HomeMy WebLinkAboutTBID_2021-07-21_SP AgendaPacket CITY OF ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT SPECIAL
MEETING (STUDY SESSION) 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/84109944684?pwd=NFJKbC9ONHIzU2xCRDhLdjAyUjVwZz09 .
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: 841 0994 4684, Passcode: 443860) to listen and
provide public comment via phone or submit written public comments to
cityclerk@atascadero.org by 12:00 pm 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 o n
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 16
SPECIAL MEETING
Atascadero Tourism Business Improvement
District Advisory Board
Wednesday, July 21, 2021
2:30 P.M.
Atascadero City Hall Council Chambers, 4th Floor
6500 Palma Avenue, Atascadero, California
(TELECONFERENCE)
*************************************
AGENDA
ROLL CALL:
A. CONSENT CALENDAR
1. ATBID Draft Action Minutes – June 16, 2021 & June 30, 2021
Recommendation: Approve the Draft Action Minutes of the June 16, 2021 Regular
Meeting and the June 30, 2021 Special Meeting. [City Staff]
B. DISCUSSION:
1. Destination Management Services Study Session
Fiscal Impact: Unknown and will depend on the direction provided by the ATBID.
Recommendation: Advisory Board discuss ATBID’s support needs and provide
direction to City staff on the future direction for destination management services.
[City Staff]
ADJOURNMENT:
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 July 16, 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 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID
June 16, 2021
Page 1 of 5
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
DRAFT ACTION MINUTES
Wednesday, June 16, 2021 at 2:30 P.M.
Video Conference: https://zoom.us/j/99761657551
Atascadero City Hall - 6500 Palma Avenue, Club Room
Atascadero, California
CALL TO ORDER:
Chairperson O’Malley called the meeting to order at 2:31 p.m.
ROLL CALL:
Present: Chairperson O’Malley, Interim Vice Chairperson Harden, Board
Vacant:
Member Alexander, Board Member Sohi
One vacancy.
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 Alexander and seconded by Interim Vice
Chairperson Harden to approve the agenda with the edit to
address item B-5 before B-1.
Motion passed 4:0 by a roll call vote.
PUBLIC COMMENT: None.
A. CONSENT CALENDAR
1. ATBID Draft Action Minutes – May 19, 2021
Recommendation: Approve the Draft Action Minutes of May 19, 2021. [Big Red
Marketing]
MOTION: By Board Member Sohi and seconded by Board Member
Alexander to approve the consent calendar.
Motion passed 4:0 by a roll call vote.
Page 3 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID
June 16, 2021
Page 2 of 5
B. BUSINESS ITEMS
1. Election of Chairperson and Vice Chairperson for the Atascadero Tourism
Business Improvement District (ATBID) Advisory Board for the 21/22 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 21/22 Fiscal Year Term. [Big Red Marketing]
Fiscal Impact: None.
Chairperson O’Malley shared information about the roles of the Chairperson and Vice
Chairperson positions and answered questions from the Board. O’Malley nominated
Interim Vice Chairperson Harden for the 2021/22 Chairperson position and Corina
Ketchum for the 2021/22 Vice Chairperson position.
PUBLIC COMMENT: None.
MOTION: By Chairperson O’Malley and seconded by Board Member
Alexander to elect Interim Vice Chairperson Harden as
Chairperson for the ATBID Advisory Board 21/22 Fiscal Year Term.
Motion passed 4:0 by a roll call vote.
MOTION: By Chairperson O’Malley and seconded by Board Member
Alexander to elect Corina Ketchum as Vice Chairperson to serve
for the ATBID Advisory Board 21/22 Fiscal Year Term.
Motion passed 4:0 by a roll call vote.
2. Tourism Political Action Ad Hoc Committee
Recommendation: Review and provide staff direction on the creation of a Tourism
Political Action Ad Hoc Committee. [Chairperson O’Malley]
Fiscal Impact: None.
Chairperson O’Malley presented information about the Tourism Political Action Ad Hoc
Committee and appointed Chairperson O’Malley and Board Member Sohi to the Ad Hoc
Committee.
PUBLIC COMMENT: None.
The Tourism Political Action Ad Hoc Committee presentation
was received and staff direction was provided.
3. Visit SLO CAL Events & Festivals Strategy MOU
Recommendation: Review and provide staff direction on the Visit SLO CAL Events
& Festivals Strategy MOU. [Visit SLO CAL]
Fiscal Impact: None.
Visit SLO CAL representative, Melissa Murray, presented to the Board and answered
questions.
Page 4 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID
June 16, 2021
Page 3 of 5
PUBLIC COMMENT: None.
MOTION: By Chairperson O’Malley and seconded by Board Member Sohi to
recommend support of the Visit SLO CAL Events & Festivals
Strategy MOU.
Motion passed 4:0 by a roll call vote.
4. Visit SLO CAL Co-op Opportunities
Recommendation: Review and provide staff direction on the 2021-2022 Co-op
Opportunities from Visit SLO CAL for Asset Development and EDI Research. [Visit
SLO CAL]
Fiscal Impact (GL Varied): Up to $17,500.
Visit SLO CAL representative, Cathy Tull, presented the co-ops to the Board and answered
questions. Marketing Consultant Akers provided some additional information about the co-
op options to the Board.
PUBLIC COMMENT: None.
MOTION: By Board Member Alexander and seconded by Interim Vice
Chairperson Harden to approve Co-op Option 1 for Visit SLO CAL
Asset Development in the amount of $10,000.
Motion passed 4:0 by a roll call vote.
MOTION: By Chairperson O’Malley and seconded by Board Member Sohi to
approve Co-op for Visit SLO CAL EDI Audience/Asset Alignment
and Visitor Profile Study for up to $7,500.
Motion passed 4:0 by a roll call vote.
5. Mid State Fair Sponsorship Opportunities
Recommendation: Review and provide staff direction on the 2021 Mid-State Fair
Sponsorship Opportunity. [California Mid-State Fair]
Fiscal Impact (GL 2801): Up to $3,750.
Deputy City Manager Banish present on behalf of the California Mid -State Fair and shared
details of previous sponsorship support of the California Mid-State Fair. Banish
recommended sharing the cost of sponsorship with the City of Atascadero and answered
questions from the Board.
PUBLIC COMMENT: None.
MOTION: By Board Member Sohi and seconded by Chairperson O’Malley to
approve sponsorship of the California Mid-State Fair in the amount
of $7,500 to be split between the Atascadero TBID and the City of
Atascadero in the amount of $3,750 each.
Motion passed 4:0 by a roll call vote.
Page 5 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID
June 16, 2021
Page 4 of 5
6. Detailed Quarterly Marketing Report
Recommendation: Receive and file the Detailed Quarterly Marketing Report.
[Verdin Marketing]
Fiscal Impact: None.
Marketing Consultant Akers presented the detailed quarterly marketing report and answered
questions from the Board. Akers recommended that the Board complete the survey emailed
to them to help provide useful information for upcoming marketing efforts.
PUBLIC COMMENT: None.
The Detailed Quarterly Marketing Report
was received and filed.
7. Detailed Quarterly Budget Report
Recommendation: Receive and file the Detailed Quarterly Budget Report. [Big
Red Marketing]
Fiscal Impact: None.
Destination Management Consultant Meisinger presented the detailed quarterly budget
report and answered questions from the Board
PUBLIC COMMENT: None.
The Detailed Quarterly Budget Report
was received and filed.
C. UPDATES
1. Visit SLO CAL TMD Update – Board Member Sohi – Board Member Sohi shared
updates including the strategic plan and co-ops. Marketing Consultant Akers provided
some more details about the co-ops.
2. Visit SLO CAL Marketing Committee Update – City Manager’s Office – Marketing
Consultant Akers shared updates on behalf of Deputy City Manager Banish including
updates on the co-branded house of brands and answered questions from the Board.
3. Destination Management Update – Big Red Marketing – Destination Management
Consultant Meisinger presented updates including the resignation of Big Red
Marketing from the Destination Management Organization (DMO) position.
Chairperson O’Malley halted the Tourism Political Action Ad Hoc Committee and
appointed an Ad Hoc Committee to include Chairperson O’Malley and Interim Vice
Chairperson Harden to determine next steps for the DMO position.
4. City Business Update – City Manager’s Office – This update was cancelled.
Page 6 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID
June 16, 2021
Page 5 of 5
D. BOARD MEMBER COMMENTS
None.
E. FUTURE AGENDA ITEMS
1. Political/Action Topics Presentation by the Mayor and/or County Supervisor
E. ADJOURNMENT
Chairperson O’Malley adjourned the meeting at 4:45 p.m.
Hanna Meisinger, Destination Management Consultant
APPROVED:
Page 7 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID Special Meeting
June 30, 2021
Page 1 of 3
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)
*************************************
DRAFT MINUTES
CALL TO ORDER:
Chairperson O’Malley called the meeting to order at 10:06 a.m.
ROLL CALL:
Present: By Teleconference - Chairperson O’Malley, Board Member Alexander,
Board Member Harden and Board Member Sohi
Vacant: One vacancy.
Absent: None.
Staff Present: By Teleconference - Destination Management Consultant Hanna
Meisinger, Destination Management Consultant Amanda Diefenderfer,
Deputy City Manager/Outreach Promotions Terrie Banish, City
Manager Rachelle Rickard and Deputy City Clerk Amanda Muther
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson O’Malley closed the Public Comment period.
Page 8 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID Special Meeting
June 30, 2021
Page 2 of 3
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]
Chairperson O’Malley asked Interim Vice Chairperson Harden to provide an Ad Hoc
Committee on Destination Management Services update. Interim Vice Chairperson Harden
provided a brief overview of the Committee’s meeting with City Manager Rickard.
At the request of Chairperson O’Malley, Destination Management Consultant Diefenderfer
gave a brief recap on Big Red Marketing’s decision to not extend their contract for
destination management services.
City Manager Rickard presented the discussion item and answered questions from the
Board. Deputy City Manager Banish and Destination Management Consultant Diefenderfer
also answered questions from the Board.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson O’Malley closed the Public Comment period.
MOTION: By Board Member Alexander and seconded by Board Member
Sohi to accept the City’s offer to provide free destination
management services for three months.
Motion passed 4:0 by a roll-call vote. One Vacancy.
Following Board discussion, there was consensus to have a few special meetings, rather
than creating a new ad hoc committee, to discuss the destination management needs of the
ATBID on a go forward. Chairperson O’Malley noted that the current ad hoc committee on
destination management services could be disbanded.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson O’Malley closed the Public Comment period.
MOTION: By Chairperson O’Malley and seconded by Board Member Sohi to
have meetings of the Board, in full, to review the needed
components of the work for ATBID and consider how to get the
work done in the future, with two meetings within the next month
to work on an RFP.
Motion passed 4:0 by a roll-call vote. One Vacancy.
Page 9 of 16
ITEM NUMBER: A-1
DATE: 07/21/21
Atascadero TBID Special Meeting
June 30, 2021
Page 3 of 3
Board Member Alexander left the meeting at 10:40 a.m.
Suggestions were made to City staff that a review of Big Red Marketing, Verdin Marketing
& Deputy City Manager Banish’s scope of work for the ATBID should be included in the
upcoming meeting(s) and Verdin Marketing should also be invited to the next meeting for
input.
Chairperson O’Malley noted that arrangements could be made to have Big Red Marketing
continue work for 30 days to assist with the transition of duties or their contract could be
terminated at the end of the fiscal year (6/3 0/21). Destination Management Consultant
Diefenderfer confirmed these options and Big Red Marketing’s willingness to accommodate
either.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson O’Malley closed the Public Comment period.
MOTION: By Chairperson O’Malley and seconded by Interim Vice
Chairperson Harden to accept Big Red Marketing’s offer to
terminate their contract at the end of the current fiscal year and
turn over all historical data for the ATBID, by USB and/or other
format(s) to Terrie Banish at the City.
Motion passed 3:0 by a roll-call vote. Alexander absent. One
Vacancy.
ADJOURNMENT:
Chairperson O’Malley adjourned the meeting at 10:59 a.m.
MINUTES PREPARED BY:
______________________________________
Amanda Muther
Deputy City Clerk
APPROVED:
Page 10 of 16
ITEM NUMBER: B-1
DATE: 07/21/21
Atascadero Tourism Business
Improvement District Advisory Board
Destination Management Services
Study Session
RECOMMENDATION:
Advisory Board discuss ATBID’s support needs and provide direction to City staff on the
future direction for destination management services.
DISCUSSION:
The Atascadero Tourism Business Improvement District (ATBID) Board is in the
beginning stages of reviewing the current scope of work for destination management
services that was formerly fulfilled by Big Red Marketing. The objective is to develop a
new plan for destination management services to be accomplished over two study
sessions. The first study session will review the scope of work from Big Red Marketing,
Verdin Marketing and City staff.
The goal of this process is to identify any gaps and duplication in the work being
performed and to make changes to improve the effectiveness of the provided destination
services required by ATBID. Both Verdin Marketing and a representative from Visit SLO
CAL have been invited and are attending this meeting for their input.
Background
Over the past six years, Big Red Marketing has been the Destination Management
consultant for the ATBID. 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. This presented an
opportunity to discuss the destination management services needed for the support of
ATBID and direction to City staff 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.
Page 11 of 16
ITEM NUMBER: B-1
DATE: 07/21/21
At a Special Meeting on June 30, 2021, the ATBID Board accepted the City’s offer to
provide free destination management services for three months allowing time for a review
of the current process, services provided across all consultants and City staff, and a
determination of next steps for engaging destination management services. The Ad Hoc
committee on destination management services was disbanded and the Board voted to
hold a few special meetings, over the next two months, to review the needed components
of the work for ATBID and consider how to get the work done in the future, and to
formulate an RFP for destination management services .
FISCAL IMPACT:
The Fiscal Impact is unknown and will depend on the direction provided by ATBID.
ATTACHMENTS:
1. Destination Consultant Services Scope of Work (SOW) Summary
2. Marketing Consultant Services SOW Summary
3. City Manager’s Office SOW Summary
Page 12 of 16
ITEM NUMBER: B-1
DATE:
ATTACHMENT:
07/21/21
1A
DESTINATION CONSULTANT SERVICES FOR ATBID
Consultant works as a Destination Manager (DM) to provide support for the ATBID Board with a primary
focus that includes the following:
COMMUNICATION & ADMINISTRATIVE SUPPORT
Provides administrative support to the ATBID Board. Makes recommendations to the ATBID Board to develop
and implement strategies to increase occupancy consistent with the annual goals and objectives established
by the ATBID in its annual marketing plan. Take a visionary role in all activities and ensure ATBID actions are
consistent with strategic goals and direction.
Communicates with ATBID, City, Visit SLO CAL County liaison and staff, ATBID lodging properties, community
leaders, and related tourism partners as needed.
Represents the ATBID and its members by attending countywide events and related tourism meetings. Works with
the City to manage timelines for the ATBID’s annual contract renewal process.
Develops and implements communication tools to inform all lodging owners of ATBID progress and programs
and communicates, as needed, to lodging owners. Submits code enforcement complaints that are provided
from the Host Compliance contractor on the status of short term rentals. The City then provides the code
enforcement updates to the Destination Manager throughout the year in ATBID meetings.
Meeting Coordination
Assures ATBID Board is attending monthly Board meetings so that there is a quorum. Prepares ATBID Board
agenda including development of staff reports. Provides copies for posting and distribution in accordance
with Brown Act requirements. Distributes digital copies of the agenda and agenda packets to the ATBID Board
and provides hard copies to the Board Members for each Board meeting.
Records and reports regular and special ATBID Board meeting minutes. Follows and implements the ATBID
By-Laws at all times. Works to prepare and present an itemized budget monthly, shares the Annual Report
provided by the City and coordinates with the marketing firm and the City to assure the budget reflects all
expenses. Submits monthly contractor fee invoice and expenses with back up when needed.
Schedules lodging owner meetings when the term of a Board Member is up for renewal. Coordinates
interested board member candidates for those meetings so that terms are renewed in a timely manner.
Coordinates lodging owner meetings when there is a vacancy in between an office term.
Event Coordination
Manage event partnerships approved by the ATBID Board and is the primary point of contact for proposed
events and the presentation of funding opportunities for ATBID consideration. Coordinates event
organization recap presentations for ATBID Board meetings.
Occasionally attends tour and travel related conferences or Tradeshows on behalf of Visit Atascadero .
Manages follow-up and leads generated from tour and travel related conferences or trade shows . Attends
Atascadero City Council Meetings with ATBID related agenda items when necessary.
Page 13 of 16
ITEM NUMBER: B-1
DATE:
ATTACHMENT:
07/21/21
1B
VERDIN MARKETING SERVICES FOR ATBID
Below is a general breakdown of the marketing services for a twelve-month ATBID partnership. Categories
are based on the past contract and discussions with the tourism manager and full ATBID board.
CREATIVE DEVELOPMENT
Verdin develops digital campaigns targeting behavioral demographics to showcase Atascadero’s key assets
including: concept creation and copywriting, design of all advertising based on approved media plan (TBD),
asset coordination and management, update Visit Atascadero brochure, Marketing Plan development. Works
on additional photo or video assets as needed .
MEDIA HARD COSTS, PLANNING & PLACEMENT
Verdin handles all media coordination under the direction and approval of ATBID including: media planning
and negotiation through June 2022, media monitoring and recommendations based on performance, invoice
reconciliation and coordination on any make-goods or billing adjustments needed, media hard costs including
planned and reactive media approved by ATBID Board, Certified Folder contract for brochure distribution
and printing.
SOCIAL MEDIA AND E-NEWSLETTER
Verdin manages ATBID’s Facebook, Twitter, Instagram, monthly e-newsletter and promotions. Verdin works
with and coordinates approval of content with the City and the Destination Manager. Social media details
include creation of monthly calendars and custom images for all appropriate channels, creation of monthly
e-newsletter content and images, scheduling, monitoring and responding, monthly subscription cost for Mail
Chimp. Verdin has minimal coordination with event partners (i.e. Cider Fest and Wine Speak, etc.).
PUBLIC RELATIONS
Verdin handles content submissions, pitching and FAM coordination with Visit SLO CAL, CCTC and Visit
California. Details include proactive pitching when appropriate, responding to all Visit SLO CAL, CCTC, Visit
California PR opportunities that align with ATBID’s goals and offerings and FAM tour coordination with Visit
SLO CAL and the City.
WEBSITE UPDATES
Verdin updates the website’s content pages as needed for promotions and advertising. This includes
copywriting, and visual execution (hero images, graphics, etc.), as well as page layout and implementation.
STRATEGY & PROJECT MANAGEMENT
Verdin directs all implementation and monitoring of ATBID projects based on set goals. This includes
research, strategy, consulting and project management , monthly meetings and reporting, monthly Visit SLO
CAL Marketing Committee report presented to ATBID. The City’s destination representative for Atascadero
captures notes at SLO CAL meeting and provides to Verdin. Verdin works with the City representative to
create a staff report for Visit SLO CAL for opportunities that require Board approval.
Page 14 of 16
ITEM NUMBER: B-1
DATE:
ATTACHMENT:
07/21/21
1C
CITY STAFF COORDINATION FOR ATBID
City works as the liaison for the ATBID Board, lodging owners, ATBID Destination and Marketing Consultants,
Visit SLO CAL and event organizers. The liaison role includes the following:
COMMUNICATION & LIAISON SUPPORT
Communicates regularly and provides support to ATBID’s Destination Management and Marketing
Consultants.
Works with the Destination Consultant to modify and continue building upon a solid Event Tier Sponsorship
Program for the ATBID. Brings new outside event opportunities to the attention of the consultant for
organizations interested in coming to our City like the Central Coast Brewers Consortium and their Craft Beer
Festival. Looks for ways to keep existing event opportunities viable like Atascadero Lakeside Wine Festival
and Cider Festival. Works to attract former events back like the Garagiste Festival. Works with the consultant
to make sure event organizers are accountable by asking for updated reporting for the ATBID Board and again
upon event completion.
As a team, the City works with the Destination and Marketing Consultants on the marketing and event
strategies with the goal of increasing occupancy consistent with the ATBID’s annual marketing plan. Works
as the point person for the Mid–State Fair Sponsorship and in similar instances where the City shares in the
cost of the program.
Works with the Marketing Consultant to review and approve the monthly newsletters and monthly social
media calendars to make sure the information being published is correct and accurate. When there are
photos needed for a post, have worked to collect appropriate photos. Helps with City’s public or private
assets that are being featured, like the Charles Paddock Zoo, A-Town Skate Park or Farmers Market, so that
the information is approved before the promotion publishes. Continually monitors social media activity for
accuracy and to make sure that comments are being addressed. Assists with idea creation for posts on an
ongoing basis.
Continually updates the VisitAtascadero.com website pages including events, restaurants, drinking
establishments and things-to-do pages. Collaborates with the Marketing Consultant to make arrangements
and offer ideas with photo shoots where needed. Assists Visit SLO CAL and the Marketing Consultant with
FAM Tours/ journalists, tour operators, etc.
Represents the City of Atascadero on the Visit SLO CAL Marketing Committee. Reports back information
shared at the meeting. Works with Marketing Consultant on co-op opportunities presented at the meeting
to bring to the ATBID Board for consideration.
MEETING AGENDAS & STAFF REPORT COORDINATION
Works with the Destination Consultant to review and approve the monthly ATBID Meeting agendas. Makes
suggestions and additions to the agenda based on previous meeting requests from the ATBID Board. Assists
with the information in the staff reports, and where it applies, and writing staff reports. Provides the
Destination Consultant with monthly budget reports for the agenda including the Expense Summary and TOT
Page 15 of 16
ITEM NUMBER: B-1
DATE:
ATTACHMENT:
07/21/21
1C
Revenue reports. Coordinates with the consultant to include City Departments when requested, like Finance
and Community Development to present to the ATBID Board for budget reviews, City updates, etc.
Provides and reviews the budget process and the Annual Report with the Destination Consultant during the
budgeting process. Submits Annual Budget staff report to City Council for approval. Submits monthly
contractor fee invoices for payment. Drafts and completes ATBID Board approved contracts (or annual
contract amendments) for contractor review and signature.
Coordinates with the Destination Consultant to make quarterly updates to the ATBID Board from the Host
Compliance reports on the status of Short Term Rentals.
Assists with the process of scheduling the lodging owner meetings when the term of a board member is up
for renewal or there is a vacancy. Once voted on by the ATBID Board, creates and implements the City Council
staff report for review and approval. Coordinates the incoming ATBID board members with the City Clerk to
be sworn in and assist with new Board Member training and filing requirements.
ON-GOING ADMINISTRATIVE SUPPORT
Post agenda and agenda packet (once approved) on the website and in the City kiosk.
Send email to Big Red and press with links to the online copies of the agenda/agenda packet.
Print/file hard copy of the agenda packet in the archival files.
Assisted with COVID agenda cover page updates.
Requested Word files of approved minutes on a monthly basis.
Confirm approval date of Minutes. Add approval date to provided file and format for printing on
archival paper (Formatting includes removing irrelevant headers, changing the title from Draft
Minutes to Minutes, adding footer with Minutes date and page numbers, etc.)
Confirm that exhibits listed in body of the Minutes have been received.
Reach out to request corrections when errors on the Minutes were found.
Coordinate getting signatures from Big Red on Minutes once printed on archival paper.
Scan signed Minutes, add headers to exhibits and merge scanned documents. Once compiled,
upload to the City’s repository and website as well as file originals in archival files.
Draft and later code for processing legal ads for annual TBID assessment.
Assist with new Board Member requirements: Oath of Office, Form 700, training requirements, and
provide Advisory Board Handbook.
Email existing Board Members reminders regarding annual Form 700 filing and ongoing training
requirements.
Page 16 of 16