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SPECIAL MEETING NOTICE
ADVISORY BOARD FOR THE
ATASCADERO TOURISM BUSINESS
IMPROVEMENT DISTRICT
Friday, March 9, 2018
10:00 a.m.
City of Atascadero City Hall
6500 Palma Avenue, Room 306
Atascadero, California
NOTICE IS HEREBY GIVEN that a Special Meeting of the Advisory Board
for the Atascadero Tourism Business Improvement District will be held on
Friday, March 9, 2018 at 10:00 a.m. for the purpose of holding a Meeting to
discuss the information described in the attached Agenda.
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 Wednesday, March 7, 2018, she caused the above Notice to be posted at the Atascadero
City Hall, 6500 Palma Avenue in Atascadero, California.
AMANDA MUTHER
Deputy City Clerk
City of Atascadero
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
SPECIAL MEETING
AGENDA
Friday, March 9, 2018 at 10:00 a.m.
Atascadero City Hall - 6500 Palma Avenue, Room 306
Atascadero, California
CALL TO ORDER:
ROLL CALL: Chairperson Amar Sohi, Holiday Inn Express and Suites
Vice-Chairperson Deana Alexander, The Carlton Hotel
Board Member Jaclyn Dawson, SpringHill Suites by Marriott
Board Member Tom O’Malley, Portola Inn
Board Member Daniel Brewer, Best Western Plus Colony Inn
APPROVAL OF AGENDA:
A. BUSINESS ITEMS
1.Dissolution of Temporary Finance Committee and Direction for Providing
Financial Information to Board
•Recommendations:
1.Dissolve temporary ATBID Finance Committee created on January 17,
2018. [Big Red Marketing]
2. Discuss and provide staff direction to present additional information on
a monthly or quarterly basis supporting Board understanding of the
ATBID budget. [Big Red Marketing]
•Fiscal Impact: None.
2.Dissolution of Marketing Committee and Direction for Addressing
Time-Sensitive Promotional Opportunities
•Recommendations:
1.Dissolve ATBID Marketing Committee. [Big Red Marketing]
2.Discuss alternative means to respond to time-sensitive promotional
opportunities. [Big Red Marketing]
•Fiscal Impact: None.
B.BOARD MEMBER COMMENTS
C.ADJOURNMENT: The ATBID Advisory Board will adjourn to the next Regular
Meeting on Wednesday, March 21, 2018 at 2:30 p.m.
Atascadero Tourism Business Improvement District (ATBID)
WELCOME TO THE ATBID MEETING
The ATBID Advisory Board meets in regular session on the third Wednesday of each month at 2:30 p.m.
Board meetings will be held at the Atascadero City Hall, 6500 Palma Avenue, Atascadero. Matters are
considered by the Advisory Board in the order of the printed Agenda.
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 during City Hall
business hours at the Atascadero City Hall, 6500 Palma Avenue, Atascadero, and on our website,
www.atascadero.org. All documents submitted by the public during Advisory Board meetings that are
either read into the record or referred to in their statement will be noted in the minutes and available for
review in the City Clerk's office.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in
a City meeting or other services offered by this City, please contact the City Manager’s Office or the
City Clerk’s Office, both 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 or service.
TO SPEAK ON SUBJECTS NOT LISTED ON THE AGENDA
Under the Agenda item, “PUBLIC COMMENT”, the Chairperson will call for anyone from the audience
wishing to speak concerning any item not on the Agenda to approach the lectern and be recognized.
1.Give your name for the record (not required)
2.State the nature of your business.
3.All comments are limited to 3 minutes.
4.All comments should be made to the Chairperson and Advisory Board.
5.No person shall be permitted to make slanderous, profane or negative personal remarks
concerning any other individual, absent or present.
This is the time items not on the Agenda may be brought to the Advisory Board’s attention. A maximum of
30 minutes will be allowed for PUBLIC COMMENT (unless changed by the Advisory Board). If you wish to
use a computer presentation to support your comments, you must notify the City Clerk's office at least 24
hours prior to the meeting. Digital presentations must be brought to the meeting on a USB drive or CD.
You are required to submit to the City Clerk a printed copy of your presentation for the record. Please
check in with the City Clerk before the meeting begins to announce your presence and turn in your printed
copy.
TO SPEAK ON AGENDA ITEMS (from Title 2, Chapter 1 of the Atascadero Municipal Code)
Members of the audience may speak on any item on the agenda. The Chairperson will identify the subject,
staff will give their report, and the Advisory Board will ask questions of staff. The Chairperson will announce
when the public comment period is open and will request anyone interested to address the Advisory Board
regarding the matter being considered to step up to the lectern. If you wish to speak for, against or comment
in any way:
1.You must approach the lectern and be recognized by the Chairperson
2.Give your name (not required)
3.Make your statement
4.All comments should be made to the Chairperson and Advisory Board
5.No person shall be permitted to make slanderous, profane or negative personal remarks
concerning any other individual, absent or present
6.All comments limited to 3 minutes
The Chairperson will announce when the public comment period is closed, and thereafter, no further public
comments will be heard by the Advisory Board.
ITEM NUMBER: A-1
DATE: 03/9/18
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Dissolution of Temporary Finance Committee and Direction for
Providing Financial Information to Board
RECOMMENDATIONS:
1.Dissolve temporary ATBID Finance Committee created on January 17, 2018.
2.Discuss and provide staff direction to present additional information on a monthly or
quarterly basis supporting Board understanding of the ATBID budget.
DISCUSSION:
At the September 20, 2017 Board Meeting, the Board expressed a desire for additional
information regarding the determination of the annual budget and exploration of a
possible Finance Committee.
At the December 20, 2017 Board Meeting the Board agreed with staff to pursue the
possibility of establishing a Finance Committee. The Board also discussed establishing
an informational financial session lead by City staff guest-speakers to gain a better
understanding of the ATBID finances. Following that meeting, destination consultants
from Big Red Marketing have been working with the Atascadero City Clerk to understand
the restrictions applicable to the desired committee structure.
At the January 17, 2018 Board Meeting a Finance Committee was formed. Since then,
City staff has drawn attention to the fact that the committee was formed incorrectly.
Upon further consideration, it is recommended that instead of continuing with a standing
committee, the Board discuss and provide additional staff direction for requested
presentations or discussion items to support an ongoing understanding of the ATBID
budget on a monthly or quarterly basis to take place during regularly scheduled Board
Meetings.
FISCAL IMPACT:
None.
Page 4 of 7
ITEM NUMBER: A-1
DATE: 03/9/18
ATTACHMENTS:
None.
Page 5 of 7
ITEM NUMBER: A-2
DATE: 03/9/18
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Dissolution of Marketing Committee and Direction for Addressing
Time -Sensitive Promotional Opportunities
RECOMMENDATION:
1.Dissolve ATBID Marketing Committee.
2.Discuss alternative means to respond to time-sensitive promotional opportunities.
DISCUSSION:
The ATBID Marketing Committee has historically gathered to discuss reactive and upcoming
marketing opportunities and Visit Atascadero exposure as needed. The current Committee
consists of two ATBID Board Members, a representative from the ATBID’s designated
marketing firm, destination management firm and a City representative. The Marketing
Committee can approve reactive marketing opportunities up to $9,500.
At the October 18, 2017 Board Meeting the Board directed staff to work with the Marketing
Committee to define the number of committee members, which committee members are
entitled to a vote and voting practices. The Board approved the following:
•The Marketing Committee consists of six voting members – two ATBID board
members, one representative from the ATBID’s designated marketing firm, one
representative from the destination management firm, an Atascadero Chamber of
Commerce representative and a City representative.
•All Committee Members have an equal vote.
•An item must be approved by a unanimous vote. If a unanimous decision cannot be
reached the item will be discussed and reviewed by the full Board at a future ATBID
Board Meeting.
Instead of a standing Marketing Committee, a staff-level committee could meet to respond
to time-sensitive promotional opportunities. Allowing decisions for time-sensitive promotional
opportunities to be made at the staff-level allows the ATBID to continue to participate in
marketing opportunities and make timely decisions in regards to specific promotions that are
on an expedited timeline and do not fit within the regularly scheduled ATBID Board
meetings. To ensure transparency and make sure decisions made by the staff committee
Page 6 of 7
ITEM NUMBER: A-2
DATE: 03/9/18
align with the goals of the ATBID, these decisions could be reported upon at the following
Board Meeting during the Monthly Marketing Update by Verdin.
FISCAL IMPACT:
None.
ATTACHMENTS:
None.
Page 7 of 7