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HomeMy WebLinkAboutTBID_2020-06-17_MinutesADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT MINUTES Wednesday, June 17, 2020 at 2:30 P.M. Video Conference: https:/lus02web.zoom.us/i/84587484364 Atascadero City Hall - 6500 Palma Avenue, Club Room Atascadero, California CALL TO ORDER: Chairperson Alexander called the meeting to order at 2:40 p.m. ROLL CALL: Present: Chairperson Alexander, Board Member Caprau, Board Member Harden, Board Member O'Malley, Board Member Sohi Vacant: None. Absent: None. Staff Present: Destination Management Consultant Hanna Meisinger, Destination Management Consultant Amanda Diefenderfer, Marketing Consultant Ashlee Akers and Deputy City Manager/Outreach Promotions Terrie Banish. APPROVAL OF AGENDA: MOTION: By Board Member O'Malley and seconded by Board Member Caprau to approve the agenda. Motion passed 5:0 by a roll call vote. PUBLIC COMMENT: None. A. CONSENT CALENDAR 1. ATBID Draft Action Minutes — May 20, 2020 • Recommendation: Approve the Draft Action Minutes of May 20, 2020. [Big Red Marketing] _ MOTION: By Board Member O'Malley and seconded by Board Member Sohi to approve the consent calendar with the correction of a misspelling. Motion passed 5:0 by a roll call vote. Atascadero TBID June 17, 2020 Page 1 of 4 B. BUSINESS ITEMS 1. Election of Chairperson and Vice Chairperson for the Atascadero Tourism Business Improvement District (ATBID) Advisory Board for the 20/21 Fiscal Year Term • Recommendation: ATBID Board to elect one member to serve as Chairperson and to elect one member to serve as Vice Chairperson for the ATBID Advisory Board for the 20/21 Fiscal Year Term. [Big Red Marketing] • Fiscal Impact: None. Destination Management Consultant Meisinger shared information on the Chairperson and Vice Chairperson positions for the 2020/21 Fiscal Year. Board Member Sohi nominated Board Member O'Malley to be Chairperson. Chairperson Alexander nominated Board Member Caprau for Vice Chairperson. Meisinger answered any additional questions from the Board. PUBLIC COMMENT: None. MOTION: By Chairperson Alexander and seconded by Board Member Sohi to elect Board Member O'Malley to serve as Chairperson and to elect Board Member Caprau to serve as Vice Chairperson for the ATBID Advisory Board for the 2020/21 Fiscal Year. Motion passed 5:0 by a roll call vote. 2. Event Cancellation Protocols • Recommendation: Discuss and provide staff direction on protocols for event cancellations. [Big Red Marketing] • Fiscal Impact: None. Destination Management Consultant Meisinger shared updates on potential event sponsorship cancellation protocols and asked questions from the Board. The Board discussed best possible options and determined an outline. An official protocol plan will be presented at an upcoming Board Meeting. PUBLIC COMMENT: None. MOTION: By Board Member O'Malley and seconded by Board Member Harden to recommend that a procedure is created to state that staff ask event managers for a financial summary detailing expenditures related to their sponsorship, upon review of the financial summary, staff will complete the following based on if it is a returning or new event. Returning events will be given the opportunity to roll any funds not used, as reflected in the financial summary, forward to the following year. New events will be required to return any funds not used, as reflected in the financial summary, to the Atascadero TBID and will be required to re -apply — for sponsorship for the following year. Motion passed 5:0 by a roll call vote. Atascadero TBID June 17, 2020 Page 2 of 4 3. Budget AdHoc Committee Update • Recommendation: Receive and file Budget AdHoc Committee Update. [Big Red Marketing] • Fiscal Impact: None. Destination Management Consultant Meisinger shared updates from the first Budget AdHoc Committee meeting and answered questions from the Board. PUBLIC COMMENT: None. The Budget AdHoc Committee Update was received and filed by the Board. 4. ATBID Reserve Policy Update • Recommendation: Receive and file ATBID Reserve Policy update from City Council. [Big Red Marketing] • Fiscal Impact: None. Destination Management Consultant Meisinger shared updates from the ATBID Reserve Policy. The official signed resolution will be shared when finalized at an upcoming Board Meeting. PUBLIC COMMENT: None. The ATBID Reserve Policy Update was received and filed by the Board. 5. Monthly Marketing Statistics Summary • Recommendation: Receive and file Marketing Statistics Report. [Verdin] • Fiscal Impact: None. Marketing Consultant Akers shared updates from the Marketing and answered questions from the Board. PUBLIC COMMENT: None. The Monthly Marketing Statistics Summary was received and filed by the Board. 5. Monthly Budget Report • Recommendation: Receive and file Budget Report. [Big Red Marketing] • Fiscal Impact: None. Destination Management Consultant Meisinger shared budget updates and answered questions from the Board. PUBLIC COMMENT: None. Atascadero TBID June 17, 2020 Page 3 of 4 The Monthly Budget Report was received and filed by the Board. C.UPDATES 1. Visit SLO CAL TMD Update — Board Member Sohi — Board Member Sohi updated the Board on discussions at the Visit SLO CAL TMD meeting including that Visit SLO CAL will be going out to RFP for a new marketing firm in 2021. Sohi answered questions from the Board and provided a few other updates. 2. Visit SLO CAL Marketing Committee Update — City Manager's Office — Deputy City Manager Banish shared updates from the Visit SLO CAL Marketing Committee, including the change of focus to outdoor adventure promotion and the upcoming customizable campaign. Banish answered questions from the Board. 3. Visit SLO CAL PR Task Force — Verdin — Destination Marketing Consultant Akers shared information from the PR Task Force meeting on May 28. Some of the updates included identifying possibilities for campaigns based on PR budget and the continuation of virtual happy hours. Akers shared information about FAM tours and answered questions from the Board. 4. Destination Management Update — Big Red Marketing — Destination Management Consultant Meisinger gave updates and answered questions from the Board. Board members were informed they were able to share any recommendations for the Visit SLO CAL TMD Board position before the City Council special meeting. 5. City Business Update — City Manager's Office — Deputy City Manager Banish shared city business updates, including the update that gatherings related to first amendment rights are permitted, such as cultural and religious events. Banish answered additional questions from the Board. C. BOARD MEMBER COMMENTS Board Member Sohi — Shared excitement for having Board Member Caprau and Board Member Harden join the advisory board. D. ADJOURNMENT Chairperson Alexander adjourned the meeting at 4:34 p.m. Hannawlei5iger, Destination Management Coordinator August 19, 2020 Atascadero TBID June 17, 2020 Page 4 of 4