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Home My WebLink AboutTBID_2014-08-07_Agendapacket SPECIAL MEETING ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT1 AGENDA Thursday, August 7, 2014 3:30 P.M. Atascadero City Hall 6500 Palma Avenue, Conference Room #306 Atascadero, California CALL TO ORDER: ROLL CALL: Chairperson Jiten Patel, Best Western Plus Colony Inn Vice-Chairperson Amar Sohi, Holiday Inn Express and Suites Board Member Deana Alexander, The Carlton Hotel 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.) 1 On April 23rd, 2013, the Atascadero City Council Adopted Ordinance No. 568, adding Chapter 16 to Title 3 of the Atascadero Municipal Code, Establishing the Atascadero Tourism Business Improvement District. A. CONSENT CALENDAR: 1. Advisory Board Draft Action Minutes – December 18, 2013  Recommendation: Board approve the Draft Action Minutes of December 18, 2013. [City Manager’s Office] 2. Advisory Board Draft Action Minutes – May 1, 2014  Recommendation: Board approve the Draft Action Minutes of May 1, 2014. [City Manager’s Office] 3. Advisory Board Draft Action Minutes – July 16, 2014  Recommendation: Board approve the Draft Action Minutes of July 16, 2014. [City Manager’s Office] B. BUSINESS ITEMS 1. Discussion on Interview Process for Proposal Responses Recommendation: Advisory Board direct staff to set up interview appointments for the four Applicants to the Board’s RFP. C. BOARD MEMBER COMMENTS: D. ADJOURNMENT: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a Tourism Business Improvement District Meeting, please contact the City Clerk’s Office at (805) 470- 3400. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting. ITEM NUMBER: A-1 DATE: 08/07/14 SPECIAL MEETING ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT1 DRAFT ACTION MINUTES Wednesday, December 18th, 2013 2:00 P.M. Atascadero City Hall, Conference Room #106 6500 Palma Avenue Atascadero, California CALL TO ORDER: City Staff Banks called the meeting to order at 2:08 p.m. ROLL CALL: Advisory Board Members: Present: Chairperson Jiten Patel, Best Western Plus Colony Inn Vice-Chairperson Amar Sohi, Holiday Inn Express and Suites Deana Alexander, The Carlton Hotel Absent: Soham Bhakta, America’s Best Value Inn Staff Present: Audrey Banks, Management Analyst 1 On April 23rd, 2013, the Atascadero City Council Adopted Ordinance No. 568, adding Chapter 16 to Title 3 of the Atascadero Municipal Code, Establishing the Atascadero Tourism Business Improvement District. ITEM NUMBER: A-1 DATE: 08/07/14 APPROVAL OF AGENDA: MOTION: By Board Member Sohi and seconded by Board Member Alexander to approve the agenda. Motion passed 3:0 by a voice vote. PUBLIC COMMENT: None A. CONSENT AGENDA: 1. Atascadero Tourism Business Improvement District (TBID) Board Special Meeting Draft Action Minutes – October 23rd, 2013  Recommendation: Board approve the Atascadero TBID Board Special Meeting Draft Action Minutes of October 23rd 2013. MOTION: By Board Member Alexander and seconded by Board Member Sohi to approve the Consent Calendar. Motion passed 3:0 by a voice vote. B. BUSINESS ITEMS 1. Strategic Planning  Recommendation: Board discuss Draft Request for Proposal (RFP) and timeline, in conjunction with the review of 2012 Promotions Proposals. There was Board discussion on this item. MOTION: By Board Member Alexander and seconded by Board Member Sohi to send out the RFP with the following changes: 1. To the Scope on page 3, paragraph 2, add events; and, 2. To the Budget on page 4, change $25,000-$50,000 to $50,000-$75,000. Motion passed 3:0 by a voice vote. 2. Countywide Business Improvement District Proposal  Recommendation: Board hear presentation and discuss proposal. Presented by Stacie Jacob, Executive Director of Visit San Luis Obispo County. Stacie Jacob gave a presentation to the Board regarding educating the City Council on Countywide TBID. She explained that other communities are doing a joint study session with Councils and TBIDs. ITEM NUMBER: A-1 DATE: 08/07/14 MOTION: By Board Member Sohi and seconded by Board Member Alexander to support the countywide TBID and it’s sustainable funding model. Motion passed 3:0 by a voice vote. C. BOARD MEMBER COMMENTS: Board Member Alexander said Mr. Weyrich is interested in creating a billboard featuring lodging businesses. It was agreed that the Board would discuss this issue at the next meeting. D. ADJOURNMENT: MOTION: By Board Member Alexander and seconded by Board Member Sohi to adjourn the meeting. The meeting was adjourned at 3:58 p.m. MINUTES PREPARED BY: ______________________________________ Audrey Banks Management Analyst ITEM NUMBER: A-2 DATE: 08/07/14 SPECIAL MEETING ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT1 DRAFT ACTION MINUTES Thursday, May 1, 2014 2:00 P.M. Atascadero City Hall, Conference Room #106 6500 Palma Avenue Atascadero, California CALL TO ORDER: Chairperson Patel called the meeting to order at 2:10 p.m. ROLL CALL: Advisory Board Members: Present: Chairperson Jiten Patel, Best Western Plus Colony Inn Vice-Chairperson Amar Sohi, Holiday Inn Express and Suites Deana Alexander, The Carlton Hotel Absent: Soham Bhakta, Super 8 Motel Staff: Marcia McClure Torgerson, Assistant to the City Manager 1 On April 23rd, 2013, the Atascadero City Council Adopted Ordinance No. 568, adding Chapter 16 to Title 3 of the Atascadero Municipal Code, Establishing the Atascadero Tourism Business Improvement District. ITEM NUMBER: A-2 DATE: 08/07/14 APPROVAL OF AGENDA: MOTION: By Board Member Sohi and seconded by Chairperson Patel to approve the agenda. Motion passed 3:0 by a roll-call vote. PUBLIC COMMENT: None CONSENT CALENDAR: 1. Advisory Board Draft Action Minutes – February 19, 2014  Recommendation: Board approve the Draft Action Minutes of February 19, 2014. [City Manager’s Office] MOTION: By Board Member Alexander and seconded by Board Member Sohi to approve the Consent Calendar. Motion passed 3:0 by a roll-call vote. A. BUSINESS ITEMS 1. Review of 2014-2015 Annual Report. 1. Recommendation: Advisory Board adopt the 2014-2015 Annual Report. PUBLIC COMMENT: None MOTION: By Board Member Alexander and seconded by Board Member Sohi to adopt the 2014-2015 Annual Report. Motion passed 3:0 by a roll-call vote. C. BOARD MEMBER COMMENTS: There was discussion about supporting Mental Marketing to the City Council. There was Board consensus to have Board Member Sohi draft a letter to the City Council in support of Mental Marketing’s efforts for the City. D. ADJOURNMENT: Chairperson Patel adjourned the meeting at 3:25 p.m. MINUTES PREPARED BY: ______________________________________ Marcia McClure Torgerson, C.M.C. Assistant to the City Manager ITEM NUMBER: A-3 DATE: 08/07/14 SPECIAL MEETING ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT DISTRICT1 DRAFT ACTION MINUTES Wednesday, July 16, 2014 1:00 – 5:00 P.M. Atascadero City Hall, 4th Floor City Council Chambers – Club Room 6500 Palma Avenue Atascadero, California Public Relations and Marketing Program Interviews CALL TO ORDER: The meeting was adjourned by Deputy City Manager Marcia Torgerson due to a lack of a quorum. 1 On April 23rd, 2013, the Atascadero City Council Adopted Ordinance No. 568, adding Chapter 16 to Title 3 of the Atascadero Municipal Code, Establishing the Atascadero Tourism Business Improvement District. ITEM NUMBER: A-3 DATE: 08/07/14 INTERVIEWS: 1. The TBID Board will interview the four marketing firms that have submitted proposals in response to the Request for Proposal sent out in March 2014. City Staff Recommendations: Advisory Board: 1. Interview the four marketing firms that have submitted proposals in response to the Request for Proposal sent out in March 2014; and, 2. Direct City staff to schedule a Special Advisory Board meeting for the purpose of placing an item on the agenda to allow the Board to discuss the four marketing firms and to authorize City staff to negotiate and execute a contract with the successful candidate for the Public relations & Marketing Program for the TBID. ADJOURNMENT: The meeting was adjourned by Deputy City Manager Marcia Torgerson due to a lack of a quorum. MINUTES PREPARED BY: ______________________________________ Marcia McClure Torgerson, C.M.C. Deputy City Manager ITEM NUMBER: B-1 DATE: 08/07/14 Atascadero Tourism Business Improvement District Advisory Board Discussion on Interview Process for Proposal Responses RECOMMENDATION: Advisory Board direct staff to set up interview appointments for the four Applicants to the Board’s RFP. DISCUSSION: In December of 2013, the Board had directed Staff to distribute a Request for Proposals (RFP) whose deadline was January 31, 2014, and only two Marketing firms responded. Chairperson Patel had expressed disappointment with the low response, and asked that the issue be brought to the Board for discussion and possible action . At the Board’s February 19, 2014 meeting Staff explained that the Board received only two proposals to their RFP. There was Board consensus to reject the proposals and re-distribute the Request for Proposals with a 90 day time period for submittal. The RFP was re-distributed with a deadline of June 5, 2014. This time, four Marketing firms responded. The Board expressed a desire to interview the applicants themselves and Staff scheduled a Board meeting on July 16, 2014 for the interviews. Normally, the City appoints a panel to interview RFP applicants, and the panel makes a recommendation to the Board. Conducting interviews at a public meeting is unusual ; the public may be present, and they may speak at the Public Comment portion of the meeting before the business portion of the meeting, but they are not allowed to participate in the interview process. Chairperson Patel was unable to attend the meeting of July 16th because of a sudden personal issue, creating a lack of a quorum, and causing the meeting to be adjourned. Board Member Sohi expressed an interest in having members of the public also ask questions of the applicants during the interviews. As a result, Staff felt it would be appropriate to bring this issue back to the Board for discussion and direction.