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Home My WebLink About04-10-2019 PCC Minutes Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 1 Minutes PROMOTIONAL COORDINATING COMMITTEE Wednesday, April 10, 2019 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, April 10, 2019 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Dixon. OATH OF OFFICE Deputy City Clerk Goodwin administered the Oath of Office to Committee Member Heath and Committee Member Thomas. ROLL CALL Present: Committee Members Melissa Godsey, Ryan Heath, John Thomas, Matthew Wilkins (5:37), Vice Chair Dana Matteson and Chair Zoya Dixon Absent: Committee Member Daniel Levi Staff: Tourism Manager Molly Cano and Deputy City Clerk Heather Goodwin PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None --End of Public Comment-- CONSENT ITEMS C.1 Minutes of the Regular Meeting of Wednesday, March 13, 2019 C.2 2018-19 Community Promotions Budget Report C.3 Public Relations Report C.4 Grants-in-Aid Support Report C.5 Visitor Center Report C.6 SLO Happenings Activity Report C.7 TOT Report Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 2 Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER MATTESON, SECONDED BY COMMITTEE MEMBER THOMAS, CARRIED 5-0-2 (COMMITTEE MEMBER LEVI AND WILKINS ABSENT), to approve the consent agenda items 1 through 7. PRESENTATIONS 1. SLO Chamber of Commerce Quarterly Report Dusty Colyer-Worth Visitor, Center Manager and Jacqueline Clark-Charlesworth, Director of Communications and Business Education, San Luis Obispo Chamber of Commerce Representatives, reported on the past quarter activities for the contracts with the PCC. Highlights included demographic reporting’s, Grants-in-Aid Marketing support for March 2019, Public Relations, and Cultural Attractions. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- No action was taken on this item. 2. SLO Happenings Program quarterly Promotions Update Brittany Garcia, Matchfire Representative, reported on the quarterly report for the SLO Happenings program. Highlights included website highlights, email highlights, and social highlights. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- No action was taken on this item. Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 3 BUSINESS ITEMS 1. Community placemaking: banner project Tourism Manger Cano introduced Katie McGrath, Account Director from (iii) Design. Provided a brief history on her background and previous work experience working with the PCC and TBID. The Committee reviewed banner design concepts presented by (iii) Design. The 3 banner design concepts presented were City Celebration, City Sights and SLO in Action. (iii) Design explained Phase One (aka the Pilot program) of the proposed project. Stated that the committee was to select 1 concept for Phase One. Indicated that the location of Phase One will be at Rail Road Square. Noted that the banner signs would remain at Rail Road Square after the said pilot program was complete. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER WILKINS, SECONDED BY COMMITTEE MEMBER GODSEY, CARRIED 6-0, to select Concept 2 - City Sights as Phase One for the proposed project. Tourism Manager Cano provided an update to the Banner Arm Project Scope Phase on the following projects: Railroad Square, Downtown, and Banner Design. It was noted that the Banner Budget had a total of $31,000 and Total of $30,500 for Project Expenditures. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER GODSEY, SECONDED BY COMMITTEE MEMBER HEATH, CARRIED 6-0, to have (iii) Design submit a proposal in the amount of $5,000 for the Style Guide. 2. San Luis Obispo Chamber Partnership Proposals Dusty Colyer-Worth Visitor, Center Manager and Jacqueline Clark-Charlesworth, Director of Communications and Business Education, and Jim Dantona, President and CEO, San Luis Obispo Chamber of Commerce Representatives, presented their partnership proposals for Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 4 public relations, visitor services and Grants-in-Aid promotional support for the committee’s consideration. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- No action was taken 3. 2019-21 Community Promotions Budget Process Tourism Manager Cano reviewed the Community Promotions Budget Worksheet for 2019- 20 and 2020-21 projected budget cycle. Stated that the proposed overall allocations will be presented at the April 16, 2019 City Council meeting. Responded to Committee Member inquiries. Public Comment None --End of Public Comment-- No action was taken. 4. Work scope planning process Tourism Manager Cano reviewed the approach to the facilitated work scope planning process. Explained the process on how a facilitated session is conducted. Briefly described background of the few potential consultants she reached out to. Responded to Committee Member inquires. Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER WILKINS, SECONDED BY COMMITTEE MEMBER MATTESON, CARRIED 6-0, move forward with Michell Carlyn as the work scope planning facilitator consultant. 5. International Festival Events Association world festival & event city award application Tourism Manager Cano described the International Festival Events Association (IFEA) World Festival & Event City Award process. Stated that this would give the City an opportunity to Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 5 be recognized internationally. Noted that the fee to apply is $895 and the application deadline is July 8, 2019. Responded to Committee Member inquires. The Committee urged the Administration Interns to do more research on other leading city’s success. Public Comment None --End of Public Comment-- No action was taken. 6. Mid State Fair Showcase Of Cities Project Plan Tourism Manager Cano discussed the project plan and next steps for the window design for the Mid State Fair Showcase of the Cities display. Responded to Committee Member inquires. Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER GODSEY, SECONDED BY COMMITTEE MEMBER THOMAS, CARRIED 6-0, to receive a proposal from (iii) Design for the Mid State Fair Showcase of the Cities display. 7. 2019 Roll Out The Barrels Sponsorship Adjustment Tourism Manager Cano proposed adjusting the sponsorship specification for the 2019 Roll Out the Barrels event. Stated that the Committee funded $2,000 on the following 2 components (Towards enhanced experience/build out of event). Explained that she needed clarification from the Committee on how to allocate the funds. Responded to Committee Member inquires. Public Comment None --End of Public Comment-- ACTION: MOTION BY COMMITTEE MEMBER WILKINS, SECONDED BY COMMITTEE MEMBER MATTESON, CARRIED 6-0, to adjust the funding towards the Build Out of Event. Minutes – Promotional Coordinating Committee Meeting of April 10, 2019 Page 6 PCC LIAISON REPORTS AND COMMUNICATION 1. Grants-in-Aid (GIA) Update Tourism Manager Cano provided a brief update and noted that she is working with the Attorney’s Office on how to proceed in the process. Stated that she is considering amending the application process for next year. 2. Tourism Business Improvement District (TBID) Board Report Committee member Wilkins and Tourism Manager Cano reported on the TBID Board meeting of April 10, 2019. 3. Tourism Program Update Tourism Manager Cano presented an update on the recent and upcoming Tourism Program activities, including:  Central Coast Tourism Council  Annual Board Retreat in Monterey  New Marketing Agency Contract  Events  SLO Film Fest – wrap up  Live Oak  Roll Out the Barrel Planning  Upcoming Tradeshows  IPW June 3-6 Anaheim ADJOURNMENT The meeting was adjourned at 8:15 p.m. The next Regular Promotional Coordinating Committee meeting is scheduled for Wednesday, May 8, 2019 at 5:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: 05/08/2019