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Home My WebLink AboutC1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, February 8, 2017 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, February 8, 2017 at 10:00 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Wilkins. ROLL CALL Present: Board Members Dean Hutton, Clint Pearce (10:17), Pragna Patel-Mueller (10:03), LeBren Young-Harris, Vice-Chair Nipool Patel, and Chair Matthew Wilkins Absent: Amy Swink Staff: Tourism Manager Molly Cano, Tourism Coordinator Liesel Kuehl, and Recording Secretary Kevin Christian. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None CONSENT AGENDA Item considered following Presentation 3, due to lack of quorum. ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER YOUNG-HARRIS, CARRIED (5-0-1, HUTTON ABSTAINED), to approve Consent Calendar Items C1 through C6. C1. Minutes of regular meeting on Wednesday, January 11, 2017 C2. Smith Travel Report C3. Chamber Public Relations Report C4. BCA + Matchfire Marketing Report C5. Chamber Visitor Center Report C6. Transit Occupancy Tax (TOT) Report DRAFT Minutes – Tourism Business Improvement District Board Meeting of February 8, 2017 Page 2 PRESENTATIONS Item considered prior to Consent Agenda items, due to lack of quorum. 1. SLO MUSEUM OF ART Jeff Al-Mashat, SLO Museum of Art Capital Campaign Director, introduced himself and presented a report on the San Luis Obispo Museum of Art’s capital campaign. Public Comments: None. ---End of Public Comments--- No action was taken on this item. 2. SLO WINE MID YEAR REPORT Heather Muran, Executive Director SLO Wine Country Association, presented the mid- year activity report for the SLO TBID partnership contract. Highlights included a review of associate member benefits, digital communications metrics, and a review of customer demographics. It was noted that out-of-state visitors peak in June and Bay Area visitors trend in the off-season. Public Comments: None. ---End of Public Comments--- No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Meeting of February 8, 2017 Page 3 3. RACESLO UPDATE Samantha Pruitt, CEO Race SLO, presented an update on the 2017 SLO Marathon & the Healthy Running Conference. A demographic review of the participants was presented along with the economic impact of each event. New events for 2017 were reported on and the new course for the SLO Marathon was reviewed, stressing the community outreach being done related to the new course. Of particular note is a new event for the California Military Department, scheduled for March 2018 at Camp San Luis Obispo. Public Comments: None. ---End of Public Comments--- No action was taken on this item. The Consent Agenda Items were considered at this time. 4. MARKETING AGENCY MONTHLY REPORT Representatives from BCA + Matchfire presented the monthly activity report for their TBID marketing activities over the past quarter. Recent and upcoming events were reviewed, the revised Discover San Luis Obispo brochure/map was presented, and it was noted that the Digital Advertising campaign continues to grow along with overall digital metrics. The new “Hotel Abandonment” email function, which sends an email to anybody who has looked at a property page but didn’t book a stay, was presented. Responding to Board member questions concerning the lodging loyalty program, a discussion of the room-stay parameters and tracking method of the program ensued. Public Comments: None. ---End of Public Comments--- No action was taken on this item. 5. CHAMBER OF COMMERCE MONTHLY REPORT Chamber of Commerce representative Molly Kern, Director of Communications and Business Education, presented the activity report for the public relations and phone/availability contracts for January. Successes with the LA Times and the East Bay Times concerning the Rainy Day promotion were discussed, along with upcoming opportunities with the Fodors’s CA Guide 2018 update. DRAFT Minutes – Tourism Business Improvement District Board Meeting of February 8, 2017 Page 4 Public Comments: None. ---End of Public Comments--- No action was taken on this item. BUSINESS ITEMS Business Item 4 was considered first and Business Item 3 was considered second. 1. 2016-17 MID YEAR BUDGET UPDATE & 2017-19 FINANCIAL PLAN Tourism Manager Cano reviewed the mid-year budget, discussed the current TBID Program fund balance and projections for 2017-19, and reviewed the timeline for the 2017-19 Financial Plan creation. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER YOUNG-HARRIS, CARRIED (6-0), to carry over $ 100,000 of the current fund balance to 2017-18 program budget and hold $ 53,000 for possible use in the current fiscal cycle. Board Member Pragna Patel-Mueller and Vice-Chair Nipool Patel left the meeting: 11:42. ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER PEARCE, CARRIED (4-0), to use $14,000 of the fund balance for the Rainy-Day promotion. 2. STRATEGIC PLAN UPDATE COMMITTEE ASSIGNMENTS The Management Committee members reviewed committee assignments for the Strategic Imperatives and Initiatives. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER HUTTON, SECOND BY BOARD MEMBER YOUNG-HARRIS, CARRIED (4-0), to accept the sub-committee assignments as presented. DRAFT Minutes – Tourism Business Improvement District Board Meeting of February 8, 2017 Page 5 3. MARKETING COMMITTEE RECOMMENDATIONS This item was considered second. Tourism Manager Cano and Board Member Hutton reviewed available funding and recommended that it be held for future Arts funding. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HUTTON, CARRIED (4-0), if available to use the remaining funds from the Festival Mozaic Winter Mezzo sponsorship for the Rainy Day promotion. 4. REVIEW OF COMMITTEE BYLAWS This item was considered first. Tourism Manager Cano reviewed the biannual Advisory Bodies bylaws review process along with changes made to the TBID bylaws in the past four years. The Board reviewed the current TBID bylaws and Tourism Manager Cano answered questions concerning recruitment. Board Member Patel-Mueller suggested that Board Members should be making the recommendations for who is appointed to the Board, rather than Council, with final Council approval. The proposal was discussed by the Board and it was determined that this is a process discussion rather than a bylaw issue. Staff noted that the discussed topics of; interview appointment scheduling, Board-member make-up of the interview panel, and what the time lapse requirement is for possible reappointment following reaching term limits, will be researched by staff. Public Comments: None. ---End of Public Comments--- No action was taken on this item. DRAFT Minutes – Tourism Business Improvement District Board Meeting of February 8, 2017 Page 6 BUSINESS ITEMS 1. HOTELIER UPDATE No updates at this time. 2. MANAGEMENT COMMITTEE UPDATE No further report. 3. MARKETING COMMITTEE UPDATE Tourism Manager Cano reviewed that there was a request to redesign the website layout for Hotel pages on the website. 4. PCC UPDATE Chair Wilkins reviewed the PCC Strategic Plan update process to date. 5. VISIT SLO COUNTY UPDATE Board Member Pearce reviewed discussions on SAVOR on the Road, the current Conference Center Feasibility Study, and noted that the new name for VSLOC is Visit SLO CAL 6. TOURISM PROGRAM UPDATE Tourism Manager Cano;  Introduced Tourism Coordinator Leisel Kuehl, noting that her focus so far has been on the Rainy Day promotion, and that she will be attending the upcoming tradeshows.  Reported that Board members Swink and Young-Harris terms are up for reappointment, and that Board member Hutton is termed out. It was noted that a past board member has applied for the open seat.  Reviewed the upcoming tradeshow schedule, Visit California Outlook Forum, and provided a brief update on planning for the Amgen Tour of California downtown festival.  Notified the Board that the next Management committee meeting will be held on February 21, 2017. ADJOURNMENT The meeting was adjourned at 11:58 a.m. The next Regular meeting of the Tourism Business Improvement District Board is scheduled for Wednesday, March 8, 2017 at 10:00 a.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/2017