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HomeMy WebLinkAbout05/02/2006, C9 - USE OF UNALLOCATED FUNDS FOR COMMUNITY PROMOTIONS AND CONTRACT AMENDMENT council °°°��/Z/c� j acEnba RepoRt C9 CITY O F SAN LUIS OBISPO FROM: Shelly Stanwyck, ACAOAK- SUBJECT: USE OF UNALLOCATED FUNDS FOR COMMUNITY PROMOTIONS AND CONTRACT AMENDMENT CAO RECOMMENDATION 1. Approve the Promotional Coordinating Committee's (PCC) recommendation to allocate $10,000 to the San Luis Obispo Chamber of Commerce for the production of "b-roll video". 2. Authorize the Mayor to execute Amendment No. 1 to the San Luis Obispo Chamber of Commerce's Public Relations Services Agreement. DISCUSSION Backeround In the 2005-06 budget, $450,000 was allocated for Community Promotions (primarily to promote the City as an overnight destination to tourists). Of that amount, approximately $76,000 was a transfer of funds encumbered the previous year to Barnett Cox and Associates (BC&A) for advertising services. When BC&A's final invoice was paid on its 2004-05 encumbrance, $30,614 remained. The funds subsequently were unencumbered, and in turn, became available for use for other community promotions. On March 7, 2006, Council authorized the allocation of $6,000 of these funds to the San Luis Obispo County Visitors and Conference Bureau for the sponsorship of several of its events planned to be held during the June 2006 Outdoor Writers Association Conference. Over the past year, with increased television coverage of the Central Coast, the City's Community Promotions contractors have identified the need for "b-roll video", or DVD, (`b- roil"). B-roll is a term of art used in the television industry to describe film footage which illustrates a story visually, without interviews. During the recent visit by celebrity television chef, Rachel Ray, the Tour of California and last year's Jeep King of the Mountain event, the San Luis Obispo Chamber of Commerce (Chamber) was asked by all three production crews for stock footage or b-roll of San Luis Obispo which was unfortunately in very limited supply. Proposal At the April 4, 2006 PCC Marketing Subcommittee meeting, members analyzed a proposal from the San Luis Obispo Chamber of Commerce (Chamber) to produce "b-roll" (the Chamber Proposal is Attachment 1 and Subcommittee Meeting Minutes are Attachment 2).. The Chamber's proposal includes the filming of 22 locations with shots taken over 30 days. There will be about 100 minutes of raw footage that can be used by the news media upon editing. The end footage will be in DVD and Beta formats (both used by the television industry). The City eq-1 Community Promotions Funding Page 2 will be the owner of the b-roll. Subcommittee members.Bob Griffin and Cate Norton endorsed the proposal and stated that it was important to the Subcommittee that the b-roll be completed by July 1, 2006 since it is an immediate need. PCC Recommendation At the April 12, 2006 meeting of the PCC, the Committee unanimously recommended that Council authorize the allocation of no more than $10,000 to the Chamber for the production of b- roll by July 1, 2006 (Minutes are Attachment 3). To facilitate the additional allocation of funds to the Chamber and to identify a completion date, an amendment to their existing service agreement is necessary and is Attachment 4. FISCAL IMPACT $24,614 remains unallocated in the Community Promotions account. If the PCC's recommendation is funded, $14,614 will be available for additional promotional and marketing activities. It is anticipated that BC&A will bring forward a proposal for some commercial video production and perhaps another advertising initiative in the near term that would be within the remaining funds available. ALTERNATIVES The Council could elect to not to fund the request, fund it at a reduced level or direct staff to conduct further research into this matter. These alternatives are not recommended at this time based on the PCC's position that the b-roll has been identified as an immediate need to better fulfill the City's community promotions objectives. Additionally, it should provide a good return on investment from future marketing and public relations opportunities. ATTACHMENTS 1. Chamber B-toll proposal 2. April 4, 2006 PCC Marketing Subcommittee Minutes 3. April 12, 2006 PCC Minutes 4. Amendment No. 1 to the San Luis Obispo Chamber of Commerce Public Relations Service Agreement c 9-z GAProjeces&Prograrns\P.C.C\Council Agenda Reports\Use of Unallocated Marketing Funds for B-Role.DOC ATTACHMENT 9 San Luis Obispo Chamber of Commerce B-Roll Project Proposal B-roll Definition This term,widely used in television production, actually comes from the film world. In early TV news, stories were shot on film and rolled live on the show. The editor would assemble an "A".roll (or reel), consisting of the primary sound,interviews and narration. The editor would then assemble a 'B" roll,containing all visual elements and cutaways that are pertinent to support and illustrate the story. �t 00, + _....,. ...4 Interview subject talking Paris landmark edited about Paris landmarks. over her remarks. The two reels would then be assembled or rolled live during the broadcast,with a technical director switching between the "A" and "B" rolls to tell the story. Today, obviously,the elements are all edited in video or computer programs to form a "package." The term b-roll is still used for any footage that is included to visually tell the story. *University of Texas Production Manual ATTACHMENT 1 Why do we need it? Often "b-roll" is file footage from the archives or "stock footage" provided by outside sources. It is similar in function to the still photos that the San Luis Obispo Chamber of Commerce provides about the City of San Luis Obispo to newspapers,publishers preparing a magazine or book articles and event promoters.The media entities are unable,because of time or financial constraints, to shoot the photos themselves. The "b-roll" video itself is not a finished production,but the raw material that the station or production company uses (along with other video and audio) to create their finished news story. It must have distinct news "feel" in order to fit in with universal production values that are the norm in broadcast operations. News video has a "real" quality that is distinctly different from that used in commercials. In today's highly visual world, those destinations that provide the highest quality visual materials usually secure more stories in the media, and the stories they get are more effective. City's that compete with San Luis Obispo for tourists routinely provide excellent quality video to make the news people's job easier and the story better. Because the San Luis Obispo Chamber of Commerce is the publicity and media contract holder for the city and is the source for writers and media at large, it frequently receives the requests from news organizations and production companies asking for pictures and video.The publicity team is familiar with the needs of news organizations and will produce"b-roll" based both on historical requests and anticipation of what may be requested. The video will be available to news organizations free of charge and would have on hand to meet those requests. ATTACHMENT 1 What will it cover? Each of the following subjects will be made up of several long scenes, with wide establishing shots, medium shots and close-ups, ready for the stations to edit. The following list may be expanded. " Overviews of the city Downtown(variety of angles and landmarks) City Hall Farmers Market Hearst Castle Path of History Cal Poly and Cuesta Local vineyards and wine tasting Local beaches Laguna Lake Kids playing soccer Sports and Recreation Agriculture Air Quality Infrastructure Building and Construction Commerce and top businesses Shopping and antique hunting Special activities (depending on the season) Generic outdoor dining Generic hotel/motel To reinforce the City marketing plan, the photographic emphasis will be on lush scenic beauty and outdoor fun activities. ATTACHMENT 1 What will it cost? Videography* 40 hours at$100 per hour $4,000.00 Editing 15 hours at$100 per hour $1,500.00 Stock footage collection,update and editing 20 hours Q $50.00 $1,000.00 Coordination, preparation, logistics, editing supervision 20 hours at$125 per hour $2,500.00 Mileage 300 at$.40 mile $120.00 Beta and DV raw stock and Beta and DV copies $780.00 Total: $9,900 *Both Beta and Mini-DV formats *** Future needs: Helicopter visuals are often in high demand and are most frequently used. Not only are they beautiful and appealing, but news organizations (even if they own their own choppers) are not likely to spend the money to secure these shots themselves outside of their home markets. Helicopter, with T-mount stabilizer and pilot $3,000 ATTACHMENT i San Luis Obispo Chamber of Commerce 1039 Chorro Street•San Luis Obispo, California 93401-3278 (805) 781-2777• FAX (805) 543-1255 •TDD (805) 541-8416 David E. Garth, President/CEO THIS IS AN EXAMPLE OF A REQUEST which came at the last minute. They needed it the next day. We used some shots from the Amgen Tour of California shots. LD Tue,07 Mar 2006 10:53:59 -0800 To: lynn@slochamber.org From: "Sonya Edelman" <sedelman@wellergrossman.com> Subject: CC: lindsey@slochamber.org Lynn, Thanks so much for your help with this. I'm SO delighted you have Broll for us to use! I'm attaching a materials release for you to sign in regards to the footage you're sending on - speaking of which, my mailing address is attached to my signature. Can't wait to take a peek at that Broll! Thanks, Sonya Edelman Producer "Rachael Ray's Tasty Travels", Weller/Grossman Productions 5200 Lankershim Blvd., 5th Floor North Hollywood, CA 91601 (818) 755-4800 (818) 755-4820 faxsedelmanaa wellergrossman.com Attachments ;7 email: slochamber@slochamber.org • websites: www.slochamber.org www.visitslo.com ATTACHMENT 1 Production Team: Lynn Diehl is San Luis Obispo's most experience television news person with 30 years of major and medium market television experience as a news director, anchor, reporter, producer, and managing editor. Lynn will create shot lists, handle logistics, direct shooting, and supervise final editing. In addition to her understanding of the needs of working news organizations, she is well versed in area tourism and marketing plans. Bonnie Ernst is the owner of Pacific Coast Productions, a.full service video production firm that she founded. Bonnie produces video productions for numerous local and out of town private sector companies and government agencies. An MFA graduate of California Institute of the Arts.,she has more than 10 years of experience as a TV News Photojournalist at KOMO-TV in Seattle and KSBY-TV San Luis Obispo.She has earned numerous awards for her work including: 2001 Bronze Telly Award, 4 Golden Mic Awards, 6 National Press Photographer Awards, 3 APTRA Awards (including Photographer of the Year-CA and NV) and various RTNDA Awards. She has served as a judge for NPPA, an internationally recognized organization that promotes excellence in journalism videography.Bonnie will be the primary videographer and editor. Dave Garth, previous to his chamber of commerce career, was a television newsman, anchorman, news director and news cameraman for seven years.Dave will work with Lynn and supervise the entire project. Dave has a bachelors degree in broadcast journalism from Cal State Northridge. - J ATTACHMENT 2 Promotional Coordinating Committee Marketing Subcommittee Tuesday, April 4, 2006 11:00 a.m. 990 Palm Street Human Resources Conference Room CALL TO ORDER: Bob Griffin 11:06 a.m. PRESENT: Lindsey Miller, Jonni Biaggini, Bob Griffin, Dave Garth, Maggie Cox, Laura Spence, Cate Norton STAFF PRESENT: Betsy Kiser, Principal Administrative Analyst April Richardson, Administrative Assistant 2. PUBLIC COMMENT No comments from the public. 3. MONTHLY PLANNING AND BRAINSTORMING DISCUSSION 1. Chamber B-roll Proposal - Dave Garth responded to each of the issues in the proposal that the committee wanted addressed. They are as follows: • There are 22 proposed locations. • The proposal is for day shots taken over a 30 day period, so unless a special event falls within that time frame, it will not be included. • Lighting and models will not be used. Recognizable people will be asked to sign a release. • The footage will be in DVD and Beta formats. • Shots will not be staged and the length of each shot is dependent on what is being filmed. • There will be approx. 100 minutes of raw footage. • This is primarily news footage and not suitable for commercial use without substantial editing. • The City will own the B-roll. • The footage does not include Experience the SLO Life logo primarily because no T.V. station will use it if it is included. The cost of the proposal is based on time and number of shots. The end product will be DVD and Beta formats of all the raw footage and 3-4 loosely edited news production pieces that are not intended for commercial use. ef �?.- Marketing Subcommittee Minutes Page 1 ATTACHMENT i Bob Griffin and Cate Norton are willing to endorse the proposal to the PCC as long as the format is useable, in a professional layout, able to be sent out. immediately and that the stock footage, if used, is owned by the City with unlimited usage rights. Maggie Cox was asked to submit a proposal for footage that could be used more commercially for advertising and trade shows. 2. Review of 2006-07 Contracts — Betsy Kiser reported that the contractors have been sent a letter laying out the timeline for contract review and discussion. The City staff is to receive the contractors' proposed revisions by 4/21/06. On 4/26/06, the materials will go to the Marketing Subcommittee and contractors to be discussed at the Marketing Sub-committee meeting on 5/2/06. After full PCC review and approval in. May, it will be taken to City Council on 6/6/06. 3. Council Approval of VCB Funding - The City Council approved the VCB funding and the project is moving ahead. 4. Tour of California Update— Lindsey Miller reported that AMGEN had a meeting with the participating cities. The selection of San Luis Obispo as a city on the route next year does not look promising. The riders did not like the terrain and found it unchallenging. A definitive answer will be forthcoming in the next two months. 4. CONTRACTOR REPORTS Barnett Cox &Associates—''Maggie Cox reported that.the SLO County Passport booklets are available..The website newsletter has also been updated to include information on the area's fresh produce and showcase one of the local wineries . Chamber of Commerce PR— Lindsey Miller reported that the Chamber completed three press trips with Rachel Ray and that they went very well. The Chamber has received information that Jet Blue is running testimonials on its in-flight programming highlighting Madonna Inn and is trying to get a copy. Visitor and Conference Bureau—Jonni Biaggini reported that the VCB is sponsoring two seminars for hoteliers. They will focus on customer service and group sales training. 5. OTHER NEW BUSINESS No new business was discussed. Meeting Adjourned at 12:03 p.m. PCC Marketing Subcommittee Minutes Page 2 Promotional Coordinating Committee A1TACNAIENT3 Minutes (Draft) Wednesday, April 12, 2006 5:30 p.m. City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair, Diane Hunt Roberts 5:30 p.m. PRESENT: Justice (5:33), Hunt Roberts, Griffin, Kinney, Mclvor, Nicklas, Norton STAFF PRESENT: Shelly Stanwyck, Assistant City Administrative Officer PUBLIC COMMENT No public comment. THANK YOU Diane Hunt Roberts presented certificates of appreciation and words of thanks to outgoing committee members, Wilda Rosene and George Newland who had tirelessly volunteered their time to the PCC since the last millennium (the past eight years). OATH OF OFFICE FOR NEW COMMISSIONERS Deputy City Clerk, Elaina Cano, administered the oath of office to new PCC members, Jeanne Kinney and June Mclvor and returning member, Cate Norton. PCC members and Contractors took the opportunity to introduce themselves and describe their involvement with the committee as well as their interests. CONSENT AGENDA ACTION: Moved by Griffin/Nicklas to approve the minutes from March 8, 2006 and accept the remainder of the Consent Agenda as presented. Motion carried 7:0. COMMITTEE & BUDGET ITEMS 1. SUBCOMMITTEE APPOINTMENTS (Hunt Roberts) The committee agreed by consensus, and after a coin toss that Jeanne Kinney would serve as a member of the Marketing Subcommittee and June Mcivor as a member of the GIA C9-// PCC Meeting Minutes April 12,2006 Page 1 n ATTACHMENT 3 Subcommittee. Subcommittee appointments will be discussed further at the end of summer when the Chair and Vice Chair appointments are made. MARKETING OBJECTIVES 1. MARKETING SUBCOMMITTEE RECOMMENDATION REGARDING B-ROLL VIDEO Bob Griffin provided an overview of the Chamber of Commerce's proposal to produce "b-roll" video for use in public relations. B-roll is a term of art used in the television industry to describe visual and landmark film footage which is used to illustrate a story visually, without interviews. Under the public relations contract, the Chamber is often asked for stock footage or b-roll. The Chamber would like to be able to provide various television production crews and news organizations with b-roll to use in their stories promoting the City as a tourist destination. Griffin reported that at the April 41h Marketing subcommittee meeting, the subcommittee supported the allocation of no more than $10,000 to the Chamber (from carryover funds) for b-roll. The costs allocations were described in the Chamber's proposal and distributed to the PCC. Cate Norton also stated that it was important to the subcommittee that the b-roll be completed by July 1, 2006 since this is an immediate need. ACTION: Moved by Griffin/Justice to recommend to the City Council that the Chamber of Commerce receive no more than $10,000 for the production of b-roll film by July 1, 2006. Motion carried 7-0. 2. TOUR OF CALIFORNIA UPDATE Lindsey Miller reported on her attendance at a series of events with Amgen and others discussing the logistics for a 2007 Tour. There will likely be a bid process, similar to the Olympics. Like the Tour of France, the route will change annually. Many California cities are now interested in the event. There was also discussion about occupancy at local hotels during the Tour and the Tribune's under-reporting of the sellout success for that weekend in the City. 3. COUNCIL REQUEST TO STUDY TOURISM BID Shelly Stanwyck distributed a memo providing an overview and next steps in response to the Council's direction to the PCC to review and evaluation the proposed Tourism BID. The PCC consensus was that City staff will identify the positions of local lodging (for or against a BID) and present that at the next meeting. If possible, when surveying local property owners those who are opposed will be questioned as to why and asked to speak to the PCC about their concerns. Staff will also continue to research the concept and gather additional information for the PCC. PCCMeetingMinutes April 12,2006 Page 2 ATTACHMENT 4 AMENDMENT NO. 1 AGREEMENT WITH THE SAN LUIS OBISPO CHAMBER OF COMMERCE The AGREEMENT dated August 18, 2005 between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City" and THE SAN LUIS OBISPO CHAMBER OF COMMERCE, INC., a nonprofit corporation, hereinafter referred to as "Contractor," is hereby amended as follows: SECTION 4, "City's Obligations" is modified to add the following: The City shall provide additional compensation to Contractor for the production of b-roll in an amount not to exceed $10;000. SECTION 5, "Contractor's Obligations" is modified to add the following: By July 1, 2006, Contractor shall produce b-roll video of the City of San Luis Obispo to be used in community promotions efforts, consistent with the Contractor's b-roll project proposal, attached and incorporated herein by reference. All other terms 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 May 2006. ATTEST CITY OF SAN LUIS OBISPO A Municipal Corporation Audrey Hooper, City Clerk Dave Romero, Mayor APPROVED AS TO FORM CONTRACTOR Jonathan hswdfl, City Attorney Dave Garth, President & CEO a-13