HomeMy WebLinkAbout1991-359
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RESOLUTION NO. 91-359
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND THE SAN BERNARDINO CONVENTION AND
VISITORS BUREAU WHERE THE CITY SHALL PROVIDE THE BUREAU THE SUM OF
20 PERCENT OF THE ACTUAL REVENUES COLLECTED FROM THE TRANSIENT
OCCUPANCY TAX DURING FISCAL YEAR 1991/92.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
The Mayor of the City of San Bernardino is
hereby authorized and directed to execute, on behalf of said City
an Agreement with the San Bernardino Convention and Visitors
Bureau whereby the City agrees over the term of this Agreement to
provide the San Bernardino Convention and Visitors Bureau the sum
of 20 percent of the actual revenues collected from the Transient
13 Occupancy Tax during fiscal year 1991/92 but not to exceed
$286,000.
A copy of said Agreement is attached hereto marked
Exhibit "A" and incorporated herein by this reference as fully as
though set forth at length.
SECTION 2. This Agreement shall not take effect until fully
signed and executed by both parties.
The City shall not be
obligated hereunder unless and until the Agreement is fully
executed and no oral agreement relating thereto shall be implied
or authorized.
SECTION 3.
The authorization to execute the above
referenced Agreement is rescinded if the parties to the Agreement
fail to execute it within sixty (60) days of the passage of this
resolution.
III
III
III
DAB/ses/Visitors.res
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July 15, 1991
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RESOLUTION. . . AN AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
AND THE SAN BERNARDINO CONVENTION AND VISITORS BUREAU...1991/92.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
reqular
meeting thereof, held on the 5th
day of
Auqust
, 1991, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
x
REILLY
x
HERNANDEZ
x
MAUDSLEY
x
MINOR
x
POPE-LUDLAM
x
MILLER
x
r) --
"A '-J' ^--,-.L
City Clerk
'} -
.' \./\j....-1.----.J\"J..-_...._f--
if
of
The foregoing
Auqust
8th day
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
~~)
DAB/ses/Visitors.res
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JUly 15, 1991
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1 AGREEMENT RE: SAN BERNARDINO CONVENTIONS AND VISITORS BUREAU
13. Should future circumstances so demand in the sole
discretion of the Mayor and Common Council, the above allocation
may be adjusted or terminated in whole or in part.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement on the day and date first above shown.
CITY OF SAN BERNARDINO~;
~///----=// /
;:W:~~Olb, / M;.i~-
City of Sari Bernardino
P" ?.i 1'111
ATTEST:
BY:~~~~
Ci Clerk -
SAN BE.RNARDINO~CON NTION
VISITORS BURE~ jf'
.~I/ / -
BY. LVI
AND
Approved as to form
and legal content:
By~..1Ii:g't,/:;;p;;u( ./ r
/ )/
/ ~.
,
JAMES F. PENMAN,
City Attorney
~~
DAB/ses/Visitors.agr
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July 15, 1991
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Res. 91-359
1 AGREEMENT
2 THIS AGREEMENT, made and entered into this 21st
3 day of A"\l"st , 1991 by and between the CITY OF SAN
4 BERNARDINO, a Charter City (" Ci ty") and the SAN BERNARDINO
5 CONVENTION AND VISITORS BUREAU, a mutual benefit non-profit
6 corporation ("Bureau"):
7 WITNESSETH:
8 WHEREAS, the CITY OF SAN BERNARDINO has and is further
9 developing facilities, hotels, restaurants and other services
10 needed and appropriate for visitors to the Inland Empire; and
11 WHEREAS, the CITY OF SAN BERNARDINO is in an ideal location
12 for the attraction of visitors due to its proximity to the
13 mountains, the desert, urban, financial and industrial centers and
14 full service airports; and
15 WHEREAS, the increase of visitors, conventions and tourism
16 will inject substantial amounts of money into the local economy at
17 very little additional cost and without adverse effects on the
18 local environment or populace; and
19 WHEREAS, such increase will result in significant increases
20 in tax revenues to the City which will enable the City to provide
21 and maintain necessary services to the residents of the City; and
22 WHEREAS, Bureau is willing to develop a comprehensive
23 program to coordinate the existing facilities, organize or sponsor
24 tourist and visitor support services, and establish and operate a
25 marketing program, to increase visitor, tourist and convention
26 visits to the City;
27 I I I
28 III
DAB/ses/Visitors.agr
1
July 15, 1991
1 NOW THEREFORE, the parties hereto agree as follows:
2 1. Over the term of this Agreement, City shall provide the
3 Bureau the sum of twenty percent (20%) of the actual revenues
4 collected from the Transient Occupancy Tax (TOT) during fiscal
5 year 1991/92, but not to exceed $286,000.
6 A. Twenty percent of the actual revenues from the TOT
7 shall be payable on October 10, 1991.
8 B. Twenty percent of the actual TOT revenues shall be
9 payable monthly thereafter, on the tenth day of the month through
10 June 1992. The final payment will be made on or before July 31,
11 1992.
12 2. Bureau shall use its best efforts to increase visitor
13 and convention business in the City by doing the following:
14 A. Coordinate the various visitor-related services
15 currently available in the City such as hotels, motels,
16 restaurants and other needed services.
17 B. Solicit, coordinate and fOllOW-Up convention lead
18 referrals.
19 C. Research, develop and distribute visitor packets
20 and badges.
21 D. Research, develop and distribute visitor guides to
22 San Bernardino and surrounding attractions.
23 E. Provide registration assistance including
24 personnel (volunteer or otherwise), typewriters, etc.
25 F. Research, develop and distribute area maps.
26 G. Establish an event and hotel booking and housing
27 bureau.
28 III
DAB/ses/Visitors.agr
2
JUly 15, 1991
.0
1 H. Coordinate with the visitor-related services
2 relative to when conventions are booked and how many visitors are
3 anticipated.
4 I. Coordinate additional excursions and activities
5 for visitors.
6 J. Develop and implement a program to encourage
7 repeat visitors.
8 K. Review and evaluate each conference held in the
9 City to determine where improved services can be provided.
10 3. Complete the work program described in Attachment I.
11 4. Bureau shall provide quarterly written reports to the
12 Mayor and Common Council of the City outlining activity,
13 accomplishments, results and expenditures no later than September
14 30, 1991, December 31, 1991, March 31, 1992 and June 30, 1992.
15 Bureau shall also provide a copy of its proposed annual budget to
16 the City Administrator for review in advance of final approval.
17 5. City or any of its duly authorized representatives
18 shall have access to any books, documents, papers and records of
19 Bureau and/or its subcontractors which are pertinent to the
20 program for the purpose of making an audit, an examination,
21 excerpts and transcriptions. All books, records and supporting
22 detail shall be retained for a period of five (5) years after the
23 expiration of the term of this Agreement, or an extension thereof,
24 or for any longer period of time as required by law.
25 6. Bureau agrees that in the event the program established
26 hereunder is subjected to audit exceptions by appropriate audit
27 agencies, it shall be responsible for complying with such
28 exceptions and paying City the full amount of liability resulting
DAB/ses/Visitors.agr 3 July 15, 1991
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1 from such audit exceptions.
2
7.
The term of this Agreement shall be from the effective
3 date hereof to and including June 30, 1992.
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8.
For all intents and purposes, Bureau shall not be
5 considered as a department, agency or arm of the City.
6
9.
Bureau agrees to hold harmless, indemnify and defend
7 City, its officers, agents and employees from any claims or suits
8 that may be brought by third persons on account of personal
9 injury, death, or damage to property, or a property, business or
10 personal interest, arising from any negligent act or omission by
11 Bureau while performing services under this Agreement.
12
10. During the term of this Agreement, Bureau shall
13 maintain in effect public liability and property damage insurance
14 in the amount of $1,000,000 combined single limit naming the City,
15 its officers, agents and employees as additional insured.
11. Any notices to be given under this Agreement shall be
deposited with the United states Postal Service postage prepaid
and addressed as follows:
CITY
BUREAU
City Administrator
300 North "0" Street
San Bernardino, CA 92418
San Bernardino Convention and
Visitors Bureau
P.O. Box 920
San Bernardino, CA 92402
Nothing in this paragraph shall be construed to prevent the
giving of such notice by personal service.
12. This Agreement may be terminated by either party by
gi ving written notice at least thirty (30) days prior to the
effective termination date in the written notice.
OAB/ses/Visitors.agr
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July 15, 1991
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ATTACHMENT I
WORK PROGRAM
The San Bernardino Convention & Visitors Bureau (SBCVB) shall attract
conventions, conferences, and business meetings; coordinate facilities,
housing, restaurants, and services to meet each organization's needs, and work
to bring these visitors back to San Bernardino in the future; attract group
tours to S~ Bernardino; provide aggressive marketing and proaotionsj and
develop and impleaent special events that generate days and dollars spent in
San Bernardino and work to enhance the public's iaage of the coaaunity.
During the tera of this contrsct, the SBCVB agrees to perfora the following:
I. CONVENTIONS, CONFERENCES, TRADE SHOWS AND BUSINESS MEETINGS
,
1.
Attend and participate in associations, events, trade shows and
other opportunities to aarket San Bernardino's convention and
aeeting facilities.
2. Provide one professional sales management person and support staff
to solicit, seek out, quslify and distribute, to the appropriate
hotel sales staff and aanagement, convention and aeeting sales
leads equal to 5,000 roo. nights.
3. Establish a computerized office system to monitor sales leads,
coordinate correspondence and provide timely background information
to qualified aeeting planners.
4. Advertise in appropriate media to reach meeting planners and
decision makers.
5. Develop and host at least one familiarization tour of San
Bernardino's facilities for approximately ten planners and decision
aakers.
6. Provide professional development for staff through courses provided
by the International Association of Convention and Visitors Bureau.
II. GROUP TOURS
1. Provide one full time professional sales management person and
support staff to seek out group tour sales leads equal to 5,250
room nights.
2. Participate in national and regional tour and travel associations.
3. Develop tour packages in association with area wide attractions to
produce room nights in local lodging facilities.
4. Obtain and utilize a specialized software program to file, track
and organize sales leads including follow up, call backs and
..ilings.
5. Advertising in tour and travel media including travel journals
oriented to tour wholesalers and packagers and including limited
appropriate co-op advertisements with major activities and events.
6. Develop IUId host at least one fuiliarizatlontour in connection
with the RenaisslUlce Faire, National Orange Show, San Bernardino
Spirit and other simultaneous area attractions.
7. Provide professional development for staff through courses provided
by the International Asaociation of Convention and Visitors Bureau
and the National Tour Association.
III. CONVENTION!MEETING SERVICES
1. Develop and support spousal progrus in and around the San
Bernardino area.
2. Coordinate facilities, housing, restaurants and services to match
each organization'. needs.
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3.
Identify sources of promotional materials and progrus when
requested and appropriate.
4. Promote increased visitor spending in San Bernardino in connection
with major events in the surrounding area by coordinating and
marketing simultaneous activities.
5. Evaluate and consider the implementation of a hospitality training
and development progru for hotel, restaurant and service industry
employees.
IV. MARKETING, PUBLIC RELATIONS AND PROMOTIONS
1. Conduct a comprehensive sales, marketing, public relations and
service program, within budgetary constraints, which enhances the
public's image of San Bernardino and the surrounding area and
attracts a maximum number of conventions, meetings and visitors.
2. Publish an Official Visitors Guide highlighting the area's
attractions, accommodations, restaurants, cultural activities and
other related services.
3. Keep all elements of the local community informed of the value of
travel and tourism to the economy of the area and the role SBCVB
plays in developing this resource.
4. Develop and utilize media relationships to market San Bernardino in:
a) convention and meeting trade publications;
b) tourism and travel publications; and
c) general distribution media.
~
5. Produce and distribute informational pieces promoting San
Bernardino activity, attractiona and facilities.
6. Develop and produce video and slide presentations in cooperstion
with the cable access television department to market both the
attraction of conventions and the development of group tour
business in San Bernardino.
7. Create and carry out two special events in cooperation with
co-sponsers to increaae visitor expenditures in San Bernardino and
to enhance the public image of the community.
V. ADMINISTRATION/ORGANIZATION
1. Formulate an effective marketing plan with specific implementation
strategies to accoaplish the Bureau's objectives.
2. Hold regular board meetings (approxiaately 10 per year) to report
on Bureau activities and to provide oversight of the Bureau's
operations.
3. Hold a board retreat to develop goals and objectives for the fiscal
year 1992.
4. Hold an annual aeeting in June, 1991, and transact business as
provided in the Bureau's by-laws.
5. Continue to develop the business member base to expand the
involveaent of the business community.
6. Hold quarterly aembership meetings to inform members of the Bureau
programs and to provide aembers networking opportunities.
7. Establish a permanent office for Bureau activities including office
equipment, furniture and appropriate support services (janitorial,
secretarial, etc.).
8. Prepare and submit quarterly: financial statements supporting the
Bureau expenditures; a progress report by the Executive Director on
the Bureau's activity for presentation to the Commission and
Council; a review of and any recommendations for changes in program
objectives.
9. Develop a performance based budget request for fiscal year 1992
that provides specific details sufficient to justify and understand
each of its proposals and that includes all revenues available to
the Bureau.
10. Promote and recognize volunteer and aember support for Bureau
activities.
11. Provide a copy of all meeting notices, agenda materials, meeting
minutes, marketing and other materials produced or distributed by ,
the Bureau.
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12. Coordinate programs with other local agencies and organizations
having related economic or tourism development missions and,
wherever practical, assist their efforts so as to amplify the
SBCVB's own programs.
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Proposed 1991-92 Budget
REVENUES: FY 91-92 FY 90-91 91-92+/- % change
General Fund - 2% TOT $320,000 $260,000 $60,000 23%
Economic Development Agency $80,000 $110,000 ($30,000) -27%
Memberships $20,000 $5,000 $15,000 300%
TOTAL REVENUES $420,000 $375,000 $45,000 12%
EXPENSES:
Salaries and Employee Benefits:
Salaries $182,436 $144,316 $38,120 26%
Incentive $7,328 $0 $7,328 100%
Employee Benefits $16,910 $27,896 ($10,986) -39%
Retirement $12,824 $5,933 $6,891 116%
Payroll Taxes $18,976 $12,988 $5,988 46%
Subtotal $238,474 $191,133 $47,341 25%
General Administrative:
Accounting Services $3,650 $3,650 $0 0%
Auto Allowance $6,600 $5,600 $1,000 18%
Board Meetings $1,850 $1,500 $350 23%
Conferences $4,195 $7,500 ($3,305) -44%
Community/Employee Relations $1,000 $1,000 $0 0%
Dues & Publications $6,125 $7,000 ($875) -13%
Insurance $5,000 $4,800 $200 4%
Misc. Admin. & Oper. Expenses $1,000 $2,900 ($1,900) -66%
Equipment - Purchases $6,678 $13,110 ($6,432) -49%
Equipment Maintenance Agreements $1,038 $1,038 $0 0%
Equipment Lease Payments $5,322 $5,322 $0 0%
Office Rent $26,856 $19,000 $7,856 41%
Office Supplies and Expenses $7,470 $8,500 ($1,030) -12%
Postage $8,263 $6,000 $2,263 38%
Taxes - Other $25 $0 $25 100%
Telephone $15,000 $17,900 ($2,900) -16%
Subtotal $100,072 $104,820 ($4,748) -5%
Marketing and Promotions:
Advertising $14,272 $10,000 $4,272 43%
Convention Services $0 $5,000 ($5,000) -100%
Entertainment $5,000 $5,000 $0 0%
Tradeshows $9,369 $8,000 $1,369 17%
Familiarization Tours $5,165 $2,000 $3,165 158%
Membership Programs $6,950 $5,000 $1,950 39%
Printing, Design, Photography $11,850 $14,000 ($2,150) -15%
Special Promotional Events $4,000 $15,000 ($11,000) -73%
Travel $17,660 $15,000 $2,660 18%
Direct Mail $6,688 $0 $6,688 100%
Marketing Research $500 $0 $500 100%
Subtotal $81,454 $79,000 $2,454 3%
TOTAL EXPENSES $420,000 $374,953 $45,047 12%