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Home My WebLink About06-21-2017 TBID minutes Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 1 Minutes TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, June 21, 2017 Special Meeting of the Tourism Business Improvement District Board CALL TO ORDER A Special Meeting of the Tourism Business Improvement District Board was called to order on Wednesday, June 21, 2017 at 11:04 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Wilkins. ROLL CALL Present: Board Members Pragna Patel-Mueller, LeBren Young-Harris, Kimberly Walker, Clint Pearce, Chair Matthew Wilkins, and Vice Chair Nipool Patel Absent: (one seat empty) Staff: Tourism Manager Molly Cano and Tourism Coordinator Liesel Kuehl PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Angee Johnson of Taste SLO commented on her food and beverage tours of downtown. CONSENT AGENDA ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER PEARCE, CARRIED 6-0, to approve the Consent Calendar Items C1 through C6. C1. Minutes of regular meeting on Wednesday, May 10, 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 Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 2 PRESENTATIONS 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 Thrillist naming SLO the best small towns to visit and one of the top getaway destinations by Jetset Times. Public Comments: None. ---End of Public Comments--- No action was taken on this item. 2. Marketing Agency Monthly Report Representatives from BCA + MatchFire presented their marketing activities for the past month for the SLO TBID. Current promotions, promotional metrics, and newsletter items were reviewed. Highlights included a review of impressions of digital ads, updates to the website and over 200 new leads for newsletters. Public Comments: None. ---End of Public Comments--- No action was taken on this item. Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 3 BUSINESS ITEMS 1. Presentation of the 2017-18 Marketing Plan The Marketing Committee and the marketing agency representatives presented the marketing plan document for fiscal year 2017-18 for Board adoption. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY VICE CHAIR PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED 6-0, to approve Marketing Plan as presented. 2. 2017-18 Contractor Work Scopes and Agreement Terms The Board reviewed the 2017-18 contractor and partner work scopes for approval contingent upon City Council’s approval of the TBID operating program budget. The Board recommended to add a section to Cal Poly Athletics’ contract specifically for halftime promotions during basketball and football games. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WALKER, SECOND BY VICE CHAIR PATEL, CARRIED (6-0), to approve the contractor work scopes and agreement terms for Cal Poly Athletics and SLO Wine. ACTION: MOTION BY BOARD MEMBER WALKER, SECOND BY VICE CHAIR PATEL, BOARD MEMBER PEARCE ABSTENTION, CARRIED (5-0-1), to approve the contractor work scopes and agreement terms with the Chamber of Commerce for Guest Services and Public Relations. 3. 2017-18 Annual Event Promotion Application The Board considered the 2017-18 Annual Event Promotion Application and revised timeline. Public Comments: None. Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 4 ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WALKER, SECOND BY VICE CHAIR PATEL, CARRIED 6-0, directed staff to release the application. 4. 2017-18 Trade Show Strategy and Participation The Marketing Committee and staff presented the 2017-18 tradeshow strategy and the specific show participation recommendation for the Board’s approval. The Board discussed the participation in only the San Diego and Denver shows for the Travel & Adventure Show series. They also approved the participation in IPW co-op with Visit SLO CAL and directed staff to explore an additional show for the Marketing Committee’s consideration. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER HARRIS, SECOND BY VICE CHAIR PATEL, CARRIED 6-0, to approve the Tradeshow strategy and participation as recommended. 5. Marketing Committee Recommendation The Marketing Committee presented their recommendations for sponsorship funding for the 2017 Sustainable Ag Expo and the 2017 Grass Volleyball Tournament. The funding for the Grass Volleyball Tournament will be contingent on the Marketing Committee’s acceptance and approval of the sponsorship application. Public Comments: ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WALKER, SECOND BY BOARD MEMBER HARRIS, PEARCE ABSTENTION, CARRIED 5-0-1, to approve sponsorship funding in the amount of $7,500 for the 2017 Sustainable Ag Expo. MOTION BY BOARD MEMBER PEARCE, SECOND BY BOARD MEMBER WALKER, CARRIED 6-0, $5,000 for the 2017 Grass Volleyball Tournament contingent on the Marketing Committee’s acceptance and approval of the sponsorship application. Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 5 6. Approval of Strategic Plan Action Steps The Board reviewed and approved the action steps the for the Strategic Plan Update as recommended by the Management Committee and Marketing Committee. The Board would like to explore the addition of language to adopt a position on homestay policies. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WALKER , SECOND BY BOARD MEMBER PATEL-MUELLER, CARRIED (6-0), to approve the Strategic Plan Update action steps as presented. TBID LIAISON REPORTS &COMMUNICATIONS 1. Hotelier Update - Patel-Mueller commented on addressing issues to maintain safe environments at hotel properties. - Wilkins commented that electricity was lost on Monterey Street during Cal Poly graduation weekend. - Harris commented on emphasizing the TBID’s goals in the event sponsorship application process. 2. Management Committee Update No further updates at this time. 3. Marketing Committee Update No further updates at this time. 4. Promotional Coordinating Committee (PCC) Update Chair Wilkins reported on the current status of PCC GIA event applications, May 10, 2017. 5. Visit SLOCAL Update Tourism Manager Cano provided a current update on Visit SLO CAL activities. - Highway 1 Support - Liaison meeting with the Mayor, City Manager, VSC, Pearce, Patel and Cano in July Minutes – Tourism Business Improvement District Board Meeting of June 21, 2017 Page 6 6. Tourism Program Update Tourism Manager Cano reviewed the following: ‐ Event Application Informational Meeting o July 5th at 11:30 am in the Council Chambers ‐ Board Seat o Open recruitment for the open seat o One application has already been received o Interview scheduled for later this week ‐ IPW- o Washington DC – 6/3-6/8 o Held over 55 appointments o Focused on targeted international markets: UK, China, Germany, Mexico/South America, South Korea – in line with the VSC international participation o Met with international OTAs, receptives, operators o Leads have been distributed to TBID members ‐ Visit California o June 20 in person Rural Committee meeting o ATTA influencer FAM (mission & farmers with SLO), year end reports, and grant application ‐ Amgen Tour of CA – recap o Tuesday May 16 o Ride came through SLO o Very large turnout for race viewing o Currently debriefing with all organizations involved and considering next steps for next year as route is defined ‐ SLO Jazz Festival – May 20 o Internal meeting with Scott & team next week for initial debrief and prep for his final report ‐ Coming Up: Roll Out the Barrels – June 22-24 o Stay in SLO ticket package – over 12 packages sold ‐ Cal Travel Summit – June 27-29 o Newport Beach ADJOURNMENT The meeting was adjourned at 12:40 p.m. The next Regular meeting of the Tourism Business Improvement District Board is scheduled for Wednesday, July 12, 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: 07/12/2017