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Home My WebLink About05-09-2018 TBID minutes Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 1 Minutes TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, May 9, 2018 Tourism Business Improvement District Board CALL TO ORDER A Meeting of the Tourism Business Improvement District Board was called to order on Wednesday, May 9, 2018 at 10:02 a.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Board Member Patel. ROLL CALL Present: Board Members Nipool Patel, LeBren Young-Harris, and Chair Bruce Skidmore, and Vice Chair Matthew Wilkins (10:06 am) Absent: Board Member Clint Pearce and Pragna Patel-Mueller, Kimberly Walker Staff: Tourism Manager Molly Cano, Tourism Coordinator Chantal Burns, and Deputy City Clerk Heather Goodwin PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. Chair Skidmore requested to reorder the agenda to hear Presentations before the Consent Agenda. By Consensus, the Board reordered the agenda as requested. PRESENTATIONS 1. Marketing Agency Monthly Report Representatives from AMF Media Group + MatchFire reviewed their marketing activities from the past month for the SLO TBID and responded to Board questions. Public Comments: None ---End of Public Comments--- No action was taken on this item Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 2 2. SLO Chamber of Commerce Monthly Report Chamber of Commerce representatives Molly Kern, Director of Communications and Business Education, reviewed the business activity and public relations activities from the past month for the SLO TBID. The review of their public relations efforts included outreach with the San Luis Obispo Travel Guide, Amtrak, the Film Festival, Food Net Work, noting that San Luis Obispo is known for its Tri-tip, and responded to Board questions. Public Comments: None. ---End of Public Comments--- No action was taken on this item. CONSENT AGENDA ACTION: MOTION BY BOARD MEMBER PATEL BY BOARD MEMBER WILKINS, CARRIED 4-0, to approve the Consent Calendar Items C1 through C6. C1. Minutes of Meeting on Wednesday, April 11, 2018 C2. Smith Travel Report C3. Chamber Public Relations Report C4. AMF + Matchfire Marketing Report C5. Chamber of Commerce Guest Services Report C6. Transit Occupancy Tax (TOT) Report BUSINESS ITEMS 1. 2018-19 TBID Budget Recommendation Tourism Manager Cano and members of the Management Committee reviewed the 2018- 19 budget allocation recommendations from the Management Committee. Responded to board member questions. Public Comments: None. ---End of Public Comments--- Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 3 ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED (4-0), to allocate the remaining 2016-17 fund balance into the 2017-18 program budget. ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER WILKINS, CARRIED (4-0), to approve the budget as presented including the carryover of the remaining 2017-18 program budget into the program budget for 2018-19. 2. Contractor & Partnership Funding Recommendations Tourism Manager Cano presented recommendations on behalf of the Management Committee for contractor and partnership agreement approvals for the final two-year contract extension with AMF/Matchfire, SLO Chamber of Commerce and SLO Wine Country Association. Responded to board member questions. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED (4-0), to approve the two-year contract extension to AMF/Matchfire in the amount of $850,000. ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED (4-0), to approve the San Luis Obispo Chamber proposal. ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER WILKINS, CARRIED (4-0), to approve the SLO Wine proposal. 3. 2017-2018 Mid-Year Event Applications & 2018-2019 Annual Application Tourism Manager Cano presented recommendations on behalf of the Marketing Committee for funding allocations for the mid-year event sponsorship requests for the Sustainable Ag Expo, SLO Ultra, and Grass Volleyball Tournament. The committee also recommended the approval of the 2018-19 Annual Event Promotion application. Responded to board member questions. Public Comments: None. Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 4 ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WILKINS, SECOND BY BOARD MEMBER PATEL, CARRIED (4-0), to 1) Approve of Sustainable Ag Expo in the amount of $7500 out of remaining 2017-18 events budget and 2) Approve of SLO Ultra in the amount of $5000 out of remaining 2017-18 events budget. ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER HARRIS, CARRIED (4-0), to approval of 2018-19 events application with direction to staff to open the 2018-19 events sponsorship application period in June, contingent on approval by the Promotional Coordinating Committee. By consensus, the Board took no action on the Grass Volleyball Tournament item. 4. Event Promotion Strategy & Partnership Tourism Manager Cano a representative from MatchFire presented recommendations on behalf of the Marketing Committee for the funding of a new ShareSLO /SLO Happenings event promotion strategy including the development of a new events calendar solution on SanLuisObispoVacations.com in partnership with the Promotional Coordinating Committee (PCC). Responded to board member questions. Public Comments: None. ---End of Public Comments--- ACTION: MOTION BY BOARD MEMBER WILKINS, SECOND BY BOARD MEMBER HARRIS, CARRIED (4-0), to approval of the proposal in the amount of $41,000 from the 2016-17 fund balance. 5. Marketing Committee Recommendations Tourism Manager Cano and a representative from AMF Media Group presented recommendations on behalf of the Marketing Committee for the funding recommendations for various collateral and advertising expenditures to carry the TBID marketing programs through the summer quarter. Noteworthy marketing items discussed were promotional swag, stickers, folders, flash drives, bound journals, reusable bags, socks, gum, and four-foot foam letters. Responded to board member questions. Public Comments: None. ---End of Public Comments--- Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 5 ACTION: MOTION BY BOARD MEMBER WILKINS, SECOND BY BOARD MEMBER PATEL, CARRIED (4-0), to approve proposal as amended in the amount of $35,500 from the 2016-17 fund balance. TBID LIAISON REPORTS & COMMUNICATIONS 1. Hotelier Update Board members reviewed their current activities. Tourism Manager Cano provided an update on La Quinta Inn and Suites, The Kinney, and the Rose Garden Inn. 2. Management Committee Update No further report. 3. Marketing Committee Update No further report. 4. Promotional Coordinating Committee (PCC) Update No further report. 5. Visit SLO CAL Update Board Member Patel briefly reviewed progress on the Tourism Exchange. 6. Tourism Program Update Tourism Manager Cano reviewed and reported on the following: ‐ IPW  Planning underway with SLO CAL & CCTC  May 19-24, Denver  Check in meeting with SLO CAL on Monday to review appointment schedule ‐ The Central Coast Tourism Council Retreat  East Coast Initiative  End of year report with VCA and grant application for 2018-19 ‐ SLO Discovery Weekend - TBID program with Cal Poly Parent & Family Programs  Next session this weekend, May 12-13  Noted about 35 registrants ‐ Roll Out the Barrels promotion Minutes – Tourism Business Improvement District Board Meeting of May 9, 2018 Page 6  Wine cannot be delivered to the guests at the hotels  SLO wine is working on a solution ‐ Dates to Remember:  Wednesday June 6 at 10:30 Marketing Committee – events application meeting  Thursday June 7 at 10:00 Management Committee  Wednesday June 13 @10:00 TBID Board meeting  Thursday June 14 or Monday June 18 – Marketing Committee – Marketing Plan meeting ADJOURNMENT The meeting was adjourned at 11:33 a.m. The next Regular meeting of the Tourism Business Improvement District Board is scheduled for Wednesday, June 13, 2018 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: 06/13/2018