HomeMy WebLinkAbout01/25/1983City Council Minutes
Tuesday, January 25, 1983 - 5:30 p.m.
Page 2
rest of the fiscal year 1982 =83. As apart of this they had authorized
the Chamber of Commerce to re- publish both the.city.map and Heritage
Home brochures. He assured the Council that any additional agreements
with an advertising agency would include a requirement for reporting
provisions.
Rob Sexton then reviewed the Advertising Subcommittee's role in looking
at the advertising program. He commended retired member Sally "Punches
as having been a "saint" in doing the legwork required to continue with
the advertising program that the City has had for-so-many-years...-He
stated they have been unable to find many of the past ads and his main
reason for pushing for an advertising agency was the need to provide for
better accounting. Any agency chosen would also be required to work
closely with the Chamber of Commerce.
Margaret Bond, P.C.C. member, agreed with comments by Mr. Sexton and
stated that in addition they did -not have the time to devote to doing a
proper advertising job or the expertise in judging demographics, etc.
She stated the Committee had placed two RFP's and received 13 responses.
The presentations were made by the 13 agencies to the Advertising
Subcommittee. The top three then interviewed by the full committee
were: 1) Karlen Design, 2) Johnson Design, and 3) Advantage Advertising.
These agencies gave their presentations to the full P.C.C. and, upon
general consensus, the P.C.C. forwarded its recommendation of Karlen
Design to the City Council.
Charles Long, P.C.C. member, stated one reason they looked to Karlen
Design was- because they felt this agency. could give a fresh approach for
new ideas in advertising of tourism.
LaVerne Schneider, P.C.C. member, agreed that a new approach was one of
the main requirements the committee looked for.
Councilman Settle questioned who the second firm was and if the committee
was desirous of entering into a contract with'them as a stop -gap measure.
Councilman Dunin felt the main issue was the advertising policy itself.
He questioned if the P.C.C. had established what should constitute an
acceptable agency.
Rob Sexton stated the committee had discussed several items, including
the possibility of TV commercials.- They needed a-full- service advertising
program. They did not have a written statement but he did feel that the
committee had a good perception of the type of agency they were looking
for.
Councilman Dunin felt the committee was acting more on feelings instead
of on an agreed policy. He felt the important questions that the agency
needed to address were their expertise and advertising qualifications,
professional experience, their worth, artwork abilities, market areas
and market contacts. -
Rob Sexton stated they had asked many of these.same questions, including
insertions, how long these people had been in business, basically, the
very concerns that the Council was asking this evening.,
Councilman Dunin stated that in the future, agencies should.bring a
portfolio and give a full'presentatiori to the Council. Without this, it
was almost impossible for the Council to approve a contractiwhen they '
know so little about a firm.
Councilman Settle stated he could support an, interim action and would be
willing to support the negotiation of a temporary advertising contract
to get the City through this fiscal year.
Councilman Griffin stated he could support either of the two-recommenda-
tions made by staff that: 1) The P.C.C. members return to the practice
of creating and placing all media advertisements; or 2) authorize the
City Council Minutes
Tuesday, January 25, 1983 - 5:30 p.m.
Page 3
development of a new RFP for the purposes of attracting an advertising
agency or a combination thereof. He felt that a well conceived promotional
program needed to be in place first. Five concerns he had were: 1) Is
the funding.level adequate and what are the objectives the P.C.C. would
like,to: see come out.of it;-2) what would be desired to farm out; 3) how
would those activities interface with the other P.C.C. activities
(B: :I:A., Chamber of Commerce);:4) who among the P.C.C. would be the
coordinator; 5) the ability to report and evaluate how well the program
is being implemented. This type of an outline needed to be constructed
first.. He felt part of the program should be farmed out. He would
prefer to spend the balance of this fiscal year getting this program
into place.
Councilwoman Dovey agreed with comments made by Councilman Griffin and
felt the City needed to look at the whole picture. The Council must
make.a.decision and communicate to.the committee as well. No agency can
b.e!told exactly what is wanted. Some.flexibility must be there. She
-felt there had been a lack-of direction by the Council to the P.C.C.
She did recognize those members and their hard efforts in trying to put
this advertising program together but she, too, would support the
committee spending the remainder of this fiscal year putting an over -all
program together.
Jim Chaney.felt it would be better for the.agency to put together the
exact program that they felt they could do for the City. It was almost
an impossible task to ask the committee to do such a thing.
Councilman-Settle stated he could.support the-P.C.C.:s efforts to
continue their advertising program as they.have:in the past and would
also support Councilman Griffin's suggestion that an over -all program be
worked on for the remainder of the year.
After brief discussion and upon general consensus the P.C.C. goals and
objectives were outlined as follows: 1) Preparation of an outline of
the advertising proposal; 2) review of the five programs for line items;
and 3) budget for the Promotional Coordinating Committee.
Upon question Leslie Ramsey, P.C.C. member, stated that the County Band
had indicated its willingness to play for the noon concerts at Mission
Plaza during next spring.
Mayor Billig agreed with comments made by Councilman Griffin and Council-
woman Dovey and felt the committee or subcommittee should put together
not only a well- conceived.program but also a comprehensive and cohesive
program that included everything from funding to the reporting system.
After brief discussion and upon general consensus, Council directed the
Promotional Coordinating Committee to put .together a comprehensive and
cohesive advertising program, including funding and reporting system,
for•the remainder of this fiscal year and that no additional funds be
spent on advertising (3 -2).. i
1B. P.C.C.'s Role in Reviewing Community Groups Who Have Received
:Grants -in -Aid -on a Line Item Basis
Mayor:.•Billig stated that.a "communication was.being sent to the five
groups that -the Council approved for line -item funding at the last
budget session.. Those.groups were the Mozart:Festival, -the County
.Symphony, Youth Symphony, the County Band and the Art Center (LaFiesta
was contemplated:but had been removed from the:list until additional
information could be received)..
Af•ter•brief discussion Council reaffirmed that only those five named
would: be .considered as 'line items.
The P.C.-C; would not be giving a full evaluation to these but the
Council would appreciate comments. on their applications (4 -1).
1C: .Goals and Objectives of the P.C:C. for the Remainder of Fiscal Year
1982 -83
After brief discussion and upon general consensus the P.C.C. goals and
objectives were outlined as follows: 1) Preparation of an outline of
the advertising proposal; 2) review of the five programs for line items;
and 3) budget for the Promotional Coordinating Committee.
Upon question Leslie Ramsey, P.C.C. member, stated that the County Band
had indicated its willingness to play for the noon concerts at Mission
Plaza during next spring.
City Council Minutes
Tuesday, January 25, 1983 - 5:30 p.m.
Page 4
Rob Sexton stated that the Children',s Theatre and Civic Ballet, had also
indicated their willingness-to participate.
Councilman Griffin stated that:he.would hope that P.C.C:•would,•:as a
parr of the budget evaluation, look at:the program description and the
specific goals and objectives. `If they had any problems with them or
had suggestions for 'revisions,; to bring•it to the Council's attention.
Councilwoman'Dovey. also suggested that the P.C.C. use their staff
member, Geoff Grote, -to give background on the evaluation and.understand-
ing of goals and objectives.
1D. Relations Between P.C.C. and the Chamber of Commerce
Jim Chaney, P.C.C. Chairman, felt that relations between the Chamber and
the Promotional Coordinating Committee were fairly good; -the only
problems .they had had in the past were the discussions of the Heritage
Homes Brochures and.the city maps. They were now.being done by the
Chamber, and he felt that.this issue was resolved.
Dave Garth, Executive Director of the Chamber of Commerce, stated the
problem wasn't the brochure issue or the map printing but rather which
agency should be doing it. He explained that the Chamber has never
charged an administrative fee. He felt the brochure should be looked at
as being a good product to.-sell, not only as.a promotional need of the
City. .
Margaret Bond stated.she had been unaware when she came on th_e. committee
who prepared 'the.brochures.and the city maps. She felt that a more
comprehensive and cohesive contract would be gained-by giving this
function to the advertising agency for evaluation. Any agency hired
would be required to work closely with the Chamber of Commerce.
Councilman•Dunin emphasized that whenever there is to be a change of
direction such as this one that the P.C.C. would be better off to get
Council approval first. He suggested 'a joint study session be held at
least once a year to review any suggested policy changes.
Councilman Griffin agreed but felt that a comprehensive promotional
Program needed to be established so that a framework would exist for the
new members as there was still inconsistent communications. He also
felt that the council subcommittee should-have a closer rapport with
each advisory body to which they are liaison.
Jim Chaney submitted his resignation on -the Promotional Coordinating
Committee effective immediately. He stated that he had been following
Council direction established since 1970, however he had been given
nothing but rebukes by the Council. He-felt the Council did not have
its act together except to say how nice they were. He felt a real
mistake was ignoring the advertising program as proposed. He felt this
would put the P.C.C. into a slide. It is a voluntary program and the
Council must not expect the heavy demands that..they..do:from volunteers.
The policy and the budget state that the P.C.C. is to conduct certain
things and-he feels that the-Mayor is desirous of.telling,the committee
how to enact everything that they do. He was critical of the Council
for getting into the heavy details. He was also critical of the Execu-
tive Director of the Chamber of Commerce in taking too active a role
speaking for the - P.C.C. and the Council..
City Council accepted his resignation and it was received and filed.
7:40 p.m. Mayor Billig declared a recess.
7:50 p.m: City Council reconvened, all Councilmembers present.
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City Council Minutes
Tuesday, January 25, 1983 - 5.:.30 p:m.
Page 5
2. Goals and ReDorting- Svstem Update
Geoff Grote, Assistant Administrative Officer, reported on the goals and
reporting system as of December 31, 1982. He stated that the 1982 -83
budget objectives had listed a total of 220. They had been categorized
into three areas: 1) Ongoing operations; 2) construction of capital
projects; and 3) system refinements. The reporting system at -this point
had total of 46 objectives, 39 objectives and 7 management team objectives.
- The systems refinements for 1983 -84 included: 1) greater continuity and
clarity of objectives; 2) finding Council agreement on objectives which
would be included in the reporting system; and 3) linkage between
reporting system and a two -year financial plan. He also highlighted a
report submitted by the City Clerk on how the Council had spent the
majority of their time and the significant allotments for 1982: 1) The
Council had met 73 times for a total of 257 hours, spending 42 percent
of their open-session time on Community.Development related agenda
items; the next.largest amount of time was spent on Public Works - related
items; hillside planning accounted for.12 hours and was the single
largest time item in Community Development; 113� hours for flood control
and 11 hours for parking.
Councilman Griffin urged the Finance Department to see that timely
revenue print -outs are available to the departments. He would also hope
that important objectives, such as the parking program, not be omitted
in future budget documents.
Upon general consensus the Goals and Objectives were received and filed.
3. DISCUSSION OF UPCOMING BUDGET PROCESS
Rudy Muravez, Finance Director, gave a status report on the possibility
of going to a two -year budget. He stated the Management Subcommittee of
Mike Dolder, Dave Romero and himself, were recommending that a two -year
budget could offer substantial benefit to the City. He listed the
advantages and disadvantages.as follows:
Advantages: 1) Savings on time and resources; 2) forces long range
- planning; 3) concentration of budgeting for objectives; 4) realistic
timeframe for major objectives; 5) budget can be programed pro- active,
not crisis reactive; and 6) promotion of more orderly spending patterns.
Disadvantages: 1) Difficulty of projecting local revenues; 2) uncertain
state :.policies.on subventions :and.grants;.3) difficulty predicting
inflation over two years; 4) predicting actions of outside agencies on
,,expenses; and.5)-.less• ability to react.to short-term community needs.
Other Considerations: 1) Changes in Council policy when the Council
terms would overlap the budget;.2) it is an experimental process; -3) it
should be an extension of the existing budget process; and 4) there is a
Charter requirement for an annual budget.
Subcommittee recommendation: 1) Go for two -year budget; 2) prebudget
planning session would be required; 3).the objectives should be phased
with projected dates of completion; 4) guidelines established on expense
projections; 5) two -year financial plan with each year separately
adopted; 6) carry -over of unused appropriations from the first year; 7)
a monitoring process integrated with goals reporting.
Upon question, Mr. Muravez stated that a better pattern analysis could
be:Accomplished providing there is: 1) a prebudget planning session
with Council; 2) integration with the goals- reporting process; 3)
Administrative reporting on the goals and monitoring of the amendment
process.
After brief discussion and upon general consensus, Council approved the
two -year budget process (5 -0).
City Council Minutes
Tuesday, January 25, 1983 - 5:30 p.m.
Page 6
There being no further business to come before the City Council, Mayor
Billig adjourned the meeting at 8:40 p.m. to Monday, January 31, 1983 at
12:10 p.m. for closed session. q
a� /U/
Pamela Voges, City e
APPROVED BY COUNCIL: 3/15/83
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M I N U T E S
ADJOURNED REGULAR MEETING OF THE CITY COUNCIL
CITY OF SAN LUIS OBISPO
MONDAY, JANUARY 31, 1983 - 12:10 P.M.
COUNCIL HEARING ROOM, CITY HALL, 990 PALM STREET
SAN LUIS OBISPO, CALIFORNIA
STUDY SESSION
Icli)"IfforA M
Councilmembers
Present: GlennaDeane Dovey, Ron Dunin, Robert Griffin, Allen
Settle and Mayor Melanie C. Billig
Absent: None
City Staff
Present: Paul Lanspery, Administrative Officer; George Thacher, I
City Attorney; Pam Voges, City Clerk
12:25 p.m. City Council adjourned to Closed Session to discuss Litigation
matters, all Councilmembers present.
12:40 p.m. City Council reconvened, all Councilmembers present.
12:45 p.m. City Council adjourned to Closed Session to discuss Personnel
matters, all Councilmembers present.
1:50 p.m. Mayor Billig declared a recess.
2:00 p.m. City Council reconvened in Closed Session to discuss Personnel
matters, Councilman Griffin absent.
2:45 p.m. City Council reconvened, Councilman Griffin absent.
There being no further business to come before the City Council, Mayor
Billig adjourned the meeting.
APPROVED BY COUNCIL: 3/15/83