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Home My WebLink About1996-06-11; City Council; 13687; EXTENSION AND AMENDMENT TO COMMUNITY PROMOTION AGREEMENT BETWEEN THE CITY OF CARLSBAD AND THE CARLSBAD VILLAGE BUSINESS ASSOCIATIONlm a 0 s! 2 2 2 a c 0 c 0 4 Z 3 0 0 I % ; >;' L' ": .-..- .";- .' 1 . , r ~,I 0 * .__ CI OF CARLSBAD -AGENDA BILL AB# lm clTY MG CARLSBAD VILLAGE BUSINESS ASSOCIATION DEPT. FIN CITY AT COMMUNITY PROMOTION AGREEMENT MTG. 06/11/96 DEPT. HD.- I/ TITLE: Y =TENSION AND AMENDMENT TO BETWEEN THE CITY OF CARLSBAD AND THE I I I RECOMMENDED ACTION Adopt Resolution No. 96-208 approving Amendment No. 1 to the existing agreemeni between the City and the Carlsbad Village Business Association to promote tourism and provide services to visitors to the City of Carlsbad. ITEM EXPLANATION: On February 6, 1996 the City Council authorized the Mayor to execute and agreernenl between the City and the Carlsbad Village Business Association to promote tourism anc provide services to visitors to the City of Carlsbad during the period from February 1, 1996 through June 30, 1996. The City Council subcornmittee on convention and visitor services has been reviewing proposals for Visitor Information Services for the 1996-97 fiscal year. Ir order to allow time for the selection of a service provider, and preparation of an agreement and to insure that the current level of services are not disrupted, staff recommend: extending the current contract to July 31 , 1996. FISCAL IMPACT: The existing Agreement covers the period from February 1, 1996 through June 30, 1996, a a total cost not to exceed $88,000. The financial components of the original Agreement an( the proposed one month extension are outlined in the table below: ESPN Commercial Matching Programs(3:l) 37,300 7,460 44,760 TOTAL CONTRACT: $88,000 $1 6,260 $1 04,260 Sufficient funds are available in the 1995-96 budget to cover the increased cost to thl contract. 0 Page 2 of Agenda Bill No. j 3,689 0 EXHIBITS: 1. Resolution No. ?lb -&!ob approving the Extension and Amendment No. I to tl- existing Agreement between the City of Carlsbad and the Carlsbad Village Busine: Association. /I 0 i. 1 2 3 4 5 0 RESOLUTION NO. 96-208 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE EXTENSION AND AMENDMENT NO. 1 TO BUSINESS ASSOCIATION TO PROVIDE PROFESSIONAL SERVICES RELATED TO THE PROMOTION OF THE CITY OF CARLSBAD AN AGREEMENT WITH THE CARLSBAD VILLAGE 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, the City Council of the City of Carlsbad has determined that it is desirable and necessary to amend an agreement between the City of Carlsbad and the Carlsbad Village Business Association to promote tourism and provide services to visitors to the City; and WHEREAS, continued services are needed to promote tourism and provide services to visitors to the City, and the City Council has further determined that the Carisbad Village Business Association possesses the necessary skills to provide these services to the City of Carisbad; and WHEREAS, the Carlsbad Village Business Association has agreed to provide these services under the existing terms and conditions of the original agreement and the Extension and Amendment to that 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. 2. That the Extension and Amendment No. 1, attached hereto as Attachment 1, and made a part hereof, is hereby approved. Ill Ill Ill ? 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 0 3. That the Mayor is hereby authorized to execute the attached Extension and Amendment to the original agreement between the City of Carlsbad and the Carlsbad Village Business Association to provide professional services related to the promotion of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on theuhday of JUNE , 1996, by the following vote, to wit: AYES: Council Members Lewis, Nygaard, Kulchin, Finnila, NOES: None ABSENT: None ATTEST: &ZL&+$jL NZ, City Clerk (SEAL) -WEN R. KUNDTZ sistant City Clerk t 0 0 ATTACHMEN' EXTENSION AND AMENDMENT NO. 1 OF AGREEMENT BETWEEN THE CtTY OF CARLSBAD AND THE CARLSBAD VILLAGE BUSINESS ASSOCIATION TO PROVIDE PROMOTIONAL SERVICES REQUIRED BY THE CITY OF CARLSBAD The agreement dated February 6, 1996, for promotional services required by the City Carlsbad, between the CITY OF CARLSBAD, a municipal corporation, and the CARLSB/ VILLAGE BUSINESS .ASSOCIATION is hereby extended for a period of one month ending July 31, 1996. All other provisions in the original agreement shall remain in full force and effect exce that Section 2. COMPENSATION is amended to read as follows: For the services described above the City will Compensate the CVBA in an amount not exceed $104,260 to be paid as described below: A. The City will compensate the CVBA up to $59,500 as described below: 1. Operate Visitor Information Center $46,800 2. Travel Writer Program 6,000 3. ESPN Commercial - Carlsbad 5000 6,700 Total Compensation $59.50Q Payments for these services will be made in three installments, with the fir installment of $25,350 payable upon execution of the original contract, the secor installment of $25,350 payable on April 15, 1996, and the third installment $8,800 payable on July 5, 1996. 6. In addition to the items listed in A above the City will pay up to $44,760 towarc additional community promotion activities. These funds will be released to th CVBA on a matching basis where the CVBA must raise $1 to receive $3 of Cii funds. Payment of these expenses will be released upon receipt of a statemer itemizing the expenditures by program category and proof satisfactory to th Finance Director of the receipt of matching funds. The expenditures must t made within the contract period in order to qualify for reimbursement. All insurance policies to be maintained by Contractor shall be modified to includ coverage for the amended assignment and scope of work and the extension period. 1 011 619 e e CONTRACTOR: CITY: CAHLSI3AU VtLlAGF E3JSlr.lESS ASSCX~~AllO~ RY: -.. .t N h" )RINE ~?!!d4z&! S 0 " R3OS ".." CI nirpwn 17 u the iloard A i rml. y*".*:.-. ..E 1 If\ I.. -NKH' I ,,: . ..- Cl'y !-:lC?lk KAREN R. KUNDTZ, Assistsnt City Ea ...-.- 4,9/$~-. . _.. - ....- .- .- .-.- / (Proper notarial ackr1owtedgtiwrIt of exe!cutit>,n by C:or.ll.raclor rriust he a iacftefl. (Fresidcwt or vice presidprd and rrJr:relay cf :~qsi,;!,:~\t c,tx!c:!;:ry must si<;r,l lor c.crpoc ordy 0115 officer signs, tf~ corpcratim rI1[1?\. .ttta-.f\ ;I res+Clt/oll r:ertifiwi I.y the OW easictgrlt s~c1ntnr-y crrldor cmrpot.cjte r,nnl nc.rrl*lc.*,ver !IN! tllill rlffl(:cr to t/n(j \lj~;;! CO~~\c~rati~ RF'FIIOVFD AS TO FORM: R(.IN,W I-) IZ rvw . Cify Attorrwy Rv: @&/. !c?pu!y 42ity . ". Attorney r ,__, . I.11 '11 c;y\.[)'l<; '1 (1 '"'11.1 1 III !I!\ .( t!ll:':', 1' 1.17' .:() <'$\ 1.1 'I1 1 ?- e 4 9-$ T a AME4 IC 4 1 }ss. STATE OF CALIFORNIA COUNTY OF PO " 1 On June 11, 1996 , before me, Jeanette Child, Notary Public personaily appeared * * * * * "Norine Sigafoos* * * * * * * * , personally known (or proved to me on the basis of satisfactory evidence) to be the person(6) whose name@) subscribed to the within instrument and acknowledged to me thatlM&/shehHkg executed the in bib/herltbg?jt authorized capacity(]@$), and that byN$/her/W@r signature@) on the instrume person@) or the entity upon behalf of which the person@) acted, executed the instrument WITNESS my hand and official seal. Signature . -.- !..+":.:- . .. /" , L". _" _- ~~ (Ths (irm :or off~c:al 'iotarlai seal) 7 ""__.~ Title of Document Extension and Amendment No 1 of Agreement between the City of ti The Carlsbad Village Business Association Date of Document h!ll j9h - No. of Pages 2 I Other signatures not acknowledged Claude A. Lewis and Aletha L. Rautenkranz ~~ "" .~ ..""". ." ..- ." _~________ 3008 (1 l:ltv Alrlerlcan Tltle Ir-Isur;i 0 a, s +: & t "+i MONARCH FINANCIAL GROUP P. 0. Box 1247, Carlsbad, CA 92018 (619) 434-6662 - Fax (619) 729-6662 June 11,1996 Mayor Claude Lewis Carlsbad City Hall 1200 Carlsbad Village Drive Carlsbad, CA 92008 Dear Mayor Lewis, Unfortunately Diane and I will not be able to be at the Council Meeting this evening because Diane is home ill and I will be doing a business Seminar. However, it is important to both of us that the contract for the Carlsbad Convention and Visitor's Bureau be awarded to Steve Link and the group that is presently operating ConVis. Their past performance speaks for itself, and performance is the name of the game. Additionally, their profound knowledge of Carlsbad and the needs of Carlsbad relative to the tourist trade is unequaled. For peak performance and continued expansion of the tourist trade in Carlsbad it is necessary that those executing the duties required to address the needs of this City have their kind of experience, expertise-and knowledge. There is no way in the world that an organizrrtion outside of this City, or new to this City could possibly perform as well as those currently under contract! Please be kind enough to read this letter at the City Council meeting this V 0 June 11,1996 *bLd4$& &. e %A4 a FOUR SEASONS RESORT FP&Jdd&O& ii FOUR SEASOVS * RECEVT RESOKT Via Courier The Honorable Claude Lewis Mayor City of Carlsbad Dear Bud: After careful consideration of the two entities that are trying to secure the contract for the Carlsbad Convention and Visitors Bureau, we have reached our recommendation. Based on our limited exposure and experience in the Carlsbad area, we feel that the North County Convention and Visitors Bureau can best represent us (as a destination resort and the City of Carlsbad). Our decision is based upon the following points: 0 North County's global approach to direct sales and marketing of North County and 0 A large existing organization with an office in Carlsbad * With its current staff the North County Convention and Visitors Bureau should be able Carlsbad facilitate its sales and marketing effort without increasing its overhead. On contrast, tht current Convention and Visitor Bureau's overhead represents approximately 50% of its operating budget, thus leaving a smaller percentage for the sales and marketing effort. We would suggest that the City Council stipulate in their agreement with the North County Convention and Visitors Bureau, that a specific dollar amount be designated towards the direct sales and marketing effort of the City of Carlsbad. In closing, while we respect and appreciate the efforts and success of both entities, we feel that the future of Carlsbad and it being the "Crown Jewel" of North County is best represented by tl strategic approach of the North County Convention and Visitors Bureau. Sincerely, ,"-. ~ Christopher B. Hunsberger (3- pu"; dd-, im Samuels General Manager Director of Marketing Jcc: Aletha Rautencranz '2796 LOKER AVENUE WEST, SUITE 109, CARLSBAD, CALIFORNIA 92008, USA TEL: (619) 931-6672 FAX: (619) 931-0390 FOUR SE.4SONS REGENT. DEFINING THE ART OF SERVICE AT 40 HOTELS IN 19 COUNTRIES. A April 4, 1996 Mr. Steve Link Manager Carlsbad Convention & Visitors Bureau P.O. Box 1246 Carlsbad, CA 9201 8-1 246 Dear Stew: Thank you for your recent letter regarding the selection of a City Council representative to serve on the Board of Directors of the Convention and Visitors Bureau. I am pleased to advise you that 1, as Mayor, will serve as the Council representative on the Board of Directors, and Mayor Pro Tern Julie Nygaard will serve as my alternate. Please advise me of the next Board of Directors meeting date, so that I can reserve that time on my calendar. Sincerely, CLAUDE W&A Mayor cc: Council Members City Manager City Clerk 1200 Carlsbad Village Drive Carlsbad, CA 92008-1989 (61 9) 434-2830 FAX (619) 720-94 * 0 LA c ARLSBm CALIFORNIA April 2, 1996 Mayor Claude "Bud" Lewis City of Carlsbad 1200 Carlsbad Village Drive Carlsbad CA 92008 Dear Mayor Lewis, In the proposal to manage the ConVis that was submitted to the City Council in January, 01 Board of Directors invited the City to appoint a representative to our board. We encouragc you to appoint someone and we suggest it be a member of the City Council. Tourism is a significant pillar in Carlsbad's economy and its significance will grow as Avia and LEG0 approach completion. Our board is committed to an open flow of information between our organization and the City. . Appointing a representative to our board will enhance the Council's understanding 01 our marketing philosophy and the myriad of programs we undertake to achieve our goals. I am attaching the board packet that was provided each director prior to last Wednesday's meeting. If you have any questions, please call me. Sincerely, +A- teve Link Manager Attachments AIS Carlsbad Convention & Visitors Bureau P.O. Box 1246 Carlsbad, CA 92018-1246 (619) 434-6093