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Home My WebLink About05-11-2016 PCC Minutes Minutes Promotional Coordinating Committee Wednesday, May 11, 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, May 11, 2016 at 5:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Roberson. ROLL CALL Present: Committee Members Daniel Levi, Deborah Lewis, Patricia Loosley, Matthew Wilkins, Vice-Chair Jill Lemieux and Chair Stephanie Roberson Absent: Committee Member Palazzo Staff Present: Tourism Manager Molly Cano and Recording Secretary Kevin Christian CONSENT AGENDA ITEMS C1. MINUTES OF REGULAR MEETING ON WEDNESDAY, APRIL 13, 2016 ACTION: MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LEVI, CARRIED 6-0, to approve the Minutes of the Promotional Coordinating Committee meeting of April 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. C4. GRANTS-IN-AID (GIA) SUPPORT REPORT By consensus, the Committee directed staff to receive and file the Grants-In-Aid Support Report. Promotional Coordinating Committee Minutes of May 11, 2016 Page 2 City of San Luis Obispo, Title, Subtitle 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 TOT Report. PRESENTATIONS 1. PUBLIC RELATIONS MONTH UPDATE Chamber of Commerce representative, Keri Forsberg, reported that San Luis Obispo placed high on a recent USA Today reader’s poll; a Liquor.com headline promoted Edna Valley over Napa and Sonoma; that Draft Magazine contained a “road trip” piece featuring SLO craft brews; and reviewed eight additional magazines with upcoming features that mention San Luis Obispo. BUSINESS ITEMS 1. 2016-17 BUDGET ALLOCATIONS The Committee discussed Business Item 3 first, then Business Items 1 and 2 together. Vice Chair Lemieux recused herself during discussion of the Chamber of Commerce contract items for the 2016-17. The Committee discussed funding Chamber of Commerce Grants Marketing Support at the same level as 2015-16, the continuation of the Visitor Center contract which is currently mid-cycle in a two-year contract, the importance of the Downtown Maps, and the proposed modification of visitor center hours to accommodate staffing a booth at Farmer’s Market. ACTION: MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 5-0, to approve the Chamber of Commerce budget request recommendations and the proposed visitor center staffing hours change, specially: Promotional Coordinating Committee Minutes of May 11, 2016 Page 3 City of San Luis Obispo, Title, Subtitle • Visitor Center Operations $103,000 • Public Relations Services $34,000 and jointly funded by the TBID and PCC • GIA Marketing Support $28,000 • San Luis Obispo City Maps $8,500 The Committee reviewed the GFL Systems, Inc. and FreshBuzz Media budget request items, and discussed their priorities for the SLO Happenings app with the given budget restraints. The Committee determined that the proposed “Facebook Integration” and “Featured Evented / Mini-App” from the GFL Systems, Inc. proposal will not be pursued at this time, and noted that work on “Push Notifications” should not begin until the Committee further defines their needs. Direction on Committee priorities was given to FreshBuzz Media along with a request for them to return with contract item specifics, given the budget parameters shown in Attachment A. ACTION: MOTION BY COMMITTEE MEMBER LEVI, SECOND BY COMMITTEE MEMBER LEWIS, CARRIED 6-0, to approve the overall 2016-17 budget recommendations as shown in attachment A. 2. 2016-17 PARTNERSHIP AGREEMENT RECOMMENDATIONS See above discussion. ACTION: MOTION BY VICE CHAIR LEMIEUX, SECOND BY COMMITTEE MEMBER LOOSLEY, CARRIED 6-0, to approve the 2016-17 Partnership Agreement budget in thhee amount of $15,900 for GFL Technologies. ACTION: MOTION BY COMMITTEE MEMBER LEWIS, SECOND BY VICE CHAIR LEMIEUX, CARRIED 6-0, to approve a 2016-17 Partnership Agreement budget of $30,000 for Freshbuzz Media, with the requirement that they return with details conforming to the given amount. 3. GRANTS-IN-AID – PRELIMINARY RECOMMENDATION This item was addressed prior to Items 1 and 2. The Grants-in-Aid Subcommittee recommended $100,000 for Grant Funding for 2016-17. It was noted that there were two grant applications for the funding cycle that were not recommended for funding, Arts Obispo Radio Campaign and United Way “Flavor of SLO”. The first was determined by the sub-committee to not be in alignment with the mission of the PCC, the second did not attend the mandatory pre-application meeting. The Committee generally discussed the application events and recommended funding allocations. A Special meeting for final acceptance of the recommended allocations is scheduled for May 18, 2016 at 5:30 pm. Public Comment: Bettina Swigger, Executive Director Festival Mozaic, asked what the rubric was for determining the recommended allocations. Promotional Coordinating Committee Minutes of May 11, 2016 Page 4 City of San Luis Obispo, Title, Subtitle Clarification was provided on the criteria used to determine funding allocations. PCC LIAISON REPORTS AND COMMUNICATION 1. GIA UPDATE No further updates. 2. TBID (TOURISM BUSINESS IMPROVEMENT DISTRICT) BOARD REPORT Committee Member Wilkins reported that the TBID agreed to cover 60% of the PR Contract for the Chamber of Commerce. Tourism Manager Cano reported the TBID supported a matching grant fund for the San Luis Obispo Museum of Art that would designate downtown as a “California Creative Community” and allocated additional funding for the Bacon and Barrels San Diego event. 3. TOURISM PROGRAM UPDATE Tourism Manager Cano reported that the City Council committed needed funding for the America in Bloom program at their May 3rd, 2016 meeting. It was noted that a “champion” (community group or citizen) needs to be found for this program. She further reported that the current Tourism Intern will complete her tenure the week of June 6th and that a new summer intern is being sought; noted the upcoming month events include the SLO Jazz Festival, Roll Out the Barrels, and Bacon and Barrels in San Diego; stated an Events applications meeting will be held on June 1st; and noted that City Council has approved a partnership with Amtrak Surfliner users for complimentary rides on SLO Transit while staying in town. ADJOURNMENT The meeting adjourned at 6:59 p.m. to the next Regular meeting to be held on June 8th, 2016, 5:30 p.m. Respectfully submitted, Kevin Christian, Recording Secretary Promotional Coordinating Committee Minutes of May 11, 2016 Page 5 ATTACHMENT A City of San Luis Obispo, Title, Subtitle 2016-17 PCC Line Item Budget Allocations Updated: 5/4/16 Budget 2015-16 2016-17 2016-17 Budget $ 396,029 $ 403,609 $ 403,609 Total Budget $ 396,029 $ 403,609 $ 403,609 Expenditure Recommendation Requests 2015-16 2016-17 2016-17 Contractor GIA $ 123,000 $ 128,000 $ 128,000 Grant Funding $ 95,000 $ 100,000 $ 100,000 Various Recipients Grants Marketing Support $ 28,000 $ 28,000 $ 28,000 Chamber of Commerce EVENTS $ 84,300 $ 85,900 $ 67,700 Events Promotion Funding $ 40,000 $ 40,000 Various Recipients SLO Happenings Program - Technology $ 16,000 $ 15,900 $ 31,900 GFL Technologies SLO Happenings Program- Marketing $ 28,300 $ 30,000 $ 35,800 Fresh Buzz Media CONTRACT SERVICES $ 155,500 $ 153,100 $ 145,500 General Contract Services $ 12,000 $ 7,600 Various Contractors Visitors Center $ 103,000 $ 103,000 $ 103,000 Chamber of Commerce Promotional Coordinating Committee Minutes of May 11, 2016 Page 6 ATTACHMENT A City of San Luis Obispo, Title, Subtitle PR Contract $ 32,000 $ 34,000 $ 34,000 Chamber of Commerce Downtown Maps $ 8,500 $ 8,500 $ 8,500 Chamber of Commerce ADMINISTRATION $ 33,229 $ 36,609 $ 36,609 Support Cost $ 5,000 $ 5,000 $ 5,000 Staff / Support Administration (.25 FTE) $ 28,229 $ 31,609 $ 31,609 Staff / Support Total $ 396,029 $ 403,609 $ 310,109