HomeMy WebLinkAbout1990-351
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RESOLUTION NO. 5/{7 -3:)/
RESOLUTION 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 $286,000 OVER THE TERM OF
THIS AGREEMENT.
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
7 hereby authorized and directed to execute, on behalf of said
8 City an agreement with the San Bernardino Convention and
9 Visitors Bureau whereby the City agrees over the term of this
10 agreement to provide the San Bernardino Convention and Visitors
Bureau the sum of two hundred and sixty thousand dollars
($260,000) 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rescinded if the parties to the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.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at
dad day of
~ :Jld4t,'/
t&UL
J
, 1990, by the following vote, to
meeting
thereof, held on the
wit:
07/23/90
, .
RESOLUTION 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 $286,000 OVER THE TERM OF
THIS AGREEMENT.
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3 Council Members:
AYES
v/
,/~
NAYS
ABSTAIN
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ESTRADA
REILLY
FLORES
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
v
/
,/,
,/
,/) J /} f/~)-0
1..1'1 <L~A\..-LG .<'lA./,'J,Y
'- City Clerk
The
foregoing resolution is hereby
approved
this
/s/!/ day of
/ (
II/fdd-L
J
"
, $9900)
1 /
/ . /
i."/> e4,. :!/
/<i'~:'-- / -< /,-.<0
M\,:1~r/ pr'o Tern', . ;'
Clty of San Bernardino
,
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
/I
BY'u
7/~
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07/23/90
-2-
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A G R E E MEN T
THIS AGREEMENT
/~/;'I":~i{
day of
entered into as
this
of
,~:- ,I,
_,'{ ,,,../,.~, , 1990, by and between the CITY OF SAN BERNARDINO,
a Charter City ("City") and the SAN BERNARDINO CONVENTION AND
VISITORS BUREAU,
a
mutual benefit non-profit corporation
("Bureau") :
WIT N E SSE T H
WHEREAS, the CITY OF SAN BERNARDINO has and is further
developing facilities, hotels, restaurants and other services
needed and appropriate for visitors to the Inland Empire; and
WHEREAS, the CITY OF SAN BERNARDINO is in an ideal locat-
ion for the attraction of visitors due to its proximity to the
mountains, the desert, urban, financial and industrial centers
and full service airports; and
WHEREAS, the
increase of visitors, conventions and
tourism will inject substantial amounts of money into the local
economy at very little additional cost and without adverse
effects on the local environment or populace; and
WHEREAS, such increase
will
result in significant
increases in tax revenues to the City which will enable the City
to provide and maintain necessary services to the residents of
the City; and
WHEREAS, Bureau is willing to develop a comprehensive
program to coordinate the existing facilities, organize or
sponsor tourist and visitor support services, and establish and
operate a marketing program, to increase visitor, tourist and
convention visits to the City ;
NOW, THEREFORE, the parties hereto agree as follows:
1. Over the term of this Agreement, City shall provide
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the Bureau the sum of twenty percent (20%) of the revenues
collected from the Transient Occupancy Tax during Fiscal Year
1990-91 which is projected at TWO HUNDRED AND EIGHTY SIX
THOUSAND DOLLARS ($286,000) payable as follows:
a. Twenty six thousand ($26,000) dollars shall be
payable on October 4, 1990.
b. Twenty six thousand ($26,000) dollars shall be
payable monthly thereafter, on the first Thursday of the month
through June 1991. The final payment will be made on or before
July 31, 1991 based on the balance of revenues collected from
the Transient Occupancy Tax during Fiscal Year 1990-91 to ensure
that the sum of twenty percent (20%) of the revenues collected
is paid to the Bureau.
2. Bureau shall use its best efforts to increase visitor
and convention business in the city by doing the following:
a. Coordinate the various visitor-related services
currently available in the city such as hotels, motels,
restaurants and other needed services.
b. Solicit, coordinate and fOllow-up convention lead
referrals.
c. Research, develop and distribute visitor packets and
badges.
d. Research, develop and distribute visitor guides to
San Bernardino and surrounding attractions.
e. Provide registration assistance including personnel
(volunteer or otherwise), typewriters, etc.
f. Research, develop and distribute area maps.
g. Establish an event and hotel booking and housing
bureau.
h.
Coordinate
the visitor-related services
with
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relative to when conventions are
are anticipated.
i. Coordinate additional
visitors.
j. Develop and implement a program to encourage repeat
booked and how many visitors
.
excursions and activities for
visitors.
k. Review and evaluate each conference held in the City
to determine where improved services can be provided.
1. Complete the work program described in Attachment I
3. Bureau shall provide quarterly written reports to
the Mayor and Common Council of the City outlining activity,
accomplishments, results and expenditures no later than
September 30, 1990, December 31, 1990, March 31, 1991 and June
30, 1991. Bureau shall also provide a copy of its proposed
annual budget to the City Administrator for review in advance of
final approval.
4. city or any of its duly authorized representatives
shall have access to any books, documents, papers and records of
Bureau and/or its subcontractors which are pertinent to the
program for the purpose of making an audit, an examination,
excerpts and transcriptions. All books, records and supporting
detail shall be retained for a period of five (5) years after
the expiration of the term of this agreement, or any extension
thereof, or for any longer period of time as required by law.
5. Bureau agrees that in the event the program
established hereunder is subjected to audit exceptions by
appropriate audit agencies, it shall be responsible for
complying with such exceptions and paying City the full amount
of liability resulting from such audit exceptions.
6. The term of this Agreement shall be from the
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effective date hereof to and including June 30, 1991.
7. For all intents and purposes, Bureau shall be
considered as an independent contractor and is not and shall not
be considered as a department, agency or arm of the city.
8. Bureau agrees to hold harmless, indemnify and defend
City, its officers, agents and employees from any claims or
suits that may be brought by third persons on account of
personal injury, death, or damage to property, or a property,
business or personal interest, arising from any negligent act or
omission by Bureau while performing services under this
agreement.
9. During the term of this Agreement, Bureau shall
maintain in effect public liability and property damage
insurance in the amount of $1,000,000 combined single limit
naming the City, its officers, agents and employees as
additional insured.
10. Any notices to be given under this
be deposited with the united states Postal
prepared and addressed as follows:
Agreement shall
Service postage
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.
11. This agreement may be terminated by either party by
1 giving written notice at least (30) days prior to the effective
2 termination date in the written notice.
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12. 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
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Agreement on this day and date first above shown.
----....,
/
CIT~ OF/STA~/ BE~t'INO
~~/....~ ~"
W. H lcomb Mayo
,
ATTEST:
(~ . J .,. /1" A , .'
',- tJ c.....tL.(~L -' L,,:(..r','.o. -'7\_',~AV
City Clerk J
By:
Bernardino Cenvention
~{(c/-L
and visitors Bureau
San
By:
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/-t.. /__//.i'
,,-"', /-l.->;:"-..> \., ,~j'",,-/-_' K .
,
Approved as to form and
and legal content:
JAMES F. PENMAN
City Attorney
(j "
By: )r~ 7.~
o
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 Sa~ Bernardino; provide aggressive marketing and promotions; and
develop and imple.ent special events that generate days and dollars spent in
San Bernardino and work to enhance the public's image of the community.
During the term of this contract, the SBCVB agrees to perform the following:
I. CONVENTIONS, CONFERENCES, TRADE SHOWS AND BUSINESS MEETINGS
~
1.
Attend and participate in associations, events, trade shows and
other opportunities to market San Bernardino's convention and
.eeting facilities.
2. Provide one professional sales management person and support staff
to solicit, seek out, qualify and distribute, to the appropriate
hotel sales staff and management, convention and meeting sales
leads equal to 5,000 room nights.
3. Establish a computerized office system to monitor sales leads,
coordinate correspondence and provide timely background information
to qualified meeting 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
.akers.
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
mailings.
--~---._-~--
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 and host at least one familiarization tour in connection
with the Renaissance Faire, Nstional Orange Show, San Bernardino
Spirit and other simultaneous area attractions.
7. Provide professional development for staff through courses provided
by the International Association of Convention and Visitors Bureau
and the National Tour Association.
III. CONVENTION!MEETING SERVICES
1. Develop and support spousal programs in and around the San
Bernardino area.
2. Coordinate facilities, housing, restaurants and services to match
each organization's needs.
r
3.
Identify sources of promotional materials and programs 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 program 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, attractions and facilities.
6. Develop and produce video and slide presentations in cooperation
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 increase 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 accomplish the Bureau's objectives.
2. Hold regular board meetings (approximately 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 meeting 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
involvement of the business community.
6. Hold quarterly membership meetings to inform members of the Bureau
programs and to provide members 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 progresa 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 member 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.
12. Coordinate programs with other local agencies and organizations
. having related econoaic or tourism development missions and,
wherever practical, assist their efforts so as to amplify the
SBCVB's own programs.
r
ATTACHMENT II
SAN BERNARDINO CONVENTION & VISITORS BUREAU
PROPOSBD BUDGET POR FISCAL YEAR 1990-91
(PreP'NCI by DrvId 0 Jlarter, Cllalta. tJl W Ioard. sacval
'._to
EXPENDITURES
SALARIES
L l"O-'U
~rOTAL 01.7,.o~
.
EMPLOYES BENEFITS Unl, & leUr. mend
L..!,UBTOT f\L Cw.mJ
GENERAL ADMINIsnATIVB
.
e..tiOll.
) SUB1'QtAL
Lw9.77~J
.^
PAGl2
MARKETING AND PROMOTIONS
I 1990-91 I
} s~
JrOT AL
REVENUES
.
CIDO:5m
U441,'031
1 rOT AL
I $441.5031
-Nate OD IIUlIWt or TrazuJeD1 Occupancy rl1, 1990-91
01