HomeMy WebLinkAbout03/15/2005, C9 - USE OF COMMUNITY PROMOTION CONTRACT SERVICES FUNDS TO REIMBURSE CONTRACTORS FOR COLLATERAL PROMOTIO councit M�D� 3-15-05
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CITY OF SAN LUIS 0B' ISP0
FROM: Wendy George, Assistant City Administrative Officer
Prepared By- Shelly Stanwyck,Economic Development Manager
SUBJECT: USE OF COMMUNITY PROMOTION CONTRACT SERVICES FUNDS TO
REIMBURSE CONTRACTORS FOR R COLLATERAL PROMOTIONAL
MATERIALS.
CAO RECOMMENDATION
As recommended by the Promotional Coordinating Committee (PCC), approve the
reimbursement of the City's community promotion advertising and public relations contractors
from unused Community Promotions Contract Services funding in an amount not to exceed
$4,500 for collateral materials purchased to promote the City of San Luis Obispo at several
tourism oriented trade shows.
DISCUSSION
Background
In response to Council's Major City Goal for 2003-05 to increase Transient Occupancy Tax
(TOT), the City's Community Promotions Program has undertaken many new initiatives. One
new initiative is a City presence at the LA Times and Sunset Magazine consumer travel trade
shows and at a travel writers' conference. In developing the creative concepts for the City's
presence at these events both the advertising contractor (Barnett Cox & Associates) and public
relations contractor(San Luis Obispo Chamber of Commerce) identified the need for attention
getting materials (some sizzle) to distribute to attendees so that they would better remember our
City as a travel destination.
The PCC discussed the allocation of funds for magnets for the LA Times and Sunset Magazine
shows and neoprene wine chilling sleeves at the travel writer's conference at its December 8,
2004 meeting (meeting minutes attached). The PCC's Marketing Subcommittee further
discussed the proposed allocation and materials. In preparing for the travel writers conference
the public relations contractor realized the need for further materials. The PCC, at its February 9,
2005 meeting, discussed the allocation of additional funds for a photo compact disc, letterhead,
and stickers for the press kits to be distributed to the travel writers at the event (meeting minutes
attached).
Why a Reimbursement?
Due to the timing of the trade shows and the ability to use the purchasing power of Sterling
Hotels, the contractors were able to order materials at a significant discount prior to receiving
authorization of funding. Had they waited for authorization, the costs would have increased
dramatically. Accordingly, the contractors paid for the materials from their existing contract
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PCC Collateral Materials Page 2
budgets. These costs were not anticipated in the existing contracts because they are associated
with new initiatives directed at increasing TOT revenues. If reimbursement of these
expenditures is not authorized, the contractors will have to forgo other duties included in their
contracts. In light of Council's major goal to increase TOT and the opportunity to realize a
significant cost savings, the materials were ordered in the anticipation that Council would
recognize their benefit to the Community Promotions Program and approve reimbursement.
Carry-over funds from the prior fiscal year are available in Community Promotions Contract
Services budget to cover these costs.
FISCAL IMPACT
There is presently $8,100 available in the Community Promotions Contract Services account. If
the reimbursement of $4,500 is authorized, $3,600 in unencumbered funds would remain for
additional promotional opportunities that could arise before the end of the fiscal year.
ATTACHMENTS
1. Minutes of the December 8, 2004 PCC Meeting
I. Minutes of the February 9, 2005 PCC Meeting
G:AdamaTrojectsTCOCotmcil Agenda ReponstCollateral Materials
Promotional Coordinating Committee ATTACHMENT 1
Wednesday, December 8, 2004
5:30 p.m.
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Chair, Debby Nicklas 5:30 p.m.
PRESENT: Griffin, Hunt Roberts, Justice, Newland; Nicklas, Norton, Rosene
STAFF PRESENT: Shelly Stanwyck, Economic Development Manager
PUBLIC COMMENT
No comments.
CONSENT AGENDA
ACTION: Moved by Rosene/Justice to accept the Consent.Agenda; Motion carried 7:0
COMMITTEE & BUDGET ITEMS
Item 1 . PCC SPONSORSHIP OF A TROUT ABOUT FISH (STANWYCK)
This item was pulled because the request was inconsistent with our policies.
Item 2. PCC REALLOCATION OF FUNDS FOR COLLATERAL MATERIALS (STANWYCK)
Significant discussion about the type of materials that could/should be provided at both the
travel writer conference and the two consumer shows. Ali three events are new for the
program. Need to have nice "take away" for travel writers to help distinguish the City from
others. The unique and currently very popular neoprene wine cooler provides that opportunity.
Discussion about the consumer shows and getting information out to attendees as well as their
friends and family who were the overwhelming purveyors of information about the City in our
survey reports. Committee members agreed a magnet with the tourism logo and website
would be a good collateral piece.
ACTION: Moved by Griffin/Justice to request from Council the allocation of$3750 to $4000
(and not to exceed $4000) for the purchase of collateral materials with direction to the PCC
Marketing Subcommittee to specifically allocate the funds for materials and explore with the
San Luis Obispo Vintners and Growers Association any cooperative opportunities. Motion
carried 7-0.
9�-3
PCC Meeting Minutes
December 8,2004
Don.1
Promotional Coordinating Committee .ATTACHMENT 2
DRAFT
\Chair,
ednesday, February 9, 2005
5:30 p.m.
City Hall.
Council Hearing Room
990 Palm Street
CALL TO ONicklas 5:30 p.m.
PRESENT: oberts, Newland,.Nicklas, Norton, Rosene
STAFF PREk, Economic Development Manager
n cipal Administrative Analyst
PUBLIC COMMENT
No comments.
CONSENT AGENDA
ACTION: Moved by Hunt Roberts/Rosene.to accept a Consent Agenda; Motion carried 6:0
COMMITTEE & BUDGET ITEMS
Item 1. IMPLEMENTATION OF WORK.PROGRAM F\OR MAJOR GOAL TO
INCREASE TOT THROUGH AD HOC TOURISM COMMITTEE (Stanwyck)
Reviewed the draft letter inviting industry professionals to serve\staff.
mmittee and report
back to the PCC. A few modifications to the letter were provideg condensing the
time spent.
Item 2. BUDGET 2005-07 (Stanwyck)
The budget process and challenges for 2005-07 were presenteGriffin suggested the
marketing subcommittee discuss the budget and new initiativesr tors.There was some discussion about the need for internet expendr in ance, buying
search engine placement and continued development of visitslTrout About Downtown, public art events, and the relationship contr for time were
discussed. Budget materials will be provided to the committee prior to the next PCC meeting.
a
PCC Meeting Minutes
February 9,2005
Donn.1
i
ATTACHMENT 2
SUBCOMMITTEE REPORTS
Item 1. GRANTS-IN-AID SUBCOMMITTEE
Wilda Rosene reported that 15-20 were in attendance at the Grants in Aid workshop, including
some new faces.
Betsy Kiser discussed prior direction from the PCC regarding GIA recipients using the brand
"Experience the SLO Life" versus the City's logo. The GIA subcommittee concluded that most
Grants in Aid recipients need to acknowledge the City's support by using the City's logo
(mission bell). They would like to clarify the PCC's prior to direction to encourage use of
"Experience the SLO Life".
ACTION: Moved by Newland/Rosene that Grants in Aid recipients should be required to use
the City of San Luis Obispo's official logo or the phrase "sponsored by or funds provided by the
City of San Luis Obispo". When possible, Grants in Aid recipients should also use
"Experience the SLO Life" in addition to the City's.logo.
Item 2. MARKETING SUBCOMMITTEE
George Newland reported that the Marketing Plan is confirmed by the research project.
Internet usage; Travelocity and Expedia were highest usage. Look into "tiling" and explore the
costs.
Recommendation that $500 of Enhanced Promotional Funds be used for photo CD, letterhead,
folder stickers for press kit for the CTTC trip. Enhanced promotional funds are available for
this. Photo CDs with logo will include 100 images of San Luis Obispo.
ACTION: Newland /Rosene to allocate $500 from Enhanced Promotional Funds for trade
show reimbursement.
BUSINESS ITEMS
Item 1. ADVERTISING
Maggie Cox reported that 216 wine covers were purchased for the CTTC trade show.
Sarah Flickinger provided an email newsletter presentation. Presently, there are 15,000
names and addresses on the mailing list. This includes 11,000 email addresses. What they
are telling is that their interests are changing. Seasonal packages spiked 3rd &4t' quarter.
Dining out and downtown SLO were up and increased talk about activities in downtown SLO.
As a result Barnett Cox & Associates has ideas about targeting the newsletter topics; for
instance highlighting Farmer's Market to drive up the event.
BC&A is preparing an email outreach, promoting the availability of the new SLO Passport.
Also producing new artwork for the February admail.
PCC Meeting Minutes
February 9,2005
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