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HomeMy WebLinkAbout01/23/1989, 1 - CONSIDERATION OF PROMOTIONAL ACTIVITIES AND RECOMMENDATIONS FROM THE PROMOTIONAL COORDINATING COMMI MEETING DATE: "�n�i ►►(VIIIII��I ��I city of San lues OBIspo January 23 1989 COUNCIL AGENDA REPORT ITEM NUMBER: From: John Dunn, CAO and Toby Ross; Assistant CAO Subject: Consideration of promotional activities and recommendations from the Promotional Coordinating Committee (PCC) on major activities for Fiscal Year 1-989-1990 CAO Recommendation: Review the recommendations by the Promotional Coordinating Committee and direct staff to implement programs of the PCC for Fiscal Year 1989-1990 including revisions to the Grants-in-Aid process. Background: During a previous joint meeting with the PCC, the Council requested that the PCC review its programs and procedures. The PCC, using both committees and the whole commission, discussed a variety of topics before coming up with recommendations in two major areas: Grants-in-Aid and Promotions. The major topics addressed by the PCC recommendations are: 1 . Grants-in-Aid A. Application process B. Criteria C. Recommendations/Reporting D. Funding level P. Promotions A. Chamber of Commerce Tourist Information Center B. Chamber of Commerce Promotional Services C. Visitors and Conference Bureau D. SJ Francis and Associates Advertising Services Council direction on the application process and criteria is required so that the 1989 Grants-in-Aid can proceed. Council direction on promotion will guide PCC programs and preparation of the 1989-1991 Financial Plan. Additionally, the Chamber of Commerce has requested an opportunity to discuss advertising and promotions and representatives are expected at the January 23 Study Session. Discussion Grants-in-Aid Following the Grants-in-Aid process for Fiscal Year 1988-1989, the Council . PCC and staff identified some possible modifications to streamline the application itself. (See Ideas for Review attached. ) "�n�ibN�IVIIIIIIfIIp� ���III city of San LUIS OBISpo =ON COUNCIL AGENDA REPORT Following subcommittee and commission discussions, the PCC recommended several significant changes in the applications process. (See examples attached. ) 1 . Council summary page (to review PCC actions) 2. Applicants summary page (for PCC and Council inspection) 3. Grants-in-Aid eligibility guidelines 4. Grants-in-Aid assessment criteria 5. New applicants proposal background information 6. Previous applicants proposal 7 . An attempt to breakdown residents/non-residents served. PCC subcommittees met with the Council subcommittee on several occasions while developing recommendations. Based on the last of these meetings on January 16 (with Mayor Dunin and Councilmember Rappa) the City Council may wish to address additional questions including: 1 . Should money be reserved for start-up groups? 2. Should separate funding pools be created for established groups and start-up groups? 3. Should maximum funding level(s) be established? Historically, the PCC has recommended and the City Council has authorized grants to non-profit organizations providing cultural, education or promotional events or activities in the City. Last year the PCC recommended funding in the amount of approximately $49,000. The Council authorized funding to 22 agencies in the amount of $74,275. PCC Recommendation The PCC is recommending the City Council set aside $75,000 for Fiscal Year 1989-1990 and authorize beginning the RFP process. This is slightly more than was awarded last year but significantly more than was budgeted for 1988-1989. This increased amount reflects the additional requests by agencies and the desire of the City Council to fund to a larger extent, non-profit agencies providing services to the residents of San Luis Obispo. The PCC has modified the applications for their upcoming RFP process. The PCC would like approval of the new applications, criteria and guidelines. There are two applications being proposed. The first, an application for agencies who have not previously applied, and secondly, any application for groups which have experienced the grants-in-aid process in the past. Bylaws Pursuant to Council direction and in accordance with the recently adopted Advisory Body Handbook, the PCC has recommended the Council approve the new Bylaws for the Promotional Coordinating Committee. ��►���►�ui�IIIII�IIP°�u°�IIIII city or son tui s OBISPO - i=N9Q COUNCIL AGENDA REPORT Promotions Chamber of Commerce Tourist Information Center The City's agreements for a Tourist Information Center provided by the Chamber of Commerce have been renewed annually for approximately sixteen years . Currently, the Chamber agreement is for $43,250 and requires the Chamber Visitors Center to be open seven days a week and distribute promotional material and other information to interested parties. In addition, the Chamber staff will maintain files on the community's historical points of interest and other information regarding the City' s attractions. PCC Recommendation The PCC is recommending the City Council authorize a funding level of $45,100 for Fiscal Year 1989-1990. This represents an increase of 5% over the previous fiscal year's agreement. Chamber of Commerce Promotional Services The Promotional Services agreement requires the Chamber of Commerce to conduct a promotional campaign to facilitate contact with news media representatives and to disseminate news releases and other promotional information. Currently, the Promotional Services Agreement is for $24,888. PCC Recommendation The PCC is recommending the Council authorize funding the Chamber's Promotional Services in the amount of $26, 150. This represents an increase of 5% over the previous fiscal year's agreement. Visitors and Conference Bureau (VCB) The Visitors and Conference Bureau has been funded by the City since 1986-1987. Currently, the VCB is funded by the City in an amount of $34,000. The VCB coordinates, develops and enhances the visitors and conference trade in San Luis Obispo County. The VCB usually requests funding based on a share of the jurisdiction's Transient Occupancy Tax. PCC Recommendation The City should continue to support the VCB and recommends the City Council authorize funding the VCB for FY 1989-1990 in the amount of $35,700. This would represent an increase of approximately 5% over the previous fiscal year's agreement. Advertising Agreement During the past two years, the City has contracted with SJ Francis and Associates to provide professional advertising services. SJ Francis and Associates have conducted a media campaign promoting the City of San Luis Obispo as a destination spot during the winter months . / ������in►►►�IIIII[I��I j���li Clty Of San tins OBI SPO Wilras COUNCIL AGENDA DEPORT The contract with the City is currently in the amount of $70,000. However, because of unexpended, earmarked funds in the amount of $7 ,500 from the previous year, the budget is actually $76,500. PCC Recommendation The PCC recommends that the City continue direct advertising contract with an outside agency in the amount of $73,500 . The PCC believes they should conduct a Request-For-Proposal (RFP) and have an outside firm provide professional and direct advertising campaign. Fiscal Impact Based upon the projected revenues for 1988-1989, the PCC Funding Formula is as follows: 20% of $960,000 Transient Occupancy Tax $192,000 2% of $6, 100,000 Sales Tax 120,000 15% of $474,300 Business License Tax 71,145 $383.145 Recommended Levels of Funding: Chamber of Commerce: Promotional Contract $ 26,150 70 Visitor's Center 45,100 12 VCB 35,700 9 Advertising Agency 73,500 19 Grants-In-Aid 75,000 20 Facilities Reserve (Traditionally the balance after other uses are specified) 127,695 33 $383,145 1000 Staff Recommendation The Council should: 1 . Direct the PCC and staff to begin the RFP process for grants-in-aid in the amount of $75,000. The Council should also approve the proposed applications and criteria. 2. Approve the proposed Bylaws of the PCC. 3. Direct Staff to negotiate agreements with the Chamber of Commerce not to exceed $72,000 for Promotional Services and the Tourist Information Center. A . Approve the funding level of the Visitors and Conference Bureau (VCB) in an amount not to exceed $35,700. This amount is contingent upon successful efforts to receive funding from the County, Pismo Beach and Morro Bay. 5. Direct the PCC and staff to begin an RFP for professional advertising services in an amount not to exceed $73,500. ���H�►�►►��IIIII�pp�Nu►� �► city o� san lues osispo COUNCIL AGENDA REPORT Attachments Ideas for review Grants-in-Ald guidelines, criteria and forms Summary of PCC Advertising/Promotions Report Current SJ Francis & Associates Advertising as it relates to Thursday Nights I PCC Grants-In-Aid Process Ideas for Review 1 . Application * a. Discontinue units of service - substitute general estimates of attendance/participation * b. Simplify the form 1. Short form for repeat applicants 2. Questionnaire format that would allow repeat applicants to skip redundant questions 3. Questionnaire format that allows shorter answers * C. Require summary application (1 page) * d. Add question regarding duplication of service e. Add question about other City assistance 2. Application Workshop * a. Combined (as in past) b. Split workshop (new vs. repeat applicants) r C. Substitute liaison committees 3. GIA Review Structure * a. Combined hearings (as in the past) b. Split hearings (new vs . repeat applicants) C. Substitute liaison committee 4. GIA Criteria a. Revisions to existing criteria b. Additional criteria (strategy: review and modify general criteria) C. Separate criteria (new vs. repeat applicants) d. Should money be granted for overhead. salary or capital? e. Should need be a criterion? 5. Strategies for repeat applicants a. Separate funding pools (2 or 3) b. Annual increases for repeat applicants 1. Based on increase of GIA funding 2. Based on CPI increase 3. Based on agency budget increase 4. Based on a predetermined percentage C. Establish base funding levels 6. Summary Recommendation * a. Amount of recommendation * b. Reasons for level of funding * C . Subcommittee and full PCC comments * d. Single form summarizing all reasons and recommendations * Received tentative support of PCC subcommittee OFFICE USE Proposal # Received: Date: Time: By: --------------------------------------------------------------------- CITY OF SAN LUIS OBISPO PROMOTIONAL COORDINATING COMMITTEE GIA REQUEST FOR FUNDING SUMMARY SHEET ORGANIZATION• ADDRESS: CONTACT: PHONE: WORK: HOME: ORGANIZATION NON-PROFIT STATUS FEDERAL ID. #: AMOUNT REQUESTED: PURPOSE: NEW APPLICANT: OUR ORGANIZATION HAS APPLIED, BUT NOT RECEIVED FUNDING IN THE PAST. YEAR AMT REQUESTED PURPOSE OUR ORGANIZATION HAS PREVIOUSLY RECEIVED FUNDING THROUGH PCC GIA. YEAR AMT REQUESTED RECEIVED PURPOSE CHECK THE CATAGORY(S) WHICH APPLY TO YOUR ORGANIZATIONS SERVICE: SERIES OF SPECIAL EVENTS FESTIVAL/PARADE ONE TIME SPECIAL EVENT SPORTING. EVENT ONGOING SERVICE PERFORMING ARTS FOR RESIDENT POPULATION THEATER TO INCREASE TOURIST POPULATION MUSIC COMBINATION RESIDENT/TOURIST VISUAL ARTS .OTHER OTHER SOCIAL EVENT Projected attendance/participation: Resident Non-Resident Other financial support received from the City such as facilities or in-kind service, i.e. , police, fire, public works or recreation. Type of Support Est. Amount PROMOTIONAL COORDINATING COMMITTEE GRANTS-IN-AID ELIGIBILITY GUIDELINES The Promotional Coordinating Committee uses specific guidelines to determine whether an agency or organization qualifies for consideration. 1. Applicant organizations must have non-profit status (Articles of Inc. 501 C3 status. Federal ID number and Tax Exempt Notification) , prior to submitting proposals for funding. 2 . Application must be completed in full and be submitted on time. Late or incomplete applications will not be considered. 3. At least one suitable representative from each applicant agency will be required to attend the workshop which details the application process. This person should be directly involved in preparing the grant application and should be available as a contact person throughout the funding period. 4. Applicant organization must have in place, plans for sound financial management and accountability. 5. Applicant organization must have in place, goals and objectives, which have been clearly stated, in quantifiable terms. 6. The City is reluctant to fund new projects which duplicate existing programs, services or events. Applicant organization must demonstrate a. unique quality to their program as well as demonstrate resident need. i `, PROMOTIONAL COORDINATING_COMMITTEE GRANTS-IN-AID ASSESSMENT CRITERIA The City of San Luis Obispo's Promotional Coordinating Committee, under direction of the City Council, recognizes that social, cultural, recreational, and performing arts organizations have made, and continue to make, significant contributions to the overall quality of life in San Luis Obispo. In order for these and other newly created organizations to effectively carry out their respective responsibilities, financial support is necessary. The City of 'San Luis Obispo's Grants-in-Aid program is one funding source helping these organizations to meet their operating costs. Given the limited amount of funds available for service organizations, it is imperative that these funds be made available to organizations that need them most, and who demonstrate their effectiveness in meeting existing community needs. There is a "needs", a "financial resources" and a "service level" dilemma in setting priorities. The Promotional Coordinating Committee will make every effort to bring these items into balance in their decision making process. With this objective in mind, and in order to maintain a non-discriminary approach in the recommended allocation of funds, the following assessment criteria will be used. Applicants should be aware that there is no guarantee that funding will be available. to them in future fiscal years. Dependency on future City funding is discouraged. 1. Applicant proposals must be compatible with the current goals and objectives of the PCC and of the Grants-in-Aid program. 2. Applicant organization must have a clearly stated purpose and function in the fields related to City policy and must be responsible for the planning and provision of these services. 3. Applicants must demonstrate that they have the managerial and fiscal competence to complete the proposed project. 4. Preference will be given to those organizations which intend to use GIA funding to provide direct services and provide a clear description of how they intend to use City funding. 5. The organization shall evidence that they have explored other sources of financial support and that it has examined and weighed the financial ability of people served or to be served, to support it's program, service or event. 6. The organization shall extend its program to the general public and should not exclude anyone by reason of race, religion or ethnic background or any other population covered by state or federal law. /e 7. An organization must be willing to evaluate itself according to an established criteria, to ensure that standards of service, goals and objectives are being met. The Applicant organization must be willing to participate in an evaluation process as requested by the Promotional Coordinating Committee. 8. Applicants should be able to demonstrate coordination with related agencies and a high use level of existing community resources. 9. Other types of City support, such as facility use or in-kind service may be considered in the award process. 10. Demonstrated financial need of the organization may be considered in evaluating and awarding funds. 11. Past service of the organization, regardless of financial need, will be considered in awarding funds. /s I. BACKGROUND INFORMATION (New applicants .only) • a. Briefly describe the activities and/or service provided by your organization. b. What other organizations or agencies offer a similar service, program or event? _ c. Describe and give evidence of how your organization encourages and works towards the economic, cultural and recreational improvement. of the City of San Luis Obispo. i II. FUNDING INFORMATION a. why is your organization requesting PCC funding? _. b. Your request for funding falls into the following classification. (check one) Continued operating expense New service Expansion of a continuing service To pay for an unbudgeted emergency For a capital expense Local match to leverage other funds c. To the best of your ability, estimate how many local residents and/or non-residents your program or event serves on an annual basis? !� Participants Spectators Volunteers Staff Resident Non-Resident d. List other funding sources your organization is pursuing in order to meet the above listed service/need(s) . Source Amount Requested of Budget Amount Rec'vd _ r I. BACKGROUND INFORMATION (Previously funded applicants) a. Briefly evaluate last years service/event according to your established goals, objectives and crieteria for success. Did you meet your goals and objectives as you projected in your application? If not, explain why. b. Are you offering a new service, program or event this year? How Will this years service/event differ from previous years.? III. GOALS AND OBJECTIVES a. What are the short term/long term goals of your organization's service/event? b. What are your objectives? How will your organization accomplish it's above stated goals? c. By what standard, does your organization measure service/program success. For example, how do you know if you are accomplishing your stated goals? d. Briefly describe your organizational structure. Include ratio of any paid staff/officers/agents to volunteers. �� 1 IV. NEEDS ASSESSMENT a. What would be the end result of not receiving PCC GIA funding? b. Describe how, or if, your organization would pursue providing continued level of service without PCC funding. c. When and how did your organization determine resident need for your service/event? / s/ VI. BUDGET PLEASE ATTACH THE FOLLOWING BUDGETARY ITEMS: 1. Itemized proposed expenditure of City grant funds for fiscal year 89-90. (Please refer to attached sample) 2. Complete operating budget. Include funds budgeted prior year, proposed current budget, and actual to-date budget. (Please refer to attached sample) 3. Most recent balance sheet that relates to the current operating budget. Note any cash funds or fund balances earmarked for special projects. 4. A complete set of your most recent year-end financial statements, i.e. , balance sheet, income statement, statement of cash flows. Note: Applicant agencies must identify designation of any reserves in excess of 10% of their annual budget. If your current balance sheet reflects a reserve, please provide a full explaination using the designated format. (attached: Explaination/Designation of Excess Reserves) ******SAMPLE******SAMPLE******SAMPLE****** STATEMENT OF ASSETS, LIABILITIES AND FUNDS BALANCE SHEET December 31, 1988 ASSETS Current Assets Cash 10,000 Prepaid rent 500 Total 10,500 Fixed Assets Furniture/Equipment 8, 000 Less: Depreciation <1, 000> Total 7, 000 Other Assets Long Term Investment 2, 000 Total Assets 19,500 EQUITIES Liabilities Accounts Payable 11250 Salaries Payable 750 Payroll Taxes 250 Note Payable 2 ,750 Net Worth Fund Balance 14, 500 Total Equities 19,500 a i *****SAMPLE******SAMPLE******SAMPLE******SAMPLE****** OPERATING BUDGET FY 88-89 BUDGETED YTD PROPOSED 88-89 88-89 89-90 INCOME City of SLO GIA $-0- $-0- $3 , 000 Funding Source A 10,000 10, 000 101600 Source B 2,500 11000 2, 500 Fundraiser 3 ,000 3,500 3,500 Donations 10,000 450 11250 16, 500 14,950 20,850 EXPENDITURES Salaries 10, 000 5, 000 10,500 Rent 2,500 11750 3 , 000 Office Supplies 11000 400 11200 Utilities 600 450 700 Phone 500 200 500 Advertizing 700 -0- 700 Special event/fundraiser 1,200 11250 2 ,300 Special event/race -0- -0- 11950 j 16,500 9, 05 0 20, 850 BALANCE SHEET--PAGE 2 EXPLANATION/DESIGNATION OF EXCESS RESERVES FOR EACH RESERVE FUND, PLEASE TROVIDE THE FOLLOWING INFORMATION: Name of designated reserve: Amount: Source of funds: Purpose for which funds are designated: Are .investment earnings from this fund available for current unrestricted expenses? Yes No If yes, in what amount? Date when this designation became effective: Date when this designation expires: Please use the remainder of this page co .provide any additional information which you think would help us to understand and effectively evaluate your agency's use of reserve funds. i /r�J� PROMOTIONAL COORDINATING COMMITTEE GRANTS=IN-AID SUMMARY OF RECOMENDATIONS REQUEST FOR FUNDING ORGANIZATION: PURPOSE: REQUEST AMOUNT: REASON: SUB-COMMITTEE RECOMMENDATION i AMOUNT: VOTE: RATIONALE: PCC RECOMMENDATION AMOUNT: VOTE: RATIONALE• �- 9 Summary of the PCC Advertising/Promotions Report Submitted by Mary Billington=October 26, 1988 Revised Jan 16,1989 The Promotional Coordinating Committee met and discussed issues related to the City's advertising contracts. The following are the recommendations coming from that discussion. The rationale and points covered.in the discussions are attached. The Committee recommends: a) the City continue to promote and advertise off season tourism b) the City's direct advertising contract continue to be conducted by an outside advertising agency. c) the City approve a 5%cost-of-living adjustment to the Chamber of Commerce promotion/visitor's center agreements,Visitor and Conference Bureau agreement and the direct advertising agency agreement; d) the City approve a 41% increase in the Grants in Aid component of the PCC budget for 1989-90; and e) the City continue to fund the Facilities Reserve as in the past-. i The following chart shows the recommended allocations: PCC FUNDING FORMULA Projected Revenues 20% of$960,000 Transient Occupancy Tax $192,000 2% of$6,000,000 Sales Tax 120,000 15% of$474,300 Business License Tax 71,14.5 $383,145 RECOMMENDED LEVELS OF FUNDING Visitor's and Conference Bureau $35,700 Advertising Agency 73,500 Chamber of Commerce: Promotional Contract 26,150 Visitor's Center 45,100 Grants-in-Aid 759000 Facilities Reserve 1.27,695 $383,145 /-J0 Promotional Coordinating Committee Advertising/Promotions Report -- Submitted October 26, 1988 to the City Council Revised Jan 16,1989 The Promotional Coordinating Committee scheduled an additional meeting and discussed some issues related to promoting tourism and the City of San Luis Obispo. The following are the recommendations from that meeting. 1. The Promotional Coordinating Committee recommends that the City continue to promote and advertise off season tourism. There was unanimous agreement regarding the need to continue an advertising effort on the City's behalf.. Recognizing the strong revenue base that tourism provides the City (almost one million dollars in Transient Occupancy Tax alone!) the committee feels it is imperative that the City of San Luis Obispo continue to be active in the tourism market. Factors considered in this recommendation include: Competition -Many cities from Ventura/Oxnard to Monterey/Carmel are involved in active and very well funded advertising campaigns. The competition to fill hotel/motel beds has increased dramatically in the past five years. Smaller communities throughout California and the nation are entering the market, slicing up the tourism pie even more. Keeping this competition in mind,our advertising is a necessary tool to maintain our present share of the tourism market and perhaps increase the tourism monies brought into San Luis Obispo. Economics -The benefits to tourism do not stop with Transient Occupancy Tax revenues. We must.recognize the value of those additional dollars spent by tourists on goods and services in the community during their stay. This multiplier effect has awakened many cities to the need to support and extend this tourism trade for the health of the local economy. In San Luis Obispo,the sales and use tax will contribute a projected$6,000,000 to the City's budget. 2. The Promotional Coordinating Committee recommends that the City direct advertising contract be conducted by an outside advertising agency. The committee also discussed various ways of managing the promotion of the City. After examining the alternatives,the committee recommends an outside agency be put under contract for specific advertising programs. The committee considered programs managed by the Visitor's and Conference Bureau(VCB) and the Chamber of Commerce before making this recommendation. As the VCB matures,the City will garner even more benefits from its activities. However, the VCB now has and will continue to have many - "bosses"to keep happy. The membership includes San Luis Obispo County 1 / Auitmsing/Promotions Report Page 2 as well as the cities and various businesses in the county. The City of San Luis Obispo, malting demands as one"boss," may be met with resistance. or conflicting demands on the VCB may be made from other"bosses",potentially diluting the overall effectiveness of the organization. This organization cannot be the only advertising arm of our city. It must be allowed to do what it does best-attract conferences and large groups to our area. This leaves the individual and family travellers market open for our more concentrated efforts. It is a separate focus and an important one that the VCB cannot address effectively for each city and therefore one that we must address ourselves. The Chamber of Commerce is an organization similar to the VCB in that it has responsibilities to many parties. Memberships in the Chamber number over 1200 and from many businesses outside San Luis Obispo. When considering either the VCB or the Chamber of Commerce to conduct advertising for the City it becomes clear that many potential conflicts could arise. The City needs an agency that is directly and solely responsible to the City. The City cannot be involved in negotiating for a position when it is paying for direct and specific advertising and promotion. Additionally, neither agency has indicated an interest in managing more of the promotional efforts of the City. While recognizing the limitations of the VCB and Chamber of Commerce as the sole advertising service agency for the City,the committee also recognizes the very important role each of these organizations play in the overall promotional effort. - As mentioned,the VCB is very important and effective in attracting large groups to the area. Its presence at conferences helps to reinforce San Luis Obispo with travel planners from across the nation. The Chamber maintains the Visitor Center which responds to inquires from prospective as well as newly arrived tourists. It also maintains good relations with various media sources in order to promote specific San Luis Obispo events. Events such as Mozart Festival,La Fiesta and the Criterium are promoted statewide through news releases the Chamber publishes. Supplying copy and photos of the City and events for other stories in a variety of media is part of an ongoing program to keep San Luis Obispo in the minds of vacation travellers. The direct advertising contract with an advertising agency (currently S.J.Francis and Associates) is the vehicle for the City to actively promote to a targeted audience,off-season tourism. The contract does not duplicate advertising or promotion done by either the VCB or the Chamber of Commerce(in fact,the City's contracts with each of these agencies specifically prohibits duplication of efforts and costs). Rather,it builds on those efforts and takes advantage of them through good communications, coordination and precise media placement t A(Avertising/Promotions Report Page 3 The PCC also feels an advertising agency can offer more expertise on advertising, graphic \ design and tourism promotion. It can contract with, and thereby tap into,a wide range of support expertise and be flexible in its business relations with subcontractors. An advertising agency is able to assist the PCC in promoting the City in a cost effective, professional and competitive manner. We are aware of our competition in the marketplace and seek to create our own niche based on the uniqueness of San Luis Obispo. The PCC feels the advertising agency contract is an effective means of maintaining(and increasing)our share of the tourism market and thereby increase Transient Occupancy Tax revenues and enhance the economic base of San-Luis Obispo. 3. The Promotional Coordinating Committee also recommends: a) Approval of a 5% cost of living adjustment to the Chamber of Commerce promotiorvMsitor's center agreements, Visitor and Conference Bureau agreement and the advertising agency agreement; b) Approval of a 41%increase in the Grants-in-Aid component of the PCC budget; and c) Continuing the Facilities Reserve fund as in the past. J l -�3 ADVERTISING, ,CONTRACT SJ FRANCIS & ASSOCIATES i �j The primary purpose of the SJ Francis & Associates advertising campaign iy to increase off-season tourism to the City of Srjn TLI:- Obispo. The off-season budget for Fiscal Year 1983-1939 includes the following: 1 . Media Purchase $52 ,500. Print ads to piggyback on the State ad campaign, with San Luis Obispo ads to appear in issues of Travel and Leisure, Travel , Holiday, California Magazine, Sunset Magazine and numerous newspapers (L.A. Times, Fresno Bee, Bakersfield Californian) 2. Creative and Production Fee 14 ,000. Ad Production Brochure Production KFRE Campaign 3. Printing 9.000. New City Brochure (30,000) _ 1 $75,500. The $75,500 total includes $6,500 of unexpended funds from the 1937-1933 campaign earmarked for the new City brochure. Thursdav Night Activities The new City brochure typifies how SJ Francis & Associates utilizes the Thursday Night Activity as one popular community event attracting tourists to San Luis Obispo. E`!e brochure has one of nine pictures relating to Farmers ' Market. Two paragraphs about Thursday Night are mentioned out of approximately 28. Many other activities are discussed, including the Mozart Festival , Symphony Performance, theatre group productions. Mardi Gras and La Fiesta are highlighted. These activities, including Thursday Night . are ;iced to advertise the City rather than being specificaliy promoted themselves. The direct media advertising is handled similarly. Farmers' Market is one of many activities which attracts people to San Luis Obispo. SH:ch advcont / - z MERPp� AGENDA -CAMPUS MOTEL DATE MM # 404 Santa Rosa Street, San Luis Obispo, California 93401 • (805) 544-0881 (800) 447-8080 California reservations only Significantly exceeds ® requirements in many categories. k Denotes action by Lead Person Respond by: p,�ncil HONORABLE MAYOR and MEMBERS OF THE CITY COUNCIL L-9.P�erk-adg. Dear City Council, The purpose of this letter is to support the idea of@,,r,44 advertising and promotion as a means of: 1. Keeping our city' s share of the bed tax flowing. 2. Keeping motels paying significant amounts of city utility taxes. 3. Keeping our economy strong. 4. Keeping our students and other workers employed. The economic value of tourism goes much further than motels. For example I have spent well over $10, 000. 00 just on printing alone the last few months. We hire plumbers, Carpet Cleaners, Electricians and other high paid workers on a regular basis. We need to do at least the present amount or even more advertising and promotion than present for the following reasons: 1. Most every city and community is advertising their area much more than a few years ago. 2. Many cities are putting more resources into trying to lure our tourist away from us than ever before. 3. The many new motel rooms in our neighboring areas and elsewhere make it easier for tourists to be lured away from coming to San Luis Obispo. 4. The city needs the bed tax, utility tax, sales tax and other sources of revenue that tourist dollars directly and indirectly pay. Other areas will steal these dollars from us if we let them lure our tourists from us. Toursim does not increase growth. 1. Tourists say they would like to live here but they do not move because there is no job for them. Jobs in- crease growth- not tourism. The city council appears to like projects that come with matching money. It is my educated guess that the private sector spends many times the amount of money the city does in advertising the city as a place for tourist and business people to come and spend their money. The city like every other business, community or nation needs a balance of trade. Every time SLO citizens buy a new car or a pair of shoes they spend their money out of town. Some place in the process money has to come back to town. Tourism is probably the best clean industry to keep the city' s balance of trade and economy healthy. Please continue to support a strong advertising program. Sincerelyg:; L_L Q Close to Cal Poly,state and county offices,the Old Mission, histori I downtown, restaurants and other attractions. Six in-room whirlpool tubs•Refrigerators•Handicapped room•Thirty-channel TV• Free coffee•Coin laundry•Small pets OK ljg, ac iun dy lead POrson BYLAWS • PROMOTIONAL COORDINATING COMMITTEE C I CITY OF SAN LUIS OBISPO ARTICLE 1 PURPOSE It is the purpose of the Promotional Coordinating Committee ("PCC") to advise the Council in working to improve the quality of life for all city residents and visitors and to promote the City of San Luis Obispo. The PCC shall make recommendations as appropriate to the Council on how to achieve these goals. ARTICLE 2 TERMS OF OFFICE The PCC shall consist of seven (7) members appointed by the Council. Committee members shall be appointed for a term of four (4) years, commencing on April 1st or other date as directed by the Council. No committee member shall serve more than two (2) consecutive terms (eight years) on the PCC. Any committee member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years) , so long as the initial, partial term is less than one (1) year. ARTICLE 3 OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the April meeting of the PCC. No committee member shall serve more than two (2) consecutive one-year terms as either Chairperson or Vice Chairperson. Any committee member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2) consecutive one-year terms, so long as the initial, partial term is less than six (6) months. The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the PCC or Council. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4 MEETINGS A. The PCC shall hold a regular meeting each month, but not less than ten (10) times per year. B. The meetings are to be held at City Hall, at 5: 30 p.m. , the second Wednesday of each month, unless another location and/or time has been announced as required by California law. C. The meetings shall be open to the public.- . D. A quorum shall consist of a majority of the commissioners currently serving on the PCC. E. All actions of the PCC shall be by a majority vote or consensus and shall be directed through the Chairperson. F. Minutes of each meeting shall be taken and forwarded to the Council and shall be available as a public record. G. A special meeting may be called at any time by a majority of the committee members currently serving on the PCC, provided each member is given written notice of the special meeting at least one (1) week prior to the meeting, and the time and place of the special meeting is announced as required by California law. H. All meetings shall be conducted in accordance with Robert's Rules of Order, Newly Revised Edition. I. All committee members present at a meeting shall vote on any motion or resolution brought before the PCC, except when abstaining due to a conflict of interest. J. Any committee member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. K. Any committee member who fails, for any reason, to attend three (3) consecutive regular meetings or a total of six (6) regular meetings within any twelve-month period, shall automatically be considered for replacement. The Chairperson shall inform the Council of any such situation, explaining any special circumstances. ARTICLE 5 SUBCOMMITTEES Subcommittees shall be appointed, as needed, . by the Chairperson. Standing subcommittees are the Grants-in-Aid and Promotional Contracts subcommittees. ARTICLE 6 FUNCTIONS AND DUTIES The functions and duties of the PCC shall include, but not be limited to, the following: A. Planning a comprehensive, long-range program to promote the City of San Luis Obispo. B. Prepare an annual program consistent with the long-range program for presentation to the Council at its first regular meeting in May of each year. C. Develop advertising and promotional programs and projects for the City of San Luis Obispo. D. Hear requests for aid from cultural and promotional groups seeking grants from the City of San Luis Obispo and make recommendations to the Council thereon.. E. Initiate and support community activities that are meaningful to residents and visitors of the City of San Luis Obispo. F. Provide a liaison with the groups and organizations outside of government that work to promote the quality of life for residents and visitors of the City of San Luis Obispo. G. Develop a program for art in public places in conjunction with the Planning and Architectural Review Commissions. H. Perform any other lawful task as directed by the Council. ARTICLE 7 AMENDMENTS These bylaws may be amended by the. Council, upon the recommendation of a majority of the committee members currently serving on the PCC, provided that the text of any such proposed amendment shall have first been provided in writing to each committee member and discussed by the PCC at no less than two (2) of its regular meetings.