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Home My WebLink About27-Development Services CITY'OF SAN BERNc.DINO - REQUEST lOR COUNCIL ACTION , -' From: James C. Richardson, Deputy City Subject: Administrator-Develop. Services Dept: Administration - Development Services Agreement between the City of San Bernardino and the San Bernardino Convention and Visitors Bureau Oa~: February 2, 1989 Synopsis of Previous Council ection: 9/8/88 The Mayor and Common Council referred the matter of a Convention Visitors Bureau to the Ways and Means Committee. 10/10/88 The Ways and Means Committee reviewed and endorsed the Convention Visitors Bureau plan of action and recommended members for the Convention visitiors Board of Directors. 10/24/88 The Mayor and Common Council approved the recommendation of the Ways and Means Committee, thereby, approving the Convention and Visitors Bureau plan of action and the recommended members for the Interim Board of Directors. CONTINUATION ATTACHED Recommended motion: Adopt Resolution. Contact person: James C. Richardson Phone: 5270 Supporting data attached: Staff Report & Aqreement Ward: N/A. FUNDING REQUIREMENTS: Amount: :1;-2" ,.ll ;}.M./.$+'}. Q Q II 3 ~ "I ~" -- Source: (Acct. No.) Q-d.Q_nO'J JQ183/6l!l 888 3Q48S- bO\ O~z.S313> (Acct. DescriPtion) Operating Contingency Fund/ Parking and Business Improvement Finance: ~J)() "JIll- Fund Council Notes: ^,.,..,.......I..I+..........f\.I.... ~7 '. ,.,.'.. .-, , '-" February 2, 1989 '-' REQUEST FOR COUNCIL ACTION SUBJECT: Agreement between the City of San Bernardino and the San Bernardino Convention and Visitors Bureau SYNOPSIS OF PREVIOUS COUNCIL ACTION: 12/5/88 Mayor and Common Council approved the Ways and Means Committee recommendation that the Interim Board of Directors remain until at least all preliminary functions are taken care of. Grant writing experience was to be added to the job description of the executive director. 12/19/88 Mayor and Common Council approved the Ways and Means Committee recommendation that the Articles of Incorporation" Bylaws and Job Description be received and filed as amended. CIT~ OF SAN BERNaDINO - REQUEST FO:. COUNCIL ACTION STAFF REPORT Previously, an implementation plan and 18-month budget was approved for the San Bernardino Convention visitors Bureau (SBCVB) by the Mayor and Common Council. Before funds can be dispersed, it was understood that an agreement would be prepared. Attached is a 6-month agreement (Exhibit "A") as part of the 18-month action plan. Also attached is a resolution authorizing execution of the agreement by both parties. The SBCVB is in the process of incorporating and has appointed its first executive director. Funding for the balance of 1988-89 includes $28,920 from the Operating Contingency fund and $10,000 from the Parking and Business Improvement fund. It is proposed that half of these monies be made available upon execution of the agreement to organize and make operational the SBCVB. To date, the Main Street Organization has advanced approximately $1,000 for advertising and incorporation expenses; and permanent financing, as originally reviewed with the Mayor and Common Council, is needed. Contractual condition would be quarterly reports indicating progress on the implementation plan and performance to meet the work program and goals of the SBCVB. The agreement and resolution are recommended for approval by the Mayor and Common Council. .w~ AMES C. RICHARDSON, Deputy city Administrator - Development Services mtb 75-0264 ..:.. ""'"' """'" .--, - RESOLUTION NO. 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 $38,000 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 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 Visitors Bureau the sum of Thirty-eight thousand nine hundred twenty dollars ($38,920.00). 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 affect 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. I HEREBY CERTIFY that the foregoing adopted by the Mayor and Common Council Bernardino, at a the _ day of vote, to wit: resolution was duly of the city of San meeting held on , 1989, by the following AYES: council Members NAYS: ABSENT: city Clerk The foregoing resolution is hereby approved this day of , 1989. Evlyn Wilcox, Mayor City of San Bernardino -1- . c ,..........\ - 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 $38,000 OVER THE TERM OF THIS AGREEMENT Approved as to form and legal content: JAMES F. PENMAN City Attorney BY=!-- 1-. ;J eu.-- -2- r" '-' :)EXHIBIT "A" AGREEMENT THIS AGREEMENT entered into this day of 1989, by and between the CITY OF SAN BERNARDINO, a Charter City ("City"), and the SAN BERNARDINO CONVENTION AND VISITORS BUREAU, a public 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 location 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 efforts 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 DAB/dys February 2, 1989 1 ....... ....... ~-" -- Bureau the sum of THIRTY-EIGHT THOUSAND NINE HUNDRED TWENTY ($38,920.00) DOLLARS payable as follows: a. NINETEEN THOUSAND FOUR HUNDRED SIXTY ($19,460.00) DOLLARS shall be payable on the effective date of this Agreement. b. NINE THOUSAND SEVEN HUNDRED THIRTY ($9,730.00) DOLLARS shall be payable upon the filing of each of the quarterly reports herein required on March 31, 1989 and June 30, 1989, and upon a determination by the City Administrator of City that such reports are adequate. 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 DAB/dys February 2, 1989 2 c ""'. '-" housing bureau. h. Coordinate with the visitor-related services relative to when conventions are booked and how many visitors are anticipated. i. Coordinate additional excursions and activities for visitors. j. Develop and implement a program to encourage repeat visitors. k. Review and evaluate each conference held in the City to determine where improved services can be provided. 3. Bureau shall provide quarterly written reports to the Mayor and Common Council of the City outlining activity, accomplishments and results on March 30, 1989 and June 30, 1989. 4. The term of this Agreement shall be from the effective date hereof to and including June 30, 1989. 5. 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. 6. 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. 7. During the term of this Agreement, Bureau shall maintain in effect public liability and property damage insurance DAB/dys February 2, 1989 3 c - ~ in the amount of $1,000,000 combined single limit naming the City, its officers, agents and employees as additional insureds. 8. Any notices to be given under this Agreement shall be deposited with the United states Postal Service postage prepaid and addressed as follows: To City: City Administrator 300 North "D" Street San Bernardino, CA 92418 To Bureau: San Bernardino Convention & 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. IN WITNESS WHEREOF the parties hereto have executed this Agreement on this day and date first above shown. CITY OF SAN BERNARDINO By: Evlyn Wilcox, Mayor ATTEST: City Clerk SAN BERNARDINO CONVENTION & VISITOR BUREAU By: By: Approved as to form and Legal Content: JAMES F. PENMAN, ~ By: ~~ DAB/dys February 2, 1989 4