HomeMy WebLinkAbout2000-10-17; City Council; 15936; Community Promotion Services For 2000-2001AB# /<. ‘I?&
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DEPT. ED
dTY OF CARLSBAD - AGENbA BILL
TITLE:
CONSIDERATION AND APPROVAL WITH THE CARLSBAD
CONVENTION AND VISITORS BUREAU FOR COMMUNITY CITY ATTY.
PROMOTION SERVICES FOR 2000-2001
CITY MGR .w
RECOMMENDED ACTION:
Review the Carlsbad Convention and Visitor’s Bureau (CCVB) 2000-2001 contract proposal.
ADOPT Resolution No Ce - ?$A .J ” _ . ‘;I- approving a one year contract for the term November 1,200O
to October 3 1,2001, authotize the Mayor to execute an Agreement between the City and the Carlsbad
Convention and Visitor’s Bureau, and appropriate $3,000 from the Contingency Account available
balance.
ITEM EXPLANATION:
On October 3 1, 2000, the contract between the City of Carlsbad and the CCVB will expire. In
response to the upcoming expiration of the existing one (1) year contract for promotional services,
CCVB has submitted a new (1) year proposal for the continuation of these services to the City of
Carlsbad (see Table 1) beginning November 1, 2000 and ending October 3 1, 2001.
Table 1
Operations
Advertising & Events $ 90,000 $ 90,000
$ 20,000 $ 25,000
$ 10,000 $ 10,000
$ 30,000 $ 25,000
Bro&res
Consultant
Travel Shows/Fam
Tours
Video/CD Rom
Marketing Program
Operations
Total Allocation
(Requested*)
$ 5,000 $ 7,000
$ 79,000 $ 80,000
$
The existing 1999-00 contract with CCVB totals $357,000. The proposed one (1) year contract totals
$363,000 representing a $6,000 increase over the prior year. Increases ($3000) for Visitor Center
Operations and ($1,000) for Marketing Program Operations reflect increased costs for telephone,
utilities and program administration. Adjustments to Brochures (increase of $5,000) reflect the
reprinting costs associated with an expanded Meeting Planners Guide, Video/CD Rom (increase of
$2,000) for modification of the CD and costs of reproduction, and Travel Shows/Fam Tours (decrease
PAGE 2 OF AGENDA SILL NO.
of $5,000) reflecting anticipated needs of the upcoming year. In addition, the contract proposes the
continued use of Consulting Services in order to develop a program which will enhance group sales.
During the 1999-2000 Fiscal Year, Phase I of a Tourist Impact Assessment was completed which
provided an analysis of the costs and benefits of tourism in Carlsbad and which identified existing
tourist related venues and events. Phase II will be conducted during the 2000-2001 fiscal year and
will include a survey of tourists to determine tourist related facilities and service needs within the
City and development of a draft Tourism Strategy. Since Phase II of the Tourist Impact Assessment
is scheduled to be complete prior to the expiration of a one-year contract term, staff is recommending
approval and authorization to execute a one year contract with CCVB for November 1,200O through
October 3 1, 2001, in the amount of $363,000. This will allow the City Council an opportunity to
review and consider any findings of the Assessment when evaluating future contracts and funding
levels with CCVB.
FISCAL IMPACT:
In anticipation of a contract for promotional services, a total of $360,000 was included in the 2000-
2001 Operating Budget. If a one (1) year contract is approved with CCVB, an additional $3,000 will
need to be appropriated. Staff recommends that the City Council appropriate any additional funds
from the Contingency Account. The Contingency Account available balance as of 9-30-00 is
approximately $4.28 million.
EXHIBITS:
1. Resolution No.g@” of the City Council of the City of Carlsbad, California, authorizing the
Mayor to execute an agreement with the Carlsbad Convention and Visitor’s Bureau, and
appropriating $3,000 from the Contingency Account available balance.
2. Agreements (2) between the City of Carlsbad and the Carlsbad Convention and Visitor’s
Bureau to provide professional services related to the promotion of the City of Carlsbad.
3. Letter dated September 14,2000, from CCVB Executive Director Steve Link to Economic
Development Manager, Cynthia Haas.
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RESOLUTION NO. 3000-324
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARSLBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO
EXECUTE AN AGREEMENT WITH THE CARLSBAD
CONVENTION AND VISITORS BUREAU (CCVB) AND
APPROPRIATING $3,000 FROM THE CONTINGENCY
ACCOUNT AVAILABLE BALANCE.
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 Convention and
Visitor’s Bureau possesses the necessary skills to provide these services to the City of Carlsbad;
WHEREAS, the Carlsbad Convention and Visitor’s Bureau 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.
2. That the Mayor is hereby authorized to execute the attached agreement, Exhibit 2,
between the City of Carlsbad and the Carlsbad Convention and Visitor’s Bureau to provide
professional services related to the promotion of the City of Carlsbad.
3. That an appropriation of $3,000 from the Contingency Account available balance is
authorized.
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council on the
October mhdayof 2000, by the following vote to wit:
AYES:council Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ATTEST:
(SEAu
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AGREEMENT
THIS AGREEMENT is made and entered into as of the 23rd day of
October 7 2000, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and CARLSBAD CONVENTION AND
VISITOR’S BUREAU, a non-profit corporation, hereinafter referred to as “CCVB.”
RECITALS
City requires the services necessary for the promotion of tourism in the City of
Carlsbad; and CCVB possesses 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, City and CCVB agree as follows:
1. CCVB OBLIGATIONS
The City agrees to engage, and the CCVB agrees to perform the services
described below:
A. Manage and coordinate a marketing program that positions Carlsbad as a
prime tourist destination in Southern California.
B. Generate awareness of Carlsbad in those geographic regions of the
United States which provide the largest number of visitors to Carlsbad
each year.
C. Operate the Visitor Information Center in the AT&SF Depot seven days
per week from 9:00 a.m. to 5:00 p.m., Monday through Friday, IO:00 a.m.
rev. 4/24/00
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to 4:00 p.m. on Saturday, and IO:00 a.m. to 3:00 p.m. on Sunday, except
New Years Day, Easter Sunday, Thanksgiving Day, and Christmas Day to
assist visitors to Carlsbad.
0. Provide familiarization tours (including a travel writer’s program) by
organizing visits to Carlsbad by travel writers and others that result in
published articles promoting Carlsbad and additional tourism to Carlsbad.
E. Promote local community events, including the San Diego Marathon, the
Carlsbad 5000, the Carlsbad Triathlon, the La Costa golf and tennis
events in the following ways:
l Provide hotel/motel referrals.
l Staff information booths as requested by the City and/or the
private event promoters.
l Distribute promotional literature related to the events from the
Visitor Information Center before and during the event.
F. Develop private funding for advertising co-op programs, central
reservations fees and other participatory fees to support a full-time,
aggressive tourism marketing program.
G. Establish a corporate/group sales incentive program.
H. Provide reports as specified in Section 7, below.
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2. CITY OBLIGATIONS
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The City shall provide use of the Visitor Information Center at the AT&SF Depot,
as well as any city owned equipment and furnishings currently located therein.
3. PROGRESS AND COMPLETION
The work under this contract will begin on November 1, 2000 and be completed
by October 31,200l.
4. FEES TO BE PAID TO CCVB
The total fee payable for the services to be performed shall not exceed
$363,000. No other compensation for services will be allowed except those items
covered by supplemental agreements per Paragraph 8, “Changes in Work.”
Incremental payments, if applicable, should be made as outlined in attached Exhibit “A.”
5. DURATION OF CONTRACT
This agreement shall extend for a period of twelve (12) months beginning
November 1,2000, and ending October 31,200l.
6. PAYMENT OF FEES
For the services described above, the City will compensate the CCVB as
described below:
A. Payments for the operation of the Visitor Center shall be made to
the CCVB in equal monthly installments by the 15’h of each month
for the 12 months beginning November 2000 and ending October
2001. The monthly payment amount for the period from November
2000 to October 2001 will be $10,500.
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B. Payments for all other programs will be released to the CCVB on a
reimbursement basis up to the maximum amounts shown below:
1. Advertising and Events $90,000
2. Brochures $25,000
3. Consultant $10,000
4. Travel Shows & Familiarization Tours $25,000
5. Video/CD-ROM $ 7,000
6. Marketing Program Operations $ 80,000
TOTAL OTHER PROGRAMS $237,000
Requests for reimbursement may be made no more frequently than
monthly in a format approved by the Finance Director. All
equipment and software licenses purchased under this agreement
will be and shall remain the property of the City of Carlsbad.
C. The City reserves the right to terminate or reduce the funding levels
outlined in the Agreement in the event of City revenue reductions. Recommended
reductions will be reported to the City Council who shall determine the modified funding
level.
7. SUBMISSIONS
CCVB shall deliver to the City, quarterly reports of the activity and expenses of
the CCVB as funded under this agreement. These reports shall summarize activities
and expenses for each three-month period of the contract and include the following
information:
l A written description of the activities of CCVB for the quarter.
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l A statistical report showing the results of the information gathered from
inquiries at the Visitor’s Center or the CCVB website.
l An accounting of the funds spend by program in the format approved by
the Finance Director.
In addition, CCVB shall include in the quarterly report, statistical or other quantitative
information which demonstrates the effectiveness of CCVB’s efforts in drawing
additional visitor’s to Carlsbad.
8. CHANGES IN WORK
If, in the course of the contract, changes seem merited by CCVB or the City, and
informal consultations with the other party indicate that a change in the conditions of the
contract is warranted, CCVB or the City may request a change in contract. Such
changes shall be processed by the City in the following manner: A letter outlining the
required changes shall be forwarded to the City by CCVB to inform them of the
proposed changes along with a statement of estimated changes in charges or time
schedule. A Standard Amendment to Agreement shall be prepared by the City and
approved by the City according to the procedures described in Carlsbad Municipal
Code Section 3.28.172. Such Amendment to Agreement shall not render ineffective or
invalidate unaffected portions of the agreement.
9. COVENANTS AGAINST CONTINGENT FEES
The CCVB warrants that their firm has not employed or retained any company or
person, other than a bona fide employee working for the CCVB, to solicit or secure this
agreement, and that CCVB has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
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or any other consideration contingent upon, or resulting from, the award or making of
this agreement. For breach or violation of this warranty, the City shall have the right to
annul this agreement without liability, or, in its discretion, to deduct from the agreement
price or consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fees, gift, or contingent fee.
10. ANTI-DISCRIMINATION AND ANTI-HARASSMENT CLAUSE
The CCVB shall comply with all applicable state and federal laws and regulations
prohibiting discrimination and harassment.
II. TERMINATION OF CONTRACT
In the event of the CCVB’s failure to prosecute, deliver, or perform the work as
provided for in this contract, the City Manager may terminate this contract for
nonperformance by notifying the CCVB by certified mail of the termination of the CCVB.
The CCVB, thereupon, has five (5) working days to deliver said documents owned by
the City and all work in progress to the Economic Development Manager. The
Economic Development Manager shall make a -determination of fact based upon the
documents delivered to City of the percentage of work which the CCVB has performed
which is usable and of worth to the City in having the contract completed. Based upon
that finding as reported to the City Manager, the Manager shall determine the final
payment of the contract.
This agreement may be terminated by either party upon tendering thirty (30)
days written notice to the other party. In the event of such suspension or termination,
upon request of the City, the CCVB shall assemble the work product and put same in
order for proper filing and closing and deliver said product to City. In the event of
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termination, the CCVB shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
12. CLAIMS AND LAWSUITS
The CCVB agrees that any contract claim submitted to the City must be asserted
as part of the contract process as set forth in this agreement and not in anticipation of
litigation or in conjunction with litigation. The CCVB acknowledges that if a false claim is
submitted to the City, it may be considered fraud and the CCVB may be subject to
criminal prosecution. The CCVB acknowledges that California Government Code
sections 12650 et seq., the False Claims Act, provides for civil penalties where a
person knowingly submits a false claim to a public entity. These provisions include false
claims made with deliberate ignorance of the false information or in reckless disregard
of the truth or falsity of information. If the City of Carlsbad seeks to recover penalties
pursuant to the False Claims Act, it is entitled to recover its litigation costs, including
attorney’s fees. The CCVB acknowledges that the filing of a false claim may subject the
CCVB to an administrative debarment proceeding wherein the CCVB may be prevented
to act as a Contractor on any public work or improvement for a period of up to five
years. The CCVB acknowledges debarment by another jurisdiction is grounds for the
City of Carlsbad to disqualify the CCVB from the selection process. h97 (Initial)
(Initial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference.
rev. 4/24/00
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r!J (Initial) (Initial)
13. JURISDICTION
The CCVB agrees and hereby stipulates that the proper venue and jurisdiction
for resolution of any disputes between the parties arising out of this agreement is San
Diego County, California.
14. STATUS OF THE CCVB
The CCVB shall perform the services provided for herein in CCVB’s own way as
an independent Contractor and in pursuit of CCVB’s independent calling, and not as an
employee of the City. CCVB shall be under control of the City only as to the result to be
accomplished, but shall consult with the City as provided for in the request for proposal.
The persons used by the CCVB to provide services under this agreement shall not be
considered employees of the City for any purposes whatsoever.
The CCVB is an independent Contractor of the City. The payment made to the
CCVB pursuant to the contract shall be the full and complete compensation to which
the CCVB is entitled. The City shall not make any federal or state tax withholdings on
behalf of the CCVB or its employees or subcontractors. The City shall not be required to
pay any workers’ compensation insurance or unemployment contributions on behalf of
the CCVB or its employees or subcontractors. The CCVB agrees to indemnify the City
within 30 days for any tax, retirement contribution, social security, overtime payment,
unemployment payment or workers’ compensation payment which the City may be
required to make on behalf of the CCVB or any employee or subcontractor of the CCVB
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for work done under this agreement or such indemnification amount may be deducted
by the City from any balance owing to the CCVB.
The CCVB shall be aware of the requirements of the Immigration Reform and
Control Act of 1986 and shall comply with those requirements, including, but not limited
to, verifying the eligibility for employment of all agents, employees, subcontractors and
Consultants that are included in this agreement.
15. CONFORMITY TO LEGAL REQUIREMENTS
The CCVB shall cause all final reports to conform to all applicable requirements
of law: federal, state and local. CCVB shall provide all necessary supporting
documents, to be filed with any agencies whose approval is necessary.
CCVB agrees to allow City or its designated representative to monitor, audit,
review, and examine the methods and procedures, and results of the CCVB.
16. OWNERSHIP OF DOCUMENTS
All documents, plans, studies, brochures, advertising materials, art work, reports,
and equipment (including software licenses) as herein required or authorized to be
purchased under this Agreement, are the property of the City, whether the work for
which they are made be executed or not. In the event this contract is terminated, all
documents, plans, studies, brochures, advertising materials, art work, reports, and
equipment (including software licenses) shall be delivered forthwith to the City. CCVB
shall have the right to make or retain one (1) copy of the documents for its records.
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17. REPRODUCTION RIGHTS
The CCVB agrees that all copyrights which arise from creation of the work
pursuant to this contract shall be vested in City and hereby agrees to relinquish all
claims to such copyrights in favor of City.
48. HOLD HARMLESS AGREEMENT
CCVB agrees to indemnify and hold harmless the City of Carlsbad and its
officers, officials, employees and volunteers from and against all claims, damages,
losses and expenses including attorneys fees arising out of the performance of the
work described herein caused by any willful misconduct, or negligent act, or omission of
the CCVB, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable.
19. ASSIGNMENT OF CONTRACT
The CCVB shall not assign this contract or any part thereof or any monies due
thereunder without the prior written consent of the City.
20. SUBCONTRACTING
If the CCVB shall subcontract any of the work to be performed under this
contract by the CCVB, CCVB shall be fully responsible to the City for the acts and
omissions of CCVB’s subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as CCVB is for the acts and omissions of persons
directly employed by CCVB. Nothing contained in this contract shall create any
contractual relationship between any subcontractor of CCVB and the City. The CCVB
shall bind every subcontractor and every subcontractor of a subcontractor by the terms
rev. 4/24/00
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of this contract applicable to CCVB’s work unless specifically noted to the contrary in
the subcontract in question approved in writing by the City.
21. 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 this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
similar functions in connection with the performance of this contract shall become
directly or indirectly interested personally in this contract or any part thereof.
22. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this contract, shall affect or modify
any of the terms or obligations herein contained nor entitle the CCVB to any additional
payment whatsoever under the terms of this contract.
23. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 18, “Hold Harmless Agreement,” all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
24. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
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rev. 4/24/00
25. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City’s conflict of interest code, that the CCVB will not be required to file a conflict of
interest statement as a requirement of this agreement. However, CCVB hereby
acknowledges that CCVB has the legal responsibility for complying with the Political
Reform Act and nothing in this agreement releases CCVB from this responsibility.
26. INSURANCE
The CCVB shall obtain and maintain for the duration of the contract and any and
all amendments insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the work hereunder by the
CCVB, his agents, representatives, employees or subcontractors. Said insurance shall
be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best’s Key
Rating of not less than “A-Y and shall meet the City’s policy for insurance as stated in
Resolution No. 91-403.
A. Coverages and Limits.
CCVB shall maintain the types of coverages and minimum limits indicated
herein, unless a lower amount is approved by the City Attorney or City Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits shall apply
separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
rev. 4/24/00
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2. Automobile Liability (if the use of an automobile is involved for
CCVB’s work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily
injury and property damage.
3. Workers’ Compensation and Employer’s Liability. Workers’
Compensation limits as required by the Labor Code of the State of California and
Employer% Liability limits of $1 ,OOO,OOO per accident for bodily injury.
4. Professional Liability. Errors and omissions liability appropriate to
the CCVB’s profession with limits of not less than $1 ,OOO,OOO per claim. Coverage shall
be maintained for a period of five years following the date of completion of the work.
B. Additional Provisions.
CCVB shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
1. The City shall be named as an additional insured on all policies
excluding Workers’ Compensation and Professional Liability.
2. The CCVB shall furnish certificates of insurance to the City before
commencement of work.
3. The CCVB shall obtain occurrence coverage, excluding
Professional Liability which shall be written as claims-made coverage.
4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the CCVB fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the CCVB in breach, or
rev. 4/24/00
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may purchase replacement insurance or pay the premiums that are due on existing
policies in order that the required coverages may be maintained. The CCVB is
responsible for any payments made by the City to obtain or maintain such insurance
and the City may collect the same from the CCVB or deduct the amount paid from any
sums due the CCVB under this agreement.
27. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the CCVB in connection with the
For CCVB:
foregoing are as follows:
For City: Title ECONOMIC DEVELOPMENT MANAGER
Name Ms. Cynthia Haas
Address 1635 Faraday Avenue
Carlsbad, CA 92008
Title EXECUTIVE DIRECTOR
Name Mr. Steve Llnk
Address P.0 Box 1246
Carlsbad, CA 92018-I 246
28. BUSINESS LICENSE
CCVB shall obtain and maintain a City of Carlsbad Business License for the
duration of the contract.
29. ENTIRE AGREEMENT
This agreement, together with any other written document referred to or
contemplated herein, along with the purchase order for this contract and its provisions,
embody the entire agreement and understanding between the parties relating to the
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subject matter hereof. In case of conflict, the terms of the agreement supersede the
purchase order. Neither this agreement nor any provision hereof may be amended,
modified, waived or discharged except by an instrument in writing executed by the party
against which enforcement of such amendment, waiver or discharge is sought.
rev. 4/24/00
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Executed by CCVB this 3813 day of (3 c m &OK ,200O.
CARLSBAD CONVENTION AND
VISITOR’S BUREAU, a non-profit
CITY OF CARLSBAD, a municipal
V Mayor -
ATTEST:
RRAINE’M. WOOD
City Clerk
(Proper notarial acknowledgment of execution by CCVB must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or
assistant treasurer must sign for corporations. Otherwise, the corporation must attach a
resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
BY: f&&&? A&&$&/
Deputy City Attorney
rev. 4/24/00
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State of California
San Diego ss.
County of
On October 3, 2000 , before me Shannon Watkins a Notary Public , 9 Date Name and Titte of OlTiir (e.g.. ‘Jane Doe, Notary Pubttt’)
personally appeared Nor-ne Sigafoose***********k****************** ,
Name(s) 04 Signer(a)
&j personally known to me
Cl proved to me on the basis of satisfactory
evidence
SHANNON WNKINS
2
Commksion# 122518
NotuyPublic-CaBfanb
4 -0iegaCwnty .,. MKomrn.ticD’resJu?19.2m3
Place Notary Seal Above
to be the persondwhose nam e&&a-
subscribed to the
capacity(&),- and that by @their
SignatureCsfon the instrument the person% or
the entity upon behalf of which the personfff
acted, executed the instrument.
WITNESS my hand and official seal.
kk-&~ Signature d Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable fo persons relying on Ihe document
and could prevent fraudulent removal and reattachment of fhis form to another document.
Description of Attached Document
Title or Type of Document: -Pnt
Document Date: oceober 3 ’ 2ooo Number of Pages: 16
Signer(s) Other Than Named Above:
Capacity( ies) CFoin& b Signer
Signer’s Name: !! igafoose
0 Individual
Cl Corporate Officer - Title(s):
0 Partner - Cl Limited 0 Generat
rl Attorney in Fact
U Trustee
Cl Guardian or Conservator
&I Other: Chairperson of tw~narrl fnr rm
Signer Is Representing: Carlsbad Convention and Vistor's Bureau
bp of thumb here
0 1939 National Notary Associaticm * 9350 De Solo Ave.. P.O. Box 2402 * Cbatswwth. CA 913132402 * wm.natlonakro(a~org Prod. No. 5907 Reorder: Call Tdl-Frae 1-800-876-5827
September 14,200O
Cynthia Haas
City of Carlsbad v Economic Development
1635 Faraday Avenue
Carlsbad, CA 92008
Dear Cynthia,
It is time to make our annual report to the City Council and renew our contract for another year.
We would like to be placed on the City Council agenda in early October.
There were a number of accomplishments this past year that we can point to with pride.
P We published our first Meeting Planners Guide. The full color, 16-page booklet is
packed with useful information for groups seeking a place to meet. We printed 10,000
copies and direct mailed 6,600 of them to meeting planners across the U.S.
> Our award winning Internet web site peaked at 534,000 hits in May, as travelers made
their summer vacation plans. It has now settled back down to 420,000 - 450,000 hits per
month.
> Our part-time group sales coordinator is having great success in generating leads and
disseminating them to Carlsbad hotels. We have now embarked on moving these
programs to the next level by developing a better outreach program, adding new
marketing programs and generally raising the profile of the community.
> We expanded our California’s Newest Playground brochure from 16 to 20 pages. We
printed 50,000 copies of this colorful informative booklet. We are distributing 1,000 per
week to people considering a vacation to Carlsbad.
> We published 30,000 colortil visitor maps showing Carlsbad’s principal streets and
identifying attractions and hotels.
Our ongoing programs continue to be very successful.
> Our three-dozen volunteers are highly trained and enthusiastic. They are each scheduled
to serve an average of three hours per week in the Visitors Center, greeting tourists and
answering phones. Without them, our small staff would be completely overwhelmed.
P We attended 8 travel trade shows this year and provided booth space at the Los Angeles
Travel Show for representatives of Oceanside, Encinitas, and Solana Beach.
Continued.. .
Carlsbad Convention %I Visitors Bureau
P.O. Box1246*Carlsbad,California 92018-1246
TEL (760)434.6093. FAX (7601434.6056
www.carlsbadca.org/ ,5
Cynthia Haas
September 14,200O
Page 2 of 2
I’
,I
p The advertising and travel writer programs are on track and serve the needs of Carlsbad’s
hospitality industry very well.
Our organization is strong. The bureau is blessed with a board of directors who not only bring a
wealth of knowledge and experience to the table, but are also dedicated to Carlsbad and our
hospitality industry. The bureau staff consists of three full time and three part time members.
Additionally, our web master and substitute receptionist are on call on a needed basis. We are
open seven days a week.
Considering our budget constraints, we are generating a tremendous amount of public awareness
of Carlsbad throughout the Southwest and to a lesser degree, throughout the U.S. and
internationally.
There are numerous advertising opportunities that we do not take advantage of and numerous
travel shows we do not participate in. We are careful that every dollar entrusted to us is spent
wisely. And we don’t just look to the City for funding. In FY 99-00, we generated $54,664
from other sources.
We are asking for a very small increase in funding this year, primarily to cover increased utility,
telephone and other administrative costs. We are proposing the following allocations:
November 1,200O - October 3 1,200l
Visitor Center Operations
Advertising and Events
Brochures
Consultant
Travel Show & FAM Trips
CD-ROM/Video
Marketing Program Operations
$126,000.00
90,000.00
25,OOO.OO
10,000.00
25,OOO.OO
7,ooo.oo
80,000.00
$363,000.00
I am sure you will agree, your Carlsbad ConVis is maintaining a remarkable record of
accomplishments on a very frugal budget. We look forward to sharing our success with the City
Council.
Sincerely, Sincerely, Jz!isGGN Jz!isGGN
Steve Link Steve Link
Executive Director Executive Director
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