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HomeMy WebLinkAbout06/19/2001, C10 - LATE AGENDA ITEM FOR JUNE 19, 2001 COUNCIL MEETING MEETING AGENDA E ' 6/Q 4 ITEM # Council Memorandum OLINCiL © CDD DIR 00 10 FIN DIR ORNEY 0 FIRE CHIEF LEKORia 0 PO DIR d P0610E CWP June 14, 2001 AD N ❑ REC DIR O UTIL DIR 'l HR DIR TO: City Council VIA: Ken Hampian, CAO FROM: Betsy DeJarnette, Assistant to the CAO SUBJECT: Late Agenda Item for June 19, 2001 Council Meeting Attached is a consent agenda item requesting approval of the Promotional Coordinating Committee's (PCC) recommendation to allocate $6,600 of Enhanced Promotional Funds to the San Luis Obispo County Visitors and Conference Bureau for implementation of their strategic plan initiatives. The funds being requested are the last remaining in the FY 1999-01 Enhanced Prolnotional Fund and must be expended prior to the start of the new fiscal year. You are receiving the agenda item at this late date because the PCC was not able to consider the request prior to its regularly scheduled meeting on Wednesday, June 13, 2001, after the close of the agenda. Because the funds must be allocated in this fiscal year, it is necessary to bring the item before Council at the June IV'meeting, the last Council meeting of the fiscal year. RECEIVED JUIN t 2001 SLO CITY COUNCIL C o U n C i Z Na6na Det j aEn bA REpoRt 1.� c .b. G l C I T Y OF SAN LUIS OBISPO FROM: Wendy George, Assistant City Administrative Officer Prepared By: Betsy DeJarnette, Assistant to the City Administrative Officer SUBJECT: USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS CAO RECOMMENDATION (1) Approve the PCC's recommendation to allocate $6,600 of Enhanced Promotional Funds to the San Luis Obispo County Visitors & Conference Bureau (VCB) for launching a portion of the new County tourism brand image and additional advertising to promote the brand. (2) Authorize the Mayor to execute Amendment No. 1 to the Agreement with the San Luis Obispo County VCB. DISCUSSION Background Several years ago, in conjunction with an increase in the Transient Occupancy Tax (TOT) from nine percent to 10%, the City created an Enhanced Promotional Fund to be used to finance innovative promotional ideas and provide seed money for new special events. Annually, the PCC makes recommendations to the City Council on how this fund should be spent. San Luis Obispo County Visitor& Conference Bureau Request At its June 13, 2001 meeting, the PCC heard a request for Enhanced Promotional Funds from the San Luis Obispo County VCB to supplement its current tourism promotion efforts. The VCB requested $6,600 in funds to assist with the implementation of their strategic plan initiatives. Specifically, the funding will be used to support the following programs: 1. $3,300 for launching the new County tourism brand image. This includes purchasing lapel pins, ink pens, small static cling signs, golf and t-shirts, mouse pads and license plate covers imprinted with the new brand image, for distribution at consumer trade shows and through the City's Economic Development Program. 2. $3,300 for additional advertising. This includes expanding the size of one National Geographic Traveler ad from 2" x 4" to 4" x 5" to promote the brand image. C/C — / Council Agenda Report—PCC Enhancement Promotional Fund Request Page 2 FISCAL EMPACT A total of$50,000 of Enhanced Promotional money was budgeted to be spent over the 1999-01 fiscal years. To date $43,400 has been spent for specialized promotional tools, a visitor survey, seed money for the first annual Central Coast Book & Author Festival, support to La Fiesta, the Art After Dark Trolley, an advertising opportunity with American Express Destination Guide, the San Luis Obispo Symphony's East Coast Marketing Campaign, special promotional and marketing materials for Art After Dark, and a photo CD for the Chamber of Commerce. Upon approval of this recommendation, all Enhanced Promotional Funds for FY 99-01 would be expended. ATTACHMENTS 1. Amendment No. 1, Agreement with the San Luis Obispo County Visitors & Conference Bureau 2. PCC minutes of June 13, 2001 G:\pcc\2001\agenda report June 19 CID \1 I - ATTACHMENT 1 AMENDMENT NO. 1 AGREEMENT WITH SAN LUIS OBISPO COUNTY VISITORS & CONFERENCE BUREAU The AGREEMENT dated October 5, 1999 between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City"and the SAN LUIS OBISPO COUNTY VISITORS AND CONFERENCE BUREAU,hereinafter referred to as "Contractor,"is hereby amended as follows: ATTACHMENT 1, "Promotional Contract Proposal", is modified by adding the new duties as follows: • Launching the new brand image Purchase marketing items such as lapel pins, ink pens, static clings, golf and t-shirts, mouse pads and license plate covers imprinted with the new brand image. The items will be distributed at consumer trade shows and made available to the Economic Development Department for promotional use. • Additional Advertising Increase the size of one National Geographic Traveler ad from 2"x4" to 4"x5"to more adequately promote the brand. SECTION 4, "City's Obligations", is modified as follows: 2000-01 • Launching new brand image $3,300 • Additional Advertising $3,300 All other terns and conditions of the AGREEMENT shall remain the same. Both City and Contactor covenant that each individual executing this Amendment No. 1 on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed on this day of 2001. ATTEST CITY OF SAN LUIS OBISPO A Municipal Corporation Lee Price, City Clerk By: Allen Settle, Mayor CIDP ATTACHMENT 1 APPROVED AS TO FORM CONTRACTOR A&Yv� eorg sitfAttomey Jonni Biaggini, Executive Director Glo�� i ATTACHMENT 2 DRAFT PROMOTIONAL COORDINATING COMMITTEE REGULAR MEETING MINUTES June 13, 2001 Council Hearing Room, City Hall San Luis Obispo, CA 93401 1. CALL TO ORDER Chairperson George Newland called the meeting to order at 5:30 p.m. with the following members present: Sandy Baer, Bob Griffins, Diane Hunt Roberts, Debby Nicklas, Greg Dillman. Wilda Rosene arrived at 5:35 p.m. Betsy DeJamette served as staff. Also present were Jonni Biaggini, Maggie Cox, Susan Carvalho, Dave Garth, Alex LaChapelle, Councilmember Christine Mulholland and Anja Schlotman. 2. PUBLIC COMMENT Pam Heatherington of ECOSLO asked about the status of ECOSLO's request for GIA funds. Because the proposed funds were to be spent for an activity scheduled to occur in this fiscal year, the PCC recommended at its previous special meeting that the project be removed from the proposed GIA recommendations and funded instead with Enhanced Promotional Funds. Staff later determined that the project did not meet the criteria for Enhanced Promotional Funds because of its one-time nature and after speaking with the GIA sub-committee, placed it back in the GIA funding recommendations. A special note of explanation will accompany the request when presented to City Council. 3. APPROVAL OF MINUTES The minutes of the regular meeting of May 9, 2001 were approved. (DILLMAN/NICKLAS) 4. ENHANCED PROMOTIONAL FUNDING AND FUNDING REQUESTS Staff circulated a letter of thanks and a copy of the program from SLO Symphony for the PCC's support of their recent. New York City trip to Carnegie Hall. Staff reported that Art After Dark and Chamber of Commerce funding was.approved by City Council at the June 5, 2001 meeting. tall nnounced that previously dedicated funds for the Art After Dark trolley had not been processed; ore the total Enhanced,Promotional Funds available for use is $6,600 rather than $7,600. Biaggini from the VCB reviewed her request for funding of strategic plan initiatives, detailing ach program supplements its current tourism promotion efforts. She indicated that to complete programs, the City's percentage of cost is $13,750. Discussion centered on funding a portion the programs or identifying specific programs from the list. Maggie Cox indicated that some ms are appropriate for Conversion Study funds and the marketing sub-committee might er this at their next meeting, n moved to grant the VCB $6,600 from Enhanced Promotional. Funds for launching the County tourism brand image and additional advertising to promote the image. Baer ded. Unanimous. �4 C10