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Home My WebLink About25O - PROMOTIONS DOWNTOWN CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: REQUEST FOR COUNCIL ACTION AUGUST 21, 2006 TITLE: ENTER INTO AGREEMENTS FOR PROMOTIONS IN THE DOWNTOWN APPROVED o As Recommended o As Amended o Ordinance on 1 st Reading o Ordinance on 2nd Reading o Implementing Resolution o Set Public Hearing For l~.(2 CITY MANAGER CONTINUED TO FILE NUMBER RECOMMENDED ACTION 1. Direct the City Attorney to prepare and authorize the City Manager and Clerk of the Council to execute an agreement with La Calle Cuatro de Santa Ana Association in an amount not to exceed $84,240 for promotions and marketing efforts in the Downtown. 2. Direct the City Attorney to prepare and authorize the City Manager and Clerk of the Council to execute an agreement with the Downtown Santa Ana Business Council in an amount not to exceed $77,760 for promotions and marketing efforts in the Downtown. DISCUSSION On November 21, 2005, the City Council approved the 2005 Annual Report and the 2006 Budget for the Downtown Santa Ana Business Improvement District (BID). A portion of the approved budget included Downtown promotion and marketing activities totaling $162,000, of which $ 8 4,240 was allocated to La Calle Cuatro de Santa Ana Association and $77,760 was allocated to the Downtown Santa Ana Business Council. In June 2006, meetings were held with representatives from the La Calle Cuatro de Santa Ana Association ("LACCSA"), the Downtown Santa Ana Business Council ("DSABC"), and City staff to discuss the status of the 2005 BID promotion and marketing funds and the 2006 promotion and marketing funds that were previously approved by the City Council. Based on the information provided, LACCSA has expended its 2005 promotions and marketing funds on the various items outlined in its 2005 Budget, Exhibit A. The DSABC has completed approximately thirty percent of the items outlined in its 2005 Marketing Plan, Exhibit B. Both associations have made significant progress in promoting the Downtown area; and over the last year, events have increased in size and attendance. 250-1 Enter into Agreements for Promotions in the Downtown August 21, 2006 Page 2 The Downtown Santa Ana Business Council and La Calle Cuatro de Santa Ana Association have submitted marketing plans for the use of the 2006 Downtown Business Improvement District promotions funds and have requested that the City enter into agreements with them. Copies of the LACCSA and the DSABC 2006 Marketing Plans have been attached as Exhibit C and D respectively. The agreements will detail the respective promotional/marketing programs with appropriate financial oversight by City staff. Staff recommends that the City approve both Agreements allowing the LACCSA and the DSABC to continue with their promotional/marketing plans. FISCAL IMPACT Funds are available for these Agreements in the Business Improvement District Operations Other Contractual Services Account (account no. 93- 013-6291) . APPROVED AS TO FUNDS AND ACCOUNTS: -#~}~ Stephen G. H dlng Deputy City Manager for Development Services ':\~~,"~d'.. ") ~~~ A . Francisco Gutierrez 10 Executive Director Finance & Management Services Agency SGH/WRM/mlr H:\ACTIONS\2006 CC\AgreePromotions - DT 8-21-06.doc 250-2 La Cole CuaIro de St.. Ana As odatIon Inc B.dget zoos Promotions . . Wed Page · Barmen- For Events to be displayed · Newspaper announcements - Adverthcmcnt . Radio c.ommcrcials · CoUDSDltant end Contra<< reviews · Musicians I artisls I perfonncn · After Thanksgiving Sale - ban~ IIIlvertisancnt, etc. · Santa Sunday - Nlividad en la Calle ( uatro event, mus :, to~ snow · Event expenses - Litter Deposit, Met er Fee Deposit, p rt-a-potties, p(mrlt fee, ete. . Newsletter . Other Special Events · Administrative -" Operating Costs. Marlteting . Directory of businesses . Sponsorship packages . Marketing materials · Conference expenses I networldng ~ .inars . Printing rosts · ConsuJbmt and Contract reviews . Seminar I courses · Other Markcimg Methods Fundraiser . · Nctworldng I Auctions - seminar cost items 10 be auct" ~ etc. · Catering, conference rooms, musiciaJ IS · Advea1isment, pubJicity cxpcnsc . Printing Materials · ConsJtant & Administrativc.Costs . Otha Fundraising methods Exhibit A 250-3 / DOWNTOWN SANTA ANA BUSINESS COUNCIL June 15,2005 Miguel A. Pulido. Mayor City of Santa Ana 20 Civic Center Plaza Post Office Box 1988 Santa .Ana. CA 92702 RE: Business Improvement District Dear Miguel: BID Budget AQvisol;y Boards We hereby fonnally ask the City Council to recognize and appoint the Downtown Santa Ana Business Council as the BID Advisory Board, a non-profit organization representing the interest of the Downtown Restaurant Association. the Artists Village Neighborhood Association, the Loft Neighborhood Association, and other Retlil and Professional services -within the geographic area commonly referred to as Zone B (representing 48% of the BID funds). Downtown Santa Ana Business Council Promotions and Market:iQg Plan (pro.poseQ) - Bu~ $67.975.67 1- Create a professional handout MAP with all galleries/restaurants/attractions 2-Utilize and update euttent website"aplaceforartorg" - possibly change site so each gallery and businesses can update their own info 3- Create new "branding"/ iogo for the artists village/restaurant association 4- Research signage improvement- create a way to reco'Ef1i2e/ define the boundaries of the artists village and restaurant corridor (4. and Birch down Broadway to 2"" Street) (l.e. have all the street signs in a distinguished color or funky frames); update euttent banners S- Initiate a public art program and try to get public art installations C'Santa Ana Salon" contest) 6- Fund neighborhood block party (like Wllshire Square and other neighborltoods associations) 7- Initiate a 2"" monthly event that focuses on music 8- Research cross-promotion with the Long Beach art walk 9- Seed money to create self-funded events Oazz Festival) 10- Create Downtown Restaurant collateral piece and distribute to area neighborhoods 11. General advertisement in local publications Amendment to the 2005 Approved BID Operating Expenses !Budget The Downtown Santa Ana Business Council respectfully requests that the City Council amend the 2005 budget in the following way: Reallocate the "Maintenan~d Litter Enhancement ~Downtown lighting" line item of $52.500 as well as the "BID Consultanq line item of $15,000 totalinit}$67,500 be to the general BID promotions and marketing fund. . Exhibit B 250-4 -2- Thank you for your consideration. Sincerel1J 110 June 15,2005 Downtown Santa Ana Business Council Bob Stewart, President cc: City Council Members David Ream, City Manager City Oetk Patricia Whitaker, Executive Director Wllliam R Manis Exhibit B 250-5 LA CAli ~ CUATRO DE SANTA ANA A5SOCTION INC. Budget 2006 Promotions * Up-date web page and increase membership info. * Advertisement - Special Events * Radio Comercials - Special Events * Cable - Production of Commercial and Airtime * Hire Musicians / Artists / Performance * Banners for Special Events * Santa Sunday - Purchase toys, * City Costs - Special Events Permits, SAPD costs, Code Enforcement, SAFD costs * Business License Fees * Newsletter - Printing, Distribution and Mailing costs * Administration & Operational Costs. * Promotional - Tree lighting of the Downtown. * Other Promtional items and programs. Marketing * Business Directory * Advertisement of the Downtown in Popular Magazines * Marketing Materials * Conference Expenses / networking Seminars * Printing, coping costs, graphics and layouts. * Consultants and Contract reviews * Seminar / Courses * Other Marketing Methods and expenses. Fundraisers * Networking / Auctions - seminar cost * Catering, conference rooms, mucisicans * Advertisement, publicity expense * Printing Materials * Consultant & Administrative Costs * Other Fundraising Methods Exhibit C 250-6 Downtown Santa Ana Business Council Budget for 2006/07 Starting balance Subscriptions: Chamber, newsletters, periodicals Paperwork/filings: IRS, state, local (business license) Insurance: Director coverage + 4 major events Art Grant/patronage: 2 annual prizes based on criteria Contracted persons: legal, accounting, web Events Committee: 4 public events Marketing Committee: advertising, printing City & Outreach Committee: postage, website design & maintenance Exhibit 0 250-7 250-8