HomeMy WebLinkAboutTBID_2014-10-22_Agenda Packet
ADVISORY BOARD FOR THE
ATASCADERO TOURISM BUSINESS
IMPROVEMENT DISTRICT1
AGENDA
Wednesday, October 22, 2014
2:00 P.M.
Atascadero City Hall
6500 Palma Avenue, 4th Floor
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
Board Member Linda Hendy, Chamber of Commerce
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.
OATHS OF OFFICE:
1. Administration of Oaths of Office – New Board Member Diane Helbert will
be sworn in by City Clerk Marcia Torgerson.
A. CONSENT CALENDAR:
1. Advisory Board Draft Action Minutes – October 8, 2014
Recommendation: Board approve the Draft Action Minutes of October 8,
2014. [City Manager’s Office]
B. BUSINESS ITEMS
1. County Business Improvement District Proposal
Recommendation: Board receive oral presentation by Stacie Jacob and
Chuck Davison of Visit San Luis Obispo County and consider a
recommendation to the City Council for approval.
2. Continued from October 8, 2014 Meeting – Selection of Firm for Public
Relations and Marketing
Fiscal Impact: The RFP listed an estimated overall budget for lodging
business strategic marking plan at a range of $50,000 to $75,000 for a 12
month period. This position is budgeted in the Atascadero TBID Fund.
Recommendation: Advisory Board select one firm to recommend to the City
Council for the TBID Public Relations & Marketing position.
3. Consideration of Advertising in Visit San Luis Obispo County Magazine
Recommendation: Board give City staff direction concerning advertising in
Visit San Luis Obispo Magazine.
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: 10/22/14
Atascadero TBID
October 8, 2014
Page 1 of 3
SPECIAL MEETING
ADVISORY BOARD FOR THE
ATASCADERO TOURISM BUSINESS
IMPROVEMENT DISTRICT1
DRAFT MINUTES
Wednesday, October 8, 2014
1:45 P.M.
Atascadero City Hall
6500 Palma Avenue, Club Room, 4th Floor
Atascadero, California
CALL TO ORDER:
Chairperson Patel called the meeting to order at 1:49 p.m.
ROLL CALL:
Present: Board Members Alexander, Vice Chairperson Sohi, and
Chairperson Patel
Absent: None
Vacancies: Two
Staff Present: Deputy City Manager / City Clerk Marcia McClure Torgerson.
APPROVAL OF AGENDA:
MOTION: By Vice Chairperson Sohi and seconded by Board Member
Alexander to approve the agenda.
Motion passed 3:0 by a roll-call vote.
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: 10/22/14
Atascadero TBID
October 8, 2014
Page 2 of 3
PUBLIC COMMENT: None
OATHS OF OFFICE:
1. Administration of Oaths of Office – New Board Member Linda Hendy will
be sworn in by City Clerk Marcia Torgerson.
City Clerk / Deputy City Manager Torgerson conducted the Oath of Office for new Board
Member Linda Hendy.
A. CONSENT CALENDAR:
1. Advisory Board Draft Action Minutes – August 7, 2014
Recommendation: Board approve the Draft Action Minutes of August 7,
2014. [City Manager’s Office]
MOTION: By Vice Chairperson Sohi and seconded by Board Member
Alexander to approve the Consent Calendar.
Motion passed 3:1 by a roll-call vote. (Hendy abstained)
B. BUSINESS ITEMS
1. Interviews of Top Candidates for Public Relations and Marketing
Recommendation: Advisory Board interview the two candidate firms and
select one to be recommended to the City Council for the TBID Public
Relations & Marketing position.
Deputy City Manager / City Clerk Marcia McClure Torgerson gave the staff report and
answered questions from the Board. The Board then received a presentation from each
candidate firm and asked questions of each firm.
Once the interviews were complete, the Board discussed at length each firm and the
Board’s interests and concerns.
PUBLIC COMMENT: None
There was Board consensus to conduct reference checks,
and continue their discussion and decision to their next meeting on October 22nd.
C. BOARD MEMBER COMMENTS: None
ITEM NUMBER: A-1
DATE: 10/22/14
Atascadero TBID
October 8, 2014
Page 3 of 3
D. ADJOURNMENT:
Chairperson Patel adjourned the meeting at 5:27 p.m.
MINUTES PREPARED BY:
______________________________________
Marcia McClure Torgerson, C.M.C.
Deputy City Manager / City Clerk
ITEM NUMBER: B-2
DATE: 10/22/14
Atascadero Tourism Business
Improvement District Advisory Board
Continued from October 8, 2014 Meeting –
Selection of Firm for Public Relations and Marketing
RECOMMENDATION:
Advisory Board select one firm to recommend to the City Council for the TBID Public
Relations & Marketing position.
DISCUSSION:
In December of 2013, the Board directed Staff to distribute a Request for Proposals
(RFP). The submittal deadline was January 31, 2014, and only two Marketing firms
responded. 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 decided at their August 7, 2014 meeting to direct City staff
to create an interview panel for the proposal responses . City staff created a five-
member panel who, on September 10, 2014, interviewed the four firms that ha d
responded to the RFP. They evaluated each firm using a rating sheet that listed the five
evaluation criteria categories from the RFP:
1. Understanding of the nature of services by City of Atascadero’s TBID Advisory
Board.
2. Strategic depth and overall creativity of proposal.
3. Responsiveness to all elements outlined in the request for proposal.
4. Outline of proposed fees for services and expenses within stated budget.
5. Experience and results in performing the services desired by City of Atascadero’s
TBID Advisory Board.
Each panelist could give a score for each category of no more than 20 points, with the
possibility of a perfect score being 100 points. With five panel members rating the
presentations, a possible perfect score would have been 500. There were two firms
ITEM NUMBER: B-2
DATE: 10/22/14
that scored very high and close to each other, at 461 and 464. The other firms were in
the 300’s and 200’s.
Staff felt that since two firms rated very high, the TBID Board should have the
opportunity to see their presentations and ask them questions before deciding which
firm to recommend to the City Council. The Board interviewed the two firms on October
8th. After much discussion, the Board decided to continue this item to October 22 nd
allowing some time to check references before the Board made a final decision.
FISCAL IMPACT:
The RFP listed an estimated overall budget for lodging business strategic marking plan
at a range of $50,000 to $75,000 for a 12 month period. This position is budgeted in the
Atascadero TBID Fund.
ATTACHMENTS: None