HomeMy WebLinkAbout05-10-2017 PCC Minutes
Minutes
PROMOTIONAL COORDINATING COMMITTEE
Wednesday, May 10, 2017
Regular Meeting of the Promotional Coordinating Committee
CALL TO ORDER
A Regular Meeting of the Promotional Coordinating Committee was called to order on
Wednesday, May 10, 2017 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm
Street, San Luis Obispo, California, by Chair Daniel Levi.
ROLL CALL
Present: Committee Members, Diana Cozzi, Vice-Chair Patricia Loosley, Matthew Wilkins
(5:37), and Chair Daniel Levi.
Absent: Committee Members Zoya Dixon, Sasha Palazzo, and Jill LeMieux
Staff: Tourism Manager Molly Cano, and Recording Secretary Kevin Christian.
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None.
CONSENT AGENDA
Consent items were reviewed following Presentation Item 1.
ACTION: MOTION BY COMMITTEE MEMBER LOOSLEY, SECOND BY COMMITTEE
MEMBER COZZI, CARRIED (4-0) to approve the Consent Agenda items C1 to C8.
C.1 Minutes of the Meeting on April 12, 2017
C.2 Community Promotions Budget Report
C.3 Public Relations Report
C.4 Grants-in-Aid (GIA) Support Report
C.5 Visitors Center Report
C.6 SLO Happenings Promotions Report
Minutes – Promotional Coordinating Committee Meeting of May 10, 2017 Page 2
C.7 SLO Happenings Technology Report
C.8 TOT Report
PRESENTATIONS
This item was presented following the call for Public Comment On Items Not On the Agenda.
1. SLO Chamber of Commerce Monthly Report
Chamber of Commerce representative Molly Kern, Director of Communications and
Business Education, presented the public relations activities report for the past month.
Highlights included a review of Hosted Experiences, television programs, and
magazines pieces which featured San Luis Obispo. An increase of pieces covering
travel on the Amtrak Coast Star Light was specifically noted.
Public Comments:
None.
---End of Public Comments---
BUSINESS ITEMS
1. 2017-18 SLO Happenings Program Proposals
Contractors for SOLVE and GFL presented their 2017-18 proposals for the SLO
Happenings program based on the direction and work scope requests given by the
committee during the April meeting. SOLVE presented a detailed review of their
proposed promotional strategies along with event promotion outreach strategies, and
responded to committee questions. GFL presented highlights of proposed changes for
2017-18, reviewed ongoing management and maintenance of the app, and responded to
committee questions.
Public Comments:
None.
---End of Public Comments---
ACTION: MOTION BY COMMITTEE MEMBER WILKINS, SECOND BY COMMITTEE
MEMBER LOOSLEY, CARRIED (4-0) to form a task force consisting of Committee Members
Wilkins and Levi for a one month period, to review the SLO Happenings app user experience,
and provide feedback to the contractors.
Minutes – Promotional Coordinating Committee Meeting of May 10, 2017 Page 3
2. 2017-19 Budget Allocations
Tourism Manager Cano reviewed the proposed budget allocations for the 2017-19
Community Promotions budget.
Public Comments:
None.
---End of Public Comments---
ACTION: MOTION BY COMMITTEE MEMBER LOOSLEY, SECOND BY COMMITTEE
MEMBER COZZI, CARRIED (4-0) to approve the budget as presented (Attachment A).
3. Contractor Agreement Recommendations
The Committee discussed terms of the agreements for the SLO Chamber of Commerce,
SOLVE, and GFL Systems.
By consensus as discussed during presentation of Business Item 1, the Committee
agreed to the overall cost presented by SOLVE and GFL Specific work scope budget
line item discussion will be held during the June meeting following recommendations
to be made by the formed task force.
Public Comments:
None.
---End of Public Comments---
ACTION: MOTION BY COMMITTEE MEMBER WILKINS, SECOND BY COMMITTEE
MEMBER LOOSLEY, CARRIED (4-0) to approve the SLO Chamber of Commerce agreement
for Visitor Center and Public Relations on a 2-year term, GIA Support, and City Maps.
Minutes – Promotional Coordinating Committee Meeting of May 10, 2017 Page 4
4. 2017-18 Grants-In-Aid (GIA) Preliminary Recommendation
The GIA sub-committee presented their preliminary 2017-18 funding recommendations
reviewing each of the twenty-five applicants. “Comments and Funding Requirements”
notes were modified per committee discussion and will be presented to applicants
during the upcoming special meeting.
Public Comments:
None.
---End of Public Comments---
No action was taken at this time.
5. 2017-18 Annual Event Promotion Application
The committee reviewed the following revised 2017-18 Annual Event Promotion
Application and timeline:
June 19 – application information available
June 21 – special meeting of the Events Promotion subcommittee
July 21 – completed application due
July 31 to August 4 – Events required question and answer session with
subcommittee
August 9 – subcommittee recommendations presented to PCC/TBID
September – grants available to approved organizations
Public Comments:
None.
---End of Public Comments---
ACTION: MOTION BY COMMITTEE MEMBER LOOSLEY, SECOND BY COMMITTEE
MEMBER COZI, CARRIED (4-0) to accept the revised timeline as presented, contingent on
approval by the TBID.
PCC LIAISON REPORTS AND COMMUNICATION
1. Grants In Aid (GIA) Update
No additional reports at this time.
Minutes – Promotional Coordinating Committee Meeting of May 10, 2017 Page 5
2. TBID Board Report
Committee Member Wilkins reviewed the May 10, 2017 meeting, noting that the Board
approved their budget and approved funding for Tourism Manager Cano to attend the
IPW tradeshow in June.
3. Tourism Program Update
Tourism Manager Cano reviewed the following:
- Inaugural flight to Seattle
- Visit SLO CAL Tourism Exchange activities
- CCTC retreat review
- The next Visit California meeting will be held May 31, 2017
- AMGEN Tour of California May 16th activities and downtown “block party”
- Jazz Festival May 20th need for additional ticket sales
- There will be a special PCC GIA meeting to announce specific grant award
allocation on May 17th.
ADJOURNMENT
The meeting was adjourned at 7:29 p.m. The next regular meeting of the Promotional
Coordinating Committee is scheduled for Wednesday, June 14, 2017 at 5:30 p.m., in the Council
Hearing Room, 990 Palm Street, San Luis Obispo, California.
APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: 006/14/2017
ATTACHMENT A Minutes – Promotional Coordinating Committee Meeting of May 10, 2017 Page 6 Budget 2017‐19Amount 2017‐18 Projected 2018‐19 ProjectedBudget 403,609$ 404,688$ Carryover 6,000$ Total Budget 409,609$ 404,688$ ‐$ Expenditure2016‐2017 2017‐18 2018‐19 NotesExpenditureGrants‐in‐Aid Program 100,000$ 100,000$ Grants‐in‐Aid Support 28,000$ 28,000$ Events Promotion 40,000$ 40,000$ SLO Happenings Program (Tech) 15,900$ 8,000$ SLO Happenings Program (Marketing/Support) 30,000$ 30,000$ General Contract Services 13,600$ 5,649$ Visitors Center103,000$ 112,600$ 112,600$ 2 year request PR Contract 34,000$ 34,000$ 34,000$ 2 year with exisiting 60/40 split with TBID Downtown Maps 8,500$ 8,750$ Support Cost 5,000$ 5,000$ Media Monitoring Services ‐$ $8400 in the proposal‐ TBID has covered 100% in past 2 years Administration (.25 FTE) 31,609$ 32,689$ 34,326$ Subtotal Amount 409,609$ 404,688$ 180,926$ Funds Remaining ‐$ ‐$ (180,926)$ Total404,688$ ‐$ Community Promotions Budget Worksheet