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Home My WebLink About07-12-2016 Item 06 2016-17 Community Promotions Program - TBID and PCC Meeting Date: 7/12/2016 FROM: Derek Johnson, Assistant City Manager Prepared By: Molly Cano, Tourism Manager SUBJECT: 2016-17 COMMUNITY PROMOTIONS PROGRAM – TOURISM BUSINESS IMPROVEMENT DISTRICT (TBID) AND PROMOTIONAL COORDINATING COMMITTEE (PCC) RECOMMENDATION As recommended by the Tourism Business Improvement District (TBID) Board and the Promotional Coordinating Committee (PCC): 1. Authorize the City Manager to enter into various contracts and program expenditures for the Tourism Business Improvement District (TBID) not to exceed the 2016-17 program budget of $1,434,000 based on the recommendations by the TBID Board; and 2. As recommended by the Tourism Business Improvement District (TBID) Board, approve the first two-year extension of the contract with Barnett Cox and Associates (BCA) and Matchfire (as successor in interest of Studio Good) for marketing services in the amount of $814,500; and 3. Authorize the City Manager to enter into various contracts and program expenditures for Community Promotions not to exceed the 2016-17 program budget of $403,609 based on the recommendations by the Promotional Coordinating Committee (PCC); and a. This includes the 2016-17 Grants-in-Aid (GIA) allocations in the amount of $100,000 and authorization to execute individual agreements with each grant recipient. b. This includes the first one-year term renewal of the contract with FreshBuzz for promotional services in the amount of $30,000. 4. Authorize the City Manager to enter into contracts utilizing the TBID Fund carryover and un-appropriated fund balance from the 2015-16 fiscal year for tourism marketing expenditures in 2016-17 based on the recommendations by the TBID Board; and 5. Authorize the City Manager to enter into contracts utilizing the TBID Fund Reserve of $100,000 for tourism marketing expenditures in 2016-17 based on the recommendations by the TBID Board. 6 Packet Pg. 107 DISCUSSION 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 thus established recommendations for use of funding in 2016-17 with respective contract considerations. Tourism Business Improvement District The TBID began their program development and budget allocation process in February, when the TBID’s Marketing and Management committees began discussing the goals, priorities and direction for the 2016-17 TBID programs. During this process, the TBID Board communicated the importance of continuing to align the budget direction, program priorities and funding commitments with the fulfillment of the TBID’s five-year strategic clarity plan initiatives. The TBID strategic clarity plan is available for review as a Council Reading File. The TBID strategic initiatives are to: 1. Deliver smart growth. 2. Develop the SLO brand. 3. Build meaningful partnerships. 4. Contribute to an unforgettable SLO experience. 5. Ensure organizational excellence. A top priority in 2016-17 was to fund the establishment and on-going expenses for a tourism support staff position. The Board recognized that this need was imperative to the program. The Tourism Business Improvement Board thus recommended the creation of a Tourism Coordinator position to support the day-to-day operation for advancement of the City’s tourism program and allowing the Tourism Manager to devote a greater effort in strategic planning for current and future tourism programs. This program and financial commitment was approved by City Council on June 14, 2016 as part of the budget supplement process. (Attachment A - Council Action Update June 14, 2016) Strategic Partnerships Strategic partnership proposals were received from the San Luis Obispo Chamber of Commerce and SLO Wine Country Association. The full proposals can be reviewed in the Council Reading File. In the budget deliberation the TBID Board, with the recommendation from the Management Committee, considered all activity and program commitments including: strategic par tnerships and contracts, marketing and advertising, events promotions, tradeshow, tourism organization and research, and support. Based on the content of the annual 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 B - TBID Minutes, May 11, 2016): 6 Packet Pg. 108 1. SLO Chamber of Commerce: The committee recommended full funding of proposal for Guest Services including: the continuation of the phone & availability service at $34,000, the two-month trial period for the Live Chat system in the amount of $4,000, and the Promotional Services Support in the amount of $8,000. In addition, the committee recommended the continuation of the TBID’s 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 wit h 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 $51,000 and fully cover the media monitoring service. 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 $1,000; and targeted Trade and Media Marketing at $7,000. For the Trade and Media Marketing piece, the TBID would have the ability to weigh in and approve through the marketing committee the selection of the roadshow and regional show locations or cooperative advertising investments. The partnership with Cal Poly Athletics will also continue in the final year of the three year agreement in 2016-17. Marketing Services Contract Fiscal year 2016-17 will allow for the first two-year extension agreement with BCA and Matchfire for marketing services. The marketing initiatives were outlined within the marketing plan presented at the June 8, 2016 meeting. The 2016-17 TBID Marketing Plan is available for review as a Council Reading File. Based on the recommendation from the Management Committee, the TBID Board recommends that the Council authorize the first two-year extension of the contract with BCA and Matchfire for marketing services in the amount of $814,500. (Attachment C - TBID Minutes, June 8, 2016) General Event Promotions In their programmatic approach and budget deliberation, both the TBID and the PCC invest in destination events in San Luis Obispo. In order to coordinate the effort, both advisory bodies elected three members to serve on a joint Events Promotion Subcommittee that meets semiannually to entertain funding requests from event organizations. To be considered for joint funding through the TBID and PCC, the event must meet both of the purposes: of tourism promotion advantage to the City of San Luis Obispo and of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. In 2016-17, the TBID has allocated $108,532 to sponsorship funding for events that meet the criteria of tourism promotion advantage to the City of San Luis Obispo resulting in overnight stays at TBID lodging businesses. The remaining program funds are allocated to program expenses including: expanded 6 Packet Pg. 109 involvement in various tradeshows and sales efforts in 2016-17, attendance at industry conferences, and additional partnerships, marketing and promotional initiatives. The costs for certain services and program funding for the 2016-17 fiscal year were covered through the remaining 2015-16 program budget carryover including: final payment for the RaceSLO arch, the media monitoring service fee, SLO Wine annual partnership expenses, and the Strategic Plan mid-plan workshop. (Attachment C - TBID Minutes, June 8, 2016; Attachment D – Line Item Budget Allocations). Any un-appropriated fund balance from 2015-16 will be used for marketing programs in 2016- 17. Promotional Coordinating Committee The purpose of the PCC is to enhance the quality of life for residents of San Luis Obispo and to enhance the quality of experience for visitors to San Luis Obispo. This mission was the guiding force behind the budget consideration for the PCC. During the May 11, 2016 meeting, the PCC finalized the 2016-17 budget allocations and continued programmatic approach for the SLO Happenings program, Visitor Services, event promotions, and GIA funding. (Attachment D – Line Item Budget Allocations; Attachment E – PCC Minutes May 11, 2016) SLO Happenings Program In 2015-16 the PCC made a focused effort to redefine the purpose of the SLO Happening mobile app to benefit the needs of the local residents by offering a consolidated local events calendar application. The promotion of the app, the feature enhancements, and the dedication to expand the content included within the app were done in an effort to help the community engage in the cultural and recreational offering with the City. Based on the success of the division of work for the SLO Happening program in 2015-16 between the functions of technology management and program promotions, the PCC recommends for 2016-17, the technology service agreement in the amount of $15,900 with GFL Technologies for the enhancement, hosting and maintenance of the SLO Happenings app and event database. In addition, the PCC has allocated $30,000 for the promotional plan and services to FreshBuzz Media and recommends the approval of the first of three one-year term extensions noted within their agreement for the contract services. The full proposals can be reviewed in the Council Reading File. Chamber of Commerce Contract Services During the April 13, 2016 meeting, the PCC received a presentation from the Chamber of Commerce for their proposed on-going contract services which include: 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. As noted above, the Chamber requested an increase in contract funding for only the PR contract. Additionally, the Chamber requested a change to the operations of the Visitor Center impacting the hour of operation not the contract funding amount. The full proposals can be reviewed in the Council Reading File. During budget deliberations at the May 8, 2016 meeting, the PCC determined that it was of high priority to maintain contract services with the Chamber of Commerce and decided to fully fund 6 Packet Pg. 110 and authorize all of the proposals for the 2016-17 year including the remaining 40% of funding or $34,000 for the expanded public relations services with the TBID. Grants-In-Aid (GIA) Each year, the PCC offers the annual GIA process to local non-profit organizations 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 website and in the Tribune to advertise the availability of the grant funding application for local non-profit organizations. This year, the grant cycle opened on February 1, 2016 and applications were due on March 11, 2016. On February 10, 2016 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 answered questions from the applicants. The City received 26 applications with a funding request totaling $194,480. In fiscal year 2016-17, the PCC increased their available budget for GIA awards to $100,000. GIA applications can be reviewed in the Council Reading File. The PCC’s GIA subcommittee met to review the applications, compare the requests to th e grant criteria, and allocate funding accordingly. On May 18, 2016, the PCC held a public hearing with all applicants to allow for presentation and discussion before the recommendation was forwarded 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 recommendation for the 2016-17 GIA funding allocations (Attachment F – PCC Minutes May 18, 2016; Attachment G - GIA Funding Recommendations). FISCAL IMPACT The total amount currently budgeted in the 2015-17 Financial Plan for the TBID Fund for 2015- 16 is $1,434,000. 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 2015-16 will be substantially complete. The total amount currently budgeted in the 2015-17 Financial Plan for the Community Promotions Program is $403,609 in 2016-17. The PCC recommends the total GIA event funding of $100,000 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 6 Packet Pg. 111 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. AVAILABLE FOR REVIEW IN THE CITY CLERK’S OFFICE A hard copy of the Grants in Aid applications are available for public review in the City Clerk’s Office. Attachments: a a - 06-14-2016 Agenda Action Update b b - 05-11-2016 TBID Minutes c c - 06-08-2016 TBID Minutes - DRAFT d d - 2016-17 Line Item Budget Allocations e e - 05-11-2016 PCC Minutes f f - 05-18-2016- GIA Special Meeting g g - GIA 2016-17 Funding Reccommendations h h - BCA.Matchfire 2016-18 Agreement i i - Council Reading File 2016-17 TBID Marketing Plan j j - Council Reading File - Strategic Clarity Summary k k - Council Reading File - 2016-17 TBID Chamber Proposal l l - Council Reading File - SLO WINE TBID 2016-17 proposal m m - Council Reading File - SLOHappenings 2016-17 GFL Proposal n n - Council Reading File SLO Happenings 2016-17 FreshBuzz Proposal o o - Council Reading File 2016-17 PCC Chamber Proposal 6 Packet Pg. 112 Tuesday, June 14, 2016 4:00 PM REGULAR MEETING ACTION UPDATE Council Chamber 990 Palm Street San Luis Obispo Page 1 CALL TO ORDER: Mayor Jan Marx ROLL CALL: Council Members John Ashbaugh, Carlyn Christianson, Dan Rivoire, Vice Mayor Dan Carpenter, and Mayor Jan Marx BUSINESS ITEMS 1. 2016-17 WATER ENTERPRISE FUND REVIEW ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER CHRISTIANSON AND CARRIED 5-0 to: 1. Review and accept the Fiscal Year 2016-17 Water Enterprise Fund report; and 2. Conceptually approve the Fiscal Year 2016-17 Water Enterprise Fund budget, as amended (correction to Table entitled “Changes in Financial Position – Water Fund”, as outlined in the Agenda Correspondence dated June 14, 2016), with final action with the adoption of the 2016-17 Financial Plan Supplement; and 3. Approve the transfer of revenue collected for new development meters to the expenditure account for applicable meter purchases on a quarterly basis. 2. FISCAL YEAR 2016-17 SEWER ENTERPRISE FUND REVIEW ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER RIVOIRE AND CARRIED 5-0 to 1. Review and accept the Fiscal Year 2016-17 Sewer Enterprise Fund financials; and 2. Conceptually approve the Fiscal Year 2016-17 Sewer Enterprise Fund budget, with final action with the adoption of the Fiscal Year 2016-17 Financial Plan Supplement. 6.a Packet Pg. 113 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 2 3. 2016-17 TRANSIT ENTERPRISE FUND REVIEW ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER CHRISTIANSON AND CARRIED 5-0 to: 1. Review and accept the Fiscal Year (FY) 2016-17 Transit Enterprise Fund Report; and 2. Conceptually approve the FY 2016-17 Transit Enterprise Fund budget, with the adoption of the 2015-17 Financial Plan Supplement; and 3. Approve a four-year contract, with First Transit, Inc. to operate and maintain the City’s Transit system, as amended (correct discrepancy in Section 23 “Changes” per staff recommendation outlined in Agenda Correspondence dated June 14, 2016) and authorize the Mayor to execute the same; and 4. Authorize the City Manager, or the City Manager’s designee, to execute a one-year agreement extension as amended with Cal Poly for continuation of the Subsidy Agreement for Free Fare ridership on SLO Transit; and 5. As part of Short Range Transit Plan consideration (August, 2016), bring forward final recommendations for service changes and capital improvement investments; and 6. Approve the appropriation of grant money, in the amount of $186, 636, for the upgrade of the SLO Transit Automatic Vehicle Location system. 4. FISCAL YEAR 2016-17 PARKING ENTERPRISE FUND REVIEW ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CARPENTER, CARRIED 5-0 to: 1. Review and discuss the Fiscal Year (FY) 2016-17 Parking Fund Review; and 2. Conceptually approve the FY 2016-17 Parking Enterprise Fund Budget, with final actions with the adoption of the FY 2016-17 Financial Plan Supplement, as amended (amendments to the financial position table); and to direct staff to allocate $100,000 to the 2016-17 land use parking demand model; and 3. Adopt Resolution 10720 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California approving an increase in Parking Citation Fines and Forfeitures for miscellaneous violations.” 6.a Packet Pg. 114 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 3 5. 2014-15 CENTRAL SERVICE COST ALLOCATION PLANS AND COST OF SERVICE FEE STUDY ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER CHRISTIANSON, CARRIED 5-0 to: Simultaneous with the adoption of the 2015-17 Financial Plan: 1. Approve the 2014-15 Central Service Cost Allocation Plans dated May 2016; and 2. Approve the Cost of Service Study completed in December 2014 and updated in May 2016. Recessed at 5:36 p.m. 6:00 PM REGULAR MEETING Council Chamber 990 Palm Street CALL TO ORDER: Mayor Jan Marx ROLL CALL: Council Members John Ashbaugh, Carlyn Christianson, Dan Rivoire, Vice Mayor Dan Carpenter, and Mayor Jan Marx PLEDGE OF ALLEGIANCE: Council Member Christianson INTRODUCTIONS 6. CHRIS MILLER, MANAGING DIRECTOR OF THE PERFORMING ARTS CENTER SAN LUIS OBISPO (PAC) City Manager Katie Lichtig introduced Chris Miller, who summarized key goals and objectives for his first six months with the PAC. APPOINTMENTS 7. SHORT-TERM APPOINTMENT TO THE HUMAN RELATIONS COMMISSION (HRC) ACTION: MOTION BY MAYOR MARX, SECOND BY COUNCIL MEMBER ASHBAUGH, CARRIED 5-0 to: 6.a Packet Pg. 115 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 4 1. Approve a leave of absence for HRC Commissioner Maria Troy; and 2. Appoint Nancy Welts to the HRC for a short-term appointment of up to six (6) months effectively immediately. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA There were six speakers who spoke on items not on the agenda. CONSENT AGENDA A member of the public may request the Council to pull an item for discussion. Pulled items shall be heard at the close of the Consent Agenda unless a majority of the Council chooses another time. The public may comment on any and all items on the Consent Agenda within the three minute time limit. ACTION: MOTION BY COUNCIL MEMBER CHRISTIANSON, SECOND BY COUNCILMEMBER RIVOIRE, CARRIED 5-0 TO APPROVE THE CONSENT CALENDAR AS FOLLOWS: 8. WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES WAIVED, 5-0 9. MINUTES OF APRIL 5, 2016 APPROVED, 5-0 10. ADDITION OF THE CONTRIBUTING HISTORIC PROPERTY LOCATED AT 1214 MILL STREET TO THE MASTER LIST OF HISTORIC RESOURCES AS “THE THERESA TORRES TRUE HOUSE” ADOPTED RESOLUTION 10721 (2016 Series), entitled “A Resolution of the City Council of the City of San Luis Obispo, California, adding the property located at 1214 Mill Street to the Master List of Historic Resources, HIST-2842-2019”, 5-0, 11. RESOLUTION AUTHORIZING THE COUNTY’S COLLECTION OF FIRE AND LIFE SAFETY INSPECTION FEES ADOPTED RESOLUTION 10722 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California authorizing the San Luis Obispo County Auditor to collect fees for 2016-17 Fire and Life Safety Inspections of multi-dwelling properties containing three or more dwelling units on the secured property tax roll pursuant to 6.a Packet Pg. 116 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 5 California Government Code Section 54988”, 5-0 12. REVIEW AND ACCEPTANCE OF THE 2015 GENERAL PLAN ANNUAL REPORT (GENP-3108-2016) REPORT ACCEPTED, 5-0 13. SINSHEIMER PARK PLAYGROUND; SPECIFICATION NO. 90650 APPROVED THE FOLLOWING RECOMMENDATIONS, 5-0: 1. Plans and specifications for the Sinsheimer Park Playground Project (Project), Specification No. 90650; and 2. Authorize staff to advertise for construction bids and authorize the City Manager to award a contract if the lowest responsible bid is less than the Engineer’s Estimate of $529,700; and 3. Transfer of funds from the following accounts to the project’s construction phase account: a. $184,923 from the Play Equipment Replacement Master Account (91103) b. $322,023 from the Playground Equipment 13-14 Account (91246) c. $161,672 from the Santa Rosa Skate Park Account (90752) d. $62,889 from the Completed Projects General Fund Account 4. A California Multiple Award Schedule (CMAS) agreement purchase with Miracle Recreation Equipment Company in an amount not-to-exceed $165,000 for the purchase of play equipment for the Sinsheimer Park Playground project and authorize the Finance Director to execute a purchase order following the bid opening; and 5. A purchase with Columbia Cascade Company in an amount not to exceed $25,000 for the purchase of two embankment slides. 14. REQUEST FOR QUALIFICATIONS - LAND SURVEYING, ARCHITECTURE, CIVIL ENGINEERING, AND PROPERTY ACQUISITION APPROVED THE FOLLOWING RECOMMENDATIONS, 5-0: 1. Request for Qualifications (RFQ) to provide: a. Land Surveying Services, Specification No. 50410.2016.LS b. Architecture Design Services, Specification No. 50410.2016.AD c. Civil Engineering Services, Specification No. 50410.2016.CE d. Property Acquisition Services, Specification No. 50410.2016.ROW; and 2. City Manager to execute agreements with selected consulting firms; and 6.a Packet Pg. 117 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 6 3. Execute and amend Purchase Orders for individual consultant services contracts in an amount not-to-exceed the authorized project budget. 15. APPROVAL OF THE FINAL MAP FOR TRACT 2784, 625 TORO STREET (TR 176-05) ADOPTED RESOLUTION NO. 10723 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, approving the Final Map for Tract 2784 (625 Toro Street, TR 176-05),” and authorized the Mayor to execute a Subdivision Agreement, 5-0 16. ADDITION OF THE PROPERTY AT 535 HIGUERA TO THE MASTER LIST OF HISTORIC RESOURCES AS “THE ROBERT POLLARD HOUSE” ADOPTED RESOLUTION NO. 10724 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California , adding the property at 535 Higuera Street to the Master List of Historic Resources as “The Robert Pollard House” (HIST-2793- 2016)”, 5-0 17. MICROSOFT OFFICE 365 UPGRADE APPROVED THE FOLLOWING RECOMMENDATIONS, 5:0: 1. A purchase order for the purchase of Microsoft Office 365 Government Plan subscription licenses from Dell Computer Corporation in an amount not to exceed $140,500 per year for the next three years; and 2. Waiver of formal bids to cooperatively purchase Microsoft Office 365 licensing using the County of Riverside’s Microsoft Enterprise Agreement #01E73134 as allowed under 3.24.060 E. of the City of San Luis Obispo Muncipal Code; and 3. Finance and Information Technology Director to approve future purchase orders for years two and three; and 4. A contact in the amount of $45,000 to Planet Technologies for the migration of City email to the Microsoft Government Cloud using GSA Contract # GS-35F-0360J. 18. CONTROL SYSTEMS FLEET EXPANSION, SPECIFICATION NO. 91458 APPROVED THE FOLLOWING RECOMMENDATIONS, 5-0: 1. Finance Director to expand the City Fleet by two vehicles; and 2. Finance Director to execute a purchase order to Toyota of San Luis Obispo in the amount of $67,178.06 for the purchase of two 2016 Toyota Crew Cab 4 x 4 pickups. 6.a Packet Pg. 118 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 7 19. URBAN FOREST CONTRACT SERVICES APPROVED THE FOLLOWING RECOMMENDATIONS, 5:0: 1. Request for Proposal for "Urban Forestry Contract Services;" and 2. Staff to advertise for proposals; and 3. City Manager to execute agreements with the selected contractor in an amount not-to- exceed the authorized budget. 20. REQUEST FOR CONTINUED USE OF ON-CALL LIST FOR LEGAL SERVICES AUTHORIZED THE CITY ATTORNEY TO, 5-0: 1. Continued use of the current on-call list for contract legal support; and 2. Review and accept cost of living increase proposals from firms and attorneys on the current on-call list for contract legal support. PUBLIC HEARINGS 21. ADOPTION OF THE 2015 URBAN WATER MANAGEMENT PLAN (UWMP) AND AMENDMENTS TO THE GENERAL PLAN, WATER AND WASTEWATER MANAGEMENT ELEMENT ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY MAYOR MARX AND CARRIED 5-0 to: APPROVE AMENDMENTS TO “WATER SHORTAGE RESPONSE STAGES”, as outlined in Table 1 of the Staff Report (Stage Severe: Strike: “Additional outdoor irrigation restrictions may be added (such as no spray irrigation.” Add:“Water Offset Program for new connections may be increased. Outdoor irrigations may be prohibited or further restricted for all uses. Stage Extreme to include the same language.) ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER RIVOIRE AND CARRIED 5-0 TO ADOPT: 1. RESOLUTION 10725 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California approving amendments to the Water and Wastewater Management Element of the General Plan (GENP-3215-2016)” and authorizing Staff to make any necessary changes to make the UWMP interally consistent with changes to Table 1; and 6.a Packet Pg. 119 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 8 2. RESOLUTION 10726 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California approving the 2015 Update to San Luis Obispo’s Urban Water Management Plan”. BUSINESS ITEMS 22. ADOPTION OF 2016-2017 GANN LIMIT AND 2015-17 FINANCIAL PLAN SUPPLEMENTAL BUDGET ACTION: MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND MAYOR MARX BY AND CARRIED 3-2 (CHRISTIANSON AND RIVOIRE VOTING NO) to: 1. Adopted Resolution 10727 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California adopting the Appropriations Limit for 2016-17,” in compliance with Article XIII B of the State Constitution, Gann Spending Limitation Initiative”; and 2. Received the 2015-17 Financial Plan Supplemental Budget Report, including Major City Goals and Other Important Objectives progress report and the Five Year Forecast update; and 3. Adopted Resolution 10728 (2016 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California approving the 2015-17 Financial Plan Supplement, adopting the 2016-17 Budget, and amending the Fund Balance and Reserve Policy”, as amended (shift $900,000 from the proposed General Fund CIP Infrastructure Designation to the Parkland Development Fund for acquisition of parkland in the Broad Street area near Highway 101 and Foothill Boulevard) and authorizing Staff to make any other changes necessary to reflect Council direction. COUNCIL LIAISON REPORTS (Not to exceed 15 minutes) Council Members report on conferences or other City activities. Time limit—3 minutes each. None. 6.a Packet Pg. 120 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) San Luis Obispo City Council Agenda June 14, 2016 Page 9 COUNCIL COMMUNICATIONS (Not to exceed 15 minutes) At this time, any Council Member or the City Manager may ask a question for clarification, make an announcement, or report briefly on his or her activities. In addition, subject to Council Policies and Procedures, they may provide a reference to staff or other resources for factual information, request staff to report back to the Council at a subsequent meeting concerning any matter, or take action to direct staff to place a matter of business on a future agenda. (Gov. Code Sec. 54954.2) Council Members Ashbaugh, Christianson and Rivoire; and Mayor Marx provided travel disclosures. ADJOURNMENT Meeting adjourned at 11:05 p.m. The next Regular City Meeting is Tuesday, June 21, 20`6 at 6:00 p.m. Regular City Council Meetings are scheduled for Tuesday, July 21, 2016 at 4:00 p.m. and 6:00 p.m., in the Council Chamber, respectively, 990 Palm Street, San Luis Obispo, California. 6.a Packet Pg. 121 At t a c h m e n t : a - 0 6 - 1 4 - 2 0 1 6 A g e n d a A c t i o n U p d a t e ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Minutes Tourism Business Improvement District Board Wednesday, May 11, 2016 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER A Regular Meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on Wednesday, May 11, 2016 at 10:03 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Matthew Wilkins. ROLL CALL Present: Board Members Dean Hutton, Pragna Patel-Mueller, LeBren Young-Harris, and Chair Matthew Wilkins Absent Clint Pearce, Kimberly Walker, and Vice-Chair Nipool Patel Staff Present: Tourism Manager Molly Cano and Recording Secretary Kevin Christian CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, APRIL 13, 2016 ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER HARRIS, CARRIED 4-0, to approve the Minutes of the Tourism Business Improvement District Board meeting on April 13, 2016. C2. SMITH TRAVEL REPORT By consensus, the Committee directed staff to receive and file the Smith Travel Report. C3. CHAMBER PUBLIC RELATIONS REPORT By consensus, the Committee directed staff to receive and file the Chamber Public Relations Report. C4. BCA + STUDIOGOOD MARKETING REPORT By consensus, the Committee directed staff to receive and file the BCA + StudioGood Marketing Report. 6.b Packet Pg. 122 At t a c h m e n t : b - 0 5 - 1 1 - 2 0 1 6 T B I D M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Tourism Business Improvement District Board Minutes of May 11, 2016 Page 2 City of San Luis Obispo, Title, Subtitle C5. CHAMBER VISITOR CENTER REPORT By consensus, the Committee directed staff to receive and file the Chamber Visitor Center Report. C6. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Committee directed staff to receive and file the Transient Occupancy Tax Report. PRESENTATION ITEMS 1. MARKETING AGENCY MONTHLY REPORT Representative from BCA + StudioGood presented upcoming events, noted they are working on the 2016-17 TBID Marketing Plans, reported on partnership activity, and reviewed the April metrics for sanluisobispovacations.com, #ShareSLO, and various social media. 2. PUBLIC RELATIONS MONTHLY UPDATE Chamber of Commerce Director of Communications, Molly Kern, reported that San Luis Obispo placed high on a recent USA Today reader’s poll; a Liquor.com headline promoted Edna Valley over Napa and Sonoma; that Draft Magazine contained a “road trip” piece featuring SLO craft brews; and reviewed eight additional magazines with upcoming features that mention San Luis Obispo. BUSINESS ITEMS 1. ANNUAL PARTNERSHIP & FUNDING RECOMMENDATIONS TBID Management Committee Member Harris summarized the committee recommendations for funding the San Luis Obispo Chamber of Commerce 2016-17 contract as shown in Attachment A. The Board discussed the recommendation that the new “Live Chat” feature in the contract be for a two-month trial, and discussed the scope of work for guest services. Harris further reported that the Management Committee recommended funding the 2016-17 SLO Wine Country annual partnership. ACTION: MOTION BY BOARD MEMBER HARRIS, SECOND BY BOARD MEMBER HUTTON, CARRIED 4-0, to approve funding for the San Luis Obispo Chamber of Commerce 2016-17 contracts as recommended by the TBID Management Committee, specifically: • Guest Services in the amount of $34,000 a year for the 1-877-SLO-TOWN, Availability, Tradeshows • Special Promotion Partnership in the amount of $8,000 a year 6.b Packet Pg. 123 At t a c h m e n t : b - 0 5 - 1 1 - 2 0 1 6 T B I D M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Tourism Business Improvement District Board Minutes of May 11, 2016 Page 3 City of San Luis Obispo, Title, Subtitle • Live Chat Support in the amount of $4,000 for two month trial • Public Relations in the amount of $51,000 a year and jointly funded by the TBID and PCC • Media Monitoring Services in the amount of $8,000 a year ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER PATEL-MUELLER, CARRIED 4-0, to approve funding of $18,000 for the San Luis Obispo Wine Country Association 2016-17 contract, as recommended by the TBID Management Committee. 2. 2016-17 BUDGET RECOMMENDATION TBID Management Committee Member Harris summarized the committee recommendations for funding the 2016-17 TBID budget items: “Marketing Contract”; “Events Promotion”; “Tradeshows”; “Tourism Organizations/Research”, and “Support/Meetings”. The Board discussed the recommendations as compared to the 2015-16 expenditures. Board member Patel-Mueller requested that percentages be added to the budget worksheet in the future. ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER HARRIS, CARRIED 4-0, to approve the 2016-17 budget as recommended by the Management Committee. 3. MARKETING AGENCY AGREEMENT AMENDMENTS The Board discussed the need for a 2-year extension of the marketing agency agreement and their concerns regarding conflict of interest, vis-à-vis the agency’s other clients. Tourism Manager Cano reviewed that the Board’s historic position that they didn’t want the agency representing other tourism business. The Board directed the Management Committee to draft an Memorandum of Understanding (MOU) based on these discussions, at minimum defining a geographic region and outside-of-region promotion opportunity restrictions, to be presented to the Board for consideration at a future meeting. 4. TOURISM COORDINATOR JOB DESCRIPTION Tourism Manager Cano reviewed the Tourism Coordinator draft job description, noting that it will be presented to the Human Resources Department following Board approval, and then will be presented to City Council for approval on June 14th, 2016. ACTION: MOTION BY BOARD MEMBER HARRIS, SECOND BY BOARD MEMBER HUTTON, CARRIED 3-0-1, to approve the Tourism Coordinator Job Description as presented (Patel-Mueller abstained). TBID LIAISON REPORTS AND COMMUNICATION 6.b Packet Pg. 124 At t a c h m e n t : b - 0 5 - 1 1 - 2 0 1 6 T B I D M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Tourism Business Improvement District Board Minutes of May 11, 2016 Page 4 City of San Luis Obispo, Title, Subtitle 1. HOTELIER UPDATE Tourism Manager Cano reported that two new hotels, The Butler and The Lofts at SLO Brew, are expected to join the district soon. 2. MANAGEMENT COMMITTEE UPDATE No further report. 3. MARKETING COMMITTEE Marketing Committee Member Hutton mentioned that the draft 2016-17 Marketing Plan prepared by the Agency had been presented to the Committee, and noted that attending a business to business (B2B) tradeshow was discussed. 4. PCC UPDATE Chair Wilkins and Tourism Manager Cano reported that the PCC reviewed their Grants in Aid (GIA) applications and that they approved sponsorship funding for the 2016 America in Bloom Annual Symposium to be held in San Luis Obispo in October. 5. VISIT SLO COUNTY UPDATE Tourism Manager Cano stated that the Visit SLO County (VSLOC) research findings profiling visitors to SLO County will be available on June 6, 2016. She further reported that VSLOC have hired a new marketing agency; provided a status update on their strategic plan update; and noted that establishing a quarterly sales review meeting was discussed. 6. TOURISM PROGRAM UPDATE Tourism Manger Cano reported on training for “Helium” and discussed general issues with the program as reported by the properties; reviewed upcoming events and meeting dates; and noted that Council has approved a partnership with Amtrak Surfliner users for complimentary rides on SLO Transit while staying in town. ADJOURNMENT The meeting was adjourned at 12:08 to the next Regular meeting, to be held on Wednesday, June 8th, 2016. Respectfully submitted, Kevin Christian Recording Secretary 6.b Packet Pg. 125 At t a c h m e n t : b - 0 5 - 1 1 - 2 0 1 6 T B I D M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Draft – Tourism Business Improvement District Board Minutes of May 11, 2016 Page 5 City of San Luis Obispo, Title, Subtitle 6.b Packet Pg. 126 At t a c h m e n t : b - 0 5 - 1 1 - 2 0 1 6 T B I D M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Minutes - DRAFT Tourism Business Improvement District Board Wednesday, June 08, 2016 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER A Regular Meeting of the Tourism Business Improvement District Board was called to order on Wednesday, June 8th, 2016 at 10:00 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Matthew Wilkins. ROLL CALL Present: Board Members Dean Hutton, Clint Pearce, LeBren Young-Harris, Vice-Chair Nipool Patel (arrived 10:05), and Chair Matthew Wilkins. Absent: Pragna Patel-Mueller and Kimberly Walker Staff: Tourism Manager Molly Cano, Tourism Intern Maddie Kuber, and Recording Secretary Kevin Christian. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, MAY 11, 2016 ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HUTTON, CARRIED 4-0, to approve the Minutes of the Tourism Business Improvement District Board meeting on May 11, 2016. C2. SMITH TRAVEL REPORT By consensus, the Board directed staff to receive and file the Smith Travel Report. C3. CHAMBER PUBLIC RELATIONS REPORT By consensus, the Board directed staff to receive and file the Chamber Public Relations Report. C4. BCA + STUDIOGOOD MARKETING REPORT By consensus, the Board directed staff to receive and file the BCA + StudioGood Marketing Report. 6.c Packet Pg. 127 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) C5. CHAMBER VISITOR CENTER REPORT By consensus, the Board directed staff to receive and file the Chamber Visitor Center Report. C6. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Board directed staff to receive and file the Transient Occupancy Tax Report. PRESENTATIONS 1. MARKETING AGENCY MONTHLY UPDATE Representative from BCA + StudioGood presented upcoming events, reported on partnership activity, specifically reviewing work with the San Luis Obispo Wine Country Association and the upcoming Bacon and Barrels event, reviewed the May metrics for sanluisobispovacations.com, #ShareSLO, and various social media, commenting that referrals and organic traffic are trending upward, along with noting high growth for Instagram. 2. PUBLIC RELATIONS MONTHLY REPORT Molly Kern, Chamber of Commerce Director of Communications and Business Education, noted the following past month highlights support the “hub and spoke” marketing focus which the Chamber stresses. San Luis Obispo was featured in the Lonely Planet list of the top 25 things to do in California, specially noting the Amtrak Surfliner trips; San Luis Obispo is #18 on Thrillist Travel “25 Best Small US Cities To Spend The Weekend” listing, noting the millennial demographic target market; and a Gear Patrol piece titled “72 hours in San Luis Obispo County”. 3. VISIT SLO COUNTY (VSLOC) ANNUAL UPDATE Chuck Davison from Visit VSLOC presented an update on the Countywide Tourism Marketing District (TMD) activities, including a report on the American Airlines, American Way magazine partnership, an update on the VSLOC consumer research initiative and benchmark development for their strategic plan, and highlighted a Visit California sponsored trip to China. Tourism Business Improvement District Board Minutes of June 8th, 2016 – DRAFT Page 2 6.c Packet Pg. 128 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) BUSINESS ITEMS 1. PRESENTATION OF THE 2016-17 MARKETING PLAN Shari Clark, Account Executive BCA + Studio Good, presented the Marketing Plan for fiscal year 2016-17. Past plan highlights and new components were reviewed. It was noted that two new promotions similar to the “Rainy Day” campaign will be included for 2016-17, that expansion of video for paid media is a 2016-17 Plan focus, and automation for digital and social media marketing are being planned. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0, to approve the 2016-17 Marketing Plan as presented. 2. 2016-17 CONTRACTOR WORK SCOPES & AGREEMENTS TERMS The Board reviewed the 2016-17 contractor and partner work scopes for approval contingent upon City Council’s approval of the TBID operating program budget, and the Management sub-Committee presented their recommendation for the 2-year extension of the marketing contract with BCA + Studio Good. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED 4-0-1 (Pearce abstained), to approve the scope of work for the Chamber of Commerce as presented. ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY VICE CHAIR PATEL, CARRIED 5-0, to approve the scope of work for the San Luis Obispo Wine Country Association as presented. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER PEARCE, CARRIED 5-0, to approve a two year extension of the BCA + StudioGood contract. 3. MARKETING AGENCY CONFLICT OF INTEREST PARAMETERS Tourism Manger Cano reviewed the conflict of interest parameters presented in a letter of agreement from the marketing agency. By consensus the TBID Board directed staff to receive and file the letter of agreement from BCA + StudioGood outlining competing business parameters. Tourism Business Improvement District Board Minutes of June 8th, 2016 – DRAFT Page 3 6.c Packet Pg. 129 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) 4. 2016-17 EVENT PROMOTION FUNDING RECOMMENDATIONS Marketing sub-committee member Hutton reviewed the proposed 2016-17 Annual Event Promotion Sponsorship. Each item was discussed by the Board with germane details noted below. Public comment was called for on each item with none being offered. SLO Jazz Festival ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0, to approve $15,000 in funding for the SLO Jazz Festival through in-kind marketing support. Earth Day Food and Wine Festival ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0 to approve $15,000 in funding for the Earth Day Food and Wine Festival. Festival Mozaic WinterMezzo Chamber Music Series The Board discussed that the recommended funding is incentive based. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER PEARCE, CARRIED 5-0 to approve $5,000 in funding for the Festival Mozaic WinterMezzo Chamber Music Series. Roll Out the Barrels Weekend No funding was allocated at this time. A funding recommendation will be developed following the scheduled 2016 event being held later this month. San Luis Obispo International Film Festival Tourism Manager Cano reviewed past event sponsorship conflict concerns, and the Board discussed that the specific sponsorship funding for this event is to be focused on out of the area advertising and the hosting of the VIP tent. ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0, to approve $23,500 in funding for the San Luis Obispo International Film Festival. SLO Craft Beer Festival The Board discussed that the funding amount will be in-kind advertising through BCA+ Studio Good. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED 4-0-1 (Pearce abstained), to approve $9,000 in funding for the SLO Craft Beer Festival. Tourism Business Improvement District Board Minutes of June 8th, 2016 – DRAFT Page 4 6.c Packet Pg. 130 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) SLO Marathon + Half The Board discussed the decline in attendance for the event, the general demographics of the event attendees, and that the recommended funding is to be used for out of the area promotion and the establishment of a medical conference in conjunction with the race. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HUTTON, CARRIED 4-0-1 (Pearce abstained), to approve $15,000 in funding for the SLO Marathon + Half. Sustainable Agriculture Exposition Tourism Manager Cano noted that this is a new event for TBID promotion, reviewed the event’s subject and target demographic, and stressed the timing of the event. ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED 4-0-1 (Pearce abstained), to approve $10,000 in funding for the Sustainable Agriculture Exposition. 5. MARKETING COMMITTEE RECOMMENDATIONS Tourism Manager Cano reported on the two promotion requests presented to the TBID Marketing sub-committee and their funding recommendations. Steelhead Summit It was reported that the Steelhead Summit focuses on technical education regarding the restoration and recovery of Steelhead fish habitat. The event is planned to be held mid- week, the week of October 20, 2016. ACTION: MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER HUTTON, CARRIED 5-0, to approve $ 3,000 in funding for the Steelhead Summit. History Center’s Historical Guided Tour Program A brief review of the History Center’s past request for funding for this program and subsequent denial by the TBID Board was presented, followed by an explanation of how the new request conforms to the TBID Board directions following the past denial. ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY VICE CHAIR PATEL, CARRIED 5-0, to approve $ 6,700 in funding for History Center’s Historical Guided Tour Program. 6. 2016-17 BUDGET AMENDMENTS Tourism Manager Cano reviewed the remainder of the current year budget and presented recommendations for budget amendments for fiscal year 2016-17. Tourism Business Improvement District Board Minutes of June 8th, 2016 – DRAFT Page 5 6.c Packet Pg. 131 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED 5-0, to approve payment from the current budget for the RaceSLO Arch at $5,000, for the Chamber of Commerce Media Monitoring Service fee of $8,000, for the CCTC membership of $1,000, for the Smith Travel Report of $1,500, for the SLO Wine Country partnership of $18,000, and for the Strategic Plan Update of $8,000. TBID LIASON REPORTS & COMMUNICATION 1. HOTELIER UPDATE No further report 2. MANAGEMENT COMMITTEE UPDATE No further report 3. MARKETING COMMITTEE UPDATE No further report 4. PCC UPDATE None at this time. 5. VISIT SLO COUNTY UPDATE No further report 6. TOURISM PROGRAM UPDATE Tourism Manager Cano thanked Tourism Intern, Mattie Kuber, for her service and offered congratulations on her upcoming graduation. It was noted that a new intern, Katie Conroy, has been hired for the summer school quarter. She reviewed that the TBID Intern position will be considered by the City Council at their June 14, 2016, meeting, that there will be a TBID Management sub-committee meeting on June 28, 2016, and that the TBID program allocations at the City Council meeting on July 12, 2016. ADJOURNMENT The meeting was adjourned at 12:03 p.m. The next Regular TBID meeting is scheduled for Wednesday, July 13, 2016 at 10:00 a.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/2016 Tourism Business Improvement District Board Minutes of June 8th, 2016 – DRAFT Page 6 6.c Packet Pg. 132 At t a c h m e n t : c - 0 6 - 0 8 - 2 0 1 6 T B I D M i n u t e s - D R A F T ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) 2016-17 Budget Allocation Recommended by the Tourism Business Improvement District Board Campaign Elements/Contractors Workscope Budget Allocation BCA/StudioGood General Marketing Services $ 814,000 SLO Chamber of Commerce Guest Services: Telephone Fulfillment & Availability Assistance; Live Chat; Promotional Support PR Services Comprehensive program for Public Relations and Media Relations in partnership with PCC Media Monitoring Services** $ 34,000 $ 4,000 $ 8,000 $51,000 $ 8,000** 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 $ 10,000 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 2016-17 Sponsorship & Room Costs $95,500 SLO Wine Association Partnership & Room Costs** $18,000** Event Promotion General Event Promotion $108,532 Tradeshows Travel & Adventure Shows Materials for the Shows Industry Conferences $ 39,000 Strategic Plan Update Mid-Plan Workshop to update 5 year strategic clarity plan** $ 8,000** Marketing Initiatives Getaway Winners Past Due Cal Poly Rooms $ 2,500 $ 1,000 Tourism Expenses $4,000 Total Expenditure $ 1,172,032 * Does not include Staffing & Administration Overhead Fees ** Budget commitments to be paid from 2015-16 program balance 2016-17 Proposed Budget $1,213,532 *** The un-appropriated fund balance will not be known until the entire 2015-16 collection has occurred and the City’s audit has been substantially completed. 6.d Packet Pg. 133 At t a c h m e n t : d - 2 0 1 6 - 1 7 L i n e I t e m B u d g e t A l l o c a t i o n s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) 2016-17 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 $ 100,000 $ 28,000 Events & Activities Direct Events & Activities Allocations (based on applications received) SLO Happenings Promotion SLO Happenings Technology General Contract Services $ 40,000 $ 30,000 $ 15,900 $ 7,600 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 Public Relations in partnership with TBID $ 34,000 Program Support $ 5,000 Total Expenditure $ 372,000 * Does not include Tourism Manager Staffing Community Promotions Proposed Budget 2016-17 $403,609 6.d Packet Pg. 134 At t a c h m e n t : d - 2 0 1 6 - 1 7 L i n e I t e m B u d g e t A l l o c a t i o n s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Minutes Promotional Coordinating Committee Wednesday, May 11, 2016 Regular Meeting of the Promotional Coordinating Committee CALL TO ORDER A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on Wednesday, May 11, 2016 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Roberson. ROLL CALL Present: Committee Members Daniel Levi, Deborah Lewis, Patricia Loosley, Matthew Wilkins, Vice-Chair Jill Lemieux and Chair Stephanie Roberson Absent: Committee Member Palazzo Staff Present: Tourism Manager Molly Cano and Recording Secretary Kevin Christian CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, APRIL 13, 2016 ACTION: MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LEVI, CARRIED 6-0, to approve the Minutes of the Promotional Coordinating Committee meeting of April 13, 2016 as presented. C2. COMMUNITY PROMOTIONS BUDGET REPORT By consensus, the Committee directed staff to receive and file the Community Promotions Budget Report. C3. PUBLIC RELATIONS REPORT By consensus, the Committee directed staff to receive and file the Public Relations Report. C4. GRANTS-IN-AID (GIA) SUPPORT REPORT By consensus, the Committee directed staff to receive and file the Grants-In-Aid Support Report. 6.e Packet Pg. 135 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Promotional Coordinating Committee Minutes of May 11, 2016 Page 2 City of San Luis Obispo, Title, Subtitle C5. VISITOR CENTER REPORT By consensus, the Committee directed staff to receive and file the Visitor Center Report. C6. SLO HAPPENINGS PROMOTIONS REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Promotions Report. C7. SLO HAPPENINGS TECHNOLOGY REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Technology Report. C8. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Committee directed staff to receive and file the TOT Report. PRESENTATIONS 1. PUBLIC RELATIONS MONTH UPDATE Chamber of Commerce representative, Keri Forsberg, reported that San Luis Obispo placed high on a recent USA Today reader’s poll; a Liquor.com headline promoted Edna Valley over Napa and Sonoma; that Draft Magazine contained a “road trip” piece featuring SLO craft brews; and reviewed eight additional magazines with upcoming features that mention San Luis Obispo. BUSINESS ITEMS 1. 2016-17 BUDGET ALLOCATIONS The Committee discussed Business Item 3 first, then Business Items 1 and 2 together. Vice Chair Lemieux recused herself during discussion of the Chamber of Commerce contract items for the 2016-17. The Committee discussed funding Chamber of Commerce Grants Marketing Support at the same level as 2015-16, the continuation of the Visitor Center contract which is currently mid-cycle in a two-year contract, the importance of the Downtown Maps, and the proposed modification of visitor center hours to accommodate staffing a booth at Farmer’s Market. ACTION: MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 5-0, to approve the Chamber of Commerce budget request recommendations and the proposed visitor center staffing hours change, specially: 6.e Packet Pg. 136 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Promotional Coordinating Committee Minutes of May 11, 2016 Page 3 City of San Luis Obispo, Title, Subtitle • Visitor Center Operations $103,000 • Public Relations Services $34,000 and jointly funded by the TBID and PCC • GIA Marketing Support $28,000 • San Luis Obispo City Maps $8,500 The Committee reviewed the GFL Systems, Inc. and FreshBuzz Media budget request items, and discussed their priorities for the SLO Happenings app with the given budget restraints. The Committee determined that the proposed “Facebook Integration” and “Featured Evented / Mini-App” from the GFL Systems, Inc. proposal will not be pursued at this time, and noted that work on “Push Notifications” should not begin until the Committee further defines their needs. Direction on Committee priorities was given to FreshBuzz Media along with a request for them to return with contract item specifics, given the budget parameters shown in Attachment A. ACTION: MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LEWIS, CARRIED 6-0, to approve the overall 2016-17 budget recommendations as shown in attachment A. 2. 2016-17 PARTNERSHIP AGREEMENT RECOMMENDATIONS See above discussion. ACTION: MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 6-0, to approve the 2016-17 Partnership Agreement budget in thhee amount of $15,900 for GFL Technologies. ACTION: MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY VICE CHAIR LEMIEUX, CARRIED 6-0, to approve a 2016-17 Partnership Agreement budget of $30,000 for Freshbuzz Media, with the requirement that they return with details conforming to the given amount. 3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION This item was addressed prior to Items 1 and 2. The Grants-in-Aid Subcommittee recommended $100,000 for Grant Funding for 2016-17. It was noted that there were two grant applications for the funding cycle that were not recommended for funding, Arts Obispo Radio Campaign and United Way “Flavor of SLO”. The first was determined by the sub-committee to not be in alignment with the mission of the PCC, the second did not attend the mandatory pre-application meeting. The Committee generally discussed the application events and recommended funding allocations. A Special meeting for final acceptance of the recommended allocations is scheduled for May 18, 2016 at 5:30 pm. Public Comment: Bettina Swigger, Executive Director Festival Mozaic, asked what the rubric was for determining the recommended allocations. 6.e Packet Pg. 137 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Promotional Coordinating Committee Minutes of May 11, 2016 Page 4 City of San Luis Obispo, Title, Subtitle Clarification was provided on the criteria used to determine funding allocations. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA UPDATE No further updates. 2. TBID (TOURISM BUSINESS IMPROVEMENT DISTRICT) BOARD REPORT Committee Member Wilkins reported that the TBID agreed to cover 60% of the PR Contract for the Chamber of Commerce. Tourism Manager Cano reported the TBID supported a matching grant fund for the San Luis Obispo Museum of Art that would designate downtown as a “California Creative Community” and allocated additional funding for the Bacon and Barrels San Diego event. 3. TOURISM PROGRAM UPDATE Tourism Manager Cano reported that the City Council committed needed funding for the America in Bloom program at their May 3rd, 2016 meeting. It was noted that a “champion” (community group or citizen) needs to be found for this program. She further reported that the current Tourism Intern will complete her tenure the week of June 6th and that a new summer intern is being sought; noted the upcoming month events include the SLO Jazz Festival, Roll Out the Barrels, and Bacon and Barrels in San Diego; stated an Events applications meeting will be held on June 1st; and noted that City Council has approved a partnership with Amtrak Surfliner users for complimentary rides on SLO Transit while staying in town. ADJOURNMENT The meeting adjourned at 6:59 p.m. to the next Regular meeting to be held on June 8th, 2016, 5:30 p.m. Respectfully submitted, Kevin Christian, Recording Secretary 6.e Packet Pg. 138 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Promotional Coordinating Committee Minutes of May 11, 2016 Page 5 ATTACHMENT A City of San Luis Obispo, Title, Subtitle 2016-17 PCC Line Item Budget Allocations Updated: 5/4/16 Budget 2015-16 2016-17 2016-17 Budget $ 396,029 $ 403,609 $ 403,609 Total Budget $ 396,029 $ 403,609 $ 403,609 Expenditure Recommendation Requests 2015-16 2016-17 2016-17 Contractor GIA $ 123,000 $ 128,000 $ 128,000 Grant Funding $ 95,000 $ 100,000 $ 100,000 Various Recipients Grants Marketing Support $ 28,000 $ 28,000 $ 28,000 Chamber of Commerce EVENTS $ 84,300 $ 85,900 $ 67,700 Events Promotion Funding $ 40,000 $ 40,000 Various Recipients SLO Happenings Program - Technology $ 16,000 $ 15,900 $ 31,900 GFL Technologies SLO Happenings Program- Marketing $ 28,300 $ 30,000 $ 35,800 Fresh Buzz Media CONTRACT SERVICES $ 155,500 $ 153,100 $ 145,500 General Contract Services $ 12,000 $ 7,600 Various Contractors Visitors Center $ 103,000 $ 103,000 $ 103,000 Chamber of Commerce 6.e Packet Pg. 139 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & Promotional Coordinating Committee Minutes of May 11, 2016 Page 6 ATTACHMENT A City of San Luis Obispo, Title, Subtitle PR Contract $ 32,000 $ 34,000 $ 34,000 Chamber of Commerce Downtown Maps $ 8,500 $ 8,500 $ 8,500 Chamber of Commerce ADMINISTRATION $ 33,229 $ 36,609 $ 36,609 Support Cost $ 5,000 $ 5,000 $ 5,000 Staff / Support Administration (.25 FTE) $ 28,229 $ 31,609 $ 31,609 Staff / Support Total $ 396,029 $ 403,609 $ 310,109 6.e Packet Pg. 140 At t a c h m e n t : e - 0 5 - 1 1 - 2 0 1 6 P C C M i n u t e s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & Promotional Coordinating Committee Special Meeting Minutes Wednesday, May 18, 2016 5:30 pm City Hall - Council Hearing Room CALL TO ORDER: Chair Stephanie Roberson PRESENT: LeMieux, Roberson, Loosley, Wilkins, Lewis STAFF PRESENT: Molly Cano, Tourism Manager PUBLIC HEARING 1. GRANTS-IN-AID 2016-17 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 11, 2011 regular committee meeting. Many recipients provided words of thanks for the grant awards. ACTION: Moved by Lewis/Loosley to recommend to the City Council the 2016-17 GIA award allocation for BravoSLO in the amount of $3000. Motion carried 4:0:1 Abstention by Roberson ACTION: Moved by LeMieux/Lewis to recommend to the City Council the 2016-17 GIA award allocations as approved during the May 18, 2016 PCC Special Meeting. Motion carried 5:0 Meeting adjourned at 6:02 pm 6.f Packet Pg. 141 At t a c h m e n t : f - 0 5 - 1 8 - 2 0 1 6 - G I A S p e c i a l M e e t i n g ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) Organization Contact Name Event(s)Event Dates Special Meeting # of Prior Yrs Granted 2016-17 Request Committee Recommendation Comments & Funding Requirements PCC Liaisons 1 Almond Country Quilt Guild Cheryl Zelus Seven Sisters Quilt Show June 24 & June 25, 2017 yes 3 $7,500.00 $ 4,300.00 Funding to be used toward advertising expenses as outlined as the prioritized funding request within the application, specifically local newspaper advertising, niche marketing out of the area, printing of the posters and rack cards, and online marketing. 2 Cal Poly Corporation (for Cal Poly Arts)Denise Leader Stoeber Cal Poly Arts Broadway Series October 30, 2016, December 12 or 13, 2016, January 17, 2017, June 2, 2017 yes 2 $7,500.00 $ 4,000.00 Funding to be used toward the media plan expenses as outlined within the application, specifically the regional TV and radio ads. 3 California Poppy Foundation Mike Gasbarra Holiday Beer Festival December 17, 2016 yes 0 $12,000.00 $ 3,000.00 Funding to be used toward the media plan expenses, specifically radio, Facebooks, and local print like New Times. 4 Canzona Women's Ensemble Erin McCall Canzona Women's Ensemble Concerts (Choral Music)November 6, 2016, March, 2017 (TBD)yes 3 $6,500.00 $ 4,050.00 Funding to be used toward the prioritized funding requests as outlined within the application, excluding the request for mailings. 5 Central Coast Shakespeare Festival Zoe Saba Shakespeare Under the Stars July 14, 2016 - August 6, 2016 yes 2 prior to 2008 $7,610.00 $ 4,710.00 Funding to be used toward the priority 1 print ad requested as outlined within the application. 6 Cuesta College Foundation Penny Porter Friends of the CPAC 6th Annual Gala November 13, 2016 yes 0 $5,000.00 $ 4,500.00 Funding to be used toward the prioritized project complements including adverting and the printing of postcards and posters. Grant funds must not be used for toward the program printing expenses. 7 Ecologistics, Inc.Stacey Hunt Deep Green Convergence October 21-23, 2016 yes 0 $12,000.00 $ 7,155.00 Funding to be used toward the radio ands newspaper advertising expenses as outlined within the application. 8 Festival Mozaic Bettina Swigger Festival Mozaic Live Concert Broadcast in Mission Plaza July 20,2016 yes 0 $8,500.00 $ 4,400.00 Funding to be used only toward the promotional costs for the media plan as outlined within the application. (Main event termed out: funding for special feature/new event addition) 9 Foundation for San Luis Obispo County Public Libraries Susan Poteet Book and Author Series (Formerly Literary Salon)February, April and May 2017 yes 2 $12,000.00 $ 5,800.00 Funding to be used toward the prioritized project component request for funding of the online and social media advertising, print/display ads, and radio. Remaining minimal funding to be used toward the tv ads. 10 History Center of San Luis Obispo County Eva Ulz Friday Night at the Museum July 2016-June 2017 yes 1 $2,975.00 $ 2,975.00 Grant requests is full funded as requested. Funds to be used toward the prioritized project components as outlined within the application. 11 Opera San Luis Obispo Sharon Dobson La boheme: A City-Wide Arts Collaboration October 15-16, 2015 yes 5 $12,000.00 $ 4,000.00 Funding to be used equally toward radio and print advertising. 12 Orchestra Novo Zette Harbour Oz with Orchestra December 31, 2016 yes 0 $11,997.00 $ 5,077.00 Funding to be used toward Central Coast public radio and New Times advertising as presented within the media plan, and the placement of the street banner. 13 Performing Arts Center, San Luis Obispo Andrea Castillo BravoSLO October 1, 2016 yes 0 $5,000.00 $ 3,000.00 Funding to be used toward the prioritized project component requests, specifically $2000 toward print advertising and $1000 toward radio advertising. 14 Saint Andrew Greek Orthodox Church Susan Gerakaris An Evening in Greece October 15, 2016 yes 2 $4,500.00 $ 3,000.00 Funding to be used toward the media plan as presented. 15 San Luis Obispo Classical Academy Cozy Faber An Evening with Garrison Keillor November 16, 2016 yes 0 $12,000.00 $ 5,683.00 Funding to be used toward the prioritized list of project components requested, specifically television media advertising, social media advertising, and print media advertising. 16 San Luis Obispo County Arts Council dba ARTS Obispo Angela Tahti A year-long radio marketing campaign July 2016-June 2017 yes 0 $3,641.40 $ - Funding not recommended. 17 San Luis Obispo County Arts Council dba ARTS Obispo Angela Tahti Children's Day in the Plaza with Passport to the Arts April , 2017 yes 2 $4,500.00 $ 4,500.00 Grant requests is full funded as requested. Funds to be used toward the prioritized project components as outlined within the application. 18 San Luis Obispo Little Theatre Patty Thayer SLO Little Theatre 70th Anniversary Season July 1, 2016 - June 30, 2017 yes 4 $7,000.00 $ 7,000.00 Grant requests is full funded as requested. Funds to be used toward the prioritized project components as outlined within the application. 19 San Luis Obispo Railroad Museum Tom Mitchell Central Coast Railroad Festival October 7, 8, 9 2016 yes 4 $10,000.00 $ 3,750.00 Funding to be used toward media plan, specifically radio ads, Tribune ads, and Trains Magazine are presented within the media plan. 20 San Luis Obispo Soccer Club Hugh Payne SLO Summer Classic 2016 August 5, 6, 7, 2016 yes 4 $5,770.00 $ 2,000.00 Funding to be used toward the media plan. 1st year on the sustainability track for funding. 21 San Luis Obispo Vocal Arts Ensemble Sarah Maggelet Vocal Arts Ensemble 40th Anniversary Year September 2016 - June 2017 yes 4 $7,500.00 $ 6,000.00 Funding to be used toward the media buy requested within the prioritized list on project components. Grant funding excludes the request for graphic design of marketing materials. 22 SLO Downtown Association Jennifer DiSanto 41st Annual Holiday Parade December 2, 2016 yes 1 $5,443.00 $ 2,500.00 Funding to be used toward the prioritized list of project components as requested within the application. 23 SLO Downtown Association Jennifer DiSanto 21st Annual Concerts in the Plaza Fridays, June 10th - September 9th, 2016 yes 1 $10,021.00 $ 2,500.00 Funding to be used toward the prioritized list of project components as requested within the application. 24 SLO Downtown Association Jennifer DiSanto Santa's House Friday, November 25th - Saturday, December 24th 2016 yes 0 $4,486.00 $ 2,500.00 Funding to be used toward the prioritized list of project components as requested within the application. 25 SLO Noor Foundation Consuelo Meux Compassionate Hearts of Noor June 25, 2017 yes 1 $3,600.00 $ 3,600.00 Grant request is full funded as requested. Funds to be used toward the prioritized project components as outlined within the application. 26 United Way of San Luis Obispo County Rachel Cementina Flavor of SLO 2016 April 29, 2017 no 3 $5,437.00 $ - Funding not recommended due to no attendance at the mandatory application meeting. $ 194,480 $ 100,000 2016-17 GIA Reccomendations 6.g Packet Pg. 142 At t a c h m e n t : g - G I A 2 0 1 6 - 1 7 F u n d i n g R e c c o m m e n d a t i o n s ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S 1 FIRST EXTENSION OF AGREEMENT THIS FIRST EXTENSION OF AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and BCA/Matchfire (as successor in interest to Studio Good), hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on July 8, 2014, the City entered into an Agreement with Contractor for marketing services (the “Agreement”). The term of the Agreement was for two years terminating on June 30, 2016. The Agreement allowed for two two-year extensions by mutual consent of the parties; and WHEREAS, the Contractor has performed the terms and conditions of the Agreement to the City’s and TBID’s satisfaction; and WHEREAS, on June 8, 2016 the TBID received a presentation from Contractor regarding a first extension of the Agreement for fiscal years 2016-17 and 2017-18 based on the TBID’s request; and WHEREAS, the TBID recommended extending the Agreement for a two-year term as permissible under the initial Agreement terms; and WHEREAS, the City considered the TBID’s recommendation and approved the Agreement extension. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. The term of the Agreement is hereby extended for an additional two years, terminating on June 30, 2018 unless further extended by mutual agreement of both parties. 2. City will pay and Contractor shall receive compensation in a total sum not to exceed $814,500 for 2016- 17 and $814,500 for 2017-18. 3. All other terms and conditions in the Agreement shall remain in full force and effect and are incorporated herein by this reference. [Signatures on following page] 6.h Packet Pg. 143 At t a c h m e n t : h - B C A . M a t c h f i r e 2 0 1 6 - 1 8 A g r e e m e n t ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C ) 2 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: City Clerk Jan Howell Marx, Mayor APPROVED AS TO FORM: CONTRACTOR: By: City Attorney Barnett Cox & Associates 6.h Packet Pg. 144 At t a c h m e n t : h - B C A . M a t c h f i r e 2 0 1 6 - 1 8 A g r e e m e n t ( 1 4 0 6 : 2 0 1 6 - 1 7 C O M M U N I T Y P R O M O T I O N S P R O G R A M – T B I D & P C C )