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en OF SAN BERt()RDINO - REQUEST OR COUNCIL ACTION
From: Peggy Ducey
Dept: Administration
Subject: 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.
t.
Contact person: Peggy Ducey
Phone:
5122
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount: $ 28 6,000
Source: (Acct. No.1
001-091-53658
IAcct. Descriotion)
Finance:_~ .w 5) I'-'
Council Notes:
75-0262
Agenda Item No
.16
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CITY OF SAtf BERIQRDINO - REQUEST C)R 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.
75-0264
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RESOLUTION NO.
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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
9 Visitors Bureau whereby the City agrees over the term of this
10 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.
16 SECTION 2. This Agreement shall not take effect until
17 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
23 Agreement fail to execute it within sixty (60) days of the
24 passage of this resolution.
25 I HEREBY CERTIFY that the foregoing resolution was duly
26 adopted by the Mayor and Common Council of the City of San
27 Bernardino at a regular
meeting thereof, held on
, 1991, by the following vote,
28 the 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.
4 Council Members:
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ABSTAIN
5 ESTRADA
6 REILLY
7 HERNANDEZ
8 MAUDSLEY
9 MINOR
10 POPE-LUDLAM
11 MILLER
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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
~t?~
By:
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O 0 Exhibit "A"
AGRBBMBN
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") :
WIT N B S S B 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 cc;)ected from the Transient\:bupancy 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
visitor and convention
following:
A. Coordinate the various visitor-related
currently available in the City such as hotels,
restaurants and other needed services.
B. Solicit, coordinate and follow-up convention lead
use its
business
best efforts
in the City
to increase
by doing the
services
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 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.
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J.4:)beveloP and implement a ~gram 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 (S) 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 ~icers, agents and emPlo~
from any claims or
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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
additional insured.
officers, agents and employees
as
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
18 Nothing in this paragraph shall be construed to prevent
19 the giving of such notice by personal service.
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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 QTWEEN THE CITY OF S~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.
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:
City Clerk
SAN BERNARDINO CONVENTION AND VISITORS BUREAU
By:
By:
Approved as to form
and legal content:
JAMES F. PENMAN
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ATTACHMEt.'T I
WORK PROGRAM
The San Bernarclino Convention" Visitors Bureau (SBC\'B) shall attract
conventions, conferences, and business aeetin,s; coordinate facilities,
housin" restaurants, and services to .eet each or,anization's needs, and work
to brin, the.. viaitors back to San Bernarclino in the future; attract ,roup
tours to S~ Bernarclino; provide &I,resshe urntin, and proaotions; and
develop and i.pl.unt special evets that ,.n.rate days and doll.... spot in
San Bernardino and work to .nhance the public'a i.... of the couunitr.
Durina the ten of this contract, the SBCVB &lre.s to pedon the followin,:
I. CONVENTIONS, CONFERENCES, TlADE SHOWS AND BUSINESS MEETINGS
1. Atted and participat. in asociations, ...nta, trade showa and
oth.r opportuniti.s to .ark.t San Bernarclino's convention and
.eetin, faciliti.a.
2. Provide one professional aal.a _a,.unt person and support aWf
to solicit, s..t ont, qual1fr and dbtribut., to the appropriate
hotel salea staff and ....'e..nt, convention and ...tina aal.s
l.ads equal to 5,000 roo. ni,hta.
3. Establiah a co.puteriled offic. arste. to .onitor al.a l.ada,
coordinat. correapondenc. and provide ti.ely back&round infor..tion
to qualifi.d ...tin, planners.
4. Adv.rtia. in appropriate .edia to reach .eetin, planners and
decbion sakers.
5. Develop and host at least one failiarilation tour of San
Bernardino's facilities for approxi.atelr ten planners and deciaion
sakers.
6. Provide profesaional develop.ent for ataff throu,h coursea provided
by the International Auociation of Convention and Visitors Bureau.
II . GROUP TOURS
1. Provide one full ti.e profeaaional aalea .ana.e.ent person and
support aWf to seek out ,roup tour aalea leada equal to 5,250
roo. ni,hta.
2. Participate in national and regional tour and travel uaociationa.
3. Develop tour packages in ..aociation with area wide attractions to
produce roo. nights in local lod,in, facilitiea.
4. Obtain and utilile a apecialized software progra. to file, track
and or,anile aales leada includin, follow up, call backs and
.ailings.
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5. Advertisin, in tour and travel sedia includin, travel Journals
oriented to tour whole.alers and p.~k.'ers and includin, lisited
appropriate co-op advertise_ts with aajor activities and event.s.
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6. Develop and bo.t at le..t One ruiliaril:aticm tour in connection
with the leDaisUDce Faire, National Oran,e Sbow, San Bernardino
Spirit and other .iaultaneou. area attractions.
7. Provide profe..ional developsent for .tafr tbrou,b course. provided
by the International Association or Convention and Vi.itor. Bureau
and the National Tour Association.
III. CONVENTION/MEI'J'ING SERVICES
1. Develop and .upport .pouaal pro,r... in and ~und the San
Bernardino area.
2. Coordinate facilitie., houainc, re.taurant. and .ervice. to satch
each or,anization'. needs.
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Identify sources of proaotional saterial. and pro,r... when
requested and appropriate.
4. Proaote increued visitor spodin, in San Bernardino in connection
with saJor event. in the surroundin, area by coordinatinc and
sarketin, siaultaneoua activities.
3.
5. Evaluate and consider the isple_tation of a ho.pitality trainin,
and developsent pro,ru for hotel, restaurant and .ervice industry
esploy..s.
IV. MARKETING, PUBLIC HLATIONS AND PROMOTIONS
1. Conduct a cosprehensive .ale., .arketin" public relation. and
.ervice pro,ru, within bud,etal')' con.traints, which enhance. the
public's iaace of San Bernardino and the surroundin, area and
attracts a sal1_ naber of convention., seetine. and visitors.
2. Publish an orricial Vi.itors Guide hi,hli,htine the area'.
attractions, accoaaodation., re.taurants, cultural sctivitie. and
other related service..
3. Keep all elesents of the local co..unit)' inforaed of the value of
travel and touriss to tbe econos)' of the area and tbe role sacvB
play. in developine this re.ource.
4. Develop and utilize sedia relationsbip. to sarket San Bernardino in:
a) convention and .eetine trade publicationa;
b) touriss and travel publication.; and
c) seneral di.tribution sedia.
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5. Produce and diatribute inforaational piecea pro~tin, San
Bernardino activity, attractiona and facilitie..
6. Develop and produce video and alide pre.entation. in cooperation
with the cable acceaa televi.ion departaent to aarket both the
attraction of conventiona and the developaent of ,roup tour
bu.ineaa in San Bernardino.
7. Create and carry out two apecial eventa in cooperation with
co-apon.er. to increaae vi.itor expenditure. in San Bernardino and
to enhance the public iaace of the conunity.
V. ADMINISTRATION/ORGANIZATION
I. Foraulate an effective aarketin, plan with .pecific iapleaentation
atrate,ie. to accoapli.h the Bureau'. objectivea.
2. Hold replar board a..tin,a (approXi..tely 10 per year) to report
on Bureau activitie. and to provide over.i,ht of the Bureau'.
oper.tion..
3. Hold a board retreat to develop ,oal. and objectivea for the flacal
year 1992.
4. Hold an annual ...tin, in June, 1991, and tranaact buaine.a aa
provided in the Bureau'. by-la...
5. Continue to develop the buaine.. aeaber baae to expand the
involveaent of the buaine.. co..unity.
6. Hold quarterly aeaberahip aeetin,a to infora aeahera of the Bureau
pro,r... and to provide aeabera networking opportunitiea.
1. E.tabli.h a peraanent office for Bureau activitiea includin, office
equipaent, furniture and appropriate aupport aervicea (janitorial,
aeeretarial, etc.).
a. Prepare and .ubait quarterly: financial atateaent. .upportinl the
Bureau expenditure.; a pro,rea. report by the Executive Director on
the Bureau'. activity for pre.entation to the Coulaaion and
Council; a review of and any recomaendation. for chancea in pro,ru
objective..
9. Develop a perforaance baaed budcet reque.t for flaca! year 1992
that provide. apecific detaila .ufficient to juatify and under.tand
each of ita propoaala and that include. all revenue. available to
the Bureau.
10. Promote and recocnize volunteer and ..aber .upport for Bureau
activitiea.
11. Provide a copy of all .eetin, notice., .,enda .ateriala, aeetinl
ainutea, aarketin, and other material. produced or diatributed by ,
the Bureau.
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12. Coordinate pro,r... with other local .,encie. and or,anization.
.havin, related econ~ic or touri.. develo~ent .i..ion. and,
wherever practiCal, ...i.t their effort. .0 .. to ..plif, 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%
tXPENSES:
Salaries and Employee Benefits:
Salaries $182,436 $144,316 $38,120 26%
Incentive $7,328 $0 $7,328 100%
Employee Benef~s $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%
Commun~ /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%
T eiephone $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%