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HomeMy WebLinkAbout04-13-2022 PCC Agenda PacketCity of San Luis Obispo, Agenda, Planning Commission Agenda PROMOTIONAL COORDINATING COMMITTEE REGULAR MEETING Wednesday, April 13, 2022 Council Hearing Room 5:30 PM 990 Palm Street Public Comment during the meeting: If you would like to provide public comment during the meeting you must attend in person. Public Comment prior to the meeting can be submitted in the following ways:  Mail or Email Public Comment o Received by 3:00 PM on the day of meeting - Can be submitted via email to advisorybodies@slocity.org or U.S. Mail to City Clerk at: 990 Palm St., San Luis Obispo, CA 93401. o Emails sent after 3:00 PM – Can be submitted via email to advisorybodies@slocity.org and will be archived/distributed to members of the Advisory Body the day after the meeting. Emails will not be read aloud at the meeting.  Verbal Public Comment o Received by 3:00 PM on the day of the meeting - Call (805) 781-7164; state and spell your name, the agenda item number you are calling about and leave your comment. The verbal comments must be limited to 3 minutes. All voicemails will be forwarded to Advisory Body Members and saved as Agenda Correspondence. Voicemails will not be played during the meeting. All comments submitted will be placed into the administrative record of the meeting. If you have questions, contact the office of the City Clerk at cityclerk@slocity.org or (805) 781-7100. CALL TO ORDER Chair John Thomas ROLL CALL: Chair John Thomas, Vice Chair Samantha Welch, Lori Lerian, David Smith, Robin Wolf, Maureen Forsberg and Anni Wang PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. CONSENT ITEMS C.1 Minutes of the Meeting on March 9, 2022 C.2 2021-22 Community Promotions Budget Report Promotional Coordinating Committee Agenda for April 13, 2022 C.3 SLO Chamber Monthly Public Relations Report C.4 SLO Chamber Visitor Center Report C.5 SLO Chamber GIA Support Report C.6 TOT Report C.7 Modified GIA Program: Grant Recommendation Report PRESENTATIONS 1. NEW COMMITTEE MEMBER INTRODUCTION 5 mins The committee will do introductions with the new committee member, David Smith. 2. SLO CHAMBER Q3 REPORT 10 mins Representatives from the SLO Chamber will present the third quarter report and year- to-date results on the Public Relations, Visitor Services, and GIA contract activities. 3. VERDIN MARKETING Q3 REPORT 15 mins Representatives from Verdin Marketing will present the third quarter report on the Support Local marketing activities and the program recommendations for the final phase of the program for FY 21-22. BUSINESS ITEMS 1. FY 22-23 CULTURAL GIA PROGRAM REVIEW 20 mins The committee will review the proposed FY 22-23 Cultural GIA program and timeline for review and approval. 2. ARTS & CULTURE RECOVERY GRANT PROPOSAL 20 mins Staff will present the proposed one-time Arts & Culture Recovery Grant for the committee’s review and approval. 3. FY 22-23 BUDGET DIRECTION & CONTRACT EVALUATIONS 30 mins The committee will discuss the priorities and direction for the FY 22-23 PCC operating budget and the existing contract evaluations. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA LIAISON REPORT – Liaison Assignments 2. COMMITTEE OUTREACH UPDATE – Committee Report Promotional Coordinating Committee Agenda for April 13, 2022 3. TBID BOARD REPORT – TBID Meeting Minutes: March 9, 2022 Regular Meeting Minutes and March 23, 2022 Special Meeting Minutes 4. TOURISM PROGRAM UPDATE ADJOURNMENT The next Regular Meeting of the Promotional Coordinating Committee is scheduled for Wednesday, May 11, 2022, at 5:30 p.m. held at City Hall. The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7100 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781- 7410. Meeting audio recordings can be found at the following web address: http://opengov.slocity.org/WebLink/1/fol/61016/Row1.aspx DRAFT Minutes – Promotional Coordinating Committee Meeting of March 9, 2022 Page 1 Minutes - DRAFT PROMOTIONAL COORDINATING COMMITTEE Wednesday, March 9, 2022 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, March 9, 2022 at 5:33 p.m., by Chair Thomas. ROLL CALL Present: Chair John Thomas, Vice Chair Samantha Welch and Committee Members, John Conner, Maureen Forsberg, Lori Lerian, Anni Wang, and Robin Wolf Absent: None Staff: Tourism Manager Molly Cano and City Clerk Teresa Purrington PUBLIC COMMENT ITEMS NOT ON THE AGENDA None --End of Public Comment-- CONSENT ITEMS ACTION: UPON MOTION BY COMMITTEE MEMBER LERIAN, SECONDED BY VICE CHAIR WOLF, CARRIED 7-0 to approve the Consent Agenda items 1 thru 7. C.1 Minutes of the Meeting on February 9, 2022 C.2 2021-22 Community Promotions Budget Report C.3 SLO Chamber Monthly Public Relations Report C.4 SLO Chamber Visitor Center Report C.5 SLO Chamber GIA Support Report C.6 TOT Report C.7 Modified GIA Program: Grant Recommendation Report DRAFT Minutes – Promotional Coordinating Committee Meeting of March 9, 2022 Page 2 PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE Jacqui Clark-Charlesworth, SLO Chamber presented the report on the public relations activities for the month. Public Comment None --End of Public Comment-- No action was taken on this item. BUSINESS ITEMS 1. PUBLIC ART PROMOTIONAL PLAN INTAKE SESSION Ashlee Akers of Verdin Marketing led the committee through an intake session for the development of a Public Art Promotional Plan. Public Comment Dusty Colyer-Worth Jacqui Clark Charlesworth --End of Public Comment-- ACTION: Committee provided feedback no direct action taken. 2. FY 22-23 COMMUNITY PROMOTIONS PLANNING PROCESS Tourism Manager Molly Cano presented the suggested FY 22-23 planning process for the development of the committee’s year-two program and budget priorities and allocations for the PCC to review and discuss. Public Comment None --End of Public Comment-- ACTION: No Action Taken DRAFT Minutes – Promotional Coordinating Committee Meeting of March 9, 2022 Page 3 3. CHAIR & VICE CHAIR APPOINTMENTS The committee will appoint the PCC Chair and Vice Chair with appointment terms commencing in April 2022 through March 2023. Public Comment None --End of Public Comment-- ACTION: UPON MOTION BY COMMITTEE MEMBER WOLF, SECONDED BY COMMITTEE MEMBER FORSBERG, CARRIED 7-0 to reappoint Chair Thomas and Vice Chair Welch. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA LIAISON REPORT – Member Forsberg attended a ribbon cutting for At Her Table 2. COMMITTEE OUTREACH UPDATE – None. 3. TBID BOARD REPORT – TBID Meeting Minutes: March 9, 2022 TBID Chair John Conner provided a brief overview of the TBID Board Meeting. 4. TOURISM PROGRAM UPDATE Tourism Manager Cano provided a brief Tourism Program update. ADJOURNMENT The meeting was adjourned at 7:27 p.m. The next Regular Promotional Coordinating Committee meeting is scheduled for Wednesday, April 13, 2022 at 5:30 p.m. at City Hall 990 Palm Street. APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: XX/XX/2022 Community Promotions Budget 2021-22 Budget 2021-22 Amount Budget 405,898$ Returned Funds (Previous Year GIA) Total Budget 405,898$ Expenditure Last Updated 4/1/2022 Expenditure Allocated Committed/Expended Available Balance Contractor Grants-in-Aid Funding 100,000$ 88,000$ 12,000$ GIA Recipients Grants-in-Aid Marketing Support Contract 30,000$ 30,000$ -$ Chamber of Commerce Community Placemaking & Recovery Projects 52,000$ 56,000$ (4,000)$ Various General Contract Services 6,400$ -$ 6,400$ Various Visitors Center 119,600$ 119,600$ -$ Chamber of Commerce PR Contract 45,000$ 45,000$ -$ Chamber of Commerce Downtown Maps 9,000$ 9,000$ -$ Chamber of Commerce Support Cost 5,000$ 1,449$ 3,551$ City Administration Prepay FY 21-22 Media Monitoring Services Prepaid: $3527 from 20-21 Administration 38,150$ 38,150$ City Administration Total 405,150$ 387,199$ 17,951$ Report to City of SLO – TBID and PCC Public Relations Contract March 2022 PR ACTIVITY Implementation/Proactive Work Drafted ‘Meet Your Neighborhood Female Entrepreneur’ Q&A for VisitSLO.com Assisted in hosting DCI immersion visit Assisted in hosting Noble immersion visit Continued working with Verdin on Support Local Campaign and implementation Continued working with the City and Noble Studios/DCI on overall tourism marketing campaign Responsive leads Gathered SLO Do Co. images for Fodor's article Connected Old SLO BBQ for interview with AAA's The Extra Mile (DCI connection) Met with Jefferson Graham for his PhotoWalks TV series and connected him with local photographer, Renoda Campbell Responded to inquiry from blogger Ken Edmonds of Traveling with a Chair Continued working with Kimberly Daugherty's team on influencer visit Partnerships Continued planning Arts + Culture FAM with Hotel San Luis Obispo & SLOMA Continued planning Sustainable SLO FAM media visit with DCI In partnership with DCI, hosted Anna Haines's media visit on assignment for Forbes Pitched Spring 2022 events to CCTC Pitched "The MidWeekend Promotion", "Locals Spotlight" and "Undiscovered Food Scenes" story ideas to Visit California PUBLICATION PLACEMENTS UVPM AD VALUE PILLARS RESULT OF FOOD, WINE, TRAVEL MAGAZINE Finding Synchronicity in San Luis Obispo and Arroyo Grande 1,000.00 -Beer/Wine Media hosting THE MONTECITO JOURNAL Going SLO in Spring 94,000.00 -Cultural Media hosting SOCAL RESTAURANT SHOW Show 465, March 12, 2022: Chef Nicola Allegretta, Proprietor, Mistura Restaurant, San Luis Obispo Part One 1,000.00 -Culinary Media hosting SOCAL RESTAURANT SHOW Show 465, March 12, 2022: Chef Nicola Allegretta, Proprietor, Mistura Restaurant, San Luis Obispo Part Two 1,000.00 -Culinary Media hosting SOCAL RESTAURANT SHOW Show 465, March 12, 2022: Leann Standish, Executive Director, The San Luis Obispo Museum of Art 1,000.00 -Cultural Media hosting SOCAL RESTAURANT SHOW Show 464, March 5, 2022: Sean Nolan, General Manager, Apple Farm Inn & Restaurant, San Luis Obispo 1,000.00 -Culinary Media hosting FODOR'S 50 Places Across North America Where You Can Find Pantone’s 2022 Color of the Year 517,500 $403.20 Culinary Responsive lead VISIT CALIFORNIA The Face of Innovation in California 1,000.00 -Cal Poly Partnership pitching GLOBAL TRAVELER Enjoy a Two-Night Trip to San Luis Obispo, Receive $100 in Gift Cards 4,000 -Support Local DCI pitching KIRSTEN ALANA San Luis Obispo and the Keys for Trees Program 100 -Sustainability DCI pitching SF CHRONICLE The SLO Coast AVA, California’s most coastal wine-growing region, has officially arrived 2,200,000.00 $1,767.17 Beer/Wine SF CHRONICLE The best California Chardonnays for $20 or less 2,200,000.00 $1,767.17 Beer/Wine TRAVEL + LEISURE INDIA 25 Best Girls’ Weekend Getaways Around The World 12,000.00 -Cultural MONEY TALKS NEWS 7 of the Best Places for Retiring in California 293,100.00 $67.42 Cultural SPIRITED ZINE California Adds New Wine Region, SLO Coast 560,900.00 $451.49 Beer/Wine TRAVEL PULSE The Best Small Cities for a Weekend Getaway 67,400,000.00 $15,500.00 Family WINE ENTHUSIAST San Luis Obispo Coast, California’s Newest AVA, Approved 306,000.00 $70.36 Beer/Wine SANTA BARBARA INDEPENDENT Michelin-Approved Cuisine at Ox + Anchor in San Luis Obispo 88,100.00 $1,500.00 Culinary LOVE EXPLORING Scenic train journeys you can do on a budget 67,200,000.00 $15,400.00 Sustainability GOOD GRIT MAG Here Not There 25,000.00 -Cultural VISIT CALIFORNIA 16 California Deals for Spring 2022 1,000.00 -Cultural SAMANTHA BROWN'S PLACES TO LOVE5 GREAT IDEAS FOR FAMILY SPRING BREAK --Family NEW TIMES At Her Table's SLO County Women's Restaurant Week celebrates women in the food and beverage industry 96,200.00 $22.13 Culinary KSBY At Her Table SLO celebrates Women's Week 281,900.00 $64.84 Culinary KCBX "At Her Table" celebrates women-owned eateries in SLO County 7,000.00 $1.68 Culinary NEW TIMES SLO Rep and TMHA co-host production of Every Brilliant Thing 41,000.00 $9.32 Cultural CALIFORNIA CLASSICAL KUSC Play On, California!23,000.00 $5.28 Cultural TOTALS 27 141,356,800.00 $37,030.06 TOTAL YTD 168 2,404,690,181.00 $726,592.51 195 2,546,046,981.00 $763,622.57 Report to City of SLO – PCC Visitor Services Contract March 2022 Visitor Interaction March 2021 February 2022 March 2022 Walk-ins 5,507 5,178 5,899 Phone calls 847 771 643 Emails & Digital 1,518 935 1,154 Visitor Center Highlights • Open to best serve our community and visitors . • Continued and concluded the TBID’s “MidWeekend Promotion”. • Updated window display. • Enjoyed helping every guest that walked through our doors, calls, emails, or otherwise engages from a safe distance. Demographic Snapshot International travelers 32 Asia 0% Africa 0% Europe 75% Australia/New Zealand 0% United Kingdom 25% North America 0% South America 0% Domestic travelers (outside of CA.) 704 West Coast 20% East Coast 19% Southwest 22% Midwest 19% South 20% California travelers 1,309 Northern CA 22% Southern CA 24% Central Coast 37% Central Valley 16% Desert 1% March 2022 Grants-in-Aid Marketing Support Activity Organization Event EC PR PC VC SM MTG ST HD DS Cal Poly Corporation (on behalf of Cal Poly Arts)Cal Poly Arts 2021-22 Broadway Series X X X X X Central Coast Follies A Whole Lot of Nonsense X X X X X Hospice SLO County Light Up A Life X X X X X Land Conservancy of San Luis Obispo County Wonders of the Oak Woodland Youth Art Show X X X One Cool Earth One Cool Earth’s 2nd Annual Garden Party Restorative Partners,Inc.SLO Grilled Cheese Festival X X X San Luis Obispo Repertory Theatre Gala Musical: The Marvelous Wonderettes X X X X X San Luis Obispo Symphony 2021-22 Main Stage Concerts X X X X X JCC SLO SLO Jewish Film Festival X X X Master Chorale The French Connection; 6th Annual Sing-along Messiah; The Poets SpeakXXX Ecologistics Central Coast Bioneers Conference X SLOMA SLOMA 2022 Mural Project X X X X MCSC Women's Business Center 15th Anniversary Celebration X X Opera SLO Hansel and Gretel: An Opera in Two Acts X X X San Luis Obispo International Film Festival SLO Film Festival X X X Saint Andrew Greek Orthodox Church San Luis Obispo Greek Festival San Luis Obispo Railroad Museum SLO Train Day X X The Civic Ballet of San Luis Obispo The Civic Ballet Presents Rodeo and the Scarlet Ibis X X X Wilshire Health & Community Services The Aging Project CAPSLO - Child Care Planning Council Children's Day in the Plaza X X SLO Village Meet SLO Village at the Octagon Barn X X X Gala Pride & Diversity Center SLO PRIDEfest 2022 X X The History Center of San Luis Obispo County Maria Acension “Cen” Dallidet Hispanic Heritage Day Black is current month, gray is past work Boxes marked with "D" indicate that recipients knew about service and declined to utilize. 23 Total; 19 served to date or in progress EC- Confirmed/added event(s) in local Event Calendars, including: SLO CAL, SLO Chamber, SLO Happenings PR- Included event(s) in seasonal Press Release sent to local/regional media outlets PC- Spoke with recipient(s) via Phone Call to review/discuss promotional opportunities and answer questions VC- Prominently displayed printed promotional materials in Visitor Center; brochures, posters, etc. SM- Promoted event(s) on SLO Chamber Social Media channels via press release from recipients MTG- Met with Groups in person and offered public relations advice and support ST- Sold/are currently selling Tickets for event(s) through the Visitor Center HD - Included printed promotional material in Hotel Distribution DS - Recipient Declined Services DATE:April 13, 2022 FROM:PCC GIA Subcommittee Prepared By:Molly Cano, Tourism Manager SUBJECT:March Grants-In-Aid Awards RECOMMENDATION As recommended by the PCC GIA Committee, approve following grant recipients: Organization Name Event Name TEDxSLO TEDxSanLuisObispo DISCUSSION Background The PCC has been offering Cultural GIA funding for decades. Local non-profit organizations utilize the funding to provide cultural, recreational, or social activities in our community. Because of the long term impacts of COVID-19 upon the community and local organizations, the PCC has chosen to pursue a modified Cultural GIA application process and establish a modified program that meets the current needs of the community. Applications for a $4000 grant will be open throughout the year to applicable organizations and activities. The total program disbursement of $100,000 remains consistent with previous years. Additionally, the City continues to maintain the investment of $30,000 in promotional support services through the SLO Chamber of Commerce to assist the funded partners with communication to drive attendance and increase event visibility. March Application Consideration The PCC received applications from two organizations for consideration.One organization, Central Coast Childbirth Network, INC, was not recommended for approval during this month's consideration and are invited to reapply in following application periods if and when they can address the unqualified component of their application. One organization met the qualifications and has been recommended by the GIA subcommittee to the PCC for approval for grants from the PCC. Approved Organizations TEDxSanLuisObispo TEDx was created in the spirit of TED’s mission to stimulate dialogue and create change through experiences as a community. The TEDxSanLuisObispo team is a group of passionate, young leaders - and Cal Poly students - who are dedicated to providing a unique platform for individuals to share their visions in the pursuit of igniting a passion for knowledge. The 2022 TEDxSanLuisObispo event will host several diversified speakers who feel they have an “idea worth sharing” with the San Luis Obispo community to provoke deeper thought and encourage active change in our society. The event experience will consist of approximately ten speakers throughout the day. An example of some of our speakers includes; a Cal Poly Student, a NASA engineer, and a Cal Poly Professor. The attendance of this year ’s event is expected to fill the Performing Arts Center which is able to seat 1,286 attendees. TEDxSLO is trying to minimize event waste as much as possible by reusing as many materials from past years as possible, working with the PAC to have compost bins, and hopefully all compostable dining ware. TEDxSanLuisObipso will encourage inclusive participation from diverse populations by allowing anyone to apply to be a speaker at the conference. They will have a wide variety of speakers and speaker topics at the event with an overall theme of “Transcending the Norm.” The target audience for the event is the entire San Luis Obispo community and other neighboring communities. TEDxSanLuis Obispo will take place on April 15, 2022. PCC Liaison Assignments Organization Name PCC Liaison Assignment TEDxSanLuisObispo John Thomas April 8, 2022 City of SLO Q3 Stat Report Summary of Performance Verdin relaunched the “Love SLO Like You Mean It” campaign in Q3 to continue encouraging residents and visitors to support local. In addition, a mini social ad was developed and deployed in January for Valentines Day as part of a three ad series for high shopping periods. A new campaign is currently in production to promote surrounding neighborhoods and align with the three new maps. Paid Media Quarterly Results: Channel Creative Impressions Clicks CTR Views - 100% Programmatic Video Entertainment 1,959 9 0.46%1,530 Programmatic Video Food & Beverage 2,280 8 0.35%1,614 Programmatic Video Retail 1,692 8 0.47%1,175 Programmatic Video Wellness 2,579 11 0.43%2,117 Social Media Entertainment 137,374 718 0.52%N/A Social Media Valentine’s Day 544,058 373 0.07%N/A KCBX Support Local 24 NA NA NA Total Campaign Summary: ●Number of radio spots: 24 ●Impressions: 689,942 ●Clicks: 1,127 ●CTR: 0.16% ●Views to 100%: 6,436 Ticket Tuesday Verdin developed three Ticket Tuesday posts featuring local business giveaways. These posts increased visibility for businesses on social media by encouraging people to follow and engage with their accounts. Entrants were required to follow the Share SLO Instagram, the featured business and tag a friend in the comments. Below are the results for the quarter. ●Big Sky Cafe: 210 entries ●Ebony: 183 entries ●Granada - Nextdoor: 189 entries SLO Business Insider In collaboration with the City of SLO and the SLO Chamber, the #SLOBusinessInsider is a support local program that spotlights dierent businesses throughout the city. The program features a Q&A with the business owner(s), fun facts, designed social story, organic social post on Instagram and Facebook, and a link to a dedicated blog housed on visitslo.com. Below are the featured businesses from this quarter. ●1/10: Big Sky Cafe Blog Pageviews: 316 Story Views: 1,184 Video Views: 460 ●2/14: Ebony Blog Pageviews: 120 Story Views: 1,051 Video Views: 647 ●3/14: Granada/Nextdoor Blog Pageviews: 82 Story Views: 1,330 Video Views: 567 Support Local Website Analytics: Verdin updated the Support Local landing page to feature all new neighborhood maps including MoJo, Railroad District and the LoBro. The landing page also includes direct links to the business insider blogs. Below are the landing page stats for Q3. Metric Stat Pageviews 1,316 Unique views 1,155 Avg. Time on Page 1:40 Program Outline _ DRAFT 2022-23 Cultural GIA Program Background The PCC has been offering Cultural GIA funding for decades. Local non-profit organizations utilize the funding to provide cultural, recreational, or social activities in our community. Due to COVID-19 and the restrictions on large group gatherings, the PCC modified the regular Cultural GIA application process and established a modified program that met the needs of the community. As the community returns to events, in FY 22-23 the PCC will again reconfigure the GIA program to meet the community needs, City goals and committee work program. Program Objective The core objective of the GIA program is to support the economic recovery while improving the quality life in San Luis Obispo through the return of cultural, recreational, or social activities that benefit our community. Assumptions • Funding for the program will be supported by City Council • Non-profit organizations will create in-person cultural, recreational, or social activities in and for SLO • In-person events are allowed Stakeholders • City Council • PCC Members • Non-profit organizations • SLO Chamber of Commerce (promotional support) Outreach/ Public Notifications • Posting on City website • Notification + advertising of info session • Advertising of grant application quarterly (social media) • Committee support in outreach to organizations Program Elements • Project Description • Application • Informational Session • Committee Evaluation • Committee Approval • Contract / Funding Agreement • Final Report Process • Informational Session o Virtual + recorded and posted on site o Not mandatory but encouraged to view o Add information about the resources to presentation w links • Application o Digital only o Google Drive for all committee to access o Quarterly email • Subcommittee Evaluation o Application folders for committee access o Staff email notifications o Master spreadsheet for committee scoring (create formula for score + adding lines for bonus) • Committee Approval • Contract / Funding Agreement • Final Report Program Description & Scope This grant will be available throughout the year on a quarter consideration process. Funding will be fixed per application and the program will be discontinued once the funding has been exhausted. • Applications to be submitted quarterly for consideration by the PCC • Fixed grant amount & number of grants available o FY 21-22: $100,000 in grant funding ▪ $100,000 toward 25 grants at $4000 each ▪ Organization may be awarded one grant only within the FY o FY 22-23: $100,000 in grant funding + up to $25,000 in bonus ▪ $100,000 toward 25 grants at $4000 each o Bonus Grant Funding available (up to $1000) ▪ $500 – Sustainability ▪ $500 – DEI o Organization may be awarded one grant only within the FY • Once submitted (digitally) reviewed for criteria by staff and/or subcommittee recommendation • Quarterly review by the PCC & awarded as consent item Application criteria or qualifications: • To be considered for grant funding, organizations must have non-profit status prior to grant submittal. Local non-profit (county based). • Grant requests must be for programs and events that occur during the funding cycle of July 1, 2022– June 30, 2023. • Definition of Events that fit into the program o Benefits the entire community, must be a public event, o Event Eligibility: Grant applications for in-person events will be accepted. In-person events must take place in the city of San Luis Obispo. Virtual events must show special benefit to the City of San Luis Obispo and its residents. To be considered for grant funding the event or activity must meet the current State and County health and safety guidelines including but not limited to size of gathering, type of gathering, adherence to sanitization and distancing guidelines. Events that are political in nature, or represent a sole party, candidate or affiliation are not eligible. Events must be in alignment with the City’s core values. Grant requests must be for programs and events that occur during the funding cycle of September 1, 2021– June 30, 2022. Applications for events which have already occurred or events scheduled for the application month are ineligible for grant funding. o Event must be primarily focused on social, cultural or rec benefit to the community at large. Event may not have a primary purpose of fundraising or recognition. • Funding cannot be retroactive; the event cannot have already occurred. • Grant applications for in-person events will be accepted. Grant qualifications based on the current restrictions at the time of application/event. • In-person events must take place in the city of San Luis Obispo. • Grant funding can be used on marketing and advertising expenses. No less than 25% must be spent on advertising expenses. o Qualified marketing expenses for grant funding include: event marketing production related expenses like graphic design or printing limited contracted services such as public relations, video production expenses, social media expenses directly relating to the event, expenses relating to enhancements for digital newsletters or email campaigns, and web design services. The applying organization must provide documentation that expenses for these services are directly and exclusively related to the event or program in which funding is requested. o Advertising Expenses: the cost of ads o Grants are not given for the following expenses: office overhead, staff, equipment, scholarships / honoraria, or general organization operating expenses; safety modifications, event permits, fees for performers, speakers or presenters, event production contractor fees, and décor and venue rental. • Bonus Grant Funding Applicable Expenses ▪ Sustainability - expenses related to creating a sustainable community. May be productional in nature but must fit within general program requirements. ▪ DEI – expenses related to creating an inclusive community. May be productional in nature but must fit within general program requirements. Program Timeline • April – PCC approval of program plan • May – PCC Approval of application • Mid-May - Application to open o Hold info session near the open date • June 15 – first application deadline • July 13 – first funding consideration Quarterly timeline • Applications are due the 15th of the deadline month at 12:00 noon for consideration at the next PCC meeting o Q1 due June 15 / funding July 13 o Q2 due September 15 / funding October 12 o Q3 due December 15 / funding January 11 o Q4 due March 15 / funding April 12 • Subcommittee/staff reviews for completion & criteria – if complete/ meets criteria recommends to PCC • GIA Subcommittee Structure: o Rotating 3 members per quarter (Chair as a backup) ▪ Q1: 1/2/3 ▪ Q2: 2/3/4 ▪ Q3: 4/5/6 ▪ Q4: 5/6/1 • Quarterly PCC meeting, committee approves as a consent item City of San Luis Obispo Cultural Grants-In-Aid Program FY 2022-23 Program Guidelines and Specification The City of San Luis Obispo's Promotional Coordinating Committee (PCC), under direction of the City Council, recognizes that cultural, social and recreational organizations make significant contributions to the overall quality of life in the City of San Luis Obispo. Accordingly, the City sponsors a Grants-In-Aid program to promote such activities within the community. The City awards annual promotional grants totaling approximately $100,000 to various organizations each year. During fiscal year 2022-23, applications for the GIA program will be accepted throughout the year and considered by the PCC quarterly. Applications will be reviewed, and grants are awarded in accordance with the criteria described herein and at the discretion of the PCC. The funding amount per grant award will be fixed at $4000 per application and the program will be discontinued once the funding has been exhausted. Grant applicants may be considered for a funding bonus up to $1000 total based on the addition of inclusion and sustainability practices. Cultural GIA Program Specifications: 1. Use of Funds: GIA funds are to be used for the marketing and adverting expenses related to execution of an event or activity of cultural, social, and/or recreational benefit to the residents and visitors of the City of San Luis Obispo. 2. Application Period: Applications for funding through the Cultural GIA program will be accepted at any point throughout the year until funds are exhausted. 3. Application Submittal Deadline & Requirements: The cutoff dates for application submittals are outlined below. Applications received prior to or by 12:00 PM on the date listed will be considered by the PCC during the next regular committee meeting. All applications and supporting material must be submitted electronically through the digital GIA Application FORM. Incomplete applications will not be accepted. Timeframe Application Deadline Date + Time Expected Grant Award Decision Date Q1 June 15, 2022 12:00 PM July 13, 2022 Q2 September 15, 2022 12:00 PM October 12, 2022 Q3 December 15, 2022 12:00 PM January 11, 2023 Q4 March 15, 2023 12:00 PM April 12, 2023 4. Grant Funding: The funding amount per grant award will be fixed at $4000 per application and the program will be discontinued once the funding has been exhausted. 5. Use of Grant Funding: Grant funding must exclusively be used on the event to fund marketing expenses and advertising expenses directly related to the event or activity. No less than 25% (or $1000) of the GIA funding may be spent on advertising expenses. a. Acceptable Marketing Expenses Include: event marketing production related expenses like graphic design or printing; limited contracted services such as public relations fees, video production expenses, and social media expenses directly relating to the event; expenses relating to enhancements for digital newsletters or email campaigns; and web design services. The applying organization must provide documentation that expenses for these services are directly and exclusively related to the event or program in which funding is requested. b. Acceptable advertising expenses are limited to the actual cost of the paid media placement or advertisement. c. Grants are not given for the following expenses: office overhead, staff, equipment, scholarships / honoraria, general organization operating expenses, supplies, event permits, fees for performers/speakers/presenters/vendors, event production contractor fees, décor and venue rental. 6. Grant Bonus: Grant applicants may apply to be considered for a funding bonus up to $1000 total based on the addition of new inclusion efforts and new sustainability practices in the event. A bonus award of $500 for DEI and/or $500 for sustainability may be applied for within the application. The expressed need communicated within the application and the planned use of bonus funds will be considered. 7. Awarding of a Grant: Only one grant per organization may be awarded in a fiscal year period between July 2022 - June 2023. 8. Applicant Timeframe: Applications for events which have already occurred, or events scheduled for the application month are ineligible for grant funding. 9. Applicant Eligibility: To be considered for grant funding, organizations must have non-profit status (Articles of Incorporation, 501(c)(3) or (c)(6) status, Federal ID number and Tax-Exempt Notification) prior to grant submittal. Applicant organization must have a clearly stated purpose and function and be responsible for the planning and provision of a cultural, social or recreational program/event. Applicant must demonstrate that it has the managerial and fiscal competence to complete the proposed project. The organization must be in good standing with the City. Final reporting and organization history will be considered in funding recommendations and during each application review. Organizations that received a prior promotional grant during a previous funding cycle must have complied with all reporting requirements to be considered for a 2022-23 grant. The organization must extend the program to the general public and may not exclude anyone by reason of race, religion, sex, national origin, sexual orientation, gender identity, gender expression, age, physical, mental or economic status. The applicant organization must comply with the final report evaluation process as requested by the Promotional Coordinating Committee. 10. Event Eligibility: Only grant applications for in-person events will be accepted. In-person events must take place in the city of San Luis Obispo and must show a direct benefit to the City of San Luis Obispo residents and/or visitors. Eligible events must be primarily focused on social, cultural or recreational benefit to the community at large. To be considered for grant funding the event must meet the current State and County health and safety guidelines including but not limited to size of gathering, type of gathering, adherence to sanitization and distancing guidelines. Events that are political in nature, or represent a sole party, candidate or affiliation are not eligible. Events may not have a primary purpose of fundraising or recognition. Events must be in alignment with the City’s core values. Grant requests must be for programs and events that occur during the funding cycle of July 1, 2022– June 30, 2023. Applications for events which have already occurred, or events scheduled for the application month are ineligible for grant funding. 11. Application Evaluation: Applications submitted to the Promotional Coordinating Committee will be evaluated both in terms of the applicant and the grant proposal using the following criteria: a. Applicant organization must be a local non-profit. b. Grant request must be of cultural, social, and/or recreational benefit to the residents of the City of San Luis Obispo. c. Grant request must be for an event that occurs during the funding cycle of July 1, 2022 – June 30, 2023. Funding cannot be retroactive; the event cannot have already occurred. d. Event must be held in-person in the city of San Luis Obispo. e. Event must be line with public health and safety guidelines. f. Event must be primarily focused on social, cultural or recreational benefit to the community at large. g. Additional funding may be awarded to a grant request that address sustainability, diversity and inclusivity practices. h. Event must be in alignment with the City’s core values. i. Grant request must adhere to the budget requirements outlined in the “Use of Grant Funding” section including 25% of grant to be spent on advertising expenditures. j. Demonstrated financial need is considered, although an event with potential promotional benefit to the City of San Luis Obispo will be given higher consideration. k. Past grant performance of the organization is considered. Please note that integration of the City’s logo and the City’s support of the event are imperative to receive grant funding for a consecutive year. 12. Disbursement of Funds: If the application is accepted by the PCC, the approved grant will be disbursed via check within 60 days of receiving the signed grant agreement. 13. Final Reporting Requirements. If approved for funding, a final report including an administrator’s report, statistical survey, financial report, recognition, and proof of funding must be turned in within 90 days of funded event. Failure to complete an accepted final report will disqualify the organization from future grant consideration. 14. Minimum Requirements: If approved for funding, event organizer will be held responsible to fulfill the signed contract, final event reporting, repayment of unused or incorrectly used grant funds, and obtaining all necessary permits for event use. 15. Committee Discretion: Applications may be 1) Accepted or 2) Rejected by the PCC. This application does not commit the PCC to award any grant or to pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The City through the PCC reserves the right to accept or reject any or all applications received, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. GIA awards are made at the discretion of the City of San Luis Obispo PCC. How to Apply: Organizations must submit a complete application to be considered for the $40000 GIA grant. The application must be submitted in the following manner: • Completed digital application submitted electronically through the digital GIA Application FORM. • tax exempt certification • signed statement of limitations and payment disbursement It is important that your application provide all the requested information. Clear, concise and original applications are best. PCC meetings are held on the second Wednesday of each month at 5:30 p.m. unless otherwise posted. Requests for meeting attendance or questions can be sent to the City’s Tourism Manager Molly Cano at mcano@slocity.org City of San Luis Obispo Arts and Culture Recovery Grant Guidelines -- DRAFT The City of San Luis Obispo recognizes the importance of art and cultural institutions in contributing to the overall quality of life in the City of San Luis Obispo. The City recognizes the unique challenges these organizations have experienced during the COVID-19 pandemic, so in response the City is sponsoring a one-time Arts and Culture Recovery Grant (ACRG) program to support the recovery and resiliency of non- profit arts and culture organizations that serve the community of San Luis Obispo. The purpose of this grant program is to aid organizations in the continued vitality of the city. As part of a one-time ACRG program, the City will offer fifteen organizational grants at $5000 each, totaling $75,000 to local non- profit arts and culture organizations through a competitive application process. Funding for ACRG program was the result of City Council allocation within the 2021-2023 Financial Plan as part of the work program for the Economic Recovery, Resiliency & Fiscal Sustainability Major City Goal - specifically “the retention of existing businesses, the recovery of arts and culture, the vitality of the downtown, and supporting underserved groups and populations.” The City’s Promotional Coordinating Committee (PCC) will administer the grant process separate but in addition to the Cultural Grants In Aid process. ACRG applications will be reviewed, and grants will be awarded in accordance with the criteria described herein and at the discretion of the PCC. To be considered for grant funding, organizations must have non-profit status (Articles of Incorporation, 501(c)(3) or (c)(6) status, Federal ID number and Tax-Exempt Notification) prior to grant submittal. They must also have clearly stated goals, provide a direct Arts and Culture benefit/service to the residents of the City, able to demonstrate that their financial management practices are sound and insure accountability. Grant funding through ACRG will be awarded exclusively for purposes related to organization recovery and resiliency. The City is unlikely to fund new projects which duplicate or conflict with existing programs, services, or events. Applications submitted to the PCC will be evaluated both in terms of the applicant and the grant proposal using the following criteria: APPLICANT CRITERIA 1. Applicant organization must have non-profit status (Articles of Incorporation, 501(c)(3) or (c)(6) status, Federal ID number and Tax-Exempt Notification) prior to grant submittal. 2. Applicant organization must be an arts and culture organization. For the purpose of this application, an art and cultural organization is defined as a nonprofit organization with the primary purpose to provide programming, advancement or preservation for public benefit across one or more of the following artistic or cultural fields: creative place-making, dance, design, storytelling, folk and traditional arts, literary arts, multi- disciplinary arts, music, media arts, theater, and visual arts, natural history, and motion pictures. 3. Applicant organization must meet one of the following: • be located in the City of San Luis Obispo • show direct benefit to the residents and visitors of the City • or serve a population within the City of San Luis Obispo 4. Applicant organization must have a clearly stated purpose and function and be responsible for providing art or cultural services in San Luis Obispo. 5. Applicant organization must demonstrate that it has the managerial and fiscal competence to complete the proposed project. Applicants who have worked with the PCC must have a successful history of using prior grant funds. 6. Applicant organization must be able to competitively demonstrate the fiscal need or hardship to which the grant will support. 7. The City views the recovery of arts through the lens of sustainability, diversity, equity, and inclusion. As such funding will not be awarded to support activities or operations which exclude anyone by reason of race, religion, sex, national origin, sexual orientation, age, physical, mental or economic status. GRANT CRITERIA & GUIDELINES 1. Grant requests must meet one or both purposes below: • Supporting the recovery and continuity of Arts and Cultural activities in the City of SLO • Supporting the development of Arts and Culture activities in the City of SLO 2. Use of Funds: Grant funding can be used by organization to assist with ongoing operations, program recovery and organization resiliency. Use of the grant funding can include but is not limited to: • Supporting specific arts or cultural programs • New or ongoing projects • Operational expenses including staff salary and office space costs • Contracted work related to operations, program recovery or organization resiliency • One-time or ongoing equipment purchases • General costs related to continuing organizational feasibility 3. Grant funds must be used on operations or programs which take place during the City’s fiscal year of July 1, 2022, through June 30, 2023. 4. Disbursement of Funds: If the application is accepted by the PCC, the approved grant will be disbursed via check within 60 days of receiving the signed grant agreement. 5. Committee Discretion: This application does not commit the PCC to award any grant or t o pay any costs incurred in the preparation of this application or to procure or contract for services or supplies. The City through the PCC reserves the right to accept or reject any or all applications received, or to cancel in part or in its entirety this application, if it is in the best interest of the City to do so. Grant funding decisions are made at the discretion of the City of San Luis Obispo PCC. HOW TO APPLY The application must be submitted in the following manner: a. Completed digital application submitted electronically through the digital ACRG Application (Section 3 below). b. Signed Statement of Limitation and Payment Disbursement (Section 4 below). c. Upload the tax-exempt certification (Section 5 below). It is important that your application provide all the requested information. Clear, concise and original applications are best. Applications are due on or before 12:00 noon June 30th, 2022. Applications will be reviewed at the following PCC Meeting in July whereupon questions can be directed towards staff and applicant organizations. At the following PCC meeting in August final grant funding will be awarded. Requests for PCC meeting attendance or questions can be sent to the City’s Tourism Manager Molly Cano at mcano@slocity.org ACRG Application Process Dates & Deadlines Date Time Location Action Description June 1 12:00 PM www.slocity.org Application Period Opens Application forms will be available on the City’s website. June 30 12:00 PM www.slocity.org Applications Due Completed applications will be due to be received through the City’s website by 12PM, noon. LATE OR INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED. July 13 5:30 PM PCC Meeting PCC Preliminary Grant Recommendations Committee will review its ACRG applications at a public meeting. August 10 5:30 PM PCC Meeting PCC Grant Approval Committee will review the final submissions and make final funding decisions. APPLICATION REQUIRED FIELDS Name of Organization Address of Organization E-mail Address Telephone Number Name of Org. Contact Person Website URL Is your organization a local non-profit in the City of San Luis Obispo Provide a brief description of your organization and how it contributes to Arts and or Culture in San Luis Obispo Describe the community your organization serves Provide a brief description of how the grant funding will be used to support your organization and the recovery or resiliency of Arts and Culture How has COVID-19 and its impact upon the local social-economic environment impacted your organization How does your organization encourage inclusivity and sustainability in its activities Please provide the projected grant allocation in the line item expenses below. Outline each line item, the cost, and how it will support your organizations recovery and resiliency DRAFT Minutes – Tourism Business Improvement District Board Meeting of 3/9/2022 Pg. 1 Minutes - DRAFT TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, March 9, 2022 Regular Meeting of the Tourism Business Improvement District Board CALL TO ORDER The regular meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on March 9, 2022 at 10:03 a.m. by Chair John Conner. ROLL CALL Present: Chair John Conner, Vice Chair LeBren Harris and Members David Smith, Matthew Wilkins, Pragna Patel-Mueller and Natalie Ward Absent: Member Stephanie Bolles Staff: Tourism Manager Molly Cano and Tourism Coordinator Matt Teel PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. --End of Public Comment-- CONSENT ITEMS ACTION: MOTION BY VICE CHAIR HARRIS, SECONDED BY PATEL-MUELLER CARRIED 6- 0-1 TO APPROVE THE CONSENT AGENDA ITEMS C1 THRU C7 WITH BOARD MEMBERS BOLLES ABSENT. C.1 Minutes of Meeting on February 9 & 23, 2022 C.2 Smith Travel Report C.3 Transient Occupancy Tax (TOT) Report C.4 Chamber Public Relations Monthly Report C.5 Chamber Guest Services Monthly Report C.6 Noble Studios & DCI Marketing Monthly Report C.7 Badger Branding Organic Social Report BUSINESS ITEMS 1. NOBLE STUDIOS Q4 MEDIA PLAN & ADDITIONAL MEDIA PROPOSAL Noble Studios presented the Q4 media plan and additional media proposal to the Board for review and approval. Danni Winter from Noble Studios gave an update on current media performance, reviewed the media plan for Q4, identified new platforms to be tested, and DRAFT Minutes – Tourism Business Improvement District Board Meeting of 3/9/2022 Pg. 2 covered the proposed budget. Tourism Manager, Molly Cano provided an update on the TBID fund balance and addressed board member questions. Public Comment None. --End of Public Comment-- ACTION: MOTION BY MEMBER WILKINS SECONDED BY MEMBER SMITH CARRIED 6- 0-1 (Member Bolles was absent) to approve the Q4 media plan and the additional paid media budget available. A total of $45,000.00 will be spent from the available unallocated TBID fund balance to support the additional media budget. 2. EVENT SPONSORSHIP PROPOSALS Tourism Manager Molly Cano presented proposals from the SLO Film Festival and the Vineyard team – SLO AG Expo for event sponsorship considerations. Vice Chair Harris asked about the total budget requested. Tourism Manager Cano stated that the total budget requested for both events is $15,000.00 and that funds would be pulled from available SLO TBID fund balance. Public Comment None. --End of Public Comment-- ACTION: MOTION BY MEMBER PATEL-MUELLER SECONDED BY MEMBER WILKINS CARRIED 6-0-1 (Member Bolles was absent) to approve the spending of $5,000.00 from the available unallocated SLO TBID fund balance to sponsor the SLO Film Festival. MOTION BY VICE CHAIR HARRIS SECONDED BY MEMBER PATEL-MUELLER CARRIED 6-0-1 (Member Bolles was absent) to approve the spending of $10,000.00 from the available unallocated SLO TBID fund balance to sponsor the Sustainable AG Expo (Represented by Vineyard Team). 3. SLO TBID CHAIR & VICE CHAIR APPOINTMENTS Tourism Manager Molly Cano reviewed San Luis Obispo City bi-laws, SLO TBID Board term conditions, and Board Chair and Vice Chair role responsibilities. Member David smith asked Chair John Conner about the time commitment required. Chair John conner elaborated on the time commitment and Tourism Manager Cano provided insight on the essential requirements. Public Comment None. --End of Public Comment-- ACTION: VICE CHAIR HARRIS NOMINATED MEMBER DAVID SMITH FOR THE POSITON OF BOARD CHAIR. BOARD CHAIR CONNER SECONDED THE NOMINATION. MOTION BY VICE CHAIR HARRIS SECONDED BY MEMBER PATEL-MUELLER CARRIED 6-0-1 (Member Bolles was absent) to appoint Member Smith as the new SLO TBID Board Chair and Boar Chair Conner as the new Vice Chair, effective April 2022. TBID LIAISON REPORTS AND COMMUNICATION 1. HOTELIER UPDATE – The Board discussed hotel activities. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 3/9/2022 Pg. 3 2. PCC UPDATE – John Conner provided an update on the Meeting Minutes from the PCC meeting on February 9, 2022. 3. VISIT SLO CAL UPDATE – Board Member Wilkins provided an update. 4. TOURISM PROGRAM UPDATE – Tourism Manager Cano and Tourism Coordinator Teel provided current project updates. ADJOURNMENT The meeting was adjourned at 11:32 a.m. The next Tourism Business Improvement District Board Special meeting is scheduled for March 23, 2022 at 10:00 a.m. held at City Hall. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/XX DRAFT Minutes – Tourism Business Improvement District Board Meeting of 3/23/2022 Pg. 1 Minutes TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD Wednesday, March 23, 2022 Special Meeting of the Tourism Business Improvement District Board CALL TO ORDER The special meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on March 23, 2022 at 10:03 a.m. by Vice Chair Harris. ROLL CALL Present: Vice Chair LeBren Harris and Members David Smith and Pragna Patel-Mueller (Joined meeting at 10:20 a.m.) Absent: Chair John Conner and Members Stephanie Bolles, Matthew Wilkins, and Natalie Ward Staff: Tourism Manager Molly Cano and Tourism Coordinator Matt Teel PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. --End of Public Comment-- BUSINESS ITEMS 1. SLO TBID FY22-24 MARKETING & BUSINESS PLAN DEVELOPMENT Staff and agency team lead the Board through the consideration process for the development of the two-year SLO TBID Marketing and Business Plan. Tourism Manager Cano began the presentation by covering the status of the current SLO TBID marketing and business plan, the recommendation for a two-year plan, and the timeline for plan development. Contractors from Noble Studios reviewed topics such as, SLO TBID strategic direction, brand research findings, and current travel trends. Tourism Manager Cano and contractors from Noble Studios reviewed brand campaign objectives, campaign creative direction, findings from the current campaign, ideas for the FY22-24 Marketing and Business Plan Direction, promotional campaign direction, and sustainable SLO strategic initiatives. Contractors from Noble Studios and the San Luis Obispo Chamber of Commerce reviewed current website, SEO, blog, email, PR initiatives and presented plans for FY22-24 and the planned Visitslo.com website redesign. Contractors from Badger Branding presented current organic social media performance metrics, key findings and plans for FY22-24. Tourism Manager Cano gave an update on current strategic partnerships, findings from specific partnerships, and plans to explore new local opportunities. Tourism Manager Cano also reviewed constituent relations, SLO Chamber of Commerce guest services, events and trade show findings along with plans for FY22-24. The board discussed ideas related to the FY22-24 Marketing & Business Plan development such as content strategy, PR efforts, email marketing, constituent website performance, paid advertising, and marketing performance benchmarks. DRAFT Minutes – Tourism Business Improvement District Board Meeting of 3/23/2022 Pg. 2 Public Comment None. --End of Public Comment-- ACTION: None. ADJOURNMENT The meeting was adjourned at 12:09 p.m. The next Tourism Business Improvement District Board Regular meeting is scheduled for April 13, 2022 at 10:00 a.m. held at the Hampton Inn located at 1530 Calle Joaquin, San Luis Obispo, CA 93405. APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/XX