0
The committee requested GFL Systems to come back to the PCC in March to present the findings
and recommendations as a result of the discovery.
3. EVENT SUBCOMMITTEE – FUNDING RECOMMENDATIONS
The Events Subcommittee presented the funding recommendations from the joint TBID/PCC Events
Subcommittee for the event promotion agreements. The events considered were:
• All Out Events: Dawn to Dusk request for $4800
Committee Recommendation: TBID: $0 / PCC: $0
• SLO Wine: Roll Out The Barrels request for $18,000
Committee Recommendation: TBID: $9,000 / PCC: $9,000
• Hospice SLO: Eroica request for $15,500
Committee Recommendation: TBID: $15,500 / PCC: $0
• Festival Mozaic request for $20,000
Committee Recommendation: TBID: $2,500 / PCC: $9,150
The committee discussed the recommendations and supported the Events Subcommittee’s
recommendations.
ACTION: Moved by LeMieux/Pearce to fund the SLO Wine: Roll Out the Barrels 2015 for $9,000 as
recommended by the Events Subcommittee.
Motion carried 5:0
Promotional Coordinating Committee Minutes
Page 3
ACTION: Moved by Palazzo/LeMieux to fund the Festival Mozaic event for $9,150 as recommended
by the Events Subcommittee.
Motion carried 5:0
4. 2015-16 GIA FUNDING ALLOCATION
The committee discussed the funding allocation amount for 2015-16 GIA program for the direction of
the GIA Task Force. The committee felt strongly in returning the budget available to $100,000 from
the $90,000 allocated in previous years even if the additional budget request wasn’t accepted by the
City Council.
ACTION: Moved by LeMieux/Levi to allocate up to $100,000 for the consideration of funding 2015-
16 GIA applicants.
Motion carried 5:0
5. 2015-17 BUDGET PROCESS
The committee considered the approach to the budget process for the development of the 2015-17
budgets. The committee requested staff to work with the full committee on the budget considerations
rather than forming a budget taskforce.
COMMITTEE COMMUNICATION
GIA Report:
No report.
TBID Report:
Clint Pearce reported on the TBID updates. He also discussed with the committee asking the Chamber of
Commerce to request the use of images and b-roll from journalists ad media covering San Luis Obispo.
Tourism Program Update:
Molly Cano presented the Tourism Program update:
- February will be a month full of travel
o Tradeshows
o Outlook Forum
- FAM
o tour operators from China to California on a FAM tour from March 20 to March 29. This
time the participants are from Beijing, along with representatives from Air China (Air
China will add 1 more daily flight from Beijing to Los Angeles starting June 2015).
o managerial level tour operators from key markets of South East China to California on a
FAM March 10th –18th -- North America Product Managers from Shanghai, Hangzhou,
Chengdu, along with other East China cities slated to attend.
- Interviews for the Board seats
o March Board Chair/VChair
o Bylaw review
o April new committee members
- Advisory Body Recognition Reception 3/18 at 5pm at Embassy Suites
o RSVP to Clerk’s Office
- PCC
o GIA applications are open
o Mandatory meeting tonight at 5 pm in Council Chamber
Meeting adjourned at 7:35 pm
Community Promotions Budget 2014-15
Budget 2014-15 Amount
Budget 388,200$
2013-14 Carryover 3,000$
Total Budget 391,200$
Expenditure Last Updated 3/6/2015
Expenditure Allocated Expended Other Expenditures
Available
Balance Contractor
Grants-in-Aid Program 90,000$ 82,500$ -$ -$ City Administration - GIA Recipients & FPAC& Festival Mozaic
Grants-in-Aid Support 25,000$ 25,000$ -$ Chamber of Commerce
Events Promotion 48,000$ 47,150$ 850$ City Administration
2015 SLO Happenings Program 32,000$ 16,000$ 16,000$ $15,000 Verdin - 6 mon contract; $1000 GFL Discovery
Visitors Center 95,000$ 95,000$ -$ Chamber of Commerce
PR Contract 58,000$ 58,000$ -$ Chamber of Commerce
Downtown Maps 8,000$ -$ Chamber of Commerce
Beautification* 4,000$ -$ Natural Resource Management
Support Cost 5,000$ 775$ 4,225$ City Administration
Returned Funds 4,109$ 4,109$ Event Funds returned from FY 2013-14 (History Center)
Administration 26,200$
Total 395,309$ 324,425$ -$ 25,184$
Remaining Balance 25,183.81$
*2013-14 carryover
Report to City of SLO- PCC
Public Relations Contract
February 2015
Media Releases:
SLO down in one of the Most Romantic Towns in America – distributed release
promoting San Luis Obispo as the perfect romantic destination.
Spring events in San Luis Obispo – wrote and distributed release highlighting
upcoming events in San Luis Obispo.
Media/Community Relations:
1. Worked with Traci Ward, Director of Consumer Marketing with Visit
California, to provide content and photos for the updated Visit California
website.
2. Pitched San Luis Obispo as the perfect destination that is ideal for people
who are passionate about exercise and fitness to Katie Rosenbrock with
TheActiveTimes.com.
3. Began working with the Cal Poly Open House team on San Luis Obispo
presence at the event.
4. Pitched Cattaneo Bros. to editors at Every Day with Rachael Ray for their
mail order food segment.
5. Provided Visit San Luis Obispo County listings of hotels with meeting and
conference spaces in San Luis Obispo.
6. Worked with Christine Thomas to include fun facts about San Luis Obispo in
the CCTC’s media library.
7. Worked with Tanya Lang with ABC to location scout great San Luis Obispo
B-roll for an upcoming episode of Shark Tank.
8. Collected materials from GIA recipients to distribute to hotels and other
hospitality partners in March.
9. Worked with freelance writer Leonard Finkel to identify future opportunities
to feature San Luis Obispo.
10. Worked with local partners as well as Visit Californai France and Cali’Fun to
organize accommodations and meals for group of French journalists including
Elle France, Le Point, Les Echos Série Limitée, Biba and L'ObsProvided
as well as representatives from online tour operator, Marco & Vasco for their
trip to San Luis Obispo in mid-March.
11. Worked with Jessica Kleiner journalist and blogger with A Passion and A
Passport to feature SLO as an adventure weekend destination this spring.
12. Worked with blogger Archana Ram with My SoCal'd Life to feature San Luis
Obispo as a perfect long weekend destination for melinials in San Diego.
13. Worked with Juliet Bennett Rylah, Associate Editor of LAist.com, to plan an
active trip to San Luis Obispo this spring.
14. Created and distributed March SLO Happenings event sheet to hospitality
partners.
15. Attended Visit California Outlook Forum.
16. Continued to work with the City and Barnett Cox & Associates and
StudioGood on overall marketing campaign.
Media Relations/Placement
1. Road Trips for Families
TravelChannel.com article highlights San Luis Obispo in their ‘Central Cost road
trip’ section.
Unique Views: 8,024,155
http://www.travelchannel.com/interests/road-trips/articles/road-trips-for-families
2. Sognando California... in treno! (California Dreaming ... by train !)
Italian article recommends starting your journey in San Diego and making your
wat to San Luis Obispo by train.
Unique Views: 154,811,271
http://www.msn.com/it-it/viaggi/notizie/sognando-california-in-treno/ar-
BBhDQ62#page=2
3. ESCAPE: A GASTRONOMIA DA CALIFÓRNIA
(Escape: The California Cuisine)
Harper’s Bazaar Brazil article highlights San Luis Obispo wineries on trip
between Santa Barbara and San Francisco.
http://www.harpersbazaar.com.br/escape/escape-a-gastronomia-da-california-
por-adriana-cymes
4. The 40 Best and Worst Commuter Cities in California
Obrella.com names SLO the fourth best commuter city in California.
Article was picked up by over 35 additional outlets.
http://www.obrella.com/news/2015/best-worst-commuter-cities-california/
5. SLO Sip Springtime: Roll Out the Barrels
NBC Bay Area article says SLO is ‘known for its area wineries and its relaxed
approach to all things, including big anniversaries (it doesn't go by SLO just for
kicks -- it is a local philosophy that's very much observed).’
Unique Views: 1,066,020
http://www.nbcbayarea.com/blogs/worth-the-trip/SLO-Sip-Springtime-Roll-Out-
the-Barrels-294310981.html
6. 8 Great Summer Birding Trails
Audobun.org article, originally published in 2013, highlights the diverse birding
opportunities surrounding San Luis Obispo was re circulated as part of a ‘Best
Birding Trails’ slideshow.
https://www.audubon.org/magazine/july-august-2013/8-great-summer-birding-
trails
7. Awesome things you should do in San Luis Obispo
TheBoldItalic.com story says “classic picturesque college town packed with the
finer things in life: coffee, beer, and great food.”
Audience: 42,978
http://www.thebolditalic.com/articles/6716-awesome-things-you-should-do-in-
san-luis-obispo
8. Strange TOURISM!
BombPluss, a Russian news site, features Bubblegum Alley in its round up of
the strangest tourist attractions.
http://www.newsbomb.gr/bombplus/travel/kosmos/story/551927/ta-paraxena-toy-
toyrismoy-photos
9. Happiness Equals Wine + Sun in California
Brazen Woman.com article, which origionally ran in 2014, was re circulated in
their ‘Romantic Hotspots’ slideshow this month.
Circulation/Audience:55,276
http://brazenwoman.com/san-luis-obispo-wine-county-california/
10. Catch the Love Bug on California’s Coast
Visit California features San Luis Obispo in the Story Development section of
their industry site.
http://media.visitcalifornia.com/Story-Development/Story-Ideas/Story-
Idea/?id=98164
11. 30 Reasons You Know You Go To Cal Poly
TheCollegeTourist.com article lists some of SLO’s best attributes including “#30
You live in the happiest place in America”
http://thecollegetourist.com/30-reasons-you-know-you-go-to-cal-poly/
12. Plenty of praise for ‘Rain’
Tribune coverage on GIA recipient SLO Little Theatre’s production of ‘Singin’ in
the Rain’.
Page Views: 831,666
Unique Views: 71,523
http://www.sanluisobispo.com/2015/02/22/3502014_plenty-of-praise-for-
rain.html?rh=1
Grants- in-Aid Marketing Support February 2015 Report
Organization Event VC PR SM EC EL MTG ST PC
Almond Country Quilt Guild Seven Sisters Quilt Show X X
Cal Poly Corporation: Cal Poly Arts BASETRACK X X X X
Canzona Women's Ensemble
Concerts of choral music for
women's voices X X X X X X
Central Coast Arts International
Traditional African Music and
Dance Performance X X X X
Central Coast Children's Choir Annual Concerts X X X X
Civic Ballet 2014 Nutcracker Ballet X X X X X
Cuesta College Community Programs: Central
Coast Writers' Conference
30th Anniversary Central Coast
Writers' Conference X X X X X X
Cuesta College Fine Arts Division Art Gallery Exhibitions X X X X X X
Ecologistics, Inc.
Central Coast Bioneers
Conference X X X X
Foundation for San Luis Obispo County Public
Libraries Literary Salon X X X X X X X
Gay And Lesbian Alliance of the Central Coast
(GALA)Central Coast Pride Week X X X X X X
Jewish Community Center of San Luis Obispo
(JCCSLO)Jewish Film Festival X X X X
Opera of San Luis Obispo
Aida: A City-Wide Arts
Collaboration X X X X
Saint Andrew Greek Orthodox Church Evening in Greece X X X X X
San Luis Obispo County Arts Council (dba ARTS
Obispo)
Children's Day in the Plaza with
Passport to the Arts X X
San Luis Obispo Downtown Association Checkpoint Challenge
San Luis Obispo International Film Festival 2015 Festival X X X X X
San Luis Obispo Little Theatre 2014-15 Season X X X X X X
San Luis Obispo Museum of Art
Taking Art Into the Community
- Awakening Minds X X X X
San Luis Obispo Soccer Club
26th Annual SLO Summer
Classic X X X X
San Luis Obispo Symphony Meet the Red Violin X X X X X
San Luis Obispo Vocal Arts Ensemble
Kick off to Tour and Tour of
Italy and Spain Concerts X X X
TOR Productions ALTA
United Way of San Luis Obispo County Flavor of SLO X X X
RSVP X X X X
Black is current month, gray is past work
Returned or forfeited grant
25 Total; 23 served to date or in progress
VC- Dropped off materials for display in Visitor Center; brochures, posters, etc.
PR- Sent out Press Release
SM- Ran event through Social Media outlets
EC- Included in Event Calendar
EL- Included in Event Listings/one-sheet sent out to local hoteliers, wineries, etc.
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.
Visitor Services Contract Report
February 2015
Highlights from February in the Visitor Center:
Sold Happy Town t-shirts Distributed California tax booklets
Sold adventure passes Sold SLO city bus passes
SLO events promoted through Visitor Center:
SLO Blues Society Concert
SLO Skate Park Grand Opening
SLO Noontime Kiwanis Crab
Feed
SLO Symphony Ball
Children’s Resource Network
Teen Closet Grand Opening
Cal Poly to Present Social Justice
Conference
Cuesta PAC presents the Music
Faculty Concert
Festival Mosaic Wintermezzo
Insight
The SLO Library presents Arts
Live
SLO Little Theatre Presents
Singin' in the Rain
Arts Obispo presents Poetry Out
Loud Competition
SLO Children's Museum presents
Science After Dark
San Luis Obispo Wind Orchestra
Concert
Opera San Luis Obispo Presents
That's Amore!
Lopez Lake Cleanup
Cal Poly Accounting Students
Tax Help
Food Bank Coalition of SLO
County Fundraiser
Monthly Visitor Center Interactions:
February 2015 January 2015 February 2014
Visitors in center: 5308 6,096 4,451
Phone calls: 446 471 477
Emails: 134 138 121
Calendar of Events:
Events entered into calendar this month: 140
Events in the February calendar: 144
SLO HAPPENINGS MONTHLY REPORT
DATE: MARCH 11, 2015
APP SUMMARY
The SLO Happenings app has continued with a
solid rate of monthly downloads. During the
month of February, the app had 352 total
downloads, 1,641 sessions and 1,689 page
views. The splash page continues to direct
iPhone and Android users to their appropriate
app stores for instant downloading.
ADVERTISING
Media Outlet Impressions Clicks Click-thru rate
Facebook ad for Facebook Page Likes 33,029 879 2.7%
Facebook ad for Splash Page 96,871 1,055 1.09%
In late January, we re-launched ads for SLO Happenings, promoting both Facebook page likes and
app downloads. The new artwork featured in the ads has been very successful at drawing
attention, with the number of clicks for Facebook page like ads increasing 378% in February
compared to December’s numbers (879 vs. 184). Additionally, the number of clicks on the ad for
the splash page increased by 80% (1,055 vs. 587) and the total number of app downloads by
53% (352 vs. 230)
SOCIAL MEDIA
In February, we continued posting upcoming events and information on the Facebook page 6-7
times per week. During the month of February, we gained 750 additional likes, which b rought our
total likes to 18,273. Our average weekly reach, which is the number of unique people who saw
any content from our page, was 22,782.
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Likes
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529
252
1112
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Downloads
Sessions
February
App
Stats
Android
iPhone
TOT Comparision
2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 Change +/-2014-15 2013-14 Change +/-2014-15 2013-14 Change +/-2014-15 2013-14 Change +/-
July 565,386$ 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 8.8%87.2 86.8 0.3 143.47$ 132.62$ 7.1 125.05$ 116.34$ 7.5
August 573,057$ 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 8.6%85.1 83.1 2.4 147.17$ 134.54$ 9.4 125.17$ 111.81$ 12
September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 10.1%74.5 73.1 1.8 128.61$ 121.10$ 6 95.77$ 88.69$ 8
October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 16.6%77.9 70.4 10.6 130.39$ 119.51$ 9.0 101.57$ 84.26$ 20.5
November 375,287$ 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 11.6%67.8 62.6 8.3 $120.89 113.79$ 6.1 $81.95 71.36$ 14.8
December 312,510$ 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 10.1%57 54.8 4 $110.50 107.30$ 3 $62.95 58.78$ 7.1
January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 20.6%60.6 54.5 11.1 110.82$ 102.55$ 8.1 67.15$ 55.92$ 20.1
February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 63.7 104.94$
March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 66.2 107.46$
April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 75.4 124.53$
May 435,516$ 393,431$ 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 70.3 128.38$
June 513,631$ 456,098$ 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 76.6 139.93$
Total/Average 5,064,103$ 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 69.79 119.72$
Occupancy ADR RevPAR
Figures from Smith Travel Research report
Promotional Coordinating Committee Bylaws
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 Business 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.
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.
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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 considered for replacement at the discretion of the committee.
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.
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City of San Luis Obispo Advisory Body Bylaws July 2013
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.
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City of San Luis Obispo Advisory Body Bylaws July 2013
Tourism Business Improvement District
Meeting Minutes
Wednesday, February 11, 2015
10 am
City Hall
CALL TO ORDER: Chair Nipool Patel
PRESENT: Adams, Pearce, Patel, Walker, Conner, Wilkins, Hutton
STAFF PRESENT: Molly Cano, Tourism Manager
Call to Order at 10:00 am
PUBLIC COMMENT
Andy Iro from Uber introduced himself to the TBID board and members present. He reported that Uber is
preparing for Spring/Summer business. He mentioned that many of the guests traveling into San Luis
Obispo from nearby metropolitan cities like San Francisco and Los Angles are already familiar with the
service and are comfortable using it when visiting our destination. He requested that communicating peak
dates and event times with Uber would help them to provide more vehicles to the area. Iro also
introduced the Board to the new Uber for business program that would be available for accommodation
and other business to partner with Uber to transportation guests by being booked by the business instead
of the guest. For any members interested in this service, please contact Tourism Manager for Iro’s
contact information.
CONSENT AGENDA
ACTION: Moved by Conner/Walker to approve the consent agenda.
Motion carried 7:0
PRESENTATIONS
1. MARKETING AGENCY MONTHLY UPDATE
Representatives from BCA + StudioGood presented an update to the Board on the marketing activities
during the previous month. Highlights included: work on Visit SLO County visitor guide editorial and ad
direction for SLO, February promotions for “Romance in SLO” online and mobile campaigns running on
various channels including sunset.com, Bay Area news Group, and Google Display Network. Also worked
on the San Francisco Destination SLO County guide, Sunset Magazine e-blast, SLO vacations e-blast.
Web and mobile traffic is up. Social metrics are increasing as well.
2. VISIT SLO COUNTY QUARTERLY UPDATE
Chuck Davison from Visit SLO County presented the quarterly report for their contract with the SLO TBID.
He reported that the initial hearing for the TMD by the Board of Supervisors passed by 4:0:1. The next
hearing is March 10 followed by the final hearing on April 7. One consideration is for the collections to
begin on May 1 instead of July 1. If the May 1 start date is not approved then Visit SLO County would
need to consider interim funding for the first quarter of the 2015-16 year. Website traffic is counting to
grow with the investment in the SEO contract. Analytics show that 20% of traffic is from out of the area
which gives a huge opportunity for future growth. The Visitor Gui de will be released in March and the new
design is focused on custom content.
3. SLO WINE MID YEAR REPORT
Heather Muran from SLO Wine presented the mid-year report for the contract with the SLO TBID. The
partnership continues to grow. She reported that 47 newsletters had been sent over the past 6 month
which many included the SLO TBID logo, content, and link. The ad space for the new wine map is now
open. Through the partnership the TBID receives a full page ad space and SLO TBID hotels receive a
DRAFT
Tourism Board Improvement District Minutes Page 2
20% discount off the purchase of an ad. The new brochures will continue to be distributed with Certified
Folder and the distribution has grown to include Ventura, Monterey, Santa Barbara and San Jose.
Results this quarter have been outstanding particularly with PR. SLO Wine is happy to be partnering with
the TBID on Roll Out the Barrels and the upcoming wine media FAM.
BUSINESS ITEMS
1. CAL POLY OPEN HOUSE- ADDITIONAL EVENT OPPORTUNITY
Melody Klemin from Cal Poly presented the preliminary event concepts to expend the length of stay
for Cal Poly Open House through Saturday night by featuring a new event on Saturday evening in
downtown. The event concepts were: 1. A concert in the plaza type event in Mission Plaza or 2. A
VIP movie night in downtown with a reception in Mission Plaza. Cal Poly would be willing to match the
funds provided by the TBID to put on the event. It would be marketed to all Open House attendees as
an endorsed additional event. The Board discussed the 2 event concepts and felt option 2 of the
movie and reception was the best fit.
ACTION: Moved by Hutton/Conner to sponsor the additional event for Open House weekend and
release the $5000 funds earmarked for the event.
Motion carried 7:0
2. VIDEO & PHOTOGRAPHY PROPOSAL
The Marketing Committee presented the recommendation to the Board to allocate funds to the
Marketing Agency for the investment in new photography and video assets for tourism promo tion
materials. The requested amount is $35,000 and would be used from the remaining funds from the
2014-15 FY collections. The marketing agency explained that new imagery and video was needed to
keep our advertising fresh.
ACTION: Moved by Pearce/Adams to allocate up to $35,000 to the marketing agencies for the
investment in new digital assets for the SLO TBID.
Motion carried 7:0
3. SLO MARATHON RACE ARCH DESIGN
The Marketing Agency presented the race arch design for the Board’s review. The Board discussed
that direction had changed from the spirit of the original agreement. The Board directed the Marketing
Committee & Marketing Agency to meet with the RaceSLO team to reconsider the design and the
arch sponsorship opportunity. The Board gave the authority to the marketing Committee to reevaluate
the commitment and approve the final design.
4. EVENT SUBCOMMITTEE – FUNDING RECOMMENDATIONS
The Marketing Committee presented funding recommendations from the joint TBID/PCC Events
Subcommittee for the event promotion agreements.
All Out Events: Dawn to Dusk request for $4800
Committee Recommendation: TBID: $0 / PCC: $0
SLO Wine: Roll Out The Barrels request for $18,000
Committee Recommendation: TBID: $9,000 / PCC: $9,000
Hospice SLO: Eroica request for $15,500
Committee Recommendation: TBID: $15,500 / PCC: $0
Festival Mozaic request for $20,000
Committee Recommendation: TBID: $2,500 / PCC: $9,150
The Board discussed the recommendations and supported the committee’s recommendation.
ACTION: Moved by Walker/Conner to fund the events as recommended by the marketing
committee: SLO Wine: Roll Out The Barrels 2015 for $9,000; Hospice SLO: Eroica Dinner for
$15,500; Festival Mozaic out of area promotions for $2,500.
Motion carried 7:0
Tourism Board Improvement District Minutes Page 3
5. 2015-17 BUDGET PROCESS
Staff presented the proposed budget process for discussion and the development of the 2015 -17
budgets. The timeline included: March –committee discussion with strategic partners followed by the
March Board meeting first look at budget amounts. In late March the Management Committee will
begin initial budget planning and Marketing Committee will work on the marketing plan input with the
agencies. In April the strategic partners will present requests to the Board followed by subcommittee
considerations of the proposals. At the May Board Meeting the budget recommendations for 2015-17
will be presented and at the June Board Meeting the Marketing Plan will be presented to the Board.
COMMITTEE COMMUNICATION
HOTELIER UPDATE
No updates.
PCC UPDATE
Pearce and staff reviewed the PCC minutes with the Board.
TOURISM PROGRAM UPDATE
Molly Cano presented the Tourism Program update:
- February will be a month full of travel
o Tradeshows
o Outlook Forum
- FAM
o tour operators from China to California on a FAM tour from March 20 to March 29. This
time the participants are from Beijing, along with representatives from Air China (Air
China will add 1 more daily flight from Beijing to Los Angeles starting June 2015).
o managerial level tour operators from key markets of South East China to California on a
FAM March 10th –18th -- North America Product Managers from Shanghai, Hangzhou,
Chengdu, along with other East China cities slated to attend.
- Interviews for the Board seats
o March Board Chair/VChair
o Bylaw review
o April new committee members
- Advisory Body Recognition Reception 3/18 at 5pm at Embassy Suites
o RSVP to Clerk’s Office
- PCC
o GIA applications are open
o Mandatory meeting tonight at 5 pm in Council Chamber
- Subcommittee Dates:
o Thursday 3/5 at 9:30 am Marketing Subcommittee
o Tuesday 3/3 at 3 pm Management Committee & 2/17 Helium demo
o Events promotion subcommittee with PCC is currently being scheduled
Meeting adjourned at 11:50 am