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HomeMy WebLinkAbout06/05/2001, C3 - USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS council. Mtt s o j acEnba RepoiA C I T Y OF SAN L U I S O B I S P O FROM: Wendy George, Assistant City Administrative Office Prepared By: Shelly Stanwyck, Economic Development Managerik - SUBJECT: USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS CAO RECOMMENDATION (1) Approve the Promotional Coordinating Committee's (PCC) recommendation to allocate $2,000 of Enhanced Promotional Funds for the marketing and promotion of the City-wide Art After Dark event,held on the first Friday of each month. (2) Approve the PCC's recommendation to allocate $1,600 of Enhanced Promotional Funds to the San Luis Obispo Chamber of Commerce for the production of a new compact disc containing photographs of San Luis Obispo and sent to travel writers, editors and freelance writers. (3) Authorize Mayor to execute Agreement with Art After Dark and Amendment No. 1 to the Agreement with the San Luis Obispo Chamber of Commerce. DISCUSSION Background Several years ago, in conjunction with an increase in the Transient Occupancy Tax (TOT) from nine percent to 10%, the City created an Enhanced Promotional Fund to be used to finance innovative promotional ideas and provide seed money for new special events. Annually, the PCC makes recommendations to the City Council on how this fund should be spent. Art After Dark Request At its May 9, 2001 meeting the PCC heard a request for Enhanced Promotional Funds from Josephine Crawford, San Luis Artists' Gallery. Ms. Crawford, on behalf of the arts community, coordinates the monthly, Art After Dark. On the first Friday of each month, Citywide, local galleries are open late, serve food, and debut new works of art. On May 4, 2001, over 200 people attended various events at the galleries located in the Creamery. Many of the attendees use the trolley as a means of getting from one gallery to the next, and trolley ridership during Art After Dark averages about 60 people. On behalf of Art After Dark, Ms. Crawford requested $2,000 for the placement of a monthly ad in the New Times, for the printing of guides and brochures to be distributed in local hoteWmotels, and for the production of pink flags and fixtures for all participating galleries. C3 -I Council Agenda Report—Report Title Page 2 This proposal was well received by members of the PCC. They felt it would continue to increase awareness of this unique event in San Luis Obispo. The event is of interest to both residents and tourists. Members of the PCC recommend supporting the new marketing efforts of Art After Dark. New Photo CD At its May 9, 2001, meeting the PCC heard a request for Enhanced Promotional Funds from the San Luis Obispo Chamber of Commerce. The Chamber requested $1,600 in funds to produce a new photographic compact disc, containing images of San Luis Obispo. The Chamber's Public Relations Department uses this promotional tool as a method of increasing editorial coverage on San Luis Obispo. Travel editors, writers and freelance writers, are more likely to cover an area when they have high quality photographic images to run with their article. This will supplement the current tourism promotion efforts by the Chamber. The $1,600 will be used to produce a master copy, duplicate 100 compact discs, and create a custom label. The Chamber estimates it will take one month to complete the production of the new photo compact disc. Members of the PCC recommend supporting this request. FISCAL IMPACT A total of$50,000 of Enhanced Promotional money is budgeted to be spent over the 1999-01 fiscal years. To date $38,800 has been spent for specialized promotional tools, a visitor survey, seed money for the first annual Central Coast Book & Author Festival, money to La Fiesta, an advertising opportunity with American Express Destination Guide and the San Luis Obispo Symphony's East Coast Marketing.Campaign. Upon approval of this recommendation, $7;600 would remain for Enhanced Promotional purposes. ATTACHMENTS 1. PCC minutes of May 9, 2001 2. Agreement- Art After Dark 3. Amendment No. 1, Agreement with the San Luis Obispo Chamber of Commerce, Inc. C 3-2 PCC Meeting Minutes of May 9,2001 ATTACHMENT 1 Page 2 6. MARKETING SUBCOMMITTEE REPORT Art-After-Dark Subcommittee meet to talk about refining programs for year as well as discuss Art After Dark. Request for$2,000 for monthly ad in New Times and marketing materials for program. Last week almost 200 people were at the creamery during Art After Dark. Jack House is planning a special fundraiser in August for the administrative costs of Art After Dark. Downtown Association has the program in the yearly calendar. Chamber supports with flyer distribution. Trolley ridership is about 50-60 people throughout the evening. Nicklas motion to approve $2,000 for funding new marketing efforts for the Art After Dark program. Baer seconded. Discussion: Baer wanted to know if restaurants would be willing to participate, a postcard advertising that event that restaurants would pay for has been proposed. Art After Dark is becoming a culture and cuisine event. Unanimous,with Rosene abstaining. The most recent Marketing Subcommittee meeting focused on the coordination of marketing efforts by the three contractors. The conversion study is constantly being used to target markets. This year's ad campaign will be thematic (All Within Your Reach), attracting tourists and assuring a rich experience. Refinement of materials, when VCB logo can be used with City. Exploring City Brand. Marketing focusing on staying in the City overnight. 7. SAN LUIS OBISPO CHAMBER OF COMMERCE ENHANCED PROMOTIONAL FUND REQUESTS The Chamber requested enhanced promotional funds for new photo cd. $1,600. Very successful program, photo cds are high resolution that can be used in magazines and other print media. Limited production. Sent to newspapers, magazines. 10-15 sent out per month. Encourage recipients to keep on file for future use. Production timeline one month. Chamber would like to do a new cd, with all new photos. Discussion of use of enhanced promotion funds, and policy by PCC members. Folder for press kit was highly successful but reprint was not included in budget. Some discussion of use of enhanced promotional funds and policy. Can do contract amendments. There was a discussion about a base year and contractors deleting budgets for initiatives that are no longer working. Supplies should be standard budget allocation. Difference between Contractors new initiatives and potential grant recipients Marketing subcommittee will look at policy for enhanced promotional funds. Baer moved to grant the Chamber $1,600 for the creation of a new photo cd. Rosene seconded. Unanimous. 8. REPORT FROM CHAMBER OF COMMERCE Alex LaChappelle. A lot a mileage from Runner's World articles, with major newspapers printing articles on our great location for runners. Looking for late summer early fall Golf Magazine article. Coordinating fam-trip with VCB in Fall for Golf. Lots of radio station requests for promotion opportunities, weekend getaway giveaway. The VisitSLO Website has a button offering Visitors Guides free, tally October through April close to 1,000 given away. Anja Schlotman, last week 1,000 fulfillment packets were taken to the post office. Gearing up for summertime. Events in the community really affect the number of visitors walking in especially in the evenings. C 3 -3 ATTACHMENT 2 AGREEMENT THIS AGREEMENT is made and entered into on this the day of 2001 and is by and between the CITY OF SAN LUIS OBISPO, a chartered municipal corporation (referred to herein as CITY), and JOSEPHINE CRAWFORD,DBA ART AFTER DARK(referred to herein as ART AFTER DARK). WITNESSETH WHEREAS, CITY has agreed to contribute $2,000 to ART AFTER DARK to support a new marketing and promotion campaign described in"Attachment 1",and WHEREAS, said services shall serve both a public and municipal purpose. NOW, THEREFORE, ART AFTER DARK for and in consideration of the mutual benefits, promises, and agreements set forth herein, do hereby agree as follows: 1. ART AFTER DARK will perform its services as described in "Attachment 1", during June 1, 2001 to May 31,2002,to the benefit of City residents. 2. ART AFTER DARK will provide CITY with final program report, summarizing administrative, financial, and client service activities. Said report shall be in the form of"Attachment 2". 3. ART AFTER DARK, and all of its agents, representatives, or participants in any manner in the performance of its obligations and duties hereunder shall be employees, independent contractors, or volunteers for ART AFTER DARK. They shall not for any purpose be considered employees or agents of the CITY. 4. ART AFTER DARK and all of its agents, representatives or participants, agree that it will not engage in discrimination in its operations because of race,religion,sex,national origin,sexual orientation,age,physical, mental or economic status. 5. ART AFTER DARK agrees to defend, indemnify, protect and hold the City of San Luis Obispo and its agents, officers and employees harmless from and against any claims asserted or liability established for damages or injuries to any person or property which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of ART AFTER DARK and its agents, officers or employees, negligent or otherwise, during the term of the Agreement and from all expenses of investigating and defending against same. 6. CITY agrees to pay ART AFTER DARK a one-time only grant, in the sum of $2,000, to be used as described in"Attachment 1". The grant will be paid in full upon execution of this agreement. 7. The City Administrative Officer may terminate this agreement at his sole discretion,after providing written notice to ART AFTER DARK. Said termination shall be effective thirty(30)days after CITY mails notice of termination of agreement to ART AFTER DARK. Any funds not paid pursuant to paragraph 6 above shall revert to City upon said termination. C3 -4 ATTACHMENT 2 8. ART AFTER DARK shall provide recycling containers on agency premises for collection of office paper, newspaper, and glass, aluminum, tin (bi-metal) and plastic 1-7 containers. ART AFTER DARK shall also collect corrugated cardboard for recycling and provide recycling containers at special events as appropriate. Collection services are provided free from SLOCO Recycles at 805/545-9999. 9. For purposes of notice under this agreement, all notices shall be considered effective upon being sent by certified mail to the following addresses: CITY ART AFTER DARK City of San Luis Obispo c/o San Luis Artists' Gallery 990 Palm Street The Creamery San Luis Obispo,CA 93401-3249 570 Higuera Street Attention: City Clerk's Office San Luis Obispo,CA 93401 Attn: Josephine Crawford IN WITNESS WHEREOF,the parties hereto covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute agreements on behalf of such party. ATTEST CITY OF SAN LUIS OBISPO, A Municipal Corporation By: By: Lee Price,City Clerk Allen Settle,Mayor ART AFTER DARK APPROVED AS TO FORM By: By: 11A000 Josephine Crawford Prllens/h,Ci Attey C3- s G:IContractsM After Dark-2001.doc I I ATTACHMENT 2 ATTACHMENT 1 Description of ART AFTER DARK Activities During June 1, 2001 to May 31, 2002, on the first Friday of the month, City-wide, local art galleries will be open late, serve food, and debut new works of art during the monthly Art After Dark event. The$2,000 shall be used for marketing and promotion of the monthly Art After Dark event. Specifically, it shall be used to place monthly ads in the New Times,print guides and brochures for distribution to City hotels/motels and the production of flags and fixtures for participating galleries. ART AFTER DARK agrees that at no time shall the funds be used to pay for employee salaries. C 3 G.IGontractsM After Dark-2001.doc ATTACHMENT 2 ATTACHMENT 2 PROMOTIONAL COORDINATING COMMITTEE REPORTING GUIDELINES ART AFTER DARK,in receiving enhanced promotional funds through the Promotional Coordinating Committee is required to submit a final report to the City of San Luis Obispo by May 1, 2002. The report shall consist of the following: 1. Administrator's Report: A brief synopsis of activity. This should include a statement describing activities, and services provided. 2. Statistical Survey: Should include the number of participants/media contacts. Survey should also include, to the best of your ability, the demographic make-up of participants/media contracts, i.e., residents, non-residents, and age groups (youth, teens, adults or senior citizens). 3. Financial Report: A financial statement that details how the City's grant monies have been expended. Reports should be sent to: Administration City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401-3249 Attention: Shelly Stanwyck,Economic Development Manager 0, 31 G:IContractsM After Dark-2001.doc ATTACHMENT 3 AMENDMENT NO. 1 AGREEMENT WITH SAN LUIS OBISPO CHAMBER OF COMMERCE, INC. The AGREEMENT dated October 5, 1999 between the CITY OF SAN LUIS OBISPO, a municipal corporation,hereinafter referred to as "City" and the SAN LUIS OBISPO CHAMBER OF COMMERCE, INC., a nonprofit corporation, hereinafter referred to as "Contractor,"is hereby amended as follows: ATTACHMENT 1, "Promotional Contract Proposal", is modified by adding the new duties as follows: • Photographic Image Production Production of a new photographic compact disc ("photo CD") with images of the City of San Luis Obispo. The photo CD will be used as a supplement to the tourism promotion efforts made by the Contractor and is intended to increase the amount of media coverage the City receives. SECTION 4, "City's Obligations", is modified as follows: 2000-01 • Production of photo CD $1,600 All other terms and conditions of the AGREEMENT shall remain the same. Both City and Contactor covenant that each individual executing this Amendment No. 1 on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed on this day of 2001. ATTEST CITY OF SAN LUIS OBISPO A Municipal Corporation Lee Price, City Clerk By: Allen Settle,Mayor APPROVED AS TO FORM CONTRACTOR *erg n, ity gorney Dave Garth, President/CEO C3 �8