HomeMy WebLinkAbout07-07-2015 C4 2015-16 Community Promotions ProgramCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Michael Codron, Assistant City Manager
Prepared By: Molly Cano, Tourism Manager
SUBJECT: 2015-16 COMMUNITY PROMOTIONS PROGRAM – TBID & PCC
RECOMMENDATION
As recommended by the Tourism Business Improvement District (TBID) Board and the
Promotional Coordinating Committee (PCC), accordingly:
1. Authorize the City Manager to enter into various contracts and program expenditures for the
Tourism Business Improvement District (TBID) not to exceed the 2015-16 non-staffing
program budget of $1,257,812 based on the recommendations by the TBID Board.
a. This includes the second year financing of the two-year contract with BCA and
Studio Good for marketing services and authorization to amend the agreement to
include an additional $70,000 for tourism website redesign.
2. Authorize the City Manager to enter into various contracts and program expenditures for
Community Promotions not to exceed the 2015-16 non-staffing program budget of
$367,800 based on the recommendations by the Promotional Coordinating Committee
(PCC).
a. This includes the 2015-16 Grants-in-Aid (GIA) allocations in the amount of $95,000
and authorization to execute individual agreements with each grant recipient.
3. Authorize the City Manager to enter into contracts utilizing the TBID Fund un-appropriated
fund balance from the 2014-15 fiscal year for tourism marketing expenditures in 2015-16
based on the recommendations by the TBID Board.
4. Authorize the City Manager to enter into contracts utilizing the TBID Fund Reserve of
$100,000 for tourism marketing expenditures in 2015-16 based on the recommendations by
the TBID Board.
DISCUSSION
Background
With the 2015-17 Financial Plan, the City Council approved the budget and defined the work
program for the Community Promotions program and the Tourism Business Improvement
District (TBID). Both of these programs are overseen and administered by advisory bodies to the
City Council. The PCC makes recommendations regarding the use of Community Promotions
funding and the TBID Board recommends the use of the TBID assessment. Both Boards
developed a budget and work program for the 2015-17 Financial Plan, and established
recommendations for use of funding in 2015-16 with respective contract considerations.
July 7, 2015
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Tourism Business Improvement District
1. Strategic Clarity Plan Implementation
Fiscal year 2014-15 marked the initial implementation of the five-year TBID strategic clarity
plan. The TBID Board focused on baseline development and prioritization, and as they
approached budget planning for 2015-16, the TBID Board communicated the importance of
aligning budget direction and funding commitments with the fulfillment of the strategic plan
initiatives. The TBID strategic initiatives are: deliver smart growth; develop the SLO brand;
build meaningful partnerships; contribute to an unforgettable SLO experience; ensure
organizational excellence. The TBID strategic clarity plan is available for review as a Council
Reading File.
2. Strategic Partnership Proposals
Strategic partnership proposals were received from the San Luis Obispo Chamber of Commerce
and SLO Wine Country Association. Understanding the TBID’s interest in enhancing the public
relations and media outreach (PR) efforts as a means of “developing the SLO brand”, the San
Luis Obispo Chamber of Commerce brought forth a proposal to expand the PR activities
performed by the Chamber through a shared agreement with the TBID and PCC. In addition, the
Chamber also proposed the continuation of the telephone and availability monitoring services the
Chamber has performed for the TBID over the past 3 years. The full proposal can be reviewed in
the Council Reading File. The TBID Management Committee met with the PCC Budget
Taskforce to review the PR proposal and clarify the scope based on the needs of both advisory
bodies.
In the budget deliberation, the TBID Board, with the recommendation from the Management
Committee, considered all activity and program commitments including: strategic partnerships
and contracts, marketing and advertising, events promotions, tradeshow, tourism organization
and research, and support. Based on the proposals and the recommendation from the
Management Committee, the TBID Board recommends that Council authorize the City Manager
to enter into separate contracts with the following organizations for the specified programs
(Attachment 2 - TBID Minutes, May 13, 2015):
1. SLO Chamber of Commerce: The committee recommended full funding of proposal
for the continued phone/availability service at $31,000. They discussed that the program
has continued growing since its inception 3 years. This year the phone calls to date have
surpassed the total amount received last year. They also felt it was important to maintain
a point of contact for visitors looking for information. In addition, the committee
recommended that the TBID support the partnership with PCC for the public relations
services. The investment into this program directly supports the TBID’s strategic
initiative to develop the SLO brand and is an efficient approach to partner with the PCC
which maximizes the contract scope and reduces duplication of efforts. The committee
recommended that the TBID fund up to 60% of the Public Relations service agreement at
$48,000 and fully cover the media monitoring service fee of $7,950.
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2. SLO Wine Country Association: The committee recommended funding of the
partnership proposal with SLO Wine at the amount of $18,000. The elements of
partnership to be funded would be: Membership & Marketing Benefits at $10,000;
PR/Media Hosting as presented but managed by staff and funded at $1000; and targeted
Trade and Media Marketing at $7000. For the Trade and Media Marketing piece, the
TBID would have the ability to weigh in and approve through marketing committee the
selection of the roadshow and regional show locations.
3. Marketing Services Contract
Fiscal year 2015-16 will commence the second year of the two-year agreement with BCA and
Studio Good for marketing services. In addition to the marketing initiatives outlined within the
marketing plan presented at the June 10, 2015 meeting, the TBID Board recommended the
allocation of $70,000 for the complete the redesign, merge, and integration of the tourism
website portfolio including: SanLuisObispoVacations.com, ShareSLO.com, GoSLO mobile
experience, and the Helium booking engine. Currently the main tourism website,
SanLuisObispoVacations.com, is not in a mobile compatible format which is negatively
impacting our website traffic and in turn the return on investment from the tourism advertising
programs. This site was launched over 5 years ago and has exceeded the industry standard for the
lifespan of a website. The 2015-16 TBID Marketing Plan is available for review as a Council
Reading File.
The partnership with Cal Poly Athletics will also continue in year-two of the three year
agreement. The TBID would also maintain the Smith Travel Research report (STR) and
membership in the Central Coast Tourism Council (CCTC). The remaining program funds will
be allocated to program expenses and marketing campaigns including involvement in various
tradeshows, industry conferences, and event promotion sponsorship. (Attachment 3 - TBID
Minutes, June 10, 2015; Attachment 4 – Line Item Budget Allocations). Any un-appropriated
fund balance from 2014-15, will be used for marketing programs in 2015-16.
NOTE: Beginning in fiscal year 2015-16, the City of San Luis Obispo via the TBID was not
requested to contribute funding to Visit San Luis Obispo County for countywide tourism
marketing efforts because of the formation of the County Tourism Marketing District (TMD).
Promotional Coordinating Committee
During the May 13, 2015 meeting the PCC finalized the 2015-16 budget allocations and
continued programmatic approach for GIA funding, event promotions, Visitor Services and SLO
Happenings.
1. Visitor Center and Other Chamber of Commerce Contract Services
During the April 8, 2015 meeting, the PCC received a presentation from the Chamber of
Commerce for their proposed on-going contract services which include: operation of the visitor
center, shared expanded public relations services in partnership with the TBID, marketing and
public relations support of the GIA recipients, and the production of the city tear-off-maps. The
Chamber requested an increase in contract funding for all the contracts due to increased costs in
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operation and the addition of services and exposure. As referenced above, the PCC Budget
Taskforce met extensively with the TBID Management Committee to consider the proposals and
establish a recommendation that would be suitable for both the PCC and TBID.
The Committee determined that it was of high priority to maintain contract services with the
Chamber of Commerce and decided to fully fund all of the proposals for the 2015-16 year
including the remaining 40% of funding or $32,000 for the expanded public relations services
with the TBID.
2. SLO Happenings Program
In addition, the PCC thoroughly reviewed and formulated a new approach to the SLO
Happenings program management. Ultimately, the PCC determined that it was most effective to
divide the contracted services between the functions of technology management and program
promotions. Based on this division, the PCC recommends a technology service agreement in the
amount of $16,000 with GFL Technologies for the enhancement, hosting and maintenance of the
SLO Happenings app and event database. In addition, the PCC has allocated $28,300 for the
promotional plan and services. Based on the completion of the recent RFP process, the
committee has recommended the contract be awarded to Fresh Buzz Media. As approved by City
Council within the RFP issuance, the City Manager will execute the agreement for this service.
In addition the PCC established a general contract service line for promotional programs in the
amount of $12,000. (Attachment 4– Line Item Budget Allocations & Attachment 5- PCC
Minutes May 13, 2015).
3. Grants-In-Aid (GIA)
In February of each year the PCC advertises the annual GIA process for the promotion of
cultural, social and recreational events held in the City of San Luis Obispo that will benefit
residents and visitors. Notices are placed on the City web site and in the Tribune to advertise the
availability of the grant funding application for local non-profit organizations. Additionally,
previous grant recipients are notified via email regarding the grant availability. For fiscal year
2015-16 the PCC increased their available budget for GIA awards by $5,000 to $95,000 and is
recommending that full amount in funding based on the application review process.
Grant Application and Evaluation and Process
The grant cycle was opened on February 2, 2015 and applications were due on March 6, 2015.
On February 11, 2015 the PCC’s GIA subcommittee held a mandatory meeting with all
interested organizations to introduce the grant funding criteria used during the evaluation process
and answers any questions from the applicants. At deadline for grant application submittal on
March 16, 2015, the City had received 25 applications with a funding requests amounted to
$172,871.
The PCC’s GIA subcommittee met to review the applications, compare the requests to the grant
criteria, and allocate funding accordingly. On May 22, 2015, the PCC held a public hearing with
all applicants to allow for presentation and discussion before the recommendation was forwarded
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to the City Council for consideration and approval. There were over 15 application
representatives present at the meeting. The committee received public comment from the grant
applicants and ultimately approved the recommended 2015-16 GIA funding allocations
(Attachment 6 – PCC Minutes May 20, 2015; Attachment 7- GIA Funding Recommendations).
Next Steps
Once the City Council approves the GIA allocations, individual agreements will be executed
with each grant recipient. The agreement entails the funding amount and the funding criteria
stipulated by the committee. If the organization has received funding in the 2015-16 fiscal year, a
final report has to be submitted before new grant funding is provided.
FISCAL IMPACT
The total amount currently budgeted in the 2015-17 Financial Plan for the TBID Fund for 2015-
16 is $1,368,800. In addition, the TBID fund will carry over a fund reserve of $100,000. Use of
this amount would be on a contingency basis in the unlikely event that forecast revenues are not
realized. Due to the increase in transient occupancy tax, the TBID fund is expected to increase
resulting in an un-appropriated fund balance. This amount will not be known until the City’s
audited financials for 2014-15 will be substantially complete.
The total amount currently budgeted in the 2015-17 Financial Plan for the Community
Promotions Program is $396,029 in 2015-16. The PCC recommends the total GIA event funding
of $95,000 based on the application process and evaluation.
There is sufficient funding for the contracts as recommended by the two advisory bodies.
ALTERNATIVES
1. The Council could choose to fund the contracts at different levels or modify the scope of
services. The advisory bodies and staff do not recommend adjustments, as the proposed
contracts are the result of careful review, discussion, and negotiations between the
parties.
2. The Council could direct the advisory bodies and staff to release Request for Proposals
for all the services outlined. This is not recommended since the recommended contractors
are well positioned to execute the established work scope in a cohesive and economical
manner.
3. The Council could re-allocate funding provided through the GIA process. This is not
recommended as the PCC reviewed the applications thoroughly and applied the funding
according to the set criteria and expected benefit to the City’s residents and visitors.
ATTACHMENTS
1. Council Minutes from July 1, 2014
2. TBID Minutes from May 13, 2015
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3. TBID Draft Minutes from June 10, 2015
4. TBID/ PCC Line Item Budget Allocations
5. PCC Minutes from May 13, 2015
6. PCC Special Meeting Minutes from May 20, 2015
7. PCC- GIA Funding Recommendations
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
1. TBID Marketing Plan
2. 2014-19 TBID Strategic Clarity Plan
3. TBID/PCC Contractor Proposals
T:\Council Agenda Reports\2015\2015-07-07\Community Promotions Program
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City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis
Obispo
Tuesday, July 1, 2014
5:00 p.m.
SPECIAL JOINT
MEETING OF THE
CITY COUNCIL AND
PLANNING
COMMISSION
Council Chamber
990 Palm Street
CALL TO ORDER: Mayor Jan Marx
ROLL CALL: Council Members John Ashbaugh, Dan Carpenter, Kathy Smith,
Vice Mayor Carlyn Christianson, and Mayor Jan Marx
Planning Commissioners Hemalata Dandekar, Michael Draze,
John Fowler, Ronald Malak, William Riggs, Vice-Chairperson
Michael Multari, and Chairperson John Larson
ABSENT: Hemalata Dandekar and Ronald Malak
PUBLIC HEARINGS
PH1. PRESENTATION OF THE PUBLIC HEARING SCHEDULE OF THE LAND USE
AND CIRCULATION ELEMENTS OF THE GENERAL PLAN (LUCE) UPDATE
AND DRAFT ENVIRONMENTAL IMPACT REPORT (DEIR) TO PLANNING
COMMISSION AND CITY COUNCIL
City Attorney Dietrick explained that Council Members Ashbaugh, Carpenter, and Smith
have conflicts of interest and Planning Commissioner Draze and Fowler have potential
conflicts of interest as interpreted under by the Political Reform Act (as administered by
the Fair Political Practices Commission) in relation to the Land Use and Circulation
Element (LUCE) update and will be recusing themselves; advised that the rule of
necessity applies due to a lack of quorum available for City Council and Planning
Commission deliberations. Following a random drawing by lot, Council Member Smith
and Commissioner Draze returned to the dais and Council Members Ashbaugh and
Carpenter and Commissioner Fowler left the Chambers at 5:12 p.m.
Community Development Director Johnson, Traffic Manager Hudson, and Jeff Oliveira,
Oliveira Environmental Consulting, narrated a PowerPoint presentation entitled “Land
Use and Circulation Element” and responded to Council and Planning Commission
inquiries. Hudson explained level of service impact resolution per project.
The City Council and Planning Commission receive and filed a presentation on the
LUCE and DEIR.
Adjourn at 6:25 p.m. to Regular Meeting of July 1, 2014
Attachment 1_1
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 2
6:00 p.m.
REGULAR MEETING
Council Chamber
990 Palm Street
CALL TO ORDER: Mayor Jan Marx
ROLL CALL: Council Members John Ashbaugh, Dan Carpenter, Kathy Smith,
Vice Mayor Carlyn Christianson, and Mayor Jan Marx
PLEDGE OF ALLEGIANCE: Council Member Ashbaugh
PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
There were 4 people desiring to speak on items not on the agenda.
CONSENT AGENDA
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER
SMITH, CARRIED 5-0, to approve Consent Calendar Items C1 thru C10, with the removal of
Item C-8 for separate consideration.
C1. WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to waive reading of all resolutions and ordinances as
appropriate.
C2. MINUTES OF CITY COUNCIL MEETINGS OF JUNE 12, 2014
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to approve the Minutes of the City Council meeting
of June 12, 2014.
C3. COLLECTION OF DELINQUENT SOLID WASTE COLLECTION AND
DISPOSAL ACCOUNTS - RESOLUTION
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to adopt Resolution No. 10540 (2014 Series) entitled
“A Resolution of the City Council of the City of San Luis Obispo, California, authorizing
the San Luis Obispo County Assessor to assess amounts due on delinquent solid waste
collection and disposal accounts as liens against the properties.”
Attachment 1_2
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 3
C4. 2014-15 COMMUNITY PROMOTIONS PROGRAM – TOURISM BUSINESS
IMPROVEMENT DISTRICT AND PROMOTIONAL COORDINATING
COMMITTEE
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to:
1. Authorize the City Manager to enter into various contracts for the Tourism Business
Improvement District (TBID) not to exceed the 2014-15 program budget of $1,232,774
and based on the recommendations by the TBID Board.
2. Authorize the City Manager to enter into various contracts for Community Promotions
not to exceed the 2014-15 program budget of $362,000 and based on the
recommendations by the Promotional Coordinating Committee (PCC).
3. Authorize the City Manager to enter into contracts utilizing the TBID Fund un-
appropriated fund balance from the 2013-14 Fiscal Year for tourism marketing
expenditures in 2014-15 and based on the recommendations by the TBID Board.
4. Authorize the City Manager to enter into contracts utilizing the TBID Fund Reserve of
$100,000 for tourism marketing expenditures in 2014-15 and based on the
recommendations by the TBID Board.
5. As recommended by the Tourism Business Improvement District (TBID) Board,
approve the financing of the contract with Zeppelin Technology Inc. for Helium, a new
back end hotel booking platform, and authorize the City Manager to execute the
agreement in the amount of $135,000, with the carryover of $13,500 from the 2013/14
TBID budget and the remaining $121,500 to be allocated from the 2014/15 TBID
budget.
C5. APPROVAL OF THE FINAL MAP FOR TRACT 2353 -1 - 408 PRADO ROAD
(TR 120 -13) – RESOLUTION
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to adopt Resolution No. 10541 (2014 Series) entitled
“A Resolution of the City Council of the City of San Luis Obispo, California, approving
the Final Map for Tract 2353-1 (408 Prado, TR 120-13),” and authorizing the Mayor to
execute the Subdivision Agreement on behalf of the City.
Attachment 1_3
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 4
C6. REPLACEMENT OF FOUR POLICE UNMARKED SEDANS, REPLACEMENT
OF ONE UNMARKED VEHICLE, REPURPOSE OF ONE SWAT SUV AS AN
UNMARKED VEHICLE AND PURCHASE OF ONE SWAT TRUCK,
SPECIFICATION NO. 90576, 91230, 91025
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to:
1. Approve the use of Cooperative Purchasing Agreement with State of California
Contract No. 1-14-23-20 (A-G), effective through February 2, 2016, for the purchase
of one Ford Interceptor Utility, four Ford Interceptor Sedans, and one Ford F350
Crew Cab Pickup.
2. Authorize the Finance Director to execute a purchase order to Folsom Lake Ford in
the amount of $153,953.07 for one Ford Interceptor Utility, and four Ford Interceptor
Sedans.
3. Authorize the Finance Director to execute a purchase order to Downtown Ford in the
amount of $45,876.43 for one Ford F350 Crew Cab pickup.
4. Authorize the surplus designation of four unmarked Police vehicles, and two unmarked
SUVs, fleet Asset No’s. 0808, 0209, 0330, 0901, 0809, and 0604 by sale, auction,
trade-in or other method in accordance with the City’s policies and procedures as
prescribed in the Financial Management Manual Section 405-L and 480.
C7. REQUEST FOR PROPOSALS FOR CITY FIREWALLS, INTRUSION
PROTECTION AND VIRTUAL PRIVATE NETWORK SYSTEMS UPGRADE -
SPECIFICATION NO. 91241
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to:
1. Authorize the issuance of the request for proposals (RFP) to upgrade the City’s
Firewalls, Intrusion Protection and Virtual Private Network (VPN) Systems Upgrade.
2. Authorize the City Manager to award a contract for if the selected proposal is within
the approved budget of $441,500.
C8. ORDINANCE ADOPTION - AMENDING THE CITY’S ZONING MAP TO
ADJUST THE BOUNDARY BETWEEN THE EXISTING OFFICE AND
MEDIUM-HIGH DENSITY RESIDENTIAL ZONING CATEGORIES ON THE
SITE AT 1321 AND 1327 OSOS STREET (CITY FILE NO. GP/R/ER 96-13)
Vice Mayor Christianson recused herself from deliberation on the Pacific Courtyards
Project, located at 1321 and 1327 Osos Street, because she owns property within 500’ of
the subject property and left the Chambers at 7:13 p.m.
Attachment 1_4
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 5
MOTION BY COUNCIL MEMBER SMITH, SECOND BY COUNCIL MEMBER
ASHBAUGH, CARRIED 4-0-1 (VICE MAYOR CHRISTIANSON ABSTAINING), to
adopt Ordinance No. 1603 (2014 Series) entitled “An Ordinance of the City of San Luis
Obispo, California, amending the zoning map to reconfigure the boundary between the
office (O-H) and medium-high density residential (R-3-H) with the historical
preservation overlay zoning districts on the site for the property at 1321 and 1327 Osos
Street; GP/R/ER 96-13” to match the approved Land Use Element Map designations.
(Intro. on 06/10/14)
C9. PARK MOWER REPLACEMENT - SPECIFICATION NO. 91238
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to:
1. Approve the use of Cooperative Purchasing Agreement with National IPA Contract
#120535 with the City of Tucson and Toro Company, effective November 27, 2012,
for the purchase of a turf mower replacement, Specification Nos. 91238
2. Authorize the Finance Director to execute a purchase order to Turf Star in the amount
of $60,610 for the purchase of one Toro GM4000-D Tier 4 compliant diesel mower
including taxes and delivery.
3. Authorize the Finance Director to transfer funding from two completed Fleet
Replacement CIP projects to the Fleet Replacement Completed Projects account.
4. Authorize the Finance Director to use $14,000 in Fleet Replacement Completed
Projects funding to cover a shortfall in the project account for the mower replacement
C10. AUDITING SERVICES CONTRACT AMENDMENT
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL
MEMBER SMITH, CARRIED 5-0, to:
1. Accept the fee proposal in the amount of $12,000 from Glenn Burdette Certified Public
Accountants to compile the financial statements to be presented within the
Comprehensive Annual Financial Report (CAFR) for the year ended June 30, 2014.
Auditors will begin work June 23, 2014.
2. Agree to the extension of the existing agreement between the auditor and the City for an
additional two years, as provided for in the current agreement.
3. Approve the First Amendment to the Auditor Agreement.
Attachment 1_5
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 6
PUBLIC HEARINGS
PH2. NOVEMBER 2014 BALLOT MEASURE TO EXTEND THE ESSENTIAL
SERVICES SALES AND USE TAX, ESTABLISHING THE REVENUE
ENHANCEMENT OVERSIGHT COMMISSION, ADOPTION OF FISCAL
RESPONSIBILITY PHILOSOPHY AND TOOLS FOR INCREASED
ACCOUNTABILITY – RESOLUTIONS AND ORDINANCE INTRODUCTIONS
City Manager Lichtig and Assistant City Manager Codron narrated a presentation entitled
“The Essential Services Measure” and responded to Council inquires.
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR
CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO),
to adopt Resolution No. 10542 (2014 Series) entitled “A Resolution of the City Council
of the City of San Luis Obispo, California, calling and giving notice of the holding of a
General Municipal Election to be held Tuesday, November 4, 2014 for the submission to
the voters a question whether to extend an existing half cent local revenue measure for an
additional eight years.”
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR
CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO),
to introduce Ordinance No. 1604 (2014 Series) entitled “A Ordinance of the City Council
and the People of the City of San Luis Obispo, California, amending Chamber 3.15 of the
Municipal Code to extend the existing ‘Essential Services Transactions (Sales) and Use
Tax,’ for an additional eight years (March 31, 2023), to be administered by the State
Board of Equalization; update the purpose statement; and provide for additional citizen
oversight and accounting transparency.”
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR
CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO),
to adopt Resolution No. 10543 (2014 Series) entitled “A Resolution of the City Council
of the City of San Luis Obispo, California, setting priorities for filing written arguments
regarding a City Measure and directing the City Attorney to prepare an impartial
analysis.”
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR
CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO),
to adopt Resolution No. 10544 (2014 Series) entitled “A Resolution of the City Council
of the City of San Luis Obispo, California, providing for the filing of rebuttal arguments
for City Measures submitted at Municipal Elections.”
MOTION BY VICE MAYOR CHRISTIANSON, SECOND BY COUNCIL MEMBER
ASHBAUGH, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to
adopt Resolution No. 10545 (2014 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, requesting the San Luis Obispo County Board of
Supervisors to consolidate the General Municipal Election on Tuesday, November 4,
2014, with the Statewide General Election to be held on that date.”
Attachment 1_6
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MOTION BY MAYOR MARX, SECOND BY COUNCIL MEMBER SMITH,
CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to introduce
Ordinance No. 1605 (2014 Series) entitled “An Ordinance of the City Council of the City
of San Luis Obispo, California, establishing the Citizens’ Revenue Enhancement
Oversight Commission (REOC).”
MOTION BY COUNCIL MEMBER SMITH, SECOND BY COUNCIL MEMBER
ASHBAUGH, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to
adopt Resolution No. 10546 (2014 Series) entitled “A Resolution of the City Council of
the City of San Luis Obispo, California, adopting its Fiscal Responsibility Philosophy.”
Council directed staff to develop a project plan (including elements of public outreach)
for implementing tools to increase accountability and transparency regarding City
finances and operations, including performance measures and dashboards.
By consensus, Council reviewed the education and outreach program and directed that
staff is authorized to present information about the benefits of Measure Y on the City’s
website and to responded to public inquiries, but may not make educational presentations.
PH3. REVIEW OF AMENDMENTS TO MUNICIPAL CODE TITLE 17: ZONING
REGULATIONS, ASSOCIATED WITH THE BEDROOM DEFINITION,
REGULATIONS FOR GUEST QUARTERS AND ACCESSORY STRUCTURES,
AND ZONING AMENDMENT INITIATIONS WITH A CATEGORICAL
EXEMPTION FROM ENVIRONMENTAL REVIEW – ORDINANCE
INTRODUCTION
Community Development Director Johnson, Community Development Deputy Director
Davidson, and Associate Planner Carloni narrated a presentation entitled “Zoning
Regulations Amendment” and responded to Council inquires.
MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR
CHRISTIANSON, CARRIED 5-0, to introduce Ordinance No. 1606 (2014 Series)
entitled “An Ordinance of the City Council of the City of San Luis Obispo amending
Title 17 (Zoning Regulations) of the Municipal Code associated with the bedroom
definition, guest quarters and accessory structure regulations and zoning amendment
initiations with a Categorical Exemption From Environmental Review” (CEQA
Guidelines Section 15061.b3).
LIAISON REPORTS
Council liaison reports were received from Council Member Ashbaugh and Mayor Marx.
COUNCIL COMMUNICATIONS
City Attorney to forward correspondence regarding adverse impacts of application of revised real
property regulations on local representation.
Attachment 1_7
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San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 8
ADJOURNMENT 10:20 P.M.
The next Regular Meeting to be held on Tuesday, July 15, 2014 at 6:00 p.m. in the City Council
Chambers, 990 Palm Street, San Luis Obispo, California.
Attachment 1_8
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Tourism Business Improvement District
Meeting Minutes
Wednesday, May 13, 2015
10:00 am
City Hall
CALL TO ORDER: Chair Nipool Patel
PRESENT: Patel, Pearce, Wilkins, Walker, Hutton
STAFF PRESENT: Molly Cano
Call to Order at 10:03 am
PUBLIC COMMENT
Curt Van Inwegen from Life Elements, Inc introduced the Board to the product called Action Wipes. As a
local company they would like to encourage the TBID to educate hotel guests about the drought, reduce
water overall water consumption and provide a tangible solution that benefits guests, the hotel properties
and the local water supply. He distributed a sample of his product Action Wipes, which is a full body wipe
for when you can’t shower, made with all-natural ingredients, safe for the entire body and designed and
manufactured in California. He is available to meet with any properties that would like to learn more about
his product.
Brittney Carter with Visit California introduced herself to the Board. Brittany is the area liaison to Visit
California and is available to meet with any of the constituents in the area.
CONSENT AGENDA
ACTION: Moved by Hutton/Walker to approve the consent agenda.
Motion carried 5:0
PRESENTATIONS
1. MARKETING AGENCY MONTHLY UPDATE
BCA & Studio Good staff summarized recent promotional activity during the previous month. Updates
included Celebration Weekend planning, new vido & photography project, design of the SAVOR 2015
bag, event prep and representation, designing a new rack card for the SLO TBID, and advertising efforts.
They reported that the online media buys ended in April and so the advertising would be “dark” until the
fall. They anticipate a small reduction in traffic during that time but expect that organic traffic will remain
strong since it is peak travel season. Social media plan does account for paid media through June so
those numbers should be strong.
2. VISIT SLO COUNTY QUARTERLY UPDATE
Kylee Jepsen from the Visit SLO County presented the report to the Board. She announced Chuck
Davison as the new CEO for Visit SLO County. Presented the results of the: Tourism Vision Workshop,
Visit California Media event, recent FAM trips, and PR coverage. She reported on the approach to IPW in
Orlando included the County booth partners and video. Kylee also gave an update on the TMD and
SAVOR planning. She encouraged the Board’s participation in the June 10th Board of Supervisors final
hearing. Notice of the hearing will be distributed in the upcoming weeks.
BUSINESS ITEMS
1. 2015-16 PARTNERSHIP AGREEMENT RECOMMENDATIONS
DRAFT
Attachment 2_1
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Tourism Board Improvement District Minutes Page 2
The Management Committee presented the partnership recommendations for 2015-16. The first
partnership recommendation was the SLO Chamber of Commerce. The committee recommended full
funding of proposal for the continued phone/availability s ervice at $31,000. They discussed that the
program has continued growing since its inception 3 years. This year the phone calls to date have
surpassed the total amount received last year. They also felt it was important to maintain a point of
contact for visitors looking for information. In addition, the committee recommended that the TBID support
the partnership with PCC for the public relations services. The committee recommended that the TBID
fully cover the media monitoring service fee of $7950 and the TBID also fund 60% of the service fee at
$48,000.
The committee recommended funding of the partnership proposal with SLO Wine at the amount of
$18,000. The elements of partnership to be funded would be: Membership & Marketing Benefits at
$10,000; PR/Media Hosting as presented but managed by staff and funded at $1000; and targeted Trade
and Media Marketing at $7000. For the Trade and Media Marketing piece, the TBID would have the ability
to weigh in/ approve through marketing committee the selection of the roadshow and regional show
locations.
ACTION: Moved by Hutton/Wilkins to fund the SLO Chamber of Commerce proposal for phone line and
availability tracking service at $31,000, the media monitoring service fee of $7950, and contribute
$48,000 to the public relations services agreement.
Motion carried 4:0:1
Abstention: Pearce
ACTION: Moved by Pearce/Hutton to fund the SLO Wine Country proposal for partnership support at
$18,000 for membership & marketing benefits, PR/media hosting, and targeted trade and media
marketing as recommended by the committee.
Motion carried 5:0
2. SAVOR 2015 BAG DESIGN RECOMMENDATION
BCA present the SAVOR 2015 bag design as recommended by the Marketing Committee. The Board
was pleased with the design and discussed that is was a good departure from the designs in the past.
They were pleased to see the new images used in the design.
ACTION: Moved by Hutton/Wilkins to approve the SAVOR 2015 bag design.
Motion carried 5:0
3. DIGITAL ASSETS EXPANDED PROPOSAL RECOMMENDATION
The Marketing Committee presented the recommendation to expand the digital assets and video project
based on the video elevated concept and work scope. The Board discussed that the expanded proposal
would utilize locally produced music as a feature of the concept. The Marketing Committee shared that
the artist preformed the song during the marketing committee meeting and the videographer showed a
raw cut of the video concept. The Marketing Committee expressed that the direction was captivating and
inspiring.
ACTION: Moved by Walker/Wilkins to approve the expanded digital assets proposal for the production
of video and still photography up to $43,000.
Motion carried 5:0
BCA is to directly contract for the production and will manage the project as the marketing agency on
record for the TBID.
4. 2015-16 BUDGET RECOMMENDATION
The Management Committee presented the 2015-16 budget allocation and partnership recommendations
for the Board’s consideration and approval. The Board discussed each line item within the budget
document. The Board was complimentary to the thoughtful and thorough work done by the committee in
forming the budget recommendations.
Attachment 2_2
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Tourism Board Improvement District Minutes Page 3
ACTION: Moved by Pearce/Hutton to approve the proposed 2015-16 fiscal year budget allocations as
presented.
Motion carried 5:0
5. SUNSET CELEBRATION WEEKEND OPPORTUNITY
The Marketing Committee presented the recommendation to participate in Sunset Celebration Weekend
June 6-7, 2015. The committee commented that the booth registration was offered complimentary to the
TBID. Staff commented that the anticipated budget needed for the expenses to participate in the event is
$2000 for travel, lodging, and booth build out expenses. In addition, the Board considered the allocation
of $500 toward the call-to-action of a getaway giveaway as a means of attracting newsletter sign-ups
during the show.
ACTION: Moved by Walker/Pearce to allocate $2500 for participation in Celebration Weekend.
Motion carried 5:0
Staff commented that the BCA marketing team would staff the booth for the duration of the weekend.
COMMITTEE COMMUNICATION
HOTELIER UPDATE
The Board commented that they have been reaching out to properties for the Helium integration outreach.
MANAGEMENT COMMITTEE UPDATE
Minutes were included.
MARKETING COMMITTEE UPDATE
Minutes were included.
PCC UPDATE
Pearce reviewed the minutes with the Board.
TOURISM PROGRAM UPDATE
- CCTC Visit California Third Thursday presentation was taking place on Thursday May 14. Staff
has been organizing the efforts and will be representing the region at the presentation.
- Familiarization Trips:
o Brazil Media FAM
Visit California will host a small press trip with three key Brazilian outlets themed
as ‘The unexpected affordable experiences in CA ’, jumping on the high dollar
news and showing brand pillars attractions.
o Westways Journalist
lesser-known college towns
o Time Out Magazine Opportunity
Visit California and Air New Zealand have a fantastic partnership with Time Out
in the UK which launched this week. We’re giving one lucky winner the chance to
become a correspondent for Time Out and travel to California to experience
some unique Outdoor, Culinary and Entertainment themed activities. The
winner, plus a producer and rep from Air New Zealand (3 people in total) will be
travelling from May 17th till May 23rd, with a jam packed 5 days to create 5x 2
minute videos as well as create a written guide of their experience that will be
published in Time Out magazine.
- Interviews for the Board seats
o 3 Applications were submitted
o Interviews will be held in May
Attachment 2_3
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Tourism Board Improvement District Minutes Page 4
o Appointment to the Board in June
- Event Promotion
o 8 event apps submitted
Binder being completed now for distribution to committee members
Subcommittee will review and make the recommendations
o Jazz Festival is this weekend
Trolley Service
o SLO Concours
o Festival Moziac
10% off tickets
o SAVOR – special offer for SLO hotels $100 pass through June & July
- SLO Happenings Promotion Plan RFP
o Open and receiving strong interest
o Closes May 28 at 3pm
Key Dates:
o GIA Hearing May 20 at 5:30
o Scheduling the Event Promotions Q&A meeting next week
Meeting adjourned at 11:34 am
Attachment 2_4
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Tourism Business Improvement District
Meeting Minutes
Wednesday, June 10, 2015
10:00 am
City Hall
CALL TO ORDER: Chair Nipool Patel
PRESENT: Patel, Pearce, Wilkins, Walker, Hutton, Phipps
STAFF PRESENT: Molly Cano
Call to Order at 10:00 am
PUBLIC COMMENT
None.
CONSENT AGENDA
ACTION: Moved by Hutton/Phipps to approve the consent agenda.
Motion carried 5:0
PRESENTATIONS
Commissioner Walker arrived.
1. MARKETING AGENCY MONTHLY UPDATE
BCA & Studio Good staff summarized the recent promotional activity during the previous month. Updates
included: development of the 2015-16 marketing plan, planning and participation at the Sunset
Celebration Weekend event, continued work on the new photography and video, Savor promotion and
bag design, and new collateral. Highlights also included: t advertising in Touring & Tasting in July. The
publication will be distributed on newsstands, subscribers and trade through December and is accessible
via web, mobile, and direct distribution. There were updates to the SLO vacations website and the
ShareSLO. Looking ahead the team is preparing for Festival Mozaic in July, SAVOR promotions, and the
website rebuild. During the presentation the Board discussed Helium. They asked staff to coordinate a
presentation with Chad to invite the hotels to attend to have questions answered and walk through the
new system. The goal is to have the system live by the end of the month.
BUSINESS ITEMS
1. PRESENTATION OF THE 2015-16 MARKETING PLAN
The TBID marketing contractors, BCA & Studio Good presented the 2015-16 prosed marketing plan
and budget. The plan included the approach to addressing the TBID strategic imperatives to deliver
smart growth; develop the SLO brand; and to contribute to an unforgettable SLO experience. The
major areas of opportunity included: an integrated and responsive San Luis Obispo Vacations
website; development of unique collateral; production and implementation of new videography &
photography; consideration of new tradeshows; and an integrated PR effort with Chamber. In addition
to the plan the contractors presented the budget allocations including the additional $70,000 for
website redevelopment and the internal and external documentation for the events approach. The
Board was complementary of plan. The marketing committee and the Board commented that the plan
exceeded their expectations and was the most comprehensive plan they have had to date. The Board
also discussed the direction to use any remaining funds within the existing marketing contract for
promotional activities in 2015-16.
DRAFT
Attachment 3_1
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Tourism Board Improvement District Minutes Page 2
ACTION: Moved by Phipps/Pearce to approve the 2015-16 marketing plan as presented.
Motion carried 6:0
2. 2015-16 BUDGET AMENDMENTS
Staff presented recommendations for budget amendments and considerations for fiscal year 2014-15
and fiscal year 2015-16 budgets. The summary of the proposed adjustments included:
1. Based on the available funds remaining in the 2014-15 fiscal year current budget, allocate the
additional $8000 for the digital assets project from the current budget as opposed to the 2015-16
budget. The TBID had approved the total project cost of $43,000 during the May meeting but had
spread the cost over two fiscal years in order to be sure the funding was available for the project,
specifically $35,000 from fiscal year 2014-15 and $8,000 from fiscal year 2015-16.
2. Update the line item amount in the fiscal year 2015-16 budget for the additional SAVOR bags
to $8,176 based on the invoice received from Visit SLO County.
3. As has been historically done, authorize the Marketing Agency (BCA/Studio Good) to utilize
any remaining funds from the first year of the marketing contract for use in the second year of the
marketing contract for promotional services and programs. Based on the budget projections, staff
anticipates the remaining funds to be under $15,000.
The Board discussed these recommendations and agreed that they were in line with the program.
ACTION: Moved by Pearce/Wilkins to approve and authorize the budget amendments to the 2014-
15 and 2015-16 budgets and approve the authorization to utilize the remaining marketing contract
funds by the marketing agency for 2015-16 promotional programs.
Motion carried 6:0
3. TRAVEL & ADVENTURE SHOW PARTICIPATION APPROVAL
The Board considered the direction to staff to complete the registration of the booth space for the
Travel & Adventure Show tradeshow series events in Bay Area, Los Angeles, and San Diego. The
Board asked staff and the marketing agencies to recap the results for the tradeshows during the
current fiscal year. Staff shared results and the support from the Marketing Committee during the
marketing plan development to continue participation at the three tradeshows. Staff also commented
that the expense for participation in these shows was allocated for within the tradeshow budget for
2015-16.
ACTION: Moved by Hutton/Walker to authorize staff to complete the registration and secure the
booth space for the City of San Luis Obispo at the three California based Travel & Adventures shows:
Bay Area, Los Angeles, and San Diego.
Motion carried 6:0
COMMITTEE COMMUNICATION
HOTELIER UPDATE
None.
MANAGEMENT COMMITTEE UPDATE
Minutes were included.
MARKETING COMMITTEE UPDATE
Minutes were included.
PCC UPDATE
Pearce reviewed the minutes with the Board.
Attachment 3_2
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Tourism Board Improvement District Minutes Page 3
TOURISM PROGRAM UPDATE
- Visit CA Third Thursday Recap
Molly Cano represented the Central Coast at the Visit California Offices for the Third Thursday
Presentation on May 14, 2015 with partners from the Central Coast Tourism Council. Over 30
Visit California staff attended the presentation and luncheon to learn about the Central Coast
including San Luis Obispo. The response from the presentation was outstanding. Staff has been
following up with requests from the Visit California staff since the presentation.
- Helium Developments
Helium developments are underway. Staff and Studio Good have been working closely to get the
system launched. Properties were asked to reply with a dedicated contact by Wednesday and if
no contact was recommended then Helium team would scrub the sites for existing information.
The revised goal is for the system to launch by the end of June.
- Interviews for the Board seats
o Held on in May
o New TBID members would be appointed by Council on June 16
o In July the new committee member would be sworn in to the Board.
- Event Promotion
o 9 event applications were submitted
Subcommittee is finalizing review for recommendations in July
o Festival Moziac
10% off tickets for booking stay in SLO still available
o SAVOR – special offer for SLO hotels $100 pass through June & July
- SLO Happenings Promotion Plan RFP for the PCC
o 3 qualified proposals for the committee to consider
o PCC to consider the proposals during June meeting and establish a recommendation for
the contractor
Key Dates:
o June 10 at 1:30 pm - County Board of Supervisors hearing for the formation of the TMD
o July 7 – Community Promotions program to the City Council
Meeting adjourned at 11:15 am
Attachment 3_3
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Attachment 4
2015-16 Budget Allocation Recommended by the Tourism Business
Improvement District Board
Campaign
Elements/Contractors
Workscope Budget
Allocation
BCA/StudioGood General Marketing Services
Tourism Website Redesign
$ 700,000
$70,000
SLO Chamber of
Commerce
TBID-Specific Telephone Fulfillment &
Availability Assistance
PR Services
Comprehensive program for Public Relations
and Media Relations in partnership with PCC
Media Monitoring Services
$ 31,000
$48,000
$7,950
Race SLO Arch
Sponsorship
2nd installment of 3-year sponsorship of the
inflatable Race SLO arch
$5,000
Media & Trade Hosting Costs for host including room, meals, and
activities
$5,000
Smith Travel Research Monthly & weekly in-county data comparison
reports
$ 1,500
Central Coast Tourism
Council (CCTC)
Membership
$ 1,000
Cal Poly Athletics Partnership for 2015-16
Sponsorship & Room Costs
$95,500
SLO Wine Association Partnership & Room Costs
$18,000
Event Promotion General Event Promotion
Collateral- SAVOR bags for City use
$195,000
$8,176
Tradeshows Travel & Adventure Shows
Materials for the Shows
Industry Conferences
$30,500
Tourism Expenses $3,000
Total Expenditure $1,219,626
* Does not include Tourism Manager Staffing & Administration Overhead Fees
2015-16 Proposed Budget $1,342,498
(2015-17 Preliminary Financial Plan Supplement page E-135)
** The un-appropriated fund balance will not be known until the entire 2014-15 collection has
occurred and the City’s audit has been substantially completed.
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Attachment 4
2015-16 Budget Allocation Recommended by the Promotional
Coordinating Committee
Campaign
Elements/Contractors
Workscope Budget
Allocation
Grants-in-Aid Funding Direct Grant Allocations
(based on applications received)
Grant Support Program
$ 95,000
$ 28,000
Events & Activities Direct Events & Activities Allocations
(based on applications received)
Events & Activities Support Program- SLO
Happenings Promotion & Technology
General Contract Services
$ 40,000
$ 44,300
$12,000
SLO Chamber of
Commerce
Visitors Center Services
Operate a Visitors Center in downtown San Luis
Obispo to assist tourists with information about
tourist attractions.
Downtown Maps
$ 103,000
$ 8,500
PR Comprehensive program for proactive and
reactive Public Relations in partnership with
TBID
$ 32,000
Program Support $ 5,000
Total Expenditure $ 367,800
* Does not include Tourism Manager Staffing
Community Promotions Proposed Budget 2015-16 $396,029
(2015-17 Preliminary Financial Plan page E-133)
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Promotional Coordinating Committee
Meeting Minutes
Wednesday, May 13, 2015
5:30 pm at City Hall
CALL TO ORDER: Chair Sasha Palazzo
PRESENT: Pearce, LeMieux, Palazzo, Roberson, Lewis, Levi
STAFF PRESENT: Molly Cano, Tourism Manager
Meeting to order at 5:37 pm
PUBLIC COMMENT
None.
CONSENT AGENDA
ACTION: Moved by Pearce/Roberson to approve the consent agenda.
Motion carried 6:0
PRESENTATIONS
1. GFL TECHNOLOGY UPDATE
GFL presented a status update to the committee on the development of the SLO Happenings app
technology. The update included the report on the progress to the build out of the system and further
conversations with the Chamber regarding the sole source data pull. In addition GFL reported that there
was discussion about sharing of the online form into a sole event data portal that could feed the event
content to various calendar of events.
BUSINESS ITEMS
1. 2015-17 PARTNERSHIP AGREEMENT RECOMMENDATIONS
The committee considered the contract requests for the 2015-17 financial plan. The committee
discussed:
• SLO Chamber of Commerce proposal for GIA support at $28,000 and the production of the
tear-off maps for $8500. Staff reported that the TBID had taken action to share the PR
contract fee with the PCC. The TBID would cover 60% of the contract fees plus the expense
of the media monitoring system. This would leave $32,000 for the contract service fee for the
PCC. The committee also discussed the 2-year agreement for the Visitor Center at $103,000.
DRAFT
Attachment 5_1
C4 - 25
Promotional Coordinating Committee Minutes
Page 2
• GFL Systems proposal of on-going technology services. The committee agreed that this was
needed for the success of the app. The committee discussed having the event database
maintenance and event approval included within this contract.
ACTION: Moved by Levi/Roberson to approve contracting with the Chamber of Commerce for
Public Relations at $32,000 for the PCC portion, GIA Support at $28,000, downtown
maps at $8500, and two year agreement for Visitor Center Operations.
Motion carried 4:0:2
Abstention: Pearce, LeMieux
ACTION: Moved by Lewis/Levi to approve contracting with GFL for the technology services for
the SLO happenings app, this would include the event approval piece.
Motion carried 6:0
2. 2015-17 BUDGET PROCESS
The committee discussed and determined the final allocations for the 2015-17 Community
Promotions budget. They discussed the unallocated $12,000 made available through the TBID’s
willingness to cover the majority of the PR agreement.
ACTION: Moved by LeMiuex/Levi to approve the budget allocations with the added classification
of the general contract services line.
Motion carried 6:0
3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION
The Grants-in-Aid Subcommittee presented the preliminary recommendations to the committee for
review and discussion. The committee reviewed each recommended funding amount and felt like it
was in line with their expectation overall.
4. SPECIAL OLYMPICS HOST TOWN
The committee considered the funding support for the Special Olympics Host Town event in San Luis
Obispo on July 23, 2015. The committee felt like this was a great opportunity for the City. Staff
reviewed the current budget. There was anticipated to be remaining dollars from the PCC budget.
ACTION: Moved by Peace/LeMiuex to allocate up to $10,00 from the reminding 2014-15 budget
for the event productions costs.
Motion carried 6:0
COMMITTEE COMMUNICATION
GIA Report:
None.
TBID Report:
Pearce reported on the TBID updates.
Tourism Program Update:
Molly Cano presented the Tourism Program update:
- CCTC Visit California Third Thursday presentation tomorrow
- FAM
Attachment 5_2
C4 - 26
Promotional Coordinating Committee Minutes
Page 3
o Brazil Media FAM
Visit California will host a small press trip with three key Brazilian outlets
themed as ‘The unexpected affordable experiences in CA ’, jumping on the high
dollar news and showing brand pillars attractions.
o Westways Journalist
lesser-known college towns
o Time Out Magazine Opportunity
Visit California and Air New Zealand have a fantastic partnership with Time
Out in the UK which launched this week. We’re giving one lucky winner the
chance to become a correspondent for Time Out and travel to California to
experience some unique Outdoor, Culinary and Entertainment themed activities.
The winner, plus a producer and rep from Air New Zealand (3 people in total)
will be travelling from May 17th till May 23rd, with a jam packed 5 days to
create 5x 2 minute videos as well as create a written guide of their experience
that will be published in Time Out magazine.
- Interviews for the Board seats
o Applications were submitted
o May interview
o June new committee member
- Event Promotion
o 8 event apps submitted
Binder being completed now for distribution to committee members
Subcommittee will review and make the recommendations
o Jazz Festival is this weekend
Trolley Service
o SLO Concours
o Festival Moziac
10% off tickets
o SAVOR – special offer for SLO hotels $100 pass through June & July
- SLO Happenings Promotion Plan RFP
o Open and receiving strong interest
o Closes May 28 at 3pm
Key Dates:
o GIA Hearing May 20 at 5:30
o Scheduling the Event Promotions Q&A meeting next week
Meeting adjourned at 6:54 pm
Attachment 5_3
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DRAFT
Promotional Coordinating Committee
Special Meeting Minutes
Wednesday, May 20, 2015
5:30 pm
City Hall - Council Hearing Room
CALL TO ORDER: Chair Sasha Palazzo
PRESENT: Pearce, Palazzo, Levi, LeMieux, Roberson
STAFF PRESENT: Molly Cano, Tourism Manager
PUBLIC HEARING
1. GRANTS-IN-AID 2015-16 The public hearing was scheduled to allow the Grants-in-Aids applicants to address the committee regarding the preliminary recommendation as discussed during the May 13, 2015 regular committee meeting. Many recipients provided words of thanks for the grant awards. ACTION: Moved by Roberson/LeMieux to recommend to the City Council the 2015-16 GIA award allocations as approved during the May 20, 2015 PCC Special Meeting.
Motion carried 5:0
Meeting adjourned at 5:39 pm
Attachment 6_1
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Organization Event(s)Event Dates
Attended
Special
Meeting # of Yrs Granted
2015-16
Request
Committee
Recommendation Comments & Funding Requirements
1 Almond Country Quilt Guild Seven Sisters Quilt Show June 25 - 26, 2016 yes 2 $ 7,500.00 $ 3,750.00 toward media plan
2 Cal Poly Corporation (for Cal Poly Arts)La Guitarra California Festival 2015 September 25, 26, 27 yes 1 $ 12,000.00 $ 6,840.00 funding of media plan3Canzona Women's Ensemble Canzona Women's Ensemble Concerts (Choral Music)November 9, 2015 (TBD), March, 2016 yes 2 $ 6,300.00 $ 3,900.00 ad plan - no postcard mailing and list4Central Coast Arts International SLO Multicultural Music & Dance Showcase April 15 - 16, 2016 yes 1 $ 7,000.00 $ 4,000.00 no radio funding, printing and local papers5Civic Ballet of San Luis Obispo The Nutcracker Ballet with Live Orchestra December 11 - 13, 2015 yes 3 $ 7,500.00 $ 4,880.00 media plan only6Ecologistics, Inc.All-Star Benefit Concert to SLO Down Cancer October 1, 2015 yes 0 $ 4,000.00 $ 2,500.00 social, radio, newspaper only7Foundation for San Luis Obispo County Public Libraries Library Foundation Literary Salon September 2015, February 2016, May 2016 yes 1 $ 8,935.00 $ 5,635.00 media plan only8History Center of San Luis Obispo County SLO Souls: Meet the Eternal Residents of San Luis Obispo November 1, 2015 yes 0 $ 7,349.04 $ 3,440.00 google ad words, facebook, remainder toward print outlets at their discretion 9 Institute for Sustainable Living ReSkilling Expo 2016: Learn Practical Skills for Living March 27, 2016 yes 0 $ 3,600.00 $ 3,600.00 full funding10JCC - Federation of San Luis Obispo SLO Jewish Film Festival January 9 - 10, 2016 yes 5 $ 2,000.00 $ 1,185.00 2nd year sustainable- media plan as presented
11 Opera San Luis Obispo Cavalleria Rusticana & Pagliacci: A City-Wide Arts Collaboration October 10-11, 2015 yes 4 $ 12,000.00 $ 4,500.00 starting sustainable track12Saint Andrew Greek Orthodox Church Evening in Greece October 17, 2015 yes 1 $ 4,500.00 $ 2,550.00 newspaper, radio, online only13San Luis Obispo County Arts Council Children's Day in the Plaza with Passport to the Arts April 9, 2016 yes 1 $ 4,500.00 $ 4,500.00 2nd year as artsobispo
14 San Luis Obispo Little Theatre SLO Little Theatre 2015-16 Season with Expanded Mainstage Schedule July 1, 2015 - June 30, 2016 yes 3 $ 7,500.00 $ 3,300.00 toward media plan 15 San Luis Obispo Railroad Museum Central Coast Railroad Festival October 1 - 4, 2015 yes 3 $ 10,000.00 $ 6,500.00 For media plan16San Luis Obispo Soccer Club SLO Summer Classic July 31; August 1 - 2, 2015 yes 3 $ 5,200.00 $ 3,200.00 gotsoccer and newspaper17San Luis Obispo Symphony New Year's Eve Celebration December 31, 2015 yes 4 $ 10,000.00 $ 4,850.00 Might be applicable to the Events Promo in the future18San Luis Obispo Vocal Arts Ensemble 2016 California International Choral Festival July 7-10, 2016 yes 3 $ 12,000.00 $ 5,000.00 toward media plan 19 Senior Volunteer Services 7th Annual Giveaway Raffle June 1 - August 28, 2015 yes 1 1,500.00 $ 1,100.00 only media plan - no printing20SLO Children's Museum Via Dei Colori SLO September 26 - 27, 2015 yes 0 $ 5,800.00 $ 4,300.00 toward media plan 21 SLO Downtown Association 40th Annual Holiday Parade December 4, 2015 yes 0 $ 7,115.00 $ 2,660.00 prioritized project components excluding the direct mailings22SLO Downtown Association 20th Annual Concerts in the Plaza June 12 - September 11, 2015 yes 0 $ 6,665.00 $ 2,210.00 facebook and slo life mag only23SLO Noor Foundation 50 Shades of Color Fashion Revue + MusicFest May 14, 2016 yes 0 $ 3,600.00 $ 3,600.00 full funding24United Way of San Luis Obispo County Flavor of SLO 2016 May 1, 2016 yes 2 $ 7,500.00 $ 4,000.00 toward media plan 25 Wilshire Hospice Dia de los Muertos in Mission Plaza November 1, 2015 yes 0 $ 8,807.00 $ 3,000.00 use toward local media advertising
$ 172,871 $ 95,000 Budgeted Amount $ 95,000
2015-16 Promotional GIA Reccomendations Attachment 7_1
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