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CITY OF SAN BERN~INO - REQUEST FO COUNCIL ACTION
From: Peggy Ducey
Dept: Administration
Su~~: Resolution with the SB Convention
& Visitors Bureau where the City
shall provide the Bureau the sum of
20% of actual revenues collected
from Transient Occupancy Tax.
Date: June 19, 1991
Synopsis of Previous Council action:
08/23/90 -- Resolution No. 90-351 adopted.
Recommended motion:
Adopt resolution.
'.
Contact person: Peggy Ducey
Phone:
5122
pporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount: $286,000
Source: (Acct. No.)
001-091-53658
(Acct. DescriDtion)
Finance:~ .w ):) i"
ncil Notes:
75-0262
Agenda Item No
IS
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CiTY OF SAN BERN<)DINO - REQUEST FO COUNCIL ACTION
STAFF REPORT
The City of San Bernardino and the San Bernardino Convention
and Visitors Bureau currently have an agreement for fiscal
year 1990/91, stating that the City will provide to the
Bureau the sum of 20% of the Transient Occupancy Tax (TOT),
which was estimated to be $286,000 for FY 1990/91, and is
disbursed in the amount of $26,.000 per month. An adjustment
is to be made in the July payment so the 12-month total will
equal the actual TOT collected during the year. However,
the actual TOT has fallen short of the original revenue
projections. Current estimates for for FY 1990/91 is
approximately $30,000 less than original projections.
Consequently, the Visitors Bureau will owe the City money,
rather than just a minor adjustment being necessary. To
ensure that the payment schedule more accurately reflects the
Transient Occupancy Tax revenues, it is recommended that
monthly payments for FY 1991/92 be based upon 20% of the
actual TOT receipts for the previous month.
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0 RESOLUTION NO. 0
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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 20 PERCENT OF THE ACTUAL
REVENUES COLLECTED FROM THE TRANSIENT OCCUPANCY TAX DURING
FISCAL YEAR 1991/92.
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
11 Bureau the sum of 20 percent of the actual revenues collected
12 from the Transient Occupancy Tax during fiscal year 1991/92. A
13 copy of said Agreement is attached hereto marked Exhibit "A" and
14 incorporated herein by this reference as fully as though set
15 forth at length.
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SECTION 2. This Agreement shall not take effect until
17 fully signed and executed by both parties. The City shall not
18 be obligated hereunder unless and until the Agreement is fully
19 executed and no oral agreement relating thereto shall be implied
20 or authorized.
21 SECTION 3.
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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 a regular
28 the
meeting thereof, held on
, 1991, by the following vote,
day of
to wit:
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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 20 PERCENT OF THE ACTUAL
REVENUES COLLECTED FROM THE TRANSIENT OCCUPANCY TAX DURING
FISCAL YEAR 1991/92.
Council Members:
Ana
~
ABSTAIN
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
city Clerk
The foregoing resolution is hereby approved this
day of , 1991.
W. R. "Bob" Holcomb, Mayor
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
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OXhibit "A"
AGREEMEliIT~
THIS AGREEMENT entered into as of this day of
, 1991, 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") :
o
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
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
the Bureau the sum of twenty percent (20%) of the actual
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revenues cOl4:)ted from the Transient o~ancy Tax (TOT) during
fiscal year 1991-92.
A. Twenty percent of the actual revenues from the TOT
shall be payable on October 10, 1991.
B. Twenty percent of the actual TOT revenues shall be
payable monthly thereafter, on the tenth day of the month
through June 1992. The final payment will be made on or before
July 31, 1992.
2. Bureau shall use its
visitor and
following:
A.
best efforts
in the city
to increase
by doing the
convention
business
Coordinate
various
the
visitor-related
services
currently available in the City such as
restaurants and other needed services.
B. Solicit, coordinate and follow-up convention lead
hotels, motels,
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
visitor-related services
with the
relative to when conventions are booked and how many visitors
are anticipated.
I. Coordinate additional excursions and activities for
visitors.
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J. 4:)elop and implement a pr~m to encourage repeat
visitors.
K. Review and evaluate each conference held in the City
to determine where improved services can be provided.
3. Complete the work program described in Attachment I.
4. 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, 1991, December 31, 1991, March 31, 1992 and June
30, 1992. Bureau shall also provide a copy of its proposed
annual budget to the City Administrator for review in advance of
final approval.
5. 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 an extension
thereof, or for any longer period of time as required by law.
6. 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.
7. The term of this Agreement shall be from the
effective date hereof to and including June 30, 1992.
8. For all intents and purposes, Bureau shall not be
considered as a department, agency or arm of the City.
9. Bureau agrees to hold harmless, indemnify and defend
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City, its oft:)ers, agents
and emPIOyeJ:) from
or
claims
any
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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.
10. 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.
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
19 the giving of such notice by personal service.
20 12. This Agreement may be terminated by either party by
21 giving written notice at least thirty (30) days prior to the
22 effective termination date in the written notice.
23 13. Should future circumstances so demand in the sole
24 discretion of the Mayor and Common Council, the above allocation
25 may be adjusted or terminated in whole or in part.
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AGREEMENT B~EEN THE CITY OF SAN QrnARDINO AND THE SAN
BERNARDINO C~NTION 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.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement on this day and date first above shown.
CITY OF SAN BERNARDINO
9 w. R. "Bob" Holcomb, Mayor
10 ATTEST:
11
12 City Clerk
13 SAN BERNARDINO CONVENTION AND VISITORS BUREAU
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By:
By:
Approved as to form
and legal content:
JAMES F. PENMAN
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ATTACHMEt.'T I
WORK PROGRAM
The SaIl Bernardino Convention" Visitors Bureau ISBCVB) shall attract
conventions, conferences, and business a..tin,s; coordinate facilitie.,
housin" restaurants, and services to a..t each or,anization's needa, and work
to brin, these visitors back to San Bernardino in the future; attract ,roup
tour. to S~ Bernardino; provide allres.he arketin, and proaotion.; and
develop and iapleHllt .pecial events that ,enerate da7. and doll.... spent in
San Bernardino and work to enhance the public'. iaase of the coaunit,..
Durilll the ten of this contract, the SSCVB qree. to perfon the follOWing:
I. CONVENTIONS, CONFERENCES, TRADE SHOWS AND BUSINESS MEETINGS
1. Attend and participate in usociation., events, trade .how. and
other opportunities to aarket San Bernardino'. convention and
aeetin, facilitie..
Z. Provide one profe.sional .ale. aanageHllt person and .upport .taff
to aolicit, _t out, qualif,. and distribute, to the appropriate
hotel ales staff and aanageaent, convention and a..tin, &&le.
lead. equal to 5,000 rooa night..
3. Establiah a coaputerized office a,..tea to aonitor &&les leads,
coordinate correspondence and prov ide tiaelJ back,round inforaation
to qualified a..tin, planners.
4. Advertiae in appropriate aedia to reach a..tin, planners and
decision &&kers.
5. Develop and boat at least one fuiliarization tour of SaIl
Bernardino's facilities for approxiatel,. ten planner. and decision
&&kera.
6. Provide profeuional developaent for staff throu,h courses provided
by the International A.aociation of Convention and Viaitora Bureau.
II. GROUP TOURS
1. Provide one full ti.. profeuional salea aana,eaent person and
.upport staff to seek out ,roup tour sales le&da equal to 5,250
rooa nighta.
Z. Participate in national and regional tour and travel uaociations.
3. Develop tour packqes in uaociation with area wide attractions to
produce rooa ni,ht. in local lodging facilitie..
4. Obtain and utilize a apecialized aoftware progr.. to file, track
and or,anize aales leads including follow up, call backs and
aailings. -
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5. Advertiainl in tour and travel sedia includinl travel Journala
oriented to tour whole.aler. and packacera and includinl liaited
appropriate co-op advertiaeaent. with aajor activitiea and eventa.
6. Develop and boat at least one r..iliarilation tour in connection
with the Renaiaaance Faire, National Oranle Show, San Bernardino
Spirit and other aiaultaneoua area attractiona.
7. Provide profeaaional developaent for ataff throUlh couraea provided
b)' the International Asaociation of Convention and Viaitora Bureau
and the Hational Tour Asaociation.
III. CONVENTION/MEE'I'ING SERVICES
1. Develop and aupport apousal prolr... in and around the San
Bernardino area.
2. Coordinate facilitiea, houainl, reatauranta and aervicea to satch
each or'aDbation'a needs.
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Identif)' aourcea of proaotional aateriala and prolr..a when
requeated and appropriate.
4. Proaote incre..ed visitor apendinl in San Bernardino in connection
wi th aajor eventa in the aurroundinl area b)' coordinatinl and
aarketinl aiaultUleoua activitiea.
3.
5. Evaluate and conaider the iapleaentation of a hoapitalit)' traininl
and developsent pro,r.. for hotel, reatauraDt and aervice induatr,v
eaplo)'_a.
IV. MARKETING, PUBLIC RELATIONS AND PBOMOTIOHS
1. Conduct a coaprehenaive aalea, aarketin" public relations aDd
aervice prolr.., within budletar)' conatrainta, Which enhancea the
public'a iaaae of San Bernardino aDd the aurroundin, area and
attracts a aaxiaua nuaber of conventiona, aeetin,a aDd viaitora.
2. Publiah an Official Viaitors Guide hi,hli,htinl the area's
attractiona, acCOllllOclationa, restauraDts, cultural activities and
other related .ervice..
3. Keep all eleaenta of the local coaaunity inforsed of the value of
travel and touriaa to the econoay of the area and the role SBCVB
pl&)'. in developinl this re.ource.
4. Develop and utilize aedia relationahipa to aarket San Bernardino in:
al convention and a..tin, trade publicationa;
bl touri.a and travel publicationa; and
cl ,eneral diatribution aedia.
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5. Produce and diatribute info~ational piecea pro.otin, San
Bernardino activity, attractiona and facilitiea.
6. Develop and produce video and alide pre..ntationa in cooperation
with the cable acceaa televiaion departaent to aarket both the
attraction of conventiona and the developaent of ,roup tour
buaineaa in San Bernardino.
7. Create and carry out two a~cial eventa in cooperation with
co-aponaera to increaae viaitor expenditurea in San Bernardino and
to enhance the public laa,e of the coaaunity.
V. ADMINISTRATION/ORGANIZATION
1. Foraulate an effective aarketin, plan with apecific iapleaentation
atrate,iea to accoapliah the Bureau'a objectivea.
2. Hold relUlar board aeetin,a (approxiaately 10 per year) to report
on Bureau activitiea and to provide overai,ht of the Bureau'a
operationa.
3. Hold a board retreat to develop ,oala and objectivea for the fiacal
year 1992.
4. Hold an annual ...tin, in June, 1991, and tranaact budneaa aa
provided in the Bureau'a by-Ia"a.
5. Continue to develop the buaineaa aeaber baae to expand the
invol veaent of the buain..a couuni ty.
6. Hold quarterly aeaberahip _tin,a to infora aeabera of the Bureau
pro,r..a and to provide aeabera net"orkin, opportunitiea.
.,. Eatabliah a peraanent office for Bureau acti vi tiea includinl office
equipaent, furniture and appropriate aupport aervicea (Janitorial,
secretarial, etc.). .
8. Prepare and aubait quarterly: financial ltateaenta lupportin, the
Bureau expenditurea; a pro,rell report by the Executive Director on
the Bureau'a activity for preaentation to the Coaaillion and
Council; a review of and anr recouendationa for chan,ea in pro,raa
objectivea.
9. Develop a perforaance baaed budget requeat for Uacal year 1992
that providel apecific detaila lufticient to juatify and underatand
each of itl propoaala and that includea all revenuea available to
the Bureau.
10. Proaote and recopise volunteer and seaber aupport for Bureau
activitiea.
11. Provide a copy at all a..tin, noticea, a,enda aateriall, aeetin,
ainutea, aarketin, and other aateriall produced or diatributed by ,
the Bureau.
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12. Coordinate pro.r..s with other local .,encies and organizations
. havill' related econo.ic or touris. developaent .i.81ons and,
wherever practical. ...ist their effort. .0 .. to ..plifr the
SBCVB'. own pro.r....
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0 Proposed 1991-92 Budget 0
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 Beneflls $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%
OIIIce 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%
FamDlarlzatlon Tours $5.165 $2.000 $3,165 158%
Membership Programs $6.950 $5.000 $1.950 39%
Prlntlng, 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 MaD $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%