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HomeMy WebLinkAbout07/03/2007, BUS. 4 - 2007-08 PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID RECOMMENDATIONS j ac en da nEpoat '�"�Q s. y CITY O F SAN LUIS O B I S P O FROM: Shelly Stanwyck, ACAO Brigitte Elke,Principal Administrative Analyst SUBJECT: 2007-08 PROMOTIONAL COORDINATING COMM=E GRANTS-IN-AID RECOMMENDATIONS CAO RECOMMENDATION 1. As recommended by the Promotional Coordinating Committee (PCC), approve the 2007-08 Grants-in-Aid (GIA) allocations and authorize the City Administrative Officer to execute the individual agreements with each grant recipient. 2. Approve the revised grant criteria as recommended by the PCC. DISCUSSION Background In February of this year, the PCC began its annual Grants-in-Aid process. Notices were placed in the Tribune and on the City's website, advertising the availability of grants for local non-profit organizations for the promotion of cultural or recreational services and events that will be of interest to visitors and residents and provide the opportunity for tourism promotion. Prior year grant recipients were mailed notices advising them of the 2007-08 grant process and deadlines. A workshop was held for prospective applicants on February 14,2007 to review the grant application process, emphasize the Council's grant criteria, discuss the PCC's expectations for applications and answer any questions from the applicants. This meeting was mandatory for new applicants and three members of the community attended. Completed applications were due to the City on March 16, 2007. 37 applications were received, requesting a total of$141,813.00, and available funding in 2007-08 of$100,000. This compares to the 37 applications received in 2006-07 requesting $140,502.50. As in the past, the majority of applications were geared toward cultural activities. All applications were deemed complete and evaluated for funding. Copies of the 2007-08 grant applications are available in the Council Reading File. Review Process Upon receipt of the grant applications, the PCC convened its GIA subcommittee to review the applications and formulate preliminary grant recommendations. The GIA subcommittee, comprised of John Conner (who served as chair), Cathie Babb, and Rob Sexton met two times (April 23 and April 30) to review the applications and evaluate each using the assessment criteria established by the Council (Attachment 2). The subcommittee's preliminary recommendations were then presented to the full committee at the PCC's May 9, 2007 regularly scheduled meeting. y� 2006-07 Grants-in-Aid Recommendations Page 2. (Attachment 3 PCC Minutes.) During the meeting, the PCC approved the subcommittee's preliminary recommendations and set a special meeting date for May 23, 2007 to present the preliminary recommendations to the applicants. The preliminary recommendations and notice of the meeting were then mailed to all grant applicants. Discussion This year, the Grants-in-Aid subcommittee was staffed with members new to the PCC and the GIA subcommittee due to five new members in this advisory body. The subcommittee chaired by John Conner read every application carefully to evaluate the requests and reach its conclusion. They discussed and debated each one to make certain that they applied the criteria consistently and to evaluate the benefit to the applicants as well as the City. As part of this in-depth review, the subcommittee came to the realization that the current grant criteria should be updated to provide for prioritization within the criteria itself. Staff was directed to re-draft the grant criteria to be presented to Council for approval (Attachment 3). The entire PCC reviewed the grant recommendations as submitted by the subcommittee in its May 9'b meeting (Attachment 4 — PCC Minutes) and was impressed by the thorough work of the subcommittee members. The committee voted unanimously to approve the preliminary recommendation to be presented to the applicants on May 23, 2007. What is different this year? The PCC brought a fresh perspective to the GIA process this year, with one "eye" on rebalancing allocations between cultural and tourism interests to bring greater strength to tourism events, which have traditionally received the smaller proportion of GIA allocations (and still will, even with the proposed 2007-08 allocations). The second eye was on assuring that proposed events had sufficiently direct benefits to San Luis Obispo, and a lesser emphasis on more regional undertakings. By initially viewing each event through these lenses, less funding was suggested for some events, and more funding became available for promotional events. Since only few of the organizations have the capacity to promote San Luis Obispo as a tourism destination,the committee wanted to look further into their actual need for promotional support. Most of these types of organizations requested$5,000 believing that this was the highest amount they could receive,however their needs for funding are much greater. Therefore staff was asked to follow-up with several organizations to evaluate their actual need and to verify that extra funding would truly benefit promotional efforts. Based on these findings, the committee allocated more funding than initially requested for some events. However,even with this extra funding,the allocation directed to tourism promotion amounts to 36% of the grant funding as compared to 64%going to cultural enhancements for City residents. Funding Recommendations The special meeting of the PCC was held on May 23, 2007, to formally present the Committee's 2007-08 GIA preliminary recommendations to the applicants. During the meeting, all applicants were given an opportunity to address the PCC regarding the recommendations. Representatives y-2 GAProjects&Programs\P.C.C\Grants in Aid\GIA 2007-08\Administration\CAR 2007-08 GIA Requests 7-3-07.doc 2006-07 Grants4n-Aid Recommendations Page 3 from fifteen of the organizations were present, with the majority providing information about their programs and future plans. Most of them came to express their appreciation for the grant funding, two organizations; however, voiced their concern regarding their recommended allocation, which was lower than they expected. The San Luis Obispo Poetry Festival voiced its disappointment that honorariums and artist stipends were not considered in this year's recommendations. The PCC took the feedback from applicants as an opportunity to follow-up on the information and define the final recommendation to Council in its June 13, 2007 meeting (Attachment 5 - PCC Minutes). Nine recommendations were subsequently changed at that meeting to more precisely reflect the consensus of the PCC. The following summarizes the PCC's 2007-08 final grant recommendations. A more detailed discussion of the individual grant recommendations can be found in Attachment 1. 1. Total funding available is $100,000. 2. Total funding allocated is$100,000 in grants. 3. Funding is provided to 36 organizations, with grants ranging from$500 to$7,400. 4. CASA was not recommended for funding because their request did not meet the grant stipulations. However, staff verified that CASA does receive grant money through the HRC, which seem a more appropriate funding avenue. 5. No funding was granted to the Central Coast Shakespeare Festival since they perform all their plays in Avila Beach and benefit the Bellevue Santa Fe School in Avila Valley. The subcommittee chair, as well as the PCC chair will be available to Council at the public hearing to respond to any inquiries. Grant Criteria When evaluating the applications for GIA funding, the PCC follows grant criteria established by Council. However, the committee felt that the process would be improved by the prioritization of the criteria. The committee also felt that the criteria that the event and the promotion of the event "have to happen" in the same fiscal year put several applicants in jeopardy of not receiving grant funding. Staff was asked to update the criteria list according to the committee's suggestions and present it for Council consideration and approval (Attachment 5). Contracts Upon Council adoption of grant recommendations, the City will enter into contracts with each of the recipient organizations. Contracts will be monitored by the PCC and staff throughout the year. FISCAL IMPACT The 2007-08 budget for the PCC GIA Program, approved as part of the 2007-09 Financial Plan, is $100,000. The PCC is recommending the full amount for allocation. y-3 GAProjects&Programs\P.C.C\Grants in Aid\GIA 2007-08\Administration\CAR 2007-08 GIA Requests 7-3-07.doc r 2006-07 Grants-in-Aid Recommendations Page 4 ALTERNATIVES Council could choose to modify individual allocations by dividing the grant funding differently. ATTACHMENTS 1. 2007-08 PCC Grant Summaries 2. Grant Assessment Criteria 3. Revised grant criteria by priority as recommended by the PCC 4. Minutes from the May 10, 2006 PCC meeting. 5. Minutes from the June 13, 2007 PCC Meeting Original grant applications are available in the Council Reading File. y-Y GAProjects&Programs\P.C.C\Gmas in Aid\GIA 2007-08\Administration\CAR 2007-08 GIA Requests 7-3-07.doc ATTACHMENT 1 PROMOTIONAL COORDINATING COMMITTEE SUMMARY_ OF PRELIMINARY RECOMMENDATIONS 2007-2008 GRANTS-IN-AID 1. ARTS OBISPO/SLO COUNTY ARTS COUNCIL Request Summary: To fund the annual, countywide Open Studios Art Tour and the public gallery & artists' workshop ARTS Space Obispo 2006 - 07 Grant Amount: $2,500 2007 - 08 Grant Request: $5,000 2007 - 08 Recommendation: $2,500 PCC Recommendation: The committee did not feel that the City should pay for the events taking place in North and South County. In addition, the committee excluded the request for funding of honorariums. Therefore a bit over half of the amount requested for the Open Studio Tour was allocated, plus $900 for promotion of the ARTS Space Obispo. 2. CAL POLY CORPORATION (ARTS FOR YOUTH) Request Summary: To fund students to attend two different performances of the Performing Arts Center and to support a Teacher Workshop on Science. 2006 - 07 Grant Amount: $2,500 2007 - 08 Grant Request: $3,000 2007 - 08 Recommendation: $2,000 PCC Recommendation: The committee allocated full funding for the two performances for students, but did not fund the teacher workshops. 3. CAL POLY CORPORATION (OPEN HOUSE) Request Summary: To support outreach and publicity to the community and out-of-town guests for the Open House event at Cal Poly on April 17, 1.8, 19, and 20, 2008. 2006 - 07 Grant Amount: $2,200 2007 - 08 Grant Request: $2,500 2007 - 08 Recommendation: $3,500 PCC Recommendation: The committee felt that this is in important event to bring hotel guests and visitors to town and a very effective tourism promotion tool and the extra funding would be used for promotional outreach of the local lodging available to visitors. y-,.50 Page-1- GAProjects&Programs\P.C.C\Grants in Ald\GIA 2007-0&VWnunistration\CounciI Summary-June.doc ATTACHMENT 1 4. CAL POLY CORPORATION (PIPE ORGAN STUDENT MATINEES) Request Summary: To fund promotional materials and performance costs to introduce the new pipe organ to school children through a series of at least 3 weekday matinees. 2006 - 07 Grant Amount: $0.00 2007 - 08 Grant Request: $3,000 2007-08 Recommendation: $1,500 PCC Recommendation: The committee granted a partial amount needed for promotional outreach, since this will benefit schools from the entire county. 5. CASA OF SAN LUIS OBISPO COUNTY Request Summary: To fund the promotional efforts for the 10`" annual Light of Hope Campaign in April 2008. 2006 - 07 Grant Amount: $0.00 2007 - 08 Grant Request: $2,415 2007 - 08 Recommendation: $0.00 PCC Recommendation: The event does not fit this grant's criteria. Staff verified that CASA does receive grant funding from the HRC. 6. CENTRAL COAST CHILDREN'S CHOIR Request Summary: To fund the promotion of the choir's concerts and annual benefit event. 2006 -07 Grant Amount: $2,500 2007 - 08 Grant Request: $2,500 2007-08 Recommendation: $1,900 PCC Recommendation: The full amount requested for promotion and the recording were granted. The committee did not grant the artist stipends. 7. CENTRAL COAST SHAKESPEARE FESTIVAL Request Summary: To fund the 2007-08 season promotion and publicity as well as the artist honorariums. 2006 - 07 Grant Amount: $4,000 2007 - 08 Grant Request: $10,200 2007 - 08 Recommendation: $0.00 PCC Recommendation: Since the event takes place in Avila Beach and benefits a County school, the committee did not feel that it would be appropriate for the City to grant any funding. 1-40 Page-2- G:\Projects&Prograns\P.C.C\Grants in AidtGIA 2007-08\Adndnistmlion\Council Sunttnary-June.doc ATTACHMENT 1 8. CENTRAL COAST WRITERS CONFERENCE AT CUESTA COLLEGE Request Summary: To fund printing and mailing, and advertising for the 23"d Cuesta College Writers' Conference. 2006 - 07 Grant Amount: $2,000 2007 - 08 Grant Request: $2,000 2007 - 08 Recommendation: $19500 PCC Recommendation: The committee granted the full amount for advertising outside of the county and part of the printing cost. 9. CHILDREN'S CREATIVE PROJECT—I MADONNARI ITALIAN STREET PAINTING FESTIVAL Request Summary: To fund the promotional materials, mailing service & postage, artist stipend, advertising, phography of promotional materials. 2006 - 07 Grant Amount: $5,000 2007 - 08 Grant Request: $16,000 2007 - 08 Recommendation: $4,000 PCC Recommendation: Fund the advertising efforts and part of the promotional material. The City logo was not placed on their brochure and only a portion of that request was allocated. 10. CUESTA COLLEGE ART GALLERY Request Summary: To fund print of promotional material for six exhibits and their respective lectures and guest lecturers honorariums. 2006 - 07 Grant Amount: $2,250 2007 -08 Grant Request: $3,250 2007-08 Recommendation: $19250 PCC Recommendation: Fund advertising in Artweek magazine and the requested promotional amount. The honorariums were not considered ($2,000). 11. FOUNDATION OF SLO COUN TY LIBRARIES Request Summary: To fund radio and print advertising within SLO County and promotional material such as posters, fliers, bookmarks etc. 2006 - 07 Grant Amount: $2,500 2007 - 08 Grant Request: $5,000 2007-08 Recommendation: $39000 49;4-7 Page-3. G:\Projects&Pmgrams\P.C.0\Grants in AiG\GIA 2007-MAtivtlnistmtlonZouncil Summary-June.coc ATTACHMENT 9 PCC Recommendation: Fund half of the advertising cost and the entire amount for promotional material. 12. GALA—GAY & LESBIAN ALLIANCE OF THE CENTRAL COAST Request Summary: To fund advertising in radio and print and promotional material such as flyers, posters etc. for the 11th annual Central Coast Pride in the Plaza event. 2006 - 07 Grant Amount: $3,200 2007 - 08 Grant Request: $5,000 2007- 08 Recommendation: $3,000 PCC Recommendation: Since the event happens on July 6—8, the committee decided to fund half of their expenditure. The grant criteria requires that event and its promotion have to happen within the fiscal year the grant is spoke for. GALA confirmed that half of their promotional outreach happens the week before the event. 13. GOLD COAST BARBERSHOP CHORUS Request Summary: Grant will be used to advertise and promote the Gold Coast Barpershop Chorus as a SLO Community resource. 2006 - 07 Grant Amount: $1,200 2007 - 08 Grant Request: $2,000 2007-08 Recommendation: $1,000 PCC Recommendation: Fund the promotional outreach and youth development promotion. The committee did not fund the purchase of music sheets. 14. MISSION PREP CHRISTMAS CLASSIC Request Summary: To fund promotional materials, print and radio advertising for this non-profit group's Christmas Classic Basketball Tournament. In 2006, 5,000 fans attended the tournament and over 600 hotel rooms were purchased from local hotels in a traditionally off-peak season (December). 2006 - 07 Grant Amount: $5,000 2007- 08 Grant Request: $5,000 2007-08 Recommendation: $6,000 PCC Recommendation: Due to its significance for tourism in a slow time of year, the committee requested additional information as to the actual promotional cost for the tournament or potential use of more grant funding. Jonathan Su, the Sports Director, replied with additional print and radio outreach. 41"O Page-4- GAProjects&Programs\P.C.Mrants in Aid\GIA 2007.08Administration\Council Summary-June.00c MACHMEW 1 15. THE MONDAY CLUB Request Summary: To fund brochure and ticket printing for the 2007 Architectural Tour. 2006 - 07 Grant Amount: $1,325 2007- 08 Grant Request: $1,400 2007-08 Recommendation: $1,400 PCC Recommendation: This is a very unique offering and the entire request was funded. 16. PACIFIC HORIZON CHORUS OF SWEET ADELINES Request Summary: To fund advertising and promotional material for their annual show and High Tea performance. 2006 -07 Grant Amount: $1,750 2007-08 Grant Request: $3,750 2007-08 Recommendation: $2,000 PCC Recommendation: Fund the annual show in October 2007 and 2/3 of the High Tea performance in May 2008. 17. PACIFIC REPERTORY OPERA Request Summary: To fund promotional activities associated with Pacific Repertory Opera's production of Un Ballo in Maschera by Giuseppe Verdi. 2006- 07 Grant Amount: $3,600 2007 - 08 Grant Request: $4,825 2007- 08 Recommendation: $49200 PCC Recommendation: Granted full funding for print advertising and post card mailing. Excluded poster production and graphic design fees. 18. SAN LUIS CHAMBER ORCHESTRA Request Summary: To fund advertising and promotional cost for the 2007-08 concert series. 2006 - 07 Grant Amount: $2,200 2007 - 08 Grant Request: $2,800 2007 - 08 Recommendation: $2,000 PCC Recommendation: Fund advertising and promotional efforts only. The committee decided not to fund the cost for a webmaster. y_9 Page•5• G:V'rojects&Pmgrans\P.C.Mrants in AiNGIA 2007-MAonunistrabon\Council Suavnary•June.00c ATTACHMENT 9 19. SAN LUIS OBISPO ART CENTER, INC. Request Summary: To fund the nationwide advertising campaign promoting the 6t" annual San Luis Obispo Plein Air Painting Festival as a top tourist attraction and arts destination. 2006 -07 Grant Amount: $5,000 2007 -08 Grant Request: $5,000 2007-08 Recommendation: $7,400 PCC Recommendation: The committee judged this event to be very effective for tourism promotion at the end of the tourist season (October 2007) and a tremendous opportunity to showcase the cultural aspects of San Luis Obispo. The Art Center was asked to suggest the use of extra funding. They currently spend $12,000 in advertising cost for the event and the extra money will be used for additional outreach in the southwestern regions of the United States. 20. SAN LUIS OBISPO BLUES SOCIETY Request Summary: To fund printing and distribution of the Society's newsletter. 2006 - 07 Grant Amount: $2,500 2007-08 Grant Request: $3,000 2007- 08 Recommendation: $27000 PCC Recommendation: Fund 2/3 of the newsletter cost, since no other promotional effort is planned. 21. SAN LUIS OBISPO CITY TO THE SEA HALF MARATHON Request Summary: To fund advertising and promotion of the City to Sea Half Marathon in October 2007. 2006 -07 Grant Amount: $2,000 2007-08 Grant Request: $3,500 2007-08 Recommendation: $4,500 PCC Recommendation: The committee saw this as another event that drives tourism to San Luis Obispo. To justify the extra amount, the organizers were asked to supply a statement as to whether this money could be used for promotional purposes. Since they lost their print material sponsor, the organization was in need of an extra$1,500 to cover that cost. The committee recommends allocation of 2/3 of that amount to support the mailing outreach. y-/b Pape-6- G:\Pmje=8 ProOr \P.C.C%GrantS in Ald\GIA 2007-06W4rrvnistration\Council Summary-JuneAm ATTACHMENT 9 22. SAN LUIS OBISPO COUNTY BAND Request Summary: To fund promotional outreach for the 2007-08 concert series. 2006 -07 Grant Amount: $1,710 2007 - 08 Grant Request: $2,360 2007-08 Recommendation: $1,550 PCC Recommendation: Fund the entire amount requested for promotional outreach and material and some additional funding for music for Farmers' Market concerts. 23. SAN LUIS OBISPO COUNTY CHILD ABUSE PREVENTION COUNCIL Request Summary: To fund promotional materials and advertising for the 2008 Children's Day in the Plaza. 2006 - 07 Grant Amount: $1,500 2007 - 08 Grant Request: $1,500 2007- 08 Recommendation: $19500 PCC Recommendation: Allocated full amount requested for marketing materials and outreach media ad space. 24. SAN LUIS OBISPO COUNTY YOUTH SYMPHONY Request Summary: To fund promotional efforts for the season finale concert on May 9, 2008. 2006 - 07 Grant Amount: $3,000 2007 - 08 Grant Request: $3,500 2007 - 08 Recommendation: $3,000 PCC Recommendation: Allocate full funding for promotional outreach; exclude composer fee. 25. SAN LUIS OBISPO DOWNTOWN ASSOCIATION Request Summary: To fund promotional efforts for the"Main Stage"Thursday Night at Farmers' Market event. 2006 - 07 Grant Amount: $2,500 for Fiesta de SLO Parade 2007 - 08 Grant Request: $3,000 2007 -08 Recommendation: $2,000 PCC Recommendation: Since this is purely a Farmers Market enhancement, the committee did allocate 2/3 of the promotional cost requested. The members would like to point out that the Downtown Association is not a non-profit organization and the grant was allocated under the criteria of "seed money"for a new event. Page-7- G1Projects&Pmgwns\P.C.CNGrants in Aid\GIA2007-08VAdministmton\Council Summary-June.doc ATTACHMENT 9 26. SAN LUIS OBISPO GALLERY ASSOCIATION Request Summary: To fund promotional outreach to advertise the downtown City of San Luis Obispo gallery art scene to tourists and county residents. 2006 - 07 Grant Amount: $2,000 2007 - 08 Grant Request: $2,000 2007- 08 Recommendation: $2,000 PCC Recommendation: Allocate full amount requested. 27. SAN LUIS OBISPO INTERNATIONAL FILM FESTIVAL Request Summary: To fund promotional and marketing materials for the 14"' International Film Festival in March 2008. 2006 -07 Grant Amount: $5,000 2007 - 08 Grant Request: $5,000 2007-08 Recommendation: $7,400 PCC Recommendation: The International Film Festival has become a great success and has doubled its out-of-county attendees numbers to over 11% of the festival visitors. They currently spend $12,000 for advertising. Since all of their design work is done in-house, all of the additional funding will go towards the promotional outreach for the event. The committee felt that this organization has the potential to further drive tourist traffic to the City and wants to support its efforts. 28. SAN LUIS OBISPO LITTLE THEATER Request Summary: To fund promotional material for the children's education programs. 2006 - 07 Grant Amount: $0.00 2007- 08 Grant Request: $000 2007-08 Recommendation: $3,000 PCC Recommendation: Allocate full funding for the Fall 2007 and Spring 2008 brochures, as well as newspaper advertising. 29. SAN LUIS OBISPO MOZART FESTIVAL Request Summary: To fund promotional efforts for the Mozart Festival and WinterMezzo Series. 2006 - 07 Grant Amount: $5,000 2007 - 08 Grant Request: $5,000 2007-08 Recommendation: $7,400 Page-8- G:Tmjects&Programs\P.C.C\Grants in Aid\GIA 2007-=Adrninistmtion\Council Summary-June.doc l ATTACHMENT I PCC Recommendation: The Mozart Festival with its WinterMezzo and Fringe series brings cultural tourism to San Luis Obispo. For this year's series, the festival is advertising in the San Jose, which is a potential feeder market for San Luis Obispo. The committee felt that the extra funding could help drive tourist traffic from an area that has potential to become an important feeder market and give San Luis Obispo a competitive edge over Monterey as a weekend destination. The committee wanted to support this effort. Notably 25% of visitors to the festival come from outside of San Luis Obispo County. 30. SAN LUIS OBISPO POETRY FESTIVAL Request Summary: To fund promotional material and artists' honorariums.. 2006 - 07 Grant Amount: $2,600 2007 - 08 Grant Request: $2,600 2007-08 Recommendation: $1,600 PCC Recommendation; Allocate funding for all of their promotional efforts, since it is an unique cultural offering. However, no allocation for poet honorariums is recommended. 31. SAN LUIS OBISPO SOCCER CLUB Request Summary: To fund advertising outreach and email lists for email based marketing. 2006 - 07 Grant Amount: $1500 2007 - 08 Grant Request: $1,500 2007-08 Recommendation: $17500 PCC Recommendation: Full grant request is recommended for allocation since they bring a lot of people to the City. In 2006, 168 teams participated in the tournament; this year they try to reach 200 teams this year. 32. SAN LUIS OBISPO SWIM CLUB Request Summary: To fund creation and promotional outreach for swim meets in November and July. 2006 - 07 Grant Amount: $0.00 2007 - 08 Grant Request: $2,081 2007 - 08 Recommendation: $500 PCC Recommendation: The committee allocated $500 to cover the entire costfor the promotional outreach. The funding amount is so low, since $1,500 was requested for professional time to create the outreach piece. y i3 Page-9- GAPr0jects&Prognms\P.C.0\Grants In Ai0\GIA 2007-08\Atlmin1strallon\Councl1 Summary-June dtl i i I ATTACHMENT q 33. SAN LUIS OBISPO SYMPHONY ATTACHMENT I Request Summary: To fund the design, production and mailing of the 2007-08 season brochure. 2006 - 07 Grant Amount: $5,000 2007 - 08 Grant Request: $5,000 2007-08 Recommendation: $57000 PCC Recommendation: Fund the entire amount requested for the promotional outreach. 34. SLO COMMUNITY CONCERT ASSOCIATION Request Summary: To fund an cultural enrichment program to the youth in the community. 2006 -07 Grant Amount: $1,950 2007 -08 Grant Request. $2,632 2007-08 Recommendation: $19100 PCC Recommendation: Allocate funding for event advertising and 800 tickets to the performance. The committee did not allocate funding for artist fees and liability insurance. 35. SLO COUNTY BICYCLE COALITION Request Summary: To fund the promotion for the SLO Bike Valet bicycle parking service at the SLO Criterium Festival on August 12, 2007. 2006 -07 Grant Amount: $2,500 2007 - 08 Grant Request: $5,000 2007-08 Recommendation: $2,500 PCC Recommendation: Since no outreach outside the county is planned, the committee allocated 62% of the promotional cost. Graphic design and collateral materials were not considered. 36. TRANSITIONS—MENTAL HEALTH ASSOCIATION Request Summary: To fund printing, promotional signs and advertising for the Mental Health Association's Antiques Treasures Show, a fundraiser that is marketed to visitors and residents with many out of town attendees. 2006 - 07 Grant Amount: $3,950 2007 - 08 Grant Request: $5,000 2007- 08 Recommendation: $3,800 PCC Recommendation: Allocation of full funding for signage and media promotion. Pape-10- G:\Projects&Pm9rams\P.C.C\Grants in Aid\GIA 2007-0MAdmnistraaon\Council Summary-JuneAoc ATTACHMENT 9 37. WOMEN'S COMMUNITY CENTER OF SAN LUIS OBISPO COUNTY Request Summary: To fund promotional expenses associated with A Day with Creative Women, an annual event held in Mission Plaza. 2006 - 07 Grant Amount: $1,000 2007 - 08 Grant Request: $1,500 2007 -08 Recommendation: $17500 PCC Recommendation: Allocate full funding for promotional outreach. Page-11- G:Trojects&Prograrn5\P.C.C1Gronts in A16GIA 2007.08\Acnun1stmUonXCound1 Summary-JuneAm ATTACHMENT2 PROMOTIONAL COORDINATING COMMITTEE GRANT CRITERIA 1. Grant requests must meet one or both of the purposes below: a. Of cultural benefit to the residents of the City of San Luis Obispo or; b. Of tourism promotion advantage to the City of San Luis Obispo. 2. Additional consideration for events in "non-peak" tourism months. 3. Additional consideration for organizations celebrating an anniversary or grand opening. 4. Additional consideration for organizations requesting "seed money" for new events. 5. Amount of other City support requested is considered. 6. Demonstrated financial need is considered, although potential promotional benefit is be given higher consideration. 7. Past performance of the organization is considered. 8. Grants are not be made for the following expenses: a. Office overhead or staff. b. Equipment. c. Rental of space. d. Scholarships or camperships. zlie AT'ACHMEW3 PROMOTIONAL COORDINATING COMMITTEE GRANT CRITERIA BY PRIORITY Priority No: 1. The event takes place in the City of San Luis Obispo. 2. Grant requests must meet one or both of the purposes below: ➢ Of tourism promotion advantage to the City of San Luis Obispo or; ➢ Of cultural benefit to the residents of the City of San Luis Obispo. 3. Events must take place during the City's fiscal year July 1 through June 30. Priority will be given to events that take place in "non-peak" tourism months (October through March) and bring people to San Luis Obispo. 4. Additional consideration for organizations celebrating an anniversary or grand opening. 5. Additional consideration for organizations requesting "seed money" for new events or to enter new promotional markets outside of San Luis Obispo. 6. Amount of other City support requested and co-op opportunities that are actively pursued will be considered. 7. Demonstrated financial need is considered, although potential promotional benefit will be given higher consideration. 8. Past performance of the organization is considered. Please note that integration of City's logo and the City's support of the event are imperative in order to receive grant funding for a consecutive year. 9. If funds allow, consideration is given to assistance with: ➢ Honorarium ➢ Stipends y-/7 l ATTACHMENT 3 Grants are not given to the following expenses: a. Office overhead or staff. b. Equipment. c. Rental of space. d. Scholarships and/or camperships. Please note: as the City's Grants-in-Aid program is considered by the Promotional Coordinating Committee each year funding is provided, all applicants will have to compete for funding anew every year. y/� ATTACHMENT 4 Promotional Coordinating Committee Minutes Wednesday, May 9, 2007 5:30 pm City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Cate Norton 5:35 pm PRESENT: Nicklas, J. Conner, T. Conner, Kinney, Sexton, Babb STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment. CONSENT AGENDA ACTION: Moved by Nick as approve the consent agenda with change to the April minutes that business item #2 was Conner/Kinney Motion carried 7:0. SINESS ITEMS The committee amended the agenda oinckde-fle adverti bg contract report as presentation item 1. Moved by T. Conner/Kinney; Motion carriedT: PRESENTATION dvert+s' Contract Report Maggie Cox presented the quarterly the advertising contract. She thanked the committee for a longstanding contract and elaborate a strategy has changed over time. Barnett, Cox & Associates treated ad plan as a dynamic tool tha ede�i a adjusted to ever changing media offering and use behavior of customers. �/9 I ATTACHMENT 4 —She elaborated on their experiments with different media, coop advertising of which the V ' newspaper insert proofed the most successful. At current, the important task became to push people to the City website. They created several landing pages ack where visitors to the site were coming from. The email newsletter program is very s ssful and currently shows almost 14,000 subscribers opted in. Maggie distributed an advertising campaign summ at will be distributed to the local hotels to show the City's efforts on their behalf. BUSINESS ITEMS CONTINUED: 1. Election of Chair ACTION: Moved by Kinney/Nicklas to re-elect Cate Norton. Motion carried 7:0 2. BID Update �-Ti ' Elke updated the Committee on the new BID movement of 2% assessment that is currently being the hoteliers in the County. This concept is spearheaded by John King and Noreen Martin an i n their support a steering committee of lodging industry members was formed. They are currently m th all the jurisdictions and San Luis Obispo City is on the scheduled for May 17, 2007.The proposa ests 1% assessment for regional and 1% assessment for local promotions. The City ha ceived any petitions yet supporting this proposal and the BID is not scheduled to go back to Counci any time soon. No action was taken. /3. GIA Recommendations The committee looked through all the recommendation from the GIA subcommittee. The following applicants were discussed: - GALA - Brigitte Elke will contact the organization to find out how much of their promotional budget is spent in July. - Shakespeare Festival: should it be financed at all since they are in Avila and are benefiting an Avila School. - Debbie Nicklas wanted to know more about the subcommittee's motivation to grant more money to some of the organizations than they requested. John Conner explained their effectiveness of driving tourism especially in months were business is very low. Brigitte Elke is to inquire about their full marketing budget and to forward to committee members. y za ATTACHMENT 4 ACTION: Moved: Kinney/T. Conner to approve the preliminary recommendation as presented. Motion carried 7:0 SUBCOMMITTEE REPORTS 1. Marketing Subcommittee The Marketing Subcommittee continued work on the Marketing Plan. The committee will select one mission statement from several options provided and re-evaluated the goal section. The plan is still scheduled to go to Council in July 2007 PCC LIAISON REPORTS No liaison reports were given. PCC COMMUNICATIONS Brigitte Elke passed the new contact list for committee members to verify and update as needed. Debbie Nicklas asked to change the reporting schedule for the contractors. Instead of having all of them present at the same meeting once a quarter, they will alternate their reports and be assigned a month. This will still give the PCC a quarterly report by each contractor, but allow for a more in depth presentation and discussion on the individual contracts. The meeting adjourned at 6:25 pm to the June 13, 2007 meeting. o ATIACHMN s Promotional Coordinating Committee Minutes Wednesday, June 13, 2007 5:30 pm City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Cate Norton 5:30 pm PRESENT: Nicklas, J. Conner, T. Conner, Kinney, Sexton, Babb STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst LIC COMMENT Two members of t Coalition presented their thanks for the GIA recommendation in support of their organization. Maggie Cox thanked the committee for their comms it to the advertising contract over the past 14 years and handed out aprons they produced for the set Show. Robert Sexton asked whether she would be willing to conduct an exit interview. S I follow-up with her to set a date and time. DA ACTION: Moved by Nickles/ Kinney to a Prov he consent agenda as presented. Motion carried 7:0. BUSINESS ITEMS 1. GIA— Final Recommendations After hearing public comment from Marta Beloso from the Arts Council, the committee discussed the recommendations and made the following changes: ARTS Obispo increase to $2,500 CalPoly Open House reduce to $3,500 Central Coast Shakespeare Festival eliminate all funding GALA increase to $3,000 San Luis Obispo Art Center reduce to $7,400 City-to-Sea Half Marathon reduce to $4,500 San Luis Obispo County Band increase to $1,550 ATTACHMENTS International Film Festival reduce to $7,400 Mozart Festival reduce to $7,400 The members will review the new priority criteria for the grants and provide feedback to Brigitte Elke for final summary. Moved by J. Conner/Kinney to recommend grants-in-aid funding as amended. Motion carried 7:0 . Interviews of Advertising Contractors and Committee Recommendation Thre contractors had submitted proposals and all of them were invited to present their propos to the PCC. After the presentations were received, the committee deliberated to provide a ommendation to Council. Rob Sexton voic a very strong preference of the first presenter, JP Marketing from Fresno. Their proposal, in h opinion, was the most innovative and yielded the most promising campaign, mainly due their strong integration of various web features and "out of the box" thinking. Several commi a members concurred regarding innovation and most creative approach, but they felt that a local firm, Verdin Marketing, had a solid proposal and circumstances did not warrant a contract going to an outside company. Some of the members also found that JP Mar ting had too narrow a focus and came across as too aggressive. The third presenter, Webfeet from San L is Obispo, was not considered since no actual marketing concept was presented. This co any presented media options and based most of their outreach on a direct mail component. ey did not attempt to develop a conceptual marketing strategy and were therefore eliminate The following committee discussion points supported a recommendation: 1) With Verdin Ink the contract is kept local and they u erstand the market and the community. 2) Verdinn Marketing Ink's proposal had lower cost associa with administration and more money for media placement. 3) Keeping the contract local increases availability for meetings a accountability. 4) Verdin Marketing Ink presented a good, solid concept if also not o rly, innovative and more based on status-quo. Moved by Kinney/T. Conner to recommend Verdin Marketing Ink as the advertising firm for the City's Community Promotions contract. Motion carried 6:1 (Sexton) The meeting adjourned at 8:35 pm to the July 11, 2007 meeting.