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Home My WebLink About02-10-2016 PCC Minutes Minutes Promotional Coordinating Committee Wednesday, February 10, 2016 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, February 10, 2016 at 5:32 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Palazzo. ROLL CALL Present: Committee Members Daniel Levi, Patricia Loosley, Clint Pearce, Stephanie Roberson, Vice-Chair Jill Lemieux and Chair Sasha Palazzo Absent: Deborah Lewis Staff Tourism Manager Molly Cano and Recording Secretary Kevin Christian Present: PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public comment on non-agenda items. CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, JANUARY 13, 2016 MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER ROBERSON, CARRIED 6-0, to approve the Minutes of the Promotional Coordinating Committee meeting on January 13, 2016 as presented. C2. COMMUNITY PROMOTIONS BUDGET REPORT By consensus, the Committee directed staff to receive and file the Community Promotions Budget Report. C3. PUBLIC RELATIONS REPORT By consensus, the Committee directed staff to receive and file the Public Relations Report. Promotional Coordinating Committee Minutes of February 10, 2015 Page 2 City of San Luis Obispo, Title, Subtitle C4. GRANTS-IN-AID (GIA) SUPPORT REPORT By consensus, the Committee directed staff to receive and file the Grants-In-Aid Support Report. C5. VISITOR CENTER REPORT By consensus, the Committee directed staff to receive and file the Visitor Center Report. C6. SLO HAPPENINGS PROMOTIONS REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Promotions Report. C7. SLO HAPPENINGS TECHNOLOGY REPORT By consensus, the Committee directed staff to receive and file the SLO Happenings Technology Report. C8. TOT (TRANSIENT OCCUPANCY TAX) REPORT By consensus, the Committee directed staff to receive and file the the TOT Report. PRESENTATIONS 1. PUBLIC RELATIONS MONTHLY UPDATE Representatives from the San Luis Obispo Chamber of Commerce presented an update on the public relations activities during the previous month, noting that Visitor Center is the distribution location for the “Money for a Rainy Day” promotion; reported that an LA Times piece on the promotion has been picked up by other media outlets leading to additional promotion opportunities; noted that the San Francisco Chronicle had pieces focusing on staying in San Luis Obispo and on the Craft Beer scene; and reported that upcoming events include the SLO Film Festival, the Eroica bike tour with a VIP opening night hosted in SLO, a focus on “Maker” events, and a renewed focus on outdoor activities. Promotional Coordinating Committee Minutes of February 10, 2015 Page 3 City of San Luis Obispo, Title, Subtitle 2. SLO HAPPENINGS PROGRAM TECHNOLOGY QUARTERLY UPDATE Mike Holiday of GFL Systems reported that following the App launch last month they have seen a rise in use; noted that the App calendar integration with the City’s tourism website is being “fine-tuned”; specified that the second phase of the App launch adds a mapping feature for events and favorites, along with adding the ability to add events; reported that events are propagated to the App by individual users, pulled from the SLO Chamber events list, and then pushed to the sanluisobispovacations.com calendar. He also clarified that the number of event submissions only counts approved events. BUSINESS ITEMS 1. 2016-17 GIA (GRANTS IN AID) FUNDING ALLOCATION Tourism Manager Cano reviewed that the PCC typically allocates $90,000 to $100,000 for GIA funding, and reported that attendance at the mandatory GIA applicant meeting was similar in number to past year’s. The Committee discussed that the past year’s budget had funding for the development of the App and that this year’s budget shouldn’t have as high a need for the App as it will be for maintenance only. MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 6-0, to earmark $100,000 for the 2016-17 GIA funding allocations. 2. 2016-17 GIA BUDGET PROCESS Tourism Manager Cano reviewed the following proposed budget action timeline and requested direction from the committee concerning their preference to use a sub- committee in the process. March 3/9 – PCC Meeting – Review Preliminary Budget and Discuss Program Direction • Discuss and decide on direction for 2016-17 SLO Happenings contracts April 4/13 – PCC Meeting – Contractor Pitch Presentations & Committee Discussion May 5/11 – PCC Meeting – Establishment of Initial Committee Budget Allocations June 6/7 – City Council Meeting Promotional Coordinating Committee Minutes of February 10, 2015 Page 4 City of San Luis Obispo, Title, Subtitle 6/8 – PCC Meeting – Approval of 2016-17 budget allocations for submission to City Council; Review and Approval of Contractor Work Scopes July 7/5 – Council Meeting – Council approval of 2016-17 Program & Budget By consensus the Committee directed staff to plan for the budget process to involve the whole committee rather than to step through a sub-committee process. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA UPDATE Committee Member Loosley reported that the Noor event was going to proceed as originally planned. Chair Palazzo reported that the Holiday Parade event went well. 2. TBID (TOURISM BUSINESS IMPROVEMENT DISTRICT) BOARD REPORT Committee Member Pearce reviewed the TBID minutes; highlighted that the tourism marketing campaign had been nominated for a “Poppy Award” by Visit California; reported that there is a need to represent “Homestay Properties” on the website as they are not served by HELIUM; and reviewed that a $4,000 budget allocation was approved for the CCTC (Central Coast Tourism Council) retreat sponsorship. 3. TOURISM PROGRAM UPDATE Tourism Manager Cano reported that the TBID board had funded the Cal Poly New Student & Transitions Program as an exclusive strategic sponsorship; that PCC Committee Member Daniel Levi is to be reappointed to the PCC; reviewed her upcoming travel and conference schedule; noted that the TBID City promotion video is being used by the City’s Human Resources department in staff recruitment efforts; suggested that the Committee might be interested in Pierre Rademaker’s presentation on the downtown transformation over the years in conjunction with the update of the City’s Downtown Concept Plan; and reminded the committee that the City’s Advisory Body Recognition Reception will be held at Embassy Suites on March 22nd. ADJOURNMENT The meeting adjourned at 6:19 p.m. to the next Regular meeting to be held on March 9, 2016, 5:30 p.m. Respectfully submitted, Kevin Christian, Recording Secretary