HomeMy WebLinkAbout06/17/2003, BUS 4 - ALLOCATION OF $3,235 FROM THE 2002-03 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID FUNDING TO T council Ma Dw
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C I T Y O F S A N L U I S O B I S P O
FROM: Wendy George,ACAO'Vj
Prepared By: Betsy Kiser, Principal Administrative Analyst
SUBJECT: ALLOCATION OF $3,235 FROM THE 2002-03 PROMOTIONAL
COORDINATING COMMITTEE GRANTS-IN-AID FUNDING TO
THE SLO VINTNERS AND GROWERS ASSOCIATION FOR
ADVERTISING ON A HWY 101 BILLBOARD
PROMOTIONAL COORDINATING COMMITTEEE (PCC) RECOMMENDATION:
1. Allocate $3,235 of the remaining 02-03 Grants-in-Aid funding to the San Luis Obispo
Vintners & Growers Association for a billboard on Highway 101 directing visitors to the
wine country.
2. Authorize the Mayor to execute the agreement.
CAO RECOMMENDATION:
In light of existing policies in the General Plan regulating billboards, deny the allocation of
$3,235 to the SLO Vintners & Growers Association for a billboard on Highway 101 directing
visitors to the wine country.
DISCUSSION
On May 1, 2003, the PCC received a letter from the San Luis Obispo Vintners & Growers
Association (Vintners & Growers Association) requesting an amount between $3,200 and $6,400
from unallocated 02-03 GIA funds to assist with the funding of a billboard on Highway 101 for
the purpose of directing tourists to the San Luis Obispo wine country. (Attachment 1) In
collaboration with Embassy Suites, the Vintners & Growers Association has an opportunity to
use Embassy Suites' billboard on Highway 101, north of the City but facing southbound traffic
near the entrance to City limits. Embassy Suites has agreed to permit the Vintners & Growers
Association to exclusively use the space for the next few years at a reduced cost. GIA funds will
be used in combination with matching funds from the Vintners & Growers Association for
signage rental fees and new signage designed to stimulate tourism for the local wineries and
related businesses such as restaurants, hotels and retail establishments that would benefit from
increased tourism.
`-C
Vintners Assoc Request for 02-03 GIA Funding
Page 2
Basis of CAO Recommendation
The CAO recommendation to deny the allocation of funding for the Vintners & Growers
Association is based on General Plan policies which address the City's sentiment regarding
billboards. These include:
1. OS 11.2.2: Billboards and Signs
Billboards and obtrusive signs should be prohibited.
2. OS 11.3.1: Protecting Scenic Resources
To adequately protect scenic resources, important view corridors, viewsheds, and
gateways, the City should:
D) Work with the State and County to eliminate existing billboards within
the City and its Planning Area.
3. CI 14.11: Amoritization of Billboards
Both the City and the County should enforce an amortization program for the
removal of billboards along scenic roadways.
4. CI 14.12: Billboards
The City will amend its sign regulations to prohibit billboards along designated
scenic roadways.
5. CO 10.1.1: Billboard Removal
Current programs for billboard removal should be given a higher priority. Greater
cooperation with County, State and Federal agencies is needed to accomplish this
worthwhile endeavor. The legitimate need of motorists for tourist information
should be met by alternate methods such as a system of roadside informational
signs. These signs should be constructed of indigenous materials reflecting the
environment and the City's heritage.
Although the intended billboard is already in place, it would appear to be inconsistent with City
policy to use public funds in support of billboard advertising, even if this advertising promoted a
City goal. Therefore, the CAO recommends that the Council deny the request.
PCC Review
May 14, 2003 Review. The PCC discussed the funding request at their regularly scheduled
meeting of May 14, 2003 and expressed support for the project (Attachment 2). The PCC
recommended $3,235 for the Vintners & Growers Association. The PCC also recommended that
the Vintners be encouraged to develop stronger partnerships with the City and its ad contractor
during the time the billboard is in place so that the marketing opportunities it creates are
thoroughly explored.
June 6, 2003 Review. When the PCC was informed that the CAO would not be supporting the
recommendation for funding, it convened a special meeting on June 6, 2003 to revisit the
recommendation. (Attachment 3) After lengthy discussion, much of which focused on the
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Vintners Assoc Request for 02-03 GIA Funding
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Council's Major Goal to support tourism in 2003-05, the PCC voted to forward the original
recommendation to Council and based its decision on the following opinion:
1. The state of the City's economy, especially relative to revenues generated from
tourism and the transient occupancy tax, indicate that increased, creative
marketing and promotional efforts are warranted at this time.
2. Although City policies do not support billboards in and around the City, the
billboard in question will be under contract for another two years. The PCC
thinks it is better for the City to help create content on the billboard that supports
the City's promotional efforts rather than have an advertisement that might
support the tourism efforts of one of the other surrounding cities.
3. There would be nothing displayed on the billboard that would indicate the City is
responsible for its content or funding.
4. This is a unique opportunity to make a significant tourism statement at a
significantly reduced cost.
5. The value of the long-term alliance and goodwill that will be created between the
City and the SLO Vintners and Growers Association is unparalled.
6. In these times of economic downturn, we need to be more creative and flexible in
our marketing efforts and should capitalize on opportunities such as this offers the
City.
FISCAL IMPACT
Unallocated funds of$8235 exist in the Cultural Services Grants-in-Aid account. If this project
is funded along with the Friends of Prado Day Center request, all funds will be expended from
this account.
ATTACHMENTS
1. Letter from the San Luis Obispo Vintners& Growers Association
2. PCC Minutes from May 14, 2003
3. PCC Minutes from June 6, 2003
4. Agreement
G:\Projects&Programs\P.C.0\Grants in Aid\GIA 2003-04\Administration\CAR Vintners&Growers Assoc 2002-03 Funding Request
52803.doc
MACHO I
San Luis Obispo Vintners & Growers Association
5828 Orcutt Road
San ,suis Obispo, California
(805) 541-5868
May 1, 2003. (805) 541-3934 P Gei V p d
MAY (j 6.2003
Bob Griffin
c/o Betsy Kaiser City 4'1
City of San Luis Obispo Administration
990 Palm Street
San Luis Obispo, California 93401
Dear Bub:
The purpose of this letter is to respectfully request the City of San Luis Obispo Grants &
Aids Committee's consideration in assisting with the funding of a billboard for the
purpose of directing travelers to the San Luis Obispo Wine Country. For some years now,
the San Luis Obispo Vintners& Growers Association has had as one of its major goals,
the implementation of just such a marketing strategy that we know to be of extraordinary
value; however,the funds for implementation have not been available.
Now, the Embassy Suites Hotel has graciously presented us with the opportunity of a
collaborative sharing of its current billboard on Highway 101. The billboard will allow us
to direct visitors to the wine country,thereby stimulating tourism for the wineries in the
Edna, Arroyo Grande and Avila valleys, and for related businesses such as restaurants,
hotels and retail establishments that.benefit from increased tourism.
The cost to our Association would $10,800 plus $2,000 to create the new signage. This
cost is still beyond our means. If the City of San Luis Obispo will provide us with a grant
in an amount between$3,200 and $6,400, our Association will secure the funding for the
balance.
The wineries oi"the Santa iviaria Vauay Saida Baibaiu Ccun.y-have tv;G
billboards on Highway 101 that are funded in their entirety by the Santa Maria Chamber
of Commerce, a manifestation of that,city's belief in their efficacy.
Thank you for your consideration of this extremely important endeavor. Please feel free
to contact me at my direct line, 544-1285, should you have any comments or questions.
Correspondence may be directed to me at our Association address.
sincerely,
Wchre
Chairman
4—`-'1
PCC Meeting Minutes of May 14, 21003 D- R Fr ATfRCHMEW 2
Page 2
6. GRANTS IN AID STATUS RECOMMENDATIONS FOR 2003-04
a. GIA Status Report and Recommendations for 2003-04 Allocations
Diane Hunt Roberts provided Committee members with a report on the Subcommittee's
recommendations for 2003-04 allocations. The GIA Summary was discussed, with Diane
expressing the Subcommittee's thoughts behind some of the allocations. The Committee
agreed with the recommendations that will be presented to the potential recipients at the May
28, 2003 special meeting.
b. Requests for Funding From Remaining 2002-03 GIA Budget
Two separate requests for GIA funding in 2002-3 were presented to the Committee. Both were
discussed at the same time.
The San Luis Obispo Vintners and Growers Association requested funds to assist them in a
collaborative marketing opportunity they have for a billboard on Highway 101. Cate Norton
provided background information. The billboard is presently under contract to the Embassy
Suites —who had not intended to continue using the billboard in the future. However, the
Embassy Suites has the right to keep using the billboard for the next few years, and has
prepaid for that use. The billboard is on 101, on the northbound side, and therefore viewed by
southbound traffic. The Embassy had offered the billboard to the Vintners Association at a
reduced cost. In discussing the proposal, Committee members expressed support for the
partnership opportunities this marketing campaign presented.
The Friends of Prado also requested funds to assist them in a collaborative public art project
that could result in the City having trout decorated by artists, design professionals, and
community members and then displayed throughout Downtown. The project would be similar
to the Cows of Chicago or the Pigs of Cincinnati or the Labrador Retrievers of Racine.
Newland moved and Rosene seconded the motion that the Council allocate $5,000 to the
Friends of Prado for the Public Art Project and $3,235 to the San Luis Obispo Vintners and
Growers Association for the billboard project and that the Vintners be encouraged to develop
stronger partnerships with the City and its ad contractors during the time the billboard is in
place so that the marketing opportunities it creates are thoroughly explored. (5-0-2 Nicklas and
Norton abstained).
7. PCC MARKETING SUBCOMMITTEE REPORT
Debby Nicklas summarized the recent activities of the Marketing Subcommittee. Much of the
Subcommittee's work has been focused on updating the Draft Marketing Plan
8. RETREAT PREP
Jim Seybert, the facilitator for the May 15, 2003 Retreat, introduced himself and outlined his
proposed Agenda for the Retreat. Jim then gave the committee a presentation on marketing,
focusing on our need to know who we are and where we are going. Jim gave Committee
members the homework assignment of thinking about what are promise is to visitors and to try
MACHMENT 3
DRAFT
PROMOTIONAL COORDINATING COMMITTEE
SPECIAL MEETING MINUTES
June 6, 2003
Council Hearing Room, City Hall
San Luis Obispo, CA 93401
1. CALL TO ORDER
Chairperson Bob Griffin called the meeting to order at 12:12 p.m. with the following members
present: George Newland, Louise Justice, Debby Nicklas, Cate Norton and Wilda Rosene.
Shelly Stanwyck served as staff.
2. REQUEST FOR FUNDING FROM THE SLO VINTNERS AND GROWERS ASSOCIATION
Bob Griffin gave the background report about the GAO's recommendation to deny funding the
Vintners & Growers Association's request for 2002-03 GIA funding. They discussed what
would happen if the City did not fund this request. They also discussed, in great detail, the
unique opportunity this partnership creates and how important the results of this alliance is in
attracting new visitors to the City under these harsh economic conditions. The PCC thought it
also presented an opportunity to educate the community about our local wine industry. Nicklas
moved and Justice seconded that, in light of the following six points, the recommendation to
fund the request go forward to the Council for action:
1. The state of the City's economy, especially relative to revenues generated from
tourism and the transient occupancy tax, indicate that increased, creative marketing
and promotional efforts are warranted at this time.
2. Although City policies do not support billboards in and around the City,the billboard
in question will be under contract for another two years. The PCC thinks it is better
for the City to help create content on the billboard that supports the City's
promotional efforts rather than have an advertisement that might support the tourism
efforts of one of the other surrounding cities.
3. There would be nothing displayed on the billboard that would indicate the City is
responsible for its content or funding.
4. This is a unique opportunity to make a significant tourism statement at a significantly
reduced cost.
5. The value of the long-term alliance and goodwill that will be created between the City
and the SLO Vintners and Growers Association is unparalled.
6. In these times of economic downturn, we need to be more creative and flexible in our
marketing efforts and should capitalize on opportunities such as this offers the City.
The motion passed unanimously.
16. ADJOURNMENT
The meeting was adjourned at 12:40 p.m. to the special meeting of June 17, 2003.
Submitted by:
Shelly Stanwyck
Economic Development Manager r !!
AGREEMENT
THIS AGREEMENT, dated , 2003 for the convenience of the parties hereto, is between the
CITY OF SAN LUIS OBISPO, a chartered. municipal corporation (referred to herein as CITY), and SLO
VINTNERS AND GROWERS ASSOCIATION.
WITNESSETH
WHEREAS, SLO VINTNERS AND GROWERS ASSOCIATION has requested CITY to contribute to a program
to provide the service described in "Exhibit A" attached hereto, and
WHEREAS, said services will be available to residents of the City, thereby serving both a public and municipal
purpose.
NOW, THEREFORE, CITY AND SLO VINTNERS AND GROWERS ASSOCIATION for and in consideration
of the mutual benefits, promises, and agreements set forth herein,do agree as follows:
1. SLO VINTNERS AND GROWERS ASSOCIATION will make its services as described in "Exhibit A"
herein, available to CITY residents on a regular basis from the date this Agreement is made and entered, as
first written above,until acceptance or completion of said services.
2. SLO VINTNERS AND GROWERS ASSOCIATION will provide CITY with final program report,
summarizing administrative, financial, and client service activities. Said report shall be in the form of
"Exhibit B",attached hereto.
3. SLO VINTNERS AND GROWERS ASSOCIATION, and all of its agents, representatives, or participants
in any manner in the performance of its obligations and duties hereunder shall be employees, independent
contractors, or volunteers of SLO VINTNERS AND GROWERS ASSOCIATION. They shall not for any
purpose be considered employees or agents of the CITY.
4. SLO VINTNERS AND GROWERS ASSOCIATION, and all of its agents, representatives or participants,
agree that it will not engage in discrimination in its operations because of race, religion, sex, national origin,
sexual orientation,age,physical,mental or economic status.
5. SLO VINTNERS AND GROWERS ASSOCIATION agrees to defend, indemnify, protect and hold the
City of San Luis Obispo and its agents, officers and employees harmless from and against any claims
asserted or liability established for damages or injuries to any person or property which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of SLO VINTNERS AND
GROWERS ASSOCIATION and its agents,officers or employees, negligent or otherwise, during the term
of the Agreement and from all expenses of investigating and defending against same.
6. CITY agrees to pay SLO VINTNERS AND GROWERS ASSOCIATION a one-time only grant,in the sum
of$5,000, to be used as described in "Exhibit A". The grant will be paid in full upon execution of this
agreement.
7. The City Administrative Officer may terminate this agreement at his sole discretion,after providing written
notice to SLO VINTNERS AND GROWERS ASSOCIATION. Said termination shall be effective thirty
(30) days after CITY mails notice of termination of agreement to SLO VINTNERS AND GROWERS
ASSOCIATION. Any funds not paid pursuant to paragraph 6 above shall revert to City upon said
termination.
MAHN N 4
8. SLO VINTNERS AND GROWERS ASSOCIATION shall provide recycling containers on agency
premises for collection of office paper, newspaper, and glass, aluminum, tin (bi-metal) and plastic 1-7
containers. SLO VINTNERS AND GROWERS ASSOCIATION shall also collect corrugated cardboard
for recycling and provide recycling containers at special events as appropriate. Collection services are
provided free from San Luis Garbage at 805/543-0875.
9. SLO VINTNERS AND GROWERS ASSOCIATION shall acknowledge CITY support in promotional
materials by using a standardized logo that will be available upon request from CITY.
10. For purposes of notice under this agreement, all notices shall be considered effective upon being sent by
certified mail to the following addresses:
CITY:
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93406
Attention: City Clerk's Office
SLO VINTNERS AND GROWERS ASSOCIATION:
SLO VINTNERS AND GROWERS ASSOCIATION
P.O. Box 12444
San Luis Obispo, CA 93401-3249
IN WITNESS WHEREOF,the parties hereto have executed this agreement by proper officers duly authorized:
ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation
By:
Lee Price,City Clerk David F. Romero, Mayor
SLO VINTNERS AND GROWERS ASSOCIATION
By:
APPROVED AS TO FORM
By:
0
Jonatka ell,City Attorney
4-q
G:IProjects&ProgramsIRC.CIGrants in AidIGIA 2003-041AdministrationlVintners and Growers Assoc agreement 60503.doc
EXHIBIT A
PROMOTIONAL COORDINATING COMMITTEE
GRANTS—IN—AID
SUMMARY REQUEST
SLO VINTNERS AND GROWERS ASSOCIATION
Sign design and billboard rental on Highway 101, north of the City of San Luis Obispo for the purpose of
directing travelers to the San Luis Obispo Wine County.
4-9
G:IProjects&ProgramsT.CCIGrants in Ai&G/A 1003-MAdministratioM Vintners and Growers Assoc.agreement 60503.doc
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EXHIBIT B
PROMOTIONAL COORDINATING COMMITTEE
GRANTS-IN-AID
REPORTING GUIDELINES
Organizations receiving funds through the Promotional Coordinating Committee Grants-In-Aid
program are required to submit a year-end report to the City of San Luis Obispo.
The reports shall consist of the following:
1. Administrator's Report: A brief synopsis of the activities of the reporting period. This should
include a statement describing activities, service or programs provided, and any changes that have
occurred during the reporting period.
2. Statistical Survey: Should include the number of participants in the organization's ongoing activities
and/or events. Survey should also include, to the best of your ability, the demographic make-up of
participants, i.e., residents,non-residents, and age groups (youth, teens, adults or senior citizens).
3. Financial Report: A financial statement that details how the City's grant monies have been
expended.
Send completed reports to:
Betsy Kiser, Principal Administrative Analyst
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
4—to
G:IProjects&ProgramsIRCCIGrants in AidIGIA 2003-041AdministrationlVininers and Growers Assoc agreement 60503.doc
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council mcmoizanoum
city of son Luis osispo. aammistaation --
DATE: June 16, 2003
RECEIVED
TO: City Council JUN 10'-' 2003
VIA: Ken Hampian, CAO SLO CITY CLERK
FROM: Betsy Kiser, Principal Administrative Analyst E 0 K
SUBJECT: REMOVAL OF ITEM #4 FROM THE JUNE 17, 2003 COUNCIL AGENDA
INVOLVING THE ALLOCATION OF PCC GRANT FUNDING TO THE
SAN LUIS OBISPO VINTNERS & GROWERS ASSOCIATION FOR A
BILLBOARD
CAO RECOMMENDATION
Remove Item #4 from the June 17, 2003 Council agenda.
DISCUSSION
The attached letter was received from the San Luis Obispo Vintners & Growers Association
indicating a desire by their board of directors to withdraw their request for $3235 in Grants-in-
Aid funding to support an advertising billboard on Highway 101.
2tOUNCIL �" CDD DIF
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RED FILE 8'ATTORNEY 7PW DIR
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MEETING AGENDA 13 DEPT HEADS �REC DIR
DATE t? ITEM #�jd� 'HIR DIR
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Council memo re SLO Vintners 61603
06/15/2004 01:30 FAX 805 541 39-14 SLO Vintners Z001/001
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Vintners & Growers A480Ci8ti0G
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June 14,2003
Bob Griffin.
Gto Betsy Kaiser
City of San Iuis Obispo
990 Palm Street
San Luis Obispo, California 93401
Dear Bob:
On May 1, 2003, I sent a letter formally requesting that the City of San Luis Obispo
Grants&Aids Committee consider asmsrin8 the San Luis Obispo Vis& Growers
Association with the fimding of a billboard for the purpose of directing travelers to the
San Luis Obispo Wine Country.
Since that time,the Association Board and its Marketing&Advertising Comnnttee have
met to discuss the feasibility of the billboard, which is on the northern side of lfighway
101,just past the bottom of the Cuesta Grade, and the Board the Committee and I have
determined that the site is not adequate for us to make the impact for which we had
originally hoped and intended.
As a consequence,we are withdrawing our application for funding, so that you may
award those funds to someone with an imminent project.
We desperately need signs that will direct travelers from Highway 101and through the
City of San Luis Obispo into the San Luis Obispo wine country. Any suggestions as to
how that goal might be accomplished and funded would be gratefully received.
Thank you so very much for the Grants&Aids Committee's consideration.We sincerely
hope that our request,,and the subsequent withdrawal of that request,has not placed a
burden on your committee or on anyone applying for grants from it.
Yours truly,
- McLaren
Chairman
5828 Orcutt Road.San Luis Obispo, CA 93401 •tel 805-541-5868 •fax 805-54.1.-3934
www.sonluisobbpowines.com sadWswinesCaal.com