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HomeMy WebLinkAbout11/12/2002, C9 - USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS councit "tt°n°w" j ac En as wpont Ut �� Icm Nvmhcr C I T Y OF SAN LUIS OBISPO FROM: Wendy George, Assistant City Administrative Officer d1 Prepared By: Shelly Stanwyck, Economic Development Manager SUBJECT: USE OF PROMOTIONAL COORDINATING COMMITTEE (PCC) ENHANCED PROMOTIONAL FUNDS CAO RECOMMENDATION As recommended by the PCC, allocate $1,600 of Enhanced Promotional Funds to the San Luis Obispo Arts Center for the marketing of their 2002 Pleinaire Festival to out-of-area collectors and authorize the Mayor to execute the Agreement with the San Luis Obispo Arts Center. 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. The Enhanced Promotional Fund budget for 2001-2003 is $50,000 and $1,600 is presently available. San Luis Obispo Arts Center New Event At its September 10, 2002 meeting members of the PCC heard from Karen Kile, Executive Director of the San Luis Obispo Arts Center about their new Pleinaire Festival. Conceived of in January of this year, the Pleinaire Festival was planned to be a weeklong event beginning September 30 and culminating on October 5'b at a gala event. During a Pleinaire Festival local and visiting artists would spend the week painting local scenes. Three of each artist's paintings would then be available for purchase at the gala event. Many of the participating artists are quite popular with collectors who follow them from festival to festival. The event is an opportunity to showcase our region from an artistic standpoint and attract visitors whose interests fit the profile of the"ideal San Luis Obispo tourist". The Art Center requested funding for their promotional brochures, of which over 7,000 were mailed nationally. Members of the PCC discussed this new event and its potential benefits to the community. Because the proceeds for the event benefit the Art Center's Programming, members of the PCC wanted to be sure that the funds would be spent on the Festival's promotion to out- of-area collectors. The PCC's recommendation to Council is that $1,600 of the 2001-03 Enhanced Promotional Funds be allocated to the San Luis Obispo Arts Center for the marketing of their 2002 Pleinaire Festival to out-of-area collectors. Although the Pleinaire Event has CQ -1 i Council Agenda Report—PCC Enhancement Promotional Fund Request Page 2 already occurred, the request was approved by the PCC prior to the event. Staff, is therefore, recommending that the Art Center be reimbursed for its out of area marketing expenses that have already occurred. The reimbursement to the Art Center for the marketing of the event will not adversely impact other requests for Enhanced Promotional funds because none have been presented to the PCC at this time. FISCAL IMPACT A total of$50,000 of Enhanced Promotional funding was budgeted over the 2001-03 fiscal years. To date $48,400 has been spent. Upon approval of the PCC and the CAOs recommendations, all Enhanced Promotional Funds for FY 01-03 would be expended. ATTACHMENTS 1. Agreement with the San Luis Obispo Art Center 2. Draft PCC minutes of October 9, 2002 GAProjects&Programs\Promotional Coordinating Committee\Enhanced Promotional Funds\02-03\Agenda Report November 12.doc O'q -A ATTACHMENT 1 AGREEMENT THIS AGREEMENT is made and entered into on this the day of 2002 and is by and between the CITY OF SAN LUIS OBISPO, a chartered municipal corporation (referred to herein as CITY), and the SAN LUIS OBISPO ART CENTER(ART CENTER). WITNESSETH WHEREAS, CITY has agreed to reimburse the ART CENTER in the amount of$1,600 to support its expenditures for a unique marketing opportunity described in "Attachment I", and WHEREAS, said services shall serve both a public and municipal purpose. NOW, THEREFORE, ART CENTER for and in consideration of the mutual benefits, promises, and agreements set forth herein, do hereby agree as follows: 1. ART CENTER has performed its services as described in "Attachment 1" during the fall of 2002 to the benefit of City residents. 2. ART CENTER 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 CENTER, 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 CENTER. They shall not for any purpose be considered employees or agents of the CITY. 4. ART CENTER, 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 CENTER 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 CENTER 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 CENTER a one-time only grant, in the sum of$1,600, to be used as described in "Attachment I". 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 CENTER. Said termination shall be effective thirty (30) days after CITY mails notice of termination of agreement to ART CENTER. Any funds not paid pursuant to paragraph 6 above shall revert to City upon said termination. N-3 i 8. ART CENTER 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 CENTER shall also collect corrugated cardboard for recycling and provide recycling containers at special events as appropriate. Collection services are provided free from San Luis Garbage at(805) 543-0875. 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 CENTER City of San Luis Obispo San Luis Obispo Art Center 990 Palm Street 1010 Broad Street San Luis Obispo,CA 93401 San Luis Obispo,CA 93401 Attention: City Clerk's Office Attn: Karen Me, Executive Director 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 CENTER APPROVED AS TO FORM By: By: f GJ� Karen Kile, Executive Director of crge a ity ttorney WProjects&Programs\Promotional Coordinating Committee\Enhanced Promotional Funds\02-03W I Center agrmt 2002.doc V 1 ATTACHMENT 1 ATTACHMENT Description of ART CENTER Activities The ART CENTER has held its first Annual Plenaire Festival during the first week of October 2002. Before the event, the ART CENTER, marketed the City of San Luis Obispo as a place to visit by art collectors nationwide. Over 7,000 mailers were sent to collectors throughout the United States. The marketing of the festival by the ART CENTER benefits the CITY because it specifically promotes cultural tourism in the City of San Luis Obispo. The $1,600 shall be used by the Art Center as a reimbursement for some of the costs associated with their national art collector outreach and event promotion. The ART CENTER agrees that no portion of these funds shall be used to support their operations. Wrojects 8 Programs\Promotional Coordinating Committee\Enhanced Promotional Funds\02-03\Art Center agrmt 2002.doc Ca �� l ATTACHMENT 1 ATTACHMENT 2 PROMOTIONAL COORDINATING COMMITTEE REPORTING GUIDELINES The ART CENTER 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 December 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 GAProjects&ProgramslPromolional Coordinating CommitteelEnhanced Promotional Funds102-03Wn Center agrmi 2002.doc ATTACHMENT 2 PROMOTIONAL COORDINATING COMMITTEE REGULAR MEETING MINUTES September 10, 2002 Council Hearing Room, City Hall San Luis Obispo, CA 93401 1. CALL TO ORDER Chairperson Bob Griffin called the meeting to order at 5:30 p.m. with the following members present: Sandy Baer, George Newland, Debbie Nicklas, Cate Norton, Diane Hunt Roberts, Wilda Rosene. Shelly Stanwyck served as staff. Also present were Judith Bean, Jonni Biaggini, Maggie Cox, Dave Garth, Carrie Head, and Alex LaChapelle. 2. PUBLIC COMMENT None. 3. APPROVAL OF MINUTES A motion made and seconded to approve the minutes of the July 10, 2002. (Rosene/Baer, unanimous). 4. OVERVIEW BUDGET PROCESS City staff provided an overview of the budgetary materials distributed in PCC member's agenda packets. The materials described the 2003-05 Goal Setting and Budget Process. At its October 9`h meeting the Promotional Coordinating Committee will develop its draft recommendations for Council that will be circulated to other City advisory bodies for their review and consideration. 5. ART CENTER REQUEST Karen Kile, Executive Director of the San Luis Obispo Art Center made a presentation to the Committee describing the planned 2002 Pleinaire Festival. The concept was conceived in January 2002. Several nationally known painters will be participating in the event. Out of the area buyers are expected. 7000 brochures promoting the Festival were mailed nationally. The Art Center has requested financial help to cover expenses, in particular marketing. The event is expected to put San Luis Obispo on one more map, that of art collectors. The profit from the event will go to programming, e.g. classes held at the Art Center. If the Art Center received enhanced promotional funds it would use the money specifically for the promotion of the festival. After much discussion, a motion was made that the Art Center receive $1600 in Enhanced Promotional Funds for the Pleinaire Festival to be used for out of the area promotion. (Rosene/Baer, unanimous) 6. GRANTS-IN-AID Thirty final reports have been received and checks released to those organizations. There are presently ten outstanding reports, which is typical this time of year. Committee Members acknowledged their receipt of the First Night letter announcing the event would not occur in 2002. The letter from Pacific Light Opera Theatre was discussed; they received money last year, but could not find a venue for this year's performances. They have a venue now and would like to receive their Oa - r)