HomeMy WebLinkAboutTBID_2021-09-15_AgendaPacket
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 and Resolutions will be allocated a number once they are
approved by the ATBID Board. The Minutes of this meeting will reflect these numbers. All documents
submit ted 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.
DISTRICT REGULAR MEETING AGENDA
ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT
www.atascadero.org.
ATBID agendas and minutes may be viewed on the City's website:
for resolving reasonable accommodation requests.
as possible while also maintaining public safety in accordance with the City procedure
best efforts to provide reasonable accommodations to afford as much accessibility
hours prior to the meeting or time when services are needed. The City will use their
Clerk’s Office at cityclerk@atascadero.org or by calling 805-470-3400 at least 48
Any member of the public who needs accommodations should contact the City
and provide public comment via phone or submit written public comments
1(669) 900-6833 (Webinar ID: 832 6666 3847, Passcode: 675980) to listen
Members of the public are highly encouraged to use the link above or may call
HOW TO SUBMIT PUBLIC COMMENT:
https://us02web.zoom.us/j/83266663847?pwd=LzhvbVZoM3NGMDhLdmI1MU5neUwrQT09.
the meeting will be available for public participation through the following link
To maximize public safety while still maintaining transparency and public access,
HOW TO OBSERVE THE MEETING:
teleconferencing into the meeting.
not be physically open to the public and Board Members will be
Consistent with Executive Order N-29-20 and N-08-21 the ATBID Meeting will
deadline for submission deadline for submission but before the close of the meeting,
be made a part of the administrative record. If a comment is received after the
of the email. The comments will be forwarded to the ATBID Board and be
comments must identify the Agenda Item Number in the subject line
to cityclerk@atascadero.org by 9:00 am on the day of the meeting. Such email
AMERICAN DISABILITY ACT ACCOMMODATIONS:
email comments will not be read into the record.
but will be forwarded to the ATBID Board following the meeting. Please note,
the comment will still be included as a part of the administrative record of the
Page 1 of 23
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
AGENDA
Wednesday, September 15, 2021 at 2:30 P.M.
Video Conference:
https://us02web.zoom.us/j/83266663847?pwd=LzhvbVZoM3NGMDhLdmI1MU5neUwrQT09
Meeting ID: 832 6666 3847; Passcode: 675980
Atascadero City Hall - 6500 Palma Avenue, Club Room
Atascadero, California
CALL TO ORDER:
ROLL CALL: Chairperson Patricia Hardin, SpringHill Suites by Marriott
Vice Chairperson Corina Ketchum, Home 2 Suites by Hilton
Board Member Deana Alexander, The Carlton Hotel
Board Member, Tom O’Malley, Portola Inn
Board Member Amar Sohi, Holiday Inn Express and Suites
APPROVAL OF AGENDA:
PUBLIC COMMENT: This portion of the meeting is reserved for persons wanting to address
the Board on any matter not on this agenda and over which the Board has jurisdiction.
Speakers are limited to three minutes. Please state your name for the record before making
your presentation. The Board may take action to direct the staff to place a matter of business
on a future agenda. A maximum of 30 minutes will be allowed for Public Comment, unless
changed by the Board.
A. CONSENT CALENDAR
1. ATBID Draft Action Minutes – Monthly ATBID Meeting, August 18, 2021
Recommendation: Approve the Draft Action Minutes of the Monthly Meeting,
August 18, 2021. [City Staff]
2. ATBID Draft Action Minutes – Special Meeting, September 1, 2021
Recommendation: Approve the Draft Action Minutes of Special Meeting,
September 1, 2021. [City Staff]
B. BUSINESS ITEMS
1. Central Coast Craft Beer Festival Event Update
Recommendation: Receive and file event planning progress presentation for the
3rd Annual Central Coast Craft beer festival. [En Fuego Events/ CC Brewers
Guild]
Fiscal Impact: None.
F
Page 2 of 23
2. Atascadero Fall Festival Event Update Presentation
Recommendation: Receive and file event planning progress presentation for the
first Atascadero Fall Festival. [En Fuego Events]
Fiscal Impact: None.
3. Visit Atascadero Promotional Materials
Recommendation: Approve up to $5,000 to purchase Visit Atascadero
promotional materials and provide staff direction on the types of promotional
material to be ordered. [City]
Fiscal Impact: Up to $5,000.
4. Budget Report
Recommendation: Receive and file the updated Budget Report. [City]
Fiscal Impact: None.
C. UPDATES
1. Visit SLO CAL TMD Update – Board Member Sohi
2. Visit SLO CAL Marketing Committee Update – Verdin
3. Administrative Services Update – City Manager’s Office
4. City Business Update – City Manager’s Office
5. Chamber & Business Improvement District Update – Josh Cross
D. BOARD MEMBER COMMENTS
E. FUTURE AGENDA ITEMS
1. Political/Action Topics Presentation by the Mayor and/or County Supervisor
2. Update on the status of the Visit SLO CAL Events & Festivals MOU
3. Short Term Rental Contract Review – Host Compliance/ Granicus
4. Garagiste Sponsorship Update
5. Presentation from City’s Community Development Department
F. ADJOURNMENT
Page 3 of 23
ITEM NUMBER: A-1
DATE: 09/15/21
Atascadero TBID
August 18, 2021
Page 1 of 4
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Wednesday, August 18, 2021 at 2:30 P.M.
Video Conference:
https://us02web.zoom.us/j/87073194516
Meeting ID: 870 7319 4516; Passcode: 848907
Atascadero City Hall - 6500 Palma Avenue, Club Room
Atascadero, California
DRAFT MINUTES
CALL TO ORDER:
Chairperson Harden called the meeting to order at 2:33 p.m.
Present: By Teleconference - Chairperson Harden, Vice Chairperson Ketchum,
Board Member Alexander, and Board Member Sohi
Absent: Board Member O’Malley
Staff Present: By Teleconference - Deputy City Manager/Outreach Promotions
Terrie Banish, Marketing Consultant Ashlee Akers and Deputy City
Clerk Amanda Muther
APPROVAL OF AGENDA:
MOTION: By Board Member Alexander and seconded by Board Member
Sohi to approve the agenda.
Motion passed 4:0 by a roll call vote (O’Malley absent)
There was Board consensus to take item B-2 before item B-1.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: Josh Cross.
Chairperson Harden closed the Public Comment period.
Page 4 of 23
ITEM NUMBER: A-1
DATE: 09/15/21
Atascadero TBID
August 18, 2021
Page 2 of 4
A. CONSENT CALENDAR
1. ATBID Draft Action Minutes – Special Meeting, July 21, 2021
Recommendation: Approve the Draft Action Minutes of Special Meeting, July 21,
2021. [City Staff]
MOTION: By Vice Chairperson Ketchum and seconded by Board Member
Sohi to approve the consent calendar.
Motion passed 4:0 by a roll call vote (O’Malley absent)
B. BUSINESS ITEMS
2. California Mid-State Fair Sponsorship Review
Recommendation: Review of the 2021 California Mid-State Fair sponsorship
program. [City]
Fiscal Impact (GL 2801): None.
Deputy City Manager Banish gave the presentation and answered questions from the Board.
Marketing Consultant Akers also provided a brief update.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
There was Board consensus to take item B-3 before item B-1.
3. Future Destination Management/ Administrative Services - Ad Hoc Committee
Update
Recommendation: Review and provide staff direction for the support needs and
future direction for destination management services with an RFP/ RFQ to explore
available options. [ATBID Ad Hoc Members]
Fiscal Impact (GL Varied): Up to $45,200 Annually based on prior admin contract.
Vice Chairperson Ketchum, Chairperson Harden and Deputy City Manager Banish gave the
presentation and answered questions from the Board.
Board Member Sohi went off camera at 2:50 pm.
Chairperson Harden recessed the meeting at 2:51 pm.
Chairperson Harden reconvened the meeting with all present at 3:00 pm.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson Harden closed the Public Comment period.
Page 5 of 23
ITEM NUMBER: A-1
DATE: 09/15/21
Atascadero TBID
August 18, 2021
Page 3 of 4
MOTION: By Board Member Sohi and seconded by Vice Chairperson
Ketchum to approve moving forward with the recommendation
from the ad hoc committee, as far as the scope of work for the
Destination Management company, with whatever changes are
necessary with Verdin.
Motion passed 4:0 by a roll call vote (O’Malley absent)
1. Atascadero Equity Mural Project Update & Sponsorship Proposal
Recommendation: Review current mural project and provide staff direction to
consider an additional mural sponsorship in Downtown Atascadero. [SLO County
Arts/ Equity Mural Project]
Fiscal Impact: $5,000 per mural
Zoe Zappas, Marketing & Public Relations Director for Z Villages Management &
Development Company, gave the presentation and answered questions from the Board.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson Harden closed the Public Comment period.
MOTION: By Board Member Sohi and seconded by Board Member
Alexander to approve the opportunity to do a second mural for
$5,000.00 with future discussion to expand with an exclusive
mural walking tour map.
Motion passed 4:0 by a roll call vote (O’Malley absent)
4. Budget Report
Recommendation: Receive and file the updated Budget Report. [City]
Fiscal Impact: None.
Deputy City Manager Banish gave the presentation and answered questions from the Board.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson Harden closed the Public Comment period.
The Budget Report was received and filed.
C. UPDATES
1. Visit SLO CAL TMD Update – Board Member Sohi stated he had no updates.
Page 6 of 23
ITEM NUMBER: A-1
DATE: 09/15/21
Atascadero TBID
August 18, 2021
Page 4 of 4
2. City Business Update – Deputy City Manager Banish gave an update on various
upcoming events and a variety of things going on in the City.
Marketing Consultant Akers provided a brief update on the results from the Visitor
Research Study.
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: Brendan
Pringle
D. BOARD MEMBER COMMENTS – None.
D. FUTURE AGENDA ITEMS
1. Political/Action Topics Presentation by the Mayor and/or County Supervisor
2. Update on the status of the Visit SLO CAL Events & Festivals MOU
Interim CEO & President of the Atascadero Chamber of Commerce, Josh Cross, provided
brief Chamber updates.
ADJOURNMENT:
Chairperson Harden adjourned the meeting at 3:57 p.m.
MINUTES PREPARED BY:
______________________________________
Amanda Muther
Deputy City Clerk
APPROVED:
Page 7 of 23
ITEM NUMBER: A-2
DATE: 09/15/21
Atascadero TBID Special Meeting
September 1, 2021
Page 1 of 2
SPECIAL MEETING
ADVISORY BOARD FOR THE ATASCADERO
TOURISM BUSINESS IMPROVEMENT DISTRICT
Wednesday, September 1, 2021
11:30 A.M.
Atascadero City Hall Council Chambers, 4th Floor
6500 Palma Avenue, Atascadero, California
(TELECONFERENCE)
*************************************
DRAFT MINUTES
CALL TO ORDER:
Chairperson Harden called the meeting to order at 11:33 a.m.
ROLL CALL:
Present: By Teleconference - Chairperson Harden, Vice Chairperson Ketchum,
Board Member Alexander, Board Member O’Malley and Board Member
Sohi
Absent: None
Staff Present: By Teleconference - Deputy City Manager/Outreach Promotions
Terrie Banish and Deputy City Clerk Amanda Muther
BUSINESS ITEM:
1. Destination Management Administrative Services Request for Proposals
Fiscal Impact: The fiscal impact will depend on the direction provided by the ATBID.
Recommendations:
1. Determine and approve allocated budget for Destination Management
Services.
2. Approve Request for Proposal for Destination Management Services with
determined allocated budget for services. [City Staff]
Page 8 of 23
ITEM NUMBER: A-2
DATE: 09/15/21
Atascadero TBID Special Meeting
September 1, 2021
Page 2 of 2
Deputy City Manager Banish gave the presentation and answered questions from the Board.
The Board discussed the Draft RFP and proposed modifications. The changes were made
onscreen directly to the RFP (Exhibit A).
PUBLIC COMMENT:
The following citizens spoke by telephone or through the webinar on this item: None.
Chairperson Harden closed the Public Comment period.
MOTION: By Board Member O’Malley and seconded by Board Member
Alexander to approve the RFP as modified during the Board
Meeting. (Modifications are documented as redlines in Minute Exhibit A)
Motion passed 5:0 by a roll-call vote.
ADJOURNMENT:
Chairperson Harden adjourned the meeting at 12:09 p.m. to the next Regular Meeting on
September 15, 2021.
MINUTES PREPARED BY:
______________________________________
Amanda Muther
Deputy City Clerk
The following exhibits are available for review in the City Clerk’s office:
Exhibit A – Redline of Board edits to Draft RFP
APPROVED:
Page 9 of 23
ITEM NUMBER: A-2
DATE:
ATTACHMENT:
09/15/21
1
Atascadero Tourism Business Improvement District
Request for Proposal for Destination Management
Administrative Services
Issue Date: September 2, 2021
The Atascadero Tourism Business Improvement District (ATBID) is requesting proposals from individuals
and firms offering services in the areas of Destination Management Administration.
The ATBID was formed in April 2013 to collect assessments from lodging businesses to be used for tourism
promotions and marketing programs to promote the City of Atascadero as a tourism destination and to increase
transient stays at lodging businesses. The ATBID is represented by Atascadero lodging owners who work in
partnership with the City of Atascadero and on behalf of multiple hospitality and stakeholder businesses that
serve the visitor. The ideal candidate will provide services in the areas of ATBID administration, event
sponsorship program oversight, Board management and coordination, ATBID financial management, tour and
travel outreach, and participate in strategic planning efforts. Due to the nature of the tourism industry, applying
firms may be asked to disclose other destinations they provide similar services to.
If interested and qualified, please submit an electronic copy of your proposal in PDF format by 4 p.m. on
Friday, October 1, 2021 Monday, November 1, 2021 via email to Terrie Banish, tbanish@atascadero.org.
SCOPE OF SERVICES
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The ATBID Advisory Board is seeking an individual or firm to work as a Destination Manager to provide support
for the ATBID with a primary focus that includes the following:
Communication & Administrative Support
Communicates with ATBID, City, Visit SLO CAL County liaison and staff, ATBID lodging properties,
community leaders, and related tourism partners as needed. Candidates will need to uphold strong internal and
external communication to support the mission of the ATBID. Applicants must be familiar and experienced
with stakeholder communication through email distribution platforms and one-on-one calls.
Provides administrative support to the ATBID Advisory 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.
Represents the ATBID and its members by attending appropriate events and related tourism meetings.
(Optional). 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 Administrator throughout the year in ATBID meetings.
Page 10 of 23
ITEM NUMBER: A-2
DATE:
ATTACHMENT:
09/15/21
1
On-going Administrative Support
Works with the City of Atascadero in an effort to minimize workload and assist with the following:
Assure that the monthly ATBID agenda and packet are ready to post and communicate with the City
in a timely manner to meet all posting deadlines. Works with the City to send an email to the press
with links to the online copies of the agenda/agenda packet.
Assisted with COVID agenda cover page updates, as needed.
Supply City staff with Word files of approved Minutes on a monthly basis.
o 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 and provide digital copies to
City staff for archival files.
Works with City staff to coordinate signatures on approved Minutes and Resolutions once they are
printed on archival paper. City staff will scan signed Minutes and Resolutions, merge scanned
documents and upload them to the repository and website, as well as file originals in the archival files.
The City will also draft, and later code for processing, legal ads for the annual ATBID assessment.
Assist the City with new Board Member requirements: Oath of Office, Form 700, training
requirements, and provide Advisory Board Handbook. Assists the City in emailing existing Board
Members reminders regarding annual Form 700 filing and ongoing training requirements.
Works to update the Visit Atascadero Website to add new businesses and assures all areas are updated
with outgoing businesses, new incoming businesses and closing businesses.
Meeting Coordination
Assures ATBID Advisory Board is attending monthly board meetings so that there is a quorum.
Prepares ATBID Advisory 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
packet to the ATBID Advisory 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.
Could be asked to attend tour and travel related conferences or Tradeshows when appropriate on behalf of
Visit Atascadero. (Optional: additional cost upon special request with Board consideration and
approval). Work with Marketing consultant to manage follow-up, including surveys and leads generated from
Page 11 of 23
ITEM NUMBER: A-2
DATE:
ATTACHMENT:
09/15/21
1
tour and travel related conferences or trade shows. Manage 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.
BUDGET
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Proposals should include a comprehensive budget outlining the associated costs of support in each of the
anticipated areas. Allocated budget is estimated at $60,000 for a 24-month contract (not to exceed $30,000 for
each 12-month annual renewal). Contract Review at 90-day
The initial contract will be for 24-months. This will allow the selected firm an opportunity to fully
implement practices before initiating a mutually agreed upon contract renewal. The initial term shall last from
November 1, 2021January 1, 2022 through October 31, 2023December 31, 2023. The annual contract may renew
for up to three (3) additional one-year extensions upon mutual agreement of both parties. Annual contract
renewals may be extended through October 31, 2026December 31, 2026.
EXAMPLES OF WORK
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Please provide case studies and/or other examples of work that reflect the competencies specific to supporting
the breadth of services required of the destination management firm.
PROPOSAL SUBMITTAL
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Proposals must include contact information and background of the submitting firm. Additionally, the proposal
should offer specific material pertaining to the qualifications of the firm, the foreseen working relationship
between the firm, the ATBID and City, and previous experience with relevant projects. In introducing the firm,
provide an organizational chart of the account representatives that will be collaborating with the ATBID and
City of Atascadero.
All proposals shall be submitted electronically in PDF format to Terrie Banish, tbanish@atascadero.org by
4 p.m. on Friday, October 1, 2021Monday, November 1, 2021. Late proposals may not be considered.
All correspondence should be directed to Terrie Banish, tbanish@atascadero.org.
Costs of preparation of proposals will be borne solely by the individual or firm.
Proposals shall not exceed 15 (fifteen) pages.
Selection of qualified proposals will be made by ATBID Advisory Board Members.
This request for proposal does not constitute an offer of employment or to contract for any services.
The ATBID Advisory Board reserves the option to reject any and all proposals, wholly or in part, received
as a result of this request for proposal.
The ATBID Advisory Board reserves the option to retain all proposals, whether selected or rejected. Once
submitted, the proposals become the property of City of Atascadero.
All proposals shall remain firm for 90 days following closing date for receipt of proposals.
The ATBID Advisory Board reserves the right to award the contract recommendation to the individual or
firm whose proposal best accomplishes, in the judgment of the Advisory Board, the desired results, and
shall include, but not be limited to, a consideration of professional service fees.
The ATBID Advisory Board will recommend the contract award to the Atascadero City Council for final
approval.
Page 12 of 23
ITEM NUMBER: A-2
DATE:
ATTACHMENT:
09/15/21
1
Selection will be made on the basis of proposals as submitted. The ATBID Advisory Board retains the right
to interview applicants as part of the selection process.
Proceedings of the selection committee are confidential. Members of the selection committee are not to be
contacted by firms responding to this request for proposal.
PROPOSAL FORMAT
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1. Title
2. Applicant or Firm Name, address, phone and email.
3. Applicant and Firm’s Qualifications.
Limit to one page and provide two past projects with specific measurable results.
Please also provide three to five professional references, three of which are current clients. Include name,
title, company, phone number and email address.
Please include if your company is currently working for any tourism related businesses or organizations within
San Luis Obispo County.
4. Proposal will not to exceed 15 pages.
Address all elements outlined in Scope of Services.
Describe staffing and list any outside contractors (and qualifications) to be used to fulfill contract.
Provide timeline of tasks to be accomplished once contract is approved.
Outline budget (staff time plus out-of-pocket expenses) for each proposal element. The budget should
describe Agency Fees and Implementation Costs as separate items.
PROPOSAL SELECTION
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The City of Atascadero’s TBID Advisory Board is interested in an applicant or firm’s ability to both deliver a big
picture, strategic perspective and to execute tactical detail needed to meet strategies and objectives in a timely fashion
and within budget. The winning proposal will include the following elements: goal; objective; strategy; tactics; plan
implementation details; timeline; success measurements and detailed budget.
EVALUATION CRITERIA
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The ATBID Advisory Board, in its sole discretion, may assign rating weights to the following criteria, and may also
consider any other factors deemed relevant to making its recommendation.
Understanding of the nature of services for the ATBID Advisory Board.
Responsiveness to all elements outlined in the request for proposal.
Outline of proposed fees for services and expenses within stated budget.
Experience and results in performing the services desired by the ATBID Advisory Board.
REQUEST FOR PROPOSAL SCHEDULE
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Page 13 of 23
ITEM NUMBER: A-2
DATE:
ATTACHMENT:
09/15/21
1
September 2, 2021 – Release RFP
October 20, 2021 September 15, 2021 –
ATBID form Ad Hoc Committee to review
submitted RFPs
November 1, 2021 October 1, 2021 - RFP
submission deadline
November 5, 2021 October 8, 2021 - Notify
any firm(s) selected to make a presentation at
the November 17, 2021 October 15, 2021
ATBID Meeting
November 17, 2021 October 15,
2021 – Possible presentation(s) from
top firm(s) and tentative firm selection
November 23, 2021October 26, 2021
- Tentative recommendation to City
Council for contract approval
January 1, 2022November 1, 2021 -
Tentative effective date of contract
Page 14 of 23
ITEM NUMBER: B-1
DATE: 09/15/21
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Central Coast Craft Beer Festival
Event Update
RECOMMENDATION:
Receive and file event planning progress presentation for the 3rd Annual Central Coast
Craft Beer Festival.
DISCUSSION:
On February 17, 2021 the Central Coast Craft Beer Festival was approved by the
ATBID Board for an event sponsorship of $5,000, marking the 3rd Annual Craft Beer
Festival!
In 2020, due to COVID-19, the event was approved and ended up being a virtual event,
after going through a series of date changes (i.e., initial date 3.28.20 to 6.20.20 to again
on October 24, 2020 hosted as a virtual event).
The Central Coast Craft Beer Festival event team will provide an update of the event
with the number of tickets sold, breweries and vendors that will be participating and a
review of the marketing efforts. The Central Coast Craft Beer Festival will be taking
place on Saturday, October 23rd, 2021 in the Sunken Gardens.
FISCAL IMPACT:
None. Committed to $5,000 sponsorship for 2021.
ATTACHMENTS:
None.
Page 15 of 23
ITEM NUMBER: B-2
DATE: 09/15/21
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Atascadero Fall Festival Event Update Presentation
RECOMMENDATION:
Receive and file event planning progress presentation for the first Atascadero Fall
Festival.
DISCUSSION:
On April 21, 2021 the Atascadero Fall Festival Event was on the agenda for review of a
potential sponsorship for $5,000. The management of the Fall Festival was not able to
make that meeting, and in an effort to keep this moving forward, ATBID Board
Chairperson O’Malley created an Ad Hoc Committee. Board Member Sohi and Board
Member Harden were assigned as the Ad Hoc and continued conversations with the
event manager with permission to approve or deny the sponsorship based on event
dates to make sure they were aligned well and did not conflict with other major events in
the county.
On May 19, 2021, the Atascadero Fall Fest Ad Hoc Committee approved the set date
and approval of $5,000 in event sponsorship sup port. The dates of the event were
determined to be November 19-21, 2021.
The Atascadero Fall Festival presentation will provide an update to the event including
an update on the status, marketing details and the entertainment.
FISCAL IMPACT:
None. Committed to $5,000 sponsorship for 2021.
ATTACHMENTS:
None.
Page 16 of 23
ITEM NUMBER: B-3
DATE: 09/15/21
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Visit Atascadero Promotional Materials
RECOMMENDATION:
Approve up to $5,000 to purchase Visit Atascadero promotional materials and provide
staff direction on the types of promotional material to be ordered.
DISCUSSION:
At the ATBID Meeting in April 2018, the Board approved ordering promotional material
for a variety of events for up to $5,000. From that time, we have given out all of our
coasters and luggage tags. There is a need to reorder promotional material and the
need for new “swag” or giveaway type items for future ATBID sponsored events and
tourism meetings and conferences.
The ATBID Board always offers different promotional material suggestions to consider
as staff works on looking into different options available. The sponsored events coming
up for promotional items are the Central Coast Craft Beer Festival and Atascadero Fall
Festival.
These promotional items are a way to brand Visit Atascadero and are also provided to
our lodging partners as examples of Visit Atascadero’s outreach.
FISCAL IMPACT:
Up to $5,000.
ATTACHMENTS:
None.
Page 17 of 23
ITEM NUMBER: B-4
DATE: 09/15/21
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Budget Report
RECOMMENDATION:
Receive and file updated Budget Report.
DISCUSSION:
The July 2021 TBID summary and expenditure report shows the expenditures that have
been submitted through July 2021. The FY2021 has not been finalized, and will continue
to be updated as the City is on an accrual basis. In addition, the Tourism TOT report is
included showing the TOT revenues to date.
FISCAL IMPACT:
None.
ATTACHMENTS:
1. TBID Summary 21-22
2. TBID Expenditure Detail report FY 2022
3. Tourism TOT Report
Page 18 of 23
FUND TYPE
235 Special Revenue
YTD ACTUAL*
ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL*2021-2022 BUDGETED
2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 6/30/2021 through 07/31/2021 2021-2022
REVENUES
41530.6300 Taxes and Assessments 241,078$ 267,507$ 275,295$ 278,184$ 224,609$ 274,396$ -$ 292,320$
45920.0003 Assessment Penalties - - - - 133 99 - -
46110.0000 Investment Earnings 5,458 724 1,580 9,631 10,720 - - 6,950
Total Revenue 246,536 268,231 276,875 287,815 235,462 274,495 - 299,270
EXPENSES
6050000 Office Expense 5,164 - - - - - - 250
6070000 Advertising 86,914 91,005 144,521 178,720 120,110 43,142 16,298 165,000
6400000 Operating Supplies 1,217 120 - - - - - -
6500000 Contract Services 105,314 138,414 172,938 143,482 120,525 106,295 - 140,000
6600000 Professional Development - 425 425 425 - - - 430
6740000 Business Development 5,000 - 3,000 - - - - -
6900000 Administration 2,411 2,675 2,753 2,782 2,246 2,744 - 2,860
Total Expenses 206,020 232,639 323,636 325,408 242,881 152,181 16,298 308,540
NET INCOME/(LOSS)40,516 35,592 (46,761) (37,593) (7,419) 122,314 (16,298) (9,270)
BEGINNING AVAILABLE BALANCE 289,333 329,849 365,441 318,679 281,086 273,667 395,981 256,830
ENDING AVAILABLE BALANCE 329,849$ 365,441$ 318,679$ 281,086$ 273,667$ 395,981$ 379,683$ 247,560$
*Actual numbers are unaudited, not yet finalized and are subject to change
Atascadero Tourism Business Improvement District (ATBID) Fund
9/9/2021
ITEM NUMBER: B-4
DATE: 09/15/21
ATTACHMENT: 1
Page 19 of 23
FUND TYPE
235 Special Revenue
YTD ACTUAL*
ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL 2020-2021 BUDGETED
2014-2015 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 through 06/30/2021 2020-2021
REVENUES
41530.6300 Taxes and Assessments 162,036$ 241,078$ 267,507$ 275,295$ 278,184$ 224,609$ 259,066$ 326,770$
45920.0003 Assessment Penalties - - - - - 133 20 -
46110.0000 Investment Earnings 2,068 5,458 724 1,580 9,631 10,720 - 4,670
Total Revenue 164,104 246,536 268,231 276,875 287,815 235,462 259,086 331,440
EXPENSES
6050000 Office Expense - 5,164 - - - - - 1,000
6070000 Advertising 3,450 86,914 91,005 144,521 178,720 120,110 43,142 160,000
6400000 Operating Supplies - 1,217 120 - - - - 500
6500000 Contract Services 26,173 105,314 138,414 172,938 143,482 120,525 106,295 151,250
6600000 Professional Development - - 425 425 425 - - 430
6740000 Business Development - 5,000 - 3,000 - - - -
6900000 Administration 1,620 2,411 2,675 2,753 2,782 2,246 2,591 3,270
Total Expenses 31,243 206,020 232,639 323,636 325,408 242,881 152,028 316,450
NET INCOME/(LOSS)132,861 40,516 35,592 (46,761) (37,593) (7,419) 107,059 14,990
BEGINNING AVAILABLE BALANCE 156,472 289,333 329,849 365,441 318,679 281,086 273,667 256,830
ENDING AVAILABLE BALANCE 289,333$ 329,849$ 365,441$ 318,679$ 281,086$ 273,667$ 380,726$ 271,820$
*Actual numbers are unaudited, not yet finalized and are subject to change
Atascadero Tourism Business Improvement District (ATBID) Fund
9/9/2021
ITEM NUMBER: B-4
DATE: 09/15/21
ATTACHMENT: 1
Page 20 of 23
09/09/2021
CITY OF ATASCADERO
1
11:01AM
Page:expdetl.rpt Expenditure Detail Report
07/01/2021 through 06/30/2022
Periods: 0 through 12
Atascadero Tourism Bus Improv Dist235
Atascadero Tourism Bus Improv Dist Fund635
*** Title Not Found ***0000
Prct
Used
Balance
Year-to-date
Encumbrances
Year-to-date
Expenditures
Expenditures
Adjusted
Appropriation
Account Number
0000.6000000 Operating Services and Supplies
0000.6050000 Office Expense
0000.6050000 Office Expense 0.00 0.00 250.00 0.00 250.00 0.00
Total Office Expense 0.00 0.00 0.00 0.00 250.00 250.00
0000.6070000 Advertising
0000.6070000 Advertising 0.00 0.00 165,000.00 0.00 165,000.00 0.00
0000.6077025 Digital Media Advertising 0.00 0.00 0.00 0.00 0.00 0.00
47.95 7/1/2021 ap IN 12784
235Line Description: SECURE WEB HOSTING
Vendor: 07343 CLEVER CONCEPTS, INC. Check # 168159
47.95 8/5/2021 ap IN 12841
235Line Description: SECURE WEB HOSTING
Vendor: 07343 CLEVER CONCEPTS, INC. Check # 168431
95.90 95.90 0.000000.6077025 Digital Media Advertising 0.00 -95.90 0.00
0000.6077060 Advertising 0.00 0.00 0.00 0.00 0.00 0.00
3,750.00 7/11/2021 ap IN 210120
235Line Description: 2021 SPONSORSHIP
Vendor: 04221 CALIFORNIA MID-STATE FAIR Check # 168314
12,500.00 7/21/2021 ap IN 13950
235Line Description: AUGUST 2021 EDI STUDY~
Vendor: 00406 VISIT SLO CAL Check # 168505
16,250.00 16,250.00 0.000000.6077060 Advertising 0.00 -16,250.00 0.00
Total Advertising 9.91 16,345.90 16,345.90 0.00 148,654.10 165,000.00
0000.6400000 Operating Supplies
1Page:
ITEM NUMBER: B-4
DATE: 09/15/21
ATTACHMENT: 2
Page 21 of 23
09/09/2021
CITY OF ATASCADERO
2
11:01AM
Page:expdetl.rpt Expenditure Detail Report
07/01/2021 through 06/30/2022
Periods: 0 through 12
Atascadero Tourism Bus Improv Dist235
Atascadero Tourism Bus Improv Dist Fund635
*** Title Not Found ***0000
Prct
Used
Balance
Year-to-date
Encumbrances
Year-to-date
Expenditures
Expenditures
Adjusted
Appropriation
Account Number
Total Operating Supplies 0.00 0.00
0000.6500000 Contract Services
0000.6500000 Contract Services 0.00 0.00 140,000.00 0.00 140,000.00 0.00
Total Contract Services 0.00 0.00 0.00 0.00 140,000.00 140,000.00
0000.6600000 Professional Development
0000.6600000 Professional Development 0.00 0.00 430.00 0.00 430.00 0.00
Total Professional Development 0.00 0.00 0.00 0.00 430.00 430.00
0000.6740000 Business Development
Total Business Development 0.00 0.00 0.00 0.00 0.00 0.00
0000.6900000 Department Service Charges
0000.6900000 Administration 0.00 0.00 2,860.00 0.00 2,860.00 0.00
Total Department Service Charges 0.00 0.00 0.00 0.00 2,860.00 2,860.00
Total Operating Services and Supplies 5.30 16,345.90 16,345.90 0.00 292,194.10 308,540.00
0000.7000000 Special Purchases, Projects, and Studies
0000.7600000 *** Title Not Found ***
Total Special Purchases, Projects, and Studies 0.00 0.00 0.00 0.00 0.00 0.00
5.30 16,345.90 16,345.90 0.00 292,194.10 308,540.00Total Atascadero Tourism Bus Improv Dist
Grand Total 16,345.90 16,345.90 5.30 0.00 292,194.10 308,540.00
2Page:
ITEM NUMBER: B-4
DATE: 09/15/21
ATTACHMENT: 2
Page 22 of 23
City of Atascadero
Tourism Report
Transient Occupancy Tax Revenues
Jul-Sep Oct-Dec Jan-Mar Apr-Jun
1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL
Fiscal Year 2014 254,557.46$ 158,389.32$ 134,033.44$ 232,385.37$ 779,365.59$
Fiscal Year 2015 262,246.00$ 171,527.07$ 204,920.33$ 261,362.41$ 900,055.81$
Fiscal Year 2016 387,196.75$ 260,522.61$ 234,591.13$ 359,952.40$ 1,242,262.89$
Fiscal Year 2017 441,814.34$ 259,716.23$ 236,432.90$ 399,564.75$ 1,337,528.22$
Fiscal Year 2018 446,835.24$ 307,035.82$ 237,705.86$ 384,921.01$ 1,376,497.93$
Fiscal Year 2019 442,255.82$ 305,426.85$ 236,855.54$ 406,434.26$ 1,390,972.47$
Fiscal Year 2020 454,062.15$ 325,569.25$ 207,088.63$ 136,898.64$ 1,123,618.67$
Fiscal Year 2021 348,012.06$ 275,644.27$ 241,653.81$ 489,896.45$ 1,355,206.59$
ITEM NUMBER: B-4
DATE: 09/15/21
ATTACHMENT: 3
Page 23 of 23