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HomeMy WebLinkAbout1991-09-10; City Council; 11337; AGREEMENT BETWEEN THE CITY AND THE CARLSBAD CHAMBER OF COMMERCEF GAULSBAU - AUtN * Adopt Resolution No. '3l-aV authorizing the Mayor to execute and Agreement between the City and the Carlsbad Chamber of Commerce. ITEM EXPLANATION: On July 9, 1991, the City Council approved the method in which 1991-92 City funds would be allocated to the Carlsbad Convention and Visitor's Bureau, (CCVB). Council approved a total allotment of $225,000, of which $25,000 will be released as matching funds. Staff indicated that the annual Agreement between the City and the Carlsbad Chamber of Commerce would be modified accordingly and returned to the Council for review. The Agreement is similar to those entered into over the past two years. The difference occurs within Section 2, Compensation, which outlines the details of which have occurred during the Agreements of 1989-90 and 1990-91, with the proposed arrangements for 1991 -92. The portion allotted for Administration/ Operation expenses is $118,000 for 1991-92. This represents an increase of $23,000 or 24% over the City amount designated for this tinction in the 1990- 91 budget. 'The CCVB's 1990-91 budget for Administration remains at $143,000 into the 1991-92 budget, however, it requires a larger share be borne by the City. This is due to the requirement that $25,000, rather than $55,000, in matching funds be collected resulting in a smaller total budget and heavier reliance upon City funds for administration/operations. The City will be contributing a total of $107,000 to programs, a decrease of 21% from 1990-91. The reduction is from within the matching funds portion of the budget, which at $25,000, is down by $30,000 or 120% from the 1990-91 the City's financial support, The table below compares the financial stipulations 0 3 0 of 4 ku % 114,700 lyr. 95,000 lyr. 118,000 lyr. .. z 0 F Unrestricted Program Funds 55,300 0 Matching Program Funds a 5 z 3 0 0 Total City Contribution Q e Page Two of Agenda Bill No. 1433 7 The CCVB has executed this agreement. It is recommended that the City Council review the revised agreement and authorize the Mayor to sign by adopting the attached resolution. FISCAL IMPACI' Funds totalling $225,000 were appropriated at the time the 1991-29 budget was adopted on June 13,1991. No additional funds are required. EXHIBITS: 1. Attachment A - Table showing how City of Carlsbad funds will be allocated within the CCVB budget. Resolution No. 9/-Aq9 authorizing the Mayor to execute an Agreement between the City of Carlsbad and the Carlsbad Chamber of Commerce. Exhibit B - Agreement between the City of Carlsbad and the Carlsbad Chamber of Commerce to promote tourism and provide services to visitors to the City of Carlsbad. 2. 3. q 0 AlTACXWENT A 1991-92 BUDGET CARLSBAD CONVENTION AND VISITORS BUREAU CITY FUNDING ADMINISTRATIVE EXPENSES: $ 114,000 Salaries and all expenses to operate the Bureau and the Visitor Information Center at the Depot 2,000 City Audit 1.000 Depot Property Taxes $ 117,000 Total PROGRAMS: $ 68,000 Multi Media Advertising 11,000 Trade Shows 5,000 Tourism Video 4,000 Familiarization Trips 12,000 Print Brochures 2,000 Advertising Specialty Items 5.000 Promotion for Local Community Events $ 107,000 Total $ 225.000 Grand Total 10 t .- 1 2 3 4 5 6 7 8 9 10 11 I.2 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 e 0 RESOLUTION NO. 9 1 - 29 9 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO ENZCUTE AN AGREEMENT WITH THE CARLSBAD CHAMBER OF COMMERCE TO PROVIDE PROFESSIONAL SERVICES RELATED TO THE PROMOTION OF THE CITY OF CARLSBAD WHEREAS, the City Council of the City of Carlsbad has determined that it is in the best interest of the City to promote tourism and provide services to visitors to the City; and WHEREAS, the City Council has further determined that the Carlsbad Chamber of Commerce and its subdivision, the Carlsbad Convention and Visitors Bureau, possess the necessary skills to provide these services to the City of Carlsbad; and WHEREAS, the Carlsbad Chamber of Commerce has agreed to provide these services under the terms and conditions of the agreement attached hereto. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. That the above recitations are true and correct. /// /// /// /// /// /// /// /// I- 1 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 a e 2. That the Mayor is hereby authorized to execute the attached agreement, Exhibit A, between the City of Carlsbad and the Carlsbad Chamber of Commerce to provide professional services related to the promotion of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a re@= meeting of the City Council of the City of Carlsbad, California, held on the 10th day of Septembei , 1991, by the following vote, to wit: AYES: Council Members Lewis, Kulchin, Larson, Stanton and Nygaa: NOES: None ABSENT: None r ATTEST: ALETHA L. RAUTENKRANZ, City Cle (SEAL) I .I I- AGREE 9 ENT BETWEEN THE CITY OF dBFD d . \- AND THE CARLSBAD CHAMBER OF COMMERCE TO PROVIDE PROFESSIONAL SERWCES RELATED TO THE PROMOTION OF THE CJTY OF CARLSBAD +h THIS AGREEMENT, made and entered into as of the I 7 day of 5 ep-t.. , 1991, and effective from October 1, 1991 to September 30, 1992, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City," and the CARLSBAD CHAMBER OF COMMERCE, hereinafter referred to as "Chamber". RECITALS City requires the services necessary for the promotion of the City of Carlsbad; and The Chamber possess the necessary skills and qualifications to provide the services required by the City. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, the City and Chamber agree as follows: 1. EMPLOYMENT OF SERVICES The City agrees to engage and the Chamber agrees to perform the services described below: A. Establish, identify, research and develop a strong Identification Program for the City of Carlsbad and the Carlsbad Convention and Visitors Bureau; Position Carlsbad as a prime destination in Southern California through an integrated media and promotional campaign; Generate awareness of Carlsbad in those geographic regions of the United States which provide the largest number of visitors to "Southern California each year; Incresse the awareness of Carlsbad among the members of the travel industry including travel agents, corporate travel agents and tour planners; B. C. D. e e 0 E. Increase the awareness and interest in Carlsbad among visitors to the San Diego and Los Angeles areas; and Establish a strong public relations campaign designed to provide heightened visibility by providing information on Carlsbad in local, regional and national publications and media. Operate the Visitor Information Center fn the AT&SF Depot seven days per week except New Year's Day, Easter, Thanksgiving and Christmas Day to assist visitors to Carlsbad. Create a division of the Chamber to perform the above functions to be known as the Carlsbad Convention and Visitois Bureau (CCVB). Provide separate accounting for all transactions related to the operation of the CCVB. Develop private funding for advertising co-op programs, centrd reservations fees and other participatory fees to support a full-time, aggressive tourism marketing program. a- F. G. H. 1. J. 2. COMPENSATION For the services described above the City will compensate the Chamber in an amount not to exceed $225,000 to be paid as described below: A. The total budget for the Chamber shall be $260,000 as shown in Exhibit A. The City will compensate the Chamber up to $225,000 as described below: Administrative and Operation Costs $1 18,000 Programs 107,000 Total City Contribution $225.000_ Payments for administrative and operation costs shall be made to the Chamber in equal monthly installments by the 15th of each month for the 12 months beginning October 1991 and ending September 1992. The monthly payment will be $9,833.33. Payments for programs will be released to the Chamber up to a maximum of $107,000. The disbursement of these funds are broken down into two categories as follows: Unrestricted program funds $ 82,000 Matching Program funds 25,000 Total Program Funds $107,000 B. C. 2 0 0 Unrestricted program funds will be released to the Chamber as needed to the maximum of $82,000. Funds will be released following the City's receipt of a statement designating which programs funds will be applied to. Witbin the unrestricted category, $5,000 is to be spent by the Chamber for local Community Promotion. The Chamber will provide the City a list of community events and activities to which these funds will be applied during the first quarter of this contract. The remaining $77,000 can be utilized for programs as selected by the Chamber. Restricted program funds, not to exceed $25,000, will be released to the Chamber on a dollar for dollar basis as matching fhds, in the form of cash, are received by the Chamber. Payment of the program expenses will be released at any time, upon receipt of a list from the Chamber indicadng where matching funds came from. .. 3. INFORMATION AND REPORTS The Chamber shall provide the City Council with quarterly reports of the activity of the Chamber and CCVB funded under this Agreement. These reports shall be made available for the three month periods ended December, March, June and September each year. 4. BUDGET REOUESTS The Chamber shall submit a budget request in the form required by the City Financial Management Director by April 30 each year. 5. BUDGET ADOPTION AND CONTROL The budget for the Chamber for the year ending 9/30/92 shall be as shown in Exhibit A attached hereto. The Chamber shall spend funds in accordance with this plan and shall report as required in Section 4 of this Agreement using the categories of expense shown in said budget. Transfers may be made from account to account in a cumulative amount of up to $2,500 without prior approval from the City Council. Transfers in excess of this mount shall be submitted to the Council for approval, 3 0 ,. 6. RECORDS AND INSPECTTON The Chamber shall maintain full and accurate records with respect to all matters covered under this Agreement. The City shall have free access at all proper times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings, and activities. 7. ACCOMPLISHMENT OF PROJECT The Chamber shall commence, carry on, and complete the project with all practicable dispatch, in a sound, economical, and efficient manner in accordance with the provisions thereof and all applicable laws. 8. MATTXRS TO BE DISREGARDED The titles of the several sections, subsections, and paragraphs set forth in this contract are inserted for convenience of reference only and shall be disregarded in construing or interpreting any of the provisions of this contract. 9. COMPLETENESS OF CONTRACT This Agreement and any additional or supplementary document or documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. 10. CITY NOT OBLIGATED TO THIRD PARTIES The City shall not be ,obligated or liable hereunder to any party other than the Chamber. 4 0 0 a. 11. WHEN RIGHTS AND REMEDIES NOT WAIVED In no event shall the making by the City of any payment to the Chamber constitute or be construed as a waiver by the City of any breach of covenant, or any default which may then exist, on the part of thel Chamber, and the making of any such payment by the City while any such breach or default shall exist in no way impair or prejudice any right or remedy available to the City in respect to such breach or default. 12. PERSONNEL The Chamber represents that it has, or will secure at its own expense, all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the Chamber or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. 13. NOTICES Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the address noted below: City of Carlsbad Attention: Finance Director Visitors Bureau 1200 Carlsbad Village Drive Attention: Steve Link Carlsbad, CA 92008 Carlsbad Chamber of Commerce 5411 Avenida Encinas, Suite 100 Carlsbad, CA 92008 14. NONDISCRIMINATION CLAUSE . The Chamber shall comply with applicable State and Federal laws regarding nondiscrimination. 15. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports and other work products as herein required are the property of the City, whether the work for which they are made be 5 e a J. expected or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports and studies shall be delivered forthwith to the City. Chamber shall have the right to make one copy of the plans for its records. 16. SUSPENSION OR TERMINATION OF CONTRACT In the event of the Chamber's failure to prosecute, deliver or perform the work as provided for in this agreement, the City may suspend or terminate this Agreement for nonperformance by n0-g the Chamber by certified mail of the suspension or termination of the Agreement. In the event of such suspension or termination, the Chamber, thereupon, has thirty (30) working days to deliver all documents owned by the City and all work in progress as described in Section 15 to the City Financial Management Director. The City Financial Management Director shall make a determination of fact based upon the documents delivered to City of the work which the Chamber has performed that is usable and of worth to the City in having the Agreement completed. Based upon the determination as to the portions of tasks completed, the appropriate amount of funding shall be reported to the City Council, the Council shall determine the portion of payment of the final payment of the Agreement. In no case shall the final payment exceed the guaranteed total maximum. 17. DISPUTES If a dispute should arise regarding the performance of work under this Agreement, the following procedure shall be used to resolve any questions of fact or interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this Agreement, shall be reduced to writing by the principal of the Chamber or the City - 6 0 e Financial Management Director. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The City Financial Management Director or principal receiving the letter shall reply to the letter along with a recommended method of resolution within ten (10) calendar days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the office of the City Manager. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. d. 18. STATUS OF THE CHAMBER The Chamber shall perform the services provided for herein in Chamber's own way as an independent contractor and in pursuit of Chambeis independent calling, and not as an employee of the City. Chamber shall be under control of the City only as to the result to be accomplished and the personnel assigned to the project, but shall consult with the City as provided for in the request for proposal. The Chamber is an independent contractor of the City. The payment made to the Chamber pursuant to this'Agreement shall be the full and complete compensation to which the Chamber is entitled pursuant this Agreement. The City shall not make any federal or state tax withholdings on behalf of the Chamber. The City shall not be required to pay any workers' compensation insurance on behalf of the Chamber. The Chamber agrees to indemnify the City for any tax, retirement contribution, social security, overtime payment, workers' compensation payment which the City may be 7 0 e required to make on behalf of Chamber payment which the City may be required to make on behalf of Chamber or any employee of Chamber for work done under this Agreement. The Chamber shall be aware of the requirements of the Immigration Refom and .. - Control Act of 1985 (8 USC Sec. 1101 - 1525) and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, sub-contractors and Chambers that are included in this Agreement. 19. ASSIGNMENT OF AGREEMENT The Chamber or CCVB shall not assign this Agreement or any part of it or any money due under it without the prior written consent of the City. 20. PROHIBITED INTEREST No official of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept or approve or take part in negotiating, making, accepting or approving of any contract or subcontract in connection with the execution of this Agreement shall become directly or indirectly interested personally in this Agreement or any part thereof. No officer or employee of the City who is authorized in such a capacity on behalf of the City to exercise any executive, supervisory or other similar functions in connection with the performance of this Agreement shall become directly or indirectly interested personally in this Agreement or any part thereof. 21. ENTIRE AGREEMENT This Agreement is the entire Agreement between the parties and supersedes all prior oral or written memoranda, understands or agreement or conversation with any officer, agent or employee of the City either before, during or after the execution of this 8 Agreement shall aL.8 or modify any of the terms or o B igations contained in th Agreement, nor shall such additional payment whatsoever under the terms of th Agreement. No amendments or alterations to this Agreement shall be effective unles evidenced by writing and executed by all parties to this Agreement. ,. IN WITNESS WHEREOF, the City and the Chamber have executed this Agreement as of thl date first written above. ATTEST: 9 - W ARLSBAD EW!QF A CHAMBER OF COMLJERCE CARLSBAD CONVENTION AND VISITORS BUREAU BUDGET FOR PERIOD 10/1/91 to 9/30/92 *c ** Total city CCVB Approx. 7 Bud9et' Pavment - of Admi[ Multi Media Advertisha* $69,000 $68,000 $1,000 $57,200 Advertisements will be placed in magazines and newspaoers that reach our target market. These include: Motorland, Westways, Golden State, L.A. Maagazine, California Travel Guide, San Diegan, Sunset, L.A. Times, Phoenix Gazett, Arizona Republic and Orange County Register, include radio, television, billboards and listings on com- puter networks Trade Sho ws and Blitzes 12,000 11,000 1,000 21,450 Oct. 30, '91 Travel Marketplace - Phoenix Nov. 18 Travel Marketplace - Sacramento :an. 25-26, '92 Metro Phoenix World Travel Show - Phoenix Feb. 1-2 Orange County Register Show - Costa Mesa Feb. 1-9 Time of Your Life Expo - Anaheim Feb. 22-23 L.A. Travel Show - Los Angeles June 6-8 Time of Your Life Expo - Los Angcles Sept. 10 Additional trade shows and blitzes will be scheduled as a cooperative venture with Oceanside and Escondido. Tourism Video 6,000 5,000 1,000 7,150 Fam Tzu 5,000 4,000 1,000 14,300 Other multi media opportunities will be evaiuated. These San Diego Mixer Plus Trade Shov - San Diego print Brochure3 13,000 12,000 1,000 14,390 Advertisina SDec ialtv Iterg 2,000 2,000 -0- -0- vents 10.000 5.ooo5.ooo 28,600 .L. Promotion for Communi+v E Total Programs 117,000 107,000 10,000 Mministzative and Operations Expenses** 143,000 118,000 25,000 - TOTAL 5260,000 $225,000 $35,000 $143,000 *15% Commissions on all paid advertising will be allocated to cwer Administrative Costs. **Administrative and Operations Expenses shall include $3,000 for annual audit expenses and property taxes o Depot property. The Chamaer will promptly pay all invoices related to these expenses when due. 54 11 Avenida Encinas, Suite 100 P.O. Box 1605 Carlsbad, California 92008 (619) 931-8400 Fax (619) 931-9153 c a Convention and Visitor’s Bureau Funding 8130191 1990-91 and 1991 -92 Contract Years Percent Type of Expense 1990-91 1991 -92 Change Inc/Dec Administrative Expenses 143,000 143,000 0 0.00% Programs: Advertising 85,000 69,000 (16,000) -18.82% Trade Shows ect 12,000 12,000 0 0.00% Tourism Video 10,000 6,000 (4,000) -40.00% Fam Trips 5,000 5,000 0 0.00% Brochures 12,000 13,000 1,000 8.3301, Advert king Specialty It ems 2,000 2,000 0 0.OOQh Community Events 10,000 10,000 0 0.00% Special Projects 1,000 0 (1,000) -100.000! Total Programs 137,000 117,000 (20,000) -14.60% Total All Costs 280,000 260,000 (20,000) -7.14% Source of Funds City Contributions Administration 95,000 11 8,000 23,000 24.21% Unrestricted Program Funds 75,000 82,000 7,000 9.33% Matching Funds 55,000 25,000 (30,000) -54.55% Total City Funding 225,000 225,000 0 0.00% CCVB Funds 55,000 35,000 (20,000) -36.36Qh Total All Funds 280,000 260,000 (20,000) -7.14%