HomeMy WebLinkAboutTBID_2021-06-30_AgendaPacket - Special Meeting ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT
DISTRICT SPECIAL MEETING AGENDA
Consistent with Executive Order N-29-20 and N-08-21 the ATBID Meeting will
not be physically open to the public and Board Members will be
teleconferencing into the meeting.
HOW TO OBSERVE THE MEETING:
To maximize public safety while still maintaining transparency and public access,
the meeting will be available for public participation through the following link
https://us02web.zoom.us/j/86470829632?pwd=cTlSd3J4ZE5uMEYwV2JOMTlicG94QT09.
HOW TO SUBMIT PUBLIC COMMENT:
Members of the public are highly encouraged to use the link above or may call
1(669) 900-6833 (Webinar ID: 864 7082 9632, Passcode: 132740) to listen and
provide public comment via phone or submit written public comments to
cityclerk@atascadero.org by 9:00 am on the day of the meeting. Such email
comments must identify the Agenda Item Number in the subject line of the email.
The comments will be forwarded to the ATBID Board and be made a part of the
administrative record. If a comment is received after the deadline for submission but
before the close of the meeting, the comment will still be included as a part of the
administrative record of the meeting but will be forwarded to the ATBID Board following
the meeting. Please note, email comments will not be read into the record.
AMERICAN DISABILITY ACT ACCOMMODATIONS:
Any member of the public who needs accommodations should contact the City
Clerk’s Office at cityclerk@atascadero.org or by calling 805-470-3400 at least 48
hours prior to the meeting or time when services are needed. The City will use their
best efforts to provide reasonable accommodations to afford as much accessibility
as possible while also maintaining public safety in accordance with the City procedure
for resolving reasonable accommodation requests.
ATBID agendas and minutes may be viewed on the City's website:
www.atascadero.org.
Copies of the staff reports or other documentation relating to each item of business referred to on
the Agenda are on file in the office of the City Clerk and are available for public inspection on our
website, www.atascadero.org. Contracts, Resolutions and Ordinances will be allocated a number
once they are approved by the ATBID Board. The Minutes of this meeting will reflect these numbers.
All documents submitted by the public during ATBID meetings that are either read into the record or
referred to in their statement will be noted in the Minutes and available for review by contacting the
City Clerk's office. All documents will be available for public inspection by appointment during City
Hall business hours.
Page 1 of 22
SPECIAL MEETING
ADVISORY BOARD FOR THE ATASCADERO
TOURISM BUSINESS IMPROVEMENT DISTRICT
Wednesday, June 30, 2021
10:00 A.M.
Atascadero City Hall Council Chambers, 4th Floor
6500 Palma Avenue, Atascadero, California
(TELECONFERENCE)
*************************************
AGENDA
ROLL CALL:
DISCUSSION:
1. Future Destination Management Services
Fiscal Impact: The Fiscal Impact is unknown and will depend on the direction
provided by ATBID.
Recommendation: Advisory Board discuss ATBID’s support needs and provide
direction to City staff regarding future destination management services .
[City Staff]
ADJOURNMENT:
The ATBID will adjourn to its next Regular Session on August 18, 2021.
STATE OF CALIFORNIA )
COUNTY OF SAN LUIS OBISPO )
CITY OF ATASCADERO )
AMANDA MUTHER, being fully sworn, deposes, and says: That she is the Deputy City Clerk of the City of Atascadero
and that on June 29, 2021, she caused the above Notice to be posted at the Atascadero City Hall, 6500 Palma Avenue,
Atascadero, California and was available for public review in the Customer Service Center at that location.
AMANDA MUTHER, Deputy City Clerk
City of Atascadero
Page 2 of 22
ITEM NUMBER: 1
DATE: 06/30/21
Atascadero Tourism Business
Improvement District Advisory Board
Future Destination Management Services
RECOMMENDATION:
Advisory Board discuss ATBID’s support needs and provide direction to City staff
regarding future destination management services.
DISCUSSION:
At the June 16, 2021 ATBID Meeting, Big Red Marketing gave notice terminating their
contract with the City of Atascadero to provide destination management services for the
ATBID Board effective July 2021. There is now a need to discuss destination
management services for the ATBID and direction for moving forward with securing these
services.
The ATBID’s Ad Hoc Committee on destination management services met with City
Manager, Rachelle Rickard on June 24, 2021. City Manager Rickard offered for City staff
to provide destination management services, based on the scope of work
contained in Big Red Marketing’s agreement, for the ATBID free of charge through
September 30, 2021.
During this time, the ATBID can assess the support needs of the Board and explore
options for acquiring destination management services.
FISCAL IMPACT:
The Fiscal Impact is unknown and will depend on the direction provided by ATBID.
ATTACHMENTS:
1. Scope of Work Renewal July 1, 2021-June 30, 2022
2. Big Red Marketing Contract
Page 3 of 22
Scope of Work Page 1 of 3 adief@bigredmktg.com
805-610-6326
Scope of Work related to services for Atascadero
Tourism Business Improvement District (ATBID) Advisory Board
July 1, 2021 – June 30, 2022
Scope of Work
Destination Management services provide support in conjunction with the ATBID, City of
Atascadero, the contracted marketing firm, tourism industry partners, and other stakeholders.
Primary areas of focus include:
!Assist in maintaining roles and responsibilities in ATBID communication chart (City and all other
entities)
!Act as administrator to support ATBID and its members in all capacities to execute plans and
attain goals, including and not limited to financial growth and laying the groundwork for future
success
!Guide the organization to develop and implement strategies to increase occupancy consistent
with the annual goals and objectives established by the ATBID and its annual marketing plans
!Assist in creating ATBID policies and procedures
!Assist in communication and strategy in response to unexpected state of emergencies
Expanding upon the Scope of Work, particular areas of support include the categories noted below.
Administrative: $9,250
!Communicate effectively with and between ATBID, City Council, Board of Supervisors, City
and County liaison and staff, ATBID lodging properties, community leaders, and related
tourism partners as needed to maintain strong internal and external relationships
!Develop and manage annual timeline and deliverables with the selected marketing firm
-Communicate with marketing firm the vision of the ATBID to assist in the execution of the
marketing plan
-Provide brand oversight to ensure consistent message and voice
-Develop measurable criteria and benchmarks for monitoring the success of the ATBID and
effectiveness of contracted vendors
-Collaborate with the marketing firm to make community connections to support
photography projects, videography projects, and public relations hosting
Page 29 of 39
ITEM NUMBER: 1
DATE: 06/30/21
ATTACHMENT: 1
Page 4 of 22
Scope of Work Page 2 of 3 adief@bigredmktg.com
805-610-6326
!Represent the ATBID and its members by attending countywide events and related
professional association meetings
!Work with City to manage timelines for the ATBID’s annual renewal process
!Develop and implement communication tools so all members are informed of ATBID progress
and programs
-Work with the City’s lodging records to maintain an accurate member inventory to include
individual property contact information, property type, and unit count
!Assist with website maintenance and make updates as requested in the areas of lodging,
restaurants, beverages, and attractions
!Assist in emergency response communication with lodging partners
Event Sponsorship Program: $4,650
!Manage event partnerships approved by the ATBID Board
-Serve as primary point of contact for events interested in presenting funding opportunities
for consideration
1.Communicate presentation requirements and timelines
2.Schedule presentations as Board agenda capacity allows
-Coordinate event recap presentations and schedule accordingly for ATBID Board
meetings
-Act as a liaison between the Board and event organizations to filter questions and requests
-Manage event organizer’s requirements for support
Board Management & Coordination: $8,745
!Attendance at all meetings related to the ATBID, including monthly Board meetings and
standing committee meetings, and Atascadero City Council Meetings with ATBID related
agenda items
-Prepare ATBID Board agenda and packets, and deliver to the Deputy City Manager for
posting and distribution in accordance to Brown Act requirements
-Create and coordinate development of staff reports to supplement agenda packets
-Print ATBID Board agenda and packets for each Board meeting
-Record and report minutes monthly
!Provide clear and concise recommendations through ongoing communication regarding
direction, opportunities, challenges, and progress to the ATBID
!Assist the Board in the selection, retention, and management of professional services and
vendors
!Attendance and management of Board Nomination meetings
-Coordinate required communications for open Board positions
-Communicate with lodging partners and manage nominations
Page 30 of 39
ITEM NUMBER: 1
DATE: 06/30/21
ATTACHMENT: 1
Page 5 of 22
Scope of Work Page 3 of 3 adief@bigredmktg.com
805-610-6326
-Attend and lead Board Nomination meetings
-Organize voting process
Financial Management: $6,000
!Partner with marketing firm to prepare and present the budget, Year End Report, and annual
marketing plans
!Oversee and review co-op and reactive opportunities and related expenditures
!Maintain and provide timely budgets based on City provided receipts, and expenditure
information, with monthly progress reports to the ATBID Board
-Create and coordinate contracts for expenditures approved by the ATBID Board equal to
or exceeding $10,000
-Review all vendor invoices for accuracy and compliance to budget
Tour and Travel: $9,190
!Promote the ATBID mission and goals by attending tour and travel related conference or
trade show on behalf of Visit Atascadero
-Manage conference registration, lodging, and travel
-Prepare and coordinate necessary materials
-Arrange and schedule tour operator appointments
-Facilitate and lead meetings while recording notes on conversations to be later distributed
to lodging stakeholders
-Manage follow-up and leads generated from tour and travel related conference or trade
show
Strategy: $7,415
!Take a visionary role in all activities and ensure ATBID actions are consistent with strategic
goals and direction
!Champion change and innovation to encourage diverse thoughts and contributions
!Collaborate with local events and tourism partners to maximize the opportunity for members
and identify sponsorship opportunities
Page 31 of 39
ITEM NUMBER: 1
DATE: 06/30/21
ATTACHMENT: 1
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